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Home My WebLink About022123 City Council Business Meeting PacketPORT TOWNSEND CITY COUNCIL AGENDA CITY HALL COUNCIL CHAMBERS, 540 WATER STREET Business Meeting 6:30 p.m. February 21, 2023 • Attend in person or virtually via computer or tablet at ..c.i,t;);webj,t)aic oX11; enter the 9 digit Webinar ID 242-937-955 • Phone only (muted - listen -only mode) United States: Local Dial In — (360) 390-5064 access code: 706-376-5054 • Live stream (listen only): https:Hcityofpt.us/citycouncil/page/agendasminutesvideos. Submit public comment emails to be included in the meeting record to: p�qbjjccc�rnrncti;t;. - cily.c ig * If you are experiencing technical difficulties, please attempt all methods listed above before reporting any issues to: ctel;ks��:g�..p.c r;;t:.( L Call to Order/ Pledge of Allegiance II. Roll Call III. Changes to the Agenda IV. Special Presentations a. Digital Equity Navigator V. Comments from the Public (re consent agenda items and items not on the agenda) (Each person has 3 min. to comment- City Clerk will signal at 2 min. 30 sec.) a. Public comment b. City Staff Response VI. Consent Agenda Action: Move to adopt the consent agenda or request to remove any individual item from the consent agenda. a. Approval ofBills, Claims and Warrants b. Approval of Minutes: February 6, February 13 State Auditor Exit Conference c. Resolution 23-016 Related to Personnel, Adopting Classification Schedules for Non -Represented Employees VII. Unfinished Business (None) VIII. New Business a. Evans Vista Master Plan Kick Off Presentation Action: (None) i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action b. Code Compliance Presentation on Hoarding Cases and Alternative Actions Action: (None) i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action c. Resolution 23-017 Endorsing the Universal Declaration on Human Rights and Proclaiming Port Townsend to be a Human Rights City Action: Move to approve Resolution 23-017 Endorsing the Universal Declaration on Human Rights and Proclaiming Port Townsend to be a Human Rights City. i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action d. Resolution 23-018 Authorizing the City Manager to Execute an Agreement with Springbrook and Civics Plus for an Upgraded City Financial System and Online Billing and Payment Portal Action: Option A: Move to approve Resolution 23-018 authorizing the City Manager to sign a contract with Springbrook to convert and migrate the City's financial system to the cloud -based platform and implement Civic Plus as the online bill pay option Option B: Move to approve Resolution 23-018 authorizing the City Manager to sign a contract with Springbrook to convert and migrate the City's financial system to the on premises 2017 platform and implement Civic Plus as the online bill pay option. i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action e. Discussion of City Managers Annual Evaluation Process Action: i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action IX. Presiding Officer's Report X. City Manager's Report XI. Suggestions for next or future agenda, regular meeting and/or study session XII. Comments from Council XIII. Adjourn E L O L i a 0� U o m O L •- w M L. Z .bA L. LMJ Za s w M LM b�A Cr c W m m E i N E O I C6 � O '� U � U � O U •- O -0 ' OLn _0 N 4-J C: N +-+ U 4.1 ca _O }' O N E i-0 o 0--0 O v p m N a--+ - p N o N tu0 — U No z-0uo cr Q N .. w O }, 4 +-+ O r Q ' aA 4-j U cin G� 'V •C U U N O a--+ p �� 0ur m m N E N fu C O O N O N }' Q4-0 N � ca ca > Q aA O =3 4-0 U .0 O 4-0 O _ N a--+ U }' o � 4-0E U O_ oO N CL 4-0 Q O O •CSA 0 i 4-J Ud N = N O ca ' i N cn O • — i }' cNi� Q N Q U a -J Ln Q Q > Q QU N = cn f6 V m LL i C6 IL Uj J U N O — C: 0 OO -0 4- C ca _0 a) U N O � o i ��, �_ aOE 0i i U .� _0 C:+_+ O a) v O }, O U O � C: II ca Q Q i O ip�p O� O a `n 4u 0 � oa .N a) aro a� o O a� aro 4-j I > c� a� _ � c� a� N .— N > .O ' LU _ ._ I I V. 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C) E p 1,,,,,,,,,,,,,,, CL From: Lil ueen To: David Faber, Emma Bolin Subject: A designer"s thoughts on tactical infill changes Date: Tuesday, February 14, 2023 5:17:19 PM Dear Mayor Faber, City Council members, Planning Commissioners and City staff, My name is Lily Queen and I have lived in Port Townsend for 8 years. After attending last night's joint session I have so many thoughts spinning in my head and I felt the need to share some of them with you. First, let me say that I am speaking from the privileged position of being a homeowner through a combination of generational wealth, hard work, sweat equity and to be honest, luck. My husband and I design and build homes for a living so we have been able to use those skills, loans from family, found a 'for sale by owner' lot in town and built before prices skyrocketed. Last spring, I started volunteering with Housing Solutions Network in part because I recognized that if I hadn't been able to build a house myself, it would be a huge challenge to afford to buy or rent now in Port Townsend. I'd like to share some thoughts about upzoning and the challenges of building affordable workforce housing from the perspective of a designer and builder. To be clear, when I use the phrase "affordable workforce housing," I'm referring to 80-150% AMI which from the numbers I pulled from HSN's website work out to between $59,120 and $110,850. When I first started volunteering with HSN, I got fired up about the idea of Jason, my husband, and I doing our own workforce housing project. I'd like to build four units around 600-800 sq ft 1 bed, 1 bath to either sell or rent. Then I started doing some math. Stick with me, I know this will be a lot of numbers... In order to build four units, we'd need a double lot and we'd have to split the lot or work within the constraints of the 'cottage housing development design standards' in the City's code. Taking an example from the current market, there is a double lot listed for $225,000 on Eddy Street (for the record, it sold for $45k in 2018). 1 have a feeling there are likely late -comer fees, plus the cost of splitting the lot, permits and hooking up to utilities we might be now in the $250,000 range? The harsh reality is that building is EXPENSIVE right now. To use even very conservative numbers of $300/sq ft, if we build one 800 sq ft single family residence plus a 600 sq ft ADU, we'd need $420k plus half of the land cost puts us at $545k. The payment we'd need to make would be around $4200 per month using a mortgage calculator: 10% down, 30 -year fixed, 7% interest. Keeping in mind we need to make a living (not a killing) and cover the cost of maintenance, adding a 10% return on investment (most developers are looking for 15-20%) and the rent we'd need is now $4620. Split based on the size, rent for the 800 sq ft unit would be $2600 and 600 sq ft is $2020. This is more than double fair market rent based on the HUD chart on HSN's website and barely falls under the threshold for 150% AMI. Now, we could try to sell the units but based on current zoning we can't divide a single lot and sell each unit separately. If we could—adding a 10% profit for a total sale price of $600k, each unit would sell for around $300k which falls within the 100-150% AMI and is just outside of 80% AMI. From there, we could roll that into developing the second lot since we didn't have over a million dollars to build the four units at the same time. Do the numbers pencil out? We decided we couldn't take that amount of risk with our personal funds. Are there solutions to be found within the conversation around zoning that could help make building new workforce housing pencil out? That is a huge question with no easy answers. Not only have material costs inflated but subcontractor options are very limited in our area and their costs continue to rise because they're in such high demand. We also have a catch-22 in that we don't have a pool of entry level laborers to hire and I imagine part of the reason for that is the lack of housing. We're working with skilled laborers who are needing to support their families in an expensive place to live and are paying them accordingly. Absolutely the right thing to do and at the same time increases building costs. Again, the paradox. Looking toward the future, I'm very concerned that we're heading toward a critical shortage of people in the trades, not only laborers of all types but electricians, plumbers, etc. If you really want to help with affordable housing, encourage all the young people you know to go into the trades! We're going to need a lot more electricians to install solar panels to help with the climate crisis! Could the City do anything to promote or recruit a labor force? Let me also say that this is incredibly discouraging to me as someone who wants to help the situation. I truly believe that housing is a human right and I have a skillset that I'm trying to put to use. I'm currently working on a cottage plan design along with Ross Chapin and Fred Kimball for Habitat for Humanity because as a small scale, local design and build team, we couldn't afford to fund it ourselves without access to subsidies. My hope is that the zoning changes and whatever the City can do to help decrease the costs associated with building and infrastructure development will allow local builders to help the cause of increased workforce housing. There can also be huge cost burdens when it comes to infrastructure, requiring development of roads and sidewalks that lead nowhere. If a large company is developing a Trail Crest type project, by all means but we recently started working with a client who had to pay $90,000 to pave 200 feet of blacktop for what is essentially a driveway as it doesn't connect to the next street. Why not have a gravel road be an option? What if instead of having to pave that road, that couple could have built an ADU in their backyard instead? I'm encouraged from a design standpoint, that you'll be looking at changing some of the limiting requirements that are currently in the codes and zoning. For example, let's say you want to build a single family residence and an ADU on a single 5000 sq ft lot zoned R-2 (because currently you can't build a duplex). Once you subtract the area required for setbacks, you're actually working with a 2800 sq ft lot. Further impacting your buildable area is the maximum lot coverage which includes the footprint of the house, garage, covered porches and the ADU. You get an extra 5% by building an ADU which is 40% and now you're actually left with a 2000 sq ft lot. Essentially less than half of the lot to fit two buildings into. Not to mention finding space for two off street parking places and somewhere to place your stormwater management system. It can be very limiting when it comes to designing new, particularly for single story homes, not to mention adding ADU's to existing lots that have already taken up most of the allowable lot coverage. I would like to see more flexibility within these requirements to make it easier and simpler to design for all types of units, whether they are cottage developments, duplexes, triplexes or fourplexes. I also wonder if we still need R-1 zoning at all? What if all of those lots became R-2 and allowed for smaller scale multi -family development? I fully support changes that involve decreasing setbacks, increasing lot coverage, changing parking requirements, allowing lots to be divided into smaller parcels that can be sold individually. How about allowing easier conversions in existing homes, like in home suites with kitchenettes instead of full ADUs? Let's allow for tiny homes on wheels, provided they are connected to sewer systems and parked on site. Multi -family units do not have to mean attached units and along those lines, it would be great to see the `cottage housing development design standards' simplified and streamlined. I don't have answers for how to make the actual building costs less expensive but whatever the City can do to find sources of funding or incentives for builders, please do so. The question of how to ensure that workforce housing is actually affordable to the people who need it and remains that way seems to me the ultimate challenge. The paradox is that we desperately need more affordable workforce housing AND it is expensive to build houses. I fully support the ideas that I heard last night around an affordable housing plan and I hope the City can hire someone to do this work full time. I question whether it is actually possible to build affordable housing as new construction with costs as they are without subsidies or incentives. I acknowledge that the numbers around building costs are discouraging and depressing—I've personally had those feelings when I think about the future of housing and our planet overall but I still want to do what I can to help. Whether that is volunteering with HSN, selling discounted pre -approved ADU plans, working with Habitat for Humanity and eventually, hopefully designing and building workforce housing. Thank you all for listening, for being courageous enough to take on roles of public service, for grappling with these hard questions and being dedicated to our community. Warmly, Lily Queen P.S. In case you didn't get enough math above, here is an interesting website I found. The focus is around much larger scale developments but the premise is the same. M LILY QUEEN She/Her 206.795.8082 ym. . .... . . . C13 5 C a........a tl 0 1 ad Q..5 ** Construction Plans ** CAD Drawings Planning help for residential homes with heart. From: Sarah McMahan To: Pub1icCommentC6citvofbt.us Subject: Affordable Housing Date: Tuesday, February 14, 2023 8:28:36 AM BlessingsI'd love to be part of this, but at age 84 1 dare not drive after dark. I'm soon to sell my house and move across the water to be closer Cr family. I'll have to find affordable housing there, and it's not a pretty sightffl • your Sarah Let nothing dim the light that shines from within. MaY a An<pclou From: Glenn And Kathy Hartmann To: PublicCommentCa)citvofpt.us Subject: Public Comment for Joint City Council + Planning Commission Mtg on 2/13 Date: Monday, February 13, 2023 4:49:22 PM Dear City Council + Planning Commissioners, I strongly support efforts made by the City to increase housing supply, especially housing that will meet the needs of our growing workforce. As a resident who moved here because of the established and outstanding service sectors like the maritime trades, non-profit programs, restaurants, art and entertainment, I want to ensure those local workers have access to affordable housing so they can remain a part of our community. The health of our community relies on our ability to attract, retain, and grow our local workforce. Please ensure your decisions will produce more affordable for our workforce! Thank you, Glenn Hartmann Port Townsend From: Julia Cochrane To: publiccommentC6citvofot.us Cc: Julia Cochrane Subject: What I am going to say tonight. With references. Date: Monday, February 13, 2023 6:00:37 PM Hi, My name is Julia Cochrane, 1175 23rd St. Port Townsend I've been a resident for 36 years. My brother graduated HighSchool here, parents died here, my child was born here. But originally I am from the upper west side of Manhattan. I grew up as a privileged child who lived in "elevator buildings" with doormen. My first 11 years I lived in a 4 bedroom, 3 bath penthouse. But because it was NY in the 50s, diversity was all around me. The buildings, brownstones, tenements, that lined the side streets were filled with ethnic groups and people of color whose children I had adventures with. I could tell who lived in a building by the cooking smells in the hall. And there were SROs, single room occupancies, the missing bottom rung of the housing continuum, for mostly single adults who today live on our streets and in our backyards. Diversity in housing style and economic status existed on every block of the upper west side. Today NY is very different. As is everywhere. According to N.J."' .u.: - Zoning laws are just over a hundred years old. ,.li_, I a -fa irlil z nlin began in 1916, Berkeley, California, "as a way to block a Black -owned dancehall and Chinese -owned laundries from certain neighborhoods". Restrictive zoning exploded after the 1968 prohibition of legal racial segregation. While they could no longer officially exclude people based on race, white communities and politicians knew that immigrants and people of color were more likely to live in multi -unit apartments. "In an attempt to keep neighborhoods white, cities across the country banned multi -family dwellings in neighborhoods where previously, they were allowed" (III[;:.u;:). The connection between zoning and racial segregation is a feature, not a bug. NPR goes on to say: Isolated policy changes aren't silver bullets. Unless they're part of a broader struggle for the self-determination of dispossessed peoples, those already benefiting from current injustices will probably continue to benefit. When we live in diverse neighborhoods friendships and bonds grow that allow people to mingle and gain access to the privileges others hold. And it allows the privileged to grow in compassion, and see the bigger picture. As the pandemic taught us, we all need the privilege of healthcare - so we all can stay safe. We all need the privilege of safe, adequate, affordable housing, for all of us to live to our full potential. What you are engaged in doing will set the stage for equity in my granddaughters generation. I am third generation renter with a landlord who believes it is ethical to raise my rent 20% a year. My age and income puts me in what is called a "protected class", which basically means I have less privilege than many of you. Be very careful and diligent about what you are doing, very careful that you are not just building a city for "people like you". I live in hope that my daughter finds a way to be a homeowner and not live her life at the whims of a landlord. Please let's make our city one of equity, diversity and inclusion. Thank you. From Invisible People May 2022 Anti -racism daily - March 2022 Julia Cochrane willowtree0),olypen.com PO Box 1654 Port Townsend, WA 98368 (360) 821-1926 cell his://www�effersoninterfaithaction.or /wwc "[W]hen I enter this white space, these are the sorts of things I get to sit with and wrestle with while most of you are able to remain oblivious and contently so. When you ask me what white privilege is, I would say it is this power you have to not notice. When you ask me what white supremacy is, I would say it is this power you have to be angry when I notice." DEREAU K. FARRAR Director of Music at First Unitarian, Portland OR From: Diana Huahes To: PublicCommentC6citvofbt.us Subject: Word meaning Date: Tuesday, February 14, 2023 8:39:47 AM I read the 49 page doe that summarized interview info for the meeting last night. I'm confused about the terms "density" and "intensity". Several times I saw "housing intensity" and wondered if it was just an error. Is there a distinction? I hope the meeting last night went well. Look forward to reading a summary of it. Thanks. Diana Hughes Sent from my iPad From: Kelsev Caudebec To: publiccommentC6citvofot.us Subject: 2/23 Public comment Date: Sunday, February 19, 2023 4:38:09 PM Dear City Staff and City Council, I am grateful I was present for the thoughtful brainstorming and deliberation session last Monday regarding tactical infill. I haven't fully processed everything that was discussed, but I did leave with more clarity on various topics and an overall feeling of hopefullness about upcoming changes. I am glad for the respectful and thoughtful work session I witnessed, as well as the various points of view offered from community members. I am writing to express that I could benefit from more insight regarding a couple of points that I have continued to feel conflicted about since the meeting. Firstly, I have heard it mentioned several times that multifamily affordable housing projects don't pencil out until at least 50 units, citing Jenny Schuetz, a national expert on urban economics and housing policy. (And whose thoroughly informative book, Fixer Upper, I have read.) However, other experts have argued that they have seen it pencil out at fewer than 50 units, including our consultant Kim Herman, who for 40 years was executive director of the Washington State House Finance Committee, has been awarded a national "Affordable Housing Hall of Fame" award, and has served on the board of several housing nonprofits, including two that focus specifically on rural housing in Washington State. I'm also curious about: when Jenny Schuetz talks about affordable housing not penciling out until at least 50 units, what income level is she basing that on? 60% AMI? 80%? Mixed? What kind of financing? I understand she is a respected expert in urban economics and housing policy, but I'm unclear on if that makes her an expert in rural communities also. On that note, it's been stated that inclusionary zoning will not work in Port Townsend, but again, Mr. Herman has reported that he has seen it work. It seems that there are so many variables (both external and internal) that can make inclusionary zoning fail or succeed. Is it possible that it could work for us, with the right combination of variables? Additionally, I want to echo what Jaisri Lingappa has expressed in two of her recent public comments. Over the last two months or so, multiple community members have expressed concerns about unregulated upzoning causing a spike in the cost of land to a degree that makes it prohibitive for affordable housing providers to use that land. This is based on what has happened in Langley, a small community just across the water. Personally, I would love for this concern to be moot - that would make everything a lot easier! However, so far it has been dismissed without the explanation I need to understand the reasoning, except that "land prices were increasing anyway." I think we all know that just because land prices were already increasing doesn't negate the premise that zoning changes could have exacerbated that. When this very understandable concern is (briefly) addressed as baseless without explanation as to why, it doesn't really help our understanding of the situation - it just feels a little dismissive. My goal is to not criticize or cast blame, but to let you know that a lot of folks could benefit from a more detailed explanation of why you don't think our very real concern about land speculation is justified. I also know that you have an expressed interest in engaging the community; directly addressing that concern would help "bring us along" in the process. Personally, I would love to disabuse myself of the worry that upzoning without regulation could backfire through increased land costs. I am happy to be wrong! It's just that to date, I haven't seen a substantial explanation of why. Thank you for your consideration of my thoughts on how community members can be better informed on your reasoning as we stand with you in this important undertaking. I know you all have a lot on your plate. Thank you again for all the work you are doing on this critical topic. Sincerely, Kelsey Caudebec Network Weaver Housing Solutions Network From: Kelsev Caudebec To: publiccommentC6citvofot.us Subject: Re: 2/23 Public comment Date: Sunday, February 19, 2023 4:39:45 PM Correction - I meant 2/21, apologies. Thank you, Kelsey Caudebec From: Kelsey Caudebec Sent: Sunday, February 19, 2023 4:37 PM To: publiccomment@cityofpt.us <publiccomment@cityofpt.us> Subject: 2/23 Public comment Dear City Staff and City Council, I am grateful I was present for the thoughtful brainstorming and deliberation session last Monday regarding tactical infill. I haven't fully processed everything that was discussed, but I did leave with more clarity on various topics and an overall feeling of hopefullness about upcoming changes. I am glad for the respectful and thoughtful work session I witnessed, as well as the various points of view offered from community members. I am writing to express that I could benefit from more insight regarding a couple of points that I have continued to feel conflicted about since the meeting. Firstly, I have heard it mentioned several times that multifamily affordable housing projects don't pencil out until at least 50 units, citing Jenny Schuetz, a national expert on urban economics and housing policy. (And whose thoroughly informative book, Fixer Upper, I have read.) However, other experts have argued that they have seen it pencil out at fewer than 50 units, including our consultant Kim Herman, who for 40 years was executive director of the Washington State House Finance Committee, has been awarded a national "Affordable Housing Hall of Fame" award, and has served on the board of several housing nonprofits, including two that focus specifically on rural housing in Washington State. I'm also curious about: when Jenny Schuetz talks about affordable housing not penciling out until at least 50 units, what income level is she basing that on? 60% AMI? 80%? Mixed? What kind of financing? I understand she is a respected expert in urban economics and housing policy, but I'm unclear on if that makes her an expert in rural communities also. On that note, it's been stated that inclusionary zoning will not work in Port Townsend, but again, Mr. Herman has reported that he has seen it work. It seems that there are so many variables (both external and internal) that can make inclusionary zoning fail or succeed. Is it possible that it could work for us, with the right combination of variables? Additionally, I want to echo what Jaisri Lingappa has expressed in two of her recent public comments. Over the last two months or so, multiple community members have expressed concerns about unregulated upzoning causing a spike in the cost of land to a degree that makes it prohibitive for affordable housing providers to use that land. This is based on what has happened in Langley, a small community just across the water. Personally, I would love for this concern to be moot - that would make everything a lot easier! However, so far it has been dismissed without the explanation I need to understand the reasoning, except that "land prices were increasing anyway." I think we all know that just because land prices were already increasing doesn't negate the premise that zoning changes could have exacerbated that. When this very understandable concern is (briefly) addressed as baseless without explanation as to why, it doesn't really help our understanding of the situation - it just feels a little dismissive. My goal is to not criticize or cast blame, but to let you know that a lot of folks could benefit from a more detailed explanation of why you don't think our very real concern about land speculation is justified. I also know that you have an expressed interest in engaging the community; directly addressing that concern would help "bring us along" in the process. Personally, I would love to disabuse myself of the worry that upzoning without regulation could backfire through increased land costs. I am happy to be wrong! It's just that to date, I haven't seen a substantial explanation of why. Thank you for your consideration of my thoughts on how community members can be better informed on your reasoning as we stand with you in this important undertaking. I know you all have a lot on your plate. Thank you again for all the work you are doing on this critical topic. Sincerely, Kelsey Caudebec Network Weaver Housing Solutions Network From: fred kimball To: nubliccommentCcityofot.us Subject: Comments on Evans Vista presentation Date: Monday, February 20, 2023 3:42:18 PM To: Mayor Faber, City Council, Planning Commission, City Planning staff and Thomas Architecture Studios, I have been a resident of Port Townsend for 36 years, building contractor, cabinet maker, and developer here for 30 years, a volunteer for Habitat for Humanity East Jefferson County for over 20 years and also am working closely with the Housing Solutions Network. I would like to make a few comments on the presentation on The Evans Vista Project. On page 4 of the presentation you note to a development of a new Neighborhood to be sustainable, affordable/attainable and Long term workforce housing (underline is mine). I couldn't agree more. I wonder though why when you list project goals and your mention mention "exploring models to lock -in affordability indefinitely" for the 50-80% AMI population that you don't also look towards permanent affordability for workforce housing? I would like to encourage you to add into the project goals permanent affordability for workforce housing (using whatever models work best). I would also like to see workforce housing AMI upper limit adjusted to 150% of the AMI. There is a crushing need for housing for folks in our work force that earn a decent wage (ie teachers, law enforcement, medical technicians, nurses, trades folks) that because of our high real estate prices can't compete in the housing market. There will always be a need for this type of housing and quite frankly don't see any mechanism that Will bring a level of affordability to the market. You note on page 22 that "retirees & people looking for second homes have impact on these statistics, I urge you to find out what that impact is, I'll bet it will lead you to increasing the upper limit of the workforce AMI. I am encouraged to see you comment on page 24 to explore phasing of the development in a way to make it attainable by local developers or contractors and to make the development pieces small enough that local institutions would be able to fund them. This is very important piece of the puzzle for me being a former local contractor. Unfortunately to be able to finance, insure and bond large projects is difficult for many smaller businesses. I would also add to that to look for ways to encourage the local building trade members to join in the effort to build this project. Many of them would qualify to live here. An important piece for the developement of this project (especially for local builders) will be the completion of as much infrastructure as possible, for that we should look towards the ability of the city to find funding for this work. I look forward to your future meetings with stakeholders and the public. Feel free to contact me if you have any questions. Thank you for all your work on this issue. Fred Fred Kimball 560 57th St Port Townsend, WA 98368 360-301-0279 Le-di 0) 1 ` as.net From: Steve Moore To: publiccommentC6citvofot.us Subject: Evans Vista comments Date: Monday, February 20, 2023 5:44:43 PM To: Mayor Faber, City Council, Planning Commission, City Planning staff and Thomas Architecture Studios, I have been a resident of Port Townsend since 2006 and have been involved in the launch of LION and Quimper Mercantile Co. I have served on Team Jefferson EDC and on the boards of The Food Co-op and Jefferson Land Trust, and I am now on the board of Bayside Housing and Services. And I am and have been active on the Steering Committee of HSN. I am active in and interested in the well being of our community. And I would like to make a few comments about the presentation on The Evans Vista Project. On page 4 of the presentation you refer to the need to develop a new neighborhood that is sustainable and affordable — and to provide longterm workforce housing. I agree— retaining a local workforce is essential to help keep our economy healthy - and to maintain a strong community fabric. I see that your project goals include "exploring models to lock -in affordability indefinitely" for the 50- 80% AMI population but I see there is no reference to permanent affordability for workforce housing. I wonder why. It seems to me that this is a perfect opportunity to begin to address affordable housing for our local workforce — a subject which needs attention in all sorts of projects and code changes, going forward. And I would hope that the upper limit for the workforce population in need of affordable housing would be raised to 150% of AMI (a more reasonable upper limit for Port Townsend, I think). We have many essential workers in our community (teachers, nurses, auto mechanics, even city employees) who are in need of affordable housing . Many are making long commutes every day or living in cars and vans — or they are simply missing from our local economy. This is simply not sustainable! Like many other desirable 'paradises', we are attracting more and more retirees and second home buyers — so this problem is only going to get worse unless we address it assertively. I see that on page 24 you reference exploring phasing of the development in a way that would make building attainable by local developers or contractors and that would make the development pieces small enough that local institutions would be able to fund them. This could be very important to help support our local businesses and grow the local economy— and to employ many of our local workforce. That's a perfect symbiotic relationship! I look forward to being part of your future meetings with stakeholders and the public. Thank you for all your work on this issue and for taking these public comments. Steve Moore 2904 Jackman Street Port Townsend, WA 98368 (360) 774-1160 From: Earll M Murman To: nu bliccommentCcitvofot.us Subject: Comment on Evans Vista Master Plan Presentation Date: Tuesday, February 21, 2023 1:11:26 PM City of Port Townsend Council Members It is exciting to see the plans progressing for the Evans Vista Project, and the impact it could have on affordable housing in our community. I want to offer several comments pertaining to the TAS presentation materials for tonight's meeting. Specifically, I would like to comment on the first two Project Goals for Creating Neighborhood: 1. Provide long-lasting affordable housing (50-80% AMI) by lowering the cost through government subsidy (land purchase, infrastructure) and exploring models to lock -in affordability indefinitely (cooperative, land trust). Target: 30-50 units. 2. Provide workforce housing (80-120% AMI). Target: 50-100 units. Referring to households below 80% AMI as needing "long-lasting affordable housing" and households above 80% AMI as needing "workforce housing" is an unfortunate and unnecessary separation. Many, maybe most, households earning 80% or less of the AMI are members of the workforce. It seems demeaning to not recognize they are hard working people contributing to our community and trying to make their way in a economy which is stacked against them. And if they are not yet in the workforce, we should seek to help them get there. A goal of providing "long-lasting affordable housing" only to the 80% AMI and under households falls short of the need. Households over 80% AMI also need long- lasting affordable housing. Using the Median Household Income of $42,745 provider by TAS in later slide, households in the 80% to 120% AMI have annual incomes of $34,196 to $51,294. They can afford monthly housing costs of $855 to $1282. If they are renters, there is little if any market prices rentals available. If they seek to be homeowners, they afford to buy a home in the roughly $80K to $140K range (taking into account all their monthly housing costs). There are virtually no properties available for them to purchase. Seeking to "lock -in affordability indefinitely" (aka what is often called permanent affordability) only for the Evans Vista Housing Units targeted for the 50% - 80% AMI households is an unacceptable goal. Permanent affordability should be part of all the Evans Vista housing units. Otherwise, we will be creating only a short term fix and soon the units will become unaffordable to this income range of households. The 80% AMI level is an artificial division of household incomes driven by government subsidies and programs. I urge you to recognize that many members of our community over 80% AMI need help in securing affordable housing. This needs go well beyond 120% AMI. I strongly encourage you to set as a goal creating affordable housing for up to 150% AMI. An even better approach would be to gather salary data for city/county employees, school teachers, healthcare providers, emergency responders, cooks, clerks, non-profit employees and others who are unable to afford to live in our community. There are so many anecdotes of employers being unable to hire or retain employees because of housing. Basing goals on actual income numbers rather than abstract AMI data which is opaque (see below) would be more meaningful to our community. A final comment is that the Household Median Income used by TAS of $42,745 is an unfamiliar figure. The most current Census Bureau Median Household Income is $59,968 hUs://www.census.gov/quickfacts/fact/table%effersoncouniywashington/PST045222. The most recent HUD Median Family Income is $73,900 HUD will soon be updating their numbers. HUD data excludes over 6000 non -family households in Jefferson County. Since these numbers will play a key role in many calculations and decisions, I urge City Council carefully choose which number to use. And to me, the best would be to use actual numbers rather than these opaque statistics. Thank you for your hard work and dedication to our community. With respect Earll M Murman 325 Lincoln St, Port Townsend (360) 821-9033 From: KIM HERMAN To: Subject: Public Comment for the City Council meeting umight.' Date: Tuesday, February 21, zuz 12:42:29 PM Attachments: Letter to City Cou cil-TAS 2-21-2023.docx I am submitting the attached public comment for the City Council/Planning CODlDliSSiOD DleEt|Dg tonight. Please distribute it appropriately, Kim Herman, Consultant Working with Housing Solutions Network /HSN\iDPort Townsend cell- 425-985-7195 To: Mayor Faber, City Council, Planning Commission, City Planning staff and Thomas Architecture Studios (TAS). My name is Kim Herman, and I am currently providing services to the Housing Solutions Network (HSN) regarding the need for affordable workforce housing for persons earning between 80% and 150% of area median income (AMI) in Port Townsend. I have worked in affordable housing since 1969, most recently as the Executive Director of the WA State Housing Finance Commission for 35 years, prior to my retirement at the end of 2019. I attended two previous planning commission meetings and thejoint city council/planning commission meeting on February 13th, and along with HSN members, I met with Emma Bolin from the city staff to discuss the need for affordable workforce housing. My purpose today is to comment on the proposed work of Thomas Architecture Studios on the Evans Vista project. I am excited that the development of the Evans Vista property is beginning because it offers a real opportunity for the development of 50 units of permanently affordable housing for Port Townsend residents earning less than 80% of area median income (AMI), and the development of 100 units of permanently affordable workforce housing for residents earning between 80% and 120% of AMI. From what I have learned about Port Townsend, these numbers are the minimum number of affordable housing units that should be included in the development plans to meet current demand. I would also suggest that the upper income guideline for affordable workforce housing should be moved to 150% of AMI, as requested by HSN in earlier comments. The printed presentation indicates that TAS will be meeting with community members, housing developers and nonprofit organizations in March to discuss the development of Evans Vista. I urge TAS to contact and have serious conversations with the nonprofit affordable housing developers/owners listed in their presentation, and to add the Olympic Housing Trust to their list. I believe several of these organizations can play a key role in creating and operating the affordable housing called for in the development of Evans Vista. I consider the Peninsula Housing Authority as a prime candidate for the development and ownership of the 50 units of affordable housing serving residents under 80% of AMI. While the Authority owns and manages affordable housing in several communities on the peninsula, they do not own affordable housing in Port Townsend but do provide Section 8 Rental Vouchers to qualified residents. However, one or more of the other nonprofit organizations, such as OlyCap, which is currently developing a 43 unit multifamily project, may also be interested. For the 100 units of affordable workforce housing, I would suggest that TAS and the city seriously consider at least 50 units of permanently affordable rental housing with 2,3 or 4 bedrooms, and 50 units of permanently affordable ownership housing consisting of single family homes, condominiums, and townhouses, as appropriate for the development plan. It is important that working with a land or housing trust, or another nonprofit organization, this housing be permanently affordable, notjust affordable at the time of first purchase by a qualified family. Without permanent affordability, which can be accomplished in several ways, these units may not remain affordable in the future. Since coming to Port Townsend to work with HSN, I have personally met a waitress who is moving out of the city with her husband, a mail carrier, because they cannot afford the recent rent increase for their current rental unit; I have been told about a realtor who lives in his car because he cannot afford housing in the city; and I have heard and read about many vacant positions at the hospital and with other employers because they cannot attract workers to Port Townsend because of the lack of affordable workforce housing in either rental or homeownership. Just yesterday, in an article in the Daily News, Northwest Maritime Center Director, Jake Beattie said "...he's heard concerns from employees about the lack of affordable housing locally, and the center has been looking into potential solutions such as employer -related housing." "I worry about the housing getting out of control and getting absolutely unaffordable for maritime workers." All these situations speak to the need for the development of affordable housing for Port Townsend residents at Evans Vista. If I can be of help to TAS or the city in this endeavor, I would be happy to do what I can, Kim Herman Cell: 425-985-7195 2/21/2023 City Council members, Please consider the five information clusters/links below to inform your decision-making process during deliberation for upzoning and parking requirement code changes. 1. Housing Affordability. Many Planning Commissioners and City Council members contend that upzoning and reducing parking requirements will improve housing supply and therefore affordability. This is a worthwhile goal. Yet a 2019 peer-reviewed causal research study by Yonah Freemark, Phd, an MIT graduate and now at the Urban Institute in Washington, DC found the exact opposite to be true following zoning and parking reforms in 2013 & 2015. He found higher values for land and residential condominiums with no significant new construction, therefore no new supply. He suggests that communities seeking to boost affordable housing through increasing housing supply should consider the "...varying, and potentially contradictory, impacts of upzoning..." that thwart improving affordability in the regional housing market. He also suggests that the potential adverse local consequences from upzoning "...necessitate a nuanced and varied approach to planning." (Freemark, 2019, p. 26). Upzoning Chicago: Impacts of a Zoning Reform on Property Values and Housing Construction lott o r..an hfra�a�rrn rk.cr2.m w�- r..aN�ta Nit a lr..a 20 9 Ot 11=N'°a a rrn N l �U r..aN�iN�. - ,k�ic . r..a. f K..........-.//.................................................................................................................../....................................................................................................................................................i........................................................................C..................................g....................................# ............1............... The study encompassed 6% (13+ sq. miles) of Chicago's land area in neighborhood -like areas near transit. (Port Townsend's land area is 6+ sq. miles) Highlights of Yonah Freemark's credentials and education: • Phd Urban Studies, MIT; MA City Planning and Transportation, MIT; BA, Architecture, Yale. • Present Employment: Urban Institute, Metropolitan Housing and Communities Policy Center, Washington, DC 2. Narrow Streets. Several commissioners have suggested removing off-street parking requirements to allow parking of homeowner vehicles on the grass bordering the streets. Yet a 2016 article in StrongTowns.org titled "Narrow Streets Do More With Less" by Daniel Herriges illustrates ideal narrow streets. In two photographic scrolls, photos show few, if any, vehicles parked on the streets' grass verges. btI.r www, tLf. . tCbwNi .Cb N' Cbl N'"Nl nal/2 6 6 6 Ni N'°N"'Cbid/ ctN„ tc do -mor with less L..................................................................................g........................................................g..u............................................................................................................................................................................................................................................................................................................. "Narrow streets confer aesthetic benefits too, not just safety benefits..." (D. Herrige) Herrige describes a canopy of trees overhanging the entire street in FL's older neighborhoods as a godsend. The overriding obiective of PT's Comprehensive Plan is to "...maintain and enhance Port Townsend's special character and small town atmosphere." (City of PT Comprehensive Plan, Introduction, Chapter 2) 3. Pedestrian Fatalities. If density increases, vehicular and pedestrian travel increases — and so do pedestrian fatalities and injuries. In fact, the Washington State Department of Transportation reports that traffic fatalities involving pedestrians (including individuals in wheelchairs and those using small rideable devices such as skateboards and scooters), have increased by 62.5% from 2010-2019. (Pedestrian Laws & Safety, WSDOT) r..av LL2ya bic chn-walkiN�. w ll iN� N°r..allin. -w k�iN�. tr..aN� a a tN i N�-laws -safet ............."......................................................................................................................................y....................................................................".....................................................................................................................................................�.r...............................................................................................................................�. The grass verges lining PT's shared streets provide pedestrians a safe space to move to when vehicles approach. The greenery promotes mindful connecting to nature, a well -researched method to bolster a sense of well-being. Vehicles parked alongside the streets prohibit these safety and mental health benefits. 2 4. Transit. It was suggested that public transit should become a preferred method of motor transportation in Port Townsend. Yet the U.S. Census shows that only one-half of one percent of workers in non -metro areas use public transit. (2019 Census, p. 5, figure 5) IiI N N eul li.cat ons. 2 221 a 45 f L................................................................................................g..........................................................................................................................................................................Y...C.......................................................................................................................................................t............... S. Parking Changes & Housing Affordability. During the Oct. 27, 2022 Planning Commission parking code deliberations, Liz Reford, the Housing Solutions Network Director, informed the commission via submitted comment that correlating the removal of parking requirements with affordability is miss -educating the public. She suggested that the building of ADUs, smaller units and multifamily units do not guarantee housing affordability, therefore, creating protections to ensure affordability is needed. 6. Stormwater Drainage. A substantial increase in allowable impervious surfaces due to an upzone may overwhelm the stormwater drainage infrastructure existing in PT. The R-1 zone requires larger lot sizes due to "...stormwater-drainage development constraints." (City of PTComp. Plan, Land Use Element, Chapter 4) 7. Vehicle Ownership. There are 8.4 percent of Port Townsend's "Occupied Housing Units with No Vehicles Available." Suggesting that those who live in houses/apartments/duplexes/condominiums etc. near critical shopping and health care areas have no need for a vehicle. (American Community Survey, 5 -Year Estimates; Data Profiles/Housing Characteristics; Census.gov) Conclusion: Seeking to increase density to provide affordable housing for Port Townsend's workforce is an admirable objective. However, there is substantial evidence that suggests zoning changes and other steps to achieve this objective could backfire without mechanisms to ensure the building of affordable housing. In fact, upzoning and removing off-street parking requirements in Port Townsend could: • Increase property values without increasing housing supply or affordable housing • Jeopardize the safety of pedestrians • Put homeowners at risk of harm • adversely affect the town's "character" • cause stormwater drainage issues PT is unique. Its design, infrastructure and demographic are dissimilar to other towns. Before making unalterable zoning and parking requirement reforms please take the time to consider the varied, and potentially adverse and contradictory impacts the reforms could have on this beautiful Victorian seaport and arts community. I ask council members to develop strategies and specific, objective mechanisms that will ensure the building of affordable housing for middle-income earners. Wise decisions require due diligence AND empathic understanding. You are all talented individuals capable of rising to this challenge. Thank you for your time and consideration, Meg Lodes From: Kathryn Maly To: Alyssa Rodrigues Subject: Error message re: attempts for written public comment 2/13 Date: Tuesday, February 21, 2023 4:02:23 PM Attachments: icon.ong Hi Alyssa, I attempted to send the following public comment in advance of the Feb 13 council meeting re: housing. When I checked the public record to see that my comment was recorded, and it was not, I tracked back in my email to see a thread of error messages that looked like the one below, showing several attempts to get the email through, to no avail. It seems like other comments were received and recorded that afternoon. I was traveling, so I am wondering if your public comment system somehow blocks ISP addresses that look non - local or that the system believes are spam. I cannot think of any other reason for my email to receive this error message on multiple attempts. The error message: The recipient server did not accept our requests to connect. Learn more at https://suQQort.google.com/maii/answer/7720 [maiLcityofpt.us. 65.117.82.218: timed out] [ mail.city0fpt.us . 64.184.145.7: timed out] I will likely revise this message with more current information and submit a comment at a future date, but I would love to understand what may have happened. Thank you. Kathryn Maly --- Forwarded message --------- From: Mail Delivery Subsystem <tnailer-daemon(-) ooglemail.com> Date: Tue, Feb 14, 2023 at 1:58 PM Subject: Delivery Status Notification (Delay) To: <kathrynmalv(&- gmail.com> g Delivery incomplete There was rr temporary porary prrrlblem delivering; your niessage to PublicComment@cityofpt.us. Ginail will retry for 46 more hours, You'll be tiolgf''gerl gg"'the delivery falls, perniatiently, The response was: The recipient server did not accept our requests to connect. Learn more at httns://suio:Dort.c[ooale.com/mail/answer/7720 [mail.cit of t.us. 65.117.82.218: timed out]�[mail.citvofpt.us. 64.184.145.7: timed out ---------- Forwarded message ---------- From: Kathryn Maly <lcath Wmnalv-o)gmail.com> To: PublicComment(a)cityofnt.us Cc: Bcc: Date: Mon, 13 Feb 2023 12:23:46 -0800 Subject: Public comment -- Feb 13 Planning Commission / City Council meeting Dear Planning Commissioners, Council Members and Staff, I greatly appreciate the emphasis on affordability and anti -displacement strategies in the 43 -page memo for tonight's meeting. I also appreciated that in the memo for the Jan 12 Planning Commission meeting, Planning and Community Development Director, Emma Bolin, underscored that the intent of this initial code amendment work is to ...facilitate housing availability for those households earning between 80% and 150% of the area's median income. This targets housing affordable to those households — either to rent or to buy — who earn between $46,154 to $86,539 per year (based on 2020 income data). Source memo: Tactical Infill Housing — Zoning Text Amendments hUs ///cit ofpt.granicus.com/ etaViewer.php? view id=4&event id®2183&meta id®210750 We all agree that we desperately need housing that is affordable for people who work in our local economy -- like nurses, teachers, folks in the marine trades, artists, grocery clerks, utility workers, and non-profit and government employees. To give one data point, as of today, Feb 13, there are 100 unfilled positions posted at Jefferson Healthcare and 37 of those positions are for nurses. As we emerge from the pandemic, it is both alarming and heartbreaking that our housing crisis is preventing us from attracting and retaining medical and emergency staff. As you know, our local median home sales price of over $600,000 is more than double what local working families can afford. We cannot sustain a hospital, schools, public utilities, and emergency, government, and social services without housing that is affordable for the people who provide these services. Amending the code now or in the future to increase density without policies and programs that protect affordability will only pour gasoline on the fire of displacement that local workers and families are already experiencing. Thank you for keeping affordability for our local workforce paramount as you evaluate options and make recommendations. fll ryn II aI! CITY OF PORT TOWNSEND MINUTES OF THE CITY COUNCIL BUSINESS MEETING OF FEBRUARY 6, 2023 The Port Townsend City Council met in a Regular Business Meeting on the 6th day of February 2023 in Council Chambers at 540 Water Street. Mayor David Faber called the meeting to order at 6:30pm. Councilmembers present at roll call were David Faber, Monica MickHager, Aislinn Diamanti, Owen Rowe, Libby Wennstrom, Ben Thomas, and Amy Howard. Staff members present were Public Works Director Steve King, City Attorney Heidi Greenwood, Finance and Technology Services Director Connie Anderson, Planning and Community Development Director Emma Bolin, and City Clerk Alyssa Rodrigues. There were no changes to the agenda. Mayor Faber announced it was Black History Month and the potential for a Black History Month Proclamation coming through Council. In addition, he shared the Port Townsend Library has Black History Month projects occurring in February. Public comment Kellen Lynch spoke about housing accessibility and Olympic Housing Trust construction project on Dundee Hill. City Staff Response In response to Public Comment Mr. King stated the upcoming Planning Commission will include a lot of discussion around tactical infill. Planning and Community Development Director Emma Bolin explained the purpose and the work that will be done at the February 13 Joint Planning and Council Workshop Meeting. Approval of Bills, Claims and Warrants February 6, 2023 City Council Business Meeting Page 1 of 5 Approval of Minutes: January 9, January 17 Election of Chairs (Civil Service Commission, Planning Commission) Minutes Correction (September 6, 2022 -January 2, 2023) Short Estate Settlement Resolution 23-012 Authorizing Investment of City of Port Townsend Monies in the Local Government Investment Pool Council member Thomas explained on item "e" it states quick claim instead of quit claim. City Attorney Heidi Greenwood confirmed this was a scrivener's error and will be updated. Motion: Owen Rowe moved to approve the consent agenda. Monica MickHager seconded. Vote: motion carried unanimously, 7-0 by voice vote. UNFINISHED BUSINESS (NONE) NEW BUSINESS Resolution 23-013 Authorizing the City Manager to Execute an Agreement with FCS Group to Update the City's Retail Sewer and Stormwater Rate Models in an Amount not to Exceed $60,000 Mr. King explained Resolution 23-013 which is a request for authorization to hire FCS Group to provide a rate model update. He went on to explain this will set new rates for sewer and stormwater and on January 1, 2024, the rate ordinance runs out which means it is time to do this update. In addition, he stated this study coincides with two regulation efforts which are NPDES Phase II and an NPDES related item involving sewer system and nutrient reduction which is wrapped into the General Sewer Plan update. Mr. King went on to explain rate studies and utility operations as well as FCS doing City rate models previously. Mr. King stated staff recommends moving forward with FCS group with hope to bring draft information in September and final ordinance adoption in October for effective rates of January 1, 2024. In response to Council's clarifying question Mr. King explained what would happen if they did not move forward with recommendation, infrastructure per person, NPDES stormwater regulation process and added resources to invest in stormwater system which will be reflected in rates. He went on to explain the steps and what information will be brought forward to Council to make a decision in October for final Ordinance February 6, 2023 City Council Business Meeting Page 2 of 5 adoption. Mr. King shared the staffing impact and need for new NPDES Stormwater regulations since Port Townsend is now over 10,000 in population. Public Comment: There was no public comment. Motion: Ben Thomas moved to approve Resolution 23-013 Authorizing the City Manager to Execute an Agreement with FCS Group to Update the City's Retail Sewer and Stormwater Rate Models in an Amount not to Exceed $60, 000. Owen Rowe seconded. Vote: motion carried unanimously, 7-0 by voice vote. Resolution 23-014 Authorizing the City Manager to Execute an Agreement with a Qualified Consultant for the Development of a National Pollution Discharge Elimination System Phase II Program in an Amount not to Exceed $30,000. Mr. King explained Resolution 23-014 is for developing the NPDES Phase II Program and explained the details of what the program entails and partnership with other cities. In response to Council's clarifying questions Mr. King explained the net impact on Stormwater if work was done internally and confirmed the money needs to be moved to the right fund in budget. In addition, Mr. King stated he was being literal when creating Agenda Bill, but the money is included in the 2023 Budget. In addition, he explained the process will make the stormwater cleaner and will open the City to availability of grants. Mr. King explained the outfall does not have a filtration system it has a chlorine contact chamber and before it is released to the strait it is dechlorinated, and stated PFAS attaches itself to solids. Public Comment: There was no public comment. Motion: Aislinn Diamanti moved to approve Resolution 23-014 Authorizing the City Manager to Execute an Agreement with a Qualified Consultant for the Development of a National Pollution Discharge Elimination System Phase 11 Program in an Amount not to Exceed $30, 000. Libby Wennstrom seconded. Vote: motion carried unanimously, 7-0 by voice vote. Resolution 23-015 Authorizing the City Manager to Execute all Agreements Necessary to Inspect and Evaluate Existing Sewer Mains in a Total Amount not to Exceed $45,000 Mr. King explained Resolution 23-015 which included needing to evaluate asbestos concrete pipes. He explained the City has 40,000 ft of AC pipe and he is quite certain the area of impact is small and limited to places where there is a force main discharge. He explained they are hoping to inspect up to 10,000ft of pipe to review its condition so they can take proactive measures to line pipes before they collapse especially in areas where impact is significant. He explained they will have consultant RH2 Engineering February 6, 2023 City Council Business Meeting Page 3 of 5 look at camera video footage and help select the right solution to rehabilitate the pipes. In response to Council's clarifying questions Mr. King explained the Public Works Board Emergency Repair Loan program and details, AC Pipe in drinking water, water testing process, quality of water supply, reasoning for starting with the selected 10,000ft of pipe, reasoning for why a forced main makes the sulfuric acid concentration higher, why asbestos was used in the pipe, age of pipes, and potentially expanding search for more pipe if needed. Public Comment: Stephen Schumacher spoke about asbestos fiber on inside of water pipes. In response to public comment Mr. King stated the reinforcement is embedded in the pipe and it is only when there is corrosion that the fiber is exposed. Discussion ensued around the risk of asbestos in the Sewer System, the importance of reaching out to other cities and learning from them, as well as the importance of getting ahead of issues before they become disasters. Motion: Owen Rowe moved to approve Resolution 23-015 Authorizing the City Manager to Execute all Agreements Necessary to Inspect and Evaluate Existing Sewer Mains in a Total Amount not to Exceed $45, 000. Libby Wennstrom seconded. Vote: motion carried unanimously, 7-0 by voice vote. Mayor Faber provided the Presiding Officer's Report which included Judge John Hodgeman event, Jefferson Transit Trolley Ribbon Cutting, and fourth grade field trip to City Hall. Mr. King provided the City Manager's report which included updates on the Fall in Love with Your Library event, Code Enforcement Case- Raccoon Lodge, WSDOT roundabout delay, Feb 13 Joint Workshop meeting, DUI report from weekend, Letter of Support for PIF funding for Port, and Comprehensive Streets. STUDY SESSION Councilmember Thomas asked to put 1 % for the Arts funding potential for utility dollars on an upcoming agenda. There were no comments from Council. February 6, 2023 City Council Business Meeting Page 4 of 5 FR ; There being no further business, the meeting adjourned at 7:23pm. Attest: City Clerk February 6, 2023 City Council Business Meeting Page 5 of 5 F- 0 co cm aD oU co co co Co a aU O m co CL c O C � o a CJ(D M N C O c C a) U U N N V m Y Q m co o� cu LLL�O a) E :3N p U :L --Q U N 75 cu 0 Q � Q r U � � ~ O O N E Q t O O C)O cu N 0 = a) O p) G W " ° aD �' E c O N (D ato C = O ZW V-2 Q cu � U) CU NO C -OCa)U CU CO N O cu`� E O U � a) Z CO ` (D a °N U a) ,a) c a) .2 —1 o c>+UQ HW XE a) �E.Sa) �N W N m 0 O E = W app Q `� °� o d rn �� 70 -0-0 U. J 3 cu ccv� °� _ a _ ° �J oCO cu _W V a > o c- E p <N () W Cf) CU LL �, U Q co = a) a) LL> J C V fn a) CO ° NQO O a) c 0 D C.) W-0a) a) O' 3 U to H cu U cu �. 0 `� O O O Co U} o iii c00 �a) °� oW� 3 (D aa) -� vi U aa) aa)0 M3(� co co� QQ �co� LO a)�` Q0 F -co a) �°' Y< o ULo P .cu -0o a E C EU 0 0 N CU :3 -0 0LL cu U fn C U)cu oa2LL co cm aD oU co co co Co a aU O m co CL 111y (f port Townsen Submitted By: Connie Anderson Department: Finance Agenda Bill AB23-129 Meeting Date: February 21, 2023 Agenda Item: Vl.c ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: February 15, 2023 Contact Phone: 360-379-4403 SUBJECT: Resolution 23-016 Related to Personnel, Adopting Classification Schedules for Non -Represented Employees CATEGORY: BUDGET IMPACT: ❑ Consent ❑x Resolution Expenditure Amount: ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑x No ❑ ❑ Contract Approval ❑ Other: ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3 -Year Strategic Plan: 6 - Provide for a healthy City organization Cost Allocation Fund: N/A SUMMARY STATEMENT: As full staffing remains one of the City's highest priorities, we are bringing the 2023 Salary Schedule back with updated information for Council review and approval. Recommended Changes When the 2023 Salary Schedule was presented to Council in December, there were a few positions listed as Unclassified. We are requesting updated salary ranges for the following positions: • Communications / Marketing Manager • Long Range Planner • Human Resources Assistant • Hourly Part -Time positions o Correction of a scrivener's errors which are updated to reflect the actual correct 5% increase of wages for 2023. Budget Impacts The 2023 Adopted Budget included estimated salary and benefits for the Long -Range Planner, Communications and Marketing Manager and Human Resources Assistant. The Human Resources Assistant position is authorized as a .50 Full Time Equivalent (FTE). The requested pay ranges are within the adopted budget estimates presented in the budget process last Fall. The recommended changes are listed in red in the revised 2023 Salary Schedule. ATTACHMENTS: 1. Resolution 23-016 2. 2023 Salary Schedule, revised February 2023 CITY COUNCIL COMMITTEE RECOMMENDATION: NA RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further action is needed; this effectively represents unanimous approval ALTERNATIVES: ❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 23-016 Page 1 of 2 RESOLUTION NO. 23-016 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, RELATED TO PERSONNEL, ADOPTING CLASSIFICATION SCHEDULES FOR NON -REPRESENTED EMPLOYEES RECITALS: A. The City Manager is authorized by RCW 35A.13.080(1) to have general supervision of the administrative affairs of the City. RCW 35A.13.090 reserves to the Council the right to create "...such departments, offices, and employments as it may find necessary or advisable, and may determine the powers and duties of each department or office." B. In 2014, the City Council adopted Resolution 14-061, adopting a compensation plan and salary schedule for non -represented employees. The City subsequently completed a compensation study for non -represented employees, including wage and benefit comparisons. C. In 2023, staff recommends amending the 2023 salary schedule to add Communications and Marketing Manager, Long Range Planner, and part-time Human Resources Assistant positions D. Staff also recommends correcting a scrivener's error on the 2023 salary schedule. E. The City Council, having carefully considered this recommendation, has determined it to be in the best interests of the City to adopt the recommendation. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: The Council adopts the proposed salary schedule for non -represented employees substantially the same form as the schedule at Exhibit A. 2. The City Manager is authorized to take administrative actions consistent with this Resolution, including drafting appropriate job descriptions. Resolution 23-016 Page 2 of 2 ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 21" day of February 2023. Attest: Alyssa Rodrigues City Clerk David J. Faber Mayor Approved as to form: Heidi Greenwood City Attorney CITY OF PORT TOWNSEND NON-BARGAINING EMPLOYEE POSITION CLASSIFICATION SALARY SCHEDULE BUDGET 2023, Revised Salary Schedule per Resolution 23-xxx Elected Officials REV 1-17-2023 Classification Minimum Maximum Positions Positions Mayor $12,300.00 $ 12,300.00 1.00 1.00 Councilmembers $ 8,400.00 $ 8,400.00 6.00 6.00 Non Represented Employees Classification Minimum Maximum Positions Positions City Manager $ 138,338 $ 198,762 1.00 1.00 Public Works Director $ 133,474 $ 163,342 1.00 1.00 City Attorney $ 130,896 $ 157,075 1.00 1.00 Chief of Police $ 121,079 $ 154,289 1.00 1.00 Director of Finance & Technology Services $ 117,806 $ 150,531 1.00 1.00 Planning & Community Development Director $ 117,806 $ 143,985 1.00 1.00 Parks & Recreation Strategic Director $ 117,806 $ 143,985 1.00 1.00 Deputy Police Chief $ 107,021 $ 130,431 1.00 1.00 Deputy Public Works Director/City Engineer $ 107,021 $ 130,431 1.00 1.00 Parks, Recreation & Community Services Director $ 107,021 $ 130,431 0.00 0.00 Director of People & Performance $ 107,021 $ 130,431 1.00 1.00 Assistant City Engineer II $ 98,221 $ 123,203 0.00 0.00 Assistant City Engineer 1 $ 94,899 $ 119,037 0.00 0.00 Library Director $ 94,899 $ 117,806 1.00 1.00 Human Resources Manager $ 91,876 $ 127,256 0.00 0.00 Prosecuting Attorney/Assistant City Attorney $ 91,113 $ 112,032 0.00 0.00 Planning Manager $ 91,114 $ 112,032 1.00 1.00 Building Official $ 89,991 $ 107,988 1.00 1.00 Parks & Facilities Manager $ 89,991 $ 107,988 1.00 1.00 Public Works Operations Manager - WW/Bio $ 89,991 $ 107,988 1.00 1.00 Public Works Operations Manager - Water Resources $ 89,991 $ 107,988 1.00 1.00 Public Works Operations Manager - Streets/Sewer/Stormwater $ 89,991 $ 107,988 1.00 1.00 Civil Engineer 11 $ 89,991 $ 107,988 1.00 1.00 City Clerk $ 86,980 $ 112,981 1.00 1.00 Public Records Officer $ 86,980 $ 112,981 1.00 1.00 Operations Manager - Parks, Recreation & Facilities $ 85,082 $ 117,806 0.00 0.00 Finance Manager $ 87,691 $ 122,109 1.00 1.00 Accounting Manager $ 87,691 $ 122,109 1.00 1.00 Civil Engineer III $ 83,101 $ 114,610 1.00 1.00 Cr rit rr'to,.dn1 c"atpons//''1"ard 'tpng Manage °::' &2,84,1 �:: 98,5":M 1.00 1.00 Senior Planner $ 81,994 $ 104,808 1.00 1.00 1 er pnary l mg Range Planner "a 8 ,95)4 "a Y 0,1,8D::M 1.00 1.00 Finance & Budget Analyst $ 81,994 $ 104,808 0.00 0.00 Project Manager $ 81,994 $ 104,808 0.00 0.00 Library Manager - Public and Technical Services $ 71,856 $ 84,589 1.00 1.00 Library Manager - Youth Services $ 71,856 $ 84,589 1.00 1.00 Civil Engineer EIT $ 67,152 $ 86,797 1.00 1.00 Deputy City Clerk $ 64,194 $ 84,973 0.00 0.00 Executive Assistant to City Manager $ 64,194 $ 84,973 0.00 0.00 Human Resources Specialist or Generalist $ 64,194 $ 84,973 1.00 1.00 Legal Assistant/Deputy Clerk $ 64,194 $ 84,973 1.00 1.00 Legal Assistant $ 64,194 $ 84,973 0.00 0.00 Payroll and Benefits Administrator $ 64,194 $ 84,973 0.00 1.00 Executive Assistant to Chief of Police $ 60,628 $ 80,298 0.00 0.00 Huraan Res��wrces Assistant 54, Y68 ��' 67, 760 1.00 0.50 Hourly Part-Time Positions Library Associate 23 76 0.50 0.50 Library Assistant "Ca Y 7 3 20 "'Y 9 3.51 3.51 Library Assistant Substitute "Ca Y " "Y'; "Ca Y 7 "Y 3 0.54 1 0.54 Library Courier, Library Page "Ca Y5 7,1 "Ca Y8 55 1.30 1 1.30 Reserve and Seasonal Positions ** Seasonals not included in Total FTE count Reserve Police Officers, commissioned $ 37.79 1.00 1.00 Reserve Police Officers, noncommissioned $ 25.00 0.35 0.35 Seasonal Workers . Total Non -Represented Employees 39.20 39.70 CITY OF PORT TOWNSEND UNCLASSIFIED EMPLOYEE POSITION CLASSIFICATION SALARY SCHEDULE BUDGET 2023, Revised Salary Schedule per Resolution 23-xxx Classification Minimum I Maximum Positions Positions Housing Grants Coordinator to be determined 0.50 0.50 Navigator to be determined 1.00 1.00 Total Unclassified Employees 1.50 1.50 CITY OF PORT TOWNSEND UNION/REPRESENTED EMPLOYEE POSITION CLASSIFICATION SALARY SCHEDULE BUDGET 2023, Revised Salary Schedule per Resolution 23-xxx Union/Represented Employees Classification Minimum/hr Maximum/hr ** Positions Positions IT Network Administrator $ 43.85 $ 49.77 1.00 1.00 Accountant $ 37.81 $ 42.90 0.00 0.00 Associate Planner $ 36.49 $ 44.14 0.00 0.00 Crew Chief $ 35.79 $ 40.66 1.00 1.00 GIS Coordinator $ 35.13 $ 39.94 1.00 1.00 IT Technical Support $ 35.13 $ 39.94 0.00 0.00 Building Inspector $ 34.30 $ 38.97 1.00 1.00 Code Compliance Officer $ 34.30 $ 38.97 1.00 1.00 Public Works Inspector $ 34.30 $ 38.97 1.00 1.00 Crew Chief Apprentice $ 33.30 $ 37.82 1.00 1.00 Lead Equipment Operator $ 33.30 $ 37.82 4.00 4.00 Lead Operator $ 33.30 $ 37.82 2.00 2.00 Police Records Lead $ 33.30 $ 37.82 1.00 1.00 Assistant Planner $ 32.75 $ 37.19 0.00 0.00 Finance Specialist $ 32.75 $ 37.19 1.00 0.50 Land Use Specialist $ 32.75 $ 37.19 1.00 1.00 Project Accounting Specialist $ 32.75 $ 37.19 1.00 1.00 Purchasing/Contracts Specialist $ 32.75 $ 37.19 0.00 0.00 Mechanic $ 31.79 $ 36.12 0.00 0.00 Equipment Operator $ 31.09 $ 35.18 12.00 12.00 Finance Tech III $ 28.04 $ 31.83 1.00 1.00 Police Clerk $ 28.04 $ 31.83 1.00 1.00 Public Works/Engineering Support Specialist III $ 28.04 $ 31.83 0.00 0.00 Permit Technician III $ 28.04 $ 31.83 0.00 0.00 Parks, Rec & Community Services Admin Support Spec $ 26.03 $ 29.47 0.00 0.00 Public Experience Liaison $ 26.03 $ 29.47 3.00 3.00 Utility Billing / Collection Specialist $ 26.03 $ 29.47 0.00 1.00 Permit Technician II $ 26.03 $ 29.47 0.00 0.00 Community Services Officer $ 25.56 $ 29.23 1.00 1.00 Finance Tech II $ 25.56 $ 29.23 1.00 0.00 Maintenance Worker $ 25.56 $ 29.23 7.00 7.00 Permit Technician 1 $ 25.56 $ 29.23 2.00 2.00 Public Works/Engineering Support Specialist 11 $ 25.56 $ 29.23 0.00 0.00 Administrative Assistant $ 24.72 $ 28.08 0.00 0.00 Public Works Administrative Assistant $ 25.77 $ 29.13 0.00 0.00 Police Officer $ 37.79 $ 43.37 12.00 12.00 Sergeant $ 48.58 $ 53.14 3.00 3.00 Total Union/Represented Employees ** max pay does not include longevity or other premiums as may be applicable 60,00 59.50 TOTAL CITY POSITIONS (Excluding Elected Officials, Seasonals & Reserve Officers) 100.70 100.70 01, 111y (f port Townsen Submitted By: Emma Bolin, PCD Director Department: Planning/Community Dev. Agenda Bill AB23-130 Meeting Date: February 21, 2023 Agenda Item: Vlll.a ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: 2/15/2023 Contact Phone: 360-390-4048 SUBJECT: Evans Vista Master Plan Kick off Presentation CATEGORY: BUDGET IMPACT: ❑ Consent ❑ Resolution Expenditure Amount: $NA ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑ ❑ Contract Approval ❑x Other: Discussion Item ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3 -Year Strategic Plan: N/A Cost Allocation Fund: Choose an item, . SUMMARY STATEMENT: This agenda item will be a presentation concerning Evans Vista, a property purchased in 2021 to support the development of affordable and workforce housing. The following links provide background information about the Evans Vista project. 5 it_mh.t.r„ „Z22_ City staff provided the City Council Infrastructure and Development Council Committee an overview of the property. over..rrk�.er.,.�,a...20,2,.1—The PT City Council authorized a cultural resources survey to be completed for the subject property ece_rrrb er„dip 2%21, Evans Vista Due Diligence Council Briefing ece_rr ber � %R„ 2%21: City Council approved purchase and sale contract for purchase of property August 2022: Jefferson County commits ARPA funding to Evans Vista Master Plan ➢_over..rber 7„.2 022;. City Council approves selection of TAS as Evans Master Plan Consultant City staff will introduce the project team headed by Thomas Architecture Studios, and will present the Evans Vista Master Plan project kick-off at the meeting. We hope this provokes excitement, dynamism, and imagination from our community on what this site might include, and set the tone for the entire project. The Evans Vista neighborhood will be transformative. The community will be engaged to help share what desired amenities we want and need for a vibrant and thriving City. The team will preview events over the next year that seek to gather valuable input from the community to guide the planning and entitlement process. The presentation will address the benchmarks to prepare permit applications for site development and the studies that will be performed as well as community wide challenges posed since the site is currently occupied with people who struggle with homelessness. The immediate next steps for the project will include planning a public outreach event this spring, with builders/lenders/and financiers to examine affordability data points and preliminary financial analysis to determine targets and understand what the community has the capacity to build. Overall, the Evans Vista Master Plan project promises to be a visionary initiative with tangible results and the team is looking forward to working closely with the community to create a neighborhood that truly reflects their needs and desires. ATTACHMENTS: a. 111::::;vans Vista I asteir III°'I1lanIII::1 weir a iiin-t III::'resent�,at�,iiia n CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: None at this time. ALTERNATIVES: ❑ Take No Action ❑ Refer to Committee ❑x Refer to Staff ❑ Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Request for Qualifications Evans Vista Housing Development INTRODUCTION cityorport JAM The City of Port Townsend is requesting statement of qualifications from qualified consultants to provide professional services to master plan and prepare land use entitlement applications for an affordable and mixed -income workforce housing development on a 14 -acre parcel owned by the City. Firms interested in this project are advised to carefully review the information outlined in this Request for Qualifications (RFQ) and respond accordingly. The City has budgeted $450,000 for the services anticipated in this RFQ. DEADLINE FOR SUBMISSION Statements of Qualifications are due by October 21, 2022 by 5:00 p.m. All proposals should be submitted electronically, in Adobe PDF format, to: Emma Bolin, Director of Planning and Community Development City of Port Townsend b..r..�..!.n. ...!:.ya :f..0 ..:_eu BACKGROUND Like in other areas of Washington State and the nation, the lack of local affordable housing supply has devastating ripple effects on families, critical services, our education system, and our local economy. Rapidly rising house prices have driven out individuals and families who have long lived and worked in Port Townsend. Housing is one of five focus areas in the City's Strategic Plan, calling on the City to "establish systems to support diverse housing options with perpetual affordability." The City of Port Townsend has acquired 14 -acres at Evans Vista View to support development of workforce housing. Before acquisition, the City performed initial outreach to housing providers and other housing advocates to gauge interest in the property for a range of housing types and affordability. Subsequently, the City performed due diligence to determine zoning and infrastructure requirements and completed a cultural resources survey (no significant findings). The City has obtained financial assistance for planning and development of the property. $3.1 million from the Washington State Legislature supported land acquisition and will assist with required infrastructure for development. Jefferson County has awarded American Rescue Plan Act (ARPA) funds to the City which will assist in master planning and entitlement of the project. These ARPA funds will be used to pay for services to the firm(s) selected through this RFQ process. Evans Vista is just south of the Rainier Street roundabout on Sims Way. The property is located inside the Rainier and Upper Sims Way Subarea and is supported bythat„g ra„NTn„r 2„ i.n L�l�„N�„ adopted by City Page I 1 REQUEST FOR QUALIFICATIONS, EVANS VISTA (10/5/22) Council in 2019. The development of a mix of 100-150 workforce housing units is meant to deliver urgently -needed supply and to activate the Evans Vista Nei„p�hk�raN, hcara�„ as part of the area's emerging commercial and business environment. PROJECT GOALS The goal of this project is to develop a master plan and land use entitlement applications to develop Evans Vista into an affordable workforce housing development. In addition to housing, the goal of the project is to create a neighborhood that could include mixed-use activities, such as childcare and family services, retail, commercial and other amenities that make it a destination for others who would not necessarily live there. The neighborhood master plan should also show how the new development will connect into the Larry Scott Trail, active transportation and transit networks, and the Rainier Subarea's emerging commercial and business environment. A successful project in Port Townsend requires meaningful public engagement . The Master Plan will require convening and collaborating with agencies, groups, and the community to develop a vision and plan to ensure that the housing mix, phasing plan, and aesthetic matches our community's needs and expectations. Initial housing goals are to provide 30-50 affordable housing units to low-income households earning 80% of Area Median Income (AMI) or less and 50-100 units of affordable workforce housing 80-120% AMI). The Master Planning process should include outreach to housing and community developers to gauge interest and feasibility in Evans Vista. The City will not be the developer of Evans Vista. However, depending on the master plan and financial analysis, the City might consider other incentives or installation of infrastructure to ensure a successful project. The City also plans to secure basic entitlements and develop a phasing plan to facilitate the implementation of the Master Plan. ANTICIPATED SCOPE OF SERVICES AND SCHEDULE Master Plan As a result of public engagement, a Master Plan for Evans Vista will be submitted to the City. It is anticipated that the Master Plan will include the following elements: ✓ Housing affordability mix (quantity and income levels) ✓ Site and vicinity plans, including layout of buildings and connections to area amenities (e.g. Larry Scott Trail and Rainier Subarea) ✓ Financial Analysis of Housing — identification of potential funding sources or incentives for affordable housing development, and a financial feasibility study to show the affordable housing development can be achieved and is sustainable ✓ Housing types (e.g., attached, detached, townhouse, multifamily) ✓ Design guidelines for development ✓ Tree conservation plan Page 1 2 REQUEST FOR QUALIFICATIONS, EVANS VISTA (10/5/22) ✓ Infrastructure and utility master plans, including preliminary cost estimates (e.g., roads, fire, water, sanitary sewer, stormwater, internet) ✓ Topographic survey of site ✓ Wetland delineation of site ✓ Preliminary engineering to show project feasibility for access, utilities, parking, etc. ✓ Overview of regulatory requirements (zoning, land division, public works) ✓ Summary of outreach and comments received Public Engagement This project needs to include significant public involvement, with an emphasis on collaboration with Planning Commission, housing partners, City Council, identified stakeholders, and interested residents. Tasks may include: • Develop and implement a public involvement process that encourages the participation of all interested parties. • Attend periodic meetings of the Planning Commission and City Council to gather input and provide project updates • Attend and facilitate multiple public workshops to keep community members informed and to solicit input from the public during the planning and concept design process. • Provide written and verbal communications and graphics as required to support the public outreach efforts of the City. Entitlement Applications After completion of the Master Plan and authorization to proceed, the City will request that applications for land use entitlement be prepared for submission. The firms selected for this work will be expected to be available during the entitlement application review process, such as agency review questions and public hearings. Project Schedule The goal is to submit land use entitlement applications no later than January 2024. The following is a tentative project schedule: Milestone Date Request for Qualifications (RFQ) Released October 5, 2022 Questions due for Q and A website post October 14, 2022 Q and A website published October 18, 2022 RFQ Responses Due October 21, 2022 Interviews October 27, 28, 2022 Selection of Team November 7, 2022 Contract Execution and Notice to Proceed November 8, 2022 Master Plan Completed August 1, 2023 Land Use Entitlement Applications Submitted October 2023 Page 13 REQUEST FOR QUALIFICATIONS, EVANS VISTA (10/5/22) SUBMISSION REQUIREMENTS The following should be submitted to be considered for this project: 1) Project Team. Provide a statement of qualifications which: • identifies the name of the principal firm, location, contact information, and the staff and their specialties that will be assigned to work on this project; • identifies the subconsultants that are anticipated to be part of the team for this project (note: this list may be supplemented later if the principal firm is selected for interview); • provides an organizational chart which identifies key personnel and subconsultants; and • provide the above in no more than six (6) pages (hyperlinks to outside websites is acceptable). 2) Narrative. Provide a narrative that includes the following: • firm's interest in master planning and land use entitlement for the Evans Vista project; • description of firm's abilities and qualifications related to the project; • Your firm's identification of the critical work elements and how your team would address these issues. • A discussion of your firm's approach to the project and your plan to produce the required documents. • description of the firm's availability to complete the project within the expected timelines; • proposed schedule for completing the work, including intermediate project stages leading to application for entitlements; and • provide the above in no more than two (2) pages. 3) Related Experience. Provide the following information regarding experience related to the Evans Vista project as set forth in this RFQ: • master planning; • affordable workforce housing planning; • housing and development financial analysis; • Site planning and preliminary engineering • land use entitlement applications; • public outreach and engagement; • provide the above in no more than two (2) pages (hyperlinks to outside websites is acceptable). 4) References. Provide five (5) references of projects with related experience. The references should include: project name, contact person (name, role, phone, email), role of firm. This reference should be provided in no more than one (1) page. Submissions should be no longer than twelve (12) pages, including a cover page. All submissions shall be submitted ELECTRONICALLY ONLY, in Adobe PDF format. The submission should be sent electronically to: Emma Bolin, Director of Planning and Community Development City of Port Townsend '..b21..!.n 0. 1..!:t..yo:f..r Page 14 REQUEST FOR QUALIFICATIONS, EVANS VISTA Statements of Qualifications are due by October 21, 2022 by 5:00 p.m. (10/5/22) RIGHT TO REJECT SUBMITTALS The City reserves the right to reject any submittals at any time with no penalty or to waive immaterial defects and minor irregularities in any submittal. SUBMITTAL DISPOSITION All material submitted in response to this RFQ shall become the property of the City. PROJECT CONTRACT The Offeror will be required to use the City of Port Townsend Professional Services Agreement [Attachment A] and accept all language contained within. Any Offeror that has significant reservations concerning using this agreement should not submit this request EVALUATION CRITERIA AND SELECTION PROCESS The following criteria will be used to select the qualified firm(s) for the Evans Vista project. 1) Qualifications of the firm 2) Project manager, individuals, and subconsultants assigned to the project 3) Demonstrated experience in master planning affordable workforce housing 4) Demonstrated experience in public engagement 5) Demonstrated experience in land use entitlement applications 6) Understanding of the community of Port Townsend After review of submissions, the City anticipates selecting no more than three (3) firms for interviews. Interviews will occur via web -based video conferencing for a one-hour session. NEGOTIATION/SCOPE DEVELOPMENT: The top-ranked firm will be notified in writing and be asked to meet and submit their prospective scope of services, schedule, and a fee proposal. If, after negotiation and consideration, the Owner is unable to reach an acceptable agreement with the top-ranked firm, the Owner will terminate negotiations with the top-ranked firm and, at its sole discretion, may enter into negotiations with the second ranked firm and/or withhold the award for any reason and/or elect not to proceed with any of the proponents and/or re -solicit via a new RFQ. FINAL SELECTION: Once an agreement is reached with a preferred A/E firm, the Owner's Purchasing Agent will provide a Professional Services Agreement for signatures and full execution. A Notice to Proceed will be issued to formally begin work. Page 15 REQUEST FOR QUALIFICATIONS, EVANS VISTA WHERE TO GET MORE INFORMATION More information regarding the City of Port Townsend can be found on the following websites: (10/5/22) • City of Port Townsend - h„tt„p „o „i„tyrafr..t ij_ / • Evans Vista—h„tt.r, ..�.:t.raft.eu 2y„Nyit A Qand A may be available on this website on 10/18/2022. • Rainier Street and Upper Sims Way Subarea Plan — lotto ova -1 lin<,.cit r,f�t.lu� �va�l�link 0 dr..a� 1 11 ��.a�1.�� C.............................................................................y..............C..........................'........................................................./......................................................................................g..................................� ......... Page 16 Agenda Bill AB23-131 "'Yof port��°;��Meeting Date: February 21, 2023 n�q�;,z�� Agenda Item: Vlll.b ® Regular Business Meeting Townsen ❑ Workshop/Study Session ❑ Special Business Meeting Submitted By: KT LaBadie; Heidi Greenwood Date Submitted: February 13, 2023 Department: Code Enforcement Officer; Contact Phone: 360-379-5094 City Attorney 360-379-5048 SUBJECT: Hoarding and Code Enforcement Presentation CATEGORY: BUDGET IMPACT: ❑ Consent ❑ Resolution Expenditure Amount (2023): $0 ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑x ❑ Contract Approval ❑x Other: Discussion ❑ Public Hearing (Legislative, unless otherwise noted) ❑x 3 -Year Strategic Plan: 1 - Build small town quality of life Cost Allocation Fund: SUMMARY STATEMENT: Hoarding disorder and hoarding cases are a difficult problem. Property owners suffering from hoarding disorder are unable to dispose of things. Their clutter can overrun their homes and spill out into their garages and yards and eventually City right-of-way. This creates problems for neighbors who are subjected to impacts and for the City who works to keep the rights-of-way clear for travel and utilities. There are no simple solutions to hoarding properties or other code enforcement issues. Staff will present some of the tools in the City and State codes that are available for dealing with hoarding properties and other nuisances. ATTACHMENTS: PowerPoint Presentations CITY COUNCIL COMMITTEE RECOMMENDATION: None RECOMMENDED ACTION: None. Discussion Only. ALTERNATIVES: ❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Ln D O Q D O O m Ln O c .E O Ln O Ln U Le, pi 0 70 ® �- L U ® O C) 00 D (Y) 0 u u CO U i i Ul Ln D r 6 4p � O V cv � O � 2 ca C N N U L. 0-- c LU m N O N c -I N L m Z3 L Q) LL 41 ca J Y O cn — N O � • � N N ate-+ a"' N � � � O O aA �• •Q 16 N vi `O ca ryp U cn N N N p 4-J �•� N i •� •� ate-+ N Q� ate-+ •� (�� N a--+ N ate+ O U N _0ca a}'•+ =3N ca O N O CSA -j O Ln (a C:4 O .� O Ou � 4- •N N i N •N N }, C6 � N � •Ln Q� CL CL CL_0 � U O U • • • • 3 f� J N N .C6 O N N N � � E 'N •• C:N .7 aN-+ O N U UU a", E O �O vi N O cn 0 _0 -0 -0v aA O O a--+ O � Q .N O Q �O O — U LO U L O .� U O • • • • • • 0 U Q m 0 0 z 4--+ C i cn .ro _ v O >.O O N N U U C6 .� 07 U �� N� �� CLO ca N Q N 4-j N —0 4- O o N .7,0 a� a) � •� 4-o N U . (� O N Ln M } O aA -0 O > N }, U a) c'n a) O to O •� cn �� N N O i ca 0 . Q)NOCL 2 ca 4� T c 0 N 4-j CLW 0 CL bn 0 b •� O o +., E N U U U U � C6 Q � > bn a) • z 0 v 0 N O � � �--+• E cN O E U >�Ln 4- Q p 0 � O O a--+ f6 clC O >, N LL Q N U D _U +, N E � W v 0 Lo L ,J W U O k r N N U O w m U C N N U L.- 0 O w O .O 'E — •O U U 'a =3 O_ '> Q E L aN-+O U U C: QE X N N E '� O Q E O O a -J U O >, -+U 4- u 4-J - aA � N .O O> .C: O ca N U U U _0 .� U _ . � ° ate-+ N Q � ' M ° (1) U N U aA O y� U i O w ° }' a--+ _O O Q ca .� Q U Q E o4-0 ° o ° E° �>4-0 U ate-+ C:O u OO _� u ,� > C: O =3 N N a -j LU > 0 DC cn U N N O Q E (n 111y (f port Townsen Submitted By: Heidi Greenwood Department: City Attorney Agenda Bill AB23-132 Meeting Date: February 21, 2023 Agenda Item: Vlll.c ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: February 13, 2023 Contact Phone: 360-379-5048 SUBJECT: Resolution 23-017 Endorsing the Universal Declaration on Human Rights and Proclaiming Port Townsend to be a Human Rights City. CATEGORY: ❑x Consent ❑x Staff Report BUDGET IMPACT: ❑x Resolution Expenditure Amount (2023): $0 ❑ Ordinance Included in Budget? Yes ❑ No ❑x Contract Approval ❑ Other: Discussion Public Hearing (Legislative, unless otherwise noted) 3 -Year Strategic Plan: 1 - Build small town quality of life Cost Allocation Fund: SUMMARY STATEMENT: Emelia De Souza approached the City Council with a request that the City be a Human Rights City. The City Council referred the matter to the Council Culture and Society Committee who researched the request and reviewed the draft resolution language. The Culture and Society Committee recommended that the full City Council adopt the resolution. There are no formal requirements for a Human Rights City; however, most Human Rights Cities have adopted the Universal Declaration of Human Rights as guiding principles. The Universal Declaration of Human Rights was drafted by a United Nations committee chaired by Eleanor Roosevelt. It was accepted by the UN General assembly in 1948. It is a statement of basic rights and freedoms, but it does not have the force of law. Should Council adopt this resolution, the Universal Declaration on Human Rights would, likewise, be a statement of guiding principles that the City aspires to, but it would not have the force of law in the City. ATTACHMENTS: 1. Resolution 23-017 2. Universal Declaration of Human Rights CITY COUNCIL COMMITTEE RECOMMENDATION: At its January 11, 2023, meeting, the City Council Culture and Society Committee recommended the City Council approve Resolution 23-017 Endorsing the Universal Declaration of Human Rights and Proclaiming Port Townsend to be a Human Rights City RECOMMENDED ACTION: Move to approve Resolution 23-017 Endorsing the Universal Declaration of Human Rights and Proclaiming Port Townsend to be a Human Rights City ALTERNATIVES: ❑x Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑x Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑x Other: Resolution 23-017 RESOLUTION NO. 23-017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, ENDORSING THE UNIVERSAL DECLARATION ON HUMAN RIGHTS AND PROCLAIMING PORT TOWNSEND TO BE A HUMAN RIGHTS CITY WHEREAS, the United States endorsed the Universal Declaration of Human Rights, the American Declaration on the Rights and Duties of Man, and the United Nations Declaration on the Rights of Indigenous Peoples; and WHEREAS, the United States has ratified (1) the International Covenant on Civil and Political Rights, (2) the International Convention on the Elimination of All Forms of Racial Discrimination, (3) the Convention Against Torture and Other Cruel, Inhuman or Degrading Treatment or Punishment, and (4) the Charter of the Organization of American States; and WHEREAS, the United States has signed (1) the International Covenant on Economic, Social, and Cultural Rights, (2) the Convention on the Elimination of All Forms of Discrimination Against Women, (3) the Convention on the Rights of the Child, (4) the Convention on the Rights of Persons with Disabilities, and (5) the American Convention on Human Rights, some of which still await ratification; and WHEREAS, the human rights instruments mentioned above constitute an important framework of human rights principles for cities to strengthen and improve the impact of laws and policies on local communities and work on their commitment to protecting, respecting and fulfilling the full range of universal human rights, including civil, political, social, economic, and cultural rights; and WHEREAS, the City of Port Townsend has long been committed to promoting human rights as demonstrated by the self -submittal of inclusion in the Municipal Equality Index of the Human Rights Campaign, as well as re -affirming its commitment to inclusiveness and non- discrimination, as shown in its personnel policies, contracting policies, and ongoing anti- discrimination training for City employees; and WHEREAS, the idea of a "Human Rights City" developed to provide a model for municipal governments to translate and implement universal human rights principles at the local level; and WHEREAS, several cities in the United States and the world have been proclaimed a "Human Rights City" serving as models for leadership and advocacy on behalf of human rights for all people; and WHEREAS, a "Human Rights City" consciously aspires to respect, protect and fulfill universal human rights as spelled out in the Universal Declaration of Human Rights and the human rights instruments previously enumerated; and WHEREAS, the City of Port Townsend seeks to reaffirm and deepen its commitment to promoting human rights by proclaiming Port Townsend a Human Rights City and adopting the Universal Declaration of Human Rights; Resolution 23-017 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend: Section 1. In recognition of the signing of the Universal Declaration of Human Rights, the Port Townsend City Council adopts the Universal Declaration of Human Rights as a guiding document for the City of Port Townsend with the following modifications: A. The preamble, in paragraph two, is amended to refer to "humankind" rather than "mankind." B. Article 2 is amended to include ethnicity, sexual orientation and gender identity or gender expression. C. Article 16(1) is amended to refer to "people" rather than "men and women." It is further amended to add "ethnicity" to the limitation clause and acknowledge the rights of all persons to enter into civil marriage with their partner of choice, regardless of gender. D. Article 16(3) refers to "family." It should be noted that the definition of "family" has evolved greatly since 1948. Historically it was known as "the basic unit in society traditionally consisting of two parents rearing their children," while today it further includes "any of various social units differing from but regarded as equivalent to the traditional family." E. Article 25(2) is amended to read: Parenthood and childhood are entitled to special care and assistance. All children shall enjoy the same protection. F. Throughout the document, any reference to "his," "him" or "himself' are amended to "them" or "themselves" in order to be gender inclusive. Section 2. The City of Port Townsend is a Human Rights City and commits to working towards the realization of the universal human rights as laid out in the Universal Declaration on Human Rights. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 21" day of February 2023. Attest: Alyssa Rodrigues City Clerk David J. Faber Mayor Approved as to form: Heidi Greenwood City Attorney Preamble Whereas recognition of the inherent dignity and of the equal and inalienable rights of all members of the human family is the foundation of freedom, justice and peace in the world, Whereas disregard and contempt for human rights have resulted in barbarous acts which have outraged the conscience of mankind, and the advent of a world in which human beings shall enjoy freedom of speech and belief and freedom from fear and want has been proclaimed as the highest aspiration of the common people, Whereas it is essential, if man is not to be compelled to have recourse, as a last resort, to rebellion against tyranny and oppression, that human rights should be protected by the rule of law, Whereas it is essential to promote the development of friendly relations between nations, Whereas the peoples of the United Nations have in the Charter reaffirmed their faith in fundamental human rights, in the dignity and worth of the human person and in the equal rights of men and women and have determined to promote social progress and better standards of life in larger freedom, Whereas Member States have pledged themselves to achieve, in cooperation with the United Nations, the promotion of universal respect for and observance of human rights and fundamental freedoms, Whereas a common understanding of these rights and freedoms is of the greatest importance for the full realization of this pledge, Now, therefore, The General Assembly, Proclaims this Universal Declaration of Human Rights as a common standard of achievement for all peoples and all nations, to the end that every individual and every organ of society, keeping this Declaration constantly in mind, shall strive by teaching and education to promote respect for these rights and freedoms and by progressive measures, national and international, to secure their universal and effective recognition and observance, both among the peoples of Member States themselves and among the peoples of territories under their jurisdiction. Article I All human beings are born free and equal in dignity and rights. They are endowed with reason and conscience and should act towards one another in a spirit of brotherhood. Article 2 Everyone is entitled to all the rights and freedoms set forth in this Declaration, without distinction of any kind, such as race, colour, sex, language, religion, political or other opinion, national or social origin, property, birth or other status. Furthermore, no distinction shall be made on the basis of the political, jurisdictional or international status of the country or territory to which a person belongs, whether it be independent, trust, non -self-governing or under any other limitation of sovereignty. Article 3 Everyone has the right to life, liberty and the security of person. Article 4 No one shall be held in slavery or servitude; slavery and the slave trade shall be prohibited in all their forms. Article 5 No one shall be subjected to torture or to cruel, inhuman or degrading treatment or punishment. Everyone has the right to recognition everywhere as a person before the law. MW MT All are equal before the law and are entitled without any discrimination to equal protection of the law. All are entitled to equal protection against any discrimination in violation of this Declaration and against any incitement to such discrimination. Everyone has the right to an effective remedy by the competent national tribunals for acts violating the fundamental rights granted him by the constitution or by law. No one shall be subjected to arbitrary arrest, detention or exile. i Everyone is entitled in full equality to a fair and public hearing by an independent and impartial tribunal, in the determination of his rights and obligations and of any criminal charge against him. Article 11 1. Everyone charged with a penal offence has the right to be presumed innocent until proved guilty according to law in a public trial at which he has had all the guarantees necessary for his defence. 2. No one shall be held guilty of any penal offence on account of any act or omission which did not constitute a penal offence, under national or international law, at the time when it was committed. Nor shall a heavier penalty be imposed than the one that was applicable at the time the penal offence was committed. Article 12 No one shall be subjected to arbitrary interference with his privacy, family, home or correspondence, nor to attacks upon his honour and reputation. Everyone has the right to the protection of the law against such interference or attacks. Article 13 1. Everyone has the right to freedom of movement and residence within the borders of each State. 2. Everyone has the right to leave any country, including his own, and to return to his country. Article 14 1. Everyone has the right to seek and to enjoy in other countries asylum from persecution. 2. This right may not be invoked in the case of prosecutions genuinely arising from non-political crimes or from acts contrary to the purposes and principles of the United Nations. Article 15 1. Everyone has the right to a nationality. 2. No one shall be arbitrarily deprived of his nationality nor denied the right to change his nationality. 1. Men and women of full age, without any limitation due to race, nationality or religion, have the right to marry and to found a family. They are entitled to equal rights as to marriage, during marriage and at its dissolution. 2. Marriage shall be entered into only with the free and full consent of the intending spouses. 3. The family is the natural and fundamental group unit of society and is entitled to protection by society and the State. 1. Everyone has the right to own property alone as well as in association with others. 2. No one shall be arbitrarily deprived of his property. Everyone has the right to freedom of thought, conscience and religion; this right includes freedom to change his religion or belief, and freedom, either alone or in community with others and in public or private, to manifest his religion or belief in teaching, practice, worship and observance. Everyone has the right to freedom of opinion and expression; this right includes freedom to hold opinions without interference and to seek, receive and impart information and ideas through any media and regardless of frontiers. l 1. Everyone has the right to freedom of peaceful assembly and association. 2. No one may be compelled to belong to an association. Article 21 1. Everyone has the right to take part in the government of his country, directly or through freely chosen representatives. 2. Everyone has the right to equal access to public service in his country. 3. The will of the people shall be the basis of the authority of government; this will shall be expressed in periodic and genuine elections which shall be by universal and equal suffrage and shall be held by secret vote or by equivalent free voting procedures. Everyone, as a member of society, has the right to social security and is entitled to realization, through national effort and international co-operation and in accordance with the organization and resources of each State, of the economic, social and cultural rights indispensable for his dignity and the free development of his personality. 1. Everyone has the right to work, to free choice of employment, to just and favourable conditions of work and to protection against unemployment. 2. Everyone, without any discrimination, has the right to equal pay for equal work. 3. Everyone who works has the right to just and favourable remuneration ensuring for himself and his family an existence worthy of human dignity, and supplemented, if necessary, by other means of social protection. 4. Everyone has the right to form and to join trade unions for the protection of his interests. Everyone has the right to rest and leisure, including reasonable limitation of working hours and periodic holidays with pay. Article 25 1. Everyone has the right to a standard of living adequate for the health and well-being of himself and of his family, including food, clothing, housing and medical care and necessary social services, and the right to security in the event of unemployment, sickness, disability, widowhood, old age or other lack of livelihood in circumstances beyond his control. 2. Motherhood and childhood are entitled to special care and assistance. All children, whether born in or out of wedlock, shall enjoy the same social protection. 1. Everyone has the right to education. Education shall be free, at least in the elementary and fundamental stages. Elementary education shall be compulsory. Technical and professional education shall be made generally available and higher education shall be equally accessible to all on the basis of merit. 2. Education shall be directed to the full development of the human personality and to the strengthening of respect for human rights and fundamental freedoms. It shall promote understanding, tolerance and friendship among all nations, racial or religious groups, and shall further the activities of the United Nations for the maintenance of peace. 3. Parents have a prior right to choose the kind of education that shall be given to their children. 1. Everyone has the right freely to participate in the cultural life of the community, to enjoy the arts and to share in scientific advancement and its benefits. 2. Everyone has the right to the protection of the moral and material interests resulting from any scientific, literary or artistic production of which he is the author. Everyone is entitled to a social and international order in which the rights and freedoms set forth in this Declaration can be fully realized. 1. Everyone has duties to the community in which alone the free and full development of his personality is possible. 2. In the exercise of his rights and freedoms, everyone shall be subject only to such limitations as are determined by law solely for the purpose of securing due recognition and respect for the rights and freedoms of others and of meeting the just requirements of morality, public order and the general welfare in a democratic society. 3. These rights and freedoms may in no case be exercised contrary to the purposes and principles of the United Nations. Nothing in this Declaration may be interpreted as implying for any State, group or person any right to engage in any activity or to perform any act aimed at the destruction of any of the rights and freedoms set forth herein. Agenda Bill AB23-133 "'Yof port��°;��Meeting Date: February 21, 2023 n�q�;,z�� Agenda Item: Vlll.d ® Regular Business Meeting Townsen ❑ Workshop/Study Session ❑ Special Business Meeting Submitted By: Connie Anderson, Finance Director Date Submitted: February 1, 2023 Department: Finance Contact Phone: 360-379-4403 SUBJECT: Resolution 23-018 authorizing the City Manager to sign a contract with Springbrook and Civic Plus to convert and migrate the City's financial system and online billing and payment portal CATEGORY: BUDGET IMPACT: ❑x Consent ❑x Resolution Expenditure Amount (2023): $0 ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑x ❑ Contract Approval ❑ Other: Discussion ❑ Public Hearing (Legislative, unless otherwise noted) ❑x 3 -Year Strategic Plan: 1 - Build small town quality of life Cost Allocation Fund: SUMMARY STATEMENT: OVERVIEW The City of Port Townsend uses Springbrook v7 Enterprise System as its financial system. The City must convert or upgrade no later than October 10, 2023 in order to maintain full support for the financial system and the on-site servers that support the system. The older version of Springbrook used by the City relies on older third -party products that will no longer be supported after this date. Finance staff recommends upgrading the current Springbrook financial software as the best option for the following reasons: 1. Existing business relationship 2. Staff are familiar with the format, layout, and functionality of the software 3. Upgrading the existing software will provide the easiest, fastest, and most efficient migration to upgraded financial software Additional consideration must be made to determine if the City should migrate the Springbrook financial system to the cloud -version or continue with the current on-site, also referred to as on -premise, server -based system. Key considerations: • Springbrook's on-site server -based system was last updated by Springbrook in 2017. Springbrook will continue to maintain the 2017 version, but they do not intend to update or upgrade the on -premises version. The technology for the on -premise version is six years old. o Annual maintenance cost is $17k plus the maintenance and personnel costs for on- site servers and hosting. o Up front new hardware ■ New on-site server - $20k ■ SQL and other licensing - $12k -$15k o Total up -front cost is $49k -$52k • Springbrook initially implemented the cloud -based version in August 2021 and this version includes the most current technology. All future upgrades and enhancements will be included in the cloud -based version without the need for future migrations, conversions, and implementations. o Annual subscription cost is $54K. • Professional implementation services for either on-site or cloud -based version is $15k. The following modules will be upgraded in the conversion: Finance Suite (General Ledger, Accounts Payable, Accounts Receivable, Bank Reconciliation), Payroll, Human Resources Management, Employee Self Services, Utility Billing and Project Management. In addition to the upgrading the Financial Software, staff is recommending the City convert to the Civic Plus Online Billing Portal. Civic Plus is integrated with Springbrook and will provide a better, more seamless process for both staff and customers. Civic Plus offers electronic payment options for multiple fee and license types as well as utility payments. Annual subscription cost is $3,465 plus cost of individual transactions. This cost is similar to the current online payment services, but Civic Plus has the advantage of being integrated with Springbrook modules which will provide a more seamless process both internally for staff and externally as part of the customer experience. RECOMMENDATION Staff recommends upgrading the City's financial system to Springbrook's cloud -based version. This version has the most current technology, and all future upgrades and enhancements are included in the annual subscription cost. Pros • Reduces costs by managing backups and eliminating cost of expensive on-site equipment. • Built in back-up and recovery of data with 99.9% reliability. • Enhanced data security protected by highest level of security available • Access from anywhere providing flexibility to access Port Townsend Data, projects, and workflow anywhere there is an internet connection. • Unlimited scalable storage through processing that is scaled automatically. • Integrated support for front line users • Annual subscription and maintenance include all upgrades, enhancements, and licensing for current and new users. • Cloud computing is better for the environment because it takes advantage of the fluctuating use of the server and reducing the carbon footprint. • Ability to create Dashboard Home Page that is individualized with 1 -touch favorite shortcuts • Tableau integration — visual analytics platform Cons • Increased annual cost while on site server option is viable (est. 4-5 years) • Up front cost is higher, but ongoing cost is more stable and predictable IMPLEMENTATION TIMELINE ■ Council Approval ■ Sign contract ■ Kick off meeting with project manager ATTACHMENTS: 1. Resolution 23-018 ■ Begin background ■ Software conversion work ■ Newsletter ■ Prepare data files communication of ■ Review processes upcoming new ■ Prepare testing features CITY COUNCIL COMMITTEE RECOMMENDATION: N/A ■ Go Live RECOMMENDED ACTION: Move to approve Resolution 23-018 authorizing the City Manager to sign a contract with Springbrook to convert and migrate the City's financial system to the cloud -based platform and implement Civic Plus as the online bill pay option. Or Move to approve Resolution 23-018 authorizing the City Manager to sign a contract with Springbrook to convert and migrate the City's financial system to the on premises 2017 platform and implement Civic Plus as the online bill pay option. ALTERNATIVES: ❑x Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑x Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 23-018 RESOLUTION NO. 23-018 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH SPRINGBROOK AND CIVICS PLUS FOR AN UPGRADED CITY FINANCIAL SYSTEM AND ONLINE BILLING AND PAYMENT PORTAL WHEREAS, the City of Port Townsend financial software will no longer be supported after October 2023; and, WHEREAS, in order to maintain support, the City must upgrade to a newer version of the software; and, WHEREAS, the newest version of the software is a cloud -based system; and WHEREAS, purchasing the cloud -based system is almost equal in cost to the older, but still supported, server -based system; and WHEREAS, the City may also purchase an online billing portal that integrates with the financial system; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend to authorize the City Manager to execute an agreement with Springbrook and Civics Plus for an upgraded City financial system and online billing and payment portal. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 21" day of February 2023. Attest: Alyssa Rodrigues City Clerk David J. Faber Mayor Approved as to form: Heidi Greenwood City Attorney cityd 250 Madison Street, Sake 2 III Part bmonsend, WA 98368 III 360,385.5991. J www. iit fpt us TI-11 msem HUMAN RESOURCES To: City Council From: Amber Long, Interim HR Manager RE: City Manager Evaluation — Facilitator Proposals Date: February 14, 2023 During the City Manager annual evaluation process in 2022, City Council indicated an interest in hiring a consultant to facilitate the 2023 process. After discussion with the Mayor, I drafted the attached Request for Proposals (RFP) and emailed it to 11 individuals, as well as posting on the City's website. The email recipients were chosen based on recommendations from other local government HR professionals in WA and a search of the MRSC consultant roster database. We received two proposals, which were forwarded to the Mayor for his review and are attached here. One consultant, who did not submit a proposal, indicated that the proposed budget was too low for the project scope. city0f port U4 cp V 1 �VD9 lownsen REQUEST FOR PROPOSALS FOR PROFESSIONAL CONSULTING SERVICES TO ASSIST CITY COUNCIL WITH ITS EXECUTIVE EVALUATION PROCESS FOR THE CITY MANAGER Introduction The City of Port Townsend is soliciting proposals from consultants with expertise in executive performance evaluations for our City Manager's 2023 performance evaluation. The City will receive proposals until 5:00 p.m. on Wednesday, January 25, 2023. Background The City of Port Townsend has a current population of approximately 10,306 and an annual budget of $49 million. It is the only incorporated city in Jefferson County and employs approximately 100 employees across seven departments. The City Council evaluates the City Manager's performance annually by April 30tH Scope of Services The consultant will assist Council in determining a process for and conducting its annual performance evaluation of the City Manager, including a review of the City Manager's progress made toward Council goals during the review period. The consultant will obtain individual Council member input based on interviews and surveys and will facilitate two executive sessions with City Council, one without the City Manager and one with the City Manager, to discuss the evaluation of the performance goals and criteria and to discuss performance goals, criteria, and any changes to the evaluation process for the upcoming 12 -month period. Budget The City Council has budgeted $3,000 for this project. Schedule The City will receive proposals until 5:00 p.m. on Wednesday, January 25, 2023. The project schedule will be as follows: Issue date of request for proposals 1/13/23 Proposals due 1/25/23 Interviews with Mayor (top 2-3 finalists) 1/26/23-1/31/23 Mayor recommendation to City Council 2/6/23 Page 1 of 3 Project start date TBD Evaluation process complete 4/30/23 Submittal Submittals should include the following information: • Consultant name, address, phone number, and email address. • Overview of the company and areas of specialization. • An outline of the consultant's background and overall qualifications to conduct interviews and facilitate an executive evaluation process, in particular public sector experience. • Statement of experience in providing and managing similar services. • Reference list, with contact information, of at least three clients to whom the consultant has provided services similar to those being proposed to the City. Describe the scope of work performed. • Statement of the consultant's understanding of the services required by the City and an overview of how the consultant would provide these services to the City, which may include a narrative description and/or organizational chart describing the proposed evaluation facilitation process. Consultants should emphasize why their proposal is best suited to meet the needs of the City Council and the City Manager. • Project timeline and estimated time to complete services. • Estimated project cost. • Fee structure, including billing rates of all personnel to be involved in the evaluation process and any other pricing/cost data necessary to carry out the project. Selection Process The Mayor will review all received proposals. At the Mayor's and Council's discretion, the selection process may include a series of interviews with the consultant. Interviews are likely to occur from January 26, 2023 through January 31, 2023. All consultants should prepare as though they will be selected to participate in the interviews. Notice of the interview may be made by phone or email with as little as 24-hour notice. At the City's discretion, more than one consultant may be selected to perform services covered by this Request for Proposals. If selected, the consultant will be required to sign a professional services contract substantially in the form shown on Attachment A and to provide evidence of insurance coverage. All consultants are expected to be familiar with and abide by the Washington State Open Public Meetings Act and the Washington State Public Records Act. Each proposal shall be evaluated using the following criteria: 1. Proper submittal of all documentation as required by this proposal. 2. The greatest benefit to the City as it pertains to: a. Related experience in the areas covered in the RFP. b. Responsiveness of the proposal to the Scope of Work required. Page 2 of 3 c. Experience of the business and individual members of the business in accomplishing similar services. d. Responses of the client references. e. Ability and overall qualifications of consultant. f. Availability and qualifications of support staff, if applicable. g. Organization of proposal and completeness of request. h. Compensation. i. Other information that may be required or secured. The City of Port Townsend encourages disadvantaged, minority, and women -owned firms to respond. Submittal Information Please submit complete proposals to Amber Long, Interim HR Manager, by email at along@cityofpt.us. Alternatively, hard copy proposals may be mailed or hand -delivered to 250 Madison Street, Port Townsend, WA 98368. All hard copy proposals shall be placed in a sealed envelope clearly marked with: "Attn: HR, Executive Evaluation Consulting" City Contact Questions regarding this Request for Proposal may be directed to: Amber Long, Interim HR Manager, 360-385-5991, along@cityofpt.us Page 3 of 3 Attachment A to Request for Proposals C,tYof port ot> Townsend PROFESSIONAL SERVICES AGREEMENT 1. Project: 2. Parties: City of Port Townsend, a Washington municipal corporation (the "City"), and , a (the "Consultant"). 3. Total Amount: 4. Date of Contract: THIS AGREEMENT is entered into between the Parties as follows: 1. Services and Performance by the Consultant. The Consultant shall provide services as described in Attachment 1. 2. Payment by the City. The City shall provide by payment a total amount not to exceed the amount set forth above for services provided in this Agreement. 3. Term and Completion of Work. This Agreement shall remain in effect until completion of the services described in Attachment 1 and final payment has occurred, unless terminated in accordance with this Agreement. Work shall not commence until the Consultant has provided insurance as required by this Agreement. All work shall be completed by , 20_. 4. Insurance Requirements. At its expense, the Consultant shall take out and maintain insurance as set forth in Attachment 2. 5. City Business License Required. The Consultant must obtain a City of Port Townsend business license before any payment under this Agreement can be made. 6. General Terms A. Payment Schedule and Terms 1. The project fee set forth in this Agreement is the total amount due to the Consultant [OR a sum not to exceed the amount set forth above] for all services performed and expenses incurred under this Agreement. 2. The project fee includes direct labor costs, overhead costs, and direct (expense) costs, including materials, supplies, equipment, costs for travel, reproduction costs, and telephone, facsimile, and computer use incurred during the billing period. 3. The Consultant shall maintain time and expense records and provide them not more frequently than monthly to the City, along with invoices in a format acceptable to the City for work performed to the date of invoice. The Consultant shall provide progress reports, scheduling, and completion information on request of the City. 4. The Consultant shall keep cost records and accounts pertaining to this Agreement available for inspection by the City's representative for three (3) years after final payment. The Consultant will provide copies to the City upon request at no additional charge. 5. If the services rendered do not meet the requirements of the Agreement, the Consultant will correct or modify the work to comply with the Agreement. The City may withhold payment for such work until the work meets the requirements of the Agreement. B. Termination. The City may terminate this Agreement for cause after notifying the Consultant of its default and giving the Consultant 10 days to cure the default. The Consultant will be paid just and equitable compensation as provided in Paragraph 2 for any satisfactory work completed prior to the date of termination. C. Indemnification and Hold Harmless. 1. The Consultant shall defend, indemnify, and hold the City, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses, or suits including attorney fees, arising out of or resulting from the acts, errors, or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. D. No Partnership. The Parties agree that nothing contained in this Agreement shall be considered as in any way constituting a partnership between the City and Consultant. E. Independent Consultant. The Consultant is, and shall be at all times during the term of this Agreement, an independent contractor and not an employee of the City. The parties fully understand the nature of independent contractor status and intend to create an independent contractor relationship. The Consultant, and not the City, shall have the right to control the manner and means by which the work or service is accomplished. The City shall retain the right, however, to ensure that the work or service is being performed according to agreed-upon requirements. Consistent with this relationship, Consultant shall not be covered by any City benefit programs, such as health and welfare benefit plans, social security, workers' compensation, or unemployment compensation and shall not be treated as an employee for federal or state tax purposes or any other purpose. The Consultant shall be responsible for paying all taxes related to payments City makes to the Consultant, including federal income taxes, self-employment (Social Security and Medicaid) taxes, and local and state business and occupation taxes, and the City is not responsible for withholding for or paying any of those taxes. F. Non-discrimination. The Consultant and its employees, agents, and sub -consultants, if any, shall at all times comply with any and all federal, state, or local laws, ordinances, rules, or regulations with respect to non-discrimination and equal employment opportunity, which may at any time be applicable to the City by law, contract or otherwise, including but not limited to all such requirements which may apply in connection with employment or the provision of services to the public. G. Compliance with all applicable laws. The Consultant shall at all times in connection with performance of this Agreement, comply with any and all other applicable federal, state and local laws, rules, ordinances, and regulations. H. Notices. All notices shall be delivered personally or may be delivered by any of the following methods: mailed by certified mail, return receipt requested; regular mail; courier service; facsimile; or electronic mail to the other party as their address appears of record with the City or State. In the case of notice by mail, notice shall be deemed given on the date of postmark. In case of facsimile or electronic mail, notice shall be deemed given when received. L Ownership of Documents. All work products, papers, notes, memoranda, correspondence, drawings, specifications, reports, and other documents and records of any sort produced, received, held, or maintained in conjunction with the performance of this Agreement by the Consultant shall be and are the exclusive property of the City, except that the Consultant may use such materials to assist other public agencies. Upon request of the City or upon completion of any of the services provided for in this Agreement or upon termination of this Agreement for any reason, the Consultant shall deliver to the City, machine-reproducible in format acceptable to the City, copies of any and all such materials. Once accepted by the City, Consultant shall have no responsibility for subsequent use by other persons. J. Nonwaiver. Any failure by the City to enforce strict performance of any provision of this Agreement will not constitute a waiver of the City's right to subsequently enforce such provision or any other provision of this Agreement K. Legal Fees. In any lawsuit between the parties with respect to matters covered by this Agreement, the prevailing party will be entitled to receive its reasonable attorney fees and costs in the lawsuit, in addition to any other relief that may be awarded. L. Applicable Law; Venue. This Agreement shall be construed and interpreted in accordance with the laws of the State of Washington. The venue of any action shall be in the Superior Court of Jefferson County. M. Assignment or Delegation. The Consultant shall not assign any of its rights or interest in this Agreement, nor delegate any of its duties hereunder to any other person, firm, or entity without the express written consent of the City first being obtained. N. Modification. No modification of this Agreement shall be effective unless agreed to in writing and signed by the Parties. O. Complete Agreement. This Agreement, together with the attachments, reflects the entire agreement of the parties relating to the subject matter thereof, supersedes all prior or contemporaneous oral or written agreements, or any understandings, statements, representation, or promises, and is intended fully to integrate the agreement between the parties with respect to the matters described in this Agreement. P. Other Terms. Additional terms (if any) are set forth in an attachment that will be numbered Attachment 3 and initialed and dated by the parties. IN WITNESS WHEREOF, the City of Port Townsend and Consultant have executed this Agreement. CITY OF PORT TOWNSEND CONSULTANT By: By: _ John M. Mauro, City Manager Name: Title: Mailing Address: 250 Madison Street, Ste 2 Port Townsend, WA 98368 Date: Approved as to form: Heidi Greenwood, City Attorney 4 Mailing Address: Date: ATTACHMENT I (to sample contract) SCOPE OF SERVICES ATTACHMENT 2 (to sample contract) INSURANCE REQUIREMENTS The Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. No Limitation The Consultant's maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non -owned, hired, and leased vehicles. Coverage shall be at least as broad as Insurance Services Office (ISO) form CA 00 01. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent contractors, and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO CG 20 26. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. C. Other Insurance Provision The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain, that they shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be in excess of the Consultant's insurance and shall not contribute with it. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. E. Verification of Coverage The Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. F. Notice of Cancellation The Consultant shall provide the City with written notice of any policy cancellation, within two business days of Consultant's receipt of such notice. G. Failure to Maintain Insurance Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days' notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand or, at the sole discretion of the City, offset against funds due the Consultant from the City. H. Public Entity Full Availability of Consultant Limits If the Consultant maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Consultant, irrespective of whether such limits maintained by the Consultant are greater than those required by this contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Consultant. Proposals received in response to RFP STATEMENT OF QUALIFICATIONS ABOUT PROTHMAN Prothman specializes in providing national and regional executive recruitment services and consulting services to cities, counties, districts, and other governmental agencies throughout the western United States. Founded in 2002, Prothman is an industry leader known and respected for outstanding customer service and our knowledge of local government. OUR EXPERTISE Firsthand Knowledge of Local Government: Our lead consultants have dedicated their careers to local government and joined Prothman upon retiring from their distinguished careers. Our 20 years of consulting and recruitment experience, combined with each of our consultants' 30+ years of local government experience, provides our clients with a solid and effective team that can handle any project or senior level position recruitment. CONTACT INFORMATION Owner / President: Sonja Prothman, sonja@prothman.com, 206.368.0050 371 NE Gilman Blvd., Suite 310, Issaquah, WA 98027 www.prothman.com www.prothman-jobboard.com Submittal Date: January 25, 2023 CLIFF MOORE - PROJECT LEAD We propose Cliff Moore as the lead consultant on this project because, while serving as City Manager in Yakima, Washington, he led his Council through a similar process to update the annual evaluation for the City Manager. Prior to his arrival, the Yakima City Council had used a dated, pen and paper evaluation process based on criterion that had not been modified in many years. Meeting individually with Council Members, Moore was able to elicit new and more precise metrics and ensure that the Council strategic planning process and expected benchmarks for meeting Council priorities were factored into the evaluation process. In addition, when several Council Members acknowledged that they would benefit from a deeper understanding of the daily operations of city departments, Moore was able to introduce a new element to the evaluation process which included obtaining input from select department directors to help inform Council perspectives. Because he lives in Port Townsend, Moore will be able to meet in person with Council Members at their convenience to understand their priorities, and he would be readily available for the actual annual City Manager evaluation process when that is scheduled. 206.368.0050 + 371 NE Gilman Blvd., Suite 310 Issaquah, WA 98027 + www.prothman.com CITY MANAGER PERFORMANCE EVALUATION PROPOSAL SCOPE OF WORK Our philosophy is that performance evaluations can define expectations, make it clear when job performance is a success, or when improvement is needed, and are useful for setting goals and rewarding good performance. Based on our experience, performance evaluations work best when the process and the evaluation tool are mutually agreed upon between the City Council and the executive being evaluated. The following represents the scope of work: 1. Gather Information ♦ Collection and review of all relevant documents (work program and/or goals). ♦ Conduct in-person meeting with Council to review scope of work, schedule, and establish evaluation format and goals. 2. Perform Evaluation ♦ Distribution and collection of evaluation forms from Council. ♦ Follow up by phone/Zoom with council members who may not have completed the evaluation or would like to provide feedback in more detail. ♦ Compile and summarize evaluation forms. ♦ Review City Manager's progress toward Council goals during the review period. ♦ Facilitate executive session with Council to present the draft evaluation summary and facilitate the discussion to help Council come to consensus on the City Manager evaluation. ♦ Meet with City Manager to review evaluation. ♦ Complete any follow-up action items that might come out of the meeting with Council. ♦ Provide final draft of City Manager evaluation. ♦ Facilitate executive session with Council and City Manager to discuss evaluation and performance goals. PROFESSIONAL FEE The fee for conducting a City Manager Performance Evaluation is $3,000, half billed at the beginning of the project, and half billed upon completion. -AR07,HMAN Page 2 of 2 :OR SUCCESS. January 24, 2023 Dear Selection Committee, Zilo International Group LLC is pleased to enclose this proposal to provide assistance to the City of Port Townsend with executive performance evaluations for the City Manager's 2023 performance evaluation. We are known for our outcome -based approach, passion to lead and serve, and longstanding commitment to client -centric relationships. We can provide services that will research, assess, facilitate, and benchmark, as well as create and/or revise organization statements, procedures, policies, programs, and approaches to performance evaluation. We are confident in our compatibility with and capability to serve the City. We have successfully developed and implemented strategies to improve performance evaluation and have extensive experience in the public sector. It is our objective to develop a more effective approach to excellence and provide customized performance evaluations of the City Manager, including a review of the City Manager's progress made toward Council goals during the review period. I am the founder and CEO and will serve as the main point of contact for this project. I am authorized to make representations on behalf of and legally bind Zito International Group LLC to any agreement related to this effort. It would be our privilege to assist you with this opportunity. If you have any questions, please do not hesitate to contact me. Sincerely, Milena Zilo Founder and Chief Executive Officer Zilo International Group, LLC 3939 East Arapahoe Road, Suite 210 1 Centennial, CO 80122 Mobile: 917-225-1851 1 Office: 720-295-0054 milena(a-)zilointernational.com I http://www.zilointernational.com ZILO City Manager Evaluation Facilitator 2 INTERNAf1ONAL GROUP Zilo International Group LLC is a 100% privately held, woman -owned and operated management consulting firm. It was founded in Colorado in 2014 by CEO Milena Zilo following nearly a decade of financial experience on Wall Street. We are an experienced community engagement and government contractor and offer a variety of services to organizations of all sizes in the public, private, and nonprofit sectors. In the past few years, we have won projects in California, Colorado, District of Columbia, Hawaii, Indiana, Michigan, New Mexico, Oregon, Utah, Washington, and Wyoming. Our objective is Positioning You for Success through a tailored approach to consulting. With each engagement, we aim to implement custom-built solutions to meet your specific needs. Our team for this project is composed of individuals who have strong backgrounds in Executive Coaching, Diversity, Equity, and Inclusion training, and Strategic Implementation. Working with both the private and public sector, we understand emerging trends and can develop strategic solutions that best match your objectives and values. We are invested in our clients' success and work diligently with a focus on achieving measurable results and building for the future. We employ the following key elements Innovation and Execution: We support our clients in executing competitive and results -driven solutions. Small Expert Teams: via We specifically match each client with a team of our dedicated consultants. Client Ownership Culture: • . We are committed to the long-term success of our clients through strategies reinforced by mission, vision, and values. ZILO City Manager Evaluation Facilitator 3 INTERNAf1ONAL GROUP Milena Zilo Founder and Chief Executive Officer Milena Zilo has of experience in Wall Street and International Consulting. She started her career in New York and has worked for large financial institutions. She started Zilo International Group in 2014 and has worked with government officials and business professionals in organizations of different sizes in multiple industries, both domestically and internationally. She has a visible level of leadership interaction and collaboration with all key areas of the organization and executive team. She has developed a powerful understanding of the connections between operational activities and strategy by driving change and working across different organizational units. She is an innovative leader with experience in strategic planning and operations management. She has lead cross - functional teams to propose solutions that resulted in much improved systems and processes while driving a cultural shift within the consulting practice. She has experience implementing strategies and providing integrated solutions. Milena graduated from the University of Denver with a Bachelor's degree, majoring in Finance and double minored in Economics and Legal Studies. At DU, she held numerous leadership positions and has served on the Advisory Board for Daniels College of Business and as a Board Member for the University of Denver NY Chapter. She is actively involved in the community and currently serves on the U.S Global Leadership Coalition's Colorado Advisory Committee, is a Mentor for Boomtown Accelerator in Boulder, and a Mentor at the University of Denver Reiman School of Finance and for Project X -ITE. She has served on several other committees and non- profit boards and has a passion for philanthropy and serving the community. Alexandra McGroarty, CDP, CPC, SHRM-PASC Senior Consultant Alex is an accomplished and results -driven Human Resources consultant and leader bringing expertise on the local and global level in implementing engagement, retention, and diversity measures that focus on the employee lifecycle from talent acquisition to the development of colleagues. She has held internal Human Resources positions in several large institutions and has broad experience in improving both individual performance and organizational effectiveness. She is a trusted advisor and coach with experience in developing and leading Diversity, Equity, and Inclusion Councils, Employee Resource Groups, and Sustainability initiatives. Additionally, Alex has worked on numerous projects in HR Project Management (HRIS, Strategy, Org Design) and Change Management. ZILO City Manager Evaluation Facilitator 4 INTERNAf1ONAL GROUP She enhances individual development and personal effectiveness using coaching and feedback, training, and leadership development initiatives. She uses a wide variety of assessment tools and resources in the development process that is tailored to the specific objectives of each unique situation. She also specializes in organizational effectiveness and has expertise in the areas of talent management, performance management, 3600 assessments, succession planning, strategy integration, team building, and change management. She has a track record of enabling organizations and teams to better serve their customers and anticipates future needs. Alex also brings her expertise in the area of survey research and statistical analysis to develop and execute business strategies and focus change management efforts. Alex was a finalist in the 2021 HR Person of the Year Awards and 2022 Ragan National Platinum HR Awards and in 2022 received Ragan's Women of HR — Executive Coach She is also a published author of Bridging the Gap- Reducing Gender Bias in the Workforce. Alex has a BA in Communication Studies Organizational from Rowan University and a Master of Science in Administration from Utica College. She holds a Certified Diversity Professional certification issued by the National Diversity Council and a Certified Professional Coach certification. Alex recently obtained a Graduate Certificate in Corporate Sustainability from Cornell University and her SHRM-PASC, the People Analytics Specialty Credential. She is also a member of the Human Resources Association of Southern New Jersey ZILO City Manager Evaluation Facilitator 5 INTERNAf1ONAL GROUP Zilo International commits to assisting Council in determining a process for and conducting its annual performance evaluation of the City Manager, including a review of the City Manager's progress made toward Council goals during the review period. We will obtain individual Council member input based on interviews and surveys and will facilitate two executive sessions with City Council, one without the City Manager and one with the City Manager, to discuss the evaluation of the performance goals and criteria and to discuss performance goals, criteria, and any changes to the evaluation process for the upcoming 12 -month period to ensure the quality of (a) the duties and services accomplished (b) analysis of their interactions with other City employees and subordinates; and (c) establishment goals and metrics for enhanced impact and performance of these roles in the future. We integrate into the teams we work with from the start to the end of the project. The collaboration and culture of our team is what ensures success. You'll find our process to be highly adaptable, iterative, and collaborative. We are known for our outcome -based approach, passion to lead and serve, and longstanding commitment to client -centric relationships. Our team for this project is composed of individuals who have strong backgrounds in Human Resources, Executive Coaching, Diversity, Equity, and Inclusion training, and Strategic Implementation. Working with both the private and public sector, we understand emerging trends and are able to develop strategic solutions that best match your objectives and values. We are invested in our clients' success and work diligently with a focus on achieving measurable results and building for the future. First, we will review and evaluate any existing assessments. We will provide an in-depth look at the performance capabilities, challenges, and core KPIs and benchmarking. This will be utilized for strategic self-awareness to leverage strengths, avoid behaviors that get in the way of success, and gain insight into the culture City Manager is creating for their teams based on their motivators and values. Our strength relies on our ability to create a tailored approach that will serve the City in accordance will the objectives. This tailored approach will provide comprehensive development, administration, evaluation and interpretation of performance discussions. Additionally, personalized optimization of the performance evaluation processes will be conducted to provide the Council with a system that is adaptable for the future and an effective tool for feedback. It is our goal to create an assessment that will build shared accountability for achieving and sustaining results and measuring progress toward goals. As our team commits to Positioning You for Success, it would be our privilege to work with your organization through this opportunity. ZILO City Manager Evaluation Facilitator 6 INTERNAf1ONAL GROUP Defining Strategy and Setting Goals Goals are critical turning points in the design process that translate your desired state into meaningful work — tangible processes, outcomes, products, and services. We will implement the SMART goal -setting strategy and create goals that are specific, measurable, attainable, relevant, and, time -based. Goals will be created based on the review of policies with an equity lens. These goals will be derived based on the results of our analysis and the identification of key areas which need improvement. Below is a preliminary, estimated project timeline: Deliverables Weekly Breakdown Month Kick-off Meeting / Goal Week 1 1 Alignment Create Communications Week 1 Expectations and Schedule Assess Existing Weeks 2-3 Assessments Define the Desired State, Weeks 2-3 and Set Goals and Strategy Develop Assesment Week 3-4 Garner Feedback and Week 3-4 Make Revisions. Provide Week 4 Recommendations and Finalize Assessment ZILO City Manager Evaluation Facilitator 7 INTERNAf1ONAL GROUP Colorado Office of Economic Development and International Trade ( Denver, CO Libby Barbee ( Ilibby.barbee@state.co.us Zilo has partnered with OEDIT and working closely with Leadership Team and various stakeholders both internally and externally to address its diversity, equity, inclusion, and accessibility. Zilo is conducting strategic planning, research, policy/procedure/program review and revision, statement creation, facilitation, benchmarking, and data collection and analysis. DEI -inspired initiatives and priorities act as a compass for a multifaceted corporation moving in the direction of progress. Developing a more effective approach to inclusive excellence and strategic planning process will provide an organizational roadmap. The Oregon Cascades West Council of Governments (OCWCOG) ( OR Alicia Lucke ( alucke@ocwcog.org We have worked with the Oregon Cascades West Council of Governments (OCWCOG), a voluntary association of twenty cities, three counties, the Confederated Tribes of the Siletz Indians, and a port district, which serves as a forum for cross - jurisdictional cooperation and provides a wide array of services and resources to help communities solve problems and connects member governments, businesses, and individuals. Zilo was hired to research and facilitate discussions around the feasibility of a regional Bias Response System, and the subsequent public and regional support for a more localized system. The research includes bias response programs and approaches, research existing training, and facilitating community forums. Salt Lake Community College ( Salt Lake City, UT Alonso Reyna Rivarola ( alonso.reynarivarola@slcc.edu Zilo International Group LLC partnered with Salt Lake Community College to perform a Cultural Work Environment Assessment. to interview faculty, staff, and lower administration (i.e., ADs, AVPs, etc.) with the intent to discover the cultural environment of the employees working at the college. We focused on vision, values, mission, and goals and how to convert those via an organizational design to create the culture that best serves the organization. The ideas are based on research and employee needs in the workplace and what creates employee commitment to the goals of an organization. ZILO City Manager Evaluation Facilitator 8 INTERNAf1ONAL GROUP Our proposed fee for this project is $3,000. Hourly rate for our consultants is $200 an hour and we anticipate a total of 15 hours to complete this project. Our team has the skills and values for this project's scope, we would be honored to partner with you to achieve your goals. We are very excited about the prospect of working with you and providing you with the resources and services needed. We are committed to serving our clients' needs and will always be available. ZILO City Manager Evaluation Facilitator 9 INTERNAf1ONAL GROUP )up LLC J, Suite 210 122 al.com CITY OF PORT TOWNSEND legally defined duties and responsibilities without inappropriate interference by the City Council in the day-to-day management decisions of the City Manager. 5.2 Administrative Interference by Council Members. The City of Port Townsend has a Council -Manager from of government as described in Chapter 35A.13 RCW as amended. Neither the City Council nor any of its committees or members shall direct or request the appointment of any persons to, or their removal from, any office by the City Manager or any the City Manager's subordinates. Except for the purpose of inquiry, the City Council and its members shall deal with the administrative branch solely through the City Manager and neither the City Council or any Council member shall give any orders to any subordinate of the City Manager, either publicly or privately. Nothing prohibits the City Council, while in open session, from fully and freely discussing with the City Manager anything pertaining to appointments and removals of City officers and employees and City affairs. See RCW 35A.13.120. 5.3 Administrative Complaints Made Directly to Individual Council Members. When administrative policy or administrative performance complaints are made directly to individual Council members, the Council member shall then refer the matter directly to the City Manager for review or action. The individual Council member may request to be informed of the action or response made to the complaint. 5.4 Administrative Complaints. Although citizen's direct access to elected officials is to be encouraged to help develop public policy, Council members should not develop a personal intervention pattern in minor calls for service or administrative appeals. The best practice is to get the citizen into direct contact with customer service unless an unsatisfactory result has occurred. 5.5. City Manager Evaluation. (a) The City Council shall evaluate the City Manager on an annual basis. The evaluation process shall be completed no later than April 30 of each year. (b) The Mayor, with assistance from Human Resources Department (HR), shall distribute the evaluation form at Exhibit E to each Council member no later than February 28 of each year. Each Council member will, using the adopted performance goals and criteria, rate the City Manager's performance, returning the evaluation to HR within 14 days. The Mayor and HR shall consolidate all individual evaluations into one summary evaluation form. (c) The City Council shall schedule one executive session without the City Manager and another executive session with the City Manager to meet and discuss the written evaluation of these performance goals and criteria and to discuss performance goals, criteria, and any changes to the evaluation forms or processes for the upcoming twelve (12) month performance period. After this discussion, if no changes are required, the City Council shall adopt the written summary of the evaluation results in open session and provide a copy to the City Manager within 5 days of adoption. Revised October 4, 2021 21 Council Rules of Procedure CITY OF PORT TOWNSEND (d) In order to provide for a "360 degree" evaluation, the City Manager shall initiate a review using the ICMA multi -rater evaluation tool, or equivalent evaluation to be agreed upon by the Council and the City Manager, at a minimum of once every four years. End ofArticle S - Relations with City Manager & Administration ARTICLE 6 - PUBLIC HEARING PROCEDURES 6.1 Appearance of Fairness Doctrine. Appearance of Fairness Doctrine and its Application: (a) Appearance of Fairness Doctrine Defined. "In short, when the law which calls for public hearings gives the public not only the right to attend, but the right to be heard as well, the hearings must not only be fair but must appear to be so. It is a situation where appearances are quite as important as substance." Smith vs. Skagit County, 75 Wn.2d 715, 740 (1969). "The test of whether the appearance of fairness doctrine has been violated is ... as follows: Would a disinterested person, having been apprised of the totality of a board member's personal interest in a matter being acted upon, be reasonably justified in thinking that partiality may exist? If answered in the affirmative, such deliberations, and any course of conduct reached thereon, should be voided." Swift vs. Island County, 87 Wn.2d 348, 361 (1976). (b) Types of Hearings to Which Doctrine Applies. The Appearance of Fairness Doctrine shall apply only to those actions of the City Council which are quasi-judicial in nature. Quasi-judicial actions are defined as actions of the City Council which determine the legal rights, duties, or privileges of specific parties in a hearing or other contested proceeding. Quasi-judicial actions do not include the legislative actions adopting, amending, or revising comprehensive, community, or neighborhood plans or other land use planning documents or the adoption of area -wide zoning ordinances or the adoption of a zoning amendment that is of area -wide (versus site-specific) significance (RCW 42.36.010). Street vacations are typically legislative actions, unless clearly tied to, and integrated into, a site-specific development proposal which is quasi-judicial in nature. (c) Obligations of Council Members. Council members should recognize that the Appearance of Fairness Doctrine does not require establishment of a conflict of interest, but whether there is an appearance of conflict of interest to the average person. This may involve the Council members or a Council member's business associate, or a member of the Council member's immediate family. It could involve ex parte (outside the hearing) communications, ownership of property in the vicinity, business dealings with the proponents or opponents before or after the hearing, business dealings of the Council member's employer with the proponents or opponents, announced predisposition, and the like. Prior to any quasi-judicial hearing, each Council member should give consideration to whether a potential violation of the Appearance of Fairness Doctrine exists. 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