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FINAL 2023 0926 Council Agenda PacketMoses Lake City Council  Don Myers, Mayor | Deanna Martinez, Deputy Mayor | Dustin Swartz, Council Member | Mark Fancher, Council Member  David Eck, Council Member| Judy Madewell, Council Member| David Skaug, Council Member  Tuesday, September 26, 2023 Moses Lake Civic Center – 401 S. Balsam or remote access*  Regular Meeting Agenda Call to Order – 6:30 p.m.  Roll Call   Pledge of Allegiance  Approval of the Agenda  Presentation        ‐ Moses Lake Community Coalition 2nd Quarter Update   pg 4         Megan Watson, Coalition Coordinator; Matt Paluch, Executive Chair;         Jessica Cox, Vice Executive Chair  Citizen’s Communications **  Summary Reports:   Mayor’s Report  ‐ National Fire Prevention Week Proclamation  ‐ Constitution Week Proclamation  ‐ City of Yonezawa Mayor Correspondence    pg 6  Additional Business  City Manager’s Report   ‐ Animal Shelter Facility Tour  ‐ LTAC Application Cycle Open  Consent Agenda Motion  All items listed below are considered to be routine and will be enacted by one motion. There will be  no separate discussion of these items unless a Council Member requests specific items to be removed  from the Consent Agenda for discussion prior to the time Council votes on the motion to adopt the  Consent Agenda.  COML Council Packet 9-26-23, Page 1 of 141 September 26, 2023, City Council Meeting Page 2    Consent Agenda Cont’d…  #1  pg  9 a.City Council Meeting Minutes Dated September 12, 2023 b.Claims and Payroll c.Photo Enforcement RCW Reference Ordinance 3035 d.Set October 24 for Public Hearing – Property Tax/Budget e.Surplus Properties Alder & Virginia Resolution 3952 f.CAD Homes Request to Build on Unplatted Resolution 3953 g.City Easement Abandonment‐Relocation Resolution 3954 h.Parkway Dr Easements Resolution 3955 i.2020 Fuel Procurement Contract Amendment j.Stormwater Comprehensive Plan Consultant Amendment k.HopeSource Shelter Management Extension Old Business  #2  Motion  pg 123 Museum Lighting and Solar Panel Projects  Presented by Brian Baltzell, Interim Public Works Superintendent  Summary: Council to review and consider approval  New Business  #3 pg 127 Longview Park/Sun Terrace Park Design Services Motion  Presented by Doug Coutts, Parks, Recreation and Cultural Services Director  Summary: Council to review and consider approval  Administrative Reports   Council Committee Reports  Adjournment  Next Regular Council Meeting is scheduled for October 10, 2023  NOTICE: Individuals planning to attend the in‐person meeting who require an interpreter or special  assistance to accommodate physical, hearing, or other impairments, need to contact the City Clerk   at (509) 764‐3703 or Deputy City Clerk at (509) 764‐3713 at least 24 hours in advance of the meeting.  *Click this link for remote speaker request forms which must be completed by 3 p.m. on the day of the meeting for Citizen or Public Hearing Comments to be heard remotely during the live meeting. Select zoom option if signed up to speak remotely. COML Council Packet 9-26-23, Page 2 of 141 September 26, 2023, City Council Meeting Page 3    Zoom Options: web access ‐ https://cityofml.zoom.us/j/93206740068 Or iPhone one‐tap: US:  +12532158782,,93206740068#  or +13462487799,,93206740068# Or Telephone: Dial (for higher quality, dial a number based on your current location):US: +1 253 215 8782  or +1 346 248 7799  or +1 669 900 9128 or +1 646 558 8656  or +1 301 715 8592  or +1 312 626 6799. Webinar ID: 93206740068. YouTube live and recorded after April 2023: https://www.youtube.com/@MosesLakeCityCouncil/streams  ** In person Citizen Comment form needs to be turned in prior to start of each meeting. The 5‐minute time per   speaker may be reduced to allow a maximum period of 30‐minutes for citizens who have signed up to speak.   COML Council Packet 9-26-23, Page 3 of 141 July 7, 2023 To: Moses Lake City Council From: Megan Watson, Coalition Coordinator of Moses Lake Community Coalition Matt Paluch, Executive Chair of Moses Lake Community Coalition Jessica Cox, Vice Executive Chair of Moses Lake Community Coalition Re: Quarterly Report April-June 2023 Moses Lake Community Coalition has been actively pursuing objectives from our strategic plan. The following descriptions include the measures we have taken from April 2023- June 2023. Services provided: 1. Community Mental Health Promotion: We continue to support the Youth Action Team at Moses Lake High School. They are currently working on two projects. One of those being a pocket mental health guide for students. They are nearly finished, all that is left is graphic design. This project will roll over to the next school year. They are also planning on continuing work on a safe space on campus during the next school year. 2. Family Management Promotion: MLCC decided during our strategic planning process to focus our family efforts on PAX Tools Workshops. These workshops compliment the PAX Good Behavior Game strategies that have been implemented at Boys and Girls Club and will be implemented fall 2023 at Larson Heights Elementary. We also ran the Talk. They Hear You, media campaign. This campaign’s focus is to teach parents how to have preventative conversations with their children. We plan to reinforce these concepts by offering presentations to parents at the middle schools next school year. 3. Outreach & Community Education Workshops: We had two educational workshops during this time. We provided Hidden in Plain Sight training to 33 staff members at Job Corps here in Moses Lake. This training teaches adults how to spot modern paraphernalia devices as well as how to be preventative with the youth they are responsible for. In addition, we co-sponsored (with Washington Healthcare Authority) a Youth Mental Health First Aid training at Job Corps that catered to their staff, Moses Lake Community Health Center staff, and the community at large. This training provided 20 local community members with the opportunity to gain skills that are referred to as mental health CPR. As for our outreach efforts, we attended Park Orchard Elementary School Family Night as well as the Moses Lake Senior Picnic. mlwatson@grantcountywa.gov MLCOMMUNITYCOALITION.ORG Moses Lake Community Coalition 840 E Plum St Moses Lake, WA 98837 509-797-5242 | 509-765-9239 5321 COML Council Packet 9-26-23, Page 4 of 141 4. Moses Lake Community Coalition: Our coalition and Executive Leadership Team continue to meet monthly. Our coalition currently has 54 voting members that have signed a Coalition Involvement Agreement. Our coalition partner list is up to 98 individuals and our newsletter circulation is currently 214, with several views coming in via Facebook as well. We have completed our strategic planning process for the 2023-2024 fiscal year, and we are providing a copy of our updated Action Plan and Logic Model to you. In addition, we were able to secure a grant from Thriving Together that will help us further our prevention efforts. For this next fiscal year, we will be utilizing City of Moses Lake funding to support general coalition function, and our training and capacity building activities. This is a more refined focus with city funding than in years past. City funds will help to support our general coalition operation, community outreach, our annual Town Hall, the annual Key Leader Event, and our Youth Development opportunities which will now include training students to provide peer-to-peer support for suicide prevention. This will also aid our ability to provide parent prevention education presentations, presentations for middle schoolers about substance use and prevention, provide a community education workshop, and support coalition training. There is also an increased this focus on mental health as the coalition is developing a taskforce that will work with organizations across the county to assess and address gaps in our current level of mental health services. MLCC continues to work on innovative as well as evidence-based approaches to address substance use prevention in our city. We plan to continue to seek additional funding in order to be able to further expand our efforts. We are ever grateful for the city’s continued support for our work. If there are any topics of interest city council would like our growing coalition to research and potentially fund, we would invite you to bring that to our table. It is our goal to continue to provide strategies and programs to the city of Moses Lake while continuously seeking funding to benefit our community. Sincerely, Megan Watson Coalition Coordinator, Moses Lake Community Coalition mlwatson@grantcountywa.gov MLCOMMUNITYCOALITION.ORG COML Council Packet 9-26-23, Page 5 of 141 1 Debbie Burke From:hisyo-ka@city.yonezawa.yamagata.jp Sent:Thursday, September 7, 2023 10:43 PM To:Debbie Burke Subject:Re: Sister City Gift and Student Exchange Update Attachments:絵画の御礼.pdf; DSC_8397.JPG Categories:Red Category Ms. Burke, I hope you have been well since our last correspondence and have been staying cool in the heat of the summer. This is Miki Saito, from Yonezawa City Hall. I have aƩached a thank-you leƩer wriƩen from our mayor to your mayor. Would you be able to give this leƩer to your mayor? Thank you again for for hanging the stole from Yonezawa in your council chamber the book of gorgeous landscapes you sent us. Best wishes, Miki Saito Yonezawa City Hall ************************************ 米沢市役所秘書広報課広報広聴担当 主任 齋藤 未希 Saito Miki TEL 0238-22-5111（内2930) FAX 0238-22-0498 mail hisyo-ka@city.yonezawa.yamagata.jp ************************************ COML Council Packet 9-26-23, Page 6 of 141 モーゼスレイク市長 ドン・マイエルス 様 この度は、お贈りした記念品「山と月」のストールを展示していただき、また、展示品を 囲んでの皆様の写真と地元アーティストによる作品を頂戴し、心より感謝申し上げます。遠 く米沢から、モーゼスレイク市の温かい風景が身近に感じられたところです。 昨年 10 月に行われた姉妹都市提携 40 周年の記念式典では、貴市の皆様との交流の大切 さを改めて感じました。私たちは現在、再びモーゼスレイク市を訪問したり、交換留学生事 業や相互訪問事業を再開するために取り組んでいるところです。具体的な内容が決まりま したら、ご連絡いたします。 モーゼスレイク市の皆様とまた交流できる日を心より楽しみにしております。 米沢市長 中川 勝 Moses Lake Mayor Mr. Don Myers I would like to offer my sincerest gratitude for displaying the commemorative stole, “Mountain and Moon,” that we gifted to you, in addition to sending us the picture of all of you with the stole and the works by local artist Kimberly Matthews Wheaton. Even from far away Yonezawa, it felt as if I was viewing Moses Lake’s warm landscapes up-close and in-person. I was reminded of the importance of exchange with everyone in Moses Lake at the ceremony last October commemorating the 40th Anniversary of our sister city affiliation. Currently, we are in the midst of working on visiting Moses Lake once again and restarting our exchange student and mutual visit programs. When we have more details we will be in touch. I am greatly looking forward to the day when we can once again meet, socialize, and exchange in person with all of you from Moses Lake City. Yonezawa Mayor Masaru Nakagawa COML Council Packet 9-26-23, Page 7 of 141 COML Council Packet 9-26-23, Page 8 of 141 MOSES LAKE CITY COUNCIL September 12, 2023 STUDY SESSION Fire Impact Fees Fire Chief Brett Bastian provided a slide deck to summarize the elements of establishing a consistent formula-based impact fee vs. the current variable fees under SEPA for new developments. He also reviewed Washington Surveying & Ratings Bureau designation history and goal to obtain an early review for a number three designation. A regional fire meeting has been scheduled with the Council, Fire District 5 Commissioners and representatives from Wenatchee Valley Fire to be held in our Chambers at 2 p.m. on September 21. CALL TO ORDER The regular meeting of the Moses Lake City Council was called to order at 6:30 p.m. by Mayor Myers in the Council Chambers of the Civic Center with audio remote access. Special notice for remote attendance and citizen comment were posted on the meeting agenda. ROLL CALL Present: Mayor Myers; Deputy Mayor Martinez; Council Members Eck, Fancher, Madewell, Swartz, and Skaug. PLEDGE OF ALLEGIANCE Downtown Moses Lake Association President Denise Kinder led the Flag Salute. AGENDA APPROVAL Action taken: Council Member Eck moved to have New Business item (2) SR-17 Round-a-bout Design Consultant rescheduled to the next Regular Meeting, second by Deputy Mayor Martinez. The motion carried 7 – 0. Council added an Executive Session at the end of meeting with no action to follow. Action taken: Deputy Mayor Martinez moved to approve the Agenda as amended, second by Council Member Eck. The motion carried 7 – 0. PRESENTATION (heard after citizen communication) Downtown Moses Lake Association (DMLA) Main Street Tax Annual Report DMLA Board Members Denise Kinder and James Shank provided written reports to Council prior to the meeting. They highlighted several projects and events they are able to facilitate with the use of this funding. Details of events are online at www.downtownmoseslake.org. CITIZEN’S COMMUNICATION Spring Fest Mementos - Moses Lake Spring Festival Board Members Sean Sallis, Yvonne Skaug, and Blair Kok presented the Mayor and Council with five concert posters signed by the musicians who performed during the 2022 and 2023 events. Conditional Use Permits – Kevin Richards, Moses Lake, expressed a concern about the current interpretation of the use chart for the industrial zoning district, specifically regarding the use “Manufacturing, processing, or packaging of products using raw materials.” COML Council Packet 9-26-23, Page 9 of 141 Action taken: Deputy Mayor Martinez moved to direct staff to draft an ordinance to remove the requirement of a conditional use permit for the raw material use in Table 1 of MLMC 18.40.030, second by Council Member Eck. The motion carried 7 – 0. Automated License Plate Readers (ALPR) – Andrew Koeppen, Moses Lake, is opposed to the ALPR program and requested information on internal research for data sharing. Miscellaneous – Elisia Dalluge shared details on several local charity events as well as a claim filed in Spokane by a homeless individual. SUMMARY REPORTS MAYOR’S REPORT Human Resources Professionals Day Proclamation A proclamation was read for staff recognition and declaring September 26 as Human Resources Professionals Day. IT Professionals Day Proclamation A proclamation was read for staff recognition and declaring September 19 as IT Professionals Day. Bike It, Moses Lake Day Proclamation A proclamation was read declaring October 2 as Bike It Moses Lake Day: Practicing Safe Cycling and presented to Louis Logan, from Moses Lake’s Bicycle Activities Repair Giveaways and Skill-building (BARGAS). A Bicycle Rodeo and give ways will be held on September 30 at 10 a.m. at Larson Playfield Parking Lot. CITY MANAGER’S REPORT 2nd Quarter Financial Report Finance Director Madeline Prentice provided an analysis of revenues and expenditures from 2019 to 2023 year to date through June. Overall, results for the first half of the year are on, or slightly under, budget estimates. The year-to-date net gain of combined funds is $2.4 million. City Manager Candidate Open House The City Manager Candidate meet and greet will be held on Wednesday, September 27 at 4 p.m. for employees, followed by a public session from 5 p.m. to 7 p.m. in the Civic Center. Final interviews and selection of top candidate by Council will be on September 28. CONSENT AGENDA #2 a. City Council meeting minutes dated August 22, 2023 b. Checks: 161959 - 162258 - $1,146,088.65 Payroll Checks: 08-18-2023 PR, #65668 - 65766 - $67,800.05 Payroll Checks: 09-01-2023 PR, #65768 - 65852 - $41,062.00 (PR Check #65767 - Voided) Electronic Payments: 08-18-2023 Direct Deposit: - $636,084.82 Electronic Payments: 09-01-2023 Direct Deposit: - $662,822.74 c. Development Code Rewrite Public Participation Plan COML Council Packet 9-26-23, Page 10 of 141 d. Set Public Hearing for Windrose Dr. Right of Way Vacation Resolution 3949 e. Well 29 PFAS Treatment Pilot Project (GC2023-154) f. Parks Maintenance Grant Authorization Resolution 3950 g. CAD Homes Request to Build on Unplatted Property Resolution 3951 h. Battery Backup Cabinet Replacement Action taken: Council Member Swartz moved to approve the Consent Agenda as presented, second by Council Member Fancher. The motion carried 7 – 0. ADMINISTRATIVE REPORTS PFAS Treatment Project In reference to Consent Agenda item (d), staff will design a new pump house for Well 29 to create space to install a permanent filtration system vs. having a mobile trailer system. Well 20 has one more test and will be online after approval is received from the Department of Ecology. Fire Science Program Fire Chief Brett Bastian announced that they have 21 students signed up for the program they have organized through Columbia Basin Technical Skills Center. Classes will be led by off duty personnel and Firefighter Lynne Falconer will provide a presentation on the program in the next few months. Flock Safety Program Success Interim Police Chief Dave Sands shared a brief update on several arrests that have taken place due to the ALPR triangulation detection with the jurisdictional shared data. COUNCIL COMMUNICATIONS AND REPORTS Council Member Swartz commented on positive activities for the Sister City Program, as well as Group 14, and Sila Technology commercial projects. Council Member Skaug asked for clarification on Well 29 project costs. Interim City Manager Kevin Fuhr explained that the design was approved tonight, and that the total project costs is estimated to be $1.7 million from the water remediation fund established a few months ago. Council Member Eck shared information on airplane storage, staffing, new business, and testing at the Port of Moses Lake. There was a response by city staff to a fire alarm earlier today at the Port that was due to low pressure on a system needing to be reset. Deputy Mayor Martinez advised that the State of the Lake public meeting will be held in the Council Chambers on September 19. She commended Finance Director Madeline Prentice for her work with the Finance Committee, all-around work on city finances, and for staff involved in establishing the new flexible spending account being added to employee benefits. Mayor Myers attended the sister city playground exposition at Vanguard Academy last week. Students created displays to illustrate ideas for a site redesign, memorial exhibit, and potential improvements at Yonezawa Park geared on the theme of our Sister City exchange programs in COML Council Packet 9-26-23, Page 11 of 141 conjunction with community needs. EXECUTIVE SESSION Mayor Myers called the original period for an Executive Session from 7:48 p.m. to 8:08 p.m. to discuss property acquisition, sale of property, and potential litigation pursuant to RCW 42.30.110(1) subsections (b) and (c), and (i) with no action to follow. Mayor Myers extended the meeting several times for a total of 75 minutes. ADJOURNMENT The regular meeting was adjourned at 9:05 p.m. ______________________________________ Don Myers, Mayor ATTEST____________________________ Debbie Burke, City Clerk COML Council Packet 9-26-23, Page 12 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Kevin Fuhr, Interim City Manager 12519 Madeline Prentice, Director Finance 9/26/2023 Consent Agenda Disbursement report since September 12, 2023 City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 5,366,503.40$5,366,503.40$0.00$ Approve payment of claims as presented. The following amounts were budgeted, and sufficient funds were available to cover these payments. Electronic Transfer: #264 - 281 - $3,482,706.44 Checks: 162259 - 162423 - $1,203,629.57 Payroll Checks: 09-15-2023 PR, #65853 - 65907 - $30,201.57 Electronic Payments: 09-15-2023 Direct Deposit: - $649,965.82 Vouchers - 09.26.2023.pdf 124.84KB COML Council Packet 9-26-23, Page 13 of 141 Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Provide Amended Direction: No Action Taken: RCW 42.24 governs the process for audit and review of claims and payroll payments for the City. RCW 42.24.180 requires the review and approval of all payments at a regularly scheduled public meeting on at least a monthly basis. The State Budgeting, Accounting and Reporting Systems (BARS) Manual outlines the above format for approval by the City Council. RCW 42.24.080 requires that all claims presented against the City by persons furnishing materials, rendering services or performing labor must be certified by the appropriate official to ensure that the materials have been furnished, the services rendered, or the labor performed as described, and that the claims are just, due and unpaid obligations against the City. RCW 42.24.180 allows expedited processing of the payment of claims when certain conditions have been met. The statute allows the issuance of warrants or checks in payment of claims before the legislative body has acted to approve the claims when: (1) the appropriate officers have furnished official bonds; (2) the legislative body had adopted policies that implement effective internal control; (3) the legislative body has provided for review of the documentation supporting the claims within a month of issuance; and (4) that if claims are disapproved, they shall be recognized as receivables and diligently pursued. The City meets all these conditions. To comply with the requirements, Finance staff schedule payment of claims and payroll for semi-monthly Council approval on the Consent Agenda. The payments listed in the schedule cover all claims and payroll payments during the period prior to the date of the Council meeting. All payments made during this period were found to be valid claims against the City. Details are attached and any questions should be directed to the City Manager or Finance Director. The City's internal controls include certification of the validity of all payments by the appropriate department prior to submission for payment. The Finance Director has delegated authority for the examination of vouchers and authorization of payments to the Finance, Accounts Payable, and Payroll staff. All payments are reviewed and validated. The Finance Division regularly reviews it processes to ensure appropriate internal controls are in place. Options and Results Approve N/A Staff would recognize claims as receivables and pursue collections. COML Council Packet 9-26-23, Page 14 of 141 TOTALS BY FUND:Est. Fund Bal.Est. Fund Bal. FUND NO FUND NAME @ 9/12/2023 AMOUNT @ 9/26/2023 001 GENERAL FUND 15,135,604          1,497,058.77                   13,638,545.59      102 TOURISM 1,435,613            330.59                              1,435,282.21        103 GRANTS AND DONATIONS 1,123,788            1,358.73                           1,122,429.65        105 ARPA 5,724,452            ‐                                     5,724,451.65        110 HOMELESS SERVICES 653,460                19,149.78                         634,310.56           111 OPIOID ABATEMENT 50,358                  50,357.93             114 PATHS/TRAILS 105,577                ‐                                     105,576.82           116 STREET 704,884                144,088.77                      560,795.35           119 STREET REPR/RECON 2,924,122            67,253.45                         2,856,868.13        170 TRANSPORTATION BENEFIT DISTRICT 1,228,953            1,228,952.86        282 LOCAL BORROWING 1,197,931            1,197,931.18        286 REFUNDING GO BONDS 2015 59,734                  ‐                                     59,734.47             314 PARK & RECREATION IMPROVEMENTS 590,884                ‐                                     590,884.13           315 PARK MITIGATION CAPITAL PROJECTS 33,632                  ‐                                     33,631.54             410 WATER/SEWER 7,969,758            309,219.01                      7,660,539.47        450 2011 BOND FUND 10,304                  ‐                                     10,304.25             451 WATER/SEWER ‐ 2004 BOND RESERVE 567,600                567,600.00           452 2004 BOND FUND 816,000                ‐                                     816,000.00           453 WATER/SEWER ‐ 2004 BOND RESERVE 701,500                701,500.00           471 WATER RIGHTS 1,445,028            1,225.00                           1,443,803.47        477 WATER SEWER CONSTRUCTION 3,050,602            204,163.73                      2,846,438.47        485 PWTF WATER‐SEWER DEBT SERVICE 20,196                  20,195.94             490 SANITATION 2,086,852            411,720.83                      1,675,131.45        493 STORM WATER 1,030,165            45,517.22                         984,647.43           495 AIRPORT 78,623                  3,986.81                           74,636.21             498 AMBULANCE 963,308                111,572.75                      851,735.18           501 UNEMPLOYMENT COMPENSATION INSURANCE 74,630                  ‐                                     74,630.23             503 SELF‐INSURANCE 300,918                9,476.38                           291,441.35           517 CENTRAL SERVICES 969,504                136,518.54                      832,985.55           519 EQUIPMENT RENTAL 1,790,668            86,938.38                         1,703,729.57        528 BUILDING MAINTENANCE 2,216,911            147,860.20                      2,069,050.68        611 FIRE PENSION 413,834                ‐                                     413,833.62           623 DEPOSIT 1,533,695            1,488,804.32                   44,890.54             631 STATE 2,445                    92.75                                2,352.25                TOTAL 57,011,533.74$  4,686,336.01$                 52,325,197.73$   City of Moses Lake Tabulation of Claims Paid‐Summary by Fund Council Meeting Date‐ 09/26/2023 COML Council Packet 9-26-23, Page 15 of 141 Check Name Check Amount Check Date Invoice Description 264 Aflac 8,760.86 09/18/2023 Suplimental Deductions 265 Assn Of Wash Cities 432,992.27 03/31/2023 Insurance Premiums 266 Assn Of Wash Cities 434,071.88 05/07/2023 Insurance Premiums 267 Assn Of Wash Cities 426,741.18 06/01/2023 Insurance Premiums 268 Assn Of Wash Cities 437,113.35 07/11/2023 June Medical Deductions 269 Assn Of Wash Cities 445,747.80 08/08/2023 July Medical Deductions 270 ICMA‐Retiree Health Saving 1,289.49 05/16/2023 Tracey Law ‐ Sick RHS Transfer 271 ICMA‐Retiree Health Saving 29,913.24 06/13/2023 Williams RHS Cash Out Wire Transfer 272 ICMA‐Retiree Health Saving 6,542.53 07/13/2023 Tony Massa RHS Transfer 273 ICMA‐Retiree Health Saving 10,545.91 08/07/2023 James Garland RHS Transfer 274 Aflac 2,435.20 09/18/2023 August Deductions 275 FICA‐Medicare 158,351.17 01/10/2023 Payroll Taxes 276 FICA‐Medicare 174,255.08 01/23/2023 2302 Payroll Taxes 277 FICA‐Medicare 172,885.53 02/07/2023 Payroll Taxes 278 FICA‐Medicare 174,627.43 02/21/2023 Payroll Taxes 279 FICA‐Medicare 178,586.41 03/03/2023 2305 Payroll Taxes 280 FICA‐Medicare 196,813.45 03/17/2023 2306 Payroll Taxes 281 FICA‐Medicare 191,033.66 04/03/2023 2307 Payroll Taxes 162259 Pud Of Grant County 42,006.45 09/05/2023 Elec. Services July 23 162260 Shirtbuilders Inc 1,505.56 09/06/2023 Safety Gear 162261 Bransen Drilling LLC 9,129.57 09/06/2023 Sand Dunes Irrigation Retainage 162262 Robert Hornton 30.18 09/06/2023 ML Museum Presentation  162263 Washington State Treasurer 516.77 09/06/2023 State Remittance 162264 A & H Printers Inc 1,286.71 09/07/2023 Coed Volleyball Flyers 162265 Amazon Capital Services, Inc.8,655.81 09/07/2023 Operating Supplies and Equipment 162266 Bonnie Long 100.00 09/07/2023 Contract Stipend ‐ Gas 162267 Bound Tree Medical LLC 1,423.62 09/07/2023 Medical Supplies 162268 Bud Clary Ford LLC 121.95 09/07/2023 Run Door Glass 162269 Cascadia Law Group PLLC 1,225.00 09/07/2023 Water Rights Work 162270 Central Machinery Sales Inc 635.90 09/07/2023 Concrete Supply 162271 Columbia Glass LLC 544.30 09/07/2023 Door 162272 Consolidated Disposal Service 39,537.24 09/07/2023 Transfer Station 8.31.23 162273 Consolidated Electrical Distributors Inc 323.91 09/07/2023 Ballasts/Wire Connectors/Disconnects 162274 Copiers Northwest Inc 205.95 09/07/2023 Equipment Contract Fees 162275 Corporate Translation Services, LLC 68.68 09/07/2023 Translation Services August 23 162276 CSWW, Inc 24.36 09/07/2023 Maintenance Supplies 162277 D & L Supply Company Inc 1,929.52 09/07/2023 Misc. Supplies 162278 Devries Information Mgmt 57.50 09/07/2023 On Site Record Destruction 162279 Empire Well Drilling, LLC 20,948.84 09/07/2023 Wells 9,17,31,33 & Dunes Well Rehab 162280 Faber Industrial Supply 259.07 09/07/2023 Hand Lift 162281 Galls LLC 4,018.84 09/07/2023 Uniform Pieces ‐ SAFER 162282 General Fire Apparatus Inc 8,630.81 09/07/2023 Annual Inspection/Repairs 162283 Grainger Parts Operations 82.99 09/07/2023 Hinges 162284 Heartland Agriculture, LLC 252.88 09/07/2023 Hose 162285 Home Depot Pro (Supplyworks)1,426.50 09/07/2023 Custodial Supplies 162286 Ims Alliance 69.21 09/07/2023 Fire Accountability Tags 162287 Industrial Construction of Washington 64,111.69 09/07/2023 Sand Dunes WWTP Biofuser Rebuild 162288 Jerrys Auto Supply 105.22 09/07/2023 Spray Adhesive/Oil City of Moses Lake Checks Issued with Summary Description For September 26th, 2023 Council Meeting COML Council Packet 9-26-23, Page 16 of 141 162289 Jims Lock Service LLC 124.66 09/07/2023 Lever 162290 Kelley Connect 205.23 09/07/2023 Equipment Contract Fees 162291 Lad Irrigation Company Inc 2,435.96 09/07/2023 Irrigation Valve 162292 Lake Auto Parts 8.58 09/07/2023 Lamp  162293 LIFTNOW Automotive Equipment Corp.2,500.99 09/07/2023 Lift Inspections 162294 Matrix Sciences International Inc.2,021.00 09/07/2023 Sample Testing 162295 Moses Lake Steel Supply 64.40 09/07/2023 Steel/Bandsaw Blades 162296 Multi Agency Comm Center E911 49,958.61 09/07/2023 Dispatch Services 162297 Northland Cable Television, Inc 107.51 09/07/2023 Internet Backup August 23 162298 Northstar Chemical Inc 8,151.31 09/07/2023 Sodium Hypochlorite Well #7 162299 NYS Child Support Prosessing Center 184.61 09/07/2023 2318 Gilmartin Child Support 162300 Oxarc Inc 81.65 09/07/2023 Fire Extinguisher 162301 Pape Machinery 270.01 09/07/2023 Latch 162302 Pitney Bowes Inc 1,342.73 09/07/2023 Postage Machine Lease 162303 Protect Youth Sports 153.20 09/07/2023 Background Checks 162304 Racom Corporation 1,406.26 09/07/2023 Station Radio Repair 162305 Rexel USA 529.19 09/07/2023 Fuses 162306 Schindler Elevator Corp 401.08 09/07/2023 Elevator Maintenance 162307 Sherwin‐Williams 2,250.52 09/07/2023 Ahlers Park Paint 162308 SHI International, Inc 4,950.12 09/07/2023 Adobe Subscriptions 162309 Signs Now, LLC 380.74 09/07/2023 Round Logo Decals 162310 Skaug Brothers Carpet One 11,044.75 09/07/2023 Civic Center Park Bldg Carpet  162311 SoftResources, LLC 1,800.00 09/07/2023 Decision Support‐ 100% Complete 162312 Traffic Safety Supply Company 931.70 09/07/2023 Roll Up Sign 48" 162313 Ups Freight 32.40 09/07/2023 Weekly Service Fees 162314 Wa Cities Insurance Authority 2,787.38 09/07/2023 Large Deductible Program 162315 Washington State Patrol 92.75 09/07/2023 Background Checks 162316 Weinstein Beverage Company 750.86 09/07/2023 Restroom Supplies 162317 West Coast Fire & Rescue 975.60 09/07/2023 Tool Repair 162318 Hach Company 238.48 09/08/2023 Sample Bottles 162319 Juan Serrato 287.51 09/13/2023 Supplies Reimbursement 162320 Brian Jones 395.00 09/14/2023 ICAC Task Force Training 162321 Caitlin Carter 395.00 09/14/2023 ICAC Task Force Training 2023 162322 Edmund Guerrero 395.00 09/14/2023 ICAC Task Force Training 162323 Juan Serrato 395.00 09/14/2023 ICAC Task Force Training 162324 Brianna Schick 55.00 09/14/2023 Public Works Contracting Training 162325 Benjamin Schober 148.00 09/14/2023 ACCIS Fall Conference 2023 162326 James Richmond 148.00 09/14/2023 ACCIS Fall Conference 162327 Roland Alejo 630.00 09/14/2023 PTI Instructor Training 162328 Alexander Morton 208.00 09/14/2023 CDL Renewal Reimbursement 162329 Don Terrell 72.00 09/14/2023 Correct Reimbursement per Contract 162330 Doug Wraspir 54.00 09/14/2023 Correct Reimbursement per Contract 162331 Dustin Roth 72.00 09/14/2023 Correct Reimbursement per Contract 162332 Hank Cramer 476.80 09/14/2023 Performance and Mileage  162333 Joey Barkle 38.23 09/14/2023 Correct Reimbursement per Contract 162334 Justin Akerley 55.00 09/14/2023 Correct Reimbursement per Contract 162335 Manuel De La Torre 60.00 09/14/2023 Reimburse Test Fees 162336 Nigel McNeill 352.00 09/14/2023 Boot Reimbursement 162337 Sheryl McHargue 401.06 09/14/2023 22/23 Boots 162338 Sheryl McHargue 54.00 09/14/2023 Correct Reimbursement per Contract 162339 NPMA 700.00 09/14/2023 Scott Myers & Steve Miers Registration 162340 Dante Oberg 71.41 09/14/2023 Misc. Purchase Reimbursement 162341 Don Terrell 58.00 09/14/2023 Road & Street Maint. Conference 2023 162342 Adam Munro 158.00 09/14/2023 Canine Liability 360 COML Council Packet 9-26-23, Page 17 of 141 162343 Alex Morton 134.00 09/14/2023 Operator Pre Test Class 162344 Chase Pitt 294.00 09/14/2023 SWAT Basic Training 162345 Edmund Guerrero 294.00 09/14/2023 SWAT Basic Training 162346 Felix Rea 134.00 09/14/2023 Operator Pre Test 162347 Jose Perez 138.00 09/14/2023 Evidence Processing Training 162348 Jovita Cantu 147.00 09/14/2023 WSAPT Fall Conference 162349 Levi Giraud 294.00 09/14/2023 CI Involving Cellular Tech 162350 Roland Alejo 18.00 09/14/2023 BAC Refresher 162351 Rudy Valdez 18.00 09/14/2023 BAC Refresher 162352 Santiago Reyna 18.00 09/14/2023 Glock Armorers Course 162353 Manuel De La Torre 134.00 09/14/2023 Operator Pre Test 2023 162354 A & H Printers Inc 484.11 09/15/2023 Building Inspection Records 162355 AAA Readymix Inc 535.59 09/15/2023 Ecology Blocks 162356 Amazon Capital Services, Inc.7,837.74 09/15/2023 Amazon August 2023 Wastewater 162357 Badger Meters Inc 39,328.48 09/15/2023 Meter Parts 162358 Basin Septic Services Inc 679.10 09/15/2023 Water Jetter Service 162359 Bud Clary Ford LLC 146.34 09/15/2023 Bracket 162360 Cascade Fire Corporation Inc 1,139.38 09/15/2023 AUX Cooler 162361 Central Manufacturing Inc 760.04 09/15/2023 Asphalt Patches 162362 Columbia Basin Herald 318.11 09/15/2023 Cape at Interlake‐ NOA 162363 Copiers Northwest Inc 321.44 09/15/2023 Equipment Contract Fees 162364 CSWW, Inc 274.11 09/15/2023 Fire Supplies 162365 Databar Inc 2,110.31 09/15/2023 Utility Billing Invoices 162366 Faber Industrial Supply 1,133.81 09/15/2023 Marking Paint/Shop Towels 162367 Fehr & Peers 8,505.93 09/15/2023 Travel Demand Model Development 162368 Ferguson Enterprises Inc #3007 102.82 09/15/2023 Copper Tubes/Pipe Fittings 162369 General Fire Apparatus Inc 150.20 09/15/2023 CPI Switch 162370 Grainger Parts Operations 407.90 09/15/2023 Parallel Arm for Door 162371 Grant Co Solid Waste 78,613.38 09/15/2023 Landfill Dumping Fees 162372 Ground Works Three, LLC 9,625.00 09/15/2023 Rental @ Sleep Center 162373 Heartland Agriculture, LLC 8.25 09/15/2023 Measuring Pitcher 162374 Ibs Inc 729.35 09/15/2023 Misc. Supplies 162375 James McCullough 6,500.00 09/15/2023 W Virginia St Appraisal 162376 Jerrys Auto Supply 7,829.72 09/15/2023 Battery Return & Battery Purchase 162377 Keller Associates 62,040.62 09/15/2023 COF Pump Station Upgrade 162378 Kelley Connect 3,643.39 09/15/2023 Equipment Contract Fees 162379 Kottkamp & Yedinak, P.L.L.C.2,415.00 09/15/2023 Planning Pro Services 162380 Lakeside Disposal, Inc 25.67 09/15/2023 Recycling @ Fire August 23 162381 Lance, Soll & Lunghard, LLP 10,080.00 09/15/2023 Finance Pro Services 162382 Lowes 3,067.87 09/15/2023 August Statement 2023 162383 Martin Law LLP 6,689.00 09/15/2023 Wellfield Superfund Site 162384 Matrix Sciences International Inc.1,918.00 09/15/2023 Sample Testing 162385 Moses Lake Steel Supply 8.86 09/15/2023 1/2 HR Round 162386 Mountain States Pipe & Supply Co.29,521.72 09/15/2023 Meter Reader Tablet & Mount Kits 162387 North Central Laboratories 1,372.19 09/15/2023 Lab Supplies 162388 Northstar Chemical Inc 6,600.00 09/15/2023 Sodium Hypochlorite Well #7 162389 Oasis Auto Spa 1,258.40 09/15/2023 Car Washes August 2023 162390 Oreilly Auto Parts 27.19 09/15/2023 Coolant Hose 162391 Oxarc Inc 446.69 09/15/2023 CO2 Bulk 162392 Parker Corporate Services, Inc 21,113.63 09/15/2023 Security @ Sleep Center‐ August 162393 Pasco Tire Factory, INC 34.60 09/15/2023 Tire Disposal 162394 Perteet, Inc.25,331.42 09/15/2023 Moses Lake Admin Support. 162395 Pitney Bowes Inc 539.79 09/15/2023 Postage Machine Supplies 162396 Protect Youth Sports 557.25 09/15/2023 Background Checks COML Council Packet 9-26-23, Page 18 of 141 162397 Pud Of Grant County 109,136.31 09/15/2023 Wells Elec. Services 162398 Qcl Inc 963.00 09/15/2023 Audiogram Testing‐ Fire 162399 R&M Hansen, Inc 1,330.57 09/15/2023 Laundry @ Sleep Center August 23 162400 Redflex Traffic Systems Inc 36,185.03 09/15/2023 Redflex 162401 REM Enterprises Inc.2,372.00 09/15/2023 Beds ‐ Additional Bunks 162402 Rexel USA 52.01 09/15/2023 Light Bulbs 162403 RH2 Engineering Inc.17,734.10 09/15/2023 Water System Plan Update.  162404 SCJ Alliance 243.75 09/15/2023 On Call Planning Services 162405 Shirtbuilders Inc 1,535.16 09/15/2023 Day Camp Shirts 162406 Sirennet.Com 228.83 09/15/2023 Adapter Cables 162407 Smarsh Inc 189.36 09/15/2023 Professional Archive 162408 Target Solutions Learning 99.99 09/15/2023 Crew Scheduling Software 162409 Teleflex LLC 1,224.01 09/15/2023 Medical Supplies 162410 Traffic Safety Supply Company 6,944.10 09/15/2023 Flex Material Premark 162411 Transunion Risk & Alternative 173.00 09/15/2023 Investigations Costs 162412 Trojan Technologies 1,702.24 09/15/2023 Interface 162413 Turf Star Western 373.35 09/15/2023 Switch Disconnect 162414 Ups Freight 30.00 09/15/2023 Weekly Service Fees 162415 Usa Blue Book 111.53 09/15/2023 Plastic Tubing 162416 Verizon Wireless 12,643.62 09/15/2023 Cell Services August 2023 162417 Waytek Inc 86.85 09/15/2023 Switches/Cables/Connectors 162418 Ziggys 151.55 09/15/2023 Plastic Barrels 162419 Zoll Medical Corp 648.23 09/15/2023 Ambulance Supplies 162420 Jesus Martinez 56.00 09/15/2023 WFOA 2023 162421 Wendy Parks 56.00 09/15/2023 WFOA 2023 162422 Wheeler Excavation LLC 58,747.52 09/18/2023 Longview & Kinder Reconstruction 162423 Lakeside Disposal, Inc 293,659.74 09/18/2023 August 2023 Hauls 4,686,336.01$    COML Council Packet 9-26-23, Page 19 of 141 Council Staff Report Agenda Item Number: Department Proceeding Type Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested 12512 Administration Consent Agenda To: Mayor and City Council From Kevin Fuhr, Interim City Manager For Agenda of: 9/26/2023 Subject Photo Enforcement RCW Reference Ordinance Reviewed and Approved by: City Attorney Finance Human Resources Parks, Rec, & Cultural Services City Manager Community Development Fire Municipal Services Police Technology Services 0.00$0.00$0.00$ Staff recommends Council move to adopt the ordinance to add the photo enforcement fines references to RCW in the Municipal Code as presented. Packet Attachments (if any) Overview This is a housekeeping request by the Courts to cite the RCW for each photo enforcement citation in the Municipal Code. RCW 46.61.440 will be added for the speeding fine in MLMC 10.48.070(B) and RCW 46.61.050 red light fine in MLMC 10.48.070(A). Fiscal and Policy Implications N-A Options and Results Approve, Authorize, or Adopt: Motion to adopt ordinance as presented. Provide Amended Direction: Staff will bring back options for recommended changes. No Action Taken: The code will not be changed and the court may choose to dismiss citations. X COML Council Packet 9-26-23, Page 20 of 141 ORDINANCE 3035 AN ORDINANCE AMENDING MOSES LAKE MUNICIPAL CODE SECTION 10.48.070 FINES FOR PHOTO ENFORCEMENT Recital: 1. During the process to implement Municipal Court citations through the interlocal agreement with Grant County District Court, there has been a request to reference the statestatute in the local Code for fines related to photo enforcement citations. THE CITY COUNCIL OF THE CITY OF MOSES LAKE, WASHINGTON DO ORDAIN AS FOLLOWS: Section 1. Section 10.48.070 MLMC titled “Fines” is amended as follows: A.The fine, as listed in RCW46.61.050, for stoplight infractions committed pursuant to the provisions of this chapter shall be one hundred twenty-seven dollars ($127). B.The fine, as listed in RCW46.61.440, for school speed zone infractions committed pursuant to the provisions of this chapter shall be as follows: MPH Over Posted Speed Penalty Amount 1-10 $127 11-15 $147 16-20 $188 21-25 $239 26 or more $250 Section 2. Severability. If any section of this ordinance is found to be unconstitutional or invalid as written or as applied to any particular person or circumstances, no other section of the ordinance shall be deemed to be invalid, but rather, should be deemed to have COML Council Packet 9-26-23, Page 21 of 141 been enacted independently and without regard to the section affected. Section 3. Effective Date. This ordinance shall take effect and be in force five (5) days after its passage and publication of its summary as provided by law. Adopted by the City Council of the City of Moses Lake, WA and signed by its Mayor on September 26, 2023. ________________________________________ Don Myers, Mayor ATTEST: ________________________________ Debbie Burke, City Clerk APPROVED AS TO FORM: __________________________________ Katherine L. Kenison, City Attorney Martinez Swartz Myers Fancher Madewell Eck Skaug Vote: Date Published: October 2, 2023 Date Effective: October 7, 2023 COML Council Packet 9-26-23, Page 22 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Kevin Fuhr, Interim City Manager 12542 Madeline Prentice, Director Finance 9/26/2023 Consent Agenda Set 2024 Property Tax and Budget Public Hearings City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 0.00$0.00$0.00$ Staff recommends City Council set the dates for public hearings regarding the 2024 Budget and Property (Ad Valorem) Tax levy as presented. In accordance with Washington State law, it is necessary to schedule: · A public hearing to review Revenue Sources and Consideration of Legislation pertaining to Ad Valorem (Property) Tax to be levied for collection in 2024; and · Two public hearings on the 2024 Preliminary Budget. Staff requests that Council set the date of October 24, 2023, for the public hearing on the 2024 Property (Ad Valorem) Tax and the first public hearing on the 2024 Budget; and November 14, 2023 for the second public hearing on the 2024 Budget. The 2024 Preliminary Budget document will be posted on the City’s website on November 1, 2023. N-A Options and Results Notice of hearings will be published in local paper and on city's website. COML Council Packet 9-26-23, Page 23 of 141 Provide Amended Direction: No Action Taken: Staff will bring back options for recommended changes. Staff will bring back optional dates for setting the hearings. COML Council Packet 9-26-23, Page 24 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Provide Amended Direction: Mayor and City Council 12450 Kevin Fuhr, Interim City Manager Administration 9/26/2023 Consent Agenda Surplus of Real Property Resolution City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 0.00$0.00$0.00$ Adopt resolution to approve the surplus of residential and commercial property owned by the City. 4th St and Virginia St Property Surplus-2023.doc 30.5KB The City owns three commercial parcels on 4th St at Alder St that it no longer needs. The City also owns one residential property on Virginia St that it no longer needs. The properties on 4th St were purchased on January 11, 2012, and the property on Virginia St was purchased on October 25, 2001. I am requesting that the Council surplus the property so that the City can dispose of them in a reasonable manner. The disposal of the properties could bring added revenue to the City. Options and Results Approve the surplus so that the properties can be sold. Staff will bring back options for recommended changes. COML Council Packet 9-26-23, Page 25 of 141 No Action Taken: Take no action and continue to own the properties. COML Council Packet 9-26-23, Page 26 of 141 RESOLUTION NO. 3952 A RESOLUTION DECLARING CITY OWNED REAL PROPERTY AS SURPLUS AND AUTHORIZING ITS SALE Recitals: 1. The City of Moses Lake owns residentially and commercially zoned properties which it no longer requires and has identified as surplus. The properties were purchased by the City of Moses Lake on January 11, 2012, and October 25, 2001, respectively. 2. The properties are legally described as follows: • Tax parcel number 090068000, Lots 1 to 3 Block 18 & Por Vac Balsam & 4th St’s Neppel • Tax parcel number 090069000, Lot 4 Block 18 Neppel • Tax parcel number 090070000, Lot 5 & 6 Block 18 Neppel • Tax parcel number 110775000, Lots 26 & 27 Paxson Plat Resolved: 1. The City of Moses Lake, Washington, declares that the real properties listed above and owned by the City are surplus to its needs. 2. The real properties described above can be disposed of and sold in a commercially reasonable manner. Adopted by the City Council on September 26, 2023. _______________________________ Don Myers, Mayor ATTEST: __________________________________________ Debbie Burke, City Clerk COML Council Packet 9-26-23, Page 27 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Kevin Fuhr, Interim City Manager 12547 Kirsten Peterson, Director Community Development 9/26/2023 Consent Agenda Request to Build on Unplatted Property-CAD Homes, LLC. City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 0.00$0.00$0.00$ Consider adopting a Resolution allowing CAD Homes, LLC. to build on an unplatted parcel. Signed Letter 9.6.23.pdf 545.02KB FINAL Sydney Res Build on Unplatted (002).docx 16.06KB Sydney Plat.jpg 276.98KB Sydney Screenshot 2023-09-01 095517.jpg 255.86KB COML Council Packet 9-26-23, Page 28 of 141 Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Provide Amended Direction: No Action Taken: The Community Development Department has received a request from Sara Prather on behalf of CAD Homes, LLC. to build a single dwelling on unplatted property[1]. The property is located at the intersection of Madison St and Quintanilla Dr. The Assessor’s Parcel Number is 11-0176-000. The proponent is requesting to construct one single residential dwelling on the .27-acre parcel which is zoned R1 Single Family Residential. Per Moses Lake Municipal Code 16.02.040 a building permit cannot be issued on unplatted property unless the City Council finds that the public interest will not be adversely affected by the issuance of such a permit. All other criteria of land use and building permit requirements will still apply. The parcel is a remnant parcel from the Sydney Major Subdivision that the applicant developed in 2020. The applicant chose to exclude this area and not include it within the major subdivision because it would have put the development over the threshold that would require a second street access be improved to meet the fire safety standards. The Fire Marshal is requesting, should City Council approve the request, that the additional dwelling unit be required to install NFPA 13R. When property is subdivided it is subject to certain development requirements such as infrastructure improvements, dedication of open/park space, transferring water rights or paying a fee in lieu of water rights. Since this parcel was not included in the major subdivision it was not subject to the required fees. Should City Council grant the privilege to build on unplatted property, Community Development is recommending that the development fees be included in the decision. This is a one-time action. The applicant will not be allowed to proceed in same manner as conducted in 2020 by agreement. [1] Unplatted property is property that has not been subdivided in compliance with RCW 58.17. None Options and Results The applicant will be able to build on unplatted property. Staff will bring back options for recommended changes. The applicant will not be able to build on unplatted property. COML Council Packet 9-26-23, Page 29 of 141 COML Council Packet 9-26-23, Page 30 of 141 COML Council Packet 9-26-23, Page 31 of 141 RESOLUTION NO. 3953 A RESOLUTION ALLOWING CAD HOMES LLC TO BUILD ON UPLATTED PROPERTY Recitals: 1.Moses Lake Municipal Code 16.02.040 allows for the issuance of a building permit to a proponent who wishes to build on unplatted property after a resolution has been duly passed by the City Council. 2.Moses Lake City Council finds that that the public interest will not be adversely affected by the issuance of a building permit provided that water, sewer, street, sidewalk and curb improvements meeting City standards will be provided before occupancy. 3.CAD Homes, LLC. has requested City Council allow it to build on unplatted property it owns and described as follows: TX# 1189 LS N663.11' LS TX# 10450 & SYDNEY DEVELPMENT MP IN NENW 26 19 28 TX# 1189 BEGINNING AT THE NORTH QUARTER CORNER OF SECTION 26, TOWNSHIP 19, RANGE 28; THENCE 662.92 FEET NORTH 89°55'10" WEST ALONG THE NORTH LINE OF SAID SECTION 26 TO THE TRUE POINT OF BEGINNING; THENCE CONTINUING ON THE SAME COURSE A DISTANCE OF 177.73 FEET; THENCE 1327.23 FEET SOUTH 00°16'52" WEST; THENCE 76.51 FEET SOUTH 89°48'00" EAST; THENCE 100 FEET NORTH 00°20'03" EAST; THENCE, 100 FEET SOUTH 89°48'00" EAST; THENCE 1227.57 FEET NORTH 00°20'03" EAST TO THE TRUE POINT OF BEGINNING. ALSO A 1/4 INTEREST IN A TRACT DESCRIBED AS FOLLOWS: BEGINNING AT THE SAME POINT; THENCE NORTH 89°55'10" WEST, 662.92 FEET ALONG NORTH LINE; THENCE 1227.57 FEET SOUTH 00° 20'03" WEST TO THE TRUE POINT OF BEGINNING; THENCE ON SAME COURSE 100 FEET; THENCE NORTH 89°48'00" WEST, 100 FEET; THENCE NORTH 00°20'03" EAST, 100 FEET; THENCE SOUTH 89°48'00" EAST, 100 FEET TO THE TRUE POINT OF BEGINNING. Resolved: 1.The Moses Lake City Council grants the privilege to build on unplatted land to CAD Homes, LLC. allowing the construction of one single residential dwelling on its unplatted property, Assessor’s Parcel Number 11-017-6000, provided that all permits and construction plans are submitted and approved by the appropriate city departments. 2.The granting of this privilege shall not be extended to any CAD Homes, LLC requests with similar or near similar circumstances, nor will CAD Homes, LLC be allowed to request, by agreement, such request for any future action. COML Pkt 09-26-23, revised Page 32 of 141 3.The proponent shall obtain a building permit within six months of the date of this Resolution. 4.CAD Homes, LLC. shall pay a fee in lieu of water right, the equivalent of one Equivalent Residential Unit (ERU) as established by City Council Resolution, per Moses Lake Municipal Code 17.03.060.C. 5.The dwelling shall be equipped with NFPA 13R fire protection. ADOPTED by the City Council on September 26, 2023. ____________________________________ Don Myers, Mayor ATTEST: ___________________________________ Debbie Burke, City Clerk COML Pkt 09-26-23, revised Page 33 of 141 COML Council Packet 9-26-23, Page 34 of 141 COML Council Packet 9-26-23, Page 35 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Kevin Fuhr, Interim City Manager 12283 Richard Law Municipal Services 9/26/2023 Consent Agenda Resolution for Easement Abandonment-Relocation City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 0.00$0.00$0.00$ Staff recommends Council adopt resolution to abandon an existing city access easement and acceptance of a city access easement in a new location. 1_RJB EASEMENT Resolution REV1.doc 25.5KB 2_Easement Abandonment.pdf 168.11KB 3_EASEMENT-Relocation.pdf 239.34KB 4_Vicinity Map.docx 424.86KB 5_Site Map.docx 546.79KB In 2018, the city agreed to relocate an access easement from South Frontage Road to a former city waste site in easement document, AFN 1389132. A road was never developed within the easement, and the current property owner desires to build across the existing easement. The property owner has proposed to relocate the access easement to accommodate his plan to develop the property. City staff have reviewed the easement relocation proposal and is in support of this action. None Options and Results Adopt a Resolution accepting the relocation of a city access easement. COML Council Packet 9-26-23, Page 36 of 141 Provide Amended Direction: No Action Taken: Staff will bring back options for recommended changes. The existing access easement will remain in its current location. COML Council Packet 9-26-23, Page 37 of 141 RESOLUTION NO. 3954 A RESOLUTION TO ABANDON AND DEDICATE/RELOCATE AN ACCESS EASEMENT Recitals: 1. In 2018, The City of Moses Lake agreed to relocate an access easement from South Frontage Road to a former city waste site in easement document, AFN 1389132. 2. A road was never developed within the easement, and the current property owner desires to build across the existing easement. 3. The property owner has proposed to relocate the access easement to accommodate his plan to develop the property. Resolved: 1. The City of Moses Lake, Washington, declares that the access easement found in AFN 1389132 is hereby abandoned. 2. The City of Moses Lake, Washington, accepts for an access easement, a new location for access easement as proposed and depicted on the following attachments. Adopted by the City Council on September 26, 2023. _______________________________ Don Myers, Mayor ATTEST: __________________________________________ Debbie Burke, City Clerk COML Council Packet 9-26-23, Page 38 of 141 COML Council Packet 9-26-23, Page 39 of 141 COML Council Packet 9-26-23, Page 40 of 141 COML Council Packet 9-26-23, Page 41 of 141 COML Council Packet 9-26-23, Page 42 of 141 COML Council Packet 9-26-23, Page 43 of 141 COML Council Packet 9-26-23, Page 44 of 141 COML Council Packet 9-26-23, Page 45 of 141 COML Council Packet 9-26-23, Page 46 of 141 COML Council Packet 9-26-23, Page 47 of 141 Vicinity Map COML Council Packet 9-26-23, Page 48 of 141 Site Map COML Council Packet 9-26-23, Page 49 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Provide Amended Direction: Kevin Fuhr, Interim City Manager 12465 Richard Law Municipal Services 9/26/2023 Consent Agenda Accept Parkway Drive Municipal Easements City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 0.00$0.00$0.00$ Staff recommends Council adopt the resolution to accept the Parkway Drive easements as presented. Municipal Easement Parcel # 11 0312 010 9937 Parkway Dr.pdf 154.39KB Municipal Easement Parcel #11 0279 000 9930 Parkway Drive .pdf 186.08KB Resolution 9930 & 9937 Parkway Drive Cul de sac Municipal Easements.doc 26.5KB The City of Moses Lake recently constructed sidewalks to improve safety, access and aesthetics along multiple parcels in the Longview Tracts neighborhood as part of a recent road and utility project. Two properties on Parkway Drive lacked sufficient right of way to construct desired complete street improvements. City staff worked with property owners to obtain municipal easements and construct street frontage improvements, such as sidewalks. None Options and Results Adopt resolution accepting municipal easements. Staff will bring back options for recommended changes. COML Council Packet 9-26-23, Page 50 of 141 No Action Taken: City staff will await further instructions. COML Council Packet 9-26-23, Page 51 of 141 RESOLUTION NO. 3955 A RESOLUTION TO ACCEPT MUNICIPAL EASEMENTS Recitals: 1. Sidewalk installation along Parkway Drive was included as part of a recent road and utility project to upgrade water meters, increase safety and access in the Longview Tracts area. 2. City Staff worked with property owners along the North and South side of Parkway Drive cul-de-sac to obtain easements & construct complete street improvements. 3. The work has been completed and the municipal easements have been executed and are ready for acceptance by the City. 4. Resolution #238 provides that all grants of real estate, or any interest therein, to the City of Moses Lake, shall not be accepted until a resolution has been duly passed by the City Council. Resolved: 1. The City Council accepts the easements as described and depicted in Map Exhibits, attached hereto and incorporated herein for use as perpetual Municipal Easements (herein “easements”). 2. The Municipal Easements shall be duly recorded with the Grant County Auditor. Adopted by the City Council on September 26, 2023. _______________________________ Don Myers, Mayor ATTEST: __________________________________________ Debbie Burke, City Clerk COML Council Packet 9-26-23, Page 52 of 141 COML Council Packet 9-26-23, Page 53 of 141 COML Council Packet 9-26-23, Page 54 of 141 COML Council Packet 9-26-23, Page 55 of 141 COML Council Packet 9-26-23, Page 56 of 141 COML Council Packet 9-26-23, Page 57 of 141 COML Council Packet 9-26-23, Page 58 of 141 COML Council Packet 9-26-23, Page 59 of 141 COML Council Packet 9-26-23, Page 60 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Kevin Fuhr, Interim City Manager 12495 Brian Baltzell Municipal Services 9/26/2023 Consent Agenda 2020 Fuel Procurement Contract Amendment City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 485,000.00$485,000.00$485,000.00$ Authorize Amendment No. 1 to the 2020 Fuel Procurement Contract, with CHS, Inc., to be executed by the Interim City Manager. 00 519.2020.01 Ext Proposal.pdf 245.71KB On September 29, 2020 the 2020 Fuel Procurement Contract was awarded to CHS, Inc. The contract is for the purchase of fuel and diesel for City vehicles and equipment. CHS, Inc. offers two locations in Moses Lake, 1015 E. Broadway Avenue and 1719 W. Broadway Avenue. CHS, Inc. was the only bidder. The contract expires November 12, 2023. The city requested and received a proposal from CHS, Inc. for an extended term. Staff asks Council to allow the Interim City Manager to execute Amendment No. 1 to the 2020 Fuel Procurement Contract. Amendment No. 1 would extend the contract term through November 12, 2026 at the proposed rate of $0.32/gallon over OPIS Seattle plus applicable taxes and fees. The original contract was authorized for $0.15/gallon over OPIS fuel listed at Cenex Pasco plus applicable taxes and fees. Pasco was the OPIS reference city on the original proposal. The proposal for Amendment No. 1 is $0.32/gallon over OPIS fuel listed at Cenex Seattle plus applicable taxes and fees. Seattle is the OPIS reference city on the proposal for Amendment No. 1. Options and Results Staff will prepare Amendment No. 1 to be executed. City staff will be able to purchase fuel and diesel at $0.32/gallon over OPIS at Cenex Seattle plus applicable taxes and fees at 2 (two) Moses Lake locations. COML Council Packet 9-26-23, Page 61 of 141 Provide Amended Direction: No Action Taken: Staff will bring back options for recommended changes. City will not receive a discount on fuel and diesel and will pay market price. COML Council Packet 9-26-23, Page 62 of 141 2020 Fuel Procurement ExtensionContract No. 519.2020.01PROPOSALProposal Page 1 of 5TO: CITY OF MOSES LAKE DATE: _BIDDERS NAME: ^ \&^//\/CURRENT UBI NUMBER:.STATE EXCISE TAX REGISTRATION NUMBER: yb C/ ^Ar Zi?PHONE NO: f r Jy/Vr FAX:NO:BIDDER'S MAILING ADDRESS: y T "5 Oc-. c.The Undersigned certifies that he or she has read and thoroughly understands the Bidrequirements as outlined in the specifications for the 2020 Fuel Procurement Extension andhereby proposes to undertake and provide the products and services embraced in this Bid.Bidder provides information in Section A through F of this Proposal for evaluation by the City ofMoses Lake in determining the best value to the City for the 20^0 Fuel ProcurementExtension. Bidder certifies that all information provided in the proposal is accurate and isincluded with the contract if they are awarded the Bid.A. Bidder's Charge for Fuel; The undersigned agrees to furnish all fuels to the City of MosesLake subject to the conditions and requirements of this Bid.PRICE DETERMINATION: Bidders shall specify on Table A of the Proposal the Oil PriceInformation Service (OPIS) reference city that will be used. If awarded the contract, the City willpjQ^ Vendor the OPIS price for tiie OPIS reference city, that includes actual OPIS cost for allfuels, plus applicable taxes and fees, plus the *Ter Gallon Markup" for all fuels.TABLE A: Bidder's Charge for FuelITEMTYPE OF FUELUNITPER GALLON MARKUP1All FuelsGallons . 3Z2BIDDER'S OPIS REFERENCE CITY: 52020 Fuel Procurement Extension - Contract hlo. 519.2020.01COML Council Packet 9-26-23, Page 63 of 141 2020 Fuel Procurement ExtensionContract No. 519.2020.01Proposal Page 2 of 5B. Technical Specification Analysis:Bidder shall complete Table B: Technical Specification Analysis, by either checking "Yes" or**No" for each Item No. Failure by the Bidder to complete any item on Table B will be assumedin the City's evaluation to be checked "No".Table B: Technical Specification AnalysisItemNo.SpecificationMeetsSpecification?Yes No1Vendor shall have a local business office to resolve any service or billingissues that may arise.2Vendor shall provide fuel cards for all vehicles owned by the City of MosesLake, and will replace lost or damaged cards at no additional cost3All pump facilities provided to the City with this Bid shall be card operatedand fiilly operation^ each and every day, 24 hours a day./4The vendor shall provide computer-generated monthly reports to the City.The monthly reports shall provide the following information: date and time ofpurchase, total gallons and price, type of fuel, vehicle number, mileage, astatement with purchases listed by transaction, a statement for each cardnumber./5Fuel pumps and dispensing area shall be covered by a canopy or similarstructure to protect user from inclement weather./6Each dispensing site shall have adequate lighting to provide safe movementand operation of equipment/7Vendor shall clean accumulated snowfall as needed in driveway approachesand dispensing areas to provide convenient and safe access to all pumps./8Diesel fuel shall be available, pre-blended during winter months, to preventielling./9The billing cycle shall be monthly with bills received prior to the 10''' of eachmonth. Payment from the City will be approved at the second councilmeeting of each month for the previous mcmth./10Vendor shall meet all Federal, State, local, and City of Moses Lake FireDepartment requirements prior to contract award./11Vendor shall provide MSDS sheets for all products furnished to the City.312Vendor shall have not less than two separate facilities for refueling within theCity limits./2020 Fuel Procurement Extension - Contract No. 519.2020.01COML Council Packet 9-26-23, Page 64 of 141 2020 Fuel Proc^ement ExtensionContract No. 519.2020.01Proposal Page 3 of 5C. Fuel Dispensing Locations:If awarded the Bid, the Vendor will provide fi^el to the City at the locations listed by the Bidderat the following fuel dispensing facilities on Table C.Table C: Fuel DIspensine LocationsFacility NameAddress1.2. C a/"/'7/9 IV3.D. Fuel Products bv Location;If awarded the Bid, the Vendor will provide the following fuel products with the octane ratingslisted and at the locations as shown by the Bidder in Table D.Table D; Fuel Products bv LocationLocationFuel TypeOctane Rating1.2./ 7n1/^/3.The facilities listed above shall provide fuel 24 hours a day, each and every day of the year, unlessnoted in the Bidder's Exceptions to the Specifications in Table E.2020 Fuel Procurement Extension - Contract No. 519.2020.01COML Council Packet 9-26-23, Page 65 of 141 2020 Fuel Procurement ExtensionContract No. 519.2020.01Proposal Page 4 of 5E. BroDER*S EXCEPTIONS TO THE SPECIFICATIONS:The Bidder provides the following exceptions to the Specifications in Table E that will be usedby the City in evaluating the Bids.Table E: Bidder's Exceptioiis to the SpecificationsPageNo.Bidder's CommentsNote: Bidder may reproduce this page as necessary to comply with the Bid requirements.F. Attachments from Bidder:Bidder has listed the following pages in Table F and attached those listed documents for reviewby the City in consideration of this Bid.Table F: Attachments fi'om BidderNo.Description of Bidder's AttachmentsNumber of pages1.Sample Monthly Billing Statement302Sample Report345672020 Fuel Procurement Extension - Contract No. 519.2020.01COML Council Packet 9-26-23, Page 66 of 141 2020 Fuel Procurement ExtensionContract No. 519.2020.01Proposal Page 5 of 5The undersigned, under penalty of pegury under the laws of the State of Washington does herebycertify that;1. The above is a true and honest Bid.2. The undersigned has read and agrees to the provisions of the Non-CollusionDeclaration;3. The undersigned has read and agrees to the provisions of the Indemnification andWaiver Acknowledgment4. Except for companies with one governing person, proof of signing authority isrequired if awarded the Contract Proof of signing authority may include corporateresolution, corporation bylaws, or operating agreement that indicates signingauthority.Name of Firm: Cff ^"7^ £.S lPrintedName%^ ^SignatiiS^:'*^Title: Date:2020 Fuel Procurement Extension - Contract No. 519.2020.01COML Council Packet 9-26-23, Page 67 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Kevin Fuhr, Interim City Manager 12555 Brian Baltzell Municipal Services 9/26/2023 Consent Agenda Stormwater Comprehensive Plan Amendment City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 333,547.00$332,500.00$1,047.00$ Staff recommends the City Council move to approve the Contract Amendment for the Stormwater Comprehensive Plan. NB Engineering First Amendment 7.5.23.pdf 11.76KB Exhibit B Evergreen Storm H20.pdf 387.65KB Dept of Commerce_Moses Lake Phase I Completion Letter.pdf 263.95KB GMA Non Comp Final List letter for WQC-2024-MoLaMS- 00019_Part4.pdf 288.3KB COML Council Packet 9-26-23, Page 68 of 141 Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Provide Amended Direction: No Action Taken: Evergreen Storm H20 was contracted October 22 , 2022, to develop a comprehensive stormwater plan and rate study. This study will support and ensure the City has adequate funding to maintain compliance with regulatory requirements and provide a proactive plan for expanding the City’s stormwater system to keep pace with growth while maintaining functionality of the existing assets. The contract included Task 5, which was intended for Evergreen Storm H20 to prepare a grant application to fund portions of Task 4 Capital Improvement Project identification, Task 5 rate study, a portion of Task 6 which is the completion of Chapter 6 of the Comprehensive Plan and Task 8 which is the Communication Portion of the Plan. On June 22 , 2023, the City was awarded a grant in the amount of $332,500 to fund Task 4,5,6, and 8. Now that the grant has been awarded, the contract needs to be amended to allow the additional scope of work items to be added to the original contract to complete tasks 4, 5, 6, and 8. The City was made aware of a Growth Management Act (GMA) compliance issue that the Planning Division is quickly working to resolve. This compliance issue will not allow the grant agreement to be signed until the City is fully compliant with the GMA. Brad Mitchell and Kirsten Peterson met with Washington Department of Ecology grant managers to seek an extension for grant agreement signatures. This extension will require the City to be GMA compliant before Ecology will fund the $332,500. The Planning Division is working towards a February compliance date, provided City Council approves the code update. nd nd The Amendment will be funded by a $332,500 Grant, the contract amount is $333,547. This will require $1,047 of unbudgeted funds to be used for the completion. Options and Results Evergreen Storm H20 will begin working on the Rate Study, Capital Improvement Project Identification, and completion of Chapter 6 of the Comprehensive Plan. N/A The comprehensive plan will not be completed and will remain unfinished. The updated rate structure will also be incomplete. COML Council Packet 9-26-23, Page 69 of 141 FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN THE CITY OF MOSES LAKE, WASHINGTON AND NB ENGINEERING, LLC Preamble. This is the First Amendment to the Professional Services Agreement (Agreement) effective October 25, 2022, by and between NB Engineering, LLC, a Washington limited liability company (Consultant), and the City of Moses Lake, a municipal corporation (City), and this amendment is effective September 26, 2023. The City and the Consultant met in March of 2023 to discuss the results of the award for WQC- 2024-MOLAMS-0019. This grant application ranked 79 of 140 applicants and on July 1, 2023 the city was notified of award. The original contract and scope of work included Task 5 and was for the consultant to prepare a draft application and apply for the Water Quality Grant to fund portions of Tasks 4,5,6 and 8 of the comprehensive plan. I. Amendments. Scope of Work: A. Attachment B to the Agreement is amended as set forth in the attached Attachment B. Consultants Payment: B. Attachment B to the Agreement is amended as set forth in the attached Attachment B for professional services for the City of Moses Lake Stormwater Comprehensive Plan not to exceed $333,547.00. II. All other terms and conditions of that October 25, 2022, Professional Services Agreement remain unchanged. IN WITNESS WHEREOF, NB Engineering, LLC and the City of Moses Lake have hereunto set their hands and seals this _______ day of _____________, 2023. CITY OF MOSES LAKE, WASHINGTON NB ENGINEERING, LLC __________________________ __________________________ Kevin Fuhr Aimee Navickis-Brasch, PHD, PE Interim City Manager Principal & Owner COML Council Packet 9-26-23, Page 70 of 141 Project: Comprehensive Stormwater Plan Client: City of Moses Lake Consultant: Evergreen StormH2O Contract No.: 22018 Moses Lake Civic Center · 401 S. Balsam Street · P.O. Drawer 1579 · Moses Lake, WA 98837 www.cityofml.com · 509-764-3701 Attachment B BACKGROUND AND PURPOSE In 2007 the City of Moses Lake (City) qualified for an Eastern Washington (EWA) Phase II combined National Pollutant Discharge Elimination System (NPDES) and State Waste Discharge General Permit for Discharges from Small Municipal Separate Storm Sewers (MS4s) [MS4 Permit]. Since the first MS4 Permit issuance, the City has experienced considerable economic growth particularly with industrial and residential development resulting in many areas transitioning from farmland. The primary goal of this project is to develop a comprehensive stormwater plan and rate study that supports and will fund the City in maintaining compliance with regulatory requirements and a proactive plan for expanding their stormwater system to keep pace with growth while maintaining the functionality of their existing assets. These project goals will be achieved by completing the following. • Review existing city information and regulatory requirements (Tasks 2 & 3) to develop an actionable comprehensive stormwater plan that the City can utilize. • Evaluate and recommend city resource needs and improvements to support compliance and utility operation by performing a gap analysis that considers current and anticipated MS4 Permit requirements, UIC Program Rule (UIC Rule), and level of service (LOS) goals for unregulated stormwater elements (Task 2). • Evaluate and recommend improvements in the stormwater collection system based on conveyance goals, policies, and anticipated growth (Task 3 & 4). • Develop and implement a well-defined system for prioritizing Capital Improvement Plan (CIP) projects that includes preliminary engineering and planning-level cost estimates (Task 4). • Conduct a rate study of the stormwater utility fees and evaluate rate structure options that equitably allocates costs among ratepayers and streamlines calculating rates (Task 5). • Communicate comprehensive plan and rate change impacts to City Council, stakeholders, and the public (Task 6 and Task 8). • Develop the City of Moses Lake’s Operations and Maintenance (O&M) Stormwater Manual that is compliant with S5.B6.a by December 31, 2022 (Task 7). COML Council Packet 9-26-23, Page 71 of 141 Page 2 of 15 Note: The work described in this document will be completed in two phases with Phase 1 funded by the City and Phase 2 funded by an Ecology Water Quality Grant that was submitted to Ecology on October 11, 2022. The fee is broken down by phases in Table 2 and the project schedule shown in Figure 1 indicates when each phase will occur. COML Council Packet 9-26-23, Page 72 of 141 Page 3 of 15 Task 4 Develop CIP Budget This task focuses on developing a CIP project budget which includes conducting hydraulics and hydrology (H&H) modeling to identify problem areas, conducting a receiving water assessment to identify locations where water quality retrofits are most needed, developing conceptual CIP project designs, as well as conceptual-level opinion of probable costs for CIP projects and asset management replacement/repairs. In addition, a rubric will be developed for prioritizing CIP projects, which will be created with input from the City to identify the highest priority CIP projects to address as part of their stormwater infrastructure improvements. Task 4a Hydraulics and Hydrology Modeling This subtask focuses on H&H modeling to evaluate the capacity of the city’s stormwater conveyance system, reviewing drainage compliant records, and developing a list of potential projects that advance to conceptual design as part of Task 4c. Consultant Services • Develop CIP Project List o Develop a List of Drainage Areas of Concern ▪ Collect and review the City-wide inventory of drainage complaints. This information combined with notes from the maintenance interviews will be organized into groups by location and then drainage issues at each location. Drainage areas of concern that appear likely to warrant a CIP project for addressing the concern will be identified. These will include areas that cannot be addressed by the City’s standard operations and maintenance program. ▪ Field Inspections will be conducted with City personnel to locations with drainage areas of concern. The purpose of these visits is to confirm field conditions at locations where CIP projects may be needed. Field inspection locations will be selected by the City and/or recommended by the Consultant based on the modeling results or notes of known drainage issues. Up to 16 hours are budgeted for two staff members to conduct site visits to confirm and document locations of stormwater assets. o Develop Synthesized List of Drainage Areas of Concern along with the stormwater conveyance systems or facilities that need to be upgraded or replaced (H&H modeling results). The table will include a summary of the following information: ▪ Issue Summary: The location, date(s) and frequency of occurrence, prior mitigation attempts, and the source of the information (drain issues), and type of stormwater feature (i.e., culvert, drywell, BMP, catch basin, etc.) ▪ Recommended CIP Design: a concept design alternative will be identified and summarized. A plan will be developed for planning-level evaluation of each alternative using the information available. The plan will include a general approach for modeling if needed or a qualitative approach if modeling is not needed. o During a monthly check-in meeting with the City, the Consultant will review and confirm the areas of concern identified. o Develop one 11x17 City-wide map that identifies all drainage areas of concern. o The consultant will meet with the City to review the synthesized and determine which projects should advance to CIP development. Client Responsibilities COML Council Packet 9-26-23, Page 73 of 141 Page 4 of 15 • Provide input on CIP project list. • Review and provide feedback on draft deliverables within the agreed-upon schedule. • Provide GIS data and record drawings needed for the model development. Assumptions • Field inspection work will occur at the same time as the Task 3 site visits. • Draft materials will be posted on a SharePoint site for the City to review. • The budget assumes one round of comments from the City on draft deliverables which the Consultant Team will incorporate into the final documents. Deliverables • Drainage areas of concern list (Excel and Word) • Draft and Final Table of CIP Projects (Excel and Word) Task 4b Receiving Water Assessment and Prioritization This task will focus on conducting a receiving water assessment and prioritization following the Ecology Stormwater Management Action Planning (SMAP) Guidance document. This information will be used to assist with prioritizing Task 4c CIP projects and will also prepare the city to meet anticipated MS4 Permit SMAP requirements. • Data Collection o Collect, review, and inventory data needed to conduct a receiving water assessment and prioritization. This includes data evaluation (for inclusion in the assessment) and data management as well as using basic statistics to analyze data sets. o Develop an inventory of the data collected that indicates the source of the data along with how the data was used as part of this task. o Data anticipated to be collected as part of this work is summarized in Attachment A. • MS4 Basin Delineation o Basin delineations will be developed to the City’s receiving waters in GIS using topographical data, record drawings, GIS data, field verification, etc. Receiving waters will be identified and the total basin size and portion of each basin within city limits will be calculated. o Existing sub-basins delineated to the City’s stormwater facilities and conveyance system as part of the Moses Lake Stormwater Model Development Technical Memorandum dated May 4, 2020, will be converted to GIS. o Develop maps showing the watershed, subbasins, and basin areas contributing to the MS4 with receiving waters identified. Total basin area and portion of each basin within city limits will be presented in a table. • Receiving Water Assessment o A desktop analysis using GIS and existing publicly available data sets will be performed to define the baseline conditions in the receiving waters and contributing areas. o A method will be defined and implemented to determine the relative influence of the MS4 and land use patterns on each receiving water. o Receiving waters that are most likely to benefit from stormwater management planning will be identified and high-level management goals determined. o The result will be a watershed inventory table that can be used to prioritize receiving waters. COML Council Packet 9-26-23, Page 74 of 141 Page 5 of 15 • Receiving Water Prioritization o The outcome will be a prioritized list of sub-basins based on community values and context-based criteria. Priority sub-basins will be selected for developing CIP Projects and to assess future planning efforts through the following steps: 1. Identify community values, objectives, and critical factors for watershed prioritization 2. Develop criteria that reflect community values. For applicable water quality drivers, established surface water quality standards will be used. When quantitative/measurable criteria are not applicable, a qualitative criterion will be established 3. Develop Weighting Factors that will reflect decision-makers’ and community preferences, informed by the City 4. Assign ranking and score using spatial data, surface water characterization, habitat data, criteria, and weighting. The result of this work will be a color-coded map identifying areas by the assigned ranking. Client Responsibilities • Provide the Consultant with the data/information owned by the City that is available to complete this work. See Attachment A. • Provide input on the criteria for prioritizing receiving waters and evaluating the project performance. Assumptions • Up to 12 maps will be developed in GIS. GIS standards/styles for mapping and formatting will follow the Consultants standards. • The Consultant will provide the City with an electronic copy of the GIS work completed and the City is responsible for uploading the data to their database. • The Consultant is responsible for field verification. Any travel needed for this work will be addressed as described in subtask 4c. Deliverables • Inventory of Data Collected • Watershed Basin Delineations • Watershed Inventory Table and Receiving Water Assessment Map • Receiving Water Prioritization Rubric and Map Task 4c Develop CIP Plan This task focuses on developing a CIP for areas needing improvements. Twelve planning-level CIP projects will be developed for addressing water quality improvements and compiled into a CIP including a prioritized list of projects, conceptual designs, and a conceptual-level opinion of probable cost. This information will be used to develop the estimated revenue needed and subsequent rates as part of Task 4. • Identify CIP Projects The subtask 4a list of potential CIP projects developed at locations where improvements are needed will be compared to the priority sub-basins identified as part of the subtask 4b work to identify up to 12 potential CIP projects. Projects in higher priority sub-basins and those that maximize water quality benefit will be given priority. COML Council Packet 9-26-23, Page 75 of 141 Page 6 of 15 • Develop Preliminary Designs & Estimate CIP Project Costs Preliminary designs will be developed for projects identified as part of Subtask 4b. This is expected to include: o Conduct an alternatives analysis to select the preferred option for each location. o For each alternative selected (from the alternatives assessment) a preliminary design will be developed this will include modeling using the H&H model developed as part of subtask 4a to size stormwater treatment BMPs. BMP sizing will follow the Ecology Stormwater Management Manual for Eastern Washington (SWMMEW). o For each selected alternative, develop a summary about the design on a two-page fact sheet. The fact sheet is anticipated to include: summary of the and problem and proposed design, sketches of the design, estimated design/construction costs, and anticipated schedule for design and construction. o Site visit to each of the CIP project sites. This will include up to 48 hours for two Consultant team staff to visit each site, take photos, and assess existing site conditions and proposed CIP project design concepts, as well as expenses for travel, including travel time, mileage, and meal and lodging accommodations. o Construction quantities and conceptual-level cost estimates will be produced for each project. This work will be performed using available historical project costs from the City or local municipalities, WSDOT Unit Bid Analysis tools, and vendor research, as needed. • Develop Prioritization Rubric and Prioritize CIP Projects o Develop a rubric, with input from the City, to prioritize water quality improvement projects. Criteria for evaluating the projects will be objective, quantitative, and are anticipated to be informed by the evaluation criteria developed in subtask 4b. The criteria may also include Construction cost, 20-year maintenance cost, Risk of continued drainage issues, Public benefit, Compliance with stormwater requirements, Planning-level pre-design requirements, Environmental Justice, Opportunity for future grant funding. o Develop and implement, with input from the City, a weighted criteria to identify projects that are of greater importance, have a higher funding potential, or maximize multiple benefits to develop final prioritized CIP list. o Meet with the City during a project check-in meeting to review the prioritization results and update the project rankings based on input from the City. Client Responsibilities • Provide input on the selection/prioritization of alternatives for the CIP • Participate in site visit of high priority projects • Review and provide comments on GIS maps and CIP concept summaries within the agreed upon schedule. Assumptions • The Consultant will perform the services described up to the amounts included in the attached Fee Estimate. If additional effort is needed, that extra work will be mutually determined by the City and the Consultant. Deliverables • List of Projects • 12 CIP Fact Sheets • Prioritized CIP Project List COML Council Packet 9-26-23, Page 76 of 141 Page 7 of 15 Task 5 Rate Study This task will be performed by FCS GROUP. The task focuses on conducting a rate study to determine the revenue needed to support the stormwater utility and meet existing and anticipated regulatory requirements. An innovative and effective rate study will generate a pricing structure and financial plan that satisfies the long-term obligations of the utility and will target an equitable cost recovery solution from customers while conforming to legal constraints, regulatory requirements, agency policies, and community values. The rate components included as part of this rate study proposal center on the following components, each of which are applicable to the City. • Modeling Toolset − Provides the framework for the rate study offering the City a “nimble” and dynamic model that can evaluate the impact of changes to key inputs and/or variables and inform decision making. • Revenue Requirement Analysis – Establishes near and long-term revenue needs to ensure that rates can fully recover the operating, maintenance, administration and capital needs for a self-supporting system. • Cost-of-Service Analysis − Evaluates whether customers are paying for their proportionate use of the systems by establishing an equitable basis for assigning “cost shares” that are in line with their use of the system. • Rate Design Analysis − Designs a rate structure that collects target revenue levels. Consultant Services We understand that the stormwater system will have distinct needs, initiatives, and influences which will inform the long-range financial requirements and rate resources necessary. FCS GROUP understands that every public agency faces its own unique challenges. One of the keys to our success and reputation is our ability to listen to our clients and produce customized study results that can be easily implemented and understood by everyone. While we follow proven methodologies, we recognize and respect that a successful solution for a common problem will inevitably look different depending on the needs and values of each individual agency—we are continually engineering innovative solutions tailored to the specific needs of each client. The following tasks are proposed as part of the rate study effort. • Project Initiation Meeting A project initiation meeting will be scheduled at the commencement of the project with the consultant team and City project team. This meeting will establish the goals and objectives of the overall project and focus the efforts of the project team. The items covered at the meeting include review of the scope of work, identify project objectives, expectations and deliverables, outline the project schedule and key milestone review points and discuss appropriate lines of communication. This meeting is proposed as remote using the application of the City’s choice. • Data Collection Provide a data needs list at project initiation encompassing, revenue, expenses, fiscal policies, capital plans, facility plans, and available customer account and parcel data. The data will be reviewed, analyzed and validated for inclusion in the study process. COML Council Packet 9-26-23, Page 77 of 141 Page 8 of 15 • Rate Model Toolset The rate model forms the framework and foundation of the rate study analysis. As a project deliverable, this study will provide the City with a financial model capable of running sensitivity analysis based upon alternative scenarios for staffing and/or other operating expenses, capital prioritization and level of service scenarios. FCS will work closely with the City project team to establish the rate model framework and parameters that will meet the City’s financial planning requirements. The objective of this toolset is to offer transparency, functionality, and flexibility and enable the City to provide robust, data-driven scenarios for executive and policy level decision-making. • Customer Statistics Validation A detailed customer billing statistics validation will be completed for the stormwater utility. Individual customer data including; number of accounts billed units and square footage or square footage billing tier will be evaluated and validated against actual revenue collections. This revenue reconciliation will identify anomalies to be corrected prior to developing future rate structure alternatives. Validation of the customer statistics data set is critical to the rate study as it establishes the foundation for expected current revenue and rate structure redesign. • Revenue Requirement Financial Plan o Develop a multi-year financial plan for the stormwater utility that identifies the revenue required for a self-supporting utility – operating, maintenance, administrative, capital, regulatory requirements, program staffing and financial policies. This task is based on existing operations and informed by information developed as part of the Stormwater Comprehensive Plan. o A key part of this task is development of a level of service matrix to capture both existing system operations, and resolving issues and deficiencies identified in the SCP. The project team and City will define service levels for consideration and group the utility activities and CIP projects by program area and level. Often these service levels include current, regulatory compliance, proactive and comprehensive. The cost and rate impact of achieving each service level will be developed and shared in a service level matrix format. o The results of the revenue requirement analysis will be the recommended annual rate strategy needed to meet the obligations of the utility. • Cost of Service The cost of service analysis is intended to provide the analytical basis for equitably recovering the forecasted revenue requirement from classes of customers according to their use of the system. The analysis typically involves a two-step process. First, capital and operating costs are allocated to functional categories such as base and use (water quantity). Second, based on customer class characteristics for the commercial, industrial, institutional, and residential ratepayers derived from utility billing system data (such as number of customers, chargeable area, customers that provide on-site mitigation measures, etc.), distribute the functionally allocated costs to customer classes. Allocated costs are then compared to current revenue contribution, by customer class, to determine if each class is paying its proportional cost of service. • Rate Design o Rate design considers both the level (amount of revenue that must be generated) and structure (how the revenue will be collected, or bill assessed). This task will begin with an issue paper This paper will include an evaluation of the City’s existing rate structure versus other alternatives for City consideration. Each rate structure option will discuss pros/cons and address how each alternative ranks against revenue stability, understandability, data needs, implementation and billing system COML Council Packet 9-26-23, Page 78 of 141 Page 9 of 15 capabilities. The rate impacts will be evaluated consider the existing rate structure by applying rate needs “across the board” increasing all customer rates and rate categories/tiers equally. The rate impacts will then be evaluated using the City selected preferred alternative from the issue paper. o FCS GROUP will work with City staff to develop a work plan for City staff to use in the compilation of needed customer data for the designated rate structure. The study budget assumes that the City will conduct any measurements or detailed estimation tasks, with FCS GROUP guidance - GIS data, tax assessor data or another source to develop the required information needed to support the new stormwater rate structure calculation. Measured impervious area for all developed, non-single family parcels will be needed. FCS GROUP will then analyze the customer data for use in the rate design work. o Monthly bill impacts will be calculated for the rate structure alternative developed. In addition, comparative survey will be performed with up to five (5) neighboring jurisdictions. Client Responsibilities • Attend the rate study kick-off meeting and identify/invite all City staff who need to attend this meeting. • Provide the Consultant with comments on meeting documents on a mutually agreed upon date prior to the meeting. • Provide available data needed to complete the work in this task. • Review and provide comments on draft deliverables within the agreed upon schedule. Assumptions • The kick-off meeting will be held via webinar such as Teams. Deliverables • Kick off Meeting Agenda & Minutes • List of Rate Study Data Collected • Rate Model (Excel File) • Validation Process Summary • Revenue Requirement Financial Plan Matrix • Cost of Service Analysis Results5.1 Issue paper on rate design options • Customer data work plan • Rates Calculated • Customer bill impacts • Recommended Rate Structure Strategy Task 6 Develop Written Comprehensive Stormwater Plan This task includes developing a written comprehensive stormwater plan that summarizes the process for completing the project tasks, key findings, recommendations, and an execution plan with next steps for implementing the recommendations for the City’s Stormwater Utility. The content will include information about the reason for rate increases and how the Stormwater Utility benefits the public. Consultant Services COML Council Packet 9-26-23, Page 79 of 141 Page 10 of 15 • Develop Comprehensive Stormwater Plan Develop a draft and final comprehensive plan that includes the chapters and content described in Table 1. The work for this task is broken down into two parts as noted in subtasks 6a and 6b. Table 1: Summary of Stormwater Comprehensive Plan Chapters Chapter Title & Purpose Task 6a (Phase 1) Task 6b (Phase II) Comprehensive Plan Outline - Develop an outline of the report contents in coordination with the City to support the document being useful after the project is complete. ✓ ✓ Fact Sheet - Provide an overview of the study, key outcomes, plans for future work, and overview of the comprehensive plan contents. The fact sheet is a stand-alone document that will replace an executive summary. ✓ Chapter 1. Introduction and Planning Criteria - Provide background information on the comprehensive plan, an overview of goals, and outline how goals will be achieved. ✓ ✓ Chapter 2. Regulatory Requirements, Policies, and Procedures - Provide a summary of all federal, state, and local requirements as well as local policies and procedures that may impact the Stormwater Utility along with how this information impacts the utility and, if appliable, how they were used in the comprehensive plan. ✓ Chapter 3. Stormwater Utility Program and Goals - Provide an overview of the City’s existing Stormwater Utility including an organizational chart of stormwater staff, summary of all stormwater elements that make up the utility, description of the City’s approach to stormwater management, and identification of the respective LOS goals. ✓ Chapter 4. Gap Analysis and Resource Needs - Summarize the approach and results of the gap analysis along with recommendations for improvements and resources needed to comply with regulatory requirements and LOS goals. ✓ Chapter 5. Stormwater System - Provide a high-level description of the City’s existing stormwater system including conveyance systems and stormwater facilities. The chapter will describe drainage areas of concern that were identified, solution alternatives, and potential for addressing drainage problems as part of a small works, CIP, UIC retrofit, or standalone stormwater improvement projects. This chapter information about H&H modeling conducted. ✓ COML Council Packet 9-26-23, Page 80 of 141 Page 11 of 15 Chapter Title & Purpose Task 6a (Phase 1) Task 6b (Phase II) Chapter 6. Receiving Water Assessment & Prioritization - Provides an overview of the receiving water and contributing area conditions, prioritization process, and high-priority basin(s) selection. ✓ Chapter 7. Capital Improvement Plan - Provides a description of the CIP projects including H&H modeling conducted to develop conceptual designs, a prioritized CIP list and justification for the prioritization, and conceptual designs and cost estimate fact sheets ✓ Chapter 8. Financing and Rates – Provides an overview the work completed for the rate study and rate structure evaluation including data collection, developing a policy framework, determining revenue for each LOS goal, and recommendations for the updated stormwater utility fee rates and structure. ✓ Chapter 9. Execution Plan and Next Steps - Describe the implementation plan for all actions identified in the comprehensive plan including implementation of new stormwater fee rates, and schedule for constructing CIP projects and implementing other work identified during this study. This chapter will also include recommendations for projects that are potential candidates for grant awards. ✓ ✓ Appendix - SEPA Checklist – A State Environmental Policy Act (SEPA) checklist will be completed and provided if determined necessary by Ecology for the basin characterization and prioritization efforts. ✓ Client Responsibilities • Review and provide feedback on draft deliverables withing the agreed-upon schedule. • Use the track changes and comment options in Word to provide consolidated comments and suggested revisions in a single document. Assumptions • The budget assumes each chapter is an average of 10 pages each with backup information included in the appendix if applicable. • The Consultant Team will use the comment option to respond to all comments or revisions in Word provided by the City and address recommended changes using the track changes option. • The revised chapters will be posted on SharePoint (with track changes turned on and comment responses) back to the City for the official record of how the comments COML Council Packet 9-26-23, Page 81 of 141 Page 12 of 15 were addressed. In addition, the Consultant Team will also email a clean copy of the chapter to the City. • The budget assumes one round of comments from the City on draft deliverables which the Consultant Team will incorporate into the final documents. • Deliverables completed during this project will be incorporated into the comprehensive plan. Task 6b Develop Written Comprehensive Stormwater Plan Deliverables • Draft and Final Comprehensive Stormwater Plan Outline (additional draft work to add in grant items) • Draft and Final Fact Sheet • Draft and Final Chapter 1 (additional draft work to add in grant items) • Draft and Final Chapter 6 • Draft and Final Chapter 7 • Draft and Final Chapter • Draft Chapter 9 (additional draft work to add in grant items) • Draft and Final SEPA Checklist Task 8 Grant Project Communication & Coordination This task includes work needed to support the portion of the work funded by an Ecology Grant including developing the grant application as well as communication and coordination work. This is expected to include: developing the grant application, consultant project management, public outreach and meeting about the stormwater rate increases, and presentations to City Council requesting they adopt the new rate changes and CIP Plan. 8b. Communication and Coordination This subtask focuses on the Phase 2 Consultant Project Management as well as the project coordination and communication work, Consultant Services • Grant Project Management o Project Schedule and Status Reports – The project schedule included in Figure 1 will be updated to reflect dates when the Ecology Grant is executed and updated monthly as needed. The project manager will track the percent of work completed to compare to the budget and make informed decisions about the schedule and staffing needed to complete the remaining work. This will include developing twelve (12) monthly status reports and invoices which will be used to develop the Ecology GRant quarterly status reports. Time for setting up the project contract and managing the project SharePoint site are also included in this task. The SharePoint site will be used to transfer and share project files between the City and Consultant Team. o Meetings - It will be important to interact frequently with the project team throughout the project, to ensure that the findings and recommendations reflect approaches that are understood by impacted COML Council Packet 9-26-23, Page 82 of 141 Page 13 of 15 parties and can be implemented within the City’s administrative practices. Up to twelve (12) monthly check-in meetings will be held with the Consultant project team and City staff. In addition, up to four (4) check-in meetings with Ecology will also be scheduled to collect their feedback on deliverables and ensure that the work being conducted meets Ecology grant requirements. Time for the Consultant project manager to coordinate with the project team is also included. • Public Outreach & Meetings o Online Materials will be developed that summarize the receiving water assessment and prioritization, proposed CIP projects, other benefits provided by the Stormwater utility, and proposed rate increases. This will include developing a survey for public comment. Follow up work includes consolidating public comments into a table format and developing draft responses to the comments. This information will be used to finalize the CIP project prioritization list (Subtask 4c) and determine the level of service and subsequent rate increases. o Fact Sheet will be developed to handout at the public meeting. The fact sheet will include key findings, updated rates, information about the project and the project status, the implementation timeline for the new stormwater, and an aerial map with the proposed study area and the benefits of the rate increase to the public. o A Public Meeting with the public to inform and obtain feedback about the receiving water assessment and prioritization, proposed CIP projects, and updates. o Two (2) City Council Workshops will be held onsite with the City Council as part of the process of seeking their adoption of the CIP project list and rate changes. This will include updating the City Council about the project status and obtaining their feedback on the proposed changes to the stormwater fee rates as well as the proposed CIP Projects. A power point presentation will be developed for each workshop. Client Responsibilities • Attend all meetings and workshops. • Organize, schedule, and host the City Council Meeting • Review and provide comment on the Consultant Team deliverables within the agreed upon schedule • Provide the Consultant Team with guidance for developing the City Council presentation content. • The city is responsible for notifying the public about the public meeting and all logistic associated with and in person meeting. • The City is responsible for posting online materials on their website. Assumptions • One public meeting and two City Council meetings will occur in person. Deliverables • Update Phase 2 Project Schedule • Monthly Status Reports • Meeting agendas and minutes • Draft and Final Online Public Materials • Draft and Final Public Fact Sheet • Draft and Final Public Meeting Presentation • Draft and Final City Council Presentation 1 COML Council Packet 9-26-23, Page 83 of 141 Page 14 of 15 • Draft and Final City Council Presentation 2 COML Council Packet 9-26-23, Page 84 of 141 Page 15 of 15 Fee Summary & Project Schedule The fees are based on the scope of services defined in this document and associated assumptions. The professional services are based on a time and materials basis not to exceed $533,431. All expenses will be billed at cost plus a 5% markup. Any modifications to the scope or requests for additional services will be agreed upon prior to proceeding. A fee breakdown is provided in Table 2. Table 2. Fee Summary Task Phase 1 Fees Phase 2a Fees Task 1 Project Management $18,588 Task 2 Gap Analysis $51,276 Task 3 Assess Existing Stormwater Assets $25,954 Task 4 Develop CIP Budget 4a. Hydraulics and Hydrology Modeling $52,266 4b. Receiving Water Assessment & Prioritization $57,668 4c. Develop CIP Plan $105,665 Task 5 Rate Study and Rate Structure Evaluation $42,688 Task 6 Develop Written Comprehensive Plan 6a. Phase 1 $31,740 6b. Phase 2 $47,555 Task 7 Operations & Maintenance Manual $15,060 Task 8 Grant Project Communication & Coordination 8a. Grant Application $5,000 8b. Communication and Coordination $79,971 Sub-Total $199,884 $333,547 Total $533,431 Phase 2 is will be funded by an Ecology Water Quality Grant. COML Council Packet 9-26-23, Page 85 of 141 STATE OF WASHINGTON DEPARTMENT OF COMMERCE 1011 Plum Street SE  PO Box 42525  Olympia, Washington 98504-2525  (360) 725-4000 www.commerce.wa.gov December 14, 2021 The Honorable David Curnel Mayor of Moses Lake 401 S Balsam Post Office Box 1579 Moses Lake, Washington 98837 Sent Via Electronic Mail RE: Completion of the periodic update of Moses Lake’s Comprehensive Plan Dear Mayor Curnel: Thank you for sending Growth Management Services Ordinance No. 2992. We received this on November 30, 2021 and processed it with the Material ID 2021-S-3438. This ordinance indicates the completion of your comprehensive plan review and update required under RCW 36.70A.130. We recognize the substantial investment of time, energy, and resources that these documents represent. We congratulate you, your planning commission, staff, and involved citizens for the good work represented by your update. Next Steps to Complete the Periodic Update: RCW 36.70A.130(1) requires that counties and cities take action to review and revise, if necessary, their comprehensive plans and development regulations, including their critical areas ordinances, every eight-years. At this time, it appears you still need to finalize the review and update of your development regulations and critical area regulations. Finalizing the Periodic Update Process: Commerce recommends that your final legislative action documents the entire review process and declares that the periodic update required in RCW 36.70A.130(1) is complete. This final action should outline opportunities for the public to take part in this review, and include findings that your comprehensive plan and development regulations are consistent with the Growth Management Act. COML Council Packet 9-26-23, Page 86 of 141 If you have any questions or concerns about any planning or growth management issues, please call William Simpson, Senior Planner, at (509) 280-3602. We extend our continued support to the City of Moses Lake in achieving the goals of growth management. Sincerely, Dave Andersen, AICP Managing Director Growth Management Services DA:WS:lw cc: Allison Williams, City Manager, City of Moses Lake Melissa Bethel, Community Development Director, City of Moses Lake William Simpson, AICP, Senior Planner, Growth Management Services Benjamin Serr, AICP, Eastern Regional Manager, Growth Management Services George Mazur, Senior Transportation Planner, WA Department of Transportation Eric Pentico, Habitat Biologist, WA Department of Fish and Wildlife COML Council Packet 9-26-23, Page 87 of 141 STATE OF WASHINGTON DEPARTMENT OF ECOLOGY PO Box 47600, Olympia, WA 98504-7600 • 360-407-6000 June 22, 2023 Brad Mitchell, Stormwater Systems Manager City of Moses Lake - Municipal Services 321 S Balsam Street Moses Lake, Washington 98837 bmitchell@cityofml.com Brad Mitchell, Stormwater Systems Manager City of Moses Lake - Municipal Services 321 S Balsam Street Moses Lake, Washington 98837 bmitchell@cityofml.com Re: City of Moses Lake Stormwater Utility Rate Study and Watershed Planning, WQC-2024-MoLaMS-00019 State Fiscal Year 2024 Final Water Quality Funding Offer List and Intended Use Plan Thank you for your time and effort in applying to Ecology for funding for your water quality project in the State Fiscal Year 2024 (SFY24) Funding Cycle. I am pleased to inform you that your project has been identified for funding. Please review the following information closely for more details. On June 22, 2023, Ecology published the SFY24 Final Water Quality Funding Offer List and Intended Use Plan7 (Final List). The Final List describes the projects and funding for the SFY24 Funding Cycle from the Centennial Clean Water Program (Centennial), the Clean Water Act Section 319 Nonpoint Source Fund (Section 319), the Stormwater Financial Assistance Program (SFAP), the Clean Water State Revolving Fund (CWSRF), and new federal funding provided to the CWSRF through the Bipartisan Infrastructure Law (BIL). On November 15, 2021, President Joe Biden signed the Infrastructure Investment and Jobs Act (IIJA), also known as the Bipartisan Infrastructure Law (BIL), which Ecology estimates could provide nearly $200 million in new funding to Washington’s CWSRF over the next five years. For this SFY 2024 Final List, Washington’s CWSRF has been allocated a total of $36 million in BIL funds, awarded as part of the CWSRF, and focused on supporting small financially disadvantaged community projects. Ecology evaluated 151 applications from local governments, tribes, conservation districts, other public entities, and qualified not-for-profit organizations. Funding requests totaled approximately $331 million. To ensure funds are committed to the highest priority projects, Ecology water quality specialists evaluated and scored all eligible project proposals. Scores were compiled, and a statewide priority list was developed. Projects proposed for funding are based 7 https://apps.ecology.wa.gov/publications/documents/2310018.pdf COML Council Packet 9-26-23, Page 88 of 141 upon the priority list, the type of project, and the funding source. After rating and ranking all eligible proposed projects and providing support for three additional small financially disadvantaged community phased projects, Ecology offered approximately $313 million to 126 projects. Detailed information on all proposals received and offered funding can be found in Appendix 1 in the Final List. A record of scores and evaluator comments are provided in the Evaluation Scorecard Report available through Ecology’s Administration of Grants and Loans (EAGL) system. Applicants are strongly encouraged to review the report, as it will help applicants understand the strengths and weaknesses of their application. In addition, reviewing the report will help applicants become aware of any concerns about unclear costs or tasks and/or possible ineligible components; unclear costs or tasks and/or ineligible components may significantly delay the development of a funding agreement. To obtain the Evaluation Scorecard Report, follow these steps. • Go into your application in EAGL. • While in the Application Menu, click “View Forms” in the “View, Edit and Complete Forms” section. • Scroll down the list of forms to near the bottom. • Click on “Evaluation Scorecard (External)” in the “Screening/Evaluation/Offer” section. • Follow the prompts for opening or saving a PDF copy of the report. I am pleased to inform you that your project is being offered funding of up to $332,500, including: • A $0 from CWSRF for a term of 0 years at a 0 percent interest rate. • A $0 Forgivable Principal loan from CWSRF that will not be required to be repaid. • A $332,500 grant from SFAP. • A $0 grant from Centennial. • A $0 grant from Section 319. Important Notice. Based on the Washington State Department of Commerce’s Growth Management Act (GMA) compliance list, your community is currently out of compliance. Ecology will not be able to sign a funding agreement until this is resolved. GMA compliance must be complete by January 31, 2021. Be sure to discuss this with your planning office so they are aware this funding is contingent on GMA compliance. If you have any questions, contact Shelly McMurry at shelly.mcmurry@ecy.wa.gov or (564) 999-1649. The final funding amount awarded for your project will be based on negotiations between you and Ecology regarding the project scope of work, budget, technical considerations, reasonableness of cost, and eligibility determinations. Based on your application, project type, and fund source, various conditions of funding will COML Council Packet 9-26-23, Page 89 of 141 apply; these will be addressed during the agreement negotiation process. For information on conditions that may apply, please see Ecology’s SFY24 Funding Guidelines8 and the footnotes assigned to your project in Appendix 1 in the Final List. All projects require cultural resources review, and most projects require environmental review. Please be aware of the requirements for your project and implement the project schedule accordingly. If you have specific questions, please contact Environmental and Cultural Resource Coordinator, Liz Ellis, at liz.ellis@ecy.wa.gov or (360) 628-4410 for CWSRF funded projects, Melissa Conger at melissa.conger@ecy.wa.gov or (360) 706-4202 for SFAP funded projects, or Seth Elsen, at seth.elsen@ecy.wa.gov, (564) 999-1177 for Centennial funded projects. Ecology is committed to negotiating and signing a funding agreement no later than January 31, 2024. To meet this timeline and ensure timely use of limited state and federal funds, it is essential that negotiations and funding agreement development begin as soon as possible. Please see the typical negotiation timeline on the last page of this letter. Ecology assigned the following Grant and Loan Project Management Team for your project: Shilo Sprouse ERO Ecology Project Manager (509) 862-8584 Jess Christensen Headquarters Office, Lacey Ecology Financial Manager (360) 742-1180 Ecology’s Project Manager or Financial Manager will contact you soon to schedule agreement negotiations. Ecology appreciates your commitment to improving Washington’s water quality and looks forward to working with you to complete this high priority project. If you have any questions or concerns regarding the water quality funding programs, please contact Jeff Nejedly, Water Quality Financial Management Section Manager, at jeffrey.nejedly@ecy.wa.gov or (360) 878-4913. Sincerely, Vincent McGowan, P.E. Water Quality Program Manager 8 https://apps.ecology.wa.gov/publications/documents/2210016.pdf COML Council Packet 9-26-23, Page 90 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Kevin Fuhr, Interim City Manager 12569 Kirsten Peterson, Director Community Development 9/26/2023 Consent Agenda HopeSource Shelter Management Extension City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 0.00$0.00$0.00$ Staff recommends that City Council authorize the City Manager to execute the contract amendment with HopeSource. First Amendment to ESG-CV HopeSource Contract 9.26.23.docx 15.39KB Exhibit B Amendment_Utilization of COVID-19 Emergency Housing Grant Funds.pdf 171.11KB Hopesource ESG Sleep Center Mgmt Contract.pdf 1003.23KB On November 6, 2020, the City of Moses Lake entered into a contract with HopeSource to provide management services for operations of the Sleep Center located on Broadway Extended. This was following receipt of a grant award from the State Dept of Commerce intended for the sole purpose of providing services to individuals experiencing homelessness. The original agreement between the City and HopeSource is attached to this report and states within Section II that the Time of Performance was between November 1, 2020 and October 31, 2021. The Department of Commerce later extended the time period for the grant to last until September 30, 2023. The State also provided increased funding to be utilized towards management of the Sleep Center. The additional funding was previously approved by the City through a series of amendments to an Agreement with Grant County, the entity that administers the State grant funding. An amendment to the original Agreement is attached, which extends the Time of Performance to the date of September 30, 2023. A new Exhibit B is also included which will replace the Exhibit B found with the original contract. The new Exhibit B also reflects the total amount of grant funding that will be reimbursed to HopeSource during the updated Time of Performance period. COML Council Packet 9-26-23, Page 91 of 141 Fiscal and Policy Implications Approve, Authorize, or Adopt: Provide Amended Direction: No Action Taken: The amendment will allow for appropriate accounting of the grant award funding that has been and will be distributed to HopeSource as a reimbursement for the management services provided at the Sleep Center. Options and Results The City and HopeSource will have an updated Agreement in accordance with appropriate accounting procedures. Staff will bring back options for recommended changes. The existing contract will not account for the extended time period of the account nor reflect the increased grant funding provided by the State Dept of Commerce. COML Council Packet 9-26-23, Page 92 of 141 FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF MOSES LAKE, WASHINGTON, AND HOPESOURCE FOR SLEEP CENTER MANAGEMENT & UTILIZATION OF COVID-19 EMERGENCY SOLUTION GRANT FUNDS Preamble. This is the first amendment to the Agreement for Sleep Center Management and Utilization of COVID-19 Emergency Solution Grant Funds effective November 6, 2020 (“Agreement”), by and between HopeSource, a Washington nonprofit corporation, and the City of Moses Lake, a municipal corporation (City), and this amendment is effective September 26, 2023. I. Amendments. A. Section II, “Time of Performance”, is amended to read as follows: Services of the Sub-Grantee shall start no earlier than the 1st day of November 2020 and end on September 30, 2023. The term of this Agreement and the provisions herein may be extended at the City’s discretion to cover any additional time period during which grant funds remain unspent, the funded project has not been completed, and/or the minimum level(s) of program services have not been met. B. Section III, “Budget”, is hereby replaced with a new Exhibit B, dated September 26, 2023. II. All other terms and conditions of that November 6, 2020 Agreement shall remain unchanged. IN WITNESS WHEREOF, HopeSource, and the City of Moses Lake have hereunto set their hands and seals this ______ day of _______________, 2023. CITY OF MOSES LAKE, WASHINGTON HOPESOURCE __________________________ __________________________ City Manager Susan Grindle, CEO COML Council Packet 9-26-23, Page 93 of 141 STATE OF WASHINGTON COUNTY OF KITTITAS I certify that I know or have satisfactory evidence that Susan Grindle signed this instrument, on oath stated that he/she was authorized to execute the instrument as CEO for HOPESOURCE and acknowledged it to be the free and voluntary act of such party for the uses and purposes mentioned in this instrument. DATED: ____________________, 2021 ____________________________________ Notary Public for Washington State My commission expires________________ STATE OF WASHINGTON COUNTY OF GRANT I certify that I know or have satisfactory evidence that Allison Williams signed this instrument, on oath stated that he/she was authorized to execute the instrument as City Manager for the City of Moses Lake and acknowledged it to be the free and voluntary act of such party for the uses and purposes mentioned in this instrument. DATED: ____________________, 2021. ____________________________________ Notary Public for Washington State My commission expires________________ APPROVED AS TO FORM: __________________________________ Katherine Kenison, City Attorney COML Council Packet 9-26-23, Page 94 of 141 EXHIBIT B The City of Moses Lake, in partnership with a qualified non-profit community development entity, wi11 develop an initial response for the chronically homeless under the COVID funding through the development of a camp where residents con have access to services, sanitation and the ability to be tested and quarantined if there is a positive COVID identification. The City has previously entered into a contract with HopeSource to utilize COViD-19 Grant Funds. Those funds have since been re-purposed and the remaining COVID-19 Grant Funds wil1 be utilized for the duration of November 2020 and September 30, 2023, to fund operations of the Sleeping Center, Moses Lake Enhanced Shelter and ESG-CV rapid rehousing and homeless prevention activities. The budget for the COV/D-19 grant application and Emergency Solutions Grant follows. The city wil1 provide living quarters (sleeping shelters) sanitation and bathroom facilities, administrative building and operating expenses and the Contractor will provide wrap around services and overal1 administration of the program. Over the life of the funding, we are planning on 100 homeless individuals. More than 60% of the homeless in Grant County reside within the City of Moses Lake. It will take some time for the contractor to reach out to all our homeless individuals to provide information about the services being offered and the homeless camp area. The plan is to keep the homeless camp open indefinitely to work with the contractor on a long-term plan to develop emergency shelter and permanent supportive housing space. BUDGET BY EMERGENCY SOLUTIONS GRANT SERVICES AMOUNT COST DESCRIPTION Admin $74,050.13 Allowable administrative costs are those costs that benefit the organization as a whole. HMIS $12,376.98 The costs of contributing ESG data to HMIS. Outreach $1,497.94 Activities to locate, identify, and build relationships with unsheltered homeless people for the purpose of providing immediate support, intervention, and connections with homeless assistance programs and/or mainstream social services and housing programs. Shelter Case Management $473,802.05 The cost of assessing, arranging, coordinating, and monitoring the delivery of individualized services to meet the needs of the program participant is eligible. Shelter Operations 265,461.30 The costs of maintenance (including minor or routine repairs), rent, security, fuel, equipment, insurance, utilities, food, furnishings, and supplies necessary for the operation of the emergency shelter RRH Case Management $121,582.56 The cost of providing housing search and placement, and housing stability case management services. RRH Rent Assistance $40,742.83 Rent assistance for up to 24 months and rental arrears and associated fees for up to 6 months. RRH Other Financial Assist $0 Rental Application Fees, last month’s rent, moving costs, utility fees and deposits. Prevention Case Mngmnt $14,620.03 The cost of providing housing search and placement, and housing stability case management services. Prevention Rental Asst $63,950.40 Rent assistance for up to 24 months and rental arrears and associated fees for up to 6 months. Prevention Other Financial Asst $0 Rental Application Fees, last month’s rent, moving costs, utility fees and deposits. TOTAL $1,068,084.22 September 26, 2023 COML Council Packet 9-26-23, Page 95 of 141 AGREEMENT BETWEEN THE CITY OF MOSES LAKE AND HOPESOURCE FOR SLEEPING CENTER MANAGEMENT & UTILIZATION OF COVID-19 EMERGENCY SOLUTION GRANTS FUNDS r.uispsscawnr,entereointothis(,aayotlQozo,byanabetweenthecityotxosescabe (herein called the "City") and HopeSource (herein called the "Sub-Grantee") WHEREAS, the City will receive funds through Grant County from the Washington State Department of Commerce's ("Grantor") COVID-19 Emergency Solution Grant Funds to provide operations of an Emergency Shelter and a Sleeping Center for people who are experiencing homelessness; and WHEREAS, the City wishes to engage the Sub-Grantee to assist the City in utilizing such funds to develop the infrastructure to support the needs of the City's chronically homeless populations. WHERAS, the City entered into a contract with HopeSource with an end date of October 31", 2020 and remaining COVID-19 Grant Funds needed to be re-purposed. NOW, THEREFORE, it is agreed between the parties hereto that: I. Scope of Services A. Funds will be utilized to carry out the services set forth on the Grant County Plan to End Homelessness, attached as Exhibit A and incorporated herein and as revised or amended, and subject to the budget submitted to Grant County, attached as Exhibit B to this agreement and incorporated herein and as revised or amended and approved by Grant County. B. TheSub-GranteeagreestoprovidemanagementservicesoftheSleepingCenteroperatedby the City, following all policies and criteria as designated in the City's Administrative Policies governing the use of the Sleeping Center, attached as Exhibit C. C. The Sub-Grantee agrees to provide outreach to the City's chronically homeless population for the purposes of assessing the need for services, including intake in Coordinated Entry, Case Management, Housing Placement as applicable and available, and referrals to Emergency health services, Emergency mental health services, transportation, services for special populations and Rapid Re-housing and Prevention. D. Sub-Grantee agrees to be subject to the Department of Commerce Grant guidelines incorporated herein by reference as may hereafter be amended. E. Sub-Grantee agrees to manage the Sleeping Center and provide services in accordance with all health and safety guidelines established by the County's Health Officer and other guidance as offered by the CDC, Department of Commerce and other governmental agencies. COML Council Packet 9-26-23, Page 96 of 141 F. The Sub-Grantee shall establish and maintain administrative, financial, reporting and record keeping systems consistent with this Grant Agreement and the Department of Commerce requrrements, G. Thefollowingreporting/adrninistrativeactivitiesareincludedaspartoftheScopeofServices: 1 , Program Guidelines: The Sub-Grantee must develop and maintain updated program policies and procedures for the funded program/service, Within 30 days of the Sub-Grant award, the Sub-Grantee must submit a copy of the program policies/procedures to the City for review and make revisions as required to align with the Emergency Solutions Grant. 2. Progress Reports: The Sub-Grantee shal! submit regular progress reports monthly to the City in the form, content, and frequency as required by the City. Completed reports shall be submitted to the City contract representative. 3. Grantor Meetings: The Sub-Grantee agrees to send at least one agency representative to all mandated Grantor meetings unless specifically exempted. 4, Program Staff Training: Sub-Grantee staff who provide direct program services, supervise direct service staff, or manage homeless grants are required to attend professional development training at least once every three years. TIME OF PERFORMANCE Services of the Sub-Grantee shall start no earlier than the 1"' day of November 2020 and shall end on the 31"' day of October 2021. The term of this Agreement and the provisions herein may be extended at the City's discretion to cover any additional time period during which grant funds remain unspent, the funded project has not been completed, and/or the minimum level(s) of program services have not been met. Ill. BUDGET A. The Sub-Grantee may charge eligible expenses in accordance with Exhibit B. B. Any general administration expenses shall be identified herein, and if any indirect costs are charged, the Sub-Grantee shall submit an indirect cost allocation plan for determining the appropriate Sub-Grantee"s share of administrative costs to the City for prior approval. Administrative expenses shall not exceed the limits imposed by the Department of Commerce. C, Administrative and facillty support expenses cannot be billed by equal monthly distributions of the budget amount. These costs must be charged in compliance with the Department of Commerce requirements. D. Any amendments to the budget must be approved in writing by both the City and the Sub- Grantee and may be subject to approval by Grant County. E. In the event funding from state, federal, local, or other sources is withdrawn, reduced, or limited in any way after the effective date of this Grant Agreement and prior to normal completion, the City may terminate the Grant Agreement under the "Termination for COML Council Packet 9-26-23, Page 97 of 141 Convenience" clause, without the ten business day notice requirement. In lieu of termination, the Grant Agreement may be amended to reflect the new funding limitations and conditions. INVOICING & PAYMENT A. It is expressly agreed and understood that the total amount to be paid by the City under this Agreement shall not exceed One Hundred Seventy Thousand Dollars (S170,000). B. Reirnbursement requests for the payment of eligible expenses shall be made against the line item budgets specified in Section Ill herein and in accordance with performance. C. Nopaymentsinadvanceoforinanticipationofgoodsorservicestobeprovidedunderthis Grant Agreement shall be made by the City. D. The Sub-Grantee shall submit invoices on a monthly basis. Invoices are due on the I0th ofthe month following the provision of services. Invoices received after the I0th of the month will be held for payment until the City's next regularly scheduled monthly billing cycle. If the Ith falls on a holiday or weekend, invoices will be due on the next business day. E. Invoices shall be submitted in a form provided by the City and shall include accompanying proof of expenses as documented by an expanded general ledger. F. Payment shall be considered timely if made by the City within thirty (30) calendar days after receipt of properly completed invoices. G. All services provided by the Sub-Grantee pursuant to this Grant Agreement shali be performed to the satisfaction of the City, as determined at the sole discretion of its authorized representative, and in accord with all appiicable federal, state, and local laws, ordinances, rules and regulations. The Sub-Grantee shal! not receive payment for work found by the City to be unsatisfactory, or performed in violation of federal, state, or local law, ordinance, rule or regulation. Failure of the Sub-Grantee to comply with provisions of this Agreement may result in the withholding offuture payments. H. The City reserves the right to withhold funds in an amount to compensate the City for the noncompliance in addition to any other remedies available at law in or in equity. 1. TheCityshallnotpaytheSub-Grantee,iftheSub-GranteehaschargedorwillchargetheState of Washington or any other party under any other grant, subgrant/subcontract, or agreement for the same services or expenses. J. The Sub Grantee is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its subgrantees. RIGHTOF INSPECTION & PERFORMANCE MONITORING The Sub Grantee shall provide right of access to its facilities to the City, the Washington State Department of Commerce, or to any other authorized agent or official of the state of Washington or the federal government, at atl reasonable times, in orderto monitor and evaluate performance, compliance, and/or quality assurance under this Agreement. The City will monitor the performance of the Sub Grantee against this Agreement and, as applicable, for compliance with the Department of Commerce Grant Guidelines as may hereafter be amended. All Sub Grantee records with respect to any matters covered bythis Agreement shall be made available to the City, the State, or any of their authorized representatives, at any time during normal business hours, as often as deemed necessary, to audit, examine, and make excerpts or transcripts of all relevant data. Substandard performance as determined by the City COML Council Packet 9-26-23, Page 98 of 141 or the State will constitute noncompliance with this Agreement. The consequences of noncompliance are as follows: A. If the City determines that the Sub Grantee is failing to comply with the Guidelines or Terms and Conditions, the City will notify the Sub Grantee in writing that the Sub Grantee will receive technical assistance and will be required to respond to a correction action plan to address and remedy the noncompliance. B. If the Sub Grantee remains out of compliance after the probationary period, the City may . . terminate the Grant Agreement per the Termination for Cause clause. Vl, ADMINISTRATIVE REQUIREMENTS A. Financial Management/Accounting Standards: The Sub Grantee agrees to comply wlth standard accounting principles and procedures, utilize adequate internal controls, and maintain necessary source documentation for all costs incurred. The Sub Grantee agrees to be subject to periodic agency audits as requested by the City or other governmental agency. B.Insurance: l.The Sub Grantee shall provide insurance coverage that shall be maintained in full force and effect during the term of this Grant, as follows: a. Commercial General Liability Insurance Policy including contractual/grant liability, written on an occurrence basis, in adequate quantity to protect against legal liability arising out of Grant Agreement activity but no less than S2,000,000 aggregate per occurrence. Note: local Government Sub Grantees that Participate in a Self-Insurance Program - With prior approval from the City, the Sub Grantee may provide the coverage above under a self-insured/liability pool or self-insured risk management program. In order to obtain permission from the City, the Sub Grantee shall provide: (1) a description of its self-insurance program, and (2) a certificate and/or letter of coverage that outlines coverage limits and deductibles. All self-insured risk management programs or self- insured/liability pool financial reports must comply with Genera!ly Accepted Accounting Principles (GMP) and adhere to accounting standards promulgated by: 1) Governmental Accounting Standards Board (GASB), 2) Financial Accounting Standards Board (FASB), and 3} the Washington State Auditor's annual instructions for financial reporting. Sub Grantees participating in joint risk pools shall maintain sufficient documentation to support the aggregate claim liability information reported on the balance sheet. The State of Washington or the City of Moses Lake, its agents, and employees need not be named as an additional insured under a self-insured property/liability pool, if the pool is prohibited from naming third parties as an additional insured. b. Automobile Liability: In the event that performance pursuant to this Grant Agreement involves the use of vehicles, owned or operated by the Sub Grantee, automobile liability insurance shall be required. The minimum limit for automobile liability is Sl,000,000 peroccurrence, using a Combined Single Limitfor bodily injury and property damage. COML Council Packet 9-26-23, Page 99 of 141 2. The insurance required shall be issued by an insurance company authorized to do business within the State of Washington. 3. Except for sub grantees participating in a self-insurance program, the insurance shall name the State of Washington and the City of Moses Lake, its agents, officers, and employees as additional insureds under the insurance policy. All policies shall be primary to any other valid and collectable insurance. 4,, The Sub Grantee shall submit iothe City within 15 calendar days of the Grant Agreement start date, a certificate of insurance which outlines the coverage and !imits defined in this insurance section. During the term of the Grant Agreement, the Sub Grantee shall submit renewal certificates not less than thirty (30} calendar days prior to expiration of each policy required under this section. 5. The Sub Grantee shall instruct its insurers to give the City thirty {30) calendar days advance notice of any insurance cancellation, non-renewal, or modification. Vll.RECORDS MAINTENANCE/STORAGE/RETENTION AND CLIENT CONFlDENTIAuTY A, Records Maintenance: The Sub Grantee shall maintain all records that are pertinent to the activities to be funded under this Agreement. Such records shall include but not be limited to: 1. Records providing a full description of each activity undertaken; 2. Records demonstrating that each activity undertaken meets one of the eligible activities of the COVID-19 Emergency Housing Grant program; 3. Records demonstrating the eligibility of activity beneficiaries; 4. Records required to document the acquisition, improvement, use, or disposition of real property acquired orirnproved with City assistance; and 5. Financial records. B. Records Retention: The Sub Grantee shall maintain all books, records, documents, data and other evidence relating to this Grant Agreement and performance of services described herein, including but not limited to accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Grant Agreement. Sub Grantee shall retain such records for a period of six years following the date of final grant payment. At no additional cost, these records shall be subject at reasonable times to inspection, review, or audit by the City, the Washington State Department of Commerce, personnel duly authorized by the City or Commerce, the Office of the State Auditor, and federal and state officials so authorized by iaw, regulation, or agreement. If any litigation, claim, or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been finally resolved. The Sub Grantee must destroy paper records derived from the Homeless Management Information System {HMIS) which contain personally identifying COML Council Packet 9-26-23, Page 100 of 141 information within seven (7) years after the last day the household received services from the Sub Grantee. C. ConfidentialityofClientRecords:SubGranteesshallmaintainclientrecordsinaconfidential manner as per RCW 43.18SC.030 and keep written records or files pertaining to clients under lock and key with only designated personnel granted access. Vlll. GENERAL CONDITIONS . A .The Sub Grantee shall comply with all applicable laws, ordinances, codes, regulations, and policies of local, state, and federal governments, as now or hereafter amended including, but not limited to: 1. Affirmative Action, RCW 41.06.020(1) 2. Boards of Directors or Officers of Non-profit Corporations - Liability- limitations, RCW 4.24.264 3. Disclosure-Campaign Finances-Lobbying, Chapter42.l7 RCW 4. Federal Hatch Act 5 USC 1501-1508 5. Discrimination - Human Rights Commission, Chapter 49.60 RCW 6, Ethics in Public Service, Chapter 42.52 RCW 7. Office of Minority and Women's Business Enterprises, Chapter 39.19 RCW and Chapter 326-02 WAC 8. Open Public Meetings Act, Chapter 42.30 RCW 9. Public Records Act, Chapter 42.56 RCW 20. State Budgeting, Accounting, and Reporting System, Chapter 43.88 RCW B. Ameri>ns with Disabilities Act ADA ofl990 Public Law 101-336 also referred to as the "ADA" 28 CFR Part 35: The Sub Grantee must comply with the ADA, which provides comprehensive civil rights protection to individuals with disabilities in the areas of employment public accommodations, state and local government services, and telecommunications. C. Licensing, Accreditatfon, and Registration: The Sub Grantee sha!l comply with all applicable local, state, and federal licensing, accreditation and registration requirements or standards necessary for the peformance of this Grant. D. Prohibitions: 1. Sub Grantees may not require households to participate In religious services as a condition of receivlng program assistance. 2. Sub Grantees may not deny emergency shelter to households that are unable to pay fees for emergency shelter. 3. If a program serves households with children, the age of a minor child cannot be used as a basis for denying any household's admission to the program. 4. If a program serves households with children, the program must serve all family compositions. 5. If a program operates gender-segregated facilities, the program must allow the use of facilities consistent with the client's gender expression or identity. E. Noncompliance with Nondiscrirmnation Laws: During the performance of the Sub Grant, the Sub Grantee shall comply with all federal, state, and local nondiscrimtnation laws, regulations, and policies. In the event of the Sub Grantee's noncompliance or refusal to comply with any COML Council Packet 9-26-23, Page 101 of 141 nondiscrimination law, regulation, or policy, the Grant Agreement may be rescinded, canceled, or terminated in whole or part, and the Sub Grantee may be declared ine(igible for further grants with the City. The Sub Grantee shall, however, be given a reasonable time in which to remedy the noncompliance. F. Conformance:IfanyprovisionofthisGrantAgreementviolatesanystatuteorruleoflawofthe State of Washington, it is considered to be modified to conform to that statute or rule of law. G, Independent Contractor: Nothing contained in this Agreement is intended to, or shall be construed ioany.mar'iner, as creatingor esj:abJishing.the relationship of employer!employee between the parties. The Sub Grantee shall at all times remain an "independent contractor" with respect to the services to be performed under this Agreement. All payments for payroll taxes, unemployment contributions, FICA, retirement, life and/or medical insurance, Workers' Compensation !nsurance and any other taxes or expenses for the Sub Grantee's staff shall be the sole responsibility of the Sub Grantee. H, lndustriallnsuranceCoverage:TheSubGranteeshallcomplywithallapplicableprovisionsofTitle 51 RCW, Industrial Insurance. If the Sub Grantee fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, the City may collect from the Sub Grantee the full amount payable to the Industrial Insurance Accident Fund. The City may deduct the amount owed by the Sub Grantee to the accident fund from the amount payable to the Sub Grantee by the City under this Grant, and transmit the deducted amount to the Department of Labor and Industries, (L&I) Division of Insurance Services, This provision does not waive any of L&l's rights to collect from the Sub Grantee. I, Indemnification: To the fullest extent permitted by law, the Sub Grantee shall indemnify, defend, and hold harmless the City of Moses Lake, the state of Washington, the Washington State Department of Commerce, all other agencies of the state and all officials, agents, and employees of the state, from and against all claims or damages for injuries to persons or property or death arising out of or resulting from the Sub Grantee's performance or failure to perform the Grant. The Sub Grantee's obligation to indemnify, defend, and hold harmless includes any claim by the Sub Grantee's agents, employees, or representatives. Commerce, the State of Washington, and the City of Moses Lake are not liable for claims or damages arising from the Sub Grantee's performance of the sub grant. The Sub Grantee's obligation to indemnify, defend, and hold harmless shall not be eliminated or reduced by any actual or alleged concurrent negligence of the City and State or its agents, agencies, employees, and officials. The Sub Grantee waives it immunity under Title 51 RCW to the extent it is required to indemnify, defend, and hold harmless the City and the state and its agencies, officials, agents, or employees. J. AssiHnab?lity: Neither this Grant, nor any claim arising under this Grant, shall be transferred or assigned by the Sub Grantee without prior written consent of the City. K, Subcontracts. 1. The Sub Grantee shall not enter into any subcontracts with any agency or individual in the performance of this contract without the written consent of the City prior to the execution of such agreement. COML Council Packet 9-26-23, Page 102 of 141 2. EverysubcontractshallbindtheSubcontractortofollowallapplicabletermsofthisAgreement. The Sub Grantee shall cause all ofthe provisions ofthis contract in its entirety to be included in and made a part of any subcontract executed in the performance of this %reement. 3. Every subcontract shall include a term that City of Moses Lake, the Washington State Department of Commerce, and the State of Washington are not liable for claims or damages arising from a Subcontractor's performance ofthe subcontract, 4. The Sub Grantee is responsible to the City if the Subcontractor fails to comply with any applicable term or condition ofthisAgreement. TheSub Grantee shall appropriately monitor the activities of the Subcontract to assure fiscal conditions of this Agreement. In no event shall the existence of a subcontract operate to release or reduce the liability of the Sub Grantee to the City for any breach in the performance of the Sub Grantee's duties. 5. The Sub Grantee shall undertake to insure that all subcontracts let in the performance of this Agreement be awarded on a fair and open competition basis in accordance with applicable procurement requirements. 6. Executed copies of all subcontracts shall be forwarded to the City along with documentation concerning the selection process. 7. )f the City approves subcontracting, the Sub Grantee shall maintain written procedures related to subcontracting, as well as copies of all subcontracts and records related to subcontracts, For cause, the City in writing may: (a) require the Sub Grantee to amend its subcontracting procedures as they relate to this Grant; (b) prohibit the Sub Grantee from subcontracting with a particular person or entity; or (c) require the Sub Grantee to rescind or amend a subcontract. L, Amendments: The City or Sub Grantee may amend this Agreement at any time provided that such amendments make specific reference to this Agreement, are executed in writing, and are signed by a duly authorized representative of each organization. Such amendments shall not invalidate this Agreement, nor relieve or release the City or Sub Grantee from its obligations under this Agreement. The City may, in its discretion, amend this Agreement to conform with state or local governmental guidelines, policies and available funding amounts, or for other reasons. If such amendments result in a change in the funding, the scope of services, or schedule of the activities to be undertaken as part of this Agreement, such modifications will be incorporated only by written amendment signed by both the City and Sub Grantee. M. Termination for aiuse: In the event the City determines that the Sub Grantee failed to comply with any term or condition of this grant, the City may terminate the Grant Agreement in whole or in part upon written notice to the Sub Grantee. Such termination shal! be deemed "for cause". Termination shall take effect on the date specified in the notice. Alternatively, the City upon written notice may allow the Sub Grantee a specific period of time in which to correct the non- compliance. During the corrective-action time period, the City may suspend further payment to the Sub Grantee in whole or in part, or may restrict the Sub Grantee's right to perform duties under this Grant. Failure by the Sub Grantee to take timely corrective action shall allow the City to terminate the Grant Agreement upon written notice to the Sub Grantee. If the Grant COML Council Packet 9-26-23, Page 103 of 141 Agreement is terminated for cause, the Sub Grantee shall be liable for damages as authorized by law. N, Termination for Convenience: Except as otherwise provided in this Grant, the City may, by ten (10) business days written notice, beginning on the second day after the mailing, terminate this Grant, in whole or in part. If this Grant Agreement is so terminated, the City shall be liable only for payment required under the terms of this Grant Agreement for services rendered or goods delivered prior to the effective date of termination. O. TerminationPro.cedures:Afterreceipt.ofanotlceoftermination,exceptasotherwisedirectedby the City, the Sub Grantee shall: l.Stop work under the Grant Agreement on the date, and to the extent specified, in the notice; 2. Place no further orders or subgrants for materials, services, or facilities related to the Grant Agreement; 3. Preserve and transfer any materials, Grant Agreement deliverables, and/or City property in the Sub Grantee's possession as directed by the City. Upon termination of the Grant Agreement, the City shall pay the Sub Grantee for any service provided by the Sub Grantee under the Grant Agreement prior to the date of termination. The City may withhold any amount due as the City reasonably determines is necessary to protect the City against potential loss or liability resulting from the termination. The City shall pay any withheld amount to the Sub Grantee if the City later determines that loss or liabiiity will not occur. The rights and remedies of the City under this section are in addition to any other rights and remedies provided under this Grant Agreement or otherwise provided under law. P. Governing Law and Venue: This Grant Agreement shall be construed and interpreted in accordance with the laws of the state of Washlngton, and the venue of any action brought hereunder shall be in Grant County, Washington. Q. Attorneys'Fees/Costs:UnlessexpresslypermittediinderanotherprovisionofthisAgreement,in the event of litigation or other action brought to enforce Grant Agreement terms, each party agrees to bear its own attorneys' fees and costs. R. The Sub Grantee agrees not to publish or use any advertising or publicity materials in which the City's, the State of Washington's, or Commerce's name is mentioned, or language used from which the connection with the City, State of Washington, or Commerce's name may reasonably be inferred or implied, without the prior written consent of the City or Commerce. S. Compliance with State Grant Program: Sub Grantee agrees to be subject to and to comply with all applicable terms set forth in the COVID-19 Emergency Housing Grant Program administered by the Washington State Department of Commerce incorporated herein by this reference. T. Order of Precedence: In the event of an inconsistency in this Agreement, the inconsistency shall be resolved by giving precedence in the following order: 1. Applicable federal and state of Washington statutes and regulations 2. ThetermsoftheCOVlD-19EmergencyHousingGrantadministeredbytheWashingtonState Department of Commerce 3, The terms of this Grant Agreement 4. Department of Commerce Guidelines COML Council Packet 9-26-23, Page 104 of 141 5. Sub Grantee Grant Proposal These documents are incorporated herein by reference and as may hereafter be amended SEVERABILITY If any term or provision of this Grant Agreement is illegal or invalid, the remainder of the Grant Agreement shall not be affected thereby, and all other parts of this Grant Agreement shall nevertheless be in full force and effect. WAIVER Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or breach. Any waiver shall not be construed to be a modification of the terms of this Grant Agreemem unless stated to be such in writtng and signed by an Authorized Representative of the City. NOTICES Notices required by this Grant Agreement shall be in writing and delivered via mail (postage prepald}, commercial courier, or personal delivery or sent by facsimile or other electronic means. Any notice delivered or sent as aforesaid shall be effective on the date of delivery or sending. All notices and other written communications under this Agreement shall be addressed to the individuals in the capacities indicated below, unless otherwise modified by subsequent written nOtiCe. Communication and details concerning this contract shall be directed to the following contract representatives: Sub Grantee Allison Williams 401 S. Balsam St Pa Box 1579 Moses Lake, WA 98837 Susan Grindle 700 E Mountain View Ave. Suite 501 EllensburH, WA 98926 ENTIRE AGREEMENT This agreement constitutes the entire agreement between the City and the Sub Grantee for the Hseoffunds received underthisGrantAgreementand itsupersedesallpriororconternporaneous communications and proposals, whether electronic, oral, or written between the City and the Sub Grantee with respect to this Agreement. IN WITNESS WHEREOF, the Parties have executed this contract as of the date first written above. COML Council Packet 9-26-23, Page 105 of 141 Cl 0 M0 .5 LAKE Name: Allison Williams Title: City Manager Attest: Name: Title: Name: Susan Grindle Title: CEO Fed. ID # 91814544 COML Council Packet 9-26-23, Page 106 of 141 EXHIBITA GRANT COUNTY PLAN TO END HOMELESSNESS December 2019 December 2024 Sa.ip l,ike'ii a Ckimcy )A I M35ei Lakp )5 Warden Saddle Sountair) tition GRANT COUNTY Updated: June 1, 2020 COML Council Packet 9-26-23, Page 107 of 141 /. HOMELESSTASKFORCEOFGRANTCOuNTY The Homeless Task Force of Grant County shall be the group that will direct the County in its overall goats of reducing homelessness. MISSION The Mission of the Grant County Homeless Taskforce is to advocate for the homeless people in Grant County in order to improve quality oflife, increase public awareness of issues of homelessness, impad public policy and to prevent and end homelessness. VISION The Homeless Taskforce focuses on rea!izable strategies to move homeless individuals and families beyond shelter to permanent housing and self-sufficiency by looking at a comprehensive range of needs and develop the local capacity to meet these needs. The Taskforce identifies ways to coordinate and link resources to avoid duplication by involving stakeholders with a shared goal of building a comprehensive system to end homelessness and prevent return to homelessness. MEMBERSHIP Task Force membership is offered to those community members and/or organizations that have an interest in issues surrounding homelessness and who are willing to take an active role In the Task Force. Current members represent a broad array of fields. /j. tl €jJV/blL-.S:5Nh,!i5 jJV 6t €ANT COUNTY POINT IN nME HOMELESS COUNT ACCOrding tO the 2019 Point-In-Time HOmeleSS COunt, On any giVen night there are 82 people liVing On the StreetSl in a vehicle, or other place not meant for human habitation. Total unsheltered homelessness as identified during the Point- In-Time Homeiess Count has been on the decrease for the past 4 years. lndtviduals Total number counted by area Households Chlldren Veterans 2018 2017 Unsheltered Homeless: Vehicle, RV, Outdoors, Abandoned building, 82 Moses Lake: 52 Ephrata: I Quincy/George: 10 Grand Coulee:6 Mattawa: 0 Royal City: 0 Soap Lake: 7 Warden: 0 Other areas:6 70 8 3 Households 3 88 110 Sheltered Homeless: Motel vouche5 emergency shelter, transitional housing 68 49 -29 Homelessness happens to people of all ages, genders, races, income levels, and household types. Those who live in economic instability, who have health issues, mental health or substance use disorders, and those who may experience a job-loss, family break up, or domestic violence can all be pushed into homelessness at any time. COML Council Packet 9-26-23, Page 108 of 141 The County's vaCanC7 rate IS 5%. Relaiivetj/ 10W VaCanC7 RAES, ShOrtageS Of affordable housing, t(le Otal )aCk of permanent-supportive housing, and long WaitliStS far publiC Housing and SeCtiOn-8 programs are all contributing faCtOrS to a household remalning homeless for more than 30 days. AVAILABLE RESOURCES Housing Seniices LOCAL AGENCIES WITH IIMITED/PERIODIC HOUSING ASSISTANCE FOR HOMELESS Senie Moses Lake - (Moses Lake residents only): Motel vouchers, rent assistance, application fees, utility assistance Opportunities IndustrializaUon Center (01C) Utility assistance, housing services for eligible farm workers Salvation Army - One-time motel voucher Senie Quincy - (Quincy residents only): Motel vouchers, rent assistance, application fees, utility assistance Veteran's Coalition of Grant County - limited housing services for veterans His Helping Hands - (Ephrata & Soap Lake residents only): Motel vouchers, food, gas voucher, clothing, utility billassistance, out of area travel assistance, tents, sleeping bags, hygiene items, application fees Grant Integrated Senrices: Various outreach, housing stability planning and case management COORDINATED ENTRY: Grant County utilizes a low-barrier Coordinated Entry System to identify, engage, and refer households to the proper services. The purpose of Grant County's crisis response system is to ensure that homelessness is rare, brief, and one- tame, CE guides households who are experiencing a housing crisis by providing immediate access to the most appropriate housing program through a standardized assessment, prioritization, and referral process. If possible, CE COML Council Packet 9-26-23, Page 109 of 141 does not keep waitlists for services. Instead, available services are offered to qualifying households in the hope to assist with the household's housing crisis immediately. Prioritization for services is established by Department of Commerce's basic prioritizatlon requirements. If resources are limited, prioritization will be given to those with the highest need. Need is identified by a score of more than 6 on the VISPDAT-Vulnerabilitylndex. Forthosewhodonotrnettheprioritization,diversiondiscussionswillbeheld. ///. STRATGICPLAN Objedive #1: Quickly Identify and Engage People Experiencing Homelessness Definition of homelessness: Households who are living unsheltered. This also includes households fleeing domestic violence. Unaccompaniedyoutharedefinedusingthefederaldefinition. Measure(s) of Success: * Compliance with state and federal coordinated entry requirements for all projects recelving federal, state and local homeless funds * Consider implementation of the Coordinated Entry Core Element recommendations Tasks Responsible Parties Start Date Completed Expand low barrier intake options in conjunction with mobile outreach activities and various community events Coordinated Entry sites May 2020 Continue to work with and receive referrals from: Mobile Outreach, Supportive Housing programs, Point in Time Count, Project Homeless Connect, Serve Moses Lake, Salvation Army, Serve Quincy, various community outreach events Coordinated Entry sites !n progress Ongoing Continue relationships with law enforcement/first responders, health care, Serve Moses Lake, School Liaisons, and the Mobile Outreach team to ensure smooth referral processes Coordinated Entry sites In progress Ongoing Continue to offer low barrier coordinated entry assessment that complies with CE data collection requirements Coordinated Entry/Intake sites/agencies In progress Ongoing Strengthen community partner referrals from Big Bend Community College Coordinated Entry sites September 2020 Conduct County-wide education to build the community's capacity to quickly identify homeless and refer to services Grant County Homeless Task Force January 2021 Identify strategies to engage homeless/unaccompanied youth, consider implementing strategies Hope Source, New Hope TBD Build in maintain active lists of persons experiencing homelessness, that includes tracking status, engagements, and housing placements Mobile Outreach Team, Coordinated Entry Sites December 2020 Objective #2: Prioritization of Homeless Housing for People with the Highest Needs Measure(s) of Success: COML Council Packet 9-26-23, Page 110 of 141 * SuccessfulimplementationofprioritizationpoliciesforallproJectsreceivingfederaJ,stateandlocal homeless funds, resulting in priorltlzed people consistently being housed in a timely manner. Tasks Responsible Parties Start Date Completed Grantees and Subgrantees must prioritize services for people w/highest need (unsheltered, chronic, length of time homeless, victlms of domestic violence) and utilize the VISPDAT if needed Grantees & Subgrantees of funds January 2020 Ongoing Continue to monitor and evaluate HMIS data for exits to permanent housing options Grantees & Subgrantees of funds In progress Ongoing - l'6-ntirrue-no-n'-w-ait'lis4 philosoptjy' wh-eri enr61ling prioritized households into programs -Grantees K-Subjrantees of funds In progress ('ngoing ' Objective #3: Effective and Efficient Homeless Crisis Response and Housing Services Measure(s) of Success: * System-wide performance: a) Increase percentage of exits to permanent housing to the level of the top performing 20 percent of homeless crisis response systems nationwide. b) Reduce returns to homelessness after exit to permanent housing to less than 10 percent. c) Reduce average length of time homeless of those served to less than 90 days. Current System Performance * Prioritization of Unsheltered Households: 77.1% (FFY 2018) - met target * IncreaseExitsfromSheltertoPermanentHousing:26.59%(asof6-30-18)-madeprogresstowardmeeting performance measure * Decrease returns to homelessness within 2 years for those who resided in shelter: 0% (as of 6-30-18) - met goal * Increase exits to permanent housing for rapid rehousing: 85.98% (as of 6-30-19) - met goal * Decreasereturnstohomelessnesswithin2yearsforthosewhoreceivedrapidrehousingservices:.62%(as of 6-30-18) - met goal * Reduce average length oftime homeless: 34 days (as of 2-14-19), goal is less than 90 days - met goal Tasks Responsible Parties Start Date Completed OngoingComplete quarterly reviews of performance measures Homeless Task Force of Grant County Aprll 2020 Identify agencies who are not meeting system- wide performance measures/areas needed for improvement Homeless Task Force of Grant County April 2020 Ongoing Prgmote the development of housing for all Homeless Task Force of Grant County April 2020 lncrease case management/support for those who are most vulnerable Homeless Task Force of Grant County, Grantees, Subgrantees June 2020 Increase the number of affordable units Homeless Task Force of Grant County January 2021 Increase the number of shefter beds for chronically homeless individuals Grantees, Subgrantees January 2021 COML Council Packet 9-26-23, Page 111 of 141 Objective #4: A projection of the impact of the fully implemented loca) plan on the number of households housed and the number of households left unsheltered, assuming existing resources and state polices Measure(s) of Success: h A local plan thatincludes an estimate of people experiencing homelessness that will be housed during 2024 after successful implementation of the local plan using existing resources, and the count of households left unsheltered at a point in time in 2024, based on credible data and research; including the data, assumptions, calculations, and related citations necessary for outside parties to review and reproduce the estimate Tasks Responsible Parties Start Date Completed Complete modeling tool to project the impact of the local plan and identify future resources needed Steffanie Bonwell October 2019 Odober 2019 Strateglze how to meet the future need of the county's local plan Homeless Task Force January 2021 Objective #5: Address racial disparities among people experiencing homeJessness Measure(s) of Success: * CompletionofaninitialanalysisusingaracialequitytoolanddataprovidedbyCommerce. Tasks Responsible Parties Start Date Completed Complete initial analysis of racial disparities among people experiencing homelessness, using Commerce's racial equity tool Grantees & Subgrantees of funds , August 2019 September 2019 Identify how Grant County compares to the State and other like size counties in the State. Grantees & Subgrantees of funds January 2020 Identify underrepresented homeless populations (iT any) Grantees & Subgrantees of funds January 2020 Determine if alternative plans need to be put into place to address disparities (if any) Grantees & Subgrantees of funds June 2020 COML Council Packet 9-26-23, Page 112 of 141 EXHIBIT B The City of Moses Lake, in partnership with o qualifled non-profit community development entity, wlfl develop an inrtiol response for the chronically homeless under the COVID funding through the development of o camp where resldents can have access to servlces, sanitation and the abillty to be tested and quamntined if there is a positive COVID identification. The Clbyr has prevkiusly entered /nto (7 contract with HopeSource to utllize COVID-19 Gmnt Funds. Those funds have since been re-purposed and remalnlng COVID-19 Grant Funds wlfl be ut///zed /or the duratlon of November 2020 and December 2020 to fund operations of the Sleeping Center. The budget for the COVID-19 grant applicatlon and Emergency Solutions Gmnt follows. The City will provide tivtng qtmrters (sleeping shelters) sanftation and bathroom facilities, admjnistmtive building and operating expenses and the Contractor will pmvide wrap around services and overall administration of the - - -- 75r6firaffi. Ovei the'life 6f the fumjing-we ar-e (>tanning 60 IOD 7iomiless fndlvidu61s. More than 60% 6f the homeiess in erant county resiae within the crty ol vioses tobe. it wiii take some time lor the contractor to reach out to all of our homeless tndfvidua(s to provide information about services belng offered and the homeless camp area. The Contmctor wifl screen each individual prior to entering them in the system and placing them in o motel and again prior to allowing them in the camp. The plan /s to keep the homeless camp open indefinitefy to work with the contractor on a long term plan to develop emergency shelter and permanent supportive housing space, qainhp'r '---'-BU-DGETBY-' EMERGENCY I 80LuTIONS GRANTI I - "-' ""'-"-"""'- #----+------#--l'= SERVICE8 I "' "' "' "' AMOUNT COSTDESCRIPTION }City of Moses Lake I $105,783.92 I . . .. ........... Encampment operations, including utilities, taxes, ' Security Service, and other operation expenses as designated by the City. . Contractor I I .. . ...... ................ I$indlOiviOd/duaayl pe"'r"""" (100) for '17 days $170,000 Wrap around services including: outreach of individuals, Intake, assessment and screening, Icoordinated entry, quarantine in motels, wellness checks, food support delivery (2 meals a day), transport and Sleeping Center management. I I I $iI I .. ................. .. I $ " """"""""' " II $ ='= " '-" " "" " " I 'l TOTAl _$275.!7sag:z COML Council Packet 9-26-23, Page 113 of 141 Exhibit C ADMINISTRATIVE POLICY Subject: Designated Sleeping Center Ru]es Date Issued: October 27"', 2020 Date Effective: November 1"', 2020 Approved By: Allison Williams, City Manager City Resolution No. 3764 (May l4'h, 20"l9) established that the City of Moses Lake elected to operate its own homeless program and will meet all regulatory requirements required by the Department of Commerce. City Ordinance No. 2921 (April 9th, 2€)19) authorized the City Manager to designate a City operated camping area and to promulgate rules and regulations regarding the use of designated camping areas. The City Manager designated a camping area on September 22nd, 2020 at the address commonly known as 1045 E Broadway Ave, Moses Lake, WA 98837 The designated camping area will open on November 1", 2020, and operational needs necessitate establishing the rules of the designated camp area. The following rules apply to the use of the designated camping area and the property adjacent to it: COML Council Packet 9-26-23, Page 114 of 141 1 Desigriated area: The designated camping area shall consist of a sleeping area and a case services area. The designated camping area is depicted on the attached site plan. 2.Oppning date: The designated camping area is sche4jed to open November Isti 2020. 3. Hours of operation: The sleeping area will open at 6:00 p.m. daily and close at 8:00 a.m. each immediately following day, at which time the sleeping area must be vacated. A. The Case Services area shall remain open all day, to be utilized on an appointment only basis. B. Both the sleeping area and the Case Services area may be closed by the City Manager, City Police Chief, or City Fire Chief at any time, without regard to regular hours of operation, when necessary to protect public health, safety, or welfare. 4. Sleeping area entry hours; Persons wishing to use the sleeping area may enter between the time of its opening and "10:00 p.m. daily. Entry shall not be allowed between the hours oflO:00 p.m. and 8:00 a.m. except for emergencies and persons who have prearranged an afterhours entry time with the City, a security contractor, or a designated campsupervisorforreasonableandverifiableneeds. Personsmayleave the sleeping area at any time, but reentry shall not be allowed between the hours of 10:00 p.m. and 8:00a.m. except for emergencies. Entry shall not be allowed to persons wishing to use the sleeping area from 8:00 a.m. until the time of its opening daily. No person shall sit or lie down on publicly open property located within three hundred feet (300') of the sleeping area or upon a blanket, chair, stool, or any other object pla on publicly open property within three hundred feet (300') of the sleeping area. 5. City: For purposes of these rules, City means the City of Moses Lake, its officials, and employees. COML Council Packet 9-26-23, Page 115 of 141 6. Security contractors: The City may contract with third parties to provide security services. For purposes of these rules, security contractor means parties with whom the City has entered into a contract or agreement for services and their employees, agents, and authorized representatives 7. Designated camp supeivisors: The City may designate or contract with third- parties to provide camp supervision services. For purposes of these rules, camp supervisor means parties designated by the City Manager or with whom the City has entered into a contract or agreement for services and their employees, agents, and authorized representatives. 8. Use rule: Violators of the following enumerated rules may be ordered to immediately leave and not return to the designated camping area or City property located within three hundred feet (300') of the designated camping area for a period of 24 Hours, or until the following opening hours of the next day for the first (lst) violation. A second (2nd) Violation will result in a 48 Hour Trespass from the property. A third (3'd) Vioiation will result in a 72-hour Trespass from the site, and/or permanent trespass from the sue as determined by the City Manager or City Designee. A. The following rules appty to use of both the sleeping area, the property storage area, the Case Services area, and all property located within three hundred feet (300') of the sleeping area or the services area: 1.No one may commit any crime: 2.No one may willfully hinder, delay, or obstruct a city employee in the discharge of his or her official powers or duties. 3.No one may unreasonably disturb others by knowingly engaging in loud or raucous behavior. 4. No one may, with intent to harass, intimidate, or torment any other person, use any lewd, lascivious, indecent or obscene words or language, or suggest the commission of any lewd or lascivious act. 5.No one may possess or use illegal drugs, including any form of marijuana or cannabis. 6.No one may open or possess an open package containing alcohol or consume alcohol; and COML Council Packet 9-26-23, Page 116 of 141 No one other than City employees, contractors, and public safety personnel, and the designees of each, may enter or remain during closure hours. No one may sit or lie down in the Case Services area or on publicly open City property within three hundred Feet (300') of the sleeping area or the Case Services area or upon a blanket, chair, stool, or any other object placed in the property storage area or on publicly open City property within three hundred feet (300') of the sleeping area. B. The following rules additionally apply to use of the sleeping area: Users may enter only between the time the sleeping area opens and 10:00 p.m. daily except for emergencies and after- hours entries prearranged with the City, a security contractor, or a designated camp supervisor, for reasonable and verifiable needs. Users must upon entry meet with the City, a security contractor, or a designated camp supervisor and agree to abide by all applicable rules. Users who exit between the hours of 10:00 p.m. and 8:00 a.m. may not reenter except for emergencies. Users must peaceably exit the sleeping area by 8:00 a.m. daily. Users must remove their personal property from the sleeping area each day or place it within a designated storage container, and any items otherwise left in the sleeping area after 8:00 a.m. each day shall be deemed abandoned and may be removed by the City, a security contractor, or a designated camp supervisor. Users provided with a storage container must fit any possessions they wish to store within the container and lock it prior to exiting the sleeping area. Any property left in an unlocked storage container or outside a locked storage container shall be deemed abandoned and may be removed by the City, a security contractor, or a designated camp supervisor. No user may do an act, omit to act, engage in a course of activity, or create or maintain a condition which unreasonably: 1.interferes with the comfort, solitude, health, or safety of others. 11.offends common decency, COML Council Packet 9-26-23, Page 117 of 141 Ill.offends common sensibilities and senses by way of extreme noise, light, or odor; or IV.obstructs or renders hazardous for public passage any public way or place. No guests shall be allowed in the sleeping area (the sleeping area may be used only by persons who intend to spend the night). No minor shall be allowed in the sleeping area unless accompanied by his or her parent or legal guardian: I No minor may remain in the sleeping area for longer than thirty (30) minutes. No weapons may be possessed, displayed, or used except by public safety personnel and security contractors. I O. No fires or open flames are allowed. 11. No marijuana may be possessed or used. 12. No alcohol may be possessed. 13. Notobaccoproductsmaybeusedinsidetheshelters. 14.Tobacco use on the site shall be restricted to designated smoking areasv 15. Users shall not willfully hinder, delay, or obstruct any security contractor or designated camp supervisor in the discharge of their official powers orduties. 16. Users shall keep and confine their personal property to the area assigned to them by a designated camp supervisor, and designated walkways and paths shall be kept clear. "17. Camping areas shall be kept clean and free of junk, litter and debris, and users must deposit their trash and garbage in receptacles designated by the City for waste disposal. 18. users shall not take, use, or possess the personal property of other users without their express permission. 19. Users shall not take, use, or possess property belonging to the City, its security contractor, or any designated camp supervisor without the express permission of the owner of the property. 20. Pets shall not be allowed if they are unlicensed, dangerous, diseased, or aggressive toward persons or other animals; provided, however, that a user may be given up to seven (7) days after arrival with a pet to obtain a license unless the dog is dangerous, diseased, or visibly aggressive. COML Council Packet 9-26-23, Page 118 of 141 21. Pets must be kept on a leash or kept in a kennel, and users must immediately clean up after their pets and dispose of any waste in receptacles designated by the City for waste disposal. Pets are subject to the City's nuisance code provisions and shall not constitute a public nuisance, e.g. barking. 22. Users may urinate and defecate only in bathrooms, portable restrooms, porta-potties, or sani-cans designated by the City for that purpose. 23. Users shall not engage in sexual intercourse, sexual contact (meaning any touching of other intimate parts of another person for the purpose of gratifying sexual desire of either party or a third party), or masturbation, within the sight or hearing of others; 24. Users shall not cause or create any sound or noise that unreasonably disturbs or interferes with the peace, comfort and repose of other users. 25. Users shall not use instruments or other devices, between the hours of 10:00 pm. and 8:00 a.m., that generate or make sound that can be heard beyond the user's assigned area; and 26. Exceptforperishablefood,usersmaynotpossessorbringanyof the items prohibited from the Case Services area into the sleeping area. C. The following rules additionally apply to use of the property storage area and the Case Services Area: I. II. Users must agree to abide by all applicable rules Users are limited to one (1) storage container per person. D. Users may not store: j. Illegal drugs, 2. Marijuana, 3. Alcohol, 4. Flammable or combustible liquids or materials. 5. Toxic liquids or materials, 6. Corrosive liquids or materials, 7 , Weapons, 8 . Ammunition or other explosive materials, COML Council Packet 9-26-23, Page 119 of 141 9. Stolen property, 10. Perishable foods, lj. Putrid materials, or 12. Garbage, litter, or debris. E. Property may be stored for no longer than seventy-two (72) consecutive hours, and any property left in the storage area longer than 'seventy-two (72)- corgecutive h-ours shall be deemed abandoned and may be removed by the City, a security contractor, or a designated camp supervisor; F. All property must be stored in a container designated by the City for that purpose, and any property left outside of a designated container shall be deemed abandoned and may be removed by the City, a security contractor, or a designated camp supervisor; and G. Property may be stored at the sole risk of its owner, and the City shal! not be responsible for theft, loss, destruction, or damage of stored property. Procedures for removal of property by the City, a security contractor, or a designated camp supervisor. A. Users shall be given an opportunity to remove prohibited property from the designated camping area if they are present at the time of tts discovery and the property may be legally possessed by the user. Notice shall be personally given to users when property is removed in their presence by the City, a security contractor, or a designated campsupervisor. B.Notice shall be posted at the designated camping area when property is removed in the absence of its owner by the City, a security contractor, or a designated camp supervisor. The posted notice shall be the only notice given, and users are solely responsible for checking the designated camping area for notices. C.Property subject to immediate disposal or other immediate disposition: 1.City, security contractors, and designated camp supervisors may immediately dispose of any of the following items: junk, iitter, debris, trash, garbage, and putrid materials. 2. The City, security contractors, and designated camp supervisor may immediately dispose of any of the following items if they pose an immediate hazard to persons or property and cannot be safely stored: flammable and combustible liquids or materials, toxic liquids and COML Council Packet 9-26-23, Page 120 of 141 materials, corrosive liquids and materials, and ammunition and other explosive materials. 3.The City, security contractors, and designated camp supervisor may immediately dispose of alcohol and marijuana unless it is immediately removed by its owner upon discovery. 4.The City, security contractors, and designated camp supervisor may immediately dispose of perishable food left in the storage area unless it is immediately removed by its owner upon discovery. 5.City, security contractors, and designated camp supervisors may immediately dispose of any property that is not immediately removed from the designated camping area by its owner upon request as provided in paragraph 8-D, 8-E and 8-F. 6.Dangerous, diseased, or aggressive pets may be delivered to animal control authorities by the City, security contractors, and designated camp supervisors. 7.Stolen property, illegal drugs, and weapons may be delivered to law enforcement authorities by the City, security contractors, and designated campsupervisors Property removal notices must specify (1) whether the property may be recovered; (2) where recoverable property has been stored and may be reclaimed, and (3) the date and time by which the removed property must be reclaimed. Unless disposed of in accordance with paragraph 8-D, 8-E and 8- F, removed property shall be stored for seven (7) days during which Ume it may be recovered by its owner if the property may be legally possessed by its claimant. Evidence of crimes and property subject to forfeiture may not be recovered except as provided by law. Property may be recovered by its owner only if it is claimed by its owner within seven (7) days after its removal in the manner specified in the removal notice and the claimed property may be legally possessed by its claimant. The City, security contractors, and designated camp supervisor may dispose of property that remains unclaimed seven (7) days afier its removal. Users may appeal the removal of property by filing written notioe of appeal with the City Clerk at City Hall at 401 S. Balsam St, Moses Lake, WA 98837. Noti> of appeal must be received by the City Clerk by no later than seven (7) days after removal of the property. COML Council Packet 9-26-23, Page 121 of 141 1.Users must remove prohibited property from the designated camping area while any appeal is pending, and the City, security contractors, and designated camp supervisors may immediately dispose of any of any property that is not immediately removed by the user. Appeals may be heard by the City Manager, or a designee of the City Manager. Appeals shall be heard and decided as soon as practicable after they are filed at such time designated by fhe heari-ng officer. Appeals shall be heard at City Hall at 4e)1 S Balsam St, Moses Lake, WA 98837 or at such other location designated by the hearing officer. COML Council Packet 9-26-23, Page 122 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Fiscal and Policy Implications Approve, Authorize, or Adopt: Provide Amended Direction: No Action Taken: Kevin Fuhr, Interim City Manager 12537 Brian Baltzell Municipal Services 9/26/2023 Old Business Solar Grant and Museum Lighting Projects City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 1,023,283.00$900,000.00$123,283.00$ Staff recommends City Council move to approve funding for these projects. We are requesting the appropriated funds in next year's budget. Moses Lake Final Solar grant and Museum lighting.pptx 5.66MB We are presenting our solar grant that will allow us to install a solar system on the Civic Center and also allow the Civic Center to function as an emergency operation center for three days. The museum lighting project is to remove the outdated halogen lighting and upgrade it to LEDs. We are requesting the appropriated funds for next years budget. There are no fiscal or policy implications. Options and Results Staff will proceed with the projects as presented. Staff will bring back options for recommended changes. Staff will continue to work on different solutions. COML Council Packet 9-26-23, Page 123 of 141 COML Council Packet 9-26-23, Page 124 of 141 COML Council Packet 9-26-23, Page 125 of 141 COML Council Packet 9-26-23, Page 126 of 141 Council Staff Report To:Agenda Item Number: From Department For Agenda of:Proceeding Type Subject Reviewed and Approved by: Expenditure Required:Amount Budgeted:Appropriation Required: Action Requested Packet Attachments (if any) Overview Fiscal and Policy Implications Kevin Fuhr, Interim City Manager 12545 Doug Coutts, Director Parks, Recreation, and Cultural Services 9/26/2023 New Business Longview Park/Sun Terrace Park Design Services City Manager City Attorney Community Development Finance Fire Human Resources Municipal Services Parks, Rec, & Cultural Services Police Technology Services 40,000.00$40,000.00$0.00$ Authorize city staff to enter into contract negotiations for an amount not to exceed $80,000 with RWD Landscape Architects for park Design and Master Planning Services. Already budgeted and approved for $40,000 for the Design of Longview Park and contingent upon the pending the approval of a submitted Budget Amendment, adding in Sun Terrace Park for an additional $40,000. RWD-Moses Lake Interview Powerpoint.pptx 82.86MB PRCS staff issued and processed a Request for Qualifications for the design and Master Planning of Longview Park with an Alternate option of adding in the Design and Master Planning of Sun Terrace Park. We received 8 statements of Qualification from Design Firms. A panel of two PRCS Board members, the PRCS Director, and the Park Superintendent narrowed the firms to three for interviews: Bernardo Wills, SPVV Landscape Architects, and RWD. After interviews, the panel requested the PRCS Board to recommend to Council that the city enter into a contract with RWD for the design of these parks. The PRCS Board voted to make that recommendation. Included is the detailed presentation from RWD that was presented at their interview. $40,000 is currently budgeted for these services for Longview Park. Staff has submitted a budget amendment for an Additional $40,000 to perform the design of Sun Terrace Park concurrently to achieve an economy of scale in the process. Additionally, completing both designs now will allow staff to submit applications for grants for both projects in the State RCO 2024-2025 grant cycle in the Spring of 2024.COML Council Packet 9-26-23, Page 127 of 141 Approve, Authorize, or Adopt: Provide Amended Direction: No Action Taken: Options and Results Staff will proceed with contract negotiations and start the design process. The budget amendment for the design of Sun Terrace Park will be brought to Council for approval at the next practical opportunity. Staff will bring back options for recommended changes. Staff will not pursue the contract for these park designs at this time. COML Council Packet 9-26-23, Page 128 of 141 9/21/2023 1 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 1 Longview Park Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 2 Sun Terrace Park 1 2 COML Council Packet 9-26-23, Page 129 of 141 9/21/2023 2 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 3 Why Choose RWD? RWD as the Prime Consultant, has successfully design similar projects of scope and scale within the Client’s budget. RWD’s experience will prove to be great value in efficiently finding cost effective solutions. Our team has direct applicable experience with other similar projects; "Designs that Work" is our credo. Our Project Team has the staff resources and enthusiasm to commence work immediately; notwithstanding the fact we are personable and professional. RWD has a defined Scope of Services to accomplish your Scope of Work within your timeline and budget. Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 4 Why Choose RWD? RWD’s Public Engagement program engages the Park Board and Moses Lake residents in a collaborative fun and meaningful manner – RWD assures a consensus backed Master Plan for Council Approval. RWD offers deep experience with designing parks that serve the needs of underserved communities. RWD offers experience with balancing water conservation and xeriscape with a green, restive inviting park space and experience. RWD considers park maintenance into every decision. RWD has proven to be great team partner - always an Advocate for the Owner. 3 4 COML Council Packet 9-26-23, Page 130 of 141 9/21/2023 3 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 5 Why Choose RWD? RWD takes responsibility for protecting taxpayers’ funding. RWD offers deep successful experience with State and Federal Grant Programs. With WPES, the RWD team offers unparalleled experience with Moses Lake permitting. Team member Jesus Manzo, life-long Moses Lake resident offer deep community connections and historical knowledge. The RWD Team is professional, comprehensive, thorough, creative, and fun to work with. Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 6 RWD’s Experience Dwight Merkel Sports Complex, Spokane Smokiam Park, Soap Lake East Wenatchee Trail Lions Park, Othello Twisp Sports Complex 2011 WRPA Sports Complex of the Year 5 6 COML Council Packet 9-26-23, Page 131 of 141 9/21/2023 4 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 7 1. How do you propose to engage the community in the design process for the park? Task 1 Master Plan Scope of Services Task 1.01 Site Analysis Task 1.02 Program Element Range Definition Task 1.03 Generate 3 Master Plan Options Task 1.04 Cost Estimate of Probable Costs Task 1.05 Parks, Recreation, and Cultural Services Board Review Task 1.06 Public Open House 1: Master Plan Options Task 1.07 Decision Matrix Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 8 Potential Program Element Considerations Program Elements Walking trials Native Plantings Community Garden Space Water Feature/Sprayground Group gathering areas Enhanced forested area Community Art Interpretive areas/trails Open Play areas Accessible and inclusive play Pickleball 7 8 COML Council Packet 9-26-23, Page 132 of 141 9/21/2023 5 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 9 Potential Program Element Considerations Program Elements Basketball Court Picnic Shelter(s) Exercise stations along paths Restroom Pump Track Open play areas Futsal Disc Golf Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 10 1. How do you propose to engage the community in the design process for the park? Task 1 Master Plan Scope of Services Task 1.01 Site Analysis Task 1.02 Program Element Range Definition Task 1.03 Generate 3 Master Plan Options Task 1.04 Cost Estimate of Probable Costs Task 1.05 Parks, Recreation, and Cultural Services Board Review Task 1.06 Public Open House 1: Master Plan Options Task 1.07 Decision Matrix Public Engagement Tools Media Announcements Website Postings Public Open Houses Comment Sheets Sticky Back Comments Preferential Voting Park Board Outreach 9 10 COML Council Packet 9-26-23, Page 133 of 141 9/21/2023 6 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 11 1. How do you propose to engage the community in the design process for the park? Task 1 Master Plan Scope of Services Task 1.08 Parks, Recreation, and Cultural Services Board Review Task 1.09 Preferred Master Refinement: Phased Master Plan, and Cost Estimate Task 1.10 Public Open House 2: Preferred Master Plan Refinement and Costs Task 1.11 Preferred Plan PreApplication Meeting Task 1.12 Maintenance Cost per Master Plan Phase Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 12 1. How do you propose to engage the community in the design process for the park? Task 1 Master Plan Scope of Services Task 1.13 Master Plan Deliverables Task 1.14 Master Plan Adoption by Council Master Plan Deliverables A Creative, Budget Conscious, & Publicly Consensus Backed Master Plan Phased Master Plan Master Plan Costs by Phase in RCO Format Maintenance Costs by Phase Great Basis for RCO Grant Applications 11 12 COML Council Packet 9-26-23, Page 134 of 141 9/21/2023 7 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 13 2. What interests you about our project? Affinity for the Columbia Basin and Eastern WA. Love to design Parks for underserved communities! Want to be involved with furthering the quality of parks and life in Moses Lake. Love the site conditions of both parks. Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 14 3.a. What challenges do you see in our project? (Focus: Longview Park) Narrow, linear site. Lack of vegetation and topographic features Buffering our neighbors to the west. Access control Remnant construction debris Lack of landscaping along frontage. Project costs. Linkage to other parks 13 14 COML Council Packet 9-26-23, Page 135 of 141 9/21/2023 8 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 15 3.b. What opportunities do you see in our project? (Focus: Longview Park) Narrow, linear site. Lack of vegetation and topographic features On street parking. Full utilities to park. Frontage improvements Pedestrian Access from the West. Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 16 4. The City is looking to conserve potable water and getting our parks to reduce/eliminate the use of the potable water system as a source for irrigation. What elements design could you implement that would create an amazing park design while limiting the amount of turf needing to be watered. Limit and Concentrate Natural Grass Amended Soils Drought Tolerant Grass from NTEP Highly Efficient Irrigation System Consider Synthetic Turf Mineral & Organic Based Groundcovers Mini-Pitch Soccer 15 16 COML Council Packet 9-26-23, Page 136 of 141 9/21/2023 9 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 17 4. The City is looking to conserve potable water and getting our parks to reduce/eliminate the use of the potable water system as a source for irrigation. What elements design could you implement that would create an amazing park design while limiting the amount of turf needing to be watered. Rainwater Harvesting Rain Gardens Harden the Asset Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 18 5. Please explain your approach to accessibility vs. inclusivity in park design. Equality Accessibility Inclusivity 17 18 COML Council Packet 9-26-23, Page 137 of 141 9/21/2023 10 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 19 5. Please explain your approach to accessibility vs. inclusivity in park design. Inclusive Approach Go beyond ADA standards! Connect with Community Universal Design Principals Inclusive Spaces Inclusive Playgrounds Provide lots of choices and opportunities for all! Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 20 6. Please detail your experience in zero-scaping and xeriscaping. Zero-Scaping/Xeriscaping Approach Landscaping: Limit lawn to active zones. Drought tolerant plants or rock mulch in landscape and non-access zones. Drought tolerant, native plants and native grasses to reduce water use and maintenance. Employ rock mulches in varying size and color for interest – reduce reliance on shrubs. Irrigation: Spray active zones, drip irrigate landscapes. Consider subsurface irrigation systems. 19 20 COML Council Packet 9-26-23, Page 138 of 141 9/21/2023 11 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 21 7. What Is your experience in public engagement with lower income/stressed neighborhoods? 40 ft x 84 ft Futsal Court Provide Public Engagement Options Go to their events; neighborhood meetings, school functions, library events Engagement Tools: one-on-one discussions, website, display boards, comments cards, on-site postings Provide Bilingual communications Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 22 8. What experience do you have in applying for and being successful with State and Federal Grants for park projects? RWD: preparing State Grants since the IAC inception (3) RCO Grant Categories: WWRP, LWCF, and YAF: Potentially 1.35 million grant dollars available for your project! RWD assists with the entire grant process from application to presentation 100% of RCO funded projects RWD master planned and designed have been built under the Grant Funding! 21 22 COML Council Packet 9-26-23, Page 139 of 141 9/21/2023 12 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 23 8. What experience do you have in applying for and being successful with State and Federal Grants for park projects? Example: Lions Park in Othello ranked in the top 5 in two RCO Grant Categories in 2020!!! Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 24 Thank You! 23 24 COML Council Packet 9-26-23, Page 140 of 141 9/21/2023 13 Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 25 #Task Sept. Oct. Nov. Dec Jan. Feb. 1.00 Master Plan 1.01 Site Analysis 1.02 Program Element Range Definition 1.03 Generate 3 Site Plan Options 1.04 Provide Cost Estimates 1.05 Park, Recreation, & Cultural Services Board Review 1.06 Public Open House 1: Master Plan Options 1.07 Decision Matrix 1.08 Park, Recreation, & Cultural Services Board Review 1.09 Preferred Master Plan Option Refinement, Phased Master Plan & Master Plan Cost per Phase 1.10 Public Open House 2: Preferred Master Plan Refinement & Cost 1.11 Pre-Application Meeting 1.12 Maintenance Costs per Master Plan Phase 1.13 Master Plan Deliverables 1.14 Master Plan Adoption by City Council 1.15 Project Management Exhibit C - Longview Park Master Plan Moses Lake Park, Recreation, and Cultural Services Department Park Master Plan and Design Services Longview & Sun Terrace Park Moses Lake Parks, Recreation & Cultural Services RWD Landscape Architects 26 25 26 COML Council Packet 9-26-23, Page 141 of 141