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Council MIN 02-20-2016 Annual RetreatCIT Federal Y OF Way 2016 City Council Annual Retreat Minutes* Retreat Date: Saturday February 20, 2016, 8:30 AM — 3:15 PM Retreat Location: Dumas Bay Retreat Center Facilitator: James Falconer Reid, The Falconer Group CITY COUNCIL 33325 8th Avenue South Federal Way, WA 98003 -6325 253 835 -2402 www.cityoffederalway.com *Clerks Note: Attached to this summary is Facilitator Jim Reid's Minutes as EXHIBIT A. Mayor Ferrell called the meeting to order at 9:02 a.m. City officials in attendance: Mayor Jim Ferrell, Deputy Mayor Jeanne Burbidge, Councilmember Lydia Assefa- Dawson, Councilmember Kelly Maloney, Councilmember Susan Honda, Councilmember Mark Koppang, Councilmember Martin Moore, and Councilmember Dini Duclos. City staff in attendance: Chief of Staff Brian Wilson, City Attorney Amy Jo Pearsall, and City Clerk Stephanie Courtney. Mayor Ferrell reported the proposed Methanol plant project in the Port of Tacoma is on hold at this time. He thanked Councilmember Maloney and Councilmember Honda and thanked the staff for the information and turn around on this issue. He also thanked the city leadership for the quick work on that issue; and he will continue to monitor. Deputy Mayor thanked everyone for coming and noted the beautiful area and the Sound. We have a city that works so hard with limited resources. The city has accomplished so much and so much more to do and working on the projects and goals from last year. Mayor Ferrell introduced facilitator Jim Reid. Public Comment Liz Drake, proud resident of Federal Way and very committed to the success of the city. She spoke to the strong connection needed between the city and the school district. Judy Zurligren, spoke in concern over illegal dumping near and in Lakota Creek and Joes Creek. She encouraged Councilmembers to visit her property and view. She is concerned with the habitat. Lynn Long, thanked the council for listening to the Camp Kilworth supporters at the last meeting. February 28th is the 80th birthday of the camp. She is concerned about Pacific Council Federal Way City Council Retreat Minutes Page 1 of 3 February 16, 2016 obtaining permits to cut trees on the properties. She asked Council to please halt any permits and give the camp time to develop the 501(c)(3). Mary Ehlis, also speaking on behalf of Camp Kilworth, lives in the neighborhood and supports the property use as -is. She is also concerned with the historic buildings on the property and the logging of the trees. Update on Major City Initiatives • Economic Development — Discussion led by Economic Development Director Tim Johnson • IRG purchase of Weyerhaeuser campus — Discussion led by Chief of Staff Brian Wilson regarding the next steps in the IRG purchase of the Weyerhaeuser property • Town Center - Discussion led by Economic Development Director Tim Johnson. • Downtown Design Guidelines, process & timelines — Discussion led by Community Development Director Michael Morales • Image /Rebranding, public input process — discussion led by Chief of Staff Brian Wilson • University Initiative Update — discussion led by Chief of Staff Brian Wilson Camp Kilworth Chief of Staff Brian Wilson and City Attorney Amy Jo Pearsall spoke to the history and options regarding the property. Community Development Director Michael Morales also answered questions regarding the current zoning for the property. Council Rules of Procedure City Attorney Amy Jo Pearsall reviewed various portions of the Council Rules where Councilmembers have made suggestions to modify. The following sections were discussed: • Section 3.5 When Agendas are Published and How • Section 16 Council Travel & Expenses • Section 17 Public Records • Section 19 Process for Selecting Commission Members • Section 19.10 Interviews of Alternates prior to appointment as Voting Member • Section 20.7 Alternates to Committees • Section 20.8 Role of Deputy Mayor as Ex Officio Member of Council Committees At 12:32 p.m. Mr. Reid recessed the meeting to break for lunch. Mr. Reid called the meeting back to order at 1:13 p.m. Multi - Family Housing Inventory Community Development Director Morales led a discussion on the current Multi - Family Housing Inventory. Federal Way City Council Retreat Minutes Page 2 of 3 February 16, 2016 Homelessness Community Development Director Morales also led a discussion on Homelessness. Topics included the One Night Count — Federal Way; Children /Young Adult Homelessness; and Partnerships Development to Address Homelessness. OpenGov Council Discussion Finance Director Ade Ariwoola led the discussion on the OpenGov Financial Software. Dumas Bay Retreat Centre Parks Director John Hutton and Dumas Bay Centre Manager Rob Ettinger led the discussion on the facility and the vision for the future of the property. This item was not discussed further, as it was announced the project is currently on hold. Public Comment Betty Taylor, spoke about applying to a Commission and being appointed as an alternate and not a voting member. She was pleased it was brought to the attention of the Council and is grateful for them looking at this issue. Betty Simpson, thought it was a good retreat and a lot of things were discussed. She would like to see Federal Way Days brought back and would like to see a deck added to the facility. Mayor Ferrell and Deputy Mayor Ferrell thanked everyone who attended and participated in the retreat. There being nothing further on the agenda, Mayor Ferrell adjourned the meeting at 3:52 p.m. Attest: Stephanie D. Courtney, CMC City Clerk Approved by Council: 0345; l Federal Way City Council Retreat Minutes Page 3 of 3 February 16, 2016 CITY OF FEDERAL WAY CITY COUNCIL ANNEAL STRATEGIC PLANNING RETREAT Saturday, 20 February 2016 EXHIBITA Dumas Bay Retreat Centre 9:00 a.m. - 3:45 p.m. SUMMARY OF THE MEETING'S KEY DISCUSSIONS, DECISIONS AND AGREEMENTS REVISED ON I MARCH 2®91 PER THE CO NUTS OF DEPUTY AYOR JEANNE 3 RO K GE AND CITY ATTORNEY AMY JO I EARSALL THE COUNCIL'S DISCUSSIONS, DECISIONS, AND AGREEMENTS Here are the highlights of the discussions and agreements during the Federal Way City Council's 2016 Annual Strategic Planning Retreat. ECONOMIC DEVELOPMENT Following Economic Development Manager Tim Johnson's briefing, Councilmembers stated that they are interested in the City: 1) proactively retaining existing businesses and recruiting new ones; and 2) learning what other cities across the nation have done to stimulate job creation and expansion. The Council suggested that one strategy to achieve these interests is for the City of Federal Way to build or strengthen partnerships with business organizations, such as the Chamber of Commerce, and institutions of higher education. Mayor Ferrell provided an illustration of the City's partnerships with businesses. The City closely monitored the purchase of the Weyerhaeuser property by the Industrial Realty Group (IRG). IRG's CEO flew to town to meet with the Mayor, and the City and IRG pledged to continue to coordinate and communicate as IRG determines the building's future and recruits new tenants. Tim suggested that the Council could play a key role in helping to promote Federal Way. He also asked Councilmembers share their extensive knowledge of the community with staff. A theme of Tim's briefing was that Federal Way's economic climate is "positive and improving." Stronger tenants are interested in the Commons Mall and City Center Plaza, while Macy's and Wal- Mart's Federal Way stores are doing well. Three former grocery stores are being repurposed and, given their locations, are likely to attract good tenants. The National Special Olympics is coming to Seattle in July 2018; swimming events may be held at the Weyerhaeuser King County Aquatic Center. And the Seattle Sports Commission is applying to host the U.S. Diving Team Trials at the Center in 2018 or 2019. Tim cited a big challenge to economic growth in the community: sustaining small businesses. The City is trying to meet that challenge by assisting "mom and pop" shops and small entrepreneurs in applying for loans under the federal Community Reinvestment Act. TOWN CENTER AND DOWNTOWN DESIGN GUIDELINES The primary outcome of this discussion was that all Councilmembers expressed interest in providing leadership on the future of Town Center and the development of design guidelines. They want to be partners with the Administration in ensuring that: 1) downtown Federal Way has a "sense of place;" 2) Town Center is an attractive, vibrant downtown that stimulates economic growth throughout the community; and 3) businesses that locate to Town Center enhance the Performing Arts and Events Center (PAEC). Councilmembers also want the City to influence the design of Sound Transit's new station to ensure its architecture is consistent with the design of Town Center. Finally, the Council stated its interest in involving the public and business community in the development of Town Center and its design guidelines. To launch this conversation, Tim briefed the Council on progress implementing the vision for Town Center. With the PAEC expected to open in 2017, the City is working to locate an "upper mid - scale" hotel adjacent to it. Tim expects the City to receive three to five proposals from hoteliers by the 15 April deadline. This could mean that the Council approves one of the proposals in June or July. The City is also issuing a "Letter of Intent" to solicit businesses to propose projects on the site of the former Target store. He acknowledged that the Mayor and Council have previously suggested that this site as a "perfect fit" for a branch campus of WSU or the UW, and the City has had discussions with representatives of the two universities about locating in Federal Way. Tim asked Councilmembers to suggest to him businesses that they believe might be appropriate candidates for this property, and to share with the Administration what they hear from constituents about the development and design of Town Center. Tim believes the City could select a business or entity to develop the former Target site in early 2017. He also commented that the City and Chamber of Commerce have worked together to develop a "relocation guide" to attract new businesses to Federal Way. Councilmembers requested frequent communication with and regularly scheduled briefings from the Administration about Town Center and the design guidelines so that they can be "out front" on these issues and work closely with the Mayor and his staff. They were enthusiastic about using the City's website and other social media to get the word out to the community and "tap into what the community is talking about." IMAGE AND REBRANDING THE CITY The City is working with Rusty George Creative of Tacoma on the rebranding of Federal Way. A community survey is being developed. Councilmember Maloney asked if the Council could see it before it goes out; the Mayor's Chief of Staff, Brian Wilson, said he would work to accommodate that request. Brian stated that a "social media blast" will help fuel citizen interest in participating in the survey, and the Council will be briefed on the results on 14 March. 2 THE UNIVERSITY INITIATIVE The City is interested in attracting a branch campus of WSU or UW to Federal Way, with the site of the former Target store a prime candidate. MGT America is doing a "needs assessment" at the City's request. The City has received the Chamber of Commerce's support in pursuing a university branch campus. One Councilmember suggested that the City confer with businesses throughout the region about the attraction of placing a branch campus in Federal Way and how specifically it might enhance Federal Way's attraction to businesses. CAMP KILWORTH From the discussion of the Boy Scout Camp Kilworth emerged a consensus among the Council that the camp is a huge asset to the quality of life in Federal Way and should be maintained as a camp and open space. Mayor Ferrell and the Council agreed that the City should assist the parties —the Boy Scouts and the Kilworth Foundation —in reaching agreement to preserve the camp. To achieve the City's interest, the Mayor and Council agreed to: 1) get clarity from the Boy Scouts and Kilworth Foundation about their intentions for the camp; 2) express the City's interests in preserving the camp and assisting the parties in helping maintain the status quo; and 3) ask for clarity about a 1 March deadline for determining the camp's future (is the deadline "hard and fast ? "). The Council and Mayor also agreed to prepare to explore other options for preserving the camp. For example, the City is already developing a historic preservation ordinance that could confer "protected status" on the property. But the Mayor and Council reiterated that there are "too many unknowns and we need clarity" on what the Boy Scouts and Kilworth Foundation are considering for the camp's future. Two of the four citizens who spoke at the start of the retreat, Lynne Long and Mary Ehlis, commented about the future of Camp Kilworth. They asked the City to help preserve the camp, including the big trees on the property. COUNCIL RULES City Attorney Amy Jo Pearsall guided the Council through a discussion of some of its Rules of Procedure. Here are the Council's agreements on changes to the rules: 1. Council RUIC 3.5: This rule will be changed to require that the final agenda for City Council meetings will be delivered to Councilmembers by 5 p.m. the previous Thursday. Amy Jo will draft the proposed changes to Rule 3.5 and submit them to the Council 2. COMM Rule 16: Amy Jo will have staff investigate the practices of other municipalities for allowing travel by Councilmembers to conferences and seminars where they would officially represent the City, and for reimbursing the members for such travel costs. Council is interested in a specified process for determining appropriate travel and reimbursement. Amy Jo will present the findings of staff's research to the Finance, Economic Development, and Regional Affairs Committee (FEDRAC), and will work with the Council to draft 3 proposed updates to Rule 16 based on that research. The Councilmembers stated that they expect this issue to be raised again during the adoption of the City's budget, which will include a budget for the operations of the City Council. 3. Council Rule 17: The Council decided to make no changes to how the City deals with Public Records requests. Amy Jo told the Council that the City "casts a wide" net in terms of responding to such requests, and informs everyone whose emails and other communications are provided as part of the requests. 4. CODUCII Rule 19.10: Councilmembers expressed an interest in ensuring that the members of City Commissions are vibrant and engaged. To that end, Council agreed to change Rule 19.10 so that incumbents on City Commissions are not automatically reappointed. Instead, when a term expires, the City will publish that fact and solicit applications. The most qualified candidates will then be interviewed. Assuming that the applicants are impressive, the number of alternates may be increased to provide more people with the opportunity to participate and to increase the pool of potential candidates for the Commissions when there are vacancies or when terms expire. When there is a mid -term vacancy on the Commission, alternates may be interviewed as part of the process of filling it, but only if they have not recently been interviewed. Council will have further discussion about how long that timeframe will be. Some suggestions were six months or one year. Amy Jo will draft the proposed changes to Rule 19.10 and submit them to the Council. 5. Council Rule 20.8: Council agreed to change this rule so that the Deputy Mayor can become a voting member of a Council Committee when a quorum of the Committee cannot be achieved. This new rule will create an opportunity to create a quorum and allow the meeting to proceed. When a Councilmember is late and the Deputy Mayor has participated in the discussions and is prepared to vote, she /he will still be allowed to do so even as the permanent Committee member joins the proceedings. Councilmembers also agreed that it is at the discretion of the Committee Chair to decide how long to wait for a Committee member who is late. Ten minutes appeared to be the reasonable amount of time to delay convening the meeting, based on the sentiments that Councilmembers expressed during this discussion. MULTI- FAMILY HOUSING INVENTORY During this discussion, the Council reflected concerns in the community that the three new large multi - family housing developments being constructed in Federal Way are all Section 8 or low- income housing. Councilmembers are interested in addressing the needs of low- income people while balancing the stock of multi - family housing to serve people of all income levels. No matter whom the new housing serves, the City would like to raise standards so that multi - family housing developments fit in the neighborhoods, including Town Center, and contribute to improving Federal Way's image. The Council 4 also expressed an interest in working closely with the Federal Way School District to ensure that the schools can plan for and handle the influx of new students. Community Development Director Michael Morales listed a number of potential code changes that might raise the standards of multi - family housing in the community. The following code changes could be adopted for multi - family developments of twenty or more units: • Require structured parking. • Require commercial on the ground floor in all zones (CC -C, CC -F, BC, BN, and MF) • Prohibit concentration of three, four, and five bedroom units in one area. • For larger projects, require laundry rooms, storage areas, and common areas for social gathering. ■ Provide multiple small parking lots in lieu of one large lot. • Amend the zoning code to not allow private yards, patios, and balconies, as well as common areas such as recreation rooms, rooftop terraces, pools, active lobbies, and atriums to be credited to open space requirements. • Provide each household with some form of useful private open space, such as a patio, porch, deck, balcony, yard, or shared entry porches or balconies. • Minimize the bulk and massive appearance of large structures through the use of varied sloping rooflines, varying roof heights, and directions and shapes of the roofline to visually breakup a large structure. • Minimize bulk of buildings by restricting the number of units in each building. • Increase setbacks with height. The Council proposed that the City take stock of existing multi - family housing before adding more. And to help achieve the economic development goal of attracting high - end jobs to Federal Way, the City should encourage mixed use developments and the higher quality multi - family housing that the above potential code changes could produce. Other strategies that various Councilmembers suggested were: 1) Educate the public about the need for a diverse housing stock to accommodate a diverse population; 2) Assist the School District in identifying appropriate sites for new schools; 3) Coordinate with the other cities in King County to ensure that cities on the eastside of the County are accepting their fair share of affordable and low- income housing; 4) Coordinate with such entities as the King County Housing Authority to obtain the latest, most accurate data on housing needs, affordability, and availability; 5) Prevent illegal conversions (where more people live in a home, apartment, or condo than the law allows); and 6) Improve the existing stock of multi- family housing. HOMELESSNESS As Michael Morales illustrated, the City of Federal Way is doing quite a lot to address the needs of homeless people within the community. The City is also participating in regional efforts, particularly in South King County, to address the increasing number of homeless people. Yet the 29 January 2016 overnight homeless count indicated a 150% increase in the number of homeless people in Federal Way since January 2015. 5 To build upon existing initiatives, the Councilmembers suggested that the City: 1) work with King County Councilmember Pete von Reichbauer to address homelessness regionally; 2) balance the needs of homeless people and surrounding neighborhoods; 3) get the word "out on the street" that Federal Way is not a mecca for homeless people and that the City will not tolerate lawlessness; and 4) hire homeless people to give them the income that will enable them to move into permanent housing. OPENGOV SOFTWARE As a result of the discussion about the OpenGov software, the Council agreed that financial information the City posts on its website, including the City's budget, needs to be more understandable, accessible, and interactive. The Mayor's Chief of Staff Brian Wilson told the Council he will ask Rusty George if it possible to insert into the community survey a question or two about how the public gets its information about the City's finances and what forms would be most appealing and understandable. The Council directed the Mayor to work with the departments to try to use graphics, such as "pie charts," to more clearly, easily, and engagingly present the City's finances and budget on its website. The Mayor and Council also expressed enthusiasm for the idea of putting programmatic budgeting on public affairs Channel 21. They suggested that the public be encouraged to submit questions that would be addressed by the program. DUMAS BAY RETREAT CENTRE As a result of the briefing by Parks and Recreation Department Director John Hutton and Dumas Bay Retreat Centre manager Rob Ettinger, the Council agreed that it should hold a special study session to discuss a long -term vision for the Centre. Councilmembers would like information about what the seven items on Rob's "wish list" would cost, and how the Administration would prioritize them. They also agreed that a long -term capital plan is needed. Although the City has spent approximately $300,000 in the last few years to maintain the facility, Rob estimated that a capital plan could reveal the need for improvements in the range of half a million dollars. With other worthwhile projects facing the City, the Council strongly supported having a vision and plan to guide future decisions regarding the City's investment in the Centre. CONCLUSION At the beginning and end of the retreat, Federal Way residents offered their thoughts and ideas to the Mayor and Council. Liz Drake of the Federal Way School Board distributed the Board's 2016 State Legislative Platform and invited the City to "add your voice to ours" in advancing it in Olympia. Judy Zurilgen asked the City for stronger enforcement of the code to prevent the dumping of garbage along Lakota Creek. Lynne Long and Mary Ehlis provided testimony about the need to preserve the Boy Scout camp and open space at Camp Kilworth, which they cited as a neighborhood and community asset. Betty Taylor described her experience serving as an alternate on a Commission and supported changes the Council discussed earlier to the process of 6 elevating alternates to voting members. Bette Simpson asked the Council to bring back Federal Way Days. Mayor Ferrell and Deputy Mayor Jeanne Burbidge thanked the public for attending, the staff for organizing the retreat and presenting materials to guide the discussions, and the other Councilmembers for a "very good day of discussions and exploration." The retreat adjourned at 3:45 p.m. 7