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HomeMy WebLinkAbout02-15-2011 - Agenda PacketMEDINA, WASHINGTON MEDINA CITY COUNCIL SPECIAL MEETING AGENDA St. Thomas School, Commons Room 8300 Northeast 12 Street, Medina TUESDAY, FEBRUARY 15, 2011 6:30 PM MAYOR BRET JORDAN DEPUTY MAYOR SHAWN WHITNEY COUNCIL MEMBERS PATRICK BOYD DOUG DICHARRY JANIE LEE MARK NELSON KATIE PHELPS CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MEETING AGENDA PRESENTATION P-1: King County Metro Transportation Planner Jack Whisner CITY MANAGER DONNA HANSON CITY ATTORNEY BRUCE DISEND CITY CLERK RACHELBAKER 6:30 PM PUBLIC COMMENTS At this time, citizens may address the City Council regarding any issue on the council agenda and any non -agenda items related to city business, excluding public hearings. To ensure equal opportunity for the public to comment, a speaker's comments shall be limited to three minutes per person, per meeting. Those who have service requests or complaints are encouraged to first bring such matters to the city manager for prompt attention and resolution. Council meetings are business meetings where City Council may hear from residents and take action on official City business. In order to accomplish all the business on the agenda and be respectful of everyone's time, Council Members will not be able to engage in dialogue with individual members of the audience. REPORTS AND ANNOUNCEMENTS RA-1: Mayor RA-2: Council RA-3: Advisory Boards/Commissions/Committees RA-4: City Manager/Staff Medina City Hall 18398 Northeast 12 Street I Medina WA 98039 425-233-6400 1 www.medina-wa.gov CONSENT AGENDA These items will be acted upon as a whole unless called upon by a council member. CA-1: Approval of January 11, 2011 City Council Special Meeting Minutes CA-2: Approval of February 2, 2011 City Council Special Meeting Minutes CA-3: Approval of February 10, 2011 City Council Special Meeting Minutes CA-4: Approval of January, 2011 Check Register CA-5: Approval of 2010 Financial Year End Report, and 13t" Month, 2010 Check Register CA-6: Approval of Public Safety Testing Agreement CA-7: Approval of JAG Contract Amendment CA-8: Approval of Construction Manager Contract Amendment CA-9: Approval of City Hall Architectural Services Contract Termination CA-10: Approval of ARCH 2O11 Work Program and Budget CA-11: Receipt of October 20, 2010 Emergency Committee Meeting Minutes CA-12: Receipt of November 15, 2010 Park Board Minutes CA-13: Receipt of November 17, 2010 Planning Commission Meeting Minutes CA-14: Receipt of Part 150 Study Report OTHER BUSINESS OB-1: 2011 Park Board Work Plan OB-2: 2011 Budget Amendment Ordinance OB-3: Interlocal Agreement with City of Clyde Hill for 84 Avenue Northeast Street Improvements OB-4: Consultant Agreement for State Route 520 Project OB-5: Discussion of State Route 520 Public Access Options OB-6: City Attorney Services Agreement/2011 Fee Structure OB-7: Communication with Medina Residents OB-8: Council Agenda Calendar EXECUTIVE SESSION ES-1: Pursuant to RCW 42.30.110 (1)(i) 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. ADJOURNMENT Next Regular Meeting - Monday, March 14, 2011; 6:30 pm. jqSIGN UP FOR MEDINA E-NOTICES. RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOXI Visit www.medina-wa.gov and click on E-Notice Program. Medina City Council February 15, 2011 Page 2 of 2 Qwl�w�i��A _QA�NAAMN TY�3MC�T City of Medina Council February 15, 2011 Excerpts from Bellevue Redmond Connections Route Profiles The Ins and Outs of Reading Route Profiles We use a lot of lingo and acronyms here at King County Metro that may seem a bit foreign. To help familiarize you with the ins and outs of route profile, we've put together this handy guide. There's a lot of info here —so don't hesitate to stop us if we use a term you don't know. We're always happy to answer questions. Route Funding and Operations Metro and Sound Transit both fund the transit routes serving the Bellevue and Redmond area. The Metro routes are based at the Bellevue and East operating bases on 124t' Avenue NE in the Bel -Red area of Bellevue. The Sound Transit routes entirely within King County are operated by Metro out of the East Base, while the Sound Transit routes serving Snohomish County and King County are operated through Community Transit (e.g. routes 532 and 535 that serve the Bellevue Transit Center). In February 2011, Sound Transit proposes to have Route 566 between Auburn and Overlake to be operated by Pierce Transit. Route Characteristics Several route characteristics attract riders. Here's a quick rundown to use as a reference: • Route length • Service frequency minutes between scheduled trips or headway • Route spacing --the walk distance between routes • Stop spacing --the distance between stops along a route • Service span --the length of time and days of the week over which bus trips are provided. Speed and reliability are other route attributes that attract riders. Speed is the travel time, which can be impacted by traffic, directness of travel, stop spacing, signal timing, and passengers getting on and off the bus. Reliability is affected by traffic, route length, and variation in passenger activity. Other characteristics worth knowing include capacity, the lack of which may repel riders, fare structure and collection, which govern the price of transit service, and fare collection. Route Service Levels In describing a route's service levels or frequency, the headway or scheduled minutes between trips is used. The headway sometimes varies by time period or day. A convention to outline service levels shows headway by time period and day of the week as follows, 30/30/60/30/60, where the numbers are minutes between scheduled trips in the weekday peak periods (e.g., 6 to 9 a.m. and 3 to 6 p.m.), weekday midday, 9 a.m.. to 3 p.m., evening, Saturday daytime, and Sunday 12wI I AIL arms A_ImAoj NIt/\N0j TM'W%A426 and holiday daytime. (peaks/midday/evening/Sat./Sun). So it is headway by peak/midday/evening/Saturday/Sunday. On the Horizon King County formed the Regional Transit Task Force in March 2010 to consider a policy framework to guide service planning in the coming years. The Task Force has discussed route classification in the context of measuring performance. You may hear us refer to their four route classes as we talk about proposed service changes, these are hourly, local, frequent, and commuter. As routes have varied characteristics, the distinctions between routes are sometimes blurred. In current practice and design, routes serve multiple functions. • Hourly routes provide two-way all -day service but at only minimal service levels. Headways are hourly or longer. • Local routes provide 30-minute headway most of the time. There are several examples in East King County. The service spans vary. Some local routes provide hourly service in the evening or on weekends. Some routes do not provide service on Sundays and holidays • Frequent routes require service to be more frequent than every 30 minutes some of the time. Some routes have common routing on a heavily -used segment of a corridor and are therefore considered frequent routes. • Commuter routes are operated only during the weekday peak periods. Most only run in one direction, taking riders to an employment market from a residential market or park - and -ride. 2 Q.�il�...■ ■�._Q��lw•rr�� Tr�r�cif Route 261 Route 261 is a one-way peak commuter route connecting Overlake P&R with downtown Seattle via 156"' Avenue NE, NE g"' Street, Bellevue Transit Center northeast Bellevue, Medina, SR-520, and I-5. Between the Overlake P&R and Bellevue Transit Center, it is almost entirely coincident with the B Line; between Bellevue Transit Center and SR-520, it is coincident with Route 271. It provides 10 weekday trips, five in each direction. The maximum load point is at Bellevue Transit Center, as some riders use it for intra Bellevue trips. The productivity of Route 261 is below the average for East King County routes. Spring 2010 Ridership Data from automatic passenger counter sample Rides Annual Rides Route Trips per Platform per Platform Day Hours Hour 261 10 260 4,401 15 Recommendation • Delete Route 261 and reinvest buses and service hours in the intra-Eastside network Objectives and rationales • Reduce duplication with frequent service on B Line and routes 271 and 550; in the peak periods, all three routes have headways of 10 minutes or shorter • Attract more ridership and improve transit mobility by reusing the hours Tradeoffs • Route 261 riders would have to transfer between the B Line and Regional Express Route 550 at Bellevue Transit Center or between frequent Route 271 and one of many Downtown Seattle routes at the Evergreen Point or Montlake Freeway Stations. • More riders would be attracted to improved service on intra-Eastside network 3 �wllw.■■■w _�w�r■�wNlil TM•�Nl•■� Route 261 January Outreach Text This one-way peak commuter route connects the Overlake Park -and -Ride with downtown Seattle via 156th Avenue NE, NE 8th Street, the Bellevue Transit Center, northeast Bellevue, Medina, SR-520, and I-5. It provides 10 weekday trips, five in each direction. Proposed change Delete Route 261 and reinvest the service hours to improve the Eastside transit network. Why this change is being considered ■ Reduce duplication with the B Line and routes 271 and 550. During weekday peak periods, each of these three routes will arrive at least every 10 minutes. ■ Attract more riders and improve transit mobility by reallocating resources to other Eastside routes. Tradeoffs For travel to/from downtown Seattle, frequent connections would be available at Bellevue Transit Center between the B Line and Sound Transit Route 550, and at the Evergreen Point Freeway Station between Route 271 and many routes going to and from downtown Seattle. More riders would be attracted to the improved Eastside network. Rationales Transit service between the downtowns of Bellevue and Seattle was restructured to focus on I-90 in fall 1997, as it was the more reliable corridor. Route 261 was implemented to mitigate the change in Route 253. Over time, Eastside residents have taken employment on the Eastside and the translake transit market has shifted to improved two-way all -day service on routes 255, 271, 545, and 550. Intra Eastside transit routes (e.g., routes 253, 230, 240, and 245) now attract more rides per bus hour than one-way peak -only routes oriented to Seattle (e.g., routes 250, 252, 257, 260, 261, 265, 266, 268, 272, 277, and 311). In this decade, the ridership attracted to Route 261 has declined significantly, while ridership on the Eastside network has increased. It has become the poster child for a poor route structure as 11 of its 12 daily trips attract average loads of less than 20, so relatively empty buses cross the bridge. The maximum load point of Route 261 is just east of the Bellevue Transit Center as a significant number of riders use it to reach downtown Bellevue from the NE 8`b Street corridor. This market will be better served by the B Line in fall 2011. The load on Route 261 turns over more than on most other one-way routes. The segment of Route 261. between the Bellevue Transit Center and SR-520 includes Clyde Hill and Medina and has much improved service on Route 271. Riders may easily transfer to and from routes oriented to downtown Seattle at the Evergreen Point Freeway Station. n Route 261 Ridership History, spring signups Year Trips Annual Platform Hours Annual Rides Rides per Trip Rides per Platform hour Daily Riders 2010 10 4,400 64,300 26 15 260 2009 10 4,400 65,000 26 15 260 2008 10 4,700 92,200 36 20 360 2007 10 4,600 97,000 38 21 380 2006 10 4,900 86,600 34 18 340 2005 12 5,300 68,800 23 13 270 2004 12 5,200 72,700 24 14 290 2003 12 5,200 72,400 23 14 280 2002 12 5,300 72,400 23 14 280 2001 15 6,200 102,100 27 16 400 2000 15 6,300 118,100 31 19 460 1999 15 6,200 100,800 27 16 400 1998 15 6,300 1 96,500 25 15 380 Route 261 Loads at Evergreen Point, spring 2010 Direction Time Average Load Trip Ons Trip Offs Trip Load EP/Trip Load Ratio Turnover I 6:02 6 14 8 8 79% 175% I 6:57 11 24 16 16 68% 150% I 7:25 8 26 22 16 52% 163% I 7:55 15 37 31 23 65% 161% I 8:28 28 48 36 34 82% 141% O 3:54 8 14 16 11 74% 145% O 4:29 12 18 21 15 79% 140% O 5:00 16 22 26 19 83% 137% O 5:34 14 21 26 17 82% 153% O 6:13 12 13 18 15 79% 120% Sum: 130 237 220 174 aAIIAf/..A-�A�MAAM� Tr�r.�■� Route 271 Route 271 January Outreach Text This is a two-way all -day route between the University District and the Eastside. Some trips extend to Issaquah via the Bellevue Transit Center, Bellevue College, and Eastgate. Some weekday trips extend only to Eastgate. Proposed change - Add more midday trips on weekdays to improve service frequency to every 15 minutes in both directions. - Add more trips to improve all weekday peak -period frequency to every 10 minutes. - Add more trips between the Bellevue Transit Center and the University District in the busiest peak hour. Why this change is being considered - Reduce wait times for connections to and from Route 271. - Add capacity during times of heaviest ridership on weekdays. - The tolling of SR-520 is expected to increase demand for transit across the bridge. Tradeoffs - Connections between Route 271 and other routes would be faster if Route 271 more 0 ITEM RA-4 CITY OF MEDINA Office of the City Manager Date February 15, 2011 To: Mayor and City Council From: Donna Hanson, City Manager Subject: City Manager Report In our exit conference with the state auditor's office last week, it was reported there were no audit findings in their review of the 2008 and 2009 Financial Statements. We discussed the financial reporting format that had been used through 2008. There was a problem with the format used that had never been addressed by the auditor in previous audits. We worked with the auditor and corrected the 2008 annual financial report before the close of the audit. This will not be a problem in the future. 2. We have made progress on our franchise agreement negotiations with Allied Waste. Chris Bacha from our City Attorney's office received a positive response from Allied on our proposal and we have tentative agreement on the basic language. The next step will be to move forward to get agreement on rates and services issues. 3. Joe will provide a more detailed report on City Hall construction, but since our last Facilities Committee meeting, Dave Clark, our Construction Manager, reports that construction is moving ahead much more smoothly. A big milestone was scheduled to occur Friday as the lower floor slabs should be poured. That will enable the contractor to start framing walls in the lower floor on Monday. By Tuesday you will see quite a bit of progress. 4. For anyone who does not receive E-Lerts, we have great news. Medina Police, along with the King County and Snohomish County Sheriff's Office participated in a search warrant Friday morning in Snohomish County. The search warrant was a result of an ongoing investigation being conducted by the Medina Police Department. Numerous items suspected of being stolen have been recovered and three people are in custody. This investigation began after burglaries in Medina that occurred 11/30/10 (E-lert #10-28), 12/9/10 (E-lert 10-29), and 12/12/10 (E-lert 10- 30). In addition, the suspected burglars have been linked to ten more burglaries that occurred throughout the eastside. One suspect claimed they may have committed as many as 40 burglaries in the month of December 2010. The investigation is continuing with charges against all three expected to be filed soon. 5. Much of the City staff met with the Paladin folks regarding the new permit tracking software. They gave us a demonstration of the newer software and some of its features. We are gathering information for them and hope to have by mid -March a preliminary test configuration that staff can provide feedback on. We are pushing to go live with the permit tracking software this summer. ITEM RA-4 CITY OF MEDINA Office of the City Manager February 15, 2011 To: Mayor and City Council Via: Donna Hanson, City Manager From: Rachel Baker, Central Services Director Subject: Monthly Central Services Department Report Public Records Requests Approximately 46 public records requests have been received between January 1 and February 10. Eleven requests, four of which were received in 2010, remain in process. For measure the following figures summarize the number of requests received by central services since 2006: 2006: 154 2008: 385 2010: 146 2007: 475 2009: 255 For reference 2010 and 2011 public records request logs for central services are attached. Intended as a reference guide for elected and appointed public officials, the Office of the Secretary of State and Washington State Archives recently implemented an interactive online resource titled "Public Officials and Public Records." Here is the link: http://www.sos.wa.goy/archives/RecordsManagement/PublicOfficialsandPubiicRecords/index.htmI Passports Approximately 44 passport applications were processed between January 1 and February 10. The City collects an acceptance agency fee of $25 per application. The City accepts passport applications between gam and 4pm, Monday through Friday. Appointments are not required, but highly encouraged. In December development services coordinator Donna Goodman attended passport agent training and successfully passed the required exam and is able to support central services in this capacity when the need arises. Craig Fischer and I both passed the annual recertification exam in January. Pam Greytak's training is current; she will take the exam later this year. February Public Meetings The following public meetings occurring during the month of February either have been or will be publicly noticed. Public notice includes postings on the City's three official notice boards, the City website, and an email to Govdelivery subscribers. Occasionally notices require publication in the City's official newspaper, The Seattle Times. ITEM RA-4 • City Council, Wednesday, February 2; 3:30 pm, St. Thomas Church, Music Room • Shoreline Citizen Advisory Committee, Wednesday, February 9; 5:30 pm, St. Thomas Church, Music Room • City Council, Thursday, February 10; 3:00 pm, St. Thomas Church, Conference Room • Hearing Examiner, Thursday, February 10; 5:30 pm, St. Thomas Church, Great Hall • City Council, Tuesday, February 15; 6:30 pm, St. Thomas School Commons Room • Planning Commission, Wednesday, February 16; 6:30 pm, St. Thomas Church, Music Room • Hearing Examiner, Wednesday, February 23; 5:30 pm, St. Thomas Church, Music Room • Park Board, Monday, February 28; 6:00 pm, St. Thomas Church Music Room Volunteer Positions on Advisory Boards/Commissions/Committees To date no applications have been received in response to the notice posted January 6 to recruit for full term advisory board/commission positions expiring during 2011. The application period concludes Monday, February 28. Expiring full term vacancies include: Park Board Positions 2 and 5 (terms 7/1/2011 through 6/30/2015) Planning Commission Positions 2 and 4 (terms 7/1/2011 through 6/30/2015) Civil Service Commission Position 1(term 7/1/2011 through 6/30/2017). Council is scheduled to confirm appointments recommended by the personnel committee to the park board and planning commission during its June meeting. The city manager is responsible for appointing to the civil service commission. Electronic Notices Since the January report the following 36 notices were issued via Govdelivery: Public meeting notices (13), development notices (6), meeting audio (2), 2011 council action calendar (1), ordinances adopted (1), agenda packets (6), approved meeting minutes (2), city news (3), holiday hours (1), approved agreements (1). City Website In addition to delivering information to the public via Govdelivery, it is also posted to the City website and/or in FilePro, the City's online records repository. New records are being added almost daily in an effort to promote open government and to provide ease of access to public records. Human Resources Tasks recommended by WCIA resulting from the personnel audit conducted last summer remain in process. Draft personnel guidelines are undergoing legal review and department directors are evaluating job descriptions. Holiday Hours City hall will be closed in observance of Presidents' Day, Monday, February 21. Regular office hours will resume Tuesday, February 22, 8:30 am. For police and fire emergencies, dial 9-1-1. 4 SIGN UP FOR MEDINA E-NOTICES. RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOX! 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"O C bo m C aJ '6 J N N cu Q +, w a) N 25 O C y O0 C m I N X O a1 aJ OL aJ N p .Y w T a) m p U Y ° E ° c O O a) U E E Ov0 C +�-+ K p_ D- ° >. y Q 00 W -.° Y°1.0 v u O 2 Cl 0 s 0 D a c E J °°o0mNO 0) o E Z p° 00 a L j to 00 cn 0 O -= Vraj o EdCU 6 cu m v m °' U v 1c � a, c ° o O j 3 c° 3 c a �' t o `uu v — o Q N^ a) 3 Fs Li ` n d Q d 1�- co .0 — a, > m v u u E m L W lL _u W u W u W u W m y O O N 0 m Q O Y Y m C O C O C O C O z c c c - E � 0.c c c c >' 0. > ai v .Y O Y ° E a m t a1 s C m Y ° Y ° Y ° Y O J LY S S LU 3G U N S S 2 S C m O O O 0 m c Cl) E s E c c m E � c o a n_ c E .E m E m E O- a7 O O (U _ c c c O O w al c-I a-1 a-1 c-I A i-1 `-i c-1 N ri ri c-I ci O enO O Imo+ N N O \ 0\0 \ 00 \ N \ W O~1 O O O O O O O O O O N O N O M co M M O zt :r LIO O O O O T O O O O O O Oti a-1 a-1 -4 ce ii ar�i1 ceO-ii r-I O a-1 O 1-1 OO N 1-4 N O fV O N c�M ONN N N ITEM RA-4 CITY OF MEDINA Office of the City Manager February 15, 2011 To: Mayor and City Council Via: Donna Hanson, City Manager From: Robert J. Grumbach, AICP, Director of Development Services Subject: Monthly Development Services Department Report Planning Commission Meeting Recap: Judie O'Brien was re-elected chair and Jeff Price was re-elected vice -chair for 2011. The first item on the agenda involved the Planning Commission discussion on the council -approved 2011 work program. The commissioners had questions about the council changes, which staff answered. The second item on the agenda the commission discussed the 2010-2011 comprehensive plan amendment for streetscape. They asked for a more comprehensive summary of the proposed changes, which staff agreed to provide at the next meeting. There was also discussion about whether other sections of the comprehensive plan should be included in the discussion and staff noted that those would need to be on next year's docket, with proposals due by the end of September. The final item was continued discussion on the comprehensive zoning code update. Representatives from Overlake Golf and Country club attended the meeting and provided input. The commissioners discussed changes in the draft from the last meeting and continued this to the next meeting. The next planning commission meeting was moved to February 16, 2011, due to a lack of a quorum on the regular meeting date. Hearing Examiner Decisions: • None Land Use Administrative Decisions: • Approved an amendment to an Administrative Special Use Permit to install a larger swimming pool (File No. 269). Address is 414 Upland Road. • Issued shoreline/ SEPA exemption for dock repair. Address: 1445 Evergreen Point Road. • Issued shoreline/ SEPA exemption for dock repair. Address: 520 Overlake Drive East. ITEM RA-4 The applicant for the Lahaye short plat (File No. 2010-02) withdrew their application. Address: 801 Evergreen Point Road. Land Use Decisions Issued For 2011: Type of Decision 2011 YTD Variances/ Minor Deviations 0 SEPA 0 Conditional Uses/ Special Uses 1 Substantial Development Permit 0 Lot Line Adjustments 0 Short Subdivisions 0 Site Plan Reviews 0 Wireless Facilities 0 Land Use Applications Received in January: Case Number Description of Permit Location None Building/ ROW Permit Applications Received — Jan 1 through Jan 31, 2011: Building Permits: 4 Grading/ Drainage 2 Demolition Permits: 1 Fence: 0 Mechanical: 6 Reroof: 0 Fire Sprinkler: 0 Right-of-way Permits 8 W11 gay.. Building Permits Issued in December 2010: See Attached. Other Items of Interest: Request for Proposal: The City received three proposals from our notice requesting proposals for hearing examiner services. The three are from Robin Baker (current hearing examiner), Olbrechts & Associates, and Sound Law Center. All three proposals are excellent choices, however, the City will extend the period for submittal in order to see if a larger pool of proposals can be developed. • Shoreline Master Program Update: A draft of updated shoreline goals and policies was prepared and is being made available for public comment. The goals and policies support the regulations that will be drafted for the updated shoreline master program. A postcard was mailed to Medina residents providing information on accessing the City's website or contacting City staff in order to review the document and provide comment. This effort is intended to create an opportunity for the public to participate in updating the shoreline master program. The Planning Commission will be discussing the draft goals 2 ITEM RA-4 and policies and those public comments received will be included in the discussion. • 2010 Permitting Activity: The following is the total number of permit applications received by the City and those issued during 2010: Permit Type Application Received Permit Issued Building 68 66 CMP 14 8 Demolition 8 6 Fence 10 9 Fire Sprinkler 10 11 Grading/ Drainage 24 20 Mechanical ........... 70 71 Reroof 9 9 Tree removal 21 16 Right of way 80 69 Other 0 2 Total 314 287 Good to Go Toll Passes: All -electronic tolling will begin on the floating section of the SR 520 bridge this coming spring (April). When tolling begins, you will travel across the bridge like today, but a tolling system mounted on the east approach will automatically detect your transponder or license plate and deduct the toll amount from your account. Those without an account will be billed by mail You can set up a prepaid "Good To Go" account by either purchasing a transponder to mount in your vehicle or registering your license plate for photo identification. The customer service center will open February 15. A van will be in Clyde Hill on February 17 and in Medina on March 17. It is recommended to sign up early. Permit Report December, 2010 2010 2009 Current Current 2010 2009 Month Month I YTD YTD Difference Construction Value New Construction 0 0 7,006,283 8,581,474 ($1,575,191) Permit Renewals 0 4,648,250 35,303,660 14,400,173 $20,903,487 Addition / Alteration 404,768 0 3,074,706 3,672,085 ($597,379) Accessory Structure 15,000 117,211 1,112,023 543,671 $568,352 Repair / Replace 0 0 177,220 113,960 $63,260 Fence/Wall 25,000 0 195,900 1,115,689 ($919,789) Mechanical N/A N/A N/A N/A N/A Fire Sprinkler 0 11,600 110,501 304,581 ($194,080) Wireless Comm Facility 0 0 0 10,000 ($10,000) TOTAL VALUE 1 _444,7681 4,777,061 1 46,980,293 28,741,6331 18.238.660 Permits Issued New Construction 0 0 5 5 0 Permit Renewals 0 3 13 11 2 Addition / Alteration 2 0 17 19 (2) Accessory Structure 1 2 24 18 6 Fence/Wall 1 0 12 18 (6) Demolition 0 4 6 18 (12) Grading/Drainage 0 0 20 12 8 Tree Mitigation 1 0 17 12 5 Mechanical 6 11 70 58 12 Fire Sprinkler 0 1 9 8 1 Reroof 1 0 3 4 (1) Repair / Replace 0 0 3 5 (2) Right -of -Way Use 5 3 60 55 5 Construction Mitigation 0 0 15 13 2 Wireless Comm Facility 0 0 0 1 1 TOTAL PERMITS 17 24 274 257 17 Inspections Building 43 73 439 520 (81) Construction Mitigation 0 1 31 21 10 Grading/Drainage 5 10 106 170 (64) Tree Mitigation 2 1 62 73 (11) Right -of -Way 11 8 209 219 10 TOTAL INSPECTIONS 61 93 847 1.003 (156) ITEM RA-4 MEDINA POLICE DEPARTMENT MONTHLY SUMMARY JANUARY, 2011 FELONY CRIMES Fraud (ID Theft) 2011-0000024 01/04/11 7700 block of Overlake Dr W Victim reported that he verified his credit card had some fraudulent activity. He immediately cancelled the account. Theft 2011-0000028 01/05/11 1000 block of 801h Ave NE Victim reported a wedding ring was taken over the holidays. A few days later the ring was returned. Value: $18,000 Fraud (ID Theft) 2011-0000096 01/18/11 7700 block of Overlake Dr W Victim was notified by the Social Security Office his social security number was used to file a tax return. Theft 2011-0000073 01/14/11 3200 block of 78th PI NE Victim reported that person(s) unknown stolen several pieces of fine jewelry from the residence between August and September, 2011. Estimated loss: $62,887 Burglary (Attempt) 2011-0000205 01/28/11 1200 block of Evergreen Point Rd Medina officer responded to a call of an attempted burglary. After inspection of the home and surrounding property, the Medina officer noticed a window was shattered and pry marks along the side of the window. No entry was made into the home. Fraud (ID Theft) 2011-0000222 01/31/11 200 block of Overlake Dr E Victim was contacted by his credit card company some unusual activity occurred on his account. He verified he did not authorize the purchase, and the account was immediately cancelled. MISDEMEANOR CRIMES No significant misdemeanor incidents occurred in January. OTHER ITEM RA-4 HUNTS POINT MONTHLY SUMMARY JANUARY, 2011 FELONY CRIMES No significant felony incidents occurred during the month of January. MISDEMEANOR CRIMES No significant misdemeanor incidents occurred during the month of January ITEM RA-4 MEDINA POLICE DEPARTMENT Jeffrey Chen, Chief of Police Monthly Activity Report City of Medina 2011 Felony Crimes January YTD YTD Year End 2011 2011 2010 2010 Assault, Aggravated 0 0 0 1 Robbery 0 0 0 0 Sexual Assault/Rape 0 0 0 0 Burglary (inc Attempt) 1 1 0 9 Drug Violations 0 0 0 1 Fraud (ID Theft) 3 3 1 23 Vehicle Prowl 0 0 0 6 Theft (over $250) 2 2 1 7 Malicious Mischief 0 0 0 3 Arson 0 0 0 0 Auto Theft (inc Recovery) 0 0 0 1 Poss Stolen Property 0 0 0 1 Other 0 0 0 TOTAL 6 6 2 52 Misdeameanor January YTD Crimes 2011 2011 Assault, Simple 0 0 Malicious Mischief 0 0 Vehicle Prowl 0 0 Theft (Under $250) 0 0 Domestic Violence 1 1 Minor in Possession 0 0 Drug Violations 1 1 Poss Stolen Property 0 0 Total 2 2 YTD Year End 2010 2010 0 2 0 7 0 2 0 6 0 0 0 4 3 7 0 0 3 28 Page 1 MEDINA POLICE DEPARTMENT Jeffrey Chen, Chief of Police YEARLY ACTIVITY REPORT City of Medina 2011 Felony Crimes JanFeb Mar Assault, Aggravated 0 Robbery 0 Sexual Assault/Rape 0 Burglary (inc Attempt) 1 Drug Violations 0 Fraud (ID Theft) 3 Vehicle Prowl 0 Theft (over $250) 2 Malicious Mischief 0 Arson 0 Auto/Boat Theft 0 Poss Stolen Property 0 Other 0 TOTAL 6 0 0 Misdeameanor Crimes Assault, Simple Malicious Mischief Vehicle Prowl Theft (Under $250) Domestic Violence Minor in Possession Drug Violations Poss Stolen Property Total ITEM RA-4 Apr. May Jun :Jul Aug Sept Oct Nov Dec Total' 0 0 0 1 0 3 0 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 6 Jars Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total 0 0 0 0 0 0 0 0 1 1 0 0 1 1 0 0 3 0` 0 0 0 0 0 0 0 0 0 0 2 Page 2 ITEM RA-4 MEDINA POLICE DEPARTMENT is Jeffrey Chen, Chief of Police Monthly Activity Report City of Medina 2011 Traffic January YTD YTD Year End ACCIDENTS 2011 ` 2011 2010 2010 Injury 0 0 0 0_ Non -Injury I 1 1 15 TOTAL 1 1 1 15 Traffic January YTD YTD Year End _CITATIONS 2011 2011 2010 2010 Driving Under Influence 2 2 7 35 *Other 1 1 14 88 Total 3 3 21 123 Traffic January YTD YTD Year End INFRACTIONS 2011 2011- 2010; 2010 Speeding 10 10 30 331 Parking 4 4 4 102 **Other 3 3 15 Total 17 17 r 49 433 January YTD ` YTD` Year End WARNINGS' 2011 2011 2010 2010 Total 65 65 70 1012 January YTD YTD Year End- CALLS FOR SERVICE 2011' 2011 2010 2010 House Watch 17 17 15 334 False Alarms 27 27 17 375 Assists 21 21 19 293 Suspicious Circumstances 7 7 11 137 Property-Found/Lost 1 1 0 17 Animal Complaints 2 2 3 40 Missing Person 0 0 0 1 Warrant Arrests 2 2 3 47 ***Other 0 0 2 14 Total 77 77' 70 1258 *DWLS; Fail to Transfer Title; No License **Expired Tabs; No insurance; Fail to stop; Defective Equipment ***Verbal Domestic; Vandalism; Civil Dispute; Disturbance Page 3 MEDINA POLICE DEPARTMENT Jeffrey Chen, Chief of Police YEARLY ACTIVITY REPORT City of Medina 2011 Traffic ITEM RA-4 Accidents Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Injury 0 0 Non -Injury 1 1 TOTAL 1 0 0 0 0 0 0 0 0 0 0 0 1 Traffic Citations Jan Feb Mar; Apr May Jun Jul Aug Sep Oct Nov Dec Total Driving Under Influence 2 2 Other 1 1 Total 3 0 0 0 0 0 0 0_ 0 0 0 0 3 Traffic Infractions Jan Feb Mar Apr May Jun, Jul Aug Sep Oct Nov Dec Total` Speeding 10 10 Parking 4 4 Other 3 3 Total 17 0 0 0 0 0 0 0 0 0 0 0 17 Warnings Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov ` Dec Total Total 65 65 Calls for Service Jan Feb - Mar Apr May Jun Jul ` Aug Sep Oct Nov Dec Total House Watch 17 17 False Alarms 27 27 Assists 21 21 Suspicious Circumstance 7 7 Property-Found/Lost 1 1 Animal Complaints 2 2 Missing Person 0 0 Warrant Arrests 2 2 Other 0 Total 77 0 0 0 0 0 0 0 0 0 0 0 77 Page 4 Town of Hunts Po%nt� MEDINA POLICE DEPARTMENT Jeffrey Chen, Chief of Police Monthly Activity Report Town of Hunts Point 2011 ITEM RA-4 Felony Crimes January YTD YTD Year End 2011 2011 2010 2010 Burglary 0 0 0 0 Forgery (Identity Theft) 0 0 0 5 Vehicle Prowl 0 0 0 0 Theft (over $250) 0 0 0 1 Possession Stolen Prop 0 0 0 0 Drug Violation 0 0 0 0 Auto/Boat Theft 0 0 0 0 TOTAL 0 0 0 6 Misdeameanor January YTD YTD Year End Crimes 2011- 2011 2010'" ` 2010 Assault, Simple 0 0 0 1 Malicious Mischief 0 0 0 1 Vehicle Prowl 0 0 0 1 Theft (Under $250) 0 0 0 6 Possession Stolen Prop 0 0 0 0 Domestic Violence 0 0 0 0 Minor in Possession 0 0 0 0 Drug Violations 0 0 0 1 Total 0 0 0 - 10 Page 5 ITEM RA-4 MEDINA POLICE DEPARTMENT Town of Jeffrey Chen, Chief of Police Huns P41nt Yearly Activity Report ✓t.�c _) Town of Hunts Point 2011 Felony Crimes Jan: Feb Mar Apr May Jun Jul Aug Sept Oct Nov 'Dec Total Burglary 0 0 Forgery (Identity) 0 0 Vehicle Prowl 0 0 Theft (over $250) 0 0 Poss Stolen Prop 0 0 Drug Violation 0 0 Auto/Boat Theft 0 0 TOTAL 0 0 0 0 0 0 0 0 0 0 0 0 0 Misdeameanor Crimes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov 'Dec Total Assault, Simple 0 0 Malicious Mischief 0 0 Vehicle Prowl 0 0 Theft (Under $250) 0 0 Poss Stolen Prop 0 0 Domestic Violence 0 0 Minor in Possession 0 0 Drug Violations 0 0 Total 0 0 0 0 0 0 0 0 0 0 0 0 0 Page 6 ITEM RA-4 MEDINA POLICE DEPARTMENT Town of feffrey Chen, Chief of Police Hunts not' Monthly Activity Report ✓* Hunts Point 2011 Traffic January YTD YTD Year End CITATIONS 2011 2011 2010 2010 Driving Under influence 1 1 1 1 Accidents 0 0 0 1 *Other 3 3 1 31 Total 4 4 2 33 Traffic January YTD YTD Year End INFRACTIONS 2011 2011 2010 2010 Speeding 1 1 0 6 Parking 0 0 0 13 **Other 9 9 16 264 Total 10 10 16 283 January YTD YTD Year End WARNINGS 2011 2011 2010 2010 Total 8 8 12 193 January YTD YTD Year End CALLS FOR SERVICE 2011 2011 2010 2010 House Watch 1 1 3 23 False Alarms 5 5 5 67 Assists 2 2 3 40 Suspicious Circumstances 3 3 1 17 Property-Lost/Found 0 0 0 1 Animal Complaints 0 0 0 4 Missing Person 0 0 0 0 Warrant Arrests 1 1 0 3 ***Other 0 0 0 1 Total 12 12 12 156 *DWLS; Fail to Transfer Title;No License **Expired Tabs; No insurance;Fail to stop;Defective Equipment ***Verbal Domestic; Harassment;Civil Dispute;Trespass Page 7 ITEM RA-4 MEDINA POLICE DEPARTMENT Town Of Jeffrey Chen, Chief of Police Hants Point ` YEARLY ACTIVITY REPORT ant HUNTS POINT 2011 Traffic Citations ' Jan Feb Mar Apr May Jun Jul Aug SepOct Nov Dec Total Driving Under Influence 1 1 Accidents 0 0 Other 3 3 Total 4 0 0 0 0 0 0 0 0 0 0 0 4 Traffic Infractions Jan Feb Mar Apr May ;Jun Jul Aug Sep; Oct Nov Dec Total Speeding 1 1 Parldng 0 0 Other 9 9 Total 10 0 0 0 0 0 0 0 0 0 0 0 10 Warnings Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Total 8 8 Calls for Service House Watch False Alarms Assists Suspicious Circumstance Property-Lost/Found Animal Complaints Missing Person Warrant Arrests Other Total Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total 1 s 1 � 5 2 2 3 3 0 0 0 0 0 0 1 1 0 0 12 0 _` 0 0 0 0 " 0 0 0 0 0 0 12 Page 8 DATE: TO: FROM: SUBJECT: ITEM RA-4 MEDINA POLICE DEPARTMENT February 11, 2011 Mayor and City Council via Acting Chief Yourkoski Records Manager Linda Crum Police Department Records Requests Report Year 2010 and January, 2011 The Medina Police Department received a total of 104 requests for police department records for the year 2010. Of those requests, 74 were for case reports, 26 for background checks for employment by outside agencies, and four are for miscellaneous reasons. All records requested received prompt responses pursuant to RCW 42.56,520, within the five (5) business days. A total of 101 requests were approved and disseminated in a timely manner. Three requests were denied because one was from another agency, second because the record did not exist, and the third was because an officer contacted the requestor. In January, 2011 the Medina Police Department received a total of 14 requests. Of those requests, eight are for case reports, four for background checks, and two are for other. All records requested received prompt responses pursuant to RCW 42.56.520, within the five (5) business days. Currently all records requested have been disseminated, except two which will be followed -up on February 23, 2011. ITEM RA-4 CITY OF MEDINA Office of the City Manager February 9, 2011 To: Mayor and City Council Via: Donna Hanson, City Manager From: Joe Willis Sr., Director of Public Works Subject: January 2011 Public Works Report 1. The Director of Public Works and David Clark (Owner's Representative) continue to meet weekly with the Contractor to discuss the progress of the work, items or issues of concern, anticipated work for that week, and any anticipated impacts to the public. Council will continue to receive monthly reports from David Clark on the progress of the work along with a project budget status report. The concrete structural walls have been constructed along the north, east and south sides of the new additions which now allow the contractor to begin new wall framing. Addition Area on South Side of City Hall ITEM RA-4 Addition Area on North Side of City Hall Most of the existing building and site defects have been uncovered and addressed by change orders. Change Order No. 2 covering the contaminated soil removal added $41,147 to the project cost. Change Order No. 3 to deal with the existing parking lot concrete retaining wall and water seepage by constructing a new concrete masonry wall with moisture barrier and a new drain between the retaining wall and the new building wall added $8,047 to the project. The new masonry wall will shrink the basement floor area in the locker rooms, evidence room, and computer room by approximately one foot. Savings to not replace the existing storm drain that is located under the southeast corner of the building addition at the south end of the site will however provide an offsetting credit by eliminating two new manholes and 75 feet of storm pipe that were designed to go around the building. The existing pipe will be encased in concrete where is crosses the new building footings and floor slab. The Project is presently about three weeks behind the projected schedule due to the removal of the contaminated soils, snowfall, and freezing temperatures, but the contractor remains optimistic that the project will be completed by the end of June. 2. The City Manager and I participated in an interview and selection process conducted by Clyde Hill, Yarrow Point, and Medina for consultant support services for coordination and review of the SR 520 Medina to SR 202 Project. By agreement with WSDOT, the Cities will be participants in the design development, permitting, and construction phases of the project with the Design -Build Project Team. The current draft roles and responsibility agreement (GCA 6495 and 6496) provide for reimbursement of the coordination and review costs. 2 ITEM RA-4 The firm that was selected by the interview group was DKS Associates. Their proposed project coordinator, Eric Shimizu, was the project manager for the recent ATMS (automated traffic management system) project for the 520 corridor. 3. NE 121h Street/Lake Washington Blvd Traffic Safety Improvement Project contract documents are being prepared. Call for bids will be advertised in February and bid award is scheduled for March 14th. Construction is expected to begin in the spring. 4. With Council authorization of an Interlocal Agreement with Clyde Hill, the City will be participating in the design development for corridor improvements along 84th Ave NE from NE 12th to NE 241h Street this year with construction scheduled for 2012. The project received a TIB Small City Grant of $ 462,000 for the project with a $200,000 match requirement that is proposed to be shared equally between the two Cities for the design and construction of the improvements. Clyde Hill will act as lead on the project. 5. Public Works continues to prioritize their work with public safety as the first priority. The fixed radar speed monitoring unit on 83rd Ave NE at NE 8th has been prepared for PSE to connect power. The loft at the City Shop has been cleaned out in preparation for the ATC Shop addition. Other work has included stop and street sign replacements, removal of hazardous trees, street sweeping, leaf and debris removal, catch basin cleaning, and drainage system repairs and maintenance. The new poly drop -in dump truck sander finally arrived from Illinois. This brings the er units. New Drop -in Sander 3 ITEM CA-1 DRAFT MEDINA CITY COUNCIL MEETING MINUTES St. Thomas School, Commons Room 8300 Northeast 12 Street, Medina January 11, 2011; 5:00 pm CALL TO ORDER Bret Jordan called the January 11, 2011 Special Meeting of the Medina City Council to order at 5:00 pm. EXECUTIVE SESSION Council recessed into executive session at 5:00 pm for an estimated time of sixty minutes, pursuant to RCW 42.30.110 (1)(i) 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. City council members Boyd, Dichany, Jordan, Lee, Nelson (left meeting at 6:00 pm and returned at 6:43 pm), Phelps, and Whitney; city manager; city attorney and city clerk were present. Executive session was extended 25 minutes at 6:00 pm and five minutes at 6:25 pm. Executive session adjourned at 6:30 pm and mayor called for an eight minute break. Mayor called meeting to order at 6:38 pm. APPROVAL OF MEETING AGENDA Phelps requested to pull item "Call for Bids: Northeast 12 Street and Lake Washington Boulevard" and Whitney requested to pull item "Snohomish County Jail Contract" from consent agenda and placed as other business. MOTION BOYD AND SECOND DICHARRY TO APPROVE MEETING AGENDA AS MODIFIED AND MOTION CARRIED 6-0 (NELSON ABSENT) AT 6:40 PM. I PUBLIC COMMENT Mayor opened public comment period at 6:41 pm. Medina resident David Dowd announced the creation of a non profit private foundation to raise funds for additional security measures and equipment for the police department the city cannot fund and as a way for the community to participate in improving public safety. He encouraged donations be sent to Post Office Box 882, Medina, and for people to join the Medina Police Foundation on Facebook. The following Town of Hunts Point and City of Medina residents expressed comments about personnel matter concerning Medina police chief: Mark Bloom, Kevin Hughes, Doug Ebstyne, Annie Ottesen, Brad Smith, Raymond Lee, Nader Naini, Rob Short, Heija Nunn, David Wright, Molly McConkey, and Miriam Naini. ITEM CA-1 DRAFT City attorney conveyed council members have been advised not to comment on personnel matter, provided a brief summary on the subject, and stated process is estimated to continue for another 30 to 60 days. MOTION WHITNEY AND SECOND LEE TO TERMINATE THE CONTRACT OF THE CITY MANAGER. MOTION FAILED 2-5 WHITNEY AND LEE IN FAVOR AT 7:44 PM. Public comment period closed at 7:56 pm. REPORTS AND ANNOUNCEMENTS Staff responded to inquiries from council members regarding financial reports, wireless franchise agreement, Medina Days Committee, and animal enforcement ticket issued in Medina Park. CONSENT AGENDA MOTION NELSON AND SECOND BOYD TO ADOPT AMENDED CONSENT AGENDA AND MOTION CARRIED 7-0 AT 7:57 PM. - Approval of December 13, 2010 City -Council Regular Meeting Minutes - Approval of December, 2010 Check Register Claim checks numbers 51073 through 51181 in the amount of $334,257.72 payroll checks numbers 3168 through 3198 in the amount of $251,703.25. There were no voided or canceled AP or payroll checks - Ordinance Adopting 2011 Energy Code OTHER BUSINESS Proposed Change Order No. 2, City Hall Expansion and Renovation Project (7.57 pm) Dave Clark, owner's representative for city hall project, provided a status of project and a summary of proposed change order number two. MOTION DICHARRY AND SECOND BOYD TO APPROVE CHANGE ORDER NUMBER TWO FOR CITY HALL ADDITION AND RENOVATION PROJECT AND AUTHORIZE CITY MANAGER TO SIGN THE CHANGE ORDER CONTRACT. DICHARRY AMENDED MOTION TO APPROVE "CHANGE ORDER NUMBER THREE" AND BOYD SECONDED MOTION AT 8:10 PM. AMENDED MOTION CARRIED 7-0 AT 8:10 PM. 2011 Council Committee Assignments (8:12 pm) Whitney and Lee volunteered to remain on finance committee. Nelson and Boyd volunteered to stay on facilities committee. At request of council, structure of finance committee will be reviewed at council retreat. City Council Minutes January 11, 2011 Page 2 ITEM CA-1 DRAFT 2011 Regional Committee Assignments (8:17 pm) Dicharry volunteered for Eastside Transportation Partnership and to monitor Sound Transit, Whitney stepped down from Puget Sound Regional Council, Jordan will continue to attend Points' communities mayor's breakfast meetings, Boyd offered to attend Bellevue City Council meetings, and Nelson volunteered for WSDOT. 2011 Planning Commission Work Plan (8:21 pm) Grumbach and Medina Planning Commission Chair Judie O'Brien summarized proposed work plan. Phelps requested addition of property and home abandonment to first quarter of work plan. O'Brien inserted topic as number three. Nelson proposed addition of bonus structural coverage based on height in zones R20 and R30 as eighth item on work plan and offered to give a presentation to planning commission on topic. MOTION DICHARRY AND SECOND WHITNEY TO APPROVE AMENDED 2011 PLANNING COMMISSION WORK PLAN. MOTION CARRIED 7-0 AT 8:42 PM. 2011 Draft State Legislative Agenda (8:42 pm) MOTION BOYD AND SECOND DICHARRY TO ADOPT 2011 LEGISLATIVE PRIORITIES AND MOTION CARRIED 7-0 AT 8:43 PM. 2011 Budget Discussion (8:43 pm) Hanson and Adams summarized item. Hanson stated development of financial policies will be placed in priority order, and labor contracts will be determined after negotiations completed. MOTION NELSON AND SECOND DICHARRY TO DIRECT CITY MANAGER TO IMPLEMENT STATED WORK PLAN AND MOTION CARRIED 7-0 AT 9:03 PM. Council reviewed proposed amendments to 2011 annual budget. MOTION DICHARRY AND SECOND WHITNEY TO AMEND BUDGET TO REDUCE MEDINA DAYS SUPPORT FROM $7,500 TO $2,500. MOTION FAILED 4-3 DUE TO LACK OF SUPER -MAJORITY BOYD, NELSON AND PHELPS OPPOSED AT 9:16 PM. Council expressed desire to receive summary of donations and expenditures from Medina Days Committee annually. MOTION PHELPS AND SECOND LEE TO REDUCE LINE ITEM FOR PUBLIC DEFENDER AND MUNICIPAL COURT NON -TRAFFIC AS PROPOSED TO MORE ACCURATELY REFLECT ACTUALS AND MOTION CARRIED 7-0 AT 9:21 PM. City Council Minutes January 11, 2011 Page 3 ITEM CA-1 DRAFT MOTION LEE AND SECOND WHITNEY FOR POLICY CHANGE WHEREBY CITY EMPLOYEES EXPENSE ACTUAL CAR MILEAGE OPPOSED TO A CAR ALLOWANCE AND PROPOSE COUNCIL PERSONNEL COMMITTEE REVIEW POLICY IMPLEMENTATION. MOTION FAILED 3-4 (BOYD, DICHARRY, JORDAN, NELSON OPPOSED) AT 9:32 PM. MOTION PHELPS AND SECOND DICHARRY TO HAVE HOURLY HELP DEDICATED TO FINANCE DIRECTOR CAPPED AT $14,000 FOR 2011. MOTION CARRIED 5-2 BOYD AND NELSON OPPOSED AT 9:43 PM. MOTION BOYD AND SECOND NELSON TO ACCEPT CHANGES LISTED IN ITEM 3-F AND MOTION CARRIED 7-0 AT 9:45 PM. MOTION BOYD AND SECOND NELSON TO ACCEPT AMENDMENT LISTED IN ITEM 3-G AND MOTION CARRIED 7-0 AT 9:46 PM. MOTION PHELPS AND SECOND WHITNEY TO ELIMINATE RATES LISTED IN ITEM 3-H AND MOTION CARRIED 5-2 BOYD AND NELSON OPPOSED AT 9:46 PM. 3F: Postpone purchase of new police vehicle, resulting in an increase to repair and maintenance for autos and reduce funding of travel and training expense. Debit Repair & Maintenance —Autos BARS 001-000-000-521-20-48-10 $ 10,000. Credit Travel & Training BARS 00 1 -000-000-521-20-43-00 ($ 4, 000.) Credit Automobiles BARS 001-000-000-521-20-64-50 ($ 45, 280.) 3G: Either renegotiate the consultant contract or reduce hours based on current contract. Credit Professional Service — EP Coordinator BARS 001-000-000-525-60-41-00 ($ 5,000.) 3H. Eliminate $1/per hour raise included in lifeguard program (estimates shown): Credit Salaries & Wages BARS 001-000-000-574-20-11-00 ($ 1,000.) Credit Overtime BARS 001-000-000-574-20-12-00 ($ 300.) 2011 Council Meeting Schedule and Retreat (9:50 pm) Council requested study sessions to occur every other month in 2011 and updated calendar be presented in February. Retreat date tentatively scheduled for Monday, March 28. Call for Bids: Northeast 12 Street and Lake Washington Boulevard (9:54 pm) Phelps questioned placement of lighted crosswalks and Willis responded lighted crosswalk will be installed at 88t" and a lighted crosswalk will be considered for 86t" corridor during phase two. MOTION PHELPS AND SECOND NELSON TO AUTHORIZE CALL FOR BIDS FOR PHASE ONE OF NORTHEAST 12 STREET AND LAKE WASHINGTON BOULEVARD TRAFFIC SAFETY IMPROVEMENT PROJECT. MOTION CARRIED 7-0 AT 9:58 PM. City Council Minutes January 11, 2011 Page 4 ITEM CA-1 DRAFT Snohomish County Jail Contract (9:58 pm) Yourkoski responded to questions from council member Whitney. MOTION NELSON AND SECOND DICHARRY TO DIRECT CITY MANAGER TO ACCEPT CONTRACT. MOTION CARRIED 7-0 AT 10:04 PM. Council Agenda Calendar (10:04 pm) Council agreed to cancel its regular meeting of Monday, February 14, 2011 and reschedule it to Tuesday, February 15, 2011. Mayor called for a break at 10:07 pm and called the meeting back to order at 10:15 pm. EXECUTIVE SESSION Council recessed into executive session at 10:15 pm for an estimated time of twenty minutes, pursuant to RCW 42.30.110 (1)(g) to review the performance of a public employee; city council members Boyd, Dicharry, Jordan, Lee, Nelson, Phelps, and Whitney, and city attorney were present. Council extended executive session seven minutes at 10:35 pm. Executive session adjourned and council resumed its meeting at 10:42 pm. ADJOURNMENT MOTION NELSON AND SECOND BOYD TO ADJOURN THE JANUARY 11, 2011 SPECIAL MEETING AND MOTION CARRIED 7-0 AT 10:43 PM. The January 11, 2011 Special Meeting of the Medina City Council adjourned at 10:43 pm. The Medina City Council will hold its next meeting on Tuesday, February 15, 2011, at 6:30 pm. Bret Jordan, Mayor Attest: Rachel Baker, City Clerk City Council Minutes January 11, 2011 Page 5 ITEM CA-2 DRAFT MEDINA CITY COUNCIL SPECIAL MEETING MINUTES St. Thomas Church, Music Room 8398 Northeast 12 Street, Medina Wednesday, February 2, 2011; 3:30 pm CALL TO ORDER Mayor Bret Jordan called the February 2, 2011 Special Meeting of the Medina City Council to order at 3:31 pm. ROLL CALL Patrick Boyd, Doug Dicharry, Bret Jordan, Janie Lee, Mark Nelson, Katie Phelps, and Shawn Whitney EXECUTIVE SESSION The Medina City Council recessed into executive session at 3:31 pm pursuant to RCW 42.30.110 (1)(i) 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. City council members Boyd, Dicharry, Jordan, Lee, Nelson, Phelps, and Whitney were present. City manager Hanson, city clerk Baker, city attorney Disend, attorney Mike Bolasina, Stafford Frey Cooper, and Dave Clark, principal of David A. Clark Architects, PLLC, were present. No action was taken and matter concluded at 3:38 pm. At 3:38 pm discussion of a second item, pursuant to RCW 42.30.110 (1)(i) 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, ensued. City council members Boyd, Dicharry, Jordan, Lee, Nelson, Phelps, and Whitney were present. City manager Hanson, city clerk Baker, city attorney Disend, and attorney Mike Bolasina, Stafford Frey Cooper were present. No action was taken and matter concluded at 6:16 pm. Executive session adjourned and council resumed special meeting at 6:16 pm. ADJOURNMENT MOTION BOYD AND SECOND DICHARRY TO ADJOURN THE FEBRUARY 2, 2011 SPECIAL MEETING OF THE MEDINA CITY COUNCIL. MOTION CARRIED 7-0 AT 6:16 PM. The February 2, 2011, Special Meeting of the Medina City Council adjourned at 6:16 pm. The Medina City Council will hold its next meeting Tuesday, February 15, 2011, at 6:30 pm in the Commons Room at St. Thomas School, 8300 Northeast 12 Street, Medina. Bret Jordan, Mayor Attest: Rachel Baker, City Clerk MEDINA CITY COUNCIL SPECIAL MEETING MINUTES St. Thomas Church, Conference Room 8398 Northeast 12 Street, Medina Thursday, February 10, 2011; 3:00 pm CALL TO ORDER ITEM CA-3 DRAFT Mayor Bret Jordan called the February 10, 2011 Special Meeting of the Medina City Council to order at 3:05 pm. ROLL CALL Patrick Boyd, Doug Dicharry, Bret Jordan, Janie Lee, Mark Nelson, Katie Phelps, and Shawn Whitney EXECUTIVE SESSION The Medina City Council recessed into executive session at 3:05 pm pursuant to RCW 42.30.110 (1)(i) 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. City council members Boyd, Dicharry, Jordan, Lee, Nelson, Phelps, and Whitney were present. City manager Hanson, city clerk Baker, city attorney Michael Kenyon, and attorney Stephanie Alexander, Michael and Alexander, PLLC, were present. Alexander, Baker and Hanson were excused from meeting at 5 pm. Executive session adjourned and council resumed special meeting at 5:22 pm. Kenyon answered questions from council pertaining to insurance pool rate calculations and council quorum at a meeting of the hearing examiner. ADJOURNMENT MOTION BOYD AND SECOND DICHARRY TO ADJOURN THE FEBRUARY 10, 2011 SPECIAL MEETING OF THE MEDINA CITY COUNCIL. MOTION CARRIED 7-0 AT 5:37 PM. The February 10, 2011, Special Meeting of the Medina City Council adjourned at 5:37 pm. The Medina City Council will hold its next meeting Tuesday, February 15, 2011, at 6:30 pm in the Commons Room at St. Thomas School, 8300 Northeast 12 Street, Medina. Bret Jordan, Mayor Attest: Rachel Baker, City Clerk ITEM CA-4 CITY OF MEDINA February 15, 2011 To: Mayor and City Council From: Nancy Adams, Director of Finance Re: January 2011 Finance Report The January 2011 Financial Reports include: • January 2011 Revenue & Expense Summary • January 2011 Monthly Revenue Report • January 2011 Monthly Expense Report • January 2011 AP Register Activity Detail Revenue: REET: We received $253,000 in Real Estate Excise Tax (REET) during the month of January. $225,000 of that was received into REET 1 directly to the WA State Investment Account. 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C i \ N O O ._ a D° p w o o 0 0 u o 0 0 o 0 o 0 0 0o w w o 0 0 0 0 o .1 op o0 op I(l w a N N N a q v OD I� v Ol v Ol e N N N ul ul ul vl N cO OOD pvp tD M N ry eN-. ti N .4 w ei ID Vl N si fJl Ol Ol e-1 Vl VI Vl V Il) to N T .-I Ll w OD w Ill T N N Vl 6 d o 0 0 0 o d 0 0 0 o d 4$ $ o 0 0 0 0 0 0 0 0 0 0 0 0 0 d o 0 0 o 0 0 0 0 0 o d o u o$ o 0 0 0 o 0 0 ti Q O pp pp 0 pp .-i .=i o O .ti rl O 0 0 O 4mo T IT U c O_ c O � ti y U N O V M C C C C A Q 1 u N N u_ O= G �J ' J W u O 0 0 0 J O � C O Z �•' -p in 0 O O a O 0 w� a v`>•i o 0 0 lmo .my ID J1 'Z CY O 'J w N N N w `Oi o o L 3 rn w ID D p c °o lb lo _ rn 0 w w 0 N n N ITEM CA-5 CITY OF MEDINA February 7, 2011 To: Mayor and City Council From: Nancy Adams, Director of Finance Re: Finance Report — 2010 Final Year End Reporting 2010 Year End is now complete. The last check run, referred to as the "13`" Month" was completed in January and pasted into 12/31/2010. The total amount of 2010 Invoices was $195K, and was distributed to the following funds: General Fund $47K Street Fund $18K Capital Fund $130K I have included 2 Year End Reports in response to questions from individual Council Members: 1) 2010 Year End Fund Balances Report — This report provides a view of 2010 Actual vs. 2010 Budget, with subtotals for Revenue and Expense, and provides the Fund Balance Impacts during the year for each fund. • General Fund Balance came in at a ($789K) impact vs. a budgeted impact of ($769K). • Capital Fund Balance came in at a $12K positive impact vs. a budgeted negative impact of $(1.1 M). This is due to the City Hall Project costs being carried forward to 2011. • 631 Non Revenue Trust Fund is not budgeted, however is reported at Year End for Cash Reporting Purposes. • Total ALL Funds: We have $5.7M in Cash & Investment Pool Funds as of 12/31/2010. This is the same as our Ending Balance in Total ALL Funds. In 2010 we incurred Total Fund Balance Impacts of ($691 K). • We do not want Fund Balances to be depleted going forward. Council and Staff have worked together during the 2011 Planning Process to implement corrective actions to increase the General Fund Revenue Budget and decrease General Fund Expense Budget for the 2011 Plan Year. 2) 2010 Cash Report by Fund — This report provides the Cash Activity Balances by Fund from 1/1/2010 (Beginning Fund Balances), to 12/31/2010 (Ending Fund Balances). The report ties to the Investment Pool Statements and Cash in the Bank as of 12/31/2010. City Hall Project: For the period of January — December 2010, Finance has processed 94 invoices totaling $496K. Audit: The Auditors conducted their Audit Exit Interview on 1/31/2011. There were no findings and previous year recommendations were resolved. 2010 YEAR END FUND BALANCES FINAL ITEM CA-5 Beginning Fund Balance: 11112010 $ 2,324,925 $ 2,324,925 Revenue $ 4,482,868 $ 4,870,271 Expense $ 4,725,358 $ 5,092,803 Rev - Exp = Net $ (242,490) $ (242,490) $ (222,532) $ (222,532) Operating Transfers Out $ (546,762) $ (546,762) Ending Fund Balance: 1213112010 $ 1,535,673 $ 1,555,631 Fund Balance Impact. $ 789,252 $ 769,294 L El Beginning Fund Balance: 11112010 $ 5,748 $ 5,748 Revenue $ - $ _ Expense $ 113,814 $ 118,762 Rev - Exp = Net $ (113,814) $ (113,814) $ (118,762) $ (118,762) Operating Transfers In $ 118,762 $ 118,762 Ending Fund Balance: 1213112010 $ 10,696 $ 5,748 Fund Balance Impact. $ 4,948 $ - L: rio-on-i's WOW Beginning Fund Balance: 11112010 $ 93,420 $ 93,420 Revenue $ 64,330 $ 112,200 Expense $ 354,495 $ 442,711 Rev - Exp = Net $ (290,165) $ (290,165) $ (330,511) $ (330,511) Operating Transfers In $ 328,000 $ 328,000 Ending Fund Balance: 1213112010 $ 131,255 $ 90,908 Fund Balance Impact: $ 37,835 $ 2,512) } M Beginning Fund Balance: 11112010 $ 2,276,380 $ 2,276,380 Revenue $ - $ _ Expense $ - $ _ Rev - Exp = Net $ - $ _ $ _ $ - Operating Transfers In/Out $ - $ _ Ending Fund Balance: IV3112010 $ 2,276,380 $ 2,276,380 Fund Balance Impact: $ - $ - 2010 YEAR END FUND BALANCES FINAL ITEM CA-5 Beginning Fund Balance: 11112010 $ 23,770 $ 23,770 Revenue $ 1,082 $ - Expense $ 178 $ 15,000 Rev - Exp = Net $ 904 $ 904 $ (15,000) $ (15,000) Operating Transfers In/Out $ - $ _ Ending Fund Balance: 1213112010 $ 24,674 $ 8,770 Fund Balance Im act: $ 904 $ 15,000 ixl u{ '* J �5. },:imp. 'p. Beginning Fund Balance: 11112010 $ 1,538,867 $ 1,538,867 Revenue $ 438,661 $ 518,647 Expense $ 526,442 $ 1,753,583 Rev - Exp = Net $ (87,781) $ (87,781) $ (1,234,936) $ (1,234,936) Operating Transfers In $ 100,000 $ 100,000 Ending Fund Balance: 1213112010 $ 1,551,086 $ 403,932 Fund Balance lm act. $ 12,219 $ (1,134,935) aij "AIAL.NEW s Beginning Fund Balance: 11112010 $ 149,572 $ - Revenue (Cash Receipts -Clearing) $ 118,798 $ - Expense (Payments - Clearing) $ 76,562 $ - Rev - Exp = Net $ 42,236 $ 42,236 $ - $ - Operating Transfers In/Out $ - $ _ Ending Fund Balance: 1213112010 $ 191,808 $ - Fund Balance Impact: $ 42,236 $ - Beginning Fund Balance: 11112010 $ 6,412,682 $ 6,263,110 Revenue $ 5,105,738 $ 5,501,118 Expense $ 5,796,849 $ 7,422,859 Rev - Exp = Net $ (691,111) $ (691,111) $ (1,921,741) $ (1,921,741) Operating Transfers In $ 546,762 $ 546,762 Operating Transfers (Out) $ (546,762) $ (546,762) Ending Fund Balance: 12/31/2010 $ 5,721,571 $ 4,341,369 Fund Balance Impact. $ 691,111 $ (1,921,741 Cash Report by Fund 1/1/2010-12/31/2010 Cash Activity In Report 2010 - December Fiscal Totals ITEM CA-5 001 General Fund 232 2' $4,488,453 $0 $0 $6,813,377 100 Equipment Replacement Fund $ 7II# $287 $0 $118,762 $124,796 101 City Street Fund';,41� $64,330 $0 $328,000 $485,749 102 Reserve Fund 276'38a $0 $0 $0 $2,276,380 103 Tree Fund.,? $1,082 $0 $0 $24,852 307 Capital Projects Fund ttt;538 $6f; $438,661 $0 $100,000 $2,077,528 631 NonRevenue Trust Funds9,5Y $118,798 $0 $0 $268,370 Investment Pool ($6„,(tt40); $0 $1,950,000 $0 ($4,370,430) Cash in Bank 2 2 $5,111,609 $1,950,000 $546,762 $7,700,623 Total Invest/Cash (Beg) Cash Activity Out Report 2010 - December Fiscal Totals eSCottOtl� AC,401* #- ., "'" ' irans�vs` FICA, '. 001 General Fund $0 $546,762 $4,730,943 $5,277,705 $trSST± 100 Equipment Replacement Fund $0 $0 $114,101 $114,101 101 City Street Fund $0 $0 $354,495 $354,4955' 102 Reserve Fund $0 $0 $0 103 Tree Fund $0 $0 $178 $178 307 Capital Projects Fund $0 $0 $526,442 $526,442_,(" 631 NonRevenue Trust Funds $0 $0 $76,562 $76,562$,$ Investment Pool $1,199,959 $0 $0 $1,199,959 (5�= $1,199,959 $546,762 $5,802,720 $7,549,441 Cash in Bank}, Total Invest/Cash (End) „``Z M N M M M a0 W N- O M �y OD O M N N- r M O V CD C.t O W O M N• O O O V W (o V O M O OD Ol O V' (O O M N- w to (o O O O .- O v O t0 N N M N r O In (O "1 a0 In N M 4 O o O N et N V3 M 111 a0 r' M M O to 0 o O o C /f1 !f> o W@ 01 m w N V M V' N• M O M a0 w o0 0 0 (D M O r M U] (o V V N N N• T W to M w V Ln n i M M o 0 a0 N V O M w IOo oOD O UI V '- M M M N M M W V M O ww O Q d' O Qi W N W N N fo N Oi ci N of w oo N r Ef. 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W r6 r0 y0 m m Y6 v1 QI c c c c c c c c c C C c Q 0 0 0 O O O Q > > > > > > > > > > > > -a a Q a Q m m 0 m m aaaaaaaaaaaa Q L]0� O d zQ:2:2:2 aaQaa N N N N N N N N N N N N i6 y6 2 O N N N N N N N N N (0 N N (n (n (0 (n 0 a 3 a as n aaaaaaa as �' `n �' �' < m CL c m m m m m m m m m m m a �c a Q Q Q a Q m 4)i >(nin(7�in(i�cninci�ininin(n�� tO r• CO O O N N M d' In fD N E C .c W cr W N O MNo0000CA0 V V V V V m D O U LO 00 CD E N oI0 000 000 CID OID W �N.. N N r- N LO J 3 r• N N N N N N CoIII0 CID CID CIO W W G' O 0 00000000e00000lr.r,.r.I a z V CD CD(D o to O r• r• r� r• I O c C co o U O a •- O �vvvvvvvvvvvv Q> 'Nr _ = p O N 0 N a o Y am p C N Lo M O LO co w M1 � W O 07 oo W -j W O W U to O O O O m o .-i m ID Medina City Council Meeting Tuesday, February 15, 2011 AGENDA BILL ITEM CA-6 Subject: Public Safety Testing Contract Category: ® Consent ❑ Ordinance El Public Hearing 9 ❑ City Council Business ❑ Resolution ❑ Other — Discussion Prepared_ y:� Dan Yourkdski, Acting Police Chief Summary This contract is with the private agency that does the majority of the testing in our area for police officer applicants. The Medina Police Department has utilized this service for the last several years. This service provides a pool of qualified applicants from around the region for further screening as potential future Medina Police Officers for current and future unfilled positions. The three year contract allows us to keep the cost of this service at the same level as it currently is and there is always a demand on the Department's end for their services with the need to fill any vacancies the Department may experience. Using this agency is more cost effective than conducting the testing ourselves and provides us with a larger applicant pool. Attachment(s): 1. _Public Safety Testing Contract __Budget/Fiscal Impact:-_$540 Staff Recommendation: Approval on Consent Aqenda ity Manager Proposed Council Motion: ITEM CA-6 qb Public Safety Testing MEMORANDUM DATE: December 20, 2010 TO: City of Medina FROM: Jon Walter SUBJECT: Agreement Renewal I want to thank you for the opportunity to be of service over the past 9 years to provide recruiting assistance, application processing, and written & physical ability testing for your police officer applicants. Your current subscriber agreement for testing expires soon. We hope that your experience with Public Safety Testing has led to the decision to renew your Agreement. I have enclosed two original and signed copies of our current Agreement for your review (if acceptable, please return one fully executed copy to our office). Please note that with a three-year renewal, there is no fee increase and your rates remain the same. We are fully aware of the current economic climate and the restraints imposed on local governments. A three year renewal also protects against future fee increases and provides long-term budgeting figures. There is also significant value in always having a current and up-to-date list when hiring opportunities do occur. If your decision is not to renew (which we very much hope it is not), please kindly notify us at your earliest convenience as we will need to deactivate your agency on our website and notify any candidates that have signed up to test for your agency. Please don't hesitate to contact me for any reason. We truly appreciate the opportunity to be of service and look forward to a continued and long-lasting relationship.. 20818 44th Ave W., Suite 160, Lynnwood, WA 98036 425.776.9615 Fax 425.776.0165 1.866.HIRE-911 www.PublicSafetyTesting.com ITEM CA-6 Public — t J I A L resting SUBSCRIBER AGREEMENT WHEREAS, Public Safety Testing, Inc. is a skilled provider of testing services to police, fire, and other public safety agencies, and WHEREAS, the subscriber public agency, either directly or through a civil service commission, tests, evaluates, ranks and hires law enforcement and/or firefighters and/or other public safety positions in the performance of its public safety functions, and WHEREAS, the subscribing public entity desires to join in a Subscriber Agreement, NOW, THEREFORE, Public Safety Testing, Inc. (the "Contractor") and the City of Medina, a municipal corporation of the state of Washington (hereinafter "Subscriber") do enter into this Subscriber Agreement under the terms and conditions set forth herein. Description of Basic Services. This Agreement begins January 1, 2011. The Contractor will provide the following services to the Subscriber: 1.1 Advertising and recruiting assistance, application processing, and administration of written examinations and physical ability tests for (check all that apply): 0 Entry-level Police Officer ❑ Lateral/Experienced Police Officer 1.2 Report to the Subscriber the scores of applicants, with all information necessary for the Subscriber to place passing applicants upon its eligibility list, and rank them relative to other candidates on appropriately constituted continuous testing eligibility lists. Contractor will report "raw" test scores to the Subscriber — no preference points will be factored into applicant scores and it is the Subscriber's responsibility to factor veteran's preference points in accordance with applicable federal and state laws. 1.3 Written examination scores will be reported to the Subscriber as a percentage score (based on 100%) and physical ability test scores will be reported as "Pass" or "Fail". ITEM CA-6 The passing score for written examinations is set by the test developer at 70%. If Subscriber requires a different passing score, please check the box below and note the required passing score: 0 Subscriber's passing score is: _% 1.4 Appear in any administrative or civil service proceeding in order to testify to and provide any and all necessary information to document the validity of the testing process, to participate in the defense of any testing process conducted by the Contractor pursuant to this Agreement and to otherwise provide any information necessary to the Subscriber to evaluate challenges to or appeals from the testing process. The Contractor shall appear without additional charge. The Subscriber shall pay the reasonable cost of travel and appearance for any expert witness deemed necessary by the Subscriber to validate the testing process, including but not limited to, representatives of any company which holds the copyright to any testing material and whose testimony or appearance is deemed necessary to validate the process. Provided, however, Contractor shall not be required to appear at its cost nor to defend in any administrative or court proceeding arising from our out of a claim or challenge relating to Subscriber's use of other testing process(es) or out of Subscriber's attempt to establish multiple or blended eligibility lists for the same position based in whole or in part on other testing process(es). "Other testing process(es)" means any test or testing process other than those provided by the Contractor under this Agreement. 1.5 Term & Fees. The Subscriber elects (select all that apply): C1 A one-year subscription at the following rates: El Police Officer (entry Wor lateral) testing at $700 El A three-year subscription at the following rates: El Police Officer (entry Wor lateral) testing at $540 annually 1.6 Payment. Subscriber shall pay an amount equal to twenty-five percent (25%) of the annual fee set forth above quarterly for services rendered in the previous quarter and for basic services including but not limited to, software relating to online application, advertising formats, previously advertised scheduling of test dates, model civil service rules, testing systems, as well as ongoing testing and recruitment, and any and all other work developed at the cost of the Contractor prior to or contemporaneous with the execution of this Agreement. Payment shall be made within 45 days of receipt of invoice. 2. Additional Services. In addition to the services provided under this Agreement, the Subscriber may, at its sole discretion, elect to purchase additional services from the Contractor. Such services shall be requested by and contracted for pursuant to separate written agreement. Subscriber Agreement Page 2 of Public Safety Testing, Inc. Go, of Medina, WA ITEM CA-6 3. Acknowledgements of Subscriber. The Subscriber understands and acknowledges, and specifically consents to the following stipulations and provisions: 3.1 Because applicable civil service law prohibits having multiple eligibility lists for the same class of hires, this Agreement is an exclusive agreement for these' services. 3.2 The written and physical agility scores of any applicant shall be valid for 15` months from the date of certification by the Contractor or 12 months from the date of placement upon the Subscriber's eligibility list, whichever first occurs, following the report of the Contractor, and rules compatible with continuous testing shall be adopted- The Subscriber shall review its applicable hiring processes, advertisements, personnel policies and civil service rules (as applicable) to ensure compliance with the provisions of this Agreement. 3.3 An applicant may, in addition to the Subscriber's eligibility list, elect to have his/her score reported to and subject to placement on the eligibility list of any other Subscriber. frothing in this Agreement shall be interpreted to prohibit the use of an applicants' score for consideration in or processing through any other subscriber's hiring and/or civil service eligibility process. The Subscriber agrees that it an applicant is hired by another agency through this service, the applicant's name shall be removed from Subscriber's eligibility list. 3.4 The Subscriber specifically understands and acknowledges that the Contractor may charge a reasonable application fee from any and all applicants. 3.5 The Subscriber is encouraged to and may also conduct advertising as it deems necessary to support/enhance recruiting efforts. The Subscriber shall link PublicSafetyTesting.com on its agency's website, if it so maintains one. 36 Public Safety Testing views recruiting as a partnership with the Subscriber. The Subscriber agrees to actively participate in recruiting efforts for positions within the Subscriber agency. 3.7 The Subscriber agrees to keep the Contractor up-to-date as to the agency's hiring status, minimum and special requirements, all information appearing on the agency's PST website profile and the names of any candidates hired through these services. 4. Testing, Standard and Warranty of Fitness for Use. All testing services conducted under this Agreement shall be undertaken in accordance with the provisions of the Washington State Civil Service Statutes, Chapter 41.08 and 41.12 RCW, or the terms of other applicable statute as the Subscriber shall notify the Contractor that the Subscriber must meet. Tests shall also be conducted in accordance with the general standards established by the Subscriber; the Subscriber shall be responsible for notifying the Contractor of any unusual or special process or limitation. The test utilized, the proctoring of the test and any and all other services attendant to or necessary to provide a valid passing or failing score to the Subscriber Subscriber Agreement Page .3 of S Public SafetyTesting, Inc. City of Medina, WA ITEM CA-6 shall be conducted in accordance with generally accepted practice in the human resources, Civil Service and Public Safety Testing ommunity. The Subscriber may monitor the actions and operations of the Contract r at any time. The Contractor shall maintain complete written records of its prose ures and the Subscriber may, on reasonable request, review such records during re ular business hours. Any and all written materials, and the standards for physical fitness testing utilized, shall comply with all applicable copyrights and laws. The Contractor expressly agrees and warrants that all tests and written materials utilized have been acquired by the Contractor in accordance with the appropriate copyright agreements and laws and that it has a valid right to use and administer any written materials and tests in accordance with such agreements and laws. If Subscriber uses or authorizes the use of other testing process(es) this warranty shall be null and void. 5. Independent Contractor. The Contractor is an independent contractor. Any and all agents, employees or contractors of the Contractor,, shall have such relation only with the Contractor. Nothing herein shall be interpreted to create an employment, agency or contractual relationship between the Sul scriber and any employee, agent or sub -contractor of the Contractor. 6. Indemnity and Hold Harmless. The parties agree and hold harmless each other, their officers, agents and employees in accordance with the following provisions: 6.1 The Contractor shall indemnify and hold harmless the Subscriber, its employees and agents from any and all costst claims or liability arising from;. 6.1.1 Violation of any copyright agreement o� statute relating to the use and administration of the tests or other written materials herein provided for; 6.1.2 Any cost, claim or liability arising from or out of the claims of an employee, agent or sub -contractor tot , e end that the Contractor shall be an independent Contractor and the Subscriber shall be relieved of any and all claims arising from or relating to such employment relationships or contracts between the Contractor and third parties; 6.1 3 The alleged negligent or tortious act of lthe Contractor in the provision of services under this Agreement. 6.1.4 This inderrinity shall not apply to any administrative or court proceeding arising from or out of any process in which the Subscriber has utilized or authorized other testing process(es). 6.2 The Subscriber shall indemnify and hold harrr less the Contractor, its officers, agents and employees from any and all cost, -laim or liability arising from or out of the alleged negligent or tortious act of the Subscriber'in the provision of services hereunder. SubscriberAgreement Page 4 of 5 Public Safety Testing, [tic. City of Medina, WA ITEM CA-6 7. Termination. This Agreement terminates on December 31, 201 . The Contractor and the Subscriber may withdraw from this Agreement at any time for any reason with 90 days written notice, provided, however, that the provisions of paragraphs 1.4, 4, 5 and 6 shall remain in full force and effect following the termination of this Agreement with respect to, and continuing for so long as any applicant tested by the Contractor remains on the eligibility list of the Subscriber. 7.1 If the Subscriber elects to terminate this Agreement prior to the termination date specified in section 7, Subscriber shall pay the Contractor an early termination fee. The purpose of this early termination fee is to cover the direct and indirect costs of refunding and or rescheduling applicants that had signed up to test for the Subscriber. The early termination fee is one-third (33%) of the annual subscriber fee as noted in Section 1.5 of this Agreement. The early termination fee is in addition to any other fees agreed to by this Agreement. 8. Entire Agreement, Amendment. This is the entire Agreement between the parties. Any prior agreement, written or oral, shall be deemed merged with its provisions. This Agreement shall not be amended, except in writing, at the express written consent of the parties hereto. This Agreement is dated this CITY OF MEDINA, WA day of 1 20 U91Ql By: By: Print: Print: Its: Its: Contact: Address: City/State: Telephone: President Jon Walters 20818 — 44h Ave. W. Suite 160 Lynnwood, WA 98036 425.776.9615 Subscriber Agreement Page 5 of 5 Public Safety Testing, Inc. City of Medina, WA Medina City Council Meeting Tuesday, February 15, 2011 AGENDA BILL ITEM CA-7 Subject: Amendment to King County Jail Contract Category: ® Consent ❑ Ordinance El Public Hearing 9 ❑ City Council Business ❑ Resolution ❑ Other — Discussion Prepared By: Dan Yourkoski, Actinq Police Chief Summary King County has changed the way they calculate both the booking fee and daily maintenance fee associated with the King County Jail. The change in calculation will result in a reduction in the amount the City of Medina is charged. The change will result in a reduction of $50 in the booking fee from the previously contracted amount and a reduction of $10 a day in the maintenance fee. With the recent approval of other Jail contracts our reliance on King County has decreased. They are however the closest facility that will take any subject regardless of medical condition and it is imperative this option remain available. The proposed changes will result in a cost savings for the City for 2011. Attachments: KING COUNTY JAIL CONTRACT AMENDMENT Budget/Fiscal Impact:_.____ ___._ _._.._.__ ____.____..__ ----- Staff Recommendation: Apprpval on Consent Agenda City Manager A royal: ; Proposed Council Motion: N/A ITE� CALF k-9 King County t King County Executive n 401 Fifth Avenue, suite Soo Seattle, WA 98104-1818 i 206-263-9600 Fax 206-296-0194 M Relay: 711 www, ki ngcounty.gov The Honorable Bob Ferguson �11 September 16, 2010 Chair, King County Council - Room 1200 COURTHOUSE Dear Councilmember Ferguson: Earlier this year, the County and 24 cities approved a jail services interlocal agreement (JSA) that established anew jail fee structure and methodology for calculating fees. The 2011 jail services fees calculated based on this new methodology unexpectedly resulted in substantial increases in fees for 2011 as compared to 2010. In response, the County engaged with the cities on the Jail Advisory Group (JAG) to quickly develop a short-term modification to the 2011 fee -setting methodology that would result in lowering the 2011 increases in most jail services fees by between 40 percent and 60 percent. With this letter, I am transmitting an ordinance that will amend the adopted JSA to incorporate this modification to the fee -setting methodology for 2011 only. The County and JAG have also agreed to work on longer -term solutions for fees for 2012 and beyond that address the need for predictability, affordability, and fair sharing of costs. Council adoption of this proposed ordinance will support these and other ongoing efforts by the County to forge a partnership with the cities regarding both the near -term provision of jail beds and the effective management of jail population and capacity over the long term. 2011 Fee Methodology The JSA requires resetting the jail service fees every two years. For 2011, the methodology involves dividing the 2009 actual jail costs by the 2009 actual jail population to derive each of the jail service fees. These base calculations then are increased by inflation rates established in the JSA to arrive at 2011 fees. Following this methodology, the Department of Adult and Juvenile Detention (DAJD) calculated the preliminary jail services fees for 2011 and discovered substantial increases over 2010. DAJD moved quickly to discuss these increases with the JAG, Based on these discussions, it became evident that a major factor driving the fee increases was the unanticipated sharp decline in jail population in 2008 and 2009. The cities and DAJD also discussed steps taken to manage jail costs in response to this decline and the increasing complexity of the jail population. King County is an Equal Opportunity/Affirmative Action Employer and complies will: the Americans with Disabilities Act ITEM CA-7 The Honorable Bob Ferguson September 16, 2010',. Page 2 Two -Step Approach for Moving Forward With budget deadlines approaching for 2011, as a first step the County worked with the JAG to develop a modification to the JSA's 2011 fee -setting methodology. To lessen the impact of the unanticipated sharp decline in the 2009 jail population on 2011 jail fees, the proposed modification is to use a three-year average of j ail population (2007-2009) instead of one year (2009) as required in the adopted JSA. The County and the JAG also propose reducing the JSA's 2011 inflation rates for the fees. Specifically, the attached ordinance would make the following two technical modifications to the 2011 fee -setting methodology in the adopted JSA; 1. Substitutes actual 2009 jail population with the average of the actual jail population for three years - 2007, 2008, and 2009. 2. Decreases the annual inflation rates applied to the fees for 2011 from 5 percent (non- medical) and 6.5 percent (medical) to 3 percent (non -medical) and 5 percent (medical). The following chart shows the 2011 jail services fees under the adopted JSA and the 2011 fees under the proposed modifications to the fee -setting methodology. It also shows how the fee structure under the 2002 JSA compares to the current adopted JSA that went into effect mid- year 2010. 2010 and 2011 Jail Services Fees Under 2002 JSA, 2010 JSA, and with Proposed Modifications Description 2010 Fees Jan - Oct (2002 JSA)* 2010 Fees Nov -- Dec (2010 JSA)* 2011 Fees (2010 JSA, as adopted) 2011 Fees (2010 JSA, with proposed modifications Daily Maintenance Charge $122.24 $110.52 $129.60 $119.62 Standard Booking Fee $233.58 $341.82 $430.21 $380.21 Reduced Booking Fee NA $288.93 $354.14 $313.74, Work/Education Release $122.24 $83.17 $82.86 $80.19 Surcharges": Infirmary Care NA $160.89 $213.85 $182.86 Psychiatric Care NA $65.90 $70.13 $68.57 Acute Psychiatric Housing (including Psychiatric Care NA $220.54 $259.58 $240.92 1 on 1 Guarding - Hourly Rate per Officer NA $54.95 $57.42 $56.33 *Note that the fees for the 2010 JSA went into effect on different dates. The above chart reflects the dates for all cities except the City of Seattle, The new 2010 fees went into effect on June I st for the City of Seattle. **Surcharges are added to the Daily Maintenance Charge for inmates in specialized care. ITEM CA-7 The Honorable Bob Ferguson September 16, 2010 Page 3 Even with adoption of the proposed ordinance, without further modification to the JSA substantial increases in fees will occur in 2012. 'Therefore, the second step in our approach is to resume discussions with the JAG in the near future to consider solutions for 2012 and beyond. In addition to addressing the issue of 2012 fee increases, these upcoming discussions are an opportunity to build on the progress made in 2010 to address the 2011 rates and to develop a cooperative approach to jail planning and management across the region. On May 13t', I was joined by leaders from cities and the King County Council to announce a proposed framework that includes launching a regional jail planning and management group and providing County beds to cities through 2020, thereby ending the siting process that had been underway by the North/East cities (NEC) for a new misdemeanant jail in the northern half of the county. The vision underlying our progress in 2010 is that, through strong cooperation among entities operating jails and cities contracting for jail beds, we can together meet this region's jail needs far into the future.. I believe the County can play a vital role in this fixture, but to do so requires developing with our partners approaches that provide for greater predictability of fees and capacity into the future, along with the fair sharing of risks and costs. We need to work with the County Council and the cities to review our fee structure and remain an affordable and accessible resource for the region. Changes in the County's Jail Population Since the sharp decline in jail population in 2008 and 2009 is the major factor leading to the increase in 2011 fees under the current JSA, I want to take this opportunity to highlight in more detail these changes in the jail population and the steps we are taking to respond to those changes and reduce costs, while maintaining a safe and secure facility. In 2007, a nationally -renowned detention population forecasting expert, assisted by local criminal justice officials, predicted a continued steady increase in the County's jail population. The steep and sudden drop in the jail population in 2008 and 2009 came as a surprise to experts and policy makers. Once it became apparent the drop in population was persisting, this change brought an unexpected and welcome benefit. It- suggests that the County will have capacity through 2020 to support a portion of the projected jail needs of the Nor&Tast Cities (NEC) from 2017-2020. As noted above, this contributed to the NEC ending the process for siting and building a new misdemeanant jail in the northern half of the county. The other consequence of the sudden drop in the jail population was its impact on jail costs. As the jail population dropped in 2008 and late 2009, DAJD responded by closing the equivalent of six housing units, and the County saved $1.8 million in its 2010 budget for adult secure detention by keeping 22 jobs vacant. However, these reductions were offset by several cost pressures: ■ Like other County agencies, DAJD has had inflationary cost increases. These include salary -related increases and certain supplies and service increases. • DAJD has also faced increases in operating demands outside of the housing units, with attendant increases in costs. These include increases in hospital guarding, ITEM CA-7 The Honorable Bob Ferguson September 16, 2010 Page 4 implementation of the Department of Justice recommendations under the County's Settlement Agreement with them, and increases in special populations, such as inmates in psychiatric and acute medical housing. Similar to the experience of other criminal justice agencies, as .DAJD deals with a more complex population, the housing of inmates and the maintenance of a safe facility for both inmates and employees becomes more challenging. This change to a more complex population has limited DAJD's ability to close as many housing units and still maintain a safe and secure facility as the decline in the jail population might suggest. Given the County's financial challenges, DAJD along with other County agencies has been examining ways to reduce costs.. For DAJD, any cost reductions must be consistent with the priority in the King County Strategic Plan to "operate secure and humane detention facilities," which includes taking into account the increasing complexity of the jail population. DAJD must also be able to respond to the needs of the courts, law enforcement, and other criminal justice partners. Later this month, I will transmit my proposed 2011 budget which will include difficult but necessary measures to reduce DAJD's costs consistent with these priorities. The King County Strategic Plan also calls for maintaining "adequate levels of secure detention for violent and repeat offenders." Accomplishing this priority for our region in a manner that limits the burden on taxpayers requires cooperation across all of our partners — those who operate jails and those who contract for them. The County and cities have taken important strides towards this end in 2010 and I look forward to working with the Council in sh wing the County's role into the fixture. As the next step in continuing this work, I urge your*support for the attached ordinance. If you have any questions, please contact Hikari Tamura, Acting Director, Department of Adult and Juvenile Detention, at 206-296-1268. Sincerely, Dow Constantine King County Executive Enclosures cc: King County Councilmembers ATTN: Tom Bristow, Chief of Staff Anne Noris, Clerk of the Council Hikari Tamura, Acting Director, Department of Adult and Juvenile Detention (DAJD) Carrie Cihak, Strategic Initiatives Director, King County Executive's Office (KCEO) Gail Stone, Law and Justice Policy Advisor, KCEO Dwight Dively, Director, Office of Management and Budget (OMB) and Office of Strategic Planning and Performance Management (OSPPM) Michael Gedeon, Supervising Senior Policy Analyst, OSPPM ITEM CA-7 FISCAL NOTE Ordinance/Motion No. Title: Jail Services Agreement Revised Rates Amendment Affected Agency and/or Agencies: Department of Adult & Juvenile Detention Note Prepared By: Ja Anne Fox Note Reviewed By: Krista Carnenzind Impact of the above legislation on the fiscal affairs of King County is estimated to be: Revenues to: General Fund, De artment 0910 2010 Adopted 2 Preliminary 2011' Proposed 2011 Final' Seattle 11,664,372 14,165,079 13,606,272 Suburban Cities 5,650,406 7,239,120 6,890,398 Total 17,314,778 21,404,199 20,396,670 Fees 2010 Ado ted2' Preliminary 2011' Proposed 2011 Final' Daily Maintenance $122.24 / $110.52 $129.60 $1 19.62 Standard Booking $233.58 / $341.82 $430.21 $380.21 Reduced Booking $233.58 / $288.93 $354.14 $313.74 Work/Education Release $122.24 / $83.17 $82.86 $80.19 Surcharges: Infirmary Care NA / $160.89 $213,85 $182.86 Psychiatric Care NA / $05.90 $70.13 $68.57 Acute Psychiatric- Care NA / $220.54 $259.58 $240.92 1 on 1 Hospital Guardin NA / $54.95 $57.42 $56.33 As m'ptions: Preliminary 2011 rates are based on the rate model in the 2009 Jail Services Extension Agreement that 1 was transmitted earlier this year. Proposed 2O11 Final rates are those included in the current JSA revised rate transmittal, to amend rates for 2011 only. 2010 Adopted revenues and rates are in effect on different dates for different cities. Old rates are based 2 on the 2002 contract. New rates go into effect June 1, 2010 for Seattle and November 1 for all other extension cities. 3 Surcharges are in addition to daily maintenance rates. Estimated 2011 usage (maintenance, booking and specialty beds) is based on 2010 1st quarter actual billables. It was anticipated that the higher rates in the Preliminary 2011 rate model would. have resulted 4 in lower usage; however, because the exact reduction is unknown it has not been included in the calculations above. JSA Revised Rates Fiscal Note 2, Fiscal Note 911612010, 2:18 PM ITEM CA-7 Date Created: Drafted by: Sponsors: Attachments: A. Amendment to Interlocal Agreement for Jail Services 1 ..title 2 AN ORDINANCE relating to jail services; authorizing the 3 execution of an amendment to an interlocal agreement 4 between the county and cities for jail services. 5 ..body 6 STATEMENT OF FACTS: 7 1. On November 1, 2002, King County entered into an interlocal 8 agreement with thirty-two cities for the provision of jail services. 9 2. On May 1, 2010, King County and twenty four of these cities entered 10 into a revised interlocal agreement extending jail services through 2016. 11 3. The county and the cities have determined that the May 1, 2010 12 interlocal agreement for jail service should be modified in order to further 13 clarify payment obligations of the cities as specified by amendments 14 authorized herein. 15 BE IT ORDAINED BY THE COUNCIL OF KING COUNTY: 16 SECTION 1. The executive is hereby authorized to sign an amendment to the 17 May 1, 2010 interlocal agreement, in substantially the same form as Attachment A.to this 18 ordinance, with the cities for the provision of jail services. ITEM CA-7 Attachment A Amendment to Interlocal A eement for Jail Services WHEREAS, on November 1, ,2002, King County and the City of (the "City") entered into an Interlocal Agreement for the provision of jail services; and WHEREAS, on May 1, 2010, King County and the City entered into an agreement that amended the November 1, 2002 jail services, agreement; and WHEREAS, 'King County and the City have determined that the May 1, 2010 agreement should be modified in order to further clarify City payment obligations as set forth herein; NOW, THEREFORE, King County and the City agree that the May 1, 2010 Amendment to Interlocal Agreement Between King County and the City of for Jail Services is amended as follows: Exhibit III B (REVISED FEE PERIOD) is modified in part as follows: Subsection 5 (INFLATORS AND RE -SETS OF FEES AND CHARGES) a. All fees and charges, excluding Offsite Medical Care Charges and the Capital Expenditure Charge components of the maintenance charge and W ER Charge, shall be annually inflated by the percentage rates described below, effective January 1 of each calendar year starting January 1, 2011, in order to determine the fmal rates and charges for said calendar year, subject further to re -set of the underlying "base rates" periodically as described in subsection 5.b below. . Non -Medical Charges: the following fees and charges are subject to an annual inflator of 50/o, 3n} unless otherwise specified in Subsection s.b below: i. Maintenance Charge ii. WER Charge . iii. Reduced Booking Fee and Standard Booking Fee iv. Acute Psychiatric Housing Surcharge V. 1:1 Guarding_ Medical Charges: the following fees and charges are subject to an annual inflator of 6.5%.' .-+ I , 34eur fens . 5%)-un' less otherwise specified in Subsection 5.b below: i. Infirmary Care Surcharge ii. Psychiatric Care Surcharge. At9Wnt'A'-7 b. Attachment III-1 shows the allocation of 2007 Actual Jail Costs to derive the 2007 fees and charges. As indicated on Attachment III-1, these 2007 fees and charges were then inflated as described in subsection 5.a above in order to calculate the fees and charges applicable in 2010 as set forth above in Sections B.1, Maintenance Charge, B. 2, Booking Fees, B.3, Surcharges, and BA, Offsite Medical Care Charges (excluding the Capital Expenditure Charge which will be a periodically adjusted component added to the maintenance charge and WER Charge). Fees and charges payable by the City shall be re -calculated each year based on Actual Jail Costs periodically recalculated, using the same allocation methodology as illustrated in Attachment III-1, and applying the inflators described in subsection 5.a, as follows (excluding the Capital Expenditure Charge which will be a periodically adjusted component added to the maintenance charge and WER Charge): i. Fees and Charges in 2011 shall be based on Actual Costs for 2009, inflated as follows . Pms,4he The 2009 Actual Jail Costs will be used to derive the set of 2009 base charges and fees in a manner consistent with the calculations in Exhibit III -I, except that the total number of maintenance days WER maintenance days bookings maintenances days for the InfrmM, maintenance days for inmates receiving Psychiatric Care Services, and maintenance days for Acute Psychiatric Housing will be calculated by averaging the actual numbers for 2007. 2008, and 2009. These charges and fees will be inflated by4he 2009 ' * ""13% for non -medical fees and charges; and 5% for medical charge and then these charges and fees -will be inflated - again by_ ` h _ :_s a---_ 'b-a _ _'-_ _ _#i _ 5. (53% for non -medical fees and charges, and 645% for medical charges) to determine the 2011 fees and charges. ii. Fees and Charges in 2012 shall be the 2011 eharges and fees by the iufflater-s described in subseetion S.a abeve 0 a' t fees a hes, 0!_ 5medieal eha bes" based on Actual J Costs for 2009 inflated as follows. Thus the 2009 Actual Jail Costs will be used to derive the set of 2009 base charges and fees in a manner consistent with the calculations in Exhibit III -I These charges and fees will be inflated by the 2009 inflators (3% for non -medical fees and charges 5% for medical charges), will be inflated by the 2010 inflators at the rates described in subsection 5.a (5% for non -medical fees and charges 6 5% for medical charges), and will be inflated by the 2011 inflators at the rates described in subsection 5.a 5% for non -medical fees and charges 6 5% for medical charges) to determine the 2012 fees and char es. iii Fees and Charges in 2013 shall be based on Actual Jail Costs for 2011, inflated per subsection 5.a above (e.g., the 2011 Actual Jail Costs will be used to derive the set of 2011 base charges and fees in a manner consistent with the calculations in Exhibit III-1; these charges and fees shall be Atiacchm Cf A7 inflated by 5%, or 6.5%, per paragraph a above, to derive the 2012 charges and fees, and those charges and fees will be inflated again by 5% or 6.5% (per subsection 5.a) to determine the 2013 fees and charges). iv. Fees and Charges in 2014 shall be determined by inflating the 2013 charges and fees by the inflators described in subsection 5.a above. V. Fees and Charges in 2015 shall be based on Actual Jail Costs for 2013, inflated per subsection 5.a above (e.g., the 2013 Actual Jail Costs will be used to derive the set of 2013 base charges and fees in a manner consistent with the calculations in Exhibit III-1; these charges and fees shall be inflated by 5% or 6.5% per subsection 5.a above, to derive the 2014 charges and fees, and those charges and fees will be inflated by 5% or 6.5% per subsection 5.a above to determine the 2015 fees and charges). vi. Fees and charges in 2016 shall be determined by inflating the 2015 charges and fees by the inflators described in subsection 5.a above. Actual Jail Costs means the direct and indirect costs related to operating the Jail, including without limitation health services, as determined by the County's budget reconciliation completed after the end of each calendar/budget year. 2. Except as otherwise expressly provided above, the May 1, 2010 Amendment to Interlocal Agreement Between King County and the City of for Jail Services remains in effect without revision. 3. This amendment shall be effective January 1, 2011. For the City of Dated: City Manager For King County Dated: Dow Constantine King County Executive ITEM CA-7 Amendment to Interlocal Agreement for Jail Services WHEREAS, on November 1, 2002, King County and the City of (the "City") entered into an Interlocal Agreement for the provision of jail services; and WHEREAS, on May 1, 2010, King County and the City entered into an agreement that amended the November 1, 2002 jail services agreement; and WHEREAS, King County and the City have determined that the May 1, 2010 agreement should be modified in order to further clarify City payment obligations as set forth herein; NOW, THEREFORE, King County and the City agree that the May 1, 2010 Amendment to Interlocal Agreement Between King County and the City of for Jail Services is amended as follows: Exhibit III B (REVISED FEE PERIOD) is modified in part as follows: Subsection 5 (INFLATORS AND RE -SETS OF FEES AND CHARGES) a. All fees and charges, excluding Offsite Medical Care Charges and the Capital Expenditure Charge components of the maintenance charge and WER Charge, shall be annually inflated by the percentage rates described below, effective January 1 of each calendar year starting January 1, 2011, in order to determine the final rates and charges for said calendar year, subject further to re -set of the underlying "base rates" periodically as described in subsection 5.b below. Non -Medical Charges: the following fees and charges are subject to an annual inflator of 5%2 , 4%4-unless otherwise specified in Subsection 5.b below: i. Maintenance Charge ii. WER Charge iii. Reduced Booking Fee and Standard Booking Fee iv. Acute Psychiatric Housing Surcharge V. 1:1 Guarding_ Medical Charges: the following fees and charges are subject to an annual inflator of 6.5%, (exeept feF ealeelatio s Fe 5%4-unless otherwise specified in Subsection 5.b below: i. Infirmary Care Surcharge ii. Psychiatric Care Surcharge_ ITEM CA-7 b. Attachment III-1 shows the allocation of 2007 Actual Jail Costs to derive the 2007 fees and charges. As indicated on Attachment III-1, these 2007 fees and charges were then inflated as described in subsection 5.a above in order to calculate the fees and charges applicable in 2010 as set forth above in Sections B.1, Maintenance Charge, B. 2, Booking Fees, B.3, Surcharges, and BA, Offsite Medical Care Charges (excluding the Capital Expenditure Charge which will be a periodically adjusted component added to the maintenance charge and WER Charge). Fees and charges payable by the City shall be re -calculated each year based on Actual Jail Costs periodically recalculated, using the same allocation methodology as illustrated in Attachment III-1, and applying the inflators described in subsection 5.a, as follows (excluding the Capital Expenditure Charge which will be a periodically adjusted component added to the maintenance charge and WER Charge): i. Fees and Charges in 2011 shall be based on Actual Costs for 2009, inflated as follows . Thus, the The 2009 Actual Jail Costs will be used to derive the set of 2009 base charges and fees in a manner consistent with the calculations in Exhibit III -I, except that the total number of maintenance days, WER maintenance days, bookings, maintenances days for the Infirmary, maintenance days for inmates receiving Psychiatric Care Services, and maintenance days for Acute Psychiatric Housing will be calculated by averaging the actual numbers for 2007, 2008, and 2009. These charges and fees will be inflated by the 2009 i fiat 43% for non -medical fees and charges; and 5% for medical charges` deser-ibed in „bsee en 5.a above to and then these charges and fees -will be inflated again „b-SOetiOR 5A (53% for non -medical fees and charges, and 645% for medical charges4 to determine the 2011 fees and charges. ii. Fees and Charges in 2012 shall be based on Actual Costs for 2009 inflated as follows. Thus the 2009 Actual Jail Costs will be used to derive the set of 2009 base charges and fees in a manner consistent with the calculations in Exhibit III -I. These charges and fees will be inflated by the 2009 inflators (3% for non -medical fees and charges, 5% for medical charg_es),. will be inflated by the 2010 inflators at the rates described in subsection 5.a (5% for non -medical fees and charges, 6.5% for medical charges), and will be inflated by the 2011 inflators at the rates described in subsection 5.a (5% for non -medical fees and charges. 6.5% for medical charges) to determine the 2012 fees and charges. iii Fees and Charges in 2013 shall be based on Actual Jail Costs for 2011, inflated per subsection 5.a above (e.g., the 2011 Actual Jail Costs will be used to derive the set of 2011 base charges and fees in a manner consistent with the calculations in Exhibit III-1; these charges and fees shall be 2 ITEM CA-7 inflated by 5%, or 6.5%, per paragraph a above, to derive the 2012 charges and fees, and those charges and fees will be inflated again by 5% or 6.5% (per subsection 5.a) to determine the 2013 fees and charges). iv. Fees and Charges in 2014 shall be determined by inflating the 2013 charges and fees by the inflators described in subsection 5.a above. V. Fees and Charges in 2015 shall be based on Actual Jail Costs for 2013, inflated per subsection 5.a above (e.g., the 2013 Actual Jail Costs will be used to derive the set of 2013 base charges and fees in a manner consistent with the calculations in Exhibit III-1; these charges and fees shall be inflated by 5% or 6.5% per subsection 5.a above, to derive the 2014 charges and fees, and those charges and fees will be inflated by 5% or 6.5% per subsection 5.a above to determine the 2015 fees and charges). vi. Fees and charges in 2016 shall be determined by inflating the 2015 charges and fees by the inflators described in subsection 5.a above. Actual Jail Costs means the direct and indirect costs related to operating the Jail, including without limitation health services, as determined by the County's budget reconciliation completed after the end of each calendar/budget year. 2. Except as otherwise expressly provided above, the May 1, 2010 Amendment to Interlocal Agreement Between King County and the City of for Jail Services remains in effect without revision. 3. This amendment shall be effective January 1, 2011. For King County For the City of Dow Constantine King County Executive Date Approved as to form: King County Deputy Prosecuting Attorney By: Title: Date Approved as to form: City Attorney Date Date Medina City Council Meeting Tuesday, February 15, 2011 AGENDA BILL Subject: Amend City Hall Construction Services Agreement ITEM CA-8 Category: ® Consent ❑ Ordinance ❑ Public Hearing 9 ❑ City Council Business ❑ Resolution ❑ Other — Discussion Prepared By: Joe Willis, Public Works Director Summary: The City Council authorized David Clark Architects to serve as the Owner's representative for the City Hall Project on September 13, 2010. In that capacity, Mr. Clark has managed the project through attendance at weekly construction meetings with the contractor, processing of requests for clarifications from the contractor, conducting reviews of project submittals, processing of payment requests, providing monthly progress reports to Council, and in addition has worked diligently to resolve design issues and problems. A number of issues arose early in the project, such as, discovery of existing building framing deficiencies, contaminated soil, moisture problems along the existing concrete retaining wall fronting on the parking area. All of these items have been resolved at an additional cost of $48,000, leaving a project contingency of approximately $132,000. Current issues include: a design deficiency and the need for emergency exiting from the main floor via an exterior stairway from the western main floor building exit, a design deficiency in the roof rafter sizing to accommodate sufficient insulation and a one -inch air space for ventilation, and revisions to the designed door and hardware schedules to provide emergency panic bar openers on the building exits and to provide metal exterior doors in lieu of wood doors. With Mr. Clark's assistance, the project has continued to move forward with as minimal of an impact to the City Hall Project budget and timeline as possible. It is my recommendation that Mr. Clark's agreement be clarified and expanded to appoint David Clark Architects as the Project Architect for the City Hall Project and to assume the role and responsibilities of the Project Architect. Attachments: 1. City of Medina Agreement for Services with David A. Clark Architects, PLLC Budget/Fiscal Fact: _ None. Utilize the existingadopted city hall budget.. Amend the City Hall Construction Services Agreement with David Clark Architects and appoint David Clark Architects as the City Hall Project Staff Architect and to assume the role and responsibilities of the Project Recommendation: Architect. City Manager move to Amend the City Hall Construction Services Agreement with David Clark Architects and appoint David Clark Architects as the City Hall Proposed Project Architect and to assume the role and responsibilities of the Project Council Motion: Architect. ITEM CA-8 City of Medina Agreement for Services with David A. Clark Architects, PLLC City Hall Additional Scope of Services To Serve as Project Architect Added to Exhibit A Scope of Services Dated 9-14-10 Drafting Principal weeks Fee Construction Administration/Observation Rate Rate Additional Meetings 0 85.53 1 152.31 28 already in contract 1 Visit /Week during Construction 0 85.53 6 152,31 28 already in contract Architectural RFI's/SUCCD 2 85.53 1 152.31 15 $ 4,851 Electrical RFI's/SI/CCD 2 85.53 1 125.00 15 $ 4,441 Mechanical RFI's/SUCCD 2 85.53 1 125.00 15 $ 4,441 Structural RFI's/SUCCD 2 85.53 4 135.00 4 $ 2,844 Locker room changes Architectural 7 85.53 4 152.31 1 $ 1,208 Locker room changes Mechanical 0 85.00 10 125.00 1 $ 1,250 Locker room changes Electrical 5 85.00 5 125.00 1 $ 1,050 Pending design changes 4 85.53 1 152.31 15 $ 7,416 Pay Applications 1 85.53 1 152.31 7 already in contract Submittal review - Architectural 2 85.53 1 152.31 15 $ 4,851 Submittal review - Mechanical 3 85.53 1 125.00 4 $ 1,526 Submittal review - Electrical 3 85.53 1 125.00 4 $ 1,526 Submittal review - Structural 0 85.53 0 135.00 4 $ - Punch List - Architectural 3_ 85.53 6 152.31 1 $ 1,170 Punch List - Electrical 0 85.53 3 125.00 1 $ 375 Punch List - Mechanical 0 85.53 3 125.00 1 $ 375 Punch List - Structural 0 85.53 2 135.00 1 $ 270 Close out papers 2 85.53 1 152.31 1 $ 323 Work Excluded Major errors by the previous design team Liability for the work of the previous design team Major client requested design changes Legal expense of lawsuit from previous design team CITY OF MEDINA By: Title: Date: Attest/Authe nti cated: City Clerk Approved as to Form: CONSULTANT By: Title: Date: City Attorney David A. Clark Architects, PMC,8b, City Hall Construction Services Agreement, project architect added services 211112011 Medina City Council Meeting Tuesday, February 15, 2011 AGENDA BILL Subject: City Hall Architectural Services Agreement Category: ® Consent El Ordinance ❑ Public Hearing 9 ❑ City Council Business ❑ Resolution ❑ Other — Discussion Prppare"B Joe Willis, Public Works Director Summary: The City Council authorized the City Manager to enter into an agreement with Group Mackenzie Architects to provide architectural design services for the renovation and expansion of the existing City Hall in August of 2009. The architectural services scope of work included, but was not limited to, preparation of schematic designs, design development, and construction documents, permit procurements, bidding, and construction administration. Group Mackenzie prepared schematic designs, completed design development, and prepared final contract document plans and specifications for the project dated August 10, 2010 (which included Technology plans and specifications that were completed under a separate consultant services agreement between the City and Interface Engineers). The project was then bid using the final plans and specifications and the project was awarded to Par -Tech Construction, Inc. in September of 2010. Important issues covered during the schematic design phase that were to prove to be major governing design issues were: access between to three floors of the building (resulting in an interior stairwell rather than an elevator), occupancy issues related to building code requirements for fire separation for the Council chambers, and emergency exiting (never adequately addressed by the architect). Several major design deficiencies in the architect's design that have surfaced include: failure to adequately provide for Council Chamber occupancy level and the need for emergency exiting from the main floor (necessitating an exterior stairway from the western main floor building exit), a design deficiency in the roof rafter sizing to accommodate sufficient insulation and a one -inch air space for ventilation, designing the relocation of the storm drain outfall along the south side of the exterior stairs to the basement level through an existing fuel tank for the City of Bellevue emergency generator for the sewer pump station, and revisions required to the designed door and hardware schedules to provide emergency panic bar openers on the building exits and to provide metal exterior doors in lieu of wood doors. While the architect has been less involved with the construction administration since the City hired an Owner's Representative to assist with the project oversight, their reluctance to resolve design deficiencies and to provide timely response to contractor requests for clarification of the design and delays on submittal reviews is adding to project costs and is affecting the contractor's schedule. It is therefore my recommendation that Group Mackenzie's Architectural Services Agreement be terminated. Attachments: 1. Termination of Architectural Services Agreement _BudgetT scal Impact:_ p None. Utilize the existin adopted dopted city hall budclet. Terminate the City Hall Construction Services Agreement with Group Staff Recommendation: Mac nzie, Inc. _._ _ ..s..W. Citv Manager Approval: move to Terminate the City Hall Construction Services Agreement with Proposed Group Mackenzie, Inc and authorize the City Manager sign the termination Council Motion: notice. ITEM CA-9 TERMINATION OF ARCHITECTURAL SERVICES AGREEMENT CITY OF MEDINA AND GROUP MACKENZIE, INC. This notice concerning the Architectural Services Agreement by and between the City of Medina ("City") and Group Mackenzie, Inc. ("Architects") serves as formal notice of Termination of the City Architectural Services Agreement ("Agreement") entered into between the City and the Architects on August 17, 2009. WITNESSETH WHEREAS, the City and the Architects entered into an Agreement whereby the Architects will provide architectural design services, interior planning, structural, civil, mechanical, electrical and plumbing engineering, and cost estimating services to the City for the expansion of City Hall; and WHEREAS, paragraph 5 of the Architectural Services Agreement states "The City may terminate this Agreement at any time, with or without cause, by giving thirty (30) calendar days written notice to Architect."; NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS SET FORTH IN THE AGREEMENT, THE CITY NOW DETERMINES AS FOLLOWS: The Agreement entered into by and between the City and the Architects on August 17, 2009 and amendments thereto are hereby terminated due to a lack of satisfactory performance by your firm. You are directed to immediately halt all further work on behalf of the City, and all finished and unfinished work prepared by the Architect pursuant to the Agreement shall be provided to the City and no further compensation shall be due to the Architect. CITY OF MEDINA By: Date: Attest: By: _ Donna Hanson, City Manager Rachel Baker City Clerk Approved as to form: IN City Attorney Medina City Council Meeting ITEM CA-10 Tuesday, February 15, 2011 AGENDA BILL Subject: Arch 2011 Budget and Work Plan Category: ® Consent ❑ Ordinance ❑ Public Hearing g ❑ City Council Business ❑ Resolution ❑ Other— Discussion Prepared By:_ Donna Hanson, Cif Man__ager Summary: The City of Medina became a member of ARCH, A Regional Coalition for Housing in 1999. City Council is required by the ARCH Interlocal Agreement to review and approve the annual administrative budget and work plan. Each year, the City of Medina allocates funds for Affordable Housing. These funds are used to cover Medina's portion of ARCH's administrative budget, and to award funds to individual affordable housing projects through ARCH. For 2011, the City budgeted $15,000 for dues and projects. At this time, ARCH is seeking approval of the ARCH Work Program and Administrative Budget, in the amount of $2,660. The same amount was allocated in 2010. That will leave a remaining balance of $12,340 to be allocated for housing projects. Later in the year ARCH will return with a proposal for specific affordable housing projects recommended for funding by the ARCH Executive Board. Council may remember that ARCH did not come back with a specific project in 2001 and no further funds were expended beyond the $2,660. Housing Trust Fund Contributions made by the City of Medina have been allocated as below since the City became a member of ARCH: 2000 — ($14,805) — Coal Creek Terrace Project located in Newcastle. A Habitat for Humanity 12-unit ownership housing project for low-income families. (Secured Grant) 2001 — ($10,273) — Petter Court Project located in Kirkland. A Kirkland Interfaith Transitional Housing (KITH) 4-unit transitional housing project for low-income families. (Secured Grant) 2002 — ($10,273) — Plum Court Project located in Kirkland. A DASH Family Housing project involving preservation of a 61-unit complex for low-income families. (Loan) 2003 — ($7,500) — East Village at Talus Project located in Issaquah. A St. Andrew's Housing Group project involving construction of 50 units of affordable transitional and permanent housing for very -low, low and moderate -income families. (Loan) 2003 — ($2,500) — Accessory Dwelling Unit (ADU) Loan Program. 2004 — ($2,500) — Eastside Homebuyer Financial Assistance Program. (Loan Pool) and ($7,500) — Summerwood Project located in Redmond. A DASH Family Housing project involving construction of 118 units of affordable low -moderate income family rental housing. (Loan) 2005 — ($10,000) — Mine Hill Project located in Issaquah. A St. Andrew's Housing Group Section 8 housing preservation project, preserving 28 units of section 8 rental housing for low-income families. (Loan) 2006 — ($10,000) — An Adult Family Home(s) Project for Developmentally Disabled Adults, located in Redmond. Community Homes Inc. would purchase and remodel two homes as group homes with services from the state. Each home would house five very low income developmentally disabled adults. Each home would also house live in caretakers. (Secured Grant) 2008 — ($2,500) — New Ground (Friends of Youth). Acquisition and rehabilitation of an existing 6 unit rental complex in Kirkland that will serve formerly homeless young adults and provide a range of services to residents. 2009 - $15,000 YWCA, Issaquah Project ($12,340 for the project and $2,660 ARCH annual dues) 47- unit development located in Issaquah on a site donated by the City of Issaquah for affordable housing. Attachments: 1. 2011 ARCH Work Program, and 2. 2011 ARCH Administrative Budget _Bu,. d_eUFiscal I„_mpact _ $15,090 budget in 2011 J$2,660 in dues, $12,340 forproc� je Staff Recommendation: R_ eco mended approval_ Cif Manager Approval: Proposed Council Motion ___M o to a_pRrove the2011 ARCH budget and annual work plan, __ ITEM CA-10 Final 12/9/10 ARCH WORK PROGRAM: 2011 I. PROJECT ASSISTANCE A. Oversight of Local Monetary Assistance ARCH Trust Fund. Review applications and make recommendations for requests of local monetary funds through the ARCH Housing Trust Fund process. Includes helping to coordinate the application process and use of funds for various programs. Objective: Allocation of $1,000,000 or more through the ARCH Housing Trust Fund Process, and create or preserve a minimum of 50 units. For the 'Parity Program', provide updated annual information to members, and achieve the base line goal for levels of direct assistance. Provide a variety of types of affordable housing and that meet other funding priorities as specified in the ARCH Trust Fund Criteria. Evaluation of ARCH Trust Fund: Dedicated Funding Source. As follow up to the ARCH Workshops in 2007, explore and evaluate the feasibility of a dedicated funding source. Objective: Develop a sustainable strategy for the HTF to meet local housing goals. Centralized Trust Fund System. Monitor centralized trust fund process including: • Produce regular monitoring reports for the ARCH Trust Fund account. • Work with Administrating Agency (Bellevue) to prepare contracts and distribute funds for awarded projects. • Monitor funded projects including evaluating performance and tracking loan payments. King County / State Funding Programs. Review and provide input to other funders for Eastside projects that apply for County (HOF, RAHP, HOME, etc) and State (Tax Credit, DOC) funds. Includes providing input to the King County Home Consortium on behalf of participating Eastside jurisdictions. Assist N/E consortium members with evaluating and making a recommendation to the County regarding CDBG allocations to affordable housing. Advise city staff as needed regarding analysis of Redmond's and Kirkland's participation in the King County consortium governing the Community Development Block Grant. Objective: In consultation with County, local staff and housing providers, seek to have funds allocated on a countywide basis by the County and State allocated proportionately throughout the County including the ARCH Sphere of Influence. ITEM CA-10 B. Special Initiatives This includes a range of activities where ARCH staff assist local staff with specific projects. Activities can range from feasibility analysis, assisting with requests for proposals, to preparation of legal documents (e.g. contracts, covenants). Following are either existing initiatives or examples of initiatives likely to emerge: Eastside Homebuyer Assistance Program. In late 2005 the House Key Plus ARCH down payment assistance program was launched with funding from many East King County cities, King County and the Washington Housing Commission. In 2006 a second round of funding was received from the same initial funders. In 2011, the goal is to finalize contracting of a third round of funding awards received in 2010 and to implement updates to the program resulting from a review of the program. Objective: Maintain operation of the Homebuyer Assistance Program and implement updates. Surplus Property/Underdeveloped Property. Assist as needed member cities' evaluation of potentially surplus public property or underutilized private property (e.g. church properties) for suitability of affordable housing. For example, Kirkland and King County (Metro) are currently evaluating using the South Kirkland Park n Ride site for a mix of market rate and affordable housing. One potential use of surplus property is for the HomeChoice Way ownership initiative. This task is consistent with one of the priority strategies identified at the ARCH Workshops in 2007. Objective: Identify one or more specific sites in East King County to be made available for housing. HUD Assisted Housing. Continue to monitor and actively pursue efforts to preserve existing HUD assisted affordable housing. Objective: Preserve existing federally assisted affordable housing in East King County and prevent from converting to market rate housing. II. HOUSING POLICY PLANNING Work items in this section group into the following basic areas of activity: • Work with individual members on local planning efforts. • Efforts coordinated through ARCH that benefit multiple members of ARCH. • Track legislation that increases tools available to cities to create affordable housing. • Participation in regional workgroups that impact local housing efforts. A. Local Planning Activities ARCH Housing Strategy Program. ARCH members have identified a number of Priority Housing Strategies as well as an ongoing education program for members, several of which can impact local planning efforts, including: ITEM CA-10 Ongoing education of staffs and officials through Housing 101 Workshops for staffs and new local officials; updating information in the Housing 101 Workbook, annual study sessions with member councils to review current issues and activities and materials profiling current programs and housing trends. Assist cities that incorporate priority strategies into their local work program (e.g. property tax exemption program in mixed use zones, regulatory incentive programs, regulations to increase housing diversity (mixed use, innovative housing, housing emphasis zones). (Note: See Local Housing Efforts below for specific activities by members.) Housing Background Information. Historically, ARCH has provided a range of housing and demographic information for its members. On an annual basis, ARCH will continue to provide updated housing data information as available. This updated housing information will be incorporated into the education fliers and Housing 101 report used as part of the ongoing Housing Education Program. In 2011, this will include doing a tour for local officials of local affordable housing. Housing Needs Assessment In 2011 and 2012 members will need Housing Needs Assessments as part of their updates to their Comprehensive Plans. Working with ARCH members, ARCH will develop a needs assessment on behalf of all members of ARCH that will be completed toward the beginning of the updates to local Comprehensive Plans. Work on this began in 2010 and will continue into 2011. Work on this is not listed separately for each city, but is assumed will be for all members. Objective: Assist with preparation of Housing Needs Assessment for all members, and to do so through a coordinated effort in behalf of all members. On a regular basis, conduct education sessions for new local officials and staffs on local housing conditions and programs (Housing 101 East King County, East King County Plan to End Homelessness), and hold annual discussion with member councils on recent housing trends and efforts. Continue to keep member jurisdictions and the broader community aware of local housing conditions to assist in their efforts to evaluate current and future efforts to meet local housing objectives. Include research on recent housing trends, and responses to these trends, in order to inform members of potential issues and local responses (e.g. foreclosure activity). Local Housing Efforts: ARCH jurisdictions are updating land use, zoning and other codes in order to implement policies identified in their Comprehensive Plans. ARCH staff will continue to assist local staffs in these efforts. Following are specifically identified areas that ARCH will assist local staff with accomplishing. For the coming year, ARCH staff ITEM CA-10 expects to spend considerable time assisting members in two broad areas: • Over the next two years, updating local Housing Elements, with initial efforts focused on developing needs assessments for members. • Developing administrative procedures and initial implementation of new land use incentive programs adopted by cities. Objective: Assist local staff with completion of the following updates of local codes and specific plans: Bellevue Bothell Clyde Hill Issaquah Assist City staff as needed with Bellevue's planning initiatives included in the Two -Phase Housing Work Program identified by the Council. (e.g. updates to ADU regulations, update city-wide housing incentives, more innovative forms of housing, MF tax exemption.) Assist City staff with developing and implementing administrative procedures for the Bel -Red land use incentive program. Assist with Council evaluation of a MF Tax exemption program in Bel -Red and potentially other areas of the City. In the event Council provides direction to develop a program, assist City Staff to develop code language for a program. Assist in identifying opportunities for affordable housing and implementation of affordable housing strategies in identified ST2 corridors where transit oriented housing and mixed income housing development is an important component of the initial planning work. Assist City staff to evaluate long term options for the Landmark property or other properties identified by the City. Assist City staff with implementation of any housing strategies identified by City Council as part of the 2011 Docket process. Work with City staff to explore opportunities for housing and affordable housing on city owned properties in the downtown revitalization area. Assist City staff with a general review of housing regulations. Assist City with rental of City's affordable rental unit. Central Issaquah Plan: Continue work with City staff to refine housing parts 4 ITEM CA-10 Kenmore Kirkland of the Central Issaquah Plan as well as the related development standards and incentives. Participate in related presentations to the Planning Policy Commission and/or City Council at key milestones for assistance on affordable housing. Issaquah Highlands: Monitor the implementation of the Issaquah Highlands affordable housing development agreement. This includes monitoring individual projects by private developers, and completion of the YWCA Family Village and Habitat Housing. TOD Regulations: Assist City staff with developing administrative procedures for the affordable housing provisions within the TOD incentive zoning. Downtown Plan: Assist, as needed, City staff to implement the requirement to provide affordable units in the downtown area. Continue to assist staff with exploring the feasibility of mixed -use transit oriented development on a portion of the South Kirkland Park & Ride property, including community outreach, development of RFP and evaluation of responses, and developing documentation to secure affordability requirements. Assist City staff with Council Housing Committee and resulting initiatives. Assist City staff with the Housing portion of Neighborhood Plan updates (currently Houghton and Lakeview, potentially followed by Bridle Trails and South Rose Hill). Assist City staff with an examination of existing non -conforming multifamily densities and how that might relate to the preservation of existing affordable housing. Mercer Island Assist City staff with completion of council review of tax exemption program for Town Center, and based on council action, set up administrative procedures and documents. Newcastle Assist City Staff and Planning Commission with updating the Housing Strategy Plan, and with initial implementation of high priority strategies. Assist City staff with Council's review of affordable housing provisions for 5 ITEM CA-10 Redmond Community Business Center and other areas of the city. Assist with updating administrative procedures based on any final revisions by Council. Assist with agreements for any project that would include an affordable housing requirement, including those related to the Community Business Center. Assist Planning Commission and Council with a review and potential update of current ADU regulations. Assist with further update of housing regulations as needed as follow up to the rewrite of the City's zoning code. Continue to assist with negotiating and administering the provision of affordable housing in developments required to provide affordable housing units pursuant to city regulations. Assist with the promotion of affordable housing programs available to Redmond residents and developers, e.g., Accessory Dwelling Units (ADUs). Assist City staff and Council with evaluating and, if appropriate, implementing a tax incentive program for affordable housing, as allowed under RCW 84.14. Provide assistance as needed in updating neighborhood plans (e.g. Southeast Redmond) with respect to housing, including periodic attendance at Citizen Academy and CAC meetings to help identify housing issues within the neighborhood and develop policy and regulatory responses. Assist with the development of administrative guidelines for existing incentive programs to create affordable housing. Sammamish Assist City staff with developing administrative procedures for affordable housing incentives related to the Town Center regulations. Assist with initial implementation of high priority strategies identified in the Housing Strategy Plan, including efforts to encourage Accessory Dwelling Units (ADUs), and processes and standards for homeless encampments. Evaluate Strategy Plan to assess if work should commence on any median priority strategies (e.g. Senior Housing opportunities). Woodinville Review and strengthening of affordable housing and accessory dwelling unit programs and regulations. ITEM CA-10 Assist City staff and Planning Commission with evaluating and developing incentives for affordable housing as provided for in the Downtown/Little Bear Creek Master Plan area. Yarrow Point Assist Planning Commission and Council with a review and potential update of current ADU regulations, and assist with effort to increase public awareness of local provisions. King County See Regional/Planning Activities below. Complete standard covenants, and monitor the implementation of the Northridge/Blakely Ridge and Redmond Ridge Phase II affordable housing development agreements. This includes monitoring annual progress toward achieving affordability goals; and providing information to developers on details about how the program is implemented. General Assistance. In the past, there have been numerous situations where members have had requests for support on issues not explicitly listed in the Work Program. Requests range from technical clarifications, to assisting with negotiating agreements for specific development proposals, to more substantial assistance on unforeseen planning initiatives. ARCH sees this as a valuable service to its members and will continue to accommodate such requests to the extent they do not jeopardize active work program items. B. Regional/Countywide Planning Activities PSRC — HUD Sustainability Planning Grant. PSRC in a partnership of public and private agencies from the Central Puget Sound region received a $5 million HUD Sustainable Communities Planning Grant. Coordinated through PSRC, this grant will support sustainable community planning around new transit systems that serve job and housing growth. ARCH staff will assist with several housing components of the planning effort, including developing the East King County corridor planning implementation strategies, with ARCH focusing on housing components of these strategies; and participating in the regional affordable housing work group that will be researching and where feasible implementing new tools to support local efforts for affordable housing(e.g. property acquisition fund). Affordable Housing Tracking System. The Growth Management Act/Countywide Affordable Housing Policies call for jurisdictions to track the development/preservation of housing affordable to low and moderate income families. This work is being coordinated through the Benchmarks Task Force. ARCH staff will continue to assist cities and the County with collecting data needed for Benchmarks. Objective: Collection and analysis of data as specified in Benchmark Task Force report. 7 ITEM CA-10 Information collected for this will be also be incorporated into the annual updates prepared as part of the ongoing ARCH Housing Education program (see local planning activities). Legislative Items. ARCH staff will track state and federal legislative items that relate to affordable housing and could impact members' ability to address affordable housing. As needed, staff will report back to the Executive Board and members, and when directed coordinate with other organizations (e.g. AWC, Prosperity Partnership, WLIHA) to contact legislators regarding proposed legislation. Potential pending legislation consistent with the Housing Priorities Strategies include: • State Housing Trust Fund. This fund source has been a primary funding source for almost all affordable housing created in the last 15 years in East King County. • Surplus public property. Expand ability of more public agencies to make surplus land available for affordable housing and at a discounted price. • Waiver of Impact Fees. Provide discretion to cities to waive impact fees without replacing with other public funds. The federal government authorizing funds for a new National Housing Trust Fund. County -Wide Housing Committees. Support local staff by providing staff support as needed to 'regional'/statewide working groups/committees, and disseminating key information back to local staffs. Groups include the Growth Management Planning Council (GMPC) which in 2010 includes updating the countywide planning policies, the McKinney review team, and DOC Housing Trust Fund Policy Advisory Team. Committee to End Homelessness (CEH)/ Eastside Homeless Advisory Committee (EHAC). Anticipated work of the CEH in the coming year include: continued coordinated allocation of resources; and initiating several specific proposals (e.g. addressing homelessness for veterans and families). Role for ARCH staff is expected to include participating in the CEH Funders group and its efforts to coordinate funding, and inform ARCH members and the general public of CEH/EHAC activities. Also continue to participate in efforts to implement homeless efforts within East King County through EHAC. Objective: Keep member jurisdictions informed of significant regional issues and pending legislation that could affect providing housing in East King County. Ensure that perspectives of communities in East King County are addressed in regional housing activities, including the Committee to End Homelessness. Have one or more specific local programs initiated as part of the 10 Year Plan to End Homelessness. III. HOUSING PROGRAM IMPLEMENTATION Monitoring Affordable Rental Housing. Administer ongoing compliance of affordability 0 ITEM CA-10 requirements. This includes affordable rental housing created through direct assistance (e.g. Trust Fund allocation, land donations) from member jurisdictions, and through land use incentives. Some Trust Fund projects also require monitoring of project cash flow related to loans made by jurisdictions to projects (see I Project Assistance). Objective: Ensure projects are in compliance with affordability requirements which involves collecting annual reports from projects, screening information for compliance, and preparing summary reports for local staffs. To the extent possible this work shall: • Minimize efforts by both owners and public jurisdictions. • Coordinate ARCH's monitoring efforts with efforts by other funding sources such as using shared monitoring reports. • Utilize similar documents and methods for monitoring developments throughout East King County. • Ensure accurate records for affordable ownership units, including audit units for owner occupancy and proper recording of necessary documentation. • Establish working relationship with other public organizations that can help assess how well properties are maintained and operated (e.g. code compliance, police, and schools). Monitoring Affordable Ownership Housing. As more price restricted homes are created, monitoring of affordable ownership housing created through local land use regulations is becoming of increased importance. In addition, will continue to monitor general trends with ownership units, enforcement of covenant provisions (e.g. leasing homes, foreclosure), and as necessary evaluate and if warranted, complete revisions to the ownership covenants in order to better insure long term affordability of ownership units. Also continue to maintain a list of households potentially interested in affordable ownership housing. Objective: Oversee resale of affordable ownership homes. Address issues related to ongoing compliance with program requirements (e.g. leasing homes, foreclosures). Complete revisions to the affordability covenant and administrative procedures to better protect against potential loss of long term affordability. Information for public on Affordable Housing. Maintain lists of affordable housing in East King County (rental and ownership), and making that available as needed to people looking for affordable housing. Objective: Maximize awareness of affordable housing opportunities in East King County through the ARCH web site and other means to assist persons looking for affordable housing. Relocation Plans. Assist as necessary with preparing relocation plans and coordinate ITEM CA-10 monitoring procedures for developments required to prepare relocation plans pursuant to local or state funding requirements. Objective: Maximize efforts to ensure that existing households are not unreasonably displaced as a result of the financing or development of new or existing housing. IV. SUPPORT/EDUCATION/ADMINISTRATIVE ACTIVITIES Education/Outreach. Education efforts should tie into efforts related to public outreach/input on regional housing issues (see local planning activities). However, much of ARCH's outreach/education work will occur through work with individual members on local housing efforts. In addition to the Housing 101 workbook and related brochures, other outreach methods may include housing tours, a portfolio of successful projects, and short videos to be broadcast on local cable channels on local efforts. Objective: Consistent with the Education program discussed at the ARCH Workshops, using input from the broader community, develop education tools to inform councils, staffs and the broader community of current housing conditions, and of successful efforts achieved in recent years. Be a resource for members to assist with outreach and education activities on affordable housing associated with local planning efforts. Create outreach tools/efforts that inform the broader community of affordable housing resources available to residents. ARCH Web site. Complete update to ARCH website. Involves organizing content to be better oriented toward different users of the website (e.g. persons looking for affordable housing, private and community based developers, and information for existing residents (e.g. how to create an Accessory Dwelling Unit)). Information to be added to the website include: housing options for seniors and local regulatory incentives for affordable housing. Objective: Maintain the ARCH web site and update the community outreach portion by incorporating information from Housing 101 East King County, as well as updated annual information, and links to other sites with relevant housing information (e.g. CEH, HDC). Make presentations, including housing tours, to at least 10 community organizations. Media coverage on at least six topics related to affordable housing in East King County related to work done by Cities/ARCH and articles in local city newsletters. 10 ITEM CA-10 Advice to Interested Groups. Provide short-term technical assistance to community groups, faith communities and developers interested in community housing efforts. Meet with groups and provide suggestions on ways they could become more involved. Objective: Increase awareness of existing funding programs by potential users. Increase opportunities of private developers and Realtors working in partnership with local communities on innovative/affordable housing. Assist community based groups who want to provide housing information to the broader community by assisting with preparing background information. Administrative Procedures. Maintain administrative procedures that efficiently provide services to both members of ARCH and community organizations utilizing programs administered through ARCH. Prepare quarterly budget performance and work program progress reports, including Trust Fund monitoring reports. Prepare the Annual Budget and Work Program. Staff the Executive and Citizen Advisory Boards. Objective: Maintain a cost effective administrative budget for ARCH, and keep expenses within budget. Administrative costs should be equitably allocated among ARCH's members. Maintain membership on the ARCH Citizen Advisory Board that includes broad geographic representation and wide range of housing and community perspectives. Workprogram 2011 12-9-10 Final.Doc 11 ITEM CA-10 Item 2010 Budget Staffing Sub -total $ 455,586 $ Rent $ 12,750 $ Utlities Incl^ Telephone $ 2,704 $ Operating Travel/Training $ 2,000 $ Auto Mileage $ 3,650 $ Copier Costs $ 2,750 $ Office Supplies $ 2,068 $ Office Equipment Service $ 3,750 $ Fax/Postage $ 2,060 $ Periodical/Membership $ 3,588 $ Misc. (e.g. events,etc.) $ 1,680 $ Insurance $ 8,650 $ Reorganization Admin $ 650 $ Sub -total $ 30,846 $ TOTAL $ 501,886 $ 2011 ARCH Administrative Budget Dec-2010 I. ANNUAL OPERATING EXPENSES 2011 Budget Change Budget Percent Change 452,871 $ (2,715) -1% 13,364 $ 614 5% Incl^ InCI^ Intl^ 2,704 $ 0% 2,000 $ - 0% 3,650 $ - 0% 2,750 $ - 0% 2,068 $ - 0% 3,750 $ - 0% 2,060 $ - 0% 3,588 $ - 0% 1,680 $ - 0% 8,741 $ 91 1% 650 $ 30,937 $ 91 0% 499,876 $ (2,010) -0.40% ITEM CA-10 II. ARCH ADMINISTRATIVE BUDGET: RESOURCE DISTRIBUTION A. Cash Contributions 2010 2011 Change Percent Change Bellevue $ - $ - $ - Bothell $ 39,191 $ 39,191 $ 0.00% Issaquah $ 14,698 $ 14,698 $ - 0.00% King County $ 43,466 $ 43,466 $ - 0.00% Kirkland $ 59,768 $ 59,768 $ - 0.00% Mercer Island $ 29,882 $ 29,882 $ - 0.00% Newcastle $ 9,960 $ 9,960 $ - 0.00% Redmond $ 59,768 $ 59,768 $ - 0.00% Woodinville $ 11,898 $ 11,898 $ - 0.00% Beaux Arts Village $ 1,569 $ 1,569 $ - 0.00% Clyde Hill $ 2,660 $ 2,660 $ - 0.00% Hunts Point $ 1,569 $ 1,569 $ - 0.00% Medina $ 2,660 $ 2,660 $ - 0.00% Yarrow Point $ 1,569 $ 1,569 $ - 0.00% Sammamish $ 46,188 $ 46,188 $ - 0.00% Kenmore $ 25,195 $ 25,195 $ - 0.00% Other* $ 11,400 $ 9,500 $ (1,900.00) TOTAL $ 361,442 $ 359,542 $ (1,900.00) B. In -Kind Contributions 2010 2011 Change Percent Change Bellevue $ 140,446 $ 140,446 $ (0) 0.00% TOTAL $ 140,446 $ 140,446 $ (0) C. Total Contributions Bellevue $ 140,446 $ 140,446 $ (0) 0.00% Bothell $ 39,191 $ 39,191 $ 0.00% Issaquah $ 14,698 $ 14,698 $ 0.00% King County $ 43,466 $ 43,466 $ 0.00% Kirkland $ 59,768 $ 59,768 $ 0.00% Mercer Island $ 29,882 $ 29,882 $ 0.00% Newcastle $ 9,960 $ 9,960 $ 0.00% Redmond $ 59,768 $ 59,768 $ - 0.00% Woodinville $ 11,898 $ 11,898 $ - 0.00% Beaux Arts Village $ 1,569 $ 1,569 $ - 0.00% Clyde Hill $ 2,660 $ 2,660 $ - 0.00% Hunts Point $ 1,569 $ 1,569 $ - 0.00% Medina $ 2,660 $ 2,660 $ - 0.00% Yarrow Point $ 1,569 $ 1,569 $ - 0.00% Sammamish $ 46,188 $ 46,188 $ - 0.00% Kenmore $ 25,195 $ 25,195 $ - 0.00% Other* $ 11,400 $ 9,500 $ (1,900,00) -16.67% TOTAL $ 501,888 $ 499,988 $ (1,900,20) -0.38% TOTAL COSTS $ 501,886 $ 499,876 $ (2,010,23) -0.40% BALANCE $ 2 $ 112 * Administrative tee collected from Redmond Ridge East ($250 / initial sale). ITEM CA-11 CITY OF MEDINA Emergency Preparedness Committee Meeting October 20, 2010 Medina City Hall Chambers 7. 00 p. m. 501 Evergreen Point Road CALL TO ORDER The Emergency Preparedness Committee Meeting was called to order at 7:03 p.m. by Chair Kay Koelemay. ROLL CALL Committee: Chair Kay Koelemay, Margaret Maxwell, Neighborhood Preparedness, Marita Acheson, Medical Volunteers: Doug Dicharry, Roger Ngouenet, Gary Sultan, Shawn Whitney Staff Present: Police Chief Jeff Chen (via SKYPE) and Emergency Preparedness Coordinator Kris Finnigan APPROVAL OF MINUTES MOTION MAXWELUSECOND KOELEMAY TO APPROVE SEPTEMBER 15, 2010 MEETING MINUTES AS WRITTEN. MOTION APPROVED. Communications Committee Communications Committee Member Doug Dicharry announced that there had been twelve radio check -ins on Sunday, October 17'h. He stated that the usual number was six to eight, so this number was encouraging. He said that he hoped for at least a quarterly check -in by all. He further stated that several radio holders had had problems with their batteries. Discussion followed regarding the possibility of the use of walk -about radios. Sultan said that they use AA batteries, and are inexpensive. Dicharry reported on communications activities during the October Sound Shake 2010 Exercise. He said that he had been stationed in the mobile command vehicle with Volunteer Sultan and that they had been busy keeping up with reports coming in. He reported that they had made contact with the Cities of Bellevue, Redmond, Kirkland and the King County Emergency Coordination Center. Dicharry said that Bruce Swenson from the Town of Hunts Point was actively involved in reporting of messages and that Daniel Lipkie had served as a runner. He further expressed the importance of a paper trail, for legal, coordination and communication purposes, stressing this importance in hand-off of shifts. Sound Shake 2010 Chief Chen reported that the Sound Shake 2010 Exercise had been an invaluable experience for everyone involved. He expressed gratitude to all of the citizens who had participated. ITEM CA-11 He related that Deputy Mayor Shawn Whitney had participated, signing a Proclamation of Disaster, in the Mayor's absence. Whitney suggested that those who may play a role during time of disaster and are going out of town, communicate that fact to others involved. Discussion followed regarding the possibility of holding more frequent exercises for our jurisdiction. Motorcycles and motorized golf carts were discussed as possible disaster response vehicles. Chair Koelemay reported that she had been at the King County Emergency Coordination Center during Sound Shake 2010, talking with various jurisdictions. She commented on the resource requests, including one for psychological first aid. That particular request had been turned over to King County Public Health for response. Koelemay expressed the opinion that we should do small exercises more often. Chief Chen further explained that there had been a change of leadership at the King County Emergency Coordination Center and that they had learned a great deal from the exercise. The group reviewed and discussed the Improvement Planning Matrix, which had been distributed. Psvcholoaical First Aid Dicharry reported that he had a message in to King County, checking on materials available for a course in psychological First Aid Training. He expressed the need to explore further, regarding a possible course of study for the community. Meetina Schedule Chief Chen announced that City Hall and the Police Department would soon be moving to temporary trailers parked in the St. Thomas east lot. He explained that there were efforts underway to hardwire surplus generators at this location, in anticipation of a harsh winter. He noted that these generators had recently been obtained from the state, by Sergeant Kane. Following a brief discussion, it was determined that the Medina Emergency Preparedness Committee would meet on a bi-monthly basis in the future, unless current events dictate that additional meetings be held. The next Medina Emergency Committee Meeting was scheduled for Wednesday, December 15, 2010. The meeting was adjourned at 8:21 p.m. Minutes taken by: ris ty Emergency Preparedness Coordinator 2 ITEM CA-12 November 15, 2010 CALL TO ORDER CITY OF MEDINA Park Board Meeting Minutes St. Thomas Church, Music Room 8398 NE 121h Street Vice -Chair called the November 15, 2010 Park Board meeting to order at 6:05 pm. ROLL CALL Present: Gabriele Dickmann, Susan Flagg, Susan Loren -Taylor, Laura Weingaertner Absent: Marelaine Dykes, Matt Kochel, Ross Mickel Staff Present: Joe Willis, Director of Public Works; Pamela Greytak, Administrative Assistant ANNOUNCEMENTS American Tower Corporation (6:10 pm) Willis reported that the city council approved plans for ATC to install antennas on top of the public works shop. Willis stated that plans include renovating the shop and screening it from Medina Park. MINUTES MOTION WEINGAERTNER AND SECOND DICKMANN TO APPROVE JULY 19, 2010 PARK BOARD MINUTES AS WRITTEN. MOTION PASSED 4-0. (6:07 pm) MOTION WEINGAERTNER AND SECOND LOREN-TAYLOR TO APPROVE OCTOBER 18, 2010 PARK BOARD MINUTES AS WRITTEN. MOTION PASSED 4-0. (6:07 pm) AUDIENCE PARTICIPATION No audience participation. PARK REPORTS (6:08 pm) Loren -Taylor reported a non -working light located near the Medina Park restrooms. NEW BUSINESS Tennis Courts Sianag_e (6:12 pm) Board members determined the need to add "No Toys Allowed" rule to new tennis court signs. Park Board Minutes Page 1 November 15, 2010 ITEM CA-12 Park Inventory (6:14 pm) Board members discussed and edited the parks inventory list that Weingaertner drafted and distributed prior to the meeting. Board members spoke about the possibility of holding park board meetings less frequently in the winter months. MOTION WEINGAERTNER AND SECOND LOREN-TAYLOR TO CANCEL THE DECEMBER 20, 2010 PARK BOARD MEETING. MOTION PASSED 4-0. (6:25 PM) MOTION WEINGAERTNER AND SECOND LOREN-TAYLOR TO RESCHEDULE THE JANUARY 17, 2011 PARK BOARD MEETING TO JANUARY 18, 2011. MOTION PASSED 4-0. (6:25 PM) ADJOURNMENT MOTION WEINGAERTNER AND SECOND LOREN-TAYLOR TO ADJOURN NOVEMBER 15, 2010 PARK BOARD MEETING. MOTION PASSED 4-0. (6:31 PM) The next Park Board meeting will be held Tuesday, January 18, 2010 at 6:00 pm. Minutes taken by: Pamela Greytak, CMC Administrative Assistant Park Board Minutes Page 2 November 15, 2010 ITEM CA-13 CITY OF MEDINA Planning Commission Meeting November 17, 2010 St. Thomas Church Conference Room 6.00 p.m. 8320 NE 12th St. CALL TO ORDER The Planning Commission meeting of November 17, 2010, was called to order at 6:00 PM by Chair O'Brien. ROLL CALL Present: Judie O'Brien, David Lee, Peter May, Heija Nunn (arrived 6.22 P", Jeff Price, Ching -Pi Wang Absent: Molly Goudy (excused) Staff Present: Robert Grumbach, Development Services Director Donna Goodman, Development Services Coordinator ANNOUNCEMENTS (6:01 PM) Chair O'Brien announced that she attended the last City Council meeting and, along with Grumbach, presented the angled setbacks proposal. She reported that council members expressed appreciation for the Planning Commission's work on this subject and had decided to take the matter off the table for the time being. Grumbach made the following announcements: • Commissioner Gaudy notified him that she would not be able to attend tonight's meeting and that Commissioner Nunn would be late. • The new fee schedule that the Council adopted was in effect. • The Council authorized the City Manager to sign a franchise agreement and lease agreement with American Tower Corp. for construction of a new DAS system in the public rights -of -way and use of the City Shop site. • The Council approved re -instatement of franchise fees and utility taxes for next year and they will take action at the December regular meeting on the proposed 2011 budget. APPROVAL OF MINUTES MOTION WANG/ SECOND PRICE TO APPROVE OCTOBER 26, 2010, MEETING MINUTES AS SUBMITTED. MOTION APPROVED 6-0 (6.03 PM) AUDIENCE PARTICIPATION (6:03 PM) There were no comments from the audience. Planning Commission Minutes Page 1 November 17, 2010 ITEM CA-13 PUBLIC HEARINGS 1) Construction Mitigation Plan No. C-2855: 7848 NE 10T" Street. Proposal to construct a retaining wall and remove 400 cubic yards of soil and import 200 cubic yards of fill to create a level lawn area within a geologically hazardous area. (6:04 PM) Chair announced how the public hearing would be conducted. Chair opened the public hearing (6:04 PM) Chair O'Brien asked if the commissioners had any disclosures to make subject to the Appearance of Fairness Doctrine. Wang disclosed that the applicant's property abuts his rear yard. He stated that he felt comfortable participating and that he could be impartial. There were no objections to Wang taking part in the hearing. Christopher Ruiz, engineering consultant to the City, read the conditions outlined in the staff report and recommended approval subject to the referenced conditions. Wang asked about the toe drains for the wall. Ruiz explained that at the time of the grading/drainage permit review he would determine if the drainage issues were adequately addressed. He noted that the geotechnical engineer states that the toe of the footing must be drained. May asked about the comment in the letter from the neighbor regarding access and parking. Ruiz explained that the north property line abuts that neighbor's property. He reported that since the letter was written the applicant had worked out an agreement with the neighbor and received written authorization to use that area for secondary access. Lee asked about significant trees on the property. Ruiz explained that none are proposed for removal and that those remaining would be protected. Staff presented the oath to members of the audience who thought they might testify (Philips, Hansen & Gabriele Dickmann) The applicant, John Philips, project designer, and George Hansen, property owner, showed a large site plan of the property and described the scope of the proposed work. Hansen explained that previous property owners had placed fill on the site to create a small flat yard and that they would be removing this fill and replacing it with better draining soils to improve the existing conditions. Ruiz asked the applicant his intentions regarding a sport court, commenting that one had been shown in the original plan. Hansen explained that it had become a problem because if they dug down to original grade for the sport court they would have to dig too deeply and that they had abandoned the project for the time being. Phillips elaborated, stating that they had found 3 — 7 feet of fill in that area so the low point of original grade would be 3 ft below the existing grade. Planning Commission Minutes Page 2 November 17, 2010 ITEM CA-13 Grumbach provided clarification, explaining that the applicant's property is at the maximum allowance for structural coverage and that the sport court would count toward structural coverage if any part of the structure was over 30 inches above original grade. Wang inquired further regarding drainage. Grumbach reiterated that Ruiz would be reviewing the geotechncal report at the time of the grading/drainage review, when the proposed drainage would be evaluated. Chair O'Brien asked Nunn, who arrived during the discussion, if she had any Appearance of Fairness Doctrine issues, and Nunn reported that she did not. May asked about the proposed temporary staging area and Hansen stated that the area would be re -landscaped, creating a landscaping buffer between his and the neighboring property. Ownership of the private lane was discussed and Hansen stated that any damage to the private lane as a result of the construction would be repaired. Ruiz explained that that requirement is standard language in construction mitigation plans. Chair O'Brien asked if anyone in the audience would like to provide testimony. There was no additional testimony and the Chair closed the public hearing. MOTION MAY, SECOND LEE, TO APPROVE THE CMP SUBJECT TO THE RECOMMENDED CONDITIONS AS STATED IN THE STAFF REPORT. MOTION APPROVED UNANIMOUSLY 6-0 (6:29 PM) 2) Recommendation for a proposed code amendment to repeal and re -adopt Chapter 17.60 MMC relating to nonconforming uses, lots and structures (6:29 PM) Grumbach inquired about the commissioners receiving a revision to the proposed language for the code amendment and he also distributed copies of the revision. He summarized that a change is proposed from the current method of using pre - alteration valuation to a new method of using replacement costs for proposed changes to non -conforming structures and properties. Grumbach noted that the most recent revisions incorporated a sweeping of the municipal code for the purpose of ensuring consistency between regulations. He summarized the changes and also explained that eventually the definitions will be placed in a consolidated chapter under the unified development code. There were no questions from the commissioners. Chair O'Brien opened the public hearing (6:32 PM). Charlie Klinge, 11100 NE 8th St., Bellevue, attorney representing Charles & Lisa Simonyi, stated that the Simonyis supported the proposed legislation. He noted that the Simonyis would like to change out some windows and perform interior renovations to their non -conforming residence. These proposed changes to the code, he stated, would allow them to keep more of what they have and make use of Planning Commission Minutes Page 3 November 17, 2010 ITEM CA-13 it. Klinge submitted a list of the changes that had occurred to the proposed ordinance since the beginning of the current review. There was no further testimony and the Chair closed the public hearing (6:36 PM). ........... MOTION MAY, SECOND NUNN, TO FORWARD THE PROPOSED ORDINANCE WITH EDITING CORRECTIONS TO THE CITY COUNCIL AND RECOMMEND ADOPTION. APPROVED 6-0. (6:36 PM). 3) Legislative: Proposed Code Amendment to amend MMC 17.90.030 & 17.90.060 relating to allowing wireless communications antennas in City -owned parks (6:38 PM1 Grumbach stated that he had performed additional edits since the last time commissioners had discussed this issue. There were no questions from the commission and Chair O'Brien opened the public hearing (6:39 PM). There was no testimony from the audience and the Chair closed the public hearing. MOTION NUNN, SECOND PRICE, TO FORWARD THE PROPOSED ORDINANCE TO THE CITY COUNCIL WITH A RECOMMENDATION FOR ADOPTION. APPROVED 6-0. (6:40 PM). 4) Legislative: Propose! Code Amendment to amend Chapter 17.56B MMC relating to the placement of temporary wireless communication facilities (6.40 PM) Chair O'Brien pointed out that the code section as listed on the agenda as 46B was incorrect and that the correct section number was 56B. Grumbach explained the proposed changes and stated that this will allow a more streamlined process for temporary wireless communication facilities. He went on to say that additional criteria had been added since the last draft of the document which strengthened the length of time allowed for a temporary facility to 6 months for each location. Chair O'Brien opened the public hearing (6:43 PM). There was no testimony from the audience and the Chair closed the public hearing (6:43 PM). MOTION WANG, SECOND NUNN, TO FORWARD THE PROPOSED ORDINANCE TO THE CITY COUNCIL WITH A RECOMMENDATION FOR ADOPTION. APPROVED 6-0 (6.43 t". Planning Commission Minutes Page 4 November 17, 2010 ITEM CA-13 OTHER BUSINESS 1) 2011 Planning Commission Work Program Grumbach explained that he and Chair O'Brien had decided to place this item on tonight's agenda so the commissioners would have an opportunity to discuss it before the end of the year. Grumbach provided a list of the 2010 Planning Commission work program and accomplishments and reviewed it with the commissioners, explaining that the Commissioners already had three items for the 2011 work program: 1) Continue Zoning Code Update; 2) Shoreline Master Program Update (deadline summer); and 3) Comprehensive Plan Amendment (deadline June). He stated that these three are all large projects that will take quite a bit of time to complete. Nunn asked about #7, Sign Code updates and #6, Home Occupation code updates and discussion followed. May asked about #5, Renewable Energy. Grumbach responded that this was on the work program in response to proposed state legislation, but the state legislature has so far delayed action, giving the City additional time. Grumbach asked the commissioners if they wanted to add to the list or delete any of the items. O'Brien recommended removing #4, Bonus Structural Coverage based on Height, and #6, Home Occupation. Nunn requested that they add discussion of increasing height in the R-16 zone to allow design flexibility. Discussion followed and there was a consensus in favor of these changes to the recommended work program. It was decided that Grumbach would update the 2011 Work Program and send it out to the commissioners for their feedback. MOTION NUNN, SECOND MAY, TO CANCEL THE DECEMBER PLANNING COMMISSION MEETING. APPROVED 6-0 (7.17 PM). ADJOURNMENT MOTION MAY / SECOND PRICE TO ADJOURN NOVEMBER 17, 2010 PLANNING COMMISSION MEETING. MOTION APPROVED 6-0. 7.18 PM The next Planning Commission meeting will be held on Tuesday, January 25, 2010, at 6:00 pm; location at St. Thomas Great Hall, room to be determined. Minutes taken by: f 0� 00, 1 �� Donna Goodman Development Services Coordinator Planning Commission Minutes Page 5 November 17, 2010 ITEM CA-14 Part 150 Noise Compatibility Study City of Medina Update - Feb 8, 2011 Council Meeting Submitted by Allyson Jackson Recent Actiyit. Met with Temple Johnson, retired FAA Northwest Mountain Region Director and author/implementer of the Four Post Plan. • Reviewed Medina's concerns with North Flow East Turn and non -compliant South Flow arrivals. After discussion and reviewing current flight tracks, he concurs that many of the North Flow East Turn flights could safely and efficiently flow the open water corridor between Medina and Mercer Island. He believes that this could be easily implemented with FMS/RNAV technology. On South Flow arrivals, he concurs that the turn has shifted south from the original plan and in his opinion, the FAA needs a new Environmental Assessment for the track that they are currently using. Temple Johnson and I met with Stan Shepherd, Port of Seattle Noise Manager and Rob Adams, Landrum and Brown Consultant Part 150 Study Leader with the following results: (Meeting held Jan 26tn) Temple Johnson discussed his background and role in the development of the Environmental Assessment (EA) for the Four Post Plan and its implementation in 1990. He also discussed the litigation that challenged the Four Post Plan EA as well as the Justice Department's opinion that although the FAA won the lawsuit, any deviations from the EA may not hold up in court. Temple Johnson clarified that the southward shift of the South Flow Arrival Stream over Medina is a clear violation of the Four Post Plan EA. Therefore, the planes that are cutting the corner over Medina are in violation of the FAA's EA approved operational procedures as well as being in violation of the Port's designated Noise Abatement Corridor. • The Port made it clear that they do not have the authority over FAA procedures and are not responsible for the FAA following their own Environmental Assessments. As airport operator, they can monitor noise and noise abatement corridors and provide feedback to the FAA about non-compliance. They can set up training for air traffic control operators and provide information to airlines and pilots that encourage compliance ..... all of which do help but require ongoing monitoring. Resolution of the problem requires the FAA to hold their Air Traffic Controllers to a high standard of compliance with their operational procedures. • Port agreed to the following next steps for South Flow compliance: o The Port is committed to ongoing monitoring of the South Flow Arrivals. They tag all flights that are non- compliant and meet monthly with the FAA to discuss. In addition, they are now sending these reports to the Medina City Manager on a quarterly basis. This will continue. o The Part 150 Consultant will review the visual landing procedures that are currently in use and make a recommendation on how to alter this so that flights that are given authorization to use a visual landing approach (and therefore cut the corner over Medina) will still have to follow the noise abatement corridor. o As part of the Part 150 Review of the Ports Fly Quiet Program (an incentive based program for pilots and airlines to comply with procedures), the Port and Part 150 Consultant will review and make recommendations for incentives that will further encourage pilots and airlines to comply. o The Port will review the materials they are using for their annual air traffic controller training to emphasize following the South Flow Arrival procedures. • The North Flow East Turn over the open water and continued discussion of South Flow compliance by air traffic controllers is clearly an FAA action item and outside the scope of the Part 150. As a follow on to the November 2010 meeting between the Medina City Council, Port and FAA, Mayor Jordan sent a letter to Ron Fincher, FAA District Manager, requesting that Medina be allowed to insert a technical consultant into the process of reviewing both East Turn and South Flow arrival procedures. Ron Fincher finally responded (after several phone messages and emails) that he is declining Medina's offer to insert a technical specialist into the process but would be happy to review the FAA's progress with us. 2/11/2011 Part 150 City Council Update Page 1 of 2 ITEM CA-14 Discussion and Action: Continuing to attend the Part 150 meetings will ensure that the South Flow compliance issue is documented and puts pressure on the Port and Part 150 team to come up with recommendations that are reviewed and implemented by the FAA. I will continue to attend the Part 150 Public Focus Meetings and Technical Sessions, as appropriate. The additional efforts are outside the scope of the Part 150 study but are critical if the City of Medina wants to remedy the noise problem. I will continue with the efforts below unless the Medina City Council provides different direction. • Meeting with Ron Fincher, FAA District Manager is critical. For the past 15 years, the FAA has continued to promise Medina they will look into Medina's concerns but they have not followed through. Although Mr. Fincher has declined Medina's direct involvement at this time, he is willing to keep us apprised of his progress. I will continue to press for a meeting between him, Temple Johnson and myself so that we can review the work and progress that the FAA is making. In addition, the goal would be to persuade Mr. Fincher to allow us to work together. I believe that we may need Mayor Jordan to intervene and setup the meeting, as well as attend. • Since Mr. Fincher has historically not been supportive of dealing with Medina's concerns, Temple Johnson is exploring other avenues within the FAA that we can utilize in order to get the FAA's attention. It is Temple's opinion that the local FAA is clearly not complying with their own procedures. We are trying to determine if there is an FAA oversight committee that we can get involved to review whether current operations are in line with the Environmental Assessment for the Four Post Plan. 2/11/2011 Part 150 City Council Update Page 2 of 2 Medina City Council Special Meeting ITEM OB-1 Tuesday, February 15, 2011 AGENDA BILL Subject: Park Board 2011 Work Plan Category: ❑ Consent El Ordinance El Public Hearing g ® City Council Business ❑ Resolution ❑ Other -Discussion Prepared Bv: Joe Willis, Public Works Director Summary At the January Park Board Meeting the Park Board adopted the attached work plan. The plan primarily focuses on updating the Comprehensive Park Plan that will become part of the City's overall Comprehensive Pan, The Plan provides some latitude with a month or two for extra meetings in order to go through the public process and meet the September application deadline for Comp Plan amendments. The work plan provides for two open houses to gather and "test" results. Other items include review of planning process for 84t" Ave NE street and potential sidewalk improvements. There will also most likely be review of ongoing projects such as NE 12t" St. and City Hall Park. Attachments: 1. Park Board Adopted 2011 Work Plan Budget/Fiscal Impact:.__.___ _. NA Staff Recommendation: Ad( City Manager Approval: Proposed Council Motion: "I move to adopt the 2011 Park Board Work Plan." ITEM OB-1 Draft 2011 City of Medina Park Board Work Plan/Comprehensive Park Plan Update I. January meeting 2011 Park Board Work Plan a. Comprehensive Park Plan Update i. Inventory - complete? ii. Public process b. 841h Ave NE street and potential sidewalk improvements C. II. February meeting a. Approve public process for Comp Park Plan Update b. Review possible survey data c. Plan Open House to gather input d. III. March meeting —Open House a. Gather Public input on current policies, facilities, needs, vision b. Discuss what was heard and possible vision scenarios C. IV. April meeting a. Report Back to Park Board on what was heard at the Open House b. React to a draft vision, goals, and policies C. V. May meeting a. Open House b. How far are we from our vision —Needs Assessment C. VI. June Meeting a. Final adoption of proposed Park Plan Amendment (Application must be submitted to the City by September.) b. Medina City Council Meeting Tuesday, February 15, 2011 AGENDA BILL Subject: 2011 Budget Amendment ITEM OB-2 Category: ❑ Consent ® Ordinance ❑ Public Hearing g ® City Council Business ❑ Resolution ❑ Other — Discussion Prepared By: Nam Adams, Director of Finance Summary: It is necessary to decrease expenditures based on the December 13, 2010 proposed 2011 Budget Amendment presented by Council and brought back before the Council on January 11, 2011. It is necessary to increase expenditures for 2010 Carryover items. Attachment(s): 1. Budget Amendment Ordinance Budget/Fiscal Impact: See Ordinance Staff _Recommendation: Pass 0 dinance City Manager..._._ � _ A roval: Proposed "I move to approve Ordinance number authorizing a budget amendment Council Motion: of the 2011 approved budget. ITEM OB-2 CITY OF MEDINA ORDINANCE NO AN ORDINANCE OF THE CITY OF MEDINA AMENDING ORDINANCE NO. 868 2011 BUDGET AMENDMENT WHEREAS, the Medina City Council enacted Ordinance 868 on December 13, 2010 approving the budget for 2011; and WHEREAS, it is necessary to decrease expenditures based on a December 13, 2010 proposed 2011 Budget Amendment presented by Council and brought back before the Council on January 11, 2011. WHEREAS, this ordinance has been approved at least five days after its introduction as required by RCW 35A.33.090; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, DO ORDAIN AS FOLLOWS: SECTION 1. Ordinance 868 is hereby amended to set total expenditures at $7,464,215 as summarized below. FUND 2011 Expenditure All Funds Amended to Include: General Fund: Expenditure Revisions: 001.512.50.41.20 001.512.50.51.10 001.514.10.11.00 001.521.20.48.10 001.521.40.43.00 001.521.20.64.50 001.525.60.41.00 001.574.20.11.00 001.574.20.12.00 Total General Exp. Reduction 001.558.60.32.00 Capital Fund: 307.595.30.63.16 Total 2011 Budget Amendment A EXPENDITURE DESCRIPTION $7,435,595 2011 Adopted Budget Ordinance 868 ($ 3,000) Reduce Public Defender ($11,000) Reduce Municipal Court ($11,000) Reduce Finance Support $10,000 Increase Repairs & Maint. Autos ($ 4,000) Reduce Travel & Training ($45,280) Remove New Automobile ($ 5,000) Reduce EP Coordinator Contract ($ 1,000) Reduce Lifeguard Salaries 300 Reduce Lifeguard Overtime $(70,580) Total Item OB-6 Reductions $ 1,200 To include approved expenditure in total due to formula error- Planning & Development $ 98,000 Medina Storm Water Ponds (Unspent -Carryover from 2010) ITEM OB-2 SECTION 2. The City Manager is authorized to make any transfers necessary to carry out the terms of this ordinance. SECTION 3. The effective date of this ordinance shall be (5) days after its publication of a summary of its intent and contents. PASSED BY AT LEAST ONE MORE THAN A MAJORITY OF THE CITY COUNCIL ON THIS 15TH DAY OF FEBRUARY, 2011, AND SIGNED IN AUTHENTICATION OF ITS PASSAGE THE 15TH DAY FEBRUARY 2011. Approved as to form: Bret Jordan, Mayor Attest: Bruce Disend, City Attorney Rachel Baker, City Clerk Passed: Published: Effective Date: Medina City Council Meeting Tuesday, February 15, 2011 AGENDA BILL ITEM OB-3 Subject: Interlocal Agreement with Clyde Hill for 84 Ave NE Improvements Category: ❑ Consent ❑ Ordinance ❑ Public Hearing ® City Council Business ❑ Resolution ❑ Other —Discussion Joe Willis, Public Works Director and Robert Grumbach, Development Prepared By: Services Director Summary: The Public Works Director/City Engineer for Clyde Hill, Craig Olson, applied for a TIB Small Cities Grant to repair 84th Ave NE from NE 12th to NE 241h Street with a pavement overlay. The Grant Application request was for $462,000 with each City contributing $99,000 as matching dollars for a total project amount of $660,000. The $660,000 project application amount was broken down as follows: $40,000 for Design Engineering with each City contributing $6,000 matching funds, $20,000 for Construction Engineering with each City contributing $3,000 matching funds, and $600,000 for Construction with each City contributing $90,000. Clyde Hill received notice of the Grant award in November of 2010. Clyde Hill will serve as lead agency to administer the project. Design will be accomplished in 2011 and construction will occur in 2012. The TIB Grant provides a unique opportunity for the two Cities to not only repair the street, but to work together on conceptual improvements within the corridor that will integrate with Medina's gateway and traffic safety improvement project for NE 12th and lake Washington Blvd. The goal will be to improve the corridor for multiple users capitalizing on the significant green space of the corridor and connecting it with the regional SR 520 improvements. Under terms of the Interlocal Agreement, the project design concepts and final design will be developed by KPG, Inc. in 2011. The design concepts and the final improvement project design will be subject to the review and approval by both City Councils. Both Cities will pay one half of the matching dollar cost for the design and construction of the project. Attachments: 1. Proposed Interlocal Agreement $99,000 from Capital Improvement Program (Estimated $6,000 in Budget/Fiscal Impact: 2011 and $93,000 in 2012) Approve the interlocal agreement with Clyde Hill and authorize the Staff Recommendation: City Manager to sign the agreement. 11thove to enter into an Interlocal Agreement with Clyde Hill for the Proposed improvement of 84th Ave NE from NE 12th Street to NE 24th Street Council Motion: and authorize the City Manager to sign the agreement." ITEM OB-3 INTERLOCAL AGREEMENT FOR THE DESIGN AND CONSTRUCTION OF IMPROVEMENTS TO A PORTION OF 84TH AVENUE THIS INTERLOCAL AGREEMENT ("Agreement") is entered into between the Cities of Clyde Hill and Medina, Washington ("the Parties") to provide for the design and construction of improvements to that portion of 84th Avenue, south of the NE 24th Street intersection and north of the NE 12th Street intersection, which forms the boundary between Clyde Hill and Medina, and to define the Parties' respective rights, obligations, costs and liabilities regarding this undertaking. WHEREAS, the Cities of Clyde Hill and Medina entered into a "Maintenance Agreement" dated June 30, 1971, which provides that Clyde Hill and Medina must agree upon any and all future improvements, changes, or alterations pertaining to the 84th Avenue between NE 12th Street and NE 24th Street; and WHEREAS, the Maintenance Agreement also requires that any work beyond routine maintenance, which requires an expenditure in excess of $500.00, shall first be approved by the whole Councils of both municipalities; and WHEREAS, Clyde Hill has been awarded a Washington State Transportation Improvement Board (TIB) grant for $462,000.00 with a $200,000.00 matching amount, providing both Clyde Hill and Medina the unique opportunity to improve 84th Avenue and tie it into the significant green space, Points Loop Trail, and regional trail improvements in the 520 corridor; and WHEREAS, each Party desires to enter into an agreement providing for the mutual benefits to be derived from co-operation in the improvement of 84th Avenue, and the Parties are authorized by the Interlocal Cooperation Act, RCW Chapter 39.34, to enter into mutual assistance agreements when appropriate; NOW, THEREFORE, FOR AND IN CONSIDERATION OF the terms and conditions specified below, the Parties agree as follows: Section 1. Purpose. The purpose of this Agreement is to memorialize the agreement between Clyde Hill and Medina for the design and construction of the 84th Avenue improvements. Section 2. Scope of the Project. The project for which the TIB grant was obtained will include designing and constructing improvements to 84th Avenue. These improvements will tie 84th Avenue into the significant green space, Points Loop Trail, and regional trail improvements in the 520 corridor and will also integrate with Medina's construction project along NE 12th Street. Upon approval of the final design by the City Councils of both Clyde Hill and Medina, the approved design shall be incorporated by reference herein as Exhibit A, which will establish the scope of the improvements to be constructed. KNE 848821. DOC;1 \00019.900000\ ITEM OB-3 Section 3. Clyde Hill Obligations. As the recipient of the TIB grant, Clyde Hill shall act as the lead agent on the project. Clyde Hill's responsibilities shall include, but not be limited to: A. Working with road design engineers, KPG, Inc., to obtain possible designs for the project; B. Working with Medina cooperatively in joint committee to refine the design of the project; C. Obtaining final approval of the design from the Medina City Council prior to proceeding with bidding and constructing the project; obtaining concurrence from the Medina City Council prior to awarding the construction contract; obtaining approval for construction change orders in accordance with Section 10 of this Agreement; obtaining approval of the Medina City Council in resolving any construction claims and disputes; and obtaining approval of the Medina City Council prior to final acceptance of the improvements; D. Completing the bidding process for the construction of the project in accordance with applicable state law; E. Assuming lead agency status for purposes of conducting any necessary environmental review and analysis or for purposes of obtaining any and all regulatory permits necessary to complete the improvements; F. Applying for and obtaining any necessary permits from Medina; G. Obtaining necessary temporary construction easements for encroachment upon property located within Clyde Hill; H. Overseeing the construction of the project; I. Contributing its share of the project costs, including design, exceeding the amount available through the TIB grant; and J. Billing Medina for its share of the project costs exceeding the amount available through the TIB grant. Section 4. Medina Obligations. Medina's responsibilities shall include, but not be limited to: A. Working with Clyde Hill cooperatively in joint committee to refine the design of the project and promptly obtaining necessary approvals from the Medina City Council, which shall not be unreasonably withheld; B. Obtaining any additional right-of-way necessary for the project by legal means located within Medina's jurisdiction; C. Obtaining necessary temporary construction easements for encroachment upon property located within Medina; D. Approving, without costs to Clyde Hill, any necessary permits in accordance with Medina's regulations; E. Responding promptly to information requests submitted by Clyde Hill regarding installation of the new improvements, including but not limited to, locations of underground facilities within the right-of-way, if necessary; and F. Contributing its share of the project costs, including design, exceeding the amount available through the TIB grant and making timely payments to Clyde Hill for its share. Section 5. Financing. The Parties agree to share the costs of the project equally in accordance with the "Maintenance Agreement" dated July 30, 1971, to the extent the project costs exceed the amount of the TIB grant, EXCEPT that any costs associated with constructing a KNE848821. DOC;1 \00019.900000\ ITEM OB-3 new concrete sidewalk on the western side of 84th Avenue (excluding paved bicycle and paved walkway) shall be borne exclusively by Medina, including but not limited to, right-of-way acquisition and construction costs. Section 6. Billing. Clyde Hill shall bill Medina for its share of the project costs in thirty day intervals beginning on .,(insert easiest date for billing for Clyde Hill or date design process be 'ns). Payments shall be due to Clyde Hill within thirty days of receipt of the billing. Monthly payments that are not paid within the allotted time period shall be considered delinquent. Delinquent charges shall accrue interest on the unpaid balance, from the date of delinquency until paid, at an interest rate of _1_ percent per month. In the event that the Parties disagree regarding Medina's share of any expense incurred by Clyde Hill regarding the project, the Parties may agree to submit the question for resolution by a mediator or arbitrator acceptable to both Parties. Section 7. Construction Bid Acceptance. Upon opening of construction bids, Clyde Hill shall obtain concurrence from Medina prior to award of the construction contract. Section 8. Construction Change Orders. The following change order authorizations are hereby established: A. The Clyde Hill City Engineer may authorize change order requests up to $2,000 per change order and shall immediately provide a copy of the change order authorization to the Medina City Engineer. B. The Clyde Hill City Engineer, with the prior written concurrence of the Medina City Engineer, may authorize change order requests up to $10,000 per change order. C. Change order requests exceeding $10,000 per change order will be reviewed by the respective City Councils of the Parties for approval or denial, and any such approval shall require the concurrence of both City Councils. Section 9. Construction Claims and Disputes. In the event construction claims for additional payment are matte by the construction contractor and/or disputes result, Clyde Hill will endeavor to resolve the claims/disputes and obtain Medina's approval prior to finalizing resolution. Medina will assist in resolving claims/disputes as necessary. Section 10. Construction Project Acceptance. Upon satisfactory completion of the improvements, resolution of all claims for additional payment, completion of all contract closeout documents and agreement between Clyde Hill and the contractor regarding the final contract quantities for the improvements, Clyde Hill shall recommend final acceptance to the Medina City Engineer. Approval by the Medina City Council shall be the responsibility of Medina staff. Section 11. Duration. This Agreement shall take effect upon signature by the last City signing the same and shall continue in full force and effect thereafter until terminated by either the mutual agreement of the parties or upon final acceptance and payment for the project. KNE848821. DOC;1 \00019.900000\ ITEM OB-3 Section 12. Joint Committee. No separate legal entity is formed by this Agreement. A joint committee shall be formed to administer this Agreement, comprised of the Mayors, City Administrator or Manager, and City engineers of each city. Section 13. Ownership and Disposition of Property. In the event that acquisition of additional right-of-way is necessary for the project, each Party shall obtain the necessary right- of-way located in their respective jurisdiction, pay for the costs of obtaining such right-of-way, and shall retain the ownership interest acquired for that portion of the right-of-way following termination of this Agreement. The maintenance of the right-of-way shall continue to be governed by the "Maintenance Agreement" dated June 30, 1971. Section 14. Indemnification Hold Harmless and Waiver. A. Clyde Hill agrees to indemnify, hold harmless, and defend Medina, its elected and appointed officials, officers, agents, and employees from and against any and all third -parry claims, losses and liability for injuries or property damage caused, occasioned by, or arising from any negligent act, error or omission of Clyde Hill, its elected and appointed officials, officers, and employees performed under this Agreement. B. Medina agrees to indemnify, hold harmless, and defend Clyde Hill, its elected and appointed officials, officers, agents, and employees from and against any and all third -parry claims, losses and liability for injuries or property damage caused, occasioned by, or arising from any negligent act, error or omission of Medina, its elected and appointed officials, officers, and employees performed under this Agreement. Medina further knowingly waives any claims against Clyde Hill relating to the contractor or its subcontractors' construction work and installation of materials and agrees that it must pursue any claims against the contractor or its subcontractors directly. C. This Section shall survive termination of this Agreement. Section 15. Insurance. Each party shall maintain appropriate liability insurance or self - insured coverage to cover potential liabilities arising from this Agreement. Section 16. Termination. Either Party may terminate this Agreement with or without cause by providing the other Party with thirty days written notice of its intent to terminate. Termination or expiration shall not alter either Party's payment obligations under Section 5 for services already rendered or those services thereafter rendered to complete the project and shall not alter the Parties' respective obligations under Section 14 of this Agreement. Section 17. Waiver. Waiver by any City of the right to strict performance of any provision of this Agreement or any breach thereof shall not constitute a waiver of any other provision or breach. Section 18. Entire_ Agreement. This Agreement constitutes the entire agreement and understanding between the Parties concerning the subject matter herein and shall supersede all prior agreements, oral or otherwise. No modification or amendment of this Agreement shall be valid or effective unless evidenced by a writing signed by both Parties. KNE848821. DOC;1 \00019.900000\ ITEM OB-3 Section 19. Filing. A copy of this agreement shall be filed with the Office of the King County Records and Elections or shall be posted on the Parties' websites in accordance with RCW 39.34.040. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of this day of I . CITY OF CLYDE HILL CITY OF MEDINA LIZ Its Address: 9605 N.E. 24th Street Clyde Hill, Washington 98004 Approved as to form: Clyde Hill City Attorney Medina City Attorney KNE848821.DOC;1 \00019.900000\ 0 Its Address: Medina City Council Meeting ITEM 013-4 Tuesday, February 15, 2011 AGENDA BILL Professional Services Agreement(s) in Support of the Eastside Design and Subject: Construction for SR 520 from Evergreen Point Road to SR 202 Category: ❑ Consent El Ordinance ❑ Public Hearing 9 ® City Council Business ❑ Resolution ❑ Other — Discussion _ Prepared By: Joe Willis, Public Works Director Summary Since the SR 520 Medina to SR 202, Eastside Transit and HOV Project received funding from the State Legislature, the project is moving forward to design and construction using the design -build method of project delivery. This method moves faster than typical design -bid -build methods and therefore requires expedited agency reviews and permitting. WSDOT has developed 30% design drawings and Design Criteria Guidelines for the Design/Build Contact Team to follow, and has selected the Design/Build Team, Eastside Corridor Constructors. WSDOT has requested that the City participate with the State in the Design/Build program for completion of this SR 520 Eastside Project. Each of the Points Communities has received this request. WSDOT recognized that each City/Town has limited resources to commit to this effort and therefore to facilitate reimbursement of City/Town staff time the State has proposed Project Services Agreements for each municipality (GCA 6495 and 6496 for Medina). Under the proposed Cooperative Agreement for Design and Construction GCA 6495 and 6496, the City is asked to participate in the process using a Project Coordinator in a liaison role to facilitate communications between the State and City staff, and a Project Technical Reviewer to expedite City review of project related submittals and issuance of City permits. The GCA Agreements provide direct cost reimbursement for staff/consultants acting in these two roles. The Council discussed the GCA Agreements on November 8, 2010, endorsed retaining a loop ramp configuration for the freeway on ramp, and authorized the City Manager to negotiate and sign the final agreements. Since that time, the Town of Hunts Point requested elimination of the''Y2 diamond on -ramp configuration and proposed a fly -over on ramp configuration that has received endorsement from all four of the Points Communities. Since the Points Communities have limited resources to commit to this effort Medina and Clyde Hill jointly issued a Request for Qualifications from individuals or firms to provide support services to assist the Cities. Each City has the option of selecting a firm and entering into separate professional services agreements as they deem appropriate to their own needs. In joint effort with the Points Communities, the City Manager and I participated in a consultant selection and interview process with Mitch Wasserman and Craig Olson (Clyde Hill Administrator and Public Works Director), and David Cooper (Yarrow Point Mayor). The firm of DKS Associates was the top candidate selected for consideration. Each City has the option to negotiate an agreement for services with any of the candidates. On page 7 of the attached draft Professional Services Agreement, DKS Associates provides a draft scope of services for support of the SR 520 work program. Since the present draft GCA 6496 Agreement with WSDOT only allocates $75,000 for the entire staff/consultant effort over the projected 4-year term of the project, further discussion is needed to define the extent of City staff resources and what level of consultant support is desired or needed. Attachments: 1. Draft Professional Services Agreement iscalImpact: None Staff Recommendation: Mana Authorize the City Manager to determine the anticipated level of consultant support needed for the project and to negotiate and sign support services agregment( to provide the services as needed I'mo"ve to authorize the City Manager to determine the anticipated level of consultant support needed for City participation in the SR 520 Design -Build Project and to negotiate and sign Support Services Agreement(s) to provide the services as needed, provided the total amount for the services Proposed does not exceed the amount allocated by WSDOT for City participation in Council Motion: the oroiect. ITEM OB-4 PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MEDINA AND THIS AGREEMENT, is made this day of February 2011, by and between the City of Medina (hereinafter referred to as "City"), a Washington Municipal Corporation, and DKS Associates (hereinafter referred to as "Service Provider"), doing business at 719 Second Avenue, Suite 1250, Seattle, WA. WHEREAS, Service Provider is in the business of providing certain professional services specified herein; and WHEREAS, the City desires to contract with Service Provider for the provision of Project Liaison and Engineering Services in conjunction with WSDOT's "SR 520, Medina to SR 202, Eastside Transit and HOV Project," and Service Provider agrees to contract with the City for same; NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is agreed by and between the parties as follows: TERMS 1. Description of Work. Service Provider shall perform work as described in Attachment "A", Scope of Work, which is attached hereto and incorporated herein by this reference, according to the existing standard of care for such services. Service Provider shall not perform any additional services without the expressed permission of the City. 2. Payment. A. The City shall pay Service Provider at the hourly rate set forth in Attachment "A", which is attached hereto and incorporated herein by this reference, but not more than a total of Seventy Five Thousand Dollars ($75,000) for the services described in this Agreement. This is the maximum amount to be paid under this Agreement, and shall not be exceeded without prior written authorization from the City in the form of a negotiated and executed supplemental agreement. B. Service Provider shall submit monthly payment invoices to the City after such services have been performed, and the City shall make payments within four (4) weeks after the submittal of each approved invoice. Such invoice shall detail the hours worked, a description of the tasks performed, and shall separate all charges for clerical work and reimbursable expenses. C. If the City objects to all or any portion of any invoice, it shall so notify Service Provider of the same within five (5) days from the date of receipt and shall pay that Page 1 of 8 ITEM OB-4 portion of the invoice not in dispute. The parties shall immediately make every effort to settle the disputed portion. 3. Relationship of Parties. Service Provide shall be fully independent and shall not act as an agent or employee of City. Service Provider shall be solely responsible for its employees and for their compensation, benefits, contributions and taxes, if any. The City may, during the term of this Agreement, engage other independent contractors to perform the same or similar work that Service Provider performs hereunder. 4. Project Name. SR 520 Project Coordinator & Technical Review Assistance 5. Duration of Work. Service Provider shall complete the work described in Attachment "A" on or before December 2014 or unless extended in writing by the City. 6. Termination. A. Termination Upon the Cityy s Option. The City shall have the option to terminate this Agreement at any time. Termination shall be effective upon ten (10) days written notice to the Service Provider. B. Termination for Cause. If Service Provider refuses or fails to complete the tasks described in Attachment " A ", or to complete such work in a manner unsatisfactory to the City, then the City may, by written notice to Service Provider, give notice of its intention to terminate this Agreement. After such notice, Service Provider shall have ten (10) days to cure, to the satisfaction of the City or its representative. If Service Provider fails to cure to the satisfaction of the City, the City shall send Service Provider a written termination letter which shall be effective upon deposit in the United States mail to Service Provider's address as stated below. C. Rights is upon Termination. In the event of termination, the City shall only be responsible to pay for all services satisfactorily performed by Service Provider to the effective date of termination, as described in the final invoice to the City. The City Administrator shall make the final determination about what services have been satisfactorily performed. 7. Nondiscrimination. In the hiring of employees for the performance of work under this Agreement or any subcontract hereunder, Service Provider, its subcontractors or any person acting on behalf of Service Provider shall not, by reason of race, religion, color, sex, marital status, national origin or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Page 2 of 8 ITEM OB-4 8. Indemnification / Hold Harmless. The Service Provider shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the negligent or other tortious acts, errors or omissions of the Service Provider in connection with the performance of this Agreement. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Service Provider and the City, its officers, officials, employees, and volunteers, the Service Provider's liability hereunder shall be only to the extent of the Service Provider's negligence. 9. Insurance. The Service Provider shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Service Provider, their agents, representatives, employees or subcontractors. A. Minimum Scope of Insurance. Service Provider shall obtain insurance of the types described below: Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products -completed operations, personal injury and advertising injury, and liability assumed under an insured contract. The City shall be named as an insured under the Service Provider's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 10 01 and CG 20 37 10 01 or substitute endorsements providing equivalent coverage. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Service Provider's profession. B. Minimum Amounts of Insurance. Service Provider shall maintain the following insurance limits: Page 3 of 8 ITEM OB-4 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence and $2,000,000 general aggregate. 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. C. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Service Provider's insurance coverage shall be primary insurance as respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Service Provider's insurance and shall not contribute with it. 2. The Service Provider's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage. Service Provider shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Service Provider before commencement of the work. 10. Entire Agreement. The written provisions and terms of this Agreement, together with all documents attached hereto, shall supersede all prior verbal or written statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of, or altering in any manner whatsoever, this Agreement. 11. City's Right of Supervision, Limitation of Work Performed by Service Provider. Even though Service Provider works as an independent contractor in the performance of his duties under this Agreement, the work must meet the approval of the City and be subject to the City's general right of inspection and supervision to secure the satisfactory completion thereof. In the performance of work under this Agreement, Service Provider shall comply with all federal, state and municipal laws, ordinances, rules and regulations that are applicable to Service Provider's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of such operations. Page 4 of 8 ITEM OB-4 12. Work Performed at Service Provider's Risk. Service Provider shall be responsible for the safety of its employees, agents and subcontractors in the performance of the work hereunder and shall take all protections reasonably necessary for that purpose. All work shall be done at Service Provider's own risk, and Service Provider shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. 13. Ownership of Products and Premises Security A. All reports, plans, specifications, data maps, and documents produced by the Service Provider in the performance of services under this Agreement, whether in draft or final form and whether written, computerized, or in other form, shall be the property of the City. B. While working on the City's premises, the Service Provider agrees to observe and support the City's rules and policies relating to maintaining physical security of the City's premises. 14. Modification. No waiver, alteration or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Service Provider. 15. Assignment. Any assignment of this Agreement by Service Provider without the written consent of the City shall be void. 16. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed below, unless notified to the contrary. Any written notice hereunder shall become effective as of the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. 17. Non -Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. 18. Resolution of Disputes, Governing Law. Should any dispute, misunderstanding or conflict arise as to the terms and conditions contained in this Agreement, the matter shall be referred to the City Manager, whose decision shall be final. In the event of any litigation arising out of this Agreement, the prevailing party shall be reimbursed for its reasonable attorney fees from the other party. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. Page 5 of 8 ITEM OB-4 IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year above written. CITY OF CLYDE HILL ME Bret Jordan, Mayor SERVICE PROVIDER By: _ Title: Taxpayer ID #: CITY CONTACT SERVICE PROVIDER CONTACT Donna Hanson, City Manager Eric Shimizu, Sr ITS/Traffic Project Mgr City of Medina DKS Associates PO Box 144 719 Second Avenue, Suite 1250 Medina, WA 98039 Seattle, WA 98104-1706 Phone: 425-233-6400 Phone: 206-382-9800 Fax: 425-451-8197 Cell: 206-459-1528 dhanson@medina-wa.gov ehs@dksassociates.com ATTEST/AUTHENTICATED Lo Rachel Baker, City Clerk APPROVED AS TO FORM Lo Office of the City Attorney Page 6 of 8 ITEM OB-4 ATTACHMENT A Scope of Services & Rates The services required include (but may not be limited to) the following: 1. Work under the direction of the City Manager to perform the services below and other similar or related services as requested. 2. Assume responsibilities as the City's Project Coordinator for the SR 520 Project. a. The Project Coordinator will be responsible to: i. Serve as a liaison between the State's SR 520 Project Engineer (and/or its design -builder) and the City ii. Coordinate all Project related communication and decisions between the State (and/or its design -builder) and the City iii. Keep track of and work with the State (and/or its design -builder) to process all applications for permits necessary for Project work within the City. 1. Coordinate the process of applying for and obtaining any necessary permits from the City for Project work within the City. 2. Expedite City review of Project related submittals 3. Circulate Project submittals to appropriate City staff or Technical Reviewer and ensure timely City review. 4. Responsible for expediting reviews with the goal of limiting the City's review period to the specific timeframes and conditions agreed upon with the State. iv. Represent the City in design build task force meetings and ongoing informal reviews during the design and construction of the Project, which is estimated to occur between January 2011 and December 2014. 1. The Project Coordinator is responsible for soliciting City input prior to and informing the City of the discussions and decisions made at the task force meetings through a series of summary reports. 3. Assume responsibilities of the City's Technical Reviewer for the SR 520 Project a. The Technical Reviewer will be responsible to: i. Serve as dedicated City staff for review of Project submittals regarding Project elements within the City. ii. Work with the City's Staff and review submittals according to City standards/requirements and specific timeframes or conditions agreed upon with the State. 4. Gain an understanding of the City's needs, challenges and capabilities relating to the above responsibilities. Page 7 of 8 ITEM OB-4 5. Periodically and when necessary, meet with representatives of the City and/or the City Council to provide Project updates, communicate issues and receive direction on submittals or other issues needing City guidance. 6. Work with surrounding cities/towns to coordinate city's response according to the region's Project understanding and vision. 7. Provide the City with a monthly activity report of the actual hours worked and specific activities performed. Billing Rates $170/hr. for Eric Shimizu (total billing rate) $1 xx/hr. for Alternate Reviewers (total billing rate) Page 8 of 8 Medina City Council Special Meeting ITEM OB- 5 Tuesday, February 15, 2011 AGENDA BILL Subject: SR-520 Shoreline Access Options Category: El Consent El Ordinance ❑ Public Hearing J ❑ City Council Business ❑ Resolution ® Other — Discussion _Prepared B��Robert Grumbach, AICP, Director of Development Services Summary The Shoreline Management Act and the Medina Shoreline Master Program contain requirements for public access to the shoreline environment for larger projects. These requirements are applied at the time of development or re -development of a site. Public access can take the form of direct access to the water or providing views of the water. The SR-520 Bridge replacement and maintenance facility project will require public access as a condition for approving shoreline permits. City and state staff met to discuss options on how the SR-520 project can meet this requirement. Due to steep slope constraints, the options presented focused on building a trail with a view platform for the public. These options are presented in the attached drawings. One option would build the trail and platform on the north side of the highway while the other would locate it on the south side. There are still several issues to be worked out such as maintenance responsibilities, but WSDOT is seeking input on a preferred option in order to move forward on the design work for permitting. Option A has more limited views and is located closer to residential homes, but is located where driveway access to the maintenance building is located, which concentrates impacts on one side. Option B has many switchbacks, but appears to have a broader view and is separated further from homes. Attachment(s): 1. Drawings of options. Budget/Fiscal Impact:_ Not kn-own at this time Staff Recommendation: Provide direction on a preferred City Manager Approval: Proposed Council Motion: None m 0 2 W r yr� m q c c i r ino r Il H z w r ter` U. r F1 J ,r �. F :\ r 1 Jp 777 _ , I O r 5 K LU OF IL II ox , �N,<,� ly co f,'y o U) f; W �I \ q LL 70 r / � ! E (� (j-�;`^i`` / P `' / .! ,,• °'' .... 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This is a little under 1 % increase. The budget in 2010 was $135,000 based on previous city attorney costs. Actual costs in 2010 were $115,490, significantly lower than previous years. For this reason the 2011 budget was reduced to $120,000. A 1 % increase over the actual 2010 costs will still be within the 2011 budget allocation. Attachments: 1. Legal Services Agreement and revised fee schedule _____ _..___.._.___ Budget/Fiscal Impact: _ Within 2011 budget allocation of $120,000�� Staff Recommendation: Adopt City Manager__ �_._. Approval: Proposed Council Motion: "I Move to adopt the 2011 Fee Schedule for the City Attorne ram' ITEM OB-6 AGREEMENT FOR LEGAL SERVICES I. PARTIES This Agreement is made on this _ day of , 2010, between the City of Medina ("City') and Kenyon Disend, PLLC ("Attorneys'). II. SERVICES OF THE ATTORNEYS The Attorneys shall provide the legal services set forth in this Agreement and shall work for the City at the pleasure of and under the direction of the City Manager. III. QUALITY OF SERVICES The Attorneys shall perform all legal services covered by this Agreement in a capable and efficient manner, and in accordance with the professional standards of the Washington State Bar Association. IV. SERVICES PROVIDED The City Attorney shall be principally responsible for performing all legal work for the City, except where defense is provided through insurance coverage, or as may otherwise be assigned to other counsel by the City Manager. The following list of duties is illustrative, but is not necessarily inclusive, of the services to be performed by the Attorneys: (1) Review or draft City ordinances, agreements, resolutions, interlocal agreements, and other legal documents as requested by the City; (2) Represent the City in all lawsuits and other contested administrative proceedings commenced by or against the City, except where defense is provided through insurance coverage; (3) Consult with and advise the City Manager, City Councilmembers and staff members in person, by telephone, e-mail, or by written memo on City business; and (4) Attend regular City Council meetings and other meetings as requested by the City Manager. ITEM OB-6 V. FEES AND COSTS City shall be billed for legal services described above at the Attorneys' and paralegals' regular hourly rates as set forth in Exhibit A. The hourly rates are typically adjusted each January, after consultation with the City. The Attorneys will also charge the City ten cents per page for photocopying and facsimile transmissions, and shall be reimbursed for legal messenger services, computerized legal research charges, filing fees advanced on behalf of the City, and other direct expenses. The Attorneys shall not charge the City for any travel time or mileage costs incurred for trips to or from Medina, nor for long-distance telephone charges. Travel time and mileage costs for trips to locations other than Medina, if any, shall be reimbursed at the Attorneys' then current rates and charges. Attorneys' current rates expressly account for any taxes, business license fees, or related charges ("charges") imposed on professional service providers by the City and State of Washington. In the event that any such additional charges are imposed during the term of this agreement, Attorneys shall be entitled to recover any such additional charges as a reimbursable cost item on Attorneys' monthly billing statements. VI. PAYMENT TERMS Fees and costs are due in full from the City upon billing by the Attorneys. A service charge shall accrue at the rate of 12% per annum, but shall only be added to any balance remaining unpaid sixty (60) days after the statement date. VII. TIME RECORDS The Attorneys will maintain accurate time records describing the services performed and the dates upon which said services were performed, and shall provide a monthly statement to the City setting forth the time expended for such services. VIII. AGREEMENT PERIOD This Agreement commences January 1, 2011 and shall remain in effect until terminated, subject to periodic review in accordance with City policies. Each party shall have the right to terminate this Agreement upon thirty days written notice. F/APPs/cIv/MEDINA/coNTRAc'r/KD 2011 ITEM OB-6 IX. INDEMNIFICATION/HOLD HARMLESS The Attorneys shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Attorneys in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. X. INSURANCE The Attorneys shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Attorneys, their agents, representatives, or employees. The Attorneys maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Attorneys to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Scope of Insurance. The Attorneys shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Attorneys'profession. B. Minimum Amounts of Insurance. The Attorneys shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. F/APPS/C1V/N4ED1NA/C0NTRACT/KD 2011 ITEM OB-6 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. 4. Upon request, the Attorneys shall furnish the City with evidence of compliance with the insurance requirements. CITY OF MEDINA By: Donna Hanson, City Manager F/APPS/CIV/MEDINA/CONTRACC/KD 2011 KENYON DISEND, PLLC By: Bruce L. Disend ITEM OB-6 KENYON DISEND, PLLC HOURLY RATE SCHEDULE FOR YEAR 2011 ATTORNEYS: Partners and Senior Attornevs: Michael R. Kenyon $255.00 Bruce L. Disend $255.00 Shelley M. Kerslake $225.00 Chris D. Bacha $225.00 Bob C. Sterbank $225.00 Margaret J. King $220.00 Kari L. Sand $210.00 Associate Attorneys: Sara B. Springer $145.00 Ann Marie J. Soto $135.00 Rachel B. Turpin $130.00 PARALEGALS: Margaret C. Starkey $105.00 Sheryl A. Loewen $ 95.00 Pam M. Odegard $ 90.00 Mary Eichelberger $ 90.00 Terry Cox $ 90.00 Kathy Swoyer $ 90.00 LEGAL INTERNS: $105.00 F/APPS/CIV/MEDINA/CONTRACT/KD 2011 Medina City Council Special Meeting ITEM OB-7 Tuesday, February 15, 2011 AGENDA BILL Subject: Communication/Publication Costs Category: ❑ Consent ❑ Ordinance ❑ Public Hearing ❑ City Council Business ❑ Resolution ® Other -Discussion Prepared By: Rachel Baker Summary: The information below has been provided in response to a council member request. Historical costs incurred for publication of City newsletters and postcards and related postage expenses: 2010 $ 2,057.44 2009 $13,068.00 2008 $24,812.15 2007 $26,802.26 2006 $27,294.92 The City's current website was purchased in March 2004. Currently the City pays $75 per month for hosting of the site. The City implemented FilePro in December 2008 at an annual cost of $4,000 per year. City staff upload numerous public records, forms and other City documents to the repository for easy access and retrieval by the public and staff. The City implemented GovDelivery in April 2010 at a cost of $200 per month. The service is subscription based and enables the City to send electronic notices to subscribers on a variety of topics. Attachments: 1. None. Budget/Fiscal Impact: Item for discussion only. Staff Recommendation: n/a City Manager Approval: n/a Pr000sed Council Motion: n/a ITEM OB-8 el�NN MEDINA CITY COUNCIL 2011 AGENDA/ACTION CALENDAR 1WMeetings scheduled for 6:30 pm, unless noticed otherwise. Other Business 2011 Council Retreat and Meeting Schedule Mayor Options to be considered 2/15. Other Business 2011 Draft Lqjgislative Agenda Hanson Approved. Other Business 2011 Council Committee Assignments Mayor Completed. Other Business 2011 Regional Committee Assignments Mayor Completed. Other Business 2011 Planning Commission Work Plan Grumbach Amended work plan approved. Discussion. Direction to amend Other Business 2011 Budget Discussion Hanson, Adams 2011 Budget. _ Other Business Approval of Chan a Order No. 3; City Hall Project Willis �R A proved. Consent Agenda Call for Bids: NE 12-St & Lk WA Blvd Improve. Proj. Willis Approved. Consent Agenda Approval of Snohomish County Jail Contract Yourkoski Approved. Consent Agenda Ordinance Adoptmg,1009 Enema Code Grumbach Adopted Ordinance No. 870. Session RCW 42.30.110 Presentation King County Metro Service Changes Jack Whisner Consent Agenda Wl 2010 Financial Year End„N^�Re�ort Adams Consent Agenda Public Safety TestinAgreement Yourkoski Consent Agenda JAG_Contract Amendment Yourkoski Consent A enda Construction Manager Contract Amendment Willis Consent Agenda City Hall Architectural Services Agreement Willis Consent Agenda ARCH 2O11et and Work Plan v Hanson Consent Agenda Receipt of Part 150 Sty Report Hanson Other Business 2011 Park Board Work Plan Willis Other_ Business 2011 Budget Amendment Adams Interlocal Agreement with City of Clyde Hill for 84 Ave NE Other Business Street Improvements_ Willis Other Business Consultant A reement for SR 520 Project Willis Other Business Discussion of SR 520 Public Access�Opti„ons Willis Other Business City Attorney Services A rg Bement/2011 Fee Structure Hanson Other Business Newsletter Communication Costs Presentation King Count Cy ouncil Member Jane Ha u� e F an Hague Other Business Contract Award: NE 12 St & Lk WA Blvd Improve. Proj. Willis Other Business Wireless Communications Facility Lease for Fairweather Grumbach Discussion Department Work Plans Directors ITEM OB-8 MEDINA CITY COUNCIL 2011 AGENDA/ACTION CALENDAR Meetings scheduled for 6:30 pm, unless noticed otherwise. Other Business City Council Rules, Council Committees Other Business Draft Six -Year CIP/TIP 2012-2017 Other Business Hearing Examiner Contract Other Business Shoreline Update Other Business Appointments to Plannine Commission Positions 2.4 Other Business Appointments to Civil Service Commission Position 1 Other Business Appointments to Park Board Positions 2, 5 Public Hearing Six Year CIP/TIP (2012 2017) �.___,_®.. Public Hearin Comprehensive Plan Amendment for Streetsca es Other Business Ado tion of Six -Year CIP/TIP and Resolution Other Business Comprehensive Plan Amendment for Streetscapes Other Business 2012 Draft Preliminary Annual Budget Other Business 2012 Franchise Fees Other Business 2012 Utility Fees ITEM OB-8 ' MEDINA CITY COUNCIL 2011 AGENDA/ACTION CALENDAR Meetings scheduled for 6:30 pm, unless noticed otherwise. Other Business 2012 Draft Preliminary Annual Budget Other Business 2012 Franchise Fees Other Business 2012 Utility Fees w_ Public Hearing 2012 Property Tax Levy Public Hearing Shoreline Master Plan Other Business Adoption of Property Tax Levy Resolution ~ Public Hearing 2012 Annual Budget and Salary Schedule Public Hearing 2012 Annual Budget and Salary Schedule V e_ Adoption of 2012 Annual Budget and Annual Budget and Other Business Salary Schedule Ordinance Other Business _ City Manager Em loyment A�reement