HomeMy WebLinkAbout2014.03.17 Council Meeting PacketAGENDA
PASCO CITY COUNCIL
Regular Meeting 7:00 p.m. March 17, 2014
I. 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 March 3, 2014.
(b) Bills and Communications: (A detailed listing of claims is available for review in the
Finance Manager's office.)
1. To approve claims in the total amount of $2,238,311.74.
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 $353,227.45 and, of that amount,
authorize $290,117.23 be turned over for collection.
(c) Appointments to Code Enforcement Board: (NO WRITTEN MATERIAL ON
AGENDA)
To appoint Russell Glatt to Position No. 3, and to reappoint Dennis Duncan to Position No.
4 and Mary Gutierrez to Position No. 5 (all with the expiration date of 1/1/16) to the Code
Enforcement Board.
(d) 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).
To confirm the City Manager's reappointment of Janis Hastings to Position No. 1 on the
Civil Service Commission, term to expire 2/17/20.
(e) Butterfield WTP Traveling Screens, Phase IT — 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.Qov /citycouncilreports).
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.
(f) 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.])asco-
wa.gov/citycouncilreports .
To approve the Traffic Signal Controller Master Plan as presented.
Regular Meeting 2 March 17, 2014
*(g) Resolution No. 3535, a Resolution accepting work performed by Realm, Inc., under
contract for the 2013 Sewer Re- Lining - Road 44 Manholes Project, Project No. C7- SE -2R-
13-03.
1. Agenda Report from Ahmad Qayoumi, Public Works Director dated March 11, 2014.
2. Vicinity Map.
3. Resolution.
To approve Resolution No. 3535, accepting the work performed by Realm, Inc., under
contract for the 2013 Sewer Re- Lining - Road 44 Manholes Project.
*(h) Resolution No. 3536, a Resolution accepting work performed by Apollo Sheet Metal hic.,
for the replacement of the City Hall Cooling Towers.
I. Agenda Report from Rick Terway, Administrative & Community Services Director
dated March 5, 2014.
2. Resolution.
To approve Resolution No. 3536, accepting the work performed by Apollo Sheet Metal
Inc., for the City Hall Cooling Tower Replacement.
*(i) Resolution No. 3537, a Resolution authorizing the sale of property surplus to City needs.
1. Agenda Report from Rick Terway, Administrative & Community Services Director
dated March 14, 2014.
2. Quote.
3. Resolution.
To approve Resolution No. 3537, approving the sale of a mobile aisle filing system surplus
to City needs.
(RC) MOTION: I move to approve the Consent Agenda as read.
4. PROCLAMATIONS AND ACKNOWLEDGMENTS:
(a)
(b)
(c)
5. VISITORS - OTHER THAN AGENDA ITEMS:
(a)
(b)
(c)
6. REPORTS FROM COMMITTEES AND /OR OFFICERS:
(a) Verbal Reports from Councilmembers
(b)
(c)
7. HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS
RELATING THERETO:
(a) Recovery of Abatement Costs for 114 N. 4'" Avenue (MF #LIEN2014 -004).
1. Agenda Report from Rick White, Community & Economic Development Director
dated March 13, 2014.
2. Vicinity Map.
3. Notice of Summary Abatement.
4. Demolition Costs.
5. Memo to the City Manager dated 2/14/14 Regarding Abatement Costs.
CONDUCT A PUBLIC HEARING
Q *(b) Alley Vacation (MF #VAC2014 -002) Southern East/West Alley in Riverside Addition
(Moreman).
1. Agenda Report from Dave McDonald, City Planner dated March 11, 2014.
2. Overview Map.
3. Vicinity Map.
4. Proposed Ordinance.
CONDUCT A PUBLIC HEARING
Ordinance No. _, an Ordinance vacating an alley in Block 27, Riverside Addition.
MOTION: I move to adopt Ordinance No. , vacating the east/west alley in Block
27, Riverside Addition and, further, authorize publication by summary only.
Regular Meeting 3 March 17, 2014
8. ORDINANCES AND RESOLUTIONS NOT RELATING TO HEARINGS:
(a) 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.
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.
MOTION: I move to adopt 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 and, further, authorize publication
by summary only.
(b) Ordinance No. an Ordinance amending PMC Title 25 dealing with Special
Permits for auto sales in the C -1 District.
1. Agenda Report from Dave McDonald, City Planner dated March 11, 2014.
2. Proposed Ordinance.
MOTION: I move to adopt Ordinance No. . amending PMC Title 25 dealing with
auto sales lots in C -1 zones and, further, authorize publication by summary only.
Q *(c) Ordinance No. , an Ordinance of the City of Pasco, Washington amending the
Zoning Classification of 1325 Road 44 From C -1 (Retail Business) to RS -12 (Residential
Suburban).
1. Agenda Report from Jeff Adams, Associate Planner dated March 3, 2014.
2. Vicinity Map.
3. Proposed Ordinance.
4. Planning Commission Report.
5. Planning Commission Minutes dated 1/16/14 and 2/27/14.
MOTION: I move to adopt Ordinance No. rezoning property at 1325 Road 44
from C -1 to RS -12 and, further, authorize publication by summary only.
Q *(d) Resolution No. . a Resolution accepting the Planning Commission's
recommendation and approving a Special Permit for a Health Clinic at 1801 Sheppard
Street.
1. Agenda Report from Shane O'Neill, Planner I dated March 10, 2014.
2. Vicinity Map.
3. Proposed Resolution.
4. Report to Planning Commission.
5. Planning Commission Minutes dated 1/16/14 and 2/27/14.
MOTION: I move to approve Resolution No. _, approving a Special Permit for the
location of a health clinic at 1801 E. Sheppard Street as recommended by the Planning
Commission.
(e) Resolution No. , a Resolution of the Pasco City Council establishing Polices for
Electronic Tablet Devices.
1. Agenda Report from Stan Strebel, Deputy City Manager dated March 12, 2014.
2. Proposed Resolution.
3. Implementation Plan.
4. Option 2 Estimated Costs.
MOTION: I move to approve Resolution No. _, establishing policies for City Council
electronic tablet use.
9. UNFINISHED BUSINESS:
(None)
Regular Meeting 4 March 17, 2014
10. NEW BUSINESS:
*(a) PWRF Treatment System Optimization, Phase 3 — Pond Area Grading Project No.
C7- SR- 1A- 13 -02:
1. Agenda Report from Mike Pawlak, City Engineer dated March 11, 2014.
2. Vicinity Map.
3. Bid Summary.
(RC) MOTION: I move to award the low bid for the PWRF Treatment System Optimization,
Phase 3 — Pond Area Grading Project to Big D's Construction of the Tri- Cities, Inc., in the
amount of $423,748.80 and, further, authorize the Mayor to sign the contract documents.
*(b) Agreement for City Manager Recruitment:
1. Agenda Report from Stan Strebel, Deputy City Manager dated March 13, 2014.
2. Proposed Agreement.
3. Draft Recruitment Schedule.
MOTION: I move to approve the agreement with Prothman for recruitment services and,
further, to authorize the Mayor to sign the agreement.
11. MISCELLANEOUS DISCUSSION:
(a)
(b)
(c)
12. EXECUTIVE SESSION:
(a) Collective Bargaining Proposals
(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, March 17, City Hall Conference Room 41 — LEOFF Disability Board Meeting.
(MAYOR MATT WATKINS and COUNCILMEMBER REBECCA FRANCIK)
2. 7:00 p.m., Tuesday, March 18, TRAC — Community Forum.
3. 8:00 a.m., Wednesday, March 19, Pasco Red Lion — Washington Municipal Clerks Association
Conference, Welcome Address. (MAYOR MATT WATKINS)
4. 11:30 a.m., Wednesday, March 19, Three - Rivers Convention Center — TRIDEC's 51" Annual
Meeting. (COUNCILMEMBER MIKE GARRISON)
5. 7:00 p.m., Wednesday, March 19, Pasco Senior Center — Community Forum.
6. 1:30 -5:00 p.m., Thursday, March 20, Pasco City Hall — Individual Councilmember Interviews with
Greg Prothman.
7. 11:30 a.m., Friday, March 21 — Benton - Franklin Council of Governments Board Meeting.
(COUNCILMEMBER AL YENNEY, Rep.; REBECCA FRANCIK, Alt.)
MINUTES
REGULAR MEETING PASCO CITY COUNCIL MARCH 3, 2014
CALL TO ORDER:
The meeting was called to order at 7:00 p.m. by Matt Watkins, Mayor.
ROLL CALL:
Councilmembers present: Mike Garrison, Robert Hoffinann, Tom Larsen, Saul Martinez,
Matt Watkins and Al Yenney. Excused: Rebecca Francik.
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; Abroad Qayoumi, Public
Works Director; Bob Metzger, Police Chief; Bob Gear, Fire Chief and Mike Pawlak, City
Engineer.
The meeting was opened with the Pledge of Allegiance.
CONSENT AGENDA:
(a) Approval of Minutes:
Minutes of the Pasco City Council Meeting dated February 18, 2014.
(b) Bills and Communications:
To approve Claims in the amount of $2,023,277.41 ($611,572.15 in Check Nos. 197002-
197173; $374,425.75 in Electronic Transfer Nos. 453 -660; 662; 665 -789; $25,138.77 in
Check Nos. 46494 - 46516; 900000019 - 900000020; $548,086.73 in Electronic Transfer
Nos. 30066369 - 30066827; $225,839.23 in Electronic Transfer Nos. 31 -33; $238,214.78
in Electronic Transfer Nos. 20 -24).
(c) Appointments to Downtown Pasco Development Authority:
To appoint Isaac Cortez to Position No. 2 and Jacob Gonzalez to Position No. 3 (with the
expiration date of 12/20/16); to appoint Ana Ruiz Peralta to Position No. 5 (expiration
date of 12/20/14); and to reappoint Jean Ryckman to Position No. 6 and Ofelia Ochoa to
Position No. 7 (with the expiration date of 12/20/18) to the Downtown Pasco
Development Authority.
(d) Use of TPA Reserve Account:
To approve the 2014 Additional Reserve Account Uses for the Tourism Promotion Area
in the amount of $134,000.
MOTION: Mr. Garrison moved to approve the Consent Agenda as read. Mr. Hoffmann
seconded. Motion carried by unanimous Roll Call vote.
REPORTS FROM COMMITTEES AND /OR OFFICERS:
Mr. Garrison attended the Tri-Cities Visitor and Convention Bureau Board meeting and
the TRIDEC Board of Directors meeting.
Mr. Hoffmann and Mr. Larsen attended the celebration for the new St. Vincent de Paul
food bank.
HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS
RELATING THERETO:
Street Vacation (MF #VAC2014 -001) a Portion of Myrtle Avenue ( Ochoa)
3(a).1
MINUTES
REGULAR MEETING PASCO CITY COUNCIL MARCH 3, 2014
Mr. White explained the details of the proposed vacation.
MAYOR WATKINS DECLARED THE PUBLIC HEARING OPEN TO CONSIDER THE PROPOSED
VACATION.
FOLLOWING THREE CALLS FOR COMMENTS, EITHER FOR OR AGAINST, AND THERE BEING
NONE, MAYOR WATKINS DECLARED THE PUBLIC HEARING CLOSED.
Ordinance No. 4145, an Ordinance vacating a portion of South Myrtle Avenue.
MOTION: Mr. Garrison moved to adopt Ordinance No. 4145, vacating a portion of
Myrtle Street and, further, authorize publication by summary only. Mr. Yenney seconded.
Motion carried unanimously.
Street Vacation (MF #VAC2013 -008) a Portion of Whipple Drive (Gonzales).
Council and staff discussed the details of the proposed vacation.
MAYOR WATKINS DECLARED THE PUBLIC HEARING OPEN TO CONSIDER THE PROPOSED
VACATION.
Mr. Nicholas Gonzalez, 9120 Whipple Dr., clarified his interest in the vacation.
FOLLOWING THREE CALLS FOR COMMENTS, EITHER FOR OR AGAINST, MAYOR WATKINS
DECLARED THE PUBLIC HEARING CLOSED.
Ordinance No. 4146, an Ordinance vacating a portion of Whipple Drive.
MOTION: Mr. Garrison moved to adopt Ordinance No. 4146, vacating a portion of
Whipple Drive and, further, authorize publication by summary only. Mr. Yenney
seconded. Motion carried unanimously.
MISCELLANEOUS DISCUSSION:
Mr. Martinez and Mr. Yenney commented on the quality of the applicants for the
Downtown Pasco Development Authority and encouraged the applicants not appointed to
continue to apply.
ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:22 p.m.
APPROVED: ATTEST:
Matt Watkins, Mayor Debra L. Clark, City Clerk
PASSED and APPROVED this 17th day of March, 2014
CITY OF PASCO
Council Meeting of: March 17, 2014
Accounts Payable Approved
The City Council
City of Pasco, Franklin County, Washington
tthnde d, do hereby certify under penalty of p erjury that the materials have been furnished, the
or the labor performed as described herein and that the Gaim is a just, due and unpaid
ainst the city and that vie are authorized to authenticate antl certify to said claim.
unyele M$ on, 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
17 day of March, 2014 that the merchandise or services hereinafter specified have been received and are approved for payment:
Claims Bank Pavroll Bank en'1 Bank Elecuonic Bank Combined
Check Numbers 197174- 197432 46517 -46550
900000023
Total Check Amount $1,260,752.71 $35,893.33 Total Checks $ 1,296,646.04
Electronic Transfer Numbers 790- 792, 948 -949 30066828- 30067289 34 -39 25-27
952, 1009
Total EFT Amount $241,675.12 $553,102.26 $77,989.31 $68,899.01 Total EFTS $ 941,665.70
Grand Total $ 2,238,311.74
Councilmember Councilmember
SUMMARY OF CLAIMS BY FUND:
GENERALFUND
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
SPECIAL ASSESSMNT LODGING
LITTER CONTROL
REVOLVING ABATEMENT
TRAC DEVELOPMENT & OPERATING
ECONOMIC DEVELOP
STADIUM /CONVENTION CENTER
GENERAL CAP PROJ CONSTRUCTION
WATERISEWER
EQUIPMENT RENTAL - OPERATING GOVERNMENTAL
EQUIPMENT RENTAL - OPERATING BUSINESS
EQUIPMENT RENTAL - REPLACEMENT GOVERNMENTAL
EQUIPMENT RENTAL - REPLACEMENT BUSINESS
MEDICAUDENTAL INSURANCE
FLEX
PAYROLL CLEARING
GRAND TOTAL ALL FUNDS:
$ 2,238,311.74
3(b),i
AGENDA REPORT
FOR: City Council ! DATE: March 12, 2014
TO: Gary Crntchfie anager REGULAR: March 17, 2014
Rick Terway, A ' rative & C / �, jtsLmty Services Director
FROM: Dunyele Mason, Financial Services Manager
SUBJECT: BAD DEBT WRITE -OFFS /COLLECTION.
I. REFERENCE (S):
II.
III.
IV
Write -off and collection lists are on file in the Finance Department.
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 $353,227.45 and, of that amount,
authorize $290,117.23 be turned over for collection.
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.
ADMINISTRATIVE ROUTING:
cc: Dot French, Municipal Court Clerk
3(b)e2
Amount
Direct
Referred to
Total
Write -offs
Collection
Write -offs
Utility Billing
$
131.07
279.63
410.70
Ambulance
$
61,979.15
29,506.79
91,485.94
Court A/R
$
.00
249,846.80
249,846.80
Code Enforcement
$
1,000.00
7,821.00
8,821.00
Cemetery
$
.00
1,275.02
1,275.02
General
$
.00
1,387.99
1,387.99
Miscellaneous
$
.00
.00
.00
TOTAL:
$
63,110.22
290,117.23
353,227.45
ADMINISTRATIVE ROUTING:
cc: Dot French, Municipal Court Clerk
3(b)e2
AGENDA REPORT
TO: City
FROM: Gary Crutch l'00 " 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
H. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
3/10: Discussion
3/17: MOTION: I move to confirm 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).
3(d)
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
AGENDA REPORT NO.3
FOR: City Council n March 5, 2014
TO: Gary CrutchfitG" Manager
FROM: Ahmad Qayoum�i, 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. 1
(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)
1I. 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).
3(e)
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AGENDA REPORT NO.4
FOR: City Council
TO: Gary Crutchfie Manager
FROM: Ahmad Qayou iiPublic Works Director
SUBJECT: Traffic Signal Controller Replacement Master Plan
I. REFERENCE(S):
March 5, 2014
Workshop Mtg.: 03/10/2014
Regular Mtg.: 03/17/2014
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.
3(f)
AGENDA REPORT NO. 5
FOR: City Counci t
TO: Gary Crutchfiel, , anager
FROM: Ahmad Qayourhi, Public Works Director
SUBJECT: Accept 2013 Sewer Re- Lining — Rd 44 Manholes Project
I.
II.
REFERENCE(S):
1. Vicinity Map
2. Resolution
March 11, 2014
Regular Mtg.: 3/17/14
ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
03/17: MOTION: I move to approve Resolution No.'3535 accepting the work
performed by Realm, Inc. under contract for the 2013 Sewer
Re- Lining — Rd 44 Manholes Project.
IH. FISCAL IMPACT:
Utility Fund
IV.
V.
HISTORY AND FACTS BRIEF:
A) This project involved the lining of 21 manholes along Road 44 (I -182 to Court
Street). This is a continuation of an annual program to line the older sewer
system with PVC using a trenchless process.
B) On December 2, 2013 Council awarded the 2013 Sewer Lining — Rd 44 Manholes
Project to Realm, Inc. for $122,066.40 including sales tax.
DISCUSSION:
A) The final project construction contract totaled $122,066.40 including sales tax.
B) The work is now complete and staff recommends acceptance of this work.
3(g)
RESOLUTION NO.M b
A RESOLUTION ACCEPTING WORK PERFORMED BY REALM, INC. UNDER
CONTRACT FOR THE 2013 SEWER RE -LINING — RD 44 MANHOLES PROJECT,
PROJECT NO. C7- SE- 2R- 13 -03.
WHEREAS, the work performed by Realm, Inc. under contract for the 2013 Sewer Re-
Lining — Rd 44 Manholes Project, Project No. C7- SE- 2R -13 -0, has been examined by the Public
Works Operations Division and has been found to be in apparent compliance with the applicable
project specifications and drawings, and
WHEREAS, it is Public Works Operations Division 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 Public Works Operations Division recommendation and thereby
accepts the work performed by Realm, Inc. under contract for the 2013 Sewer Re- Lining — Rd 44
Manholes Project, Project No. C7- SE- 2R- 13 -03, 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 17th day of March 2014.
Matt Watkins
Mayor
ATTEST:
Debra L. Clark
City Clerk
APPROVED AS TO FORM:
Leland B. Ken•
City Attorney
AGENDA REPORT
FOR: City Council
TO: Gary Crutch t Manager
FROM: Rick Terway, Director
Administrative and Comm ervices
SUBJECT: City Hall Cooling Tower Replacement
I. REFERENCE(S):
1. Resolution
March 5, 2014
Regular Mtg.: 3/17/14
H. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/17: MOTION: I move to approve Resolution No.5§N accepting the work
performed by Apollo Sheet Metal Inc. for the City Hall Cooling
Tower Replacement.
HI. FISCAL IMPACT:
General Fund - $222,270.53 including sales tax.
IV. HISTORY AND FACTS BRIEF:
A) On April 15, 2013, City Council awarded a contract for replacement of the City
Hall Cooling Towers in the amount of $204,669.00 plus sales tax, to Apollo Sheet
Metal Inc.
V. DISCUSSION
A) The project is now complete and within budget. There were no change orders to
this project.
B) Staff recommends acceptance of the project.
3(h)
RESOLUTION NO. 3530
A RESOLUTION ACCEPTING WORK PERFORMED BY APOLLO
SHEET METAL INC. FOR THE REPLACEMENT OF THE CITY HALL
COOLING TOWERS.
WHEREAS, the work performed by Apollo Sheet Metal Inc. replacing the City Hall
Cooling Towers has been examined by Administrative and Community Services and been found
to be in apparent compliance with City standards, and
WHEREAS, it is Administrative and Community Services recommendation that the City
of Pasco accept the contractor's work; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO:
That the City Council concurs with Administrative and Community Services
recommendation and thereby accepts the work performed by Apollo Sheet Metal Inc. as being
completed in apparent conformance with City standards.
PASSED by the City Council of the City of Pasco this 17th day of March, 2014.
Matt Watkins, Mayor
ATTEST:
Debra L. Clark, City Clerk
APPROVED AS TO FORM:
Leland B. Kerr, City Attorney
FOR: City
TO: Gary
FROM: Rick
SUBJECT: Surplus Equipment
I. REFERENCE(S):
1. Quote
2. Resolution
AGENDA REPORT
March 14, 2014
Regular Mtg.: 03/17/14
& Community Services
II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
03/17: MOTION: I move to approve Resolution No.3�n approving the sale of
a Mobile Aisle Filing system surplus to city needs.
III. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) Due to the move of Pasco Municipal Court to the new facility and the use of
electronic tickets, the court has a surplus mobile filing cabinet.
B) The court has obtained a quote that values the filing cabinet at $1000.00. Benton
County Superior Court will purchase the cabinet for the value listed on the
attached quote.
C) Staff recommends the sale of the surplus property.
3(i)
BRUTZMAN'S OFFICE SOLUTIONS Quote
P.O. BOX 6044
KENNEWICK, WA 99336 -0044
phone:(509) 735 -0300
FAX:(509) 735 -0330
sold to:
CITY OF PASCO
P.O. BOX 293
PASCO, WA 99301
special comments/instructions:
......... _..........
purchase order customer represe
QUOTE
quantity mfg /product number
1 XXXF
order number:
customer number:
telephone number:
fax number:
page number:
order date:
ship to:
0000790769
5453402
( )545 -3402 ext:
1
3/13/2014
CITY OF PASCO MUNICIPAL COURT
PASCO, WA 993015320
�ntative invoice terms sales representative
NET 10TH PROX ANITA CLARK
product description unit price net price unit amount
FURNITURE ITEMS AS FOLLOWS 1000.00 / 1 1000.00 / 1 EA 1,000.00
USED MOBILE AISLE FILING SYSTEM ESTIMATE
1,000.00
sales tax 86.00
total 1,086.00
RESOLUTION NO._,
A RESOLUTION AUTHORIZING THE SALE OF PROPERTY SURPLUS TO CITY
NEEDS.
WHEREAS, there is certain equipment surplus to City needs;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PASCO, WASHINGTON:
SECTION 1: The equipment listed is declared surplus property:
1) Mobile Aisle Filing System.
SECTION 2: City staff is hereby authorized to sell said surplus property to Benton
County Superior Court for $1000.00 plus appropriate sales tax.
PASSED by the City Council of the City of Pasco, at a regular meeting this day of
March 2014.
CITY OF PASCO
Matt Watkins, Mayor
ATTEST:
APPROVED AS TO FORM:
Debra L. Clark, City Clerk Leland B. Kerr, City Attorney
AGENDA REPORT
FOR: City Council( I March 13. 2014
TO: Gary CrutchfieT f, ly l anger Regular Mtg.: 3/17/14
FROM: Rick White,
Community & E onomic Development Direct o
�il
SUBJECT: Recovery of Abatement Costs for 114 N 4" Avenue (MF# LIEN 2014.004)
I. REFERENCE(S):
1. Vicinity Map
2. Notice of Summary Abatement
3. Demolition Costs
4. Memo to the City Manager dated 2/14/14 regarding abatement costs
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/17: CONDUCT PUBLIC HEARNG
III. FISCAL IMPACT:
$29,224.30 plus possible penalties of $1,189 for a total of $30,413.30 to the Abatement Fund
IV. HISTORY AND FACTS BRIEF:
A. On August 13, 2013, the old Liberty Theater located at 114 North 4th Avenue was destroyed by fire,
leaving elevated portions of the structure in danger of collapse and without ground support adjacent
to City utilities, sidewalks and the public street.
B. The City declared the premises unsafe and initiated action to immediately mitigate the dangerous and
unsafe conditions, as provided in Pasco Municipal Code Section 11.02.070 (2) Summary Abatement.
C. As a result, the City, through the application of the Summary Abatement procedure, hired a
contractor to remove the elevated unsafe portions of the building and make repairs to the adjacent
portions of the utilities, sidewalk and street to make them safe and passable.
D. The City incurred a cost of $29,224.30 for the abatement of the damaged and dangerous structure and
reinforcement of the adjacent street, sidewalk and utilities.
E. The Pasco Code Enforcement Board ordered the abatement costs to be paid within 120 days of
November 13, 2013 or a penalty of $1,000 per day for 10 days would also be assessed against the
property.
F. The property has an existing lien filed by the City in 2013 for recovery of the abatement costs.
G. Council set March 17, 2014 as the date to conduct a public hearing on the assignment of a special lien
against 114 North 4`h Avenue for recovery of the abatement costs.
DISCUSSION:
A. Following the conduct of the public hearing, a review of the attached report and acceptance of any
objections or protests, Council has the option of recovering abatement costs by assessing the charges
against the property as a special lien.
B. Using this process for Summary Abatement allows the City to place a tax lien on the property,
making the abatement costs due and payable at the same time as the annual property taxes.
C. This method is a more certain way to guarantee the reimbursement to the Abatement Fund as it places
the City's lien in the same position as unpaid taxes. It also allows foreclosure upon the property if
taxes are delinquent.
D. Based on Council discussion after the public hearing, a resolution will be prepared reflecting Council
direction on this issue and brought back for action at the April 7, 2014 Council Meeting.
7(a)
;L
/ COMMUN TY DEVELOPMENT DEPARTMENT (5091545- 3441/S an 726 3441/r'a. (509)545-3499
! P.O. Box 293, 525 North Tlurd Avemic, Pasco, Washington 99301
NOTICE OF SUMMARY ABATEMENT
Violation No. CEB2013 -2939
Name: Octavio Rodriguez
Street: 1399 BELMONT BLVD
City: WEST RICHLAND, WA 99353 Date: September 9. 2013
Location of Violation: 114 N 4th Avenue, Pasco WA
Subdivision (s): Gerry's Addition Block 14, Lot 3 (Tax Parcel No.112042030)
Date of Violation: August 14, 2013
Please be advised that, pursuant to Section 11.02.070 (2) of the Pasco Municipal Code,
there exist condition(s) on the above noted property requiring summary abatement by
the City of Pasco, due to an imminent threat to public health, safety or welfare or the
environment. The conditions requiring immediate abatement by the City of Pasco are:
Description of Conditions(s) Requiring Summary Abatement by The City:
1. Unsafe and dangerous fire damaged structure and portions thereof.
Summary Abatement Action(s) Required:
1. Partial demolition of the structure to remove weakened walls and roof
system in danger of collapse, and mitigate hazards to adjacent buildings
and public ways.
All expenditures incurred by the City of Pasco by completion of the summary
abatement action(s) are to be paid within ten (10) days of your receipt of the bill
therefore. An invoice in the amount of $29,224.30, payable to the City of Pasco, and
copy of the an itemized invoice from the abatement contractor hired by the City, have
been included herewith for your review. Please present or include the City of Pasco
invoice with your payment. If the full amount of the invoice is not paid as required, a
lien for the same amount will be placed against the property to insure payment, and
the City will request a lien for assessment of the full amount owed to the Franklin
County Assessor's 2014 property tax for the tax parcel referenced above. In addition,
the entire debt may be referred to a collection agency without further notice.
HEARING NOTICE: On October 3. 2013 at 7:00 p.m.. the Code Enforcement Board
will hold a compliance hearing in the City Council. Chambers, 1- Floor, Pasco City
Hall, 525 North Third Avenue. Except for repeat violation(s), i.e., a repeat violation of
a similar Pasco Municipal Code(s), if you have compiled with the Pasco Municlpal
2, 2013 the hearing will be canceled and no monetary penalty will be assessed. If you
choose NOT to complete the required corrective action by that tune, the hearing will
continue as scheduled. However, for repeat violations a minimum of $200.00 up to
$500.00 penalty will be imposed upon the violator regardless of when required
corrective action is completed.
CODE ENFORCEMENT BOARD HEARING: At the hearing, the City will request that
the Board issue a finding of violation and issue an order assessing you monetary
penalties in the amounts below.
ISSUING PARTY: ,- ----- Phone: (509) 545 -3441
Inspection Services Manager
Xc. Rick White, Director, Community &Economic Development
Bob Gear, Pasco Fire Chief
Tarsi Hewitt, Accounts Receivable
City of Pasco Code Enforcement
PO Box 293
PASCO, WA 99301
(509) 544 -3065
RODRIGUEZ, OCTAVIO
1399 BELMONT BLVD
WEST RICHLAND, WA 99353.7954
DESCRIPTION OF CHARGES
Lien Abatement. Code Enforcem
Account Number 35068
V1016tion.Number L7 32939
Data 091052013
CODE ENFORCEMENT VIOLATION NUMBER: CEB2013-2939
PROPERTY ADDRESS: 114 N 4TH AVE. PASCO. WA 99301
OUANTITY UNIT PRICE AMOUNT
1.0 29224.30 29224.30
Total Charges 20224.90
Total Credits 0.00
PLEASE PAY THIS AMOUNT => $29224.30
^DETACH ALONG ABOVE LINE AND RETURN STUB WITH YOUR PAYMENT'
Amount Due: $29224.30
RODRIGUE2, OCTAVIO Violation Number L13 -2939 Amount
Account Number. 35088 Current Date: 09!052013 Enclosed $
This invoice is for a Code Enforcement Violation for an abatement Penalty. If this balance
is not Paid within 30 days, a lien will be placed on the property and It will be turned
over to the Franklin County Treasurer to be Included on the property taxes.If a lien Is
filed, an additional charge for $144.00 will be added to this abatement penalty for the
lien filing fee. To make payment arrangements please call (609) 6443066.
City of Pasco Code Enforcement PO Box 293 PASCO, WA 99301
P.O. BOX 6772
503 W COLUMBIA DRIVE
KENNEWICK, WA 99336
GENERAL CONTRACTOR
RAYPOS243JE
INVOICE
WWW.RPSINCSO.COM
15091 Se6 -21BE;
FAX: 15091 585-0244
Cityof Pasco
913
525 N Third Ave INVOICE
Pasco, WA 99301 NVOICE
W- 7379 -13
Attn: Mitch Nickolds
509 - 5446311
Re: For the removal of upper failing structures to make save for putting out remaining
fire. The extra work needed for clean -up and repair to damage around building,
_
Trk/Eq Description
QTY Unit
Amount
Total
611412013
Bryan K
Prj Manager
6 hrs
$
65.00
$
390.00
2 Pick -up
5 hrs
$
20.00
$
120.00
Jason L
Crane Foreman
5.5
his
$
88.00
$
473.00
4
OT hr
$
129.00
$
516.00
30 1 -ton work Irk
9.5
hrs
$
30.00
$
285.00
Mike J
Op! Form
301 JD 624 Loader
3
hrs
$
115.00
$
345.00
4
OT hr
$
145,50
$
582.00
7 1 -ton work Irk
7
hrs
$
30.00
$
210.00
Patrick J
Operator
211 Hitachi 35 mini excavator
3
hrs
$
90.00
$
270.00
4
OT hr
$
120.50
$
482.00
Tyler G
Labor
3
hrs
$
51.00
$
153.00
4
OT hr
$
81.50
$
326.00
Darren C
Trk Driver
117 Pelerbilt w /sidedump
3
hrs
$
145.00
$
435.00
4
OT hr
$
175.50
$
702.00
8!15/2013
Jason L
Crane Foreman
3
hrs
$
86.00
$
258.00
Mike J
Op / Form
301 JD 624 Loader
15
hrs
$
115.00
$
402.50
71 -ton work Irk
3.5
hrs
$
30.00
$
105.00
Patrick J
Operator
211 Hitachi 35 mini excavator
4.5
hrs
$
90.00
$
405.00
Tyler G
Labor
4.5
hrs
$
51.00
$
229.50
Mike J
Op / Form
103 Wt Trk
1
hrs
$
110.00
$
110.00
8/1812013
Mike J
Op / Form
5
hrs
$
67.00
$
335.00
Tyler G
Labor
8
hrs
$
51.00
$
408.00
Dan B
Labor
8
his
$
51.00
$
408.00
Patrick J
Operator
211 Hitachi 35 mini excavator
6.5
hrs
$
90.00
$
585.00
Mike J
Op! Form
301 JD 624 Loader
3
hrs
$
11500
$
345.00
7 1 -ton work Irk
8
hrs
$
30.00
$
240.00
Bill L
Trk Driver
114 Western Star Op Trk
1
hrs
$
120.00
$
120.00
Jim S
Trk Driver
117 Peterbltw /sidedump
3
his
$
145.00
$
435.00
8/21/2013
1 Is
$ 125.00
$
125.00
Concrete disposal
3 ins
$ 6.50
Mike J
Op / Form
Asphalt disposal
5
hrs
$
67.00
$ 335.00
Mike J
Op I Form
301 JD 624 Loader
2
hrs
$
115.00
$ 230.00
805.00
Sawcutting (concrete)
71 -ton work trk
5.5
hrs
$
30.00
$ 165.00
Patrick J
Operator
150.00
2.5
hrs
$
61.00
$ 162.50
Patrick J
Operator
211 Hitachi 35 mini excavator
3
hrs
$
90.00
$ 270.00
Tyler G
Labor
Concrete replacement per 4th water line contract
5.5
hrs
$
51.00
$ 260.50
Skip K
Trk Driver
129 Kenworth Cone Trk
1.5
hrs
$
126.00
$ 189.00
8/22/2013
Sub -total
$
13,079.16
RPS Mark -up
15%
Mike J
Op I Form
301 JD 624 Loader
2
hrs
$
115.00
$ 230.00
SUB -TOTAL
71 -ton work Irk
2
hrs
$
30.00
$ 60.00
Patrick J
Operator
211 Hitachi 35 mini excavator
2
hrs
$
90.00
$ 180.00
Tyler G
Labor
2
hrs
$
51.00
$ 102.00
Sub -total $ 11,669.00
Materials / Subcontractors
L & I Paperwork
1 Is
$ 125.00
$
125.00
Concrete disposal
3 ins
$ 6.50
$
19.50
Asphalt disposal
2.6 Ins
$ 6.50
$
16.90
BDI Disposal
1 Is
$ 493.27
$
493.27
BDI Disposal
1 Is
$ 805.00
$
805.00
Sawcutting (concrete)
60 It
$ 3130
$
198.00
Sawcutting (asphalt)
1 min
$ 150.00
$
150.00
1 1/4" Base Course
16.58 to
$ 7.00
$
116.06
Class A CDF
6 cy
$ 35.70
$
214.20
4'x6k1 /4" plate
1 ea
$ 208.00
S
206.00
Concrete replacement per 4th water line contract
8.5 sy
$ 60.00
$
510.00
Asphalt replacement per 4th water line contract
13.86 sy
$ 40.00
$
554.40
Lampson International
1 Is
$ 9,670.83
$
9,670.83
Sub -total
$
13,079.16
RPS Mark -up
15%
Mark -up
$
1,961.87
Sub-total
$
15,041.03
SUB -TOTAL
$
26,910.03
SALES TAX 8.6%
$
2,314.26
AMOUNT DUE
$
29,224.30
Sincerely,
Project Manager
Bryan F Knapik
MEMORANDUM
DATE: February 14, 2014
TO: Gary Crutchfield, City Manager
FROM: Rick White, Director �1��
Community & Economic Development Director Ei
SUBJECT: 114 N. Fourth Avenue Abatement Costs
Please find below a summary of the equipment, personnel, materials and subcontractors costs for the emergency
abatement for the fire involving the Liberty Theatre in August of 2013. Included after the summary is a brief
explanation of the costs and practices for the utility, street and sidewalk repair on 4" Avenue prepared by the City
Engineer.
Equipment
1. Vehicle #2 - Pick -Up at 6 hours
This involves the Project Manager's work truck which accompanied him and stayed at the site while he was present.
2. Vehicle 00 - One -Ton Work Truck at 9.5 hours
This item references the one -ton work truck — tender that had tools, equipment and fluids needed for crane
operations and onsite maintenance and repair.
3. #301 JD 624 Loader at 13.5 hours
This item refers to the vehicle /loader used for the clean - up of the debris from demolition of the fire damaged walls
and roof.
4. Vehicle #7 - One -Ton Work Truck at 26 hours
This item references the one -ton work truck for crew transport to and from site and tools and equipment for onsite
loader maintenance.
5. #211 Hitachi 35 Mini- Excavator at 23 hours
This is the mini - excavator used for tight space debris cleanup and sidewalk restoration.
6. Vehicle #117 Peterbuilt with side dump at 10 hours and #114 Western Star dump truck at 1 hour
These items reference the equipment used to remove building and fire debris from the site to the landfill.
7. Vehicle #103 WT Truck at 1 hour
This is the work truck for the loader operator that was used for building debris loading and removal.
S. #129 Concrete Truck at 1.5 hours
This item references the concrete truck for concrete pouring of the sidewalk.
Personnel
a. Mike J. —Foreman/Operator at 28.5 hours
This refers to the foreman and operator for the loader that was used for building debris loading and removal.
b. Bryan K. - Project Manager at 6 hours
This refers to the onsite Project Manager and his related work with trades and equipment coordination.
c. Patrick J. — Operator at 25.5 hours
This item references the operator of the mini - excavator that was used for debris clean up and sidewalk restoration in
tight space situations.
d. Tyler G. and Dan B —Laborer m27 hours and 8 hours respectively
These items reference the laborers performing clean up, barricades and various other tasks.
e. Darren C., Jim S. and Bill L. — Truck Drivers at 7 hours, 3 hours and 1 hour respectively
These items reference the operators of the dump trucks that took building debris to the landfill.
f. Jason L. —Crane Foreman at 1.2.5 hours
This item references the foreman that oversaw crane operations, crew, movement and placement on the site while
the crane was in use.
g. Skip K. -Truck Driver at 1.5 hours
This item references the driver for the concrete truck used for the concrete pour .
Materials and Subcontractors
a. L &I Paperwork at 1 item
This involves the paperwork associated with Labor & Industries for labor rules compliance.
b. Concrete and Asphalt Disposal at 3 tons and 2.6 tons respectably
These items refer to the costs associated with disposal of concrete and asphalt from the debris removal.
c. BDI Disposal
This item involves the costs associated with depositing debris into the landfill.
d. Saw - Cutting Concrete and Saw - Cutting Asphalt
These items reference the costs associated with cutting concrete and asphalt so that the necessary sidewalk, utility
and street repairs could be accomplished.
e. 1 '/" Base Course
This item references the crushed rocks associated with street repair.
E Class `A' CDF
This item references the 6 cubic yards of asphalt that was used for street repair.
g. 4 X 8 X 1/4" Plate
This item references the steel plate used to construct a protective cover for the gas meter.
h. Concrete Replacement and Asphalt Replacement at 8.5 square yards and 13.86 square yards
respectively
These items reference the labor associated with concrete and asphalt placement to repair the street, sidewalk and
curb after the utility lines had been reinforced.
i. Lampson International
This item involves the use of the overhead crane for debris removal.
The contractor has listed the individual employees and the Regular and Overtime hours worked by each
employee, for each calendar day. Also included are the various pieces of construction equipment and
vehicles that were used on the jobsite. The notations for the "work trucks" are for vehicles that various
staff (e.g. Crane Foreman, Operator/Foreman) drive to the worksite. These vehicles typically carry the
individual's tools, supplies, parts, etc. that may be needed in order to accomplish the work. These
vehicles typically remain onsite the entire time that the individual is there. It is normal that projects pay
for the time these vehicles and their driver are onsite. Other equipment (e.g. Loaders, Water Truck, Side
Dump, etc.) appear to have been charged to the job only for the time that each piece of equipment was
being used.
The notations regarding costs associated with the City's 4`h & Clark Waterline Project were for repair
work to items previously completed on the project. The new watermain had been installed, and the trench
backfilled & compacted immediately prior to the fire incident. The large volume of water from the fire-
fighting efforts compromised the watermain installation requiring that the trench be re- excavated, the
watermain inspected to make sure it had not shifted, and the trench backfilled and re- compacted. At one
location where the new water service entered the Beauty Salon adjacent to the theater, the water from the
fire- fighting efforts had completely undermined the waterline, sidewalk and part of the building
foundation. Extra work was required to shore up that location and reconstruct the service line. The costs
for these efforts are to restore damage caused by the results of the fire and like any other fire- caused
damage should be borne by the property which had the fire.
AGENDA REPORT
FOR: City Counci March 11, 2014
I
TO: Gary Crutchfi t anager Regular Mtg.: 3/17/14
Rick White, 11
Community & Lconomic Development Director„
FROM: David I. McDonald, City Planner
SUBJECT: ALLEY VACATION (MF# VAC 2014 -002) Southern East/West Alley in
Riverside Addition (Moreman)
I. REFERENCE(S):
1. Overview Map
2. Vicinity Map
3. Proposed Ordinance
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
Conduct Public Hearing:
3/17: MOTION: I move to adopt Ordinance No. , an Ordinance vacating
the east/west alley in Block 27, Riverside Addition, and
further, authorize publication by summary only.
III. FISCAL IMPACT:
NONE
IV. HISTORY AND FACTS BRIEF:
A. The owners of property abutting the southernmost east/west alley in Block 27,
Riverside Addition, petitioned for vacation of said alley.
B. Council set March 17, 2014 as the date to consider the vacation.
V. DISCUSSION:
A. The proposed vacation has been reviewed by the utility providers. Franklin
County PUD and Century -Link have equipment in the alley. Both entities have
requested an easement be retained.
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WHEN RECORDED PLEASE RETURN TO:
City of Pasco
Attn: City Planner
525 North 3rd
Pasco, WA 99301
ORDINANCE NO.
AN ORDINANCE VACATING AN ALLEY IN BLOCK 27, RIVERSIDE ADDITION.
WHEREAS, a qualified petition has been submitted to the City Council of the City of Pasco
requesting vacation of certain public rights -of -way within the City of Pasco; and
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 rights -of -way; and
WHEREAS, all steps and procedures required by law to vacate said right -of -way 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 east/west alley in Block 27, Riverside Addition, as depicted in Exhibit "1"
be and the same is hereby vacated subject to the easement retained in Section 2 hereof.
Section 2. That the City shall retain an easement and the right to exercise or grant easements
with respect to the right -of -way vacated as described in Section 1 above for the construction, repair and
maintenance of public utilities and services.
Section 3. 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 4. 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 17th day of March 2014.
Matt Watkins, Mayor
ATTEST:
Debra L. Clark, City Clerk, MMC
APPROVED AS TO FORM:
Leland B. Kerr, City Attorney
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AGENDA REPORT
FOR: City Council February 27, 2014
TO: Gary Crutchfiel anager
Rick Terway, A 've & Co m ervices Director
FROM: Dunyele Mason, Financial Services Managerr4^— 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:
3110: 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, and
further authorize publication by summary only.
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.
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LID 149 x
Kurtzman Area
LEWIS ST T
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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 MAIN'T'ENANCE 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 1. 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 ") shall, therefore, be issued
pursuant to RCW 35.45.150 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 io. 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: 4.00/6 Maturity Date: 4/1/2024
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
for payment from the special assessments made for the improvement for which the bond or warrant was issued and
except also frrpayment 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 cepy 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
FOR: City Council March 11, 2014
TO: Gary Crutchfi i Manager Regular Mtg: 3/17/14
Rick White,
Community Aconomic Development Director,,
FROM: Dave McDonald, City Planner C/
SUBJECT: Code Amendment: (MI? # CA2013 -006) Auto Sales in C -1 Zones
I. REFERENCES
1. Proposed Ordinance
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/17: Motion: I move to adopt Ordinance No. , an Ordinance amending
PMC Title 25 dealing with auto sales lots in C -1 zones and, further,
authorize publication by summary only.
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 workshops in January and March of this year.
V. DISCUSSION:
A. The proposed amendment will allow the continued use of the special permit process to
permit auto sales lots in the central core of the community east of Highway 395.
B. The proposed code amendment also allows use of the special permit process for the
location of new auto sales facilities around the Road 100 and Road 68 Interchanges. To
qualify for a special permit in these areas an auto sales lot would have to include the
construction of a building with offices, a showroom, parts department and service
department. The sales lot would also need to be predominantly a new car dealership.
8(b)
ORDINANCE NO.
AN ORDINANCE AMENDING PMC TITLE 25 DEALING WITH SPECIAL PERMITS FOR
AUTO SALES IN THE C -1 DISTRICT.
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
different development needs of the established
developing areas of the city; and,
develop a code amendment that recognizes the
core of the city verses the needs of the newly
WHEREAS, on October 17, 2013 the Planning Commission held a public workshop to
discuss the proposed code amendment. 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 March 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•
{sue 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 leeated elesef than inn feet a
any v*aus« g ear let, „
ii Not located closer than 300 feet to any existing car lot.
feet east and west of the center line of Road 68 and Road 100 /Broadmoor
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. Kerr
City Attorney
N
AGENDA REPORT
FOR: City Council March 3, 2014
TO: Gary Crutchfi ager Regular Mtg.: 3/17/14
Rick White,
Community & nomic Development Directoriv(
"
FROM: Jeffrey B. Adams, Associate Planner
SUBJECT: Rezone from C -1 (Retail Business) to RS -12 (Residential Suburban)
I. REFERENCE(S):
1. Vicinity Map
2. Proposed Ordinance
3. Planning Commission Report
4. Planning Commission Minutes: Dated 01/16/2014 & 02/27/2014
H. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
3/17: MOTION: I move to adopt Ordinance No. , an ordinance rezoning
property at 1325 Road 44 from C -1 to RS -12, and further, authorize
publication by summary only.
III. FISCAL IMPACT:
121M IF
IV. HISTORY AND FACTS BRIEF:
A. On January 16, 2014 the Planning Commission conducted a public hearing to
determine whether or not to recommend a rezone from C -1 (Retail Business) to RS-
12 (Residential Suburban) for the property located at 1325 Road 44.
B. Following the conduct of a public hearing, the Planning Commission reasoned it
would be appropriate to recommend a change in zoning for the property in question.
C. No written appeal of the Planning Commission's recommendation has been received.
8(c)
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ORDINANCE NO.
AN ORDINANCE OF THE CITY OF PASCO, WASHINGTON, AMENDING
THE ZONING CLASSIFICATION OF 1325 ROAD 44 FROM C -1 (RETAIL
BUSINESS) TO RS -12 (RESIDENTIAL SUBURBAN).
WHEREAS, a complete and adequate petition for change of zoning classification has been
received and an open record hearing having been conducted by the Pasco Planning Commission upon
such petition; and,
WHEREAS, that the effect of the requested change in zoning classification shall not be
materially detrimental to the immediate vicinity; and,
WHEREAS, based upon substantial evidence and demonstration of the Petitioner, that: (A)
the requested change for the zoning classification is consistent with the adopted Comprehensive Plan; (B)
the requested change in zoning classification is consistent with or promotes the goals and objectives of the
Comprehensive Plan serving the general public interest in the community; and (C) there has been a
change in the neighborhood or community needs or circumstances warranting the requested change of the
zoning classification; NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON DO ORDAIN AS
FOLLOWS:
Section 1. That the Zoning Ordinance for the City of Pasco, Washington, and the Zoning Map,
accompanying and being part of said Ordinance shall be and hereby is changed from C -1 (Retail
Business) to RS -12 (Residential Suburban) Zone for the real property as shown in the Exhibit "A"
attached hereto and described as follows:
The South 160' of the North 406' of the West 214.5' of the Northwest corner of the
Northeast corner of Section 25, Township 9, Range 29.
Section 2. This ordinance shall take full force and effect five (5) days after its approval, passage
and publication as required by law.
Passed by the City Council of the City of Pasco this 17°i day of March, 2014.
Matt Watkins, Mayor
ATTEST:
APPROVED AS TO FORM:
Debra L. Clark, City Clerk Leland B. Kerr, City Attorney
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REPORT TO THE PLANNING COMMISSION
MASTER FILE NO. Z 2013 -007 APPLICANT: Kevin & Betty Mills
HEARING DATE: 01/16/2014 1215 Gage Blvd.
ACTION DATE: 02/20/2014 Richland WA 99352
BACKGROUND
REQUEST: REZONE Rezone from C -1 (Retail Business) to RS -12
(Residential Suburban,)
1. PROPERTY DESCRIPTION:
Legal: The South 160' of the North 406' of the West 214.5' of
the Northwest corner of the Northeast corner of Section
25, Township 9, Range 29.
Location: 1325 Road 44
Property Size: Approximately 31,123 square feet or .71 acres
2. ACCESS: The property has access from Road 44 along the west property
line.
3. UTILITIES: All utilities are available to the site.
4. LAND USE AND ZONING: The site is currently zoned C -1 (Retail
Business). The site is developed with a single- family home. Surrounding
properties are zoned and developed as follows:
North C -1 (Commercial) - SFDU
East C -1 (Commercial) - SFDU
South RS -12 (Suburban Residential) - SFDU
West RS -12 (Suburban Residential) - SFDUs
5. COMPREHENSIVE PLAN: The Comprehensive Plan Land Use Map
designates this area for low- density residential uses.
6. ENVIRONMENTAL DETERMINATION: The City of Pasco is the lead
agency for this project. Based on the SEPA checklist, the adopted City
Comprehensive Plan, city development regulations, and other
information, a threshold determination resulting in a Determination of
Non - significance (DNS) has been issued for this project under WAC 197-
11 -158.
ANALYSIS
The property in question is developed with a single- family home which was
built in 1946. The residential unit became a legal nonconforming use after the
lot was annexed into the City in 1996 under Ordinance #3144, and
subsequently assigned C -1 zoning by Ordinance #3145. The lot comprises
approximately .71 acres fronting on Road 44 along the west property line.
The current (C -1) zone does not allow for residential units except according to
Pasco Municipal Code 25.42.040(1), as follows:
1) 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; or,
2) 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.
As well, nonconforming structures may not be "altered or extended," as per
PMC 25.72.040(l)(a).
Applicant wishes to rezone the subject property to eliminate the nonconformity,
allowing for expansions of the current residential use.
The City of Pasco Comprehensive Plan shows the property to be within a low -
density residential designation. The requested RS -12 Zone allows for up to one
dwelling per 12,000 square feet with up to 40% lot coverage and principal
building heights up to 35 feet without a special permit.
Housing Policy H -2 -A calls for the City to "Allow for a full range of residential
environments including single family homes, townhouses, condominiums,
apartments, and manufactured housing." Housing Policy H -4 -B requires the
City to "Maintain development regulations and standards that control the scale
and density of accessory buildings and homes to maintain compatibility with
other residential uses."
The initial review criteria for considering a rezone application are explained in
PMC. 25.88.030. The criteria are listed below as follows:
1. The changed conditions in the vicinity which warrant other or additional
zoning:
The property was originally developed with a single-family dwelling unit in 1946.
Although the property was annexed and rezoned in 1996, commercial
development has occurred primarily in the 1 -182 corridor area, substantially
bypassing the western section of Court Street. The property in question was
designated for commercial use with the expectation that any commercial
development at the intersection would likely need adequate lot depth to
accommodate parking requirements and delivery services. An area with a similar
lot configuration located on the northwest corner of Court Street and Road 44 has
been developed with two office buildings and two parking areas, each on lots
similar in size to the parcel in question.
2
2. Facts to justify the change on the basis of advancing the public health,
safety and general welfare:
The property has been developed with a single-family dwelling unit since 1946.
The rezone would bring the use into conformity with the zoning, and allow the
applicant to expand the residential use. Public health, safety, and welfare would
not suffer with such a rezone.
3. The effect it will have on the nature and value of adjoining property and
the Comprehensive Plan:
In their current use the surrounding property values would not change as no
development proposal has been submitted. The proposed rezone would allow the
property owner to expand the residential use on the property. Although also
designated C -1, the properties north and east adjoining the subject parcel are
also developed with single-family dwelling units and are both separately owned,
reducing the likelihood that this corner of the intersection will be a valuable
location for commercial development.
4. The effect on the property owners if the request is not granted:
If the request is not granted the applicant would not be able to expand the
residential use of the property. The current dwelling is 3- bedroom, one bath and
has a floor area of 1,802 square feet.
5. The Comprehensive Plan land use designation for the property:
The Comprehensive Plan Land Use Map designates the site for low - density
residential uses. The proposed rezone would implement the land use designation
contained in the Comprehensive Plan.
STAFF FINDINGS OF FACT
Findings of Fact must be entered from the record. The following are initial
Findings drawn from the background and analysis section of the staff report.
The Planning Commission may add Findings to this listing as the result of
factual testimony and evidence submitted during the open record hearing.
1. The site is currently zoned C -1 (Retail Business).
2. The site is developed with a single - family unit which was built in
1946.
3. The site was annexed from the County (Ordinance #3144) and zoned
to C -1 (Ordinance #3145) in 1996.
4. Although the property was annexed and rezoned in 1996, commercial
development has occurred primarily in the I -182 corridor area,
substantially bypassing the western section of Court Street.
5. The site borders a C -1 zone to the north and east, and RS -12 to the
south and west; all are developed with single - family homes.
6. The Comprehensive Plan designates the site for low- density
residential uses.
7. The RS -12 Zone allows for one dwelling per 12,000 square feet and
principal building heights up to 35 feet without a special permit.
CONCLUSIONS BASED ON INITIAL STAFF FINDINGSS OF FACT
Before recommending approval or denial of a Rezone, the Planning Commission
must develop its conclusions from the Findings of Fact based upon the criteria
listed in P.M.C. 25.88.060 and determine whether or not:
1. The proposal is in accordance with the goals and policies of the
Comprehensive Plan.
The proposal fits with the intent of the Land Use Map for low - density residential
uses.
2. The effect of the proposal on the immediate vicinity will not be materially
detrimental.
The neighboring properties are already developed with single-family residential
units. The current use of the property fits with surrounding uses and would not
change.
3. There is merit and value in the proposal for the community as a whole.
Given that only a single lot would be affected, the proposed rezone would have a
neutral effect on the community as a whole.
4. Conditions should be imposed in order to mitigate any significant
adverse impacts from the proposal.
No conditions would be needed, as there would be no significant adverse
impacts from the proposal.
5. A Concomitant Agreement should be entered into between the City and
the petitioner, and if so, the terms and conditions of such an agreement.
No concomitant agreement is necessary.
RECOMMENDATION
MOTION for Findings of Fact:
I move to adopt findings of fact and conclusions therefrom as contained in the
February 20, 2014 staff report.
MOTION for Recommendation:
I move based on the findings of fact and conclusions as adopted the Planning
Commission recommend the City Council approve the rezone from C -1 to RS-
12 for the property located at 1325 Road 44.
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REGULAR MEETING
PLANNING COMMISSION MEETING
CALL TO ORDER:
The meeting was called to order at 7:OOpm by Chairman Cruz.
POSITION MEMBERS PRESENT MEMBERS ABSENT
No. 1
Tim Hoekstra
No. 2
Tony Bachart
No. 3
Andy Anderson
No. 4
Alecia Greenaway
No. 5
Joe Cruz
No. 6
Loren Polk
No. 7
Zahra Khan
No. 8
Jana Kempf
No. 9
Paul Hilliard
PUBLIC HEARINGS:
January 16, 2014
B. Rezone Rezone from C -1 (Retail Businessl to RS -12
(Suburban) IZ 2013 -007) (Kevin & Betty Mills)
Chairman Cruz read the master file number and asked for comments from staff.
Rick White, Community & Economic Development Director, discussed the rezone from C-
1 (Retail Business) to RS -12 (Suburban). He explained that this situation is common in
that there are many properties that have fully developed homes on commercially zoned
lots. The home owners wish to sell their home and the perspective buyer wishes to
eliminate the non- conformity and continue the single - family use of the home. Staff is
recommending approval based on the criteria in the Pasco Municipal Code for rezones.
Betty Mills, 1215 Gage Boulevard, spoke on behalf of the application and stated they
wish to be able to sell the home.
Commissioner Kempf moved, seconded by Commissioner Greenaway, to close the public
hearing and schedule deliberations, the adoption of findings of fact and development of a
recommendation for City Council for the February 20, 2014 Planning Commission
Meeting. The motion passed unanimously.
Respectfully submitted,
Dave McDonald, City Planner
-1-
REGULAR MEETING
PLANNING COMMISSION MEETING
CALL TO ORDER:
The meeting was called to order at 7:OOpm by Chairman Cruz.
POSITION MEMBERS PRESENT MEMBERS ABSENT
No. 1
Tim Hoekstra
No. 2
Tony Bachart
No. 3
Andy Anderson
No. 4
Alecia Greenaway
No. 5
Joe Cruz
No. 6
Loren Polk
No. 7
Zahra Khan
No. 8
Jana Kempf
No.9
VACANT
February 27, 2014
B. Rezone Rezone from C -1 lRetail Business) to RS -12
Suburban Z 2013 -007 Kevin & Betty Mills
Chairman Cruz read the master file number and asked for comments from staff.
Rick White, Community & Economic Development Director, discussed the rezone from C-
1 (Retail Business) to RS -12 (Suburban). He stated that there had been no additional
changes to the staff report since the previous meeting.
Commissioner Bachart moved, seconded by Commissioner Kempf, to adopt the findings
of fact and conclusions therefrom as contained in the February 20, 2014 staff report.
The motion passed unanimously.
Commissioner Bachart moved, seconded by Commissioner Kempf, based on the findings
of fact and conclusions as adopted the Planning Commission recommend the City
Council approve the rezone from C -2 to RS -12 for the property located at 1325 Road 44.
The motion passed unanimously.
Respectfully submitted,
Dave McDonald, City Planner
-1-
AGENDA REPORT
FOR: City Council
TO: Gary Crutchfie
Rick White,
Community &
FROM: Shane O'Neill, Planner I
Development Director VJ
March 10, 2014
Regular Mtg.: 3/17/14
SUBJECT: SPECIAL PERMIT — Location of a Health Clinic at Ochoa Middle School (MF#
SP 2013 -007)
I. REFERENCE(S):
1. Vicinity Map
2. Proposed Resolution
3. Report to Planning Commission
4. Planning Commission Minutes: Dated 1/16/14 and 2/27/14
H. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/17: MOTION: I move to approve Resolution No. —' approving a
Special Permit for the location of a health clinic at 1801 E.
Sheppard Street as recommended by the Planning Commission.
III. FISCAL IMPACT:
NONE
IV. HISTORY AND FACTS BRIEF:
A. On January 16, 2014, the Planning Commission held a public hearing to
determine whether or not to recommend approval of a Special Permit to allow the
location of a health clinic on the Ochoa Middle School campus.
B. Following conduct of the public hearing, the Planning Commission recommended
the clinic in question be granted a Special Permit with a number of conditions.
C. The recommended conditions are contained in the attached Resolution.
D. No written appeal of the Planning Commission's recommendation has been
received.
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RESOLUTION NO.
A RESOLUTION ACCEPTING THE PLANNING COMMISSION'S
RECOMMENDATION AND APPROVING A SPECIAL PERMIT FOR A
HEALTH CLINIC AT 1801 SHEPPARD STREET.
WHEREAS, Tri- Cities Community Health submitted an application for the location of a
health clinic at 1801 Sheppard Street (Tax Parcel 113 -550 -015); and,
WHEREAS, the Planning Commission held a public hearing on January 16, 2014 to
review the proposed health clinic; and,
WHEREAS, following deliberations on February 27, 2014 the Planning Commission
recommended approval of a Special Permit for the location of a health clinic at Ochoa Middle
School with certain conditions; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO:
Section 1: That a Special Permit is hereby granted to Tri-Cities Community Health for
the location of a health clinic at Ochoa Middle School under Master File # SP2013 -007
with the following conditions:
a) The special permit shall apply to the east half Parcel No. 117 -590 -010.
b) The proposed clinic shall be constructed to match the school in exterior wall
treatments and roofing materials and color.
c) No clinic signage, displays or other types advertising is permitted anywhere on
the school grounds except on the wall of the clinic facing the parking lot. Said
wall signage shall not be larger than ten (10) percent of the wall area.
d) Clinic operations shall be limited to the hours of lam to 8pm, Monday through
Friday.
e) As a part of the school campus the clinic shall only provide services to students
(and their families) and teachers enrolled or working within Pasco School District.
f) On February 18, 2016 staff will re -visit the Special Permit to consider impacts of
the clinic.
g) The special permit shall be null and void if a building permit has not been
obtained by March 1, 2015.
Passed by the City Council of the City of Pasco this 17`h day of March, 2014.
Matt Watkins, Mayor
ATTEST:
Debra L. Clark, City Clerk, MMC
APPROVED AS TO FORM:
Leland B. Kerr, City Attorney
REPORT TO PLANNING COMMISSION
MASTER FILE NO: SP2013 -007
HEARING DATE: 1/16/14
ACTION DATE: 2/20/14
REQUEST: SPECIAL PERMIT:
APPLICANT: Tri- Cities Community Health
5151 W. Court St
Pasco, WA 99301
BACKGROUND
Location of a Health Clinic at Ochoa Middle
School
1. PROPERTY DESCRIPTION:
Legal: That portion of the north half of the southwest quarter of Section 21,
Township 9 North Range 30 East WM lying southwesterly of SR 12
except the Mesa Verde Subdivision and except Parcel # 113520093
General Location: 1801 E. Sheppard Street
Property Size: Approximately 45.6 acres
2. ACCESS: The site is adjacent East Sheppard Street and currently contains
a middle school
3. UTILITIES: Municipal sewer and water currently serve the site. Utility
connections to serve the proposed modular building will tap into the utility
connections currently serving the school.
4. LAND USE AND ZONING: The site has split zoning. The north half is
zoned C -3 (General Business) and the south half is zoned R -1 (Low - Density
Residential). The site contains a public middle school. The property to the
north is zoned C -3 (General Business) and contains a Caterpillar heavy
machinery sales and service dealership. The property to the west is zoned
R -1 and is developing with the Mesa Verde subdivision. The site is bound
on the east by US Highway 12. The properties to the south are zoned R-1 -A
and are developed with homes on less than quarter acre lots.
5. COMPREHENSIVE PLAN: The Comprehensive Plan designates the site as
Government /Public. The Plan does not specifically address health clinics,
but various elements of the plan encourage locating businesses in
appropriate locations for their anticipated uses.
6. ENVIRONMENTAL DETERMINATION: The City of Pasco is the lead agency
for this project. Based on the SEPA checklist, the adopted City
Comprehensive Plan, City development regulations, and other information,
a threshold determination resulting in a Determination of Non - significance
(DNS) has been issued for this project under WAC 197 -11 -158.
DISCUSSION
Tri- Cities Community Health (previously La Clinica) is proposing to locate a health
care clinic, on the Ochoa Middle School campus. The clinic will consist of a
modular type building of approximately 1,176 square feet with six (6) exam rooms
and one (1) dental exam room. The clinic is proposed to be located at the
northeast corner of the main parking lot near the tennis courts. There are
currently about 2,000 health clinics located in or on public school campus in the
Country. The U.S. Department of Health and Human Services is awarding grants
to health organizations to expand the number of school health clinics the federal
health care bill which directs $200 million toward school based health centers.
Tri- Cities Community Health has been awarded a grant to build and operate a
clinic at Chiawana High School and Ochoa Middle School. School health clinics
provide a wide range of health related services, however clinics proposed for the
Pasco School District will limit services to routine follow -up for injuries,
immunizations, sports physicals, EPSDT (Early & Periodic Screening, Diagnosis &
Treatment Programs), routine colds, coughs, and etc., school nurse referrals and
all other non - emergent care visits. The clinic will only serve Pasco School District
children. Tri- Cities Community Health indicated in discussions with staff that the
clinic may operate year round rather than just during the school year.
The proposed non - profit community health clinic is defined as a Community
Service Facility under the Zoning Code [PMC 25.86.020(4)] and as such is
designated as an unclassified land use requiring review through the special permit
process. Unclassified uses are not restricted by zoning district but may be located
in any zoning district if granted a special permit.
Ochoa Middle School is located mostly in a low density residential zoning district
adjacent to a residential neighborhood. Schools are typically located in or near
residential neighborhoods and are an accepted part of the character of residential
areas. Schools are generally not considered commercial entities and typically do
not have offices and commercial enterprises in satellite buildings located on
campuses. The proposed clinic is identical to a for -profit medical office in use but,
is treated somewhat differently because of its non -profit status. A typical doctor's
office or emergency walk -in clinic would not be permitted on a school campus
because such uses are required to be located in commercial zoning or office
districts. Some schools have banking centers for training purposes and fast food
enterprises in the cafeteria. These activities are integrated in the school building
and only operate during school hours. In the fore mentioned case(s) the exterior
look and function of the school campus retains the school character. The bank
2
office or the pizza supplier does not locate in a building in the corner of the
parking lot.
Ochoa Middle School is located in an area of the community which lacks medical
treatment facilities. Generally, the portion of Pasco lying east of the BNSF rail line
and Highway 397 is characterized by consolidated residential neighborhoods lined
with heavy - commercial and light - industrial development on the surrounding
perimeter. Anyone living or working in this area in need of medical services is
required to travel west of 4th Avenue; with the nearest clinics being the Tri- Cities
Community Health main facility on Court Street and the emergency care facility
on the corner of 5+h Avenue and Sylvester Street. There may be merit to locating a
clinic in an area of the community which currently lacks nearby treatment
centers.
Adding extra functions to a school campus brings with it the concern of additional
traffic impacts to the surrounding neighborhood. A typical 2,000 square foot
health clinic will generate between 46 and 101 vehicle trips per day (ITE Trip
Generation Manual 8th Edition). The proposed clinic with an on campus location
is primarily designed to provide services to students attending Ochoa Middle
School. However the clinic is available to all Pasco School District children and as
such could generate additional traffic during the day. If the clinic operates year
round there will be additional traffic through the neighborhood during holidays
and summer months when the school is closed. The service does not appear to be
limited to just Ochoa students but will be available to all Pasco School District
children (children within the boundaries of the School District).
STAFF FINDINGS OF FACT
Findings of fact must be entered from the record. The following are initial findings
drawn from the background and analysis section of the staff report and comments
made at the public hearing. The Planning Commission may add additional
findings as deemed appropriate.
1. Tri- Cities Community Health applied for a special permit to locate a
community health clinic on the Ochoa Middle School campus.
2. The site is located in the northeast corner of the Ochoa Middle School
parking lot.
3. The site is owned by the Pasco School District.
4. The site is within the R -1 portion of the Ochoa Middle School property.
5. The Comprehensive Plan identifies the site for low- density residential uses.
6. Schools are unclassified land uses requiring review through the special
permit process prior to permitting for construction.
3
7. Non - profit community health clinics are defined as community service
facilities. Community service facilities are unclassified land uses requiring
special permit review prior to permitting for construction.
8. Tri- Cities Community Health proposes to provide the following medical
services; routine follow -up for injuries, immunizations, sports physicals,
Early & Periodic Screening, Diagnosis & Treatment Programs (EPSDT),
examinations related to routine colds, coughs, etc., school nurse referrals
and all other non - emergent care visits.
9. The clinic will only serve Pasco School District children.
10. Tri- Cities Community Health indicated in discussions with staff that the
clinic may operate year -round rather than just during the school year.
11. Standard medical clinics, offices and emergency care facilities are permitted
uses in commercial zones
12. A 2,000 square foot health clinic can be expected to generate between 42
and 101 vehicle trips per day (ITE Trip Generation Manual 8+h Edition).
13. The proposed clinic is intended to primarily serve students at Ochoa Middle
School.
CONCLUSIONS BASED ON INITIAL STAFF FINDINGS OF FACT
Before recommending approval or denial of a special permit the Planning
Commission must draw its conclusion from the findings of fact based upon the
criteria listed in P.M.C. 25.86.060. The criteria and staff listed conclusions are as
follows:
IJ Will the proposed use be in accordance with the goals, policies, objectives
and text of the Comprehensive Plan?
Development of the Ochoa Middle School supported policies of the
Comprehensive Plan related to the provision of educational facilities in the
community and policies related to the development of utilities and street
extensions. The Comprehensive Plan does not discuss the need for
medical clinics on school campuses. A medical clinic can be viewed as a
commercial or commercial- office use and as such the location in single -
family zoning district would not be supported by the Plan.
2) Will the proposed use adversely affect public infrastructure?
The proposal will have minimal impact on city utilities any may generate
some additional traffic on adjoining streets. It is not anticipated there will
be any adverse impacts affecting public infrastructure resulting from the
operation of the clinic.
U
3) Will the proposed use be constructed, maintained and operated to be in
harmony with existing or intended character of the general vicinity?
The Ochoa Middle School has demonstrated a history of being operated in
harmony with the intended residential character of the neighborhood. The
addition of a small building in the corner of the main parking lot will have
minimal impact on the surrounding neighborhood. The operation of a
medical clinic within the building during school likewise would appear to
have little impact on the neighborhood. However the operation of a health
clinic on the school grounds year -round changes the nature of the school
property where the neighborhood is accustom to little or no traffic
residents will now experience activity on the school ground that is
unexpected.
4) Will the location and height of proposed structures and the site design
discourage the development of permitted uses on property in the general
vicinity or impair the value thereof?
The construction of schools in residential neighborhoods has not been
found to discourage development or impair the value of surrounding
properties. The construction of a small building in the corner of a school
parking lot will do little to change the character of the school grounds.
The operation of a year round medical clinic on school property changes
the character of the school and may have unforeseen impacts on the
neighborhood.
5) Will the operations in connection with the proposal be more objectionable to
nearby properties by reason of noise, fumes, vibrations, dust, traffic, or
flashing lights than would be the operation of any permitted uses within the
district?
Experience has shown that schools within Pasco generate few complaints
from neighbors. Schools sites are typically not a source of dust, fumes,
vibrations or flashing lights. During weekends, the summer break, and
other break periods very little traffic is generated and virtually no activity
exists. The addition of a year -round medical clinic on school property
changes the character of the school grounds to more of a commercial use
which is not always recognized as a positive activity within residential
neighborhoods.
6) Will the proposed use endanger the public health or safety if located and
developed where proposed, or in any way will become a nuisance to uses
permitted in the district?
FI
Residents living near schools are accustomed to the seasonal activities that
occur on school grounds, including activities occurring during holidays and
the summer break. Including a year -round health clinic at a school within
a residential neighborhood changes the character of the school grounds
and adds a commercial element that may be viewed as a nuisance by
residents.
RECOMMENDED APPROVAL CONDITIONS
1. The special permit shall apply to the east half Parcel No. 117590010.
2. The proposed clinic shall be constructed to match the school in
exterior wall treatments and roofing materials and color.
3. No clinic signage, displays or other types advertising is permitted
anywhere on the school grounds except on the wall of the clinic
facing the parking lot. Said wall signage shall not be larger than ten
(10) percent of the wall area.
4. Clinic operations shall be limited to the hours of lam to 8pm,
Monday through Friday.
5. As a part of the school campus the clinic shall only provide services
to students (and their families) and teachers enrolled or working
within Pasco School District.
6. On February 18, 2016 staff will re -visit the Special Permit to consider
impacts of the clinic.
7. The special permit shall be null and void if a building permit has not
been obtained by March 1, 2015.
MOTION: I move to adopt findings of fact and conclusions therefrom as
contained in the February 20, 2014 staff report.
MOTION: I move based on the findings of fact and conclusions therefrom the
Planning Commission recommend the City Council grant a special permit for the
location and operation of a medical health clinic on the Ochoa Middle School
campus located at 1801 E. Sheppard Street, with conditions as listed in the
February 20, 2014 staff report.
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Planning Commission Minutes
1/16/2014
A. Special Permit Location of a health clinic at Ochoa Middle
School (Tri- Cities Community Healthl (MF#
SP 2013 -0071
Chairman Cruz read the master file number and asked for comments from
staff.
Shane O'Neill, Planner I, discussed the special permit for the location of a
health clinic at Ochoa Middle School. He explained that the application was
continued from the previous meeting. The applicant, Tri- Cities Community
Health, is looking to build and operate and small clinic on the Ochoa Middle
School campus. The north half of the property is zoned C -3 (General Business)
and the south half is zoned R -3 (Medium Density Residential) and is on the
school property. The applicant has proposed to construct a modular building
and the staff report has conditioned it to be of similar materials as the existing
school which indirectly requires it to be a more permanent structure.
Commissioner Bachart asked for clarification on who may be patients at the
clinic.
Mr. O'Neill responded that the applicant would be best to answer.
Commissioner Bachart asked about a condition taken out of the staff report
regarding no media or off - premise advertising being permitted.
Mr. O'Neill stated that the restriction has been removed and it will be allowed.
Al Cordova, 8810 W. Skagit Avenue, spoke on behalf of the applicant as the
Chief Executive Officer for Tri- Cities Community Health. He explained the
State of Washington received a $1 million grant from the Department of Health
& Human for school -based clinics to assist students that are primarily
underserved and uninsured. Tri - Cities Community Health received $500,000
of the Washington State grant. Mr. Cordova explained the proposed clinic
would house one Nurse Practitioner and two support staff. The building would
be roughly 1,600 square feet and would be open year- round. The clinic would
be available to students and their families. The money received will go towards
the building as well as operating the clinic. The services will be for general
exams, sports physicals, treatment of minor diseases and monitoring chronic
diseases. The clinic does not intend to discuss abortion or administering birth
control drugs or devices. They will abide by the Washington State Consent
Laws for Minors. They don't anticipate the clinic to generate much car traffic.
Commissioner Greenaway asked for clarification on who would be able to
receive services at this clinic.
Mr. Cordova stated the clinic would serve all students in the School District,
not just at this school. It is intended to be for students only, for the basis of
the grant. If the clinic cannot be operated at capacity they can ask the federal
government if siblings may be served and would perhaps add approval for
adults in the family if there still isn't capacity.
Commissioner Greenaway asked how their student status would be verified.
Mr. Cordova responded that at this time he did not know.
Chairman Cruz stated that there will have to be patient records and addresses
to help verify.
Mr. Cordova added they will have forms for consent, demographics, etc. They
will be able to gather information.
Commissioner Greenaway asked if someone is not allowed on school property
due to a criminal record who will screen the patients that use the clinic since
because it is a "community" health clinic.
Mr. Cordova responded they have conditions to identify who will not be allowed
as patients.
Chairman Cruz responded that it was a valid question; however, it doesn't
change anything for the School District because those people already have
restrictions to be on school property and they are putting themselves at
substantial risk.
Commissioner Greenaway stated that they could also state that since they have
a health concern they should be serviced at the health clinic.
Chairman Cruz stated that he didn't think that would matter since it is in an
area they are not allowed already and doesn't feel that it changes the risk
profile.
Commissioner Polk asked about collaboration with the School District and if
the applicant could elaborate on the health programs discussed in the
conditions from the School District.
Mr. Cordova answered that if the Administration and School Nurses wish to
work with the Clinic Team to conduct health education programs for nutrition,
safety, etc. the clinic is willing to help and they would not do programs without
cooperation and consent of the school.
Commissioner Polk asked the applicant if he saw it as a way to gather
information to understand what the needs of the students are or if it would be
more for a support system to the school and offer education that they ask.
Mr. Cordova responded that they could provide many things the school might
request. He also stated that while the clinic is a stand -alone facility, it is part
of a much larger system and students whose medical condition require a
higher level of expertise could have those services offered.
Commissioner Kempf moved, seconded by Commissioner Polk, to close the
public hearing and schedule deliberations, the adoption of findings of fact and
development of a recommendation for City Council for the February 20, 2014
Planning Commission Meeting. The motion passed four to one, with
Commissioner Greenaway dissenting.
Planning Commission Minutes
2/27/2014
B. Special Permit Location of a health clinic at Ochoa Middle
School (Tri- Cities Community Health) IMF#
SP 2013 -007)
Chairman Cruz read the master file number and asked for comments from
staff.
Rick White, Community 8v Economic Development Director, discussed the
special permit for the location of a health clinic at Ochoa Middle School. He
stated that there had been no additional changes to the staff report since the
previous meeting.
Commissioner Anderson moved, seconded by Commissioner Polk, to adopt the
findings of fact and conclusions therefrom contained in the February 20, 2014
staff report. The motion passed unanimously.
Commissioner Anderson moved, seconded by Commissioner Polk, based on the
findings of fact and conclusions therefrom the Planning Commission
recommend the City Council grant a special permit for the location and
operation of a medical health clinic on the Ochoa Middle School campus
located at 1801 E. Sheppard Street, with conditions as listed in the February
20, 2014 staff report. The motion passed unanimously.
AGENDA REPORT
FOR: City Counci
TO: Gary Crutchfie Manager
FROM: Stan Strebel, D uty City Manager
SUBJECT: Electronic Tablets for Agenda Packets and Council Email
I. REFERENCE(S):
1. Proposed Resolution
2. Implementation Plan
3. Option 2 Estimated Costs
March 12, 2014
Regular Mtg.: 3/17/14
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/17: MOTION: I move to adopt Resolution No. establishing policies for
City Council electronic tablet use.
III. FISCAL IMPACT:
Approximately $21,000 initial outlay with approximately $5,600 annual expense.
IV. HISTORY AND FACTS BRIEF:
A) At the meeting of March 10, Council reviewed previous discussions on possible
use of iPad tablets as a means of eliminating the need to produce paper City
Council meeting packets and to manage Council email and other records in light
of increasingly frequent and ominous public records requests. Council's
consensus was to move forward with implementation of a plan (Option 2,
attached) which would provide cellular capable devices and a shared data plan
allowing Councilmembers to have fulltime, continuous email and internet access
for City business.
B) The proposed implementation plan, attached, provides for initial distribution of
the devices on April 14 at the Workshop meeting with staff available to train and
assist Councilmembers as needed. Paper packets, in addition to the electronic
packet, would be produced for the next two meetings (4/21 and 4/28) after which
they should no longer be necessary.
C) An electronic tablet use policy was also discussed on March 10. Since the initial
discussion, staff has added language regarding the use of the City's email address
system, for all Council/City related email, in order to assure its retention for
Public Records Act purposes.
V. DISCUSSION:
A) Staff recommends adoption of the Resolution referencing the policy so that there
will be clear expectations established for iPad use.
8(e)
RESOLUTION NO.
A RESOLUTION of the Pasco City Council establishing Policies for
Electronic Tablet Devices.
WHEREAS, the City Council has determined that the use of electronic tablet devices to
receive and use written materials for Council meetings will result in efficiencies and the saving
of resources; and
WHEREAS, the issuance and use of tablet devices will provide a convenient and
uniform way for all Councilmembers to receive and respond to City related email
correspondence; and
WHEREAS, the use of City issued devices and City email addresses will assist the City
in fulfilling requirements of the Public Records Act; and
WHEREAS, the Council deems it necessary to establish the policies by which
Councilmembers shall be governed and tablet devices used; NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO
RESOLVE AS FOLLOWS:
Section 1. That the City of Pasco Electronic Tablet Policies, attached hereto as Exhibit A,
are hereby adopted.
PASSED by the City Council of the City of Pasco at its regular meeting this 17`, day of
March, 2014.
Matt Watkins, Mayor
ATTEST:
Debra Clark, City Clerk
APPROVED AS TO FORM:
Leland B. Kerr, City Attorney
City of Pasco
Electronic Tablet Policies
1. PURPOSE. In order to save paper, time and money the City Council is being issued
electronic tablets (tablet). 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 tablet 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. EMAIL USE. All City related email use should be made on the tablet or similar device, as
issued, using the standard email address system in use for City employees: (last
name)council@pasco-wa.us. As email, using the City's domain, is automatically captured on
the City's email retention system for Public Records Act compliance, no other email address
should be used for City purposes, nor will such non -City addresses be published on
information provided or printed by the City.
3. CONNECTIVITY. The City will provide internet connection service for tablets via a
shared data plan for all Councilmembers. Councilmembers will also have free Wi -Fi access
at City Hall. 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.
4. PERSONAL USE. The tablet 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 tablet
should not be used by family, friends, or any person other than the Councilmember to whom
the device was issued.
5. 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 tablet.
6. RETENTION OF RECORDS. Councilmembers may be required to turn in the tablet at any
time for maintenance, a system or memory backup, public disclosure, or for any other reason.
It should be anticipated that the tablet will need to be turned in at least once annually, if not
more frequently. To the extent notes, agenda packets, or other public records are created or
used on the tablet, 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 (this is not
necessary for email on the City's address system as outlined in paragraph 2, above). As a
rule of thumb any record on the device should be considered a public record.
City of Pasco — Electronic Tablet Policies
Page 1 of 2
7. LOSS PREVENTION. Councilmembers should take reasonable care to avoid theft of or
damage to the tablet. In the event the device is lost, stolen, damaged, or becomes inoperable
the Councilmember should promptly notify the City Manager. Failure to take reasonable
care to prevent theft or damage to the tablet may result in assessment of replacement costs.
8. ETIQUETTE. The tablet 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.
9. PRIVILEGES. Any misuse of the tablet, 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 Councilmember 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.
City of Pasco — Electronic Tablet Policies
Page 2 of 2
Proposed Electronic Tablet Implementation Schedule
► Monday, March 17
o Regular Meeting —Adoption of Resolution on Electronic Tablet Use Policies.
► Monday, April 14
o Workshop Meeting — Distribute tablets (loaded with 4/14 meeting packets; paper
packets to have been previously distributed, Friday 4/11) and provide training
following meeting, as needed.
► Friday, April 18
o Distribute regular paper agenda plus tablet download for 4/21 meeting.
► Friday, April 25
o Distribute (last) regular paper agenda plus tablet download for 4/28 meeting.
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AGENDA REPORT NO.6
FOR: City Council March 11, 2014
TO: Gary Crutchfield ty anager
Ahmad Qayou b 'c Works Director
FROM: Michael A. Pawlak, City Engineer Regular Mtg.: 3/17/14
SUBJECT: Bid Award: PWRF Treatment System Optimization, Phase 3 —Pond Area Grading
Project #C7- SR- lA -13 -02
I. REFERENCE(S):
1. Vicinity Map
2. Bid Summary
IL ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
03/17: MOTION: I move to award the low bid for the PWRF Treatment System
Optimization, Phase 3 — Pond Area Grading Project to Big D's
Construction of Tri- Cities, Inc. in the amount of $423,748.80,
and further, authorize the Mayor to sign the contract
documents.
III. FISCAL IMPACT:
Bond Proceeds 2013 T: $487,000 (Total Project)
IV. HISTORY AND FACTS BRIEF:
A) The project involves the construction of water storage pond embankments that
will consist of approximately 28,000 cubic yards of excavation, 11,000 cubic
yards of compacted fill, and haul to spoil of approximately 18,000 cubic yards of
native material. One storage pond will be lined with approximately 290,000
square feet of 60 -mil HDPE geotextile liner. The work also includes compaction
of existing side slopes, installation of approximately 105 feet of 24 -inch diameter
HDPE buried piping, and 120 feet of 8 -inch diameter PVC forcemain.
B) The project was advertised on February 9 and February 16, 2014, with a bid
opening held on March 11, 2014.
V. DISCUSSION:
A) On March 11, 2014, the City received nine (9) bids for the project. The low bid
was received from Big D's Construction of Tri - Cities, Inc. in the amount of
$423,748.80. The second low bid was received from Rotschy, Inc. in the amount
of $440,350.56. The Engineer's Estimate is $636,336.00. The bid is within the
available project budget.
B) Staff has reviewed all of the bid submittals and found no exceptions or significant
irregularities.
C) Staff recommends award of the contract to Big D's Construction of Tri- Cities,
Inc., in the amount of $423,748.80.
10(a)
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City of Pasco
PWRF Optimization, Phase 3 —
Pond Area Grading
Project #C7- SR- IA -13 -02
March 1 I, 2014
BID SUMMARY
Engineers Estimate $636,336.00
Big D's Construction, Inc. $423,748.80
Rotschy, Inc. $440,350.56
Tapani, Inc. $461,358.72
Culbert Construction $495,000.00
Hilmes Construction $571,298.40
Watts Construction $590,846.29
Selland Construction $610,664.40
Ray Poland & Sons $626,637.60
Apollo, Inc. $645,645.64
AGENDA REPORT
FOR: City Council
TO: Gary Crutchfield, i anager
FROM: Stan Strebel, Deputy City Manager.;��
SUBJECT: Agreement for City Manager Recruitment
I. REFERENCE(S):
1. Proposed Agreement
2. Draft Recruitment Schedule
March 13, 2014
Regular Mtg.: 3/17/14
II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
3/17: MOTION: I move to approve the agreement with Prothman for recruitment
services and, further, to authorize the Mayor to sign the agreement.
III. FISCAL IMPACT:
$19,500
IV. HISTORY AND FACTS BRIEF:
A) At the meeting of March 10, Council reached consensus to retain Prothman to
conduct the recruitment effort for the position of City Manager.
B) The attached agreement is consistent with Prothman's earlier quotes and written
material.
C) The draft recruitment schedule is also attached for Council reference and advance
planning. At some point in the next few days, it will be helpful for Council to be
ready to work with Prothman in the final review of profile information and, later,
in the design of the interview /selection process.
V. DISCUSSION:
A) Staff recommends approval of the attached agreement.
10(b)
March 13, 2014
Mr. Matt Watkins
Mayor
City of Pasco
525 N. Third Ave.
Pasco, WA 99301
Dear Mayor Watkins:
Thank you for your confidence in Prothman to assist the City of Pasco in the recruitment for its
next City Manager. The following represents a scope of work for this search and associated
professional fees and expenses.
SCOPE OF SERVICES
Project Review
The first step will be to review the following topics:
Review the scope of work and amend as needed
Review the project schedule
♦ Identify the geographic scope of the search (local, regional or national)
♦ Review the compensation package and decide if a salary survey is needed
♦ Identify key stakeholders
Information Gathering and Research
Our goal is to thoroughly understand the values and culture of the City of Pasco, as well as
the preferred qualifications you desire in your next City Manager. We will travel to Pasco
and:
♦ Meet with City Council
♦ Meet with Retiring City Manager
♦ Meet with Department Directors & Staff
Meet with Community and other Stakeholders as directed
♦ Hold Community Meetings (if desired)
Review all documents related to the position
Position Profile Development
Once we have a firm understanding of the preferred candidate qualifications and the values,
culture and challenges of your organization, we will develop a profile of your ideal candidate.
Profiles include the following:
♦ A description of the ideal candidate's qualifications
• Years of related experience and education required
• Ideal personality traits and work habits
♦ Organization- specific information
♦ Description of the organization, position and key responsibilities
♦ Priorities and challenges facing the organization
♦ Community- specific information
♦ Compensation package details
♦ Information on how to apply
206.368.0050 • 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 . www.prothman.com
Recruitment and Advertising Strategy
We recognize that often the best candidates are not actively looking for a new position - -this
is the person we want to reach and recruit. We have an aggressive recruitment strategy
which involves the following:
♦ Print and Internet -based Ads placed nationally in professional publications,
journals and on related websites.
♦ Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified
city managers /administrators who are not actively searching.
Contact Calls placed directly to potential candidates.
♦ Posting the Position Profile on the Prothman website, which receives
thousands of hits per month.
Candidate Screening
Once the application deadline has passed, we will conduct an extensive candidate review
designed to gather detailed information on the leading candidates. The screening process
has 4 key steps:
1) Application Review: Using the Position Profile as our guide, we will screen the
candidates for qualifications based on the resumes, applications, and
supplemental questions (to determine a candidate's writing skills, analytical
abilities and communication style). After the initial screening, we take the yes's
and maybe's and complete a second screening where we take a much deeper
look into the training, work history and qualifications of each candidate.
2) Personal Interviews: We will conduct in -depth videoconference or in- person
interviews with the top 8 to 15 candidates. During the interviews, we ask the
technical questions to gauge their competency, and just as importantly, we
design our interviews to measure the candidate's fit within your organization.
3) Internet Publication Background Search: We conduct an internet publication
search on all semifinalist candidates prior to their interviews. If we find anything
out of the ordinary, we discuss this during the initial interview and bring this
information to you.
4) Work Session: We will prepare a detailed summary report which includes each
candidate's application materials and the results of the personal interviews and
publication search. We will travel to Pasco and meet with council and advise you
of the candidates meeting the qualifications, our knowledge of them, and their
strengths and weaknesses relative to fit within your organization. We will give
you our recommendations and then work with you to identify the top 4 to 6
candidates to invite to the final interviews. We will discuss the planning and
design of the final interview process during this meeting.
Final Interview Process
Design of the Final Interviews
The design of the final interviews is an integral component towards making sure
that all stakeholders have the opportunity to learn as much as possible about
each candidate. Elements of the design process include:
• Deciding on the Structure of the Interviews
We will tailor the interview process to fit your needs. It may involve a public
reception with staff and key stakeholders, using various interview panels, or
just one -on -one interviews with the decision makers.
• Deciding on and Discussing Details of an Evening Reception
We will discuss with you the option of hosting an evening reception. This is a
good event to include the public, community stakeholders and staff as it
provides an opportunity for everyone to talk with the candidates in an informal
setting.
• Deciding on Candidate Travel Expenses
We will help you identify which expenses your organization wishes to cover.
• Identifying Interview Panel Participants & Panel Facilitators
We will work with you to identify the participants of different interview panels
to ensure that all stakeholders identified have been represented.
♦ Background Checks
Prior to the final interviews, we will conduct a background check on each of the
finalist candidates. Background checks include the following:
• References
We conduct 4 -5 reference checks on each candidate. We ask each candidate
to provide names of their supervisors, subordinates and peers for the last
several years. From this list we will have personal conversations with the
individuals who have direct knowledge of the candidate's work and
management style.
• Education Verification, Criminal History, Driving Record and Sex
Offender Check
We contract with Sterling for all driving record, education verification, criminal
history, and sex offender checks. We will conduct a criminal history, driving
record and sex offender check on each candidate in the states in which they
have worked.
♦ Candidate Travel Coordination
For those candidates who will be traveling to the final interviews, we work with
the candidates to organize the most cost effective travel arrangements.
♦ Final Interview Binders
We will provide Final Interview Binders. They are the tool that keeps the final
interview process organized and ensures that all interviewers are "on the same
page' when it comes to evaluating each candidate.
♦ Final Interviews with Candidates
We will travel to Pasco and facilitate the interviews. The interview process
usually begins with a morning briefing where schedule and process will be
discussed with all those involved in the interviews. Each candidate will then go
through a series of one hour interview sessions, with an hour break for lunch.
♦ Panelists & Decision Makers Debrief: After the interviews are complete, we
will facilitate a debrief with all panel participants where the panel facilitators will
report their panel's view of the strengths and weaknesses of each candidate
interviewed. The decision makers will also have an opportunity to ask panelists
questions.
♦ Candidate Evaluation Session: After the debrief we will facilitate the evaluation
process, help the decision makers come to consensus, discuss next steps, and
organize any additional candidate referencing or research if needed.
♦ Communicate with Candidates: We will personally call the candidates who
were not chosen to be your next city manager.
♦ Facilitate Employment Agreement: Once the top candidate has been selected,
we will offer any assistance needed in developing a letter of offer and negotiating
terms of the employment agreement.
Warranty
♦ Repeat the Recruitment: Should a top candidate not be chosen, we will repeat
the recruitment with no additional professional fee, the only cost to you would be
the expenses.
FEE, EXPENSES & GUARANTEE
Professional Fee
The all inclusive fee for conducting a city manager recruitment with a two -year guarantee is
$19,500. This fee includes all expenses, except candidate travel. The professional fee covers
all Prothman consultant and staff time required to conduct the recruitment. This includes all
correspondence and all on -site meetings with the client, writing and placing the recruitment ads,
development of the candidate profile, creating and sending invitation letters, reviewing resumes,
coordinating and conducting semifinalist interviews, coordinating and attending finalist
interviews, coordinating candidate travel, professional reference checks on the finalist
candidates and all other search related tasks required to successfully complete the recruitment.
Expenses
Expenses included in this fee are:
♦ Newspaper, trade journal, websites and other advertising
♦ Direct mail announcements
♦ Delivery expenses for Interview Binders
♦ Final Interview Binders & printing of materials
♦ Consultant travel
♦ Background checks performed by Sterling
♦ Any client- required licenses, fees or taxes
Expenses not included in this fee are:
♦ Candidate travel: We cannot approximate candidate travel expenses because they vary
depending on the number of candidates, how far the candidates travel, length of stay, if
spouses are included, etc. If you wish, we will coordinate and forward to your organization
the candidates' travel receipts for direct reimbursement to the candidates.
Professional fees are billed in three equal installments throughout the recruitment.
GUARANTEE
Our record of success in placing highly qualified candidates provides that Prothman will
guarantee with a full recruitment that if the selected finalist is terminated or resigns within two
years from the employment date, we will conduct a replacement search with no additional
professional fee, the only cost to you will be the expenses.
CANCELLATION
You have the right to cancel the search at any time. Your only obligation would be the fees and
expenses incurred prior to cancellation.
Accepted by:
CITY OF PASCO
Matt Watkins Date
Mayor
PROTHMAN
Y March 13 2014
Gr Prothman Date
President
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