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HomeMy WebLinkAbout07/19/1983 Special Meeting/Study Session JULY 19, 1983 23 SPECIAL MEETING The City Council met in session on this date at 11:45 a.m. in the Suncrest Room of the Holiday Inn Motel in a luncheon meeting with the Planning Commission. Council members present were Mayor Lynn Carmichael, Clarence Barnett, Lynn Budianan, Shirley Doty and W. K. "Pete" Mbbre. Beauchamp and Sparling absent. The Council held general discussion on various City matters relating to planning issues. No formal action was taken. There being no further business to cane before the Council, it was MOVED by Barnett, seconded by Doty to adjourn the meeting at the hour of 1:00 II/ STUDY SESSION The City Council met in session on this date at 2:00 p.m. in the Council Chambers of City Hall, Yakima, Washington. Council members present were Mayor Lynn Carmidhael, Clarence Barnett, Henry Beaudhamp, Lynn Budhanan, Shirley Doty, W. K. "Pete" Moore and Jack Sparling., 1. OPEN DISCUSSION FOR THE GOOD OF THE ORDER Council member Doty expressed her approval of the sidewalks being installed on Lincoln and 36th Avenue and questioned if the ;1 gas tax was the funding source for this construction. City Manager Zais responded affirmatively. It was MOVED by Doty, seconded by More to reappoint Deborah Patterson to the Planning Commission. Unanimously carried by voice vote. Council member Doty commented Larry Wright, Assistant Director of Community and Economic Development, has an item to bring before Council for consideration. Larry Wright informed Council the Yakima Basin Joint Board (YBJB) will be meeting this Friday, July 22, 1983 to discuss the visitation of several state and federal legislators who have been invited to tour the various agricultural projects and hydroelectric sites. He questioned if the City would like to provide the bus transportation for a tour of these areas. Discussion followed regarding the City's involvement with the Yakima Basin Joint Board. Larry Wright indicated August 19 was the date scheduled for the tour, at Which time the bus transportation would be needed. Council member Doty suggested it would be appropriate for the entire Council to accompany the legislators on this tour. It was MOVED to provide requested transportation for the committee and legislators for the purpose discussed. The motion died for lack of a second. Council member Moore suggested this item II/ , should be moved down under the Business portion of the meeting. It was MOVED by Beaudhamp, seconded by Moore to move this item down to Item No. 8a. under the Business portion of the meeting. Unanimously carried by voice vote. City Manager Zais addressed the information City Attorney Andrews distributed regarding the legal opinions he received . from the General Counsel for Municipal Research and Services . Center regarding the effect of the recent arrendirent to the Open Public Meetings Act. City Attorney Andrews invited Council to contact him if they had any questions on the qpinion. He stated Page 4 of the report indicates the recent ruling on the open Public Meetings Act does not apply to working committees of the Council. Mayor Carmidhael addressed the report from the Transit Subcommittee of July 19, 1983 distributed prior to the meeting. She indicated the report is not for discussion at this time, however, she indicated the wording would need to be changed on page 2 of the report Which addressed Council's action regarding discussion of the proposed relocation of the Transit systeM's staging area. 24 JULY 19, 1983 Mayor Carmichael invited Council members to participate in the Association of Washington Cities convention August 12, 1983 at Which time discussion of future legislation to eliminate same of the room tax money will be discussed. She expressed her concern regarding the _proposed legislation's effect on the expansion of the Yakima Convention Center. City Manager Zais informed Council a feasibility study for the Convention Center expansion will come before Council in the future. Council member Sparling expressed his interest in seeing a quarterly report on the Convention Center's payout ratio and questioned if Council could obtain this report. Council members Doty and Moore also expressed their interest in reviewing the quarterly report. Council member Moore urged all Council nembers to attend the August 12 AWC Convention due to the topic of room tax revenue and its effect on the City's plans to expand the Convention Center. Mayor Carmichael informed Council she was contacted by Dorothy Reid, Margaret Coffin Holnes' daughter, requesting a meting with three Council members and her attorney to discuss the manner in Which her mother's bequest of $20,000 was to be utilized. August 2nd at 11:00 a.m. was set as the time of the meeting with Council members Moore, Beauchamp and Sparling in attendance. Mayor Carmichael commented on the successful luncheon meting with the Planning Commission today and suggested the Council consider meeting with other Boards and Commissions of the City. She suggested these ffeetings could be held on a once a month basis and questioned Council's interest in this. Council member Doty suggested an alternative of fleeting every two months versus once a month. It was the consensus of the Council to met with the Downtown Area Redevelopnent Committee (DARC) in September. 2. DISCUSSION RB3ARDINU DESIRED MEETINGS SCHEDULE AND AGENEIN FORMAT (BASED ON COUNCIL DECISION OF 7/12/83) Mayor Carmichael informed Council the ordinance passed on June 28, 1983 designated the meeting to begin at 2:00 p.m. except for quarterly evening neetings to begin at 6:30 p.m. She stated the ordinance did not address the neeting format or agenda, but the time of the-meeting only. She questioned if Council would like to consider giving additional time to the Study Session and, therefore, change the time of the meeting to begin at 1:30 p.m. versus the current established time of 2:00 p.m. Council member Barnett stated he preferred the original time of the meetings; ,Study Session beginning at 1:30 p.m. and the Business meeting beginning at 3:00 p.m., as the 2:00 p.m. neeting tine does not allow sufficient time to address Council itens properly. Council member Moore stated he was in favor of the temporary neeting format erein Study Sessions and Business meeting were alternated and began at 2:00 p.m. as this saved staff time. Referring to the agenda format, Mayor Carmichael addressed the current placement of Audience Participation on the Agenda and questioned if this item could be placed at the end of Agenda so that citizens present for specific itens on the agenda would not have to wait. Council comber Barnett stated he was in favor of Audience Participation remaining at the beginning of the meeting. Council member Doty concurred with Council minter Barnett. It was the general consensus of the Council to leave the Agenda fonnat as it exists now. Council member Doty inquired if the City Manager could possibly group Study Session itens so that one week a particular Division would have one or two items at a neeting, to then refrain from scheduling any itens for that Division for the next week's meting. She questioned if this was possible as it appears this procedure would save staff time. City Manager Zais responded, indicating he would try to be attentative to this suggestion, however, it is sometimes hard to schedule itens in this manner due to the timeliness involved with specific items. It was MDVED by Doty, seconded by Moore to consider this item as Item 8b. under the Business portion of the meeting. Carried 6-1 voice vote. Barnett voting nay. JULY 19, 1983 2 3. REPORT FROM COMMUNITY AND ECONOMIC DEVELOPMENT REGARDING CITY OWNED PROPERTIES Larry Wright, Assistant Director of Community and Economic Development, informed Council that staff has compiled a series of maps for Council's review regarding City owned property. Referring to the maps on the wall, he explained the color coding system which identified the various uses of the properties. Council member Doty expressed her appreciation for the maps and the color coding system staff had devised. Larry Wright indicated staff will proceed to finalize the maps. 4. REPORT FROM FINANCE REGARDING INSURANCE PREMIUM 'SAVINGS, POLICY IMPROVEMENTS AND CLAIMS HISTORY Council member Budzanan was excused from this item due to a possible conflict of interest. Addressing the area of insurance improvements contained in staff's report, John Hanson, Director of Finance & Budget, informed Council of a ten million umbrella policy limit offered by Fred S. James Insurance Company versus a six million policy limit offered by Conover Insurance Company. He informed Council of staff's recommendation to raise the City's umbrella liability limit from six million to ten million at an additional premium of $2,000 annually. He stated Conover indicated that this is a small cost for the additional four million dollars worth of liability coverage. Mr. Hanson also addressed vehicle collision coverage and suggested coverage be added for all fire trucks and buses due to the relatively small premium for this coverage. Referring to insurance cost savings, Mr. Hanson informed Council the actual dollar savings to date for insurance for all funds, comparing budget versus actual expenditures for 1983, is slightly over $169,000. He stated the claims history indicates that the City had not encountered considerable claims this year. Council member Barnett requested clarification if the $10,000 deductible for the City's bus collision coverage was per accident, or for the life of the policy. John Hanson responded, indicating the deductible was per accident. Council member Doty expressed ' her concern regarding the need for the proposed his collision coverage and requested a collision history for the City buses. John Hanson responded, informing Council that collision coverage is different than liability coverage and indicated he did not believe there was a good documented history of collision coverage. Mr. Hanson referred to staff's report and recommended Item d.) coverage for the City's eighteen buses, at a $10,000 deductible, at a cost of $1,674 annually. Discussion followed regarding collision coverage for City buses and the collision costs incurred in the past. Council member Barnett requested clarification of Exhibit I regarding Insurance Premiums. Addressing the umbrella coverage policy, it was the consensus of the Council that the six million dollar umbrella coverage is sufficient. John Hanson reiterated that for the amount of additional coverage, the premium is relatively low. Glen Williams, Conover Insurance Company, was present to provide a history of the City's past participation regarding umbrella coverage and responded to Council's questions. It was MOVED by Doty, seconded by Moore to reconsider this item as Item 8c under the Business portion of the meeting. Carried by 5 -1 voice vote. Barnett voting nay. Buchanan excused due to a possible conflict of interest. BUSINESS MEETING 5. ROLL CALL At 3:00 p.m., the Council members commenced the regular meeting, Mayor Carmichael presiding, Council members Barnett, Beauchamp, Budzanan, Doty, Moore and Sparling and City Manager Zais and City Attorney Andrews present on roll call. _ 26 JULY 19, 1983 6. INVOCATION The Invocation was given by City Manager Zais. 7. CONSENT AGENDA Mayor Carmichael referred to the Items placed on the Consent Agenda, questioning Whether there were any additions or deletions from either Council members or citizens present. Council member Barnett requested Item No. 11 bP added to the Consent Agenda. Council member Doty commented she would agree to adding this to the Consent Agenda, however, she wanted to state she would still like the City to attract top flight individuals. It was the general consensus of the Council that the addition of Item No. 11, as requested, be made. The City Clerk then read the Consent Agenda items, including resolutions and ordinances by title. It was MOVED by Barnett, seconded by Buchanan that the Consent Agenda, as read, be passed. Unanimously carried by roll call vote. 8. STUDY SESSION ITEMS A. Item No. 1 Referring to the transportation request for legislators to tour the Yakima Basin Joint Board's agricultural and hydroelectric sites, it was MOVED - by Sparling, seconded by Beaudhamp to authorize the use of City buses for the transportation purposes as outlined by staff. Unanimously carried by voice vote. B. Item No. 2 Council member Moore provided background history on the item of Council meeting fotlitit changes for Council member Sperling as he was absent from prior discussions on this item. It was MOVED by Doty that the Council reconsider the temporary meeting schedule that Council was following for the months of May, June and July, 1983. The motion died for lack of a second. City Attorney'Andrews suggested Council reconsider the resolution proposed last week which would amend the City Council Rules of Procedures regarding Council meeting schedule and order of business. It was MOVED by Doty, seconded by Moore to reconsider the resolution referring to the formal adoption of the temporary meeting sdheduie. Failed by 3-4 voice vote. Barnett, Beaudhamp, Carmichael and Spading voting nay. Following discussion regarding the appropriate starting time of the Council meeting, it was MOVED by Moore, seconded by Doty to direct staff to bring back an ordinance Whidh would amend the meeting time from 2:00 p.m. to 1:30 p.m. Referring to the ordinance passed June 28 Which deleted the 5th Tuesday of a month as a meeting date, City Attorney 11/ Andrews questioned if Council wished to reconsider that action. It was the general consensus of the Council not to amend the ordinance. The question was called for a vote on the motion. Carried by 4-3 voice vote. Barnett, Beauchamp and Sperling voting nay. C. Item No. 4 Council member Buchanan excused due to a possible conflict of interest. It was MOVED by Doty, seconded by Beauchamp to amend the insurance policy to include insurance coverage for fire apparatus only as outlined in Item C of staff's report. Unanimously carried by voice vote. Buchanan abstaining due to a possible conflict of interest. *9. MINUTES The Council minutes of June 28 and July 7, 1983, were approVed, having been duly certified accurate by two Council members and no one present wishing to have said minutes read publicly. JULY 19, 1983 27 10. AUDIENCE PARTICIPATION a. Appearance by Dr. Habeck regarding major or minor modification of a Planned Development for property at 34th Avenue and Tieton Drive. Dr. D. A. Habeck summarized his January 25, 1983, request for a major modification to an office building at 3502 Tieton Drive, Wherein he requested to elevate the center of the building by approximately five feet, of which two neighbors to the north had objected. Subsequently, the request for the modification was denied. Addressing the modification request before Council today, Dr. Habeck informed Council his most recent request involved a dhange the angle of the middle of the roof of which he provided sketches for Council's review. He stated the new modification would kick out the roof angle in the middle of the building and would not flange the height of the building at any point. He informed Council this request carries some urgency due to the temporary condition of the building at this time and requested Council provide guidance as to What can be done with the_ building before winter. Dr. Habeck responded to- Council's questions, clarifying the most recent proposed design of the building. Council member Sparling inquired when the Planning Commission would be meeting next. Larry Wright, Assistant Director of Community and Economic Development, informed Council the next Planning Commission meeting would be September 6, 1983. It was MOVED by Sparling to consider this request as a minor modification. Motion died for lack of a second. George Sanford, 424 So. 35th Avenue, questioned if this was a hearing. Mayor Carmichael responded negatively, informing Mr. Sanford if Council were to determine this was a minor modification today, then action would be taken this afternoon; if Council were to determine this was a major modification, the proper channel would be to refer this item to the Planning Commission to then go through the appropriate hearing process. Mr. Sanford expressed his concern that his neighbors were not notified that this item was to come before the Council today and indicated he wanted a letter he had recently written to the Planning Division made part of the record. Mr. Sanford expressed his concern that the welfare of the neighborhood will be affected by the request proposed today and stated he was in opposition to the modification. He commented he felt this modification request should have cone through the proper channels of the Planning Commission. Council member Barnett expressed his concerns of this item being placed under Audience Participation on_ the Agenda and agreed this item should go through the Planning Commission and follow the proper procedures. As a point of clarification, City Manager Zais informed Council staff's opinion on this is that the normal procedure would be to refer it to the Planning Commission and specify it as a major modification, however, Dr. Habeck disagrees with that position and he specifically requested consideration by the Council today. Council member Buchanan referred to staff's report, Wherein the Planning Commission stated the request could be considered a minor modification only if the neighbors were contacted and there were no objections, and due to the objections today, this would eliminate the option of a minor modification. Council member Doty addressed Mr. Sanford and Mr. Brisky, questioning if it was clear in their minds that the suggested modification today would not block their view any further because the projection will not be any higher than the present roof - line. Mr. Sanford stated he was concerned about office windows to the north and south which would decrease his and his neighbor's privacy. Mr. Sanford stated he considered the entire dhange a major nrdification_and stated he felt this issue was settled in January When the request for a major modification was denied. It was MOVED by Moore to refer this item to the Planning Commission as a major modification. _The motion died for lack of a second. Council member Doty questioned When the Planning Commission heard this most recent request. Larry Wright responded, providing background information. It was MOVED by Barnett to refer this request to 28 JULY 19, 1983 the Planning Cammission as a major modification to a Planned Development. The motion died for lack of a second. Council member Beaudhamp stated he felt the request to change the building would not detract from the neighborhood, but enhance the building's appearance. It was MOVED by Beauchamp, seconded by Sparling to declare this request a minor modification. Referring to staff's response, Council member Doty expressed her concern that the Planning Commission indicated that the requested change could he considered a minor modification only if the neighbors of adjacent property were contacted by staff and there were no further objections. She stated that Larry Wright had gone out and talked with Mr. Sanford and Mr. Briskey and they were opposed. Council member Barnett expressed his concern of staff's report %hidh did not provide measurements of the proposed change design. Marlan Briskey, 426 S. 35th Avenue, expressed his concern of windows locking down into his house if this modification was approved. Dr. Habeck stated there would he no windows in a vertical fashion; only skylights. It was MOVED by Moore, seconded by Sparling to make a substitute motion. that this natter be discontinued and recommend it be reconsidered at the next meting with provisions for specific drawings which will illustrate what is being proposed. It was MOVED by Barnett, seconded by Buchanan to mend the motion to include that the appropriate residents be notified. Mr.. Habeck reiterated there would not be any windows on the north side of the proposed change. City Manager Zais addressed Dr. Habeck and informed him Council is expressing their, concern regarding lack of information and that Council is requesting additional information be provided. Dr. Habeck objected to a major hearing process for this proposed change and reiterated he would not have windows on the north side of the building. City Manager Zais commented Council is not requesting a hearing process, but specific information showing drawings and of the need to contact the neighbors. The question was called for a vote on the notion as amended. Carried by 6-1 voice vote. Sparling voting nay. The City Clerk then read the substitute motion. Council marker Beaudhav requested clarification of the substitute motion, questioning the type of specific drawings which are being requested. Council nember Moore indicated architectural sketches are not necessary, but he would like neasurenents illustrating the dimensions of the modification. Dr. Habeck stated he could not provide exact measurements of the Skylights as the skylights have to conform with the trusses of the building. Council member Doty cannented that the issue before Council today is that the windows are of concern to the neighbors and Council is asking for Dr. Habeck to specify in writing that he will not have windows on the north side of his building. Council member Barnett expressed his concern of the lack of information provided in the packet for this item. Council member Moore reiterated that Council cannot make a determination of a minor or major modification unless Dr. Habeck provides the information requested. (Council member Barnett absent after 4:50 p.m.) Council member Budhanan suggested sending this request to the Planning Commission so the neighbors could comment on the request. The City Clerk read the substitute motion. The question was called for a vote on the substitute motion. Carried by 4-2 voice vote. Beauchcin and Sparling voting nay. Barnett absent. Council member Moore informed Council that Ines Rice was present earlier today to inquire if an ordinance exists that prohibits littering the streets of dirt and mud by contractors and builders utilizing City streets. She requested staff research if such an ordinance exists and if not, inquired if an ordinance can be prepared that would address this probler. *11. REPORT FROM PERSONNEL REGARDIDU EMPLOYEE TRAINING ACTIVITIES The report from the Assistant City Manager dated July 19, 1983 regarding employee training activities, was accepted and approved. JULY 19, 1983 29 12. REQUEST. FOR POSITION UPGRADE FROM GRANT ODORDINATOR TO ACCOUNTANT John Hanson, Director of Finance & Budget, provided an overview of staff's report and recommended the position of Grant Coordinator be upgraded to that of Accountant. Mayor Carmichael stated she would prefer to see this considered in the 1984 Budget process. Council member Doty expressed her concerns with the proposed pramotion due to the recent number of additions to the Information Systems Division, Which would be beneficial to all departments, and also commented on the relocation of the Parks & Recreation Department Accountant to the Finance Department. She suggested,the possibility of utilizing a short term, personal services contract versus changing a job classification as proposed in staff's report. II/ Council member Beauchcutv requested clarification of current th accountant personnel within the Finance Department. John Hanson responded, providing background information regarding personnel functions of the department. Bob Wheeler, Accounting Manager, informed Council that at the present time, existing Accountants are not being fully utilized as Accountants. He stated that the reclassification request is not only necessary to assist with the backlog of work, but also to assist with the completion and maintenance of financial duties within the department. Larry Wittenberg, Assistant City Manager, expanded upon personnel functions in Information Systems, and commented that due to program design requirements, more work could be anticipated for the Finance - Department rather than less. Mayor Carmichael questioned how long it would take to bring the general system up to date. City Manager Zais responded, stating approximately two years per staff's last report. It was MOVED by Beaudhamp, seconded by Sparling to approve staff's recommendation that the Finance Department be allowed to upgrade the position of Grant Coordinator to that of Accountant. Council member [tore indicated he would abstain from voting due to lack of subject knowledge. The question was called for a vote on the motion. Carried by 3-2 voice vote. Buchanan and Doty voting nay. Moore abstaining. Barnett absent. *13. TREASURY REPORT FOR JUNE, 1983' The report from the Director of Finance and Budget dated July 26, 1983, regarding investments of the City of Yakima, was accepted and approved. 14. OTHER BUSINESS Larry Wright, Assistant Director of Community and Economic Development, informed Council that the County has indicated residents of the area east of the Fairgrounds are requesting water service. Those residents would also like to have the same opportunity afforded to the Fairview/Sumac area II/ residents, specifically, the reduced rate for applying for an il outside utility agreement. Council member Doty questioned if the County will request the five year "no annexation" stipulation, as was given the Fairview/Sumac area and, if so, would that postpone, the annexation time line for the Fairview/Sumac area. Following staff's response, it was MOVED by Moore, ' seconded by Sparling to approve the request to furnish the rate, as proposed, with the stipulation that it coincide with the previously established five-war time line for , annexation of the Fairview/Sumac area. Unanimously carried by voice vote. Barnett absent. City, Manager-Zais informed Council that an error was made in the bidding process for the Street Light Retrofit project, Which came to the attention of the City via a canplaint. Fol lowing staff investigation, it was determined that the canplaint was valid and staff is preparing a bid call in connection with this work. City Manager Zais addressed the recent item before Council regarding the Deputy Chief position and informed Council both he and the Mayor had been contacted by the Fire Fighter's 30 JULY 19, 1983 Association. He stated the Association has voted to remove the position of Assistant Chief, or Deputy Chief, from the bargaining unit and they are requesting the Ordinance be . changed to reflect that action. City Manager Zais suggested proceeding with the Association's request and commence the examination process for the position. It was the general consensus of the Council to proceed as outlined. Mayor Carmichael stated she had received a letter from Mary Williams, Greenway Foundation, in which Ms. Williams addressed the Greenway's Board memberShip, of which Council member Sparling has been the Council representative on the Board in the past. Mayor Carmichael questioned if Council member Sparling would like to continue in this capacity. Council member Sparling responded affilnatively. Mayor Carmichael informed Council she ha received a letter from Yakima's Chinese Sister City in. Taiwan. She indicated they will be visiting in the next two weeks and they are interested in touring the Wastewater Treatment Plant and other facilities on the City. She inquired if a Council member mould like to participate in tour for the Taiwanese delegation. Council member Beauchamp suggested former Mayors could be invited to host the Taiwanese delegation. Information Items - Items of information supplied 'to Council were: letter from Northwest Power Planning Council re City proposal concerning fisheries mitigation and enhancement facilities required at Naches-Cowiche DiNersion. 7/5/83; agenda for Northwest Power Planning Council meeting of July 20, 1983; News Release from - Washington State ,Energy Office re Energy extension services to be "reduced. 7/8/83; memo from Personnel Officer re Police cadet program. 7/14/83; memo from City Attorney re Damage claims referred to insurance company. 7/12/83; Community Television Newsletter, Volume T, Number 6, June, 1983; letter from Heritage College re Commendation for training assistance for video producers. 7/12/83; Yakima Valley Conference of GoveLnments "News in Brief & A-95" Volume 9, No. 7, July 8, 1983; report from_ Chief of Police for month of June, 1983; minutes of May 13, 1983 Yakima Center Advisory Commission meeting; minutes of June 21, 1983 Police & Fire Civil Service Commission neeting; minutes of June 28, 1983 Board of Adjustment neeting; and minutes of July 6, 1983 Yakima County Clean Air Authority meeting. 15. EXECUTIVE SESSION It was MOVED by Budhanan, seconded by Beauchamp to move into Executive Session for the purpose of discussing prospective litigation and then immediately adjourn the meeting. Unanimously carried by voice vote. Barnett absent. 16. ADJOURNMENT Following the completion of the Di. Session, the meeting was adjourned at the ho of 6:Orp.m. . 7 READ -or D AND CERTIFIED ACCURATE BY 41k, A A m , r-- , _ / tC DATE v A f I •41100 ‘-- 4kiddigAair • 4 DATE COUNN. P;) s: R ATTEST: c \ s ? A CITY c 1 MAYO