HomeMy WebLinkAbout2013.08.12 Council Workshop PacketAGENDA
PASCO CITY COUNCIL
Workshop Meeting 7:00 p.m. August 12, 2013
1. CALL TO ORDER
2. ROLL CALL:
(a) Pledge of Allegiance.
3. VERBAL REPORTS FROM COUNCILMEMBERS:
4. ITEMS FOR DISCUSSION:
(a) Use of TPA Reserve Account:
1. Agenda Report from Gary Crutchfield, City Manager dated August 6, 2013.
2. Letter from Visitor & Convention Bureau dated 7/22/13.
3. Proposed Uses of TPA Reserve Account.
(b) WCIA Insurance Summary Update. (NO WRITTEN MATERIAL ON AGENDA)
Presentation by: Stan Strebel, Deputy City Manager.
(c) 2014 Neighborhood Stabilization Program Annual Work Plan Allocation (MF#
BGAP2013 -005):
1. Agenda Report from Angela Pitman, Block Grant Administrator dated August 6, 2013.
2. Planning Commission Minutes dated 6/20/13 and 7/18/13.
(d) 2014 HOME Annual Work Plan Allocation (MF# BGAP2013 -004):
1. Agenda Report from Angela Pitman, Block Grant Administrator dated August 6, 2013.
2. Planning Commission Minutes dated 6/20/13 and 7/18/13.
(e) 2014 Community Development Block Grant Annual Work Plan and Allocations (MF#
BGAP2013 -003):
1. Agenda Report from Angela Pitman, Block Grant Administrator dated August 6, 2013.
2. 2014 CDBG Fund Summary and Proposal Summary dated 7/18/13.
3. Planning Commission Minutes dated 6/20/13 and 7/18/13.
(f) Greyhound Lines Lease Renewal:
1. Agenda Report from Rick Terway, Administrative & Community Services Director dated
August 6, 2013.
2. Proposed Renewal Agreement.
(g) Department of Corrections Work Crew Agreement (Adopt -A- Highway):
1. Agenda Report from Rick Terway, Administrative & Community Services Director dated
August 6, 2013.
2. Proposed Agreement.
(h) School Security Fencing:
1. Agenda Report from Rick Terway, Administrative & Community Services Director dated
August 6, 2013.
2. Map of Schools.
(i) Professional Services Agreement -Survey Work Lewis & Clark One -Way Couplet:
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated August 8, 2013.
2. Vicinity Map.
3. Professional Services Agreement Summary Sheet.
(j) Professional Services Agreement - Design Lewis & Clark One -Way Couplet:
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated August 8, 2013.
2. Vicinity Map.
3. Professional Services Agreement Summary Sheet.
(k) Authorization of New Position/Restructuring of Public Works Operations:
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated July 31, 2013.
2. Organizational Chart.
Workshop Meeting 2 August 12, 2013
5, OTHER ITEMS FOR DISCUSSION:
(a)
(b)
(c)
6. EXECUTIVE SESSION:
(a)
(b)
(c)
7. ADJOURNMENT
REMINDERS:
1. 12:00 p.m., Monday, August 12, Pasco Red Lion — Pasco Chamber of Commerce Membership
Luncheon. (Kadlec Neurological Resource Center Update, presented by Don Hart)
2. 11:30 a.m., Friday, August 16 — Benton - Franklin Council of Governments Board Meeting.
(COUNCILMEMBER AL YENNEY, Rep.; REBECCA FRANCIK, Alt.)
3. 10:00 a.m., Saturday, August 17, Downtown Kennewick— 65 h Annual Benton Franklin Fair & Rodeo
Grand Parade. (MAYOR MATT WATKINS)
TO: City
FROM: Gary
SUBJECT: Use of TPA
I.
II.
REFERENCE(S):
AGENDA REPORT
Manager
Account
1. Letter from Visitor & Convention Bureau dated 7/22/13
2. Proposed Uses of TPA Reserve Account
August 6, 2013
Workshop Mtg.: 8/12/13
Regular Mtg.: 8/19/13
ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: DISCUSSION
8/19: MOTION: I move to approve the 2013 Additional Reserve Account Uses for the
Tourism Promotion Area in the amount of $100,000 to be funded from
the TPA reserve balance.
III. FISCAL IMPACT:
None.
IV
V.
HISTORY AND FACTS BRIEF:
A) The Tourism Promotion Area (TPA) was formed in late 2004 to generate and administer the
proceeds of a "per room night assessment" on hotels /motels in the Tri- Cities, imposed by the
hotels themselves.
B) The interlocal agreement (between Pasco, Kennewick and Richland) that created the TPA
requires the annual budget and any expenditures from the TPA reserve account to be first
approved by the City Council.
DISCUSSION:
A) The TPA "assessment" is remitted by the hotels to the state which, in turn, distributes it to
the city in which it was collected. The city is obligated to pass the funds to the TPA, for use
in accordance with the approved budget.
B) The TPA Commission has voted unanimously to request an additional $100,000 in special
project expenditures for 2013 from the reserve account for the following:
Quick Response Fund ............................................. ............................... $20,000
2013 Fall Golf & Wine Country Ad Campaign ...... ............................... $30,000
Opportunity Fund Increase ..................................... ............................... $50400
TOTAL........................... ............................... $100,000
C) Council should approve the additional allocations of the reserve account or indicate changes
necessary to gain approval.
4(a)
TRI- CITIES VISITOR & CONVENTION BUREAU
■ P.O. Box 2241
Tri- Cities, WA 99302 -2241
V51TOR CONVEM10N BUREAU 509 -735- 8486 / 1- 800 - 254 -5824
Fax 509- 783 -9005
www.VisitTRI- C[TIES.com
Info @VlsitTR1- CITIES.com
July 22, 2013
Mr. Gary Crutchfield, City Manager
City of Pasco
525 North 3 d Avenue
Pasco, WA 99301
Dear Mr. Crutchfield:
Thank you for allowing us the opportunity to present to the Pasco City Council on behalf of the Tri-City
Regional Hotel -Motel Commission. The Commissioners would like to request the transfer of $100,000
from Tourism Promotion Area Reserve Account to be used for supplemental tourism related projects
during 2013.
We prepare the Tourism Promotion Area (TPA) budget in July of each year for the following calendar
year. As is the case with most every budget process, there are always more worthy projects to be
considered than funds to support them. We manage our resources carefully to ensure our expenses never
exceed our projected income and we budget conservatively. As a result, there is currently $209,461 in
funds available for reinvestment in tourism related projects.
The funds available for project investment are in addition to the minimum reserve requirement of
$300,000, the amount set based on the recommendation of the City Managers who participate in at
Commission meetings as Ex- Officios. It is the Commission's position that once the reserve account
reaches this level, that any additional funds should actively be used to promote the Tri- Cities as a
destination; creating increased visitor spending in the community. All the projects under consideration
accomplish that goal.
Given that the balance of the Tourism Promotion Area Reserve Account exceeds the acceptable level of
$300,000; the Commissioners of the Tri-City Regional Hotel -Motel Commission have voted in favor of
re- investing the surplus revenues, in the amount of $100,000, toward three tourism related projects. A
summary of those projects and the associated expenditures are attached for your review. If approved by
the City Council, there would still be a remaining surplus balance of $109,461 for future projects.
Again, thank you for your consideration and support of the tourism industry. I am available for any
questions or comments you may have.
Sincerely,
Kris Watkins
President and CEO
Reserve Project Glossary
Quick Response Fund.,
The Quick Response Fund acts as "war chest" and allows the Bureau Staff to act swiftly and decisively to
secure large convention and sports bookings by allowing for financial resources to "seal the deal"
depending on the buying need of the meeting planner. It is a pool of funds set aside that the Bureau
Staff draws from to purchase items or services that close the sale of large bookings. The Quick Response
Fund allows the bureau to commit to sales offers without having to wait for regular meetings and
without having to publicly divulge our sales strategies in advance of the customer's decision being made.
Once a booking has been secured, the expenditure is reported to the Commissioners.
2013 Budget: $ 0 Reserve Request: $ 20,000 Total 2013: $ 201000*
*This amount is not limited to calendar year, is paid after each event takes place.
2013 Fall Golf & Wine Country Ad Campaign:
This campaign would be similar in structure to our previous campaigns targeted to the Greater Puget
Sound Region and would attract west side visitors during the fall season when golf is not as attractive
due to inclement weather and during a period when local wineries offer harvest /crush activities.
2013 Budget: $ 0 Reserve Request: $ 30,000 Total 2013: $ 30,000
Increase the Opportunity Fund:
The Opportunity Fund is a source of funds that event planners and tournament directors can apply for
that help financially support and offset facility costs for events taking place in the Tri- Cities. Each
application comes before the Commissioners for their review and they assign sponsorship support based
on a set of pre -set criteria and guidelines. This program has become very popular, supporting 20
different events in 2012. Increasing the 2013 Opportunity Fund would allow the Commissioners to
continue to sponsor events taking place in 2013.
2013 Budget: $ 50,000 Reserve Request: $ 50,000 Total 2013: $ 100,000
AGENDA REPORT
FOR: City Council Date: August 6, 2013
TO: Gary Crutchfield, City Manager �.�7`�( Workshop Mtg.: 08/12/13
Rick White, �I`�/ ) Regular Mtg.: 08/19/13
Community & Economic Development Director
FROM: Angela R. Pitman, Block Grant Administrator
Community & Economic Development Department
SUBJECT: 2014 Neighborhood Stabilization Program (NSP) Annual Work Plan Allocation
(MF# BGAP2013 -005)
I. REFERENCE(S):
1. Planning Commissioner Minutes: 6/20/2013 and 7/18/2013
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: DISCUSSION
III, FISCAL IMPACT:
It is estimated that $359,552 in NSP program income and remaining NSP funds will be
available in 2014.
IV. HISTORY AND FACTS BRIEF:
A. The City received a total of
Stabilization Program through
properties.
B. Down payment assistance has
median income which accom
purchased and rehabilitated 3
eligible households.
V, DISCUSSION:
$4265343 in CDBG funding for the Neighborhood
2010. To date, the City has recovered 11 foreclosed
been provided to 8 homebuyers, 3 are below 50% of
as for 43% of the funds used. The City has also
houses. Two of these have been resold to income
A. The City is able to use NSP funds for down payment assistance, acquisition and
rehabilitation of foreclosed properties. Expected program income from the sale of three
rehabilitated foreclosures provides funding to continue that program. Staff proposes that
the 2014 annual work plan allocation continue activities previously approved as follows:
2014 Proposed Activities Budget Units
Committed Funds $ 196,023.66
Acquisition/Rehabilitation/Down Payment Assistance $ 1633528.34 1
$ 359,552.00 1
4(c)
PLANNING COMMISSION MINUTES
6/20/13
F. Block Grant 2014 NSP Fund Allocations IMF # BGAP 2013-
0.051
Chairman Hilliard read the master file number and asked for comments from staff.
Rick White, Community & Economic Development Director, discussed the 2014 NSP
Fund Allocations. He explained that it is another home focused block grant program.
In 2010 as a part of the Federal Stimulus Package, the City received about $426,000
to be used to prevent adverse effects on neighborhoods from vacant and foreclosed
properties. The City has rehabilitated to date 11 foreclosed properties and provided
down payment assistance for homebuyers to purchase foreclosed properties. There is
still funding available and there are still 2 more homes likely to be sold. Staff
recommended continuing the purchase and acquisition program in combination with
the rehabilitation program to purchase foreclosed homes, rehabilitate and then sell to
an eligible buyer.
Commissioner Hilliard asked if the program has been successful.
Mr. White replied that it's been successful but some of the foreclosed properties are in
rough shape and it takes a lot to get them fixed.
Commissioner Khan asked if the banks work with the City to negotiate price on the
homes.
Mr. White stated that more often than not the homes are owned by a federal agency.
When the program first started they were easier to work with than they are now. They
are now much more likely to try to sell the homes at a higher price.
Commissioner Khan asked if there has been any turnover in terms of foreclosure with
the homes purchased and occupied with NSP funds.
Angela Pitman, Block Grant Administrator, stated no and explained some of the safe
guards in place to prevent foreclosures.
Commissioner
Hoekstra asked if the
City did
any criminal background checks and if
the City would
be liable.
and development of a recommendation
for City Council for
Ms. Pitman stated that the City does not do criminal background checks because it is
not required by HUD.
Commissioner Hoekstra moved,
seconded by
Commissioner Greenaway, to continue
the public hearing
and schedule
deliberations
and development of a recommendation
for City Council for
the July 18, 2013 meeting.
The motion passed unanimously.
PLANNING COMMISSION MINUTES
7/18/13
C, Block Grant 2014 NSP Fund Allocations (MF # BGAP 2013-
005)
Chairman Cruz read the master file number and asked for comments from staff.
Rick White, Community 8s Economic Development Director, discussed the 2014
NSP Fund Allocations. These funds are also federal funds the City received in
2010 to alleviate the effects of home foreclosures in neighborhoods. With that
money the City purchased four foreclosed homes and two additional homes were
donated by the School District, making a total of six homes. Those homes have
been rehabilitated, three have been sold, there is an offer pending on the fourth
and two homes still remain. Once those homes sell there will be program income
coming back for use for acquisition of foreclosed homes to rehabilitate and sell.
With no further comments the public hearing closed.
Commissioner Polk moved, seconded by Commissioner Greenaway, the Planning
Commission recommend the City Council approve the use of funds for the 2014
Neighborhood Stabilization Program (NSP) as recommended by staff. The motion
passed unanimously.
AGENDA REPORT
FOR: City Council Date: August 6, 2013
TO: Gary Crutchfield, City Manager Workshop Mtg.: 8/12/13
Rick White, ` �J Regular Mtg.: 8/19/13
Community & Economic Development Director N��`-1`
FROM: Angela R. Pitman, Block Grant Administrator
SUBJECT: 2014 HOME Annual Work Plan Allocation (MF# BGAP2013 -004)
I. REFERENCE(S):
Planning Commission Minutes: 6/20/13 and 7/18/13
H. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
8/12: DISCUSSION
III. FISCAL IMPACT
It is estimated that total HOME funds from entitlement of $149,723 will be available in
program year 2014.
IV. HISTORY AND FACTS BRIEF:
A. Pasco entered into a HOME Consortium Agreement with Richland and
Kennewick in 1996 making the City eligible for Federal HOME funds. The Tri-
Cities HOME Consortium Agreement is currently being revised and renewed
through 2016. Each November an annual action plan is required to be prepared
and submitted to HUD for use of estimated funds for the following program year.
B. Pasco's HOME budget remaining as of June 13, 2013 through program year 2013
is $435,513.34. The annual budget approved by Council Resolution allocates
HOME entitlement funds and estimated program income anticipated from
ongoing program activities such as the acquisition/infill activity. The HOME
Final Rules allows the City two (2) years to obligate, and five (5) years to expend
funds from the grant award date. Pasco's annual action plan activities are on
track with this schedule, except for the Rental Rehabilitation Program which has
had some interest, but no applications to date. Budgeted program activities not
meeting HUD deadlines may need to be amended or reallocated. Any change to
the HUD - approved annual action plan that exceeds 10% of the entitlement,
cancels or adds a new activity or changes the scope of work require substantial
amendment in compliance with the Citizen Participation Plan.
C. HOME funds are allocated based on need and income eligibility and may be used
anywhere within the city limits, however, neighborhoods designated as priority by
Pasco City Council receive first consideration. Funding is first targeted in the
Longfellow and Museum neighborhoods, then within low- moderate income
census tracts (201, 202, 203 and 204). If HOME funds cannot be applied to those
areas, then they are used as needed within the Pasco city limits for the benefit of
eligible low- moderate income families.
D. The City's contractor for management of the HOME Program terminated their
contract in November of 2012, which leaves the City without immediate resources
to manage rehabilitation of existing homes and meet the increasingly complex
reporting requirements of HUD.
4(d)
V. DISCUSSION:
A. The City is able to use HOME funds for acquisition and rehabilitation, developing
vacant property through "infill" projects and down payment assistance. Current
balances and program income expected from the sale of acquisition and new
construction projects in 2013 provides funding to continue that program. The
Planning Commission has recommended that the 2014 allocation and annual work
plan focus on down payment assistance as indicated below:
2014 Propos e d Activitie s Budget Units
First Time Homebuyer Assistance $ 145236 13
$ 145,236 13
B. The recommendation by the Planning Commission will allow down payment
assistance of up to $9,000 per eligible family - depending on need. This amount
is consistent with what the HOME Consortium (Kennewick/Richland) provides.
PLANNING COMMISSION MINUTES
6/20/13
E. Block Grant 2014 HOME Fund Allocations (MF # BGAP 2013-
0041
Chairman Hilliard read the master file number and asked for comments from staff.
Rick White, Community & Economic Development Director, discussed the 2014
HOME Fund Allocations. He explained that the HOME Program is actually another
block grant devoted exclusively to low- moderate income families for affordable
housing. Pasco formed a consortium with Kennewick and Richland to receive the
HOME funds with Richland operating as the lead agency. Individually the three cities
would not be able to receive the money due to population size. Staff would
recommend the money be used for first -time homebuyer down payment assistance,
paying up to $9,000 in down payment assistance and paying for title reports and
credit reports.
Chairman Hilliard asked how people would find out about the program.
Mr. White stated that
Ms.
Pitman has
set up a
program with realtors, lenders and
closing agents who are
well
aware of the
program
to refer their customers.
Angela Pitman, Block Grant Administrator, stated the information is also on the
website.
Commissioner Hoekstra asked
if
there was
anything in
place
to keep
people from
"double- dipping" into assistance
or
funds.
Mr. White said yes.
Commissioner Hoekstra moved, seconded by Commissioner Khan, to continue the
public hearing and schedule deliberations and development of a recommendation for
City Council for the July 18, 2013 meeting. The motion passed unanimously.
PLANNING COMMISSION MINUTES
7/18/13
B, Block Grant 2014 HOME Fund Allocations (MF # BGAP
2013 -004)
Chairman Cruz read the master file number and asked for comments from staff.
Rick White, Community & Economic Development Director, discussed the 2014
HOME Fund Allocations. He explained that the City of Pasco formed a consortium
with Kennewick and Richland several years ago in order to receive these funds.
Like CDBG, these funds have been decreasing as well. Staff recommends that the
money be used for down payment assistance for low- moderate income
homebuyers. It provides a measure of the down payment and assists with the
closing costs associated with buying a home.
With no further comments the public hearing closed.
Commissioner Kempf moved, seconded by Commissioner Hoekstra, the Planning
Commission recommend the City Council approve the use of funds for the 2014
HOME Investment Partnerships Program as set forth in the "2014 HOME Fund
Summary" as recommended by staff. The motion passed unanimously.
AGENDA REPORT
FOR: City Council Date: August 6, 2013
TO: Gary Crutchfield, City Manager Workshop Mtg.: 08/12/13
Rick White, Regular Mtg.: 08/19/13
Community & Economic Development Director V
FROM: Angela R. Pitman, Block Grant Administrator
SUBJECT: 2014 Community Development Block Grant (CDBG) Annual Work Plan and
Allocations (MF# BGAP2013 -003)
I. REFERENCE(S):
1. 2014 CDBG Fund Summary and Proposal Summary — July 18, 2013
2. Planning Commission Minutes 6/20/13 and 7/18/13
II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
8/12: DISCUSSION
III. FISCAL IMPACT
It is estimated that $656,129 total CDBG funds from the annual entitlement of $619,417
and $36,712 of prior year funds reprogrammed for use in 2014 will be available.
IV. HISTORY AND FACTS BRIEF:
A. A Request for Proposals for 2014 CDBG funds was published in the Tri-City
Herald and Tu Decides newspapers in May. Fifteen (15) requests were received
totaling $1,470,344.89.
B. The Planning Commission held public hearings and discussion on June 20 and July
18, 2013. The public hearings solicited public comment on any application for
funding, or reallocation for the City of Pasco 2014 Community Development Block
Grant (CDBG) Program. At the public hearings, fourteen presentations (14) were
made relating to proposed activities. One (1) applicant did not attend to discuss
their application.
V. DISCUSSION
A. Staff presented recommendations for funding at the July 18, 2013 Planning
Commission meeting. The Planning Commission recommended approval of staff
funding recommendations as presented.
B. There is always some question regarding funding levels approved by Congress.
Actual available funding for these FY 2014 activities will remain in question until
the early part of 2014 when the allocation is made. If funding levels are lower
than estimated, activity funding may need to be reallocated accordingly.
4(e)
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CITY OF PASCO
2014 COMMUNITY DEVELOPMENT BLOCK GRANT
PROPOSAL SUMMARY — JULY 189 2013
CDBG Program Administration — Requested: $120.000
Recommended: $120,000
Plan, administer and deliver housing and community needs, ensure compliance with
local, state and federal rules, regulations and laws, and provide for the successful
delivery of programs that primarily benefit low to moderate income people.
Planning and Administration is capped at no greater than 20 %.
This amount is recommended as it will pay City -wide for the direct delivery of
CDBG services throughout all City Departments.
Martin Luther King Community Center Recreation Specialist — Requested: $
37,500
Recommended: $ 20,000
This facility's program is coordinated with the YMCA, Salvation Army and
Campfire USA, who all collaborate to provide education and physical activities to
school age children.
City of Pasco Martin Luther King Center Program.
This amount is consistent with past amounts for this program and pays for the direct
delivery of service in census tracts 201 -204.
Civic Center -Youth Recreation Specialist — Requested: $ 37,500
Recommended: $ 20,000
Provide a portion of the salary and benefits for recreation specialist at the Youth
Civic Center. This facility's program is to provide recreation programs for youth at
risk and families in low -to- moderate income Census Tract (202).
Public services are capped at no greater than 15% of current entitlement plus prior
year program income.
This amount is consistent with past amounts for this program and pays for the direct
delivery of service in census tracts 201 -204.
Senior Citizen's Center Recreation Specialist — Requested: $ 37,500
Recommended: $ 30,000
Portion of the salary and benefits for recreation specialist to oversee and operate
program at Pasco's senior center. This facility's program provides supervision and
leadership necessary for programs serving the elderly of Pasco with support
services, nutrition, health and living skills support.
CITY OF PASCO
2014 COMMUNITY DEVELOPMENT BLOCK GRANT
PROPOSAL SUMMARY — JULY 18, 2013
Public services are capped at no greater than 15% current entitlement plus prior year
program income.
This amount is consistent with past amounts for this program and pays for the direct
delivery of service for elderly City -wide.
Pasco Specialty Kitchen — Requested: $ 60,000
Recommended: $ 50,000
Continue operations of the Pasco Specialty Kitchen, a certified commercial
incubator kitchen. By providing technical support to small food - related businesses
the Pasco Specialty Kitchen improves their success rate by helping them to establish
and achieve their goals. In consideration for technical assistance, the startup
businesses agree to make jobs created available to low -to- moderate income persons
in Pasco (Census Tract 202).
This amount is consistent with past allocations and is a componant of downtown
revitalization and economic development.
6 Downtown Facade Improvement Program — Requested: $ 60,000
Recommended: $ 15,000
Support downtown businesses with fagade improvements (Census Tract 202).
It is estimated that 2 business will be assisted with fagade improvements.
This amount will enable the Association to complete approximately two major
fagade improvements this next calendar year. Currently there is a turnover in the
Director position and no sites are in queue for the Facade Improvement Program.
7 Friendly Temple Job Training Program — Requested: $ 60 000
Recommended: $0
Equipment requires extended accounting. Facility Improvement, vehicles,
landscaping equipment, kitchen/restaurant equipment
Equipment requires extended accounting. Facility Improvement, vehicles,
landscaping equipment, kitchen/restaurant equipment.
This request is not recommended for funding approval due to its high risk and
unproven program results.
8 CHIP Minor Rehab Program CAC — Requested: $ 50 000
Recommended: $ 50,000
Minor household repairs, energy efficient upgrades and hazardous material removal
for low to moderate income households.
2
CITY OF PASCO
2014 COMMUNITY DEVELOPMENT BLOCK GRANT
PROPOSAL SUMMARY — JULY 18, 2013
Recommend this project for minor rehabilitation/repair for those with housing costs
over 30% of monthly income, and income below 50% AMI.
This amount is recommended as it is a successful program and was funded in this
amount with the 2013 allocation process. The program fills a needed housing repair
and rehabilitation niche that currently is not able to be provided for with HOME
funds.
Catholic Family Volunteer Chore Services (7) — Requested: $ 4 000
Recommended: $ 3.129
Provide minor ADA accessibility remodels, repairs and construct wheelchair ramps
for very low to low income households. This population includes elderly and
disabled (City - wide).
It is estimated that 7 elderly households, typically very low income, will be assisted.
Historically this is the amount the Catholic Family & Child Services has used.
10 Veteran Supportive Housing — Requested: S100,000
Recommended: $0
Supportive Housing for Veterans.
No amount is recommended for allocation since there is no site chosen and
unknown amount of rehabilitation work on an unknown site results in a marginal
project. The City is exploring other options to provide rental housing with the
Veteran's Coalition.
11 Memorial Park Shelter Remodel & ADA Path — Requested: $100,000
Recommended: $100.000
Retrofit handicap access ramps for disabled persons with ramps that meet current
ADA accessibility codes.
This amount is recommended for community infrastructure in census tract 202.
12 Renew SEWSCDHH Facility Improvement — Requested: $255,845
Recommended: $0
Facility Improvement.
This project may require an entire building upgrade and may be placing repair
money into a facility that needs complete replacement. In addition, it is a regonal
facility serving several counties and should be funded with a more regional
approach.
CITY OF PASCO
2014 COMMUNITY DEVELOPMENT BLOCK GRANT
PROPOSAL SUMMARY — JULY 185 2013
13 Code Enforcement Officer — Requested: $ 48,000
Recommended: $ 48,000
Provide partial salary for one of three code enforcement officers to help improve
neighborhood appearance and for compliance with rules and regulations dealing
with homeowner needs in primarily low to moderate income neighborhoods (Census
Tracts 201, 202, 203 and 204).
This amount is consistent with past allocations and is a direct service delivery to
census tracts 201 -204.
14 ADA Improvements — Requested: $250,000
Recommended: $100,000
Retrofit handicap access ramps for disabled persons with ramps that meet current
ADA accessibility codes.
Handicap ramps retrofit city -wide.
This amount is recommended for allocation as it is an important City -wide project
serving handicapped citizens. Previous years allocations for city -wide ADA
improvements have been reallocated for other City Public Works projects.
15 Fourth and Pearl Family Housing Street Improvements — Requested: $250,000
Recommended: $100,000
Provide street infrastructure asoociated with construction of a multi - family project
on Housing Authority property at 4 1 Avenue and Pearl Street.
Infrastructure improvements of streets.
This amount is recommended as it pays for the street improvements associated with
the project.
4
PLANNING COMMISSION MINUTES
6/20/13
D, Block Grant 2014 Communitv Development Block Grant
(CDBG) Fund Allocations (MF # BGAP 2013 -0031
Chairman Hilliard read the master file number and asked for comments from staff.
Rick White, Community & Economic Development Director explained Pasco was an
entitlement city and receives Block Grant funds each year from the Federal
Government. He explained that no decision was expected presently; rather
information is expected to be shared in the form of a public hearing.
Angela
Pitman, Block
Grant
Administrator, gave a
brief presentation on the 2014
CDBG
process funding
levels
and the purposes of the
CDBG program.
Ms. Pitman explained
the request for funds are typical larger than
the amount the
City
is awarded. The estimated amount of funds available for 2014 is
$656,756. The
City
received proposals for
$1,470,344.89, a deficit of
$814,589.
Ms. Pitman stated the City reviews all applications for eligibility, to make sure they
meet national objectives, they meet goals and objectives of the consolidated plan and
also Resolution 1969 that established the Planning Commission as the Advisory
Board. The City checks subrecipients to determine if they have the capacity to carry
out their project and if they're project is feasible. Ms. Pitman explained which
activities were allowed and how much funds were available for the various types of
projects.
Commissioner Hoekstra asked for clarification between grant funds requested and
how much the City has available.
Ms. Pitman explained there was a $814,589 deficit between this year's allocation from
HUD and funds being requested from agencies.
Commissioner Hoekstra asked if the proposals have been reviewed against Resolution
1969 to see if there were any projects that would be excluded.
Mr. White responded that between the public hearing and the next meeting staff will
review will review the applications for eligibility and will have a recommendation for
the Planning Commission at that time.
Chairman Hilliard reiterated that the public hearing was simply to gather information.
Victoria Silvernail, 110 S. 4th Avenue, spoke on behalf of the Pasco Specialty Kitchen.
Ms. Silvernail explained the Specialty Kitchen was requesting $60,000. They offer
potential new business clients an affordable, certified commercial incubator kitchen
for small food -based businesses to make and package their products. The grant
would make it possible to keep their costs affordable. Six clients were added in 2012
and they are still with the Specialty Kitchen. In the first two quarters for 2013, the
Specialty Kitchen has already added 8 clients, 3 of which are manufacturing products
and 4 in different levels of planning. Ms. Silvernail discussed other programs the
kitchen provides and success of her clients, including 11 clients who now have
storefronts and creating new jobs.
Commissioner Hoekstra asked the applicant where the $60,000 is used.
Ms. Silvernail stated it takes roughly $100,000 to run the kitchen. The money she
collects from the clients pays for the repair of equipment and purchasing of equipment
in the facility and the utilities. The $60,000 takes care of the salaries and other
expenses. The Specialty Kitchen is a project of the DPDA.
Amy Kuchler, PO Box 688, spoke on behalf of the Downtown Pasco Development
Authority Facade Improvement Program. Downtown Pasco's retail buildings need
physical improvements to increase retail traffic, to create jobs, to eliminate blight and
to aid in the continued economic revitalization of Downtown Pasco. The funds are
used as matching funds to help the store owners up to 75% of their project costs but
up to $25,000 maximum. The number of facades the $60,000 can assist depends on
the scope of the projects. Recently Vierra's Bakery completed their fagade using
CDBG funds and it has become a main focal point of the downtown.
Chairman Hilliard asked the applicant if there were any businesses Downtown on a
waiting list for fagade improvements.
Ms Kuchler responded there are businesses currently on a waiting list but many have
expressed interest. It is difficult to get people on a waiting list without knowing how
much funds would be available.
Chairman Hilliard announced the next applicant from Friendly Temple Ministries but
there were no members from the organization present.
Daryl Francis, 720 W. Court Street, spoke on behalf of the Benton Franklin
Community Action Committee (CAC)application. He explained that the funds would
be used for housing rehab to provide low or zero percent interest loans to home
owners for energy efficiency, repairs, lead hazard reductions, connection to city water
and minor rehab to improve the home. They currently have five applications on file.
Chairman Hilliard asked how people find out about the rehab program.
Mr. Francis answered through the City.
Commissioner Hoekstra asked the applicant how his agency will determine which
projects to fund.
Mr. Francis stated they have not received funds so they haven't decided. There will
most likely be an evaluation of affordability with health and safety as top priorities.
Commissioner Hoekstra asked if there were a number of houses or units they were
targeting to assist.
Mr.
Francis answered they would
most likely
make $10,000 the maximum per unit
cost
so 5 units could be completed.
with repairs
to their
Commissioner Khan asked if the 5 units would be owned or rented.
Mr. Francis answered that they would be homeowners.
Chairman Hilliard asked if they would only be servicing census tracts 201, 202, 203
and 204 or if it would be for the entire city.
Mr. Francis stated it would only be for the low- moderate income census tracts.
Commissioner Khan asked what type of clients would be using the homes; homeless
transitional housing, elderly or disabled.
Mr. Francis
replied the
funds
are being requested
to help low- moderate income
homeowners
with repairs
to their
homes.
Anne Meyer, 2110 West Henry, spoke on behalf of the application for Catholic Family
8s Child Services. She stated that the goal of Volunteer Chore Services is to keep
people safe, independent and in their own home as long as possible. There are
currently many requests to install wheelchair ramps and handrails for the elderly and
disabled population. All of the work is completed by trained volunteers.
Chairman Hilliard asked what the grant money would be used for.
Ms. Meyer stated for material costs only, labor is provided by volunteers.
Paul Bremberger, 1600 N. 20th Avenue, Suite A, spoke on behalf of CBVC, Inc. He
stated that since the early 2000's there have been nearly 1.5 million veterans
separating from active duty and their transition back into civilian life is difficult in
some cases and is a nationwide problem. They're program was established to help
transition veterans back into the community. The grant money would be used to
purchase and rehab a residential property for transitional housing. Currently there is
a transitional home in Kennewick and a home about to open in Richland.
Commissioner Khan asked how many beds they had between Kennewick and
Richland.
Mr. Bremberger responded the Kennewick home has 5 beds and the Richland home
will have 6.
Chairman Hilliard asked if the organization owns these homes.
Mr. Bremberger answered that CBVC, Inc owns the homes.
Commissioner
Hoekstra asked
if the home
in Pasco
is already owned or if their
intentions were
to purchase the
home with the
funds.
Mr. Bremberger replied their intention was to purchase the home with the funds.
Commissioner Hoekstra asked staff how the ownership of the home would work if they
were using grant funds to purchase the home and how it would work.
Ms. Pitman
stated that
HUD has rules
that apply when property is purchased by a
non - profit.
They would
have to meet the
national objectives.
Cori Jones, 124 N. 5u Avenue, spoke on behalf of the South Eastern Washington
Service Center of the Deaf and Hard of Hearing (SEWSCDHH). She stated their
organization assists the deaf and the hard or hearing and their family members.
Funds would be used for: electrical upgrades, drywall, roof, ADA Accessibility, fire
doors and extinguishers, and HVAC units.
Commissioner Hoekstra asked staff if given the amount of work that needs to be done
will the building be required to meet new code standards.
Mr. White responded that it probably would.
Commissioner Hoekstra asked if the proposed $255,844.89 in funds includes the
additional work necessary to bring the building up to code.
Ms. Jones responded that she believes it does but she could double- check.
Commissioner Hoekstra asked if there were any concerns that costs might be driven
higher once walls are opened up.
Chairman Hilliard pointed out that they put a contingency in their application for
such case.
Ms. Jones replied with other grants they hope to have enough funds.
Kathy Jones, 2505 W. Lewis Street, spoke on behalf of the Housing Authority. She
stated they were asking for $250,000 to support the revitalization a low- income
neighborhood. They would use the funds to improve the public infrastructure on 4th
Avenue and Pearl Street.The Housing Authority is developing a 38 -unit low- income
apartment project with 37 units set aside for farmworkers and their families with 1
unit available for a property manager. Based on the number of families on the waiting
list this project is needed.
Mr. White asked the applicant if the State portion of the funding was contingent on
farmworker housing or the percentages of average median income.
Ms. Jones stated both.
Chairman Hilliard asked if funding was also contingent on funding from the City.
Ms. Jones stated they must provide a match privately or by obtaining grants.
Commissioner Khan asked if they don't receive the full $250,000 how would they fund
the project.
Ms. Jones responded they would go back to the engineers to see if it would work.
Commissioner Khan asked if $550,000 was their cap for the project.
Ms. Jones answered yes.
Commissioner Hoekstra asked where the $7.8 million non -CDBG match comes from.
Ms. Jones
answered that the
$7.8 million
includes funds from the Washington
Department
of Commerce that was awarded to
them.
Ahmad Qayoumi, 525 N. Third Avenue, spoke on behalf of the Works Department
regarding for ADA Improvements. Mr. Qayoumi briefly explained the program.
Commissioner Greenaway asked how many projects these funds would complete.
Mr. Qayoumi answered that each ramp costs $5,000 so the hopes are to complete 20.
Mr. White spoke on behalf of several City applications. Beginning with Program
Administration, he stated it was an annual request and it was for salaries and
delivering services to the program.
The applications for Senior Center Recreation Specialist, Martin Luther King
Community Center Recreation Specialist and Civic Center Youth Recreation Specialist
are to pay partial salaries to provide services to at -risk youth in census tracts 201 -204
census tracts. The Senior Center provides services city-wide to elderly.
The Code Enforcement Officer application would pay for the Code Enforcement Officer
who services only census tracts 201 -204.
The Memorial Park Shelter Remodel 8a ADA Path application would be to construct an
ADA path around the entire park which is part of the American Disability Act. The
funds would also be used to remodel the pavilion.
Commissioner Khan asked if the Code Enforcement Officer funds would go directly to
one officer in particular to pay their salary.
Mr. White answered yes, it is for a specific officer in a specific area.
Commissioner Hoekstra asked about the success over the period of time since the
Code Enforcement Officer has been operating in that area and the impact it has had.
Mr. White replied that it is difficult to quantify. Nearly half of the code enforcement
cases come from east of Highway 395.
Chairman
Hilliard
asked if
roughly
$269,000 of the requested funds was for staff
support to
keep the
program
running.
Mr. White responded that only $120,000 would be for Program Administration, there
were 3 recreation positions to total roughly $70,000 and a Code Enforcement Officer
for $48,000.
Commissioner Khan asked how many people administer the CDBG Program.
Mr. White responded that Ms. Pitman administers the program, time is also charged to
the program by him, Ms. Shanks, the Code Enforcement Officer who dedicates their
time to CDBG projects, planners, inspectors and even engineers.
Commissioner Khan moved, seconded by Commissioner Greenaway, to continue the
public hearing and schedule deliberations and development of a recommendation for
City Council for the July 18, 2013 meeting. The motion passed unanimously.
PLANNING COMMISSION MINUTES
7/18/13
A. Block Grant 2014 Community Development Block Grant
(CDBG) Fund Allocations IMF # BGAP 2013 -
0
Chairman Cruz read the master file number and asked for comments from staff.
Rick White, Community 8s Economic Development Director, discussed the 2014
Community Development Block Grant (CDBG) Fund Allocations. He stated that
the Planning Commission heard presentations from the applicants at the public
hearing last month. There was a total of a little less than $1.5 million and only
roughly $656,000 of funds is available so a certain amount of cuts had to occur to
make staff recommendations. Mr. White briefly discussed the attachment that
was part of the staff memo which represented how much was requested by each
applicant and how much staff recommends allocating. It is estimated after the
Planning Commissioner makes a recommendation this item will be forwarded to
City Council.
Commissioner Hilliard asked about the ADA Improvements allocations and if they
were going to be reallocation again since they have been in the past.
Mr. White answered that those reallocations came back to the Planning
Commission twice last year because once the reallocations exceed a certain
amount they have to go through the public process to reallocate the funds. He
stated that he didn't foresee the 2014 ADA Funds being reallocated.
Commissioner Greenaway stated that she felt the staff has done a good job.
Chairman Cruz noted that since the previous years, a lot of funding has been cut
and that there is less to be distributed.
Commissioner Hoekstra voiced his appreciation to staff on the recommendations
and where they would best be served.
Chairman Cruz commented for the people watching at home that the "non-
matched funds" mean a lot to the program and a well - established and mature
organization typically is received well for a recommendation.
With no further comments the public hearing closed.
Commissioner Hilliard moved, seconded by Commissioner Greenaway, to close the
public hearing and recommend the City Council approve the use of funds for the
2014 Community Development Block Grant Program as set forth in the "2014
Fund Summary" as recommended by staff. The motion passed unanimously.
AGENDA REPORT
FOR: City Council AUGUST 6, 2013
TO: Gary Crutchfield, City Manager Q4eo� Workshop Mtg.: 8/12/13
Regular Mtg.: 8119113
FROM: Rick Terway, Director, Administrative & Corr y Services
SUBJECT: Greyhound Lines Lease Renewal
I. REFERENCE(S):
1. Proposed Renewal Agreement
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: Discussion
8/19: MOTION: I move to approve the lease extension with Greyhound Lines Inc.
for lease of the Pasco Multi Modal Facility through 2018, and, further, authorize
the City Manager to sign the agreement.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) On November 4, 2008, the city entered into a lease agreement with Greyhound
Lines Inc. for use of the Pasco Multi Modal Facility. That lease, which expires
November 3, 2013, provides for one (1) option to extend the term by five (5)
years with same terms, provisions and conditions, except rent amount.
V. DISCUSSION:
A) Greyhound has elected to exercise that option with a 3% rent increase each of the
five additional years.
B) Staff recommends approval of the five year extension.
4(f)
RENEWAL
This Amendment is made to be effective the day of 2013, by and
between GREYHOUND LINES, INC., ( "GLI ") a Delaware corporation, Lessee, and CITY of
PASCO, WA, Lessor.
WHEREAS, the parties entered into Lease Agreements ( "Agreement') described as follows:
Dated:
Expiration Date:
Dated:
Expiration Date:
October 19, 1998
November 3, 2003
January 27, 2009
October 31, 2013
Lease Agreement dated as amended, modified or otherwise extended, by
and between Lessor and Lessee covering that certain premises located at
Pasco Intermodal Transportation Facility, 535 North First Avenue, Pasco,
WA.
WHEREAS, the Lessor and Lessee desire to amend the Agreement on the terms and
conditions set forth herein.
IT IS HEREBY AGREED, in consideration of the premises, the mutual covenants contained
herein and other good and valuable consideration in hand paid, the parties hereto agree as
follows:
1. Commencing November 1, 2013, said Lease Term shall be extended for an
additional Five (5) - year term ending October 31, 2018 (`Renewal Term ").
2. The monthly Rent for the Renewal Term of the Agreement shall be as follows:
Year 1: $2,253.00
Year 2: $2,321.00
Year 3: $2,390.00
Year 4: $2,462.00
Year 5: $2,536.00
Any additional
rent or other amounts required
to be paid
by the Lessee under the Agreement
shall continue
to be payable in addition to the
aforesaid
Rent and GST.
In all other respects, the terms and conditions of the Agreement shall remain in full force and
effect.
This Amendment is executed to be made effective the day and year first above written.
(signature page to follow)
Revised 5/2003
LESSEE:
LESSOR:
GREYHOUND LINES, INC. City of Pasco, WA
By:
Its:
By:
Gary Crutchfield, City Manager
Revised 5/2003
AGENDA REPORT
FOR: City Council AUGUST 6, 2013
TO: Gary Crutchfield, City Manager�� Workshop Mtg.: 8/12/13
Regular Mtg.: 8/19/13
FROM: Rick Terway, Director, Administrative mmunity Services
SUBJECT: Department of Corrections Work Crew Agreement (Adopt a Highway)
I. REFERENCE(S):
Proposed Agreement
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: Discussion
8/19: MOTION: I move to approve the agreement with Washington State Department
of Corrections, to provide work crews for the "Adopt a Highway" program and,
fiu•ther, authorize the City Manager to sign the Agreement.
III. FISCAL IMPACT:
$12,500 — Adopt a Highway
$ 2,500 — General Fund (if needed)
IV. HISTORY AND FACTS BRIEF:
A) In 2001, the city entered into an agreement with Department of Corrections to
provide work crews for the "Adopt a Highway" program. That agreement was
extended, with minor changes, each year for the last 10 years.
B) The city collects sponsorship fees from the sponsors of the six segments along I-
182 and Hwy 395 through Pasco totaling $7,500 and $5,000 from Basin Disposal
for cleaning of the recycle sites.
V. DISCUSSION:
A) The new agreement contains some legal and operational updates.
B) Staff recommends continuation of the current program with Department of
Corrections and approval of the agreement.
4(g)
AGREEMENT BETWEEN
WASHINGTON STATE DEPARTMENT OF CORRECTIONS
AND
CITY OF PASCO
This Agreement is entered into by and between the state of Washington, Department of Corrections,
hereinafter referred to as Department or DOC, and City of Pasco, hereinafter referred to as the CITY,
for the purpose of providing employment to offenders from Coyote Ridge Corrections Center,
hereinafter referred to as INSTITUTION, as approved by DOC pursuant to RCW 72.09.100.
1. PURPOSE
The purpose of this Agreement is to provide the master terms and conditions between the parties to
employ state adult workers in work crew projects for the CITY, pursuant to RCW 72.09.100. All work
crew projects are limited to those that can be properly supervised as determined by the Superintendent
of the Institution and the CITY's administrator /designee or Public Works Director. Each project is
subject to careful review for custody and security requirements. Each project requires the completion
of a Work Project Description Form, (Attachment A), which shall include a description of the work to be
performed, the gratuity and other costs to be paid and any additional details associated with the
particular project.
For this Master Agreement to be valid it must be signed by the DOC Contracts Administrator or
designee on behalf of DOC. The Institution Superintendent or designee is, however, authorized to
sign the associated Work Project Descriptions on behalf of DOC. All services provided under each
signed Work Project Description shall be performed pursuant to the terms of this Master Agreement.
No public employees will be displaced as a result of this contract.
2. TERM
The term of this Master Agreement shall begin upon final signature, and shall continue through
December 31, 2018. Each Work Project Description entered into shall contain its own
termination date, last no longer than one year, and end prior to or on the same date as this
Master Agreement.
3. PAYMENT
In consideration of the services provided hereunder, invoicing and payment shall be made as follows:
A. Under the terms of this Master Agreement, DOC may bill the City up to a maximum of
$15,000 per calendar year for work crew services, according to the payment schedule in the
respective Work Project Description. Crews will maintain service delivery all twelve months of
the year, providing an average of $1,250 in services to Pasco each month.
B. DOC will invoice the City by the 10th of the month following each month in which work
crew services were provided. The invoice will contain the number of hours worked by
offenders during the period for which payment is requested.
C. Payment,
which must contain
this DOC Master Contract
number,
K10172, will be due
within 30
calendar days of the
date of the invoice.
State of Washington K10172 Page 1 of 4
Department of Corrections Attachment A 138363
D. Because the City is a unit of local government, DOC is obligated by law to reimburse the
City for the cost of state industrial insurance premiums for offenders on the work crews. The
parties therefore agree that DOC will pay the required premiums, at the then current rate,
directly to Labor and Industries on behalf of the City.
E. DOC will provide record keeping, monthly reports, and coordinate work crew activity.
F. Addresses for Invoicing and Payment:
1. Institution invoices for Payment will be mailed to
City of Pasco
Accounts Payable
PO Box 293
Pasco, WA 99301
2. City's Payments will be mailed to-
Coyote Ridge Corrections Center
Accounts Receivable
1301 N. Ephrata Ave
Connell, WA 99326 -0769
4. TERMINATION
Either party may terminate this Agreement upon 30 days' written notice beginning on the second day
after the mailing, in whole or in part, when it is in the best interest of the party. If this Agreement is so
terminated each of the parties shall be liable only for payment in accordance with the terms of this
Agreement for services rendered prior to the effective date of termination.
5. SELECTION OF OFFENDERS
The Institution will select the offenders for each work crew. Selection criteria will conform to DOC
Policy 700.400, CLASS IV OFF -SITE WORK CREW, DIRECTIVE III, Offender Eligibility, as now
written or hereafter revised.
6. SUPPLIES /EQUIPMENT
The DOC /Institution shall provide offender workers with necessary clothing and basic safety
equipment, i.e. goggles, gloves, hearing protective devices, work boots, etc. Specialized safety
equipment and /or clothing shall be provided by the CITY, unless otherwise agreed. The CITY shall
provide all necessary tools and equipment required to complete the project requirements.
7. SERVICES AND SUPERVISION
A. Services will consist of maintaining specific road right of way on a continuous basis. DOC will,
on a regular basis, inform City of the crew's work location along the right of way. The number of
days that crews work per month may vary due to natural disaster, inclement weather conditions
and /or events within the prison. However, DOC will to the best of its abilities, provide services to
Pasco a minimum of six days each month.
State of Washington K10172 Page 2 of 4
Department of Corrections Attachment A 138363
B. The Institution shall provide custody supervision of offender workers assigned on work crews.
The CITY shall provide adequate instruction and direction for offender workers on work crews
to ensure proper and safe work performance.
C. On Site Illness /Injury: In the event of offender illness or injury DOC will provide the
appropriate first aid. If necessary, emergency medical assistance will be called or the offender
will be transported to the nearest medical facility for treatment.
Expenses:
a. Illness DOC will pay all expenses related to treatment of offender illness.
b. Inim Treatment provided to offenders beyond first aid, for any and all work related
injuries will be paid in accordance with Title 51 RCW.
8. TRAINING
The DOC /Institution shall ensure that offender workers and custody officers assigned to work crews
receive job and safety training in compliance with all applicable laws or regulations such as, but not
limited to, OSHA and W ISHA. The DOC /Institution shall provide an orientation to the CITY regarding
DOC's guidelines, facility rules, and communication procedures.
9. PUBLIC INFORMATION
Neither party shall arrange for news media coverage without the consent of the other party, nor shall
either party release information to the news media without the consent of the other party except as
required by Chapter 42.56 RCW or other applicable law.
10. WORK PRODUCT AND INDEMNIFICATION
As DOC and the Institution provide supervision of offender workers for security purposes only, DOC, its
agents or employees assume no responsibility for the quality of the work performed by offenders on
work crews, nor guarantees any work so performed. DOC, its agents, or employees assume no
responsibility for any damages resulting from the performance by offender work crews hereunder,
except for those damages resulting solely from the negligence of DOC, its agents, or employees.
To the extent permitted by law, DOC, its agents, or employees assumes responsibility for any damages
resulting solely from the negligence of DOC, its agents, or employees. To the extent permitted by law,
DOC shall be required to indemnify, defend, and hold harmless the CITY only to the extent the claim is
caused solely by the negligent acts or omissions of DOC, its agents, or employees.
To the extent permitted by law, CITY, its agents, or employees assumes responsibility for any
damages resulting solely from the negligence of the CITY, its agents, or employees. To the extent
permitted by law, CITY shall be required to indemnify, defend, and hold harmless DOC to the extent
the claim is caused solely by the negligent acts or omissions of the negligent acts or omissions of
CITY, its agents, or employees.
In accordance with the laws of the state of Washington and to the extent permitted by law, if both
parties to this agreement are negligent and jointly liable, each party will assume responsibility for its
own negligent acts or omissions.
State of Washington K10172 Page 3 of 4
Department of Corrections Attachment A 138363
11. TRANSPORTATION
DOC will have sole responsibility for transporting offenders to and from the work project site.
12. DISPUTES
Should the parties hereto be unable to
resolve informally any
dispute concerning
the terms of this
Agreement, the dispute will be settled
by an arbitrator chosen
by mutual consent
of both parties.
13. CHANGES AND MODIFICATIONS
No changes or modifications to this Agreement shall be binding unless agreed to in writing by the
parties hereto prior to such change or modification. Only the Secretary of DOC or designee has the
authority to alter, amend, modify, or waive any clause or condition of this Agreement for DOC.
14. INTEGRATION
This Agreement contains all the terms and conditions agreed upon by the parties. No understandings
or otherwise regarding the subject matter of this Agreement shall be deemed to exist or to bind any of
the parties hereto. As used herein, reference to the Agreement shall include this Agreement and any
project descriptions executed herein.
15. CONTRACT MANAGEMENT
The contract manager(s) for each of the parties shall be responsible for and shall be the contact
person(s) for all communications regarding the performance of this Agreement. Either party, with
written notice to the other party, may designate different contact persons.
DOC: Pat Barrera, (509) 543 -5819, patricia.barrera @doc.wa.gov
CITY.- Rick Terway, (509) 543 -5757, terwayr @pasco - wa.gov
IN WITNESS WHEREOF, the DEPARTMENT and the CITY have signed this Contract Agreement.
CITY OF PASCO
(Signature)
Gary Crutchfield
(Printed Name)
City Manager
(Title)
DEPARTMENT OF CORRECTIONS
(Signature)
Gary Banning
(Printed Name)
Contracts Administrator
(Title)
(Date)
THIS CONTRACT HAS BEEN APPROVED AS TO FORM ONLY
BY THE WASHINGTON STATE OFFICE OF THE ATTORNEY GENERAL.
State of Washington K10172
Department of Corrections Attachment A
Page 4 of 4
138363
WASHINGTON STATE DEPARTMENT OF CORRECTIONS
Coyote Ridge Corrections Center
And
CITY OF PASCO, A UNIT OF LOCAL GOVERNMENT
CLASS IV Work Project Description
Contract Number: K10172
Employer Contact: Phone: Email:
Department Contact: Phone: Email:
Work Project Description: DOC offenders will (describe the work).
Crew: Each crew will consist of (insert number) offenders. '
Project Location:
Project Period (One year maximum): through AL Rt
Projected Number of Work Crew Hours:
Work Hours: Crews will arrive at approximately a.rr rdept-t p.m.
Special Payment Terms — (At current state rates.)
1. Employer will pay DOC a gratuity of $ per h Mach offender providing services.
2. Employer will pay DOC $0.565 per mile fo nspo ng offenders to and from the work site.
3. DOC, on behalf of Employer, will pay $0.33
premiums. der /per hour for state industrial insurance
Additional Supplies & Equipment, if any:
By Pasco:
By DOC:
Additional Terms: Crew ay held in or recalled early for facility needs at any time. Crews may also be
held in or redirected i e of a natural disaster; i.e. fire, earthquake, or flood.
CITY OF
Date
DEPARTMENT OF CORRECTIONS
Signature of Superintendent
Coyote Ridge Corrections Center
ns u ion
Date
State of Washington K10172 Page 1 of 1
Department of Corrections Attachment A 138363
AGENDA REPORT
FOR: City Council
TO: Gary Crutchfield, City I
FROM: Rick Terway, Director,
SUBJECT: School Security Fencing
I. REFERENCE(S):
Maps of Schools
AUGUST 6, 2013
Workshop Mtg.: 8/12/13
Services
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: Discussion
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) The City and Pasco School District have had joint park/school sites for many
years with shared space and maintenance of these areas. This has been beneficial
to both parties and provided additional space for the school and park users.
V. DISCUSSION:
A) Because of various incidents at schools around the nation, most recently at Sandy
Hook Elementary School in Newtown, Connecticut, the school district is fencing
off access to schools during school hours, which will affect the joint park/school
sites.
B) Attached are maps showing where the school district and the city propose to place
the fences at the joint sites. The school district will pay for all installation and
modifications to current sites and future development, such as School #14 at Road
60 & Sandifur to be built in 2014.
C) Gates will be added at various locations allowing for easy access during non-
school hours. Most of the use of these parks is after school hours. Staff does not
want to put fences up where fields will be cut in half and lose their function when
the park is open during non - school hours. Gates can be made easily identifiable
by archways or decorative posts.
D) Staff would like Council's input on this matter.
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AGENDA REPORT NO, 34
FOR: City Council August 8, 2013
TO: Gary Crutchfield, City Manager
FROM: Ahmad Qayoumi, Public Works Director Workshop Mtg.: 8/12/13
Regular Mtg8 /19/13
SUBJECT: Professional Services Agreement— Survey Work Lewis & Clark One Way Couplet
I. REFERENCE(S):
1. Vicinity Map
2. Professional Services Agreement Summary Sheet
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: Discussion
8/19: MOTION: I move to approve the Professional Services Agreement with
White Shield, Inc. authorizing Survey Services with respect to
Lewis & Clark One Way Couplet project in the amount of
$28,000, and further, authorize the City Manager to sign the
agreement.
III. FISCAL IMPACT:
STP Funds - $187,000
Arterial Street Funds - $29,000
IV. HISTORY AND FACTS BRIEF:
A) Once the Lewis Street Overpass project is complete, W. Lewis Street and W. Clark
Street will be converted to one way streets.
B) Staff has been working with the Downtown Association to develop a vision on Lewis
and Clark Streets from 2nd Avenue to 10`s Avenue. The City hired a consultant,
MacKay & Sposito to develop concept plans for the frontage improvements and
amenities. The concepts were approved by the Association.
C) The City's overall objective is to improve W. Lewis and W. Clark Streets between N.
2nd and N. 10th Avenues to create a one way couplet. The project is part of Pasco's
ongoing urban renewal efforts of its downtown core. The specific purpose of this
project is to reduce overall traffic speed while enhancing pedestrian and bicycle
mobility through the use of traffic calming features, beautification measures, and the
addition of bike lanes.
D) City staff allocated federal funds in the amount of $187,000 for the design of the
project.
E) In effort to keep the cost of the design lower, the survey services of the project will be
managed separately.
F) The survey for this project will be similar to the one for Lewis Street Overpass project.
The survey work includes 3 -D dimensional surveying that will help staff to document
existing conditions for the Environmental process and to develop concepts for the public
meetings.
G) White Shield, Inc. is a local firm that specializes in this type of survey and information
will be valuable for design.
V. DISCUSSION:
A) In October of 2012 the City received proposals to survey the Couplet in response to
the City's Request for Proposals.
B) Staff determined White Shield, Inc. to be the most qualified consultant for the project.
C) Staff has been working with the consultant to finalize the project survey scope and the
professional services agreement reflects the requirements.
D) Scope of services includes 3 -D Survey from 2nd Avenue to 10`h Avenue.
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Professional Services Agreement
(Summary Sheet)
Project: Lewis and Clark One Way Couplet
Consultant, White Shield, Inc.
Address: 320 N. 200i Avenue
Pasco, WA 99301
Scope of Services:
Provide services for 3D Laser Scan & Topographic surveying on Lewis Street and Clark Street,
between 10'h Avenue and 2 "d Avenue.
Term; 3 Months Completion Date: 1/31/14
Payments to Consultant:
❑ Hourly Rate: $
® Fixed Sum of: $28,000
❑ Other:
Insurance to be Provided:
1. Commercial General Liability:
❑ $1,000,000 each occurrence;
❑ $2,000,000 general aggregate; or
® $1,000,000 each occurrence; and $2,000,000 general aggregate
2. Professional Liability:
M $1,000,000 per claim;
❑ $1,000,000 policy aggregate limit; or
❑ $ per claim; and $ per policy aggregate limit
Other Information:
Professional Services Agreement - "White Shield, Inc., Lewis & Clark One Way Couplet"
Pago 1
AGENDA REPORT NO. 33
FOR: City Council August 8, 2013
TO: Gary Crutchfield, City Manager
FROM: Ahmad Qayoumi, Public Works Director Workshop Mtg.: 8/12/13
Regular Mtg.: 8/19/13
SUBJECT: Professional Services Agreement — Design Lewis & Clark One Way Couplet
I. REFERENCE(S):
1. Vicinity Map
2. Professional Services Agreement Summary Sheet
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: Discussion
8/19 MOTION: I move .to approve the Professional Services Agreement with
TranTech Engineering, LLC authorizing Design Services with
respect to the Lewis & Clark One Way Couplet project in the
amount of $110,521 and further, authorize the City Manager to
sign the agreement.
III. FISCAL IMPACT:
STP Funds - $187,000
Arterial Street Funds - $29,000
IV. HISTORY AND FACTS BRIEF:
A) Once the Lewis Street Overpass project is complete, W. Lewis Street and W. Clark
Street will be converted to one way streets.
B) Staff has been working with the Downtown Association to develop a vision on Lewis
and Clark Streets from 2nd Avenue to 10th Avenue. The City hired a consultant,
MacKay & Sposito to develop concept plans for the frontage improvements and
amenities. The concepts were approved by the Association.
C) The City's overall objective is to improve W. Lewis and W. Clark Streets between N.
2nd and N. 10th Avenues to create a one way couplet. The project is part of Pasco's
ongoing urban renewal efforts of its downtown core. The specific purpose of this
project is to reduce overall traffic speed while enhancing pedestrian and bicycle
mobility through the use of traffic calming features, beautification measures, and the
addition of bike lanes.
D) City staff allocated federal funds in the amount of $187,000 for the design of the
project.
V. DISCUSSION:
A) In April of 2013 the City received 5 proposals to design the Couplet in response to the
City's Request for Proposals.
B) In May of 2013 a panel interview was conducted with potential consultant firms. The
panel included two members from the Downtown Pasco Development Association
and City staff.
C) The panel determined TranTech Engineering, LLC to be the most qualified consultant
for the project.
D) Staff has been working with the consultant to finalize the project design scope and the
environmental process. The scope and design will reflect the requirements.
E) Scope of services includes traffic modeling, traffic signals modifications
intersections, public process, and construction documents.
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Professional Services Agreement
(Summary Sheet)
Project: Lewis and Clark One Way Couplet
Consultant: TranTech, Engineering LLC
Address: 12011 NE First St., Suite 305
Bellevue, WA 98005
Scope of Services:
Provide professional services culminating in a complete Bid Package with all necessary permits
and approvals for advertisement of the Lewis and Clark One Way Couplet from N. 2" d Ave to S.
10th Ave. Will include
Task 1: Project Management
Task 2: Program, Planning and Design Services
Task 3: Traffic Analysis Study
Task 4: Urban Design / Aesthetics
Term: 14 Months Completion Date: 12/31/2014
Payments to Consultant:
❑ Hourly Rate: $
M Fixed Sum of: $110,521
❑ Other:
Insurance to be Provided:
1. Commercial General Liability:
❑ $1,000,000 each occurrence;
❑ $2,000,000 general aggregate; or
N $1,000,000 each occurrence; and $2,000,000 general aggregate
2. Professional Liability:
N $1,000,000 per claim;
❑ $1,000,000 policy aggregate limit; or
❑ $ per claim; and $ per policy aggregate limit
Other Information:
Professional Services Agreement- "TranTech, Lewis & Clark One Way Couplet"
Page 1
AGENDA REPORT NO, 32
FOR: City Council _ / July 31, 2013
TO: Gary Crutchfield, City Manager ��
FROM: Ahmad Qayoumi, Public Works Direct Workshop Mtg.: 08/12/2013
Regular Mtg.: 08/19/2013
SUBJECT: Authorization of New Position/Restructuring of PW Operations
I. REFERENCE(S):
1. Organizational Chart
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
8/12: Discussion
8/19: MOTION: I move to authorize the City Manager to restructure the Public
Works Operations Division to create new positions that are
budget neutral.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A. The City of Pasco has experienced significant growth in the past 10 years,
doubling in population public works infrastructure. The size of the Public Works
Operations Division has grown from 27 employees in 2003 to 37 current
employees. Public Works Operations is also faced with losing experienced staff
due to retirements. These factors provided us with the need to restructure our
Water Distribution and Equipment Rentals groups.
B. Within Public Works Operations there are 7 groups as follows:
a. Equipment Rental
b. Storm Water
c. Streets
d. Water Distribution
e. Sewer Collection
f. Cross Connection
g. PW Ops Engineering
C. The groups in Public Works Operations (with the exception of Water Distribution
and Cross Connection) have a Lead Worker that directly reports to the Assistant
PW Operations Manager. The Water Distribution and Cross Connection groups
are both supervised by a Foreman who reports to the PW Operations Manager.
The Equipment Rental group and PW Ops Engineering groups also report to the
PW Operations Manager.
D. Because of the increase of City infrastructure, it has been challenging to manage
staff and projects under the current structure. On August 2, 2013, the Water
Distribution Foreman will retire, therefore, discussions were held with IUOE on
the City's proposal to restructure, making Water Distribution and Cross
Connection groups similar to other groups. The proposal was accepted by the
Union to have a Lead Worker in Water Distribution, in place of a Foreman.
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Current Structure
Water Foreman
$33.88
$70,470.40
Asst PW O s Mgr
$35.80
$74,464.00
Dept Asst II
$22.14
$18.94
$46,051.20
Heavy Equipment O erator
$26.84
$55,827.20
Total
$246,812.80
Proposed Structure
Asst PW O s Mgr- Streets & Sewer Collections
$35.80
$74,464.00
Asst PW Ops Mgr- Equipment Rental & Water
Distribution
$35.80
$741464.00
Tech I
$18.94
$39,395.20
** *Lead Worker
$26.93
$56,014.40
Total
$244,337.60
** *Lead Worker -To be Filled internally
V, DISCUSSION:
A. Staff recommends approval of restructuring within the Public Works Division to
allow hiring of the following positions:
a. Assistant Public Works Operations Manager (Water Distribution and Equipment
Rental)
b. Technician I
c. Lead Worker
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