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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. 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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. 4(h) y ° - COACHEt LA CT,', TUSAYAN DR Vt �5 C JAMES McGEE Y E'ELEMENTARY dd $ �w q w: Z O • p ,y °S CITY OF PASCO I � r g� GATE EXISTING FENCE 'yam, LL 4 ®� PROPOSEDFENC - �¢ VL i' go HUDSON CT 1, ok ANGELOU i — - ELEMENTARYi . \ n OTj $ ' 41% 17 • OF, . . rt � � `— , a 4,4, Is ,i , v n • ,4 �« CITY OF PASCO ` GATE EXISTING FENCE ' ° " y °y R� �., OV7 V , •r ' PROPOSED FENC r L All :r Not r s VIRGIE ROBINSON ELEMENTARY Am r ♦ ASS r � i CITY OF PASCO f Allmi to r t INV 1 CITY OF PASCO CITY OF PASCO IN- -s GATE r A ___-ALiOitYSIT EXISTING FENCE = PROPOSED FENC _„ LI IT „ $ <,ffi 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. 4(i) M` 1 J Z) O U Z O FEMM ) > W J Y 1 Ri - mss.'✓•` .R \ ,w ♦f k \ y � ia�,/",i4G i•3 `3s��J?�i 'i`} } y {• .. .e yA`4 k`' `4r ` t !' 'P 0 CIIW Is IT wk t-Z 4r t TM J SF �, .fM i'bi 5 .� } ~ Ir All 14 4 ` � M LAT 1 \� ♦ p i. WN b G�i `� YI 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. 40) q tilt" x 3 1 ui J O LLI U Q Z O VJ C/ ) LU J 4. ?I {` k I, 3A, {S� rA VLa t -4 LLLLLLLLL A �1" AF�(�"'Y. \fir" '� .% F.4 9�li • 4 A, kk .fir r �e •� e�tifi "� f v ��ay� rA► v 1L. ` tits VNIA • ° 4.6 1T'� i y 1 t 3 • J 5 1y{+. S T `, [ R ,O� ' 9 � A y it kl� . - ;. h �'* r ] ; � A to i •'IF IY�t _.rL •sw a';`1," .t. yynA it r y u, w i }l�.Ilc^� ., r�� ..lam ; rv!��• !v` �,. t� -. 4. ?I {` k I, 3A, {S� rA VLa t -4 LLLLLLLLL A �1" AF�(�"'Y. \fir" '� .% F.4 9�li • 4 A, kk .fir r �e •� e�tifi "� f v ��ay� rA► v 1L. ` tits VNIA • ° 4.6 1T'� i y 1 t 3 • J 5 1y{+. S T `, [ R ,O� ' 9 � A y it kl� . - ;. h �'* r ] ; � A to i •'IF IY�t _.rL •sw a';`1," .t. yynA it r y u, w i }l�.Ilc^� 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. 4(k) 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 k t} # §� A/ $ § ) ` )/ c� ) \/ j= ¥� )\ \ )» ) a a \ \� * \�� �» » § jz ; jJ k\ (\ t :° § ) ` )/ c� \/ j= ¥� )\ \ )» a a \ \� * �» » § jz ; jJ (\ \� :° ;� §3 t® �§ « § ) ` )/ c� \/ j= ¥� )\ \ )» a a \ �» � jz jJ , \� :° ;� §3 /� ) « /� \2 d) ,° /� \/ \� \J ° ` )/ 2 j«( )� \ y{ }� %° a?} 2 2 � a = ( )2 ® 22 // / &\ /2 $� j� § ) ` )/ c� \/ j= ¥� )\ \ a a �» jz \� :° /� /\ « \2 d) ,° /� \/ ° )/ 2 \ }� �� } 2 2 �