HomeMy WebLinkAbout2009.07.13 Council Workshop Packet AGENDA
PASCO CITY COUNCIL
Workshop Meeting 7:00 p.m. July 13, 2009
1. CALL TO ORDER
2. ROLL CALL:
(a) Pledge of Allegiance.
3. VERBAL REPORTS FROM COUNCILMEMBERS:
4. ITEMS FOR DISCUSSION:
(a) Wagenaar Reserve Center BRAC Plan:
1. Agenda Report from Jeff Adams, Associate City Planner dated July 10, 2009.
2. Vicinity Map.
3. Memo to Planning Commission dated May 21, 2009.
4. Wagenaar Reserve Center BRAC Plan Draft (Council packets only; copy available for
public review in the Planning office, the Pasco Library or on the city's webpage at
littp://www,Pasco-wa.i,ov/ggnera linfo/ciiycouncilrepoits}.
5. Minutes of the May 21, 2009 and June 18, 2009 Planning Commission Meetings.
(b) Library Service Delivery Options:
1. Agenda Report from Stan Strebel, Administrative & Community Services Director dated
July 9,2009.
2. Comparison of Pasco Library Services Options.
3. Letter Report from Ruth Metz Associates.
4. Projected Operating Budget Comparison.
5. Possible Capital Start-up Costs.
(c) Speed Limit Ordinance:
1. Agenda Report from Michael McShane, City Engineer dated July 1, 2009.
2. Vicinity Map.
3. Proposed Ordinance.
(d) Small Works Roster:
1. Agenda Report from Michael McShane, City Engineer dated July 7, 2009.
2. Proposed Ordinance Amending Section 14.10.
3. Proposed Ordinance Amending Section 14.11.
(c) Public Facilities District Board Appointment:
1. Agenda Report from Gary Crutchfield,City Manager dated July 7, 2009.
2. Application(1) (Council packets only).
5. OTHER ITEMS FOR DISCUSSION:
(a)
(b)
(c)
6. EXECUTIVE SESSION:
(a)
(b)
(c)
7. ADJOURNMENT.
Workshop Meeting 2 July 13,2009
REMINDERS:
1. 1:00 p.m., Saturday, July 11, 2710 University Drive — Washington State University Tri-Cities 20t°
Anniversary Celebration&Ceremony. (MAYOR JOYCE OLSON)
2. 12:00 p.m., Monday, July 13, Pasco Red Lion— Pasco Chamber of Commerce Luncheon Meeting.
("Educational Opportunities through the Tri-Cities Education Advisory Council"; presented by
Rich Cummins and Deanna Smith)
3. 6:30 p.m., Monday, July 13, City Hall, Conference Room #1 — Old Fire Pension Board Meeting.
(COUNCILMEMBER MATT WATKINS, Rep.; MAYOR JOYCE OLSON,Alt.)
4. 10:00 a.m., Tuesday, July 14, Senior Center — Senior Citizens Advisory Committee Meeting.
(COUNCILMEMBER TOM LARSEN, Rep.; BOB HOFFMANN, Alt.)
5. 5:00 p.m., Wednesday, July 15, 3525 E. "A" Street—Collegium Cafe Grand Opening Celebration.
(MAYOR JOYCE OLSON)
6. 5:30 p.m., Thursday, July 16, Parks & Rec. Classroom — Parks & Recreation Advisory Council
Meeting. (COUNCILMEMBER REBECCA FRANCIK,Rep.; MIKE GARRISON, Alt.)
7. 11:30 a.m., Friday, July 17, Sandberg Event Center — Benton-Franklin Council of Governments
Board Meeting. (COUNCILMEMBER TOM LARSEN, Rep.; BOB HOFFMANN, Alt.)
AGENDA REPORT
FOR: City Council July 10, 2009
TO: Gary Crutchfield, Cit er Workshop Mtg.: 07/13/09
Rick White, � Regular Mtg.: 07/20/09
Community& Economic Development Director
FROM: Jeffrey B. Adams, Associate City Planner
SUBJECT: Wagenaar Reserve Center BRAG Plan
I. REFERENCE(S):
1. Vicinity Map
2. Memo to Planning Commission dated May 21, 2009
3. Wagenaar Reserve Center BRAC Plan Draft*
4. Minutes of the May 21, 2009 and June 18, 2009 Planning Commission Meetings.
*(Attachments in Council packets only; copies available for public review in the
Planning office, the Pasco Library or on the city's webpage at hgp://www.12asco-
wa.gov/generalinfo/citycouncilreports).
II. ACTION REQUESTED OF COUNCIL/ STAFF RECOMMENDATIONS:
07113: DISCUSSION
07120: MOTION: I move to approve the Draft Wagenaar Reserve Center BRAC
Plan for submittal to HUD for Balance Determination and to
the Military for Property Disposal Planning.
III. FISCAL IMPACT:
NONE
IV. HISTORY AND FACTS BRIEF:
A) In May 2008 the City of Pasco was granted recognition as the Local Redevelopment
Authority (LRA) for the Wagenaar Army Reserve Center. The LRA is the entity to
which the military entrusts the leadership of formulating a comprehensive
Redevelopment Plan(RDP) while following the prescribed BRAC process.
B) Public and homeless agency notifications were provided by: 1) individual letters
mailed directly to the agencies; 2) two separate calls for Notice of Interest (NOI)
through the local newspaper (Tri-City Herald), 3) e-mail notifications to agency
contacts; and 4) "event" posting on City of Pasco event calendar. A section of the
City's publically available website has also been maintained as a dedicated resource
for information on the Wagenaar Reserve Center.
C) As a result of our outreach efforts Three Notices of Interest (NOI) were received, as
follows:
1. Dayspring Ministries proposed to use the property for an Intensive Outpatient
Program of drug treatment.
2. NW Laborer's Training Trust Fund proposed to use the property to recruit, train
and retrain construction craft laborers.
3. The Port of Pasco provided three scenarios for redevelopment, namely, a Small
Business Incubator, General Tenant Leased Space (Building and Land), and Port
of Pasco Administrative and Maintenance Facility
4(a)
D) The Advisory Committee evaluated the Notices of Interest using a weighted score
sheet (see Evaluation Matrix in Appendices) and recommended support for the Port of
Pasco's proposal. NW Labor was the second choice and Dayspring Ministries was the
third choice.
V. DISCUSSION
A) Although the site is small compared to other BRAC properties and does not include
full-service amenities such as barracks and commissary, the same BRAC procedures
must be followed as for larger sites. One BRAC requirement is to balance the needs
of the homeless by including a Homeless Submittal for any and all Notices of Interest
(NOI's) submitted to the City. Despite extensive public outreach efforts the City did
not receive NOI from any direct homeless providers. Despite the lack of NOI's from
direct homeless providers, the committee did a thorough evaluation of the site for
practicality in accommodating homeless needs. Some of the criteria used included site
location vis-a-vis other residential areas, access to public transportation, access to
schools, shopping and other services, underlying zoning, existing land use, the City's
comprehensive plan designation for the area, and the Port of Pasco master plan. After
careful evaluation the committee came to a consensus that residential use would be
inappropriate for this site.
B) The three NOI's received were evaluated for thoroughness of response and for
following the specific instructions published in the Request for Notices of Interest.
The committee considered many variables in their assessments and had requested
clarification of any ambiguities throughout the evaluation process. Typical
clarifications and information gathering were related to the following areas:
• History of past similar operations
• Sustainability of proposed operations
• Source and likelihood of funding for proposed operations
• Possibility of combining NOIs
• Facility upgrades proposed to make the property suitable for NOI proposal
• Public/private transportation necessary to support the NOI proposal
• Zoning compatibility and possible changes needed
• Surrounding amenities for homeless
• NOI proposal description and definitions
• Applicability of various conveyance mechanisms
C) A thorough discussion of the NOIs and their respective strengths and weaknesses
relative to the key criteria (above) allowed a clear consensus to be developed. The
committee members all scored the Port of Pasco's NOI as the "best fit" for the site,
the Laborer's Trust as second, and the Dayspring Ministries as third.
D) The Port of Pasco NOI includes reference to its Port master plan, which includes the
properties surrounding the site. The Port's master plan is consistent with the City's
long-range planning goals for this area.
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MEMORANDUM
DATE: May 21, 2009
TO: Planning Commission
FROM: Jeffrey B. Adams, Associate Planner
SUBJECT: Wagenaar Reserve Center BRAC Plan
Base Realignment and Closure (BRAC) is the process that the Department of
Defense (DoD) uses to reorganize its installation infrastructure to more efficiently
and effectively support its forces, increase operation readiness and facilitate new
ways of doing business. For the past four decades, the DoD has used the BRAC
process to close and realign military base properties. Installations have been
converted to housing developments, business facilities, parks, and many other
uses based on the needs of the local community. The DoD places an emphasis on
converting the property into a productive, progressive property while balancing
the needs of the community and satisfying the regulations of the DoD.
In May 2008 the City of Pasco was granted recognition as the Local
Redevelopment Authority (LRA) for the Wagenaar Army Reserve Center. The LRA
is the entity to which the DoD entrusts the leadership of formulating a
comprehensive Redevelopment Plan (RDP) while following the prescribed BRAC
process.
The plan describes the community goals and constraints within which
redevelopment can occur, and recommends a plan that is compatible with those
parameters.
This report indicates how the Local Redevelopment Authority Advisory Committee
arrived at their decision for best future use for the property. The LRA's decision is
based on Federal Law, more specifically, the "Base Redevelopment and
Realignment Manual" as amended March 1, 2006 (DoD 4165.66-M).
Preparation of this plan included gathering background information on the issues
facing the community, conducting outreach to homeless agency providers,
collecting input on the uses most in line with community needs, and assessing
how the facilities can best be used to meet those needs. Through public meetings,
attempts were made to solicit community input. Reuse scenarios were considered
that combined various sources of input with an assessment of the quality of the
buildings located on the property and consideration for the integration into the
surrounding area.
t
BRAG law and regulation requires that specific notification be given to the public
and the homeless assistance organizations to ensure that they have ample
opportunity to engage in the reuse planning process.
In our case, Public and homeless agency notifications were provided by: 1)
individual letters mailed directly to the agencies; 2) two separate calls for Notice of
Interest (NOI) through the local newspaper (Tri-City Herald), 3) e-mail
notifications to agency contacts; and 4) "event" posting on City of Pasco event
calendar.
We have also continuously maintained a section of the City's pubiically available
website as a dedicated resource for information on the Wagenaar Reserve Center.
The site contains meeting and other announcements, the Notices of Interest,
reports, base redevelopment information, and maps and photographs of the
buildings and site. The web address is: http://www.pasco-
wa. og_v/Generallnfo/CEDWaaenaarReserveCenterProlect
As a result of our outreach efforts Three Notices of Interest (NOI) were received, as
follows:
1. Dayspring Ministries--a tax exempt interdenominational charitable
organization whose mission is to "reach the lost for Jesus Christ by setting up
a ministry in every jail and prison......" has a vision to create an Intensive
Outpatient Program of drug treatment.
The Notice of Interest contained a brief narrative of how the program would
work, including the uses intended in the Administration Building. It was
stated that along with treatment and therapy, there would be barrack style
housing with 24 beds for long term residential treatment. It would be intended
that meals would be served, along with other residential requirements such as
laundry, bathing, and exercise areas.
The NOI closed with further information regarding the mission of the
organization, an organization chart, contact information for the Board, tax-
exempt certifications, financial statements for years 2006 and 2007, a portion
of the Continuum of Care 10 year plan, and a copy of Dayspring's tri-fold
brochure. There did not appear to be a business proposal clearly indicating a
sustainable plan for start up or detailed operations for any period of time.
2. NW Laborer's Training Trust Fund proposed to use the property to recruit,
train and retrain construction craft laborers. Recruitment and outreach would
be through area school districts, established pre-apprenticeship programs,
Community Colleges, Vocational Training establishments, Job Corps Programs
and other various organizations as available. Funding for the program comes
directly from union labor hours.
2
The classes are a combination of traditional classroom learning environment
combined with hands-on learning. Both the interior and exterior of the
Wagenaar Center would be used for training. The organization proposed to use
the administration building for classrooms and staff; the storage building for
construction materials, and the property for actual hands on training. The
activities would consist of actual construction of concrete, pipe laying, utilities
construction, and other craft work. The constructed areas would be
continuously dismantled and reconstructed to simulate real field practices.
The notice did not elaborate on any remediation or renovation to the existing
buildings.
This Notice of Interest rigidly followed the instructions for providing a notice of
interest. The document included an organizational history and profile, detailed
financial statements, and a pro forma for renovation of the existing facilities,
including a two year cash flow analysis.
3. The Port of Pasco provided three scenarios for redevelopment, namely, a
Small Business Incubator, General Tenant Leased Space (Building and Land),
and Port of Pasco Administrative and Maintenance Facility (The Port
subsequently decided not to pursue this option).
The program need addressed by the Port of Pasco proposal is job creation and
industrial retention. The job creation strategy of the Port is to make reasonably
priced facilities and land available for new or expanding businesses.
The Wagenaar property is referred to in the Port of Pasco Master Plan as a
potential focal point within the designated "Attraction Area." The Master Plan
concluded that the Attraction Area was the best location for potential job
creation after considering all development opportunities at the Big Pasco
Industrial Center (BPIC), and recommended that the Port focus development
efforts on this area. The Wagenaar property would need to be added to the
Attraction Area limits to keep a uniform and consistent land use with all
surrounding property (industrial zoning), creating a large contiguous parcel
that would be attractive for a single large facility, or conversely, allow for a
more dense development if used for multiple smaller facilities.
The Port of Pasco Notice of Interest also rigidly followed the instructions for
providing a notice of interest. The document included an organizational history
and profile, detailed financial statements, and a pro forma for renovation of the
existing facilities, including a five year cash flow analysis.
NOI Evaluation Process
The evaluation process was a combined effort of the LRA, the Advisory
Committee, and invited members of the community. The Advisory Committee was
asked to evaluate the Notices of Interest, using a weighted score sheet as a
guideline (see Evaluation Matrix in Appendices).
3
Each of the NOI's were evaluated for thoroughness of response and for following
the specific instructions published in the Request for Notices of Interest. The NOI
evaluation process was established for the purpose of making a fair, reasonable
and balanced assessment of all the NOI's submitted. All NOIs received equal
consideration. Balancing the needs of the local community was at the forefront of
the priorities as the assessment was completed. The AC recognized that needs
exist in the area for both homeless accommodations and economic development.
The AC considered many variables in their assessments and had requested
clarification of any ambiguities throughout the evaluation process. Typical
clarifications and information gathering were related to the following areas:
• History of past similar operations
• Sustainability of proposed operations
• Source and likelihood of funding for proposed operations
• Possibility of combining NOIs
• Facility upgrades proposed to make the property suitable for NOI proposal
• Public/private transportation necessary to support the NOI proposal
• Zoning compatibility and possible changes needed
• Surrounding amenities for homeless
• NOI proposal description and definitions
• Applicability of various conveyance mechanisms
During the meeting key topics such as public transportation availability, building
modification needs, surrounding property compatibility, and long term
sustainability were discussed. A thorough discussion of the NOIs and their
respective strengths and weaknesses relative to the key topics (above) allowed a
clear consensus to be developed.
The Advisory Committee recommended support for the Business Incubator and
Port Related Economic Development uses as proposed by the Port of Pasco. NW
Labor was the second choice and Dayspring Ministries was the third choice,
based upon the ten scoring criteria.
It should be noted that no Notices of Interest were received from a direct homeless
assistance provider.
Following the hearing a public meeting will be held on June 18, 2009 for further
discussion of the Plan and formulation of a recommendation for City Council.
Once the City approves the Plan it will be submitted to HUD for a "Balance
Determination" and.to the Military for Property Disposal Planning. The HUD
review of Homeless Assistance Application and balance determination is
anticipated for Fall 2009. Army compliance with National Environmental Policy
Act (NEPA) and property disposal planning will follow the HUD determination.
4
PLANNING COMMISSION MINUTES--5/21/09
A. BRAC Plan Wagenaar Reserve Center Base Realignment
and Closure BRAC Redevelopment Plan (MF#
INFO 08-0251
Chairman Samuel read the master file number and asked for comments from
staff.
Staff stated the Wagenaar center has been closed by an act of Congress and they
are streamlining their real estate holdings to make their program more efficient.
The City has taken over the role as the local redevelopment authority after the
Port of Pasco relinquished that authority due to a conflict of interest in May
2008. The process of developing a plan for redevelopment has begun and that
was done by gathering information on outreach to homeless providers as part of
the regulations for base realignment and closure. There have been public
meetings held and scenarios for possible reuses of the facility. The center is
located in the middle of an industrial zoned area which greatly influenced the
planning process. There were notices of interest submitted via newspaper
notification, mailings to surrounding property owners and affected agencies, it
has been posted on the City calendar and there is a webpage dedicated to the
Wagenaar Center.
There were three responses received. One response was received from Dayspring
Ministries which is a tax-exempt charitable organization which specializes in
outpatient drug treatment. Another response was received from the Northwest
Laborers' Training Trust Fund which train in construction craft laborers and
another response from the Port of Pasco which leases land for businesses.
There were no notices received from any direct homeless assistance providers
and this is noteworthy due to the fact the BRAC process is that they need to
make certain there is a balance between the needs of the community in terms of
commercial development and the homeless community. The average score for
the Dayspring Ministry was 50 on a scale of 100, Northwest Laborers Trust
scored 69 and the Port of Pasco scored 85 which provided the plan that best fit
the area and the needs of the community.
The public hearing was opened, after three calls and no response the hearing
was closed.
Chairman Samuel questioned what the next step is for this to move forward.
Staff stated a formal vote from the Planning Commission would take place at the
June 18, 2009 meeting and then it will move forward to City Council. Upon
approval, it will be submitted to HUD for a balance determination and to the
military for a property disposal planning process which is anticipated for the fall
of 2009.
-t _
PLANNING COMMISSION MINUTES-6/18/09
A. BRAC Plan Wagenaar Reserve Center Base Realignment
and Closure (BRAC) Redevelopment Plan IMF#
INFO 08-0251
Chairman Samuel read the master file number and asked for comments from
staff.
Staff stated they had no additional comments.
Commissioner Cruz moved, seconded by Commissioner Schouviller the Planning
Commission recommend the City Council approve the Wagenaar Reserve Center
Base Realignment and Closure Plan for submittal to HUD for Balance
Determination and to the Military for Property Disposal Planning. Motion passed
unanimously.
Staff explained this item would be present to the City Council at their July 13,
2009 workshop with final Council action to follow in August.
AGENDA REPORT
FOR: City Council July 9, 2009
TO: Gary Crutchfield, City Manager
FROM: Stan Strebel, Admim d Community Workshop Mtg.: 7/13/09
Services Director
SUBJECT: Library Service Delivery Options
I. REFERENCE(S):
1. Comparison of Pasco Library Services Options
2. Letter report from Ruth Metz Associates
3. Projected Operating Budget Comparison
4. Possible Capital Start-up Costs
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
7/13: Discussion
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) Last October, Council received a report from Ruth Metz Associates outlining
options for it to consider as it contemplates expiration of the current library
service contract effective December 31, 2010. As outlined in Reference No. 1,
attached, the options included: 1) Negotiating a new contract with Mid-Columbia
Library District (MCL); 2) Considering a contract with the City of Richland; 3)
Considering a contract with a private provider; 4) Annexation to MCL; 5)
Establishing a City library; or 6) Forming a regional library. Staff believes that the
two options which merit the most consideration at this point include negotiation
of a new contract and the consideration of a municipal library operation.
B) While the option of continuing to contract with MCL would appear to have many
advantages (including a relatively low level of effort on the part of the City to
negotiate a new contract and the continuation of existing services and facilities), it
would also appear that the ability to control future costs is limited in this
alternative. Staff believes that the most obvious method for controlling costs,
under the circumstances, will be for the City to exercise greater control in service
levels. However, to reduce costs would necessarily require a reduction in the
service level (i.e. reduce the number of hours per week that the facility is staffed)
at the Pasco Branch, since there is little that the City can do to influence District
expenditures.
C) On the other hand, while the establishment of a City library could take a great deal
of effort, the opportunity to set service levels based on community priorities and
funding and to control costs over time suggests that Council consider this option
in some detail.
D) Staff again retained the services of Ruth Metz to follow up on last year's report
with a more in-depth look at the possible operational and startup costs of a City
library (Reference #2).
E) The report attempts to identify staffing that would be needed, in addition to
existing positions at the Pasco Library, to reasonably implement a municipal
4(b)
library. Additional positions are assumed to be needed to provide services which
are currently provided by MCL staff at the district level, as opposed to the_branch
level, and for which the City has no expertise. These are primarily for purchasing,
cataloging and tracking of library materials. Other functions, currently provided
by MCL, such as finance, budget administration and personnel services, could
likely be handled by existing City divisions.
City staff currently maintains the building and grounds, through contractors or city
forces, therefore, there should be no change in this level of expense.
F) The Municipal Library budget suggested by Ms. Metz is slightly less than $1.1
million in 2009 dollars. Subtracting utility/building expenses (which the City also
incurs under the MCL contract) and adjusting by 3% per year for inflation, staff
would anticipate an annual operating budget in 2011, (presumed first year of
operation under a municipal library option) of $1,084,398 (See Projected
Operating Budget comparison, Ref. #3)
Initially, overall operational expenses are estimated to be approximately $256,000
per year less under a City operated library than under contract (assuming same
cost formula as current) with MCL. More important, however, might be the
effects of growing savings over time. Assuming the ability of the City to limit
average annual budget increases to 3.0% (65% of budget is for personnel and
benefit costs) and assuming that the annual cost of a contract with MCL will grow
at an average of 5.2% per year (the average annual increase for the past 10 years
has been 11.57%) savings over a ten year period may be in excess of$4.5 million.
Given the conservative parameters of the estimates/projections, staff believes
them to represent the threshold of potential savings; dependent largely on future
new private investment in the community, the savings could as much as double.
G) Continuing to contract with MCL would likely not involve future capital costs
except for the building or if an additional facility were contemplated.
Opening a City library would involve significant one-time expenses. The Metz
report of last October estimated costs for the City to replace (or purchase from
MCL) library materials, equipment and furniture that exists in the Pasco Branch
(See Ref. #4). As explained in the current report, if the City chose to implement
an open source (free) integrated library system, as opposed to making a
commercial software purchase, one time costs could be reduced by an
approximate $125,000. Staff believes that there may be additional savings in
furniture and equipment if needed. Using a slightly reduced one-time cost
estimate of $1.2 million, one time expenses could be paid off over a 10 year
period resulting in additional annual library expense of approximately $137,000.
With such expense included, the estimated 10 year savings are estimated to be
$3.2 million. (Ref. #3)
H) Finally, the report addresses other issues that the City should address in the event
that further discussion of a City library option is to be considered. These include:
1) The costs to perform and the space to conduct so called "back-of-the-house
library operations" such as acquisitions, cataloging and preparing materials for
shelving, and computer and software maintenance functions; 2) Borrowing and
reciprocal borrowing policies; and 3) Library governance.
I) In consideration of providing better service to the growing community: The
Library Preference Survey conducted earlier this year, showed only minor
differences in the public support for the concept of a full sized branch library as
compared to a more limited size "store front" type branch. While preliminary
indications are that MCL would staff an additional facility in Pasco under the
current contract structure, the cost of the new facility would have to be borne by
the City. A new "full size"branch could cost approximately $4—5 million.
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TO: STAN STREBEL
FROM: RUTH METZ
RE: PASCO LIBRARY BUDGET NARRATIVE
DATE: JUNE 30, 2009
Inasmuch as you are considering the possibility of establishing a city library, this report
provides, as requested, a minimum budget for the operation of such a library. It is
important to note that this operating budget would put spending for library services in
Pasco ($20.85) below the per capita expenditure of the eight Washington city libraries
included in the City's library survey' in Pasco's population group (25,000-100,000).
The budget is based on 2009 dollars and not projected for a future fiscal year. It is
predicated on maintaining as much of the current service as possible, recognizing that
some services will be lost such as the bookmobile, the all-important access to the
collections of the Mid Columbia Library (MCL), interlibrary delivery services, and the
back-of-house services (acquisitions, cataloging, and processing of collection items) and
the integrated library system (ILS). This report also includes an estimate of start-up
costs from my previous report (October 2008) plus start-up and ongoing costs for an
Open Source (OS) ILS for the Pasco Library.
Assumptions
This budget assumes that the library will be in its present location and at the same square
footage. It assumes that the library will operate the same number of hours and days of
the week as now being provided by the Mid-Columbia Library. The existing staffing
plan supports the routine daily operations of the Pasco Branch for a total of 64 hours over
7 days per week.
The budget assumes that the Pasco library would order its own library collection items,
and catalog and process these items. Is assumes that the Pasco library would also own
and operate its own integrated library system (ILS). The estimated cost of staffing
provides the minimum full-time equated staffing for a very modest plan of service.
The City of Pasco could attempt to contract with the MCL for acquisitions, cataloging,
and processing services. The City could also attempt to contract for continued inclusion
in the MCL catalog, use of its ILS, and for borrowing privileges for Pasco residents.
However, this budget does not assume such contractual arrangements nor does it attempt
to estimate the cost of such contractual services.
Source: City Survey,Debbie Buell,May 2009
Ruth Metz Associates Portland Oregon 1
The reason to contract for these services, if possible and affordable, is that it would save
the City of Pasco from hiring personnel for these functions. More importantly, it could
also enable the continued access to the collections of the MCL for residents of Pasco, a
benefit of major significance. Unless the City can contract for these services, the
residents stand to lose access to a collection many times that of the Pasco branch (about
62,000 items).
Staffing Plan
The staffing plan is a critical piece of the budget equation. The budget for staffing builds
on the existing staffing provided at the Pasco branch by the Mid-Columbia Library. In
most cases, it uses the MCL salaries (2008) plus a 3.5% factor on the hourly rate. I cross-
checked the hourly rates with Washington libraries of comparable size and adjusted the
hourly rate to mid-range when the rates were below mid-range.
I added 3.0 FTE to provide the centralized functions that support direct services. The
positions I have added are:
1. 1.0 FTE library technology/collections manager(preferably an MLS for
scope of responsibility)
2. 1.0 FTE Library Associate for acquisitions/cataloging/processing
3. 1.0 FTE secretary/administrative assistant in the director's office
For these positions, I used average hourly rates in comparable Washington libraries and
added the 3.5% factor, since the comparable data is for 2007108. l used a factor of 3 l%
for benefits which is the MCL equivalency for Pasco Branch staff now. I also increased
the hourly rate for the library manager, which I have called "library director." The
administrative responsibility of a library director for the city library will be considerably
broader than that of a branch manager in the MCL. This estimate reflects hourly
compensation on a par with municipal libraries in Washington of somewhat comparable
size; that is, serving municipal jurisdictions of 25,000 to 100,000 in Washington.
Some administrative support will have to be supplied by the City of Pasco. For example,
those services provided to other city departments by Human Resources, Finance,
Planning, and Public Works. The fiscal impact of the library on these departments should
be factored into the City's decision.
The current staffing plan appears to be reasonable for supporting the array of daily
operations at current levels. However, it does not allow for all of the necessary
administrative and support functions that are now provided centrally by the MCL.
The following chart (Figure IA) depicts an organizational structure that builds on the
current staffing plan and includes the additional positions. Figure 1 B compares the
current and future staffing plan by classification, FTE, and hourly rate.
2 The Washington State Library publishes annual statistics for public libraries. The statistical report groups
the data according to the service population of library jurisdictions.The latest published data is for the
2007/2008 fiscal year.
Ruth Metz Associates Portland Oregon 2
Library Director'
Adult Services„Leadership,
Figure IA Strategic planning,
Public relations
Secretary/Administrative
'Assistaat
Budget and report''prepaiatitm.,
Volunteer coo n": ,
Daily OpeMbQUS and Facelxty Youth;gees �_ Library C llewws and
Customer Sernce Superv�spr I�'bdrral f ''euu�gy:
Some.portfioa of'c imer Wince custo vt+c and ' Library IT' public aonalsubers,
suecialisfa.assisfaats. assists.vohutteeist li" web riresence
A�aquasrt�ois,cataloging,
col#ecdotr nnatntexeanca�. `
processing`:
Operating Costs
For the purposes of this report, the operating costs are built off of the staffing plan.
Typically, personnel costs should represent about 65% or less of the total budget. Books,
audiovisual, media, subscriptions, online databases, and online services should represent
at least 15% of the budget. Built into the operating budget should be provision for
technology equipment replacement (4% in this budget) and capital and undesignated
reserves (3% in this budget). Figure 2 shows a summary of operating expenditures
budget for a Pasco City Library based on this structural model. Figure 3 shows the
detailed operating budget.
Figure 2: Operating Costs Structural Model
$ 540,850 Salaries
$ 167,664 Benefits
65% $ 708,514 Salaries/benefits=65%
$ 1,090,021 Total budget
15% $ 163,503 Books, audiovisual, media, online databases&services
13% $ 141,703 Other operating
4% $ 43,601 Technology replacement fund
3% $ 32,701 Capital and undesi hated reserves
$ 381,507 Subtotal operating
$ 708,514 Salaries and benefits
100% $ 1,090,022 ReconcilinS total
Ruth Metz Associates Portland Oregon 3
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FIGURE 3: ESTIMATED EXPENDITURE BUDGET FOR A PASCO CITY LIBRARY
(2009 DOLLARS)
Salaries and Benefits $ 708,514
Salaries $ 540,850
Benefits $ 167,664
Library Collection and Online Services $ 163,503
Books-Library $ 105,000
Periodicals/online databases $ 35,000
Non-print-Library $ 23,503
Other Operating $ 141,703
Public relations and promotional $ 5,500
Supplies
Office $ 3,500
Operating Supplies and materials $ 21,800
Copier supplies $ 1,000
Furniture and Fixtures $ -
Insurance $ 14,000
Utilities $ 43,873
Repairs and Maintenance-Equipment $ 25,000
Repairs and Maintenance-Structure $ 10,000
Dues and subscriptions $ 500
Copy machine and printing services $ 1,000
Tuition and conference fees $ 4,500
Collection services(revenue collection) $ 4,000
Operating rentals
Professional and contractual services $ 7,030 Varies yearly
Automation replacements $ -
Automation new $ -
Automation software $ -
Intergovernmental Services
Interlibrary services $ -
State Taxes $ -
Inter-fund Services $ -
Capital $ 76,302
DP Equipment>$5000 $ -
Furniture and Fixtures>$5000 $ -
Technology replacement $ 43,601
Undesignated capital and reserves $ 32,701
Other expense/reserve $ -
Inter-fund Loan Principal $ -
Inter-fund Loan Interest $ -
Total $ 1,090,022
Ruth Metz Associates Portland Oregon 5
Practical Matters and Policy Issues
There are a number of practical and policy issues that the City will want to sort through
before deciding to proceed with a city library. First is the practical issue of start-up costs.
Start-up Costs
As previously explained in my October 2008 report, "Library Service Delivery Options
for the City of Pasco", there is the matter of establishing ownership and possibly
negotiating the acquisition of the Pasco collection, equipment, and furniture. There is
also the matter of the integrated library system (ILS), the automated backbone of the
library. The ILS is standard operating procedure for any public library because it
automates the acquisition, cataloging, and circulation functions of the library in one
integrated computerized system.
The ball-park estimate of replacement costs for these elements of the library is repeated
in the following table,taken verbatim from page 27 of that report:
Figure 4: Pasco Branch Possible Capital Start-up Costa
Category Amount Basis of Estimate
collection $ 1,079,030 from The MCL
computer equipment/ peripherals $ 72,913 from The MCL
furniture, fixtures, equipment $ 300,920 per square foot $20
Integrated ILS $ 150,000 commercial vendor20
Total $ 1,602,863 L Ball-park Estimate
If Pasco does not own the collections and cannot negotiate a transfer of the collection to
Pasco, it will have the additional cost of selecting, purchasing, cataloging, and making
shelf-ready an estimated 62,000 items. In this event, it may be possible to work with
MCL to replace the items or at least to obtain a data set that could be turned over to a
acquisitions vendor to streamline replacement.
The estimated cost of an Integrated Library System in Figure 4 is for a commercial
proprietary system. The footnote in the third column refers to the option to purchase and
Open Source (OS) ILS. This option is described below. It is a cheaper option and the
estimated costs are described below.
The In-tegrated Library System
Perhaps the most critical decision to be made concerns the ILS. The library collection
records are now in the MCL's automated database, a commercial propriety system called
Polaris. The records of those items that will remain in the Pasco Library along with the
customer accounts for Pasco need to be transferred to the City of Pasco and into an ILS
that can be managed locally.
Ruth Metz Associates Portland Oregon 6
Assuming that an agreement can be reached for the transfer of the collection, Pasco can
either purchase an ILS from a commercial vendor or can use free OS software. The OS
option has become increasingly popular among libraries of all sizes. Compared to the
propriety products like Polaris, costs are 1/3rd of the propriety systems and also allow for
libraries to customize the product.
The OS software is free. However, there will be costs associated with the migration of
the records,the set up and customization of the software for the Pasco library, and the on-
going hosting and support from an OS vendor. There are two popular OS tools with
more on the way: Koha and Evergreen. A licensing agreement binds users to contribute
their customized programming to the collaborative for others to use and adapt. As OS
becomes more prevalent more libraries are contributing customization enabling the
software to improve and to adapt to changing needs.
Koha has become very popular among small libraries, while Evergreen is more popular
among large libraries and shared systems.3 However, libraries are disappointed with the
acquisitions module of Koha. One can reasonably assume that over time, the effect of the
collaborative programming will improve the acquisitions module. Pasco would need to
decide on a product and secure a vendor for the installation. The City would have to issue
an RFP for a vendor.
To gauge a ball-park cost for the purposes or this report, I spoke with library technology
consultant, Lucien Kress, Kress Consulting of Portland, Oregon. These ball-park costs
are outlined in Figure 5. Mr. Kress thinks the prices will go down in time because more
developers are entering the market and stepping up the competition. This is for the basic
product. Additional features such as resource sharing will probably increase the price. It
is important to initiate a bid process when the time comes to get a competitive price.
FIGURE 5: INITIAL ANNUAL
BASIC OPEN SOURCE ILS COST ESTIMATE
1.0 Prepare for Migration $1,000- $5,000
1.1 Get the data exported from Polaris
MCL does this or a vendor familiar with Polaris
1.2 Develop an RFP for competitive pricing City of Pasco
1.3 Manage the RFP process City of Pasco
2.0 Migration
2.1 Do the initial configuration: Import the data $5,000-$10,000
Train local staff to administer
2.2 Additional special programming (Optional) $10,000
3.0 On-going hosting&support $5,000—$ 10,000
3.1 Custom programming($9,000-$18,000 $3,000- $ 6,000
over 3 years, optional)
Total $6,000-$25,000 $8,000-$16,000
3 Marshall Breeding's article at http://www.librnioumal.com/article/CA6542440.htm] shows 85 libraries
using Koha in 2008
Known Evergreen libraries are listed at http://www.open-ils.or dokuwiki/doku.php?id=ever rg een libraries
Ruth Metz Associates Portland Oregon 7
Library within the City Structure
One of the policy decisions must be to determine to whom the library director will report.
Will the library be a new department of the City or will it be under an existing
department head? Accordingly, it would be important to align the director's salary and
benefits with that of the City.
Back-of-House Library Operations
At present MCL does all book, audiovisual, periodical, database, and online service
acquisitions and contracting centrally. This enables discounts and provides tremendous
leverage in negotiating costs with vendors. Items are procured and then cataloged
centrally and they are prepared for the shelf (called "processing": stamping, security
tagging, book jackets) and arrive at the Pasco library "shelve ready"). Staff at the branch
put the items of the shelf for public use. The same is true of acquiring and maintaining
computer equipment and peripherals and of updating the ILS and keeping all systems up
and running.
The MCL delivery system makes packing of items for shipping throughout the system
easy: items are not packaged but are sorted in crates that the delivery driver picks up and
takes to the destination branch. These behind-the-scenes tasks are not part of the
workload of the staff at the Pasco Branch now. If the City decides to establish its own
library, these tasks will have to be performed in-house, requiring skilled staffing for
acquisitions and cataloging, or on contract with another provider. The most likely
provider is the MCL. However, these tasks will be far more expensive for MCL if the
Pasco library is on a different ILS. The acquisitions and cataloging modules are part of
the ILS.
Space
Adding 3.0 FTE and the back-of-house functions of acquisitions, cataloging, and
processing will take up precious space. There will have to be a space for receiving
shipments of books and other materials and for cataloging and processing them. The
additional staff will need work stations complete with desktop, ergonomic chairs, and
shelving for materials in waiting. The branch is already small for the population served.
Industry standards call for .6 SF per capita. At .28 SF, the Pasco library is less than half
of that. Fitting these operations into the space should avoid taking up the limited public
space.
Universal Borrowing
Universal borrowing refers to the borrowing and lending of circulation materials amongst
libraries within a library system, such as the MCL. As part of its current service
agreement, the City of Pasco buys for Pasco residents the privilege of borrowing any
circulating item within the MCL collection. This amounts to over 400,000 items
compared to the 62,000 items in the Pasco library. Perhaps the City of Pasco can
Ruth Metz Associates Portland Oregon 8
negotiate continued borrowing privileges for a fee or for reciprocity: that is, Pasco would
lend items to the MCL community libraries in exchange for the same privilege.
Unfortunately, universal borrowing is made easy and efficient when every library is tied
together with one ILS and has a vehicular delivery service. Unless negotiated, these
companion elements will go away. Make no mistake: losing access to this larger
collection is not small matter when it comes to serving Pasco residents. Keep in mind
that they have been able to go online, find the item, reserve it, have it delivered to their
preferred location, and be able to return it anywhere in the system. Having all of the
participating libraries on one ILS makes this service automatic, convenient, and efficient.
Reciprocal Borrowing
The City of Pasco will have to decide whether or not Pasco will participate with one or
more other jurisdictions to provide reciprocal borrowing. Reciprocal borrowing means
that Pasco would allow residents of other jurisdictions to borrow its circulating materials
in exchange for the right of its residents to borrow from the reciprocating library
jurisdictions. Will the city lend materials to residents of other jurisdictions without charge
in exchange for the same privilege or will it charge a non-resident fee? Which
jurisdictions: Richland, MCL as a whole, Kennewick Branch? How will non-residents
know what is in the collections (the ILS for Richland is SIRSI Dynix, while for MCL and
Kennewick, it is Polaris. Pasco will possibly have yet another ILS. An essential
component of reciprocal borrowing is the vehicular delivery service. It makes reciprocal
borrowing affordable by streamlining shipping and handling. It may be possible to
contract for certain services, like delivery, with MCL.
Public Relations
It may be a public relations problem for Pasco to opt for a city library when the services
will be diminished. The diminution of collection access will certainly be noticed as will
the loss of the bookmobile stops. In the end, the cost of operating the library and the
costs of selected contractual services may equal or exceed the current costs. In this event,
what would be the justification for changing the current arrangement.
Revenues
The Pasco City Library could expect to receive some revenues in addition to those from
the general fund. These are typically from fines and fees, printing services, and non-
resident registrations. Grants are also a typical revenue source but since they generally
are consumed for the purposes of the grant, have not been included in the following table,
Figure 5.
Ruth Metz Associates Portland Oregon 9
Figure 5: Revenue Estimate for a Pasco City Library
Source Amount Note
City Revenues $1,206,633 Assumes city funding at 2008/09 level
Fines and Fees 15,000 Prorata based on Richland Public Library
Non-resident Fees 7,000 This will be less if Pasco has reciprocity with
the MCL
Copy services 10,000 Prorata based on Richland Public Library
Interest 2,000
Total $1,240,633
The revenues for fines and fees, non-resident fees, copy services, and interest are
educated guesses. The policy decision about reciprocity mentioned later in this report
would affect this estimate. Non-resident fees would generate less revenue if the City
maintains reciprocity with MCL or establishes it with the City of Richland.
In Conclusion
This report has been prepared to help the City of Pasco review the probable costs and
issues associated with the establishment of a municipal library. The option of a city
operated library program was included as one of six alternatives presented in the report:
Library Service Delivery Options for the City of Pasco, which was presented to the City
Council in October 2008. The discussion of each service option should include a similar
review of costs and issues as the long term role of the library for improving the quality of
life in Pasco is considered.
Ruth Metz Associates Portland Oregon 10
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Figure 4: Pasco Branch Possible Capital Start-up Coats
Category Amount Basin of Estimate
collection $ 1,079,030 from The MCL
computer equipment/ peripherals $ 72,913 from The MCL
furniture, fixtures, equipment $ 300,920 per square foot @$20
Integrated ILS $ 150,000 commercial vendor2o
Total $ 1,602,863 Ball-park Estimate
Any contract should allow for Pasco to receive customized services as
well as to purchase additional services or units of service. Any contract
should include service specifications and output measures beyond what
is currently in the contract. In addition to hours of service, the city
should establish output measures such as circulation, program
attendance, and other per capita measures. The decision about what
these measures should include could be guided by the MCL Strategic
Plan objectives for the Pasco Branch.
Finally, a shorter contract is advisable because a shorter term will
automatically trigger periodic review. It also provides opportunity for the
client and provider to mutually adjust service specifications in light of
unforeseen circumstances and emerging trends. A 3-5 year contract
term is ideal with the option to automatically renew.
RECOMMENDATIONS
Based on the analysis of current conditions and options for library
service delivery for Pasco, the following next steps are recommended to
the City of Pasco.
1) Conduct an objective library needs assessment with Pasco residents.
A needs assessment should include an analysis of demographic data
and projections, an environmental scan of the community, several
community focus groups, and several key informant interviews.
2) On the basis of the needs assessment analysis, develop a library
service proposal including a proposed model of delivery, estimated
20 The cost of an TLS has many variables.An alternative source could be considerably cheaper.Evergreen
and Koha are alternative,consortial-quality, open source integrated library systems. Open source software
is freely available—free to download, free to use,free to view,and free to adapt and improve. Still, Pasco
would need to budget for professional services to install and maintain software and hardware.
RMA Pasco Library Service Options 27
AGENDA REPORT NO. 21
FOR: City Council DATE: July 1, 2009
TO: Gary CrutchfI anager
Robert J. Albe c Works Director
FROM: Michael P. McS ane, City Engineer Workshop: 07/13/09
Regular: 07/20/09
SUBJECT: Speed Limit Ordinance
1. REFERENCE(S):
1. Vicinity Map
2. Proposed Ordinance
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
47/13: Discussion
07/20: MOTION: I move to adopt Ordinance No. amending
Section 10.24.040 "Increasing Speed Limits in Certain Zones",
and further, authorize publication by summary only.
III. FISCAL IMPACT:
None
IV. HISTORY AND FACTS BRIEF:
A) With recent construction and widening of city streets, staff has determined the
following speeds to be appropriate for the streets listed.
V. DISCUSSION
A) This ordinance amends Section 10.24.040 (Increasing Speed Limits in Certain
Zones) of the Pasco Municipal Code by adding and amending speed limits on
various streets in the City.
45 MPH
Remove: Argent Road (Road 72 west to Road 84)
35 MPH
Add: Argent Road(Road 68 West to Road 84)
Remove: W. Court Street(Road 100 to 300 ft. east of the I-182 Overpass)
30 MPH
Add: Road 84: (Chapel Hill Blvd. to Argent Road)
Add: W. Court Street (Road 100 to Harris Road)
B) Engineering has met with the Police Department and staff recommends the
speed limit changes be adopted.
4(c)
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ORDINANCE NO.
AN ORDINANCE concerning speed limits on various streets, and amending Section
10.24.040 of the Pasco Municipal Code.
WHEREAS, with recent construction and/or extension of various city streets, it is
determined that the maximum speed for the below named street(s) should be increased/decreased
to provide a reasonable and safe conditions, now, therefore,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON DO ORDAIN
AS FOLLOWS:
Section 1. Section 10.24.040 of the Pasco Municipal Code is hereby amended to read as
follows (deletions shown by interlineations and additions shown by underlining):
10.24.040 INCREASING SPEED LIMITS IN CERTAIN ZONES. It is determined upon
the basis of an engineering and traffic investigation that the speed permitted by state law upon
the following streets is less than is necessary for safe operation of vehicles thereon, by reason of
the designation and sign posting of the streets as arterial highways and/or by reason of widely
spaced intersections, and it is declared that the speed limit shall be as hereinafter set forth on
those streets or parts of streets designated in this section at the times specified when signs are
erected giving notice thereof:
NAME OF STREET
45 MPH
E. "A" Street (S. Cedar Avenue to SR-12);
Harris Road (W. Court Street to Broadmoor Boulevard);
W. Lewis Street (N. 20th Avenue to N. 28th Avenue);
N. 4th(north line Section 19 to city limits- Glade North);
N. Oregon Street (Hillsboro to north city limits);
Road 68 (Sandifur Pkwy north to north city limits);
Broadmoor Boulevard(Franklin County Irrigation Canal to Bedford Street);
Affgem Read (Read 72 wes!to Read-94);
N. Oregon Avenue(E. Ainsworth Street to SR-12);
Road 100 (Chelan Drive to FCID Canal);
Capital Avenue (Hillsboro Street to Foster Wells Road). (Ord. 3730 Sec. 1, 2005; Ord.
3630 Sec. 1, 2003; Ord. 3395 Sec. 1, 1999; Ord. 3293 Sec. 1, 1998; Ord. 3217 Sec. 1,
1997; Ord. 2818 Sec. 4, 1991; Ord. 2795 Sec. 1-2, 1990)
35 MPH
W. "A" Street(N. 20th Avenue to S. Wehe Avenue);
E. "A" Street(S. Wehe Avenue to S. Cedar Avenue);
E. Ainsworth Street (Oregon Avenue to Sacajawea Park Road);
Argent Road (Road 68 West to Road 84);
Broadmoor Boulevard (Bedford Street to N. City Limits);
W. Court Street (Road 36 to Road 48);
W r•ouft Street (Read inn to 300 A east of the r_182 OyeE...as ).
W. Lewis Street (N.12th Avenue to N. 20th Avenue);
N. 4th Avenue (E. Court Street to SR-12);
N. 4th Avenue (SR-12 to north line Section 19);
S. 4th Avenue (W. "A" Street to W. Ainsworth Street);
W. Sylvester Street(N. 20th Avenue to Road 60);
Sandifur(Road 60 to Broadmoor Boulevard);
Commercial Avenue (Kartchner to Kahlotus Highway);
Foster Wells Road (SR-395 to N. Oregon Avenue);
Sacajawea Park Road (SR-12 to E. Ainsworth Street);
Burden Boulevard (Road 44 to Road 36);
Road 36 (Argent Road to Burden Boulevard);
Road 100 (W. Court Street to Chelan Drive);
Road 60 (W. Sylvester Street to W. Court Street);
Road 68 (200 foot north of Valley View PI to Sandifur Pkwy).
Road 52 (Burden Blvd. to Sandifur Parkway);
Road 60 (Burden Blvd. to Sandifur Parkway);
Argent Road (From 20th Avenue to the east);
Burden Blvd. (Road 76 to Convention Drive);
Madison Avenue (Road 44 to Burden Blvd.);
Road 44 (Argent to Madison Avenue);
Chapel Hill Blvd. (Road 68 to Churchill Downs Lane);
Chapel Hill Blvd. (FCID Canal right-of-way to Road 84).
(Ord. 3868, 2008; Ord. 3730 Sec. 1, 2005; Ord. 3716 Sec. 1, 2005; Ord. 3630 Sec. 1,
2003; Ord. 3395 Sec. 1, 1999; Ord. 3293 Sec. 1, 1998; Ord. 3217 Sec. 1, 1997; Ord. 2818
Sec. 2 (part), 1991; Ord, 2795 Sec. 4, 1990.)
30 MPH
S. 10th Avenue (W. Ainsworth Avenue to W. Sylvester Street);
N. 20th(W. "A" Street to airport terminal);
W. "A" Street (N. 20th Avenue to Road 28);
W. Clark Street (W. 5th Avenue to N. 18th Avenue);
W. Court Street (N. 1st Avenue west to Road 36);
W. Court Street(Road 100 to Harris Road);
E. Lewis Street(N. Beech Avenue to N. Cedar Avenue);
28th Avenue (W. "A" Street to W. Lewis Street);
W. Sylvester Street (N. 20th Avenue to N. 7th Avenue);
Road 34 (W. Sylvester Street to W. Court Street);
Road 84 (Chapel Hill Blvd. to Argent Road);
Clemente Lane (Burden Blvd. to Wrigley Drive);
Wrigley Drive (Road 76 to Clemente Drive).
(Ord. 3868, 2008; Ord. 3716 Sec. 1, 2005; Ord. 3630 Sec. 1, 2003; Ord. 3395 Sec. 1,
1999; Ord. 3293 Sec. 1, 1998; Ord. 3217 Sec. 1, 1997; Ord. 2891 Sec. 1, 1992; 2818
Secs. 1-4, 1991; Ord. 2795 Sec. 5,1990; Ord. 2644, Sec. 1, 1987; Ord. 2536 Sec. 1, 1985;
Ord. 2493 Sec. 1, 1984; Ord. 2486 Sec. 1, 1984; Ord. 2165 Sec. 1, 1980; Ord. 1979 Sec.
1, 1978; Ord. 1793 Sec. 1, 1976; Ord. 1578 Sec. 1, 1973; Ord. 1475 Sec. 1, 1971; prior
code Sec. 8-14.12.)
Section 2. This Ordinance shall take effect five (5) days after passage and publication.
PASSED by the City Council of the City of Pasco, this day of July, 2009.
Joyce Olson
Mayor
ATTEST: APPROVED AS TO FORM:
Debra L. Clark Leland B. Kerr
City Clerk City Attorney
CITY OF PASCO
SUMMARY OF ORDINANCE NO.
ORDINANCE NO. is an ordinance amending Section 10.24.040 "Increasing Speed
Limits in Certain Zones" amending the speed zone at various locations throughout the City.
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.
Debra L. Clark, City Clerk
AGENDA REPORT NO. 16
FOR: City Council July 7, 2009
TO: Gary Crutchfi ity Manager
Robert J. Albe s, ublic Works Director
FROM: Michael McShane, City Engineer Workshop Mtg.: 7/13/09
Regular Mtg.: 7/20/09
SUBJECT: Small Works Roster
I. REFERENCE(S):
1. Proposed Ordinance(Amending Section 14.10)
2. Proposed Ordinance(Amending Section 14.11)
II. ACTION REQUESTED OF COUNCIL/ STAFF RECOMMENDATIONS:
07/13: Discussion
07120: MOTION: I move to adopt Ordinance No. , an Ordinance amending
Section 14.10, Qualification for Public Works Construction,
and, further, authorize publication by summary only.
07/20: MOTION: I move to adopt Ordinance No. , an Ordinance amending
Section 14.11, Small Works Roster, and, further, authorize
publication by summary only.
III. FISCAL IMPACT:
None
IV. HISTORY AND FACTS BRIEF:
A) On December 18, 2000, Council approved Ordinance No. 3455 establishing
contractor prequalification requirements for road and utility infrastructure projects
which would belong to the City.
B) In 2007 and 2008, State Legislature passed new laws requiring all cities to
scrutinize the qualifications of potential bidders on all municipal projects. On
November 03, 2008 Council passed Ordinance No. 3885 reflecting the new legal
requirements while retaining the prequalification requirements for Public Works
Projects established in Ordinance No. 3455.
C) The State Legislature in 2009 passed HB 1196 increasing the limit on small works
roster projects from $200,000 to the new limit of$300,000.
D) On November 19, 2007, Council approved Ordinance No. 3844 creating Section
14.11, Small Works Roster establishing rules and implementing the roster
pursuant to RCW 39.04. The State Legislature in 2009 passed HB 1196 increasing
the limit on small works roster projects from the former level of$200,000 to the
new limit of$300,000.
V. DISCUSSION:
A) Staff proposes an Ordinance amending Section 14.10.020 Prequalification of the
Pasco Municipal Code to increase the limit by which contractors may qualify for
public works contracts by submission of a limited prequalification questionnaire
(short form) or small works roster projects from the current level of$200,000 to
the new amount of $300,000; and/or public works contract having an estimated
4(d)
cost currently in excess of $200,000 to an excess of $300,000 by submission of
the prequalification questionnaire (long form).
B) Staff proposes an Ordinance amending Section 14.11.010 Small Works Roster of
the Pasco Municipal Code to increase the limit for small works roster projects
from $200,000 to $300,000. It also increases dollar limits for abbreviated
solicitation requirements ($100,000 - $200,000) to the new limits of $150,000 -
$300,000.
Staff recommends approval of the proposed Ordinance to minimize cost of
construction project solicitations for relatively small projects.
ORDINANCE NO.
AN ORDINANCE concerning prequalification for public works construction, and
amending Section 14.10.020 of the Pasco Municipal Code.
WHEREAS, The City of Pasco currently requires prequalification of contractors based
on small works roster limitations, and,
WHEREAS, The State Legislature in 2009 passed HB 1196 increasing the limit on small
works roster projects, now, therefore,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON DO ORDAIN
AS FOLLOWS:
Section 1. Section 14.10.020 of the Pasco Municipal Code is hereby amended to read as
follows (deletions shown by interlineations and additions shown by underlining):
14.10.020 PREQUALIFICATION.
A) It has been determined that the infrastructure improvements of the essential services
providing transportational access, water, irrigation, storm water and sewer utilities, requires
sufficient qualifications to provide for the health, safety and welfare of the citizens of the City.
Every person or entity intending to bid and perform any construction, modification, extension or
improvement affecting directly or indirectly any City utility or street infrastructure elements,
including, but not limited to, streets, sidewalks, structures, sewer lines, water lines, storm
drainage lines, irrigation lines, or appurtenances thereto, either by public works contract or by
private development, shall prequalify for the performance of such work demonstrating that they
posses the financial and technical ability, resources and experience to perform the work in
accordance with the standards and specifications adopted by the City. Public works proposal
form shall only be issued to prequalified contractors. Contractors may qualify for public works
contracts having an estimated contract price of less than $200,000 $300,000 by submission of a
limited prequalification questionnaire (short form) with at least two (2) years demonstrated
experience; and/or public works contract having an estimated cost in excess of $200,000
$300,000 by submission of the prequalification questionnaire (long form). (Ord. 3885, 2008;
Ord. 3455 Sec. 1, 2000.)
Section 2. This Ordinance shall take effect July 26, 2009.
PASSED by the City Council of the City of Pasco, this day of July, 2009.
Joyce Olson
Mayor
ATTEST: APPROVED AS TO FORM:
Debra L. Clark Leland B. Kerr
City Clerk City Attorney
ORDINANCE NO.
AN ORDINANCE concerning Small Works Roster Procedures, and amending Section
14.11.010 of the Pasco Municipal Code.
WHEREAS, The State Legislature in 2009 passed HB 1196 increasing the limit on small
works roster projects, now,therefore,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON DO ORDAIN
AS FOLLOWS:
Section 1. Section 14.11.010 of the Pasco Municipal Code is hereby amended to read as
follows (deletions shown by interlineations and additions shown by underlining):
14.11.010 SMALL WORKS ROSTER PROCEDURES. The following Small Works Roster
procedures are established for use by the City pursuant to RCW 35.22.620 and RCW 39.04.
A) Cost. The City need not comply with formal sealed bidding procedures for the
construction, building, renovation, remodeling, alteration, repair, or improvement of real property
where the estimated cost does not exceed Three
Hundred Thousand Dollars ($300,000.00), which includes the costs of labor, material, equipment
and sales and/or use taxes as applicable. Instead, the City may use the Small Works Roster
procedures for public works projects as set forth herein. The breaking of any project into units or
accomplishing any projects by phases is prohibited if it is done for the purpose of avoiding the
maximum dollar amount of a contract that may be let using the Small Works Roster process.
F) Telephone or Written Quotations. The City shall obtain telephone, written or electronic
quotations for public works contracts from contractors on the appropriate Small Works Roster to
assure that a competitive price is established and to award contracts to the lowest responsible and
qualifying bidder as defined in RCW 39.04.350, as follows:
2) Quotations may be invited from all appropriate contractors on the appropriate
Small Works Roster. As an alternative, quotations may be invited from at least (5)
contractors on the appropriate Small Works Roster who have indicated the capability of
performing the kind of work being contracted, in a manner that will equitably distribute
the opportunity among the contractors on the appropriate roster. If the estimated cost of
the work is from
dellffs ($200,000.09) one hundred and fifty thousand dollars ($150,000.00) to three
hundred thousand dollars ($300.000.00), the City may choose to solicit bids from less
than all the appropriate contractors on the appropriate Small Works Roster, but must also
notify the remaining contractors on the appropriate Small Works Roster that quotations
on the work are being sought. The City has the sole option of determining whether this
notice to the remaining contractors is made by:
Section 2. This Ordinance shall take effect July 26, 2009.
PASSED by the City Council of the City of Pasco, this day of July, 2009.
Joyce Olson
Mayor
ATTEST: APPROVED AS TO FORM:
Debra L. Clark Leland B. Kerr
City Clerk City Attorney
CITY OF PASCO
SUMMARY OF ORDINANCE NO.
ORDINANCE NO. is an ordinance amending Section 14.10.020 "Qualification for
Public Works Construction" to increase the limit by which contractors may qualify for public
works contracts.
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.
Debra L. Clark, City Clerk
CITY OF PASCO
SUMMARY OF ORDINANCE NO.
ORDINANCE NO. is an ordinance amending Section 14.11.010 "Small Works Roster"
to increase the limits for small works roster projects.
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.
Debra L. Clark, City Clerk
AGENDA REPORT
TO: City Council July 7, 2009
FROM: Gary Crutchfie anager Workshop Mtg.: 7/13/09
Regular Mtg.: 7/20/09
SUBJECT: Public Facilities District Board Appointment
I. REFERENCE(S):
1. Applications (1) (Council packets only)
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
7/13 Discussion
7/20 MOTION: I move to reappoint Spence Jilek to Position No. 3 on the Public
Facilities District Board of Directors with an expiration date of
7/14/2013.
III. HISTORY AND FACTS BRIEF:
A) The Public Facilities District Board is composed of five members; terms are for
four years. The Board meets quarterly.
B) The Public Facilities District Board oversees operation of the Pasco Public
Facilities District which may acquire, construct, operate and maintain any
qualified"regional centers" (aquatics center, performing arts center, etc.).
C) There is one position whose term has expired:
1. Position No. 3 (currently Spence Jilek)
D) A Council screening committee (composed of Mayor Olson and Councilmembers
Watkins and Larsen) has reviewed the applications and recommends unanimously
that the incumbent be reappointed, as the PFD Board has existed only for six years
and continuity (at this stage) is important in working with the other communities'
PFDs toward regional collaboration.
IV. DISCUSSION:
A) With Council concurrence, the reappointment will be placed on the July 20
consent agenda.
4(e)