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HomeMy WebLinkAbout11-28-2005 - Agenda Packet• • MEDINA CITY COUNCIL STUDY SESSION AGENDA November 28, 2005 7:00 p.m. 501 Evergreen Point Road Medina, WA A. CALL TO ORDER 7:00 p.m. B. ROLL CALL (Adam, Blazey, Nunn, Odermat, Phelps, Rudolph, Vail-Spinosa) C. ANNOUNCEMENTS 1. Mayor 2. Council 3. Staff D. DISCUSSION 1. 2006 Budget 2. Emergency Services Committee Facility Proposal 3. Medina Park Playground Project 4. Council Agenda Calendar E. EXECUTIVE SESSION 1. Labor Negotiations F. ADJOURNMENT PUBLIC PARTICIPATION The Medina City Council encourages public participation and values input from citizens. In an effort to conduct meetings in a fair, but efficient manner, the City Council will follow previously adopted procedures, which are available in the City Clerk's Office. All comments shall be addressed to the Council as a whole in a courteous and respectful manner. Citizens wishing to address the Council should complete a speaker card and submit it to the recording secretary prior to the start of the meeting. Speaker cards are on the podium prior to the start of the City Council meetings. Meeting Agenda is subject to change prior to approval of the agenda during the meeting. Persons interested in a specific agenda item may wish to call the City Clerk at (425) 233-6400 before 4:00 p.m. on the date of the meeting to confirm agenda items. ITEM D -1 r { CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.233.6400 www.medina-wa.gov MEMORANDUM DATE: November 22, 2005 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: 2006 Budget RECOMMENDATION: No action required. BACKGROUND: The most recent 2006 Budget is attached (Version C). The changes made include the following: ➢ Increased 2006 Projected Property Tax revenues from $2,101,417 to $2,147,610 to reflect City Council action taken during the November 14th meeting; ➢ Adjusted 2005 General Fund Revenue Projections from $4,746,313 to $4,853,584. Includes $75,000 to Building Permits, $3,200 to Intergovernmental Revenues, and $25,000 to Interest earnings; ➢ Adjusted 2005 General Fund Expenditure Projections from $4,154,878 to $4,176,258. Include increase of $20,000 in Development Services, increase of $5,000 in Central Services and a decrease of $4,000 in Parks. The result of the above changes increases the 2005 Projected General Fund Ending Balance by $85,000 to $2,296,816, which also increases the 2006 General Fund Beginning Balance by the same amount. The 2006 General Fund Budgeted Ending Fund Balance increases by $132,083 to $1,921,849. Therefore, the use of the General Fund balance (carryover) required to balance the 2006 Budget is $375,000, which is approximately $45,000 less than the previous estimate. • • 0 Page 2 The adopted 2005 Budget, prior to any budget amendments, projected a 2005 General Fund Ending Fund Balance of $1,942,783, which is $354,000 less than the current projection. Total Ending Fund Balances are projected to exceed the adopted 2005 Budget projection of $4,715,863 by $900,000 for a total 2005 Ending Fund Balance of $5,613,383. The Total All Funds Balance includes: ➢ Reserve Fund Balance $1,776,380 ➢ Capital Projects Fund Balance $1,240,000 ➢ Equipment Replacement Fund Balance $ 62,500 ➢ Park Property Debt.Fund Balance $ 66,000 ➢ Street Fund Balance $ 148,000 ➢ Tree Fund Balance $ 60,600 ➢ General Fund Balance $2,300,000 The Reserve Fund is extremely healthy with a balance equivalent to approximately forty percent (40%) of the annual operating budget. The purpose of the Reserve Fund is best described as a "Rainy Day Fund", which can be drawn from in the case of emergencies or to address temporary revenue shortfalls. It is not uncommon for cities in Washington to maintain reserves of a much smaller amount due to financial constraints. Reserve Funds in an amount equivalent to two or three months of the operating budget is also commonly applied, which would be in the range of $780,000 to $1,180,000. The Tree Fund is a special fund, which was created for a specific use. The use of this fund is restricted to expenditures associated with planting of trees and vegetation within public parks and rights -of -way. The Park Property Debt Fund was established in 1998 for the purpose of providing funding for payment on property purchased for parks purposes. The remaining balance due on property purchased is $284,000, which will be paid in full during 2006. Approximately $220,000 will be transferred to this fund from the General Fund in 2006. The Equipment Replacement Fund was also established in 1998. The purpose of this fund is to provide funding for expenditures related to equipment replacement. Annual expenditure for equipment replacement have been projected based on the estimated useful life of equipment and replacement costs. This allows for the replacement of equipment at the most cost-effective time in the life of the equipment. The Street Fund is used for expenditures related to repair and maintenance of streets, sidewalks and surface water drainage systems. A transfer from the General Fund is required to meet annual expenditures. 0 0 Page 3 The Capital Projects Fund was created for the purpose of funding various improvements to streets, parks, sidewalks, public facilities and surface water drainage systems. Real Estate Excise Taxes (R.E.E.T.) are the primary revenue source for this fund. REET is restricted to use for expenditures related to public improvements as authorized under RCW 35.43.040 and RCW 82.45. The General Fund Balance is surplus revenue carried over from prior years. The General Fund Balance in 1996 was approximately $300,000, which was sufficient to cover cash flow needs on a month -to -month basis. Approximately $500,000 would be sufficient to meet the cash flow needs in 2006. The transfer of the remaining $1,800,000 fund balance should be considered. Recommended transfers include: ➢ $220,000 to the Park Property Debt Fund (in 2006 Budget); ➢ $250,000 to Medical Pension Reserve Fund for the purpose of funding the current unfunded liability associated with the Washington Law Enforcement Officers' and Fire Fighters' Retirement System Act of 1970 (LEOFF 1); ➢ $1,000,000 to a General Capital Reserve Fund to address unforeseen project expenditures or external revenue shortfalls. ➢ $250,000 to a Contingency Reserve for the purpose of meeting any municipal expense, the necessity or extent of which could not have been reasonably foreseen at the time of adopting the annual budget. 2006 Budget - Version C • • • 1 2002 12004 20d5 2005 i 2006 2006 2006 DESCRIPTION ---� ACTUAL -.. ACTUAL ! ACTUAL - 1 - - _ BUDGET PROJECTEDIPRELIMINARY! S ---- +-- -- -- ------ -+-- -- - - YEAR END ! BUDGET + ----- - GENERAL FUND BEGINNING FUND BALANCE $ 2,767,561.28 $ 2,484,427.09 $ 2,059,53498 ____ _�_---_- _{___.___-- $ 2,Q18,490.30 ! $ 2,018,490.30 i $ 2,296,816.05 !, $ 278,325.75 4,412,518.00 4,853,583.79 4,389,318.00 $ ___23,200.00 _ _ J=-I $ 1 4_,157,832.58 4,176,258.04 4,209,877.82 ! $ - 52,045.24 1 399,000.00 1 554,407.03 $ 155,407.03 13.79% REVENUES 4,685,721.64 4,057,38�332,382.35 -0.53% OPERATING TRANSFERS -IN 41,000.00 - #DIV/0! EXPENDITURES 3,684,395.83 _ 3,R02,404.$4 i 3,868,427.03 _1.25% OPERATING TRANSFERS -OUT 1,325,460.00 679,875.00 505,000.00� 3895% _ ENDING FUND BALANCE $ 2,484,427.U9T 2,U59,534.98 i $ 2,018,490.30 ,391,000.00 $ _874,175.72 $ 2,296,816.05 ! $ 1,921,849.20 $ ____47,673.48 2.54% EQUIPMENT FUND - -'-- ---- �----- �---- ! BEGINNING FUND BALANCE REVENUES —� $ 59,590.85 ! $ 102,168.77 $ 76,263.51 4,140.00; 9,045.70 $ _ 41,492.58 j $ 41,492.58 ! $ 62,492.58_ 1 4,00000 ! 4,000.00 $ 21,000.00 I $ 50.61% 0.00% OPERATING TRANSFERS -IN -{ EXPENDITURES 77,000.00 34,422.08 77,000.00 77,000.00 107,045.26 1 120,816.63 77,000.00 ! 77,000.00 _77,000.00 56,000.00 ! v56,000.U0 44,500.00 $ ! $ 11,500.00 0.00% -20.54% OPERATING TRANSFERS -OUT i $ #DIV/0! ENDING FUND BALANCE $ 102,168.77 ! $ 76,263.51 $ 41,492.58 ' $ 66,492.58 $ 62,492.58 i $ 98,992.58 $ 32,500.00 48.88% STREET FUND BEGINNING FUND BALANCE $ 486,985.40 $ 476,862.92 $ 173,832.14 $ 191,423.08 j $ 191,423.08 � $ 147,593.08 $ 13,830.00 2290% REVENUES 91 434.66 63,514,55 61,163.76 62,700.00 62,700.00 i 70,000.00 $ 7,300.00 11.64% OPERATING TRANSFERS -IN EXPENDITURES 348,460.00 450,017.14 _ 400,000.00 366,545.33 r 443,572.82 322,000.0000 �322,000.00I 258,906.92 510,530.00 i 428,O $ _(63,093.08) $ 42,970.00 -19.59% . 8.42% -0 OPERATINGTRANSFERSUT -------- -- i530 _471,500.00 $ #DIV/0! OTHER NON -EXPENDITURES $ #DIV/0! ENDING FUND BALANCE $ 476,862.92 $ 173,832.14 $ 191,423.08 $ 65,593.08 ; $ 147,593.08 $ 5,000.W $ 142,593.08 -217.39% RESERVE FUND --�- -- i -- - - ----- ------ BEGINNING FUND BALANCE _ - $ 917,380.33�'i $ 1,776,380.33 $ 1,776,38033 $ 1,776,380.33 $ 1,776,380.33 _� $ 1,776,380.33 ! $ 0.00% REVENUES T-- $ #DIV/0! OPERATING TRANSFERS -IN 900,000.00 - -- --- ----- a ------- +-$ S -- - - - #DIV/0! EXPENDITURES #DIV/0! OPERATING TRANSFERS -OUT 41 000.00 ! $ #DIV/0! ENDING FUND BALANCE $ 1,776,380.33 $ I,776,38U.33� $ I,776,380.33 $ 1,776 380.33 $ 1,776,380.33 $ 1 776,380.33 $ 0.00% TREE FUND BEGINNING FUND BALANCE REVENUES OPERATING TRANSFERS -IN $ 2,571.00 $ 710.00 I $ 19,090.25 $ 47,240.97 53,924_60 $ 69,591.56' 69,591.56 $ 60,591.56 ---------t _ - I 36,000.00 - �- ! $ (9,000.00 $ $ -12.93% #DIV/0! #DIV/0! EXPENDITURES $ 1,861.00 28,860.72 3,423.29 ---- - 60,000.00+ 4S,000.UU !-20,000.00 -- — - -- 1 $ _ (40,000.00) -66.67% OPERATING TRANSFERS -OUT $ #DIV/0! ENDING FUND BALANCE $ 710.00 $ 19,090.25 $ 69,591.56 $ 9,591.56 $ 60,591.56 $ 40,591.56 $ 31,000.00 323.20% PARK PROPERTY DEBT FUND __ _ ____-__ BEGINNING FUND BALANCE $ 211,460.00 $ 175,072.40 ' $ 138,684.80 $ 1Q2,297.2U $ 102,297.20 i $ 65,909.60 $ 36,387.60 35.57% REVENUES - -` - $ #DIV/0! OPERATING TRANSFERS -IN 218,566.11 $ 218,500.11 #DIV/0! EXPENDITURES OPERATING TRANSFERS OUT - 36,387.60 36,387.60 36,387.60 - - 36,387.60 36,387.60 284,409.71 -- - .- �- — --- -- -- $ 248,022.11 $- -- 681.61% #DIV/0! ENDING FUND BALANCE _ CAPITAL PROJECTS FUND BEGINNING FUND BALANCE ------- - --- REVENUES $ 175,U72.40 $ 106,157.71 187,726.18 $ 13R,684.80 $ 102,297.20 ! $ l 17,770.70+$ Si8 718.h -_- - 288,735.64 11 562,227.55 $ - 65,909.60 i $ 65,909.60 $ (0.001 $ 739,599.69 $ 739,599.69$ 1,239,599.69 - - _ _-T-_. i 575,000.00 700,000.00 698,605.00 $ 65,909.60 $ --500,000.00 1$ 123,605.00 -100.00% 67.60% 21.50% OPERATING TRANSFERS -IN - 602,875.00 1 28,000.00 __ ! $ - #DIV/0! EXPENDITURES 176,113.19 470,662.541 389,346.66 568,00000 200,000.00 1338,000.00 $ 770,000.00 135.56% OPERATING TRANSFERS -GUT I ! $ #DIV/0! ENDING FUND BALANCE $ 117,770.70 $ 538,718.80 1 $ 739,599.69 $ 746,599.69 ' $ 1,239,599.69 ' $ 600,204.69 ! $ 146,395.00 49.61% TOTAL ALL FUNDS BUDGET ! BEGINNING FUND BALANCE $ 4,549,135.57 ; $ 5,133,392.21 4 $ 4,782,504.81 4,461,018.89 5,018 743.96 679 875 UQ 505 WU.UU - - -- - - 0. - ' 4,811,9 06.29 , 4,861,974.03 679,875.00 1 505,000.00 $ 4,939 274.74 ! $ 4,939,274.74 $ 5,613,382.89 5,054 218.00 5,616,283.79 5,161 923.00 399 000.U0 399,000.0U 554,407.U3 - - . 5,3R8 750.18 4,942,175.64 6,368 287 53 I 399,UW.QU - 3199.000 00 ! 554,407.03 ;_ $ 674,108.15 $ 107 705 00 $ I55 407.03 -- $ _ 979 537.35 13.65% 2 13% 3R 95% -- 18.18% REVENUES _ OPERATING TRANSFERS [N 1 4,967,453 48 + 1,366 460 00 - 4 383 196.84 ! 1,366,460M - - - EXPENDITURES OPERATING TRANSFERS -OUT_ 1$ 155,407A3 3895% #DIV/0! 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O '- C y o O 0 0 O O 0 O 0 O 0 OI 0 O O O O 00 O 00' 00 N IN N Mtn' en as I j L a I 0 0l o; o C °' ° o o to f 0 0 N O OI I O i0 cQ fO Ia. i 6,q I I o 0 0 0 0 O in •� w o. o o 0 0 0 0 0 0 0 O N N tn '.k IO 00 [- O -- O �o �O C,O\ b O N O N�o b I 00 N cY u N M N - ;N 0000 M 0000 M I. 604 Q\ O 011 N �1 •� 01 �..--•00 Vl v1 M I 01 O a0 tn N 110 U O eq NIQ' yN IN Mil�jN .�• r- eV i 00 , en i 69 69 A i i w x �1 El 0 'O - - � I C) 0 0 MIM M a o0000 i W I M en en m M ei aN fi to vON to v � Z O O O O O IF og000 U o 0 0 0 0 0 -let 0 0 o I I ti CD 00 CD �TM M M ITEM D - 2 CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.233.6400 www.medina-wa.uov MEMORANDUM DATE: November 22, 2005 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: Emergency Services Committee Facility Proposal RECOMMENDATION: Discussion item only. BACKGROUND: The City Council received the attached correspondence from the Emergency Services Committee in late September. At that time, the City Council added discussion of the proposal to the Council Agenda Calendar for the November Study Session. The current City Council will meet for the last time at its next meeting. The proposal should be reviewed and discussed by the 2006 City Council. The current City Council may wish to provide input for the next City Council to consider or simply table the discussion to a meeting during the upcoming year. 0 Date: September 26. 2005 1 SEP 2 8 2005 To: Medina City Council and City Manager From: Emergency Preparedness Committee, Robert J. Kropp, MD Re: Proposed New Town Hall and Emergency Medical Facility Recent catastrophic events occurring in the southeastern United States (Hurricane Katrina and the devastation of New Orleans) have demonstrated the need for more stringent emergency preparedness planning and the capability to effect implementation of the response. The chaos that followed in the wake of Katrina (lack of public compliance, lack of effective political leadership, inadequate communications, etc., etc.) resulted in a disintegration of the existing infrastructure causing excessive human morbidity and mortality, property loss, and major social and economic upheaval. It is not constructive to blame an individual, an organization, or a political entity for these lapses, but to learn from these errors by effecting a positive change to eliminate or reduce the conditions that prevailed. From a medical point of view, a major disaster occurred in regard to the delivery of health to the New Orleans community. Per Fox news and The New York Times, not one major medical institution in the Greater New Orleans area was capable of providing major surgical services to the community fourteen days after Katrina struck. Such a disruption of health care delivery is unacceptable in the United States in the twenty first century In the Greater Seattle area (King County) eighteen hospitals with inpatient facilities are available to assist the community in the event of a major disaster (earthquake, volcano eruption, terrorist attack, etc.). These institutions have a surge capacity that may allow them to increase their effective bed capacity by one hundred per cent. ( there is some question as to the validity of this figure). Kenneth Graham, CEO of Overlake Hospital and Medical Center, suggests that this figure in realty is five hundred beds (five hundred acutely injured patients... i.e. burns, head injuries, thoracoabdominal trauma, noxious fume inhalations would severely challenge health care delivery). It is also very possible that in the event of a major disaster both Lake Washington bridges would be closed and Evergreen and Overlake Hospitals would either be inundated with patients or functionally inoperable. A possible solution to providing emergency medical aid to the residents of Medina during a catastrophic event would be to construct a new building at the current maintenance facility site. This building would be approximately five thousand square feet, be of international building code rating of la or Ib(steel and concrete construction capable of withstanding flood, seismic disruption and retarding fire extension for one hour duration). Such a site would contain space for administrative offices, the police department, a town hall meeting place, maintenance headquarters and shop space, and a storage site. In the event of a disaster, the town hall meeting room would convert into an emergency medical aid center and be set up with cots, lighting, medical supplies, basic medical equipment, and whatever else is required to provide the community with basic emergency medical services. The area adjacent to the proposed site is treeless and would serve as a helipad for patient pick up and transfer. The Police Department component of the new facility would contain temporary sleeping quarters, showers, and a kitchen that will allow officers to remain in Medina until satisfactory conditions are restored. Estimated costs for a two story international code Ia or Ib steel and concrete structure would be approximately one hundred seventy-eight dollars a square foot (national average) excluding design and engineering costs. The estimate total costs of the structure excluding landscaping would be in the range of four hundred to four hundred fifty dollars a square. Upon completion of the project, the existing town hall could be converted to a community recreational center or could be sold to private developers who would be required to maintain or improve the historical landmark concept. -The best preparation for tomorrow is to do today's job exceedingly well. " Sir William Osler, Fa ( ther of American Medicine) 0 it%n�t F'.t'a�y rU �odu Cvuus•�C 740 /dos/ �rrs� �40.c�sriisT.c.+T�•�. . Dear ARDSnet Colleagues, Thanks to all to have offered help in the aftermath of Hurricane Katrina. The physical destruction you see on television does not begin to tell the story of the emotional desolation felt by the tens of thousands of poor who have lost everything. Please continue to help in any way that you feel you can. Thanks to all, Ben. P. S. below is a brief accounting of our ICU operations in the wake of Katrina. Prior to landfall it was obvious that Katrina had all the characteristics of the hurricane experts for decades had predicted would be the worst natural disaster in US history ... a category 5 storm hitting a city that is largely below sea level and one that is completely surrounded by water. We were able to reduce our ICU patient load in Charity Hospital to about 50. After evacuating our families, our emergency activation team set up to provide . medical support for the remaining patients. During the storm windows blew out in the ICU flooding it with about 2 inches of water. The power went out but the emergency generators kicked on and all seemed well. But an hour later for some unknown reason we lost all power and began bagging our patients in total darkness. We were able to restart the backup generators late in the day on Monday which allowed us to start cleaning up the mess in the ICU. Although the city was without power, we were high-fiving each other over a job well done. The day crew went to sleep late Monday but was suddenly awakened at 3AM on Tues to help bag patients when the emergency generators went out again. As dawn began to break we began to understand why, water was pouring into downtown New Orleans from every direction and had flooded the generators that we located on the first floor. Without power for our life support systems (suction, monitors, vents, dialysis, IV fluid pumps, radiology, laboratory, etc.) we realized that we needed to get our patients out ASAP. Soon after, a sanitation crisis unfolded when we lost water pressure for toilets. We were not only caring for 300 patients in the hospital but we we also providing refuge for over 1000 support staff and their families. Before we lost communication with the outside world FEMA instructed us to prepare for evacuation later on that day (Tues) and much to our surprise the Governor's office was telling news agencies that we had already been evacuated. Needles to say, no outside help came until Friday. It began to become clear that if we were going to get out, we would have to get ourselves out. Our HAZMAT Team had acquired 4 small diesel generators for field use but did not have diesel fuel on site to power them. Our ICU RT used his "Mississippi Credit Card" (a hammer and a screwdriver) and some oxygen tubing to siphon diesel from on ambulance flooded on the ER ramp. We were able to power up the ICU to run about 6 vents. For the others we used gas driven portable vents or continued to hand bag. The roof of Charity Hospital was the only cool place to get a few hours of restorative sleep each night so we broke away form our 12-on 12-off usual staffing plan to allow each shift to enjoy a few hours with the rats seeking higher ground. When Tues 0 rolled into Wed without any FEMA presence a morale crisis erupted. Although many staff were incapacitated with fear, grief, and despair, others dug deep and rose to the challenge. We could not communicate with police, National Guard, or FEMA but our ICU residents were able to text message and get live connection on air transmissions to CNN. Shortly thereafter Fancesco Simeone, our Tulane ARDSnet Co -I, got a call from private air ambulance services wanting to send in his own helicopters to start the evacuation. The only problem was that the only commercial heliport in the area was at the Superdome which was in the midst of a security crisis. Joe Lasky, the Chief of Tulane Pulm/CCN paddled a canoe from Charity to find a National Guard 5 ton truck with a driver that was not in communication with his command. This actually worked to our advantage since he could not be accused of disobeying an order by helping us. Wed night we put the first 4 of our patients in the back of the truck and drove then across the street to Tulane Hospital's parking garage. One was 23 y.o. kid with Goodpastures and acute renal failure who had not been dialyzed in 4 days failure and who being bagged with 100 /o 02 and 12 cm PEEP valve. We had to emergently insert a chest tube in the back of the National Guard truck when he desaturated in the middle of riding through the flood waters. We then used a "borrowed" pick truck to ferry the patients to the roof top where we set up a mini ICU for the next 2 days. After removing light poles, helicopters were able to begin landing but the sun set before we could get any ICU patients to the roof, leaving us with 4 patients and no exit strategy. The commercial guys were able to communicate with military helicopters and by 1 IPM Wednesday the clap -clap thunder of a Black Hawk was heard overhead. The Black Hawks were configured only as troop carriers which meant that we would have to provide patient support for all of the sorties. The first ride for me was surreal... moonless night, unlit buildings & towers, pilots with night vision goggles. A triage landing site had been established on the edge of town on the interstate. Amazingly there were thousands of people waiting, ready to help but no one had known of our plight. We dumped our patients with brief medical records taped to their forearms into waiting ambulances for dispersion all over the region. A day later I got a call that the 23 y. o. was alive and doing well. We continued the air evacuation all day Thursday, Thursday night, and Friday AM. Nurses cat -napped on the concrete roof by putting their heads on the legs of colleagues who bagged and comforted those waiting for the next helicopter. Not knowing the structural integrity of the roof top, the Black Hawk pilots stayed powered up while we loaded our patients, does, & 02 cylinders. After 48 hours of screaming commands over the deafening sound of the Black Hawks our entire ICU staff was both deaf & mute. By Friday afternoon we had completed our mission and walked the three blocks back to Charity in chest deep sewage just in time to discover that FEMA had arrived to begin evacuating our hospital. I cried when I left Charity, perhaps for the last time ever. Some were tears of triumph, some were tears of profound sadness. Triumph for the miracle of human resolve that allowed a group of civilian doctors, nurses, and respiratory therapists to accomplish what the Federal government could not. We got all of our patients out alive except two. One we expected to die. The other was an incubated elderly lady with COPD whose husband we had had to leave behind at Charity. I remember how he sat day and night fanning his wife in the sweltering heat of the ICU ... fanning even as he seemed to slip into sleep. She died in the arms of her resident physician who could do no more on the roof top than comfort her with the touch of a hand. I never saw her husband again as he was evacuated before I got back to the hospital ... I don't even know if he knows that she had died. Even if he does know, I somehow feel that he remains profoundly grateful. The sadness is felt because valuable time was lost both due to the anemic early response and because valuable resources were misused. I personally witnessed dozens and dozens of helicopters, many military, land and fly away with able bodied citizens while patients died on the roof top. And sadly, many of those able-bodied citizens were physicians. It was an experience that I will never forget. I left with one memento, a setof keys of a John Doe with an unknown medical condition that we loaded into a helicopter to be carried to an unknown place with an uncertain future. If you received a John Doe looking for his keys, let me know, I'd love to one day be able return them. Ben • ITEM D - 3 t CITY OF MEDINA .°City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.233.6400 www.modina-wa.gov MEMORANDUM DATE: November 22, 2005 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: Playground Demolition and Site Preparation RECOMMENDATION: Discuss and provide direction to City Manager. POLICY IMPLICATION: The budget/fiscal impact of this project is estimated at $48,500. BACKGROUND: The City Council approved an expenditure and budget amendment of $25,000 for playground equipment during the July 11, 2005 City Council meeting. At the time, a request for funding was made by a group of citizens. Initially, costs associated with demolition and site preparation were not considered due to unique circumstances related to the manner in which this project evolved. As a result, demolition and site preparation costs were identified after funding had been approved. It is not possible for the Public Works staff to complete the demolition and site preparation in a timely manner with the equipment and resources available. Therefore, bids have been solicited through a small works project process. The request for bids was sent to more than twenty contractors in late September. Unfortunately, only two bids have been submitted and both exceed the estimated cost prepared by the Director of Public Works. The lowest bid received is for an amount of $48,220, which is almost double the cost of the estimate. The second bid exceeded $100,000. Demolition and site preparation required prior to installation of the new playground equipment involves removal and salvaging the existing structure, concrete curbs and foundations, and disposal of all debris, wood chips, and materials, re -contouring slopes, excavating and grading, installation of an edge restraint, installation of a drainage system, installation of a gravel base and site restoration. The City Council may wish to consider the options below. Option 1 — Authorize expenditure for demolition and site preparation as part of 2005 Budget. The Capital Projects Fund Budget could be used for this project and a budget amendment would not be required. Option 2 — Increase the 2006 Capital Projects Budget to include the cost of demolition and site preparation. Option 3 — Do not authorize the expenditure. The playground equipment would not be installed and would remain in storage until funding for demolition and site preparation is approved. Medina Park Playground Equipment Project Timeline June 20, 2005 Bruce Raskin (Medina Days Committee) presented idea to collect donations for play equipment to the Park Board. June 27, 2005 City Council agreed to amend Capital Project Budget by $30,000 for playground equipment purchase. July 11, 2005 City Council approved $30,000 budget amendment. July 18, 2005 Park Board meeting to discuss work plan and process. July 21, 2005 Meeting with playground proponents, Park Board and staff to discuss work plan and process. July 26, 2005 Open House to consider the equipment options and design. August 3, 2005 Meeting with playground proponents, Park Board representatives and staff to discuss equipment selection. August 8, 2005 Meeting with playground proponents to discuss layout design. August 13, 2005 Favorable community support during Medina Days for playground equipment. See -saw and chess table donations were pledged. August 15 — Sept 19 Playground equipment specifications, layout design, preliminary estimate of $25,477 for site work (drainage needs to be determined). Sept 19 — Sept 28 Prepare Bid package and design drawings. • Sept 28, 2005 Request for Bids sent to 20 contractors. Oct 10, 2005 One bid received for $107,503. Contacted more contractors and sent out bid packages. Oct 25, 2005 Meeting with playground proponents to discuss project. Edging material in question. For Public Works to complete the work during poor weather the work could take several months. Possibility of early spring installation. Nov 7, 2005 Playground equipment storage arranged, edging material still in question. Hos Bros agreed to donate gravel. Mowat will provide for delivery of the play equipment. Nov 21, 2005 Bid received for site preparation work for $48,220 with City to provide edging material and chips 9 Page 2 2006 Citv Council Calendar 0 Description 1/9/2006 Regular Meeting 1/23/2006 Study Session 2/13/2006 Regular Meeting 2/27/2006 Study Session 2006 Study Sessions Discussion 2006 Leg Action Plan Discussion Annual Retreat Date Discussion ARCH Budget Discussion/Action City Facilities Discussion Election of Mayor Discussion/Action Election of Deputy Mayor Discussion/Action FY 2005 Year End Financial Report Discussion Labor Negotiations Discussion Discussion Marine Patrol Annual Report Discussion Oath of Office — Newly & Re -Elected Action Permit Streamlining Discussion Tree Preservation Ord. Discussion Tree Replacement — 84th Avenue N.E. Discussion f 11 /23/2005 Page 1 of 6 P:\2005 Agenda Packets\11282005\Item D-4, 2006 City Council Calendar.doc WIN 11 City Council Calendar 3/13/2006 3/27/2006 4/10/2006 4/24/2006 Regular Study Regular Study Meeting Session Meeting Session 2006 Labor Agreements 11 /23/2005 Page 2 of 6 P:\2005 Agenda Packets\11282005\Item D-4, 2006 City Council Calendar.doc L_-j • • 2006 City Council Calendar Description 5/8/2006 Regular Meeting 5/22/2006 Study Session 6/12/2006 Regular Meeting 6/26/2006 Study Session CIPMP — 2006 - 2011 11 /23/2005 Page 3 of 6 P:\2005 Agenda Packets\11282005\Item D-4, 2006 City Council Calendar.doc Council Calendar Description 7/10/2006 7/24/2006 8/14/2006 8/28/2006 Regular Study Regular Study Meeting Session Meeting Session 2007 B 11/23/2005 Page 4 of 6 P:\2005 Agenda Packets\11282005\Item D-4, 2006 City Council Calendar.doc 2006 City Council Calendar 9/11 /2006 9/25/2006 10/9/2006 10/23/2006 0 Regular Study Regular Study Meeting Session Meeting Session 2007 Budget C.M. Performance Eval Property Tax Lev • 11 /23/2005 Page 5 of 6 P:\2005 Agenda Packets\11282005\Item D-4, 2006 City Council Calendar.doc • 2006 City Council Calendar Description 11/13/2006 11/27/2006 12/11/2006 Regular Study Regular Meeting Session Meeting 2007 Budget C.M. Performance Eval Property Tax Lev 11 /23/2005 Page 6 of 6 P:\2005 Agenda Packets\11282005\Item D-4, 2006 City Council Calendar.doc CITY OF MEDINA City Manager's Office 501 Evergreen Point Road, Medina, WA 98039 425.233.6400 www.medina-wa.gov MEMORANDUM DATE: November 18, 2005 TO: Mayor and City Council FROM: Doug Schulze, City Manager RE: City Council Resource Binders COMMENT: Please bring your City Council Resource Binder with you to the November 28th or December 12"' meeting so City staff can update them and distribute the updated binders to the 2006 City Council. MEMORANDUM DATE: 22 November 2005 TO: Medina City Manager & City Council FROM: Mary Odermat, Mayor SUBJECT: St. Thomas School Facility Upgrade Open House On 23 November, I attended the subject open house, enjoying the appreciative welcome extended to me, as a representative of the City, by members of the school community who were present. There were 15 to 20 attendees, most being school administrators or staff. Planning Commission Chairman, Mark Nelson was also present. Architect Steve Sutherland was spokesperson for the Miller Hull firm, the entity which designed the 1991 school addition. Mr. Sutherland referenced a St. Thomas School Campus Study completed in 2002, and a traffic study underway and soon approaching conclusion. The school enhancement project is currently in the pre -design phase, with focus on needs assessment for both school and church. Another couple of months will be devoted to visioning exercises leading into the conceptual drawings of options to be considered. A site survey is expected to be available this week. Mr. Sutherland presented an overview of a three year chart entitled St. Thomas Campus Development. This architect is highly familiar with the MMC. He anticipates submittal of the permit application to the City by 1 June 2006. Preliminary findings relative to traffic flow, based on future opening of two new school sections reveal no overstress of NE 12'b or of 84`h Avenue NE. Therefore the total trips generated would remain within the City's standards of an acceptable range. MES peak traffic periods are separated from St. Thomas School peak traffic periods by 30 minutes. Mention was forthcoming of the possibility of adding ingress/egress at the north end of the 84 h Avenue NE frontage. The traffic study will be submitted with the permit application. Reference was also afforded to vehicle parking needs on the campus. An engineer's assessment indicates the current number of parking stalls is adequate, while the possibility exists, within the present scenario to add 3 5 more spaces. This decision will likely hinge on the decision as how to best use the playfield and the north area of the campus. Also of concern is the retention of the Park-n-Ride area -- to keep or to relinquish? A consideration may be afforded to providing structured or underground parking. The water table could be a determining factor. Dr. Kirk Wheeler, Head of School, addressed the desire to integrate school philosophy and to enhance learning potential with changes to the existing facility. Emphasis will be placed on growing the school while maintaining the function. The flow within the facility and on the campus are important elements to address. It is anticipated the Church will also undergo some structural change in the future, so formation of a campus master plan is a timely, significant undertaking. Dr. Wheeler reported that newly developed joint use agreements between church and school will factor into conclusions. The architect and school personnel present emphasized the desire to create a campus that is a true asset in the community, perhaps even providing a center for summer programs. Mark Nelson suggested that creation of a gymnasium that could be used by other school athletic teams or community athletic teams would be an immensely valuable asset. The City of Medina is fortunate to house the St. Thomas Community. I was impressed with the strong, stated desire to be outstanding citizens and to provide a valued asset for all of Medina to enjoy. Ts v a c o N r O 0000�vv ny � 000 00 7 7 O 00 0 \NO C, 00 M cn 00 'n O Vi 0 00 0 0 N 0 C. 0 O 0� to 00 � .r CDO 00 0 c7N 0 cn 00 00 O It cn cn N l N 00 M� M N� eq IT O O W O V O O O O O C. 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