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11-13-2023 - Agenda Packet
MEDINA CITY COUNCIL Monday, November 13, 2023 5:00 PM – REGULAR MEETING AGENDA VISION STATEMENT Medina is a family-friendly, diverse and inclusive community on the shores of Lake Washington. With parks and open spaces, Medina is a quiet and safe small city, with active and highly-engaged residents. Medina honors its heritage while preserving its natural environment and resources for current and future generations. MISSION STATEMENT Ensure efficient delivery of quality public services, act as responsible stewards of Medina's financial and natural resources, celebrate diversity, leverage local talent, and promote the safety, health, and quality of life of those who live, work, and play in Medina. 1 MEDINA, WASHINGTON MEDINA CITY COUNCIL REGULAR MEETING Hybrid - Virtual/In-Person Monday, November 13, 2023 – 5:00 PM AGENDA MAYOR | Jessica Rossman DEPUTY MAYOR | Randy Reeves COUNCIL MEMBERS | Cynthia F. Adkins, Jennifer Garone, Harini Gokul, Mac Johnston, Bob Zook CITY MANAGER | Stephen R. Burns CITY ATTORNEY | Scott Missall CITY CLERK | Aimee Kellerman Virtual Meeting Participation The Medina City Council has moved to hybrid meetings, offering both in-person and online meeting participation. In accordance with the direction from Governor Inslee, masking and social distancing will be optional for those participating in person. Individuals who are participating online and wish to speak live can register their request with the City Clerk at 425.233.6411 or email akellerman@medina-wa.gov and leave a message before 2PM on the day of the November 13 Council meeting. Please reference Public Comments for November 13 Council Meeting on your correspondence. The City Clerk will call on you by name or telephone number when it is your turn to speak. You will be allotted 3 minutes for your comment and will be asked to stop when you reach the 3 minute limit. The city will also accept written comments. Any written comments must be submitted by 2 PM on the day of the November 13 Council meeting to the City Clerk at akellerman@medina-wa.gov. Join Zoom Meeting https://medina- wa.zoom.us/j/81961696176?pwd=WjRuK3ErVy9jdmttelAvek1VeHkzUT09 Meeting ID: 819 6169 6176 Passcode: 689036 One tap mobile +1 253 205 0468, 81961696176# US 1. REGULAR MEETING - CALL TO ORDER / ROLL CALL Council Members Adkins, Garone, Gokul, Johnston, Reeves, Rossman and Zook 2 2. APPROVAL OF MEETING AGENDA 3. PUBLIC COMMENT PERIOD Individuals wishing to speak live during the Virtual City Council meeting may register their request with the City Clerk at 425.233.6411 or email akellerman@medina-wa.gov and leave a message before 2PM on the day of the November 13 Council meeting. Please reference Public Comments for November 13 Council Meeting on your correspondence. The City Clerk will call on you by name or telephone number when it is your turn to speak. You will be allotted 3 minutes for your comment and will be asked to stop when you reach the 3 minute limit. 4. PRESENTATIONS 4.1 Reports and announcements from Park Board, Planning Commission, Emergency Preparedness, and City Council. Time Estimate: 10 minutes 5. CITY MANAGER'S REPORT Time Estimate: 15 minutes Police, Development Services, Finance, Central Services, Public Works, City Attorney 5.1a City Manager Monthly Report 5.1b Police Monthly Report 5.1c Development Services Monthly Report 5.1d Finance Monthly Report 5.1e Central Services Monthly Report 5.1f Public Works Monthly Report 6. CONSENT AGENDA Time Estimate: 5 minutes Consent agenda items are considered to be routine and will be considered for adoption by one motion. There will be no separate discussion of these items unless a Councilmember or City staff requests the Council to remove an item from the consent agenda. 6.1 October 2023, Check Register Recommendation: Approve. Staff Contact: Ryan Wagner, Director of Finance and HR 3 6.2 Planning Commission Meeting Minutes of September 26, 2023 Recommendation: Receive and file. Staff Contact: Rebecca Bennett, Development Services Coordinator 6.3 Draft City Council Meeting Minutes of: a) October 9, 2023; and b) October 23, 2023. Recommendation: Adopt minutes. Staff Contact: Aimee Kellerman, CMC, City Clerk 6.4 Resolution Accepting Donation – Adding Two Additonal Digital Speed Signs for the City Recommendation: Adopt Resolution No. 439. Staff Contact: Jeffrey R. Sass, Chief of Police 6.5 Contract Change Order No. 1 – Approving Upland Road Drainage Improvements Recommendation: Approve. Staff Contact: Ryan Osada, Public Works Director 7. LEGISLATIVE HEARING None. 8. PUBLIC HEARING 8.1 2024 Final Budget and Salary Schedule Recommendation: Adopt 2024 Budget Ordinance No. 1022. Staff Contact: Ryan Wagner, Finance Director Time Estimate: 30 minutes 8.2 2024 Property Tax Levy Resolution Recommendation: Adopt Resolution No.440. Staff Contact: Ryan Wagner, Finance Director Time Estimate: 5 minutes 9. CITY BUSINESS 9.1 Council Projects - Timeline and Protocols Recommendation: Discussion and direction. Staff Contact: Stephen R. Burns, City Manager Time Estimate: 15 minutes 9.2 Planning Manager Recruitment Process Recommendation: Discussion and direction. Staff Contacts: Stephen R. Burns, City Manager, Mayor Jessica Rossman, Deputy Mayor Randy Reeves Time Estimate: 20 minutes 4 9.3 City Attorney Request for Proposal (RFP) Recommendation: Discussion item only; no action needed. Staff Contact: Stephen R. Burns, City Manager Time Estimate: 20 minutes 9.4 Solid Waste Services Update Recommendation: Discussion item only; no action needed. Staff Contact: Stephen R. Burns, City Manager Time Estimate: 5 minutes 10. REQUESTS FOR FUTURE AGENDA ITEMS AND COUNCIL ROUND TABLE 11. PUBLIC COMMENT Comment period is limited to 10 minutes. Speaker comments limited to one minute per person. 12. EXECUTIVE SESSION RCW 42.30.110 (1)(i) To discuss with legal counsel representing the agency matters relating to agency enforcement actions, or to discuss with legal counsel representing the agency litigation or potential litigation to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the agency. RCW 42.30.110(1)(g) To evaluate the qualifications of an applicant for public employment or to review the performance of a public employee. However, subject to RCW 42.30.140(4), discussion by a governing body of salaries, wages, and other conditions of employment to be generally applied within the agency shall occur in a meeting open to the public, and when a governing body elects to take final action hiring, setting the salary of an individual employee or class of employees, or discharging or disciplining an employee, that action shall be taken in a meeting open to the public. Council may take action following the Executive Session. 13. ADJOURNMENT Next regular City Council Meeting: November 27, 2023 at 5 PM. 5 ADDITIONAL INFORMATION Public documents related to items on the open session portion of this agenda, which are distributed to the City Council less than 72 hours prior to the meeting, shall be available for public inspection at the time the documents are distributed to the Council. Documents are available for inspection at the City Clerk's office located in Medina City Hall. The agenda items are accessible on the City’s website at www.medina-wa.gov on Thursdays or Fridays prior to the Regular City Council Meeting. In compliance with the Americans with Disabilities Act, if you need a disability-related modification or accommodation, including auxiliary aids or services, to participate in this meeting, please contact the City Clerk’s Office at (425) 233-6410 at least 48 hours prior to the meeting. UPCOMING MEETINGS AND EVENTS Tuesday, November 14, 2023 – Planning Commission Special Meeting - Cancelled Monday, November 20, 2023 - Park Board Meeting (5:00 PM) Thursday, November 23, 2023 - Thanksgiving Holiday - City Hall Closed Friday, November 24, 2023 - Day After Thanksgiving Holiday - City Hall Closed Monday, November 27, 2023 - City Council Meeting (5:00 PM) December – Planning Commission Special Meeting TBD Monday, December 11, 2023 - City Council Meeting (5:00 PM) Monday, December 25, 2023 - Christmas Day - City Hall Closed CERTIFICATION OF POSTING AGENDA The agenda for Monday, November 13, 2023 Regular Meeting of the Medina City Council was posted and available for review on Thursday, November 9, 2023 at City Hall of the City of Medina, 501 Evergreen Point Road, Medina, WA 98039. The agenda is also available on the city website at www.medina-wa.gov. 6 CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov Date: November 13, 2023 To: Honorable Mayor and City Council From: Stephen R. Burns, City Manager Subject: City Manager Report City Attorney Scott Missall Announced His Retirement - At the October 23rd Medina Council Meeting, contract-City Attorney Scott Missall announced he will be retiring at the end of the year. Missall has been the contract city attorney for Medina since April 2018. Missall has assisted the community with numerous key issues while being an active participant in City Council and City Staff discussions. His professionalism, experience, and positive demeanor will be missed . The City Council has identified six goals and priorities for staff to work on in 2023. Below are the goals and status update. o Create a clear timeline and protocols for Council projects to include no new code without an enforcement plan. The initial draft will be presented to the Council at the November Council Meeting. o Strategy for creative revenue sources, relook at fine structure and compare or calibrate with other cities. Development Services Director Steve Wilcox provided an update to the City Council on February 27 covering short-term and long- term budget outlook and stabilization for Development Services. Looking forward, one item we will continue to monitor is the fee schedule to ensure it accurately reflects cost recovery. o Implement a full HR system that covers employee lifecycle. Finance/HR Director Ryan Wagner has implemented the first phase of implementing a full-service Human Resources program that will standardize Medina employment requirements. The first phase was moving the city staff from paper timesheets to a fully automated payroll software solution through ADP. The city went live with solution on May 1, 2023. The Finance Department will continue the buildout of phase 2 for the Human Resources piece that includes hiring, onboarding, and managing HR compliance. City staff is working toward bringing the draft manual to Council in December 2023. 7 AGENDA ITEM 5.1a o Add each department's business lines and service levels on the website. In the first week of June, Central Services Director Aimee Kellerman, working with staff, has included business lines and service levels on the city website – under “Know Your Government” - Check Out Your Local Government and the Services We Provide | Medina Washington (medina-wa.gov). o Research and develop a plan for undergrounding utilities; and Public Works Director Ryan Osada provided an update to the Council at the April 24 City Council Meeting. Staff are finalizing a web page about undergrounding utilities with updated FAQ’s as directed by Council. This page is expected to be live by the end of the year. o Research available options for reducing ghost homes. City Attorney Scott Missall presented a brief to the Council at the October 23, 2023 Council Meeting. Medina City Council requested that the City Attorney and staff look at the current code, specifically right-of-way cost recovery and the city's existing nuisance code, and research business licenses for short-term rentals. Additionally, Council will continue their independent research including in more detail the city of Leavenworth code as it pertains to short-term rentals. Bellevue Fire Report – See Attached. 2023/2024 City Council Calendar – See Attached. 8 AGENDA ITEM 5.1a 20180807 - Contract Cities Incident Types Date: Monday, November 6, 2023 Time: 12:00:43 PM Incident Date between 2023-10-01 and 2023-10-31 City equal to Medina Incident Type Group Incident Count EMS 20 EMS Cancelled 1 False Alarm 4 Good Intent 2 Service Call 3 Page 1. 9 AGENDA ITEM 5.1a JANUARY 9, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation SR520 Build It Faster by Carl Stixrood and John Hutchins - SR520 Working Group - 15 Minutes Burns Completed Consent Agenda December 2022, Check Register Approved Consent Agenda DRAFT CC Minutes 12/12/2022 Adopted Consent Agenda Resolution Supporting Mercer Island Marine Patrol Funding Adopted Res. No. 429 Legislative Hearing Ordinance Approving New Solicitation and Permitting Regulations Sass Adopted Ord. No.1018 Legal Notice in Seattle Times 12/24/2022 Public Hearing City Business Comp Plan Update Keyser Completed City Business Gas-Powered Leaf Blower Education and Outreach Plan Burns Completed City Business Park Use Permit Pilot Program Burns/Kellerman Approved JANUARY 23, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Presentation Consent Agenda Consent Agenda Consent Agenda Legislative Hearing Public Hearing Public Hearing City Business City Arborist Presentation and Discussion Wilcox Discussion and direction Completed City Business Tree Management Code Amendments Wilcox Approve Approved MEDINA CITY COUNCIL 2023 AGENDA/ACTION CALENDAR Meetings scheduled for 5:00 pm, online (unless noticed otherwise). ATTACHMENT 2 10 AGENDA ITEM 5.1a FEBRUARY 13, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Presentation Professional Excellence Award Presentations - Medina Police Department Sass completed Consent Agenda January and 13th Month Check Register approved Consent Agenda PB Minutes 11/21/2022 received Consent Agenda PC Minutes 11/15/2022 received Consent Agenda CC Minutes 1/9/2023 , 1/23/2023 adopted Consent Agenda Flock Contract for License Plate Reader Cameras - Tentative Sass approved Consent Agenda Legislative Hearing Public Hearing City Business Comp Plan Public Participation Resolution Keyser adopted City Business Comp Plan Update Keyser completed City Business Ordinance Amending MMC Chapter 2.24 Parks and Recreation Board and MMC Chapter 2.28 Planning Commission to Allow for Hybrid Meetings and Clarify the Number of Parks and Recreation Board Meetings Osada/Nations adopted Executive Session RCW 42.30.110(1)(i) Potential Litigation completed FEBRUARY 27, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation None Consent Agenda None Consent Agenda None Legislative Hearing None Public Hearing None City Business Development Services Enterprise Budget Discussion Wilcox Discussion/Direction completed City Business Pending Legislative Session Bills Keyser Discussion/Direction completed ATTACHMENT 2 11 AGENDA ITEM 5.1a MARCH 13, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation SR-520 Noise Abatement Project Update by University of Washington Professor of Mechanical Engineering, Per Reinhall - 30 Minutes Burns N/A Presentation Professional Excellence Award Presentation - Medina Police Department Sass Moved to 5/8 Consent Agenda February Check Register Approved Consent Agenda PC Minutes Approved Consent Agenda DRAFT CC Minutes Approved Legislative Hearing None N/A Public Hearing None N/A City Business Comp Plan Update Keyser None City Business OGCC Street Vacation Update Keyser/Romanenko Moved to 4/10 City Business Gas-Powered Leaf Blower Update Burns Moved to 4/10 MARCH 27, City Council Regular Meeting, 5:00 pm - CANCELLED Item Type Topic Staff Contact Recommendation Council Action Legal Notice APRIL 10, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation None None Consent Agenda March Check Register Approve Approved Consent Agenda PB Minutes - January 23 Approved Consent Agenda PC Minutes Approve Approved Consent Agenda DRAFT CC Minutes Approve Approved Consent Agenda Proclamation in Recognition of Municipal Clerks Week - Apr 30 - May 6 Approve Approved Consent Agenda 2023 ARCH Work Program and Budget Burns Approve Approved Consent Agenda Contract Approval with BVC, Inc., for city-wide crack seal project Osada Approve Approved Legislative Hearing None None Public Hearing None None ATTACHMENT 2 12 AGENDA ITEM 5.1a City Business Comp Plan Update Keyser None None City Business Housing Action Plan Keyser None City Business OGCC Street Vacation Update Keyser/Romanenko Legislative hearing scheduled for 6/12/2023 City Business Gas-Powered Leaf Blower Update Burns None City Business Park Use Pilot Program Burns/Kellerman Approve Moved to 5/8 Executive Session Potential Litigation 42.30.110(1)(i) APRIL 24, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation None None Consent Agenda None None Legislative Hearing None None Public Hearing None None City Business Undergrounding Utilities Presentation Osada Discussion/Direction None City Business Funding Stormwater Replacement Options Wagner Discussion/Direction Moving Forward City Business Resolution Setting Public Hearing - OGCC Street Vacation Keyser/Missall Adopt Resolution Approved MAY 8, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda April Check Register Approve Approved Consent Agenda DRAFT CC Minutes of 4/10 & 4/24 Adopt Adopted Consent Agenda National Police Week and Peace Officer Day Proclamation Approve Approved Legislative Hearing None Public Hearing None City Business Comp Plan Update Keyser Discussion only Completed City Business New Housing Legislation Keyser Discussion only Completed City Business Park Use Pilot Program Burns/Kellerman Approve Moved to a later date City Business Small Wireless Facility Permit Process Romanenko Discussion only Completed ATTACHMENT 2 13 AGENDA ITEM 5.1a MAY 22, Joint City Council and Planning Commission Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation None Consent Agenda None Legislative Hearing None Public Hearing None City Business Comprehensive Plan (Housing Element)Keyser Completed JUNE 12, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Professional Excellence Award Presentation - Medina Police Department Sass Presentation Volunteer Certificates Rossman Consent Agenda May 2023 Check Register Approve Consent Agenda Approved PB 3/20 Minutes Receive and file Consent Agenda Approved PC 3/28 & 5/2 Minutes Receive and file Consent Agenda DRAFT CC Minutes 5/8 & 5/22 Adopt Consent Agenda PB and PC Appointment Confirmations Kellerman Approve Approved Consent Agenda King County Interlocal Cooperation Agreement Renewal for 2024-2026 Burns Approve Approved Consent Agenda Medina Elementary Side Walk Phase 1 Contract Osada Approve Approved Consent Agenda Street Vacation Moratorium Burns/Missall Adopt Approved Legislative Hearing none none Public Hearing Housing Action Plan Keyser Approve Approved 5/25/2023 Public Hearing Six-Year CIP/TIP-Non-TIP Osada Discusssion and direction Approved 5/22/2023 City Business Comp Plan Update Keyser Discussion item only; no action needed.Complete City Business OGCC Street Vacation Petition Update Burns/Missall Update only Complete 5/22/2023 City Business 12th Street Sidewalk and Undergrounding Contract Osada Discusssion and direction Complete City Business Electric Bike Park Restriction Sass Discusssion and direction Executive Session RCW 42.30.110 (1)(i) and RCW 42.30.110 (1) © ATTACHMENT 2 14 AGENDA ITEM 5.1a JUNE 26, City Council Regular Meeting, 5:00 pm - CANCELLED Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Presentation Consent Agenda Legislative Hearing Public Hearing City Business City Business City Business JULY 10, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Recognition of Outgoing Volunteer Laurel Preston by Mayor Rossman Presentation Consent Agenda June 2023, Check Register Approved Consent Agenda Draft CC 5/8 and 6/12 Minutes Adopted Consent Agenda PB Appointment Confirmation Approved Consent Agenda Peddler Ordinace Update Sass/Missall Consent Agenda Legislative Hearing None Public Hearing None City Business Comp Plan Update Keyser pulled City Business DRAFT Tree Code Fines Wilcox City Business Gas-Powered Leaf Blowers Update Burns City Business Financial Policy Update Wagner City Business City Manager Review - TENTATIVE Burns/Rossman completed City Business Executive Session RCW 42.30.110 (1)(c) JULY 24, City Council Regular Meeting, CANCELLED Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda Consent Agenda Legislative Hearing Public Hearing City Business ATTACHMENT 2 15 AGENDA ITEM 5.1a AUGUST 14, City Council DARK - CANCELLED Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Presentation Consent Agenda Legislative Hearing Public Hearing City Business AUGUST 28, City Council DARK - CANCELLED Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Presentation Consent Agenda Legislative Hearing Public Hearing City Business SEPTEMBER 11, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda July/August Check Register Wagner Approved Consent Agenda Approved PB 5/15 Minutes Nations Received Consent Agenda Approved PC 5/24 & 6/27 Minutes Keyser Received Consent Agenda Draft 6/12 & 7/10 CC Minutes Kellerman Adopted Consent Agenda Civil Service Commission Annual Report 2022 Nations Received Consent Agenda Gas-Powered Leaf Blower Resolution Burns Adopted Consent Agenda Contract Approving Upland Road Stormwater Improvements Osada Approved Consent Agenda Contract Approving Upland Road Overlay Osada Consent Agenda PB Appointment Confirmation Kellerman Approved ATTACHMENT 2 16 AGENDA ITEM 5.1a Consent Agenda Financial Policies Update Resolution No. 436 Wagner moved to 9/25/2023 meeting Consent Agenda Ordinance Amending Section 8.04.160 of the Medina Municipal Code Regarding Work Hours for Professional Yard Maintenance and Landscaping Burns Adopted Legislative Hearing None Public Hearing 2024 Preliminary Budget Proposal Wagner Completed City Business Comp Plan Update Keyser Completed City Business Existing Conditions Report Keyser Completed City Business City Manager Review Rossman Completed City Business Tree Code Violations Text Wilcox Discussion and direction Completed City Business E-Vehicle Helmet Law Discussion sass Discussion and direction Completed Executive Session RCW 42.30.110(1)(i)No action SEPTEMBER 25, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda Consent Agenda Resolution No. 436 - Financial Policies Wagner Adopted Legislative Hearing Public Hearing City Business Preliminary 2024 Budget Discussion Wagner Completed City Business City Business OCTOBER 9, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda September 2023, Check Register Wagner approve Approved Consent Agenda Approved PB 7/17 Minutes Nations receive and file Receive And Filed Consent Agenda Approved PC 7/25 Minutes Keyser receive and file Receive And Filed Consent Agenda Draft 9/11 and 9/25 CC Minutes Kellerman adopt Adopted ATTACHMENT 2 17 AGENDA ITEM 5.1a Consent Agenda Resolution Accepting Donation - FLIRs (Forward Looking Infrared) for PD Patrol Cars Sass adopt Adopted Public Hearing Preliminary 2024 Budget Proposal Wagner discussion and direction Completed published 9/18/23 City Business Comp Plan Update Keyser discussion and direction Moved to 10/25/2023 meeting City Business 12th Street Project Discussion Osada Completed City Business Confirmation of City Manager Evaluation Process Rossman/Missall approve Completed OCTOBER 23, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda Emergency Street Vacation Moratorium Burns/Missall Adopted City Business Planning Manager and Comp Plan Update Burns/Wilcox completed City Business Ghost House/Short-term Rental Presentation and Discussion Burns/Missall completed Executive Session RCW 42.30.110(1)(g) Evaluate Public Employee Council/Missall completed - no action taken NOVEMBER 13, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda October 2023, Check Register Wagner Approve Consent Agenda Approved 9/26 PC Minutes Bennett Receive and file. Consent Agenda Draft 10/9 & 10/23 CC Minutes Kellerman adopt Consent Agenda Resolution Accepting Donation - Adding Two Additional Speed Signs for the City Sass Adopt Consent Agenda Contract Change Order No. 1 Approving Upland Road Storm Drainage Improvement Osada Approve Legislative Hearing none Public Hearing Final 2024 Budget and Salary Schedule Wagner Adopt Published 10/24 and 11/6/2023 Public Hearing 2024 Property Tax Resolution Wagner adopt Published 10/29/2023 ATTACHMENT 2 18 AGENDA ITEM 5.1a City Business Council Projects - Timeline and Protocols Burns City Business Planning Manager Recruitment Process Burns Discussion and direction City Business City Attorney Request for Proposal (RFP)Burns Discussion item only City Business Solid Waste Services Update Burns Discussion item only Executive Session RCW 42.30.110(1)(i) Potential Litigation and RCW 42.30.110(1)(g) Evaluate Public Employee Council/Missall NOVEMBER 27, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Presentation Consent Agenda Consent Agenda City Business City Manager Review - TENTATIVE City Council DECEMBER 11, City Council Regular Meeting, 5:00 pm Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Consent Agenda November 2023, Check Register Wagner Consent Agenda Draft 11/13 CC Minutes Kellerman Legislative Hearing Public Hearing Street Vacation Code Update Burns/Missall Discussion and direction 45 minutes City Business Comp Plan Update Keyser City Business Fee Schedule Update Wilcox/Kellerman City Business Tree Code Violations Code Amendment - Tentative City Business 12th Street Sidewalk Project - Tentative Osada City Business Personnel Committee Discussion Burns/Rossman Executive Session RCW 42.30.110(1)(g) Evaluate Public Employee ATTACHMENT 2 19 AGENDA ITEM 5.1a DECEMBER 25, City Council Regular Meeting, 5:00 pm - CANCELLED Item Type Topic Staff Contact Recommendation Council Action Legal Notice Presentation Presentation Consent Agenda Legislative Hearing Public Hearing City Business ATTACHMENT 2 20 AGENDA ITEM 5.1a MEDINA POLICE DEPARTMENT DATE: November 13, 2023 TO: Stephen R. Burns, City Manager FROM: Jeffrey R. Sass, Chief of Police RE: Police Department Update – October 2023 The following is a summary highlighting some of the Medina Police Department activity in October 2023. Follow up: Nothing to report. Walk-to-School Day: On Wednesday, October 4th, Medina Police Department participated in the annual “Walk-to-School Day” with Medina Elementary School students, parents, school faculty and community members. Walk-to-School Day is celebrated on the first Wednesday of October to bring awareness to the positive benefits of exercise. Thousands of communities join in with fun and safe Walk-to-School Day events that get families, teachers, city staff and community members walking together while educating children and families about the benefits of walking or cycling to school as well as benefiting the environment. This year Mayor Jessica Rossman, Sergeant Eric Anderson and Officer Roman Scott “walked to school” with the community. 21 AGENDA ITEM 5.1b Medina Police Department October 2023 2023 Great Shake Out Exercise: On Thursday, October 19th at 10:19 a.m. the Medina Police Department and City of Medina participated along with over 57 million people worldwide in the Great shakeout Earthquake exercise. The event is an international event intended to practice earthquake safety and address any areas of concern. Shredder Day/Drug Take-Back/E-Cycling Event: On Saturday, October 21st, Medina PD held their annual Shredder/Drug-Take Back/E-cycle Day at Medina Park. This event is popular with the community and was extremely successful. About 27+ bins of documents were shredded; approximately 68 pounds of drugs were collected and 5 pallets of electronics weighing over 3200 pounds were recycled. Appreciation goes out to Chief Jeff Sass, Captain Austin Gidlof, Sergeant Eric Anderson and Officer Tyler Glen for helping during the event and to Police Office Manager Barbara Marxer for organizing the event. Special thanks to the community for making the event so successful. Marine Patrol: Nothing to report. 22 AGENDA ITEM 5.1b MEDINA POLICE DEPARTMENT Jeffrey R. Sass, Chief of Police MONTHLY SUMMARY October 2023 FELONY CRIMES Forgery 2023-00004876 10/02/2023 A resident contacted the Police Department to report that a check that was issued to Puget Sound Energy had been intercepted and “washed” (chemical agent applied to remove ink on the check). The check was rewritten and addressed to a new payee and cashed. The amount lost was $605.60. Under investigation. Fraud 2023-00004936 10/05/2023 A resident contacted the Police Department for a report of fraud. The resident reported that a Verizon account had been fraudulently opened in their name. No suspect information is available at this time. Fraud 2023-00005239 10/24/2023 A resident contacted the Police Department for a report of fraud. The victim reported fraudulent activity with the Department of Licensing and their bank information. There was no monetary loss. No suspect information is available at this time. Fraud 2023-00005240 10/24/2023 A resident contacted the Police Department to report fraudulent activity with their bank information and with the Department of Licensing. New bank cards had been issued without the victim’s permission and a new account linked with the Department of Licensing requesting a change of address. There was no monetary loss. No suspect information is available at this time. MISDEMEANOR CRIMES Motor Vehicle Prowl 2023-00004996 10/09/2023 A Police Officer was dispatched to the 8300 block of NE 12th St for a report of a vehicle prowl. The victim’s passenger window was shattered, and a wallet was stolen from the center console. No suspect information is available at this time. Malicious Mischief 2023-00005073 10/14/2023 A Police Officer responded to the 100 block of Overlake Drive East for report of a vehicle whose window had been shattered. Nothing was taken from the vehicle. No suspect information is available at this time. Motor Vehicle Prowl 2023-00005091 10/15/2023 A Police Officer was dispatched to the 8800 block of Overlake Drive West for a report of a vehicle prowl. The passenger window was shattered, and a wetsuit was stolen from the vehicle. The approximate value of the wetsuit is unknown. No suspect information is available at this time. 23 AGENDA ITEM 5.1b Malicious Mischief 2023-00005099 10/16/2023 A Police Officer was notified of graffiti at the Evergreen Point Park and Ride (Scenic Overlook) located in the 2800 block of Evergreen Point Road. The approximate value of the damage is unknown. Medina Public Works was requested to remove the graffiti and has since referred the project to WSDOT. No suspect information is available at this time. Malicious Mischief 2023-00005267 10/26/2023 A resident in the 7600 block of NE 12th St contacted the Police Department to report that their driver’s side window and passenger window of their vehicle had been shattered. The approximate damage to the windows is $1200. No items were stolen from inside the vehicle. No suspect information is available at this time. OTHER Accident 2023-00005021 10/11/2023 A Police Officer was dispatched to the 8600 block of Lake Washington Boulevard NE for a report of a one car non-injury collision. The vehicle failed to merge correctly and struck the island in the middle lane. The driver was cited for improper lane usage. Disturbance 2023-00005190 10/20/2023 A Police Officer was dispatched to the 8600 block of NE 10th St. for a report of a disturbance. The subject was contacted and transported to Overlake Hospital for treatment. Warrant Arrest 2023-00005292 10/26/2023 A Police Officer conducted a routine traffic stop in the 8300 block of NE 24th St. The driver had a misdemeanor warrant out of King County Sheriff’s Office. The driver was taken into custody and booked into the King County Jail. 24 AGENDA ITEM 5.1b CRIMES Current Month YTD 2023 YTD 2022 Year-End 2022 Burglary 0 5 10 10 Vehicle Prowl 2104 4 Vehicle Theft 0377 Theft (mail & all other)020710 ID Theft/Fraud 4 181516 Malicious Mischief (Vandalism)3135 5 Domestic Violence/Violation of No Contact Order 0855 Disturbance, Harassment & Non-DV Assault 1 251319 TOTAL CRIMES 10 102 66 76 COMMUNITY POLICING Drug Violations - Referrals to Treatment 0011 Community Assists 24 153 119 139 House Watch Checks 82 802 455 595 School Zone 24 163 190 216 Mental Health 4 403539 TOTAL ENFORCEMENT 134 1158 800 990 TRAFFIC Collisions Injury0222 Non-Injury 1 13 5 6 Non-Reportable0011 Traffic Stops Citations/Infractions/Parking 10 203 234 250 Warnings 170 1626 1149 1426 TOTAL TRAFFIC 181 1844 1391 1685 CALLS FOR SERVICE Animal Complaints 7 404446 Residential Alarms 19 197 200 255 Missing Person 0345 Suspicious Activity/Area Check 19 242 193 219 Medical Call/Assist Fire Department 1 112729 Juvenile (underage party, substance use, etc.)3777 TOTAL SERVICE 49 500 475 561 *This report does not include all calls for service handled by Medina Police Officers. It is meant to be an overview of general calls for service within the specified reporting period. MEDINA POLICE DEPARTMENT Jeffrey R. Sass, Chief of Police City of Medina October 2023 - Monthly Report 25 AGENDA ITEM 5.1b MEDINA POLICE DEPARTMENT Jeffrey R. Sass, Chief of Police MONTHLY SUMMARY October 2023 FELONY CRIMES Nothing to report. MISDEMEANOR CRIMES Nothing to report. MARINE PATROL On October 12, 2023, a vessel was contacted by Medina Police Officers after it was discovered anchored offshore in the 3000 block of Fairweather Place. The vessel operator left the area without incident and was contacted again off the shore of Medina Beach Park several days later by Mercer Island Marine Patrol. 26 AGENDA ITEM 5.1b CRIMES Current Month YTD 2023 YTD 2022 Year-End 2022 Burglary 0001 Vehicle Prowl 0300 Vehicle Theft 0000 Theft (mail & all other)0144 ID Theft/Fraud 0322 Malicious Mischief (Vandalism)0122 Domestic Violence 0211 Disturbance, Harassment & Non-DV Assault 0345 TOTAL CRIMES 0 13 13 15 COMMUNITY POLICING Current Month YTD 2023 YTD 2022 Year-End 2022 Drug Violations - Referrals to Treatment 0000 Community Assists 2 151517 House Watch Checks 4 404460 Mental Health 021111 TOTAL ENFORCEMENT 2 57 70 88 TRAFFIC Current Month YTD 2023 YTD 2022 Year-End 2022 Collisions Injury0000 Non-Injury0011 Non-Reportable0011 Traffic Stops Citations/Infractions/Parking 4 48 72 82 Warnings 39 333 206 289 TOTAL TRAFFIC 43 381 279 373 CALLS FOR SERVICE Current Month YTD 2023 YTD 2022 Year-End 2022 Animal Complaints 1344 Residential Alarms 3 242832 Missing Person 0100 Suspicious Activity/Area Check 3 131523 Medical Call/Assist Fire Department 0155 Juvenile (underage party, substance use, etc.)0101 TOTAL SERVICE 4 43 52 65 *This report does not include all calls for service handled by Medina Police Officers. It is meant to be an overview of general calls for service within the specified reporting period. MEDINA POLICE DEPARTMENT Jeffrey R. Sass, Chief of Police Town of Hunts Point October 2023 - Monthly Report 27 AGENDA ITEM 5.1b 2023 Burglaries & Vehicle Prowls Medina & Hunts Point Prior Month(s) Burglaries Current Month Vehicle Prowls 28 AGENDA ITEM 5.1b 1 CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov Date: November 13, 2023 To: Honorable Mayor and City Council Via: Stephen R. Burns, City Manager From: Steven R. Wilcox. Development Services Department Director Subject: Development Services Department Monthly Report I apologize for the short written report this month. I will be happy to answer questions you may have during my verbal staff report. Permit Activity and Budgeting The Permits Issued report for October shows that we continue to have a busy year. Our total permit value for the year is now more than twice the same time in 2022. This has been a very unusual year for development in Medina. Timing of projects, type of projects and volume of work. Construction Activity Permit open houses are associated with projects of $500,000 and greater. The relevance of this information is that it shows the variations in monthly activity level and size of projects from a different perspective. Open houses more closely follow permit application dates as opposed to issuance timing. For comparison in 2023: January – 0 open houses February - 0 open houses March – 5 open houses April – 1 open house May – 4 open houses June - 7 open houses July – 2 open houses August – 2 open houses September - 2 open houses October - 0 open houses Evaluating trends from different perspectives allows for better understanding of our Development Servies Fund including budget forecasting. 29 AGENDA ITEM 5.1c 2 King County Wastewater Pump Station Maintenance Project The wastewater pump station work to replace the aging pumps is nearly complete with only minor interior work remaining. A job trailer will remain on site for now. Tree Code Enforcement The new proposed Tree Management Code violations section is temporarily on hold. Changes and clarifications asked by Council will be incorporated into the draft, but no other changes will be made to what Council has already seen. Bobcat Our Arborist reported seeing Bobcat while in Medina on an inspection. Yarrow Point has also reported Bobcat sightings. 30 AGENDA ITEM 5.1c Permit Type Submitted Date Permit Number Total Valuation Address B-ADD/ALT 10/04/2023 B-23-070 $300,000.00 1018 84th Ave NE B-ADD/ALT 10/18/2023 B-23-073 $334,115.00 201 Overlake Dr. E. B-ADD/ALT 10/20/2023 B-23-075 $2,055,000.00 7535 NE 28TH PL B-ADD/ALT 10/20/2023 B-23-074 $330,000.00 8457 MIDLAND RD TOTAL B-ADD/ALT:4 $3,019,115.00 B-DEM 10/17/2023 D-23-015 2539 82ND AVE NE B-DEM 10/30/2023 D-23-016 2837 76TH AVE NE TOTAL B-DEM:2 $0.00 B-GAS 10/02/2023 G-23-012 26430 Evergreen Point Rd B-GAS 10/10/2023 G-23-013 3242 Evergreen Point RD B-GAS 10/18/2023 G-23-014 7777 OVERLAKE DR W B-GAS 10/25/2023 G-23-015 2005 Evergreen Pt Rd. B-GAS 10/27/2023 G-23-016 8436 MIDLAND RD B-GAS 10/29/2023 G-23-017 922 87TH AVE NE TOTAL B-GAS:6 $0.00 October 2023 Permit Applications Received 31 AGENDA ITEM 5.1c B-MECHANICAL 10/03/2023 M-23-065 1247 Evergreen Pt. Rd. B-MECHANICAL 10/03/2023 M-23-064 544 UPLAND RD B-MECHANICAL 10/02/2023 M-23-062 2643 Evergreen Point Road B-MECHANICAL 10/02/2023 M-23-063 $8,000.00 2616 79th Ave NE B-MECHANICAL 10/04/2023 M-23-066 854 Evergreen Point Road B-MECHANICAL 10/12/2023 M-23-067 7745 OVERLAKE DR W B-MECHANICAL 10/17/2023 M-23-068 824 Evergreen Point Road B-MECHANICAL 10/19/2023 M-23-069 3411 Evergreen Pt Rd B-MECHANICAL 10/20/2023 M-23-070 2608 79th Ave NE B-MECHANICAL 10/25/2023 M-23-071 7777 Overlake Dr W B-MECHANICAL 10/26/2023 M-23-072 2201 Evergreen Point Road TOTAL B-MECHANICAL:11 $8,000.00 B-PLUMBING 10/11/2023 P-23-053 2839 EVERGREEN POINT RD B-PLUMBING 10/12/2023 P-23-054 8637 NE 6th St B-PLUMBING 10/31/2023 P-23-055 8436 Midland Rd TOTAL B-PLUMBING:3 $0.00 32 AGENDA ITEM 5.1c B-ROOF 10/11/2023 B-23-071 841 86TH AVE NE TOTAL B-ROOF:1 $0.00 B-SFR 10/12/2023 B-23-072 $1,800,000.00 2539 82ND AVE NE B-SFR 10/27/2023 B-23-076 $2,000,000.00 2837 76TH AVE NE TOTAL B-SFR:2 $3,800,000.00 CAP - CONSTRUCTION ACTIVITY PERMIT 10/10/2023 CAP-23-041 201 Overlake Dr. E. CAP - CONSTRUCTION ACTIVITY PERMIT 10/12/2023 CAP-23-042 2539 82ND AVE NE CAP - CONSTRUCTION ACTIVITY PERMIT 10/20/2023 CAP-23-043 7535 NE 28TH PL CAP - CONSTRUCTION ACTIVITY PERMIT 10/27/2023 CAP-23-044 2837 76TH AVE NE TOTAL CAP - CONSTRUCTION ACTIVITY PERMIT:4 $0.00 ENG-GRADING/DRAINAGE 10/26/2023 ENG-GD-23-022 7630 NE 14TH ST ENG-GRADING/DRAINAGE 10/07/2023 ENG-GD-23-019 3615 EVERGREEN POINT RD ENG-GRADING/DRAINAGE 10/11/2023 ENG-GD-23-020 2539 82ND AVE NE ENG-GRADING/DRAINAGE 10/17/2023 ENG-GD-23-021 3607 EVERGREEN POINT RD ENG-GRADING/DRAINAGE 10/27/2023 ENG-GD-23-024 2837 76TH AVE NE ENG-GRADING/DRAINAGE 10/27/2023 ENG-GD-23-023 7535 NE 28TH PL 33 AGENDA ITEM 5.1c TOTAL ENG-GRADING/DRAINAGE:6 $0.00 PW-RIGHT OF WAY 10/04/2023 PW-ROW-23-069 3615 EVERGREEN POINT RD PW-RIGHT OF WAY 10/09/2023 PW-ROW-23-070 530 Upland Rd PW-RIGHT OF WAY 10/19/2023 PW-ROW-23-071 1041 84th AVE NE TOTAL PW-RIGHT OF WAY:3 $0.00 TREE-ADMIN ROW TREE REMOVAL 10/03/2023 TREE-23-051 2432 78TH AVE NE TOTAL TREE-ADMIN ROW TREE REMOVAL:1 $0.00 TREE-HAZARD EVALUATION 10/04/2023 TREE-23-052 1081 80TH PL NE TOTAL TREE-HAZARD EVALUATION:1 $0.00 TREE-NON ADMIN TREE ACTIVITY PERMIT 10/03/2023 TREE-23-050 2432 78th Ave NE TOTAL TREE-NON ADMIN TREE ACTIVITY PERMIT:1 $0.00 TREE-WITH BUILDING/DEVELOPMENT 10/16/2023 TREE-23-054 7630 NE 14TH ST TREE-WITH BUILDING/DEVELOPMENT 10/12/2023 TREE-23-053 2539 82ND AVE NE TREE-WITH BUILDING/DEVELOPMENT 10/27/2023 TREE-23-055 2837 76TH AVE NE TREE-WITH BUILDING/DEVELOPMENT 10/27/2023 TREE-23-056 7535 NE 28TH PL TOTAL TREE-WITH BUILDING/DEVELOPMENT:4 $0.00 Total # of Permits 49 $6,827,115.00 34 AGENDA ITEM 5.1c Page 1 of 1 Report run on: 11/01/2022 07:56 AM Construction Value:October 2023 October 2022 2023 YTM 2022 YTM Difference Accessory Structure ---$70,000.00 ($70,000.00) Addition / Alteration $600,008.00 $22,200.00 $13,650,149.78 $3,224,441.04 $10,425,708.74 Fence / Wall --$1,942,514.00 $279,036.00 $1,663,478.00 New Construction $3,383,026.00 $2,173,983.00 $50,261,790.00 $27,948,828.40 $22,312,961.60 Repair / Replace ----$0.00 Wireless Comm. Facility ---$70,000.00 ($70,000.00) Total Value:$3,983,034.00 $2,196,183.00 $65,854,453.78 $31,592,305.44 $34,262,148.34 Permits Issued:October 2023 October 2022 2023 YTM 2022 YTM Difference New Construction 2 1 16 15 1 Permit Extension 3 3 42 44 (2) Accessory Structure ---1 (1) Addition / Alteration 2 2 24 19 5 Construction Activity Permit 4 2 38 22 16 Demolition 2 1 16 11 5 Fence / Wall --12 15 (3) Grading / Drainage 2 1 26 20 6 Mechanical 10 10 71 87 (16) Other - Moving ----0 Plumbing / Gas 8 6 46 64 (18) Repair / Replace ----0 Reroof ----0 Right of Way Use 7 4 66 74 (8) Tree Mitigation 5 6 47 53 (6) Wireless Comm. Facility ---1 (1) Total Permits:45 36 404 426 (22) Inspections:October 2023 October 2022 2023 YTM 2022 YTM Difference Building 72 76 797 894 (97) 19 51 188 220 (32) 6 2 71 58 13 Tree 5 11 88 61 27 Total Inspections:102 140 1,144 1,233 (89) Engineering/Other October 2023 Issued Permits 35 AGENDA ITEM 5.1c 36 AGENDA ITEM 5.1c Case Number Case Type Assigned To Case Text CC-2023-148 STOP WORK ORDER Rob Kilmer 1525 79TH PL NE Description: Received complaints regarding construction parking in right-of-way. Action Taken: Visited site and observed three work vehicles parked in right-of-way. Issued Stop Work Order as this has been an ongoing issue and project Agent has been warned on multiple occasions. Estimated Penalty: Several days of stopped work to resolve the issue CC-2023-149 GENERAL Rob Kilmer 8300 NE 24TH ST Description: Received concern regarding 7' fence adjacent to right-of-way Action Taken: Investigated and determined that a fence permit and a variance would be required for what has been installed. Spoke with an owner and advised that they needed to work with the city to bring the fence into compliance. Estimated Penalty: Cost of variance process CC-2023-150 CAP VIOLATION Rob Kilmer 1525 79TH PL NE Description: Construction related vehicles (3) parked along right-of-way. Action Taken: Photographed vehicles and license plates. Estimated Penalty: Pairs with CC-2023-148 CC-2023-151 GENERAL Rob Kilmer 7731 NE 8TH ST Description: Received concern regarding overgrown vegetation in rear of property. Action Taken: Spoke with two owners of the adjacent properties and learned that the homeowner is elderly and has recently had health concerns. Each neighbor said that they would like to help reduce the overgrowth issue. I let each know of the other's interest so that they can potentially work together to assist. No further action taken at this time. Estimated Penalty: N/A CC-2023-152 NOTICE OF VIOLATION Rob Kilmer 7838 NE 8TH ST Description: During an inspection at a neighboring property, a structure was observed to have been built within the rear-yard setbacks of 7838 NE 8th Street. The structure appears to require both an approved variance and building permit. Action Taken: Issued a Notice of Violation Estimated Penalty: Structure must be removed or approved variance and building permit(s) must be obtained. Financial penalties will apply if required actions are not initiated by 11/2/23. -- Variance application received on 11/2/23 CC-2023-153 TREE INVESTIGATION Rob Kilmer 2601 79TH AVE NE Description: Observed tree-work vehicles preparing to do work at property. Action Taken: Investigated and determined the scope of work to be limited pruning of bushes and trees. Scope of work does not require a permit. No further action taken. Estimated Penalty: N/A Address October Code Enforcement Report Page 1 October Code Enforcement Report 37 AGENDA ITEM 5.1c CC-2023-154 SIGN VIOLATION Rob Kilmer 8401 NE 12TH ST Description: Observed commercial advertising sign (Palm Reading) displayed in right-of-way, mounted on utility pole. Action Taken: Removed sign. Estimated Penalty: None at this time. CC-2023-155 GENERAL Rob Kilmer 2420 76TH AVE NE Description: Received concern regarding condition of a property to be developed. Action Taken: The pre-construction meeting for this property was at noon today, 10/19/23. The building is scheduled to be demolished on 10/31/23. No further action taken. Estimated Penalty: None. CC-2023-156 TREE INVESTIGATION Rob Kilmer 822 76TH AVE NE Description: Observed tree cutting taking place. Action Taken: Investigated and determined that this had been reviewed beforehand and found to be exempt from permitting requirements. No further action taken. Estimated Penalty: N/A CC-2023-157 SIGN VIOLATION Rob Kilmer Throughout City Description: Lost Dog signs places throughout the city along the right-of-ways. Action Taken: Spoke by phone with owner of missing dog. Owner agreed that the signs should be taken down. They agreed to start removing the signs on the weekend of 10/28/23. Signs removed on 11/1/23 Estimated Penalty: None at this time. CC-2023-158 SIGN VIOLATION Rob Kilmer 841 86TH AVE NE Description: Observed commercial advertising sign (Integrity NW Roofing) displayed to right-of-way. Action Taken: Removed sign and notified company of Medina's rules regarding signs. Estimated Penalty: None at this time. Page 2 October Code Enforcement Report 38 AGENDA ITEM 5.1c Tree Permit Activity Report October 2023 By Andy Crossett Development Tree Permit Activity Report Permit Type Address # Trees Removed Removed Tree (Size) Supplemental Required Description TREE-WITH BUILDING/DEVELOPMENT 8637 NE 6th St 1 Douglas fir 33” 2 Tree would not have survived construction impacts. Non-Development Tree Permit Activity Report Permit Type Address # Trees Removed Removed Tree (Size) Supplemental Required Description TREE-HAZARD EVALUATION 7856 NE 8th St 1 Mountain Hemlock 24” 1 Dead/hazardous ROW tree. TREE-HAZARD EVALUATION 450 OVERLAKE DR E 2 Bigleaf Maple 23”, 31” 2 High risk and in poor health. TREE-HAZARD EVALUATION 1617 73RD AVE NE 3 Cottonwood 22”, 23”, 22” 3 High Risk ROW trees. Dead Tree 7545 NE 28th Place 1 Pine 13” N/A Confirmed tree is 100% dead. Dead Tree 3223 Evergreen Pt Rd 1 Bigleaf Maple 24” N/A Confirmed tree is 100% dead. TREE-HAZARD EVALUATION 1081 80th Ave NE 1 Bigleaf Maple, 1 Douglas fir 2 Maple partially failed and fell into the neighboring yard. The remaining tree was hazardous. The Douglas fir had confirmed root disease. 39 AGENDA ITEM 5.1c 7856 NE 8th St – Hemlock 40 AGENDA ITEM 5.1c 450 OVERLAKE DR E – 2 Bigleaf Maple 41 AGENDA ITEM 5.1c 1617 73RD AVE NE – 3 Cottonwood 42 AGENDA ITEM 5.1c 7545 NE 28th Place 43 AGENDA ITEM 5.1c 3223 Evergreen Pt Rd 44 AGENDA ITEM 5.1c 1081 80th Ave NE 45 AGENDA ITEM 5.1c 46 AGENDA ITEM 5.1c CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov Date: November 13, 2023 To: Honorable Mayor and City Council Via: Stephen R. Burns, City Manager From: Ryan Wagner, Finance & HR Director Subject: October 2023 Financial Report The October 2023 Reporting includes: October AP Check Register Activity Detail Key Revenue and Expenditures in October 2023 Potential Budget Amendment Items for 2023 October 2023 Cash Position Report October 2023 Financial Report 2023 End of Year Fund Projections and Balances Key Revenue from October of 2023 - $1.1M in property tax revenue - $136K in sales and use tax revenue - $207K in Oct REET (paid out in Nov) please see attached report. - $40K in investment earnings Key Expenditures from October of 2023 - $399K City of Bellevue – Fire and medical services - $43K Ogden Murphy Wallace – September attorney services - $25K Laserfiche – Public records and retention project - $19K JLL – Post Office lease renewal - $13K TIG – IT Services for September Budget Amendment Items (Will be presented for approval at the 1st December meeting) - 20K for WCIA 2023 bill, good faith estimate was understated by Finance Director - $100K replacement plow and spray truck, approved during September Deep Dive 47 AGENDA ITEM 5.1d Potential Amendment Items - $40K for Body Cameras for our PD, potential Q4 expense - $500K transfer to the Levy Stabilization Fund – With a projected surplus at end of fiscal year 2023, staff will recommend to Council to allocate a large portion of this surplus in a one-time transfer to the Levy stabilization fund. October 2023 Cash Position Report 48 AGENDA ITEM 5.1d October 2023 Financial Summary 49 AGENDA ITEM 5.1d 2023 End of Year Fund Projections and Balances 50 AGENDA ITEM 5.1d Excise Tax Number Conveyance Doc Sale Date Taxable Selling Price Address CIP 1 CIP 2 CIP 1 INT CIP 2 INT COUNTY Jurisdiction Tax Amount Tax Exempt 3256142 WARRANTY DEED 10/02/2023 24,050,000.00 8743 Overlake Dr. W.59,523.75 59,523.75 0.00 0.00 10,179.98 MEDINA 810,825.00 N 3256168 WARRANTY DEED 10/02/2023 2,550,000.00 2027 77th Avenue Northeast 6,311.25 6,311.25 0.00 0.00 735.41 MEDINA 59,512.50 N 3256829 WARRANTY DEED 10/04/2023 7,575,000.00 1829 Evergreen Point RD.18,748.12 18,748.12 0.00 0.00 2,930.98 MEDINA 234,200.00 N 3258245 WARRANTY DEED 10/20/2023 7,610,000.00 7329 Northeast 18th St.18,834.75 18,834.75 0.00 0.00 2,946.38 MEDINA 235,425.00 N 103,417.87 103,417.87 0.00 0.00 16,792.75 Count: 41,785,000.00 103,417.87 103,417.87 0.00 0.00 16,792.75 1,339,962.50 4 Report Totals: 223,628.49 1,339,962.50 Grantor: SUTHERLIN, MICHAEL W Grantee: GOAD, CHRISTOPHER Parcel ID: 4000500035 Instrument: 20231023000244 MEDINA Subtotal: 41,785,000.00 223,628.49 Grantor: JESSEN, JOHN H Grantee: ALTIG, CURT D Parcel ID: 9208900075 Instrument: 20231011000147 10/23/2023 40,615.88 Grantor: PIERSON, ANN J Grantee: JIANG, DALONG Parcel ID: 3262300375 Instrument: 20231004000182 10/11/2023 40,427.22 Grantor: VASKEVITCH, DAVID Grantee: HOT PILLOW PALACE LLC, Parcel ID: 64473000210 Instrument: 20231003000793 10/4/2023 13,357.91 Recorded Date Total Local Jurisdiction: MEDINA 10/3/2023 129,227.48 King County Recorder's Office 201 S. Jackson St., Ste 204 Seattle, WA 98104 (206) 477-6620 Monthly REET Distribution Report From 10/1/2023 to 10/31/2023 Print Date: 11/1/2023 2:37 PM Jurisdiction: MEDINA 51 AGENDA ITEM 5.1d CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov Date: November 13, 2023 To: Honorable Mayor and City Council Via: Stephen R. Burns, City Manager From: Aimee Kellerman, City Clerk Subject: Central Services Department Monthly Report NOVEMBER AND DECEMBER PUBLIC MEETINGS AND EVENTS Event Date Time Location Planning Commission Special Meeting - CANCELLED Nov 14 6 Celebration Honoring Outgoing Council and Volunteers Nov 16 5:00 pm – 7:30 pm Overlake Golf and Country Club Park Board Meeting Nov 20 5:00 pm In-Person/Online Thanksgiving and Day-After Thanksgiving Holiday – City Hall Closed Nov 23-24 City Council Meeting - TENTATIVE Nov 27 5:00 pm In-Person/Online Planning Commission Meeting - CANCELLED Nov 28 Planning Commission Special Meeting -TBD December Employee/Volunteer Appreciation Lunch – TENTATIVE Dec 7 12:00 pm – 2:30 pm Overlake Golf and Country Club City Council Meeting Dec 11 5:00 pm In-Person/Online Argosy Cruise Christmas Ships Dec 22 5:00 pm Medina Beach Park City Council Meeting – CANCELLED Dec 25 Christmas Day Holiday – City Hall Closed Dec 25 Meetings are publicly noticed on the City’s three official notice boards, City website, and via GovDelivery. Occasionally notices require publication in the City’s official newspaper, The Seattle Times. Public meetings scheduled after publication of this report can be found on the City’s website. COMMUNICATION TO OUR COMMUNITY E-Notice Program: During the month of October, the City issued 18 bulletins amounting to a total of 121,422 bulletins delivered to subscribers; approximately 17.7% were opened. See Attachment. As of October 31, the city had 16,214 subscribers (change in total subscribers +287), with a combined total of 146,873 subscriptions (change in total subscriptions +1,698). RECORDS REQUESTS 52 AGENDA ITEM 5.1e During the month of October, 7 public records requests were received by Central Services. See Attachment 2. LASERFICHE AND RECORDS MANAGEMENT PROJECT PAPER RECORDS MANAGEMENT – in progress We have made a lot of headway in destroying records that are duplicative or no longer needed. The overall goal is to completely eliminate the need of off-site storage, have a clear and comprehensive understanding of where to find print documents, and have continued easy access to permanent/archival/long term files through the digitization of any records that fit those qualifications. LASERFICHE PROJECT – 30% Complete I. Phase 1: Central Services/Finance/HR - 85% complete II. Phase 2: Public Portal Development - October, 2023 Central Services staff met with MG Consulting to identify Central Services, Finance, and HR documents that should be publicly available. As we continue to develop these folders and forms in the growth of our LF portal; public access will be a larger priority and will drive how future departments are on-boarded to LF public portal. III. Phase 3: Police - TBD MG Consulting and Central Services staff will meet with PD staff to start the planning process and development of folder structure for PD files. IV. Laserfiche Project Phase 4: Development Services – in progress MG Consulting and Central Services staff met with Development Services staff to start the planning process and development of folder structure for DS files. V. Laserfiche Project Phase 5: Public Works - TBD – 2024 53 AGENDA ITEM 5.1e Bulletins Developed Total Recipients Total Delivered Unique Email Opens Unique Email Open Wireless Recipients October, 2023 18 136,961 121,422 13,953 17.70%51,134 September, 2023 15 90,510 80,034 9,313 17.70%33,166 August, 2023 15 149,675 133,378 16,453 19.70%59,515 July, 2023 15 96,258 85,325 10,578 19.40%36,793 June, 2023 10 76,477 68,422 8,528 19.40%29,336 May, 2023 28 159,825 142,208 14,563 16.00%61,919 April, 2023 32 213,523 191,506 20,444 16.60%81,637 March, 2023 21 129,439 115,951 11,878 15.90%49,669 January, 2023 30 192,287 172,943 23,109 19.90%68,940 December, 2022 33 223,587 202,268 25,975 19.00%78,584 November, 2022 24 128,822 116,286 14,221 17.90%44,131 October, 2022 28 131,830 119,181 15,287 18.10%41,173 September, 2022 18 71,635 64,845 8,554 18.20%21,385 August, 2022 13 65,817 60,494 8,916 19.90%18,579 Date Sent Top 10 Most Read Bulletins During October Emails Opened Email Open Rate 10/06/2023 02:23 PM PDT 1,530 16% 10/10/2023 11:00 AM PDT 2,263 20% 10/12/2023 09:14 AM PDT 2,207 20% 10/13/2023 11:00 AM PDT 2,000 19% 10/16/2023 11:00 AM PDT 2,292 20% 10/18/2023 10:20 AM PDT 1,991 18% 10/18/2023 11:46 AM PDT 1,498 16% 10/19/2023 11:00 AM PDT 1,811 17% 10/24/2023 08:00 AM PDT 1,458 17% 10/27/2023 03:47 PM PDT 1,578 17% Community Bulletin - Fall Weather Preparation Comparisons: Save the Date! Reception Honoring Outgoing Council Members - November 16, 2023 Community Bulletin - Emergency Preparedness Meeting (Wed Oct 11th) - AGENDA & JOINING INSTRUCTIONS Community Bulletin - Great Shakeout 2023 Community Bulletin - Save the Date - Shredder Day with Electronics Recycling & Drug Take-back Community Bulletin - Reminder - Great Shakeout 2023 Save the Date! Reception Honoring Outgoing Council Members - November 16, 2023 Community Bulletin - This Weekend! Shredder Day with Electronics Recycling & Drug Take-back Notice of Public Hearing - 2024 Proposed Annual Budget November 13, 2023 Notice of Public Hearing - 2024 Property Tax Levy - November 13, 2023 ATTACHMENT 1 54 AGENDA ITEM 5.1e A ATTACHMENT 2 AT 501 EVERGREEN POINT ROAD P.O. BOX 144 MEDINA, WA 98039-0144 TELEPHONE (425) 233-6400 FAX (425) 451-8197 www.medina-wa.gov DATE: November 13, 2023 TO: Mayor and City Council From: Aimee Kellerman, City Clerk Subject: October 2023, Public Records Request Tracking In October 2023, Central Services staff received 7 new public records requests. These requests required approximately 12 hours of Central Services staff time and 0 hours of consulting time with the City Attorney. The overall October cost, which includes staff hourly rate plus benefits and City Attorney fees is approximately $798. In addition, the police department receives public records requests specific to police business that require records research and information distribution. In October 2023, the Police Department received 6 new records requests. These requests required approximately 2 hours of staff time and 0 hours of consulting time with the City Attorney. The overall October cost, which includes staff hourly rate plus benefits, is approximately $140. The requests are from outside law enforcement agencies, insurance carriers, the public and persons involved in the incidents. 55 AGENDA ITEM 5.1e Reference ID Public Records Request Requester Name Request Date Departments Assigned Staff 23-36 Site surveys for 2403 and 2409 Evergreen Pt Rd.Stephen A. Schiro 10/18/2023 Development Services Aimee Kellerman 23-35 Hi there, We are the listing agent of the property at 1024 82nd Ave NE, Medina, WA 98039 The previous owner mentioned that they had asked for adding second floor for this property in 2018. Would you be able to find out if you have any information about this addition? Thank you so much,Thuy Nguyen 10/18/2023 Development Services Aimee Kellerman 23-32 Hello, I would like to request any leases for wireless carrier facilities (WCFs) or cell towers on city property from January 1, 2020 through the present. Please let me know if you have any questions. Thank you,Tim Lovell 10/27/2023 Central Services Dawn Nations 23-31 Hi, would i be able to review the building plans for the new construction house at 2841 Evergreen Pt Rd? Thank you David Martin David Martin 10/17/2023 Development Services Dawn Nations 23-30 I would like to view the building plans for the pool, spa and house for 3329 Evergreen Pt Rd, Medina 98039. The pool/spa & house were built in 2003. I am particularly interested in any "as-built" for the spa.David Martin 10/16/2023 Development Services Aimee Kellerman 23-28 Hello, I am requesting some land use decisions related to a wireless facility. I am looking for the special use permit and non-administrative variances PL-16-034 and PL-16- 036 issued in 2017. This relates to a wireless facility located at 7800 NE 28th St, parcel 2425049104. Please let me know if any additional information is needed to track this down. Thank you,Chris DeVoist 10/9/2023 Development Services Aimee Kellerman 23-27 I would like the engineering approval records/documents for the perimeter concrete wall at 7823 NE 14th Street, Medina, WA Mindie 10/4/2023 Development Services Aimee Kellerman October 2023 Monthly PRR Report ATTACHMENT 2 56 AGENDA ITEM 5.1e CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov Date: November 13, 2023 To: Honorable Mayor and City Council Via: Stephen R. Burns, City Manager From: Ryan Osada, Public Works Director Subject: Public Works Monthly Report 1. UPLAND ROAD DRAINAGE IMPROVEMENTS – Last month, Kamins Construction completed the base contract items for Upland Road Drainage Improvements ahead of forecasted rainstorms. This project was a crucial phase prior to the asphalt overlay which has been rescheduled for April 2024 due to inclement weather. Recently, additional work has been identified which will extend the contract by 15 days. This work is scheduled to start November 14th. 57 AGENDA ITEM 5.1f 2. 2023 SIDEWALK TRIP HAZARD REMEDIATION – The Public Works Department recently hired Precision Concrete Cutting to survey the city for sidewalk trip hazards. There are 156 locations that have been identified as a trip hazard. The contractor is scheduled to start work November 20th with a completion date of December 1st. For comparison, in summer of 2018 the contractor identified and repaired 453 trip hazards. 58 AGENDA ITEM 5.1f 3. AC WATERMAIN BREAK RESTORATION – Last month, Bellevue Water responded to three AC Watermain breaks in the City of Medina. Public Works typically oversees the restoration process and supports residents with their individual property damage claims. In the past few years, Bellevue Water has had an aggressive schedule to replace old ac watermain pipes throughout the city. Medina Public Works is actively communicating with Bellevue Water and participates in the coordination of these projects. 59 AGENDA ITEM 5.1f 4. MAINTENANCE – Public Works had a few nice days last month to complete the planting on 81st Ave NE, east of Medina Elementary School. They are still mowing the parks and performing small road maintenance items. More recently, heavy rainstorms hit the region and public works has been spending more time dealing with stormwater related tasks. 60 AGENDA ITEM 5.1f 5. PROJECT UPDATES - Upland Road Overlay – King County’s Overlay Program has been postponed until April 2024 86th Ave NE Overlay – same as the Upland Road contractor 2023 Crack Seal – complete Medina Elementary Sidewalks_81st Ave NE – complete Medina Park Trail Rehabilitation_West – complete 2023 Upland Road Stormwater Improvements – main contract complete, pending Change Orders City Hall Carpet Replacement – deferred to 2024 Post Office Floor Replacement – complete 2023 Hazardous Tree Removal – currently 2 pending requests for ROW tree removal Citywide Stormwater System Mapping & Evaluation – G&O has completed most of the mapping. Ongoing CCTV and assessment for future improvements NE 12th Street Pedestrian Improvements – redesigned and postponed until 2024 2023 City Hall Balcony Repairs – scheduled for November 77TH Ave NE Sidewalk & Curb Ramp Imp. – reevaluating scope of work 2017 Medina Beach Park Tree Replanting – Phase III tree planting. 2015 Medina Park Stormwater Pond Imp. – Dredging is tentatively planned for summer of 2024 61 AGENDA ITEM 5.1f Vendor Invoice Number Expense Notes Invoice Amount Check Number Check Date Account Number Account Description 8X8, Inc. 4061690 CH Phones $921.18 65107 10/16/2023 001-000-000-518-10-41-50 Prof Serv-Computer Tech Serv $921.18 911 Supply Inc INV-2-33290 Traffic Vests $478.88 65141 10/30/2023 001-000-000-521-20-22-00 Uniforms 911 Supply Inc INV-2-33291 BPV-Gregory $1,895.93 65141 10/30/2023 001-000-000-521-20-22-01 DOJ Bullet Proof Vest Program $2,374.81 ADP, Inc. 643553570 August 2023 ADP Fees $2,723.62 EFT Payment 10/16/2023 11:58:27 AM - 1 10/31/2023 001-000-000-514-20-41-01 Professional Services $2,723.62 AT&T Mobility 287287975246X09272023 PD Patrol Car Connections $1,000.56 65108 10/16/2023 001-000-000-521-20-42-00 Communications (phone,Pagers) AT&T MOBILITY 287290584494X10132023 PW/DS Cell Phones $2,613.77 65174 10/31/2023 001-000-000-576-80-42-00 Telephone/postage $3,614.33 Atwell, LLC 0318400 Building Permit Zoning $9,968.00 65109 10/16/2023 401-000-000-558-60-41-01 Planning Consultant Atwell, LLC 0320857 Building Permit Zoning $3,814.50 65142 10/30/2023 401-000-000-558-60-41-01 Planning Consultant $13,782.50 AutoNation Chrysler, Jeep, Dodge Bellevue 326604 Vehicle Maintenance Car #30 $110.88 65143 10/30/2023 001-000-000-521-20-48-10 Repairs & Maint-Automobiles AutoNation Chrysler, Jeep, Dodge Bellevue 326573 Maintenance Car #30 $106.56 65143 10/30/2023 001-000-000-521-20-48-10 Repairs & Maint-Automobiles AutoNation Chrysler, Jeep, Dodge Bellevue 556955 Maintenance Car #25 $155.27 65143 10/30/2023 001-000-000-521-20-48-10 Repairs & Maint-Automobiles AutoNation Chrysler, Jeep, Dodge Bellevue 326558 Maintenance Car #27 $110.88 65143 10/30/2023 001-000-000-521-20-48-10 Repairs & Maint-Automobiles $483.59 AV Capture All, Inc. 2883* Council Chambers Audio Recording Software-Annual $3,303.00 65110 10/16/2023 001-000-000-518-80-41-50 Technical Services, Software Services $3,303.00 Bellevue City Treasurer - Water Service from 7/25/2023 to 9/27/2023 (501 Evergreen Point Rd) Irrigation LK WA Blvd Islands $72.99 65144 10/30/2023 001-000-000-576-80-47-00 Utilities Bellevue City Treasurer - Water Service from 7/17/2023 to 9/18/2023 (Cntr R W of 84th NE) 84th Ave/24th Irrigation $5,868.90 65144 10/30/2023 101-000-000-542-70-40-00 Street Irrigation Utilities $5,941.89 Bellevue, City of 47183 Second Half 2023 Fire Invoice $398,894.00 65145 10/30/2023 001-000-000-522-20-41-00 Fire Control Services $398,894.00 Brightly Software, Inc. (Formerly Dude Solutions, Inc.) INV-223576 Asset Essentials Subscription $2,854.23 65146 10/30/2023 101-000-000-594-42-64-00 Street Capital Equipment $2,854.23 Buenavista Services, Inc 11074 Janitorial Services $1,158.62 65147 10/30/2023 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg Buenavista Services, Inc 11075 Janitorial Services $2,037.75 65147 10/30/2023 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg $3,196.37 Cal-Line Northwest, LLC 05200341 Wood Chipper Maintenance $2,165.28 65111 10/16/2023 101-000-000-542-30-48-00 Equipment Maintenance $2,165.28 Car Wash Enterprises September 2023 PD Car Washes September 2023 $6.00 65148 10/30/2023 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash $6.00 Carquest Auto Parts Stores 2417-542874 Power Steering Fluid for Trucks $9.91 65112 10/16/2023 101-000-000-542-30-48-00 Equipment Maintenance $9.91 Centurylink Charges from Oct 07 to Nov 07 CH CC Terminal $181.16 65149 10/30/2023 001-000-000-518-10-42-00 Postage/Telephone Centurylink Charges from Oct 17 to Nov 17 PD/CH Emergency Line $192.09 65149 10/30/2023 001-000-000-521-20-42-00 Communications (phone,Pagers) Centurylink Charges from Oct 08 to Nov 08 PW Alarm/Fire Phone Line $133.70 65149 10/30/2023 001-000-000-576-80-42-00 Telephone/postage $506.95 CivicPlus, LLC 276916-ME 311 CRM-SecClickFix-Annual Sub $4,954.50 65113 10/16/2023 001-000-000-518-80-41-50 Technical Services, Software Services $4,954.50 Comcast Services from Oct 25, 2023 to Nov 24, 2023 (1000 80th Ave NE) Internet Service $146.36 65150 10/30/2023 001-000-000-576-80-42-00 Telephone/postage $146.36 Crystal And Sierra Springs-Admin 11037150 100723 CH Drinking Water $107.05 65114 10/16/2023 001-000-000-518-10-31-00 Office And Operating Supplies $107.05 Crystal And Sierra Springs-PW 5291929 100723 PW Drinking Water $5.09 65151 10/30/2023 001-000-000-576-80-31-00 Operating Supplies $5.09 Daily Journal of Commerce 3393105 Request for Proposal - Critical Areas $110.00 65115 10/16/2023 001-000-000-518-10-44-00 Advertising $110.00 Eastside Public Safety Communications 11290 October 2023 Radio Access Fees $530.25 65116 10/16/2023 001-000-000-521-20-41-20 Dispatch-EPSCA $530.25 FCI - Custom Police Vehicles 15300 Lease MPD Car #29 $1,063.76 65152 10/30/2023 001-000-000-594-21-70-00 Police Vehicle Lease, Principal Cost FCI - Custom Police Vehicles 15302 Lease MPD Car #26 $839.99 65152 10/30/2023 001-000-000-594-21-70-00 Police Vehicle Lease, Principal Cost FCI - Custom Police Vehicles 15298 Lease MPD Car #27 $752.47 65152 10/30/2023 001-000-000-594-21-70-00 Police Vehicle Lease, Principal Cost FCI - Custom Police Vehicles 15301 Lease MPD Car #30 and #31 $1,902.38 65152 10/30/2023 001-000-000-594-21-70-00 Police Vehicle Lease, Principal Cost FCI - Custom Police Vehicles 15299 Lease MPD Car #28 $881.56 65152 10/30/2023 001-000-000-594-21-70-00 Police Vehicle Lease, Principal Cost FCI - Custom Police Vehicles 15299 Interest PD Vehicle $199.52 65152 10/30/2023 001-000-000-594-21-80-00 Police Vehicle Lease, Interest Cost FCI - Custom Police Vehicles 15301 Interest PD Vehicle $802.42 65152 10/30/2023 001-000-000-594-21-80-00 Police Vehicle Lease, Interest Cost FCI - Custom Police Vehicles 15300 Interest PD Vehicle $305.20 65152 10/30/2023 001-000-000-594-21-80-00 Police Vehicle Lease, Interest Cost FCI - Custom Police Vehicles 15302 Interest PD Vehicle $153.73 65152 10/30/2023 001-000-000-594-21-80-00 Police Vehicle Lease, Interest Cost FCI - Custom Police Vehicles 15298 Interest PD Vehicle $186.65 65152 10/30/2023 001-000-000-594-21-80-00 Police Vehicle Lease, Interest Cost $7,087.68 Fischer, Craig T October 2023 Fischer Expense Reimbursement Vision Municipal Solutions Software User Conference $689.62 EFT Payment 10/16/2023 11:59:09 AM - 1 10/31/2023 001-000-000-518-10-43-00 Travel & Training $689.62 October 2023 Check Register 62 AGENDA ITEM 6.1 Goodyear Auto Service Center 0000033761 Vehicle Maintenance Car #30 $200.28 65153 10/30/2023 001-000-000-521-20-48-10 Repairs & Maint-Automobiles Goodyear Auto Service Center 0000033677 Vehicle Maintenance Car #31 $600.84 65153 10/30/2023 001-000-000-521-20-48-10 Repairs & Maint-Automobiles $801.12 Gray & Osborne, Inc. Project No: 21441.00/Invoice No: 31 NE 12th St Pedestrian Improvements $686.11 65154 10/30/2023 307-000-000-595-30-63-01 Street Improvements, Overlays Gray & Osborne, Inc. Project No: 23480.00/Invoice No: 7 Upland Road Drainage Improvements $906.80 65154 10/30/2023 307-000-000-595-30-63-02 Storm Sewer Improvements Gray & Osborne, Inc. Project No: 23427.00/Invoice No: 10 Grading and Drainage Services $592.20 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 21427.14/Invoice No: 13 Grading and Drainage Services $1,556.95 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 23427.12/Invoice No: 3 Grading and Drainage Services $148.05 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 23427.11/Invoice No: 4 Grading and Drainage Services $179.88 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 23427.07/Invoice No: 1 Grading and Drainage Services $592.20 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 23427.14/Invoice No: 1 Grading and Drainage Services $592.20 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 22427.29/Invoice No: 6 Grading and Drainage Services $417.56 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 20425.26/Invoice No: 10 Grading and Drainage Services $179.88 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 22427.11/Invoice No: 7 Grading and Drainage Services $385.73 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 23427.16/Invoice No: 1 Grading and Drainage Services $296.10 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 20425.10/Invoice No: 19 Grading and Drainage Services $253.91 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 23427.04/Invoice No: 4 Grading and Drainage Services $74.03 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant Gray & Osborne, Inc. Project No: 21427.11/Invoice No: 16 Grading and Drainage Services $222.08 65154 10/30/2023 401-000-000-558-60-41-07 Engineering Consultant $7,083.68 Hermanson Company, LLP 09344-1 HVAC Maintenance (Aug-Oct) $2,150.10 65117 10/16/2023 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg Hermanson Company, LLP INV-4055 HVAC Maintenance (May-July) $2,067.40 65117 10/16/2023 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg $4,217.50 Home Depot Credit Services October 2023 Home Depot CC Tarps for Ivy Clean Up at Fairweather $155.09 EFT Payment 11/2/2023 11:50:29 AM - 1 10/31/2023 001-000-000-576-80-31-00 Operating Supplies $155.09 Horticultural Elements, Inc. 8153* October's Maintenance Installment $4,943.49 65155 10/30/2023 101-000-000-542-30-41-00 Professional Services $4,943.49 Jones Lang LaSalle Americas, Inc. SA00000682266001 One Time Brokerage Fee for Post Office Lease $18,950.00 65118 10/16/2023 001-000-000-518-10-41-00 Professional Services $18,950.00 KC Dept of Water & Land Resources 126655 (2nd Payment) 2nd Payment KC DNR $1,055.00 65119 10/16/2023 101-000-000-542-30-41-00 Professional Services $1,055.00 KC Office of Finance 11013991 KC INET $375.00 65120 10/16/2023 001-000-000-518-80-41-50 Technical Services, Software Services $375.00 Kirkland Municipal Court AUG23MED July 2023 Filing Fees $1,172.10 65156 10/30/2023 001-000-000-512-50-40-10 Municipal Court-Traffic/NonTrf Kirkland Municipal Court MAY23MED April 2023 Filing Fees $787.89 65156 10/30/2023 001-000-000-512-50-40-10 Municipal Court-Traffic/NonTrf $1,959.99 Konica Minolta Business Solutions 289630925 PW Printer $10.89 65157 10/30/2023 001-000-000-518-10-31-00 Office And Operating Supplies $10.89 Konica Minolta Premier Finance 81027109 Copier Lease $1,751.89 EFT Payment 11/3/2023 10:10:27 AM - 1 10/31/2023 001-000-000-518-10-31-00 Office And Operating Supplies Konica Minolta Premier Finance 81016939 PW Printer $96.36 EFT Payment 11/2/2023 11:56:06 AM - 1 10/31/2023 001-000-000-518-10-31-00 Office And Operating Supplies Konica Minolta Premier Finance 81100557 Copier Lease $220.37 EFT Payment 11/2/2023 11:56:06 AM - 1 10/31/2023 001-000-000-521-20-45-00 Equipment-Lease & Rentals $2,068.62 Laserfiche 5562COM Laserfiche Project $9,114.13 65158 10/30/2023 001-000-000-518-10-41-00 Professional Services Laserfiche 5562COM Laserfiche Project $15,783.49 65158 10/30/2023 001-000-000-594-14-64-00 City Hall IT HW/SW >$5K Capital Outlay $24,897.62 LexisNexis Risk Management - Account 1011660 1011660-20230930 Investigative Tool $244.23 65159 10/30/2023 001-000-000-521-20-41-00 Professional Services $244.23 Marxer, Barbara October 2023 Marxer Expense Reimbursement LEIRA Conference (Records and Evidence Training) $195.64 EFT Payment 11/2/2023 12:48:19 PM - 1 10/31/2023 001-000-000-521-20-43-00 Travel & Training $195.64 Medina, City of 2023 JE # 2134 Account Cor. Correction Entry ($1,862.90) 20100967-Oct 2023 Reclass Adjusting Entry 10/31/2023 001-000-000-521-20-22-00 Uniforms Medina, City of 2023 JE # 2134 Account Cor. Correction Entry $1,862.90 20100967-Oct 2023 Reclass Adjusting Entry 10/31/2023 001-000-000-521-20-22-01 DOJ Bullet Proof Vest Program Medina, City of 2023 JE # 2134 Account Cor. Correction Entry $1,589.99 20100967-Oct 2023 Reclass Adjusting Entry 10/31/2023 001-000-000-576-80-48-00 Repair & Maint Equipment Medina, City of 2023 JE # 2134 Account Cor. Correction Entry ($1,589.99) 20100967-Oct 2023 Reclass Adjusting Entry 10/31/2023 001-000-000-576-80-49-00 Miscellaneous, annual lease $0.00 MG Consulting Services LLC 200-02* LaserFiche/RM Consulting Project $1,462.50 65121 10/16/2023 001-000-000-518-10-41-00 Professional Services MG Consulting Services LLC 200-04 LaserFiche/RM Project $2,700.00 65160 10/30/2023 001-000-000-518-10-41-00 Professional Services $4,162.50 Michael's Fine Dry Cleaning 48 PD Dry Cleaning $318.24 65122 10/16/2023 001-000-000-521-20-22-00 Uniforms $318.24 Moberly & Roberts, PLLC 1128 Prosecution Services $4,000.00 65123 10/16/2023 001-000-000-512-50-40-10 Municipal Court-Traffic/NonTrf $4,000.00 Motorola Solutions, Inc. 8281720681 Radio Chargers $338.56 65161 10/30/2023 001-000-000-521-20-31-00 Office Supplies $338.56 Navia Benefit Solutions 10752538 September 2023 Navia Fees $100.00 65124 10/16/2023 001-000-000-514-20-49-10 Miscellaneous $100.00 Ogden Murphy Wallace 883111 Exec $5,550.00 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney Ogden Murphy Wallace 883112 Finance $777.00 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney Ogden Murphy Wallace 883109 Council $7,793.00 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney Ogden Murphy Wallace 883113 PD $555.00 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney Ogden Murphy Wallace 883114 State Farm $148.00 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney Ogden Murphy Wallace 883115 T-Mobile $1,930.50 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney Ogden Murphy Wallace 883110 Dev Services $11,863.00 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney 63 AGENDA ITEM 6.1 Ogden Murphy Wallace 883108 Adv Tree Removal $14,833.00 65125 10/16/2023 001-000-000-515-41-40-00 City Attorney $43,449.50 Osada, Ryan October 2023 Osada Expense Reimbursement Ipad Cases for PWx2 $59.16 EFT Payment 10/16/2023 12:00:23 PM - 1 10/31/2023 001-000-000-576-80-42-00 Telephone/postage $59.16 Pitney Bowes Global Financial Services LLC 3318126849 Postage Meter Lease $443.07 65126 10/16/2023 001-000-000-518-10-31-00 Office And Operating Supplies $443.07 Planning Association of Washington (PAW) 2717 Planning Manager Job Posting $100.00 65170 10/30/2023 001-000-000-518-10-44-00 Advertising $100.00 Pro-shred 67432 CH Shredding Services $55.66 65127 10/16/2023 001-000-000-518-10-41-00 Professional Services $55.66 Public Safety Testing, Inc. 2023-1075 Q3 2023 Dues $151.00 65162 10/30/2023 001-000-000-521-20-41-50 Recruitment-Background $151.00 Puget Sound Energy For Service 9/1-10/2/2023 (88th Ave NE & LK WA Blvd) Street Light Power $0.22 65163 10/30/2023 101-000-000-542-63-41-00 Street Light Utilities Puget Sound Energy For Service 9/1-10/2/2023 (515 Evergreen Point Rd) Street Lights 515 EPR $31.83 65163 10/30/2023 101-000-000-542-63-41-00 Street Light Utilities Puget Sound Energy For Service 9/1-10/2/2023 (77th Ave NE & 79th Ave NE) Street Lights 77th/79th $119.05 65163 10/30/2023 101-000-000-542-63-41-00 Street Light Utilities Puget Sound Energy For Service 9/1-10/2/2023 (80th Ave NE & NE 10th St) Street Lights PW Shop $25.95 65163 10/30/2023 101-000-000-542-63-41-00 Street Light Utilities Puget Sound Energy For Service 9/1-10/2/2023 (TIB LED Conversion) Street Light Power $1,631.89 65163 10/30/2023 101-000-000-542-63-41-00 Street Light Utilities $1,808.94 Puget Sound Regional Council 2024048 Puget Sound Regional Council Membership $748.00 65128 10/16/2023 001-000-000-511-60-41-01 Legislative Activities- Regional/Intergovt $748.00 Reed, Sarah September 2023 Hembree Advance Deposit Return for DEP00135 Advance Deposit Return for DEP00135 $536.69 65140 10/16/2023 401-000-000-582-10-00-02 Refund of DS Adv Deposits $536.69 Republic Services, Inc. dba Rabanco, Ltd. 0172-009407680 PW Debris Proposal $445.06 65164 10/30/2023 001-000-000-576-80-41-04 Professional Services-Misc $445.06 Ricoh USA, Inc. 1098614555 Copier Repair $221.77 65129 10/16/2023 001-000-000-518-10-48-00 Repairs & Maint-Equipment $221.77 Sanitary & Maintenance Supply 2306765 Shop Supplies $176.91 65165 10/30/2023 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg $176.91 Sass, Jeff October 2023 Sass Expense Reimbursement International Association of Chiefs of Police $122.78 EFT Payment 11/2/2023 12:05:10 PM - 1 10/31/2023 001-000-000-521-20-43-00 Travel & Training $122.78 SCORE 7311 Inmate Housing $448.00 65130 10/16/2023 001-000-000-521-20-41-55 Jail Service-Prisoner Board $448.00 Seattle Times, The 45180 Legal Notices, Budget Public Hearing, Ordiance Publish $388.02 65131 10/16/2023 001-000-000-518-10-44-00 Advertising Seattle Times, The 45180 Legal Notices, Hearing Examiner $194.53 65131 10/16/2023 401-000-000-558-60-42-00 Communications $582.55 SeaWestern Inc. INV26622 Thermal Monocular for PD $8,801.72 65132 10/16/2023 001-000-000-594-21-64-10 Police HW/SW Equipment >$5K Capital Outlay $8,801.72 Sound View Strategies, LLC 3024 SR520 Consultant $3,000.00 65133 10/16/2023 001-000-000-513-10-41-00 Professional Services $3,000.00 Spot-On Print & Design 59065 Arborist Business Cards $52.41 65134 10/16/2023 401-000-000-558-60-31-00 Operating Supplies $52.41 Staples Business Advantage 3549233132 Office Supplies $173.19 65135 10/16/2023 001-000-000-518-10-31-00 Office And Operating Supplies Staples Business Advantage 3549233134 PD Office Supplies $71.55 65135 10/16/2023 001-000-000-521-20-31-00 Office Supplies Staples Business Advantage 3549233133 PD Office Supplies $260.38 65135 10/16/2023 001-000-000-521-20-31-00 Office Supplies $505.12 Statewide Security 216942 Quarterly Fire Alarm Monitoring $749.78 65166 10/30/2023 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg $749.78 TIG Technology Integration Group 64260 IT Services $11,150.78 65136 10/16/2023 001-000-000-518-80-41-50 Technical Services, Software Services TIG Technology Integration Group 64260 IT Servicees (DS Dept) $2,054.78 65136 10/16/2023 401-000-000-518-80-41-50 Technical Services, Software Services $13,205.56 Tiki Car Wash 2268 September 2023 PD Car Washes $120.09 65167 10/30/2023 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash $120.09 Tree Frog LLC 1765 Arborist Services $2,612.50 65137 10/16/2023 401-000-000-558-60-41-50 Landscape Consultant $2,612.50 US Bank October 2023 JE #2136 Bank Fees Bank Fees $269.26 EFT Payment 11/2/2023 1:07:36 PM - 1 10/31/2023 001-000-000-514-20-49-10 Miscellaneous US Bank October 2023 JE #2136 Bank Fees Bank Fees $2,883.67 EFT Payment 11/2/2023 1:07:36 PM - 1 10/31/2023 401-000-000-558-60-49-10 Miscellaneous US Bank October 2023 Nations CC Statement Drinks for Council Meeting $53.87 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-511-60-49-00 Miscellaneous US Bank October 2023 Wagner CC Statement Annual Card Fees $99.00 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-514-20-49-10 Miscellaneous US Bank October 2023 Nations CC Statement Postage for Certified Letters for Development Services $34.24 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-518-10-42-00 Postage/Telephone US Bank October 2023 Kellerman CC Statement Public Storage $39.33 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-518-30-45-00 Facility Rental US Bank October 2023 Crickmore CC Statement Police Department Lighting $222.27 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg US Bank October 2023 Kellerman CC Statement Zoom License - TIG $113.66 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-518-80-41-50 Technical Services, Software Services US Bank October 2023 Kellerman CC Statement Zoom Storage $40.00 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-518-80-41-50 Technical Services, Software Services US Bank October 2023 Kellerman CC Statement Web Services for Internet Logs $0.32 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-518-80-41-50 Technical Services, Software Services US Bank October 2023 Gidlof CC Statement Notepads $21.40 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Gidlof CC Statement Plastic Keys $17.58 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Gidlof CC Statement IDP Hologram $95.24 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Gidlof CC Statement Folders $26.96 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies 64 AGENDA ITEM 6.1 US Bank October 2023 Sass CC Statement Public Farewell Party for Hall $21.67 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Sass CC Statement Public Farewell Party for Hall $16.18 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Gidlof CC Statement Table for Lobby $396.35 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Gidlof CC Statement Folders $30.20 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Gidlof CC Statement Office Chair $396.28 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Sass CC Statement Public Farewell Party for Hall $39.88 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-00 Office Supplies US Bank October 2023 Gidlof CC Statement Inflatable PFD Vests $543.62 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-40 Police Operating Supplies US Bank October 2023 Gidlof CC Statement Emergency Kits $116.81 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-31-40 Police Operating Supplies US Bank October 2023 Gidlof CC Statement Training - Marxer $395.00 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-521-20-43-00 Travel & Training US Bank October 2023 Crickmore CC Statement Uniforms $141.97 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-22-00 Uniforms US Bank October 2023 Crickmore CC Statement Uniforms $240.02 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-22-00 Uniforms US Bank October 2023 Crickmore CC Statement Uniforms $299.95 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-22-00 Uniforms US Bank October 2023 Crickmore CC Statement Hose Caps $8.80 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-31-00 Operating Supplies US Bank October 2023 Crickmore CC Statement Propane $54.73 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-31-00 Operating Supplies US Bank October 2023 Crickmore CC Statement Mutt Mitt Dispensers $600.00 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-31-00 Operating Supplies US Bank October 2023 Crickmore CC Statement Hose Caps $8.80 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-31-00 Operating Supplies US Bank October 2023 Crickmore CC Statement Diesel Fuel $124.48 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-32-00 Vehicle Fuel & Lube US Bank October 2023 Crickmore CC Statement Diesel Fuel $300.00 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-32-00 Vehicle Fuel & Lube US Bank October 2023 Crickmore CC Statement Diesel Fuel $131.00 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-32-00 Vehicle Fuel & Lube US Bank October 2023 Osada CC Statement Notice of Violation Certified Mail $8.56 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-42-00 Telephone/postage US Bank October 2023 Crickmore CC Statement Windshield and Rear Windowtoro Workman $508.66 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-576-80-48-00 Repair & Maint Equipment US Bank October 2023 Gidlof CC Statement Computer Items $127.67 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-594-21-64-10 Police HW/SW Equipment >$5K Capital Outlay US Bank October 2023 Gidlof CC Statement Cables $34.94 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-594-21-64-10 Police HW/SW Equipment >$5K Capital Outlay US Bank October 2023 Gidlof CC Statement Security System Cards $870.22 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 001-000-000-594-21-64-10 Police HW/SW Equipment >$5K Capital Outlay US Bank October 2023 Crickmore CC Statement Wheel Chock $68.80 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 101-000-000-542-30-31-00 Operating & Maintenance Supplies US Bank October 2023 Crickmore CC Statement Wheel Chock $68.80 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 101-000-000-542-30-31-00 Operating & Maintenance Supplies US Bank October 2023 Crickmore CC Statement Chainsaw/Herder Combo Kit Attachments $556.39 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 101-000-000-542-30-35-00 Small Tools/minor Equipment US Bank October 2023 Crickmore CC Statement Sign Bollard $64.68 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 101-000-000-542-64-41-00 Traffic Control Devices US Bank October 2023 Crickmore CC Statement Signs and Sign Tape $1,403.16 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 101-000-000-542-64-41-00 Traffic Control Devices US Bank October 2023 Osada CC Statement Sonic Bike Rack for City Hall $1,232.57 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 101-000-000-594-42-64-00 Street Capital Equipment US Bank October 2023 Crickmore CC Statement John Deere Gator Equipment $1,599.13 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 101-000-000-594-42-64-00 Street Capital Equipment US Bank October 2023 Wilcox CC Statement Training (two classes) for Deputy Building Official $1,080.00 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 401-000-000-558-60-43-00 Travel & Training US Bank October 2023 Wilcox CC Statement Regular and Certified Mail for Code Enforcement $8.56 EFT Payment 11/6/2023 11:44:43 AM - 1 10/31/2023 401-000-000-558-60-49-10 Miscellaneous $15,414.68 US Bank Voyager Fleet Sys. October 2023 Voyager Fleet PD Fuel $3,188.10 EFT Payment 10/16/2023 12:00:51 PM - 1 10/31/2023 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash $3,188.10 Utilities Underground Location Ctr 3090184 Locate Services - September 2023 $41.28 65168 10/30/2023 101-000-000-542-30-47-00 Utility Services $41.28 WA ST Dept of Licensing October 2023 CPL Receipts October 2023 CPL Receipts $90.00 EFT Payment 11/2/2023 11:57:39 AM - 1 10/31/2023 631-000-000-589-30-01-00 Dept Of Lic-Gun Permit $90.00 WA ST Dept of Transportation FB91017003241 PW Fuel $465.20 65138 10/16/2023 001-000-000-576-80-32-00 Vehicle Fuel & Lube WA ST Dept of Transportation FB91017003241 DS Inspector Vehicle $73.79 65138 10/16/2023 401-000-000-558-60-32-00 Vehicle Expenses - Gas, Oil, Maint. $538.99 WA ST Patrol I2401476 CPL Background $26.50 65139 10/16/2023 631-000-000-589-30-02-00 WA ST Patrol-Gun-Fbi $26.50 Western Equipment & Irrigations Distributors Inc 8081653-00 Repair Diesel Workman $1,828.94 65169 10/30/2023 101-000-000-542-30-48-00 Equipment Maintenance $1,828.94 Grand Total $629,810.14 AP Total Payroll October 2023 Payroll Payroll $19,008.28 Total 10/31/2023 001-000-000-513-10-11-00 Salaries, Wages & Benefits Payroll October 2023 Payroll Payroll $21,869.39 Total 10/31/2023 001-000-000-514-20-11-00 Salaries, Wages & Benefits Payroll October 2023 Payroll Payroll $36,238.30 Total 10/31/2023 001-000-000-518-10-11-00 Salaries, Wages & Benefits Payroll October 2023 Payroll Payroll $151,973.58 Total 10/31/2023 001-000-000-521-20-11-00 Salaries, Wages & Benefits Payroll October 2023 Payroll Payroll $36,722.08 Total 10/31/2023 001-000-000-576-80-11-00 Salaries, Wages & Benefits Payroll October 2023 Payroll Payroll $30,308.76 Total 10/31/2023 101-000-000-542-30-11-00 Salaries, Wages & Benefits Payroll October 2023 Payroll Payroll $45,433.59 Total 10/31/2023 401-000-000-558-60-11-00 Salaries, Wages & Benefits $341,553.98 Payroll Total $971,364.12 Grand Total 65 AGENDA ITEM 6.1 MEDINA, WASHINGTON AMENDED PLANNING COMMISSION MEETING Hybrid-Virtual/In Person Tuesday, September 26, 2023 – 6:00 PM MINUTES COMMISSION CHAIR | Laura Bustamante COMMISSION VICE-CHAIR | Shawn Schubring COMMISSIONERS | Li-Tan Hsu, Evonne Lai, David Langworthy, Mark Nelson, Brian Pao PLANNING MANAGER | Stephanie Keyser DEVELOPMENT SERVICES COORDINATOR| Rebecca Bennett 1. CALL TO ORDER / ROLL CALL PRESENT Chair Laura Bustamante Vice Chair Shawn Schubring Commissioner Li-Tan Hsu Commissioner Evonne Lai Commissioner Brian Pao Commissioner Mark Nelson (departed at 7:10pm) ABSENT Commissioner David Langworthy STAFF Bennett, Burns, Keyser, Wilcox 2. APPROVAL OF MEETING AGENDA By consensus, Planning Commission approved the meeting agenda as presented. 3. APPROVAL OF MINUTES 3.1 Planning Commission Meeting Minutes of July 25, 2023 Recommendation: Approve Minutes. Staff Contact: Rebecca Bennett, Development Services Coordinator ACTION: Motion to approve minutes. (Approved 6-0) Motion made by Commissioner Nelson, Seconded by Commissioner Hsu. Voting Yea: Chair Bustamante, Vice Chair Schubring, Commissioner Hsu, 66 AGENDA ITEM 6.2 Commissioner Lai, Commissioner Nelson, Commissioner Pao 4. ANNOUNCEMENTS 4.1 Staff/Commissioners Keyser welcomed Commissioner Pao to his first meeting. Keyser announced that the next two Planning Commission Meetings are special meetings that will be held on Tuesday, November 14th at 6:00pm and Tuesday, December 5th at 6:00pm. 5. AUDIENCE PARTICIPATION There was no audience participation. 6. DISCUSSION 6.1 Community Design Element Recommendation: N/A Staff Contact(s): Stephanie Keyser, Planning Manager Time Estimate: 45 minutes Commissioners discussed, asked questions and gave comment. 6.2 Housing Element Recommendation: N/A Staff Contact(s): Stephanie Keyser, Planning Manager Time Estimate: 45 minutes Commissioners discussed, asked questions and gave comment. 7. ADJOURNMENT Meeting adjourned at 7:37pm. ACTION: Motion to adjourn. (Approved 5-0) Motion made by Commissioner Lai, Seconded by Commissioner Pao. Voting Yea: Chair Bustamante, Vice Chair Schubring, Commissioner Hsu, Commissioner Lai, Commissioner Pao Minutes taken by: Rebecca Bennett 67 AGENDA ITEM 6.2 MEDINA, WASHINGTON MEDINA CITY COUNCIL REGULAR MEETING Hybrid - Virtual/In-Person Monday, October 09, 2023 – 5:00 PM MINUTES 1. REGULAR MEETING - CALL TO ORDER / ROLL CALL Mayor Rossman called the regular meeting to order in the Medina Council Chambers at 5:01 p.m. PRESENT Mayor Jessica Rossman Deputy Mayor Randy Reeves Councilmember Cynthia Adkins - Online Councilmember Jennifer Garone Councilmember Harini Gokul - In-person at 5:43 p.m. Councilmember Mac Johnston ABSENT Councilmember Bob Zook STAFF Burns, Missall, Sass, Wagner, Osada, Wilcox, Nations and Kellerman 2. APPROVAL OF MEETING AGENDA City Manager Steve Burns requested to pull Agenda Item 9.1 Comprehensive Plan Update due to the absence of staff and move it to the October 23, 2023 City Council meeting. City Attorney Scott Missall requested to add an Executive Session as Agenda Item 12 under RCW 42.30.110(1)(i) Potential Litigation. ACTION: Without objections, Council approved the meeting agenda as amended. Agenda Item 9.1 Comprehensive Plan Update was moved to the October 23rd City Council meeting, Executive Session was added as Agenda Item 12 and Adjournment was moved to Agenda Item 13. 3. PUBLIC COMMENT PERIOD Mayor Rossman opened the public comment period. There were no speakers. Subsequently, public comments was closed. 68 AGENDA ITEM 6.3 4. PRESENTATIONS 4.1 Reports and announcements from Park Board, Planning Commission, Emergency Preparedness, and City Council. Director of Public Works Ryan Osada reported that Park Board hosted an ivy removal event at Fairweather Park. He also reported that the board is planning to to plant Salal, a plant native to our area, instead of bulbs this year at Fairweather along the roadside near the Fairweather sign. Emergency Preparedness Chair Rosalie Gann reported that the next Emergency Preparedness meeting is this Wednesday, October 11 at 4:00 p.m. with the main agenda item on fire safety (how to prepare and respond). Planning Commission Chair Laura Bustamante reported that the Commission continues to work on the Comprehensive Plan and the design element piece. 5. CITY MANAGER'S REPORT Director of Development Services Steve Wilcox gave an update on the proposed tree code violation exemptions which will be coming to Council for approval at a future meeting. Police Chief Jeffrey Sass reported Police Administrative Assistant Sunita Hall resigned from her position with the city and took a position with King County Emergency Management. He also reminded Council that Shredder Day is coming up on Saturday, October 21st at Medina Park from 9:00 a.m. to 12:00 p.m. Director of Public Works Ryan Osada gave an update on the recent water main break on the east corner Bellevue Christian and NE 28th Street. Director of Finance and HR Ryan Wagner gave an update on the city's month end financials. City Manager Steve Burns reported that city staff sent out letters and emails to all the professional landscape companies that work in Medina with the updated professional yard maintenance hours and will include an article in the winter newsletter as a reminder to the residents. 6. CONSENT AGENDA ACTION: Motion Johnston second Reeves and carried by a 6:0 (Zook absent) vote; Council approved the Consent Agenda as presented. 6.1 September 2023, Check Register Recommendation: Approve. Staff Contact: Ryan Wagner Director of Finance and HR 6.2 Park Board Meeting Minutes of July 17, 2023 Recommendation: Receive and file. Staff Contact: Dawn Nations, Deputy City Clerk 69 AGENDA ITEM 6.3 6.3 Planning Commission Meeting Minutes July 25, 2023 Recommendation: Receive and file. Staff Contact: Stephanie Keyser, AICP, Planning Manager 6.4 Draft City Council Meeting Minutes of: a) September 11, 2023; and b) September 25, 2023. Recommendation: Adopt Minutes. Staff Contact: Aimee Kellerman, CMC, City Clerk 6.5 Resolution Accepting Donation - FLIRs (Forward Looking Infrared) for PD Patrol Cars Recommendation: Adopt Resolution No. 437. Staff Contact: Jeff Sass, Chief of Police 7. LEGISLATIVE HEARING None. 8. PUBLIC HEARING 8.1 2024 Preliminary Budget Recommendation: Discussion and direction. Staff Contact: Ryan Wagner, Director of Finance and HR Director of Finance and HR Ryan Wagner gave a presentation on the proposed 2024 preliminary budget. His presentation included an overview of the 2024 budget, revenue overview, and updates from the September 25th City Council budget study session. Key changes from the study session include making the Levy Stabilization Fund a priority and the city set $400K to be transferred in 2024 to the fund. Central Services managed IT services and software services were split into separate accounts and the Public Works plow truck was added as a 2023 budget amendment item per Council direction and removed fromt the 2024 budget. Council asked questions and staff responded. Mayor Rossman opened the public hearing. There were no speakers. Mayor Rossman closed the public hearing. ACTION: Council directed staff to include a placeholder budget item for a new permitting software and asked staff to create a public record describing the need for carpet replacement in 2024. Council also requested that staff add a future agenda item to discuss city hall and how we are currently using the building and how we see using the building in the future as a public resource. 9. CITY BUSINESS 9.1 Comprehensive Plan Update Recommendation: Discussion and direction. Staff Contact: Stephanie Keyser, Planning Manager ACTION: This agenda item was removed and added to the October 23, 2023, City Council meeting. 70 AGENDA ITEM 6.3 9.2 NE 12th Street Project Update Recommendation: Update only; no action needed. Staff Contact: Ryan Osada, Public Works Director Director of Public Works Ryan Osada gave an update on the NE 12th Street sidewalk project. The goal of the project is to move the powerline poles out of the sidewalks to widen them by five feet for ADA compliance. Council asked questions and staff responded. ACTION: Council directed staff to come back with two additional proposal options with one leaving the poles where they are with addtional bump outs and the other moving the power poles as described with a landscaping restoration plan. 9.3 City Manager Review Recommendation: Status Update. Staff Contacts: Scott Missall, City Attorney and Jessica Rossman, Mayor City Attorney Scott Missall gave a status update on the City Council's review of the city manager. He reported that the review is on track for Council's set timeline. ACTION: Council asked the City Manager to provide a written update on his goals and priorities by Monday, October 16. 10. REQUESTS FOR FUTURE AGENDA ITEMS AND COUNCIL ROUND TABLE Mayor Rossman requested that for the next roundtable that if Council has topic items in their notes that has been started and not finished or anything that needs to be addressed by this current Council to bring them to the table to be addressed before the end of the year. Councilmember Garone requested that the 520 Bike Path and public safety discussion be added as a future discussion item. 11. PUBLIC COMMENT Mayor Rossman opened the public comment period. There were no speakers. Subsequently, public comments was closed. 12. ADDED EXECUTIVE SESSION Council moved into Executive Session for an estimated time of 15 minutes at 7:32 p.m. to discuss the following: RCW 42.30.110(1)(i) To discuss with legal counsel representing the agency matters relating to agency enforcement actions, or to discuss with legal counsel representing the agency litigation or potential litigation to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the agency. Council moved back in the regular meeting at 7:44 p.m. ACTION: No action was taken following the Executive Session. 71 AGENDA ITEM 6.3 12. ADJOURNMENT By consensus, Council adjourned the regular meeting at 7:48 p.m. 72 AGENDA ITEM 6.3 MEDINA, WASHINGTON MEDINA CITY COUNCIL REGULAR MEETING Hybrid - Virtual/In-Person Monday, October 23, 2023 – 5:00 PM MINUTES 1. REGULAR MEETING - CALL TO ORDER / ROLL CALL Mayor Rossman called the regular meeting to order in the Medina Council Chambers at 5:00 p.m. PRESENT Mayor Jessica Rossman Deputy Mayor Randy Reeves Councilmember Cynthia Adkins (online) Councilmember Mac Johnston Councilmember Bob Zook ABSENT Councilmember Jennifer Garone Councilmember Harini Gokul STAFF Burns, Missall, Gidlof, Osada, Sass, Wilcox, and Nations 2. APPROVAL OF MEETING AGENDA ACTION: Without objections the meeting agenda was approved as presented. 3. PUBLIC COMMENT PERIOD Mayor Rossman opened the public comment period. The following individual was granted five minutes to give a brief presentation to Council: David Yee gave a brief presentation on unoccupied homes in Vancouver, BC, for Council's discussion and consideration for Council's discussion on Short-term rentals and ghost homes. With no further comments, Mayor Rossman closed the public comment period. 73 AGENDA ITEM 6.3 4. PRESENTATIONS None. 5. CITY MANAGER'S REPORT None. 6. CONSENT AGENDA ACTION: Motion Zook second Reeves and carried by a 5:0 (Garone and Gokul absent) vote; Council approved the Consent Agenda. 6.1 Emergency Street Vacation Moratorium Recommendation: Adopt Resolution No. 438. Staff Contacts: Steve Burns, City Manager and Scott Missall, City Attorney 7. LEGISLATIVE HEARING None. 8. PUBLIC HEARING None. 9. CITY BUSINESS 9.1 Planning Manager and Comprehensive Plan Update Recommendation: Discussion and direction. Staff Contacts: Stephen R. Burns, City Manager and Steven R. Wilcox, Director of Public Works City Manager Steve Burns and Director of Development Services gave a status update on the vacant Planning Manager position. City staff is working on updating the Planning Manager job posting and will be pushing the ad out later this week. Wilcox reported that he's currently identifiying what work was left behind and incomplete from the Planning Manager's departure. He noted that the city has consultants that we have been utilizing for the last couple of years, Atwell (formerly Blue Line) that will help with the day to day work such as zoning, building reviews and variances. Burns also reported the Comp Plan will tentatively be put on hold until we get a new Planning Manager in place. Council asked questions and staff responded. ACTION: Update only; no action taken. 74 AGENDA ITEM 6.3 9.2 Short Term Rentals and Ghost Homes Recommendation: Discussion and initial directions. Staff Contacts: Steve Burns, City Manager and Scott Missall, City Attorney City Attorney Scott Missall gave a briefing on his research of short-term rentals and ghost homes. Short-term rentals are homes or dwelling units that are rented accomodations for less than 30 days and ghost homes are dwelling units that are abandoned, vacant, or otherwise unoccupied. Council and staff discussed issues that have come up within the community with both short-term rentals and ghost homes and potential solutions or ideas for adopting local regulations which can include local licensing and operational rules, tax payment and collection procedures, or other appropriate local regulations. ACTION: Council requested that the City Attorney and staff look at current code, specifically right-of-way cost recovery and the city's existing nuisance code, and business licenses for short-term rentals. Council will continue their independent research including in more detail the city of Leavenworth code as it pertains to short-term rentals. 10. REQUESTS FOR FUTURE AGENDA ITEMS AND COUNCIL ROUND TABLE City Attorney Scott Missall announced that he will be retiring from Ogden Murphy Wallace and his position as the City Attorney with his last day being December 31, 2023. Council and city staff will be hosting a reception on Thursday, November 16 from 5:00 p.m. to 7:30 p.m. at Overlake Golf and Country Club, honoring outgoing Councilmembers Cynthia Adkins and Bob Zook and retiring City Attorney, Scott Missall. 11. PUBLIC COMMENT Mayor Rossman opened the public comment period. The following individual addressed the Council: Mark Nelson commented that some residents leave and go south for six or seven months and requested that those homes don't get included in the vacant houses or if they do, they're distinguished some how. He also supported the idea of if residents do leave for an extended period of time that they're registered in Medina's Housewatch program with contact information if something were to happen in their homes while away for an extended period of time. With no further comments, Mayor Rossman closed the public comment period. 75 AGENDA ITEM 6.3 12. EXECUTIVE SESSION Council moved into Executive Session for an estimated time of 20 minutes at 6:42 p.m. to discuss the following: RCW 42.30.110 (1)(g) To evaluate the qualifications of an applicant for public employment or to review the performance of a public employee. However, subject to RCW 42.30.140(4), discussion by a governing body of salaries, wages, and other conditions of employment to be generally applied within the agency shall occur in a meeting open to the public, and when a governing body elects to take final action hiring, setting the salary of an individual employee or class of employees, or discharging or disciplining an employee, that action shall be taken in a meeting open to the public. Council extended the Executive Session for an additional 20 minutes at 7:02 p.m. Council moved back into the regular meeting at 7:22 p.m. ACTION: No action was taken following the Executive Session. 13. ADJOURNMENT By consensus, Council adjourned the regular meeting at 7:22 p.m. 76 AGENDA ITEM 6.3 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: Resolution Accepting Donation – Adding Two Additonal Digital Speed Signs for the City Category: Consent Staff Contact: Jeffrey R. Sass, Chief of Police Summary At the September 11, 2023 City Council meeting, during the City Manager’s report, staff reported that there were two possible donations to be made to the city to fund specific equipment for the police department. One for two FLIRs (Forward Looking Infrared) for patrol cars and a second donation for two additional speed signs for the city. The first donation for the FLIRs was received and approved by the City Council at the October 9, 2023 City Council meeting. The attached resolution is for the approval of a second donation in the amount of $40,000 for two additional speed signs to be installed to help reduce speed inside the city limits. Attachment Resolution No. 439 – Accepting Donation Budget/Fiscal Impact: None Recommendation: Adopt Resolution No. 439. City Manager Approval: Proposed Council Motion: “I move to adopt Resolution No. 439, accepting a donation in the amount of $40,000 for the purchase of two additional speeds signs to help reduce speed in the city for the safety of our residents.” 77 AGENDA ITEM 6.4 Resolution No. 439 Page 1 of 1 CITY OF MEDINA, WASHINGTON RESOLUTION NO. 439 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, ACCEPTING THE DONATION OF $40,000 FROM A CITIZEN FOR THE PURCHASE OF TWO DIGITAL SPEED SIGNS TO HELP REDUCE SPEED IN THE CITY FOR THE SAFETY OF OUR RESIDENTS WHEREAS, the City of Medina (“City”) has the authority to adopt policies to protect and promote public health, safety, and welfare; and WHEREAS, the City of Medina has public roadways with residents entering and exiting from these roadways WHEREAS, the City of Medina has multiple schools inside its boarders with children walking to and from school WHEREAS, many of the residents and their children and pets walk the streets of city WHEREAS, the police department and its small staff need tools that are force multipliers to help reduce speed inside its city limits NOW, THEREFORE, BE IT RESOLVED, that the City of Medina gratefully accepts the donation of funds described herein for the purchase of two digital speed signs and extends its sincere thanks to resident who donated these funds on behalf of the entire community and the Police Department. PASSED BY THE CITY COUNCIL OF THE CITY OF MEDINA ON NOVEMBER, 13TH, 2023 AND SIGNED IN AUTHENTICATION OF ITS PASSAGE ON NOVEMBER, 13TH, 2023. _________________________ Jessica Rossman, Mayor Approved as to form: Attest: Ogden Murphy Wallace, PLLC ________________________________ _____________________________ Scott M. Missall, City Attorney Aimee Kellerman, City Clerk FILED WITH THE CITY CLERK: XX PASSED BY THE CITY COUNCIL: XX RESOLUTION NO. XXX 78 AGENDA ITEM 6.4 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: Contract Change Order No. 1 – Approving Upland Road Drainage Improvements Category: Consent Staff Contact: Ryan Osada, Public Works Director Summary This work consists of installing 310 lineal feet of new 12” storm pipe adjacent to the curb line at Overlake Dr West between Upland Rd & 84th Ave NE. The existing storm line, which is collapsed, clogged and undersized will be abandoned. Attachment(s) Change Order Breakdown Map Budget/Fiscal Impact: $98,538.00 Staff Recommendation: Approve. City Manager Approval: Proposed Council Motion: I move to authorize the City Manager to negotiate and enter into an agreement with Kamins Construction for Change Order 001. 79 AGENDA ITEM 6.5 CHANGE ORDER NO. 001 Date: November 13, 2023 Project #: n/a Contract Name: 2023 Upland Road Storm Drainage Improvements Contractor: Kamins Construction CHANGE ORDER DESCRIPTION Change Requested by: Engineer Contractor Abandon approx. 300 ft of collapsed, clogged and undersized storm line on Overlake Dr West between Upland Rd & 84th Ave NE. Install new 12” storm pipe adjacent to curb line. CONTRACT AMOUNT ADJUSTMENT Bid Item # or Added Item Description of changes – describe bid items, quantities, unit prices, etc. used to determine contract adjustment Unit Price Contract Adjustment Amount 2 Mobilization, Cleanup and Demobilization 7,250.00 7,250.00 4 Temporary Traffic Control 16,500.00 16,500.00 6 Removal of Structures & Obstructions 2,500.00 2,500.00 9 Commercial HMA – 50 tons 353.89 ton 17,694.50 11 Storm Pipe 12” Diam. (Incl. Bedding) – 315 lf 123.90 lf 39,028.50 12 Catch Basin, Type 1 – 3 ea 3,105.00 ea 9,315.00 n/a Concrete Repair (Ramp & Sidewalk) 6,250.00 6,250.00 Total Contract Adjustment this Change Order Original Contract Amount 245,294.01 Total Previous Change Orders 0 Total this Change Order 98,538.00 Total Adjusted Contract Amount to Date 343,832.01 80 AGENDA ITEM 6.5 CONTRACT TIME ADJUSTMENT Total Working Days the Change Order: 15 Working Days The payment and/or additional time specified and agreed to in this Change Order constitutes full adjustment for and settlement of, all costs and time relating to the performance of the work described here. The work covered by the Change Order shall be performed under the same terms and conditions as those included in the original contract unless otherwise described here. REQUIRED SIGNATURES: City of Medina Approved by City Manger Signature (Print Name) Date Approved by Public Works Director Signature (Print Name) Date Contractor Signature (Print name & title) Date 81 AGENDA ITEM 6.5 82 AGENDA ITEM 6.5 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: 2024 Final Budget and Salary Schedule Category: Ordinance, City Council Business, Public Hearing Staff Contact: Ryan Wagner, Finance Director Summary History and Background Information: June 12, 2023 Regular Meeting: Public Hearing to consider the 2024-2029 Six Year Capital Improvement and Transportation Plan (CIP/TIB/Non-TIB). September 11, 2023 Regular Meeting: The City Council held its first public hearing on the 2024 Budget. September 25, 2023 Study Session: The 2024 Preliminary Budget was reviewed by Fund and by Department as presented in the 2024 Preliminary Budget document. Detailed line-item spreadsheets were also made available. Key Revenue and Expense items were discussed, and Department Directors were present to answer specific questions. October 9, 2023 Regular Meeting: The City Council held its second public hearing on the 2024 Budget. November 13, 2023 Regular Meeting: The City Council will hold its third public hearing on the 2024 Budget. 2024 Budget Assumptions: General Fund & Street Operations (75% of Total City Budget): Property tax increase of 3.31% reflects an increase to the regular levy, $56K due to new construction. Sales tax predicted to stay relatively flat from 2023, budgeted accordingly. Utility tax predicted to increase from 2023 due to rate adjustments and an anticipated colder winter which will impact usage. Passport acceptance services resumed in 2023 at pre covid levels, predicted one time revenue of $400K from 2022 did not occur. Investment Interest is predicted to be higher in 2024 due to continued increases in the federal fund rate, still a conservative estimate from what we saw in 2023. 55% of General Fund and Street Operations spending is on direct labor. A notated version of the 2024 draft budget ordinance’s attachment, representing the salary schedule detailed by position, is included at the end of this brief. Direct staff’s COLA adjustments are based on the following: o Police Guild Contract (8 FTEs), 4.5%-- contract expiring 12/31/2026. o Teamsters Clerical Contract (6 FTEs), 4%-- contract expiring 12/31/2024. o Teamsters Public Works Contract (4 FTEs), 4%-- contract expired 12/31/2024. o Unrepresented Employees, including City Manager (7.7 FTEs), based on June 30th CPI-W (Seattle-Tacoma-Bellevue) of 4.5%, capped at a 4% increase. 83 AGENDA ITEM 8.1 Employee benefit rates have been finalized by AWC and are reflected in this budget. In 2022 the city saw a 5.8% increase in medical rates. We saw another increase of 4.5% for 2023, and a 4.1% increase is reflected in the 2024 budget. Dental and Vision are held to 0%. The City pays 90% of medical premiums for employees and their dependents plus 100% of dental, vision, employee only LTD/life insurance. 76% of General Fund and Street Operations budgeted spending is for State Mandated Services: Public Safety, City Manager & Finance. 23% is spent on the Essential Services that support the need for delivering effective and efficient public service and a reliable public infrastructure such as IT, park & building maintenance, and risk management. The remaining 1% is discretionary spending for quality of life and other Council initiatives. Development Services Fund (10% of Total City Budget): The City, to meet its goal of greater transparency, decided to extract the Development Services Department’s related revenues, expenses (direct and allocated) and customer deposits from the General Fund and place them in a newly created Development Services Fund, starting with Budget Year 2022. Development Services is a State Mandated program which funds itself through fees and occasional grants. Revenue in 2023 bounced back from a low point in 2022, and 2024 is estimated to continue this trend. The City has budgeted conservatively. Capital Projects Fund and Tree Fund (15% of Total City Budget): 2024’s anticipated REET revenue of $1.125M has been budgeted conservatively. It assumes there is a finite amount of developable inventory within the City as well as available local industry and customers with an appetite to take on the types of homes that we have seen built. Attachment(s) 1. 2024 Proposed Budget Memo 2. 2024 Budget Workbook 3. 2024 Budget Ordinance No. 1022 and 2024 Salary Schedule Attachment A 4. City Manager Burns’ Carpet Replacement Request Budget/Fiscal Impact: See attached Recommendation: Adopt 2024 Budget Ordinance No. 1022. City Manager Approval: Proposed Council Motion: “I move approval of Ordinance No. 1022, adopting the 2024 Budget for the City of Medina setting forth the summary of estimated revenues and expenditures for each fund and the 2024 Salary Schedule.” Time Estimate: 30 minutes 84 AGENDA ITEM 8.1 . City of Medina 2024 Preliminary Budget Memo 85 AGENDA ITEM 8.1 . 2024 Budget Calendar City of Medina, Washington Statutory Planned/Actual Dates Dates 2024 Budget Process No legal requirement September 11, 2023 Council holds Public Hearing to gather input on 2024 Preliminary Budget. Oct 2, 2023 September 11, 2023 City Manager provides City Council with 2024 Revenue projections for the current year. City Manager provides a 2024 Preliminary Budget showing 2022 Revenue and Expenditures by Department. No legal requirement Sept 25, 2023 City Council holds a study session on 2024 Preliminary Budget. Balancing decisions made if necessary. Nov 2, 2023 October 9, 2023 City Manager files 2024 Updated Preliminary Budget & Budget Message with the City Clerk and the City Council. Prior to November 25, 2023 October 9, 2023 City Council holds Preliminary Public Hearing on 2024 Budget & Revenue Sources (Property Tax Levy) No later than Nov 2, through Nov 20, 2023 Dates as needed prior to Nov 8th meeting City Clerk publishes notice of filing of 2024 Budget and publishes notice of public hearing on final budget once a week for two consecutive weeks. Nov 21, 2023 Nov 13, 2023 Copies of 2024 proposed final budget are made available to the public at the Regular City Council meeting. Nov 30, 2023 (KC due date) (Hearing due date 12/4/23) Nov 13, 2023 Council holds Final Public Hearing and sets the 2024 Property Tax Levy to certify property tax levy to King County Assessor's Office Dec. 31, 2023 Nov 13, 2023 Council adopts Final 2022 Budget at the Regular Monthly City Council meeting. After Adoption After Adoption Copies of 2024 Final Budget Ordinance are filed with the Washington State Auditor’s Office, MRSC and AWC. 86 AGENDA ITEM 8.1 . To the Community and Council of the City of Medina, staff is proud to present the 2024 preliminary budget memo. Please note a more comprehensive overview will be provided alongside the budget workbook prior to the deep dive at the second September Council meeting. Included with the memo is an overview of the 2019 passed property tax levy lid lift, with an updated financial forecast through 2031. Lastly, the overall preliminary summary of the 2024 budget, along with a brief description and highlights for visibility before the deep dive. 2019 Property Tax Levy Lid Lift The promises that were made to the voters, if they passed the measure, are the foundation this budget was built on. Why did we go to the ballot? The City was at a financial crossroads. Rising costs were making it difficult for the City to provide the level of services our community has come to expect. Until 2019, the City had been able to balance the budget through aggressive cost-savings measures, identifying additional revenue sources and dipping into reserves. But in looking long-term, the City determined it could no longer find efficiencies without impacting service delivery. The 1% rule: While property values continue to rise, the City’s tax revenues don’t rise in tandem. This is because the City’s tax revenues are not based on a percentage of Medina property value; instead, the City is authorized to collect a predetermined amount of property tax each year, and each homeowner pays a proportional share of that predetermined amount. Since 2001, local governments (like Medina) are not allowed to raise their portion of the property tax levy beyond one percent (1%) a year without a vote of the public. For context: In 2019, the City’s total 2019 property tax income was set by state law at $2.8 million in total, and a 1% increase would only yield an additional $28,000 for the City in 2020, not nearly enough to cover the rising cost of services. (Fire services alone increased by nearly double that amount in 2019.) Asking the voters to decide: In the fall of 2019, the question of how to maintain Medina went to voters. Because the levy lid lift was approved, the City has funds to continue current service levels without significant cuts. 99% of all Medina’s General Fund & Street Operations spending is for services that are state-mandated or essential support functions to the mandated services. 87 AGENDA ITEM 8.1 . However, the state doesn’t dictate the level of services to be provided. For example, a city must provide law enforcement, but the state doesn’t dictate staffing levels, how often patrols are scheduled, or whether lifeguards are required for public beaches. After nearly 20 years of budget trimming, Medina was facing the need to cut into service levels that would be noticeable in every area, including public safety. In 2018, City Council and staff started a 2-year process of long-term financial planning, exploring options and public engagement surrounding a levy lid lift measure. These promises were born from those conversations and must be kept: -Maintain the same LEVEL of services as before the levy lid lift. Remember, these were already trimmed service levels. This dictates a service level, status- quo budget. So, no additions or reductions from the promises made in 2019. -Restore the City’s measures of financial health: Start each new year with the full General Fund required balance to cover first quarter expenses. This is something the State Auditor looks for, as well as creditors. It allows us to continue to pay the bills while waiting for our major source of funding (property taxes) that only get paid to the City in portions every 6 months. Engaged Finance Committee. Continual long-term financial planning, always looking ahead 10 years. Contingency Fund rebuilt. *Develop community friendly financial statements. -Make the “bump” from the 6-year levy last at least 10-years. Levy year 1 (2020) filled the gap and allowed services to continue without reduction. Years 2-6 (2021-25) will have budgeted transfers to a Levy Stabilization Fund in amounts that will build a minimum operating reserve of $2M to draw on for at least another 4 years. 2023’s budget reflects a $500K transfer into this fund. See illustration below. 88 AGENDA ITEM 8.1 . SPECIFICS ABOUT THE LEVY The levy’s structure was designed to have an initial increase of no more than $0.20 per $1000 assessed value (example $2M AV home = additional $400/year). In 2020 this gave the City an additional 12% of revenue towards General Fund and Street Operations, $941,572. For the next five years (2021-2025) the City will be allowed to increase this amount by 5%, see projected table below. In 2026 the previous year’s levy total will roll into the regular property taxes, which is limited to subsequent annual increases of no more than 1% (unless another levy lid lift is approved by voters). 89 AGENDA ITEM 8.1 . Forecasting for the Future After the Levy passed, former Finance Director Julie Ketter prepared the following report to compare forecasted operating revenues to expenditures over the life of the Levy and beyond. She predicted a crossover point of 2027, where expenditures would surpass revenue and the City would then have to dip into the stabilization fund. Now that we are preparing for the 2024 Budget, a new forecast is imperative to track the financial stability of the City and to prepare for the future. When the prior model was created, there was no way to predict the impact that the COVID 19 pandemic would have on the City and its finances. With a halt to projects and a stay-at-home order in effect, the City saw a decrease in expected expenditures in 2020 and 2021 while subsequently seeing an increase in sales tax revenue. This would not last however as 2022 and 2023 have seen an inflationary increase across the board, only somewhat mitigated by the increase in investment interest revenue. These increases are expected to impact the 2024 budget, before a predicted gradual return to pre-pandemic levels within 2-5 years. 90 AGENDA ITEM 8.1 . The below graph shows that while revenue and expenditure numbers differ from the 2020 model, the crossover to deficit spending is still on track for 2027 with the Levy stabilization amount predicted to supplement the general fund until at least 2031. 2024 Preliminary Budget Summary With high inflation raising prices across the board for almost every department, I must thank staff for their conservative approach, to allow us to bring a balanced preliminary budget to both Council and the community. First an overview of the total preliminary numbers across the board for 2024, followed by key items by department and fund. Please note that this is a working document, and all numbers are subject to change as additional information and feedback is given. $5,000,000 $6,000,000 $7,000,000 $8,000,000 $9,000,000 $10,000,000 $11,000,000 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 Revenue Compared to Expenditure Forecast Operating Revenue Operating Expenditures "Gap Years", 2027 - 2031 will be subsidized by Levy Stabilization and Contingency Funds Established 2021 - 2025. 91 AGENDA ITEM 8.1 . 92 AGENDA ITEM 8.1 . 2024 General and Street Fund, ($8,149,283), 75% of Total City Budget From a financial standpoint, the General Fund makes up the largest portion of the City’s budget. The General Fund includes the Police Department, Central Services, Finance, Parks, Fire Services, and more. Please note while the Street Fund is separate on the accounting side, it has been included as over 75% of the fund’s revenue consists of transfers from the General Fund. Revenue Notes: -Property tax revenue increase of 3.3% per the Levy Lid Lift and legacy portions. -Sales tax budgeted at a 1.8% increase from 2023 predicted with a rise in inflation. -Intergovernmental income estimated by MRSC, expected to drop as Medina’s population fell from 2022 to 2023. -With the increase in interest rates, interest earning income in 2024 is predicted to increase substantially over what was budgeted for in 2023. 93 AGENDA ITEM 8.1 . Employee Salary and Benefits - With the CPI-W of 4.5% June to June, law enforcement will see that rate reflected in their wage increase. With the CPI-W above the max COLA increase for Teamsters, employee salaries will increase by 4%: this will include non-represented employees as well. - Medical benefits are predicted to increase by 4.1% for 2024 with Dental and Vision staying flat. While still waiting on some additional rates, a conservative 5% total increase will act as a placeholder. - The additional cost of adding Juneteenth as a recognized Holiday for the City has been added to the budget, awaiting Council discussion and direction. Fixed Cost Increases for 2024 - ARCH, the City’s portion to support transitional and low-income housing will increase in 2024 to cover the admin costs ($8.5K increase). - With a heavy increase in employee compensation and the new Station 10 being built, Bellevue Fire has increased their service cost by 13.35% for 2024. - For the second year in a row, WCIA has increased their insurance cost significantly to replenish their fund drained by heavy payouts by other jurisdictions. Medina’s portion has risen by 29% for 2024. - Our IT managed services are expected to increase by 10% for 2024. 94 AGENDA ITEM 8.1 . Highlighted Department Notes and Asks for 2024 - Transfers o 4.55% increase to Street fund to cover rising costs and the replacement plow. o $400K allocated to the Levy Stabilization Fund per Council direction. - Legal o $20K increase to Special Counsel, to cover legal fees associated with WSDOT lid discussions and new Teamsters Labor Contracts. - Police Department o Body worn cameras and tasers, both would be leased and set at a fixed annual cost of $32K. o Increased costs for 2024 include replacement uniforms, and inflationary increases to vehicle repairs, Shredder Day, educational brochures, and NORCOM. - Finance o Increased cost of financial software and first full year of new HR/Payroll system, conservatively budgeting for $10K more for software. - Central Services o Cut Public Storage costs by 2/3rds as staff works to streamline public records. o Reduction in building maintenance and capital outlay, as projects moved to Capital Fund. o $20K carried over from 2023 for consulting on Laserfische and public records. - Public Works o Replacement plow truck moved to 2023 item providing availability for this winter. o Various increases of supplies and utility costs due to inflation. 2024 Development Services Fund ($1,129,946), 10% of Total City Budget 2022 was the first year of the Development Services Enterprise Fund. Unfortunately, this coincided with a reduction of residential work within the city, which saw permitting revenue fall under what was forecasted. So far in 2023, we have seen a return to expected work within the city, keeping the city’s Development staff busy. Please note that an increase in permitting work does lead to an increase in expenditure. However, some of the costs can be passed through to residents and contractors though the advanced deposit process. 95 AGENDA ITEM 8.1 . Notes for 2024 o Based on 2023 actuals, staff are forecasting an 11% increase in revenue from permitting for next year. o 110% increase in building plan review consultant rates for 2024, similar workload to 2023. This directly corelates with building permit revenue. o Increase in postal expenses for code enforcement with staff more active in community over violations. o $45K budgeted for fuel efficient replacement vehicle for Building Official, to visit job sites without use of personal vehicle. o 100% increase in Planning Consultant costs for 2024, while the City looks for the Next Planning Manager 2024 Capital and Tree Funds ($1,600,000), 15% of Total City Budget Capital Fund revenues come from five sources, each coming with restrictions of what it can be used for: Real Estate Excise Tax -REET ($1,125,000 or 86% of total) is generated from the selling of real estate within the community. It is the most restrictive source as it can only be used for large capital improvement projects. The State strictly defines those projects, and its use is audited thoroughly each year. Since the real estate market goes through boom-to-bust cycles over time, this revenue source mirrors it. Medina has been enjoying a robust local real estate period for several years but more recently, while still active, it has been heavily weighted towards small, older homes often on larger lots. 2024’s anticipated REET revenue of $1.125M has been budgeted conservatively. It assumes there is a finite amount of developable inventory within the city as well as available local industry and customers with an appetite to take on the types of homes that we have seen built. Grant Funds/Intergovernmental (0% of total) Grants can come from a variety of sources. In Medina they typically come from the State Transportation Improvement Board. While nothing is expected from TIB in 2024, city staff will continue to look at options for federal funding going forward. 96 AGENDA ITEM 8.1 . King County Parks Levy ($50,000 or 4% of total) is the voter approved levy to improve parks county-wide. Medina’s allocation from that levy that will be received each year, 2020-2025; Investment Earnings ($125,000 or 10% of total) from the balance kept in this fund. The capital fund is projected to start 2023 with a fund balance of almost $5.2M. This balance has been built over the recent real estate boom to continue with needed projects once the market cools and REET receipts decline. Donations from the community for capital projects, especially park improvements, are the fifth source of funding. The community has been generous over the years, but this is not a source we include in budget planning. 2024 Projects - $105K for 88th Ave NE Overlay. - $830K for NE 12th and NE 10th repairs and Improvements. - $150K for City Hall and Post Office Maintenance and Improvements. - $200K for NE 2nd Place and 78th Ave NE Stormwater Improvements. - -$30K set aside for tree planting and potential hazardous tree removal. 97 AGENDA ITEM 8.1 . Year End Carryover Balances As is the case with a lot of smaller organizations, Medina does not use accrual accounting methods, instead it operates on a cash basis. Accrual accounting means revenue and expenses are recognized and recorded when they occur, while cash basis accounting means these line items aren't documented until cash exchanges hands. A result of this is that known future expense obligations are not reflected in financial reports. This distinction is important when it comes to viewing the City’s year-end carryover balances. Fund balances remaining at the end of each year, especially in the General Fund, can be mistakenly assumed to be discretionary “reserves”. It is similar to a personal checkbook balance that is needed to pay bills that will come due before you get paid again. Since most Medina’s funding for general day-to-day operations doesn’t come in until the spring it is our policy, based on auditor & financial advisory organizations recommendations, that we start each year with a 25% carryover balance to cover those 1st quarter expenses. When unexpected General Fund revenues or cost savings happen, it will be staff’s recommendation to Council--based on Finance Committee’s set policy--to direct that amount into rebuilding the City’s drained Contingency Fund. The first transfer of this kind was made in 2021 from 2020’s ending fund balance carryover excess. Additional funds are planned to be transferred in 2024. 98 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Comments: GENERAL FUND - REVENUES PROPERTY & SALES TAX 001 000 000 311 10 00 00 General Property Taxes 4,318,656 4,318,656 4,461,393 ▲3.31%Includes 1% all'd increase + new constrct/improvmnts +levy lid lift portion at +5%, Waiting on KC worksheet 001 000 000 313 11 00 00 Local Retail Sales & Use Tax 1,870,785 1,861,002 1,904,941 ▲1.83%2023.07 ytd rolling 12 mos (+ passthru ARCH cont. from SHB1406, COM ord 985, $10,000 est) 001 000 000 313 71 00 00 Criminal Justice Funding 98,782 107,864 107,863 ▲9.19%Flat to 2023.07 ytd rolling 12 mos TOTAL PROPERTY & SALES TAX 6,288,223 6,287,522 6,474,197 ▲2.96% BUSINESS & OCCUPATION-UTILITY TAX Util Tax 6% and Franchise Fees 4% 001 000 000 316 41 00 00 Electric - Puget Sound Energy 232,783 277,553 255,000 ▲9.54% 001 000 000 316 42 00 00 Gas - Puget Sound Energy 125,000 160,000 132,600 ▲6.08% 001 000 000 316 43 00 00 Water & Sewer 200,000 252,756 204,000 ▲2.00% 001 000 000 316 45 00 00 Garbage, Solid Waste 40,000 50,705 42,840 ▲7.10% 001 000 000 316 46 00 00 Cable - Comcast 82,000 80,555 83,640 ▲2.00% 001 000 000 316 47 00 00 Telephone - Mobile & landline 37,854 35,411 36,720 ▼3.00% 001 000 000 317 20 00 00 Leasehold Excise Tax 6,589 (410) 6,589 ▲0.00% BUSINESS LICENSE/PERMITS-FRANCHISE FEES 001 000 000 321 91 00 00 Franchise Fees - Water/Sewer COB, Cable Comcast 180,000 208,951 183,600 ▲2.00%Assumes 4% Franchise Fee per Ord 895 of 11/30/2012 , applied as above TOTAL UTILITY TAX & FRANCHISE FEES 904,226 1,065,522 944,989 ▲4.51% LICENSES & PERMITS 001 000 000 322 30 00 00 Animal Licenses 400 400 400 ▲0.00%Based on 2023.07 ytd annualized 001 000 000 322 90 00 00 Other Non Bus. Licenses & Permits (Gun Permits)650 612 600 ▼7.69%Based on 2023.07 ytd annualized 001 000 000 322 91 00 00 Special Permits-Events, Other Based on 2023.07 ytd annualized TOTAL LICENSES & PERMITS 1,050 1,012 1,000 ▼4.76% INTERGOVERNMENTAL 001 000 000 332 92 10 00 COVID-19 Non-Grant Assistane (CARE) 001 000 000 332 92 10 01 Coronavirus Local Fis. Rec. (ARPA)56,000 26,000 28,000 ▼50.00%Allocate $28K x 3 yrs to COB CARES program, see PD expense. Remaining ARPA in Capital. 001 000 000 334 01 10 00 Dept of Justice- Federal Grant Based on one budgeted vest replacement, see PD exp S/B in street Multimodal Transportation - Cities 2024: MRSC estimated distribution of State Shared Revenue, available late July 001 000 000 336 06 21 00 MVET-Criminal Justice-Pop.1,049 1,041 1,112 ▲6.01%2024: MRSC estimated distribution of State Shared Revenue, available late July 001 000 000 336 06 26 00 Criminal Justice-Special 3,702 3,677 3,949 ▲6.67%2024: MRSC estimated distribution of State Shared Revenue, available late July 001 000 000 336 06 51 00 DUI/Other Criminal Justice 201 001 000 000 336 06 94 00 Liquor Excise Tax 19,997 21,164 21,148 ▲5.76%2024: MRSC estimated distribution of State Shared Revenue, available late July 001 000 000 336 06 95 00 Liquor Control Board Profits 22,300 19,373 22,084 ▼0.97%2024: MRSC estimated distribution of State Shared Revenue, available late July 001 000 000 336 06 95 01 Liquor Control Board Profits-Public Safety Portion 4,475 001 000 000 342 11 00 00 Hunts Point Police Contract- Add'l Police Serv 338,353 338,353 357,227 ▲5.58%Based on 13.1% avg previous years of expense subtotal line TOTAL INTERGOVERNMENTAL 441,401 414,283 433,520 ▼1.79% CHGS FOR GOODS AND SERVICES 001 000 000 341 99 00 00 Passport & Naturalization Fees 5,000 4,291 5,000 ▲0.00%Flat to 2023 TOTAL CHGS FOR GOODS/SERVICES 5,000 5,000 ▲0.00% FINES & FORFEITURES 001 000 000 353 10 00 00 Municipal Court-Traffic Infrac 18,000 14,441 18,000 ▲0.00%Hx ratio of court costs (75%) to revenue TOTAL FINES & FORFEITURES 18,000 14,441 18,000 ▲0.00% MISCELLANEOUS REVENUE 001 000 000 361 11 00 00 Investment Interest 46,800 172,152 125,000 ▲167.09%Assumes LGIP and Bond Investments Interest, allocated between General Fund (50%) & Capital (50%)--- 2023.07 ytd annualized 001 000 000 361 40 00 00 Sales Interest 1,200 4,555 2,000 ▲66.67%Based on 2023 actual annualized 7.23 001 000 000 362 00 00 10 Wireless Commun. Facility Leases 23,223 27,801 27,000 ▲16.26%2024 American Towers Corp. Increased in 2023 001 000 000 362 00 00 20 Post Office Facility Lease 88,508 88,508 88,508 ▲0.00%Lease of $7375.67/mo 001 000 000 367 11 00 00 Contributions/Donations - 54,784 - In 2024 we are not planning on asking for Community Donations 001 000 000 369 30 00 10 Confiscated Property-Auction 523 001 000 000 369 91 00 00 Other 150 22,126 1,000 ▲566.67%Based on 2023 Revenue, Misc Revenue coded here 001 000 000 369 91 00 10 Other-Copies 235 230 235 ▲0.00%Based on 2022 Budget 001 000 000 369 91 00 15 Other-Fingerprinting 590 334 590 ▲0.00%Based on 2022 Budget 001 000 000 369 91 00 35 Other-Notary 110 20 110 ▲0.00%Based on 2022 Budget 001 000 000 369 91 00 45 Other-Reports 53 56 53 ▲0.00%Based on 2022 Budget TOTAL MISCELLANEOUS REVENUES 160,869 371,088 244,496 ▲51.98% REFUNDABLE DEPOSITS (NOT REFLECTED IN BUDGET) 001 000 000 382 20 00 00 Refundable Retainage DISPOSITION OF CAPITAL ASSETS 001 000 000 395 10 00 00 Proceeds From Sales of Capital Assets 18,288 TOTAL DISPOSITION OF CAPITAL ASSETS - 18,288 - TOTAL GENERAL FUND REVENUE 7,818,769$ 8,172,157$ 8,121,201$ ▲3.87% Based on 2023.07 ytd rolling 12 mos, + 2% for Inflation 2024 Medina Proposed Budget Workbook 99 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Actuals Budget Notes: OPERATING TRANSFERS From General Fund to: 001 000 000 597 00 30 00 Levy Stabilization Fund 500,000$ 500,000$ 400,000$ Planned to be hit required amt by EOY 2023 001 000 000 597 00 00 03 Street Fund 440,000$ 440,023$ 460,000$ ▲4.55% 001 000 000 597 00 01 00 Contingency Fund Contingency Fund used to show additonal saved funds TOTAL TRANSFERS FROM GENERAL FUND 940,000 940,023 860,000 ▼8.51% From Capital Projects Fund to: 307 000 000 597 00 00 30 Street Fund 75,000 75,000 75,000 Transfer from Capital Fund to Street Fund or REET1 eligible or unrestricted Capital TOTAL TRANSFERS FROM CAPITAL FUND 75,000 75,000 75,000 TOTAL OPERATING TRANSFERS 1,015,000 1,015,023 935,000 ▼7.88% FUND TRANSFERS OUT 2024 Medina Proposed Budget Workbook 100 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: GENERAL FUND - EXPENDITURES LEGISLATIVE SERVICES 001 000 000 511 60 41 00 Professional Services 001 000 000 511 60 41 01 Legislative Activities-Regional Intergovt 6,500 4,767 6,500 ▲0.00%AWC ($1900), PSRC ($700), Eastside Transp.(?), Sound Cities ($2,202) 001 000 000 511 60 43 00 Travel & Training 10,000 6,075 10,000 ▲0.00%AWC training, conferences, meals, and travel + CC retreat, End of year banquet 001 000 000 511 60 49 00 Miscellaneous 2,000 1,048 2,000 ▲0.00%Park Board, Planning Comm, Council misc meeting expenses 001 000 000 511 60 49 10 Medina Days 52,000 41,508 52,000 ▲0.00%$35,000 Fireworks+ $15,000 barge, $2,000 sani-cans (Finance Committee reccomendation, promissed with Levy Lift) TOTAL LEGISLATIVE SERVICES 70,500 53,398 70,500 ▲0.00% LEGISLATIVE SERVICES 2024 Medina Proposed Budget Workbook 101 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION DESCRIPTION Budget Est.Budget Notes: LEGAL DEPARTMENT FTE's: NA, contracted 001 000 000 515 41 40 00 City Attorney 256,837 300,000 281,203 300,000 ▲0.00%Per SM, hx avg of "routine legal service", "excluding itigation or highly contentious events"= $250K. SB added $75K for "contentious", less $25K to DS budget 001 000 000 515 45 40 00 Special Counsel 16,173 20,000 10,000 40,000 ▲100.00%$20K WSDOT, $10K T Mobile Tower, $10K Start to 2025 Labor Negotiations 001 000 000 515 91 40 00 Public Defender 6,600 7,200 3,700 7,200 ▲0.00%Required Service/Expenditure TOTAL LEGAL DEPARTMENT 279,610 327,200 294,903 347,200 ▲6.11% LEGAL 2024 Medina Proposed Budget Workbook 102 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: SOCIAL & ENVIRONMENTAL SERVICES SOCIAL SERVICES 001 000 000 551 10 40 00 Public Housing Services - ARCH 27,476 29,611 38,066 ▲38.54%Including Admin Fees and GF plus $11K passthrough TOTAL SOCIAL SERVICES 27,476 29,611 38,066 ▲38.54% ENVIRONMENTAL SERVICES 001 000 000 553 10 40 00 Land & Water Conservation Resources-King County 4,000 4,000 4,000 ▲0.00% 001 000 000 553 70 40 00 Pollution Prevention-Puget Sound Clean Air Agency 9,582 9,582 9,582 ▲0.00% TOTAL ENVIRONMENTAL SERVICES 13,582 13,582 13,582 ▲0.00% MENTAL HEALTH SERVICES 001 000 000 564 60 40 00 Mental Health Services-KC Substance Abuse Fees 1,000 873 1,000 ▲0.00% TOTAL SOCIAL & ENVIRONMENTAL SVCS 42,058 44,066 52,648 ▲25.18% SOCIAL AND ENVIRONMENTAL SERVICES 2024 Medina Proposed Budget Workbook 103 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: MUNICIPAL COURT 001 000 000 512 50 41 10 Prosecuting Attorney 48,000 32,000 48,000 ▲0.00%$4K per month x 12 months 001 000 000 512 50 40 10 Municipal Court-Traffic/NonTrf 14,000 27,892 15,000 ▲7.14%Required Service/Expenditure - Offset by Court Revenue TOTAL MUNICIPAL COURT 62,000 59,892 63,000 ▲1.61% MUNICIPAL COURT 2024 Medina Proposed Budget Workbook 104 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: Kept Same Budget as 2023 RECREATION SERVICES (LIFEGUARDS AND BOYS & GIRLS CLUB) SALARIES & WAGES 001 000 000 571 00 10 00 Salaries & Wages 35,000 29,910 35,000 ▲0.00% 001 000 000 571 00 11 00 Overtime TOTAL SALARIES & WAGES 35,000 29,910 35,000 ▲0.00% PERSONNEL BENEFITS 001 000 000 571 00 20 00 Personnel Benefits 4,200 3,699 4,200 ▲0.00% 001 000 000 571 00 30 00 Uniforms 2,000 1,847 2,000 ▲0.00% TOTAL PERSONNEL BENEFITS 6,200 5,545 6,200 ▲0.00% SUPPLIES 001 000 000 571 00 31 00 Operating Supplies 212 001 000 000 571 00 32 00 Miscellaneous Lifeguard Expense 7,300 3,036 7,300 ▲0.00% TOTAL SUPPLIES 7,300 3,248 7,300 ▲0.00% OTHER SERVICES & CHARGES 001 000 000 571 00 40 00 Travel & Training 1,370 001 000 000 571 00 41 00 Recreation - Boys & Girls Club TOTAL OTHER SERVICES & CHARGES - 1,370 - TOTAL RECREATION-LIFEGUARDS 48,500 40,074 48,500 ▲0.00% RECREATIONAL - LIFEGUARD 2024 Medina Proposed Budget Workbook 105 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: FIRE & MEDICAL AID DEPARTMENT INTERGOVERNMENTAL SERVICES %13.3% Increase due to station 10 and high Cola 001 000 000 522 20 41 00 Fire Control Services 797,788 797,788 904,285 ▲13.35% 001 000 000 522 20 41 00 Fire Control Services (LEOFF1 Liab.)30,000 16,989 30,000 ▲0.00% TOTAL INTERGOVERNMENTAL 827,788 814,777 934,285 ▲12.87% TOTAL FIRE & MEDICAL DEPT 827,788 814,777 934,285 ▲12.87% Updated 7/29/23 with COB notice received. LEOFF1 contract obligation FIRE AND MEDICAL 2024 Medina Proposed Budget Workbook 106 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: POLICE DEPARTMENT FTE: 11 SALARIES & WAGES 001 000 000 521 20 11 00 Salaries & Wages 1,242,191 1,222,835 1,307,475 ▲5.26%CPI-W=4.5% COLA 2 non-rep employee; 4% CBA Clerical; 5% CBA PD est ceiling COLA 7 employees 001 000 000 521 20 11 11 Longevity 25,026 24,944 26,500 ▲5.89% 001 000 000 521 20 11 14 Education 1,800 1,733 1,800 ▲0.00% 001 000 000 521 20 11 16 ICMA 457 Plan 50,000 53,564 49,000 ▼2.00% 001-000-000-521-20-11-17 Opt Out Medical 35,166 26,680 35,166 ▲0.00% 001 000 000 521 20 11 18 Night Shift Differential 16,378 11,966 19,500 ▲19.06%Based on "average" week of coverage provided by Sergeant 001 000 000 521 20 11 19 Physical Fitness Incentive 15,800 11,884 16,000 ▲1.27%All officers utilizing 001 000 000 521 20 12 00 Overtime 120,000 116,407 120,000 ▲0.00%Training, vacation leave, non-funded special events (Medina Days/SeaFair/Shredder Day, etc.)+ summer emphasis patrols 001 000 000 521 20 12 01 Merit Pay 75,000 50,255 75,000 ▲0.00% 001 000 000 521 20 13 00 Holiday Pay 52,000 50,000 60,000 ▲15.38%Increase due to potential additonal of Juneteenth TOTAL SALARIES & WAGES 1,633,361 1,570,268 1,710,441 ▲4.72% PERSONNEL BENEFITS 001 000 000 521 20 21 00 Personnel Benefits 437,211 425,499 455,000 ▲4.07%Payroll taxes, Medical, Dental benefits,etc, less DRS/ICMA replacement above. 001 000 000 521 20 21 10 Personnel Benefits-Retirees 24,750 23,334 25,765 ▲4.10%LEOFF 1 Medical plus Unum (+4%) + 12 mos rolling reimb(+10%) 001 000 000 521 20 22 00 Uniforms 8,500 25,187 13,000 ▲52.94%Uniform replacement 001 000 000 521 20 22 01 DOJ Bullet Proof Vest Program 4,000 3,816 3,000 ▼25.00%Two vest replacements - external vest and covers during 2024 001 000 000 521 20 23 00 Tuition 9,000 2,210 8,000 ▼11.11%Two officers collecting on tuition reimbursement TOTAL PERSONNEL BENEFITS 483,461 480,045 504,765 ▲4.41% SUPPLIES 001 000 000 521 20 31 00 Office Supplies 15,000 15,770 15,000 ▲0.00%Includes $3,000 for Emergency Preparedness 001 000 000 521 20 31 01 Off Equip, IT HW, SW <$5K 7,000 7,614 7,000 ▲0.00%Upgrades, normal operating costs 001 000 000 521 20 31 40 Police Operating Supplies 15,000 12,092 14,000 ▼6.67%Taser cartridges, evidence processing equip, radio batteries, etc.; NARCAN replacement (deployment of new radio system) 001 000 000 521 20 31 60 Ammo/Range (Targets, etc.) 12,000 10,919 12,500 ▲4.17%Per ofc. contract and for training/firearms qualifications - ammo costs 001 000 000 521 20 32 00 Vehicle Expenses-gas, car wash 30,000 34,235 32,000 ▲6.67%Includes bridge tolls,fuel costs 001 000 000 521 20 35 20 Firearms (purchase & repair)2,000 140 2,000 ▲0.00% TOTAL SUPPLIES 81,000 80,770 82,500 ▲1.85% OTHER SERVICES & CHARGES 001 000 000 521 20 41 00 Professional Services 4,000 9,020 4,500 ▲12.50% 001 000 000 521 20 41 50 Recruitment-Background 5,000 1,587 5,000 ▲0.00%Public Safety Testing fees 001 000 000 521 20 42 00 Communications (Phone,Pagers) 16,000 21,562 18,000 ▲12.50%Cell phones and service, computer modems in patrol car, KC INET service. 001 000 000 521 20 43 00 Travel & Training 14,000 13,160 14,000 ▲0.00% Ongoing training requirements, large mandatory CJTC training requirements increase, new officers 001 000 000 521 20 45 00 Equipment-Lease & Rentals 2,000 3,494 2,000 ▲0.00%Copy machine 001 000 000 521 20 48 00 Repairs & Maint-Equipment 18,000 3,227 16,000 ▼11.11% $8,000 for maintain serviceable fire extinguishers, radar, property room software yearly maintenance fee of $2500, copier quarterly maintenance 001 000 000 521 20 48 10 Repairs & Maint-Automobiles 8,500 9,223 10,000 ▲17.65% 001 000 000 521 20 48 20 Repairs & Maint- SW, HW Maint 30,000 10,283 30,000 ▲0.00%Camera fees, camera maintenance 001 000 000 521 20 49 30 Animal Control 001 000 000 521 20 49 40 Dues,Subcriptions,Memberships 7,000 5,275 7,000 ▲0.00%WSPC, IACP Professional Memberships 001 000 000 521 20 49 41 Lexipol Manuals 8,000 4,545 8,000 ▲0.00%Yearly maintenance agreement per contract to Lexipol. PowerDMS needed for WASPC Accredidation Requirements 001 000 000 521 20 49 60 Crime Prevention/Public Educ 6,500 6,183 7,500 ▲15.38%Increased Shredder Day costs, victim resource & crime prevention brochures, school resource materials. 001 000 000 521 20 49 90 Misc-Investigative Fund TOTAL OTHER SERVICES & CHARGES 119,000 87,559 122,000 ▲2.52% INTERGOVERNMENTAL SERVICES 001 000 000 521 20 41 15 Dispatch Services-Norcom Trans 81,567 81,566 81,567 ▲0.00% NORCOM - Projected cost for 2024 001 000 000 521 20 41 20 Dispatch-EPSCA 6,500 6,224 8,000 ▲23.08%Per contract - cost to maintain 800 Mhz police radio connectivity 001 000 000 521 20 41 40 Marine Patrol Services 97,000 97,000 103,000 ▲6.19% Anticipated cost with Mercer Island 001 000 000 521 20 41 41 Bellevue CARE program 28,000 9,652 20,000 ▼28.57%2022-2024 program offset by ARPA 001 000 000 521 20 41 55 Jail Service-Prisoner Board 14,000 3,402 14,000 ▲0.00%King County Jail/SCORE/Kirkland Jail 001 000 000 521 20 41 60 Prisoner Transport 500 - 500 ▲0.00%Cost to shuttle prisoners from jail to court and back to jail 001 000 000 521 20 41 80 Domestic Violence-Kirkland 1,000 351 - ▼100.00%Mandated by court as resource to DV victims TOTAL INTERGOVERNMENTAL SERV.228,567 198,195 227,067 ▼0.66% SUBTOTAL POLICE 2,545,389 2,416,838 2,646,773 ▲3.98% CAPITAL OUTLAY 001 000 000 594 21 64 10 Surveillance Cameras and Body Cameras 30,000 47,618 62,000 ▲106.67%$30K allocated for additional Maintanance of New Cameras System, $32K for body camera and tasers 001 000 000 594 21 64 10 Police HW/SW, Equip >$5K Capital 4,500 - 4,500 ▲0.00%Mandated mobile platform requirements 001 000 000 594 21 70 00 Police Vehicle Leasing, Princ. Cost 90,000 67,221 90,000 ▲0.00%Vehicle leasing costs - 6 vehicles 001 000 000 594 21 80 00 Police Vehicle Leasing, Int. Cost 24,919 TOTAL CAPITAL OUTLAY 124,500 139,758 156,500 ▲25.70% TOTAL POLICE DEPARTMENT 2,669,889 2,556,596 2,803,273 ▲5.00% LAW ENFORCEMENT Tsz Yan Brady: Account 521.20.11.20 not included herein ($500) - Field Training Officer Pay 2024 Medina Proposed Budget Workbook 107 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: EXECUTIVE FTE's: 1 SALARIES & WAGES 001 000 000 513 10 11 00 Salaries & Wages 187,200 187,200 194,688 ▲4.00%CPI-W=4% COLA-- See Salary Model for addl details 001 000 000 513 10 21 50 Auto Allowance 6,000 6,000 6,000 ▲0.00% 001 000 000 513 10 11 17 Medical Opt Out 13,731 13,731 14,294 ▲4.10% 001 000 000 513 10 11 16 ICMA 457 Plan 13,269 13,269 16,706 ▲25.90% TOTAL SALARIES & WAGES 220,200 220,200 231,688 ▲5.22% PERSONNEL BENEFITS 001 000 000 513 10 21 00 Personnel Benefits 20,635 20,635 21,932 ▲6.29%AWC Medical, Vision, DRS, Empl Security and L&I, Payroll Taxes TOTAL PERSONNEL BENEFITS 20,635 20,635 21,932 ▲6.29% OTHER SERVICES AND CHARGES 001 000 000 513 10 41 00 Professional Services 36,000 36,000 36,000 ▲0.00%SR520 Consultant 001 000 000 513 10 43 00 Travel & Training 4,000 35 3,000 ▼25.00%WCIA and other training 001 000 000 513 10 49 01 Dues, Subscr.350 - 350 ▲0.00% TOTAL OTHER SERVICES & CHARGES 40,350 36,035 39,350 ▼2.48% TOTAL EXECUTIVE DEPARTMENT 281,185 276,870 292,970 ▲4.19% EXECUTIVE 2024 Medina Proposed Budget Workbook 108 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: FINANCE DEPARTMENT FTE's: 1.7 SALARIES & WAGES 001 000 000 514 20 11 00 Salaries & Wages 192,000 191,733 205,680 ▲7.13%CPI-W=4% COLA---see salary model notes 001 000 000 514 20 11 16 ICMA 457 Plan 9,000 10,993 9,000 ▲0.00%Assumes full participation TOTAL SALARIES & WAGES 201,000 202,726 214,680 ▲6.81% PERSONNEL BENEFITS 001 000 000 514 20 21 00 Personnel Benefits 51,196 50,962 53,756 ▲5.00%AWC Medical, Vision, DRS, Empl Security and L&I, Payroll Taxes 001 000 000 514 20 21 17 Opt-Out Of Medical 11,797 11,795 12,280 ▲4.10% TOTAL PERSONNEL BENEFITS 62,993 62,757 66,036 ▲4.83% OTHER SERVICES & CHARGES 001 000 000 514 20 41 01 Professional Services 30,000 20,561 40,000 ▲33.33%Vision PS, Finance/Financial System Support + ADP Payroll and HR Platform 001 000 000 514 20 42 00 Intergvtml Prof Serv-Auditors 25,000 18,178 25,000 ▲0.00%Hybrid model utilized, $139 per hour but will save on travel expenses 001 000 000 514 20 43 00 Travel & Training 3,000 30 1,500 ▼50.00%PSFOA, Budgeting Workshop for DFD 001 000 000 514 20 46 00 Insurance (WCIA) 218,886 238,997 308,206 ▲40.81%Liability rate increase per 7/28 WCIA notice. Property 25%; B&M 5-10%, Crime 5-10% & Auto 25% pending Oct BOD vote notice less 15.56% alloc to DS (Budget amendment in 2023 to correct 2023 amt) 001 000 000 514 20 49 00 Misc-Dues,Subscriptions 1,000 1,832 1,000 ▲0.00%WFOA, PSFOA, GFOA (Dues, Memberships), 001 000 000 514 20 49 10 Miscellaneous 15,000 7,962 15,000 ▲0.00%Non DS Merchant credit card fees (offset by Revenue), Flex Spend Admin, Microflex, Tax/AP Forms, L&I, 001 000 000 514 40 40 00 Elections Serv-Voter Reg Costs 12,000 11,172 12,000 ▲0.00%Election year costs (every other year is higher), 2023 keep to prior yr budget d/t potential for less KC cost share TOTAL OTHER SERVICES & CHARGES 304,886 298,732 402,706 ▲32.08% TOTAL FINANCE DEPARTMENT 568,879 564,215 683,422 ▲20.13% 45% of expense due to insurance FINANCE AND HUMAN RESOURCES 2024 Medina Proposed Budget Workbook 109 AGENDA ITEM 8.1 2023 2023 2024 Final Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: CENTRAL SERVICES FTE's: 3 SALARIES & WAGES 001 000 000 518 10 11 00 Salaries & Wages 302,965 301,664 315,084 ▲4.00%CPI-W=4% COLA 1 non-rep employee; 4% CBA est COLA 3 employees--see salary model notes for details 001 000 000 518 10 11 11 Longevity 6,489 6,881 6,749 ▲4.00% 001 000 000 518 10 11 14 Education 1,800 1,799 1,800 ▲0.00% 001 000 000 518 10 11 16 ICMA 457 Plan 12,000 4,331 12,000 ▲0.00%Assumes participation full participation 001 000 000 518 10 11 17 Opt-Out of Medical 9,458 9,596 10,025 ▲6.00%1 Employee participating in Opt-Out, same as 2023 001 000 000 518 10 12 00 Overtime TOTAL SALARIES & WAGES 332,712 324,272 345,657 ▲3.89% PERSONNEL BENEFITS 001 000 000 518 10 21 00 Personnel Benefits 115,106 112,907 120,286 ▲4.50%AWC Medical, Vision, DRS, Empl Security and L&I, Payroll Taxes TOTAL PERSONNEL BENEFITS 115,106 112,907 120,286 ▲4.50% 001 000 000 518 10 31 00 Office and Operating Supplies 30,000 27,080 30,000 ▲0.00%City Hall Office and Operating Expenses, Konica Copier, Pitney Bowes 001 000 000 518 10 41 00 Professional Services 145,500 112,000 175,500 ▲20.62% Proshred, Municode Codification Updates, $70,000 Comp Plan, $90,000 LaserFiche/Records Management Consulting and Scanning Services (Includes unused rollover for consulting from 2023) 001 000 000 518 10 42 00 Postage/Telephone 13,000 3,968 13,000 ▲0.00%Postage (City Hall printing/mailing services); fax & credit card lines 001 000 000 518 10 43 00 Travel & Training 11,000 5,231 11,000 ▲0.00%Training for clerk, Deputy Clerk/Admin Asst, ISC 001 000 000 518 10 44 00 Advertising 7,500 6,810 7,500 ▲0.00%DS, CS legal advertisements 001 000 000 518 10 47 00 Utility Serv-Elec,Water,Waste 32,000 27,245 32,000 ▲0.00%Calculated using current year YTD, annualized 001 000 000 518 10 48 00 Repairs & Maint-Equipment 500 - 500 ▲0.00%office equipment repairs - Printer Svcs-Budget 001 000 000 518 10 49 10 Miscellaneous 3,200 361 4,000 ▲25.00%City Staff and Volunteers End of Year Gifts/Appreciation Lunch 001 000 000 518 10 49 20 Dues, Subscriptions 600 645 600 ▲0.00%City Clerk and Deputy Clerk 001 000 000 518 10 49 30 Postcard, public information 10,500 15,333 12,000 ▲14.29%Community mailings placeholder, monthly postcard discontinued 001 000 000 518 10 49 40 Photocopies 500 203 500 ▲0.00%Most expenditures reflect pass through costs related to public records TOTAL OTHER SERVICES & CHARGES 254,300 198,875 286,600 ▲12.70% BUILDING MAINTENANCE 001 000 000 518 30 45 00 Facility Rental 12,000 11,710 4,000 ▼66.67%1 Public Storage Unit 001 000 000 518 30 48 00 Repairs/Maint-City Hall Bldg 97,500 94,826 57,500 ▼41.03% $10k City Hall & PO cleaning Maint. $5k Beach/Park Bathroom cleaning, $10k HVAC Maint., Alarm/Fire Monitoring $2,500, fire inspt, misc cleaning, bug service etc. TOTAL BUILDING MAINTENANCE 109,500 106,536 61,500 ▼43.84% 001 000 000 518 61 40 00 Judgements, settlements & jobbing 001 000 000 518 80 31 00 IT HW, SW, Operating Supplies 2,500 13,530 1,500 ▼40.00%Replacement mouse, keyboards, Data Center replacement battery, etc 001 000 000 518 80 41 50 Technical Services, IT 275,100 266,872 195,000 ▼29.12%IT Managed Services (less 15.56%= $25,207 for TIG DS allocation) for Maint, monitoring, helpdesk, incident support; 001 000 000 518 80 41 60 Software Services (Split from Technical Services) 149,600 EmailSocial Media archive, GoGov CRM/Communications, GovDelivery, Municode Website hosting and Agenda Management, King County INET, DUO Access, Azure Storage, O365 Licenses, Phones/Meetings Software Subscription, NextRequest PRA Software, Blue Beam Electronic Plan Review, PW Asset Management, Laserfiche, Bang the Table Engagement Platform, Sophos, Meraki Access Points $5,000 001 000 000 518 80 48 00 Repairs & Maint: Annual Software Maint.15,000 12,776 18,500 ▲23.33%VEEAM,Cisco SmartNet, Avidex, Domain Name Renewal, Vision Application Suite, Cisco FirePower, Cisco Umbrella TOTAL INFORMATION TECHNOLOGY 292,600 293,177 364,600 ▲24.61% SUBTOTAL CENTRAL SERVICES 1,104,218 1,035,768 1,178,643 ▲6.74% CAPITAL EXPENDITURES 001 000 000 594 14 64 00 City Hall - IT HW/SW >$5K Capital Outlay 157,000 157,000 21,000 ▼86.62%HW: Computer Replacements (6); SW: Meraki Access Points $5,000 TOTAL CAPITAL EXPENDITURES 157,000 157,000 21,000 ▼86.62% TOTAL CENTRAL SERVICES 1,261,218 1,192,768 1,199,643 ▼4.88% CENTRAL SERVICES 2024 Medina Proposed Budget Workbook 110 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: FTE: 3 of 5 total allocated PARKS DEPARTMENT Public Works are split 60% Parks and 40% Streets SALARIES & WAGES 001 000 000 576 80 11 00 Salaries & Wages 296,997 296,909 311,997 ▲5.05%CPI-W=4% COLA 1 non-rep employee; 4% CBA est COLA 4 employees ---see salary model notes for details 001 000 000 576 80 11 11 Longevity 6,502 6,378 6,762 ▲4.00% 001 000 000 576 80 11 14 Education 3,240 3,179 3,240 ▲0.00% 001 000 000 576 80 11 16 ICMA 457 Plan 10,800 17,209 10,800 ▲0.00%Assumes full participation 001 000 000 576 80 11 17 Opt-Out of Medical 10,612 10,977 10,612 ▲0.00% 001 000 000 576 80 10 00 Salaries & Wages, SEASONAL WORKERS 20,453 13,000 22,089 ▲8.00%Seasonal Help 001 000 000 576 80 12 00 Overtime 8,000 14,842 8,000 ▲0.00%Special Events:Medina Days, Seafair, Parkboard, Snow Plowing TOTAL SALARIES & WAGES 356,604 362,494 373,500 ▲4.74% PERSONNEL BENEFITS 001 000 000 576 80 21 00 Personnel Benefits 111,806 113,406 118,515 ▲6.00%AWC Medical, Vision, DRS, Empl Security and L&I, Payroll Taxes 001 000 000 576 80 22 00 Uniforms 2,300 1,003 2,500 ▲8.70% TOTAL PERSONNEL BENEFITS 114,106 114,409 121,015 ▲6.05% SUPPLIES 001 000 000 576 80 31 00 Operating Supplies 37,000 38,291 37,000 ▲0.00%Garbage bags, toilet paper, fertilizer, bark, topsoil, Mutt Mitts, bathroom supplies, Purell sanitizer, light bulbs, paint, mower blades, irrigation parts, tennis court nets, gloves, ear plugs, eye protection. 001 000 000 576 80 32 00 Vehicle Fuel & Lube 5,000 5,945 5,000 ▲0.00%Public Works equipment & vehicles TOTAL SUPPLIES 42,000 44,236 42,000 ▲0.00% OTHER SERVICES & CHARGES 001 000 000 576 80 41 00 Professional Services 15,000 7,020 15,000 ▲0.00%Arborist, irrigation repairs, engineeringBack-flow device testing, hazardous material disposal, fertilizing and spraying, $5K added 9/22 d/t WCIA audit compliance (electrician) 001 000 000 576 80 41 04 Professional Services-Misc 5,000 7,823 5,000 ▲0.00%Debris disposal 001 000 000 576 80 42 00 Telephone/Postage 7,000 5,475 7,000 ▲0.00%mobile phones, alarm/fire monitoring line, internet 001 000 000 576 80 43 00 Travel & Training 3,000 303 3,000 ▲0.00%Pesticide training, flagger training, certifications, licenses, conferences, qtrly safety meetings, AE Training 001 000 000 576 80 47 00 Utilities 22,000 24,575 24,000 ▲9.09%Utilities for public works shop and park restrooms, irrigation water, pond power 001 000 000 576 80 48 00 Repair & Maint Equipment 7,000 10,576 8,000 ▲14.29%Backhoe, Mowers, UTV 001 000 000 576 80 49 00 Miscellaneous, annual lease 600 - 600 ▲0.00%yearly lease for Shop Yard 001 000 000 576 80 49 01 Misc-Property Tax 300 283 300 ▲0.00%KC Real Estate Tax (Noxious Weeds) TOTAL OTHER SERVICES & CHARGES 59,900 56,054 62,900 ▲5.01% CAPITAL OUTLAY 001 000 000 594 76 30 00 Park Improvements 001 000 000 594 76 00 00 Furniture and Equipment: Replacement - 9,000 Park Benches & Tables, Flags, Tennis Court Accessories 001 000 000 594 76 64 00 Parks Capital Outlay >$5K 33,000 40,074 - ▼100.00% TOTAL CAPITAL OUTLAY 33,000 40,074 9,000 ▼72.73% TOTAL PARKS DEPARTMENT 605,610 617,268 608,415 ▲0.46% PARKS 2024 Medina Proposed Budget Workbook 111 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: CITY STREET FUND REVENUE INTERGOVERNMENTAL REVENUE DOE Sweeping Grant 101 000 000 334 03 60 00 Nat'l Pollution Discharge Elim 75,000 75,000 65,000 ▼13.33%NPDES DOE Grant 101 000 000 336 00 71 00 Multimodal Transportation - Cities 3,790 3,800 3,744 ▼1.21% 101 000 000 336 00 87 00 Motor Fuel Tax and MVA Transpo 56,376 53,292 53,352 ▼5.36%2024: MRSC estimated distribution of State Shared Revenue, available late July TOTAL INTERGOVERNMENTAL 135,166 132,092 122,096 ▼9.67% OPERATING TRANSFERS 101 000 000 397 00 20 00 From Capital Reserves (302) 101 000 000 397 00 10 00 From General Fund (001) 440,000 440,023 460,000 ▲4.55% 101 000 000 397 00 30 00 From Capital Projects Fund (307)75,000 75,000 75,000 ▲0.00%Transfer from Capital Fund to Street Fund or REET1 eligible or unrestricted Capital TOTAL OPERATING TRANSFERS 515,000 515,023 535,000 ▲3.88% TOTAL CITY STREET FUND 650,166 647,115 657,096 ▲1.07% STREET FUND REVENUE 2024 Medina Proposed Budget Workbook 112 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: FTE: 2 of 5 total allocated, .5 From DS CITY STREET FUND Public Works are split 60% Parks and 40% Streets Rob Salary and Benefits will be allocated 50/50 to DS and Street Fund (PW) SALARIES & WAGES Rob does Right of Way Permitting and Department of Ecology work for Ryan Osada 101 000 000 542 30 11 00 Salaries & Wages 250,963 251,911 263,082 ▲4.83%CPI-W=4% COLA 1 non-rep employee; 4% CBA est COLA employees---see salary model notes for remaining staff 101 000 000 542 30 11 11 Longevity 4,335 4,453 4,508 ▲4.00% 101 000 000 542 30 11 14 Education 2,760 2,753 2,760 ▲0.00% 101 000 000 542 30 11 16 ICMA 457 Plan 8,700 13,306 8,700 ▲0.00%Assumes full participation 101 000 000 542 30 11 17 Opt-Out of Medical 7,073 7,631 7,639 ▲8.00% 101 000 000 542 30 10 00 Salaries & Wages (Seasonal Workers) 13,636 13,636 13,800 ▲1.20%Seasonal Help 101 000 000 542 30 12 00 Overtime 5,000 10,240 6,000 ▲20.00%Special Events:Medina Days, Seafair, Parkboard, Snow plowing TOTAL SALARIES & WAGES 292,467 303,929 306,489 ▲4.79% PERSONNEL BENEFITS 101 000 000 542 30 21 00 Personnel Benefits 90,036 92,401 95,438 ▲6.00%AWC Medical, Vision, DRS, Empl Security and L&I, Payroll Taxes 101 000 000 542 30 22 00 Uniforms 2,300 2,756 2,500 ▲8.70% TOTAL PERSONNEL BENEFITS 92,336 95,156 97,938 ▲6.07% ROAD & STREET MAINTENANCE 101 000 000 542 30 31 00 Operating & Maintenance Supplies 5,000 5,935 6,000 ▲20.00%Storm drain pipe, catch basin grates, marking paint, gravel, cement, bark, roadside plantings REET1 eligible 101 000 000 542 30 35 00 Small Tools/Minor Equipment 6,000 2,612 6,000 ▲0.00%power tools, mower parts, Pole Saw, Weedeater 101 000 000 542 30 41 00 Professional Services 54,000 49,590 54,000 ▲0.00%84th Median & 24th Roadside Maint, 24th traffic Signal (shared Clydehill # netted), WRIA $2941 (7/27 notice) REET1 eligible 101 000 000 542 30 41 03 Prof Svcs- NPDES Grant 50,000 16,276 50,000 ▲0.00%NPDES Requirements Grant $50k 101 000 000 542 30 41 10 Road & Street Maintenance 11,000 412 11,000 ▲0.00%Pavement patching, pavement markings, sidewalk maintenance, curb repairs REET1 eligible 101 000 000 542 30 45 00 Machine Rental 4,000 542 4,000 ▲0.00%ditch witch, compactor, compressor, manlift 101 000 000 542 30 47 00 Utility Services 675 1,000 Utility locates 101 000 000 542 30 48 00 Equipment Maintenance 7,000 2,460 7,000 ▲0.00%PW vehicle and power equip repairs 101 000 000 542 40 41 00 Storm Drain Maintenance 15,000 14,910 15,000 ▲0.00%Catch Basin Vactoring, Storm Line jetting, root cutting, camera 101 000 000 542 63 41 00 Street Light Utilities 22,000 21,861 22,000 ▲0.00%PSE street light Power, REET1 eligible 101 000 000 542 64 41 00 Traffic Control Devices 10,000 14,322 10,000 ▲0.00%Posts, reflective signs(Fed Req), barricades, cones 101 000 000 542 66 41 00 Snow & Ice Removal 1,000 - 2,000 ▲100.00%Sand, ice melt 101 000 000 542 67 41 00 Street Cleaning 25,000 9,208 25,000 ▲0.00%Street sweeping 101 000 000 542 70 40 00 Street Irrigation Utilities 23,000 28,441 23,000 ▲0.00% TOTAL ROAD & ST MAINTENANCE 233,000 167,245 236,000 ▲1.29% CAPITAL OUTLAY 101 000 000 594 42 64 00 >$5,000 Equipment, HW & SW 25,000 118,308 5,000 ▼80.00% Asset Essentials Licensing $5k, TOTAL CITY STREET FUND 642,803 684,638 645,427 ▲0.41% STREET FUND 2024 Medina Proposed Budget Workbook 113 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: DEVELOPMENT SERV. ENT. FUND, Transfer from Gen. Rev tab: Revenue forcasts, from 2023 actuals YTD 401 000 000 322 10 00 00 Building Permits 621,128$ 912,264$ 800,000$ ▲28.80% 401 000 000 322 11 00 00 Building Permit - Technology Fee 11,065$ 9,934$ 8,000$ ▼27.70% 401 000 000 334 03 10 00 DOE Grant. Shoreline Master Program 135,550$ 142,668$ 75,000$ ▼44.67% 401 000 000 334 04 20 00 DOC Grant 401 000 000 345 81 00 00 Zoning 38,243$ 43,525$ 34,000$ ▼11.09% 401 000 000 345 89 00 00 Planning 180,921$ 230,981$ 181,000$ ▲0.04% 401 000 000 359 00 00 00 Misc. Fine, Penalties, Code 5,000$ 200$ 5,000$ ▲0.00% 401 000 000 369 91 00 05 Other-CC Convenience Fees 15,631 23,604 18,500 ▲18.35% 401 000 000 395 10 00 00 Proceeds From Sales of Capital Assets REVENUES 1,007,538$ 1,363,175$ 1,121,500$ ▲11.31% TOTAL DEV. SERV. ENT. FUND 1,007,538 1,363,175 1,121,500 ▲11.31% Revenue 2023 2024 Budget Budget 401 000 000 382 10 00 02 Refundable DS Adv Deposit 25,000.00$ 34,170.00$ 25,000.00$ ▲0.00%Money taken in for this deposit goes here until used for Consulting Fees 401 000 000 382 10 00 03 Advanced Deposits Used for Consulting Fees 135,000.00$ 101,000.00$ ▼25.19%All Money that is paid to consulting via Advanced Deposit Goes to this Account Total Advanced Deposit $ Brought In:160,000.00$ 34,170.00$ 126,000.00$ ▼21.25% Advanced Deposits Permitting Fees DEVELOPMENT SERVICES REVENUE 2024 Medina Proposed Budget Workbook 114 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: DEVELOPMENT SERVICES DEPT FTE's: 3.5 Rob Salary and Benefits will be allocated 50/50 to DS and Street Fund (PW) SALARIES & WAGES Rob does Right of Way Permitting and Department of Ecology work for Ryan Osada 401 000 000 558 60 11 00 Salaries & Wages 414,095 411,511 430,659 ▲4.00%CPI-W=4% COLA 2 non-rep employees; 4% CBA est COLA 2 employees-----see salary model notes for step increase info 401 000 000 558 60 12 00 Overtime 1,300 - 3,000 ▲130.77%Staff now conduct after-hours CAP open houses. Staff has the option of overtime or comp time. 401 000 000 558 60 11 11 Longevity 401 000 000 558 60 11 14 Education 3,000 3,066 3,000 ▲0.00% 401 000 000 558 60 11 16 ICMA 457 Plan 16,500 20,787 16,500 ▲0.00%Assumes full participation 401 000 000 558 60 11 17 Opt-Out of Medical 5,276 4,983 5,593 ▲6.00% TOTAL SALARIES & WAGES 440,171 440,346 458,751 ▲4.22% PERSONNEL BENEFITS 401 000 000 558 60 21 00 Personnel Benefits 138,530 138,244 146,842 ▲6.00%AWC Medical, Vision, DRS, Empl Security and L&I, Payroll Taxes 401 000 000 558 60 23 00 Tuition Reimbursement TOTAL PERSONNEL BENEFITS 138,530 138,244 146,842 ▲6.00% SUPPLIES 401 000 000 558 50 31 00 Operating Supplies 2,500 157 2,000 ▼20.00%Development site signs, business cards, etc. 401 000 000 558 50 32 00 Vehicle Expenses - Gas, Oil, Maint. 3,500 2,743 2,500 ▼28.57%Aging vehicle. May require increasing repairs in addition to regular maintenance. TOTAL SUPPLIES 6,000 2,900 4,500 ▼25.00% OTHER SERVICES & CHARGES 401 000 000 558 50 03 00 Insurance (WCIA) 40,335 44,041 56,794 ▲40.81%Liability rate increase per 7/28 WCIA notice. Property 25%; B&M 5-10%, Crime 5-10% & Auto 25% pending Oct BOD vote notice less 15.56% alloc to DS 401 000 000 558 50 04 00 City Attorney, Dev. Serv.25,000 - 35,000 ▲40.00%Estimate based upon 2023 DS activity. 401 000 000 558 50 05 00 Technical Services, Software Services 25,207 23,161 26,719 ▲6.00%IT - TIG DS allocation of 15.56% of total from CS for Maint, monitoring, helpdesk, incident support. 401 000 000 558 60 41 00 Professional Services 40,000 89,550 84,000 ▲110.00%Building plan review consultant with activity assumed similar to 2023. Increase of 10% consultant cost in 2024. Also includes Critical Areas review 401 000 000 558 60 41 01 Planning Consultant 50,000 150,848 100,000 ▲100.00%Similar activity to 2023. Increased consultant cost of 10%. Increased use of consultant for building permit review and planning support. 401 000 000 558 60 41 02 Hearing Examiner 25,000 7,078 20,000 ▼20.00%Estimate. New services contract will have an effect on the costs. Cost recovery is through fee. 401 000 000 558 50 41 06 Building Inspector Contract 6,000 3,600 6,000 ▲0.00%Deputy Building Official performs inspections. $6,000 is contingency, vacations, medical leave, etc. 401 000 000 558 60 42 00 Communications 3,000 1,503 3,000 ▲0.00%Estimate based upon prior years activities. 401 000 000 558 60 43 00 Travel & Training 5,000 519 5,000 ▲0.00%Four DS staff. Budget considers minimum staff training requirements, updated state building code adoption 401 000 000 558 60 49 00 Dues, Subscriptions, Memberships 7,000 1,035 2,500 ▼64.29%APA, AICP, WABO, ICC, WSPT, AWC Director. Est. cost increase included. Adjusted 2023 minus cost of 2021 code purchase. 401 000 000 558 60 49 10 Miscellaneous 15,631 28,236 29,000 ▲85.53%Bank fees for permits paid by CC which are reimbursed with customer fees, postal expenses for code enforcment, etc. Based on 2023. 401 000 000 558 50 41 08 Sound Testing Consultant 18,000 15,373 12,600 ▼30.00%Most of this expense is recovered through fees. New contract and new consultant will cause cost increase. Est. Increase of 20% 401 000 000 558 50 41 55 Shoreline Consultant 3,000 12,635 5,000 ▲66.67%Consulting shorelines specialist. Budget est. based upon 2023 activity. Est. + 20% for new consultant and new contract in 2024 Non-budget item TOTAL OTHER SERVICES & CHARGES 263,173 377,577 385,613 ▲46.52% CAPITAL OUTLAY 401 000 000 594 XX 64 00 Furniture & Equipment 401 000 000 594 60 64 05 Vehicle 45,000 Vehicle for daily DS use and for general city staff use. This replaces one Tahoe. Inspector Tahoe replacement will be requested for 2025. 401 000 000 594 60 64 00 DS- IT HW/SW >$5K Capital Outlay $27,955 $17,631 $58,230 ▲108.30%Brightly (E-permitting, public portal) $16,500; BlueBeam (License, Maintenance) $2,730, Replacement of three computers $14,000. Including placeholder for potential "My Building Permit Software" TOTAL CAPITAL OUTLAY 27,955 17,631 103,230 ▲269.27% TOTAL DEVELOPMENT SERVICES 875,829 976,699 1,098,936 ▲25.47% - Expenses 2023 2023 2024 Adopted Year End Preliminary DESCRIPTION Budget Actual Budget Notes: 401 000 000 558 50 41 07 Engineering Consultant 75,000.00$ 61,284.58$ 56,000.00$ ▼25.33%Grading & drainage Svcs similar to 2023 + 10% est. increase. 84% of 2023 of service costs have been recovered through Adv. Dep. 401 000 000 558 50 41 50 Arborist 60,000.00$ 84,477.50$ 45,000.00$ ▼25.00%Arborist. More favorable contract in 2024. 51% of the 2023 invoiced service costs,recovered through Adv. Deposit. 401 000 000 582 10 00 02 Refund of DS Adv Deposits 25,000 138,929 25,000 ▲0.00%Money returned to Payer upon completion of project Total Consulting Expenses:160,000.00$ 284,691.08$ 126,000.00$ ▼21.25% Paid For By Advanced Deposits DEVELOPMENT SERVICES FUND Paid For By Permitting Fees 2024 Medina Proposed Budget Workbook 115 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Actual Budget Comments: LEVY STABLIZATION FUND 303 000 000 397 00 30 00 From General Fund 500,000 500,000 400,000 Planning to put another $500K into the Fund Via Budget Amendment in 2023 TOTAL RESERVE FUND 1,500,000 1,900,000 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Actual Budget Comments: CONTINGENCY FUND 302 000 000 397 00 01 00 From General Fund - Contingency Fund used to show additonal saved funds TOTAL RESERVE FUND 250,000 250,000 LEVY STABILIZATION FUND CONTINGENCY FUND 2024 Medina Proposed Budget Workbook 116 AGENDA ITEM 8.1 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Est.Budget Notes: CAPITAL PROJECTS FUND REVENUE TAXES 307 000 000 318 34 00 00 Real Estate Excise Tax 1 566,532 620,341 562,500 ▼0.71%2023- YTD Annualized Through AUG23, minus 10% per predicted market cool down 307 000 000 318 35 00 00 Real Estate Excise Tax 2 566,532 617,464 562,500 ▼0.71% TOTAL TAXES 1,133,065 1,237,804 1,125,000 ▼0.71% 307 000 000 332 92 10 01 Coronavirus Local Fis. Rec. (ARPA) 307 000 000 334 03 80 00 State Transp Improv Board Grant - Sidewalks 181,160 307 000 000 334 06 91 02 Property II Levy 50,000 - 50,000 ▲0.00%KC Parks Levy, Nov 2019 went to ballot for renewal, passed, updated to reflect notice rec'd from KC of COM annual portion 307 000 000 334 06 91 05 TIB-LED Streetlight Conversion Grants TOTAL INTERGOVERNMENTAL 50,000 181,160 50,000 ▲0.00% 307 000 000 344 10 02 00 Roads Street CIP Improvements 140,656 TOTAL TRANSPORTATION - - 307 000 000 361 11 00 00 Investment Interest Earnings 70,200 258,228 125,000 ▲78.06%Assumes LGIP and Bond Investments Interest, allocated between General Fund (50%) & Capital (50%) 307 000 000 367 00 00 00 Capital Project Donations - Non-Gov 307 000 000 382 20 00 00 Refundable Retainage Deposits 9,176 OPERATING TRANSFERS - IN 307 000 000 397 00 10 00 From General Fund to Capital 307 000 000 397 00 04 00 From Custodial (relcass 2019 only) 307 000 000 397 00 40 00 From Capital Reserve Fund to Capital - - TOTAL TRANSFERS - - - TOTAL CAPITAL PROJECTS FUND 1,253,265 1,686,368 1,300,000 ▲3.73% 2023 2023 2024 Adopted Year End Preliminary ACCOUNT NUMBER DESCRIPTION Budget Actual Budget Notes: TREE FUND REVENUE MISCELLANEOUS REVENUE 103 000 000 345 89 00 00 Other -Tree Replacement 3075 950 3,075 ▲0.00%Expecting only minimum fines 103 000 000 382 20 00 00 Refundable Retainage Deposits TOTAL MISCELLANEOUS REVENUE 3075 950 3,075 ▲0.00% TOTAL TREE FUND 3075 950 3,075 ▲0.00% CAPITAL FUND REVENUE 2024 Medina Proposed Budget Workbook 117 AGENDA ITEM 8.1 Account Code 2023 Budget 2023 Actuals Est. 2024 Budget 2024 Budget Breakdown 2024 PROPOSED PROJECT LIST START DATE DURATION GRANT FUNDS TOTAL COST CITY COST CAPITAL STREETS: STREETS: 105,000.00$ 88th Ave NE Overlay CAPITAL SIDEWALK: SIDEWALK: 700,000.00$ NE 12t Street Pedestrian Improvements (rollover) 130,000.00$ NE 10th Street ADA Updates and Sidewalk Repairs CAPITAL PARKS: PARKS: 50,000.00$ East Trail Improvements 10,000.00$ Points Trail Signage CAPITAL STORMWATER: STORMWATER: 200,000.00$ NE 2nd Pl, 78th Ave NE 150,000.00$ Mapping and Easement assessment CAPITAL BUILDING: BUILDING: 50,000.00$ City Hall Exterior Painting 50,000.00$ City Hall Carpet 20,000.00$ Post Office Painting 30,000.00$ Post Office HVAC TRANSFERS: OTHER: 307 000 000 597 00 30 00 75,000.00$ 75,000.00$ 75,000.00$ 75,000.00$ Transfer to Street Fund for Road Maintence TOTALS 1,165,000.00$ 776,967.00$ 1,570,000.00$ 1,570,000.00$ TOTALS -$ -$ -$ TREE FUND: OTHER: 103 000 000 558 60 49 10 40,000.00$ 25,000.00$ 30,000.00$ 30,000.00$ Tree Planting and Hazardous Tree Removal 200,000.00$ 350,000.00$ 307 000 000 594 18 60 00 150,000.00$ 307 000 000 594 76 63 20 60,000.00$ 68,957.00$ 242,305.00$ 39,210.00$ 2024 Capital Fund Preliminary Project List 120,000.00$ 520,000.00$ 50,000.00$ 200,000.00$ 307 000 000 595 30 63 01 105,000.00$ 307 000 000 595 30 63 10 830,000.00$ 307.000 000 595 30 63 02 216,911.00$ 134,584.00$ 2024 Medina Proposed Budget Workbook 118 AGENDA ITEM 8.1 Ordinance No. 1022 Page 1 of 3 ORDINANCE NO. 1022 CITY OF MEDINA, WASHINGTON AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MEDINA WASHINTON ADOPTING A BUDGET FOR THE YEAR 2024, AND SETTING FORTH IN SUMMARY FORM THE TOTALS OF ESTIMATED REVENUES AND EXPENDITURES FOR EACH SEPARATE FUND AND THE AGGREGATE TOTALS FOR ALL SUCH FUNDS COMBINED AND ADOPTING THE 2024 SALARY SCHEDULE WHEREAS, State law requires the City to adopt a budg et and provides procedures for the filing of a budget, deliberations, public hearings, and final fixing of the budget, and WHEREAS, a preliminary proposed budget for 2024 has been prepared and filed with the City Clerk, and WHEREAS, the City of Medina City Council held a public hearing on September 11 and October 9, 2023 to gather input as part of the 2024 budget process, and another public hearing on November 13, 2023 for the 2024 Property Tax Levy and the 2024 proposed budget, and deliberated and considered the preliminary proposed budget, and WHEREAS, the preliminary proposed final budget does not exceed the lawful limit of taxation allowed by law to be levied on the property within the City of Medina for the purposes and estimated expenditures set forth necessary to carry on the services and needs of the City of Medina for the calendar year 2024. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, DO ORDAIN AS FOLLOWS: SECTION 1. In accordance with the provisions of R.C.W. 35A.33.075, the budget of the City of Medina, WA, for the year 2024, is approved on the 13th day of November after the notice of hearings and after the preliminary budget having been filed with the City Clerk as required by law. SECTION 2. Estimated resources for each separate fund of the City of Medina, and aggregate expenditures for all such funds for the year 2024 are set forth in a summary form below, and are hereby appropriated for expenditure at the fund level during the year 2024 as set forth in the 2024 Budget. 119 AGENDA ITEM 8.1 Ordinance No. 1022 Page 2 of 3 SECTION 3. The 2024 Salary Schedule for authorized positions is attached as Attachment A and hereby adopted. SECTION 4. The City Clerk is directed to transmit a certified copy of the budget hereby adopted by reference to the Office of the Auditor of the State of Washington, Division of Municipal Corporation, and the Association of Washington Cities. Section 5. Corrections. The City Clerk and codifiers of the ordinance are authorized to make necessary corrections to this Ordinance including, but not limited to, the correction of scrivener/clerical errors, references, ordinance numbering, section/subsection numbers and any references thereto. Section 6. Severability. If any section, subsection, paragraph, sentence, clause, or phrase of this Ordinance is declared unconstitutional or invalid for any reason, such invalidity shall not affect the validity or effectiveness of the remaining portions of this Ordinance. THIS ORDINANCE SHALL TAKE EFFECT AND BE IN FORCE ON AND AFTER THE 1ST DAY OF JANUARY 2024. PASSED BY THE CITY COUNCIL OF THE CITY OF MEDINA ON THE 13 DAY OF NOVEMBER 2023 BY A VOTE OF __ FOR, __ AGAINST, AND __ ABSTAINING, AND IS SIGNED IN AUTHENTICATION OF ITS PASSAGE THE 13th DAY OF NOVEMBER 2023. Jessica Rossman, Mayor Approved as to form: Attest: Ogden Murphy Wallace, PLLC Scott Missall, City Attorney Aimee Kellerman, City Clerk PUBLISHED: EFFECTIVE DATE: 01/01/2024 ORDINANCE NO.: 1022 120 AGENDA ITEM 8.1 Ordinance No. 1022 Page 3 of 3 SUMMARY OF ORDINANCE NO. 1022 of the City of Medina, Washington On November 13, 2023 the City Council of the City of Medina, Washington, approved Ordinance No. 1022, the main points of which are summarized by its title as follows: AN ORDINANCE ADOPTING A BUDGET FOR THE CITY OF MEDINA, WASHINGTON, FOR THE YEAR 2024, AND SETTING FORTH IN SUMMARY FORM THE TOTALS OF ESTIMATED REVENUES AND EXPENDITURES FOR EACH SEPARATE FUND AND THE AGGREGATE TOTALS FOR ALL SUCH FUNDS COMBINED AND ADOPTING THE 2024 SALARY SCHEDULE. The full text of this ordinance will be mailed upon request. APPROVED by the City Council at their regular meeting of November 13, 2023, Aimee Kellerman, City Clerk 121 AGENDA ITEM 8.1 City of Medina Ordinance Number 1022 Attachment A 2024 Salary Schedule The 2024 salary ranges for full time city employees shall be as follows (see notes in blue): Exempt Unrepresented Employees: COLA increase = CPI-W, capped at 4%FTE Minimum Midpoint Building Official 0 $8,554 $9,626 Planning Manager 1 $8,554 $9,626 Public Works Director 1 $9,858 $11,089 Development Services Director 1 $9,858 $11,089 Finance/HR Director 1 $9,858 $11,089 City Clerk 1 $9,858 $11,089 Police Chief 1 $12,143 $13,661 City Manager 1 $12,442 $13,996 Non Exempt Unrepresented Employees: COLA increase = CPI-W, capped at 4%FTE Minimum Midpoint Assistant Finance Director *1 $6,543 $7,851 Police Captain 1 $10,275 $11,558 Collective Bargaining Agreement between City of Medina and City of Medina Patrol Officers: Police Guild Contract 4.5% COLA Increase FTE Step A Step B Step C Step D Patrol Officer A $7,766 $8,223 $8,679 $9,138 Patrol Officer B $7,860 $8,317 $8,771 $9,231 Patrol Officer C 2 $8,042 $8,499 $8,956 $9,412 Patrol Officer D 4 $8,223 $8,679 $9,140 $9,595 Police Sergeant A 1 $9,151 $9,649 $10,160 $10,679 Police Sergeant B $9,333 $9,830 $10,341 $10,863 Public, Professional and Office-Clerical Employees Union, Local 763 (Representing Public Works Employees): Teamsters Guild Contract 4% COLA Increase FTE Step A Step B Step C Step D Maintenance Worker 3 $6,050 $6,307 $6,663 $7,029 Maintenance Supervisor 1 $7,361 $7,770 $8,187 $8,624 Public, Professional and Office-Clerical Employees Union, Local 763 (Representing Office-Clerical Employees): Teamsters Guild Contract 4% COLA Increase FTE Step A Step B Step C Step D Admin. Assistant-Deputy Clerk 1 $6,050 $6,307 $6,663 $7,029 Information Systems Coordinator 1 $6,050 $6,307 $6,663 $7,029 Police Administrative Specialist 1 $6,050 $6,307 $6,663 $7,029 Development Services Coordinator 1 $6,174 $6,360 $6,696 $7,049 Deputy Building Official 1 $6,562 $7,437 $8,312 $9,185 Police Office Manager 1 $7,361 $7,770 $8,187 $8,624 * = position currently filled with part-time employee with salary pro-rated at 0.7 FTE $12,842 $16,666 Maximum $10,695 $15,176 $13,554 Maximum $9,194 $10,695 $13,554 $12,322 $12,322 122 AGENDA ITEM 8.1 CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov Date: November 13, 2023 To: Honorable Mayor and City Council From: Stephen R. Burns, City Manager Subject: City Hall Carpet Replacement City Staff is requesting the Medina City Council approve the replacement of the Medina City Hall carpet. This request would cover the main floor, stairs, and the upper level. The estimated cost would be between $45,000 and $50,000 for a commercial grade carpet. History Medina City Hall was remodeled in 2009 and completed in 2010. The carpets were replaced during the remodel, and they are still used today. The carpets have been regularly cleaned over the years but are showing wear, stains, and fraying. Carpet replacement has been in previous budgets but was not purchased. Last year’s budget allotment for carpet was $25,000 but all the bids exceeded this amount – see attached quotes. Central Meeting Location Medina City Hall is the central meeting location for the Council, Planning Commission, Development Services Committee, Park Board, and Emergency Preparedness Meetings. City staff routinely holds community forums and open houses in the council chambers which attracts residents from around the city. Medina also hosts meetings involving Eastside Police Chiefs, the Coalition of Small Police Agencies, and NORCOM Operation Committee. Lastly, the Council Chamber is occasionally used by our district legislators as a meeting/interview room. Maintenance The request for carpet falls in line with routine maintenance. In researching carpet lifespan - “The average lifespan of an industrial carpet is about 7-10 years (though some can last even longer with proper maintenance and regular industrial cleaning).” City Hall’s carpet last carpet cleaning was in June 2023. Health and Safety Research shows that as carpet gets older, they can result in the potential for higher numbers of workplace illnesses. Employees and visitors might experience respiratory illness, skin infections, and irritations in addition to allergies which can lead to headaches and sneezing. 123 AGENDA ITEM 8.1 Employee Impact A clean and well-maintained office and workplace creates a professional impression on clients and visitors while having a positive impact on the productivity and morale of employees. In several studies there are six areas where a clean and professional work environment routinely impacts employees – health and well-being, improved efficiency and organization, enhanced creativity, and innovation, boosted employee morale, positive company culture, and professional image. Replacement Funding From the City’s Financial Policies - “The City will make capital improvements in accordance with an adopted Capital Improvement Plan. The use of any funds within the Capital Projects Fund must be recommended by the City Manager or their designee and approved by City Council. The Capital Improvement Plan and the base budget will be reviewed at the same time to ensure the City’s Capital and operating needs are funded and that the Capital Improvement Plan is aligned with the City’s other long-term plans.” Utilizing unrestricted capital funds allows for the City to make these improvements without pulling funds from the City’s General Fund. This is important as the Levy mandates that surplus funds must be saved at a rate which guarantees standard service levels through at the very least 2029 (with the goal of extending this further). Below is a sample of the wear and tear throughout the main and upper floors. Main Floor Council Chambers Top of Stairs – Top Floor Eastside of Main Floor Stairs - Upper Level Public Works Director Office 124 AGENDA ITEM 8.1 125 AGENDA ITEM 8.1 126 AGENDA ITEM 8.1 127 AGENDA ITEM 8.1 128 AGENDA ITEM 8.1 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: 2024 Property Tax Levy Resolution Category: Public Hearing & Resolution Staff Contact: Ryan Wagner, Finance Director Summary Pursuant to RCW 84.55, the City is required to certify the estimated City of Medina property tax to be levied and collected by the King County Assessor’s Office. The City Council draft 2024 budget includes an overall 3.31% increase against allowable levy due to remaining capacity from the 2019 voter-approved measure, new construction, estimated increase in utility value and allowable refunds. The 2023 levy amount-- $4,461,393-- conforms to the 2019 ballot measure materials and is calculated as follows: $3,227,566 - 2023 Levy basis for calculation, portion to increase by 1% $54,983 - New construction $32,825 - 1% increase $1,091,447 - 2023 Levy basis for calculation, 2019 levy lid lift portion to increase by 5% $54,572 - 5% increase $4,461,393 - Total recommended Medina City tax levy for 2024 Attachment(s) 1 2024 Property Tax Levy Resolution No. 440 2 King County’s Preliminary Levy Limit Worksheet, 2024 Tax Roll 3 King County Ordinance 2152 property tax levy form Budget/Fiscal Impact: $4,461,393 estimated property tax revenues in 2024 Recommendation: Adopt Resolution No.440. City Manager Approval: Proposed Council Motion: “I move to approve Resolution No. 440, adopting the 2024 property tax levy for the City of Medina and setting forth the estimated levy amount.” Time Estimate: 5 minutes 129 AGENDA ITEM 8.2 Resolution No. 440 Page 1 of 2 CITY OF MEDINA, WASHINGTON RESOLUTION NO. 440 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, CERTIFYING TO THE GOVERNING AUTHORITY OF KING COUNTY THE ESTIMATES OF THE TAX AMOUNT TO BE LEVIED ON THE ASSESSED VALUATION OF THE PROPERTY WITHIN THE CITY FOR THE YEAR 2024 WHEREAS, the City Council of the City of Medina attests that the population of the City is less than ten thousand; and WHEREAS, the City Council has properly given advance notice of the public hearing duly held November 13, 2023 to consider the revenue sources for the City’s current expense budget for the 2024 calendar year, all pursuant to RCW 84.55.120; and WHEREAS, the voters approved City of Medina Proposition 1 on November 5, 2019, to increase Medina’s regular property tax levy above the limit factor by $0.20/$1000 assessed value to a maximum rate of $0.83712/$1000 assessed valuation for collection in 2020 , to set a 5% limit factor for each year 2021-2025, to use the 2025 levy amount as the base to compute subsequent levy limits, and to exempt low income seniors and disabled persons; all as set forth in Medina Ordinance No. 970; and WHEREAS, the City Council, after hearing, and after duly considering all relevant evidence and testimony presented at the hearing, has determined that the City of Medina requires a regular levy in the amount of $4,461,393, for an increase of $142,737, representing a 3.31% increase from the previous year, including the levy lid lift, as well as amounts resulting from the addition of new construction and improvements to property, and any possible increase in the value of state-assessed property, and amounts authorized by law as a result of any annexations that have occurred and refunds made, in order to discharge the expected expenses and obligations of the City and in its best interest. . NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, RESOLVES AS FOLLOWS: Approval and Effective Date. This Resolution is hereby adopted and shall be effective as of the date of adoption by the City Council set forth below. PASSED BY THE CITY COUNCIL OF THE CITY OF MEDINA ON NOVEMBER 13, 2023 AND SIGNED IN AUTHENTICATION OF ITS PASSAGE ON NOVEMBER 13, 2023. _________________________ Jessica Rossman, Mayor 130 AGENDA ITEM 8.2 Resolution No. 440 Page 2 of 2 Approved as to form: Attest: Ogden Murphy Wallace, PLLC ________________________________ _____________________________ Scott M. Missall, City Attorney Aimee Kellerman, City Clerk FILED WITH THE CITY CLERK: XX PASSED BY THE CITY COUNCIL: XX RESOLUTION NO. 440 131 AGENDA ITEM 8.2 $ EXPENSE FUND $ - LID LIFT NAME 11/8/19 APPROVED $ - LID LIFT NAME Levy Lift $ RESERVE FUND $ NON-VOTED G.O. BOND (Limited) $ REFUNDS (Noted on worksheet) $ TOTAL REGULAR LEVY $ EXCESS (VOTER APPROVED) LEVY: G.O. BONDS FUND LEVY $ G.O. BONDS FUND LEVY $ G.O. BONDS FUND LEVY $ $ $ $ By Ordinance 2152 of the Metropolitan King County Council, Taxing Districts are required annually to submit the following information regarding their tax levies for the ensuing year as part of a formal resolution of the District's governing body. THE KING COUNTY ASSESSOR HAS NOTIFIED THE GOVERNING BODY OF 3,315,374.49 1,146,019.00 THAT THE ASSESSED VALUATION OF PROPERTY LYING WITHIN THE BOUNDARIES OF SAID DISTRICT FOR THE ASSESSMENT YEAR 2023 IS: REGULAR (STATUTORY) LEVY (AS APPLICABLE): 6,658,679,478 THE ABOVE IS A TRUE AND COMPLETE LISTING OF LEVIES FOR SAID DISTRICT FOR TAX YEAR 2024 AND THEY ARE WITHIN THE MAXIMUMS ESTABLISHED BY LAW. (AUTHORIZED SIGNATURE) (DATE) 4,461,393 SPECIAL LEVIES (INDICATE PURPOSE AND DATE OF ELECTION AT WHICH APPROVED, EXCEPT LID LIFTS): 4,461,393 (Please list authorized bond levies separately.) TOTAL TAXES REQUESTED: 132 AGENDA ITEM 8.2 133 AGENDA ITEM 8.2 11/06/23 1:14 PM LevyLimitWS.doc Notes: 1) Rates for fire districts and the library district are estimated at the time this worksheet is produced. Fire district and library district rates affect the maximum allowable rate for cities annexed to them. These rates will change, mainly in response to the actual levy requests from the fire and library districts. Hence, affected cities may have a higher or lower allowable levy rate than is shown here when final levy rates are calculated. 2) This figure shows the maximum allowable levy, which may differ from any actual prior levy if a district has levied less than its maximum in prior years. The maximum allowable levy excludes any allowable refund levy if the maximum was based on a limit factor. The maximum allowable levy excludes omitted assessments if the maximum was determined by your district’s statutory rate limit. If your district passed a limit factor ordinance in the year indicated, that limit factor would help determine the highest allowable levy. However, if the statutory rate limit was more restrictive than your stated limit factor, the statutory rate limit is controlling. 3) Any increase in value in state-assessed property is considered to be new construction value for purposes of calculating the respective limits. State-assessed property is property belonging to inter-county utility and transportation companies (telephone, railroad, airline companies and the like). 4) An omitted assessment is property value that should have been included on a prior year’s roll but will be included on the tax roll for which this worksheet has been prepared. Omits are assessed and taxed at the rate in effect for the year omitted (RCW 84.40.080-085). Omitted assessments tax is deducted from the levy maximum before calculating the levy rate for current assessments and added back in as a current year’s receivable. 5) Administrative refunds under RCW 84.69.020 were removed from the levy lid by the 1981 legislature. 6) A district is entitled to the lesser of the maximum levies determined by application of the limit under RCW 84.55 and the statutory rate limit. Levies may be subject to further proration if aggregate rate limits set in Article VII of the state constitution and in RCW 84.52.043 are exceeded. 7) This section is provided for your information, and to assist in preparing any Increase Ordinance that may be required by RCW 84.55.120. The increase information compares the allowable levy for the next tax year with your ACTUAL levy being collected this year. The actual levy excludes any refund levy and expired temporary lid lifts, if applicable. New construction, annexation and refund levies, as well as temporary lid lifts in their initial year, are subtracted from this year’s allowable levy before the comparison is made. 8) Assessed valuations shown are subject to change from error corrections and appeal board decisions recorded between the date of this worksheet and final levy rate determination. 134 AGENDA ITEM 8.2 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: Council Projects - Timeline and Protocols Category: City Business Staff Contact: Stephen R. Burns, City Manager Summary At the end of 2022 the Medina City Council met to set goals and priorities for 2023. The Council identified the top five priorities: 1. Financial Stability and Accountability, 2. Quality Infrastructure, 3. Efficient and Effective City Government, 4. Public Safety and Health, and 5. Neighborhood Character. In addition, Council identified six priorities for staff to work on in 2023, one being to “create clear timeline and protocols for Council projects to include no new code without an enforcement plan.” Staff has prepared the following draft for discussion purposes at the November 13, 2023 Council Meeting. Create a clear timeline and protocols for Council projects to include no new code without an enforcement plan. Guidelines for Proposal and Projects: o Title and Purpose: Project/proposal Title Short summary of project/proposal Outline of what will be covered in the presentation. Anticipated timeline of project/proposal implementation. o Background: How is the City currently addressing this issue (or is this a new issue). Has the City attempted to address this in the past, if so a short outline of what was done. Provide the Council with current laws, codes, or other methods that are relevant to this topic. 135 AGENDA ITEM 9.1 o Content: Outline the issue or problem we are trying to solve. Justify the reason for the recommend change. Specific examples and how the change would correct the issue. Provide the recommended funding source, if applicable. How will enforcement be handled and provide any additional costs. Include impacts of recommended changes on residents – both positive and negative. If applicable, include alternatives considered and why they were rejected. If it is not a Medina-specific issue, how is it handled by other communities, particularly those that are close and comparable like the other Points Communities? o Supporting Documents: List supporting information and where it was obtained. o Recommendation(s): Provide a range of options for Council to consider, including detailed information on each option. If one option is desired, please articulate your reasoning for that specific option. Attachments: Memo Discussing Protocols for Council Projects Budget/Fiscal Impact: None Recommendation: Discussion and direction. City Manager Approval: Proposed Council Motion: 136 AGENDA ITEM 9.1 CITY OF MEDINA 501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144 TELEPHONE 425-233-6400 | www.medina-wa.gov Date: November 13, 2023 To: Honorable Mayor and City Council From: Stephen R. Burns, City Manager Subject: Protocols for Council Projects Clear and detailed communication is vital to effective and efficient meetings. The below “Protocols for Council Projects” is intended to provide staff will the tools to present projects to the Council in a unified and consistent manner. Standardizing the protocols should assist staff to prepare the Council with the information necessary to confidently move on important City business. Guidelines for Proposal and Projects: o Title and Purpose: Project/proposal Title Short summary of project/proposal Outline of what will be covered in the presentation. Anticipated timeline of project/proposal implementation. o Background: How is the City currently addressing this issue (or is this a new issue). Has the City attempted to address this in the past, if so a short outline of what was done. Provide the Council with current laws, codes, or other methods that are relevant to this topic. o Content: Outline the issue or problem we are trying to solve. Justify the reason for the recommend change. Specific examples and how the change would correct the issue. Provide the recommended funding source, if applicable. How will enforcement be handled and provide any additional costs. Include impacts of recommended changes on residents – both positive and negative. If applicable, include alternatives considered and why they were rejected. If it is not a Medina-specific issue, how is it handled by other communities, particularly those that are close and comparable like the other Points Communities? 137 AGENDA ITEM 9.1 o Supporting Documents: List supporting information and where it was obtained. o Recommendation(s): Provide a range of options for Council to consider, including detailed information on each option. If one option is desired, please articulate your reasoning for that specific option. 138 AGENDA ITEM 9.1 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: Planning Manager Recruitment Process Category: City Business Staff Contacts: Stephen R. Burns, City Manager, Mayor Jessica Rossman, Deputy Mayor Randy Reeves Summary On Monday, October 16, 2023, Planning Manager Stephanie Keyser resigned from her position, effective immediately. On Tuesday, October 17, the department directors and I met to discuss filling the planning manager vacancy. We discussed the following: 1. Updating job description as needed. 2. Updating job announcement. 3. 2023/2024 salary range as proposed in budget. 4. Recruiting options – historical perspective (what worked, cost effective). 5. Job posting locations – jobs sites, associations, Indeed, LinkedIn, etc. 6. Applicants review process. 7. Potential candidate interview process. At the October 23, 2023, City Council meeting Director of Development Services Steve Wilcox and I announced the Planning Manager’s resignation to Council and identified the steps the City was taking to quickly get the job announcement out and posted by the end of the week. Following past practice, staff felt the importance of getting the job announcement out as soon as possible. The first advertisement posting occurred on Friday, October 27. The Human Resource and Development Services Directors have been monitoring applicants to ensure candidates meet qualifications and any follow-up with applicants is being handled by the city’s Human Resources Director, Ryan Wagner. When a vacancy opens up in the city and prior to recruiting, the City Manager and Department Directors will meet to evaluate the position, make any necessary changes to update the job description and posting to ensure that it meets the needs of the department and city, as well as review and discuss the recruiting process. The attached information is the job announcement, job description, and salary schedule for the position. Additionally, the Mayor and Deputy Mayor requested the following RCW’s and pages 21 -22 from the Washing Cities Mayor and Councilmember handbook be included for discussion. 139 AGENDA ITEM 9.2 Attachments: 1. Job announcement including 2023 Salary Schedule. 2. Job description. 3. Salary Schedule for the position. 4. Washington Cities Mayor and Councilmember Handbook (pages 21-22). 5. RCW 35A.13.230. 6. RCW 35A.11.020. 7. RCW 35A.13.080. 8. RCW 35A.131.090. Budget/Fiscal Impact: Depends on experience or qualifications Recommendation: Discussion and direction. City Manager Approval: Proposed Council Motion: N/A Time Estimate: 20 minutes 140 AGENDA ITEM 9.2 The City of Medina, WA Invites applications for the position of Planning Manager Salary: $98,700 - $123,408/yr.(DOQ), with a 4% COLA increase in 2024. Excellent benefits. Closing Date: Until filled The Development Services Department has multiple responsibilities regarding private development activities. General functions of the Development Services Department include planning, zoning and building permit reviews, grading and drainage, construction mitigation plan program, tree removal permitting, inspections, and code enforcement. With limited full-time staff, the department relies on professional consultants to assist with a variety of tasks. The Development Services Department operates on a 2023 budget of $1,013,297 and has 4 full-time staff including the Director of Development Services, the Deputy Building Official, the Development Services Coordinator, and the Planning Manager. While the city of Medina is small in population, the projects seen under permit applications are often large and complex, resulting in unique expectations of City staff. Under the general direction of the Development Services Director, the Planning Manager is a position that performs a variety of administrative, and professional work in development and implementation of community development plans, programs, and services. Responsibilities include: Responsible for assigned Development Services Department activities including review of the comprehensive plan and development codes, review and timely processing of development permit applications, effective communication and coordination with other departments and contracted consultants. Provides leadership and direction in the development of short and long-range plans and projects; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates department activities with other departments and agencies as needed. Provides professional planning and development advice to City Staff and other officials; makes private and public presentations to supervisors, boards, commissions, civic groups and the public. Provides staff support and assistance to the Planning Commission as needed and assigned. Responsible for review of Construction Mitigation Plan Program applications including organizing and conducting evening hearings and Planning Commission presentations. Understanding of laws, regulations, and ordinances governing area of assignment, including the State Environmental Policy Act (SEPA), State Shoreline Master Program, and basic Washington State planning law. Assists the City Clerk with the Planning Commission agenda, develops staff reports and makes presentations before the Planning Commission, Hearing Examiner and other public forums. Prepares ordinances or revisions to ordinances related to land use and development to implement the Comprehensive plan. 141 AGENDA ITEM 9.2 Research and develop amendments to the Municipal Code as required by State and Federal mandates to assure continuing City compliance as independently proposed, or as directed. Responsible for administrative functions related to managing, supervising and providing advice to contracted consultant planners. Assists the Director with policy development. Supervises the development and implementation of growth management, land use, economic development, utility, housing, transportation or other plans and codes to meet the City's needs and any inter-governmental agreements or requirements. Supervises and administers community development programs and services pursuant to adopted plans, regulations and budgets. Supervises the evaluation of land use proposals to insure compliance with applicable City, state or federal laws. Oversees approval of development permits within the scope of authority and responsibility designated by the Medina Municipal Code. Keeps informed of current trends in the planning field, including legislation, court rulings, and professional practices and techniques; evaluates the impact on city operations and make recommendation on policy and procedural improvements. Ensures the maintenance of accurate and complete records associated with the Planning Manager position including current status in a manner and format which may be easily described and transitioned to other City staff. OPPORTUNITIES & CHALLENGES 1. Maintain position related current knowledge of federal and state mandates which affect the city and provide timely recommendations for required actions. 2. Managing multiple tasks and developing creative solutions with limited budget and staff resources. 3. Developing and maintaining effective working relationships with the public, volunteers, and staff. 4. Balancing the pressure of competing and diverse requests considering statutory requirements and time constraints. 5. Participation in developing department efficiencies such as transitioning to paperless review and electronic file organization. 6. Continue the cultural change underway as the department adjust to a new leadership design with the Development Services Director and Building Official performed by the same person. IDEAL CANDIDATE PROFILE Education and Experience: A bachelor’s degree in planning, public administration, engineering, construction management or a related field, and five years of progressively responsible experience in public planning, zoning, permitting, redevelopment and economic development analysis, administration, enforcement, and consultation is required. AICP certification may be required at the time of appointment or at a time set by the City. Candidates must possess or be able to obtain a valid Washington State driver’s license by time of hire. Necessary Knowledge, Skills and Abilities: Knowledge of principles and policies of regional and urban planning, including business and management principles for analyzing programs, policies and operational needs. Knowledge of municipal budget preparation and administration, supervision and training, and GIS applications. 142 AGENDA ITEM 9.2 Skill in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. Ability to obtain, organize and analyze data from a variety of sources, including state agencies, county offices and other governmental offices. Experience in word processing, database, spreadsheet, permit tracking and GIS software. Experience with Bluebeam plan review software preferred. Ability to read and interpret maps, property descriptions, charts, graphs, statistical data; and engineering, architectural and landscaping plans and designs. A broad perspective and focused talents. Demonstrate the value that “no job is too small” or too big to deserve their best effort and service. Ability to take a “self-starting” approach to getting projects done and problems solved. Experience providing outstanding customer service, and the ability to work with people and to teach while delivering information contrary to what may be desired. Ability to reduce conflict and open pathways for communication. An understanding that Medina is a well-known community with several notable residents who are world recognized business and government leaders. The City of Medina prides its self on its service level and its commitment to respecting the privacy of its residents. The successful candidate will embrace these values. TO APPLY - Submit completed city job application with a resume and cover letter to City of Medina – Planning Manager Recruitment, 501 Evergreen Point Road, Medina WA 98039 or email to rwagner@medina-wa.gov. Application and full job description can be located on city website, www.medina-wa.gov. 143 AGENDA ITEM 9.2 Planning Manager Job Description 10-24-23 10/30/2023 1 CITY OF MEDINA CLASSIFICATION DESCRIPTION POSITION: Planning Manager DEPARTMENT: Development Services REPORTS TO: Development Services Director FLSA STATUS: Exempt 2023 Monthly Salary Range: Minimum $8,225 Midpoint $9,256 Maximum $10,284 (4% COLA increase on Jan 1st, 2024) JOB SUMMARY Located on the east side of Lake Washington, Medina is a small community of about three thousand. With complex developmental matters usually reserved for larger cities, Medina brings a unique experience for Planners. Working under the Development Services umbrella, The Planning Manager is tasked with leading the city in a range of zoning and planning services, and working alongside both staff and city volunteers to achieve Medina’s goals. DISTINGUISHING CHARACTERISTICS This position is the principal planner for the city which is a professional level, exempt classification. The person who holds this position participates in advanced, highly complex professional planning activities . The Planning Manager understands the integration of the Comprehensive Plan with the Municipal Code. The Planning Manager may be asked to assist in performance of Development Services Director duties as may be requested from time to time. The Planning Manager often exercises independent judgment in the administration of the city’s land use, environmental, shorelines and other codes. This position is staff liaison to the Planning Commission with responsibility for work plan directives. The Planning Manager is expected to remain informed about state and other legislation which may have an impact to the city. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Work constructively with other City staff and volunteers through communication and collaboration. 2. Review zoning and land use and environmental permit applications or manage those reviews by consultants or city staff. 3. Lead staff in administering Periodic Comprehensive Plan updates. 4. Planning Commission staff liaison with responsibility for assuring the completion of the annual work plan as assigned by Council. 5. Provides advice regarding amendments to responsible portions of the Unified Development Code as needed, and makes timely recommendations for amendments. 6. Provides professional zoning and planning advice to city staff and other officials; makes private and public presentations to supervisors, Council, boards, commissions, committees, civic groups and the general public. 144 AGENDA ITEM 9.2 Planning Manager Job Description 10-24-23 10/30/2023 2 7. Understanding of, and local required maintenance of laws, regulations, and ordinances governing area of assignment, including the State Environmental Policy Act (SEPA), State Shoreline Master Program, and basics of Washington State planning related laws. The Planning Manager is Medina’s SEPA official. 8. Collaboratively assists City staff with the Planning Commission agenda, creates staff reports and makes presentations before the Planning Commission. 9. Prepares draft ordinances and amendments revisions to ordinances related to land use and development. 10. Research and develop amendments to the Municipal Code as required by State and Federal mandates to assure continuing City compliance as independently proposed, or as directed. 11. Using excellent customer services skills, establishes and maintains effective working relationships with other city employees, volunteers, and all members of the general public. 12. Supervises the development and implementation of growth management, land use, economic development, utility, housing, transportation or other plans and codes to meet the City's needs and any inter-governmental agreements or requirements. Supervises and administers community development programs and services pursuant to adopted plans, regulations and budgets. 13. Supervises the evaluation of land use proposals to insure compliance with applicable City, state or federal laws. Oversees approval of development permits within the scope of authority and responsibility designated by the Medina Municipal Code. 14. Keeps informed of current trends in the planning field including legislation, court rulings, and professional practices and techniques; evaluates the impact on City operations and make recommendation on policy and procedural improvements. Ensures the maintenance of accurate and complete records associated with the Planning Manager position including current status in a manner and format which may be easily described and transitioned to other City staff. 15. Participation in applicable national, state professional organizations, civic groups, committees, or advisory groups as applicable to the benefit of the City of Medina and development of the Planning Manager position. Other Duties Because of the small size of City staff, each employee is expected to perform a wide range of duties as may be required from time to time. WORKING CONDITIONS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 145 AGENDA ITEM 9.2 Planning Manager Job Description 10-24-23 10/30/2023 3 Work is primarily performed in a dedicated office space within Medina City Hall. There is opportunity for scheduled work-from-home as allowed by city policy, and the Development Services Director. Hand-eye coordination is necessary to operate computers and various pieces of office equipment. Occasional outdoor work is required in the inspection of development projects and/or for pre-application meeting preparedness. While performing the duties of this job, the employee is frequently required to talk or hear; sit; use hands with dexterity finger, handle, feel, turn, or operate objects, tools, or controls; and reach with hands and arms. The employee is often required to stand or walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation will be made. While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee is occasionally exposed to variations of weather and resulting conditions. The noise level in the work environment is usually quiet in the office, and moderate in the field. MINIMUM KNOWLEDGE AND SKILLS Knowledge of: Washington State comprehensive plan update process. Council-City Manager form of government. Applicable laws, legal codes, court cases, agency rules, and/or ability and knowledge of research tools those as applicable. General operations, services and activities of a government development services department including state and local land use, planning, zoning, environmental, and other related laws, codes, policies, procedure. Principles and policies of regional and urban planning. Principles and processes for providing bothe external and internal customer services including needs assessment, and meeting a high degree of quality standards. Essential principles of municipal budget preparation in support of the Director. An understanding of the application of state permitting processes which affect Medina. Personal computers, essential Microsoft office software, and use of GIS applications including King County Parcel Viewer. Skills, Including Abilities: Scheduling and coordinating the work of contracted consultant staff. Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. Ability to obtain, organize and analyze data from a variety of sources, including federal and state agencies, county offices and other quasi-governmental offices. Schedule and perform assigned projects to their completion within mandated or other assigned deadlines. Communicate clearly and concisely, both orally and in writing as appropriate for the needs of the audience, including stressful situations. Interpret and explain City policies and procedures. 146 AGENDA ITEM 9.2 Planning Manager Job Description 10-24-23 10/30/2023 4 Establishing and maintenance of effective working relationships with employees, city volunteers and the public. Understand the implications of new information. Operation of personal computer, standard office equipment including printers, copiers, postal machines, and similar Ability to read and interprete two dimensional plans on paper or electronically. Ability to review development proposals for compliance with applicable codes. Desirable skill in: The use of Bluebeam review software. The use of MS Project, or other equivalent project tracking software. Creation and amendments to zoning maps. Laserfiche systems. Understanding of meeting rules of order. MINIMUM QUALIFICATIONS Bachelor’s degree in planning, public administration related field is required; graduate degree or graduate level coursework preferred. Five years of progressively increasing responsible experience preferred in public planning, zoning, permitting, redevelopment and economic development analysis, administration, and code enforcement. AICP certification will be required at the time of appointment, or at a time set by the City. SPECIAL REQUIREMENTS Must possess, or be able to obtain by time of hire, a valid Washington State Driver’s License without record of suspension or revocation in any state. LEGAL and REGULATORY EMPLOYMENT CONDITIONS This classification description does not constitute an employment agreement between the City and employee. It is subject to change by the City as the needs of the City and requirements change. Fair Labor Standards Act (FLSA): Employees in this classification are exempt under the FLSA. Appointment and Removal Authority: The City Manager is the appointing authority of the City with power of appointment and removal of all employees. Approvals: Department Director ______________________________________________ Date ________ City Manager ___________________________________________________ Date _______ 147 AGENDA ITEM 9.2 City of Medina Ordinance Number 1022 Attachment A 2024 Salary Schedule The 2024 salary ranges for full time city employees shall be as follows (see notes in blue): Exempt Unrepresented Employees: COLA increase = CPI-W, capped at 4%FTE Minimum Midpoint Building Official 0 $8,554 $9,626 Planning Manager 1 $8,554 $9,626 Public Works Director 1 $9,858 $11,089 Development Services Director 1 $9,858 $11,089 Finance/HR Director 1 $9,858 $11,089 City Clerk 1 $9,858 $11,089 Police Chief 1 $12,143 $13,661 City Manager 1 $12,442 $13,996 Non Exempt Unrepresented Employees: COLA increase = CPI-W, capped at 4%FTE Minimum Midpoint Assistant Finance Director *1 $6,543 $7,851 Police Captain 1 $10,275 $11,558 Collective Bargaining Agreement between City of Medina and City of Medina Patrol Officers: Police Guild Contract 4.5% COLA Increase FTE Step A Step B Step C Step D Patrol Officer A $7,766 $8,223 $8,679 $9,138 Patrol Officer B $7,860 $8,317 $8,771 $9,231 Patrol Officer C 2 $8,042 $8,499 $8,956 $9,412 Patrol Officer D 4 $8,223 $8,679 $9,140 $9,595 Police Sergeant A 1 $9,151 $9,649 $10,160 $10,679 Police Sergeant B $9,333 $9,830 $10,341 $10,863 Public, Professional and Office-Clerical Employees Union, Local 763 (Representing Public Works Employees): Teamsters Guild Contract 4% COLA Increase FTE Step A Step B Step C Step D Maintenance Worker 3 $6,050 $6,307 $6,663 $7,029 Maintenance Supervisor 1 $7,361 $7,770 $8,187 $8,624 Public, Professional and Office-Clerical Employees Union, Local 763 (Representing Office-Clerical Employees): Teamsters Guild Contract 4% COLA Increase FTE Step A Step B Step C Step D Admin. Assistant-Deputy Clerk 1 $6,050 $6,307 $6,663 $7,029 Information Systems Coordinator 1 $6,050 $6,307 $6,663 $7,029 Police Administrative Specialist 1 $6,050 $6,307 $6,663 $7,029 Development Services Coordinator 1 $6,174 $6,360 $6,696 $7,049 Deputy Building Official 1 $6,562 $7,437 $8,312 $9,185 Police Office Manager 1 $7,361 $7,770 $8,187 $8,624 * = position currently filled with part-time employee with salary pro-rated at 0.7 FTE $12,842 $16,666 Maximum $10,695 $15,176 $13,554 Maximum $9,194 $10,695 $13,554 $12,322 $12,322 148 AGENDA ITEM 9.2 149 AGENDA ITEM 9.2 150 AGENDA ITEM 9.2 RCW 35A.13.230 Powers of council. The council of any code city organized under the council-manager plan provided in this chapter shall have the powers and authority granted to legislative bodies of cities governed by this title as more particularly described in chapter 35A.11 RCW, except insofar as such power and authority is vested in the city manager. [1967 ex.s. c 119 § 35A.13.230.] Certified on 9/1/2023 RCW 35A.13.230 Page 1 151 AGENDA ITEM 9.2 152 AGENDA ITEM 9.2 153 AGENDA ITEM 9.2 RCW 35A.13.080 City manager—Powers and duties. The powers and duties of the city manager shall be: (1) To have general supervision over the administrative affairs of the code city; (2) To appoint and remove at any time all department heads, officers, and employees of the code city, except members of the council, and subject to the provisions of any applicable law, rule, or regulation relating to civil service: PROVIDED, That the council may provide for the appointment by the mayor, subject to confirmation by the council, of a city planning commission, and other advisory citizens' committees, commissions, and boards advisory to the city council: PROVIDED FURTHER, That if the municipal judge of the code city is appointed, such appointment shall be made by the city manager subject to confirmation by the council, for a four year term. The council may cause an audit to be made of any department or office of the code city government and may select the persons to make it, without the advice or consent of the city manager; (3) To attend all meetings of the council at which his or her attendance may be required by that body; (4) To see that all laws and ordinances are faithfully executed, subject to the authority which the council may grant the mayor to maintain law and order in times of emergency; (5) To recommend for adoption by the council such measures as he or she may deem necessary or expedient; (6) To prepare and submit to the council such reports as may be required by that body or as he or she may deem it advisable to submit; (7) To keep the council fully advised of the financial condition of the code city and its future needs; (8) To prepare and submit to the council a proposed budget for the fiscal year, as required by chapter 35A.33 RCW, and to be responsible for its administration upon adoption; (9) To perform such other duties as the council may determine by ordinance or resolution. [2009 c 549 § 3025; 1987 c 3 § 17; 1967 ex.s. c 119 § 35A.13.080.] Severability—1987 c 3: See note following RCW 3.70.010. Certified on 9/1/2023 RCW 35A.13.080 Page 1 154 AGENDA ITEM 9.2 RCW 35A.13.090 Creation of departments, offices, and employment —Compensation. On recommendation of the city manager or upon its own action, the council may create such departments, offices, and employments as it may find necessary or advisable and may determine the powers and duties of each department or office. Compensation of appointive officers and employees may be fixed by ordinance after recommendations are made by the city manager. The appointive officers shall include a city clerk and a chief of police or other law enforcement officer. Pursuant to recommendation of the city manager, the council shall make provision for obtaining legal counsel for the city, either by appointment of a city attorney on a full time or part time basis, or by any reasonable contractual arrangement for such professional services. [1967 ex.s. c 119 § 35A.13.090.] Certified on 9/1/2023 RCW 35A.13.090 Page 1 155 AGENDA ITEM 9.2 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: City Attorney Request for Proposal (RFP) Category: City Business Staff Contact: Stephen R. Burns, City Manager Summary On Monday, October 23, 2023, contract-City Attorney Scott Missall announced his retirement, effective December 31, 2023. City staff has started the recruiting process to hire a new firm. The attached request for proposal (RFP) has been posted. Attachments: City Attorney Request for Proposal (RFP) Budget/Fiscal Impact: TBD Recommendation: Discussion item only; no action needed. City Manager Approval: Proposed Council Motion: N/A 156 AGENDA ITEM 9.3 CITY OF MEDINA REQUEST FOR PROPOSALS FOR CITY ATTORNEY SERVICES Submittal Due Date: December 1, 2023 The City of Medina is requesting proposals from law firms or individual lawyers interested in serving as City Attorney on a contractual basis. The City Attorney will advise City staff and Council in all legal matters. The City presently contracts with outside counsel for legal services and anticipates entering into a one or two-year contract with the selected law firm or individual. City Profile The City of Medina is located on the east side of Lake Washington, west of Bellevue, with good accessibility to Seattle. Incorporated in 1955, Medina is 1.4 square miles with a population around 3,000. Medina has 25.7 employees and operates under a Council- Manager form of government. The City Council consists of seven members elected at large. The Mayor serves as the chair of the Council. The City Manager directs all City administrative operations. It is anticipated that City Attorney services could initially require 15 to 20 hours per week. The City has five departments reporting to the City Manager (Central Services, Finance/HR, Police, Public Works and Development Services). Each department works actively with the City Attorney in seeking advice and counsel. Individual departments may initiate the work, although the City Manager retains the core responsibility for legal functions, including coordination of these services and the legal budget. The City of Medina is a member of the Washington Cities Insurance Authority (WCIA) insurance pool. For more information about the City of Medina, visit http://www.medina-wa.gov. Scope of Work 1. Provides legal advice, counsel, training, consultation, and opinions to the City Manager, City Council, boards and commissions, and all levels of the City government, on a variety of issues, including but not limited to land use planning, 157 AGENDA ITEM 9.3 2 discrimination, construction, purchasing and procurement, leasing, purchase and sale of property, employment matters, public disclosure issues, and tort law. 2. Furnishes legal representation at all City Council business meetings, and other meetings when requested. 3. Appears before courts and administrative agencies to represent the City’s interests. 4. Prepares and reviews ordinances and resolutions, contracts and other documents for legal correctness and acceptability. 5. Works cooperatively with Washington Cities Insurance Authority, the municipal prosecutor and special legal counsel retained by the City for special projects. 6. Coordinates with other special counsel, as needed, to assure proper management of legal issues, and proper coordination and transition of legal issues among special counsel. 7. Assists City officials and employees in maintaining awareness of ethical standards and appearance of fairness standards, and avoiding potential conflicts of interest, and prohibited transactions. 8. Provides the City Council with guidance as to Robert’s Rules of Orders and procedural matters relating to Council meetings. 9. Prepares legal opinions at the request of the City staff or the Council. 10. Performs other legal services and tasks, as assigned by the City Manager. Specifications 1. The appointed City Attorney attends all City Council business meetings. Regular Council meetings are scheduled for the second and fourth Monday night every month starting at 5 p.m. 2. The City Attorney also attends City Council Work Sessions, as needed. 3. The City Attorney is a key member of the City Risk Management Team. The City Attorney may attend the annual WCIA City Attorney meeting. 4. The City Attorney must be available by phone, cell phone, fax, and e-mail. 5. Timeliness of response and accessibility to the City Attorney is an important aspect of the service. Accessibility includes the ability to be generally available to attend meetings on short notice and the ability to be reached promptly by telephone. 158 AGENDA ITEM 9.3 3 6. The City does not offer office space at City locations. Minimum Qualifications: (a) Each attorney in the proposed team must possess a Juris Doctorate degree and have graduated from a law school accredited by the American Bar Association; (b) Each attorney in the proposed team must be a member in good standing of the Washington State Bar Association; (c) The proposed designated City Attorney must have a minimum of five years’ experience in the field of municipal law with experience in land use, public works construction, and personnel. All respondents must designate an attorney who will be accountable for contract performance. Respondents must identify one attorney as the City Attorney. This lawyer must attend meetings at Medina City Hall on a regular and ongoing basis. Prior experience as a City Attorney is strongly preferred. The contractor must provide continuity of representation while at the same time ensuring effective back -up coverage. Any lawyer who may be called on as a back-up attorney must have current awareness of Medina so that he or she is fully prepared to provide legal services in the event of an unanticipated absence. The contractor must ensure that availability of attorneys a nd support staff is consistent with efficient delivery of services, including coverage for regular vacations. The City Attorney must be responsive to the City Council, City Manager and all city departments. For example, the City expects phone calls to the City Attorney to be returned in a timely manner and would anticipate that a caller would get a response from someone who is familiar with Medina issues by the same business day. Compensation Respondents may propose a flat rate for legal services, an hourly rate for services, or a combination of the two. For example, it may be desirable to have a flat rate for basic services plus an hourly rate for special projects. Requirements of the Proposal Please include the following in presenting your proposal: • Experience - summarize experience relevant to municipal legal services. Identify the attorney who would be the City Attorney, and the attorney designated for Assistant City Attorney. Include resumes of all attorneys who will provide legal services. 159 AGENDA ITEM 9.3 4 • Method of Service Provision - describe method of service delivery, philosophy and approach, and what makes you unique with respect to providing legal services. • Proposed Fee Structure - Identify your proposal regarding compensation. Also, describe what expenses would be charged to the City. Identify whether you would charge for travel time or mileage to Medina City Hall. • Statement of Contract Compliance - Discuss how your insurance meets the City’s requirement to provide a minimum of $2,000,000 per occurrence or claim in both liability and errors and omissions coverage. • References - Identify three references who can attest to your experience and capabilities as they relate to services requested. The references must include contact name, address, and telephone number. Proposal Modifications and Clarifications The City will not reimburse the Respondents for the Request for Proposals (RFP), for any costs involved in the preparation and submission of proposals, or for attendance at subsequent interviews. This RFP does not obligate the City to accept or contract for any express or implied services. The City reserves the right to negotiate regarding the terms and compensation for any proposal. The City reserves the right to request any respondent to clarify their response or to supply any additional material deeme d necessary to assist in the evaluation, and to modify or alter any or all of the requirements herein. Selection Process City staff will select a short list of respondents for interviews on a date to be determined. City Council will have an opportunity to review the finalists and staff recommendation following the interview process. Selection of a finalist will be based on staff judgment and Council input as to the best match between the City’s needs and the background and proposal of the respondent. This schedule is subject to change. The City of Medina reserves the right to reject any or all proposals, waive technicalities or irregularities, and to accept any proposal if such action is believed to be in the best interest of the City. Time and Place for Submittal of Proposals: 1. Six (6) copies of your proposal, whether mailed or hand -delivered, must arrive at the address listed below no later than 4:00 PM on Friday, December 1, 2023. Proposals received later than the submittal deadline will not be accepted. The City of Medina will not be liable for delays in delivery of proposals due to handling by the US Postal Service or any other type of delivery service. Faxed or emailed submittals will not be accepted. Please submit proposals to: 160 AGENDA ITEM 9.3 5 Aimee Kellerman City Clerk 501 Evergreen Point Road P.O. Box 144 Medina, WA 98039 2. The submittal is limited to a maximum of eight sheets (16 pages -double sided) submitted only on double sided typed 8.5”x11” paper with text font size no smaller than 12 point (text within charts and/or graphs may be smaller than 12 point but must be readable size font). Pertinent experience should be covered in the body of the proposals as any appendixes may or may not be reviewed. Communications-Requests for Information and Questions: Any questions regarding the submittal process and/or the technical aspects of the project should be directed to the staff listed below. Name: Steve Burns, City Manager Phone: (425) 233-6412 Email: sburns@medina-wa.gov Rejection of Submittals The City reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of their Qualifications. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services 161 AGENDA ITEM 9.3 MEDINA, WASHINGTON AGENDA BILL Monday, November 13, 2023 Subject: Solid Waste Services Update Category: City Business Staff Contact: Stephen R. Burns, City Manager Summary On August 31, 2023, met with Wendy Weiker from Republic Services to discuss the City of Medina switching to weekly garbage, recycling, yard waste pickup. Below is a summary of the conversation: 1. Medina is on a weekly garbage and biweekly recycling and compost service. 2. Medina would need to work with the Washington Utilities and Transportation Commission (UTC) to increase service frequency. 3. Republic Services can assist with making the change. 4. King County is changing their fee schedule so the change would need to wait until early 2024. 5. She will work on costs to residents and provide information later in the year or early 2024. Based on this conversation, staff recommends the Council revisit this issue in early 2024. Attachments: None. Budget/Fiscal Impact: TBD Recommendation: Discussion item only; no action needed. City Manager Approval: Proposed Council Motion: N/A 162 AGENDA ITEM 9.4