Loading...
HomeMy WebLinkAbout2018.05.29 Council Workshop PacketWorkshop Meeting AGENDA PASCO CITY COUNCIL 7:00 p.m. May 29, 2018 Page Please note that our Council meeting will take place on Tuesday, May 29 as City Hall will be closed Monday, May 28 in honor of Memorial Day 1. CALL TO ORDER: 2. ROLL CALL: (a) Pledge of Allegiance 3. VERBAL REPORTS FROM COUNCILMEMBERS: 4. ITEMS FOR DISCUSSION: (a) Pasco Public Facilities District Presentation Presented by Mark Morrissette, Pasco Public Facilities District Board President (b) Discussion on School District Impact/Mitigation Fees 3 - 10 (c) Summer School Services Interagency Agreement 11 - 12 (d) General Petty Cash Fund Increase 5. MISCELLANEOUS COUNCIL DISCUSSION: 6. EXECUTIVE SESSION: 7. ADJOURNMENT. REMINDERS: 1. 10:00 a.m., Monday, May 28, City View Cemetery – Memorial Day Event Welcome Address. (COUNCILMEMBER PETE SERRANO) (ALL COUNCILMEMBERS INVITED TO ATTEND) 2. 7:30 a.m., Tuesday, May 29, 7130 W. Grandridge Blvd – Visit Tri-Cities Board Meeting. (COUNCILMEMBER PETE SERRANO, Rep.; COUNCILMEMBER CRAIG MALONEY, Alt) Page 1 of 12 Workshop Meeting May 29, 2018 3. 11:00 a.m., Wednesday, May 30, 5009 Meadow View Drive – Pasco School District’s “Team Pasco Homes” Dedication Ceremony. (ALL COUNCILMEMBERS INVITED TO ATTEND) This meeting is broadcast live on PSC-TV Channel 191 on Charter Cable and streamed at www.pasco-wa.gov/psctvlive. Audio equipment available for the hearing impaired; contact the Clerk for assistance. Page 2 of 12 AGENDA REPORT FOR: City Council May 3, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 5/29/18 FROM: Bob Metzger, Police Chief Police Department SUBJECT: Summer School Services Interagency Agreement I. REFERENCE(S): Proposed Interagency Agreement II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: Pasco School District Funds - $13,372.80 IV. HISTORY AND FACTS BRIEF: School Resource Officers (SRO) are full-time uniformed police officers primarily dedicated to providing law enforcement resource services to assigned schools and surrounding neighborhoods. The Pasco School District has requested an extension of the SRO services for the 2018 Summer School at Chiawana and Pasco High School. Normally, SRO services are not provided during summer months; however, as a proactive measure, the School District has requested SRO services for up to eight hours each day of summer school. There are 14 summer school days from June 18 to July 6. SROs are assigned to work normal patrol duties when school is not in session. V. DISCUSSION: The proposed Interagency Agreement would be effective June 18 through July 6, 2018 and provide two School Resource Officers for the 2018 Summer School. The School District will reimburse the City for the salary and fringe benefits costs for two officers during 14 days of summer school. Council’s approval of the Agreement is all that is required for the Police Department to proceed. Page 3 of 12 Page 4 of 12 INTERAGENCY AGREEMENT Between Pasco School District No. 1 And City of Pasco, Washington This agreement, pursuant to Chapter 39.34 RCW is made and entered into by and between the Pasco School District No. 1, hereafter referred to as the “District” and the City of Pasco, a municipal corporation of the State of Washington, hereafter referred to as the “City.” No special budget or funds are anticipated, nor shall be created. It is not intended that a separate legal entity be established to conduct this cooperative undertaking, nor is the acquiring, holding, or disposing of real or personal property other than as specifically provided within the terms of this Agreement, anticipated. The Chief of Police of the City of Pasco, Washington, shall be designated as the Administrator of this Interlocal Agreement. This Agreement shall be filed with the Franklin County Auditor, or alternatively listed by subject on either parties’ website or other electronically retrievable public source. It is the purpose of this agreement to: 1. Enhance the safety and security of students, teachers, staff, and visitors and provide patrol of the various campuses of the District located within the City of Pasco, Washington. 2. Provide for the presence of armed and uniformed City Police Officers both inside and outside the school buildings on selected campuses of the District during certain school hours in support of such safety and security and the maintenance of a secure and peaceful learning atmosphere. 3. Provide for prevention, intervention, and prompt effective enforcement by the City’s Police Department in situations involving, but not limited to: a. Maintenance of order b. Use, possession, or sale of illegal drugs and alcohol on school premises c. Crimes against persons d. Crimes against property e. Any other situations or activities which require the intervention of law enforcement officers; and 4. Provide for participation by police officers in the educational activities and role modeling to foster and enhance knowledge of and respect for law enforcement and law enforcement officers by students and the community. 5. Provide positive and supportive interface between law enforcement representatives and the District’s substance abuse and harassment prevention efforts including, but not Interagency Agreement between Pasco School District No. 1 and the City of Pasco. Page 1 of 6 Page 5 of 12 limited to Natural Helpers, Student Assistance Teams, Anti-Harassment and Bullying Project and other intervention and prevention efforts by the District. It is therefore mutually agreed that: 1. Statement of Work. The City shall furnish the necessary personnel and services and otherwise do all things necessary for and incidental to the performance of the work stated herein. The City shall: a. Assign two full-time uniformed police officers for eight consecutive hours each day from 07:30 AM to 3:30 PM to provide School Resource Officer services at specific schools June 18 – July 6, 2018 (except July 4, 2018) in accordance with the following schedule: i. Chiawana High School: June 18 – July 6 , 2018 Monday – Friday ii. Pasco High School: June 18 – July 6, 2018 Monday – Friday One SRO will be assigned to Chiawana High School beginning June 18. The second SRO will be assigned to Pasco High School beginning June 18. Both officers are responsible for responding to incidents at the other schools as needed during the overlap period. Each SRO shall make certain that the Administration at their assigned school is notified when they are required to respond to another school. Generally, the quickest way to get an SRO to respond to an alternate school will be to call the Franklin County Emergency Dispatch Center and request an SRO be sent to the incident at a specific school. Except in incidents where a particular SRO may have prior knowledge or involvement in a specific case or other extenuating factors, the on-duty police supervisor will designate which SRO responds. Office space shall be provided as available at each school for the use of the School Resource Officer. Such office shall be equipped with one office desk and chair, and one locking cabinet. The City shall provide a lockable cabinet capable of securing police department equipment when not in use by the officer. b. Cooperate with the District to provide training and education to each assigned officer to insure effective communication and interrelation with the school community and its students; c. Cooperate with the District to monitor and evaluate the effectiveness of the assigned officers and the program; d. Meet as needed during the academic year with the District’s representative (as designated by the District) to evaluate the effectiveness of the program; e. Cooperate with the District’s representative to investigate and report on any complaints regarding the conduct of an assigned officer, share fully, as permitted by law, with the District’s representative all results of such investigations for the purpose of responding to each complaint and cooperate to resolve each complaint. Provided, Interagency Agreement between Pasco School District No. 1 and the City of Pasco. Page 2 of 6 Page 6 of 12 that it shall be the responsibility of the District to respond to any complaint the District received from a student, parent or patron of the District and communicate the results of any investigation to such person or persons. 2. Terms and Conditions. All rights and obligations of the parties to this agreement shall be subject to and governed by the terms and conditions contained in the text of this agreement. 3. Period of Performance. Subject to its other provisions, the period of performance of this agreement shall commence on June 18, 2018 and be completed on July 6, 2018 with July 4th scheduled off, unless terminated sooner as provided herein. The principal shall be responsible for notifying the Chief of the City’s Police Department of the school calendar, schedule of events and activities, and any changes in the same. The principal shall determine the specific hours when an officer shall be present within the limits set forth in Section 1.a. of the Agreement. 4. Payment. The District shall reimburse the City for its expenses in employing two officers for 224 hours as follows: a. For June 18, 2018 through July 6, 2018, an estimated total of thirteen thousand three hundred seventy two dollars ($13,372). b. Actual amount will be determined by the parties based upon any negotiated wage increase between the City and the police officer’s collective bargaining unit. The current wage rate with benefits is $59.70 per hour. 5. Billing Procedure. The City shall submit a monthly invoice or billing statement to the District. Payment shall be made to the City according to the regular procedures of the District. 6. Funding. If for any reason the District exhausts its budgeted funds for payment to the City for its services described herein or funds from any expected funding source become unavailable, the District shall notify the City and the obligations of the City shall immediately cease and this agreement terminate, unless the district otherwise assumes the obligations for the payment of services rendered by the Police Department. 7. Non-discrimination. In the performance of this agreement, the District and the City shall comply with the provisions of Title VI of the Civil Rights Act of 1964 (42 USC 200d), Section 504 of the Rehabilitation Act of 1973 (29 USC 7904) and Chapter 49.60 RCW, as now and hereafter amended. Both shall not, except as they may be specifically allowed by laws to do so, discriminate on the grounds of race, color, national origin, sex, religion, marital status, age, creed, Vietnam-Era and Disabled Veterans status, or the presence of any sensor, mental, or physical handicap. Interagency Agreement between Pasco School District No. 1 and the City of Pasco. Page 3 of 6 Page 7 of 12 In the event of non-compliance by either party or refusal to comply with the above provisions this agreement may be rescinded, canceled, or terminated in whole or in part. The non-complying party shall, however, be given a reasonable time in which to cure this non-compliance. Any dispute may be resolved in accordance with the “Disputes” procedure set forth herein. 8. Records Maintenance. The City shall maintain books, records, documents and other evidence that sufficiently and effectively reflect all direct and indirect cost expended in the performance of the services described herein. These records shall be subject to inspection, review or audit by the personnel of both parties, other personnel authorized by either party, the Office of the State Auditor and federal officers, if any, so authorized by law. The City and District shall retain all books, records, documents, and other materials relevant to this agreement for five (5) years after expiration. The office of the State Auditor, federal auditors, and any persons authorized by the parties shall have full access and the right to examine any of these materials during this five-year period. 9. Responsibilities and Authority of School Administrator. The principal or other administrator designated by the District is responsible for the supervision and daily operations of the school shall, subject to the lawful exercise of the officer’s law enforcement responsibilities, schedule, assign and direct the officer’s duties under this agreement. The principal is responsible for the investigation of non-criminal incidents that occur at or are related to the school. If the principal finds that he or she or any individual is in physical danger, the principal may request the law enforcement officer to assist him or her. In the case of a search of student property for the violation of District rules or other administrative reasons, the school principal or designated administrator or District employee will conduct the search. Once the principal has reason to believe that a crime has been or may be committed, the principal or other designated administrator shall request the law enforcement officer to assume responsibility. The building administrator shall have the responsibility to contact and report to parents and patrons regarding activities and findings of the law enforcement officer, where appropriate. 10. Indemnification. Each party shall defend, protect and hold harmless the other party from and against all claims, suits and/or actions arising from any negligent or intentional act or omission of that party’s employees or agents while performing under this agreement. 11. Agreement Alterations and Amendments. The District and the City may mutually amend this agreement. Such amendments shall not be binding unless they are in writing and signed by the personnel authorized to bind the District and the City. Interagency Agreement between Pasco School District No. 1 and the City of Pasco. Page 4 of 6 Page 8 of 12 12. Termination. Except as otherwise provided in this agreement, either party may terminate this agreement by providing sixty (60) days advance written notification to the other party of their intent to terminate the agreement. If this agreement is so terminated, the terminating party shall be liable only for performance, in accordance with the terms of this agreement for performance rendered prior to the effective date of termination. 13. Savings. Should any portion of this agreement be declared illegal, the balance of the agreement shall remain in full force and effect to carry out the purposes of this agreement. 14. Disputes. In the event that a dispute arises under this agreement, it shall be resolved in the following manner: The Director of Educational Services of the District shall appoint a member to the Dispute Board. The Pasco Chief of Police shall appoint a member to the Dispute Board. The Director of Educational Services and the Pasco Chief of Police shall jointly appoint a third member to the Dispute Board. That person shall act as chairperson, convene the Dispute Board and cause a determination of the dispute, arrived at by a majority of the Board, to be rendered in a timely manner. The determination of the Dispute Board shall be final and binding on the District and the City. 15. Notices. Any notices required herein or related hereto shall be delivered in writing to the District at: Pasco School District No.1 Attn.: Executive Director, Operations 1215 West Lewis Street Pasco, WA 99301 And to the City at: Pasco Police Department Attn: Chief of Police 525 North 3rd Avenue Pasco, WA 99301 16. All Writings Contained Herein. This agreement contains all the terms and conditions agreed to by the parties. No understandings, oral or otherwise, regarding the subject matter of this agreement shall be deemed to exist or to bind any of the parties to this agreement. Interagency Agreement between Pasco School District No. 1 and the City of Pasco. Page 5 of 6 Page 9 of 12 In Witness whereof, the parties have executed this agreement effective this _____ day of 2018. City of Pasco: Pasco School District No. 1: Matt Watkins, Mayor Michelle Whitney, Superintendent Attest: Daniela Erickson, City Clerk Sarah Thornton, School District Counsel Approved as to Form: Leland Kerr, City Attorney Interagency Agreement between Pasco School District No. 1 and the City of Pasco. Page 6 of 6 Page 10 of 12 AGENDA REPORT FOR: City Council May 24, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 5/29/18 FROM: Richa Sigdel, Director Finance SUBJECT: General Petty Cash Fund Increase I. REFERENCE(S): II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: None IV. HISTORY AND FACTS BRIEF: The purpose of a Petty Cash Fund is to allow for the reimbursement or purchase of minor items or unanticipated business expenses, where the use of alternative means is neither feasible (untimely) nor cost effective. The last increase to the General Petty Cash Fund was authorized by the City Council in May 2006 and resulted in Resolution No. 2951 which increased the fund to $6,000. The single receipts limit from the Fund was set at an amount "not to exceed $25." These amounts are no longer adequate to efficiently and safely operate on a day-to-day basis. A single receipt reimbursement limit in the amount of $25 is no longer sufficient. As an example, a lien filing and release through Franklin County is now $37.00. Currently the funds available for change are taken from the Customer Service vault. Change is regularly given out as a significant amount of $20, $50 and $100 dollar bills are collected from cash paying customers. As the City has decentralized where cash payments may be made to improve customer service, Recreation, Police Records and Customer Service now all need change on a regular basis and this need has increased greatly since 2006. Since 2006, the Recreation Departments has significantly increased fee activities throughout the year. Requests for cash reimbursement funds for these activities can Page 11 of 12 vary depending on the activity and participation. The cost of small items needed immediately by Recreation has also increased significantly since 2006. The City of Pasco Police Records Department started taking payments and was given $350 from the Customers Service vault to fund a cash drawer. This reduced the amount of on-hand funds available for change. When Memorial Pool opens for the summer, temporary cash for more cash boxes is given to Recreation from the Customer Service vault, which further reduces the amount of available cash during the summer. Permitting is currently cashiering, but only accepting debit and checks. To allow them to take cash, more cash boxes will be needed with the planned one-stop permitting services associated with next phase of the City Hall remodel, which will further deplete the current funds in the Customer Service vault. In addition, there is in increased risk anytime large sums of money are transported to and from the bank. Currently, trips to the bank are made 2-4 times per week, transporting $800 to $1,100, to obtain change for the cashiers. When the funds available for change are decreased due to petty cash requests or allocation of funds for a period of time for Recreation activities, the trips to the bank increase. This increases the risk of theft or loss of funds by having to make more/multiple bank runs weekly. V. DISCUSSION: Based on the increase in fees paid by the City to vendors such as Franklin County and the need for petty cash for small items, as well as the increase in departments who take funds from the General Petty Cash Fund, Staff recommends that the amount of the fund be increased from $6,000 to $7,500 and that the single receipt reimbursement limit be increased to an amount of $75 . Page 12 of 12