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7/20/2021 - City Council - City Council Meeting Agenda Packet - Jerrilea Crawford, Mayor
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) 886-6103 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1.) 7/20/2021 Council Meeting Agenda Page 1 of 2 East Wenatchee City Council Meeting Tuesday, July 20, 2021 East Wenatchee City Hall 271 9th Street NE East Wenatchee, WA 98802 This meeting will be in person or via zoom: https://us02web.zoom.us/j/82763653485 Phone-in option for the meeting: 253 215 8782, Meeting ID: 827 6365 3485 AGENDA 6:00 p.m. Regular Meeting Call to Order, Roll Call and Pledge of Allegiance. 1. Consent Items: Vouchers: a. Date: 7/20/2021, Checks: 55351 - 55412, in the amount of $1,183,392.80. Pg. 3 Minutes: b. 7/6/2021 Council Meeting Minutes. Pg. 32 c. 7/15/2021 Council Workshop Minutes. Pg. 35 Motion by City Council to approve agenda, vouchers, and minutes from previous meetings. 2. Citizen Requests/Comments. The “Citizen Comments” period is to provide the opportunity for members of the public to address the Council on items not listed on the agenda. The Mayor will ask if there are any citizens wishing to address the Council. When recognized, please step up to the microphone, give your name and mailing address, and state the matter of your interest. If your interest is an agenda item, th e Mayor may suggest that your comments wait until that time. Citizen comments will be limited to three minutes. 3. Presentations. None. 4. Department Report. None. 5. Mayor’s Report. 6. Action Items. a. First reading of Ordinance 2021-15, adopting interim official controls as chapter 12.28 of the East Wenatchee Municipal establishing a pilot program to permit the temporary use of right-of-way for streateries along Valley Mall Parkway, to be effective for a period of six months, containing a severability clause, and establishing an effective date – Lori Barnett, Community Development Director. Pg. 37 Motion by City Council to suspend second reading and approve Ordinance 2021-15 establishing interim official controls for streateries for a six-month period. 7/20/2021 Council Meeting Agenda Packet Page 1 of 164 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) 886-6103 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1.) 7/20/2021 Council Meeting Agenda Page 2 of 2 b. Resolution 2021-12, authorizing the Mayor to execute an Interlocal Agreement between the City of East Wenatchee and the East Wenatchee Water District for utility work and pavement overlay projects on Clements Circle and 4th St NE – Garren Melton, Natural Resource Specialist. Pg. 47 Motion by City Council to approve Resolution 2021-12 and authorize the Mayor to execute the Interlocal Agreement between the City and East Wenatchee Water District associated with the City of East Wenatchee’s 2021 Residential Street Preservation Program. c. Resolution 2021-13, updating the City’s residential street overlay program and updating the City of East Wenatchee’s Transportation Benefit District Project List – Garren Melton, Natural Resource Specialist. Pg. 58 Motion by City Council to adopt Resolution 2021-13 to update the Project List for East Wenatchee’s Transportation Benefit District. d. Resolution 2021-14, authorizing the Mayor to execute a supplement to an Agreement between the City of East Wenatchee and the Washington State Department of Transportation for traffic signal upgrades at the intersection of Eastmont Avenue and 9th Street NE – Garren Melton, Natural Resource Specialist. Pg. 63 Motion by City Council to approve Resolution 2021-14 and authorize the Mayor to execute the supplement to agreement GM-01489 between the City of East Wenatchee and the Washington State Department of Transportation associated with the signal upgrade at 9th St NE and Eastmont Ave. e. Government Lexipol Policy Solution Platform Proposal – Maria Holman, City Clerk/HR. Pg. 76 Motion by City Council to authorize the Mayor to sign and enter into an agreement with Lexipol Policy Solutions for the administration of personnel policies and training online platform, for an amount not to exceed $15,137.35. 7. Council Reports & Announcements. a. Reports/New Business of Council Committees. 8. Adjournment. 7/20/2021 Council Meeting Agenda Packet Page 2 of 164 CHECKS: 55351 - 55412 VOIDED CHECKS: None DEPARTMENT/FUND AMOUNT General Fund 001 $77,904.21 Street Fund 101 $10,965.44 Community Dev Grants Funds 102 $664.50 Transportation Benefit District Fund 105 $0.00 Debt Reserve Fund 110 $0.00 Library Fund 112 $0.00 Hotel/Motel Tax Fund 113 $5,062.00 Drug Fund 114 $0.00 Criminal Justice Fund 116 $0.00 Events Board Fund 117 $211.40 Bond Redemption Fund 202 $0.00 Street Improvements Fund 301 $1,082,479.49 Storm Water Improvements 308 $0.00 Capital Improvements Fund 314 $0.00 Stormwater Fund 401 $2,155.46 Equipment R&R Fund 501 $3,432.05 Cafeteria Plan 634 $0.00 Custodial Activities 635 $518.25 Grand Total All Funds $1,183,392.80 CITY OF EAST WENATCHEE CHECK REGISTER July 20, 2021 PAYABLES 7/20/2021 Council Meeting Agenda Packet Page 3 of 164 Fund Number Description Amount 001 General Fund $77,904.21 101 Street Fund $10,965.44 102 Community Development Grants Fund $664.50 113 Hotel/Motel Tax Fund $5,062.00 117 Events Board Fund $211.40 301 Street Improvements Fund $1,082,479.49 401 Stormwater Fund $2,155.46 501 Equipment Purchase, Repair & Replacement Fund $3,432.05 635 Custodial Activities Fund $518.25 Count: 9 $1,183,392.80 Fund Transaction Summary Transaction Type: Invoice Fiscal: 2021 - July 2021 - July 2021 2nd Council Printed by EASTWENATCHEE\ASchulz on 7/14/2021 3:00:34 PM Page 1 of 1 East Wenatchee - Fund Transaction Summary 7/20/2021 Council Meeting Agenda Packet Page 4 of 164 Vendor Number Reference Account Number Description Amount 911 Supply Inc 55351 2021 - July 2021 - July 2021 2nd Council INV-2-11530 Police/Uniform Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $21.66 Total INV-2-11530 $21.66 Total 55351 $21.66 Total 911 Supply Inc $21.66 Aaron Clardy 55352 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:36:19 PM Street/2021Clothing Allowance 101-000-430-543-30-30-00 Supplies - General Services $84.96 Total Invoice - 7/14/2021 1:36:19 PM $84.96 Total 55352 $84.96 Total Aaron Clardy $84.96 AG Supply Company INC 55353 2021 - July 2021 - July 2021 2nd Council 476326 Street/Pest Control 001-000-180-518-30-49-00 Miscellaneous $14.27 Total 476326 $14.27 476348 Street/Supplies 101-000-420-542-30-30-00 Supplies - Roadway $5.40 Total 476348 $5.40 476394 Street/Roadside 101-000-420-542-70-30-00 Supplies - Roadside $6.04 Total 476394 $6.04 476410 Street/Supplies 101-000-420-542-70-30-00 Supplies - Roadside $27.91 Total 476410 $27.91 Voucher Directory Fiscal: : 2021 - July 2021 Council Date: : 2021 - July 2021 - July 2021 2nd Council Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 1 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 5 of 164 Vendor Number Reference Account Number Description Amount 476640 Street/Parks 101-000-420-542-75-30-00 Supplies - City Parks $27.05 Total 476640 $27.05 476648 Street/Battery 101-000-430-543-30-30-00 Supplies - General Services $17.52 Total 476648 $17.52 476804 Street/Parks 101-000-420-542-75-48-00 Repairs & Maintenance - City Parks $18.40 Total 476804 $18.40 477239 Street/Bulk Gas 101-000-420-542-61-30-00 Supplies - Sidewalks $337.42 Total 477239 $337.42 477261 Street/Credit 101-000-420-542-61-30-00 Supplies - Sidewalks ($37.91) Total 477261 ($37.91) 477492 Street/Pest Control 001-000-180-518-30-49-00 Miscellaneous $21.64 Total 477492 $21.64 Invoice - 7/13/2021 1:34:05 PM Stormwater/Fuel 401-000-008-531-00-30-07 Fuel $339.12 Total Invoice - 7/13/2021 1:34:05 PM $339.12 Invoice - 7/13/2021 2:25:33 PM Code/Fuel 001-000-590-558-50-32-00 Fuel Consumed $43.90 Total Invoice - 7/13/2021 2:25:33 PM $43.90 Invoice - 7/14/2021 2:10:02 PM Street/Fuel 101-000-420-542-30-30-00 Supplies - Roadway $1,370.52 101-000-420-542-69-30-00 Supplies - Flags/Banners $180.10 101-000-420-542-70-30-00 Supplies - Roadside $124.43 101-000-420-542-75-30-00 Supplies - City Parks $245.43 Total Invoice - 7/14/2021 2:10:02 PM $1,920.48 Invoice - 7/14/2021 2:20:49 PM Police/Fuel 001-000-210-521-10-32-00 Fuel Consumed $4,874.55 Total Invoice - 7/14/2021 2:20:49 PM $4,874.55 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 2 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 6 of 164 Vendor Number Reference Account Number Description Amount Invoice - 7/14/2021 2:26:31 PM Stormwater/Fuel 401-000-008-531-00-30-07 Fuel $339.12 Total Invoice - 7/14/2021 2:26:31 PM $339.12 Total 55353 $7,954.91 Total AG Supply Company INC $7,954.91 Airespring Inc 55354 2021 - July 2021 - July 2021 2nd Council 150066967 Internal Phone Services 001-000-141-514-20-42-01 Telephone Line Charges $1,049.92 Total 150066967 $1,049.92 Total 55354 $1,049.92 Total Airespring Inc $1,049.92 Al's Auto Repair 55355 2021 - July 2021 - July 2021 2nd Council 5719 Street/Vehicle Repairs 501-000-000-542-90-48-20 Street Vehicle Repairs & Maintenance $216.59 Total 5719 $216.59 Total 55355 $216.59 Total Al's Auto Repair $216.59 American Building Maintenance CO 55356 2021 - July 2021 - July 2021 2nd Council 16248536 July 2021 Janitorial Services 001-000-180-518-30-41-01 Contracted Custodial Services $2,426.74 Total 16248536 $2,426.74 Total 55356 $2,426.74 Total American Building Maintenance CO $2,426.74 Apple Land Pest Control & Home Inspections 55357 2021 - July 2021 - July 2021 2nd Council 74426 Street/Pest Control 001-000-180-518-30-41-01 Contracted Custodial Services $97.33 Total 74426 $97.33 Total 55357 $97.33 Total Apple Land Pest Control & Home Inspections $97.33 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 3 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 7 of 164 Vendor Number Reference Account Number Description Amount Arrow Construction Supply Inc. 55358 2021 - July 2021 - July 2021 2nd Council 306879 Street/Traffic Supplies 101-000-420-542-64-30-00 Supplies - Traffic Control Devices $2,216.90 Total 306879 $2,216.90 Total 55358 $2,216.90 Total Arrow Construction Supply Inc.$2,216.90 AT&T Mobility 55359 2021 - July 2021 - July 2021 2nd Council 287293799226X06132021 Police/Mobile Internet 001-000-210-521-10-42-01 Telephone $591.58 Total 287293799226X06132021 $591.58 Total 55359 $591.58 Total AT&T Mobility $591.58 Banner Bank Mastercard 55360 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:40:42 PM Events/Social Media 117-000-100-557-30-41-00 Professional Services $12.95 Total Invoice - 7/14/2021 1:40:42 PM $12.95 Invoice - 7/14/2021 1:41:10 PM Wellness 001-000-001-518-91-30-00 Wellness $9.74 Total Invoice - 7/14/2021 1:41:10 PM $9.74 Invoice - 7/14/2021 1:41:43 PM Events/Social Media 117-000-300-557-30-44-12 CC - Advertising $12.58 Total Invoice - 7/14/2021 1:41:43 PM $12.58 Invoice - 7/14/2021 1:42:13 PM Events/Social Media 117-000-300-557-30-44-12 CC - Advertising $35.00 Total Invoice - 7/14/2021 1:42:13 PM $35.00 Invoice - 7/14/2021 1:42:58 PM IT/Adobe 001-000-145-594-14-60-20 Capital - PC Software Admin $178.63 Total Invoice - 7/14/2021 1:42:58 PM $178.63 Total 55360 $248.90 Total Banner Bank Mastercard $248.90 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 4 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 8 of 164 Vendor Number Reference Account Number Description Amount Bear Signs & Embroidery LLC 55361 2021 - July 2021 - July 2021 2nd Council 6387 Police/Uniform Embroidery 001-000-210-521-10-35-00 Small Tools & Equipment $75.95 Total 6387 $75.95 6471 Police/Uniform Embroidery 001-000-210-521-10-35-00 Small Tools & Equipment $181.18 Total 6471 $181.18 Total 55361 $257.13 Total Bear Signs & Embroidery LLC $257.13 Capen and Associates, P.S. 55362 2021 - July 2021 - July 2021 2nd Council 07.08.2021 Police/Professional Services 001-000-210-521-10-41-00 Professional Services $2,000.00 Total 07.08.2021 $2,000.00 Total 55362 $2,000.00 Total Capen and Associates, P.S.$2,000.00 Chelan County Treasurer 55363 2021 - July 2021 - July 2021 2nd Council 010085-02089 2nd Qtr 2021 Liquor Profits 001-000-001-564-00-40-00 Comm Mental Health (2% Liquor)$1,560.00 Total 010085-02089 $1,560.00 Total 55363 $1,560.00 Total Chelan County Treasurer $1,560.00 Chelan County Treasurer 55364 2021 - July 2021 - July 2021 2nd Council 150001-01530 June 2021 Medical for Inmates 001-000-230-523-60-20-00 Medical Care - Prisoners $997.00 Total 150001-01530 $997.00 Total 55364 $997.00 Total Chelan County Treasurer $997.00 Cinta's Corporation 607 55365 2021 - July 2021 - July 2021 2nd Council 4086371668 Safewasher Mobile Service 001-000-210-521-10-48-00 Repairs & Maintenance $90.25 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 5 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 9 of 164 Vendor Number Reference Account Number Description Amount 101-000-430-543-30-30-00 Supplies - General Services $81.02 Total 4086371668 $171.27 4086371752 Blue Mat Services 001-000-210-521-10-48-00 Repairs & Maintenance $160.27 Total 4086371752 $160.27 4087052860 Safewasher Mobile Service 001-000-210-521-10-48-00 Repairs & Maintenance $36.90 101-000-430-543-30-30-00 Supplies - General Services $45.84 Total 4087052860 $82.74 4087708298 Blue Mat Services 001-000-210-521-10-48-00 Repairs & Maintenance $162.53 101-000-430-543-30-30-00 Supplies - General Services $102.74 Total 4087708298 $265.27 4088362875 Safewasher Mobile Service 001-000-210-521-10-48-00 Repairs & Maintenance $36.90 101-000-430-543-30-30-00 Supplies - General Services $45.84 Total 4088362875 $82.74 Total 55365 $762.29 Total Cinta's Corporation 607 $762.29 Classic One East 55366 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 2:40:35 PM Police/Uniform Cleaning 001-000-210-521-10-49-02 Dry Cleaning Services $28.38 Total Invoice - 7/14/2021 2:40:35 PM $28.38 Invoice - 7/14/2021 2:41:04 PM Police/Uniform Cleaning 001-000-210-521-10-49-02 Dry Cleaning Services $25.72 Total Invoice - 7/14/2021 2:41:04 PM $25.72 Invoice - 7/14/2021 2:41:27 PM Police/Uniform Cleaning 001-000-210-521-10-49-02 Dry Cleaning Services $62.26 Total Invoice - 7/14/2021 2:41:27 PM $62.26 Total 55366 $116.36 Total Classic One East $116.36 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 6 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 10 of 164 Vendor Number Reference Account Number Description Amount Compunet, Inc 55367 2021 - July 2021 - July 2021 2nd Council 171411 IT/Computer Software Supplies 001-000-145-594-14-60-20 Capital - PC Software Admin $1,531.85 Total 171411 $1,531.85 Total 55367 $1,531.85 Total Compunet, Inc $1,531.85 DeVries Business Records Management Inc 55368 2021 - July 2021 - July 2021 2nd Council 0136217 Police/Onsite Record Destruction 001-000-210-521-10-41-00 Professional Services $45.49 Total 0136217 $45.49 Total 55368 $45.49 Total DeVries Business Records Management Inc $45.49 Douglas CO Transportation 55369 2021 - July 2021 - July 2021 2nd Council 0065 Pictometry 001-000-145-514-20-40-10 Annual Fee - GIS Systems $7,498.48 Total 0065 $7,498.48 Total 55369 $7,498.48 Total Douglas CO Transportation $7,498.48 Fastenal Company 55370 2021 - July 2021 - July 2021 2nd Council WAWEN231517 Street/Roadside Supplies 101-000-420-542-70-20-00 Benefits - Roadside $51.63 Total WAWEN231517 $51.63 WAWEN231833 Street/Roadway Supplies 101-000-420-542-30-30-00 Supplies - Roadway $291.94 Total WAWEN231833 $291.94 Total 55370 $343.57 Total Fastenal Company $343.57 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 7 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 11 of 164 Vendor Number Reference Account Number Description Amount Foremost Promotions 55371 2021 - July 2021 - July 2021 2nd Council 531591 Police/Crime Prevention 001-000-210-521-30-40-00 Crime Prevention $332.66 Total 531591 $332.66 Total 55371 $332.66 Total Foremost Promotions $332.66 GO Usa/Hamilton & Assoc 55372 2021 - July 2021 - July 2021 2nd Council 53709-1 Police/Uniform Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $14.03 Total 53709-1 $14.03 53889-1 Police/Uniform Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $67.14 Total 53889-1 $67.14 53889-2 Police/Uniform Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $22.33 Total 53889-2 $22.33 Invoice - 7/13/2021 10:48:42 AM Interest 001-000-210-521-10-35-00 Small Tools & Equipment $1.39 Total Invoice - 7/13/2021 10:48:42 AM $1.39 Total 55372 $104.89 Total GO Usa/Hamilton & Assoc $104.89 Greater Wenatchee Regional Events Center 55373 2021 - July 2021 - July 2021 2nd Council PFD-15501 Food Staple Boxes 102-000-000-518-63-40-01 CDBG Food Assistance Program $83.61 Total PFD-15501 $83.61 Total 55373 $83.61 Total Greater Wenatchee Regional Events Center $83.61 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 8 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 12 of 164 Vendor Number Reference Account Number Description Amount H2 Pre-Cast, Inc 55374 2021 - July 2021 - July 2021 2nd Council 155679 Stormwater/Catch Basin 401-000-012-594-31-60-05 Small Improvements Projects $216.60 Total 155679 $216.60 Total 55374 $216.60 Total H2 Pre-Cast, Inc $216.60 Hurst Construction/dba 55375 2021 - July 2021 - July 2021 2nd Council Invoice - 7/13/2021 1:28:50 PM Project Mgmt/10th St Improvements 301-000-000-595-30-60-05 Construction - 10th St. NE Improvements $961,236.36 Total Invoice - 7/13/2021 1:28:50 PM $961,236.36 Total 55375 $961,236.36 Total Hurst Construction/dba $961,236.36 Ising Inc.-dba Cascade Quality Water 55376 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 7:49:45 AM Drinking Water 001-000-001-518-91-30-00 Wellness $99.46 Total Invoice - 7/14/2021 7:49:45 AM $99.46 Invoice - 7/14/2021 7:50:45 AM Drinking Water 001-000-001-518-91-30-00 Wellness $23.87 Total Invoice - 7/14/2021 7:50:45 AM $23.87 Total 55376 $123.33 Total Ising Inc.-dba Cascade Quality Water $123.33 Ivy Jacobson 55377 2021 - July 2021 - July 2021 2nd Council Invoice - 7/13/2021 1:09:59 PM Police/Travel Reimbursement 001-000-210-521-10-43-00 Travel $317.67 Total Invoice - 7/13/2021 1:09:59 PM $317.67 Total 55377 $317.67 Total Ivy Jacobson $317.67 Jet Pro Express Auto Wash, LLC 55378 2021 - July 2021 - July 2021 2nd Council 1232 Police/Carwash Tokens 001-000-210-521-10-49-00 Miscellaneous $541.50 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 9 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 13 of 164 Vendor Number Reference Account Number Description Amount Car wash Tokens Total 1232 $541.50 Total 55378 $541.50 Total Jet Pro Express Auto Wash, LLC $541.50 Joshua Virnig 55379 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:44:16 PM Fuel Reimbursement 001-000-210-521-10-32-00 Fuel Consumed $47.85 Total Invoice - 7/14/2021 1:44:16 PM $47.85 Total 55379 $47.85 Total Joshua Virnig $47.85 Kelley Connect 55380 2021 - July 2021 - July 2021 2nd Council 29618468 City Hall Copier Fees 001-000-141-514-20-48-00 Repairs & Maintenance $318.92 Total 29618468 $318.92 Total 55380 $318.92 Total Kelley Connect $318.92 Keyhole Security Center Inc 55381 2021 - July 2021 - July 2021 2nd Council 332407 Street/Parks 101-000-420-542-75-30-00 Supplies - City Parks $27.49 Total 332407 $27.49 Total 55381 $27.49 Total Keyhole Security Center Inc $27.49 Kottkamp & Yedinak, Pllc 55382 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:43:36 PM June 2021 Public Defender 001-000-110-511-60-21-50 Public Defender $5,675.00 Total Invoice - 7/14/2021 1:43:36 PM $5,675.00 Total 55382 $5,675.00 Total Kottkamp & Yedinak, Pllc $5,675.00 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 10 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 14 of 164 Vendor Number Reference Account Number Description Amount KPG, P.S. 55383 2021 - July 2021 - July 2021 2nd Council 4-19221 Project Mgmt/Kenroy Safe Routes 301-000-000-595-20-60-02 ROW - SRTS - 5th St. Kenroy $39,016.58 Total 4-19221 $39,016.58 4-19321 Project Mgmt/Sterling Safe Routes 301-000-000-595-20-60-03 ROW - SRTS - 5th St. Sterling $35,559.50 Total 4-19321 $35,559.50 6-19021 Project Mgmt/Kenroy Safe Routes 301-000-000-595-10-40-24 Design - SRTS - 5th St NE: Kenroy $24,020.75 Total 6-19021 $24,020.75 6-19121 Project Mgmt/Sterling Safe Routes 301-000-000-595-10-40-23 Design - SRTS - 5th St NE: Sterling $22,451.75 Total 6-19121 $22,451.75 Total 55383 $121,048.58 Total KPG, P.S.$121,048.58 Les Schwab Tire Center Inc 55384 2021 - July 2021 - July 2021 2nd Council 34301186957 Street/Vehicle Repairs 501-000-000-542-90-48-20 Street Vehicle Repairs & Maintenance $725.93 Total 34301186957 $725.93 34301189568 Police/Vehicle Repairs 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $826.95 Total 34301189568 $826.95 Total 55384 $1,552.88 Total Les Schwab Tire Center Inc $1,552.88 Localtel Communications 55385 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 2:30:58 PM Phone and Internet 001-000-141-514-20-42-01 Telephone Line Charges $325.75 Total Invoice - 7/14/2021 2:30:58 PM $325.75 Total 55385 $325.75 Total Localtel Communications $325.75 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 11 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 15 of 164 Vendor Number Reference Account Number Description Amount Norco Enterprise, Inc. 55386 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:01:30 PM Street/Supplies 101-000-420-542-70-30-00 Supplies - Roadside $256.65 Total Invoice - 7/14/2021 1:01:30 PM $256.65 Invoice - 7/14/2021 1:02:08 PM Credit 101-000-420-542-70-30-00 Supplies - Roadside ($159.22) Total Invoice - 7/14/2021 1:02:08 PM ($159.22) Total 55386 $97.43 Total Norco Enterprise, Inc.$97.43 Northend Truck Equipment, Inc. 55387 2021 - July 2021 - July 2021 2nd Council 1039275 Street/Snow and Ice Plow 101-000-420-542-66-30-00 Supplies - Snow & Ice Control $2,671.54 Total 1039275 $2,671.54 Total 55387 $2,671.54 Total Northend Truck Equipment, Inc.$2,671.54 Numerica Credit Union 55388 2021 - July 2021 - July 2021 2nd Council Invoice - 7/13/2021 1:06:18 PM Street/Traffic Supplies 101-000-420-542-64-30-00 Supplies - Traffic Control Devices $24.18 Total Invoice - 7/13/2021 1:06:18 PM $24.18 Invoice - 7/13/2021 1:06:57 PM Street/Traffic Supplies 101-000-420-542-64-30-00 Supplies - Traffic Control Devices $24.18 Total Invoice - 7/13/2021 1:06:57 PM $24.18 Invoice - 7/13/2021 11:04:32 AM Annual Fee 001-000-110-511-60-49-00 Miscellaneous $35.00 Total Invoice - 7/13/2021 11:04:32 AM $35.00 Invoice - 7/13/2021 11:05:07 AM Police/Vehicle Repairs 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $105.03 Total Invoice - 7/13/2021 11:05:07 AM $105.03 Invoice - 7/13/2021 11:05:49 AM Street/Training 101-000-430-544-90-49-01 Training $160.00 Total Invoice - 7/13/2021 11:05:49 AM $160.00 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 12 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 16 of 164 Vendor Number Reference Account Number Description Amount Invoice - 7/13/2021 11:06:38 AM Police/Training 001-000-210-521-40-25-00 Training - Officers $399.00 Total Invoice - 7/13/2021 11:06:38 AM $399.00 Invoice - 7/13/2021 11:10:20 AM Central Stores 001-000-140-514-20-31-01 Central Stores $75.76 Total Invoice - 7/13/2021 11:10:20 AM $75.76 Invoice - 7/13/2021 11:10:49 AM Employee Leave Party 001-000-139-518-10-30-00 Office Supplies $16.67 Total Invoice - 7/13/2021 11:10:49 AM $16.67 Invoice - 7/13/2021 11:11:35 AM Employee Leave Party 001-000-139-518-10-30-00 Office Supplies $31.51 Total Invoice - 7/13/2021 11:11:35 AM $31.51 Invoice - 7/13/2021 11:12:08 AM Police/Fuel 001-000-210-521-10-32-00 Fuel Consumed $58.01 Total Invoice - 7/13/2021 11:12:08 AM $58.01 Invoice - 7/13/2021 11:16:27 AM Finance/Training 001-000-142-514-40-20-00 Training $25.00 Total Invoice - 7/13/2021 11:16:27 AM $25.00 Invoice - 7/13/2021 11:16:57 AM Finance/Training 001-000-142-514-40-20-00 Training $100.00 Total Invoice - 7/13/2021 11:16:57 AM $100.00 Invoice - 7/13/2021 11:20:47 AM Police/Batteries 001-000-210-521-10-35-00 Small Tools & Equipment $49.33 Total Invoice - 7/13/2021 11:20:47 AM $49.33 Invoice - 7/13/2021 11:24:07 AM Central Stores 001-000-140-514-20-31-01 Central Stores $12.56 Total Invoice - 7/13/2021 11:24:07 AM $12.56 Invoice - 7/13/2021 11:24:35 AM Police/Police Officer Wrist Bands 001-000-210-521-10-35-00 Small Tools & Equipment $300.00 Total Invoice - 7/13/2021 11:24:35 AM $300.00 Invoice - 7/13/2021 11:25:16 AM Police/Uniform Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $167.83 Total Invoice - 7/13/2021 11:25:16 AM $167.83 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 13 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 17 of 164 Vendor Number Reference Account Number Description Amount Invoice - 7/13/2021 11:31:06 AM Police/Chief for A Day Supplies 001-000-210-521-10-49-00 Miscellaneous $103.91 Total Invoice - 7/13/2021 11:31:06 AM $103.91 Invoice - 7/13/2021 11:34:00 AM Police/Office Supplies 001-000-210-521-10-31-00 Office Supplies $36.77 Total Invoice - 7/13/2021 11:34:00 AM $36.77 Invoice - 7/13/2021 11:35:29 AM Police/Classy Chassis Police BBQ 001-000-210-521-10-35-00 Small Tools & Equipment $105.38 Total Invoice - 7/13/2021 11:35:29 AM $105.38 Invoice - 7/13/2021 11:38:07 AM Events/Office Supplies 117-000-115-557-30-31-05 Office Supplies $66.05 Total Invoice - 7/13/2021 11:38:07 AM $66.05 Invoice - 7/13/2021 11:38:43 AM Police/Chief for A Day Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $53.50 Total Invoice - 7/13/2021 11:38:43 AM $53.50 Invoice - 7/13/2021 11:39:16 AM Events/Office Supplies 117-000-115-557-30-31-05 Office Supplies $61.05 Total Invoice - 7/13/2021 11:39:16 AM $61.05 Invoice - 7/13/2021 11:39:54 AM Street/Graffiti Remover 101-000-420-542-70-30-00 Supplies - Roadside $1,277.90 Total Invoice - 7/13/2021 11:39:54 AM $1,277.90 Invoice - 7/13/2021 11:44:36 AM Police/Classy Chassis Police BBQ 001-000-210-521-10-35-00 Small Tools & Equipment $30.30 Total Invoice - 7/13/2021 11:44:36 AM $30.30 Invoice - 7/13/2021 11:45:17 AM Council Workshop 001-000-140-514-20-31-00 Office Supplies $87.17 Total Invoice - 7/13/2021 11:45:17 AM $87.17 Invoice - 7/13/2021 11:46:45 AM Council Workshop 001-000-140-514-20-31-00 Office Supplies $22.24 Total Invoice - 7/13/2021 11:46:45 AM $22.24 Invoice - 7/13/2021 11:48:08 AM Police/Chief for A Day Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $24.87 Total Invoice - 7/13/2021 11:48:08 AM $24.87 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 14 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 18 of 164 Vendor Number Reference Account Number Description Amount Invoice - 7/13/2021 11:49:51 AM Police/Classy Chassis Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $21.98 Total Invoice - 7/13/2021 11:49:51 AM $21.98 Invoice - 7/13/2021 11:51:33 AM Police/Classy Chassis Supplies 001-000-210-521-10-35-00 Small Tools & Equipment $14.02 Total Invoice - 7/13/2021 11:51:33 AM $14.02 Invoice - 7/13/2021 11:55:00 AM Police/Water Cooler for Patrol 001-000-210-521-10-35-00 Small Tools & Equipment $270.74 Total Invoice - 7/13/2021 11:55:00 AM $270.74 Invoice - 7/13/2021 11:55:34 AM Planning/Training 001-000-580-558-60-40-00 Training $143.89 001-000-590-558-50-40-00 Training $100.00 Total Invoice - 7/13/2021 11:55:34 AM $243.89 Invoice - 7/13/2021 12:02:19 PM Central Stores 001-000-140-514-20-31-01 Central Stores $25.10 Total Invoice - 7/13/2021 12:02:19 PM $25.10 Invoice - 7/13/2021 12:02:46 PM Planning/Office Supplies 001-000-580-558-60-31-00 Office Supplies $73.78 Total Invoice - 7/13/2021 12:02:46 PM $73.78 Invoice - 7/13/2021 12:03:39 PM Council Workshop 001-000-111-513-00-40-06 Miscellaneous $62.26 Total Invoice - 7/13/2021 12:03:39 PM $62.26 Invoice - 7/13/2021 12:04:24 PM Police/Fuel 001-000-210-521-10-32-00 Fuel Consumed $56.22 Total Invoice - 7/13/2021 12:04:24 PM $56.22 Invoice - 7/13/2021 12:12:38 PM Street/Gatorade 101-000-430-543-30-30-00 Supplies - General Services $18.39 Total Invoice - 7/13/2021 12:12:38 PM $18.39 Invoice - 7/13/2021 12:15:49 PM Meeting Supplies 001-000-111-513-00-40-06 Miscellaneous $21.72 Total Invoice - 7/13/2021 12:15:49 PM $21.72 Invoice - 7/13/2021 12:33:31 PM Street/Gatorade 101-000-430-543-30-30-00 Supplies - General Services $30.28 Total Invoice - 7/13/2021 12:33:31 PM $30.28 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 15 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 19 of 164 Vendor Number Reference Account Number Description Amount Invoice - 7/13/2021 12:37:11 PM Events/Supplies 117-000-300-557-30-49-12 CC - Miscellaneous $10.82 Total Invoice - 7/13/2021 12:37:11 PM $10.82 Invoice - 7/13/2021 12:37:47 PM Events/Supplies 117-000-300-557-30-49-12 CC - Miscellaneous $12.95 Total Invoice - 7/13/2021 12:37:47 PM $12.95 Invoice - 7/13/2021 12:38:16 PM Police/Training 001-000-210-521-40-27-00 Training - Office Staff $250.00 Total Invoice - 7/13/2021 12:38:16 PM $250.00 Invoice - 7/13/2021 12:38:54 PM Police/Training 001-000-210-521-40-25-00 Training - Officers $29.00 Total Invoice - 7/13/2021 12:38:54 PM $29.00 Invoice - 7/13/2021 12:39:29 PM Central Stores 001-000-140-514-20-31-01 Central Stores $183.46 Total Invoice - 7/13/2021 12:39:29 PM $183.46 Invoice - 7/13/2021 12:40:04 PM Court/Office Supplies 001-000-120-512-50-31-00 Office Supplies $152.69 Total Invoice - 7/13/2021 12:40:04 PM $152.69 Invoice - 7/13/2021 12:48:12 PM Street/Slip Tank Patch Truck 101-000-420-542-75-30-00 Supplies - City Parks $150.00 Total Invoice - 7/13/2021 12:48:12 PM $150.00 Invoice - 7/13/2021 12:53:42 PM Street/Training 101-000-430-544-90-49-01 Training $49.76 Total Invoice - 7/13/2021 12:53:42 PM $49.76 Invoice - 7/13/2021 12:54:56 PM Street/Traffic Supplies 101-000-420-542-64-30-00 Supplies - Traffic Control Devices $24.18 Total Invoice - 7/13/2021 12:54:56 PM $24.18 Invoice - 7/13/2021 12:56:38 PM Expedia 001-000-110-511-60-49-00 Miscellaneous $327.60 Total Invoice - 7/13/2021 12:56:38 PM $327.60 Total 55388 $5,482.04 Total Numerica Credit Union $5,482.04 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 16 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 20 of 164 Vendor Number Reference Account Number Description Amount Office Depot Credit Plan 55389 2021 - July 2021 - July 2021 2nd Council 177411199001 Central Stores 001-000-140-514-20-31-01 Central Stores $156.06 Total 177411199001 $156.06 177411525001 Central Stores 001-000-140-514-20-31-01 Central Stores $32.52 Total 177411525001 $32.52 178204129001 Central Stores 001-000-140-514-20-31-01 Central Stores $116.86 Total 178204129001 $116.86 178448858001 Credit 001-000-140-514-20-31-01 Central Stores ($32.52) Total 178448858001 ($32.52) 179202503001 Central Stores 001-000-140-514-20-31-01 Central Stores $199.55 Total 179202503001 $199.55 179212810001 Central Stores 001-000-140-514-20-31-01 Central Stores $28.42 Total 179212810001 $28.42 Total 55389 $500.89 Total Office Depot Credit Plan $500.89 One Call Concepts, Inc 55390 2021 - July 2021 - July 2021 2nd Council 1069070 Excavation Notices 401-000-008-531-00-40-06 Utilities $66.34 Total 1069070 $66.34 Total 55390 $66.34 Total One Call Concepts, Inc $66.34 One Stop Package Drop, LLC 55391 2021 - July 2021 - July 2021 2nd Council Invoice - 7/13/2021 9:26:24 AM Police/Postage 001-000-110-511-60-31-10 Public Records Expenses $18.22 001-000-140-514-20-42-03 Postage $44.77 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 17 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 21 of 164 Vendor Number Reference Account Number Description Amount 001-000-210-521-10-42-03 Postage $45.06 Total Invoice - 7/13/2021 9:26:24 AM $108.05 Total 55391 $108.05 Total One Stop Package Drop, LLC $108.05 O'Reilly 55392 2021 - July 2021 - July 2021 2nd Council 2521-222121 Stormwater/Antenna 401-000-008-531-00-40-04 Repairs & Maint. - NPDES PPGH $32.48 Total 2521-222121 $32.48 2521-222360 Street/Vehicle Repairs 501-000-000-542-90-48-30 Street Equipment Repairs $25.98 Total 2521-222360 $25.98 2521-226283 Stormwater/Supplies 401-000-008-531-00-40-04 Repairs & Maint. - NPDES PPGH $8.65 Total 2521-226283 $8.65 2521-226854 Police/Oil Filter 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $18.84 Total 2521-226854 $18.84 2521-226855 Street/Supplies 101-000-430-543-30-30-00 Supplies - General Services $9.49 Total 2521-226855 $9.49 2521-227013 Street/Vehicle Repairs 501-000-000-542-90-48-20 Street Vehicle Repairs & Maintenance $116.09 Total 2521-227013 $116.09 2521-227015 Police/Vehicle Repairs 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $128.55 Total 2521-227015 $128.55 2521-228235 Street/Police Vehicle Repairs 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $26.94 Total 2521-228235 $26.94 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 18 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 22 of 164 Vendor Number Reference Account Number Description Amount 2521-228412 Street/Vehicle Repairs 501-000-000-542-90-10-00 Street Vehicle Repair Labor $402.47 Total 2521-228412 $402.47 2521-228490 Street/Copper Plugs 101-000-420-542-70-48-00 Repairs & Maintenance - Roadside $5.97 Total 2521-228490 $5.97 2521-228669 Street/Police Vehicle Repairs 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $117.98 Total 2521-228669 $117.98 2521-228738 Credit 501-000-000-542-90-48-20 Street Vehicle Repairs & Maintenance ($310.84) Total 2521-228738 ($310.84) 2521-228739 Street/Vehicle Repairs 501-000-000-521-10-10-00 Police Vehicle Repair Labor $53.43 Total 2521-228739 $53.43 Total 55392 $636.03 Total O'Reilly $636.03 Parker Corporation Services, INC DBA Merchant Patrol Security 55393 2021 - July 2021 - July 2021 2nd Council 36788 Court/Armed Guard Services 001-000-120-512-50-49-09 Security $500.00 Total 36788 $500.00 Total 55393 $500.00 Total Parker Corporation Services, INC DBA Merchant Patrol Security $500.00 Randy's Auto Parts & Towing 55394 2021 - July 2021 - July 2021 2nd Council 30028040 POlice/Vehicle Tow 001-000-210-521-10-41-00 Professional Services $162.45 Total 30028040 $162.45 30028041 Police/Vehicle Tow 001-000-210-521-10-41-00 Professional Services $162.45 Total 30028041 $162.45 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 19 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 23 of 164 Vendor Number Reference Account Number Description Amount 30028219 Police/Vehicle Tow 001-000-210-521-10-41-00 Professional Services $121.84 Total 30028219 $121.84 Total 55394 $446.74 Total Randy's Auto Parts & Towing $446.74 Ridgeline Graphics Inc 55395 2021 - July 2021 - July 2021 2nd Council 25616 Police/Vehicle Decals 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $130.32 Total 25616 $130.32 Total 55395 $130.32 Total Ridgeline Graphics Inc $130.32 Rivercom 55396 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:52:41 PM June 2021 Dispatch Services 001-000-001-528-70-40-00 River Com $21,770.90 Total Invoice - 7/14/2021 1:52:41 PM $21,770.90 Total 55396 $21,770.90 Total Rivercom $21,770.90 Rowe's Tractor 55397 2021 - July 2021 - July 2021 2nd Council 01-13153 Stormwater/Excavator Rental 401-000-012-594-31-60-05 Small Improvements Projects $1,040.64 Total 01-13153 $1,040.64 Total 55397 $1,040.64 Total Rowe's Tractor $1,040.64 S&W Irrigation Supply 55398 2021 - July 2021 - July 2021 2nd Council 503611 Street/Landscape Supplies 101-000-420-542-75-30-00 Supplies - City Parks $274.24 Total 503611 $274.24 504577 Street/Landscape Supplies 101-000-420-542-75-30-00 Supplies - City Parks $76.38 Total 504577 $76.38 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 20 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 24 of 164 Vendor Number Reference Account Number Description Amount 504674 Street/Landscape Supplies 101-000-420-542-75-30-00 Supplies - City Parks $6.99 Total 504674 $6.99 Total 55398 $357.61 Total S&W Irrigation Supply $357.61 Stan's Merry Mart 55399 2021 - July 2021 - July 2021 2nd Council 497364 Street/Uniform Supplies 101-000-430-543-30-30-00 Supplies - General Services $112.81 Total 497364 $112.81 497365 Street/Uniform Supplies 101-000-430-543-30-30-00 Supplies - General Services $7.60 Total 497365 $7.60 497803 Street/Uniform Supplies 101-000-430-543-30-30-00 Supplies - General Services $130.16 Total 497803 $130.16 Total 55399 $250.57 Total Stan's Merry Mart $250.57 The Wenatchee World 55400 2021 - July 2021 - July 2021 2nd Council AD# 104082 Advertising 001-000-140-514-20-44-00 Advertising $288.28 Total AD# 104082 $288.28 AD# 104660 Advertising 001-000-140-514-20-44-00 Advertising $138.37 Total AD# 104660 $138.37 AD# 104808 Advertising 102-000-000-558-70-44-00 CDBG Advertising $268.77 Total AD# 104808 $268.77 AD# 104809 Advertising 102-000-000-558-70-44-00 CDBG Advertising $312.12 Total AD# 104809 $312.12 AD# 104836 Advertising 301-000-000-595-10-40-05 Design - Hamilton Ave Reconstruction $194.55 Total AD# 104836 $194.55 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 21 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 25 of 164 Vendor Number Reference Account Number Description Amount AD# 104860 Advertising 001-000-580-558-60-44-00 Advertising $194.55 Total AD# 104860 $194.55 Total 55400 $1,396.64 Total The Wenatchee World $1,396.64 Tony Ditommaso PS 55401 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:53:59 PM June 2021 Public Defender 001-000-110-511-60-21-50 Public Defender $5,675.00 Total Invoice - 7/14/2021 1:53:59 PM $5,675.00 Total 55401 $5,675.00 Total Tony Ditommaso PS $5,675.00 Town Ford Inc 55402 2021 - July 2021 - July 2021 2nd Council 26375 FOW Street/Vehicle Repairs 501-000-000-542-90-48-20 Street Vehicle Repairs & Maintenance $975.68 Total 26375 FOW $975.68 26478 FOW Police/Vehicle Repairs 501-000-000-521-10-48-00 Police Vehicle Repairs & Maintenance $6.06 Total 26478 FOW $6.06 Street Credit Credit 501-000-000-542-90-48-20 Street Vehicle Repairs & Maintenance ($133.95) Total Street Credit ($133.95) Total 55402 $847.79 Total Town Ford Inc $847.79 Valley Tractor and Rentals 55403 2021 - July 2021 - July 2021 2nd Council C905014 Street/Hedge Trimmer Lube 101-000-420-542-75-30-00 Supplies - City Parks $35.87 Total C905014 $35.87 Total 55403 $35.87 Total Valley Tractor and Rentals $35.87 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 22 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 26 of 164 Vendor Number Reference Account Number Description Amount Verizon Wireless 55404 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 7:51:14 AM City Hall Cell Phones 001-000-110-511-60-49-00 Miscellaneous $288.78 Total Invoice - 7/14/2021 7:51:14 AM $288.78 Total 55404 $288.78 Total Verizon Wireless $288.78 Wash ST Dept of Licensing 55405 2021 - July 2021 - July 2021 2nd Council EWP002243 Godoy Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002243 Godoy $18.00 EWP002248 Eakins Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002248 Eakins $18.00 EWP002256 Hughes Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002256 Hughes $18.00 EWP002258 Vargas Gonzalez Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002258 Vargas Gonzalez $18.00 EWP002265 Cheadle Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002265 Cheadle $18.00 EWP002267 Valladolid Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002267 Valladolid $18.00 EWP002270 Lee Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002270 Lee $18.00 EWP002271 Barbeau Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002271 Barbeau $18.00 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 23 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 27 of 164 Vendor Number Reference Account Number Description Amount EWP002272 Guillen Cuevas Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002272 Guillen Cuevas $18.00 EWP002273 Martinez Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002273 Martinez $18.00 EWP002274 Williams Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002274 Williams $18.00 EWP002275 Dejarnett Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002275 Dejarnett $18.00 EWP002276 Laudermilk Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002276 Laudermilk $18.00 EWP002277 Cunningham Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002277 Cunningham $18.00 EWP002278 Cruz Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002278 Cruz $18.00 EWP002279 Chavez Mendoza Late Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $21.00 Total EWP002279 Chavez Mendoza $21.00 EWP002280 Parton Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002280 Parton $18.00 EWP002281 Edmondson Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002281 Edmondson $18.00 EWP002282 Wilkins Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002282 Wilkins $18.00 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 24 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 28 of 164 Vendor Number Reference Account Number Description Amount EWP002283 Heilman Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002283 Heilman $18.00 EWP002284 Berreth Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002284 Berreth $18.00 EWP002285 Stratton Gun Permit 635-000-000-589-30-00-03 Gun Permit State Remittance $18.00 Total EWP002285 Stratton $18.00 Total 55405 $399.00 Total Wash ST Dept of Licensing $399.00 Washington State Patrol 55406 2021 - July 2021 - July 2021 2nd Council I21006784 Gun Permit Background Checks 635-000-000-589-30-00-03 Gun Permit State Remittance $119.25 Total I21006784 $119.25 Total 55406 $119.25 Total Washington State Patrol $119.25 Wenatchee Sand & Gravel Inc 55407 2021 - July 2021 - July 2021 2nd Council 3249168 Stormwater/Small Projects Supplies 401-000-012-594-31-60-05 Small Improvements Projects $112.51 Total 3249168 $112.51 Total 55407 $112.51 Total Wenatchee Sand & Gravel Inc $112.51 Wenatchee Valley Humane Society 55408 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:56:53 PM June 2021 Animal Control Services 001-000-001-539-30-40-00 Animal Control $6,248.76 Total Invoice - 7/14/2021 1:56:53 PM $6,248.76 Total 55408 $6,248.76 Total Wenatchee Valley Humane Society $6,248.76 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 25 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 29 of 164 Vendor Number Reference Account Number Description Amount Wenatchee Valley Museum & Cultural Center 55409 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:56:06 PM June 2021 Contract 001-000-001-558-70-41-15 Wenatchee Valley Museum $5,062.00 113-000-000-557-30-41-15 Wenatchee Valley Museum & CC $5,062.00 Total Invoice - 7/14/2021 1:56:06 PM $10,124.00 Total 55409 $10,124.00 Total Wenatchee Valley Museum & Cultural Center $10,124.00 Xerox Corporation 55410 2021 - July 2021 - July 2021 2nd Council 013783626 Police/Copier Fees 001-000-210-521-10-31-05 Office Machine Costs $342.88 Total 013783626 $342.88 013783635 Court/Copier Fees 001-000-120-594-12-60-00 Capital Outlay $261.05 Total 013783635 $261.05 Total 55410 $603.93 Total Xerox Corporation $603.93 Yakima County Sheriff's Office 55411 2021 - July 2021 - July 2021 2nd Council 2021-DHT08 Police/Detective Training 001-000-210-521-40-25-00 Training - Officers $1,000.00 Total 2021-DHT08 $1,000.00 Total 55411 $1,000.00 Total Yakima County Sheriff's Office $1,000.00 Ziply Fiber 55412 2021 - July 2021 - July 2021 2nd Council Invoice - 7/14/2021 1:22:15 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $58.03 Total Invoice - 7/14/2021 1:22:15 PM $58.03 Invoice - 7/14/2021 1:22:42 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $58.03 Total Invoice - 7/14/2021 1:22:42 PM $58.03 Invoice - 7/14/2021 1:23:09 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $67.60 Total Invoice - 7/14/2021 1:23:09 PM $67.60 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 26 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 30 of 164 Vendor Number Reference Account Number Description Amount Invoice - 7/14/2021 1:23:35 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $67.69 Total Invoice - 7/14/2021 1:23:35 PM $67.69 Invoice - 7/14/2021 1:57:28 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $68.73 Total Invoice - 7/14/2021 1:57:28 PM $68.73 Invoice - 7/14/2021 2:01:33 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $59.16 Total Invoice - 7/14/2021 2:01:33 PM $59.16 Invoice - 7/14/2021 2:02:30 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $68.83 Total Invoice - 7/14/2021 2:02:30 PM $68.83 Invoice - 7/14/2021 2:02:57 PM Street Modem 101-000-420-542-64-47-00 Utilities - Traffic Control Devices $59.35 Total Invoice - 7/14/2021 2:02:57 PM $59.35 Total 55412 $507.42 Total Ziply Fiber $507.42 Grand Total Vendor Count 62 $1,183,392.80 Printed by EASTWENATCHEE\ASchulz on 7/14/2021 2:59:07 PM Page 27 of 27 East Wenatchee - Voucher Directory 7/20/2021 Council Meeting Agenda Packet Page 31 of 164 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) 886-6103 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1.) 7/6/2021 Council Meeting Minutes Page 1 of 3 East Wenatchee City Council Meeting In Person and Zoom Tuesday, July 6, 2021 East Wenatchee City Hall 271 9th Street NE East Wenatchee, WA 98802 Minutes In attendance: Staff in attendance: Mayor Jerrilea Crawford Devin Poulson, City Attorney Councilmember John Sterk Rick Johnson, Police Chief Councilmember Harry Raab Lori Barnett, Community Development Director Councilmember Robert Tidd Garren Melton, Natural Resource Specialist Councilmember Sasha Sleiman Trina Elmes, Events Director/PIO Councilmember Christine Johnson Maria Holman, City Clerk Councilmember Matthew Hepner Councilmember Shayne Magdoff 6:00 p.m. Regular Meeting Call to Order, Roll Call and Pledge of Allegiance. 1. Consent Items: a. ARC Supplement agreement No. 1. Vouchers: b. Date: 7/6/2021, Checks: 55293-55297; 55301-55345, in the amount of $4,915,574.26, and voided checks: 55088; 55196. Minutes: c. 6/15/2021 Council Meeting Minutes. d. 6/17/2021 Special Meeting Minutes. Motion by Councilmember Tidd to approve consent items as presented. Councilmember Magdoff seconded the motion. Motion carried (7-0). 2. Citizen Requests/Comments. None. 3. Public Hearing. Mayor Crawford opened the public hearing at 6:04 pm to consider the use of Community Development Block Grant (CDBG) funds to be included in the 2020-2024 Community Development & Housing Consolidated Plan, the 2020 and 2021 Annual Action Plans; and the Draft Regional Assessment of Fair Housing. The public hearing closed at 6:17 pm., no public comment was received. Community Development Director Lori Barnett provided a staff report. 7/20/2021 Council Meeting Agenda Packet Page 32 of 164 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) 886-6103 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1.) 7/6/2021 Council Meeting Minutes Page 2 of 3 Comments provided by Councilmember Tidd, Councilmember Magdoff and Councilmember Hepner. 4. Presentations. None. 5. Department Report. a. Events Director/PIO Trina Elmes presented a 2021 Classy Chassis Events Department Report. Comments provided by Mayor Crawford and Councilmember Tidd. b. Natural Resource Specialist Garren Melton presented a Public Works Report. Comments provided by Councilmember Magdoff, Community Development Director Lori Barnett and Councilmember Hepner. 6. Mayor’s Report. a. Mayor Crawford shared that the City of East Wenatchee received two grants for Grant Road and receiving this funding means that more projects will get done in our community. Additionally, the Apple Capital Loop Project received a $92.4 Million INFRA Grant, the City of Wenatchee, East Wenatchee and the Counties are all involved in this corridor that will keep our region connected. Comments provided by Councilmember Tidd and Councilmember Magdoff. b. Mayor Crawford announced that the City of East Wenatchee earned its 2021 WellCity Award reducing medical insurance cost to the City and employees. 7. Action Items. a. Natural Resource Specialist Garren Melton presented Resolution 2021-11, an Interlocal Cooperation Agreement between the City of East Wenatchee and the East Wenatchee Sewer District for utility work and pavement overlay associated with the district’s Kentucky View lift station Phase 2 project. Motion by Councilmember Tidd to approve Resolution 2021-11 and authorize the Mayor to sign the Interlocal Agreement between the City and East Wenatchee Water District associated with the 2021 Residential Street Preservation Program. Councilmember Johnson seconded the motion. Motion carried (7-0). b. Mayor Crawford and City Attorney Devin Poulson presented a Professional Services Agreement for Project Management services by Forte Architects for the Public Works Building project. Motion by Councilmember Tidd to authorize the Mayor to execute the Professional Services Agreement with Forte Architects for an amount not to exceed $61,220. Councilmember Sleiman seconded the motion. Motion carried (7-0). Comments provided by Lori Barnett and Councilmember Magdoff. 7/20/2021 Council Meeting Agenda Packet Page 33 of 164 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) 886-6103 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1.) 7/6/2021 Council Meeting Minutes Page 3 of 3 8. Council Reports & Announcements. a. Councilmember Magdoff provided a Housing Authority of Chelan County Board update. b. Councilmember Tidd announced that he is attending a Transportation Expo in Florida in November as part of his Link Transit Council Board assignment. 9. Adjournment. With no further business, the meeting adjourned at 6:50 p.m. Jerrilea Crawford, Mayor Attest: Maria E. Holman, City Clerk 7/20/2021 Council Meeting Agenda Packet Page 34 of 164 7/15/2021 Council Workshop Minutes Page 1 of 2 CITY OF EAST WENATCHEE 271 9th Street NE * East Wenatchee, WA 98802 Phone (509) 884-9515 * Fax (509) 886-6233 City Council Workshop In person & Zoom East Wenatchee City Hall 271 9th St. NE East Wenatchee, WA 98802 Minutes Thursday, July 15, 2021 In attendance: Mayor Crawford Councilmember Sterk Lori Barnett, Community Development Director Councilmember Raab Mary Beth Phillips, Court Administrator Councilmember Tidd Devin Poulson, City Attorney Councilmember Magdoff Sean Lewis, City Prosecutor Councilmember Johnson Ike Lasswell, Information Systems Councilmember Hepner Trina Elmes, Events Director / PIO Councilmember Sleiman Maria Holman, City Clerk 5:30 p.m. Council Workshop. Councilmember Magdoff opened the meeting. 1.Councilmember Magdoff opened the discussion regarding fireworks and notified the Council that Douglas County Fire District Chief Brian Brett and Fire Marshal Kurt Blanchard were not able to attend the meeting due to the busy fire season and the Red Apple Road fire. They have requested to schedule a meeting with the Council later this fall. City Attorney provided background and clarification of existing regulations. The Council and Mayor agreed to postpone the fireworks discussion to a time when the Fire Chief, Fire Marshal, and Police Chief Johnson can attend the meeting. Comments provided by all Councilmembers. No action was taken by the Council. 7/20/2021 Council Meeting Agenda Packet Page 35 of 164 7/15/2021 Council Workshop Minutes Page 2 of 2 2.Maul Foster Alongi Project Planner Ben Johnson opened the Strategic Planning discussion and reviewed a draft City Mission Statement, Vision Statement, and Values that were previously created by Council and staff suggestions. The Council and staff provided feedback on additional changes to improve the language presented. The Council also reviewed draft goals that had been previously expressed by the Mayor , Council, and staff. Both Council and staff provided feedback on additional changes to improve the language presented. Comments provided by all Councilmembers. No action was taken by the Council. 3.Community Development Director Lori Barnett presented a request received by a downtown business to allow streateries on Valley Mall Parkway. This would require an ordinance similar to last year’s. The Council was in support of authorizing interim requirements and further reviewing and changing the code to allow businesses to have streateries. No action was taken by the Council. 4.Natural Resource Specialist Garren Melton informed the Council that he has received a request for 15-minute loading parking spots on Valley Mall Parkway. This topic will be brought to the Council for consideration at the next Council Workshop. 5.Councilmember Tidd and Events Director/PIO Trina Elmes announced that the National Night Out event is scheduled for August 5, 2021, and more information will follow. Adjournment. With no further business, the meeting adjourned at 7:23 p.m. ____________________________ Attest: Jerrilea Crawford, Mayor _______________________________ Maria E. Holman, City Clerk 7/20/2021 Council Meeting Agenda Packet Page 36 of 164 CITY OF EAST WENATCHEE COUNCIL AGENDA BILL To: Mayor Crawford and Council. From/Presenter: Lori Barnett, Community Development Director Subject: Ordinance 2021-15 - Proposed Interim Official Control to permit the temporary use of right-of-way for streateries along Valley Mall Parkway. Date: July 20, 2021 I. Summary Title: An Ordinance of the City of East Wenatchee adopting interim official controls as Chapter 12.28 of the East Wenatchee Municipal establishing a pilot program to permit the temporary use of right-of-way for streateries along Valley Mall Parkway, to be effective for a period of six months, containing a severability clause, and establishing an effective date. II. Background/History: On August 18, 2020, the City Council adopted Ordinance 2020-12 to allow streateries along Valley Mall Parkway between 6th St. NE and 9th St. NE at the request of a downtown eating establishment. The request was in response to the Governor’s “Stay Home – Stay Healthy” proclamations which severely limited occupancy for food and beverage industries in favor of outdoor service. Businesses with off-street parking had the ability to convert some of their parking spaces to outdoor seating and service areas. However, the businesses along Valley Mall Parkway, between the Wenatchee Valley Mall and 9th St. NE, have no off-street parking on their lots. Sidewalk café style dining is not an option since sidewalks in this area are generally 7-8 feet in width which could not accommodate a seating area and still meet ADA requirements for pedestrian access. The only option for outdoor seating in this part of the city would be the “streatery” concept which is a small area designated on the street. Streateries are operated by the adjacent restaurant or bar for table service outdoors similar to a sidewalk café. The seating area is blocked off and protected from traffic with temporary barriers. The City’s code currently provides no regulations for the private use of public spaces for commercial use. 7/20/2021 Council Meeting Agenda Packet Page 37 of 164 Establishing a pilot program on an interim basis seemed like the best approach. Wenatchee developed a pilot program several years ago and the East Wenatchee ordinance includes standards from their code. Staff also reviewed codes from Portland, Lacey, Tacoma, Seattle, and Spokane. With businesses able to fully open again, no businesses asked to have the streatery option available. Just recently, staff received requests from three businesses in the downtown area for that provision. The proposed ordinance is basically the same as last year’s. This will be an interim control again. However, staff will be evaluating options to make this type of seating option available on a more permanent basis. Permits issued under the interim regulations will expire on November 30, 2021. III. Recommended Action: Motion to suspend second reading and approve Ordinance 2021-15 establishing interim official controls for streateries for a six-month period. IV. Exhibits: • Ordinance 2021-15 Financial Data: Expenditure Required Amount Budgeted Appropriation Required $0 $ 0 $ 0 7/20/2021 Council Meeting Agenda Packet Page 38 of 164 City of East Wenatchee Ordinance 2021-15 and Exhibit A Page 1 of 4 City of East Wenatchee, Washington Ordinance No. 2021-15 An Ordinance of the City of East Wenatchee adopting interim official controls as chapter 12.28 of the East Wenatchee Municipal establishing a pilot program to permit the temporary use of right-of-way for streateries along Valley Mall Parkway, to be effective for a period of six months, containing a severability clause, and establishing an effective date. Una Ordenanza de la Ciudad de East Wenatchee que adopta controles oficiales interinos como el capítulo 12.28 del East Wenatchee Municipal que establece un programa piloto para permitir el uso temporal del derecho de paso para streateries a lo largo de Valley Mall Parkway, para ser efectivo por un período de seis meses, que contiene una cláusula de divisibilidad y que establece una fecha de vigencia. 1. Alternate format. 1.1. Para leer este documento en otro formato (español, Braille, leer en voz alta, etc.), póngase 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. 2.2. In response to the Governor’s “Stay Home – Stay Healthy” proclamations 20-25 through 20-25.6 limiting indoor and outdoor occupancy for restaurants, taverns, breweries, wineries and distilleries, the City received interest from downtown merchants to allow streateries to occupy the right-of-way on Valley Mall Parkway to provide additional seating capacity for their businesses. 2.3. The businesses along Valley Mall Parkway between the Wenatchee Valley Mall and 9th St. NE have no off-street parking on their lots and as such, have no opportunity to extend their service areas outside within their property boundaries. Additionally, the sidewalks in this area are less than 10 feet in width so, sidewalk café style dining would not be a consideration due to ADA requirements for pedestrian access. 2.4. A streatery is a small area constructed in the curb space, typically where cars park or unload goods. Streateries are operated by the adjacent restaurant or bar for table service outdoors similar to a sidewalk café. 7/20/2021 Council Meeting Agenda Packet Page 39 of 164 City of East Wenatchee Ordinance 2021-15 and Exhibit A Page 2 of 4 2.5. The City’s code currently provides no regulations for the private use of public right of way for commercial use. 2.6. City Council adopted interim regulations on August 18, 2020 with Ordinance 2020-12, establishing a pilot program on an interim basis to provide an opportunity for streateries. Only one business took advantage of that provision. That ordinance has expired. 2.7. Recently, the City of East Wenatchee received interest from downtown businesses to allow streateries to occupy the street. 2.8. The adoption of a new interim control will allow the City time to evaluate provisions and standards to establish a long-term process for streateries and other similar use of public right of way to support local businesses. 2.9. Permits issued under the interim regulations will expire on November 30, 2021. 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. RCW 36.70A.390 authorizes the City Council to establish interim official controls 4. Purpose. Streateries are a type of public space allowing for an economical and creative solution to the desire for outdoor seating when sidewalks are not able to accommodate sidewalk cafés where people can sit, relax, and enjoy open-air dining. This provision provides a public benefit by enhancing the aesthetics, vibrancy, and economic vitality of the downtown area. THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO ORDAIN AS FOLLOWS: 5. Interim Official Controls. Establishing interim regulations and permit requirements for the temporary private use of public space along Valley Mall Parkway for the purpose establishing outdoor service areas commonly known as “streateries” as set forth in Exhibit A. 6. Findings of Fact. The City Council adopts as its findings of fact the recitals set forth above 7. Public Hearing. As required by RCW 36.70A.390 a duly advertised public hearing shall be conducted by the Council on August 24, 2021. 8. Repeal. The City Council repeals those provisions of any ordinance that are in conflict with the language of this Ordinance. 9. 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. 7/20/2021 Council Meeting Agenda Packet Page 40 of 164 City of East Wenatchee Ordinance 2021-15 and Exhibit A Page 3 of 4 10. 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. 11. Codification. As an interim control measure, Exhibit A will not be codified in the East Wenatchee Municipal Code. 12. Effective Date. This Ordinance becomes effective immediately. Passed by the City Council of East Wenatchee, at a regular meeting thereof on this __________ day of _____________________________, 2021. The City of East Wenatchee, Washington By _________________________________ Jerrilea Crawford, Mayor Authenticated: _____________________________________ Maria Holman, City Clerk Approved as to form only: _____________________________________ Devin Poulson, City Attorney Filed with the City Clerk: 8/13/2021 Passed by the City Council: __________ Published: __________ Effective Date: __________ 7/20/2021 Council Meeting Agenda Packet Page 41 of 164 City of East Wenatchee Ordinance 2021-15 and Exhibit A Page 4 of 4 Summary of Ordinance No. 2021-15 Of the City of East Wenatchee, Washington An Ordinance of the City of East Wenatchee adopting interim official controls as chapter 12.28 of the East Wenatchee Municipal establishing a pilot program to permit the temporary use of right-of-way for streateries along Valley Mall Parkway, to be effective for a period of six months, containing a severability clause, and establishing an effective date. On the __________ day of ______________________________, 2021, the City Council of the City of East Wenatchee, Washington approved Ordinance No. 2021-15, the main point of which may be summarized by its title as follows: An Ordinance of the City of East Wenatchee adopting interim official controls as chapter 12.28 of the East Wenatchee Municipal establishing a pilot program to permit the temporary use of right-of-way for streateries along Valley Mall Parkway, to be effective for a period of six months, containing a severability clause, and establishing an effective date. The full text of this Ordinance is available at www.eastwenatcheewa.gov. Dated this __________ day of ________________________________, 2021. _____________________________ Maria Holman, City Clerk 7/20/2021 Council Meeting Agenda Packet Page 42 of 164 Proposed Chapter 12.28 EWMC Temporary Use of Right-of-Way – Streateries Page 1 Chapter 12.28 Temporary Use of Right-of-Way - Streateries Sections: 12.28.010 Purpose. 12.28.020 Applicability and duration. 12.28.030 Definitions. 12.28.040 Design standards and guidelines. 12.28.050 Application process. 12.28.060 Insurance and surety. 12.28.070 Permit fees. 12.28.080 No property right granted. 12.28.090 Correction and discontinuance of unsafe, nonconforming, or unauthorized use. 12.28.010 Purpose. A. The City of East Wenatchee received interest from downtown businesses to allow streateries to occupy the street. B. Streateries are a type of public space allowing for an economical and creative solution to the desire for outdoor seating when sidewalks are not able to accommodate sidewalk cafés where people can sit, relax, and enjoy open-air dining. C. This provision is intended to enhance the aesthetics, vibrancy, and economic vitality of downtown for public benefit. 12.28.020 Applicability and duration. A. This pilot program applies only to businesses located on Valley Mall Parkway between 6th St. NE and 9th St. NE. B. This pilot program will permit streateries to operate until November 30, 2021. 12.28.030 Definitions. A. “Host establishment” the business that is permitted to occupy the right-of-way. B. “Streatery” means a facility that is used specifically to support an adjacent restaurant. A streatery can be controlled as an exclusive space for the restaurant during business hours. Streateries are similar to sidewalk cafes except they occupy on-street parking spaces instead of the sidewalk. They function as an extension to an existing seating area. C. “Temporary use” means a use permitted for a specific location, which is to be utilized for a specific period of time. D. “Traveled way” means the vehicular lane of travel. 12.28.040 Design standards and guidelines. A. The streatery is only permitted to operate during the regular business hours of the host establishment. B. Fencing and barriers. 1.The seating area must be separated from the traveled way by at least 2 feet using a combination of fencing, barricades and/or planters with highly visible traffic cones or delineators enclosing the area. The side nearest the traveled way must be separated from the traveled way with a solid, structural barrier such as ecology blocks or metal barricades at least 2 feet in height. The barrier must be Exhibit A 7/20/2021 Council Meeting Agenda Packet Page 43 of 164 Proposed Chapter 12.28 EWMC Temporary Use of Right-of-Way – Streateries Page 2 painted, or appliques installed using reflective material that faces the traveled way to alert drivers of the barrier location. 2. The edge of the streatery adjacent to the unused parking stalls must be separated with standard parking curb stop. 3. All streateries must be entirely enclosed within a fence between 36 inches and 42 inches in height. Openings into and out of the streatery are permitted only along the sidewalk side and cannot exceed 10 feet in width. C. Location and size. 1. The proposed streatery must be adjacent and contiguous to the host establishment. 2. The streatery may not occupy more than 3 parking stalls. The parking stalls may be diagonal or parallel style. 3. The streatery location must be at least 25 feet from an intersection, 5 feet from a driveway, 30 feet from a stop sign, 60 feet from a bus stop sign or shelter and 15 feet from a fire hydrant. 4. The streatery must not block any utilities, access panels, valves, or other utility features. 5. The streatery must not block any stormwater drainage inlet structure and must be designed and installed in a manner that does not inhibit the stormwater drainage system for the occupied street. 6. The streatery must be completely located within the designated parking stalls and may not encroach into the sidewalk. D. No alcoholic beverage may be served or consumed within the permit area, except under the following conditions and as authorized by the Washington State Liquor and Cannabis Board: 1. The fencing required by EWMC 28.040(B) shall be at least 42 inches in height and comply with all applicable Washington Liquor and Cannabis Board regulations, including but not limited to WAC 314-02-130. 2. Alcoholic beverages may only be served in conjunction with the consumption of meals; alcoholic beverages shall not be carried or taken from the permit area. 3. All Liquor and Cannabis Board regulations, including regulations relating to “extended outside service areas” shall be adhered to. 4. A breach of any of the foregoing conditions shall be grounds for immediate suspension of the permit pursuant to subsection (j) of this section. 5. The business using the streatery must have a Washington State liquor license. E. No smoking is permitted in the streatery. F. Lighting may be permitted if properly shaded, shielded, directed, or reduced to avoid undue brightness, glare, or reflection of light onto private or public property or right- of-way in the surrounding area, and to avoid unreasonable distractions for motorists. G. No food preparation, food storage, or refrigeration apparatus shall be allowed on the public right-of-way. 7/20/2021 Council Meeting Agenda Packet Page 44 of 164 Proposed Chapter 12.28 EWMC Temporary Use of Right-of-Way – Streateries Page 3 H. If electrical service is not available within the designated streatery, power service may be provided from the adjacent business provided the conduit providing the service is located and affixed in a manner that maintains safe pedestrian travel. The extension of service may require approval from the Washington State Department of Labor and Industries and the Douglas County PUD. I. All tables, chairs and attachments must be temporary and able to be completely removed at any time. It is the permit holder’s responsibility to properly secure their furniture outside of business hours. The City of East Wenatchee shall not be held liable for any missing, damaged, and/or vandalized furniture. J. Shade coverings such as umbrellas or canopies are permitted within the streatery under the following provisions: 1. No part of the shade covering shall extend into the travel lane. The shade covering may overhang the adjacent sidewalk if there is 7 feet of clearance between the sidewalk grade and the lowest portion of the shade covering. 2. The material used for the shade covering must be manufactured of fire- resistance material. 3. The shade cover assembly must be anchored securely to withstand the wind and must be closed or removed when the business is closed. 4. Other than the name of the business using the shade cover, no advertising is permitted on the shade covering. K. No heating, cooking, or open flames are permitted. Space heaters are permitted provided they are an outdoor approved type, are located in accordance with the manufactures’ recommendations, and are located at least 2 feet from any shade covering or other flammable object or material. L. The streatery must be accessible to all users, including people with physical disabilities, wheelchair user and those with impaired vision. The design must conform to the applicable provisions, rules, regulations, and guidance of the Americans with Disabilities Act (ADA). M. The location of the streatery must not block access to bus stops or ADA parking. N. The business using the streatery must have a valid city and state business license. O. The permit holder is responsible for maintaining the permit area during operation. This includes removing, repairing, or mediation of any tripping hazards, cleaning and properly disposing of any litter or debris and generally keeping the permit area clean. P. At the expiration of the permit, the permit holder must remove all materials placed in the right-of-way. 12.28.050 Application process. A. A complete application for a Temporary ROW Use Permit for a streatery shall be submitted to the Department of Public Works for review and approval. The application shall include: 1. Application form. 2. A site plan of the design of the streatery detailing the location of existing street features such as fire hydrants, sidewalk width, trees, catch basins, street lights, 7/20/2021 Council Meeting Agenda Packet Page 45 of 164 Proposed Chapter 12.28 EWMC Temporary Use of Right-of-Way – Streateries Page 4 etc. and the proposed design of the streatery showing the tables, chairs, fencing, barriers and other features proposed to be included within the streatery. 3. An operational plan illustrating ADA compliant ingress and egress along with safety features to protect users and the structure. 4. Proof of City Business license. 5. Proof of Liquor and Cannabis Board and Health District approval if applicable. 6. Responsible party agreement. 7. Property owner consent. B. The Public Works Director or designee will make the final determination in consultation with the Community Development Department, the Police Chief, and the Building Official. This application process involves the private use of public space, as such the decision is final and not subject to appeal. C. Upon approval of the application, a Temporary ROW Use Permit will be issued to construct the streatery. D. Prior to operation of the streatery, the installation must be approved by the Health District, the Liquor and Cannabis Board (if applicable), the Fire Marshal and inspected by the city. If approved, a revocable Temporary ROW Use Permit for a streatery will be issued by the Department of Public Works. 12.28.060 Insurance. As part of a valid Temporary ROW Use Permit and prior to issuance, the applicant shall file with the city and maintain throughout the duration of the permit the following: A. A signed Indemnification and Hold Harmless Agreement to defend, indemnify save, and hold harmless the City of East Wenatchee, its officers, agents, or employees from any liability damages resulting from any and all operations under the permit, in a form approved by the City Attorney. B. The permittee shall obtain, at its sole expense, comprehensive liability insurance, with limits of not less than $500,000 per occurrence, and shall provide the city with Certificate of Liability insurance coverage during the life of the permit. Such insurance shall include the City of East Wenatchee as an additional named insured. 12.28.070 Permit fees. This is a temporary pilot program to support our local eateries, bars, and residents and as such no fees will apply. 12.28.080 No property right granted. Right-of-Way Use Permits under this section are temporary in nature, vest no permanent property rights and are revocable. The City of East Wenatchee shall retain at all times the right to terminate any permit for use of public property upon thirty (30) days written notice to the license or permit holder(s). 12.28.090 Correction and discontinuance of unsafe, nonconforming, or unauthorized use. Under the Public Work’s Director’s determination, any right-of-way use in violation of this ordinance, or being used contrary to the expressed conditions in the permit, with or without a right-of-way use permit, may order the correction or discontinuance of any the streatery. 7/20/2021 Council Meeting Agenda Packet Page 46 of 164 CITY OF EAST WENATCHEE COUNCIL AGENDA BILL To: Mayor Crawford and Council From/Presenter : Garren Melton, Natural Resource Specialist Subject: Resolution 2021-12: Interlocal Agreement Between the City and the East Wenatchee Water District Date: July 20, 2021 I. Summary Title: Resolution 2021-12: Interlocal Cooperation Agreement Between the City of East Wenatchee and the East Wenatchee Water District for Utility Work and Pavement Overlay Projects on Clements Circle and 4th St NE. II. Background/History: The City of East Wenatchee (City) formed the Transportation Benefit District (TBD) in November 2012 and ratified a Residential Street Preservation Program in January 2013. Initially, the TBD was formed as a separate legal entity; however, in 2015 the TBD transitioned to a Special Revenue Fund. In 2018, during the scoping phase, residential street paving projects were coordinated with local utility districts (e.g., East Wenatchee Water District, Douglas County Sewer District) to make the most efficient use of City and utility district resources. On February 19, 2019, City Council authorized the Mayor to execute Resolution 2019-01 which updated the City’s Residential Street Preservation Program. The 2020 Residential Street Preservation Program included overlaying S Keller Avenue, Clements Circle, and 4th Street NE (map attached). The above-mentioned pavement overlay project locations coincide with the East Wenatchee Water District’s (District) capital improvement project schedule . However, the District reduced the scope of their 2020 watermain replacement project due to the uncertainty of COVID-19 related impacts. The reduced scope resulted in postponing Clements Circle and 4th Street NE until 2021. Following the successful completion of S Keller Ave in 2020, the District is proceeding with Clements Circle and 4th St NE in 2021. Therefore, the City’s 2021 Residential Street Preservation Program includes Clements Circle and 4th St NE. Both projects have been made part of the District’s contract. The City’s portion of the contract is identified as a separated schedule in the bid documents (Schedule B). This 7/20/2021 Council Meeting Agenda Packet Page 47 of 164 collaboration effort will reduce City expenditures in terms of administrative and engineering costs by not having to develop/manage the project. The District’s 2021 water main replacement project bid opening was held on April 20, 2021 at 9:00am. Smith Excavation was the apparent low bidder and was later verified as responsive. The costs associated with Schedule B (City’s overlay portion) amount to $182,675.00 (see table below). Work began on this project on July 6, 2021. III. Recommended Action: Approve Resolution 2021-12 and authorize Mayor Crawford to execute the Interlocal Agreement between the City and East Wenatchee Water District associated with the City of East Wenatchee’s 2021 Residential Street Preservation Program. IV. Exhibits: 1. 2021 TBD Preservation Project Map; 2. Resolution 2021-12 Financial Data: Expenditure Required Amount Budgeted Appropriation Required Construction = $182,675 Engineering (est*) = $21,000 TOTAL = $203,675 TOTAL = $190,000 Yes *est = Estimate Contractor Schedule A (Water District Funds) Schedule B (City TBD Funds) Total Bid Amount Olin Excavation $505,058.13 $244,540.00 $749,598.13 Selland Construction $445,340.43 $193,220.00 $638,560.43 Pipkin Construction $415,949.98 $181,865.00 $597,814.98 Smith Excavation $397,605.04 $182,675.00 $580,280.04 Engineer’s Estimate $366,039.92 $190,947.00 $556,986.92 7/20/2021 Council Meeting Agenda Packet Page 48 of 164 N Baker AveSunset HwyEastmont AveSR 283rd St NE 5th St NE 8th St NE Grant Rd 19th St NE 4th St SE 10th St NE 15th St NE 9th St N E Hi g h l i n e D r N Kentucky Ave3rd St SE S Kentucky AveSR 285 .City of East Wenatchee 2021 Residential Overlay Program Legend Roads City Limits Paving Limits 0 0.5 10.25 Miles This map is intended for general purposes only. The City of East Wenatchee makes no representation as to the accuracy or current condition of the data shown on this map Map Created 5/19/2021 7/20/2021 Council Meeting Agenda Packet Page 49 of 164 City of East Wenatchee Resolution 2021-12 with Exhibit A. Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 1 of 2 City of East Wenatchee, Washington Resolution No. 2021-12 A Resolution of the City of East Wenatchee, Washington authorizing the Mayor to execute an Interlocal Agreement Between the City of East Wenatchee and the East Wenatchee Water District for Utility Work and Pavement Overlay Projects on Clements Circle and 4th St NE, East Wenatchee, WA 1. Alternate format. 1.1. Para leer este documento en otro formato (español, Braille, leer en voz alta, etc.), póngase en contacto con el vendedor de la ciudad al alternateformat@eastwenatcheewa.gov, 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@eastwenatcheewa.gov, at (509) 884-9515, or at 711 (TTY). 2. Authority. 2.1. 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: 3. Authorization. The City Council authorizes the Mayor to execute an Interlocal Agreement that conforms to the language set forth in Exhibit A. 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. 5. Publication. The City Council directs the City Clerk to publish a copy of the Interlocal Agreement on the City’s website once it is signed by all parties. 7/20/2021 Council Meeting Agenda Packet Page 50 of 164 City of East Wenatchee Resolution 2021-12 with Exhibit A. Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 2 of 2 6. Recording. The City Council directs the City Clerk to record the original, fully executed Interlocal Agreement with the Douglas County Auditor. 7. Effective date. This Resolution becomes effective immediately. Passed by the City Council of East Wenatchee, at a regular meeting thereof on this _____ day of _______________, 2021. The City of East Wenatchee, Washington By ________________________ Jerrilea Crawford, Mayor Attest: ___________________________ Maria Holman, City Clerk Approved as to form only: ___________________________ Devin Poulson, City Attorney Filed with the City Clerk: __________ Passed by the City Council: __________ Effective Date: __________ 7/20/2021 Council Meeting Agenda Packet Page 51 of 164 Interlocal Cooperation Agreement City of East Wenatchee and East Wenatchee Water District for Utility Work and Pavement Overlay Project Page 1 of 4 Filed for and Return to: Maria Holman, City Clerk City of East Wenatchee 271 9th Street NE East Wenatchee, WA 98802 The information contained in this boxed section is for recording purposes only pursuant to RCW 36.18 and RCW 65.04, and is not to be relied upon for any other purpose, and shall not affect the intent of any warranty contained in the document itself. Document Title: Interlocal Cooperation Agreement Between the City of East Wenatchee and the East Wenatchee Water District for Utility Work and Pavement Overlay Projects on Clements Circle and 4th St NE Grantor(s): City of East Wenatchee and East Wenatchee Water District Grantee(s): City of East Wenatchee and East Wenatchee Water District Reference Number(s) of Document Related, Assigned or Released: Not applicable Abbreviated Legal Description Not applicable Complete or Additional Legal Description on page of Document – Not applicable Assessor’s Parcel Number: Not applicable Filed with the Auditor pursuant to RCW 39.34.040 Interlocal Cooperation Agreement Between the City of East Wenatchee and the East Wenatchee Water District for Utility Work and Pavement Overlay Projects on Clements Circle and 4th St NE This Interlocal Cooperation Agreement ("Agreement") is hereby entered into by and between City of East Wenatchee ("City") and the East Wenatchee Water District ("District") sometimes collectively referred to as the "Parties”. WHEREAS, the City is engaged in road improvement projects involving overlaying the following streets: Clements Circle and 4th St NE, East Wenatchee, Douglas County, Washington ("Project"); and, WHEREAS, the District desires to replace a portion of the water main within the Project and relocate meter boxes before final paving is installed; and, WHEREAS, the City and the District desire to cooperate in the replacement of utilities prior to and during the construction of the Project; NOW, THEREFORE, in consideration of the foregoing, the City and the District agree as follows: 1. Purpose. The purpose of this Agreement is to provide for the replacement of the water main and meter relocations within the Project limit before the road improvement overlay occurs. 2. Scope of Work. The scope of work associated with the City’s Project is set out in Exhibits A and B, which are attached hereto and incorporated herein by this reference. The general location of the Project is illustrated in Exhibit A. A cost estimate containing a preliminary list of bid items associated with replacing the water main and meter relocations is set forth in Exhibit B as Schedule A. The cost of the street overlay Project is set forth in Exhibit B and is noted as Schedule B. 3. City's Obligations. The City shall: 7/20/2021 Council Meeting Agenda Packet Page 52 of 164 Interlocal Cooperation Agreement City of East Wenatchee and East Wenatchee Water District for Utility Work and Pavement Overlay Project Page 2 of 4 3.1. Provide the District with the conceptual engineering design on plan and profile sheets provided by the City's consultant; and any special provisions for the overlay Project. 3.2. Assume all liability associated with City-provided information for the design and specifications for the overlay Project being included within the Project limit as described in Exhibits A and B. 3.3. As provided for in paragraph 8 of this Agreement, reimburse the District for all costs associated with the development of the overlay Project. 3.4. Be responsible for its engineers coordinating with the District and its consultant on all aspects of design and contract document preparation. 4. District's Obligations. The District shall: 4.1. Incorporate the engineering design and specifications of the City's roadway construction plans for the Project in the water main replacement project, as described in Exhibits A and B. 4.2. Administer the construction contract, including: 4.2.1. Scheduling the construction work; 4.2.2. Disbursement of payments to the roadway contractor; and 4.2.3. Administration of change orders. 4.3. Provide field engineering, including survey control and construction staking. 4.4. Provide all construction inspection, including contractor supervision and field laboratory services. 4.5. Be responsible for the administration, management and budget for this Project. 5. Reservation of Right to Inspect. The District agrees that the City reserves the right to inspect and approve all work done on the Project prior to the City being obligated to pay the District its costs for such work. 6. Change Orders. No change orders for the City’s portion of the Project shall be approved by the District without prior written authorization from the City. 7. Duration and Termination. This Agreement shall become effective upon the signing of the Agreement by both Parties and recording with the Douglas County Auditor. This Agreement will terminate upon the completion of the Project, and the final payment for the street overlay portion of the Project is received by the District from the City. 8. Cost. The costs associated with City’s Project is set out in the lowest responsible bid for the items listed as Schedule B on Exhibit B, including a pro rata amount of the engineering and mobilization costs ("Total Cost"). The City shall reimburse the District an amount equal to the Total Cost, subject to the terms of this Agreement, as adjusted for change orders as set forth herein. The estimated 7/20/2021 Council Meeting Agenda Packet Page 53 of 164 Interlocal Cooperation Agreement City of East Wenatchee and East Wenatchee Water District for Utility Work and Pavement Overlay Project Page 3 of 4 Total Cost is $182,675 plus an additional estimated cost for engineering of $21,000. The City shall make periodic progress payments to the District. Each progress payment, subject to the terms of this Agreement, and the final payment are due within 30 days of the date the payment request is mailed by the District to the City. The City must receive the payment requests by the 10th day of each month in order to meet the 30-day requirement. 9. Records. The District shall keep and maintain accurate and complete cost records pertaining to the Project and this Agreement. The City shall have full access and the right to examine any such records during the term of this Agreement. All records, books, documents and other materials maintained, prepared, or issued by the District in the implementation of this Agreement shall be the property of the District, which shall have the responsibility of the retention and release of those materials. 10. Indemnity. The District shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, or any portion thereof, arising from injury or death to persons or damage to property occasioned by any negligent act, omission or failure of the District, its officers, agents, and employees, in connection with the work described in this agreement, or arising out of the District's non-observance or non-performance of any law, ordinance, or regulation applicable to the domestic water line portion of the Project. 11. Severability. In the event that any provision of this Agreement shall be determined to be unenforceable or otherwise invalid for any reason, such provision shall be enforced and validated to the extent permitted by law. All other provisions of this Agreement are severable, and the unenforceability or invalidity of any single provision hereof shall not affect the remaining provisions. 12. Disputes. If a dispute arises under this Agreement, authorized representatives of each party shall meet and negotiate in good faith to attempt to resolve the dispute. A dispute arising out of this Agreement that is not resolved by good- faith negotiation shall be resolved by private arbitration. As part of the arbitration award, the substantially prevailing party shall be entitled, in addition to other relief, to such reasonable attorneys' fees and costs as determined by the arbitrator. 13. Construction. This Agreement contains the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior agreements or understandings among the Parties with respect thereto. This Agreement may be amended only by an agreement in writing signed by the Parties. 14. Mutual Negotiation and Construction. This Agreement and each of the terms and provisions hereof are deemed to have been explicitly negotiated between, and; mutually drafted by, the Parties, and the language in all parts of this 7/20/2021 Council Meeting Agenda Packet Page 54 of 164 Interlocal Cooperation Agreement City of East Wenatchee and East Wenatchee Water District for Utility Work and Pavement Overlay Project Page 4 of 4 Agreement shall, in all cases, be construed according to its fair meaning and not strictly for or against either Party. 15. Governing Law; Venue. This Agreement is governed by the laws of the state of Washington, without regard to its conflict of law provisions. IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the ________ day of ____________, 2021. CITY OF EAST WENATCHEE, WASHINGTON By Jerrilea Crawford, Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Attorney EAST WENATCHEE WATER DISTRICT Chair Commissioner Commissioner 7/20/2021 Council Meeting Agenda Packet Page 55 of 164 N Baker AveSunset HwyEastmont AveSR 283rd St NE 5th St NE 8th St NE Grant Rd 19th St NE 4th St SE 10th St NE 15th St NE 9th St N E Hi g h l i n e D r N Kentucky Ave3rd St SE S Kentucky AveSR 285 .City of East Wenatchee 2021 Residential Overlay Program Legend Roads City Limits Paving Limits 0 0.5 10.25 Miles This map is intended for general purposes only. The City of East Wenatchee makes no representation as to the accuracy or current condition of the data shown on this map Map Created 5/19/2021 7/20/2021 Council Meeting Agenda Packet Page 56 of 164 Exhibit B 7/20/2021 Council Meeting Agenda Packet Page 57 of 164 CITY OF EAST WENATCHEE COUNCIL AGENDA BILL To: Mayor Crawford and Council From/Presenter : Garren Melton, Natural Resource Specialist Subject: Resolution 2021-13 Transportation Benefit District Project List Update Date: July 20, 2021 I. Summary Title: Resolution 2021-13: Updating the City of East Wenatchee’s (City) Transportation Benefit District (TBD) Project List. II. Background/History: The City formed the TBD in November 2012 and adopted a Residential Street Preservation Program in January 2013. The project list has been updated regularly since to add new projects and prioritize areas where the City can partner with local utility districts to save cost. The most recent iteration of the project list was adopted on February 19, 2019 with the passing of Resolution 2019-01. With the Corona Virus creating uncertainty in future funding sources the City and East Wenatchee Water Dist rict opted to delay the construction of two TBD funded projects from 2020 to 2021. This pushed all planned TBD projects back one year. This update reflects the Covid delays and proposes adding a signal upgrade project to the 2021 schedule. The cost of all planned projects through 2025 totals approximately $1.5 million dollars. III. Recommended Action: Adopt Resolution 2021-13 to update the Project List for East Wenatchee’s Transportation Benefit District IV. Exhibits: 1. Resolution 2021-13 2. TBD Project List Financial Data: Expenditure Required Amount Budgeted Appropriation Required NA NA No *est = Estimate 7/20/2021 Council Meeting Agenda Packet Page 58 of 164 City of East Wenatchee Resolution 2021-13 with Exhibit A Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 1 of 3 RESOLUTION NO. 2021-13 A RESOLUTION OF THE CITY OF EAST WENATCHEE, WASHINGTON UPDATING THE CITY’S RESIDENTIAL STREET OVERLAY PROGRAM. 1.Alternate format. 1.1. Para leer este documento en otro formato (español, Braille, leer en voz alta, etc.), póngase en contacto con el vendedor de la ciudad al alternateformat@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 (509) 884-9515, at alternateformat@eastwenatcheewa.gov, or at 711 (TTY). 2.Authority. 2.1.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: 3.Repeal Resolution 2019-01. This resolution repeals the City of East Wenatchee Resolution 2019-01. 4.Designation of Transportation Improvement Projects. The East Wenatchee City Council designates the transportation improvement projects set forth in Exhibit A as the projects the City intends to finance with the revenue generated by the vehicle license fee it imposed. The City Council may update the improvement projects set forth in Exhibit A from time to time. Allowable expenses of an improvement project include all necessary expenses for: acquisition of property; inspection and testing; administration and relocation; and all design, engineering, legal, financial, architectural, and planning costs. The cost of replacing equipment is not an allowable expense. 7/20/2021 Council Meeting Agenda Packet Page 59 of 164 City of East Wenatchee Resolution 2021-13 with Exhibit A Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 2 of 3 5. Cost of Improvement Projects. The City Council estimates the cost of the improvement projects will be about $1.5 Million. 6. Priority of Improvement Projects. Although Exhibit A sets forth the anticipated order that the improvement projects will be completed, the City Council retains discretion to determine the exact location and specifications of an improvement project, as well as the timing, order and manner of completing and improvement project. If the City Council complies with its material change policy and if the City Council complies with the notice, hearing, and other procedures described in Chapter 36.73 (including RCW 36.73.050(2)(b), the City Council may alter; make substitutions to and amend the description of an improvement project as it determines is in the best interests of the City 7. 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. 8. Effective Date. This Resolution becomes effective immediately. Passed by the City Council of East Wenatchee, at a regul ar meeting thereof on this 20th day of July, 2021. 7/20/2021 Council Meeting Agenda Packet Page 60 of 164 City of East Wenatchee Resolution 2021-13 with Exhibit A Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 3 of 3 CITY OF EAST WENATCHEE, WASHINGTON By _________________________________ Jerrilea Crawford, Mayor ATTEST: ___________________________ Maria Holman, City Clerk Approved as to form only: ___________________________ Devin Poulson, City Attorney Filed with the City Clerk: __________ Passed by the City Council: __________ Effective Date: __________ 7/20/2021 Council Meeting Agenda Packet Page 61 of 164 Construction Annual Year Project Name From To 2021 Cost Estimate Year Cost Program Cost 2021 Clemonts Cir 13th St NE 13th St NE 2021 4th St NE N Colorado Eastmont Ave 190,000$190,000$ 2021 NA NA 45,000$45,000$235,000$ 2022 Hamilton Ave Standerfer Dead-end 63,000$67,410$ 2022 Standerfer Hamilton Ave Valley Mall Pky 27,500$29,425$ 2022 N Colorado Ave Colby Ct 3rd St NE 210,000$224,700$321,535$ 2023 N Dayton Ave 6th St NE 5th St NE 55,000$62,970$ 2023 Harrison Ct 10th St NE Jackson Ave 115,000$131,664$ 2023 6th St NE N Colorado Eastmont Ave 125,000$143,113$337,746$ 2024 Parkroy Loop S Iowa Ave S Houston Ave 210,000$257,259$257,259$ 2025 Green Place Grant Rd Dead-end 120,000$157,296$ 2025 S Georgia Ave Grant Rd 1st Pl SE 62,000$81,269$ 2025 S Gillmore Ave Grant Rd 1st Pl SE 58,000$76,026$314,591$ Eastmont/9th St NE Signal Upgrade Exhibit A Transportation Benefit District Project List and Schedule 7/20/2021 Council Meeting Agenda Packet Page 62 of 164 CITY OF EAST WENATCHEE COUNCIL AGENDA BILL To: Mayor Crawford and Council From/Presenter : Garren Melton, Natural Resource Specialist Subject: Resolution 2021-14: 9th Street NE and Eastmont Avenue Signal Upgrade Date: July 20, 2021 I. Summary Title: Resolution 2021-14: Supplementing Agreement GM-01489 between the City of East Wenatchee (City) and the Washington State Department of Transportation (DOT) for a Signal Upgrade at 9th Street NE and Eastmont Avenue. II. Background/History: The City entered into a Signal Maintenance Agreement with the DOT on April 17, 1980. This agreement has undergone several iterations due to the City acquiring new signals through annexations and the costs associated with maintaining signals changing as new technology becomes available. City staff have received several complaints regarding the signal on 9th St NE and Eastmont Ave. After inspecting the signal, it became evident that the video detection cameras that control the signal were not functioning as intended. The DOT evaluated the system and determined that the cameras had exceeded their useful lives and would continue to malfunction regularly unless replaced. Due to the age of the existing system the cost to repair is higher than upgrading to a modern system. The current system was installed in the late 1990s and relies on cameras to detect when cars are present at the intersection. Due to the technology of the time the system is not sensitive enough to pick up some bikes and motorcycles, and does not function well in rain, snow, or bright conditions. The proposed replacement will utilize radar detection, making environmental factors a non-issue. These systems are used by the DOT and the City of Wenatchee with great success. The current agreement GM-01489 tasks the DOT with all maintenance and emergency repairs to eight (8) City owned signals. This agreement also includes an option for the City to utilize DOT to upgrade the detection technology on the signals. The City must pay for all direct and indirect costs of these upgrades. The cost quoted to the C ity by the DOT for this project is $45,000. 7/20/2021 Council Meeting Agenda Packet Page 63 of 164 This is an unbudgeted expense but due to favorable bids and slightly smaller projects planned in 2021 this repair can be included in the 2021 Transportation Benefit District (TBD) Project Schedule without outspending the TBDs 2021 expected revenue. III. Recommended Action: Approve Resolution 2021-14 and authorize Mayor Crawford to execute the Supplement to Agreement GM-01489 between the City of East Wenatchee and the Washington State Department of Transportation associated with the Signal Upgrade at 9th St NE and Eastmont Ave. IV. Exhibits: 1. Resolution 2021-14 2. DOT Supplemental Agreement Financial Data: Expenditure Required Amount Budgeted Appropriation Required TOTAL = $45,000* TOTAL = $190,000 Yes *est = Estimate 7/20/2021 Council Meeting Agenda Packet Page 64 of 164 City of East Wenatchee Resolution 2021-14 with Exhibit A Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 1 of 2 City of East Wenatchee, Washington Resolution No. 2021-14 A Resolution of the City of East Wenatchee, Washington authorizing the Mayor to execute a Supplement to an Agreement Between the City of East Wenatchee and the Washington State Department of Transportation for Traffic Signal Upgrades at the Intersection of Eastmont Avenue and 9th Street NE. 1. Alternate format. 1.1. Para leer este documento en otro formato (español, Braille, leer en voz alta, etc.), póngase en contacto con el vendedor de la ciudad al alternateformat@eastwenatcheewa.gov, 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@eastwenatchee wa.gov, at (509) 884-9515, or at 711 (TTY). 2. Authority. 2.1. 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: 3. Authorization . The City Council authorizes the Mayor to execute a Supplement to Agreement GM-01489 that conforms to the language set forth in Exhibit A. 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. 5. Publication. The City Council directs the City Clerk to publish a copy of the Agreement on the City’s website once it is signed by all parties. 7/20/2021 Council Meeting Agenda Packet Page 65 of 164 City of East Wenatchee Resolution 2021-14 with Exhibit A Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 2 of 2 6. Recording. The City Council directs the City Clerk to record the original, fully executed Interlocal Agreement w ith the Douglas County Auditor. 7. Effective date. This Resolution becomes effective immediately. Passed by the City Council of East Wenatchee, at a regular meeting thereof on this _____ day of _______________, 2021. The City of East Wenatchee, Washington By ________________________ Jerrilea Crawford, Mayor Attest: ___________________________ Maria Holman, City Clerk Approved as to form only: ___________________________ Devin Poulson, City Attorney Filed with the City Clerk: __________ Passed by the City Council: __________ Effective Date: __________ 7/20/2021 Council Meeting Agenda Packet Page 66 of 164 7/20/2021 Council Meeting Agenda Packet Page 67 of 164 7/20/2021 Council Meeting Agenda Packet Page 68 of 164 7/20/2021 Council Meeting Agenda Packet Page 69 of 164 7/20/2021 Council Meeting Agenda Packet Page 70 of 164 7/20/2021 Council Meeting Agenda Packet Page 71 of 164 7/20/2021 Council Meeting Agenda Packet Page 72 of 164 7/20/2021 Council Meeting Agenda Packet Page 73 of 164 7/20/2021 Council Meeting Agenda Packet Page 74 of 164 7/20/2021 Council Meeting Agenda Packet Page 75 of 164 CITY OF EAST WENATCHEE COUNCIL AGENDA BILL To: Mayor Crawford and Council. From/Presenter: Maria Holman, Human Resources Department Subject: Government Lexipol Policy Solution Platform. Date: July 20, 2021 I. Summary Title: The City of East Wenatchee is preparing to adopt new policies. This will require a policy rewrite and policy update. Updating citywide policies will present difficult questions about the current laws and regulations while reviewing and updating current policies and procedures. Lexipol’s Professional Solution Platform provides policy customization assistance to fit the City’s specific needs; guidance from policy consultants who average 30 years of experience in public safety and local government; have proven experience and success in the public safety sector, project management assistance to help meet timelines and legally/successfully adopt new policies. II. Background/History: Currently the city’s policies are adopted by various Resolutions. The Personnel Manual is adopted by Resolution No. 2017-08, that was subsequently amended by Resolutions No. 2018-16, 2019-05, and 2020-21, the City reserves the right to repeal, modify or amend these policies. The Personnel Policies do not create a vested contractual right for any employee. The solution proposed by Lexipol solves some of the major challenges that the City faces in updating its Personnel Manuel: • It allows the City to keep abreast of current changes in federal and state law in real time; • It allows the City to review and adopt best practices that have been peer reviewed by professional lawyers and HR personnel. • It allows the City to maintain an up-to-date central repository of all City policies that are easily accessed by all City employees in real time • It allows the City to push out up to date training in real time. • It allows City employees to easily review and comment on proposed changes. Human Resources must be continuously learning and keeping up with changing legislation (federal, state, and local laws and regulations). Also, understanding the significance of the changes and the impacts it will have on the city. Personnel policies are created to establish expectations and provide guidance to employees and supervisors on how to handle workplace situations. Company policies help ensure that people are treated fairly, define appropriate behavior in the workplace, and keep order. Additionally, they can help keep morale up and retain good employees. 7/20/2021 Council Meeting Agenda Packet Page 76 of 164 When policies are drafted it is difficult to communicate and educate staff on changes and reasons for the change. Lexipol’s platform provides a training system, this system pushes out 10-monthly training bulletins. The bulletins are designed to help employees learn and apply city policy content through 2-minute training exercises. The training is concluded with a question that confirms the employee understood the training. Lexipol has been proven defensible with up-to-date policies that will lower liability and risk to the city. Lexipol’s legal team continuously reviews laws and regulations, court decisions, and best practices. When needed they will provide updates to the city, making it simple and efficient to keep our policy up to date. Updates are received through the Lexipol platform, the city will review updates and accept, reject or customize each update. Lexipol additionally streamlines and provides efficiencies by tracking employee acknowledgments when changes are made to the personnel manual. The current process of collecting signed acknowledgments takes weeks after sending, tracking, and collecting forms. The total cost is $15,137.35 for the full implementation of Lexipol of which $11,150.00 is a one-time fee, and the $3,987.35 is the annual recurring subscription and service fee. Cities Insurance of Washington (CIAW), the City’s insurance provider has agreed to reimburse 50% of the $15,137.35 implementation cost ($7,568.65 reimbursement after implementation). CIAW also committed to pay 25% of the annual recurring subscription every year for the annual recurring fee because keeping policies current reduces risk. The annual recurring subscription fee before the 25% reimbursement from CIAW is approximately $332.28 per month. This is a small monthly cost to have a legal department keep the City in compliance, current, and up to date with personnel policies. This is more cost-effective than having the City Attorney or a local firm maintain our personnel policies. This information was presented to the Finance Committee on 7/16/2021, and the committee supported Lexipol Solutions moving forward for City Council consideration. III. Recommended Action: Authorize the Mayor to negotiate and an agreement with Lexipol Policy Solutions for the administration of personnel policies and training online platform, for an amount not to exceed $15,137.35. IV. Exhibits: • Lexipol Solutions Proposal • Lexipol Case Study • September 1, 2020, Personnel Policies and Procedures. • 2011 Use of City Resources Policy. • 2001 Workplace Harassment Policy. • 1992 Whistleblower Policy. Financial Data: Expenditure Required Amount Budgeted Appropriation Required 15,137.35 15,137.35 7/20/2021 Council Meeting Agenda Packet Page 77 of 164 PREPARED FOR: City of East Wenatchee City Clerk Maria Holman mholman@eastwenatcheewa.gov 509-886-6103 PREPARED BY: Jeffrey Hopper jhopper@lexipol.com (816) 788-6644 2611 Internet Blvd, Ste 100 Frisco, Texas 75034 (844) 312-9500 www.lexipol.com 7/20/2021 Council Meeting Agenda Packet Page 78 of 164 Executive Summary Public safety agencies and local government organizations today face challenges of keeping personnel safe and healthy, reducing risk and maintaining a positive reputation. Add to that the dynamically changing legislative landscape and evolving best practices, and even the most progressive, forward-thinking departments can struggle to keep up. Lexipol's solutions are designed to save you time and money while protecting your personnel and your community. Our team consists of professionals with expertise in public safety law, policy, training, mental health and grants. We continually monitor changes and trends in legislation, case law and best practices and use this knowledge to create policies, training, wellness resources and funding services that minimize risk and help you effectively serve your community. THE LEXIPOL ADVANTAGE Lexipol was founded by public safety experts who saw a need for a better, safer way to run a public safety agency. Since the company launch in 2003, Lexipol has grown to form an entire risk management solution for public safety and local government. Today, we serve more than 8,100 agencies and municipalities and 2 million public safety and government professionals with a range of informational and technological solutions to meet the challenges facing these dynamic industries. In addition to providing policy management, online training, wellness resources, and grant assistance, we provide 24/7 industry news and analysis through the digital communities Police1, FireRescue1, Corrections1, EMS1 and Gov1. Our customers choose Lexipol to make an investment in the safety and security of their personnel, their agencies and their communities. We help agencies address issues that create substantial risk, including: • Inconsistent and outdated polices • Lack of technology to easily update and issue policies and training electronically • Unchecked mental health needs of staff • Difficulty keeping up with new and changing legislation and practices • Inability to produce policy acknowledgment and training documentation • Unfamiliarity of city legal resources with the intricacies of public safety law • The need to secure grant funding for critical equipment, infrastructure and personnel Lexipol is backed by the expertise of 320 employees with more than 2,075 years of combined experience in constitutional law, civil rights, ADA and discrimination, mental health, psychology, labor negotiations, Internal Affairs, use of force, hazmat, instructional design, federal and state grants and a whole lot more. That means no more trying to figure out policy, develop training or wellness content or secure funding on your own. You can draw on the experience of our dedicated team members who have researched, taught and lived these issues. We look forward to working with City of East Wenatchee to address your unique challenges. Copyright 2020 © Lexipol - Rev 6/28/2018 Page 2 of 5 7/20/2021 Council Meeting Agenda Packet Page 79 of 164 Scope of Services Local Government Administration Policy Manual Legally defensible, up-to-date policies are the foundation for consistent, safe local government functions and are key to lowering liability and risk. Lexipol's comprehensive policy manual covers key aspects of your organization's general operations, facilities, and equipment, records, and personnel policy needs. • Approximately 50 policies researched and written by public safety attorneys and subject matter experts • Policies based on federal laws and regulations as well as nationwide best practices • Ability to customize content to reflect your organization's unique terminology and structure Daily Training Bulletins (DTBs) Even the best policy manual lacks effectiveness if it's not backed by training. Lexipol's Daily Training Bulletins are designed to help your personnel learn and apply your agency's policy content through 2-minute training exercises. • Scenario-based training ties policy to real-world applications • Understanding and retention of policy content is improved via a singular focus on one distinct aspect of the policy • Each Daily Training Bulletin concludes with a question that confirms the user understood the training objective • Daily Training Bulletins can be completed via computers or from smartphones, tablets or other mobile devices • Reports show completion of Daily Training Bulletins by agency member and topic Policy Updates Lexipol's legal and content development teams continuously review laws and regulations, court decisions and evolving best practices. When needed, we create new and updated policies and provide them to your agency, making it simple and efficient to keep your policy content up to date. • Updates delivered to you through Lexipol's web-based content delivery platform • Changes presented in side-by-side comparison against existing policy so you can easily identify modifications/improvements • Your agency can accept, reject or customize each update Web-Based Delivery Platform and Mobile App (Knowledge Management System) Lexipol's online content delivery platform, called KMS, provides secure storage and easy access to all your policy and training content, and our KMS mobile app facilitates staff use of policies and training completion. • Ability to edit and customize content to reflect your agency's mission and philosophy • Efficient distribution of policies, updates and training to staff • Archival and easy retrieval of all versions of your agency's policy manual • Mobile app provides in-the-field access to policy and training materials Reports Lexipol's Knowledge Management System provides intuitive reporting capabilities and easy-to-read reports that enhance command staff meetings and strategic planning. • Track and report when your personnel have acknowledged policies and policy updates • Produce reports showing completion of Daily Training Bulletins • Sort reports by agency member, topic and other subgroups (e.g., shift, assignment) • Reduce the time your supervisors spend verifying policy acknowledgement and training completion Supplemental Publication Service Lexipol's Supplemental Publication Service (SPS) streamlines the storage of your agency's content, giving you one place to access procedures, guidelines, general orders, training guides or secondary policy manuals. • Electronically links department-specific procedural or supplemental content to your policy manual • Provides electronic issuance and tracking for your agency's procedural or supplemental content • Allows you to create Daily Training Bulletins against your procedural content • Designed for standard operating guidelines, procedures, general orders or field guides Full Implementation Copyright 2020 © Lexipol - Rev 6/28/2018 Page 3 of 5 7/20/2021 Council Meeting Agenda Packet Page 80 of 164 Lexipol's Full Implementation Service is individually tailored for agencies who want a start-to-finish, comprehensive policy adoption assistance. Lexipol's experienced Professional Services staff will: • Streamline the process of policy adoption • Assist your agency in developing a policy manual that meets your unique needs, philosophy and project timeline • Integrate pre-existing agency content into appropriate sections within the policy manual • Use a proven structure of policy editing and content merging, which will provide a framework to expedite subsequent policy updates and Daily Training Bulletin administration Copyright 2020 © Lexipol - Rev 6/28/2018 Page 4 of 5 7/20/2021 Council Meeting Agenda Packet Page 81 of 164 Proposal Prepared By: Jeffrey Hopper Quote #:Q-22734-1 Phone: (816) 788-6644 Date:6/21/2021 Email: jhopper@lexipol.com Valid Through:9/19/2021 Overview Lexipol empowers first responders and public servants to best meet the needs of their residents safely and responsibly. We are the experts in policy, training and wellness support, committed to improving the quality of life for all community members. Our solutions include state-specific policies, online learning, behavioral health resources, funding assistance, and industry news and information offered through the websites Police1, FireRescue1, EMS1 and Corrections1. Lexipol serves more than 2 million public safety and government professionals in over 8,000 agencies and municipalities. The services proposed below are designed to meet your agency’s specific goals and needs. QTY DESCRIPTION UNIT PRICE DISC DISC AMT EXTENDED 1 Annual Local Government Administration Policy Manual & Daily Training Bulletins w/Supplemental Publication Service (12 Months) USD 4,691.00 15%USD 703.65 USD 3,987.35 Subscription Line Items Total USD 703.65 USD 3,987.35 1 Local Government Administration Full Implementation USD 11,150.00 USD 0.00 USD 11,150.00 One-Time Line Items Total USD 0.00 USD 11,150.00 USD 703.65 USD 15,137.35 Discount:USD 703.65 TOTAL:USD 15,137.35 *Government Policy pricing is based on 28 Government Users. Discount Notes 15% Annual Subscription Discount - PD is a Subscriber Copyright 2020 © Lexipol - Rev 6/28/2018 Page 5 of 5 7/20/2021 Council Meeting Agenda Packet Page 82 of 164 www.lexipol.com 844-312-9500 THE CHALLENGE As John Orzech prepared to take on the role of assistant city manager with Sandusky, Ohio, he knew he faced a big challenge. “One of the responsibilities the city manager tasked me with was helping out the Human Resources department,” Orzech says. “I knew the city’s policies and procedures were in bad shape. We had binders and folders of policies dating back to the 1980s and ’90s from a bunch of different city managers. Our travel policy had a 1970s station wagon on the front cover.” In addition, there was no central place to access policies and as a result, a lot of new employees weren’t aware of policies. “People didn’t know where to get information about vacation, personal use of their work computers, etc.,” Orzech says. “They relied on word of mouth to learn”—which created the potential for inconsistencies and misconceptions. THE SOLUTION As the former chief of the Sandusky Police Department, Orzech had faced some of the same issues with outdated policies and had successfully implemented Lexipol’s Law Enforcement Policies and Training solution in the department. “The Lexipol policy and procedure for law enforcement is second to none. So when I received an email saying Lexipol was now offering Local Government Administration policies, I knew it would be instrumental in moving the city forward,” he says. Orzech used Lexipol’s Implementation Services to keep the policy implementation project running smoothly. “I knew going in that we needed a small team of people to make decisions, and with the help of our Implementation Services representative, the process was pretty simple,” he says. Orzech brought together the directors of the city’s Sandusky, Ohio, is a community of approximately 25,000 located on the shores of Lake Erie. The city began using Lexipol’s Local Government policies in 2020. “Lexipol has helped us break down barriers around policy—everyone has access, everyone knows what the expectation is. THINKING DIFFERENTLY ABOUT POLICY CITY OF SANDUSKY, OHIO CASE STUDY 7/20/2021 Council Meeting Agenda Packet Page 83 of 164 www.lexipol.com 844-312-9500 Human Resources, Finance and Legal divisions, as well as a lieutenant from the Police Department who had familiarity with the process of implementing Lexipol policies. “We drove the process, but our Implementation Services representative was essential to keeping us on task and holding us accountable,” Orzech says. “He guided us through each section of the policy, helped us do what we needed to do and move on. I knew from working on the police department implementation that Lexipol has the process down and if we let Lexipol lead, it goes well. The Implementation Services folks are there to answer specific questions about why the policies are in place and to help us think outside the box. We wanted to get away from the ‘we have always done it this way’ mentality.” THE RESULTS In fact, thinking differently about policy was one of Orzech’s goals in the implementation of new policies. “Some of our longer-term employees were accustomed to policies getting issued because someone did something wrong,” he says. “This led to a lack of trust between employees and administration about policies and the intent of issuing them.” With Lexipol, all city employees are provided access to the policies, creating transparency and helping to build shared understanding about why the policies exist. “Lexipol has helped us break down barriers around policy— everyone has access, everyone knows what the expectation is,” Orzech says. In addition to bringing Sandusky’s policies up to date, working with Lexipol has helped enhance equity in city administration decisions. “There’s so much value in having policies that all the employees are familiar with,” Orzech says. “Every year, there was a request to use our city parks to put up holiday displays, and every year we had to have a conversation about it and make a new decision—what’s OK and what’s not. Now there is a policy about it, and we just refer to the policy.” Ultimately, Orzech sees the implementation of Lexipol’s Local Government Administration policies as critical to the city’s future development. “As we emerge from COVID, we’re starting to hire now, and that onboarding process starts with Lexipol,” Orzech says. “It’s critically important our new employees know what the policies are and where to find them. It sets a foundation for us to build on. I’m a big believer in Lexipol’s program.” “We drove the process, but our Implementation Services representative was essential to keeping us on task. CITY OF SANDUSKY, OHIO 7/20/2021 Council Meeting Agenda Packet Page 84 of 164 i City of East Wenatchee Manual of Personnel Policies and Procedures. Effective September 1, 2020 7/20/2021 Council Meeting Agenda Packet Page 85 of 164 ii Forward As an employee of the City of East Wenatchee (“City”), you are among an elite group of people who have chosen public service as a career field. Public service rewards those who truly believe in the age-old concept of service. Because it is vital for an employee to consistently contribute to the overall level of service provided by the City, the City designed this employee handbook to give you the foundation to formulate your personal plan of how you best represent the vision, ideals and values of the City. Promoting Positive Public Relations Because the City is owned, financed and controlled by the people, the citizens of the City are ultimately your employer. Hence, in your everyday dealings with the public, with elected officials, and with co- workers, you must always be helpful and courteous. Although you ultimately answer to the citizens, you need to follow the proper chain- of-command from the line worker, to the supervisor, to the department head, and ultimately to the Mayor. You must factor the public’s wellbeing into every decision you make as a City employee. If you are uncomfortable with the decision you are about to make, then it is better you refer the decision to the next in line in the chain-of- command. Manual/Handbook Purpose The purpose of workplace rules and regulations facilitates efficient service to the public and to develop a uniform system that equitably deals with all employees of the departments. These policies are adopted by Resolution No. 2017-18, amended by Resolution 2018-16, by Resolution 2019-05, and by Resolution 2020-21. The City reserves the right to repeal, modify or amend these policies. By implementing these policies, the City is not creating a vested contractual right for any employee, and the City is not limiting the power of the City Council to repeal or modify these policies. 7/20/2021 Council Meeting Agenda Packet Page 86 of 164 iii TABLE OF CONTENTS FORWARD..............................................................................................ii PROMOTING POSITIVE PUBLIC RELATIONS ...................................ii MANUAL/HANDBOOK PURPOSE........................................................ii CHAPTER 1-GENERAL ..........................................................................1 1.1 City employees are “at will’ employees.......................................1 1.2 Letter from the Mayor. ...............................................................2 1.3 Code of Ethic………......................................................................2 1.4 Equal Employment Opportunity ...............................................5 1.5 Workplace Violence ....................................................................5 1.6 Anti-Harassment........................................................................6 1.7 Definitions ..................................................................................6 1.8 Personnel Records......................................................................7 1.9 Safety Equipment............................................................................8 CHAPTER 2-HOURS AND ATTENDANCE……………………………………….9 2.1 Working hours. ...........................................................................9 2.2 Hours of work and overtime.......................................................9 2.3 Compensatory time...................................................................10 2.4 Attendance ................................................................................10 2.5 Breaks and meal periods...........................................................11 2.6 Call back....................................................................................11 2.7 Payroll records ..........................................................................12 CHAPTER 3-EMPLOYMENT PRACTICES..........................................13 3.1 Recruiting. .................................................................................13 3.2 Hiring. .......................................................................................13 3.3 Temporary employees...............................................................14 3.4 Employment of relatives (Nepotism) .......................................15 3.5 Promotions and transfers….......................................................15 CHAPTER 4-COMPENSATION...........................................................16 4.1 Paydays ......................................................................................16 4.2 Deductions ................................................................................16 4.3 Salary classification, grades, and pay rates. .............................16 4.4 Longevity pay plan....................................................................17 4.5 Tuition reimbursement policy for employees who are not members of a collective bargaining unit. ...........................................18 4.6 Travel expenses........................................................................18 7/20/2021 Council Meeting Agenda Packet Page 87 of 164 iv 4.7 Compensation upon termination. ...........................................19 CHAPTER 5-PERFORMANCE EVALUATIONS AND TRAINING.....21 5.1 Performance evaluations. .........................................................21 5.2 Training policy..........................................................................21 CHAPTER 6-BENEFITS. ......................................................................22 6.1 Retirement benefits..................................................................22 6.2 Disability benefits. ...................................................................22 6.3 Insurance benefits. ...................................................................23 6.4 Employment recognition and service awards..........................26 CHAPTER 7-LEAVES OF ABSENCE AND TIME OFF. ......................27 7.1 Leaves........................................................................................27 7.2 Vacation. ...................................................................................27 7.3 Sick leave..................................................................................29 7.4 Leave without pay. ...................................................................30 7.5 Jury and witness leave..............................................................31 7.6 Military leave………...................................................................31 7.7 Administrative leave..................................................................31 7.8 Bereavement leave. ..................................................................31 7.9 Holidays. ...................................................................................32 7.10 Faith or conscience leave.........................................................32 7.11 Family and Medical Leave (“FMLA”).......................................33 7.12. Domestic violence leave…………………………………………………....33 CHAPTER 8-EMPLOYEE RESPONSIBILITIES AND CONDUCT. …..35 8.1 General policy...........................................................................35 8.2 Outside employment and conflicts of interest. .......................35 8.3 Political activities. ....................................................................36 8.4 No tobacco use policy. ..............................................................36 8.5 Use of City vehicles and equipment…......................................36 8.6 Contact with news media. ….....................................................37 8.7 Seat belt policy. ........................................................................37 8.8 Driver’s license requirements..................................................37 8.9 Safety.......................................................................................37 8.10 Substance abuse. ....................................................................37 8.11 Drug-free workplace................................................................38 8.12 No solicitation...........................................................................38 7/20/2021 Council Meeting Agenda Packet Page 88 of 164 v 8.13 Internet and email use policies and protocol. .........................38 CHAPTER 9-CONFLICT REVIEW PROCEDURE...............................39 9.1 Conflict review process. ............................................................39 CHAPTER 10-DISCIPLINE AND TERMINATIONS...........................41 10.1 Discipline. .................................................................................41 10.2 Termination..............................................................................41 10.3 Layoff........................................................................................42 10.4 Resignation...............................................................................43 10.5 Death. .......................................................................................43 10.6 Exit interviews..........................................................................43 CHAPTER 11-ADDITIONAL POLICIES. ..............................................44 11.1 Fitness test................................................................................44 11.2 Bilingual Incentive Pay.............................................................44 11.3 Light Duty. .................................................................................44 11.4 Policies incorporated by reference. ..........................................45 7/20/2021 Council Meeting Agenda Packet Page 89 of 164 1 Chapter 1-General 1.1 City employees are “at will’ employees. (a) This manual contains the policies and the procedures, which both the City and all its employees shall follow during an employee’s employment by the City. The City Council may amend or repeal these policies and these procedures. The City intends these policies and procedures to govern the employment relationship between the City and its employees. Employees may rely upon these policies and procedures so long as they are in effect. If, however, an employee receives specific notice from the Mayor that the City intends to deviate from or change any policy or procedure as to that employee, the contents of specific notice shall solely govern that employee’s employment relationship with the City. (b) ALL CITY EMPLOYEES ARE EMPLOYED STRICTLY AT THE WILL OF THE CITY. BECAUSE ALL CITY EMPLOYEES ARE “AT WILL EMPLOYEES.” NOTHING CONTAINED IN THIS MANUAL IS MEANT TO, NOR SHALL, CONSTITUTE ANY WAIVER OF THE CITY’S RIGHT TO TERMINATE ANY CITY EMPLOYEE, INCLUDING DEPARTMENT HEADS, FOR ANY REASON. (c) These personnel policies apply to all City employees. These personnel policies shall not apply to elected officials and independent contractors. If any provision conflicts with any provision of a valid and effective collective bargaining agreement, the provision of the collective bargaining agreement shall govern. Similarly, if any provision conflicts with any provision of applicable Civil Service rules and regulations, the provision of the Civil Service rules and regulations shall govern. In all other cases, these policies shall govern. 7/20/2021 Council Meeting Agenda Packet Page 90 of 164 2 1.2 Letter from the Mayor. In 1931, East Wenatchee, Washington was the landing site of the first non-stop trans-Pacific flight. Shortly after taking off from Misawa, Japan, Pilot Clyde Pangborn jettisoned his plane’s landing gear to conserve fuel. Then he piloted his plane, Miss Veedol, 4,500 miles (4.5 times further than Lindbergh’s trans-Atlantic flight) across the Pacific Ocean and successfully landed in East Wenatchee. A hanger at East Wenatchee’s Pangborn Airport now houses a replica of Miss Veedol. In accomplishing its dual mission of providing high quality services to its citizens and conserving their resources, the City seeks to replicate the values that brought Miss Veedol across the Pacific Ocean, namely: vision, preparation, hard- work and courage. As Mayor, I invite all employees to emulate these qualities in their job performance, so the City can create a Spirit of East Wenatchee among its employees and among its citizens. As Mayor, that it is in the best interest of the City and its employees to have written personnel policies to help the City meet its mission, to prevent misunderstandings and problems, and to ensure that all employees know what the City expects of them. I request that all employees thoroughly familiarize themselves with the contents of this Manual, so all personnel policies of the City may be appropriately administered. 1.3 Code of Ethics (a) No city employee may use City-owned vehicles, equipment, materials or property for personal convenience or profit. Use is restricted to such services as are available to the public for the authorized conduct of official business, and for such purposes and under such conditions as directed by the Mayor. (b) No city employee shall engage in any act, which conflicts with, or creates an appearance of conflict with, performing official duties. An employee is deemed to have a conflict of interest if the employee: (1) Receives or has any financial interest in any sale to the City of any service or property when such financial interest was received knowing the City intended to purchase such property or obtain such service; 7/20/2021 Council Meeting Agenda Packet Page 91 of 164 3 (2) Solicits, accepts or seeks anything of economic value as a gift, gratuity, or favor from any person, firm or corporation involved in a contract or transaction which is or may be the subject of official action of the City; provided, that the prohibition against gifts or favors shall not apply to: i. Attendance of an employee at a hosted meal when provided with a meeting directly related to the conduct of City business or where official attendance by the employee as a staff representative is appropriate; ii. An award publicly presented in recognition of public service; or iii. Any gift offered or given to the employee if he or she were not a city employee; (3) Participates in his or her capacity as a city employee in making a contract in which he or she has a private pecuniary interest, direct or indirect, or performs regarding such a contract some function requiring exercising discretion for the City; (4) Influences the City’s selection of, or its conduct of business with, a corporation, person or firm having business with the City if the employee has financial interest in or with the corporation, person or firm; (5) Engages in, accepts private employment from or renders services for private interest when such employment or service is incompatible with the proper discharge of official duties or would impair independence of judgment or action to perform official duties; (6) Appears for a private person, other than his or herself or a family member or except as a witness under subpoena, before any regulatory governmental agency or court of law in an action or proceeding to which the City or a City officer in an official capacity is a party, or accepts a retainer or compensation contingent upon a specific action by the City; 7/20/2021 Council Meeting Agenda Packet Page 92 of 164 4 (7) Discloses or uses, without legal authorization, confidential information concerning the property or affairs of the City to advance a private interest regarding any contract or transaction which is or may be the subject of official action of the City; (8) Has a financial or personal interest in any legislation coming before the City Council and participates in discussion with or gives an official opinion to the City Council unless the employee discloses on the record of the council the nature and extent of such interest; (9) Holds, directly or indirectly, for personal financial gain, investment or speculation, any interest in real property situated within the City, if such employee in his or her official duties performs any function requiring exercising discretion for the City regarding regulating land use or development; provided, this prohibition shall not apply to: i. Real property devoted to the personal use or residence of the employee or a family member of the employee’s; or ii. Any other interest in real property held by the employee on the date of enactment of this chapter. (10) No city employee shall use his official authority or influence to interfere with or affecting the result of an election for a position on the City Council or for Mayor. (11) Nothing in this section shall prevent an employee from fully exercising those rights to participate in political activities granted by state law or by federal law. (12) If the Mayor determines that an employee has violated these guidelines, the City may terminate and/or suspended with loss of pay that employee’s employment with the City. 7/20/2021 Council Meeting Agenda Packet Page 93 of 164 5 1.4 Equal Employment Opportunity. (a) The City is an equal employment opportunity employer. The City employs, retains, promotes, terminates and otherwise treats all employees and job applicants based on merit, qualifications, and competence. The City shall apply this policy without regard to an individual’s sex, race, color, religion, national origin, pregnancy, age, marital status, or disability. (b) The City will not discriminate against applicants or employees with sensory, physical or mental impairment, unless the impairment cannot be reasonably accommodated, and the impairment prevents proper performance of an essential element of the job. 1.5 Workplace Violence (a) The City will provide a safe workplace for its employees, contractors, vendors, and the public. (b) The City strictly prohibits threatened or actual workplace violence. This includes, but is not limited to, and of the following conduct associated with or around the workplace, or otherwise related to employment: (1) Threatening injury or damage against personal property; (2) Fighting or threatening to fight with another person; (3) Threatening to use a weapon on City premises (unless required to carry a firearm or weapon as a condition of employment); (4) Abusing or damaging property; (5) Using obscene or abusive language or gestures in a threatening manner; and (6) Raising voices in a threatening manner. (c) An employee must report any workplace violence incidents or incidents indicating a potential violence to his or her supervisor and/or Department Head when possible. If the City determines that an employee has violated this policy, the employee will be subject to immediate discipline up to and including termination. 7/20/2021 Council Meeting Agenda Packet Page 94 of 164 6 (d) Any employee who reasonably believes he or she is involved in a situation with an aggressive employee, contractor, vendor, or other party who may immediately become violent (e.g., any person who uses abusive language or gestures, makes threats or acts in a threatening manner) and puts the employee or others in imminent danger, the employee should leave the work area and immediately call 911 to request offi cer contact. The City shall take no disciplinary action against any employee who leaves his or her work area when the employee has a reasonable belief that a situation with an aggressive pe rson is likely to turn violent. The employee should coordinate the timing and circumstances of possible return by the employee to the area with police and/or with their supervisor. (e) To prevent inappropriate outsider access, employees must adhere to the City’s security policies and rules at all time. Built-in security must rule and procedures are enforced at all-times (e.g. doors locked after hours). 1.6 Anti-Harassment. The City has an independent workplace harassment policy and an independent, whistle-blower policy. The City adopts each policy by reference. 1.7 Definitions (a) Department Head – An employee responsible for directing one or more departments, including where the department may only comprise that employee. (b) Family Member – “Family member” of an employee means any of the following: • A child, including a biological, adopted, or foster child, stepchild, or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status; • A biological, adoptive, de facto, or foster parent, stepparent, or legal guardian of an employee or the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child; 7/20/2021 Council Meeting Agenda Packet Page 95 of 164 7 • A spouse; • A registered domestic partner; • A grandparent; • A grandchild; or • A sibling. (c) Regular Full-Time Employee – An employee who regularly works a minimum of forty hours a week on a continuing basis and who is not a department head. (d) Regular Part-Time Employee – An employee who may work less than forty hours a week but at least twenty hours a week on a continuing basis. (e) Temporary Employees – Temporary employees are those employees who hold jobs in limited duration arising out of special projects, abnormal workloads or emergencies. Temporary employees are not eligible for City benefits. (f) Exempt / Non-Exempt Employees –shall be defined as set forth in applicable State or Federal Law. 1.8 Personnel Records. (a) The City keeps a personnel file for each employee. The City limits access to a personnel file to the employee, the employee’s department head, the City Attorney, the Human Resource Generalist, and the Mayor. An employee’s personnel file contains the employee’s name, title and/or position held, job description, assigned department, salary, changes of employment status, evaluations, and disciplinary documents. The Human Resource Generalist keeps a separate payroll file for every employee, including, but not limited to payroll information, insurance information, and workers compensation documents. (b) An employee may inspect his or her personnel file or his or her payroll file. The City may require that the Human Resource Generalist be present during the inspection. An employee has the right to obtain copies of documents at the employee’s own expense. An employee may request removal of irrelevant or erroneous information in his/her personnel file. If the City denies the employee’s request to 7/20/2021 Council Meeting Agenda Packet Page 96 of 164 8 remove the information, the employee may file a written rebuttal statement to be placed in his/her file. (c) The City keeps personnel files confidential to the maximum extent permitted by law. Except for routine verifications of employment, the City will not release information in an employee’s personnel file to the public, including the press, unless state or federal law requires the City to release the information or unless an employee authorizes, in writing, the City to release his or her file. 1.9 Safety Equipment. The City shall provide the following safety equipment to all employees required by OSHA, WISHA, or L&I to use such equipment: • Safety helmets; • Safety vests; • Hearing protection • Safety goggles (eye protection); and • Gloves. 7/20/2021 Council Meeting Agenda Packet Page 97 of 164 9 Chapter 2-Hours and Attendance. 2.1 Working hours. (a) A normal working schedule for regular, full-time employees comprises forty hours each workweek. The Mayor may establish different work schedules, such as in police employees, to meet job assignments and provide necessary City services. Each employee’s department head will advise the employee regarding his/her specific working hours. (b) Regular part-time and temporary employees will work hours as specified by their department heads. 2.2 Hours of work and overtime. (a) All City positions are designated as either “exempt” or “non-exempt” according to the Fair Labor Standards Act (“FLSA”) regulations and/or Washington State Law. (b) For non-exempt City employees, the established work period is forty hours within a seven-day workweek. (c) Non-exempt employees may be entitled to additional compensation, either in cash or in compensatory time off, when they work more than the maximum number of hours during a work period. (d) An employee's department head must authorize all overtime pay before an employee may work overtime hours. (e) Consistent with federal and state laws, the City calculates overtime/compensatory time at one and one- half times the employee’s regular rate of pay for all time worked beyond the established work period. (f) When computing overtime/compensatory time, the City counts holiday leave, sick leave, vacation leave, and the use of already accrued compensatory time as hours worked as approved by department head. (g) The City expects exempt employees to work the number of hours necessary to fulfill job assignments, and it expects exempt employees will work at least a forty-hour workweek. An exempt employee must follow the City’s leave request procedures for any time away from work. 7/20/2021 Council Meeting Agenda Packet Page 98 of 164 10 (h)Exempt employees are not covered by the overtime provisions of the FLSA or Washington State Law. Exempt employees receive neither overtime pay, nor compensatory time. (i)The City has a responsibility to account for the tax revenue it receives. This principle of public accountability prohibits the City from gifting public funds (Washington Constitution article 8, section 7). Likewise, WAC 296-128- 533 permits the City to reduce an exempt employee's pay for absences of less than one work day. Thus, if an exempt employee works less than 40 hours in a workweek, the City will require that employee to use accrued leave for each hour absent from work. If an exempt employee has no accrued leave, the City will reduce the amount of that employee’s pay by the number of hours absent from work. 2.3 Compensatory time. Non-exempt employees entitled to overtime pay may elect to receive compensatory time. Department Heads may approve requests for compensatory time on a case -by-case basis. If an employee’s department head approves the request for compensatory time, the City will credit the employee with one and one-half times the hours worked as overtime. (a)Employees may use compensatory time within a reasonable time after making a request to their department head, unless doing so would unduly disrupt City operations. Employees must use compensatory time in hourly increments. (b)The City will pay out any unused compensatory time based upon the balance at the end of November. The employee will receive this compensatory pay by December 5. 2.4 Attendance (a)Punctual and consistent attendance is a condition of employment. Each department head shall maintain an accurate record of his/her employee’s attendance. (b)If an employee cannot work or unable to report to work on time, he or she must notify his/her supervisor, when possible, ordinarily before the work day begins or within thirty minutes of the employee’s usual starting time. If the absence continues beyond one day, the employee 7/20/2021 Council Meeting Agenda Packet Page 99 of 164 11 reports in each day. If the supervisor is unavailable, the employee may leave a message with his/her designated representative, stating the reason for being late or unable to report to work. (c) The City expects employees to report to work even during inclement weather. Department heads may allow employees to report late or leave early during severe weather conditions. Non-attendance, however, will be counted as an absence from work and will be charged to accrued vacation leave hours. If severe weather conditions arise, the Mayor or the Chief of Police may close City Hall. If City Hall is closed, employees will be advised accordingly. (d) No employee shall be absent without authorization or notification. (e) Non-exempt employees: Semi-monthly, each department head shall turn in a signed work record for each non- exempt employee within his/her department, noting hours worked, leave taken and overtime worked. (f) Exempt Employee Timesheets. An employee employed in executive, administrative, professional, or certain computer-related capacities generally is exempt from the provisions of the Fair Labor Standards Act. Even though an exempt employee does not receive overtime compensation, the City requires an exempt employee to complete a semi-monthly timesheet if the exempt employee has used accrued or exchange time or has not worked 40 hours each week in the time period. The Mayor shall sign work records for department heads (g) Exchange Time Off. Every January 1st, the City will give an exempt employee 40 hours of Exchange Time Off. An exempt employee may use exchange time off to offset any deficit in meeting the requirements of paragraph 2.2(i) The Mayor must preapprove an exempt employee’s use of Exchange Time Off. An exempt employee must take exchange time off in hourly increments. Exchange time off hours do not carry over year to year. Unused hours on December 31st of each year, will be lost. Accrued exchange time off hours are not eligible for payout at any given time. (h) All timesheets are due the 1st and 16th of every month, no 7/20/2021 Council Meeting Agenda Packet Page 100 of 164 12 later than 9:00 a.m. 2.5 Breaks and meal periods. (a) An employee may take a fifteen-minute break for every four hours worked. An employee must coordinate all breaks, so they do not interfere with City business or with service to the public. (b) Department heads shall schedule meal periods. The scheduling of meal periods may vary depending on department workload. Meal periods are unpaid and usually one hour in length. 2.6 Call back. (a) The City defines a “call back” as an official assignment of work, which does not immediately precede or immediately follow an employee's scheduled work hours. The City shall compensate call back at the appropriate rate for two hours or for the actual time of the assignment, whichever is greater. (b) All employees are subject to call back in emergencies or by the City to provide necessary services to the public. (c) A refusal to respond to a call back, without reasonable explanation, is grounds for immediate disciplinary action, including termination. (d) Employees called back to duty will be paid their appropriate rate of pay for hours worked (the overtime rate, if applicable.) 2.7 Payroll records. The Human Resource office keeps official payroll records. 7/20/2021 Council Meeting Agenda Packet Page 101 of 164 13 Chapter 3-Employment Practices. 3.1 Recruiting. (a) The City recruits employees solely on the basis of ability, merit, qualifications and competence, without regard to race, creed, color, national origin, sex, honorably discharged veteran or military status, sexual orientation, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability (b) Each applicant shall submit a resume with qualifications and complete any application required by the City prior to being considered for any position. 3.2 Hiring. (a) Before posting or advertising to fill a vacant position, the department head shall review the position, its job description and the need for the position. The department head will submit a request to fill the position to the Mayor. The Human Resource Generalist will post and/or advertise for the position only after the Mayor has approved the request. Before public advertising, the Human Resource Generalist will post positions “in-house” for a period of seven days. If the Mayor determines that exigent circumstances exist or that no current employee is qualified to fill the position, he/she may suspend the in- house-posting requirement. Likewise, the City is not required to publicly advertise a position. (b) Although an employee does not have to reside within the City, he or she must select a place of residence that does not interfere with the daily performance of his/her duties and responsibilities. (c) If a position requires the operation of a motor vehicle, applicants for the position must be at least eighteen years old and must possess a valid Washington State driver’s license with any necessary endorsements. The City may check an applicant’s driving record. The City may disqualify applicants with poor driving records for City positions that require driving. (d) If the City determines it is necessary, the City may administer pre-employment examinations to test the 7/20/2021 Council Meeting Agenda Packet Page 102 of 164 14 qualifications and abilities of applicants. The City may contract with any competent agency or individual to prepare and/or administer examinations. Sometimes, the City may also require a background check. (e)After the City makes an offer of employment and before the applicant commences employment, the City may require persons selected for employment to pass a medical examination. The medical examination may include testing for drugs and controlled substances. The test determines if an individual can physically perform the essential functions of the job and to ensure his/her physical condition will not endanger the health, safety, or well-being of other employees or the public. (f)The City may disqualify a candidate from consideration if: (1)the candidate is found physically unable to perform the essential duties of the position (and the individual’s condition cannot reasonably be accommodated in the workplace); (2) the candidate refuses to submit to a medical examination or complete medical history forms; or (3)if the exam reveals use of drugs and/or controlled substances. 3.3 Temporary employees. (a)With approval of the department head, temporary employees may be used during emergencies or other peak workload periods, to temporarily replace regular employees absent due to disability, illness, vacation leave or other approved leave, or to temporarily fill a vacancy until a regular employee is hired. (b)The City may hire temporary employees without competitive recruitment or examination. (c)Temporary employees may not work over ninety hours a month (seventy hours a month if eligible for PERS I) for over five months in a twelve-month period. (d)Temporary employees are eligible for overtime pay as required by law. Temporary employees are not eligible and receive no retirement, vacation, sick leave, health insurance, holiday or any other benefits during their employment. 7/20/2021 Council Meeting Agenda Packet Page 103 of 164 15 3.4 Employment of relatives (Nepotism). The law prohibits discrimination against an employee because of marital status or any other relationship with another employee. The City seeks to employ qualified persons in all positions without regard to a person’s relationship with other City employees. However, no employee may supervise his or her parent, child, spouse, domestic partner, sibling, in-law, or close relative. No City official may vote, make recommendations, or in any other way participate in the decision of any matter that may directly affect the appointment, promotion, salary, or any other status or interest of his or her parent, child, spouse, domestic partner, sibling, in-law, or close relative. 3.5 Promotions and transfers. (a)The City encourages qualified employees to apply for vacant City positions. The City bases promotions and transfers on the department head’s recommendation, work force requirements, performance evaluations, job descriptions and related City requirements. (b)Regular employees are eligible for promotion, transfer or voluntary demotion. To be eligible for another position, an employee must possess the qualifications for the vacant position. 7/20/2021 Council Meeting Agenda Packet Page 104 of 164 16 Chapter 4-Compensation. 4.1 Paydays. The City pays its employees by the 5th and by the 20th of each month. If payday falls on a Saturday, a Sunday, or a Monday holiday, the City will distribute paychecks on the preceding Friday by 5:00 p.m. The City encourages an employee to authorize the City to deposit his or her net pay directly into his or her designated bank account. 4.2 Deductions. The law requires the City to deduct money from the employee’s earnings. The City will withhold from the employee’s paycheck those deductions required by law and any voluntary deductions authorized by the employee, applicable union contract, or statute. The employee must notify the payroll department by the 15th day of the effective month of any changes or additions in deductions to receive the benefit of such changes that month. 4.3 Salary classification, grades, and pay rates. (a) Each job title within the City is classified, for salary, into one of the City’s classifications based on job qualifications, level of responsibility, difficulty, working conditions, skill hazard, and amount of supervision required for the specific position. Each classification is assigned a range that corresponds to the general market conditions for a similar classification at other comparative Eastern Washington public entities. From time to time, the City Council will establish, by resolution, which public entities are comparable to the City. (b) The pay range for each job classification is divided into 17 steps where the 9th step (middle point corresponds to the median salary by comparable public entities). The median salary paid by comparable public entities will be based upon the approximate average of the high and low pay for each of the comparable public entities. The City will use the AWC Salary & Benefit Survey as the primary source of information to determine the high and low pay. The City Treasurer may use other sources to supplement this information as he or she deems necessary. The differential between a step is 2.5% and the annual salary figure is 7/20/2021 Council Meeting Agenda Packet Page 105 of 164 17 rounded up to the nearest whole dollar. Usually, new employees start their employment at the minimum salary range for their classification. If a department head, however, receives written authorization from the Mayor, a department head may hire up to the 9th step, if sufficient funding is available and the employee’s experience, training or proven capabilities warrants higher salary. (c)Unless otherwise specified in a collective bargaining agreement, all City employees who receive a “satisfactory” performance evaluation are eligible for a step raise. Employees who receive a “unsatisfactory” evaluation rating are not eligible for a step raise. Eligibility for a step raise does not guarantee an employee will receive a step raise. The Mayor retains final discretion to grant a step raise. (d)An employee who receives a “unsatisfactory” job evaluation may request to be reevaluated after a 90- day period but no later than six months from the original evaluation date. (e)All salary adjustments will take effect on January 1 of the year following the performance evaluation. 4.4 Longevity pay plan. (a)Full-time regular employees shall receive longevity pay based on the continuous length of service from the last date of hire. Longevity pay shall be in addition to the employee's base rate of pay: After 5 or more years of service, 1% per month. After 10 or more years of service, 2% per month. After 15 or more years of service, 3% per month. After 20 or more years of service, 4% per month. After 25 or more years of service, 5% per month. After 30 or more years of service, 6% per month (b)Longevity pay begins on the employee’s anniversary date, prorated for the month, and paid on the next scheduled pay date. 7/20/2021 Council Meeting Agenda Packet Page 106 of 164 18 4.5 Tuition reimbursement policy for employees who are not members of a collective bargaining unit. (a)The City shall pay the cost of tuition for all courses the City requires an employee to attend. (b)For courses the City does not require an employee to attend, the City will reimburse employees for the tuition cost of a course, if all of the following conditions are met: (1)The Mayor determines that the City has the financial capability to pay for the cost of tuition. (2)The Mayor determines, in advance of enrollment, that the proposed course directly applies to the employee’s job. (3)The proposed course is accredited by the Northwest Commission on Colleges and Universities. (4)Payment shall occur when the employee provides a transcript, certification or some other document showing he/she has successfully completed the course and received a passing grade of B or better, provided that the City shall not pay more than $200 per credit hour. (c)Upon termination of employment, voluntary or involuntary, an employee must repay any tuition reimbursement the employee received from the City during the preceding two years. Any sum due the City may be withheld from the employee’s last paycheck. 4.6 Travel expenses. (a)Authorization and General Policy. If a Department Head authorizes an employee to travel more than 40 miles from City Hall for city -related business, the City will advance or reimburse an employee for his or her travel expenses according to the per diem rates established by the US. General Services Administration. The City may be required to report a per-diem advancement or reimbursement on an employee’s W-2 form. 7/20/2021 Council Meeting Agenda Packet Page 107 of 164 19 (b)Use of Personal Vehicle. If an employee drives his/her private automobile, the City will reimburse the employee for mileage at the approved Internal Revenue Service rate for business miles. Requests for reimbursements must be within the budget year the expense took place or for end of year expenses, within ten days of when the expense was incurred. No reimbursement requests will be authorized for any expense s taking place in a previous budget year except as described above. (c)Prepayment by City. Certain prior anticipated employee expenses may be pre-paid by the City, upon appropriate notices to the Finance Department and prior approval by the Mayor. Appropriate forms for providing notice and request for prepayment of expenses shall be provided by the Finance Department, subject to approval by the Mayor. Such expense may include, but shall not be limited to, expenses for conferences, reserved hotel accommodations, seminars, air travel, etc. (d)Use of City Credit Cards for Travel or Employee Expenses. Upon specific prior approval by the Mayor, the Finance Department may issue a city credit card to an employee for use while traveling on city business. Obtaining a city credit card does not indicate pre - approval of expenses. City credit cards can be used only to pay for eligible transportation related costs suc h as fuel for a city-owned vehicle, airfare and parking fees. If a credit card is used, the employee remains responsible for submitting detailed receipts and processing other trip expenses as otherwise set forth in this policy. 4.7 Compensation upon termination. Subject to Section 7.3(g), unless the City lays off an employee for financial reasons or unless he/she retires, when an employee’s employment with the City ends, the employee will receive the following compensation: (a)Unpaid regular wages for all hours worked up to the time of termination. (b)Any overtime or holiday pay due. (c)Payment of any accrued but unused vacation time. 7/20/2021 Council Meeting Agenda Packet Page 108 of 164 20 (d)Payment of any accrued but unused compensatory time. (e)The Human Resource Generalist will schedule an exit interview with the terminated employee to verify and confirm final compensation amounts and dispensation of final payment. If the City lays off an employee for financial reasons or if an employee retires, the employee will receive the following additional compensation: (a)Compensation for sick leave as set forth in Section 6.1(e). (b)The Human Resource Generalist will schedule an exit interview with the terminated employee to verify and confirm final compensation amounts and dispensation of final payment. 7/20/2021 Council Meeting Agenda Packet Page 109 of 164 21 Chapter 5-Performance Evaluations and Training. 5.1 Performance evaluations. (a)Under the general direction of the Mayor, the City conducts periodic performance evaluations for all employees. Conducting performance evaluations helps the City achieve its goal of training, promoting, and retaining the best-qualified employee for every job, (b)The City conducts performance evaluations each year. The employee’s immediate supervisor conducts the evaluation. Department Heads must submit the completed evaluations to the Mayor or his/her designee by December 15.All evaluations are conducted using the same format, which is available from the HR Generalist. (c)Immediate supervisors should also evaluate new employees after six months of continued employment. (d)The evaluation is part of an employee’s personnel record and may be a factor in determining whether the employee receives a wage increase, or is promoted, transferred, demoted, laid off, or terminated. 5.2 Training policy. The City seeks, within the limits of available resources, to offer training to increase an employee’s skills, knowledge, and abilities directly related to City employment, to obtain or maintain required licenses and certifications, and to develop staff resources. Opportunities may include, but are not limited to: on-the-job training, in-house workshops, college courses, and seminars sponsored by other agencies or organizations. 7/20/2021 Council Meeting Agenda Packet Page 110 of 164 22 Chapter 6-Benefits. 6.1 Retirement benefits. (a)For all eligible employees, the City contributes to Social Security, to Medicare, and to Washington State Department of Retirement Systems. (b)All commissioned uniformed employees in the police department are covered by the Law Enforcement Officers and Firefighters Retirement System (LEOFF). Benefit levels and contribution rates are set by the state of Washington. (c)All regular full-time and eligible part-time non- commissioned employees are covered under the Public Employees Retirement System (PERS). Benefit levels and contribution rates are set by Washington. (d)Employees intending to retire should notify their department head of their intent to retire at least three months prior to retirement. The department head must immediately forward the notice to the Human Resource Generalist. (e)The City will pay 25% of the value of a retiring employee’s accrued sick leave into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. To qualify for this benefit, the retiring employee must show proof to the City’s satisfaction he or she has requested that the Washington State Department of Retirement Systems make scheduled payments of his or her defined contribution funds. At his/her discretion, the Mayor may waive this requirement. 6.2 Disability benefits. (a)The State Industrial program (worker’s compensation) covers all employees, except those covered by LEOFF I. Worker’s compensation covers employees in case of on- the-job injuries or job-related illnesses. Employees shall immediately report all job-related accidents to their supervisor. Supervisors shall ensure an employee incident report is completed and submitted to the HR Generalist within eight hours of the accident. (b)When an employee is absent for one or more days due to an on-the-job accident, he/she must sue for Worker’s 7/20/2021 Council Meeting Agenda Packet Page 111 of 164 23 Compensation. If the employee sues, the City will continue to pay (by employee’s unused sick leave) the employee’s regular salary pending receipt of Worker’s Compensation Benefits. (c)If the employee receives Worker’s Compensation Benefits, he/she must repay the City the amount covered by Worker’s Compensation and previously advanced by the City. This policy ensures that employees will receive prompt and regular payment during periods of injury or disability so long as accrued sick leave is available, while ensuring no employee receives more than he/she would have received had the injury not occurred. Upon the repayment of funds advanced, the City shall restore the appropriate sick leave to the employee’s account. (d)The City may require an examination, at its expense, performed by a physician of its choice, to determine when the employee can return to work and if he/she will be capable of performing the essential duties and responsibilities of the position. (e)The City’s long-term disability policy covers all employees, except those covered by LEOFF 1. (f)If an employee cannot continue working for the City because of a disability, as defined by state law, the City will pay 25% of the value of his or her sick leave into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. The City will return any donated sick leave to the donor. 6.3 Insurance benefits. (a)As outlined in this section, an eligible dependent is an employee’s husband, wife, qualified domestic partner, biological child, stepchild, adopted child, or child of a qualified domestic partner eligible for coverage according to the terms and conditions of the City’s insurance carrier and who is not enrolled in another medical/dental/orthodontia/vision plan. 7/20/2021 Council Meeting Agenda Packet Page 112 of 164 24 (b)Group Insurance - Health and Welfare. The City will maintain a group Medical/Dental/Orthodontia/Vision/Long Term Disability (LTD) insurance. The City agrees to pay 100% of the full premium for an eligible employee for Medical/Dental/Orthodontia/Vision insurance. The City agrees to pay 100% of the full premium for LTD insurance. (c)An eligible employee may obtain coverage for his or her eligible dependents under the City's Group Medical/Dental/Orthodontia/Vision Insurance Program. The City will pay 100% of the full premium for an employee’s first, eligible dependent and 50% of the full premium for additional, eligible dependents. PROVIDED, however, the City will only pay one premium for an employee (For example, if an employee is also an eligible dependent, he or she must elect to receive insurance as an employee or as a dependent). Premiums are subject to change. (d)If the City needs to or desires to change the carrier currently providing group insurance coverage during the life of this Agreement, the City will evaluat e alternative carriers and insurance packages in determining what group insurance coverage will be provided; and will make a good-faith effort to provide benefits that are substantially similar to those currently in effect. (e)An employee may waive his or her health insurance benefits. If an employee waives these benefits, the City will contribute $375 per month into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. An employee must elect waiver between November 1 and November 30 of each year, but such time may be extended by the employee if contract negotiations are not completed; in such an event the employee shall have up to 30 days from ratification to elect the wavier. Once an employee elects a waiver, he or she is ineligible to sign up for City benefits until the next open enrollment period, or as provided by law. (f)If an employee’s husband, wife, qualified domestic partner is eligible for coverage according to the terms and conditions of the City’s insurance carrier and is enrolled in another medical plan, the husband, wife, or qualified 7/20/2021 Council Meeting Agenda Packet Page 113 of 164 25 domestic partner may not enroll in the City- sponsored medical plan. The City, however, will contribute $375 per month into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. (g)If an employee’s dependent is eligible for coverage according to the terms and conditions of the City’s insurance carrier and is enrolled in another medical plan, the dependent may not enroll in the City - sponsored medical plan. The City, however, will contribute 50% of the saved premium per month, up to a maximum of $200 per dependent, with a maximum of two dependents, into a Health Reimbursement Arrangement (HRA) VEBA Savings Account in the name of the employee. The maximum contribution of the City under this section may not exceed $400. (h)The maximum that the City will contribute to an employee’s Health Reimbursement Arrangement (HRA) VEBA Savings Account., for any reason, is $1,150 per month. (i)Life Insurance. Life insurance is available in an amount allowed by the City’s policy through the City’s insurance carrier. The City pays the full premium for a regular full- time employee and for a regular part- time employee. An employee may purchase additional coverage at his or her expense. (j)Unless an employee takes family and medical leave, as set out, and upon mutual agreement between the City and the employee and under the terms and conditions of the City’s insurance policy, the City will continue health insurance coverage at the employee’s expense during an approved unpaid leave of absence. COBRA continuation rights may apply if coverage is not extended through the City. (k)During an approved family and medical leave of absence, the City will continue to pay its pro-rata share of the employee’s medical insurance coverage for the first 12 weeks of FMLA leave under the City’s family and medical leave policy. (l)While an employee is receiving Worker’s Compensation Benefits, the City will pay the employee’s medical insurance premiums for one month, after which the 7/20/2021 Council Meeting Agenda Packet Page 114 of 164 26 employee may use his/her COBRA rights and self-pay insurance premiums. (m)Upon an employee’s termination from City employment, at the employee’s option and expense, the employee may elect to continue medical insurance benefits to the extent provided by COBRA. 6.4 Employment recognition and service awards. The City recognizes employee contributions and service to the City by presenting employee recognition and service awards to eligible employees according to the guidelines below: (a)The City may reward outstanding performance and productivity by presenting recognition awards to eligible employees. The Mayor will set eligibility requirements and implementing the different programs. Department Heads and supervisors may assist in determining award recipients for the Mayor's Award. Usually, the Mayor will present the award at a City Council meeting following the retirement/resignation of an award recipient. The Mayor identifies employees honored, notifying the presenter, ordering the awards, and arranging for appropriate announcements and publication of awards, both internally and externally. (b)All regular full-time and regular part-time employees are eligible to receive a Pride in Service award after each five consecutive years of service for the City. 7/20/2021 Council Meeting Agenda Packet Page 115 of 164 27 Chapter 7-Leaves of Absence and Time Off. 7.1 Leaves. The City has eleven types of leave: Vacation Sick leave Leave without pay. Jury and Witness leave. Military leave. Administrative leave. Bereavement leave. Holiday leave. Faith or Conscience Leave. Family Medical Leave. Domestic Violence Leave 7.2 Vacation. (a)Each regular full-time employee is entitled to vacation leave: Years of Vacation Hours Employment Completed Earned 0-4 years 8 hours/month 5-9 years 10 hours/month 10-14 years 12.67 hours/month 15-19 years 14 hours/month 20-24 years 16.33 hours/month 25+ years 17.33 hours/month (b)New employees accrue vacation during the first six months of their employment with the City. However, new employees must satisfactorily complete six months of employment with the City before they may use vacation leave. Regular part-time employees will receive vacation 7/20/2021 Council Meeting Agenda Packet Page 116 of 164 28 leave pro-rata according to the hours worked. Temporary employees are not eligible for vacation leave benefits. Employees do not accrue vacation leave benefits during a leave without pay. (c)Employees must take vacation leave in hourly increments. The City requires employees to use a minimum of one hour in each leave taken. (d)Each department schedules its employees’ vacation leaves without undue disruption of department operations. An employee shall submit leave requests to his/her department head at least two weeks before he/she intends to take a vacation leave he/she expects to last over one day. (e)240 hours is the maximum number of vacation leave hours an employee may carry over from December 31 of one year to January of the next year. Hours not used or not carried over shall be lost. 7.3 Sick leave. (a)All regular full-time employees accrue sick leave benefits at the rate of eight hours for each completed full month of service for the City. Regular part-time employees may accrue sick leave benefits pro-rata according to hours worked. (b)Temporary employees do not earn sick leave benefits. Employees do not accrue sick leave benefits during a leave without pay or during any leave, other than vacation, lasting longer than ten consecutive days. (c)An employee must use sick leave in 15-minute increments. (d)An employee is authorized to use paid sick leave for the following reasons: 1.An absence resulting from an employee's mental or physical illness, injury, or health condition; to accommodate the employee's need for medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition; or an employee's need for preventive medical care; 2. To allow the employee to provide care for a family member with a mental or physical illness, injury, or health condition; care of a family member who needs 7/20/2021 Council Meeting Agenda Packet Page 117 of 164 29 medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition; or care for a family member who needs preventive medical care; and hen the employee's place of business has been closed by order of a public official for any health-related reason, or when an employee's child's school or place of care has been closed for such a reason. (e) The City may require a doctor’s certificate when an employee is absent for a period over three days. The City may also request the opinion of a second doctor, at the City’s expense, to determine whether the employee suffers from a chronic physical or mental condition which impairs his/her ability to perform the essential functions of the job. The City may terminate employees habitually absent due to illness if the City cannot reasonably accommodate their disability and/or when the employee’s absenteeism prevents the orderly and efficient provisions of service to the citizens of the City. (f) Employees who use all their accumulated sick leave and require more time off work due to illness or injury may, with the Mayor’s prior approval, take leave without pay. The City also has a Shared Sick Leave Policy, reference EWMC 2.36.090. (g) 960 hours is the maximum number of sick leave hours an employee may carry over from December 31 of one year to January of the next year. Hours not used or not carried over shall be lost. (h) If an employee is discharged the employee shall lose, with no benefit being paid, all accumulated sick leave. Such sick leave will be reinstated if the employee is rehired by the City within12 months of being terminated. 7.4 Leave without pay. (a) The Mayor may grant leaves of absence without pay for absences from work not covered by any other type of leave or other leave balances are exhausted. Examples of situations for which leave without pay may be granted include time off for personal reasons, pursuing an education, or fulfilling military obligations over fifteen days per year. 7/20/2021 Council Meeting Agenda Packet Page 118 of 164 30 (b) Only regular full-time and regular part-time employees who have worked for the City for over six months are eligible for leave without pay. The following requirements apply: (1) The Mayor may grant leave without pay to an employee for a period of up to ninety days. Further extensions are at the discretion of the Mayor. (2) An employee must exhaust all accrued vacation before taking any leave without pay. (3) An employee's benefits are suspended during the period of unpaid leave until the employee returns to work. Vacation, sick leave and/or any other benefits do not accrue while an employee is on leave without pay. (4) In certain circumstances, self-payment of benefits may apply. See Section 6.3 on Insurance Benefits. (5) If an employee fails to promptly report for work at the end of the unpaid leave, the City will presume that the employee resigned. 7.5 Jury and witness leave. (a) The City will grant time off with pay to e mployees required to serve on a jury or as a witness in a judicial or quasi-judicial proceeding if they are neither the plaintiff nor defendant in the judicial action. This benefit shall be besides any other leave offered by the City. Employees, receiving notification to report to serve jury duty, or when subpoenaed, shall notify their department head or his/her designee immediately. (b) An employee who is empaneled for jury service or who is subpoenaed to testify at a trial shall receive his/her regular rate of pay, not to exceed eight hours per day for each day served. (c) If the court excuses an employee from jury duty, the employee shall immediately notify his/her department head or his/her designee. At its discretion, the City may require the employee to report to work. 7/20/2021 Council Meeting Agenda Packet Page 119 of 164 31 7.6 Military leave. (a) The City shall grant military leave of absence to a ny employee who is a member of the National Guard or Reserves of the United States and ordered to active military duty for training. The military leave of absence shall be with pay for a period not to exceed fifteen working days during each calendar year. Any working days taken beyond fifteen working days shall be charged as vacation leave. During the time he/she is on such leave, the employee shall receive his/her regular pay, plus his/her military pay, if any is granted. (b) Regardless of his/her status, any employee who voluntarily, or upon demand, leaves a position, other than temporary, to enter upon active duty in the armed forces of the United States, or the Washington National Guard, shall be placed on military leave without pay and shall be entitled to be restored t o his/her former position, or one of like seniority, status and pay; provided, he/she applies for reemployment within ninety days of his/her termination or separation. 7.7 Administrative leave. (a) On a case-by-case basis, the City may place an employee on administrative leave with pay for an indefinite period, as approved by the Mayor to be in the best interest of the City, during the pendency of an investigation or other administrative proceeding. 7.8 Bereavement leave. If a death of an employee’s family member occurs, the City will grant an employee three days of bereavement leave. If the death of a family member requires an employee to travel out-of-state, the City will grant an employee two, additional days of bereavement leave. 7/20/2021 Council Meeting Agenda Packet Page 120 of 164 32 7.9 Holidays. (a) The City recognizes the following holidays: New Year’s Day January 1 Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in September Thanksgiving Day 4th Thursday in November Day after Thanksgiving Day after Thanksgiving Christmas Day December 25 4 Floating Holidays (b) A new employee is not eligible for floating holidays until the successful completion of one year of continuous service. (c) The City will observe any holiday falling on Saturday on the preceding Friday, and it will observe any holiday falling on Sunday on the following Monday. (d) The City will pay non-exempt regular full-time employees for the holiday plus their overtime rate of pay for any time worked on an observed holiday. Such time must be pre- authorized by the supervisor. (e) The City will pay temporary or part-time regular employees at their regular straight time rate for hours worked on a holiday on a prorated basis. (f) When an employee is off due to sick leave or any other type of leave on a holiday, no time for such leave will be charged to the employee. (g) The City shall allow each employee, upon notice and approval of his/her department head, to designate and take four floating holidays per calendar year. Floating holidays cannot be carried over to the next year and must be taken in consecutive 8-hour increments. If an employee does not work on Martin Luther King Day, Presidents Day or Veterans Day, each day will be counted as floating holiday. This includes an exempt employee that might work over 4o hours in a workweek, not including the holiday. 7/20/2021 Council Meeting Agenda Packet Page 121 of 164 33 (h) If an employee is on a 10-hour shift, two of those hours shall be in the form of accrued leave other than sick leave. 7.10 Faith or conscience leave. An employee may take two days of unpaid leave per calendar year for a reason of faith; for a reason of conscience; or for an organized activity conducted under the auspices of a religious denomination, church, or religious organization. To take an unpaid leave, an employee must submit a written request for leave at least 30 days in advance to his or her supervisor. The City will allow an employee to take the unpaid leave on the day requested, unless an employee’s absence would unduly disrupt operations, impose an undue hardship, or the employee is necessary to maintain public safety. The City adopts the Office of Financial Management’s definition of “undue hardship.” 7.11 Leave for Pregnancy Disability and Family Medical Leave. The City will grant family and disability leave in accordance with State and Federal laws. (a) The City requires an employee to use paid leave (sick, vacation, comp, and on-call) during an FMLA-designated leave. To request pregnancy-disability leave or family- medical leave, an employee should contact the HR Generalist to start the process. (b) An employee’s 12-month FMLA period will be the date the employee’s first FMLA leave absence began in each 12-month period. If this is the first FMLA leave request, the 12-month period will begin on the first date of this FMLA leave. If an employee’s request for leave is more than 12 months after a previous FMLA leave, the first date of the current FMLA leave will be the beginning of the new 12-month period. 7.12 Domestic violence leave. (a) “Intermittent leave” is leave taken in separate blocks of time due to a single qualifying reason. “Reduced leave schedule” means a leave schedule that reduces the usual number of hours per workweek, or hours per workday, of an employee. (b) If he or she is a victim of domestic violence, an employee may take reasonable leave from work, intermittent leave, or leave on a reduced leave schedule, with or without pay, to: (1) Seek legal or law enforcement assistance or remedies to 7/20/2021 Council Meeting Agenda Packet Page 122 of 164 34 ensure the health and safety of the employee or employee's family members including, but not limited to, preparing for, or participating in, any civil or criminal legal proceeding related to or derived from domestic violence, sexual assault, or stalking; (2) Seek treatment by a health care provider for physical or mental injuries caused by domestic violence, sexual assault, or stalking, or to attend to health care treatment for a victim who is the employee's family member; (3) Obtain, or assist a family member in obtaining, services from a domestic violence shelter, rape crisis center, or other social services program for relief from domestic violence, sexual assault, or stalking; (4) Obtain, or assist a family member in obtaining, mental health counseling related to an incident of domestic violence, sexual assault, or stalking, in which the employee or the employee's family member was a victim of domestic violence, sexual assault, or stalking; or (5) Participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee's family members from future domestic violence, sexual assault, or stalking. (c) To request domestic violence leave, an employee should contact the HR Generalist to start the process. 7/20/2021 Council Meeting Agenda Packet Page 123 of 164 35 Chapter 8-Employee responsibilities and conduct. 8.1 General policy. (a) The City expects all employees to represent the City to the public in a professional, courteous, efficient, and helpful manner. Employees must maintain a clean and neat appearance appropriate to their work assignment, as determined by their position and department head. (b) Because the proper working relationship between employees and the City depends on such employee’s ongoing job performance, professional conduct and behavior, the City has established certain minimum standards of personal conduct. At a minimum, the City expects basic tact and courtesy towards the public and fellow employees; adherence to City practices, procedures, safety rules and safe work practices; compliance with directions from supervisors; preserving and protecting the City’s equipment, grounds, facilities and resources; and providing orderly and cost-efficient services to its citizens. 8.2 Outside employment and conflicts of interest. (a) Employees shall not, directly or indirectly engage in any outside employment or financial interest that may conflict, in the City’s opinion, with the best interests of the City or interfere with the employee’s ability to perform his/her assigned City job. Examples include, but are not limited to, outside employment which: (1) Prevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods, when such availability is a part of the employee’s job; (2) Is conducted during the employee’s work hours; (3) Utilizes City telephones, computers, supplies, or any other resources, facilities or equipment; (4) Is employment with a firm which contract with or does business with the City; or (5) May be reasonably perceived by members of the public as a conflict of interest or otherwise discredits public service. (b) An employee, who has an additional job, contractual commitment or self-employment, may do so provided he/she obtains prior approval from the Mayor. The Mayor may not unreasonably withhold approval. 7/20/2021 Council Meeting Agenda Packet Page 124 of 164 36 8.3 Political activities. (a) City employees may participate in political or partisan activities of their choosing if City resources and property are not utilized, and the activity does not adversely affect the responsibilities of the employees in their positions. Employees may not campaign on City time, in City uniform, or while representing the City. Employees may not allow others to use City facilities or funds for political activities. (b) Any City employee who meets with or may be observed by the public or otherwise represent the City to the public, while performing his/her regular duties may not wear or display any button, badge or sticker relevant to any candidate or ballot issue during working hours. Employees shall not solicit, on City property or City time, for a contribution for a partisan political cause. (c) Except as noted in this policy, City employees may fully exercise their constitutional First Amendment Rights. 8.4 No tobacco use policy. For health and safety considerations, the City prohibits tobacco use by employees in all City facilities, including City- owned buildings, vehicles, and offices or other facilities rented or leased by the City, including individual employee offices. “Tobacco” includes any lit or unlit cigarette, cigar, pipe, blunt, bidi, clove cigarette and any other tobacco product, and spit tobacco, also known as smokeless tobacco, dip, chew and snuff, in any form. “Use” means the chewing, lighting, smoking and any other usage of any tobacco product. 8.5 Use of City vehicles and equipment. Employees shall keep the use of City telephones for local personal phone calls to a minimum. Long distance personal use is prohibited. Other City equipment, including vehicles, should be used by employees for City business only 7/20/2021 Council Meeting Agenda Packet Page 125 of 164 37 8.6 Contact with news media. The Mayor, or his or her specific and express designee, is responsible for all official contacts with the news media during working hours, including answering of questions from the media or providing information to the media. Other employees of the City shall refrain from such official contacts. 8.7 Seat belt policy. Per Washington law, anyone operating or riding in City vehicles must wear a seat belt. 8.8 Driver’s license requirements. (a) As part of the requirements for certain specific City positions, an employee may be required to hold a valid Washington State Driver’s license. (b) If an employee’s license is revoked, suspended or lost, or is in any other way not current or valid, the employee shall promptly notify his/her department head. The City will immediately suspend his/her driving duties. The employee may not resume driving until he/she provides proof of a valid, current license to his/her department head. 8.9 Safety. (a) Every employee maintains a safe work environment and following the City’s safety rules. Each employee shall promptly report all unsafe or potentially hazardous conditions to his/her department head. The City will strive to remedy problems quickly. (b) If an employee is involved in an accident involving a personal injury, regardless of how serious, he/she shall immediately notify his/her department head or the Mayor. (c) Annually, as scheduled by the Safety Committee, safety procedures will be reviewed in a mandatory employee meeting. Biannual evacuation drills will be practiced. 8.10 Substance abuse. No employee shall possess, consume, control, sell or use alcohol, illegal drugs or other controlled substances during work hours. No employee shall exhibit an on-going dependence on drugs or other controlled substances, which, in the City’s opinion, impairs the 7/20/2021 Council Meeting Agenda Packet Page 126 of 164 38 employee’s work performance, poses a threat to the public confidence, or is a safety risk to the City or others. The City will support employees who undergo treatment and rehabilitation for alcohol or other chemical dependency, subject to the above rules. 8.11 Drug -free workplace. (a) The City strictly prohibits the manufacturing, distribution, dispensation, possession and use of unlawful drugs or alcohol on City premises or during work hours by City employees. (b) Employees must notify the City within five days of any conviction for a drug violation in the workplace. 8.12 No solicitation. (a) The City desires to conduct its operations in an orderly and efficient manner. The City believes its employees and the public should work and receive City services without interference from persons pursuing a purpose unrelated to the City’s normal business. (b) With this in mind, the City does not allow non- employees to come onto City property or buildings to solicit employees or other members of the public or to distribute literature or other materials for any purpose. The City prohibits employees from distributing any form of literature or other materials in their work areas unrelated to the City’s business purpose or authorized by the Mayor. The City also prohibits employees from soliciting other employees for any cause during their assigned work time. For this purpose, working time means time during which either the soliciting employees or the employees who are the object of the solicitation are expected to be engaged in their assigned work. 8.13 Internet and email use policies and protocol. The City has an independent Use of City Resources Policy, which is adopted by this reference. 7/20/2021 Council Meeting Agenda Packet Page 127 of 164 39 Chapter 9-Conflict review procedure. 9.1 Conflict review process. The City recognizes that sometimes situations arise in which an employee feels he or she has not been treated fairly or under City rules and procedures. The City provides its employees with procedures for resolving issues arising in the workplace. (a) STEP 1: An employee should first bring the problem or issue to his/her supervisor unless the problem involves a direct conflict between the employee and the supervisor. (b) STEP 2: When normal communication between an employee and the supervisor is unsuccessful, or when an employee still disagrees with applying City policies and procedures, or feels unjustly treated, the employee should attempt to resolve the problem with his/her department head, unless the problem involves a direct conflict between the employee and his/her department head. The department head will respond in writing to the employee within five working days after meeting with him/her. (c) STEP 3: If the employee is not satisfied with the response from the department head, or if the conflict is with the department head, the employee may submit the problem, in writing, to the Mayor as a request for review. The request for review must contain, at a minimum: (1) A description of the problem or issue of concern to the employee; (2) Any specific policy or procedure which the employee believes has been violated or misapplied; (3) The date of the circumstances leading to the complaint or the date when the employee first learned of those circumstances; and (4) The remedy sought by the employee to resolve the complaint. An employee shall submit his or her request for review to the Mayor within ten working days of the department head’s response or within ten working days after the employee learns of a conflict. The Mayor, however, in his/her discretion may address and attempt to resolve the issue raised in the request even though the timeline has not been met. 7/20/2021 Council Meeting Agenda Packet Page 128 of 164 40 (d) The Mayor may meet with the parties, either individually or together, and will respond in writing to the aggrieved employee within ten working days of the receipt of the request for review. The Mayor’s response and decision shall be final and binding. (e) Certain employees may have over one source of dispute resolution rights, i.e., the City’s Civil Service rules, a collective bargaining agreement, and this complaint process. Employees represented by a bargaining unit or who are covered under civil service rules, should follow grievance procedures set out in their respective labor contracts or civil service rules, where applicable. In all other cases, the procedures described in this section shall be used. Under no circumstances shall an employee have the right to utilize both this process and any other complaint or appeal procedure that may be available to an employee. (f) Employees shall use this review process, if applicable, or any other review process, as set forth in paragraph (e) to resolve issues or conflicts arising in the workplace. Using alternative methods to resolve conflicts, resolve issues between employees, or to complain about performing any other employee will not be tolerated. Employees shall not engage in any form of communication in the workplace for, or having the effect of, criticizing the behavior or performance of any other employee. NOTICE IS HEREBY GIVEN THAT SUCH BEHAVIOR SHALL RESULT IN DISCIPLINE, POSSIBLY INCLUDING IMMEDIATE TERMINATION. 7/20/2021 Council Meeting Agenda Packet Page 129 of 164 41 Chapter 10-Discipline and Terminations. 10.1 Discipline . (a) The City expects all employees to exercise good judgment, loyalty, common sense, dedication, and courtesy to perform their duties. The primary mission of every employee is to provide courteous, orderly, efficient, and economic delivery of servi ces to the citizens of the City. (b) Acts, errors, or omissions, which discredit the public service or impair the provision of orderly services to the citizens of the City may result in discipline, including termination. (c) The Mayor, department head or supervisor has full discretion and authority to impose disciplinary action under City policy and the circumstances of the case. (d) The City may suspend an employee with pay, pending the results of an investigation or a disciplinary action, where factors such as public confidence, the safety of the employee or the efficient functioning of the City are implicated. 10.2 Termination . (a) The City will immediately terminate any employee who commits a serious offense. The City defines the following type of behavior as a serious offense. (1) Conviction of a felony; (2) Sexual or other unlawful or unwelcome harassment or discrimination; (3) Intentionally causing bodily harm to another employee; (4) Theft or vandalism of City property; (5) Falsification of City records; (6) Reporting to work under the influence of alcohol or illegal drugs; (7) Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace; (8) Gross negligence or improper conduct leading to damage of City-owned property; (9) Gross insubordination; (10) Using threatening language; and 7/20/2021 Council Meeting Agenda Packet Page 130 of 164 42 (11)Any other behavior that the Mayor, in his/her discretion, determines to be a serious offense. (b)The following may result in termination from City employment: (1)Violation of a City policy, unless the policy has been made inapplicable by notification from the Mayor, as set forth on page one. (2)When the City Council determines that a lack of work or funding exists regarding the employee’s position. (3)If the employee has a physical or mental impairment that prevents him/her from performing the required duties of the employee’s position and the employee cannot be reasonably accommodated. Termination must be supported by medical evidence, which establishes that the individual cannot perform bona fide job requirements. The City may require an examination at its expense performed by a physician of its choice. Failure to submit to such request may cause termination. (c)The City does not intend for the two, preceding sections to be a list of all reasons for which termination may occur. The City reserves the right to terminate any employee at will. 10.3 Layoff . (a)The City may lay off e mployees for lack of work, budgetary restrictions or other changes that have taken place. (b)The City will lay off temporary employees or employees who have not completed six months of employment before other regular employees. (c)In determining who is laid off, the City will consider individual performance and the qualifications required for remaining jobs. When performance and qualifications are equal, the City may consider seniority. (d)Employees laid off may be eligible to be re-employed if a vacancy occurs in a position for which they are qualified. 7/20/2021 Council Meeting Agenda Packet Page 131 of 164 43 10.4 Resignation . An employee should provide a two-week notice of resignation. This time limit may be waived by the employee’s department head or by the Mayor. 10.5 Death . Upon death of an employee, all compensation due shall be paid to the surviving spouse/domestic partner/dependents or the estate of the employee. 10.6 Exit interviews. (a)Purpose. The City will provide each departing employee with the opportunity to provide the City with feedback regarding their employment. The City sees the Exit Questionnaire not only to understand the reason(s) for an employee’s departure, but as a way to identify trends, improve employee retention, ascertain levels of employee satisfaction, and reduce turnover. (b)Policy. The City will provide a departing employee with an Exit Questionnaire. The departing employee shall complete and return the Exit Questionnaire form to the Mayor. The employee may schedule a face-to- face-interview with the Mayor. 7/20/2021 Council Meeting Agenda Packet Page 132 of 164 44 Chapter 11-Additional Policies. 11.1 Fitness test. The City will pay $300 (less deductions required by law) to an employee who meets or exceeds the Criminal Justice Training Commission’s Basic Law Enforcement Academy Fitness Ability Test. The City will give the test once a year at the discretion of the Mayor. The Mayor, or designee, will administer the test. If an employee fails to meet the Fitness Standards on a testing date, the employee is ineligible to receive fitness pay for that period. An employee is not entitled any type of compensation for participating in a fitness test. Neither the Union nor an employee may grieve a failed fitness test. 11.2 Bilingual Incentive Pay. Bilingual Incentive Pay. The City shall pay employees competent in foreign language(s) utilized in daily performance of work activities or in service to the City, one and a half percent (1.5%) of base rate pay. To rece ive bilingual incentive, pay, an employee must demonstrate competency by obtaining certification status from the Department of Social and Health Services by passing a bilingual fluency test for DSHS employees and new recruits (or an equivalent test with the Mayor’s approval). 11.3 Light Duty. (a)Light duty is a temporary, less arduous duty position. It may include a job classification at a lower salary level. (b)To request a light duty assignment, an employee must submit the following to his or her immediate supervisor: (1) a written request for light duty, and (2) a medical certificate from the employee’s treating physician, which indicates the diagnosis, the prognosis, and the functional limitations of the employee. (c)If an employee submits the required documentation, the City will provide a light duty assignment for an employee who is unable to perform his or her full and regular duty due to a work-related injury for up to a maximum of 120 days. (d)If an employee submits the required documentation, the City may provide a light duty assignment for an employee who is unable to perform his or her full and regular duty due to a non-work-related injury for up to a maximum of 60 days. 7/20/2021 Council Meeting Agenda Packet Page 133 of 164 45 (e)The City will review the light duty assignment every 30 days to determine if the assignment needs to continue. (f)Nothing in this policy limits an employee’s right to seek reasonable accommodations as provided by federal and state law. At the end of a light duty assignment, in order to continue working, an employee must be able to perform the essential functions of his of his or her regular job, with reasonable accommodation if the employee is disabled, and if reasonable accommodation is necessary. 11.4 Policies incorporated by reference. The following City policies, including all future amendments, are adopted by reference: •Breast Reconstruction Benefits •Healthcare Continuation Coverage •Notice of COBRA Requirements •Salary Step Plan •Use of City Resources Policy •Whistleblower Protection Policy •Workplace Harassment Policy The most current versions of these policies are posted on the City’s website. 7/20/2021 Council Meeting Agenda Packet Page 134 of 164 46 City of East Wenatchee Personnel Policies Receipt and Acknowledgment I: •Received and read the City of East Wenatchee’s Manual of Personnel Policies and Procedures Effective September 1, 2020; •Understand and agree these policies do not guarantee my employment by the City for any set duration and do not provide me with any assurance that the City will follow these policies if they are in effect; •Understand that no one in the City has the authority to enter into any agreement for employment for a specified period of time or to make other representations or agreements inconsistent with these policies unless it is in writing and signed by the Mayor; •Understand the City may revise and update the policies and procedures from time to time; and •Understand these policies revoke and supersede any prior handbooks, statements of employment policies, guidelines and procedures, or employment manuals, handbooks, or other documents issued by the City. Employee’s Signature Date Employee’s Name (Printed) 7/20/2021 Council Meeting Agenda Packet Page 135 of 164 i CITY OF EAST WENATCHEE Use of City Resources Policy Adopted by Resolution 2011-11 7/20/2021 Council Meeting Agenda Packet Page 136 of 164 ii Table of Contents 1. PURPOSE ............................................................................................................................................... 1 2. DEFINITIONS ........................................................................................................................................ 1 3. DIRECTIVES ......................................................................................................................................... 1 4. OVERSIGHT OF THE CITY’S INFORMATION AND COMMUNICATION SYSTEMS ............... 2 5. GENERAL PROVISIONS ..................................................................................................................... 3 6. SPECIAL PROVISIONS REGARDING COMPUTER ACCOUNTS .................................................. 5 7. SPECIAL PROVISIONS REGARDING ELECTRONIC MAIL .......................................................... 6 8. SPECIAL PROVISIONS REGARDING INTERNET WEB SITE ACCESS ....................................... 8 9. UPDATING INFORMATION ON THE CITY’S WEBSITE ............................................................... 9 10. REMOTE ACCESS TO CITY SYSTEMS ..........................................................................................10 11. SPECIAL PROVISIONS REGARDING CELLULAR TELEPHONES/SMARTPHONES ........11 12. SPECIAL PROVISIONS REGARDING CITY MAIL ....................................................................11 13. IMPLEMENTATION ...........................................................................................................................11 14. FREQUENTLY ASKED QUESTIONS ..........................................................................................12 7/20/2021 Council Meeting Agenda Packet Page 137 of 164 Page 1 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc 1. PURPOSE The proper stewardship of City resources is a responsibility that all City officials and employees share. Accordingly, except as provided below, City employees may not use City resources for personal benefit or gain or for the benefit or gain of other individuals or outside organizations. Responsibility and accountability for the appropriate use of City resources ultimately rests with the individual City official or City employee, or with the City o fficial or City employee who authorizes such use. City officials and employees should ensure that any personal use of City resources permitted by this policy is the most efficient in terms of overall time and resources The City may require that individuals sign written acknowledgement of all or part of this policy as a condition of employment and/or prior to use of these resources. 2. DEFINITIONS “City Officials” include all elected officials and all Department Heads. “City Resources” include electronic and communications equipment, software, and systems, including, but not limited to: computers, computer networks, software, copiers, scanners, printers, other computer peripherals, telephones, fax machines, cellular phones, radios, applications such as the Internet, email, office systems, and other equipment or other property or resources under the official’s or employee’s official control or direction or in his or her custody or to which he or she has access. 3. DIRECTIVES 1. The City wants its officials and employees to be aware that its security systems are capable of recording (for each and every user) each World Wide Web site visit, each chat, or newsgroup. The City keeps a log of employees accessing the Internet which will be periodically audited. No user should have the expectation of privacy as to his/her Internet usage. 2. The City’s Internet facilities and computing resources must not be used knowingly to violate the laws and regulations of the United States or any other nation, or the laws and regulations of any state, city, province or other local jurisdiction in any material way. Use of any City resource for illegal activity is grounds for immediate suspension. Likewise, the City will cooperate with any legitimate law enforcement activity. 3. Any software or files downloaded via the Internet into the City’s network become the property of City. Any such files or software may be used only in ways that are consistent with their licenses and/or copyrights. 7/20/2021 Council Meeting Agenda Packet Page 138 of 164 Page 2 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc 4. Only those users who are duly authorized to speak to the media or in public gatherings on behalf of City may speak/write in the name of the City of East Wenatchee to any newsgroup or chat room. Employees may participate in newsgroups or chats outside of work hours, but they do so as individuals speaking only for themselves. 5. The City has installed a variety of proxies and other security systems to assure the safety and security of its network. Any user who attempts to disable, defeat, or circumvent any security facility may be subject to disciplinary action. 6. Public access databases (e.g., World Wide Web servers, File Transfer Protocol servers) must not be created or implemented without prior approval by the Mayor. 4. OVERSIGHT OF THE CITY’S INFORMATION AND COMMUNICATION SYSTEMS Except as provided for elsewhere in this Policy, the City designates the Public Works Department as the City department responsible for the oversight and maintenance of the City’s non-law enforcement information and communication systems. The East Wenatchee Police Department maintains its own information and communication system. The responsibility of the Public Works Department includes, but is not limited to: 1. Overseeing the performance of the City’s independent contractor who maintains and supports the City’s information and communication systems (“independent contractor”); 2. Overseeing the independent contractor to ensure the proper maintenance and repair of the City’s computers and servers; 3. Ensuring that the City’s telecommunication system is properly maintained; 4. In consultation with the City’s independent contractor, assisting in the planning and implementation of computer systems used by non-law enforcement staff of the City; 5. In consultation with the City’s independent contractor, assisting in determining the City’s computer needs and in planning new automated systems that will meet the City’s objectives and comply with legal requirements and legislative changes affecting department services; 6. Acting as the City’s liaison between staff and the independent contractor when technical support, troubleshooting, repair, or advice regarding the City’s information and communications systems is needed; 7. Coordinating the implementation of new systems and the adoption of new or modified computer equipment and programs; 8. Arranging for the maintenance and repair of computer equipment; 9. Tracking all maintenance contracts regarding computer equipment; 7/20/2021 Council Meeting Agenda Packet Page 139 of 164 Page 3 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc 10. Maintaining and updating a written inventory of any software products purchased by the City; 11. Maintaining and updating a written inventory of any hardware products purchased by the City; 12. Conducting annual physical inventory of equipment and preparing inventory records and reports; 13. Responding to inquiries and complaints regarding services provided; assures that appropriate information is provided and problems are resolved; and 14. Ensuring the internal and external security of the City’s computer system. 5. GENERAL PROVISIONS 1. Prohibition Against Use of City Resources for Personal Use. Except as provided below, No City Official or City employee may use City resources for personal benefit or gain of the official, employee, or any other person. Except as provided in this policy, a City Official or employee may not make private use of City resources and then reimburse the City so there is no actual cost to the City. 2. Limited Exceptions to Prohibition Against Personal Use. The prohibition set forth in Section 5.1 does not apply to the use of City resources to benefit another person if such use is consistent with the official or employee’s official duties. Notwithstanding the prohibition against use of City resources for personal benefit set forth in this policy, a City Official or employee may make occasional but limited use of City resources if the following conditions are met: i. There is little or no cost to the City; ii. Any use is brief; iii. Any use occurs infrequently; iv. Any use of City resources does not interfere with the performance of the official or employee’s duties, and does not obligate other employees to use City resources; v. Any use does not disrupt or distract from the conduct of City business, including volume or frequency; and vi. The use does not compromise the security or integrity of City information or software. 3. Examples of “occasional but limited use.” i. Use of the email (or phone) during breaks to confirm that children have arrived home safely from school, confirming appointments with health care providers; 7/20/2021 Council Meeting Agenda Packet Page 140 of 164 Page 4 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc ii. Use of the Internet during breaks, as long as such use does not interfere with official duties, pose a security risk, or consume excessive resources. iii. A City Official may authorize personal use of City resources if he/she determines that such use promotes organizational effectiveness or enhances the job-related skills of the City Official or employee using such resources. iv. The Mayor may authorize use of City resources to support, promote, or solicit for an outside charitable or community-based organization or group if the use of City resources is de minimis. v. The Mayor may designate bulletin boards, either electronic or physical, which are authorized for personal use. vi. The Mayor may authorize City-owned software to be installed on a personally owned computer upon request by a City Official; provided, the installation does not violate the software license. The City assumes no liability for such installation or use. 4. Absolute Prohibition Notwithstanding the limited exceptions provided herein, the City absolutely prohibits the following personal uses of City resources: i. Any downloading of content from an Internet site. ii. Any downloading of software from the Internet. iii. Any use for the purpose of conducting an outside business of the City Official, employee, or a relative or acquaintance of the Official or employee. iv. Any campaign or political use, unless such use has been determined not to be a violation of RCW 42.17.130 and .190 by the City Attorney, the Washington State Attorney General, or the Washington Public Disclosure Commission, or as otherwise authorized by law. v. Commercial uses such as advertising or selling, whether for personal or business purposes, other than authorized charitable or community-based promotions as designated in this policy. vi. Any use for private benefit or gain, including use of City contracts with vendors for the purchase of goods or services. vii. Any illegal activity, including any use of the Internet, software, or any other property or resource that violates copyright laws. viii. City Officials and City employees may not play games on a City-owned computer, even if the game was preloaded on the computer as part of the manufacturer's operating system. Downloaded and interactive games have the potential to undermine the security of City information and systems. ix. Nothing in this policy is intended to limit the ability of a City Official to adopt policies for their offices or departments that are more restrictive than the prohibitions provided herein. 5. No Expectation of Privacy. 7/20/2021 Council Meeting Agenda Packet Page 141 of 164 Page 5 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc The City reserves the right to monitor the activities of all City Officials' and employees' City computers, email, Internet, fax, cell phones, and other electronic and communications systems. Users shall have no expectation of privacy when using City resources. Such records may be subject to disclosure under the Public Records Act as codified or hereinafter amended or may be disclosed for audit or other legitimate City operational or management purposes. Any records created while conducting City business using personally owned communications devices may also be subject to disclosure. 6. Violations – Penalty. In order to safeguard City resources, violators of this policy may be denied access to City computing and network resources and may be subject to other disciplinary action within and outside the City. Violations of this policy will be handled in accordance with the City’s established disciplinary procedures. The City may temporarily suspend, block or restrict access to computing resources and accounts, independent of such procedures, when it reasonably appears necessary to do so in order to protect the integrity, confidentiality, or availability of City computing and network resources, or to protect the City from liability. The City reserves the right to pursue appropriate legal actions to recover any financial losses suffered as a result of violations of this policy. 6. SPECIAL PROVISIONS REGARDING COMPUTER ACCOUNTS 1. Security. Users are responsible for the security of electronically stored information (data) to which accounts assigned to the user have been given permission to use. All users given permission to access data must act in a manner to protect said data from loss, unauthorized alteration, and unauthorized use. 2. Assignment of Computer Accounts Computer accounts are assigned to individual City Officials and City employees for their exclusive use. Users are responsible for all activities conducted with accounts assigned to them. Shared computer accounts for specialized purposes, and with limited access to data, may be authorized by the Mayor. Such shared accounts may also be exempted from password standards and access control requirements if authorized by the Mayor. 7/20/2021 Council Meeting Agenda Packet Page 142 of 164 Page 6 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc Except in the case of authorized shared accounts, City Officials and City employees must keep passwords secret. Each user is responsible to maintain the secrecy of the passwords for accounts assigned to him/her. The Mayor may specify mandatory password standards that may include, but may not be limited to, length, content, and case restrictions, as well as requirements for periodic password change. Unless pre-authorized by the Mayor, it is a violation of policy to allow others to obtain or use a password assigned to the user. If the user has knowledge that another person knows or is using their password, it is their responsibility to immediately change it and to report it to the Mayor. 3. Access Control User account and passwords are used to control access to City data resources based on an individual employee's need to access specific data. Users are responsible for data accessed, transmitted, copied, deleted, etc. to or from their computer account. To prevent unauthorized use, all users should log off of, or lock access to, all City computers and systems before leaving said computers or systems unattended. Data will not be copied or transmitted without the same access restrictions as those placed on the original data. This provision is not intended to restrict distribution of data resulting from public disclosure requests or the authorized release of information by the City. The independent contractor and other authorized individuals may, by nature of assigned duties and in support of authorized activities, be exempt from any or all of these provisions regarding computer accounts. Exceptions shall be authorized by the Mayor. 7. SPECIAL PROVISIONS REGARDING ELECTRONIC MAIL Electronic mail is an integral part of the City’s communications. It is the policy of the City to encourage the responsible use of electronic mail whether internally or externally generated or viewed. This policy is meant to make all users aware of the risks associated with using electronic mail and to inform them of City’s policy regarding such use. This policy applies to the electronic version of the messages and any paper or printed copies of the messages. 1. Purpose 7/20/2021 Council Meeting Agenda Packet Page 143 of 164 Page 7 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc The primary purpose of the City’s electronic mail system is to facilitate the timely and efficient conduct of City business. The system is also provided to encourage and facilitate the free exchange of business-related communications and ideas between employees. 2. Right of Inspection i. The electronic mail system is intended for business purposes. Electronic mail communications constitute public records and the City has the right to access or monitor messages for work-related purposes, security, or to respond to public record requests. All messages should be composed with the expectation that they are public. ii. Users shall have no expectation of privacy in email messages, whether they are business related or an allowed personal use as provided herein. Use of electronic mail shall be considered consent to City Officials, managers, and other employees to inspect, use, or disclose any electronic mail or other electronic communications and/or data without further notice. 3. Prohibition of Inappropriate Message Content. Electronic mail should be businesslike, courteous, and civil. All the City’s policies, including policies prohibiting discrimination and sexual harassment, shall apply to use of email. Email shall not be used for the expression of unlawful or discriminatory ill will or bias against individuals or groups, offensive material such as obscenity, vulgarity, or profanity, or other non-businesslike material. Sexually explicit material, cursing, and name-calling are expressly prohibited. 4. Forwarding of Electronic Mail A user forwarding a message, which originates from someone else, may not make changes to that message without clearly disclosing the exact nature of the changes and the identity of the person who made the changes. Messages received from the City Attorney, or private attorneys acting on behalf of the City, its officers or employees, may be privileged communications and therefore, confidential, and these messages shall not be forwarded to non-City persons without the prior approval of the author. 5. Misbelieved Messages If an electronic mail message comes to a user by mistake, the user should stop reading as soon as they realize the message was not meant for them and notify the sender or system administrator immediately. 7/20/2021 Council Meeting Agenda Packet Page 144 of 164 Page 8 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc 6. User’s Responsibility for Security Users are responsible for the security of their electronic mail account password and any electronic mail that is sent via a user account. To protect a user account against unauthorized use, the following precautions should be taken: Log off from, or lock access to, the City computer before leaving it unattended. If user id logon is left open, and someone else uses it, it will appear as if user sent the message and user will be held accountable. Do not give out passwords. Users are responsible for messages sent via user account. Correspondingly, do not use or tamper with someone else’s account without his/her knowledge and consent. Unauthorized use of an electronic mail account is in violation of this policy. 7. Use of Non-City Email Accounts Non-City email accounts (like AOL, MSN, Yahoo!, Gmail, hotmail, etc.) may not be used to conduct City business unless approved in advance by the Mayor. Likewise, a non-City email account may not be linked to a City email account. All City Officials and all City employees are issued City email accounts. 8. Transmission of Confidential Information Confidential material must not be sent via electronic mail. Electronic mail messages may be intercepted, viewed, and used for non-approved purposes, especially when corresponding via the Internet, a medium over which the City has no control. 8. SPECIAL PROVISIONS REGARDING INTERNET WEB SITE ACCESS The City encourages effective and efficient use of all City equipment for completion of City business. This includes use of the Internet for City employees to provide information to City residents, businesses, and other governmental agencies to search for information, and for information exchange. 1. Certain Use of Internet Prohibited The following are specific examples of prohibited activities/access. This policy applies to use of any Internet or Intranet access system including but not limited to the City’s network, the City’s wireless access system (while on duty and/or using City-owned equipment), specific accounts set up at remote sites, or other City- 7/20/2021 Council Meeting Agenda Packet Page 145 of 164 Page 9 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc owned or funded access. The City reserves the right to discipline and to remove Internet access for any employee for violation of this policy. Use of City equipment to access pornographic web sites is prohibited at all times, except by law enforcement personnel in the conduct of their official duties and with the express permission of the Chief of Police. Use of the City Internet access to buy or sell merchandise or services online for personal use is expressly prohibited. This prohibition includes but is not exclusive to bidding on auction items, responding to bidders or buyers messages, receiving bidding notifications or alerts, and/or accessing PayPal or other buyer or seller accounts. Use of the City’s Internet access to access social media web sites (MySpace, Facebook, Twitter, etc.) is expressly prohibited, except by personnel in the conduct of their official duties and with the express permission of the Mayor. Use of “instant messaging” software is prohibited unless permission is granted by the Mayor, pursuant to a written request based on a business necessity. Use of City Internet access to create or forward chain letters is prohibited. 2. Monitoring and Reporting of Internet Use It is the responsibility of City Officials to monitor and audit Internet web use within their department. Because there is the potential for employee abuse of the system, the City may monitor and record user access to Internet sites and provide the Mayor or City Council with information that can be used to track access to all Internet sites as required or requested to enforce City or department policy. 3. Downloading Files The possibility of downloading a file with a computer virus is great and care must be taken not to contaminate any computers in the City. Files copied from an Internet site, or any other outside source, must be scanned by virus checking software prior to being used on a City computer. The independent contractor shall make options available for virus checking of copied files. 9. UPDATING INFORMATION ON THE CITY’S WEBSITE The City designates the City Clerk’s Department as the department responsible for ensuring that the information on the City’s website is accurate and up to date. The City 7/20/2021 Council Meeting Agenda Packet Page 146 of 164 Page 10 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc Clerk has developed guidelines on how to submit information to the City Clerk for inclusion on the City’s website. Except as provided in these guidelines, no other employee of the City has authority to add or delete information on the City’s website. 10. REMOTE ACCESS TO CITY SYSTEMS Remote access to certain City systems, applications, and data is maintained for selected employees. City remote access systems require a high level of application and user maintenance as well as monitoring. In addition, they significantly increase the security risks associated with outside access to applications and data. Remote access systems are therefore restricted only to those City Officials and employees who show a demonstrated necessity to access data or applications while away from City facilities and ONLY for City business. Remote access will not be granted for convenience. Users who do not utilize remote access systems may be removed as users. Use of remote access for other than official business will result in immediate removal as a user and, if appropriate, disciplinary action. 1. Authorization Required Prior to use by any City Official or employee, the appropriate City Official must submit a written request to the Mayor identifying the user and stating what business necessity exists requiring the potential user to utilize remote access. Permission will be based on demonstrated need and subject to the criteria listed below. City Officials, managers, and supervisors must be aware that providing remote access to City systems has the potential to result in overtime payments. Time spent accessing data or email remotely is considered compensated time for employees subject to FLSA rules. City Officials and employees are required to comply with the City’s overtime policies. 2. Internet Service Provider Requires Approval It is the policy of the City that it does not provide or pay for Internet access on home or City-owned computers. Exceptions will be approved by the Mayor. Employees with remote access who travel should utilize Internet access through their lodging facility or other means. Any purchase of an ISP to be paid for from City funds must be previously approved. 3. Web Based Email (WebMail) The City maintains a WebMail system that allows access to the City email system. The system may be authorized to employees who are required to access and respond to their email while on leave and traveling. 7/20/2021 Council Meeting Agenda Packet Page 147 of 164 Page 11 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc 11. SPECIAL PROVISIONS REGARDING CELLULAR TELEPHONES/SMARTPHONES The effective management and application of Information Systems (including cellular telephones and smartphones) improves the quality of service delivered to the citizens of the City, the productivity of the City workforce, and the general cost effectiveness of the City operation. The City’s use of cellular telephones and smartphones is increasing as employees are asked to do more with less. Cellular and smartphone technology provides assistance with disaster recovery, and offers portable alternatives for immediate communication, enabling time and distance to be managed more effectively. Violation of the City policy on cellular phone and smartphone use is considered a serious offense. City Departments shall acquire and use cellular phones in accordance with this policy. The purpose of this policy is to ensure that employees use cellular phones in the most expeditious manner and to provide guidelines in the acquisition and use of such equipment. 1. The purchase and/or installation of cellular phones must be approved by a City Official. Prior to purchase, the City Official must responsibly ensure that sufficient funds are budgeted for the purchase and monthly operational costs associated with a cellular phone. 2. Employees shall use City-owned cellular phones for City business as authorized by the City Official. Employees shall not use cellular phones in lieu of more cost-effective, practical and available means of communication. 3. Employees may use City-owned cellular phones for personal reasons only in an emergency. In such event, the employee shall reimburse the City for the cellular phone charge incurred. 4. City Official’s shall routinely examine cellular phone billing summaries to ensure that employees are using City-owned cellular phones for City business only. 12. SPECIAL PROVISIONS REGARDING CITY MAIL 1. City mail is for business use. Costs are attributable to the delivery and sorting of City mail. Employees will not use the City's email address for personal business or to receive personal mail. 2. City Officials and employees will not use the City's envelopes, mail meter, or City- owned stamps, or other mail supplies to package or mail personal mail. 13. IMPLEMENTATION This policy shall be effective immediately upon adoption and shall supersede all policies previously adopted by the City Council with regard to use of City resources. 7/20/2021 Council Meeting Agenda Packet Page 148 of 164 Page 12 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc 14. FREQUENTLY ASKED QUESTIONS The questions and answers below are intended to guide employees in topics where questions are often asked. This is not intended to be an all-inclusive list of issues, topics, or answers. The information provided below is enforceable as a part of this policy. What does "private benefit or gain" mean? A private benefit or gain can range from avoiding a cost or expense to supporting your outside business or paying a discounted government rate for a personal phone call. Many uses don't appear to have a cost to the City but still may result in a private gain. For example, the cost of using a City computer to access the Internet may be de minimis but using the resource to trade your stock portfolio would be use for private gain. We all have telephones in our work areas. Are there examples of abuse? City telephones, like any other resource can be abused. Employees must minimize personal use of telephones to infrequent calls of short duration, particularly if not on break or meal period. Examples of abuse might include repeated personal calls, calls that are not kept short, calls that interfere with the employees work product, calls that disturb the work of others, and calls that can be overheard by the public. If I use a City resource, can't I just reimburse my department for the use? No. Except for the limited allowances listed in this policy, reimbursing the City for a personal use is not allowed. Reimbursing for a personal use may result in a personal benefit and may impose significant administrative burdens on the City. Allowing reimbursement also creates the misperception that personal use is OK as long as we pay for it. Even allowable personal use should be the exception, not the rule. Can I check my personal email account from my City computer or City Smart Phone, on City time, or on my breaks? Checking your personal email account during City work time is not an acceptable use. You may however, check your personal email account during your breaks as long as your replies are also done during your breaks, and you are not interfering with other City business or use of the computer you are using. Downloading attachments is prohibited. Such use must be de minimis and shall not affect your work product. 7/20/2021 Council Meeting Agenda Packet Page 149 of 164 Page 13 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc Can I play music or radio from the Internet or watch a news program or other streaming video on my City computer or Smart Phone? No. This type use is personal. This type of use is not "occasional and brief in duration". In addition, it interferes with other City business. Use of streaming audio or video takes a large amount of the City's bandwidth for Internet use. One or two people using Internet streaming can significantly slow others business use. Internet streaming is restricted to business use only and should be as brief as possible. Can I surf the Internet while I am on break or lunch? Internet surfing should be avoided. Any use must be de minimis. You should consider the rules similar to use of City phones. You may not use your City email address as the return or notification address for personal business. This causes you to receive personal emails during City time, which may interfere with your duties. In addition, you are not allowed to use streaming video or audio. I don't take breaks so can I respond to my personal email and surf the Internet at my convenience during the day? Normally, employee breaks are allocated in solid blocks of time. If you take your breaks in short periods throughout the day you should have made those arrangements previously with your supervisor or City Official. You cannot simply use City resources described in this policy for the personal uses allowed at any time during the day, then claim you are taking your breaks during that time when questioned about it later. Be aware that use logs are kept by the servers that house both our Internet and email applications. Those logs are public records. The bottom line is the personal uses allowed should be done on break. Previous arrangements with your supervisor should be made if you take breaks for short periods throughout the day for such use. Such use must also comply with this policy, including specific prohibitions. What should I do when I get a message that I need a plug-in or to update my browser or other Internet application? In general terms, when you receive an Internet notification that an upgrade to a particular application is available you should answer "No" (you do not want to install or download the upgrade). If a plug-in or upgrade is required to perform official business you should contact the Public Works Department prior to installing or downloading. Some upgrades or plug-ins will affect other applications that may be installed on your computer. Can I use my City email or phones to communicate with my friends or relatives during my breaks and lunch? 7/20/2021 Council Meeting Agenda Packet Page 150 of 164 Page 14 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc As a general rule, use of your City email account for "personal business" should be avoided. Answering an occasional email sent to you about personal business is not a violation as long as the use is de minimis. Using your City email account to conduct regular personal business is not an acceptable use. Even for the occasional reply or informational message you are allowed, you should avoid use of City time if possible. The same rules apply to the use of phones. Use of City phones for personal communication with others during breaks is not a violation as long as such use does not interfere with City business. However, you should avoid use that will cause you to receive or make personal calls during City working hours. That use must be "occasional and brief" and not interfere with your duties or City business. If someone phones or emails me about a non-business issue can I answer? Yes. As long as this occurs only "occasionally and is brief in duration" and does not interfere with other City business. However, if this type of use becomes more than occasional, interferes with your duties, or affects City business, as determined by your supervisor, the use becomes unacceptable. I am on someone's email list. They regularly send me non-business-related emails (i.e. jokes). Can I look at them? What should I do? If the use is occasional, brief, and does not interfere with City business, no violation has occurred. However, if you are receiving personal communications on a more than occasional basis, you should contact the sender and advise them that the address they are using is for official City business. You can ask them to remove your name or to change your address to your personal email account. What do I do if I access the wrong Internet site? Don't panic! The best thing to do is to back out of the site, remember what it was that got you there, and don't go back. Everyone makes this kind of mistake. It is also advisable to contact your supervisor to notify them of your mistake. Can I use a City telephone or email to make appointments or take care of other personal matters? Generally, yes. City telephones or email may be used for calls to meet the demands of daily living. Employee use should be limited and occasional, and should not cost the City money or interfere with City work. For example, an employee may use a City telephone or email to make a doctor's appointment or a lunch date, check in with a family member, or arrange for transportation. 7/20/2021 Council Meeting Agenda Packet Page 151 of 164 Page 15 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc However, supervisors and departments may have more strict policies on telephone and email use for reasons related to specific work situations. Can I use a City telephone for calls concerning my outside business? No. City equipment is provided to City employees for their public responsibilities and cannot be used to conduct a private business. Any City employee with a second job or private business must conduct it on their own time, using their own equipment and supplies. Can I use my City computer to send personal emails or to look up personal information on the Internet? As with the telephone, occasional Internet usage on a City computer, so long as it does not disrupt work and is compatible with management policies. Sending an occasional personal email or reading an on-line newspaper over your lunch break would not violate the Ethics Code. Here again, departments, managers, and supervisors may have more restrictive policies on computer use. Employees should know that the City has the capability to monitor all computer, email, and Internet use, and that personal emails may be subject to public records disclosure. Can I use the City computer to access the Internet to check my personal investments or make an investment? With the exception of tracking City sponsored retirement plans, i.e. PERS and Washington’s Deferred Compensation Program, it is inappropriate for an employee to use the Internet to track his or her personal investment portfolio. Can I send and/or receive personal faxes on City Equipment? No. Establishing a system for reimbursement for private or personal use of City resources undermines the purpose of the Ethics in Public Service Act and imposes significant administrative burdens on the City. Can I make personal copies on my department's copy machine? No. Establishing a system for reimbursement for private or personal use of City resources undermines the purpose of the Ethics in Public Service Act and imposes significant administrative burdens on the City. 7/20/2021 Council Meeting Agenda Packet Page 152 of 164 Page 16 of 16 \\Ewsvr1\Public\City Attorney\Human Resources\Policies\Use of City Resources Policy adopted 2011.doc Use of City Resources Policy Employee Acknowledgement Form As an employee of the City of East Wenatchee, I have read and understand the Use of City Resources Policy. I recognize and understand that the City’s computer, email and Internet systems are to be used in a manner consistent with conducting City business as described by the policy. I am aware that the City reserves and will exercise the right to review, audit, intercept, access and disclose all matters on its systems at any time, with or without employee notices, and that such access may occur during or after working hours. I am aware that use of a City-provided password or code does not restrict the City’s right to access electronic communications. I understand that violations of this policy may subject me to disciplinary action, up to and including discharge from employment. I have read and understand this notice. ___________________________________ Printed Name ____________________________________ Signature of Employee ____________________________________ Date 7/20/2021 Council Meeting Agenda Packet Page 153 of 164 2. Workplace Harassment Policy. CITY OF EAST WENATCHEE WORKPLACE HARASSMENT POLICY Policy All employees have the right to work in an environment free from harassment based on their race, color, national origin, coffee, religion, age, marital status, sex, disability or any other legally protected status. All employees must be sensitive to the feelings of others and must not act in a way that might be considered harassment by someone else. Conduct appeared to be welcome or tolerated by one employ may be very offensive to another. Therefore, the City of East Wenatchee (“City”) prohibits any form any of the forms of harassment described below. Sexual Harassment The City prohibits unwelcome sexual advances, request for sexual favors, and other verbal or physical conduct of a sexual nature that constitutes sexual-harassment when: (1) submission to the conduct is made either, explicitly or implicitly, a term or condition of a person's employment; or (2) submission to or rejection of the conduct adversely influence his employment decisions affecting an employee; or (3) the conduct has the purpose or effect of unreasonably interfering with an employee's work performance or creating an intimidating, hostile, or offensive working environment. Sexual-harassment may include unwelcome sexual advances, request for sexual favors, physical touching, or the granting or withholding the benefits in response to sexual conduct. They can also include verbal and nonverbal behavior such as suggestive looks or leering; obscene or rude sexual remarks, jokes or suggestions; slang, names, or labels such as “honey,” “sweetie,” “boy,” or “girl” that others find offensive; a talking about her common attention to another employees body or sexual characteristics in a negative or embarrassing way; continuing unwelcome behavior after a coworker has objected to that behavior; blaming the victims of sexual harassment for causing the problem; or physical behavior such as pastor squeezes or repeatedly brushing against someone's body. More subtle forms of inappropriate behavior, such as offensive posters, cartoons, care jurors, comments, pranks and jokes of a sexual nature can be considered sexual harassment because they may contribute to a hostile or offensive working environment. 42 \\Ewsvr1\public\City Attorney\Human Resources\Personnel Manual\09-03-01 Manual of Personnel Policies and Procedures.doc 7/20/2021 Council Meeting Agenda Packet Page 154 of 164 Other Forms of Harassment The City also prohibits any other kind of workplace harassment based on an individual's race, color, creed, marital status, religion, age, national origin, disability, or any other legally protected status. As for sexual harassment, this includes all conduct that has the purpose or effect of interfering with an employee's work performance or creating an intimidating, hostile or offensive work environment. Reporting Harassment All employees are responsible to ensure a workplace free from any type of prohibited harassment or conduct. If an employee is aware of any instances of workplace harassment or believes that he/she is the victim of, or witness to, sexual or other forms of prohibitive workplace harassment or conduct, the employee should immediately report the circumstances to his/her supervisor. Alternatively, if the employee's supervisor is engaging in such conduct, the employee should report the alleged harassment to any manager with whom the employee feels comfortable, or to the Mayor. Complaint Investigation All complaints will be immediately investigated. The identity of the employee making the complaint and the identity of the individual accused of harassment will be kept as confidential as possible. Discipline Workplace harassment is a serious offense. Any employee who was found to have engaged in such conduct will be subject to appropriate disciplinary action, which may include immediate termination. Retaliation The City prohibits any form of retaliation against an employee who makes a complaint regarding harassment. Any retaliatory conduct should be reported immediately and will be cause for disciplinary action, which may include termination of employment. 43 \\Ewsvr1\public\City Attorney\Human Resources\Personnel Manual\09-03-01 Manual of Personnel Policies and Procedures.doc 7/20/2021 Council Meeting Agenda Packet Page 155 of 164 7/20/2021 Council Meeting Agenda Packet Page 156 of 164 7/20/2021 Council Meeting Agenda Packet Page 157 of 164 7/20/2021 Council Meeting Agenda Packet Page 158 of 164 7/20/2021 Council Meeting Agenda Packet Page 159 of 164 7/20/2021 Council Meeting Agenda Packet Page 160 of 164 From:Trautmann, Cara Subject:Spectrum Pacific West, LLC ("SPECTRUM") Programming Update 07.08.2021 Date:Thursday, July 8, 2021 6:06:17 PM Attachments:image002.png Spectrum Pacific West, LLC (“Charter”), locally known as Spectrum, is making its customers aware that on or after August 10, 2021, DIY Network Channel located on Spectrum Channels 81 and 854, will move from Silver to Select and will no longer be available on Mi Plan Latino Silver or Gold on the channel lineup serving your community. To view a current Spectrum channel lineup visit www.spectrum.com/channels. If you have any questions about this change, please feel free to contact me at 360.936.0522 or via email at stafford.strong@charter.com. Sincerely, Stafford Strong | Senior Manager, State Government Affairs - Washington | C: 360-936-0522 222 NE Park Plaza Drive, #231| Vancouver, WA 98684 E-MAIL CONFIDENTIALITY NOTICE: The contents of this e-mail message and any attachments are intended solely for the addressee(s) and may contain confidential and/or legally privileged information. If you are not the intended recipient of this message or if this message has been addressed to you in error, please immediately alert the sender by reply e-mail and then delete this message and any attachments. If you are not the intended recipient, you are notified that any use, dissemination, distribution, copying, or storage of this message or any attachment is strictly prohibited. The contents of this e-mail message and any attachments are intended solely for the addressee(s) and may contain confidential and/or legally privileged information. If you are not the intended recipient of this message or if this message has been addressed to you in error, please immediately alert the sender by reply e-mail and then delete this message and any attachments. If you are not the intended recipient, you are notified that 7/20/2021 Council Meeting Agenda Packet Page 161 of 164 any use, dissemination, distribution, copying, or storage of this message or any attachment is strictly prohibited. 7/20/2021 Council Meeting Agenda Packet Page 162 of 164 From:Trautmann, Cara Subject:Spectrum Pacific West, LLC ("SPECTRUM") Programming Update 07.08.2021 Date:Thursday, July 8, 2021 9:51:35 AM Attachments:image002.png Spectrum Pacific West, LLC (“Spectrum”), is making its customers aware that on or around 8/2/2021, Spectrum will discontinue the Pay-Per-View Events Barker Channel (iN DEMAND Previews) on the channel lineup serving your community, however, customers will continue to see PPV Events promoted between programs on HDPPV, SDPPV, iN1, iN2, iN3, Hot Choice and PPV en Español as well as on cross channel spots. To view a current Spectrum channel lineup visit www.spectrum.com/channels. If you have any questions about this change, please feel free to contact me at 360.936.0522 or via email at stafford.strong@charter.com. Sincerely, Stafford Strong | Senior Manager, State Government Affairs - Washington | C: 360-936-0522 222 NE Park Plaza Drive, #231| Vancouver, WA 98684 E-MAIL CONFIDENTIALITY NOTICE: The contents of this e-mail message and any attachments are intended solely for the addressee(s) and may contain confidential and/or legally privileged information. If you are not the intended recipient of this message or if this message has been addressed to you in error, please immediately alert the sender by reply e-mail and then delete this message and any attachments. If you are not the intended recipient, you are notified that any use, dissemination, distribution, copying, or storage of this message or any attachment is strictly prohibited. The contents of this e-mail message and any attachments are intended solely for the addressee(s) and may contain confidential and/or legally privileged information. If you are not the intended recipient of this message or if this message has been addressed to you in error, please immediately alert the sender by reply e-mail and then delete this message and any attachments. If you are not the 7/20/2021 Council Meeting Agenda Packet Page 163 of 164 intended recipient, you are notified that any use, dissemination, distribution, copying, or storage of this message or any attachment is strictly prohibited. 7/20/2021 Council Meeting Agenda Packet Page 164 of 164