HomeMy WebLinkAbout2014.03.10 Council Workshop PacketAGENDA
PASCO CITY COUNCIL
Workshop Meeting 7:00 p.m. March 10, 2014
1. CALL TO ORDER
2. ROLL CALL:
(a) Pledge of Allegiance.
3. VERBAL REPORTS FROM COUNCILMEMBERS:
4. ITEMS FOR DISCUSSION:
(a) Code Enforcement Board Interviews:
1. Agenda Report from Gary Crutchfield, City Manager dated March 6, 2014.
2. Applications (3) (Council packets only).
3. Resolution No. 3388.
(b) Code Amendment (MIT #CA2013 -006) Auto Sales in C -1 Zones:
1. Agenda Report from Dave McDonald, City Planner dated March 5, 2014.
2. Proposed Ordinance.
3. Buffer Maps for Locations of New Auto Sales Lots.
4. Memo to the Planning Commission dated 2/20/14.
5. Planning Commission Minutes dated 2/27/14.
(c) Ordinance: LID 149 Financing:
1. Agenda Report from Dunyele Mason, Finance Manager dated February 27, 2014.
2. Vicinity Map.
3. Ordinance.
4. Local Improvement District No. 149 Installment Note.
(d) Butterfield WTP Traveling Screens Phase H Professional Services Agreement,
Amendment No. 1:
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated March 5, 2014.
2. Vicinity Map.
3. Professional Services Agreement Amendment No. 1 (Council packets only; copy available
for public review in the Public Works office, the Pasco Library or on the City's webpage at
www.pasco -wa. cov /citycouncilreportsl.
(e) Traffic Signal Controller Replacement Master Plan:
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated March 5, 2014.
2. Draft Master Plan (Council packets only; copy available for public review in the Public
Works office, the Pasco Library or on the City's webpage at www.nasco-
wa. og v/citycouncilreports).
(f) Civil Service Commission Appointment:
1. Agenda Report from Gary Crutchfield, City Manager dated March 3, 2014.
2. PMC 2.33.
3. Application, Janis Hastings (Council packets only).
(g) 2013 Community Survey:
1. Agenda Report from Gary Crutchfield, City Manager dated March 4, 2014.
2. 2013 National Citizen Survey for Pasco (Council packets only).
(h) Electronic Tablets for Agenda Packets and Council Email:
1. Agenda Report from Stan Strebel, Deputy City Manager dated March 5, 2014.
2. Cost Estimate, 3 Options.
3. Draft iPad Policy.
Workshop Meeting 2 March 10, 2014
5. OTHER ITEMS FOR DISCUSSION:
(a)
(b)
(e)
6. EXECUTIVE SESSION:
(a)
(b)
(c)
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REMINDERS:
1. 11:45 a.m., Monday, March 10, Pasco Red Lion — Pasco Chamber of Commerce Membership
Luncheon. (Freight Rail Transportation — Safety Through our Community)
2. 7:00 a.m., Thursday, March 13 — BFCG Tri-Mats Policy Advisory Committee Meeting.
(COUNCILMEMBER BOB HOFFMANN, Rep.; REBECCA FRANCIK, Alt.)
3. 7:00 p.m., Thursday, March 13 - Ben - Franklin Transit Board Meeting. (MAYOR MATT
WATKINS, Rep.; MIKE GARRISON, Alt.)
AGENDA REPORT
TO: City Council
FROM: Gary Crutch i Manager
SUBJECT: Code Enforcement Board Interviews
I. REFERENCE(S):
1. Applications (3) (Council packets only)
2. Resolution No. 3388
March 6, 2014
Workshop Mtg.: 3/10/14
H. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
3/10: Council to conduct brief interviews with Dennis Duncan, Russell Glatt and James
Rawlinson.
III. HISTORY AND FACTS BRIEF:
A) The Code Enforcement Board is composed of five members; terms are for two
years. The board meets on the first Thursday of every month at 7:00 p.m. in the
City Hall Council Chambers.
B) The Code Enforcement Board hears controversies regarding alleged violations of
the city code, particularly property maintenance standards.
C) There are three positions whose terms have expired:
1. Position No. 3 (currently vacant)
2. Position No. 4 (currently Dennis Duncan)
3. Position No. 5 (currently Mary Gutierrez)
D) The Council screening committee recommends that, as outlined in Ordinance No.
3388, the incumbent in Position No. 4 be interviewed prior to consideration fot
reappointment.
E) The Council screening committee concluded that, as outlined in Ordinance No.
3388, the incumbent in Position No. 5 be reappointed without interview.
F) After Council Screening Committee review of all applications, the following have
been selected to interview for possible appointment to Position No. 3:
1. Russell Glatt ................................. ..............................5 Sunflower Court
2. James Rawlinson ........................... ........................... 7821 Salmon Drive
IV. DISCUSSION:
A) After conduct of interviews at the March 10 Workshop meeting, it is proposed
that appropriate appointments be made by the Mayor, subject to confirmation by
the Council, at the March 17 Business meeting.
4(a)
RESOLUTION NO.�
A RESOLUTION Providing a Process for Appointments to City Boards and
Commissions.
WHEREAS, the City of Pasco maintains several citizen advisory boards to assist the delivery of
municipal services as well as to advise the City Council in making various policy decisions; and
WHEREAS, the appointment process prescribed by the Pasco Municipal Code requires the Mayor
to appoint citizens to vacancies on such boards, subject to confirmation of the City Council; and
WHEREAS, the Mayor and City Council desire to establish an appointment process which is more
collaborative yet efficient for both the applicants and City Council alike; NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON DOES RESOLVES AS
FOLLOWS:
Section 1: Applications for city boards and commissions shall be solicited annually by the City
Manager on behalf of the City Council.
Section 2: All applications received by the City Manager shall be reviewed by a City Council
committee appointed by the Mayor; such committee, to be known as the "Appointment Screening
Committee," shall be ad -hoc, appointed annually, and consist of three members, including the Mayor. The
Appointment Screening Committee shall select those applicants it deems best suited for the respective
board/commission but not more than three applicants for each vacancy to be filled. The Appointment
Screening Committee shall consider the following factors in making their selections for further
consideration:
a) Geographic representation;
b) Gender representation;
c) Ethnic representation;
d) Familial and financial relationships of board members
Section 3: Those applicants selected by the Appointment Screening Committee shall be
interviewed by the City Council during a public meeting; provided, however, the Screening Committee may
recommend reappointment of an incumbent applicant without interview by the City Council if the incumbent
has served not more than two consecutive
terms since the last interview. At a City Council meeting following such interview, an interviewed candidate
shall be selected by the Mayor for appointment to each vacancy. Any candidate selected by the Mayor shall
be subject to confirmation vote of the City Council; a majority vote of the quorum present at such meeting
shall be required to confirm the Mayor's appointments.
Section 4: Any prior resolutions of the City Council in conflict with the provisions of this
resolution shall be superseded by this resolution.
PAS �D/L%by the City Council e�ty of Pasco at its regular meeting this 16'h day of April, 2012.
Matt Watkins, Mayor
gT T. II APP V AS TO FORM:
Debra Clark, City Clerk Leland B. Kerr, City Attorney
AGENDA REPORT
FOR: City Council March 5, 2014
96 TO: Gary Crutchfie Manager Workshop Mtg: 3/10/14
Rick White,
Community & Economic Development Director
FROM: Dave McDonald, City Planner
SUBJECT: Code Amendment: (MF # CA2013 -006) Auto Sales in C -1 Zones
I. REFERENCES
1. Proposed Ordinance
2. Buffer Maps for Locations of New Auto Sales Lots
3. Memo to the Planning Commission dated 2/20/2014
4. Planning Commission Minutes dated 2/27/2014
IL ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3110: Discussion
III. FISCAL IMPACT:
NONE
IV. HISTORY AND FACTS BRIEF:
A. In May of 2013 the Council held a closed record hearing on an appeal of a Planning
Commission recommendation related to a used automobile sales lot in a C -1 zone on
Burden Boulevard. Following this hearing the Council asked the Planning Commission
to review the special permit code provisions dealing with auto sales in C -1 zones to
determine if the code needed to be updated.
B. Following the Council's instructions the Planning Commission held a series of
workshops in the fall of 2013 followed by public hearings in November and December.
At the conclusion of the final hearing the Planning Commission recommended a few
modifications to the code dealing with auto sales in C -1 zones. The Council reviewed the
proposed code amendment at a workshop in January and asked staff to provide some
additional information related to timeframes for defining the term "under- utilized
property".
C. For assistance with addressing questions about the term "under- utilized property" the
matter was referred to the Planning Commission on February 20, 2014.
V. DISCUSSION:
A. Under the original recommendation from the Planning Commission virtually all vacant
properties within the central core of the community would fall under the under - utilized
property definition. Properties in the Road 100 area were created from the parent parcels
(parcels existing upon annexation in 1982) between 12 and 18 years ago. In the Road 68
area the parcels range between 8 and 13 years. So a majority of the properties within the
newly developing areas of the community would also fall under the definition.
B. When considering the age of parcels within the central core of the community and the
Road 100 and Road 68 areas the Planning Commission determined the term "under-
utilized property' as defined in the proposed auto sales code amendment served little
purpose.
C. The general consensus of the Planning Commission was that the term underutilized did
not need to be part of the proposed code amendment. Any concerns over the haphazard
location of auto sales lots around Road 100 and Road 68 were address by the location
standards and building requirements of the proposed code.
4(b)
D. Following the Planning Commission's direction the definition of under - utilized property
has been removed from the proposed code amendment.
E. Following direction from Council staff will prepare a final ordinance for adoption for the
next available Council meeting.
ORDINANCE NO.
AN ORDINANCE AMENDING PMC TITLE 25 DEALING SPECIAL PERMITS FOR AUTO
SALES IN THE C -1 DISTRCIT.
WHEREAS, cities have the responsibility to regulate and control physical development
within their borders and to ensure public health, safety and welfare are maintained; and,
WHEREAS, the City of Pasco has zoning regulations that encourage orderly growth and
development of the City; and,
WHEREAS, the zoning regulations contain special permit provisions for certain uses
that require public review and city council approval prior to locating in the city; and,
WHEREAS, PMC 25.42 has contained special permit provisions for retail automobile
sales in the C -1 District; and,
WHEREAS, the special permit provision for automobile sales in the C -1 District was
included in the code in 1981 to address a specific concern about underutilized and vacant service
station properties within the city; and,
WHEREAS, the city has changed considerably since 1981 and the thirty year old code
provisions for automobile sales in the C -1 District by special permit no longer addresses the
original intent of the code provisions; and,
WHEREAS, the Planning Commission develop a code amendment that recognizes the
different development needs of the established core of the city verses the needs of the newly
developing areas of the city; and,
WHEREAS, on October 17, 2013 the Planning Commission held a public workshop to
review the costs of park construction. Information about said workshop was made available to
the public through the City's website; and,
WHEREAS, on November 21, 2013 the Planning Commission held a public hearing to
consider amending Special Permit provisions for Auto Sales uses in the C -1 District. Notice of
said hearing being provided in the Tri -City Herald and through the City's website; and,
WHEREAS, on January 27, 2014 and February 10, 2014 the City Council conducted
public workshops to review the proposed Special Permit amendments; and,
WHEREAS, the City Council has determined that to further the purposes of maintaining
a quality community, it is necessary to amend PMC Title 25; NOW THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DOES
ORDAIN AS FOLLOWS:
Section 1. That PMC Chapter 25.12 be and the same is hereby amended to include a
new Subsection 25.12.087 to read as follows:
25.12.087 AUTO DEALERSHIP NEW "New Auto Dealership" means a business that is
franchised or sanctioned through a dealership contract with an automaker or its sales subsidiary
(eg. Ford, Chrysler, Honda, BMW etc.) to sell new vehicles at the retail level. Said dealership
must include an on -site building greater than 8,000 square feet, with offices, a showroom, a parts
department, service bays and indoor maintenance facilities. No more than thirty -three percent of
a New Auto Dealership sales lot may be devoted to the display of pre -owned vehicles.
Section 2. That PMC Chapter 25.42 be and the same is hereby amended to read as
follows:
25.42.040 PERMITTED CONDITIONAL USES. The following uses are permitted
subject to the approval of a special permit:
(1) Dwelling units, provided the units are within the principal building, are all above
the ground floor of said building, and the ground floor of said building is designed or intended to
be used for a use permitted in Section 25.42.010. However, a building originally constructed on-
site for residential purposes may be utilized as a dwelling unit without a special permit provided:
(a) The structure does not have to be reconstructed, altered or converted from
an office /commercial use such that the cost of the alteration exceeds 25% of the assessed
value of the structure at the time of the alteration.
(2) Retail automobile sales, including rental or lease, provided the property is:
(a) Located east of Hi way 395 and is;
{a) —Q Adjacent the intersection of two arterial streets, or adjacent a single
arterial street; provided it is not adjacent to or across a public street right -
of -way from a residential district, not be leeate.7 eloser than inn feet to
any existftg ear let
ii Not located closer than 300 feet to any existing car lot.
(b) Located west of Highway 395 and north of I -182 provided any point of the
yroverty is within 1,000 of the I -182 WSDOT right -of -way for a distance of 2,500
feet east and west of the center line of Road 68 and Road 100Broadmoor
Boulevard, except properties zoned for residential uses, and is:
(i) A new auto dealership
(3) Parking lots;
Section 3. This ordinance shall be in full force and effect five days after passage and
publication as required by law.
PASSED by the City Council of the City of Pasco, at its regular meeting of
, 2014.
Matt Watkins
Mayor
ATTEST: APPROVED AS TO FORM:
Debra L. Clark
City Clerk, MMC
Leland B. Ken
City Attorney
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MEMORANDUM
DATE: February 20, 2014
TO: Planning Commission
FROM: Dave McDonald, City Planner
SUBJECT: Auto Sales in C -1 Zones (MF# CA2013 -006)
In the fall of 2013 the Planning Commission held a series of meetings and
hearings related to the special permit process for auto sales in C -1 zones.
Following the last hearing in December a recommendation on a code
amendment was forwarded to the City Council.
Considering the original intent of special permit provisions related to auto
sales and development patterns of the community the Planning Commission
developed separate recommendations for the developing portions of the
community verses the central core area. Essentially for those areas located
east of Highway 395 the Commission maintained the provision for special
permits for properties near the intersection of two arterial streets or adjacent
to a single arterial street and added a provision related to under - utilized land.
For the developing areas west of Highway 395 the Planning Commission
recommended provisions for the development of new auto dealerships only. A
new provision in the code proposal was the addition of a definition for "under-
utilized property". "Under- utilized property" was defined as vacant land or
land with one or more vacant buildings which have been vacant for the past
10 consecutive years.
During the Council workshop on the proposed code amendment a number of
questions were raised about the definition for "under - utilized property". As a
result staff was asked to provide additional clarification or options for the
definition.
Under the current proposal using a 10 year timeframe for under - utilized
property, virtually all vacant parcels within the central core of the community
would be eligible (all those meeting the arterial street requirements) for a
special permit to allow auto sales. In the newly developing areas most of the
subdivided parcels around Road 100 would qualify as under - utilized
properties because the parcels were generally created more than 12 years
ago. Some parcels are 18 years old. The vacant parcels around Road 68 were
mostly created after the Road 100 parcels and as a result they range in age
between 8 and 13 years. For example, some of the vacant lots in front of
1
TRAC were created 8 years ago and some were created 13 years ago. The
Wal -Mart parcel is already 10 years old.
The 10 year timeframe was used to define the term "under - utilized property"
because it would allow properties within the central core to qualify and would
permit significant areas around Road 100 to qualify. Road 100 has lagged
behind Road 68 in development activity. For a two year period the proposed
code would give the Road 100 area an advantage over Road 68. The Road
100 area already has a major retailer (Broadmoor RV) dealing with auto
related sales. Another similar business is currently developing plans to locate
adjacent to Broadmoor RV. By establishing a temporary advantage for auto
sales around the Road 100 area rather than Road 68 the City may be creating
the framework necessary to establish economies of scale enabling auto
related businesses to be successful in that part of the community.
Given the fact that most of the parcels around Road 100 have were
established from the parent parcels (Parcels that existed upon annexation in
1982) more than 10 years ago and the fact that most of the parcels around
Road 68 are nearing 10 years there may not be a need for the under - utilized
definition.
Staff is seeking direction from the Planning Commission on this issue. The
Commission may want to consider a 5 year or 2 year provision or no time
frame at all.
2
PLANNING COMMISSION MINUTES
February 27, 2014
B. Code Amendment Auto Sales in C -1 (Retail Business) Zones IMF#
CA 2013 -0061
Chairman Cruz read the master file number and asked for comments from staff.
David McDonald, City Planner, discussed the code amendment for auto sales in C -1
(Retail Business) Zones. He reminded the Planning Commission they had reviewed
this item last fall and they forwarded a recommendation to the Council with split
provisions; areas east of Highway 395 would be allowed auto sales as they have over
the years for new and used vehicles at locations that met the criteria and another
provision was added to allow auto sales in the I -182 Corridor if those sales were
related to new vehicles with a dealership.
The Planning Commission had previous discussions regarding "under - utilized"
property. Originally when the code was created it was to help under - utilized or under-
developed properties and the Commission had asked staff to define under - utilized
property, which staff did. When the Council discussed the code amendment they had
some questions about under - utilized property definition. The definition of "under-
utilized property" included any parcel or lot that hadn't been developed in the last 10
years. Basically all properties east of Highway 395 fell within that category. To the
west, around Road 100 almost all properties in that area created 17 -18 years ago so
the 10 year provision for under - utilized property doesn't impact Road 100. Around
Road 68, there are some properties around the interchange that are only about 8
years old and others are pushing 10 -13 years old.
Mr. McDonald explained staff was seeking some direction from the Planning
Commission on the matter. Given the development patterns in the community staff
was leaning towards eliminating the definition for "under - utilized properties" to
alleviate any confusion it may cause.
Chairman Cruz commented that the Road 100 area would benefit the most without
the under - utilized timeframe due to price of property and availability.
Mr. McDonald responded that there are larger tracts at Road 100. He also stated the
proposed code contains other provisions that provide some safeguards for controlling
the development of sales lots such as the 8,000 square foot building requirement and
the mostly new vehicle requirement.
Chairman Cruz agreed that the provisions the Commission was concerned with are
still addressed without the definition.
Commissioner Anderson agreed to remove the definition.
Commissioner Bachart agreed to remove the definition.
Commissioner Kempf stated she did not have a problem with leaving the definition in
the code. She voiced concern about Road 68 turning into long strips of car lots.
Commissioner Khan agreed with Commissioner Kempf in keeping Road 68 free of car
lots but was undecided about the Road 100 area and the under - utilized definition.
Commissioner Khan stated she was leaning to drop the definition.
Commissioner Polk stated she would like to keep the definition because it adds a
benefit to help Road 100 to develop such businesses.
Chairman Cruz agreed that it would be better to see the development at Road 100
rather than Road 68. He stated that the traffic impact would be less than that of
another Walmart or Lowe's. He would like to see other conditions drive the behavior
and would recommend letting the definition go.
Commissioner Anderson pointed out that there are a lot of safeguards in the proposal
that the definition wouldn't make a great difference and the area will remain
protected.
Chairman Cruz polled the Commission on the matter and the general consensus was
for the removal of the definition.
AGENDA REPORT
FOR: City Council 1 February 27, 2014
i
TO: Gary Crutchfie anager�
Rick Terway, A nis ative & qty Services Director
i
FROM: Dunyele Mason, Financial Services Manager?jtj�— Workshop: 3/10/14
Regular Meeting: 3/17/14
SUBJECT: Ordinance: LID 149 Financing
I. REFERENCE(S):
1. Vicinity Map
2. Ordinance
3. Local Improvement District No. 149 Installment Note
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/10: DISCUSSION:
3/17: MOTION: I move to approve Ordinance No. relating to
Local Improvement District No. 149 fixing the amount, form,
date, interest rate and maturity of the Local Improvement
District No. 149 installment note; providing for the purchase of
such notes by the city from funds on deposit in the Boulevard
Maintenance fund and fixing the interest rate on Local
Improvement District No. 149 assessment installments.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) LID 149 was formed by Ordinance No. 4035 on December 19, 2011.
B) LID 149 included improvements of South Cedar and South Hugo Avenues and
East Alton Street.
C) Construction work is now complete. The final assessment roll for LID 149 was
approved by Ordinance No. 4137 on January 6, 2014 for $261,504.36.
D) 30 day interest free letters were mailed on January 27, 2014. With the January
26, 2014 publication notice, the 30 day interest free period expired on February
25, 2014.
E) Due to the cost of debt issuance and the size of the debt issuance, the city has
opted to fund Local Improvement District No. 149 internally with a ten -year
installment note rather than issuing an external bond.
F) The collection of pre - payments as of February 25, 2014 for Local Improvement
District No. 149 is $24,876.32 leaving a balance of $236,628.04 to be funded by
the installment note.
V. DISCUSSION:
A) The interest on the installment note is set at the current rate quoted by Piper
Jaffray & Co. for this type of debt: 4 %.
B) The interest on the assessments should include a 0.5% administrative and
processing fee (standard practice) for a total rate of 4.5 %.
C) Staff recommends approval of the issuance and purchase of the installment note
and setting of the interest rates for the note and assessments as set forth above.
4(c)
LID 149
Kurtzman Area
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ORDINANCE NO.
AN ORDINANCE RELATING TO LOCAL IMPROVEMENT DISTRICT NO. 149
FIXING THE AMOUNT, FORM, DATE, INTEREST RATE AND MATURITY OF
THE LOCAL IMPROVEMENT DISTRICT NO. 149 INSTALLMENT NOTE;
PROVIDING FOR THE PURCHASE OF SUCH NOTE BY THE CITY FROM
FUNDS ON DEPOSIT IN THE BOULEVARD MAINTENANCE FUND AND
FIXING THE INTEREST RATE ON LOCAL IMPROVEMENT DISTRICT NO. 149
ASSESSMENT INSTALLMENTS
WHEREAS, pursuant to RCW 35.45.150, the City Council of the City of Pasco,
Washington (the "City"), has determined to issue its Local Improvement District No. 149
Installment Note in the aggregate principal amount of $261,504.36 and finds it is in the best
interest of the City that such note be purchased by the City from funds on deposit in the
Boulevard Maintenance Fund of the City and available for investment.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PASCO,
WASHINGTON, DO ORDAIN AS FOLLOWS:
Section i. ATHORIZATION AND DESCRIPTION OF NOTE. The total amount of
the assessment roll in Local Improvement District No. 149 in the City of Pasco, Washington (the
"City"), created under Ordinance No. 4137 which passed January 6, 2014 was $261,504.36. The
3o -day period for making cash payments of assessments without interest in the District expired
on February 25, 2014 and the total amount of assessments paid in cash to date is $24,876.32
leaving a balance of assessments unpaid on the assessment roll in the sum of $236,628.04. The
Local Improvement District No. 149 Installment Note (the "Note'l shall, therefore, be issued
pursuant to RCW 35.45.15o as a single installment note in the total principal sum of
$236,628.04. The Note shall be dated March 1, 2014 shall mature on March 1, 2024 shall be in
fully registered form; and shall be numbered R -3. The Note shall bear interest at the rate of
4.0% per annum (computed on the basis of a 36o -day year of twelve 3o -day months), payable
annually on each March 1, beginning March 1, 2015.
Section 2. APPOINTMENT OF NOTE REGISTRAR; REGISTRATION AND
TRANSFER OF NOTE. The Financial Services Manager of the City is appointed Note
Registrar for the Note. The Note shall be issued to the City s Boulevard Maintenance Fund (the
"Registered Owner ") only in the registered form as to both principal and interest and shall be
recorded on books or records maintained by the Note Registrar (the "Note Register "). The Note
Register shall contain the name and mailing address of the Registered Owner. The Note may
not be assigned or transferred by the Registered Owner. When the note has been paid in full,
both principal and interest, it shall be surrendered by the Registered Owner to the Note
Registrar, who shall cancel the Note.
The Note Registrar shall keep, or cause to be kept, at her office, sufficient books for the
registration of the Note. The Note Registrar is authorized, on behalf of the City, to authenticate
and deliver the note in accordance with the provisions of the Note and this ordinance, to serve
as the City's paying agent for the Note and to carry out all of the Note Registrar's powers and
duties under this ordinance. The Note Registrar shall be responsible for the representations
contained in the note registrar's Certificate of Authentication on the Note.
Section g. PAYMENT OF NOTE. Both principal of and interest on the Note shall be
payable solely out of the Local Improvement Fund, District No. 149 (the "Note Fund" ), and from
the Local Improvement Guaranty Fund of the City, and shall be payable in lawful money of the
United States of America. Interest on the Note, and any prepaid principal thereof, shall be paid
by check, draft or interfund transfer on the interest payment date to the Registered Owner at the
address appearing on the Note Register. The final installment of principal of and interest on the
Note at maturity or prior repayment is payable at the office of the Note Registrar in Pasco,
Washington, upon presentation and surrender of the Note.
Section 4. PREPAYMENT PROVISIONS. The City reserves the right to prepay
principal of the Note prior to its stated maturity on any interest payment date, at par plus
accrued interest to the date fixed for prepayment, whenever there shall be sufficient money in
the Note Fund to prepay the principal of the Note over and above the amount required for the
payment of the interest then due on the Note. No notice of prepayment to the Registered owner
is required. Interest on the principal of the Note so prepaid shall cease to accrue on the date of
such prepayment.
Section 5. PLEDGE OF ASSESSMENT PAYMENTS. Assessments collected in
Local Improvement District No. 149 together with interest and penalties, if any, are pledged to
the payment of the Note, and shall be deposited in the Note Fund. The Note is payable solely
out of the Note Fund and the Local Improvement Guaranty Fund of the City in the manner
provided by law and constitutes a lien and charge upon such Note Fund and Local Improvement
Guaranty Fund. The Note is not a general obligation of the City.
Section 6. FAILURE TO REDEEM NOTE. If the Note is not redeemed when
properly presented at its maturity or prepayment date, the City shall be obligated to pay interest
on the Note at the same rate provided therein from and after its maturity or prepayment date
until the Note, both principal and interest, is paid in full or until sufficient money for its
payment in full is on deposit in the Note Fund and the note has been called for payment by
giving notice of that call to the Registered Owner.
Section 7. FORM AND EXECUTION OF NOTE. The Note shall be printed,
lithographed or typed on good bond paper in a form consistent with the provisions of this
ordinance and state law, shall be signed by the Mayor and the City Clerk, either or both of whose
signatures may be manual or in facsimile, and the seal of the City or a facsimile reproduction
thereof shall be impressed or printed thereon.
Only the Note bearing a Certificate of Authentication in the following form, manually
signed by the Note Registrar, shall be valid or obligatory for any purpose or entitled to the
benefits of this ordinance.
CERTIFICATE OF AUTHENTICATION
This Note is the fully registered City of Pasco, Washington, Local Improvement District
No. 149 Installment Note described in the Note Ordinance.
Financial Services Manager
Note Registrar
The authorized signing of the Certificate of Authentication shall be conclusive evidence that the
Note has been duly executed, authenticated and delivered and is entitled to the benefits of this
ordinance.
Section 8. PURCHASE AND SALE OF NOTE. The City will purchase the Note
from funds available for investment on deposit in the Boulevard Maintenance Fund of the City
at a price of par plus accrued interest from the date of the Note to the date of its transfer to the
City. The proper City officials are authorized and directed to do everything necessary for the
prompt delivery of the Note and for the proper application and use of the proceeds of the sale
thereof.
Section 9. FIXING INTEREST RATE ON ASSESSMENTS. The interest rate on
the installments and delinquent payments of the special assessments in Local Improvement
District No. 149 are revised and fixed at the rates of 4.5% per annum and 8.00% per annum,
respectively. ,
Section 1o. EFFECTIVE DATE OF ORDINANCE. This ordinance shall take effect
and be in force five (5) days from and after its passage and five (5) days following its publication
as required by law.
Adopted by the City Council of the City of Pasco, on this 16th day of September, 2013.
City of Pasco:
Matt Watkins, Mayor
Attest:
Approved As To Form:
Debra Clark, City Clerk Leland B. Kerr, City Attorney
No. R -3
UNITED STATES OF AMERICA
STATE OF WASHINGTON
CITY OF PASCO
LOCAL IMPROVEMENT DISTRICT NO. 149 INSTALLMENT NOTE
$236,628.04
Interest Rate: 4.0% Maturity Date: 4/l/2024
Registered Owner: CITY OF PASCO BOULEVARD MAINTENANCE FUND
Principal Amount $236,628.04
N.B. The laws of the State of Washington under which this Note is issued contain the following section (RCW
35.45.070):
Neither the holder nor owner of any bond, interest coupon, warrant, or other short-term obligation issued
against a local improvement fund shall have any claim therefore against the city or town by which it is issued, except
fopayment from the special assessments made for the improvement for which the bond or warrant was issued and
except also for payment from the local improvement guaranty fund of the city or town as to bonds issued after the
creation of a local improvement guaranty fund of that city or town. The city or town shall not be liable to the holder or
owner of any bond, interest coupon, warrant, or other short-term obligation for any loss to the local improvement
guaranty fund occurring in the lawful operation thereof. A copy of the foregoing part of this section shall be plainly
written, printed or en graved on each bond."
The CITY OF PASCO, WASHINGTON (the "City"), a municipal corporation of the State of Washington, promises to pay
to the Registered Owner identified above on the Maturity Date identified above the Principal Amount identified above and to
pay interest (computed on the basis of a 360 -day year of twelve 30 -day months) thereon from the date of this Note or from the
most recent interest payment date to which interest has been paid at the Interest Rate per annum identified above, payable
annually beginning April 1, 2015 to the maturity or earlier prepayment of this Note. If this Note is not redeemed when
property presented at its maturity date, then interest shall continue to accrue at the Interest Rate identified above until this
Note, both principal and interest, is paid in full or until sufficient money for its payment in full has been deposited in Local
Improvement Fund, District No. 149 (the "Note Fund "), and this Note has been called for payment.
This Note, designated the Local Improvement District No. 149 Installment Note, is issued by the City in fully
registered form pursuant to and in full compliance with the Constitution and laws of the State of Washington and ordinances
of the City, including Ordinance No. _ (the "Note Ordinance "). This Note is issued for the purpose of providing the funds
necessary to pay the costs of constructing the improvements within Local Improvement District No. 149 of the City as ordered
to be carried out by Ordinance No. 4035 of the City.
The City has reserved the right to prepay principal of this Note prior to its stated maturity date on any interest
payment date, at par plus accrued interest to the date fixed for prepayment, whenever there is sufficient money in the Note
Fund to prepay the principal of the Note over and above the amount required for the payment of the interest then due on the
unpaid Note. No notice of prepayment to the Registered Owner is required. Interest on the principal of this Note so prepaid
shall cease to accrue on the date of such prepayment.
Both principal of and interest on this Note are payable in lawful money of the United States of America. Interest on
this Note, and any prepaid principal thereon, shall be paid by check, draft or interfund transfer on the interest payment date
to the Registered Owner at the address appearing on the registration books of the City (the "Note Register") maintained by the
Finance Services Manager of the City (the "Note Registrar"). The final installment of principal and interest on the Note at
maturity or prior repayment is payable at the office of the Note Registrar in Pasco, Washington, upon presentation and
surrender of this Note. -- - - -- - - - - -- —
The funds deposited in the Note Fund and the Local Improvement Guaranty Fund of the City have been and are
pledged irrevocably to the payment of the principal of and interest on this Note. This note is not a general obligation of the
City.
This Note shall not be valid or become obligatory for any purpose until the Certificate of Authentication hereon has
been signed by the Note Registrar.
The principal of and interest on this note shall be paid only to the Registered Owner and to no other person or entity,
and this Note may not be assigned or transferred.
The City and the Note Registrar may deem and treat the Registered Owner of this Note as its absolute owner for the
purpose of receiving payment of principal and interest and for all other purposes, and neither the City nor the Note registrar
shall be affected by any notice to the contrary. As used herein, Registered Owner means the person or entity named as
Registered Owner of this Note on the first page hereof and on the Note Register.
It is certified, recited and declared that all acts, conditions and things required to be done precedent to and in the
levying of any assessments and the issuance of this Note have been done properly, have happened and have been performed in
regular and due form, as required by law, and that this Note has not been issued in an amount in excess of the cost of
improvements in Local Improvement District No. 149.
IN WITNESS WHEREOF, the City has caused this Note to be executed on behalf of the City by its Mayor and City
Clerk, and the seal of the City to be impressed hereon, this 17 day of March, 2014.
(SEAL)
Date of Authentication:
CERTIFICATE OF
CITY OF PASCO, WASHINGTON
Mayor
City Clerk
This Note is the fully registered City of Pasco, Washington, Local Improvement District No. 149 Installment Note described in
the Note Ordinance.
Financial Services Manager, Note Registrar
Interest
Payment Date Payment
Received
Beginning principal balance:
2015
2016
2017
2018
2019
2020
2021
2022
2023
2024
LID NO. 149 INSTALLMENT NOTE
PAYMENT RECORD
Interest Principal
Paid Prepaid
Principal
Balance
Due
Note
Registrar
AGENDA REPORT NO.3
FOR: City Council n March 5, 2014
TO: Gary Crutcht Manager
FROM: Ahmad Qayoumi, Public Works Director Workshop Mtg.: 3/10/14
Regular Mtg.: 3/17/14
SUBJECT: Professional Services Agreement - Amendment No. 1
Design for Butterfield WTP Traveling Screens Phase II
I. REFERENCE(S):
1. Vicinity Map
2. Professional Services Agreement Amendment No. I
(Council packets only; copy available in Public Works office, the Pasco Library
or on the city's website at www.pasco- wa.gov for public review)
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/10: Discussion
3/17: MOTION: I move to approve Amendment No. 1 to the September 13,
2013 Professional Services Agreement with RH2 Engineering,
Inc., authorizing Design Services with respect to the Butterfield
WTP Traveling Screens project in the combined amount of
$188,927 and further, authorize the Mayor to sign the
agreement.
III. FISCAL IMPACT:
Water Utility Bonds
IV. HISTORY AND FACTS BRIEF:
A) On September 16, 2013, Council awarded a Professional Services Agreement to RH2
Engineering, Inc., authorizing Design Services with respect to the Butterfield WTP
Traveling Screens, in the amount of $67,976.
B) A total of $17,401 of the contract was spent to complete the evaluation. A balance of
$50,575 is remaining as part of the original professional services agreement.
V. DISCUSSION:
A) Upon completion of the "as- constructed" 3 -D scanning, modeling, and 30% PS &E it
became evident that a retro -fit of the Butterfield traveling screens would not be a
viable option due to current WDFW and NMFS regulations that severely restrict
screen mesh size and result in significantly diminished capacity per intake screen. An
alternate intake method, similar to the WPWTP barrel screens, was selected as the
best retro -fit option for the Butterfield raw water intake facility.
B) Amendment No. 1 covers the revised Scope of Work for Design Services with respect
to the new Butterfield WTP Barrel Screens and the revised Scope of Work for Design
Services with respect to the incorporation of four replacement variable frequency
drives (VFDs), previously purchased by the City, and SCADA system modifications
to control the new VFDs, for use with the new barrel screen intake facilities. The
unused $50,575 from the original professional services agreement is being rolled over
into the revised contract.
C) With the acceptance of Amendment No. 1, the original Fixed Sum contract will
proceed as a Time and Material, Not to Exceed contract. The total amount of the
revised contract is $188,927 ($17,401 + $135,573 + $35,953).
4(d)
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AGENDA REPORT NO. 4
FOR: City Council March 5, 2014
TO: Gary Crutchfie Manager
FROM: Ahmad Qayo , Public Works Director Workshop Mtg.: 03/10/2014
Regular Mtg.: 03/17/2014
SUBJECT: Traffic Signal Controller Replacement Master Plan
I. REFERENCE(S):
1. Draft Master Plan
(Council packets only; copy available in Public Works office, the Pasco Library
or on the city's website at www.pasco- wa.gov for public review)
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/10: Discussion
3/17: MOTION: I move to approve the Traffic Signal Controller Master Plan as
presented.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) In May of 2013, Council approved an agreement with Kittelson and Associates,
Inc. in the amount of $30,000 to conduct a Study to include inventory, review of
existing conditions and to identify options to improve the City's traffic signals.
Out of 50 signals, 41 are over 20 to 40 years old with controllers that are so
outdated they can seldom be repaired if broken. It also included development of
traffic signal system architect of communication system, recommendation on
project priority and a 30% City-wide signal improvement design.
B) During the past few months (especially during storms) a number of signals were
lost, resulting in complaints from citizens.
C) Kittelson and Associates has completed the Study and the 30% design that has
met the scoping of the professional services.
V. DISCUSSION:
A) The Study is now complete and it has made a number of the recommendations
that will set standards to meet the current and future growth plans for traffic
signals. The Study findings recommend the following:
• Consistent traffic signal cabinets and controller equipment that communicates
and monitors signal controllers, detections and future ITS equipment.
• Traffic signal control equipment that will provide advanced functionality,
traffic monitoring, and coordination strategies that improve operations and
reduce delay to users. Standard in the 2070 controller type to allow for
changes in future operating systems and/or local signal control software
platforms.
• Equipment capable of communicating as a system, including with Washington
State Department of Transportation (WSDOT) traffic signal controllers, and
support the latest national standards.
• Open signal controller hardware platform.
B) We will be implementing recommendations from the Study in the Road 68 Project
and when we design the 100% design plans for the City -Wide Controller
Upgrades and associated improvements.
4(e)
AGENDA REPORT
TO: City
FROM: Gary CrutchfL , i Manager
SUBJECT: Civil Service Commission Appointment
I. REFERENCE(S):
1. PMC 2.33
2. Application, Janis Hastings (Council packets only)
March 3, 2014
Workshop Mtg.: 3/10/14
Regular Mtg.: 3/17/14
II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
3/10: Discussion
3/17: MOTION: I move to confine the City Manager's reappointment of Janis
Hastings to Position No. 1 on the Civil Service Commission term
to expire 2/17/20.
III. FISCAL IMPACT:
(none)
IV. HISTORY AND FACTS BRIEF:
A) State Law (RCW 41.08 and 41.12) requires the city to maintain a Civil Service
Commission for its Police and Fire Departments. PMC 2.33 provides for the
Pasco Civil Service Commission and appointment of its members to six -year
terms.
B) The Civil Service Commission is to be composed of three citizens to assure
fairness and impartiality in the hiring and promotion of uniformed police and fire
employees. The Commission also decides appeals of discipline administered to
uniformed Police and Fire employees, when such employees elect to use the Civil
Service Commission hearing process (rare occasions) rather than the grievance
arbitration process afforded in their respective bargaining contracts. In addition,
the city has designated the Civil Service Commissioners to fill the role of a
personnel board to consider certain appeals of workplace issues relating to non -
uniformed employees who are not otherwise covered by a collective bargaining
agreement.
V. DISCUSSION:
A) The key attributes of a Civil Service Commission/Personnel Board member are
experience in managing people in the workplace and the ability to make a fair and
impartial decision based on the facts surrounding an issue. Ms. Hastings has
demonstrated that ability for the past six years as a member of the Civil Service
Commission.
B) Although appointments to the Civil Service Commission are made by the City
Manager, PMC 2.33 provides for "...consent of the City Council." Consent of the
City Council is hereby requested (in the form of the proposed motion).
4(f)
CHAPTER 2.33 CIVIL SERVICE COMMISSION & PERSONNEL BOARD
Sections:
2.33.010
CREATED - PURPOSE ........................................ .............................26
2.33.020
MEMBERSHIP ................................................... .............................26
2.33.030
CIVIL SERVICE RULES ....................................... .............................26
2.33.040
POWERS AND DUTIES OF PERSONNEL BOARD ... .............................26
2.33.050
FIRE CHIEF EXCEPTED ...................................... .............................26
2.33.060
POLICE CHIEF EXCEPTED .................................. .............................26
2.33.010 CREATED - PURPOSE. There is created pursuant to RCW 41.08 and
RCW 41.12 a Civil Service Commission for the Fire Department and Police Department,
and a Personnel Board for all employees of the City. (Ord. 3266 Sec. 5, 1997.)
2.33.020 MEMBERSHIP. Residents of the City of Pasco being citizens of the
United States will be eligible for appointment. The City Manager will make all
appointments to the commission with consent of the City Council, following rules
established in RCW 41.08 and RCW 41.12. Members of the Civil Service Commission
will also serve as members of the Personnel Board. (Ord. 3266 Sec. 5, 1997.)
2.33.030 CIVIL SERVICE RULES. The Commission shall adopt rules as provided
for in RCW 41.08 and RCW 41.12 respectively. Commission Rules may be amended
and updated from time to time. (Ord. 3266 Sec. 5, 1997.)
2.33.040 POWERS AND DUTIES OF PERSONNEL BOARD. It shall be the duty of
the Personnel Board to:
A) Hear grievances in accordance with rules of procedures and practices to
be adopted by the Board, but informality of proceedings or in the manner of taking
testimony shall not affect any action of the Board.
B) Advise the appointing authority on matters brought before the Board by
the appointing authority.
C) Keep such records as may be necessary for the proper execution of the
powers and duties of the Board. (Ord. 3266 Sec. 5, 1997.)
2.33.050 FIRE CHIEF EXCEPTED. Any person appointed as Fire Chief after
January 25, 1994 shall be excepted from inclusion within the perview of the Civil
Service System created by this chapter. (Ord. 3545 Sec. 33, 2002.)
2.33.060 POLICE CHIEF EXCEPTED. Any person appointed as Police Chief after
January 25, 1994 shall be excepted from inclusion within the perview of the Civil
Service System created by this chapter. (Ord. 3545 Sec. 33, 2002.)
PMC Title 2 12/16/13 26
TO: City Council
FROM: Gary
SUBJECT: 2013
I.
II.
III.
IV.
V.
REFERENCE(S):
Survey
March 4, 2014
Workshop Mtg.: 3/10/14
2013 National Citizen Survey for Pasco (Council packets only)
ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/10: Discussion
FISCAL IMPACT:
None
HISTORY AND FACTS BRIEF:
A) The City has contracted with the National Research Center in Colorado every odd
year since 2005 to conduct the "National Citizen Survey" (a trademarked, uniform
survey methodology) in Pasco. The survey information has subsequently been
used in developing Council goals for the ensuing biennia.
B) The National Research Center was again contracted in 2013 to conduct the survey
for the City. The attached documents report the results of that survey.
A) The survey reflects a lower response rate (only 214) than for previous years
(2005 -304 respondents; 2011 -231 respondents) reflecting a downward trend and
perhaps begging the question if there may be declining effectiveness of this
method for gathering public input. The results are statistically valid with an error
factor of 7 %. Surveys returned reflect about 18% (down from 19% in 2011) of
the sample of 1200 households.
B) Given the number of times that the survey has been used in the City, one would
expect data to become more meaningful in terms of viewing and understanding
trends over time. While the nature of surveying (using a similar size, but a
different sample for each year of the survey) will naturally yield some variance in
results, some significant trends may begin to be recognized, while survey results
may establish that "things are pretty stable" in other areas.
C) The overall presentation of survey results is in a somewhat different format than
in previous years which makes for a bit more difficulty in comparing information
from prior years. The new reporting format places more emphasis on
"community livability" as opposed to government performance alone. The eight
aspects of livability, which include:
1. Safety
2. Mobility
3. Natural Environment
4. Built Environment
5. Economy
6. Recreation and Wellness
7. Education and Enrichment
8. Community Engagement
are then measured across three "pillars of a community," as described by NCS,
which are:
1. Community Characteristics
2. Governance
3. Participation
4(g)
This information is most clearly presented in the attached "Community Livability
Report." Greater detail on the survey is furnished in the Technical Appendices.
D) In previous years (as in 2013), Pasco information has been compared to
benchmark communities, which also participated in the survey. In previous
reports, Pasco residents ranked the quality of Pasco services as "above the
benchmark" in a few areas, with the rest being similar to or below. The 2013
results, interestingly, show no "above benchmark" areas, causing staff to wonder
if there is 1) a real perception of decreased quality; 2) simply an abbreviation of
the sample; or 3) a change in the benchmark grouping resulting in a less favorable
comparison. (It could be that, given tighter municipal budgets, some communities
with greater financial challenges in providing services have eliminated
participation in the survey resulting in a skewing of the comparison data.) NCS
has suggested that perhaps the best benchmark to consider is the city's own trend
line.
E) Some notable positive results of the survey include (combined "excellent" and
"good" responses):
• Overall quality of life was 69 %, compared to 64% in 2011.
• Quality of the neighborhood — 77% excellent/good, compared to 71 % in 2011.
• Overall feeling of safety in neighborhood — 92% excellent/good — a trend
which has been in the 90% range for the past three surveys after being in the
80% range in 2005 and 2007.
F) While some notable negative trends were identified by staff in 2011, each seemed
to fare better with 2013 respondents (combined "excellent" and "good"
responses):
• Animal Control: 2011 —37%; 2013 —46%
• Code Enforcement: 2011 —27%; 2013 — 33%
• Public Library Services: 2011— 61%; 2013 —69%
G) On the negative side of result trends (combined "excellent" and "good"
responses):
• City parks have trended downward for most every survey, from 70% in 2005
to 56% in 2013.
• Recreation programs have had a similar trend line: 69% in 2005 to 45% in
2013.
• Street repair, likewise, showed a decrease from the mid -50% range, in all
prior years, to 39% in 2013.
H) The respondents' perception of local government compared to state and federal
government remains positive with a somewhat wider gap at 64% (61% in 2011)
with federal only 36% positive (declining from 42% in 2011).
I) In addition to the standard survey questions, the city included three policy
questions designed to gauge the opinion in the community regarding three
particular, current issues. The results are as follows:
1. Ambulance Fees in Fire District #3: The "donut hole" area surrounded by
Pasco has received ambulance service from the Pasco Fire Department, paid
by Fire District #3 at an equivalent fee of $1.00 per household per month
(compared with Pasco residents' fee of $625 1month). If the City continues to
provide the same paramedic ambulance service to Fire District #3 that it
provides to City residents, to what extent do you support or oppose altering
the contract so that District residents pay at least the same fee as Pasco
residents?
• 86% somewhat or strongly support this notion (70% strongly support it);
6% strongly oppose it.
2. Funding Large Projects: Funding large projects, such as a convention
center, performing arts center, aquatics facility or museum in Pasco can be
done in a number of ways. Partnering with the Regional Public Facilities
District (with the approval of Tri -City voters) can finance projects of $35
million or more. The Pasco Public Facilities District (Pasco only) could
finance a project of about $10 million. To what extent do you support or
oppose each of the following?
• 79% of the respondents somewhat or strongly support the idea of
continuing the partnership with the Regional Public Facilities District
(44% strongly support).
• 75% support working independently with the Pasco Public Facilities
District to identify a project for Pasco (27% strongly support).
• Only 31% support abandoning efforts to consider future facilities (7%
strongly support).
3. Pasco Senior Center: Use of the Pasco Senior Center by seniors has
continued to decline over time, but still requires increased funding to remain
open. To what extent do you support or oppose transitioning the Pasco Senior
Center into a "community recreation center ?"
• 70% favor a community recreation center for all ages with current levels
of programming for seniors.
• 61% support a community recreation center for all ages with decreased
programming for seniors.
• 36% prefer to leave the center as is.
H) The survey document will be used by staff in preparing proposals for Council
consideration at its Council retreat April 18 -19. The entire survey document will
be posted on the city's website after March 14, so that anyone can view the
comparative results.
AGENDA REPORT
FOR: City Council
TO: Gary Crutchfie Manager
FROM: Stan Strebel, D uty City Manager T�
SUBJECT: Electronic Tablets for Agenda Packets and Council Email
I. REFERENCE(S):
1. Cost Estimates, 3 Options
2. Draft iPad Policy
March 5, 2014
Workshop Mtg.: 3/10/14
Il. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/10: Discussion
III. FISCAL EVIPACT:
IV. HISTORY AND FACTS BRIEF:
A) Council discussed the concept of using iPad devices for agenda packets and Council
email at several meetings last year. Following a meeting in which the proposed
agenda software and iPad devices were demonstrated, Council reviewed costs,
efficiencies and issues of concern, largely surrounding the proposed purchase of non-
cellular devices, requiring Council members to use Wi -Fi availability to access the
internet for email and downloading agenda materials.
B) With another year having passed, we have gained additional experience with the
production of Council email and other electronic records stored on personal devices.
The potential future costs of continuing without a uniform way to produce required
public records strongly suggests that Council revisit this issue.
C) Staff has received current pricing for the purchase of the necessary software and ipad
devices as well as for cellular data plans which would allow 24/7 (most anywhere)
internet access to the iPad devices (see attached cost estimates). Of the three options
presented, if Council were to decide to convert to electronic packets, staff suggests
Option 2 under which all devices (including staff) would be cellular equipped but
only Council would have cellular subscription (staff has Wi -Fi access at City Hall
and will not routinely need subscription service; however, the cost to upgrade the
devices, $33 is minimal and may give the City greater flexibility in the future).
Under the proposed Option 2 approximately $20,168 is needed for implementation
with annual on -going expense of $5,556.
D) The proposed shared data plan has a top end limit (10GB), beyond which the city
must pay for overage; for this reason, personal use should be kept to a minimum per
the attached, draft policy (see paragraph 3, draft policy). Plan capacity can be
increased or decreased as needed, depending on experience. As the devices would be
city equipment and the internet use paid as an expense of the city, Councilmembers
should expect that all records sent, received, created or viewed on the device will
likely be subject to full public disclosure (see paragraph 4, draft policy).
E) While there are costs involved with implementation as outlined, staff believes that
they will be more than offset in efficiency in producing the agenda packet and
providing response to public records requests while providing equal or better access
to the public of Council information.
V. DISCUSSION:
A) Staff invites any further discussion and Council direction on this issue.
4(h)
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City of Pasco
Draft Wad Policy
1. PURPOSE. In order to save paper, time and money the City Council is being issued iPads. This will
allow a convenient way for the Council to receive agenda packets and email correspondence. The
responsible use of this technology will improve the efficiency with which the City and the Council
operate. This policy shall apply to the use of any iPad or similar device issued to a Councilmember.
This Policy is intended to supplement other legal requirements established by local, state, or federal
laws and regulations.
2. CONNECTIVITY. The City will provide internet connection service via a shared data plan for all
Councilmembers. Councilmembers will also have free Wi -Fi access at the City. As overage costs apply
if the limits of the shared data plan are exceeded, staff will monitor usage to determine if adjustments to
the plan limits need to be made. Individual Councilmembers are encouraged to limit usage to essential
business needs of the City.
3. PERSONAL USE. The Wad should be used to conduct City business. Some limited, incidental
personal use is permitted, so long as it does not subject the City to additional cost or liability, does not
interfere with City business, productivity or the performance of duties, is brief in duration and
frequency, does not pose additional risk to security, reliability or privacy or cause or tend to cause
damage to the City's reputation or credibility. The Wad should not be used by family, friends, or any
person other than the Councihmember to whom the device was issued.
4. PRIVACY. As personal use is not specifically prohibited Councilmembers should be aware that any
record created, item viewed, application used, email sent, or other such use of the device will likely be
subject to public disclosure. Council members have no expectation of privacy regarding any use or
content of the iPad.
5. RETENTION OF RECORDS. Councilmembers may be required to turn in the iPad at any time for
maintenance, a system or memory backup, public disclosure, or for any other reason. It should be
anticipated that the iPad will need to be turned in at least once annually, if not more frequently. To the
extent emails, notes, agenda packets, or other public records are created or used on the iPad, they
should not be deleted until the City has created a backup copy, or until the City's Public Records
Officer has approved destruction of the record. As a rule of thumb any record on the device should be
considered a public record.
6. LOSS PREVENTION. Councilmembers should take reasonable care to avoid theft of or damage to
the Wad. In the event the device is lost, stolen, damaged, or becomes inoperable the Councihmember
should promptly notify the City Manager. Failure to take reasonable care to prevent theft or damage to
the Wad may result in assessment of replacement costs.
7. ETIQUETTE. The iPad should not be used to conduct internet research or send messages via email or
other format during public meetings. Using the device to send or receive communications during public
meetings or to send "serial" email to other Council members can violate the Open Public Meetings Act.
8. PRIVILEGES. Any misuse of the iPad, including, but not limited to, any violation of this policy may
result in a revocation of the Councilmember's privileges to use the device. The Mayor shall have the
right to revoke privileges, but the Councihnember subject to such action shall have the right to bring
the matter before the balance of the City Council to have the decision affirmed or overturned by
majority vote of the Council.