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HomeMy WebLinkAbout2008.12.08 Council Workshop Packet AGENDA PASCO CITY COUNCIL Workshop Meeting 7:00 p.m. December 8,2008 1. CALL TO ORDER 2. ROLL CALL: (a) Pledge of Allegiance. 3. VERBAL REPORTS FROM COUNCILMEMBERS: 4. ITEMS FOR DISCUSSION: (a) Hanford Communities Annual Update. (NO WRITTEN MATERIAL ON AGENDA) Presented by Pam Larsen, Executive Director, Hanford Communities. (b) Interlocal Agreement for Emergency Management Services: 1. Agenda Report from Gary Crutchfield, City Manager dated December 4, 2008. 2. Proposed Interlocal Agreement. 3. 2009 Schedule of Local Assessments. (c) Library Services Survey: 1. Agenda Report from Stan Strebel, Administrative & Community Services Director dated December 3, 2008. 2. Proposed Agreement. (d) Sewer Frontage and Square Footage Fees: 1. Agenda Report from Michael McShane, City Engineer dated December 3, 2008, 2. Proposed Ordinance. (e) 2008 Budget Supplement: 1. Agenda Report from Jim Chase, Finance Manager dated December 4, 2008. 2. Proposed Ordinance amending the 2008 Operating Budget. 3. Proposed Ordinance amending the 2008 Capital Improvements Projects Budget. 4. Proposed Resolution authorizing the Interfund Loans. S. Memorandum from Finance Manager to City Manager. 6. Exhibit 1 —2008 Budget Supplement Worksheet. (f) 2009 Temporary/Seasonal Employee Wage Plan: 1. Agenda Report from Lynne Jackson,Human Resources Manager dated December 3, 2008. 2. Ordinance. 3. Proposed Wage Plan. 5. OTHER ITEMS FOR DISCUSSION: (a) (b) (c) 6. EXECUTIVE SESSION: (a) (b) (c) 7. ADJOURNMENT. REMINDERS: 1. 12:00 p.m., Monday, December 8, Pasco Red Lion — Pasco Chamber of Commerce Luncheon Meeting. (2009 Holiday Luncheon with Pasco High School's 1 iP Avenue Singers performing.) 2. 10:00 a.m., Tuesday, December 9, Senior Center -- Senior Citizens Advisory Committee Meeting. (COUNCILMEMBER TOM LARSEN,Rep.; BOB HOFFMANN,Alt.) 3. 7:00 a.m., Thursday, December 11, Elmer's, Walla Walla — BFCG Tri-Mats Policy Advisory Committee Meeting. (COUNCILMEMBER BOB HOFFMANN,Rep.; TOM LARSEN, Alt.) 4. 7:00 p.m., Thursday, December 11, Transit Facility — Ben-Franklin Transit Board Meeting. (COUNCILMEMBER MATT WATKINS, Rep.; MIKE GARRISON, Alt.) AGENDA REPORT TO: City Council December 4, 2008 FROM: Gary Crutchfie j anager Workshop Mtg.: 12/8/08 Regular Mtg.: 12/15/08 SUBJECT: Interlocal Agreement for Emergency Management Services I. REFERENCE(S): 1. Proposed Interlocal Agreement 2. 2009 Schedule of Local Assessments II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 12/8: Presentation by FCEM Director, John Scheer Discussion 12/15: MOTION: I move to approve the interlocal agreement for Emergency Management Services and, further, authorize the Mayor to sign the agreement. III. FISCAL IMPACT: Approximately$8,000 annually IV. HISTORY AND FACTS BRIEF: A) State Law (RCW 38.52) requires all cities and counties in the state of Washington to establish a local emergency management program so as to assure that all citizens are afforded the prescribed level of emergency preparation at the local :level. RCW 39.34 (Interlocal Cooperation Act) further authorizes cities and counties to jointly exercise their responsibilities through an interlocal agreement. Franklin County and the four municipalities within the county (Pasco, Mesa, Connell and Kahlotus) entered into an interlocal agreement in the late 1980s to create the Franklin County Emergency Management Agency. That agreement has been updated several times over the course of the past 20 years or so and the current agreement expires at the end of 2008. B) The proposed agreement will continue the existing agency in the same fashion it has existed for the past 15 years or so. The financial provision (Section 8) is clarified but essentially remains the same; that portion of the operating budget not covered by grants from state or other agencies must be provided by the participating jurisdictions based on their respective share of the county-wide population. This means Pasco pays approximately 75% of the local assessment for the operating budget. V. DISCUSSION: A) The proposed agreement is essentially the same as the expiring agreement and will extend the agency through December 2012. The city would likely spend more than $8,000 annually if it were to operate its own emergency management function. Staff recommends Council approval of the interlocal agreement. 4(b) FRANKLIN COUNTY EMERGENCY MANAGEMENT 502 Boeing Street Pasco, WA 99301 (509) 545-3546 Fax: (509) 545-2939 EMERGENCY MANAGEMENT ORGANIZATION INTERLOCAL AGREEMENT THIS AGREEMENT, made and entered into by and between the COUNTY OF FRANKLIN, CITY OF PASCO, CITY OF MESA, CITY OF CONNELL, and the CITY OF KAHLOTUS, all incorporated municipalities of the State of Washington. WHEREAS, RCW 38.52.070, EMERGENCY MANAGEMENT ACT, authorizes and directs each political subdivision of this state to establish a local organization for emergency management in accordance with the State Emergency Management Plan and Program and, specifically permits the General of the State Military Department to authorize two or more entities to join together in the establishment and operation of a local organization for emergency management; and, WHEREAS, RCW 39.34, INTERLOCAL COOPERATION ACT, authorizes political subdivisions to jointly exercise their powers, privileges, or authorities with other political subdivisions of this state through the execution of an interlocal cooperative agreement; and, WHEREAS,the Board of County Commissioners of Franklin County and the incorporated municipalities of Pasco, Mesa, Connell, and Kahlotus desire to join together to establish and operate a program to mitigate, prepare for, respond to, and recover from, disasters and other extraordinary emergencies, both natural and human caused; NOW,THEREFORE, in consideration of the promises and agreements herein contained, and subject to terms and conditions hereinafter set forth, it is mutually understood and agreed by the parties signatory to this Agreement as follows: Section 1. Definitions. The following terms when used herein are defined as follows: A. "Agency" refers to Franklin County Emergency Management. B. "Board" refers to the Board of Directors of Franklin County Emergency Management. C. "County" refers to the County of Franklin. D. "Director"refers to the Director of Franklin County Emergency Management. CADocuments and Settings\CRUTCHFIELDGILoca1 SettingsUemponary Internet Files10LK7A\InterLocalAgreemntO9.doe Page 1 of 9 E. "Emergency or Disaster" shall mean an event or set of circumstances which: (a)Demands immediate action to preserve public health,protect life,protect public property,or to provide relief to any stricken community overtaken by such occurrences,or(b)reaches such a dimension or degree of destructiveness as to warrant the governor declaring a state of emergency pursuant to RCW 43.06.010. F. "Emergency Management" refers to the preparation for and the carrying out of all emergency functions,other than functions for which military forces are primarily responsible,to mitigate, prepare for,respond to,and recover from emergencies and disasters,and to aid victims suffering from emergencies or damage,resulting from disasters caused by all hazards, whether natural or man-made, and to provide support to search and rescue operations for persons or property in distress. However, "emergency management"does not mean preparation for emergency evacuation or relocation of residents in anticipation of nuclear attack. G. "Hazard" is a dangerous event or circumstance which has the potential to escalate into an emergency or a disaster. H. "Incorporated Municipalities"refers to the cities of Pasco,Mesa,Connell,and Kahlotus. Section 2. Agency Established. A. The Agency hereby established by this agreement is to be comprised of the County and the Incorporated Municipalities and shall be designated The Franklin County Emergency Management Agency as defined in RCW 38.52.005. B. The Agency shall commence its existence upon the approval of this agreement by appropriate ordinance or resolution adopted by the Board of Franklin County Commissioners and the Councils of the Incorporated Municipalities, subject to the approval of the State Emergency Management Division. C. Any incorporated city or town within the county may become a participating member of this agency upon the adoption of the resolution by its council to that effect, its agreement to the provisions hereof, and the deposit with the Director of Franklin County Emergency Management, a copy of this agreement duly executed by such city or town. Section 3. Powers and Responsibilities of the Agency. In accordance with RCW 38.52.070,the agency is designated as the local organization for emergency management for the incorporated municipalities, and shall: A. Operate and have emergency powers as authorized by RCW 38.52.070 and exercise disaster control and coordination through the agency office or through the Emergency Operations Center. CADocuments and SettingslCRUTCHFIELDGILocal Settings\Temporary Intemet Files\OLK7A11nterLocalAgreemnt09.doc Page 2 of 9 B. Provide service, equipment, and personnel to the member jurisdictions to assist them with emergency management functions. C. Provide an emergency management organization to coordinate organizational activities and to minimize death, injury, and damages during natural disasters or man- made disasters. D. Coordinate local emergency service planning with the federal government, State of Washington,neighboring counties and states,military organizations, and other support networks. E. Provide for the effective utilization of resources within or from outside the Incorporated Municipalities to minimize the effects of disaster and to request assistance as needed through established emergency service avenues,county to state, state to region,region to national levels. F. Seek compensation coverage for volunteers who suffer injury or equipment loss or damage as a result of emergency service duty. G. Establish and maintain training and public information programs. H. Identify and develop capability and protection for the population to monitor and decontaminate the effects of radioactivity. 1. Develop a system for warning and providing information and instruction to the general public. J. Perform routine office procedures, correspondence, and inventory. Section 4. Board of Directors. A. Board of Directors is created to directly govern the agency for the executive heads of the Incorporated Municipalities signatory to this Agreement. To establish policies and to do all things necessary to insure efficient and functional operation thereof. B. The Board of Directors shall consist of seven (7)members as follows: 1. The executive head of the County of Franklin or his or her officially designated representative. 2. One appointee by the executive head of the County of Franklin or his or her officially designated representative. 3. The Mayor of the City of Pasco or his or her officially designated CA1Documents and SettingslCRUTCHFIELMLoca1 Settingffemporary Internet Filesl oLK7A11ttterLocalAgreemntO9,doc Page 3 of 9 representative. 4. One appointee by the Mayor of the City of Pasco or his or her officially designated representative. 5. The Mayor of the City of Mesa or his or her officially designated representative. 6. The Mayor of the City of Connell or his or her officially designated representative. 7. The Mayor of the City of Kahlotus or his or her officially designated representative. The Director of the Agency shall be the ex-officio, nonvoting member of the Board. C. The Board shall follow the approved By-laws of the Agency. Section 5. Powers and Responsibilities of the Director. A. Subject to the direction and control of the Board, the Director shall have direct responsibility for the day to day development, operation, and management of the Agency, including,but not limited to: 1. Implementation of policies, programs, and directives of the Board. 2. Issuance of recommendations and reports to the Board as deemed necessary by the Board. 3. Representation of Agency programs on behalf of the Board in dealings with public and/or private organizations pertaining to emergency services and disasters. 4. Recruitment,development,and training of employees and volunteers in the coordination, advancement, and exercising of an overall Agency effort for the purposes of this Agreement. 5. Maintaining of the Franklin County Comprehensive Emergency Management Plan for the County and its Incorporated Municipalities which conforms to the State Comprehensive Emergency Management Plan and Program. 6. Preparation and submittal to the Board of an annual budget and work program for the Agency. B. In the event of a disaster as defined by RCW 38.52.010(6) or as declared by the Governor of the State of Washington as provided by law, the Director shall be C%Documents and Settings\CRUTCHFIELDG\Local SettingATemporary Intemet Files\OLK7A%InterLocalAgreemntO9.doc Page 4 of 9 empowered, with the concurrence of the Board: 1. To make and issue regulations and rules on matters reasonably related to the immediate protection of life and property as affected by such disaster, provided, however, such rules and regulations shall be confirmed by the Board at the earliest practicable time. 2. To obtain vital supplies,equipment, and such other properties found to be lacking and necessary for the protection of life and property, and to bind the Agency for the fair value thereof, and,if required immediately to commandeer the same for public use in accordance with law. 3. To acquire emergency services of any officer or employee of the parties signatory to this Agreement, to requisition necessary personnel or material of any County department or agency with concurrence of the Chair of the Board of Franklin County Commissioners or of any city department or agency with concurrence of the Mayor of such city,to command the aid of as many citizens of Franklin County as deemed necessary in the execution of the Director's duties, such persons to be entitled to all privileges,benefits,and immunities provided by State law for registered emergency workers. 4. To execute the special powers conferred upon the Director by this Agreement, or by resolution adopted pursuant hereto, or conferred upon the Director by statute,or by agreements approved by the Board, or other lawful authorities. Section 6. Fund Establishment. A. There is hereby created and established a special pooled fund designated the "Franklin County Emergency Management Fund". It is agreed upon by the parties signatory to this Agreement that said fund shall be administered by the Treasurer of Franklin County. Any and all unexpended Agency monies at year end shall be carried forward into the following fiscal year budget. B. All monies collected and received on account of the Agency,including financial contributions by the parties signatory to this Agreement in accordance herewith,shall be deposited into said fund. C. The Director of the Agency shall authorize expenditures from said fund in accordance with the Director's Extent of Administrative Authority approved by the Board. Section 7. Buftets. 1. Fiscal year budgets for the Agency shall be prepared by the Director not later CADocuments and Settings\CRUTCHFIELDGILocal Settings\Temporary Intemet Files\OLK7A\InterLoca]AgreemntO9.doc Page 5 of 9 than October 30, for the following year,subject to approval by the Board 2. Budgets shall not be approved at any meetings of the Board without at least fourteen (14)days notice thereof to members of the Board. 3. Approval shall be by a simple majority of the voting members of the Board Section 8. Fundine. A. Deficit portions of Board approved Agency budgets not funded by grants or gifts shall be funded by assessments paid by the parties signatory to this Agreement. B. Each participating jurisdiction shall be assessed its proportionate share of the annual budget deficit as is equal to its proportionate share of the total county population, as those population figures are prescribed by the Washington State Office of Financial Management for the calendar year preceding the respective budget year. Formula: jurisdiction population divided by total county population equals proportionate share(%);jurisdiction %multiplied by the total budget deficit equals the jurisdiction's assessment for the respective budget year. C. In the event of an emergency which results in costs to the agency above and beyond the normal,budgeted expenses for operation and administration, such excess costs shall be borne by the party or parties affected by the emergency and promptly remitted to the Agency fund,provided, that the Director of the agency shall obtain approval of the affected parties at the earliest opportunity. If in any case, the Board is unable to agree upon the proper contributions of the parties signatory to this Agreement for the cost of emergency management,the question of such decision shall be referred to the State Emergency Management Council for arbitration and the decision of that Council shall be final and binding upon the parties signatory to this Agreement. Section 9. Property. A. For the purposes of this agreement,both monies and property shall be considered a part of the agency fund. B. The Director of the Agency shall maintain the custody and control of all property and equipment acquired by or loaned to the Agency fund. C. The ownership of all property,equipment,or monies acquired by or through the Agency fund on or after the execution of this Agreement shall be shared by the parties signatory to this Agreement in proportion to the financial and contributed service value of each party in the year of acquisition of such property, equipment,or monies. D. The ownership of property or equipment loaned or contributed for use by the Agency by any party signatory to this Agreement shall remain the property of the loaning or CADocuments and Settings\CRUTCHFIELDG\Loca]Settings\Temporary Intemet Files\OLK7A\InterLocalAgreemntO9.doc Page 6 of 9 contributing party. E. In the event that any party signatory to this Agreement withdraws from this Agreement prior to its termination as provided herein, any property or equipment loaned or contributed by such party shall be returned to such party within ninety(90) days following the date of such party's withdrawal. Section 10. Liability. Liability for Agency operations shall be limited as provided by Chapter 38.52 RCW. Section 11. Compensation Board Established. A Compensation Board if required, shall be established,meet, and perform such duties in the manner authorized and required by RCW 38.52.210-280. Section 12. SeverabUity. If any portion of this Agreement or its application to any person,place,or circumstance is held invalid,the remainder or application to other persons or circumstances shall not be affected. Section 13. Duration. The duration of this Agreement shall commence upon approval by the Washington State Military Department, Emergency Management Division and thereafter on or after the first day of January, 2009, and shall terminate at midnight on the thirty-first day of December, 2012, unless this Agreement is terminated earlier. Section 14. Withdrawal. Any party signatory hereto may withdraw from this Agreement effective December 31,of any year by providing written notice to the Board at least 6 months prior to the planned termination date. Section 15. Amendments. This Agreement may be amended or extended in duration for additional successive periods by approval of each member ageney's legislative body. C:\Documents and SettingACRUTCHFIELDG\Local Settings\Temporary Internet Fil es\OLK7A\InterLocalAgreemntO9.doc Page 7 of 9 COUNTY OF FRANKLIN ATTEST: County Commissioner County Clerk of the Board Approved As To Form: County Commissioner Prosecuting Attorney County Commissioner CITY OF PASCO ATTEST: Mayor City Clerk Approved As To Form: City Attorney CITY OF CONNELL ATTEST: Mayor City Clerk Approved As To Form: City Attorney C1Documents and Settings\CRUTCHFIELDG\Local Settings\Temporary Internet Files\OLK7A1I terLocalAgreemnt09.doc Page 8 of 9 CITY OF MESA ATTEST: Mayor City Clerk Approved As To Form: City Attorney CITY OF KAHLOTUS ATTEST: Mayor City Clerk Approved As To Form: City Attorney CADocuments and Settings\CRUTCMELDG\Loca1 Settings\Temporary Internet Files\OLK7A\InterLocalAgreemntO9.doe Page 9 of 9 FRANKLIN COUNTY EMERGENCY MANAGEMENT 502 Boeing Street Pasco, WA 99301 (509) 545-3546 Fax: (509) 545-2139 October 1, 2008 MEMORANDUM TO: Franklin County Emergency Management Board FROM: Franklin County Emergency Management (FCEM) SUBJECT: 2009 Local Jurisdiction Assessment 2009 Local Jurisdiction Assessment Jurisdiction Population* % 2009 MINUS MATCH 2009 NET ASSESSMENT ASSESSMENT $20,719.09 $10,200.00 $10,519.09 Pasco 52,290 74.49% $15,433.07 $7,597.69 $7,835.37 Franklin County 14,000 19.94% $4,132.01 $2,034.19 $2,097.82 Connell 3,255 4.64% $960.69 $472.95 $487.74 Mesa 440 0.63% $129.86 $63.93 $65.93 Kahlotus 215 1 0.31% $63.46 $31.24 $32.22 TOTALS: 70,200 1 100% $20,719.09 $10,200.00 $10,519.09 54,075 Incorporated population for the cities 13,325 Unincorporated population for the county 67,400 Total estimated Franklin County Population for 2008 * Population data was taken from the State of Washington, Office of Financial Management's April 1 Population report for 2008 * Does not include expenses incurred for the MCC 2008 C_U)acuments and SettingslZUNKERnLocal SettingslTemporary internet FIIes*LKWVOO9-Jurisdiction-Assessment 1214=08 AGENDA REPORT FOR: City Council December 3, 2008 TO: Gary Crutch a Manager FROM: Stan Strebel, ftiini a ve and Community Workshop Mtg.: 1218/08 Services Director Regular Mtg.: 12/15/08 SUBJECT: Library Services Survey I. REFERENCE(S): 1. Proposed Agreement II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS: 12:8: Discussion 12/15: Motion: I move to approve the Professional Services Agreement with the Gilmore Research Group for library services survey work, and further, authorize the City Manager to sign the agreement. III. FISCAL IMPACT: $19,000 (not in budget) IV. HISTORY AND FACTS BRIEF: A) In October, Council received a report on Library Service Delivery Options from Ruth Metz, consultant, who evaluated alternatives for Council consideration regarding the library service agreement with Mid-Columbia Library District which expires at the end of 2010. B) As pointed out in the report and owing to Pasco's significant growth in recent years, it seems prudent for the City to consider the types/levels of library service that the community desires and will support. C) Gilmore Research Group is an experienced survey research firm and has provided the City with a proposal to develop a survey instrument and conduct a telephone survey of some 375 area residents in order to achieve a statistically valid response to the 95% confidence level. D) Questions will be developed to determine public support for different library options (i.e. full branch library or storefront"Cyber Stop" option) levels of service (i.e. hours, days of service) and the tolerance for the costs associated with each. Survey information will help Council decide which overall library service delivery options for the City are most appropriate. E) With Council authorization, work can commence in January with results available before the beginning of March 2009. Staff recommends approval of the agreement. 4(c) PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT, made and entered into between the City of Pasco, hereinafter referred to as the "City", and The Gilmore Research Group, hereinafter referred to as the "Consultant". WHEREAS, the City desires to engage the professional services and assistance of Consultant to provide survey research regarding library service delivery options. NOW, THEREFORE, in consideration of mutual benefits accruing, it is agreed by and between the parties hereto as follows: I. Scope of work. The scope of work shall include all services and material necessary to complete the work as outlined in the scope of services, Exhibit A, attached hereto and incorporated herein by this reference. 2. Ownership and use of documents. All research, tests, surveys, preliminary data and any and all other work product prepared or gathered by the Consultant in preparation for the services rendered by the Consultant shall not be considered public records, provided, however, that: A. All final reports, presentations and testimony prepared by the Consultant shall become the property of the City upon their presentation to and acceptance by the City and shall at that date become public records. B. The City shall have the right, upon reasonable request, to inspect, review and, subject to the approval of the Consultant, copy any work product. C. In the event that the Consultant shall default on this Agreement, or in the event that this contract shall be terminated prior to its completion as herein provided, the work product of the Consultant, along with a summary of work done to date of default or termination, shall become the property of the City and tender of the work product and summary shall be a prerequisite to final payment under this contract. The summary of work done shall be prepared at no additional cost, if the Agreement is terminated through default by the Consultant. If the Agreement is terminated through convenience by the City, the City agrees to pay Consultant for the preparation of the summary of work done. 3. Payments. The Consultant shall be paid by the City for completed work for services rendered under this Agreement as provided hereinafter. Such payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment and incidentals necessary to complete the work. A. Payment for work accomplished under the terms of this Agreement shall be as set forth in Exhibit A (9 pages, attached), provided, in no event shall the payment for all work performed pursuant to this Agreement exceed the sum of$19,000.00 without prior authorization of the City. The Gilmore Research Group --Library Service Delivery Options 1 B. All vouchers shall be submitted by the Consultant to the City for payment pursuant to the terms of this Agreement. The City shall pay the appropriate amount for each voucher to the Consultant. The Consultant may submit vouchers to the City monthly during the progress of the work for payment of completed phases of the project. Billings shall be reviewed in conjunction with the City's warrant process. C. The costs records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City for a period of three (3) years after final payment. Copies shall be made available upon request. 4. Time of performance. The Consultant shall perform the work authorized by this Agreement promptly and deliver the final work product according to the schedule in Exhibit A. 5. Hold harmless agreement. In performing the work under this contract, the Consultant agrees to defend the City, their officers, agents, servants and employees (hereinafter individually and collectively referred to as "Indemnities"), from all suits, claims, demands, actions or proceedings, and to the extent permissible by law, indemnify and hold harmless the Indemnities from A. All damages or liability of any character including in part costs, expenses and attorney fees, based upon, any negligent act, error, or omission of Consultant or any person or organization for whom the Consultant may be responsible, and arising out of the performance of professional services under this Agreement; and B. All liability, loss, damage, claims, demands, costs and expenses of whatsoever nature, including in part, court costs and attorney fees, based upon, or alleged to be based upon, any act, omission, or occurrence of the Consultant or any person or organization for whom the Consultant may be responsible, arising out of, in connection with, resulting from or caused by the performance or failure of performance of any work or services other than professional services under this Agreement, or from conditions created by the Consultant in the performance or non-performance of said work or service, regardless of whether or not caused in part by the party indemnified hereunder. 6. Discrimination prohibited. Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin or physical handicap. 7. Consultant is an independent contractor. The parties intend that an independent contractor relationship will be created by this Agreement. No agent, employee or representative of the Consultant shall be deemed to be an agent, employee or representative of the City for any purpose. Consultant shall be solely responsible for all acts of its agents, employees, representatives and sub-consultants during the performance of this contract. 8. City approval. Notwithstanding the Consultant's status as an independent contractor, results of the work performed pursuant to this contract must meet the approval of the City. The Gilmore Research Group --Library Service Delivery Options 2 9. Termination. This being an Agreement for professional services, either party may terminate this Agreement for any reason upon giving the other party written notice of such termination no fewer than ten (10) days in advance of the effective date of said termination. 10. General Provisions. For the purpose of this Agreement, time is of the essence. Should any dispute arise concerning the enforcement, breach or interpretation of this Agreement, venue shall be placed in Franklin County, Washington, the laws of the State of Washington shall apply, and the prevailing parties shall be entitled to its reasonable attorney's fees and costs. 11. Integration. The Agreement between the parties shall consist of this document and the Consultant's proposal attached hereto. These writings constitute the entire Agreement of the parties and shall not be amended except by a writing executed by both parties. In the event of any conflict between this written Agreement and any provision of Exhibit A, this Agreement shall control. 12. Non-waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 13. Non-assignable. The services to be provided by the contractor shall not be assigned or subcontracted without the express written consent of the City. 14. Covenant against contingent fees. The Consultant warrants that he has not employed or retained any company or person, other than a bona fide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of making of this contract. For breach or violation of this warranty, the City shall have the right to annul this contract without liability or, in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission,percentage, brokerage fee, gift, or contingent fee. 15. Notices, Notices to the City of Pasco shall be sent to the following address: CITY OF PASCO ATTN: CITY MANAGER P. O. BOX 293 PASCO, WA 99301 Notices to the Consultant shall be sent to the following address: The Gilmore Research Group 2324 Eastlake Avenue East, Suite 300 Seattle,WA 98102-3306 Receipt of any notice shall be deemed effective three (3) days after deposit of written notice in the U. S. mails, with proper postage and properly addressed. The Gilmore Research Group --Library Service Delivery Options 3 DATED THIS DAY OF ,2048 CITY OF PASCO CONSULTANT: The Gilmore Research Group By: By: City Manager The Gilmore Research Group --Library Service Delivery Options 4 Exhibit "A" GHWH OMM GROUP STM"TANSI{M TO: Stan Strebel, Director Administrative and Community Services City of Pasco FROM: Patricia Glazer Gilmore Research Group DATE: November 26, 2008 RE: Proposal to Conduct Qualitative and Survey Research among Residents re: Expansion of Library Services and/or New Branch Gilmore Research is responding to your telephone request for a marketing research study to examine resident needs and preferences for expanded library services in the part of West Pasco that has experienced the most growth in recent years. Background and Purpose The Director of Administrative and Community Services is charged with making recommendations to the City Council about Contracts for Services for the City of Pasco in conjunction with the City Council's budgetary approval. The contract for Library Services with the Mid-Columbia Library District will be renegotiated in the coming year. Mid- Columbia Library provides library services in Benton, Franklin, and parts of Adams County. Several factors have influenced a decision to conduct a community research project prior to renegotiation of the contract: • The cost of the contract has increased from about $559K in 2002 to 1,085K for the current renewal, a 13.4% increase per year since 2002. • Pasco currently has one branch in the center of the city. • The number of books at that library branch has diminished from about 91,000 in 2002 to 61,000 in 2008. • Pasco population has increased most dramatically— from about 32,000 in 2000 to some 52,000 in 2008 —with most of the growth in the newer section of the city, West Pasco, which is located away from the city center and north of the Interstate highway and which has a demographic mix of young families and retirees. • Residents of that area have requested a library branch in their neighborhood. 2324 Eaudake Avenue East,Suite 300■Seattle,WA 98102.3306 Voice:(206)726-5555■Fax:(206)726-5620■Email:info @gilmor reaearch.com Page 2 • A levy would be required to cover some of the options under consideration by the city and that would come on the heels of increased city taxes. In addition, the City Council is looking at library service levels overall for the city and evaluating what levels might be needed for the citizenry in the future. The City Council would like to conduct the research prior to making decisions in the first quarter of 2009. Budgeting for the research project would take place in December of 2008. The City has asked Gilmore Research to submit a proposal with recommendations for the type of study best suited to its information needs. Gilmore Research Group is well qualified to provide the assistance you require. Gilmore's reputation for uncompromised quality has earned the trust and respect of clients and the community of research experts for 60 years. We propose to be responsible for setting up and conducting focus groups and with a community survey by assisting with questionnaire development, conducting the interviews under supervision with quality standards and monitoring in place, analyzing the data and providing a report of the research results in the format best suited for your needs. Approach to Project Gilmore recommends surveying 375 West Pasco residents by telephone using a randomly selected sample drawn from the approximately 15,000 residents of that community. This sample size would be statistically valid at the 95% confidence level with a margin of error of plus or minus five percentage points in the worst case scenario (e.g., where 50 gave one response and 50% gave the opposite). Since Pasco has one zip code, residents would need to be screened by address and the part of the city where they reside. Once qualified as a resident of the community, there will be no quotas required because the sample will be random and should represent the demographic proportions of the geographic area. Gilmore will develop the questionnaire based on our discussions and debriefing from the focus groups. We anticipate that it will ask residents about their library use, the services they would find most beneficial, the locations most convenient and the options of having a library branch located in a currently existing structure or a standalone facility to be built after a tax levy is passed. We expect the city administration to aid in defining the options that might be available. Gilmore understands that the primary information goals of the survey are the same as those outlined in the "Background and Purpose" of this proposal. Any additional items that may come up in the qualitative research could be added as well. For cost estimating purposes, we assume the average questionnaire length will be five to seven minutes and that the G o RESEARCH Proposal for City of Pasco,re:Library Issues, November 26,2008 GROUP Page 3 questionnaire will consist of mostly closed-ended structured questions and one open-ended question. We will draft a questionnaire for you to review. Once you approve it, Gilmore staff will program the survey into our Voxco software, the project director will test the logic and any skip patterns. We recommend pre-testing the survey in the Gilmore call center with 10 respondents to verify that the questions are understood as intended. You may monitor the pretest, either in person at our call center or via remote access. If any refinements or changes to the survey instrument are needed, our programmer will edit the survey accordingly and pass the final version on to the City of Pasco Administration. Gilmore Research recommends conducting a survey among 375 residents, which should be sufficient for the community described. With this number of completed interviews, we would achieve a margin of error of 4.9 percentage points plus or minus in the worst case scenario (50% vs. 50%) at the 95% confidence level. Sample will be purchased to fit the correct geographical area and respondents will be screened to assure they live in the newer part of Pasco. We plan to make five attempts to reach each contact before that piece of sample is declared not reachable, This method assures that not only the "easy to reach" are surveyed but also those who may not be at home as often or answer their phones as readily. We have in-house CATI (computer-assisted telephone interviewing) call centers in Seattle and Bremerton to conduct telephone surveys. Calls are made on different days of the week and at different times of the day to ensure that all contacts get an equal opportunity to respond. Calling hours are 9:00 AM to 9:00 PM on weekdays, 9:30 AM to 3:30 PM on Saturdays, and 1:00 PM to 7:00 PM on Sundays. Interviewers are briefed on the survey by the project director prior to making any calls. Our training, procedures and controls are all designed to help interviewers find the appropriate contact and complete the interview. All telephone interviewers are first trained in the basics of market research, interviewing techniques and use of computers. Interviewers are also trained specifically for each project and have a thorough understanding of the questionnaire, skip patterns, and terminology before interviewing begins. Production is important, but response rate is more important. All telephone interviews are conducted under supervised conditions, and each interviewer is monitored at least once during every shift. You or an associate is welcome to monitor interviewing either in person or via remote access. Once the surveys are completed, Gilmore staff will code the open-ended responses and enter the codes. Gilmore staff will submit banner specifications for your approval. With this information, our data processing will produce cross-tabulations, a questionnaire with frequencies (the preliminary question results), and a data file in the format of your choice. A Gilmore analyst will analyze the results and prepare either a narrative Word document or a PowerPoint presentation as our report. G THE E R CH Proposal for City of Pasco,re:Library Issues,November 26,2008 GROUP Page 4 As a follow-up option, Gilmore Research Group suggests the possibility of fleshing out the quantitative results of the survey with two or three focus groups to explore the attitudes of the West Pasco community regarding their current library attitudes and usage as well as their preferences for future library facilities and services. We suggest conducting one or two focus groups among parents of children 2 to 12 years of age and one among retirees. If there is a sizeable segment of another demographic such as Hispanics in that community, Gilmore recommends conducting a separate focus group discussion for that ethnic group. A separate bid would be provided if the Council requests focus groups after the survey. Company Overview Background and General_Capabilities Gilmore Research Group is one of the largest and most experienced firms in the Pacific Northwest in terms of size, staff experience and number of clients served. Since its inception in 1948, the company has evolved into a full-service research firm with offices in both Seattle and Portland. Gilmore Research operates an Outside Field Division out of the Portland office, two centralized phone centers (Seattle and Bremerton, WA) and four fully-equipped focus suites (one in Portland). The Gilmore Research Group provides a full range of market research products and services to both public and private sector clients including: • Study design, questionnaire design, sampling design and generation • In-field data collection such as intercept interviews, observations and self- administered surveys • Telephone, mail and web-based data collection • Focus group moderating and analysis • Data processing into highly readable cross-tabulation printouts • Data analysis (descriptive and multi-variate), reports and presentations Gilmore conducts over 500 studies annually involving more than 250,000 interviews, intercepts and recruits. Reflecting satisfaction with the service provided, in recent years, approximately 60% of Gilmore's custom research projects were commissioned by repeat clients. We provide rigorous research methodology, professional handling of confidential and proprietary data, and usable output formats. On all projects, Gilmore is committed to providing information that will be useful in making decisions and formulating strategies. Our Philosophy 9 Research Integrity: We strive to provide sound, actionable data, presented in a format clients can use. We consider our clients' goals and objectives - both financial and otherwise - in developing a research program. Our recommended methodologies GILMORE RESEARCx Proposal for City of Pasco,re:Library Issues, November 26,2008 GROUP Page 5 and samples will be suited to the needs of each client and designed to further their research, marketing, and communications programs. • Data Collection Quality: Regardless of data collection method, we pay strict attention to quality control and accuracy. Standard policies help ensure the lowest response bias possible, accuracy in respondent selection and recording of responses. Highly trained and fully experienced supervisors work with interviewers and recruiters to guarantee the high level of quality we demand. • Management of Resources, Time, and Cost: Because we do all of our work in-house, we are able to effectively control costs and timelines. We are also able to accurately project what costs and timelines will be, thus avoiding surprises at project end. We have a long record of completing projects on time and within specified budgets. Gilmore's goal is to provide usable information in a form and manner that helps organizations advance their own goals. Proposed Timeline: If the project is assigned to Gilmore Research Group for the first quarter of 2009, the following timetable would serve as an example: Task Completed By City Council Approval of Proposal and Contract December 15, 2008 Survey Questionnaire Design December 19 Approval of Survey Questionnaire December 31 or early January 2009 Pretest January 7, 2009 Interviewing January 8 January 31 Coding and Data Processing February 6 Prepare Analysis with Graphs and Tables February 13 Provide Final Report of Focus Group and Survey Results February 20 G of P Proposal for City of Pasco,re:library Issues,November 26,2008 Page 6 Budget Estimate: Based on information discussed in this proposal, the cost to complete the telephone survey with 375 interviews is estimated to be $18,401: Questionnaire Design $ 450 Programming $ 810 Project Management, Briefing and Supervision $ 3,960 Sample Purchase and Preparation $ 630 Phone Number Look-Up $ 500 Pre-test Questionnaire $450 Telephone Interviewing $ 5,336 Long Distance Charges $ 810 Coding and Data Processing $ 980 Computer-Generated Cross-Tabs and Data File $ 500 Full Report $ 3,975 Total $182401 Project Team Members: I will serve as the Project Leader. Gilmore Research uses a team approach on all projects. Each team has a Team Lead (VP level), an Analyst and a Project Director. The individuals who will be assigned to this needs assessment have the experience needed for this project and all three will serve as contacts for the City of Pasco. The following is a chart reflecting team member responsibility for a project such as the one we are proposing. G o R4SEARCH Proposal for City of Pasco,re:Library Issues,November 26,2008 GROUP Page 7 fffffitti•1 Vice President / Team Project Dire cto Analyst { xk Coding/Data'ErY ata Proc CATI/Web es' er elephone Super so� Interviewers Project Leader: Patricia Glazer, Vice President/Senior Moderator. Ms. Glazer joined Gilmore Research in 1998 and has over 25 years experience in marketing research, beginning in Chicago and in Washington for the past 14 years. She has expertise in qualitative techniques as a focus group moderator and analyst. She is skilled in quantitative research including study design, survey development and analysis of results. She has strong experience in client development, medical and healthcare research, business equipment and services, financial/insurance services, legal, utilities and many consumer categories. Ms. Glazer received her BA from Case Western Reserve University and earned her MA at Middlebury Graduate School. Analyst Assigned to this Project: Sarah Swann-Ketzel Ms. Swann-Ketzel has over 10 years research experience. Her background includes communi y research,political podding, sensitive issues research, healthcare, in-depth legislative interviewing, and mystery shopping. Ms. Swann-Ketzel was the analyst for recent studies for the City of Redmond and the City of Newcastle. Through her years of experience, she has developed a special skill in statistical analysis and translating data into actionable findings. Ms. Swann-Ketzel has her Bachelor's degree from University of Kansas and her Master's degree from Ohio State University. Project Director: Selena Leer Ms. Leer joined Gilmore in 2006 with prior research experience in a psychology department research lab studying early intervention of autism at The University of Washington. As a member of the Custom Research Division at Gilmore, Ms. Leer is responsible for project direction in all aspects of questionnaire development, recruiting specifications and data collection as well as assisting in analysis for quantitative and qualitative research studies. G o RESEARCH Proposal for City of Pasco,re:library issues,November 26,2006 GROUP Page 8 Experience and References: Gilmore Research is well qualified to conduct focus groups off-site and telephone surveys in-house. The following are a few examples of Gilmore Research Group's projects on behalf of libraries and cities. Pierce County Library System Conducted two sets of focus groups among Hispanics and Korean residents of Pierce County before and after certain services were implemented to better serve these segments of the community. Translators were used. The library implemented some new signage and offered special programs for these ethnic groups. City of Maple Valley, Community Study Gilmore Research Group conducted a survey on behalf of the City of Maple Valley in 2001. The City of Maple Valley has been faced with serving a growing population and increased residential housing. The purpose of the survey was to help determine the most successful plan for the future and explore residents' preferences for the current and future direction of Maple Valley. Gilmore began the study by conducting focus groups to aid in the development of the telephone questionnaire. The focus groups helped define the issues most important to address in the questionnaire. Gilmore was responsible for sample definition and draw, focus groups, questionnaire design, analysis and reporting. City of Redmond, City Services Survey In 1998, the City of Redmond contracted with Gilmore Research Group to conduct a survey of residents to establish spending priorities for budgeting. A telephone survey was used to collect feedback from a broader range of residents than was received through a self- administered survey resulting from a community newsletter and community forum meetings. Resident attitudes were explored toward city services including parks, trails and open spaces. The sample size was 400, and the questionnaire was approximately 15 minutes in length. The baseline was established in 1998, with follow-up surveys in 2000 and in 2002. We would like very much to assist the City of Pasco in assessing residents' attitudes and preferences with regard to library services and facilities. Please let us know if you have any questions about our proposal. I will look forward to talking with you in late November. Best regards, Patricia Glazer, Vice President & Senior Moderator GU MO E RMCH Proposal for City of Pasco,re:library Issues,November 26,2008 GROUP Page 9 PATRICIA B. GLAZER VICE PRESIDENT AND SENIOR MODERATOR Special Expertise: Experience in all aspects of both qualitative and quantitative research: research approach, study design, survey instrument development, data collection, data analysis and focus group moderating. Specialized experience in healthcare, and medical industries; product development, attitudinal, and positioning research. Experience: 2001 to Present: Vice President and Senior Focus Group Moderator, The Gilmore Research Group. Responsible for client development, research design, project management, analysis, and report writing for qualitative and quantitative research projects, including awareness/image, concept evaluation, product development, positioning, advertising, name and packaging, customer satisfaction, and tracking for such industries as medical and health care, business hardware and software, insurance, financial, publishing, construction, retail and government. 1998 to 2000. Research Analyst and Focus Group Moderator, The Gilmore Research Group_ Responsible for research design, management, analysis and reporting. 1996 to 1997: Independent research consultant, Patricia Glazer Research Associates, designing and managing qualitative and quantitative research for a variety of clients in medical/healthcare, publishing, and construction industries. 1987 to 1996: President. Vantage Marketing Research, Inc (1995-96)/Vantage Research, Inc. (1987-95), Chicago. Developed business, designed quantitative and qualitative research, oversaw project implementation, conducted focus groups and in-depth interviews, analyzed data and wrote reports. Special focus on new product development, positioning, image, attitudinal research and customer service satisfaction. 1979 to 1987: Account Manager/Project Manager, Elrick & Lavidge, Inc., Chicago. Developed new accounts and managed all aspects of qualitative and quantitative research projects for a broad spectrum of clients nationwide. Responsible for study designiproposals, implementation, data analysis, and report writing. 1978 to 1979: Focus Group Coordinator, Creative Research, Inc., Chicago. Fielded qualitative projects. 1968 to 1974 Instructor, German Language & Literature, Worcester State College, Worcester, MA, and Northeastern Illinois University, Chicago_ Education: Middlebury College Graduate School/Mainz University, Germany, M.A., 1967 Case Western Reserve University, B.A., 1966 Associations: Qualitative Research Consultants Association, Member 1985-1987 and 2006-2008 American Marketing Association, VP/Professional Development Chicago, 1992-93; Board Director of Puget Sound AMA, Chairperson for Healthcare Marketing Group 1998 (Co-Chair 1995-97); Member since 1979. GTIE o RESEARCH Proposal for City of Pasco,re:library Issues, November 26,2008 GROUP AGENDA REPORT #40 FOR: City CounciJ, .b December 3, 2008 TO: Gary Crutch Manager Robert AlbeWorks D irector FROM: Michael Mc y Engineer Workshop Mtg: 12/08/08 Regular Mtg: 12/15/08 SUBJECT: Sewer Frontage and Square Footage Fees 1. REFERENCE(S): 1. Proposed Ordinance II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: 12108: Discussion 12/15: MOTION: I move to adopt Ordinance No. amending chapter 3.07 of the Pasco Municipal Code Regarding Water and Sewer Front Footage and Square Footage Fees. III. FISCAL IMPACT: Utility Fund. IV. HISTORY AND FACTS BRIEF: A) Ordinance No. 3693, passed by Council in 2004, amended Chapter 3.07 of the Pasco Municipal code increasing Water and Sewer front footage and area charges to their current levels of$20.00 per front foot and$0.0374 per square foot. IV. DISSCUSSION: A) In cases where the City extends water or sewer lines to serve properties, the City assesses a fee (to be paid when the property develops), based on the front and square footage of the parcels served. The fee is based on typical costs, incurred by the City, to install utility lines in similar areas. Setting the fee in this manner provides predictability and uniformity and avoids the necessity of assessing the fee based on actual costs which could vary considerably depending on actual circumstances. Furthermore, front footage charges are not assessed where utility lines have been installed by a developer as is typical for most new subdivisions. B) Staff proposes revisions to the front footage and area charges based on recent bid data and reflecting the last 3 years' increase in construction costs. The proposed changes shown below are also in the attached, proposed ordinance. C) Water and sewer system capital expansion and replacement charges are also assessed at the time of connection, based upon the size of the water meter (which is a measure of the portion of the capacity of the respective utility system that is being committed to that particular user). These charges are calculated based on the City's expenditures for capital improvements (as necessary to provide the additional capacity required by growth) and the cost to finance the same. At present, it appears that water and sewer system expansion/replacement charges are adequate. D) In reviewing the recent years bidding history, the current fees need to be increased in order to adequately represent the present cost to install sewer utilities. For example, the front footage fee for sewer is currently $20.00 per foot charged to 4(d) both sides of a given street. Indicating the cost of an 8-inch sewer line should be approximately $40.00 per foot. In reviewing several bids on City projects over the last several years, comparable projects ranged from approximately $50.00 to $70.00 per foot which translates into a rate of$25.00 to $35.00 per foot on each side of the road. Although there are bids that justify the higher end of the range, staff believes using the lower end of the bidding history would be fair and equitable due to the fees being assessed City-wide. The square footage fees are assessed to cover the costs of installing additional pipelines to connect the frontage pipes to the existing system. Staff recommends a 25% increase area fee which is equal to the recommended change in the front footage fee. Staff recommends the following new fees for sewer only: Front Footage Present Proposed Residential $20.00 $25.00 Commercial $20.00 $25.00 Square Footage Residential $0.0374 $0.0468 Commercial $0.0374 $0.0468 E) The front footage and area fees for water were also compared to recent bid data for water main installation projects and they appear to be adequate. However, these fees will likely need to be re-evaluated within the next few years. F) The Ordinance implementing all of the changes is proposed to be effective beginning January 1, 2009. Staff recommends approval of the Ordinance. ORDINANCE NO. AN ORDINANCE amending chapter 3.07 of the Pasco Municipal Code Regarding Water and Sewer Front Footage and Square Footage Fees. WHEREAS, the City Council of the City of Pasco, Washington has determined that certain amendments regarding Water and Sewer Fees are necessary; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO,WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. That Section 3.07.170 of the Pasco Municipal Code is hereby amended to read as follows: 3.07.170 SEWER USE FEES: D) Front Footage(per ft): Fee/Charge Reference 1) Residential: In & Out City Limits $20.00.$25.00 13.44.011 2) Commercial: In &Out City Limits $20.00.$25.00 13.44.011 E) Square Footage(per sq ft) Fee/Char?e Reference I) Residential: In& Out City Limits $0.0374 $0.0468 13.44.011 2) Commercial: In &Out City Limits 4-$0.0468 13.44.011 Section 2. This Ordinance shall take effect and be in force from and after January 1, 2009 following its passage and publication as required by law. PASSED by the City Council of the City of Pasco, Washington, and approved as provided by law this 15"' day of December, 2008. Joyce Olson Mayor ATTEST: APPROVED AS TO FORM: Sandy L. Kenworthy Leland B. Kerr Deputy City Clerk City Attorney CITY OF PASCO SUMMARY OF ORDINANCE NO. ORDINANCE NO. is an ordinance amending chapter 3.07 of the Pasco Municipal Code Regarding Water and Sewer Front Footage and Square Footage Fees. The full text of Ordinance No. , is available free of charge and will be mailed (electronically or via postal service) to any person who requests it from the City Clerk of the City of Pasco (509) 545-3402, PO Box 293,Pasco, WA 99301. Debbie Clark, City Clerk AGENDA REPORT Date December 4, 2008 FOR: City Council Workshop Meeting: December 8, 2008 Regular Meeting: December 15, 2008 TO: Gary Crutchfi Manager FROM: Jim C ase nce Manager SUBJECT: 2008 " ' SUPPLEMENT. I. REFERENCE(S): A) Proposed ordinance amending the 2008 Operating Budget. B) Proposed ordinance amending the 2008 Capital Improvements Projects Budget. C) Proposed resolution authorizing the Interfund Loans D) Memorandum from Finance Manager to City Manager. E) Exhibit I —2008 Budget Supplement Worksheet II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: A) Discussion - December 8, 2008 B) Conduct Public Hearing- December 15, 2008 C) MOTION: I move to adopt Ordinance No. amending the 2008 Operating Budget by providing a Supplement thereto in the amount of$506,100 and to authorize the publication by summary only. D) MOTION: I move to adopt Ordinance No. amending the 2008 Capital Improvements Budget by providing a Supplement thereto in the amount of$278,000 and to authorize the publication by summary only. E) MOTION: I move to approve Resolution No. , authorizing temporary inter- fund loans from the General Fund to the Community Development Block Grant Fund, the Ambulance Service Fund in the total amount of $660,000. III. FISCAL IMPACT: Per attached Exhibit 1 --2008 Budget Supplement—Expenditure/Revenue Detail IV. HISTORY AND FACTS BRIEF: The items recommended to be included in the Supplemental Budget are for expenditures that were unanticipated or indeterminable at the time of the 2008 Budget preparation. Resources for the expenditures are: I. Unanticipated revenue 2. Contributions from active funds 3. Ending fund balances V. DISCUSSION: Please see attached memo from the Finance Manager to the City Manager. VI. OTHER COMMENTS: 4(e) ORDINANCE NO. AN ORDINANCE AMENDING THE 2008 ANNUAL BUDGET OF THE CITY OF PASCO BY PROVIDING SUPPLEMENT THERETO; BY APPROPRIATING REVENUE RECEIVED IN EXCESS OF ESTIMATED REVENUES FOR THE CURRENT YEAR AND BY PROVIDING TRANSFERS AND ADJUSTMENT AUTHORITY. WHEREAS, staff has identified the need to make certain revisions to the 2008 Annual Operating Budget originally adopted through Ordinance No. 3845 on December 17,2007, and WHEREAS, a Public Hearing has been held subsequent to due notice,and the City Council has, after consideration, deemed the proposed Supplement to the Annual Operating Budget necessary and appropriate; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO,WASHINGTON,DO ORDAIN AS FOLLOWS: §1. Pursuant to RCW 35A.33.120,the 2008 Operating Budget be and the same is hereby amended to provide for the following adjustments to revenue and expenditures, and by providing authority for any necessary transfer of money within or between funds as indicated. FUND REVENUE EXPENDITURE Ambulance Service Fund 200,000 200,000 City View Cemetery Fund 45,000 45,000 Senior Center Fund 26,100 26,100 TRAC Development and Operating Fund 75,000 75,000 Equipment Rental Maintenance&Operations-Governmental Tyl 160,000 160,000 $ 506,100 $ 506,100 The above items are shown as revenues and appropriations to specific budgets and items within budgets in the attachment marked"Exhibit 1-A -2008 Budget Supplement"the Expenditure/Revenue detail,which is incorporated herein as though fully set forth. §2. That the additions in appropriations and expenditures are hereby declared to exist in the above funds for the said uses and purposes as shown above and in the Exhibit and the proper City officials are hereby authorized and directed to issue warrants and transfer funds in accordance with the provisions of this Ordinance. §3. This ordinance shall take effect five(5)days after passage and publication. PASSED by the City Council of the City of Pasco, at its regular meeting on December 15,2008. Joyce Olson,Mayor APPROVED AS TO FORM: ATTEST: Debra Clark, City Clerk Leland B. Kerr, City Attorney ORDINANCE NO. AN ORDINANCE RELATING TO SUPPLEMENTAL CAPITAL IMPROVEMENT PROJECTS BUDGET FOR THE YEAR 2008. WHEREAS,on December 17,2007,the City Council passed Ordinance No. 3846, an Ordinance adopting the City of Pasco Capital Improvements Projects Budget for the year 2008; and WHEREAS, during the year 2008 additional capital improvement expenditures became necessary that were unanticipated and a need exists requiring a Supplement to provide for such expenditure authority,and, WHEREAS,a Public Hearing has been held subsequent to due notice,and the City Council has, after consideration, deemed the proposed Supplement to the Capital Improvements Projects Budget necessary and appropriate;NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO,WASHINGTON,DO ORDAIN AS FOLLOWS: §1. The following capital improvements projects and water/sewer construction projects are hereby athorized as detailed below: Current Change in Total New PROJECTS Authority Authority Authori Burden Boulevard Widening $ 200,000 $ 176,000 376,000 Road 68 Reservoir Improvements 183,000 70,000 253,000 383,000 246,000 629,000 §2. This ordinance shall take effect five(5) days after passage and publication. PASSED by the City Council of the City of Pasco,at its regular meeting on December 15,2008. Joyce Olson,Mayor APPROVED AS TO FORM: ATTEST: Debra Clark,City Clerk Leland B. Kerr,City Attorney RESOLUTION NO. A RESOLUTION AUTHORIZING INTERFUND LOANS FROM THE GENERAL FUND TO THE COMMUNITY DEVELOPMENT BLOCK GRANT FUND THE AMBULANCE SERVICES FUND AND THE EQUIPMENT RENTAL MAINTENANCE & OPERATIONS- GOVERNMENT TYPE FUND IN THE TOTAL SUM OF $660,000, WHEREAS, the City Council of the City of Pasco has,pursuant to RCW 35.33.121, found that it is in the best interest of the City to lend funds from the General Fund to the Community Development Block Grant Fund, the Ambulance Services Fund, and the Equipment Rental Maintenance & Operations-Government Type Fund, and to provide for the repayment thereof, and NOW,THEREFORE, THE CITY OF PASCO, WASHINGTON HERESY RESOLVES AS FOLLOWS: 1. Authorization for loan. The Finance Manager of the City of Pasco is hereby authorized and directed to make the following loans from the City of Pasco General Fund: (A)To the Community Development Block Grant Fund in the sum of$200,000; (B)To the Ambulance Service Fund in the sum of$300,000; (C)To the Equipment Rental Maintenance & Operations-Government Type Fund in the sum of$160,000; 2. Terms and Memorialization. The effective dates of the loans shall be December 31, 2008 and shall be due and payable on January 1, 2009, 1 day later. Such loans shall bear no interest. This resolution shall constitute memorialization of these loans and their terms. PASSED by the City Council of the City of Pasco, Washington, this 15th day of December 2008. SIGNED in authentication of its passage this 157th day of December, 2008. Joyce Olson, Mayor ATTEST APPROVED AS TO FORM: Debra Clark, City Clerk Leland B. Kerr, City Attorney MEMORANDUM Date: December 4, 2008 To: Gary Crutchfield, City Manager Stan Strebel, Administrative & Community Services Director From: Jim Ch inancial Services Manager Subject: 2008 OPERATING AND CAPITAL IMPROVEMENTS PROJECTS BUDGET SUPPLEMENT. As is traditionally the case, a budget supplement is required to increase the legal spending authority for those items unanticipated or indeterminable at the time the 2008 Annual Operating and Capital Improvements Projects Budgets were adopted. 2008 OPERATING BUDGET SUPPLEMENT Resources for the 2008 Operating Budget Supplement will be unanticipated revenue, contributions from active funds, and beginning and ending fund balances. The budget supplement ordinance will only list those funds that will actually increase revenue and/or expenditure amounts. Those funds that are utilizing ending fund balance will not be listed. GENERAL FUND: The following departments require additional authority to cover unanticipated expenditures. Please refer to the attached Exhibit 1 to see the line items affected. 1. City Manager's Department requires a supplement of $45,500. This is all within the Personnel Division primarily for additional wages and overtime ($28,000), legal services ($12,000 in connection with union negotiations and personnel advertising ($5,000) for vacant positions citywide. 2. Fire Department requires a supplement of $367,500. Increased salaries, overtime and related benefits due to the new union contract and associated retroactive wage payments is the primary reason for the supplement. 3. Administrative & Community Services Department requires a supplement totaling $128,900. Increased legal services exceeded the budget estimate by $108,000. The Swimming Pools cost center requires an additional $13,000 to pay for increased repair costs. The remainder ($7,900) is to provide authority for the Cyber Stop cost center which was overlooked and not provided any budget authority. 4. Community Development Department requires a supplement of$217,000. This is due to an increase for the contracted services of the building inspectors over what was originally budgeted. 5. Non-Departmental requires a supplement totaling $445,000. A line item for salaries and wages and related benefits was included in Non-Departmental budget in anticipation of wage adjustments in the individual departments. These line items are being reduced to offset the increase in those areas in the individual departments. The Non-Departmental Supplement also includes interfund loans totaling $660,000. These loans will provide the associated funds with a positive cash account at the end of the year. The loans will be made in December 2008 and repaid in January 2009 and accrue no interest. The Non- Departmental supplement also shows Operating Transfers totaling $101,100. Other line items needing supplement were unanticipated computer needs ($49,000) and miscellaneous professional services ($30,000). The total amount of the above expenditure increases is $1,214,000. This can be covered by reducing the Ending Fund Balance budget by that same amount. The end result is no additional budget authority is needed for the General Fund. OTHER OPERATING FUNDS: COMMUNITY DEVELOPMENT BLOCK GRANT FUND: The block grant fund requires a $200,000 Interfund Loan in order for the fund to have positive cash balance at year end. The loan will be repaid in January. No increase in the budget is needed. AMBULANCE SERVICES FUND: $200,000 of additional authority is needed in the Ambulance Services Fund largely due to increased salaries and overtime mainly due to the new union contract approved during the year requiring retroactive wage payments. A $300,000 Interfund Loan is also needed to provide a positive cash balance at the year end. The loan will be repaid in January. CITY VIEW CEMETERY FUND An additional $45,000 of spending authority is needed in the Cemetery Fund to pay for salaries and wages ($13,000) and increased agricultural supplies ($2,000). There was also sufficient cash in the fund to pay down more of the interfund loan to the Equipment Rental Replacement Fund, (cemetery expansion projects that were completed in 2000)than was originally budgeted. This requires additional spending authority of$30,000. The expenditure increases can be offset by increased revenues and beginning fund balance, which was larger than originally budgeted. SENIOR CENTER OPERATING FUND: An additional $26,100 in spending authority is needed for various Senior Center line items. The offsetting amount will come from an Operating Transfer from the General Fund. This will also cover an existing negative cash balance in the fund. TRAC DEVELOPMENT AND OPERATING FUND: An additional $75,000 in spending authority is needed this year to cover required subsidy payments (Pasco's share of the operating losses) to TRAC. The offset will come in the form of an Operating Transfer from the General Fund. EQUIPMENT RENTAL OPERATING FUND— GOVERNMENT OPERATIONS Additional Spending authority of $160,000 is needed in this fund. This is due to higher fuel costs for much of the year. The offset will be a temporary Interfund Loan from the General Fund which will also provide for a positive cash balance at year end. 2008 CAPITAL IMPROVEMENT BUDGET SUPPLEMENT During the course of the year some capital improvements projects will exceed their original appropriation; or were not included in the 2008 Capital Improvements Projects Budget, therefore, a supplement to the 2008 Capital Improvements Projects Budget is required. The total amount of increased authority is $246,000. The projects needing additional authority are as follows: Current Change in Total New PROJECTS Authority Authority Authority Burden Boulevard Widening 200,000 176,000 376,000 Road 68 Reservoir Improvements 183,000 70,000 253,000 $ 383,000 $ 246,000 $ 629,000 Burden Boulevard Widening The increase in expenditures was discussed at the 2/4/08 City Council meeting. Road 68 Reservoir Improvements The increase in expenditures was discussed at the 8/18/08 City Council meeting. EXHIBIT 1 2008 BUDGET SUPPLEMENT EXPENDITURES REVENUES GENERAL FUND: CITY MANAGER PERSONNEL 010-130-51610 511010 Salaries 26,000 010-130-51610 512010 Overtime 2,500 010-130-51610 541090 Misc. Professional Services 12,000 010-130-51610 544020 Personnel Advertising 5,000 TOTAL CITY MANAGER 45,500 FIRE FIRE SUPPRESSION 010-310-52220 511010 Salaries&Wages 305,000 010-310-52220 512010 Overtime 50,000 010-310-52220 596170 Medical/Dental Premiums 12,500 TOTAL FIRE 367,500 ADMINISTRATIVE&COMMUNITY SERVICES LEGAL SERVICES 010-410-51520 541010 Legal Services 108,000 CYBER STOP 010-410-57430 511020 Part-Time Wages 7,000 010-410-57430 521010 FICA 500 010-410-57430 521070 State Industiral 400 SWIMMING POOLS 010-410-57620 548090 Repairs and Maintenance 13,000 TOTAL ADMIN &COMM. SERVICES 128,900 COMMUNITY DEVELOPMENT PERMITS & CERTIFICATIONS 010-505-52420 541090 Misc. Prof. Services 217,000 TOTAL COMMUNITY DEVELOPMENT 217,000 NON-DEPARTMENTAL OTHER EMPLOYEE BENEFITS 010-905-51790 596170 Medical Insurance-Interfund 33,000 OTHER GENERAL GOVT SERVICES 010-905-51990 511010 Salaries &Wages (388,000) 010-905-51990 521000 Personnel Benefits (30,000) 010-905-51990 541090 Misc. Professional Services 30,000 010-905-51990 564060 Computers and Software 49,000 NON-DEPARTMENTAL-continued EXPENDITURES REVENUES INTERFUND LOANS 010-905-58110 555010 Interfund Loan-Block Grant Fund 200,000 010-905-58110 555010 Interfund Loan-Amb Sery Fund 300,000 010-905-58110 555010 Interfund Loan-Equipment Rental M&O-Gov 160,000 OPERATING TRANSF-OUT 010-905-59700 555010 Interfund Transfers-Out-Sr Center Fund 26,100 010-905-59700 555010 Interfund Transfers-Out-TRAC Fund 75,000 TOTAL NON-DEPARTMENTAL 455,100 010-905-50800 506000 Unreserved Ending Fund Balance (1,214,000) TOTAL GENERAL FUND - - OTHER OPERATING FUNDS EXPENDITURES REVENUES COMMUNITY DEVELOPMENT BLOCK GRANT FUND 140-000-00000 438110 Interfund Loan 200,000 Loan needed to cover negative cash balance. AMBULANCE SERVICES FUND 150-311-52620 511010 Salaries&Wages 70,000 150-311-52620 512010 Overtime 70,000 150-311-52620 551020 County Services 60,000 150-000-00000 434263 Ambulance Monthly Utility Charge 28,000 150-000-00000 434271 Transport Fee-Resident 172,000 TOTAL AMBULANCE SERVICES FUND 200,000 200,000 150-000-00000 438110 Interfund Loan 300,000 Loan needed to cover negative cash balance. CEMETERY FUND CEMETERY SERVICES 160-430-53620 511010 Salaries & Wages 13,000 160-430-53620 531060 Agricultural Supplies 2,000 LOAN REPAYMENT ISSUED 160-430-58120 577010 Principal- Interfund Loan 30,000 160-000-00000 430800 Beginning Fund Balance 15,000 160-000-00000 434362 Liners and Markers 7,000 160-000-00000 434363 Other Cemetery Services 18,000 160-000-00000 434364 Headstones 5,000 45,000 45,000 EXPENDITURES REVENUES SENIOR CENTER FUND FOOT CARE 170-411-55591 511020 Part-Time Wages 12,000 12,000 ADMINISTRATION 170-411-57610 531090 Misc Operating Supplies 3,500 170-411-57610 541090 Misc Professional Services 8,000 170-411-57610 547010 Water/Sewer 2,600 14,100 170-000-00000 439730 Operating Transfer In-General Fund 26,100 TOTAL SENIOR CENTER FUND 26,100 26,100 TRAC DEVELOPMENT&OPERATING FUND ADMINISTRATION 191-961-57541 551020 County Services 75,000 191-000-00000 439730 Operating Transfer In-General Fund 75,000 TOTAL TRAC DEVELOPMENT&OPERATING FUND 75,000 75,000 ER M&O GOV OPERATIONS &MAINTENANCE 510-780-54868 532010 Gasoline 80,000 510-780-54868 532020 Diesel 80,000 510-000-00000 438110 Interfund Loan 160,000 Loan needed to cover negative cash balance. 160,000 160,000 CAPITAL IMPROVEMENTS PROJECTS Current Change in Total New PROJECTS Authority Authority Authority Burden Boulevard Widening 200,000 176,000 376,000 Road 68 Reservoir Improvements 183,000 70,000 253,000 $ 383,000 $ 246,000 $ 629,000 AGENDA REPORT FOR: City Council December 3, 2008 TO: Gary Crutchfie anager Workshop: 12/08/08 Regular Mtg.: 12/15/08 FROM: Lynne Jackson Human Resources Manager SUBJECT: 2009 Temporary/Seasonal Employee Wage Plan I. REFERENCE(S): 1. Ordinance 2. Proposed Wage Plan II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: 12/08: DISCUSSION 12/15: MOTION: I move to adopt Ordinance No. , revising the Temporary Employee Wage Plan and, further, authorize publication by summary only. III. FISCAL IMPACT: Impact: increase of$2,500 over 2008. IV. HISTORY AND FACTS BRIEF; A) Washington's minimum wage increases to $8.55 per hour as of January 1, 2009 (from $8.07, the 2008 state minimum wage). The state minimum wage is recalculated each year in September as required by voter approved Initiative 688, that was passed in 1998. The law requires that the state minimum wage be adjusted each year according to the change in the federal CPI for urban wage earners and clerical workers (CPI-W) during the 12 months ending each August 31. The CPI-W increased 5.9% during the 12-month period ending August 31, 2008. Therefore, a 5.9% increase, applied to the existing minimum wage of $8.07/hour, generates a $0.48/hour increase to $8.55/hour for the 2009 minimum wage. V. DISCUSSION: A) The proposed 2008 wage scale adjusts wages for Grades 03, 04, 05 and 06, the four lowest pay grades. The wages for the upper three grades, Grades 07-09, are not changed from 2008. All grades were adjusted in 2007. B) Staff recommends Council approval. 4(f) ORDINANCE NO. AN ORDINANCE CONCERNING WAGES FOR TEMPORARY NON- MANAGEMENT,NON-REPRESENTED PERSONNEL FOR THE CALENDAR YEAR 2009 WHEREAS, the City Manager has recommended the wage scale for temporary positions be modified to include an adjustment for calendar year 2009 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. The wage scale for those temporary positions specified in the attached Exhibit "A" and not represented by a certified bargaining unit, shall be as set forth in Exhibit"A" attached hereto, which Exhibit is incorporated by reference as if fully set forth herein. The City shall designate the appropriate hourly wage step in Exhibit "A" for each employee covered by this Ordinance, considering their time in the position for which they are employed, their current hourly wage, and the evaluation of their performance. Section Z The step increases set forth in Exhibit "A" are dependent upon a satisfactory work performance. Section 3. The wage scale set forth in Exhibit"A" shall be effective January 1, 2009 and remain in effect until this Ordinance is amended or superseded by subsequent Ordinance. Section 4. This Ordinance supersedes any conflicting prior Ordinance or conflicting provision of a prior Ordinance. This Ordinance shall take effect five (5) days after passage and publication according to law, PASSED by the City Council of the City of Pasco at a regular meeting this 15th day of December, 2008. Joyce Olson, Mayor ATTEST: APPROVED AS TO FORM: Debbie Clark, City Clerk Leland B. Kerr, City Attorney O (n �n m N ° ° ° o cis N° ° r N 3 � a b G v F. O � w e+7 b O N O O V C w T r� d G .0 G� CD a N O w cz O� O O ch l� N � O GJ CL cu � 4J 0 � O o � o N 00 m 000 O o o ,G W ril w 06 Oi a; 14 � o W O a G a a, H o , ' o C) °o, C ° 00 (30 a� rn v.a cn X u o Cn � o o a o 0 0 0 0 G t], v O O O N N V CU CU W 'O O ^� O v d O y O +; .r v Q 71 w�v v d Q v v v Q c j ° v' '� ° ° O a X O s. 6J O1 o f4°1 m C N -) '+°v-� ° cn °x m Q. E2 E a a O d� O V � a� e4 r-4