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HomeMy WebLinkAbout02-13-2012 - Agenda PacketAy of Meoz4 MEDINA, WASHINGTON MEDINA CITY COUNCIL REGULAR MEETING AGENDA 4SHING-0 Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina MONDAY, FEBRUARY 13, 2012 6:30 PM MAYOR CITY MANAGER MICHAEL LUIS DONNA HANSON DEPUTY MAYOR CITY ATTORNEY KATIE PHELPS BRUCE DISEND COUNCIL MEMBERS CITY CLERK PATRICK BOYD RACHEL BAKER JAY DECKER DOUG DICHARRY DAVID LEE JANIE LEE REGULAR MEETING 6:30 PM ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MEETING AGENDA PUBLIC COMMENT PERIOD At this time, citizens may address the City Council regarding any issue 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—2011 Accomplishments and Next Steps Medina City Hall/501 Evergreen Point Road/PO Box 144/Medina, WA 98039 425-233-6400/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 9, 2012 City Council Special and Regular Meeting Minutes CA-2: Approval of January 30, 2012 City Council Special Meeting Minutes CA-3: Approval of December, 2012 Year End Check Register CA-4: Approval of January, 2012 Check Register CA-5: Approval of 2011 Financial Year End Report CA-6: Proposed Ordinance to Update MMC 10.40.070 and 10.76.010 (Failure to Appear) CA-7: Receipt of Approved November 21, 2011 Park Board Meeting Minutes CA-8: Receipt of Approved December 28, 2011 Planning Commission Meeting Minutes OTHER BUSINESS OB-1: Approval of Development Services Professional Consultant Contracts OB-2: City Council Agenda Calendar PUBLIC COMMENT Comment period limited to ten minutes. Speaker comments limited to one minute per person. ADJOURNMENT Next Regular Meeting: Monday, March 12, 2012; 6:30 pm SIGN UP FOR MEDINA E-NOTICES.RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOX! Visit www.medina-wa.gov and click on E-Notice Program. Medina City Council February 13, 2012 Page 2 of 2 ITEM CA-1 DRAFT MEDINA CITY COUNCIL SPECIAL AND REGULAR MEETING MINUTES Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina Monday, January 9, 2012; 5:30 pm SPECIAL MEETING The January 9, 2012 Special Meeting of the Medina City Council was noticed pursuant to RCW 42.30.080. In the absence of an elected mayor and deputy mayor, the meeting was called to order by the city attorney at 5:35 pm and city clerk conducted roll call. The Special Meeting was immediately recessed into Executive Session pursuant to RCW 42.30.110 (1)(i), to discuss with legal counsel representing the agency matters relating to agency enforcement actions, or to discuss with legal counsel representing the agency litigation or potential litigation to which the agency, the governing body, or a member acting in an official capacity is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the agency. It was estimated council would meet in executive session for 60 minutes. Council members Boyd, Decker, Dicharry, D. Lee, J. Lee, Luis, and Phelps; city manager, city clerk, city attorney, and special counsel Stephanie Alexander and Tom Holt, Michael and Alexander PLLC; and Jeffrey Myers, Law Lyman Daniel Kamerrer; were present. Attorneys Alexander, Holt and Myers departed meeting and public works director and development services director entered meeting at 6:10 pm. Executive Session also included discussion pertaining to RCW 42.30.140(4)(a), collective bargaining sessions with employee organizations, including contract negotiations, grievance meetings, and discussions relating to the interpretation or application of a labor agreement; or (b) that portion of a meeting during which the governing body is planning or adopting the strategy or position to be taken by the governing body during the course of any collective bargaining, professional negotiations, or grievance or mediation proceedings, or reviewing the proposals made in the negotiations or proceedings while in progress. Executive Session concluded at 6:22 pm. REGULAR MEETING CALL TO ORDER City clerk called the January 9, 2012 Regular Meeting of the Medina City Council to order at 6:30 pm. of MF y9 ITEM RA-4 CITY OF MEDINA Office of the City Manager Date February 13, 2012 To: Mayor and City Council From: Donna Hanson, City Manager Subject: City Manager Report 1. Staff has prepared the attached summary of Accomplishments for 2011. The document is summarized under the Council Strategic Goals, but most of the goals reflect the work by department. We will present the highlights under staff reports during the regular meeting. We will also talk about a few projects that were started in 2011, but will not be complete until 2012. 2. WSDOT was scheduled to make a presentation related to details on SR 520 floating bridge landing and the Eastside construction project to City Council at the Regular Council meeting February 13th. Unfortunately we received a call on Wednesday afternoon that one of the presenters from the bridge project will not be able to attend for medical reasons and ECC is still working on design details and said that they are not ready to present. Joe Willis has provided an update in his report and we will keep Council informed as we have more information. We don't have a commitment from them for the March meeting, but will schedule a presentation as soon as they are ready. 3. Staff received a call from a resident concerned about garbage cans being left out all of the time by neighbors. We will be encouraging residents to remove empty garbage cans and informing them that leaving garbage cans out can be a safety concern for cars and pedestrians on streets and sidewalks as well as potentially an indication that no one is home and that they could become a target for crime. 4. City Council approved an interlocal agreement with City of Bellevue in December 2011. This agreement addressed the accrued and ongoing fireflow capacity costs that until 2010 were included in Bellevue water utility rates paid by Medina residents. Fireflow capacity is the ability to provide sufficient water within the water system to fight fires. Costs include oversized pipe, reservoir storage and fire hydrants. A 2008 Washington State Supreme Court ruling forced the City of Bellevue to remove the fireflow capacity charge for all rate payers in 2010. In order to maintain the service, the City tax on water was raised by the same amount and passed on City of Bellevue residents. City of Bellevue could not pass that tax along to the other cities, including the City of Medina until an agreement was reached with all seven jurisdictions. Now that an agreement has been signed, the City of Bellevue has sent a letter (attached) to Medina residents explaining the changes to their water bill effective March 1, 2012. A ITEM RA-4 City of n Utilities Bellevue ire Post Office Box 90012 • Bellevue, Washington • 98009-9012 February 1, 2012 r D Donna Hanson City Manager, City of Medina FEB 2' o 501 Evergreen Point Road CITY OF M l INAMedina, WA 98004 Re: Recovery of Accrued and Ongoing Fireflow Capacity Costs Dear Ms. Hanson: This letter is to inform you that the City of Bellevue is extending its utility occupation tax to all gross receipts of its Water Utility in order to recover both the accrued and the ongoing cost of providing fireflow capacity. The Water Utility will pass this increase in business costs on to its customers in Medina and other jurisdictions in its service area. The cost to provide this service to jurisdictions outside Bellevue city limits since 2010 is approximately$567,000. The ongoing cost to provide fireflow capacity to these customers through 2013 is approximately$546,000. Background Bellevue's Water Utility provides Fireflow capacity to water customers in Bellevue, Medina, Clyde Hill, Hunts Point, Yarrow Point, and small portions of Issaquah, Kirkland, and King County. In October 2008, the Washington State Supreme Court ruled that, as in the case of street lighting, provision of water for fire suppression is a general government (General Fund) responsibility and should not be directly charged to water ratepayers. Bellevue notified other jurisdictions in 2009 that Fireflow capacity costs would be removed from the water rates of customers within their cities, and that Bellevue was looking to those cities to partner with Bellevue to ensure reimbursement of Bellevue's General Fund for fireflow capacity services provided to utility customers within their city limits. In 2010, in compliance with the Supreme Court ruling, Bellevue removed fireflow capacity costs from water rates, a reduction of 6%for all customers. The City tax on water was raised for customers living within Bellevue city limits at the beginning of 2010 to offset the cost of providing Fireflow capacity to customers residing in Bellevue. No tax on water was imposed for customers living outside Bellevue city limits in 2010 and 2011, while agreements with jurisdictions were being negotiated. As a result, costs to provide fireflow capacity to jurisdictions outside the City of Bellevue accrued during this time. Negotiations with the cities were conducted over a prolonged period of time, and an agreement has now been reached with your jurisdiction. ITEM RA-4 Based upon a detailed cost of service analysis, estimated total fireflow capacity cost for 2010 and 2011 for Bellevue's entire service area is$3.9 million. Approximately 87% of this cost, or$3.4 million, is attributed to service provided to customers within the City of Bellevue and is being covered on an ongoing basis from the City's General Fund. The General Fund then recovers those costs through a portion of the utility occupation tax applied to the Water Utility's revenues from Bellevue customers. The Water Utility has passed on a proportionate share of the cost of the tax to Bellevue's water customers as part of the Utility's business expenses. The remaining amount is attributed to service to customers located in the other jurisdictions in the service area, and has not yet been recovered by Bellevue's General Fund. On January 23, 2012 the Bellevue City Council took action to apply the City's utility occupation tax to all of the Water Utility's gross receipts, including receipts from customers outside of Bellevue. The resulting General Fund revenue will recover the accrued costs of providing fireflow capacity, as well as on-going annual costs of that service to customers outside Bellevue city limits. Staff will periodically review the utility occupation tax on water to ensure it reflects full cost recovery and recommend that Council adjust the rate as appropriate. Beginning March 1, 2012, customers in jurisdictions outside of Bellevue will receive utilities bills that reflect the pass through of the cost of the 10.4%utility occupation tax on water to all customers in the service area. Information on this change to customer's bills will be included as a bill insert with customer's bills starting March 1. Information will also be posted on the City of Bellevue's website. You may get calls from residents in your jurisdiction questioning the pass-through of this cost. To assist you in answering those calls, we are providing Fireflow Capacity Frequently Asked Questions attached). If you have questions or need more information, please contact Bob Brooks, Utilities Fiscal Manager, at 425.452.7199. Kind regards, w Anne Weigle Utilities Assistant Director cc: Nav Otal, Utilities Director Mike Jackman, Utilities Interim Deputy Director ITEM RA-4 HOW FIRE FLOW CAPACITY AFFECTS BILLS FOR CUSTOMERS LIVING OUTSIDE BELLEVUE CITY LIMITS FAQs for Jurisdictions Outside Bellevue City Limits Note: Effective March 1, 2012, bills for customers living outside Bellevue City limits will show a City tax on water to recover Fireflow Capacity costs. Information on this subject will be posted on the City of Bellevue's website; however, you may get calls from your residents questioning the tax. Bellevue's Water Utility provides Fireflow Capacity to water customers living outside Bellevue's City limits in Medina, Clyde Hill, Hunts Point, Yarrow Point, and small portions of Issaquah, Kirkland, and King County. 1. What is Fireflow Capacity? Fireflow Capacity is the ability to provide sufficient water to fight fires throughout the City of Bellevue and other jurisdictions that receive water service from Bellevue. Fireflow Capacity costs include the cost of fire hydrants and the added cost of oversized pipe and reservoir storage to meet fireflows. 2. Why do I now have to pay for Fireflow Capacity? Actually, water customers have always paid for Fireflow Capacity. Prior to 2010, Fireflow Capacity was paid for as part of your water rates. In October 2008, the Washington State Supreme Court ruled that Fireflow Capacity is a general government responsibility(General Fund)and cannot be paid for through water rates. In 2010, in compliance with the Supreme Court ruling, Bellevue Utilities removed Fireflow Capacity costs from water rates, which reduced your rate by 6%. The City tax on water was raised and was passed through to customers living within Bellevue City limits at the beginning of 2010. However, no tax on the Water Utility was passed through to customers living outside Bellevue City limits in 2010 and 2011, while agreements with jurisdictions were being negotiated. As a result, costs to provide Fireflow Capacity to jurisdictions outside the City of Bellevue accrued during this time. An agreement has now been reached with your jurisdiction, and Fireflow Capacity costs will be recovered in the following way for customers living outside Bellevue City limits: City Tax on Water Utility To recover the accrued cost of providing Fireflow Capacity from January 1, 2010 through March 1, 2012 and to pay for ongoing costs to provide Fireflow Capacity, the Water Utility will pay a City tax on water of 10.4% based on the revenues it receives from all water customers in its service area gross receipts). The Utility will pass on this increased business cost to all customers including those in jurisdictions outside Bellevue city limits, effective March 1, 2012. Customers will see a line on their utility bill called "City tax—water." ITEM RA-4 3. Why do the costs from two years ago have to be recovered? Adequate Fireflow Capacity was provided as a service to all water customers, and there was a cost associated with providing that service. The total cost of providing Fireflow Capacity to Bellevue's service area for 2010 and 2011 was $3.9 million. Of this amount, the cost of providing this service to jurisdictions outside Bellevue City limits in 2010 and 2011 was $567,000. By law, this cost must be repaid. 4. Why weren't costs recovered starting back in 2010 instead of waiting and implementing this cost recovery now? All jurisdictions were not in agreement about how the costs would be recovered. However, Bellevue now has agreements with all jurisdictions. 5. I just bought my house. Why do I have to pay for past costs of Fireflow Capacity that happened before I lived here? Fireflow Capacity was provided to the property in 2010 and 2011. Although this may have been before you were the owner, the costs accrue to your jurisdiction, and by law must be recovered. 6. What will happen when the past due amount has been recovered? Will my tax rate go down? Once the past due amount has been recovered (in about 2 years), staff will look at the tax rate and recommend adjustments as appropriate. If the customer has other questions about their bill, please refer them to Bellevue Utilities 425-452-6973. y of MED y9 ITEM RA-4 CITY OF MEDINA GSuw ' Office of the City Manager Date February 13, 2012 To: Mayor and City Council From: Donna Hanson, City Manager Subject: 2011 in Review For the third consecutive year management team would like to present a brief overview of the work that was accomplished during the prior year. We want to acknowledge that Council and staff accomplished a great deal for the citizens of Medina over the past year. 2011 saw changes, projects and accomplishments that have been on Council agendas for years. We have summarized those accomplishments and listed them under Council strategic goals. Some of these accomplishments also set the stage for the 2012 department work plans to be presented at the Council retreat on March 26th. Numbers in Brief 274 permits were issued and 886 inspections were performed 3350 calls for police service in Medina and Hunts Point Processed 285 passport applications 4000 hours spent maintaining 31 acres of city parks 45 agenda packets and minutes for park board, planning comm., and city council 2300 hours maintaining 14 miles of streets and 16 miles of storm drains Processed 28 animal license applications Performed approximately 55 notarizations Processed 243 public records requests Provided over 368 incidents of IT support to various city departments Issued 33 E-lerts to 1110 subscribers GovDelivery grew to 1563 subscribers Published 82 public notices, 50 legal notices, and 20 ordinances and resolutions Paid $5.3M in expenses with 1,334 Accounts Payable Checks Processed 733 payments for $2.6M in payroll, benefits, and taxes Coordinated Special Event Permit application process for 5 events 49,786 GovDelivery email bulletins sent 1380 hours on City Hall, Public Works shop, and other capital projects 470 hours on building maintenance and repairs 250 hours to move staff and remove temporary City Hall portable office, and restore the site ITEM RA-4 PROGRESS TOWARD COUNCIL STRATEGIC GOALS Public Safety: Reach a full complement of police staff and promote public safety through policies that support education, emergency preparedness, effective and efficient use of technology in order to maintain a safe and secure community Total crimes in 2011 were up 9% from 2010 (87 vs. 80). There were no felony violent crimes in the City for 2011. Felony crimes were down 13% (45 vs. 52), and misdemeanors were up 50% (42 vs. 28). The increase in misdemeanor crimes were primarily due to vehicle prowls which rose from 2 in 2010 to 14 in 2011. Received $33K for Federal Grant Reimbursements related to Homeland Secuity and Emergency Preparedness Medina Police Department investigations led to the arrest and conviction of four burglars responsible for over 50 burglaries in the area including four that occurred in Medina. Reports of Identity Theft were down 35% in 2011 as compared to 2010 (15 vs. 23). The City continues to sponsor "Shredder Day" to assist the community in destroying documents that could lead to Identity Theft. During the two "Shredder Days" a combined 21,000 pounds of documents were destroyed. On October 29, 2011, we participated for the first time in the US Drug Enforcement Agency's Drug Take-Back Program. 120 pounds of unused expired prescription drugs were collected and turned over to the DEA for destruction. The program helps residents dispose of drugs that can be dangerous if others use them inappropriately, and completes the destruction in an environmentally responsible way. There are approximately 500 Home Security systems registered with Medina Police Department and over 100 homes with security gates and sub-master locking systems for both police and fire emergency personnel access. There were 357 false alarms in 2011, down 5%from 375 in 2010. All six lifeguards were again certified in Waterfront Lifeguarding. Medina Beach is one of the few Beaches in the Eastside qualified in waterfront lifeguarding. Water Quality testing in the swimming area was also initiated in 2011. Per the MMC 2.84.010, we continued to train the emergency response team of directors and staff who are directly responsible for resources and response during emergencies. In 2011, the Police Department began the first steps to complete State accreditation by the end of 2012. A new policy manual was implemented that is intended to comply with accreditation standards. The Washington Association of Sheriffs and Police Chiefs is coordinating a management study of the department which is designed to be the precursor to the actual accreditation visit. ITEM RA-4 Highway 520: Protect Medina's interests impacted by SR 520 construction project related to lid design, regional tolling, transit, park and ride lot, noise walls, 84th Ave. and control of land use adjacent to the 520 right-of-way The Design-Build contractor, Eastside Corridors Constructors (ECC), for the Eastside SR 520, Medina to SR 202 design and construction project has completed a significant portion of the design plans for the project. The designs completed during 2011 that were reviewed by staff and consultants included surface connector street roadway alignments, traffic channelization and signs, grading and landscaping for lids, lid hardscape design, irrigation and lighting plans, storm drainage, pathways and trails. Construction issues that called for staff involvement included temporary Park & Ride Facility, temporary Points Loop Trail relocation, utility relocations, construction impacts, permitting for work in the City right-of-way, and special use permits for cell phone service providers. Reviewed and responded to a variety of issues and complaints as work commenced on the east corridor segment of the SR 520 project. ECC completed pier walls and set girders for the eastern portion of the Evergreen Lid and began the construction of the pier walls for the 84th lid. The design and construction of sound walls along the corridor is scheduled for 2012. Staff attended multiple meetings with WSDOT and ECC to work out design and permitting issues and provide input related to SR520 construction schedules and design features, such as lane closures, freeway lids and landscaping, pathway alignments, transit stations, off and on-ramp configurations, Park & Ride facilities. We coordinated with WSDOT on notifying the public to obtain input relating to the public access platform and trail. We also coordinated with WSDOT on their open house in December to answer questions regarding the shoreline permits. Local Traffic: Develop a plan and implementation strategies for traffic safety and calming, to discourage speeding and cut-through traffic, encourage safe pedestrian and bicycle access, and create visible entry points into the City Completed the construction of the NE 12th Street / Lake Washington Blvd corridor traffic safety improvements that included a City Gateway custom street light placed in the landscaped median island at Lake Washington Blvd and 88th Ave NE, solar powered pedestrian activated flashing crosswalk signs, a two way left turn lane from 88th to 86th Ave NE, a center landscaped median island at 86th Ave NE, and completion of the missing sidewalk section along the east side of Lake Washington Blvd at 86th Ave NE. Partnered with the City of Clyde Hill to develop design concept for the 84th Ave NE corridor from NE 12th to NE 24th Street. Open house presentation and discussion meetings resulted in approval to proceed to formal design document preparation and call for bids in early 2012. A small Cities grant of $462,000 will fund the majority of the construction with Clyde Hill and Medina sharing the remainder of the costs equally. ITEM RA-4 Facilities and Infrastructure: Develop and implement a capital improvement plan that identifies needed projects and funding for maintenance and upkeep, shop facilities, park expansion, underground utilities, pedestrian walkways and trails, and storm water improvements The 6-year capital improvement plan included two major projects: City Hall Additions and Renovation, and completion of the NE 12th/Lake Washington Blvd Traffic Safety Improvement Project. Both projects were completed. The City Hall remodel project that began as a building renovation project in 2008 was completed with 15 foot additions added to each end of the building and a complete renovation of the entire structure and interior of the building. The construction manager that oversaw the construction also served as the project architect to refine portions of the design, provide guidance to the contractor, track costs, and process change orders. His efforts on behalf of the City kept the project moving forward in spite of unplanned defects found in the old structure and deficiencies in the design documents. The City Hall Project also included the moving of staff into the renovated City Hall on July 22"d, removal of temporary City Hall offices at the St Thomas Church parking lot, and restoration of the site that included the removal and replacement of the poplar trees along 84th Ave NE. American Tower Construction (ATC) completed the placement of remote antennae on poles in various locations in the City to provide improved public wireless communications coverage. Issued and finalized building permits for the American Tower Distributed Antenna System, which was turned on in September 2011. The hub for their equipment was located at the City Shop following the enlargement of the building to a two story structure over 1/3 of the building and improvement to the lower floor that provided two enclosed storage bays and a finished office for the Public Works employees (all at no cost to the City). CENTRAL SERVICES AND COMMUNICATIONS: Maximize public awareness and involvement in City business with continuous improvement of communication strategies and industry standards to deliver timely information regarding city services, programs, and events. Delivered expanded and continuous updates of news, information and public documents to users through increased utilization of City website, File Pro records repository, Govdelivery, A-board signs, and direct mail Created, coordinated, and edited ten Council-directed postcards and five additional postcards related to open houses and shoreline master program updates Coordinated, set up and took down numerous onsite and offsite public and staff meetings and events before move back to City Hall Hosted a giving tree for Childhaven during December collecting 29 gifts and a food drive during November and December to support Hopelink. ITEM RA-4 Land Use: Ensure that Medina's Comprehensive Plan, building and zoning codes protects the natural suburban environment and the quality and character of the City through processes that are clear and serve both owners and neighbors Held 16 public hearings on project-related permits. Continued success with the inter-local agreement with Clyde Hill for shared building official and building inspection services. Successfully completed negotiations with Independent Towers on leasing space at Fairweather Park for a wireless communication facility. Conducted a community survey on a preferred design option for the wireless communication tower at Fairweather Park. Public input was presented to the City Council who selected the pole option with the light. Issued certificate of occupancy for the renovated City Hall building. Held 7 public meetings for the shoreline advisory committee and continued work on updating the shoreline master program Issued 3 formal code interpretations Issued 19 land use and shoreline permits, 7 Determination of Nonsignificance, and 5 shoreline exemptions were issued with the hearing examiner deciding 13 of the land use and shoreline permits Implemented new permit tracking software Held 59 pre-application/intake meetings Facilitated neighborhood meeting between American Towers and Medina Height's residents over Node 9. American Towers agreed to consider relocating this particular node. City Council adopted the following development related ordinances: o Ordinance No. 870 adopting the state 2009 Energy Code o Ordinance No. 873 relating to off-site accessory buildings and uses o Ordinance No. 874 relating to vacant residences and abandoned construction sites o Ordinance No. 876 relating to code enforcement regarding construction within City streets o Ordinance No. 881 adding requirement for a licensed architect to prepare plans on single-family dwellings 4,000 square feet and larger in size o Ordinance No. 883 relating to fire apparatus access road standards ITEM RA-4 FINANCE: Ensure a sustainable budget whereby ongoing revenues meet ongoing expenditures though the development and maintenance of sound financial policies to include but not limited to maintenance of appropriate fund balances After settlement of the 2004-2007 W2 issue with the IRS in 2010, we completed the final step with the Department of Retirement Systems, whereby employee wages from 2004-2009 were refunded to the City from DRS and corrected with the employees and reported on 2011 W-2/1099 forms. Published 2011 Budget Document. Closely monitored 2011 expenditures all year resulting in the ability to avoid transfers from reserve fund. Finance prepared and Council approved three Budget Amendments to the 2011 Budget. Completed and submitted 2010 Annual Report to the State Auditor's office. Completed Accountability and Financial Statement Audits for 2010 with no findings, no exit items, and no management letter. Created Financial Policies used in conjunction with 2012 Budget preparation, which included fund balance levels to support future sustainability. Began 2012 budget reviews in August and continued through adoption in November 2011. New revenue generated from Utility/Excise Tax in 2011 was $246K supporting the sustainable budget policy. New revenue generated from the wireless facility lease was $17K in 2011. Leasehold Excise Tax was collected for the wireless lease and quarterly reports filed with the State. Held five public hearings related to development of the 2012 budget and capital improvement plan starting in June through December 2011. Provided financial oversight for 130 invoices and $2.15M in Expenditures during 2011 for the City Hall construction project. Worked with City Hall Construction Manager and staff to closely monitor project expenses. Sy of Me,, ITEM RA-4 CITY OF MEDINA 501 EVERGREEN POINT ROAD I PO BOX 144 I MEDINA WA 98039-014444,91-nrG'04 TELEPHONE 425-233-6400 I www.medina-wa.gov February 8, 2012 To: Mayor and City Council Via: Donna Hanson, City Manager From:Rachel Baker, Central Services Subject: Central Services Department Monthly Report FEBRUARY& MARCH PUBLIC MEETINGS AND EVENTS Event Date Time Location Medina City Council Regular Meeting Feb 13 6:30 pm Medina City Hall Medina Hearing Examiner Feb 15 5:30 pm Medina City Hall Medina Emergency Committee Meeting Feb. 16 7:00 pm Medina City Hall Presidents'Day Observed, City Hall Closed Feb 20 Medina Hearing Examiner Feb 22 5:30 pm Medina City Hall Medina Park Board Meeting Feb 27 6:00 pm Medina City Hall Medina Planning Commission Meeting Feb 28 6:30 pm Medina City Hall Medina City Council Regular M_eeting Mar 12 6:30 pm Medina City Hall Medina Park Board Meeting Mar 19 6:00 pm Medina City Hall Medina Hearing Examiner(tent. date/time) Mar 21 5:30 pm Medina City Hall Medina City Council Study Session Mar 26 6:30 pm Medina City Hall Medina Planning Commission Meeting Mar 27 6:30 pm Medina City Hall Meetings are publicly noticed on the City's three official notice boards, City website, and via Govdelivery. Occasionally notices require publication in the City's official newspaper, The Seattle Times. Public meetings scheduled after publication of this report can befound on the City's website. COMMUNICATION TO OUR COMMUNITY E-Notice Program: In response to questions raised by council regarding program subscriptions,the City's service provider, Govdelivery, confirmed the City of Medina had 1,589 subscribers as of February 6 and between these subscribers there exists 12,097 different subscriptions.The subscriptions are so high because each individual can subscribe to as many topics s/he may choose of the City's current 49 topics. For instance, a single subscriber can have as many as 49 subscriptions. Subscriptions vary day to day depending upon subscriber activity, whether there are new or deleted subscribers and/or changed topic subscriptions. The vendor complimented the City for the growth it realized in its subscriptions since inception and noted it is impossible to determine demographics after enrollment, however, it is possible to send an email asking subscribers whether or not they are Medina residents with the realization some recipients might not respond. In response to doubts subscriber figures could be higher than the number of households in Medina,the vendor advised that some households may have more than ITEM RA-4 one email address registered, may have friends and/or family outside the city who subscribe, and members of the media, other government agencies and interested parties may also be subscribers. The City of Medina is also part of the GovDelivery Network, meaning that other cities and state agencies promote the City's link at the end of their subscription processes. For example, Washington Department of Transportation and Snohomish County Public Transportation both show Medina at the end of its sign up pages which may draw additional subscribers. During the month of January, the City issued 32 bulletins via Govdelivery, amounting to a total of 9,025 bulletins delivered to topic subscribers. Postcards: Council's "February, 2012" postcard was mailed to the community, posted on the City's website and communicated via Govdelivery in late January. Past editions of this monthly communication tool can be viewed online in Filepro. The March version will be developed the week following the February council meeting. Please inform department staff if there are any particular items of interest you would like to request to be included. Medina Municipal Code The MMC was updated during January and is current through ordinance number 883.The online code was redeveloped to an interactive HTML version. Hardcopies of the code update are available upon request. VOLUNTEER SERVICE OPPORTUNITIES Current Planning Commission Vacancy The City is currently recruiting for a vacancy on the Medina Planning Commission.This term will begin immediately upon appointment and expire June 30, 2014. Applications are available on the City's website and at City Hall. As of February 8, one application has been received for this position. The council agenda calendar indicates committee assignments will be made during the March 12 Regular Meeting.The soonest the personnel committee can review applications, interview applicants, and appoint a volunteer to a vacant position will be during the April 9 Regular Meeting. Upcoming 2012 Board and Commission Vacancies Two positions have terms expiring during 2012. Incumbents will soon be notified of expiring terms and public notice will be posted for these positions. Applications must be received from all residents interested in volunteering. Incumbents interested in continuing service are required and encouraged to reapply. Planning Commission, Position 6 (Term: 7-01-2012 to 6-30-16) Park Board, Position 6 Term: 7-01-2012 to 6-30-16) PUBLIC RECORDS REQUESTS To date 18 public records requests have been submitted to central services during 2012.Two of these are considered voluminous and time-consuming requests and remain pending. Estimated installment dates were provided to the requestor. ITEM RA-4 Nine requests remain pending from 2011 due to the broad and complex nature of these requests. The City has responded in installments and continues to do so until all reasonably locatable records can be collected, reviewed, prepared for disclosure and released. PASSPORTS During the annual recertification process, City staff members who serve as passport acceptance agents met eligibility requirements established by the US Department of State and the City was recertified as a Passport Acceptance Agency for 2012.The City has provided passport services to the community since 2004. All applicants are encouraged to schedule an appointment in advance with the City. As a special service, remember City acceptance agents can process applications for student groups planning overseas exchange tours by special arrangement.Applications require four to six weeks for complete processing and special requirements apply to children under 18. Additional important information for passport applicants is available at City Hall and on the City's website. During the month of January, 36 passport applications were processed at City Hall. VI SIGN UP FOR MEDINA E-NOTICES.RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOX! Visit www.medina-wa.gov and click on E-Notice Program. 0 of ME0/4,ITEM RA-4 CITY OF MEDINA Q.gsu, Ncoi- Office of the City Manager February 13, 2012 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: The Planning Commission held elections for 2012 Chair and Vice Chair. Judie O'Brien was re-elected Chair and Jeff Price was re-elected to Vice Chair. Staff also briefed the Planning Commission on the council approved 2012 work program and informed them on the direction for the City Council to set the scope of work on changes to the tree code. There were no questions. The Planning Commission continued discussion on the shoreline master program update. The discussion focused on water frontage requirements. Steve Burnstead provided testimony at the meeting. The commissioners approved a motion to use a 55-, 75- and 95-foot water frontage width standards for R-16, R-20 and R-30 zoning respectively. Commissioner Nunn opposed. Additionally, the commissioners approved a motion selecting the alternative using a straight line method for measuring water frontage and which also contained language so that existing lots would not be declared nonconforming if they did not meet the water frontage requirements. Finally, the commissioners agreed to set a public hearing on the draft shoreline master program for their March meeting. Staff briefed them that an open house will be held prior to the date, probably in late February or early March. Hearing Examiner Decisions: After a one week delay due to weather, the hearing examiner held a public hearing on the WSDOT shoreline conditional use permit/ substantial development permit for replacement of the SR 520 floating bridge (File No. CUP 277 and SDP 2011-03). There was no public testimony on this application. The hearing examiner approved the permits subject to 15 conditions on the shoreline conditional use permit and 23 conditions on the substantial development permit. The hearing examiner held a public hearing on the WSDOT shoreline conditional use permit/ substantial development permit for bridge maintenance facility and pier. Mark Nelson and Mark Parry provided testimony. The hearing examiner approved the permits subject to 13 conditions on the shoreline ITEM RA-4 conditional use permit and 19 conditions on the substantial development permit. Note: Both shoreline conditional use permits must obtain approval from the Department of Ecology before the decisions are final. Department of Ecology receipted the application packets on February 3, 2012, and is targeting issuing decision by mid-February. Land Use Administrative Decisions: Determination of Nonsignificance (DNS) was issued for the Bacon project. The address is 8925 Groat Point Drive. The proposal is to redevelop a waterfront property by demolition the existing home and building a new one. About 4,700 cubic yards of earth will be moved. Determination of Nonsignificance (DNS) was issued for the Bay project. The address is 3438 Evergreen Point Road. The proposal is to develop a waterfront property by constructing a new single-family dwelling. About 2,500 cubic yards of earth will be moved. Land Use Decisions Issued For 2012: Type of Decision 2012 YTD Variances/ Minor Deviations 0 SEPA 2 Conditional Uses/ Special Uses 2 Substantial Development Permit 2 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 PL 12-001 Technical Noise Variance SR 520 right-of-way for SR 520 floating bridge construction PL 12-002 Zoning Variance, Substantial 104 Overlake Drive East PL 12-003 Development Permit, and SEPA PL 12-004 to construct a home with a subterranean garage on a waterfront lot PL 12-007 Substantial Development Permit 3435 EPR PL 12-008 and SEPA to repair an existing dock and add two new boatlifts 2 ITEM RA-4 PL 12-009 SEPA for grading activity to 7620 NE 32nd St. construct a new single family dwelling PL-LLA-12-001 Lot consolidation 506 & 494 Overlake Drive E. Building/ ROW Permit Applications Received — January 1, to January 31: Building Permits: 4 Grading/ Drainage 3 Demolition Permits: 4 Fence:0 Mechanical: 7 Reroof: 0 Fire Sprinkler: 1 Right-of-way Permits 10 Total: 29 Building Permits Issued in December 2011: See Attached. Other Items of Interest: 1. The City has been experiencing a sharp increase in permit activity. In December 2011 and January 2012, the City issued 50 construction permits. More significantly, we have received five permits to build new single-family residences with indications of several more planned for this year. In addition, land use and shoreline permit applications are also up sharply. The following graph illustrates the trend for permits being issued in January over the last four years (July 2008 a steep decline in new permit applications began). Permits Issued in January by Year 60 50 40 30 20 -- 1" 10 Year 2008 2009 2010 2011 3 ITEM RA-4 2. In 2010, the City evaluated its fees to determine if we were full recovering the cost of services associated with permitting and development review. In 2010, the fees charged for development recovered about 80 percent of the City's costs. As a result, the City Council approved general fee increases to fully recover these costs. A quick look at expenditures and revenues in 2011 associated with development indicated that this has improved to about 97 percent (exact percentages are difficult to determine because of the temporary relocation of City Hall). 4 Permit Report December, 2011 2011 2010 Current Current 2011 2010 Month Month YTD YTD Difference Construction Value New Construction 0 0 8,313,751 7,006,283 $1,307,468 Permit Renewals 0 0 5,828,782 35,303,660 ($29,474,878) Addition/Alteration 0 404,768 4,724,138 3,074,706 $1,649,432 Accessory Structure 1,607,320 15,000 1,837,433 1,112,023 725,410 Repair/ Replace 0 0 722,444 177,220 545,224 Fence/Wall 4,989 25,000 454,889 195,900 258,989 Mechanical N/A N/A N/A N/A N/A Fire Sprinkler 0 0 130,095 110,501 19,594 Wireless Comm Facility 0 0 236,000 0 236,000 TOTAL VALUE 1,612,309 444,768 22,247,532 46,980,293 ($24,732,761) Permits Issued New Construction 0 0 3 5 2) Permit Renewals 0 0 22 13 9 Addition/Alteration 1 2 19 17 2 Accessory Structure 1 1 10 24 14) Fence/Wall 1 1 8 12 4) Demolition 2 0 15 6 9 Grading/Drainage 3 0 13 20 7) Tree Mitigation 1 1 9 17 8) Mechanical 7 6 57 70 13) Fire Sprinkler 0 0 8 9 1) Other- Moving 0 0 2 0 2 Reroof 1 1 3 3 0 Repair/ Replace 0 0 13 3 10 Right-of-Way Use 9 5 79 60 19 Construction Mitigation 1 0 11 15 4) Wireless Comm Facility 0 0 2 0 2 TOTAL PERMITS 27 17 274 274 _ 0 Inspections Building 29 43 511 439 72 Construction Mitigation 2 0 45 31 14 Grading/Drainage 7 5 87 106 19) Tree Mitigation 5 2 99 62 37 Right-of-Way 11 11 144 209 65) TOTAL INSPECTIONS 54 61 886 847 39 ITEM RA-4 IPoLtcI coy MEDINA POLICE DEPARTMENT DATE: February 6, 2012 TO: City Council FROM: Chief Mark Thomas RE: Police Department Update During the month of January, only 3 crimes were reported to the Medina Police Department, one stolen vehicle and two malicious mischief cases. Inclement weather may have played a part in this,though other Eastside jurisdictions are reporting increases in some crimes including burglaries. Our process to achieve state law enforcement accreditation has moved forward slowly, however, we still anticipate accreditation by the end of 2012. The management review by the Washington Association of Sheriffs and Police Chiefs (WASPC) was delayed by a change in their staff that manages this activity. The management review is now scheduled for February 22 and 23, 2012 to review the department operations in preparation for accreditation. 1 ITEM RA-4 MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police MONTHLY SUMMARY JANUARY,2012 FELONY CRIMES Stolen Vehicle 2012-0000222 01/22/12 400 block of 86th Ave NE E-lert#12-01 Sometime between January 17th and January 21St, a vehicle was stolen from the 400 block of 86th Avenue NE. The vehicle was unlocked and parked in the driveway. As of the release of this E-lert the vehicle has not been recovered. MISDEMEANOR CRIMES Malicious Mischief 2012-0000299 01/28/12 8400 block of NE 9th St Homeowner reported someone threw an explosive in their recycle container. Malicious Mischief 2012-0000332 01/31/12 7800 NE 28th St(Three Points Elementary) Medina police received a report of graffiti on one of the buildings at the school. OTHER Death Investigation 2012-0000099 01/09/12 2900 block of Evergreen Point Rd Medina officer responded to investigate a call of an elderly woman who passed away of natural causes. Medina officer consoled the family until a representative of the funeral home arrived. ITEM RA-4 TOWN OF HUNTS POINT Mark Thomas, Chiefof Police MONTHLY SUMMARY JANUARY,2012 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 IP MEDINA POLICE DEPARTMENT Mark Thomas, Chief ofPolice Monthly Activity Report City of Medina 2012 Felony Crimes January YTD YTD Year End 2012 2012 2011 2011 Assault,Aggravated 0 0 0 0 Robbery 0 0 0 0 Sexual Assault/Rape 0 0 0 0 Burglary (inc Attempt) 0 0 1 9 Drug Violations 0 0 0 0 Fraud (ID Theft)0 0 3 15 Vehicle Prowl 0 0 0 10 Theft(over $750) 0 0 2 6 Malicious Mischief 0 0 0 3 Arson 0 0 0 0 Auto Theft (inc Recovery) 1 1 0 2 Poss Stolen Property 0 0 0 0 Other 0 0 0 0 TOTAL 1 1 6 45 Misdeameanor January YTD YTD Year End Crimes 2012 2012 2011 2011 Assault, Simple 0 0 0 0 Malicious Mischief 2 2 0 9 Vehicle Prowl 0 0 0 14 Theft(Under $750) 0 0 0 11 Domestic Violence 0 0 1 2 Minor in Possession 0 0 0 0 Drug Violations 0 0 1 6 Poss Stolen Property 0 0 0 0 Total 2 2 2 42 Page 1 ITEM RA-4 lr ivy MEDINA POLICE DEPARTMENT POLICE Mark Thomas, Chief of Police a YEARLY ACTIVITY REPORT City of Medina 2012 Felony Crimes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Assault,Aggravated 0 0 Robbery 0 0 Sexual Assault/Rape 0 0 Burglary (inc Attempt; 0 0 Drug Violations 0 0 Fraud (ID Theft) 0 0 Vehicle Prowl 0 0 Theft(over$750) 0 0 Malicious Mischief 0 0 Arson 0 0 Auto/Boat Theft 1 1 Poss Stolen Property 0 0 Other 0 0 TOTAL 1 0 0 0 0 0 0 0 0 0 0 0 1 Misdeameanor Crimes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Assault,Simple 0 0 Malicious Mischief 2 2 Vehicle Prowl 0 0 Theft (Under$750) 0 0 Domestic Violence 0 0 Minor in Possession 0 0 Drug Violations 0 0 Poss Stolen Property 0 0 Total 2 0 0 0 0 0 0 0 0 0 0 0 2 Page 2 ITEM RA-4 MED NA MEDINA POLICE DEPARTMENT POLICE Mark Thomas, ChiefofPolice Monthly Activity Report City of Medina 2012 Traffic January YTD YTD Year End ACCIDENTS 2012 2012 2011 2011 Injury 0 0 0 0 Non-Injury 1 1 1 19 TOTAL 1 1 1 19 Traffic January YTD YTD Year End CITATIONS 2012 2012 2011 2011 Driving Under Influence 1 1 0 13 Other 2 2 1 35 Total 3 3 1 48 Traffic January YTD YTD Year End INFRACTIONS 2012 2012 2011 2011 Speeding 30 30 10 189 Parking 7 7 4 95 Other 13 13 3 121 Total 50 50 17 405 January YTD YTD Year End WARNINGS 2012 2012 2011 2011 Total 68 68 65 833 January YTD YTD Year End CALLS FOR SERVICE 2012 2012 2011 2011 House Watch 23 23 17 333 False Alarms 30 30 27 357 Assists 29 29 21 304 Suspicious Circumstances 12 12 7 115 Property-Found/Lost 1 1 1 10 Animal Complaints 2 2 2 25 Missing Person 0 0 0 1 Warrant Arrests 1 1 2 29 Other 1 1 0 16 Total 99 99 77 1190 DWLS;Fail to Transfer Title; No License Expired Tabs; No insurance; Fail to stop; Defective Equipment Verbal Domestic; Vandalism; Civil Dispute; Disturbance; Death Investigations Page 3 ITEM RA-4 MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police YEARLY ACTIVITY REPORT City of Medina 2012 Traffic 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 1 1 Other 2 2 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 30 30 Parking 7 7 Other 13 13 Total 50 0 0 0 0 0 0 0 0 0 0 0 50 Warnings Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Total 68 68 Calls for Service Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total House Watch 23 23 False Alarms 30 30 Assists 29 29 Suspicious Circumstance 12 12 Property-Found/Lost 1 1 Animal Complaints 2 2 Missing Person 0 0 Warrant Arrests 1 1 Other 1 1 Total 99 0 0 0 0 0 0 0 0 0 0 0 99 Page 4 ITEM RA-4 MEDINA POLICE DEPARTMENT Town of Mark Thomas, Chief ofPolice Hunts Point Monthly Activity Report c Town of Hunts Point 2012 Felony Crimes January YTD YTD Year End 2012 2012 2011 2011 Burglary 0 0 0 3 Forgery (Identity Theft) 0 0 0 0 Vehicle Prowl 0 0 0 1 Theft(over$750) 0 0 0 0 Possession Stolen Prop 0 0 0 0 Drug Violation 0 0 0 0 Auto/Boat Theft 0 0 0 1 TOTAL 0 0 0 5 Misdeameanor January YTD YTD Year End Crimes 2012 2012 2011 2011 Assault,Simple 0 0 0 0 Malicious Mischief 0 0 0 0 Vehicle Prowl 0 0 0 4 Theft(Under$750) 0 0 0 0 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 2 Total 0 0 0 6 Page 5 ITEM RA-4 MEDINA POLICE DEPARTMENT Town of Mark Thomas, Chief ofPolice Hunts Point Yearly Activity Report f Town of Hunts Point 2012 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$750)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$750) 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 Ton of Mark Thomas, ChiefofPolice Hunts Point Monthly Activity Report mac..., Hunts Point 2012 Traffic January YTD YTD Year End CITATIONS 2012 2011 2011 2011 Driving Under Influence 0 0 1 2 Accidents 0 0 0 3 Other 1 1 3 19 Total 1 1 4 24 Traffic January YTD YTD Year End INFRACTIONS 2012 2011 2011 2011 Speeding 0 0 1 1 Parking 0 0 0 3 Other 4 4 9 89 Total 4 4 10 93 January YTD YTD Year End WARNINGS 2012 2011 2011 2011 Total 8 8 8 164 January YTD YTD Year End CALLS FOR SERVICE 2012 2011 2011 2011 House Watch 0 0 1 20 False Alarms 7 7 5 55 Assists 4 4 2 24 Suspicious Circumstances 3 3 3 11 Property-Lost/Found 0 0 0 1 Animal Complaints 0 0 0 1 Missing Person 0 0 0 0 Warrant Arrests 0 0 1 1 Other 0 0 0 0 Total 14 14 12 113 DWLS;Fail to Transfer Title;No License Expired Tabs;No insurance;Fail to stop;Defective Equipment Verbal Domestic;Harassment;Civil Dispute;Trespass Page 7 I 1 ITEM RA-4 MEDINA POLICE DEPARTMENT To of Mark Thomas, Chief of Police Hunts Point YEARLY ACTIVITY REPORT HUNTS POINT 2012 Traffic Citations Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Driving Under Influence 0 0 Accidents 0 0 Other 1 1 Total 1 0 0 0 0 0 0 0 0 0 0 0 1 Traffic Infractions Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Speeding 0 0 Parking 0 0 Other 4 4 Total 4 0 0 0 0 0 0 0 0 0 0 0 4 Warnings Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Total 8 8 Calls for Service Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total House Watch 0 0 False Alarms 7 7 Assists 4 4 Suspicious Circumstances 3 3 Property-Lost/Found 0 0 Animal Complaints 0 0 Missing Person 0 0 Warrant Arrests 0 0 Other 0 0 Total 14 0 0 0 0 0 0 0 0 0 0 0 14 Page 8 MF0, 9 ITEM RA-4 CITY OF MEDINA 501 EVERGREEN POINT ROAD I PO BOX 144 I MEDINA WA 98039-01441/4swi"c10' TELEPHONE 425-233-6400 I www.medina-wa.gov February 7, 2012 To: Mayor and City Council Via: Donna Hanson, City Manager From: Joe Willis Sr., Director of Public Works Subject: January 2012 Report The NE 12th Street/lake Washington Blvd Traffic Safety Improvement Project was completed with the installation of the new street light in the center median at 88th Ave NE. Puget Sound Energy replaced the above ground utility box with an underground vault at the corner of NE 12th Street and 86th Ave NE. Edge Concrete completed the construction of the missing sidewalk section along the east side of Lake Washington Blvd at 86th Ave NE. w ASV • 1ini1W nrrmrrr,-J war-,•..»._-_-.-. Completed Sidewalk NE 12th Street at 86th Ave NE The Contractor for the landscaped median islands (NPM Construction) sent the City a construction claim letter for what he considered to be changes or extra costs. His claim letter has been evaluated and responded to with most claim items denied. Discussions will continue until agreement on final payment can be reached. ITEM RA-4 NW Sports Surfacing installed the new practice backboard at Fairweather Park and All-City fence repaired the tennis court fencing that was behind the old practice backboard. 115, i i rrp''rC a'Fii xn f kJ Y• wa. T. N 4'' 4R . 7c0-' 117. 4-'X •',;•,•.* " Fairweather Park Practice Backboard S r Y e X,! 1.l ) rfal: f2- V7 y J_ NOM :tea - •'„' r SR 520 Evergreen Lid 1/23/2012 ITEM RA-4 The SR 520 Design-Build Contractor, Eastside Corridor Constructors, has completed a substantial portion of the project designs.The next week end closure is scheduled for February 24-27. Utilities are currently being shifted to the new lid structure so the existing Evergreen Point Bridge can be demolished in early March.Traffic will be routed over the new portion of the Lid with curve transitions at each end of the new lid prior to the demolition of the existing bridge. Sound Wall height issues were recently raised by all of the Points Communities after a preliminary report was issued by Eastside Corridor Constructors that proposed a reduction in noise wall heights. Each of the Cities referred to the June 2010 Planned Noise Wall Location and Heights exhibit from the SR 520 Environmental Assessment (EA) document in their requests to WSDOT to conform to the original promised heights. Meetings with WSDOT resulted in a commitment to provide wall heights within the range of those shown on the EA exhibit. In those discussions, WSDOT stated that the trail connection to the Evergreen Transit Station from 80th Ave NE is required by DOE will not be eliminated or changed. SR 520 Bridge Replacement and HOU Program 52" fdcnira to SR 20`IC Fastsrde Trar51t anti HOV Project Planned noise wall location and heights Wall 1-North and Wall 1-South June 2010 2 HUMP;4'tl101TifHeightHeightHeightHeightHeightHeightHeight 12'-15'16'-19'12'•14' 19' 11'-14'16'-16' tr W ul y ypBAJ.dl9Mt-l:v. LLGEND wy„Ynaw..n it C.GII..C.TW1L Height Height H.:lght • Height CLYEttl Nll.i.MEDINA 16'40' 14'•16' 171'-20' heights shown represent heightofhln 1vn11penis.Actual visible heightmay vary by2 feet. The Public Works crew responded to the wind and snow storm of January 15 -20 plowing streets and sanding. Snow plow trucks were on the road early in the morning and into the evenings with the crew working in shifts. Only 18.5 overtime hours were required to respond to the storm. The equipment did experience some wear and tear.The F-250 truck required transmission seal repairs and the F-450 lost one beacon light due to low overhanging tree limbs over the roadway from the heavy snow. T SIGN UP FOR MEDINA E-NOTICES. RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOX! Visit www.medina-wa.gov and click on E-Notice Program. v yofMe- 49 CITY OF MEDINA Office of the City Manager DATE: February 7, 2012 To: City Council Via: Donna Hanson, City Manager From: Joe Willis Sr., Director of Public Works Subject: 84th Ave NE Improvement Project Background/Timeline: February 2011: Council authorized joint participation (ILA) with Clyde Hill for improvements to 84th Ave NE (NE 12th Street to NE 24th Street). A grant from TIB for $462,000 derived from the State 3 cent added gas tax revenue was approved to resurface the existing roadway. Under terms of the Interlocal Agreement the project administration would be conducted by Clyde Hill, design concepts and final design would be developed by KPG, Inc., construction would occur in 2012, costs will be shared equally. September 2011: Council reviewed KPG visioning document and preliminary cost estimate. The concept fit the improvements within the present asphalt surfaced street width, meets the intentions of the City's Comprehensive Plan and Strategic Goals by improving local neighborhoods, traffic safety, landscapes, pedestrian and bicycle access, reduces the amount of impervious asphalt area, contributes to air quality and a sense of natural space rather than a wide expanse of asphalt, and creates more attractive entry point into the City. October 2011: Open house was held with 25 to 30 people in attendance. The Park Board recommended to Council that the project move forward to design of the roadway center median with stately trees. The Planning Commission expressed concerns about the design and project cost. November 14, 2011: Council authorized KPG to proceed with the project design and receive bids for consideration by the Council in early 2012. March 12, 2012: Council will be asked to consider the project award with construction scheduled from May through September 2012. 4s4M ^ i-' a,i; a 1.5'- 1.5' thickened 5 11'11'11' S' thickened edge bike lane travel lane landscaped median travel lane bike lane edge 1 Questions and answers What are the costs for construction and maintenance of the improvements including the center median island along the length of the corridor? The estimated $275,000 match by Medina (28% of the project cost) is currently in the 2012 capital. It includes design engineering, construction costs, construction inspection, and a 5% contingency. The joint participation with Clyde Hill and the TIB grant is an opportunity to improve the street with minimal City matching funds. Estimated annual maintenance cost for the new median is approximately$6,600 per year with that amount split between the cities or 3,300/year. The reduced pavement widths will reduce future street surface maintenance/repair costs. The informal street edge does not preclude future improvements along the Medina side of the right-of-way for future pathway(should that be desired) or future landscaping (should funding be available). How will emergency vehicle get through the corridor with only one lane in each direction and what about the ability to pass a stalled vehicle? Asphalt thickened edges will be installed along the outside of the bicycle lane that will be next to the traffic lane to allow a vehicle to encroach onto the grass shoulder area to clear the roadway. Will present posted speed limit of 35 mph be too fast for the narrower street? Narrower traffic lanes and a median provide a visual incentive to reduce vehicle speeds perception of the driver that they are traveling at a reasonable speed for the roadway conditions).The present City code established the speed limit on 84th at 35 mph. It is not the current intention of Clyde Hill or Medina to lower the speed limit. There are no private driveways along the corridor and sight distances at intersections are not a problem. If it is later considered to be a problem, it can be changed by code amendment after consideration by both City Councils. Can U turn areas be provided along the corridor? The ability for cars to U turn along the corridor is not a desirable or safe function, but a hard surfaced U turn area located between NE 12th and NE 20th has been included in the design for public safety or maintenance vehicle use. The 10 foot wide bicycle lanes will be narrowed to a 5 foot width. Is that adequate? The 5'wide bicycle lane width conforms to current WSDOT arterial street standards. Narrower doesn't mean less safe. Driver behavior does change for perceived roadway conditions (one doesn't drive faster when constraints are introduced). Dedicated 5' bike lanes with an additional 1.5' thickened edge will continue along the roadway and be delineated as a separate lane. What stately trees are proposed to be planted? The stately trees that are planned for the median will be selected based upon their growth characteristics and the site environmental conditions so they will not damage the curbs, can survive in this location, will provide an adequate canopy. The lack of street lighting on the west side of the roadway is a concern. When the trees in the median grow larger will they block the roadway lighting provided on the east side of the road? Present street lighting conforms to current City policy and provides adequate illumination at all intersections. Street lights currently exist at each intersection and will be maintained. City policy has been to provide low level lighting at each intersection and not to provide lighting between intersections. No new formal pathways or sidewalks are contemplated for this project. 2 ITEM CA-1 DRAFT ROLL CALL Council Members Present: Patrick Boyd, Jay Decker, Doug Dicharry, David Lee, Janie Lee, Michael Luis, and Katie Phelps City Staff Present: Donna Hanson, City Manager; Bruce Disend, City Attorney, Kenyon Disend; Mark Thomas, Police Chief; Robert Grumbach, Development Services Director; Joe Willis, Public Works Director; Nancy, Adams, Finance Director; and Rachel Baker, City Clerk City clerk led members of the audience, council members, and staff in the Pledge of Allegiance. OATH OF OFFICE City clerk administered Oath of Office to Mr. Jay Decker and Mr. Michael Luis who were elected to serve Medina City Council position numbers four and six respectively. ELECTION OF MAYOR Council member J. Lee nominated council member Michael Luis and council member Phelps nominated Patrick Boyd to serve as 2012-2013 Mayor. Following a roll call vote of 4-3, Luis was elected to serve as mayor. Council members Decker, D. Lee, J. Lee and Luis voted in favor and council members Boyd, Dicharry and Phelps voted in opposition. ELECTION OF DEPUTY MAYOR Council member Boyd nominated council member Phelps and council member J. Lee nominated D. Lee to serve as 2012-2013 Deputy Mayor. Council allowed comments from audience concerning election. Heija Nunn and Judie O'Brien spoke in favor of David Lee. Miles Adam spoke in favor of Katie Phelps. Following a roll call vote of 6-1 , Phelps was elected to serve as deputy mayor. Council members Boyd, Decker, Dicharry, D. Lee, Luis and Phelps voted in favor and council member J. Lee voted in opposition. APPROVAL OF MEETING AGENDA Phelps requested to add discussion item and possible vote of support for Eastside Pathways under Other Business. MOTION DICHARRY AND SECOND D. LEE TO APPROVE AGENDA AS AMENDED AND MOTION CARRIED 7-0 AT 6:51 PM. City Council Minutes January 9, 2012 Page 2 ITEM CA-1 DRAFT PUBLIC COMMENT Mayor read guidelines concerning public comment period and opened floor to public comment at 6:51 pm. Medina resident Kay Koelemay proposed three resolutions for council members, city management and Medina community as a whole to treat one another with respect. Medina resident M3 Sweatt urged council and community members to play well together and respect one another and asked council members to listen to the community. Medina resident Miles Adam wished the best to the council and newly elected mayor and deputy mayor. Mr. Adam hoped for two items, first that council will cooperate with one another and present a professional image to citizens, and second council will consider fiscal responsibility as a priority. Medina resident Roger Ngouenet reminded council members many residents are property owners and to act as a good board of directors. Medina resident Heija Nunn expressed hope for a discussion about expanding information push to residents, especially for shoreline management plan update. Resident inquired if a public summary will be provided concerning litigation. Mayor closed public comment period at 7:03 pm. PRESENTATION Bill Henningsgaard provided a summary of Eastside Pathways program and requested endorsement of support from the City. Mayor asked council if discussion and potential action of item could be moved up agenda to accommodate presenter. No objections were voiced. MOTION PHELPS AND SECOND DICHARRY FOR THE CITY OF MEDINA TO BE AN OFFICIAL SPONSOR OF EASTSIDE PATHWAYS. MOTION CARRIED 7-0 AT 7:09 PM. REPORTS AND ANNOUNCEMENTS Planning commission chair Judie O'Brien invited council members to attend a planning commission meeting, stressed her interest in either the chair or vice chair's participation on the interview panel for vacant position, and emphasized importance of communication to community concerning shoreline master program update. Emergency committee chair Kay Koelemay reminded those present of January 19 emergency committee meeting at St. Thomas Church and the importance of attendance by medical professionals from the Points communities for discussion and education about emergency response. City Council Minutes January 9, 2012 Page 3 ITEM CA-1 DRAFT City manager provided brief update and department managers responded to inquiries from council members. CONSENT AGENDA MOTION BOYD AND SECOND DICHARRY TO ADOPT CONSENT AGENDA AND MOTION CARRIED 7-0 AT 7:31 PM. Approval of December 12, 2011 City Council Special and Regular Meeting Minutes Approval of December, 2011 Check Register Claim check numbers 52385 through 52480 in the amount of$296,743.02, payroll check numbers 3352 through 3362 in the amount of$256,921.94, and voided AP check number 52460 wrong vendor used), there were no canceled or voided AP or payroll checks. Receipt of Approved October 26, 2011 Planning Commission Meeting Minutes Receipt of Approved November 28, 2011 Planning Commission Meeting Minutes OTHER BUSINESS Draft 2012 Legislative Agenda (7:31 pm) City manager summarized business item. MOTON DICHARRY AND SECOND PHELPS TO APPROVE PROPOSED LEGISLATIVE AGENDA AND AUTHORIZE THE MAYOR TO SIGN A JOINT LETTER FROM THE POINTS COMMUNITIES TO OUR STATE LEGISLATORS. MOTION CARRIED 7-0 AT 7:33 PM. 2012 Council Meeting Schedule and Retreat and City Council Agenda Calendar (7:33 pm) City manager provided summary of council calendar and upcoming business items. The proposed January 23 study session date conflicted with council member D. Lee and city attorney's calendars. Alternative dates to hold a training session and retreat will be offered. Council member Phelps requested discussion concerning city communication. Dicharry stated he preferred study sessions beginning no earlier than 6:00 or 6:30 pm. PUBLIC COMMENT Mayor opened public comment period at 7:48 pm. Kay Koelemay referenced January 6, 2012 Bellevue Reporter article authored by Nat Levy noting Grant Degginger's comments related to his experience with the Bellevue City Council. Wilma Edmonds informed council members about an emergency preparedness program produced by the hospital at the University of Washington. Public comment period closed at 7:50 pm. City Council Minutes January 9, 2012 Page 4 ITEM CA-1 DRAFT ADJOURNMENT MOTION PHELPS AND SECOND DICHARRY TO ADJOURN THE JANUARY 9, 2012 REGULAR MEETING OF THE MEDINA CITY COUNCIL. MOTION CARRIED 7-0 AT 7:51 PM. The January 9, 2012 Regular Meeting of the Medina City Council adjourned at 7:51 pm. The Medina City Council will hold its next Regular Meeting on Monday February 13, 2012, at 6:30 pm in the Council Chambers at Medina City Hall, 501 Evergreen Point Road, Medina. Michael Luis, Mayor Attest: Rachel Baker, City Clerk City Council Minutes January 9, 2012 Page 5 ITEM CA-2 DRAFT MEDINA CITY COUNCIL SPECIAL MEETING MINUTES Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina Monday, January 30, 2012; 6:00 pm The January 30, 2012 Special Meeting of the Medina City Council was noticed pursuant to RCW 42.30.080. CALL TO ORDER Mayor called the January 30, 2012 Special Meeting of the Medina City Council to order at 6:00 pm. ROLL CALL Council Members Present: Patrick Boyd, Jay Decker, Doug Dicharry, David Lee (via telephone), Janie Lee, Michael Luis, and Katie Phelps City Staff Present: Donna Hanson, City Manager; Bruce Disend, City Attorney, Kenyon Disend; Mark Thomas, Police Chief; Robert Grumbach, Development Services Director; Joe Willis, Public Works Director; and Rachel Baker, City Clerk NEW BUSINESS Lew Leigh, Washington Cities Insurance Authority Executive Director, led discussion related to municipal risk pool and liability coverage. Mr. Leigh responded to questions posed by council members. Mr. Leigh departed meeting at 7:00 pm. City attorney Bruce Disend facilitated training and discussion about general legal aspects related to being a council member, particularly the Open Public Meetings Act, Public Records Act, Appearance of Fairness Doctrine, conflicts of interest and reviewed the city council guidelines. Janie Lee mentioned the Open Public Meetings Act wasn't referred to in guidelines and mayor conveyed council members could forward comments pertaining to the guidelines to city attorney in advance of next meeting for discussion. ADJOURNMENT MOTION DICHARRY AND SECOND BOYD TO ADJOURN THE JANUARY 30, 2012 SPECIAL MEETING OF THE MEDINA CITY COUNCIL. MOTION CARRIED 6-0 CONNECTION LOST TO D. LEE PRIOR TO ADJOURNMENT) AT 7:58 PM. The January 30, 2012 Regular Meeting of the Medina City Council adjourned at 7:58 pm. ITEM CA-2 DRAFT The Medina City Council will hold its next Regular Meeting on Monday February 13, 2012, at 6:30 pm in the Council Chambers at Medina City Hall, 501 Evergreen Point Road, Medina. Michael Luis, Mayor Attest: Rachel Baker, City Clerk City Council Minutes January 30, 2012 Page 2 a 0 2 WI-. 0 0 Y COR02 r o x CO 3 0 oN c 0 0 p E V a . . 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ID ID H ID II- I eI1 N LA p Inn M ton M M M M M M M tD Om1to03LO m wm _ In wInM of ME01, ITEM CA-5 CITY OF MEDINA SHNGO' February 6, 2012 To: Mayor and City Council From:Nancy Adams, Director of Finance Re: FINAL 2011 Year End Finance Report/January 2012 2011 Year End Financial Reports include: December 2011 "13th Month"AP Register Activity Detail December 2011 Revenue & Expense Summary— FINAL FOR 2011 December 2011 Monthly Revenue& Expenditure Detail Reports by Account/Department 2011 Cash Flow Summary Comparative Summary by Fund— Updated with 2011 Actual and 2012 Adopted Budget 2011 Final Results: 2011 Year End is now closed and December final numbers have been updated to include the"13th Month"of AP Expenditures and Year End close entries. WA State RCW requires us to keep the December period open through January 20th to make sure that 2011 Expenditures are booked into the correct accounting period. December Final changes from last month include the following updates: 2011 Budget Amendment C, (adopted on 11/14/2011) increased the 2011 Budget for Street and Capital, and removed the transfer from Reserve Fund to General Fund. Year End Planning & Dev. Revenue of $10K is included in Final Revenue to account for 12/29/11 and 12/30/11 Cash Deposits. 2011 "13th Month" Expenditures were processed into the December period, for work and services which were performed during 2011. The final amount of the Year End Check run was$147K. Final Numbers show that we ended the year(all funds) with a favorable budget variance of $468K. The favorable variance is made up of: o Police Savings of$275K related to a Patrol Officer vacancy; a partial year vacancy for the Police Chief position; decreases in police vehicle expense; and decreases in jail services. o Capital Projects of$112K were postponed until 2012. o Municipal Court expenses (and revenue) were lower than budgeted. o Small savings in General Administrative Services. 2012—January Reporting includes: AP Check Register for the month of January. Please note: January 2012 and February 2012 AP Check Register Detail Reports will be provided in the Council Packets as usual. The Monthly Revenue & Expense Summary Report will be provided for January, February and March—together as a Q1 2012 Report. This is due to the high volume of activities that have to occur during January and February in order to close the 2011 Year End and set up new changes for 2012 Reporting (Payroll, Budget, and Open Enrollment and Contract changes). If you have questions about January or February Revenue, please let me know. Real Estate Excise Tax REET) Revenue will be slightly high for February 2012, as Medina had Property Sales of$16.5M during the month of January. Property Tax is our largest Revenue item &those receipts do not begin until April. U, a CC) N 0 0 0 CD 0 r U) M 0 UO 0 0 N. 0 CM O CO C. U) CD CO 0) CO V O) CO CD CD 0) O 0 N p CM U) .- p c CO N M O Ff3 fA _M O . co V' fA N CO N Co N. CO0 p N (pp V C0 0 M co C`p7_ C07 CMO N. W V' 409 p 61 U) 49 CO O CON pLL.I 0 V O O) CD N U) N N N CO p O) V C CD p 0 n M 0 M V N r Un CO N 7 co p O N 0) O pIVU6) U) U) CO r (O ((pp r p 69 N p .- p 0 CD 0 0 V CO CO 0) N N N 0) 0 6`) (O ACaNr69NM60 ('1 C') r N V } CO fA N V CO. CO 69 0 V! CO (f) CO a n n COCl69696A69V' 69 49 (A 6f9 of 69 () lO 6A 6A 69 69 69 69 09 6A R 69 69 U1 6fld36903696903696969 O V C V0 < O < O OCuN N. 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CY W aD N.',a O0 O Y CU X Or 00)) O N O COSH a 0 0 O O d to to-Eft Eft EA to Eft to co V NLO V ON 000) CO N 4 O f N LO r c0 c0 O c0 CO N a)CO N CO CO r CO CO r LO CD c ca ON co co N N- co O) NN LO N a) C N r LO r- N LO r LO r N- >oC [Q r N,- LO Ln cc 0 LI RS OmDCZ LL ca O to Eft Eft EA Eft Eft EA Eft Eft 'O 7 N C c r c NcCLL a1 7 3 (q Cr LL W 7 N T C V 7 Z U a) O Y C UcU_ a) a) = d C 4cn ' c u- ai c OTC CL > aci m 0 m7 - - G) E cU U CD L.L al CO s ac) ?_ T' 2 ca Lda o > as w0 N 0051- 00Z -001— z 2012 Comparative Summary by Fund ITEM CA-5 Includes 2011 Actual as of 12/31/2011 2012 2008 2009 2010 2011 2011 Preliminary DESCRIPTION Actual Actual Actual Budget Actual Budget GENERAL FUND BEGINNING FUND BALANCE $ 2,839,677 $3,163,000 $2,324,925 $ 1,535,673 $ 1,535,673 $ 1,735,395 REVENUES 5,556,448 4,365,285 4,482,868 5,041,334 5,046,447 5,198,627 OPERATING TRANSFERS-IN EXPENDITURES 4,533,125 4,593,360 4,725,358 4,920,371 4,601,724 5,056,868 OPERATING TRANSFERS-OUT 700,000 610,000 546,762 245,000 245,000 90,000 ENDING FUND BALANCE 3,163,000 $2,324,925 $ 1,535,673 $ 1,411,636 $ 1,735,395 $ 1,787,154 STREET FUND BEGINNING FUND BALANCE $ 230,539 $ 79,639 $ 93,420 $ 131,255 $ 131,255 $ 88,333 REVENUES 67,544 139,285 64,330 152,503 112,320 168,891 OPERATING TRANSFERS-IN 200,000 280,000 328,000 245,000 245,000 290,000 EXPENDITURES 418,444 405,505 354,494 430,505 400,241 444,700 OPERATING TRANSFERS-OUT ENDING FUND BALANCE 79,639 $ 93,420 $ 131,255 $ 98,253 $ 88,333 $ 102,524 TREE FUND BEGINNING FUND BALANCE $ 83,322 $ 16,932 $ 23,770 $ 24,674 $ 24,674 $ 1,614 REVENUES 39,678 9,700 1,082 1,000 4,400 1,000 OPERATING TRANSFERS-IN EXPENDITURES 106,068 2,862 178 15,000 27,460 OPERATING TRANSFERS-OUT ENDING FUND BALANCE 16,932 $ 23,770 $ 24,674 $ 10,674 $ 1,614 $ 2,614 CAPITAL PROJECTS FUND BEGINNING FUND BALANCE $ 1,399,618 $ 1,488,808 $ 1,544,616 $ 1,561,783 $ 1,561,783 $ 429,870 REVENUES 427,021 494,903 438,661 905,664 936,948 806,285 OPERATING TRANSFERS-IN 330,000 218,762 200,000 200,000 EXPENDITURES 337,832 769,095 640,256 2,400,358 2,268,860 849,285 OPERATING TRANSFERS-OUT 200,000 ENDING FUND BALANCE 1,488,807 $ 1,544,616 $ 1,561,783 $ 267,089 $ 429,870 $ 186,870 CAPITAL FUND RESERVE BEGINNING FUND BALANCE $ 1,776,380 $2,276,380 $2,276,380 $ 2,276,380 $ 2,276,380 $ 2,076,380 OPERATING TRANSFERS-IN $ 500,000 $ OPERATING TRANSFERS-OUT $200,000 $ 200,000 $ ENDING FUND BALANCE 2,276,380 $2,276,380 $2,276,380 $ 2,076,380 $ 2,076,380 $ 2,076,380 TOTAL ALL FUNDS BUDGET BEGINNING FUND BALANCE $ 6,329,536 $7,024,759 $6,263,111 $ 5,529,765 $ 5,529,765 $ 4,331,592 REVENUES 6,090,691 5,009,173 4,986,940 6,100,501 6,100,115 6,174,803 OPERATING TRANSFERS-IN 700,000 610,000 546,762 445,000 445,000 290,000 EXPENDITURES 5,395,469 5,770,822 5,720,286 7,766,234 7,298,285 6,350,853 OPERATING TRANSFERS-OUT 700,000 610,000 546,762 445,000 445,000 290,000 ENDING FUND BALANCE 7,024,758 I $6,263,110 I $5,529,765 I $ 3,864,032 I $ 4,331,595 I $ 4,155,541 12/31/2011 Medina City Council Regular Meeting ITEM CA-6 Monday, February 13, 2012 AGENDA BILL Subject: Change to Medina Municipal Code For Failure to Appear Cate or Consent E] Ordinance El Public Hearing9y: City Council Business Resolution Other— Discussion Prepared By: Chief Mark D. Thomas Summary: Changes to Medina Municipal Codes 10.40.070 and 10.76.010 are necessary to be in compliance with State law. RCW 46.63.110(4) limits the amount of penalty that can be charged for failing to respond to a parking violation to $25. It further expressly states that "A local legislative body may set a monetary penalty not to exceed $25 for failure to respond to a notice of a traffic infraction relating to parking as defined by local law, ordinance, regulation, or resolution." These two Medina Municipal Codes currently conflict with that necessitating the recommended changes. Attachment(s): 1. Proposed changes to existing Medina Municipal Codes 2. Final draft of both Medina Municipal Codes if proposed changes are adopted Budget/Fiscal Impact: Staff Recommendation: Approve ` City Manager Approval: Proposed Council Motion: I move to approved ordinance amending MMC 10.40.070 and 10.76.010. ITEM CA-6• {Formatted:English(U.S.) 1 CITY OF MEDINA 2 3 Ordinance No. 4 5 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MEDINA, 6 WASHINGTON,AMENDING SECTIONS 10.40.070 OF THE MEDINA 7 MUNICIPAL CODE RELATED TO PARKING INFRACTION PENALTIES; AMENDING 8 SECTION 10.76.010 OF THE MEDINA MUNICIPAL CODE RELATED TO PENALTIES 9 FOR FAILING TO RESPOND TO TRAFFIC INFRACTION NOTICES;TO-INCREASE-THE 10 • - • - •e,, - • - - 'e - ' e•PROVIDING 11 FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE 12 13 14 WHEREAS, the penalties for certain violations of Title 10 of the City of Medina 15 I Municipal Code are outdated and need to be revised; 16 17 NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MEDINA, 18 WASHINGTON, DO ORDAIN AS FOLLOWS: 19 20 Section 1. MMC 10.40.070 Amended. Section 10.40.0470 of the Medina Municipal 21 Code is hereby amended to read as follows: 22 23 10.40.070 InfractionCitation Fine-Failure to appear-Penalty. 24 A.Any person violating any section of this chapter shall be fined in the 25 amount of$35-08$45.00. 26 B.There shall be a penalty of$25.00 for Aany person failing to pay the fine or 27 to appear for any court proceedings scheduled in response to an infraction 28 eitatien fora parking violation -- -- .• = - - 4 Formatted:Strikethrough 29 30 by imprisonment for a tcrm not to exceed 90 days,or by both such fine and 31 32 33 Section 2. MMC 10.76.010 Amended. Section 10.76.010 of the Medina Municipal 34 Code is hereby amended to read as follows: 35 36 I 10.76.010 Failure to Respond. Chaptcr 10.76 Formatted:Indent:First line: 0.5" 37 10.76.010 Failure to respond-Unlawful. 38 It is unlawful for a person who has been issued a traffic infraction relating to 39 parking, standing, stopping or pedestrian infractions, defined by city 40 ordinance,to fail to respond in the manner directed on the notice of infraction. 41 Unless otherwise specified by state law or city ordinance,the penalty for such 1 of 2 ITEM CA-6 ,- {Formatted:English(U.S.) 1 I failure to respond shall be $25.00-$46.00. This penalty is in addition to Formatted:Not Strikethrough 2 penalties imposed for the underlying infraction. Formatted:No underline,Strikethrough 1S 3 4 I Section 23. Severability. If any section,sentence,clause,or phrase of this ordinance 5 should be held to be invalid or unconstitutional by a court of competent jurisdiction, such 6* invalidity or unconstitutionality shall not affect the validity of any other section, sentence,7 clause,or phrase of this ordinance. 8 9 I Section 34. Effective Date. This ordinance shall be published in the official 10 newspaper of the City,and shall take effect and be in full force five(5)days after the date of11publication. 12 13 I PASSED BY THE CITY COUNCIL ON THIS DAY OF 20102 AND 14 SIGNED IN AUTHENTICATION OF ITS PASSAGE ON THE DAY OF 15 2012. 16 17 18 Mayor Michael LuisB et-dortaa Approved as to form: Attest: Bruce L. Disend,City Attorney Rachel Baker,City Clerk19 20 2 of 2 ITEM CA-6 1 CITY OF MEDINA 2 3 Ordinance No. 4 5 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MEDINA, 6 WASHINGTON, AMENDING SECTION 10.40.070 OF THE MEDINA MUNICIPAL CODE 7 RELATED TO PARKING INFRACTION PENALTIES; AMENDING SECTION 10.76.010 OF 8 THE MEDINA MUNICIPAL CODE RELATED TO PENALTIES FOR FAILING TO 9 RESPOND TO TRAFFIC INFRACTION NOTICES; PROVIDING FOR SEVERABILITY; 10 AND ESTABLISHING AN EFFECTIVE DATE 11 12 13 WHEREAS, the penalties for certain violations of Title 10 of the City of Medina 14 Municipal Code are contrary to the Revised Code of Washington and need to be revised; 15 16 NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MEDINA, 17 WASHINGTON, DO ORDAIN AS FOLLOWS: 18 19 Section 1. MMC 10.40.070 Amended. Section 10.40.070 of the Medina Municipal 20 Code is hereby amended to read as follows: 21 22 10.40.070 Infraction - Fine- Failure to appear- Penalty. 23 A. Any person violating any section of this chapter shall be fined in the 24 amount of$45.00. 25 B. There shall be a penalty of$25.00 for any person failing to pay the fine or 26 to appear for any court proceedings scheduled in response to an infraction for 27 a parking violation. 28 29 Section 2. MMC 10.76.010 Amended. Section 10.76.010 of the Medina Municipal 30 Code is hereby amended to read as follows: 31 32 10.76.010 Failure to Respond. 33 10.76.010 Failure to respond - Unlawful. 34 It is unlawful for a person who has been issued a traffic infraction relating to 35 parking, standing, stopping or pedestrian infractions, defined by city 36 ordinance, to fail to respond in the manner directed on the notice of infraction. 37 Unless otherwise specified by state law or city ordinance, the penalty for such 38 failure to respond shall be $25.00. This penalty is in addition to penalties 39 imposed for the underlying infraction. 40 41 Section 3. Severability. If any section, sentence, clause, or phrase of this ordinance 42 should be held to be invalid or unconstitutional by a court of competent jurisdiction, such 43 invalidity or unconstitutionality shall not affect the validity of any other section, sentence, 44 clause, or phrase of this ordinance. 1 of 2 ITEM CA-6 1 2 Section 4. Effective Date. This ordinance shall be published in the official 3 newspaper of the City, and shall take effect and be in full force five (5) days after the date of 4 publication. 5 6 PASSED BY THE CITY COUNCIL ON THIS DAY OF 2012 AND 7 SIGNED IN AUTHENTICATION OF ITS PASSAGE ON THE DAY OF 8 2012. 9 10 11 Mayor Michael Luis Approved as to form: Attest: Bruce L. Disend, City Attorney Rachel Baker, City Clerk 12 13 2 of 2 ITEM CA-7 CITY OF MEDINA Park Board Meeting Minutes November 21, 2011 Council Chambers Medina City Hall CALL TO ORDER Chair called the November 21, 2011 Park Board meeting to order at 6:07 pm. ROLL CALL Present: Marelaine Dykes, Susan Flagg, Matt Kochel, Ross Mickel (participated via telephone), and Susan Loren-Taylor Absent: Gabriele Dickmann, Laura Weingaertner Staff Present: Joe Willis, Director of Public Works Pamela Greytak, Admin. Assistant ANNOUNCEMENTS No announcements. MINUTES MOTION DYKES AND SECOND MICKEL TO APPROVE THE OCTOBER 17, 2011 PARK BOARD MINUTES AS WRITTEN. MOTION PASSED 5-0. (6:08 pm) PUBLIC COMMENT No Public Comment. PARK REPORTS Medina Park (6:09 pm) Loren-Taylor noted that the ladies restroom in Medina Park is clean and has hot water. She also requested that the restroom be supplied with toilet seat covers. Fairweather Preserve (6:16 pm) Flagg stated that Fairweather Preserve has become a popular destination due to the SR-520 construction. NEW BUSINESS Willis reported that a resident's car was damaged when he/she drove into the center- island on NE 12th Street. Willis reviewed concept drawings of Medina gateway sign and street lights. 84th Avenue NE Improvement Project (6:17 pm) Willis stated that the City Council endorsed the design phase of the 84th Ave. NE Improvement Project. Park Board Minutes Page 1 November 21, 2011 ITEM CA-7 Willis confirmed for Kochel that adding sidewalks to the West side of 84th Avenue NE was not included in the plans, but there would be an 18 inch wide, thickened and slanted edge between the bike lane and grass. Draft Comprehensive Plan for Parks & Open Space (6:20 pm) Willis stated that he made edits to the Draft Comprehensive Plan document based on Flagg's suggestions. He also noted that he would add Evergreen Point Lid information to the plan. In response to Kochel's suggestions, Willis agreed to change the order of the second and third goals listed under Goals and Policies. Willis explained that the public would need to be given the opportunity to comment on the plan's goals and policies via an open house, online survey, or focus group. Board members determined they preferred utilizing a survey rather than holding an open house or focus group. Dykes volunteered to draft and email Greytak a list of questions for the survey. Kochel requested that attention be brought to the park board's recommendations in the Needs Assessments & Recommendations section on pages 8 thru 10. Kochel suggested using bullet points and referencing them as priorities. Flagg proposed listing the priorities under Goals and Policies on Page 7. Willis agreed to edit the document based on these suggestions. 2012 Work Plan (6:36 pm) Board members added the following items to their 2012 work plan: annual Easter Egg Hunt, Arbor Day celebration, and taking a field trip to all Medina parks. Kochel suggested the board encourage local schools to participate in the Arbor Day event. Dykes proposed that the board request funding for parks projects during city budget discussions in July, 2012. January and February Meetings (6:51 pm) Greytak announced that the January and February meetings would need to be rescheduled due to city hall closures on Martin Luther King, Jr. Day and Presidents' Day. Board members decided to hold the meetings on January 23 and February 27 respectively. MOTION KOCH EL AND SECOND LOREN-TAYLOR TO CANCEL THE DECEMBER 2011 PARK BOARD MEETING. MOTION PASSED 5-0. (6:50 PM) ADJOURNMENT MOTION KOCHEL AND SECOND DYKES TO ADJOURN NOVEMBER 21, 2011 PARK BOARD MEETING. MOTION PASSED 5-0. (6:55 PM) The next Park Board meeting will be held Monday, January 23, 2012 at 6:00 pm. Minutes taken by: Pamela Greytak, CMC Administrative Assistant Park Board Minutes Page 2 November 21, 2011 ITEM CA-8 CITY OF MEDINA Planning Commission Special Meeting December 28, 2011 Medina City Hall Council Chambers 6:00 p.m. 501 Evergreen Point Road CALL TO ORDER The Planning Commission special meeting of December 28, 2011, was called to order at 6:00 PM by Chair O'Brien. ROLL CALL Present: Peter May, Alex Morcos, Heija Nunn (arrived 6:01 PM), Judie O'Brien, Jeff Price, Ching-Pi Wang. Absent: None Staff Present: Robert Grumbach, Development Services Director Donna Goodman, Development Services Coordinator Amy Summe, The Watershed Company ANNOUNCEMENTS (6:00 PM) Grumbach made the following announcements: The City Council approved the 2012 Planning Commission work program and put the items the Planning Commission had removed back on the list. A public hearing will be held on January 18th on the SR-520 project. APPROVAL OF MINUTES (6:01 PM) MOTION PRICE / SECOND MAY TO APPROVE THE OCTOBER 26, 2011, AND NOVEMBER 28, 2011, SPECIAL PLANNING COMMISSION MINUTES AS SUBMITTED. APPROVED 6-0 (6:01 PM). AUDIENCE PARTICIPATION (6:01 PM) There were no comments from the audience. OTHER BUSINESS 1) Continued Discussion on Shoreline Master Program Update (6:02 PM) Grumbach highlighted the changes made since the last meeting. He discussed the issue of water frontage and explained that the county data used a different method for measuring the shoreline from the method used in the current draft. He noted that ITEM CA-8 either method can be used, but the standards and methodology should match each other. Nunn asked for a written definition of"no net loss" and Grumbach advised that there is no written definition. He explained that it is more of a program than a set standard. It involves looking at factors such as impervious surfaces, water coverage, loss of vegetation, etc. and comparing the current conditions with how those indicators might be affected overtime. Nunn pointed out that there is a big difference between who could subdivide their property prior to and who will be able to subdivide after the new regulations are in effect. She felt the City should reach out to homeowners who are in this situation for their comments. Grumbach explained that once a document is ready for public hearing there will be a mailing of a postcard to the entire City in an effort to obtain public comments. Morcos presented an assessment he had generated showing the median footage from King County compared to Medina's figures and expressed concern that so many lots would become nonconforming. He concluded that the King County measurements were more accurate than the City's and indicated that there was a large variance in the measurements of water footage between King County and GIS. Grumbach explained that was due to a different method for measuring water frontage where King County measures using a straight line between property lines while the City measures the contours of the ordinary high water mark. He commented that the end result should be similar using either methodology. The key is to be able to demonstrate meeting the "no net loss" requirement. Discussion followed on which methodology would be most advantageous to the property owners. Morcos proposed using the King County methodology with widths of 55, 75 and 95 feet for R-16, R-20 and R-30 zoning respectively. He concluded that less nonconformity would be created and fewer people would complain. This prompted further discussion. Grumbach summarized his analysis in the packet materials. He briefed the commissioners that a key point is the number of potential new water front lots that could be created and therefore the addition of new docks. For the "no net loss" analysis, he explained, we are making an important assumption that most of the large dividable lots won't be subdivided because they are large estates. However, for this assumption to be valid the potential for new waterfront lots has to remain reasonably limited. He noted from the analysis that, in his judgment, frontage widths of 70 feet for R-16, 80 feet for R-20 and 95 feet for R-30 using the City's method could be acceptable and still show we are meeting "no net loss." Additional discussion took place regarding measuring the contours versus using a straight line to measure lot width at the shoreline. Planning Commission Minutes Page 2 December 28, 2011 ITEM CA-8 May suggested a possible approach might be to put restrictions on construction of new docks for newly created lots. Grumbach said that might be possible and he would take a look at it. Nunn suggested having further research done on the existing conditions. Grumbach explained that there are insufficient funds to use consultants and that he would have to do any additional analysis himself. Grumbach stated he would take the information Marcos provided and come back at the next meeting with further analysis on the issue. Next, Grumbach discussed the change made at the last meeting regarding the percentage of pilings allowed to be replaced on a nonconforming dock. He explained that the 100% replacement proposal was a major problem because we cannot show meeting "no net loss". He noted that the 60% figure originally proposed came from the zoning code, but that 75% was reasonable. The consensus was to use the 75% figure. ADJOURNMENT MOTION MAY / SECOND PRICE TO ADJOURN DECEMBER 28, 2011 PLANNING COMMISSION SPECIAL MEETING. APPROVED 6 -0. (7:22 PM) The next Planning Commission meeting is scheduled for Tuesday, January 24, 2011, at 6:00 PM. Minutes taken by: Donna Goodman Development Services Coordinator Planning Commission Minutes Page 3 December 28, 2011 Medina City Council Regular Meeting ITEM 013-1 Monday, February 13, 2012 AGENDA BILL Subject: Development Services Consultant Contracts Cate or Consent Ordinance I=1 Public Hearing 9 y: City Council Business Resolution Other- Discussion Prepared By: Robert J. Grumbach, AICP, Director of Development Services Summary: The City makes use of consultants to perform much of its review and inspections on permits. As part of on-going efforts to monitor our business practices, the City periodically places consultant agreements up for contest. Last July, the City published a Request for Qualifications for on-call engineering, construction mitigation planning, and geotechnical review services. We received written proposals from seven firms. After interviewing all seven firms, Pace Engineering was selected for construction mitigation planning services, Roth Hill for engineering services, and AMEC for geotechnical peer-review services. All three firms have highly qualified staff and excellent references. The terms of the agreements were part of the selection process. The agreements with Pace Engineering and Roth Hill are one year terms due to the splitting of the construction mitigation planning and engineering review functions between two firms currently one firm performs both of these functions). At the end of one year we will evaluate the success of this arrangement. The agreement with AMEC for geotechnical services is for a standard three years. Note: City Council approval is required for professional service contracts of$15,000 or more per MMC 2.66.010(A)(2). Attachment(s): 1 . Pace Engineering Agreement; 2. Roth Hill Agreement; 3. AMEC Agreement. 140,000 Expenditures(budgeted), which is paid by revenues Budget/Fiscal Impact: from pass-through and permit fees charged to applicants Staff Recommendation: pprove City Manager Approval: R Proposed Council Motion: M ve to approve agreements and authorize the City Manager to sign the agreements ITEM OB-1 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF MEDINA AND PACE ENGINEERS,INC. THIS AGREEMENT is made this day of 2012, between the City of Medina, (hereinafter the "City") and PACE Engineers, Inc., (hereinafter"Consultant"). WHEREAS, Consultant is in the business of providing certain professional services specified herein, and WHEREAS, the City desires to contract with Consultant for the provision of such services and Consultant agrees to contract with the City for same; and NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is agreed between the parties as follows: TERMS I.Description of Work. Consultant shall perform work as described in Exhibit A, "Scope of Work," which is attached hereto and incorporated herein by this reference. In performing such services, the Consultant shall comply with all federal, state, and local laws and regulations applicable to the performance of such services. The Consultant shall perform services diligently and completely and in accordance with professional standard of conduct and performance for such services. Consultant shall not perform any additional services without the express permission of the City. II. Payment. A. The City shall pay Consultant for time and materials as set forth in Exhibit A for the services described in this Agreement. B. Consultant shall submit payment invoice to the City after such services have been performed, and the City shall make payment within thirty(30) days after the submittal of the approved invoice. Such invoice shall detail the work, and a description of the tasks performed. The Consultant shall complete and return to the City Exhibit `B," Taxpayer Identification Number, prior to or along with the first invoice submittal. C. If the City objects to all or any portion of any invoice, it shall so notify Consultant of the same within ten (10) days from the date of receipt and shall pay that portion of the invoice not in dispute. The parties shall immediately make every effort to settle the disputed portion. III. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. The Consultant will solely be responsible for its acts and for the acts of its agents, employees, sub- 1 of 8 ITEM OB-1 consultants, or representatives during the performance of this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. IV. Duration of Work. This Agreement shall be effective for a period commencing from the date of signature and ending on February 28, 2013, unless sooner terminated under the provisions of paragraph V below. This Agreement may be extended in three (3) month increments by mutual written agreement of both parties until a new agreement is executed between the parties. V. Termination. A. Termination without cause. The City and the Consultant shall have the option to terminate this Agreement at any time without cause. Termination without cause shall be effective after thirty(30) days upon delivery of written notice to the other party. B. Termination for Cause. If Consultant refuses or fails to complete the tasks described in Exhibit A, or to complete such work in a manner satisfactory to the City, then the City may, by written notice to Consultant, give notice of its intention to terminate this Agreement. After such notice, Consultant shall have ten (10) days to cure, to the satisfaction of the City or its representative. If Consultant fails to cure to the satisfaction of the City, the City shall send Consultant a written termination letter which shall be effective upon deposit in the United States mail to Consultant's address as stated below. C. Rights upon Termination. In the event of termination, the City shall only be responsible to pay for all services satisfactorily performed by Consultant to the effective date of termination, as described in the final invoice to the City. The City Manager shall make the final determination about what services have been satisfactorily performed which decision shall be final,binding and conclusive. D. This provision shall not prevent the City or the Consultant from seeking any legal remedies it may otherwise have for the violation or nonperformance of any provisions of this Agreement. VI. Discrimination Prohibited. The Consultant shall not discriminate against any employee, applicant for employment, or any person seeking the services of the Consultant under this Agreement, on the basis of race, color, religion, creed, sex, age, national origin, marital status, or presence of any sensory, mental, or physical handicap. VII. Indemnification. Consultant hereby releases, covenants not to bring suit and agrees to indemnify, defend and hold harmless the City, its officers, officials, employees, agents and representatives from any and all claims, costs, judgments, losses or suits including attorneys' fees, awards or liabilities to any person, including claims by Consultant's own employees to which Consultant might otherwise be immune under Title 51 RCW, arising out of or in connection with the Consultant's negligent performance of this Agreement, except for injuries and damages caused by the negligence of the City. In the event of liability for any reason described above which is caused by or results from the concurrent negligence of the Consultant (and his employees, agents and representatives) and the 2 of 8 ITEM OB-1 City (and its officers, officials, employees, agents or representatives), each party's liability shall only be to the extent of its negligence. Such indemnification obligations shall extend to claims which are not reduced to a suit and any claims which may be compromised prior to the culmination of any litigation or the institution of any litigation. The City's inspection or acceptance of any of Consultant's work when completed shall not be grounds to avoid any of these covenants of indemnification. It is further specifically and expressly understood that the indemnification provided herein constitutes Consultant's waiver of immunity under Title 51 RCW, solely for the purposes of indemnification. This waiver has been mutually negotiated by the parties. VIII. Insurance. A. The Consultant 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 Consultant, its agents, representatives, or employees. Minimum Scope of Insurance Consultant 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. If necessary, the policy shall be endorsed to provide contractual 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 and advertising injury. The City shall be named as an additional insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. Minimum Amounts of Insurance Consultant 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. 3 of 8 ITEM OB-1 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and$1,000,000 policy aggregate limit. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall not be cancelled by either party except after thirty 30)days prior written notice has been given to the City Verification of Coverage Consultant 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 Consultant before commencement of the work. IX. 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 Consultant. X. Assignment and Subcontract. The Consultant shall not assign or subcontract any portion of the services contemplated by this Agreement without the prior written consent of the City. XI. Ownership and Use of Documents. Any records, files, documents, drawings, specifications, data or information, regardless of form or format, and all other materials produced by the Consultant in connection with the services provided to the City, shall be the property of the City whether the project for which they were created is executed or not. In the event this agreement is terminated prior to completion, yet the City proceeds with the construction of a facility designed by the Consultant, the City agrees to hold the Consultant harmless from any and all claims and damages arising out of the project following such termination except for claims and damages arising out of or resulting from the negligent acts, errors or omissions of the Consultant in performance of this Agreement. 4of8 ITEM OB-1 XI1. Record Keeping and Reporting. A. The Consultant shall maintain accounts and records, including personnel, property, financial, and programmatic records, which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed pursuant to this Agreement. The Consultant shall also maintain such other records as may be deemed necessary by the City to ensure proper accounting of all funds contributed by the City to the performance of this Agreement. B. The foregoing records shall be maintained for a period of seven years after termination of this Agreement unless permission to destroy them is granted by the Office of the Archivist in accordance with RCW Chapter 40.14 and by the City. XIII. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review, or audit by the City during the performance of this Agreement. XIV. 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. Notices to the City shall be sent to the following address: The City of Medina 501 Evergreen Point Road Medina, WA 98039 Attn: Development Services Notices to the Consultant shall be sent to the following address: Pace Engineers, Inc. Attn: Ken Nilsen, P.E. 11255 Kirkland Way, Suite 300 Kirkland, WA 98033 XV. Conflict of Interest. The Consultant represents to the City that it has no conflict of interest in performing any of the services set forth in Exhibit "A." In the event that the Consultant is asked to perform services for a project with which it may have a conflict, Consultant will immediately disclose such conflict to the City. XVI. Confidentiality. All information regarding the City obtained by the Consultant in performance of this Agreement shall be considered confidential. Breach of confidentiality by the Consultant shall be grounds for immediate termination, unless withholding such information would violate the law or create the risk of significant harm to the public. 5 of 8 ITEM OB-1 XVII. Non-appropriation of funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City will so notify the Consultant in a timely manner, and shall not be obligated to make payments for services or amounts incurred after the end of the current fiscal period. The Consultant shall be entitled to payment for all services rendered as part of the authorized scope of work, prior to the date of insufficient fund notification This Agreement will terminate upon the completion of all remaining services for which funds are allocated. No penalty or expense shall accrue to the City in the event that the terms of the provision are effectuated. XVIII. 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. XIX. Resolution of Disputes; Venue; Attorneys' Fees; 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. Any appeal from the decision of the City Manager shall be to King County superior court. 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. XX. Entire Agreement. This Agreement contains the entire agreement between the parties, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind either of the parties. Either party may request changes to the Agreement. Changes which are mutually agreed upon shall be incorporated by written amendments to this Agreement. XXI. Severability. Any provision or part of this Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken and all remaining provisions shall continue to be valid and binding upon the City and the Consultant, who agree that the Agreement shall be reformed to replace such stricken provision or part with a valid and enforceable provision that comes as close as reasonably possible to expressing the intent of the stricken provision. IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year above written. PACE ENGINEERS, INC. CITY OF MEDINA By By Approved As To Form: Attorney for City of Medina 6 of 8 ITEM OB-1 EXHIBIT A This confirms the agreement between the City of Medina and PACE Engineers, Inc for Construction Mitigation Planning services. A. The services provided by PACE Engineers will consist of the following, which will be authorized via written task orders or by email, fax or a permit review request: 1. On-call Construction Mitigation Planning services supporting permitting review for the Development Services Department as well as other City departments. The following is a list of the permitting services that may be provided under this Agreement: Provide review and evaluation of construction mitigation plans for compliance with applicable City ordinances and development plan procedures. Process construction mitigation plan applications and prepare notices, reports and associated documents. Attend and make presentations at public hearings. Conduct site visits and inspections as required ensuring compliance with City ordinances and conditions of permit approval. Attend meetings as requested by the City. Provide ongoing support to the City as requested. 2. As such time and in such form as the City may require, furnish such periodic reports concerning the status of the project, such statements, certificates, approvals, and copies of proposed and executed plans and claims, and other information relative to the project as may be requested by the City. B. The Consultant shall report to and work under the general supervision of the Director of Development Services, or a person designated by the City Manager. C. The Consultant shall neither subcontract any of the work, nor assign any rights acquired hereunder, without obtaining prior written approval from the City. D. The City shall have access to all books, documents, papers and records of Consultant that are pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts. E. All work products produced by Consultant under this Agreement, such as reports, plans, specifications, data maps and documents, shall be the property of the City. Consultant will not be held liable for the re-use or modification of work products by the City for any other project without the express written permission of the consultant. 7 of 8 ITEM OB-1 F. Payment: 1. The City agrees to pay the Consultant on a time and materials basis for services performed in accordance with the attached 2012 rate sheet. 2. Arnie Broadsword will be billed out at a Sr Engineer Classification which has a bill rate of$115/Hr. 3.All other direct costs and sub-consultants may be charged at cost plus ten (10) percent. Other direct costs may include, but are not limited to: Out-sourced reproductions (printing, copying, mounting, etc.) Other out-sourced services pertinent to providing professional services 4. As an alternative to a time and materials compensation, the City agrees to pay the Consultant an agreed to fixed rate for certain permit reviews. The scope of services and fee for these services will be mutually agreed upon between the City and the Consultant, and will require a written supplement to this agreement. 8 of 8 ITEM OB-1 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF MEDINA AND ROTH HILL,LLC. THIS AGREEMENT is made this day of 2012, between the City of Medina, (hereinafter the "City") and Roth Hill, LLC, (hereinafter"Consultant"). WHEREAS, Consultant is in the business of providing certain professional services specified herein, and WHEREAS, the City desires to contract with Consultant for the provision of such services and Consultant agrees to contract with the City for same; and NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is agreed between the parties as follows: TERMS I.Description of Services. Consultant shall perform services as described in Exhibit A, Scope of Services," which is attached hereto and incorporated herein by this reference. In performing such services, the Consultant shall comply with all federal, state, and local laws and regulations applicable to the performance of such services. The Consultant shall perform services diligently and completely and in accordance with professional standard of conduct and performance for such services. Consultant shall not perform any additional services without the express permission of the City. II. Payment. A. The City shall pay Consultant for time and materials as set forth in Exhibit A for the services described in this Agreement. B. Consultant shall submit payment invoice to the City after such services have been performed, and the City shall make payment within thirty(30) days after the submittal of the approved invoice. Such invoice shall detail the services, and a description of the tasks performed. The Consultant shall complete and return to the City Exhibit `B," Taxpayer Identification Number, prior to or along with the first invoice submittal. C. If the City objects to all or any portion of any invoice, it shall so notify Consultant of the same within ten (10) days from the date of receipt and shall pay that portion of the invoice not in dispute. The parties shall immediately make every effort to settle the disputed portion. III. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. The Consultant will solely be responsible for its acts and for the acts of its agents, employees, sub- 1 of 10 ITEM OB-1 consultants, or representatives during the performance of this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. IV. Duration. This Agreement shall be effective for a period commencing from the date of signature and ending on February 28, 2013, unless sooner terminated under the provisions of paragraph V below. This Agreement may be extended in three (3) month increments by mutual written agreement ofboth parties until a new agreement is executed between the parties. V. Termination. A. Termination without cause. The City and the Consultant shall have the option to terminate this Agreement at any time without cause. Termination without cause shall be effective after thirty(30)days upon delivery of written notice to the other party. B. Termination for Cause. If Consultant refuses or fails to complete the tasks described in Exhibit A, or to complete such services in a manner satisfactory to the City, then the City may, by written notice to Consultant, give notice of its intention to terminate this Agreement. After such notice, Consultant shall have ten (10) days to cure, to the satisfaction of the City or its representative. If Consultant fails to cure to the satisfaction of the City, the City shall send Consultant a written termination letter which shall be effective upon deposit in the United States mail to Consultant's address as stated below. C. Rights upon Termination. In the event of termination, the City shall only be responsible to pay for all services satisfactorily performed by Consultant to the effective date of termination, as described in the final invoice to the City. The City Manager shall make the final determination about what services have been satisfactorily performed which decision shall be final,binding and conclusive. D. This provision shall not prevent the City or the Consultant from seeking any legal remedies it may otherwise have for the violation or nonperformance of any provisions of this Agreement. VI. Discrimination Prohibited. The Consultant shall not discriminate against any employee, applicant for employment, or any person seeking the services of the Consultant under this Agreement, on the basis of race, color, religion, creed, sex, age, national origin, marital status,or presence of any sensory,mental, or physical handicap. VII. Indemnification. Consultant hereby releases, covenants not to bring suit and agrees to indemnify, defend and hold harmless the City, its officers, officials, employees, agents and representatives from any and all claims, costs, judgments, losses or suits including attorneys' fees, awards or liabilities to any person, including claims by Consultant's own employees to which Consultant might otherwise be immune under Title 51 RCW, arising out of or in connection with the Consultant's negligent performance of this Agreement, except for injuries and damages caused by the negligence of the City. In the event of liability for any reason described above which is caused by or results from the concurrent negligence of the Consultant and its employees, agents and representatives) and the City (and its officers, officials, employees, agents or representatives), each party's liability shall 2 of 10 ITEM OB-1 only be to the extent of its negligence. Such indemnification obligations shall extend to claims which are not reduced to a suit and any claims which may be compromised prior to the culmination ofany litigation or the institution of any litigation. The City's inspection or acceptance of any of Consultant's services when completed shall not be grounds to avoid any of these covenants of indemnification. It is further specifically and expressly understood that the indemnification provided herein constitutes Consultant's waiver of immunity under Title 51 RCW, solely for the purposes of indemnification. This waiver has been mutually negotiated by the parties. VIII. Insurance. A. The Consultant 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 services hereunder by the Consultant, its agents, representatives, or employees. Minimum Scope of Insurance Consultant shall obtain insurance ofthe 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. If necessary, the policy shall be endorsed to provide contractual 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 and advertising injury. The City shall be named as an additional insured under the Contractor's Commercial General Liability insurance policy with respect to the services performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. Minimum Amounts ofInsurance Consultant 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. 3 of 10 ITEM OB-1 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability,Professional Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall not be cancelled by either party except after thirty 30)days prior written notice has been given to the City Verification of Coverage Consultant 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 Consultant before commencement of the services. IX. 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 Consultant. X. Assignment and Subcontract. The Consultant shall not assign or subcontract any portion of the services contemplated by this Agreement without the prior written consent of the City. XI. Ownership and Use of Documents. Any records, files, documents, drawings, specifications, data or information, regardless of form or format, and all other materials produced by the Consultant in connection with the services provided to the City, shall be the property oftheCitywhethertheprojectforwhichtheywerecreatedisexecutedornot. In the event this agreement is terminated prior to completion, yet the City proceeds with the construction of a facility designed by the Consultant, the City agrees to hold the Consultant harmless from any and all claims and damages arising out of the project following such termination except for claims and damages arising out of or resulting from the negligent acts, errors or omissions of the Consultant in performance ofthis Agreement. XII. Record Keeping and Reporting. A. The Consultant shall maintain accounts and records, including personnel, property, financial, and programmatic records, which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed pursuant to this Agreement. The Consultant shall also maintain such other records as may be deemed necessary by the City to 4 of 10 ITEM OB-1 ensure proper accounting of all funds contributed by the City to the performance of this Agreement. B. The foregoing records shall be maintained for a period of seven years after termination of this Agreement unless permission to destroy them is granted by the Office of the Archivist in accordance with RCW Chapter 40.14 and by the City. XIII. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review, or audit by the City during the performance ofthis Agreement. XIV. 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. Notices to the City shall be sent to the following address: The City ofMedina 501 Evergreen Point Road Medina, WA 98039 Attn: Development Services Notices to the Consultant shall be sent to the following address: Roth Hill, LLC. Attn: Gregory Hill,P.E. 11130 N.E. 33rd Place, Suite 200 Bellevue, WA 98004 XV. Conflict of Interest. The Consultant represents to the City that it has no conflict of interest in performing any of the services set forth in Exhibit "A." In the event that the Consultant is asked to perform services for a project with which it may have a conflict, Consultant will immediately disclose such conflict to the City. XVI. Confidentiality. All information regarding the City obtained by the Consultant in performance of this Agreement shall be considered confidential. Breach of confidentiality by the Consultant shall be grounds for immediate termination, unless withholding such information would violate the law or create the risk of significant harm to the public. XVII. Non-appropriation of funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City will so notify the Consultant in a timely manner, and shall not be obligated to make payments for services or amounts incurred after the end of the current fiscal period. The Consultant shall be entitled to payment for all services rendered as part of the authorized scope of work, prior to the date of insufficient fund notification This Agreement will terminate upon the completion of all remaining services 5 of 10 ITEM OB-1 for which funds are allocated. No penalty or expense shall accrue to the City in the event that the terms of the provision are effectuated. XVIII. 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. XIX. Resolution of Disputes; Venue; Attorneys' Fees; 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. Any appeal from the decision of the City Manager shall be to King County superior court. 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. XX. Entire Agreement. This Agreement contains the entire agreement between the parties, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind either of the parties. Either party may request changes to the Agreement. Changes which are mutually agreed upon shall be incorporated by written amendments to this Agreement. XXI. Severability. Any provision or part of this Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken and all remaining provisions shall continue to be valid and binding upon the City and the Consultant, who agree that the Agreement shall be reformed to replace such stricken provision or part with a valid and enforceable provision that comes as close as reasonably possible to expressing the intent ofthe stricken provision. IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year above written. ROTH HILL, LLC. CITY OF MEDINA BY As.By Donna Hanson, City Manager Approved As To Form: Attorney for City of Medina 6 of 10 ITEM OB-1 EXHIBIT A This confirms the agreement between the City of Medina and Roth Hill, LLC, for Construction engineering services. A. The services provided by Roth Hill, LLC will consist of the following, which will be authorized via written task orders or by email, fax or a permit review request: 1. On-call Engineering and Surveying services supporting permitting review for the Development Services Department as well as other City departments. The following is alistofthepermittingservicesthatmaybeprovidedunderthisAgreement: Provide review and evaluation of permit applications for compliance with applicable City ordinances and development requirements on the following: o Grading,drainage, and TESC compliance; o Review lot line adjustments, short plats, formal plats; o Work in public right-of-way and private lanes; o Neighborhood impacts; Conduct site visits and -inspections as required to ensure compliance with applicable City ordinances and conditions ofpermit approval; Attend meetings upon the direction of the Director; Be available during regular business hours to answer questions; Support code enforcement efforts upon the direction of the Director; Provide assistance with other engineering/surveying related tasks as budget allows and as directed by the Director or the Public Works Director in support of the City'sCapitalImprovementProgram. 2. As such time and in such form as the City may require, furnish such periodic reports concerning the status of the project, such statements, certificates, approvals, and copies of proposed and executed plans and claims, and other information relative to the project as may be requested by the City. IB. The Consultant shall report to and work under the general supervision of the Director of Development Services, or a person designated by the City Manager. C. The Consultant shall neither subcontract any of the services, nor assign any rights acquired hereunder, without obtaining prior written approval from the City. D. The City shall have access to all books, documents, papers and records of Consultant that are pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts. E. All work products produced by Consultant under this Agreement, such as reports, plans, specifications, data maps and documents, shall be the property of the City. Consultant will not be held liable for the re-use or modification of work products by the City for any other project without the express written permission of the consultant. 7 of 10 ITEM OB-1 F. Payment: I. The City agrees to pay the Consultant on a time and materials basis for services performed in accordance with the following staff positions and hourly billing rates set forth in attachment. 2. All other direct costs and sub-consultants may be charged at cost plus ten (10) percent. Other direct costs may include,but are not limited to: Out-sourced reproductions (printing, copying,mounting, etc.) Other out-sourced services pertinent to providing professional services 3. As an alternative to a time and materials compensation, the City agrees to pay the Consultant an agreed to fixed rate for certain permit reviews. The scope of services and fee for these services will be mutually agreed upon between the City and the Consultant, and will require a written supplement to this agreement. 8 of 10 ITEM OB-1 EXHIBIT A ATTACHMENT RATE SHEET The following billing rates are to be effective for all services specifically authorized by this Agreement for the duration period as described in Section IV.) Roth Hill,LLC 11130 NE 33rd Place,Suite 200 Bellevue,WA 98004 Last Name First Name Labor Category Billing Rate Bristol-Home Haidee Administrative 70.68 Miyatake Laurie Administrative 70.62 Fujitani Carl Administrative 68.85 Macalinao Veronica Administrative 34.50 Verrall Lysette Administrative 33.00 Hill John Administrative 30.00 Geiss Robert Administrative Lead 135.93 Denney Rebecca Administrative Lead 60.00 Van Wechel Terrance CAD 94.05 Bout Rita CAD 84.00 Block JR. John Civil Specialist 133.26 Gibson Jay Civil Specialist 119.43 Ruiz Christopher Civil Specialist 94.47 Mirochnik Izabella Civil Specialist 94.05 Haines Kenneth Construction Representative 87.75 Hit Gregory Director/Principal 194.00 Fulton Laurie Director/Principal 163.56 Dang Quyen EIT/SrDesigner 98.79 Morrison Blake EIT/SrDesigner 66.00 Slifer Scott Engineer III 141.06 Stevens Lance Engineer II 106.68 Tobin Timothy Engineer II 104.28 Wolf Brian Engineer I 93.60 Weller Paul Engineer I 83.43 Cobley Pamela-Rae Planner 99.45 Holladay William Project Manager 148.41 Waligorski Erik Project Manager 144.27 Schmidt Christopher Project Manager 143.28 Brodahl Erik Project Manager 138.45 Lemasa Michael Project Surveyor 123.75 Brave DuWayne Surveyor II 88.50 O'Hare Seth Senior Surveyor 84.00 Zimmerman Ryan Surveyor I 75.00 Ruffner Derek Surveyor I 60.00 Reimburseable Expenses Travel Vehicle Mileage IRS Standard Rate currently$0.555) Airfare Actual costwithout markup Miscellaneous Travel-Parking,Tolls,Taxi Fares,etc. Actual cost without markup Sub-Consultants Actual cost plus 10%markup Prints Black&White Prints(up to 11x17) 1.25 per sheet Color Prints(upto 11x17) 1.50 persheet Large Format Prints 57.50 persheet CD Production 2.00 per CD Computer Station 10.00 perhour Map/Drawing Scanning 5.00 per sheet Field Equipment Flo-Tote(flow monitoring) 30.00 per day Turbidimeter(water quality monitoring) 5.00 per day Survey-Digital Level 5.00 perhour Total Station 10.00 perhour RoboticTotal Station 15.00 perhour GPS/RTK 20.00 per hour No charges are billed for the following items: 1. Long distance phone cats 2. Faxservices 3. Postage 4. Photocopy paper or stationary for in-house production S. In-house Photocopy-no"per copy"charge,but related labor is billed 9 of 10 ITEM OB-1 EXHIBIT B TAX IDENTIFICATION To be supplied by the City) Roth Hill, LLC 11130 NE 33rd Place,Suite 200 Bellevue, WA 98004 Federal Tax ID#: 91-2149132 10 OF 10 ITEM OB-1 AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF MEDINA AND AMEC THIS AGREEMENT is made this day of 2012, between the City of Medina, (hereinafter the "City") and AMEC Environment & Infrastructure, Inc., hereinafter"Consultant"). WHEREAS, Consultant is in the business of providing certain professional services specified herein, and WHEREAS, the City desires to contract with Consultant for the provision of such services and Consultant agrees to contract with the City for same; and NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is agreed between the parties as follows: TERMS I.Description of Work. Consultant shall perform work as described in Exhibit A, "Scope of Work," which is attached hereto and incorporated herein by this reference. In performing such services, the Consultant shall comply with all federal, state, and local laws and regulations applicable to the performance of such services. The Consultant shall perform services diligently and completely and in accordance with professional standard of conduct and performance for such services. Consultant shall not perform any additional services without the express permission of the City. IL Payment. A. The City shall pay Consultant for time and materials as set forth in Exhibit A for the services described in this Agreement. B. Consultant shall submit payment invoice to the City after such services have been performed, and the City shall make payment within thirty(30)days after the submittal of the approved invoice. Such invoice shall detail the work,and a description of the tasks performed. The Consultant shall complete and return to the City Exhibit "B," Taxpayer Identification Number, prior to or along with the first invoice submittal. C. Ifthe City objects to all or any portion of any invoice, it shall so notify Consultant of the same within ten (10) days from the date of receipt and shall pay that portion of the invoice not in dispute. The parties shall immediately make every effort to settle the disputed portion. III. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. The 1 of8 ITEM OB-1 Consultant will solely be responsible for its acts and for the acts of its agents, employees, sub- consultants, or representatives during the performance of this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. IV. Duration of Work. This Agreement shall be effective for a period commencing from the date of signature and ending on February 1, 2015, unless sooner terminated under the provisions of paragraph V below. This Agreement may be extended in three (3) month increments by mutual written agreement of both parties until a new agreement is executed between the parties. V. Termination. A. Termination without cause. The City and the Consultant shall have the option to terminate this Agreement at any time without cause. Termination without cause shall be effective after thirty(30)days upon delivery of written notice to the other party. B. Termination for Cause. If Consultant refuses or fails to complete the tasks described in Exhibit A, or to complete such work in a manner satisfactory to the City, then the City may, by written notice to Consultant, give notice of its intention to terminate this Agreement. After such notice, Consultant shall have ten (10) days to cure, to the satisfaction of the City or its representative. If Consultant fails to cure to the satisfaction of the City, the City shall send Consultant a written termination letter which shall be effective upon deposit in the United States mail to Consultant's address as stated below. C. Rights upon Termination. In the event of termination, the City shall only be responsible to pay for all services satisfactorily performed by Consultant to the effective date of termination, as described in the final invoice to the City. The City Manager shall make the final determination about what services have been satisfactorily performed which decision shall be final,binding and conclusive. D. This provision shall not prevent the City or the Consultant from seeking any legal remedies it may otherwise have for the violation or nonperformance of anyprovisions ofthis Agreement. VI. Discrimination Prohibited. The Consultant shall not discriminate against any employee, applicant for employment, or any person seeking the services of the Consultant under this Agreement, on the basis of race, color, religion, creed, sex, age, national origin, marital status, or presence ofany sensory,mental,or physical handicap. VII. Indemnification. Consultant hereby releases, covenants not to bring suit and agrees to indemnify, defend and hold harmless the City, its officers, officials, employees, agents and representatives from any and all claims, costs, judgments, losses or suits including attorneys' fees, awards or liabilities to any person, including claims by Consultant's own employees to which Consultant might otherwise be immune under Title 51 RCW, arising out of or in connection with the Consultant's negligent performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. In the event of liability for any reason described above which is caused by or results from the concurrent negligence of the Consultant (and his employees, agents and representatives)and the 2 of 8 ITEM OB-1 City (and its officers, officials, employees, agents or representatives), each party's liability shall only be to the extent of its negligence. Such indemnification obligations shall extend to claims which are not reduced to a suit and any claims which may be compromised prior to the culmination ofany litigation or the institution of any litigation. The City's inspection or acceptance of any of Consultant's work when completed shall not be grounds to avoid any of these covenants of indemnification. It is further specifically and expressly understood that the indemnification provided herein constitutes Consultant's waiver of immunity under Title 51 RCW, solely for the purposes of indemnification. This waiver has been mutually negotiated by the parties. VIII. Insurance. A. The Consultant 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 Consultant, its agents, representatives, or employees. Minimum Scope of Insurance Consultant shall obtain insurance ofthe 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. If necessary, the policy shall be endorsed to provide contractual 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 and advertising injury. The City shall be named as an additional insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. Minimum Amounts of Insurance Consultant 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. 3 of 8 ITEM OB-1 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and$1,000,000 policy aggregate limit. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability,Professional Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall not be cancelled by either party except after thirty 30)days prior written notice has been given to the City Verification of Coverage Consultant 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 Consultant before commencement of the work. IX. 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 Consultant. X. Assignment and Subcontract. The Consultant shall not assign or subcontract any portion of the services contemplated by this Agreement without the prior written consent of the City. XL Ownership and Use of Documents. Any records, files, documents, drawings, specifications,data or information, regardless of form or format, and all other materials produced by the Consultant in connection with the services provided to the City, shall be the property of the City whether the project for which they were created is executed or not. In the event this agreement is terminated prior to completion, yet the City proceeds with the construction of a facility designed by the Consultant,the City agrees to hold the Consultant harmless from any and all claims and damages arising out of the project following such termination except for claims and damages arising out of or resulting from the negligent acts, errors or omissions of the Consultant in performance of this Agreement. XII. Record Keeping and Reporting. A. The Consultant shall maintain accounts and records, including personnel, property, financial, and programmatic records, which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed pursuant to this Agreement. The 4 of 8 ITEM OB-1 Consultant shall also maintain such other records as may be deemed necessary by the City to ensure proper accounting of all funds contributed by the City to the performance of this Agreement. B. The foregoing records shall be maintained for a period of seven years after termination of this Agreement unless permission to destroy them is granted by the Office of the Archivist in accordance with RCW Chapter 40.14 and by the City. XIII. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review, or audit by the City during the performance of this Agreement. XIV. 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. Notices to the City shall be sent to the following address: The City of Medina 501 Evergreen Point Road Medina, WA 98039 Attn: Development Services Notices to the Consultant shall be sent to the following address: AMEC Environment&Infrastructure,Inc. Attn:Stephen Siebert,P.E Associate Geotechnical Engineer 11810 North Creek Parkway North Bothell, WA 98011 XV. Conflict of Interest. The Consultant represents to the City that it has no conflict of interest in performing any of the services set forth in Exhibit "A." In the event that the Consultant is asked to perform services for a project with which it may have a conflict, Consultant will immediately disclose such conflict to the City. XVI. Confidentiality. All information regarding the City obtained by the Consultant in performance of this Agreement shall be considered confidential. Breach of confidentiality by the Consultant shall be grounds for immediate termination, unless withholding such information would violate the law or create the risk of significant harm to the public. XVII. Non-appropriation of funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City will so notify the Consultant in a timely manner, and shall not be obligated to make payments for services or amounts incurred after the end of the current fiscal period. The Consultant shall be entitled to payment for all services rendered as part of the authorized scope of work, prior to the date of insufficient 5 of 8 ITEM OB-1 fund notification This Agreement will terminate upon the completion of all remaining services for which funds are allocated. No penalty or expense shall accrue to the City in the event that the terms of the provision are effectuated. XVIII. 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. XIX. Resolution of Disputes; Venue; Attorneys' Fees; 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. Any appeal from the decision of the City Manager shall be to King County superior court. 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. XX. Entire Agreement. This Agreement contains the entire agreement between the parties, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind either of the parties. Either party may request changes to the Agreement. Changes which are mutually agreed upon shall be incorporated by written amendments to this Agreement. XXI. Severability. Any provision or part of this Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken and all remaining provisions shall continue to be valid and binding upon the City and the Consultant, who agree that the Agreement shall be reformed to replace such stricken provision or part with a valid and enforceable provision that comes as close as reasonably possible to expressing the intent of the stricken provision. IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year above written. AMEC ENVIRONMENT& INFRASTRUCTURE,INC. CITY OF MEDINA By / By Approved As To Form: Attorney for City of Medina 6of8 ITEM OB-1 EXHIBIT A This confirms the agreement between the City of Medina and AMEC, Inc for geotechnical review services. A. The services provided by AMEC will consist of the following, which will be authorized via written task orders or by email,fax or a permit review request: 1. On-call geotechnical review services supporting permitting review for the Development Services Department as well as other City departments. The following is a list of the permitting services that may be provided under this Agreement: Provide peer review of geotechnical studies and reports for compliance with applicable provisions of the City's critical areas regulations; Attend meetings upon the direction of the Director; Be available during regular business hours to answer questions; Support code enforcement efforts upon the direction of the Director; Provide assistance with other geotechnical services as budget allows and as directed by the Director. 2. As such time and in such form as the City may require, furnish such periodic reports concerning the status of the project, such statements, certificates, approvals, and copies of proposed and executed plans and claims, and other information relative to the project as may be requested by the City. B. The Consultant shall report to and work under the general supervision of the Director of Development Services, or a person designated by the City Manager. C. The Consultant shall neither subcontract any of the work, nor assign any rights acquired hereunder,without obtaining prior written approval from the City. D. The City shall have access to all books, documents, papers and records of Consultant that are pertinent to this Agreement for the purpose of making audit, examination, excerpts and transcripts. E. All work products produced by Consultant under this Agreement, such as reports, plans, specifications, data maps and documents, shall be the property of the City. Consultant will not be held liable for the re-use or modification of work products by the City for any other project without the express written permission of the consultant. 7 of 8 ITEM OB-1 F. Payment: 1. The City agrees to pay the Consultant on a time and materials basis for services performed in accordance with the following: Classification Rate/Hour Classification Rate/Hour Professional Level 4 70.00 Professional Level 16 155.00 Professional Level 5 80.00 Professional Level 17 160.00 Professional Level 6 85.00 Professional Level 18 165.00 Professional Level 7 90.00 Professional Level 19 170.00 Professional Level 8 100.00 Professional Level 20 175.00 Professional Level 9 105.00 Professional Level 21 180.00 Professional Level 10 110.00 Professional Level 22 200.00 Professional Level 11 115.00 Professional Level 23 250.00 Professional Level 12 120.00 Professional Level 24 250.00 Professional Level 13 130.00 Professional Level 25 250.00 Professional Level 14 140.00 Professional Level 26 250.00 Professional Level 15 150.00 iassification Rate/Hour Overtime Classification Rate/Hour Overtime Technician Level 7 55.00 82.50 Technician Level 12 80.00 120.00 Technician Level 8 58.00 87.00 Technician Level 13 85.00 127.50 Technician Level 9 60.00 90.00 Technician Level 14 90.00 135.00 Technician Level 10 65.00 97.50 Technician Level 15 95.00 142.50 Technician Level 11 70.00 105.00 Technician Level 16 100.00 150.00 Classification Rate/Hour Overtime Classification Rate/Hour Overtime Administrative Level 4 45.00 67.50 Administrative Level 8 75.00 112.50 Administrative Level 5 60.00 90.00 Administrative Level 9 80.00 120.00 Administrative Level 6 65.00 97.50 Administrative Level 10 90.00 135.00 Administrative Level 7 68.00 102.00 2. All other direct costs and sub-consultants may be charged at cost plus ten (10) percent. Other direct costs may include, but are not limited to: Out-sourced reproductions(printing, copying, mounting, etc.) Other out-sourced services pertinent to providing professional services 4. As an alternative to a time and materials compensation, the City agrees to pay the Consultant an agreed to fixed rate for certain permit reviews. The scope of services and fee for these services will be mutually agreed upon between the City and the Consultant, and will require a written supplement to this agreement. 8 of 8 ITEM OB-2 1y of Mfp/hv MEDINA CITY COUNCIL 2012 AGENDA/ACTION CALENDAR e4 Meetings scheduledfor 6:30 pm,at City hall(unless noticed otherwise). JANUARY 9,City Council Special Meeting,5:30 pm Item Type Topic Presenter Council Action Executive Session RCW 42.30.140(4)(a)(b);RCW 42.30.110(1)(i) Disend Completed. JANUARY 9,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action Oath of Office Council Members Decker and Luis Baker Completed. Election Election of 2012-2013 Mayor Baker Luis elected Mayor. Election Election of 2012-2013 Deputy Mayor Mayor Phelps elected Deputy Mayor. Presentation Eastside Pathways(Bill Henningsgaard) Motion carried to support program. Other Business Draft 2012 Legislative Agenda Hanson Motion carried to approve agenda. Other Business 2012 Council Retreat and Meeting Schedule Hanson Discussion held. JANUARY 30,City Council Special Meeting/Study Session,6:00 pm Item Type Topic Presenter Council Action Discussion WCIA Liability Coverage Lew Leigh Completed Discussion City Council Guidelines,Ground Rules,RCW Overview Disend Completed FEBRUARY 13,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action Consent Agenda 2011 Financial Year End Report Adams Proposed Ordinance Update MMC 10.40.070 and 10.76.010 Consent Agenda (Failure to Appear) Thomas Approval of Professional Services Consultant Contract, Other Business Engineering Services Grumbach MARCH 12,City Council Regular Meeting,6:30 pm Item lype To.ic Presenter Council Action Presentation ARCH 2012 Work Plan and Interlocal Agreement ARCH Consent Agenda ARCH 2012 Work Plan and Interlocal Agreement Hanson Consent Agenda 84th Avenue NE Project Award Willis Other Business 2012 Regional/City Committee Assignments Councils MARCH 26,City Council Special Meeting/Retreat,Time TBD Item Type Topic Presenter Council Action Discussion 2012 Department Work Plans Dept Directors Discussion 2012 Strategic Goals Council Discussion Shoreline Master Program Update Grumbach APRIL 9,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action Consent Agenda Appointment of Planning Commission Position No.3(tent.) Mayor APRIL 23,City Council Special Meeting/Study Session,Time TBD Item Type Topic Presenter Council Action Discussion Shoreline Master Program Update Grumbach Discussion Tree Code Update Grumbach MAY 14,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action Other Business Six-Year CIP/TIP(2013-2018)Introduction Willis ITEM OB-2 s.,,kat Mf049 MEDINA CITY COUNCIL 2012 AGENDA/ACTION CALENDAR Meetings scheduledfor 6:30 pm,at City hall(unless noticedotherwise). JUNE 11,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action Public Hearing Six-Year OP/TIP(2013-2018)Willis Consent Agenda 2012 Draft Legislative Agenda Hanson JUNE 25,City Council Special Meeting/Study Session,Time TBD Ite To.is Presenter Cou 3,it Action JULY 9,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action Consent Agenda Adoption of Six-Year CIP/TIP and Resolution - Willis AUGUST 13,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action SEPTEMBER 10,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action OCTOBER 8,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action NOVEMBER 13(Tuesday),City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action DECEMBER 10,City Council Regular Meeting,6:30 pm Item Type Topic Presenter Council Action