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Home My WebLink About012125 City Council Business Meeting PacketPORT TOWNSEND CITY COUNCIL AGENDA CITY HALL COUNCIL CHAMBERS, 540 WATER STREET Business Meeting 6:00 p.m. January 21, 2025 • Attend in person or virtually via computer or tablet at jj,gas.//zoom.us/�/98187633367 enter the Webinar ID 98187633367 • Phone only (muted - listen -only mode) United States: Local Dial In — 1(253)215- 8782„981876333674 • Submit public comment to be included in the meeting record to: pj.Ltlas://publicconi nn ent. fill out. cone /cityaa t • If you are experiencing technical difficulties, please attempt all methods listed above before reporting any issues to: clelhs.. pa ort cry o L Call to Order II. Roll Call III. Changes to the Agenda IV. Proclamation(s) or Special Presentation(s) A. Risk Reduction Week Proclamation V. City Manager's Report VI. 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. Staff or Council response, as needed VII. Executive Session- Pursuant to RCW 42.30.110(1)(i) Discussion with legal counsel about current or potential litigation (Approximately 10 minutes) VIIL Closed Session — Pursuant to RCW 42.30.140 (4)(b) General Government Negotiations (Approximately 15 minutes) IX. Consent Agenda Action: Move to adopt the consent agenda and/or request to remove any individual item from the consent agenda. A. Approval of Bills, Claims and Warrants B. Approval of Minutes: October 23, 2024, December 9, 2024, December 16, 2024 C. Resolution 25-001 Related to Personnel, Adopting Classification Schedules for Represented and Non -Represented Employees D. Approval for Funds to Support Planning and Community Development Temporary Staff or Consultant Support E. Authorizing the City Manager to Sign a Grant Agreement with the Washington State Transportation Improvement Board for the 2025 Arterial Preservation Chip Seal Project and the Lawrence Street Multimodal Project and Enter into all Contracts and Agreements Necessary to Execute the Project. F. Authorizing the City Manager to Sign a Grant Agreement with the Washington State Department of Transportation and all Necessary Contracts and Agreements to Execute the Sims Way Sandy Williams, the Sims Way Bishop Canyon Bike/Ped, and the Safe Route to Schools Neighborhood Connections Project and Further Authorize Expenditure of Additional Transportation Benefit District Funds to Repair the Pavement for a Section of Discovery Road between McClellan and Sheridan Streets in Coordination with the Already Approved 19th and Sheridan Safety Project. X. Unfinished Business (None) XI. New Business A. Resolution 25-002 Authorizing the City Manager to Execute Transfer of Ownership Agreements with Port Townsend Main Street Program for the Tyler Plaza Lighting Project and the 2024 Bike Shelter Project to the City of Port Townsend Proposed Action: Move to approve Resolution 25-002 Authorizing the City Manager to Execute Transfer of Ownership Agreements with Port Townsend Main Street Program for the Tyler Plaza Lighting Project and the 2024 Bike Shelter Project to the City ofPort Townsend i. Staff presentation and Council questions ii. Public Comment iii. Council deliberation and action B. Resolution 25-003 Authorizing the City Manager to Execute a Transfer of Ownership Agreement with Port Townsend Main Street Program for the Port Townsend Creative District to the City of Port Townsend Proposed Action: Move to approve Resolution 25-003 Authorizing the City Manager to Execute a Transfer of Ownership Agreement with Port Townsend Main Street Program for the Port Townsend Creative District to the City ofPort Townsend i. Staff presentation and Council questions ii. Public Comment iii. Council deliberation and action C. Resolution 25-004 Authorizing the City Manager to Negotiate and Execute Agreement for Services Proposed Action: Move to approve Resolution 25-004 Authorizing the City Manager to Negotiate and Execute Agreement for Services i. Staff presentation and Council questions ii. Public Comment iii. Council deliberation and action D. Update City Council Rules of Procedures, Section 5.5 City Manager Evaluation Proposed Action: Move to approve updates to City Council Rules of Procedures, Section 5.5 City Manager Evaluation and Proposed City Manager Performance Evaluation Timeline. i. Staff presentation and Council questions ii. Public Comment iii. Council deliberation and action XIL Presiding Officer's Report XIII. Suggestions for Future Agendas XIV. Comments from Council XV. Adjourn I city of port Townsend PROCLAMATION WHEREAS, East Jefferson Fire Rescue responded to over 6,826 calls for service in 2023, including 102 fire -related calls, and 5,095 medical calls; and WHEREAS, most fire -related and many medical calls for service are preventable with an integrated Community Risk Reduction program. WHEREAS, Community Risk Reduction is a data -informed process to identify and prioritize local risks, followed by integrated and strategic investment of resources to reduce their occurrence and impact. WHEREAS, the goal of Community Risk Reduction is to reduce the occurrence and impact of emergency events for our community members and our emergency responders through deliberate action in the areas of the five E's of Education, Engineering, Enforcement, Emergency Response, and Economic Incentive. WHEREAS, the value of community support from local, county, and state partners to address community risks is recognized to meet the demands on career and volunteer members of East Jefferson Fire Rescue. WHEREAS, Monday, January 20,2025, is Martin Luther King Day and is nationally recognized as a National Day of Service and an opportunity to reduce the risk in the community through a series of educational and other programs. NOW, THEREFORE, I, David J. Faber, Mayor of the City of Port Townsend, Washington, on behalf of the entire City Council, do hereby recognize January 20th to 26th, as COMMUNITY RISK REDUCTION WEEK to raise awareness of the importance of Community Risk Reduction and an opportunity to make the community safer. David J. Faber, Mayor cityport,' Townsen City Manager Report: Top 5 Summary January 21, 2025 I. E-News Launch —Sign Up! Sign up for our new............................................................ t, that launched this month. It's the result of smart thinking on how to slim down our utility newsletter and make our monthly communications with residents more accessible, nimble, and relevant, particularly alongside a new printed quarterly magazine that will, also new this year, be mailed g p .......p . // ... ........................p/ . y . . / . y p . to all residents. You can sign u here:.htt 2;-llchi.m -cit .f _t-c%t -f- _.rt-trrvr7ser7d-rewsletter. 2. Staff News. We recently welcomed Andruw Ritter -Parker to our Police team. Andruw has experience at the City of Bremerton and currently is in the National Guard. We are also sad to note the recent passing of retired City staff member Don Cady. Don had a great love for Chetzemoka Park with impressive attention to the rose arbor and the pedestrian bridge. Our thoughts and condolences to Don's family and friends. New Officer Andruw Ritter -Parker and family. 3. Transportation Grants Roll In. Don Cady, former Parks staff. As was discussed at the workshop on 1/13/25, we've enjoyed considerable success leveraging transportation grants and now find ourselves thinking strategically about how best to leverage match funding like the Transportation Benefit District (TBD) and providing needed staff resourcing to get the work done. You'll see these agreements with the State Transportation Improvement Board (TIB) and WSDOT on tonight's consent agenda. An important note: talented staff who put up great ideas and nurture excellent relationships with state agencies seems a common thread to the millions of dollars we've received in just the last few months. 4. Comp Plan — Open House a Success We held an open house on the Active Transportation Plan on January 15 that was also a special Council meeting, PRTTAB meeting, and Planning Commission meeting. Led by Jeff Kostechka, City staff, advisory body members, and stakeholder group members, assisted in drawing from recent survey results and providing opportunities for productive conversation and feedback. The room was comfortably packed with about 100 attendees (including some 4" graders and high schoolers) and it was great to listen to engaging conversations. S. Coffee with Community at Hudson Point Cafe My monthly community coffee conversation shifted to the Hudson Point Cafe for January through March. Anyone is welcome to come by the first Friday from 9-1030am to share what's on your mind and to enjoy dialogue with other community members. PORT TOWNSEND CITY COUNCIL CONSENT AGENDA January 21, 2025 A. Approval of Bills, Claims and Warrants: • Vouchers 175751 through 176124 in the amount of $3,756,326.15 • Electronic Fund Transfers in the amount of $33,246.10 B. Approval of Minutes: October 23, 2024, December 9, 2024, December 16, 2024 C. Resolution 25-001 Related to Personnel, Adopting Classification Schedules for Represented and Non -Represented Employees D. Approval for Funds to Support Planning and Community Development Temporary Staff or Consultant Support E. Authorizing the City Manager to Sign a Grant Agreement with the Washington State Transportation Improvement Board for the 2025 Arterial Preservation Chip Seal Project and the Lawrence Street Multimodal Project and Enter into all Contracts and Agreements Necessary to Execute the Project F. Authorizing the City Manager to Sign a Grant Agreement with the Washington State Department of Transportation and all Necessary Contracts and Agreements to Execute the Sims Way Sandy Williams, the Sims Way Bishop Canyon Bike/Ped, and the Safe Route to Schools Neighborhood Connections Project and Further Authorize Expenditure of Additional Transportation Benefit District Funds to Repair the Pavement for a Section of Discovery Road between McClellan and Sheridan Streets in Coordination with the Already Approved 19fh and Sheridan Safety Project. Action: Move to adopt the consent agenda or request to remove any individual item from the consent agenda. (Short statements or easily resolved questions are appropriate without removing item from the consent agenda). DRAFT PORT TOWNSEND CITY COUNCIL SPECIAL SESSION AGENDA JOINT MEETING WITH PLANNING COMMISSION COMPREHENSIVE PLAN SCENARIOS VIRTUAL WORKSHOP VIRTUAL EVENT- REGISTRATION REQUIRED htt s�//�oomus/meeting/register/ c-®��OsEtW 4Z I��d VUaEmI+"d'7smS I) (Council Chamber is available for anyone not able to join online- 540 Water Street, Port Townsend, WA 98368) CALL TO ORDER The Port Townsend City Council met in a special session joint meeting with Planning Commission on the 23rd day of October 2024 for the Comprehensive Plan Scenarios Virtual Workshop at 540 Water St, Port Townsend, WA 98368 and virtually. Mayor Faber and Planning Commission Chair Rick Jahnke called the meeting to order at 5:02pm. ROLL CALL Councilmembers present: Mayor Faber, Neil Nelson, Ben Thomas, and Owen Rowe, with Monica MickHager, Amy Howard, Libby Wennstrom excused. Planning Commissioners present: Rick Jahnke, Samantha Bair Jones, Stephen Mader, and Viki Sonntag with Robert Doyle, Lois Stanford and Andreas Andreadis excused. Staff members present: Planning and Community Development Director Emma Bolin, Long Range Planner Adrian Smith, and City Clerk Alyssa Rodrigues. WELCOME AND INTRODUCTION PRESENTATION Mayor Faber welcomed everyone and provided introductions. Planning and Community Development Director Emma Bolin, Long Range Planner Adrian Smith, and SCJ Alliance Principle Bill Grimes provided an introduction and presented the Comprehensive Plan presentation which included Agenda!, What we're doing, Process, What we learned, Engagement so far, May 9 "Vision swap", July Activities, July Community Direction Workshop, July Scenarios, July Preferences, Penny poll results, Planning Priorities Poll, Mini -Poll, Staff outreach, People/Planet/Prosperity, Tangible Takeaways for Engagement, Maptionnaire, Preferences, and Fundamental Values. October 23, 2024 Special Session City Council Joint Workshop with Planning Commission Meeting Page 1 of 3 DRAFT ENGAGEMENT AND COMMUNITY VALUES The following poll questions were asked of the meeting participants: 1) Are these fundamental values on target? 2) Have we missed something important? SCENARIOS FOR THE FUTURE The presentation continued with Housing Need, Land Capacity, Reality Check, Zoning, Alternative A, Alternative B, Alternative C, Side -by -Side Comparisons of Alternatives, and Breakouts. SMALL GROUP DISCUSSION ON SCENARIOS Emma Bolin and Bill Grimes explained the small break out group discussion process and purpose. Breakout sessions began. SMALL GROUPS REPORT OUT Breakout sessions ended. Each breakout session scribe reported out. Report out information included information on fundamental values, alternative option preferences, additional fundamental values, and concerns. CONCLUSIONS AND NEXT STEPS The presentation continued around the following Breakout Polling Questions: 3) What is the scenario that you personally prefer? 4) Which 4 fundamental values are most important in your preferred scenario decision? Presenters and attendees participated in a Question -and -Answer session. October 23, 2024 Special Session City Council Joint Workshop with Planning Commission Meeting Page 2 of 3 DRAFT The presentation continued with Next Steps and Conclusion. ADJOURNMENT There being no further business, the meetings adjourned at 7-10p.m. Attest: Alyssa Rodrigues City Clerk October 23, 2024 Special Session City Council Joint Workshop with Planning Commission Meeting Page 3 of 3 DRAFT CITY OF PORT TOWNSEND MINUTES OF THE CITY COUNCIL WORKSHOP MEETING OF DECEMBER 9, 2024 CALL TO ORDER/ ROLL CALL The City Council met in a Regular Session on the 9th day of December 2024 in Council Chambers at 540 Water Street, Port Townsend, WA 98368. Mayor Faber called the meeting to order at 6.01 pm. Councilmembers present at roll call were David Faber, Amy Howard, Monica MickHager, Neil Nelson, Ben Thomas, Owen Rowe, and Libby Wennstrom. Staff members present were City Manager John Mauro, Planning and Community Development Director Emma Bolin, Public Works Director Steve King, and Long Range Planner Adrian Smith. GENERAL PUBLIC COMMENT (REGARDING ITEMS NOT ON THE AGENDA) Public comment was made. DISCUSSION ITEMS Forest Lands Assessment Mayor Faber stated due to scheduling conflicts this item will be moved to the next Council meeting. 2025 State Legislative Agenda City Manager John Mauro presented the 2025 Legislative Agenda Proposal which included Legislative Agenda Recap 2020-2024, 2024 Legislative Agenda: Framing Questions for this and Previous Years, 2025 Legislative Agenda: Proposal (Housing Top Request, Housing Additional Requests, Transportation Top Request, Transportation Additional Request, Climate Action Top Request, Climate Action Additional Request, Fort Worden Top Request, Fort Worden Additional Request, and Supporting Agency Partners. In response to Council's clarifying questions staff explained taxes on vacant land, discussion with legislators, taxes on land in urban area, Seattle affordable housing impact fees, Mill Road Roundabout work with County, County/City/State road intersection, specific climate action request, and Washington State Parks legislative priority. Discussion ensued around #1 top request, importance of addressing homelessness, importance of AMI bullet, impact fee concept, stormwater, Jacob Miller connection to State Highway, Kearney St roundabout, Seattle Climate Action, shoreline, and Fort Worden maintenance. December 9, 2024 City Council Workshop Meeting Page 1 of 3 Public comment: Public comment was made. DRAFT Comprehensive Plan Docketing Information Session (Joint City Council and Planning Commission Discussion) The Planning Commission joined City Council for a Special Meeting on the 9th day of December 2024 in Council Chambers at 540 Water Street, Port Townsend, WA 98368. Chair Jahnke called the meeting to order at 7:04pm. Planning Commissioners present at roll call were Lois Stanford, Rick Jahnke, Robert Doyle, Andreas Andreadis, Samantha Bair -Jones, Stephen Mader, and Viki Sonntag. Planning and Community Development Director Emma Bolin, Long Range Planner Adrian Smith, and SCJ Alliance Principal Bill Grimes presented the Introduction to Comprehensive Plan Docketing: Joint Workshop of Port Townsend City Council and Planning Commission which included Docket Definition, Workshop Agenda, Why Use a Docket, Outline of Docketing Process, How the Preliminary Docket is Set, How the Final Docket is Set, Today's Documents, Staff Proposed Preliminary Docket, Docketing Update Table, Staff's Suggested Criteria for Prioritizing Optional Amendments, Review Inputs, Themes from Public Engagement, Key Themes of Mandatory Requirements: (Equity, Housing, Climate, Transportation, and Open Space, Information Items for Discussion, Potentially time intensive (but important), Opportunities for Continued Public Engagement, January 2025, and February 2025. In response to Council and Planning Commissions clarifying questions staff explained housing and density being separate, land use element, Council/Planning Commission weighing in on criteria, identifying capacity of land for housing all income levels, forecast needed for capital facilities based on projected population, sea level rise and king tide, climate preparedness element metrics to assess, feedback process, mixed use node implementation with higher densities, which approach requires more/less work for climate resilience goals/priorities, moving climate resilience goals and priorities around, food truck friendly, Golf Course rezone having own process, what you can't have goal, 2026, and prioritizing. Discussion ensued around criteria for prioritizing optional amendments, integrating infrastructure availability into land capacity analysis, staff capacity issue, future land use zoning map, new commercial strategy, what you can't have listed instead of what you can listed goal, housing crisis, housing strategy, engaged public process, non -market strategies, Joint workshops regularly, docketing table, and aging in place. Public comment: Public comment was made. ADJOURN There being no further business, the meeting adjourned at 8:54pm. Attest: December 9, 2024 City Council Workshop Meeting Page 2 of 3 Alyssa Rodrigues City Clerk DRAFT December 9, 2024 City Council Workshop Meeting Page 3 of 3 CITY OF PORT TOWNSEND MINUTES OF THE CITY COUNCIL BUSINESS MEETING OF DECEMBER 16, 2024 CALL TO ORDER The City Council met in a Regular Session on the 16th day of December 2024 in Council Chambers at 540 Water Street, Port Townsend, WA 98368. Mayor Faber called the meeting to order at 6:OOpm. ROLL CALL Councilmembers present at roll call were David Faber, Amy Howard, Neil Nelson, Ben Thomas, Owen Rowe, and Libby Wennstrom with Monica MickHager excused. Staff members present were City Manager John Mauro, Public Works Director Steve King, Planning and Community Development Director Emma Bolin, Project Manager Tyler Johnson, and City Clerk Alyssa Rodrigues. CHANGES TO THE AGENDA Mayor Faber stated due to presenter having not yet arrived they will do the Encampment Update first and then Forest Management Study Results. PROCLAMATION(S) OR SPECIAL PRESENTATION(S) Encampment Update Presentation Planning and Community Development Director Emma Bolin presented on the Encampment Update which included collective City response to ongoing abatement of unsanctioned encampments in City's Rights of Way, City staff time, cost, minimize nuisance conditions, Code Compliance Officer, ongoing situation from Jefferson County Fairgrounds, Evans Vista property, City Right -of -Way contains wetland, funding for on -call abatement contractor, Trash Task Force, dumpsters and Sani-Cans, tours, 2025 budget, help from partners, staff time not budgeted, Jeff Com, most geographic response area in city, do not qualify for low barrier shelters, community response, continue to manage encampment clean ups in 2025, Legion Shelter, no recommended action just discussion tonight, how to be proactive towards zero barrier shelter option, UGA expansion with Jefferson County, a challenge a lot of communities are facing, and supporting zoning/permitting scheme. In response to Council's clarifying questions staff stated they will look into the Department of Commerce Right of Way Safety Initiative and Mayor added a public comment period. Public Comment: Public comment was made. In response to Council's clarifying questions staff explained Mountain View Commons rezone, land use zoning map component, emergency basis, lease, Disaster Relief Shelter, and moving Porta Potties and dumpster. Discussion ensued around homelessness, housing, Porta Potties and Dumpster in budget, and work with agency partners. Forest Management Study Results Presentation Project Manager Tyler Johnson, Public Works Director Steve King, and Malloree Weinheimer from Chickadee Forestry LLC presented on the Forest Management Study Results Presentation which included location of properties, Water Utilities job, General Fund, asset management, Chimacum Park, Chimacum, Estimated time in years for each stand condition, An example of the birds that utilize the vertical diversity in a mature Douglas -fir forest, prior/post treatment, Variable Density Harvest, City Limits parcel, City Lake parcel, Lords Lake parcel, and Estimated Revenue. In response to Council's clarifying questions staff and consultant explained wildfires, windfall, carbon holding capacity, erosion, projection for Lords Lake parcel, City Limits property's role in water utility, and location of City Limits property. Public Comment: Public comment was made. In response to public comment staff and consultant explained trees going to sawmill and climate action goals in modeling. CITY MANAGER'S REPORT City Manager John Mauro provided the City Manager's Report which included vandalism at Cotton Building, King Tide, sidewalk debris, retirements, Advisory Board appreciation, and City Manager Report format. COMMENTS FROM THE PUBLIC Public comment There was no public comment. Staff or Council response, as needed EXECUTIVE SESSION- PURSUANT TO RCW 42.30.110(1)(1) DISCUSSION WITH LEGAL COUNSEL ABOUT CURRENT OR POTENTIAL LITIGATION (APPROXIMATELY 10 MINUTES) Mayor Faber stated the Council will go into Executive Session pursuant to RCW 42.30.110(1)(i) Discussion with legal counsel about current or potential litigation for approximately 10 minutes. No action will be taken. Council went into Executive Session at 7:11 pm Council came out of Executive Session at 7:21 pm. There was no action taken. CONSENT AGENDA Approval of Bills, Claims and Warrants Approval of Minutes: December 2, 2024 Appointments/Reappointments: Climate Action Committee, Lodging Tax Advisory Committee, Planning Commission Authorization of Not to Exceed $63,000 in PCD Personnel Funding to Hire a Successor Planning Manager and Overlap with the Outgoing Planning Manager Resolution 24-040 Adopting the City of Port Townsend Public Library's Displays and Exhibits Policy Authorize the City Manager to Sign the Amendment for the Financial Assistance Loan with the Department of Ecology and All Other Necessary Agreements and Contracts to Accomplish the Work for the Wastewater Treatment Plant Outfall Update of the Salary Classification Schedule for Non -Represented Positions Motion: Amy Howard moved to approve the consent agenda. Owen Rowe seconded. Vote: motion carried unanimously, 6-0 by voice vote. UNFINISHED BUSINESS Ordinance 3346 Adopting 2024 Supplemental #2 Budget Appropriations Finance Manager Richard Gould presented Ordinance 3346 Adopting 2024 Supplemental #2 Budget Appropriations which included differences between first and second reading, reconciling interfund transfers to ensure they balance, nothing significant enough to change the Ordinance, and State Auditors review. In response to Council's clarifying questions staff explained investment income fund and Community Services Fund- Arts Commission Poet Laureate. Public Comment: There was no public comment. Motion: Owen Rowe moved to approve Ordinance 3346 Adopting 2024 Supplemental #2 Budget Appropriations Libby Wennstrom seconded. Vote: motion carried unanimously, 6-0 by voice vote. Ordinance 3344 Adopting the Capital Improvement Plan for 2025 Through 2030 Public Works Director Steve King presented Ordinance 3344 Adopting the Capital Improvement Plan for 2025 Through 2030 which included intersection of Planning and Public Works/Engineering, road map for all capital improvements, received a couple grants since first reading, and staff support for street projects. In response to Council's clarifying questions staff explained red boxes on document. Public Comment: There was no public comment. Motion: Ben Thomas moved to approve Ordinance 3344 Adopting the Capital Improvement Plan for 2025 Through 2030 Owen Rowe seconded. Vote: motion carried unanimously, 6-0 by voice vote. Resolution 24-041 Adopting the City's 2025 State Legislative Agenda City Manager John Mauro presented Resolution 24-041 Adopting the City's 2025 State Legislative Agenda which included previous workshop discussions and clean/redlined drafts. In response to Council's clarifying questions staff and the Mayor explained vacant land tax and infrastructure. Public Comment: There was no public comment. Discussion ensued around vacant land tax, legislative agenda process, rent stabilization bullet concerns and wording amendment to state, "Provide greater tools and authority for local municipalities to address escalating rents and help ensure housing stability", policy advice, actively supporting other legislative agendas. Motion: Libby Wennstrom moved to approve Resolution 24-041 Adopting the 2025 State Legislative Agenda as amended and direct the City Manager to communicate the agenda to our state legislative delegation and agency partners. Amy Howard seconded. Vote: motion carried unanimously, 6-0 by voice vote. NEW BUSINESS Resolution 24-042 Updating and Providing for Building and Planning & Community Development Fees Emma Bolin presented on Resolution 24-042 Updating and Providing for Building and Planning & Community Development Fees which included annual fee update, resolution, 3%, Exhibit A, site plan adaptation review fee, East Jefferson Fire Rescue, building official, land use, increase technology fee 5%, and recommended action. Public Comment: There was no public comment. Discussion ensued around needing to update the acronym "DSD" in document. Motion: Amy Howard moved to approve Resolution 24-042 Updating and Providing for Building and Planning & Community Development Fees Owen Rowe seconded. Vote: motion carried unanimously, 6-0 by voice vote. Resolution 24-043 Relating to Postponing the 2025 Annual Update of the City's Comprehensive Plan During the 2025 Comprehensive Plan Periodic Review and Development Regulations Emma Bolin presented on Resolution 24-043 Relating to Postponing the 2025 Annual Update of the City's Comprehensive Plan During the 2025 Comprehensive Plan Periodic Review and Development Regulations which included whether or not to open the Annual Comprehensive Plan Amendment Cycle, code states City can't run Annual Amendment and Period Update concurrently during Phase 2, staff capacity, last year Council resolved to combine 2024 Annual Docket with Periodic Update, postpone 2025 to 2026, action done every year to determine what happens with Annual Docket, distinction between Annual and Period Update. In response to Council's clarifying questions staff explained this is about terminology and housekeeping. Public Comment: There was no public comment. Discussion ensued around not limiting people's ability to get items heard or before Council. Motion: Amy Howard moved to approve Resolution 24-043 Relating to Postponing the 2025 Annual Update of the City's Comprehensive Plan During the 2025 Comprehensive Plan Periodic Review and Development Regulations Ben Thomas seconded. Discussion ensued around phrasing. Vote: motion carried unanimously, 6-0 by voice vote. PRESIDING OFFICER'S REPORT Mayor Faber provided the Presiding Officer's Report which included Brent Shirley's passing, Holiday Tree Lighting Ceremony, and Gingerbread House Contest. SUGGESTIONS FOR FUTURE AGENDAS There were no suggestions for future agendas. COMMENTS FROM COUNCIL Council member Thomas stated there is a memorial for Brent Shirley at Maritime Center on Saturday, December 21 at noon and upcoming Solstice Party at Fairgrounds. ADJOURN There being no further business, the meeting adjourned at 8:20pm. Attest: Alyssa Rodrigues City Clerk City0fPort T Townson Agenda Bill:25-003 Meeting Date: January 21, 2025 Agenda Item: Consent IX.0 ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Submitted By: Jodi Adams, Director of Finance and Cynthia Shaffer, Director of People and Performance Date Submitted: January 10, 2025 Department: Finance and Human Resources Contact Phone: 360-379-4403 SUBJECT: Resolution 25-001 Related to Personnel, Adopting Classification Schedules for Represented and Non -Represented Employees CATEGORY: BUDGET IMPACT: No impact 0 Consent ❑ Resolution Expenditure Amount: $ ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No0 ❑ Contract Approval ❑ Other: Discussion Item ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3-Year Strategic Plan: N/A Cost Allocation Fund: Choose an item, . SUMMARY STATEMENT: The salary classification schedule for 2025 was presented as part of the 2025 Budget plan that was approved by Council on December 2nd, 2024. This salary schedule did not represent a cost -of -living wage adjustment for employees. It was anticipated that the General Government union contract would be ratified before the beginning of 2025 and that wage adjustments could be brought to Council for both represented and non -represented employees in January, but to date wage negotiations have not been completed. Therefore, we request approval of the attached salary schedule that includes a wage adjustment of 2.8%, consistent with the CPI-U West Region annual increase for All Urban Consumers from July 2023 through June 2024 as published through the Bureau of Labor Statistics, effective February 1, 2025 for all non - represented City staff. The General Government cost -of -living wage adjustment will be brought to Council for approval at the time union negotiations have been completed. The attached salary schedule also reflects the 3% cost of living increase as negotiated in the Local Union 589 Police Officers Agreement that was ratified December 2023. The following is an outline of the recommended changes to positions: The Public Works Engineering Department is adding a Civil Engineer position based on the success in transportation grants and the development of the Transportation Benefit District, staff is recommending adding 1 FTE project engineer to help deliver the projects. This position would be focused on delivering transportation projects over the next three years. There is not an immediate impact to the General Fund, however, there could be a future impact depending on future City Council allocation of resources to transportation projects. For reference, a full discussion of the transportation projects occurred at the City Council workshop on 1/13/25. The Community Services Department is adding an Arts & Culture Coordinator position. This position was approved by Council during the budget process. It is being brought back to Council to establish the pay range. This position is 50% funded by the General Fund and 50% from LTAC funds. This position was added during the budget process to oversee the Creative District's transition to the City, plan and implement programs and events to support the creative sector, serve as a liaison between various City boards, and community arts groups, and to deliver on the goals of the Arts & Culture Plan that the Creative District launched in 2024. This position has been discussed and approved with Council, PTAC, and LTAC at multiple public meetings in 2024. The position was previously approved during the budget process but is being moved from a grade 21 represented position to a grade 614 non -rep now that the job description has been developed. In addition, the Community Services Director position is being moved from grade 628 to grade 629 non -rep now that the job description has been finalized. Staff request approval of the attached updated classification schedule that includes adjusting the non -represented classification schedule (Exhibit A) to reflect a 2.8% cost - of -living increase, the updated Arts & Culture Position, and the FTE increase to add a civil engineer (Exhibit B). ATTACHMENTS: • Resolution 25-001 Updated Salary Schedule (Exhibit A) Updated Authorized Position Schedule (Exhibit B) 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 25-001 Related to Personnel, Adopting Classification Schedules for Represented and Non -Represented Employees ALTERNATIVES: ❑x Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action ❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 25-001 Page 1 of 2 RESOLUTION NO. 25-001 A RESOLUTION OF THE CITY COUNCIL OF THE OF PORT TOWNSEND, WASHINGTON, RELATED TO PERSONNEL, ADOPTING CLASSIFICATION SCHEDULES FOR REPRESENTED AND NON -REPRESENTED EMPLOYEES WHEREAS, the City Manager is authorized by RCW 35A.13.080(1) to have general supervision of the administrative affairs of the City; and WHEREAS, RCW 35A.13.090 reserves to the Council the right to create "...such departments, offices, and employments as it may find necessary or advisable, and may determine the powers and duties of each department or office"; and WHEREAS, in 2014, the City Council adopted Resolution 14-061 that created a compensation plan and salary schedule for non -represented employees; and WHEREAS, the City of Port Townsend subsequently completed a compensation study for non -represented employees, including wage and benefit comparisons; and WHEREAS, in 2025, staff recommend amending the 2025 Salary Schedule to add a Civil Engineer position; and WHEREAS, in 2025, staff also recommend amending the 2025 Salary Schedule to update the Arts and Culture Coordinator position; and WHEREAS, the City Council, having carefully considered this recommendation, has determined it to be in the best interests of the City to adopt the recommendation. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: 1. The Council adopts the proposed salary schedule for non -represented employees in substantially the same form as the schedule at Exhibit A. 2. The Council adopts the proposed authorized positions schedule adding one 2025 FTE, in substantially the same form as the schedule at Exhibit B. 3. The City Manager is authorized to take administrative actions consistent with this Resolution. Resolution 25-001 Page 2 of 2 ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 21 st day of January 2025. Attest: Alyssa Rodrigues City Clerk Approved as to form: David J. Faber Mayor CITY OF PORT TOWNSEND NON -BARGAINING EMPLOYEE POSITION CLASSIFICATION SALARY SCHEDULE BUDGET 2025, Salary Schedule effective January 1, 2025 Elected Officials Classification Minimum Maximum Mayor $ 12,900 $ 12,900 Councilmembers $ 8,700 $ 8,700 Non Represented Employees Range Classification Step 1 Step 9 600 City Manager Per Contract 631 City Attorney $ 150,695 $ 186,862 631 Chief of Police $ 150,695 $ 186,862 630 Public Works Director $ 143,519 $ 177,964 630 Finance and Technology Director $ 143,519 $ 177,964 629 Planning & Community Development Director $ 136,685 $ 169,490 629 Community Services Director $ 136,685 $ 169,490 628 Deputy Police Chief $ 130,176 $ 161,419 628 Deputy Public Works Director/City Engineer $ 130,176 $ 161,419 627 Deputy Public Works Director/Engineering Svcs Mgr $ 123,977 $ 153,732 627 Director of People & Performance $ 123,977 $ 153,732 627 City Engineer $ 123,977 $ 153,732 626 Assistant City Engineer $ 118,074 $ 146,411 625 Prosecuting Atty/Asst City Attorney $ 112,451 $ 139,439 625 Human Resources Manager $ 112,451 $ 139,439 625 Communications & Marketing Director $ 112,451 $ 139,439 624 Planning Manager $ 107,096 $ 132,800 624 Civil Engineer III $ 107,096 $ 132,800 624 Public Works Operations Manager - Streets $ 107,096 $ 132,800 624 PW Ops Manager - Water $ 107,096 $ 132,800 624 PW Ops Manager - WWTP $ 107,096 $ 132,800 623 Library Director $ 101,997 $ 126,476 623 Finance Manager $ 101,997 $ 126,476 623 Building Official $ 101,997 $ 126,476 623 Project Manager III $ 101,997 $ 126,476 622 Parks & Facilities Manager $ 97,140 $ 120,453 622 Communications & Marketing Manager $ 97,140 $ 120,453 622 Civil Engineer II $ 97,140 $ 120,453 622 Accounting Manager $ 97,140 $ 120,453 622 City Clerk $ 97,140 $ 120,453 621 Project Manager II $ 92,514 $ 114,717 620 Library Manager - Public & Tec Svs $ 88,108 $ 109,254 620 Library Manager - Youth Services $ 88,108 $ 109,254 620 Senior Planner $ 88,108 $ 109,254 620 Civil Engineer 1 $ 88,108 $ 109,254 620 Finance & Budget Analyst $ 88,108 $ 109,254 620 Long Range Planner (Limited Term) $ 86,106 $ 109,254 619 Project Manager 1 $ 83,913 $ 104,052 618 Housing Grants Coordinator $ 79,917 $ 99,097 618 Civil Engineer EIT $ 79,917 $ 99,097 617 Public Records Officer $ 76,111 $ 94,378 617 Human Resources Specialist or Generalist $ 76,111 $ 94,378 617 Executive Assistant to City Manager $ 76,111 $ 94,379 616 1 Payroll Administrator $ 72,487 $ 89,884 616 Deputy City Clerk $ 72,487 $ 89,884 616 Legal Assistant $ 72,487 $ 89,884 616 Legal Assistant/Deputy Clerk $ 72,487 $ 89,884 615 Executive Assistant to Chief of Police $ 69,035 $ 85,604 614 lArts & Culture Coordinator $ 65,748 $ 81,528 610 1 Navigator (Limited Term) $ 54,091 $ 67,073 Hourly Part -Time Positions 612 Human Resources Assistant $ 28.67 $ 35.55 610 Library Associate $ 26.01 $ 32.25 605 Library Assistant Substitute $ 20.38 $ - 603 Library Courier $ 18.48 $ 22.92 601 Library Page $ 16.76 $ 20.79 Reserve and Seasonal Positions ** Seasonals not included in Total FTE count Seasonal Workers $ 16.76 $ 20.79 CITY OF PORT TOWNSEND UNION/REPRESENTED EMPLOYEE POSITION CLASSIFICATION SALARY SCHEDULE BUDGET 2025, Salary Schedule effective January 1, 2025 Union/Represented Employees Grade Classification Minimum/hr Maximum/hr ** 31 IT Network Administrator $ 45.43 $ 51.56 29.5 Accountant $ 39.17 $ 44.45 29.3 Associate Planner $ 37.80 $ 45.73 29.3 GIS III $ 37.80 $ 45.73 29 Master Electrician $ 37.08 $ 42.12 29 Crew Chief $ 37.08 $ 42.12 25 IT Technical Support $ 36.40 $ 41.38 23 Building Inspector $ 35.54 $ 40.37 23 Code Compliance Officer $ 35.54 $ 40.37 23 Public Works Inspector $ 35.54 $ 40.37 23 Crew Chief Apprentice $ 35.54 $ 40.37 23 GIS II $ 35.54 $ 40.37 23 Journey -level Electrician $ 35.54 $ 40.37 23 Project Accounting Specialist III $ 35.53 $ 40.36 21 Operator II $ 34.49 $ 39.18 21 Police Records Lead $ 34.49 $ 39.18 19 Assistant Planner $ 33.93 $ 38.53 19 Finance Specialist $ 33.93 $ 38.53 19 Land Use Specialist $ 33.93 $ 38.53 19 Project Accounting Specialist II $ 33.93 $ 38.53 19 Purchasing/Contracts Specialist $ 33.93 $ 38.53 17 Mechanic $ 32.94 $ 37.42 15 JApprentice Electrician $ 32.21 $ 36.44 15 loperator 1 1 $ 32.21 1 $ 36.44 13 Associate Librarian $ 29.04 $ 32.97 13 Finance Tech III $ 29.04 $ 32.97 13 Police Clerk $ 29.04 $ 32.97 13 Public Works/Engineering Support Specialist III $ 29.04 $ 32.97 13 Permit Technician III $ 29.04 $ 32.97 13 Project Accounting Specialist 1 $ 29.04 $ 32.97 11 Parks, Rec & Comm Services Admin Support Spec $ 26.97 $ 30.53 11 Public Experience Liaison $ 26.97 $ 30.53 11 Utility Billing / Collection Specialist $ 26.97 $ 30.53 11 Permit Technician 11 $ 26.97 $ 30.53 11 GIS 1 $ 26.97 $ 30.53 9 Community Services Officer $ 26.48 $ 30.28 9 Finance Tech 11 $ 26.48 $ 30.28 9 Maintenance Worker $ 26.48 $ 30.28 9 Permit Technician 1 $ 26.48 $ 30.28 9 Public Works/Engineering Support Specialist 11 $ 26.48 $ 30.28 7 Maintenance Worker Apprentice $ 25.61 $ 29.09 7 GIS Apprentice $ 25.61 $ 29.09 7 Administrative Assistant $ 25.61 $ 29.09 7 Facilities Custodian $ 25.61 $ 29.09 7 Finance Tech I $ 25.61 $ 29.09 5 Library Assistant $ 20.95 $ 23.52 Police Officer $ 38.92 $ 44.67 Sergeant $ 50.04 $ 54.73 CITY OF PORT TOWNSEND - AUTHORIZED POSITIONS * Department/Division 2021 2022 2023 2024 2025 2025 Increase General Government City Manager 1.0 1.0 1.0 1.0 1.0 0.00 City Attorney 2.0 2.0 2.0 2.0 2.0 0.00 Communications & Marketing 1.0 1.0 1.0 0.00 Planning & Community Development 8.0 8.5 9.51 10.0 11.0 0.00 Finance, UB, PRR 9.01 9.0 9.0 9.8 11.0 0.00 Police Admin & Operations 18.6 20.1 22.1 22.3 20.0 0.00 City Clerk/Human Resources 3.6 4.0 5.0 4.8 3.5 0.00 Street 1.7 1.7 1.7 1.9 2.7 0.50 ERR - Fleet & IT 3.0 3.0 3.0 4.0 4.0 0.00 Total General Government 46.9 49.3 54.3 56.8 56.2 0.50 Community Services Comm Svcs Administration 0.0 0.0 0.0 0.0 0.7 0.67 Arts & Culture 0.0 0.01 0.0 0.0 1.0 1.00 Facilities 3.5 3.5 3.5 5.5 4.9 0.00 Parks Maintenance & Recreation 3.5 4.2 4.2 4.5 5.5 1.00 Pool 4.0 0.0 0.0 0.0 0.0 0.00 Library 8.9 8.9 8.9 8.9 8.0 -0.67 Total Community Services 19.9 16.61 16.6 18.9 20.0 2.00 Public Works & Utilities (excl UB) Public Works Administration 2.5 2.5 2.5 3.5 3.5 0.0 Public Works Engineering 5.9 6.5 6.5 6.5 8.5 1.0 Utillities Water Distribution 5.0 5.0 5.0 5.0 7.8 1.0 Water Quality & Resource 4.0 4.0 4.0 4.0 3.5 0.0 Wastewater Collection 2.2 2.2 2.2 2.6 3.4 0.5 Wastewater Treatment 3.5 3.5 3.5 5.0 4.4 0.0 Biosolids 2.5 2.5 2.5 3.0 3.0 0.0 Stormwater 3.1 3.1 3.1 3.8 4.3 0.0 Total Public Works & Utilities 28.7 29.3 29.3 33.4 38.3 2.50 TOTAL CITY FTES 95.5 95.2 100.2 109.1 114.E 5.00 Percentage Change 5.3% Positions not currently counted as FTES 2021 1 2022 1 2023 2024 1 2025 Mayor/Council 7.01 7.01 7.01 7.01 7.0 * Total City FTES does not include leave payouts or seasonal positions within the number of FTEs & within the budgeted salaries & benefits amounts. City0f Port ' m�10 Townsen Submitted By: Emma Bolin Department: PCD Agenda Bill AB25-004 Meeting Date: January 21, 2025 Agenda Item: Consent IX D ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: 1/16/25 Contact Phone: 360-390-4048 SUBJECT: Consent Agenda approval for funds to support PCD temporary staff or consultant support. CATEGORY: ❑x Consent ❑ Resolution BUDGET IMPACT: Expenditure Amount: $ 25,000 ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑x No ❑ ❑ Contract Approval ❑ Other: Discussion Item ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3-Year Strategic Plan: N/A Cost Allocation Fund: 010-022 GF - Development Services SUMMARY STATEMENT: On December 16, 2024 City Council approved a consent agenda request for PCD personnel funding to hire a successor planning manager and overlap with the outgoing planning manager. The PCD Planning Manager has expedited their retirement timeline, thus there is no need to overlap two managers at the same time. However, permit workload and staffing shortage until a successor may onboard threatens the City's ability to deliver project permits consistent with the new timelines in SB 5290. Staff proposes to use the not to exceed amount of $63,000 already approved by Council on December 16, 2024 be repurposed. The budget impact as stated on December 16tn is $25,000 due to grant carryover savings. The request is to authorize the PCD Director to fill new temporary positions or to contract with on -call permit assistance per Resolution 24-038 using the not to exceed funding amount that requested originally to overlap the outgoing and incoming Planning Managers. ATTACHMENTS: A. Resolution 24-038 CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: If approved as part of consent agenda, approve authorization of not to exceed $63,000 in PCD personnel funding to hire temporary staff or on -all contractual support to assist with permit volume. ALTERNATIVES: ❑x Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑x Postpone Action ❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 24-038 RESOLUTION NO.24-038 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, AUTHORIZING THE DIRECTOR OF PLANNING AND COMMUNITY DEVELOPMENT TO CONTRACT FOR ON -CALL PERMITTING ASSISTANCE; AUTHORIZING THE DIRECTOR OF PLANNING AND COMMUNITY DEVELOPMENT TO FILL NEW POSITIONS IN THE DEPARTMENT OF PLANNING AND COMMUNITY DEVELOPMENT CONTINGENT ON PERMIT REVENUE; AND DECLARING THAT THE CITY HAS AMENDED THE PORT TOWNSEND MUNICIPAL CODE TO REQUIRE A MEETING WITH PERMIT APPLICANTS TO ATTEMPT TO RESOLVE ISSUES CONSISTENT WITH RCW 36.70B.160. WHEREAS, the City desires to declare and establish actions for compliance with Second Substitute Senate Bill 5290 ("S.B. 5290") passed by the Washington Legislature in the year 2023 and codified as RCW 36.70B.160; and WHEREAS, the amended language of RCW 36.70B.160 encourages local governments to adopt further project review and code provisions to provide prompt and coordinated permit review, and ensure accountability to applicants and the public; and WHEREAS, the City seeks to adopt the three items listed below in Sections 1 through 3, in the interest of prompt and coordinated land use permit review, and to provide for accountability to applicants and the public consistent with RCW 36.70B.160(1); NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: Section 1. The Director of Planning and Community Development is authorized to contract for on -call permitting assistance for when permit volumes or staffing levels change rapidly, consistent with RCW 36.70B.160(1)(d), up to the amount of funds allocated for such assistance pursuant to the approved City budget. Section 2. The Director of Planning and Community Development is authorized to fill new positions in the Department of Planning and Community Development when permit volumes or staffing levels require change, consistent with RCW 36.70B.160(1)(e), contingent on increased permit revenue and pursuant to the approved City budget. Section 3. The City has amended Port Towsend Municipal Code Section 20.01.110 to require a meeting with applicants to attempt to resolve outstanding issues during permit review, consistent with RCW 36.70B.160(1)0). ADOPTED b the City Council of the City o capt To regular meeting thereof, held y y y � � Townsend at a this 2nd day of December, 2024. mow. Davi 1 Fab ., Mayor Resolution 24-038 Attest: ..q.�,gy....gy.�. („1'6 Clerk City0f Port Townsen Submitted By: Steve King, PW Director Department: Public Works Agenda Bill AB 25-005 Meeting Date: January 21, 2025 Agenda Item: Consent IX. E ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: January 15, 2025 Contact Phone: 360-379-5090 SUBJECT: Authorizing the City Manager to sign a grant agreement with the Washington State Transportation Improvement Board for the 2025 Arterial Preservation Chip Seal project and the Lawrence Street Multimodal project and enter into all contracts and agreements necessary to execute the project. CATEGORY: ❑x Consent ❑ Resolution C Staff Report ❑ Ordinance Contract Approval ❑ Other: BUDGET IMPACT: Expenditure Amount: See below Included in Budget? Yes ❑ No ❑x 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 (TIB) Funding in the summer of 2024 as supported by the City Council on June 28, 2024. The meeting agenda and video is available on the City's website under 2024 Council Archives at: t.! se//ciit of teas/ciit councill/ a e/a endasmiinutesvideos As reported in the City Council workshop on January 13, 2025, also available for viewing online, the City received TIB funding for two project illustrated on the city street projects map below. Existing Grants 119thi St Sidewalks. Landes to San Juan Disc/Sheridain Int. Wash. Sidewalk: SR 20 to the Courthouse Tyler St. Paving:. Lawrence to Jefferson 115 Arterial St Plan Active Tr'anspa. Plan, U polate Sims Way Pedl. Haines to Benedict ew Grant Funding uuuuuuuuuuuuuuuuuuuuuuuuuuuuu IF' St. and San Juan Ave. Pvmnt.. Preservation, Lawrence St Pavement and Sidewalks.. Harrison to Walker Sims Way Sidewalks: Logan to Hancock Sims Way Shared Paths: Sheridan to Haines Safe Routes to Schools The arterial pavement preservation (APP) program is designed to help cities preserve streets from reaching a state of disrepair as noticeable Lawrence Street. Chip seal is a proven approach to preserving existing streets. Both F and San Juan are now over 20 years old and well past the need of preservation treatments. A chip seal will extend the life of both of these streets 15-20 years. The City was successful to receiving $264,618 in grant funding. Transportation Benefit District fund are recommended for match as to cover administrative staff time. The budget estimate is as follows and will need to be included in the first 2025 budget supplemental. Given the City received this grant funding, additional street preservation work may be possible. For example, Kearney Street and Fir Street both need preservation due to aging pavement. Additionally, work will include repair of a section of failed San Juan at its intersection with 19tn L'viniated Bucl et 202.5 Arterial C'hil,-) Seal project The schedule for this work is anticipated to be completed in 2025. Additionally, the City received a large arterial street grant to reconstruct Lawrence Street between Harrison and Walker Streets. The title of this project is the Lawrence Street Multimodal project. The grant will fund pavement repair, sidewalk repairs, ADA upgrades and fill the gaps where there is missing sidewalk. Grant funding totals $2,992,000. The total project cost is estimated at $4,131,000 including grant match, administration costs, and utility work. A detailed budget follows. This project is not in the current budget and will need to be added in the first 2025 supplemental. Revenue Project Budget 1 loll& 2,992,000 :..............................:......................................................................................................................................................................:..... ........ TE,la, � 475„r�r�r� ............................;................................................................................................................................................,.....................................:................. 4 'dater Sewer � 433.tititi Total Revenue $, 4,131,000 Expense Design Engineering I Permitting ....................................................................................................................................................................................................... ...................................................................................................................o...................................................... N:esi gn............................................................................................................................s..:......................53'2„999 ......................................................................................................................................................................... ................................................................................................................................................e...................................................... ......................................................................................................................................................................... Subtotal ...................................................................................................................................................................................................... S 582,000 Construction Construction Contract .......................................................... S 3,042,000 .................................................................................................................................................:....................................................... CN Engineering ............................................................................................................................... ........................................................................................................................................................................................................ 353,000 ........................................................................................................................................................................................................ ................................ 3ubtokal .................................................................................................................................................:....................................................... _....................................................... S 3,395,000 ProjectManagement:....................................................................................................................................... ........................................................................................................................................................................................................ In eligible Costs for adr nin ................................................................................................................................... 154„000 ........................................................................................................................................................................................................ ....................................................................................................................................................................................................... 3ubtokal .................................................................................................................................................:......................................:................ I54„tititi ProjectConting.en.nY.......................................................................................................................................... .Eligible for ...1.%..for the Arks ..................... :......................................................... REET _ _ _ _ Total Expense $ 4,131,01010 Larence ,street Multimuclal l'ro/ect Estimate Staff is grateful for the financial support and the community support from groups such as Local 2020, DASH, Jefferson Transit, and broad community support for repair of Lawrence Street. The schedule for the work is this project anticipates construction in 2026/2027. Additional City Council touch points are anticipated with design concept approval and construction contract authorization. Staff recommends City Council authorize the City Manager to enter into a grant agreement with TIB as well as necessary consulting and construction contracts to complete the project. ATTACHMENTS: Reference City Council workshop on January 13, 2025 at: h.it s.//cif asf .!u ir�rtiicrrsucasrt�/ n ir�� dA nd��i w iru h view id:::::4 cui id:::::: 4-05 .............................................................................................................................................................................................................................................i....................................................................................................................... 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 authorizing the City Manager to enter into a grant agreement with the Transportation Improvement Board and execute all necessary contracts and agreements to execute the work. ALTERNATIVES: 0 Take No Action 0 Refer to Committee 0 Refer to Staff ❑ Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: City0f Port Townsen Submitted By: Steve King, PW Director Department: Public Works Agenda Bill AB 25-006 Meeting Date: January 21, 2025 Agenda Item: Consent IX.F ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Date Submitted: January 15, 2025 Contact Phone: 360-379-5090 SUBJECT: Authorizing the City Manager to sign a grant agreement with the Washington State Department of Transportation and all necessary contracts and agreements to execute the Sims Way Sandy Williams, the Sims Way Bishop Canyon Bike/Ped, and the Safe Route to Schools Neighborhood Connections project and further authorize expenditure of additional Transportation Benefit District funds to repair the pavement for a section of Discovery Road between McClellan and Sheridan Streets in coordination with the already approved 19th and Sheridan Safety project. CATEGORY: ❑x Consent ❑ Resolution C Staff Report ❑ Ordinance Contract Approval ❑ Other: BUDGET IMPACT: Expenditure Amount: See below Included in Budget? Yes ❑ No ❑x 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 several grants through the Washington State Department of Transportation for pedestrian and bike safety as well as for transportation planning in 2024. These projects were supported by the City Council throughout the year on January 16th, May 20th, and on November 4th. The meeting agenda and video is available on the City's website under 2024 Council Archives at: t.! se//ciit of teas/ciit councill/ a e/a endasmiinutesvideos As reported in the City Council workshop on January 13, 2025, also available for viewing online, the City received four grants as a result of those applications. The map below illustrates the projects highlighted in this agenda bill as well as other transportation project work in 2025 — 2027. Existift Grants 119thi St Sidewalks. Landes to San Juan Disc/Shleridaln Int. 1A,.... h. J Ullewalk: SR.20 to Courthouse �r St.. Paving:. Lawrence �fferson Lrteriial St Plan ive Tr'anspa. Plan, (late s way Pedl. Haines to edict rant Funding uuuuuuuuuuuuuuuuuuuuuuuuuuuuu . and San Juan Ave. ant.. Preservation rrence St Pavement Sidewalks: Harrison) Jalker s way Sidewalks: an to Hancock s way Shared Paths: riidlan to Haines Routes to Schools SR20 Bike/Ped Grant between Logan and Hancock The bicycle pedestrian grant program is intended to facilitate and encourage cycling and walking as opposed to motor vehicles. The program seeks opportunities to develop facilities that result in a reduced level of stress that comes from high volumes and high speeds of traffic. The City was successful in securing $1,234,000 to add a section of sidewalk between Logan Street and Hancock Street along SR20. The estimated budget for this project is as follows. The project and associated match will need to be included in the first 2025 budget supplemental. The project must still be approved by the legislature before funding can be released. E'sninated Bucl get - SR20 Bilve Pedsqfietv between Logan and Hancock The schedule for this work is anticipated for construction in 2027. Sandy Williams SR 20 Shared Use Paths and Sheridan Intersection The City received a Sandy Williams WSDOT grant in the amount of $500,000 for development of low cost shared use paths along SR20 between Sheridan and Haines. This project is intended to serve the most vulnerable non -motorized users in an area of our community where car ownership is very low. This project also includes preliminary design for a revised Sheridan SR 20 intersection. A detailed budget follows. This project is not in the current budget and will need to be added in the first 2025 supplemental. This project must be approved by the legislature before funding can be released. Larence ,street Multimudal Protect Estimate The schedule for this project anticipates completion in 2026. 19t" Street Pedestrian Safety Project — Landes to San Juan The City received a Highway Safety Improvement Grant for this critical non -motorized transportation route in the amount of $763,000 to build sidewalk between Landes and San Juan. Additionally, the project will include construction of pedestrian crossings. The project is funded are ready to start. The project is also included in the 2025 budget. The funding for the project is as follows. 19tD' ,street pedestrian S(fetp Btimate The project is slated to be constructed in 2026 Safe Route to Schools — Neighborhood Connections The City received $350,000 for planning safe neighborhood connection routes around schools, with a special emphasis on the High School area. The project will help plan for facilities to improve access to the schools in preparation for future grant funding. These funds are anticipated to be approved by the legislature this spring. The project can begin later this summer. This project carefully mirrors the Cohesive Arterial Street study in which non -motorized facilities types need to be planned on 15 of the City's arterial streets. It is possible that staff will combine these two projects for efficiency in public outreach. Revenue Project Budget 1 W5DOT Safe Routes to School 350,000 .............................:.................................................................................................................................................:......................................:............. 4 1f RED 50,000 .............................:.................................................................................................................................................:......................................:............. 4 Water Sewer .............................:.................................................................................................................................................:.................................................... 4 Stormwate,r Subtotal ................................................. ct Manaaerment In eliailble Gosts for adimin 50,000 Subtotal 50,000 ......................................................................................................................................................................:............. ct. Continaencv Eligible for i for the Arts REET Total Expense $ 400,0110p'. Budget estimate for the Safe Kontes to School Planning StucIv Discovery Road Pavement Repairs A couple of years ago, the City received a grant to finish Discovery Road from the School to the Sheridan intersection. The grant only funded non -motorized improvements. In the last 5 years, Discovery road pavement conditions have deteriorated significantly. Staff is recommending adding $200,000 to the project budget to repair the existing pavement in concert with the grant. Revenue Protect Budget Revised Protect Revised Project Budget 110124, Budget 11125 1.Federal Grant Funds (HSIIP) S 233,000 S 233,000 S 233,000 ............................................................................................................................................................................................................................................................................................................................................. 4.Re,al Estate Excise, Tax 15,000 S 35,000 S 35,000 .................. ................................................................................................................................... l.Additional Federal Funds (Anticipated) 50,000 S 50,000 ............................................................................................................................................................................................................................................................................................................................................. .Transportation Benefit District S 200,000 'Total Revenue $ 248,000 $ 318,000 $ 518,000 Expense Design Engineering I Permitting .... ..................................................................................................................... ............................................. A Design bonsultan� 22,Obb S 40,000 S 60,0001 22,000 40,000 60,000 170,850 170,850 170,850 30,150 30,150 30,150 ............................................................................................................................................................... 180,000 201,000 ............................................................................................................................................................. 201,000 381,000 ........................ 0 0 S ........................... ................................................... ....................................................... 2 5 0 0 0 S ........................ ................................................... ...2..5,0 '...0..0 .. 10,000 S 10,000 'Total Expense $ 248,000, $ 318,000, 518,000, Revised bncJgeifur the 1)iscover.v Road anclShericlan 11S11'project. The schedule for this project is to construct in 2025. Staff is grateful for the the community support from groups such as Local 2020, DASH, Jefferson Transit, and the broad community. These projects do not require the same kind of match as TIB projects, but also have a higher level of administrative costs to comply with the WSDOT procedures. All of the Transportation Benefit District funds used for administration is considered match to these projects in support of furthering city objectives. See the January 13, 2025 Council workshop for a discussion of all of the City work related to streets. 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 complete the project. Grant agreements will be entered into later this summer for projects awaiting State legislative approval. ATTACHMENTS: Reference City Council workshop on January 13, 2025 at: h.it s.//cif asf .!u ir�rtiicrrsucasrt�/ n ir�� dA nd��i w iru h view id:::::4 cui id:::::: 4-05 .............................................................................................................................................................................................................................................i....................................................................................................................... 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 authorizing the City Manager to enter into a grant agreement with the Washington State Department of Transportation and execute all necessary contracts and agreements to complete the work. ALTERNATIVES: 0 Take No Action 0 Refer to Committee 0 Refer to Staff ❑ Postpone Action ❑ Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: City0fPort Townsen' Agenda Bill 25-007 Meeting Date: January 21, 2025 Agenda Item: XLA ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Submitted By: Melody Sky Weaver Date Submitted: January 15, 2025 Department: Community Services Department Contact Phone: 360-344-3054 SUBJECT: Resolution 25-002 Authorizing the City Manager to Execute Transfer of Ownership Agreement with Port Townsend Main Street Program for the Tyler Plaza Lighting Project and the 2024 Bike Shelter Project to the City of Port Townsend CATEGORY: BUDGET IMPACT: Ongoing Maintenance ❑ Consent 0 Resolution 0 Staff Report ❑ Ordinance Included in Budget? Yes 0 No❑ ❑ Contract Approval ❑ Other: Discussion Item ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3-Year Strategic Plan: 1 - Build small town quality of life Cost Allocation Fund: 199 Community Services SUMMARY STATEMENT: The Port Townsend Main Street Program's mission is to preserve, promote and enhance the historic business districts of Port Townsend. Port Townsend Main Street wishes to transfer ownership to the City two new community enhancement projects that have been created in the last three years to enhance the downtown streetscape. The Tyler Plaza Lighting Project The Tyler Plaza lighting project was completed in fall of 2022. This project was funded in part from a grant from ArtsWA as an improvement in the Creative District which would enhance a public space downtown. Other partners included the Port Townsend Main Street Program, Studio STL for pro bono design assistance and in -kind labor provided by the City of Port Townsend Public Works. The project included purchase, fabrication and installation of steel poles, electrical install, and purchase and installation of gfi's, cables, and lights. The value of the total project was $34,090 with $15,000 provided by the ArtsWA infrastructure grant, $19,090 provided by the Port Townsend Main Street Program (PTMS), and in -kind labor/support provided by the City of Port Townsend. Because the Tyler Street Plaza is a City -owned plaza in the heart of downtown and played a key role in the implementation of this project, the Port Townsend Main Street Program wishes to transfer the ownership of the galvanized steel poles, cables, gfi's and hanging lights to the City of Port Townsend and its stewardship. Per conditions of the ArtsWA grant the City would now be responsible for any management/repairs needed ensuring that the public benefits from this project for at least five years from its installation. PTMS also plan to have a small sign acknowledging the partners at the plaza. The 2024 Bike Shelter Project The shelter arrived the second week of November 2024 and will be located in the 600 block of Water St. adjacent to the Cotton Building. It will be installed by the City of Port Townsend Public Works Crew, timing tbd. This bike shelter is an asset for the city and is an enhancement of the downtown streetscape. At this time, the Port Townsend Main Street Program wishes to transfer the ownership of this bike shelter to the City of Port Townsend for its future stewardship. It was paid for in partnership with the Port Townsend Main Street Board and the City of Port Townsend. The Port Townsend Main Street Program provided $8570 and the City provided $12,500 for the shelter. The project was coordinated by the Port Townsend Main Street Program Design Committee. No further cash funds are necessary at this time, the shelter is paid for in full and delivered. The total cost was $21,070.00, including shipping. ATTACHMENTS: W C =61ff R� IVA91 1iI1%, CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve Resolution 25-002 Authorizing the City Manager to Execute Transfer of Ownership Agreements with Port Townsend Main Street Program for the Tyler Plaza Lighting Project and the 2024 Bike Shelter Project to the City of Port Townsend ALTERNATIVES: ❑x Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action ❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 25-002 RESOLUTION NO. 25-002 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, AUTHORIZING THE CITY MANAGER TO EXECUTE TRANSFER OF OWNERSHIP AGREEMENTS WITH PORT TOWNSEND MAIN STREET PROGRAM FOR THE TYLER PLAZA LIGHTING PROJECT AND THE 2024 BIKE SHELTER PROJECT TO THE CITY OF PORT TOWNSEND WHEREAS, The Port Townsend Main Street Program's mission is to preserve, promote and enhance the historic business districts of Port Townsend. Tyler Plaza Lighting Project and the 2024 Bike Shelter Project are assets for the city and provide enhancements of the downtown streetscape; and WHEREAS, Port Townsend Main Street Program wishes to transfer the ownership of the above mentioned assets; and, WHEREAS, the City of Port Townsend has been instrumental in the installation of Tyler Plaza Lighting Project and will install the 2024 Bike Shelter Project; and WHEREAS, the City will now be responsible for any management/repairs needed ensuring that the public benefits from these projects; and, WHEREAS, City staff support the transfer of ownership of the projects; and, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend, that the City Manager is authorized to execute the memorandum of understanding agreements with Port Townsend Main Street Program for the transfer of ownership of the Tyler Plaza Lighting Project and the 2024 Bike Shelter Project to the City of Port Townsend. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 21 st day of January 2025. David J. Faber Mayor Attest: Alyssa Rodrigues City Clerk City0fPort Townsen' Agenda Bill 25-008 Meeting Date: January 21, 2025 Agenda Item: XLB ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Submitted By: Melody Sky Weaver Date Submitted: January 15, 2025 Department: Community Services Department Contact Phone: 360-344-3054 SUBJECT: Resolution 25-003 Authorizing the City Manager to Execute a Transfer of Ownership Agreement with Port Townsend Main Street Program for the Port Townsend Creative District to the City of Port Townsend CATEGORY: BUDGET IMPACT: One staff position and programming shared with LTAC's support ❑ Consent Z Resolution 0 Staff Report ❑ Ordinance Included in Budget? Yes Z No❑ ❑ Contract Approval ❑ Other: Discussion Item ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3-Year Strategic Plan: 1 - Build small town quality of life Cost Allocation Fund: 199 Community Services SUMMARY STATEMENT: About The Port Townsend Creative District Established in 2020 through a partnership with the Washington State Arts Commission (ArtsWA), the Port Townsend Creative District invites all to enjoy the breadth and diversity of art in our community. It is the 5t" Creative District in the State. Port Townsend has a rich history of creative pursuits, with world -class visual, literary, performing, culinary artists, makers, and arts organizations. From traditional wood crafts to internationally -recognized authors, chefs, musicians, and playwrights, there's never a lack of experiences to be found in Port Townsend. The Creative District spans the Downtown and Uptown historic districts as well as Fort Worden, a lifelong learning center and home to many of our cherished arts organizations and partners such as Centrum, Northwind Art, KPTZ Radio Port Townsend, the Port Townsend School of Woodworking and many more. Traverse the northeast tip of the Quimper Peninsula between these areas via our public trails and enjoy some of the most beautiful scenery and original Victorian architecture in the world, or pick up a tide chart from the Northwest Maritime Center and plan a trek from the iconic Point Hudson marina. On behalf of the hundreds of working artists in our Victorian seaport and arts community, we welcome you whole-heartedly and hope you enjoy what we have to offer. A key mission of the Creative District is to expand living -wage opportunities for artists who work, live, and show within the District's footprint by providing resources and support to market their craft. Through collaboration and promotions, we aim to amplify artist's ability to weather challenging times and remain at the center of our cultural economy. Our many goals include connecting audiences with artists, marketing our art community to a larger audience, and unifying our community's strategic efforts. The Port Townsend Creative District is a collaboration with the Port Townsend Main Street Program and our founding partner organizations: Centrum, Port Townsend Public Library, Northwind Art, KPTZ Radio Port Townsend, Key City Public Theatre, Fort Worden Public Development Authority, and the City of Port Townsend. (from htt s.// tcreativedistrict.or /about/ Transfer of the Port Townsend Creative District Port Townsend Main Street Program has been the incubator for the Creative District and always intended to find a permanent administrator for the Creative District. Other cities in the State do administer Creative Districts such as the City of Edmonds. The PT Creative District established the 2024 Arts & Culture Plan indicated the ways the City could support the arts, artists, and a thriving creative sector in Port Townsend including hiring an Arts & Culture Coordinator. City staff presented this idea to City Council, PTAC, and LTAC in 2024. LTAC agreed to financially help support the hiring of an Arts & Culture Coordinator and a programming budget for the Port Townsend Creative District Main Street is transferring the Port Townsend Creative District to the jurisdiction of the City of Port Townsend. The transfer of the administration of this program to the City of Port Townsend will be effective in January 2025. Based on correspondence with ArtsWA, the State administrator of the Creative District program, ArtsWA approves of this transfer and stated, "I want to commend you (Mari), Kris, and your entire team for your excellent stewardship of the Creative District these past several years. You have done great work to create a strong, sustainable district, and you should be proud of all that you have accomplished. I have enjoyed working with you all, and look forward to seeing how the district will evolve with the City as the administrator." Annette Roth, ArtsWA The Creative District program will be under the supervision of the City's Community Services Director, under the new City department —the Community Services Department includes Parks, Facilities, Library and Arts. The City plans to hire an Arts and Culture Coordinator in 1st quarter, 2025. The ArtsWA Creative District recertification takes place in Spring, 2025. With the help and support of the Creative District subcommittee, the City of Port Townsend will be the entity applying for the recertification of the Creative District designation through ArtsWA in Spring 2025. ATTACHMENTS: • Resolution 25-003 • ArtsWa Letter of Transfer Approval CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve Resolution 25-003 Authorizing the City Manager to Execute a Transfer of Ownership Agreement with Port Townsend Main Street Program for the Port Townsend Creative District to the City of Port Townsend ALTERNATIVES: ❑x Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action ❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 25 X'Y RESOLUTION NO. 25-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, AUTHORIZING THE CITY MANAGER TO EXECUTE A TRANSFER OF OWNERSHIP AGREEMENT WITH PORT TOWNSEND MAIN STREET PROGRAM FOR THE PORT TOWNSEND CREATIVE DISTRICT TO THE CITY OF PORT TOWNSEND WHEREAS, The Port Townsend Creative District was established in 2020 through a partnership with the Washington State Arts Commission (ArtsWA), the Port Townsend Creative District invites all to enjoy the breadth and diversity of art in our community. It is the 5�' Creative District in the State. Port Townsend has a rich history of creative pursuits, with world - class visual, literary, performing, culinary artists, makers, and arts organizations.; and WHEREAS, Port Townsend Main Street Program has successfully stewarded the creation of the Port Townsend Creative District and now wishes to transfer the administration of the program and all of its assets of the Creative District to the City of Port Townsend; and, WHEREAS, the City of Port Townsend has been an instrumental partner in the creation of the Port Townsend Creative District, and WHEREAS, ArtsWa has approved of the transfer of the Port Townsend Creative District to the City; and WHEREAS, the City will now be responsible administrating the Port Townsend Creative District including for applying for recertification in 2025; and, WHEREAS, City staff support the transfer of ownership of the Port Townsend Creative District; and, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend, that the City Manager is authorized to execute the agreement with Port Townsend Main Street Program for the transfer of ownership of the Port Townsend Creative District to the City of Port Townsend. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 21 st day of January 2025. Alyssa Rodrigues City Clerk David J. Faber Mayor Attest. Approved as to form: Alexandra Kenyon City Attorney Resolution 25-003 RESOLUTION NO. 25-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, AUTHORIZING THE CITY MANAGER TO EXECUTE A TRANSFER OF OWNERSHIP AGREEMENT WITH PORT TOWNSEND MAIN STREET PROGRAM FOR THE PORT TOWNSEND CREATIVE DISTRICT TO THE CITY OF PORT TOWNSEND WHEREAS, The Port Townsend Creative District was established in 2020 through a partnership with the Washington State Arts Commission (ArtsWA), the Port Townsend Creative District invites all to enjoy the breadth and diversity of art in our community. It is the 5�' Creative District in the State. Port Townsend has a rich history of creative pursuits, with world - class visual, literary, performing, culinary artists, makers, and arts organizations.; and WHEREAS, Port Townsend Main Street Program has successfully stewarded the creation of the Port Townsend Creative District and now wishes to transfer the administration of the program and all of its assets of the Creative District to the City of Port Townsend; and, WHEREAS, the City of Port Townsend has been an instrumental partner in the creation of the Port Townsend Creative District, and WHEREAS, ArtsWa has approved of the transfer of the Port Townsend Creative District to the City; and WHEREAS, the City will now be responsible administrating the Port Townsend Creative District including for applying for recertification in 2025; and, WHEREAS, City staff support the transfer of ownership of the Port Townsend Creative District; and, NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend, that the City Manager is authorized to execute the agreement with Port Townsend Main Street Program for the transfer of ownership of the Port Townsend Creative District to the City of Port Townsend. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 21 st day of January 2025. David J. Faber Mayor Attest: Alyssa Rodrigues City Clerk Melody Sky Weaver From: Sent: To: Cc: Subject: Hello Mari, Roth, Annette (ARTS) <annette.roth@arts.wa.gov> Friday, December 27, 2024 1:01 PM Mari Mullen Kerrigan, Adrienne (ARTS); Kris Nelson; Melody Sky Weaver; Giles, Korja (ARTS) RE: Port Townsend Creative District request Thanks so much for sending this over to us. Your request to transfer administration of the Port Townsend Creative District to the City of Port Townsend is approved. I have cc'd Adrienne Kerrigan and Korja Giles on this email. They will work with you and Melodyto cancel any existing contracts with Main Street and initialize any new ones with the City. They will also work with the City to ensure recertification of the district goes smoothly. I want to commend you, Kris, and your entire team foryour excellent stewardship of the Creative District these past several years. You have done great work to create a strong, sustainable district, and you should be proud of all that you have accomplished. I have enjoyed working with you all, and look forward to seeing how the district will evolve with the City as the administrator. With regards, Annette From: Mari Mullen <director@ptmainstreet.org> Sent: Friday, December 27, 2024 11:42 AM To: Roth, Annette (ARTS) <annette.roth@arts.wa.gov> Cc: Kerrigan, Adrienne (ARTS) <adrienne.kerrigan@arts.wa.gov>; Kris Nelson <kris@sirenspub.com>; Melody Sky Weaver <mweaver@cityofpt.us> Subject: Port Townsend Creative District request External Email Hi Annette, Hope you are well and enjoying the holidays. We have attached the memo requesting the transfer of the Port Townsend Creative District from PT Main Street's stewardship to the City of Port Townsend as previously discussed. We are excited for the possibilities ahead for the Creative District and we are so grateful to you and ArtsWA for all your support. We are also attaching the draft MOU transferring the Tyler Plaza lighting project asset to the City of Port Townsend which was an ArtsWA infrastructure project. They partnered with us on the project and it is a beautiful addition to our downtown. The Tyler Plaza Lighting MOU will be accepted in January, 2025. Thank you again, best wishes to you Annette! Mari Mari F. Mullen Executive Director The Port Townsend Main Street Program 211 Taylor Street, Suite #3 Port Townsend, WA 98368 (360) 385-7911 www.ptmainstreet.org [ Find Us on Facebook Join Us! Our mission is to preserve, promote and enhance our historic business districts. Agenda Bill 25-009 Meeting Date: January 21, 2025 CPortity0f Agenda Item: XI.0 ® Regular Business Meeting Townsen' ❑ Workshop/Study Session ❑ Special Business Meeting Submitted By: Melody Sky Weaver Date Submitted: January 14, 2025 Department: Community Services Department Contact Phone: 360-344-3054 SUBJECT: Resolution 25-004 Authorizing the City Manager to Negotiate and Execute Agreements for Services CATEGORY: BUDGET IMPACT: No impact ❑ Consent 0 Resolution Expenditure Amount: see attached ❑ Staff Report ❑ Ordinance Included in Budget? Yes 0 No❑ ❑ Contract Approval ❑ Other: Discussion Item ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 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 2024 budget to cover those agreements. The contracts are as follows: Port Townsend Main Street Program for community beautification, economic development, and maintenance. ATTACHMENTS: • Resolution 25-004 • PTMS 2025 Workplan • PTMS 2025 City Budget Request CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve Resolution 25-004 Authorizing the City Manager to Negotiate and Execute Agreements for Services ALTERNATIVES: 0 Take No Action ❑ Refer to Committee ❑ Refer to Staff ❑ Postpone Action 0 Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: Resolution 25-004 RESOLUTION NO. 25-004 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 regular meeting thereof, held this 21 st day of January 2025. David J. Faber Mayor Attest. Alyssa Rodrigues City Clerk T 2025 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 oreanization ❖ 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) with an additional $120,000 possible. • 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 • Board continues 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, WA State Main Street Program and ArtsWA: attend meetings as requested and as scheduling permits. • Write annual newsletter and post online • Attend Main Street trainings and networking meetings to connect with colleagues • Promote Uptown and Downtown Historic Districts via website and social media ❖ Increase Overall Community Involvement Collaborate with community groups according to work plans (PT Artscape, Centrum, Jefferson Museum of Art & History, Jefferson County Farmers 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 Kiwanis, Kinetics, Port Townsend Public Library, Jefferson County Community Foundation, Rhododendron Festival Association, Northwind Art, KPTZ 91.9 FM, Olympic Neighbors, and Port Townsend Rotary, the Magic of Christmas organization). Participate with partners in connection with the City of Port Townsend's Creative District efforts to promote a year-round economy through the arts. Cultivate volunteer pool and provide volunteer recognition; hold volunteer trainings 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 ❖ 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 (LTAC, EDC Team Jefferson, Jefferson County PUD, Port of Port Townsend) on relevant issues Update strategic planning document for 2025 ❖ Continue To Address Uptown Needs • Coordinate Uptown Street Fair • Attend Uptown business meetings when scheduled/requested, if possible send Uptown board representative PROMOTION COMMITTEE: Promote Uptown & Downtown as the city's social, cultural, and economic centers ❖ 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 and time allows; Rhody Festival, Uptown Street Fair Parade, lead Main Street Downtown Trick or Treat Parade. • Encourage merchants to use social media: 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" tours to educate about town in 4t" quarter; • Coordinate Holiday Promotion Marketing Campaign: Tree Lighting and Santa Visit, Small Business Saturday, caroling, and entertainment and nonprofit 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 -off season event • Haunted Histories & Mysteries of Port Townsend tours — off season event • Tree lighting & Santa Visit ❖ Manage Retail Promotions • Art Wave: Children's Art in stores in May • Girls' Night Out, October off season event 2 Holiday Promotions; Small Business Saturday, Window Decorating Contest, nonprofit events under the tent ❖ 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, and help decorate the Haller Fountain, Adams Street Park, the Tyler Street Plaza event tent (pending funding) 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 • Continue to coordinate the new downtown greeter program to help fill the customer service gap for visitors since the closure of the Chamber of Commerce; partner with Fort Worden and the City of PT on outreach. Supervise the visitor greeter; store the e-bike in a convenient downtown location, work with the Fort to provide printed visitor information. There is a possibility to expand this successful program in 2025, funding dependent. • Executive Director attends meetings with City and other partner meetings as schedule permits • Executive Director serves on LTAC committee (nonvoting) and attends meetings, bi-monthly basis • PT Main Street marketing staff member attends City Marketing meetings ECONOMICS COMMITTEE: Strengthen and broaden the economic viability of the commercial historic districts ❖ 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 twice a year to review applications received —Spring and Fall ❖ 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 ❖ 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 ❖ Timing TBD Communicate City of Port Townsend parking management plans to stakeholders 3 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 • Encourage good design and mentorship through design committee members • Educate members about the importance of the character of the historic districts • Research options related to design projects which enhance the historic districts • 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 • Purchase new streetscape furniture to replace worn out furnishings (budget dependent) • Continue to enhance the Adams Street end parklet project as funding allows. • Continue to keep at the improvements funded by the Master Gardeners grant • 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 continued improvements of Adams Street Park (parklet); work with the City • Repaint Tyler Street stairs (budget dependent) • New for 2025; assist with Uptown Streetscape maintenance with new plantings that are part of Lawrence Street Improvement Project; budget dependent. ❖ 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 • Work on a new plan for roofline lighting ❖ 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 contract 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 2 Sept. 12, 2024 John Mauro City Manager, City of Port Townsend 250 Madison Street Port Townsend, WA 98368 Dear John, Hope all is going well. Here is a draft of our 2025 funding request to the City of Port Townsend. We attach our draft 2025 Port Townsend Main Street Program workplan, and our 2024 strategic plan. The workplan will remain in draft form, along with our budget, until after our annual board retreat January, 2025. We are requesting that the City commit to our Main Street Program at the $150,000 level in 2025. Because 75% of the City's contribution is returned as a credit on its State B & O taxes in 2026, this equates to an out-of-pocket expense of $37,500. It's an incredible opportunity and value. We will submit a separate request for LTAC projects. We are requesting $100,000 for organizational support of our existing annual workplan to benefit the City of Port Townsend which includes our four focus areas of Organization, Design, Promotion, and Economics (including the two loan programs). This covers the current scope of landscaping/maintenance at Adams Street Park, the parklet, raingarden and tree well maintenance, equipment costs, Tyler Plaza plantings care, the monthly portolette fees for Tyler Street end, the bird abatement program, and costs related to April's Earth Day Spring Clean Up. While the USDA did not come through on their commitment this year, we will be in frequent communication with them to assure that the program will include Port Townsend in 2025. This is the breakdown of dollars for out-of-pocket expenses: Existing Projects: Adams Street Park maintenance: $2,000 (including backflow testing at Adams St) Plantings/supplies/maintenance $2,225 Adams Street Parklet/Tyler Plaza Portolettes at Tyler Street End: $5,400 Landscaping /downtown raingardens $25,000 (45 raingardens, 8o tree wells) Earth Day Clean up plants/supplies $1,000 Truck maintenance/fuel/insurance $2,500 Bird Abatement Program $1500 Total: $39,625 The additional $50,000 funds requested will be earmarked to purchase additional streetscape furniture to replace worn out streetscape tables/chairs and the benches at Adams Street Park. It will also help cover some of the increases we are seeing with insurance, portolette fees (up $558 in 2023 vs 2022) and supplies. The hard costs of these projects will exceed the additional $37,500 which is the City's out-of-pocket cost because of the 75% credit the City will realize in 2026 through the Main Street Tax Incentive Program: New Projects we would take on with additional funding: We are requesting funds for the enhancement of the historic districts and management of these projects: $11,200 for new Uptown maintenance work to care for new planting areas from March to November as described by Steve King, Public Works Director $1500 for additional plantings/supplies for downtown landscaping $5250 (purchasing eight sets of green Main Street tables and chairs —high quality Arc-en-ciel brand; 4 sets for Tyler Plaza, two sets for Adams Street Parklet, and 2 sets for Taylor Street —includes free shipping. $6500 (two high quality "Plainwell" streetscape benches to replace worn out benches at Adams Street Park (City -approved design like the wood benches by the Mount Baker Block Building pergola.) $1500 Hire a work crew to paint Tyler Street staircase (includes labor, supplies) $3200 in oversight for the landscaping program Downtown and Uptown. Total: $29,150. Grand total: $68,775 The hard costs outlined above relate to the enhancement of the streetscape downtown and Uptown, and the time heeded to supervise the projects. This is an estimation of our costs, and remaining funds will go to our workplan which can vary based upon fundraising success. This year we had success with several grants to support the Creative District as well as a Master Gardener's grant to improve the raingardens by Water/Madison this Fall. Our comprehensive workplan outlines all of our projects across the four points of Main Street: Organization, Design, Promotion and Economics. We produce 20 events which attract thousands of locals and residents to the historic districts, we manage retail promotions to bring business and customers to shop and dine locally, we coordinate two loan programs and improve the look of town with our Design and maintenance projects. We are looking forward to the installation of the new bike shelter later this Fall by the Cotton Building. This is an example of a great partnership. The City contributed $12,500 to this project and our board matched it with a gift of $9,500 due to rising costs. We anticipate that the City could contribute $150,000 through the Main Street Tax Incentive Program which is available to claim beginning January 13, 2025 in the initial round of funding. The total amount we can potentially raise is $213,333.33 for 2025, with an additional $120,000 possible, depending on funds availability and the state Main Street Program's instructions. We believe the projects listed above would be very beneficial to enhance our city. 2024 Projects: 2024 has been action -packed and fulfilling. We took on the Downtown -Mobile Greeter Project to fill the visitor customer service gap for summer/fall left by the closure of the Chamber of Commerce. We designed the e-bike wrap, hired the greeter, stock the supplies and store the bike for free through a generous building owner. It has been a heavy lift in our busy summer season but it is going very well. We will ask for additional funding to expand this effort next year through LTAC funding. Attendance at our special events continues to grow. We have met our commitments for the Creative District and look forward to helping with the transition of the Creative District to be housed at the City in 2025. Steady progress has been made with the implementation of the Arts and Culture Plan, the continued expansion of the Artist Directory, and increased outreach to artists through monthly meetups thanks to the vision of the Creative District Manager Mitzi Jo Gordon. We continued to support hiring local and showcasing local artists through the Soundcheck event. We have rebranded Art Walk and it is now a more cohesive event with increased participation. We thank the City of Port Townsend LTAC support of Creative District efforts. Our Concerts on the Dock series and the Uptown Street Fair had fantastic attendance and attracted strong sponsorship. Approximately 3,500 people attended the Uptown Street Fair and it was a colorful and fun -filled day. We have been a committed partner of the City. We are busy planning 4t' quarter events and promotions to keep the connection going for residents and visitors so that our businesses can work together for a successful holiday season. We are working with other nonprofits on marketing and events for Port Townsend 4t' quarter, thanks to LTAC funding. We constantly spread the word on the support available for businesses and our community with resources through our e-newsletter, website and social media presence. We continue to remain true to our mission —to preserve, promote and enhance the historic business districts. 2024 Committee Work Highlights: • We held a successful Earth Day Clean Up with our volunteers in April, which beautified downtown. • Haunted Histories and Mysteries will offer Haunted Walks on Saturdays in October and we will offer a history tour at the historic Hastings Building. • The Hanging Flower Baskets were especially beautiful this year, thanks to the care of our talented helper, Emily. • We have applied for grants for the benefit of the districts. We received ArtsWA grants for the Creative District and received an Arts Fund grant for Creative District efforts. There will be $7500 in funding for WSDOT Highway signage for the Port Townsend Creative District in 2025. We received a grant from the Master Gardens to beautify raingardens. Design: Winter Lighting: We serve on the City's LTAC Committee (nonvoting). We received funding for the Winter Lighting Plan. We hope to be able to continue the winter lighting program for 2025-2026—LTAC funding dependent. This includes illuminating 90+ trees downtown and Uptown decorations. We also replace burned out lights, store the product and hang giant snowflakes in Uptown. We have received great feedback on the lights. Other Design projects include beautification projects: • We have ordered the new bike shelter to be located by the Cotton Building and we are excited for this major improvement. Our Design Committee worked on adapting the concept to localize it, provided site plans and shepherded the design through the City meeting processes. We are grateful to the City and our board's commitment for helping fund this project. 2 • Our landscapers maintain the rani gardens downtown, Adams Street Park, the large pots of plants at Tyler Street Plaza, the plants at the new parklet and the hanging flower baskets. • We pressure washed the Cotton Building Plaza when feasible over the summer. • We maintain the portolettes by Tyler Street end. • We maintain the moveable green Main Street chairs and tables enhance the downtown streetscape. Several of these sets of furniture have worn out over the years and need replacement so we have requested additional budget funds for this in 2025. Economics work includes developing the Creative District Project for Port Townsend and promoting our two loan programs —the LENT Microloan Fund and the HUD Loan Fund. • The Port Townsend Creative District Project has involved monthly committee meetings, numerous Soundcheck meetings, applying for grants, interacting with partners, and participating in trainings with ArtsWA. We have been maintaining the five original art markers made by Jonah Trople. • The goal of Creative District Arts and Culture plan is to support sustainable jobs in the arts, elevating the arts as an engine for a year-round economy. We anticipate that this will be a high impact project that will pay dividends in future years. It will result in an elevated profile for Port Townsend's arts scene, bring more resources, grants, and potential opportunities for artists and expand arts audiences and tourism. It has been a major commitment for our nonprofit organization. We appreciate the City's financial commitment to help fund this effort and look forward to its transition to the City of Port Townsend in January 2025. • The Soundcheck event in August reached new audiences and it was well received. It offered a diverse array of local arts experiences and performances while also raising funds for the Creative District. • The Creative District Manager is working on the WSDOT signage project for next year. Promotions: • We presented eight Concerts on the Dock which brought thousands of people downtown on Thursdays in July and August. It was a huge hit and continues to bring locals people from all over the NW and beyond to enjoy free music on the waterfront. The musicians, sponsors, local vendors and the audiences loved the series, and it attracted new volunteers for our program. • The Uptown Street Fair was once again a grand celebration of Uptown and had a larger than usual parade— Is entries! • Girls' Night Out has a new theme of "Vino and Velvet" and will feature a sip n' stroll element this year to celebrate the event's 20t' anniversary. It raises funds for our nonprofit and for the Jefferson Healthcare Foundation to help women in need get cancer screenings. • We are working on holiday plans and hope to bring even more joy to the historic districts in collaboration with several nonprofits on marketing efforts thanks to LTAC. The Library coordinates the annual gingerbread contest which we promote and it is great fun. Organization/Tax Incentive Program and Additional Funds Request: We thank the City for its support of our nonprofit through the Main Street Tax Incentive Program. The City's participation in the Main Street Tax Incentive Program participation is key to a successful 2025. As in previous years, the scope of our work is dependent upon our overall budget and fundraising success. We are celebrating our 40t' year as a Main Street Program in 2025! We appreciate the City's support of our activities and we look forward to a productive year, bringing business prosperity and community spirit to the historic districts. We are honored to be able to serve our town. We have a resourceful, committed, and creative team working together with very dedicated volunteers who love Port Townsend. Thank you for supporting our nonprofit program which adds significantly to the quality of life of our residents and visitors. Sincerely, Mari F. Mullen Executive Director 3 muuuuuuuuuuuuuuuummuu umU� umU� I mmuuuuuuuuuuuuuuuuumu muuuuuuuuuuuuuuuummuu Vill) lillillilillillillillillillillillilliil, clliluuu mmmmuuuuuuuuuuuuuuuuuuuu Raoul uuuuuuuuuuuuuuuuu l Imlllmll�l� uuuuuuuuuuuuuuuuumuuuuuuuuuuuu 0uuuuuuumuu uumuUllllllmm �u lillillilillillillillillillillillilliil, clliluuu (311m m �ucillillillillilillillillillillillillillilliililill,p uumm�muuuuuuuuuuuu r �� wwu wmw, �uuuuuuuuuum ��wm„ N„� Elul umu uuuuuuuuuuuuuuuuuuu IuuUl ��„�""""""""" � ^ww„ N„� ��uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuum mmuuuuuuuuuuuuuuuuumu r � w,� r" muuuuuuuuuuuuuuuummuu I IUWmmNmnu II ww mmhuuuuuuuuuuuuuuuumu �mw �� ................. . ��ry mmuuuuuuuuuuuuuuuuumu uum uuuuuuuuuuuuu uuuuuuuuuuuumu uuuuuuuuuuuuu uuuuuuuuuuuumu wwwwwwwww� wwwwwww wnwmmmmm Wmmmmmmmmmw .' wwwmmmml wnwmmmmmmmmmmu www wwwuwwwwww PEW B 1 0 1 c ) on iwwwwwwwwww wwwwwwwwwww mo wu City0f Port ' m�10 Townsen Agenda Bill AB25-010 Meeting Date: January 21, 2025 Agenda Item: XI.D ® Regular Business Meeting ❑ Workshop/Study Session ❑ Special Business Meeting Submitted By: Cynthia Shaffer and Alexandra Kenyon Date Submitted: 1-15-2025 Department: People & Performance and Finance Contact Phone: 360-379-5045 SUBJECT: Update City Council Rules of Procedure, Section 5.5 City Manager Evaluation CATEGORY: BUDGET IMPACT: ❑x Consent ❑ Resolution Expenditure Amount: ❑ Staff Report ❑ Ordinance Included in Budget? Yes ❑ No ❑x ❑ Contract Approval ❑ Other: Discussion Item ❑ Public Hearing (Legislative, unless otherwise noted) ❑ 3-Year Strategic Plan: N/A Cost Allocation Fund: 010-011 GF - Mayor & Council SUMMARY STATEMENT: The Culture and Society Committee was asked by Council to review section 5.5 City Manager Evaluation of the City Council Rules and Procedure document. The Culture and Society Committee requested the City Attorney and the Director of People and Performance attend a meeting in December 2024 to discuss proposed language changes to the City Council Rules of Procedure document, specifically Section 5.5 City Manager Evaluation with an interest in updating language and ensuring the City Council Rules of Procedure document reflects the schedule for completing the evaluation process for the City Manager. Staff recommends that Council adopts the proposed language changes to section 5.5 City Manager Evaluation and the proposed City Manager evaluation timeline (see attachments). ATTACHMENTS: 1) Attachment 1 - Section 5.5 City Manager evaluation language with the proposed changes in draft form. 2) Attachment 2 - Section 5.5 City Manager evaluation language with the proposed changes in final form. 3) Attachment 3 - Proposed Timeline - City Manager Performance Evaluation CITY COUNCIL COMMITTEE RECOMMENDATION: N/A RECOMMENDED ACTION: Move to approve updates to City Council Rules of Procedures, Section 5.5 City Manager Evaluation and Proposed City Manager Performance Evaluation Timeline. ALTERNATIVES: ❑x Take No Action ❑ Refer to Committee ❑x Refer to Staff ❑x Postpone Action ❑x Remove from Consent Agenda ❑ Waive Council Rules and approve Ordinance ❑ Other: AttacIDmm lent 1 5.5. City Manager Evaluation. (a) The City Council shall evaluate the City Manager on an annual basis. The evaluation process shall be completed no later than April 30 of each year. .Fo be.j. i i t�i;,e...._ev. ,lijatu;,oti p ceess .tire i,;y Man ;a xe �EiIV:.....la �vu�lc a p esen Cation oi,tll ei� scVi'...asscss�tllre 01. C°Otto before JafWary 3 A via ati executive sessioni. ` U6 executive sessioti is enicouraued 1:o.....�.:....s45..._a.....s.la.a .u,1.....g�Y;.:1:%p;�: (b) The Mayor, with assistance from Human Resources Department (HR), shall distribute an evaluation form following the example given in Exhibit E to each Council member no later than January 31 of each year. Each Council member will, using the adopted performance goals and criteria, rate the City Manager's performance, returning the evaluation to HR by February 14. The Mayor and HR shall consolidate all individual evaluations into one summary evaluation form. (c) The City Council shall schedule at least one executive session without the City Manager and ffffe t....Ieas1.....oll, ....executive session with the City Manager to meet and discuss the i�uerrcia F' a� ,, 33flYiin;f7%r�vr�'rEair'"iii 4i..ctc . T"1 r��Lsr p-r& ~ - - a V1 Ass.e ssnief.);I all d....t e SLIEr.nir ! y., cva.la i:a.1otl (.or..I. ald an prc��.pose�l a handles thereto. After this discussion, if no changes are required, the City Council shall adopt the written summary of the evaluation results in open session and provide a copy to the City Manager within 5 days of adoption........, I f ch t,ges are tiecessary, theti the Ci �°ou�n�ciV ma sci�e�luVe an�otll�e� e�eca�tive sessioti to further revise the .... .eva.lala.joll $or��r 1t is.._ef.)C0Lira. eel tll�at e ecu tine sessions aye sci e�luVe�l as slaecial meetiw s to..._alVow.._adequate time for discussioni. (d) The City Manager or the City Council may propose a mid -year performance check -in. (e) In order to provide for a "360 degree" evaluation, the City Manager shall initiate a review using the ICMA multi -rater evaluation tool, or equivalent evaluation to be agreed upon by the Council and the City Manager, at a minimum of once every four years. Attachment 2 — proposed language in final form 5.5. City Manager Evaluation. (a) The City Council shall evaluate the City Manager on an annual basis. The evaluation process shall be completed no later than April 30 of each year. To begin the evaluation process, the City Manager will provide a presentation of their self -assessment to the City Council before January 31 via an executive session. Such executive session is encouraged to be set as a special meeting. (b) The Mayor, with assistance from Human Resources Department (HR), shall distribute an evaluation form following the example given in Exhibit E to each Council member no later than January 31 of each year. Each Council member will, using the adopted performance goals and criteria, rate the City Manager's performance, returning the evaluation to HR by February 14. The Mayor and HR shall consolidate all individual evaluations into one summary evaluation form. (c) The City Council shall schedule at least one executive session without the City Manager and at least one executive session with the City Manager to meet and discuss the self - assessment and the summary evaluation form and any proposed changes thereto. After this discussion, if no changes are required, the City Council shall adopt the written summary of the evaluation results in open session and provide a copy to the City Manager within 5 days of adoption. If changes are necessary, then the City Council may schedule another executive session to further revise the evaluation form. It is encouraged that executive sessions are scheduled as special meetings to allow adequate time for discussion. (d) The City Manager or the City Council may propose a mid -year performance check -in. 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Unfortunately, our outdated laws tell a different story. Predetermined parking mandates forbid countless residents from creating a home or a job without spending significant sums to overbuild unnecessary parking, paved -over parts of buildings, lots, and neighborhoods that also compete for valuable space that could be used to house a family or create a business. This makes the things we want — from housing to daycare - more expensive and scarce. These mandates also make it illegal to build the affordable, walkable main streets and convenient, close-knit neighborhoods that historically formed the cultural and economic hearts of communities across the state. The mandates apply whether or not anyone thinks the space will ever be used. Costly parking mandates are a poison pill for housing affordability. Unnecessary mandatory parking requirements increase the cost of housing by adding $5,000 to $60,000 per stall, driving up prices for buyers and adding over $200 on average to the cost of monthly rent. The unnecessary expense can push projects into the red, meaning many homes never get built. The building projects that do go forward frequently have fewer homes than they could, because they are constrained by the size of the parking lot. This drives up housing costs and restricts our ability to meet our housing production goals and keep costs under control. Mandates also raise the price of most everything else. When we require builders to bundle excess parking with new buildings, we hide the cost of all this pavement inside the price of everything we buy, from groceries to childcare and healthcare. This also puts an unfair burden on people without cars, who are disproportionately lower income, elderly, BIPOC, or people living with disabilities. Parking mandates are also terrible for the environment, locking cities and towns into sprawl and strip -mall style development. Mandates frequently force builders to chop down mature trees that shade our neighborhoods and clean our air. Paving over trees and other green spaces with concrete worsens heat -islands and toxic runoff. The mandates also create sprawl and increase traffic, since parking takes up so much space and it is cheaper to build on the edge of cities where land costs are lower. Reforming our outdated system of parking mandates does not ban parking. Owners and builders still build parking, often choosing to build more than what is required, because most people rely on personal vehicles. Rather than a one -size -fits -all mandate that forces expensive overparking, parking reform provides flexibility to decide the right amount of parking to attract tenants or customers tailored to the specific context of the building and neighborhood. Some parts of Washington, like Spokane and Port Townsend have already made parking fully flexible, returning decisions to homeowners, local builders, and small business owners. Shoreline and Bellingham are following suit. Full parking flexibility makes sense in every community. Please pass the Parking Reform and Modernization Act, sponsored by Senator Jessica Bateman, so that we may create more diverse and affordable housing options and create livable, walkable communities in Washington. We, the undersigned, urge you to support this critical solution. Mayor Faber, This budget proposal supports two key initiatives: (1) Public Listening Sessions to engage with the community and (2) a Diversity, Equity, Inclusion, and Accessibility (DEIA) Assessment to guide informed decision -making. Together, these efforts align with the Equity, Access, and Rights (EAR) Advisory Board's mission to foster an inclusive city and provide actionable recommendations to leadership. 1. Public Listening Sessions (4-8 sessions in 2025) The listening sessions will provide a direct platform for community members, especially underrepresented groups, to share their experiences and perspectives. These sessions are critical for identifying barriers to participation, building trust, expanding public awareness of the board, and fostering transparency in city governance. They will also ensure that the EAR Board's future recommendations reflect the voices of those most impacted by inequities. Planned Community -Based Listening Sessions - We will co -host, outside of city hall, with local civic organizations that support underrepresented groups. Each session will be approximately 1.5-2 hours. • At least 2 sessions during regular EAR meetings to increase transparency and familiarize residents with board processes. Additionally, these sessions will allow us to receive feedback in real time regarding barriers to attending meetings in Council Chambers. • At least 2 sessions scheduled outside of monthly EAR meetings for broader engagement, with flexibility to hold additional sessions based on need. • Expected Attendance: 50-150 participants per session. Cost Breakdown per Session: • Rental space & childcare: $400-700 • Food: $400 • Advertisement: $600-1,200 (KPTZ, newspapers, flyering) Transportation vouchers: TBD Total Estimated Cost per Session: $1,400-2,300 Total Budget Request for 4-8 Sessions: • 4 sessions: $5,600-9,200 0 8 sessions: $11,200-18,400 2. Diversity, Equity, Inclusion, and Accessibility Organizational Assessment The DEIA Assessment is a foundational tool to help the EAR Board make informed recommendations and address systemic gaps within city operations. While the goal is to ground efforts in data rather than assumptions or incomplete information, it's important to recognize that traditional evidence -based practices often reflect dominant populations, with limited attention to marginalized groups and local realities. To address this, the assessment will include both quantitative and qualitative data, with lived experiences gathered through listening sessions given equal —if not greater —weight. Below are key ways the assessment will support the EAR Board's goals: 1. Baseline Understanding: The assessment will provide a clear picture of equity within city operations, identifying gaps or blind spots in staff operations, services, and public engagement processes. 2. Informed Recommendations: Concrete data will help tailor recommendations to address the most pressing issues, from staff training needs to improving service accessibility for underrepresented groups. 3. Credibility and Legitimacy: Hiring an independent consultant ensures objectivity, fosters trust with the community, and increases confidence in the board's recommendations. 4. Collaboration with Community Organizations: Engaging with local organizations that have long-standing relationships and intimate knowledge of the challenges facing our city's most vulnerable and marginalized local populations ensures the recommendations reflect community needs and foster long-term partnerships. 5. Ongoing Improvement and Accountability: The assessment will offer a strategic roadmap for continuous improvement and serve as a baseline for tracking progress over time. Assessment Process and Consultant Selection The DEIA Assessment estimates are based on MFR Coaching & Consulting (MFRCC), which conducted a similar assessment for the City of Bremerton in 2024. Bremerton's RFP for the assessment capped the budget at $30,000 and included both internal and external evaluations. MFRCC's approach involved hiring a local DEI expert to act as a liaison between the consultant and the city, ensuring the process stayed aligned with community priorities and timelines. Assessment Options and Estimated Costs • Internal Assessment: Focuses on equity within city operations (e.g., staff, elected officials, hiring practices). Estimated Cost: $18,950-28,175 • External Assessment: Engages the public to identify barriers and assess the inclusiveness of city services. Estimated Cost: $18,950-28,175 • Combined Assessment: Provides a comprehensive analysis integrating internal and external findings. Estimated Cost: $27,750-41,375 • Consultant Liaison Fee (Optional): $2,000-3,000 Total Budget Request for DEIA Assessment: • Combined Internal and External Assessment: $27,750-41,375 • With Consultant Liaison: $29,750-44,375 Budget Summary for Both Initiatives Project Estimated Cost Notes Public Listening Sessions $5,600-18,400 4-8 sessions depending on need. DEIA Assessment $27,750-41,375 Based on MFRCC estimate. Consultant Liaison $2,000-3,000 Adds project management (Optional; $50-$75/hour for capacity. 40 hours) EAR Board can play this role in lieu of a hired consultant. Total Budget Request $35,350-62,775 Inclusive of all initiatives The Public Listening Sessions and DEIA Assessment are essential initiatives that complement each other to advance the EAR Board's mission. The listening sessions will foster direct engagement with the community, and point to equity, access, and rights concerns that may need further focus. While the DEIA Assessment will provide the data and insights needed to make informed, impactful recommendations. Basing the DEIA Assessment on MFR Coaching & Consulting's (MFRCC) methodology, as used by Bremerton, ensures the process is objective, credible, and tailored to the community's needs. Investing in these initiatives demonstrates the city's commitment to transparency and accountability, fostering trust and laying the groundwork for continuous improvement. Thank you for taking the time to consider the Equity, Access, & Rights Advisory Board's budget request. By engaging community members, building collaborative partnerships, and grounding recommendations in evidence and the experiences of our local community members, the EAR Board will be well -positioned to promote equity, access, and rights across all city operations. These budget requests represent a strategic investment in inclusive governance and long-term community trust. Regards, Cameron Jones (He/Him), Co -Chair Stephanie Burns (She/Her), Co -Chair Aimee Samara (She/Her), Board Member Equity, Access, & Rights Advisory Board Hello Mr. Mayor, As a newly formed committee, we first want to acknowledge that the Equity, Access & Rights Advisory Board is still in the process of building cohesion among members from diverse backgrounds by fostering mutual understanding of the different perspectives represented on the committee. In this regard, we are prioritizing defining our scope of work and establishing equitable procedures that are both impactful and accessible. Emphasizing equity, access, and rights, the board seeks to ensure that our practices and procedures embody these values. This includes creating shared agreements within the committee, ensuring accessibility in agendas and meetings, and developing procedures to effectively address member comments. While we continue with this foundational work, we are proposing specific actions for inclusion in the city's comprehensive plan update. Using the EAR Charter (Resolution 23-027) as the guideline for our proposed focus areas, we specifically recommend: Ii &OX031F[N]AfA&*0107=001AF 100]:4:I_'1►�l�j�'!�`7:1�] YNdli�[�]►�!�`�iii 2. Serve as the resident advisory board regarding the following: a. Access to staff and the City Council for community members to raise concerns about equity and rights. b. Outreach and collaboration with the community, community organizations, and other jurisdictions, including maintaining a list of outside resources to assist community members. 5. Propose to City Council, and when directed, convene public listening sessions on difficult community issues and recommend equitable and effective actions. Proposal: Conduct community landscape analysis of equity. access. & rights efforts and projects. Collaborate with existing organizations and community members who are already working on relevant issues. This includes engaging with the comprehensive planning process and conducting community -informed listening sessions to understand community needs better. Additionally, this involves making surveys and future engagement events more accessible by promoting them through diverse channels and networks. Hosting these engagement and listening sessions will also help inform the development of an outside resource list to assist community members. f. Barriers identification and possible solutions for participation in City government and programs. Proposal: Identify barriers through community engagement, surveys, and listening sessions, and develop solutions to ensure meetings are accessible physically, digitally, and through translation services. This includes providing captions for Zoom meetings, translators for ESL (English as a Second Language) speakers, and sign language interpreters. Addressing these barriers will facilitate greater participation in government processes by diverse community members. 4. Formulate recommendations to City Council, staff, and other advisory boards regarding equity, access, and rights education, training, and resources. Proposal: Implement a Diversity. Equity. and Inclusion (DEI) organizational assessment to evaluate the current EAR landscape within city operations and identify areas for improvement. This includes DEI training for city council members, advisory board members, and city employees to foster a more inclusive environment. The assessment will help identify overlooked issues (blind spots) and inform EAR board recommendations for subsequent training and education opportunities. We kindly request that these proposals be considered for integration into the city's comprehensive plan update. Please let us know if you require any additional information or clarification. Regards, Cameron Jones (He/Him) Equity, Access & Rights Advisory Board Co -Chair Stephanie Burns (She/Her) Equity, Access & Rights Advisory Board Co -Chair