HomeMy WebLinkAboutCity Council Meeting - Council - Minutes - 2/6/2016 CITY OF KENT CITY COUNCIL
ANNUAL STRATEGIC PLANNING MEETING
FRIDAY"SATURDAY,5.6 FEBRUARY 2016
Meridian Valley Country Club, 24830 136th Ave. SE, Kent
SUMMARY
OF THE MEETING'S KEY DISCUSSIONS, DECISIONS,AND AGREEMENTS
Attendees: Mayor Suzette Cooke; Council President Bill Boyce; Councilmembers Jim Berrios, Tina
Budell, Brenda Fincher, Dennis Higgins, Dana Ralph, and Les Thomas; Chief Administrative Officer
Derek Matheson; Mayor's Leadership Team (MLT) members Aaron BeMiller, Tom Brubaker, Mike
Carrington, Marty Fisher, Tim LaPorte, Ronald Moore, Ken Thomas, Jeff Watling, Michelle Wilmot,
Ben Wolters, and Margaret Yetter,• Assistant Police Chief Jon Straus, Human Services Manager
Merino Hanson;special guests Mike McCarty, former CEO of the Association of Washington Cities
(AWC), and Jerry Coupe, chair, City of Kent Financial Sustainability Task Force; and facilitator Jim
Reid.
MAJOR DISCUSSIONS AND AGREEMENTS OF THE MEETING
These are the major agreements from the Kent City Council's annual strategic planning retreat
on Friday and Saturday, February 5th and 6th:
1. COUNCIL AND ADMINISTRATION RECOMMIT TO WORKING AS A RAN
The Council, Mayor Cooke, and MLT recommitted to "come from a place of great intent;"
i.e., assume that everyone is well intended and wants to do what is best for Kent.
Throughout the retreat everyone expressed an interest in working collaboratively to advance
the strategic plan's vision and goals. Council President Bill Boyce likened our relationships to
"swimmers swimming in their appropriate lanes." By each person playing their assigned role,
and not someone else's ("swimming in someone else's lane"),we complement one another
to form a strong and effective team.
Guided by a presentation from Mike McCarty,we agreed that Councilmembers' inquiries
about citywide policy issues should be directed to the Council President, administrative or
departmental issues should be directed to the Mayor or Chief Administrative Officer, and
simple operational issues should be directed to Department Directors. Before the
Administration can act on Council requests or proposals, the Mayor and MLT need to know
that a request is coming from the full Council, not just one member.
The Council reiterated that workshops and committees provide forums to discuss potential
policy issues to determine if there is sufficient interest among the Council to pursue an
initiative. The Council also agreed that to ensure that they speak with one voice, the Council
President is the appropriate spokesperson to the Administration, particularly on policy issues.
In light of the positive relationships and between the Council and Administration, everyone
agreed that additional protocols or operating procedures are not needed.
2. COUNCIL AND ADMINISTRATION AGREE TO ENHANCE THE STRATEGIC PLAN
After discussing the 2012 strategic plan, everyone agreed it should be "enhanced but not
significantly changed."
Councilmembers decided the plan will be more meaningful to employees if they were
recognized and included in its goals and objectives. A suggestion was made to develop a
new goal stating the employees are an asset and addressing organizational performance
and employee development. Because the Council favors keeping the number of goals at
five, two existing goals may be combined. Councilmember Dennis Higgins suggested Goal #5
(Beautify Kent) could be combined with one of the others.
Councilmembers also agreed that; a) the objectives under each goal should be updated
and made more specific, measurable, and attainable; and b) performance measures should
be added to the plan to help the Council track and demonstrate the City's progress in
advancing or achieving the goals. Council authorized the Mayor and MLT to propose a
process to enhance the strategic plan, including a role for employees and the public to help
update it. A neutral, independent consultant may be retained to facilitate this process.
Mayor Cooke suggested that once the plan is revised, the vision, mission, and goals should be
visible at Council meetings so that City officials are reminded of what the City is striving to
achieve. Councilmembers said that the strategic plan must be "a living document." To that
end, some suggested that the Council needs to frequently reference the vision and goals,
and each quarter should discuss progress in advancing the plan.
3. COUNCIL HEARS UPDATE ON STATUS OF FINANCIAL SUSTAINABILITY TASK FORCE
This discussion was not intended to result in new direction from or a consensus agreement by
the Council. It was an opportunity for Councilmembers to hear an update on the progress of
the Financial Sustainability Task Force.
Task Force Chairman Jerry Coupe,supported by Finance Director Aaron BeMiller, led the
briefing. The Task Force is working to reach agreement on a set of recommendations.The
members expect to present them to the Council in early May. Mr. Coupe reported that as a
result of the first phase of the Task Force's discussions, the members reached consensus that
the departments, and the City in general, are well run. He also stated that the 16-member
committee is highly engaged and being well served by the Finance Department staff.
A few Councilmembers asked if the Task Force is comparing Kent to peer cities in the amount
of revenue generated by the sales tax and how it is used, and the costs of living and
conducting business. Mr. Coupe said the Task Force believes this would be useful but may not
be able to get into this level of detail. Councilmember Higgins said he is doing such research,
using information provided by the Municipal Research Services Center (MRSC). He will soon
share it with the Council and Administration.
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4. COUNCIL RECEIVES UPDATE ON SOUND TRANSIT EXPANSION
Public Works Director Tim LaPorte briefed the Council on how the City is working with Sound
Transit to implement Sound Transit 2 (ST2). He and Mayor Cooke stated that a lesson learned
from working with that agency is to first form partnerships with neighboring cities before taking
a position and recommending it to Sound Transit's Board and staff. Kent has worked closely
and positively with south County cities to fashion a collective position.Then the cities have
made joint recommendations to Sound Transit,which Sound Transit has adopted.
Kent is coordinating with Des Moines on a Letter of Intent related to ST2.The City is also
working with Sound Transit on a design and development agreement for implementing ST2.
Sound Transit would like this agreement finalized by the end of 2016. Kent may bring in other
cities to be parties to the agreement.
Sound Transit's Board is also developing a proposal to extend service in the future. Sound
Transit 3 (ST3) is expected to be on the ballot for voter approval next November. By 1 April
2016, the Board should have tentatively approved a system plan, and during that month
public meetings across the region will be held. In June, the Board will finalize and adopt the
plan.The South County Area Transit Board is drafting a letter supporting ST3. A key question for
Kent is for how long ST3 should be financed.
Councilmember Higgins asked if now is the time to advocate that Sound Transit locate the
new garage that will serve commuters on part of the library parking lot. The Council asked if
the search area for the garage could be expanded.Staff said that they would approach
Sound Transit to see if this is possible.
5. COUNCIL AGREES TO HOLD A RETREAT ABOUT HOMELESSNESS
Following a briefing by Human Services Manager Merina Hanson, the Council agreed to hold
a half-day retreat this year on homelessness in Kent and South King County. Merina
commented that many strategies are being implemented to address homelessness, and Kent
is a leader. Evidence of Kent's commitment and leadership is the fact that 45% of the City's
human services budget is spent on efforts to combat homelessness. But, she said, the
problem continues to grow throughout the region.
Councilmembers agreed that one of their priorities is developing specific strategies in the
upcoming strategic planning process to solidify the importance of the issue and enable the
Council to identify the outcomes that the City should achieve. The primary interests of the
Council are: a) prevent homelessness; and b) take a holistic approach by integrating
services that address homelessness with other human services. Councilmember Brenda
Fincher also advocated for "removing the stigma of homelessness" by mixing low and higher
income housing to create neighborhoods with a diversity of income levels and cultures.
Derek, Merina, and other members of MLT will develop a proposal for the half-day retreat and
submit it to the Council for review and comment. As the discussion drew to an end, a few
people suggested that the retreat include representatives of agencies involved in the issue to
provide additional insights into the problem and how they are addressing it. Daniel Malone,
Executive Director of the Downtown (Seattle) Emergency Service Center, might be one such
resource.
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6. COUNCIL EXPRESSES AN INTEREST IN BALANCING THE RIGHTS OF TENANTS AND PROPERTY OWNERS
With a group of Kent residents advocating more strongly for the rights of tenants, the City
Council discussed their interests and those of property owners. Council acknowledged that
State law provides protections to tenants that the City must enforce. The Council is not
interested in restricting the rights of property owners to evict tenants who are a menace to
others or who are destroying property. Council is interested in ensuring that law-abiding
tenants who pay their rent on time and given sufficient notice of rent increases.
Councilmembers requested the Administration monitor and keep them apprised of proposed
State legislation giving cities authority to require property owners to provide 90 days' notice
when rents are increasing by a certain percentage or more. Councilmembers also expressed
an interest in education; they would like to be educated, and want the public to be better
educated, about the current laws that protect tenants' and property owners' rights.
Merina suggested that this topic would be appropriate to weave into the agenda of the
retreat on homelessness.
7. COUNCIL AND ADMINISTRATION SHARE INTEREST IN BEAUTIFYING KENT THROUGH STRONGER CODE ENFORCEMENT
The Council and Administration share an interest in beautifying Kent. One way to achieve this
interest is through existing codes. This discussion also illuminated an interest in getting
residents to share the responsibility for maintaining buildings and yards so that the community
is beautiful, healthy, and safe.
Ben Wolters summarized what has been done to enforce existing codes to achieve these
interests.The Council has provided the Administration with additional resources to enforce
existing codes. Administration is working to derive greater benefits from the use of those
resources. It has also restructured the Code Enforcement division to provide stronger
management oversight. Finally, the City is targeting the worst 1-3 offenders by taking actions
to get them to clean up their properties.
Some Councilmembers voiced support for funding additional staff in Code Enforcement,
including hiring additional employees to pick up litter and trash. Some also suggested the City
should deal with repeat offenders more vigorously. No effort was made to reach consensus
among the Council. Code enforcement is likely to be an issue addressed in both the future
strategic plan and future City budgets.
8. COUNCIL DECIDES NOT TO CHANGE EXISTING POLICY ON MARIJUANA
Councilmembers voiced a variety of opinions about whether or not the City should change its
policies about commercial selling,warehousing, and/or distributing marijuana within Kent. At
this time the Council decided to not change existing policy.
COUNCIL AND MAYOR IDENTIFY MAJOR SUCCESSES OF 2015
At the end of the first day of the retreat, the Councilmembers and Mayor Cooke identified what
they believe were the City's most significant accomplishments in 2015.
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■ The City paid down its debt.
■ The Public Works Department "undergrounded" utility wires at the southern end of Central
Avenue.
■ "We effectively leveraged regional partnerships to benefit the City."
■ The establishment of the Financial Sustainability Task Force.
■ The launch of the Parks and Recreation Commission.
■ "Quiet zones" and repaving Central Avenue.
■ Ben Wolters' economic development team's efforts to strengthen the City's economy,
including attracting Trader Joe's and Amazon to Kent.
■ How well the Council is working together.
■ Kent's visibility on and strong connections to regional boards and committees.
■ The high quality of City employees, as exemplified by the recognition received by the
Finance Department (CAFR Award).
■ The Public Works Department's quick response to the needs of the Mexican restaurant
owner whose building was threatened by tree trunks uprooting not only the sidewalk, but
interior floors and plumbing.
■ The Council is working well with the Administration.
■ "We have great department leaders, like Jeff,whose Parks Department kept playfields
open, cut back blackberry bushes that were encroaching on parks, and adroitly
addressed residents' concerns and complaints."
■ "Our staff is achieving a lot with a little."
■ The effective use of the utility tax to repair roads, and the staff's work to beautify medians,
streets, and sidewalks.
■ Tina: "All of you on the Council have been so generous to me as I begin my term."
■ Bill: "It starts and ends with us.The Council, Mayor, and MLT are great leaders."
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CITY OF KENT CITY COUNCIL
ANNUAL STRATEGIC PLANNING MEETING
SATURDAY AFTERNOON,6 FEBRUARY 2016,1:00-2:45 P.M.
Meridian Valley Country Club, 24830 136th Ave. SE, Kent
SUMMARY
OF THE COUNCIL'S AGREEMENTS FROM THE SATURDAY AFTERNOON SESSION
Attendees:Council President Bill Boyce; Councilmembers Jim Berrios, Tina Budell, Brenda Fincher,
Dennis Higgins, and Dana Ralph.
COUNCIL AGREEMENTS FROM ITS SATURDAY AFTERNOON DISCUSSION
This is a brief summary of the discussion among the City Councilmembers on the afternoon of
Saturday, February 6th, following the annual strategic planning meeting that included the Mayor
and MLT. During the discussion, the Council agreed to:
1. Put in writing protocols to help the Council understand what members can and cannot
be reimbursed for, including:
■ Whether or not the City reimburses Councilmembers for mileage, parking, etc.when
we officially represent Kent at meetings.
■ No reimbursement for copies made at home using your own computer (toner) and
other similar expenditures.
2. Empower staff to speak out more at future retreats.
■ Next year's retreat agenda could include: a) overviews of what department heads
believe are the departments' upcoming opportunities and challenges; and b) give
MLT the opportunity to also identify issues on the Council's and City's horizon.
3. Hold two retreats per year.
■ Starting this year, hold a mid-year retreat. Mid-year retreats could be half-day sessions
or both the February and mid-year retreats could be one full day. Follow-up the
retreats with an evening dinner for all the participants.
■ At the mid-year retreat or next year, everyone should read Tom Rath's "Strengths
Finder" to identify the various strengths that are represented among all our team.
4. Work with the Administration to ensure that the City's public relations and marketing are
more proactive than reactive.
® Council's interests are: a) create positive perceptions of Kent; b) trumpet the City's
accomplishments; c) communicate consistent messages; d) communicate frequently;
and e) strengthen internal and external communications.
■ Council needs to be given information about Neighborhood Council so that
members are not "blindsided" in the community.
o Derek could include this information in his CAO's Weekly Report.
® Derek's reports are "must reading" for the Council. The City should try to get them
printed verbatim in the Kent Reporter.
■ Some communications should demonstrate that the expenditure of funds is resulting in
specific accomplishments.Tie strategic plan vision and goals to specific expenditures.
■ Use all social media to communicate with public, business, and other interested or
affected parties.
5. The Council should host the public to "Coffee with the Council."
■ Could be held each month. To avoid "quorum" issues, two or three Councilmembers
would attend, rotating each month so that all Councilmembers get to participate
over time.
■ Derek should attend, too.
6. Ensure that the Council looks professional in the eyes of our guest.
■ At Council meetings, highlight the most important items or issues that are in the
minutes of Committee meetings.
■ At workshops, press the button to ensure the Council President hears and sees you
and to notify him that you want to speak.
7. If possible, periodically host field trips for citizens to parks and other City facilities so the
public can see our City the way we do.
At the end of the Council discussion,we thanked one another for being supportive and
caring of each other. Bill summarized our feeling that we are a great team and are working
well together.
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