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HomeMy WebLinkAbout12-09-2013 - Agenda PacketMEDINA, WASHINGTON MEDINA CITY COUNCIL REGULAR MEETING AGENDA Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina MONDAY, DECEMBER 9, 2013 6:30 PM MAYOR MICHAEL LUIS DEPUTY MAYOR KATIE PHELPS COUNCIL MEMBERS PATRICK BOYD JAY DECKER DOUG DICHARRY DAVID LEE JANIE LEE SPECIAL MEETING EXECUTIVE SESSION ES-1: RCW 42.30.110 (1)(i) To discuss with relating to agency enforcement actions, agency litigation or potential litigation member acting in an official capacity knowledge regarding the discussion is consequence to the agency. REGULAR MEETING CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE PRESENTATION INTERIM CITY MANAGER ROBERT GRUMBACH CITY ATTORNEY KARISAND CITY CLERK AIMEE KELLERMAN 5:30 PM legal counsel representing the agency matters or to discuss with legal counsel representing the to which the agency, the governing body, or a is, or is likely to become, a party, when public likely to result in an adverse legal or financial Service Recognition for Outgoing City Council Members OATH OF OFFICE 6:30 PM Administration of Oath of Office: Curt Pryde, Medina City Council, Position 1; John Maffei, Medina City Council, Position 3; Patrick Boyd, Medina City Council, Position 5; and Alex Morcos, Medina City Council, Position 7. Medina City Hall 1 501 Evergreen Point Road I PO Box 144 1 Medina, WA 98039 425-233-6400 1 www.medina-wa.gov GET CONNECTED! STAY INFORMED! Sign Up for Medina E-Notices: www.medina-wa.gov APPROVAL OF MEETING AGENDA PUBLIC COMMENT PERIOD At this time, citizens may address the City Council regarding any issue related to city business, excluding public hearings. To ensure equal opportunity for the public to comment, a speaker's comments shall be limited to three minutes per person, per meeting. Those who have service requests or complaints are encouraged to first bring such matters to the city manager for prompt attention and resolution. Council meetings are business meetings where City Council may hear from residents and take action on official City business. In order to accomplish all the business on the agenda and be respectful of everyone's time, Council Members will not be able to engage in dialogue with individual members of the audience. REPORTS AND ANNOUNCEMENTS RA-1: Mayor RA-2: Council RA-3: Advisory Boards/Commissions/Committees RA-4: Staff CONSENT AGENDA These items will be acted upon as a whole unless called upon by a council member. CA-1: Receipt of Approved October 22, 2013 Planning Commission Meeting Minutes CA-2: Receipt of Approved October 21, 2013 Park Board Meeting Minutes CA-3: Approval of November 12, 2013 City Council Special and Regular Meeting Minutes CA-4: Approval of November 15, 2013 City Council Special Meeting Minutes CA-5: Approval of November 16, 2013 City Council Special Meeting Minutes CA-6: Approval of November 18, 2013 City Council Special Meeting Minutes CA-7: Approval of November, 2013 Check Register CA-8: Approve City Manager Employment Agreement and Authorize Mayor to sign CA-9: Resolution Approving NORCOM Financial Participation OTHER BUSINESS OB-1: Ordinance Approving 2013 Budget Amendments OB-2: Evergreen Parking Improvements Update OB-3: Boardinghouse Update OB-4: City Council Agenda Calendar Medina City Council December 9, 2013 Page 2 of 3 PUBLIC COMMENT Comment period limited to ten minutes. Speaker comments limited to one minute per person. ADJOURNMENT Next Regular Meeting: Monday, January 13, 2014 GET CONNECTED! STAY INFORMED! Sign Up for Medina E-Notices: www.medina-wa.gov Medina City Council December 9, 2013 Page 3 of 3 ITEM RA-4 CITY OF MEDINA Office of the City Manager Date December 9, 2013 To: Mayor and City Council From: Robert J. Grumbach, Interim City Manager Subject: City Manager Report 1. We welcome Kristin McKenna as the new Administrative Assistant/Deputy City Clerk. Kristin's start date is December 9, 2013. Kristin worked for the City of Seattle for over 16 years and comes to us from the City Attorney's Office as an Assistant Paralegal. She comes highly recommended and we are excited to have her join our team. 2. Public Works crews have been busy lighting up the parks and City Hall for the holidays. This is an annual activity that our residents have greatly appreciated. 3. The off -road workman utility vehicle was delivered to Public Works. Kris Finnigan prepared the paperwork to receive reimbursement from the EMPG grants being used to pay in part for the truck. 4. With the onset of the cold weather, there has been a staff request to have heating installed in the main -floor City Hall restrooms. When City Hall was rebuilt, heating was not included in the main -floor restrooms due to cost constraints. Fortunately, there is a dedicated power line available. Joe has spoken with an electrical contractor and we received an estimate of $3,000 to $4,000. We are reviewing this for 2013 budget implications and will discuss it with the finance committee before deciding whether to move forward on this before the end of the year. 5. 1 would like to express my deepest, sincerest appreciation to everyone for my time and experience as the Interim City Manager. It really has been a great experience! The staff has been incredible with their hard work, great attitudes and support during a period that turned out to be considerably more difficult than anyone could have reasonably predicted. Although we have had significant staff turnover, been short staffed, and experienced major IT problems, everyone has been doing their job at a high level and kept things going without any noticeable interruptions in service. Special recognition goes to Nancy Adams and Craig Fischer for their working well above and beyond what could reasonably be expected. Nancy has been my right arm and took on an incredible amount of extra work and responsibility. Craig has done a fantastic job handling extra front desk duties resulting from the loss and hiring of staff. I would also give special recognition to Sgt. John Kane for his hard work with the City's IT system. His efforts have managed to keep City Hall running after our IT systems experienced several significant failures. Finally, I want to thank the City Council for giving me this opportunity. It has been a great learning experience and I truly do appreciate your confidence in appointing me to fill the position and your patience with me as I was figuring things out. Again, thank you. Speaker Card NAME: DATE: Z. STREET ADDRESS: 'L � � � •— CITY/STATE/ZIP: AGENDA ITEM/TOPI G�/� a <✓ �' c--nv REPRESENTING: JE'1 • Please submit card to the Recording Clerk before providing testimony. s` M x rD C: rD O_ fD CU M (n 0- rD � D rD r+ 3 C rD : + :3 �+ m CL 76. rD rD O O. N. 0 �' 0 cr" -0 rD — -1 O< C. G � C2- rD M (D ram+ r} N. r-F �cu N O N cu n� O Q. _ W � Q. co O C � C 3 O'Q :3 rD r0-r N � O r-r N � N 0 N � O W O fD 3 Ln 3 0 a 0 LA r+ iv r+ Lv Ln fD fD rF fD fD r+ N IA - NJ O O 0) 't!). 00 O O m x n c <' rD Ln rD r-F fD O D� fD fD r-+ m x n C fD N rD n 3 rD r-r c� O m x rD N fD • N iJ'h O 00 N W Ln Ln � I =r rD rD rD M <' -0 rD CL 3 M C or4 -0 O fD NS � C fD O 3 N � N C � n r+ r+ cr M rD C fD W rt 3 CA 2013 Summary Forecast by Fund Includes December Budget Amendment December 9, 2013 2013 2013 DESCRIPTION Budget Forecast GENERAL FUND BEGINNING FUND BALANCE $ 2,154,540 $ 2,154,540 REVENUES 5,122,519 5,718,551 OPERATING TRANSFERS -IN - - 5,236,157 5,193,008 EXPENDITURES OPERATING TRANSFERS -OUT - - $ 2,040,902 $ 2,680,083 ENDING FUND BALANCE STREET FUND BEGINNING FUND BALANCE $ 99,483 $ 99,483 REVENUES 197,901 203,908 OPERATING TRANSFERS -IN 110,000 110,000 383,419 364,355 EXPENDITURES OPERATING TRANSFERS -OUT - - $ 23,965 $ 49,035 ENDING FUND BALANCE TREE FUND BEGINNING FUND BALANCE $ 35,856 $ 35,856 REVENUES - 6,000 OPERATING TRANSFERS -IN - - - 159 EXPENDITURES OPERATING TRANSFERS -OUT - - OTHER NON -EXPENDITURES ENDING FUND BALANCE $ 35,856 $ 41,697 CAPITAL PROJECTS FUND BEGINNING FUND BALANCE $ 146,232 $ 146,232 REVENUES 937,460 945,788 OPERATING TRANSFERS -IN 200,000 200,000 1,128,045 559,309 EXPENDITURES OPERATING TRANSFERS -OUT 110,000 110,000 $ 45,647 $ 622,711 ENDING FUND BALANCE CAPITAL FUND RESERVE BEGINNING FUND BALANCE $ 2,076,380 $ 2,076,380 OPERATING TRANSFERS -IN $ - $ - OPERATING TRANSFERS -OUT $ 200,000 $ 200,000 $ 1,876,380 $ 1,876,380 ENDING FUND BALANCE TOTAL ALL FUNDS BUDGET BEGINNING FUND BALANCE $ 4,512,491 $ 4,512,491 REVENUES 6,257,880 6,874,247 OPERATING TRANSFERS -IN 310,000 310,000 6,747,622 6,116,832 EXPENDITURES OPERATING TRANSFERS -OUT 310,000 310,000 $ 4,022,749 $ 5,269,906 ENDING FUND BALANCE Budget vs Forecast Difference 596,032 43,149 $ 639,181 ITEM RA-4b MEDINA POLICE DEPARTMENT Dan Yourkoski, Acting Chief of Police Monthly Activity Report City of Medina 2013 Felony Crimes November YTD YTD Year End 2013 2013 2012 2012 Assault, Aggravated 0 0 0 0 Robbery 0 0 0 0 Sexual Assault/Rape 0 0 0 0 Burglary (inc Attempt) 1 6 9 13 Drug Violations 0 0 0 0 Fraud (ID Theft) 2 15 22 24 Vehicle Prowl 0 1 2 2 Theft (over $750) 1 8 2 2 Malicious Mischief 0 0 2 2 Arson 0 0 0 0 Auto Theft (inc Recovery) 0 1 1 1 Poss Stolen Property 0 2 1 1 Other 0 0 1 1 TOTAL 4 33 40 46 Misdeameanor November YTD YTD Year End Crimes 2013 2013 2012 2012 Assault, Simple 0 3 1 2 Malicious Mischief 6 17 7 7 Vehicle Prowl 2 34 5 6 Theft (Under $750) 0 10 7 8 Domestic Violence 0 1 0 0 Minor in Possession 0 0 0 0 Drug Violations 0 3 3 3 Poss Stolen Property 0 1 0 0 ***Other 0 5 0 3 Total 8 74 23 29 ***Order Violation; Telephone Harassment; ; Trespass Page 1 ITEM RA-4b MEDINA POLICE DEPARTMENT Dan Yourkoski, Acting Chief of Police YEARLY ACTIVITY REPORT City of Medina 2013 Felony Crimes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Assault, Aggravated 0 0 0 0 0 0 0 0 0 0 0 0 Robbery 0 0 0 0 0 0 0 0 0 0 0 0 Sexual Assault/Rape 0 0 0 0 0 0 0 0 0 0 0 0 Burglary (inc Attempt; 0 0 2 0 2 0 0 1 0 0 1 6 Drug Violations 0 0 0 0 0 0 0 0 0 0 0 0 Fraud (ID Theft) 0 1 0 1 1 2 1 2 3 2 2 15 Vehicle Prowl 0 1 0 0 0 0 0 0 0 0 0 1 Theft (over $750) 0 0 0 0 1 0 1 2 1 2 1 8 Malicious Mischief 0 0 0 0 0 0 0 0 0 0 0 0 Arson 0 0 0 0 0 0 0 0 0 0 0 0 Auto/Boat Theft 0 0 0 0 0 0 0 1 0 0 0 1 Poss Stolen Property 0 0 0 0 0 0 0 1 0 1 0 2 Other 0 0 0 0 0 0 0 0 0 0 0 0 TOTAL 0 2 2 1 4 2 2 7 4 5 4 0 33 Misdeameanor Crimes Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total Assault, Simple 1 0 0 0 0 1 1 0 0 0 0 3 Malicious Mischief 0 2 1 0 0 1 2 4 1 0 6 17 Vehicle Prowl 1 5 2 2 3 1 4 1 0 13 2 34 Theft (Under $750) 1 0 0 0 1 1 1 1 2 3 0 10 Domestic Violence 0 0 0 0 0 0 0 0 1 0 0 1 Minor in Possession 0 0 0 0 0 0 0 0 0 0 0 0 Drug Violations 0 0 0 0 3 0 0 0 0 0 0 3 Poss Stolen Property 0 1 0 0 0 0 0 0 0 0 0 1 Other 0 0 0 0 1 0 0 1 3 0 0 5 Total 3 8 3 2 8 4 8 7 7 16 8 0 74 Page 2 ITEM RA-4b MEDINA POLICE DEPARTMENT Dan Yourkoski, Acting Chief of Police MONTHLY SUMMARY NOVEMBER, 2013 I1"H Y Y CRIN111"5 Theft 2013-0004270 11/03/13 8300 block Overlake Dr W At approximately 6:15 pm, Medina officer investigated the theft of a bicycle from an open carport that occurred between 12:30 pm and 6:00 pm. There were no signs of forced entry and nothing else was taken from the property. Fraud (ID Theft) 2013-0004339 11/09/13 A Medina resident reported she is a victim of a fraud that occurred on 11/08/13. She was alerted by her bank that someone had fraudulently used her debit card information at a gas station in North Hollywood, CA. The victim stated that this was the second time someone had obtained her debit card information. The victim closed the account immediately and no monetary loss. Fraud (ID Theft) 7600 bloc NE 14th St 2013-0004370 11/12/13 On October 30, the suspect called Morgan Stanley and requested to have the phone number on the victim's account changed, which they did. The victim became aware of the fraud when he received a letter from Morgan Stanley. No other changes were made to the account. MISDEMEANOR CRIMES Vehicle Prowl (Theft) 2013-0004544 11/28/13 600 block of 86th Ave NE E-lert #13-19 Sometime after 6pm November 281h, two vehicles parked along Hunts Point Road and one in the Medina Heights area was prowled. Two of the vehicles were locked and had the windows broken in order to gain entry, while the other vehicle was likely unlocked as there was no sign of forced entry. Some items were taken from each car. Vehicle Prowl 2013-0004553 11/29/13 3200 block Evergreen Pt Rd Between 11:00 pm and 11/28/13 and 9:30 am on 11/29/13, person(s) unknown entered the victim unlocked vehicle that was parked in the driveway. A wallet was taken from the center compartment. Malicious Mischief (6) 1000 block 801h Ave NE 800 block 801h Ave NE 8100 block NE 12`' St 8000 block NE 121h St 1000 block 801h Ave NE 2013-0004567 2013-0004568 2013-0004570 2013-0004571 2013-0004572 2013-0004573 11/30/13 I19:1 `, I:Lri1 Several sign posts and mailbox stands were pushed over by a group of teenagers during the early morning hours. HNIAZTMIR TOWN OF HUNTS POINT Dan Yourkoski, Acting Chief of Police MONTHLY SUMMARY NOVEMBER, 2013 11I11,0Nl' ('RINIFIS Theft of Firearm 2013-0004334 3400 block Hunts Point Rd 11/08/13 On 11 /08/2013 at approximately 8:15 pm, a Medina officer observed a vehicle that had eluded him earlier parked in the 3400 block Hunts Point Rd. Two suspects were taken into custody. The vehicle was stolen out of Seattle and the license plate on the vehicle was also stolen. A firearm was located by the driver's side seat. The two suspects were booked into King County Jail. MISDEMEANOR CRIMES Vehicle Prowls (2) (Theft) 11/28/13 3400 Hunts Point Rd 2013-0004542 4000 Hunts Point Rd 2013-0004543 E-lert #13-19 Sometime after 6:00 pm November 28`h, two vehicles parked along Hunts Point Road and one in the Medina Heights area was prowled. Two of the vehicles were locked and had the windows broken in order to gain entry, while the other vehicle was likely unlocked as there was no sign of forced entry. Some items were taken from each car. ITEM RA-4C CITY OF MEDINA Office of the City Manager December 9, 2013 To: Mayor and City Council From: Robert J. Grumbach, AICP, Director of Development Services Subject: Monthly Development Services Department Report Planning Commission Meeting Recap: Staff discussed with the Planning Commission a proposed schedule (prepared for the GMA Grant) for reviewing and possibly updating the Medina Comprehensive Plan consistent with GMA. The commissioners indicated their consent for the proposed schedule. Discussion continued on the streetscape commissioners completed their review and into the document. A final draft will be p Commission at a future meeting. Hearing Examiner Decisions: • None Land Use Administrative Decisions: • None. Land Use Decisions Issued For 2013: comprehensive plan amendment. The provided comments to be incorporated repared and presented to the Planning Type of Decision 2013 YTD Variances/ Minor Deviations 0 SEPA 15 Conditional Uses/ Special Uses 1 Substantial Development Permit 4 Lot Line Adjustments 0 Short Subdivisions 0 Site Plan Reviews 1 Wireless Facilities 2 ITEM RA-4C Land Use Applications Received in October: Case Number Description of Permit PL-13-035 SEPA PL-13-034 SEPA PL-13-036 Non -administrative SUP PL-13-037 Variance Location 827 Evergreen Point Road 8751 Overlake Drive W. 7800 NE 28th Street 7800 NE 28th Street Building/ ROW Permit Applications Received — Nov 1 to Nov 30: Building Permits: 6 Grading/ Drainage 3 Demolition Permits: 0 Fence: 0 Mechanical: 8 Reroof: 0 Right-of-way Permits 4 `fotai` ' 21 Building Permits Issued in October 2013: See Attached. Other Items of Interest: 1. Shoreline Master Program Update: Ecology is reviewing the City's October 31 informal submittal of alternative SMP proposals. We anticipate having a written response within the next couple of weeks. Once a response is received, staff will meet with the shoreline advisory committee to address Ecology's comments. 2. Permit Trends: It is worth noting in the October Permit Report the increases in permitting activity. While permit valuation is up only 6.7 percent, permit activity is up as follows: • Permits issued are up 42 percent • Inspections are up 50.3 percent More significantly, building inspections are up 105.9 percent and issuance of new construction permits are up 53.8 percent. 2 ITEM RA-4c Permit Report October, 2013 2013 2012 Current Current 2013 2012 Month Month YTD YTD Difference Construction Value New Construction 4,770,451 0 54,095,302 34,165,084 $19,930,218 Permit Renewals 25,000 0 5,493,468 73,700 $5,419,768 Addition /Alteration 1,353,832 313,000 5,727,018 26,820,401 ($21,093,383) Accessory Structure 98,000 0 1,670,477 1,816,033 ($145,556) Repair / Replace 78,489 0 282,110 103,250 $178,860 Fence/Wall 60,000 0 339,500 512,438 ($172,938) Wireless Comm Facility 1 01 0 170,0001 13,9251 $156,075 TOTAL VALUE 6,385,772 313,000 67,777,875 63,504,831 4,273,044 Permits Issued New Construction 2 0 20 13 7 Permit Renewals 1 0 6 5 1 Addition / Alteration 3 5 27 26 1 Accessory Structure 1 0 16 12 4 Fence/Wall 1 0 11 8 3 Demolition 2 2 21 17 4 Grading/Drainage 3 2 30 22 8 Tree Mitigation 3 2 29 20 9 Mechanical 11 9 102 53 49 Other - Moving 0 0 1 0 1 Reroof 2 1 10 5 5 Repair / Replace 2 0 8 3 5 Right -of -Way Use 10 1 56 54 2 Construction Mitigation 4 3 31 23 8 Wireless Comm Facility 1 0 1 0 4 1 3 TOTAL PERMITS 45 25 372 262 110 Inspections Building 85 59 727 353 374 Construction Mitigation 10 5 46 42 4 Grading/Drainage 41 17 190 117 73 Tree Mitigation 25 12 133 115 18 Right -of -Way 5 3 76 1 153 1 (77) TOTAL INSPECTIONS 166 96 1,1721 780 1 392::j y of MFp�? 9 ITEM RA-4d CITY OF MEDINA 501 EVERGREEN POINT ROAD I PO BOX 144 1 MEDINA WA 98039-0144 TELEPHONE 425-233-6400 1 www.medina-wa.gov December 9, 2013 To: Mayor and City Council Via: Robert Grumbach, Interim City Manager From: Aimee Kellerman, City Clerk Subject: Central Services Department Monthly Report JANUARY AND FEBRUARY PUBLIC MEETINGS AND EVENTS Event Date Time Location City Council Regular Meeting January 13 6:30 pm Medina City Hall Martin Luther King lr.'s Birthday — City Hall Closed January 20 Park Board Meeting January 21 5:00 pm Medina City Hall City Council Study Session - TENTATIVE January 27 6:30 pm Medina City Hall Planning Commission Meeting January 28 6:00 pm Medina City Hall City Council Regular Meeting February 10 6:30 pm Medina City Hall President's Day Holiday — City Hall Closed February 17 Park Board Meeting February 18 5:00 pm Medina City Hall Planning Commission Meeting February 25 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. CIVIC ENGAGEMENT OPPORTUNITIES The City has positions with partial terms available now: Please consider serving your community and encourage your friends and neighbors to apply too! Board/Commission Position (Full or Partial Term) Term Period Medina Park Board Position 7 Available Now & Expires 06/30/2015 Medina Park Board Position 3 Available Now & Expires 06/30/2017 COMMUNICATION TO OUR COMMUNITY E-Notice Program: During the month of November, the City issued 26 bulletins amounting to a total of 11,322 bulletins delivered to subscribers; approximately 22.8% were opened. A summary is attached. As of November 30, the City had 2,505 subscribers with a combined total of 18,282 subscriptions. Website Hits: The attached report identifies popular hits on the City's website pages during the month of November. ITEM RA-4d RECORDS REQUESTS As of November 30, 206 public records requests have been received by central services during 2013. There are two requests that are ongoing and regular installments are being furnished. PASSPORTS During the month of November, 15 passport applications were processed at City Hall, totaling 209 for the year so far. The City accepts applications by appointment only between 9 am and 3:30 pm daily. 6E1 CONNECT ED! STAY INFORMED! SIGN UP I OR MEDINA F NOTICES. RECEIVE itIE Cl I Y UPDAI ES YOU WAN I, DELIVERED RIGI I I l0 YOUR EMAIL INBOX! 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T O +, N O +, to +� v O t E to 0 LL r° LL U D Ln Lai a ri = 0 Ln U ¢ U 2 U V) w Ln 01 i 41 ITEM RA-4e CITY OF MEDINA 501 EVERGREEN POINT ROAD I PO BOX 144 1 MEDINA WA 98039-0144 TELEPHONE 425-233-6400 1 www.medina-wa.gov December 9, 2013 To: Mayor and City Council Via: Robert Grumbach, Interim City Manager From: Joe Willis Sr., Director of Public Works Subject: November 2013 Public Works Report 1. During the wind storm on Saturday, November 2"d, several trees were blown down that blocked Evergreen Point Road north of NE 14th Street and NE 7th Street east of 861h Ave NE. Public Works was called and Dave Stifler responded and cut the trees off of the roadways. The tree that fell on NE 7th Street damaged a private vehicle that was parked on the street; fortunately there were no reported injuries. A power outage during the wind storm affected City Hall and the emergency generator failed to start due to a short in the generators engine block heater. The generator was repaired and back in service on November 5th. The Public Works crew spent the week cleaning up debris and sweeping the streets. ITEM RA-4e 2. The Points Loop Trail to the west of the NE 281h Street cul-de-sac is currently under construction by ECC to complete the fish passage culvert crossing under SR 520 that conveys Medina Creek to Fairweather Basin in Hunts Point. The project involves the construction of a new pedestrian bridge over the creek and final landscaping. The Director of Public Works is taking steps to address the neighborhood safety issues including the installation of a street light at the NE 281h Street cul-de-sac, signage advising motorists that the street is a dead end with no vehicle access to SR 520, share the road signage for vehicles and bicycles, and 20 MPH speed limit sign. 3. The Public Works Shop Facility building addition was advertised for bid in October. A pre - bidding meeting was held at the shop yard for prospective bidders to tour the site and ask questions. The meeting was well attended. Bids were opened on November 5th. The low bid was from Rob McConkey Construction with a base bid amount of $355,400 and an alternate bid for garage doors of $11,000. The Council increased the project budget to $516,000 to provide a $50,000 contingency for the project and awarded the project to Rob McConkey Construction on November 11tn 4. Two storm drain lines experiencing blockages were flushed and TV camera images were obtained to ascertain the nature of the problems. The 12-inch storm drain in the 2200 block of 78th Ave NE had tree root growth in the pipe joins under a driveway. The roots were cut and removed using interior pipe cutting tools. The 12-inch storm line outfall from Groat Point Drive was blocked by roots and sediment build up in two catch basins south of the cul-de-sac that first had to be located and then uncovered before the line could be flushed, inspected, and cleared of obstructions. Both storm lines are now cleared and open. ITEM RA-4e Groat Point Storm Drain Outfall System Locating and Cleaning ITEM CA-1 CITY OF MEDINA Planning Commission Meeting October 22, 2013 Medina City Hall Council Chambers 6:00 P.M. 501 Evergreen Point Road CALL TO ORDER The Planning Commission meeting of October 22, 2013, was called to order at 6:00 PM by Chair Nunn. ROLL CALL Present: Chair Heija Nunn, Jennifer Garone, Peter May, Alex Morcos, Peter Papano, Randy Reeves (arrived 6:11 PM), and Shawn Schubring. Absent: None Staff Present: Robert Grumbach, Development Services Director Donna Goodman, Development Services Coordinator ANNOUNCEMENTS Grumbach made the following announcements: • Aimee Kellerman was appointed to the City Clerk position from the Deputy Clerk position and the City will now seek to fill the Deputy Clerk position. • Shredder and Drug Take Back Day will be Saturday, October 26th • The City Council will hold a study session to discuss the 2014 budget and boardinghouses on October 28th. Grumbach added that an executive session to evaluate employee qualifications will be part of the next council meeting. • The regular November council meeting will be moved to November 12th due to Veterans Day on November 11th. Nunn polled the commissioners for additional announcements. Schubring shared that residents had contacted him and urged that cottonwood trees not be protected when revising the tree code. He added that a cottonwood tree of substantial size had fallen on the property next door to him. The commissioners discussed some of the potential values of cottonwood trees. Grumbach clarified that cottonwood trees are not currently listed as a significant tree, but they are native to the Pacific Northwest and will be protected under the new shoreline master program. Nunn announced that a neighbor had been very complimentary of Grumbach's response concerning an issue they had raised with the City. ITEM CA-1 There were no further announcements. APPROVAL OF MINUTES (6:15 PM) MOTION MAY / SECOND GARONE TO APPROVE THE MINUTES FOR THE SEPTEMBER 24, 2013, PLANNING COMMISSION MEETING AS WRITTEN. APPROVED 7 — 0. (6:16 PM) AUDIENCE PARTICIPATION (6:16 PM) There were no comments from the audience. OTHER BUSINESS Nunn announced that there were no public hearings this evening. 1) 2015 GMA Comprehensive Plan Review and Update (6:16 PM) Grumbach briefed the commissioners on the state mandate to review and potentially update the comprehensive plan by June, 2015, and that a $10,000 grant is available to support the update. He referenced the application materials in the commissioners' packet for the grant and asked for comments on the schedule. The commissioners indicated their consent for the proposed schedule. Grumbach indicated that the City will begin the review in January and that the determination of whether it would be a larger review or a smaller review would follow an initial public participation process. He also addressed questions from the commissioners as discussion followed. He explained that the city would match the $10,000 grant money with a contribution of staff time. If additional funds are needed, Grumbach indicated he could approach the city council for a 2014 budget amendment or plan for the 2015 budget. Discussion continued on how best to engage the public and in using the funds for that purpose. 2) Continued Discussion on Streetscape Comprehensive Plan Amendment (6:30 PM) Grumbach advised the commissioners that he had incorporated their remarks from the previous meeting, noting that he had added the bullets he had suggested and inserted a timeframe for reviewing the street design standards on a bi-annual basis. Grumbach asked for feedback on the changes. Reeves suggested adding the word "enhance" to "maintain and preserve" in CD-G2. Garone reported that she had researched the definition of "sylvan" which meant "wooded" and questioned its use throughout the document. Planning Commission Minutes Page 2 October 22, 2013 ITEM CA-1 May pointed out that the commission has an opportunity to set a stronger vision that could affect what the streetscape will look like in 10 to 20 years, rather than to simply preserve the status quo. He suggested that if they have a long-term vision it can be incorporated into the policies and goals. He agreed with Reeves that adding "enhance" would move the city further in that direction. Schubring suggested presenting a vision for each type of road — arterial, collector, local access, etc. Grumbach reminded the commissioners that at this point they are only trying to set up the parameters in the goals and policies and that working on the actual design standards would come later. Further discussion followed involving 84th Avenue NE and the issues of safety vs. sylvan. May suggested that they try to agree on the concept and then let Grumbach work on how it should be incorporated. Garone suggested that they avoid using the word "enhance", however others felt that it was an important concept that should be included. The commissioners reviewed the rest of the draft amendment and provided comments for Grumbach to incorporate into the document. Grumbach noted that he will bring a revised draft back to the commission at a future meeting for their review. 3) Tree Code (8:10 PM) Discussion on this item was postponed to the next meeting. ADDITIONAL DISCUSSION (8:12 PM) Discussion took place on the date for the next meeting cancel the regular November 26th and December 24tn special meeting on December 3`d for discussion of the and the Tree Code. ADJOURNMENT There was a consensus to meetings and to schedule a Comprehensive Plan Review MOTION MAY / SECOND PAPANO TO ADJOURN THE OCTOBER 22, 2013, PLANNING COMMISSION MEETING. APPROVED 7 - 0. (8:17 PM) The next Planning Commission meeting is scheduled for Tuesday, December 3, 2013, at 6:00 PM. Minutes taken by: Donna Goodman Development Services Coordinator Planning Commission Minutes Page 3 October 22, 2013 ITEM CA-2 CITY OF MEDINA Park Board Meeting Minutes Monday, October 21, 2013 Medina City Hall I Council Chambers CALL TO ORDER Chair Adam called the October 21, 2013, Medina Park Board meeting to order at 5:03 pm. ROLL CALL Present: Susan Flagg, Susan Loren -Taylor, and Chair Miles Adam Absent: Drew Blazey and Gabriele Dickmann Staff Present: Joe Willis, Director of Public Works; and Aimee Kellerman, City Clerk ANNOUNCEMENTS (5:04 p.m.) None. APPROVAL OF MINUTES MOTION ADAM AND SECOND FLAGG TO APPROVE THE SEPTEMBER 16, 2013 PARK BOARD MEETING MINUTES AND MOTION CARRIED 3-0 (BLAZEY AND DICKMANN ABSENT) AT 5:04 PM. PUBLIC COMMENT (5:05 p.m.) No public was in attendance. NEW BUSINESS (5.05 p.m.) 1. Lifeguard Presentation by Linda Crum Linda Crum presented on the 2013 Lifeguard program which included the following: • Mission Statement • Goals: Safety, Service, and Proactive • All Lifeguards are Background Checked and Drug Tested • Swim Tests are Mandatory • Water Quality is Tested Each Week • Service of Lifeguards • Cleaning Milfoil in Shallow Swim Area • Keeping Swimmers from going off the Floating Dock in Boat Traffic • Horseplay at South Dock causing Safety Concern • Two Lifeguards Join "Swim for Life" which benefits Puget Sound Blood Bank and supported Lifeguarding • Temporary Fence to be in place to prevent kids from going on rocks into water • Lifeguards measured new swim area and lap lane will be created • Lifeguards ready for 2014 Season • Added more lifejackets for the safety of young swimmers • Hired younger lifeguards this year and has new team ready to go Park Board Minutes Page 1 October 21, 2013 ITEM CA-2 Lifeguard Manual Updated and Approved by the Washington Cities Insurance Authority New Rescue Board — Utilized during Waterfront Certification Training In -Service Training among Guards at least once a month on Emergency Rescue Exercises and First Aid/CPR and AED use Chair Adam thanked Joe Willis and the Public Works team for their contributions to the success of the Lifeguard Program. 2014 Budget Review (5:32 pm) Public Works Director Joe Willis reported that the Lifeguard proposed expansion area was included in the 2014 budget. The Parks proposed maintenance project, which includes hiring a summer employee has also been included in the budget for adoption at the November 12, 2013 City Council meeting. OTHER BUSINESS (5:38 pm) Chair Adam asked on behalf of Blazey if the issue with the bubblers on the North Pond is resolved. Willis reported that it is the water treatment and he is currently working on resolving the issue. Adam also asked about the status of the picnic shelter. Willis responded that there is a special inspection scheduled around the week of October 30. Willis reported that two trees were planted at Viewpoint as previously discussed. PARK REPORTS (5.45 pm) Board Member Susan Flagg reported that at Medina Park there is a low branch on the strip of trees behind the shed and requested that it be removed. Chair Adam requested that the trees at the picnic table at Viewpoint have their lower branches trimmed. Chair Adam noted that the next Park Board meeting is on Monday, November 18, 2013 and has requested the draft 2014 Park Board meeting calendar be on the next agenda. Deputy City Clerk Aimee Kellerman announced that she was offered and accepted the position of the City Cleric and will be recruiting for a new Deputy City Clerk. Motion by Flagg second by Loren -Taylor (Blazey and Dickmann absent); the Park Board cancelled the December 16, 2013 Paris Board meeting. ADJOURNMENT The October 21, 2013, meeting of the Medina Park Board adjourned at 5:50 pm. Minutes taken by: Q;SmQA.. V, Wlnsmajv-\ Aimee Kellerman, City Clerk Park Board Meeting Minutes Page 2 October 21, 2013 ITEM CA-3 MEDINA CITY COUNCIL SPECIAL AND REGULAR MEETING MINUTES Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina Tuesday, November 12, 2013 CALL TO ORDER Mayor Luis called the November 12, 2013 Regular Meeting of the Medina City Council to order at 6:30 pm and 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, Janie Lee, Katie Phelps, and Mayor Michael Luis Council Members Present: David Lee (excused) City Staff Present: Kari Sand, City Attorney, Kenyon Disend; Robert Grumbach, Interim City Manager; John Kane, Police Sergeant; Joe Willis, Public Works Director; Nancy Adams, Finance Director; and Aimee Kellerman, City Clerk Motion by Decker second by J. Lee and carried by a 6:0 vote; Council excused the absence of Council Member David Lee. Motion by Phelps second by Dicharry and carried by a 6:0 vote (D. Lee absent); Council cancelled the Executive Session following the regular meeting tonight. APPROVAL OF MEETING AGENDA Council Member Boyd motioned to approve agenda as presented and Council Member Phelps seconded motion. Motion carried 6-0 (D. Lee absent) at 6:32 pm. PUBLIC COMMENT Mayor Luis read guidelines for public comment period and opened floor at 6:33 pm. The following individuals addressed the Council: • Jim Clark regarding preserving single-family residences • Connie Gerlitz regarding the Property Tax Ordinance Mayor Luis closed the public comment period at 6:40 pm. ITEM CA-3 REPORTS AND ANNOUNCEMENTS Mayor Luis reported that he has been very involved with the 841h Avenue Northeast Roundabout Construction Project. Park Board Chair Miles Adam encouraged the Council to adopt the 2014 Annual Budget as presented and thanked Council for the Park Board Budget. Emergency Preparedness Chair Kay Koeleme reported on the Comprehensive Emergency Management Plan (CEMP) and encouraged the Council to adopt it as presented. Public Works Director Joe Willis reported on the 84th Avenue Northeast Roundabout Construction and the impact of the two weeks; two phases will have on residents. Interim City Manager Robert Grumbach reported that the Public Works grievance has been rectified and an agreement has been reached with the Union. Council gave direction for staff to prepare a staff report on options for the boardinghouse discussion and bring back to Council at the December 9 meeting. Grumbach also gave update on the City Manager recruitment and the new schedule for Friday and Saturday City Manager interview schedule. CONSENT AGENDA MOTION BOYD AND SECOND DECKER TO APPROVE CONSENT AGENDA AS PRESENTED AND MOTION CARRIED 6-0 (D. LEE ABSENT) AT 7:12 PM. - Receipt of Approved September 16, 2013 Park Board Meeting Minutes - Receipt of Approved September 24, 2013 Planning Commission Meeting Minutes - Approval of October 14, 2013 City Council Special and Regular Meeting Minutes - Approval of October 28, 2013 City Council Special Meeting Minutes - Approval of October, 2013 Check Register - Resolution Adopting 2014 Fee Schedule Update - Adoption of Comprehensive Emergency Management Plan (CEMP) - Authorization to Purchase Workman Off -Road Utility Vehicle PUBLIC HEARING 2014 Annual Property Tax Levy (7:12 pm) Finance Director Nancy Adams reported on the 2014 Annual Property Tax Levy, which included the one percent increase in the 2014 budget. Mayor Luis opened the public hearing at 7:15 pm. There were no speakers. Mayor Luis closed the public hearing period. City Council Minutes Page 2 November 12, 2013 ITEM CA-3 2014 Annual Budget Hearing (7:16 pm) Finance Director Nancy Adams reported on the 2013 Annual Budget Forecast and the 2014 Budget Overview, 2014 Budgeted Revenues General and Street, 2014 Expenditures General and Street, and a Summary of 2014 Key Financial Policy Goals. Mayor Luis opened the public hearing period at 7:33 pm. There were no speakers. Mayor Luis closed the public hearing period. OTHER BUSINESS Adoption of 2014 Property Tax Levy and Resolution (7.15 pm) Motion by Dicharry second by Decker and carried by a 6:0 vote (D. Lee absent); Council adopted Resolution No. 365 adopting the 2014 Property Tax Levy. Adoption of 2014 Annual Budget, Ordinance, and Salary Schedule (7.35 pm) Motion by Dicharry second by Phelps and carried by a 6:0 vote (D. Lee absent); Council adopted alternative 1, Ordinance No. 904 approving the 2014 Annual Budget, Salary Schedule. Ecology SMP Conditions Update Briefing (7:35 pm) Interim City Manager, Robert Grumbach provided Council with the Ecology SMP Conditions update. Grumbach submitted draft documents to Ecology and will meet informally again to go over responses and get feedback with Shoreline Advisory Committee. Award for Public Works Building Addition (7:41 pm) Public Works Director, Joe Willis updated Council on the Public Works building addition and notified Council that fire Sprinklers will have to be installed. Rob McConkey Construction came in as the lowest bidder for the project. Motion by Boyd second by Phelps and carried by 6:0 vote (D. Lee absent) to add $56,675 to the allocated project budget for the Public Works Shop Facility improvement and authorize the City Manager to award and execute a contract with Rob McConkey Construction in the amount of $401,208 for the construction of the Public Works shop facility improvement to include bid alternative number 1 and to administer construction contingency in the amount of $50,000. City Council Agenda Calendar (7:46 pm) Boardinghouse discussion will be added to December 9 agenda. City Council Minutes Page 3 November 12, 2013 ITEM CA-3 PUBLIC COMMENT Mayor Luis opened public comment period at 7:48 pm. There were no speakers. Mayor Luis closed the public comment period. ADJOURNMENT MOTION PHELPS AND SECOND BOYD TO ADJOURN THE NOVEMBER 12, 2013 REGULAR MEETING OF THE MEDINA CITY COUNCIL AND MOTION CARRIED 6-0 (D. LEE ABSENT) AT 7:49 PM. The November 12, 2013 Regular Meeting of the Medina City Council adjourned at 7:49 pm. The Medina City Council will hold its next Regular Meeting on Monday, December 9, 2013, at 6:30 pm, in the Council Chambers at Medina City Hall, 501 Evergreen Point Road, Medina. Michael Luis, Mayor Attest: Aimee Kellerman, City Clerk City Council Minutes Page 4 November 12, 2013 ITEM CA-4 MEDINA CITY COUNCIL SPECIAL MEETING MINUTES Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina Friday, November 15, 2013 RECEPTION The reception began at 5:30 p.m. for an estimated time of two hours. Candidates and significant others met members of the public. No City business was conducted. ADJOURNMENT Reception ended at 7:20 p.m. Next Meeting: Monday, December 9, 2013 Michael Luis, Mayor Attest: Aimee Kellerman, City Clerk Medina City Hall 1 501 Evergreen Point Road I PO Box 144 1 Medina, WA 98039 425-233-6400 1 www.medina-wa.gov GET CONNECTED! STAY INFORMED! Sign Up for Medina E-Notices: www.medina-wa.gov ITEM CA-5 MEDINA CITY COUNCIL SPECIAL MEETING MINUTES Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina Saturday, November 16, 2013 OTHER BUSINESS City Council Interview of City Manager Candidates One-on-one candidate interviews with individual Council Members were conducted from 8:00 a.m. to 12:30 p.m. SPECIAL MEETING CALL TO ORDER Mayor Luis called the November 16, 2013, Special Meeting of the Medina City Council to order at 1:30 p.m. ROLL CALL Council Members Present: Patrick Boyd, Jay Decker, Janie Lee, Katie Phelps, and Mayor Michael Luis Council Members Absent: David Lee City Staff Present: Robert Grumbach, Interim City Manager; and Aimee Kellerman, City Clerk. OTHER BUSINESS City Council Interview of City Manager Candidates The City Council interviewed the City Manager Candidates in the following order: Kamuron Gurol, City of Sammamish Assistant City Manager and Director of Community Development; Michael Sauerwein, City of Sammamish Assistant City Manager and Director of Administrative Services; and Brian Wilson, City of Federal Way City Manager and Police Chief. Council input from Other Interview Panels and Recap Interim City Manager, Robert Grumbach provided Council a recap of other interview panels. Council recessed into Executive Session at 4:03 .pm. ITEM CA-5 EXECUTIVE SESSION Mayor Luis called the Executive Session into order at 7:03 pm for an estimated time of one hour pursuant to RCW 42.30.110 (1)(g) to evaluate the qualifications of an applicant for public employment or the review the performance of a public employee. Council Members Present: Patrick Boyd, Jay Decker, Janie Lee, Katie Phelps, and Mayor Michael Luis Council Members Absent: David Lee City Staff Present: Robert Grumbach, Interim City Manager; Aimee Kellerman, City Clerk; John Darrington, Colin Baenziger and Associates ADJOURNMENT MAYOR LUIS ADJOURNED THE NOVEMBER 16, 2013 SPECIAL MEETING OF THE MEDINA CITY COUNCIL AT 5:21 PM. Next meeting: Monday, December 9, 2013, at 6:30 pm in the Council Chambers at Medina City Hall, 501 Evergreen Point Road, Medina. Michael Luis, Mayor Attest: Aimee Kellerman, City Clerk City Council Minutes Page 2 November 16, 2013 ITEM CA-6 MEDINA CITY COUNCIL SPECIAL MEETING MINUTES Medina City Hall, Council Chambers 501 Evergreen Point Road, Medina Monday, November 18, 2013 Mayor Luis called the November 18, 2013, Special Meeting of the Medina City Council to order at 6:30 pm. Council Members Present: Patrick Boyd, Jay Decker, Janie Lee, David Lee, Michael Luis, and Katie Phelps Council Members Absent: None City Staff Present: Robert Grumbach, Interim City Manager; and Aimee Kellerman, City Clerk EXECUTIVE SESSION Mayor Luis called the Executive Session into order at 6:32 pm for an estimated time of thirty minutes pursuant to RCW 42.30.110 (1)(g) to evaluate the qualifications of an applicant for public employment or the review the performance of a public employee. Mayor Luis extended the Executive Session for an additional thirty minutes at 6:57 pm. Mayor Luis adjourned the Executive Session into the open meeting at 7:27 pm, with two members of the public joining us for the open session. DISCUSSION Discussion on City Manager Selection Motion by Phelps second by Dicharry; Council unanimously voted to enter into contract negotiations with City Manager Candidate Michael Sauerwein. ADJOURNMENT MAYOR LUIS ADJOURNED THE NOVEMBER 18, 2013 SPECIAL MEETING OF THE MEDINA CITY COUNCIL AT 7:29 PM. Next meeting: Monday, December 9, 2013, at 6:30 pm in the Council Chambers at Medina City Hall, 501 Evergreen Point Road, Medina. Michael Luis, Mayor Attest: Aimee Kellerman, City Clerk of MF��y9 ITEM CA-7 CITY OF MEDINA December 4, 2013 To: Mayor and City Council From: Nancy Adams, Director of Finance Re: November 2013 Financial Reporting The November 2013 Reporting includes: • November 2013 AP Check Register Activity Detail • November YTD 2013 Revenue & Expense Summary Key Items for November YTD 2013 include: 2013 General Fund Key Items: Revenue: • Property Tax is at $2.3M as of November YTD. Property Tax is deposited into our account during April/May and October/November timeframes. • Sales Tax Revenues are at $879K as of November YTD. Annualized, the trend would give us $959K in Sales Tax for the year. The main source of sales tax is currently construction of buildings, which represents 55% of the Sales Tax during the month of November. • Planning and Development Revenue is at $1.156M as of November YTD, which exceeds the annual budget of $749K by $407K. • Fines, Penalties, and Traffic Infractions (Kirkland Municipal Court) Revenue is trending low at 63% for the year at $41 K for November YTD. Expense: • Legislative expenses are trending $5K higher than budget due to Jet Noise Consultant and King County Voter Registration Fees. • Legal fees are at $245K as of November YTD, exceeding the Budget of $160K. $162K of the YTD expenditures are related to Special Counsel fees. • Executive Expenses are $43K higher than budget due to the separation agreement with the City Manager. Police Expenses are trending $300K under budget due to the vacancies in the Police Dept. Emergency Prep. Grant Revenue of $25K will be spent on a Public Works Truck costing $35K. The City will pay for $11 K of non -reimbursed expenditures in the 2013 Emergency Prep. Budget and a 2013 Budget Amendment will include this expenditure under the Equipment line item. 2013 Capital Fund Key Items: Revenue: • Real Estate Excise Tax (REET) Revenue is currently at $781 K as of November, which is $160K higher than the 2013 Budget. Year End REET is estimated to be $792K. • WA State Transportation Grant Revenue remains at the lower forecasted amount of $67K, (a decrease of $73K). • King County Grant Revenue for Flood Control remains at the lower forecasted amount of $69K, (a decrease of $102K). • King County Grant Revenue for King County Conservation of $25K has been moved from 2013 into 2014. ITEM CA-7 2013 Capital Fund Key Items: Expense: • Capital Improvements for the Shop Project are $64K as of November and are estimated to be $172K as of Year End 2013. $344K for the Shop Project has been moved into 2014. • Overlake Drive East Bridge Repair budget has been lowered to $40K and moved into 2014. 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(a '10 m m m w c (� m p) c c N Oy1 N j > o M N F- a M � c) c) O 0 0 0 O O umN M (n M M M 0 C (O (D O (O (D (O 'T M 0 r = 0 0 0 0 0 0 0 - M. 41 V G7 V RU1n � 6((n Q r O +�mmmmmmm �m a E aio(noLO(n(n(n 4.y(n � _ ? z o O o 0 0 0 0 0 y 0 ~! 3 0000000 wo;° a a c 0000000 -O G 10 00000000�0� U +�0000000 0 � Q C50000000 o 0 0 Lq 40 O O 40 H iD A Medina City Council Meeting ITEM CA-8 Monday, December 9, 2013 AGENDA BILL Approving City Manager Employment Agreement & Authorizing the Subject: Mayor to sign Category: ® Consent ❑ Ordinance ❑ Public Hearing g ❑ City Council Business ❑ Resolution ❑ Other — Discussion Prepared By: Robert Grumbach, AICP Summary The City Council hired Colin Baenziger & Associates as a consultant to assist in hiring a new City Manager. The consultant provided recruitment services and conducted reference and background investigations to help develop and narrow the list of potential candidates. The City Council selected three finalists who were interviewed by two staff panels, a community panel, a council -member elect panel, and the City Council. Each of the interview panels provided their input on each of the candidates to the City Council. At the November 18 special meeting, the City Council voted to select Michael Sauerwein as the top candidate for City Manager and authorized the Mayor, Council Member Boyd and the City Attorney to enter into negotiations. These negotiations were successful as Michael Sauerwein has agreed to the attached employment agreement. To complete the hiring process, City Council action to approve the employment agreement is required. If the employment agreement is approved, Mayor Luis will sign on behalf of the City and Michael's start date is Thursday, January 2, 2014. Attachment: • City Manager Employment Agreement Budget/Fiscal Impact: _ $180,481 in 2014 Staff Recommendation: Arove City Ma Proposed Council Motion: Move to approve City Manager Employment Agreement with Michael Sauerwein and Authorize the Mayor to Sin EMPLOYMENT AGREEMENT THIS AGREEMENT, made and entered into this day of , 2013, by and between the City of Medina, State of Washington, a municipal corporation, (hereinafter called "Employer or City") and Mike Sauerwein (hereinafter called "Employee"), an individual who has the education, training and experience in local government management, both of whom agree as follows: Section 1 Duties and Authority Employer hereby agrees to employ Mike Sauerwein as City Manager to perform the functions and duties specified in Title 35A of the Revised Code of Washington and by Chapter 1.08 of the Medina Municipal Code and to perform other legally permissible and proper duties and functions as the Medina City Council may from time to time assign. Section 2. Term This Agreement shall commence January 2, 2014, and shall continue until terminated by the Employer or Employee as provided in Section 3, 4 or 5 of this Agreement. Employee shall at all times remain an `at will' employee. Section 3 Suspension and Termination The City Council may suspend or terminate Employee as provided by state law. For the purpose of this Agreement, termination shall occur when: A. The majority of the City Council votes to terminate the Employee at a duly authorized public meeting. B. If the Employer reduces the base salary, compensation or any other financial benefit of the Employee, unless it is applied in no greater percentage than the average reduction of all department heads, such action shall be regarded as a termination. C. The Employer substantially and materially reduces the duties of the Employee. D. If the Employee resigns following an offer to accept resignation, made by a member of the City Council as a representative of the majority of the governing body, then the Employee may declare a termination as of the date of the offer. E. Breach of this Agreement declared by either party with a 30-day cure period for either Employee or Employer. Written notice of a breach of contract shall be provided in accordance with the provisions of Section 18. Section 4. Severance A. If Employee is terminated by the City for any reason other than as set forth in subsection C, below, and employee has held the position for at least three months, Employee shall be entitled to a severance payment of three months. B. This severance shall be paid on a monthly basis, provided that Employee has not secured other employment. During this time, Employee shall continue to receive medical, dental, vision, life insurance and deferred compensation benefits. No other benefits shall be paid or accrued. If employee has secured other employment, the payments shall be reduced by the monthly salary and benefits of said other employment. The Employee shall also be compensated for all accrued sick leave, subject to the limits for Department Directors. C. In the event Employee is terminated because of the commission of any felony, for commission of a dishonest act involving personal gain, or for a breach of this Agreement as provided in Section 3, then the Employer shall have no obligation to pay any severance pay or benefits to Employee. Section 5. Resignation_ In the event that the Employee voluntarily resigns his position with the Employer, the Employee shall provide a minimum of thirty (30) days notice unless the parties agree otherwise. No severance shall be due upon voluntary resignation. Section 6. Compensation A. Base Salary. Employer agrees to pay Employee an annual base salary of $139,663, payable in installments at the same time that the other management employees of the Employer are paid. B. Deferred Compensation. Employee shall be entitled to the same matching deferred compensation contributions as Employer provides to City Department Directors. C. Increases in base salary, deferred compensation, retirement contribution and/or other allowances may be given by Employer without amendment of this Agreement. Any such increases shall be effective as of the anniversary date of each year, or following the Performance Evaluation referenced in Section 7 below unless otherwise agreed by the parties. Section 7. Performance Evaluation A. The City Council shall review and evaluate the performance of the Employee after the first six months, and annually thereafter, on or about the anniversary date. 2 B. After the first six months and annually thereafter, the City Council and Employee shall define such goals and performance objectives which they determine necessary for the proper operation of the City and in the attainment of the Council's policy objectives, said goals and objectives to be reduced to writing. They shall generally be attainable within the time limitations as specified and the annual operating and capital budgets and appropriations provided. Section 8. Hours of Work It is recognized that Employee must on occasion, devote time outside the normal office hours on business for the Employer and for commute trip reduction, and to that end Employee shall be allowed to establish an appropriate work schedule. Section 9. Outside Activities Employee is expected to devote his full time and attention to his duties as City Manager. Any outside activities that might materially interfere with his duties shall require approval by the City Council. Section 10 Reimbursable Expenses The Employer agrees to reimburse Employee for normal business expenses including those related to meetings, conferences and professional development. Section 11. Vacation and Sick Leave A. Initially, Employee shall have credited 80 hours of sick leave. Thereafter, Employee shall accrue sick leave at the same rate and under the same conditions as other Department Directors. B. On the date of employment, Employee shall be credited with 80 hours of vacation. In addition, for the first year Employee shall accrue vacation at a monthly rate equivalent to generate three weeks per year. Beginning with the second year, Employee shall accrue vacation at a monthly rate equivalent to generate five weeks per year. Annual vacation carry forward and total accrual of vacation including cash out upon termination is limited to that provided for Department Directors. Section 12 Disability Health Life Insurance and Deferred Compensation A. The Employer agrees to provide and to pay the premiums for medical, vision, and dental insurance for the Employee and his dependents equal to that which is provided to all other Department Directors. B. The Employer agrees to provide and to pay the premiums for long term disability coverage for the Employee to the same extent as other Department Directors. C. The Employer shall pay the premium due for term life insurance in the same amount as Department Directors. The Employee shall name the beneficiary of the life insurance 3 policy. D. The Employer agrees to pay a deferred compensation match in the same amount as provided for Department Directors. Section 13. Retirement Employee shall enroll in P.E.R.S. or any alternate plan as allowed by state law. Employer shall make monthly contributions on behalf of Employee to P.E.R.S or other alternate plan, but the amount of contribution shall be limited to what Employer would be required to pay on Employee's behalf to P.E.R.S. Section 14. Dues and Subscriptions Employer agrees to budget and to pay for the professional dues and subscriptions of Employee necessary for Employee's full participation in national, regional, state and local associations and organizations reasonably necessary for the good of Employee and Employer. This shall include but not be limited to ICMA and WCCMA. Section 15. Professional Development A. Employer hereby agrees to budget for and to pay the reasonable travel and subsistence expenses of Employee for professional and official travel, meetings and occasions adequate to continue the professional development of Employee and to adequately pursue necessary official and other functions of Employer. B. Employer also agrees to budget and to pay for the travel and subsistence expenses of Employee for short courses, institutes and seminars that are necessary for employee's professional development and for the good of the Employer. Section 16 Other Terms and Conditions of Employment A. The Council, in consultation with the Manager, shall fix any such other terms and conditions of employment, as it may determine from time to time, relating to the Employee's job duties and performance, provided such terms and conditions are not inconsistent with or in conflict with the provisions of this Agreement or any applicable law. B. The provisions of this Agreement shall encompass all salary, vacation, sick leave and other benefits of Employee, notwithstanding any other compensation or benefits provided to any other City employee. Section 17. Notices Notices pursuant to this Agreement shall be given by deposit in the custody of the United States Postal Service, postage prepaid, addressed as follows: 4 (1) EMPLOYER: Mayor City of Medina P.O. Box 144 Medina, Washington 98039 (2) EMPLOYEE: Mike Sauerwein Address to be provided. Alternatively, notices required pursuant to this Agreement may be personally served in the same manner as is applicable to civil judicial practice. Notice shall be deemed given as of the date of personal service or as of the date of deposit of such written notice in the course of transmission in the United States Postal Service. Section 18. General Provisions A. Integration. The text herein shall constitute the entire agreement between the parties. Any prior discussion or representations by or between the parties are merged into and rendered null and void by this Agreement. The parties by mutual written agreement may amend any provision of this Agreement during the life of the Agreement. Such amendments shall be incorporated and made apart of this Agreement. B. Binding Effect. This Agreement shall be binding on the Employer and the Employee as well as their heirs, assigns, executors, personal representatives and successors in interest. C. Severability. The invalidity or partial invalidity of any portion of this Agreement will not affect the validity of any other provision. In the event that any provision, or any portion thereof, contained in this Agreement is held unconstitutional, invalid or unenforceable, the remaining provisions shall be deemed to be in full force and effect as if they have been executed by both parties subsequent to the expungement or judicial modification of the invalid provision. 5 IN WITNESS WHERF,OF, the City of Medina has caused this Agreement to be signed and executed in its behalf by its Mayor and the Employee has signed and executed this Agreement, both in duplicate, the day and year first above written. Approved as to Form: City Attorney CITY OF MEDINA Dy ---- - Michael Luis, Mayor EMPLOYEE Mike Sauerwein z Medina City Council Meeting ITEM CA-9 Monday, December 9, 2013 AGENDA BILL Resolution to Approve Medina's Allocation of Funds for NORCOM 2014 Subject: Annual Budget Category: ® Consent 9 ❑ City Council Business Prepared By- Robert Grumbach AICP Summary: ❑ Ordinance ❑ Public Hearing ® Resolution ❑ Other — Discussion The Northeast King County Regional Public Safety Communications Agency (NORCOM) is in the process of adopting its annual budget for 2014. As a participating member, the City is required by inter -local agreement to contribute its portion of the NORCOM budget and to provide documentation to NORCOM of its approval of such funding allocation. NORCOM provides emergency dispatch services. The City's adopted 2014 budget includes Medina's allocation of $77,845.00 (BAR # 001-521-20- 51-15). While there are several options on how this documentation may be provided, including submission of the approved budget, the City has provided documentation since 2010 by resolution. The purpose of this resolution is simply to maintain the method the City has used historically for documenting the City's approval of its allocation to NORCOM's budget per the inter -local agreement. Attachment: Resolution $77,845 for dispatch services in calendar year 2014 (paid in Budget/Fiscal Impact: 2014) Staff Recommendation: Approve City Manager Approval: << t move to approve a resolution documenting the 2014 Proposed Council Motion: approved allocation of $77,845 for the North East King County Regional Public Safety Communications Agency (NORCOM) budget per the inter -local agreement. ITEM CA-9 CITY OF MEDINA RESOLUTION NO. A RESOLUTION OF THE CITY OF MEDINA, WASHINGTON, APPROVING THE CITY OF MEDINA'S ALLOCATION FOR THE NORTH EAST KING COUNTY REGIONAL PUBLIC SAFETY COMMUNICATIONS AGENCY(NORCOM)BUDGET WHEREAS, the North East King County Regional Public Safety Communications Agency (NORCOM) was formed effective November 1, 2007; and WHEREAS, NORCOM is in the process of adopting its annual budget for 2014; and WHEREAS, the NORCOM Interlocal Agreement, to which the City is a party, requires that the City Council approve the City's allocation for NORCOM's budget. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, DOES RESOLVE AS FOLLOWS: Section 1. The City of Medina's allocation for the North East King County Regional Public Safety Communications Agency (NORCOM) budget, in the amount of $77,845.00 as presented in the adopted City of Medina 2014 Budget, is hereby approved. PASSED BY THE CITY COUNCIL OF THE CITY OF MEDINA AT A REGULAR MEETING THEREOF ON THE 9TH DAY OF DECEMBER, 2013. CITY OF MEDINA Mayor Michael Luis ATTEST/AUTHENTICATED: Aimee Kellerman, City Clerk Approved as to form: Kari Sand, City Attorney Kenyon Disend, PLLC Medina City Council Meeting Monday, December 9, 2013 ITEM OB-1 AGENDA BILL Subject: 2013 Budget Amendment Category: ❑ Consent ® Ordinance ❑ Public Hearing g ® City Council Business ❑ Resolution ❑ Other — Discussion Prepared By: Nancy Adams, Finance Director BACKGROUND/SUMMARY: The primary reason for recommending a 2013 Budget Amendment is due to increases in the General Fund and Street Fund. The 2013 Budget is adopted at the Fund level, not by individual Departments, however it is important for Council to see the Department level shifts to understand where dollars are being spent and to provide good historical documentation of what occurred during a given budget year. The 2013 General Fund is currently expecting to have positive variances for yearend 2013. The Budget Amendment items listed below are for new items that occurred during 2013 that were not included in the 2013 Budget. The 2013 Budget Amendment Ordinance items in the General Fund are related to Airport Noise Consultant, Executive separation agreement, IT Capital Equipment and utilization of Emergency Grant funds. 2013 Street Fund item is related to Street Equipment Maintenance for the Park Tractor. 2013 Revenue: $8,655 (General Fund) 1. 2013/2014 Emergency Preparedness Grant was awarded in October 2013 for $8,655. These funds will help offset a portion of the cost of the Public Works Toro Truck purchased in November 2013. 2013 Expenditures: $128,428 (General Fund $120,228/ Street Fund $8,200) 1. Legislative: $7,000 for Airport Noise Consultant, including attorney fees. 2. Executive: $51,800 for Separation Agreement (Net amount of savings/contract agreement). 3. Finance: $24,000 for IT Capital Equipment (2 Servers, firewalls, installation, SW and backups) 4. Development: $13,000 for Zoning, Planning Consultant and Settlements. 5. Emergency Prep: $24,428 for the Public Works Workman Truck. We will utilize Grant Revenue Funds to partially offset all but $11,310 of the $35,738 truck. Expenditure Budget increase allows for the unbudgeted expenditure amount. 6. Street Fund: $8,200 for Park Tractor Equipment Maintenance. Attachment: 2013 Budget Ordinance - Budget Amendment which amends Ordinance No's 894 and 897. Budget/Fiscal Impact: _Staff Recommendation: City Manager Approval: Proposed Council Motion: $8,655 Revenue increase $128,428 Expenditure increase App ove j "I move to approve ordinance amending the 2013 Budget." ITEM OB-1 CITY OF MEDINA ORDINANCE NO. _ AN ORDINANCE OF THE CITY OF MEDINA AMENDING ORDINANCE NO. 894 AND ORDINANCE NO. 897 2013 BUDGET WHEREAS, the Medina City Council enacted Ordinance 894 on November 13, 2012 approving the budget for 2013; and Ordinance 897 Amending Ordinance 894 on April 8, 2013; and WHEREAS, it is necessary to increase General Fund Revenues and Expenditures and Street Fund Expenditures; and WHEREAS, this ordinance has been approved at least five days after its introduction as required by RCW 35A.33.090. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MEDINA, WASHINGTON, DO ORDAIN AS FOLLOWS: SECTION 1. Ordinance No. 894 and Ordinance No. 897 are hereby amended as summarized below: FUND BUDGET DESCRIPTION 2013 REVENUE 2013 Adopted Budget GENERAL FUND: $5,122,519 Ord. 894 General Fund: Amended to Include: Revenue Revisions: 001.333.97.04.24 AMENDED REVENUE TOTAL: $ 5.131.174 8,655 El4-101 EMP Grant Adopted Budget as of 12/09/2013 2013 EXPENDITURES 2013 Adopted Budget GENERAL FUND: $5,236,157 Ord. 894 and Amended Ord. 897 General Fund: Amended to Include: Expenditure Revisions: 001.511.60.41.00 $ 7,000 Legis. - Airport Noise Consultant 001.513.10.49.02 $ 51,800 Executive- Separation Agreement 001.594.14.64.00 $ 24,000 Finance -IT Capital Equipment 001.558.60.41.00 $ 10,000 Development -Prof. Services 001.558.60.49.00 $ 3,000 Development - Settlements 001.594.25.64.10 $ 24,428 EMP Grant Truck Purchase 2013 Expenditure Revision $ 120,228 Expenditure Increase 2013 STREET FUND 2013 Adopted Budget Expenditure Revisions: $ 383,419 Ord. 894 101.542.30.48.00 $ 8,200 Street -Equip. Maintenance AMENDED EXPENSE TOTAL: $ 391,619 Adopted Budget as of 12/09/13 ITEM OB-1 SECTION 2. The City Manager is authorized to make any transfers necessary to carry out the terms of this ordinance. SECTION 3. The effective date of this ordinance shall be (5) days after its publication of a summary of its intent and contents. PASSED BY AT LEAST ONE MORE THAN A MAJORITY OF THE CITY COUNCIL ON THIS 9TH DAY OF DECEMBER, 2013, AND SIGNED IN AUTHENTICATION OF ITS PASSAGE THE 9TH DAY DECEMBER 2013. Approved as to form: Kari Sand, City Attorney Michael Luis, Mayor Attest: Aimee Kellerman, City Clerk Medina City Council Meeting ITEM 013-2 Monday, December 9, 2013 AGENDA BILL Subject: Evergreen Point Road Parking Improvements Update Category: ❑ Consent g ❑ Ordinance ® City Council Business ❑ Resolution Prepared By: Joe Willis Sr. & Robert Grumbach, AICP ❑ Public Hearing ® Other - Discussion Summary: At the August 12 council meeting, staff reported on neighbor concerns about the hard streetscape look of the Evergreen Point Road sidewalk replacement project. The neighbors adjacent to the project considered the parking area design inconsistent with the informal character of Medina. The City Council asked staff to look at options to soften the look so that the area was less formal looking. The attached memo contains details about possible options and costs. If the recommended minimum modifications to the project are implemented, the estimated cost is $42,000, which includes carryover landscaping from the current project. If additional measures are implemented to replace the asphalt with a different material, the costs are estimated at $95,000 to $105,000, including the carryover landscaping from the current project. Please note that modifications will not be implemented until 2014 and that this has not been included in the 2014 adopted budget. Attachment: Memorandum Budget/Fiscal Impact: $42,000 to $105,000 Seeking council direction on whether to move forward on Staff Recommendation: modifications and on a Budget Cap for the modifications to the Evergreen Point Road sidewalk replacement project City Manager Approval: `, 4 : -Lt- Move to authorize the City Manager to implement modifications to the Evergreen Point Road Sidewalk Proposed Council Motion: Replacement Project in the amount not to exceed $ including carryover landscaping 4\,�y of MF0��9 CITY OF MEDINA 501 EVERGREEN POINT ROAD I PO BOX 144 1 MEDINA WA 98039-0144 TELEPHONE 425-233-6400 1 www.medina-wa.gov December 9, 2013 To: Mayor and City Council Via: Robert Grumbach, Interim City Manager From: Joe Willis Sr., Director of Public Works Subject: Evergreen Point Road Sidewalk Improvement Project ITEM OB-2 The Evergreen Point Road Sidewalk Replacement Project that began on June 7th with the removal of street trees was followed with the removal of driveways and various planting areas in the right- of-way and construction of the new curb & gutter and concrete sidewalk. The existing gravel apron fronting the homes was graded and paved with new asphalt. The curbed landscaped islands on each side of the driveways were installed to prevent parking in the driveway entrances. Wheel stops were installed and striping was added to delineate the parking stalls. Landscape planting was delayed (budgeted at $8,000) to the fall to promote plant survival. Evergreen Point Road Street, Parking Apron, Planters ITEM OB-2 Following completion of the sidewalk and paving, neighboring property owners contacted the City with concerns about the appearance of their property frontage. They requested that the parking area be softened. The Interim City Manager, Director of Public Works, and Councilman Boyd met with five of the owners on August 261h to discuss potential softening options. Some of their suggestions were: remove the asphalt paved apron and return it to gravel or install a grass grid; Y replace the curbed planter islands with decorative landscape rocks; y Replace the concrete wheel stops with decorative rocks or rubber stops; Y Enlarge the driveway approach to house #605; Address cars parking in front of the driveway to house #601. There was also some discussion about the permit parking signage the City erects seasonally, but this was less of a concern when it was recognized that it is temporary. Staff promised to consider the neighbor's input, but we did make it clear about concerns with returning the parking area to gravel due to maintenance. As an alternative to returning the surface area to gravel, one suggestion was to remove the asphalt parking apron and replace it with aggregate surfacing that is bound up by an organic binder material. A second alternative was to install a concrete grid with grass growth in the voids between the grids. Both of these alternatives have higher maintenance costs. The aggregate surfacing option cannot be swept and will ravel. The grass grid system will require summer watering. Taking the input from the neighbors and considering the maintenance aspects associated with the alternative surfacing, staff has settled on a general re -design that at a minimum incorporates the following: Estimated Cost Replace the concrete wheel stops with rubber wheel stops that are black: $ 3,000 Remove the curbing that surrounds the protruding landscape islands and enlarge the 10-ft x 6-ft planters to 10-ft x 10-ft (this eliminates six of the present 22 parking stalls): $ 25,000 ➢ Remove the parking space paint lines: $ 2,000 ➢ Complete the planter area landscaping: $ 12,000 Estimated total: $ 42,000 If there is a desire to replace the asphalt surface with an alternative surface material, some estimated costs are: Replace the asphalt parking strip with an organic bound aggregate mixture $ 65,000 Replace the asphalt parking strip with turf stone (concrete grid with grass) $ 55,000 In addition, Mr. McGill provided cost estimates on the following: Y Install a stabilizer and mixed granite mixture: Install tar and chip: $27,000 to $30,000* $10,000 to $13,000* These both have the look of a gravel surface, but the material is basically glued in. Maintenance material replacement is required with the tar and chip requiring this more frequently. Additionally, the tar and chip has to be entirely replaced about every 7 to 10 years. *Please note that Mr. McGill's numbers have not been vetted as Public Works projects where legal requirements regarding prevailing wages are likely to increase these numbers. Please note that approximately $20,000 is remaining of the original 2013 CIP budget for the project (Original project involved both the 801h Avenue Overlay and the sidewalk replacement) and includes the $8,000 not yet spent on the landscaping. Next steps will include meeting with the residents to review the softening options and firm up the final changes, obtaining bids for the work from contractors, and completion of the work next year. Medina City Council Meeting Monday, December 9, 2013 ITEM OB-3 AGENDA BILL Subject: Boarding Houses Category: ❑ Consent ❑ Ordinance ❑ Public Hearing 9 ❑ City Council Business ❑ Resolution ® Other — Discussion Prepared By-__ __Robert Grumbach, AICP Summary: At the last council meeting, the council requested information on alternatives to address boarding houses. Attachment: Memorandum Budget/Fiscal Impact: None Staff Recommendation: Seeking council direction on whether to add this item to the 201.4 Plannina Commission Work Proqram City Manager Approval: 'C c�-- Proposed Council Motion: None — direction \�y of MFp��9 CITY OF MEDINA 501 Evergreen Point Road, Medina WA 98039 425.233.6400 (phone) 425.451.8197 (fax) www.medina-wa.gov MEMORANDUM To: Medina City Council From: Robert J. Grumbach, AICP Date: December 9, 2013 Subject: Boarding Houses The Medina Municipal Code prescribes allowed land uses in MMC 20.21.030. If a use is not listed, it is prohibited unless a similar use determination is made. Table 20.21.030 lists detached single-family dwelling as a permitted use in all zones. Boarding houses are not listed and therefore are prohibited. However, boarding house is not a defined term in the Medina Municipal Code. Because boarding house uses are housed in single-family homes, to be prohibited, the boarding house use must be clearly distinguishable from a single-family dwelling use. The Medina Municipal Code states that single-family dwellings are allowed to contain one family, household staff and guests. The owner or renter may also provide lodging for unrelated persons as long as this is incidental to the residential use. Family is defined as "the immediate kindred made up of a person and spouse, their parents, grandparents, children and the spouses thereof, and grandchildren and the spouses and children thereof." When the City researched this topic in 2004, the city attorney advised that amendment of the definition of single-family dwelling was necessary since it specifically allows renters or owners to provide lodging for unrelated persons. Alternatives: 1. Amend provisions of the zoning code to focus on the occupancy by limiting the number of unrelated adults who might live in a single-family home. This would need to include language consistent with ADA requirements. A possible difficulty with this approach might be the many large residential estates in the community that employ and house staff onsite. 2. Amend provisions of the zoning code to focus on the number of allowable leases in single-family dwelling. Other provisions of the code may also need to be amendment to be consistent with this. A difficulty with this approach is that the City does not track leases. Unless a program requiring property owners to register their leases with the City was established, this would be very difficult to enforce. 3. Related to Alternative #2, a definition of boarding house could be created that is distinguished by the number of individuals occupying a home under separate rental agreements. Similar to Alternative #2, enforcement would be very difficult. 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