HomeMy WebLinkAbout02-11-2013 - Agenda PacketMEDINA, WASHINGTON
MEDINA CITY COUNCIL
REGULAR MEETING AGENDA
Medina City Hall, Council Chambers
501 Evergreen Point Road, Medina
MONDAY, FEBRUARY 11, 2013
5:45 PM
MAYOR
MICHAEL LUIS
DEPUTY MAYOR
KATIE PHELPS
COUNCIL MEMBERS
PATRICK BOYD
JAY DECKER
DOUG DICHARRY
DAVID LEE
JANIE LEE
CITY MANAGER
DONNA HANSON
CITY ATTORNEY
KARI SAND
CITY CLERK
RACHEL BAKER
SPECIAL MEETING - EXECUTIVE SESSION 5:45 PM
ES-1: 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 - CALL TO ORDER 6:30 PM
ROLL CALL
PLEDGE OF ALLEGIANCE
APPROVAL OF MEETING AGENDA
PUBLIC COMMENT PERIOD
At this time, citizens may address the City Council regarding any issue related to city business,
excluding public hearings. To ensure equal opportunity for the public to comment, a speaker’s
comments shall be limited to three minutes per person, per meeting. Those who have service
requests or complaints are encouraged to first bring such matters to the city manager for prompt
attention and resolution.
Council meetings are business meetings where City Council may hear from residents and take
action on official City business. In order to accomplish all the business on the agenda and be
respectful of everyone’s time, Council Members will not be able to engage in dialogue with individual
members of the audience.
Medina City Hall | 501 Evergreen Point Road | PO Box 144 | Medina, WA 98039
425-233-6400 | www.medina-wa.gov
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Medina City Council February 11, 2013 Page 2 of 2
PRESENTATION
P-1: Recognition of Volunteer Service: Matt Kochel and Ross Mickel
REPORTS AND ANNOUNCEMENTS
RA-1: Mayor
RA-2: Council
RA-3: Advisory Boards/Commissions/Committees
RA-4: City Manager, Staff
a. 2012 Year-End Financial Report
b. Soda Tax Response
CONSENT AGENDA
These items will be acted upon as a whole unless called upon by a council member.
CA-1: Approval of January 14, 2013 City Council Special and Regular Meeting Minutes
CA-2: Approval of January 28, 2013 City Council Special Meeting Minutes
CA-3: Approval of Thirteenth Month, 2012 Check Register
CA-4: Approval of January, 2013 Check Register
CA-5: Approval of Consultant Agreement: Roth Hill Engineering
CA-6: Approval of Consultant Agreement: PACE Engineers, Construction Mitigation Plan Services
CA-7: Approval of Consultant Agreement: OTAK, Planning Services
CA-8: Approval of Consultant Agreement: OTAK, Landscape Services
CA-9: Approval to Purchase Police Vehicle
CA-10: Receipt of Civil Service Commission 2012 Annual Report
CA-11: Receipt of Approved 09/26/2012 Emergency Committee Meeting Minutes
CA-12: Receipt of Approved 11/19/2012 Park Board Meeting Minutes
CA-13: Receipt of Approved 11/27/2012 Planning Commission Meeting Minutes
CA-14: Receipt of Approved 12/06/2012 Civil Service Commission Meeting Minutes
OTHER BUSINESS
OB-1: Architect Agreement for City Shop Design
OB-2: Jet Noise/Part 150 Consultant Contract
OB-3: Emergency Committee Work Plan
OB-4: Letter of Intent to Participate in King County Hazard Mitigation Planning
OB-5: City Council Agenda Calendar
PUBLIC COMMENT
Comment period limited to ten minutes. Speaker comments limited to one minute per person.
ADJOURNMENT
Next Regular Meeting: Monday, March 11, 2013
Volunteers NEEDED For Park Board, and Planning & Civil Service Commissions, Apply Online!
ITEM RA-4
CITY OF MEDINA
Office of the City Manager
Date February 11, 2013
To: Mayor and City Council
From: Donna Hanson, City Manager
Subject: City Manager Report
1. We will have a Special Council meeting starting at 5:45 pm on Monday February 11th
for the purpose of holding an Executive Special Executive session prior to the start of
the regular meeting at 6:30. We will provide snacks.
2. City Hall will be closed Monday February 18th is observance of Presidents’ Day.
3. As the result of a request from City Council, we have added special information to the City
website underneath the weather on the right hand side of our homepage. The link goes to
Puget Sound Cleanair burn ban information page. We will receive an email notification
whenever a burn ban goes into effect for King County and then will send out a gov-delivery
bulletin accordingly.
4. In response to a Council Member’s question, Overlake Golf & Country Club has
communicated that they have surveyed the fence line along NE 24th and 84th NE and are
considering several species for a “living fence.” The goal is to leave the existing barbed wire
fencing in place and let it be completely covered by the dense foliage of the living fence.
Additionally, a more formal fence and monument at the corner of NE 24th and 84th NE will be
considered. Overlake is also seeking bids for the removal of the remaining poplar trees
along 84th NE. There has been no discussion to date about potential projects in the grass
strip between the fence line and the shoulder of 84th NE. For the project to be funded, a
vote of the membership would be required and the Club would seek community or state
partners to share in the expense of the sustainability projects. Sustainability is an important
goal as the result of the project last year with community elementary schools to create a
nature trail adjacent to its pond habitats and received certification as an Audubon
Cooperative Sanctuary.
5. As a regular feature we will continue to take the opportunity to remind residents of volunteer
opportunities that are currently being advertized:
Civil Service Commissioner
Park Board Member
Planning Commission Member
Emergency Preparedness Committee Members
We encourage anyone who has an interest in knowing more about these positions to please
contact city hall and they will be directed to the right staff person. It is a commitment of
generally twelve meetings a year, but it is also an opportunity to get involved and learn
about more about the community. Staff makes every effort to lighten the volunteer workload
and to make it fun and interesting. If you decide it’s not for you, you don’t need to apply, but
you will know a little bit more about what happens in city hall.
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1
CITY OF MEDINA
Office of the City Manager
February 11, 2013
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 elected Heija
Nunn and Alex Marcos respectively as the Chair and Vice Chair of the Planning
Commission for 2013.
The majority of the meeting focused on discussing the zoning code update. Staff
presented an analysis of the proposed change to base structural coverage
requirements on lot size rather than the underlying zoning. The analysis summed
up the development capacity gains and losses various property owners would
experience from the change. After discussions, the Planning Commission
concluded that structural coverage and impervious surface requirements should
remain zoning based rather than the proposed lot size based. The Planning
Commission also discussed clarifying code language relating to upper floor
additions on structures that are nonconforming to structural coverage
requirements. A consensus of the commissioners concluded that in these
situations, upper floor additions should be limited to the 25/ 28-foot height
standard. Finally, the Commissioners discussed whether underground buildings
such as garages should count towards structural coverage. The consensus was
that underground buildings should be excluded from the structural coverage
calculations. These revisions will be incorporated into the next draft of the zoning
code update.
The meeting concluded with a brief discussion on the tree code update. This
served primarily as an information session as staff reviewed various sections of
the current tree code. Steve Burnstead, submitted written documents to the
Planning Commission for consideration when the update starts.
Hearing Examiner Decisions:
The hearing examiner held a public hearing on St. Thomas Episcopal Church’s
Special Use Permit to establish a church use and construct a new Life Center
at 8398 12th Street N.E. (replacing the current parish hall). The hearing
examiner approved the Special Use Permit subject to conditions.
ITEM RA-4
2
Land Use Administrative Decisions:
A Determination of Nonsignificance (File No. PL 12-038) was issued for 2047
Evergreen Point Road. The applicant was Curtis Gelotte, Gelotte Hommas
Architecture (Agent).
Land Use Decisions Issued For 2013:
Type of Decision 2013 YTD
Variances/ Minor Deviations 0
SEPA 1
Conditional Uses/ Special Uses 1
Substantial Development Permit 0
Lot Line Adjustments 0
Short Subdivisions 0
Site Plan Reviews 0
Wireless Facilities 0
Land Use Applications Received in January:
Case Number Description of Permit Location
PL-13-002 SEPA 3615 Evergreen Point Road
PL-13-001 Substantial Develop Permit 3615 Evergreen Point Road
PL-13-004 SEPA 8320 N.E. 12th Street
PL-13-003 Special Use Permit 8320 N.E. 12th Street
Building/ ROW Permit Applications Received – Jan 1 to Jan 31:
Building Permits: 9
Grading/ Drainage 3
Demolition Permits: 2
Fence: 0
Mechanical: 11
Reroof: 1
Right-of-way Permits 3
Total: 29
Building Permits Issued in December 2012: See Attached.
Other Items of Interest:
1. WSDOT met with nearby property owners to follow-up on previous meeting
discussions with them regarding the view platform trail and the SR 520 sound
walls. WSDOT provided the participants information and indicated they plan to
raise the sound walls a bit on the south side and will continue looking at whether
the viewpoint trail can be located on the north side of the highway.
Permit Report
December, 2012
2012 2011
Current Current 2012 2011
Month Month YTD YTD Difference
Construction Value
New Construction 414,575 0 34,579,659 8,313,751 $26,265,908
Permit Renewals 0 0 73,700 5,828,782 ($5,755,082)
Addition / Alteration 100,000 0 27,193,401 4,724,138 $22,469,263
Accessory Structure 0 1,607,320 1,816,033 1,837,433 ($21,400)
Repair / Replace 150,000 0 253,250 722,444 ($469,194)
Fence/Wall 0 4,989 512,438 454,889 $57,549
Mechanical N/A N/A N/A N/A N/A
Wireless Comm Facility 0 0 13,925 236,000 ($222,075)
TOTAL VALUE 664,575 1,612,309 64,442,406 22,117,437 42,324,969
Permits Issued
New Construction 1 0 14 3 11
Permit Renewals 0 0 5 22 (17)
Addition / Alteration 1 1 30 19 11
Accessory Structure 0 1 12 10 2
Fence/Wall 0 1 8 8 0
Demolition 1 2 18 15 3
Grading/Drainage 0 3 22 13 9
Tree Mitigation 0 1 20 9 11
Mechanical 3 7 64 57 7
Other - Moving 0 0 0 2 (2)
Reroof 0 1 6 3 3
Repair / Replace 1 0 4 13 (9)
Right-of-Way Use 6 9 64 79 (15)
Construction Mitigation 1 1 25 11 14
Wireless Comm Facility 0 0 0 2 (2)
TOTAL PERMITS 14 27 292 266 26
Inspections
Building 40 29 445 511 (66)
Construction Mitigation 2 2 54 45 9
Grading/Drainage 14 7 156 87 69
Tree Mitigation 5 5 135 99 36
Right-of-Way 6 11 175 144 31
TOTAL INSPECTIONS 67 54 965 886 79
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CITY OF MEDINA
501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144
TELEPHONE 425-233-6400 | www.medina-wa.gov
February 7, 2013
To: Mayor and City Council
Via: Donna Hanson, City Manager
From: Rachel Baker, Central Services Director
Subject: Central Services Department Monthly Report
FEBRUARY AND MARCH PUBLIC MEETINGS AND EVENTS
Event Date Time Location
City Council Special Meeting (Executive Session) February 11 5:45 pm Medina City Hall
City Council Regular Meeting February 11 6:30 pm Medina City Hall
City Hall Closed, Presidents Day Observed February 18
Park Board (Special Day) February 19 6:00 pm Medina City Hall
Civil Service Commission February 21 6:00 pm Medina City Hall
Planning Commission February 26 6:00 pm Medina City Hall
Hearing Examiner February 27 5:30 pm Medina City Hall
City Council Regular Meeting March 11 6:30 pm Medina City Hall
Park Board March 18 6:00 pm Medina City Hall
Hearing Examiner (Tentative) March 20 5:30 pm Medina City Hall
Planning Commission March 26 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 January, the City issued 31 bulletins amounting to a total of
11,989 bulletins emailed to subscribers; approximately 24.2% were opened. A summary is attached.
Website Hits: The attached report identifies hits on the City’s website pages during the month of January.
RECORDS REQUESTS
As of January 31, 17 public records requests were received by central services. In addition to these,
the city is still responding in installments to five 2012 requests and one from 2011.
PASSPORTS
During the month of January, 28 passport applications were processed at City Hall. During the same
period last year the city processed 36.
COMMUNITY SERVICE
In an effort to continue to help needy families throughout the year we will be collecting non-perishable
food and other items in the lobby at city hall year-round. We are hoping everyone will participate by
dropping off donations when they attend public meetings or conduct business at city hall.
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VOLUNTEER SERVICE OPPORTUNITIES
Collectively, a total of four partial term positions are currently available and six full term positions will
expire June 30. Two applicants have submitted interest for the planning commission and one current
park board member has re-applied. No other applications have been received. Please consider serving
your community and encourage your friends and neighbors residing in Medina to apply too!
Board/Commission Position (Full or Partial Term) Term Period
Medina Planning Commission Position 3 (Partial Term) Available Now & Expires 06/30/2014
Medina Planning Commission Positions 1 and 5 (Full Terms) 07/01/2013 to 06/30/2017
Medina Civil Service Commission Position 2 (Partial Term) Available Now & Expires 06/30/2015
Medina Civil Service Commission Position 3 (Full Term) 07/01/2013 to 06/30/2019
Medina Park Board Positions 5 and 7 (Partial Terms) Available Now & Expire 06/30/2015
Medina Park Board Positions 1, 3 and 4 (Full Terms) 07/01/2013 to 06/30/2017
Incumbents have been advised of expiring terms and encouraged to reapply for their positions and
public notice has been posted for these positions. All citizens interested in serving must submit an
application. Applications are available at city hall and on the city’s website.
Additionally, the filing period for city council positions begins May 13. Positions 1, 3, 5, and 7 will
expire 12/31/2013. More information can be found online at www.kingcounty.gov/elections.
POST-SECONDARY EDUCATION SCHOLARSHIP OPPORTUNITY
A college scholarship opportunity supported by the AWC Center for Quality Communities is available
to Medina residents. More information can be found here, http://cfqc.org/HowdoIapply.aspx.
Interested students are eligible to apply who are involved with their city government, community, or
school leadership activity and are:
Eligible to graduate from high school, complete home school or receive a GED in spring/summer
2013;
A Washington state resident; and
Plan to continue education in the 2013-2014 academic year at an accredited college, community
college or trade school on a half-time or more basis.
Applications must be submitted to city hall by March 1 to be considered for nomination. Only one
nominee from each of Washington’s 281 cities and towns will be considered for the scholarship. A
total of six $1,000 scholarships will be awarded. Scholarship winners will be notified by May, 2013.
HUMAN RESOURCES
Our city’s WellCity application was submitted to AWC for our 2013-2014 wellness program. As a
part of this ongoing effort, staff received training, renewed first aid certification and was treated to
a healthy lunch donated by a local restaurant during January. This month employees wore red on
February 1 to recognize heart health awareness month and will be offered lunchtime webinars
compliments of our EAP provider.
We continue to recruit for a one-quarter time accounting assistant in the finance department to
carry out payroll responsibilities and assist with the transition to twice per month payroll.
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Govdelivery Report: 01/01/2013-01/31/2013 ITEM RA-4
Bulletins Developed
Total
Recipients
Total
Delivered
Unique
Email
Opens
Unique
Email
Open Rate
Wireless
Recipients
January, 2013 31 12,230 11,989 2,516 24.20%956
December, 2012 21 7,912 7,787 1,507 22.10%520
November, 2012 42 13,812 13,652 2,597 21.80%829
October, 2012 36 10,397 10,342 1,964 20.10%585
September, 2012 30 10,679 10,616 2,235 22.40%625
August, 2012 30 11,127 11,097 19%556
July, 2012 31 10,397 10,385 336
June, 2012 30 8,986 8,899 352
May, 2012 20 4,410 4,349 275
April, 2012 21 5,622 5,570 198
Date Sent Top 10 Most Read Bulletins During January
Emails
Opened
Email Open
Rate
1/4/2013 278 38.6
1/25/2013 230 31.3
1/22/2013 217 29.6
1/31/2013 202 27.5
1/25/2013 186 24.2
1/29/2013 155 20.1
1/18/2013 152 20.9
1/30/2013 139 18.1
1/15/2013 128 26
1/11/2013 111 30.3
REMINDER: SR-520 Bridge - Full Closure Feb. 1-3
Department News Updated for January, 2013
January 14, 2013 Medina City Council Meeting Agenda Packet
Comparisons:
NOTICE OF VACANCY - PORT OF SEATTLE COMMISSION
I-90 Tolling - Public Comment and Scoping
SR-520 Bridge - Full Closure Feb. 1-3
SR 520 Project - Open House - Feb 5
Medina City Hall Closed on Monday, January 21, 2013
New All-Way Stop Signs to be Installed in Medina
City of Medina - Evergreen Pt Rd Multi-Way Stop Analysis Findings - 2012
Website Stats
01/01/2013 - 01/31/2013
ITEM RA-4
Top 20 Page Views by Section Top 20 Unique IPs by Section
Section Page Views
Percent of
Total Section Unique IPs
Percent of
Total IPs
Default Home Page 4109 35.9 Default Home Page 1534 30.87
Events 575 5.02 Police 238 4.79
Police 409 3.57 Employment 221 4.45
Employment 367 3.21 Contacts Us/Service Directory 212 4.27
Development Services 364 3.18 Development Services 180 3.62
Contacts Us/Service Directory 300 2.62 FAQs 178 3.58
Parks 281 2.46 Parks 152 3.06
Search Results 273 2.39 Search Results 134 2.7
FAQs 264 2.31 History 114 2.29
Services Directory 214 1.87 Services Directory 113 2.27
Documents 205 1.79 Helpful Links 110 2.21
City Council 196 1.71 Documents 103 2.07
Helpful Links 179 1.56 City Council 92 1.85
History 171 1.49 City Manager's Office 78 1.57
Employment 156 1.36 Employment 77 1.55
Event Calendar 126 1.1 Contact Us 72 1.45
City Manager's Office 123 1.07 Emergency Contacts 63 1.27
Contact Us 107 0.93 Privacy/Disclaimer 60 1.21
Shoreline Master Program Update 106 0.93 Addressing the City Council 59 1.19
Online Forms 94 0.82
Capital and Transportation
Improvement Plans 56 1.13
Total Page Views During Period 11446 Total Unique Views During Period 4969
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CITY OF MEDINA
501 EVERGREEN POINT ROAD | PO BOX 144 | MEDINA WA 98039-0144
TELEPHONE 425-233-6400 | www.medina-wa.gov
February 5, 2013
To: Mayor and City Council
Via: Donna Hanson, City Manager
From: Joe Willis Sr., Director of Public Works
Subject: January 2013 Public Works Report
1. The Public Safety Surveillance and ALPR Camera Project contractor, Statewide Security,
completed the installation of the supporting poles, controller cabinets, and cameras for the
systems. Present work involves final positioning of the cameras and software interface for
viewing and retaining the images.
2. David Clark Architects have completed the Public Works Shop Facilities Study. Evaluation of the
site, inventory of equipment, alternatives for providing covered equipment storage with a
building extension, and better utilization of the yard area were all included in the study.
Preliminary cost estimates indicate that the renovation can be accomplished within the available
2013 CIP project budget of $459,325. The next phase of this project will be the design and
construction of the needed improvements. The project schedule, architects cost, and
construction cost estimate are included in the February 11th council packet for their
consideration and authorization to proceed.
The Public Works Shop yard security fencing relocation was completed. The new fencing was
placed on the top of the landscaped berm surrounding the shop yard to provide sufficient
setback for the proposed shop building expansion project to proceed without having to relocate
the fence. Additional plant screening will be provided to soften the appearance of the fencing
from the park.
3. The SR 520 Eastside Project work by ECC in Medina focused on construction of the Transit Station
at Evergreen Point Road, sound walls along the freeway corridor, and work to complete the 84th
Ave lid. Work for February includes preparation of the approach ramps to the Evergreen lid so
that traffic can be routed directly across the lid and eliminate the temporary traffic weaving and
tight curves.
Scheduling for the removal of ECC’s construction traffic eastbound on ramp is not yet defined,
but is expected to occur in late March or early April so the new park & ride lot construction can
begin. Knowledge of the closure of the ramp was not accounted for in the original maintenance
facility permitting submittal by the Bridge and Landings project managers (KGM). According to
the Development Services Director, this will require a revision to their construction mitigation
plan that will include public noticing and likely a public hearing if written objections are received.
The burden will be on KGM to provide methods or alternatives to minimize their construction
impacts.
4. The Park Board met on January 15th with only four members present (two have resigned and
another was not present with an excused absence). Miles Adam was elected chairman, and Susan
Flagg will serve as vice-chair. The Board will review their 2012 work plan and develop their work
plan for 2013 at their February meeting. There was a suggestion that flag displays be considered
for Memorial Day, July 4th, and Veterans Day.
ITEM RA-4
5. The Public Works Crew completed the installation of new all-way stop signs on Evergreen Point
Road at NE 12th and NE 24th Streets. Several residents that questioned the rationale for installing
the stop signs received responses from the Director. A number of residents expressed
appreciation for the new signs and pointed out that they improved safety for pedestrians and left
turning movements at the intersections.
Stop Bar Installations at Evergreen Point Road & NE 24th
Brush and overgrown vegetation along the sidewalk on the south side of NE 24th Street from
Evergreen Point Road to 80th Ave NE were trimmed back and moss was removed from the
sidewalk surface.
Several stop signs and street name signs were refurbished and reset. Screening material was
installed on the relocated fencing around the public works shop yard, the yard area was cleared
of unnecessary materials, and reorganized in preparation for the proposed building expansion.
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ITEM CA-1
MEDINA CITY COUNCIL
SPECIAL AND REGULAR MEETING MINUTES
Medina City Hall, Council Chambers
501 Evergreen Point Road, Medina
Monday, January 14, 2013; 6:00 pm
SPECIAL MEETING
CALL TO ORDER
Mayor Luis called January 14, 2013 Special Meeting of the Medina City Council to order at
6:00 pm.
EXECUTIVE SESSION
Mayor recessed into executive session at 6:00 pm for an estimated time of one-half hour
pursuant to RCW 42.30.110(1)(i) for the purpose of discussing with legal counsel
representing the agency matters relating to agency enforcement actions, or to discuss with
legal counsel representing the agency litigation or potential litigation to which the agency,
the governing body, or a member acting in an official capacity is, or is likely to become, a
party, when public knowledge regarding the discussion is likely to result in an adverse
legal or financial consequence to the agency.
Council members Boyd, Decker, Dicharry, D. Lee, J. Lee, Luis and Phelps, city attorney
Sand, city manager, city clerk, and special counsel Greg Rubstello (Ogden Murphy
Wallace, PLLC) were present. Executive session concluded at 6:33 pm.
REGULAR MEETING
Mayor called public meeting to order at 6:35 pm, then led members of the audience,
council members, and staff in the Pledge of Allegiance.
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; Kari Sand, 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
APPROVAL OF MEETING AGENDA
Council member Boyd motioned to add to agenda a discussion concerning exploration of
new tax revenue sources and council member Dicharry seconded motion. Motion carried
7-0 at 6:37 pm. Council member Boyd motioned and council member Phelps seconded
motion to add to agenda reconsideration of motion concerning city manager
compensation. Motion carried 6-1, council member J. Lee voted in opposition at 6:38 pm.
ITEM CA-1
City Council Minutes
Page 2
January 14, 2013
Mayor asked for vote from council to approve agenda as amended and council member J.
Lee voted negative and remaining council members voted affirmative, at 6:38 pm.
PUBLIC COMMENT
Mayor read guidelines for public comment period and opened floor to public comment at
6:39 pm.
A Regional Coalition for Housing (ARCH) program manager, Arthur Sullivan, thanked
council for previous support and described current proposal and funding request for trust
fund senior housing. In responding to council, Mr. Sullivan conveyed he would forward
information about last year’s project to the city manager for distribution to council
members.
No other statements were presented and mayor closed comment period at 6:43 pm.
REPORTS AND ANNOUNCEMENTS
Mayor Luis reported mayors of Lake Washington communities met at Medina City Hall this
month and council member Dicharry stated he signed on for another year with the
Eastside Transportation Partnership as an alternative delegate. Council member Boyd
said he attended a summary overview of last year’s facilities committee and had a tour
and update of the SR 520 bridge project with staff.
Council member Dicharry reported the next emergency committee meeting will be held on
January 23.
City manager recognized employee Pam Greytak for her efforts managing the 2012 giving
tree and food drive and highlighted need for volunteers on city park board, planning
commission, emergency committee and civil service commission.
Directors reported on 2012 department overviews.
CONSENT AGENDA
MOTION DICHARRY AND SECOND D. LEE TO ADOPT CONSENT AGENDA AS
PRESENTED AND MOTION CARRIED 7-0 AT 7:26 PM.
Approval of December 10, 2012 City Council Special and Regular Meeting Minutes
Approval of December, 2012 Check Register
Claim check numbers 53604 through 53712 in the amount of $342,734.65, payroll check numbers
3531 through 3548 in the amount of $263,561.83, and voided AP check number 53551(reissued with
check number 53712)
Approval of 2013 ARCH Annual Budget and Work Plan
Approval of 2013 ARCH Trust Fund Resolution
Approval of Evergreen Point Road Sidewalk Transportation Improvement Board (TIB) Grant
Receipt of Approved August 21, 2012 Civil Service Commission Meeting Minutes
Receipt of Approved October 25, 2012 Civil Service Commission Meeting Minutes
ITEM CA-1
City Council Minutes
Page 3
January 14, 2013
OTHER BUSINESS
Planning Commission Work Plan (7:26 pm)
Planning commission chair Judie O’Brien was present, made recommendations and she
and development services director responded to council questions.
MOTION BOYD AND SECOND DICHARRY TO APPROVE PROPOSED 2013
PLANNING COMMISSION WORK PROGRAM AND MOTION CARRIED 7-0 AT 7:37 PM.
Draft 2013 Legislative Agenda (7:37 pm)
City manager summarized items. Mayor said Beaux Arts should be removed since it is in
another legislative district. Council member Phelps requested to be provided regular
summaries of legislative items.
MOTION DICHARRY AND SECOND DECKER TO APPROVE PROPOSED
LEGISLATIVE AGENDA AND AUTHORIZE THE MAYOR TO SIGN A JOINT LETTER
FROM THE POINTS COMMUNITIES TO OUR STATE LEGISLATORS. MOTION
CARRIED 7-0 AT 7:40 PM.
Non-Binding Statement of Interest for Updated Solid Waste Interlocal Agreement between
King County and the Cities (7:43 pm)
City attorney summarized matter.
MOTION PHELPS AND SECOND DECKER THAT THE MEDINA CITY COUNCIL
AUTHORIZE THE CITY MANAGER TO COMPLETE THE “NON-BINDING STATEMENT
OF INTEREST” FORM TO INDICATE THAT MEDINA IS “LIKELY” TO SIGN THE
PROPOSED “AMENDED AND RESTATED SOLID WASTE” ILA. MOTION CARRIED 7-0
AT 7:46 PM.
New Tax Revenue Source (7:46 pm)
Council member Boyd conveyed he was approached by a citizen for council to consider a
sales tax on soft drinks. City manager said staff would research and report back to council.
Reconsideration of 12/10/2012 Motion Concerning City Manager Compensation (7:54 pm)
Council member Boyd presented motion for reconsideration by council. Discussion
followed.
BOYD MOTION AND PHELPS SECOND TO RECONSIDER 12/10/2012 MOTION TO
CHANGE CITY MANAGER COMPENSATION FOR 2013 TO INCLUDE CPI THAT
MATCHES OTHER NON-REPRESENTED EMPLOYEES. MOTION CARRIED 5-2 (D.
LEE AND J. LEE OPPOSED) AT 8:04 PM.
ITEM CA-1
City Council Minutes
Page 4
January 14, 2013
MOTION BOYD AND SECOND PHELPS TO CHANGE CITY MANAGER
COMPENSATION FOR 2013 TO INCLUDE CPI A COST OF LIVING ADJUSTMENT
THAT MATCHES OTHER NON-REPRESENTED EMPLOYEES. MOTION CARRIED 5-2
D. LEE AND J. LEE OPPOSED) AT 8:10 PM.
Council member Dicharry proposed amendment to motion to say a cost of living
adjustment instead of CPI and council member Boyd concurred. Council members
discussed motion.
City Council Agenda Calendar (8:10 pm)
Mayor proposed study session to discuss city visioning January 28.
PUBLIC COMMENT
Mayor opened public comment period at 8:10 pm. No comments were brought forward
and the floor was subsequently closed.
EXECUTIVE SESSION
Mayor recessed into executive session 8:20 pm for an estimated time of fifteen minutes
pursuant to RCW 42.30.110(1)(i) for the purpose of discussing with legal counsel
representing the agency matters relating to agency enforcement actions, or to discuss with
legal counsel representing the agency litigation or potential litigation to which the agency,
the governing body, or a member acting in an official capacity is, or is likely to become, a
party, when public knowledge regarding the discussion is likely to result in an adverse
legal or financial consequence to the agency.
Council members Boyd, Dicharry, Decker, D. Lee, J. Lee, Luis and Phelps, city attorney
Sand, city manager, and city clerk were present. Executive session concluded at 8:35 pm
and mayor called regular meeting back to order.
ADJOURNMENT
MOTION PHELPS AND SECOND DICHARRY TO ADJOURN THE JANUARY 14, 2013
MEETING OF THE MEDINA CITY COUNCIL. MOTION CARRIED 7-0 AT 8:36 PM.
The January 14, 2013 Regular Meeting of the Medina City Council adjourned 8:36 pm.
The Medina City Council will hold its next meeting on Monday, February 11, 2013, 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
ITEM CA-2
DRAFT
MEDINA CITY COUNCIL
SPECIAL MEETING MINUTES
Medina City Hall, City Council Chambers
501 Evergreen Point Road, Medina
Monday, January 28, 2013; 5:00 pm
CALL TO ORDER
The January 28, 2013 Special Meeting of the Medina City Council was noticed pursuant to
RCW 42.30.080. The meeting was called to order at 5:08 pm.
ROLL CALL
Council Members Present: Patrick Boyd, Jay Decker, Doug Dicharry, Janie Lee, Michael
Luis, and Katie Phelps
Council Members Absent: David Lee
City Staff Present: Donna Hanson, City Manager; Mark Thomas, Police Chief;
Robert Grumbach, Development Services Director; Joe Willis,
Public Works Director; Nancy Adams, Finance Director, and
Rachel Baker, City Clerk
Council members Dicharry motioned and Decker seconded to excuse absence of D. Lee
and motion carried 6-0, at 5:08 pm.
DISCUSSION
State Route 520 Update (5:08 pm)
Staff provided brief project update. City manager confirmed a council quorum would not
attend SR 520 neighborhood meeting scheduled at city hall on January 31.
Council Visioning Discussion (5:29 pm)
Discussion included idea to have a professionally conducted community survey to coincide
with comprehensive plan update, ideas to promote interest in volunteerism on city boards
and commissions, holding an ad-hoc committee meeting near end of March to generate
interest in city vision and encourage citizens to volunteer. Department directors and
council discussed long-range visioning and upcoming projects.
ADJOURNMENT
The January 28, 2013 Special Meeting of the Medina City Council adjourned at 7:25 pm.
The Medina City Council will hold its next Regular Meeting on Monday, February 11, 2013,
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
ITEM CA-3
CITY OF MEDINA
February 6, 2013
To: Mayor and City Council
From : Nancy Adams, Director of Finance
Re: FINAL 2012 Year End Finance Report / January 2013
2012 Year End Financial Reports include:
December 2012 Final Check Register including “Open Period” transactions through 1/20/2013.
December 2012 Revenue & Expense Summary – FINAL FOR 2012
Comparative Summary by Fund: 1) 2012 Actuals and Ending Fund Balances - Final Updated and 2)
Adopted Budget of November 13, 2012 with Preliminary Ending Fund Balances.
2012 Final Results:
2012 is now closed and December final numbers have been updated to include the “Open Period” of AP
Expenditures. WA State RCW requires us to keep the December period open through January 20th to make
sure that 2012 Expenditures are booked into the correct accounting period.
December final changes since the last Council Meeting include the Open Period amount of $73,551.42.
A new 2013 Comparative Summary by Fund reports 2012 Actuals after the Open Period was closed on
1/20/2013. It also reports the Final Ending Fund Balances for each Fund, which are treated as the new
Beginning Fund Balances for 2013. 2012 Budget amounts have been updated to include the 2012 Budget
Amendment adopted on December 10, 2012.
Highlights:
General Fund ended the year with a $2,152,001 Fund Balance compared to the forecasted ending
Fund Balance of $1,870,338. Favorable by $281,663, primarily due to Planning & Development
Revenue.
Street Fund ended the year with a $99,483 Fund Balance compared to the forecasted ending Fund
Balance of $128,466. Unfavorable by ($28,983) due to National Pollution Discharge Revenue that will
not be received until 2013. A Budget Amendment will be needed to carry this Revenue over into 2013.
Capital Projects Fund ending the year with a $146,232 Fund Balance compared to the forecasted
ending Fund Balance of $201,436. Unfavorable by ($55,204) due to King County Flood and
Conservation Revenue that will not be received until 2013. A Budget Amendment will be needed to
carry this Revenue over into 2013.
TOTAL ALL FUNDS: ended the year with $3,989,308 compared to the forecast ending balances for all
funds of $3,791,533. Favorable by $197,775 for the 2012 Year End for all funds.
2013 January reporting includes:
AP Check Register for January 2013.
Please note that the 2013 Revenue and Expense Summaries will not be included this month. The
Adopted Budget for 2013 will be manually entered into Vision Financials and the 2013 Budget
Document will be completed during the first quarter of 2013.
ITEM CA-3
ITEM CA-3
City of Medina
Revenue & Expense Summary
December 2012 - Final
ITEM CA-3
REVENUE:
December
ACTUAL
December YTD
ACTUAL
2012 ANNUAL
BUDGET % of Total
BUDGET
REMAINING
General Fund
Property Tax $79,689 $2,509,595 $2,446,268 102.59%$63,327
Sales Tax $77,964 $723,893 $1,120,000 64.63%($396,107)
Criminal Justice $5,261 $61,406 $57,646 106.52%$3,760
B & O Tax: Utility & Franchise Fee $1,380 $358,085 $336,694 106.35%$21,391
Leasehold Excise Tax $0 $699 $0 0.00%$699
Licenses & Permits $193,491 $760,597 $618,775 122.92%$141,822
Intergovernmental $75,453 $343,299 $373,514 91.91%($30,215)
Planning & Development, Passport $34,768 $566,516 $555,100 102.06%$11,416
Fines, Penalties, Traffic Infr.$2,404 $57,725 $110,000 52.48%($52,275)
Misc. Investment, Leases $1,169 $30,904 $64,130 48.19%($33,226)
Other Revenue $0 $0 $0 0.00%$0
General Fund Total $471,579 $5,412,721 $5,682,127 95.26% ($269,406)
Street Fund $5,350 $90,447 $168,891 53.55%($78,444)
Street Fund Transfers In $24,167 $290,000 $290,000 100.00%$0
Tree Fund $0 $8,400 $1,000 840.00%$7,400
Capital Fund $23,208 $574,488 $806,285 71.25%($231,797)
Total (All Funds)$500,137 $6,086,057 $6,658,303 91.41% ($572,246)
Total (All Funds) Transfers In $24,167 $290,000 $290,000 100.00%$0
EXPENDITURES:
December
ACTUAL
December YTD
ACTUAL
2012 ANNUAL
BUDGET % of Total
BUDGET
REMAINING
General Fund
Legislative $381 $18,156 $26,800 67.75%$8,644
Municipal Court $8,840 $74,440 $101,500 73.34%$27,060
Executive $14,451 $180,543 $185,317 97.42%$4,774
Finance $10,833 $281,028 $286,790 97.99%$5,762
Legal $38,891 $158,899 $160,000 99.31%$1,101
Central Services $46,105 $463,475 $528,782 87.65%$65,307
Police Operations $207,778 $1,820,198 $2,059,608 88.38%$239,410
Fire & Medical Aid $0 $706,222 $706,369 99.98%$147
Emergency Prep.$795 $65,436 $79,500 82.31%$14,064
Development & Planning $95,470 $801,322 $814,100 98.43%$12,778
Recreational Services $0 $24,205 $26,411 91.65%$2,206
Parks $24,267 $348,810 $347,132 100.48%($1,678)
General Fund Total $447,813 $4,942,733 $5,322,309 92.87% $379,576
General Fund Transfers Out $7,500 $90,000 $90,000 100.00%$0
Street Fund $52,696 $369,298 $444,701 83.04%$75,403
Tree Fund $0 $0 $0 0.00%$0
Capital Fund $150,101 $632,284 $849,285 74.45%$217,001
Capital Fund Transfers Out $16,667 $200,000 $200,000 100.00%$0
Total (All Funds)$650,609 $5,944,314 $6,616,295 89.84%$671,981
Total (All Funds) Transfers Out $24,167 $290,000 $290,000 100.00%$0
TOTAL CASH & INVESTMENTS TOTAL CASH & INVESTMENTS
Beginning Year: 1/1/2012 Period Ending: 12/31/2012
WA ST INV POOL 4,028,217$ WA ST INV POOL 4,127,663$
CHECKING 450,111 CHECKING 478,762
4,478,328$ 4,606,424$
AP Check Register
December 2012 - FINAL
ITEM CA-3
1
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
Exp Reimb. - ADAMS Adams, Nancy 001-000-000-514-10-49-10 Miscellaneous 12/11/2012 53604 $154.33 W2 Wage & Tax Forms
53604 Total $154.33
0016872-IN B & M Datanode LLC 001-000-000-521-20-41-05 IT Services 12/11/2012 53605 $328.50 Monitoring Svcs.
53605 Total $328.50
4164488 Bearcom 001-000-000-521-20-31-40 Police Operating Supplies 12/11/2012 53606 $1,333.61 Batteries & Charger - PD
53606 Total $1,333.61
964586-02 Blumenthal Uniforms & Equipment 001-000-000-521-20-22-00 Uniforms 12/11/2012 53607 $335.89 Uniform - Gidlof
53607 Total $335.89
6670 Brat Wear 001-000-000-521-20-22-00 Uniforms 12/11/2012 53608 $98.00 Uniform - Gidlof
53608 Total $98.00
Cabot Dow - Nov. 2012 Cabot Dow Associates, Inc 001-000-000-513-10-41-00 Professional Services 12/11/2012 53609 $337.50 Labor Negotiations
53609 Total $337.50
8047 Cascade Materials & Aggregate LLC 307-000-000-594-19-63-01 Public Works Shop Improvements 12/11/2012 53610 $19,289.10 PW Shop - Yard Expansion
53610 Total $19,289.10
F55543 Case Power and Equipment 101-000-000-542-30-48-00 Equipment Maintenance 12/11/2012 53611 $1,851.97 Backhoe Repairs
53611 Total $1,851.97
36571651 11/6/12 - 12/5/12 Chevron (Police)001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash 12/11/2012 53612 $1,385.21 Fuel, maint. - PD
36571651 11/6/12 - 12/5/12 Chevron (Police)001-000-000-521-20-48-10 Repairs & Maint-Automobiles 12/11/2012 53612 $10.84 Fuel, maint. - PD
53612 Total $1,396.05
Inspections - Nov. 2012 Clyde Hill, City of 001-000-000-558-60-41-06 Building Inspector Contract 12/11/2012 53613 $298.05 Bldg Inspector Svcs.
53613 Total $298.05
61207 CNR, Inc 001-000-000-518-90-41-50 Technical Services 12/11/2012 53614 $30.11 Mitel 3300 Programming
12657 CNR, Inc 001-000-000-518-90-48-00 Repairs & Main-Equipment 12/11/2012 53614 $195.74 SW Maint. - Dec.
53614 Total $225.85
85079 db Secure Shred 001-000-000-518-10-41-00 Professional Services 12/11/2012 53615 $39.04 Secure Shredding
53615 Total $39.04
7215 Eastside Public Safety Communicat'n 001-000-000-521-20-51-20 Dispatch-EPSCA 12/11/2012 53616 $645.33 Monthly Radio Fee - PD
53616 Total $645.33
411895 ENA Couriers Inc 001-000-000-521-20-42-00 Communications (phone,Pagers)12/11/2012 53617 $77.39 Court Courier
53617 Total $77.39
70254 Everson's Econo-Vac, Inc.101-000-000-542-40-41-00 Storm Drain Maintenance 12/11/2012 53618 $4,936.80 Storm Drain Cleaning
70231 Everson's Econo-Vac, Inc.101-000-000-542-67-41-00 Street Cleaning 12/11/2012 53618 $1,943.63 Street Cleaning
53618 Total $6,880.43
3951 Fileonq, Inc 001-000-000-521-20-48-00 Repairs & Maint-Equipment 12/11/2012 53619 $2,391.43 2013 SW Maint. Fee
53619 Total $2,391.43
207145 Flex-Plan Services, Inc.001-000-000-514-10-49-10 Miscellaneous 12/11/2012 53620 $50.00 Admin Fee - NOV
53620 Total $50.00
1022869 Foster Pepper 001-000-000-521-20-41-00 Professional Services 12/11/2012 53621 $3,585.63 Skinner Hearing
53621 Total $3,585.63
1019209968 Gempler's Inc.101-000-000-542-30-22-00 Uniforms 12/11/2012 53622 $106.43 Uniforms - Evjen
1019209014 Gempler's Inc.101-000-000-542-30-22-00 Uniforms 12/11/2012 53622 $388.51 Uniforms - Crickmore, Stifler, Evjen
1019209010 Gempler's Inc.101-000-000-542-30-31-00 Operating Supplies 12/11/2012 53622 $60.17 Safety Jacket - McGauran
53622 Total $555.11
HANSON - Dec 2012 Hanson, Donna K 001-000-000-513-10-21-50 Auto Allowance 12/11/2012 53623 $400.00 Monthly Auto Allowance
53623 Total $400.00
AP Check Register
December 2012 - FINAL
ITEM CA-3
2
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
26576346-001 Hertz Equipment Rental Corporation 101-000-000-542-30-45-00 Machine Rental 12/11/2012 53624 $353.70 Lift Rental
53624 Total $353.70
2083416 Home Depot Credit Services 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg 12/11/2012 53625 $32.65 Insecticide - CH
2083414 Home Depot Credit Services 101-000-000-542-30-31-00 Operating Supplies 12/11/2012 53625 $34.97 Tool for cleaning Catch Basins
8081521 Home Depot Credit Services 101-000-000-542-30-31-00 Operating Supplies 12/11/2012 53625 $12.01 Holiday Lights - Medina Park
8584426 Home Depot Credit Services 101-000-000-542-30-31-00 Operating Supplies 12/11/2012 53625 $213.36 Holiday Lights - Medina Park
53625 Total $292.99
04-500007248 Issaquah, City of 001-000-000-521-20-51-50 Jail Service-Prisoner Board 12/11/2012 53626 $90.00 jail Svcs - Oct 2012
53626 Total $90.00
11000582 KC Office of Finance 001-000-000-521-20-42-00 Communications (phone,Pagers)12/11/2012 53627 $375.00 I-Net - PD
4455896 KC Office of Finance 101-000-000-542-30-47-00 Utility Services 12/11/2012 53627 $309.12 City Hall Svcs, - Trailers
53627 Total $684.12
Medina-002/16 Law, Lyman, Daniel, Kamerrer & Bogdano001-000-000-515-20-41-60 Special Counsel 12/11/2012 53628 $4,249.72 Whitney v. COM
Medina-003/7 Law, Lyman, Daniel, Kamerrer & Bogdano001-000-000-515-20-41-60 Special Counsel 12/11/2012 53628 $6,661.52 COM v. KCSO, KC, Whitney
Medina-001/16 Law, Lyman, Daniel, Kamerrer & Bogdano001-000-000-515-20-41-60 Special Counsel 12/11/2012 53628 $453.10 Chen v. COM
53628 Total $11,364.34
12061202 LEED 001-000-000-521-20-22-00 Uniforms 12/11/2012 53629 $42.60 Uniform - Ofc. Girias
53629 Total $42.60
612994 Mastermark 001-000-000-518-10-31-00 Office And Operating Supplies 12/11/2012 53630 $36.97 Date Stamp
53630 Total $36.97
340 Moberly & Roberts, PLLC 001-000-000-512-50-41-10 Prosecuting Attorney 12/11/2012 53631 $4,000.00 Prosecutor
53631 Total $4,000.00
65872 Moburg, Seaton & Watkins 001-000-000-521-20-41-00 Professional Services 12/11/2012 53632 $675.00 Court Reporting - Skinner Hearing
53632 Total $675.00
29199 O'Brien, Barton, Joe & Hopkins, PLLP 001-000-000-512-50-41-20 Public Defender 12/11/2012 53633 $145.00 Public Defender
53633 Total $145.00
702384 Ogden Murphy Wallace 001-000-000-521-20-41-00 Professional Services 12/11/2012 53634 $17,441.10 Skinner Hearing
702011 Ogden Murphy Wallace 001-000-000-521-20-41-00 Professional Services 12/11/2012 53634 $13,527.00 Skinner Hearing
53634 Total $30,968.10
481755 Pacific Topsoils, Inc.001-000-000-576-80-41-04 Professional Services-Misc 12/11/2012 53635 $109.50 Dump Street Sweeping
53635 Total $109.50
1883 Paladin Data System 001-000-000-518-90-48-00 Repairs & Main-Equipment 12/11/2012 53636 $11,390.19 2013 App Maint Fee
53636 Total $11,390.19
POB Lease Renew - 2013 Postmaster 001-000-000-518-10-42-00 Postage/Telephone 12/11/2012 53637 $320.00 Renew Lease for PO Box
53637 Total $320.00
9239911002 10/31/12 - 11/30/12 Puget Sound Energy 101-000-000-542-63-41-00 Street Light Utilities 12/11/2012 53638 $1,844.02 Street Lights
53638 Total $1,844.02
211 Skoog, Anne 101-000-000-542-30-41-00 Professional Services 12/11/2012 53639 $520.00 Mapping Svcs.
53639 Total $520.00
1441 Sound Law Center 001-000-000-558-60-41-02 Hearing Examiner 12/11/2012 53640 $2,019.50 Hearing Examiner Svcs.
53640 Total $2,019.50
33420 Spot-On Print & Design 001-000-000-521-20-41-00 Professional Services 12/11/2012 53641 $35.30 Business Cards - Gidlof
53641 Total $35.30
318615505 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/11/2012 53642 $121.65 Stamp, folders, letter opener
3187495303 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/11/2012 53642 $83.15 PC Peripherals, Calendar refills
3187495301 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/11/2012 53642 $55.85 Wall Cal, calc tape, post-it, folders
3187495300 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/11/2012 53642 $141.21 Index labels, paper
3187495302 Staples Advantage 001-000-000-521-20-31-00 Office Supplies 12/11/2012 53642 $101.45 Cups, batteries, labels, markers
53642 Total $503.31
AP Check Register
December 2012 - FINAL
ITEM CA-3
3
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
36715R Statewide Security 307-000-000-595-30-63-13 Pub Safety Camera Systems 12/11/2012 53643 $66,994.95 Materials Camera System Enhancemen
53643 Total $66,994.95
14902 Transpo Group Inc, The 101-000-000-542-30-41-00 Professional Services 12/11/2012 53644 $2,193.75 Traffic Study - EPR
53644 Total $2,193.75
INV024632 WA Assoc of Sheriffs & Police Chief 001-000-000-521-20-49-40 Dues,Subcriptions,Memberships 12/11/2012 53645 $100.00 Accreditation App Fee
53645 Total $100.00
E899598 HANNAH WA ST Dept of Licensing 631-000-000-589-12-52-88 Dept Of Lic-Gun Permit-$18/21 12/11/2012 53646 $18.00 Renewal Lic Fee - Hannah
E899599 ADAMS WA ST Dept of Licensing 631-000-000-589-12-52-88 Dept Of Lic-Gun Permit-$18/21 12/11/2012 53646 $18.00 Renewal Lic Fee - Adams
53646 Total $36.00
FB91017005131 WA ST Dept of Transportation 101-000-000-542-30-31-00 Operating Supplies 12/11/2012 53647 $445.56 Fuel - PW
53647 Total $445.56
I13004109 WA State Patrol 001-000-000-521-20-41-50 Recruitment-Background 12/11/2012 53648 $16.50 Background - Custodial
53648 Total $16.50
WEDLUND - Exp Reimb.Wedlund, Caroll 001-000-000-521-20-41-00 Professional Services 12/11/2012 53649 $60.78 Refreshments - Skinner Hrg.
WEDLUND - CS - Nov. 12 Wedlund, Caroll 001-000-000-521-20-41-00 Professional Services 12/11/2012 53649 $1,152.00 Civil Svc Examiner - Nov.
WEDLUND - CS - Oct. 12 Wedlund, Caroll 001-000-000-521-20-41-00 Professional Services 12/11/2012 53649 $870.00 Civil Svc Examiner - Oct
53649 Total $2,082.78
WILLIS - Dec. 2012 Willis, Joe 001-000-000-576-80-43-00 Travel & Training 12/11/2012 53650 $285.00 Auto Allowance - Dec.
53650 Total $285.00
1011660-20121130 Accurint - Account 1011660 001-000-000-521-20-41-00 Professional Services 12/20/2012 53651 $109.50 Investigative Tool
53651 Total $109.50
BAKER - Reimb. 12/11/12 Baker, Rachel 001-000-000-518-10-43-00 Travel & Training 12/20/2012 53652 $17.00 Parking Chgs.
53652 Total $17.00
90108897 9/19/12 - 11/27/12 Bellevue City Treasurer 001-000-000-576-80-47-00 Utilities 12/20/2012 53653 $92.59 Medina Beach Irrigation
53653 Total $92.59
964583-03 Blumenthal Uniforms & Equipment 001-000-000-521-20-22-00 Uniforms 12/20/2012 53654 $799.35 Uniforms - Gidlof
53654 Total $799.35
8045 Cascade Materials & Aggregate LLC 307-000-000-595-30-63-16 Medina Park Water Treatmt 12/20/2012 53655 $32,379.15 Flood Control Device- Medina Park
53655 Total $32,379.15
4254548183070B 12/8/12 - 1/8/13 Centurylink 001-000-000-576-80-42-00 Telephone/postage 12/20/2012 53656 $44.27 PW Shop Phone
53656 Total $44.27
Clyde Hill - 84th Ave Costs Clyde Hill, City of 101-000-000-542-30-47-00 Utility Services 12/20/2012 53657 $3,461.57 Cost Share for signal maint and water
Clyde Hill - 84th Ave Costs Clyde Hill, City of 101-000-000-542-64-41-00 Traffic Control Devices 12/20/2012 53657 $1,047.19 Cost Share for signal maint and water
53657 Total $4,508.76
8498330130193264 12/15/12 - 01/1 Comcast 001-000-000-521-20-48-20 Repairs & Maint-Cad 12/20/2012 53658 $206.90 NE 12th Camera
8498330130193223 12/15/12 - 01/1 Comcast 001-000-000-521-20-48-20 Repairs & Maint-Cad 12/20/2012 53658 $206.90 NE 24th Camera
53658 Total $413.80
13523 CPR Inc 001-000-000-518-90-48-00 Repairs & Main-Equipment 12/20/2012 53659 $381.01 LaserJet Service/Repairs - Finance
53659 Total $381.01
AP Check Register
December 2012 - FINAL
ITEM CA-3
4
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
CRUM - Exp Reimb. 12/10/12 Crum, Linda 001-000-000-521-20-43-00 Travel & Training 12/20/2012 53660 $28.81 Mileage-TAC Training, WSP Toxology La
53660 Total $28.81
205559 Flex-Plan Services, Inc.001-000-000-514-10-49-10 Miscellaneous 12/20/2012 53661 $50.00 October 2012 Admin Fee
53661 Total $50.00
1019217733 Gempler's Inc.101-000-000-542-30-22-00 Uniforms 12/20/2012 53662 $91.54 Uniforms - Crickmore, Stifler
53662 Total $91.54
HANSON Reimb. 12/11/12 Hanson, Donna K 001-000-000-511-60-43-00 Travel & Training 12/20/2012 53663 $55.88 Food/Refreshments for CC Mtg
53663 Total $55.88
6020132 Home Depot Credit Services 101-000-000-542-30-31-00 Operating Supplies 12/20/2012 53664 $174.94 Sign Posts
53664 Total $174.94
12174 KC Office of Finance 101-000-000-542-30-41-00 Professional Services 12/20/2012 53665 $902.34 WRIA 8 Dues
53665 Total $902.34
16699 Kenyon Disend, Pllc 001-000-000-515-20-41-10 City Attorney 12/20/2012 53666 $6,732.01 City Attorney - Nov. 2012
53666 Total $6,732.01
OTAK 7/9/12 - 7/13/12 Otak 001-000-000-558-60-41-01 Planning Consultant 12/20/2012 53667 $1,428.00 Missing Invoice Rec.
53667 Total $1,428.00
52994 PACE Engineers, Inc.001-000-000-558-60-41-07 Engineering Consultant 12/20/2012 53668 $9,460.00 CMP Svcs
53668 Total $9,460.00
483798 Pacific Topsoils, Inc.001-000-000-576-80-41-04 Professional Services-Misc 12/20/2012 53669 $109.00 Dump Clean Green
53669 Total $109.00
Sea Times - Nov 2012 Seattle Times, The 001-000-000-518-10-44-00 Advertising 12/20/2012 53670 $1,094.87 Legal Ads
53670 Total $1,094.87
2012-1408 Snohomish County Sheriff - Corrections B001-000-000-521-20-51-50 Jail Service-Prisoner Board 12/20/2012 53671 $1,086.72 Jail Housing - Nov 2012
53671 Total $1,086.72
2012-11-28-01 Thirsty Duck, Ltd.307-000-000-595-30-63-16 Medina Park Water Treatmt 12/20/2012 53672 $19,087.50 Pond Outlet Control
53672 Total $19,087.50
Q4 2011 941X United States Treasury 001-000-000-514-10-49-10 Miscellaneous 12/20/2012 53673 $117.39 IRS Q4 2011 941X
53673 Total $117.39
2110146 Utilities Underground Location Ctr 101-000-000-542-30-47-00 Utility Services 12/20/2012 53674 $50.36 Utility Svcs. - Nov.
53674 Total $50.36
AP Check Register
December 2012 - FINAL
ITEM CA-3
5
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
E899597 PONG WA ST Dept of Licensing 631-000-000-589-12-52-88 Dept Of Lic-Gun Permit-$18/21 12/20/2012 53675 $18.00 Orig. License Fee - Pong
53675 Total $18.00
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-01 WA St-Bldg Code Fee 12/20/2012 53676 $181.75 2012 2nd Qtr Dist. Fund 631 Passthru
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-03 WA St-Jis 12/20/2012 53676 $1,577.41 2012 2nd Qtr Dist. Fund 631 Passthru
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-06 WA St-State Portion 12/20/2012 53676 $6,271.67 2012 2nd Qtr Dist. Fund 631 Passthru
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-07 WA St-State 30%12/20/2012 53676 $3,401.87 2012 2nd Qtr Dist. Fund 631 Passthru
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-08 WA St-Trauma Care 12/20/2012 53676 $635.66 2012 2nd Qtr Dist. Fund 631 Passthru
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-09 WA St-Lab-Bld/breath 12/20/2012 53676 $432.07 2012 2nd Qtr Dist. Fund 631 Passthru
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-12 WA St-State Portion-Psea 3 12/20/2012 53676 $122.27 2012 2nd Qtr Dist. Fund 631 Passthru
2nd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-13 WA St-Auto Theft Protection 12/20/2012 53676 $908.46 2012 2nd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-01 WA St-Bldg Code Fee 12/20/2012 53676 $121.50 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-03 WA St-Jis 12/20/2012 53676 $1,200.05 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-04 WA ST Highway Safety 12/20/2012 53676 $394.17 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-06 WA St-State Portion 12/20/2012 53676 $5,536.14 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-07 WA St-State 30%12/20/2012 53676 $2,923.82 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-08 WA St-Trauma Care 12/20/2012 53676 $461.15 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-09 WA St-Lab-Bld/breath 12/20/2012 53676 $178.18 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-12 WA St-State Portion-Psea 3 12/20/2012 53676 $109.95 2012 3rd Qtr Dist. Fund 631 Passthru
3rd Qtr - 2012 WA ST Treasurer's Office 631-000-000-589-12-52-13 WA St-Auto Theft Protection 12/20/2012 53676 $656.34 2012 3rd Qtr Dist. Fund 631 Passthru
53676 Total $25,112.46
YOURKOSKI - Tuition Reimb. Yourkoski, Daniel 001-000-000-521-20-23-00 Tuition 12/20/2012 53677 $2,050.50 Grad School Tuition Reimb.
53677 Total $2,050.50
996165814X12162012 11/09/12 - 12/AT&T Mobility 001-000-000-521-20-42-00 Communications (phone,Pagers)12/31/2012 53678 $227.45 Patrol cars connect to NORCOM
53678 Total $227.45
12223020 Banc of America Leasing 001-000-000-521-20-45-00 Equipment-Lease & Rentals 12/31/2012 53679 $211.13 Copier lease - PD
53679 Total $211.13
BAKER 12/15/12 Bank of America-Business Card 001-000-000-513-10-43-00 Travel & Training 12/31/2012 53680 $202.69 12/13 Staff Mtg, Wellness Training
BAKER 12/15/12 Bank of America-Business Card 001-000-000-513-10-43-00 Travel & Training 12/31/2012 53680 $23.21 12/13 Staff Mtg, Wellness Training
BAKER 12/15/12 Bank of America-Business Card 001-000-000-518-10-44-00 Advertising 12/31/2012 53680 $375.00 Job Advertisement - Acct. Asst.
BAKER 12/15/12 Bank of America-Business Card 001-000-000-518-30-45-00 Facility Rental 12/31/2012 53680 $159.00 Records Storage #1367
BAKER 12/15/12 Bank of America-Business Card 001-000-000-518-30-45-00 Facility Rental 12/31/2012 53680 $356.00 Records Storage #1410
YOURKOSKI 12/15/12 Bank of America-Business Card 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash 12/31/2012 53680 $154.19 Vehicle Maint.
YOURKOSKI 12/15/12 Bank of America-Business Card 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash 12/31/2012 53680 $100.00 Good2Go Replenish
YOURKOSKI 12/15/12 Bank of America-Business Card 001-000-000-521-20-49-40 Dues,Subcriptions,Memberships 12/31/2012 53680 $120.00 IACP Renew Yourkoski
WILLIS 12/15/12 Bank of America-Business Card 101-000-000-542-30-31-00 Operating Supplies 12/31/2012 53680 $136.82 Ink Cartridges, Disks, File Folders
WILLIS 12/15/12 Bank of America-Business Card 101-000-000-542-30-31-00 Operating Supplies 12/31/2012 53680 $88.64 Software Renewal
WILLIS 12/15/12 Bank of America-Business Card 101-000-000-542-30-31-00 Operating Supplies 12/31/2012 53680 $273.75 Red Acer -Tree
53680 Total $1,989.30
AP Check Register
December 2012 - FINAL
ITEM CA-3
6
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
05065006 10/2/12 - 12/7/12 Bellevue Treasurer, City of 001-000-000-518-10-47-00 Utility Serv-Elec,Water,Waste 12/31/2012 53681 $388.34 Utilities - CH
07522006 10/9/12 - 12/11/12 Bellevue Treasurer, City of 001-000-000-576-80-47-00 Utilities 12/31/2012 53681 $67.83 FairWx Irrigation
05066001 10/2/12 - 12/7/12 Bellevue Treasurer, City of 001-000-000-576-80-47-00 Utilities 12/31/2012 53681 $137.41 Beach Park Irrigation
05172008 10/3/12 - 12/7/12 Bellevue Treasurer, City of 001-000-000-576-80-47-00 Utilities 12/31/2012 53681 $786.96 PW Shop Water, Park Irrigation
53681 Total $1,380.54
4254517838049B 12/7/12 - 1/7/12 Centurylink 001-000-000-518-10-42-00 Postage/Telephone 12/31/2012 53682 $110.06 CH Fax, tolls, cc line, Emerg Info Line
4256373989759B 12/17/12 - 1/17/13Centurylink 001-000-000-521-20-42-00 Communications (phone,Pagers)12/31/2012 53682 $153.53 PD Fax, tolls, alarm lines
4254517838049B 12/7/12 - 1/7/12 Centurylink 001-000-000-525-60-31-00 Supplies 12/31/2012 53682 $75.49 CH Fax, tolls, cc line, Emerg Info Line
53682 Total $339.08
8498330130193587 12/25/12-1/25/1Comcast 001-000-000-576-80-42-00 Telephone/postage 12/31/2012 53683 $71.90 PW Shop - Internet
53683 Total $71.90
CRUM - Reimb. 12/29/12 Crum, Linda 001-000-000-521-20-49-60 Crime Prevention/Public Educ 12/31/2012 53684 $98.55 Community Outreach - PD
53684 Total $98.55
11037150 121512 Crystal And Sierra Springs-Admin 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53685 $52.20 Water - CH
53685 Total $52.20
5296969 121512 Crystal And Sierra Springs-Police 001-000-000-521-20-31-00 Office Supplies 12/31/2012 53686 $30.77 Water - PD
53686 Total $30.77
5291929 121512 Crystal And Sierra Springs-PW 001-000-000-576-80-31-00 Operating Supplies 12/31/2012 53687 $39.11 Water - PW Shop
53687 Total $39.11
605 David A. Clark Architects, PLLC 307-000-000-594-19-63-01 Public Works Shop Improvements 12/31/2012 53688 $12,350.50 PW Shop Study
53688 Total $12,350.50
50422 7/13/12 DKS Associates 101-000-000-542-30-41-01 Prof Svcs- GCA 6496 SR 520 12/31/2012 53689 $610.00 SR-520 Consultant
53689 Total $610.00
7257 Eastside Public Safety Communicat'n 001-000-000-521-20-51-20 Dispatch-EPSCA 12/31/2012 53690 $645.33 Radio Access Fee - PD
53690 Total $645.33
412089 ENA Couriers Inc 001-000-000-521-20-42-00 Communications (phone,Pagers)12/31/2012 53691 $131.67 Court Courier Svcs
53691 Total $131.67
FINNIGAN - EPC - Dec. 2012 Finnigan, Janet Kristen 001-000-000-525-60-41-00 Prof Serv-EP Coordinator 12/31/2012 53692 $720.00 Emerg Prep Coord Svcs.
53692 Total $720.00
1026462 Foster Pepper 001-000-000-521-20-41-00 Professional Services 12/31/2012 53693 $9,451.35 Special Counsel - Civil Svc.
53693 Total $9,451.35
AP Check Register
December 2012 - FINAL
ITEM CA-3
7
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
1019252679 Gempler's Inc.101-000-000-542-30-22-00 Uniforms 12/31/2012 53694 $70.96 Uniforms - PW
53694 Total $70.96
3000417 KC Finance-Adult/Juvenile Detention 001-000-000-521-20-51-50 Jail Service-Prisoner Board 12/31/2012 53695 $591.99 Jail Housing
53695 Total $591.99
34442 Kesselring Gun Shop Inc 001-000-000-521-20-31-60 Ammo/Range (Targets, etc)12/31/2012 53696 $101.40 Ammo - PD
53696 Total $101.40
NOV12MED Kirkland Municipal Court 001-000-000-512-50-51-10 Municipal Court-Traffic/NonTrf 12/31/2012 53697 $550.00 Court Filing Fees - Oct. 2012
53697 Total $550.00
11172012 Lowe's Business Account 101-000-000-542-30-31-00 Operating Supplies 12/31/2012 53698 $119.61 Sanding supplies for signposts
53698 Total $119.61
608701 Mastermark 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53699 $42.23 Stamp
53699 Total $42.23
95787657 McAfee 001-000-000-518-90-41-50 Technical Services 12/31/2012 53700 $230.00 Email Defense Svcs.
53700 Total $230.00
12127e Northwest Cleaning & Maintenance 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg 12/31/2012 53701 $1,129.96 CH - Cleaning
53701 Total $1,129.96
Otak Tree - 11/3/12 - 12/7/12 Otak 001-000-000-558-60-41-01 Planning Consultant 12/31/2012 53702 $9,306.32 Tree Code Consult Svcs.
Otak Tree - 11/3/12 - 12/7/12 Otak 001-000-000-558-60-41-50 Landscape Consultant 12/31/2012 53702 $3,323.07 Tree Code Consult Svcs.
53702 Total $12,629.39
2012-4850 Public Safety Testing Inc 001-000-000-521-20-49-40 Dues,Subcriptions,Memberships 12/31/2012 53703 $135.00 Subscription Fees Q4
53703 Total $135.00
1906201007 11/20/12 - 12/19/12 Puget Sound Energy 001-000-000-518-10-47-00 Utility Serv-Elec,Water,Waste 12/31/2012 53704 $1,175.08 CH - Power
9606201003 11/14/12 - 12/13/12 Puget Sound Energy 001-000-000-576-80-47-00 Utilities 12/31/2012 53704 $123.91 PW Shop - Power
3118551005 11/20/12 - 12/19/12 Puget Sound Energy 101-000-000-542-63-41-00 Street Light Utilities 12/31/2012 53704 $83.39 Traffic Cams - 82nd Ave NE
8254229019 11/16/12 - 12/14/12 Puget Sound Energy 101-000-000-542-63-41-00 Street Light Utilities 12/31/2012 53704 $30.35 Traffic Cams - NE 24th St
53704 Total $1,412.73
ROTH HILL 11/1/12 - 11/30/12 Roth Hill Engineering Partners 001-000-000-558-60-41-07 Engineering Consultant 12/31/2012 53705 $9,881.17 Engineering Svcs. - Nov. 2012
53705 Total $9,881.17
196658245-074 Sprint 001-000-000-518-10-42-00 Postage/Telephone 12/31/2012 53706 $64.39 Cell Phones - ISC, PD, PW
196658245-074 Sprint 001-000-000-521-20-42-00 Communications (phone,Pagers)12/31/2012 53706 $367.31 Cell Phones
196658245-074 Sprint 001-000-000-576-80-42-00 Telephone/postage 12/31/2012 53706 $192.59 Cell Phones
53706 Total $624.29
AP Check Register
December 2012 - FINAL
ITEM CA-3
8
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
3188323133 (Cr)Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53707 ($17.51)Return Wall Calendar
3188323136 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53707 $75.53 Paper, Tape
3188323132 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53707 $29.04 Paper
3188323137 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53707 $90.46 Tape, folders, binders, pencil cup
3188323134 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53707 $17.51 Wall File Calendar
53707 Total $195.03
Tiki Car Wash - March 2012 Tiki Car Wash 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash 12/31/2012 53708 $10.84 PD Car Washes
Tiki Car Wash - Apr-Nov 2012 Tiki Car Wash 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash 12/31/2012 53708 $243.91 PD Car Washes
53708 Total $254.75
5253584 TW Telecom 001-000-000-518-10-42-00 Postage/Telephone 12/31/2012 53709 $1,155.12 Bundled Telecom Svcs
53709 Total $1,155.12
49467 WA ST Patrol 001-000-000-521-20-51-30 Access-WSP 12/31/2012 53710 $534.00 Access User Fees - Q4
53710 Total $534.00
WEDLUND CSE - Dec. 2012 Wedlund, Caroll 001-000-000-521-20-41-00 Professional Services 12/31/2012 53711 $510.00 Civil Svc Examiner
53711 Total $510.00
Pace Engineers Inc. Pace Engineers Inc. 53712 $0.00 Reissued Check #53155 PACE Eng.
0.00 impact to Cash 53712 Total $0.00 from Nov. (lost and stop payment)
December Open Period Check Run - (Below): $73,551.42
Amec 001-000-000-558-60-41-07 Engineering Consultant 12/31/2012 53713 $1,403.90 Geotech Svcs. PL-12-062
K11572269 Amec 001-000-000-558-60-41-07 Engineering Consultant 12/31/2012 53713 $1,515.90 Geotech Svcs. PL-12-039
53713 Total $2,919.80
ANGLIN Reimb. 12/31/12 Anglin, Albert 001-000-000-521-20-21-10 Personnel Benefits-Retirees 12/31/2012 53714 $178.00 LEOFF-1 Reimbursement
53714 Total $178.00
0016905-IN B & M Datanode LLC 001-000-000-518-90-41-50 Technical Services 12/31/2012 53715 $164.25 IT Contract Svcs.
53715 Total $164.25
6798 Brat Wear 001-000-000-521-20-22-00 Uniforms 12/31/2012 53716 $1,150.30 Uniform - Gidlof
53716 Total $1,150.30
36840945 Chevron (Police)001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash 12/31/2012 53717 $1,348.66 Fleet Fuel - PD
53717 Total $1,348.66
CLYDE HILL - INSP. SVCS.Clyde Hill, City of 001-000-000-558-60-41-06 Building Inspector Contract 12/31/2012 53718 $701.70 Inspection Svcs - Dec.
53718 Total $701.70
85955 db Secure Shred 001-000-000-518-10-41-00 Professional Services 12/31/2012 53719 $39.04 Secure Shredding
53719 Total $39.04
412279 ENA Couriers Inc 001-000-000-521-20-42-00 Communications (phone,Pagers)12/31/2012 53720 $123.62 Court Courier
53720 Total $123.62
70390 Everson's Econo-Vac, Inc.101-000-000-542-67-41-00 Street Cleaning 12/31/2012 53721 $958.13 Street Sweeping
53721 Total $958.13
208751 Flex-Plan Services, Inc.001-000-000-514-10-49-10 Miscellaneous 12/31/2012 53722 $50.00 Dec 2012 Admin Fee
53722 Total $50.00
Check # 53712 used to reissue #53155 (Nov stop payment)
AP Check Register
December 2012 - FINAL
ITEM CA-3
9
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
964131805 Graybar Electric Co., Inc.101-000-000-542-64-41-00 Traffic Control Devices 12/31/2012 53723 $3,403.26 Sign Poles
53723 Total $3,403.26
JACKSON, A Nov, Dec 2012 Jackson, Allyson 001-000-000-511-60-41-00 Professional Services 12/31/2012 53724 $325.00 Flight Track Consulting
53724 Total $325.00
JOHNSTON Reimb. 12/31/12 Johnston, Willard Max 001-000-000-521-20-21-10 Personnel Benefits-Retirees 12/31/2012 53725 $274.00 LEOFF-1 Reimbursement
53725 Total $274.00
2011040 KC Finance-Mental Health, Chemical 001-000-000-519-90-51-30 King County Alcohol Control 12/31/2012 53726 $134.61 Q3 2012 Substance Abuse Fees
53726 Total $134.61
11000662 KC Office of Finance 001-000-000-521-20-42-00 Communications (phone,Pagers)12/31/2012 53727 $375.00 INet - Dec.
53727 Total $375.00
16884 Kenyon Disend, Pllc 001-000-000-515-20-41-10 City Attorney 12/31/2012 53728 $4,997.66 City Attorney
53728 Total $4,997.66
KPD Jail Housing Q4 2012 Kirkland PD, City of 001-000-000-521-20-51-50 Jail Service-Prisoner Board 12/31/2012 53729 $1,040.00 Inmate Housing Q4 2012
KPD Transport - Q4 2012 Kirkland PD, City of 001-000-000-521-20-51-60 Prisoner Transport 12/31/2012 53729 $300.00 Prisoner Transports Q4 2012
53729 Total $1,340.00
223256589 Konica Minolta Business Solutions 001-000-000-518-10-31-00 Office And Operating Supplies 12/31/2012 53730 $1,017.31 Qtrly Copier Chgs.
53730 Total $1,017.31
Medina-001/17 Law, Lyman, Daniel, Kamerrer & Bogdano001-000-000-515-20-41-60 Special Counsel 12/31/2012 53731 $3,071.20 Chen v. COM
Medina-003/8 Law, Lyman, Daniel, Kamerrer & Bogdano001-000-000-515-20-41-60 Special Counsel 12/31/2012 53731 $5,952.79 COM v. K, KCSO, Whitney
Medina-002/17 Law, Lyman, Daniel, Kamerrer & Bogdano001-000-000-515-20-41-60 Special Counsel 12/31/2012 53731 $6,773.03 Whitney v. COM
53731 Total $15,797.02
Michaels 11/1/12 - 12/29/12 Michael's Dry Cleaning 001-000-000-521-20-22-00 Uniforms 12/31/2012 53732 $151.16 Dry Cleaning - PD
53732 Total $151.16
346 Moberly & Roberts, PLLC 001-000-000-512-50-41-10 Prosecuting Attorney 12/31/2012 53733 $4,000.00 Prosecutor - Dec 2012
53733 Total $4,000.00
20110279 Norcom 001-000-000-521-20-51-15 Dispatch Services-Norcom Trans 12/31/2012 53734 $1,174.25 Kirkland Annexation Assessment
53734 Total $1,174.25 (1 of 8)
29755 O'Brien, Barton, Joe & Hopkins, PLLP 001-000-000-512-50-41-20 Public Defender 12/31/2012 53735 $145.00 Public Defender Dec 2012
53735 Total $145.00
OTAK PLAN 12/8/12 - 12/31/12 Otak 001-000-000-558-60-41-01 Planning Consultant 12/31/2012 53736 $6,052.12 Planning Svcs
OTAK TREE 12/8/12 - 12/31/12 Otak 001-000-000-558-60-41-50 Landscape Consultant 12/31/2012 53736 $843.75 Tree Code Svcs
53736 Total $6,895.87
53175 PACE Engineers, Inc.001-000-000-558-60-41-07 Engineering Consultant 12/31/2012 53737 $5,520.00 CMP Svcs.
53737 Total $5,520.00
2012-4768 Public Safety Testing Inc 001-000-000-521-20-41-50 Recruitment-Background 12/31/2012 53738 $1,291.92 New Employee Background
53738 Total $1,291.92
9239911002 12/1/12 - 12/31/12 Puget Sound Energy 101-000-000-542-63-41-00 Street Light Utilities 12/31/2012 53739 $1,844.02 Street Lights
8254221586 11/21/12 - 12/20/12 Puget Sound Energy 101-000-000-542-63-41-00 Street Light Utilities 12/31/2012 53739 $45.63 Street Lights
53739 Total $1,889.65
ROTH HILL 12/1/12 - 12/31/12 Roth Hill Engineering Partners 001-000-000-558-60-41-07 Engineering Consultant 12/31/2012 53740 $7,940.30 Engineering Svcs.
53740 Total $7,940.30
SEA TIMES 12/01/12 - 12/31/12 Seattle Times, The 001-000-000-518-10-44-00 Advertising 12/31/2012 53741 $114.75 Legal Ads
53741 Total $114.75
2012-1446 Snohomish County Sheriff - Corrections B001-000-000-521-20-51-50 Jail Service-Prisoner Board 12/31/2012 53742 $110.73 Jail Svcs. - Dec 2012
53742 Total $110.73
1448 Sound Law Center 001-000-000-558-60-41-02 Hearing Examiner 12/31/2012 53743 $6,023.50 HEX Svcs.
53743 Total $6,023.50
AP Check Register
December 2012 - FINAL
ITEM CA-3
10
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction
Detail Amount Transaction Notes
3189452861 Staples Advantage 001-000-000-521-20-31-00 Office Supplies 12/31/2012 53744 $59.32 Tissue, Cups - PD
3189452860 Staples Advantage 001-000-000-521-20-31-00 Office Supplies 12/31/2012 53744 $338.85 Paper, Plates, toner, pens - PD
53744 Total $398.17
2120146 Utilities Underground Location Ctr 101-000-000-542-30-47-00 Utility Services 12/31/2012 53745 $36.50 Utility Svcs.
53745 Total $36.50
2013-1705 WA ST Criminal Justice 001-000-000-521-20-43-00 Travel & Training 12/31/2012 53746 $50.00 Training - Ofc. Girias
53746 Total $50.00
E984307 SIDELL WA ST Dept of Licensing 631-000-000-589-12-52-88 Dept Of Lic-Gun Permit-$18/21 12/31/2012 53747 $18.00 Renewal License Fee - Sidell
E984305 LIN WA ST Dept of Licensing 631-000-000-589-12-52-88 Dept Of Lic-Gun Permit-$18/21 12/31/2012 53747 $18.00 Renewal License Fee - Lin
E899600 ODEGARD WA ST Dept of Licensing 631-000-000-589-12-52-88 Dept Of Lic-Gun Permit-$18/21 12/31/2012 53747 $18.00 Original License Fee - Odegard
53747 Total $54.00
FB91017006131 WA ST Dept of Transportation 001-000-000-576-80-32-00 Vehicle Fuel & Lube 12/31/2012 53748 $297.86 Fuel - PW
53748 Total $297.86
I13004893 WA State Patrol 631-000-000-589-12-52-89 WA ST Patrol-Gun-Fbi ($24)12/31/2012 53749 $16.50 CPL Background
53749 Total $16.50
160007 Zumar Industries, Inc.101-000-000-542-64-41-00 Traffic Control Devices 12/31/2012 53750 $2,143.90 Street Signs
53750 Total $2,143.90
Grand Total December:$416,286.07
AP Check Register
January 2013
ITEM CA-4
1
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction Detail
Amount Transaction Notes
Arbor Foundation 01/13 - 01/14 Arbor Day Foundation 001-000-000-576-80-31-00 Operating Supplies 1/18/2013 53751 $15.00 Annual membership Dues
53751 Total $15.00
996165814X01162013 AT&T Mobility 001-000-000-521-20-42-00 Communications (phone,Pagers)1/18/2013 53752 $227.45 Patrol Car Connect to NORCOM - Jan 2013
53752 Total $227.45
12/21/2012 AWC 001-000-000-519-90-49-00 Association Of WA Cities 1/18/2013 53753 $1,472.00 AWC Membership Dues
53753 Total $1,472.00
0016906-IN B & M Datanode LLC 001-000-000-521-20-41-05 IT Services 1/18/2013 53754 $328.50 Svr. Monitoring
53754 Total $328.50
4254517838049B 1/7/13 - 2/7/13 Centurylink 001-000-000-518-10-42-00 Postage/Telephone 1/18/2013 53755 $104.46 CC, Fax Lines and tolls
4254548183070B 1/8/13 - 2/8/13 Centurylink 001-000-000-576-80-42-00 Telephone/postage 1/18/2013 53755 $44.33 Alarm Line - PW Shop
53755 Total $148.79
142269 Chrysler, Jeep, Dodge Bellevue 001-000-000-521-20-48-10 Repairs & Maint-Automobiles 1/18/2013 53756 $1,128.69 Vehicle & Tire Repairs
53756 Total $1,128.69
12680 CNR, Inc 001-000-000-518-90-48-00 Repairs & Main-Equipment 1/18/2013 53757 $195.74 SW Maint - Jan 2013
53757 Total $195.74
42443 Code Publishing Co.001-000-000-518-10-49-20 Dues, Subscriptions 1/18/2013 53758 $350.00 Annual Hosting Fee - MMC
53758 Total $350.00
5296969 011213 Crystal And Sierra Springs-Police 001-000-000-521-20-31-00 Office Supplies 1/18/2013 53759 $48.78 Water - PD
53759 Total $48.78
Coalition Dues 2013 Cspa Interlocal 001-000-000-521-20-49-40 Dues,Subcriptions,Memberships 1/18/2013 53760 $300.00 2013 Annual Dues CSPA
53760 Total $300.00
ENR Subsc. 2013 Enr 101-000-000-542-30-41-00 Professional Services 1/18/2013 53761 $29.95 2013 Subscription Fee
53761 Total $29.95
20821 GovDelivery, Inc.001-000-000-518-90-41-50 Technical Services 1/18/2013 53762 $2,400.00 Annual Hosting & Maint.
53762 Total $2,400.00
9034232133 Grainger 001-000-000-576-80-31-01 Maintenance Supplies 1/18/2013 53763 $31.32 Metering Actuator (Medina Park)
9034119892 Grainger 101-000-000-542-30-31-00 Operating Supplies 1/18/2013 53763 $62.15 Work Gloves
53763 Total $93.47
HANSON Auto - Jan 2013 Hanson, Donna K 001-000-000-513-10-21-50 Auto Allowance 1/18/2013 53764 $400.00 Auto Allowance - Jan 2013
53764 Total $400.00
Points Mayors - Jan 2013 Harbor Club 001-000-000-511-60-43-00 Travel & Training 1/18/2013 53765 $168.32 Host Points Mayors Bkfast Mtg.
53765 Total $168.32
6024044 Home Depot Credit Services 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg 1/18/2013 53766 $10.94 PD - Replacement Shower Curtain
3014888 Home Depot Credit Services 001-000-000-576-80-31-01 Maintenance Supplies 1/18/2013 53766 $33.69 Lighter torch, drill bits, lock nuts
263362 Home Depot Credit Services 101-000-000-542-30-31-00 Operating Supplies 1/18/2013 53766 $183.57 Batteries, Sign Posts
53766 Total $228.20
13144 Icompass Technologies Inc 001-000-000-518-10-64-10 PRA/Agenda Manager Software 1/18/2013 53767 $4,000.00 Annual Hosting Fee
53767 Total $4,000.00
102173 Int'l Assoc For Property & Evidence 001-000-000-521-20-49-40 Dues,Subcriptions,Memberships 1/18/2013 53768 $50.00 Membership Dues 2013
53768 Total $50.00
IIMC - Baker 2013 Int'l Institute of Municipal Clerks 001-000-000-518-10-49-20 Dues, Subscriptions 1/18/2013 53769 $145.00 Membership Dues - Baker 2013
IIMC - Greytak 2013 Int'l Institute of Municipal Clerks 001-000-000-518-10-49-20 Dues, Subscriptions 1/18/2013 53769 $85.00 Membership Dues - Greytak 2013
53769 Total $230.00
IPMA-HR - Baker 2013 IPMA-HR 001-000-000-518-10-49-20 Dues, Subscriptions 1/18/2013 53770 $25.00 Membership Dues - Baker 2013
53770 Total $25.00
ETP-16 KC Dept of Transportation 001-000-000-519-90-49-04 Eastside Transportation Prog.1/18/2013 53771 $40.00 membership Dues - ETP 2013
53771 Total $40.00
KCMCA - Baker, Greytak 2013 KC Municipal Clerks' Association 001-000-000-518-10-49-20 Dues, Subscriptions 1/18/2013 53772 $40.00 Membership Dues - Baker, Greytak
53772 Total $40.00
7936 Lexipol Llc 001-000-000-521-20-49-41 Lexipol Manuals 1/18/2013 53773 $1,950.00 Subscription - Policy Manual for Accreditation
53773 Total $1,950.00
AP Check Register
January 2013
ITEM CA-4
2
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction Detail
Amount Transaction Notes
615852 Mastermark 001-000-000-518-10-31-00 Office And Operating Supplies 1/18/2013 53774 $19.32 Endorsement Stamp
53774 Total $19.32
95861945 McAfee 001-000-000-518-90-41-50 Technical Services 1/18/2013 53775 $230.00 Email Defense Svcs. - Jan 2013
53775 Total $230.00
21046 Microflex 001-000-000-514-10-49-10 Miscellaneous 1/18/2013 53776 $1,200.00 2013 Sales Tax Audit Svcs.
53776 Total $1,200.00
20110278 Norcom 001-000-000-521-20-51-15 Dispatch Services-Norcom Trans 1/18/2013 53777 $15,438.75 Q1 Dispatch Svcs. - PD
53777 Total $15,438.75
484875 Pacific Topsoils, Inc.001-000-000-576-80-41-04 Professional Services-Misc 1/18/2013 53778 $109.00 Dump Clean Green
53778 Total $109.00
PSClean Air 2013 Puget Sound Clean Air Agency 001-000-000-519-90-51-20 Puget Sound Clean Air Agency 1/18/2013 53779 $5,586.00 2013 member Assessment
53779 Total $5,586.00
SeaTimes Subsc - 2013 Seattle Times, The (subscriptions)001-000-000-518-10-49-20 Dues, Subscriptions 1/18/2013 53780 $267.80 2013 Newspaper Subscription
53780 Total $267.80
33665 Spot-On Print & Design 001-000-000-518-10-31-00 Office And Operating Supplies 1/18/2013 53781 $179.96 Letterhead Envelopes
53781 Total $179.96
Q1 13329 Statewide Security 001-000-000-521-20-42-00 Communications (phone,Pagers)1/18/2013 53782 $150.00 Q1 Fire Alm Monitoring - CH/PD
Q1 13328 Statewide Security 001-000-000-521-20-42-00 Communications (phone,Pagers)1/18/2013 53782 $90.00 Q1 Sec Alm Monitoring - CH/PD
Q1 13330 Statewide Security 001-000-000-576-80-31-00 Operating Supplies 1/18/2013 53782 $90.00 Q1 Sec Alm Monitoring - PW Shop
53782 Total $330.00
Sep-50 Vision Municipal Solutions, Llc 001-000-000-514-10-41-01 Professional Services 1/18/2013 53783 $2,500.00 2013 Direct Access Fee
Sep-49 Vision Municipal Solutions, Llc 001-000-000-518-90-48-00 Repairs & Main-Equipment 1/18/2013 53783 $3,840.00 2013 Software Assurance Fee
53783 Total $6,340.00
2005 Tahoe Tabs Renewal WA ST Dept of Licensing 001-000-000-558-60-32-00 Vehicle Expenses-Gas, Oil, Maint 1/18/2013 53784 $123.75 License Tabs Renewal 2005 Chevy Tahoe
53784 Total $123.75
20705 WAPRO 001-000-000-521-20-49-40 Dues,Subcriptions,Memberships 1/18/2013 53785 $25.00 2013 membership Dues - Crum
53785 Total $25.00
54751 Washington Awards, Inc.001-000-000-518-10-31-00 Office And Operating Supplies 1/18/2013 53786 $21.90 Name Plate
53786 Total $21.90
WILLIS Auto - Jan 2013 Willis, Joe 001-000-000-576-80-43-00 Travel & Training 1/18/2013 53787 $285.00 Auto Allowance - Jan 2013
53787 Total $285.00
WSAPT - Goodman 2013 Wsapt 001-000-000-558-66-49-00 Misc. (dues, Subscrip)1/18/2013 53788 $35.00 2013 membership Dues - Goodman
53788 Total $35.00
Q4 2012 L&I Volunteers Dept of Labor & Industry 001-000-000-514-10-49-10 Miscellaneous 1/24/2013 53789 $13.88 Q4 2012 L&I Volunteers
53789 Total $13.88
Q4 2012 ESD Filing Employment Security Dept 001-000-000-514-10-49-10 Miscellaneous 1/24/2013 53790 $29.03 Q4 2012 ESD Tax Filing
53790 Total $29.03
1301232K Accurate Electric 001-000-000-576-80-41-04 Professional Services-Misc 1/30/2013 53791 $125.93 Electrical Circuit Connection
53791 Total $125.93
101814 All City Fence Co.307-000-000-594-19-63-01 Public Works Shop Improvements 1/30/2013 53792 $7,712.09 Shop Yard Fencing
53792 Total $7,712.09
BAKER - Reimb. - CC Mtg, Training Baker, Rachel 001-000-000-511-60-43-00 Travel & Training 1/30/2013 53793 $39.20 Food -Council Mtg., Staff First Aid Training
BAKER - Reimb. IPMA-HR Baker, Rachel 001-000-000-518-10-43-00 Travel & Training 1/30/2013 53793 $64.73 Mileage: IPMA-HR Mtg, Staff Training Food
BAKER - Reimb. - CC Mtg, Training Baker, Rachel 001-000-000-518-10-49-10 Miscellaneous 1/30/2013 53793 $29.19 Food -Council Mtg., Staff First Aid Training
53793 Total $133.12
12233371 Banc of America Leasing 001-000-000-521-20-45-00 Equipment-Lease & Rentals 1/30/2013 53794 $211.13 Copier Lease - PD
53794 Total $211.13
AP Check Register
January 2013
ITEM CA-4
3
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction Detail
Amount Transaction Notes
BAKER 1/15/13 Bank of America-Business Card 001-000-000-518-10-31-00 Office And Operating Supplies 1/30/2013 53795 $118.25 Xerox Ink Supplies
BAKER 1/15/13 Bank of America-Business Card 001-000-000-518-10-49-20 Dues, Subscriptions 1/30/2013 53795 $175.00 IPMA-CP Cert. - Baker
BAKER 1/15/13 Bank of America-Business Card 001-000-000-518-30-45-00 Facility Rental 1/30/2013 53795 $159.00 Records Storage #1367
BAKER 1/15/13 Bank of America-Business Card 001-000-000-518-30-45-00 Facility Rental 1/30/2013 53795 $356.00 Records Storage #1410
BAKER 1/15/13 Bank of America-Business Card 001-000-000-518-90-41-50 Technical Services 1/30/2013 53795 $65.65 AV Software Renewal
YOURKOSKI 1/15/13 Bank of America-Business Card 001-000-000-521-20-32-00 Vehicle Expenses-Gas, Car Wash 1/30/2013 53795 $100.00 Bank Card Purchase - Good2Go Replenish
53795 Total $973.90
90107027 10/31/12 - 1/2/13 Bellevue Treasurer, City of 001-000-000-576-80-47-00 Utilities 1/30/2013 53796 $39.20 Viewpoint Dock Water
02623004 10/29/12 - 12/27/12 Bellevue Treasurer, City of 001-000-000-576-80-47-00 Utilities 1/30/2013 53796 $35.98 Viewpoint Park Irrigation
53796 Total $75.18
980470 Blumenthal Uniforms & Equipment 001-000-000-521-20-22-00 Uniforms 1/30/2013 53797 $71.12 Uniforms - Gidlof
53797 Total $71.12
2310309 Cellhire USA, LLC 001-000-000-525-60-41-08 Prof Serv EMP Grant E12-332 1/30/2013 53798 $39.95 EOC Sat Phone
2303194 Cellhire USA, LLC 001-000-000-525-60-41-08 Prof Serv EMP Grant E12-332 1/30/2013 53798 $34.95 EOC Sat Phone
53798 Total $74.90
4256373989759B 1/17/13 - 2/17/1Centurylink 001-000-000-521-20-42-00 Communications (phone,Pagers)1/30/2013 53799 $151.15 PD Fax,Tolls, Alarm lines (2)
4254542095384B 1/8/13 - 2/8/13 Centurylink 001-000-000-525-60-31-00 Supplies 1/30/2013 53799 $138.16 EOC Info Line
53799 Total $289.31
61459 CNR, Inc 001-000-000-521-20-41-00 Professional Services 1/30/2013 53800 $122.64 IP Phone License - PD
53800 Total $122.64
42548 Code Publishing Co.001-000-000-518-10-41-00 Professional Services 1/30/2013 53801 $125.65 MMC Update
53801 Total $125.65
8498330130193223 1/16/13 - 2/15Comcast 001-000-000-521-20-48-20 Repairs & Maint-Cad 1/30/2013 53802 $207.57 NE 24th St Camera
8498330130193264 1/16/13 - 2/15Comcast 001-000-000-521-20-48-20 Repairs & Maint-Cad 1/30/2013 53802 $207.57 NE 12th St Camera
8498330130193587 1/25/13 - 2/24Comcast 001-000-000-576-80-42-00 Telephone/postage 1/30/2013 53802 $72.57 PW Shop Internet
53802 Total $487.71
1.10372E+13 Crystal And Sierra Springs-Admin 001-000-000-518-10-31-00 Office And Operating Supplies 1/30/2013 53803 $49.33 Water - CH
53803 Total $49.33
5.29193E+12 Crystal And Sierra Springs-PW 001-000-000-576-80-31-00 Operating Supplies 1/30/2013 53804 $22.10 Water - PW Shop
53804 Total $22.10
XJ2K7F9K5 Dell Marketing LP 001-000-000-518-90-31-00 Office & Operating Supplies 1/30/2013 53805 $1,278.84 Computer Hardware - Bldg. Off.
53805 Total $1,278.84
7292 Eastside Public Safety Communicat'n 001-000-000-521-20-51-20 Dispatch-EPSCA 1/30/2013 53806 $693.21 Radio Access Fee
53806 Total $693.21
213128 EHPEC 001-000-000-521-20-41-00 Professional Services 1/30/2013 53807 $80.00 Vaccinations - PD
53807 Total $80.00
412475 ENA Couriers Inc 001-000-000-521-20-42-00 Communications (phone,Pagers)1/30/2013 53808 $118.34 Court Courier Svc.
53808 Total $118.34
FINNIGAN EP Coord. Jan 2013 Finnigan, Janet Kristen 001-000-000-525-60-41-00 Prof Serv-EP Coordinator 1/30/2013 53809 $2,800.00 EP Coord Svcs. Jan 2013
FINNIGAN EP Coord. Jan 2013 Finnigan, Janet Kristen 001-000-000-525-60-43-00 Travel & Training 1/30/2013 53809 $25.00 EP Coord Svcs. Jan 2013
53809 Total $2,825.00
1028359 Foster Pepper 001-000-000-515-20-41-60 Special Counsel 1/30/2013 53810 $3,790.45 Special Counsel - Skinner CSC
53810 Total $3,790.45
9030521034 Grainger 001-000-000-576-80-31-00 Operating Supplies 1/30/2013 53811 $47.09 Sink Parts - Medina Park
9030521042 Grainger 101-000-000-542-30-31-00 Operating Supplies 1/30/2013 53811 $62.15 Work Gloves
53811 Total $109.24
74003218 Group Health Cooperative Attn: Cash De 001-000-000-521-20-41-50 Recruitment-Background 1/30/2013 53812 $514.00 Background - Medical - Gidlof
53812 Total $514.00
AP Check Register
January 2013
ITEM CA-4
4
Invoice Number VendorName Account Number Account Description Check Date
Check
Number
Transaction Detail
Amount Transaction Notes
28007 Home Depot Credit Services 101-000-000-542-30-31-00 Operating Supplies 1/30/2013 53813 $101.59 Screws, brace, lumber
53813 Total $101.59
1001057285 IACP 001-000-000-521-20-49-40 Dues,Subcriptions,Memberships 1/30/2013 53814 $120.00 Membership Dues - Chief
53814 Total $120.00
3000441 KC Finance-Adult/Juvenile Detention 001-000-000-521-20-51-50 Jail Service-Prisoner Board 1/30/2013 53815 $724.00 Jail Housing
53815 Total $724.00
DEC12MED Kirkland Municipal Court 001-000-000-512-50-51-10 Municipal Court-Traffic/NonTrf 1/30/2013 53816 $885.00 Court Filing Fees
53816 Total $885.00
223418082 Konica Minolta Business Solutions 001-000-000-521-20-48-00 Repairs & Maint-Equipment 1/30/2013 53817 $690.16 Copier Lease Q4 2012 PD
53817 Total $690.16
62872 Lowe's Business Account 101-000-000-542-30-31-00 Operating Supplies 1/30/2013 53818 $32.70 Lumber- Notice Bds.
53818 Total $32.70
McGauran Reimb. 1/25/13 Mcgauran, Catherine 001-000-000-576-80-43-00 Travel & Training 1/30/2013 53819 $23.00 Reimb. for Learning Materials
53819 Total $23.00
01137e Northwest Cleaning & Maintenance 001-000-000-518-30-48-00 Repairs/maint-City Hall Bldg 1/30/2013 53820 $1,181.49 City Hall Maint. Jan 2013
53820 Total $1,181.49
35032 Northwest Playground Equipment, Inc.001-000-000-576-80-31-01 Maintenance Supplies 1/30/2013 53821 $3,316.63 Park Bench/Table Materials
53821 Total $3,316.63
7032221 Ogden Murphy Wallace 001-000-000-515-20-41-60 Special Counsel 1/30/2013 53822 $753.00 Special Counsel - Skinner/CSC
53822 Total $753.00
9939225-JA13 Pitney Bowes Global Financial Services L 001-000-000-518-10-42-00 Postage/Telephone 1/30/2013 53823 $323.80 Postage Meter Lease
53823 Total $323.80
12/26 Meter Refill Pitney Bowes Purchase Power 001-000-000-518-10-42-00 Postage/Telephone 1/30/2013 53824 $1,000.00 Postage Meter Refill
53824 Total $1,000.00
3118551005 12/20/12 - 12/31/12 Puget Sound Energy 001-000-000-521-20-48-20 Repairs & Maint-Cad 1/30/2013 53825 $54.99 82nd St Camera
8254229019 1/1/13 - 1/15/13 Puget Sound Energy 001-000-000-521-20-48-20 Repairs & Maint-Cad 1/30/2013 53825 $31.94 NE 24th St Camera
9606201003 12/12/12 - 12/31/12 Puget Sound Energy 001-000-000-576-80-47-00 Utilities 1/30/2013 53825 $275.25 Power - PW Shop
8254221586 12/21/12 - 12/31/12 Puget Sound Energy 101-000-000-542-63-41-00 Street Light Utilities 1/30/2013 53825 $48.76 Street Lights
53825 Total $410.94
441296 Security Safe & Lock Inc 001-000-000-521-20-48-20 Repairs & Maint-Cad 1/30/2013 53826 $335.07 Locks for Camera Boxes
53826 Total $335.07
196658245-075 Sprint 001-000-000-518-10-42-00 Postage/Telephone 1/30/2013 53827 $64.30 Staff Cell Phones
196658245-075 Sprint 001-000-000-521-20-42-00 Communications (phone,Pagers)1/30/2013 53827 $344.19 Staff Cell Phones
196658245-075 Sprint 001-000-000-576-80-42-00 Telephone/postage 1/30/2013 53827 $191.54 Staff Cell Phones
53827 Total $600.03
3190246450 Staples Advantage 001-000-000-518-10-31-00 Office And Operating Supplies 1/30/2013 53828 $126.64 Tyvek Env, steno pads, markers, pens
53828 Total $126.64
5306276 TW Telecom 001-000-000-518-10-42-00 Postage/Telephone 1/30/2013 53829 $1,160.91 Budled telecom Svcs.
53829 Total $1,160.91
101071 WA Cities Insurance Authority 001-000-000-514-10-46-00 Insurance (WCIA)1/30/2013 53830 $123,661.00 2013 Annual Liab. Ins.
53830 Total $123,661.00
2013-WAR045527 2013 WA ST Dept of Ecology 101-000-000-542-30-41-00 Professional Services 1/30/2013 53831 $951.00 Stormwater Permit
53831 Total $951.00
62311 Wide Format Company, The 001-000-000-518-10-49-40 Photocopies 1/30/2013 53832 $37.23 PRR Copies - Choo
53832 Total $37.23
160046 Zumar Industries, Inc.101-000-000-542-64-41-00 Traffic Control Devices 1/30/2013 53833 $71.18 Freight Chgs. - Signs
53833 Total $71.18
Grand Total $200,492.84
Medina City Council Regular Meeting ITEM CA-5
Monday, February 11, 2013
AGENDA BILL
Subject:
Development Services Contract – Professional Engineering
Services
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Robert J. Grumbach, AICP,
Summary:
The City makes use of consultants to perform much of its review and inspections on
permits. In 2012, following a Request for Qualification Process, Roth Engineering was
selected to perform on-call engineering services including reviewing grading and
drainage plans and right-of-way permits. The terms of the contract were for one year as
the City wanted to evaluate the splitting of the construction mitigation plan and
engineering services functions between two firms for the first time.
The change has been very successful and Roth Hill continues to provide excellent
services to the City. City staff is therefore proposing to continue the agreement with
Roth Hill for three more years. The billing rate is the same as last year with annual
adjustments in November requiring City approval.
Note: City Council approval is required for professional service contracts of $15,000 or more per
MMC 2.66.010(A)(2).
Attachment(s):
Roth Hill Consultant Agreement
Budget/Fiscal Impact: $100,000 Estimated Expenditures (Budgeted)
Staff Recommendation: Approve
City Manager Approval:
Proposed Council Motion:
Move to approve agreement with Roth Hill for professional
engineering services and authorize the City Manager to
sign the agreement
1 of 8
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF MEDINA
AND ROTH HILL, LLC.
THIS AGREEMENT is made this _____ day of _______________, 2013, between the
City of Medina, (hereinafter the "City") and Roth Hill, LLC (hereinafter “Consultant").
WHEREAS, Consultant is in the business of providing certain professional services
specified herein, and
WHEREAS, the City desires to contract with Consultant for the provision of such
services and Consultant agrees to contract with the City for same; and
NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is
agreed between the parties as follows:
TERMS
I. Description of Work. Consultant shall perform work as described in Exhibit A, “Scope
of Work," which is attached hereto and incorporated herein by this reference. In performing
such services, the Consultant shall comply with all federal, state, and local laws and regulations
applicable to the performance of such services. The Consultant shall perform services diligently
and completely and in accordance with professional standard of conduct and performance for
such services. Consultant shall not perform any additional services without the express
permission of the City.
II. Payment.
A. The City shall pay Consultant for time and materials as set forth in Exhibit A for the
services described in this Agreement.
B. Consultant shall submit payment invoice to the City after such services have been
performed, and the City shall make payment within thirty (30) days after the submittal of
the approved invoice. Such invoice shall detail the work, and a description of the tasks
performed. The Consultant shall complete and return to the City Exhibit “B,” Taxpayer
Identification Number, prior to or along with the first invoice submittal.
C. If the City objects to all or any portion of any invoice, it shall so notify Consultant of the
same within ten (10) days from the date of receipt and shall pay that portion of the
invoice not in dispute. The parties shall immediately make every effort to settle the
disputed portion.
III. Independent Contractor. The Consultant and the City agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement. The
Consultant will solely be responsible for its acts and for the acts of its agents, employees, sub-
ITEM CA-5
2 of 8
consultants, or representatives during the performance of this Agreement. Nothing in this
Agreement shall be considered to create the relationship of employer and employee between the
parties hereto.
IV. Duration. This Agreement shall be effective for a period commencing from the date of
signature and ending on February 28, 2016, unless sooner terminated under the provisions of
paragraph V below. This Agreement may be extended in three (3) month increments by mutual
written agreement of both parties until a new agreement is executed between the parties.
V. Termination.
A. Termination without cause. The City and the Consultant shall have the option to terminate
this Agreement at any time without cause. Termination without cause shall be effective after
thirty (30) days upon delivery of written notice to the other party.
B. Termination for Cause. If Consultant refuses or fails to complete the tasks described in
Exhibit A, or to complete such work in a manner satisfactory to the City, then the City may,
by written notice to Consultant, give notice of its intention to terminate this Agreement.
After such notice, Consultant shall have ten (10) days to cure, to the satisfaction of the City
or its representative. If Consultant fails to cure to the satisfaction of the City, the City shall
send Consultant a written termination letter which shall be effective upon deposit in the
United States mail to Consultant’s address as stated below.
C. Rights upon Termination. In the event of termination, the City shall only be responsible to
pay for all services satisfactorily performed by Consultant to the effective date of
termination, as described in the final invoice to the City. The City Manager shall make the
final determination about what services have been satisfactorily performed which decision
shall be final, binding and conclusive.
D. This provision shall not prevent the City or the Consultant from seeking any legal remedies it
may otherwise have for the violation or nonperformance of any provisions of this Agreement.
VI. Discrimination Prohibited. The Consultant shall not discriminate against any
employee, applicant for employment, or any person seeking the services of the Consultant under
this Agreement, on the basis of race, color, religion, creed, sex, age, national origin, marital
status, or presence of any sensory, mental, or physical handicap.
VII. Indemnification. Consultant hereby releases, covenants not to bring suit and agrees to
indemnify and hold harmless the City, its officers, officials, employees, agents and
representatives from any and all claims, costs, judgments, losses or suits including attorneys’
fees and costs, awards or liabilities to any person, including claims by Consultant’s own
employees to which Consultant might otherwise be immune under Title 51 RCW, arising out of
or in connection with the Consultant’s negligent performance of this Agreement, except for
injuries and damages caused by the negligence of the City.
In the event of liability for any reason described above which is caused by or results from the
concurrent negligence of the Consultant (and his employees, agents and representatives) and the
City (and its officers, officials, employees, agents or representatives), each party’s liability shall
ITEM CA-5
3 of 8
only be to the extent of its negligence. Such indemnification obligations shall extend to claims
which are not reduced to a suit and any claims which may be compromised prior to the
culmination of any litigation or the institution of any litigation.
The City’s inspection or acceptance of any of Consultant’s work when completed shall not be
grounds to avoid any of these covenants of indemnification. It is further specifically and
expressly understood that the indemnification provided herein constitutes Consultant’s waiver of
immunity under Title 51 RCW, solely for the purposes of indemnification. This waiver has been
mutually negotiated by the parties.
VIII. Insurance.
A. The Consultant shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the Consultant, its agents,
representatives, or employees.
Minimum Scope of Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA
00 01 or a substitute form providing equivalent liability coverage. If necessary,
the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, independent
contractors and personal injury and advertising injury. The City shall be named as
an additional insured under the Contractor’s Commercial General Liability
insurance policy with respect to the work performed for the City.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
4. Professional Liability insurance appropriate to the Consultant’s profession.
Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
1,000,000 each occurrence, $2,000,000 general aggregate.
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3. Professional Liability insurance shall be written with limits no less than $1,000,000
per claim and $1,000,000 policy aggregate limit.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions for
Automobile Liability, Professional Liability and Commercial General Liability insurance:
1. The Consultant’s insurance coverage shall be primary insurance as respects the City.
Any insurance, self-insurance, or insurance pool coverage maintained by the City
shall be excess of the Consultant’s insurance and shall not contribute with it.
2. The Consultant’s insurance shall not be cancelled by either party except after thirty
30) days prior written notice has been given to the City
Verification of Coverage
Consultant shall furnish the City with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured endorsement,
evidencing the insurance requirements of the Consultant before commencement of the work.
IX. Modification. No waiver, alteration or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of
the City and Consultant.
X. Assignment and Subcontract. The Consultant shall not assign or subcontract any
portion of the services contemplated by this Agreement without the prior written consent of the
City.
XI. Ownership and Use of Documents. Any records, files, documents, drawings,
specifications, data or information, regardless of form or format, and all other materials produced
by the Consultant in connection with the services provided to the City, shall be the property of
the City whether the project for which they were created is executed or not. In the event this
agreement is terminated prior to completion, yet the City proceeds with the construction of a
facility designed by the Consultant, the City agrees to hold the Consultant harmless from any and
all claims and damages arising out of the project following such termination except for claims
and damages arising out of or resulting from the negligent acts, errors or omissions of the
Consultant in performance of this Agreement.
XII. Record Keeping and Reporting.
A. The Consultant shall maintain accounts and records, including personnel, property,
financial, and programmatic records, which sufficiently and properly reflect all direct and
indirect costs of any nature expended and services performed pursuant to this Agreement. The
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Consultant shall also maintain such other records as may be deemed necessary by the City to
ensure proper accounting of all funds contributed by the City to the performance of this
Agreement.
B. The foregoing records shall be maintained for a period of seven years after termination of
this Agreement unless permission to destroy them is granted by the Office of the Archivist in
accordance with RCW Chapter 40.14 and by the City.
XIII. Audits and Inspections. The records and documents with respect to all matters covered
by this Agreement shall be subject at all times to inspection, review, or audit by the City during
the performance of this Agreement.
XIV. Written Notice. All communications regarding this Agreement shall be sent to the parties
at the addresses listed below, unless notified to the contrary. Any written notice hereunder shall
become effective as of the date of mailing by registered or certified mail, and shall be deemed
sufficiently given if sent to the addressee at the address stated in this Agreement or such other
address as may be hereafter specified in writing. Notices to the City shall be sent to the
following address:
The City of Medina
501 Evergreen Point Road
Medina, WA 98039
Attn: Development Services
Notices to the Consultant shall be sent to the following address:
Roth Hill, LLC
Attn: Gregory G. Hill, P.E.
11130 N.E. 33rd Place, Suite 200
Bellevue, WA 98004
XV. Conflict of Interest. The Consultant represents to the City that it has no conflict of interest
in performing any of the services set forth in Exhibit "A." In the event that the Consultant is
asked to perform services for a project with which it may have a conflict, Consultant will
immediately disclose such conflict to the City.
XVI. Confidentiality. All information regarding the City obtained by the Consultant in
performance of this Agreement shall be considered confidential. Breach of confidentiality by the
Consultant shall be grounds for immediate termination, unless withholding such information
would violate the law or create the risk of significant harm to the public.
XVII. Non-appropriation of funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City will so notify the Consultant
in a timely manner, and shall not be obligated to make payments for services or amounts
incurred after the end of the current fiscal period. The Consultant shall be entitled to payment
for all services rendered as part of the authorized scope of work, prior to the date of insufficient
fund notification This Agreement will terminate upon the completion of all remaining services
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for which funds are allocated. No penalty or expense shall accrue to the City in the event that the
terms of the provision are effectuated.
XVIII. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any
of the covenants and agreements contained herein, or to exercise any option herein conferred in
one or more instances shall not be construed to be a waiver or relinquishment of said covenants,
agreements or options, and the same shall be and remain in full force and effect.
XIX. Resolution of Disputes; Venue; Attorneys’ Fees; Governing Law. Should any
dispute, misunderstanding or conflict arise as to the terms and conditions contained in this
Agreement, the matter shall be referred to the City Manager, whose decision shall be final. Any
appeal from the decision of the City Manager shall be to King County superior court. In the
event of any litigation arising out of this Agreement, the prevailing party shall be reimbursed for
its reasonable attorney fees from the other party. This Agreement shall be governed by and
construed in accordance with the laws of the State of Washington.
XX. Entire Agreement. This Agreement contains the entire agreement between the parties,
and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall
be deemed to exist or bind either of the parties. Either party may request changes to the
Agreement. Changes which are mutually agreed upon shall be incorporated by written
amendments to this Agreement.
XXI. Severability. Any provision or part of this Agreement held to be void or unenforceable
under any law or regulation shall be deemed stricken and all remaining provisions shall continue
to be valid and binding upon the City and the Consultant, who agree that the Agreement shall be
reformed to replace such stricken provision or part with a valid and enforceable provision that
comes as close as reasonably possible to expressing the intent of the stricken provision.
IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year
above written.
ROTH HILL, LLC CITY OF MEDINA
By ______________________________ By
Gregory G. Hill, PE Donna Hanson, City Manager
Approved As To Form:
Attorney for City of Medina
ITEM CA-5
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EXHIBIT A
This confirms the agreement between the City of Medina and Roth Hill, LLC, for Construction
engineering services.
A. The services provided by Roth Hill, LLC will consist of the following, which will be
authorized via written task orders or by email, fax or a permit review request:
1. On-call Engineering and Surveying services supporting permitting review for the
Development Services Department as well as other City departments. The following is a
list of the permitting services that may be provided under this Agreement:
Provide review and evaluation of permit applications for compliance with
applicable City ordinances and development requirements on the following:
o Grading, drainage, and TESC compliance;
o Review lot line adjustments, short plats, formal plats;
o Work in public right-of-way and private lanes;
o Neighborhood impacts;
Conduct site visits and inspections as required to ensure compliance with applicable
City ordinances and conditions of permit approval;
Attend meetings upon the direction of the Director;
Be available during regular business hours to answer questions;
Support code enforcement efforts upon the direction of the Director;
Provide assistance with other engineering/surveying related tasks as budget allows
and as directed by the Director or the Public Works Director in support of the City’s
Capital Improvement Program.
2. As such time and in such form as the City may require, furnish such periodic
reports concerning the status of the project, such statements, certificates, approvals, and
copies of proposed and executed plans and claims, and other information relative to the
project as may be requested by the City.
B. The Consultant shall report to and work under the general supervision of the Director of
Development Services, or a person designated by the City Manager.
C. The Consultant shall neither subcontract any of the work, nor assign any rights acquired
hereunder, without obtaining prior written approval from the City.
D. The City shall have access to all books, documents, papers and records of Consultant that
are pertinent to this Agreement for the purpose of making audit, examination, excerpts and
transcripts.
E. All work products produced by Consultant under this Agreement, such as reports, plans,
specifications, data maps and documents, shall be the property of the City. Consultant will not
be held liable for the re-use or modification of work products by the City for any other project
without the express written permission of the consultant.
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F. Payment:
1. The City agrees to pay the Consultant on a time and materials basis for services
performed in accordance with the following staff positions and hourly billing rates set
forth in the Exhibit B Attachment. The Consultant’s hourly billing rates are to be
adjusted annually each November 1st. Any such adjustment to the hourly billing rates
shall be subject to the approval and acceptance of the City.
2. All other direct costs and sub-consultants may be charged at cost plus ten (10)
percent. Other direct costs may include, but are not limited to:
Out-sourced reproductions (printing, copying, mounting, etc.)
Other out-sourced services pertinent to providing professional services
3. As an alternative to a time and materials compensation, the City agrees to pay the
Consultant an agreed to fixed rate for certain permit reviews. The scope of services and fee for
these services will be mutually agreed upon between the City and the Consultant, and will
require a written supplement to this agreement.
ITEM CA-5
Roth Hill, LLC
11130 NE33rd Place, Suite 200
Bellevue, WA 98004
Last Name First Name Labor Category Billing Rate
Bristol-Horne Haidee Administrative 70.68
Miyatake Laurie Administrative 70.62
Fujitani Carl Administrative 68.85
Verrall Lysette Administrative 33.00
Geiss Robert AdministrativeLead 135.93
Saur Rebecca AdministrativeLead 60.00
Van Wechel Terrance CAD 94.05
Gardner Brenda CAD 69.00
BlockJR.John Civil Specialist 133.26
Gibson Jay Civil Specialist 119.43
Ruiz Christopher Civil Specialist 94.47
Mirochnik Izabella Civil Specialist 94.05
Haines Kenneth Construction Representative 87.75
Hill Gregory Director/Principal 194.00
Fulton Laurie Director/Principal 163.56
Dang Quyen EIT/SrDesigner 98.79
Morrison Blake EIT/SrDesigner 66.00
Slifer Scott Engineer III 141.06
Stevens Lance Engineer II 106.68
Tobin Timothy Engineer II 104.28
Wolf Brian Engineer I 93.60
Cobley Pamela-Rae Planner 99.45
Holladay William Project Manager 148.41
Waligorski Erik Project Manager 144.27
Schmidt Christopher Project Manager 143.28
Brodahl Erik Project Manager 138.45
Lemasa Michael Project Surveyor 123.75
Hillebrand Robert Sr. Party Chief 97.50
Brave DuWayne Surveyor II 88.50
Barnhart Cory Surveyor Tech I 63.00
Reimburseable Expenses
Travel
Vehicle Mileage IRS StandardRate
currently $0.555)
Airfare Actual cost without markup
Miscellaneous Travel - Parking, Tolls, Taxi Fares, etc.Actual cost without markup
Sub-Consultants Actualcost plus 10% markup
Prints
Black & WhitePrints (upto 11x17)$1.25 persheet
Color Prints (upto11x17)$1.50 persheet
LargeFormat Prints $7.50 persheet
CD Production $2.00 perCD
Computer Station $10.00 perhour
Map/Drawing Scanning $5.00 persheet
Field Equipment
Flo-Tote (flow monitoring)$30.00 perday
Turbidimeter (water qualitymonitoring)$5.00 perday
Survey - Digital Level $5.00 perhour
TotalStation $10.00 perhour
Robotic Total Station $15.00 perhour
GPS/RTK $20.00 perhour
No charges arebilledfor thefollowingitems:
1. Longdistance phonecalls
2. Faxservices
3. Postage
4. Photocopy paper orstationary forin-houseproduction
5. In-house Photocopy - no "percopy" charge, butrelatedlaboris billed
and acceptance ofthe City.)
EXHIBIT B
RATE SHEET
The followingbilling ratesare effectiveasof November1st, 2012 forall services specifically authorized by thisAgreement.
These billing ratesare to be adjusted annually eachNovember 1st. Any such adjustmentis subject tothe approval
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ITEM CA-5
Medina City Council Regular Meeting ITEM CA-6
Monday, February 11, 2013
AGENDA BILL
Subject: Development Services Contract – Professional CMP Services
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Robert J. Grumbach, AICP, Director of Development Services
Summary:
The City makes use of consultants to perform much of its review and inspections on
permits. In 2012, following a Request for Qualification Process, Pace Engineering was
selected to perform on-call construction mitigation plan review. The terms of the original
contract were for one year as the City wanted to evaluate the practicality of splitting the
construction mitigation plan and engineering services functions between two firms.
The outcome of separating the two functions between different firms has been very
successful. Pace Engineering has done an outstanding job providing construction
mitigation plan services. City staff is proposing to continue the agreement with Pace
Engineering for another year. The proposed one year term is due to personnel changes
and the City’s desire to evaluate the success of the change on our services. Other
terms and billing rates remain the same as last year’s agreement.
Note: City Council approval is required for professional service contracts of $15,000 or more per
MMC 2.66.010(A)(2).
Attachment(s):
Pace Engineering Agreement
Budget/Fiscal Impact: $70,000 Estimated Expenditures (Budgeted)
Staff Recommendation: Approve
City Manager Approval:
Proposed Council Motion:
Move to approve agreement with Pace Engineering for
professional construction mitigation plan services and
authorize the City Manager to sign the agreements
ITEM CA-6
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AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF MEDINA
AND PACE ENGINEERS, INC.
THIS AGREEMENT is made this _____ day of _______________, 2013, between the
City of Medina, (hereinafter the "City") and PACE Engineers, Inc., (hereinafter “Consultant").
WHEREAS, Consultant is in the business of providing certain professional services
specified herein, and
WHEREAS, the City desires to contract with Consultant for the provision of such
services and Consultant agrees to contract with the City for same; and
NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is
agreed between the parties as follows:
TERMS
I. Description of Work. Consultant shall perform work as described in Exhibit A, “Scope
of Work," which is attached hereto and incorporated herein by this reference. In performing
such services, the Consultant shall comply with all federal, state, and local laws and regulations
applicable to the performance of such services. The Consultant shall perform services diligently
and completely and in accordance with professional standard of conduct and performance for
such services. Consultant shall not perform any additional services without the express
permission of the City.
II. Payment.
A. The City shall pay Consultant for time and materials as set forth in Exhibit A for the
services described in this Agreement.
B. Consultant shall submit payment invoice to the City after such services have been
performed, and the City shall make payment within thirty (30) days after the submittal of
the approved invoice. Such invoice shall detail the work, and a description of the tasks
performed. The Consultant shall complete and return to the City Exhibit “B,” Taxpayer
Identification Number, prior to or along with the first invoice submittal.
C. If the City objects to all or any portion of any invoice, it shall so notify Consultant of the
same within ten (10) days from the date of receipt and shall pay that portion of the
invoice not in dispute. The parties shall immediately make every effort to settle the
disputed portion.
III. Independent Contractor. The Consultant and the City agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement. The
Consultant will solely be responsible for its acts and for the acts of its agents, employees, sub-
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consultants, or representatives during the performance of this Agreement. Nothing in this
Agreement shall be considered to create the relationship of employer and employee between the
parties hereto.
IV. Duration of Work. This Agreement shall be effective for a period commencing from the
date of signature and ending on February 28, 2014, unless sooner terminated under the
provisions of paragraph V below. This Agreement may be extended in three (3) month
increments by mutual written agreement of both parties until a new agreement is executed
between the parties.
V. Termination.
A. Termination without cause. The City and the Consultant shall have the option to terminate
this Agreement at any time without cause. Termination without cause shall be effective after
thirty (30) days upon delivery of written notice to the other party.
B. Termination for Cause. If Consultant refuses or fails to complete the tasks described in
Exhibit A, or to complete such work in a manner satisfactory to the City, then the City may,
by written notice to Consultant, give notice of its intention to terminate this Agreement.
After such notice, Consultant shall have ten (10) days to cure, to the satisfaction of the City
or its representative. If Consultant fails to cure to the satisfaction of the City, the City shall
send Consultant a written termination letter which shall be effective upon deposit in the
United States mail to Consultant’s address as stated below.
C. Rights upon Termination. In the event of termination, the City shall only be responsible to
pay for all services satisfactorily performed by Consultant to the effective date of
termination, as described in the final invoice to the City. The City Manager shall make the
final determination about what services have been satisfactorily performed which decision
shall be final, binding and conclusive.
D. This provision shall not prevent the City or the Consultant from seeking any legal remedies it
may otherwise have for the violation or nonperformance of any provisions of this Agreement.
VI. Discrimination Prohibited. The Consultant shall not discriminate against any
employee, applicant for employment, or any person seeking the services of the Consultant under
this Agreement, on the basis of race, color, religion, creed, sex, age, national origin, marital
status, or presence of any sensory, mental, or physical handicap.
VII. Indemnification. Consultant hereby releases, covenants not to bring suit and agrees to
indemnify, defend and hold harmless the City, its officers, officials, employees, agents and
representatives from any and all claims, costs, judgments, losses or suits including attorneys’
fees, awards or liabilities to any person, including claims by Consultant’s own employees to
which Consultant might otherwise be immune under Title 51 RCW, arising out of or in
connection with the Consultant’s negligent performance of this Agreement, except for injuries
and damages caused by the negligence of the City.
In the event of liability for any reason described above which is caused by or results from the
concurrent negligence of the Consultant (and his employees, agents and representatives) and the
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City (and its officers, officials, employees, agents or representatives), each party’s liability shall
only be to the extent of its negligence. Such indemnification obligations shall extend to claims
which are not reduced to a suit and any claims which may be compromised prior to the
culmination of any litigation or the institution of any litigation.
The City’s inspection or acceptance of any of Consultant’s work when completed shall not be
grounds to avoid any of these covenants of indemnification. It is further specifically and
expressly understood that the indemnification provided herein constitutes Consultant’s waiver of
immunity under Title 51 RCW, solely for the purposes of indemnification. This waiver has been
mutually negotiated by the parties.
VIII. Insurance.
A. The Consultant shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the Consultant, its agents,
representatives, or employees.
Minimum Scope of Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA
00 01 or a substitute form providing equivalent liability coverage. If necessary,
the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, independent
contractors and personal injury and advertising injury. The City shall be named as
an additional insured under the Contractor’s Commercial General Liability
insurance policy with respect to the work performed for the City.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
4. Professional Liability insurance appropriate to the Consultant’s profession.
Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
1,000,000 each occurrence, $2,000,000 general aggregate.
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3. Professional Liability insurance shall be written with limits no less than $1,000,000
per claim and $1,000,000 policy aggregate limit.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions for
Automobile Liability, Professional Liability and Commercial General Liability insurance:
1. The Consultant’s insurance coverage shall be primary insurance as respects the City.
Any insurance, self-insurance, or insurance pool coverage maintained by the City
shall be excess of the Consultant’s insurance and shall not contribute with it.
2. The Consultant’s insurance shall not be cancelled by either party except after thirty
30) days prior written notice has been given to the City
Verification of Coverage
Consultant shall furnish the City with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured endorsement,
evidencing the insurance requirements of the Consultant before commencement of the work.
IX. Modification. No waiver, alteration or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of
the City and Consultant.
X. Assignment and Subcontract. The Consultant shall not assign or subcontract any
portion of the services contemplated by this Agreement without the prior written consent of the
City.
XI. Ownership and Use of Documents. Any records, files, documents, drawings,
specifications, data or information, regardless of form or format, and all other materials produced
by the Consultant in connection with the services provided to the City, shall be the property of
the City whether the project for which they were created is executed or not. In the event this
agreement is terminated prior to completion, yet the City proceeds with the construction of a
facility designed by the Consultant, the City agrees to hold the Consultant harmless from any and
all claims and damages arising out of the project following such termination except for claims
and damages arising out of or resulting from the negligent acts, errors or omissions of the
Consultant in performance of this Agreement.
ITEM CA-6
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XII. Record Keeping and Reporting.
A. The Consultant shall maintain accounts and records, including personnel, property,
financial, and programmatic records, which sufficiently and properly reflect all direct and
indirect costs of any nature expended and services performed pursuant to this Agreement. The
Consultant shall also maintain such other records as may be deemed necessary by the City to
ensure proper accounting of all funds contributed by the City to the performance of this
Agreement.
B. The foregoing records shall be maintained for a period of seven years after termination of
this Agreement unless permission to destroy them is granted by the Office of the Archivist in
accordance with RCW Chapter 40.14 and by the City.
XIII. Audits and Inspections. The records and documents with respect to all matters covered
by this Agreement shall be subject at all times to inspection, review, or audit by the City during
the performance of this Agreement.
XIV. Written Notice. All communications regarding this Agreement shall be sent to the parties
at the addresses listed below, unless notified to the contrary. Any written notice hereunder shall
become effective as of the date of mailing by registered or certified mail, and shall be deemed
sufficiently given if sent to the addressee at the address stated in this Agreement or such other
address as may be hereafter specified in writing. Notices to the City shall be sent to the
following address:
The City of Medina
501 Evergreen Point Road
Medina, WA 98039
Attn: Development Services
Notices to the Consultant shall be sent to the following address:
Pace Engineers, Inc.
Attn: Ken Nilsen, P.E.
11255 Kirkland Way, Suite 300
Kirkland, WA 98033
XV. Conflict of Interest. The Consultant represents to the City that it has no conflict of interest
in performing any of the services set forth in Exhibit "A." In the event that the Consultant is
asked to perform services for a project with which it may have a conflict, Consultant will
immediately disclose such conflict to the City.
XVI. Confidentiality. All information regarding the City obtained by the Consultant in
performance of this Agreement shall be considered confidential. Breach of confidentiality by the
Consultant shall be grounds for immediate termination, unless withholding such information
would violate the law or create the risk of significant harm to the public.
ITEM CA-6
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XVII. Non-appropriation of funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City will so notify the Consultant
in a timely manner, and shall not be obligated to make payments for services or amounts
incurred after the end of the current fiscal period. The Consultant shall be entitled to payment
for all services rendered as part of the authorized scope of work, prior to the date of insufficient
fund notification This Agreement will terminate upon the completion of all remaining services
for which funds are allocated. No penalty or expense shall accrue to the City in the event that the
terms of the provision are effectuated.
XVIII. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any
of the covenants and agreements contained herein, or to exercise any option herein conferred in
one or more instances shall not be construed to be a waiver or relinquishment of said covenants,
agreements or options, and the same shall be and remain in full force and effect.
XIX. Resolution of Disputes; Venue; Attorneys’ Fees; Governing Law. Should any
dispute, misunderstanding or conflict arise as to the terms and conditions contained in this
Agreement, the matter shall be referred to the City Manager, whose decision shall be final. Any
appeal from the decision of the City Manager shall be to King County superior court. In the
event of any litigation arising out of this Agreement, the prevailing party shall be reimbursed for
its reasonable attorney fees from the other party. This Agreement shall be governed by and
construed in accordance with the laws of the State of Washington.
XX. Entire Agreement. This Agreement contains the entire agreement between the parties,
and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall
be deemed to exist or bind either of the parties. Either party may request changes to the
Agreement. Changes which are mutually agreed upon shall be incorporated by written
amendments to this Agreement.
XXI. Severability. Any provision or part of this Agreement held to be void or unenforceable
under any law or regulation shall be deemed stricken and all remaining provisions shall continue
to be valid and binding upon the City and the Consultant, who agree that the Agreement shall be
reformed to replace such stricken provision or part with a valid and enforceable provision that
comes as close as reasonably possible to expressing the intent of the stricken provision.
IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year
above written.
PACE ENGINEERS, INC. CITY OF MEDINA
By ______________________________ By
Approved As To Form:
Attorney for City of Medina
ITEM CA-6
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EXHIBIT A
This confirms the agreement between the City of Medina and PACE Engineers, Inc for
Construction Mitigation Planning services.
A. The services provided by PACE Engineers will consist of the following, which will be
authorized via written task orders or by email, fax or a permit review request:
1. On-call Construction Mitigation Planning services supporting permitting review
for the Development Services Department as well as other City departments. The
following is a list of the permitting services that may be provided under this Agreement:
Provide review and evaluation of construction mitigation plans for compliance
with applicable City ordinances and development plan procedures.
Process construction mitigation plan applications and prepare notices, reports
and associated documents.
Attend and make presentations at public hearings.
Conduct site visits and inspections as required ensuring compliance with City
ordinances and conditions of permit approval.
Attend meetings as requested by the City.
Provide ongoing support to the City as requested.
2. As such time and in such form as the City may require, furnish such periodic
reports concerning the status of the project, such statements, certificates, approvals, and
copies of proposed and executed plans and claims, and other information relative to the
project as may be requested by the City.
B. The Consultant shall report to and work under the general supervision of the Director of
Development Services, or a person designated by the City Manager.
C. The Consultant shall neither subcontract any of the work, nor assign any rights acquired
hereunder, without obtaining prior written approval from the City.
D. The City shall have access to all books, documents, papers and records of Consultant that
are pertinent to this Agreement for the purpose of making audit, examination, excerpts and
transcripts.
E. All work products produced by Consultant under this Agreement, such as reports, plans,
specifications, data maps and documents, shall be the property of the City. Consultant will not
be held liable for the re-use or modification of work products by the City for any other project
without the express written permission of the consultant.
ITEM CA-6
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F. Payment:
1. The City agrees to pay the Consultant on a time and materials basis for services
performed in accordance with the attached 2013 rate sheet.
2. Amie Broadsword will be billed out at a Sr Engineer Classification which has a
bill rate of $115/Hr.
3. All other direct costs and sub-consultants may be charged at cost plus ten (10)
percent. Other direct costs may include, but are not limited to:
Out-sourced reproductions (printing, copying, mounting, etc.)
Other out-sourced services pertinent to providing professional services
4. As an alternative to a time and materials compensation, the City agrees to pay the
Consultant an agreed to fixed rate for certain permit reviews. The scope of services and fee for
these services will be mutually agreed upon between the City and the Consultant, and will
require a written supplement to this agreement.
Engineers | Planners | Surveyors
PACEEngineers, Inc.
11255 Kirkland Way | Suite300
Kirkland, Washington 98033-6715
p 425.827.2014 | f 425.827.5043
www.paceengrs.com
2013 MUNICIPAL (ENGINEER OF RECORD)
HOURLY RATE SCHEDULE
DESCRIPTION HOURLY RATE
1. Office Tech I, Expediter I $ 45.00
2. Office Tech II, Expediter II $ 55.00
3. Jr. Instrument Person, Office Tech III, Intern $ 65.00
4. Instrument Person, GPS Assistant, Jr. CAD Drafter, Sr. Office Tech, Inspector $ 75.00
5. Jr. Engineer, Designer I, Jr. Planner, Party Chief, CAD Drafter I, GIS Tech,
Inspector I, Project Administrator $ 85.00
6. Engineer I, Designer II, Planner I, Survey Tech I, CAD Drafter II, GIS Analyst I,
Inspector II $ 95.00
7. Engineer II, Sr. Designer, Planner II, Sr. Party Chief, Survey Technician II,
CAD Drafter III, GIS Analyst II, Inspector III $ 105.00
8. Sr. Engineer, Project Designer I, Sr. Planner, Project Surveyor, Sr. CAD Drafter,
GIS Analyst III, Sr. Inspector $ 115.00
9. Project Engineer, Project Designer II, Project Planner, Sr. Project Surveyor, GIS IV,
GIS/CAD Manager $ 125.00
10. Sr. Project Engineer, Structural Engineer, Sr. Project Designer, Sr. Project Planner,
Survey Project Manager, Robotic/GPS & Operator $ 135.00
11. Project Manager, Principal Surveyor $ 145.00
12. Sr. Project Manager, Sr. Principal Surveyor, 3D Scanning & Operator $ 155.00
13. Principal Engineer, Principal Planner $ 165.00
14. Senior Principal $ 175.00
REIMBURSABLES
A. Sub-Consultants, Professional and Technical Cost + 12%
B. Maps, reports, materials, permit fees, express delivery and messenger, pass-thru bills
and similar items necessary for work in progress Cost + 12%
C. Technology expenses associated with computers, software, electronic distance measuring
devices, telephone, cell phone, photo copies, standard survey supplies and transportation N / A
and standard postage will be invoiced as a Technology Charge
D. Out-of-Town travel per diem and cost of commercial transportation Cost + 10%
E. Transportation within 30 Mile Radius * No Charge
Transportation beyond 30 Mile Radius – Automobile $ .60 per mile
On job inspection mileage will be billed $ .60 per mile
F. Special Equipment/Software
Special Software for Modeling/Analysis $ 10/hour
Large Format Blueprints and Reproduction – Bond $ .50/sq foot
Large Format Blueprints and Reproduction – Mylar $ 1.50/sq foot
Color Copies – In-house (8½ x 11) $ .25/page
G. Expert Witness Rate x 1.5
Note: 1 All payment is due within 30 days from date of invoice. A monthly service charge of 2% will be added on all
accounts older than 45 days.
2 The foregoing schedule of charges is incorporated into the agreement for the services provided effective
January 1, 2013. After December 31, 2013, invoices will reflect the schedule of charges in effect at that
time.
ITEM CA-6
Medina City Council Regular Meeting ITEM CA-7
Monday, February 11, 2013
AGENDA BILL
Subject: Development Services Contract – Professional Planning Services
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Robert J. Grumbach, AICP, Director of Development Services
Summary:
The City makes use of consultants to perform much of its review and inspections on
permits. We have contracted with Otak for on-call planning consultant services since
May 2001. In 2009, the City went through a Request for Qualification process and Otak
was re-selected as our planning consultant. Last year brought change as a new
planner was hired by Otak to support Medina. The change has been successful and
Otak continues to provide excellent service to the City. Given the excellent level of
service and Otak’s competitive billing rates, staff is proposing to renew the contract for
another three years. The terms of the agreement have been updated to meet WCIA’s
insurance requirements. Other terms and billing rates remain the same as the previous
agreement (note: we are currently billed for a Planner Associate III.)
Note: City Council approval is required for professional service contracts of $15,000 or more per
MMC 2.66.010(A)(2).
Attachment(s):
Otak Planning Services Agreement
Budget/Fiscal Impact: $57,000 Estimated Expenditures (Budgeted)
Staff Recommendation: Approve
City Manager Approval:
Proposed Council Motion:
Move to approve agreement with Otak for professional
planning services and authorize the City Manager to sign
the agreement
ITEM CA-7
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AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF MEDINA
AND OTAK, INC.
THIS AGREEMENT is made this _____ day of ________________, 2013, between the
City of Medina, (hereinafter the "City") and Otak, Inc., (hereinafter “Consultant").
WHEREAS, Consultant is in the business of providing certain professional services
specified herein, and
WHEREAS, this agreement replaces the professional services agreement between the
City and the Consultant last agreed to June 17, 2009; and
WHEREAS, the City desires to contract with Consultant for the provision of such
services and Consultant agrees to contract with the City for same; and
NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is
agreed between the parties as follows:
TERMS
I. Description of Work. Consultant shall perform work as described in Exhibit A, “Scope
of Work," which is attached hereto and incorporated herein by this reference, according to the
existing standard of care for such services. Consultant shall not perform any additional services
without the express permission of the City.
II. Payment.
A. The City shall pay Consultant for time and materials as set forth in Exhibit A for the
services described in this Agreement.
B. Consultant shall submit payment invoice to the City after such services have been
performed, and the City shall make payment within thirty (30) days after the submittal of
the approved invoice. Such invoice shall detail the work, and a description of the tasks
performed.
C. If the City objects to all or any portion of any invoice, it shall so notify Consultant of the
same within five (5) days from the date of receipt and shall pay that portion of the invoice
not in dispute. The parties shall immediately make every effort to settle the disputed
portion.
III. Relationship of Parties. The parties intend that an independent contractor – client
relationship will be created by this Agreement. The Consultant is customarily engaged in an
independently established trade which encompasses the specific service provided to the City
hereunder; no agent, employee, representative or subcontractor of Consultant shall be or shall be
ITEM CA-7
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deemed to be the employee, agent, representative or subcontractor of the City. None of the
benefits provided by the City to its employees, including, but not limited to, compensation,
insurance and unemployment insurance, are available from the City to the Consultant or his
employees, agents, representatives or subcontractors. Consultant will be solely and entirely
responsible for his acts and for the acts of Consultant’s agents, employees, representatives and
subcontractors during the performance of this Agreement. The City may, during the term of this
Agreement, engage other independent contractors to perform the same or similar work that
Consultant performs hereunder.
IV. Duration of Work. This Agreement shall be effective for a period commencing from the
date of signature to December 31, 2015, except as provided for in paragraph V below. This
Agreement may be extended in three (3) month increments by mutual written agreement of both
parties until a new agreement is executed between the parties.
V. Termination.
A. Termination Upon the City’s Option. The City shall have the option to terminate this
Agreement at any time with or without cause. Termination shall be effective after thirty (30)
days upon delivery of written notice to the Consultant, except as provided for in
subparagraph V.C below.
B. Termination Upon the Consultant’s Option. The Consultant shall have the option to terminate
this Agreement after thirty (30) days upon delivery of written notice to the City.
C. Termination for Cause. If Consultant refuses or fails to complete the tasks described in
Exhibit A, or to complete such work in a manner satisfactory to the City, then the City may,
by written notice to Consultant, give notice of its intention to terminate this Agreement.
After such notice, Consultant shall have ten (10) days to cure, to the satisfaction of the City
or its representative. If Consultant fails to cure to the satisfaction of the City, the City shall
send Consultant a written termination letter which shall be effective upon deposit in the
United States mail to Consultant’s address as stated below.
D. Rights upon Termination. In the event of termination, the City shall only be responsible to
pay for all services satisfactorily performed by Consultant to the effective date of
termination, as described in the final invoice to the City. The City Manager shall make the
final determination about what services have been satisfactorily performed which decision
shall be final, binding and conclusive.
VI. Discrimination. In the hiring of employees for the performance of work under this
Agreement or any subcontract hereunder, Consultant, its subcontractors or any person acting on
behalf of Consultant shall not, by reason of race, religion, color, sex, national origin or the
presence of any sensory, mental, or physical handicap discriminate against any person who is
qualified and available to perform the work to which the employment relates.
VII. Indemnification. Consultant hereby releases, covenants not to bring suit and agrees to
indemnify, defend and hold harmless the City, its officers, officials, employees, agents and
representatives from any and all claims, costs, judgments, losses or suits including attorneys’
fees, awards or liabilities to any person, including claims by Consultant’s own employees to
ITEM CA-7
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which Consultant might otherwise be immune under Title 51 RCW, arising out of or in
connection with the Consultant’s negligent performance of this Agreement, except for injuries
and damages caused by the sole negligence of the City.
In the event of liability for any reason described above which is caused by or results from the
concurrent negligence of the Consultant (and his employees, agents and representatives) and the
City (and its officers, officials, employees, agents or representatives), each party’s liability shall
only be to the extent of its negligence. Such indemnification obligations shall extend to claims
which are not reduced to a suit and any claims which may be compromised prior to the
culmination of any litigation or the institution of any litigation.
The City’s inspection or acceptance of any of Consultant’s work when completed shall not be
grounds to avoid any of these covenants of indemnification. It is further specifically and
expressly understood that the indemnification provided herein constitutes Consultant’s waiver of
immunity under Title 51 RCW, solely for the purposes of indemnification. This waiver has been
mutually negotiated by the parties.
VIII. Insurance.
Minimum Scope of Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA
00 01 or a substitute form providing equivalent liability coverage. If necessary,
the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, independent
contractors and personal injury and advertising injury. The City shall be named as
an additional insured under the Contractor’s Commercial General Liability
insurance policy with respect to the work performed for the City.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
4. Professional Liability insurance appropriate to the Consultant’s profession.
Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
1,000,000 each occurrence, $2,000,000 general aggregate.
ITEM CA-7
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3. Professional Liability insurance shall be written with limits no less than $1,000,000
per claim and $1,000,000 policy aggregate limit.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions for
Automobile Liability, Professional Liability and Commercial General Liability insurance:
1. The Consultant’s insurance coverage shall be primary insurance as respects the City.
Any insurance, self-insurance, or insurance pool coverage maintained by the City
shall be excess of the Consultant’s insurance and shall not contribute with it.
2. The Consultant’s insurance shall not be cancelled by either party except after thirty
30) days prior written notice has been given to the City
IX. Modification. No waiver, alteration or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of
the City and Consultant.
X. Assignment. Any assignment of this Agreement by Consultant without the written
consent of the City shall be void.
XI. Written Notice. All communications regarding this Agreement shall be sent to the
parties at the addresses listed below, unless notified to the contrary. Any written notice
hereunder shall become effective as of the date of mailing by registered or certified mail, and
shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement
or such other address as may be hereafter specified in writing.
ITEM CA-7
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Notices should be sent to:
Otak, Inc.
Attn: Chad Weiser
10230 NE Points Drive, Suite 400
Kirkland, WA 98033
The City of Medina
P.O. Box 144
Medina, WA 98039
Attn: Robert Grumbach
XII. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any
of the covenants and agreements contained herein, or to exercise any option herein conferred in
one or more instances shall not be construed to be a waiver or relinquishment of said covenants,
agreements or options, and the same shall be and remain in full force and effect.
XIII. Resolution of Disputes, Governing Law. Should any dispute, misunderstanding or
conflict arise as to the terms and conditions contained in this Agreement, the matter shall be
referred to the City Manager, whose decision shall be final. Any appeal from the decision of the
City Manager shall be to King County superior court. In the event of any litigation arising out of
this Agreement, the prevailing party shall be reimbursed for its reasonable attorney fees from the
other party. This Agreement shall be governed by and construed in accordance with the laws of
the State of Washington.
IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year
above written.
OTAK, INC. CITY OF MEDINA
Chad Weiser, Principal
By ______________________________ By
Approved As To Form:
Attorney for City of Medina
ITEM CA-7
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EXHIBIT A
SERVICES AGREEMENT
This confirms the agreement between the City of Medina and Otak Inc. for planning services.
A. The services provided by Otak Inc. will consist of the following, which will be authorized
via written task orders or by email, fax or a permit review request:
1. On-call planning services supporting permitting review for the Development
Services Department as well as other City departments. The following is a list of the permitting
services that may be provided under this Agreement:
Land Use & Shoreline Permit Review;
Building Permit Review;
State Environmental Policy Act (SEPA) Compliance/ Processing;
Other permit review related services as determined by the City.
2. Other on-call planning services mutually agreed to between the City and the
Consultant. The following is a list of other planning services that may be provided under this
Agreement:
General Planning support;
Comprehensive Plan Amendments;
Zoning Code Amendment;
Shoreline Master Program Amendments;
GIS/ Graphic Support;
Park and Trail Planning and Design;
Critical Areas Assessment/ Reviews;
Other planning related services as mutually agreed to between the City and the
Consultant.
3. As such time and in such form as the City may require, furnish such periodic
reports concerning the status of the project, such statements, certificates, approvals, and copies of
proposed and executed plans and claims, and other information relative to the project as may be
requested by the City.
B. The Consultant shall report to and work under the general supervision of the Director of
Development Services, or a person designated by the City Manager.
C. The Consultant shall neither subcontract any of the work, nor assign any rights acquired
hereunder, without obtaining prior written approval from the City.
ITEM CA-7
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D. The City shall have access to all books, documents, papers and records of Consultant that
are pertinent to this Agreement for the purpose of making audit, examination, excerpts and
transcripts.
E. All work products produced by Consultant under this Agreement, such as reports, plans,
specifications, data maps and documents, shall be the property of the City. Consultant will not
be held liable for the re-use or modification of work products by the City for any other project
without the express written permission of the consultant.
F. Payment:
1. The City agrees to pay the Consultant on a time and materials basis for services
performed in accordance with the following staff positions and hourly billing rates:
PIC/Sr. PM Planner $180-197
PIC/Sr. PM LA/Master Plan $157-169
Planner III $123-129
Planner II $88-103
Planner I $72-81
Planner Associate III $69-76
Sr. GIS Specialist Planner $87-91
GIS Specialist $76-$80
Project Administrative Assistant $68-$72
Other staff positions As mutually agreed upon
2. The hourly rate will be adjusted yearly, beginning April 1, 2014, at approximately
four (4) percent. Any increase over the yearly four (4) percent increase must be mutually agreed
to in writing between the City and the Consultant at least 90 days before April 1.
3. The City agrees to pay Consultant mileage for travel to and from locations
necessary to provide the professional services set forth in this agreement. Mileage will be
charged per current IRS rates.
4. All other direct costs and sub-consultants may be charged at cost plus ten (10)
percent. Other direct costs may include, but are not limited to:
Out-sourced reproductions (printing, copying, mounting, etc.)
Other out-sourced services pertinent to providing professional services
5. As an alternative to a time and materials compensation, the City agrees to pay the
Consultant an agreed to fixed rate for certain permit reviews. The scope of services and fee for
these services will be mutually agreed upon between the City and the Consultant, and will
require a written supplement to this agreement.
Medina City Council Regular Meeting ITEM CA-8
Monday, February 11, 2013
AGENDA BILL
Subject:
Development Services Contract – Professional Landscape
Consultant Services
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Robert J. Grumbach, AICP, Director of Development Services
Summary:
The City makes use of consultants to perform much of its review and inspections on
permits. The City currently contracts with Otak for on-call support administering the
City’s tree code. This relationship has been very successful and Otak continues to
provide excellent services regarding the tree code. Given the excellent level of service
and Otak’s competitive billing rates, staff is proposing to renew the contract for another
three years. The terms of the agreement have been updated to meet WCIA’s insurance
requirements. The billing rates were adjusted from a range of $72 – 75 to $75 – 78 to
reflect annual adjustments. The other terms of the agreement remain the same as the
previous agreement.
Note: City Council approval is required for professional service contracts of $15,000 or more per
MMC 2.66.010(A)(2).
Attachment(s):
Otak Landscape Consultant Services Agreement
Budget/Fiscal Impact: $31,500 Estimated Expenditures (Budgeted)
Staff Recommendation: Approve
City Manager Approval:
Proposed Council Motion:
Move to approve agreement with Otak for professional
planning services and authorize the City Manager to sign
the agreement
ITEM CA-8
1 of 6
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF MEDINA
AND OTAK, INC.
THIS AGREEMENT is made this _____ day of ________________, 2013, between the
City of Medina, (hereinafter the "City") and Otak, Inc., (hereinafter “Consultant").
WHEREAS, Consultant is in the business of providing certain professional services
specified herein, and
WHEREAS, the City desires to contract with Consultant for the provision of such
services and Consultant agrees to contract with the City for same; and
WHEREAS, this agreement replaces the professional services agreement between the
City and the Consultant last agreed to June 17, 2009; and
NOW, THEREFORE, in consideration of the mutual promises set forth herein, it is
agreed between the parties as follows:
TERMS
I. Description of Work. Consultant shall perform work as described in Exhibit A, “Scope
of Work," which is attached hereto and incorporated herein by this reference, according to the
existing standard of care for such services. Consultant shall not perform any additional services
without the express permission of the City.
II. Payment.
A. The City shall pay Consultant at the rate of $75-$78 per hour for services described in
Exhibit A of this Agreement. This rate will be adjusted yearly beginning on April 1,
2014, at approximately four (4) percent. Any increase over the yearly four (4) percent
increase must be mutually agreed to in writing between the City and the Consultant at
least 90 days before April 1.
B. Consultant shall submit payment invoice to the City after such services have been
performed, and the City shall make payment within thirty (30) days after the submittal of
the approved invoice. Such invoice shall detail the work, and a description of the tasks
performed.
C. If the City objects to all or any portion of any invoice, it shall so notify Consultant of the
same within five (5) days from the date of receipt and shall pay that portion of the invoice
not in dispute. The parties shall immediately make every effort to settle the disputed
portion.
ITEM CA-8
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III. Relationship of Parties. The parties intend that an independent contractor – client
relationship will be created by this Agreement. The Consultant is customarily engaged in an
independently established trade which encompasses the specific service provided to the City
hereunder, no agent, employee, representative or subcontractor of Consultant shall be or shall be
deemed to be the employee, agent, representative or subcontractor of the City. None of the
benefits provided by the City to its employees, including, but not limited to, compensation,
insurance and unemployment insurance, are available from the City to the Consultant or his
employees, agents, representatives or subcontractors. Consultant will be solely and entirely
responsible for his acts and for the acts of Consultant’s agents, employees, representatives and
subcontractors during the performance of this Agreement. The City may, during the term of this
Agreement, engage other independent contractors to perform the same or similar work that
Consultant performs hereunder.
IV. Duration of Work. This Agreement shall be effective for a period commencing from the
date of signature to December 31, 2015, except as provided for in paragraph V below. This
Agreement may be extended in three (3) month increments by mutual written agreement of both
parties until a new agreement is executed between the parties.
V. Termination.
A. Termination Upon the City’s Option. The City shall have the option to terminate this
Agreement at any time with or without cause. Termination shall be effective after thirty (30)
days upon delivery of written notice to the Consultant, except as provided for in
subparagraph V.C below.
B. Termination Upon the Consultant’s Option. The Consultant shall have the option to terminate
this Agreement after thirty (30) days upon delivery of written notice to the City.
C. Termination for Cause. If Consultant refuses or fails to complete the tasks described in
Exhibit A, or to complete such work in a manner satisfactory to the City, then the City may,
by written notice to Consultant, give notice of its intention to terminate this Agreement.
After such notice, Consultant shall have ten (10) days to cure, to the satisfaction of the City
or its representative. If Consultant fails to cure to the satisfaction of the City, the City shall
send Consultant a written termination letter which shall be effective upon deposit in the
United States mail to Consultant’s address as stated below.
D. Rights upon Termination. In the event of termination, the City shall only be responsible to
pay for all services satisfactorily performed by Consultant to the effective date of
termination, as described in the final invoice to the City. The City Manager shall make the
final determination about what services have been satisfactorily performed which decision
shall be final, binding and conclusive.
VI. Discrimination. In the hiring of employees for the performance of work under this
Agreement or any subcontract hereunder, Consultant, its subcontractors or any person acting on
behalf of Consultant shall not, by reason of race, religion, color, sex, national origin or the
presence of any sensory, mental, or physical handicap discriminate against any person who is
qualified and available to perform the work to which the employment relates.
ITEM CA-8
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VII. Indemnification. Consultant hereby releases, covenants not to bring suit and agrees to
indemnify, defend and hold harmless the City, its officers, officials, employees, agents and
representatives from any and all claims, costs, judgments, losses or suits including attorneys’
fees, awards or liabilities to any person, including claims by Consultant’s own employees to
which Consultant might otherwise be immune under Title 51 RCW, arising out of or in
connection with the Consultant’s negligent performance of this Agreement, except for injuries
and damages caused by the sole negligence of the City.
In the event of liability for any reason described above which is caused by or results from the
concurrent negligence of the Consultant (and his employees, agents and representatives) and the
City (and its officers, officials, employees, agents or representatives), each party’s liability shall
only be to the extent of its negligence. Such indemnification obligations shall extend to claims
which are not reduced to a suit and any claims which may be compromised prior to the
culmination of any litigation or the institution of any litigation.
The City’s inspection or acceptance of any of Consultant’s work when completed shall not be
grounds to avoid any of these covenants of indemnification. It is further specifically and
expressly understood that the indemnification provided herein constitutes Consultant’s waiver of
immunity under Title 51 RCW, solely for the purposes of indemnification. This waiver has been
mutually negotiated by the parties.
VIII. Insurance.
Minimum Scope of Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA
00 01 or a substitute form providing equivalent liability coverage. If necessary,
the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form
CG 00 01 and shall cover liability arising from premises, operations, independent
contractors and personal injury and advertising injury. The City shall be named as
an additional insured under the Contractor’s Commercial General Liability
insurance policy with respect to the work performed for the City.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
4. Professional Liability insurance appropriate to the Consultant’s profession.
Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
ITEM CA-8
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1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
1,000,000 each occurrence, $2,000,000 general aggregate.
3. Professional Liability insurance shall be written with limits no less than $1,000,000
per claim and $1,000,000 policy aggregate limit.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions for
Automobile Liability, Professional Liability and Commercial General Liability insurance:
1. The Consultant’s insurance coverage shall be primary insurance as respects the City.
Any insurance, self-insurance, or insurance pool coverage maintained by the City
shall be excess of the Consultant’s insurance and shall not contribute with it.
2. The Consultant’s insurance shall not be cancelled by either party except after thirty
30) days prior written notice has been given to the City
A. The Consultant shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the Contractor, their agents,
representatives, employees or subcontractors.
B. The Consultant shall maintain the following minimum amount of insurance. •
Automobile Liability. Insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
Commercial General Liability. Insurance shall be written with limits no less than
1,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products-
completed operations aggregate limit.
C. The Consultant shall furnish proof of the insurance to the City.
IX. Modification. No waiver, alteration or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of
the City and Consultant.
X. Assignment. Any assignment of this Agreement by Consultant without the written
consent of the City shall be void.
XI. Written Notice. All communications regarding this Agreement shall be sent to the
parties at the addresses listed below, unless notified to the contrary. Any written notice
hereunder shall become effective as of the date of mailing by registered or certified mail, and
ITEM CA-8
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shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement
or such other address as may be hereafter specified in writing.
Notices should be sent to:
Otak, Inc.
Attn: Chad Weiser
10230 NE Points Drive, Suite 400
Kirkland, WA 98033
The City of Medina
P.O. Box 144
Medina, WA 98039
Attn: Robert Grumbach
XII. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any
of the covenants and agreements contained herein, or to exercise any option herein conferred in
one or more instances shall not be construed to be a waiver or relinquishment of said covenants,
agreements or options, and the same shall be and remain in full force and effect.
XIII. Resolution of Disputes, Governing Law. Should any dispute, misunderstanding or
conflict arise as to the terms and conditions contained in this Agreement, the matter shall be
referred to the City Manager, whose decision shall be final. Any appeal from the decision of the
City Manager shall be to King County superior court. In the event of any litigation arising out of
this Agreement, the prevailing party shall be reimbursed for its reasonable attorney fees from the
other party. This Agreement shall be governed by and construed in accordance with the laws of
the State of Washington.
IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year
above written.
OTAK, INC. CITY OF MEDINA
Chad Weiser, Principal
By ______________________________ By
Approved As To Form:
Attorney for City of Medina
ITEM CA-8
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EXHIBIT A
SERVICES AGREEMENT
This confirms the agreement between the City of Medina and Otak Inc. for tree and landscaping
consultation.
A. The services provided by the Consultant will consist of the following, which will be
authorized by written task order or by email, fax or permit review requests:
1. On-call landscaping and tree code administration services as prescribed in Medina
Municipal Code Chapter 12.28.
2. Other on-call landscaping services supporting permitting review for the
Development Services Department as well as other City departments.
3. The Consultant shall be authorized to perform any other duties related to the Tree
Code and urban forestry concerns of the City generally as directed under paragraph B below.
B. The Consultant shall report to and work under the general supervision of the Director of
Development Services, or a person designated by the City Manager.
C. The Consultant shall neither subcontract any of the work, nor assign any rights acquired
hereunder, without obtaining prior written approval from the City.
D. The City shall have access to all books, documents, papers and records of Consultant that
are pertinent to this Agreement for the purpose of making audit, examination, excerpts and
transcripts.
E. All work performed products produced by Consultant under this Agreement, such as
reports, plans, specifications, data maps and documents, shall be the property of the City.
Consultant will not be held liable for use the re-use or modification of documents or
specifications work products by the City for any other project without the express written
permission of the consultant.
F. Payment:
1. The City agrees to pay the Consultant on a time and materials basis in accordance
with the hourly rate specified in Section II (A) of this Agreement.
2. The City agrees to pay Consultant mileage for travel to and from locations
necessary to provide the professional services set forth in this agreement. Mileage will be
charged per current IRS rates.
3. All other direct costs and sub-consultants may be charged at cost plus ten (10)
percent. Other direct costs may include, but are not limited to:
Out-sourced reproductions (printing, copying, mounting, etc.)
Other out-sourced services pertinent to providing professional services
Medina City Council Regular Meeting ITEM CA-9
Monday, February 11, 2013
AGENDA BILL
Subject:
Approval to Purchase and Equip the New 2013 Police Vehicle as Provided
for in the 2013 Annual Budget
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Mark Thomas, Chief of Police
Summary:
The police department requested and was provided funding in the 2013 budget to replace one police
vehicle. The vehicle being replaced is over ten years old and has over 100,000 miles. The new vehicle
will be a 2013 Dodge Charger and will be purchased at the Washington State bid price of $27,361.86
which includes tax. Additional equipment/paint/graphics for the vehicle are expected to cost
13,140.54 which includes estimated tax and may vary slightly depending on equipment that is subject
to price changes.
The total cost for the new police vehicle is expected to be $40,502.40. The 2013 budget provided
45,000 for the purchase of a new police vehicle.
Attachment(s):
None.
Budget/Fiscal Impact: $40,502.40 (Estimate)
Staff Recommendation: Approve
City Manager Approval:
Proposed Council Motion:
I move to approve the purchase and equipping of the new
2013 police vehicle as provided for in the 2013 budget.
ITEM CA-10
CITY OF MEDINA
EmergencyPreparednessCommittee Meeting Minutes
September 26, 2092 MedinaCity Hall Chambers
7.00 p.m. 509 Evergreen Point Road, Medina, WA
CALL TO ORDER
Chair Dr. Kay Koelemay called theEmergencyPreparedness Committee Meeting to order at
7:08 p.m.
ROLL CALL
Committee Members: Kay Koelemay, Chair, Cy Humphreys, Communications
Volunteers: Doug Dicharry, Chris Gulacsik, GarySultan, Dawson Yee,
Ryan Yee
Neighboring Communities: WilliamGrimes, AreaCoordinator Pikes Peak and Bridle
Trails
City Staff Present: Mark Thomas, Police Chief; Kris Finnigan, Emergency
Preparedness Coordinator
Approval of Minutes
MOVED BY HUMPHREYS ANDSECONDED BY KOELEMAY, THE JULY 18, 2012
MEETING MINUTES WERE APPROVEDASWRITTEN.
American Red CrossEarthquake App
Koelemayannounced that a freeearthquake app had just been released for iPhone and
Android platforms and is available in English or Spanish. She said that it is in addition to
First Aid and Hurricaneapps, nowhavingmorethan 1 millionusers.
New"ShakeZone Impact Maps" provide users with personalized local impact information on
thestatus of their community.
Communications
WilliamGrimes, AreaCoordinator for Pikes Peak and Bridle Trails asked for information
regarding the citizen held community radios.
Humphreys explained the use ofthe radiosaswellas differences between older vs.new
radios that are in the process of being distributed.
ITEM CA-11
Dicharry gave a briefbackground of the Medina Public Service Radio Group and their
weekly Sunday exercise at 6:30 p.m., on public service radio channel 1. He explained that
all citizen volunteers, publicofficials and city staff currently holdingMedina VHF public
service radios are encouraged to check in, ensuring that radiosare operational and to
practice protocol for use duringtime of disaster.
He also explained thatimmediatelyafterward, at approximately 6:40 p.m., the Medina
Amateur Radio Emergency Net convenes, which is open to all licensed amateur radio
operators.
Yee suggested that the time might be changed to later in the evening, with the hope of
attractingmore interestedresidents to the program.
Dicharryannounced the upcomingEOC to EOC radio exercise to be held on Saturday,
September 29th, which will be highlighted with a wildfirescenario.
Purchase of software for programming of newcitizen radios was discussed and it was
determined that it would be a good investment for the present as well as for future needs.
Medina Days
Chair Koelemay reported on the Radio Scavenger Hunt held duringMedina Days festivities
as well as information shared at the Emergency Preparedness Booth.
Volunteers
Discussion took place relative to ideas for generating interest in emergency preparedness
and the program. Grimes reported that their community had captains on each block,
assigned in the Block Watch Program that had grown to include emergency preparedness.
Chief Thomas said that he would check into thepossibility of reviving theBlock Watch
Program in Medina, with a goal of including emergencypreparedness in thateffort.
Meeting Schedule
The next Medina EmergencyCommittee Meeting was scheduled for Wednesday, January
16, 2013. Themeeting adjourned at 8:17p.m.
Minutes taken by:
1 .
1 t
Kris Finnigan
EmergencyPreparedness Coordinator
2
ITEM CA-11
CITY OF MEDINA
Park Board Meeting Minutes
November 19, 2012 Council Chambers
Medina City Hall
Park Board Minutes Page 1 November 19, 2012
CALL TO ORDER
Vice-Chair Flagg called the November 19, 2012 Park Board meeting to order at 6:03 pm.
ROLL CALL
Present: Miles Adam, Gabriele Dickmann (arrived at 6:04 pm), Marelaine Dykes,
Susan Flagg, Susan Loren-Taylor
Absent: Matt Kochel, Ross Mickel
Staff Present: Joe Willis, Director of Public Works;
Pam Greytak, Admin. Assistant/Deputy City Clerk
APPROVAL OF MINUTES
AUDIENCE PARTICIPATION
Medina resident, John Bethke reported that teenagers have been smoking marijuana and
consuming alcohol in the overgrown weeds and brush behind his house on NE 8th Street
bordering Medina Park. He indicated the city may want to cut the tall brush as a way to
discourage illegal activity. Mr. Bethke also noted that up until 2000 the area was mowed regularly
and it looked similar to the rest of the park. Willis stated the Department of Fisheries requested
the city discontinue cutting the grass in that area; however, he agreed that cutting it back once
next summer would be acceptable. The board discussed the matter and decided to revisit it
again in the spring.
OTHER BUSINESS
Discussion regarding Officers Patrolling Medina Park (6:13 pm)
Police Chief Thomas discussed patrolling Medina Park. Dickmann and Adam suggested that a police
officer walk through the park weekly. Loren-Taylor proposed that officers issue warnings or perhaps
ticket dog owners that disobey the rules. Chief Thomas indicated that he leaves ticketing up to the
judgment of the officers. Dickmann added that a walk through after school would be favorable. Chief
Thomas expressed that he was in favor of officers patrolling the park to show visibility and to act on
any issues that may be transpiring.
Parks Budget Update (6:21 pm)
Willis reported that the city council adopted the parks budget including $40,000 for the purchase of a
picnic shelter in Medina Park. Willis handed out photos of shelter styles that board members preferred
in the past. Board members asked that the picnic shelter topic be added to the January agenda.
Crossing at 84th Ave. NE & NE 20th Street (6:22 pm)
Flagg presented photos of the 84th Avenue NE & NE 20th Street crosswalk that were taken in the
evening hours. Board members discussed possible solutions for improving the safety of the very dark
crosswalk, which included installing adequate lighting and providing pedestrian crossing flags. Willis
MOTION ADAM/SECOND DYKES TO APPROVE THE OCTOBER 15, 2012 PARK BOARD
MEETING MINUTES AS WRITTEN. MOTION PASSED 5-0 AT 6:04 PM.
ITEM CA-12
Park Board Meeting Minutes Page 2 November 19, 2012
stated that he had previously brought up the matter with the City of Clyde Hill and would forward the
board’s concerns again.
PARK REPORTS
Medina Park (6:31 pm)
Loren-Taylor reported that a park user asked her about the possibility of adding gravel to the dips
on the walking path in Medina Park. Loren-Taylor also inquired about the possibility of leaving on
the dog water cleaner near the 82nd Avenue NE parking lot. Willis explained that the water is
turned off in winter months because the pipes could freeze when the temperature drops. Loren-
Taylor suggested that staff monitor the pipes and adjust them according to outside temperature.
Responding to Dykes inquiry about recent pond pumping work that was being done in Medina
Park, Willis described the purpose of the outflow control structure that the crew was working on.
Adam inquired about the public works shop and yard facility study. He asked if upgrading the
shop would impact Medina Park. Willis confirmed the city is not taking space from the park for
the shop addition. Willis also noted the objectives for the yard to look similar to the south and
west sides of the park; and to relocate the fence to the top of the adjacent berm and to add
landscaping between the fence and evergreen trees.
Medina Beach Park (6:36 pm)
In regards to the approved 2013 budget, Adam asked if the city had ever considered: 1)
replacing the benches on the pier in Medina Beach Park to a more comfortable style with a
seatback and contouring 2) adding a bench and/or picnic table to the southeast area of Medina
Beach Park. Dickmann recommended the board visit the area that Adam referenced once the
weather improves. Dykes suggested that it may be a good location for the next memorial bench.
View Point Park (6:39 pm)
Adam reported on the following matters concerning View Point Park: the new bulkhead is very
nice and is an upgrade for the city; lights are being blocked by the overgrown laurel hedge;
willow branches have grown over path to the pier; and the hedge is blocking the view from the
top section of the park. Willis confirmed that the adjacent property owner is required to trim the
hedge so he would speak to the property owner’s new maintenance person regarding the matter.
Adam commented on the status of the bench and picnic table that need repaired, Willis
confirmed that the task is on the crew’s project list.
NEW BUSINESS
2013 Work Plan (6:43 pm)
Board members discussed upcoming work plan items and determined they would follow-up in
January.
January and February Meetings (6:45 pm)
Greytak announced that the January and February meetings would need to be rescheduled due
to city hall closures on Martin Luther King, Jr. Day and Presidents’ Day. Board members decided
to hold meetings on January 15 and February 19.
ITEM CA-12
Park Board Meeting Minutes Page 3 November 19, 2012
ADJOURNMENT
MOTION DYKES AND SECOND LOREN-TAYLOR TO ADJOURN THE NOVEMBER 19,
2012 PARK BOARD MEETING. MOTION PASSED 5-0 AT 6:52 PM.
The next Park Board meeting will be held Tuesday, January 15, 2013, at 6:00 pm.
Minutes taken by:
Pamela Greytak, CMC
Admin Asst./Deputy Clerk
ITEM CA-12
CALL TO ORDER
The Planning Commission meeting of November 27, 2012, was called to order at
5:59 PM by Chair O’Brien.
ROLL CALL
Present: Peter May, Alex Morcos, Heija Nunn (arrived 6:02 PM), Judie
O’Brien, Peter Papano, Ching-Pi Wang
Absent: None
Staff Present: Robert Grumbach, Development Services Director
Donna Goodman, Development Services Coordinator
Amie Broadsword, Construction Mitigation Plan Consultant
ANNOUNCEMENTS
Grumbach announced that the 2013 budget was passed at the last council
meeting. The budget included increases in utility taxes to fill the gap from
reduced sales tax revenue. Further information is available on the city’s website.
Grumbach announced that City Hall will be closed December 24th and 25th as well
as January 1st for the Christmas and New Year holidays.
APPROVAL OF MINUTES
MOTION MAY / SECOND PAPANO TO APPROVE THE MINUTES FOR THE
OCTOBER 23, 2012, MEETING. APPROVED 6 – 0. (6:01 PM)
AUDIENCE PARTICIPATION (6:02 PM)
There were no comments from the audience.
PUBLIC HEARING - QUASI-JUDICIAL: (6:02 PM)
Level 2 Tailored Construction Mitigation Plan No. CMP-12-015: 3640 Evergreen
Point Rd.
Proposal: Redevelopment of an existing residential waterfront property.
Redevelopment will include constructing a new single-family dwelling with site
improvements, potential removal of the existing home by barge, and
CITY OF MEDINA
Planning Commission Meeting
November 27, 2012 Medina City Hall Council Chambers
6:00 p.m. 501 Evergreen Point Road
ITEM CA-13
Planning Commission Minutes Page 2 November 27, 2012
excavating up to 845 cubic yards of earth and importing 691 cubic yards of fill.
In-water work will include replacing the existing bulkhead and pier.
Grumbach announced that the file number on the agenda was incorrect and that the
correct file number is CMP-12-015.
Chair O’Brien announced the proposal and asked commissioners if they had
disclosures relative to the appearance of fairness doctrine.
May disclosed that his property is directly south of the subject property and
that he had commented on the project. He recused himself and joined the
audience.
Morcos disclosed that he knows the applicants and had been to the project
site.
Nunn disclosed that she knows the applicant but that they had not had any
discussions regarding this project.
Chair O’Brien asked if the applicant or any member of the public wished to challenge
the participation of any of the commissioners from hearing the case. There were no
challenges.
Grumbach pointed out that the normal procedure for a commission member recusing
themselves is for them to leave the room, and noted that is the practice
recommended. Chair O’Brien stated that she thought it was alright for May to stay.
Chair O’Brien explained the procedures for conducting the public hearing. Testimony
was given under oath.
Amie Broadsword, the City’s Construction Mitigation Plan (CMP) consultant,
explained the project and summarized the staff report. She reported that the
geotechnical report was approved by the City’s geotechnical consultant and a
shoreline substantial development permit was approved by the Hearing Examiner
with conditions that the geotechnical recommendations be followed. She also
presented the applicant’s site plan and explained that the applicant is proposing to
barge the existing house away if they find a buyer. A barge plan was included in the
report. In terms of earthwork, there would be approximately 1,800 cubic yards of cut
and fill, equating to about 360 total truck trips.
Next, Broadsword summarized the public comments received. She explained that a
letter was received from the Mays and that the applicant and the city had provided
responses. She further explained that most of the public comments were already
addressed by the municipal code, but that some additional conditions were
recommended as a result of the public comments. One request was for a privacy
screen fence along the southern boundary of the property, which the applicant
agreed to provide. There was also a public comment request for a restriction on tile
cutting. She noted this appeared to be a reasonable request and was added as a
ITEM CA-13
Planning Commission Minutes Page 3 November 27, 2012
recommended condition in the staff report. Another concern expressed was about
the use of private driveways as a turnaround for construction vehicles, which
Broadsword noted the CMP has a recommended condition to not allow. She
explained that additional screening fence will be required to fill in the gaps along the
north property line in addition to the fencing shown on the site plan.
Concerning construction hours, Broadsword noted that the applicant proposed
restricted work hours of 7:00 AM to 6:00 PM, Monday through Friday. She also
addressed access and parking on the site. She concluded that staff was
recommending approval of the CMP with the 13 conditions listed in the staff report.
Broadsword and Grumbach responded to questions from commissioners.
Commissioner Wang expressed doubt regarding the slope stability and stated for the
record that he had concerns with the sidewall stability. Grumbach explained that this
was reviewed by the City’s geotechnical consultant, Stephen Siebert, who performs
peer review for the city on geotechnical reports. Further discussion followed.
Fred Johnson, architect for the project, testified that he did not have specific
geotechnical expertise, but said he was familiar with the report and explained the
design of the shoring walls as shown on the plan. He noted that no revisions to the
geotechnical report were required by the city but that only clarifications were
requested.
Jeremy Nickel, Nickel Brothers House Moving, representing the applicant, addressed
the process for barging and explained that they had been actively marketing the
house to find a buyer who would have the house barged off the site.
Johnson explained that they hope to begin construction in February and that the
duration of construction would be approximately 16-18 months.
Chair O’Brien opened the hearing to public comment.
Peter May, who lives on the property to the south of the proposed project, thanked
the Cohens and their team for addressing issues that arose along the way. May also
stated that there had been no attempt at ex-parte communications and that
everything had been on the record.
May testified about noise concerns and stated that he and his wife’s home offices
were very close to the proposed construction. He requested discussion on the
proposed work hours and that they be adjusted to begin an hour later than proposed;
preferring an 8:00 AM start time instead of 7:00 AM, with a 7:30 AM arrival time. He
also expressed concerns about the tile and stone cutting and stated a preference for
limiting that activity to the hours of 9:00 AM to 4:00 PM. May supported the concept
of barging, but requested that neighbors be notified when barges will be present due
to the potential for blockage of their boat slip.
There were no further comments from the public and Chair O’Brien closed the public
hearing. (7:04 PM)
ITEM CA-13
Planning Commission Minutes Page 4 November 27, 2012
Scott Payne, Mercer Builders, the Cohen’s contractor for the project, addressed work
hours. He explained that it would be a hardship to start later than 7:00 AM. As to tile
cutting, Payne said they would not make excessive noise without good reason. He
agreed to a 9:00 AM start time on Saturdays.
Discussion followed on the possibility of moving the stone and tile cutting to the
further reaches of the property, or inside, in order to mitigate the sound. Payne
responded that stone is a heavy product and it would be unfeasible to move it away
and cart it back again to where it is to be installed. He said they would hold off on the
noisier activities until later in the mornings.
Nickels returned to testify how the barge would be set in position and secured and
that they would provide notifications prior to barging operations, which would take
less than a day.
Alan Foltz, Waterfront Construction, addressed the barge work that would be
associated with the pier and bulkhead work, and explained the logistics for barging
waste materials out. He added that they use an arbitrary driver for pile work so the
sound is not intrusive.
MOTION WANG / SECOND NUNN TO APPROVE CONSTRUCTION MITIGATION
PLAN CMP-12-015, SUBJECT TO THE CONDITIONS SET FORTH IN THE STAFF
REPORT. (7:21 PM)
Papano suggested amending the arrival time to 6:30 AM and work start time to 7:00
AM. Nunn suggested a Saturday start time of 8:00 AM.
MOTION O’BRIEN TO CHANGE CONSTRUCTION START TIMES TO 7:00 AM
ARRIVAL AND 8:00 AM START, WITH AN ARRIVAL AND START TIME OF 8:00
AM ON SATURDAYS. MOTION DIED FOR LACK OF A SECOND. (7:28 PM)
Discussion followed.
MOTION NUNN / SECOND PAPANO TO MODIFY CONSTRUCTION CONDITION
9 TO SPECIFY ARRIVAL ONSITE AT 7:00 AM WITH WORK BEGINNING AT 7:30
AM MONDAY THROUGH FRIDAY AND ARRIVAL ON SATURDAY AT 8:00 AM
WITH WORK TO BEGIN AT 9:00 AM. AMENDMENT APPROVED 6-0. (7:33 PM)
Further discussion followed on notification of neighbors prior to barging.
MOTION PAPANO / SECOND MORCOS TO ADD A CONDITION THAT ALL
NEIGHBORS ON THE NOTIFICATION LIST BE GIVEN THREE-DAYS NOTICE OF
BARGING ACTIVITIES. AMENDMENT APPROVED 6-0. (7:35 PM)
ITEM CA-13
Planning Commission Minutes Page 5 November 27, 2012
Grumbach confirmed with the commissioners that the notification list was the same
as the list of property owners receiving notice for the hearing. Discussion ensued on
particularly noisy construction activities, such as stone and tile cutting.
MOTION NUNN / SECOND MORCOS TO ADD THE WORD “STONE” TO
CONDITION #10 AND TO LIMIT STONE AND TILE CUTTING TO THE HOURS OF
9:00 AM TO 4:00 PM, MONDAY THROUGH FRIDAY. AMENDMENT APPROVED
6-0. (7:37 PM)
May asked that the commission consider adding a condition to protect his access to
his dock while the barge is in place. Discussion followed.
Foltz added that the barge used for pier and bulkhead work will be placed so that
May has access to his slip and boat, and that that is normal construction procedure.
Further discussion took place.
MOTION WANG / SECOND PAPANO TO ADD A CONDITION THAT THE BARGE
SHALL BE LOCATED IN A MANNER THAT PROVIDES REASONABLE ACCESS
TO THE NEIGHBORS’ BOATS AND SLIPS. AMENDMENT APPROVED 6-0.
7:44 PM)
Wang restated the original motion with the approved amendments.
MOTION WANG / SECOND PAPANO TO APPROVE CONSTRUCTION
MITIGATION PLAN CMP-12-015, SUBJECT TO THE CONDITIONS SET FORTH IN
THE STAFF REPORT AS AMENDED. APPROVED 6-0. (7:46 PM)
OTHER BUSINESS (7:46 PM)
1) 2013 Planning Commission Work Program
Commissioner May rejoined the commissioners.
Discussion occurred on the 2013 Planning Commission work plan.
Grumbach summarized the 2012 work program and accomplishments noting which
items were completed. He briefed the commissioners on the state-mandated
requirement to perform a comprehensive review of the Medina Comprehensive Plan
by June of 2015. He also recommended that they add updating the city’s
construction mitigation regulations to the 2013 work program.
Discussion followed on the work program. The Planning Commission consensus
was to recommend to council the following work program for 2013:
1. Zoning code update prescribed by the zoning and permitting study
2. Comprehensive Plan amendment - streetscape
3. Tree Code Update
ITEM CA-13
Planning Commission Minutes Page 6 November 27, 2012
4. Height in the R-16 zone
5. Bonus structural coverage based on height (review combined with #4)
6. Construction Mitigation Plan regulations review
7. Sign Code
8. Home Occupation (home business)
9. Other amendments assigned by the council
Chair O’Brien discussed recommending to the Council that the Planning Commission
chair position be lengthened to a two-year period beginning next year for the purpose
of consistency with the council. Grumbach responded that this could be discussed
with the council at the time of their review of the Planning Commission work program.
The consensus was to cancel the December Planning Commission meeting.
ADJOURNMENT
MOTION MAY / SECOND MORCOS TO ADJOURN THE NOVEMBER 27, 2012,
PLANNING COMMISSION MEETING. APPROVED 5-0. (8:13 PM)
The next Planning Commission meeting is scheduled for Tuesday, January 22nd,
2012, at 6:00 PM.
Minutes taken by:
Donna Goodman
Development Services Coordinator
ITEM CA-13
CITY OF MEDINA
CIVIL SERVICECOMMISSION MEETING
Minutes of the Civil Service Commission meeting held in MedinaCity Hallon December
6, 2012.
Attendance: Vice-ChairTony Shapiro
Commissioner Roger Ngouenet
Civil Service Commission SpecialCounselSteve DiJulio
Caroll Palmer Wedlund, Secretary/Chief Examiner
Absent and Excused: Chair Pete Jorgensen
Ms. Wedlundannounced ChairJorgensen had stated in his phone conversation with
her immediatelyprior to theExecutiveSession that he would agree in absentia with any
decisions madeduring this Civil Service Commission meeting.
Vice-ChairShapiro called the ExecutiveSession portion of themeeting to order at 6:15
p.m.
RULING FOR SKINNER V. MEDINA
Mr. DiJulio provided an overview of the Commission's options regardingthe Skinner vs.
Medina case and inquired what action they wished to take. Following discussion, the
Commission rendered a unanimous ruling on the Skinner vs. Medina case, and
requestedMr. DiJulio to draft the Commission's decision and report to counsel for both
parties. Mr. DiJulio requested that Ms. Wedlund deliver thedecision to all CSC
members for signature and return the signed document to him. The Executive Session
ended at 6:45 p.m., after which Mr. DiJulio departed the meeting.
ELECTION OF VICE-CHAIR
Ms. Wedlund stated due to Vice-Chair Dern-Palmer's recent resignation, the
Commission needed a Vice-Chair. Commissioner Ngouenet moved, seconded by
Commissioner Shapiro in favor of Commissioner Shapiro becoming Vice-Chair, and the
motion carried unanimously. Ms. Wedlund noted she had previously spoken with Chair
Jorgensen, and he was also in favorof Commissioner Shapiro's appointment to Vice-
Chair.
APPROVAL OF OCTOBER 25, MINUTES
Commissioner Ngouenet moved, seconded by Vice-ChairShapiro, for approval of the
October 25, 2012 minutes, and the motion was unanimously approved.
CHANGE IN CSC RULES
Ms. Wedlund stated Medina's Chief of Police wishedto have Section 8.37(a) ofthe Civil
Service Rules changed so that all police applicants would be required to take a
polygraph, rather than just entry-level candidates. Commissioner Ngouenet moved,
1
ITEM CA-14
seconded by Vice-ChairShapiro to changeSection 8.37(a) of the Civil Service Rules to
reflectthe inclusion of all Medina policeapplicants, as opposed to entry/lateral level,
and the motion carried unanimously.
Ms. Wedlund related that Public SafetyTesting, the company that gave written and
physical agility tests for Medinapolice applicants, had changed its writtentesting to a
more comprehensive written process. Thismeant both the currententry and lateral
level police officereligibility lists as well as the combined eligibility list would need to be
retired, to accommodate the new testing format. Commissioner Ngouenet moved,
seconded by Vice-ChairShapiro, to change Section 9.09(b) to accommodate the new
written testing format, andto retire the current entry and laterallevel police officer
eligibility lists, as wellas the combined eligibility list. The motioncarried unanimously.
CIVIL SERVICE COMMISSION ANNUAL REPORT
Ms. Wedlundstated she had furnished Medina's Chief of Police with a draft copy of the
Civil Service Commission 2012 Annual Report, to ensure its accuracy. Commissioner
Ngouenet moved, seconded by Vice-Chair Shapiro, to approve the 2012 Civil Service
Commission Annual Report. Ms. Wedlund stated as soon as ChairJorgensen's health
improved, she would obtain his signature as well, after which theAnnualReport would
be furnishedto the City Clerk, for distributionto the City Manager and theCity Council.
ADJOURNMENT
There being no further business, Commissioner Ngouenet moved, seconded by Vice
Chair Shapiro for adjournment, and theExecutiveSession meeting wasadjourned by
unanimous consensus at6:56 p.m.
AO f a&eU 4U)4Lvt4
Caroll Palmer Wedlund
Secretary/Chief Examiner
2
ITEM CA-14
Medina City Council Regular Meeting ITEM OB-1
Monday, February 11, 2013
AGENDA BILL
Subject: Professional Services Agreement for Public Works Shop Facility Design
Category: Consent Ordinance Public Hearing
X City Council Business Resolution Other – Discussion
Prepared By: Joe Willis Sr., Director of Public Works
Summary:
The City Council authorized David Clark Architects to conduct a study of the existing Public
Works Shop Facility in August of 2012. The study was completed in February of this year and is
included as an attachment.
The report reveals a critical need for more covered storage area for equipment. Currently major
pieces of equipment are located in the yard area without cover which subjects them to weather
conditions that contribute to degradation that will be reflected in earlier replacement than would
be necessary if they were stored under cover. The report also highlighted how the lack of
storage area impacts the day to day operations. The limited storage area necessitates moving
of smaller equipment in order to clear areas for ordinary projects such as sign fabrication, wood
working, and small equipment repairs.
The Council considered these issues during the 2013 budget discussions and adopted a budget
that allocated $459,325 to the Public Works Shop Improvement. David Clark Architects have
prepared a preliminary schedule and cost estimate for the improvement project for your
consideration.
The subject of this agenda bill is approval of the architect’s professional services agreement to
include design, bid document preparation, and construction administration for the project.
Attachment(s):
1. Public Works Shop Facility Study
2. Professional Services Agreement
Budget/Fiscal Impact: $459,325 Capital Project Fund
Staff Recommendation: Approve the Agreement
City Manager Approval:
Proposed Council Motion:
I move to approve the Professional Services Agreement for
the Public Works Shop Facility Improvement Project and
Authorize the City Manager to sign the agreement.
A US Green Building Council Member Firm with LEED Accredited Professionals
Licensed Architects in Arizona, California, Colorado, Hawaii, Pennsylvania, Texas and Washington
DAVID A. CLARK ARCHITECTS, PLLC
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City of Medina DAVID A. CLARK ARCHITECTS, PLLC .
Table of Contents
Cover
Contact Information & Index
Needs analysis two pages
Space analysis one page
Proposed plans three pages
Cost estimate three pages
Project schedule one page
Appendix A, Equipment inventory one page
Contact information
Joe Willis, PE
Public Works Director
City of Medina
501 Evergreen Point Road
Medina, Washington 98039
David A. Clark Architects, PLLC
33017 134th Avenue Southeast
Auburn, Washington 98092
www.clarkarchitects.com
253 351-8877
Dave Clark AIA LEED AP BD+C, Principal
dclark@clarkarchitects.com
A US Green Building Council Member Firm with LEED Accredited Professionals
Licensed Architects in Arizona, California, Colorado, Hawaii, Pennsylvania, Texas and Washington
Medina Park
Medina Public Works Shop Facility Study
Needs Analysis
Site
General: The existing public works facility
is an asphalt paved site of approximately
acre located in the southwest corner of
Medina Park. There are no lot lines
separating the park from the maintenance
facility, only a six foot high chain link.
The site is visually screened from the park
users by a landscape buffer consisting of
mature trees and smaller shrubs.
The site is constrained on all sides by
adjacent uses and streets. To the south,
the site is adjacent to a 1.6 acre Puget
Sound Energy electrical substation, which
is heavily wooded on 75% of the site.
The west side of the maintenance facility
is 80th Ave NE, which serves a single
family residential area across the street
from the maintenance facility.
A close up of the site shows the
east portion of the maintenance
facility is located on the PSE
property, as allowed by a use
agreement between PSE and the
City. Permanent structures
may not be built in the area, and
this use agreement expires in
2014. If PSE opts not to allow
the continued use of its
property, the facility will lose a
significant portion of its yard.
The drainage system is a
contained conveyance that
outfalls to the south through an
oil water separator.
There are three parking stalls on site, accessible only on 80th Ave NE from the south. The remainder of
the site is beyond capacity, as equipment is left in every available space. The majority of the equipment is
left outside with no cover.
DAVID A. CLARK ARCHITECTS, PLLC
PSE property
Medina Public Works Shop Facility
Needs Analysis
A US Green Building Council Member Firm with LEED Accredited Professionals
Licensed Architects in Arizona, California, Colorado, Hawaii, Texas and Washington
Buildings
The site has one permanent building and two temporary shelters on the site. The permanent building was
originally a wood framed pole building built in 1986 that has been modified numerous times. In 2010, the
building was altered by American Tower at no cost to the City and two existing covered bays were
enclosed in trade off for a second floor that would house American Tower’s equipment. The total
enclosed area of the building is 1,878 square feet and includes a sign shop, wood shop, an office area for
four desks, a restroom with an open shower, a small kitchenette and two bays for small tools. There is no
permanent covered space on the site.
Sign shop: As it doubles as the staff locker room, space is very limited and stock and tools must be
moved prior to beginning a new project. There is no ADA access.
Wood shop: A well-organized space filled with stock wood, trim, signs and other large stored items
covering or blocking access to the wood working equipment. Stored items must be moved
prior to beginning a project.
Office area: Filled wall to wall with four single desks, the office area is
the main entry into the facility and serves as the main circulation
to the wood shop, sign shop, restroom and kitchenette.
Restroom: Remodeled during the American Tower project, the single
user restroom was never finished and does not have a completed
shower or emergency eyewash station.
Storage Bays: Enclosed during the 2011 American Tower project,
the 742 sf space is filled will small tools and equipment that must
be moved outside during the winter to allow the sanding trucks to
be housed undercover. Workbench at the rear provides a space for
small tool repair.
Tents: The two military surplus temporary shelters are a fabric
military surplus and are beyond their anticipated life cycle
use. The fabric is torn and located in the PSE easement.
Equipment
The large equipment is located in the weather as no other shelter is available. As such, life cycle of the
equipment is impacted. Please see attached list for the large equipment inventory, initial cost, year of
acquisition and anticipated replacement year. There are eight major pieces of equipment that are typically
not able to be stored under cover.
Soil Bins
Three soil bins exist on site, constructed from standard ecology blocks, for bark, topsoil and sand.
Currently, waste (yard debris, tree branches) is piled on site as space is available.
A US Green Building Council Member Firm with LEED Accredited Professionals
Licensed Architects in Arizona, California, Colorado, Hawaii, Pennsylvania, Texas and Washington
Medina Public Works Shop Facilities Study
Space Analysis
Area
General: The public works shop requires a significant amount of covered space to extend the life cycle use
of the existing equipment. After a review of the Equipment inventory in appendix A, we recommend
providing enough covered space for eight vehicles and equipment: Case Backhoe, Ford F250 pickup,
GMC 3500 HD dump truck, Chevy C1500 pickup, Ford F550 dump truck, Kubota tractor & boom mower,
Ford F450 dump truck with snow plow, Ford Ranger pickup.
This will allow for sanding trucks to be prepared the day before a forecasted event. Storing the trucks
under cover will keep the sand from freezing. The space should also be deep enough to allow storage for
detachable plows and the smaller equipment.
Storage
Currently, the City is paying for off-site storage for city records and utilizes public works staff for retrieval
work. This involves travel time that takes staff away from needed maintenance and improvement projects.
We recommend relocating the storage into the existing building until such time that other alternatives can
be reviewed and considered.
Design Alternatives
Three site designs were reviewed with staff and the finance committee and a variation of one of the site
designs was chosen to balance the impact to the surrounding areas and maximize the remaining area.
Proposed Design
We recommend the design of the new space maximize the existing yard as much as possible to maintain
efficiency and minimize the staff time required to rotate out equipment based on the seasonal needs.
Realizing the limited budgets available to the city at this time, we recommend that the design provide the
largest covered space and defer improvements until money becomes available. We recommend an eight
bay, open air covered building with three walls to provide as much protection as possible without
eliminating the consideration of deferred improvements.
Deferred items include:
Overhead doors
Heating and ventilation
Interior plywood
Man doors
Site Generator
Currently, the existing city hall generator can only power 1/3 of the city hall needs, placing significant
limits on emergency operations. We recommend that the City consider relocating the city hall generator to
the public works yard to power its operations and install a larger underground generator at city hall.
Those costs are not included in this study.
We recommend that the new public works maintenance addition be one story in height and blend into the
look and feel of the existing building as to avoid attention from the adjacent uses. Exterior color and
materials should match as closely as possible. The following pages reflect the proposed 2,637 square foot,
one story addition.
DAVID A. CLARK ARCHITECTS, PLLC
DAVID A. CLARK
ARCHITECTS, PLLC
Medina Public Works Shop Facilities Study
Needs Analysis & Feasibility Created03-Oct-12
Pre-Design Cost Estimate Summary Revised07-Jan-13
Line
8 Large equipment building, same site2,637 sf209,853
9 Renovation of original building1,134 sf19,600
10 Site Lighting-
11 Soil Bins15,000
12 Sub Total Costs 244,453$
13 Estimating Contingency7%17,112$
14 General Conditions10%24,445$
15 Performance Bonds & Insurance2%4,889$
16 Escalation - Mid 20130%-$
17 Overhead & Profit15%36,668$
18 Sub Total Construction General Costs 83,114$
19 Relocate City Hall generator to site-
20 New City Hall Generator -
21 Sub Total Generator Costs -$
22
23 Total Building Construction Costs 327,568$
24
25 Related (Soft) Costs
26 Permits (Estimate)0.5%1,638$
27 A/E Fee phase 1already budgeted
28 AE Fee Phase 252,084$
29 WSST9.5%31,119$
30 Advertising, Bidding Costs 500$
31 Printing, Reimbursables 500$
32 Testing 1,500$
33 Utility Connections-$
34 Commissioning-$
35 Soils Engineering 5,000$
36 Misc5,000$
37 Total Project (soft) costs 97,341$
38 Owner's Contingency8%33,993$
39 Reserve Bond Amounts, Bond Costs not considered
40
41 Total Project Costs ………………………………………..……………………458,901$
42 2013 Budget 459,325$
43 Over (Under) budget (424)$
David A. Clark Architects, PLLC Pre-design CE 0107132/6/2013
DAVID A. CLARK
ARCHITECTS, PLLC
Medina Public Works Shop Facilities Study
Needs Analysis & Feasibility Created01-Oct-12
Pre-Design Cost Estimate Revised07-Jan-13
QUAN.UNIT COST SUB TOTAL TOTAL
2100DEMO 13,792$
Exterior selective demo1LS9,850.009,850.00
Asphalt758SY5.203,942.18
TreesBy City
2200SITEWORK 25,038$
Excav8.7CY65.00563.33
Layout1LS250.00250.00
Backfill3CY65.00197.17
Fill238CY45.0010,710.00
Misc1LS5,250.005,250.00
6" roof drain lines200LF11.662,332.00
6" footing drain lines200LF11.662,332.00
Type 1 CB1EA1,100.001,100.00
8" storm34LF18.00612.00
Erosion Control220LF7.691,691.80
2500ASPHALT PAVING15,117$
Patching17.8SY32.00568.89
Ramp369.6SY32.0011,825.78
North yard77.8SY35.002,722.22
2900LANDSCAPING
Landscaping1LS0.00By City
3300CONCRETE 24,191$
Form and pour footings and grade13.7CY610.008,369.20
Slab prep2637Sf0.651,714.05
Pour and finish interior slab2637SF5.3514,107.95
5120STRUCTURAL STEEL4,850$
Misc framing hardware1LS650.00650.00
Entry Columns1050LBS4.004,200.00
6100ROUGH CARPENTRY36,134$
Frame exterior walls2800SF3.008,400.00
GLB's560MBF3.351,876.00
Truss roof2637SF5.5314,582.61
Wall sheathing2800SF1.263,528.00
David A. Clark Architects, PLLCPre-design CE 0107132/6/2013
Pre-Design Cost Estimate Revised07-Jan-13
QUAN.UNIT COST SUB TOTAL TOTAL
Roof sheathing3635.6SF1.405,089.77
Vented blocking202.0LF4.00808.00
Misc1LS1,000.001,000.00
Blocking1LS850.00850.00
7250INSULATION -$
FSK Wall & Ceiling Insulation0SF0.000.00
7300ROOFING 22,089$
Asphalt shingles4135.6SF3.7015,301.54
Flashings1LF1,100.001,100.00
Gutters 206LF22.004,532.00
Downspouts84LF13.751,155.00
7400SIDING 25,860$
B&B Siding Board2800Sf2.657,420.00
B&B battens2800SF5.3014,840.00
Belly Bands200LF8.701,740.00
Door trim162LF4.00648.00
Flashings202LF6.001,212.00
7900CAULKING & SEALANTS250$
Caulking1LS250.00250.00
9900PAINTING 5,500$
H.M. Frames0EA68.900.00
H.M. Doors 0EA111.300.00
Siding - Exterior2800SF1.253,500.00
Sheathing - Interior0SF1.000.00
Trusses & Roof Sheathing interior0.0SF1.000.00
Exterior soffit400SF2.501,000.00
Misc1LS1,000.001,000.00
10431SIGNS -$
Address Sign0EA530.000.00
10520FIRE EXTINGUISHERS300$
On brackets3EA100.00300.00
16000ELECTRICAL36,732$
New Areas - Power & Lighting2654SF8.0021,232.00
Misc1LS14,000.0014,000.00
Exist elec distribution modificatio1LS1,500.001,500.00
Sub Total ………………………………………………..…………………209,853 209,853$
David A. Clark Architects, PLLCPre-design CE 0107132/6/2013
ID
Ta
sk
Nam
e
Du
ration
St
art
Finish
1
Co
un
cil
staff
rev
iew
7
days
Mo
n
2
11
13
Tu
e
2
19
13
2
So
ils
eng
in
eering
15
days
We
d
2
20
13
Tu
e
3
12
13
3
Ci
vil
d
esign
w
ork
25
days
We
d
3
13
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Tu
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4
Ar
chitectural
d
esig
n
30
days
We
d
2
20
13
Tu
e
4
2
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5
En
gineerin
g
d
esign
24
days
We
d
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Mo
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3
25
13
6
Sp
ecificatio
ns
14
days
We
d
4
3
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Mo
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4
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7
90
revie
w
5
days
Tu
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Mo
n
4
29
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8
Co
ordinatio
n
revisio
n
10
days
Tu
e
4
30
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Mo
n
5
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13
9
Fi
na
l
review
5
days
Tu
e
5
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Mo
n
5
20
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10
Pe
rm
it
su
b
m
ittal
0
days
Mo
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5
20
13
Mo
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5
20
13
11
Pe
rm
it
4
w
ks
Tu
e
5
21
13
Mo
n
6
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12
Bi
dding
3
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ks
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Co
un
cil
aw
ard
2
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14
Co
ntract
3
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ks
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Mo
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Co
nstruc
tio
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ks
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Mo
n
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16
Pu
nch
L
ist
2
w
ks
Tu
e
1
0
8
13
Mo
n
1
0
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13
17
Co
un
cil
acc
eptanc
e
2
w
ks
Tu
e
10
2
2
13
Mo
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4
13
5/
20
27
3
10
17
24
3
10
17
24
31
7
14
21
28
5
12
19
26
2
9
16
23
30
7
14
21
28
4
11
18
25
1
8
15
22
29
6
13
20
27
3
10
Fe
b
13
Ma
r
13
Ap
r
13
Ma
y
1
3
Ju
n
13
Ju
l
13
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13
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p
13
Oc
t
1
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v
1
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d
in
a
P
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lic
W
o
r
k
s
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h
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P
ro
ject
S
ch
ed
u
le
Pa
ge
1
AP
PENDIX
A
PU
BLIC
W
OR
K
S
E
Q
UIPM
E
NT
INVENT
OR
Y
E
Q
UIP
M
EN
T
OR
IGIN
AL
C
OST
YEAR
PUR
CH
ASED
9
1
09
M
ileage
ES
TIMA
T
E
D
L
IF
E
R
EPL
AC
E
M
ENT
YEAR
ESTIM
ATED
CO
ST
C
O
M
M
EN
TS
Ca
se
B
a
ckhoe
5
9
000
1991
1384
h
rs
25
2016
Fo
rd
F
250
P
ickup
w
ith
Lift
Gate
1
7
000
1994
35695
15
2009
GM
C
3
500
H
D
Dum
p
T
ruck
2
8
000
1996
758
6
20
2016
HI
W
ay
M
odel
P
Sander
4
5
0
0
1998
15
2013
ch
ain
drive
ready
for
replacement
Me
yers
Snow
Plow
steel
4
5
0
0
1998
15
2010
in
reasonable
condition
Wo
rkm
an
3300D
U
tility
V
ehicle
2
2
000
1999
9
01
hrs
15
2014
located
at
82nd
Pl
N
E
To
ro
T
op
D
resser
4
9
0
0
1999
15
2014
Ch
e
vy
C
1500
Pickup
1
8
338
2000
41616
15
2015
De
velopm
ent
Services
Vehicle
To
ro
223D
rotary
m
ow
er
1
5
000
2000
6
67
hrs
12
2012
Ne
w
m
owing
deck
installed
2009
Tr
em
ble
G
P
S
Survey
B
ackpack
U
nit
6
0
0
0
2000
20
2020
located
at
City
Hall
Fo
rd
F
550
Dum
p
Truck
3
2
000
2001
615
3
20
2021
eq
uipped
for
steel
snow
plo
w
Me
yers
Snow
Plow
fiberglass
3
6
0
0
2001
15
2016
Ku
bota
Tractor
B
oom
M
ow
er
4
6
000
2003
3
36
hrs
15
2018
Ti
ger
T
ruck
U
tility
V
eh
icle
1
8
000
2003
222
3
15
2018
Sp
eed
Radar
Trailer
6
0
0
0
2005
12
2017
Sp
eed
S
entry
Pole
M
ount
R
adar
Sign
4
4
1
1
2006
12
2018
Th
ule
Em
ergency
R
esponse
trailer
2006
15
2021
RU
2
M
odel
8
50
Speed
Radar
Trailer
8
3
0
9
2008
12
2020
13
W
ells
C
a
rg
o
E
m
erg
e
n
cy
Tra
ile
r
2008
15
2023
To
ro
3500D
hydraulic
rotary
m
ower
3
5
000
2009
35
h
rs
12
2021
Ba
ndit
65
X
P
Brush
C
hipper
1
2
000
2010
15
2008
We
aring
O
ut
due
for
replacement
Fo
rd
F
450
D
um
p
Truck
with
Snow
Plow
5
8
389
2010
20
2030
Fo
rd
R
anger
Pickup
1
9
066
2010
15
2025
Pa
ge
1
Equipm
ent
In
ventory
9
23
10
DAVID A. CLARK
ARCHITECTS, PLLC
Medina Public Works building
Fee Breakdown 05-Feb-13
Total Fee 52,084.00$
Breakdown
Design development 20%10,416.80
Construction Documents 51%26,562.84
Bidding 8%4,166.72
Construction phase 21%10,937.64
Includes:
Structural, mechanical, electrical, civil, data design
coordination of Owner's consultants (Soils)
Excludes:
Soils engineering, survey, materials testing, LEED, Landscape
Furniture, commissioning, noise
Washington State applicable taxes
David A. Clark Architects, PLLC Fee breakdown 020513 2/5/2013
ITEM OB-1
ITEM OB-1
Page 1 of 8
CITY OF MEDINA
SERVICE PROVIDER/PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, is made and entered into in duplicate this day of ,
20___ by and between the CITY OF MEDINA, a Washington municipal corporation,
hereinafter referred to as the "CITY" and David A. Clark Architects. PLLC
hereinafter referred to as the "SERVICE PROVIDER."
WITNESSETH:
WHEREAS, the CITY entered into a professional services agreement with the SERVICE
PROVIDER to complete a Public Works Shop Facilities Study on August 20, 2012; and
WHEREAS, the CITY now desires to have certain services and/or tasks performed to
accomplish the recommendations as set forth in the City of Medina Public Works Facility
Study dated January 6, 2013 that require specialized skills and other supportive
capabilities; and
WHEREAS, sufficient CITY resources are not available to provide such services; and
WHEREAS, the SERVICE PROVIDER represents that the SERVICE PROVIDER is
qualified and possesses sufficient skills and the necessary capabilities, including
technical and professional expertise, where required, to perform the services and/or
tasks set forth in this Agreement.
NOW, THEREFORE, in consideration of the terms, conditions, covenants, and
performance contained herein, the parties hereto agree as follows:
I . SCOPE OF SERVICES.
The SERVICE PROVIDER shall perform such services and accomplish such tasks,
including the furnishing of all materials and equipment necessary for full performance
thereof, as are identified and designated as SERVICE PROVIDER responsibilities
throughout this Agreement and as detailed in Scope of Services Exhibit “A1” attached
hereto and incorporated herein (the "Project").
2. TERM.
The Project shall begin no earlier than February 12 , 20 13, and shall be completed no
later than December 31 , 20 13 , unless sooner terminated according to the provisions
herein.
3. COMPENSATION AND METHOD OF PAYMENT.
A. Payments for services provided hereunder shall be made following the performance
of such services, unless otherwise permitted by law and approved in writing by the CITY.
B. No payment shall be made for any service rendered by the SERVICE PROVIDER
except for services identified and set forth in this Agreement.
ITEM OB-1
Page 2 of 8
C. The CITY shall pay the SERVICE PROVIDER for work performed under this
Agreement pursuant to accepted proposal attached hereto as Exhibit "B" and by this
reference incorporated herein.
D. The SERVICE PROVIDER shall submit to the CITY Finance Officer on forms
approved by the Finance Officer, a voucher or invoice for services rendered during the
pay period. The CITY shall initiate authorization for payment after receipt of said
approved voucher or invoice and shall make payment to the SERVICE PROVIDER
within approximately thirty (30) days thereafter.
4. REPORTS AND INSPECTIONS.
A. The SERVICE PROVIDER at such times and in such forms as the CITY may require,
shall furnish to the CITY such statements, records, reports, data, and information as the
CITY may request pertaining to matters covered by this Agreement. All of the reports,
information data,. and other related materials, prepared or assembled by the SERVICE
PROVIDER under this Agreement and any information relating to personal, medical and
financial data will be treated as confidential insofar as is allowed by Washington State
laws regarding disclosure of public information, Chapter 42.17, R.C.W. Generally,
Chapter 42.17, R.C.W. requires disclosure of all but the most personal and sensitive
information in CITY hands.
B. The SERVICE PROVIDER shall at any time during normal business hours and as
often as the CITY or State Examiner may deem necessary, make available for
examination all of its records and data with respect to all matters covered, directly or
indirectly, by this Agreement and shall permit the CITY or its designated authorized
representative to audit and inspect other data relating to all matters covered by this
Agreement. The CITY shall receive a copy of all audit reports made by the agency or
firm as to the SERVICE PROVIDER'S activities. The CITY may, at its discretion, conduct
an audit at its expense, using its own or outside auditors, of the SERVICE PROVIDER'S
activities which relate, directly or indirectly, to this Agreement.
5. INDEPENDENT CONTRACTOR RELATIONSHIP.
A. The parties intend that an independent SERVICE PROVIDER/CITY relationship will
be created by this Agreement. The CITY is interested primarily in the results to be
achieved; subject to paragraphs herein, the implementation of services will lie solely with
the discretion of the SERVICE PROVIDER. No agent, employee, servant or
representative of the SERVICE PROVIDER shall be deemed to be an employee, agent,
servant or representative of the CITY for any purpose, and the employees of the
SERVICE PROVIDER are not entitled to any of the benefits the CITY provides for its
employees. The SERVICE PROVIDER will be solely and entirely responsible for its acts
and for the acts of its agents, employees, servants, subcontractors or representatives
during the performance of this Agreement.
B. In the performance of the services herein contemplated the SERVICE PROVIDER is
an independent contractor with the authority to control and direct the performance of the
details of the work, however, the results of the work contemplated herein must meet the
approval of the CITY and shall be subject to the CITY'S general rights of inspection and
review to secure the satisfactory completion thereof.
ITEM OB-1
Page 3 of 8
6. SERVICE PROVIDER EMPLOYEES/AGENTS
The CITY may at its sole discretion require the SERVICE PROVIDER to remove an
employee(s), agent(s) or servant(s) from employment on this Project. The SERVICE
PROVIDER may however employ that (those) individual(s) on other non-CITY related
projects.
7. HOLD HARMLESS INDEMNIFICATION.
A. The SERVICE PROVIDER shall indemnify and hold the CITY and its agents,
employees, and/or officers, harmless from claims, demands, suits, at law or equity,
actions, penalties, losses, damages, or costs, of whatsoever kind or nature, brought
against the CITY arising out of, in connection with, or incident to the execution of this
Agreement and/or the SERVICE PROVIDER'S negligent performance or failure to
perform any aspect of this Agreement; provided, however, that if such claims are caused
by or result from the concurrent negligence of the CITY, its agents, employees, and/or
officers, this indemnity provision shall be valid and enforceable only to the extent of the
negligence of the SERVICE PROVIDER; and provided further, that nothing herein shall
require the SERVICE PROVIDER to hold harmless or defend the CITY, its agents,
employees and/or officers from any claims arising from the sole negligence of the CITY,
its agents, employees, and/or officers. The SERVICE PROVIDER expressly agrees that
the indemnification provided herein constitutes the contractor's waiver of immunity under
Title 51 RCW, for the purposes of this Agreement. This waiver has been mutually
negotiated by the parties. The provisions of this section shall survive the expiration or
termination of this Agreement.
B. No liability shall attach to the CITY by reason of entering into this Agreement except
as expressly provided herein.
8. INSURANCE.
The SERVICE PROVIDER shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise
from or in connection with the performance of the work hereunder by the SERVICE
PROVIDER, their agents, representatives, employees or subcontractors.
The SERVICE PROVIDER shall provide a Certificate of Insurance evidencing:
A. Automobile Liability insurance with limits no less than $1,000,000 combined single
limit per accident for bodily injury and property damage.
B. Commercial General Liability insurance written on an occurrence basis with limits no
less than $1,000,000 combined single limit per occurrence and $2,000,000 aggregate for
personal injury, bodily injury and property damage. Coverage shall include but not be
limited to:, blanket contractual; products/completed operations; broad form property
damage-, explosion, collapse and underground (XCU) if applicable; and employer's
liability.
The CITY shall be named as an additional insured on the insurance policy, as respects
work performed by or on behalf of the SERVICE PROVIDER and a copy of the
endorsement naming the CITY as additional insured shall be attached to the Certificate
of Insurance.
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The CITY reserves the right to request certified copies of any required policies.
The SERVICE PROVIDER'S insurance shall contain a clause stating that coverage shall
apply separately to each insured against whom claim is made or suit is brought, except
with respects to the limits of the insurer's liability.
C. Professional Liability, Professional Errors and Omissions insurance with limits no less
than $ 1,000,000 limit per occurrence. Any payment of deductible or self-insured
retention shall be the sole responsibility of the SERVICE PROVIDER.
The SERVICE PROVIDER'S insurance shall be primary insurance as respect to the
CITY and the CITY shall be given thirty (30) days prior written notice of any cancellation,
suspension or material change in coverage.
9. TREATMENT OF ASSETS.
Title to all property furnished by the CITY shall remain in the name of the CITY and the
CITY shall become the owner of the work product and other documents, if any, prepared
by the SERVICE PROVIDER pursuant to this Agreement.
10. COMPLIANCE WITH LAWS.
A. The SERVICE PROVIDER, in the performance of this Agreement, shall comply with
all applicable federal, state or local laws and ordinances, including regulations for
licensing, certification and operation of facilities, programs and accreditation, and
licensing of individuals, and any other standards or criteria as described in this
Agreement to assure quality of services.
B. The SERVICE PROVIDER specifically agrees to pay any applicable business and
occupation (B & 0) taxes, which may be due on account of this Agreement.
11. NONDISCRIMINATION.
A. The CITY is an equal opportunity employer.
B. Nondiscrimination in Employment. In the performance of this Agreement, the
SERVICE PROVIDER will not discriminate against any employee or applicant for
employment on the grounds of race, creed, color, national origin, sex, marital status, age
or the presence of any sensory, mental or physical handicap; provided that the
prohibition against discrimination in employment because of handicap shall not apply if
the particular disability prevents the proper performance of the particular worker
involved. The SERVICE PROVIDER shall ensure that applicants are employed, and that
employees are treated during employment without discrimination because of their race,
creed, color, national origin, sex, marital status, age or the presence of any sensory,
mental or physical handicap. Such action shall include, but not be limited to:
employment, upgrading, demotion or transfers, recruitment or recruitment advertising,
layoff or termination, rates of pay or other forms of compensation, and programs for
training including apprenticeships. The SERVICE PROVIDER shall take such action with
respect to this Agreement as may be required to ensure full compliance with local, state
and federal laws prohibiting discrimination in employment.
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C. Nondiscrimination in Services. The SERVICE PROVIDER will not discriminate
against any recipient of any services or benefits provided for in this Agreement on the
grounds of race, creed, color, national origin, sex, marital status, age or the presence of
any sensory, mental or physical handicap.
D. If any assignment and/or subcontracting has been authorized by the CITY, said
assignment or subcontract shall include appropriate safeguards against discrimination.
The SERVICE PROVIDER shall take such action as may be required to ensure full
compliance with the provisions in the immediately preceding paragraphs herein.
12. ASSIGNMENT/SUBCONTRACTING.
A. The SERVICE PROVIDER shall not assign its performance under this Agreement or
any portion of this Agreement without the written consent of the CITY, and it is further
agreed that said consent must be sought in writing by the SERVICE PROVIDER not less
than thirty (30) days prior to the date of any proposed assignment. The CITY reserves
the right to reject without cause any such assignment.
B. Any work or services assigned hereunder shall be subject to each provision of this
Agreement and proper bidding procedures where applicable as set forth in local, state
and/or federal statutes, ordinances and guidelines.
C. Any technical/professional service subcontract not listed in this Agreement, must
have express advance approval by the CITY.
13. CHANGES.
Either party may request changes to the scope of services and performance to be
provided hereunder, however, no change or addition to this Agreement shall be valid or
binding upon either party unless such change or addition be in writing and signed by
both parties. Such amendments shall be attached to and made part of this Agreement.
14. MAINTENANCE AND INSPECTION OF RECORDS.
A. The SERVICE PROVIDER shall maintain books, records and documents, which
sufficiently and properly reflect all direct and indirect costs related to the performance of
this Agreement and shall maintain such accounting procedures and practices as may be
necessary to assure proper accounting of all funds paid pursuant to this Agreement.
These records shall be subject at all reasonable times to inspection, review, or audit, by
the CITY, its authorized representative, the State Auditor, or other governmental officials
authorized by law to monitor this Agreement.
B. The SERVICE PROVIDER shall retain all books, records, documents and other
material relevant to this agreement, for six (6) years after its expiration. The SERVICE
PROVIDER agrees that the CITY or its designee shall have full access and right to
examine any of said materials at all reasonable times during said period.
15.POLITICAL ACTIVITY PROHIBITED.
None of the funds, materials, property or services provided directly or indirectly under tile
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Agreement shall be used for any partisan political activity, or to further the election or
defeat of any candidate for public office.
16. PROHIBITED INTEREST.
No member, officer, or employee of the CITY shall have any interest, direct or indirect, in
this Agreement or the proceeds thereof
17. OTHER PROVISIONS.
The following additional terms shall apply: It is agreed between the parties that pursuant
to changes in state law necessitating that services hereunder be expanded, the parties
shall negotiate an appropriate amendment. If after thirty (30) days of negotiation,
agreement can not be reached, this Agreement may be terminated by the City no sooner
than sixty (60) days thereafter.
18. TERMINATION.
A. Termination for Convenience. The CITY may terminate this Agreement, in whole or in
part, at any time, by at least thirty (30) days written notice to the SERVICE PROVIDER.
The SERVICE PROVIDER shall be paid its costs, including contract close-out costs, and
profit on work performed up to the time of termination. The SERVICE PROVIDER shall
promptly submit a termination claim to the CITY. If the SERVICE PROVIDER has any
property in its possession belonging to the CITY, the SERVICE PROVIDER will account
for the same, and dispose of it in the manner directed by the CITY.
B. Termination for Cause. If the SERVICE PROVIDER fails to perform in the manner
called for in this Agreement, or if the SERVICE PROVIDER fails to comply with any
other provisions of the Agreement and fails to correct such noncompliance within five (5)
days written notice thereof, the CITY may terminate this Agreement for cause.
Termination shall be effected by serving a notice of termination on the SERVICE
PROVIDER setting forth the manner in which the SERVICE PROVIDER is in default.
The SERVICE PROVIDER will only be paid for services performed in accordance with
the manner of performance set forth in this Agreement.
19. NOTICE.
Notice provided for in this Agreement shall be sent by certified mail to the addresses
designated for the parties on the last page of this Agreement.
20. ATTORNEYS FEES AND COSTS.
If any legal proceeding is brought for the enforcement of this Agreement, or because of a
dispute, breach, default, or misrepresentation in connection with any of the provisions of
this Agreement, the prevailing party shall be entitled to recover from the other party, in
addition to any other relief to which such party may be entitled, reasonable attorney's
fees and other costs incurred in that action or proceeding.
21. JURISDICTION AND VENUE.
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A. This Agreement has been and shall be construed as having been made and delivered
with the State of Washington, and it is agreed by each party hereto that this Agreement
shall be governed by laws of the State of Washington, both as to interpretation and
performance.
B. Any action of law, suit in equity, or judicial proceeding for the enforcement of this
Agreement or any provisions thereof, shall be instituted and maintained only in any of
the courts of competent jurisdiction in King County, Washington.
22. SEVERABILITY.
A. If, for any reason, any part, term or provision of this Agreement is held by a court of
the United States to be illegal, void or unenforceable, the validity of the remaining
provisions shall not be affected, and the rights and obligations of the parties shall be
construed and enforced as if the Agreement did not contain the particular provision held
to be invalid.
B. If it should appear that any provision hereof is in conflict with any statutory provision
of the State of Washington, said provision, which may conflict therewith shall be deemed
inoperative and null and void insofar as it may be in conflict therewith, and shall be
deemed modified to conform to such statutory provisions.
23. ENTIRE AGREEMENT.
The parties agree that this Agreement is the complete expression of the terms hereto
and any oral representations or understandings not incorporated herein are excluded.
Further, any modification of this Agreement shall be in writing and signed by both
parties. Failure to comply with any of the provisions stated herein shall constitute
material breach of contract and cause for termination Both parties recognize time is of
the essence in the performance of the provisions of this Agreement. It is also agreed by
the parties that the forgiveness of the nonperformance of any provision of this
Agreement does not constitute a waiver of the provisions of this Agreement.
IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed
the day and year first hereinabove written.
CITY:
CITY OF MEDINA
501 Evergreen Point Road
Medina, WA 98039
SERVICE PROVIDER:
David A Clark Architects, PLLC
33017 134th Ave S.E.
Auburn, WA 98092-8519
Attachments:
A1” Scope of Services
EXHIBIT “B” Fee Breakdown
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Attachment “A1”
Scope of Services
ARTICLE 1 THE SERVICES
1.1 General Description: Provide design services for the addition to the Public Works Maintenance Shop and improvements to
the shop facilities and yard. The project consists of a general remodel of the existing facility, a 2,600 sf addition to the existing
building as indicated in the feasibility study dated 2/6/13, and yard improvements: including but not limited to improvements to
accommodate future emergency generator installation complete with necessary electrical improvements that will facilitate the
connection of the generator when it is installed without modification to the building or its electrical service, new bulk material
storage bins on the site, on-site portable fuel storage facility, records and material storage, site work and restoration work
associated with the building construction, and other improvements as needed for a complete and operational Public Works
maintenance facility.
ARTICLE 2 ARCHITECT’S RESPONSIBILITIES
2.1 The Architect shall perform its services consistent with the professional skill and care ordinarily provided by architects
practicing in the same or similar locality under the same or similar circumstances. The Architect shall perform its services as
expeditiously as is consistent with such professional skill and care and the orderly progress of the Project.
ARTICLE 3 SCOPE OF ARCHITECT’S BASIC SERVICES
3.1 The Architect’s Basic Services consist of those described in Article 1 and 3 and include usual and customary structural,
mechanical, civil and electrical engineering services. The scope does not include landscaping, soils engineering or surveying.
3.2 The Architect shall manage the Architect’s services, consult with the Owner, research applicable design criteria, attend
Project meetings, communicate with members of the Project team and report progress to the Owner. The Architect shall
coordinate its services with those services provided by the Owner and the Owner’s consultants.
3.3 Following the Owner’s approval of the Construction Documents and the Construction Contract Agreement contained therein,
the Architect shall assist the Owner in (1) obtaining competitive bids; (2) confirming responsiveness of bids or proposals; (3)
determining the successful bid or proposal, if any; and, (4) awarding the project for construction.
3.4 The Architect shall provide administration of the Contract between the Owner and the Contractor, provide coordination as the
work progresses with the understanding that the facility will be occupied by City personnel and continue to function as a
maintenance shop and yard during the construction, process and approve progress payments, provide periodical inspections of the
work, prepare and process project change orders for Owner acceptance, conduct final inspection(s) of the work for acceptance by
the Owner, and complete project close out following Owner acceptance.
3.4.1 The Architect shall advise and consult with the Owner during the Construction Phase Services. The Architect shall have
authority to act on behalf of the Owner only to the extent provided in this Agreement. The Architect shall not have control over,
charge of, or responsibility for the construction means, methods, techniques, sequences or procedures, or for safety precautions
and programs in connection with the Work, nor shall the Architect be responsible for the Contractor’s failure to perform the Work
in accordance with the requirements of the Contract Documents. The Architect shall be responsible for the Architect’s negligent
acts or omissions, but shall not have control over or charge of, and shall not be responsible for, acts or omissions of the Contractor
or of any other persons or entities performing portions of the Work.
3.4.2 The Architect has the authority to reject Work that does not conform to the Contract Documents. Whenever the Architect
considers it necessary or advisable, the Architect shall have the authority to require inspection or testing of the Work in
accordance with the provisions of the Contract Documents, whether or not such Work is fabricated, installed or completed.
However, neither this authority of the Architect nor a decision made in good faith either to exercise or not to exercise such
authority shall give rise to a duty or responsibility of the Architect to the Contractor, Subcontractors, material and equipment
suppliers, their agents or employees or other persons or entities performing portions of the Work.
3.4.3 The Architect shall interpret and decide matters concerning performance under, and requirements of, the Contract
Documents on written request of either the Owner or Contractor. The Architect’s response to such requests shall be made in
writing within any time limits agreed upon or otherwise with reasonable promptness. Interpretations and decisions of the
Architect shall be consistent with the intent of and reasonably inferable from the Contract Documents and shall be in writing or in
the form of drawings. When making such interpretations and decisions, the Architect shall endeavor to secure faithful
performance by both Owner and Contractor, shall not show partiality to either, and shall not be liable for results of interpretations
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Attachment A1 Page 2 of 2
or decisions rendered in good faith. The Architect’s decisions on matters relating to aesthetic effect shall be final if consistent
with the intent expressed in the Contract Documents.
3.4.4 The Architect shall review and approve or take other appropriate action upon the Contractor’s submittals such as Shop
Drawings, Product Data and Samples, for the purpose of checking for conformance with information given and the design
concept expressed in the Contract Documents. Accuracy and completeness of dimensions and quantities on the shop drawings are
the Contractor’s responsibility. The Architect shall review shop drawings and other submittals related to the Work designed or
certified by the design professional retained by the Contractor that bear such professional’s seal and signature when submitted to
the Architect. The Architect shall be entitled to rely upon the adequacy, accuracy and completeness of the services, certifications
and approvals performed or provided by such design professionals.
Medina City Council Regular Meeting ITEM OB-2
Monday, February 11, 2013
AGENDA BILL
Subject: 2013 Emergency Preparedness Committee Work Plan
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Mark Thomas, Chief of Police
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).
The Emergency Preparedness Committee created and approved the attached work plan to help
guide their activities in 2013. The work plan is being submitted for council approval.
Attachment(s):
2013 Emergency Preparedness Committee Work Program
Budget/Fiscal Impact: None
Staff Recommendation: Approve
City Manager Approval:
Proposed Council Motion:
I Move to approve the 2013 Emergency Preparedness
Committee Work Plan
ITEM OB-2
01292013
Topic Comments
1. Update the Medina Comprehensive
Emergency Management Plan and
Submit it to the State of Washington
Request input from all stakeholders
2. Neighborhood Preparedness
Align with the Block Watch program to strengthen current efforts
to promote and involve the community in emergency
preparedness.
Provide follow-up classes on Map Your Neighborhood Program
as requested
Participation in Medina Days – Emergency Preparedness Booth
Radio Scavenger Hunt – August 2013
Assess Medina’s current strategies to account for special needs
residents in disaster situations to see if improvement can be
made
Review, identify/assess medical supply needs
3. Emergency Communications
Test and exercise communications equipment
Continue radio checks. Encourage and increase participation by
City Staff and resident radio holders
Increase coordination of HAMS in Points Communities
Participation in regional communication drills, when appropriate.
4. 2013 Emergency Management
Performance Grant Funds
Evaluate grant availability and the city’s emergency
preparedness needs (City Hall Generator)
Notes:
The list of topics is not necessarily in the order of priority.
Currently, residents receive emergency preparedness news and information by email and city website.
Medina City Council Regular Meeting ITEM OB-3
Monday, February 11, 2012
AGENDA BILL
Subject: Airport Noise Consultant Contract Extension
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Kari Sand, City Attorney
Summary:
City of Medina entered into Consulting Services Contracts with Allyson Jackson and Temple
Johnson (“Consultants”) on February 19, 2010, and January 13, 2011 respectively for services
relating to the FAA Part 150 Study for Sea-Tac Airport. These Contracts expired on December
31, 2012; however, under the terms of the Consulting Services Contracts, the City and
Consultants may extend the Contracts by mutual agreement. Two proposed contract
amendments are attached that extend Consultant’s services under a new Scope of Work
Exhibits A to amendments), with new hourly rates (Exhibits B to amendments), through
December 31, 2013.
The City wishes to extend the Consulting Services Contracts with the Consultants and they
agree to continue representing and advising the City of Medina for the remainder of the FAA
Part 150 Study. Consultant shall also assist the City of Medina’s effort to hire an
aviation/environmental attorney to assess the City’s legal options with regard to south flow
arrival compliance.
Council authorized $1,500 in the Professional Services line item of the 2013 budget. The
consultant’s original estimate for Part 150 efforts was $2,150. Staff is recommending the
original estimate.
Attachment(s):
Initial Consulting Services Contracts, dated February 19, 2010 and January 13, 2011
Exhibits A & B for each original contract
Proposed Contract Amendments
Exhibits A & B for each of the Amendments
Budget/Fiscal Impact: $2,150
Staff Recommendation: Approval
City Manager Approval:
Proposed Council Motion: I move that the Medina City Council authorize the City
Manager to enter into contract extensions with the Airport
Noise Consultants, Allyson Jackson and Temple Johnson.
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Medina City Council Regular Meeting ITEM OB-4
Monday, February 11, 2013
AGENDA BILL
Subject: King County Hazard Mitigation Planning Partnership
Category: Consent Ordinance Public Hearing
City Council Business Resolution Other – Discussion
Prepared By: Mark Thomas, Chief of Police
Summary:
The City of Medina does not currently have a FEMA approved Hazard Mitigation Plan. The
previous Medina plan is out of compliance along with the King County plan that it was linked to.
An approved plan is required for the city to have full access to grant opportunities and disaster
recovery funds.
King County has started the process to update the King County Regional Multi-Hazard
Mitigation Plan. Local jurisdictions have the opportunity to join the planning effort with the
county and be included in their plan. The shared resources and expertise from the partnership
will allow cities to complete their plans more efficiently than undertaking the effort individually.
The planning process is expected to take 12 to 14 months. Planning partners will participate in
risk and capabilities assessments. Partners will be involved in steering committee meetings,
public meetings, workshops, and reviews. Each jurisdiction will be required to complete their
individual annex and ensure consistency with the base plan. Once completed, each jurisdiction
will be required to formally adopt the plan.
The time commitment for our primary city contact is expected to be approximately 40 hours.
Our emergency preparedness contractor was involved in the development of our original plan
and the update in 2009, and is prepared to take on this task. We will pursue a budget
amendment to our current emergency preparedness grant to cover the estimated cost for our
contractor of $1600 (40 hours x $40 per hour = $1600).
Attachment(s):
Planning Partner Expectations
Letter of Intent
Budget/Fiscal Impact: $1600
Staff Recommendation: Approve
City Manager Approval:
Proposed Council Motion:
I Move to authorize the City Manager to sign the Letter of
Intent, indicating that the City of Medina will participate in the
King County Hazard Mitigation Planning Partnership.
ITEM OB-4
Planning Partner Expectations
King County Regional Multi-Hazard Mitigation Plan-Update
Page 1 of 6
PLANNING PARTNER EXPECTATIONS
ACHIEVING DMA COMPLIANCE FOR ALL PLANNING PARTNERS
One of the goals of the multi-jurisdictional approach to hazard mitigation planning is to
achieve compliance with the Disaster Mitigation Act (DMA) for all participating members
in the planning effort. There are several different groups who will be involved in this
process at different levels. In order to provide clarity, the following is a general
breakdown of those groups: the planning team, which is customarily the Tetra Tech
Team and those actually responsible for the plan’s written development; the Steering
Committee, which represent members from the planning partnership that serve as the
oversight body, assuming responsibility for many of the planning milestones prescribed
for this process to help reduce the burden of time required by each planning partner; the
planning partners are those jurisdictions or special purpose districts that are actually
developing an annex to the regional plan; and the planning stakeholders, which are the
individuals, groups, businesses, academia, etc., from which the planning team gains
information to support the various elements of the plan.
DMA compliance requires that participation be defined in order to maintain eligibility with
respect to meeting the requirements which allow a jurisdiction or special purpose district
to develop an annex to the base plan. To achieve compliance for all partners, the plan
must clearly document how each planning partner that is seeking linkage to the plan
participated in the plan’s development. The best way to do this is to clearly define
participation”. For this planning process, “participation” is defined by the following
criteria:
The Estimated level of effort. It is estimated that the total time commitment to
meet these “participation” requirements for a planning partner not participating on
the Steering Committee would be approximately 40 hours over the 12 to 14
month period. Approximately sixty percent of this time would be allocated to
meeting items F through L described below. This time is reduced somewhat for
special purpose districts.
Participate in the process. As indicated, it must be documented in the plan
that each planning partner “participated” in the process to the best of your
capabilities. There is flexibility in defining “participation,” which can vary based on
the type of planning partner (i.e.: City or County, vs. a Special Purpose District)
involved. However, the level of participation must be defined at the on-set of the
planning process, and we must demonstrate the extent to which this level of
participation has been met for each partner. This planning process will utilize a
Steering Committee that will assume responsibility for many of the planning
milestones prescribed for this process to help reduce the burden of time required
by each planning partner. This committee will be representative of the whole
body. This committee will meet periodically (frequency to be determined by the
committee) throughout the process and provide direction and guidance to the
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planning team. Steering Committee meetings are not mandatory meetings for all
planning partners. If you are not on the committee, your attendance is not
required; however, it is our hope that all planning partners will attempt to remain
engaged with this process. The planning team will also request support from the
partnership during the public involvement phase of the planning process. Support
could be in the form of providing venues for public meetings, attending these
meetings as meeting participants, providing technical support, etc.
Duration of planning process. This process is anticipated to take 12 to 14
months to complete. It will be easy to become disconnected with the process
objectives if you do not participate in some of these meetings to some degree.
Facility Update. Each planning partner will be requested to update their
facilities list for use during the risk assessment. If the list is not updated, Hazus
default data will be utilized. Updating this list provides a much more detailed
analysis.
Consistency Review. All planning partners will be asked to identify their
capabilities during this process. This capability assessment will require a review
of existing documents (plans, studies and ordinances) pertinent to each
jurisdiction to identify policies or recommendations that are consistent with those
in the “base” plan or have policies and recommendations that complement the
hazard mitigation initiatives selected (i.e.: comp plans, basin plans or hazard
specific plans).
Action/Strategy Review. All previous planning partners will be required to
perform a review of the strategies from their respective prior action plan to:
determine those that have been accomplished and how they were accomplished;
and why those that have not been accomplished were not completed. Note –
even if your plan has expired, it is still considered an update, and not a new plan.
The planning team will be available to assist with this task.
Plan must be adopted by each jurisdiction.
One of the benefits to multi-jurisdictional planning is the ability to pool resources. This
means more than monetary resources. Resources such as staff time, meeting locations,
media resources, technical expertise will all need to be utilized to generate a successful
plan. In addition, these resources can be pooled such that decisions can be made by a
peer group applying to the whole and thus reducing the individual level of effort of each
planning partner. This will be accomplished by the formation of a steering committee
made up of planning partners and other “stakeholders” within the planning area. The
size and makeup of this steering committee will be determined by the planning
partnership during our kick-off meeting. This body will assume the decision making
responsibilities on behalf of the entire partnership. This will streamline the planning
process by reducing the number of meetings that will need to be attended by each
planning partner. The assembled Steering Committee for this effort will meet monthly
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unless decided otherwise) on an as-needed basis as determined by the planning team,
and will provide guidance and decision making during all phases of the plan’s
development.
With the above participation requirements in mind, each planning partner will be asked
to aid this process by being prepared to develop its section of the plan. To be an eligible
planning partner in this effort, each Planning Partner will be asked to provide the
following:
A. A “Letter of Intent to participate” or Resolution to participate to the Planning
Team (see exhibit A).
B. Designate a lead point of contact for this effort. This designee will be listed as the
hazard mitigation point of contact for your jurisdiction in the plan.
C. Identify a fully loaded billing rate for this point of contact which will be used to
calculate the in-kind match for the grant that is funding this project.
D. Approve the Steering Committee.
E. If requested, provide support in the form of mailing list, possible meeting space,
and public information materials, such as newsletters, newspapers or direct
mailed brochures, required to implement the public involvement strategy
developed by the Steering Committee.
F. Participate in the process. There will be many opportunities as this plan evolves
to participate. Opportunities such as:
a. Steering Committee meetings
b. Public meetings or open houses
c. Workshops/ Planning Partner specific training sessions
d. Public review and comment periods prior to adoption
At each and every one of these opportunities, attendance will be recorded.
Attendance records will be used to document participation for each planning partner.
No thresholds will be established as minimum levels of participation. However, each
planning partner should attempt to attend all possible meetings and events.
G. There will be one mandatory workshop that all planning partners will be required
to attend. This workshop will cover the proper completion of the jurisdictional
annex template which is the basis for each partner’s jurisdictional chapter in the
plan. Failure to have a representative at this workshop will disqualify the planning
partner from participation in this effort. The schedule for this workshop will be
such that all committed planning partners will be able to attend.
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King County Regional Multi-Hazard Mitigation Plan-Update
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H. After participation in the mandatory annex workshop, each partner will be
required to complete their annex and provide it to the planning team in the time
frame established by the Steering Committee. Technical assistance in the
completion of these annexes will be available from the planning team. Failure to
complete your annex in the required time frame may lead to disqualification from
the partnership.
I. Each partner will be asked to perform a “consistency review” of all technical
studies, plans, ordinances specific to hazards to determine the existence of any
not consistent with the same such documents reviewed in the preparation of the
County (parent) Plan. For example, if your community has a floodplain
management plan that makes recommendations that are not consistent with any
of the County’s Basin Plans, that plan will need to be reviewed for probable
incorporation into the plan for your area.
J. Each partner will be asked to review the Risk Assessment and identify hazards
and vulnerabilities specific to its jurisdiction. Contract resources will provide the
jurisdiction specific mapping and technical consultation to aid in this task, but the
determination of risk and vulnerability will be up to each partner (through a
facilitated process during the mandatory workshop).
K. Each partner will be asked to review and determine if the mitigation
recommendations chosen in the parent plan will meet the needs of its jurisdiction.
Projects within each jurisdiction consistent with the parent plan recommendations
will need to be identified and prioritized, and reviewed to determine their benefits
vs. costs.
L. Each partner will be required to create its own action plan that identifies each
project, who will oversee the task, how it will be financed and when it is estimated
to occur.
M. Each partner will be required to formally adopt the plan.
Planning tools and instructions to aid in the compilation of this information will be
provided to all committed planning partners. Each partner will be asked to complete
their annexes in a timely manner and according to the timeline specified by the Steering
Committee.
Note**: Once this plan is completed, and FEMA approval has been determined
for each partner, maintaining that eligibility will be dependent upon each partner
implementing the plan implementation-maintenance protocol identified in the
plan.
ITEM OB-4
Planning Partner Expectations
King County Regional Multi-Hazard Mitigation Plan-Update
Page 5 of 6
Exhibit A
Example Letter of Intent to Participate
King County Hazard Mitigation Planning Partnership
C/O Bev O’Dea, Tetra Tech, Inc.
915 No. Laurel Lane
Tacoma, WA 98406
Via email at: Bev.Odea@tetratech.com
Dear King County Planning Partnership,
Please be advised that the ____________ (insert City or district name) is committed to
participating in the update to the King County Regional Multi- Hazard Mitigation Plan. As the
title, e.g., Chief Administrative Official) for this jurisdiction, I certify
that I will commit all necessary resources in order to meet Partnership expectations as outlined in
the “Planning Partners expectations” document provided by the planning team, in order to obtain
Disaster Mitigation Act (DMA) compliance for our jurisdiction.
Mr./Ms. ________________ will be our jurisdiction’s point of contact for this process and they
can be reached at (insert: address, phone number and e-mail address). We understand that this
designated point of contact’s time will be applied to the “in-kind” local match for the grant that
is funding this project. To aid in the determination of this local match, we have determined that
the fully burdened bill rate for our designated point of contact is $________________. The
funding source for our point of contact’s position within our jurisdiction is _______ / is
not_______ through federal funds. If it is through federal funds, what percentage of their salary
is federally funded? ________%
Sincerely,
ITEM OB-4
Planning Partner Expectations
King County Regional Multi-Hazard Mitigation Plan-Update
Page 6 of 6
Exhibit B
Current) Planning Team Contact information
Name Representing Address Phone e-mail
Janice Rahman King County OEM 3511 NE 2nd Street
Renton, WA 98056 206) 205-4061 Janice.Rahman@Kingcounty.gov
Sam Ripley King County OEM 3511 NE 2nd Street
Renton, WA 98056
206) 205-4072 Sam.Ripley@kingcounty.gov
Beverly O’Dea Tetra Tech, Inc. 915 No. Laurel Lane
Tacoma, WA 98406
253) 301-1330 Bev.ODea@tetratech.com
Rob Flaner Tetra Tech, Inc. 90 S. Blackwood Ave
Eagle, ID 83616
208) 939-4391 Rob.flaner@tetratech.com
ITEM OB-4
w 501 EVERGREEN POINT ROAD | P.O. BOX 144 | MEDINA, WA 98039
TELEPHONE (425) 233-6400 | FAX (425) 451-8197 | www.medina-wa.gov
February 11, 2013
King County Hazard Mitigation Planning Partnership
C/O Bev O’Dea, Tetra Tech, Inc.
915 No. Laurel Lane
Tacoma, WA 98406
Via email at: Bev.Odea@tetratech.com
Dear King County Planning Partnership,
Please be advised that the City of Medina is committed to participating in the update to the
King County Regional Multi- Hazard Mitigation Plan. As the City Manager for this jurisdiction,
I certify that I will commit all necessary resources in order to meet Partnership expectations
as outlined in the “Planning Partners expectations” document provided by the planning team,
in order to obtain Disaster Mitigation Act (DMA) compliance for our jurisdiction.
Ms. Kris Finnigan will be our jurisdiction’s point of contact for this process and she can be
reached by mail at 501 Evergreen Point Road Medina, WA 98039; phone at 206-931-6932 or
425-233-6429; or email at kfinnigan@medina-wa.gov . Ms. Finnigan’s time will likely not be
able to be applied to the “in-kind” local match for the grant that is funding this project as we
intend to use federal EMPG grant funds for her costs.
Sincerely,
Ms. Donna Hansen
City Manager
City of Medina
501 Evergreen Point Road
Medina, WA 98039
ITEM OB-5
MEDINA CITY COUNCIL
2013 AGENDA/ACTION CALENDAR
Meetings scheduled for 6:30 pm, at City hall (unless noticed otherwise).
JANUARY 14, City Council Special Meeting, 6:00 pm
Item Type Topic Presenter Council Action
Executive Session RCW 42.310.110(1)(i)Sand Completed.
JANUARY 14, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Consent Agenda 2013 ARCH Workplan and Budget Hanson Approved. (Vote 7-0)
Consent Agenda 2013 ARCH Trust Fund Resolution Hanson Resolution No. 362 approved. (Vote 7-0)
Consent Agenda
Approval of Evergreen Point Road Sidewalk
Transportation Improvement Board (TIB) Grant Wiilis Approved. (Vote 7-0)
Other Business Draft 2013 Legislative Agenda Hanson Approved. (Vote 7-0)
Other Business Work Plan Presentation: Planning Commission Grumbach Approved. (Vote 7-0)
Other Business
Non-binding Statement of Interest for Updated Solid
Waste Interlocal Agreement Between King County and
the Cities Hanson Approved. (Vote 7-0)
Other Business 2013 Meeting Schedule Hanson Completed.
Other Business Tax Revenue Source Discussion Boyd Completed.
Other Business Reconsideration of City Manager 2013 Compensation Boyd
Motion approved 5-2 (D. Lee & J. Lee
opposed)
JANUARY 28, City Council Study Session, 6:30 pm
Item Type Topic Presenter Council Action
Discussion Long Range Visioning Completed.
FEBRUARY 11, City Council Special Meeting, 5:45 pm
Item Type Topic Presenter Council Action
Executive Session RCW 42.310.110(1)(i)Sand
FEBRUARY 11, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Presentation
Recognize Outgoing Park Board Members Kochel,
Michel Mayor
Reports 2012 Financial Year End Report Adams
Consent Agenda Consultant Agreement for Roth Hill - Engineering Grumbach
Consent Agenda Consultant Agreement for Pace Engineers - CMP Grumbach
Consent Agenda Consultant Agreement for OTAK - Planning Grumbach
Consent Agenda Consultant Agreement for OTAK - Landscaping Grumbach
Consent Agenda Police Vehicle Purchase Thomas
Other Business Work Plan Presentation: Emergency Committee Thomas
Other Business Architect Agreement - City Shop Design Willis
Other Business Jet Noice/Part 150 Consultant Agreement Hanson
Other Business Letter of Intent - King Co Hazard Mitigation Planning Thomas
ITEM OB-5
MEDINA CITY COUNCIL
2013 AGENDA/ACTION CALENDAR
Meetings scheduled for 6:30 pm, at City hall (unless noticed otherwise).
MARCH 11, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Other Business Work Plan Presentation: Park Board Willis
APRIL 8, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Consent Agenda Approval of 2013 Council Strategic Goals
Consent Agenda Approval of Arbor Day Proclamation
APRIL 22, City Council Study Session, 6:30 pm
Item Type Topic Presenter Council Action
Discussion Zoning Code Update
MAY 13, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Consent Agenda Hunts Point Police Services Agreement
Other Business Draft Six-Year CIP/TIP (2014-2019) Introduction
JUNE 10, City Council Regular Meeting, 6:00 pm
Item Type Topic Presenter Council Action
Public Hearing Draft Six-Year CIP/TIP (2014-2019)
JULY 8, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Consent Agenda Adoption of Six-Year CIP/TIP and Resolution
JULY 22, City Council Study Session, 6:30 pm
Item Type Topic Presenter Council Action
AUGUST 12, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Public Hearing 2014 Preliminary Budget
SEPTEMBER 9, City Council Regular Meeting 6:30 pm
Item Type Topic Presenter Council Action
Other Business 2014 Preliminary Budget-Draft
ITEM OB-5
MEDINA CITY COUNCIL
2013 AGENDA/ACTION CALENDAR
Meetings scheduled for 6:30 pm, at City hall (unless noticed otherwise).
SEPTEMBER 23, City Council Study Session, 6:30 pm
Item Type Topic Presenter Council Action
OCTOBER 14, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Public Hearing 2014 Preliminary Budget
Other Business 2014 Preliminary Budget
Other Business 2013/2014 Fee Schedule Update (Draft)
OCTOBER 28, City Council Study Session, 6:30 pm
Item Type Topic Presenter Council Action
NOVEMBER 12 (Tuesday), City Council Special Meeting, 6:30 pm
Item Type Topic Presenter Council Action
Consent Agenda Resolution Adopting Fee Schedule Update
Consent Agenda Resolution Approving 2014 NORCOM Budget Allocation
Public Hearing Utility Tax Ordinance
Other Business Adoption of Utility Tax Ordinance
Public Hearing 2014 Property Tax Levy
Other Business Adoption of 2014 Property Tax Levy and Resolution
Public Hearing 2014 Preliminary Budget
Other Business
Adoption of 2014 Annual Budget, Ordinance and
Salary Schedule
Other Business Adoption of Franchise Fee Ordinance
DECEMBER 9, City Council Regular Meeting, 6:30 pm
Item Type Topic Presenter Council Action