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Home My WebLink About012213 CITY OF PORT TOWNSEND MINUTES OF THE REGULAR SESSION OF JANUARY 22, 2013 CALL TO ORDER AND PLEDGE OF ALLEGIANCE The Port Townsend City Council met in regular session the twenty-second day of January 2013, in the Council Chambers at 540 Water Street. Mayor David King called the meeting to order at 6:30 p.m. ROLL CALL Councilmembers present at roll call were Robert Gray, David King, Kris Nelson, Catharine Robinson, Deborah Stinson, and Mark Welch with Michelle Sandoval excused. Staff members present were City Manager David Timmons, City Attorney John Watts, Public Works Director Ken Clow, Public Services Director Rick Sepler, Library Director Theresa Percy, and City Clerk Pam Kolacy. CHANGES TO THE AGENDA Ms. Robinson requested that Item E (contract approval with CP Communications) be removed from the consent agenda. There was no objection and the item was moved to "B" under New Business. SPECIAL PRESENTATION Library Centennial Proclamation Mayor King read a proclamation recognizing the beginning of the Library's Centennial celebration. The proclamation was accepted by Jennifer Cohn of the Library Advisory Board. Ms. Cohn and Library staff members Jody Glaubman and Theresa Percy commented on the upcoming year's centennial events. COMMENTS FROM THE PUBLIC Public comment Mirandy and Zoe Cook in support of the library. Bill Maxwell in support of the library. CONSENT AGENDA Bills, Claims and Warrants Vouchers 119637 through 119686 in the amount of$82,091.91 Vouchers 119705 through 119706 in the amount of$3,240.50 City Council Business Meeting January 22, 2013 Page 1 of 5 EFTs in the amount of$4,068.72 Vouchers 119708 through 119712 in the amount of$14,422.77 Vouchers 119715 through 119754 in the amount of$382.115.33 Vouchers 119755 through 119756 in the amount of$44,209.41 Approval of Minutes: December 10, 2012 and January 7, 2013 Advisory Board Appointment of Laureen Martin to the Arts Commission (Position 4, Term expires May 1, 2016) Fort Worden Lifelong Learning Center Public Development Authority ("FWPDA") - Board Appointment of Bill James Position 1 (three-year term, expiring 10/24/16) and Jeff Jackson Position 2 (three-year term, expiring 10/24/16) Authorization of agreement with Jefferson County for animal shelter services not to exceed $22,000 for 2013 Motion: Catharine Robinson moved to approve the consent agenda minus Item E (moved to new business). Mark Welch seconded. Vote: motion carried unanimously, 6-0 by voice vote. UNFINISHED BUSINESS - NONE NEW BUSINESS HVS Contract City Manager David Timmons presented the staff report. He stated that the City's marketing work plan for 2013 has identified the need for an assessment of the City's capacity to host events and functions. The expanding roles of the Northwest Maritime Center and Fort Worden as destinations for small conferences and events have brought to light some issues regarding the coordination and availability of community services that could enhance and support these events. A stakeholders group was brought together to discuss a proposal and the funding for a proposed study was approved by the Lodging Tax Advisory Committee as an appropriate use of LTAC funds. The study would compare Port Townsend with other benchmark communities. Issues discussed during clarifying questions included source of funding (Lodging Tax Advisory Committee has earmarked these funds from 2012 reserves), start date for the study(will be adjusted forward from November 14 date on proposal), other studies by the firm (Clam Cannery study for a local bank), whether information may be gleaned from the study that could be helpful in regard to the transient accommodations topic (consultants are aware). It was noted there is currently no cap on out-of-pocket expenses which are due in addition to the professional fee and staff will add language stating that expenses will be limited to no more than 10% of the City Council Business Meeting January 22, 2013 Page 2 of 5 total amount of the contract. Public comment: Todd Wexman spoke in opposition of approval and provided written comments for the record. Council held an extended discussion about the contract, again reviewing the source of funds (LTAC reserved funds from 2012); whether some items in the scope of work could be done by the marketing director (outside her scope of expertise), why the need is immediate (entities like the Chamber, Fort and Maritime Centers are identifying lost opportunities to bring conferences and meetings to Port Townsend). Councilors also wished to see the study done by the firm for a local bank regarding the Clam Cannery. Positive comments included recognition of the City's dependence on sales tax and how this could help increase tourism and the opportunity for getting more people to town during the shoulder season. Consensus was to delay consideration until the next business meeting so that Council members could review the prior study. , Contract Approval - CP Communications (Christina Pivarnik) for 2013 Tourism Marketing Services A request was made that abbreviations be spelled out (examples: TCC, OPTC = Tourism Coordinating Council, Olympic Peninsula Tourism Commission). There was no public comment. Motion: Catharine Robinson moved to approve authorizing the City Manager to execute a contract with CP Communications for 2013 Tourism Marketing services with addition of Fort Worden to the list of collaboration entities in second paragraph, fourth line of the Marketing Scope of Work. Kris Nelson seconded. Vote: motion carried unanimously, 6-0 by voice vote. PRESIDING OFFICER REPORT City Manager Evaluation Mayor King assigned Mr. Welch to coordinate the City Manager's evaluation, which will be a "360" according to the International City Managers Association guidelines. The Finance and Budget Committee will meet in the third floor conference room tomorrow so that the meeting can be webstreamed. It was noted that meeting after hours poses some accessibility issues as the front doors need to be locked at 5:00 p.m. The committee will discuss adjusting the meeting to start 30 minutes earlier. It will be suggested that the committee report regularly to the full Council. The Comprehensive Plan is in the Council office in a paper copy and a more use City Council Business Meeting January 22, 2013 Page 3 of 5 friendly version will be posted on line. Mr. King will provide a primer on using the City's website at his office hours on Thursday, Jan. 31. Community Development and Land Use Committee review of the transient accommodation regulations will be resumed not earlier than June. Mr. King spoke regarding the process for citizens requesting time to make presentations to Council. He noted that special presentations are generally approved upon request from organizations rather than individuals. If an individual makes a request to a council member, that member should bring forward the suggestion at a regular meeting for discussion by the Council. It was noted that many of these issues are already in progress or being dealt with at the committee or staff level so that should be confirmed. Comments were also made regarding the opportunity at each Council meeting for public comment on non-agenda items. Some requests are granted to increase the time allowed from 3 to 5 minutes. Citizens can also put concerns in writing for review by Council members. Council meetings are primarily for Council business and it is easy to get sidetracked if requests are not made through existing channels. At the same time, Council does not want to appear to be cutting off access for concerns or issues. CITY MANAGER REPORT POLICE DEPARTMENT UPDATE Mr. Timmons stated that a temporary position for Deputy Chief has been created. Michael Evans, who has been serving as grant writer and public safety analyst, will fill the job for a year. After the first year, the need for the position will be re-evaluated. Mr. Timmons also reported on the following. The City's insurance authority will be auditing this year for cyber liability issues. The 2012 year-end financial report will be presented to the Council in February. Committee schedules and work plans will be reviewed in March and committee activity is on an as-needed basis until then. When committees meet, they will be scheduled in the third floor conference room. Other topics Mr. Timmons will be addressing include the financial status of the Public Development Authority, the golf course lease, preparation for the workshop on January 28 regarding continued discussion of potential initiatives, town meetings, and negotiations with the General Government bargaining unit. SUGGESTIONS FOR NEXT OR FUTURE AGENDA, REGULAR MEETING AND/OR STUDY SESSION COMMENTS FROM COUNCIL Further work on the Customs House project may be assigned to the Special Projects City Council Business Meeting January 22, 2013 Page 4 of 5 Committee. EXECUTIVE SESSION ADJOURN There being no further business, the meeting was adjourned at 8:06 p.m. Attest: 1 Pamela Kolacy, MMC � � City Clerk City Council Business Meeting January 22, 2013 Page 5 of 5