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HomeMy WebLinkAbout2018.11.26 Council Workshop PacketWorkshop Meeting AGENDA PASCO CITY COUNCIL 7:00 p.m. November 26, 2018 Page 1. CALL TO ORDER: 2. ROLL CALL: (a) Pledge of Allegiance 3. VERBAL REPORTS FROM COUNCILMEMBERS: 4. ITEMS FOR DISCUSSION: 3 - 15 (a) Presentation - Community Mental Health Resources Presented by Becky Grohs, Chief Operations Officer, Consistent Care Services 16 - 23 (b) Proposed Ambulance Fee Increase 24 - 31 (c) 2018 Supplemental Operating and Capital Budget 32 - 36 (d) Downtown Pasco Development Authority Funding Agreement 37 - 44 (e) Visit Tri Cities Regional Sports Facility Feasibility Study 45 - 47 (f) Presentation - Gesa Stadium Historical Update Presented by Zach Ratkai, Administrative & Community Services Director 48 - 49 (g) City Hall Remodel Update 50 - 51 (h) Purchase of Lighting and Seating Replacements/upgrades for GESA Stadium 52 - 60 (i) Final Project Acceptance - Road 84 Safe Walking Route Connection 61 - 69 (j) Final Project Acceptance - Rowena Chess School Crossing 5. MISCELLANEOUS COUNCIL DISCUSSION: Page 1 of 69 Workshop Meeting November 26, 2018 6. EXECUTIVE SESSION: 7. ADJOURNMENT. REMINDERS: 1. Wednesday, November 28, 7:30 a.m., Visit Tri-Cities Board Meeting – 7130 W. Grandridge Blvd., Kennewick (COUNCILMEMBER PETE SERRANO, Rep.; COUNCILMEMBER CRAIG MALONEY, Alt.). 2. Thursday, November 29, 4:00 p.m., TRIDEC Board Meeting – 7130 W. Grandridge Blvd., Kennewick (COUNCILMEMBER DAVID MILNE, Rep.; COUNCILMEMBER CRAIG MALONEY. Alt.). 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. Spanish language interpreter service may be provided upon request. Please provide two business day's notice to the City Clerk to ensure availability. (Servicio de intérprete puede estar disponible con aviso. Por favor avisa la Secretaria Municipal dos días antes para garantizar la disponibilidad.) Page 2 of 69 AGENDA REPORT FOR: City Council November 14, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Angela Pashon, Policy Analyst Executive SUBJECT: Presentation - Community Mental Health Resources I. REFERENCE(S): Pasco Fire Department Resource List Detention Criteria II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Presented by Becky Grohs, Chief Operations Officer, Consistent Care Services III. FISCAL IMPACT: IV. HISTORY AND FACTS BRIEF: Staff presented on Homeless Provisions and Resources at the February 12th Workshop Meeting. As a follow-up a presentation on Community Housing Resources was given at the February 26th Workshop Meeting. Mental Health was discussed at both presentations; City Council has requested a follow-up discussion on the topic. Severe mental illness affects 1 in 25 adults in the United States. Recidivism rates impact public resources such as fire, EMS, police, courts, and jail services; and commonly the resources most needed to assist with these conditions cannot be provided in such settings. Treatment is challenging as there is no one-size fits all method. Becky Grohs, Chief Operations Officer, Consistent Care Services will provide City Council with an overview on mental health, its complexity, and some of the resources and collaborations taking place in our community. V. DISCUSSION: Page 3 of 69 MENTAL HEALTH SERVICES Pasco City Council Workshop Meeting 11/26/18 Page 4 of 69 Mental Illness Causes Inherited Traits Environmental Exposures Brain Chemistry Conditions are unique, plans are necessary that fit individual needs and conditions Page 5 of 69 Facts Page 6 of 69 Mental Health, Substance Abuse & Homelessness Of those living with severe mental illness, it is estimated 46% also have a substance use disorder Mental and substance use disorders both create changes in: Genetic Vulnerabilities Brain Composition Early Exposure to Stress/Trauma Several resources exist in our region Page 7 of 69 Consistent Care Services A patient-centered approach to case management in response to inappropriate use of healthcare services Addressing the needs of the underserved including the homeless, individuals with substance use disorder, and those with mental illness Programs Emergency Department Visit Reduction Program Readmmision Avoidance Program Overdose Management Summit Program Treatment Recovery and Support Hot Spotters Page 8 of 69 Lourdes Counseling Center Outpatient Services – 9,200 visits a month Crisis Services – 1,400 contacts a month Transitions Program – 84 admissions a month Law Enforcement provides referrals to help divert those in behavioral crisis & have committed low level misdemeanor from jails and emergency rooms. Program for Assertive Community Treatment (PACT) – 22,000 visits annually Assist adults with severe and persistent mental illness with housing, financial management, skill development, employment, chemical dependency and medication management Project for Assistance in Transition from Homelessness (PATH) Help identify, assess and ensure safety of homeless and mentally ill. Help link clients with services that will address their immediate needs. Psychiatric Inpatient Unit – 535 admissions annually Desert Hope Detox Services – 56 admissions a month 24-hour care for individuals withdrawing from substance Page 9 of 69 Collaborative Efforts Hotspotters Assist with the most extreme at risk clients that are consistent users of systems Identify and coordinate efforts to apply & pursue alternative resources not available in region Mobile Outreach Professionals Possible Housing Project Homeless Liaison Program Page 10 of 69 Opportunities Community Education Every case is unique Detention Criteria RCW 71.05 & RCW 71.34 Resource Limitations Ricky’s Law Regional Discussions Mental Health Funding Page 11 of 69 QUESTIONS? Page 12 of 69 Pasco Fire Department Resource List & Other Contacts Behavioral Health & Substance Abuse Health Consistent Care Hot Spotters Lourdes Health Crisis Services 509-783-0500 These 3 groups are the biggest resources/partners when it comes to critical patients. Consistent Care helps with care plans and finding resources for High Risk patients. Hot Spotters is a tracking group to assist with the most extreme at risk clients that are consistent users of systems. Program for Assertive Community Treatment (PACT Team) Lourdes Aging and Long Term Care (ATLC) (509) 735-0315 1-866-720-2582 toll free Adult Protective Services (APS) We have worked with ALTC and APS to assist people with finding resources they need to maintain living in their own home as long as they can be successful. Child Protective Services (CPS) Desert Hope Detox Services Lourdes 509-547-9000 American Behavioral Health Systems (Spokane) Secure Detox Management Services 509-232-5766 Comprehensive Healthcare (Pasco)509-412-1051 Tri-Cities Community Health (Pasco)509-545-6506 Lourdes Counseling Center (Richland) 509-943-9104 Catholic Charities (Richland) 509-545-6145 Lutheran Community Services (Kennewick) 509-735-6446 Recover & Wellness Center (Richland) 509-619-0519 Support, Advocacy & Resource Center (Richland) 509-372-5391 Pasco Discovery Coalition – A youth substance abuse group Domestic Violence Mirror Ministries 948-8792 Domestic Violence Services of Benton Franklin Counties (DVSBF) National Sexual Assault Hotline 1-800-656 HOPE (4673) Shelter Domestic Violence Services of Benton Franklin Counties 509-582-9841 1-800-648-1277 Tri-Cities Union Gospel Mission 509-547-2112 Project for Assistance in Transition from Homelessness (PATH) Lourdes Community Action Connections- Weatherization and housing help program- (509) 545-4042. Page 13 of 69 Food Mid-Columbia Meals on Wheels >60y/o 509-735-1911 Pasco 509-543-5706 Parkside Hispanic Center 509-545-2169 We also partner with MOW in our Remembering When program to help older adults have fire safe homes and homes free from fall hazards. Tri-Cities Food Banks Richland 943-2795 Kennewick 588-5454 Medical Benton-Franklin Health Department 509-460-4200 Lourdes Medical Center Kadlec Medical Center Trios Trios Birth Center Tri-Cities Community Health Greater Columbia Community Accountability of Community Health –(509)460-4548 GCACH and B-F Health Community Alliance are working with the Medicaid transformation act to help create programs that will break down social determinates to health, and work towards a whole health approach for patients. Crisis Hotlines National Suicide Prevention Line 1-800-273-TALK (8255) Crisis Text Line Text Text “Start” to 741-741 Lourdes Health Crisis Service 509-783-0500 GLBT National Youth Talkline 1-800-246-PRIDE (7743) The Trevor Project LGBT Crisis Line 1-866-488-7386 National Sexual Assault Hotline 1-800-656 HOPE (4673) Trans Lifeline 1-877-330-6366 Other Salvation Army 547-2138 Page 14 of 69 D [C e1 1 A ,,,,,,,,,,,,=,,_,.,..c._.,..__.................................-...-. actions and is not receiving such care as is essennai for is or her health or safety. The following information is in accordance with Washington State Law,RCW 71.05 and RCW 71.34. 1.Danger to self 2.Danger to others 3.Grave disability In order for an individual to meet any or all detention criteria,imminent danger and likelihood of serious harm as a result of mental disorder needs to be present. Mental Disorder =means any organic,mental,or emotional impairment which has substantial adverse effects on a person’s cognitive or volitional functioning. Imminent =means the state or condition of being likely to occur at any moment or near at hand, rather than distant or remote. Likelihood of serious harm (a)means a substantial risk that (1)physical harm will be in?icted by a person upon his or her own person,as evidenced by threats or attempts to commit suicide or in?ict physical harm on oneself;(2)physical harm will be in?icted by a person upon another,as evidenced by behavior which has caused such harm or which places another person or persons in reasonable fear of sustaining such harm.(b)The person has threatened the physical safety of another and has a history of one or more violent acts. Gravel disabled =means a condition in which a person,as a result of a mental disorder:(a)is in danger of serious physical harm resulting from a failure to provide for his or her essential human needs of health or safety;or (b)manifests severe deterioration in routine functioning evidenced bv repeated and escalating loss of cognitive nr vnli?nnal cnnfrnl nver hie nr hm- For minors (any person under the age of 18,RCW 71.34)the same detention criteria need to be present,but minors under the age of 13 cannot be detained. Page 15 of 69 AGENDA REPORT FOR: City Council November 20, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Richa Sigdel, Finance Director Finance SUBJECT: Proposed Ambulance Fee Increase I. REFERENCE(S): PowerPoint Presentation Ambulance Utility Fee Options Detail II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: Increase in Ambulance Utility Fee Increase in Ambulance Transport Fee IV. HISTORY AND FACTS BRIEF: The City requested the Ambulance Rate Study, conducted by FCS Group in 2015, to help with establishing an ambulance utility rate that is based on the true cost of providing ambulance and emergency medical services to the citizens and visitors of Pasco. Council has taken significant steps to prudently manage this fund: increasing and decreasing fees where needed; changing to a more equitable ambulance fee structure, as well as pursuing funding of Ground Emergency Medical Transport (GEMT). The City operates the ambulance utility which is funded primarily from monthly charges or rates, subsidy from the City's General Fund and transport fees. Operationally, paramedics and firefighters work within an integrated structure. The integrated operation of Fire and Ambulance services provides for an economy of scale that benefits the taxpayers and ambulance ratepayers. With the ambulance and fire apparatus responding to all calls in tandem, crews from fire are available to supplement ambulance responses and vice versa. Page 16 of 69 V. DISCUSSION: As discussed during 2019-2020 Biennial Budget presentation, the needs of this fund are unique. This is a highly specialized fund that requires specialized personnel and regulated equipment and supplies. This means that the increases in costs don't always follow the Consumer Price Index (CPI). Additionally, Pasco's high Medicaid and Medicare use demographic means that the City gets reimbursed less than the actual cost of transport for many calls. As discussed in previous meetings, GEMT is meant to mitigate these losses. However, due to the delay in GEMT funding at the Federal and State levels the Ambulance Fund is in need of a cash infusion until the reimbursements are received in 2019. An inter-fund loan of $2,000,000 is requested for 2018. The Proposed Budget includes a $2,000,000 loan to the Ambulance Fund in 2018, with the balance being paid back over the next five years. The first repayment is budgeted at $1,300,000 and will be made in 2019, with the remainder of the loan paid back over the next four years. Due to factors such as higher cost of providing service and debt service for the inter - fund loan, Staff initially proposed that Council consider increasing the Ambulance Utility Fee rates by 7% for 2019 and 2020, as well as an in crease in the Transport Fee by $50 ($650 to $700 for residents) in 2019. Staff introduced a second option to Council during the Public Hearing on the budget. The second option is to forgive part of the $2,000,000 principal to reduce the proposed ambulance rate increase as recommended in the budget. Council levied the City's banked capacity to fund the relocation of new fire stations in 2019. Since the bond will not be issued until mid-year 2019, the City will collect close to $600,000-$700,000 in property tax revenue that will not be utilized for bond debt service. Since there is a great level of overlap between residents who pay property taxes and the Ambulance Utility Fee, and the General Fund can make contributions to any fund within the City, using General Fund dollars to forgive part of the Ambulance Fund loan is an option open to Council. The Council has two options for the Ambulance Fund: Option A: Increase the Ambulance Utility Fee rates by 7% for 2019 and 2020 and the Transport Fee by $50 in 2019. This option would require the fund to pay back the full $2,000,000 inter-fund loan. This option would set the Ambulance Utility Fee from $14.98 to $16.03 in 2019 and to $17.15 in 2020. Option B: Increase the Ambulance Utility Fee rates by 4% for 2019 and 2020 and the Transport Fee by $50 in 2019. This option would allow forgiveness of $700,000 of the $2,000,000 inter-fund loan. This option would set the Ambulance Utility Fee from $14.98 to $15.58 in 2019 and to $16.20 in 2020. Page 17 of 69 The Transport Fee would increase from $650 to $700 for residents and from $1,050 to $1,100 for non-residents under both options. Both options will leave the Ambulance Fund with a positive fund balance until the end of 2021 (see attached document for further details). Page 18 of 69 Ambulance Utility Fee Options Page 19 of 69 Option Comparison OPTION A •Utility Fee Rates –7% increase 2019 & 2020 •2018 -$14.98 •2019 -$16.03 •2020 -$17.15 •Transport Fee -$50 for 2019 •Resident •2018 -$650 •2019 -$700 •2020 –No Increase •Non-Resident •2018 -$1050 •2019 -$1100 •2020 –No Increase OPTION B •Utility Fee Rates –4% increase 2019 & 2020 •2018 -$14.98 •2019 -$15.58 •2020 -$16.20 •Transport Fee -$50 for 2019 •Resident •2018 -$650 •2019 -$700 •2020 –No Increase •Non-Resident •2018 -$1050 •2019 -$1100 •2020 –No IncreasePage 20 of 69 Inter-fund Loan •$2,000,000 requested in 2018 to accommodate delay in GEMT Funding •Option A accounts for all of the loan paid back within 5 years with $1,300,000 payment scheduled for 2019 •Option B accounts for $700,000 in loan forgiveness •$700,000 is expected to be one time debt service savings due to timing of the Fire Station bond issue Page 21 of 69 Total Impact Current Water -$34.20 Sewer -$31.45 Ambulance -$14.98 Storm Water -$5.64 Total -$86.27 2019 All Rate Increases Water -$35.23 Sewer -$32.71 Ambulance -$16.03 Storm Water -$5.92 Total -$88.86 Total increase of 3% in utility bill increase for 2019 and 2020 for a standard home Page 22 of 69 Option 1 (Proposed Budget) 2019 2020 2021 Option 2 2019 2020 2021Budgeted Beg Fund Balance 1,228,550$ 1,193,910$ 696,224$ Budgeted Beg Fund Balance 1,228,550$ 1,067,910$ 619,364$ Intergovernmental 2,269,210$ 838,510$ 838,510$ Intergovernmental 2,269,210$ 838,510$ 838,510$ Charges Goods & Services 6,425,463$ 6,510,036$ 6,710,036$ Charges Goods & Services 6,299,463$ 6,370,176$ 6,570,176$ Miscellaneous Revenue 16,000$ 16,000$ 16,000$ Miscellaneous Revenue 16,000$ 16,000$ 16,000$ Debt Proceeds -$ -$ -$ Debt Proceeds -$ -$ -$ Transfer In 420,000$ 420,000$ 420,000$ Transfer In 420,000$ 420,000$ 420,000$ 9,130,673$ 7,784,546$ 7,984,546$ 9,004,673$ 7,644,686$ 7,844,686$ With Beginning Fund Bal 10,359,223$ 8,978,456$ 8,680,770$ With Beginning Fund Bal 10,233,223$ 8,712,596$ 8,464,050$ Salaries & Wages 4,521,378$ 4,659,249$ 4,845,619$ Salaries & Wages 4,521,378$ 4,659,249$ 4,845,619$ Personnel Benefits 1,307,406$ 1,346,630$ 1,400,495$ Personnel Benefits 1,307,406$ 1,346,630$ 1,400,495$ Supplies 268,560$ 268,535$ 279,276$ Supplies 268,560$ 268,535$ 279,276$ Services & Charges 1,702,969$ 1,756,818$ 1,827,091$ Services & Charges 1,702,969$ 1,756,818$ 1,827,091$ Transfers & Pass Trough's -$ -$ -$ Transfers & Pass Trough's -$ -$ -$ Capital Outlay 25,000$ 62,000$ 64,480$ Capital Outlay 25,000$ 62,000$ 64,480$ 7,825,313$ 8,093,232$ 8,416,961$ 7,825,313$ 8,093,232$ 8,416,961$ Debt Principal 1,340,000$ 189,000$ 189,000$ Debt Principal 1,340,000$ -$ -$ Budgeted End Fund Balance 1,193,910$ 696,224$ 74,809$ Budgeted End Fund Balance 1,067,910$ 619,364$ 47,089$ Option 1: 7% increase in ambulance service fee for 2019 and 2020. $50 increase in transport fee for residents and non-residents.Option 2: 4% increase in ambulance service fee for 2019 and 2020. $50 increase in transport fee for residents and non-residents. Forgive $700,000 in loan to reduce debt service for years 2020, 2021, 2022, and 2023 (see highlighted area).AMBULANCE FUND ANALYSISPage 23 of 69 AGENDA REPORT FOR: City Council November 19, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Richa Sigdel, Director Finance SUBJECT: 2018 Supplemental Operating and Capital Budget I. REFERENCE(S): Summary - Budget Supplement Request II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion. III. FISCAL IMPACT: Refer to attached summary of budget supplement request. IV. HISTORY AND FACTS BRIEF: The revenues and expenditures recommended to be included in the Supplemental Budget were unanticipated or indeterminable at the time the 2018 Budget was prepared. V. DISCUSSION: Council approved the 2018 Operating Budget in the amount of $213,712,293. The proposed Operating Budget Amendment reflects an increase of $3,809,340 in expenses and $4,595,090 in revenue. This represents an overall increase of 1.8% of the adopted budget. Historically, the increase in the City's adopted budget through the supplemental budget process has been around 9-10%. As the growth of the City has stabilized, Staff has worked to reduce the reliance on the supplemental budget. The small percentage of changes to the adopted budget is a result of the stabilizing growth factor; but also a concerted effort to project expenses and revenue during the budget process. A large percentage of the increase in expense is due to the increase in labor costs for the Police, Fire, and Administrative and Community Services (ACS) Departments. Page 24 of 69 Approximately $580,000 in unexpected overtime occurred in 2018 between the Fire and Police Departments. The Police Department was short staffed due to various factors; for example, serious on-duty injuries and staff turnover. The department also handled a few large cases that required additional time at the scene and testifying in court. Locally and throughout the State, 2018 had a longer than usual fire season. The Fire Department sends staff to local and regional fires. Time spent on local fires is not reimbursed. The increase in the ACS department's expenses was primarily due to the higher use of seasonal workers and higher than anticipated legal costs. Additionally, Council approved the purchase of Locution Systems at the cost of $240,000 in 2017. Due to the delay in the SECOMM move, the City had not utilized this committed fund until 2018. The actual cost for the Locution Systems is expected to be $345,000. Staff is requesting that Council approve an additional $105,000 to the previously authorized fund to complete this project. As Council is aware, the hiring process for the Police and Fire Departments is an extended process, where timing is critical and reliance on outside forces is high. Due to such factors and expected retirements in the near future, the City may hire new staff to train so that they are ready to take the place of retired staff when that time arrives. This method has proven to be more effective in reducing further overtime or straining other staff members with additional work. The Fire Department hired two staff members in 2018 anticipating the retirement of at least two long-term staff members in 2019. One of the staff expected to retire recently did, earlier than expected. Some funds, such as for the Cemetery and Golf Course, have increased costs that are directly related to increased demand. As demand increases, so does the revenue. The Equipment Replacement Fund also saw an additional $220,000 in expense. This is mainly due to a vehicle purchase for the Police Department that was reimbursed through a grant, reorganization of fleet resources within the Fire Department to provide a designated vehicle for the rescue boat, increased costs in outfitting new Fire trucks, as well as an unexpected increase in replacement costs for golf course equipment. The Public Works Department has worked hard to accelerate the Columbia East Lift Station project to mitigate increasing unreliability of the existing infrastructure. This infrastructure allows for food processors to send their industrial waste water to the Process Water Reuse Facility (PWRF). Staff is requesting that Council authorize $1,080,000 in 2018 to account for the accelerated schedule of the project. On the revenue front, the City is seeing higher than expected sales tax revenue in 2018. We attribute this to growing economic activity, as well as a positive national economic environment. Business license revenue has also seen an increase due to the higher number of businesses signing up for a City license. We attribute this increase to migration to State Business License Services, which makes it easier for business owners to obtain a City license. Furthermore, the City also sold two pieces of property in 2018, adding $794,000 to City's fund balance. Page 25 of 69 Changes in Capital projects are presented to Council on a regular basis as important milestones on the projects are reached and which may require Council approval. Page 26 of 69 2018 Budget Supplement Request Page 27 of 69 Overview •Increase in revenue by $4,595,090 •Increase in cost by $3,809,340 •Accounts for 1.8% of total 2018 budget appropriation •Cost increases mainly due to: •Unexpected cost •Prior year authorizations delayed to current year •Acceleration of project schedules Page 28 of 69 Summary Fund Number Fund Revenue Expense +/- to Fund Balance 100 General Fund 2,388,000$ (1,390,000)$ 998,000$ 125 I-182 Impact 130,000$ (70,000)$ 60,000$ 160 Cemetery 20,000$ (20,000)$ -$ 166 Golf 150,000$ (150,000)$ -$ 182 School Impact 250,000$ (250,000)$ -$ 185 Marina 500,000$ (500,000)$ -$ 190 Revolve Abate -$ (100,000)$ (100,000)$ 192 Park Development -$ (20,000)$ (20,000)$ 410 Utility Fund 1,080,000$ (1,080,000)$ -$ 515 Government Equipment Replacement 77,090$ (229,340)$ (152,250)$ Total 4,595,090$ (3,809,340)$ 785,750$ Page 29 of 69 Questions?Page 30 of 69 Fund Number Fund Revenue Expense+/- to Fund BalanceComment100 General Fund 2,388,000$ (1,390,000)$ 998,000$ Sale of property, higher than expected sales tax, and external agency reimbursement. Expenses in more detail in Agenda Report.125 I-182 Impact 130,000$ (70,000)$ 60,000$ Carry over of prior year projects .160 Cemetery 20,000$ (20,000)$ -$ Increased demand driving cost.166 Golf 150,000$ (150,000)$ -$ Increased demand driving cost.182 School Impact 250,000$ (250,000)$ -$ Pass through account; seeing greater activity. Requesting increase to accommodate the authorization level for audit purposes.185 Marina 500,000$ (500,000)$ -$ Insurance recovery and construction of damaged dock. $500,000 was budgeted as unsecured project to account for uncertainty of the insurance process and amount.190 Revolve Abate -$ (100,000)$ (100,000)$ Bad debt expense - not budgeted and additional funds anticipating purchase of properties, if necessary.192 Park Development -$ (20,000)$ (20,000)$ Park design costs was higher than anticipated.410 Utility Fund 1,080,000$ (1,080,000)$ -$ Columbia East Lift Station - project moved faster than expected in 2018. Funded by grant received.515 Government Equipment Replacement 77,090$ (229,340)$ (152,250)$ Delay in vehicle delivery, increase in outfitting costs for new Fire trucks. Crime Scene vehicle funded by grant.Total4,595,090$ (3,809,340)$ 785,750$ Page 31 of 69 AGENDA REPORT FOR: City Council November 19, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Rick White, Director Community & Economic Development SUBJECT: Downtown Pasco Development Authority Funding Agreement I. REFERENCE(S): DPDA Funding Agreement for 2017/2018 II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: IV. HISTORY AND FACTS BRIEF: City Council formed a Public Development Authority in December of 2010 to undertake revitalization of the Downtown area, provide management of the Pasco Specialty Kitchen and Farmer’s Market and promote utilization of the façade improvement program that is funded through the Community Development Block Grant allocation. The DPDA was licensed in Washington State as a non-profit corporation in May of 2011 and a full Board was appointed in July of 2011. The DPDA also received its 501(c)(3) tax status in 2012. In January of 2015, the DPDA was officially recognized as a Washington State Main Street community. As a Main Street community, the DPDA is eligible to receive donations with the donor receiving a 75% credit against applicable B&O taxes and a varying amount for the City depending on the yearly requests statewide for State Utility Tax reimbursements through this Program. For example, in 2019 the City will receive a credit of $70,500 for the 2018 contribution to the DPDA. When the DPDA was first formed, Council recognized that the DPDA would have operational expenses exceeding revenues and most recently approved the latest funding agreement with the DPDA, allocating an annual amount of $100,000 for 2017 and 2018 to supplement their revitalization efforts. This agreement expires at the end of this year. Page 32 of 69 The City has recently been advised that the current Executive Director of the DPDA will resign his position in December to accept a position with the Boys and Girls Club. V. DISCUSSION: The DPDA Funding Agreement was scheduled for Council consideration at this 11/26/18 Workshop meeting. The departure of the Executive Director complicates the typical process of Council consideration of a replacement Funding Agreement. After discussions with the DPDA Board Executive Committee, staff would request Council's consideration of an extension of the current funding Agreement for up to the first 6 months of 2019. This will allow a transition period for the DPDA Board and the opportunity for the Board to thoroughly review the approach to staffing this position and its relationship to the DPDA organizational structure. During this transitional period, City staff will take an increased role in organizational support which will provide stability and certainty for existing DPDA staff and the conduct of special events in the Downtown - particularly the 2019 Cinco de Mayo celebration. Council discussion of this approach is welcome. Page 33 of 69 DOWNTOWN PASCO DEVELOPMENT AUTHORITY FUNDING AGREEMENT T H IS AGREEMENT is m ade and e nt er ed into this .;?I day of f\.lov.embe C 20 16, b y and between the C it y of Pasco, Washington, a Muni c ipal Co rporation , herein after referre d to as "City," and the Downtown Pasco Develo pment Authority, a no n-profi t Was hin gto n Corporatio n , h erein a fter refe rred t o as "DPDA ." WH EREAS , the City Council desires to foster re v italiz ation of the downtown bus iness area and created the Downtown P asco Developme nt Authority (DPDA) in December 2 010 under Ordinance No. 3985, with th e ex pectation of prov iding a three-yea r funding commitment to permit the n ew agency to establi s h operations and demonstrate it s ability to fulfill the r evitali zati o n goals enunciated in Ordinance No. 3985 a nd the DPDA C h a rter; and WH EREAS , DPDA h as received a certificate of incorporation from the State of Was hington as a non-profit corporation; and WHEREAS, DPDA h as organi z ed and developed operating procedures, hired an initi a l and a replacement executive directo r, reinitiated public events in D owntown Pasco (Cinco d e Mayo and th e Fiery Foods Festival), undertake n m a n age m ent of th e Pasco Farmers Market a nd Pasco Commercial Kitchen, b eca m e a 50l(c) (3) o rgani zation, became a certified Was hingto n State Main Street organization, conducted se veral business educatio n classes and D ownto w n c lean-up events, o rgani z ed and implemented a Peanuts Park r efurbi shme nt and (with C it y financial ass is ta nce) completed a 5 year Strategic Work Pl a n in c ludin g web s ite revisio ns and "branding;" and WHERE AS, DPDA ta sks for 2 01 7 and 20 18 includ e impl e m entatio n of the "Passport to Pasco Reward s Program," esta bli shm ent of a scholarship grant progra m consistent w ith th e DPDA 's 50l(c)(3) status , initiating and completing a Downtown C u stomer Survey and Downtown Pasco calendar; comple ting re staurant recruitment for vacant D owntown busi ness sp ace; creating a nd maintaining a Do w ntown Property In vent o r y ; bus iness outreach effo rts including a m ark eting/fundrai s ing pro gram and an a l ys is of th e fea s ibility of a "year round" Farmers Market ; initiating a nd fillin g a p os iti o n for su st a inable fundrai s ing and other tasks id e ntifi ed in the 5 Year Strategic W ork Plan; and WHE REAS , DPDA lias r eques ted th at additi o n a l C ity funding b e made ava il able to develop reso urces to eventually reduce th e amount of th e C it y subs id y ; NOW THEREFORE, IN CON SID ERA TION of th e mutua l covenants conta ined h erein a nd other va luable co nsi d eration, it i s agreed as fo ll ows: Section 1: DPDA Responsibi,ities The DPDA sh a ll conduct its act ivi ti es and efforts that further th e purpo se of the DPDA as identified in Pasco Ordinance 3985 and Article IV of it s Ch arter to in cl ud e but not be limited to: • Rev iew of C it y pl ans an d policies. T h e DPDA sh a ll r eview exis ting and evolvin g C it y land use and capital improvement plans a nd policies affecting th e Dow ntow n Area a nd a dv ise the c it y of appropriate co n siderations. D PDA Funding Agreement -1 Page 34 of 69 • Facade Impro vement Program. The DPDA s hall pro vide information, appli ca ti ons a nd profession a l assistance t o D owntown Area prope rty owners wishing to participa te in an approved and funde d Communit y Development Block Grant fa9a de program . • Promotio n a l Events. The DPDA s hould conduc t o r implement an additional promo ti o n a l or s p ecial e vent in a dd it ion to C inco de Mayo and th e Fiery Foods Fes tival th at con trib ute to the s uccess of the D ow nt own Area or oth e r wise ad van ce th e goal s of t he DPDA . • Financing Strategy. In co ll aboration w ith C ity staff and/or other professionals, the DPDA will d evelo p a comprehens ive in vento r y of public and pri vate capital and developme nt financin g tool s and in centi ves that may be avail abl e to foster and s upport its re vita li z ation effo rt s. T h ese should includ e tax credits or other incenti ves and identifi cati o n of infras tructure and o th e r pub li c capital investme nts that may be necessary to suppo rt pri va t e redevelopment projects. • Marketing. The DPDA s h a ll dev elop a s trategy to identify a nd promote econo mi c v it a lity of th e Downtown Area including the opportunities associated w ith the Farmer's Market and Sp ecialty Kitchen . These strategies m ay include: creation of a Downtown Cale ndar, quarterly business meetings for Downtown bus inesses , res ta urant recruitment for vacant or available properties a nd completion of th e D owntown Survey. • Farmer's Market and P asco Specialty Kitche n. The DPDA sh a ll optimi ze the opportunities associated wi th th e Farmer's Market and Specialty Kitchen to increase economic acti v ity a nd promote recogniti o n of the Dow ntown . Operation of th ese fac ilities mus t be in accordance with the associated lease agreem e nt. Repo rt s: A fo rmal prese ntatio n t o the C ity Coun c il b y the DPDA board sh a ll b e gi ven on o r b efore March I each year. T h e DPDA s h a ll deli ver quarterly written status reports to t he Pa sco City Manager detailing th e activ ities , accompli shments and fin an c ia l s ta tu s of th e DPDA. Section 2: City Responsibilities T h e C it y of Pasco w ill remit to DPDA o r it s des i g n ated bank up t o $25,000 per qu arter b y th e I O'h day of the firs t month of said quarter. Section 3: Term This agreem e nt sh a ll be effective January I , 20 17 and sh a ll ex pire on Decemb er 3 1, 20 18; prov ided , however, either pa11y m ay termina te th e agreement w ith at least 180 d ays w ritte n noti ce deli vered to the President of the DPDA or th e Pasco C ity Manager. It i s furth e r provided t ha t thi s agreement i s predicated o n the DPDA maintaining its Main S t reet st a tu s fo r calendar year s 20 17 and 20 18 a nd th e C ity's contri bution, as d escribed in Section 2, is d eem ed e li gi bl e for Main Street tax c r edits by the State D epartment of R evenue. Should the DPD A become in e li gibl e for Main Street tax c redi ts, thi s Agreement may be r eturned to the Pasco C it y Counci l for determining its co ntinuati on. Section 4: General Provisions For th e purpose of thi s Agreem ent, tim e is of th e essence. Failure of the DPD A to either provide th e accountin g or rem it disallowed fund s a s requ ired h e rei n s ha ll con stitu te a breach of this agreement. T h e r e medi es avail able to th e Ci ty s h a ll include but n ot b e limited to , return of DPDA Fu nding A g re e m en t -2 Page 35 of 69 all fund s delivered to the DPDA an d d e nial of the right of the DPDA to apply for any future funding. In the event of a di sp ut e regarding the enforcement, breach, default or interpre ta ti on of this Agreement, the parties sh a ll first meet in a good faith effort to reso lve such di spute. In the eve nt th e di sp ute cannot be resol ved b y agree m ent of the parti es, said di spute s hall be res o lved by arb itration purs uant to R CW 7.04A, as a m ended, and the Mandatory Arbitration Rul es (MAR); ven ue sh a ll b e placed in Franklin County, Washington , the laws of the State of Washington sh a ll appl y; and the prevailing p arty s h all be entitled to its reasonable a ttorn ey fees and costs. IN WITNESS WHEREOF, the parties hereto ha ve caused this agreement to be executed this a I 'day of Nch/-<Jm {oe v '2016. C ITY OF PASCO DPDA Fund ing A greement -3 DOWNTOWN PASCO D EVELOPMENT AUTHORITY 1 cob Gonzalez , (;lsid e nt Page 36 of 69 AGENDA REPORT FOR: City Council October 31, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Zach Ratkai, Director Administrative & Community Services SUBJECT: Visit Tri Cities Regional Sports Facility Feasibility Study I. REFERENCE(S): Proposed Resolution Proposed Cost Sharing Agreement II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: $10,000 IV. HISTORY AND FACTS BRIEF: The Tri-Cities Visitor and Convention Bureau (TCVCB) is the area's regional tourism and visitor association. The cities of Richland, Kennewick and Pasco are members in good standing with TCVCB, with each city collectively engaging in economic development activities, including the promotion and attraction of sports tourism events. TCVCB has proposed to the member communities to begin a study to evaluate sports tourism opportunities in the region, including a market needs assessment and financial analysis. Last year, the Tri-City Regional Hotel-Motel Commission agreed to partially fund a study using tourism promotion revenue administered by the TCVCB. Pasco is currently planning a number of sports-related projects, including additional soccer fields at the A Street Sports Complex and is considering an update to its Parks Master Plan in two years; therefore, the TCVCB study will be a timely guide for many recreational projects. The total cost of the study will not exceed $60,000. TCVCB will fund up to $30,000, and Richland, Kennewick and Pasco will contribute up to $10,000 each. TCVCB will Page 37 of 69 act as the administrative lead agency for the project. Staff will bring a Resolution forth to the City Council at the December 3, 2018 hearing to ratify Pasco's involvement in the regional study. V. DISCUSSION: Staff recommends approval of the proposed Resolution. Page 38 of 69 1 RESOLUTION NO. _________ A RESOLUTION of the City of Pasco, authorizing the execution of a Memorandum of Understanding with Visit TRI-CITIES and the Cities of Kennewick and Richland for the development of a regional sports facility feasibility study. WHEREAS, Visit TRI-CITIES is the area’s regional tourism and visitor’s association; and WHEREAS, the City is a member of Visit TRI-CITIES in good standing; and WHEREAS, the City is engaged in economic development activities including the promotion and attraction of sports tourism events; and WHEREAS, Visit TRI-CITIES proposes to commission and administer a study to evaluate sports tourism opportunities in the region including a market needs assessment and financial analysis; and WHEREAS, in 2017 the Tri-City Regional Hotel-Motel Commissioners agreed to partially fund a study using Tourism Promotion A revenue administered by Visit TRI-CITIES; and WHEREAS, the cost of the study is not expected to exceed $60,000 and will be funded $30,000 from Visit TRI-CITIES and $10,000 each by the Cities of Richland, Kennewick and Pasco; and WHEREAS, the development of the regional Visit TRI-CITIES sports facility feasibility study will coincide with the City’s general goals for economic growth and recreational promotion, and provide useful and timely data. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pasco that the City Manager is authorized to execute a Memorandum of Understanding with Visit TRI-CITIES, and the Cities of Kennewick and Richland for the purpose of developing a regional sports tourism study. BE IT FURTHER RESOLVED that this resolution shall take effect immediately. ADOPTED by the City Council of the City of Pasco, Washington, at a regular meeting on the 3rd day of December, 2018. _____________________________ Matt Watkins, Mayor ATTEST: APPROVED AS TO FORM: __________________________ _____________________________ Daniel Erickson, City Clerk Leland Kerr, City Attorney Page 39 of 69 CONTRACT NO._______________  Cost Sharing Agreement – TCVCB Sports Tourism (11/2018)  Page 1  COST SHARING AGREEMENT Between the Tri-Cities Visitor and Convention Bureau And The Cities of Richland, Kennewick and Pasco This Cost Sharing Agreement (“Agreement”) is made and entered into on this _____ day of November, 2018, by and between the Tri-Cities Visitor and Convention Bureau, a Washington non-profit corporation (“TCVCB”) and the cities of Richland, Kennewick, and Pasco, all of which are Washington municipal corporations. TCVCB, Richland, Kennewick and Pasco are referred to collectively hereinafter as the “Parties.” I. RECITALS WHEREAS, the Tri-Cities Visitor and Convention Bureau is the area’s regional tourism and visitor association; and WHEREAS, Richland, Kennewick and Pasco are members in good standing of the Tri-Cities Visitor and Convention Bureau; and WHEREAS, Richland, Kennewick and Pasco are engaged in economic development activities, including the promotion and attraction of sports tourism events; and WHEREAS, the Tri-Cities Visitor and Convention Bureau proposes to commission and administer a study to evaluate sports tourism opportunities in the region, including a market needs assessment and financial analysis; and WHEREAS, in 2017, the Tri-City Regional Hotel-Motel Commission agreed to partially fund a study using tourism promotion revenue administered by the Tri-Cities Visitor and Convention Bureau; and WHEREAS, the study will provide the Parties with timely and meaningful data to inform efforts related to increased economic development opportunities in the Tri-Cities region. NOW, THEREFORE, in consideration of the mutual covenants and agreements herein, and for other good and valuable consideration, the receipt and sufficiency of which are acknowledged, TCVCB, Richland, Kennewick and Pasco agree as follows: II. AGREEMENT 1. COST SHARING OBLIGATIONS 1.1 The total cost of a regional sports tourism study administered by TCVCB shall not exceed $60,000. Cost allocation shall consist of: TCVCB up to but not Page 40 of 69 CONTRACT NO._______________  Cost Sharing Agreement – TCVCB Sports Tourism (11/2018)  Page 2  exceeding $30,000; Richland up to but not exceeding $10,000; Kennewick up to but not exceeding $10,000; and Pasco up to but not exceeding $10,000. 1.2 Richland, Kennewick and Pasco will remit payment consistent with 1.1 herein within thirty (30) calendar days of the date TCVCB issues a notice to proceed to the consultant selected to perform the study. 2. PROJECT MANAGEMENT 2.1 The study will include a market needs assessment and financial analysis to evaluate sports tourism opportunities and new facilities in the Tri-Cities. TCVCB is solely responsible for initiating and administering a competitive solicitation to select a consultant for the study. TCVCB will lead and manage the project with administrative support from Richland, Kennewick and Pasco in the form of a steering committee. Although Richland, Kennewick and Pasco will give input into the selection process, TCVCB will make the final decision on choice of consultant(s). 2.2 TCVCB, as the contracting and administering party, shall determine whether the consultant(s) have rendered satisfactory performance. TCVCB may take input from Richland, Kennewick and Pasco on the issue of satisfactory performance, but is not required to do so in making its determination. 2.3 Once the consultant work is complete, TCVCB will present the completed study to Richland, Kennewick and Pasco by way of a timely public presentation of the findings to each Party’s legislative body. Richland, Kennewick and Paso will each receive a copy of the written study documents. 3. TERM OF AGREEMENT 3.1 Term: This Agreement shall become effective on the date identified above, and shall remain in effect until all consulting work contemplated by this Agreement is complete and fully compensated, unless terminated earlier in accordance with Section 3.2, below. 3.2 Termination: This Agreement may be terminated by any Party at any time, without cause and without penalty, prior to execution of the consulting agreement between TCVCB and the intended consultant(s). After the consulting agreement has been executed, this Agreement may not be terminated except by mutual agreement of all Parties. Each Party’s respective obligation to pay its share of the contracted work shall survive termination. 4. MISCELLANEOUS PROVISIONS 4.1. Notice: Any notices required to be given under this Agreement shall be in writing and shall be deemed served when mailed via certified mail, return Page 41 of 69 CONTRACT NO._______________  Cost Sharing Agreement – TCVCB Sports Tourism (11/2018)  Page 3  receipt requested. The Parties may, upon mutual agreement set forth in writing, determine to accept notice via email. Notice shall be directed as follows: For Tri-Cities Visitor and Convention Bureau: Kim Shugart Senior Vice President PO Box 2241 Kennewick, WA 99336 Phone: (509) 735-8486 Email: kim@visittri-cities.com For the City of Richland: Joseph Schiessl Parks and Public Facilities Director 505 Swift Blvd Richland, WA 99352 (509) 942-7578 Email: jschiessl@ci.richland.wa.us For the City of Kennewick: Terry Walsh Executive Director of Employee and Community Relations PO Box 6108 Kennewick, WA 99337 Phone: (509) 585-4242 Email: terry.walsh@ci.kennewick.wa.us For the City of Pasco N. Zach Ratkai Administrative and Community Services Director 525 N. 3rd. Ave Pasco, WA 99301 Phone: (509) 537-2078 Email: ratkaiz@pasco-wa.gov 4.2 Governing Law/Forum Selection: Unless otherwise controlled by federal law, the interpretation and enforcement of this Agreement shall be governed by the laws of the State of Washington. The Parties agree that Benton County is the appropriate venue for filing of any civil action arising out of this Agreement. The Parties hereby agree to submit to personal jurisdiction in Benton County Superior Court in any action concerning the interpretation or enforcement of this Agreement. 4.3 Dispute Resolution: The Parties desire to avoid and settle without litigation future disputes which may arise between them relative to this Agreement. Page 42 of 69 CONTRACT NO._______________  Cost Sharing Agreement – TCVCB Sports Tourism (11/2018)  Page 4  Accordingly, the Parties agree to engage in good faith negotiations to resolve any such disputes. Good faith negotiations shall first be conducted at the staff level. If agreed resolution cannot be achieved, the Parties shall proceed to non-binding mediation/dispute resolution. Should settlement negotiations or mediation prove unsuccessful, any Party may proceed to litigation. 4.4 Legal Relationship: No partnership, joint venture or joint undertaking shall be construed from the existence of this Agreement, and, except as herein specifically provided, neither party shall have the right to make any representations for, act on behalf of, or be liable for the debts of the other. 4.5 Assignment: Neither TCVCB, Richland, Kennewick or Pasco shall assign, convey or transfer this Agreement or any interest herein without the prior written consent of all Parties. Any assignment made without a Party’s consent is null and void, and does not relieve the assigning Party of any liability or obligation hereunder. 4.6 Exhibits: All exhibits attached hereto, if any, shall be incorporated by reference as if set out in full herein. 4.7 Captions: Paragraph titles or captions contained herein are inserted as a matter of convenience and for reference, and in no way define, limit, extend or describe the scope of this Agreement. 4.8 Binding Effect: Regardless of which Party prepared or communicated this Agreement, this Agreement shall be of binding effect between the Parties only upon its execution by a duly authorized representative of each such Party. 4.9 Warranty of Authority: The persons executing and delivering this Agreement on behalf of the Parties each represent and warrant that each of them is duly authorized to do so, and that execution of this Agreement is the lawful and voluntary act of the person or entity on whose behalf they purport to act. 4.10 Legal Action: In the event legal action is necessary to enforce any of the provisions of this Agreement, the Parties agree that the substantially prevailing Party will be awarded its reasonable attorney’s fees and costs in such action. 4.11 Construction: The Parties acknowledge that each Party and its counsel have reviewed this Agreement with opportunity to comment, and that the normal rule of construction providing that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or any amendment or exhibits hereto. 4.12 Complete Agreement: This Agreement represents and contains the entire understanding between the Parties. The Parties acknowledge that no other Page 43 of 69 CONTRACT NO._______________  Cost Sharing Agreement – TCVCB Sports Tourism (11/2018)  Page 5  oral or written collateral agreements, understandings, or representations exist outside of this document, with the exception of any documents expressly incorporated by reference in this Agreement. Any prior agreements, whether verbal or written, not specifically expressly incorporated by reference in this Agreement are hereby terminated. IN WITNESS WHEREOF, the Parties have signed this Agreement as of the day and year written below. TRI-CITIES VISITOR AND CITY OF RICHLAND CONVENTION BUREAU ___________________________ ___________________________ By: By: Cynthia D. Reents Its: Its: City Manager APPOVED AS TO FORM: APPROVED AS TO FORM: _________________________ ___________________________ Counsel for TCVCB Heather Kintzley, Richland City Attorney CITY OF KENNEWICK CITY OF PASCO _______________________ ___________________________ By: Marie Mosley By: Dave Zabell Its: City Manager Its: City Manager APPROVED AS TO FORM: APPROVED AS TO FORM: ________________________ ___________________________ Lisa Beaton Eric Ferguson Kennewick City Attorney Pasco City Attorney Page 44 of 69 AGENDA REPORT FOR: City Council October 31, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Zach Ratkai, Director Administrative & Community Services SUBJECT: Presentation - Gesa Stadium Historical Update I. REFERENCE(S): II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Presented by Zach Ratkai, Administrative & Community Services Director III. FISCAL IMPACT: IV. HISTORY AND FACTS BRIEF: Brief overview of the history of Gesa Stadium, its current activities, and future improvements as approved in the 2019-2024 Capital Improvements Budget V. DISCUSSION: Page 45 of 69 Page 46 of 69 Page 47 of 69 AGENDA REPORT FOR: City Council November 20, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Zach Ratkai, Director Administrative & Community Services SUBJECT: City Hall Remodel Update I. REFERENCE(S): II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: III. FISCAL IMPACT: $1,667,554 - CIP- Real Estate Excise Tax Fund IV. HISTORY AND FACTS BRIEF: In 2016, the Pasco Police moved out of City Hall into their new facility, leaving behind ample and space office empty in Shortly Hall. City room expansion available thereafter, plans to renovate the empty space and create more room for various city division was commenced. Phase I of the renovation was previously completed, providing new space for the Pasco Information Services Division on the second floor. In 2019, Phase II of the renovation will begin with significant improvements, including the addition of offices to the first floor area of the former police offices, renovation of finance, customer service, and ACS Admin areas. On the second floor of City Hall, engineering and permitting will see renovation as well. The 3rd floor will see the Human Resources offices get updated as the last portion of the project. This project will focus on enabling better and more transparent access to the public for the more externally-focused departments of the City, while also addressing access and security measures to protect city staff and assets, while remaining open to the public. Heavily staffed divisions such as Public Works and Finance will see updates to their office to flexible remaining while collaboration, allow for to spaces greater accommodate future staff growth. The project is out to bid now, with a bid award to be taken to City Council in January of 2019, with work to begin shortly afterwards. The CIP budget for the project is just over $1.6 million, and expectations currently are that bids will be around that mark. Page 48 of 69 V. DISCUSSION: Page 49 of 69 AGENDA REPORT FOR: City Council November 20, 2018 TO: Dave Zabell, City Manager Workshop Meeting: 11/26/18 FROM: Stan Strebel, Deputy City Manager Executive SUBJECT: Purchase of Lighting and Seating Replacements/upgrades for GESA Stadium I. REFERENCE(S): II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: Estimates: Lighting Replacement- $400,000 Seating- Lower Box Replacements- $200,000 Seating- Upper Box Improvements- $200,000 IV. HISTORY AND FACTS BRIEF: Advisory Tax Lodging the of Council the approved recently recommendation Commission to authorize $2 million for improvements to GESA stadium with the required $160,000 annual debt service to be paid from the lodging tax proceeds. The proposed Capital Budget for 2019-2020 includes the project expenditures. With Councils' approval of the City's 2019 property tax levy, including the addition of "banked capacity" to finance two new fire stations, the City plans to issue debt, sometime in the spring of 2019, to finance the construction. Staff now believes that combining the tax exempt bond issue for the fire stations and the taxable bond issue for stadium improvements will be the best course for the City to pursue. Costs of issuance will be pro-rated for the projects and there will be savings/economies by combining the projects into a single bond issue. The City has the ability to absorb the costs, if any (it appears that there will be no deposit required for the seating order, it is not yet determined if a deposit will be required for the lighting), for the projects until permanent financing, as stated above, is in place. Page 50 of 69 Staff has been able to identify that both preferred providers, Hussey for the seating, and Musco, for the lighting, are participant vendors in cooperative purchasing agreements which will allow the City to use such agreements for the best possible pricing without undertaking a competitive bid process on its own. Further, both providers are the manufacturers of the existing equipment that is in use at the stadium, therefore, assuring compatibility of products. The seating replacement project will consist of two parts: 1) Replacement of box seats ( +/- 970) on the lower level which were originally installed in the stadium in 1995; 2) Adding new, upper level box seats (+/-950) on the first base side, replacing existing 20+ year old bleachers. Estimate includes demolition. Both seating orders require a 4-6 month lead time from order to installation. The lighting replacement project will upgrade ball-field lighting to LED fixtures in conformance with professional baseball standards and a quality and maintenance guarantee for 25 years. The estimated cost includes demolition of old equipment and installation of new equipment. The lead time is similar to that for seating. Staff is waiting to receive firm pricing under the referenced purchase agreements. When those are available, formal approval will be requested. As pricing is expected soon, staff wanted to provide Council with this background and entertain any needed discussion prior to requesting approval. V. DISCUSSION: Page 51 of 69 AGENDA REPORT FOR: City Council November 7, 2018 TO: Dave Zabell, City Manager Steve Worley, Public Works Director Workshop Meeting: 11/26/18 FROM: Dan Ford, City Engineer Public Works SUBJECT: Final Project Acceptance - Road 84 Safe Walking Route Connection I. REFERENCE(S): Vicinity Map Proposed Resolution II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: 2017 Safe Routes to School (SRTS) State Funds: $165,500 City Fund 125 Traffic Impact: $15,500 Estimated Total Project Cost: $181,000 IV. HISTORY AND FACTS BRIEF: This project constructed the missing link of sidewalk along the east side of Road 84, between Argent Road and Massey Drive. Recent development has resulted in the complete construction of sidewalk from Massey Dr. north to Chapel Hill Dr. To enhance pedestrian safety and accessibility, the project includes Rectangular Rapid Flashing Beacons, and a marked school crossing with Americans with Disabilities Act (ADA) compliant curb ramps. The project bid was awarded to Moreno & Nelson Construction Corp. out of Walla Walla, WA on July 16, 2018 in the amount of $141,910.00 by Council action. The project is complete and constructed per specifications. Final construction costs were $147,900.00, which includes a change order for final site restoration (shoulder gravel, HMA apron on a driveway, etc.) items, in the amount of $5,870.00. Page 52 of 69 Completion of this project was consistent with the Council goal of an improved pedestrian, multi-modal transportation network. Formal acceptance of the project by the City is required by State law and starts a 45 day waiting period within which an outside vendor, supplier or laborer would have an opportunity to file a claim against this project pursuant to RCW 60.28.011 (2). After 45 days the retainage being held by the City can be released once the City has received the following documents: • An affidavit of no liens • A release from the Department of Revenue that all taxes have been paid • A release from any claims from the Department of Labor and Industries, pursuant to RCW 60.28.051 V. DISCUSSION: Staff recommends the City Council's acceptance of the project as constructed by Moreno & Nelson Construction Corp. Page 53 of 69 Page 54 of 69 RESOLUTION NO. _______ A RESOLUTION ACCEPTING WORK PERFORMED BY MORENO & NELSON CONSTRUCTION CORP., UNDER CONTRACT FOR THE ROAD 84 SAFE WALKING ROUTE CONNECTION PROJECT. WHEREAS, the work performed by Moreno & Nelson Construction Corp., under contract for the Road 84 Safe Walking Route Connection project has been examined by Engineering and has been found to be in apparent compliance with the applicable project specifications and drawings, and WHEREAS, it is Engineering’s recommendation that the City of Pasco formally accept the contractor’s work and the project as complete; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, that the City Council concurs with Engineering’s recommendation and thereby accepts the work performed by Moreno & Nelson Construction Corp., under contract for Road 84 Safe Walking Route Connection project, as being completed in apparent conformance with the project specifications and drawings, and Be It Further Resolved, that the City Clerk is hereby directed to notify the Washington State Department of Revenue of this acceptance, and Be It Further Resolved, that the final payment of retainage being withheld pursuant to applicable laws, regulations and administrative determination shall be released upon satisfaction of same and verification thereof by the Public Works Director and Finance Director. PASSED by the City Council of the City of Pasco this 3rd day of December, 2018. _____________________________ Matt Watkins Mayor ATTEST: APPROVED AS TO FORM: _____________________________ __________________________ Daniela Erickson Leland B. Kerr City Clerk City Attorney Page 55 of 69 Page 56 of 69 Page 57 of 69 Page 58 of 69 Page 59 of 69 Page 60 of 69 AGENDA REPORT FOR: City Council November 7, 2018 TO: Dave Zabell, City Manager Steve Worley, Public Works Director Workshop Meeting: 11/26/18 FROM: Dan Ford, City Engineer Public Works SUBJECT: Final Project Acceptance - Rowena Chess School Crossing I. REFERENCE(S): Vicinity Map Proposed Resolution II. ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS: Discussion III. FISCAL IMPACT: 2017 Safe Routes to School (SRTS) State Funds $65,000 City Fund 125 Traffic Impact: $6,000 Estimated Total Project Cost: $71,000 IV. HISTORY AND FACTS BRIEF: This project provides a designated marked crossing with Rectangular Rapid Flashing Beacons for the students of Rowena Chess Elementary School to safely cross 22nd Avenue. Addition of this crossing allows students the ability to enter the school grounds directly via the gate opening, currently used near the proposed crossing location. The project bid was awarded to Allstar Construction Group, out of Richland, WA on July 16, 2018 in the amount of $61,019.85 by Council action. The project is complete and constructed per specifications. Final construction costs were $62,697.85, which includes a change order to relocate a fence and mow strip, in the amount of $1,678.00. Completion of this project was consistent with the Council goal of an improved pedestrian, multi-modal transportation network. Page 61 of 69 Formal acceptance of the project by the City is required by State law and starts a 45 day waiting period within which an outside vendor, supplier or laborer would have an opportunity to file a claim against this project pursuant to RCW 60.28.011 (2). After 45 days the retainage being held by the City can be released once the City has received the following documents: • An affidavit of no liens • A release from the Department of Revenue that all taxes have been paid • A release from any claims from the Department of Labor and Industries, pursuant to RCW 60.28.051 V. DISCUSSION: Staff recommends the City Council's acceptance of the project as constructed by Allstar Construction Group. Page 62 of 69 Page 63 of 69 RESOLUTION NO. _______ A RESOLUTION ACCEPTING WORK PERFORMED BY ALLSTAR CONSTRUCTION GROUP, UNDER CONTRACT FOR THE ROWENA CHESS SCHOOL CROSSING PROJECT. WHEREAS, the work performed by Allstar Construction Group., under contract for the Rowena Chess School Crossing project has been examined by Engineering and has been found to be in apparent compliance with the applicable project specifications and drawings, and WHEREAS, it is Engineering’s recommendation that the City of Pasco formally accept the contractor’s work and the project as complete; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, that the City Council concurs with Engineering’s recommendation and thereby accepts the work performed by Allstar Construction Group, under contract for Rowena Chess School Crossing project, as being completed in apparent conformance with the project specifications and drawings, and Be It Further Resolved, that the City Clerk is hereby directed to notify the Washington State Department of Revenue of this acceptance, and Be It Further Resolved, that the final payment of retainage being withheld pursuant to applicable laws, regulations and administrative determination shall be released upon satisfaction of same and verification thereof by the Public Works Director and Finance Director. PASSED by the City Council of the City of Pasco this 3rd day of December, 2018. _____________________________ Matt Watkins Mayor ATTEST: APPROVED AS TO FORM: _____________________________ __________________________ Daniela Erickson Leland B. Kerr City Clerk City Attorney Page 64 of 69 Page 65 of 69 Page 66 of 69 Page 67 of 69 Page 68 of 69 Page 69 of 69