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HomeMy WebLinkAbout2013.08.19 Council Meeting PacketAGENDA PASCO CITY COUNCIL Regular Meeting 7:00 p.m. August 19, 2013 1. CALL TO ORDER 2. ROLL CALL: (a) Pledge of Allegiance 3, CONSENT AGENDA: All items listed under the Consent Agenda are considered to be routine by the City Council and will be enacted by roll call vote as one motion (in the form listed below). There will be no separate discussion of these items. If further discussion is desired by Councihnembers or the public, the item may be removed from the Consent Agenda to the Regular Agenda and considered separately. (a) Approval of Minutes: 1. Minutes of the Pasco City Council Meeting dated July 29, 2013. (b) Bills and Communications: (A detailed listing of claims is available for review in the Finance Manager's office.) To approve General Claims in the amount of $3,805,983.17 ($1005270.59 in the form of Electronic Fund Transfer Nos. 16034, 160389 16067, 160685 16074 and 16099; and $3,705,712.58 in the form of Wire Transfer Nos. 1343, 1346 through 1348; and Claim Warrants numbered 194189 through 194466). 2. To approve bad debt write -offs for utility billing, ambulance, cemetery, general accounts, miscellaneous accounts, and Municipal Court (non - criminal, criminal, and parking) accounts receivable in the total amount of $209,549.15 and, of that amount, authorize $141,415.89 be turned over for collection. (c) 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. 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. (d) Greyhound Lines Lease Renewal: I. Agenda Report from Rick Terway, Administrative & Community Services Director dated August 6, 2013. 2. Proposed Renewal Agreement. 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. (e) 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. To approve the agreement with Washington State Department of Corrections, to provide work crews for the "Adopt -A- Highway" program and, further, authorize the City Manager to sign the Agreement. (f) New Position/Restructuring of PW Operations: 1. Agenda Report from Ahmad Qayoumi, Public Works Director dated July 31, 2013. 2. Organizational Chart.. To authorize the City Manager to restructure the Public Works Operations Division to.create new .positions that are budget neutral. *(g) Regional Hotel/Motel Commission Appointments: 1. Agenda Report from Gary Crutchfield, City Manager dated August 12, 2013. 2. Letter from Tri- Cities Hotel Lodging Association President dated 8/5/13. 3. Section 5, hiterlocal Agreement for Tri-City Regional Tourism Promotion Area. To reappoint Monica Hammerberg (Red Lion) to a two -year term on the Tri- Cities Regional Hotel/Motel Commission, term to expire 7/31/2015. Regular Meeting 2 August 19, 2013 *(h) Lodging Tax Advisory Committee Appointments: 1. Agenda Report from Gary Crutchfield, City Manager dated August 12, 2013. 2. Resolution No. 2314. To confirm the Mayor's appointment of the following individuals to the Lodging Tax Advisory Committee: Hotel Representatives: Monica Hammerberg, Red Lion and Allison White, Sleep Inn; User Representatives: Colin Hastings, Pasco Chamber of Commerce and Michael Goins, Downtown Pasco Development Authority; City Council: Mike Garrison. (i) Resolution No. 3498, a Resolution approving Federal NSP Work Plan Allocation for Program Year 2014. 1. Agenda Report from Angela Pitman, Block Grant Administrator dated August 13, 2013, 2. Proposed Resolution. To approve Resolution No. 3498, approving the 2014 NSP Allocations and Annual Work Plan. (j) Resolution No. 3499, a Resolution approving Federal HOME Work Plan Allocation for Program Year 2014. 1. Agenda Report from Angie Pitman, Block Grant Administrator dated August 13, 2013. 2. Proposed Resolution. To approve Resolution No. 3499, approving the 2014 HOME Allocation and Annual Work Plan. *(k) Resolution No. 3500, a Resolution accepting work performed _by Granite Construction, Inc., under contract for the 2012 Overlays, Project #M3- OV- 3R- 12 -02. 1. Agenda Report from Mike Pawlak, City Engineer dated August 5, 2013. 2. Vicinity Map. 3. Resolution. To approve Resolution No. 3500, accepting the work performed by Granite Construction, Inc., under contract for the 2012 Overlays Project. *(I) Resolution No. 3501, a Resolution accepting work performed by Ray Poland and Sons, Inc., under contract for the "A" Street / I" Avenue Railroad Crossing Project. 1. Agenda Report from Mike Pawlak, City Engineer dated July 31, 2013. 2. Vicinity Map, 3. Resolution. To approve Resolution No. 3501, accepting the work performed by Ray Poland and Sons, Inc., under contract for the "A" Street / ls` Avenue Railroad Crossing Project. (RC) MOTION: I move to approve the Consent Agenda as read. 4. PROCLAMATIONS AND ACKNOWLEDGMENTS: (a) Presentation of Proclamation for "Attendance Awareness Month." Mayor Matt Watkins to present Proclamation to LoAnn Ayers, United Way Board Member. (b) (c) 5. VISITORS - OTHER THAN AGENDA ITEMS: (a) (b) (c) 6. REPORTS FROM COMMITTEES AND /OR OFFICERS: (a) Verbal Reports from Councilmembers (b) Finance Manager: General Fund Operating Statement through July 2013. (c) 7. HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS RELATING THERETO: Q(a) Street Vacation (MF# VAC2013 -003) Portions of the Pasco- Kahlotus Highway and Commercial Avenue. 1. Agenda Report from Dave McDonald, City Planner dated August 14, 2013. 2. Overview Map. 3. Vicinity Map, CONDUCT A PUBLIC HEARING MOTION: I move to deny the requested vacation of a portion of Pasco - Kahlotus Highway and Commercial Avenue. Regular Meeting 3 August 19, 2013 Q(b) Easement Vacation (MF #VAC2013 -004) Utility Easement in the First Place Subdivision (Ed Brost), 1. Agenda Report from Dave McDonald, City Planner dated August 15, 2013. 2. Overview Map. 3. Vicinity Map. 4. Proposed Ordinance. CONDUCT A PUBLIC HEARING Ordinance No. , an Ordinance vacating a Utility Easement along the northern ten feet of Lots 16 -23 of the First Place Subdivision. MOTION: I move to adopt Ordinance No. , vacating the Utility Easement in First Place Phase 1 and, further, authorize publication by summary only. 8. ORDINANCES AND RESOLUTIONS NOT RELATING TO HEARINGS: (a) Resolution No. a Resolution approving the Program Year 2014 Community Development Block Grant Allocations and Annual Work Plan. 1. Agenda Report from Angela Pitman, Block Grant Administrator dated August 13, 2013. 2. Proposed Resolution. 3. 2014 CDBG Fund Summary and Proposal Summary dated 7/18/13. MOTION: I move to approve Resolution No. _, approving the 2014 CDBG Allocations and Annual Work Plan. *(b) Resolution No. a Resolution transferring STP Funds from the Road 68 South Widening and Chapel Hill Projects to the Dual Right Turn South Bound Lane (RT -SB) Road 68 Project. 1. Agenda Report from Ahmad Qayoumi, Public Works Director dated August 15, 2013. 2. Vicinity Maps. 3. Resolution. MOTION: I move to approve Resolution No. _, transferring STP funds in the amount of $351,176 from Road 68 South Widening and Chapel Hill Projects to the Dual RT -SB Road 68 Project. 9, UNFINISHED BUSINESS: (None) 10. NEW BUSINESS: (a) 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. 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. (b) 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. 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 $110,520 and, further, authorize the City Manager to sign the Agreement. *(c) Property Acquisition: 1" Avenue and "A" Street: 1. Agenda Report from Gary Crutchfield, City Manager dated August 15, 2013. 2. Vicinity Map. 3. Specific Terms Sheet (Purchase Agreement). MOTION: I move to approve the purchase of Lot 1, Block 1, Fann's Addition for $28,000 and, further, authorize the City Manager to execute all documents necessary and appropriate to effect the purchase. 11. MISCELLANEOUS DISCUSSION: (a) (b) (c) Regular Meeting 4 August 19, 2013 12. EXECUTIVE SESSION: (a) (b) (c) 13. ADJOURNMENT. (RC) Roll Call Vote Required * Item not previously discussed MF# "Master File #...." Q Quasi - Judicial Matter REMINDERS: 1. 6:00 p.m., Monday, August 19, City Hall Conference Room #1 — LEOFF Disability Board Meeting. (MAYOR MATT WATKINS and COUNCILMEMBER REBECCA FRANCIK) 2. 5:30 p.m., Wednesday, August 21 — Benton, Franklin & Walla Walla Counties Good Roads & Transportation Association Meeting. ( COUNCILMEMBER BOB HOFFMANN, Rep.; REBECCA FRANCIK, Alt.) 3. 5:30 p.m., Thursday, August 22, 710 W. Court Street — Benton - Franklin Community Action Connections Meeting. ( COUNCILMEMBER AL YENNEY, Rep.; REBECCA FRANCIK, Alt.) MINUTES REGULAR MEETING PASCO CITY COUNCIL JULY 29, 2013 CALL TO ORDER: The meeting was called to order at 7:00 p.m. by Matt Watkins, Mayor. ROLL CALL: Councilmembers present: Rebecca Francik, Mike Garrison, Robert Hoffinann, Tom Larsen, Saul Martinez, Matt Watkins and Al Yenney. Staff present: Gary Crutchfield, City Manager; Leland Kerr, City Attorney; Stan Strebel, Deputy City Manager; Richard Terway, Administrative & Community Services Director; Rick White, Community & Economic Development Director; Ahmad Qayoumi, Public Works Director; Bob Metzger, Police Chief, Bob Gear, Fire Chief; Mike Pawlak, City Engineer and Dave Hare, Fire Battalion Chief. The meeting was opened with the Pledge of Allegiance. CONSENT AGENDA: (a) Approval of Minutes: Minutes of the Pasco City Council Meeting dated July 15, 2013. (b) Bills and Communications: To approve General Claims in the amount of $1,297,777.70 ($188,498.72 in the form of Electronic Fund Transfer Nos. 15833 and 15884; and $1,109,278.98 in the form of Wire Transfer Nos. 1336, 1337, 1340, 1341 and 1342; and Claim Warrants numbered 193976 through 194188). To approve Payroll Claims in the amount of $2,477,276.59, Voucher Nos. 45747 through 45916 and 80290 through 80299; and EFT Deposit Nos. 30060696 through 30061320. (c) Easement Agreement with Department of Natural Resources (RD 68) (MIT #ESMT 2013 -002): To approve the Agreement with the Department of Natural Resources for a public roadway easement adjacent Road 68, and further, authorize the City Manager to sign the Agreement. Removed from Consent Agenda and moved to Item 10(d) — New Business. (d) Appointment to TRAC Advisory Board: Agenda Report from Gary Crutchfield, City Manager dated July 26, 2013. To concur in the Mayor's appointment of Carl Leth to a 3 -year term on the TRAC Advisory Board, to expire July 1, 2016. (e) Resolution No. 3487, a Resolution of the City Council of the City of Pasco, Washington relating to Local Improvement District No. 148; amending resolution 3482 and fixing the time and place for hearing on the final assessment roll for Local Improvement District No. 148; and directing that notice thereof be given in the manner required by law. To approve Resolution No. 3487, fixing 7:00 p.m. Tuesday, September 3, 2013, as the re- scheduled time and date to conduct a public hearing to consider the Final Assessment Roll of LID No. 148. 3(a).1 MINUTES REGULAR MEETING PASCO CITY COUNCIL JULY 29, 2013 (f) Resolution No. 3488, a Resolution of the City Council of the City of Pasco, Washington relating to Local Improvement District No. 149; amending resolution 3483 and fixing the time and place for hearing on the final assessment roll for Local Improvement District No. 149; and directing that notice thereof be given in the manner required by law. To approve Resolution No. 3488, fixing 7:00 p.m., Tuesday, September 3, 2013, as the re- scheduled time and date to conduct a public hearing to consider the Final Assessment Roll of LID No. 149. MOTION: Ms. Francik moved to approve the Consent Agenda as amended. Mr. Garrison seconded. Motion carried by unanimous Roll Call vote. PROCLAMATIONS AND ACKNOWLEDGMENTS: Mayor Watkins presented Certificates of Appreciation for July 2013 "Yard of the Month" to: Alejandro & Lorena Vergara, 820 N. Elm Ave. Sharlyn Berger, 3614 W. Octave St. Ken & Penny Morris, 4311 Meadow View Dr. Douglas & Lydia Brown, 8708 Massey Dr. Mayor Watkins presented a Certificate of Appreciation for July 2013 "Business Appearance of the Month" to: Kuffel, Hultgrenn, Klashke, Shea & Ellerd, LLP, 1915 Sun Willows Blvd., Ste. A REPORTS FROM COMMITTEES AND /OR OFFICERS: Mr. Martinez and Ms. Francik attended a Regional Public Facilities District Committee meeting. Mr. Hoffinann commented on the cost savings by the Public Works department as noted in the Quarterly Report. ORDINANCES AND RESOLUTIONS NOT RELATING TO HEARINGS: Ordinance No. 4114, an Ordinance of the City of Pasco, Washington, amending the zoning classification of property located at 2302 East Lewis Street from R -2 (Medium Density Residential) to C -1 (Retail Business). MOTION: Ms. Francik moved to adopt Ordinance No. 4114, an Ordinance rezoning the property located at 2302 E. Lewis Street from R -2 to C -1, and, further, authorize publication by summary only. Mr. Yenney seconded. Council and staff discussed the rezone. MOTION: Mr. Yenney moved to amend the motion to set a closed record hearing at the September 3rd regular meeting to discuss appropriate zoning for the property. Mr. Larsen seconded. Motion carried by the following Roll Call vote: Yes — Yenney, Hoffinann, Larsen, Martinez. No — Watkins, Francik, Garrison. Resolution No. 3489, a Resolution approving a preliminary plat for the Aintree subdivision. Mr. White explained the details of the proposed resolution. MOTION: Ms. Francik moved to approve Resolution No. 3489, approving the Preliminary Plat for the Aintree subdivision. Mr. Martinez seconded. Motion carried unanimously. 2 MINUTES REGULAR MEETING PASCO CITY COUNCIL JULY 29, 2013 Resolution No. 3490, a Resolution approving the Capital Improvement Plan for Calendar Years 2014 -2019. MOTION: Ms. Francik moved to approve Resolution No. 3490, adopting the Capital Improvement Plan for fiscal years 2014 -2019. Mr. Garrison seconded. Motion carried unanimously. Resolution No. 3491, a Resolution amending Resolution No. 3412 and granting temporary left -turn access from Road 68 to Sandifur Plaza Retail Center. Council and staff discussed the proposed resolution. MOTION: Ms. Francik moved to approve Resolution No. 3491, amending Resolution No. 3412, granting temporary left -turn access from Road 68 to Sandifur Plaza Retail Center with conditions and limitations. Mr. Martinez seconded. Motion carried 6 -1. No — Larsen. Resolution No. 3492, a Resolution of the City of Pasco, Washington, requesting the Franklin County Auditor to review the adequacy of legal descriptions and maps as tiled on June 21, 2013 and, if satisfied as to the sufficiency and accuracy of such descriptions and maps, to place a question for "Reduction of City Limits" on the November 5, 2013, ballot, as sought by citizen petition; and providing ballot title. MOTION: Ms. Francik moved to approve Resolution No. 3492, requesting the Franklin County Auditor to review the adequacy of legal descriptions and maps as filed on June 21, 2013 and, if satisfied as to the sufficiency and accuracy of such descriptions and maps, to place a question for "Reduction of City Limits" on the November 5, 2013 ballot, as sought by citizen petition; and providing ballot title. Mr. Garrison seconded. Motion carried unanimously. Resolution No. 3493, a Resolution of the City of Pasco, Washington, providing for the submission of a proposition to the qualified voters of the City of Pasco, Washington, to change from the current Council- Manager plan of government to a Mayor - Council plan of government. MOTION: Ms. Francik moved to approve Resolution No. 3493, requesting the Franklin County Auditor to place a question for a change in the Plan of Government for the City of Pasco on the November 5, 2013 election, as sought by citizen petition; and providing ballot title. Mr. Hoffmann seconded. Motion carried unanimously. Resolution No. 3494, a Resolution of the City Council of the City of Pasco, Washington, providing for appointment of Pro and Con Committees for Propositions for the November 5, 2013 Election. MOTION: Ms. Francik moved to approve Resolution No. 3494, providing for appointments to the pro and con committees for ballot measures on the November election. Mr. Garrison seconded. Motion carried unanimously. Resolution No. 3495, a Resolution accepting work performed by Apollo, Inc. under contract for the West Pasco Water Treatment Plant, Project #C1- 09- 03 -WTR. Council and staff discussed the details of the project. MOTION: Ms. Francik moved to approve Resolution No. 3495, accepting the work performed by Apollo, Inc. under contract for the West Pasco Water Treatment Plant project. Mr. Martinez seconded. Motion carried unanimously. MINUTES REGULAR MEETING PASCO CITY COUNCIL JULY 29, 2013 Resolution No. 3496, a Resolution accepting work performed by Pall Corporation under contract for the West Pasco Water Treatment Plant, Project #C1- 09 -03- WTR1 MOTION: Ms. Francik moved to approve Resolution No. 3496, accepting the work performed by PALL Corporation, under contract for the West Pasco Water Treatment Plant (Filters) project. Mr. Yenney seconded. Motion carried unanimously. Resolution No. 3497, a Resolution accepting the Planning Commission's recommendation and approving a special permit for the location of an auto body shop at 3305 West Octave Street, Mr. White explained the details of the proposed special permit. MOTION: Ms. Francik moved to approve Resolution No. 3497, approving the special permit for the location of an auto body shop at 3305 West Octave Street as recommended by the Planning Commission. Mr. Garrison seconded. Motion carried unanimously. UNFINISHED BUSINESS: Special Permit Appeal (MF #SP2013 -010) Location of an Auto Sales Lot in the 6300 Block of Burden Boulevard: Council and staff discussed the record. MOTION: Mr. Yenney moved to remand this back to the Planning Commission to look at conditions for the special permit. Mr. Larsen seconded. Motion failed by the following Roll Call vote: Yes — Yenney, Hoffmann, Larsen. No — Martinez, Watkins, Francik, Garrison. MOTION: Ms. Francik moved the Council accept the Planning Commission recommendation and deny approval of the special permit for the location of an auto sales lot in the 6300 block of Burden Boulevard. Mr. Martinez seconded. Motion carried by the following Roll Call vote: Yes — Martinez, Watkins, Francik, Garrison. No — Larsen, Yenney, Hoffmann. MOTION: Ms. Francik moved to direct the Planning Commission to study the issue of vehicle sales lots in C -1 zoning districts for the purpose of recommending to City Council provisions for consideration of such sales lots through the special permit process. Mr. Yenney seconded. Motion carried unanimously. NEW BUSINESS: Shoreline Master Program Request for Proposals (MF #PLAN 2013 -001): MOTION: Ms. Francik moved to approve the agreement with the Washington State Department of Ecology providing grant funding to update the City's Shoreline Master Program, and further authorize the City Manager to sign the agreement. Mr. Garrison seconded. Motion carried 6 -1. No — Larsen. PSA — Aircraft Rescue and Firefighting Program Review: Mr. Crutchfield explained the details of the proposed agreement. MOTION: Ms. Francik moved to approve the proposed Professional Services Agreement with Safety & Security Instruction for review of the ARFF program for the Tri- Cities Airport, and, further, authorize the City Manager to sign the agreement. Mr. Martinez seconded. Motion carried unanimously. MINUTES REGULAR MEETING PASCO CITY COUNCIL JULY 297 2013 Easement Agreement with Department of Natural Resources (RD 68) (MF #ESMT 2013 -002): Council and staff discussed the proposed easement. MOTION: Ms. Francik moved to approve the Agreement with the Department of Natural Resources for a public roadway easement adjacent Road 68, and further, authorize the City Manager to sign the Agreement. Mr. Yenney seconded. Motion carried unanimously. MISCELLANEOUS DISCUSSION: Mr. Hoffmann noted there is water stress damage to some vegetation in city parks. Council and staff discussed the fire damage to Sacagawea Apartments and thanked those who were able to help displaced residents. Mayor Watkins attended the Water Follies event and thanked Pasco Police and Fire for a job well done. ADJOURNMENT: There being no further business, the meeting was adjourned at 8:36 p.m. APPROVED: Matt Watkins, Mayor ATTEST: Debra L. Clark, City Clerk PASSED and APPROVED this 19th day of August, 2013. CITY OF PASCO Council Meeting of: August 19 2013 Accounts Payable Approved The City Council City of Pasco, Franklin County, Washington We, the undersigned, do hereby certify under penalty of perjury that the materials have been furnished, the ices rend r the labor performed as described herein and that the claim is a just, due and unpaid ob' lion agaMs t the city and that we are authorized to authenticate and certify to said claim. A44� �) Du nye a MasoA, Finance Services Manager We, the undersigned City Councilmembers of the City Council of the City of Pasco, Franklin County, Washington, do hereby certify on this 19 day of August, 2013 that the merchandise or services hereinafter specified have been received: Check Numbers and 194189- 194466 In The Amount Of: $ 3,705,712.58 Electronic Funds Transfers: 1343, 1346 1347,1348 Electronic Funds Transfers: 16034, 16038, 16067 In The Amount Of: $ 100,270.59 (Journal Entries) 16068, 16074, 16099 Combined total of $3,805,983.17 Councilmember GENERALFUND: Legislative Judicial Executive Police Fire Administration & Community Services Community Development Engineering Non - Departmental Library TOTAL GENERAL FUND: Councilmember SUMMARY OF CLAIMS BY FUND: STREET ARTERIAL STREET STREET OVERLAY C. D. BLOCK GRANT HOME CONSORTIUM GRANT NSP GRANT KING COMMUNITY CENTER AMBULANCE SERVICE CEMETERY ATHLETIC PROGRAMS GOLF COURSE SENIOR CENTER OPERATING MULTI MODAL FACILITY SCHOOL IMPACT FEES RIVERSHORE TRAIL & MARINA MAIN SPECIAL ASSMNT LODGING FUND REVOLVING ABATEMENT TRAC DEVELOPMENT & OPERATING ECONOMIC DEVEL & INFRASTRUCT STADIUM /CONVENTION CENTER GENERAL CAP PROJ CONSTRUCTION WATER/SEWER EQUIPMENT RENTAL - OPERATING GOVERNMENTAL EQUIPMENT RENTAL - OPERATING BUSINESS EQUIPMENT RENTAL - REPLACEMENT GOVERNMENTAL EQUIPMENT RENTAL - REPLACEMENT BUSINESS MEDICAL/DENTAL INSURANCE CENTRALSTORES PAYROLL CLEARING GENERAL L -T DEBT ACCT GROUP PUBLIC FACILITIES DIST TRI CITY ANIMAL CONTROL SENIOR CENTER ASSOCIATION GRAND TOTAL ALL FUNDS: 516,485.17 26,937.87 849.44 0.00 5,119.72 137.45 38.49 2,510.97 8,545.35 951.99 70.64 0.00 129,009.56 0.00 38,598.01 0.00 31,806.14 53,446.07 0.00 $ 31805,983.17 3(b).1 FOR: TO: AGENDA REPORT City Council DATE: August 14, 2013 Gary Crutchfield, City Manager REGULAR: August 19, 2013 Rick Terway, Administrative & Cc in ni ices Director FROM: Dunyele Mason, Financial Services Manage SUBJECT: BAD DEBT WRITE -OFF'S /COLLECTION. I. REFERENCE (S): Write -off and collection lists are on file in the Finance Department. II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS: MOTION: I move to approve bad debt write -offs for utility billing, ambulance, cemetery, general accounts, miscellaneous accounts, and Municipal Court (non - criminal, criminal, and parking) accounts receivable in the total amount of $209,549.15 and, of that amount, authorize $141,415.89 be turned over for collection. III. HISTORY AND FACTS BRIEF: 1. UTILITY BILLING - These are all inactive accounts, 60 days or older. Direct write -offs are under $10 with no current forwarding address, or are accounts in "occupant" status. Accounts submitted for collection exceed $10.00. 2. AMBULANCE - These are all delinquent accounts over 90 days past due or statements are returned with no forwarding address. Those submitted for collection exceed $10.00. Direct write offs including DSHS and Medicare customers; the law requires that the City accept assignment in these cases. 3. COURT ACCOUNTS RECEIVABLE - These are all delinquent non - criminal and criminal fines, and parking violations over 30 days past due. 4. CODE ENFORCEMENT — LIENS — These are Code Enforcement violation penalties which are either un- collectable or have been assigned for collections because the property owner has not complied or paid the fine. There are still liens in place on these amounts which will continue to be in effect until the property is brought into compliance and the debt associated with these liens are paid. 5. CEMETERY — These are delinquent accounts over 120 days past due or statements are returned with no forwarding address. Those submitted for collection exceed $10.00. 6. GENERAL - These are delinquent accounts over 120 days past due or statements are returned with no forwarding address. Those submitted for collection exceed $10.00. 7. MISCELLANEOUS - These are delinquent accounts over 120 days past due or statements are returned with no forwarding address. Those submitted for collection exceed $10.00. TOTAL: $ 689133.26 1419415.89 2099549.15 Iv. ADMINISTRATIVE ROUTING: cc: Dot French, Municipal Court Clerk 3(b).2 Amount Direct Referred to Total Write -offs Collection Write -offs Utility Billing $ 31493.13 .00 3,493.13 Ambulance $ 64,640.13 18,227.34 82,867.47 Court A/R $ .00 120,884.50 120,884.50 Code Enforcement $ .00 789.00 789.00 Cemetery $ .00 1,425.05 1,425.05 General $ .00 .00 .00 Miscellaneous $ .00 90.00 90.00 TOTAL: $ 689133.26 1419415.89 2099549.15 Iv. ADMINISTRATIVE ROUTING: cc: Dot French, Municipal Court Clerk 3(b).2 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. U 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 ..................................... ............................... $50.000 TOTAL........................... ............................... $100,000 C) Council should approve the additional allocations of the reserve account or indicate changes necessary to gain approval. 3(c) .,... + -1 TRI- CITIES VISITOR & CONVENTION BUREAU P.O. Box 2241 . d Tri- Cities, WA 99302 -2241 MSITOR El (ONVENl10N BUREAU 509- 735 -8486 / 1- 800 - 254 -5824 VNNfW1G hA$(•: RIC.�NA> /V /,�AryNrtRCS1 inn' Fax 509- 783 -9005 www.V isitTRI- CITIES.Com Info@VisitTRI-CITIES.com July 22, 2013 Mr. Gary Crutchfield, City Manager City of Pasco 525 North 3`s 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, �c9lS 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 AUGUST 6, 2013 TO: Gary Crutchfield, City Manager I'l Q,Y Workshop Mtg.: 8/12/13 YYYJJJh U Regular Mtg.: 8119113 FROM: Rick Terway, Director, Administrative & Com 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. 3(d) 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: $23253.00 Year 2: $2,321.00 Year 3: $2,390.00 Year 4: $25462.00 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 LL__ / AUGUST 6, 2013 TO: Gary Crutchfield, City Manager fr� -(�/ 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, further, 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. 3(e) 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 lll, 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. Iniury 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) 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 Onsert number) offenders. Project Location: Project Period (One year maximum): through Projected Number of Work Crew Hours: J Work Hours: Crews will arrive at approximately a.m. and depart at p.m. Special Payment Terms — (At current state rates.) 1. Employer will pay DOC a gratuity of $ per kouA 'foreach offender providing services. 2. Employer will pay DOC $0.565 per mile fdr4gnspoctjng offenders to and from the work site. 3. DOC, on behalf of Employer, will pay $0.33 peit:.otfi premiums. rider /per hour for state industrial insurance Additional Supplies & Equipment, if any: By Pasco: > By DOC: Additional Terms: Crews may be held in or recalled early for facility needs at any time. Crews may also be held in or redirected iry e%oWof a natural disaster; i.e. fire, earthquake, or flood. CITY OF PASCC9`i, DEPARTMENT OF CORRECTIONS Date State of Washington K10172 Department of Corrections Attachment A Signature of Superintendent Coyote Ridge Corrections Center s i u i on n Date Page 1 of 1 138363 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): 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. 3(f) Current Structure Water Foreman $33.88 $70,470.40 Asst PW Ops M $35.80 $74,464.00 Dept Asst II $22.14 $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 $74,464.00 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 x t� z d a� W a, C 00 z C x d^ L W ui L a u w Hil a F o Q 0. 3�- L d E e Q n e Z Od� yi� u y d R t� a� Q 00 z C x d^ L W ui L y u w Hil a F o U] 0. 3�- L d d e e c yi� u y R q Q 2 Od a e � o^ a 3 a x F 3 0 �- ui x x a ,Ty z x d^ 0 W ui ox c� x" w Hil a o ¢� 0. 3�- 3H q¢ ,Ty d H „ d^ Q W ui ox W N x" w Hil a 0. yi� d H „ d ui a O x" N zzQU U a J a H M d^ H., W N v� Hil a d ui a O x" N zzQU U a J a H M d^ H., W N 1 ^" Hil d ui a O x" N zzQU U a J a H M AGENDA REPORT TO: City Council "1 FROM: Gary Crutchfi Manager SUBJECT: Regional Hotel Appointments I. REFERENCE(S): August 12, 2013 Regular Mtg.: 8/19/13 1. Letter from Tri- Cities Hotel Lodging Association President dated 8/5/13 2. Section 5, Interlocal Agreement for Tri-City Regional Tourism Promotion Area II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 8/19: MOTION: I move to reappoint Monica Hammerberg (Red Lion) to a two -year term on the Tri- Cities Regional Hotel/Motel Commission, term to expire 7/31/2015. III. FISCAL IMPACT: IV. HISTORY AND FACTS BRIEF: A) Pasco, along with the cities of Kennewick and Richland, entered into an interlocal agreement in June 2004 to create a regional "Tourism Promotion Area" (TPA). The TPA is an organization formed as authorized by state law to levy special assessments for the use of lodging facilities within the respective area. In the case of the Tri- Cities, all hotels /motels within the boundaries of the three cities are required to collect from users of their facilities the fee of $1.50 for each room night used. That fee is remitted by each of the hotels /motels to the state; the state, in turn, distributes the funding back to the respective cities within which it was collected (much like the long - standing 2% hotel /motel tax) and the cities distribute it to the TPA for expenditure in accordance with the business plan and budget established by the Regional Hotel /Motel Commission. B) The Regional Hotel/Motel Commission is established under Section 5 of the Interlocal Agreement. The Commission consists of six voting members; two appointed by each of the three cities from nominees offered by the Tri-City Hotel Lodging Association. Any vacancy is to be filled by the respective city from a list of nominees offered by the Association. C) The Tri- Cities Hotel Lodging Association, as evidenced by the August 5 letter, recommends Monica Hammerberg (manager of the Red Lion) be appointed. V. DISCUSSION: A) Mayor Watkins recommends that City Council reappoint Ms. Hammerberg as recommended by the Tri- Cities Hotel Lodging Association, without interview. 3(g) Tr!- Cities Hotel & 10909 Amoelodon P.O. BOX 1739 Richland, WA 99352 August 5, 2013 Mr. Gary Crutchfield Third Floor 525 N. Third Ave Pasco, WA 99301 Dear Mr. Crutchfield: Pasco City Hall RECEIVED AUG 0 8 20:3 CitY Manager's Office This letter is in reference to the Pasco TPA Commissioner position, currently held by Monica Hammerberg from the Red Lion in Pasco. Ms. Hammerberg's term expires August 31, 2013 and she is eligible for re- election. Monica Hammerberg has been selected to continue to serve an additional two year term as a TPA Commissioner to represent the City of Pasco. General Manager Amy Smith from the Holiday Inn Express in Pasco was nominated as the alternate candidate. If you have any questions regarding this issue, please do not hesitate to contact me at 509 - 942 -9400. e l, o9�re PresidehY Tri- Cities Hotel & Lodging Association Cc Kris Watkins —President CEO Tri- Cities Visitors & Convention Bureau Tourism Promotion Area 5. Creation of Tri -City Regional Hotel -Motel Commission, A. It is understood and agreed that it is hereby created, pursuant to RCW 35.101.130 (1), the Tri -City Regional Hotel and Motel Commission ( "Commission ") to advise the Cities on the expenditure of Special Lodging Assessment revenues to fund tourism promotion within the Tri -City region. B. The Commission shall consist of six (6) voting Members and three (3) ex officio Members. Two voting members shall be selected by the Kennewick City Council from a list of nominees prepared by the Tri -City Hotel and Lodging Association from Operators of Lodging Businesses within the city limits of the City of Kennewick. Two (2) voting members shall be selected by the Pasco City Council from a list of nominees prepared by the Tri -City Hotel and Lodging Association from Operators of Lodging Businesses within the city limits of the City of Pasco. Two voting members shall be selected by the Richland City Council from a list of nominees prepared by the Tri -City Hotel and Lodging Association from Operators of Lodging Businesses within the city limits of the City of Richland. In no event shall fifty percent (50 %) or more of the voting membership of the Commission be selected from the same Lodging Ownership or Management Company within the Tri -City Regional Area. The City Manager or his or her Designee from each of the three Cities shall serve as an ex officio member. All Commission members, voting and ex officio may participate in all discussions regarding proposed activities and programs by the Tri -City Regional Tourism Promotion Area for promotion and marketing of tourism. Ex officio members shall not have voting rights, except in the event of a tie vote among the voting members at which time, each ex officio member may cast a vote to break the tie. Any vacancy on the Tri -City Regional Hotel and Motel Commission shall be filled by the appointing City, from a list of nominees prepared by the Tri -City Hotel and Lodging Association for voting memberships within thirty (30) days from the date the vacancy occurs. C. It is understood and agreed that the initial voting members of the Commission shall serve staggered terms, with one member serving a one -year term and the second member serving a two -year term. The length of the term for each individual voting member of the initial Commission shall be chosen by lot at the first meeting of the Commission. Thereafter, all voting members subsequently appointed to the Commission shall serve a tern of two years. No voting member shall serve more than two consecutive terms as a Member of the Commission unless such subsequent term is separated by at least twelve (12) months from the last date of service as a Member of the Commission. A Member may be removed from the Commission by three - fourths (3/4) affirmative vote of the Commission for actions deemed to be adverse to the interest of the Commission. Such actions may include unexcused absences from three meetings of the Commission within a twelve (12) month period; failure to perform assigned duties and responsibilities; and conduct detrimental to the best interests of the Commission. Succeeding and replacement voting members shall be selected by each City as provided above for the selection of the initial voting members of the Commission. TO: . City FROM: Gary SUBJECT: Lodging Tax I. REFERENCE(S): 1. Resolution No. 2314 AGENDA REPORT Committee Appointments August 12, 2013 Regular Mtg.: 8/19/13 II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 8/19: MOTION: I move to confirm the Mayor's appointment of the following individuals to the Lodging Tax Advisory Committee: • Hotel Representatives: Monica Hammerberg, Red Lion and Allison White, Sleep Inn; • User Representatives: Colin Hastings, Pasco Chamber of Commerce and Michael Goins, Downtown Pasco Development Authority; • City Council: Mike Garrison. III. FISCAL IMPACT: None IV. HISTORY AND FACTS BRIEF: A) The Lodging Tax Advisory Committee (LTAC) was established under Resolution No. 2314 in June 1997 to comply with state requirements imposed at that time relating to the use of the city's lodging tax ( "hotel /motel tax "). The purpose of the committee is to advise the City Council on use of lodging tax each year. V. DISCUSSION: A) The appointments in the past have been structured so as to typically appoint the manager of the Red Lion (representing the largest hotel in Pasco) and the manager of one of the smaller facilities (Sleep Inn). The "user" representative positions have been the executive directors of the respective organizations noted (Pasco Chamber of Commerce and Downtown Pasco Development Authority). B) The Mayor has identified individuals willing to fill the current vacancies. Council is requested to confirm the nominees so that the required meeting of the Advisory Committee can occur timely for budget consideration. 3(h) RESOLUTiONNO. <RaPv A RFSOLIMON establishing a Lodging Tax Advisory Committee. WHEREAS, the City of Pasco currently levies a lodging tax pursuant to Chapter 67.28 RCW; and WHEREAS, the State Legislature has enacted Substitute Senate Bill (SSB) 5867, enacted as Chapter 452, Laws of 1997, which modifies or repeals certain previous lodging tax authority and adds new lodging tax authority; and WHEREAS, SSB 5867 requires any new imposition of a lodging tax enacted dunder Chapter 67.28 RCW in a city with a population over 5,000, be first submitted for consideration to a lodging tax advisory committee not less than 45 days in advance of final action on a lodging tax by the city; and WHEREAS, Senate Bill 5867 replaces the current lodging tax authority with a new statutory scheme effective July 27,1997; and WHEREAS, the City of Pasco relies on the receipts of the current lodging tax to fulfill its contractual obligation to Franklin County for its share of the debt and operating expenses associated with the TRAC facility, as well as the bonds issued to finance construction of the professional baseball stadium in Pasco; and WHEREAS, to ensure continued authorization for the imposition of the lodging tax within the City of Pasco, it is deemed to be in the best interest of the city that a lodging tax advisory committee be created immediately and that a proposal be submitted to this committee regarding continuation of a lodging tax; NOW, TBEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO RESOLVE AS FOLLOWS Section 1. There is hereby created a City of Pasco Lodging Tax Advisory Committee to serve the functions prescribed in Senate Bill 5867, which was enacted as Chapter 452, Laws of 1997. Section 2. The membership of the lodging tax advisory committee shall consist of five persons appointed by the City Council. One member shall be an elected official of the city, who shall serve as chair. Two members shall be representatives of businesses required to collect the tax and two members shall be persons involved in activities authorized to be funded from revenue received from the tax. The City Council will review the membership on an annual basis and make changes as appropriate. Any appointments to the committee shall be made by the City Council, Section 3. The following persons are hereby appointed to initially serve as members of the lodging tax advisory committee: (A) Elected Officiah Councilman Mike Garrison. tll) Businesses required to collect the lodging tax shall be represented by: (1) Alan Paty, General Manager, Doubletree Hotel. (2) Dorothy Hildebrant, Manager, Goal Post Motel. (C) Persons involved in activities authorized to use proceeds of the lodging tax shall be represented by: (1) Dorothy Schoeppach, Executive Director, Pasco Chamber of Commerce. (2) Rosemary Doupd, Executive Director, Pasco Downtown Development Association. Sectkm 4. In accordance with SSB 5867, the City Council shall submit to the lodging tax advisory committee, for its review and comment, proposals on the imposition of any tax authorized under SSB 5867; any increase in the rate of such a tax; repeal of any exemption from such a tax; or a change in the use of the revenue received from such a tax. Comments by the committee should include an analysis of the extent to which the proposal will accommodate activities for tourists or increase tourism and the extent to which the proposal will affect the long -range stability of the special fund created for the lodging tax revenues. Section 5. In accordance with Section 4 o this Resolution, the City Council hereby submits to the lodging tax advisory committee the following proposal for its immediate review and comment: To ensure the continued levy of the lodging tax as . authorized by Chapter 67.28 RCW, the city should re- enact an Ordinance levying a special excise tax on the sale or charge made for furnishing of lodging that is subject to tax under Chapter 82.08 RCW. Section & In order to take all steps necessary or indicated by SSB 5867 with regard to re- enactment of lodging taxes levied by the city, the lodging tax advisory committee is hereby requested to conduct its first meeting not later than June 30, 1997, and to report back to the City Council its comments with respect to the tax proposal set forth in Section 5 of this Resolution no later than July 19, 1997. Section 7. This Resolution shall take effect immediately upon passage. PASSED by the City Council of the City of Pasco at a regular meeting this 16th day of June, 1997. Charles "DRUb6y, ayor / ATIPSM, rem ►•, Resolution establishing a Lodging Tax Advisory Committee - Page 2 AGENDA REPORT FOR: City Council Date: August 13, 2013 TO: Gary Crutchfield, City Manager Workshop Mtg.: 08/12/13 Rick White, 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): Proposed Resolution II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMEN7�DfATTIONS: 8/19: MOTION: I move to approve Resolution No. �J I , approving the 2014 NSP Allocations and Annual Work Plan. 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 accow purchased and rehabilitated 3 eligible households. V. DISCUSSION: $426,343 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 its 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 $ 163,528.34 1 $ 359,552.00 1 3(i) RESOLUTION NO. �5 I li A RESOLUTION APPROVING FEDERAL NSP WORK PLAN ALLOCATION FOR PROGRAM YEAR 2014. WHEREAS, the Neighborhood Stabilization Program (NSP) is authorized under Title III of the Housing and Economic Recovery Act of 2008 (HERA), administered by the US Department of Housing & Urban Development (HUD), and subject to both CDBG and HOME regulations for the purpose of stabilizing neighborhoods negatively affected by foreclosures and abandoned properties, and WHEREAS, the City of Pasco estimates that $359,552 in NSP program income and remaining NSP funds will be available in 2014; and WHEREAS, the City adopted regulations in establishing single family rehabilitation standards for programs operating under HOME Investment Partnerships Regulations 24 CFR 570.92 that also apply to the Neighborhood Stabilization Program; and WHEREAS, the Neighborhood Stabilization Program (NSP) Action Plan has been prepared in accordance with Department of Commerce (DOC) Guidelines to allow for down payment assistance, acquisition and rehabilitation activities; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO: Section 1. That the Pasco City Council hereby approves the Neighborhood Stabilization Program (NSP) Plan work plan allocation as follows: 2014 Proposed Activities Budget Units Committed Funds $ 196,023.66 Acquisition/Rehabilitation/Down Payment Assistance $ 163,528.34 1 $ 3593552.00 1 PASSED by the City Council of the City of Pasco this day of 2013 Matt Watkins Mayor ATTEST: Debra L. Clark City Clerk APPROVED AS TO FORM: Leland B. Kerr City Attorney AGENDA REPORT FOR: City Council Date: August 13, 2013 TO: Gary Crutchfrel , anager Workshop Mtg.: 8/12/13 Rick White, Regular Mtg.: 8/19/13 Community & conomic Development Director FROM: Angela R. Pitman, Block Grant Administrator SUBJECT: 2014 HOME Annual Work Plan Allocation (MF4 BGAP2013 -004) I. REFERENCE(S): 1. Proposed Resolution II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS: p 8/19: MOTION: I move to approve Resolution No. 3C 99, approving the 2014 HOME Allocation and Annual Work Plan. 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. 30) 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 Proposed Activities Budget Units First Time Homebuyer Assistance $ 1455236 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. RESOLUTION NO. 3 q-1-1 A RESOLUTION APPROVING FEDERAL HOME WORK PLAN ALLOCATION FOR PROGRAM YEAR 2014 WHEREAS, the City of Pasco entered into an Agreement with Kennewick and Richland in 2013 continuing participation in a Consortium originally formed in 1996 under the Home Investments Partnership (HOME) Program; and WHEREAS, the Consortium allows the three cities to be eligible for federal HOME funds; and WHEREAS, the City has established a Community Housing Improvement Program (CHIP); and WHEREAS, it is estimated in 2014, the City of Pasco will receive $149,723 federal HOME Entitlement Funds, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO: Section 1. 2014 HOME funds received by the City of Pasco shall be allocated to the Community Housing Improvement Program (CHIP) which operates city -wide. Priority will be given to neighborhood improvement areas and low- moderate income census tracts as needed for the activities below: 2014 Activities Units Amount First Time Homebuyer Assistance 13 $ 145,236.00 TOTAL ALLOCATED PASSED by the City Council of the City of Pasco this CITY OF PASCO: Matt Watkins Mayor ATTEST: Debra L. Clark CMC City Clerk 13 $ 1455236.00 day of , 2013. APPROVED AS TO FORM: Leland B. Kerr City Attorney AGENDA REPORT NO.4 FOR: City Council TO: Gary Crutchfi 4,c Manager Abroad Qayo Works Director FROM: Michael A. Pawlak, City Engineer SUBJECT: Accept 2012 Overlays, Project #M3- OV- 3R -12 -02 I. REFERENCE(S): 1. Vicinity Map 2. Resolution August 5, 2013 Regular Mtg.: 8/19/13 II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 08/19: MOTION: I move to approve Resolution No. �Soo_ accepting the work performed by Granite Construction, Inc., under contract for the 2012 Overlays Project. III. FISCAL IMPACT: Overlay Fund IV. HISTORY AND FACTS BRIEF: A) On June 4, 2012, Council awarded the 2012 Overlays project to Granite Construction, Inc. for $1,509,532.34. V. DISCUSSION: A) The project consisted of resurfacing portions of several streets, the updating of adjacent pedestrian ramps to comply with current ADA standards, and restoring the existing pavement markings. The project also involved the resurfacing of the parking areas at GESA Stadium and Chiawana Park. B) The final project construction contract totalled $1,378,878.15. The savings of $130,654.19 (approximately 8 %) was due to a cost savings proposal by the contractor, and the elimination of handicap ramps on 100 Avenue, which are being installed in this year's sidewalk project. C) The work is now complete and staff recommends City Council acceptance of this work. 3(k) a W C) 0 nml .r..n ..1.111. Munu...um - ■ � JIIIII111111ftIn11I� �'�3�A . ti1�171� - 1�71177 �anlntR; X11 ,..111.1=-= 1/111111 161 f i Win" ar JIII l G ==� °7 Ila NOR, IIIII� ! (�1�4C 27]1 IIIIF ! II. MINU1.4'�� `r' CQ IlRillii� 'F � JRIIIIII Sao° nin, Fig tit RESOLUTION NO.. A RESOLUTION ACCEPTING WORK PERFORMED BY GRANITE CONSTRUCTION, INC., UNDER CONTRACT FOR THE 2012 OVERLAYS, PROJECT #M3- OV- 3R- 12 -02. WHEREAS, the work performed by Granite Construction, Inc., under contract for the 2012 Overlays project has been examined by Engineering and has been found to be in apparent compliance with the applicable project specifications and drawings, and WHEREAS, it is Engineering recommendation that the City of Pasco formally accept the contractor's work and the project as complete; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, that the City Council concurs with Engineering recommendation and thereby accepts the work performed by Granite Construction, Inc., under contract for the 2012 Overlays project, as being completed in apparent conformance with the project specifications and drawings, and Be It Further Resolved, that the City Clerk is hereby directed to notify the Washington State Department of Revenue of this acceptance, and Be It Further Resolved, that the final payment of retainage being withheld pursuant to applicable laws, regulations and administrative determination shall be released upon satisfaction of same and verification thereof by the Public Works Director and Finance Manager. PASSED by the City Council of the City of Pasco this 19th day of August, 2013. Matt Watkins Mayor ATTEST: Debra L. Clark City Clerk APPROVED AS TO FORM: Leland B. Kerr City Attorney AGENDA REPORT NO. 31 FOR: City Council TO: Gary Crutchfie Manager Ahmad Qayou an is Works Director FROM: Michael A. Pawl'ak, City Engineer SUBJECT: Accept "A" Street / 1St Avenue Railroad Crossing I. REFERENCE(S): 1. Vicinity Map 2. Resolution July 31, 2013 Regular Mtg.: 8/19/13 II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 08/19: MOTION: I move to approve Resolution No. so � accepting the work performed by Ray Poland and Sons, Inc. under contract for the "A" Street / 1St Avenue Railroad Crossing Project. III. FISCAL IMPACT: UTC Grant Arterial Street Funds IV. HISTORY AND FACTS BRIEF: A) On May 20, 2013, Council awarded the "A" Street / 1St Avenue Railroad Crossing project to Ray Poland and Sons, Inc. for $48,023.00. V. DISCUSSION: A) The project involved minor road widening on 1St Avenue and the installation of concrete medians on "A" Street and 1St Avenue. B) The final project construction contract totalled $62,902.35. The overage is due to the addition of Alternate 1 from the original bid proposal. Originally a City of Pasco Operations crew was going to perform the work in Alternate 1. Due to current work schedules and the short time frame for the project, it was determined that it would be more efficient and cost effective to have the work completed by the contractor. C) The work is now complete and staff recommends City Council acceptance of this work. 3(I) LL ORO ST Oy C � � a JAMES S�s� c� O 0 z � ST - ES ER E SS ?s T "A" ST 'A" S PROJECT LOCATION ,v �a VICINITY SCALE: NONE M2 lG /16/10ti YWYN BFDY STYE' fp STNE RESOLUTION NO. _2� D I A RESOLUTION ACCEPTING WORK PERFORMED BY RAY POLAND AND SONS, INC. UNDER CONTRACT FOR THE "A" STREET / 1sT AVENUE RAILROAD CROSSING PROJECT. WHEREAS, the work performed by Ray Poland and Sons, Inc., under contract for the "A" Street and 1 st Avenue Railroad Crossing project has been examined by Engineering and has been found to be in apparent compliance with the applicable project specifications and drawings, and WHEREAS, it is Engineering recommendation that the City of Pasco formally accept the contractor's work and the project as complete; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, that the City Council concurs with Engineering recommendation and thereby accepts the work performed by Ray Poland and Sons, hie., under contract for the "A" Street / lst Avenue Railroad Crossing project, as being completed in apparent conformance with the project specifications and drawings, and Be It Further Resolved, that the City Clerk is hereby directed to notify the Washington State Department of Revenue of this acceptance, and Be It Further Resolved, that the final payment of retainage being withheld pursuant to applicable laws, regulations and administrative determination shall be released upon satisfaction of same and verification thereof by the Public Works Director and Finance Manager. PASSED by the City Council of the City of Pasco this 19v' day of August, 2013. Matt Watkins Mayor ATTEST: Debra L. Clark City Clerk APPROVED AS TO FORM: Leland B. Kerr City Attorney REVENUE SOURCES: TAXES: PROPERTY SALES PUBLIC SAFETY UTILITY OTHER LICENSES & PERMITS INTERGOVT REVENUE CHARGES FOR SERVICES FINES & FORFEITS MISC. REVENUE OTHER FINANCING SOURCES TOTAL REVENUES BEGINNING FUND BALANCE TOTAL SOURCES EXPENDITURES: CITY COUNCIL MUNICIPAL COURT CITY MANAGER POLICE FIRE FIRE- RETRO* ADMIN & COMMUNITY SVCS COMMUNITY DEVELOPMENT ENGINEERING MISC. NON - DEPARTMENT LIBRARY TOTAL EXPENDITURES ENDING FUND BALANCE GENERAL FUND OPERATING STATEMENT THROUGH JULY 2013 YTD 2013 % OF YTD 2013 ORIGINAL ANNUAL 2012 ACTUAL BUDGET BUDGET ACTUAL 3,703,813 5,411,873 640,279 4,539,986 767,588 1,181,908 1,177,434 2,633,574 553,020 382,699 94,890 21,087,064 8,546,455 29,633,519 64,944 765,930 587,242 6,573,461 2,549,918 862,171 3,720,589 716,230 938,337 2,089,118 668,698 19,536,638 6,400,000 8,195,000 1,000,000 7,798,000 1,065,000 1,108,200 1,495,150 4,498,459 794,650 631,450 1,295,303 34,281,212 57.9% 66.0% 64.0% 58.2% 72.1% 106.7% 78.8% 58.5% 69.6% 60.6% 7.3% 61.5% 3,470,251 4,919,160 193,032 4,772,231 755,077 1,178,249 1,274,555 2,375,282 471,890 427,072 95,774 19,932,573 TOTAL 2012 BUDGET 6,200,000 8,265,000 0 6,526,660 2,260,000 1;093,700 1,679,700 4,531,330 977,200 673,245 138,000 32,344,835 % OF TOTAL ACTUAL 56.0% 59.5% 73.1% 33.4% 107.7% 75.9% 52.4% 48.3% 63.4% 69.4% 61.6% 7,573,573 10,649,694 10,143,620 41,854,785 70.8% 30,5822267 42,488,455 72.0% 121,315 53.5% 68,222 118,807 57.4% 1,376,639 55.6% 745,015 11332,334 55.9% 9625755 61.0% 5632992 951,034 59.3% 12,0963846 54.3% 63181,464 11,4513115 54.0% 4,4313366 57.5% 2,510,661 4,164,541 60.3% 6,022,454 61.8% 336793495 6,2013703 59.3% 1,332,076 53.8% 674,635 1,208,878 55.8% 1535,558 61.1% 724,461 1,514,469 47.8% 8,125,335 25.7% 4,2662290 714699966 57.1% 12148,380 58.2% 667,900 13148,380 58.2% 3721523724 52.6% 202082,135 35,561,227 56.5% 10,096,881 4,702,061 TOTAL EXPEND & END FUND BAL 29,633,519 41,854,785 AVAILABLE CASH BALANCE 71977,143 PERCENTAGE OF BUDGET ALLOCATED FOR 7 MONTHS 58% These statements are intended for Management use only. *Settlement of fire contract resulted in one time payment of back wages and benefits. 10,500,132 6,927,228 30,582,267 42,488,455 6(b) AGENDA REPORT FOR: City Council August 14, 2013 TO: Gary Crutch i i anager Regular Mtg.: 8/19/13 Rick White, Community & Economic Development Directorz� FROM: David I. McDonald, City Planner SUBJECT: STREET VACATION (MF# VAC 2013 -003) Portions of the Pasco- Kahlotus Highway and Commercial Avenue L REFERENCE(S): 1. Overview Map 2. Vicinity Map H. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Conduct Public Hearing: 8119: MOTION: I move to deny the requested vacation of a portion of Pasco - Kahlotus Highway and Commercial Avenue. III. FISCAL IMPACT: NONE IV. HISTORY AND FACTS BRIEF: A. The owners of property on either side of the Pasco - Kahlotus Highway east of the Lewis Street Interchange petitioned to vacate a portion of the Pasco- Kahlotus Highway and Commercial Avenue adjacent to their property. The vacation is being requested to accommodate future development in the area. B. The City Council set July 15, 2013 as the date to consider the vacation. On July 15, 2013 the hearing was continued to allow time to work with the applicant's engineer or surveyor to properly locate and describe the needed easements. V. DISCUSSION: A. During the course of working with the applicant's engineer and the Department of Transportation on the easement question, the Department of Transportation discovered a missing page to the turnback agreement related to the use of the right -of -way in question. B. Typically excess right -of -way associated with State Highway construction projects, such as the Lewis Street Interchange, is relinquished to local jurisdiction through the use of a turnback agreement. The turnback agreement provides the terms and conditions under which the relinquished right -of -way may be used by the local jurisdiction receiving the right -of -way. In this case the turnback agreement states the right -of -way in question shall not be put to any other use without prior written approval of the State. Vacating the right -of -way will change the use from public right -of -way to private property. C. The turnback agreement also indicates any revenues resulting from vacation, sale or rental of any portion of the right -of -way are to be shared in the same proportion 7(a) as the acquisition costs were shared. Federal Highway Administration funds may have been used to construct the Lewis Street/Kahlotus Highway Overpass and as a result any payment received from vacation of a portion of the excess right -of- way would have to be returned to both the State and Federal government. WSDOT has informed staff that the City should expect the State to require reimbursement for acquisition costs of the vacated right -of -way. D. Representatives of the real estate and planning divisions of the WSDOT regional office in Yakima will be meeting the week of August 12 -16 to discuss the proposed vacation request. Staff does not expect any change in the WSDOT requirement for reimbursement of funds. E. Given the need for State approval of the vacation and the question about reimbursement of right -of -way costs, staff is recommending the vacation be denied at this time. It will take several weeks or months to obtain approval for the vacation from the State and an equal amount of time to determine the reimbursement costs. F. The hearing should be opened briefly to provide an explanation of the issues prior to Council action on the matter. AGENDA REPORT FOR: City Council August 15, 2013 TO: Gary Crutchfiel , anager Regular Mtg.: 8/19/13 Rick White, Community & conomic Development Director FROM: David I. McDonald, City Planner SUBJECT: EASEMENT VACATION (MF# VAC 2013 -004) Utility Easement in the First Place Subdivision (Ed Brost). I. REFERENCE(S): 1. Overview Map 2. Vicinity Map 3. Proposed Ordinance II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Conduct Public Hearing: 8/19: MOTION: I move to adopt Ordinance No. , an Ordinance vacating the utility easement in First Place Phase 1, and further, authorize publication by summary only. III. FISCAL IMPACT: NONE IV. HISTORY AND FACTS BRIEF: A. Property owners in Phase I of the First Place subdivision petitioned for the vacation of a utility easement along the northern 10 feet of Lots 16 through 23. B. The City Council set August 19, 2013 as the date to consider the vacation. V. DISCUSSION: A. When the initial phase of the First Place subdivision was platted a 10 -foot utility easement was established along the street frontages of all lots. Lots 16 through 23 of the subdivision front on both Indian Ridge Drive and Madison Avenue and consequently have two utility easements. Utility providers utilized the easement along Indian Ridge Drive to provide service to these lots. Additionally, the main power feed into the subdivision is located in an easement along the north side of Madison Avenue. Now that First Place Phase I has been completely developed there is no need to retain the utility easement along the north side of Lots 16 through 23. B. Utility providers and the Engineering Division are in agreement with this vacation. 7(b) O ct U M � O O w� O r� U W 1� y O r' �W mt4 4 I { x A it t vi t pA 4ro 'a Y"' Z W4•.9 ,.•ate aaaw. ".,�. .�', s ' 1 . '...;+lay.,... WHEN RECORDED PLEASE RETURN TO: City of Pasco Attn: City Planner 525 North 3d Pasco, WA 99301 ORDINANCE NO. AN ORDINANCE VACATING A UTILITY EASEMENT ALONG THE NORTHERN TEN FEET OF LOTS 16 -23 OF THE FIRST PLACE SUBDIVISION. WHEREAS, from time to time in response to petitions or in cases where it serves the general interest of the City, the City Council may vacate right -of -way and easements; and WHEREAS, all steps and procedures required by law to vacate said easement have been duly taken and performed; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. That the utility easement location along the northern 10 feet of Lots 16 through 23 First Place, Phase 1, as depicted in Exhibit "1" be and the same is hereby vacated. Section 2. That a certified copy of this ordinance be recorded by the City Clerk of the City of Pasco in and with the office of the Auditor of Franklin County, Washington. Section 3. This ordinance shall take full force and effect five (5) days after approval, passage and publication as required by law. PASSED by the City Council of the City of Pasco, this 19th day of August, 2013. Matt Watkins Mayor ATTEST: Debra L. Clark, City Clerk City Clerk APPROVED AS TO FORM: Leland B. Kerr, City Attorney City Attorney Frhihi4 N AGENDA REPORT FOR: City Council ) Date: August 13, 2013 TO: Gary C ! Manager Workshop Mtg.: 08/12/13 Rick White, I Regular Mtg.: 08/19/13 Community &!Economic Development Directoptoxi 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. Proposed Resolution 2. 2014 CDBG Fund Summary and Proposal Summary — July 18, 2013 II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS: 8/19: MOTION: I move to approve Resolution No. , approving the 2014 CDBG Allocations and Annual Work Plan. 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. 8(a) RESOLUTION NO, A RESOLUTION approving the Program Year 2014 Community Development Block Grant Allocations and Annual Work Plan. WHEREAS, staff has prepared the Program Year 2014 Annual Work Plan for activities totaling $656,129; Now, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO: Section 1. That the Pasco City Council hereby approves the Annual Work Plan as follows: Activity Funding CDBG Program Administration $120,000.00 Civic Center -Youth Recreation Specialist $205000.00 Martin Luther King Community Center Recreation Specialist $20,000.00 Senior Citizen's Center Recreation Specialist $30,000.00 Downtown Pasco Development Association Commercial Kitchen $5000.00 Downtown Pasco Development Association Facade Improvements $15,000.00 Catholic Family Charities — Volunteer Chore Services $39129.00 Benton Franklin CAC — CHIP Minor Rehab and Repairs $503000.00 Code Enforcement Officer $485000.00 Housing Authority — Fourth and Pearl Family Housing $1005000.00 Memorial Park Shelter Remodel & ADA Path $10000.00 ADA Improvements $100,000.00 TOTAL $656,129.00 PASSED by the City Council of the City of Pasco this day of 2013. Matt Watkins Mayor ATTEST: APPROVED AS TO FORM: Debra L. Clark City Clerk Leland B. Kerr City Attorney •- r a N N � Nln `m a ul W Ea Q N _ p 0 O o O O p O o o O p o O O ` O o 0' O ° O� 0 O O O d 0 a s ry g N h o w o v o °o 0 0 0 0 o °o 0 0 °o 0 o O o y o 0 o N o N vi o m o ° N N aif vii V! O d' O O vn 0 0 O o 0 0 0 0 0 0 0 m o 0 0 m O O 9 8 O O O O O O O o o S S S S " o o O o a 8 0 0 a O a v m �mn in CT e o o v`^i a i°n ° S O O o O o' o 0 0 0 S °o °o, °O °O o °0 0 0 0 0 N C N m t h o o O S pO V°! O S o �°in v°i S o C p U V1 VI ul N O O O O S V N 6 p O Vt y C E m � • °- LL N O U E 0 c U U H m L o: e C N f ¢ m m o y a c � O U C d - E — U s u° ¢ LL a v w a n Z a E E E z 0 0 0 ¢ ¢ a o z ° u u u o a c° a U a oL o0 y c i- E .E E .E w o cu u E 3 r E E E— o ° u yj E E a 5 U G ¢ u a' Q 0 0 0 0 E 'E o i o o N F m 0 o 0 a `0 0 o v oo ti o `° `0 0 U U V U p p m U V U V U d LL m ry m 0 uo 0 0 0 0 0 N ry ry m m a a 0 m �n 0 n n g o 0 0 o g S o° °0 °o °0 `0' °0 °0 °0 o ° 0 0 6 O O O O O O O O O O O O O O O O O O e °o O m 0 e 0 O N N N n W NI OR a ml w wI11w w w r o $ E N c c c ° n a ° O O w w < r a` LL N 0 � Nln `m a ul w wI11w w w r o $ E N c c c ° n a ° O O w w < r a` LL N 0 CITY OF PASCO 2014 COMMUNITY DEVELOPMENT BLOCK GRANT PROPOSAL SUMMARY — JULY 18, 2013 1 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. 2 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 — Reauested• $ 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 189 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. 5 Pasco Spccialty 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. 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. CITY OF PASCO 2014 COMMUNITY DEVELOPMENT BLOCK GRANT PROPOSAL SUMMARY — JULY 185 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. 9 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: $100000 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 13LOCK GRANT PROPOSAL SUMMARY — JULY 189 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`h Avenue and Pearl Street. Infrastructure improvements of streets. This amount is recommended as it pays for the street improvements associated with the project. 0 AGENDA REPORT NO. 35 FOR: City Counci . August 15, 2013 TO: Gary Crutchfie Manager FROM: Ahmad Qayoini, Public Works Director Regular Mtg.: 8/19/13 SUBJECT: Transfer of STP funds I. REFERENCE(S): 1. Vicinity Maps 2. Resolution II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 8/19 MOTION: I move to approve Resolution No. transferring STP funds in the amount of $351,176 from Road 68 South Widening and Chapel Hill Projects to the Dual RT SB Road 68 Project. III. FISCAL IMPACT: None IV. HISTORY AND FACTS BRIEF: A) As part of the 2016 STP Allocations, the City had allocated STP funds in the amount of $290,676 for the Road 68 South Widening Project, and $60,500 for the Chapel Hill Project. B) In June of 2013, the City adopted the 2014 -2019 Six Year Transportation Improvement Plan which has re- prioritized roadway improvements. C) The Dual RT SB Road 68 Project improvements are a higher priority and the other two projects are scheduled for 2017. D) The City has formally requested the Lead Agency (Franklin County) and the committees for approval of the fund transfer and has been reviewed and approved. E) As part of the BFCOG requirements, the City Council has to give formal approval through resolution to transfer the STP funds. V. DISCUSSION: A) The City has issued an RFP for the Dual RT SB Road 68 Project to prepare the design and traffic modeling to meet the WSDOT and FHWA requirements. B) Staff recommends approval of the STP funds transfer. 8(b) Ell 1 ry � /co v / Q / l�J y ol k or 41, IL till- mot to is iii w 4 n j y t— t rol- 1 k' t ♦t I.A�r f le I ' zi at Y i / 1t ..c :1`1' F- W W reo F- U) z 0 U) z W F- x W J J_ J W Q U 1' 0 U) 0 z z W 0 00 cD 0 Q 0 0 RESOLUTION NO. A RESOLUTION TO TRANSFER STP FUNDS FROM THE ROAD 68 SOUTH WIDENING AND CHAPEL HILL PROJECTS TO THE DUAL RIGHT TURN SOUTH BOUND LANE (RT SB) ROAD 68 PROJECT. WHEREAS, the City allocated 2016 STP Funds for design of the Road 68 South Widening and Chapel Hill Projects based on the 2013 -2018 TIP Project Priorities; and WHEREAS, in order to complete the identified Road 68 Corridor Study Improvements along the corridor and Burden Blvd, the Dual RT SB Road 68 Project needs to be completed before the Road 68 South Widening and Chapel Hill Projects; and WHEREAS, the recommendation to transfer the STP funds has been approved by Franklin County, the selection Committee and the Technical Advisory Committee; NOW, THEREFORE, BE IT RESOLVED that the City Council accepts the transfer of STP funds from the Road 68 South Widening and Chapel Hill Projects to the Dual RT SB Road 68 Project. PASSED by the City Council of the City of Pasco at its regular meeting this 19th day of August, 2013. Matt Watkins Mayor ATTEST: Debra Clark City Clerk APPROVED AS TO FORM: Leland B. Kerr City Attorney 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: 8112: 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 2,d Avenue to 10a` 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 2 "d Avenue to l0a' Avenue. 10(a) 1 J Elm O U z O U) J k I I f � a a L'� +,r 7 .�• -� lax AL Ilk s I 110 li� i Y s 't rr 4 41 r 4 IV: x,11 S �• Vill t. p vty i" ` 1 Professional Services Agreement (Summary Sheet) Project: Lewis and Clark One Way Couplet Consultant: White Shield, Inc. Address: 320 N. 20"' Avenue Pasco, WA 99301 Scope of Services: Provide services for 31) Laser Scan & Topographic surveying on Lewis Street and Clark Street, between IQ"' 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: ® $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" Page 1 AGENDA REPORT NO, 33 FOR: City Council August 8, 2013 TO: Gary Crutchfield, City Manager % J 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): I. 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 2 "d 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. 10(b) Fillilill J O U Q Z O VJ v J J I `, , Jill Jill 1 �j Ile t` y A yl IY S •4 y •I e�4r Ailr � 5 r EY Jill 1 � 4it L r AV j! lu R' JN �f; L \1 1 d �.P�', _ :,raw �.: if IfI. ,. �:.• , Ft If 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. 2nd Ave to S. 10" 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: $ ® 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 ® $1000,000 each occurrence; and $2,000,000 general aggregate 2. Professional Liability: ® $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 I AGENDA REPORT TO: City Council August 15, 2013 i FROM: Gary Crutchfie ?, t anager Regular Mtg.: 8/19/13 i SUBJECT: Property Acquisition: 1St Avenue and "A" Street L REFERENCE(S): 1. Vicinity Map 2. Specific Terms Sheet (Purchase Agreement) II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: 8/19: MOTION: I move to approve the purchase of Lot 1, Block 1, Faun's Addition for $28,000 and, further, authorize the City Manager to execute all documents necessary and appropriate to effect the purchase. III. FISCAL IMPACT: $28,000 General Fund IV. HISTORY AND FACTS BRIEF: A) During the design review for the traffic channelization improvements at the intersection of 1" Avenue and "A" Street in relation to the BNSF rail line, Council noted the potential desire to realign 1st Avenue so as to create a more accommodating intersection. Any such realignment would require acquisition of property to the west. Consequently, staff followed up to determine the potential for acquisition. B) The owner of the property at the northwest corner of the intersection, fortunately, was planning on listing the property for sale, after having purchased it and demolished the dilapidated structures on the property the prior year. Staff made a contingent offer to acquire the property which was accepted by the seller. C) Staff has caused a phase 1 environmental review to be completed and obtained preliminary title commitment; both reflect favorably. V. DISCUSSION: A) Purchase of the subject parcel will preserve the ability for the city to realign 1St Avenue at some time in the future, if it is deemed necessary. Not purchasing the property at this time could lead to the property being redeveloped with improvements; this condition would either prevent future realignment or make it much more costly than purchasing the property now. B) In view of the circumstances, staff recommends Council approval. 10(c ) d a Srr Y. VL !8�.. qMl i$yr�is -r.�d' r.,4r:ti 3' e xx LLL tit LL C r a � r W f 4 _ j _ _ t f":4 V� Vv�- ili+ it And aIC k" NZr rIq PP l lee { �. Form 25 ©Copyright 2012 Vacant Land Purchase & Sale VACANT LAND PURCHASE AND SALE AGREEMENT Northwest Multiple Listing Service Rev. 12112 ALL RIGHTS RESERVED Page 1 of 5 SPECIFIC TERMS 1. Date: June 25, 2013 MLS No.: 2. Buyer: _ City of Pasco 3. Seller: Pedro Alcaraz Rosa Alcaraz 4. Property: Tax Parcel No(s).: 112060323 ( Franklin County) Street Address: 1 W A Street Pasco Washington 99301 Legal Description: Attached as Exhibit A. 5. Purchase Price: $ 28 , 000. 00 6. Earnest Money: (To be held by ❑ Selling Firm; ® Closing Agent) Personal Check: $ ; Note: $ ; Other ( city check ): $1, 000. 00 7. Default: (check only one) M Forfeiture of Earnest Money; ❑ Seller's Election of Remedies 8. Title Insurance Company: Marshall Title & Escrow 9. Closing Agent: ® a qualified closing agent of Buyer's choice; ❑ 10. Closing Date: On or before 08 /26/2013 11. Possession Date: ® on Closing; ❑ Other 12. Offer Expiration Date: July 1, 2013 13. Services of Closing Agent for Payment of Utilities: ❑ Requested (attach Form 22K); ❑ Waived 14. Charges and Assessments Due After Closing: ❑ assumed by Buyer; ® prepaid in full by Seller at Closing 15. Subdivision: The Property ❑ must be subdivided before : ® is not required to be subdivided 16. Feasibility Contingency Expiration Date: MI 45 days after mutual acceptance; ❑ Other 17. Agency Disclosure: Selling Broker represents: M Buyer; ❑ Seller; ❑ both parties; ❑ neither party Listing Broker represents: ® Seller; ❑ both parties 18. Addenda:Form 22K Identification of utilities 35F Feasibility Contingency Form 34 -1 Addendum to P &S Agreement. Buyer's Sigk4re city /of Date Seller's Signature Pedro Alcaraz Date Buyer's)TIgnature' NZ��V I V Date Seller's Signature Rosa Alcaraz Date 525 N 3rd 2 W. A Street Buyer's Address Seller's Address Pasco. WA 99301 Pasco, WA 99301 City, State, Zip City, State, Zip 5091545 -3404 Phone No. Fax No. gunkert @nasoo- wa.cov Buyer's E -mail Address Tri- Cities Realtor Grouu, LLC Selling Firm MLS Office No. Tr±-Clt±es Realtor Group. LL Selling Firm's Assumed Name (if applicable) Webster Jackson Selling Broker (Print) MLS LAG No. (509)539 -6677 (509)547 -0271 Phone No. Firm Fax No. webui2 @cr.com Selling Broker's E -mail Address Tri- Cities Realty Group, LLC 1919 N 20tb Pasco, WA 99301 Phone: 509-546-2121 Fax: 509.547 -0271 Webster Jackson Phone No. Seller's E -mail Address Fax No. Listing Firm MLS Office No. Listing Firm's Assumed Name (if applicable) Listing Broker Phone Listing Broker's E -mail Address Produced with zipForrnat by zipLoglx 18070 Fifteen Mlle Road, Fraser, Michigan 45026 www zro odlx cam MLS LAG No. Firm Fax No. City of Pasco