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Home My WebLink About10/13/2015 - City Council - City Council Meeting Agenda PacketY • ROLL CALL PLEDGE OF ALLEGIANCE PROCLAMATION Make A Difference Day PUBLIC COMMENTS 40 CITY OF EAST WENATCHEE REGULAR COUNCIL MEETING AGENDA OCTOBER 13, 2015 6:30 P.M. Dave Waller - Complaint against Public Works Department MAYOR'S REPORT Santa Claus Decoration Request for Tree Planting BUDGET ISSUES Nick Gerde, Finance Director - Preliminary Budget Report Budget Amendment Memo DEPARTMENT REPORT(S) Dan White, Events Coordinator - Wings & Wheels update Dana Barnard, City Clerk - Business License Report CONSENT CALENDAR l . Consideration of Minutes - Regular Session, September 22, 2015 2. Consideration of Payables and Payroll PUBLIC HEARING - �-1-5-1-0-01 -A publie-hearing-to, consider the-C-ity's-proposed assmptioirof the--Transportatioir - Benefit District's rights, powers, functions, and obligations. ORDINANCES) 4. 15-10-02 An Ordinance of the City of East Wenatchee assuming the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. (Devin Poulson, City Attorney) 5. 15-10-03 An Ordinance of the City of East Wenatchee increasing its business license fee by amending Section 5.04.080 of the East Wenatchee Municipal Code. (Devin Poulson, City Attorney) Continuedon next page ..................... In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at 509-884-9515 Notification of 3 working days prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. Page 1 of 2 ACTION ITEM(S) 6. 15-10-04 Authorization for staff to open up a PayPal Account. (Devin Poulson, City Attorney) • 7.15-10-05 Authorization for the Mayor to sign a lease agreement with Xerox for a Printer/Copier. (Lori Barnett, Community Development Director) 8.15-10-06 A recommendation to accept the Bid for the City Hall Painting Project. (Greg Pezoldt, Public Works Director) 9. 15-10-07 Authorization to reject the Bid for the Transportation Benefit District Overlay Project. (Greg Pezoldt, Public Works Director) COUNCIL REPORTS ADJOURNMENT 7J • In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at 509-884-9515 Notification of 3 working days prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. Page 2 of 2 CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 22, 2015 • REGULAR SESSION OF THE CITY COUNCIL CONVENED MAYOR STEVEN C. LACY, PRESIDING SEPTEMBER 22, 2015 6:30 P.M. ROLL CALL Mayor Steven C. Lacy Councilmember Frank Collings Councilmember Harry Raab Councilmember Tim Detering Councilmember Wayne Barnhart Councilmember George Buckner Councilmember Sandra McCourt Councilmember Chuck Johnson - Excused EMPLOYEES IN ATTENDANCE Community Development Director Lori Barnett City Attorney Devin Poulson City Clerk Dana Barnard Finance Director Nick Gerde Public Works Director/City Engineer Greg Pezoldt Executive Secretary/Accounting Assistant Teresa Allen Police Chief Randy Harrison • PRESENTATION(S) Alan Walker, Executive Director, United Way of Chelan & Douglas Counties, gave an update on behalf of Lisa Parks and Shiloh Schauer on the Branding Line "Our Valley... What's Next?", a regional vision and action plan with strategies that will shape our future, tap into the strengths of our community, and help our region become more vibrant and prosperous, in conjunction with the "America's Best Communities" Contest. He reviewed six different topic areas and ten guiding principles that they are focusing on for the project moving forward. He said they are doing extensive outreach to non- participating populations, launching an aggressive survey campaign, and asking people to complete the survey based on values, change, vision, and action. Mr. Walker noted that it is easy to share ideas, get involved, and connect with them through their newly launched website, Facebook page, email, or calling the United Way of Chelan and Douglas Counties. He said the survey is accessible on their website, and suggested we put the survey on the City website as well. Mayor Lacy said, on behalf of himself and Council, we applaud the efforts of everyone that has been working on this, and regardless of the outcome this can only be a good thing for the Valley to pull together and work for a common vision. He thanked Mr. Walker for his time. PUBLIC COMMENT(S) Debbie Person, Eastside Pawns, 839 Valley Mall Parkway, East Wenatchee, said she received a letter from the City regarding the trash receptacle being moved from the parking lot to Hamilton Street by October 31, 2015 as part of the Valley Mall Parkway LID Parking Lot Project. She said the relocation of the trash receptacle will be a hardship for her, as her business does not have a back door or stairs to access the trash receptacle. She said she spoke with Waste Management who does not have a solution, and is asking Council to reconsider the trash receptacle being placed on Hamilton Street. CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 22, 2015 Mayor Lacy said he is unaware of what long term options exist, and he needs to take a look at the area and have Staff try to come up with a solution. He said he is not in favor of redesigning the Project, and cannot make any promises, but we may be able to do something different. BUDGET ISSUES Finance Director Nick Gerde said the sole purpose of the Budget Committee Meeting on September 17, 2015 was to review the Preliminary Budget for 2016 with most of the discussion being about the Police and Street Departments, as those departments atone for a majority of the budget. He said they also discussed issues related to 2015. He noted the Minutes from the meeting have not been completed. Mr. Gerde distributed copies of the City's Audit summary that he received from the State Auditor's Office stating they have found nothing worthy of disclosing in their report. He noted that we will be contacted by the end of October for a full Audit Report, and to schedule an exit meeting that Council is invited to attend. DEPARTMENT REPORT(S) Finance Director Nick Gerde reviewed the Financial Report for the month of August 2015. He noted the next Budget Committee meeting will be held October 22, 2015 with the primary purpose being the preliminary budget. He said the Revised Code of Washington (RCW) requires him to provide the Mayor two items by October 1, 2015; an estimate about where we will be in 2015, revenue and expenditures that will eventually incur, and what our cash carry forward estimate might be based upon that estimate in January 1, 2016; and the preliminary budget. He noted he will provide summaries of those two items in • the October 13, 2015 Council meeting packet. MAYOR'S REPORT Mayor Lacy said the Chelan Douglas Transportation Council voted to approve and authorize the Highline Drive Project, and the prioritization of spending which was discussed at the last meeting, so officially the $753,000 will now be funded. He said after everything has been done we will have the opportunity to look at how that impacts our bottom line for 2015-2016 when we get the preliminary budget, and the year-end figures by October 1, 2015 from Finance Director Nick Gerde. We can then decide whether or not to spend $120,000 out of our current 2015 budget for two used dump trucks for the Street Department. He asked Mr. Gerde to move forward and plan the Amendment to the 2015 budget accordingly, which will be presented to Council for approval. He said it is, by consensus, unanimously recommended by the Budget Committee. Councilmember Detering mentioned that the Lease Agreement for the 9`h Street property specifically ruled out retail sales, and asked if the Mayor has discussed that with the current tenant. Mayor Lacy and the City Attorney met with Mr. Cantu regarding the matter. Mayor Lacy said he is confident that if Mr. Cantu abides by the Lease Agreement revisions we will be able to live with the outcome. 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 Raab, second by Councilmember Buckner, to approve the Consent Calendar as presented. The motion carried, 6-0. 2 P. CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 22, 2015 • 1. Consideration of Minutes — Regular Session, September 8, 2015 2. Consideration of Payables and Payroll i. 2015 Payables — As of this date, September 22, 2015, Council does approve check numbers 44268 and 44276 through 44309 in the total amount of $64,668.52. Payables checks 44087 and 44269 through 44275 were voided. ACTION ITEMS) 15-09-02 Valley Mall Parkway LID Parking Lot Consultant Agreement — Construction Engineering. Presented by: Greg Pezoldt, Public Works Director/City Engineer Council Action: A motion was made by Councilmember Detering, second by Councilmember Collings, authorizing the Mayor to execute a contract with Pace engineers not to exceed $57,880 for the Construction Engineering and Inspection for the Valley Mall Parkway LID Parking Lot Project. The motion carried, 6-0. RESOLUTION(S) 15-09-08 A Resolution of the City of East Wenatchee, Washington declaring its intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation • Benefit District. Presented by: Devin Poulson, City Attorney Council Action: A motion was made by Councilmember Barnhart, second by Councilmember Buckner, to adopt Resolution No. 2015-15 declaring its intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. The motion carried, 6-0. Resolution No. 2015-15 A Resolution of the City of East Wenatchee, Washington declaring its intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. COUNCIL REPORT(S) Councilmember Detering noted that he attended the Wenatchee Convention Center's grand re -opening ribbon -cutting ceremony titled "Winter is Coming" on September 15, 2015, where a special mention was made that this is a Community/Valley Facility. Mayor Lacy noted that he attended the Applarians Chancellor's Ball on September 18, 2015 at the newly remodeled Wenatchee Convention Center. • Councilmember McCourt noted that she, David Kelts, and others involved with the Sister City Board were invited to attend an event for Japan at the Consulate General's residence on Queen Anne Hill in Seattle. She said about 100 people from other Japan Sister Cities attended the event, which included a lot CITY OF EAST WENATCHEE COUNCIL MINUTES SEPTEMBER 22, 2015 • of traditional Japanese food. Mayor Lacy noted that the Delegation toured the City Hall in Japan. He said they visited Mayor Taneichi's office, and in his office were four photos; the Emperor of Japan, Mayor Taneichi with the Governor of the State, Mayor Taneichi's wife, and Mayor Taneichi and the East Wenatchee Mayor. Also, in the Conference room, the most notable, prominently displayed, decoration was a Mayor's gift presented to him when he visited here two years ago, which was an ornate wooden apple with leaves that opens up. Mayor Lacy said that Mayor Taneichi has a prominent place in his whole decor of things that involves his relationship with East Wenatchee, and it is worth mentioning. EXECUTIVE SESSION At 7:28 p.m. Mayor Lacy called a two minute Executive Session regarding current litigation. Council reconvened at 7:30 p.m. ADJOURNMENT 7:30 p.m. Dana Barnard City Clerk • 4 - r • • • CITY OF EAST WENATCHEE CHECK REGISTER OCTOBER 13, 2015 PAYABLES CHECK NUMBERS: 44328 thru 44339; 44343 thru 44344; 44367 thru 44450 VOIDED CHECKS: 44342 DEPARTMENT/FUND AMOUNT General Fund 001 $96,808.08 Street Fund 101 $7,654.92 Community Dev Grants Funds 102 $0.00 Library Fund 112 $0.00 Hotel/Motel Tax Fund 113 $0.00 Drug Fund 114 $0.00 Criminal Justice Fund 116 $0.00 Events Board Fund 117 $17,336.50 Bond Redemption Fund 202 $0.00 Street Improvements Fund 301 $138, 542.02 Storm Water Improvements Fund 308 $753.00 Capital Improvements Fund 314 $405,998.40 Equipment R&R Fund 501 $5,159.95 Transportation Benefit District 630 $0.00 Grand Total All Funds $672,252.87 0_ I Fund Transaction Summary �J I Transaction Type: Invoice Fiscal: 2015 - October 2015 - October 1 st Council Meeting 001 Current Expense $96,808.08 101 Street Department $7,654.92 117 East Wenatchee Events Brd Fund $17,336.50 301 Street Improvement Fund $138,542.02 308 Storm Water Capital Improvements Fund $753.00 314 Capital Improvement Fund $405,998.40 501 Equipment Rental & Replacement $5,159.95 Count: 7 $672,252.87 Printed by EASTWENATCHEE\ASchulz on 10/7/2015 11:24:24 AM Page 1 of 1 East Wenatchee - Fund Transaction Summary M M M M 0 0 0 0 LO to N to t.0 tD tD tD N N N to to tD tD Vf to t!3 ti4 04 V} fH to N N N N CD tD tD to Nr 00 00 00 00 N N N N 6C3 69 641 4a 00 O 00 00 M M M Cl) Lr) tf) to to t'') Cl) M M es fR fif 644 C C C C CG) C Cti)� L cc� L CC� G U C) U V C C C (0 C 7 7 3 J O U U U 2 U off$ 0) (6 0 U O 01 O O L O Q V O m V O U O 0 O O U 0 to �.LD O m Lf) LO L O o o N U) o a o U C N N 0) N N 0) o ° o 0 0 O o O vho O o O Eo LO o tts LO o L m C) CD N 0 CD N O CD N CL (D Oi 0 N CD d� C U (n L N C d N LO M to �o—or- LO M00 V — .UCON LO 7 — t O 0) Q M N N M V CDCD y00 N tm COS O N— O p t J 0 Cl)O C,N O U O N aLr) prj O t`1 W) U O N N O N O N V tD N_ V 00 01 O N p O M > 0) C U M > 0) C co ,m O m to _ +� _U O ate+ M H C H M H 0 1� tD 00 tD 01 CD O f� M M MIT v M P C 00 01 O N M �_rL ate+ R M C @ v F a) H ` L t1 M O M O Q GCi cam Q(� ` a� i a 0,0 �a 0- F-a 0 a �-a 0 U' e CD O O O M M M co ez - e- 00 00 00 00 1r- t` n Cl) Cl) Cl) m V) ER to EA (O t0 t0 t0 V3 V) 63 fA rn C r m CC� G U C 3 O U y L 0) a�+ U (>0 O N d M 0 U 0 O do to v N r OL a Q N I a Y C M O C � M t6 M N CO O M O p M � � N N U O N O p) N N y N U O O d C U_ O r > � FO C W tV C� L C N 0 U O � U y N L V 0 � cu Q N O of N d 0 U 0 CD O a LO E co 3 'IT N d tl) N r � �o O 00 C O O. 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U) a; O N U a) 0 rui J O a) r .a O J a) a) o a) >, N O a U) U O L Q W _ o CD W Q' c a) U + • 0)1 X 1) a`a) uy°),` � d a) N U) 0 0) : aa)i— X O n. a— o C O M O L -O C d lQ 7 �-, +>+. d H O C a) m N a) to N ` O a) a-0 U c Ln a) c13 E >, ~ d �_ (n r o c �.. c L a) o Q O (6 t6 co c a) a) U' C "� O O tea E W O N C7 N_ .c m w y Q J J J J� W> E co D L C 0) Cm w < -0 m CO 7! LT D N d L 1 CD N C O c O a) N Z W w 2 t- a z w V) W a� C tl Q CV a 0 n E w a� L V ro c (D rO w L( ) O _ O cu N L O cu rn a) Ln U O U E O (p E LL _ � _E c y O v Q Y x w U p z 171 CITY OF EAST WENATCHEE OFFICE OF THE MAYOR 2719TH STREET NE * EAsr WENATC SEE, WA 98802 PHONE (509) 884-9515 * FAX (509) 884-6233 Proclamation WHEREAS, 2015 makes the 25th annual Make A Difference Day; and WHEREAS, each year, thousands of people throughout the Greater Wenatchee Valley join in this effort to make the place we live better for everyone; and WHEREAS, bridges have been lit, parks have been renovated, food banks have been filled, social service programs have been boosted, hiking trails have been restored, graffiti has been removed, home repairs have been done for the elderly and disabled, ball parks have been improved, and neighborhoods have been cleaned and celebrated together; and WHEREAS, in our community, nonprofit organizations, schools, corporations, houses of worship, families, neighborhoods and friends serve together to make a difference; and . WHEREAS, we invite everyone to find a project to work on, or post a project in need of volunteers at www.wenatcheemkdd.com; and • WHEREAS, we invite people to spend time Saturday, October 24, 2015, volunteering in a project that makes a difference in our community or the lives of the people in it; and WHEREAS, the City of East Wenatchee supports a vibrant community to enrich the lives of our citizens; NOW, THEREFORE, I, Mayor Steven C. Lacy, as Mayor of the City of East Wenatchee, do hereby proclaim October 24, 2015, as "MAKE A DIFFERENCE DAY" in the City of East Wenatchee, Washington, and urge all citizens to participate in volunteer projects as we work together to meet the needs of our neighbors. IN WHITNESS WHEREOF, I have set my hand and caused the Great Seal of the City of East Wenatchee, Washington, to be affixed this 13th Day of October, 2015. Mayor Steven C. Lacy City of East Wenatchee SILHOUETTE PLANE & SANTA • GROUND MOUNT DECORATION COMMEMORATE, CELEBRATE a DECORATE YOUR EVENTS CITY OF EAST W E N A T C H E E 1r u E IV- 0 is (p Q) .-o - ' 0) C a) _0 0) a) . L U) Q M -0" ,_ C — L L U) O >, C C C Q] •L ° � Q) �. Q._ L L a) W O aF a) O Q i C ° � ai L E'm CO L _i W > Q L° E a) ° O C N U) -m U U O ° ° c O o Q- ° a) — ° - m cB C L a � ° a) E Q cu a) n ° c ° a) cB 0 O c"u -0 cu -a Q) Q U) L O "� m nM N O Q cn m Q) E L o)O: S M �- Q) L L L C •� W 0 L a) _ C Q a) u) m� L.. 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GERDE, FINANCE DIRECTOR 271 9TH STREET NE e EAST WENATcHEE, WA 98802 PHONE (509) 886-4507 • FAX (509) 886-6109 October 13, 2015 To: Mayor and City Council Subject: 2016 Preliminary Budget Message On September 29th, the Council and Mayor were provided a complete copy of the 2016 Preliminary Budget. Two summary pages provide an upper level overview of the following: 1. Estimated financial results for 2015 and the estimated fund carryover balances for 2016, and 2. Preliminary Budgeted information for 2016. A summary of 2015 estimated financial results include the following: 1. Cash balances are expected to increase modestly during 2015 by $115,800 to approximately $4,423,600. 2. Estimated actual revenue of $10.13 million is less than the original budget of $11.30 million due to the re -scheduling of certain street improvement projects. Operational revenue is expected to be modestly higher than originally forecast. 3. Total expenditures for 2015 are expected to be $10.0 million, less than our spending budget of $12.0 million for the same reason noted above in revenue. Operational spending is expected to be modestly less that originally budgeted. • 4. The breakdown of estimated revenue and expenses between capital and operational sources reflects a contribution of nearly $476,000 to • capital projects. Fortunately, the City's operational margin is expected to be approximately $592,000, sufficient to cover that contribution to capital project funding. The 2016 Preliminary Budget progress reflects the following: 1. Cash balances are expected to decrease approximately $476,000 during 2016 to approximately $3,988,600, 2. Total estimated revenue is expected to exceed $12.67 million, of which $3.46 million is attributed to receipts in support of street improvement projects. This includes several major street improvement and storm water projects. Operational revenue is estimated at $8.9 million, modestly above our estimated actual revenue for 2015. 3. Total budgeted expenditures for 2016 are expected to be approximately $13.1 million, including $4.68 million in support of street improvement, storm water improvement and other capital is projects. Operational spending has been budgeted at 8.42 million, modestly higher than our estimated actual spending for 2015. 4. The breakdown of 2016 estimated revenue and expenses between capital and operational reflects a contribution of nearly $919,000 to capital projects funding. The City's estimated operational margin of $483,600 will cover more than half of that contribution, supplemented by accumulated savings. 2016 labor and benefit costs for the City is expected to total approximately $4.95 million, nearly 59% of the City's budgeted operational expenditures. Collective bargaining unit agreements require a 2.5% wage increase for Teamster Union employees in law enforcement and 2.0% wage increase for Local 846-W employees in public works and other City departments. Non -union employee increases have been estimated at 2.5%. In comparison, the "CPI for Urban Wage Earners and Clerical Workers (CPI-W)" within the West Urban Region from August 2014 to August 2015 was 0.8%. This index has been the City's prescribed CPI index for measuring the cost of living. • The Budget Committee will consider the 2016 Preliminary Budget at its meeting later this month on October 22rd. As is usual in the City's annual budget process, areas of revenue and expense will continue to be refined based upon new information, deliberations over the allocation of City monetary resources, and planning for change. Nick Gerde Finance Director Attachments: 1. End of Year Estimate — 2015 2. Preliminary Budget - 2016 0 0 • End of Year Estimate = 2015 - City of East Wenatchee Revenue, Expenses and Changes in Fund Balances Beg Balance Add: Resources Less: End Balance Fund 1/1/2015 Revenue Available Expenditures 12/3112015 General Fund 001 2,856,810 6,326,558 9,183,368 6,102,788 3,080,580 Street & Storm Water Fund 101 113,631 1,057,000 1,170,631 1,113,975 56,656 Comm Dev Grants Fund 102 59,281 7,000 66,281 5,850 60,431 Library Fund 112 1,370 10,000 11,370 8,520 2,850 Hotel/Motel Tax Fund 113 77,870 42,300 120,170 20,652 99,518 Drug Fund 114 5,868 1,754 7,622 4,417 3,205 Criminal Justice Fund 116 41,699 16,400 58,099 40,000 18,099 Events Board Fund 117 35,186 135,619 170,805 147,980 22,825 Bond Redemption Fund 202 7,015 197,291 204,306 194,563 9,743 Street Improvements Fund 301 367,249 1,180,707 1,547,956 1,223,000 324,956 Storm Water ImpvFund 308 Capital Improvements Fund 314 EPM&R Fund 501 Trans Benefit Distr Fund 620 Total for All City Operations Capital Improvements & Projects: French Avenue Valley Mall Parkway Residential Streets Baker Avenue 3rd St Retrofit Grant Road Pipe Rehab Lid Parking Lot Project French Ave - Storm Water SWU Small Improvements Gateway Property Purchase Total Capital Operational Costs & Revenue Totals Above 0 - 306,407 306,407 217,605 88,802 574,460 300,000 874,460 407,200 467,260 7,331 336,000 343,331 323,000 20,331 160,019 215,700 375,719 207,378 168,341 4,307,790 10,132,736 14,440,526 10,016,928 4,423,598 Revenue Costs 608,000 608,000 355,155 411,000 184,000 184,000 8,500 10,000 13,474 101,105 79,355 - 43,578 40,000 60,000 60,000 10,000 16,500 407,200 1,362,062 1,837,805 8,770,674 8,179,123 Prelimman Btids>ret IS�at20151: 201�'- CitV'.'d�L�st.Wenatchee Revenue, Expenses and Changes in Fund Balances Beg Balance Add: R Fund 1/1/2016 Revenue General Fund 001 3,080,580 6,001,200 Street & Storm Water Fund 101 56,656 1,235,900 Comm Dev Grants Fund 102 60,431 8,074 Library Fund 112 2,850 8,500 Hotel/Motel Tax Fund 113 99,518 12,000 Drug Fund 114 3,205 200 Criminal Justice Fund 116 18,099 16,600 Events Board Fund 117 22,825 170,450 Bond Redemption Fund 202 9,743 32,175 Street Improvements Fund 301 324,956 3,184,508 Storm Water Impv Fund 308 88,802 967,598 Capital Improvements Fund 314 467,260 450,000 Equipment PM& R Fund 501 20,331 360,000 Trans Benefit Distr Fund 620 168,341 220,500 Total for All City Operations 4,423,598 12,667,705 Revenue Capital Improvements & Projects - 2016 Valley Mall Parkway 578,685 Residential Street - TBD 213,365 Traffic Signal - 9th & VMP 346,000 Baker Avenue 305,758 Highline Drive 735,250 5th Street Sidewalks & SWA 47,000 11th and 19th Overlay 569,250 Small Improvement Projects 200,600 VMP LID Project 571,998 16th St. Design 125,000 5th St NE Sidewalks & SWA 70,000 Public Works Storage Building Gateway Project (placeholder) 3,762,906 Operational Costs & Revenue 8,904,799 Totals Above 12,667,705 4 esources Less: End Balance Available Expenditures 12/31/2016 9,081,780 6,098,322 2,983,458 1,292,556 1,184,500 108,056 68,505 8,074 60,431 11,350 8,720 2,630 111,518 12,500 99,018 3,405 - 3,405 34,699 - 34,699 193,275 154,480 38,795 41,918 31,198 10,720 3,509,464 3,392,621 116,843 1,056,400 1,013,900 42,500 917,260 625,000 292,260 380,331 360,000 20,331 388,841 213,365 175,476 17,091,303 13,102,680 3,988,623 Costs 669,000 213,365 400,000 557,756 850,000 70,000 632,500 200,600 618,300 125,000 70,000 175,000 100,000 4,681,521 8,421,159 13,102,680 • C W�- W-==, i NICK A. GERDE, FINANCE DIRECTOR 271 9- STREET NE • EAST WENATCHEE, WA 98802 PHONE (509) 886-4507 • FAx (509) 886-6109 October 13, 2015 To: Mayor and Councilmembers Subject: Schedule of Proposed 2015 Budget Amendments Please see the attached schedule of proposed budget amendments that could be included in an ordinance amendment for 2015. As is usually the case in most budget years, some of these proposed amendments are substantive and are necessary to insure that we do not exceed the original 4p fund appropriations. Others are necessary based upon expected future spending. After review and consideration, an amended 2015 Budget Ordinance will be prepared for your approval at the next Council Meeting. Nick Gerde Finance Director Attachment: 2015 Budget Amendment Worksheet 0 14 0 V c �o o N u Ln O -p u y + �O N C C O 'C O — u N aJ O ++ a)Ca UJOv, c C 0 a CL 3 C O a w 0 ra u C c O a7 '1 7 O U a1 +' O O C 3 a ~ C O U O C O O O M O *' 8 Ci n Ln N 3 U C O 'O '� L O > O c �.+ C 0 C 0 o a+ Ln u m a m O U "a a-• is O o O u N L N N 3 Ou 0. 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LL w C al W O w Ln rl 0 N C_ n, a _E tw V m d Z C U L to � C O Z C ai a C �• • O u a1 M O N a N N U v x ua) ++ w fD Y L N E O � ``- b C)CDC O O M v� E c — ns � L M O N aJ T N Ua cu O -0 n Z H fO O a u U 3 c L N E O C 'O 7 C LL � N w N Vf a) m E -CU o a a � E 3 o L u U U L C ` m c > u C N z E -C v 3 C 00 •~ 'Y °� •*, ns fa Ul w 00 a1 a! I. = _L � Y LD co O vii 3 2 0 • • Business License Activity January 1- September 3, 2015 # of Businesses # Licenses Amount 1st Quarter New/Renewal Issued Received January 10 11 281.55 February 6 5 132.50 March 33 15 1375.00 Total 1789.05 # of Businesses # Licenses Amount 2nd Quarter New/Renewal Issued Received April 13 30 285.00 May 107 10 4895.00 June 822 716 43205.00 Total 48385.00 # of Businesses # Licenses Amount 3rd Quarter New/Renewal Issued Received July 117 58 5063.00 August 63 54 3117.00 September 45 59 2739.00 Total 10919.00 # of Businesses # Licenses Amount 4th Quarter New/Renewal Issued Received October November December YTD Total 61093.05 Number of New Businesses 128 Number of Closed Businesses 110 Number of Renewal Businesses 1052 Number of Delinquent Businesses 116 1406 Basic License Fees New Inactive / Closed Renewals Deliquent Totals Possible Revenue Total Number of PERSONS ANNUAL FEE Due by June 30 0-2 30.00 87 80 596 87 850 25500.00 3-5 35.00 24 22 229 20 295 10325.00 6-12 75.00 12 5 140 8 165 12375.00 13-25 135.00 4 2 55 1 62 8370.00 26-50 235.00 0 1 16 0 17 3995.00 51- and over 350.00 1 0 16 0 17 5950.00 This total includes Inactive and Deliquent Businesses - YTD It does not include possible penalties on delinquent businesses 66515.00 • • COUNCIL AGENDA BILL* PRESENTER: POSITION: 15-10-01 Devin Poulson City Attorney CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL AGENDA ITEM * AGENDA DATE: DEPARTMENT: 3 October 13, 2015 Legal TITLE: A public hearing to consider the City's proposed assumption of the Transportation Benefit District's rights, powers, functions, and obligations, BACKGROUND/ HISTORY: At the September 22, 2015 City Council Meeting Council approved adopted Resolution No. 2015-15 declaring its intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. EXHIBITS: NOTICE OF PUBLIC HEARING The City of East Wenatchee will hold a public hearing regarding the City's intent to assume the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. This hearing will be held on Tuesday, October 13, 2015 at East Wenatchee City Hall, 271 9th Street NE, East Wenatchee, WA, with Council's regular scheduled meeting at 6:30 p.m. Published in the Wenatchee World: September 29, 2015 and October 6, 2015 RECOMMENDED ACTION: Hold Public Hearing FINANCIAL DATA: Expenditure Required Amount Budgeted Appropriation Required $ N/A $ N/A $ N/A ACTION TAKEN: oe.0 Motion Made By: Councilmember Collings Councilmember Johnson Councilmember McCourt Councilmember Barnhart Passed: Failed: F4 eFered -�'. Yl Ol05e-d -740 Second By: Councilmember Raab Councilmember Buckner Councilmember Detering Mayor Lacy (in case of tie) Page 1 of 1 A PUBLIC HEARING 1 2 4 E 7 E c 1C 11 12 12 14 15 1E 17 4 2C 21 to consider the City's proposed assumption of the Transportation Benefit District's rights, powers, functions, and obligations. SIGN IN ONLY IF YOU WISH TO MAKE COMMENTS DURING THE PUBLIC HEARING AS DESCRIBED ABOVE October 13, 2015 PRINT NAME SIGNATURE ADDRESS 1,2 0 A COUNCIL AGENDA BILL # PRESENTER: POSITION: 15-10-02 Devin Poulson City Attorney CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL AGENDA ITEM # AGENDA DATE: DEPARTMENT: 4 October 13, 2015 Legal Title: A Ordinance of the City of East Wenatchee, Washington assuming the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. History: The legislature enacted a Bill that allows a city to assume the rights and powers of a transportation benefit district with coterminous boundaries. By assuming the duties of the District, the City will save administrative costs. Exhibits: Recommended Conduct a Public Hearing and conduct first reading of Action: the Ordinance. FINANCIAL DATA: Expenditure Required Amount Budgeted Appropriation Required $0 $0 $0 ACTION TAKEN: Motion Made By: 164 112�;, Councilmember Collings Councilmember Johnson Councilmember McCourt Councilmember Barnhart Passed:` Failed: Second By: J(� h n sni=) Councilmember Raab Councilmember Buckner Councilmember Detering Mayor Lacy (in case of tie) Page 1 of 1 C U City of East Wenatchee, Washington • Ordinance No. 2015-18 An Ordinance of the City of East Wenatchee assuming the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. Una Ordenanza de la Ciudad de East Wenatchee asumiendo los derechos, facultades, funciones y obligaciones del Transporte Beneficio Distrito East Wenatchee. 1. Alternate format. 1.1. Para leer este documento en otro formato (espanol, Braille, leer en voz alta, etc.), pongase en contacto con el vendedor de la ciudad al alternatformat@east-wenatchee.com, al (509) 884-9515 o al 711 (TTY). N 1.2. To read this document in an alternate format (Spanish, Braille, read aloud, etc.), please contact the City Clerk at alternateformat@east-wenatchee.com, at (509) 884-9515, or at • 711 (TTY). 2. Recitals. 2.1. The City of East Wenatchee ("City") is a non -charter code City duly incorporated and operating under the laws of the State of Washington. 2.2. The boundaries of the City and the District are coterminous. 2.3. On September 22, 2015, the City Council passed Resolution 2015-15. This Resolution expressed the City Council's intent to assume the rights, powers, functions, and obligations of the District. 2.4. On September 29, 2015 and again on October 6, 2015, the City Clerk published a notice of public hearing in Wenatchee World. 2.5. The Notice of Hearing informed interested persons, "On October 13, 2015 at 6:30 p.m. at City Hall, 271 9th St. N.E., East Wenatchee, WA, the City Council will conduct a public hearing City of East Wenatchee • Ordinance 2015-18 Page 1 of 4 • immediately prior to considering the proposed assumption of the • District's rights, powers, functions, and obligations. All persons interested may appear and be heard." 2.6. On October 13, 2015, the City Council held a public hearing. 2.7. At the public hearing, the City Council allowed all interested person to protest or object to the City assuming the rights, powers, functions, and obligations of the District. 2.8. The City Council of East Wenatchee ("City Council") finds that it is in the best interests of the City and its citizens for the City to assume the rights, powers, functions, and obligations of the District. An assumption will allow the City to reduce administrative time and costs. It will also reduce costs by eliminating the need for the District to be audited as a separate legal entity. 3. Authority. 3.1. RCW 35A.11.020 and RCW 35A.12.190 authorize the City Council to adopt ordinances of all kinds to regulate its municipal • affairs and appropriate to the good government of the City. 3.2. Section 301 of SECOND ENGROSSED SUBSTITUTE • SENATE BILL 5987 authorizes a city to assume the rights, powers, functions, and obligations of a transportation benefit district with conterminous boundaries. THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO ORDAIN AS FOLLOWS: 4. Assumption. The City assumes the rights, powers, functions, and obligations of the District. This assumption becomes effective on December 31, 2015. 5. Abolishment. Effective December 31, 2015, the City Council abolishes the East Wenatchee Transportation Benefit District Board of the Directors. All rights, powers, functions, and obligations of the Board are now vested with the City Council. 6. Continuation. All existing contracts and obligations of the District remain in full force and effect and will be performed by the City. City of East Wenatchee • Ordinance 2015-18 Page 2 of 4 • 7. Severability. If a court of competent jurisdiction declares any provision • in this Ordinance to be contrary to law, such declaration shall not affect the validity of the other provisions of this Ordinance. 8. Publication. The City Council directs the City Clerk to publish a summary of this Ordinance. The summary shall consist of the title of this Ordinance. The City Council directs the City Clerk to publish a copy of this Ordinance on the City's website. 9. Effective Date. This Ordinance becomes effective five days after the date its summary is published. Passed by the City Council of East Wenatchee, at a regular meeting thereof on this day of , 2015. The City of East Wenatchee, Washington By • Steven C. Lacy, Mayor • Authenticated: Dana Barnard, City Clerk Approved as to form only: Devin Poulson, City Attorney Filed with the City Clerk: Passed by the City Council: Published: Effective Date: City of East Wenatchee Ordinance 2015-18 Page 3 of 4 Summary of • City of East Wenatchee, Washington Ordinance No. 2015-18 On the day of , 2015, the City Council of the City of East Wenatchee, Washington approved Ordinance No. 2015-18, the main point of which may be summarized by its title as follows: An Ordinance of the City of East Wenatchee assuming the rights, powers, functions, and obligations of the East Wenatchee Transportation Benefit District. The full text of this Ordinance is available at www.east-wenatchee.com. Dated this day of 2015. • Dana Barnard, City Clerk • • City of East Wenatchee Ordinance 2015-18 Page 4 of 4 40 • COUNCIL AGENDA BILL # PRESENTER: POSITION: 15-10-03 Devin Poulson City Attorney CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL AGENDA ITEM # AGENDA DATE: DEPARTMENT: 5 October 13, 2015 Legal Title: An Ordinance of the City of East Wenatchee increasing its business license fee by amending Section 5.04.080 of the East Wenatchee Municipal Code. History: Earlier this year, the City Council increased the amount it charged for business license fees. Due to a scrivener's error, the fees for businesses with 3-5 employees were not increased as intended. This Ordinance corrects this error for 2016 and for subsequent years. Exhibits: None. Recommended Elevate to Second Reading. Motion to approve the Action: Ordinance as drafted. FINANCIAL DATA: Expenditure Required Amount Budgeted Appropriation Required $0 $0 $0 ACTION TAKEN: NycyO�c��- Motion Made By: C2't�ti� Councilmember Collings Councilmember Johnson Councilmember McCourt Councilmember Barnhart Passed: (olc,) Failed: Second By: , L1,4p , CouncilmembeRaab Councilmember Buckner Councilmember Detering Mayor Lacy (in case of tie) Page 1 of 1 • City of East Wenatchee, Washington Ordinance No. 2015-17 An Ordinance of the City of East Wenatchee increasing its business license fee by amending Section 5.04.080 of the East Wenatchee Municipal Code. Una Ordenanza de la Ciudad de East Wenatchee aumentando su cuota de licencia de actividad por 1# que se modifica la Section 5.04.080 del Codigo Municipal de East Wenatchee. 1. Alternate format. 1.1. Para leer este documento en otro formato (espanol, Braille, leer en voz alta, etc.), pongase en contacto con el vendedor de la ciudad al alternatformat@east-wenatchee.com, al (509) 884-9515 o al 711 (TTY). 1.2. To read this document in an alternate format (Spanish, • Braille, read aloud, etc.), please contact the City Clerk at alternateformat@east-wenatchee.com, at (509) 884-9515, or at 711 (TTY). 2. Recitals. 2.1. The City of East Wenatchee ("City") is a non -charter code City duly incorporated and operating under the laws of the State of Washington. 3. Authority. RCW 35A.11.020 and RCW 35A.12.190 authorize the City Council to adopt ordinances of all kinds to regulate its municipal affairs and appropriate to the good government of the City. THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO ORDAIN AS FOLLOWS: 4. Amendment. The City Council amends Section 5.05.080 of the East Wenatchee Municipal Code to read: 6.04.080 Basic license fee. A. Unless it is otherwise provided by provision in a section providing for the licensing of a special, named, • enumerated or specific business or activity, the annual basic license fee is measured by the number of City of East Wenatchee Ordinance 2015-17 Page 1 of 5 • employees of each business at the time it applies for a license. This license fee is a basic fee for doing and conducting business within the city limits. Any other section of this chapter or any ordinance of the city requiring a license or tax for conducting a specific and named activity is in addition to this basic license fee. There is no set-off or credit given for this basic license fee unless such ordinance or section of ordinance so allows. The basic license fee rates are as follows: Number of Employees 2015 2016 2017 0-2 $30 $40 $50 3-5 $35 $5546 $7069 6 — 12 $75 $90 $110 13 — 25 $135 $145 $155 26 — 50 $235 $245 $260 51 and over $350 $375 $400 is B. Beginning January 1, 2018, on January 1st of each year, the city will increase the basic license fee by 100 percent of the U.S. Consumer Price Index of Urban Wage Earners and Clerical Workers (CPI-W) September to O September statistics for the West Urban Region for the preceding 12 months, rounded up to the nearest whole dollar. C. An applicant must pay the fee for a business license in full at the time the application is submitted, and annually thereafter on or before its anniversary date. (Ord. 15-04 § 5 (Exh. A), 2015; Ord. 99-12 § 1, 1999; Ord. 305 § 7, 1980. Formerly 5.04.070) 5. Severability. If a court of competent jurisdiction declares any provision in this Ordinance to be contrary to law, such declaration shall not affect the validity of the other provisions of this Ordinance. 6. Publication. The City Council directs the City Clerk to publish a summary of this Ordinance. The summary shall consist of the title of this Ordinance. The City Council directs the City Clerk to publish a copy of this Ordinance on the City's website. 7. Effective Date. This Ordinance becomes effective five days after the date its summary is published. City of East Wenatchee Ordinance 2015-17 Page 1 of 5 • Passed by the City Council of East Wenatchee, at a regular meeting thereof on this day of , 2015. The City of East Wenatchee, Washington B Steven C. Lacy, Mayor Authenticated: Dana Barnard, City Clerk Approved as to form only: • Devin Poulson, City Attorney El Filed with the City Clerk: Passed by the City Council: Published: Effective Date: City of East Wenatchee Ordinance 2015-17 Page 1 of 5 Summary of City of East Wenatchee, Washington Ordinance No. 2015-17 On the day of , 2015, the City Council of the City of East Wenatchee, Washington approved Ordinance No. 2015-17, the main point of which may be summarized by its title as follows: An Ordinance of the City of East Wenatchee increasing its business license fee by amending Section 5.04.080 of the East Wenatchee Municipal Code. The full text of this Ordinance is available at www.east-wenatchee.com. Dated this day of , 2015. • Dana Barnard, City Clerk • City of East Wenatchee Ordinance 2015-17 Page 1 of 5 C7 COUNCIL AGENDA BILL # PRESENTER: POSITION: CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL 15-10-04 AGENDA ITEM # 6 Devin Poulson City Attorney AGENDA DATE: October 13, 2015 DEPARTMENT: Legal Title: Authorization for staff to open up a PayPal Account. History: The City's website now has the capability of accepting credit card payments. To use this capability, the City needs to contract with PayPal or Authorize.net. The fee for using PayPal is 2.9% +$0.30 per transaction. Likewise, the fee for using Authorize.net is 2.9%+$0.30 per transaction. Authorize.net, however, charges a $49 set up fee and a $25 monthly fee. Initially, the City will use PayPal to accept donations. For example, the City may want to run a campaign to help pay for the construction of the Gateway Project. As staff gets more familiar with the system, the next step would be to use PayPal to for events registration. Only after PayPal demonstrates that it is a viable option would the City consider using it to accept payments for more routine transactions like paying city fees or fines. Exhibits* Recommended Approve a motion authorizing staff to set up a PayPal Action: account. FINANCIAL DATA: Expenditure Required $0 Amount Budgeted Appropriation Required $0 $0 ACTION TAKEN: Motion Made By: 4kn Councilmember Collings Councilmember Johnson Councilmember McCourt • Councilmember Barnhart Passed: Failed: Second By: Councilmember Raab Councilmember Buckner Councilmember Detering Mayor Lacy (in case of tie) Page l of 1 • 0 COUNCIL AGENDA BILL # PRESENTER: Lori Barnett TITLE Director 15-10-05 CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL AGENDA ITEM # AGENDA DATE: DEPARTMENT: TITLE: Lease agreement with Xerox for city hall main copier 7 October 13, 2015 Community Development BACKGROUND/HISTORY: The five-year lease for the main administrative office copier terminates at the end of October. City staff reviewed several options for replacement copiers. The recommendation is to lease a model XC70 copier from Xerox. The proposal is a five- year lease and will be executed under the provisions of the Washington State Department of Enterprise Services contract with Xerox. • Our current lease costs an average of $10,861 annually. • The proposed lease will be approximately $10,411 annually. EXHIBITS: Xerox proposal RECOMMENDED ACTION: Authorize the Mayor to sign a 5-year lease agreement with Xerox FINANCIAL DATA: Expenditure Required Amount Budgeted Appropriation Required $N/A $ 12,000 $ N/A ACTION TAKEN: Motion Made By: 1�aLVN ee- Second By:, Councilmember Collings Councilmember Raab Councilmember Johnson Councilmember Buckner Councilmember McCourt Councilmember Detering Councilmember Barnhart Passed: Failed: Mayor Lacy (in case of tie) Lease Agreement •Customer: EAST WENATCHEE, CITY OF BillTo: CITY OF EAST Install: CITY OF EAST WENATCHEE WENATCHEE 271 9TH ST NE 271 9TH ST NE EAST WENATCHEE, WA 98802-4438 EAST WENATCHEE, WA 98802-4438 State or Local Government Negotiated Contract: 072712700 xerox W'j 1. XC70 (XC C70 PRINTER) C60/70 Interface Mod Lease Term: 60 months Ricoh Aficio Mp 6500 10/5/2015 C60/70 Std Finisher Purchase Option: FMV Return to Vendor (CRP) Post Script Int Svr 2. C700FCSRV (INTEGRATED COLOR SRV) Customer Ed Lease Term: 60 months None 10/5/2015 Analyst Services Purchase Option: FMV Monthly Pricing Item Lease Minimum Payment Print Charges Mew[ R;[r Maintenance Plan Features 1. XC70 $301.74 1: Color All Prints $0.0496 Consumable Supplies Included for all prints 2: Black All Prints $0.0087 Pricing Fixed for Term 2. C70OFCSRV $94.52 NIA N/A NIA Full Service Maintenance Included Pricing Fixed for Term Total $396.26 Minimum Payments (Excluding Applicable Taxes) Authorized Signature Customer acknowledges receipt of the terms of this agreement which consists of 2 pages including this face page. Signer: Mayor Steven C.Lacy Phone: (509)884.9515 Signature: U-i b "/ 2 U 4 0 1 U 0 1 0 0 2 0 Date: Thank You for your business! This Agreement is proudly presented by Xerox and Iftn1rft, Sarah J. Frazier I S AL (509)ourXer87 �GUq_ Cft For information on your Xerox Account, go to www.xerox.com/Accoun[Management Lease Agreement Terms and Conditions is INTRODUCTION: 1. NEGOTIATED CONTRACT. The Products are subject solely to the terms in the Negotiated Contract identified on the face of this Agreement, and, for any option you have selected that is not addressed in the Negotiated Contract, the then -current standard Xerox terms for such option. GOVERNMENT TERMS: 2. REPRESENTATIONS & WARRANTIES. This provision is applicable to governmental entities only. You represent and warrant, as of the date of this Agreement, that: (1) you are a State or a fully constituted political subdivision or agency of the State in which you are located and are authorized to enter into, and carry out, your obligations under this Agreement and any other documents required to be delivered in connection with this Agreement (collectively, the "Documents"); (2) the Documents have been duly authorized, executed and delivered by you in accordance with all applicable laws, rules, ordinances and regulations (including all applicable laws governing open meetings, public bidding and appropriations required in connection with this Agreement and the acquisition of the Products) and are valid, legal, binding agreements, enforceable in accordance with their terms; (3) the person(s) signing the Documents have the authority to do so, are acting with the full authorization of your governing body and hold the offices indicated below their signatures, each of which are genuine; (4) the Products are essential to the immediate performance of a governmental or proprietary function by you within the scope of your authority and will be used during the Term only by you and only to perform such function; and (5) your payment obligations under this Agreement constitute a current expense and not a debt under applicable state law and no provision of this Agreement constitutes a pledge of your tax or general revenues, and any provision that is so construed by a court of competent jurisdiction is void from the inception of this Agreement. 3. FUNDING. This provision is applicable to governmental entities only. You represent and warrant that all payments due and to become due during your current fiscal year are within the fiscal budget of such year and are included within an unrestricted and unencumbered appropriation currently available for the purchase/maintenance of the Products, and it is your intent to use the Products for the entire term and to make all •' payments required under this Agreement. If (1) through no action initiated by you, your legislative body does not appropriate funds for the continuation of this Agreement for any fiscal year after the first fiscal year and has no funds to do so from other sources, and (2) you have made a reasonable but unsuccessful effort to find a creditworthy assignee acceptable to Xerox in its sole discretion within your general organization who can continue this Agreement, this Agreement may be terminated. To effect this termination, you must, at least 30 days prior to the beginning of the fiscal year for which your legislative body does not appropriate funds, notify Xerox in writing that your legislative body failed to appropriate funds and that you have made the required effort to find an assignee. Your notice must be accompanied by payment of all sums then xerox I owed through the current year under this Agreement and must certify that the canceled Equipment is not being replaced by equipment performing similar functions during the ensuing fiscal year. You will return the Equipment, at your expense, to a location designated by Xerox and, when returned, the Equipment will be in good condition and free of all liens and encumbrances. You will then be released from any further payment obligations beyond those payments due for the current fiscal year (with Xerox retaining all sums paid to date). SOLUTIONISERVICES: 4. COMPETITIVE REPLACEMENT PRODUCTS. You are acquiring the Products to replace the product(s) identified as "CRP" ("CRP Equipment"). You agree to return the CRP Equipment to your lessor no later than 60 days following installation of the Products that are replacing the CRP Equipment. Upon request, you will provide Xerox with documentation of such return. PRICING PLAN/OFFERING SELECTED: 5. FIXED PRICING. If "Pricing Fixed for Term" is identified in Maintenance Plan Features, the maintenance component of the Minimum Payment and Print Charges will not increase during the initial Term of this Agreement. GENERAL TERMS & CONDITIONS: 6. REMOTE SERVICES. Certain models of Equipment are supported and serviced using data that is automatically collected by Xerox or transmitted to or from Xerox by the Equipment connected to Customer's network ("Remote Data") via electronic transmission to a secure off -site location ("Remote Data Access"). Remote Data Access also enables Xerox to transmit to Customer Releases for Software and to remotely diagnose and modify Equipment to repair and correct malfunctions. Examples of Remote Data include product registration, meter read, supply level, Equipment configuration and settings, software version, and problem/fault code data. Remote Data may be used by Xerox for billing, report generation, supplies replenishment, support services, recommending additional products and services, and product improvemenddevelopment purposes. Remote Data will be transmitted to and from Customer in a secure manner specified by Xerox. Remote Data Access will not allow Xerox to read, view or download the content of any Customer documents or other information residing on or passing through the Equipment or Customer's information management systems. Customer grants the right to Xerox, without charge, to conduct Remote Data Access for the purposes described above. Upon Xerox's request, Customer will provide contact information for Equipment such as name and address of Customer contact and IP and physical addresses/locations of Equipment. Customer will enable Remote Data Access via a method prescribed by Xerox, and Customer will provide reasonable assistance to allow Xerox to provide Remote Data Access. Unless Xerox deems Equipment incapable of Remote Data Access, Customer will ensure that Remote Data Access is maintained at all times Maintenance Services are being performed. • • COUNCIL AGENDA BILL* PRESENTER: POSITION: 15-10-06 Greg Pezoldt City Engineer CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL TITLE: Contract Award- City Hall Painting AGENDA ITEM * AGENDA DATE: DEPARTMENT: October 13, 2015 Public Works BACKGROUND/HISTORY: Painting the City Hall Building was budgeted for 2015. The amount budgeted was $45,000 based on the cost of the most previous paint contract for the building. The project was advertised in September, 2015 and bids were opened on September 22, 2015. Two bids were received. The low bid was submitted by Gallardo Painting for $17,744.80. They had very good references. EXHIBITS: Bid Results- City Hall Painting RECOMMENDED ACTION: Authorize the Mayor to sign a Contract with Gallardo Painting, LLC for the City Hall Painting Project in the amount of $ 17,744.80 FINANCIAL DATA: Expenditure Required Amount Budgeted Appropriation Required $ 17,744.80 $ 45,000 $ 0.00 ACTION TAKEN: Motion Made By: Councilmember Collings Councilmember Johnson Councilmember McCourt Councilmember Barnhart Passed: Failed: Second By: Ir>jUl fyw Councilmember Raab Councilmember Buckner Councilmember Detering Mayor Lacy (in case of tie) Page I of I • City Of East Wenatchee 2015 City Hall Building Painting September 22, 2015 Bid Opening Bidder's Name Bid Amount 1 2015 Budget Amount 2 Gallardo"s Painting 3 American Quality Coatings • $ 45,000.00 $17, 744.80 $25,430.64 • COUNCIL AGENDA BILL # PRESENTER: POSITION: 15-10-07 Greg Pezoldt City Engineer CITY OF EAST WENATCHEE CITY COUNCIL AGENDA BILL AGENDA ITEM # AGENDA DATE: DEPARTMENT: 9 October 13, 2015 Public Works TITLE: Rejection of All Bids- Transportation Benefit District 2015 Residential Overlay Program BACKGROUND/HISTORY: The City of East Wenatchee has formed a transportation Benefit District in 2013. The TBD Board has in accordance with their Charter and bylaws adopted an Annual plan and Annual Budget for 2015 that provided for the overlay of a portion of N. Grover Street, N. Iowa Street, and 9th Street NE. The budget was determined to be $173,750. On September 22ndh, 2015, bids were received and publically opened for the construction of the annual plan. Bids received were as follows: Granite Construction $ 137,204.00 Central Washington Asphalt $ 147,133.61 Mitchell Trucking and Paving $ 152,283.20 Granite Construction was the apparent low bidder. After review of all of the bids, it was determined that CWA had included sales tax for the entire project where none would actually be collected. For this reason, their bid was reduced to the pre-tax amount of $135,983.00 resulting in the lowest bid. Granite Construction subsequently filed a Formal Protest. Upon legal review, it was determined that the most prudent decision would be to reject all bids since both CWA and Granite Construction could have reasonable arguments for protesting the award the contract. If the bids are rejected, the project will be re -bid later this year, but construction willnopt occur until the spring of 2016. EXHIBITS: Bid Tabulations RECOMMENDED ACTION: Reject all bids FINANCIAL DATA: Expenditure Required $ 0.00 Amount Budgeted Appropriation Required $ 173,750 $ 0.00 Page 1 of 2 C] C: ACTION TAKEN: PEOW-1 1-11 `L" Motion Made By: ?;-1�pv- Councilmember Collings Councilmember Johnson Councilmember McCourt Councilmember Barnhart Passed: �JC Failed: Second By: y, Councilmember Raab Councilmember Buckner Councilmember Detering Mayor Lacy (in case of tie) Page 2 of 2 Housing Authority of Chelan County & the City of Wenatchee 1555 S. Methow Wenatchee, WA 98801 MINUTES I. CALL TO ORDER August 27, 2015 Regular Meeting DRAFT The meeting was called to order at 8:36 a.m. Commissioners present were: Alan Beidler, Vicki Carr, Bill Dronen, Lalla Przespolewski, Lisa Romine, Jesse Lane, Sandra McCourt and Joanne Coleman Campbell. Commissioners John Bryan, Al Schuster and Carolyn Case were excused. Staff representatives present were: Executive Director, Alicia McRae; Director of Finance/Asset Management, Kori Riblett; FSS Coordinator, Jamie Mason; and Director of Housing Programs, Marry Stierlen. Aaron Harris and Tat'yana Garcia attended as guests. II. PUBLIC COMMENT (none) III. ADMINISTRATIVE AFFAIRS • A. MINUTES The minutes of the July 23, 2015 regular meeting were approved on a motion by Lalla Przespolewski and seconded by Sandy McCourt. B. FINANCIAL STATEMENTS Financial statements for July, 2015 were unanimously approved on a motion by Alan Beidler and seconded by Lalla Przespolewski. C. VOUCRERS Vouchers audited and certified by the auditing officer as required by RCW 42.24.090, and those expense reimbursement claims certified as required by RCW 42.24.090, have been recorded on a listing made available to the Board. (See attached). As of July 30, 2015 on a motion by Joanne Coleman Campbell, seconded by Bill Dronen and carried unanimously, payment was approved for the vouchers incldded in the above referenced list and further described in the following table: C] n U n U ACCOUNT From To TOTAL Operating/S8 Hap Cks General S8 HAP ACH # 48386 55374 5968 55559 6135 $ 379,697.95 EFT July 1 July 31 $ 168,530.00 TOTAL $ 548,227.95 MSP Operating Checks # 3778 3786 $ 6,432.03 MSP EFT July 1 July 31 $ 550.78 MSP Replacement Reserves 131 $ 1,115.75 TOTAL $ 8,098.56 Bello Rio Operating Checks # 10885 10885 $ 13,607.99 BR EFT 11138 11144 $ 724.18 BR Replacement Reserves - TOTAL $ 14,332.17 IV. REPORTS A. Chairperson's Report Lisa asked Jamie Mason to introduce Tat'yana Garcia, an FSS Graduate. Tat'yana spoke a little about herself. The board congratulated Tat'yana on her hard work. B. Director's Report Alicia reported that the IRS had processed the correction to the Housing Authority legal name. Consequently, the Section 218 Agreement was executed. Alicia reviewed the request at the last board meeting by Women's Resource Center (WRC) for project based vouchers for Parkside. If the WRC had been through a competitive funding process within the past three years, it would be possible to move forward on this request by board resolution. Because the WRC has not been through this process, the Housing Authority is required to solicit proposals for project based vouchers. Alicia stated that she has done a lot of research on the subject and recommends that the board move forward with a solicitation. • Following some discussion, on a motion by Joanne Coleman Campbell and seconded by Jesse Lane, the board unanimously approved Resolution 15-08, authorizing the solicitation of proposals for Section 8 Project Based Voucher Applications. In response to President Obama's emergency declaration regarding the wildfires, Alicia has been working with federal funding agencies to implement the use of existing housing for fire victims/evacuees. All agencies are waiving many of their federal regulations for this purpose. • The state audit has been completed. There will probably a recommendation related to file errors found in the Section 8 Program, but overall the audit went well. At the request of the State Auditor, Alicia solicited a legal opinion regarding the Housing Assistance Payments that were made to Peter Nolan Properties. A written opinion from Aaron Harris was distributed, which concluded that the Housing Authority did not violate any program requirements. Aaron Harris was present for follow-up discussion and questions. Alicia recommended that the board consider a request by Columbia Valley Housing Association (CVHA) to provide as -needed interpreting services at a rate of $40 per hours. On a motion by Jesse Lane and seconded by Bill Dronen, the board approved an amendment to the Contract for Services with CVHA. Alan Beidler abstained from voting due to a conflict of interest. Alicia reported that an employee had been granted a protection order, for stalking, against a tenant. Alicia informed the board that HUD solicited a Notice of Funding Availability for a VASH incentive program. Alicia recommended that the Housing Authority apply for these funds, to assist in increasing the occupancy rate of the VASH Program. On a motion by Joanne Coleman Campbell and seconded by Jesse Lane, the board unanimously approved Resolution 15-09, authorizing Alicia to submit an application to HUD for funding under the Extraordinary Administrative Fees for the VASH program. • Alicia was hoping that loan documents with ORFH would be ready for board approval. The ORFH loan will be used to pay of an existing loan with Banner Bank, held by River Run. This will allow for our application for MPR funding, to move forward. Aaron and Alicia have both reviewed the draft documents and ORFH is making changes based on their comment. On a motion by Alan Beidler and seconded by Jesse Lane, the board unanimously approved authorizing Alicia to execute loan documents with ORFH, contingent upon final approval by legal counsel. Alicia informed the board that the current Marijuana Policies only address medical marijuana and requested that the board discuss the use of recreational marijuana in Housing Authority Properties. Alicia also asked the board to refer to a memo from HUD, on the subject. Following a lengthy discussion, Joanne Coleman Campbell moved that the Agency policies be amended to reflect recreational marijuana be treated in the same fashion as medical marijuana. The motion also included a request that smoking shelters at all properties be considered a "public place". The motion was seconded by Sandy McCourt and carried unanimously. Alicia will present amended policies at the next board meeting for further discussion and approval. Alicia referred to a recommended amendment to the Fitness for Duty Policy. On a motion by Bill Dronen and seconded by Sandy McCourt, the board unanimously approved Resolution 15- 07, authorizing the adoption of an amended Fitness for Duty Policy. • C. Finance/Occupancy Report Responding to a question by the board, Kori reported that the vacancies at Lake Chelan Community Apartments are related to the fact that some units do not have rental assistance. Kori reported that the engine in the Ford Ranger must be replaced, or a new truck purchased. On a motion by Alan Beidler and seconded by Jesse Lane, the board unanimously agreed that Kori should research both the cost of repair and a new vehicle. • D. Rehabilitation Report Marty presented the following bids for ADA improvements at Emerson Manor: Hildebrand Construction - $198,9�1.00 McLaughlin Construction - $155,591.60 Because both bids were over the available cash, they were unanimously rejected on a motion by Jesse Lane and seconded by Lalla Przespolewski. Marty reported that she solicited 14 contractors for the Applewood improvement project. One bid was submitted by Hildebrand Construction in the amount of $193,313.00. Marty recommended that based on available cash, the board approved the selection of the base bid of $117,577.00 and Alternate #3 in the amount of $17,320.00. On a motion by Vicki Carr and seconded by Sandy McCourt, the board unanimously approved the base bid and alternate #3 from Hildebrand Construction, in the total amount of $134,897.00. Marty reported that Laurie Twining solicited 8 companies for paving work at both Washington Square and Wenatchee II. Marty recommended that A&W Paving be selected for both. On a motion by Bill Dronen and seconded by Vicki Carr, the board unanimously approved a bid from A&W paving for Washington Square, in the amount of $23,995.39. On a separate motion by Jesse Lane and seconded by Alan Beidler, the board unanimously approved a bid from A&W paving for Wenatchee II, in the amount of 27,066.25. ADJOURNMENT Bill Dronen requested that staff consider an alternative format to the electronic submission of board packets that might make it easier to utilize. Kori will investigate. The meeting was formally adjourned at 10:10 a.m. Alicia McRae, Secretary Approved as Written: Board Signature Here • QWashington State Liquor and Cannabis Board September 23, 2015 Attention: Local Authority RE: Senate Bill 5052 and House Bill 2136 As you know, Senate Bill 5052 tasked the Washington State Liquor and Cannabis Board (WSLCB) to reopen licensing for retail marijuana businesses. The WSLCB will begin accepting new applications for retail licenses October 12, 2015. At this time, the Board will not be limiting the number of licensed retail stores; however we may consider limits in the future. We understand that some of your member cities may be concerned about density and other issues related to the number of potential retail marijuana licensees. Local authorities may choose to make rules or ordinances to address these concerns. We encourage cities and counties who are planning to make rules or ordinances' regarding retail marijuana stores to do so before the WSLCB begins processing applications in October so that entities who are applying for licenses are clear about what the rules are in their area before they apply. House Bill 2136 allows local authorities to permit the licensing of premises within 1,000 feet but not less than one hundred feet of a restricted entity by enacting an ordinance authorizing such distance reduction. Cities may now choose to adopt buffer zones that are less than one thousand feet from places like parks, transit centers, and childcare facilities. House Bill 2136 40 provides the following caveats: • Elementary/secondary schools and playgrounds must remain 1000 feet from licensed • premises. • City and county distance reductions cannot negatively impact the jurisdiction's civil regulatory enforcement, criminal law enforcement interests, public safety, or public health. • A local authority ordinance permitting the licensing of a location within 1,000 feet of a restricted entity may require the applicant to notify the restricted entity the applicant's intent to open. As we begin accepting new applications, the WSLCB will be reaching out to local authorities to confirm if they have made any changes to the buffer zones in their areas. For more information about SB 5052 and HB 2136, please see the attached fact sheets. Thank you for your continued partnership with the WSLCB as we begin this new chapter in legalized marijuana. Sincerely, Becky Smith Director of Licensing and Regulation PO Box 43075, 3000 Pacific Ave. SE, Olympia WA 98504-3075, (360) 664-1600 Icb.wa.gov • A personal invite to the 'Our Valley What's Next' Vision Summit Good afternoon, As someone who filled out the "Our Valley What's Next/Nuestro Valle Que Sigue" community survey and wanted to be updated on the progress of the initiative, we wanted to extend a personal invitation for you to participate in the upcoming "Our Valley What's Next Vision Summit." This signature event - in which we will begin to create a long-range vision for the Wenatchee Valley and its communities - will be held from 10 a.m. to 1 p.m. Saturday, Oct. 24, at Pybus Public Market in Wenatchee. The summit is being held in conjunction with the community's Make a Difference Day - shaping the valley's future is definitely making a difference! The event is • free of charge, and we will provide a light lunch and refreshments. No preregistration is necessary. All we ask is that you bring your thinking caps with you! Following a presentation on Our Valley's wider goals and framework and on the findings of the community survey, participants will split up into small groups for some serious brainstorming! Below are more details on this United Way -led effort. We look forward to seeing you on Oct. 24 at Pybus! Regards, Our Valley What's Next Steering Committee DETAILS, DETAILS WHAT: Our Valley What's Next Vision Summit WHERE: Pybus Public Market, 7 Worthen St., Wenatchee WHEN: 10 a.m. to 1 p.m., Saturday, Oct. 24 DESCRIPTION: At the event, participants will review survey results and draft vision ideas for six focus areas. For each focus area, participants will prioritize vision ideas and develop draft "Game • Changer" projects and draft "Easy Win" projects - simple actions that can be undertaken and achieved right away. MORE INFO: Contact the United Way of Chelan and Douglas Counties at (509) 662-8261. Chelan -Douglas Transportation Council • Confluence Technology Center 285 Technology Center Way, Wenatchee September loth, 2015 — 9:00 A.M. to 11:15 A.M. MEETING MINUTES ATTENDEES: Mike Mackey, Port of Chelan County Frank Kuntz, City of Wenatchee Ken Stanton, Douglas County Jeff Gomes, Chelan County Small Cities Rep. Russell Clark, Douglas County Small Cities Rep. STAFF: Jeff Wilkens, Executive Director Kathy Bruno, Clerk of the Board Nick Manzaro, Transportation Planner David Fletcher, Transportation Planner Steve Lacy, City of East Wenatchee Keith Goehner, Chelan County Richard DeRock, Link Transit Mark Spurgeon, Port of Douglas County • GUESTS: Joel City Leavenworth Dale Snyder, Douglas County Walinski, of Eric Pierson, Chelan County Dan Frazier, City of Wenatchee Greg Pezoldt, City of East Wenatchee Erik Howe, RH2 Engineering Steve King, City of Wenatchee Brooklyn Holton, City of Wenatchee Doug Bramlette, Douglas County Christine Johnson, Aging & Adult Care Paki Perala, Erlandsen Bob Goedde, City of Chelan Josh Fedora, Gray & Osborne Inc. Paul Mahre, WSDOT 1) Call to Order The meeting was called to order at 9:00 a.m. by Chair Mike Mackey. Introductions were made around the room. The agenda was approved as presented. 2) Consent Agenda The following consent agenda was unanimously approved on a motion by Ken Stanton and 2nd by Steve Lacy. • August 13th, 2015 Minutes • Monthly Financial Report (July 2015) •0 August Payroll in the amount of $29,449.72 • Checks numbered 285815-285823 in the amount of $2,671.45 for September i • 3) Public Comment Period There were no public comments. 4) Technical Advisory Committee (TAC) Report Greg Pezoldt reported on the TAC meeting held on September 3`d 5) Business Items a. Resolution 5-2015 Adoption of Regional Transportation Plan Jeff Wilkens explained that "Transportation 2040" will replace the previous two MPO and RTPO long-range plans. He reported on the final changes made since the previous board review, and stated that TAC is still reviewing the technical appendices so there may be some minor changes made for documentation purposes. After some discussion Resolution 5-2015 adopting the Regional Transportation Plan was approved on a motion by Ken Stanton and 2Id by Jeff Gomes. b. STP/TAP Funding Project Selection Jeff Wilkens showed the composite rankings that were submitted individually by the Governing Board members based on the forced pairs ranking process. The Governing • Board chose to accept the resulting rankings in the following order of priority: 1. Highline Drive Rehabilitation $743,900 2. Goodwin Bridge $1,000,000 3. SR 285 Maiden Lane Improvements $1001191 4. SR 285 South Wenatchee Crosswalks $433,000 5. 35th Street NE Extension $689,000 6. Loop Trail Connection to Easy Street $264,690 7. Pine Street Reconstruction $234,415 8. 27th Street Canal Crossing $108 536 9. Wenatchee Traffic Signal Updates $760,000 10. SR 28 Rock Island Intersection Study $64,875 11. Loop Trail Curve Realignment $57 611 12. Chelan Trails Plan $77,850 After some discussion there was a motion by Russell Clark and 2nd by Steve Lacy to award the available STP and TAP funding to the first five projects on the list, and to retain the priority sequence of the remaining seven projects for potential additional award if additional funds become available. The motion passed unanimously. c. Regional Transportation Improvement Program (TIP) Amendment #11 Nick Manzaro explained the projects needing to be amended into the current Regional TIP. TIP amendment #11 was approved on a motion by Richard DeRock and 2d by • Russell Clark. 0 6) Reports & Discussion Items a. Guest Presentation — "Our Valley: What's Next?" Steve King with the City of Wenatchee made a presentation regarding a group of leaders in the region coordinated by the United Way of Chelan and Douglas Counties who are looking at developing a regional vision the future of this valley. The group is surveying people in the community on these four questions: 1. What is one thing that you value about living in our valley? 2. What is one way you see our valley changing now? 3. What is one idea you have for the future of our valley? 4. What is one action that would make your idea happen? From these answers they will identify ideas and goals and define strategies to achieve them. They will host a Learning and Listening Roundtable at Town Toyota Center on Oct 1 from 4-7 p.m. and a Community Vision Summit on Oct 24 from 10 a.m.-1 p.m. at Pybus Public Market. The answers to the above questions can be e-mailed to info@ourvalleywhatsnext.org. b. Draft FY 2016 Transportation Improvement Program Project List Nick Manzaro reviewed and answered questions about the draft project list to be • included in the 2016 Regional Transportation Improvement Program (TIP) that will be presented for adoption next month. He explained that the projects selected during the STP/TAP ranking process earlier in the meeting will also be included in the 2016 Regional TIP. c. Office Relocation Jeff Wilkens reported that he and Kathy Bruno evaluated several locations and decided that Suite 301 in the GoUSA building is the best fit. Authority to finalize and approve a lease agreement was delegated to the Executive Committee on a motion by Steve Lacy and 2nd by Jeff Gomes. d. Legislative Update Jeff Wilkens reported that a meeting with Senator Murray's staff representative went very well and thanked board members for taking the time to attend. Mike Mackey asked for letters of support on Senator Cantwell's bill that she will be proposing to better maintain our forests to prevent such severe fires. Mr. Wilkens was directed to write a letter once the bill is actually proposed in committee. 0 3 • Director's Report Jeff Wilkens stated that he will be working with the Technical Advisory Committee the next couple months on a scope of work and request for proposals on the Phase 2 North Wenatchee Study. • • e. Member Roundtable Members reported on their ongoing transportation projects. 7) New Business/Adjourn Meeting The meeting was adjourned at 10:27 a.m. on a motion by Chair Mike Mackey. APPROVED ON October 8th, 2015 ATTEST: Mike Mackey, Chairman Jeff Wilkens, Executive Director Title VI and Americans with Disabilities Act (ADA) Notice to Public It is the Chelan -Douglas Transportation Council's (CDTC) 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. 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