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HomeMy WebLinkAbout03-12-2012 - Agenda PacketMEDINA, WASHINGTON MEDINA CITY COUNCIL SPECIAL AND REGULAR MEETING AGENDA Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina MONDAY, MARCH 12, 2012 6:00 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 DAV I D L E E JANIE LEE SPECIAL MEETING: 6:00 PM EXECUTIVE SESSION ES-1: 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. ES-2: 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. REGULAR MEETING ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MEETING AGENDA PRESENTATION P-1: State Route 520 Update 6:30 PM Medina City Hall 501 Evergreen Point Road / PO Box 144 / Medina, WA 98039 425-233-6400 / www.medina-wa._gov 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 CONSENT AGENDA These items will be acted upon as a whole unless called upon by a council member. CA-1: Approval of February 13, 2012 City Council Regular Meeting Minutes CA-2: Approval of February, 2012 Check Register CA-3: Approval of ARCH 2O12 Administrative Budget and Work Program CA-4: Approval ARCH Housing Trust Fund: Proposed Funding Sources Resolution CA-5: Approval of 2012 Emergency Committee Work Plan CA-6: Approval of Regional Aerial Mapping Funding Agreement and GIS Consultant Agreement for Professional Services CA-7: Acceptance of Interlocal Agreement for Public Works Grant Funds between King County Flood Control Zone District and City of Medina CA-8: Receipt of Approved January 23, 2012 Park Board Meeting Minutes CA-9: Receipt of Approved January 24, 2012 Planning Commission Meeting Minutes OTHER BUSINESS OB-1: 84 Avenue Northeast Joint Project Bid Award 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, April 9, 2012; 6:30 pm IR SIGN UP FOR MEDINA &NOTICE . RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOXI Visit www.medina-wa.Eoy and click on E-Notice Program. Medina City Council March 12, 2012 Page 2 of 2 ITEM RA-4 CITY OF MEDINA Office of the City Manager Date March 7, 2012 To: Mayor and City Council From: Donna Hanson, City Manager Subject: City Manager Report 1. This will be a short report as I have only been back from vacation a short time. I am told it was very quiet, but I want to give credit to all of the staff who do an excellent job day in and day out. Having even one person gone from any department in a small organization like ours can have an impact. This group just keeps going and takes care of business. Thank you. 2. This week the Police Department server crashed, which put all of our city hall computer systems down for a short time. Fortunately we have changed our phone system and that did not go down. Datanode was able to restore internet and email services to the PD and CH in a little over an hour. Because we have already started our strategic planning for the entire IT system we had the new PD server on site and had 90% of the files and information transferred before the crash. Datanode was able to recover most of the files that had not already been transferred. Most of the systems are already up and running again and should be complete today. I want to thank John Kane for his work on the immediate problem, but even more for his work on the strategic plan. Without that advanced planning this could have been much more serious. 3. 1 attended the City Managers meeting this morning where we received a Legislative Update from the Association of Washington Cities staff. Until last Friday there was optimism about the state's budget from AWC, but recent developments in Olympia may not bode well for most cities. We could see some impacts depending on the outcome, but won't know for sure until a final budget is passed. 4. We have recently received questions from Council about our public outreach. Staff is preparing a brief presentation/demonstration for the March 12th Council meeting about how our website, postcards, and Govdelivery work. We also have a report that provides an excellent summary and compares the number of subscribers, subscriptions, and messages sent from 2010 to 2011. 5. As you will see on your agenda, WSDOT will be attending the March 12th meeting to make their presentation related to details on SR 520 floating bridge landing and the Eastside construction project. ITEM RA-4 CITY OF MEDINA 501 EVERGREEN POINT ROAD I PO BOX 144 1 MEDINA WA 98039-0144 TELEPHONE 425-233-6400 I www.medina-wa.gov March 7, 2012 To: Mayor and City Council Via: Donna Hanson, City Manager From: Rachel Baker, Central Services Subject: Central Services Department Monthly Report MARCH & APRIL PUBLIC MEETINGS AND EVENTS Event Date Time Location Medina City Council Executive Session Mar 12 6:00 pm Medina City Hall Medina City Council Regular Meeting Mar 12 6:30 pm Medina City Hall Shoreline Master Program Open House Mar 14 5 — 7:30 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 Emergency Committee Meeting Mar 21 7:00 pm Medina City Hall Medina City Council Study Session/Retreat Mar 26 6:30 pm Medina City Hall Medina Planning Commission Meeting Mar 27 6:00 pm Medina City Hall Shoreline Master Program Public Hearing Mar 27 6:00 pm Medina City Hall Easter Egg Hunt Apr 7 10:00 am Medina Park Arbor Day Planting Apr 7 Following egg hunt Medina Park Medina City Council Regular Meeting Apr 9 6:30 pm Medina City Hall Medina Park Board Meeting Apr 16 6:00 pm Medina City Hall Medina Hearing Examiner (tent. date/time) Apr 18 5:30 pm Medina City Hall Medina City Council Study Session Apr 23 6:30 pm Medina City Hall Medina Planning Commission Meeting Apr 24 6:00 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 be found on the City's website. COMMUNICATION TO OUR COMMUNITY E-Notice Program: During the month of February, the City issued 33 bulletins amounting to a total of 7,338 bulletins delivered to subscribers. Attached is a report illustrating 2011 Govdelivery performance. Figures reported are skewed from numbers described in January because, according to Govdelivery, the City was transferred from an old to a new platform during mid-2011 and translation of the data during migration was affected. Representatives confirmed the numbers in the attached report are accurate. ITEM RA-4 Craig Fischer and I attended a Govdelivery Washington Users Group session this week to learn from other agencies how Govdelivery is working for them. Later this month we will meet with our account representative to discuss ways to enhance our outreach efforts. E-notices now allow recipients to share bulletins with their social circles via email and a flurry of social media options. Enabling the "Share This" function on our bulletins expands our network and is a step in the social media realm to further engage others with our communication efforts without statutory records management requirements or the expense of additional resources. A positive sign we are delivering newsworthy information and reaching our community, last week we discovered an 84 Avenue Northeast corridor improvement project bulletin was picked up and posted to KOMO's website with active links back to our City's online records repository pointed to the project file's public records (http://medina.komonews.com/news/business/723828-city-moves- forward-84th-avenue-project-low-bid-could-save-city-money). Postcards: In February, council's "March, 2012" postcard was mailed to the community, posted on the City's website and communicated via Govdelivery. Earlier postcards were printed in black ink on a neon green paper, but due to the urgency to communicate the proposed 84 Avenue Northeast corridor project the mailing was printed in color on a glossy paper in an effort to set it apart and get noticed. The cost difference was negligible and we hope it was successful. This and past editions can be viewed in Filepro. The April edition will be developed the week following council's March regular meeting. Please inform department staff if you would like to request news items for inclusion. A postcard informing residents of the upcoming Shoreline Master Program open house and public hearing was also mailed out in February, and posted in the same fashion as council postcards. Each month the printing/mailing vendor purchases its mailing list from the USPS due to use restrictions and the fact the mailing list changes each month. Residences with mailboxes, businesses and PO boxes in 98039 receive the mailing unless owners have opted out of bulk mail. According to our vendor, the number of pieces mailed range between 1550 and 1600 each month. In March, 1564 council postcards were mailed. Medina Municipal Code The online version of the MMC is current through Ordinance 884 which was passed February 13. The revamped online code is updated on demand as ordinances are adopted and is more current than in the past. Printed supplements are generally offered only once per year. If you prefer a printed code in lieu of the online code or require updates, please let central services staff know and we can assist you. ITEM RA-4 VOLUNTEER SERVICE OPPORTUNITIES Current Planning Commission Vacancy The City is still 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 March 7, only one application has been received for this position. According to Resolution 332, the appointment can be made after council selects a personnel committee, holds interviews and circulates its recommendation to the full council at least ten days prior to the meeting at which council will be asked to confirm the appointment. Committee selections are currently planned for the retreat scheduled on March 26. Upcoming 2012 Board and Commission Vacancies The following two positions have terms expiring June 30, 2012. Incumbents have been notified and were encouraged to reapply. Public notice was issued and zero applications have been received for these positions as of March 7. 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 As of March 7, 31 public records requests have been received by central services during 2012. Of these, one remains open and the City is responding by providing installments. Four 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 month of February, 29 passport applications were processed at City Hall. A total of 65 have been processed during 2012. go SIGN UP FOR MEDINA E-NOTICES. RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOX! Visit www.medina-wa.,qoy and click on E-Notice Program. TOTAL SUBSCRIBERS 1500 1000 500 apoto City of Medina Maximize direct connections with the public through digital communications efftdkVne" - nwh more P*00* DronWkWly Increan the twonbw of pea& you raKh dimfly. 1Effk1*#*v - autonwe annptex canwwr**W= SL%anghw =mmw*AP0m ems &rxK,%K sod* amWa am ot#w chww* ****ink" =WPOMS �VA" 10 10K 5K TOTAL SUBSCRIPTIONS WAMEDINA 3,832 10,865 TOTAL MESSAGES SENT WAMEDINA 65,741 60K - 40K 20K y 16,230 0 OK OK Subscribers - 2010 ' Subscribers - 2011 Subscriptions - 2010 Subscriptions - 2011 Messages - 2010 Messages - 2011 KEY METRICS -ANNUAL WAMEDINA Subscribers - 2011 1,439 Avg Subscriptions per Subscriber 8 Total Topics 49 ENGAGEMENT SUMMARY - Q42011 ............. ------- --- WAMEDINA Engagement Rate (90 Days) 48.61% Engaged 471 Delivered 969 0 100 200 300 400 500 600 700 800 900 1000 GOVDELIVERY NETWORK ANNUAL GOVDELIVERY NETWORK -TOP 5 PARTNERS - Q4 2011 WAMEDINA Account Code Partner Name Subscribers Network 950 WAMEDINA WSDOT 78 Direct 188 Snohomish County 8 POPULAR TOPICS - TOP 5 - ANNUAL Account Code Topic Name WAMEDINA City Newsletter City Events City Events and Information Council Communications Postcard SR-520 Project - Road Closures Subscribers --------------- 537 529 501 493 415 2011 was an amazing year for your organization in reaching the public with more specific content and information. GovDelivery is proud to partner with you in engaging citizens on avast array of topics. Below you will find a breakdown of definitions related to the Annual Performance Snapshot for 2011. Total Subscribers: Total number of subscribers, with unique email addresses, comparing 2010 & 2011. Total Subscriptions: Total number of subscriptions (topics) subscribers have signed up for, across all topics, comparing 2010 & 2011. Total Messages Sent: Total number of individual messages sent, across all topics, comparing 2010 & 2011. Key Metrics — Annual has of 12/11): This section contains a list of key usage metrics for your account. Subscribers - 2011: The total number of people you are reaching that have signed up to receive your messages, associated with your account as of Dec 31, 2011. Subscriptions - 2011: The total number of topics subscribed to by your subscribers, associated with your account as of Dec 31, 2011. Avg Subscriptions per Subscriber: Highlights how many subscriptions, on average, each one of your subscribers have signed up for during 2011. Messages - 2011: The total number of individual messages sent through the GovDelivery platform, across all topics during 2011. Upgrades were made in 2011 and this value is the combination of messages sent prior to update and after update. Total Topics: Total number of topics offered to subscribers in GovDelivery platform as of Dec 31, 2011. Popular Topics: A table showing the Top 5 most popular topics ranked by subscriber count for your account. Table highlights the Topic Name and the total number of Subscribers for that topic as of Dec 31, 2011. Applicable for those Clients with GovDelivery's Message Analytics or GovDelivery's Network enabled. Please contact your Client Success Consultant today about utilizing the power of these GovDelivery capabilities. Engagement Summary - 4?4 2011: GovDelivery Engagement Rate is a snapshot of how well your communications are engaging consumers of your information. Engagement Rate (90 Days): Percent of subscribers who open or click a link in a trackable message, during Q4 of 2011. Engaged: Total number of people who opened or clicked trackable message during Q4 of 2011. Delivered: Total number of who received a trackable message during Q4 of 2011. GovDelivery Network: Available only to GovDelivery clients, the unique GovDelivery Network provides a snapshot of subscriber and partner data related to your use of the GovDelivery Network. Network (Annual): Total number of subscribers coming from GovDelivery Network Partner Agencies, cumulative over the course of 2011. Network % (Annual): Percent of subscribers coming from GovDelivery Network Partner Agencies, cumulative over the course of 2011. Direct (Annual): Total number of subscribers coming directly from your website sign up, cumulative over the course of 2011 (uploads excluded). Top 5 Partners - 94 2011: A table showing the Top 5 GovDelivery Network Partners you have currently networked with, as of Dec 31, 2011. The table highlights the Partner Name and Subscribers received via relationship. Learn more about GovDelivery. visit: govdelivery.com email: info@govdelivery.com call: U.S. (866) 276-5583 U.K. 0800 032 5769 gOVD41VERY E3reachthepublic.com ®facebook.com/govdelivery @govdelivery l' youtube.com/govdelivery a govloop.com get the word out. ITEM RA-4 CITY OF MEDINA Office of the City Manager March 12, 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 a public hearing for a construction mitigation plan. The proposal is to develop a vacant property by constructing a 2-story single family residence with attached 3-car garage. It includes excavating approximately 2,300 cubic yards of earth and installing 290 lineal feet of 12-inch storm water pipe within the NE 32nd Street public right-of-way. The project is located at 7620 N.E. 32nd Street. There was no public testimony offered at the hearing. After deliberating, the Planning Commission voted 4-0 to approve the application. Discussion continued on the shoreline master program. Steve Burnstead, Suzanne Cohen and Robert Rudolph provided comments. Based on the comments, the commissioners suggested a couple of changes to the draft SMP and Grumbach said he would take another look at the use table and definitions for additional clean up. There was also discussion about whether the provisions in the draft SMP relating to tree preservation and replacement mitigation should be revised in anticipation of possible changes to the tree code. Grumbach noted that direction from the council on the scope of any tree code amendments still needed to be determined. Finally, there was discussion on the open house scheduled for March 14 and whether documents would be mailed to every waterfront property owner. The majority of the commissioners agreed that the postcard notice and the use of the website and residents ability to request draft copies was sufficient. Hearing Examiner Decisions: There were a total of four public hearings held in February: • The hearing examiner held a public hearing on a consolidated substantial development permit (SDP 2011-05) and Level 2 construction mitigation plan (C-3117). The proposal is to construct a 7,650 square foot single family residence and associated improvements on property located at 3438 Evergreen Point Road. The site contains steep slopes. About 2,500 cubic yards of earth will be moved. Public testimony at the hearing was also provided. The application was approved subject to conditions. ITEM RA-4 • The hearing examiner held a public hearing on a substantial development permit (SDP 2011-08) to construct a 16,288 square foot single-family residence and associated improvements on property located at 8925 Groat Point. About 4,675 cubic yards of earth will be moved. The application was approved subject to conditions. • The hearing examiner held a public hearing for a consolidated technical noise variance (PL12-001) and a Level 2 construction mitigation plan (CMP12-002) associated with the replacement of the SR 520 floating bridge and new maintenance facility. The applicant is Robert Brenner, Kiewit/General/Manson (KGM). A decision is expected in early March. • The hearing examiner held a public hearing for a non -administrative variance for relief from the maximum R-20 zoning height standard for finished grade to allow for a below grade garage entrance (PL12-003). The property is located at 104 Overlake Drive East and the applicant is Leo Suver, Burnstead Construction Company. A decision is expected in early March. Note: The Department of Ecology approved the shoreline conditional use permits for the SR 520 floating bridge replacement and maintenance facility. Land Use Administrative Decisions: • Determination of Nonsignif icance (DNS) was i; (PL1 1 -001). The address is 7627 N.E. 10t" demolition of an existing single family residence, and construction of a new 2-story single family garage. Site improvements will involve earth r yards of cut and 190 cubic yards of fill. ►sued for the Hanson project Street. The proposal is to accessory building and shed, residence and attached 3-car iovement of about 345 cubic • A substantial development permit exemption was issued for a proposal to install a free standing boatlift. The location is amulti-family recreational tract (362504TRCT), located between 7777 Overtake Drive West and 7751 N.E. 6tn Street. Land Use Decisions Issued For 2012: Type of Decision 2012 YTD Variances/ Minor Deviations 0 SEPA 3 Conditional Uses/ Special Uses 2 Substantial Development Permit 4 Lot Line Adjustments 0 Short Subdivisions 0 Site Plan Reviews 0 Wireless Facilities 0 2 ITEM RA-4 Land Use Applications Received in January: Case Number Description of Permit Location PL12-012 Site Plan Review 8925 Groat Point Dr PL12-013 Temporary Use Permit WSDOT Original Park For T-Mobile site & Ride Location Building/ ROW Permit Applications Received — February 1, to February 29: Building Permits: 7 Grading/ Drainage 3 Demolition Permits: 3 Fence: 0 Mechanical: 2 Reroof: 0 Fire Sprinkler: 1 Right-of-way Permits 9 `s r Building Permits Issued in January 2012: See Attached. Other Items of Interest: 1. Abandoned Construction Site. The "hole" at 2626 78t" Avenue N.E. has been filled. This resolves a condition involving an abandoned construction site that has received extensive attention from both the neighbors and the City. The cloud of property ownership was cleared up and the property owner took steps to rectify the situation. The City helped facilitate the rectification by expediting the processing of a grading permit and by putting the property owner in touch with another construction project inside Medina where dirt was being excavated for export. 2. King County C_p Plan Amendments. King County has notified the City of its 2012 Comprehensive Plan Update. The notice came from the Transportation, Economy and Environment Committee for the King County Council. Additional information can be found at their website: http://www.kingcounty.gov/council and following the links to the Comprehensive Plan web pages. 3. Sprinkler Permits. As a result of the new fire services contract with the City of Bellevue Fire Department, the City is no longer processing or issuing fire sprinkler permits. Applicants needing a permit for fire sprinklers will apply and receive those directly from Bellevue Fire Department. Bellevue Fire will charge fees to applicants for their review services (previously these costs were paid by the City under the fire services contract). However, it's worth noting that the requirement for fire sprinklers will still be determined under City codes and not Bellevue codes. The City will continue to ensure fire review is completed prior to finalizing building permits. 3 ITEM RA-4 4. SR 520 Inventory Survey. Kiewit/ General/ Manson (KGM) has notified the City of a mailer they are sending to nearby property owners of an opportunity to have their property surveyed to document existing conditions in order to help determine if any changes occur during construction. A copy of the letter and the properties receiving this letter is attached to this report. 0 Permit Report January, 2012 2012 2011 Current Current 2012 2011 Month Month YTD YTD Difference Construction Value New Construction 61170,248 0 61170,248 0 $6,170,248 Permit Renewals 0 0 0 0 $0 Addition / Alteration 350,000 11020,000 350,000 120202000 ($6707000) Accessory Structure 0 50,000 0 509000 ($502000) Repair / Replace 0 0 0 0 $0 Fence/Wall 0 0 0 0 $0 Mechanical N/A N/A N/A N/A N/A Fire Sprinkler 61675 0 61675 0 $6,675 Wireless Comm Facility 0 0 $0 TOTAL VALUE 615262923 19070, 000 615262923 1,070,000 5,456, 923 Permits Issued New Construction 2 0 2 0 2 Permit Renewals 2 0 2 0 2 Addition / Alteration 1 2 1 2 (1) Accessory Structure 0 1 0 1 (1) Fence/Wall 0 0 0 0 0 Demolition 2 1 2 1 1 Grading/Drainage 2 1 2 1 1 Tree Mitigation 2 1 2 1 1 Mechanical 4 5 4 5 (1) Fire Sprinkler 1 0 1 0 1 Other - Moving 0 0 0 0 0 Reroof 0 0 0 0 0 Repair / Replace 0 0 0 0 0 Right -of -Way Use 7 5 7 5 2 Construction Mitigation 2 1 2 1 1 Wireless Comm Facility 0 0 0 0 0 TOTAL PERMITS 25 17 25 17 8 Inspections Building 38 41 38 41 (3) Construction Mitigation 10 5 10 5 5 Grading/Drainage 9 6 9 6 3 Tree Mitigation 13 1 13 1 12 Right -of -Way 5 3 5 3 2 TOTAL INSPECTIONS 75 56 75 56 19 o a in EVERGREEN POINT ,��-�����.����_��� � . } . � � �;�� u.{., .r�.� . f � . rx T , a .. S." KG�1A FLOATING BRIDGE AND LANDINGS PROJECT Kiewit/General/Manson, a Joint Venture O K, 0 Im U 0 March 7, 2012 Dear Resident, As you may know, the Washington State Department of Transportation (WSDOT) is moving forward with the first phase of construction for the I-5 to Medina: Bridge Replacement and HOV Project. In August 2011, WSDOT awarded Kiewit/ General/ Manson, A Joint Venture, (KGM), the design- build contract to complete the SR 520 Evergreen Point Floating Bridge & and Landings Project. I'm contacting you on behalf of KGM. Within the next few weeks, we will begin construction on Lake Washington and in Medina at the east side of Lake Washington. KGM will perform pre -condition surveys on structures near the project area prior to the start of construction and throughout the duration of the project. The surveys will document existing conditions and tell us if there are changes to conditions during construction. KGM pre -condition surveys will include photos, videos, and written documentation of existing conditions on your property. In addition, we will perform background vibration monitoring using sensors placed adjacent to structures. Monitoring vibration on your property before construction will identify vibration levels prior to construction and ensure safe levels of vibrations are experienced during construction. We will also monitor vibrations during construction at critical locations to assure levels remain below required values. This vibration monitoring is being done as a preventative measure. KGM does not anticipate construction vibration will cause any property damage. Our site investigations are optional. If you elect to have surveys performed on your property, KGM will contact you before we plan to access your property and to keep you informed of upcoming construction activities. Please complete the attached document allowing or declining KGM authority to enter your property for the purpose of surveying conditions and monitoring vibration. We ask that you reply within five business days. KGM will attempt to follow up after that period, however, if no contact is made by March 23, 2012, we will consider you (the home owner) non -responsive and access to property will be assumed to be declined. Please contact KGM with any questions and concerns you have, to coordinate dates and times if you wish to be present during surveys, or to specify acceptable locations for placement of the vibration monitoring equipment. Sincerely, Steve Peer, Public Information, Kiewit/ General/ Manson, a Joint Venture Hotline - 425-576-7098 Steve.Peer@Kiewit.com Cc: Robert Grumbach, AICP, City of Medina Director of Development Services John White, SR 520 Floating Bridge and Landings Project Director Endosure: Entry Confirmation Kiewit/General/Manson, A Joint Venture 13015 112th Ave NE — Suite 100, Bellevue, WA 98004 1 PH (425)-576-7100 1 Fax (425) 575-7159 f''..,y r c5 i$ f., �y ,. y: + �i > ,r f N t "' tz'' < x �� < �,. Q Y �� ��, nM .� k.w n�. -'� �.. _ s > tirM, �"� r':^` r f 4M �1 yr �:�^' ! x �, � � s � � �� EVERGREEN POINT �� �������� � ..�''_ �� :��, .. - _ _ � _. � � .r... ,���� . , .� ��.. � �. �T�� ..� � ,..�3r� s. �, . 5 0 FLOATING BRIDGE AND LANDINGS PROJECT Kiewit/General/hll�n�on, a Joint Venturi KG M a a O I DO DO NOT ❑ (property owner) give Kiewit/ General/ Manson, a Joint Venture permission to access my property at: (address of property) for the purpose of documenting vibration and the condition of said property prior to and during construction. How do you prefer to be contacted: email Phone Number Best Time(s) Mail Notes / Comments / Instructions Name Signature Date Kiewit/General/Manson, A Joint Venture 13015 112t" Ave NE — Suite 100, Bellevue, WA 98004 1 PH (425)-576-7100 1 Fax (425) 575-7159 , I ' Ir�l:�:'!:j il•i;lj�i,l �•yi:i,�� •C::, vii I`Fii•Iw..::ri;ll:3a;�{.l+u�; ra,:: L yn *ti s t I c -- \., •ter , I- : , �:1 �',.� ,..A. ..atr\.,.t•L.. ....:. ,u ..'\.... .t ...t-•L✓,y. t ;.�.;,t.•:;.'r.�....»"•;.�.: lip, •tt.Ilt:: •:t•.Vl +aye, .rJ., �r'.t':' •:.^L�. •i:.".•'•i•"..'i -. },R.4 .. ,n' ;_` �1".'Y: ���'i�1r�.::_�-:�>y: l� =•' _:i'�".F'Lt•'i-i:.�•-1."•<':vii.•:......... .. .. •.. .. ... .. ••.ir:.'•�•.'�:.... �,�+ru•�.", w•:::'sri.: N c aCL d Z Lai f w C" Y ) N Ln i OD at A � Q1 cn s to N � N N 00 C, ITEM RA-4 CITY OF MEDINA 501 EVERGREEN POINT ROAD I PO BOX 144 1 MEDINA WA 98039-0144 TELEPHONE 425-233-6400 1 www.medina-wa.gov March 2, 2012 To: Mayor and City Council Via: Donna Hanson, City Manager From: Joe Willis Sr., Director of Public Works Subject: February 2012 Report SR 520 Evergreen Lid 1/23/2012 The SR 520 Design -Build Contractor, Eastside Corridor Constructors (ECC), has completed the traffic detour for Evergreen Point Road and routed traffic over the new lid structure so the existing Evergreen Point Bridge can be demolished on March 9th and loth. The detour will be maintained by ECC and last approximately 8 months while the west portion of the new lid is built. ECC was asked to salvage the decorative concrete bridge ends (if they can be) and if possible incorporate them into the stair gateway area that will connect the freeway lid to Fairweather Park to serve as a commemorative of the original 1962 freeway construction. The contractor has agreed to do so if they can be salvaged without damage to them. ITEM RA-4 Evergreen Bridge Monuments Julie Meredith, Director SR 520 Program, responded to concerns expressed by Medina to the proposed SR 520 Sound Wall height issue in a letter dated February 29, 2012 (copy attached). According to Julie, wall heights shown in the Environmental Assessment and Finding of No Significant Impact will be incorporated into the final design for the project within the City of Medina. In addition, Julie agreed to include Medina in any discussions conducted with Hunts Point with regard to the trail connector between 80t" Ave NE and the Regional bicycle/pedestrian trail that was a requirement of the Hunts Point Shoreline Permit for the SR 520 stormwater treatment facility at the south end of Fairweather Bay. ITEM RA-4 Planned noise wall location and heights Wall 1-North and Wall 1-South Jums 2010 rit11V ! `R :.�Cl�f ! Height Haight Haight Haight Height t4elght Height 16'-16' 12'-14' 19' 11 ' -'14' a - ui s r, r -r-- U,cEllo —, craw .v Kwi n.s.w...L J%► ccr+cc-Tub Height Height Haight CLYDC_' WILL 11 DI MA 16. 41n, 14' -16' R&.ghis shotwn repnesenf hr-Vht of fhn wnil Adu al visible height may vary by 2 .iie Waterfront at Viewpoint Park Viewpoint Park lake front that experienced damage from winds was cleaned up by the Public Works crew and following evaluation of the trees remaining on the site by the City Arborist, two additional trees were removed to prevent future damage to the park and private properties on each side of the park. ITEM RA-4 The focus this month has been on tree and brush trimming, disposal of debris, and preparations for spring landscape maintenance. The crew trimmed brush along NE 12t" Street to clear the overhanging blackberry branches and tree limbs from the sidewalk. The new brush chipper allowed the work to proceed more efficiently by reducing the crew size to two and processing of the larger limbs without having to cut them up. The repair of the irrigation system at the Medina Beach Park that was damaged by the City Hall construction is nearing completion. The watering zones east of City Hall have been placed on a new battery operated time clock. Lateral lines and irrigation heads were repaired and their water service restored. The area north and east of City Hall has been restored by connecting the feeder lines to the new irrigation service. Remaining work is restoration of the watering zone for the grass area along the waterfront and the shrub bed by the flag pole. Signature Landscape Services has done a remarkable job of locating the feeder line breaks, repairing them, and fixing the sprinkler heads. Three Irrigation Lines Severed During the City Hall Site Work IR SIGN UP FOR MEDINA E-NOTICES. RECEIVE THE CITY UPDATES YOU WANT DELIVERED RIGHT TO YOUR EMAIL INBOX! Visit www.medina-wa.goy and click on E-Notice Program. ITEM RA-4 w7p Department of 7hnspOrtation Paula J. Hammonds P.E. Secretary of Transportation February 29, 2012 Joe Willis, Director of Public Works City of Medina 501 Evergreen Point Rd. Medina, WA 98039 RE: Noise walls in Medina Dear Mr. Willis, Engineering and Regional operations SR 520 BM99 RwIsce rnnt and HOV Program 600 Stewart Street, Suite 520 Seattle, WA 98101 - Phone: 206-770-3500 Fax: 206-770-3569 TTY:1-800-833-6388 www.wsdot.wa.gov/Projects/SR520Bridge LTR -- 2289 I would like to thank you and your technical consultant for meeting- with Daniel Babuca and Dave Edwards on February 7, 2012 to continue discussing noise walls along the SR 520 corridor. I received your follow-up letter dated February 9 and I am pleased to report that we are determined to mitigate for highway noise impacts and honor commitments we made in our environmental documents. Wall heights shown in the Environmental Assessment and Finding of No Significant Impact represent the range of heights that we will incorporate into the final design of the project within the City of Medina. The attached file illustrates wail height range shown in the environmental documents and is a detail of the file you enclosed with your February 9 letter. WSDOT recognizes that the connector trail between 80th Avenue Northeast and the regional bicycle/pedestrian path is planned for construction within the City of Medina. As such, I agree that any discussions we conduct with the Town of Hunts Point with regard to the trail's inclusion in the project should include Medina, and I will endeavor to do so. WSDOT and Medina have been partners on the SR 520 project for nearly 15 years and we have worked hard to integrate local concerns into project designs. I look forward to progressing together towards a timely completion of the SR 520 Eastside Project. As always, please let me know if you have any questions or concerns. Sinc Ju 'e eredith, P.E. re tor, SR 520 Program hington State Department of Transportation ITEM RA-4 Joe Willis Feb. 29,2012 Page 2 of 2 Encl: Planned noise wall location and heights in Medina: 2010 conceptual design cc: Donna Hanson, City Manager Bob Dyer, Eastside Project Director j Engineering Daniel Babuca, Eastside Pro ect En *neering Manager ITEM RA-4 MEDINA POLICE DEPARTMENT DATE: March 7, 2012 TO: City Council FROM: Chief Mark Thomas RE*, Police Department Update During the month of February, eight crimes were reported to the Medina Police Department. Four of these were vehicle prowls that occurred on February 8, in the vicinity of NE 26 1h and 82nd AVE NE. There were also three cases of identity theft reported by Medina residents. Many eastside communities have been the target of a large burglary ring, and have experienced an increase in burglaries for the first two months of the year. Medina, Hunts Point, Clyde Hill and Yarrow Point have not been victims of this group yet. The burglanes are typically occurring between 8 a.m. and 5 p.m. and may be preceded by a knock on the front door to ensure no one is home. (E-EERY #12-05) A management review of our police department was completed by the Washington Association of Sheriffs and Police Chiefs on February 22, 2012. No major concerns or items needing immediate correction were provided to us during the verbal out -brief at the conclusion of the review. The concerns that were raised were suggestions that will help our department in our accreditation efforts, and will be detailed in a written report that we should receive in about a month. Attached to this month's report is the annual report from the Seattle Police Department Harbor Patrol Unit for the contracted services they provided to Medina in 2011. We have developed an excellent working relationship with this unit and they have been exceptionally responsive to all of our requests.. We have been pleased with their service and have also received several positive comments from residents regarding the visibility of boat patrols. 1 ITEM RA-4 City of Seattle Seattle Police Department February 13, 2012 Chief Mark Thomas Medina Police Department 501 Evergreen Point Road Medina, Washington 98039-0144 Dear Chief Thomas, It has been our pleasure providing marine services to the City of Medina for the past year. I trust you found the service to be outstanding. As is outlined in our contract, I want to take this opportunity to provide you a report on our activities that occurred in your city as well as our unit's accomplishments and training. During the past year, the Seattle Police Department Harbor Patrol Unit was staffed by 24 officers/divers, four sergeants, one lieutenant, one marine equipment servicer, and one administrative staff assistant. Overall, the Harbor Patrol Unit spent over 3,181 hours working on Lake Washington. Of that time, the officers spent 406 hours patrolling or handling events specifically in the city of Medina. Some of the highlights were. - Waterside security for the Presidential Visit Waterside security for the Microsoft CEO Summit Special event security for Medina Days -Fireworks celebration Dedicated staffing for Seafair Worked with Medina Parks to provide and set new buoy at the swim beach Recovered an abandoned vessel Assisted three boats in distress Resolved one on the water disturbance Completed numerous vessel safety checks Completed numerous residential premise checks In addition to the work specifically directed to the City of Medina, the members of the Harbor Patrol Unit continued to expand their professional knowledge and training. Officers attended numerous classes including: Marine Tactical Response Training Small Vessel Security Threat Conference Vessel operation Under the Influence training Rescue Boat Operations National Association of State Boating Law Administrators (NASBLA) Boat Operators Training Tactical Medic Training Seattle Police Department, 614 Fifth Avenue, PO Box 34986, Seattle, WA 98124-4986 An equal employment opportunity, affirmative action employer. Accommodations for people with disabilities provided upon request. Call (206) 233-7203 at least two weeks in advance. ITEM RA-4 Lieutenant Marc Olson February 1% 2012 Washington State Patrol Marine Firefighting The Seattle Police Department was the recipient of a Homeland Security Port Security Grant. This provided funding for a new patrol boat. We selected a 45' vessel, built by Kvichak Marine of Seattle. The boat is the commercial version of the United States Coast Guard Response Boat Medium (RBM). We anticipate the vessel will be in service by May of 2012. We look forward to continuing our professional relationship with the City of Medina. I have attached a complete computer report of activities in your jurisdiction. If you have any input regarding our level of service, or any other issues, please do not hesitate to contact me. Sincerely, John Diaz Chief of Po ice eutenant Ma c Olson ommander, Harbor Patrol Unit Seattle Police Department MSO:KD Page 2 of 2 Activity Report by Location Page I of I ITEM RA-4 Activity Report by Location Date From (1/1/20111 * Date To [12131/2011 l Location [Medina] Activity # of Calls Call Hours Personnel Hours MAINTENANCE Subtotal PATROL Subtotal PROPERTY Subtotal SERVICE CALL Subtotal SUSPICIOUS CIRCUMSTANCES Subtotal THEFT Subtotal TRAFFIC Subtotal WATER EMERGENCY Subtotal ASSISTANCE TO OTHER UNITS/AGENCIES Subtotal CRIME PREVENTION Subtotal DISTURBANCE Subtotal Grand Total Boat Maintenance Buoy Maintenance Patrol Abandoned Found Boat P202 P2 Found Othe Other assistance rendered Boat Boat Traffic Control (Special Event) Boat in Distress (Pump) Other Public Agency Commercial (Premise Check Only) Other Premise check marina/dock Request to Watch Residential (Personal Contact) Residential (Premise Check Only) Vessel Information Report Vessel Inspection/Safety Check Visual spot ck vessel (contact not req.) Other 1 1 2 2 4.5 9 3 5.5 11 160 163,25 334.5 160 163.25 334.5 1 .75 1.5 1 1.25 2.5 2 2 4 .5 .5 1 .5 1 1 .5 1 1 1.25 2,5 1 1.26 2.6 1 7 14 1 7 14 3 3.25 5 3 3.26 6 1 2.5 5 1 2.5 6 .5 1 1 2 2 2.5 5 4 1.25 2.5 1 .75 1.5 1 2 .5 1 .5 1 6 5,5 11 18 13.5 27 1 .75 1.5 1 .75 1.5 192 200 406.5 http://srvapex:7777/pis/apex/P.p=l 14:5:4351060361316923-.,-.N0►:-.:.-YES 2/6/2012 ITEM RA-4 MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police MONTHLY SUMMARY FEBRUARY, 2012 FELONY CRIMES Vehicle Prowl 2012-0000420 02/08/12 2500 & 2600 block of 82nd Ave NE 2012-0000421 2012-0000422 E4ert #12-02 2012-0000500 02/16/12 Sometime between the hours of 3:OOam and 6:OOam on Wednesday morning, 4 vehicles were prowled between the 2500 and 2600 block of 82"d Ave NE. The prowlers entered two cars via unlocked doors and accessed the other two vehicles by prying the windows. Various electronics, spare change and financial information were removed from the vehicles. A debit card stolen from one of the cars was used shortly after it was taken. Medina Police have developed possible suspects and are continuing to investigate. Fraud (ID Theft) 2012-0000471 02/21/12 8800 block of NE 2nd Pl Victim reported that unknown person(s) had used her identification, including her social security number to make multiple purchases from a department store. Further information is pending. Fraud (ID Theft) 2012-0000533 02/21/12 500 block of Overlake Dr E E-lert # 12-04 Another old scam has returned to Medina. This one has been around for a long time and usually comes either as a letter, email, or fax. In the most recent cases we have seen, it has been in the form of a letter addressed to a resident. The writer usually purports to be an official of a foreign country or a bank official with a foreign bank. They claim that you are either related or at least have the same last name of a deceased account holder that has no heirs to claim the proceeds of the account. They agree to make you the beneficiary of the proceeds as long as you split the funds with them. when you respond to their solicitation they require some type of good faith gesture on your part which inevitably involves wiring money to a bank account outside of the United States. Once they receive the first wire transfer they usually try to get additional transfers as well until ultimately you realize you are being swindled. Fraud (ID Theft 2012-0000581 02/25/12 2600 block of 78 Ave NE Victim reported person(s) unknown opened several credit cards using his identification and were received in the mail. No charges were made on any of the accounts. ITEM RA-4 MISDEMEANOR CRIMES Malicious Mischief 2012-0000412 02/07/12 7800 block of NE 28`h St (Bellevue Christian School) Person(s) unknown threw rocks through a window at the school. Total damage estimate: $200. OTHER Order Violation 2012-0000531 02/20/12 8400 block of NE 121h St While Medina officer conducted a traffic stop, it resulted in the arrest of the passenger of the vehicle for violation of a no contact order and for making false/misleading statement to the officer. The passenger was booked into custody. ITEM RA-4 MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police Monthly Activity Report City of Medina 2012 Felony Crimes February YTD YTD Year End 2012 2012 2011 2011 Assault, Aggravated Q 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) 3 3 3 15 Vehicle Prowl 1 1 3 10 Theft (over $750) 0 0 2 6 Malicious Mischief 0 0 0 3 Arson 0 0 0 0 Auto Theft (inc Recovery) 0 1 1 2 Poss Stolen Property 0 0 0 0 Other 0 0 0 0 TOTAL 4 5 10 45 Misdeameanor February YTD YTD Year End Crimes 2012 2012 2011 2011 Assault, Simple 0 0 0 0 Malicious Mischief 1 3 0 9 Vehicle Prowl 3 3 1 14 Theft (Under $750) 0 0 1 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 4 6 4 42 Page 1 ITEM RA-4 MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police YEARLY ACTIVITY REPORT City of Medina 2012 Felony Crimes Jan Feb Mar Apr May Jan Jul Aug Sept Oct Nov Dec Total Assault, Aggravated 0 0 0 Robbery 0 0 0 Sexual Assault/Rape 0 0 4 Burglary (inc Attempt) 0 0 0 Drug Violations 0 0 4 Fraud (ID Theft) 0 3 3 Vehicle Prowl 0 1 1 Theft (over $750) 0 0 4 Malicious Mischief 0 0 0 Arson 0 0 4 Auto/Boat Theft 1 0 1 Poss Stolen Property 0 0 0 Other o a 0 TOTAL 1 4 0 0 0 0 0 0 0 0 0 0 5 Misdeameanor Crimes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Assault, Simple 0 0 4 Malicious Mischief 2 1 3 Vehicle Prowl 0 3 3 Theft (Under $750) 0 0 0 Domestic Violence 0 0 0 Minor in Possession 0 0 0 Drug Violations 0 0 0 Poss Stolen Property 0 0 0 Total 4 4 0 0 0 0 0 0 0 0 0 0 6 Page 2 ITEM RA-4 MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police Monthly Activity Report City of Medina 2012 Traffic February YTD YTD Year End ACCIDENTS 2012 2012 2011 2011 Injury 0 0 0 0 Non -Injury 1 2 2 19 TOTAL 1 2 2 19 Traffic February YTD YTD Year End CITATIONS 2012 2012 2011 2011 Driving Under Influence 2 3 3 13 *Other 2 4 6 35 Total 4 7 9 48 Traffic February YTD YTD Year End INFRACTIONS 2012 2012 2011 2011 Speeding 24 54 28 189 Parking 12 19 12 95 **Other 10 23 14 1.21 Total 46 96 54 405 February YTD YTD Year End WARNINGS 2012 2012 2011 2011 Total 69 137 129 833 February YTD YTD Year End CALLS FOR SERVICE 2012 2012 2011 2011 House Watch 24 47 43 333 False Alarms 17 47 62 357 Assists 38 67 41 304 Suspicious Circumstances 14 26 18 115 Property-Found/Lost 2 3 1 10 Animal Complaints 1 3 3 25 Missing Person 0 0 0 1 Warrant Arrests 0 1 4 29 ***Other 1 2 0 16 Total 97 196 172 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 Traffic Accidents Injury Non -Injury TOTAL Traffic Citations Driving Under Influence Other Total Traffic Infractions Speeding Parking Other Total Warnings Total MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police YEARLY ACTIVITY REPORT City of Medina 2012 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total 0 0 0 1 1 2 1 1 0 0 0 0 0 0 0 0 0 0 2 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total 1 2 3 2 2 4 3 4 0 0 0 0 0 0 0 0 0 0 7 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 'Total 30 24 54 7 12 19 13 10 23 50 46 0 0 0 0 0 0 0 0 0 0 96 Jan Feb Naar Apr May Jun Jul Aug Sep Oct Nov Dec Total 68 69 137 Calls for Service Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total House ,Watch 23 24 47 False Alarms 30 17 47 Assists 29 38 67 Suspicious Circumstance 12 14 26 Property-Found/Lost 1 2 3 Animal Complaints 2 1 3 Missing Person 0 0 0 Warrant Arrests 1 0 1 Other 1 1 2 Total 99 97 0 0 0 0 0 0 0 0 0 0 196 Page 4 ITEM RA-4 TOWN OF HUNTS POINT Mark Thomas, Chief of Police MONTHLY SUMMARY FEBRUARY, 2012 FELONY CRIMES No significant felony incidents occurred during the month of February. MISDEMEANOR CRIMES No significant misdemeanor incidents occurred during the month of February ITEM RA-4 MEDINA POLICE DEPARTMENT Mark Thomas, Chief of Police Monthly Activity Report Town of Hunts Point 2012 Felony Crimes February 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 1Vlisdeameanor February 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 TO" of Mark Thomas, Chief of Police Hunths Yearly Activity Report Poird Town of Hunts Point 2012 Felony Crimes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Burglary 0 0 0 Forgery (Identity) 0 0 0 Vehicle Prowl 0 0 0 Theft (over $750) 0 0 0 Poss Stolen Prop 0 0 0 Drug Violation 0 0 0 Auto/Boat Theft 0 0 0 TOTaY, o 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 0 Malicious Mischief 0 0 0 Vehicle Prowl 0 0 0 Theft (Under $750) 0 0 0 Poss Stolen Prop 0 0 0 Domestic Violence 0 0 0 .Minor in Possession 0 0 0 Drug Violations 0 0 0 Total 0 0 0 0 0 0 0 0 0 0 0 0 0 Page 6 ITEM RA-4 MEDINA POLICE DEPARTMENT TMd Mark Thomas, Chief of Police Monthly Activity Report Hunts Point 2012 Traffic February YTD YTD Year End CITATIONS 2012 2012 2011 2011 Driving Under Influence 0 0 2 2 Accidents 0 0 0 3 *Other 0 1 4 19 Total 0 1 6 24 Trafffc February YTD YTD Year End INFRACTIONS 2012 2012 2011 2011 Speeding 0 0 1 1 Parking 0 0 0 3 **Other 3 7 11 89 Total 3 7 12 93 February YTD YTD Year End WARNINGS 2012 2012 2011 2011 Total 3 11 24 164 February YTD YTD Year End CALLS FOR SERVICE 2012 2012 2011 2011 House Watch 6 6 2 20 False Alarms 9 16 7 55 Assists 4 8 3 24 Suspicious Circumstances 4 7 4 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 23 37 17 113 *DWLS; Fail to Transfer Title;No License **Expired Tabs; No insurance;Fail to stop;Defect�ive Equipment ***Verbal Domestic; Harassment;Civil Dispute;Trespass Page 7 ITEM RA-4 MEDINA POLICE DEPARTMENT Tmof t Mark Thomas, Chief of Police Hft 5 YEARLY ACTIVITY REPORT Poird� HUNTS POINT 2012 Traffic Citations Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total Driving Under Influence 0 0 0 Accidents 0 0 0 Other 1 0 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 0 Parking 0 0 0 Other 4 3 7 Total 4 3 0 0 0 0 0 0 0 0 0 0 7 Warnings Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 'Total Total 8 3 11 Calls for Service Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total House Watch 0 6 6 False Alarms 7 9 16 Assists 4 4 8 Suspicious Circumstances 3 4 7 Property-Lost/Found 0 0 0 Animal Complaints 0 0 0 Missing Person 0 0 0 Warrant Arrests 0 0 0 Other 0 0 0 Total 14 23 0 0 0 0 0 0 0 0 0 0 37 Page 8 ITEM CA-1 DRAFT MEDINA CITY COUNCIL REGULAR MEETING MINUTES Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina Monday, February 13, 2012; 6:30 pm CALL TO ORDER Mayor called the February 13, 2012 Regular Meeting of the Medina City Council to order at 6:30 pm. 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 Mayor led members of the audience, council members, and staff in the Pledge of Allegiance. APPROVAL OF MEETING AGENDA MOTION PHELPS AND SECOND BOYD TO APPROVE AGENDA AS PRESENTED AND MOTION CARRIED 7-0 AT 6:32 PM. PUBLIC COMMENT Mayor read guidelines concerning public comment period and opened floor to public comment at 6:34 pm. Resident Mark Nelson and citizen member of SR 520 urban design task force spoke to matter concerning postponed presentation for State Route 520 noting development of public display and presentation materials are behind and other presentations have been rescheduled as well. Mayor closed public comment period at 6:37 pm. REPORTS AND ANNOUNCEMENTS Mayor said he attended Points mayors' and Lake Washington mayors' meetings and discussions included State Route 520. ITEM CA-1 DRAFT Kay Koelemay noted the emergency committee meeting will be held Thursday, February 16, which was rescheduled from January due to inclement weather. She invited all medical professionals to attend. City manager recapped staff efforts made to manage snow accumulation during January storm. Department managers summarized 2011 department accomplishments which correlate to city council strategic goals, and answered inquiries from council members. CONSENT AGENDA MOTION DICHARRY AND SECOND J. LEE TO ADOPT CONSENT AGENDA AND MOTION CARRIED 7-0 AT 8:20 PM. - Approval of January 9, 2012 City Council Special and Regular Meeting Minutes - Approval of January 30, 2012 City Council Special Meeting Minutes - Approval of December, 2011 Year End Check Register Claim check numbers 52481, 52512-52579, 52581-52583 in the amount of $146, 760.06 - Approval of January, 2012 Check Register Claim check numbers 52482-52511, 52580 and 52584-52624 in the amount of $180, 828.51; payroll checks numbers 3371 through 3382 in the amount of $230,252.57,a and voided AP check numbers 52483 and 52605 - Approval of 2011 Financial Year End Report - Proposed Ordinance to Update MMC 10.40.070 and 10.76.010 (Failure to Appear) - Receipt of Approved November 21, 2011 Park Board Meeting Minutes - Receipt of Approved December 28, 2011 Planning Commission Meeting Minutes OTHER BUSINESS Approval of Development Services Professional Consultant Contracts (821 pm) Development services director provided summary of process and recommended providers, PACE Engineering for construction mitigation plan services, Roth Hill Engineering for engineering review services, and AMEC for geotechnical peer reviews. Motion Phelps and second Decker to approve agreements and to authorize the city manager to sign the agreements. Motion Dicharry to amend motion to follow City's insurer's recommendation for insurance coverage and D. Lee seconded amended motion. Motion carried 7-0 at 8:30 pm. City Council Agenda Calendar (8:31 pm) Council elected to place public works interlocal agreement for grant funds on the March agenda, the ARCH item will also be placed on March calendar. Committee assignments were moved to council retreat scheduled for March 26. City manager noted a discussion regarding city/community communications will be on retreat agenda. City Council Minutes February 13, 2012 Page 2 ITEM CA-1 DRAFT Council member Boyd requested item about wireless options for flag pole at Medina Beach and discussion concerning effectiveness of safety cameras. City manager conveyed items could be addressed during retreat. PUBLIC COMMENT Mayor opened public comment period at 8:37 pm. Resident Kay Koelemay commented about proposed improvement project planned for 84 Avenue Northeast and urged regular communication deliveries as to how it will function as a transportation route for citizens. Resident Connie Gerlitz said in thirty years she has made just two complaints about City work and added the City has helpful and responsive employees. She complimented council for sending postcard out regarding potential council action planned for 84 Avenue Northeast improvement project. Resident Wilma Edmonds stated communication is not as important as the city council believes it is. She said many residents throw out monthly postcard and mostly likely don't read monthly department reports. She said the City does a good job communicating and most people don't care until they see something happen then claim they don't know about it regardless of communication efforts made in advance. Public comment period closed at 8:44 pm. ADJOURNMENT MOTION BOYD AND SECOND DECKER TO ADJOURN THE FEBRUARY 13, 2012 REGULAR MEETING OF THE MEDINA CITY COUNCIL. MOTION CARRIED 7-0 AT 8:44 PM. The February 13, 2012 Regular Meeting of the Medina City Council adjourned at 8:44 pm. The Medina City Council will hold its next Regular Meeting on Monday, March 12, 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 February 13, 2012 Page 3 -2 ITEM CA CITY OF MEDINA March 1, 2012 To: Mayor and City Council From: Nancy Adams, Director of Finance Re: February 2012 Financial Report The February 2012 Reporting includes: • February 2012 AP Check Register Activity Detail Revenue: Key Items for 2012 Revenue include: • Property Tax does not typically start coming in until April/May timeframe. • Sales Tax Revenue of $59K (Feb), $112K (YTD) • February Real Estate Excise Tax of $82K (Feb), $106K (YTD) • License &Permit Revenue of $12K (Feb), $71 K (YTD) • Planning &Development Revenue of $41 K (Feb), $103K (YTD) Expense. Key Items for 2012 Expense include: • Capital City Hall Construction Project is approaching finalization. Paid $5K for Pay App#11 to Contractor in February. 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. N 41 5 d "Q Y b4- !V \ V Q. _ y a 12 Ia o E o4 a=i � 0 c -a3 m 0 ri o Q N N \ N 0) J N 0 0 N > OD6. E = Ln L i y _ N r-1 uw ++ d = N m d ++ y C +O+ 0 Q1 LL. fQ y u N �+- } •a C a •U LL. tp -m► �^ N al CL a Y d .c \ " H y L O 13 Q .a ao 10 = F- •� N a. _ e-1 ]C m t 3 '>0 00 u Lau •'' N G7 .O IV 0 W cc Ia c u, +; +� ar 4-0 1 4-1 a m a a m t7 = LA. 3 a U-- y a Q H LL c •c V '• a LLC a� '� ! 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City Council is required by the ARCH Interlocal Agreement to review and approve the annual administrative budget and work plan. Each year, the City of Medina allocates funds in the General Fund for Affordable Housing. These funds are used to cover Medina's portion of ARCH's administrative budget, and to award funds to individual affordable housing projects through ARCH. For 2012, the City budgeted $15,000 for dues and projects. At this time, ARCH is seeking approval of the ARCH Work Program and Administrative Budget, in the amount of $2,660. The same amount was allocated in previous years. That will leave a remaining balance of $12,340 to be allocated for housing projects. For the funds set aside for housing projects, recommendations for specific projects will be developed in an upcoming ARCH funding round, and then brought back to City Council for your review and approval. Housing Trust Fund Contributions made by the City of Medina have been allocated as below since the City became a member of ARCH: - 2000 — ($145805) —Coal Creek Terrace Project located in Newcastle. A Habitat for Humanity 12-unit ownership housing project for low-income families. (Secured Grant) - 2001 — ($105273) — Petter Court Project located in Kirkland. A Kirkland Interfaith Transitional Housing (KITH) 4-unit transitional housing project for low-income families. (Secured Grant) - 2002 — ($109273) —Plum Court Project located in Kirkland. A DASH Family Housing project involving preservation of a 61-unit complex for low-income families. (Loan) 2003 — ($79500) —East Village at Talus Project located in Issaquah. A St. Andrew's Housing Group project involving construction of 50 units of affordable transitional and permanent housing for very -low, low and moderate -income families. (Loan) - 2004 — ($29500) — Eastside Homebuyer Financial Assistance Program. (Loan Pool) and ($7,500) — Summerwood Project located in Redmond. A DASH Family Housing project involving construction of 118 units of affordable low -moderate income family rental housing. (Loan) - 2005 — ($109000) —Mine Hill Project located in Issaquah. A St. Andrew's Housing Group Section 8 housing preservation project, preserving 28 units of section 8 rental housing for low-income families. (Loan) - 2006 — ($109000) — An Adult Family Home(s) Project for Developmentally Disabled Adults, located in Redmond. Community Homes Inc. would purchase and remodel two homes as group homes with services from the state. Each home would house five very low income developmentally disabled adults. Each home would also house live in caretakers. (Secured Grant) - 2008 — ($2,500) —New Ground (Friends of Youth). Acquisition and rehabilitation of an existing 6 unit rental complex in Kirkland that will serve formerly homeless young adults and provide a range of services to residents. Medina City Council Regular Meeting Monday, March 12, 2012 ITEM CA-3 2009 - $15,000 — YWCA, Issaquah Project Development of 47-unit development located in Issaquah on a site donated by the City of Issaquah for affordable housing. Attachments: Additional background information from ARCH: 1. 2012 ARCH Work Program 2. 2012 ARCH Administrative Budget Budget/fiscal impact: $15,000 budget in 2012 ($2,660 in Budget/Fiscal Impact: dues and $12,340 for the protect) Staff Recommendation: Reqqmnjend adoption 2012 annual budget and work plan City Manager Approval: Moret6 approve the 2012 ARCH Budget and Annual Work Proposed Council Motion: Plan. Attachment A 2012 ARCH Administrative Budget I. ANNUAL OPERATING EXPENSES Item 2011 Budget 2012 Budget Change Budget Percent Change Staffing Sub -total * $ 4529870 $ 47411265 $ 211,395 5% Rent $ 13,364 $ 18,000 $ 41,636 35% Utlities Incl^ Incl^ Incl^ Incl^ Telephone $ 21,704 $ 2,704 $ - 0% Operating Travel/Training $ 2,000 $ 2,000 $ - 0% Auto Mileage $ 39650 $ 31,500 $ (150) 4% Copier Costs $ 230750 $ 2,500 $ (250) -9% Office Supplies $ 2,068 $ 2,068 $ - 0% Office Equipment Service $ 31,750 $ 13,500 $ (29250) -60% Fax/Postage $ 2,060 $ 19200 $ (860) 42% Periodical/Membership $ 3,588 $ 3,700 $ 112 3% Misc. (e.g. events,etc.) $ 100 $ 11,680 $ - 0% Insurance $ 8,741 $ 71,400 $ (I,341) -15% Reorganization Admin $ 650 $ 650 $ - Sub -total $ 301,937 $ 263,198 $ (49739) -15% TOTAL $ 499,875 $ 5213,167 $ 21,292 4.26% * Actual salary increases based on Bellevue's approved Cost of Living Adjustment II. ARCH ADMINISTRATIVE BUDGET: RESOURCE DISTRIBUTION A. Cash Contributions 2011 2012 Change Percent Change Bellevue $ - $ - $ - Bothell $ 39,191 $ 395191 $ - 0.00% Issaquah $ 149698 $ 14,698 $ - 0.00% King County $ 43,466 $ 43,466 $ - 0.00% Kirkland $ 591,768 $ 599,768 $ - 0.00% Mercer Island $ 2%882 $ 293,882 $ - 0.00% Newcastle $ %960 $ 91,960 $ - 0.00% Redmond $ 5%768 $ 59,768 $ - 0.00% Woodinville $ 111,898 $ 111,898 $ - 0.00% Beaux Arts Village $ 19569 $ 1,569 $ - 0.00% Clyde Hill $ 2,660 $ 200 $ - 0.00% Hunts Point $ 1,569 $ 13,569 $ - 0.00% Medina $ 200 $ 211660 $ - 0.00% Yarrow Point $ 1,569 $ 1,569 $ - 0.00% Sammamish $ 461,188 $ 46,188 $ - 0.00% Kenmore $ 25,195 $ 251,195 $ - 0.00% Other* $ 91,500 $ 30,679 $ 213,179.00 TOTAL $ 35%542 $ 3801,721 $ 2111179.00 B. In -Kind Contributions 2011 2012 Change Percent Change Bellevue $ 140,446 $ 140,446 $ (0) 0.00% TOTAL $ 140,446 $ 140,446 $ (0) C. Total Contributions Bellevue $ 140,446 $ 140,446 $ (0) 0.00% Bothell $ 399191 $ 391,191 $ - 0.00% Issaquah $ 14,698 $ 143,698 $ - 0.00% King County $ 431,466 $ 43,466 $ - 0.00% Kirkland $ 599768 $ 591,768 $ - 0.00% Mercer Island $ 2%882 $ 29,882 $ - 0.00% Newcastle $ %960 $ 91,960 $ - 0.00% Redmond $ 599768 $ 591,768 $ - 0.00% Woodinville $ 1108 $ 111,898 $ - 0.00% Beaux Arts Village $ 1,569 $ 11,569 $ - 0.00% Clyde Hill $ 2,660 $ 21,660 $ - 0.00% Hunts Point $ 11569 $ 1,569 $ - 0.00% Medina $ 200 $ 2,660 $ - 0.00% Yarrow Point $ 11,569 $ 1,569 $ - 0.00% Sammamish $ 46,188 $ 469188 $ - 0.00% Kenmore $ 25,195 $ 25,195 $ - 0.00% Other* $ %500 $ 301,679 $ 219179.00 222.94% TOTAL $ 4991,988 $ 5211,167 $ 215,178.81 4.24% TOTAL COSTS $ 499,875 $ 521,167 $ 219291.55 4.26% BALANCE $ 113 $ 0 * This is combination of administrative fee collected from Redmond Ridge East; $10,000 from national grant; and admin reserve resulting from staff vacancy in previous year Attachment B 12/15/11 ARCH WORK PROGRAM: 2012 I. PROJECT ASSISTANCE A. Oversight of Local Monetary Assistance ARCH Trust Fund. Review applications and make recommendations for requests of local monetary funds through the ARCH Housing Trust Fund process. Includes helping to coordinate the application process and use of funds for various programs. Objective: Allocation of $1,000,000 or more through the ARCH Housing Trust Fund Process, and create or preserve a minimum of 50 units. For the 'Parity Program', provide updated annual information to members, and achieve the base line goal for levels of direct assistance. Provide a variety of types of affordable housing and that meet other funding priorities as specified in the ARCH Trust Fund Criteria. Centralized Trust Fund System. Monitor centralized trust fund process including: • Produce regular monitoring reports for the ARCH Trust Fund account. • Work with Administrating Agency (Bellevue) to prepare contracts and distribute funds for awarded projects. • Monitor funded projects including evaluating performance and tracking loan payments. King County / State Funding Programs. Review and provide input to other funders for Eastside projects that apply for County (HOF, RAHP, HOME, etc) and State (Tax Credit, DOC) funds. Includes providing input to the King County Home Consortium on behalf of participating Eastside jurisdictions. Assist N/E consortium members with evaluating and making a recommendation to the County regarding CDBG allocations to affordable housing. Objective: In consultation with County, local staff and housing providers, seek to have funds allocated on a countywide basis by the County and State allocated proportionately throughout the County including the ARCH Sphere of Influence. B. Special Initiatives This includes a range of activities where ARCH staff assist local staff with specific projects. Activities can range from feasibility analysis, assisting with requests for proposals, to preparation of legal documents (e.g. contracts, covenants). Following are either existing initiatives or examples of initiatives likely to emerge: Trust Fund Long Term Issues. 1. ARCH Trust Fund: Dedicated Funding Source. As follow up to the ARCH Workshops in 2007, explore and evaluate the feasibility of a dedicated funding source. Research and develop a menu of options for creating more sustainable funding source to supplement general fund contributions for the ARCH Trust Fund. Will require compiling variety of background information on different options (e.g. potential scale of impact for overall membership and range of impact for different members; legal/legislative constraints, etc). Convene members to evaluate options and consider next steps 2. Long Term Operation of Funded Projects. In the past few years, there has been one project funded through ARCH and other projects in the state funded by other public funders needing significant capital improvements or other needs for refinancing. Conduct a more thorough evaluation of projects funded in the past through ARCH, including convening panel of real estate experts to assess ongoing operation and long term health of projects. As necessary, develop strategies to address findings from this evaluation. Objective: Develop a sustainable strategies for the HTF to meet local housing goals and preserve assisted affordable housing. Surplus Property/Underdeveloped Property. Assist as needed member cities' evaluation of potentially surplus public property or underutilized private property (e.g. church properties) for suitability of affordable housing. Currently identified opportunities includes: • Assist King County (Metro)and Kirkland (Metro) with using the South Kirkland Park n Ride site for a mix of market rate and affordable housing and expanded Park n Ride spaces. • Assist Sammamish with making surplus city site available to Habitat for Humanity of East King County • Explore opportunities for catalyst projects in transit oriented neighborhoods such as Bel -Red, Overlake and central Mercer Island. As a subset of this item, convene members and other stakeholders to explore how to potentially work more proactively with faith based organizations to utilize their properties to assist with addressing affordable housing needs, especially for homeless populations. Objective: Identify one or more specific sites in East King County to be made available for housing. Eastside Homebuyer Assistance Program. In late 2005 the House Key Plus ARCH down payment assistance program was launched with funding from many East King County cities, King County and the Washington Housing Commission. Currently a third round of $800,000 of funding is being implemented bringing the total amount in the revolving fund to $2.4 million This round will include several updates to the program resulting from a review of the program. 2 Objective: Maintain operation of the Homebuyer Assistance Program and implement updates. HUD Assisted Housing. Continue to monitor and actively pursue efforts to preserve existing HUD assisted affordable housing. Objective: Preserve existing federally assisted affordable housing in East King County and prevent from converting to market rate housing. II. HOUSING POLICY PLANNING Work items in this section group into the following basic areas of activity: • Work with individual members on local planning efforts. • Efforts coordinated through ARCH that benefit multiple members of ARCH. • Track legislation that increases tools available to cities to create affordable housing. • Participation in regional workgroups that impact local housing efforts. A. Local Planning Activities ARCH Housing Strategy Program. ARCH members have identified a number of Priority Housing Strategies as well as an ongoing education program for members, several of which can impact local planning efforts, including: • Ongoing education of staffs and officials through Housing 101 Workshops for staffs and new local officials; updating information in the Housing 101 Workbook, annual study sessions with member councils to review current issues and activities and materials profiling current programs and housing trends. • Assist cities that incorporate priority strategies into their local work program (e.g. property tax exemption program in mixed use zones, regulatory incentive programs, regulations to increase housing diversity (mixed use, innovative housing, housing emphasis zones). (Note: See Local Housing Efforts below for specific activities by members.) Housing Background Information. On an annual basis, ARCH will continue to provide updated housing data information as available. This updated housing information will be incorporated into the education fliers and Housing 101 report used as part of the ongoing Housing Education Program. In 2012 this will include outreach efforts targeted to newer council members. Housing Needs Assessment In 2012 members will need Housing Needs Assessments as part of their updates to their Comprehensive Plans. Working with ARCH members, ARCH has developed an overall needs assessment covering East King County . As an initial part of each member's update of their Comprehensive Plan, ARCH will supplement the overall needs assessment with localized information. 3 Objective: Assist with preparation of Housing Needs Assessment for all members, and to do so through a coordinated effort in behalf of all members. On a regular basis, conduct education sessions for new local officials and staffs on local housing conditions and programs (Housing 101 East King County, East King County Plan to End Homelessness), and hold annual discussion with member councils on recent housing trends and efforts. Continue to keep member jurisdictions and the broader community aware of local housing conditions to assist in their efforts to evaluate current and future efforts to meet local housing objectives. Include research on recent housing trends, and responses to these trends, Local Housing Efforts: ARCH jurisdictions are updating land use, zoning and other codes in order to implement policies identified in their Comprehensive Plans. ARCH staff will continue to assist local staffs in these efforts. Following are specifically identified areas that ARCH will assist local staff with accomplishing. For the coming year, ARCH staff expects to spend time assisting members updating local Housing Elements, with initial efforts focused on developing needs assessments for members. Objective: Assist local staff with completion of the following updates of local codes and specific plans: Bellevue Bothell Assist City staff as needed with housing planning initiatives that may include review of ADU regulations Assist City staff with developing and implementing administrative procedures for the Bel -Red land use incentive program. Assist with Council evaluation of a MF Tax exemption program in the City. In the event Council provides direction to develop a program, assist City Staff to develop code language for a program. Assist in identifying opportunities for affordable housing and implementation of affordable housing strategies in identified ST2 corridors where transit oriented housing and mixed income housing development is an important component of the initial planning work. Assist City staff with implementation of any housing strategies identified by City Council as part of the 2012 Docket process. Work with City staff to explore opportunities for housing and affordable housing on city owned properties in the downtown revitalization area. 4 Clyde Hill Issaquah Kenmore Kirkland Assist City staff with update to the Comprehensive Plan Housing Element. Assist City with rental of City's affordable rental unit. Central Issaquah Plan: Continue work with City staff to refine housing parts of the Central Issaquah Plan as well as the related development standards and incentives. Participate in related presentations to the Planning Policy Commission and/or City Council at key milestones for assistance on affordable housing. Issaquah Highlands: Monitor the implementation of the Issaquah Highlands affordable housing development agreement. Housing Regulations: Assist city staff with their update of its zoning and subdivision codes as they relate to housing and housing affordability. Continue to assist staff with local action related to the South Kirkland Park & Ride property (e.g. documentation to secure affordability requirements.) Assist City staff with Council Housing Committee and resulting initiatives. Assist City staff with the Housing portion of Neighborhood Plan updates. Assist City staff with an examination of existing non -conforming multifamily densities and how that might relate to the preservation of existing affordable housing. Mercer Island Assist City staff with completion of administrative procedures and documents associated with the land use incentive and tax exemption programs for Town Center. Newcastle Assist City Staff and Planning Commission with updating the Housing Strategy Plan, and with initial implementation of high priority strategies. Assist City staff with Council's review of affordable housing provisions for Community Business Center and other areas of the city. Assist with updating administrative procedures based on any final revisions by Council. Assist with agreements for any project that would include an affordable Redmond housing requirement, including those related to the Community Business Center. Assist staff with outreach effort related to ADU. Assist with further update of housing regulations as needed as follow up to the rewrite of the City's zoning code. Assist with the creation of user guides for implementing housing requirements Assist with the development of a Strategic Housing Plan. Continue to assist with negotiating and administering the provision of affordable housing in developments required to provide affordable housing units pursuant to city regulations. Assist with the promotion of affordable housing and other programs available to Redmond residents and developers, e.g., Accessory Dwelling Units (ADUs). Assist with carrying out implementation strategies that result from the investigation of emerging housing markets as described below under regional issues. Assist City staff and Council with evaluating and, if appropriate, implementing a tax incentive program for affordable housing, as allowed under RCW 84.14. Provide assistance as needed in updating neighborhood plans (e.g. Southeast Redmond) with respect to housing, including periodic attendance at Citizen Academy and CAC meetings to help identify housing issues and develop policy and regulatory responses. Continue to work with City staff on a potential ordinance prohibiting tenant discrimination on the basis of Section 8 vouchers as a source of income. Sammamish Assist with update to Comprehensive Plan / Housing Element and Housing Strategy Plan. Assist staff with making surplus site available to Habitat (see special projects). Evaluate Strategy Plan to assess if work should commence on any median priority strategies (e.g. Senior Housing opportunities). L� Woodinville Assist with update to Comprehensive Plan / Housing Element and Housing Strategy Plan. Review and strengthening of affordable housing and accessory dwelling unit programs and regulations. Assist City staff and Planning Commission with evaluating and developing incentives for affordable housing as provided for in the Downtown/Little Bear Creek Master Plan area. Yarrow Point Assist Planning Commission and Council with a review and potential update of current ADU regulations, and assist with effort to increase public awareness of local provisions. King County See Regional/Planning Activities below. Complete standard covenants, and monitor the implementation of the Northridge/Blakely Ridge and Redmond Ridge Phase II affordable housing development agreements. This includes monitoring annual progress toward achieving affordability goals; and providing information to developers on details about how the program is implemented. General Assistance. In the past, there have been numerous situations where members have had requests for support on issues not explicitly listed in the Work Program. Requests range from technical clarifications, to assisting with negotiating agreements for specific development proposals, to more substantial assistance on unforeseen planning initiatives. ARCH sees this as a valuable service to its members and will continue to accommodate such requests to the extent they do not jeopardize active work program items. B. Regional/Countywide Planning Activities PSRC - HUD Sustainability Planning Grant. PSRC in a partnership with public and private agencies from the Central Puget Sound region received a $5 million HUD Sustainable Communities Planning Grant. Continue to work on several housing components of the planning effort, including developing the East King County corridor planning implementation strategies, with ARCH focusing on housing components of these strategies; and participating in the regional affordable housing work group that will be researching and where feasible implementing new tools to support local efforts for affordable housing(e.g. property acquisition fund). One particular interest in this work in better understanding emerging housing markets. This includes investigating how to encourage housing development in new or unproven markets. What are the barriers, and how can ARCH member jurisdictions address these `i issues? Further, how can ARCH assist with familiarizing the development community about housing opportunities in these areas? Objective: Obtain information that is applicable to ARCH member cities' housing development efforts. Countywide Planning Policies (CPP) for Affordable Housing. The Growth Management Planning Council adopted updated CPPS for housing, which included a policy regarding evaluating the methodology used to establish affordable housing targets. ARCH staff will assist the regional work group on this task with the goal of presenting a report on findings and options to the GMPC by mid -year and leading to a potential updated policy for affordable housing targets in the County. Legislative Items. ARCH staff will track state and federal legislative items that relate to affordable housing and could impact members' ability to address affordable housing. As needed, staff will report back to the Executive Board and members, and when directed coordinate with other organizations (e.g. AWC, Prosperity Partnership, WLIHA) to contact legislators regarding proposed legislation. For the upcoming legislative session, primary emphasis would be on assisting in efforts to modify legislation related to local waiver of Impact Fees. Goal of legislation is to provide discretion to cities to waive impact fees without replacing with other public funds. This legislation had been identified by the ARCH Housing Priority Strategies. Committee to End Homelessness (CEH)/ Eastside Homeless Advisory Committee (EHAC). Anticipated work of the CEH in the coming year include: continued coordinated allocation of resources; and initiating several specific proposals (e.g. addressing homelessness for veterans and families). Role for ARCH staff is expected to include participating in the CEH Funders group and its efforts to coordinate funding, and inform ARCH members and the general public of CEH/EHAC activities. Also continue to participate in efforts to implement homeless efforts within East King County through EHAC. Objective: Keep member jurisdictions informed of significant regional issues and pending legislation that could affect providing housing in East King County. Ensure that perspectives of communities in East King County are addressed in regional housing activities, including the Committee to End Homelessness. Have one or more specific local programs initiated as part of the 10 Year Plan to End Homelessness. lei III. HOUSING PROGRAM IMPLEMENTATION Monitoring Affordable Rental Housing. Administer ongoing compliance of affordability requirements. This includes affordable rental housing created through direct assistance (e.g. Trust Fund allocation, land donations) from member jurisdictions, and through land use incentives. Some Trust Fund projects also require monitoring of project cash flow related to loans made by jurisdictions to projects (see I Project Assistance). Objective: Ensure projects are in compliance with affordability requirements which involves collecting annual reports from projects, screening information for compliance, and preparing summary reports for local staffs. To the extent possible this work shall: • Minimize efforts by both owners and public jurisdictions. • Coordinate ARCH's monitoring efforts with efforts by other funding sources such as using shared monitoring reports. • Utilize similar documents and methods for monitoring developments throughout East King County. • Ensure accurate records for affordable ownership units, including audit units for owner occupancy and proper recording of necessary documentation. • Establish working relationship with other public organizations that can help assess how well properties are maintained and operated (e.g. code compliance, police, and schools). Monitoring Affordable Ownership Housing. As more price restricted homes are created, monitoring of affordable ownership housing created through local land use regulations is becoming of increased importance. In addition, will continue to monitor general trends with ownership units, enforcement of covenant provisions (e.g. leasing homes, foreclosure), and as necessary evaluate and if warranted, complete revisions to the ownership covenants in order to better insure long term affordability of ownership units. Also continue to maintain a list of households potentially interested in affordable ownership housing. Objective: Oversee resale of affordable ownership homes. Address issues related to ongoing compliance with program requirements (e.g. leasing homes, foreclosures). Complete revisions to the affordability covenant and administrative procedures to better protect against potential loss of long term affordability. Information for public on Affordable Housing. Maintain lists of affordable housing in East King County (rental and ownership), and making that available as needed to people looking for affordable housing. Objective: Maximize awareness of affordable housing opportunities in East King County through the ARCH web site and other means to assist persons looking for affordable housing. Relocation Plans. Assist as necessary with preparing relocation plans and coordinate monitoring procedures for developments required to prepare relocation plans pursuant to local or state funding requirements. Objective: Maximize efforts to ensure that existing households are not unreasonably displaced as a result of the financing or development of new or existing housing. IV. SUPPORT/EDUCATION/ADMINISTRATIVE ACTIVITIES Education/Outreach. Education efforts should tie into efforts related to public outreach/input on regional housing issues (see local planning activities). However, much of ARCH's outreach/education work will occur through work with individual members on local housing efforts. In addition to the Housing 101 workbook and related brochures, other outreach methods may include housing tours, a portfolio of successful projects, and short videos to be broadcast on local cable channels on local efforts. Objective: Consistent with the Education program discussed at the ARCH Workshops, using input from the broader community, develop education tools to inform councils, staffs and the broader community of current housing conditions, and of successful efforts achieved in recent years. Be a resource for members to assist with outreach and education activities on affordable housing associated with local planning efforts. Create outreach tools/efforts that inform the broader community of affordable housing resources available to residents. ARCH Web site. Update on a regular basis information on the ARCH website, including information related to senior housing opportunities. Add new section to the website that provides more details and administrative materials for affordable incentive programs available through ARCH members and fair housing information. . Objective: Maintain the ARCH web site and update the community outreach portion by incorporating information from Housing 101 East King County, as well as updated annual information, and links to other sites with relevant housing information (e.g. CEH, HDC). Make presentations, including housing tours, to at least 10 community organizations. Media coverage on at least six topics related to affordable housing in East King County related to work done by Cities/ARCH and articles in local city 10 newsletters. Advice to Interested Groups. Provide short-term technical assistance to community groups, faith communities and developers interested in community housing efforts. Meet with groups and provide suggestions on ways they could become more involved. Objective: Increase awareness of existing funding programs by potential users. Increase opportunities of private developers and Realtors working in partnership with local communities on innovative/affordable housing. Assist community based groups who want to provide housing information to the broader community by assisting with preparing background information. Administrative Procedures. Maintain administrative procedures that efficiently provide services to both members of ARCH and community organizations utilizing programs administered through ARCH. Prepare quarterly budget performance and work program progress reports, including Trust Fund monitoring reports. Prepare the Annual Budget and Work Program. Work with Executive Board to develop multi -year strategy for the ARCH Administrative Budget. Staff the Executive and Citizen Advisory Boards. Objective: Maintain a cost effective administrative budget for ARCH, and keep expenses within budget. Administrative costs should be equitably allocated among ARCH's members. Maintain membership on the ARCH Citizen Advisory Board that includes broad geographic representation and wide range of housing and community perspectives. Workprogram 2012 Dec-11 Draft 11 Medina City Council Regular Meeting ITEM CA-4 Monday, March 12, 2012 AGENDA BILL Subject: ARCH HOUSING TRUST FUND RESOLUTION Category Z Consent El Ordinance ❑ Public Hearing ❑ City Council Business Z Resolution ❑ Other —Discussion Prepared By: Donna Hanson, City Manager Summary: The City of Medina became a member of ARCH, A Regional Coalition for Housing in 1999. Each year, the City of Medina allocates funds for Affordable Housing. These funds are used to cover Medina's portion of ARCH's administrative budget, and to award funds to individual affordable housing projects through ARCH's Housing Trust Fund. For the ARCH Housing Trust Fund, an application process is used to develop recommendations for funds already set aside by councils. For the Fall 2011 ARCH Funding round, Medina had an unallocated balance of $9,990 available for projects from the City's 2011 budget. For the Fall 2011 Funding Round, the ARCH Executive Board is recommending funding for five projects (See attachments). The recommendation includes funding of $9,990 from Medina going towards the partial funding of two of these projects: South Kirkland TOD (Transit Oriented Development) ($7,892). Development of 58 — 70 units of affordable housing within the larger development of the South Kirkland Park and Ride parking expansion, ground level retail and 200 — 250 market rate rental housing units. Sophia's Place ($2,098) Construction of a 20 bed shelter for homeless women within an existing church building located in North Bellevue. The recommendation from the ARCH Executive Board also includes a number of conditions developed during the review process with the ARCH Citizen Advisory Board and Executive Board. These would be incorporated into funding agreements and need to be met prior to funds being released. In 2010 the councils of the members of ARCH, including the City of Medina, approved revisions to the ARCH Interlocal Agreement. One major purpose of the amendments was to create a more centralized administrative process for funds made available by member cities through ARCH. The interlocal agreement includes provisions allowing one member to act as an administering agency of the Trust Fund. Currently Bellevue is the administering agency of ARCH. The resolution approving funding of these projects includes approving the Administrative Agency (Bellevue) to enter into the contracts for funding with the projects on behalf of Medina. Housing Trust Fund Contributions made by the City of Medina have been allocated as below since the City became a member of ARCH. Assistance provided by the City of Medina for these projects also results in Medina getting some credit toward meeting their affordable housing goals under the Growth Management Act: Medina City Council Regular Meeting Monday, March 12, 2012 ITEM CA-4 - 2000 — ($149805) —Coal Creek Terrace Project located in Newcastle. A Habitat for Humanity 12-unit ownership housing project for low-income families. (Secured Grant) - 2001 — ($109273) — Petter Court Project located in Kirkland. A Kirkland Interfaith Transitional Housing (KITH) 4-unit transitional housing project for low-income families. (Secured Grant) - 2002 — ($109273) —Plum Court Project located in Kirkland. A DASH Family Housing project involving preservation of a 61-unit complex for low-income families. (Loan) - 2003 — ($109000) —East Village at Talus Project located in Issaquah. A St. Andrew's Housing Group project involving construction of 50 units of affordable transitional and permanent housing for very -low, low and moderate -income families. (Loan) - 2004 — ($29500) — Eastside Homebuyer Financial Assistance Program. (Loan Pool) - 2004 — ($79500) — Summerwood Project located in Redmond. A DASH Family Housing project involving construction of 118 units of affordable low -moderate income family rental housing. (Loan) - 2005 — ($109000) —Mine Hill Project located in Issaquah. A St. Andrew's Housing Group Section 8 housing preservation project, preserving 28 units of section 8 rental housing for low-income families. (Loan) - 2006 — ($109000) — An Adult Family Home(s) Project for Developmentally Disabled Adults, located in Redmond. Community Homes Inc. would purchase and remodel two homes as group homes with services from the state. Each home would house five very low income developmentally disabled adults. Each home would also house live in caretakers. (Secured Grant) - 2008 — ($29500) —New Ground (Friends of Youth). Acquisition and rehabilitation of an existing 6 unit rental complex in Kirkland that will serve formerly homeless young adults and provide a range of services to residents. - 2009 — ($159000) —YWCA, Issaquah Phase 2 Project. Development of 47-unit development located in Issaquah on a site donated by the City of Issaquah for affordable housing. Attachment(s): Additional background information from ARCH: 1. ARCH Housing Trust Funding Resolution 2. ARCH Executive Board Trust Fund Recommendations Memo to City Councils 3. Summary tables from 2011 ARCH Housing Trust Fund Budget/Fiscal Impact: $92990 Staff Recommendation: PAcoMend adoption of resolution Citv Manager Approval: 1VW ov Me to adopt resolution approving funding for south Kirkland TOD and Sophia's Place and authorizing the ARCH Proposed Council Motion: administering agency to execute related funding documents. ITEM CA-3 CITY OF MEDINA, WASHINGTON RESOLUTION NO. A RESOLUTION authorizing the duly -appointed Administering agency for ARCH to execute all documents necessary to enter into Agreements for the funding of affordable housing projects, as recommended by the ARCH Executive Board, utilizing funds from the City's Budget Line Item for Affordable Housing. WHEREAS, A Regional Coalition for Housing (ARCH) was created by interlocal agreement to help coordinate the efforts of Eastside cities to provide affordable housing; and WHEREAS, the ARCH Executive Board has recommended that the City of Medina participate in the funding of certain affordable housing projects and programs hereinafter described; and WHEREAS, the ARCH Executive Board has developed a number of recommended conditions to ensure that the City's affordable housing funds are used for their intended purpose and that projects maintain their affordability over time; and WHEREAS, the City Council on March 8, 2010 has approved the Amended and Restated Interlocal Agreement for ARCH; and WHEREAS, the City Council desires to use $9,990 from City funds as designated below to finance the projects recommended by the ARCH Executive Board; now, therefore, THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, DOES RESOLVE AS FOLLOWS: Section 1. The City Council authorizes the duly -appointed administering agency of ARCH pursuant to the Amended and Restated Interlocal Agreement for ARCH to execute all documents and take all necessary actions to enter into Agreements on behalf of the City to ARCH South Kirkland Transit Oriented Development in an amount not to exceed $7,892, and to fund The Sophia Way — Sophia's Place in an amount not to exceed $2,098. Section 2. The Agreements entered into pursuant to Section 1 of this resolution shall be funded in a combined amount not to exceed that set forth in Section 1. Such Agreements shall include terms and conditions to ensure that the City's funds are used for their intended purpose and that the project maintains its affordability over time. In determining what conditions should be included in the Agreements, the duly -appointed ITEM CA-3 administering agency of ARCH shall be guided by the recommendations set forth in the ARCH Executive Board's memorandum of December 9, 2011, a copy of which is attached hereto as Exhibit A. PASSED by the City Council on this day of , 2012, and signed in authentication of its passage this day of , 2012. Approved as to form: Michael Luis, Mayor Attest: Bruce Disend, City Attorney Rachel Baker, City Clerk A R,egioast CoeVition for Hang ITEM CA-4 Together Center Campus 16225 NE 87ffi Street, Suite A-3 ♦Redmond, Washington 98052 (425) 861-3677 *Fax: (425) 861-4553 ♦ WEBSITE: www.archhousing.org M E M O R A N D U M TO: City of Bellevue Council Members City of Clyde Hill Council Members Town of Hunts Point Council Members City of Issaquah Council Members City of Kenmore Council Members City of Kirkland Council Members City of Medina Council Members City of Mercer Island Council Members City of Newcastle Council Members City of Redmond Council Members City of Woodinville Council Members Town of Yarrow Point Council Members FROM: Frederick Stouder, Chair, and ARCH Executive Board DATE: December 9, 2011 RE: 2011 Housing Trust Fund (HTF) Recommendation The ARCH Executive Board (EB) has completed its review of eight applications for funding through the 2011 Housing Trust Fund round. The Executive Board at its June and November meetings considered these projects and recommends funding for five projects. Recommendations total $2,622,500 as summarized in the attached table: Proposed Funding Sources. The actual amount will depend on final action by the City Councils. Following is a summary of the applications, the CAB recommendation and rationale, and proposed contract conditions for the five proposals recommended for funding at this time. Also enclosed is an evaluation matrix for each proposal, an economic summary for the four projects recommended for funding, leveraging charts, project summary table, and a summary of funded projects to date. BEAUX ARTS VILLAGE ♦ BELLEVUE ♦ BOTHELL ♦ CLYDE HILL ♦ HUNTS POINT ♦ ISSAQUAH ♦ KENMORE ♦ KIRKLAND MEDINA ♦ MERCER ISLAND ♦ NEWCASTLE ♦ REDMOND ♦ SAMMAMISH ♦ WOODINVILLE ♦ YARROW POINT ♦ KING COUNTY ITEM CA-4 1. ARCH — South Kirkland TOD Funding Request: $1,000,000 (Contingent Loan) Plus 14 Section 8 Vouchers 58 - 70 units CAB Recommendation: $940,367* (Contingent Loan) Plus 14 Section 8 Vouchers See attached Funding Chart for distribution of City Funds (* Reduced recommendation offset by increase funding award from King County. Done to allow CDBG funds allocated through ARCH to fully fund two other projects) Project Summary: A Regional Coalition for Housing (ARCH) acting as stand-in developer for purposes of accessing funding in the current round, is proposing up to a 70 unit rental housing project as part of a larger transit oriented development at the South Kirkland Metro Park and Ride consisting of affordable and market -rate housing, commercial/retail space and structured parking for expanded capacity at the South Kirkland Park and Ride. Construction of the affordable units will be four stories of residential wood framed construction over structured parking with ground floor retail in a portion of the parking structure. The site is served by numerous bus lines and is in close proximity to a range of in -town amenities such as stores, parks and recreational facilities, schools, and places of worship. The affordable portion of project targets households earning below 30%, 40% and 60% of median income, 14 units (or 20% of the total) are being set aside for homeless housing with an additional 14 units for persons living with disabilities. A number of local agencies have indicated willingness to deliver services for those residents that they would refer to the set -aside units. The project will feature a range of unit sizes from studios to two bedroom units. King County Metro has done an RFQ/RFP process for soliciting developer team proposals for the site, and selection of a preferred proposal is expected in October 2011. A partnership of Polygon and Imagine Housing has been selected by Metro as the preferred developer of the site. Imagine Housing has proposed rental housing with a similar unit and affordability mix as submitted by ARCH, but with potentially approximately 60 units instead of 70 units. . Funding Rationale: The CAB supported the intent of this application for the following reasons: • Supports implementation of a local housing/neighborhood plan. The creation of housing with an affordable component at the South Kirkland Park and Ride site has been a high priority for the City of Kirkland for a number of years. • There is site control • The project integrates very -low and low-income housing with market rate housing and retail/commercial in a gateway project for the Houghton neighborhood. • The project has a portion of housing for homeless and disabled populations, which city has indicated an interest in providing on this site, and some of proposed funding sources state as priority needs. • Proposal is an integral element of an overall TOD development • The affordable component in an integral component of the overall plan to increase overall housing supply and expanded Park and Ride capacity on this site. • Leverages funding from several other affordable housing sources, and also leverages federal funds to expand capacity of the Park and Ride. 2 ITEM CA-4 Potential Conditions: Special / Revised Conditions: 1. The funding commitment shall continue for twenty-four (24) months from the date of Council approval and shall expire thereafter if all conditions are not satisfied. An extension may be requested to City staff no later than sixty (60) days prior to the expiration date. At that time, the selected developer will provide a status report on progress to date, and expected schedule for start of construction and project completion. City staff will consider an extension only on the basis of documented, meaningful progress in bringing the project to readiness or completion. At a minimum, the selected developer will demonstrate that all capital funding has been secured or is likely to be secured within a reasonable period of time. City staff will grant up to a 12 month extension. If necessary a second extension of up to 6 months may be requested by following the same procedures as the first extension. 2. Funds will be in the form of a deferred, contingent loan. Loan terms will account for various factors, including loan terms from other fund sources and available cash flow. Final loan terms shall be determined prior to release of funds and must be approved by City Staff. Based on the preliminary development budget, it is anticipated that loan payments will be based on a set repayment schedule, and begin after repayment of deferred developer fee (approximately year 10), with 1 % interest. The terms will also include a provision for deferment of a payment if certain conditions are met (e.g. low cash flow due to unexpected costs). Any requested deferment of loan payment is subject to approval by City Staff, and any deferred payment would be repaid from future cash flow or at the end of the amortization period. 3. Until such time as the any deferred developer fee structured into the sources is fully repaid, all cash flow after payment of operating expenses and debt service, shall be used to repay the deferred developer fee or project reserves as approved by City Staff. 4. A covenant is recorded ensuring affordability for at least 50 years, with affordability for the number of units in the proportion as shown in the following table which is for 70 units. In the event less units are provided, affordability mix would be a similar proportion as in the table. Affordability levels will be defined using the requirements for tax credits, and utility costs will be based on King County Housing Authority allowances, unless otherwise approved by City Staff. Median Income Level Studio 1 2 Total Bedrm Bedrm Very Low Income 15 12 8 35 30% AMI Low Income 8 6 4 18 31-40% AMI Moderate Income 7 6 4 17 40-60% AMI Total 30 24 16 70 * Up to 14 of the units can be Section 8 units, with a minimum of 7 of the Section 8 units being in two or three bedroom units. 5. Selected developer will explore the feasibility of incorporating some three bedroom units into the property. 6. Based on the availability of adequate support services, up to 20% of the units will be set -aside for homeless, unless otherwise approved by City Staff. 3 ITEM CA-4 7. The design should reflect a conscious integration of the affordable units with the overall site design, and design of the affordable structure complementing the market rate housing. 8. The Agency shall submit a property management plan prior to release of funds for review by City staff. At a minimum, the property management plan will address: • Resident selection procedures including marketing and outreach process, including local targeted marketing outreach to local businesses and community organizations. • A short and long term strategy for covering operating expenses. • Management procedures to address resident needs, a description of the relationship of residents referred by agencies to those agencies' programs and services. • Overall transportation demand management for the affordable units (e.g. transit education, availability of bus passes, bicycle storage,) and management policies related to adequately managing resident and staff parking based on the approved amount of parking. • Description of the coordination of the management of the affordable housing with management of the market rate housing, retail and, if applicable transit facilities. • A summary of the City affordability requirements and annual monitoring procedures. 9. Submit documentation of the City's approval of the provision of parking for the affordable housing and overall project. Standard Conditions: 10. Funds shall be used by the Agency toward project construction related costs as approved by City Staff. Funds may not be used for any other purpose unless city staff has given written authorization for the alternate use. 11. The Agency shall submit evidence of funding commitments from all proposed public and private sources. In the event commitment of funds identified in the application cannot be secured in the time frame identified in the application, the Agency shall immediately notify city staff, and describe the actions it will undertake to secure alternative funding and the timing of those actions subject to city staffs review and approval. Prior to initiating construction, the Agency shall submit evidence of all public and private resources needed to complete the project. 12. The Agency shall provide a revised development budget based upon actual funding commitments, which must be approved by City staff. If the Agency is unable to adhere to the budget, City staff must be immediately notified and a new budget shall be submitted by the Agency for the City's approval. The City shall not unreasonably withhold its approval to a revised budget, so long as such new budget does not materially adversely change the Project. This shall be a continuing obligation of the Agency. Failure to adhere to the budgets, either original, or as amended, may result in withdrawal of the City's commitment of funds. 13. In the event federal funds are used, and to the extent applicable, federal guidelines must be met, including but not limited to: contractor solicitation, bidding and selection; wage rates; and Endangered Species Act (ESA) requirements. 14. Submit monitoring reports quarterly through completion of the project, and annually thereafter. Submit a final budget upon project completion. If applicable, submit initial tenant information as required by the City. ITEM CA-4 2. Community Homes, Inc. (CHI) — 7t' Residence Funding Request: $100,000 (Secured Grant) 5 beds CAB Recommendation: $100,000 (Secured Grant) King County CDBG Funds Project Summary: CHI is proposing to acquire and rehabilitate a single family residence for use as a shared home for five developmentally disabled individuals at or below 30% of King County Median Income. The home would also provide accommodation for a live-in care provider. The arrangement is similar to their prior six homes, of which five included city funding allocated through ARCH. Services to residents will be provided by the live-in care provider, funded through a separate contract with the State. Residents' `housing' payments include allowances for food and toiletries. A home has not been selected as of this time. CHI will proceed with seeking a home that is located near transit and services once all funding is in place. Funding Rationale: The CAB supported the intent of this application for the following reasons: • Serves very low income developmentally disabled individuals • Provides housing for a population (Special Needs housing) that currently is below long term ARCH Trust goals • Property will have live in care provider • Acquisitions to be done near transit and community amenities • Developer has 15 year track record and good reputation with fenders and Department of Developmental Disabilities • Department of Commerce Trust Fund has a special needs set aside and King County has already awarded funds to the project Potential Conditions: Special / Revised Conditions: 1. The funding commitment shall continue for six (6) months from the date of Council approval and shall expire thereafter if all conditions are not satisfied. An extension may be requested to City staff no later than sixty (60) days prior to the expiration date. At that time, the applicant will provide a status report on progress to date, and expected schedule for start of construction and project completion. City staff will consider an extension only on the basis of documented, meaningful progress in bringing the project to readiness or completion. At a minimum, the applicant will demonstrate that all capital funding has been secured or is likely to be secured within a reasonable period of time. City staff will grant up to a 12 month extension. If necessary a second extension of up to 6 months may be requested by following the same procedures as the first extension. 2. Funds shall be used by the Agency toward acquisition costs. Funds may not be used for any other purpose unless city staff has given written authorization for the alternate use. 3. CHI shall not proceed with searching for a home until all funding commitments have been received. The Agency shall only purchase unoccupied homes or owner occupied homes in order to not trigger local and federal relocation regulations. ITEM CA-4 4. Prior to acquisition, the Agency shall submit an appraisal by a qualified appraiser. The appraisal shall be equal to or greater than the purchase price. 5. Site control cannot be entered into until the completion of the HUD required Environmental Assessment. The option agreement shall contain language that addresses federal funds' "choice -limiting" restrictions. 6. Funds will be in the form of a secured grant with no repayment, so long as affordability and target population is maintained, and the service/care providers have a contract with DDD for funds necessary to provide services to this population. 7. A covenant is recorded ensuring affordability for at least 50 years, with five beds for developmentally disabled individuals at or below 30% of King County median income at move in. 8. Unless otherwise approved by City staff the development budget shall include: The development budget will include a minimum of $16,200 of private sources provided by the applicant. $694,000, combined for acquisition and construction cost. In the event that total acquisition and rehab costs, including contingency, exceeds this amount, additional costs shall be covered by private sources from the applicant. Developer fee shall not exceed $35,000 and Developer Consultant fee shall not exceed $25,000. 9. Residents referred from DDD will not receive Section 8 assistance. 10. All cash flow after payment of operating expenses shall be placed into a project reserve account that can be used by the applicant for project related operating, maintenance or services expenses. Any other use of these reserves funds must be approved by City staff. 11. In the event that any operating support funding levels will be reduced, the Agency shall inform City Staff about the impacts the proposed reduction will have on the budget and plan for services to the DD clients, and what steps shall be taken to address the impacts. A new budget or services plan must be approved by the City. 12. The Agency will notify the City when they enter into an option or purchase and sale agreement for any home, providing information on the location of the home and terms for acquiring the home. No home considered for acquisition will be within two blocks of another home owned by Agency unless otherwise approved by City staff. The option and purchase and sales agreement shall contain language that addresses federal funds' "choice -limiting" restrictions. 13. Prior to closing on a home, an individualized outreach plan will be submitted to City staff for review and approval. The outreach plan will include provisions such as: Provide written notification to neighbors upon mutual acceptance of the Purchase and Sales Agreement to include CHI's intention to purchase the house, description of the project, and information regarding CHI and the service provider that will include the website and contact number; Provide an opportunity for neighbors to individually and/or as a group to meet with CHI and the service provider regarding the project; such as having an Open House after the tenants move -in and include invitations to the neighbors. 14. Once each home is selected the Agency shall include City Staff in the inspection of the property and development of the final scope of work for the rehab. The final scope of work for the basic construction budget shall include, at a minimum, all work necessary for licensing of the home and correction of substandard health and safety ITEM CA-4 conditions. Prior to start of construction, the Agency shall submit the final scope of work for City Staff approval, along with evidence that construction costs have been confirmed by a qualified contractor and are within the basic construction budget. All uses of construction contingency funds must be approved by City staff prior to authorization to proceed with such work. 15. Prior to release of funds, the Agency shall submit to City staff for review and approval drafts of all documents related to the provision of services to residents and management of the property, including the Memorandum of Understanding with the service provider, form of lease agreement with residents, and services agreement between DDD and the Service Provider. These documents shall at a minimum address: tenant selection procedures through DDD; management procedures to address tenant needs; services provided for or required of tenants; management and operation of the premises; community and neighbor relations procedures; a summary of City's affordability requirements as well as annual monitoring procedure requirements. The plan shall also detail policies and procedures regarding resident turnover with the express purpose placing new residents in available beds and limiting vacancies. 16. With future applications for funding, Community Homes shall provide ARCH with an update on strategies towards a agency plan to address aging of residents. 17. With future applications for funding, Community Homes shall provide ARCH with an analysis of a Capital Needs Assessment for its properties, and strategies for addressing these capital needs long term through a combination of capital reserves and ongoing fundraising efforts. Standard Conditions: 18. The Agency shall provide revised development and operating budgets based upon actual funding commitments, which must be approved by city staff. The operating budget will include $2,500 for the first year with an annual increase of 3.5% per year for replacement reserves and $1,500 for the first year with an annual increase of 3.5% per year for operating reserves. If the Agency is unable to adhere to the budgets, city staff must be immediately notified and (a) new budget(s) shall be submitted by the Agency for the City's approval. The City shall not unreasonably withhold its approval to (a) revised budget(s), so long as such new budget(s) does not materially adversely change the Project. This shall be a continuing obligation of the Agency. Failure to adhere to the budgets, either original or as amended may result in withdrawal of the City's commitment of funds. 19. The Agency shall submit evidence of funding commitments from all proposed public sources. In the event commitment of funds identified in the application cannot be secured in the time frame identified in the application, the Agency shall immediately notify city staff, and describe the actions it will undertake to secure alternative funding and the timing of those actions subject to city staffs review and approval. 20. In the event federal funds are used, and to the extent applicable, federal guidelines must be met, including but not limited to: contractor solicitation, bidding and selection; wage rates; and Endangered Species Act (ESA) requirements. CDBG funds may not be used to repay (bridge) acquisition finance costs. 21. The Agency shall maintain documentation of any necessary land use approvals and permits required by the city where the homes are located. 22. Submit monitoring reports quarterly through completion of the project, and annually thereafter. Submit a final budget upon project completion. 7 ITEM CA-4 3. Friends of Youth — Youth Haven Funding Request: $272,500 (Secured Grant) 10 beds (potential for 17) plus land banking for 4 group homes CAB Recommendation: $323,133 (Secured Grant) King County CDBG Funds (* Increased recommendation offset by decreased funding award from King County. Done to allow CDBG funds allocated through ARCH to fully fund two projects, including this project.) Project Summary Friends of Youth (FOY) is a local agency providing counseling and shelter to homeless youth. Their application is for funding a consolidation of its two homeless shelters for that population (Youth Haven program). One, a five bed staffed residential home for boys is located in Bellevue, and a second, a five bed facility for girls, is in Kenmore. Maintaining and staffing two separate facilities has an impact on operating costs and staffing needs for the organization. They are proposing the consolidation of their shelters as a part of their strategic plan and to preserve current capacity and potentially expand capacity for runaway and homeless youth on the East and North side of King County. The Youth Haven program operates at a deficit and FOY must reduce costs and rind efficiencies to continue to provide this service for youth. Their proposal is for the acquisition of a 1.7 acre former church property located in the Kingsgate area of Kirkland and converting the existing facility to administrative offices and building a new 2 story, 10 bed group home (with capacity to expand to 17 beds) with living area, recreation rooms/studies, kitchen and dining and supporting office spaces along with laundry and bathroom facilities. The property also affords the future opportunity to develop four additional single family homes which could serve as group homes for young adults or other affordable housing. Costs for the acquisition and renovation for the administration building are financed separately. The design focuses on creating a home -like environment where homeless youth can feel safe, grounded and allows them to develop a sense of belonging. At the new facility, a Program Manager provides oversight and supervision of the program and a Therapeutic Case Manager provides on -site individual, group and family counseling services. Reunification of the youth with their family is a primary goal of the program. If reunification is not appropriate, then the case manager works closely with the youth to identify other safe, alternative housing options, including transitional living programs or job corps. Funding_ Rationale: The CAB supported the intent of this application for the following reasons: • This acquisition would consolidate in one site, two interim residences for youth aged 11 through 17, allowing agency to save staffing and other operating costs • Developer is experienced and successful in serving this population • Provides housing for a population (Special Needs housing) that currently is below long term ARCH Trust Fund goals, and in particular a population group youth/young adult that have only funded on a limited basis in the past • Location of proposed project has good access to public transportation, hospital, schools, library and employment opportunities nearby • The site and proposed building offer potential for additional housing for youth and young adult • Forwards overall organizational obj ectives to consolidate facilities while also providing opportunities for growth to meet needs in the community. Is also a proactive solution to containing costs in order to deal with constricting resources ITEM CA-4 Potential Conditions: Special Conditions: 1. The funding commitment shall continue for twelve (12) months from the date of Council approval and shall expire thereafter if all conditions are not satisfied. An extension may be requested to City staff no later than sixty (60) days prior to the expiration date. City staff will consider an extension only on the basis of documented, meaningful progress in bringing the project to readiness or completion. 2. Funds shall be used by FoY (Agency) toward the acquisition. Funds may not be used for any other purpose unless city staff has given written authorization for the alternate use. 3. Funds will be in the form of a secured grant with no repayment, so long as affordability and target population is maintained, and the service funds necessary to provide services to this population are available. 4. A covenant is recorded ensuring affordability for ten (10) beds of homeless youth housing for at least fifty (50) years at 30% King County median income. 5. In the event that any operating support funding levels will be reduced, the Agency shall inform City Staff about the impacts the proposed reduction will have on the budget and plan for services to clients, and what steps shall be taken to address the impacts. A new budget or services plan must be approved by the City. 6. Site control cannot be entered into until the completion of the HUD required Environmental Assessment. The option agreement shall contain language that addresses federal funds' "choice -limiting" restrictions. 7. Prior to closing on the site, submit a community outreach plan to City staff for review and approval. The outreach plan will include provisions such as notification to neighbors and providing an opportunity for neighbors to individually and/or as a group to meet with FoY regarding the project; such as having an Open House. 8. The agency shall reserve future use of the undeveloped lots created through the development process for affordable housing. The intent is to utilize these parcels for additional housing for youth or young adult to be developed by FoY. In the event these parcels are not developed by FoY within 10 years, FoY shall consult with public funders regarding utilizing these parcels for other affordable housing that could be compatible with the other uses on the property. Assuming these parcels are developed with affordable housing, FoY shall make these parcels available as an equity contribution toward the overall budget. Sale of these parcels shall require approval from public fenders, subject to some portion of any sale proceeds being returned to public fenders. 9. Prior to release of funds, the Agency shall submit to City staff for review and approval drafts of all documents related to the provision of services to residents and management of the property, including any licensing -related management and service provider plans. These documents shall at a minimum address: management procedures to address tenant needs; services provided for or required of tenants; management and operation of the premises; community and neighbor relations procedures; a summary of City's affordability requirements as well as annual monitoring procedure requirements. Standard Conditions 10. The Agency shall provide revised development and operating budgets based upon actual funding commitments, which must be approved by city staff. The Operating budget will include $5,950 for the first year with an 9 ITEM CA-4 annual increase of 2.5%per year for replacement reserves and $2,000 for the first year with an annual increase of 2.5%per year for operating reserves. If the Agency is unable to adhere to the budgets, city staff must be immediately notified and (a) new budget(s) shall be submitted by the Agency for the City's approval. The City shall not unreasonably withhold its approval to (a) revised budget(s), so long as such new budget(s) does not materially adversely change the Project. This shall be a continuing obligation of the Agency. Failure to adhere to the budgets, either original or as amended may result in withdrawal of the City's commitment of funds. 11. Prior to the start of construction, the Agency shall submit evidence of funding commitments from all proposed public sources. In the event commitment of funds identified in the application cannot be secured in the time frame identified in the application, the Agency shall immediately notify city staff, and describe the actions it will undertake to secure alternative funding and the timing of those actions subject to city staffs review and approval. 12. Prior to acquisition, the Agency shall submit an appraisal by a qualified appraiser. The appraisal shall be equal to or greater than the purchase price. 13. In the event federal funds are used, and to the extent applicable, federal guidelines must be met, including but not limited to: contractor solicitation, bidding and selection; wage rates; and Endangered Species Act (ESA) requirements. CDBG funds may not be used to repay (bridge) acquisition finance costs. 14. The Agency shall maintain documentation of any necessary land use approvals and permits required by the city where the homes are located. 10 ITEM CA-4 4. Sophia Way — Sophia's Place Funding Request: $2505000 (Secured Grant) 20 beds CAB Recommendation: $250,000 (Secured Grant) See attached Funding Chart for distribution of City Funds Project Summary The Sophia Way is the only organization in East King County that provides emergency shelter to unaccompanied adult women who are homeless. They focus on the chronically homeless, currently providing them with shelter at night and then moving them into permanent housing as quickly as possible and supporting them with case management and referrals to help them remain successful in that housing. Some of that permanent is also provided through the program in addition to the shelter. The Sophia Way started in December 2008, housed in First Congregational Church of Bellevue, and currently serves 10 women at a time and turns away persons regularly for lack of capacity. The women who come into the shelter are often dealing with the aftermath of domestic violence, have mental illness or physical disabilities, or are suffering from the ramifications of substance abuse and generally do not have any income when they come into the shelter. In the current shelter, the shelter is nights only (7 pm to 7 am). During the day on weekdays, the women may take advantage of the co -located YWCA day center which opens at 9 and closes at 3. Hence the women must be away for extended periods of time during the weekday as well as 12 hours on the weekend days. Currently the women sleep on pads on the floor and have to set up each night and break down each morning. There is no private space for the women. The new project would double the capacity, and create the potential to extend the shelter to a 24 hour shelter, seven days a week. It involves building out the existing daylight basement of St. Luke's church with bathrooms, kitchen, laundry, dining area, day space and a sleeping area for 20 sleeping carrels (low partitions, yet affording privacy and place to permanently keep possessions) ) along with office and meeting space. At a minimum, the property will operate at the same hours as the current shelter and drop in center. Sophia Way is pursuing funding options with the goal to have full time access for residents. Even operating on the current schedule, with the new space, residents will be allowed to keep their personal possessions in their personal spaces at all times. The YWCA will partner with The Sophia Way to provide services. Site control will be in the form of a long-term lease (15 years with ability to automatically renew for an extended period). The space is being offered rent-free by the church with Sophia Way paying its share of utilities. Funding Rationale: The CAB supported the intent of this application for the following reasons: • Doubles women's shelter capacity in the community and increases the quality of life with semi -private sleeping areas, and potential for 24/7 operations • The public funds leverage a substantial amount of private funding and in -kind donations • Group is respected, and has been successful over nearly three years of operation in serving this population • Location of proposed project has good access to public transportation, shopping, and other community amenities nearby. With the program co -located at the church, Sophia Way will likely benefit from their ongoing support. • Relatively low per unit capital and ongoing operating costs. Significant operating cost savings per person with the expanded capacity at the same level of service. 11 ITEM CA-4 Potential Conditions: Special Conditions: 1. The funding commitment shall continue for six (6) months from the date of Council approval and shall expire thereafter if all conditions are not satisfied. An extension may be requested to City staff no later than sixty (60) days prior to the expiration date. City staff will consider an extension only on the basis of documented, meaningful progress in bringing the project to readiness or completion. 2. Funds shall be used by Sophia Way toward the construction (including construction contingency and sales tax), environmental assessment, permits and hookups, insurance, development period utilities, replacement reserves and developer fee. Funds may not be used for any other purpose unless city staff has given written authorization for the alternate use. 3. In the final budget, a fixed amount will be identified for those costs to be paid from funds for non -construction related costs. Preliminarily, this figure is estimated to be $22,000. The balance of the commitment of funds from ARCH will be used for construction/improvement costs. Funding up to this amount will be available for construction costs in excess of costs covered through in -kind contributions and donations. The final funding award will be reduced to the extent all of these funds are not needed for construction costs. 4. Funds will be in the form of a secured grant with no repayment, so long as affordability and target population is maintained, and the service funds necessary to provide services to this population are available. At the sole discretion of the City, in the first 15 years, should the facility no longer be used as a continuous homeless shelter, funds are subject to being repaid in full; and if the facility stops serving as a shelter between years 15 and 30, funds shall be subject to repayment less 1/30"' the amount of the award for each year the shelter has operated. After 30 years, the entire obligation is forgiven. 5. A covenant is recorded ensuring affordability for twenty (20) beds of homeless housing for at least thirty (30) years at 30% King County median income. 6. In the event that any operating support funding levels will be reduced, the Agency shall inform City Staff about the impacts the proposed reduction will have on the budget and plan for services to clients, and what steps shall be taken to address the impacts. A new budget or services plan must be approved by the City. 7. Prior to start of start of construction, submit a community outreach plan to City staff for review and approval. The outreach plan will include provisions such as notification to neighbors with information on the Sophia Way and Sophia Place, and providing an opportunity for neighbors to individually and/or as a group to meet with Sophia Way regarding the project; such as having an Open House. Standard Conditions 8. The Agency shall provide revised development and operating budgets based upon actual funding commitments, which must be approved by city staff. The operating budget will include $8,000 for the first year with an annual increase of 2.5% per year for replacement reserves and $12,000 for the .first year with an annual increase of 2.5% per year for operating reserves. If the Agency is unable to adhere to the budgets, city staff must be immediately notified and (a) new budget(s) shall be submitted by the Agency for the City's approval. The City shall not unreasonably withhold its approval to (a) revised budget(s), so long as such new budget(s) does not materially adversely change the Project. This shall be a continuing obligation of the Agency. Failure to adhere to the budgets, either original or as amended may result in withdrawal of the City's commitment of funds. 9. The Agency shall submit evidence of funding commitments from all proposed public sources. In the event commitment of funds identified in the application cannot be secured in the time frame identified in the 12 ITEM CA-4 application, the Agency shall immediately notify city staff, and describe the actions it will undertake to secure alternative funding and the timing of those actions subject to city staffs review and approval. 10. In the event federal funds are used, and to the extent applicable, federal guidelines must be met, including but not limited to: contractor solicitation, bidding and selection; wage rates; and Endangered Species Act (ESA) requirements. CDBG funds may not be used to repay (bridge) acquisition finance costs. 11. The Agency shall maintain documentation of any necessary land use approvals and permits required by the city where the homes are located. 12. Submit monitoring reports quarterly through completion of the project, and annually thereafter. Submit a final budget upon project completion. If applicable, submit initial tenant information as required by the City. 13 ITEM CA-4 13. 5. Low Income Housiny. Institute (LIHI) Bellevue Apartments Funding Request: $1,000,000 (Contingent Loan) Plus 8 Section 8 Certificates 56 affordable rental units CAB Recommendation: $1,000,000 (Contingent Loan) Plus 8 Section 8 Certificates See attached Funding Chart for distribution of City Funds Project Summary: The Low Income Housing Institute (LIHI) is proposing to build a 57-unit (56 affordable units, 1 unrestricted manager's unit) six story building on a quarter acre downtown Bellevue site which LIHI purchased in July of 2009. There will be five floors of residential above a Bound level floor with common areas and underground parking for 23 cars. The project targets households earning at 30%, 50% and 60% of median area income. Eight units at 30% of median will receive Section 8 assistance and are prioritized for homeless households supported with services through Sound Mental Health. In total 12 units will be set aside for households transitioning out of homelessness, and 12 units will be set aside for households with persons living with disabilities. Most of the units are studios or open one -bedroom units. This configuration was partly chosen to minimize the amount of required structured parking for the building. Common area features include a lobby, leasing office, computer room/library, community gathering room, children's play area and counseling offices. Funding Rationale: • The CAB supported this application for the following reasons: • LIHI is an experienced developer and has capacity to front pre -development costs • Developer owns the site • The Project fits 9% Low Income Tax Credit criteria • Project would provide new affordable units in Bellevue's downtown • Project includes up to 12 homeless set -asides • Project cash flows and could have ability to pay back public funds over time • Site is near transit and downtown amenities • ARCH request is relatively low per unit. Recommended Conditions: Special / Revised Conditions: 1. The funding commitment shall continue for twelve (12) months from the date of Council approval and shall expire thereafter if all conditions are not satisfied. An extension may be requested to City staff no later than sixty (60) days prior to the expiration date. At that time, the applicant will provide a status report on progress to date, and expected schedule for start of construction and project completion. City staff will consider an extension only on the basis of documented, meaningful progress in bringing the project to readiness or completion. At a minimum, the applicant will demonstrate that all capital funding has been secured or is likely to be secured within a reasonable period of time. City staff will grant up to a 12 month extension. If necessary a second extension of up to 6 months may be requested by following the same procedures as the first extension. 2. Unless otherwise approved by Bellevue staff, funding is conditioned on written confirmation by Sound Transit and City of Bellevue before June 1, 2011 that project site will not be physically impacted by Sound Transit Light Rail alignment. 3. Funds will be in the form of a deferred, contingent loan. Loan terms will account for various factors, including loan terms from other fund sources and available cash flow. Final loan terms shall be determined prior to 14 ITEM CA-4 release of funds and must be approved by City Staff. Based on the preliminary development budget, it is anticipated that loan payments will be based on set payment schedule and begin approximately in Year 12 after the project is placed in service, with 1% simple interest. For the period 2023 to 2030 payment can be deferred in whole or in part to the extent required so that net cash flow (cash flow after operating, reserves and financing expenses) is not less than $10,000 (indexed for inflation) for an asset management fee to the Agency. After year 2030 at the sole discretion of the City, an annual repayment of City funds may be deferred, in whole or in part, if the economic vitality of the Project is threatened because annual project income is insufficient to pay all operating expenses, including reserves and pre -approved debt. Any deferred payment would be repaid from future cash flow or at the end of the amortization period. 4. Starting in the first year the project is placed in service; all cash flow will go towards paying the deferred developer fee. Once the deferred developer fee is paid off, all net cash flow after payment of operating and financing costs, including a $10,000 annual asset management fee to the Agency, will be placed into a separate reserve account (Stabilization Fund) controlled by the Public Funders. Those reserves may be used to cover unanticipated property operating or capital costs, increase project reserves, or other project related costs approved by public fenders. Starting in Year 12, and occurring every two years thereafter, Public Funders will meet jointly to determine if there are sufficient reserves in this account to apply any of the reserve for repayment of loans made by the Public Funders or to release funds to the Agency for designated (e.g. capital repair to a specific property or undesignated purposes.. 5. City Funds shall be used by the Agency toward construction and, architectural fees, as approved by City or ARCH Staff. Funds may not be used for any other purpose unless City or ARCH Staff has given written authorization for the alternate use. 6. A covenant is recorded ensuring affordability for at least 50 years. Unit mix and affordability shall be: Affordability Studio Studio+ 2 3 Number of (Percent of Median) Bedroom Bedroom Units 30% 8* 16 2* 2* 28 50% 2 15 0 0 17 60% 0 5 3 3 11 Unrestricted (Manager Unit) 1 1 TOTAL 10 37 5 5 57 * 8 Section 8 Certificates to go to 4 30% AMI studio units and 2 each to the 30% AMI 2- and 3-Bedroom units. Proposed rental subsidies will go towards these units which are prioritized for those transitioning out of homelessness. 7. Based on the availability of adequate support services, up to 12 of the units will be set -aside for homeless, unless otherwise approved by City Staff. 8. Development costs and potential savings will be addressed as follows: • Unless approved by public funders, total construction costs, off -site improvements, environmental abatement, sales tax and equipment and furnishings shall not exceed $8,946,910. • All Change Orders, expenditures of contingency funds and final construction costs are subject to review and approval by project fenders. • Any changes to individual line items in the development budget are subj ect to review and approval by public fenders. 15 ITEM CA-4 • Any savings in construction, contingency, or other costs shall be documented prior to completion of the Final Cost Certification. All or a portion of any cost savings will be used to reduce funding commitments by pubic fenders as determined by the public fenders. 9. LIHI shall submit a parking management plan for review and approval by the public funders prior to funding. The plan shall address management of limited parking capacity through mechanisms such as screening residents for car ownership and assigning spaces. If at any time in the future fees are considered for parking, LIHI will get approval from the County and ARCH related to how parking fees are accounted for in determining affordable rent levels. LIHI shall also investigate the feasibility of making this a "Zipcar" location. 10. LIHI shall prepare a marketing and management plan for review and approval by ARCH that includes addressing how the project can be staffed by an on -site property manager. Unless otherwise approved by public fenders, the property shall have a resident manager. The Owner shall submit a complete management plan and updated operating budget for review and approval by Administering Agency or Designee staff. At a minimum the plan shall describe: (1) the physical plan including number and size of units, amenities, and accessibility; (2) the tenant population to be served; (3) description of housing programs and services available for residents, and a description of the relationship of residents to the program and services; (4) management and operation of the premises including description of management entity and staffing, tenant selection and eligibility determination, rules for operation of the premises, enforcement procedures, and maintenance and repair program; (5) An overall plan for marketing the units including local targeted marketing efforts to local businesses, community organizations and the broader community of prospective tenants, as well as a timeline for all marketing activities, including local outreach; (6) a short and long term strategy for covering operating expenses; (7) a summary of the ARCH annual monitoring procedures; and (8) a plan for initial outreach and ongoing communication with local residents (homeowner associations) and business groups. LIHI shall meet with the public funders to review the marketing and management plan before marketing activity commences. Standard Conditions: 11. The Agency shall provide revised development and operating budgets based upon actual funding commitments, which must be approved by city staff. If the Agency is unable to adhere to the budgets, city staff must be immediately notified and (a) new budget(s) shall be submitted by the Agency for the City's approval. The City shall not unreasonably withhold its approval to (a) revised budget(s), so long as such new budget(s) does not materially adversely change the Project. This shall be a continuing obligation of the Agency. Failure to adhere to the budgets, either original or as amended may result in withdrawal of the City's commitment of funds. 12. The Agency shall submit evidence of funding commitments from all proposed public sources. In the event commitment of funds identified in the application cannot be secured in the time frame identified in the application, the Agency shall immediately notify city staff, and describe the actions it will undertake to secure alternative funding and the timing of those actions subject to city staffs review and approval. 13. In the event federal funds are used, and to the extent applicable, federal guidelines must be met, including but not limited to: contractor solicitation, bidding and selection; wage rates; and Endangered Species Act (ESA) requirements. CDBG funds may not be used to repay (bridge) acquisition finance costs. 14. The Agency shall maintain documentation of any necessary land use approvals and permits required by the city where the homes are located. 15. Submit monitoring reports quarterly through completion of the project, and annually thereafter. Submit a final budget upon project completion. 16 ITEM CA-4 6. Imagine Housing Totem Lake Senior Apartments Funding Request: $0 and 8 Section 8 certificates 76 affordable rental units CAB Recommendation: Welcome an application in a subsequent Funding Round for a project that addresses the issues listed below Project Summary: Imagine Housing (1H) is proposing a 76 unit new construction project adjacent to Francis Village (Phase 1) in the Totem Lake region of Kirkland. The building is four levels of wood construction over one level of structured parking and community, amenity and service space. It is designed to serve seniors, aged 55 or over, at 50%, 40% and 30% of King County Median Income. Twenty percent (15 units) will be restricted for seniors with disabilities and 6 units will be restricted to serve senior veterans who have faced homelessness. The community space and residential units are designed according to the principles of universal design. It is intended that the residents will be able to continue living in the units even with physical deterioration and the units maybe adapted (such as changing kitchen counter heights and adding grab bars) to meet their changing physical needs..The property will contain a rooftop garden that will provide passive recreational opportunities as well as gardening and educational opportunities. Funding Rationale: The CAB potentially supports the concept of the Imagine Housing proposal, it does not recommend making a funding recommendation at this time. The CAB acknowledges that the project would further advance city plans for residential development in Totem Lake, and the focus on seniors meets an area of need. The current proposal for this second phase at Totem Lake is structured on several funding sources for which the likelihood of being awarded funding at this point in time as currently proposed seems unlikely. The CAB would welcome an application in a future round. This would also provide an opportunity for Imagine Housing to further develop the proposal and address issues/questions raised with this application including the community life envisioned for this project. In the event Imagine Housing does provide an application to ARCH in the upcoming round, the application should address the following issues: • Need to strengthen their concept of the community within the proposed building and across the two phases. Develop a strong logic for the population and proposed age levels of seniors that will be served with this building (i.e. age limit of 55 or 62). • Further analysis and development of the building to ensure it is the best configuration for the targeted population mix of the entire project, including the use of rent subsidies • What and how to pay for value of infrastructure improvements to the site provided through the public funding that went into the first phase • On -site parking requirements and how parking will be managed 7: Foundations for the Challenged —Group Homes for Developmentally Disabled Funding Request: $100,000 (Secured Grant) 4 beds in ARCH sphere (21 beds total) CAB Recommendation: The project is not recommended for funding at this time. Project Summary: FFC is proposing to acquire and remodel 6 three- and four -bedroom houses over three counties (3 of the homes would be in King County) that will serve up to twenty one (21) low-income individuals with developmental 17 ITEM CA-4 disabilities. One of the homes in the ARCH sphere will be identified once all funding is committed. Tenants will be referred by the Division of Developmental Disabilities (DDD). The residents will live in a shared living arrangement, and each of the tenants will have their own bedroom. There is no live-in care provider. However, all the tenants will receive 24/7 support services through an agency providing awake staffing at the site to ensure their health and safety. The support services are funded by and contracted through DDD. FFC will only be the owner of the homes, and will use Scioto Management as property manager. There currently is no site control but each house will be remodeled to include accessibility features necessary for the initial tenants and for future tenants. FFC will be looking to acquire rambler -style houses with a level lot and an open floor plan or a floor plan that can easily be modified for accessibility. Funding Rationale: The CAB potentially supports the concept of the FFC proposal; but does not recommend making a funding recommendation at this time. The current proposal is structured on receiving a challenging combination of funding from multiple local and state funders serving a wide geographic area. There are also some changes in approach to funding operating and services costs that do not appear possible at this time. In the event FFC does provide an application to ARCH in an upcoming round, the application should address the following issues: • Funding strategies for operations and capital replacements that are sustainable and work over scattered properties over a range of jurisdictions. • Improvements to community outreach and community relations 8. Imazine Housing — Barron Ridee Apartments Funding Request: $1,500,000 (Contingent Loan) and 8 Section 8 certificates 69 affordable rental units CAB Recommendation: The project is not recommended for funding Proi ect Summarv: Imagine Housing (IH) is proposing a 70 unit new rental housing project adjacent to its Andrew Heights project in the Factoria neighborhood of Bellevue. The proposed building is four levels of wood construction over one level of structured parking and community space. It will house persons at or below 30%, 40% and 50% of Median Income. Seventy-five percent of the units are set aside for persons transitioning out of homelessness. Twenty of those units would be for Veterans who have timed out of Imagine Housing's other Homeless Veterans units. . The included community space will have a flexible design allowing rooms to be used to meet the shifting needs and interests of the population. The amenity space will have several meeting/class rooms for support activities or group interest functions. Residents will be able to update work or school skills at the computer/business center. In addition to these community based opportunities, the amenity space will include a community kitchen for community meals and special events and a roof top garden. There will be a play structure on site for resident children. Structured and on grade parking for 38 cars is provided. Services to homeless residents will be provided by referring agencies. The operating budget does not include services delivery, however Imagine Housing will provide certain resident services funded outside of the operating budget. Funding Rationale: The CAB does not recommend making a funding recommendation at this time for the following reasons: ITEM CA-4 Imagine Housing withdrew its application for funding with the Department of Commerce so would not have the necessary sources of funding to proceed The proposal had several zoning related issues including not zoned for the number of units proposed and less parking than required by zoning, with no provisions currently in City code to reduce parking requirements The operating budget did not include services in a building predominantly serving persons who had experienced homelessness 19 © Cd ti P .. Cz N O r-+ N 4) aU C� 0O0 O 6s . cz co cz cV ct � 3 cd cu co Ln1 . Z .,mot c� cc " '�' M • C� �� � • :Z'I" �A4�,..aU C1 a 4.,, O UO �N' 910 M Cz p , 1-4 C) N N x cd A� )o ci ,.�4., ' o �, .—O a,.0 3•040� FOR ,•."" gyp-, CIS cz 0�3 U WW J� 2 O. + O t,, 1 cis u (u 0 U m O Ct to . -4 Z e-� (U� 0 Vp 4-4 •o � :rA 4-4 Qom• a� �i A O �� o " ��, o a'� ,•,,� ct " U'p -o gm-0 M Cis "0 =75 SAS O •+6�u (UM U� v� tn� A (U �-► cu U U �� o(U CO cz o ox� A U � x ►� ITEM CA-4 2011 HOUSING TRUST FUND: PROPOSED FUNDING SCOURCES PROJECT Friends of Sophia Way - ARCH South Community Youth - Youth Sophia's LIHI Bellevue SOURCE Kirkland TOD Homes 7 Haven Place Apartments TOTAL Request $ 1,000,000 $ 100,000 $ 272,500 $ 250,000 $ 1,000,000 $ 2, 622, 500 CAB Recommendation $ 1,000,000 $ 100,000 $ 272,500 $ 250,000 $ 1,0000000 $ 2,6220500 Swaps with County $ (590633) $ - $ 59,633 $ - $ - Adjusted Recommendation $ 940,367 $ 100,000 $ 332,133 $ 250,000 $ 10000,000 $ 2,622,500 Current Funding Sub -Regional CDBG $ 100,000 $ 332,133 $ 432,133 Bellevue CDBG $ - General Fund $ 265,000 $ 200,000 $ 635,000 $ 1,100,000 Issaquah General Fund $ 4,147 $ 11102 $ 50,000 $ 55,249 Kirkland General Fund $ 342,457 $ 17,126 $ 100,000 $ 459,583 Mercer Is. General Fund $ 16,091 $ 4,278 $ 20,000 $ 40$69 Redmond General Fund $ 184,753 $ 8,675 $ 100,000 $ 293,428 Newcastle General Fund $ 9,600 $ 90600 Kenmore General Fund $ 92,973 $ 9,528 $ 500000 $ 1520501 Woodinville General Fund $ 9,875 $ 2,625 $ 16,399 $ 28,899 Clyde Hill General Fund $ 12,061 $ 3,207 $ 15,000 $ 30,268 Medina General Fund $ 7,892 $ 2,098 $ 9,990 Yarrow Point General Fund $ 3,123 $ 830 $ 1,501 $ 5,454 Hunts Point General Fund $ 1,995 $ 531 $ 2,500 $ 5,026 TOTAL $ 940, 367 $ 100,000 $ 332,133 $ 250,000 $ 1,000,000 $ 2,622,500 CDBG $ - $ 100,000 $ 332,133 $ - $ - $ 432,133 General Fund $ 940,367 $ - $ - $ 250,000 $ 1,000,000 $ 21190,367 r = O LL N L. w 0 Cl z V LL E o V) m H •a+ m .O L y L Q J N O —4 O O ON O f- O V> O N (— t 64 6013 M t+h O O V l O O en d' Cn cM 60) N 6f? 6F3 N6R 6fi 6A w O O o 0 0 0 rA l� N G1 O O O p • 00 © O 6R 69 603 0 0 0 M --+ as .� r �o O O O Cis { O O O O 3 rA en &W (Tm 6+4 } 60q r. O O O O O N O pd "- 8 b C N p N *+ 6R h .. y a •. 'x„ sr 1p O �O �Ci 7 O l`O �,• N � M yet t 60% Acoo > " U Cd Q�::1 u cr -4 'Y .••ti CA � 3 r ¢ PC y 09 PC U x PO.' N �' ¢ ¢ ¢ ? O - .. U o u a►�x , 3333 w CO) H N 0 as A a O ke ITEM CA-4 ECONOMIC SUMMARY: ARCH SOUTH KIRKLAND TOD 1. Applicant/Description: ARCH / New construction of 58 — 70 affordable rental units including 20% of units are for homeless/very low income households 2. Project Location: 10610 NE 38th Place, Kirkland 3. Financing Information: Funding Source Funding Amount Commitment ARCH $940,367 Applied for Fall 2011 King County $709,633 Committed Fall 2011 Commerce Trust Fund $2,000,000 Committed Fall 2011 Tax Credits $1 1,412,695 To be applied for in December 2011 Private Debt $ 2, 388, 647 To be applied for in 2012 TOTAL 17,451,342 4. Development Budget: ITEM TOTAL PER UNIT HTF Acquisition $11765,000 $25,214 Construction $12,826,735 $183,239 $940,367 Design $560,000 $8,000 Consultants $195,750 $2,796 Developer fee $870,000 $12,429 Finance costs $362,529 $5,179 Reserves $89,000 $1,271 Permits/Fees/Other $ 782, 328 $1 1,176 TOTAL $171451, 342 $ 249, 305 $940,367 5. Debt Service Coverage: Debt service payments will be finalized upon commitment. Basic terms will include a 50 year amortization, deferral of payments for a period of between 10 and 15 years, 1 % interest, and ability to request a deferral of annual payment to preserve economic integrity of property. 6. Security for City Funds: • A recorded covenant to ensure affordability and use for targeted population for 50 years. • A promissory note secured by a deed of trust. The promissory note will require repayment of the loan amount upon non-compliance with any of the loan conditions. 7. Rental Subsidy: 14 Section 8 Vouchers ITEM CA-4 ECONOMIC SUMMARY: COMMUNITY HOMES, INC. HOUSE 7 1. Applicant/Description: CHI / Acquisition/rehabilitation of single family home with 5 beds for very low income developmentally disabled adults. 2. Project Location: East King County I Ginann;nn Infnrmatinn- Funding Source Funding Amount Commitment ARCH $100,000 Applied for Fall 2011 King County $400,000 Committed Fall 2010 Commerce Trust Fund $ 284, 200 Committed Fall 2011 Owner Equity $16, 200 Committed TOTAL $ 800,400 d Mawnlnnmont Ri irinat- ITEM TOTAL PER BED HTF Acquisition $487,750 $97,550 $100,000 Construction $ 205, 500 $41,100 Design $9,000 $1,800 Consultants $9,450 $1,890 Developer fee $60,000 $12,000 Finance costs $0 $0 Reserves $10,700 $2,140 Permits/Fees/Other $18, 000 $ 3, 600 TOTAL $ 800,400 $160,080 $100,000 5. Debt Service Coverage: Secured grant, no repayment if in compliance. 6. Security for City Funds: • A recorded covenant to ensure affordability and use for targeted population for 50 years. • A promissory note secured by a deed of trust. The promissory note will require repayment of the loan amount upon non-compliance with any of the loan conditions. 7. Rental Subsidy: None ITEM CA-4 ECONOMIC SUMMARY: FRIENDS OF YOUTH — YOUTH HAVEN 1. Applicant/Description: FOY / Acquisition/new construction of group living facility with 10 beds for very low income youth ages 11 - 17 2. Project Location: 13116 NE 132nd Street, Kirkland I - Finnnninn Infnrmatinn- Funding Source Funding Amount Commitment ARCH $332,133 Applied for Fall 2011 King County $228,367 Committed Fall 2011 Commerce Trust Fund $496,000 Committed Fall 2011 From disposition of 2 properties $ 537,132 Committed Owner Equity $492,247 Committed 11 TOTAL $2,085,879 4 nP_vPlnnmPnt Ri Anp-t: ITEM TOTAL PER BED HTF Acquisition $706 000 $70 600 $332 ,133 Construction $978,369 $97,837 Design $91,000 $9,100 Consultants $14,000 $1,400 Developer fee $165,000 $16,500 Finance costs $ 9, 000 $ 900 Reserves $8,500 $850 Permits/Fees/Other $1 14,010 $11,401 TOTAL $2,085,879 $208,588 $332,133 5. Debt Service Coverage: Secured grant, no repayment if in compliance. 6. Security for City Funds: • A recorded covenant to ensure affordability and use for targeted population for 50 years. • A promissory note secured by a deed of trust. The promissory note will require repayment of the loan amount upon non-compliance with any of the loan conditions. 7. Rental Subsidy: None ITEM CA-4 ECONOMIC SUMMARY: SOPHIA WAY — SOPHIA'S PLACE 1. Applicant/Description: SW / 15 yr Lease/build out of church basement for shelter with 20 beds for single homeless women 2. Project Location: 3030 Bellevue Way, Bellevue (St. Luke's Lutheran Church) 3. Financing Information: Funding Source Funding Amount Commitment ARCH $ 250,000 Applied for Fall 2011 Jubilee Services $100,000 Committed Fall 2011 Pro Bono other work $23,000 Committed Fall 2011 Individual donations $100,000 2/3s committed Foundations $103,178 Applying 2011 TOTAL $576,178 4. Development Budget: ITEM TOTAL PER BED HTF Acquisition $100 $ 5 Construction $ 519, 278 $ 25,964 $ 228, 200 Design $20,000 $1,000 Consultants $8,000 $400 $5,000 Developer fee $ 6, 000 $ 300 $ 6,000 Finance costs $0 $0 Reserves $ 20, 000 $1, 000 $ 8, 000 Permits/Fees/Other $ 2, 800 $140 $ 2, 800 TOTAL $576,178 $28,809 $250,000 5. Debt Service Coverage: Secured grant, no repayment if in compliance. 6. Security for City Funds. • A recorded covenant to ensure affordability and use for targeted population for 50 years. • A promissory note secured by a deed of trust. The promissory note will require repayment of the loan amount upon non-compliance with any of the loan conditions in the first 15 years; thereafter, 1 /30 of the obligation will be forgiven for every year the project has been in service. 7. Rental Subsidy: None ITEM CA-4 ECONOMIC SUMMARY: LIHI DOWNTOWN BELLEVUE APARTMENTS 1. Applicant/Description: Downtown Bellevue / New construction of 56 affordable rental units (plus 1 unrestricted manager's unit) including 8 Project Based Section 8 Vouchers 2. Project Location: 204 1 1 1" Ave NE, Bellevue 3. Financing Information: Funding Source Funding Amount Commitment ARCH $1,000,000 Applied for Fall 2010 King County $2,289,752 $208,232 Committed in Fall 201 1; Apply in 2012 for remainder Tax Credits (9%) $10,044,076 Apply for in 2012 Conventional Loan $1, 220, 692 Apply for in 2012 LIHI Deferred Developer Fees $350,000 Committed TOTAL $14, 904, 5 20 4. Development Budget: ITEM TOTAL PER UNIT HTF Acquisition $2,2651000 $40,446 Construction $9,451,910 $168,784 $800,000 Design $ 700,000 $12, 500 $ 200,000 Consultants $280,000 $5,000 Developer fee $800,000 $14,286 Finance costs $644,414 $1 1,507 Reserves $235,950 $4,213 Permits/Fees/Other $ 5 2 7, 246 $ 9,415 TOTAL $14,904,520 $266,152 $1,000,000 5. Debt Service Coverage: Debt service payments will be finalized upon commitment. Basic terms will include a 50 year amortization, deferral of payments for a period of 10 years, 1 % interest, and ability to request a deferral of annual payment to preserve economic integrity of property. 6. Security for City Funds. • A recorded covenant to ensure affordability and use for targeted population for 50 years. • A promissory note secured by a deed of trust. The promissory note will require repayment of the loan amount upon non-compliance with any of the loan conditions. 7. Rental Subsidy: 8 Section 8 Vouchers ITEM CA-4 FIGURE 1 ARCH: EAST KING COUNTY TRUST FUND SUMMARY LIST OF PROJECTS FUNDED (1993 - Fall 2010) Pct of Total Distribution Project Location Owner Units/Beds Funding Allocation Target 1. Family Housin Andrews Heights Apartments Bellevue Imagine Housing 24 $400,000 Garden Grove Apartments Bellevue DASH 18 $180,000 Overlake Townhomes Bellevue Habitat of EKC 10 $120,000 Glendale Apartments Bellevue DASH 82 $300,000 Wildwood Apartments Bellevue DASH 36 $270,000 Somerset Gardents (Kona) Bellevue KC Housing Authority 198 $700,000 Pacific Inn Bellevue * Pacific Inn Assoc. * 118 $600,000 Eastwood Square Bellevue Park Villa LLC 48 $600,000 Chalet Apts Bellevue Imagine Housing 14 $163,333 St Margaret's Bellevue Imagine Housing 10 /11 $387,500 YWCA Family Apartments K.C. (Bellevue Sphere) YWCA 12 $100,000 Highland Gardens (Klahanie) K.C. (Issaquah Sphere) Imagine Housing 54 $291,281 Crestline Apartments K.C. (Kirkland Sphere) Shelter Resources 22 $195,000 Parkway Apartments Redmond KC Housing Authority 41 $100,000 Habitat - Patterson Redmond Habitat of EKC 24 $446,629 Avon Villa Mobile Home Park Redmond ** MHCP ** 93 $525,000 Terrace Hills Redmond Imagine Housing 18 $442,000 Village at Overlake Station Redmond ** KC Housing Authority ** 308 $1,645,375 Summerwood Redmond DASH 166 $1,187,265 Coal Creek Terrace Newcastle ** Habitat of EKC 12 $240,837 RoseCrest (Talus) Issaquah ** Imagine Housing 40 $918,846 Mine Hill Issaquah Imagine Housing 28 $450,000 Clark Street Issaquah Imagine Housing 30 $355,000 Lauren Heights (Iss Highlands) Issaquah ** Imagine Housing/SRI ** 45 $657,343 Habitat Issaquah Highlands Issaquah *** Habitat of EKC ** 10 $200,000 Issaquah Family Village I Issaquah *** YWCA ** 87 $4,382,584 Issaquah Family Village II Issaquah *** YWCA 47 $2,760,000 Greenbrier Family Apts Woodinville ** DASH ** 50 $286,892 Plum Court Kirkland DASH 61 /66 $1,000,000 Francis Village Kirkland Imagine Housing 15 $375,000 Kenmore Court Kenmore ** LIHI ** 33 $452,321 Homeowner Downpayment Loan Various KC/WSHFC/ARCH 87 est $615,000 SUB -TOTAL 1,841 $21,347,206 60.5% (56%) 2. Senior Housing - Cambridge Court Bellevue Resurrection Housing 20 $160,000 Ashwood Court Bellevue * DASH/Shelter Resources * 50 $1,070,000 Evergreen Court (Assisted Living) Bellevue DASH/Shelter Resources 64 /84 $2,480,000 Vasa Creek K.C. (Bellevue Sphere) Shelter Resources 50 $190,000 Riverside Landing Bothell ** Shelter Resources ** 50 $225,000 Kirkland Plaza Kirkland Imagine Housing 24 $610,000 Heron Landing Kenmore DASH/Shelter Resources 50 $65,000 Ellsworth House Apts Mercer Island Imagine Housing 59 $900,000 Greenbrier Sr Apts Woodinville ** DASH/Shelter Resources ** 50 $196,192 SUB -TOTAL 417 $5,896,192 16.7% (19%) ITEM CA-4 FIGURE 1 ARCH: EAST KING COUNTY TRUST FUND SUMMARY LIST OF PROJECTS FUNDED (1993 - Fall 2010) Pct of Total Distribution Project Location Owner Units/Beds Funding Allocation Target 3. Homeless/Transitional Housing Hopelink Place Bellevue ** Hopelink ** 20 $500,000 Chalet Bellevue Imagine Housing 4 $46,667 Kensington Square Bellevue Housing at Crossroads 6 $250,000 St Margarets Bellevue Imagine Housing 30 $1,162,500 Dixie Price Transitional Housing Redmond Hopelink 4 $71,750 Avondale Park Redmond Hopelink (EHA) 18 $280,000 Avondale Park Redevelopment Redmond ** Hopelink (EHA) ** 60 $1,502,469 Petter Court Kirkland KITH 4 $100,000 Francis Village Kirkland Imagine Housing 45 $1,125,000 Rose Crest (Talus) Issaquah ** Imagine Housing 10 $229,712 Lauren Heights (Iss Highlands) Issaquah *** SRI ** 5 $73,038 Issaquah Family Village I Issaquah *** YWCA ** 10 $503,745 SUB -TOTAL 198 $5,844,881 16.6% (13% 4. SDecial Needs Housing My Friends Place K.C. EDVP 6 Beds $65,000 Stillwater Redmond Eastside Mental Health 19 Beds $187,787 Foster Care Home Kirkland Friends of Youth 4 Beds $35,000 FOY New Ground Kirkland Friends of Youth 6 Units $250,000 DD Group Home 4 Redmond Community Living 5 Beds $111,261 DD Group Homes 5 & 6 Redmond/KC (Bothell) Community Living 10 Beds $250,000 United Cerebral Palsy Bellevue/Redmond UCP 9 Beds $25,000 DD Group Home Bellevue Residence East 5 Beds $40,000 AIDS Housing Bellvue/Kirkland Aids Housing of WA. 10 Units $130,000 Harrington House Bellevue AHA/CCS 8 Beds $290,209 DD Group Home 3 Bellevue Community Living 5 Beds $21,000 Parkview DD Condos III Bellevue Parkview 4 $200,000 IERR DD Home Issaquah IERR 6 Beds $50,209 FFC DD Homes NE KC FFC 8 Beds $300,000 Oxford House Bothell Oxford/Compass Ctr. 8 Beds $80,000 Parkview DD Homes VI Bothell/Bellevue Parkview 6 Beds $150,000 SUB -TOTAL 119 Beds/Units $2,185,466 6.2% (12%) TOTAL 2,575 $35,273,745 100.0% * Funded through Bellevue Downtown Program 10% ** Also, includes in -kind contributions (e.g. land, fee waivers, infrastructure improvements) *** Amount of Fee Waiver still to be finalized Medina City Council Regular Meeting ITEM CA-5 Monday March 12, 2012 AGENDA BILL Subject: 2012 Emergency Preparedness Committee Work Plan Category: 0 Consent El Ordinance ❑Public Hearing r_1 City Council Business ❑Resolution ❑Other —Discussion Prepared By: Chief Mark D. Thomas Summary: The Emergency Preparedness Committee serves to, "... provide education and assistance in emergency preparedness to community residents, and provide recommendations to the emergency operations manager and emergency preparedness officer on emergency planning and operations, and the identification and coordination of community emergency resources ..."(MMC 2.84.060). To help guide their activities to accomplish their mission, the Emergency Preparedness Committee approved the attached work plan for 2012, and it is being submitted for council consideration. Attachment(s): 1. 2012 Emergency Preparedness Committee Work Program Budget/Fiscal Impact: None Staff Recommendation: Approve City Manager Approval: Proposed Council Motion: Motion to approve the 2012 Medina Emergency Committee Work Plan. 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In the interest of limited revenues and budgets, the County solicited interest from the local agencies to participate in a shared project with the County for those services that each agency would desire. Since Medina's last aerial mapping was accomplished by the City of Bellevue in the late 1990's, and updated digital aerial photos and elevation contour information would be beneficial to the City, I indicated an interest to participate in the project on behalf of the City. Each agency was asked by the County to provide their list of aerial mapping data, extent of updated data desired, and to participate in the project as a joint partner without a firm commitment until actual costs were known following the bidding process. The Cities of Seattle, Bellevue, Kirkland, Mercer Island, Clyde Hill, and virtually all of the Cities in King County indicated a desire to participate. The County's Manager in conjunction with a technical committee comprised of local agency GIS mapping personnel prepared preliminary cost estimates based on each agencies desired mapping products, drafted project specifications, solicited bids, conducted selection interviews and background checks, and awarded the project to Mapcon Mapping, Inc. on February 21, 2012. Under the agreement, Medina will receive new digital image aerial base mapping, updated digital terrain model, and vector sets for impervious areas at a cost of $1,417. In order for the new updated information to be of value to the City, the data will need to be incorporated into the City's present Geographical Information System (GIS) by a mapping consultant. Since prior mapping was accomplished for the Medina storm drainage system in 2008- 2009 by a professional services agreement with Anne Skoog, GIS Specialist (paid for by Department of Ecology NPDES II Stormwater grant funds), and since Ecology.grant funds are available for this effort as well, use of the same mapping consultant to incorporate the data into current data set was determined to be most advantageous and economical to the City. The Agreement For Professional Services by Anne Skoog that was approved in 2008 is attached with the added scope of services highlighted in Red. The scope of the these added services includes integration of the new aerial mapping data into the City's current GIS, set up of the City computer system for map reproduction, plotter procurement, staff training, and added services to departments when requested. The estimate for the added professional services is $12,000. The plotter is estimated to cost $7,000 to be paid for by reimbursement from the DOE Grant. Attachment(s): 1. 2012 Regional Aerial Mapping Funding Agreement 2. GIS Consultant Agreement for Professional Services $1,417 plus GIS Consultant Services and software and —Budget/Fiscal Impact: hardware costs funded by Ecology Stormwater Grant funds Approve the 2012 Regional Aerial Mapping Funding Agreement and GIS Consultant Added Scope of Services Staff Recommendation: AgXeerAent. City Manager Approval: Made 16 approve 2012 Regional Aerial Mapping Funding Agreement and GIS Consultant Added Scope of Services Proposed Council Motion: A reement and Authorize City Manager to sign agreements. ITEM CA-6 2012 Regional Aerial Mapping Funding Agreement This Funding Agreement (Agreement) is entered into by and among: the City of Algona, the City of Auburn, the City of Bainbridge Island, the Bainbridge Island Fire Department, the Bainbridge Island Land Trust, the Bainbridge Island Metro Park and Recreation District, the City of Bellevue, the City of Bothell, the City of Bremerton, the City of Burien, the City of Clyde Hill, the City of Covington, the Covington Water District, the City of Des Moines, the City of Enumclaw, the City of Federal Way, the City of Issaquah, the King County Water District 125, the City of Kenmore, the County of King, the City of Kirkland, the County of Kitsap, the Kitsap Public Utility District, the Lakehaven Utility District, the City of Lynnwood, the City of Maple Valley, the City of Medina, the City of Mercer Island, the Midway Sewer District, the Muckleshoot Tribe, the City of Newcastle, the City of Normandy Park, the North Kitsap Fire and Rescue, the City of Pacific, the Port of Seattle, the City of Poulsbo, , the City of Redmond, the City of Renton, the City of Sammamish, the City of SeaTac, the City of Seattle, the City of Shoreline, the S' Klallam Tribe, the City of Snoqualmie, the Suquamish Tribe, the City of Tukwila, the United States Geological Survey, the Valley View Sewer District, the West Sound Utility District, the City of Woodinville, the Town of Yarrow Point, and other counties, cities and governmental service agencies that later join (hereinafter "Party" or Parties"). RECITALS WHEREAS, the Parties to this Agreement consist of a consortium of local governmental entities, including counties, cities, and governmental services agencies; and WHEREAS, this funding agreement is authorized by chapter 39.34 RCW, the Interlocal Cooperation Act, which allows local governmental entities to make efficient use of their resources by cooperating with each other on a basis of mutual advantage to meet the needs of local communities; and WHEREAS, the purpose of this Agreement is to permit the Parties to cooperate on the funding of a 2012 Regional Aerial Mapping Project (Project); and WHEREAS, the Project will utilize vendor services for the production of orthoimagery and related aerial mapping, and include a structure for funding, governance, technical and administrative management, and quality control/quality assurance (QC/QA) of deliverables from the selected vendor (Vendor); and WHEREAS, agencies throughout the Pacific Northwest region regularly engage in joint operations and provide mutual assistance through effective interagency cooperation. Jointly funding the Project will optimize the agencies' powers and resources, and ensure a standardized product for all participants; and Regionallmagery2012_Funding—Final_2_Medina.docx ITEM CA-6 2 WHEREAS, this Agreement will provide substantial benefit to the citizens of the participating governmental agencies; NOW THEREFORE, it is hereby agreed and covenanted among the undersigned as follows: I. PROJECT DESCRIPTION All Project details, technical specifications, and deliverable descriptions will appear in the Statement of Work (SOW) to be developed for inclusion in the Invitation to Bid (ITB). Bid submittals will be reviewed, including reference checks. Any bid failing to meet all requirements of the SOW will be rejected. All other bids will be considered accepted and will be ranked based on price. The lowest priced, accepted bid that fully meets all requirements of the SOW will constitute the contract between King County (as representative of the signatories of this Agreement), and the Vendor. The primary Project goal (Standard Deliverables) is 3-inch, 6-inch, and 12-inch resolution orthoimagery, both natural color and near infrared, as well as stereo models, and supporting data. Project costs are shared where Areas of Interest (AOIs) overlap, in turn reducing each Party' s financial commitment. A secondary Project goal (Supplemental Deliverables) is ancillary datasets such as transportation impervious, structure rooflines, other impervious surfaces, and detailed contours derived from the Standard Deliverables. These costs will be paid solely by those Parties providing an AOI for these products, discounted for any savings from overlap among the AOIs. II, PROJECT MANAGER 1. King County shall appoint a King County Project Manager (PM) to manage the Vendor contract on a day-to-day basis. The PM shall report to and make recommendations to the Project Steering Committee (PSC) on the matters described in Section III.2 below, and shall be readily accessible via phone and e-mail by all Parties. The PM shall remain an employee of King County at all times, and King County shall retain the right and duty to supervise the PM at all times. King County will assume all personnel costs associated with project management for the Project. 2. The duties of the PM shall include: a. Form subcommittees and workgroups as needed by the Project, and as directed by the PSC, including a Technical Work Group (TWG). b. In consultation with the TWG, work with, as necessary and as available, supplemental personnel resources as described in Section V. c. Prepare a cost -allocation model for review and acceptance by the PSC. Upon acceptance, populate the model with required data to provide each Party with accurate cost estimates, and a final cost once a bid has been accepted. Regionallmagery20 l 2_Funding_Final_2_Medina.docx ITEM CA-6 3 d. Coordinate with King County Procurement to incorporate the SOW into an ITB; advertise the ITB; address any bid addendums; and evaluate, rank, and summarize bid submittals for review by the TWG and the PSC. e. Prepare written justification for all bids that are rejected. f. Manage the Vendor contract on a day-to-day basis and provide direction and guidance to the Vendor as requested by the PSC. g. Report to the PSC and the TWG frequently on the Vendor's progress. h. Account for delivery of all Standard and Supplemental Deliverables, including a defined, but limited, quality check, and coordinate the more detailed QC/QA reviews to be performed by the TWG. i. Submit Vendor change order requests to the TWG and the PSC for evaluation and determination of response. j . Submit Vendor invoices to the PSC and direct payment of such invoices by the Fiscal Agent upon approval of the invoice by the PSC. 3. The PM will provide staff support for and participate in PSC meetings, but shall not be a voting member of the PSC. III. PROJECT STEERING COMMITTEE 1. A Project Steering Committee (PSC) shall be formed and shall consist of one voting representative from each Party that is a signatory to this Agreement. The TWG will provide one voting representative to the PSC. The PM, as a non -voting member of the PSC, will provide coordination among the PSC, the TWG, and the Vendor. The King County GIS Manager, as the King County representative, will serve as the Chair of the PSC. 2. The PSC shall direct the PM on all substantive decisions concerning the work and shall review and take final action on the following specific items: a. Approve the Project methodology and calculations for cost allocation developed by the PM. b. Approve the SOW jointly developed by the TWG and the PM prior to issuance of the ITB. The SOW will include a schedule for completion of the entire Project. c. Review and approve joint recommendations by the PM and the TWG on the lowest -cost bid submittal that meets all requirements of the SOW. d. Determine a contingency percentage to be applied to the cost allocation model in addition to the Vendor contract price as set forth in Section VII.2. e. Receive reports from the PM for management of the Vendor contract and deliverables. f. Approve the Quality Control/Quality Assurance (QC/QA) Plan developed jointly by the PM and the TWG. Review and approve Regionallmagery20 l 2_Funding_Final_2_Medina.docx ITEM CA-6 4 QC/QA results developed and submitted jointly by the PM and the TWG, including rejected deliverables and a timeline for redelivery. g. Evaluate and provide direction to the PM regarding change order requests whether initiated by the Vendor or by a member or members of the PSC. h. Authorize Vendor payments as submitted by the PM. i. Develop administrative policies necessary for proper functioning of the PSC, and provide direction for the TWG and other ad hoc groups as may be necessary. 3. Each representative of the PSC may appoint an alternate representative who shall be empowered to act on behalf of the primary representative. 4. The PSC will make decisions by consensus. However, if consensus cannot be reached, any PSC member may call for a vote. Matters must be approved either by a simple majority of all members present at a meeting, or if the matter is proposed by email in accordance with Section III.5, by a simple majority of the PSC members. 5. Meetings of the PSC shall be held on an as -needed basis. Meetings may be scheduled at the request of the Chair of the PSC, the PM, or by a majority of the PSC members. The Chair shall be responsible for the logistics of scheduling PSC meetings. Attendance may be in person or via teleconferencing. When required, voting by email will be acceptable. IV. TECHNICAL WORK GROUP 1. The responsibilities of the Technical Work Group (TWG) shall include: a. Create a SOW for the Project and submit the SOW to the PSC for its approval. b. Review bid(s) ranked by the PM and provide a recommendation to the PSC on ranked bid(s), if any. c. Perform necessary QC/QA for Project deliverables and report results to the PM for communication to the Vendor. d. Execute any other tasks as may be required by the PSC. 2. The TWG will provide one voting representative to the PSC. 3. The TWG shall consist of one voting representative from each Party that is a signatory to this Agreement. A Party's PSC representative may also represent the Party on the TWG. 4. The TWG will make decisions by consensus. However, if consensus cannot be reached, any TWG member may call for a vote. Matters must be approved either by a simple majority of all members present at a meeting, or if the Regionallmagery2012_Funding_Final_2_Medina.docx ITEM CA-6 matter is proposed by email in accordance with Section IV.5, by a simple majority of the TWG members. 5. Meetings of the TWG shall be held on an as -needed basis. Meetings may be scheduled at the request of the chair of the PSC, the PM, or by a majority of the TWG members. The PM shall be responsible for the logistics of scheduling TWG meetings. Attendance may be in person or via teleconferencing. When required, voting by email will be acceptable. V. SUPPLEMENTAL RESOURCES 1. The PM, in consultation with the TWG, may work with, as necessary and as available, supplemental resources with demonstrated technical expertise related to the project. Contemplated supplemental resources include a registered photogrammetrist (or equivalent expertise); and supplemental project management with proven production and regional project experience. 2. Supplemental resources, when provided, will be beneficial to the project participants. All project costs associated with a registered photogrammetrist (or equivalent expertise) shall be borne by King County; and all supplemental project management costs shall be borne by the Party providing the support. VI. FISCAL AGENT 1. King County, acting as fiscal agent for the Project, shall: a. Enter into a Vendor contract. b. Validate the cost for each Party. c. Invoice each Party in accordance with this Agreement. d. Maintain Project funds in the King County Imagery Reserve, a separate, non -interest -bearing fund managed by King County GIS Fund 5481, to be disbursed as provided in this Agreement. e. Pay Vendor invoices approved by the PSC. f. Refund excess funds, if necessary. 2. King County shall perform and maintain an accounting of payments received from all Parties including: billings received from the Vendor, payments made to the Vendor, and unspent funds. King County shall provide a statement of this accounting to all Parties in email or writing quarterly or upon written (including e-mail) request. 3. Upon receipt of a notice of any record keeping dispute, King County shall notify all Parties and meet jointly with all interested PSC members within two (2) weeks to resolve any record keeping dispute. Regionallmagery20 l 2_Funding_Final_2_Medina.docx ITEM CA-6 6 VII, CONTRIBUTIONS BY PARTIES 1. By executing Counterparts, Section XIX of this Agreement, each Party agrees to pay its required monetary contribution, as stated on the signature page, for all Standard and Supplemental Deliverables for its AOI. 2. The actual contribution for each Party (exclusive of grant funds) shall be calculated once the Vendor contract price is set, using the cost allocation model set forth below, which will include a contingency percentage to be determined by the PSC. Cost allocation model for Standard Deliverables (imagery and supporting data): Each Party's funding commitment will be factored as the cost per full 3000-ft x 3000-ft the (Tile) that intersects its AOI, discounting for significant areas of water. For Tiles where AOIs overlap, the cost will be prorated equally among the affected Parties. Cost allocation model for Supplemental Deliverables: Each Party's commitment will be factored as the deliverable unit cost times the area of the Party's AOI for that deliverable. Where AOIs overlap for the same deliverable, the cost will be prorated equally among the affected Parties. It is the sole responsibility of any affected Party to define the SOW requirements for its Supplemental Deliverables and to pay full costs, if not prorated with another Party. 3. By signing this Agreement, each Party commits to paying its full contribution to the King County Imagery Reserve Fund by 4 p.m., February 29, 2012. Any qualifications to this commitment will be stated in Counterparts, Section XIX, for that Party. An invoice will be generated for each Party. 4. All payments to the King County Imagery Reserve Fund shall be made by check payable to King County Finance, and sent to King County GIS, 201 S Jackson St, Suite 706, Seattle, WA 98104, Attn: Katy Cressey. 5. By signing this Agreement each Party is committing to license the primary Standard Deliverables (orthoimagery and supporting data) for its AOI resulting from this Project. Default licensing terms will apply unless Party - specific licensing terms are included in the SOW. Each Party requiring licensing language different than the default will provide such language for inclusion in the SOW. In contrast, Supplemental Deliverables will be purchased (owned outright) by each Party committing to this Agreement. 6. Except for a contingency amount, as determined by the PSC, King County shall not collect funds in excess of the Vendor contract price unless the contract price has been amended with a PSC-approved change order. All funds collected by King County shall be used solely to pay the Vendor for work completed under the Vendor contract. King County shall not collect, receive or retain any of these funds for project management, administrative fees, or other actions it performs under this Agreement. Should there be an excess of funds, King County will refund any excess if greater than $10, and if Regionallmagery20l 2_Funding_Final_2_Medina.docx ITEM CA-6 the affected Party specifically requests the refund. Any excess not refunded shall remain in the Imagery Reserve Fund for use in subsequent regional imagery acquisitions, until this Agreement (or as amended) expires, at which time all remaining funds will be refunded to the affected Parties. 7. If a Party's contribution is made up in whole or in part of grant funds, the Party agrees to provide King County with a copy of the contract between itself and the grant funding agency in order to assist King County and the PSC in complying with the requirements of any such grant. The grant contract shall be provided as soon as possible after committing to this Agreement, and no later than when the Party deposits its funds with King County. 8. In addition to the fiscal commitment for funding the Standard Deliverables and optional Supplemental Deliverables, Parties may, but are not required to, contribute as follows: a. Participate as a member or alternate to the PSC. b. Participate as a member of the TWG or other committee. This may include assisting in establishing ground control, developing specifications for Supplemental Deliverables required by the Party, and developing QC/QA procedures for Standard and Supplemental Deliverables required by the Party. c. Perform all detailed QC/QA of Standard and Supplemental Deliverables (if any) for its AOI using a TWG-defined plan and schedule. (The PM will perform limited, baseline assessment of the Standard Deliverables only). VHL ADDITION OF PARTIES 1. An entity may be added to this Agreement as long as the entity signs this Agreement by 4 p.m. December 2, 2011, or by 4 p.m. on the fourteenth (14th) day after the PSC selects a winning bidder, if after December 2nd, 2011. 2. A Party added to this Agreement shall make full payment to the King County Imagery Reserve Fund by 4 p.m. February 29, 2012. A Party may contribute its share from its budget for either FY 2011 or FY 2012. 3. Any entity who wishes to participate in the Agreement after the date established in VIII.1 may become a Party by contributing the required funds to the King County Image Reserve Fund. This contribution will be the full cost (not prorated if shared by other Parties) of a Tile, if a Standard Deliverable, or the applied unit cost, if a Supplemental Deliverable. Any funds due to a Party, whose cost would have otherwise been prorated due to the additional Party, will be managed per Section VII.6. IX, INDEPENDENT CONTRACTOR Regionallmagery20l 2_Funding_Final_2_Medina.docx ITEM CA-6 s The services provided by King County under this Agreement are those of an independent contractor. Employees of King County are and will remain employees of King County. Employees of the other Parties are and will remain employees of their respective Parties. Nothing in this Agreement shall be construed to render the Parties partners or joint venturers. X. INDEMNIFICATION Each Party shall defend, protect and hold harmless the other Parties from and against all claims, suits and/or other actions arising from any negligent or intentional act or omission of that Party's employees, agents and/or authorized subcontractor(s) while performing this Agreement. XI. AMENDMENT The Parties may amend this Agreement. Such amendments shall not be binding unless in writing and signed by personnel authorized to bind each of the Parties. XH. CHOICE OF LAW AND VENUE This Agreement shall be governed by the laws of the State of Washington, both as to interpretation and performance. Any action at law, suit in equity or other judicial proceeding for the enforcement of this Agreement shall be instituted only in a court of competent jurisdiction in King County. XIII. INTEGRATION CLAUSE This instrument embodies the entire agreement of the Parties with respect to funding of the Vendor contract. There are no promises, terms, conditions or obligations other than those contained in this Agreement. This Agreement supersedes all previous communications, representations or agreements, either oral or written, between any Party and King County. XIV. TERMINATION CLAUSE In the event that King County decides not to hire a Vendor, this Agreement will terminate and all Parties will receive a full refund of their contributed funds. XV. NO ASSIGNMENT The Parties shall not subcontract, assign, or delegate any of their rights, duties or obligations under this Agreement without the express prior written approval of King County. Regionallmagery20 l 2_Funding_Final_2_Medina.docx ITEM CA-6 9 XVI. DISPUTES In the event that a dispute arises under this Agreement, the Parties shall endeavor to resolve the dispute in an amicable manner by direct discussions. The Parties may elevate the dispute to the PSC for resolution. If not resolved by the PSC by mutual agreement, then the Parties may engage in alternative dispute resolution by mutual agreement. No party waives its rights to seek legal remedy in the jurisdiction and venue stated in Section XII. XV H, NOTICES All notices and other communications shall be given to the PM and all notices and other communications to the other Parties shall be given to the PSC member for each Party. Notices shall be given in writing and shall be sufficiently given and shall be deemed given three (3) calendar days after the date by which the same has been (a) mailed by certified mail, return receipt requested, postage prepaid, to the mailing address shown adjacent to the signatures of the Party to whom it is addressed or (b) sent by email, with adequate proof of receipt retained by the sender, to the email address shown adjacent to the signatures of the Party to whom it is addressed. Any of the Parties may, by notice to all other Parties, designate any further or different addresses to which subsequent notices or other communications shall be sent. XVHL EFFECTIVE DATE; TERM Notwithstanding when this Agreement is signed, this Agreement shall take effect following its execution by each Party and shall expire at the end of 2014 unless terminated sooner. This Agreement may be amended to allow it to be used for subsequent coordinated data collection efforts, including, but not limited to, future orthoimagery acquisitions. RegionaUmagery20l 2_Funding_Final_2_Medina.docx ITEM CA-6 10 XIX. COUNTERPARTS This Agreement may be signed in several counterparts, each of which shall be an original, but all of which together shall constitute the same instrument. The Funding Commitment information from each Party will be summarized in a report distributed to all members of the PSC. Name of Party 1. Funding 2. Funding Funding Commitment: Commitment: Commitment: Standard Supplemental TOTAL Deliverables Deliverables (imagery) City of Medina $356.07 $1,061.24 $1,417.31 Note: Item 1 cost includes contingency (15% applied to base imagery base cost only) and applicable tax (9.5% applied to base imagery base cost only) Item 2 total includes contingency (15% applied to supplemental base cost only) and applicable tax (9.5% applied to supplemental base cost only) Funding Commitment TOTAL is the sum of Item 1 and Item 2 RegionMftagery20l 2_Funding_Final_2_Medina.docx ITEM CA-6 11 Approved as to Form Only: Party By Name Name Title Title Address Address Date Date Project Steering Committee Representative: Name E-Mail Phone Regionallmagery2012_Funding_Final_2_Medina.docx ITEM CA-6 CITY OF MEDINA P.O. Box 144 501 Evergreen Point Road, Medina, WA 98039 (425) 233-6439 jwillis@medina-wa.gov AGREEMENT FOR PROFESSIONAL SERVICES DATE: December 15, 2011 BETWEEN: Anne Skoog (Consultant) AND: City of Medina FOR: GIS Mapping and AutoCAD Design Services CITY REPRESENTATIVE Administration of this contract shall be by the City Director of Public Works. SCOPE Anne Skoog (Consultant) agrees to provide professional services that include: ■ Consultation/client communication necessary for understanding the project scope, schedule, and deliverables for requested services. ■ Collection of data for mapping of the City storm drainage system including GPS positions of system features (utilizing City equipment), coding of attributes, field observations of features and documentation inventory, data processing, spreadsheet preparation, tranfering data to AutoCAD and ArcView programs for incorporation into the existing City GIS mapping layers, set up plotting for maps of the system. ■ Integration of all King County DEM and Orthophotography into the current data set. ■ Create maintenance and operations protocol and procedures for City staff use in ongoing operations and maintenance activities. ■ Provide training for City staff to maintain and produce usable maps. • Install Arcview onto computers as needed for use by City Staff to allow access to data sets and information that is needed. ■ Install and help procure a large scale plotter for the City Engineer, as per his request and assess specific requirements needed by the City. ■ Under the direction of the City Engineer/Public Works Director, prepare drawings, layouts, and other materials associated with Capital Project designs, incorporating existing topography, field locations of utilities, and roadway features into AutoCAD base maps for preliminary engineering design prepared by the City Engineer, drafting of designs provided by the engineer, and incorporation into final project contract documents for bidding and construction. The Consultant will not be responsible for any latent defect in the project design provided by the engineer. ■ Provide other City Departments with necessary maps and data, to be billed out on an 'as needed basis, and only at that departments requests. The scope of work for each additional project shall be decided upon by that specific department and an hourly rate shall be charged accordingly for the project. SCHEDULE The Consultant will make every effort to meet the client's schedule, but is not responsible for delays, or any costs associated with delays, that occur due to failure of third party's commitments or any other cause beyond Consutlant's control. ITEM CA-6 BUDGET Consultant agrees to work within the clients' approved budget to provide the agreed services and product deliverables. Estimated fees and schedules shall be provided for the established scope of work prior to initiation of the work. PURCHASING Any purchases of materials or equipment required to accomplish the scope of work that are deemed necessary by the City may be procured by the City and shall not be included in the consultant's invoices or compensation. FEES Fees for services rendered shall be on a time and materials basis. Following is a breakdown of hourly fees. GIS Specialist $ 60.00 / hour Field Data Surveyor $ 50,00 / hour Senior design/drafter $ 60.00 / hour Administrative $ 30.00/ hour Reimbursable expenses not included in the above estimate include presentation and production materials, travel expenses, long distance phone charges, and mailing costs may be billed at cost plus 10%. The billing cycle shall be monthly with timesheets available on request. Invoices will be paid within 30 days. Balances unpaid after 30 days may be subject to an interest charge of 6% per month. COPYRIGHT Data, documents, maps, drawings, and design concepts developed in the course of the work shall remain the property of the City of Medina. Consultant may retain the right to use the project and sample drawings in its portfolio provided the City is held harmless from any and all liability for the use thereof. RETAINER No retainer is required for this continuation of contract. GENERAL TERMS AND CONDITIONS See attached "General Contract Terms and Conditions". AUTHORIZATION: CONSULTANT Date CITY OF MEDINA Donna Hanson, City Manager Date Medina City Council Regular Meeting ITEM CA-7 Monday, March 12, 2012 AGENDA BILL Subject: King County Flood Control District Interlocal Agreement Category: X Consent F-1 Ordinance ❑ Public Hearing [:] City Council Business [:] Resolution ❑ Other —Discussion Prepared By: Joe Willis Sr., Director of Public Works Summary: The Public Works Director submitted an application for King County Sub -regional Opportunity Funding in December of 2008 for the installation of outlet control improvements for the Medina Park stormwater ponds to allow for greater stormwater runoff storage with metered discharge to match the downstream channel capacity, thus limit downstream flooding. This project was coupled with the Medina Park Stormwater Ponds Water Treatment Project in 2009. The flow control project was approved for grant funding by the County Board of Supervisors in 2009, but the allocated funds were not sufficient to complete the entire flow control and pond water quality improvements in 2009. Since that time, Medina's share of District funds increased to $142,717 eligible funding. A request for utilization of the prior years and 2012 year funding allocations was submitted to the Board and approved on December 13, 2011. The attached Interlocal Cooperation Agreement includes the original 2008 project application and terms of the agreement to complete the project within two years of starting the work. The eligible $142,717 will be utilized in concert with $25,168 King County Conservation District funds to provide for water quality sampling, analysis of low cost treatment options, implementation of the low cost treatment, and drainage basin management strategy for public education to achieve long term water quality in the ponds. Attachment(s1: 1. Interlocal Cooperation Agreement Between King County Flood Control Zone District and The City of Medina for Opportunity Fund Projects Budget/Fiscal Impact: $ 142,717 Approve the Interlocal Agreement and Authorize the City Staff Recommendation: Ma ag@r to Sign the Agreement. City Manager Approval: U44-- M tion to Approve the Interlocal Cooperation Agreement Between King County Flood Control Zone District and The City of Medina for Opportunity Fund Projects and Authorize Proposed Council Motion: the City Manager to Sign the Agreement. ITEM CA-7 INTERLOCAL COOPERATION AGREEMENT BETWEEN THE KING COUNTY FLOOD CONTROL ZONE DISTRICT AND THE CITY OF MEDINA FOR OPPORTUNITY FUND PROJECTS THIS INTERLOCAL COOPERATION AGREEMENT is entered into between the CITY OF MEDINA, a municipal corporation of the State of Washington ("City"), and the KING COUNTY FLOOD CONTROL ZONE DISTRICT, a quasi municipal corporation of the State of Washington ("District") ("Parties" or when singular "Party"), and shall be effective upon execution by the Municipality and the District. Article I. Recitals. In April 2007, the King County Council, as authorized by chapter 86.15 RCW, created the District as a quasi -municipal corporation. The King County Council members ex officio constitute the Board of Supervisors of the District, the governing body of the District. In Resolution FCZD 2008-15.2, the Board of Supervisors approved the District's 2009 budget and annual work program, and allocated 10 percent of the District's annual property tax revenues for a sub -regional opportunity fund to be used by King County municipalities . The Board of Supervisors further determined that eligibility of projects for opportunity funds be based on consistency with chapter 86.15 RCW; provided that expenditures under RCW 86.15.035 and RCW 39.34.190 for salmonid habitat protection be linked to the construction of a flood or stormwater project. The Board of Supervisors also allocated the opportunity funds to a municipality based on that municipality's proportional contribution to the overall King County assessed valuation, as collected. ITEM CA-7 In Resolution FCZD 2009-01.1, the Board of Supervisors included the projects and activities described in Attachment A to this Agreement in an amendment to the District's annual budget and work program for the year 2009. The Board of Supervisors desires to have the City implement its approved opportunity fund projects and activities for the years 2008 and 2009, as well as the projects and activities that are approved for the City in subsequent District annual budgets and work programs. The City desires to implement such projects and activities, and to receive opportunity funds to finance in whole or in part such projects and activities. The City and the District are authorized to enter into this Agreement pursuant to Chapter 39.34 RCW (the Interlocal Cooperation Act), and agree as follows: Article II. Definitions. 2.1 Eligibility Criteria. The term "Eligibility Criteria" means one of the two following criteria that Projects shall meet to qualify for Opportunity Funds: 2.1.1. Under RCW 86.15.110, Opportunity Funds may be expended for either flood control improvements or stormwater control improvements that are extended, enlarged, acquired or constructed, provided that the City has developed a comprehensive plan of development for flood control or for stormwater control, respectively, and the improvement contributes to the objectives of the plan. For flood control improvements, such plan shall be submitted to and approved by the Department of Ecology. In addition, for newly constructed improvements, the City shall develop preliminary engineering studies and plans, and such plans and studies shall be filed with the District's engineer. For all projects, the City shall provide cost estimates and underlying data and shall describe the benefit provided by the improvement. -2- ITEM CA-7 2.1.2. Pursuant to the criteria in RCW 86.15.035 and RCW 39.34.190, as modified by Resolution FCZD 2008-15.2, District funds may be expended for cooperative watershed management actions, including watershed management partnerships and other intergovernmental agreements, for the purposes of water supply, water quality, and water resource and habitat protection and management, provided that Opportunity Funds expended for salmon habitat protection shall be linked to the construction of a flood or stormwater project, and provided further that all such funds shall be used for the implementation of watershed management plans, including but not limited to the following: a. Watershed plans developed under chapter 90.82 RCW; b. Salmon recovery plans developed under chapter 77.85 RCW; c. Watershed management elements of comprehensive land use plans developed under the growth management act, chapter 36.70A RCW; d. Watershed management elements of shoreline master programs developed under the shoreline management act, chapter 90.58 RCW; e. Nonpoint pollution action plans developed under the Puget Sound water quality management planning authorities of chapter 90.71 RCW and chapter 400-12 WAC; f. Other comprehensive management plans addressing watershed health at a WRIA level or sub-WRIA basin drainage level; g. Coordinated water system plans under chapter 70.116 RCW and similar regional plans for water supply; and h. Any combination of the foregoing plans in an integrated watershed management plan. The authority to use funds for implementation of these plans is broadly construed to include: 1. Coordination and oversight of watershed management plan implementation, including funding a watershed management partnership for this purpose; 2. Technical support, monitoring, and data collection and analysis; 3. Design, development, construction, and operation of projects included in the plan; and 4. Conducting activities and programs included as elements in the plan. -3- ITEM CA-7 2.2 Project. The term "Project" or "Projects" means specific projects or activities that meet the Eligibility Criteria of this Agreement, are approved by the Board of Supervisors in a resolution approving the annual budget and work program, or amendment thereto, and are described in an attachment to this Agreement that is approved pursuant to this Agreement. 2.3 Opportunity Funds. The term "Opportunity Funds" means the funds made available by the Board of Supervisors to the municipalities within King County for implementation of Projects. For each of the years 2008 and 2009, these funds represent 10 percent of property tax revenues collected for each of those years, and are available to individual municipalities based on the proportional amount that municipality's assessed valuation as collected (as determined by the King County Assessor's office) bears to the entire amount of assessed valuation in all of King County (as determined by the King County Assessor's office). For the years after 2009, this term means District funds that are designated as "Opportunity Funds" by the Board of Supervisors in either a resolution approving the District's annual budget and work program or a separate resolution. 2.4 Service Provider. The term "Service Provider" means the Water and Land Resources Division of the King County Department of Natural Resources and Parks. Article III. Duration of Agreement --Survival of Agreement. This Agreement shall be effective upon execution by both Parties, and shall remain in effect until terminated by one or both of the Parties. Either Party may terminate this Agreement by providing written notice of termination to the other Party no less than sixty (60) days prior to the effective date of termination. This Agreement also may be terminated -4- ITEM CA-7 upon mutual agreement of the Parties expressed in writing. Sections 4.2, 5.2, 5.3, 5.4, 5.51 6.3, 6.4 and 6.5 and Article VH shall survive any termination of this Agreement. Article IV. Conditions of Agreement. 4.1 Project Descriptions. The initial approved Projects are described in Attachment A, which is incorporated by reference. Subsequent approved Projects shall be described in new Attachments to this Agreement that are approved through the amendment process of Section 7.2.2, which Attachments shall be incorporated by reference into this Agreement. 4.2 Use of Funds. The City shall use Opportunity Funds distributed pursuant to this Agreement only for expenses related to the Projects. Article V. Responsibilities of City. 5.1 Project Application and Description. The City may submit an application for distribution of Opportunity Funds within a period of time designated by the Service Provider and on a form approved by the Service Provider. As part of the application to receive Opportunity Funds, the City shall submit to the Service Provider the following information for each proposed Project: 5.1.1. Name of proposed project or activity; 5.1.2. Description of the flooding, stormwater, or watershed management problem to be addressed (one to two paragraphs); 5.1.3. Description of how the proposed project or activity will address the problem (one to two paragraphs); 5.1.4. Type of project or activity (e.g., feasibility study, design, construction, acquisition, programmatic activities, etc.); -5- ITEM CA-7 5.1.5. Description of how the project or activity satisfies the "Eligibility Criteria," as defined in this Agreement; 5.1.6. Identification of the plan (flood control, stormwater control, or watershed management) that includes the Project; studies; and 5.1.7. Product/deliverable and, for constructed Projects, design plans or 5.1.8. Schedule, milestones, costs and budget for each Project, consistent with the requirements of this Agreement. The schedule for a Project shall provide for the expenditure of Opportunity Funds within two years after the commencement date of the Project. The City shall submit a request for distribution of Opportunity Funds after an actual expenditure is incurred for the Project, provided that the City may request distribution of up to lO percent of Opportunity Funds for a Project upon approval of a Project by the Board of Supervisors. After approval of the Project by the Board of Supervisors, the application form, as approved by the Board of Supervisors, shall become an attachment to this Agreement through the amendment process in Section 7.2.2. 5.2 City Obligations for Projects. The City shall implement the Project as described and provided for in the approved attachment to this Agreement. Upon receipt, the City shall deposit Opportunity Funds in a separate account, which shall accrue interest at the rate earned by the City on its investments. To request a distribution of Opportunity Funds, the City shall submit to the Service Provider such information and proof of expenditure as requested by the Service Provider. ITEM CA-7 5.3. Projects Seeking Opportunity Funds Beyond Current Appropriation Year. The City may request distribution of Opportunity Funds beyond the appropriation year for the District's budget and annual work program, provided that District approval of such distribution of Opportunity Funds shall not be construed as nor constitute a District obligation or commitment to appropriate Opportunity Funds for the Project beyond the approved appropriation year. The District shall have no obligation to provide Opportunity Funds beyond the appropriation year for the District's budget and annual work program, provided that the District shall distribute to the City after such appropriation year any Opportunity Funds that were allocated to the City in such appropriation year and in previous years and that have not been distributed to the City. 5.4 Reporting. 5.4.1. Until the Project is completed or all Opportunity Funds for a Project have been spent, the City shall provide semi-annually to the Service Provider brief written reports describing the progress on and status of the Project and any other relevant information that the Service Provider may request to determine compliance with this Agreement. 5.4.2. Upon completion of a Project, or upon expenditure of all of the Opportunity Funds for the Project, whichever occurs first, the City shall submit a final report to the Service Provider within 90 days of such completion or expenditure. The final report shall contain a summary of all Project expenditures, copies of invoices if requested by the Service Provider, a description of the Project status and accomplishments, and other relevant information requested by the Service Provider to verify compliance with this Agreement. The final report also shall contain a certification that all Opportunity Funds ITEM CA-7 provided to the City were expended solely on the Project in accordance with this Agreement and the Project approval. If a Project is not completed prior to termination of this Agreement, a report as described in this Section shall be provided to the Service Provider within 90 days of such termination. All records relating to a Project shall be retained by the City for a minimum of seven years, unless required by law to be retained for a longer period, in which case the longer period shall apply. 5.5 City obligations upon Project completion or termination. As consideration for receipt Opportunity Funds to implement the Project, the City agrees that: 5.5.1. If the Project involves developing a report or study, undertaking a study or collecting data, or producing written or electronic materials of any kind, copies of all such materials shall be provided upon request to the District or the Service Provider; and 5.5.2. If the Project involves the acquisition, extension, enlargement, or construction of a physical improvement, the City shall take ownership of, and shall be obligated to operate, maintain, and repair such improvement for the ordinary expected useful life of such improvement. 5.5.3 If the City terminates a Project, and the City has not expended all of the Opportunity Funds paid in advance pursuant to Section 6.3, the City shall return to the Service Provider the remaining Opportunity Funds within 60 days of the close of the calendar year in which the Project was terminated. Such returned Opportunity Funds shall be credited to the City's Opportunity Fund account, and may be used on future approved Projects, provided that if the Board of Supervisors has terminated the Opportunity Fund program at that time, the returned Opportunity Funds may be used by the District for District projects and activities. ITEM CA-7 ArticleyI. Responsibilities of District. 6.1 Upon timely submission of a Project application by the City, the Service Provider will review the application, provide reasonable and appropriate feedback, and consider including the Project as an element of the District's annual budget and work program. 6.2 If the Board of Supervisors approves the Project application by including the Project in the District's annual budget and work program, or an amendment thereto, the Service Provider shall attach a copy of the Project application as approved to this Agreement and it shall become a part hereof. 6.3 The District, through the Service Provider, shall distribute Opportunity Funds, up to the remaining amount of the City' s total Opportunity Fund allocation, after City expenditure of funds for a Project as set forth in the approved schedule for the Project, provided that upon request of the City, the District shall pay up to 10 percent of the total Opportunity Funds allocated for a Project upon approval of an attachment to this Agreement. The Service Provider shall pay the Opportunity Funds after confirming that the expenditures have been made consistent with the Project approval and schedule. 6.4 The District assumes no obligation for future support of Projects meeting the Eligibility Criteria except as expressly set forth in this Agreement. 6.5 The District shall have no obligation to provide Opportunity Funds beyond the appropriation year for the District's budget and annual work program, provided that the District shall distribute to the City after such appropriation year any Opportunity Funds that were allocated to the City in such appropriation year and in previous years and that have not been distributed to the City. ITEM CA-7 Article VTI. Other Provisions, 7.1 Hold Harmless and Indemnification. 7.1.1. The District assumes no responsibility for the direct payment of any compensation, fees, wages, benefits or taxes to or on behalf of the City, its employees, contractors or others by reason of this Agreement. The City shall protect, indemnify and save harmless the District, its officers, agents, employees and the Service Provider from any and all claims, cost and whatsoever occurring or resulting from (1) the City's failure to pay any compensation, fees, wages, benefits or taxes, and (2) the supplying to the City of works services, materials or supplies by City employees or agents or other contractors or suppliers in connection with or in support of performance of this Agreement. 7.1.2. The City further agrees that it is financially responsible for and will repay the District all indicated amounts following an audit exception, which occurs due to the negligent or intentional acts by the City, its officers, employees, agents or representatives. 7.1.3. The City shall protect, indemnify and save harmless the District from any and all costs, claims, judgments, or awards of damages, arising out of or in any way resulting from the negligent acts or omissions of the City, its officers, employees or agents in connection with the implementation of the terms of this Agreement and/or implementation of the Projects. For purpose of this Agreement only, the City agrees to waive the immunity granted it for industrial insurance claims pursuant to Washington Statute Chapter 51 to the extent necessary to extend its obligations under this paragraph to any claim, demand, or cause of action brought by or on behalf of any employee, including judgments, awards and costs arising therefrom including attorney's fees. -10- ITEM CA-7 7.2 Amendment. 7.2.1. This Agreement may be modified by written instrument approved by the City Council and the District Board of Supervisors and signed by the Parties. 7.2.2. This Agreement also may be modified by additional attachment for Projects subsequently approved by the Board of Supervisors. After approval of a Project in the District's annual budget and work program, or amendment thereto, the Project application as approved shall become an attachment to this Agreement and shall constitute an amendment to this Agreement without further action by either Party. 7.3 Contract Waiver. No waiver by either Party of any term or condition of this Agreement shall be deemed or construed to be a waiver of any other term or condition, nor shall a waiver of any breach be deemed to constitute a waiver of any subsequent breach whether of the same or different provision of this Agreement. No waiver shall be effective unless made in writing. 7.4 No Third Party Rights. Nothing in this Agreement shall be construed to create any rights in or duties to any third party, nor any liability to or standard of care with reference to any third party. 7.5. Entirety. This Agreement is the complete expression of the terms hereto and any oral representations or understandings not incorporated are excluded. This Agreement merges and supersedes all prior negotiations, representations and agreements between the parties relating to the projects and constitutes the entire agreement between the parties. The parties recognize that time is of the essence in the performance of the provisions of this Agreement. -11- ITEM CA-7 IN WITNESS WHEREOF, authorized representatives of the parties hereto have signed their names in the spaces put forth below: By Mayor (or City Manager or Executive) Date: Approved as to form: Municipal Attorney KING COUNTY FLOOD CONTROL ZONE DISTRICT Executive Director Date: Acting under the authority of Resolution -12- ITEM CA-7 ATTACHMENT A KING COUNTY King County Water Land Resource Division FLOOD TC�NT�T River and Floodplain Management ka Sub -Regional Opportunity Fund Project Application King County Application Due Date: December 8, 2008 Jurisdiction: City of Medina 1) Do you wish to forego the receipt of your Opportunity Fund allocation this year, allowing it to accrue for a future ear? ❑Yes Z No 2) Would you prefer to apply your Opportunity Funds toward an existing project on the Districts 6-year CIP? [:]Yes Z No If Yes, please provide the name of theproject: If you said Yes to either (1) or (2) above, you do not need to complete the remainder of this form. 3) Proposed project or activity name Medina Park Stormwater Pond Improvments and location: 4) Description of the flooding, stormwater, or linked watershed management problem that this project or activity will address (1500 character maximum): The existing ponds require outlet control improvements to provide for metered outlet of stormwater runoff to match the existing downstream stream channel through residential areas to reduce back yard flooding and eliminate basement flooding. 5) Description of how the proposed activity will address the problem outlined in number 2 (1500 character maximum): The pond outlet overflow weir does not allow for flow regulation, resulting in pond maximum water elevation and overflow following storm events. Outlet regulation will allow for greater runoff storage and metered discharge to match downstream channel capacity without resulting and and basement flooding. ❑ Feasibility Study Project Design Project ❑Property Acquisition 6) Type of Construction Activity: El Programmatic — identify: ❑ Other — identify: 7) Describe how the proposed project or activity satisfies the eligibility criteria for at least one of the three categories listed in Section III of the attached document (1500 character maximum): Regulation of stormwater flows to reduce flooding. 8) Identify the management plan (i.e. flood control, stormwater control, or watershed management) within which implementation of the project or activity is an element or is recommended: City of Medina adopted 6-year capital improvement program 9) Identify deliverables and any relevant design plans or studies (for construction projects): Drainage design study completed in 2000 will be used to design the outlet flow control. 10) Identify a timeline for this project from inception to completion. List any relevant milestones, and provide a rough estimate of project costs and budget: Completion in summer of 2009 with estimated cost of $ 65,000. -13- ITEM CA-7 For Informational Purposes Only: We wish to inform the Flood Control District Board of Supervisors on how Opportunity Funds leverage other resources, and we appreciate any information you are willing to provide in this regard. If you plan to partner with other jurisdictions to conduct a project or otherwise intend to use your Opportunity Fund allocation to leverage grant funds or other surface water management funds, please provide us with this information (1200 character limit): For Internal Use On -14- ITEM CA-8 CITY OF MEDINA Park Board Meeting Minutes January 23, 2012 CALL TO ORDER Council Chambers Medina City Hall Chair called the January 23, 2012 Park Board meeting to order at 6:09 pm. ROLL CALL Present: Gabriele Dickmann, Susan Flagg, Matt Kochel, Susan Loren -Taylor, Ross Mickel, Laura Weingaertner Absent: Marelaine Dykes Staff Present: Joe Willis, Director of Public Works Pamela Greytak, Admin. Assistant ELECTION Greytak opened floor to nominations for 2012 Park Board Chair. Weingaertner nominated Kochel. Dickmann nominated Flagg. Flagg declined nomination. Kochel was elected Chair following a 6-0 vote. Kochel opened floor to nominations for 2012 Park Board Vice Chair. Kochel nominated Dykes. Kochel also nominated Flagg. Loren -Taylor nominated Mickel. Due to Dykes absence the board abstained from that vote. Flagg was elected Vice Chair following a 6-0 vote. ANNOUNCEMENTS No announcements. MINUTES MOTION WEINGAERTNER AND SECOND MICKEL: TO APPROVE THE NOVEMBER 21, 2011 PARK BOARD MINUTES WITH AN AMENDMENT REGARDING LOREN- TAYLOR'S PARK REPORT. MOTION PASSED 6-0. (6:14 PM) PUBLIC COMMENT Hunts Point residents Jan Deaton and Jill Heijer spoke out against the State's planned ADA compliant connector trail that would lead directly into Hunts Point near Fairweather Bay. They cited several reasons for not favoring the proposed path and recounted receiving conflicting responses from the State Department of Transportation and Department of Ecology. Their main concerns were related to neighborhood safety. The Park Board recognized their concerns and discussed them. Park Board Minutes Page 1 January 23, 2012 ITEM CA-8 MOTION WEINGAERTNER: THE PARK BOARD SUPPORTS HUNTS POINT'S POSITION OF ELIMINATING THE DIRECT ACCESS PATH FROM GOING INTO THEIR NEIGHBORHOOD. KOCHEL AMENDED MOTION AND SECOND MICKEL: THE PARK BOARD IS NOT IN FAVOR OF THE CONNECTOR TRAIL AND WOULD LIKE TO SUPPORT HUNTS POINT IN ELIMINATING IT. MOTION PASSED 6-0. 6:47 PM) I PARK REPORTS Medina Park (6:47pm) Weingaertner reported that the Medina Park pond filtration system is not working. Willis explained that obtaining a new system is on the Capital Improvement Project list. Mickel provided positive feedback regarding the holiday lights in Medina Park. He inquired about the possibility of adding lights to several more trees next year. Kochel formally thanked the public works crew for installing the holiday lights and for their hard work in general. Dickmann reported that the hand sanitizer dispenser located across from the school in Medina Park is empty. Dickmann expressed concerns over rainwater damaging the Windsong sculpture. She explained that water accumulates on the top portion of Windsong and capping the pole once it dries out would be beneficial. Dickmann inquired about the reason Windsong was placed in its current location. Kochel indicated that the sculpture should be located under a picnic shelter. OTHER BUSINESS Weingaertner stated that the new lights on the Lake Washington Boulevard islands are excessively bright. Board members agreed and discussed possible ways to decrease the brightness. MOTION KOCHEL AND SECOND WEINGAERTNER: THE PARK BOARD ASKS THE CITY COUNCIL TO STRENUOUSLY CONSIDER TINTING THE GLASS OR INSTALLING DIFFERENT GLOBES ON THE LIGHT BULBS ON THE ISLANDS ON LAKE WASHINGTON BLVD. MOTION PASSED 6-0. L6:55 PM) NEW BUSINESS Draft Comprehensive Plan for Parks Open Space (6:56 pm) In regards to the public participation aspect of the draft Comprehensive Plan update, Willis announced that the City Council preferred that the Park Board hold an open house rather than generate a public survey. Willis and Boardmembers concluded that the open house would be held at 6:00 pm on March 19. MOTION MICKEL AND SECOND KOCHEL TO EXTEND THE MEETING SIX MINUTES. MOTION PASSED 6-0. L6:58 PM) Park Board Minutes Page 2 January 23, 2012 ITEM CA-8 Fairweather Preserve Integration with SR-520 Lid (7.-00 pm) Willis reviewed the Fairweather Preserve design illustrations including new stairs and seating area, lighting, and brownstone veneer. Boardmembers and the audience spoke favorably about the illustrations and Willis provided answers to their inquiries. ADJOURNMENT MOTION LOREN-TAYLOR AND SECOND KOCHEL TO ADJOURN JANUARY 23, 2012 PARK BOARD MEETING. MOTION PASSED 6-0. (7:04 PM) The next Park Board meeting will be held Monday, February 27, 2012 at 6:00 pm. Minutes taken by: Pamela Greytak, CIVIC Administrative Assistant Park Board Minutes Page 3 January 23, 2012 ITEM CA-9 CITY OF MEDINA Planning Commission Meeting January 24, 2012 Medina City Hall Council Chambers 6:00 p.m. 501 Evergreen Point Road CALL TO ORDER The Planning Commission meeting of January 24, 2012, was called to order at 6:00 pm by Chair O'Brien. ROLL CALL Present: Peter May, Alex Morcos, Heija Nunn, Judie O'Brien, Jeff Price (arrived 6:13 pm), 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 announced that the City Council will hold a study session next Monday, evening, January 30th. ELECTIONS (6:04 PM) With Commissioner Price not available, Chair O'Brien had asked Robert if he could facilitate the election of the Chair in the Vice Chair's absence. Grumbach opened the floor to nominations for the position of Planning Commission Chair for 2012. Wang nominated O'Brien. There were no other nominations and O'Brien was unanimously elected Chair for 2012. O'Brien resumed the duties of the Chair and announced that nominations were open for Vice -Chair. May nominated Price. There were no additional nominations and Price was unanimously elected Vice -Chair for 2012 (in his absence). APPROVAL OF MINUTES (6:07 PM) MOTION MAY / SECOND MORCOS TO APPROVE THE DECEMBER 28, 2011, SPECIAL PLANNING COMMISSION MINUTES AS SUBMITTED. APPROVED 6-0 (6: 10 PM). Nunn asked that the minutes of the December 28th0 2011, meeting be amended to specify that the notice that will go out to the public regarding the Shoreline Master Program open house and public hearing will be in the form of a postcard. The consensus was to amend the minutes to make the change. Grumbach confirmed Nunn's request was consistent with the discussion. ITEM CA-9 AUDIENCE PARTICIPATION (6:01 PM) There were no comments from the audience. OTHER BUSINESS 1) Briefing on 2012 Council Approved Work Program (6:10 PM) Grumbach reported that the Council had approved the Planning Commission's recommend work program with modifications. He explained that the Council added back to the list work items 6 — 9, which the commissioners had voted to remove, with the understanding that the Commission may not get to all of them. He also mentioned that the Council wants to determine the scope of work before the Commission begins work on modifications to the tree code. 2) Continued Discussion on Shoreline Master Program Update (6:15 PM) Grumbach noted that he did not distribute the entire draft SMP document this time, but instead included only what was to be discussed at the meeting. He went on to address the methods for measuring the shoreline water frontage and presented four alternatives for the Commission to consider. Grumbach explained that the analysis he had prepared evaluated different standards, comparing the King County straight-line method with the G IS waterfront contour method. The report determined the numbers of potential new waterfront lots that could be created, the percentage of increase in lots, the number of new nonconforming lots created and the total percentage of nonconforming lots that would result for each method. Grumbach summarized that using the King County method produced fewer non- conforming lots than using the GIS method. He mentioned that this approach works, but that there are weaknesses to it as there is more subjectivity. Discussion followed and he responded to Commission members' questions. Grumbach suggested the next step was for the Commissioners to decide which alternative they would prefer, and then to choose which minimum water frontage standards they want to adopt. He explained they need to consider the potential for new development and the "no net loss" analysis, and to keep in mind the assumption the City will be using regarding the large estates being unlikely to subdivide. Property owner Steve Burnstead addressed the Commission, stating that he spoke for Suzanne Cohen, who was not able to attend. He asked for clarification that lot width would be significant only when a property is redeveloped. Grumbach agreed that was correct with alternatives one and three, but not with two and four. Burnstead supported the water frontage standards of 55, 65 and 75 feet in the R-16, R-20 and R-30 zones respectively. He also supported making sure there was a provision declaring lots would not become nonconforming because of the new standards. However, he indicated that they would like to see language in the draft written a little clearer. Planning Commission Minutes Page 2 January 24, 2011 ITEM CA-9 Nunn indicated support for the 55-, 65- and 75-foot standards. Further discussion followed on the alternatives and the best strategy for negotiation with Ecology. MOTION MAY / SECOND MORCOS TO USE ALLOWABLE MINIMUM SHORELINE LOT WIDTHS OF 55,75 AND 95 FEET. APPROVED 5-1, NUNN OPPOSED. 7.17 PM). MOTION MAY / SECOND NUNN TO USE ALTERNATIVE THREE IN GRUMBACH'S MEMORANDUM DATED JANUARY 24, 2012, REGARDING MINIMUM WATER FRONTAGE ALTERNATIVES. APPROVED 6-0. (7.-18 PM). Grumbach suggested a public hearing date be scheduled and recommended the regular meeting date of March 27, 2012. He pointed out that the City Council will go through the same process with the Shoreline Master Program as the Commissioners had, and that the City is past the due date for submission to Ecology set in state law. He suggested an open house could be scheduled and proposed that it be held towards the end of February or early March. Grumbach explained that the open house would be educational and a chance for residents to get their questions answered before the hearing. He indicated he would check the city calendar as to which dates might be available for the open house and get back to the Commissioners. Grumbach communicated that at the February meeting he will bring procedures for permitting for the Commissioners to review. He explained that these would be procedural elements rather than actual standards, and one of the items is that they will create two levels of development permits. He added that the city attorney had reviewed the last draft of the SMP document and had not seen any legal problems or red flags. Steve Burnstead commented that he is looking forward to commenting on the tree code when it is under review by the Commission. ADJOURNMENT MOTION MAY / SECOND PRICE TO ADJOURN JANUARY 24, 2012 PLANNING COMMISSION MEETING. APPROVED 6 -0. (7.-27 PM) The next Planning Commission meeting is scheduled for Tuesday, February 28, 2012, at 6:00 PM. Minutes taken by: Donna Goodman Development Services Coordinator Planning Commission Minutes Page 3 January 24, 2011 Medina City Council Regular Meeting ITEM 013-1 Monday, March 12, 2012 AGENDA BILL Subject: 841h Ave NE Boulevard Vision Project Award Category: ❑ Consent El Ordinance [:J Public Hearing J X City Council Business [:] Resolution [:J Other —Discussion Prepared B : Joe Willis Sr., Director of Public Works Background / Timeline: February 2011: Council authorized joint participation (ILA) with Clyde Hill for improvements to 841h Ave NE (NE 121h 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 boulevard visioning document and preliminary cost estimate. The concept fit the improvements within the present asphalt surfaced street width, will meet the intentions of the City's Comprehensive Plan and Strategic Goals by improving local neighborhoods, traffic safety, landscapes, pedestrian and bicycle access, will reduce the amount of impervious asphalt area, will contribute to air quality and a sense of natural space rather than a wide expanse of asphalt, and create a 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 cost. November 14, 2011: Council authorized KPG to proceed with the project design and receive bids for consideration by the Council in early 2012. November 2011 to February 2012: KPG and City staffs considered public comments, discussed the issues, and revised portions of the design to address the expressed concerns. February 27, 2012: Six Bids were received and opened. The low bid was $720,520.20 from Watson Asphalt Paving Company. The next lowest bid was from Lakeside Industries at $788,240.48. March 12, 2012: Council is asked to consider the project award with construction scheduled from May through September 2012. thickened 5 t -S 111 --.& 111 a- 50 thick edge bike lane travel lane landscaped median travel lane bike lane' ed Medina City Council Regular Meeting Monday, March 12, 2012 The initial engineers estimate in August of 2011 for the total project was $1,000,000. That included a 5% construction contingency, design engineering, and construction inspection. This estimate was revised following the opening of the bids to a total project cost of $ 8857000, resulting in a project shared cost to Medina of $211,500 (less than 24% of the total project cost) as shown on the attached exhibit prepared for Clyde Hill Council by Mitch Wasserman. I recommend that a construction contingency (minimum of 5% of the bid) be included in the project cost. Medina's share with a 5% contingency will be $229,513. If it is agreed that the construction of a paved trail be completed at each intersection (NE 12th and NE 241h Street) on the Medina side of the roadway for a total of 550 feet to eliminate the most traveled and often muddy walking areas, this will add approximately $26,000 to Medina's cost. This work was not included in the project design since the Interlocal Agreement specified that any walkway on the Medina side of the street would be paid for by Medina. Final cost for this work will require a change order to be negotiated with the Contractor and approval by the Council. Attachment(s�: Project Cost Summary $229,513 from Capital Improvement Fund (includes 5% Budget/Fiscal Im act: contingency) Approve the award for the 80 Ave NE Boulevard Vision Improvement Project to Watson Asphalt Staff Recommendation: EAvipd Com an . City Manager Approval: Vfo`vb to approve the award for the 84" Ave NE Boulevard Vision Improvement Project to Watson Asphalt Paving Company, authorize the City of Clyde Hill to Administer the Contract, and Authorize the Medina Director of Public Works to oversee the ILA Agreement with Clyde Hill and represent Medina in any Proposed Council Motion: _ negotiations related to the Project._ 84th Ave Boulevard Project ITEM 013-1 Current Cost Analysis 2I28/12 CITY OF ,.0IYAe � w ■ . w . w Net Cost Shared Equally $423,000 : 2 Paid in 2011 $47,000 Already Incurred $211, 000 - $37, 000 Per City $275,000 - $211 p500 MEMO To: Medina Citizens and Medina City Council From: Mark Nelson Date: March 5th, 2012 Subiect: CASE FOR IMPROVING 84TH Avenue NE Need and History: • Over a year ago, the staff and city councils of Clyde Hill and Medina acknowledged that 84th Ave. NE was in need of being resurfaced, because of the derogation of the asphalt surface and substrate. The original resurfacing estimates varied from $750.,000 to $1.6 million to correctly fix the substrate and resurface 80 between 12th and 24tn. • Clyde Hill and Medina have an Inter -Local Agreement to share in the maintenance of the roadway and right of way. • Both Clyde Hill and Medina have decades of long history for working together to develop, re -developed and maintain 84th Avenue & and its right -of way. • A State matching grant was requested and approved which provides a unique gift/opportunity to work together and to create a legacy project for the surrounding communities. 84th Avenue Changing Character • Since tolling began in Dec. 2011, traffic has been reduced 50% to 60%. • No longer is it a primary cut thru route it used to be. • Survey shows that local traffic has increased slightly or at least has not been reduced. • Previous experiences & problems no longer fit the previous road paradigm. We are not addressing the same issues we've had for years. • SR 520 84th lid will change the look, feel and use of that area. Already we can see preliminary work has changed the look and feel of this area. The improvements to 84th Ave. will tie the 520 improvements together. • 84th will become more of a residential street, shedding its regional cut-thru purpose. It is a great time to encourage road's character change. • With traffic count down, this would be an excellent time to make this kind of change, too 1 Medina's Goals, Policies and Responsibilities: • Medina"s Comprehensive Plan states that its Transportation & Circulation goals are: 0 "to maintain existing roadway surfaces", 1 o "to enhance pedestrian and bicycle access throughout the City", o "to minimize transportation -related impacts of public facilities and use on the adjacent residential uses", o "to maintain and enhance the informal landscaped character of the City's public streets", o and "to maintain and /or improve local and regional air quality." • Additional goals and policies, as stated in the Comprehensive Plan, are: o Need for Tree preservation and enhancing, o Reducing adverse impacts to surrounding property's, o Minimize environmental impacts to storm drainage and water quality, wildlife habitat, noise, and air quality. o "Role of government is to seek a balance between the needs of its citizens and the preservation of the environment and to ensure the maintenance of a high standard of living." o "The design and treatment of Medina's streets is a major element in the City's appearance. The character and quality of the landscaping of these streets are extremely important in maintaining the City's natural, informal character." o Policy CD-P3 states: "The City's design objective is to maintain the City's natural, low -density, and informal appearance. Medina's highly visible streets as identified in the landscaping Plan (84 th included) should be heavily landscaped with native trees and shrubs arranged in an informal manner....The historic landscaping along the perimeter of the golf course in an iconic part of Medina's character and should be retained and/or replaced in the future with an appropriate selection of trees. Equally as important with this perimeter area is maintaining the view corridors in the golf course which contributes a sense of added open space in the heart of the community." How will the proposed improvements to 84th meet the Comp Plan and serve the public? ✓ Resurfacing 84th is essential to the proper maintenance of a public resource. ✓ It creates improved bicycle lanes and will improve pedestrian access at the 3 intersections involved. ✓ The introduction of the landscaped island will minimize transportation -related impacts to adjacent residential uses by: ■ Traffic calming: reduction of vehicle speed and reduced noise, ■ Improved air quality ■ Reduction of "cut-thru" traffic from downtown Bellevue. ■ Positively change the character to a residential collector street by eliminating the negative visual impact of a 46 feet wide ugly asphalt "drag strip", "airport runway" or regional highway. 2 ✓ The landscaped island also responds to the Comprehensive Plan's goal of preserving and enhancing the historic landscaping around the golf course which is described as an "iconic part of Medina's character". By concentrating the new stately trees to the center island and not the edge of the golf course, it preserves the "view corridors into the golf course and contributes to a sense of open space". ✓ The City's natural, informal character will be enhanced by the addition of these beautiful, stately trees to break up the large expanse of ugly asphalt. ✓ The additional large trees will also increase the tree canopy that recent development has removed. (e.g. 520 widening) ✓ The 11 foot wide landscaped island also reduces the amount of impervious surface in our community by nearly 40,000 square ft. That is equivalent to the area of Medina Beach Park. The benefits would be: ■ Less asphalt area to repave in the future, therefore less cost to maintain. (Approximately a $160,000 (in today's dollars) savings on the next resurfacing project.) ■ Less accumulated water runoff into our already overtaxed and aging storm water system. ■ Water quality will be enhanced because storm water entering the landscaped island will go thru the earth's natural cleaning process before ending up in the lake. The economy sucks, can the City really afford to proceed with this plan? • The cost of this project is being split by the Cities of Clyde Hill and Medina with matching money from the Washington State Transportation Department. o Medina has already budgeted $293,400 in the approved 2012 Budget for this project. o Due to an excellent bidding climate, bids have come in under Engineers cost Estimates. Medina's share would only be $219,200, with an estimated savings of $74..200 from the approved budget amount. o If the contract is not approved, city would have to incur the cost of redesign, rebidding, higher asphalt costs and most likely cost more (according to project engineers) than current design. ■ 84`h still needs to be repaved ■ City has already spent $50,.000 on engineering fees ■ Resurfacing by itself will cost more to construct, than proceeding with this design, due to re -design, engineering, higher asphalt costs, and fewer bidders because it would be bid when there are more projects to bid. o State's matching grant gives an excellent opportunity to recreate 84t" Ave. NE into an iconic parkway enjoyed by generations to come. o Good for the economy because it will create jobs. o Money has been given to us by the state, why waste it? 3 in summary, this is a proiect that is good for our community for the following reasons: • It addresses the health, safety and welfare of our community o Traffic Calming, reduced speeds, reduced noise, translate into a safer community. o Less paved area to tax our ailing storm drainage system o More trees and more pervious surface will improve air quality and water quality and therefore a healthier community. • It is the fiscally responsible thing to do: o Bids are lower than expected. o State grant reduces the amount of money needed to be spent by City. o Delaying the project or just resurfacing will only lead to increase cost to the City. o The landscaped islands save long term maintenance cost by reducing cost to repave the boulevard in the future. o Added cost to install and maintain trees and landscaping is minimal compared to the cost of repaving and the positive benefits to community of improved air quality, water quality, reduced noise and enhanced property values. o The replacement of impervious surface (asphalt) with pervious surface (landscaping) will also provide savings in a future upgraded drainage system. • It meets the policies and goals of Medina's Comprehensive Plan. • opportunity to create a legacy. o Converts an ugly airport -like runway (or drag strip) into a beautiful iconic boulevard for future generations to enjoy. o The project will fulfill the City'sgoal and policy of "maintaining and enhancing the natural, informal character" or our city. o In addition to enhancing the visual and natural environment, the public health and safety, this project address's the City's responsibility to "ensure the high standard of living" for our citizens as called for in the Comprehensive plan. 4 ITEM OB-2 MEDINA CITY COUNCIL 2012 AGENDA/ACTION CALENDAR Meetings scheduled for 6:30 pm, at City hall (unless noticed otherwise). Executive Session RCW 42.30.140(4)(a)(b); RCW 42.30.110 (1)(i) Disend Completed. 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. Discussion WCIA Liability Coverage Lew Leigh Completed Discussion City Council Guidelines, Ground Rules, RCW Overview Disend Completed Consent Agenda 2011 Financial Year End Report Adams Approved Proposed Ordinance Update MMC 10.40.070 and 10.76.010 Consent Agenda (Failure to Appear) Thomas Adopted Ordinance No. 884 Approval of Professional Services Consultant Contract, Other Business Engineering Services Grumbach Approved Agreements Consent Agenda ARCH 2O12 Work Plan and Interlocal Agreement Hanson Consent Agenda ARCH 2O12 Proposed Funding Sources Resolution Hanson Approval of Interlocal Agreement for Public Works Grant Funds Between King County Flood Control Zone District and Consent Agenda the City of Medina Willis Consent Agenda Emergency Committee 2012 Work Plan Thomas Approval of Regional Aerial Mapping Funding Agreement and Consent Agenda GIS Consultant Services Agreement Willis Other Business 84th Avenue NE Project Award Willis Discussion 2012 Department Work Plans Dept Directors Discussion 2012 Strategic Goals Council Discussion Shoreline Master Program Update Grumbach Discussion Communication Goals Council Discussion 2012 Regional/Committee Assignments Council µ`..i a'^v "t �� �'t,�+• d}�i''EE x r-}�w5�,�^� v �, ixi .7,..ti'.?1+.7 :_ u+ %;; 8 �,"��'' 1 r e f �.s ' x�• s ' •.: ` t,. V :, ;,�..�,necai:•'�, qe� ,svvt}„�;, �. cs��t�r?xk �,�� .�;�� t' � .,i a .� k '.,.`."� r Consent Agenda Appointment of Planning Commission Position No. 3 (tent.) Mayor Other Business Introduction and Schedule for SMP Grumbach � '�� xh•++14, "1 '..,. �-�'Hst . iY �, - > : fi`, nw - ) d � r7' w. , � � t � � ,� ) -.. < Y & �+p1 ,,,"v,�0•}Jdyo. wc�rF,��,«��"'},U{ n''.. �3'". �} r 7 a� `' . '`, ^V".,''t # r ro �°1 t� a 7 r ix • � . � ,.. "` �} •1.,. Qw _.r � ,r �i,>,Ar 3• M 4'' ; � �Yc.°`��, � . a c ! t : ;, t Discussion Shoreline Master Program Update Grumbach Discussion Tree Code Update Grumbach ITEM OB-2 ' MEDINA CITY COUNCIL 2012 AGENDA/ACTION CALENDAR Meetings scheduled for 6:30 pm, at City hall (unless noticed otherwise). Other Business Six -Year CIP/TIP (2013-2018) Introduction Willis Public Hearing Six -Year CIP/TIP (2013-2018) Willis Consent Agenda 2012 Draft Legislative Agenda Hanson Consent Agenda Adoption of Six -Year CIP/TIP and Resolution Willis