May 7 Agenda
CITY OF VANCOUVER ∙ WASHINGTON th
Vancouver City Hall – Council Chambers – 415 W. 6 Street PO Box 1995 – Vancouver Washington 98668-1995
www.cityofvancouver.us
Timothy D. Leavitt, Mayor Councilmembers Jeanne Harris, Jeanne E. Stewart, Larry J. Smith, Jack Burkman, Bart Hansen and Bill Turlay City Hall is served by C-TRAN routes 3, 4, 44 and the 105 Express. Bus schedules are available at City Hall and other public buildings. You may reach C-TRAN at 695-0123 for information on times, fares, and routes. Anyone with a disability who needs assistance at a Vancouver City Council meeting may contact the City Manager’s staff at 4878600 (Voice/TTY). Every attempt at reasonable accommodation will be made. Assistive listening devices are available for the deaf, hard of hearing and general public use. Please notify a staff person if you wish to use one of the devices.
VANCOUVER CITY COUNCIL AGENDA – MAY 7, 2012 WORKSHOPS (City Council Chambers) 4:00-6:00 p.m.
FOURTH PLAIN BOULEVARD – TRANSIT IMPROVEMENT PROJECT
Matt Ransom, Project Development and Policy Manager; Bryan Snodgrass, Principal Planner; Summary City and C-TRAN planning staff will present a recommendation for transit improvements as part of the Fourth Plain Boulevard - Transit Improvement Project. Over the past year C-TRAN has engaged the community in an extensive review of transit improvement options from downtown along Fort Vancouver Way and central Fourth Plain Boulevard. The study has been advanced as part of a formal Alternatives Analysis review under the oversight of the Federal Transit Administration and C-TRAN Board of Directors. At the workshop, staff will recommend a draft Locally Preferred Alternative (LPA), which is to select the preferred transit alternative to advance into a federal funding application and to project development/design and eventual construction. Formal consideration of Vancouver’s LPA statement will take place at a public hearing scheduled for May 21. (Matt Ransom, Project Development and Policy Manager, 487-7707; Bryan Snodgrass, Principal Planner, 487-7946)
REGULAR COUNCIL MEETING (City Council Chambers) 7:00 p.m. PLEDGE OF ALLEGIANCE CALL TO ORDER AND ROLL CALL APPROVAL OF MINUTES OF APRIL 16, 2012 APPROVAL OF MINUTES OF APRIL 23, 2012
City Council Regular Meeting Agenda May 7, 2012 Page 2 of 5
PROCLAMATIONS Older Americans Month Elks Youth Week Mental Health Month SPECIAL PRESENTATION: COLUMBIA RIVER MIRACLE LEAGUE
CITIZEN COMMUNICATION (ITEMS 1-4) Anyone wishing to speak must COMPLETELY fill out the appropriate testimony card. For Citizen Communication, speakers should fill out a YELLOW card. For all testimony, speakers are asked to please take a seat at the place marked “Citizen Testimony” at the table. Speakers are also asked to please keep comments to three minutes in order to allow as many people as possible a chance to speak. **IF YOU ARE UNABLE TO SIT AT THE TESTIMONY TABLE, PLEASE INDICATE SO ON YOUR TESTIMONY CARD OR NOTIFY A STAFF MEMBER. WE HAVE A WIRELESS MICROPHONE AVAILABLE THAT WE CAN BRING TO YOU TO ENSURE YOU HAVE AN OPPORTUNITY TO TESTIFY.
CONSENT AGENDA (ITEMS 1-4) The following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by Council. If discussion is requested, the item will be moved from the Consent Agenda and considered separately – after the motion has been made and passed to approve the remaining items.
1. BID AWARD FOR WATER STATION 7 TOWER COATING (Staff Report 040-12) Tyler Clary, Water Engineering Program Manager Summary The City owns the elevated steel water tower located at 1601 NE 112th Ave. The tower is a 1-milliongallon, 85-foot-diameter, 115-foot-tall steel potable water tank. The water tower was installed in 1968, and the most recent exterior painting replacement took place in 1992. This water tower is one of the most critical components of the City of Vancouver’s municipal water system. The general appearance of the tower is deteriorating due to the age of the paint. Regular painting of the tower is important not only for aesthetic reasons, but also to minimize corrosion and ensure a long life for this important community asset. Three bids were opened on April 24, 2012, with the following results: SUMMARY OF BIDS BIDDER
AMOUNT
City Council Regular Meeting Agenda May 7, 2012 Page 3 of 5
HCI Industrial & Marine Coatings Inc.
$633,568.73
Long Painting Co.
$728,990.00
Extreme Coatings Inc.
$844,960.66
The funds for this project are budgeted in the Water Construction Fund, 2011-2012 Capital Budget. Action Requested: Award a construction contract for the Water Tower 7 Coating project to the lowest responsive and responsible bidder, HCI Industrial & Marine Coatings Inc., of Brush Prairie, Washington, at their bid price of $633,568.73, including Washington State sales tax. (Tyler Clary, Water Engineering Program Manager, 487-7169) 2. STREET VACATION OF A PORTION OF RIGHT-OF-WAY OF Y STREET (Staff Report 041-12) Ryan Lopossa, Senior Civil Engineer A RESOLUTION fixing June 4, 2012, as the date for a public hearing on a proposal to vacate a portion of the right-of-way of Y Street. Summary Staff has received a request from Simon Stepanyuk with the Way to Salvation Church to vacate a portion of right-of-way associated with Y Street. The Way to Salvation Church owns property adjacent to the proposed vacated right-of-way, specifically Parcels 027890-000, 027930-000, 027920-000 and 027860000. Based on historical records, the subject right-of-way was dedicated to the City with the 1909 approval of the Plat of Bouton’s Addition. Since that time, there is no record of the City having constructed any public street improvements within the subject right-of-way area. The subject area is currently used as a parking area for the church parishioners. The applicant is requesting vacation of the right-of-way in order to formalize its use as a parking area. Staff has contacted utility owners and found that there are no utilities in the area of the proposed vacation. Therefore, there is no need for the retention of any utility or other easements under and over the vacated area. Action Requested: On May 7, 2012, adopt a resolution of intent to vacate a portion of right-of-way of Y Street, setting the date of public hearing for June 4, 2012. (Ryan Lopossa, Senior Civil Engineer, 487-7706) 3. ADOPTION OF CITY OF VANCOUVER FINANCIAL POLICIES (Staff Report 042-12) Lloyd Tyler, Chief Financial Officer A RESOLUTION adopting and approving changes to the Financial Policies. Summary During a Council Retreat held on January 27, 2012, the Mayor and City Council identified the top eight
City Council Regular Meeting Agenda May 7, 2012 Page 4 of 5
goals for the organization to pursue during the balance of 2012 and determined how the goals are aligned with the Strategic Commitments detailed in the City’s Strategic Plan. One of the eight goals was to develop a comprehensive update to the City’s Financial Policies to help guide the City to long-term fiscal sustainability. This goal aligns with the Strategic Commitment of being an Accountable, Responsible Government. Staff has reviewed the City’s existing Financial Polices and proposed updates, changes, and additions to incorporate best practices and sound policies in order to strengthen the City’s fiscal sustainability over the long term. Historically, the broader financial policies were last approved as part of the biennial budget on November 1, 2010. During the budget workshop on September 27, 2010, staff provided an overview of the financial policies. The Investment Policy was last approved by Council in February 2001 by Resolution M-3325. This is the first time a formal Debt Management Policy has been brought forward to Council for approval; however, the City has had debt management practices and procedures in place for decades that comply with all applicable federal, state, and local laws and statutes. Any budget impacts resulting from the phased-in implementation of the Financial Policies of the City of Vancouver will be discussed during the 2013-2014 budget process. Action Requested: On Monday, May 7, 2012, adopt a resolution modifying and approving the City’s Financial Policies. (Lloyd Tyler, Chief Financial Officer, 487-8469; Natasha Ramras, Budget and Planning Manager, 487-8484) 4. APPROVAL OF CLAIM VOUCHERS FOR MAY 7, 2012 (Copy available upon request.)
PUBLIC HEARINGS (ITEMS 5-6) The following item(s) are scheduled for public hearing. Persons addressing Council are requested to complete a pre-printed card (provided at the information table in the lobby) with their name/address and agenda item. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
5. ACTION PLAN FOR PROGRAM YEAR 2012 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIP (HOME) PROGRAMS (Staff Report 025-12) Peggy Sheehan, Community Development Grants Manager AN ORDINANCE relating to the City's Community Development Block Grant (CDBG) and HOME Investment Partnerships Program for Program Year 2012; establishing priorities of projects available for funding; providing for an effective date. Summary On March 5, staff presented an overview of the CDBG and HOME funding to the City Council. The presentation included information about the dollars available and the process for prioritizing the
City Council Regular Meeting Agenda May 7, 2012 Page 5 of 5
funding applications. Seventeen people from the community, as well as City Staff, participated in the review of the applications. The Committee was asked to review and score approximately 10 applications each. Adoption of the ordinance will allow the City to receive and award approximately $1,597,584 in CDBG funds and $691,924 in HOME funds for the 2012 federal fiscal program year. The City will adopt as part of the Spring Supplemental Budget sufficient appropriation to allow for the expenditure of CDBG funds. These expenditures are revenue supported. Action Requested: On Monday, May 7, 2012, following second reading and public hearing, approve ordinance. (Peggy Sheehan, Community Development Grants Manager, 487-7952) 6. REVISIONS TO VANCOUVER MUNICIPAL CODE CH. 17.08, BUILDING REGULATIONS, ADDING A PROVISION FOR TEMPORARY CERTIFICATES OF OCCUPANCY (Staff Report 039-12) Sree Thirunagari, Building Official; Phil Wuest, Transportation Development Program Manager AN ORDINANCE relating to building and construction regulations of the City of Vancouver; amending VMC 17.08.130 and VMC 17.08.150; and providing for savings, severability and an effective date. Summary Vancouver’s Building Official must issue a certificate of occupancy before any building may be occupied. The Vancouver Municipal Code does not include a detailed provision for temporary certificates of occupancy (TCO). Nonetheless, the City issues TCOs where there is a justifiable need to occupy a building prior to completing all steps to finalize a building permit and obtain a permanent certificate of occupancy. City staff worked with stakeholders and the Building and Fire Code Commission to develop the proposed revisions to VMC 17.08 for TCOs. The proposed changes provide a balance between flexibility allowing early occupancy and a fee structure to cover administration of temporary certificates while the applicant finalizes all work needed for a permanent certificate of occupancy. The Building and Fire Commission recommends approval of the proposed changes. Collection of TCO fees will help offset the cost of TCO administration. Action Requested: On Monday, May 7, 2012, following second reading and public hearing, approve ordinance. (Sree Thirunagari, Building Official, 487-7838) COMMUNICATIONS A. From the Council B. From the Mayor C. From the City Manager a. Differential response and CHRP grant briefing, Vancouver Police Chief Cliff Cook
ADJOURNMENT
Vancouver City Hall – Council Chambers – 415 W. 6 Street PO Box 1995 – Vancouver Washington 98668-1995
www.cityofvancouver.us
Timothy D. Leavitt, Mayor Councilmembers Jeanne Harris, Jeanne E. Stewart, Larry J. Smith, Jack Burkman, Bart Hansen and Bill Turlay City Hall is served by C-TRAN routes 3, 4, 44 and the 105 Express. Bus schedules are available at City Hall and other public buildings. You may reach C-TRAN at 695-0123 for information on times, fares, and routes. Anyone with a disability who needs assistance at a Vancouver City Council meeting may contact the City Manager’s staff at 4878600 (Voice/TTY). Every attempt at reasonable accommodation will be made. Assistive listening devices are available for the deaf, hard of hearing and general public use. Please notify a staff person if you wish to use one of the devices.
VANCOUVER CITY COUNCIL AGENDA – MAY 7, 2012 WORKSHOPS (City Council Chambers) 4:00-6:00 p.m.
FOURTH PLAIN BOULEVARD – TRANSIT IMPROVEMENT PROJECT
Matt Ransom, Project Development and Policy Manager; Bryan Snodgrass, Principal Planner; Summary City and C-TRAN planning staff will present a recommendation for transit improvements as part of the Fourth Plain Boulevard - Transit Improvement Project. Over the past year C-TRAN has engaged the community in an extensive review of transit improvement options from downtown along Fort Vancouver Way and central Fourth Plain Boulevard. The study has been advanced as part of a formal Alternatives Analysis review under the oversight of the Federal Transit Administration and C-TRAN Board of Directors. At the workshop, staff will recommend a draft Locally Preferred Alternative (LPA), which is to select the preferred transit alternative to advance into a federal funding application and to project development/design and eventual construction. Formal consideration of Vancouver’s LPA statement will take place at a public hearing scheduled for May 21. (Matt Ransom, Project Development and Policy Manager, 487-7707; Bryan Snodgrass, Principal Planner, 487-7946)
REGULAR COUNCIL MEETING (City Council Chambers) 7:00 p.m. PLEDGE OF ALLEGIANCE CALL TO ORDER AND ROLL CALL APPROVAL OF MINUTES OF APRIL 16, 2012 APPROVAL OF MINUTES OF APRIL 23, 2012
City Council Regular Meeting Agenda May 7, 2012 Page 2 of 5
PROCLAMATIONS Older Americans Month Elks Youth Week Mental Health Month SPECIAL PRESENTATION: COLUMBIA RIVER MIRACLE LEAGUE
CITIZEN COMMUNICATION (ITEMS 1-4) Anyone wishing to speak must COMPLETELY fill out the appropriate testimony card. For Citizen Communication, speakers should fill out a YELLOW card. For all testimony, speakers are asked to please take a seat at the place marked “Citizen Testimony” at the table. Speakers are also asked to please keep comments to three minutes in order to allow as many people as possible a chance to speak. **IF YOU ARE UNABLE TO SIT AT THE TESTIMONY TABLE, PLEASE INDICATE SO ON YOUR TESTIMONY CARD OR NOTIFY A STAFF MEMBER. WE HAVE A WIRELESS MICROPHONE AVAILABLE THAT WE CAN BRING TO YOU TO ENSURE YOU HAVE AN OPPORTUNITY TO TESTIFY.
CONSENT AGENDA (ITEMS 1-4) The following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by Council. If discussion is requested, the item will be moved from the Consent Agenda and considered separately – after the motion has been made and passed to approve the remaining items.
1. BID AWARD FOR WATER STATION 7 TOWER COATING (Staff Report 040-12) Tyler Clary, Water Engineering Program Manager Summary The City owns the elevated steel water tower located at 1601 NE 112th Ave. The tower is a 1-milliongallon, 85-foot-diameter, 115-foot-tall steel potable water tank. The water tower was installed in 1968, and the most recent exterior painting replacement took place in 1992. This water tower is one of the most critical components of the City of Vancouver’s municipal water system. The general appearance of the tower is deteriorating due to the age of the paint. Regular painting of the tower is important not only for aesthetic reasons, but also to minimize corrosion and ensure a long life for this important community asset. Three bids were opened on April 24, 2012, with the following results: SUMMARY OF BIDS BIDDER
AMOUNT
City Council Regular Meeting Agenda May 7, 2012 Page 3 of 5
HCI Industrial & Marine Coatings Inc.
$633,568.73
Long Painting Co.
$728,990.00
Extreme Coatings Inc.
$844,960.66
The funds for this project are budgeted in the Water Construction Fund, 2011-2012 Capital Budget. Action Requested: Award a construction contract for the Water Tower 7 Coating project to the lowest responsive and responsible bidder, HCI Industrial & Marine Coatings Inc., of Brush Prairie, Washington, at their bid price of $633,568.73, including Washington State sales tax. (Tyler Clary, Water Engineering Program Manager, 487-7169) 2. STREET VACATION OF A PORTION OF RIGHT-OF-WAY OF Y STREET (Staff Report 041-12) Ryan Lopossa, Senior Civil Engineer A RESOLUTION fixing June 4, 2012, as the date for a public hearing on a proposal to vacate a portion of the right-of-way of Y Street. Summary Staff has received a request from Simon Stepanyuk with the Way to Salvation Church to vacate a portion of right-of-way associated with Y Street. The Way to Salvation Church owns property adjacent to the proposed vacated right-of-way, specifically Parcels 027890-000, 027930-000, 027920-000 and 027860000. Based on historical records, the subject right-of-way was dedicated to the City with the 1909 approval of the Plat of Bouton’s Addition. Since that time, there is no record of the City having constructed any public street improvements within the subject right-of-way area. The subject area is currently used as a parking area for the church parishioners. The applicant is requesting vacation of the right-of-way in order to formalize its use as a parking area. Staff has contacted utility owners and found that there are no utilities in the area of the proposed vacation. Therefore, there is no need for the retention of any utility or other easements under and over the vacated area. Action Requested: On May 7, 2012, adopt a resolution of intent to vacate a portion of right-of-way of Y Street, setting the date of public hearing for June 4, 2012. (Ryan Lopossa, Senior Civil Engineer, 487-7706) 3. ADOPTION OF CITY OF VANCOUVER FINANCIAL POLICIES (Staff Report 042-12) Lloyd Tyler, Chief Financial Officer A RESOLUTION adopting and approving changes to the Financial Policies. Summary During a Council Retreat held on January 27, 2012, the Mayor and City Council identified the top eight
City Council Regular Meeting Agenda May 7, 2012 Page 4 of 5
goals for the organization to pursue during the balance of 2012 and determined how the goals are aligned with the Strategic Commitments detailed in the City’s Strategic Plan. One of the eight goals was to develop a comprehensive update to the City’s Financial Policies to help guide the City to long-term fiscal sustainability. This goal aligns with the Strategic Commitment of being an Accountable, Responsible Government. Staff has reviewed the City’s existing Financial Polices and proposed updates, changes, and additions to incorporate best practices and sound policies in order to strengthen the City’s fiscal sustainability over the long term. Historically, the broader financial policies were last approved as part of the biennial budget on November 1, 2010. During the budget workshop on September 27, 2010, staff provided an overview of the financial policies. The Investment Policy was last approved by Council in February 2001 by Resolution M-3325. This is the first time a formal Debt Management Policy has been brought forward to Council for approval; however, the City has had debt management practices and procedures in place for decades that comply with all applicable federal, state, and local laws and statutes. Any budget impacts resulting from the phased-in implementation of the Financial Policies of the City of Vancouver will be discussed during the 2013-2014 budget process. Action Requested: On Monday, May 7, 2012, adopt a resolution modifying and approving the City’s Financial Policies. (Lloyd Tyler, Chief Financial Officer, 487-8469; Natasha Ramras, Budget and Planning Manager, 487-8484) 4. APPROVAL OF CLAIM VOUCHERS FOR MAY 7, 2012 (Copy available upon request.)
PUBLIC HEARINGS (ITEMS 5-6) The following item(s) are scheduled for public hearing. Persons addressing Council are requested to complete a pre-printed card (provided at the information table in the lobby) with their name/address and agenda item. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
5. ACTION PLAN FOR PROGRAM YEAR 2012 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) AND HOME INVESTMENT PARTNERSHIP (HOME) PROGRAMS (Staff Report 025-12) Peggy Sheehan, Community Development Grants Manager AN ORDINANCE relating to the City's Community Development Block Grant (CDBG) and HOME Investment Partnerships Program for Program Year 2012; establishing priorities of projects available for funding; providing for an effective date. Summary On March 5, staff presented an overview of the CDBG and HOME funding to the City Council. The presentation included information about the dollars available and the process for prioritizing the
City Council Regular Meeting Agenda May 7, 2012 Page 5 of 5
funding applications. Seventeen people from the community, as well as City Staff, participated in the review of the applications. The Committee was asked to review and score approximately 10 applications each. Adoption of the ordinance will allow the City to receive and award approximately $1,597,584 in CDBG funds and $691,924 in HOME funds for the 2012 federal fiscal program year. The City will adopt as part of the Spring Supplemental Budget sufficient appropriation to allow for the expenditure of CDBG funds. These expenditures are revenue supported. Action Requested: On Monday, May 7, 2012, following second reading and public hearing, approve ordinance. (Peggy Sheehan, Community Development Grants Manager, 487-7952) 6. REVISIONS TO VANCOUVER MUNICIPAL CODE CH. 17.08, BUILDING REGULATIONS, ADDING A PROVISION FOR TEMPORARY CERTIFICATES OF OCCUPANCY (Staff Report 039-12) Sree Thirunagari, Building Official; Phil Wuest, Transportation Development Program Manager AN ORDINANCE relating to building and construction regulations of the City of Vancouver; amending VMC 17.08.130 and VMC 17.08.150; and providing for savings, severability and an effective date. Summary Vancouver’s Building Official must issue a certificate of occupancy before any building may be occupied. The Vancouver Municipal Code does not include a detailed provision for temporary certificates of occupancy (TCO). Nonetheless, the City issues TCOs where there is a justifiable need to occupy a building prior to completing all steps to finalize a building permit and obtain a permanent certificate of occupancy. City staff worked with stakeholders and the Building and Fire Code Commission to develop the proposed revisions to VMC 17.08 for TCOs. The proposed changes provide a balance between flexibility allowing early occupancy and a fee structure to cover administration of temporary certificates while the applicant finalizes all work needed for a permanent certificate of occupancy. The Building and Fire Commission recommends approval of the proposed changes. Collection of TCO fees will help offset the cost of TCO administration. Action Requested: On Monday, May 7, 2012, following second reading and public hearing, approve ordinance. (Sree Thirunagari, Building Official, 487-7838) COMMUNICATIONS A. From the Council B. From the Mayor C. From the City Manager a. Differential response and CHRP grant briefing, Vancouver Police Chief Cliff Cook
ADJOURNMENT
