Council MIN 02-24-1995 & 02-25-1995 Retreat
I.
FEDERAL WAY CITY COUNCIL
SPECIAL SESSION/RETREA T
Port Ludlow Resort & Conference Center
February 24 & 25, 1995
MINUTES
CALL MEETING TO ORDER
Mayor Gates opened the Special SessionlRetreat of the Federal Way City Council at 10:00 a.m.,
at the Port Ludlow Resort & Conference Center, Port Ludlow, Washington.
City Council present: Mayor Mary Gates, Deputy Mayor Phil Watkins, Councilmembers Mahion
"Skip" Priest, Hope Elder, Jack Dovey, Ron Gintz and Ray TomIinson.
City Staff present: City Manager Ken Nyberg, Assistant City Manager Philip Keightley and
City Attorney Londi Lindell.
II.
c.
BOARDS & COMMISSIONS
a.
Appointment Process
1) Council Responsibilities
2) Appointments
3) Alternatives
4) Fact Sheet
5) Application
6) Interview Questions
7) Pre-Screening
8) Voting
9) Orientation
b.
Roles of City Council and of Boards & Commissions
1) City Council Work Plan
2) Boards & Commissions Work Plan
3) New Ideas Process
4) Structure
5) Boards & Commissions
Recommendations to City Council
1) City Manager Recommendations
2) Committee Boards & Commissions Recommendations
ORI GINAL
SPECIAL SESSION/RETREAT MINUTES
PORT LUDLOW - PAGE 2
III.
d.
IV.
CITY COUNCIL WORKING TOGETHER
a.
Council Committee Meetings
1) Efficient and Focused
2) Middle of the Day
3) Morning Meetings
4) Early Meetings
b.
Action Items for City Council
1) Items that City Council requested be considered by a Committee.
2) Items that are legislative or code required.
3) When a Committee decision has been made and staff work is complete.
4) When two City Council members want an item sent to the City Council.
5) Items Committees want reported to the full City Council.
c.
Working As a Team
1) Guard against City Council members being played off against each other.
2) Guard against playing staff against each other.
3) Staff responding to each
Working with Staff
1) Policy Issues
2) Non-Policy Issues
3) Requests for Information
1995 GOALS
a.
b.
V.
Three CSO's
Truman School Improvements
VISION
a.
b.
S. 348th Street Area
Downtown area
1) Allow Intensified Mixed Use
2) Heights
3) Make Pedestrian Friendly
4) Make Attractive
SPECIAL SESSIONIRETREAT MINUTES
PORT LUDLOW - PAGE 3
VI.
5)
6)
7)
8)
9)
10)
c.
Quality Improvements
Safety
Public Investment
Design Review/Standards
Revitalize Downtown
Other Notes (Not consensus positions)
a. What don't you like about Bellevue?
b. Downtown office vs East & West Campus Office
c. Not proud of SR 99 and how it looks. Need to change its
appearance.
City Council Review Vision
GROWTH
1)
2)
Households and jobs.
New Housing
VII. AFFORDABLE HOUSING
1)
2)
Provide Alternatives
Discussions (not consensus positions)
VIII. ANNEXA nON
A)
B)
C)
D)
E)
F)
G)
POLICE
IX.
A)
B)
Redondo PAA
Auburn PAA
Algona PAA
Pacific P AA
MiltonPAA
Enchanted Village Annexation
Northlake Annexation
Vision Value Statement
1995 Carry Forward
SPECIAL SESSION/RETREAT MINUTES
PORT LUDLOW - PAGE 4
X.
CAPITAL IMPROVEMENTS
A.
Bond Election
1)
2)
3)
4)
Go to voters in 1995 for two Bond Issue Decisions
$7.5 Million Bond Issue for Parks
$7.5 Million Bond Issue for Streets
Boards & Commissions Responsibilities
a) Celebration park
b) Visitation Retreat Center
Miscellaneous Statements (not consensus positions)
5)
XI.
ADJOURNMENT
Having no other business to come before the Council, the meeting was adjourned at 12:00 p.m.,
onF"'ruæy2S.1995. ~ /"; / ( J, ~
I ~h-ø<-1V L~
N. Christine Green
Acting City Clerk
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CITY COUNCIL RETREAT SUMMARY
AT PORT LUDLOW
FEBRUARY 24 & 25, 1995
I, BOORDS AND COMMISSIONS
A. APPOINTMENT PROCESS
1.) Council Responsibilities. The City Council discussed their responsibilities
for the interview of all Boards and Commissions members. There should be
at least four and preferable all of the Council present for the interviews.
2.) Appointments. The expiration month of the terms of each Board or
Commission should be staggered to prevent excessive interviewing.
Interviews for appointments or reappointments could be held in the month
prior to the expiration of appointments. The appointment or
reappointment would be made at the first. Council meeting of the month of
the expiration of appointment. See the attached draft calendar of
expiration/appointments.
3.) Alternatives. The Council liked the idea of an alternative for each Board
and Commission reappointment. Upon a resignation the Council could
determine if the alternative person would fill the vacant position for the
remainder of the unexpired term of the vacancy or if there will be.
interviews. The alternative could fill the vacant position until the Council
makes this decision. Alternatives could attend meetings of Bocods and
Commissions with no vacancies; they would not vote, but could participate
in Committee assignments.
4.) Fact Sheet. Staff could provide for all applicants a fact sheet which will
summarize the selection processes, rules effecting Boards and Commissions,
purpose of the Boards and Commissions, Job duties, regular meeting dates,
etc. This fact sheet would be provided with the application form.
5.) fipplication. it was considered that all applicants be required to
completely fill out the application form in order to be considered.
6.) Interview Questions. Under this revised appointment procedure, staff
would provide a list of general questions for the Council to consider at
interviews, together with information on standard interview criteria and
what kinds of questions are appropriate or legal to ask. There would be
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no standardized questions for interview, but Council Members could ask
similar questions so would be uniformity between each interview.
Questions would not need to be submitted to the Mayor for review.
7.) Pre-screening. Council considered having only residents of Federal Way
apply for positions on Boards and Commissions unless otherwise specified
by code.
8.) Voting. Council thought it important to have a defensible voting process.
For example if there are four positions to fill each Council Member after the
interviews would give the names of five candidates they prefer. From
these names the top four candidates with the greatest number of votes
would be selected for appointment and the fifth named for the alternate.
9.) Orientation. The Mayor and City Manager were asked to prepare for an
orientation to new Boards and Commissions. The orientation would be
attended by all new Boards and Commissions members prior to active
participation. The orientation could include rules, purpose, City Council
goals and work plan, etc. The first orientation would be for all new and
existing Board and Commission members. Consideration was given to
making attendance not an option.
G. ROLES OF CITY COUNCIL AND OF BOARDS AND COMMISSIONS
1 .) City Council Work Plan. The City Council's policies, work plan and priorities
for the City govern the work of the Boards and Commissions. Personal
interests and private agendas of Council Members and Boards and
Commission members are not to be imposed on staff.
Q.) boards and Commissions Work Plan. Boards and Commissions would take
Council goals, policies, work plans, and prioritize and develop them into
their own work plan. The City Council would approve all Commission work
plans in the spring of each year, and set schedules for each Commission
work plan task. All Commissions then could work together to achieve
Council goals. The Council would periodically define boundaries for Boards
and Commissions. For example, issues related to the Visitation Retreat
Center would be entirely the responsibility of the Arts Commission.
3.) New Ideas Process. Boards and Commissions are encouraged to submit
new ideas outside of existing work plans to the City Council in the Spring
of each year. Separately from the work plan so that the City Council can
consider these recommendations as a part of budget for the next year.
These new ideas would be submitted to the appropriate City Council
Committee first.
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4.) Structure. It was felt that the above structural changes would resolve most
of the difficulties related to Boards and Commissions. The Council felt that
they need to deal with challenges unanimously, and not allow people to
play Council Members against one another. The Council agreed to steer
issues to the appropriate Commission or to staff as appropriate.
5.) Boards and Commissions. It was felt that Boards and Commission chairs
should work with staff to set meeting agendas and act as facilitators and
coordinators. RII Commission members had equal standing. The City
Council would like recommendations including alternatives and the pros and
cons for each alternative.
C. RECOMMENDATIONS TO CITY COUNCIL
1.) City Manager Recommendations. Where appropriate, City Council agenda
packets should contain a recommendation from the City Manger together
with an onalysis with findings of facts for alternatives and the pros and
cons for each alternative including those of Boards and Commissions and
Committees.
Q.) Committee Boards and Commissions Recommendations. The
recommendations of the Committees, Boards and Commissions should also
be included in the Council agenda packet. This may result in different
recommendations. This is acceptable.
II. CITY COUNCIL, WORKING TOGETHER
R. COUNCIL COMMITTEE MEETINGS
1.) Efficient and focused. Make meetings more efficient and keep them
focused. Move more action items and fewer information items. Try to
keep the meetings to one hour or at the most one and a half hours in
length.
Q.) Middle of the Day. Have no meetings during the middle part of the day.
3.) Morning Meetings. Stay within the allocated meeting time.
4.) Early Evening. Consider having meetings between 5:00pm and 7:00pm
before Council meetings.
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Q. ACTION ITEMS FOR CITY COUNCIL
A City Council Committee can not take final action on behalf of the City Council.
Action items should be sent to the full City Council for legislative action under the
following conditions:
1.) Items that the City Council requested be considered by a Committee.
Q.) Items that are legislative or code required.
3.) When a Committee decision has been made and staff work is,complete.
4.) When two City Council Members want an item sent to the City Council.
5.) Items Committees want reported to the full City Council.
C. WORKING AS A TEAM
1.) Guard against City Council Members being played off against each other.
Q.) Guard against playing staff against each other.
3.) Staff responding to each Council Member's personal agendas adds to work
load and interferes with staff's ability to achieve collective City Council
goals.
D. WORKING WITH STAFF
1 .) Policy Issues. These should be assigned to the appropriate Committee.
Q.) Non-Policy Issues. Go to the City Manager or the Assistant City Manager.
If appropriate, consider going to a Department head.
3.) Requests for Information. City Council Members should try to .use citizen
action request (CAR) forms or at least provide in writing the name,
telephone number and issue to staff. Staff will make an initial response to
the City Council Member within three working days. Staff will try to make a
complete response within ten days giving full details.
IV. 1995 GORLS
A. THREE CSO'S. Staff needs to move decisively on the deployment of the
three CSO's budgeted in 1995.
4
s
B. TRUMRN SCHOOL IMPROVEMENTS. Consideration was given to reallocate
funds for Truman Field improvements. Staff is to provide alternatives for
the City Council to consider. The Parks committee should submit
recommendations for alternative fields, if they make sense, to the Humans
Services Public Safety Committee for consideration and the reallocation of
CD6G funds. `
V. VISION
R. SOUTH 348TH STREET RRER
(This is assumed to be approximately South 336th Street and South 356th
Street, and between Interstate 5 and west of State Route 99)
1.) Light Manufacturing and Bulk Retail. These may be primary land
uses within this area. These two uses do not seem appropriate in
the downtown area. The bulk retail should not compete with the
retail in the downtown area.
B. DOWNTOWN RRER
(South 320th Street Area)
1.) Rllow Intensified Mixed Use.
a.) Appropriate retail is SeaTac Mall and expansions to it.
Attract an upscale expanded retail area.
b.) Residential
c.) Office (professional)
2.) Heights. Mid-rise structures of five to six stores seems appropriate.
3.) Make Pedestrian friendly. Promote the ability to walk safety
around the downtown using sidewalks to link all areas.
4.) Make Rttractive. Add sizzle to downtown.
5.) Quality Improvements. Create an atmosphere that meets future
needs and helps business thrive. Don't use quick fixes, but work
towards measured growth. Quality jobs lead to disposable income
and expansion within Federal Way.
6.) Safety. Make people feel safe and secure in the downtown. If, we
don't do this people will go elsewhere to shop. Need more visible
police.
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7.) Public Investment.
a.) Provide Incentives to speed up change (sign code, recycle
ugly signs, etc) without over regulation.
b.) Public improvements and partnerships with business. This
could include improved security, structured parking,
pedestrian areas, parks, art and plazas. (Sizzle) .
8.), Design Review/Standards. Design review Is on the City
Council/Planning Commission work program and-should be completed
by the end of 1995. Consider design review alternatives and the
pros and cons for each.
9.) Revitalize Downtown. There is a need to take correction action to
make sure that the downtown and retail core does not die.
10.) Other Notes (not consensus positions)
a.) Question, what don't you like about Bellevue?
• Don't want canyons, buildings not over five or six stories.
* The attitude of the people of Federal Way is different.
* Don't want to lose our rural identity.
We know our neighbors and have a friendly atmosphere.
® We are not old enough to be like Seattle or Tacoma.
b.) Downtown office vs East and West Campus Office.
• Market driven. Building will occur when market develops.
• Downtown office and campus offices are different markets.
Campus areas are more corporate headquarters with open
areas and tall trees, while downtown office will tend towards
attorneys and professional services. Need campus type
offices first as they generate high income jobs. CEO's live
near their corporate headquarters.
c.) Not proud of SR99 and how it looks. Need to change its
appearance.
C. CITY COUNCIL REVIEW VISION
1 .) The vision statements include in the retreat packet and the above vision
statements are to be utilized by staff to provide the next level of vision
statements for the comprehensive plan. This is to be brought back before
the whole Council for review and approval in the near future.
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V. GROWTH
1.) Households and Jobs. Growth is likely to be cyclical and not a straight
line. Initial growth is likely to be slow. The arrival of rapid transit would
help stimulate growth. A curve should be used to indicate about 13,800
households and 11,800 jobs in about 2010. We need to plan•to
eventually accommodate the above growth numbers.
Q.) New Housing. The bulk of new housing should be in the downtown.
VI. AFFORDAM HOUSING
1.} Provide Alternatives. The Council requested the staff to provide
alternatives for City Council discussion. Affordable housing is a requirement
under the GMA as an element of the comprehensive plan.
Q.) Discussion (not consensus positions).
4 Take steps to make housing cheaper. Existing steps include the
homeless shelter ordinance and the proposed accessory housing
ordinance. This could also include zero lot lines, PUD's, change in
zoning to allow smaller lots, reducing development costs, allow small
units with common open space, etc.
0 Provide incentives.
• Provide creative financing. There was concern about the City being
in the banking business.
0 Subsidies. This could include the use of a Bond Issue. There was
some concern about utilizing subsidies.
0 Eliminate problems to help the market place. For example change
zoning and not require retail on the first Floor.
• Have affordable housing mixed in with other housing so as not to
create ghettos. This could be done by creating credits or low cost
units or by providing less amenities in low cost units.
• Provide people with a chance for ownership of their units.
• Don't require quotas of low income housing. Allow the market to
dictate. Don't shift low cost housing costs to higher cost units.
• Ask builders what to do to make housing affordable. i.e., low price
in Kent.
• Several developers are looking at senior housing.
VI1. ANNEXATION
A. REDONDO PAA. Staff is to draft an Interlocal which indicates that the Redondo
area is to be a part of DesMoines. In the interlocal, provide that Beach Drive
shall be kept open to two way traffic.
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AUBURN PAA. Provide for the Auburn heights area east of 51st Avenue SE to be a
part of Auburn.
C, ALGONA PAR. Clean up the PAA line, by allowing Algona to assume the small
portion on the drawings.
D. PACIFIC PAR. Accept the portion that Pacific agrees should be included in the
Federal Way PAA.
E. MILTON PAR. The ten percent petition for annexation received for the enchanted
pathway area dictates what portion should be in the Federal Way PAA. This
includes a small addition to Federal Way previously overlooked. (Check Milton
PAA graphics).
F. ENCHANTED VILLAGE ANNEXATION. Process the annexation for enchanted village
area in 1995. Provide a cost benefit analysis that includes roadway needs.
G. NORTHLAHE ANNEXRTION. Consider not doing more than one annexation per
year. Staff is to worlt informally with residents, but not add it to the 1995 work
plan.
VIII. POLICE
A. VISION VALUE STATEMENT. The City Council accepted the draft Vision Value
Statement, but requested that additions be made to it that include:
1 .) Police services be firm, decisive and direct.
Q.) Police administration is to handle affairs fairly and firmly.
3.) Change the word 'humanism'.
B. 1995 CARRY FORWARD.
1.) Wait until after the decision on policing in April 1995 before-deciding on
the allocation of 1994 carry forward.
Q.) Consider keeping a reserve for Police.
3.) Consider construction an additional half million dollars in asphalt overlay
work in 1995. This would not be considered until after the police decision,
but staff should be ready to program this additional worts.
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IX. CAPITAL IMPROVEMENTS
A. BOND ELECTION
1.) Go to the Voters in November 1995 for Two Gond Issue Decisions.
Q.) $7.5 Million Bond issue for Parks. This could be for the Phase I
development of Celebration Park which is to be evaluated for the inclusion
of the four lighted softball fields, six soccer fields, (Q lighted but consider
lighting 6) parking, other park amenities, and a through road (connecting
at least 11 th Avenue South and 9th Avenue South), Plan for a future
Performing Arts Center on approximately five acres.
3.) $7.5 Million Bond Issue for Streets. The actual list street improvements is
to be refined through a public process which includes the land Use/
Transportation Committee and the City Council. This is to be done within
the next two months. The roads Bond Issue is not to include monies for the
asphalt overlays. Consider using Bond Issue funds as matching funds for
grants on various street improvement projects.
4.) Boards and Commissions Responsibilities.
a.) Celebration Park. Both the Parks Commission and the Arts
Commission are to provide input to the City Council Parks Committee
and the City Council relative to their respective areas of interest.
b.) Visitation Retreat Center. The Arts Commission is to take primary
responsibility for recommendations relative the Visitation Retreat
Center. The Mayor is to communicate this to the Arts and Parks
Commission.
S.) Miscellaneous Statements (not consensus positions)
• Need to provide some starting "Sizzle" to help the downtown area.
This may include property acquisition, public/private partnership and
possibly $3 million for amenity improvements in the downtown area.
0 Competing Bond Issues may divide the community. -
a Performing Arts. Not there yet for a 12,000 seat facility.
• Visitation Retreat Center. Need a plan before going forward.
Possibly in 1996. Not ready For big dollars at this time because of
the over 300 seat facility being planned for the Aquatic Center.
Need to do something, but what support is there? The center stage
could accommodate, in the chapel area, to :start a Federal Way
theater. The Visitation Retreat could be a center for music,
performances, kids, traveling art shows, etc.
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