HomeMy WebLinkAbout010323 Council Business Meeting PacketPORT TOWNSEND CITY COUNCIL AGENDA CITY HALL COUNCIL CHAMBERS, 540 WATER STREET Business Meeting 6:30 p.m. January 3, 2023 • Attend in person or virtually via computer or tablet atllpahoinwbnnar.com 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: 706-376-505# • Live stream (listen only): https://cityofpt.us/citycouncil/page/agendasminutesvideos. • Submit public comment emails to be included in the meeting record to: ubliccomment &,cit of t.us I. Call to Order/ Pledge of Allegiance II. Roll Call III. Changes to the Agenda IV. Special Presentations (None) 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 VL Consent Agenda Action: Move to adopt the consent agenda or request to remove any individual item from the consent agenda. a. Approval of Bills, Claims and Warrants b. Approval of Minutes: December 5, December 12 c. Advisory Board Appointments: Climate Action Committee d. Resolution No. 23-001 Authorizing the City Manager to Negotiate and Execute Agreements for Services e. COVID-19 Financial Assistance Utility Bill Relief Grant Program Follow -Up VII. Unfinished Business (None) VIII. New Business a. Ordinance No. 3303 Related to Council Meeting Times and Amending PTMC Section 2.04.010 Action: Move to waive Council Rules and approve on first reading Ordinance No. 3303 Related to Council Meeting Times and Amending PTMC Section 2.04.010 i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action b. Ordinance 3304 Related to Compost Procurement Policy; Adding a New Section 3.46.095 to the Port Townsend Municipal Code Action: Move to waive Council Rules and approve on first reading Ordinance 3304 Related to Compost Procurement Policy; Adding a New Section 3.46.095 to the Port Townsend Municipal Code i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action c. Resolution 23-002 Authorize the City Manager to Execute an Agreement with the Washington State Department of Transportation to Administer Street and Non -Motorized Improvements to Kearney Street Action: Move to approve Resolution 23-002 Authorizing the City Manager to Execute an Agreement with the Washington State Department of Transportation to Administer Street and Non -Motorized Improvements To Kearney Street i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action d. Resolution 23-003 Authorize the City Manager to Execute a Grant Agreement with the Washington State Department of Transportation for the Discovery Road Bicycle and Pedestrian Project and to Execute all Other Agreements Necessary to Complete the Project Action: Move to approve Resolution 23-003 Authorizing the City Manager to Execute a Grant Agreement with the Washington State Department of Transportation of the Discovery Road Bicycle and Pedestrian Project and to Execute all Other Agreements Necessary to Complete the Project i. Staff Presentation ii. Public Comment iii. Council Deliberation and Action e. Resolution 23-004 Declaring an Emergency and Ratifying the City Manager's Approval of all Applicable Documents to Allow for the Repair of the Broken Sewer Main at Water and Gaines Streets Action: Move to approve Resolution 23-004 Declaring an Emergency and Ratifying the City Manager's Approval of all Applicable Documents to Allow for the Repair of the Broken Sewer Main at Water and Gaines Street 1. Staff presentation 2. Public comment 3. Council deliberation and action f. Resolution 23-005 Authorize the City Manager to Execute a Grant Agreement with the Washington State Transportation Improvement Board and all Other Agreements Necessary to Complete the Tyler Street Overlay Project Action: Move to approve Resolution 23-005 Authorizing the City Manager to Execute a Grant Agreement with the Washington State Transportation Improvement Board and all Other Agreements Necessary to Complete the Tyler Street Overlay Project 1. Staff presentation 2. Public comment 3. 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 From: Tim Hodae To: publiccomment(&cityofot. us Subject: Be Careful What You Wish For Date: Thursday, December 22, 2022 9:12:12 AM Dear John Mauro and City Council Members, My husband and I lived in Long Beach, CA for 51 years. We have now been in Port Townsend for 17 years. As you may or may not know, Long Beach was a big territory for the Crips and the Bloods gangs. Our Police Department organized a special Gang Force Unit just to deal with them and the other 20-30 smaller gangs that kept popping up. During our time in Long Beach, we witnessed the decline of single family homes near the downtown area. Since the City needed more places for lower income people to live, the City Council changed the zoning laws. A very nice quite area that had many 1900-1940's Craftsmen style homes were put at risk. When one house went up `for sale' it was immediately torn down and the developer built a 6-8 unit apartment building with 6-8 carports on that site. Well, the neighbors were not happy when the new tenants were looking down upon their backyard. So they too, sold, and another 6-8 apartment sprung up. And so on and on. Well, the affordable housing was great, but now working class, lower income families could not allow their young children to play in the apartment yard or walk on the front sidewalk unless very well supervised. This was due to the teenage youngsters who were trying to recruit them into their gang activity while playing their rap music and selling drugs to the customers who drove by in their cars. Yes, the affordable rent also attracted gang members and they then could expand their territory. The street parking was also very affected. The street was very narrow to start with. With parking allowed on both sides, 4 cars were a tight fit. If you worked late, you may have had to park 2 blocks away and walk down the sidewalk through the mayhem of what took place on the sidewalks. This happened in the late 1980's. Now jump to the 1990's on the other side of town. Belmont Shore's Main Street is a street very similar to our Water Street with restaurants and shopping. Very popular and very busy all the time. You are 3-4 blocks from the Pacific Ocean and a small bay for swimming. The street is bordered by small older homes that are close enough that you could pass your neighbor the `Grey Poupon' from your open windows. Some houses are stucco, Craftsman or clapboard, all very well maintained and most had a front yard driveway for at least a one car garage. Some streets may have had an alley with a garage entrance. Street parking here is also a nightmare. With parking allowed on both sides, 4 cars was also the limit width for these streets. Someone asked at the City if they could turn their garage into an extra bedroom. The City changed the zoning to allow this. So now any one who had a garage could change it to a spare bedroom or whatever. Some tore out their driveways and landscaped. Fast forward about 10 years. Now the City wants these renovated rooms to be turned back into a garage. Why? Not enough street parking! So if your house was put up `for sale', you must first put your garage back! Not sure how well that went over with these homeowners. These are just 2 points of interest for you to think about and it seems that these 2 zoning laws are what you are wanting to do in Port Townsend. So be careful what you wish for! Tim and Janice Hodge Sent from my iPad From: Nerreca To: publiccomment(&cityofot. us Subject: Comment Date: Sunday, December 18, 2022 9:39:42 AM I don't play golf so why should I care if we keep the golf course, I don't swim so why should I care about having a swimming pool, I don't play pickleball so why should I care if there are more courts, I don't eat salmon so why should I care if they disappear, I don't care about trees so why should I care if the rain forest disappears, I don't care about Port Townsend because I want it to be like Seattle. You care about these things because they are worthy to be cared about and because they are important to others. You support keeping them because they bring joy, beauty and health to others. Nancy Erreca Port Townsend From: Nerreca To: publiccomment(&cityofot. us Subject: Comment Date: Saturday, December 17, 2022 10:16:56 AM You are going to spend a lot of money on a health and wellness center to get us all outside exercising so why would you take away golf course where many people are outside exercising and through tournaments giving thousands of dollars to local groups and charities? The high cost is no longer a factor and all you need is a pro like Mike Early. The course is doing exactly what you want so why not use it as an example for health and wellness especially for our 34% senior population? From: oarkina20(cbforestaems.com To: Publiccomment Subject: Fwd: Whitewashed Christmas Parking Date: Wednesday, December 21, 2022 3:04:06 PM -------- Original Message -------- Subject: Whitewashed Christmas Parking Date: 2022-12-21 15:57 From: parking20@forestgems.com To: Dfaber <dfaber@cityofpt.us> Council of the Damned, Mauro the tool, and "finger lickin' weird Chicken Boy" your mascot After seeing the same vehicle parked in front of our business for 4 days straight and not even moved my manager called the police. They called back and said it was someone who lived across the street, they would move the car. Its back this week. Amazing. What was the message to them and us? All of you can just stick your fingers in your ears and chant na na na na na and take no responsibility. This letter is only for the ongoing very long record. 9 years long. 9 years of purposeful damage inflicted to businesses and your own tax base. That's what Mauro was hired for? Your own study said each lost parking space is hundreds of dollars per day lost. Beginning under Timmons/Sandoval/Stinson. Now under Faber/Mauro for 3 years. A condition of Mauro's employment. A coincidence that no parking plan or enforcement benefited the real estate interests on council? Sure. See the attached Holiday card I made for you. Christmas, as Monica said is indeed here. Perhaps before she and you "knew it", but not so fast or unexpected for some with real skin in the game. Goodwill in all seasons is hard to find for some of us. This season has seen two rounds of snow cutting off important end of year Christmas business. So far. The rest of the year saw Council encouraged illegal parking as usual cutting off business access, along with mess tents and street seating for the special class eliminating more spaces and causing friction you pretend does not exist. That is discrimination anyone would understand, except those who dish it out. For special interests. The entire year is important. Not just one season or time. Better times can help a business through unexpected down times. All businesses were negatively impacted by continued "temporary" street seating that was minimally used. Damage caused to all, including some restaurants when many days and many specific important times of days customers simply could not find parking. I see it in person all year. You choose to not quite understand. Perhaps a new study? To be ignored like the one that pointed out the losses you create and preside over now 9 years and millions of dollars in? Sitting in on 3 council meetings this year I saw familiar dynamics with the Pike Place PDA I participated in for years on end. A few incompetent agenda pushers and several incompetent status quo automatic votes. The reward will be getting appointed to more and more committees and the like. Seems a hollow and empty existence to those keeping track of the damage done. And, if some don't like the "tone" of this, I don't like the results of your participation. Once again, wishing you all a deniable new year and resilient conscience regarding so much including the Alchemy wreck that still is up. Harvey Windle Collateral Damage From: Julia Nunn To: publiccomment(&cityofot. us Subject: The Wildlife Problem Date: Friday, December 23, 2022 11:18:53 AM I would like to go on record as noting that the `wildlife problem' in this town has absolutely nothing to do with the deer or coyotes and everything to do with the current climate at City Hall. 1 don't know where most of the city council members came from but in this town, this corner of the Pacific Northwest, deer and coyote are abundant and always have been and it IS one of the charms and pluses of this area, not a drawback or nuisance. It's absurd for people to move here and then complain that the deer are eating the tender plants they mindlessly put around their unfenced yards, just as it is wildly thoughtless for people to leave their cats out all night then complain when a coyote makes a meal of them. What are we doing to this environment? We clearcut or remove healthy trees, and now talk of killing wildlife like we have the right to do anything at all about their presence except co -exist with them. For those who want to live in a sterile environment move to Los Angeles or some other large city where wildlife has been eradicated or discouraged. If you want only other humans around you, live in an apartment high-rise and leave the rest of us alone, the rest of the Port Townsend residents who enjoy the deer and love the wildlife population here. Leave the deer alone. They are harming no-one as long as they are respected and left alone, which is way more than can be said of humans. It's past time city council takes some responsibility for the trashing of this environment they are so readily engaging in. Good works, and good decisions, do not and cannot stop at the human level. Very sincerely, Julia Nunn From: Nerreca To: publiccomment(acityofot. us Subject: Comment to city council Date: Saturday, December 31, 2022 10:07:28 AM City council, city manager, stakeholders - have you all done your due diligence and looked at the saveltaolf.com website to see the beauty and value of the course and how much it benefits the community? If not then you are not doing the job citizens trust you to do. You do not need to destroy to create. CITY OF PORT TOWNSEND MINUTES OF THE CITY COUNCIL BUSINESS MEETING OF DECEMBER 5, 2022 CALL TO ORDER/ PLEDGE OF ALLEGIANCE ROLL CALL Council members present at roll call were Aislinn Diamanti, David Faber, Amy Howard, Monica MickHager, Owen Rowe, Ben Thomas, and Libby Wennstrom. Staff present were City Manager John Mauro, City Attorney Heidi Greenwood, Planning and Community Development Director Emma Bolin, Director of Finance and Technology Connie Anderson, Director of Parks and Recreation Strategy Carrie Hite, Public Works Director Steve King, and City Clerk Alyssa Rodrigues. CHANGES TO THE AGENDA Mayor Faber suggested moving item f. under New Business to item a. under New Business. SPECIAL PRESENTATIONS Recognizing the Inherent Rights of the Southern Resident Orcas Proclamation Mayor Faber presented the Recognizing the Inherent Rights of the Southern Resident Orcas Proclamation to the Co -Chair of the Green Sanctuary Environmental Action Team from Quimper Unitarian Universalist Fellowship Patrick Johnson. COMMENTS FROM THE PUBLIC Public comment Kevin Mason spoke about the Raccoon Lodge he built and City requirements. Jan Ellis spoke about supporting Rights for the Salish Sea and her support for the Racoon House. Cliff Moore spoke about his support for the Raccoon Lodge and City requirements. Barney Burke spoke about the Racoon Lodge and City priorities. Matt Kiffen spoke about the Raccoon Lodge, public way, and allegations. Heather Nicholson spoke about her appreciation for the recognition of the Inherent Rights of the Southern Resident Orcas. Emelia De Souza spoke about declaring the City of Port Townsend a Human Rights City. Artis spoke about the lack of City involvement when the tree fell on Kevin Mason's property. Deborah Mattson spoke about the Raccoon Lodge and residents walking on the street. Steve Dowdell spoke about the Raccoon Lodge and unintended consequences on local art. Mark Mattson spoke about lack of City involvement while Raccoon Lodge was being constructed. Matt Kiffen spoke about the Racoon Lodge and how it does not need a building permit. Jan Ellis thanked City Council for the work they do. City Staff Response In response to Public Comment City Manager John Mauro guided public to the Q&A on City Website. He went on to explain City staff have worked through this item in a collaborative approach and the City wants to find a solution that works for everyone. In addition, he explained Council does not have prosecutorial authority on this issue. He stated he would like to find a way to get there together while also following public safety and codes. CONSENT AGENDA Approval of Bills, Claims and Warrants Approval of Minutes: November 7, 2022 November 14, 2022 Advisory Board Appointments: Fort Worden PDA, Planning Commission Ordinance No. 3298 Fixing and Adopting 2023 Property Tax Levies for the General Levy with a Total Increase of One Percent (1.00%), Levy of $311,548.61 of Banked Capacity, An Increase of 14.4 Percent (14.4%) and a Voter -Approved Tax Levy for the Mountain View Commons Capital Improvements of $150,000 for the Unlimited Tax General Obligation Bonds. Sodium Hypochlorite Purchase for Water Quality and Wastewater Departments Resolution 22-047 Authorizing the City Manager to Execute a Lease with the Jefferson County Historical Society for Historic City Hall Space Resolution 22-046 A Joint Resolution of Jefferson County, the City of Port Townsend, the Port of Port Townsend and Jefferson County Public Utility District #1, Establishing a Multi - Governmental Process for Collaborating on Issues of Mutual Importance Habitat for Humanity Fee Deferral Council member Howard recused herself from Consent Agenda vote due to her relationship with Habitat for Humanity. Motion: Aislinn Diamanti moved to approve the consent agenda. Libby Wennstrom seconded. Vote: Motion carried, 6-0 with 1 abstention by voice vote. PUBLIC HEARING Ordinance 3301 Adopting the Capital Improvement Plan for 2023 through 2028. Mayor Faber reviewed the public hearing procedures. Mr. Mauro introduced 2023-2028 Capital Facilities Plan (CFP) Public Works Director Steve King presented the 2023-2028 Capital Facilities Plan which included Background -Regulatory -Why?, Background -Why?, History, Objectives of the Plan, Public Feedback, Key Points of the Plan, and Conclusion. Public Comment: Written material was attached to the agenda packet. There was no in person/virtual public comment. In response to Council's clarifying questions Mr. King confirmed the CFP will be reviewed every year in the budget process and takes the place of the Capital Improvement Plan (CIP). In addition, he explained technically it can be reviewed every two years so there may be years staff recommends skipping an update. Mr. King shared he will be attending the Arts Commissions meeting later this month to explain the 1 % for the Arts. He explained there is language in the document that references 1 % for Arts and in future budgets tables he will include a 1 % for Arts line item. Mr. King explained the City starts writing the CFP early in the year and as the City goes through the budget process it gets updated. However, he stated there is only one official adopting process annually at the end of the year. Mr. King explained the CFP does not supersede the budget it is supplemental. He went on to state he will look into why page 103 of pdf states the year as 19 (blank). He confirmed it would be beneficial to put a note next to City Hall section stating City Hall Chambers is the oldest continuously operating City Hall Chambers in Washington State. Motion: Monica MickHager moved to waive Council Rules and adopt Ordinance 3301 Adopting the Capital Improvement Plan for 2023 through 2028. Ben Thomas seconded. There being no further discussion, Mayor Faber closed the Public Hearing. Vote: Motion passed unanimously, 7-0 by voice vote. Ordinance 3299 Adopting the Budget for the City of Port Townsend, Washington, for the Fiscal Year Ending December 31, 2023 Mayor Faber reviewed the public hearing procedures. Mr. Mauro introduced the 2023 City Manager Proposed Budget. Director of Finance and Technology Connie Anderson presented the 2023 City Manager Proposed Budget which included Overview, What is a Budget?, How are City Services Funded?, Municipal Budget Fund Breakdown, 2023 Budget Fund Summary, General Fund & Contingency Fund, General Fund Budget Summary, Drug Enforcement/ Contingency Fund Budget Summary, Capital Funds, 2023 Key Notes Capital Budgets, 2023 Capital Budgets General Government, 2023 Capital Budgets Street Capital, 2023 Key Notes Capital Budgets, 2023 Capital Budgets Water/Sewer Capital, 2023 Capital Budgets Stormwater Capital, Proposed ARPA Allocation 2022-2024, Authorized Positions, Level of Service 2023 Position Considerations, and Recommendations. Public Comment: There was no public comment. In response to Council's clarifying questions Ms. Anderson stated she is happy to put the budget documents into a binder. Ms. Anderson stated the final document will be on the Finance Department page and will be listed as the 2023 Adopted Budget. Mr. Mauro shared there is a preliminary spot on EngagePT which will link to the section referenced by Ms. Anderson and will stay all year. Mayor Faber shared he was pleased with the priorities laid out in budget. Motion: Amy Howard moved to adopt Ordinance 2299 Adopting the Budget for the City of Port Townsend, Washington, for the Fiscal Year Ending December 31, 2023. Monica MickHager seconded. Vote: Motion passed unanimously, 7-0 by voice vote. UNFINISHED BUSINESS (NONE) NEW BUSINESS Ordinance 3302 Adopting 2022 Supplemental #3 Budget Appropriations Mr. Mauro introduced the 2022 Supplemental #3 Budget Appropriations. Ms. Anderson presented the 2022 Supplemental #3 Budget Appropriations which included projects and initiatives, Community Development code updates (consultant work), Healthier Together Initiative, misc. appropriations and adjustments, Laurel Shade ROW Escrow, CDBG Loan, Fire & EMS Timing, Unemployment Reserve, and Misc. Public Works Operational Repairs and Adjustments. In response to Council clarifying questions, Ms. Anderson stated the structural damage to the pool was from a car accident. She explained there is insurance money coming in to cover expenses but since the City is repairing it, we need the expenditure. She confirmed there were two incidents where people drove into the pillars at the pool. Ms. Anderson confirmed the Community Block Grant is a new loan and every year in the budget the City guesses how much they will give out in community loans for any operating needs in the Historic District. She explained the CDBG loans generate themselves. Mr. King confirmed the Street Lighting and Tyler Street Plaza are the partnership project with PT Main Street and most costs are reimbursed by PT Main Street. Public Comment: There was no public comment. Motion: Monica MickHager moved to waive Council Rules and approve Ordinance 3302 Adopting 2022 Supplemental #3 Budget Appropriations. Libby Wennstrom seconded. Vote: Motion carried unanimously, 7-0 by voice vote. Resolution 22-048 Related to the 2023 Annual Update to the City's Comprehensive Land Use Plan Mr. Mauro introduced the 2023 Annual Update to the City's Comprehensive Land Use Plan. Ms. Bolin presented the 2023 Annual Update to the City's Comprehensive Land Use Plan which included history around suggested amendments. In addition, she explained there are mandated amendments (site specific or rezones, anything time sensitive or deficiencies identified in comprehensive plan during project review). She explained they are working on large projects currently which includes the tactical infill project to build residential capacity and unlock barriers for affordable, dense, and quality infill housing. She went on to explain the plan is to focus on public outreach and distill it into suggested amendments which staff can use to look for priorities and present at Joint Council/Planning Commission workshop meeting in February. She went on to explain the City is still working on Evans Vista Project, Shoreline Master Program and Critical Areas Update as well as other capital and private projects. She explained the Long - Range Planner has been approved and it is anticipated this position will be online in early Spring which is when they will need to finish the priority housing project and look at what the suggested staff annual amendments will be. She explained there is another opportunity before the 2025 comprehensive plan update next year where the code allows to open the docket for suggested amendments during Phase 1. In response to Council's clarifying questions Ms. Bolin explained she doesn't believe they have done a new amendment since possibly 2019 but she will look into any information related to a member of the public proposing an amendment. Ms. Bolin explained the public can share suggestions by going to the tactical infill project, suggestions board, and next year could potentially have periodic update and Phase 1 which involves scoping and public participation plan which gets reviewed and ratified by Council. In addition, she suggested starting the process earlier than December because this decision should be made before budget. Ms. Bolin went on to state the City is close to fully changing the department name to Planning and Community Development Department. Ms. Bolin explained the fee for formal application is in the four -digit range. She went on to most fees do not cover the cost of planning, but she will look into getting the exact number. She confirmed there is a mandated Periodic Update next year which is part of the Public Participation Plan which will launch at the same time as the initial scope is developed and determine if the City would like to open the annual docket for a September 2024 decision. Ms. Bolin confirmed the City would take suggestions related to affordable housing only as part of the tactical infill project. In addition, she explained a development code amendment could cost between $25,000-50,000. Public Comment: There was no public comment. Motion: Ben Thomas moved to approve Resolution 22-048 Related to the 2023 Annual Update to the City's Comprehensive Land Use Plan. Aislinn Diamanti seconded. Mayor Faber explained his excitement for doing the process this way. He shared this is the first time since he has been on Council in which he felt the energy is going in the right direction regarding housing and dealing with the components of the Comprehensive Plan needing to change in order to fundamentally alter the trajectory of housing affordably in the community. He shared he is pleased with the intentionality and his excitement for the future. Vote: Motion carried unanimously, 7-0 by voice vote. Resolution 22-049 Authorizing the City Manager to Execute all Documents Necessary to Complete the First Phase of the Healthier Together Planning Process Mr. Mauro introduced Healthier Together. Director of Park Strategy Carrie Hite presented the Healthier Together presentation which included Purpose, Council Action Requested, Community Outreach and Involvement, Community Engagement (Phase 1, Phase 2, Phase 3, Phase 4-5), and Recommendation. In response to Council's clarifying questions Ms. Hite explained the City hasn't launched the Community Engagement process yet, so this has not been defined. Ms. Hite stated she will look into the edit in the MOU sentence regarding documents provided by the YMCA and see if JCA needs to be added. In addition, she asked for grammatical edits to be emailed to her. Ms. Hite confirmed the City will be fiscally responsible for Phase 1. Public Comment: There was no public comment. Discussion ensued around how old the pool is, the need for it to be fixed, the large amount of money spent to keep the pool working, City priorities, and how this is not just a City project. Motion: Monica MickHager moved to approve Resolution 22-049 Authorizing the City Manager to Execute all Documents Necessary to Complete the First Phase of the Healthier Together Planning Process. Owen Rowe seconded. Vote: Motion carried unanimously, 7-0 by voice vote. Resolution 22-050 Authorizing the Addition of the Utility Billing/ Collection Specialist to the City's Salary Classification Schedule and the Union Wage Scale and Authorizing the Filling of Three Positions in the City Engineering Division within the Available Job Classifications Mr. Mauro introduced the Addition of the Utility Billing/ Collection Specialist to the City's Salary Classification Schedule and the Union Wage Scale and Authorizing the Filling of Three Positions in the City Engineering Division within the Available Job Classifications. Ms. Anderson presented the Addition of the Utility Billing/ Collection Specialist to the City's Salary Classification Schedule and the Union Wage Scale and Authorizing the Filling of Three Positions in the City Engineering Division within the Available Job Classification. She explained the Utility Billing Collections Specialist position. She went on to explain the recommendation is to approve the salary schedule which must be part of the union contract to approve this position. In addition, she stated the Engineering division is asking for hiring flexibility. She explained this will open all positions in salary schedule for Engineers but will only fill three of the positions. Mr. King confirmed it does not change the FTE count. Mr. Mauro explained this process makes it fit for purpose. Public Comment: There was no public comment. Motion: Ben Thomas moved to approve Resolution 22-050 Authorizing the Addition of the Utility Billing/ Collection Specialist to the City's Salary Classification Schedule and the Union Wage Scale and Authorizing the Filling of Three Positions in the City Engineering Division within the Available Job Classifications. Aislinn Diamanti seconded. Vote: Motion carried unanimously, 7-0 by voice vote. Resolution 22-051 Updating and Providing for Planning and Community Development Department Fees Mr. Mauro introduced Resolution 22-051 Updating and Providing for Planning and Community Development Department Fees. Ms. Anderson presented Resolution 22-051 Updating and Providing for Planning and Community Development Department Fees. She explained a previous resolution was approved by Council a year ago which reviewed all fees updates, it included provisions to review CPI data from the June -to -June index rate and to be able to adjust fees accordingly on an annual basis. She went on to explain this Resolution is bringing in front you the results of the CPI increase at the end of June resulting in 9.1 %. She explained annually updating these fees is the fiscally responsible thing to do. In response to Council's clarifying questions Ms. Anderson explained it must go before Council because it is a revenue increase, and all revenue increases and rates are brought before the public and in a public forum for Council to review. Ms. Bolin confirmed the fees are based off the valuation of the ADU project. Ms. Bolin explained the Building Plan Review Fees are a percentage of the total cost for the permit. Ms. Bolin explained there is a fee deferral process and fee waivers which are available for builders of affordable housing. Ms. Greenwood explained Council approved a deferral in Consent and the City does have the ability to waive fees under $500 based on certain circumstances. Ms. Greenwood confirmed the Fee Deferral process for affordable housing is in the City Code. Ms. Bolin confirmed there is an application on the website. Mr. Mauro confirmed the fee deferral process is not for individuals. Public Comment: There was no public comment. Motion: Aislinn Diamanti moved to approve Resolution 22-051 Updating and Providing for Planning and Community Development Department Fees. Ben Thomas seconded. Vote: Motion carried unanimously, 7-0 by voice vote. Options for City Council Healthcare Coverage Mr. Mauro and Ms. Greenwood presented Options for City Council Healthcare Coverage which included Background, New Information, Legality, Terms of Participation, Alternatives, Process and Options, Emerging Principles, and Discussion Questions. In response to Council's clarifying questions Ms. Greenwood explained the Washington State Health Exchange was set up under Obamacare for individual purchase. Mr. Mauro explained there is also a set of pathways to elect to include health coverage as a stipend in which each member could decide on their own outside of City coverage if the process is followed to be considered as salary and moved forward to next election. Public Comment: There was no public comment. Discussion ensued around favoring Option B and the importance of matching to what is already in current policies and equity with staff members. In addition, Council discussed future Council's and if having health insurance will help their decision to run. Council discussed Option E and that it allows the individual to take any other option but only comes into effect after seat is elected and whether Option B will be covered at 50% or 85%. Discussion ensued around the length of time this topic has been talked about and how the Washington State Health Exchange Plans are not comparable to City health insurance, and how the money is set aside already to help pay for City health insurance. Council discussed Option D and whether this will get decided tonight. Discussion ensued around not being able to get insurance unless four Council members enroll, the difference between employees and elected officials, having a higher coverage from the City for Council, and having Option E and Option D. Discussion ensued around the importance of going to Salary Commission for full benefits package. Discussion continued around favoring Option B. Motion: Libby Wennstrom moved to select Option B and direct the City Manager to act on the required steps. Aislinn Diamanti seconded. Vote: Motion carried, 6-1 by voice vote. PRESIDING OFFICER'S REPORT Mayor Faber gave his Presiding Officer's Report which included the Main Street Kiwanis Club Tree Lighting Ceremony, Judge John Hodgman Event, and Change of Council Meeting start times. Motion: David Faber moved to task staff to bring back whatever change to the Code is necessary to make City Council meetings start at 6pm. Monica MickHager seconded. Vote: Motion passed unanimously, 7-0 by voice vote. CITY MANAGER'S REPORT Mr. Mauro presented the City Manager's Report which included staffing updates, Chief Olson Best Officer of the Law 2022, staff appreciation, TIB grant, December 15 Special Session Planning Commission Open Mic Meeting, Gingerbread Housing Contest at Library, AWC award for East Jefferson Fire Rescue, Fort Worden PDA updates, Legislative Housing Agenda, Evans Vista update, Healthier Together, Golf Course Stakeholder Meeting, Pope Marine Warming Shelter, and Ichikawa Sister City meeting. SUGGESTIONS FOR NEXT OR FUTURE AGENDA, REGULAR MEETING AND/OR STUDY SESSION Motion: Owen Rowe moved to task Culture and Society Committee with looking into making Port Townsend a Human Rights City. Aislinn Diamanti seconded. Vote: Motion carried unanimously, 7-0 by voice vote. Discussion ensued around Deer Management presentation at the December 12 Workshop and the Infrastructure and Development meeting being canceled on Wednesday. In addition, Council discussed the Raccoon Lodge and suggested Council member Thomas as Council liaison to brief the Arts Commission about the Racoon Lodge and the Donation policy and process. COMMENTS FROM COUNCIL Council member Howard announced she will be attending an AWC board meeting on Friday. ADJOURN There being no further business, the meeting adjourned at 9:51 pm. Attest: City Clerk CITY OF PORT TOWNSEND MINUTES OF THE CITY COUNCIL WORKSHOP MEETING OF DECEMBER 12, 2022 CALL TO ORDER/ ROLL CALL Council members present at roll call were Aislinn Diamanti, David Faber, Amy Howard, Monica MickHager, Owen Rowe, Ben Thomas, and Libby Wennstrom. Staff present were City Manager John Mauro, City Attorney Heidi Greenwood, Planning and Community Development Director Emma Bolin, Public Works Director Steve King, and City Clerk Alyssa Rodrigues. GENERAL PUBLIC COMMENT (REGARDING ITEMS NOT ON THE AGENDA) There was no public comment. DISCUSSION ITEMS Deer Management City Manager John Mauro introduced the Community- Based Deer Management Presentation. Wildlife Conflict Specialist from Washington Department of Fish and Wildlife, Matt Blankenship provided a presentation on Community -Based Deer Management - Collaborative Deer Management Outreach Initiative which included How to Begin, Range of Conditions, Identifying Potential Issues, Taking Action, Focusing Issues, Planning Actions, Checklist, Need government legitimacy and public interest, stakeholders, What is possible in my community?, First identify the problem, then identify the outcome objectives, Expect controversy!, Consider the scope of the issue, Evaluate and select the right tools for your community, Role for stakeholders, role for wildlife expert, role for local government leader, role for key partners, role for public issues educators, role for local leaders, role for facilitators, role for wildlife manager, What conditions are needed for an effective community-based deer management process?, What can be done to help achieve the right conditions for effective community-based deer management process?, ad Be open to what your community's outcome will be. In response to Council's clarifying questions Mr. Blankenship stated he implemented this similar decision-making process in a community outside of Sequim, but they ran into communication issues with taskforce which made it ultimately fail. He shared it was still a good learning opportunity. In addition, he stated there is a free resource available on the community-based deer management website. Mr. Blankenship explained social carrying capacity vs. biological carrying capacity. He stated there was research conducted in Whatcom County in 2013 which states in a natural environmental there are 20-25 deer per square mile. He explained education is a form of management and there are many options available relating to "population based" and explained there is not a one-off solution to these problems. He stated the programs can be implemented by many different routes. Public Comment: Forest Shomer spoke about what other communities are doing regarding deer, predators, number of deer by his home, and lack of seedling trees. Lynn Anju spoke about being attacked by a deer and feeding the deer. Joan Fabian spoke about deer, City Ordinance passed in 2018, code enforcement officer, damage from deer, attack by deer, and deer feces control. Debbie Jahnke spoke about predators being in town due to deer and the importance of getting it under control. Discussion ensued around stories of aggressive deer and deer being fed. Council discussed the previous process of getting a deer census and getting the City to implement a new census. Discussion ensued around community-based decision making and deer being a topic most people are aware of. Council continued on to discuss issues being more around physical harm or aggressive dear. There can be disease amongst deer called Adenovirus Hemorrhagic Disease (AHD). Council discussed staff impacts regarding deer. Mr. Mauro explained how City can leverage own resources with community, he suggested forming a task force. He explained we will need help from the State on this process and staff impact would be beyond current resources. Discussion ensued around current staff impacts regarding deer. In addition, Council confirmed the 2018 ordinance was a ban on feeding. Mayor Faber spoke about his own experience with seeing deer feeding and stated he counted forty-nine deer in a 1.5 mile walk uptown. He shared his own situations and stories with aggressive deer as well as dogs being killed. He discussed the importance of community-based decision making with this topic and his concerns around predators. Discussion ensued around code enforcement. Mr. Mauro explained they are currently working through code enforcement issues with Mr. Blankenship, he explained this does not preclude the City from opening other cases where people are feeding deer against code. In addition, he stated the public can report a dangerous animal concern which triggers a response from animal control and/or state resources. He stated the importance of having a police report to back up stories that were shared about deer today. He went on to explain the importance of learning how to behave in animal habitat in the safest way possible. Discussion ensued around densities of deer being higher in urban settings. Council discussed next steps which included looking into how the deer count was done previously, staff assessing timing, Mr. Blankenship's availability to assist with process, and then a solicitation of citizen task force through Council early to mid -next year. Sea Level Rise Vulnerability Assessment Study Findings Mr. Mauro introduced the Sea Level Rise and Coastal Flooding Risk Assessment. Public Works Director Steve King, Cindy Jayne, City of Port Townsend and Jefferson County Climate Action Committee, David Wilkinson, Local 20/20, and City of Port Townsend Planning Manager, Judy Surber, presented the Sea Level Rise and Coastal Flooding Risk Assessment which included Partner Organizations, Report Objectives, Background: Building on Past Work, Key Data Used for Determining Coastal Flood Risk Levels, PT Coastal Shorelines Environments, Average Sea Level Trend in Port Townsend, Storm Surge Projections, Wave Run Up, Total Water Level= (mostly) constant factors + weather, Wind Forecast, Report Findings- Current, Reporting Findings- SLR Flooding, Basis for Analysis -SLR Flooding and Wave Runup, and maps, Summary of Risk to Key Assets, Summary of Impacts to Public Infrastructure, Report - Takeaways, Next Steps, and Next Steps -Pursue Funding. In response to Council's clarifying questions Ms. Jayne confirmed Olympia has done a lot of work and the former Mayor of Olympia presented in Port Townsend about five years ago on the topic. Ms. Jayne stated North Vancouver, B.C. has also done quite a bit and is worth looking at their presentation as well as Bellingham and Tacoma. Public Comment: Forest Shomer spoke about planning for a catastrophic event. Barney Burke spoke about the importance of the data as well as insurance issues for buildings. Discussion ensued around already having separate emergency plans for catastrophic events. In addition, Mr. Wilkinson confirmed "Fetch" is the distance available for the wind over the water to build a wave. Mr. Wilkinson stated they have been looking at the pedestrian ramp at Chetzemoka park. Ms. Surber discussed a pilot project where they take data and photographs. In addition, she stated Council has previously taken the measure at the encouragement of Climate Action Committee at the flood damage prevention section of the code to take the FEMA standard of one foot above base foot elevation for new structures to two feet. Discussion ensued around buildings not being up to this new standard. Ms. Surber thanked Cascadia Consulting Group as well as Ms. Jayne and Mr. Wilkinson's work and the volunteer hours they put in. ADJOURN There being no further business, the meeting adjourned at 8:25pm. Attest: City Clerk nn 00 5� City0f Townsen Submitted By: Mayor Faber Department: Mayor Agenda Bill AB23-001 Meeting Date: January 3, 2023 Agenda Item: Vl.c ❑x Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 28, 2022 Contact Phone: 379-2980 SUBJECT: Reappointment of David Wilkinson (Position 11, Term Expires December 31, 2025) to the Climate Action Committee. CATEGORY: BUDGET IMPACT: n/a x❑ Consent ❑ Resolution Expenditure Amount: $ ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑ ❑ Contract Approval ❑ Other: ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3 -Year Strategic Plan: N/A Cost Allocation Fund: 010-011 GF - Mayor & Council SUMMARY STATEMENT: The Mayor is recommending the following appointments: Reappointment of David Wilkinson to the Climate Action Committee (Position 11, Term Expires December 31, 2025) ATTACHMENTS: Citizen Advisory Boards, Commissions, Task Forces, Committees & Subcommittees Current Rosters CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further action is needed; this effectively represents unanimous approval of the appointments. ALTERNATIVES: ❑ Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action N Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: L rI r;� At i br i,N�ITr . rct�rig ... ......... C'aunt l Ualib6; Meets 3:30pm 2nd Tuesday at the Gael Stuart Building Name City Council (Chair) Joanna Sanders, City Clerk Melody Eisler, Library Director John Polm, School District Superintendent , School District Video Instructor Richard Durr, School District Representative , Citizen Representative w LL 8/R1ifaMMISS(©N ) t�LIMATE ATf(N f�CtMM�TT�E ('f 5),,, ............. Meets bi-monthly 3:00 p.m. on 2nd Tuesday Pos. Name Pos. Name Exp. 1 Jefferson County BoCC ( Kate Dean) N/A 2 City Council (Owen Rowe) N/A 3 JeffPUD (Jeff Randall - Vice Chair) N/A 4 Jefferson County Public Health (Laura Tucker) NIA 5 Jefferson Healthcare (Kees Kolff) N/A 6 Jeff. Transit (Nicole Gauthier/Sara Peck) N/A 7 Port of PT ( Carol Hasse/Eric Toews) N/A 8 PT Paper Corp. (Michael Clea) N/A 9 Cindy Jayne -Chair 12/31/23 10 Arlene Alen 12/31/25 11 David Wilkinson 12/31/22 12 Diane McDade 12/31/24 13 Cara Loriz 12/31/24 14 Kate Chadwick (Policy) 12/31/23 15 Dave Seabrook 12/31/24 w LL 8/R1ifaMMISS(©N ) PLANNING '(MMISIN (7) .......... .......... ............. Meets 6:30pm 2nd & 4th Thursday at City Hall Pos. Name Exp. 1 Samantha Bair Jones 12/31/24 2 Neil Nelson 12/31/23 3 Rick Jahnke, Vice Chair 12/31/24 4 Viki Sonntag 12/31/23 5 Lois Stanford, Chair 12/31/25 6 Robert Doyle 12131/25 7 Andreas Andreadis 12/31/24 w LL 8/R1ifaMMISS(©N ) Meets as needed Pos. Name Exp. 1 Gail Ryan 12/31/25 2 Troy Surber 12/31/24 3 Richard Knight, Chair 12/31/23 Council Liaison: Libby Wennstrom Meets at Fort Worden Commons B Pos. Name Exp. 1 Brad Mace 10/24/25 2 Victoria Brazitis 10/24/25 3 David King 10/24/23 4 Eva Weber 10/24/23 5 John Begley 10/24/24 6 Rodger Schmitt 10/24/24 7 Celeste Tell 10/24/24 8 VACANT 10/24/22 9 10/24/25 10 10/24/25 11 10/24/25 nn 00 5� City0f Townsen Submitted By: John Mauro Department: Administration Agenda Bill AB23-002 Meeting Date: January 3, 2023 Agenda Item: VIA 0 Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 20, 2022 Contact Phone: 360-379-5043 SUBJECT: Resolution 23-001 Authorizing the City Manager to Negotiate and Execute Agreements for Services CATEGORY: 0 Consent 0 Resolution ❑ Staff Report ❑ Ordinance ❑ Contract Approval ❑ Other: Discussion BUDGET IMPACT: Expenditure Amount: See attached Included in Budget? Yes ❑ No ❑ ❑ Public Hearing (Legislative, unless otherwise noted) 0 3 -Year Strategic Plan: 1 - Build small town quality of life Cost Allocation Fund: 010-093 GF - Non-Departmental/Contracts SUMMARY STATEMENT: The City enters into recurring contracts with certain regional groups and for certain services. Staff recommends continuing with these contracts and has proposed amounts in the 2023 budget to cover those agreements. The contracts are as follows: Port Townsend Main Street Program for community beautification, economic development, and maintenance and Jefferson County Chamber of Commerce for operation of the visitor information center and marketing. ATTACHMENTS: 1. Resolution 23-001 2. Resolution 23-001 Exhibit A CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: If adopted as part of the Consent Agenda, no further action is needed; this effectively represents unanimous approval of Resolution 23-001 Authorizing the City Manager to Negotiate and Execute Agreements for Services. ALTERNATIVES: ❑ Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action 0 Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 23-001 RESOLUTION NO. 23-001 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AGREEMENTS FOR SERVICES WHEREAS, the City of Port Townsend ("City") enters into agreements to participate in regional entities and for certain additional services; and, WHEREAS, upon review of these agreements, staff recommends continuing with the same entities and service providers. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: Section 1. The City Manager is authorized to negotiate and execute agreements with the entities or organizations listed at Exhibit A, in amounts not to exceed that provided for in the City's Budget. Section 2. The City Manager is authorized to take all administrative actions consistent with the intent of this Resolution. ADOPTED by the City Council of the City of Port Townsend at a special meeting thereof, held this 3rd day of January 2023. Attest: Alyssa Rodrigues City Clerk David J. Faber Mayor Approved as to form: Heidi Greenwood City Attorney Resolution 23-001 Exhibit EXHIBIT A Contractor Subject 2023 Contract Amount not to exceed Port Townsend Main Street Community beautification, $100,000 economic development, and maintenance Jefferson County Chamber of Marketing services and $136,475 Commerce * visitor information center *Lodging Tax funding Version date 11.27.17 (without communications contracts) DRAFT 2023 PORT TOWNSEND MAIN STREET PROGRAM WORKPLAN Mission Statement: Our mission is to preserve, promote, and enhance our historic business districts. Vision Statement: Port Townsend will be recognized locally and globally as a prosperous and engaged community with thriving cultural and historic districts, a diverse entrepreneurial spirit and a small town quality of life. Target Audience: Our primary focus will be Downtown and Uptown businesses, property owners, residents, and visitors to our community. Our secondary focus will be community organizations and local government partners. COMMITTEES' GOALS AND ACTIVITIES ORGANIZATION COMMITTEE: Increase involvement in the Main Street Program and ensure financial stability and the overall health of the organization ❖ Review and Evaluate Existing Funding Sources • Continue Main Street Tax Incentive Program prospect cultivation • Solicit Tax Incentive Program contributions from local businesses and municipality (CAP raised to $213,333) • Continue to apply for grants and implement awarded grant projects successfully • Main Street orientation for new staff and board members • Supervise office program coordinator on program billings and membership activities • Continue membership cultivation and outreach • Offer member perks on program offerings and website • Develop the annual budget • Solicit and build on successful sponsorships to underwrite events • Create and update program policies ❖ Monitor Government Planning Processes; give input as needed • Attend city meetings when appropriate; serve on Lodging Tax Advisory Committee (nonvoting) ❖ Increase Awareness about the Port Townsend Main Street Program • Communicate with stakeholders (City, LTAC, Main Street members, property owners, realtors, business owners) • Engage with constituents through PT Main Street e -newsletters, website and social media • Host annual member and volunteer recognition gatherings to honor constituents • Hold annual board elections and annual retreat • Hold monthly board and committee meetings • Enhance web presence and offer opportunity for member visibility • Provide reports for City and WA State Main Street Program: attend meetings as requested and as scheduling permits. • Write annual newsletter and post online • Attend Main Street trainings and networking meetings to meet state requirements • Promote Uptown and Downtown Historic Districts via website and social media ❖ Increase Overall Community Involvement • Collaborate with community groups according to work plans (Chamber of Commerce, PT Artscape, Centrum, Jefferson Museum of Art & History, Jefferson County Farmer's Market, Olympic Peninsula Steam, Port Townsend Arts Commission, Port Townsend Creative District, Jefferson Healthcare Foundation, Key City Public Theatre, PT Film Festival, EDC Team Jefferson, Port Townsend Kiwan is, Kinetics, Port Townsend Public Library, Jefferson County Community Foundation, Rhododendron Festival Association, Northwind Art, KPTZ 91.9 FM, and Port Townsend Rotary) • Cultivate volunteer pool and provide volunteer recognition; hold volunteer training meetings when appropriate • Oversee staff and assist with coordinating summer Concerts on the Dock event series, solicit sponsors, create marketing plan, line up bands, vendors, supplies, supervise event staffing and volunteers • Deliver community posters for Taylor Street bulletin board to Rotary contacts at Homer Smith Insurance ❖ Collaborate with Stakeholders on Common Economic Development Issues • Continue to be a resource for businesses by sharing business resources • Work with the City of Port Townsend and community partners (Chamber of Commerce, LTAC, EDC Team Jefferson, Jefferson County PUD, Port of Port Townsend) on relevant issues • Update strategic planning document for 2023 ❖ Continue To Address Uptown Needs • Coordinate Uptown Street Fair • Attend Uptown business meetings when requested, if possible send Uptown board representative PROMOTION COMMITTEE: Promote Uptown and Downtown as the city's social, cultural, and economic centers Events TBD Pendine COVID Guidelines ❖ Enhance Marketing for Historic District Business and Encourage Foot Traffic • Use website and social media to market the districts (ptmainstreet.org) • Evaluate promotions, offer new angles, research promotion concepts/ideas that could be adapted here • Promote and tie into existing events to increase the economic opportunity for businesses • Encourage store window themes; Art Wave, Girls' Night Out, Holidays • Participate in community parades when possible time allows; Rhody Festival, Uptown Street Fair Parade, lead Main Street Downtown Trick or Treat Parade. • Encourage merchants to use social media and technology: Facebook, E -news alerts, sign up for electronic newsletter, merchant news section in our e -newsletter, promote website ❖ Encourage Local Shopping and Dining and Connection with Local Residents • Art Wave: displays children's art in district businesses to raise awareness for PT Artscape art in schools program • Work with PT Artscape to enhance arts in the public schools • Girls' Night Out: a well -orchestrated retail event that raises funds for local women in need to get cancer screenings through the Jefferson Healthcare Foundation and supports local businesses and our program • Downtown Trick or Treat: A fun and safe event for children and families that brings people downtown, encouraging local patronage and local customer cultivation • Offer "Haunted Histories & Mysteries" event to educate about town history and bring business in 4th quarter; • Coordinate Holiday Promotion Marketing Campaign: Tree Lighting and Santa Visit, Small Business Saturday and Merchant Open House, caroling, and events under the Tyler Plaza Tent. • Assess capacity for future promotions ❖ Manage at Least 5 Community Building (non -retail based) Events/Activities: • Concerts on the Dock (8 concerts) • Uptown Street Fair and Parade • Downtown Trick or Treat & Costume Parade • Haunted Histories & Mysteries of Port Townsend • Tree lighting & Santa Visit ❖ Manage Retail Promotions • Art Wave: Children's Art in stores in May • Girls' Night Out, October event • Holiday Promotions; Small Business Saturday, Merchant Open House, Window Decorating Contest 2 ❖ Attract Quality External Shopping to Historic Districts • Promote visiting groups (social media/newsletter) • Create email marketing list based on names collected at events • Social networking to promote events/activities ❖ Enhance Successful Promotions • Evaluate effectiveness of the promotional calendar on an annual basis and revise as needed • Debrief events • Evaluate Main Street retail promotions and track input • Encourage merchants to measure effectiveness of their marketing efforts • Provide tips and suggestions to businesses; share "success stories" in e -newsletter • Girls' Night Out; promote businesses' offerings • Winter Holidays Promotion: focus on events and retail promotions, promote Holiday Windows, post on social media, post on Main Street web page, decorate the Haller Fountain, Adams Street Park, the Tyler Street Plaza event tent and community Christmas tree, continue to collaborate with City of Port Townsend LTAC, partners and merchants to enhance the promotion throughout the historic districts. Collaborate with the City's Marketing Efforts • Director attends meetings with City, Chamber and other meetings as schedule permits • Executive Director serves on LTAC committee (nonvoting) and attends meetings ECONOMICS COMMITTEE: Strengthen and broaden the economic viability of the commercial historic districts •3 Coordinate Meetings with Community Partners - Creative District • Participate with partners to implement a Creative District plan for Port Townsend to pursue sustainable funding and work with the Creative District Subcommittee to apply for grants. The Port Townsend Main Street Program is the lead on this project to promote a year-round economy through the arts. ❖ Communicate Historic Districts' Disaster Preparedness Information • Use program website to list resources Coordinate and Oversee LENT Microloan Program (Light at the End of the Tunnel) Fund • Offer resources for businesses in historic districts through microloan program • Subcommittee meets quarterly to review applications received HUD Revolving Loan Program Subcommittee • Focus is on historic districts' commercial building improvements which enhance public safety • Publicize application deadlines • Meet Spring and Fall to review applications received • Make recommendations to the city regarding applicant funding 44- Provide Vacancy and Sales Information on Historic District Properties • Help commercial historic district businesses reach target markets • Help attract appropriate target businesses for historic districts 44- Communicate City of Port Townsend parking management plans to stakeholders DESIGN COMMITTEE: Enhance the character of the historic districts through good design and public amenities compatible with historic features ❖ Educate About Good Design and Historic Preservation in the Commercial Historic Districts • Connect with property owners and provide design information and resources • Provide information to business and property owners on issues that affect them 3 • Encourage good design and mentorship through design committee members • Educate members about the importance of the character of the historic districts • Promote historic district walking tour publication; collaboration with Olympic Peninsula Steam and Jefferson County Historical Society • In collaboration with Jefferson County Historical Society and Olympic Peninsula Steam, continue to add content to the "Hidden History Signage Project" website over time through the committee • Explore ways to create connections between Washington Street, Water Street and Uptown ❖ Continue and Maintain Public Improvements • Give input into new streetscape amenities • Continue to enhance the Adams Street end parklet project as funding allows. • Pursue placemaking grants • Fundraise to replace Main Street benches in Adams Street Park. • Coordinate annual Earth Day cleanup and beautification day; date to be determined • Give input to city Development Services Dept. re: Streetscape Improvements (improve lighting and public restrooms a priority downtown) • Outline volunteer projects for cleanup and planting projects downtown • Support the addition of overhead lighting at Tyler Street Plaza by the City; assist with lighting infrastructure. ❖ Support Decorative Lighting in Winter Months • Continue to work with Uptown and Downtown businesses and property owners to light exterior of buildings and store windows • Help coordinate Uptown winter lighting with stars and snowflakes • Decorate Haller Fountain area, Adams Street Park and community tree in December • Hang oversized wreaths by ferry Dock, City Hall, and Haller Fountain during winter holiday season • Implement LTAC Winter Lighting Plan for LED lights in trees downtown and Uptown, LTAC budget dependent • Encourage merchants and property owners to light their business windows and building exteriors • Roofline lighting at three City buildings (City Hall, Cotton Building, and Pope Marine Park Building), ❖ Give Input as Needed into Design Review Process • Attend Historic Preservation Committee meetings as needed • Attend Arts Commission meetings as needed • Attend city design charrettes as needed (board, staff, committee members, stakeholders) ❖ Coordinate the Continued Creation of Attractive Historic Districts • Assess, manage, and maintain spring through summer hanging basket program; budget dependent on partnership with participating businesses • Manage maintenance contracts for year-round portolettes at Tyler Street end near stairs • Manage maintenance worker contracts for downtown bed planting on Water and Washington Streets, including bulb -outs, rain gardens, Adams Street Park, parklet plants and Tyler Street Plaza plant pots, Cotton Building planters, and weeding of tree wells (excluding tree planting and maintenance) • Give input on scope of work and plans • Continue to collaborate with property owners to implement bird abatement strategies in the historic commercial districts and to engage in seasonal bird waste cleanup • Sidewalk pressure -washing as needed in summer months depending on budget and water conditions. Subject to Change 21 2023 CHAMBER VISITORS INFORMATION CENTER & DMO SCOPE OF WORK Per the request of John Mauro, City Manager to Arlene Alen, Executive Director, Chamber of Jefferson County Maintain space for VIC (Visitors Information Center) and DMO (Destination Marketing, #rganization for Port Townsend) at 2409 Jefferson St., Suite A, Port Townsend Maintain building upkeep Post Reader Board requests through internal system Maintain and electronically distribute Port Townsend Community event calendar on Chamber website Facilitate event publication on the Chamber of Jefferson County Community Calendar & EnjoyPT (tourism website) Distribute Chamber Community Guides Maintain memberships, pending funding, in Washington State Tourism (WST) and (WCCE) Washington Council of Chamber Executives plus Western Association of Chamber Executives (WACE) Maintain wi-fi services and links to local events and accommodations including www. .........................._gjajoyptocoirn, and others as available Maintain and produce VIC statistics as needed and archive Maintain affiliation through Executive Director and participation with the Olympic Peninsula Joint Marketing Committee, OPTC and TCC, the Jefferson County Tourism Coordinating Council Produce and distribute monthly consumer -oriented email highlighting key visitor events including articles consistent with current campaigns Create in conjunction with Main Street holiday/winter promotions as funded by LTAC advertising for out -of -area visitors Provide tourism communications to local businesses via quarterly articles in the Chamber newsletter and to accommodations via email as needed Continue updates of EnjoyPT website; manage and supervise web team and regularly update as necessary; integrate, monitor, and update Chat Bot service for EnjoyPT Aggregate or write stories, theme -based packages and itineraries as needed Track site usage and report Post social media updates including, but not limited to, Facebook, Twitter, Instagram, and Pinterest Aggregate and maintain a Chamber -based portfolio of photography and videos of Port Townsend / Jefferson County to utilize for marketing and advertising in all media Update EnjoyPT with Chamber, social media updates, and administration production of monthly tourism eBlasts, editorial in support of SEO and all applicable linkage Facebook promotion of content as budget allows Visitor packages in Kiosk, mail, and digital Create branded packages for the region with local businesses and events Hold newcomer semi-annual meet -ups live and/or virtual / ACCOR " CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, 08/25/2022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Ryan Smith NAME: Homer Smith Insurance Inc. PHONE(360) 385-3711 /X (360) 385-3726 0 Ext): No : PO Box 591 E-MAIL ryan@homersrnith.com ADDRESS: y INSURER(S) AFFORDING COVERAGE NAIC # Port Townsend WA 98368 INSURERA: Philadelphia Indemnity Insurance Company INSURED INSURER B Jefferson County Chamber of Commerce INSURER C: 2409 Jefferson St. Ste A INSURER D: INSURER E: INSURER F : Port Townsend WA 98368 COVERAGES CERTIFICATE NUMBER: CL2282510155 REVISION NUMBER: THIS IS TO CERTIFYTHAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADSL INSD UBR WVD POLICY NUMBER MM/DD YYYYMLICY EFF ICY EXP O DD YYYY LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 _7CLAIMS-MADE � OCCUR DAMAGE PREM SESOEa occu«Dence $ 100,000 MED EXP (Any one person) $ 5,000 PERSONAL&ADV INJURY $ 1,000,000 A Y PHPK2414338 06/30/2022 06/30/2023 GEN'LAGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY 0 PRO JECT LOC PRODUCTS $ 2,000,000 $ OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 Ea accident BODILY INJURY (Per person) $ ANYAUTO A OWNED SCHEDULED AUTOS ONLY AUTOS Y PHPK2414338 06/30/2022 06/30/2023 BODILY INJURY (Per accident) $ PROPERTY DAMAGE $ Per accident X HIRED�/ NON -OWNED AUTOS ONLY X AUTOS ONLY $ UMBRELLA LIAB HCLAIMS-MADE OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB DED I I RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N PER OTH- STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVEElN/A OFFICER/MEMBER EXCLUDED? E.L. EACH ACCIDENT $ E.L. DISEASE- EA EMPLOYEE $ (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE- POLICY LIMIT $ Each Prof. Incident $1,000,000 A Professional Liability PHPK2414338 06/30/2022 06/30/2023 Prof. Aggregate $2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Certificate holder is additional insured per policy forms CG2026 0413 and CA2048 1013. Coverage is Primary and non-contributory per policy form PI -GL -005 0712. CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Port Townsend ACCORDANCE WITH THE POLICY PROVISIONS. 250 Madison Street, Suite 2 AUTHORIZED REPRESENTATIVE Port Townsend WA 98368 © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD POLICY NUMBER: PHPK2414338 COMMERCIAL GENERAL LIABILITY CG 20 26 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): City of Port Townsend Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II — Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: 1. In the performance of your ongoing operations; or 2. In connection with your premises owned by or rented to you. However: 1. The insurance afforded to such additional insured only applies to the extent permitted by law; and 2. If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. B. With respect to the insurance afforded to these additional insureds, the following is added to Section III — Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or 2. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement applicable Limits of Declarations. shall not increase the Insurance shown in the CG 20 26 04 13 © Insurance Services Office, Inc., 2012 Page 1 of 2 PI -GL -005 (07/12) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED PRIMARY AND NON-CONTRIBUTORY INSURANCE This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Effective Date: 01/24/2019 Name of Person or Organization (Additional Insured): City of Port Townsend 250 Madison St, Ste 2 Port Townsend, WA 98368 SECTION II —WHO IS AN INSURED is amended to include as an additional insured the person(s) or organization(s) shown in the endorsement Schedule, but only with respect to liability for "bodily injury," "property damage" or "personal and advertising injury" arising out of or relating to your negligence in the performance of "your work" for such person(s) or organization(s) that occurs on or after the effective date shown in the endorsement Schedule. This insurance is primary to and non-contributory with any other insurance maintained by the person or organization (Additional Insured), except for loss resulting from the sole negligence of that person or organization. This condition applies even if other valid and collectible insurance is available to the Additional Insured for a loss or "occurrence" we cover for this Additional Insured. The Additional Insured's limits of insurance do not increase our limits of insurance, as described in SECTION III — LIMITS OF INSURANCE. All other terms, conditions, and exclusions under the policy are applicable to this endorsement and remain unchanged. Page 1 of 1 Includes copyrighted material of Insurance Services Office, Inc., with its permission. nn 00 5� City0f Townsen Submitted By: Connie Anderson Department: Finance Agenda Bill AB23-003 Meeting Date: January 3, 2023 Agenda Item: V.e ❑x Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 28, 2022 Contact Phone: 360-379-4403 SUBJECT: COVID-19 Financial Assistance Utility Bill Relief Grant Program follow up 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: 1 - Build small town quality of life Cost Allocation Fund: 411 Water Sewer Fund - Utility Billing SUMMARY STATEMENT: In August 2022, Council approved Resolution 22-033 authorizing the City Manager to implement a COVID-19 Financial Assistance Utility Bill Relief Grant Program. The final relief package was created with parameters to assist utility customers who fell outside of the normal financial assistance guidelines. The COVID-19 Financial Assistance Grant Relief provided general public benefit to the City for the following reasons: 1) provided residential customers economic stability and public safety by providing a stable, safe living environment; 2) assisted small business owners who employ local residents and contribute to the City's economic tax base; and 3) assisted landlords who provide workforce housing for the community. The program also reduced liability to the utility by eliminating utility accounts with unusually high balances. The program met the guidelines outlined in a memo issued by the State Attorney General's Office on March 17, 2020. The memo stated that public funds may be spent "for the primary purpose of protecting and promoting public health which may have an incidental benefit on private citizens and entities." The source of the grant funds for the program came from what was remaining of a one- time $25,000 contribution made by the Utility Fund in 2020 as well as $8,138 received from the community. $1,455 was used for the original utility relief assistance program. The Utility Bill Relief Grant program assisted 11 utility account holders: 9 residential accounts, 1 small business owners and 2 landlords. Total assistance was $19,599.03 leaving a remaining balance of $12,083.97. The Utility Bill Relief Grant program provided the needed financial assistance for customers unusually impacted during a very difficult time. At Council's prior direction, the $12,083.97 remaining funds will be sent to OlyCap. ATTACHMENTS: N/A CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Information only; not action needed ALTERNATIVES: 0 Take No Action 0 Refer to Committee 0 Refer to Staff 0 Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: n� (�' 1 �, ityof port ���fi11N@INO�llo�4 '10wn e n Submitted By: Heidi Greenwood Department: City Attorney Agenda Bill AB23-004 Meeting Date: January 3, 2023 Agenda Item: Vlll.a. 0 Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 22, 2022 Contact Phone: 360-379-5048 SUBJECT: Ordinance 3303 Related to Council Meeting Times and Amending Port Townsend Municipal Code Section 2.04.010 CATEGORY: BUDGET IMPACT: ❑ Consent ❑ Resolution Expenditure Amount: See attached ❑ Staff Report 0 Ordinance Included in Budget? Yes ❑ No ❑ ❑ Contract Approval ❑ Other: Discussion ❑ Public Hearing (Legislative, unless otherwise noted) 0 3 -Year Strategic Plan: 1 - Build small town quality of life Cost Allocation Fund: hii;;m ° an ffiim. SUMMARY STATEMENT: During the December 5, 2022 meeting, Council discussed changing the City Council meeting start time from 6:30 to 6:00. Moving the meeting to an earlier start time would allow for an earlier meeting ending time. This in turn would allow with long commutes to arrive home earlier. Additionally, this could encourage more public participation. And, finally an earlier meeting would allow Council to make decisions without the fatigue of a late meeting. ATTACHMENTS: • Ordinance 3303 • Exhibit A CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve first reading of Ordinance 3303 related to Council meeting times and amending Port Townsend Municipal Code Section 2.04.010 ALTERNATIVES: x❑ Take No Action ❑ Refer to Committee 0 Refer to Staff 0 Postpone Action ❑ Remove from Consent Agenda 0 Waive Council Rules and approve Ordinance 3303 ❑ Other: Ordinance 3303 Page I of 2 ORDINANCE NO. 3303 AN ORDINANCE OF THE CITY OF PORT TOWNSEND, WASHINGTON, RELATED TO COUNCIL MEETING TIMES AND AMENDING PORT TOWNSEND MUNICIPAL CODE SECTION 2.04.010 WHEREAS, at a regularly schedule meeting on July 7, 1997, the City Council adopted Ordinance 2600, changing the council meeting time from 6:00 p.m to 6:30 p.m.; and WHEREAS, RCW 43.30.070 and RCW 35.12.110 allow the City Council to set the time of its regular meetings through ordinance; and WHEREAS, the Port Townsend City Council deems it appropriate and necessary to change the Council meeting time from 6:30 p.m. to 6:00 p.m; NOW, THEREFORE, the City Council of the City of Port Townsend ordains as follows: Section 1. Amendment. Section 2.04.010 of the Port Townsend Municipal Code is amended in substantially the same form as set forth in Exhibit A. Section 2. Severability. If any sentence, clause or phrase of this ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase or work of this ordinance. Section 3. Notwithstanding any provisions to the contrary in Chapter 1.01.015 of the Port Townsend Municipal Code, staff and the Code Reviser are authorized to update and incorporate changes adopted in the Port Townsend Municipal Code. Staff and the Code Reviser are further authorized to make non -substantive edits related to numbering, grammar, spelling, and formatting consistent with this Ordinance. Section 4. Effective Date. This ordinance shall take effect and be in force five days following its publication in the manner provided by law ADOPTED by the City Council of the City of Port Townsend, Washington, at a regular meeting thereof, held this 3rd day of January 2023. David J. Faber Mayor Attest: Approved as to Form: Ordinance 3303 Page 2 o f 2 Alyssa Rodrigues Heidi Greenwood City Clerk City Attorney Ordinance 3303 Exhibit Page 1 o f ' 1 Exhibit A 2.04.010 Business meetings — Schedule. A. Regular city council business meetings are held twice monthly and are scheduled on the first and third Mondays of the month at 6:30 fir. 6:00 p.m. in the City Hall Council Chambers, or at such temporary location as designated by resolution adopted by the city council. When council meeting dates fall on a legal holiday, the meeting shall be held on the next day that is not a legal holiday, at 6:39 p. 6:00p.m. B. Council study sessions and workshops may be held in accordance with the council's rules of procedure, adopted by resolution of the city council. Council may take action at study sessions and workshops as follows. Scheduling at: 1. Regular and special meetings; 2. Public meetings and hearings; 3. Items for future regular or special meeting agendas; and 4. Direction to the manager for action on matters, like review of matters, preparation of reports, preparation of ordinances, but not to take final action on matters. C. Special city council meetings may be called to conduct city business as needed in accordance with proper notification requirements of state law. The Port Townsend Municipal Code is current through Ordinance 3302, passed December 5, 2022. n� (�' 1 �, ityof port ���fi11N@INO�llo�4 '10wn e n Submitted By: Steve King, PW Director Department: Public Works Agenda Bill AB23-005 Meeting Date: January 3, 2023 Agenda Item: Vlll.b 0 Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 29, 2022 Contact Phone: 360-379-5090 SUBJECT: Ordinance 3304, related to compost procurement policy and adding a new section 3.46.095 to the Port Townsend Municipal Code CATEGORY: ❑ Consent ❑ Resolution 0 Staff Report 0 Ordinance ❑ Contract Approval ❑ Other: BUDGET IMPACT: N/A Expenditure Amount: $ Included in Budget? Yes ❑ No ❑ ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3 -Year Strategic Plan: 4 - Ensure sustainable future for public services and facilities Cost Allocation Fund: 411 Water Sewer Fund - General SUMMARY STATEMENT: The State Legislature adopted ESSHB 1799 into law in March of 2022. This new law requires certain cities to adopt a compost purchasing policy that requires cities to use compost products in projects to the extent reasonably feasible and cost effective. This ordinance is largely a copy of the requirements of the Law. Passage of this ordinance is a few days behind the required deadline as it came to staff's attention late this year. Staff originally thought the city was exempt due to population thresholds. However, given the city is a producer and has a yard waste collection system, the city is required to adopt this policy. As a matter of practicality, the city already implements this policy and has been for quite some time. The City's high quality compost is often used in capital project and will be used as an example for the Discovery Road project for landscaping. Staff recommends adoption of ordinance 3304 to comply with Washington State Law and to formalize existing practices of utilizing compost for city projects. ATTACHMENTS: 1. Ordinance 3304 2. Exhibit A 3. Exhibit B CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to waive Council Rules and adopt Ordinance 3304, related to compost procurement policy; adding a new section 3.46.095 to the Port Townsend Municipal Code. ALTERNATIVES: x❑ Take No Action ❑x Refer to Committee ❑x Refer to Staff x❑ Postpone Action ❑ Remove from Consent Agenda N Waive Council Rules and approve Ordinance ❑ Other: Ordinance 3304 Page I of 2 ORDINANCE NO. 3304 AN ORDINANCE OF THE CITY OF PORT TOWNSEND, WASHINGTON, RELATED TO COMPOST PROCUREMENT POLICY; ADDING A NEW SECTION 3.46.095 TO THE PORT TOWNSEND MUNICIPAL CODE WHEREAS, in March 2022, ESSHB 1799 was signed into Washington law with the primary goal to increase the diversion of organic materials going to landfills to reduce methane emissions— landfills are a significant source of methane emissions; and WHEREAS, as more organic materials are diverted and recycled, it is critical the compost manufactured be procured by local jurisdictions and others to support the economic viability of these processes and programs because compost production and use provide significant environmental benefits to our soil and food; and WHEREAS, ESSHB 1799 encourages most cities and counties in Washington adopt a compost procurement ordinance; NOW, THEREFORE, the City Council of the City of Port Townsend ordains as follows: Section 1. Amendment. Section 3.46.020 of the Port Townsend Municipal Code is amended in substantially the same form as set forth in Exhibit A. Section 2. New Section. Section 3.46.095 is added to the Port Townsend Municipal Code in substantially the same form as set forth in Exhibit B. Section 3. Severability. If any sentence, clause or phrase of this ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase or work of this ordinance. Section 4. Notwithstanding any provisions to the contrary in Chapter 1.01.015 of the Port Townsend Municipal Code, staff and the Code Reviser are authorized to update and incorporate changes adopted in the Port Townsend Municipal Code. Staff and the Code Reviser are further authorized to make non -substantive edits related to numbering, grammar, spelling, and formatting consistent with this Ordinance. Section 5. Effective Date. This ordinance shall take effect and be in force five days following its publication in the manner provided by law ADOPTED by the City Council of the City of Port Townsend, Washington, at a regular meeting thereof, held this day of January 2023. Attest: Alyssa Rodrigues City Clerk David J. Faber Mayor Approved as to Form: Heidi Greenwood City Attorney Ordinance 3304 Page 2 of 2 Ordinance 3304 Page I (?f'2 EXHIBIT A 3.46.020 Definitions. Unless the context requires otherwise, the terms as used in this chapter shall have the following meaning: "Adequate appropriation balance" means sufficient fund balance existing in the appropriation item against which the purchase order is to be charged. "Bid" means an offer, submitted by a bidder to furnish supplies, materials, equipment and other property in conformity with the specifications, delivery terms and conditions, and other requirements included in the invitation for bids or otherwise required by the city. "Bidding" means a procedure used to solicit quotations on price and delivery from various prospective suppliers of supplies, materials, equipment, and other city property. "Capital equipment" means any equipment of the city having an initial value of $1,000 or more and an estimated useful life of three or more years. "City manager" means the Port Townsend city manager or his/her duly appointed designee. The city manager is authorized to delegate any functions and responsibilities set forth in this chapter to administrative staff. "Contractual services" means professional and nonprofessional service contracts including but not limited to engineering, animal control, janitorial and other contracts entered into for the accomplishments of a particular project or limited period of time. "Emergency" means, for the purpose of enabling the city to suspend compliance with public bidding and purchasing policies and requirements, an event or set of circumstances which demands immediate action to preserve public health, protect life, protect public property, or to provide relief to the community overtaken by such occurrences. "Finished Compost Product" means a product created with "composted material" as defined in RCW 70A.205.015(3). Finished Compost Products include, but are not limited to, 100% finished compost or blends that include compost as a primary ingredient. Mulch is considered a Finished Compost Product if it contains a minimum of sixty percent composted material. Bark is not a Finished Compost Product. "Life cycle cost" means the total cost of an item to the city over its estimated useful life, including cost of selection, acquisition, operation, maintenance, and where applicable, disposal, as far as these costs can reasonably be determined, minus the salvage value at the end of its estimated useful life. "Local bidder" means a firm or individual who regularly maintains a place of business and transacts business in, or maintains an inventory of merchandise for sale in, and is licensed by the city of Port Townsend. "Public property" means any item of real or personal property owned by the city. Ordinance 3304 Page 2 o f 2 "Public work" shall have the meaning set forth in RCW 39.04.010, as now adopted and hereafter amended. "Purchase order" means an official document used in authorizing the encumbrance of city funds toward the purchase of supplies, materials, equipment and other property. "Purchasing agent" means the city manager or city employee designated by the city manager to serve as a purchasing agent. For routine departmental purchases of supplies, in accordance with the city manager's administrative policy, each department director may designate one or more departmental purchasing agent(s). "Requisition" means a standard form providing detailed information as to quantity, description, estimated price, possible vendors, fund account, signature and other information necessary to make purchasing decisions. "Responsible bidder" means a bidder who has proven by experience or information furnished to the satisfaction of the city manager that current financial resources, production or service facilities, service reputation and experience are adequate to make satisfactory delivery of supplies of acceptable quality, equipment, or contractual services on which he/she bids. A "responsible bidder" has not violated or attempted to violate any provisions of this chapter. "Responsive bidder" means a bidder who has complied with all requirements contained in the invitation to bid, including the bid packet and specifications, and who has submitted all required documentation, information and bid bond by the deadline for acceptance of bids. EXHIBIT B 3.46.0202 COMPOST PROCUREMENT A. General Policy. The City of Port Townsend shall purchase finished compost products for use in public projects in which compost is an appropriate material in City projects or on City land, provided it is not cost prohibitive to acquire. Cost prohibitive is defined as a product purchasing cost that exceeds 10% of the cost of another product that would serve the same purpose. Procurement costs will include the product cost and all associated transportation and delivery charges. The City of Port Townsend is not required to use compost products if - 1. i 1. Compost products are not available within a reasonable period of time. 2. Compost products that are available do not comply with existing purchasing standards; and 3. Available compost products do not comply with federal or state health, quality, or safety standards. B. Local Purchasing. The City of Port Townsend will purchase finished compost products from its own Composting Facility that will produce finished compost derived from a municipal solid waste compost program while meeting quality standards adopted by rule by the Department of Ecology. If locally produced compost is not available, compost shall be sourced from outside the region, with preference given to products sourced as close as possible to the City of Port Townsend. Proof that locally produced compost was not available at the time of purchase or was cost -prohibitive shall be documented. C. Planning. In order to meet the general policy, the City of Port Townsend shall plan for compost use in the following categories: 1. Landscaping projects. 2. Construction and postconstruction soil amendments. 3. Applications to prevent erosion, filter stormwater runoff, promote vegetative growth, or improve the stability and longevity of roadways; and 4. Low -impact development of green infrastructure to filter pollutants or to keep water onsite, or both. This plan will be re -assessed each December 31st of even -numbered years, beginning in 2024 and thereafter as part of the reporting obligations in Section 6. D. Education. The City of Port Townsend shall continue to cooperate with Jefferson County to conduct educational outreach to inform residents about the value of compost and how citizens can help with composting throughout The City and Jefferson County. E. Reporting. By December 31, 2024, and each December 31 st of even -numbered years thereafter, the City of Port Townsend shall report the following information to the Department of Ecology: Total tons of organic material diverted (from landfills) each year. 2. The volume and cost of composted material purchased each year; and For compost use tracking and reporting, only the volume of composted material is reported, based on the percentage of compost material in a finished compost product. For example, a typical bioretention soil blend is 40% compost and 60% sand. If a jurisdiction bought 10 cubic yards of bioretention soil, they would report 4 cubic yards of composted material usage. The source(s) of the finished compost product purchased. nn 00 5� City0f Townsen Submitted By: Steve King, PW Director Department: Public Works Agenda Bill AB 23-006 Meeting Date: January 3, 2023 Agenda Item: VIII. c 0 Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 21, 2022 Contact Phone: 360-379-5090 SUBJECT: Resolution 23-002 Authorizing the City Manager to Execute an Agreement with the Washington State Department of Transportation to Administer Street and Non -Motorized Improvements to Kearney St. CATEGORY: ❑ Consent 0 Resolution X❑ Staff Report ❑ Ordinance Contract Approval ❑ Other: BUDGETIMPACT: Expenditure Amount: $551,400 Included in Budget? Yes 0 No ❑ Public Hearing (Legislative, unless otherwise noted) 3 -Year Strategic Plan: 4 - Ensure sustainable future for public services and facilities Cost Allocation Fund: 305 CIP Street SUMMARY STATEMENT: The City received Federal funding in 2021 to make improvements to Kearney Street through the Surface Transportation Block Grant Program. Resolution 21-053 authorized the City Manger to apply for funds and allocated resources meet the minimum match requirements of 13.5%. The City has been working with the WSDOT to develop a design for the Kearney Street improvements project to accompany the WSDOT compact roundabout project. Design is nearly complete and WSDOT is ready to advertise for bids. The City authorized the City Manager to enter into an agreement with WSDOT for design and construction services on May 16, 2022 via Resolution 22-049. In order to move forward with the project, the City will enter into a supplemental agreement with WSDOT to administer the construction contract and disbursement of funds. This action item confirms the City Manager has the authority to enter into a supplemental agreement with the WSDOT. The current budget for preliminary engineering (PE) and construction for the project is as follows: This budget reflects an additional grant funding of $73,000 received due to Federal Funds becoming available through Jefferson County's annual allocation of STBG funding. This budget reflects the same project budget as approved by Council resolution 22-049. Based on preliminary construction estimates, the City anticipates construction costs to be $430,000 including engineering. This provides contingency of approximately $35,000 for Construction. Additionally, the design (PE) costs are coming in lower, providing additional continency. This project was included in the City 2022 and is included in the 2023 budget. Some of the 2022 budget will be rolled forward into the 2023 budget during the first supplemental. The City's match requirement for this project is 13.5%. The City Council authorized the use of REET funding as match in 2021 at the time of grant application. The schedule for this project is to advertise for bids in January and February with construction occurring in April and the early part of May. The project work will require detours around the intersection and some temporary closures with detours as necessary. Work will be suspended during the Rhody Festival. This city work is coupled with the WSDOT compact roundabout. An illustration of the WSDOT compact roundabout design is provided as follows. Note, that the design includes a Rapid Rectangular Rapid Flash Beacon (RRFB) for Sims Way crossing on the NE side of the intersection. This was a request of the community and outside of the scope of work for WSDOT and thus will be paid for using City grant funds. Total Local Agency Federal Funds Phase Estimated Cost Funding Nearest Hundred Dollar) ____ (Nearest HundredDollard (Nearest Hundred Dollar) P.E. 86,000 11,635 74,365 --------------- R/W 00 -- - 0 _. Const. -- - ---- - 465,400 ...... ........... 62,865 402,535 - - Total 551,400 74,500 476,900 This budget reflects an additional grant funding of $73,000 received due to Federal Funds becoming available through Jefferson County's annual allocation of STBG funding. This budget reflects the same project budget as approved by Council resolution 22-049. Based on preliminary construction estimates, the City anticipates construction costs to be $430,000 including engineering. This provides contingency of approximately $35,000 for Construction. Additionally, the design (PE) costs are coming in lower, providing additional continency. This project was included in the City 2022 and is included in the 2023 budget. Some of the 2022 budget will be rolled forward into the 2023 budget during the first supplemental. The City's match requirement for this project is 13.5%. The City Council authorized the use of REET funding as match in 2021 at the time of grant application. The schedule for this project is to advertise for bids in January and February with construction occurring in April and the early part of May. The project work will require detours around the intersection and some temporary closures with detours as necessary. Work will be suspended during the Rhody Festival. This city work is coupled with the WSDOT compact roundabout. An illustration of the WSDOT compact roundabout design is provided as follows. Note, that the design includes a Rapid Rectangular Rapid Flash Beacon (RRFB) for Sims Way crossing on the NE side of the intersection. This was a request of the community and outside of the scope of work for WSDOT and thus will be paid for using City grant funds. SR20/Sim sow Preliminary WSDOD' Cornpact Roundabout Design Funded kv W,.U)07' Flashing Beacons fivided by the City. The following illustration provides an overview of the work to be performed by WSDOT on behalf of the City. This work is funded by the Federal grant as described above. Kearney St. Cross Section Proposed cross section remains the same except forth e removal of a right turn lane and replacement with a stormwater swale. Staff recommends City Council authorize the City Manager to enter into a supplemental agreement with the WSDOT for construction services. ATTACHMENTS: 1. Resolution 23-002 CITY COUNCIL COMMITTEE RECOMMENDATION: This project was reviewed by the I and D Committee on February 2, 2022. RECOMMENDED ACTION: Move to approve Resolution 23-002 Authorizing the City Manager to Execute an Agreement with the Washington State Department of Transportation to Administer Street and Non -Motorized Improvements to Kearney Street ALTERNATIVES: x❑ Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑ Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 23-002 RESOLUTION NO. 23-002 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, TO AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH THE WASHINGTON STATE DEPARTMENT OF TRANSPORTATION TO ADMINISTER STREET AND NON -MOTORIZED IMPROVEMENTS TO KEARNEY STREET WHEREAS, the Washington State Department of Transportation (WSDOT) awarded the City a Surface Transportation Block Grant to make improvements to Kearney Street; and WHEREAS, WSDOT is working jointly with the City to design Kearney Street improvements, including a WSDOT compact roundabout; and WHEREAS, WSDOT's designs are substantially complete and ready for bidding; and WHEREAS, the City will contribute to the WSDOT construction project with the grant funds as well as in-kind services and other funds to complete the City's improvements simultaneously with the WSDOT project; and WHEREAS, the City previously cooperated on the design and construction with WSDOT; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend that the City Manager is authorized to execute an agreement with the Washington State Department of Transportation to administer street and non -motorized improvements to Kearney Street. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 3rd of January 2023. Attest. Alyssa Rodrigues City Clerk David J. Faber Mayor Approved as to fork: Heidi Greenwood City Attorney n� (�' 1 �, ityof port ���fi11N@INO�llo�4 '10wn e n Submitted By: Steve King, PW Director Department: Public Works Agenda Bill AB 23-007 Meeting Date: January 3, 2023 Agenda Item: VIIIA 0 Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 21, 2022 Contact Phone: 360-379-5090 SUBJECT: Resolution 23-003 Authorizing the City Manager to Execute a Grant Agreement with the Washington State Department of Transportation for the Discovery Road Bicycle and Pedestrian Project and to Execute all other Agreements Necessary to Complete the Project. CATEGORY: ❑ Consent 0 Resolution x❑ Staff Report ❑ Ordinance ❑ Contract Approval ❑ Other: BUDGETIMPACT: Expenditure Amount: $15,000 Included in Budget? Yes ❑ No 0 ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3 -Year Strategic Plan: 4 - Ensure sustainable future for public services and facilities Cost Allocation Fund: 305 CIP Street SUMMARY STATEMENT: The City completed a Local Road Safety Plan early in 2022 and then applied for Highway Safety Improvement Program funding in the spring of 2022. City Council approved the application for funding for three projects as provided in Resolution 22-013. The meeting agenda and video for February 22, 2022 are available on the City's website at: LN s„//ciiQ of t.. iraniicus,.coirn/GeneiratedA endad/iieweir,, h viiew 1id::::::4 cllii 0::::::2372 The City was successful in receiving grant funds for a safety improvements project which continues the work on Discovery Road from Grant Street to the intersection of Sheridan and 19th Street. The majority of the work west of Grant Street will be completed by the larger Discovery Road Project. The following map illustrates overlap and continuation of the work to Sheridan. Most of the construction will be performed at the Sheridan intersection along with continuation of bicycle facilities between Grant Street and Sheridan on Discovery Road. The following illustration was developed as part of the previous Discovery Road stakeholder process and was included in the grant application. Prior to proceeding with this design concept, further analysis will be made and variations to the concept may be made based on available funding. The primary objective of this project is to improve bicycle and pedestrian safety around the busy and congested Sheridan and 19th intersection during school transition hours as well as to improve the overall safety of the intersection. The project will include bike lanes, minor concrete work, and limited paving. The budget for this project is small with a grant amount of $233,000. Engineering overhead that is not grant eligible is estimated at $15,000. Staff administration efforts for this project will be significant given the funding source is federal. Because of the thorough public outreach that was performed for the larger Discovery Road Project, public outreach for this project will include sharing any concept design modifications that occur as the City and consultants work through the design. The schedule for the work is dependent on resources and coordination with the existing Discovery Road Project. City staff desires the design to occur in 2023 with construction in 2024. Staff recommends City Council authorize the City Manager to enter into a grant agreement with the Washington State Department of Transportation as well as necessary consulting and construction contracts to execute the work for the Discovery Road Bicycle and Pedestrian Safety Improvements Project. ATTACHMENTS: 1. Resolution 23-003 CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve Resolution 23-003 Authorizing the City Manager to Execute a Grant Agreement with the Washington State Department of Transportation for the Discovery Road Bicycle and Pedestrian Project and to Execute all other Agreements Necessary to Complete the Project. ALTERNATIVES: x❑ Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑ Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 23-003 RESOLUTION NO. 23-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, TO AUTHORIZE THE CITY MANAGER TO EXECUTE A GRANT AGREEMENT WITH THE WASHINGTON STATE DEPARTMENT OF TRANSPORTATION FOR THE DISCOVERY ROAD BICYCLE AND PEDESTRIAN PROJECT AND TO EXECUTE ALL OTHER AGREEMENTS NECESSARY TO COMPLETE THE PROJECT WHEREAS, the City of Port Townsend is currently planning for a major construction project on Discovery Road; and WHEREAS, the Washington State Department of Transportation awarded the City a grant for additional bicycle and pedestrian facilities continuous to the larger project; and WHEREAS, the construction of this project will be coordinated with the larger Discovery Road project; and WHEREAS, this project will improve bicycle and pedestrian safety around the Salish Coast Elementary School; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend that the City Manager is authorized to execute a grant agreement with the Washington State Department of Transportation for the Discovery Road Bicycle and Pedestrian Project and to execute all other agreements necessary to complete the project. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 2 t day of January 2023. Attest. Alyssa Rodrigues City Clerk David J. Faber Mayor Approved as to fork: Heidi Greenwood City Attorney n� (�' 1 �, ityof port ���fi11N@INO�llo�4 '10wn e n Submitted By: Steve King Department: Public Works Agenda Bill AB23-008 Meeting Date: January 3, 2023 Agenda Item: VIII. e 0 Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 28, 2022 Contact Phone: SUBJECT: Resolution 23-004, Declaring an Emergency and Ratifying the City Manager's Approval of all Applicable Documents to Allow for the Repair of the Broken Sewer Main at Water and Gaines Streets. CATEGORY: BUDGET IMPACT: ❑ Consent ❑x Resolution Expenditure Amount: $ 150,000.00 x❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑x ❑ Contract Approval ❑ Other: ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3 -Year Strategic Plan: N/A Cost Allocation Fund: 415 Water Sewer CIP SUMMARY STATEMENT: On December 27, 2022, a large sewer main at the corner of Water Street and Gaines Street failed causing a sewer overflow. Crews responded quickly to establish bypass pumping to prevent direct discharge to Port Townsend Bay. This sewer main serves all of Downtown and most of Uptown and has relatively high flows, especially during rain events. It is the goal of City staff to repair this pipe as quickly as possible to ensure reliable service. In the case of a large rain event, it is possible that pumping will not keep up with flows causing a risk for further overflows. Staff declared this to be an emergency which allowed for immediate action without formal bidding. The City was able to engage Seton Construction who began repairs on December 27, 2022 with construction to begin on December 28, 2022. While this project was created through emergency and not specifically included in the 2022 budget, due to delays in other projects, the adopted water capital budget includes sufficient funds to cover these expenditures; however, a budget supplement may be required in the first quarter of 2023. ATTACHMENTS: 1. Resolution 23-004 2. Press release 3. Memo CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve Resolution 23-004 Declaring an Emergency and Ratifying the City Manager's Approval of all Appliable Documents to Allow for the Repair of the Broken Sewer Main at Water and Gaines Streets. ALTERNATIVES: ❑ Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance 0 Other: This is a retroactive approval by the City Council for an emergency situation. Commitments for repair will have been made prior to the Council Meeting. Thus, this action is an opportunity to ask clarifying questions and dedicate resources to the emergency repair. Resolution 23-004 RESOLUTION NO. 23-004 A RESOLUTION DECLARING AN EMERGENCY AND RATIFYING THE CITY MANAGER'S APPROVAL OF ALL APPLICABLE DOCUMENTS TO ALLOW FOR THE REPAIR OF THE BROKEN SEWER MAIN AT WATER AND GAINES STREETS. WHEREAS, Section 3.46.090 of the City of Port Townsend Municipal Code, and Section 30.04.280(1)(c) of the Revised Code of Washington allows exemptions to competitive bidding requirements under emergency conditions; and WHEREAS, on December 27, 2022, a 14 -inch sewer main at the corner of Water Street and Gaines Street failed causing a sewer overflow; and WHEREAS, the City Manager has declared repairs to the sewer main an emergent situation based on the need to immediately repair the sewer main to restore service; and WHEREAS, the City's municipal code requires City Council to concur with the City Manager's declaration of emergency by passage of a resolution; and WHEREAS, the City Council finds that it is the best interest of the City to declare an emergency and authorize the execution of all necessary documents to repair sewer line, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend, Washington, as follows: Section 1. The City Council hereby declares an emergency justifying the waiver of certain contracting processes. Section 2. The City Manager and Public Works Director's actions as set out in their Memorandum dated December 28, 2022, are ratified and confirmed. Section 3. The City Manager may take any additional administrative actions consistent with this resolution ADOPTED by the City Council of Port Townsend, Washington, at aregular meeting thereof, held this 3rd day of January 2023. Attest: Alyssa Rodrigues City Clerk David Faber Mayor Approved as to form: Heidi Greenwood City Attorney City of Port eo.'50 as 2Madison Street, Suite 2R I Port Townsend, WA 98366 Q 3611 011 w11 1 :12 11 9 11 11 511 011 111 6 C www.cftyo'fpt.us FF;;; Townsend PUBLIC WORKS Contact: Public Works Department Name: Steve King, Public Works Director Phone: 360-531-1631 Email: skung@cutyofpt.us For Immediate Release — December 28, 2022 SEWER MAIN BREAK AND ROAD CLOSURE UPDATE PORT TOWNSEND — City crews discovered a failing sewer main on Tuesday, December 27, 2022. The sewer main appears to have completely failed causing a sewer backup yesterday late in the morning. The location of the failed sewer main is near the intersection of Water Street and Gaines Street as shown on the map below. This sewer main serves all of Downtown and most of Uptown and thus is an important sewer mainline with relatively high flows. Crews stabilized the situation yesterday by using pumps to bypass the failed section of pipe. While raw sewage overtopped the maintenance hole, thanks to the hard work of city crews, no sewage flowed directly into the Bay. The City is working diligently to make an emergency repair and will be contracting with Seton Construction beginning today. The City asks that people avoid the area and to expect construction activity in the area over the next few days until the repair can be made. Additional information will become available once the situation is further assessed for the level of repairs needed. Location of sewer main break: The sewer main break is located on Water Street between the Wells Fargo Bank access on Gaines Street and the intersection of Sims Way and Water Street. The area is indicated on the below map, outlined in red. Page 1 of 2 cityafport eo.'I ' Townsend PUBLIC WORKS 50 Madison Stureet, Suite 2R I Port Townsend, WA 98366 1360-1379.5096 C ww.cityo°fpt.us The area will remain closed until City staff assesses the damage and makes sure the road is safe for vehicles. Staff suspects the pavement has been undermined extensively and one sink hole has already formed. Construction activity will also require closure of the road for safety of the traveling public and workers. Business Access: All adjacent businesses will have access throughout this time. The sidewalks on the east side of Gaines Street and the north side of Water Street will remain free and clear for pedestrian travel. Contact: For questions about this project, please contact City of Port Townsend's Public Works Director, Steve King, P.E. 360-531-1631 or sking@cityofpt.us Page 2 of 2 Cit,.a, 250 i' adison Street, Suite 2R I Il onr�t Fo nsend A, 8368 1360.379.5096 � www ciityofpt us Y J� of Port r a Twnsend PUBLIC WORKS Memo To: City Manager Mauro From: Steve King, Public Works Director CC.: City Attorney Heidi Greenwood Date: 12/28/22 Subject: Sewer Main Break at Water/Gaines Street intersection The purpose of this memo is to provide background information for the City Manager and City Council in support of an emergency declaration. This declaration allows for expedient contracting to facilitate restoration of the failed infrastructure. The repair of the sewer main is critical in nature given this sewer pipe serves all of Downtown and most of Uptown. Sewer flows vary highly depending on rainfall events. As a work around to maintain service, the City is using up to 4 pumps. These pumps require monitoring 24 hours per day with refueling on the hour. Should a large rainfall event occur, the pumps will be overtaxed which could result in a sewer overflow to Port Townsend Bay. Thus, the emergency nature of this repair is based on the need to repair the pipeline as soon as possible. Sewer Main Failure Description: During the morning of 12/27/22, city crews noticed sewer overflowing into the street near the break location. Additionally, calls were received from the Bay View restaurant and nearby condos of sewer backing up in basements. Crews quickly discovered that the sewer main had failed in the vicinity of the Gaines and Water Street intersection. The extent of pipe failure is still yet to be determined. Sewer overtopped the maintenance holes in the area and began to bubble up through the pavement. One maintenance hole was complete full of sand, rock, and asphalt indicating the pipe failure was severe and possible sink holes were developing or already in place. Crews dispatched and installed trash pumps to pump sewage around the failed area directly to the Gaines Street lift station. This action stopped sewer from overflowing and restored service to Water Street and the Sims Way area. This was accomplished by approximately 13:00 on 12/27/22. Sewer overtopped the road and flooded the depression along water street, but and I did not observe and direct discharge to PT Bay. The City reported the overflow event to the Department of Ecology, Department of Health, and Jefferson County Health department in accordance with standard procedures. If any sewage made it to PT Bay, staff expects it was less than approx. 50 gallons. During process of identifying the exact location of the problem, one of the City vactor trucks found the sink hole when pavement gave away under the rear axle. Nobody was hurt, but the truck did �K �Il„VIII (;'V dII :II.e) experience some damage. The truck was removed from the site leaving the City with only its primary vactor truck available for other emergencies and assistance with this effort. Remedy: Staff contacted Seton Construction at the time of discovery of the problem to request assistance is an emergency repair. The nature of the repair requires equipment and people power greater than City staff can and equipment can accomplish. The depth of the sewer main in this area is approximately 10 feet deep. The area is fill material and close to bay and thus trench caving is expected and safety laws require shoring for pipe layer safety. Seton Construction began mobilizing equipment on 12/27. Digging began on 12/28 and the repair work will continue on 12/29. Water Street will remained closed during this period of time for worker safety as well as to allow the bypass pumps to continue to operate until the pipeline can be fixed. Excavation on 12/28 yielded a 7 ft failed section of 14” Asbestos Concrete pipe. The pipe is brittle and thin wall. A storm sewer pipe crosses the sewer line and is currently leaking. Given the extreme tide event during the morning of 12/27, staff estimates that saturation of the area was the main cause of failure. The remaining 120 feet of pipe is also full of sediment. Replacement of all of this pipe will occur as part of the emergency repair. A press release was prepared and issued on 12/28. This memo is being delivered the morning of 12/29 to the council agenda packet and thus updates will be provided at the City Council meeting on 1/3/22 in addition to continued communications with the City Manager and City Council. city o `k I0 lr13 PA E PA 0 S, )�a Ile) Sinkhole and bypass hoses illustrated along with excavator in the background I I N N N N t t Q c C: � O N � N � N CO > N CO NO O s N (/) -0 V � M OD f6 " >- bA Q c 4-J Coro � C/') U � U ate) L a -J c •fu •m ate-+ N m E E E �: i7i its 5 J a -J O V) = O 4-; N � M 4-J bn Q O L O a"' U UO W N 4- = O bA 4- C: CL O 0 ca -a C N O ca Q N N ca O L +-+ O N L }; c O Q }' O D O a--+ U >- a -J N U Co N N � � 2 QJ O � U CO oU O cn N bncloN � O � N � � N L N N cn N � � O O `n Q 4-j O.� 4-14-j !- O U U O L 0- E E N M _0 O O U N L- 0 0 4- cn " 0 U U > fu v') a) a--+ f� +., E " O O O L CU Ln U !E O U N N N 'n bn � N N N +-+ O N 4A =4-jca N � � O O +� U N � � N U-) U N CL Ov O +J4 j Q Q E LL • Q 4-J LJ E O L O Q Q � U c6 N c6 � N � Q N a (6 O .Q a--+ 4-J N X W O N Q N a- 00 L N Q1 � V O ca ca 00 O O LL U J O 0-1-- � A 4-J •Q O 4- 4-J ? 4-j co N � N V) L O O CD U C6 4-j C6 E Q OL O LQ Q) O C: V c6 O O C N Q) Q ca ca cn U0 +� Q V N L (� � O � s tw , — 4-J Q U 0- 4-j 4-+ a � O O co Q C: w O N +•+ a -J • — > s a--+ U_ .— O O a"' • Q a -J cu Q) Q) > O b.0 -0 4- CO O Q) Q) V .� i u >1 U --= O U Ca a -J .N V) ca t�0 E Q N N Ca O L a--+ O U C6 L a --J 4- 0 v M U O 4-J N U 4-J Piil Ca O tv0 i U cn L O N i O 4— tw .E Q Ca Q Qu L O O E Ca ca tw N Q Q N U L SAW E s s ca v .N N 0- V) N C6 i O Ln Ln m Ln V) N Ul O 4- v os I ALM I L- 0 L- C: u 0 4-J 0- C: 0 CL u 0 bD :3 0 W Ln -0 :3 0 0 =3 UO 0 C: aj cu > E E 0 L- 0 C: 4.- 4-j V) 0 U 0 -0 0 0 +J ai u 0- Ln 0 ai CL Cl 4-J Ul ai bp --Ne < 0 u C: 0 V) 4-J L- QJ 0 u u + -j 0 ra m b-0 to 0 V)Li- L- IN IN IN IN IN IN IN n� (�' 1 �, ityof port ���fi11N@INO�llo�4 '10wn e n Submitted By: Steve King, PW Director Department: Public Works Agenda Bill AB 23-009 Meeting Date: January 3, 2023 Agenda Item: Vlll.f 0 Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: December 21, 2022 Contact Phone: 360-379-5090 SUBJECT: Resolution 23-005 Authorizing the City Manager to Execute a Grant Agreement with the Washington State Transportation Improvement Board and all Other Agreements Necessary to Complete the Tyler Street Overlay Project CATEGORY: BUDGET IMPACT: ❑ Consent 0 Resolution Expenditure Amount: $75,000 x❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No 0 ❑ Contract Approval ❑ Other: ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3 -Year Strategic Plan: 4 - Ensure sustainable future for public services and facilities Cost Allocation Fund: 305 CIP Street SUMMARY STATEMENT: The City applied for Transportation Improvement Board Funding in the summer of 2022 as approved by the City Council by motion on August 1, 2022. The meeting agenda and video is available on the City's website at: b. Ll s„//ciit o ,, iraniicus,.coirn/ eneiratedA enda�/iieweir,. Ih ` viiew 1id::::::4 cllii iid::::::2465 The City was successful in receiving a pavement preservation grant for Tyler Street between Lawrence and Jefferson Street, the current home of the Saturday Farmer's Market. Included in this project is the updates of the wheelchair accessible sidewalk ramps between Lawrence and Jefferson. Not only will this project improve and preserve the pavement condition, but it will provide a wheel chair accessible route between Downtown and Uptown by connecting sidewalks to the recently completed Jefferson Street project. The City applied for this grant with support from the Farmer's Market and Disability Awareness Starts Here (DASH) advocacy group. Both the Market and DASH desire to see better accessibility in this area of the City to support the Uptown center and improve non -motorized transportation. Note, this project couples up with the banked capacity work planed for upgrade of pedestrian ramps at the intersection of Lawrence and Tyler Street. The Transportation Improvement Board offers small grants such as this to help City with pavement preservation. These grants are not for reconstruction of streets such as is needed for portions of Lawrence Street, but rather rewards communities for proactively preserving roadways with property maintenance and preservation paving. The total grant amount is $379,354, covering 85% of the project costs and the city match requirement is 15% of the total project cost. City Council authorized up to $75,000 of match using REET funds as part of the authorization. This project is not included in the current 2023 budget, but will be added through supplement number 1. The schedule for the work is depending on resources and coordination with the Farmers Market. City staff may combine this project with other projects for efficiency. Work will be completed either in the summer of 2023 or 2024 given pavement overlays must be performed during the hottest part of the year. Staff recommends City Council authorize the City Manager to enter into a grant agreement as well as necessary consulting and construction contracts to execute the work. ATTACHMENTS: 1. Resolution 23-005 CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve Resolution 23-005 Authorizing the City Manager to Execute a Grant Agreement with the Washington State Transportation Improvement Board and all other Agreements Necessary to Complete the Tyler Street Overlay Project ALTERNATIVES: x❑ Take No Action ❑x Refer to Committee ❑x Refer to Staff ❑ Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 23-005 RESOLUTION NO. 23-005 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, TO AUTHORIZE THE CITY MANAGER TO EXECUTE A GRANT AGREEMENT WITH THE WASHINGTON STATE TRANSPORTATION IMPROVEMENT BOARD AND ALL OTHER AGREEMENTS NECESSARY TO COMPLETE THE TYLER STREET OVERLAY PROJECT WHEREAS, the Washington State Transportation Improvement Board awarded the City of Port Townsend a grant to preserve the pavement on Tyler Street between Lawrence and Jefferson Street where the Saturday Farmers Market is located; and WHEREAS, the project includes updated wheelchair accessible sidewalk ramps that will provide a wheelchair accessible route between uptown and downtown; and WHEREAS, the Farmers Market and Disability Awareness Starts Here advocacy group supported the City's grant application; and WHEREAS, the grant will cover 85% of the costs and the City's match is 15% of the total costs; and match; WHEREAS, City Council approved the use of Real Estate Excise Tax as the City's NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend that the City Manager is authorized to execute a grant agreement with the Washington State Transportation Improvement Board and all other agreements necessary to complete the Tyler Street Overlay Project. 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