HomeMy WebLinkAbout10/09/2012 - City Council - City Council Meeting Agenda Packet6
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CITY OF EAST WENATCHEE
REGULAR COUNCIL MEETING AGENDA
OCTOBER 9, 2012 6:30 P.M.
ROLL CALL
PLEDGE OF ALLEGIANCE
PRESENTATION
Town Toyota Center General Manager Mark Miller and Public Facilities District President Dustin
Christensen — Informational update regarding the Wenatchee Town Toyota Center Bonds.
PUBLIC COMMENTS
BUDGET ISSUES
DEPARTMENT REPORT
Nick Gerde, Finance Director — Financial Report for the month of September 2012.
MAYOR'S REPORT
CONSENT CALENDAR
1. Consideration of Minutes — Regular Session, September 25, 2012
2. Consideration of Payables
ACTION ITEMS
3. 12-10-01 Interlocal Agreement between Chelan County, Douglas County, the City of East Wenatchee,
and the City of Wenatchee for the purchase of real property, design and construction of a
Wenatchee Valley Regional Decant Facility (stormwater waste facility). (Brandon Mauseth,
Associate Engineer)
4. 12-10-02 Agreement for Services between the City of East Wenatchee and the Wenatchee Valley
Visitor's Bureau. (Steven C. Lacy, Mayor)
RESOLUTIONS
5. 12-10-03 A Resolution of the City of East Wenatchee, Washington Adopting Standards for Indigent
Defense Services. (Devin Poulson, City Attorney)
COUNCIL REPORTS
ADJOURNMENT
/n compliance witlr the Americans with Disabilities Act, if you need special ass•islance to participate in this ineetiqg please
contact the City Clerk at 509-884-9515. Notification 48 hours prior to the meeting will enable the City to make reasonable
arran,,ements to ensure accessibility to this meeting
Page 1 of 1
CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 25, 2012
CITY OF EAST WENATCHEE, WASHINGTON
REGULAR SESSION OF THE CITY COUNCIL CONVENED
MAYOR STEVEN C. LACY, PRESIDING
SEPTEMBER 25, 2012
6:30 P.M.
ROLL CALL
Mayor Steven C. Lacy
Councilmember George Buckner
Councilmember Harry Raab
Councilmember Frank Collings
Councilmember Chuck Johnson
Councilmember Wayne Barnhart
Councilmember Sandra McCourt
Councilmember Tim Detering
EMPLOYEES IN ATTENDANCE
City Attorney Devin Poulson
City Clerk Dana Barnard
Police Chief Randy Harrison
Municipal Court Judge Chancey Crowell
A Community Development Director Lori Barnett
City Treasurer/Finance Director Nick Gerde
Public Works Director Don McGahuey
Executive Secretary Teresa Allen
Clerical Assistant Shawn Murison
PUBLIC COMMENTS
Sally Brawley, 943 Briarwood, Wenatchee Valley Visitor's Bureau Board member, said she attended a
workshop put on by the City of Wenatchee with regards to how the hotel/motel lodging tax revenue will
be allocated. She said the City of Wenatchee will be soliciting community proposals for a portion of the
tax revenue that are now given mostly to the Wenatchee Valley Visitors Bureau. There will be an
application process open to any non-profit, for -profit or governmental organization which provides a
program with a tourism impact in the City of Wenatchee and which achieves the results identified in the
application are eligible to apply. She added the deadline for submitting an application will be October 15,
2012, at which time it will be reviewed by the City's advisory committee, which will then make a
recommendation to the Wenatchee City Council on November 7, 2012.
Mayor Lacy said he is not surprised by this decision and has had discussions with the budget committee
with regards to keeping the City of East Wenatchee's hotel/motel lodging tax revenues to support the City
of East Wenatchee Events Department for our own tourism events.
Don Speegle, 525 15th Street, said that in October of 2008 he brought in a petition requesting repairs be
done to 15th Street NE from Eastmont Avenue to Baker Avenue and asked when the City plans on
• completing an overlay project on 15`h Street NE.
CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 25, 2012
Mayor Lacy informed Mr. Speegle that the City has been successful on obtaining grant funding to
complete an overlay project on 15'' Street. He added the work will begin sometime in 2013.
BUDGET ISSUES
Nick Gerde, Finance Director said the Budget Committee met on Thursday, September 20, 2012, in
which they reviewed the preliminary budget that had been developed by Department Heads. He reviewed
the 2012 estimated Actual Cash Carry forward, the 2013 Preliminary Budget by funds, and a Capital
Projects Summary as required by RCW. Also included and reviewed was a listing for additional
consideration. He added the next Budget Committee is scheduled for October 18, 2012.
DEPARTMENT REPORTS
Nick Gerde, Finance Director reviewed the Financial Report for the month of August 2012.
MAYORS REPORT
Mayor Lacy gave an update regarding the Public Facilities District refinancing which has occurred with
the closing documents being signed next week.
Mayor Lacy said a welcome reception will be held at the East Wenatchee City Hall for the visiting
Misawa Sister -City Delegation on Thursday, October 4, 2012, at 4:00 p.m. and invited everyone to attend.
Mayor Lacy reported that he had intended to put the car tab issue on the next agenda to conduct a Public
• Hearing. However, he is going to delay that until the October 23, 2012, Council meeting to ensure we
have the information needed for proper advertising and procedure.
CONSENT CALENDAR
Items listed below were distributed to Councilmember's in advance for study and were enacted in one
motion.
Council Action: A motion was made by Councilmember Johnson, second by Councilmember McCourt,
to approve the Consent Calendar with removal of payment in the amount of $481.18 to Personnel
Concepts. The motion carried, 7-0.
1. Consideration of Minutes — Regular Session, September 11, 2012
2. Consideration of Payables
i. 2012 Payables — As of this date, September 25, 2012, Council does
approve check numbers 36638 through 36689 in the total amount of
$145,708.99. Check numbers 36582 and 36595 through 36600 were
voided.
ACTION ITEMS
12-09-06 Approval of an Employment Contract with Devin Poulson for services as City Attorney.
Presented by: Steven C. Lacy, Mayor
• Council Action: A motion was made by Councilmember Barnhart, second by
Councilmember McCourt, to approve the contract for City Attorney Services.
CITY OF EAST WENATCBEE COUNCIL MINUTES
SEPTEMBER 25, 2012
•
Councilmembers discussed; compensation related to benefits as this is a four year
contract and employee benefit premiums may change in 2014, reducing the term of the
contract to one year, tabling the issue and bringing it back for further discussion, and to
change the language of the contract.
Following the discussion Councilmember Barnhart withdrew the motion and
Councilmember McCourt withdrew the second to the motion for approval of the
employment contract for the City Attorney. Mayor Lacy said the item will go to the
Budget Committee and Mr. Poulson can meet with them to negotiate his contract.
12-09-07 Approval of an Employment Contract with Don McGahuey for services as City Engineer.
Presented by: Steven C. Lacy, Mayor
Council Action: A motion was made by Councilmember Detering, second by
Councilmember McCourt, to approve the contract for City Engineer Services. The
motion failed, 2-5. (Barnhart, Buckner, Raab, Johnson, Collings)
Mayor Lacy said he is taking this as an indication that the same procedure should follow
for this contract as that of the City Attorney.
COUNCIL REPORTS
• Councilmember Johnson asked if the City had been contacted by someone who would supply masks for
citizens at City Hall. Executive Secretary Allen said she has received a call from the Red Cross who will
be supplying the masks.
The following reports/minutes were submitted in writing prior to the City Council meeting.
• Councilmember Raab — results of a poll regarding implementation of car tab fees in East
Wenatchee.
• Councilmember McCourt — minutes from the Chelan Douglas Regional Support Network
Governing Board meeting held on August 13, 2012, and the Housing Authority of Chelan County
and the City of Wenatchee from a rescheduled meeting held on August 29, 2012.
ADJOURNMENT 8:15 p.m.
Dana Barnard
City Clerk
0
CITY OF EAST WENATCHEE
CHECK REGISTER
2012 PAYABLES
9-Oct-12
ECK NUMBERS: 36690; 36740-36800
IDED CHECKS: NONE
ro
DEPARTMENT/FUND
ACCOUNT NUMBER
AMOUNT
Current Expense Fund:
001 000 000
General Government Department
0.00
28719.91
001 000 001
001 000 110
001 000 120
001 000 140
001 000 141
001 000 142
Legislative Department
9,848.75
Municipal Court Department
458.88
City Clerk Department
680.00
Internal Services Department
-
Finance Department
3,637.04
3,534.88
-
001 000 145
Civil Service
001 000 160
Legal Service
001 000 151
-
Central Services Department
001 000 180
3,709.68
Police Department
001 000 210
001 000 230
001 000 250
2,373.36
Detention (Jail Services)
-
-
Engineering Services
001 000 315
175.00
Planning Department
001 000 580
001 000 590
-
Code Compliance Department
4,075.00
Agency Disbursements
001 001 000
20,164.25
77,376.75
reet Fund.
NPDES
050 000 312-050 000 313
5,168.89
Street Maintenance
101 000 420
11,480.82
Street Administration
101 000 430
234.37
Street Construction
101 000 950
-
Street Fund Total
16,884.08
Other Funds:
Comm Dev Grants Fund
102 000 000
0.00
Library Fund
112 000 000
303.34
Stadium Fund
113 000 000
3,591.53
Drug Fund
114 000 000
-
East Wenatchee Events Board
117 000 000
1,477.34
Street Improvement Fund
301-000-000
5,515.96
St Imp Bond Redempt Fund #3
202 000 000
-
Other Funds Total
10,888.17
Grand Total All Funds
105,149.00
is
0 1 Fund Transaction Summary
Invoice
Fiscals: 2012 - October - First Pay October
001-000-001-
Sub -Department
001-000-110-
Sub -Department
001-000-120-
Sub -Department
001-000-140-
Sub -Department
001-000-142-
Sub -Department
001-000-145-
Sub -Department
001-000-180-
Sub -Department
001-000-210-
Sub -Department
001-000-315-
Sub -Department
001-000-590-
Sub -Department
001-001-000-
Department
050-000-312-
Sub -Department
050-000-313-
Sub -Department
101-000-420-
Sub -Department
101-000-430-
Sub -Department
112-000-000-
Library Fund
113-000-000-
Stadium Fund
117-000-400-
Sub -Department
301-000-000-
Street Improvement Fund
Count: 19
0 Execution Time: 26 second(s) Printed by EASTWENATCHEE\tallen on
East Wenatchee - Fund Transaction Summary
$28,719.91
$9,848.75
$458.88
$680.00
$3,637.04
$3,534.88
$3,709.68
$2,373.36
$175.00
$4,075.00
$20,164.25
$3,830.47
$1, 338.42
$11,480.82
$234.37
$303.34
$3,591.53
$1,477.34
$5,515.96
$105,149.00
Page 1 of 1
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I request to be excused from the October 9th City council meeting.
Thanks,
Chuck Johnson
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CITY OF EAST WENATCHEE
NICK A. GERDE, FINANCE DIRECTOR
271 9 "' STREET NE • EAST WENATCHEE, WA 98802
PHONE (509) 886-4507 • FAX (509) 886-6109
October 5, 2012
Mayor, Councilmembers & Department Heads
Subject: Financial Report for September 2012
Please find the attached financial schedules that represent my report for
the month of September 2012. Nine months represents three-quarters or
75% of the year, so consider that factor as you review revenue and
expenditures. The attached reports include:
1. Brief Narrative for September of 2012.
2. Financial Schedules of Revenues, Expenses and Changes in Fund
Balances for the month and nine months ended in September.
3. Monthly and Year -to -Date Revenue Report for September 2012,
including actual to estimated revenues by line item.
4. Monthly and Year -to -Date Expenditure Report for September 2012,
including actual to budget expenditures by line item.
If you should have questions, please contact me directly at 886-4507 or
e-mail at ngerde(o-)-east-wenatchee.com.
1�7_
Nick A. Gerde
Finance Director
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CITY OF EAST WENATCHEE
NICK A. GERDE, FINANCE DIRECTOR
271 9- STREET NE,, EAST WENATCHEE, WA 98802
PHONE (509) 886-4507 • FAx (509) 886-6109
October 9, 2012
To: Mayor and City Council
Subject: Property Tax Information Provided by the Douglas County
Assessor
We received the attached communication a couple weeks later than usual
this year. When you review the information, please be aware of the
following:
1. The valuation for property in the City of East Wenatchee declined
from$1,032,551,817 in 2011 to $992,853,044, or 3.85%.
2. The Implicit Price Deflator from July 2011 to July 2012 is 1.295
indicating that jurisdictions are allowed to consider the 1.00%
increase for collections of property tax in 2013.
3. The actual levy amount for 2012 was of $1,534,269. If the City
decided to vote favorably for the allowable 1.00% increase, the new
levy amount would be $1,549,611.69. After adding the calculated
amount of $6,228.30 for new construction and an estimate of $2,500
for the amount of increase in value of state -assessed property, the
City could collect approximately $1,558,340 in 2013.
4. The City has "banked capacity" for allowable increases in property
taxes that the City did not vote for in previous years. The amount of
that banked capacity of $84,720 was provided by the assessor's
office last year. I will request the assessor to update that amount for
2013. If the Council desired to collect all or a portion of that banked
capacity, please let me know. This topic will be discussed at the next
Budget Committee meeting, rescheduled for Wednesday, October
5. At the next City Council meeting on October 23,d, we will have a
public hearing related to property taxes and the reading of the
property tax ordinance for 2013. As we have done in the past, I plan
to have an ordinance without the allowable 1 % increase and an
ordinance including the 1 % increase. Final consideration and
Council vote for the property tax ordinance will occur at the following
meeting on November 13cn
If you should have questions on the above or the attached, please let me
know.
Nick Gerde
Finance Director
0 Attachment: as stated
L�]
EST. 1683
October 4, 2012
DOUGLAS COUNTY
ASSESSOR
JAMES H. RUUD
PO BOX 387 • WATERVILLE, WA 98858
PHONE: 5091745-8521 • FAX: 509/745-8956
www.douglascountywa.net
TO: Douglas County Taxing Districts
RE: 2013 Budget Requests
Attached please find a copy of the preliminary values for the 2013 tax year. These
values should be used in your levy/budgeting estimates. The taxable value is
continually changing, i.e. senior exemption changes, Board of Equalization changes and
exempt property changes. All final levy limit rates and tax amounts will be based on our
final certified values that will be established sometime in December after we receive
new utility values from the Department of Revenue.
Also included are copies of your levy calculation worksheets, a resolution/ordinance
form, a levy certification form and the rate of inflation letter for 2013.
• The actual levy calculation worksheet shows you what your actual levy was last year,
the new 1 % amount and the additional dollar amount you can collect for new
construction. We do not know if there is a utility increase for your district at this time.
You may estimate an amount for an increase, if you like. The new 1 % limit plus the new
construction amount plus any estimate utility increase is the total maximum amount
available to you. If you wish the maximum amount, this is the total needed on the levy
certification form. If the new construction and utility amount are not included on this
form, you will not receive them.
The ordinance/resolution form show the percentage and dollar increase from last year.
Your 1 % increase is the difference between the new 1 % amount and last year's levy on
Line A. Do not include new construction or utility numbers on the ordinance/resolution.
If you have banked capacity and want to collect it, please call me for the amount
available and what you need to do to receive it. If you aren't sure if you have any
banked capacity, please call.
Please get your resolution/ordinance and levy certification forms to us by November 30,
2013. The assessor's office does not have the authority to levy on behalf of a taxing
district without a levy request. If you have any questions, feel free to contact me.
Sincerely,
40 tri Henson
Chief Deputy
•
•
DOUGLAS COUNTY
PRELIMINARY VALUES
2012 FOR 2013 TAX
10/02/2012
_EXCESS/BOND...
$
$
LEVY VALUE
_3,6_06,026,936_
3,634,050,111
NEW CONSTRUCTION
VALUE**
_
DISTRICT
____REGULAR _
LEVY VALUE
$_ — 3,656,905,93_6
$ 3,681,929,111
STATE_
$
$
$
64,878,500
64,878,500
60,426,100
_ _
COUNTY _ _ --
4OAD_ _ _
$ 2,529,124.562
$ 2,503,826,762
PORT _ _ _
$ _ 3,681,929,111
$
3,634,050,111
$
64,878,500
LIBRARY _ _
$ _ 3,643,556,166
$
3,596,790,566
$
64,617,700_
EASTMONT MET PARK _
$ _—_2,709,960,199
$
2,670,350,399
$
_
63,296,800
COULEE AREA PARK & REC_
$ 25,189,179
$
24,535,079
$
_
HOSPITAL_#1
$ 199,777,435
----_165,647,687
$
196,961,135
$
_ _ _
-
HOSPITAL #2 _--
$
$_
163,55_2,787
$_
------ - - --
HOSPITAL #3
$ 25,323,786
$
25,321,486
$
-- ------------
-_
HOSPITAL #6 _
$ _ 12,919,499
$
12,447,599
$
FIRE DIST DIST#1
$ 109,182,577
$
108,583,177
$
FIRE DIST #_2 -_-
$2,792,147,606
_$
2,751,317,306
$
64,834,800
FIRE DIST_#3 _ _
$ _ _ 29,756,981
$29,572,481$
FIRE DIST#4
$ _ 403,013,140
$
401,892,940_
-'-$
$
-_
FIRE DIST #5
$ 88,957,131
$
88,717,931
$
_ _
FIRE DIST #8
$ 28,783,854
$
28,684,454
$
-
FIRE DIST #J15 _
$_ _ _ 82,755,477
$
82,222,177
$
_ _
— -
CEMETERY #1 _
$ — 321,271,892
$
320,554,392
$
-
CEMETERY#2
$ 137,120,833
$
135,287,333
$
_
CEMETERY#3
$ _ 35,009,59_1
$
34,910,191
$
-
BRID_GEPORT -__
_$ — 47,412,415
$
45,439,515
$
COULEE DAM
$ 12,919,499
$
12,447,599
$
-
EAST WENATCHEE
$ 992,853,044
$
975,487,344
$
4,191,600
MANSFIELD
$ _ 13,059,316
$
12,872,116
$
ROCK ISLAND ISLAND _
$ ---_ 25,313,629
$
24,387,429
$
_
260,800
WATERVILLE
$ _ 61,246,646
$
59,589,346
$
FIRE J15 - EMS
$ _ 82,755,477
$_
82,222,177
$
GREATER BAR WATER DIST
$ _ _ 13,439,944
$
13,293,644
$
-
SCHOOLS:
CHELAN #12J
$
82,481,379
$
---
OROND_O_#13
$
319,83_6,892
$
—
EPHRATA #55J _
$
4,337,154
$
27,000
_—
BRIDGEPORT #75
$
$
_
___---_
QUINCY#101J
$
_94,890,952
23,888,613
$
_
1,061,700
—
PALISADES #102
$
48,686,967
$
_
226,800
COULEE-HARTLINE #151J
$
39,048,447
$
_
5,400_
BREWSTER #203J _
$_
56,157,068
$-
_
__
EASTMONT #206
$
2,683,894,563
$
63,557,600
--
MANSFIELD_#207_
$
56,166,157
$
WATERVILLE #209
COULEE DAM #302J
TOTAL SCHOOLS__—
$
24,063,179
$
-
-
**New Construcbon value is
included in regular and bond/
excess values
--
-
--
- - -- ---- —
--
STATE OF WASHINGTON
DEPARTMENT OF REVENUE
September 18, 2012
Dear County Assessors:
What is the rate of inflation (IPD rate) for 2013?
The rate of inflation (IPD rate) for property taxes due in 2013 is 1.295 percent.
What is the limit factor for 2013 (provided the taxing district adopts a resolution/ordinance
authorizing an increase over the prior year's levy)?
For the state and taxing districts with populations of 10,000 or greater, the limit factor for property
taxes due in 2013 is 101 percent. The limit factor for these districts is defined as 100 percent plus
the lesser of the rate of inflation or 1 percent.
For taxing districts with populations under 10,000, the limit factor for property taxes due in 2013 is
101 percent.
How is the rate of inflation (IPD rate) calculated?
• The rate of inflation is the percent change in the implicit price deflator for personal consumption as
published in the Bureau of Economic Analysis' September Survey of Current Business.
The percent change is calculated by dividing the July 2012 number by the July 2011 number,
subtracting one, and then multiplying by 100. The values used in the calculation this year were as
follows:
0
July 2011 114.049
July 2012 115.526
If you have any questions, please contact me.
Sincerely,
Tom Christensen
Tax Policy Specialist
Research & Fiscal Analysis
Department of Revenue
cc: County Treasurers
Research & Fiscal Analysis Division
P O Box 47467 ♦ Olympia, Washington 98504-7459 ♦ (360) 534-1507 ♦ Fax (360) 534-1526
E-mail Address: TomC@dor.wa.gov
CITY OF EAST WENATCHEE
NICK A. GERDE, FINANCE DIRECTOR
271 9- STREET NE • EAST WENATCHEE, WA 98802
PHONE (509) 886-4507 • FAx (509) 886-6109
October 9, 2012
To: Mayor and City Council
Subject: Proposed 2012 Budget Amendments
Based upon certain financial events during 2012 and a review of
expenditures so far this year, please be aware that the following changes
will be included for Council consideration in a 2012 Budget Amendment
1.
2.
3.
Street Fund Capital: Project at Webster Court/Avon Court/15
Street/ 16th Street. Total cost of approximately $25,000 for filling and
chip seal.
City Hall Roof Study — General Fund Central Services: Cost for an
engineering study to determine the scope of a corrective solution.
Total cost of $5,000.
Newsletter Printing & Mailing Costs — General Fund Legislative:
Costs for two issues of the Newsletter during 2012 totaled $8,500.
4.
Criminal Justice/General Fund Criminal Justice Sales Tax Allocation:
Allocation to the Criminal Justice Fund of $25,000 to support the
purchase of a police vehicle.
5.
City Theme in Events Department's Budget move to General Fund
Central Services to support cost of South end City sign: Budget
amount $10,000.
6.
General Fund Central Services: Budget an additional $17,000 to
support the $27,000 estimated cost and installation of the sign.
7.
Street Fund Labor & Benefits: Budget an additional $10,000
compensation and $1,000 payroll taxes for the retirement cost of a
retired employee.
•
8. General Fund Law Enforcement Labor & Benefits: Budget an
additional $142,000 compensation and $11,000 payroll taxes for the
retirement cost of three police officers and one records specialist.
9. Street Fund Labor & Benefits: Shortfall in labor budgets to finish
2012 requires an estimated labor budget increase of $50,000 and
associated benefit increase of $25,000.
These aforementioned budget items will result in the following impacts on
the 2012 budget:
1. $47,000 in additional capital spending;
2. $247,500 in additional operating expenditures;
3. $25,000 in a revenue transfer between funds; and
4. $10,000 in an expenditure budget transfer between funds.
Consider that much or most of the monies for these budget amendments
has already been spent. Approximately $122,000 involves new utilization
of cash resources. Once budgeted, I will recalculate the impact on the
previously estimated carryover amount at the end of 2012.
i erde
Finance Director
Rim
•
C.
COUNCIL AGENDA BILL #
PRESENTER:
POSITION:
CITY OF EAST WENATCHEE
CITY COUNCIL AGENDA BILL
12-10-01 AGENDA ITEM # 3
Brandon Mauseth AGENDA DATE:
Associate Engineer
October 9, 2012
DEPARTMENT: Public Works Department
TITLE:
Interlocal Agreement between Chelan County, Douglas County, the City of East Wenatchee, and the City of
Wenatchee for the purchase of real property, design and construction of a Wenatchee Valley Regional
Decant Facility (stormwater waste facility).
BACKGROUND/HISTORY:
On November 8, 2011, The City of East Wenatchee entered into a Memorandum of Understanding with
Chelan County, Douglas County and the City of Wenatchee (City of Wenatchee as Lead Agency) to submit
an application to the Department of Ecology(DOE) for 2012 competitive statewide stormwater grant funding
to design and construct a Wenatchee Valley Regional Decant Facility.
The joint application was successful and the Department of Ecology allocated $1,537,500.00 of State
stormwater grant funding, 75% total project costs of $2,050,000.00. The funding breakdown is shown below,
the City of Wenatchee's matching percentage is higher than the other funding partners due to increased
use. The City of Wenatchee is also independently purchasing a portion of the property for other public works
activities, this cost is included in the overall project cost but separate from the decant facility project and
DOE grant funding.
Funding Breakdown
Total Project Costs = $2,525,000.00
Wenatchee Reaional Vactor Waste Facilitv = $2.050.000
Department of Ecology -
$1,537,500.00
City of Wenatchee -
$287,500.00
City of East Wenatchee -
$75,000.00
Douglas County -
$75,000.00
Chelan County -
$75,000.00
$2,050,000.00
Additional Property Purchase
City of Wenatchee - $475,000.00
The approval of the Interlocal Agreement will authorize the City of Wenatchee, as Lead Agency, to finalize
the grant agreement with the Department of Ecology, secure funds from the partner communities and to
officially begin the design and construction phase of the Wenatchee Valley Regional Decant Facility.
The City of East Wenatchee matching contribution, $75,000,00, has been included in both the City of East
Wenatchee 2013 Preliminary Budget and the Greater East Wenatchee Stormwater Utility 2013 Preliminary
Budget. The City will not incur any expense in 2012.
Page 1 of 2
LIM
•
•
EXHIBITS:
Interlocal Agreement between Chelan County, Douglas County, the City of East Wenatchee, and the City of
Wenatchee for the purchase of real property, design and construction of a Wenatchee Valley Regional
Decant Facility (stormwater waste facility).
Department of Ecology - Wenatchee Regional Vactor Waste Facility Grant Agreement, Grant # G1200534
RECOMMENDED ACTION:
Authorization for the Mayor to sign and execute
FINANCIAL DATA:
Expenditure Required Amount Budgeted Appropriation Required
$75,000.00 $ 75,000.00 $ 75,000.00
Stormwater Utility Funds
ACTION TAKEN:
Motion Made By: :Ba(n had k
Councilmember Collings
Councilmember Johnson
Councilmember McCourt
Councilmember Barnhart
Passed: 10 I p Failed:
Second By: b���
Councilmember Raab
Councilmember Buckner
Councilmember Detering
Mayor Lacy (in case of tie)
Page 2 of 2
•
•
•
Return Document to:
City of Wenatchee
Dept. of Public Works
P.O. Box 519
Wenatchee, WA 98807-0519
The information contained in this boxed section is for recording purposes only in accordance with RCW 36.18 and
RCW 65.04, and is not to be relied upon for any other purposes, and shall not affect the intent of or any warranty
contained in the document itself.
Document Title: Interlocal Agreement Re: Design and Construction of Regional Vactor Waste Facility
Reference Number of Documents Released: N/A
Reference Numbers of Related Documents: N/A
Grantor: Douglas County, Chelan County, City of Wenatchee, and City of East Wenatchee
Grantee: Douglas County, Chelan County, City of Wenatchee, and City of East Wenatchee
Legal Description (Abbreviated): N/A
Parcel Number(s): N/A
INTERLOCAL AGREEMENT RE:
DESIGN AND CONSTRUCTION OF WENATCHEE REGIONAL VACTOR WASTE FACILITY
This agreement ("Agreement") is made and entered among Douglas County, Chelan County, the City of
Wenatchee ("Wenatchee"), and the City of East Wenatchee ("East Wenatchee"), singularly referred to
herein as a "Party" and collectively the "Parties".
WHEREAS, Chapter 39.34 RCW provides for the formation of interlocal agreements that enable local
governments to effectively cooperate with each other to the benefit of local communities;
WHEREAS, the Federal Clean Water Act, 33 U.S.C. § 1251 et seq. and the Phase II Stormwater Final Rule
promulgated by the U.S. Environmental Protection Agency ("EPA") require the operators of certain small
municipal separate stormwater sewer systems to obtain National Pollutant Discharge Elimination
System ("NPDES") permit coverage;
WHEREAS, in Washington State, the EPA has delegated authority for enforcement of the Federal Clean
Water Act, including development and administration of the NPDES stormwater permit program, to the
Washington State Department of Ecology ("Ecology");
WHEREAS, Douglas County, Chelan County, Wenatchee and East Wenatchee are permitted under the
current Eastern Washington Phase II Municipal Stormwater Permit;
WHEREAS, Douglas County, Chelan County, Wenatchee and East Wenatchee entered into a
MEMORANDUM OF UNDERSTANDING FOR SUPPORT OF THE FISCAL YEAR 2012 STATEWIDE
STORMWATER GRANT PROGRAM APPLICATION in November 2011, under which Wenatchee on behalf
of the Parties submitted an application for the project titled "Wenatchee Regional Vactor Waste
Facility";
WHEREAS, Wenatchee received a FY 2012 Statewide Stormwater Grant from Ecology on behalf of the
Parties: Grant No. G1200534, Wenatchee Regional Vactor Waste Facility;
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012
Page 1
b.
• WHEREAS, the Parties have a need for a vactor waste facility, hereinafter "Facility," to process street
sweeping material, vactor truck wastes, and snow for regulation and operational purposes; and
WHEREAS, the Parties wish to continue their cooperative approach to complying with state and federal
standards for stormwater management.
NOW, THEREFORE, the Parties hereby agree as follows:
1. RECITALS. The foregoing recitals are incorporated herein by this reference and made a part
of this Agreement as though fully set forth.
2. PURPOSE. The purpose of this Agreement is to set forth the Parties' respective
responsibilities for the design and construction of the facility as described in Ecology Grant
No. G1200534 ("the Ecology Grant").
3. ECOLOGY GRANT APPROVAL. The terms of the Ecology Grant agreement have been
reviewed and approved by all Parties.
4. LEAD AGENCY. Wenatchee shall be the lead agency for purposes of administering the
Ecology Grant, and the design and construction of the Facility. Wenatchee will execute and
administer the Ecology Grant.
5. FACILITY SITE PURCHASE. Wenatchee is designated by the Parties to be the purchaser and
ultimate owner of the real property which will be the site for the Facility. The Real Estate
Purchase and Sale Agreement dated April 13, 2012 between the City of Wenatchee, as the
Buyer, and Twelfth Street Development Corporation, as the Seller, for the property
commonly known as 1745 and 1755 South Wenatchee Avenue has been reviewed and
approved by all of the Parties. Wenatchee will retain ownership of the real property upon
termination of this Agreement.
6. DESIGN. The Parties will cooperatively develop a scope of work and select a design
professional to complete the design for the Facility. Wenatchee will enter into the contract
with the design professional. The Parties will cooperatively approve the final design for the
Facility.
7. CONSTRUCTION. Wenatchee will administer the public bidding process, award of the
construction contract, and shall execute and administer the construction contract as the
owner of the Facility.
8. PROJECT FUNDING.
8.1 The design and construction of the Facility shall be funded at a rate of 75% of the eligible
project cost as set forth in the Ecology Grant, and except as provided below, the remaining
25% by the Parties not to exceed the following amounts:
• a. Douglas County $75,000
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012
Page 2
Y
. b. East Wenatchee $75,000
C. Chelan County $75,000
d. Wenatchee $287,500
Total funds committed $512,500
Wenatchee will bear sole responsibility for any cost overruns.
8.2 All invoices shall initially be paid by Wenatchee.
8.3 Wenatchee shall invoice each Party at its pro-rata share of the total amount due, as the
work progresses, but not more frequently than once per month. Each request for payment
by Wenatchee to the Parties shall be made in conjunction with a request for payment from
the Ecology Grant and include the same documentation regarding the expenses incurred.
Requests for payments will be sent to each Party's representative and shown in Section
11.4, below. Payments shall be made within thirty (30) calendar days of the request.
9. FUTURE OPERATION AND MAINTENANCE AGREEMENT.
9.1 At the completion of design, but prior to commencement of construction, the Parties shall
enter into a mutually agreeable operations and maintenance agreement for the facility. If
one or more of the Parties decided that it does not wish to participate in the operations and
maintenance agreement for the Facility; each Party shall be responsible for its pro rata share
(based on the Party's proportionate share of the Parties total funds committed as set forth
in Section 8.1) of costs only up through the completion of design at which point said Party's
failure to enter into the operations and maintenance agreement shall be considered a
termination of the Agreement as set forth in Section 10.3.
10. DURATION, AMENDMENT, AND TERMINATION.
10.1 This Agreement shall become effective upon execution of this Agreement and the filing
thereof with the Chelan County Auditor.
10.2 Any Party may request changes and/or additions to the provisions contained in this
Agreement. Such changes that are mutually agreed upon by all of the Parties shall be
incorporated by written amendment to this Agreement. No variation or alteration of the
terms of this Agreement shall be valid unless made in writing and signed by authorized
representatives of all the Parties hereto.
10.3 This Agreement will terminate upon: (1) A Party withdrawing at the completion of design
but prior to commencement of construction and satisfaction of all payment obligations of
each Party set forth in Section 8; or (2) final completion of the Facility, satisfaction of all
payment obligations of each Party as set forth in Section 8, and approval of the operation
and maintenance agreement referred to in Section 9.
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012 Page 3
•
10.4 Except as set forth in Section 10.3, this Agreement may not be terminated early without the
prior written consent of all Parties.
11. ADMINISTRATION.
11.1 No separate legal or administrative entity is created by this Agreement.
11.2 The Wenatchee Public Works Director shall administer this Agreement. Wenatchee will
provide the engineering, administrative and clerical services necessary for execution of the
project.
11.3 The Wenatchee Public Works Director shall keep the Parties informed of the status of the
project on a regular basis.
11.4 The following shall be the Parties' authorized representatives and contact persons for
administration of this Agreement:
Douglas County
County Engineer
140 19`h Street NW, Suite A
East Wenatchee, WA 98802
(509) 884-7173
. Chelan County
Chelan County Engineer/Public Works Director
316 Washington Street, Suite 402
Wenatchee, WA 98801
(509) 667-6415
City of Wenatchee
Public Works Director
P.O. Box 519
Wenatchee, WA 98807-0519
(509) 888-3214
City of East Wenatchee
Public Works Director
271 9`h Street NE
East Wenatchee, WA 98802
(509) 884-1829
12. RECORDS.
12.1 Wenatchee shall maintain books, records, documents and other materials relevant to its
performance under this Agreement for the longest applicable retention period under
Washington Law.
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012 Page 4
• 12.2 Wenatchee's records shall be available and subject to inspection, review and audit by any
Party or its designee, and the Washington State Auditor's Office at any time during normal
business hours upon seven calendar days advance notice.
13. LEGAL RELATIONS.
13.1 Each Party to this Agreement, shall protect, defend, indemnify, and save harmless the other
Party, its officers, officials, employees, and agents, while acting within the scope of their
employment as such, from any and all costs, claims, judgments, and/or awards of damages
(both to persons and/or property), arising out of, or in any way resulting from, each of the
Party's own negligent acts or omissions with respect to the provisions of this Agreement.
No Party will be required to indemnify, defend, or save harmless the other Party if the claim,
suit, or action for injuries, death, or damages (both to persons and/or property) is caused by
the sole negligence of the other Party. Where such claims, suits, or actions result from the
concurrent negligence of the Parties, the indemnity provisions provided herein shall be valid
and enforceable only to the extent of the PARTY's own negligence. Each PARTY agrees to
waive its immunity under Title 51 RCW to the extent it is required to indemnify, defend and
hold harmless the other PARTY and its agencies, officials, agents or employees pursuant to
this Section. The Parties waiver of immunity by the provisions of this Section does not
extend to claims by any employee of a Party directly against said Party. This waiver has
been mutually negotiated by the Parties.
13.2 The indemnification obligation described in this section shall survive the termination of this
• Agreement.
13.3 In the event that a dispute arises regarding any matter addressed in or related to this
Agreement, the Parties agree first to attempt to resolve such dispute by a telephone call
between the Parties' authorized contact persons, or their authorized designees. If the
matter is not resolved by consultation in a telephone call, the Parties further agree that
before taking any other action or seeking any other legal remedy, the Parties authorized
contact persons, or authorized designees, will participate in a good faith in person
negotiation to resolve any such dispute.
13.4 This Agreement shall be governed exclusively by the laws of the State of Washington.
13.5 The Chelan County Superior Court shall be the sole proper venue for any and all suits
brought to enforce or interpret the provisions of this Agreement.
13.6 In the event of legal action or other proceeding brought to enforce or interpret this
Agreement, each Party shall pay its own attorney fees and costs incurred in that action or
proceeding.
14. INTERPRETATION. This Agreement has been submitted to the scrutiny of each of the Parties
and their legal counsel, if desired, and it shall be given a fair and reasonable interpretation
in accordance with its words, without consideration or weight given to its being drafted by
0 any Party or its counsel.
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012 Page 5
• 15. WAIVER. The waiver by any Party of the breach of any provision of this Agreement by any
other Party must be in writing and shall not operate or be construed as a waiver of any
subsequent breach by such other Party.
E
L-1
16. SEVERABILITY. In the event any term or condition of this Agreement or application thereof
to any person or circumstances is held invalid, such invalidity shall not affect other terms,
conditions or applications of this Agreement which can be given effect without the invalid
term, condition or application. To this end, the terms and conditions of this Agreement are
declared severable.
17. ENTIRE AGREEMENT.
17.1 This Agreement contains all the terms and conditions agreed upon by and between the
Parties.
17.2 This Agreement may be executed simultaneously or in counterparts, each of which shall be
deemed an original but all of which together shall be identical and constitute one and the
same Agreement.
17.3 No other understandings, oral or otherwise, regarding the subject matter of this Agreement
shall be deemed to exist or to bind any of the Parties hereto.
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012 Page 6
IN WITNESS whereof, the Parties hereto have executed this Agreement on the date signed last
by the Parties below.
SIGNATURE PAGE 1 of 4
Adopted:
ATTEST:
City Clerk
Date
APPROVED AS TO FORM:
• City Attorney
Date
CITY OF EAST WENATCHEE
Steven C. Lacy, Mayor
Date
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012 Page 7
•
•
SIGNATURE PAGE 2 of 4
Adopted:
ATTEST:
Clerk of the Board
Date
APPROVED AS TO FORM:
Prosecuting Attorney
Date
DOUGLAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Ken Stanton, Chair
Steve Jenkins, Vice Chair
Dale Snyder, District Member
Date
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012 Page 8
9 SIGNATURE PAGE 3 of 4
•
Adopted:
ATTEST:
City Clerk
Date
APPROVED AS TO FORM:
City Attorney
Date
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012
CITY OF WENATCHEE
Frank Kuntz, Mayor
Date
Page 9
0 SIGNATURE PAGE 4 of 4
is
is
Adopted:
ATTEST:
Clerk of the Board
Date
APPROVED AS TO FORM:
Prosecuting Attorney
Date
2012 Stormwater Grant Interlocal Agreement
Version: 9/24/2012
CHELAN COUNTY
BOARD OF COUNTY COMMISSIONERS
KEITH W. GOEHNER, Chairmen
RON WALTER, Commissioner
DOUG ENGLAND, Commissioner
Date
Page 10
DEPARTMENT OF
ECOLOGY
State of Washington
FY 2012 STATEWIDE STORMWATER GRANT PROGRAM
FUNDING AGREEMENT
BETWEEN
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
CITY OF WENATCHEE
GRANT AGREEMENT NUMBER
G1200534
WENATCHEE REGIONAL VACTOR WASTE FACILITY
MTABLE OF CONTENTS
PART I. GENERAL INFORMATION.......................................................................................... 1
PART II. PROJECT SUMMARY.................................................................................................. 3
PART III. PROJECT BUDGET..................................................................................................... 4
PART IV. PROJECT GOALS AND OUTCOMES....................................................................... 4
PART V. SCOPE OF WORK......................................................................................................... 5
PART VI. SPECIAL TERMS AND CONDITIONS...................................................................... 9
PART VII. ALL WRITINGS CONTAINED HEREIN................................................................ 10
ATTACHMENT I: GENERAL PROJECT MANAGEMENT REQUIREMENTS FOR THE
FY 2012 STORMWATER GRANT PROGRAM........................................................................ 11
ARCHEOLOGICAL AND CULTURAL RESOURCES.........................................................................................................11
FUNDINGRECOGNITION............................................................................................................................................ I I
INCREASEDOVERSIGHT............................................................................................................................................. I I
INDIRECTRATE......................................................................................................................................................... I I
MATCHINGREQUIREMENTS......................................................................................................................................12
MINORITY AND WOMEN'S BUSINESS PARTICIPATION................................................................................................12
PAYMENT REQUEST SUBMITTALS..............................................................................................................................13
POSTPROJECT ASSESSMENT......................................................................................................................................13
PROCUREMENT..........................................................................................................................................................13
40 PROGRESS REPORTS..................................................................................................................................................13
i
•
is
REQUIREDDOCUMENT SUBMITTALS.........................................................................................................................14
ATTACHMENT II: GENERAL TERMS AND CONDITIONS PERTAINING TO GRANT
AND LOAN AGREEMENTS OF THE DEPARTMENT OF ECOLOGY ................................. 15
A. RECIPIENT PERFORMANCE...........................................................................................................................15
B. SUBGRANTEE/CONTRACTOR COMPLIANCE.............................................................................................15
C. THIRD PARTY BENEFICIARY.........................................................................................................................15
D. CONTRACTING FOR SERVICES (BIDDING).................................................................................................15
E. ASSIGNMENTS..................................................................................................................................................15
F. COMPLIANCE WITH ALL LAWS.....................................................................................................................15
G. KICKBACKS.......................................................................................................................................................16
H. AUDITS AND INSPECTIONS...........................................................................................................................16
1. PERFORMANCE REPORTING...........................................................................................................................16
J. COMPENSATION................................................................................................................................................17
K. TERMINATION..................................................................................................................................................18
L. WAIVER..............................................................................................................................................................18
M. PROPERTY RIGHTS.........................................................................................................................................18
N. SUSTAINABLE PRODUCTS.............................................................................................................................19
O. RECOVERY OF PAYMENTS TO RECIPIENT.................................................................................................20
P. PROJECT APPROVAL........................................................................................................................................20
Q. DISPUTES...........................................................................................................................................................20
R. CONFLICT OF INTEREST.................................................................................................................................21
S. INDEMNIFICATION..........................................................................................................................................21
T. GOVERNING LAW............................................................................................................................................21
U. SEVERABILITY.................................................................................................................................................21
V. PRECEDENCE....................................................................................................................................................21
11
•
•
FY 2012 STATEWIDE STORMWATER GRANT PROGRAM
Funding Agreement
Between
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
CITY OF WENATCHEE
THIS is a binding agreement between the state of Washington Department of Ecology
(DEPARTMENT) and City of Wenatchee (RECIPIENT). The purpose of this agreement is to
provide funds to the RECIPIENT, who will carry out the requirements described in this
agreement.
PART I. GENERAL INFORMATION
Project Title:
Grant Number:
State Fiscal Year:
Total Project Cost:
Total Eligible Cost:
DEPARTMENT Share:
RECIPIENT Share:
DEPARTMENT Maximum Percentage
RECIPIENT Information
RECIPIENT Name:
Mailing Address:
Fax Number:
Federal Taxpayer ID Number:
PROJECT Manager:
Email Address:
Phone Number:
PROJECT Financial Officer:
Email Address:
Phone Number:
1
Wenatchee Regional Vactor Waste Facility
G1200534
FY 2012
$2,525,000
$2,050,000
$1,537,500
$512,500
75 %
City of Wenatchee
P.O. Box 519
Wenatchee, WA 98807-0519
509-888-3636
91-6001291
Steve King, P.E.
skingAwenatcheewa. gov
509-888-3200
Deanne McDaniel
dmcdanielAwenatcheew a. gov
509-888-3614
U
•
DEPARTMENT Contact Information
Project Manager:
Email Address:
Phone Number:
Project Engineer:
Email Address:
Phone Number:
Address:
❑ Northwest
WA State Department of Ecology
Northwest Regional Office
3190 160'' Ave SE
Bellevue, WA 98008-5452
Fax (425) 649-7098
❑ Southwest
WA State Department of Ecology
Southwest Regional Office
P.O. Box 47775
Olympia, WA 98504-7775
Fax (360) 407-6305
❑ Bellingham
WA State Department of Ecology
Bellingham Field Office
1440 loth Street, Suite 102
Bellingham, WA 98225
Fax (360) 715-5225
Financial Manager:
Terry Wittmeier
terry.wittmeierAecy.wa. Rov
509-574-3991
Douglas C. Howie, P.E.
douglas.howie(d,ecy. wa. gov
360-407-6444
® Central
WA State Department of Ecology
Central Regional Office
15 West Yakima Ave, Suite 200
Yakima, WA 98902-3452
Fax (509) 575-2809
❑ Eastern
WA State Department of Ecology
Eastern Regional Office
N. 4601 Monroe
Spokane, WA 99205-1295
Fax (509) 329-3570
❑ Headquarters
WA State Department of Ecology
P.O. Box 47600
Olympia, WA 98504-7600
Fax (360) 407-6426
Patricia Brommer
Email Address:
patricia.brommer(a-)Ly.wa.gov
Phone Number:
360-407-6216
Fax Number:
360-407-7151
Address:
WA State Department of Ecology
Water Quality Program, FMS
P.O. Box 47600
Olympia, WA 98504-7600
OA
• CHECK ALL THAT APPLY:
•
C�
• FY 2012 Statewide Stormwater Grant Funds (state funds): ® Yes Amount: $1,537,500
Funded with Local Toxics Control Account — State
• Prior Authorization Granted: ® Yes If yes, Effective Date: May 1, 2012
• Increased Oversight? ❑ Yes ® No
The effective date of this agreement is the Prior Authorization date.
This agreement expires: June 30, 2015.
Post Project Assessment date — three years after the expiration date of the agreement (see Post
Project Assessment in Attachment I): June 30, 2018
PART H. PROJECT SUMMARY
This project will address water quality for the state of Washington. The City of Wenatchee, with
local partners, will construct a new regional vactor waste facility for stormwater system and
street sweeping solid waste collected in Chelan County, Douglas County, and the Cities of
Wenatchee and East Wenatchee. The facility will include a wash bay and solid waste recycling
as well as snow storage and treatment.
The remainder of this page left intentionally blank
3
•
PART III. PROJECT BUDGET
Wenatchee Regional Vactor Waste Facility
TASKS/OBJECTS
TOTAL
PROJECT
COST
**TOTAL
ELIGIBLE
COST (TEC)
1 - Project Administration/Management
$10,000
$10,000
2 - Design Plans and Specifications and Property Acquisition
$1,095,000
$620,000
3 - Construction Management
$75,000
$75,000
4 - Construction
$1,320,000
$1,320,000
5 - Post -construction O&M Plan Development
$25,000
$25,000
Total
$2,525,000
$2,050,000
** The DEPARTMENT's Fiscal Office will track to the Total Eligible Cost.
MATCHING REQUIREMENTS
DEPARTMENT Share: maximum 75% of TEC
$1,537,500
RECIPIENT Share: minimum 25% of TEC
Cash $512,500
Other types of in -kind, such as volunteer work are not eligible
$512,500
PART IV. PROJECT GOALS AND OUTCOMES
A. Financial Assistance Water Quality Proiect Goals: The overall goals of this project are
focused on the protection of the Wenatchee and Columbia Rivers and include one or
more of the following:
® Stormwater System Retrofit
® Low Impact Development Best Management Practices (BMP)
® Designated beneficial uses will be restored or protected, 303(d)-Listed water bodies
restored to water quality standards, healthy waters prevented from being degraded.
B. Water Quality and Environmental Outcomes: The following are the anticipated water
quality and environmental improvements from the project.
1. Remove contaminated solids from the stormwater collection system through
vactoring, street sweeping, and delivery of the contaminated debris to a municipal
decant facility for processing.
4
• 2. Improve quality of decant water discharge by passing the water through the
wastewater treatment plant.
3. Increase control over solids obtained from vactoring and street sweeping.
C. Performance Items and Deliverables: The following are the anticipated action items that
will play an integral role in implementation of the project.
1. Construct a regional decant facility to improve best management practices for
vactor waste and street sweeping debris.
2. Develop an operations and maintenance plan for the regional decant facility.
PART V. SCOPE OF WORK
Task 1 - Project Administration/Management
A. The RECIPIENT will administer the project. Responsibilities will include, but not be
limited to: maintenance of project records; submittal of payment vouchers, fiscal forms,
and progress reports; compliance with applicable procurement, contracting, and interlocal
agreement requirements; application for, receipt of, and compliance with all required
permits, licenses, easements, or property rights necessary for the project; and submittal of
required performance items.
. B. The RECIPIENT must manage the project. Efforts will include: conducting,
coordinating, and scheduling project activities and assuring quality control. Every effort
will be made to maintain effective communication with the RECIPIENT's designees; the
DEPARTMENT; all affected local, state, or federal jurisdictions; and any interested
individuals or groups. The RECIPIENT must carry out this project in accordance with
any completion dates outlined in this agreement.
C. The RECIPIENT must ensure this project is completed according to the details of this
agreement. The RECIPIENT may elect to use its own forces or it may contract for
professional services necessary to perform and complete project -related work.
Required Performance:
1. Effective administration and management of this grant project.
2. Timely submittal of all required performance items, progress reports, and
financial vouchers.
3. Submit at least three hard copies and one electronic copy of the final project
report after a draft has been approved by the DEPARTMENT.
4. Write and submit a one to two page summary of project accomplishments and
outcomes at project completion, including pictures, to be published in the
DEPARTMENT's Annual Water Quality Financial Assistance Report following
the DEPARMENT's water quality stories format.
0 Task 2 — Design Plans and Specifications
•
A. The RECIPIENT will submit to the DEPARTMENT's Project Manager, a copy of the
State Environmental Review Act (SEPA) Lead Agency's signed and dated SEPA
determination.
B. During the planning and design stage and prior to any ground disturbing activities, the
RECIPIENT will submit to the DEPARTMENT's Project Manager one of the following:
a. If Cultural Resources Review (Executive Order 05-05) is complete, a copy of the
letter of concurrence from the Department of Archaeology and Historic
Preservation (DAHP) and correspondence from any tribes.
b. If Cultural Resources Review (Executive Order 05-05) is not complete, the
RECIPIENT will submit a DAHP EZ-1 form to the DEPARTMENT's Project
Manager to initiate review of project activities by DAHP and tribal governments.
C. The RECIPIENT will submit two hard copies and one digital copy of the Pre -design
report to the DEPARTMENT for review. At its discretion, the DEPARTMENT may
request 60 percent complete design plans for review. Based on receipt of the Pre -design
report or the 60 percent complete design plans, the DEPARTMENT will provide
comments to the RECIPIENT within 45 days of receipt of the plans.
D. Prior to advertising for contractor bids, the RECIPIENT will submit two hard copies and
one digital copy of the final plans and specifications to the DEPARTMENT's Project
Manager for review. The DEPARTMENT will provide comments to the RECIPIENT
within 45 days of receipt of the plans. The DEPARTMENT's Project Manager will work
with the DEPARTMENT's engineer to review the plans and specifications for
consistency with the appropriate design criteria and grant requirements. The
RECIPIENT must justify significant deviations from the following:
The appropriate guidance manual below depends on the region that your project is
conducted:
Stormwater Management Manual for Western Washington (SWMMWW),
or the
Stormwater Management Manual for Eastern Washington (SWMMEW),
both can be found at:
httl2://www.ecy.wa.gov/programs/wg/stormwater/tech.html, or the
Low Impact Development Technical Guidance Manual for Puget Sound
found at: httv://www.psy.wa-gov/downloads/LID/LID manual2005.ndf, or
equivalent design manuals, or
2. Equivalent manual as developed by the local jurisdiction and approved by the
DEPARTMENT.
3. Good engineering practices and generally recognized engineering standards.
4. The project pre -design report.
G1
E. The plans, specifications, construction contract documents, and addenda must be
approved by the RECIPIENT prior to submittal to the DEPARTMENT.
F. The RECIPIENT will prepare and submit a projected construction schedule to the
DEPARTMENT.
G. The RECIPIENT will submit to the DEPARTMENT a current, updated construction cost
estimate and updated project schedule, along with each plans and specifications
submittal.
H. The RECIPIENT will submit all pre -design figures and construction plans to the
DEPARTMENT, reduced to I I" x 17" in size. The RECIPIENT may bind them with the
specifications or related construction contract documents or bound as a separate
document. All reduced drawings must be legible.
I. The RECIPIENT will develop and submit an operations and maintenance plan for the
stormwater treatment and low impact development (LID) features. The operation and
maintenance plan will describe how the RECIPIENT will ensure project success
consistent with the design manual used. The operation and maintenance plan must also
address long term activities to assure ongoing pollutant removal and flow -control
capability of the project. (See the Stormwater Management Manual for Eastern
Washington Appendix SA.)
J. The RECIPIENT will complete the acquistion of the property for the regional vactor
0 waste facility.
•
Required Performance:
1. Submit a copy of the signed and dated SEPA determination to the
DEPARTMENT.
2. Submit a copy of either: 1) Letter of Concurrence from DAHP; or, 2) the DAHP
EZ-1 form, for DEPARTMENT coordination on compliance with Executive
Order 05-05.
3. Submit a Pre -design report to the DEPARTMENT.
4. Submit final plans and specifications to the DEPARTMENT, which includes the
DEPARTMENT's Bid Specification Clauses inserts found at:
http://www.ecy.wa.gov/programs/wg/funding/GrantLoanMgmtDocs/En GrantLo
anMgmtEngRes.html.
5. Complete property acquisition for the regional vactor waste facility
Task 3 — Construction Management
A. The RECIPIENT will provide construction oversight and management of the project.
B. The RECIPIENT will submit a detailed construction quality assurance plan to the
DEPARTMENT before the start of construction. This plan must describe how adequate
and competent construction oversight will be performed.
7
C. The RECIPIENT will submit a construction schedule to the DEPARTMENT within 30
days of the start of construction. The construction schedule will be revised and/or
updated whenever major changes occur and at a minimum of every three months. The
RECIPIENT will submit the construction schedule to the DEPARTMENT with the
quarterly report. When changes in the construction schedule affect previous cash flow
estimates, revised cash flow projections must also be submitted to the DEPARTMENT.
D. Prior to execution, the RECIPIENT will submit eligible change orders that are a
significant deviation from the DEPARTMENT reviewed plans and specifications in
writing for DEPARTMENT review and approval for payment. All other change orders
must be approved by the DEPARTMENT for technical merit and should be submitted
within 30 days after execution. Change orders are to be signed by the contractor, the
engineer (if appropriate), and the RECIPIENT prior to submittal to the DEPARTMENT
for approval.
E. Upon completion of construction, the RECIPIENT will provide to the DEPARTMENT's
Project Manager a Stormwater Construction Completion Form signed by a professional
engineer, indicating that the project was completed in accordance with the plans and
specifications and major change orders approved by the DEPARTMENT's Project
Engineer and shown on the Record Drawings. The Stormwater Construction Completion
form can be found at:
httv://www.ecy.wa.gov/programs/wa/f mdina/GrmtLoanMgrntDocs/Ena/GrantLoanM[z
mtEngRes.html
Required Performance:
1. Submit the project construction quality assurance plan to the DEPARTMENT.
2. Submit the construction schedule to the DEPARTMENT.
3. Submit the signed and dated Stormwater Construction Completion Form to the
DEPARTMENT.
Task 4 — Construction
A. The RECIPIENT will construct, in accordance with the DEPARTMENT reviewed plans
and specifications, a regional vactor waste facility.
B. The RECIPIENT will submit to the DEPARTMENT's Project Manager a copy of the
construction contract within 30 days of execution.
Required Performance:
1. Submit a copy of the bid documents (e.g. bid announcement, bid award, bid
tabulations) to the DEPARTMENT.
2. Submit a copy of the construction contract to the DEPARTMENT.
3. Construct a regional vactor waste facility
U
0 Task 5 — Post -construction Operation and Maintenance Plan Development
A. The RECIPIENT, in cooperation with the partner jurisdictions, will prepare an operations
and maintenance plan for the vactor waste facility including standard operation
procedures.
B. The RECIPIENT, in cooperation with the partner jurisdictions, will adopt an interlocal
agreement to ensure the on -going operation and maintenance of the new facility.
Required Performance:
1. Submit a copy of the completed operations and maintenance plan and interlocal
agreement to the DEPARTMENT.
PART VI. SPECIAL TERMS AND CONDITIONS
A. Adiusted Construction Budget. The construction budget, as reflected in the agreement,
will be adjusted once actual construction bids are received.
If the low responsive responsible construction bid(s) exceed the engineer's estimate of
construction costs, the DEPARTMENT may approve, if funding is available and through
formal amendment to this agreement, funding increases for up to ten percent of the
engineer's original estimate.
• If the low responsive responsible construction bid(s) come in lower than the engineer's
estimate of construction costs, the DEPARTMENT may reduce the grant amount.
B. Change Orders. If funding is available, the DEPARTMENT may approve, through
formal amendment to this agreement, funding for change orders for up to five percent of
the eligible portion of the low responsive responsible construction bid(s).
C. Documents for Review. The plans, specifications, construction contract documents, and
addenda must be approved by the RECIPIENT prior to submittal for DEPARTMENT
review.
D. Failure to Commence Work. In the event the RECIPIENT fails to commence work on the
project within four months of the signatory date, the DEPARTMENT reserves the right to
terminate this agreement.
E. Use of Force Account. In the event the RECIPIENT elects to use its own forces to
accomplish eligible project work, the RECIPIENT acknowledges that it has the legal
authority to perform the work and adequate and technically qualified staff to perform the
work without compromising other government functions. The RECIPIENT must track
and report the force account work submitted to the DEPARTMENT for reimbursement.
E
•
PART VII. ALL WRITINGS CONTAINED HEREIN
The following contain the entire understanding between the parties, and there are no other
understandings or representations other than as set forth, or incorporated by reference, herein:
• This agreement.
• Attachment I: General Project Management Requirements.
• Attachment II: General Terns and Conditions.
• The effective edition, at the signing of this agreement, of the DEPARTMENT's
"Administrative Requirements for Ecology Grants and Loans" (Yellow Book).
• The associated funding guidelines that correspond to the fiscal year in which the project is
funded.
• The applicable statutes and regulations.
No subsequent modifications or amendments of this agreement will be of any force or effect
unless signed by authorized representatives of the RECIPIENT and the DEPARTMENT and
made a part of this agreement, EXCEPT that in response to a request from the RECIPIENT, the
DEPARTMENT may redistribute the grant budget. The DEPARTMENT or the RECIPIENT
may change their respective staff contacts without the concurrence of either party.
The RECIPIENT acknowledges that they have had the opportunity to thoroughly review the
terms of this agreement, the attachments, all incorporated or referenced documents, as well as all
• applicable statutes, rules, and guidelines mentioned in this agreement.
IN WITNESS WHEREOF, the parties hereby sign this agreement:
STATE OF WASHINGTON
DEPARTMENT OF ECOLOGY
KELLY SUSEWIND, P.E., P.G. DATE
WATER QUALITY PROGRAM MANAGER
Approved As To Form:
Office of the Attorney General
•
10
CITY OF WENATCHEE
FRANK KUNTZ
MAYOR
DATE
ATTACHMENT I: GENERAL PROJECT MANAGEMENT REQUIREMENTS FOR
THE FY 2012 STORMWATER GRANT PROGRAM
ARCHEOLOGICAL AND CULTURAL RESOURCES
The RECIPIENT must comply with all requirements listed in Executive Order 05-05 prior to
implementing any project that involves ground disturbing activities.
The RECIPIENT must conduct and submit a cultural resources survey or complete and submit an
EZ-1 Form to the DEPARTMENT's project manager prior to any ground disturbing activities.
The DEPARTMENT will contact the Department of Archaeology and Historic Preservation
(DAHP) and affected tribes regarding the proposed project activities in order to fulfill Executive
Order 05-05 requirements. Any prior communication between the RECIPIENT, the DAHP, and
the tribes is not sufficient to meet requirements. Any mitigation measures as an outcome of this
process will be requirements of this agreement.
Another agency's cultural resources review must have prior approval from the DEPARTMENT
in order to be adopted to meet Executive Order 05-05 requirements for the project.
Any ground disturbing activities that occur prior to the completion of the Executive Order 05-05
process will not be eligible for reimbursement. Activities associated with cultural resources
review are grant eligible and reimbursable.
• http://www.dahp.wa.gov/govemors-executive-order-05-05
FUNDING RECOGNITION
The RECIPIENT must inform the public about DEPARTMENT or the Environmental Protection
Agency (EPA) funding participation in this project through the use of project signs,
acknowledgement in published materials, reports, the news media, or other public
announcements. Projects addressing site -specific locations must utilize appropriately sized and
weather -resistant signs. Sign logos are available from the DEPARTMENT upon request.
INCREASED OVERSIGHT
If this project is selected for increased oversight (as indicated on page 3 of this agreement), the
RECIPIENT must submit all backup documentation with each payment request submittal. In
addition, the DEPARTMENT's Project Manager must establish a schedule for additional site
visits to provide technical assistance to the RECIPIENT and verify progress or payment
information.
INDIRECT RATE
To acknowledge overhead costs, the RECIPIENT may charge an indirect rate of up to 25 percent
based on employees' direct salary and benefit costs incurred while conducting project -related
work. The DEPARTMENT's Financial Manager may require a list of items included in the
indirect rate at any time.
11
0 MATCHING REQUIREMENTS
Cash Match Requirement. FY 2011 Stormwater Retrofit and LID Competitive grants and
FY2012 Statewide Stormwater grants require cash match only.
Interlocal Match Requirement. The RECIPIENT certifies by signing this agreement that all
negotiated interlocal agreements are consistent with all of the following:
• Terms of this grant agreement.
• The edition of "Administrative Requirements for Ecology Grants and Loans" that is
effective at the signing of this agreement.
• Chapter 39.34 RCW Interlocal Cooperation Act.
MINORITY AND WOMEN'S BUSINESS PARTICIPATION
The RECIPIENT agrees to solicit and recruit, to the extent possible, certified minority -owned
(MBE) and women -owned (WBE) businesses in purchases and contracts initiated after the
effective date of this agreement.
Contract awards or rejections cannot be made based on MBE or WBE participation. MMWBE
participation is encouraged, however, and the RECIPIENT and all prospective bidders or persons
submitting qualifications should take the following steps, when possible, in any procurement
initiated after the effective date of this agreement:
• a) Include qualified minority and women's businesses on solicitation lists.
b) Assure that qualified minority and women's businesses are solicited whenever they are
potential sources of services or supplies.
c) Divide the total requirements, when economically feasible, into smaller tasks or
quantities, to permit maximum participation by qualified minority and women's
businesses.
d) Establish delivery schedules, where work requirements permit, which will encourage
participation of qualified minority and women's businesses.
e) Use the services and assistance of the State Office of Minority and Women's Business
Enterprises (OMWBE) and the Office of Minority Business Enterprises of the U.S.
Department of Commerce, as appropriate.
The RECIPIENT must report to the DEPARTMENT at the time of submitting each invoice, on
forms provided by the DEPARTMENT (Form D), payments made to qualified firms. Please
include the following information:
a) Name and state OMWBE certification number (if available) of any qualified firm
receiving funds under the invoice, including any sub -and/or sub -subcontractors.
b) The total dollar amount paid to qualified firms under this invoice.
12
PAYMENT REQUEST SUBMITTALS
Frequency. The RECIPIENT must submit payment requests at least quarterly but no more often
than monthly, unless allowed by the DEPARTMENT's Financial Manager. The
DEPARTMENT's Financial Manager may require the RECIPIENT to submit regular payment
requests to ensure efficient and timely use of funds.
Supporting Documentation. The RECIPIENT must submit all payment request vouchers and
supportive documentation to the DEPARTMENT's Financial Manager. Payment request
voucher submittals are based on match requirements found in the budget.
Reauired Forms.
Any Match Combination Cash Only Match Where Applicable
Form A 19-1 A (original signature) Form A 19-1 A (original signature) Form E (ECY 060-12)
Form B1 (ECY 060-3) Form B2 (ECY 060-7) Form F (ECY 060-13)
Form C 1 (ECY 060-8) Form C2 (ECY 060-9) Form H (F-21)
Form D (ECY 060-11) Form D (ECY 060-11) Form I (ECY 060-15 )
Reporting eligible costs. The RECIPIENT must report all eligible costs incurred on the project,
regardless of the source of funding for those costs. This includes costs used as match. All
eligible and ineligible project costs must be separate and identifiable.
. Reimbursements. Payments will be made on a cost -reimbursable basis.
POST PROJECT ASSESSMENT
The RECIPIENT agrees to submit a brief survey regarding the key project results or water
quality project outcomes and the status of long-term environmental results or goals from the
project three years after project completion.
The DEPARTMENT's Water Quality Program Performance Measures Lead will contact the
RECIPIENT before the Post Project Assessment date to request this data.
The DEPARTMENT may also conduct site interviews and inspections, and may otherwise
evaluate the Project, as part of this assessment.
PROCUREMENT
The RECIPIENT certifies by signing this agreement that all applicable requirements have been
satisfied in the procurement of any professional services.
PROGRESS REPORTS
The RECIPIENT must submit quarterly progress reports to the DEPARTMENT's Financial
Manager and Project Manager. Payment requests will not be processed without a progress
report.
0
13
0 Reporting Periods.
• January 1 through March 31
• April 1 through June 30
• July 1 through September 30
• October 1 through December 31
Reporting Due Date. Quarterly progress reports are due 15 days following the end of the quarter.
Report Content. At a minimum, all progress reports must contain a comparison of actual
accomplishments to the objectives established for the period, the reasons for delay if established
objectives were not met, analysis and explanation of any cost overruns, and any additional
pertinent information specified in this agreement.
REQUIRED DOCUMENT SUBMITTALS
The RECIPIENT must submit the following documents to the DEPARTMENT as requested by
the DEPARTMENT's Project Manager or Financial Manager:
• Draft project completion reports — one copy
• Electronic copy of final project completion report — one copy
• Final project completion reports — up to three copies
• • Final project completion reports of statewide significance — up to 50 copies
• Educational products developed under this agreement — up to two copies
• Documents that require DEPARTMENT Approval — two copies (one for the
DEPARTMENT and one for the RECIPIENT)
• Interlocal agreements — one copy for the DEPARTMENT's Financial Manager
• Professional services procurement agreements — 1 copy to the DEPARTMENT's
Financial Manager
•
14
is
ATTACHMENT II: GENERAL TERMS AND CONDITIONS PERTAINING TO
GRANT AND LOAN AGREEMENTS OF THE DEPARTMENT OF ECOLOGY
A. RECIPIENT PERFORMANCE
All activities for which grant/loan funds are to be used shall be accomplished by the RECIPIENT
and RECIPIENT's employees. The RECIPIENT shall only use contractor/consultant assistance if
that has been included in the agreement's final scope of work and budget.
B. SUBGRANTEE/CONTRACTOR COMPLIANCE
The RECIPIENT must ensure that all subgrantees and contractors comply with the terms and
conditions of this agreement.
C. THIRD PARTY BENEFICIARY
The RECIPIENT shall ensure that in all subcontracts entered into by the RECIPIENT pursuant to
this agreement, the state of Washington is named as an express third -party beneficiary of such
subcontracts with full rights as such.
D. CONTRACTING FOR SERVICES (BIDDING)
Contracts for construction, purchase of equipment and professional architectural and engineering
services shall be awarded through a competitive process, if required by State law. RECIPIENT
shall retain copies of all bids received and contracts awarded, for inspection and use by the
DEPARTMENT.
E. ASSIGNMENTS
No right or claim of the RECIPIENT arising under this agreement shall be transferred or
assigned by the RECIPIENT.
F. COMPLIANCE WITH ALL LAWS
1. The RECIPIENT shall comply fully with all applicable Federal, State and local laws, orders,
regulations and permits. Prior to commencement of any construction, the RECIPIENT shall
secure the necessary approvals and permits required by authorities having jurisdiction over
the project, provide assurance to the DEPARTMENT that all approvals and permits have
been secured, and make copies available to the DEPARTMENT upon request.
2. Discrimination. The DEPARTMENT and the RECIPIENT agree to be bound by all Federal
and State laws, regulations, and policies against discrimination. The RECIPIENT further
agrees to affirmatively support the program of the Office of Minority and Women's Business
Enterprises to the maximum extent possible. If the agreement is federally -funded, the
RECIPIENT shall report to the DEPARTMENT the percent of grant/loan funds available to
women or minority owned businesses.
3. Wages and Job Safety. The RECIPIENT agrees to comply with all applicable laws,
regulations, and policies of the United States and the state of Washington which affect wages
and job safety.
15
4. Industrial Insurance. The RECIPIENT certifies full compliance with all applicable state
industrial insurance requirements. If the RECIPIENT fails to comply with such laws, the
DEPARTMENT shall have the right to immediately terminate this agreement for cause as
provided in Section K.1, herein.
G. KICKBACKS
The RECIPIENT is prohibited from inducing by any means any person employed or otherwise
involved in this project to give up any part of the compensation to which he/she is otherwise
entitled or, receive any fee, commission or gift in return for award of a subcontract hereunder.
H. AUDITS AND INSPECTIONS
1. The RECIPIENT shall maintain complete program and financial records relating to this
agreement. Such records shall clearly indicate total receipts and expenditures by fund source
and task or object. All grant/loan records shall be kept in a manner which provides an audit
trail for all expenditures. All records shall be kept in a common file to facilitate audits and
inspections.
Engineering documentation and field inspection reports of all construction work
accomplished under this agreement shall be maintained by the RECIPIENT.
2. All grant/loan records shall be open for audit or inspection by the DEPARTMENT or by any
duly authorized audit representative of the state of Washington for a period of at least three
years after the final grant payment/loan repayment or any dispute resolution hereunder. If any
• such audits identify discrepancies in the fmancial records, the RECIPIENT shall provide
clarification and/or make adjustments accordingly.
3. All work performed under this agreement and any equipment purchased, shall be made
available to the DEPARTMENT and to any authorized state, federal or local representative
for inspection at any time during the course of this agreement and for at least three years
following grant/loan termination or dispute resolution hereunder.
4. RECIPIENT shall meet the provisions in OMB Circular A-133 (Audits of States, Local
Governments & Non Profit Organizations), including the compliance Supplement to OMB
Circular A-133, if the RECIPIENT expends $500,000 or more in a year in Federal funds. The
$500,000 threshold for each year is a cumulative total of all federal funding from all sources.
The RECIPIENT must forward a copy of the audit along with the RECIPIENT'S response
and the final corrective action plan to the DEPARTMENT within 90 days of the date of the
audit report.
I. PERFORMANCE REPORTING
The RECIPIENT shall submit progress reports to the DEPARTMENT with each payment
request or such other schedule as set forth in the Special Conditions. The RECIPIENT shall also
report in writing to the DEPARTMENT any problems, delays or adverse conditions which will
materially affect their ability to meet project objectives or time schedules. This disclosure shall
be accompanied by a statement of the action taken or proposed and any assistance needed from
the DEPARTMENT to resolve the situation. Payments may be withheld if required progress
reports are not submitted. Quarterly reports shall cover the periods January 1 through March 31,
16
•
April 1 through June 30, July 1 through September 30, and October 1 through December 31.
Reports shall be due within 30 days following the end of the quarter being reported.
J. COMPENSATION
I . Method of compensation. Payment shall normally be made on a reimbursable basis as
specified in the grant agreement and no more often than once per month. Each request for
payment will be submitted by the RECIPIENT on State voucher request forms provided by
the DEPARTMENT along with documentation of the expenses. Payments shall be made for
each task/phase of the project, or portion thereof, as set out in the Scope of Work when
completed by the RECIPIENT and approved as satisfactory by the Project Officer. The
payment request form and supportive documents must itemize all allowable costs by major
elements as described in the Scope of Work.
Instructions for submitting the payment requests are found in "Administrative Requirements
for Ecology Grants and Loans", part IV, published by the DEPARTMENT. A copy of this
document shall be furnished to the RECIPIENT. When payment requests are approved by the
DEPARTMENT, payments will be made to the mutually agreed upon designee. Payment
requests shall be submitted to the DEPARTMENT and directed to the Project Officer
assigned to administer this agreement.
2. Period of Compensation. Payments shall only be made for actions of the RECIPIENT
pursuant to the grant/loan agreement and performed after the effective date and prior to the
expiration date of this agreement, unless those dates are specifically modified in writing as
provided herein.
3. Final Request(s) for Payment. The RECIPIENT should submit final requests for
compensation within forty-five (45) days after the expiration date of this agreement and
within fifteen (15) days after the end of a fiscal biennium. Failure to comply may result in
delayed reimbursement.
4. Performance Guarantee. The DEPARTMENT may withhold an amount not to exceed ten
percent (10%) of each reimbursement payment as security for the RECIPIENT's
performance. Monies withheld by the DEPARTMENT may be paid to the RECIPIENT when
the project(s) described herein, or a portion thereof, have been completed if, in the
DEPARTMENT's sole discretion, such payment is reasonable and approved according to this
agreement and, as appropriate, upon completion of an audit as specified under section J.6.
herein.
5. Unauthorized Expenditures. All payments to the RECIPIENT may be subject to final audit by
the DEPARTMENT and any unauthorized expenditure(s) charged to this grant/loan shall be
refunded to the DEPARTMENT by the RECIPIENT.
6. Mileage and Per Diem. If mileage and per diem are paid to the employees of the RECIPIENT
or other public entities, it shall not exceed the amount allowed under state law for state
employees.
7. Overhead Costs. No reimbursement for overhead costs shall be allowed unless provided for
in the Scope of Work hereunder.
17
• K. TERMINATION
1. For Cause. The obligation of the DEPARTMENT to the RECIPIENT is contingent upon
satisfactory performance by the RECIPIENT of all of its obligations under this agreement. In
the event the RECIPIENT unjustifiably fails, in the opinion of the DEPARTMENT, to
perform any obligation required of it by this agreement, the DEPARTMENT may refuse to
pay any further funds there under and/or terminate this agreement by giving written notice of
termination.
A written notice of termination shall be given at least five working days prior to the effective
date of termination. In that event, all finished or unfinished documents, data studies, surveys,
drawings, maps, models, photographs, and reports or other materials prepared by the
RECIPIENT under this agreement, at the option of the DEPARTMENT, shall become
Department property and the RECIPIENT shall be entitled to receive just and equitable
compensation for any satisfactory work completed on such documents and other materials.
Despite the above, the RECIPIENT shall not be relieved of any liability to the
DEPARTMENT for damages sustained by the DEPARTMENT and/or the State of
Washington because of any breach of agreement by the RECIPIENT. The DEPARTMENT
may withhold payments for the purpose of setoff until such time as the exact amount of
damages due the DEPARTMENT from the RECIPIENT is determined.
2. Insufficient Funds. The obligation of the DEPARTMENT to make payments is contingent on
the availability of state and federal funds through legislative appropriation and state
allotment. When this agreement crosses over state fiscal years the obligation of the
• DEPARTMENT is contingent upon the appropriation of funds during the next fiscal year.
The failure to appropriate or allot such funds shall be good cause to terminate this agreement
as provided in paragraph K.1 above.
When this agreement crosses the RECIPIENT's fiscal year, the obligation of the RECIPIENT
to continue or complete the project described herein shall be contingent upon appropriation of
funds by the RECIPIENT's governing body; provided, however, that nothing contained
herein shall preclude the DEPARTMENT from demanding repayment of ALL funds paid to
the RECIPIENT in accordance with Section O herein.
3. Failure to Commence Work. In the event the RECIPIENT fails to commence work on the
project funded herein within four months after the effective date of this agreement, or by any
date agreed upon in writing for commencement of work, the DEPARTMENT reserves the
right to terminate this agreement.
L. WAIVER
Waiver of any RECIPIENT default is not a waiver of any subsequent default. Waiver of a breach
of any provision of this agreement is not a waiver of any subsequent breach and will not be
construed as a modification of the terms of this agreement unless stated as such in writing by the
authorized representative of the DEPARTMENT.
M. PROPERTY RIGHTS
1. Copyrights and Patents. When the RECIPIENT creates any copyrightable materials or
invents any patentable property, the RECIPIENT may copyright or patent the same but the
18
. DEPARTMENT retains a royalty -free, nonexclusive and irrevocable license to reproduce,
publish, recover or otherwise use the material(s) or property and to authorize others to use the
same for federal, state or local government purposes. Where federal funding is involved, the
federal government may have a proprietary interest in patent rights to any inventions that are
developed by the RECIPIENT as provided in 35 U.S.C. 200-212.
2. Publications. When the RECIPIENT or persons employed by the RECIPIENT use or publish
information of the DEPARTMENT; present papers, lectures, or seminars involving
information supplied by the DEPARTMENT; use logos, reports, maps or other data, in
printed reports, signs, brochures, pamphlets, etc., appropriate credit shall be given to the
DEPARTMENT.
3. Tangible Property Rights. The DEPARTMENT's current edition of "Administrative
Requirements for Ecology Grants and Loans", Part V, shall control the use and disposition of
all real and personal property purchased wholly or in part with funds furnished by the
DEPARTMENT in the absence of state, federal statute(s), regulation(s), or policy(s) to the
contrary or upon specific instructions with respect thereto in the Scope of Work.
4. Personal Property Furnished by the DEPARTMENT. When the DEPARTMENT provides
personal property directly to the RECIPIENT for use in performance of the project, it shall be
returned to the DEPARTMENT prior to final payment by the DEPARTMENT. If said
property is lost, stolen or damaged while in the RECIPIENT's possession, the
DEPARTMENT shall be reimbursed in cash or by setoff by the RECIPIENT for the fair
market value of such property.
5. Acquisition Projects. The following provisions shall apply if the project covered by this
0 agreement includes funds for the acquisition of land or facilities:
0
a. Prior to disbursement of funds provided for in this agreement, the RECIPIENT
shall establish that the cost of land/or facilities is fair and reasonable.
b. The RECIPIENT shall provide satisfactory evidence of title or ability to acquire
title for each parcel prior to disbursement of funds provided by this agreement.
Such evidence may include title insurance policies, Torrens certificates, or
abstracts, and attorney's opinions establishing that the land is free from any
impediment, lien, or claim which would impair the uses contemplated by this
agreement.
6. Conversions. Regardless of the contract termination date shown on the cover sheet, the
RECIPIENT shall not at any time convert any equipment, property or facility acquired or
developed pursuant to this agreement to uses other than those for which assistance was
originally approved without prior written approval of the DEPARTMENT. Such approval
may be conditioned upon payment to the DEPARTMENT of that portion of the proceeds of
the sale, lease or other conversion or encumbrance which monies granted pursuant to this
agreement bear to the total acquisition, purchase or construction costs of such property.
N. SUSTAINABLE PRODUCTS
In order to sustain Washington's natural resources and ecosystems, the RECIPIENT is
encouraged to implement sustainable practices where and when possible. These practices include
19
use of clean energy, and purchase and use of sustainably produced products (e.g., recycled
paper). For more information, see http://www.ecy.wa.gov/sustainability/.
O. RECOVERY OF PAYMENTS TO RECIPIENT
The right of the RECIPIENT to retain monies paid to it as reimbursement payments is contingent
upon satisfactory performance of this agreement including the satisfactory completion of the
project described in the Scope of Work. In the event the RECIPIENT fails, for any reason, to
perform obligations required of it by this agreement, the RECIPIENT may, at the
DEPARTMENT's sole discretion, be required to repay to the DEPARTMENT all grant/loan
funds disbursed to the RECIPIENT for those parts of the project that are rendered worthless in
the opinion of the DEPARTMENT by such failure to perform.
Interest shall accrue at the rate of twelve percent per year from the time the DEPARTMENT
demands repayment of funds. If payments have been discontinued by the DEPARTMENT due to
insufficient funds as in Section K.2 above, the RECIPIENT shall not be obligated to repay
monies which had been paid to the RECIPIENT prior to such termination. Any property acquired
under this agreement, at the option of the DEPARTMENT, may become the DEPARTMENT'S
property and the RECIPIENT'S liability to repay monies shall be reduced by an amount
reflecting the fair value of such property.
P. PROJECT APPROVAL
The extent and character of all work and services to be performed under this agreement by the
• RECIPIENT shall be subject to the review and approval of the DEPARTMENT through the
Project Officer or other designated official to whom the RECIPIENT shall report and be
responsible. In the event there is a dispute with regard to the extent and character of the work to
be done, the determination of the Project Officer or other designated official as to the extent and
character of the work to be done shall govern. The RECIPIENT shall have the right to appeal
decisions as provided for below.
Q. DISPUTES
Except as otherwise provided in this agreement, any dispute concerning a question of fact arising
under this agreement which is not disposed of in writing shall be decided by the Project Officer
or other designated official who shall provide a written statement of decision to the RECIPIENT.
The decision of the Project Officer or other designated official shall be final and conclusive
unless, within thirty days from the date of receipt of such statement, the RECIPIENT mails or
otherwise furnishes to the Director of the DEPARTMENT a written appeal. In connection with
appeal of any proceeding under this clause, the RECIPIENT shall have the opportunity to be
heard and to offer evidence in support of this appeal. The decision of the Director or duly
authorized representative for the determination of such appeals shall be final and conclusive.
Appeals from the Director's determination shall be brought in the Superior Court of Thurston
County. Review of the decision of the Director will not be sought before either the Pollution
Control Hearings Board or the Shoreline Hearings Board. Pending final decision of dispute
hereunder, the RECIPIENT shall proceed diligently with the performance of this agreement and
in accordance with the decision rendered.
0
0 R. CONFLICT OF INTEREST
No officer, member, agent, or employee of either party to this agreement who exercises any
function or responsibility in the review, approval, or carrying out of this agreement, shall
participate in any decision which affects his/her personal interest or the interest of any
corporation, partnership or association in which he/she is, directly or indirectly interested; nor
shall he/she have any personal or pecuniary interest, direct or indirect, in this agreement or the
proceeds thereof.
S. INDEMNIFICATION
1. The DEPARTMENT shall in no way be held responsible for payment of salaries, consultant's
fees, and other costs related to the project described herein, except as provided in the Scope
of Work.
2. To the extent that the Constitution and laws of the State of Washington permit, each party
shall indemnify and hold the other harmless from and against any liability for any or all
injuries to persons or property arising from the negligent act or omission of that party or that
party's agents or employees arising out of this agreement.
T. GOVERNING LAW
This agreement shall be governed by the laws of the State of Washington.
U. SEVERABILITY
is If any provision of this agreement or any provision of any document incorporated by reference
shall be held invalid, such invalidity shall not affect the other provisions of this agreement which
can be given effect without the invalid provision, and to this end the provisions of this agreement
are declared to be severable.
V.PRECEDENCE
In the event of inconsistency in this agreement, unless otherwise provided herein, the
inconsistency shall be resolved by giving precedence in the following order: (a) applicable
Federal and State statutes and regulations; (b) Scope of Work; (c) Special Terms and Conditions;
(d) Any terms incorporated herein by reference including the "Administrative Requirements for
Ecology Grants and Loans"; and (e) the General Terms and Conditions.
SS-010 Rev. 04/04
21
11
0
COUNCIL AGENDA BILL #
PRESENTER:
POSITION:
12-10-02
Steven C. Lacy
Mayor
CITY OF EAST WENATCHEE
CITY COUNCIL AGENDA BILL
AGENDA ITEM* 4
AGENDA DATE: October 9, 2012
DEPARTMENT: Legislative
TITLE:
Agreement for Services between the City of East Wenatchee and the Wenatchee Valley Visitor's Bureau.
BACKGROUND/HISTORY:
As previously discussed.
EXHIBITS:
Draft letter to Wenatchee Valley Visitor's Bureau.
RECOMMENDED ACTION:
Authorize the Mayor to sign the letter.
FINANCIAL DATA:
Expenditure Required Amount Budgeted Appropriation Required
$ N/A $ N/A $ N/A
ACTION TAKEN:
Motion Made By: 1b. e4e-y- i ,.V,
Second By: Co VVI
Councilmember Collings
Councilmember Raab
Councilmember Johnson
Councilmember Buckner
Councilmember McCourt
Councilmember Detering
Councilmember Barnhart ]� U
Passed: .5 I I Failed:
Mayor Lacy (in case of tie)
Page 1 of 1
•
CITY OF EAST WENATCHEE
STEVEN C. LACY * MAYOR
271 9- STREET NE • EAST WENATCHEE, W k 98802
PHONE (509) 884-9515 • FAX (509) 884-6233
October 11, 2012
Wenatchee Valley Visitor's Bureau
5 South Wenatchee Avenue, Suite 100
Wenatchee, WA 98801.
Re: Agreement for Services between the City of East Wenatchee and the Wenatchee Valley
Visitor's Bureau
Dear Wenatchee Valley Visitor's Bureau:
As allowed by Paragraph I in the Agreement of Services between the City and the Visitor's
Bureau, the City notifies the Visitor's Bureau that it is terminating the Agreement. This
. termination is effective January 15, 2013.
Sincerely,
Mayor Steven C. Lacy
• Page 1 of 1
L:\Ci IU-tters\I2-1411 LAtctovistoes Bureau from Lacy.docx
E!i N' Off.
COUNCIL AGENDA BILL #
PRESENTER:
POSITION:
12-10-03
Devin Poulson
City Attorney
CITY OF EAST WENATCHEE
CITY COUNCIL AGENDA BILL
AGENDA ITEM #
AGENDA DATE:
DEPARTMENT:
5
October 9, 2012
Legal Department
TITLE: Resolution No. 2012-22
A Resolution of the City of East Wenatchee, Washington Adopting Standards
for Indigent Defense Services.
BACKGROUND/ In 2012, the Washington Supreme Court updated it Standards for Indigent
HISTORY: Defense Services. The Court amended Standard 3.1, Standard 3.5, and
Standard 5.2. The new standards are effective October 1, 2012.
Standard 3.1 now requires the City to have a contract with its Public Defender
and the contract has to specify the number of cases an attorney may handle.
Standard 3.5 allows an attorney to weight his or her caseload, so that some
cases count less towards the caseload limit. For example, a probation
violation may count at .25 of a case because it requires less time to defend.
Standard 5.2 now states that contracts for public defense services should
provide for or include administrative costs associated with providing legal
representation. These costs should include but are not limited to travel;
telephones; law library, including electronic legal research; financial
accounting; case management systems; computers and software; office space
and supplies; training; meeting the reporting requirements imposed by these
standards; and other costs necessarily incurred in the day-to-day
management of the contract.
Before this amendment, it was mandatory for a city to provide for all the
enumerated administrative costs.
EXHIBITS: Exhibit A- Resolution No. 2012-22
RECOMMENDED Pass the Resolution.
ACTION:
Page 1 of 2
•
•
•
FINANCIAL DATA:
Expenditure Required Amount Budgeted Appropriation Required
$ N/A $ N/A $ N/A
ACTION TAKEN: Motion Made By: Raz n ha r=
Councilmember Collings
Councilmember Johnson
Councilmember McCourt
Councilmember Barnhart
Passed: to ,p Failed:
Second By: ��U d,,' h el-
Councilmember Raab
Councilmember Buckner
Councilmember Detering
Mayor Lacy (in case of tie)
Page 2 of 2
. City of East Wenatchee, Washington
Resolution No. 2012-22
A Resolution of the City of East Wenatchee, Washington Adopting Standards for
Indigent Defense Services.
1. Authority.
a. RCW 35A.11.020 and RCW 35A.12.190 authorize the City Council to organize
and regulate its internal affairs and to define the powers, functions and duties of
its officers and employees.
THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO RESOLVE AS
FOLLOWS:
Section 1: Purpose. In 2012, the Washington Supreme Court amended its Standards for
Indigent Defense Services. To comply with these new Standards, the City Council
wishes to update city policy.
Section 2: Repeal. The City Council repeals Resolution 2009-07.
• Section 3: Adoption. The City Council adopts the Standards for Indigent Defense Services
that are set forth in Exhibit A and the standards set forth in Exhibit B. If any
language in Exhibit A conflicts with the language in Exhibit B, the language of
Exhibit B controls.
Section 4: Severability. If a court of competent jurisdiction declares any provision in this
resolution to be contrary to law, such declaration shall not affect the validity of
the other provisions of this Resolution.
Section 5: Effective Date. This Resolution becomes effective immediately.
City of East Wenatchee
Resolution 2012-22
Page 1 of 2
•
Passed by the City Council of East Wenatchee, at a regular meeting thereof on this
day of , 2012.
CITY OF EAST WENATCHEE,
WASHINGTON
By
Steven C. Lacy, Mayor
ATTEST:
Dana Barnard, City Clerk
Approved as to form only:
Devin Poulson, City Attorney
Filed with the City Clerk:
Passed by the City Council:
Effective Date:
City of East Wenatchee
Resolution 2012-22
Page 2 of 2
Resolution 2012-22
Exhibit A
•
u
0
Washington State Bar Association
Standards for Indigent Defense Services
[Approved by the Board of Governors June 3, 2011]
Resolution 2012-22
Exhibit A
0 STANDARD ONE: Compensation
Standard:
Public defense attorneys and staff should be compensated at a rate commensurate with
their training and experience. To attract and retain qualified personnel, compensation
and benefit levels should be comparable to those of attorneys and staff in prosecutorial
offices in the area.
For assigned counsel, reasonable compensation should be provided. Compensation
should reflect the time and labor required to be spent by the attorney and the degree of
professional experience demanded by the case. Assigned counsel should be
compensated for out-of-pocket expenses.
Contracts should provide for extraordinary compensation over and above the normal
contract terms for cases which require an extraordinary amount of time and preparation,
including, but not limited to, death penalty cases. Services which require extraordinary
fees shall be defined in the contract.
Attorneys who have a conflict of interest shall not have to compensate the new,
substituted attorney out of their own funds.
Flat fees, caps on compensation, and lump -sum contracts for trial attorneys are
improper in death penalty cases. Private practice attorneys appointed in death penalty
cases should be fully compensated for actual time and service performed at a
• reasonable hourly rate with no distinction between rates for services performed in court
and out of court. Periodic billing and payment should be available. The hourly rate
established for lead counsel in a particular case should be based on the circumstances
of the case and the attorney being appointed, including the following factors: the
anticipated time and labor required in the case, the complexity of the case, the skill and
experience required to provide adequate legal representation, the attorney's overhead
expenses, and the exclusion of other work by the attorney during the case. Under no
circumstances should the hourly rate for lead counsel, whether private or public
defender, appointed in a death penalty case be less than $125 per hour (in 2006
dollars).
Related Standards:
American Bar Association, Standards for Criminal Justice, 5-2.4 and 5-3.1.
American Bar Association, Guidelines for the Appointment and Performance in Death Penalty Cases,
1988, Standard 10-1.
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standards 13.7 and 13.11.
National Legal Aid and Defender Association, Standards for Defender Services, Standard IV-4.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Legal
Defense Contracts, 1984, Standard III-10 and III-11.
Seattle -King County Bar Association Indigent Defense Services Task Force, Guidelines for Accreditation
of Defender Agencies, 1982, Guideline No. 6.
0
Resolution 2012-22
Exhibit A
0 STANDARD TWO: Duties and Responsibilities of Counsel
Standard:
The legal representation plan shall require that defense services be provided to all clients in
a professional, skilled manner consistent with minimum standards set forth by the American
Bar Association, applicable state bar association standards, the Rules of Professional
Conduct, case law and applicable court rules defining the duties of counsel and the rights of
defendants in criminal cases. Counsel's primary and most fundamental responsibility is to
promote and protect the interests of the client.
Related Standards:
American Bar Association, Standards for Criminal Justice, 4-1.1, 5-5.1 and 5-1.1.
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standards 13.1.
National Legal Aid and Defender Association, Standards for Defender Services, Standard II-2.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1984, Guideline III-18.
American Bar Association Guidelines for the Appointment and Performance of Defense Counsel in Death
Penalty Cases. LLLU
• STANDARD THREE: Caseload Limits and Types of Cases
Standard:
1. The contract or other employment agreement or government budget shall specify
the types of cases for which representation shall be provided and the maximum
number of cases which each attorney shall be expected to handle.
2. The caseload of public defense attorneys shall allow each lawyer to give each client
the time and effort necessary to ensure effective representation. Neither defender
organizations, county offices, contract attorneys nor assigned counsel should accept
workloads that, by reason of their excessive size, interfere with the rendering of
quality representation. As used in this Standard, "quality representation" is intended
to describe the minimum level of attention, care and skill that Washington citizens
would expect of their state's criminal justice system.
3. General Considerations: Caseload limits reflect the maximum caseloads for fully
supported full-time defense attorneys for cases of average complexity and effort in
each case type specified. Caseload limits assume a reasonably even distribution of
cases throughout the year.
The increased complexity of practice in many areas will require lower caseload
ceilings. The maximum caseload limit should be adjusted downward when the mix
of case assignments is weighted toward more serious offenses or case types that
2
Resolution 2012-22
Exhibit A
Ie demand more investigation, legal research and writing, use of experts and/or social
workers or other expenditure of time and resources. In particular, felony caseloads
should be assessed by the workload required, and certain cases and types of cases
should be weighted accordingly.
•
If a defender or assigned counsel is carrying a mixed caseload including cases from
more than one category of cases, these standards should be applied proportionately
to determine a full caseload. In jurisdictions where assigned counsel or contract
attorneys also maintain private law practices, the caseload should be based on the
percentage of time the lawyer devotes to public defense.
Definition of case: A case is defined as the filing of a document with the court
naming a person as defendant or respondent, to which an attorney is appointed in
order to provide representation
4. Caseload Limits: The caseload of a full-time public defense attorney or assigned
counsel shall not exceed the following:
150 Felonies per attorney per year; or
300 Misdemeanor cases per attorney per year; or in certain circumstances
described below the caseload may be adjusted to no more than 400 cases,
depending upon:
• The caseload distribution between simple misdemeanors and complex
misdemeanors; or
• Jurisdictional policies such as post -filing diversion and opportunity to
negotiate resolution of large number of cases as non -criminal violations;
• Other court administrative procedures that permit a defense lawyer to handle
more cases; or
250 Juvenile Offender cases per attorney per year; or
80 open Juvenile Dependency cases per attorney; or
250 Civil Commitment cases per attorney per year; or
1 Active Death Penalty trial court cases at a time plus a limited number of non death
penalty cases compatible with the time demand of the death penalty case and
consistent with the professional requirements of Standard 3.2 supra; or
36 Appeals to an appellate court hearing a case on the record and briefs per
attorney per year. (The 36 standard assumes experienced appellate attorneys
handling cases with transcripts of an average length of 350 pages. If attorneys do
not have significant appellate experience and/or the average transcript length is
greater than 350 pages, the caseload should be accordingly reduced.)
3
Resolution 2012-22
Exhibit A
0 Related Standards
American Bar Association, Standards for Criminal Justice, 4-1.2, 5-4.3.
American Bar Association Guidelines for the Appointment and Performance of Defense Counsel in Death
Penalty Cases. LLiLiL
American Bar Association, Ethical Obligations of Lawyers Who Represent Indigent Criminal Defendants When
Excessive Caseloads Interfere With Competent and Diligent Representation, May 13, 2006, Formal Opinion 06-
441. Link
The American Council of Chief Defenders Statement on Caseloads and Workloads, (2007). Link
American Bar Association Eight Guidelines of Public Defense Related to Excessive Caseloads. tank
National Advisory Commission on Criminal Standards and Goals, Task Force on Courts, 1973, Standard
13.12.
American Bar Association Disciplinary Rule 6-101.
American Bar Association Ten Principles of a Public Defense Delivery System. LLiaL
ABA Standards of Practice for Lawyers who Represent Children in Abuse & Neglect Cases, (1996)
American Bar Association, Chicago, IL.
The American Council of Chief Defenders Ethical Opinion 03-01 (2003).
National Legal Aid and Defender Association, Standards for Defender Services, Standards IV -I.
National Legal Aid and Defender Association, Model Contract for Public Defense Services (2002). LLjnU
NACC Recommendations for Representation of Children in Abuse and Neglect Cases (2001). LLinu
City of Seattle Ordinance Number: 121501 (2004). LLjnU
• Seattle -King County Bar Association Indigent Defense Services Task Force, Guideline Number 1.
Washington State Office of Public Defense, Parents Representation Program Standards Of
Representation (2009). tLink
•
STANDARD FOUR: Responsibility for Expert Witnesses
Standard:
Reasonable compensation for expert witnesses necessary to preparation and presentation
of the defense case shall be provided. Expert witness fees should be maintained and
allocated from funds separate from those provided for defender services. Requests for
expert witness fees should be made through an ex parte motion. The defense should be
free to retain the expert of its choosing and in no cases should be forced to select experts
from a list pre -approved by either the court or the prosecution.
Related Standards:
American Bar Association, Standards for Criminal Justice, 5-1.4.
National Legal Aid and Defender Association, Standards for Defender Services, Standard IV 2d, 3.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1983, Standard III-8d.
National Advisory Commission, Task Force on Courts, 1973, Standard 13.14.
4
Resolution 2012-22
Exhibit A
•
•
STANDARD FIVE: Administrative Costs
Standard:
Contracts for public defense services shall provide for or include administrative costs
associated with providing legal representation. These costs should include but are
not limited to travel, telephones, law library, including electronic legal research,
financial accounting, case management systems, computers and software, office
space and supplies, training, meeting the reporting requirements imposed by these
standards, and other costs necessarily incurred in the day-to-day management of
the contract.
2. Public defense attorneys shall have an office that accommodates confidential
meetings with clients and receipt of mail, and adequate telephone services to ensure
prompt response to client contact.
Related Standards:
American Bar Association, Standards for Criminal Justice, Providing Defense Services.
National Study Commission on Defense Services, Guidelines for Legal Defense Systems in the United
States, (1976), Guideline 3.4.
National Legal Aid and Defender Association, Standards for Defender Services, 1976 1-3, IV 2a-e, IV 5.
STANDARD SIX: Investigators
Standard:
1. Public defense attorneys shall use investigation services as appropriate.
2. Public defender offices, assigned counsel, and private law firms holding public defense
contracts should employ investigators with investigation training and experience. A
minimum of one investigator should be employed for every four attorneys.
Related Standards:
American Bar Association, Standards for Criminal Justice, 4-4.1 and 5-1.14.
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standard 13.14.
National Legal Aid and Defender Association, Standards for Defender Services, Standard IV-3.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1984, Standard III-9.
Seattle -King County Bar Association Indigent Defense Services Task Force, Guidelines for Accreditation
of Defender Agencies, 1982, Guideline Number 8.
Resolution 2012-22
Exhibit A
0
STANDARD SEVEN: Support Services
Standard:
Public defense attorneys shall have adequate numbers of investigators, secretaries, word
processing staff, paralegals, social work staff, mental health professionals and other support
services, including computer system staff and network administrators. These professionals
are essential to ensure the effective performance of defense counsel during trial preparation,
in the preparation of dispositional plans, and at sentencing.
Legal Assistants - At least one full-time legal assistant should be employed for every
four attorneys. Fewer legal assistants may be necessary, however, if the agency or
attorney has access to word processing staff, or other additional staff performing
clerical work. Defenders should have a combination of technology and personnel
that will meet their needs.
2. Social Work Staff - Social work staff should be available to assist in developing
release, treatment, and dispositional alternatives.
3. Mental Health Professionals -Each agency or attorney should have access to mental
health professionals to perform mental health evaluations.
4. Investigation staff should be available as provided in Standard Six at a ratio of one
. investigator for every four attorneys.
5. Each agency or attorney providing public defense services should have access to
adequate and competent interpreters to facilitate communication with non-English
speaking and hearing -impaired clients for attorneys, investigators, social workers,
and administrative staff.
Related Standards:
American Bar Association, Standards for Criminal Justice, 4-8.1 and 5-1.4.
National Advisory Committee on Criminal Justice Standards and Goals, Task Force on Courts, Standard 13.14.
National Legal Aid and Defender Association, Standards for Defender Services, Standard IV-3.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1984, Standard III-8.
Seattle -King County Bar Association Indigent Defense Services Task Force, Guidelines for Accreditation of
Defender Agencies, 1982, Guideline Number 7.
STANDARD EIGHT: Reports of Attorney Activity
Standard:
The legal representation plan shall require that the defense attorney or office maintain a
case -reporting and management information system which includes number and type of
cases, attorney hours and disposition. This information shall be provided regularly to the
Resolution 2012-22
Exhibit A
Contracting Authority and shall also be made available to the Office of the Administrator
of the Courts. Any such system shall be maintained independently from client files so as
to disclose no privileged information.
A standardized voucher form shall be used by assigned counsel attorneys seeking
payment upon completion of a case. For attorneys under contract, payment should be
made monthly, or at times agreed to by the parties, without regard to the number of
cases closed in the period.
Related Standards:
American Bar Association, Standards for Criminal Justice, 5-3.3 (b) xii, The Report to the Criminal Justice
Section Council from the Criminal Justice Standards Committee, 1989.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1984 Standard III-22.
National Study Commission on Defense Services, Guidelines for Legal Defense Systems in the United
States, 1976, Guideline 3.4, 4.1, and 5.2.
STANDARD NINE: Training
Standard:
The legal representation plan shall require that attorneys providing public defense services
participate in regular training programs on criminal defense law, including a minimum of
seven hours of continuing legal education annually in areas relating to their public defense
practice.
In offices of more than seven attorneys, an orientation and training program for new
attorneys and legal interns should be held to inform them of office procedure and policy. All
attorneys should be required to attend regular in-house training programs on developments
in criminal law, criminal procedure and the forensic sciences.
Attorneys in civil commitment and dependency practices should attend training programs in
these areas. Offices should also develop manuals to inform new attorneys of the rules and
procedures of the courts within their jurisdiction.
Every attorney providing counsel to indigent accused should have the opportunity to attend
courses that foster trial advocacy skills and to review professional publications and other
media.
Related Standards:
American Bar Association, Standards for Criminal Justice, 5-1.4.
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standard 13.16.
National Legal Aid and Defender Association, Standards for Defender Services, Standard V.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Legal Defense
Contracts, 1984, Standard III-17.
0
Resolution 2012-22
Exhibit A
• Seattle -King County Bar Association Indigent Defense Services Task Force, Guidelines for Accreditation of
Defender Agencies, 1982, Guideline Number 3.
National Legal Aid and Defender Association, Guidelines for the Appointment and Performance of Counsel in
Death Penalty Cases, 1988, Standard 9.1.
0
STANDARD TEN: Supervision
Standard:
Each agency or firm providing public defense services should provide one full-time
supervisor for every ten staff lawyers or one half-time supervisor for every five lawyers.
Supervisors should be chosen from among those lawyers in the office qualified under these
guidelines to try Class A felonies. Supervisors should serve on a rotating basis, and except
when supervising fewer than ten lawyers, should not carry caseloads.
Related Standards:
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standard 13.9.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Legal Defense
Contract, 1984, Standard III-16.
Seattle -King County Bar Association Indigent Defense Services Task Force, Guidelines for Accreditation of
Defender Agencies, 1982, Guideline Number4.
STANDARD ELEVEN: Monitoring and Evaluation of Attorneys
Standard:
The legal representation plan for provision of public defense services should establish a
procedure for systematic monitoring and evaluation of attorney performance based upon
publicized criteria. Supervision and evaluation efforts should include review of time and
caseload records, review and inspection of transcripts, in -court observations, and periodic
conferences.
Performance evaluations made by a supervising attorney should be supplemented by
comments from judges, prosecutors, other defense lawyers and clients. Attorneys should be
evaluated on their skill and effectiveness as criminal lawyers or as dependency or civil
commitment advocates.
Related Standards:
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1984, Standard III-16.
National Study Commission on Defense Services, Guidelines for Legal Defense Systems in the United States,
1976, Recommendations 5.4 and 5.5.
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standard 13.9.
Resolution 2012-22
Exhibit A
n
STANDARD TWELVE: Substitution of Counsel
Standard:
The attorney engaged by local government to provide public defense services should
not sub -contract with another firm or attorney to provide representation and should
remain directly involved in the provision of representation. If the contract is with a firm or
office, the contracting authority should request the names and experience levels of
those attorneys who will actually be providing the services, to ensure they meet
minimum qualifications. The employment agreement shall address the procedures for
continuing representation of clients upon the conclusion of the agreement. Alternate or
conflict counsel should be available for substitution in conflict situations at no cost to the
counsel declaring the conflict.
Related Standards:
American Bar Association, Standards for Criminal Justice, Standard 5-5.2.
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standard 13.1.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1984, Guideline III-23.
0 STANDARD THIRTEEN: Limitations on Private Practice
Standard:
Private attorneys who provide public defense representation shall set limits on the amount of
privately retained work which can be accepted. These limits shall be based on the
percentage of a full-time caseload which the public defense cases represent.
Related Standards:
American Bar Association, Standards for Criminal Justice, 4-1.2(d), 5-3.2.
American Bar Association, Ethical Obligations of Lawyers Who Represent Indigent Criminal Defendants When
Excessive Caseloads Interfere With Competent and Diligent Representation, May 13, 2006, Formal Opinion 06-
441. jLjnU
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standard 13.7.
National Legal Aid and Defender Association, Standards for Defender Services, Standard III-3 and IV-1.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Legal Defense
Contracts, 1984, Guideline III-6.
171
Resolution 2012-22
Exhibit A
•
0
STANDARD FOURTEEN: Qualifications of Attorneys
Standard:
1. In order to assure that indigent accused receive the effective assistance of
counsel to which they are constitutionally entitled, attorneys providing defense
services shall meet the following minimum professional qualifications:
A. Satisfy the minimum requirements for practicing law in Washington as determined by
the Washington Supreme Court; and
B. Be familiar with the statutes, court rules, constitutional provisions, and case law
relevant to their practice area; and
C. Be familiar with the Washington Rules of Professional Conduct; and
D. Be familiar with the Performance Guidelines for Criminal Defense Representation
approved by the Washington State Bar Association; and
E. Be familiar with the consequences of a conviction or adjudication, including possible
immigration consequences and the possibility of civil commitment proceedings
based on a criminal conviction; and
F. Be familiar with mental health issues and be able to identify the need to obtain expert
services; and
G. Complete seven hours of continuing legal education within each calendar year in
courses relating to their public defense practice.
2. Trial attorneys' qualifications according to severity or type of case':
A. Death Penalty Representation. Each attorney acting as lead counsel in a death
penalty case or an aggravated homicide case in which the decision to seek the
death penalty has not yet been made shall meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. At least five years criminal trial experience; and
iii. Have prior experience as lead counsel in no fewer than nine jury trials of
serious and complex cases which were tried to completion; and
iv. Have served as lead or co -counsel in at least one jury trial in which the death
penalty was sought; and
v. Have experience in preparation of mitigation packages in aggravated
homicide or persistent offender cases; and
Attorneys working toward qualification for a particular category of cases under this standard may
associate with lead counsel who is qualified under this standard for that category of cases.
10
Resolution 2012-22
Exhibit A
0 vi. Have completed at least one death penalty defense seminar within the
previous two years; and
vii. Meet the requirements of SPRC 2.2
The defense team in a death penalty case should include, at a minimum, the two
attorneys appointed pursuant to SPRC 2, a mitigation specialist and an investigator.
Psychiatrists, psychologists and other experts and support personnel should be added
as needed.
B. Adult Felony Cases - Class A. Each attorney representing a defendant accused of a
Class A felony as defined in RCW 9A.20.020 shall meet the following
requirements:
The minimum requirements set forth in Section 1; and
Either:
a. has served two years as a prosecutor; or
b. has served two years as a public defender; or two years in a private
criminal practice, and
iii. Has been trial counsel alone or with other trial counsel and handled a
significant portion of the trial in three felony cases that have been submitted to
a jury.
C. Adult Felony Cases - Class B Violent Offense. Each attorney representing a
defendant accused of a Class B violent offense as defined in RCW 9A.20.020 shall
10 meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. Either:
a. has served one year as prosecutor; or
b. has served one year as public defender; or one year in a private criminal
practice; and
2SPRC 2 APPOINTMENT OF COUNSEL
At least two laxyers shall be appointed for the vial and also for the direct appeal. The trial court shall retain responsibilityfor
appointing counsel for trial. The Supreme Court shall appoint counsel for the direct appeal. Notwithstanding RAP 15.26) and (h), the
Supreme Cowl will determine all motions to withdraw as counsel on appeal.
A list of attorneys who meet the requirements of proficiency and experience, and who have demonstrated that they are learned in the
law of capital punishment by virtue of training or experience, and thus are qualified for appointment in death penalty trials and for
appeals will be recruited and maintained by a panel created by the Supreme Court. All counsel for trial and appeal must have
demonstrated the proficiency and commitment to quality representation which is appropriate to a capital case. Both counsel at trial
nmsl have five vears I experience in the practice of criminal law be familiar with and experienced in the utilization of erpen witnesses
and evidence, and not be presently serving as appointed counsel in another active trial level death penalty case. One counsel must be,
and both may be, qualified for appointment in capital trials on the list, unless circumstances exist such that it is in the defendants
interest to appoint otherwise qualified counsel learned in the law of capital punishment by virtue of training or experiauce. The trial
court shall make findings offact if good cause is found for not appointing list counsel.
At least one counsel on appeal must htwe three Years' experience in the field of criminal appellate law and be learned in the lane of
. capital punishment by virtue of training or experience. In appointing counsel on appeal, the Supreme Court will consider the list, but
will have theftnal discretion in the appointment of counsel. LLiaU
11
Resolution 2012-22
Exhibit A
• iii. Has been trial counsel alone or with other counsel and handled a
significant portion of the trial in two Class C felony cases that have been
submitted to a jury.
D. Adult Sex Offense Cases. Each attorney representing a client in an adult sex
offense case shall meet the following requirements:
i. The minimum requirements set forth in Section 1 and Section 2(C); and
ii. Been counsel alone of record in an adult or juvenile sex offense case or
shall be supervised by or consult with an attorney who has experience
representing juveniles or adults in sex offense cases.
E. Adult Felony Cases - All other Class B Felonies, Class C Felonies, Probation or
Parole Revocation. Each attorney representing a defendant accused of a Class B
felony not defined in Section 2(C) or (D) above or a Class C felony, as defined in
RCW 9A.20.020, or involved in a probation or parole revocation hearing shall meet
the following requirements:
i. The minimum requirements set forth in Section 1, and
ii. Either:
a. has served one year as a prosecutor; or
b. has served one year as a public defender; or one year in a private criminal
practice; and
• iii. Has been trial counsel alone or with other trial counsel and handled a
significant portion of the trial in two criminal cases that have been submitted to
a jury; and
iv. Each attorney shall be accompanied at his or her first felony trial by a
supervisor if available.
F. Persistent Offender (Life Without Possibility of Release) Representation.
Each attomey acting as lead counsel in a "two -strikes" or "three strikes" case in
which a conviction will result in a mandatory sentence of life in prison without
parole shall meet the following requirements:
i. The minimum requirements set forth in Section 1; 3and
ii. Have at least:
a. four years criminal trial experience; and
b. one year experience as a felony defense attorney; and
C. experience as lead counsel in at least one Class A felony trial; and
d. experience as counsel in cases involving each of the following:
3 RCW 10.101.060 (1)(a)(iii) provides that counties receiving funding from the state Office of Public Defense under
that statute must require "attorneys who handle the most serious cases to meet specifted qualifications as set forth in the
Washington state bar association endorsed standards for public defense services or participate in at least one case consultation
per case with office of public defense resource attorneys who are so qualified. The most serious cases include all cases of murder
• ill the first or second degree, persistent offender cases, and class A felonies. "
12
Resolution 2012-22
Exhibit A
1. Mental health issues; and
2. Sexual offenses, if the current offense or a prior conviction that is one
of the predicate cases resulting in the possibility of life in prison
without parole is a sex offense; and
3. Expert witnesses; and
4. One year of appellate experience or demonstrated legal writing
ability.
G. Juvenile Cases - Class A. Each attorney representing a juvenile accused of a
Class A felony shall meet the following requirements:
i. The minimum requirements set forth in Section 1, and
ii. Either:
a. has served one year as a prosecutor; or
b. has served one year as a public defender; one year in a private
criminal practice; and
iii. Has been trial counsel alone of record in five Class B and C felony trials;
and
iv. Each attorney shall be accompanied at his or her first juvenile trial by a
supervisor, if available.
• H. Juvenile Cases - Classes B and C. Each attorney representing a juvenile accused
of a Class B or C felony shall meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. Either:
a. has served one year as a prosecutor; or
b. has served one year as a public defender; or one year in a private
criminal practice, and
iii. has been trial counsel alone in five misdemeanor cases brought to a final
resolution; and
iv. Each attorney shall be accompanied at his or her first juvenile trial by a
supervisor if available.
I. Juvenile Sex Offense Cases. Each attorney representing a client in a juvenile sex
offense case shall meet the following requirements:
i. The minimum requirements set forth in Section 1 and Section 2(H); and
ii. Been counsel alone of record in an adult or juvenile sex offense case or
shall be supervised by or consult with an attorney who has experience
representing juveniles or adults in sex offense cases.
J. Juvenile Status Offenses Cases. Each attorney representing a client in a "Becca"
matter shall meet the following requirements:
i. The minimum requirements as outlined in Section 1; and
13
Resolution 2012-22
Exhibit A
ii. Either:
a. have represented clients in at least two similar cases under the
supervision of a more experienced attorney or completed at least three
hours of CLE training specific to "status offense" cases; or
b. have participated in at least one consultation per case with a more
experienced attorney who is qualified under this section.
K. Misdemeanor Cases. Each attorney representing a defendant involved in a matter
concerning a simple misdemeanor or gross misdemeanor or condition of
confinement, shall meet the requirements as outlined in Section 1.
L. Dependency Cases. Each attorney representing a client in a dependency matter
shall meet the following requirements:
The minimum requirements as outlined in Section 1; and
ii. Attorneys handling termination hearings shall have six months
dependency experience or have significant experience in handling complex
litigation.
iii. Attorneys in dependency matters should be familiar with expert
services and treatment resources for substance abuse.
iv. Attorneys representing children in dependency matters should have
knowledge, training, experience, and ability in communicating effectively with
children, or have participated in at least one consultation per case either with a
istate Office of Public Defense resource attorney or other attorney qualified
under this section.
M. Civil Commitment Cases. Each attorney representing a respondent shall meet the
following requirements:
The minimum requirements set forth in Section 1; and
ii. Each staff attorney shall be accompanied at his or her first 90 or 180 day
commitment hearing by a supervisor; and
iii. Shall not represent a respondent in a 90 or 180 day commitment hearing
unless he or she has either:
a. served one year as a prosecutor, or
b. served one year as a public defender, or one year in a private civil
commitment practice, and
C. been trial counsel in five civil commitment initial hearings; and
iv. Shall not represent a respondent in a jury trial unless he or she has
conducted a felony jury trial as lead counsel; or been co -counsel with a more
experienced attorney in a 90 or 180 day commitment hearing.
N. Sex Offender "Predator' Commitment Cases. Generally, there should be two
counsel on each sex offender commitment case. The lead counsel shall meet the
following requirements:
is
i. The minimum requirements set forth in Section 1; and
14
Resolution 2012-22
Exhibit A
• ii. Have at least:
a. Three years criminal trial experience; and
b. One year experience as a felony defense attorney or one year
experience as a criminal appeals attorney; and
C. Experience as lead counsel in at least one felony trial; and
d. Experience as counsel in cases involving each of the following:
1. Mental health issues; and
2. Sexual offenses; and
3. Expert witnesses; and
e. Familiarity with the Civil Rules; and
f. One year of appellate experience or demonstrated legal writing
ability.
Other counsel working on a sex offender commitment cases should meet the
Minimum Requirements in Section 1 and have either one year experience as a
public defender or significant experience in the preparation of criminal cases,
including legal research and writing and training in trial advocacy.
O. Contempt of Court Cases. Each attorney representing a respondent shall meet
the following requirements:
i. The minimum requirements set forth in Section 1; and
• J. Each attorney shall be accompanied at his or her first three contempt of
court hearings by a supervisor or more experienced attorney, or participate in
at least one consultation per case with a state Office of Public Defense
resource attorney or other attorney qualified in this area of practice.
P. Specialty Courts. Each attorney representing a client in a specialty court (e.g.,
mental health court, drug diversion court, homelessness court) shall meet the
following requirements:
i. The minimum requirements set forth in Section 1; and
ii. The requirements set forth above for representation in the type of practice
involved in the specialty court (e.g., felony, misdemeanor, juvenile); and
iii. Be familiar with mental health and substance abuse issues and treatment
alternatives.
3. Appellate Representation.
Each attorney who is counsel for a case on appeal to the Washington Supreme Court or
to the Washington Court of Appeals shall meet the following requirements:
A. The minimum requirements as outlined in Section 1; and
B. Either:
i. has filed a brief with the Washington Supreme Court or any Washington
Court of Appeals in at least one criminal case within the past two years; or
15
Resolution 2012-22
Exhibit A
17-1
ii. has equivalent appellate experience, including filing appellate briefs in
other jurisdictions, at least one year as an appellate court or federal courtclerk,
extensive trial level briefing or other comparable work.
C. Attorneys with primary responsibility for handling a death penalty appeal shall
have at least five years' criminal experience, preferably including at least one
homicide trial and at least six appeals from felony convictions, and meet the
requirements of SPRC 2.
RAU Misdemeanor Appeals to Superior Court: Each attorney who is counsel alone
for a case on appeal to the Superior Court from a Court of Limited Jurisdiction should
meet the minimum requirements as outlined in Section 1, and have had significant
training or experience in either criminal appeals, criminal motions practice, extensive trial
level briefing, clerking for an appellate judge, or assisting a more experienced attorney in
preparing and arguing an RALJ appeal.
4. Legal Interns.
A. Legal interns must meet the requirements set out in APR 9.
B. Legal interns shall receive training pursuant to APR 9 and in offices of more than
seven attorneys, an orientation and training program for new attorneys and legal
interns should be held.
Related Standards:
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, Standard
13.15.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Public Defense
Contracts, 1984, Standard III-7.
National Legal Aid and Defender Association, Standards for the Appointment and Performance of Counsel in
Death Penalty Cases, 1987, Standard 5.1.
STANDARD FIFTEEN: Disposition of Client Complaints
Standard:
Each agency or firm or individual contract attorney providing public defense services shall
have a method to respond promptly to client complaints. Complaints should first be directed
to the attorney, firm or agency which provided representation. If the client feels that he or
she has not received an adequate response, the contracting authority or public defense
administrator should designate a person or agency to evaluate the legitimacy of complaints
and to follow up meritorious ones. The complaining client should be informed as to the
disposition of his or her complaint within one week.
Related Standards:
American Bar Association, Standards for Criminal Justice, 4-5.1 and 4-5.2.
16
Resolution 2012-22
Exhibit A
STANDARD SIXTEEN: Cause for Termination of Defender Services and Removal of
Attorney
Standard:
Contracts for indigent defense services shall include the grounds for termination of the
contract by the parties. Termination of a provider's contract should only be for good
cause. Termination for good cause shall include the failure of the attorney to render
adequate representation to clients; the willful disregard of the rights and best interests of
the client; and the willful disregard of the standards herein addressed.
Removal by the court of counsel from representation normally should not occur over the
objection of the attorney and the client.
Related Standards:
American Bar Association, Standards for Criminal Justice, Standard 5-1.3, 5-5.3.
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Defense
Contracts, 1984, Guideline III-5.
National Study Commission on Defense Services, Guidelines for Legal Defense Systems in the United
States, 1976, Recommendations 2.12 and 2.14.
National Advisory Commission on Criminal Justice Standards and Goals, Task Force on Courts, 1973,
Standard 13.8.
STANDARD SEVENTEEN: Non -Discrimination
Standard:
Neither the Contracting Authority, in its selection of an attorney, firm or agency to
provide public defense representation, nor the attorneys selected, in their hiring
practices or in their representation of clients, shall discriminate on the grounds of race,
color, religion, national origin, age, marital status, gender, sexual orientation or
disability. Both the contracting authority and the contractor shall comply with all federal,
state, and local non-discrimination requirements.
Related Standards:
American Bar Association, Standards for Criminal Justice, Providing Defense Services, Standard 5-3.1.
National Legal Aid and Defender Association, Standards for Defender Services, 1976, Standard III-8.
STANDARD EIGHTEEN: Guidelines for Awarding Defense Contracts
Standard:
The county or city should award contracts for public defense services only after
determining that the attorney or firm chosen can meet accepted professional standards.
17
Resolution 2012-22
Exhibit A
0
Under no circumstances should a contract be awarded on the basis of cost alone.
Attorneys or firms bidding for contracts must demonstrate their ability to meet these
standards.
Contracts should only be awarded to a) attorneys who have at least one year's criminal
trial experience in the jurisdiction covered by the contract (i.e., City and District Courts,
Superior Court or Juvenile Court), or b) to a firm where at least one attorney has one
year's trial experience.
City attorneys, county prosecutors, and law enforcement officers should not select the
attorneys who will provide indigent defense services.
Related Standards:
National Legal Aid and Defender Association, Guidelines for Negotiating and Awarding Indigent Legal
Defense Contracts, 1984, Standard IV-3.
King County Bar Association Indigent Defense Services Task Force, Guidelines for Accreditation of
Defender Agencies, 1982, Statement of Purpose.
18
Resolution 2012-22
Exhibit B
0 THE SUPREME COURT OF WASHINGTON
ORDER
IN THE MATTER OF THE STANDARDS FOR )
INDIGENT DEFENSE AND CERTIFICATION OF ) NO.25700-A- 100 $
COMPLIANCE )
The Office of Public Dcfense having recommended amendments to the Standards for
Indigent Defense and Certification of Compliance, and the Court having considered the
amendments submitted thereto, and having determined that the proposed amendments will aid in
the prompt and orderly administration of justice;
Now, therefore, it is hereby
ORDERED:
(a) That the standards and certificate as attached hereto are adopted.
(b) That the Standards for Indigent Defense, including the new Preamble,
amendments to Standard 3.1, Standard 3.5, and Standard 5.2 will be published in the
Washington Reports and become effective on October 1, 2012. The new subsection (e) of the
Certification Form will be published in the Washington Reports and become effective on
September 1, 2013.
DATED at Olympia, Washington this
1 day of September, 201
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Resolution 2012-22
Exhibit B
Page 2
IN THE MATTER OF THE STANDARDS FOR INDIGENT DEFENSE AND CERTIFICATION
OF COMPLIANCE
r,
0
Resolution 2012-22
Exhibit B
STANDARDS FOR INDIGENT DEFENSE
0 [New]
Preamble
The Washington Supreme Court adopts the following Standards to address certain basic
elements of public defense practice related to the effective assistance of counsel. The
Certification of Appointed Counsel of Compliance with Standards Required by CrR 3.1/CrRLJ
3.1/JuCR 9.2 references specific "Applicable Standards." The Court adopts additional Standards
beyond those required for certification as guidance for public defense attorneys in addressing
issues identified in State v. A.NJ, 168 Wash.2d 91 (2010), including the suitability of contracts
that public defense attorneys may negotiate and sign. To the extent that certain Standards may
refer to or be interpreted as referring to local governments, the Court recognizes the authority of
its Rules is limited to attorneys and the courts. Local courts and clerks are encouraged to
develop protocols for procedures for receiving and retaining Certifications.
Standard 1. Compensation
[Reserved.]
Standard 2. Duties and Responsibilities of Counsel
[Reserved.]
Standard 3. Caseload Limits and Types of Cases
Standard 3.1. The contract or other employment agreement or government budge shall
specify the types of cases for which representation shall be provided and the maximum number
of cases which each attorney shall be expected to handle.
Standard 3.1 adopted effective October 1, 2012
Standard 3.2. The caseload of public defense attorneys shall allow each lawyer to give each
client the time and effort necessary to ensure effective representation. Neither defender
organizations, county offices, contract attorneys, nor assigned counsel should accept workloads
that, by reason of their excessive size, interfere with the rendering of quality representation. As
used in this Standard, "quality representation" is intended to describe the minimum level of
attention, care, and skill that Washington citizens would expect of their state's criminal justice
system.
Standard 3.2 adopted effective October 1, 2012
Standard 3.3. General Considerations. Caseload limits reflect the maximum caseloads for
fully supported full-time defense attorneys for cases of average complexity and effort in each
case type specified. Caseload limits assume a reasonably even distribution of cases throughout
the year.
Resolution 2012-22
Exhibit B
The increased complexity of practice in many areas will require lower caseload limits. The
• maximum caseload limit should be adjusted downward when the mix of case assignments is
weighted toward offenses or case types that demand more investigation, legal research and
writing, use of experts, use of social workers, or other expenditures of time and resources.
Attorney caseloads should be assessed by the workload required, and cases and types of cases
should be weighted accordingly.
If a defender or assigned counsel is carrying a mixed caseload including cases from more
than one category of cases, these standards should be applied proportionately to determine a full
caseload. In jurisdictions where assigned counsel or contract attorneys also maintain private law
practices, the caseload should be based on the percentage of time the lawyer devotes to public
defense.
The experience of a particular attorney is a factor in the composition of cases in the
attorney's caseload.
The following types of cases fall within the intended scope of the caseload limits for criminal
and juvenile offender cases in Standard 3.4 and must be taken into account when assessing an
attorney's numerical caseload: partial case representations, sentence violations, specialty or
therapeutic courts, transfers, extraditions, representation of material witnesses, petitions for
conditional release or final discharge, and other matters that do not involve a new criminal
charge.
Definition of case. A case is defined as the filing of a document with the court naming a
person as defendant or respondent, to which an attorney is appointed in order to provide
representation. In courts of limited jurisdiction multiple citations from the same incident can be
• counted as one case.
Standard 3.3 adopted effective October 1, 2012
Standard 3.4. Caseload Limits. Effective October 1, 2013.
Standard 3.5. Case Counting. Tie—leeal govemment entity responsibleemploying,
eentraeting with, or appainting publie defense attor-neys should adopt and publish wfi
polieies and pr-eeedur-es to implement a numerieal ease weighting system to eetint eases. if stteh
^^ - �^ ^i^'�*in? Attorneys may not engage in a case weighting system unless
pursuant to written policies and procedures that have been adopted and published by the local
government entity responsible for employing, contracting with, or appointing them. A ntimefieal
case weighting system must:
A. recognize the greater or lesser workload required for cases compared to an average case
based on a method that adequately assesses and documents the workload involved;
B. be consistent with these Standards, professional performance guidelines, and the Rules of
Professional Conduct;
C. not institutionalize systems or practices that fail to allow adequate attorney time for
quality representation;
D. be periodically reviewed and updated to reflect current workloads; and
E. be filed with the State of Washington Office of Public Defense.
• Cases should be assessed by the workload required. Cases and types of cases should be
weighted accordingly. Cases which are complex, serious, or contribute more significantly to
Resolution 2012-22
Exhibit B
attorney workload than average cases should be weighted upward. In addition, a case weighting
system should consider factors that might justify a case weight of less than one case.
Notwithstanding any case weighting system, resolutions of cases by pleas of guilty to
criminal charges on a first appearance or arraignment docket are presumed to be rare occurrences
requiring careful evaluation of the evidence and the law, as well as thorough communication
with clients, and must be counted as one case.
Standard 3.5 adopted effective October 1, 2012
Standard 3.6. Case Weighting. The following are some examples of situations where case
weighting might result in representations being weighted as more or less than one case. The
listing of specific examples is not intended to suggest or imply that representations in such
situations should or must be weighted at more or less than one case, only that they may be, if
established by an appropriately adopted case weighting system.
A. Case Weighting Upward. Serious offenses or complex cases that demand mare -than -
average investigation, legal research, writing, use of experts, use of social workers, and/or
expenditures of time and resources should be weighted upward and counted as more than one
case.
B. Case Weighting Downward. Listed below are some examples of situations where case
weighting might justify representations being weighted less than one case. However, care must
be taken because many such representations routinely involve significant work and effort. and
should be weighted at a full case or more.
i. Cases that result in partial representations of clients, including client failures to appear
and recommencement of proceedings, preluninary appointments in cases in which no charges are
• fled, appearances of retained counsel, withdrawals or transfers for any reason, or limited
appearances for a specific purpose (not including representations of multiple cases on routine
dockets).
ii. Cases in the criminal or offender case type that do not involve filing of new criminal
charges, including sentence violations, extraditions, representations of material witnesses, and
other matters or representations of clients that do not involve new criminal charges.
Noncomplex sentence violations should be weighted as at least 1/3 of a case.
iii. Cases in specialty or therapeutic courts if the attorney is not responsible for defending the
client against the underlying charges before or after the client's participation in the specialty or
therapeutic court. However, case weighting must recognize that numerous hearings and
extended monitoring of client cases in such courts significantly contribute to attorney workload
and in many instances such cases may warrant allocation of full case weight or more.
iv. Cases on a criminal or offender first appearance or arraignment docket where the attorney
is designated, appointed; or contracted to represent groups of clients on that docket without an
expectation of further or continuing representation and which are not resolved at that time
(except by dismissal). In such circumstances, consideration should be given to adjusting the
caseload limits appropriately, recognizing that case weighting .must reflect that attorney
workload includes the time needed for appropriate client contact and preparation as well as the
appearance time spent on such dockets.
v. Representation of a person in a court of limited jurisdiction on a charge which, as a
matter of regular practice in the court where the case is pending, can be and is resolved at an
isearly stage of the proceeding by a diversion, reduction to an infraction, stipulation on
Resolution 2012-22
Exhibit B
continuance, or other alternative noncriminal disposition that does not involve a finding of guilt.
Such cases should be weighted as at least 1/3 of a case.
Standard 3.6 adopted effective October 1, 2012
Related Standards
ABA STANDARDS FOR CRIMINAL JUSTICE: PROSECUTION FUNCTION AND DEFENSE FUNCTION
Defense Function std. 4-1.2 (3d ed. 1993)
ABA STANDARDS FOR CRIMINAL JUSTICE: PROVIDING DEFENSE SERVICES std. 5-4.3 (3d ed.
1992)
AM. BAR ASS'N, GUIDELINES FOR THE APPOINTMENT AND PERFORMANCE OF DEFENSE
COUNSEL IN DEATH PENALTY CASES (rev. ed. 2003)
ABA Comm. on Ethics & Prof 1 Responsibility, Formal Op. 06-441 (2006) (Ethical
Obligations of Lawyers Who Represent Indigent Criminal Defendants ,When Excessive
Caseloads Interfere With Competent and Diligent Representation)
Am. Council of Chief Defenders, Statement on Caseloads and Workloads (Aug. 24, 2007)
ABA House of Delegates, Eight Guidelines of Public Defense Related to Excessive
Caseloads (Aug. 2009)
TASK FORCE ON COURTS, NAT'L ADVISORY COMM'N ON CRIMINAL STANDARDS & GOALS,
COURTS std. 13.12 (1973)
MODEL CODE OF PROF'L RESPONSIBILITY DR 6-101.
ABA House of Delegates, The Ten Principles of a Public Defense Delivery System (Feb.
2002)
ABA House of Delegates, Standards of'Practice for Lawyers Who Represent Children in
Abuse and Neglect Cases (Feb. 1996)
Nat'l Legal Aid & Defender Ass'n, Am. Council of Chief Defenders, Ethical Opinion 03-01
(2003).
Nat'l Legal Aid & Defender Ass'n, Standards for Defender Services std. IV-1 (1976)
Nat'l Legal Aid & Defender Ass'n, Model Contract for Public Defense Services (2000)
Nat'l Ass'n of Counsel for Children, NA CC Recommendations for Representation of
Children in Abuse and Neglect Cases (2001)
Seattle Ordinance 121501 (June 14, 2004)
Indigent Defense Servs. Task Force, Seattle -King County Bar Ass'n, Guidelines for
Accreditation of Defender Agencies Guideline 1 (1982)
Wash. State Office of Pub. Defense, Parents Representation Program Standards of
Representation (2009)
BUREAU OF JUDICIAL ASSISTANCE, U.S. DEP'T OF JUSTICE, INDIGENT DEFENSE SERIES No. 4,
KEEPING DEFENDER WORKLOADS MANAGEABLE (2001) (NCJ 185 63 2)
inStandard 4. Responsibility of Expert Witnesses
Resolution 2012-22
Exhibit B
[Reserved.]
Standard 5. Administrative Costs
Standard 5.1. [Reserved.]
Standard 5.2.
A. Contracts for public defense services sh4l should provide for or include administrative
costs associated with providing legal representation. These costs should include but are not
limited to travel; telephones; law library, including electronic legal research; financial
accounting; case management systems; computers and software; office space and supplies;
training; meeting the reporting requirements imposed by these standards; and other costs
necessarily incurred in the day-to-day management of the contract.
B. Public defense attorneys shall have (1) access to an office that accommodates
confidential meetings with clients and (2) a postal address, and adequate telephone services to
ensure prompt response to client contact.
Standard 5.2 adopted effective October 1, 2012
Standard 6. Investigators
Standard 6.1. Public defense attorneys shall use investigation services as appropriate.
Standard 6.1 adopted effective October 1, 2012
[Reserved.]
Standards 7-12
Standard 13. Limitations on Private Practice
Private attorneys who provide public defense representation shall set limits on the amount of
privately retained work which can be accepted. These limits shall be based on the percentage of
a full-time caseload which the public defense cases represent.
Standard 13 adopted effective October 1, 2012.
Standard 14. Qualifications of Attorneys
Standard 14.1. In order to assure that indigent accused receive the effective assistance of
counsel to which they are constitutionally entitled, attorneys providing defense services shall
meet the following minimum professional qualifications:
-A. Satisfy the minimum requirements for practicing law in Washington as determined by the
Washington Supreme Court; and
B. Be familiar with the statutes, court rules, constitutional provisions, and case law relevant
to their practice area; and
C. Be familiar with the Washington Rules of Professional Conduct; and
Resolution 2012-22
Exhibit B
D. Be familiar with the Performance Guidelines for Criminal Defense Representation
approved by the Washington State Bar Association; and
E. Be familiar with the consequences of a conviction or adjudication, including possible
immigration consequences and the possibility of civil commitment proceedings based on a
criminal conviction; and
F. Be familiar with mental health issues and be able to identify the need to obtain expert
services; and
G. Complete seven hours of continuing legal education within each calendar year in courses
relating to their public defense practice.
Standard 14.1 adopted effective October 1, 2012
Standard 14.2, Attorneys' qualifications according to severity or type of cases:
A. Death Penalty Representation. Each attorney acting as lead counsel in a criminal case in
which the death penalty has been or may be decreed and which the decision to seek the death
penalty has not yet been made shall meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. At least five years' criminal trial experience; and
iii. Have prior experience as lead counsel in no fewer than nine jury trials of serious and
complex cases which were tried to completion; and
iv. Have served as lead or co -counsel in at least one aggravated homicide case; and
v. Have experie.-ce in preparation of mitigation packages in aggravated homicide or
persistent offender cases; and
vi. Have completed at least one death penalty defense seminar within the previous two years;
and
vii. Meet the requirements of SPRC 2.2
I Attorneys working toward qualification for a particular category of cases under this standard may associate with lead counsel
who is qualified under this standard for that category of cases.
SPRC 2
APPOINTMENT OF COUNSEL
At least two lawyers shall be appointed for the trial and also for the direct appeal. The trial court shall retain responsibility
for appointing counsel for trial. The Supreme Court shall appoint counsel for the direct appeal. Notwithstanding RAP 15.2(f) and
(h), the Supreme Court will determine all motions to withdraw as counsel on appeal.
A list of attorneys who meet the requirements of proficiency and experience, and who have demonstrated that they are
learned in the law of capital punishment by virtue of training or experience, and thus are qualified for appointment in death
penalty trials and for appeals will be recruited and maintained by a panel created by the Supreme Court. All counsel for trial and
appeal must have demonstrated the proficiency and commitment to quality representation which is appropriate to a capital case.
Both counsel at trial must have five years' experience in the practice of criminal law (and) be familiar with and experienced in the
utilization of expert witnesses and evidence, and not be presently serving as appointed counsel in another active trial level death
penalty case. One counsel must be, and both may be, qualified for appointment in capital trials on the list, unless circumstances
exist such that it is in the defendant's interest to appoint otherwise qualified counsel learned in the law of capital punishment by
virtue of training or experience. The trial court shall make findings of fact if good cause is found for not appointing list counsel.
46 At least one counsel on appeal must have three years' experience in the field of criminal appellate law and he learned in the
law of capital punishment by virtue of training or experience. In appointing counsel on appeal, the Supreme Court will consider
the list, but will have the final discretion in the appointment of counsel.
Resolution 2012-22
Exhibit B
The defense team in a death penalty case should include, at a minimum, the two attorneys
appointed pursuant to SPRC 2, a mitigation specialist, and an investigator. Psychiatrists,
psychologists, and other experts and support personnel should be added as needed.
B. Adult Felony Cases —Class A. Each attorney representing a defendant accused of a Class
A felony as defined in RCW 9A.20.020 shall meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. Either:
a. has served two years as a prosecutor; or
b, has served two years as a public defender; or two years in a private criminal practice; and
iii. Has been trial counsel alone or with other counsel and handled a significant portion of the
trial in three felony cases that have been submitted to a jury.
C. Adult Felony Cases —Class B Violent Offense.Each attorney representing a defendant
accused of a Class B violent offense as defined in RCW 9A.20.020 shall meet the following
requirements.
i. The minimum requirements set forth in Section 1; and
ii. Either;
a. has served one year as a prosecutor; or
b. has served one year as a public defender; or one year in a private criminal practice; and
iii. Has been trial counsel alone or with other counsel and handled a significant portion of the
trial in two Class C felony cases that have been submitted to a jury.
D. Adult Sex Offense Cases. Each attorney representing a client in an adult sex offense case
shall meet the following requirements:
i. The minimum requirements set forth in Section 1 and Section 2(C); and
ii. Has been counsel alone of record in an adult or juvenile sex offense case or shall be
supervised by or consult with an attorney who has experience representing juveniles or adults in
sex offense cases.
E. Adult Felony Cases —All Other Class B Felonies, Class C Felonies, Probation or Parole
Revocation. Each attorney representing a defendant accused of a Class B felony not defined in
Section 2(C) or (D) above or a Class C felony, as defined in RCW 9A.20.020, or involved in a
probation or parole revocation hearing shall meet the following requirements:
i. The minimum requirements set forth in Section 1, and
ii. Either:
a. has served one year as a prosecutor; or
b. has served one year as a public defender; or one year in a private criminal practice; and
iii. Has been trial counsel alone or with other trial counsel and handled a significant portion
of the trial in two criminal cases that have been submitted to a jury; and
iv. Each attorney shall be accompanied at his or her first felony trial by a supervisor if
available.
Resolution 2012-22
Exhibit B
F. Persistent Offender (Life Without Possibility of Release) Representation. Each attorney
acting as lead counsel in a "two strikes" or "three strikes" case in which a conviction will result
in a mandatory sentence of life in prison without parole shall meet the following requirements:
i. The minimum requirements set forth in Section 1;3 and
ii. Have at least:
a. four years' criminal trial experience; and
b. one year's experience as a felony defense attorney; and
c. experience as lead counsel in at least one Class A felony trial; and
d. experience as counsel in cases involving each of the following:
1. Mental health issues; and
2. Sexual offenses, if the current offense or a prior conviction that is one of the predicate
cases resulting in the possibility of life in prison without parole is a sex offense; and
3. Expert witnesses; and
4. One year of appellate experience or demonstrated legal writing ability.
G. Juvenile Cases —Class A, Each attorney. representing a juvenile accused of a Class A
felony shall meet the following requirements:
i. The minimum requirements set forth in Section 1, and
ii. Either:
• a. has served one year as a prosecutor; or
b. has served one year as a public defender; or one year in a private criminal practice; and
iii. Has been trial counsel alone of record in five Class B and C felony trials; and
iv. Each attorney shall be accompanied at his or her first juvenile trial by a supervisor, if
available.
H. Juvenile Cases —Classes B and C. Each attorney representing a juvenile accused of a
Class B or C felony shall meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. Either:
a. has served one year as a prosecutor; or
b. has served one year as a public defender; or one year in a private criminal practice, and
iii. Has been trial counsel alone in five misdemeanor cases brought to a final resolution; and
iv. Each attorney shall be accompanied at his or her first juvenile trial by a supervisor if
available.
3 RCW 10.101.000(1)(a)(iii) provides that counties receiving funding from the state Office of Public Defense under that statute
must require "attorneys who handle the most serious cases to meet specified qualifications as set forth in the Washington state bar
association endorsed standards for public defense services or participate in at least one case consultation per case with office of
public defense resource attorneys who are so qualified. The most serious cases include all cases of murder in the first or second
degree, persistent offender cases, and class A felonies."
Resolution 2012-22
Exhibit B
I. Juvenile Sex Offense Cases. Each attorney representing a client in a juvenile sex offense
case shall meet the following requirements:
i. The minimum requirements set forth in Section 1 and Section 2(H); and
ii. Has been counsel alone of record in an adult or juvenile sex offense case or shall be
supervised by or consult with an attorney who has experience representing juveniles or adults in
sex offense cases.
J. Juvenile Status Offenses Cases. Each attorney representing a client in a `Becca" matter
shall meet the following requirements:
i. The minimum requirements as outlined in Section 1; and
ii. Either:
a. have represented clients in at least two similar cases under the supervision of a more
experienced attorney or completed at least three hours of CLE training specific to "status
offense" cases; or
b. have participated in at least one consultation per case with a more experienced attorney
who is qualified under this section.
K. Misdemeanor Cases. Each attorney representing a defendant involved in a matter
concerning a simple misdemeanor or gross misdemeanor or condition of confinement, shall meet
the requirements as outlined in Section 1.
L. Dependency Cases. Each attorney representing a client in a dependency matter shall meet
the following requirements:
i. The minimum requirements as outlined in Section 1; and
ii. Attorneys handling termination hearings shall have six months' dependency experience
or have significant experience in handling complex litigation.
iii. Attorneys in dependency matters should be familiar with expert services and treatment
resources for substance abuse.
iv. Attorneys representing children in dependency matters should have knowledge, training,
experience, and ability in communicating effectively with children, or have participated in at
least one consultation per case either with a state Office of Public Defense resource attorney or
other attorney qualified under this section.
M. Civil Commitment Cases. Each attorney representing a respondent shall meet the following
requirements:
i. The minimum requirements set forth in Section 1; and
ii. Each staff attorney shall be accompanied at his or her first 90 or 180 day commitment
hearing by a supervisor; and
iii. Shall not represent a respondent in a 90 or 180 day commitment hearing unless he or she
has either:
a. served one year as a prosecutor; or
b. served one year as a public defender; or one year in a private civil commitment practice,
and
c. been trial counsel in five civil commitment initial hearings; and
Resolution 2012-22
Exhibit B
iv. Shall not represent a respondent in a jury trial unless he or she has conducted a felony
jury trial as lead counsel; or been co -counsel with a more experienced attorney in a 90 or 180 day
commitment hearing.
N. Sex Offender "Predator" Commitment Cases. Generally, there should be two counsel on
each sex offender commitment case. The lead counsel shall meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. Have at least:
a. Three years' criminal trial experience; and
b. One year's experience as a felony defense attorney or one year's experience as a criminal
appeals attorney; and
c. Experience as lead counsel in at least one felony trial; and
d. Experience as counsel in cases involving each of the following:
1. Mental health issues; and
2. Sexual offenses; and
3. Expert witnesses; and
e. Familiarity with the Civil Rules; and
f. One year of appellate experience or demonstrated legal writing ability.
Other counsel working on a sex offender commitment case should meet the minimum
requirements in Section 1 and have either one year's experience as a public defender or
significant experience in the preparation of criminal cases, including legal research and writing
and training in trial advocacy.
O. Contempt of Court Cases. Each attorney representing a respondent shall meet the
following requirements:
i. The minimum requirements set forth in Section 1; and
ii. Each attorney shall be accompanied at his or her first three contempt of court hearings by
a supervisor or more experienced attorney, or participate in at least one consultation per case
with a state Office of Public Defense resource attorney or other attorney qualified in this area of
practice.
P. Specialty Courts. Each attorney representing a client in a specialty court (e.g., mental
health court, drug diversion court, homelessness court) shall meet the following requirements:
i. The minimum requirements set forth in Section 1; and
ii. The requirements set forth above for representation in the type of practice involved in the
specialty court (e.g., felony, misdemeanor, juvenile); and
iii. Be familiar with mental health and substance abuse issues and treatment alternatives.
Standard 14.2 adopted effective October 1, 2012
Standard 14.3. Appellate Representation. Each attorney who is counsel for a case on appeal
to the Washington Supreme Court or to the Washington Court of Appeals shall meet the
following requirements:
A. The minimum requirements as outlined in Section 1; and
Resolution 2012-22
Exhibit B
B. Either:
• i, has filed a brief with the Washington Supreme Court or any Washington Court of
Appeals in at least one criminal case within the past two years; or
ii. has equivalent appellate experience, including filing appellate briefs in other
jurisdictions, at least one year as an appellate court or federal court clerk, extensive trial level
briefing, or other comparable work.
C. Attorneys with primary responsibility for handling a death penalty appeal shall have at
least five years' criminal experience, preferably including at least one homicide trial and at least
six appeals from felony convictions, and meet the requirements of SPRC 2.
RAU Misdemeanor Appeals to Superior Court: Each attorney who is counsel alone for a
case on appeal to the Superior Court from a court of limited jurisdiction should meet the
minimum requirements as outlined in Section 1, and have had significant training or experience
in either criminal appeals, criminal motions practice, extensive trial level briefing, clerking for an
appellate judge, or assisting a more experienced attorney in preparing and arguing a RAU
appeal.
Standard 14.3 adopted effective October 1, 2012
Standard 14, 4. Legal Interns,
A. Legal interns must meet the requirements set out in APR 9.
B. Legal interns shall receive training pursuant to APR 9, and in offices of more than seven
attorneys, an orientation and training program for new attorneys and legal interns should be held.
• Standard 14.4 adopted effective October 1, 2012
[Reserved.]
0
Standards 15-18
Resolution 2012-22
Exhibit B
CERTIFICATION OF COMPLIANCE
•
[New]
For criminal and juvenile offender cases, a signed Certification of Compliance with
Applicable Standards must be filed by an appointed attorney by separate written certification on
a quarterly basis in each court in which the attorney has been appointed as counsel.
The certification must be in substantially the following form:
SEPARATE CERTIFICATION FORM
Court of Washington
for
State of Washington
VS.
•
Plaintiff
Defendant
The undersigned attorney hereby certifies:
No.
CERTIFICATION OF APPOINTED COUNSEL OF
COMPLIANCE WITH STANDARDS REQUIRED
By CrR 3.1/CrRLJ 3.1/JuCR 9.2
1. Approximately % of my total practice time is devoted to indigent defense cases.
2. I am familiar with the applicable Standards adopted by the Supreme Court for attorneys
appointed to represent indigent persons and that:
a. Basic Qualifications: I meet the minimum basic professional qualifications in Standard
14.1.
b. Office: I have access to an office that accommodates confidential meetings with clients,
and I have a postal address and adequate telephone services to ensure prompt response to client
contact, in compliance with Standard 5.2.
c. Investigators: I have investigators available to me and will use investigation services as
appropriate, in compliance with Standard 6.1.
d. Caseload: I will comply with Standard 3.2 during representation of the defendant in my
cases. [Effective September 1, 2013: I should not accept a greater number of cases (or a
proportional mix of different case types) than specified in Standard 3.4, prorated if the amount of
time spent for indigent defense is less than full time, and taking into account the case counting and
weighting system applicable in my jurisdiction.]
e. Specific Qualifications: I meet the specific qualifications in Standard 14.2. Sections B-K
[Effective September 1, 2013.1
E
Resolution 2012-22
Exhibit B
• Defendant's Lawyer, WSBA No.
•
Date
L-.
L'
Wenatchee Valley Transportation Council
Confluence Technology Center
285 Technology Center Way, Wenatchee
September 13th, 2012 — 9:00 A.M. to 11:00 A.M.
MEETING MINUTES
ATTENDEES:
Frank Kuntz, City of Wenatchee
Richard DeRock, Link Transit
Mark Spurgeon, Port of Douglas County
Mike Mackey, Port of Chelan County
Bill Haven, NCRTPO Liaison
STAFF: Jeff Wilkens, Executive Director
Kathy Bruno, Clerk of the Board
Patrick Walker, Transportation Planner
GUESTS: Dale Snyder, Douglas County
Mark Botello, Cashmere
Doug Bramlette, Douglas County
1) CALL TO ORDER & INTRODUCTIONS
Ken Stanton, Douglas County
Dan Sarles, WSDOT
Steve Lacy, East Wenatchee
Keith Goehner, Chelan County
Russell Clark, City of Rock Island
Mark Keller, Century West Engineering
Gary Owen, Wenatchee
Don McGahuey, East Wenatchee
The meeting was called to order by Chair Keith Goehner at 9:00 a.m.
2) AGENDA REVIEW
Introductions were made around the room. The agenda was accepted as presented.
3) AGENDA APPROVAL & CONSENT AGENDA
The consent agenda (including August 91h, 2012 minutes, checks numbered 252596-252608 for
September in the amount of $8,576.02, payroll in the amount of $29,456.00 for August, and the
Monthly Financial Report for July 2012, was approved unanimously on a motion by Mike Mackey.
4) OPEN PUBLIC COMMENT
There were no public comments.
1
• 5) BUSINESS ITEMS
5(a) FY 2013 Indirect Cost Proposal Adoption
Jeff Wilkens explained that the modified indirect cost rate will be 41% for the 2012-2013 fiscal year.
The FY 2013 Indirect Cost Proposal was adopted as presented unanimously on a motion by Frank
Kuntz.
6) REPORTS & DISCUSSION ITEMS
6(a) Draft 2013-2016 Regional Transportation Improvement Program (Regional TIP)
Jeff Wilkens reviewed a draft list of regionally significant projects within the metropolitan area, and
stated that the list does not yet include any Link Transit or WSDOT projects, but will in time for final
adoption next month. It was suggested by Richard DeRock to include the planned projects to help
with grant applications, and to work toward incorporating some objective criteria so the MPO can
determine whether projects meet the regionally significant criteria before being endorsed in the
program. Jeff Wilkens will pull out some examples and put together draft criteria for the board to
begin discussing next month.
6(b) Bicycle Plan Update & Public Outreach Strategy
Patrick Walker explained that he has been giving presentations to the service clubs in the Wenatchee
and East Wenatchee areas this week. There was much discussion on the implementation of the plan,
including the establishment of priority routes, but not to have mandates for implementation. The
board indicated a desire that the bicycle system does not develop in a fragmented manner, and
stressed the importance of connectivity and usability for the public.
6(c) STP Federal Funding cont d
Jeff Wilkens passed around the STP tracking sheet with the new funding amounts. Jeff stated there is
an additional $734,225 and suggested keeping it in reserve and available for any high priority
improvements that may come out of the freight study. Jeff felt that WVTC should know of any
projects coming from the study within 6-9 months. Steve Lacy made a motion to not allocate any of
the additional funding at this time, and hold it for any projects that may come from the freight study,
providing the timeline is within the 6-9 months. Motion passed unanimously. If the study goes
beyond the timeline, then the funding will be reallocated to other projects if needed.
6(d) MPO Boundary Expansion
Jeff Wilkens explained that as a result of the 2010 Census there will be an automatic expansion of
the MPO boundaries. Since the boundary has to be changed, the Executive Committee met last week
to discuss a range of options consisting of a minimum expansion, the minimum expansion plus
•
• adding Cashmere, expanding to the Link Transit boundary, or expanding to the federally -designated
metropolitan statistical area, which is all of Chelan and Douglas counties. There was consensus within
the Executive Committee to expand to the metropolitan statistical area. Doing this would alleviate the
confusion on the selection of projects for the STP funding program. The governance issues will need
to be looked at closely, and discussions must include the small cities within the two counties. There
was consensus to proceed with evaluating the MSA boundary, and to look at necessary changes to
the governance model.
6(e) Director's Report
Jeff Wilkens passed around a flyer on the MAP 21 transportation programs, and reported that he will
be participating on the steering committee to determine new funding allocations within the state of
Washington.
6(f) Member Roundtable Updates
• Keith Goehner reported that the fires have impacted several of Chelan County's projects.
• Ken Stanton stated that the contractor for the Eastmont Extension project is on site, and is
hoping to have the project completed by early next summer.
Mike Mackey explained that the Department of Ecology wants to see further testing as the
chips are pulled from the Cashmere Mill Site, so it will be at least another year before the
• project is complete; the sidewalk project in Olds Station should begin soon; the
•
environmental assessment at Pangborn airport should be approved in November; Seaport Air
passengers are now going through TSA at the main terminal, and is landing at the Portland
terminal; Alaska Air may reinstate the mid -day flight.
Mark Spurgeon from the Douglas County Port reported that the consultant for the north end
study has been selected, and the RFP for the cross -dock study has gone out. Phase 2 of the
industrial site is going great, and part of the grant funding may be used for some of the
enhancements.
• Russell Clark stated that the ribbon cutting for the sewer treatment plant in Rock Island was
last Friday and the entire city should be hooked up by mid -October. The city is completely
permitted, and working with the developer on phase 4.
• Bill Haven with the City of Entiat stated that the Chelan County PUD has delayed the park for
another year.
3
• Steve Lacy with the City of East Wenatchee reported that work has begun to acquire right-of-
way on Eastmont. The city has also announced that they are determining whether or not to
implement a $20 car tab.
• Frank Kuntz reported that the City of Wenatchee should have 5th Street striped before the
College starts their classes, and the city is working on the Worthen Street and South
Wenatchee projects.
• Richard DeRock stated that Link Transit has received the fast chargers, and are waiting on
them to be installed and certified; there is a 4th trolley coming, and with the fast chargers
there should be all -day service with the trolleys in Wenatchee and East Wenatchee.
• Dan Sarles with WSDOT gave a presentation on several WSDOT projects and transportation
facts. The presentation is in the file.
7) NEW BUSINESS/ADJOURN
The meeting was adjourned at 11:23 a.m.
APPROVED ON October 11th, 2012
• ATTEST:
Keith Goehner, Chairman
Jeff Wilkens, Executive Director
Title VI and Americans with Disabilities Act (ADA) Notice to Public
It is the Wenatchee Valley Transportation Council's (VvVTC) policy to assure that no person shall, on the grounds of race,
color, national origin or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be
denied the benefits of, or be otherwise discriminated against under any federally funded programs and activities, All
. meeting sites are accessible to persons with disabilities, Accommodations for people with disabilities can be arranged
with advance notice. Any person, who believes his/her Title VI protection has been violated, may file a complaint with the
wVTC Title VI Coordinator at (509) 663-9059.
4
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CITY OF EAST WENATCHEE
MEMORANDUM
To: Councilmembers Wayne Barnhart, George Buckner, Frank Collings, Tim
Detering, Chuck Johnson, Sandra McCourt, and Harry Raab.
And to: Mayor Steven C. Lacy
From: City Attorney Devin Poulson
Date: October 2, 2012
Subject: Transportation Benefit District
History
The information below outlines what a Transportation Benefit District is, formation
• requirements, the sources of revenue available to a district, the types of projects a district is
statutorily allowed to build and maintain, the benefits for forming a district, and the criticisms of
forming s district.
Transportation benefit districts (Transportation Benefit Districts) are quasi -municipal
corporations with independent taxing authority, including the authority to impose property taxes
and impact fees for transportation purposes. RCW 35.21.225 governs formation by cities.
In 1987, the Legislature created Transportation Benefit Districts as an option for local
governments to fund transportation improvements.
In 2005, the Legislature amended the Transportation Benefit District statute to expand its uses
and revenue authority. In 2007, the Legislature amended the Transportation Benefit District
statute to authorize the imposition of vehicle fees and transportation impact fees without a public
vote.
In 2010, the Legislature amended the Transportation Benefit District statute again to clarify
project eligibility, the use of impact fees, and sales tax expenditures, and make Transportation
Benefit District governance more flexible.
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Formation
feA city takes legislative action through the ordinance process to create a TBD. The ordinance
creating the TBD may also specify and authorize what fees or revenues that the TBD may
pursue. The TBD, acting in its own official capacity, has the authority to identify proposed fees
or revenue options.
If the City wishes to form a TBD, the City Council will need to:
• Publish notice of a public hearing (at least once, ten days or more before the proposed
hearing in a newspaper of general circulation within the proposed TBD).
• The notice must enumerate the functions the TBD will perform.
• Hold a public hearing (the legislative authority of the jurisdiction must hear objections
from any person affected by the creation of the TBD).
• Adopt an ordinance creating a TBD.
The ordinance must include:
• A finding that the creation of a TBD must be in the public's interest
• The boundaries of the TBD
• The functions and powers of the TBD
• Description of the transportation improvements proposed by the district
In practical terms, the governing board of the TBD will be the City Council and serve as a
• separate government, much like a water district. The TBD Board shall conduct business
independent of a City Council meeting and have the authority to exercise the statutory powers set
forth in Chapter 36.73 RCW.
The treasurer of the Transportation Benefit District will be the City Finance Director.
To the extent City employees work on TBD projects, the City will have to be paid. There are also
additional administrative considerations. The TBD would need to have all of the same
administrative functions, including but not limited to: approved procedures, clerk functions
(meeting notices, agendas, minutes, records, etc.), finance functions (budget, accounting,
auditing, etc.), and legal services.
Revenue Sources
A TBD has the following finance options available to it:
• Sales and Use Tax (82.14.0455)
o Up to 0.2%, with voter approval
o Tax may not be in effect longer than 10 years unless reauthorized by voters
• Motor Vehicle License Renewal Fee (82.80.140)
o Up to $20 annual fee, without voter approval
o Up to $100 annual fee, with voter approval
o Vehicles of 60001bs or less
• Excess Property Tax Levies (36.73.060)
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o One year, voter approved
o Multi -year for GO bonds
• Tolls (36.73.040(2)(d))
o Tolls on facilities including state routes and local roads
o Tolls on state routes must be administered by WSDOT
o All tolls must be approved by Transportation Commission
• Other Revenue Sources
o Border Area Motor Fuel and Special Fuel Tax (RCW 82.47.020)(not applicable to
East Wenatchee)
o Late -comer fees (36.73.140)
o Development fees (36.73.040(2)(c) and 36.73.120)
o LID formation (36.73.080)
Revenue rates, once imposed, may not be increased, unless authorized by voter approval.
The TBD must issue an annual report to include the status of project costs, revenues,
expenditures, and construction schedules.
Financial Impact of $20 Car Tab Fee
The vehicle license fee is administered by the Department of Licensing (DOL). The fee cannot
be collected until 6 months after the fee is authorized by voters or the TBD governing board. The
fee is collected by DOL on vehicle renewals, remitted to the State Treasurer who will then remit
the proceeds to the TBD monthly.
• If the City created a TBD and the TBD adopts a $20 vehicle license fee by early January,
2013, the TBD could expect to receive approximately $75,000 in 2013 for six months of revenue
receipts (July -December). This is because there is a six-month delay from the date of
authorization to the date the Department of Licensing starts collecting the fee.
The TBD may expect to receive up to $150,000 for a full -year in 2014. The caveat is that this is
only an estimate and is subject to change based on actual numbers from the Department of
Licensing at the time fees are collected.
Allowable Uses of Revenue
According to RCW 36.73.015, "Transportation improvement" means a project contained in the
transportation plan of the state, a regional transportation planning organization, or city. A project
may include investment in new or existing highways of statewide significance, principal arterials
of regional significance, high capacity transportation, public transportation, and other
transportation projects and programs of regional or statewide significance including
transportation demand management. Projects may also include the operation, preservation, and
maintenance of these facilities or programs.
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My reading of this statute is that the revenue collected by a TBD cannot be used to directly fund
the repair or construction of a residential street because a residential street is not a project of
• regional significance. Other opinions define a "transportation improvement" more broadly.
According to Washington's Joint Transportation Committee, the revenue collected by a TBD
may be used to finance construction of and operate, improvements to roadways, and other
transportation management programs.
According to the Association of Washington Cities (AWC), which was intimately involved in the
TBD legislation, the definition of transportation improvements is broad. In developing criteria
for a transportation improvement, it can include one or more of the following: reduced risk of
transportation facility failure and improved safety; improved travel time; improved air quality;
increases in daily and peak period trip capacity; improved modal connectivity; improved freight
mobility; cost-effectiveness of the investment; optimal performance of the system through time;
and other criteria, as adopted by the governing body.
According to Municipal Research and Services Center (MRSC), the definition is fairly broad and
can be read to encompass residential streets. MRCS opines though it does although the statutory
language emphasizes projects of regional significance, it does include the following language, "a
project contained in the transportation plan of... a ... city."
Once again, according to AWC, there are three threshold tests for transportation improvements
in a TBD:
1) the type of transportation improvement contained within the boundaries of the TBD;
• 2) whether the improvements are identified in any existing state, regional, county, city
transportation plan; and
3) The improvements are necessitated by existing or reasonably foreseeable congestion
levels.
The definition of "congestion" does not have a set standard in law; each TBD has the discretion
to tailor and make its own determination of congestion levels when implementing its TBD
ordinance. Although there is no statutory definition of congestion, not every street, road, etc.
qualifies as a transportation improvement.
When can a TBD use the revenue it collects?
The governing body which creates a TBD must develop a plan that specifies the transportation
improvements to be provided or funded by the TBD. As part of this plan, the TBD's governing
board can indicate if the funds will be used immediately, or if they will be collected for a
specified period, prior to spending the accumulated funds.
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Benefits of Establishing a Transportation Benefit District
Proponents claim that establishing a TBD:
• Creates a funding mechanism where there is a clear nexus between a user group (drivers
and vehicles) and use of the roadway network.
• Revenues from a $20 vehicle license fee significantly reduce the annual General Fund
subsidy of street maintenance and operation expenditures.
• Funds from a City-wide TBD will be dedicated to maintain, preserve and/or construct
City transportation infrastructure. NOTE: Revenue generated from a $20 fee is not
projected to be sufficient to fund any capital projects) listed on the City's 6 year capital
improvement program including any street overlay projects.
• Assists in maintaining current level of service for transportation infrastructure
maintenance and preservation.
• The establishment of an annual $20 vehicle license fee is a flat rate and will not increase,
unless approved by voters.
• The TBD must issue an annual report to include the status of project costs, revenues,
expenditures, and schedules, thus providing accountability.
• Vehicle license fee program is administered by the Washington State Department of
Licensing. The State Treasurer will remit proceeds to the TBD on a monthly basis.
Adverse Consequences of Establishing a Transportation Benefit District
Opponents claim that establishing a TBD:
• Creates one more layer of unneeded government.
• • Circumvents voter participation.
• Creates a lack of visibility (Citizens may have a hard time determining which
government is responsible for providing certain services to a community).
• Revenue is used to fund increased administrative costs rather than transportation projects.
• Undermines the idea of regional coordination of road projects.
• Creates a regressive tax (A Kia owner pays the same as a BMW owner; a low -mileage
driver pay the same as a high -mileage driver).
• Creates an additional burden on citizens living on a fixed income.
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0
• MISAWA CITY HALL
1-1-38, Sakura-cho, Misawa City, Aomori Prefecture 033-8666, Japan
•
October 3, 2012
Honorable Mayor Steve C. Lacy
City of East Wenatchee
271 Ninth Street N.E. East Wenatchee, WA 98802
Dear Mayor Steve Lacy:
I hope you are enjoying the cool breezes in the beginning of autumn.
This past August, We hosted 21 delegation members from Wenatchee Valley. Did they
have a good time in Misawa? Hopefully they had a wonderful time with their host
families.
I'm pleased to be able to send our delegation to the "Wing & Wheels Festival" this year.
Our delegation consists of 4 people. Mr. Yaichi Yamamoto, a council member of the
city of Misawa will lead three other delegates: Mr. Susumu Nakanowatari, the director
of Economic Affairs Department, Misawa City Office; Ms. Masako Yamamoto, a clerk
at the Oirase Agricultural Cooperative Association; and Ms. Mayumi Miyako, a
secretary at the Misawa City Office.
I'm writing you this letter to tell you how much I appreciated the warm welcome we
received from the citizens of Wenatchee Valley when I visited your city with our Sister
City Delegates last October. It was a wonderful opportunity to see the huge apple
orchard where they were busy harvesting apples.
Unfortunately, this year I won't be able to visit Wenatchee Valley, but I will definitely
visit Wenatchee Valley again next year. I look forward to seeing you and your
wonderful city in May.
Please take care of our wonderful delegation during their stay in your wonderful city.
I sincerely hope for the further deepening of our everlasting bond of friendship between
Wenatchee Valley and Misawa City.
Best wishes for you and the citizens of East Wenatchee. I hope you all enjoy®
continued health and happiness.®��
Sincerely,
-4t i �T-
Kazumasa Taneichi
Mayor of Misawa City
.As'
low A�b 0�
Psi �C�P,�GN�.E
34 - Mrs. George Critchell
Yes
35 - Brian Crossley
Yes
36 - Jason Crossley
Yes
Some side streets pretty bad.
37 - Cindy Curtis
Yes
38 - Bob & Vera Curtis
Yes
39 -Diane Barger
No
Everybody is hurting in this economy.
40 - Mrs. Richard Dahl
No
41 -Bradi Dahmen
Yes
42 - J.E. D'Amico
Yes
43 - Edward Darcy
Yes
-- Not permanently please.
44 - Patty DeWitt
Yes
45 - Harry Denadel
No --
cannot afford it now, owes too much to other
people.
46 - Larry Derting
No
47 - Mrs. James Dooley
No --
multiple vehicles too expensive
48 -William Dodge
Yes
49 - M.A. Doherty
No --
not in this economy
50 - Gary Denabauer
No
51 - Mike Doneen
Yes
52 -Carla Duncan
Yes
-- for 3 to 5 years
53 - Jane Hensel
Yes
54 -Dale Lambert
Yes
55 -Steve & Paula Huylar
No --
2 kids in college -- later please
56 - Brent & Sonja Ellington
No -
Cut spending & taxes until economy improves
57 -Bob Eller
Yes -
we need good streets
58 -Tom & Donna Ellis
Yes
59 -Gerald & Darr Simmons
Yes
60 -Michael Erho
Yes
61 -Sean Silva
No
62 -Joan Evans
No
63 -Betty Fager
Yes
64 -Jan Fancher
Yes
65 - Evelyn Fisher
No
66 -Mrs. Mike Francis
Yes
67 -Robert Fries
Yes --
Very conservative but he knows many streets
off of Kentucky need fixing
68 -Floyd &Violet Wybark
Yes
69 -Leila Gambill
Yes
70 - Delores Gant
Yes
71 - Richard Garlini
Yes
72 - Mrs. G.W. Garrett
No
73 - Donald & Donna Gills
Yes --
need to maintain streets
74 - Oscar Godina
No
75 -Dan & Judy Greening
No --
cannot afford more
76 -Karen Gregory
Yes
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78
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79
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80
-Mike Hoff ner
81
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82
-James Hankins
83
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84
- Loreine Heck
85
-Joseph Huebel
86 - Margaret Huer
87 -Joan
Hunter
88 -Juanita
Insell
89 -
Alan Jeffries
90 -
Rhoda Jeffers
91 -
Patty Jenkins
92 -Amy
Johnson
93 -Charles
Kahler
94 -
Anna Margret Kelly
95 -Dave
King
96 -
James Kinney
97 -Richard
Boone
98 -Ron
Kirby
99 -Conrad
Kuehl
100
- Molly Lain
101
-Gary Larson
102
- D J Lindblom
103
- Shirley Lindell
104
-Kevin Logsdon
105
-Phil Lopeman
106
-Richard Lucas
107
-Robert Mack
108
- E.J. Maguire
109
-John & Pat Malone
110
- Jim Rayburn & F Maloney
111 -
Paul Marker
112 -Marjorie
Martin
113 -
Joan McCarl
114 -
Bryendo MsKerlie
115 -Sheri
Monday
116 -Bill
& Sharon Nance
117 -Mrs.
Jerome Nelson
118 -
Edward Norris
119 -Cheryl
Olson
120 -Gary
Osburn
Yes
Yes
Yes
Yes
No
No
Yes
Yes
No
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
-- would like a time limit
-- if it isn't permanent
-- cash strapped
-- knows it needs to be done but can not afford it
now
-- Baker needs repair
-- We should live with -in our budget.
-- We did a bad job sealing the road cracks on
N.E. 12th near Grover.
-- disabled - wait for better economy
-- with time limit -- if still needed vote on it again
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