FINAL 2023 1024 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, October 24, 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
Citizen’s Communications **
Summary Reports:
Mayor’s Report
-Native American Heritage Month Proclamation
Additional Business
City Manager’s Report
-Employee Introduction – IT Systems Administrator
-Animal Shelter Funding
-Council Members for Fire Committee
Public Hearing
#1
Motion
#2
pg 4
Property Tax Levy Resolution 3957
Presented by Madeline Prentice, Finance Director
Summary: Hear from public and consider adoption
pg 9
2024 Budget Ordinance – First Presentation
Budget Link
Presented by Madeline Prentice, Finance Director
Summary: Hear from public and continue hearing
COML Council Packet 10-24-23,Page 1 of 174
October 24, 2023, City Council Meeting Page 2
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.
#3 pg 11
a.City Council Meeting Minutes Dated September 26 and September 28, 2023
b.Claims and Payroll
c.Cascade and Lakeview Parks Playground Acceptance
d.Latecomer Contract Proposal for Polo Ridge 4 Major Plat Street Resolution 3958, and Utility
Resolution 3959
e.Accept Improvements for Polo Ridge 3 Major Plat Resolution 3960
f.Accept Improvements for Polo Ridge 4 Major Plat Resolution 3961
g.Accept Improvements for Barrington Point 5 Phase 1 Resolution 3962
Old Business
#4
Motion x2
#5
Motion
pg 80
Fire Impact Fee Ordinance 3037 and Resolution 3956
Presented by Brett Bastian, Fire Chief
Summary: Council to review and consider adoption
pg 106
Interim Agreement for Sleep Center Operations
Presented by Kirsten Peterson, Community Development Director
Summary: Council to review and consider approval
New Business
#6
Motion
#7
Motion
#8
Motion
pg 139
Harrison K Dano Park Sport Court Grant Proposal
Presented by Doug Coutts, Parks, Recreation and Cultural Services Director
Summary: Council to review and consider approval
pg 142
Ice Arena 2023-2024 Season Fee Schedule Amendment Resolution 3963
Presented by Doug Coutts, Parks, Recreation and Cultural Services Director
Summary: Council to review and consider adoption
pg 150
Annual Review and Approval of LTAC Recommendations
Presented by Richard Huebner, Assistant City Manager
Summary: Council to review and consider approval
COML Council Packet 10-24-23,Page 2 of 174
October 24, 2023, City Council Meeting Page 2
#9
Motion
pg 153
Volunteer Handbook Resolution 3964
Presented by Kevin Fuhr, Interim City Manager
Summary: Council to review and consider adoption
Administrative Reports
Council Committee Reports
Executive Session – Potential Litigation pursuant to RCW 42.30.110(1)(i)
Adjournment
Next Regular Council Meeting is scheduled for November 14, 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.
Zoom Options: web access - https://cityofml.zoom.us/j/91786766000 Or iPhone one-tap: US:
+12532158782,,91786766000# or +13462487799,,91786766000# 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: 917 8676 6000.
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 10-24-23,Page 3 of 174
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 12888
Madeline Prentice Finance
10/24/2023 Public Hearing
2024 Property Tax Levy 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 the resolution for staff to certify the property tax levy to the Grant County Board of Commissioners before
the November 30, 2023 deadline.
2024 Property Tax Resolution.docx 20.83KB
Property Tax calculation worksheet 2024 final.pdf 103.11KB
Council has an opportunity to consider the estimated amount to be received by the City from taxes on assessed
valuations for property located within the City of Moses Lake.
State law under RCW 84.52.020 and 84.52.070 require the governing board of the City of Moses Lake to fix the
estimated amount to be raised by taxation on assessed valuation on the property within the City of Moses Lake.
Property taxes are a substantial revenue source for the City. The City is allowed to increase its levy by the
lessor of one percent (1%) or the percentage increase in the implicit price deflator (IPD) index on its highest levy
since 1985. The IPD for 2022-2023 exceeds the 1% limit. The legislative body is required by RCW 35A.33.135
to adopt a resolution establishing the amount to be raised by property taxes for the ensuing fiscal year.
The governing board of the City of Moses Lake has authority to utilize prior year "banked capacity". We are
recommending levying $375,000 of the City's "banked capacity" to provide funds necessary to discharge the
anticipated expenditures and liabilities of the City's General Fund in 2024.
COML Council Packet 10-24-23,Page 4 of 174
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
Provide Amended Direction:
No Action Taken:
Fixing the amount that can be raised by taxation assures the city that they will collect on assessed values
greater than in 2023 and allows the City to collect the maximum allowed under state statute in supporting the
general fund.
The property tax levy for 2023 was $8,735,243. The City could receive a maximum of $104,834 for 2024 based
on the 1% of the highest regular tax levy and an estimated increase of $157,099 for new construction.
Additionally, Council can levy prior year "banked capacity". The City is recommending Council levy $375,000 of
banked capacity for discharging anticipated expenditures and liabilities of the General Fund. The total levy
being requested is $9,372,176 which is below the State constitutional limit. The calculation of the estimated levy
is attached.
The 2024 budget is estimated to be $9,500,000 to take into consideration the collection rate, i.e. the entire levy
is not collected 100% in the year it is levied. The rate per thousand of assessed valuation is estimated to be
$2.573, which is a decrease of $0.37 from the 2023 rate of $2.9438. A household with an assessed valuation of
$200,000 will have paid $589 in 2023 and would decrease by about $74 to $515 in 2024, assuming there is no
change in the assessed valuation. However, if the underlying assessed value increases by 10%, the tax levy
will be about $566 or an increase of $51 per year.
Options and Results
Staff recommends City Council conduct the Public Hearing, then consider adoption of the resolution as
presented. Staff will certify the levy to the Grant County Board of Commissioners before the November 30,
2023 deadline.
Provide staff with specific changes, which would need to be approved and adopted at the November 14th, 2023
Council meeting.
Property tax legislation needs to be submitted annually to the County Commissioners by November 30th. If this
is not accomplished, the City would not levy a property tax and would lose 28% of General Fund revenues.
COML Council Packet 10-24-23,Page 5 of 174
RESOLUTION NO. 3957
A RESOLUTION FIXING AND LEVYING THE AMOUNT OF AD VALOREM TAXES NECESSARY TO
DISCHARGE THE EXPECTED EXPENSES AND OBLIGATIONS FOR THE 2024 BUDGET FOR THE CITY OF
MOSES LAKE
Whereas, RCW 84.52 requires the governing body of the City of Moses Lake to fix the estimated amount
to be raised by taxation on assessed valuation on property within the City of Moses Lake; and,
Whereas, the City of Moses Lake’s highest actual levy amount occurred in 2022 and was $10,483,435;
and
Whereas, the City is allowed by law to increase its tax levy by 1% over the highest levy amount it has
ever received since 1985, which would establish a limit of $10,588,270; and
Whereas, the City of Moses Lake’s actual levy amount from the previous year, 2023, was $8,735,243;
and
Whereas, the City intends to levy " banked capacity" of $375,000; and
Whereas, the City of Moses Lake, has a population of more than 10,000; and
Whereas, a Public Hearing was held, with notice duly provided, to consider the City’s current expense
budget for the 2024 calendar year pursuant to RCW 84.55.120; and
Whereas, the City Council of the City of Moses Lake, after hearing and duly considering all relevant
evidence and testimony presented, has determined that the City of Moses Lake requires an increase in
real property tax revenue from the previous year, resulting from the limit factor, and an increase of
$375,000 of banked capacity from the previous year along with the addition of recent annexations, new
construction and improvements to property and any increase in the value of state-assessed property
and refunds made, in order to discharge the expected expenses and obligations of the City; now,
therefore
BE IT RESOLVED BY THE CITY OF MOSES LAKE CITY COUNCIL:
Section 1. The following increases in the regular property tax levy, over the amount of the previous
year’s levy, are hereby authorized to be cumulatively levied for collection in 2024:
A. A discretionary increase of $104,834, attributable to the inflation factor which is a
percentage increase of 1.0% over the highest amount levied for collection since 1985 which
was $10,483,436 in 2022; plus
B. An estimated increase of $157,099 for new construction and improvements to property; plus
C. An increase authorized by state law for state-assessed property values; plus
D. A request to utilize banked capacity in the amount of $375,000. This will result in an overall
increase of 5.4931% and a resolution increase amount of $479,834 to be used for calculating
page 2 of the levy limitations worksheet.
Section 2. There is hereby fixed to be raised by general property taxes upon real and personal property
within the City of Moses Lake, for the year of 2024, the sum of $9,372,176 for general municipal
purposes, including Firemen’s Relief and Pension.
COML Council Packet 10-24-23,Page 6 of 174
Section 3. The City Clerk is directed to transmit and file a certified copy of this resolution with the Board
of Grant County Commissioners and the Grant County Assessor on or before November 30, 2023.
Section 4. This resolution shall take effect January 1, 2024.
ADOPTED BY THE CITY COUNCIL, and signed and approved this 24th day of October 2023.
__________________________________________
Don Myers, Mayor
ATTEST:
_________________________________
Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 7 of 174
2023 Tax 2024
Assessed Rate Levy
Values Applied Dollars
(Dollars in Thousands)(estimate)
Prior Year (2023) = Base 2,967,270.32$ 2.94386$ 8,735,242.56$
Levy Limit‐1.0% increase from 2023 levy ‐$10,483,436 104,834
Base‐101%8,840,077
Valuation Change (22.8%)622,184.62 ‐
New Construction (1.8%)53,364.93 2.94386 157,099
State Assessed Value‐ (still unknown)
Tax Limit Before Annexation 3,642,819.9 2.94386 8,997,176
Add for Annexation ‐ ‐
Limit for Subsequent Year 3,642,819.9 2.46984 8,997,176
Plus: Banked Capacity 375,000
Total Ordinance 2.57278 9,372,176$
Assessed Valuation 3,642,819.860$ 3.82500$ 13,933,786$
Less: Library Levy (Estimate 0.3254 1,185,250
Maximum 2022 Levy for Collection in 2023 (Estimate)3.4996$ 12,748,536
Total Levy Calculation 9,372,176$
Less: Potential uncollectible levy (estimate)169,000
Plus: REC Silicon tax distribution ‐ 2024 303,823$
Estimate to collect 9,507,000$
Budget Estimate 9,500,000$
State of Washington Constitutional Limit
City of Moses Lake
Property Tax Limitation Calculation
Budget Estimate
COML Council Packet 10-24-23,Page 8 of 174
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 12912
Madeline Prentice Finance
10/24/2023 Public Hearing
2024 Budget - 1st Public Hearing
City Manager City Attorney
Community Development Finance
Fire Human Resources
Municipal Services Parks, Rec, & Cultural Services
Police Technology Services
0.00$0.00$0.00$
Conduct the first Public Hearing for the 2024 budget.
The budget provides for the financial planning, control, and evaluation of all funds. The City Manager and all
Department Directors met to review budget proposals and a proposed 2024 budget was presented to City
Council at a budget workshop held on September 23, 2023. At Council's direction, additional meetings were
conducted following the first budget workshop and changes were incorporated to the proposed budget as
requested. A revised 2024 proposed budget with the recommended changes was presented to Council at a
second budget workshop held on October 17, 2023.
This is the first presentation of the 2024 Preliminary Budget. The budget requires two public hearings be held
before adoption of the budget ordinance establishing the authorization and spending plan for the 2024 fiscal
year for all City operations. Any further recommendations resulting from the first presentation of the budget from
Council will be made and incorporated into the 2024 Preliminary Budget. A second public hearing is scheduled
to be held on November 14, 2023.
For the 2024 Preliminary Budget, all funds are balanced within available resources (i.e. new revenues and
reserves). Additional explanation and summaries of revenues and expenditures by fund are included in a
separate 2024 Preliminary Budget document.
The total proposed 2024 preliminary budget is approximately $105.4 million with the General Fund operating
budget amounting to approximately $40.2 million. All funds are balanced within available resources.
COML Council Packet 10-24-23,Page 9 of 174
Options and Results
Approve, Authorize, or Adopt:
Authorize staff to make recommended changes to preliminary budget.
Provide Amended Direction:
Provide staff with specific changes, which would need to be incorporated into the budget system to be brought
back to Council for adoption at the November 14, 2023 meeting.
No Action Taken:
The budget process could not continue and the City would not be in compliance with State law.
COML Council Packet 10-24-23,Page 10 of 174
MOSES LAKE CITY COUNCIL September 26, 2023 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
Mayor Myers led the Flag Salute.
AGENDA APPROVAL
Council Member Skaug requested to move Consent Agenda item (k) HopeSource Shelter Management Extension to New Business.
Action taken: Deputy Mayor Martinez moved to approve the Agenda as amended, second by
Council Member Fancher. The motion carried 7 – 0.
PRESENTATION
Moses Lake Community Coalition 2nd Quarter Update Megan Watson, Coalition Coordinator and Matt Paluch, Executive Chair provided a slide deck
summarizing the services being provide on substance abuse prevention and plans to branch out
for mental health issues. They are continuing to coordinate with the school district for youth surveys and with the library to host drop-in youth activities.
CITIZEN’S COMMUNICATION
Municipal Airport – Rod Richeson, Moses Lake Airport Commission Chair, expressed his
frustrations with the restricted abilities for their volunteers due to the lack of policies approved by Council. Interim City Manager Kevin Fuhr advised that he has a volunteer policy drafted that will be presented at the next Airport Commission Meeting.
Municipal Airport – Ron Pearcy, Moses Lake, provided comments on the recent airport closure that was due to a lack of communication to staff that they had moved the location of the Experimental Aircraft Aviation Chapter BBQ because they were unable to obtain required event insurance. They may plan to operate under the SpringFest special event application in 2024.
Miscellaneous – Andrew Koeppen, Moses Lake, created a Moses Lake Events Facebook page that allows businesses and organizations to post for a one stop shop viewing of community activities. https://www.facebook.com/events/explore/moses-lake-washington/113449922003415. He again shared his concern of privacy for the use of automatic license plate readers.
Miscellaneous – Elisia Dalluge, Moses Lake, relayed information on the airport, community coalition, Youth Dynamics fundraiser flyer, city budget workshop, and Grant County 2024 property tax estimates. Youth Dynamics Fundraiser – Director Shawn Sallis, c/o Mayor Myers, invited the Council to
COML Council Packet 10-24-23,Page 11 of 174
CITY COUNCIL MINUTES – September 26, 2023
pg. 2
the auction on October 14, at 7 p.m. at the Grant County Fairgrounds. RSVP due date is October 6. He asked Council to advise staff if they are attending so a notice of quorum could be posted.
2024 Draft Budget – Jeremy Nolan, Moses Lake, thanks staff for all of their work and inquired about including a modeling forecast within the budget document, aggregate totals for expense types across all funds such as wages and benefits, as well as price volume analysis and expectations from year to year.
SUMMARY REPORTS
MAYOR’S REPORT
National Fire Prevention Week Proclamation A proclamation was read declaring October 8 through 14 as Fire Prevention week with the theme of “Cooking safety starts with YOU. Pay attention to fire prevention.”
Constitution Week Proclamation September 17, 2023, marks the 236th anniversary of the drafting of the Constitution of the United States. Mayor Myers read the proclamation as a fitting and proper accord of recognition to this magnificent document, its memorable anniversary, and to the patriotic celebrations which commemorate the occasion.
City of Yonezawa Mayor Correspondence A letter and photo was received from of our sister city Mayor. He thanked Council for the Kimberly Mathews Wheaton prints and stated that he is looking forward to restarting the adult and student exchange programs.
ADDITIONAL BUSINESS
Failing Septic on Marina Dr.
Deputy Mayor Martinez requested staff look into comments made at the State of the Lake meeting regarding failing septic systems. CITY MANAGER’S REPORT
Animal Shelter Facility Tour Interim City Manager Kevin Fuhr and Assistant City Manager Rich Huebner facilitated a tour of the shelter for six Council Members last week. Grant County Commissioner Rob Jones is interested in meeting with city staff to discuss a joint venture to improve the facility.
Lodging Tax Advisory Committee (LTAC) Application Cycle
Assistant City Manager Rich Huebner advised that the LTAC members met on September 11 to review the application guidelines. They set an application due date for 2024 funding on October 6 at noon, applicant presentations will be October 11, and a meeting the following morning to determine recommendations of funding for Council consideration on October 24. Board member applications are being accepted to fill one vacancy on this
committee. Eligible person will need to represent a business who collects the tax. CONSENT AGENDA
COML Council Packet 10-24-23,Page 12 of 174
CITY COUNCIL MINUTES – September 26, 2023
pg. 3
#1 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. moved to New Business
Action taken: Council Member Swartz moved to approve the Consent Agenda as amended, second by Deputy Mayor Martinez. The motion carried 6 – 0. Council Member Fancher
abstained. OLD BUSINESS
#2 Museum Lighting and Solar Panel Projects Contract Two representatives from McKinstry Industries provided a summary of their process for
the investment grade audits contracted through the state Department of Enterprise
Services (DES) as their energy service company (esco). Staff are requesting Council consider approval of the museum lighting and solar panel projects. McKinstry rep explained how funding clean energy projects work and that the solar panels will have a guaranteed net zero cost after reimbursement of the grant awarded by the Department of
Commerce.
Action taken: Deputy Mayor Martinez moved to approve execution of contracts for both projects with a follow-up report on the anticipated lifespan of solar batteries compared to cost and life of a generator, second by Council Member Madewell. The motion carried 7 – 0.
NEW BUSINESS
#3 HopeSource Shelter Management Extension
The amendment extends the original 2020 contract through the current Department of Commerce funding period. Resident David Hunt and several Council Members requested more information on their services. Interim City Manager Kevin Fuhr advised that
HopeSource staff will be providing a report prior to the next Council meeting. Community Development Director Kirsten Peterson reviewed details of funding and services. Council requested staff negotiate a month-to-month contract extension for the winter months while a formal Request for Proposal process can occur for a future contract for management of the shelter.
Action taken: Deputy Mayor Martinez moved to authorize the Interim City Manager to execute
the amendment as presented, second by Council Member Swartz. The motion carried 7 – 0. Mayor Myers paused the meeting at 9:01 p.m. to sign student attendance sheets. #4 Longview Park/Sun Terrace Park Design Services
COML Council Packet 10-24-23,Page 13 of 174
CITY COUNCIL MINUTES – September 26, 2023
pg. 4
Parks, Recreation, and Cultural Services Director Doug Coutts and two Park Board members reviewed qualifications submitted by three landscape firms. Authorization for the design of both parks will result in a large cost savings and make the projects eligible
for a grant funding opportunity in the Spring of 2024.
Action taken: Deputy Mayor Martinez moved to authorize design services of Longview and Sun Terrace Parks as presented, second by Council Member Eck. The motion carried 7 – 0. COUNCIL COMMUNICATIONS AND REPORTS
Interim City Manager Kevin Fuhr will have staff contact Council Member Skaug regarding
status of Moses Lake Industry water pressure and building permit. Council Member Madewell advised that the parking lot project in question was being paved today.
Deputy Mayor Martinez shared that NARCAN (overdose treatment nasal spray) supplies are available through the Grant County Health District for public safety agencies. The public can obtain the treatment through pharmacies or from a vending machine at the sleep center. She commended partners of the Moses Lake Watershed Council for efforts on lake clean up. The
Columbia Basin Allied Arts UMANI Festival will be held this Saturday at Sinkiuse Square. The
Creative District is hosting SuperSones as the final act in the 2023 summer concert series on Saturday at McCosh Park. Mayor Myers attended the Community Development and Public Works Committee meeting.
Staff have reported positive updates and will be bringing forward solutions to the full Council.
Interim City Manager Kevin Fuhr is meeting with Congressman Newhouse next week to discuss funding. The Grant Transit Authority has a new app to do live tracking on bus service and trip planning.
ADJOURNMENT
The regular meeting was adjourned at 9:28 p.m. ______________________________________
Don Myers, Mayor ATTEST____________________________
Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 14 of 174
MOSES LAKE CITY COUNCIL – SPECIAL MEETING September 28, 2023
CALL TO ORDER A special meeting of the Moses Lake City Council was called to order at 11:00 a.m. by Mayor Myers in Council Chambers of the Civic Center with audio remote access. Special notice for
remote attendance was posted on the meeting agenda. ROLL CALL Present: Mayor Myers; Council Members Eck, Swartz, Fancher, and Madewell. Absent: Deputy Mayor Martinez and Council Member Skaug.
EXECUTIVE SESSION Mayor Myers called an Executive Session to evaluate qualifications for public employment pursuant to RCW 42.30.110(1)(g) until 12:15. Mayor Myers extended the Executive Session for
30 minutes.
The open public meeting reconvened at 12:45 p.m. NEW BUSINESS
City Manager Contract Negotiation Candidate Erik Upson was rotated through three panels for interviews. Action taken: Council Member Swartz moved to authorize the contract negotiations with Erik
Upson for employment, to be brought back for Council consideration and action, second by
Council Member Eck. The motion carried 5 – 0. ADJOURNMENT The special meeting was adjourned at 12:50 p.m.
______________________________________ Don Myers, Mayor
ATTEST____________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 15 of 174
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 12900
Madeline Prentice Finance
10/24/2023 Consent Agenda
Disbursement Report since October 10, 2023
City Manager City Attorney
Community Development Finance
Fire Human Resources
Municipal Services Parks, Rec, & Cultural Services
Police Technology Services
1,752,856.15$1,752,856.15$0.00$
Approve payment of claims as presented.
The following amounts were budgeted, and sufficient funds were available to cover these payments.
Electronic Transfer: N/A
Checks: 162631 - 162765 - $1,144,948.55
Payroll Checks: 10-13-2023 PR, #65923 - 65940 - $12,578.39
Electronic Payments: 10-13-2023 Direct Deposit: - $595,329.21
Vouchers - 10.24.2023.pdf 121.31KB
COML Council Packet 10-24-23,Page 16 of 174
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 10-24-23,Page 17 of 174
TOTALS BY FUND:Est. Fund Bal.Est. Fund Bal.
FUND NO FUND NAME 10/10/2023 AMOUNT @ 10/24/2023
001 GENERAL FUND 12,631,661 159,964.02 12,471,697
102 TOURISM 1,470,755 ‐ 1,470,755
103 GRANTS AND DONATIONS 1,122,800 1,383.55 1,121,417
105 ARPA 3,712,452 ‐ 3,712,452
110 HOMELESS SERVICES 662,402 201,980.53 460,421
111 OPIOID ABATEMENT 50,358 ‐ 50,358
114 PATHS/TRAILS 115,781 ‐ 115,781
116 STREET 750,038 57,213.76 692,824
119 STREET REPR/RECON 2,846,200 ‐ 2,846,200
170 TRANSPORTATION BENEFIT DISTRICT 1,113,136 ‐ 1,113,136
282 LOCAL BORROWING 1,423,707 ‐ 1,423,707
286 REFUNDING GO BONDS 2015 122,434 ‐ 122,434
314 PARK & RECREATION IMPROVEMENTS 588,488 ‐ 588,488
315 PARK MITIGATION CAPITAL PROJECTS 36,926 ‐ 36,926
320 FIRE MITIGATION ‐ SEPA 339,934 ‐ 339,934
322 WATER REMIDIATION 1,971,581 23,759.22 1,947,822
410 WATER/SEWER 8,124,767 26,256.19 8,098,510
450 2011 BOND FUND 10,304 ‐ 10,304
451 WATER/SEWER ‐ 2011 BOND RESERVE 567,600 ‐ 567,600
452 2004 BOND FUND 1,020,000 ‐ 1,020,000
453 WATER/SEWER ‐ 2004 BOND RESERVE 701,500 ‐ 701,500
471 WATER RIGHTS 1,557,215 1,970.50 1,555,245
477 WATER SEWER CONSTRUCTION 3,361,735 99,798.51 3,261,936
485 PWFT WATER/SEWER DEBT SERVICE 20,196 ‐ 20,196
487 2015 GO BONDS REDEMPTION 21,330 ‐ 21,330
490 SANITATION 2,238,713 342,515.28 1,896,197
493 STORM WATER 986,229 29.64 986,199
495 AIRPORT 74,320 ‐ 74,320
498 AMBULANCE 771,690 28,934.34 742,756
501 UNEMPLOYMENT COMPENSATION INSURANCE 88,796 ‐ 88,796
503 SELF‐INSURANCE 294,229 100,881.28 193,347
517 CENTRAL SERVICES 1,129,035 8,351.51 1,120,683
519 EQUIPMENT RENTAL 2,012,015 84,290.07 1,927,725
528 BUILDING MAINTENANCE 2,279,189 3,309.98 2,275,879
611 FIRE PENSION 412,456 ‐ 412,456
623 DEPOSIT 96,302 4,137.92 92,164
631 STATE 9,198 172.25 9,025
TOTAL 54,735,474 1,144,948.55$ 53,590,525
City of Moses Lake
Tabulation of Claims Paid‐Summary by Fund
Council Meeting Date‐ 10/24/2023
COML Council Packet 10-24-23,Page 18 of 174
Check Name Check Amount Check Date Invoice Description
162631 Shannon Springer 154.33 10/03/2023 AWC Conference Miles/Meal
162632 Mike Williams 104.00 10/04/2023 Lateral Background Investigation
162633 Omar Ramirez 158.00 10/04/2023 Evidence Storage & Management
162634 Cristina Valdez 158.00 10/04/2023 Evidence Storage & Management
162635 Manuel DeLaTorre 118.00 10/04/2023 Spray Conference‐ CEU's
162636 Felix Rea 118.00 10/04/2023 Spray Conference‐ CEU's
162637 Felicia Ziemer 311.00 10/04/2023 NRPA 2023
162638 4Imprint, Inc.279.15 10/05/2023 Tissue Wallet
162639 A & H Printers Inc 63.96 10/05/2023 Business cards
162640 A M Hardware Company Inc 22.81 10/05/2023 Throw Member
162641 AAA Readymix Inc 2,456.61 10/05/2023 Fire Admin Building Sidewalk
162642 Alpha Media, LLC 257.50 10/05/2023 LTAC Advertising
162643 Amazon Capital Services, Inc.4,894.98 10/05/2023 Amazon September 2023 Water
162644 Anatek Labs, Inc.710.00 10/05/2023 Sample Testing
162645 Anderson Group, Inc 6,688.72 10/05/2023 Robotic Pool Cleaner
162646 Aspect Consulting 25,729.72 10/05/2023 Water Supply & Permitting
162647 Bound Tree Medical LLC 559.99 10/05/2023 Medical Supplies
162648 Bud Clary Ford LLC 191.76 10/05/2023 Cover & Contact
162649 Central Machinery Sales Inc 74.46 10/05/2023 Hard Hat
162650 Centurylink 55.41 10/05/2023 206‐T03‐6229 331B 9.23.23
162651 Certified Folder Display Service, Inc 3,716.61 10/05/2023 LTAC Advertising
162652 Columbia Basin Herald 2,953.14 10/05/2023 Admin Advertising
162653 Columbia Bearing Bdi 156.33 10/05/2023 Bolt Pillow Block
162654 Consolidated Disposal Service 44,519.99 10/05/2023 Disposal Loads
162655 Consolidated Electrical Distributors Inc 277.81 10/05/2023 General Parks
162656 Copiers Northwest Inc 459.79 10/05/2023 Equipment Contract Fees
162657 CSWW, Inc 461.74 10/05/2023 V‐Belt
162658 Databar Inc 2,029.51 10/05/2023 Utility Billing Invoices
162659 Dell Marketing 2,311.64 10/05/2023 System Service Tags
162660 Devries Information Mgmt 57.50 10/05/2023 On Site Record Destruction
162661 Elevate Government Affairs, LLC 17,000.00 10/05/2023 Government Relations Services
162662 EMS Technology Solutions, LLC 829.26 10/05/2023 RFID Tags
162663 Enviro Clean Equip Inc 635.43 10/05/2023 Right & Left Engine Mounts
162664 Faber Industrial Supply 1,482.20 10/05/2023 Misc. Tools
162665 Fishingmagician.com 1,300.00 10/05/2023 LTAC Advertising
162666 Galls LLC 1,539.56 10/05/2023 Uniform ‐ Rice
162667 Grainger Parts Operations 147.41 10/05/2023 Eye Wash Tags
162668 Grant County Animal Outreach 8,333.00 10/05/2023 October 2023 Contract Payment
162669 H D Fowler Company 6,582.75 10/05/2023 Copper Tubing
162670 IAFF #1258/Disab Ins 2,286.11 10/05/2023 2320 IAFF Disability
162671 Inland Body & Paint 3,619.40 10/05/2023 Accident Damage Repair Eq # 150
162672 Isaac Valdez 390.24 10/05/2023 Softballs
162673 Jerrys Auto Supply 347.21 10/05/2023 Air Door Actuator
162674 Kelley Connect 291.45 10/05/2023 Equipment Contract Fees
162675 Kottkamp & Yedinak, P.L.L.C.3,027.50 10/05/2023 Planning Pro Services
162676 Lad Irrigation Company Inc 219.69 10/05/2023 Steel Wedges
162677 Lake Auto Parts 164.16 10/05/2023 Brake Pads/Rotors
162678 Lakeside Disposal, Inc 297,995.29 10/05/2023 September '23 Contract Payment
City of Moses Lake
Checks Issued with Summary Description
For October 24th, 2023 Council Meeting
COML Council Packet 10-24-23,Page 19 of 174
162679 Life Flight Network 37.92 10/05/2023 New Hire ‐Rice
162680 Martin Law LLP 77,401.44 10/05/2023 Water Related Legal Services
162681 Matrix Sciences International Inc.362.00 10/05/2023 Sample Testing
162682 McKesson Medical‐Surgical 2,985.74 10/05/2023 Ambulance Supplies
162683 MIRO‐TV 1,650.00 10/05/2023 LTAC Advertising
162684 Moon Security Services Inc 78.49 10/05/2023 Annex Security Monitoring
162685 Moses Lake Steel Supply 235.60 10/05/2023 Maintenance Supplies
162686 Multi Agency Comm Center E911 61,756.25 10/05/2023 911 Dispatch Services
162687 Norco Enterprises Inc 594.13 10/05/2023 Eyewash Bottles
162688 Northland Cable Television, Inc 99.95 10/05/2023 Internet Backup
162689 Northstar Chemical Inc 6,545.00 10/05/2023 Sodium Hypochlorite Well # 11
162690 Northwest Medical Group PLLC 4,725.00 10/05/2023 Pre‐Employment Testing
162691 Oreilly Auto Parts 138.34 10/05/2023 HVAC Actuator
162692 Outdoor Power & Repair 116.73 10/05/2023 Filters/Air Cleaner
162693 Oxarc Inc 58.19 10/05/2023 Fire Extinguisher
162694 Pacwest Machinery LLC 1,392.50 10/05/2023 Broom/Curtain Box
162695 Protect Youth Sports 148.20 10/05/2023 Background Checks
162696 Qcl Inc 1,470.00 10/05/2023 Annual Audiogram Testing
162697 Quill Corporation 294.11 10/05/2023 Cocoa for Break Room
162698 Richland Research Corporation 579.37 10/05/2023 Free‐Flow Blocks
162699 Schaeffer Mfg Company 18,254.47 10/05/2023 Oil Stock
162700 Sebastian Moraga 40.05 10/05/2023 Advertisement Translations
162701 Sherwin‐Williams 1,460.86 10/05/2023 Field Paint
162702 Shirtbuilders Inc 594.47 10/05/2023 Uniform T‐Shirts
162703 Signs Now, LLC 1,494.39 10/05/2023 Graphics Package Eq # 057
162704 SoftResources, LLC 20,706.18 10/05/2023 Consulting Services
162705 SolelyOn Broadcasting, LLC 500.00 10/05/2023 LTAC Advertising
162706 Special Services Group LLC 632.58 10/05/2023 Cover Track Annual Renewal
162707 Spokane Television, Inc.3,254.65 10/05/2023 LTAC Advertising
162708 Target Solutions Learning 512.61 10/05/2023 Training Software Licenses ‐ New Hires
162709 Traffic Safety Supply Company 12,174.56 10/05/2023 Street Sign Parts‐ Stock
162710 Trusteed Plans Service Corp 2,665.00 10/05/2023 2320 TPSC Disability
162711 Ups Freight 83.82 10/05/2023 Shipping & Weekly Service Fees
162712 Wa Cities Insurance Authority 23,479.84 10/05/2023 Insurance Deductable
162713 WA St Council Of FF Emp Ben 4,100.00 10/05/2023 2320 MERP
162714 Washington State Patrol 172.25 10/05/2023 Background Checks
162715 Weinstein Beverage Company 215.01 10/05/2023 General Parks Supplies
162716 Zoll Medical Corp 1,595.43 10/05/2023 Medical Supplies
162717 Agri‐Fix, LLC 371.02 10/10/2023 Outstanding Invoice
162718 Amazon Capital Services, Inc.577.29 10/10/2023 Amazon‐ Operating Supplies
162719 Anatek Labs, Inc.8,540.00 10/10/2023 Sample Testing
162720 Basin Bark 2,390.22 10/10/2023 Bark ‐ Pioneer Way Pilot Project
162721 Basin Septic Services Inc 110.00 10/10/2023 Portable Toilet Rental
162722 Bound Tree Medical LLC 3,513.17 10/10/2023 Ambulance and Medical Supplies
162723 Bud Clary Ford LLC 290.92 10/10/2023 Tube Assembly
162724 Central Manufacturing Inc 1,113.49 10/10/2023 Asphalt Patches
162725 CHS Inc 41,918.35 10/10/2023 Fuel for Vehicles ‐ September 2023
162726 Columbia Bearing Bdi 24.39 10/10/2023 V‐Belts
162727 Copiers Northwest Inc 129.73 10/10/2023 Equipment Contract Fees
162728 Corporate Translation Services, LLC 22.85 10/10/2023 Translation Services
162729 CSWW, Inc 530.05 10/10/2023 Winter Coat‐ Tony Vehrs
162730 Dell Marketing 4,435.48 10/10/2023 New Computers
162731 Empire Well Drilling, LLC 49,745.74 10/10/2023 Wells 9,17,31,33 & Dunes Well Rehab.
162732 Faber Industrial Supply 37.98 10/10/2023 Sockets
COML Council Packet 10-24-23,Page 20 of 174
162733 Fastenal Company 503.93 10/10/2023 Misc. Parts
162734 Galls LLC 1,358.31 10/10/2023 Uniform Pieces ‐ SAFER Hires
162735 Grainger Parts Operations 4.20 10/10/2023 Replacement Bumper
162736 Ground Works Three, LLC 5,041.67 10/10/2023 Rental @ Sleep Center
162737 H D Fowler Company 1,148.51 10/10/2023 Gaskets for Hydrants
162738 Hochstatter Electric Inc 17.91 10/10/2023 125V Capacitor
162739 Hopesource 196,938.86 10/10/2023 Homeless Professional Services
162740 Industrial Construction of Washington 50,052.77 10/10/2023 Sand Dunes Biofilter Rebuild
162741 Inland Northwest Veterinary Dentistry 1,027.50 10/10/2023 K9 Rex Vet
162742 Jerrys Auto Supply 1,114.55 10/10/2023 Window Regulator
162743 Lad Irrigation Company Inc 86.33 10/10/2023 Ice Rink Supplies
162744 Lance, Soll & Lunghard, LLP 2,770.00 10/10/2023 Finance Professional Services
162745 Matrix Sciences International Inc.358.00 10/10/2023 Sample Testing
162746 McKesson Medical‐Surgical 959.94 10/10/2023 Medical Supplies
162747 Moon Security Services Inc 246.83 10/10/2023 Professional Services
162748 Oreilly Auto Parts 72.78 10/10/2023 UV Dye
162749 Pasco Tire Factory, INC 2,385.79 10/10/2023 Tires
162750 Pud Of Grant County 43,044.25 10/10/2023 Electric Utilities Services
162751 Racom Corporation 7,846.89 10/10/2023 Portable Radio Eq. # 157
162752 Rexel USA 105.97 10/10/2023 Straight Blade Sockets
162753 Shirtbuilders Inc 806.93 10/10/2023 Cheer Camp '23 Shirts
162754 Smarsh Inc 189.36 10/10/2023 Professional Archive
162755 SoftResources, LLC 8,000.00 10/10/2023 CityWorks Pro Services
162756 Traffic Safety Supply Company 2,674.23 10/10/2023 Handicap Symbol Premark
162757 Turf Star Western 594.80 10/10/2023 Diagnosis & Repair
162758 Valley Supply Co 717.29 10/10/2023 Measuring Wheel & Smart Level
162759 Verizon Wireless Services, LLC 355.00 10/10/2023 Phone Ping
162760 Waytek Inc 64.80 10/10/2023 Automotive Wire
162761 Weinstein Beverage Company 166.05 10/10/2023 Drinking Water
162762 Western Integrated Technologies, Inc 139.44 10/10/2023 Couplings
162763 Western States Fire, Inc.2,233.04 10/10/2023 Fire Extinguisher Services
162764 Whitmer Public Safety Group 925.69 10/10/2023 Rehab Chairs
162765 Angela Hunt 400.00 10/10/2023 Creative District Map Illustration
1,144,948.55$
COML Council Packet 10-24-23,Page 21 of 174
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 12714
Doug Coutts
Parks, Recreation, and
Cultural Services
10/24/2023 Consent Agenda
Cascade Park and Lakeview Park Playground Acceptance
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 accept the playgrounds installed at Cascade Park and Lakeview Park in 2022 and
2023.
Two playgrounds were installed, one at Lakeview Park in 2022, the other at Cascade Park in 2023. There is
retainage that needs to be released on these playgrounds. Formal acceptance of these playgrounds by Council
is a necessary step to release the retainage.
The playgrounds have been inspected and staff has recommended acceptance to PRCS Board. The PRCS
Board recommends Council accept these playgrounds and allow the release of the retainage.
None
Options and Results
Staff will follow appropriate procedures and the retainage will be released.
Staff will bring back options for recommended changes.
Staff will review and bring back other options to release the retainage.COML Council Packet 10-24-23,Page 22 of 174
Council Staff Report
To:Agenda Item Number:
From Department
For Agenda of:Proceeding Type
Expenditure Required:Amount Budgeted:Appropriation Required:
Action Requested
Packet Attachments (if any)
Overview
Fiscal and Policy Implications
Kevin Fuhr, Interim City Manager 12903
Richard Law Municipal Services
10/24/2023 Consent Agenda
Subject
Latecomer Contract Proposal for Polo Ridge 4 Major Plat
Reviewed and Approved by:
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 Resolutions to establish Latecomer Contracts with Schneider Homes, Inc. for required water, sewer and
street improvements associated with Polo Ridge 4 Major Plat.
Polo Ridge 4 Latecomer Contracts.pdf 58.9KB
Latecomer Streets Contract.pdf 596.97KB
Latecomer Utility Contract.pdf 589.15KB
Schneider Homes LCA streets resolution.docx 23.03KB
Schneider Homes LCA utilities resolution.docx 22.86KB
Schneider Homes, Inc. was required to install water and sewer utilities and full width street improvements as
part of the Polo Ridge 4 Major Plat. They are requesting, pursuant to MLMC 3.65, to establish Latecomer
Contracts for costs incurred to install the full width improvements and water and sewer utilities. These contracts
will affect the benefited properties identified in the contracts.
The proponent has submitted the required documents and paid the required processing fees. The City Engineer
has reviewed the preliminary fee schedule, total project cost, and benefit area and find them to be reasonable
and accurate.
The City Engineer has notified all the identified property owners affected by the Latecomer contract by certified
mail as required and received confirmation that there are no plans to contest the preliminary fee schedule.
N/A
Options and Results COML Council Packet 10-24-23,Page 23 of 174
Approve, Authorize, or Adopt:
Provide Amended Direction:
No Action Taken:
City Manager and Developer will sign the contract and it will be filed with the Grant County Auditors Office.
Staff will bring back options for recommended changes.
Contract will not be signed and Developer will not receive reimbursement for required Municipal Improvements.
COML Council Packet 10-24-23,Page 24 of 174
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COML Council Packet 10-24-23,Page 64 of 174
RESOLUTION NO. 3958 A RESOLUTION APPROVING A LATECOMERS AGREEMENT BETWEEN SCHNEIDER HOMES, INC., AND THE CITY OF MOSES LAKE FOR PARTIAL REIMBURSEMENT FOR THE COST OF CONSTRUCTING A REQUIRED PUBLIC IMPROVEMENT.
RECITALS:
1. The Moses Lake municipal code and the State Environmental Policy Act may require private development to make infrastructure improvements.
2. Chapter 35.72 RCW provides that, at the owner’s request, a municipality may contract with the
owner of real estate for the construction or improvement of street facilities that the owner elects to install solely at the owner’s expense. The owner must submit a request for a contract to the municipality prior to the approval of the street improvements by the municipality.
3. MLMC 3.65 describes the process for a property owner or developer to request the execution of a latecomer agreement with the City Council for street improvements to provide for the partial reimbursement of the cost of constructing the street improvements.
4. Schneider Homes, Inc., completed construction improvement of street facilities as part of the Polo Ridge 4 Major Plat located on Paxson Drive, at the applicant’s expense.
5. As a result of installing this required improvement Schneider Homes, Inc., has submitted a proposed latecomer’s agreement, including a description of the methodology and the pro rata share for each property to the City seeking to be partially reimbursed for the cost of constructing the improvement.
6. The City accepted the improvements as complete on October 24, 2023,
7. The City Engineer reviewed and approved the method of assessment and cost of construction on September 25, 2023.
8. The City Engineer sent appropriate notices to all affected property owners via certified mail on
September 28, 2023.
RESOLVED: 1. The City Council of the City of Moses Lake, Washington, approves the Schneider Homes, Inc., Latecomers Agreement with Exhibits attached hereto and incorporated by this reference as if set forth in full.
Adopted by the City Council on October 24, 2023. _______________________________ Don Myers, Mayor ATTEST:
__________________________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 65 of 174
RESOLUTION NO. 3959 A RESOLUTION APPROVING A LATECOMERS AGREEMENT BETWEEN SCHNEIDER HOMES, INC., AND THE CITY OF MOSES LAKE FOR PARTIAL REIMBURSEMENT FOR THE COST OF CONSTRUCTING A REQUIRED PUBLIC IMPROVEMENT.
RECITALS:
1. The Moses Lake municipal code and the State Environmental Policy Act may require private development to make infrastructure improvements.
2. Chapter 35.91 RCW provides that, at the owner’s request, a municipality must contract with the
owner of real estate for the construction or improvement of water or sewer facilities that the owner elects to install solely at the owner’s expense. The owner must submit a request for a contract to the municipality prior to the approval of the water or sewer facility by the municipality.
3. MLMC 3.65 describes the process for a property owner or developer to request the execution of a latecomer agreement with the City Council for water, sewer and/or stormwater facilities to
provide for the partial reimbursement of the cost of constructing the water, sewer and/or stormwater facilities.
4. Schneider Homes, Inc., completed construction and extension of water and sewer utilities as part of the Polo Ridge 4 Major Plat located on Paxson Drive, at the applicant’s expense.
5. As a result of installing this required improvement Schneider Homes, Inc., has submitted a proposed latecomer’s agreement, including a description of the methodology and the pro rata
share for each property to the City seeking to be partially reimbursed for the cost of constructing the improvement.
6. The City accepted the improvements as complete on October 24, 2023.
7. The City Engineer reviewed and approved the method of assessment and cost of construction on
September 25, 2023.
8. The City Engineer sent appropriate notices to all affected property owners via certified mail on
September 28, 2023. RESOLVED: 1. The City Council of the City of Moses Lake, Washington, approves the Schneider Homes, Inc., Latecomers Agreement with Exhibits attached hereto and incorporated by this reference as if
set forth in full. Adopted by the City Council on October 24, 2023. _______________________________ Don Myers, Mayor ATTEST:
__________________________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 66 of 174
Council Staff Report
Agenda Item Number:
Department
Proceeding Type
Expenditure Required:Amount Budgeted:Appropriation Required:
Action Requested
Packet Attachments (if any)
Overview
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
12891
Municipal Services
Consent Agenda
To:
Kevin Fuhr, Interim City Manager
From
Brian Baltzell
For Agenda of:
10/24/2023
Subject
Accept Improvements for Polo Ridge Phase 3 Major Plat
Reviewed and Approved by:
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 adopt the resolution as presented.
GD2021-182 POLO RIDGE PHASE 3 SHT 3 of 8.tif 348.43KB
POLO RIDGE 3 CIVIL -POLO RIDGE 3-21-23.pdf 1.29MB
Polo Ridge Phase 3 Resolution to accept improvements.docx 15.48KB
The pla ng regula ons require all the street and u lity improvements installed in right-of-way and municipal
easements to be accepted by City Council or bonded for prior to recording the plat and issuing building
permits. The construc on plans are required to be reviewed and approved by City Staff prior to construc on.
All the construc on work is inspected to assure compliance with the construc on plans and city standards. The
street and u lity improvements in place will serve an Eleven (11) lot residen al subdivision.
Upon acceptance, the City will be responsible for the maintenance and repairs of the improvements. A
SUBDIVISION MAINTENANCE BOND or other approved security in the amount of $196,136.53 (50% of total
costs of $392,273.05) to the City is required to be provided by the owners for the two year maintenance period
which commences on the date of acceptance of the improvements by the City Council.
Options and Results
The improvements will be accepted, and the plat can be completed.
COML Council Packet 10-24-23,Page 67 of 174
Provide Amended Direction:
No Action Taken:
Action would require staff to bring a revised resolution to Council for consideration.
The City will not accept the plat improvements and the plat could not be completed.
COML Council Packet 10-24-23,Page 68 of 174
COML Council Packet 10-24-23,Page 69 of 174
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DRI
VEROYAL PALMDRIVEN NEWFIELD DRIVEDRIVEPAXSONDRIVELOT 1LOT 2LOT 3LOT 4LOT 5LOT 6LOT 7LOT 8LOT 9LOT 10LOT 11WWW50+64.01, 22.89'LEL:1096.00'50+59.65, 22.91'LEL:1095.98'DW 1 TYPE 2STA:50+05.00, 22.90'LTCB 1STA:49+93.02, 13.45'LTCB 2STA:49+93.02, 13.67'RTSSMH 1STA:50+44.39, 5.00'RT
51+59.46, 23.09'R
EL:1096.48'
51+84.29, 22.95'L
EL:1096.61'
52+06.66, 23.00'L
EL:1096.72'
SSMH 2
STA:53+05.98, 5.00'RT
53+37.37, 23.00'R
EL:1097.37'
53+78.62, 23.00'L
EL:1097.56'
EXISTING SSMH
STA:55+00.53, 10.88'RT
STA:54+01.76, 9.84'LT
8'' MJxMJxFLANGE
STA:53+91.75, 9.99'LT
STA:53+81.75, 10.24'LT
STA:52+15.96, 9.84'LT
8'' MJxMJxFLANGE
STA:52+05.96, 10.01'LT
TBC (PC) 50+61.66, 15.59'REL:1095.87'TBC (PT) 51+02.39, 15.59'REL:1096.07'
TBC (PT) 53+62.13, 15.50'L
EL:1097.17'
TBC (POC) 53+12.73, 15.50'L
EL:1097.12'
TBC (PC) 52+63.33, 15.50'L
EL:1096.88'
TBC (PT) 52+05.97, 15.50'L
EL:1096.59'
TBC (POC) 51+85.41, 15.45'L
EL:1096.48'
TBC (PC) 51+64.88, 15.41'LEL:1096.39'TBC (PT) 51+02.41, 15.41'LEL:1096.08'TBC (POC) 50+82.03, 15.41'LEL:1095.96'TBC (PC) 50+61.66, 15.41'LEL:1095.87'STA:51+17.26, 46.03'LT
STA:51+76.24, 45.37'LT
STA:52+35.22, 45.01'LT
STA:53+25.71, 42.89'LT
STA:54+19.05, 39.73'LT
STA:54+89.06, 39.56'LT
STA:54+71.36, 42.08'RT
STA:53+02.25, 38.74'RT
STA:51+19.83, 45.72'RT
53+86.40, 23.00'L
EL:1097.56'
55+16.88, 24.40'L
EL:1096.75'
54+28.00, 23.00'R
EL:1097.32'
STA:30+16.07, 41.18'LTTBC (POC) 50+82.02, 15.59'REL:1095.97'EX-SSMHSTA:49+36.94, 24.58'LT STA:50+40.71, 15.41'LT STA:51+15.19, 15.27'LT STA:51+52.39, 15.41'LT
STA:52+39.39, 15.50'LT
STA:52+82.20, 15.46'LT
STA:54+30.59, 15.50'LT
STA:54+70.66, 15.50'LT
DSD
CB 4 STA:54+93.73, 14.02'LT
CB 3
STA:54+93.73, 14.09'RT
SDDW 2 TYPE 1
STA:54+80.17, 23.00'RT
50+04.30, 23.10'REL:1095.63'
STA:55+02.35, 16.84'RT
TBC (PC) 52+63.33, 15.50'R
EL:1096.88'TBC (POC) 53+05.98, 15.50'REL:1097.09'TBC (PT) 53+48.63, 15.50'R
EL:1097.30'XXXXXXXXXXX
X
X
X
STA:55+12.14, 20.56'LT50+0051+0052+0053+0054+00
55+0056+0056+0380+0081+0082+0070+0071+00
27+5028+0029+0030+00 IRRIRRIRRIRRIRRIRRIRRIRRIRRIRRIRRWWWWWIRRIRRIRRIRRIRRIRRIRRPPPPPPE
EE
PPSHVV HHHHHHIRR
IRRIRR
IRRIRRIRRIRRWVWV WV STA:50+32.35, 45.75'LTSTA:50+39.98, 45.48'RT
80+0081+0082+00STREET SIGNSTA:70+88.58, 17.66'LTSTREET SIGN
STA:80+87.47, 18.01'LT10751080108510901095110049+50EG 1095.42FG 50+00EG 1094.62FG 50+50EG 1093.93FG 51+00EG 1093.55FG 51+50EG 1093.97FG
52+00EG 1094.27
FG
52+50EG 1094.93
FG
53+00EG 1094.98
FG
53+50EG 1095.47
FG
54+00EG 1096.10
FG
54+50EG 1096.31
FG
55+00EG 1096.55
FG
55+50EG 1096.29
FG
56+00EG 1096.08
FG SSMH 1STA: 50+44.39RIM EL: 1095.52IE OUT: 1087.52SSMH 2STA: 53+05.98RIM EL: 1096.85IE IN: 1085.87IE OUT: 1085.77EXISTING SSMHSTA: 55+00.54RIM EL: 1096.42IE IN: 1084.17257.06 FT - 8'' PVC SEWER @ .0065 FT/FT191.69 FT - 8'' PVC SEWER @ 0.0083FT/FTPOLO RIDGE8" - C900 PVCEX - SSMHSTA: 49+36.79RIM EL: 1095.54IE IN:1075.97IE OUT: 1075.96
8" - C900 PVCIntersection with CrestviewSTA: 52+15.45EL: 1096.50Drywell 1STA: 50+05.00RIM EL: 1095.64IE IN:1092.717CB 1STA: 49+93.02RIM EL: 1094.96IE IN: 1092.78EI OUT:1092.75
DRYWELL 2
STA: 54+80.17
RIM EL: 1097.02
IE IN: 1093.96
CB 3
STA: 54+93.73
RIM EL: 1096.31
IE IN: 1094.05
IE OUT:1094.00
CB 2STA: 49+93.02RIM EL: 1094.99IE OUT: 1092.85
CB 4
STA: 54+93.73
RIM EL: 1096.29
IE OUT: 1094.12WATER CROSSSTA: 49+63.49EL: 1091.663.5' TYPICAL
WATER TEESTA: 52+05.96EL: 1092.75WATER TEESTA: 53+91.76EL: 1093.583.5FT TYPICAL
12.7' of PVCFrom CB3 to DW225.1' of Ducal IronFrom CB3 to CB424.12' of Ducal IronFrom CB2 to CB111.76' of PVCFrom CB1 to DW12.00%-2.00%-0.31%0.62%0.50%-0.59%GRADE BREAK STA = 49+34.66ELEV = 1095.362GRADE BREAK STA = 49+52.16ELEV = 1095.712GRADE BREAK STA = 49+69.66ELEV = 1095.362GRADE BREAK STA = 49+91.16ELEV = 1095.294GRADE BREAK STA = 50+61.66ELEV = 1095.732GRADE BREAK STA = 53+81.76
ELEV = 1097.335
GRADE BREAK STA = 55+16.75ELEV = 1096.541REVISION NO.OFSHEET PROJ. NO.DATECHECKED BYDRAWN BYFOR:
DATENO.BY REVISIONS
1
2
3
4
5
ENGCNW engineering ~ surveying ~ planning
249 North Elder Street, Moses Lake, WA 98837
Columbia NW Engineering, PS
Ph: 509-766-1226 Fax: 509-766-6754
k:\projects\1-19-180__polo ridge 3 mp\production\civil\polo ridge civil design.dwg
SHEET SIZEADJUSTED PROFILE AS SHOWN IN RED
SEWER REVISION W/ POLO 3 & 4 INTEGRATION
GRADING REVISION
DLG
DLG
DC
3-21-23
12/2/22
8/12/2021
SCHNEIDER HOMES, INC. (PHIL GROSSO)
POLO RIDGE PHASE 3
Concept Site Plan
1845 W. BROADWAY, MOSES LAKE, WA 98837CPDLG12/2/20221-19-18038024 X 36CENTERLINEPROPERTY LINEEDGE OF ASPHALTLINE LEGENDPROPOSEDEXISTINGMINOR SURFACE CONTOURMAJOR SURFACE CONTOUR########ROAD RIGHT-OF-WAYPROPOSEDEXISTINGWATER VALVECATCH BASINFIRE HYDRANTSYMBOL LEGENDTHRUST BLOCKWATER METERWWATER LINEWSSEWER MAIN LINESSDSTORM DRAIN LINESDEND CAPTEE22.5° ELBOW45° ELBOWWVEASEMENTDRYWELLDSEWER SYSTEM MANHOLES0GRAPHIC SCALEH.SCALE: 1" = FEETV.SCALE: 1" = FEET030330156660NORTHPLAN AND PROFILE - POLO RIDGE DRIVESCALE 1''=30'12CONSTRUCTION NOTES123456791011813141516INSTALL TYPE 'A' CURBS PER DETAIL A-4INSTALL SIDEWALK PER DETAIL A-5INSTALL 20' DRIVEWAY PER DETAIL A-6INSTALL ADA CURB RAMP PER DETAIL A-7INSTALL STREET SIGN PER DETAIL A-8INSTALL CATCH BASIN TYPE 1 PER DETAIL A-9INSTALL PRECAST CONCRETE DRYWELL PER DETAIL A-10INSTALL MONUMENT - TYPE II PER DETAIL A-11BINSTALL WATER VALVES PER DETAIL B-5INSTALL HYDRANT ASSEMBLY PER DETAIL B-6INSTALL WATER SERVICE PER DETAIL B-7INSTALL SEWER MANHOLE PER DETAIL C-1INSTALL SEWER SERVICE PER DETAIL C-3RELOCATE FH TO ROYAL PALM BLOW OFFENSURE THAT THE GRADE FOR NEW ASPHALT ISEQUIVALENT TO EXISTING ASPHALTINSTALL TEE WITH THRUST BLOCK PER DETAIL B-4333366667791212111111111111111313131313155555111616SEWER STUBPOLO RIDGE #344444444 CITY ENGINEER DATE APPROVED FOR CONSTRUCTION FIRE MARSHAL DATE APPROVED FIRE HYDRANT 1417REMOVE CONCRETE PAD AND CONNECT TO EXISTINGWATER MAIN VALVE171817TRANSITION TO NEW ROAD WIDTH18CONSTRUCTION LOCATION ONLYIRRIRRIGATION SLEEVE 19ALL HYDRANTS RUNS SHALL BE FULLY RESTRAINED1910STREET LIGHTELECT TRANSFORMERELECT HANDHOLDHFIBER HANDHOLDFIBER VAULTVELECTRICAL VAULTHEP20PRIOR TO CONSTRUCTION OF CONCRETE FOUNDATION, VERIFYWITH ENGINEER AND POST MASTER ON LOCATION OF MAILBOXUNIT20GENERAL NOTE :ALL ABOVE GRADE STRUCTURES THAT ARE BEYOND THE LIMITSOF THE ASPHALT STREET ARE REQUIRED TO BE ADJUSTED TOFINISH GRADE AND HAVE A CONCRETE PAD PLACED PERCOMMUNITY STANDARDS13191313131313COML Council Packet 10-24-23,Page 70 of 174
RESOLUTION NO. 3960
A RESOLUTION ACCEPTING STREET AND UTILITY IMPROVEMENTS FOR
MUNICIPAL USE AS A PART OF THE POLO RIDGE PHASE 3 MAJOR PLAT
Recitals:
1. Street and Utility improvements lying in dedicated right-of-way or easements are in place and connected to the City of Moses Lake’s street and utility systems as part of Polo Ridge Phase 3 Major
Plat. The project includes full width street, water, sewer, and storm improvements to Polo Ridge Drive.
2. Said street and utility improvements have been installed in accordance with the City of Moses Lake’s Community Standards and were completed in July of 2023.
3. RCW 35.90.030, indicates that developer installed public street and utility facilities, should be accepted by the City of Moses Lake upon completion if the facilities are built to city standards.
4. A Subdivision Maintenance Bond shall be provided by the developer for a two-year maintenance period which commences on October 24, 2023
Resolved: 1. The City Council of the City of Moses Lake accepts the Polo Ridge Phase 3 Major Plat street and utility improvements as facilities of the City of Moses Lake and as such will charge for use of facilities as authorized by ordinance. 2. After October 24, 2023, all operational costs of the said street and utility improvements shall be borne
by the City of Moses Lake as provided by city ordinance and subject to the required maintenance bond.
3. Subject to final inspection, after October 25, 2025, all further maintenance and operational costs of said street and utility improvements shall be borne by the City of Moses Lake, as provided by city
ordinance. ACCEPTED by the City Council on October 24, 2023.
______________________________ Don Myers, Mayor
ATTEST: _______________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 71 of 174
Council Staff Report
Expenditure Required:Amount Budgeted:Appropriation Required:
Action Requested
Packet Attachments (if any)
Overview
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
Provide Amended Direction:
Agenda Item Number:
12892
Department
Public Works
Proceeding Type
Consent Agenda
To:
Kevin Fuhr, Interim City Manager
From
Brian Baltzell
For Agenda of:
10/24/2023
Subject
Accept Improvements for Polo Ridge Phase 4 Major Plat
Reviewed and Approved by:
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 adopt the resolution as presented.
GD2022-603 Polo Ridge 4 Sht 1 Cover Sheet.tif 765.79KB
Polo Ridge Phase 4 Resolution to accept improvements.docx 15.62KB
The pla ng regula ons require all the street and u lity improvements installed in right of way and municipal
easements to be accepted by City Council or bonded for prior to recording the plat and issuing building
permits. The construc on plans are required to be reviewed and approved by the City prior to construc on. All
the construc on work is inspected to assure compliance with the construc on plans and city standards. The
street and u lity improvements in place will serve a Fi y (50) lot residen al subdivision.
Upon acceptance, the City will be responsible for the maintenance and repairs of the improvements. A
SUBDIVISION MAINTENANCE BOND or other approved security in the amount of $557,740.98 (50% of total
costs of $1,115,481.96) to the City is required to be provided by the owners for the two year maintenance
period which commences on the date of acceptance of the improvements by the City Council.
Options and Results
The improvements will be accepted, and the plat can be completed.
Action would require staff to bring a revised resolution to Council for consideration.COML Council Packet 10-24-23,Page 72 of 174
No Action Taken:
The City will not accept the plat improvements and the plat could not be completed.
COML Council Packet 10-24-23,Page 73 of 174
COML Council Packet 10-24-23,Page 74 of 174
RESOLUTION NO. 3961
A RESOLUTION ACCEPTING STREET AND UTILITY IMPROVEMENTS FOR
MUNICIPAL USE AS A PART OF THE POLO RIDGE PHASE 4 MAJOR PLAT
Recitals:
1. Street and Utility improvements lying in dedicated right-of-way or easements are in place and connected to the City of Moses Lake’s street and utility systems as part of Polo Ridge Phase 4 Major
Plat. The project includes full width street, water, sewer, and storm improvements to North Paxson Drive, North Newfield Drive, Royal Palm Drive and West Windrose Drive.
2. Said street and utility improvements have been installed in accordance with the City of Moses Lake’s
Community Standards and were completed in July of 2023.
3. RCW 35.90.030, indicates that developer installed public street and utility facilities, should be accepted by the City of Moses Lake upon completion if the facilities are built to city standards.
4. A Subdivision Maintenance Bond shall be provided by the developer for a two-year maintenance period which commences on October 24, 2023
Resolved: 1. The City Council of the City of Moses Lake accepts the Polo Ridge Phase 4 Major Plat street and utility improvements as facilities of the City of Moses Lake and as such will charge for use of facilities as authorized by ordinance. 2. After October 24, 2023, all operational costs of the said street and utility improvements shall be borne
by the City of Moses Lake as provided by city ordinance and subject to the required maintenance bond.
3. Subject to final inspection, after October 25, 2025, all further maintenance, and operational costs of
said street and utility improvements shall be borne by the City of Moses Lake, as provided by city ordinance. ACCEPTED by the City Council on October 24, 2023.
______________________________ Don Myers, Mayor
ATTEST:
_______________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 75 of 174
Council Staff Report
Expenditure Required:Amount Budgeted:Appropriation Required:
Action Requested
Packet Attachments (if any)
Overview
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
Agenda Item Number:
12894
Department
Public Works
Proceeding Type
Consent Agenda
To:
Kevin Fuhr, Interim City Manager
From
Brian Baltzell
For Agenda of:
10/24/2023
Subject
Accept Improvements for Barrington Point 5 Phase 1
Reviewed and Approved by:
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 adopt the resolution as presented.
GD2023-824 Barrington Point 5 Phase 1 Sheet #1 Cover Sheet.tif 885.77KB
Barrington Point 5 Phase 1 Resolution to accept improvements.docx 15.8KB
The pla ng regula ons require all the street and u lity improvements installed in right of way and municipal
easements to be accepted by City Council or bonded for prior to recording the plat and issuing building
permits. The construc on plans are required to be reviewed and approved by the City prior to construc on. All
the construc on work is inspected to assure compliance with the construc on plans and City standards. The
street and u lity improvements in place will serve a Nineteen (19) lot residen al subdivision. Sewer
improvements were extended in future Saratoga Way and future Rambler Street with sewer services provided
to each future lot for the future Barrington Point 5 Phases.
Upon acceptance, the City will be responsible for the maintenance and repairs of the improvements. A
SUBDIVISION MAINTENANCE BOND or other approved security in the amount of $302,953.53(50% of total costs
of $604,907.05) to the City is required to be provided by the owners for the two year maintenance period which
commences on the date of acceptance of the improvements by the City Council.
Options and Results
The improvements will be accepted, and the plat can be completed.
COML Council Packet 10-24-23,Page 76 of 174
Provide Amended Direction:
No Action Taken:
Staff will bring back options for recommended changes.
The City will not accept the plat improvements and the plat could not be completed.
COML Council Packet 10-24-23,Page 77 of 174
RESOLUTION NO. 3962
A RESOLUTION ACCEPTING STREET AND UTILITY IMPROVEMENTS FOR
MUNICIPAL USE AS A PART OF THE BARRINGTON POINT 5 PHASE 1 MAJOR
PLAT
Recitals: 1. Street and Utility improvements lying in dedicated right-of-way or easements are in place and connected to the City of Moses Lake’s street and utility systems as part of Barrington Point 5 Phase 1 Major Plat. The project includes full width street, water, sewer, and storm improvements to Lancer Street, extension of full width street, water, sewer and storm improvements to Saratoga Way. Sewer improvements extended in future Saratoga Way to future Rambler Street with sewer services stubbed to each lot in future Saratoga Way and future Rambler Street. 2. Said street and utility improvements have been installed in accordance with the City of Moses Lake’s Community Standards and were completed in September of 2023.
3. RCW 35.90.030, indicates that developer installed public street and utility facilities, should be accepted by the City of Moses Lake upon completion if the facilities are built to city standards.
4. A Subdivision Maintenance Bond shall be provided by the developer for a two-year maintenance period which commences on October 24, 2023
Resolved: 1. The City Council of the City of Moses Lake accepts the Barrington Point 5 Phase 1 Major Plat street and utility improvements as facilities of the City of Moses Lake and as such will charge for use of facilities as authorized by ordinance. 2. After October 24, 2023, all operational costs of the said street and utility improvements shall be borne
by the City of Moses Lake as provided by city ordinance and subject to the required maintenance bond.
3. Subject to final inspection, after October 25, 2025, all further maintenance, and operational costs of said street and utility improvements shall be borne by the City of Moses Lake, as provided by city ordinance. ACCEPTED by the City Council on October 24, 2023.
______________________________ Don Myers, Mayor
ATTEST:
_______________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 78 of 174
COML Council Packet 10-24-23,Page 79 of 174
Council Staff Report
Agenda Item Number:
Department
Proceeding Type
Expenditure Required:Amount Budgeted:Appropriation Required:
12654
Fire
Old Business
To:
Kevin Fuhr, Interim City Manager
From
Brett Bastian, Chief
For Agenda of:
10/24/2023
Subject
Fire Impact Fee Ordinance and Resolution
Reviewed and Approved by:
City Manager City Attorney
Community Development Finance
Fire Human Resources
Municipal Services Parks, Rec, & Cultural Services
Police Technology Services
0.00$0.00$0.00$
Action Requested
Staff requests Council move to adopt the ordinance establishing Fire Impact Fees and a second
motion to adopt the resolution updating the citywide fee schedule.
Packet Attachments (if any)
ImpactFee_PP_2023Update.pptx
Impact Fee Resolution
Impact Fee Ordinance and Exhibit
Overview
The City Council held a study session on September 12, 2023, to review revised Fire Impact Fees. This matter
was brought before Council in January 2020, but as the City's Capital Facilities plan had not been updated it
was tabled. The City's Capital Facilities plan, including fire station inventory, has since been updated and staff is
requesting Council approval to move forward with Fire Impact Fees. Fire Impact Fees are calculated on
formulas outlined in the Impact Fee document attached and allow for a more streamlined approach to mitigate
negative impacts to fire protection as a result of new development when compared to the monetary component
review of SEPA mitigation for public safety.
Documents attached to this review are a fire impact fee resolution, a fire impact fee ordinance, the impact fee
rate study that was updated in 2023, and the Council presentation for fire impact fees that was presented at the
study session on September 12, 2023.
Establishment of impact fees would put the fees on the city's adopted fee schedule allowing developers to know
up front what their fees are rather than individually calculating rates through the monetary component of SEPA
for development subject to SEPA review. The establishment of impact fees would also spread the mitigation to
all new development rather than just that development subject to SEPA review.
COML Council Packet 10-24-23,Page 80 of 174
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
Provide Amended Direction:
No Action Taken:
Establishment of fire impact fees allow for the collection of fees from new development based on established
formulae in the rate study for mitigation of impacts to fire protection with regard to fire protection facilities
(stations).
Options and Results
Authorization of Fire Impact Fees would allow collection of fees to be included on the city fee schedule.
Staff will bring back options for recommended changes.
Impact fees would not be adopted and no changes would be made to current operations.
COML Council Packet 10-24-23,Page 81 of 174
10/9/2023
1
One time payment…
…by new development…
…for capital costs of facilities…
…needed by new development
Definition of Impact Fee
Reasons to Charge Impact Fees
Revenues: Needed for public facilities: ie: Fire Stations.
Policy: Growth pays a portion of costs of growth related
expansion of facilities so taxpayers don’t pay the whole cost.
Quality of life / Public Safety: Public facilities keep up with
growth
1
2
COML Council Packet 10-24-23,Page 82 of 174
10/9/2023
2
Rules for Impact Fees
Fair Share
Growth Only, not deficiencies
Nexus of benefit
Fee proportional to impacts
Credits
o No double charging
•Cannot rely solely on impact fees
•Cannot charge 100% of growth’s costs
Capital Facilities Plan
Part of the adopted comprehensive plan
The Planning Commission has reviewed and has had
opportunity to comment on both the capital facilities plan
and the comprehensive plan.
The Capital Facilities Plan lines out projected growth
requirements for fire facilities.
3
4
COML Council Packet 10-24-23,Page 83 of 174
10/9/2023
3
Alternatives to Impact Fees
Taxes
The city is already receiving the maximum amount of tax
authorized.
Reduce level of service
Less infrastructure, public expectation of fire suppression and
emergency medical services would need to be lowered, lowered
performance an additional deficiency points assigned by
Washington Survey and Rating Bureau, increasing insurance
costs for residential, commercial, and industrial occupancies.
Performance standard requires revision and adoption by council
to reflect the lowered expectation of performance.
Alternatives to Impact Fees
Forming a new Fire District/ Regionalization
The formation of a new fire district: Ie: Grant County Fire
District 1.
Taxing authority would move to the new district.
Would still need a benefit charge, levy, or other funding
mechanism to provide for fire protection.
Formation of a regional fire authority has similar funding issues
to formation of a new fire district.
Forming a fire protection region must be done extremely
carefully to ensure existing resources are not “diluted” when
forming a regional response with disparate response
responsibilities.
5
6
COML Council Packet 10-24-23,Page 84 of 174
10/9/2023
4
Reasons to Charge Impact Fees
Revenue: for needed public facilities
Public Safety: Ensuring growth does not further dilute
existing emergency response.
Policy: growth pays a portion of costs, so taxpayers don’t pay
the whole cost.
Example: Fire Station 1
Constructed 1996
Response area, 1997: 6.82 Sq. Miles
Current: 14.68 square miles
115% increase since opening.
New Development Impacts
New development has increased call volume.
Existing facilities are not keeping pace with growth…more
response volume means less availability for existing tax payers.
The city has taken much needed steps in recent years to correct
deficiencies:
Fleet improvement program: Average age of Class A units under 7 years.
Increased command and control functionality with staffing and apparatus.
Significant improvement in staffing (we are looking at requesting a special
rating by WSRB as we are close to moving to a Class 3 department with recent
improvements—new station(s) would benefit this area).
7
8
COML Council Packet 10-24-23,Page 85 of 174
ORDINANCE NO. 3037
AN ORDINANCE OF THE CITY OF MOSES LAKE, WASHINGTON, ADDING A NEW TITLE 21 DEVELOPMENT IMPACTS, AND CHAPTER 21.03 TO THE MOSES LAKE MUNICIPAL CODE TITLED “FIRE IMPACT FEES”
THE CITY COUNCIL OF THE CITY OF MOSES LAKE DO ORDAIN AS FOLLOWS:
Section 1. A new Title 21 “Development Impacts” is added to the Moses Lake Municipal Code.
Section 2. A new chapter, 21.03, titled “Fire Impact Fees” is added to the Moses Lake Municipal Code as follows:
Chapter 21.03 FIRE IMPACT FEES
Sections:
21.03.010 Findings and authority.
21.03.020 Definitions.
21.03.030 Assessment of impact fees.
21.03.040 Collection of impact fees.
21.03.050 Independent fee calculations.
21.03.060 Exemptions.
21.03.070 Fire impact fees relating to change of use.
21.03.080 Adjustments.
21.03.090 Establishment of impact fee accounts.
21.03.100 Refunds.
21.03.110 Reserved
21.03.120 Use of funds.
21.03.130 Review of schedule, and fee increases, and ordinance.
21.03.140 Appeals.
21.03.150 Responsibility for payment of fees.
21.03.160 Existing authority unimpaired.
21.03.170 Fire impact fee schedule.
21.03.180 Administrative fees.
COML Council Packet 10-24-23,Page 86 of 174
21.03.010 Findings and authority.
The city council finds and determines that new growth and development in the city, including but not limited to
new residential, commercial, retail, office, and industrial development, will create additional demand and need
for fire protection facilities in the city and the council finds that new growth and development should pay a
proportionate share of the cost of fire protection facilities needed to serve the new growth and development.
The city has conducted a study documenting the procedures for measuring the impact of new developments on
fire protection facilities. This study has contributed to the rates established in the fee schedule of the city of
Moses Lake. The city has prepared a capital facilities plan documenting the impact of new development within
the city. The city council accepts the methodology and data contained in the capital facilities plan. Therefore,
pursuant to Chapter 82.02 RCW, the city council adopts this chapter to assess impact fees for new fire
protection facilities within the city. The provisions of this chapter shall be liberally construed in order to carry out
the purposes of the council in establishing the impact fee program.
21.03.020 Definitions.
The following words and terms shall have the following meanings unless the context clearly requires otherwise.
Terms otherwise not defined herein shall be defined pursuant to RCW 82.02.090, or given their usual and
customary meaning.
(a) “Act” shall mean the Growth Management Act, Chapter 36.70A RCW.
(b) “Applicant” means the owner of real property according to the records of the Grant County department of
records and elections, or the applicant’s authorized agent.
(c) “Building Area” means the total square footage of the building, including basements and mezzanines.
(d) “Building permit” means the official document or certification that is issued by the planning and building
department and that authorizes the construction, alteration, enlargement, conversion, reconstruction,
remodeling, rehabilitation, erection, tenant improvement, demolition, moving or repair of a building or structure.
(e) “Capital facilities” means the facilities or improvements included in the capital facilities plan.
(f) “Capital facilities plan” means the capital facilities plan element of the city’s comprehensive plan adopted
pursuant to Chapter 36.70A RCW, and such plan as amended.
(g) “City” means the city of Moses Lake.
COML Council Packet 10-24-23,Page 87 of 174
(h) “Council” means the city council of Moses Lake.
(i) “Department” means the fire department.
(j) “Director” means the director of the community development department, or the director’s designee.
(k) “Dwelling unit” means a building, or portion thereof, designed for residential occupancy consisting of one or
more rooms for living or sleeping purposes and containing kitchen, sleeping, and sanitary facilities for use
solely by one family.
(l) “Fire flow calculation area” means the total floor area as defined in Section 16.50.030 MLMC.
(m) “Fire protection facilities” means fully equipped fire stations, administrative offices, training grounds and
structures, maintenance facilities and other specialized facilities required for the City to locate and house
firefighting and emergency medical equipment, and fire suppression equipment.
(n) “Fire protection system improvements” means fire protection facilities that will benefit new development
and that have been included in the city of Moses Lake’s capital facilities plan and are designed to provide
service to service areas within the community at large (not private facilities).
(o) “Gross floor area” means the total square footage of livable area of any dwelling unit and the gross
leasable square footage area of any nonresidential building, structure, or use, including accessory uses.
(p) “Hearing examiner” means the person who exercises the authority of Chapter 18.80.
(q) “Impact fee” means a payment of money imposed by the city on an applicant prior to issuance of a
building permit as a condition of granting a building permit in order to pay for the public facilities needed to
serve new growth and development. “Impact fee” does not include a reasonable permit fee or application fee.
(r) “Impact fee account” or “account” means the account established for the fire protection facilities’ impact
fees collected. The account shall be established pursuant to this chapter and shall comply with the
requirements of RCW 82.02.070.
(s) “Independent fee calculation” means the study of data submitted by an applicant to support the
assessment of an impact fee other than the fee in the schedule attached as set forth in Section 21.03.160.
(t) “Interest” means the interest rate earned by local jurisdictions in the State of Washington Local
Government Investment Pool, if not otherwise defined.
COML Council Packet 10-24-23,Page 88 of 174
(u) “Low-income housing” means (1) an owner-occupied housing unit affordable to households whose
household income is less than eighty percent of the Grant County median income, adjusted for household size,
as determined by the United States Department of Housing and Urban Development (HUD), and no more than
thirty percent of the household income is paid for housing expenses, or (2) a renter-occupied housing unit
affordable to households whose income is less than sixty percent of the Grant County median income, adjusted
for household size, as determined by HUD, and no more than thirty percent of the household income is paid for
housing expenses (rent and appropriate utility allowance). In the event that HUD no longer publishes median
income figures for Grant County, the city may use or determine such other method as it may choose to
determine the Grant County median income, adjusted for household size. The director will make a
determination of sales prices or rents which meet the affordability requirements of this section. An applicant for
a low-income housing exemption may be a public housing agency, a private non-profit housing developer or a
private developer.
(v) “Multifamily housing” means building(s) having four (4) or more dwelling units designed for permanent
residential occupancy resulting from new construction or rehabilitation or conversion of vacant, underutilized, or
substandard buildings as defined in Chapter 18.23.020 MLMC (Zoning Code).
(w) “Owner” means the owner of real property according to the records of the Grant County recorder’s office;
provided, that if the real property is being purchased under a recorded real estate contract, the purchaser shall
be considered the owner of the real property.
(x) “Residential” means housing, such as single-family attached and detached dwellings, factory built
residential structures, manufactures homes, duplexes, condominiums, multifamily dwellings and all other listed
residential uses that may be described and approved under Chapter 18.20.030 MLMC. For the purpose of this
chapter, an accessory dwelling unit, regulated in Section 18.20.055 MLMC, is considered an adjunct to the
associated primary structure, and is not charged a separate impact fee.
(z) “Square footage” means the square footage of the gross floor area of the development.
21.03.030 Assessment of impact fees.
(a) The city shall collect impact fees, based on the fee schedule in Section 21.03.160, from any applicant
seeking a building permit from the city. The City hereby establishes, as the service area for impact fees, the
City of Moses Lake, including all property located within the corporate City limits and all property annexed into
the City. The scope of the service area is hereby found to be reasonable and established based on sound
planning and engineering principles, and consistent with RCW 82.02.060, as described in the Rate Study.
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(b) All impact fees shall be collected from the applicant prior to issuance of the building permit based on the
land use categories in Section 21.03.160. Unless the use of an independent fee calculation has been approved
by the director, or unless a development agreement entered into pursuant to RCW 36.70B.170 provides
otherwise, the fee shall be calculated based on the impact fee schedule in effect at the time a complete building
permit application is filed.
(c) The applicant shall submit all information requested by the department for purposes of determining the
impact fee rate pursuant to Section 21.03.050.
(d) For mixed use buildings or developments, impact fees shall be imposed for the proportionate share of
each land use based on the applicable unit of measurement found on the citywide fee schedule.
(e) For building permits within new subdivisions approved under Title 17 (Subdivisions), a credit shall be
applied for any dwelling unit that exists on the land within the subdivision prior to the subdivision if the dwelling
unit is demolished. The credit shall apply to the first complete building permit application submitted to the city
subsequent to demolition of the existing dwelling unit, unless otherwise allocated by the applicant of the
subdivision as part of approval of the subdivision.
(f) At the time of issuance of any single-family detached or attached residential building permit, the applicant
may elect to have the impact fee payment deferred until the building permit is completed or eighteen months
after issuance of the building permits, whichever occurs first. The impact fee due and owing per subsection (c)
of this section shall be paid prior to building permit final inspection, building permit final occupancy, or eighteen
months after the date of building permit issuance, whichever is applicable. Applicants electing to use this
deferred impact fee process shall grant and record a deferred impact fee lien against the property pursuant to
RCW 82.02.050 and pay an administration fee with each respective building permit prior to issuance of such
building permit. Deferral applicants are limited to twenty (20) deferrals annually.
(g) Applicants may request that a credit(s) for impact fees be awarded for the value of any dedication of land
for, improvement to, or new construction of any system improvements provided by the developer, to facilities
that are identified in the city’s capital facilities plan and that are required by the city as a condition of approving
the development.
(h) Except as otherwise provided in this section, the city shall not issue any building permit unless and until
the impact fee has been paid.
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(i) The payment of impact fees may be delayed through a development agreement approved by the city
council pursuant to Chapter 36.70B RCW, provided the following criteria are met:
(1) Payment of fees may be delayed to no later than issuance of the certificate of occupancy;
(2) The development agreement shall provide mechanisms, such as withholding of the certificate of
occupancy and/or property liens, to assure that the city will collect the deferred fees;
(3) The delay shall not reduce the availability of funds to implement the city’s adopted capital
improvement program in a timely manner; and
(4) Projects must provide significant public benefit, including but not limited to:
(A) Projects that implement adopted city council goals;
(B) Projects with economic benefit to the city;
(C) Projects that involve partnerships with other governmental agencies; and
(D) Projects that include affordable housing as defined by the Moses Lake Zoning Code.
21.03.040 Collection of impact fees.
1. Fire Impact Fees:
a. Applicability: The City shall collect impact fees, based on the rates in the City of Moses Lake Fee
Schedule, from any applicant seeking development approval from the City for any development activity
within the City, when such development activity requires the issuance of a building permit or a permit
for a change in use, and creates a demand for additional public facilities.
b. Fire Impact Fee Basis and Amount: The maximum allowable fees shall be based on the fire capital
facilities plan and the rate study developed by the Department, approved by the council, and adopted
by the City as part of the capital facilities element of the City’s Comprehensive Plan and as a fire
impact fee Rate Study. The rates to be charged are listed in the City of Moses Lake Fee Schedule.
2. Changes in Use or Tenancy: When an impact fee applies to a change of use permit, the impact fee shall be
the applicable impact fee for the land use category of the new use, less any impact fee previously paid for the
land use category of the prior use. For the purposes of this provision, a change of use should be reviewed
based on the land use category provided in the Rate Study that best captures the broader use of the property
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under development. Changes in use or tenancy, if consistent with the general character of the building or
building aggregations (i.e., “industrial park,” or “specialty retail”) should not be considered a change in use that
is subject to an impact fee. Further, minor changes in tenancies that are consistent with the general character
of the included structure, building, or previous use should not be considered changes in use subject to an
impact fee. If no impact fee was paid for the prior use, the impact fee for the new use shall be reduced by an
amount equal to the current impact fee rate for the prior use. Vacant buildings shall be assessed as if in the
most recent legally established use as shown on a locally owned business license or development permit
documents.
3. Mixed Use: For mixed use developments, impact fees shall be imposed for the proportionate share of each
land use, based on the applicable measurement in the impact fee rates in the City of Moses Lake Fee
Schedule.
4. Timing of Assessment and Collection: Impact fees shall be determined at the time the complete application
for a building permit or a permit for a change in use is submitted using the impact fees then in effect. A
complete application shall be determined pursuant to Chapter 20.05.040 MLMC. Impact fees shall be due and
payable before the building permit or permit for a change of use is issued by the City. Except if otherwise
exempt, the City shall not issue the required building permit unless or until the fire impact fees are paid.
5. Documentation of Credit Required: Fee payers allowed credits prior to the submittal of the complete building
permit application or an application for a permit for a change of use shall submit, along with the complete
application, a copy of the letter prepared by the Director, or Fire Department official setting forth the dollar
amount of the credit allowed. Impact fees, as determined after the application of any credits, shall be collected
from the fee payer no later than the time a building permit or permit for a change of use is issued.
21.03.050 Independent fee calculations.
(a) If, in the judgment of the director, none of the fee categories or fee amounts set forth in the fee
schedule accurately describes the impacts resulting from issuance of the proposed building permit, the
applicant shall provide to the department for its review and evaluation an independent fee calculation, paid for
by the applicant. The director may impose on the proposed building permit an alternative impact fee based on
the independent fee calculation. With the independent fee calculation, the applicant shall pay to the department
an administrative processing fee provided for on the citywide fee schedule.
(b) If an applicant requests not to have the impact fees determined according to the fee schedule, then the
applicant shall submit to the director an independent fee calculation, paid for by the applicant, for the building
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permit. The independent fee calculation shall show the basis upon which it was made. With the request, the
applicant shall pay to the department the administrative processing fee of $500.00 unless a different fee is
provided for in a different fee is provided for on the citywide fee schedule.
(c) An applicant may request issuance of a building permit prior to completion of an independent fee study;
provided, that the impact fee is collected based on the fee schedule in Section 21.03.160. A partial refund may
be forthcoming if the fee collected exceeds the amount determined in the independent fee calculation and the
department agrees with the independent fee calculation.
(d) While there is a presumption that the calculations set forth in the capital facilities plan used to prepare the
fee schedule are correct, the director shall consider the documentation submitted by the applicant, but is not
required to accept such documentation which the director reasonably deems to be inaccurate or not reliable,
and may, in the alternative, require the applicant to submit additional or different documentation. The director is
authorized to adjust the impact fee on a case-by-case basis based on the independent fee calculation, the
specific characteristics of the building permit, and/or principles of fairness.
(e) Determinations made by the director pursuant to this section may be appealed to the hearing examiner
subject to the procedures set forth in Section 21.03.140.
21.03.060 Exemptions.
(a) The following building permit applications shall be exempt from impact fees:
(1) Replacement of a structure with a new structure of the same gross floor area at the same site or lot when
such replacement occurs within five years of the demolition or destruction of the prior structure. For
replacement of structures in a new subdivision, see Section 21.03.030(e).
(2) Replacement, alteration, expansion, enlargement, remodeling, rehabilitation, or conversion of an existing
dwelling unit where no additional units are created and the work does not change the type of dwelling units.
(3) Any building permit for a legal accessory dwelling unit approved under 18.20.055 MLMC, as it is
considered part of the single-family use associated with this fee.
(4) Alteration of an existing nonresidential structure that does not expand the usable space.
(5) Miscellaneous improvements, including but not limited to fences, walls, swimming pools, mechanical
units, and signs.
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(6) Demolition or moving of a structure.
(7)(A) Any applicant for the construction or creation of low-income housing may request an exemption of eighty
percent of the required impact fee for low-income housing units subject to the criteria in subsection (a)(7)(C) of
this section.
(B) Any applicant for an exemption from the impact fees which meets the criteria set forth in subsection
(a)(7)(C) of this section shall apply to the city manager for an exemption. The application shall be on forms
provided by the city and shall be accompanied by all information and data the city deems necessary to process
the application.
(C) Exemption Criteria. To be eligible for the impact fee exemption established by this section, the applicant
shall meet each of the following criteria:
(i) The applicant must be proposing a greater number of low-income housing units or a greater level
of affordability for those units than is required by the Moses Lake Zoning Code and/or the Moses Lake
Municipal Code. The allowed exemption shall only apply to those low-income units in excess of the
minimum required by code unless the development will be utilizing public assistance targeted for low-
income housing.
(ii) The applicant must demonstrate to the city manager’s satisfaction that the amount of the impact
fee exemption is justified based on the additional affordability provided above that required by code
and is necessary to make the project economically viable.
(iii) The proposed housing must meet the goals and policies set forth in Chapter 4 of the city of
Moses Lake comprehensive plan.
(D) The city manager shall review applications for exemptions under subsection (a)(7)(A) of this section
pursuant to the above criteria and shall advise the applicant, in writing, of the granting or denial of the
application. In addition, the city manager shall notify the city council when such applications are granted or
denied.
(E) The determination of the city manager shall be the final decision of the city with respect to the applicability
of the low-income housing exemption set forth in this subsection.
(F) Any claim for exemption must be made before payment of the impact fee. Any claim not so made shall be
deemed waived. The claim for exemption must be accompanied by a draft lien and covenant against the
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property guaranteeing that the low-income housing use will continue. Before approval of the exemption, the
planning and building department shall approve the form of lien and covenant, which shall, at a minimum, meet
the requirements of RCW 82.02.060. Prior to issuance of a certificate of occupancy for any portion of the
development, the applicant shall execute and record the approved lien and covenant with the Grant County
recorder’s office. The lien and covenant shall run with the land. In the event the property is no longer used for
low-income housing, the current owner shall pay the current impact fee plus interest to the date of the payment.
(8)(A) Development activities of community-based human services agencies which meet the human services
needs of the community such as providing employment assistance, food, shelter, clothing, or health services
for low- and moderate-income residents.
(B) Any applicant for an exemption from the impact fee which meets the criteria set forth in subsection
(a)(8)(C) of this section shall apply to the city manager for an exemption. The application shall be on forms
provided by the city and shall be accompanied by all information and data the city deems necessary to process
the application.
(C) Exemption Criteria. To be eligible for the impact fee exemption established by this section, the applicant
shall meet each of the following criteria:
(i) The applicant must have secured federal tax-exempt status under Section 501(c)(3) of the Internal
Revenue Code.
(ii) The applicant’s services must be responsive to the variety of cultures and languages that exist in
the city.
(iii) The applicant must provide services and programs to those considered most vulnerable and/or at
risk, such as youth, seniors, and those with financial needs, special needs, and disabilities.
(iv) The applicant’s services must meet the human services goals and policies set forth in Chapter 4
of the city of Moses Lake comprehensive plan.
(v) The applicant shall certify that no person shall be denied or subjected to discrimination in receipt
of the benefit of services and programs provided by the applicant because of sex, marital status,
sexual orientation, race, creed, color, national origin, or the presence of any sensory, mental, or
physical disability or the use of a trained dog guide or service animal by a person with a disability.
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(vi) The applicant must provide direct human services at the premises for which the applicant is
seeking exemption.
(D) The city manager shall review applications for exemptions under subsection (a)(8)(A) of this section
pursuant to the above criteria and shall advise the applicant, in writing, of the granting or denial of the
application. In addition, the city manager shall notify the city council when such applications are granted or
denied.
(E) The determination of the city manager shall be the final decision of the city with respect to the applicability
of the community-based human services exemption set forth in this subsection.
(F) Any claim for exemption must be made before payment of the impact fee. Any claim not so made shall be
deemed waived. The claim for exemption must be accompanied by a draft lien and covenant against the
property guaranteeing that the human services use will continue. Before approval of the exemption, the
department shall approve the form of lien and covenant. Within ten days of approval, the applicant shall
execute and record the approved lien and covenant with the Grant County recorder’s office. The lien and
covenant shall run with the land. In the event the property is no longer used for human services, the current
owner shall pay the current impact fee plus interest to the date of the payment.
(G) The amount of impact fees not collected from human services agencies pursuant to this exemption shall
be paid from public funds other than the impact fee account.
(9) Buildings or structures constructed as shelters that provide emergency housing for people experiencing
homelessness and emergency shelters for victims of domestic violence as defined by state law.
(10) Fire stations and fire protection facilities.
(11) A development permit for a city project.
(b) Unless otherwise established in this section, the director shall be authorized to determine whether a
particular development for a proposed building permit falls within an exemption of this chapter or in this code.
Determinations of the director shall be subject to the appeals procedures set forth in Chapter 21.03.140 MLMC.
21.03.070 Fire impact fees relating to change of use.
The city shall not impose fire impact fees to the extent the assessment of the fee is the result of a change to a
land use category that results in a higher fee than the fee schedule; provided, that this section shall not apply to
a project:
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(a) To the extent the project will add, increase, or expand the gross floor area of an existing building; or
(b) For which a certificate of occupancy has been issued and the impact fees have been paid, but the tenant
land use is changed before the space is occupied;
and, provided further, that this section applies only to the use, renovation, or remodeling of existing structures,
and does not apply to redevelopment projects or other projects in which existing structures are replaced or
substantially redeveloped.
21.03.080 Adjustments.
Pursuant to and consistent with the requirements of RCW 82.02.060, the city’s capital facilities plan has
provided adjustments for past and future taxes paid or to be paid by the new development which are
earmarked or pro-ratable to the same new system improvements that will serve the new development. The
citywide fee schedule is reasonably adjusted each year for taxes and other revenue sources that are
anticipated to be available to fund system improvements.
21.03.090 Establishment of impact fee accounts.
(a) An impact fee account is established for the fees collected pursuant to this chapter and shall be entitled
the fire impact fee account. Impact fees shall be earmarked specifically and deposited in the special interest-
bearing account. Funds withdrawn from this account shall be used in accordance with the provisions of
Section 21.03.110. Interest earned on impact fees shall be retained in the account and expended for the
purpose for which the impact fees were collected.
(b) On an annual basis, the finance director shall provide a report to the council on the account showing the
source and amount of all moneys collected, earned, or received, and system improvements that were financed
in whole or in part by impact fees.
(c) Impact fees shall be expended or encumbered within ten years of receipt, unless the council identifies in
written findings an extraordinary and compelling reason or reasons for the city to hold the fees beyond the ten-
year period pursuant to RCW 82.02.070(3). Under such circumstances, the council shall establish the period of
time within which the impact fees shall be expended or encumbered.
21.03.100 Refunds.
(a) If the city fails to expend or encumber the impact fees within ten years of payment (or where extraordinary
or compelling reasons exist, such other time periods as established pursuant to Section 21.03.090), the current
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owner of the property for which impact fees have been paid may receive a refund of the fee. In determining
whether impact fees have been expended or encumbered, impact fees shall be considered expended or
encumbered on a first-in, first-out basis.
(b) The city shall notify potential claimants by first class mail deposited with the United States Postal Service
at the last known address of such claimants.
(c) Property owners seeking a refund of impact fees must submit a written request for a refund of the fees to
the director within one year of the date the right to claim the refund arises or the date that notice is given,
whichever is later.
(d) Any impact fees for which no application for a refund has been made within the one-year period shall be
retained by the city and expended on the appropriate public facilities.
(e) Refunds of impact fees under this chapter shall include any interest earned on the impact fees by the city.
(f) If the city terminates the impact fee program, all unexpended or unencumbered funds, including interest
earned, shall be refunded pursuant to this chapter. The city shall publish notice of the termination and the
availability of refunds in a newspaper of general circulation at least two times and shall notify all potential
claimants by first class mail to the last known address of the claimants. All funds available for refund shall be
retained for a period of one year after the second publication. At the end of one year, any remaining funds shall
be retained by the city, but must be expended for the appropriate public facilities. This notice requirement shall
not apply if there are no unexpended or unencumbered balances within the account.
(g) The city shall refund the impact fee paid plus interest to the current owner of property for which the impact
fee had been paid, if the development was never completed or occupied; provided, that if the city expended or
encumbered the impact fee in good faith prior to the application for a refund, the director may decline to provide
the refund. If, within a period of three years, the same or subsequent owner of the property proceeds with the
same or substantially similar development, the owner can petition the director for an offset. The petitioner shall
provide receipts of impact fees previously paid for a development of the same or substantially similar nature on
the same property or some portion thereof. The director shall determine whether to grant an offset, and the
determinations of the director may be appealed pursuant to the procedures in Section 21.03.140.
21.03.120 Use of funds.
(a) Pursuant to this chapter, impact fees may be spent for fire protection facilities and fire protection system
improvements that will reasonably benefit the new development, including, but not limited to, architectural
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and/or engineering design studies, land surveys, land acquisition, engineering, permitting, financing,
administrative expenses, relocatable facilities, capital equipment, construction, site improvements, necessary
off-site improvements, applicable impact fees or mitigation costs and other expenses which could be
capitalized, and which are consistent with the city’s capital facilities plan.
(b) Impact fees shall be expended or encumbered on a first-in, first-out basis.
(c) Impact fees may be used to recoup costs for system improvements previously incurred by the city to the
extent that new growth and development will be served by the previously constructed system improvements.
(d) In the event that bonds or similar debt instruments are or have been issued for the advanced provision of
system improvements, impact fees may be used to pay debt service on such bonds or similar debt instruments
to the extent that system improvements provided are consistent with the requirements of this chapter and are
used to serve the new development.
21.03.130 Review of schedule, and fee increases, and ordinance.
(a) The fee schedule will be amended to reflect changes to the capital facilities plan incorporated and
adopted as Appendix C of the Comprehensive Plan. Amendments to the schedule for this purpose shall be
adopted by the council.
(b) The fees schedule shall be indexed to provide for an automatic fee increase each January 1st beginning in
the year 2025. The June to June Seattle-Tacoma-Bellevue Area Consumer Price Index (CPI-W) will be used to
determine the increase in fees for each year to reflect increased project costs. In the event that the fees are
increased during the preceding calendar year due to changes to the capital facilities plan pursuant to
subsection (a) of this section, the fees will not be indexed the following January. The finance and administration
department shall compute the fee increase and the new schedule shall become effective immediately after the
annual fee increase calculation.
(c) A new rate study shall be updated every three years, unless the city determines that circumstances do not
warrant an update.
(d) Council shall review the efficacy of this ordinance every three years to determine whether any changes
are needed.
21.03.140 Appeals.
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(a) An appeal of an impact fee imposed on a building permit may only be filed by the applicant of the building
permit for the subject property. An applicant may either file an appeal and pay the impact fee imposed by this
chapter under protest or appeal the impact fee before issuance of the building permit. No appeal may be filed
after the impact fee has been paid and the building permit has been issued.
(b) An appeal shall be filed with the hearing examiner on the following determinations of the director:
(1) The applicability of the impact fees to a given building permit pursuant to
Sections 21.03.030 and 21.03.050;
(2) The decision on an independent fee calculation in Section 21.03.050; or
(3) Any other determination which the director is authorized to make pursuant to this chapter.
(c) An appeal, in the form of a letter of appeal, along with the required appeal fee, shall be filed with the
department for all determinations by the director, prior to issuance of a building permit. The letter must contain
the following:
(1) A basis for and arguments supporting the appeal; and
(2) Technical information and specific data supporting the appeal.
(d) The fee for filing an appeal shall beset forth in the adopted Moses Lake Fee Schedule.
(e) Within twenty-eight calendar days of the filing of the appeal, the director shall mail to the hearing examiner
the following:
(1) The appeal and any supportive information submitted by the appellant;
(2) The director’s determination along with the record of the impact fee determination and, if
applicable, the independent fee calculation; and
(3) A memorandum from the director analyzing the appeal.
(f) The hearing examiner shall review the appeal from the applicant, the director’s memorandum, and the
record of determination from the director. No oral testimony shall be given, although legal arguments may be
made. The determination of the director shall be accorded substantial weight.
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(g) The hearing examiner is authorized to make findings of fact and conclusions of law regarding the
decision. The hearing examiner may, so long as such action is in conformance with the provisions of this
chapter, reverse or affirm, in whole or in part, or modify the determination of the director, and may make such
order, requirements, decision or determination as ought to be made, and to that end shall have the powers
which have been granted to the director by this chapter. The hearing examiner’s decision shall be final.
(h) The hearing examiner shall distribute a written decision to the director within fifteen business days.
(i) The department shall distribute a copy of the hearing examiner’s decision to the appellant within five
business days of receiving the decision.
(j) In the event the hearing examiner determines that there is a flaw in the impact fee program, that a specific
exemption per Section 21.03.030(c) should be awarded on a consistent basis, or that the principles of fairness
require amendments to this chapter, the hearing examiner may advise the council as to any question or
questions that the hearing examiner believes should be reviewed as part of the council’s review of the fee
schedule as provided by Section 21.03.130.
(k) The hearing examiner’s final decision is subject to appeal to the Superior Court of the state of
Washington, Grant County, pursuant to the rules and regulations set forth in the Land Use Petition Act,
Chapter 36.70C RCW.
21.03.150 Responsibility for payment of fees.
(a) The building permit applicant is responsible for payment of the fees authorized by this chapter in
connection with a building permit application.
(b) In the event that a building permit is erroneously issued without payment of the fees authorized by this
chapter, the building official may issue a written notice to the property owner and occupant advising them of the
obligation to pay the fees authorized by this chapter. Such notice shall include a statement of the basis under
which the fees under this chapter are being assessed, the amount of fees owed, and a statement that the
property owner or occupant may appeal the fee determination within twenty calendar days of the date the
notice was issued. Any appeals of such a fee determination shall be processed in accordance with the
procedures set forth in Section 21.03.130.
(c) If a property owner or occupant fails to appeal the issuance of a fee notice under subsection (b) of this
section, or if the property owner or occupant’s appeal is unsuccessful, the city is authorized to institute
collection proceedings for the purpose of recovering the unpaid impact fees.
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21.03.150 Existing authority unimpaired.
Nothing in this chapter shall preclude the city from requiring the applicant for a building permit to mitigate
adverse environmental impacts of a specific development pursuant to the State Environmental Policy Act,
Chapter 43.21C RCW, based on the environmental documents accompanying the underlying development
approval process, and/or Chapter 58.17 RCW, governing plats and subdivisions; provided, that the exercise of
this authority is consistent with the provisions of RCW 82.02.050(1)(c).
21.03.170 Fire impact fee schedule.
The following descriptions will be listed on the citywide fee schedule to represents the city’s determination
of the appropriate share of system improvement costs to be paid by new growth and development. The
impact listed below is based on the city’s latest fire rate study. The fees shall be assessed against all new
development based on development type in an amount provided for in the “Rate Study for Impact Fees
for Fire Protection, which is filed in the office of the City Clerk and incorporated herein by this reference
as if set forth in full. As authorized under Section 21.03.130(b), the schedule may automatically increase
each January 1st based on the June-to-June Seattle-Tacoma-Bellevue Area Consumer Price Index.
Land Use Type Unit of Development
Commercial
per Sq. Ft.
Office and Industrial
per Sq. Ft.
Schools
per Sq. Ft.
Health Care
per Sq. Ft.
Government
per Sq. Ft.
Single-Family
per Dwelling Unit
Multifamily
per Dwelling Unit
21.03.180 Administrative fees.
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1. Account Established: The cost of administering the fire impact fee program includes an amount equal
to five percent of the amount of the total fire impact fee determined from the base fees.
Administrative fees shall be deposited into a separate administrative fee account within the impact fee
account(s). Administrative fees shall be used to defray the actual costs associated with the assessment,
collection, administration, and update of the impact fees.
2. Refunds, Waivers, and Credits: Administrative fees shall not be refundable, shall not be waived, and
shall not be credited against the impact fees.
Section 3. 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 October 10, 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 16, 2023
Date Effective: October 21, 2023
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RESOLUTION NO. 3956
A RESOLUTION AMENDING THE CITYWIDE FEE SCHEDULE TO INCLUDE THE NEW FIRE IMPACT FEES RECITALS:
1. The study for the development of Fire Impact Fees has been completed.
2. This study was conducted in accordance with RCW 82.02.090(7) and it was based upon the various land use categories within the City.
3. Fire Impact Fee Regulations were adopted by Ordinance 3027 on October 24, 2023.
RESOLVED: 1. The Moses Lake City Council establishes Fire Impact Fees as follows.
Fee Description Base Fee + Administrative Fee Code Reference Deferred Impact Administration - nte 20/yr $85.00 per request N-A MLMC 21.03.030(f) Independent Calculation $100.00 per request
N-A MLMC 21.03.050(a)
Single and Two Family Residential Development $420.85 $21.04 per unit MLMC 21.03.170-180
Multi-Family $420.85 $21.04 per unit “”
Hospitals and Clinics $0.73 $0.0365 square foot “”
Skilled Nursing and Licensed Care Facilities $0.73 $0.0365 square foot “”
Hotel-Motel Development $0.26 $0.013 square foot “” Office Development $0.07 $0.0035 square foot “”
Retail Development $0.07 $0.0035 square foot “”
Industrial Development, with no connected on site
suppression water storage
$0.10 $0.005 square foot “”
Industrial Development,
with full fire flow
suppression water storage on site
$0.07 $0.0035 square foot “”
Restaurants $0.03 $0.0015 square foot “”
Churches $0.02 $0.001 square foot “”
Education Development $0.02 $0.001 square foot “” 2. The Fire Impact Fees are established in accordance with RCW 82.02.090.
3. This fee schedule will be included in the City Fee Schedule.
COML Council Packet 10-24-23,Page 104 of 174
Adopted by the City Council on October 24, 2023.
____________________________________ Don Myers, Mayor
ATTEST:
______________________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 105 of 174
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 12909
Kirsten Peterson Community Development
10/24/2023 New Business
Interim Agreement for Sleep Center Operations
City Manager City Attorney
Community Development Finance
Fire Human Resources
Municipal Services Parks, Rec, & Cultural Services
Police Technology Services
0.00$663,000.00$0.00$
Staff recommends that City Council authorize the City Manager to execute the Agreement with HopeSource for
providing interim operations of the Open Doors Sleep Center.
ML City Council - HopeSource Client Service Info Oct 2023.docx 73.79KB
Sleep Center Operations - Interim Agreement Oct 2023.docx 24.62KB
Hopesource ESG Sleep Center Mgmt Contract.pdf 1.07MB
During the regularly scheduled meeting of September 26, 2023, City Council approved an amendment to the
Agreement between the City of Moses Lake and HopeSource for management of the Sleep Center utilizing
ESG-CV funds from the federal government. The contract was specifically tied to the use of the ESG funding
source, and the amendment updated the contract amount and extended the time period of the original contract
to conclude on September 30, 2023. This end date coincided with the end date of the ESG-CV grant.
During that same meeting, Council directed staff to develop a new agreement with HopeSource to continue
operations on an interim basis while Staff produced an RFP to solicit additional bids for operations of the Sleep
Center.
The attached agreement is a Memorandum of Understanding that allows for HopeSource to continue in the
same manner of operations until the City has concluded the selection process for an operator and a permanent
agreement can be reached with the chosen entity. The expired contract has been attached as Exhibit A to the
MOU as it outlines the scope of services and guidelines under which HopeSource will continue to operate.
In addition to the above described documents, there is an additional attachment to this report. It is a memo from
HopeSource to City Council , which was provided in response to one of the questions raised following the
HopeSource presentation held during the Council worksession of October 10, 2023.
COML Council Packet 10-24-23,Page 106 of 174
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
Provide Amended Direction:
No Action Taken:
The contract will operated on a month to month basis. The funding for the continued operations will be provided
through the recently approved Emergency Housing Fund (EHF) grant from the federal government. $663,000
dollars are available from July 1, 2023 through June 30, 2024.
Options and Results
Authorizing the Agreement with enable to Sleep Center to maintain existing operations until such time that a
permanent agreement can be reached with an operational entity.
Staff will bring back options for recommended changes.
There will not be an operations manager for the Sleep Center and the City will be unable to continuing provide
the overnight sleeping shelter in the community until such time that a new operator is selected.
COML Council Packet 10-24-23,Page 107 of 174
Ph. 844.831.4673
www.hopesource.us
info@hopesource.us
Client Service Numbers:
All Households
Total households served: 675
Currently Active: 205
Positive Exits: 287
Success Rate: 61%
Veteran Households
Total households served: 42
Currently Active: 20
Positive Exits: 22 positive exits
Success Rate: 100%
Case Management Services:
In the last meeting, the City Council raised a crucial question: "With nine advocates in Grant County, each capable of
serving 20 clients, why are 158 homeless individuals identified in the PIT count not provided with a Client Advocate?"
We would like to take this opportunity to provide a comprehensive response.
Our client advocates conduct Outreach on a regular basis and interact with the current, identified homeless population
providing referrals to resources, encouragement and access to housing options including the Sleep Center, Enhanced
Shelter, or Rapid Rehousing opportunities. 15% to 20% of our client advocates’ time is dedicated to these efforts,
engaging with this population (158 at last count) while the remainder is dedicated to achieving our ultimate objective:
securing long-term, permanent housing solutions. This means that we don't simply stop at Outreach or initial housing;
we work with landlords and multiple other service providers and continue to provide support services and financial aid
to our clients, gradually reducing our involvement until they are self-sufficient and equipped for sustained success,
reducing the chances of returning to homelessness. Those Support Services are ongoing for weeks or months,
depending on the needs of the individual and their progress towards sustainability and self-sufficiency and these efforts
constitute the bulk of our Client Advocates activity. In practice, while every client enters our program as unhoused, the
County Report Card for Washington State Homeless System Performance for Grant Count shows 70% Exits to
Permanent Housing in 2022 vs. a low of 38% in 2017. This improved outcome was not achieved by one agency but is a
result of all the efforts of the City of Moses Lake, Grant County and numerous providers of shelter, housing, and other
services to the homeless population.
While we have achieved notable successes in our work with clients within the community, the stark reality is that the
low vacancy rate and the scarcity of affordable housing continue to push more individuals into homelessness daily.
TO: MOSES LAKE CITY COUNCIL
FROM: HOPESOURCE
SUBJECT: CLIENT SERVICE INFORMATION
COML Council Packet 10-24-23,Page 108 of 174
To make genuine progress in ending homelessness, our community must make a strategic investment in a pathway to
permanence and affordable housing.
We want to emphasize that our support is always accessible to anyone in need, even if it does not happen immediately.
We are steadfast in our commitment to assist anyone who reaches out for help.
COML Council Packet 10-24-23,Page 109 of 174
Memorandum of Understanding
BETWEEN HopeSource
AND The City of Moses Lake
This Interim Agreement ("Agreement") is made and entered into on this 24th day of October, ("Effective
Date"), by and between HopeSource, a nonprofit organization, having its principal place of business at
606 w. 3rd Ave, Ellensburg, WA, hereinafter referred to as "HopeSource," and the City of Moses Lake, a
municipal corporation, located at 401 S. Balsam Street Moses Lake WA, hereinafter referred to as the
"City."
WHEREAS, HopeSource has been operating the Open Doors Sleep Center under the existing guidelines in
cooperation with the City of Moses Lake under a previous contract entered into on October 31, 2020 and
concluding on September 30, 2023; and
WHEREAS, both parties recognize the importance of continuing to provide shelter and services to
individuals in need;
NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, HopeSource
and the City of Moses Lake agree as follows:
1. Scope of Services:
a. HopeSource shall continue to operate the Open Doors Sleep Center in accordance with the
existing guidelines established by the parties, as described in the expired October 31, 2020
contract attached as Exhibit A.
b. The City shall provide necessary support, as reasonably required, to ensure the smooth
operation of the Sleep Center.
2. Billing and Administration:
a. HopeSource shall invoice the City of Moses Lake for the operational costs of the Open Doors
Sleep Center on a cost-plus-10% administrative basis.
b. The cost-plus-10% administrative fee shall cover all operational expenses incurred by
HopeSource in running the Sleep Center, including but not limited to staffing, utilities,
maintenance, and supplies.
c. Invoices shall be submitted on a monthly basis, and payments shall be made within thirty (30)
days from the date of receipt of the invoice.
3. Term:
a. This interim Agreement shall be effective as of the Effective Date and shall remain in effect
until the Emergency Housing Fund grant funds are awarded or until either party provides a
written notice of termination with at least thirty (30) days' notice.
4. Termination:
a. Either party may terminate this Agreement for any reason by providing written notice to the
other party with at least thirty (30) days' notice.
b. In the event of termination, the parties shall work together in good faith to ensure a smooth
transition of operations.
COML Council Packet 10-24-23,Page 110 of 174
5. Governing Law:
a. This Agreement shall be governed by and construed in accordance with the laws of the State
of [State].
This interim Agreement represents the understanding between HopeSource and the City of Moses Lake
for the continued operation of the Open Doors Sleep Center. Both parties shall act in good faith to fulfill
the terms and objectives outlined herein.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the Effective Date.
HopeSource
By: ___________________________
Date: ________________________
Susan Grindle
CEO
City of Moses Lake
By: ___________________________
Date: ________________________
Kevin Fuhr
City Manager
COML Council Packet 10-24-23,Page 111 of 174
AGREEMENT BETWEEN THE OTV OF MOSES LAKE
AND
HOPESOURCE
FOR
SLEEPING CENTER MANAGEMENT & UTILIZATION OF COVID-19 EMERGENCY SOLUTION GRANTS
FUNDS
_ ... IHIS AG.REEM ENT, enteredJnto.thls( 0�. day_ of k}Q\k�Y,1'2020,.by and between the City of Moses Lake
(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 chronica fly homeless populations.
WHERAS, the City entered into a contract with HopeSource with an end date of October 31st, 2020 and
remaining COVIO-19 Grant Funds needed to be re-purposed.
NOW, THEREFORE, it is agreed between the parties hereto that:
1: 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.The Sub-Grantee agrees to provide management services of the Sleeping Center operated by
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.
EXHIBIT A
COML Council Packet 10-24-23,Page 112 of 174
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 10-24-23,Page 113 of 174
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 10-24-23,Page 114 of 174
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 10-24-23,Page 115 of 174
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 10-24-23,Page 116 of 174
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 10-24-23,Page 117 of 174
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 10-24-23,Page 118 of 174
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 10-24-23,Page 119 of 174
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 10-24-23,Page 120 of 174
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 10-24-23,Page 121 of 174
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 10-24-23,Page 122 of 174
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 10-24-23,Page 123 of 174
/. 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 10-24-23,Page 124 of 174
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 10-24-23,Page 125 of 174
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 10-24-23,Page 126 of 174
* 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 10-24-23,Page 127 of 174
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 10-24-23,Page 128 of 174
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 10-24-23,Page 129 of 174
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 10-24-23,Page 130 of 174
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 10-24-23,Page 131 of 174
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 10-24-23,Page 132 of 174
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 10-24-23,Page 133 of 174
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 10-24-23,Page 134 of 174
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 10-24-23,Page 135 of 174
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 10-24-23,Page 136 of 174
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 10-24-23,Page 137 of 174
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 10-24-23,Page 138 of 174
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 12717
Doug Coutts
Parks, Recreation, and
Cultural Services
10/24/2023 New Business
Harrison K Dano Park Sport Court Concept Grant Proposal
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 recommend Council approve the design concept for the addition of two Futsal courts at Harrison K Dano
Park.
Dano Park Proposed Layout.docx 4.07MB
Staff has been coordinating with the Boys and Girls Club and Rave Sports on a potential project installing two
sports courts at Harrison K Dano Park. The included layout is a concept. The majority of the funding for the
installation would come from grants from Rave sports with a philanthropic organization providing match for the
project. The City's responsibility would be to provide the property and grade, level and asphalt the areas for the
courts. Staff estimate on costing for this work is approximately $25,000.
At this time, we are asking for Council approval of the project concept and will be working with the finance
department on options for funding the $25,000 investment.
None immediate. Funding options will be looked at in the next few months.
Options and Results
Staff will continue to look into funding options for the grading/asphalt work and will continue to work with these
partners with a goal of installation in spring of 2024.
COML Council Packet 10-24-23,Page 139 of 174
Provide Amended Direction:
No Action Taken:
Staff will bring back options for recommended changes.
Staff will not pursue the project.
COML Council Packet 10-24-23,Page 140 of 174
Dano Park Proposed Layout
Proposed
Futsal
Courts
Exis�ng Soccer
Field Layouts
COML Council Packet 10-24-23,Page 141 of 174
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 12849
Doug Coutts
Parks, Recreation, and
Cultural Services
10/24/2023 New Business
Ice Arena 2023-2024 Season Fee Schedule Amendment
City Manager City Attorney
Community Development Finance
Fire Human Resources
Municipal Services Parks, Rec, & Cultural Services
Police Technology Services
0.00$0.00$0.00$
Approve the proposed 2023-2024 Ice Arena Fee Schedule as presented.
Amended Ice Rink Fee Schedule.pdf 170.19KB
Ice Arena Fee Amendment-Proposed fees.xlsx 9.94KB
Historically, the Ice Arena Fee Schedule is updated to coincide with the Ice Arena Season which spans the
City's fiscal year. This amendment would approve the proposed 2023-2024 Ice Arena Fee Schedule as
proposed in the overall fee schedule as included in the board budget information. Our ice arena fees currently
lag behind other area ice facilities significantly. Part of this is due to the nature of our facility as a covered
outdoor facility, but staff is planning to monitor fees closely and increase more consistently going forward to
keep pace with the market. These proposed fees are based on a survey of area ice arena fees and take into
consideration the nature of our facility as a limited season covered outdoor arena. The proposed amended fees
include updates to the ranges that will encompass changes to the fee structure that will accommodate the
projected increases for next season as well, allowing the pricing indicated in the plan for the 2023-2024 Season
and the 2024-2025 Season, getting the Ice Arena fees on the same schedule going forward as the rest of the
fee schedule.
This will increase the Ice Arena fees for the 2023-2024 season to help keep pace with increasing expenses at
the arena.
Options and Results
COML Council Packet 10-24-23,Page 142 of 174
Approve, Authorize, or Adopt:
Provide Amended Direction:
No Action Taken:
Staff will implement the new fee schedule for the November opening of the arena.
Staff will bring back options for recommended changes.
Staff will open the arena with the existing 2022-2023 fees in place.
COML Council Packet 10-24-23,Page 143 of 174
Current
Adults $7.00 Adults $8.00 Adults $9.00
Youth $6.00 Youth $7.00 Youth $8.00
Seniors $4.00 Seniors $5.00 Seniors $6.00
4 & Under $0.00 4 & Under $0.00 4 & Under $0.00
All Ages $5.00 All Ages $4.00 All Ages $4.00
error
Adults $60.00 Adults $70.00 Adults $80.00
Youth $50.00 Youth $60.00 Youth $70.00
Seniors $30.00 Seniors $40.00 Seniors $50.00
Adults $90.00 Adults $100.00 Adults $110.00
Youth $80.00 Youth $90.00 Youth $100.00
Seniors $60.00 Seniors $70.00 Seniors $80.00
Adults $47.25 Adults $48.00 Adults $50.00 4%
Youth $36.75 Youth $37.00 Youth $39.00 4%
Seniors $15.75 Seniors $16.00 Seniors $17.00 4%
Adults $78.75 Adults $79.00 Adults $82.00 4%
Youth $68.25 Youth $69.00 Youth $72.00 4%
Seniors $47.25 Seniors $48.00 Seniors $50.00 4%
All Ages $50.00 All Ages $50.00 All Ages $50.00
Youth Hockey $108.00 Youth Hockey $131.00 Youth Hockey $146.00
Adult Hockey $124.00 Adult Hockey $147.00 Adult Hockey $163.00
Inside 98837 $158.00 Inside 98837 $179.00 Inside 98837 $195.00
Outside 98837 $210.00 Outside 98837 $234.00 Outside 98837 $249.00
2023-2024 Season Pass w/
2023-2024 Skating Lessons
2023-2024 Rental Rates2023-2024 Rental Rates
2023-2024 Season Pass w/
Amendment (Tax backed out)
2024-2025 Admission Fees
2023-2024 Rental Fees
2023-2024 Punch w/out
2023-2024 Punch w/
2023-2024 Season Pass w/out
2023-2024 Skating Lessons
2023-2024 Rental Rates
2023-2024 Admission Fees
2023-2024 Rental Fees
2023-2024 Punch w/out
2023-2024 Punch w/
2023-2024 Season Pass w/out
2023-2024 Season Pass w/
2023-2024 Skating Lessons
2023-2024 Admission Fees
2023-2024 Rental Fees
2023-2024 Punch w/out
2023-2024 Punch w/
2023-2024 Season Pass w/out
COML Council Packet 10-24-23,Page 144 of 174
Current Amended 2024-2025
$4S/$6Y/$7A $3-8 $4-9
$30S/$50Y/$60A $40-70 $50-80
$5 (error)$4 $4
$60S/$80Y/$90A $70-100 $80-110
$15.75S/$36.75Y/$47.25A $16-48 $17-50
$47.25S/$68.25Y/$78.75A $48-79 $50-82
$108-210 $131-234 $146-249
$9.00-$10.00 Remove (no longer offered)
How the fee schedule would look
Ice Skate Rental (per person)
Ice Skating Admission Punch card with Skates
Ice Skating Season Pass (Individual) no Skates
Ice Skating Season Pass (Individual) with Skates
Ice Rink Private Rental (per hour)
Group Broomball Party (per person)
Ice Skating Admission Punch card
Ice Skating Admission (per person)
COML Council Packet 10-24-23,Page 145 of 174
Parks Recreation Ice Skating Admission (per
person)
3.34.010 $4S/$6Y/$7A $3-9$
Parks Recreation Ice Skating Admission Punch
card
3.34.010 $30S/$50Y/$60A $40-$80
Parks Recreation Ice Skate Rental (per
person)
3.34.010 $5.00 $4.00
Parks Recreation Ice Skating Admission Punch
card with Skates
3.34.010 $60S/$80Y/$90A $40-$110
Parks Recreation Ice Skating Season Pass
(Indivudal) no Skates
3.34.010 $15.75S/$36.75Y/$47.25A $16-$50
Parks Recreation Ice Skating Season Pass
(Indivudal) with Skates
3.34.010 $47.25S/$68.25Y/$78.75A $48-$82
Parks Recreation
winter ice program - to be
determined by class size &
supplies 3.34.010 $9 -$200
Parks Recreation Group Broomball Party (per
person)
$9.00-$10.00 REMOVE
Parks Recreation Ice Rink Private Rental (per
hour)
3.34.010 $108-$210 $131-$249
COML Council Packet 10-24-23,Page 146 of 174
RESOLUTION 3963
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOSES LAKE, WASHINGTON
AMENDING THE CITY OF MOSES LAKE 2023 FEE SCHEDULE
Recitals:
1. In connection with the municipal functions and operations of the City of Moses Lake, the City requires certain fees; and
2. It is appropriate to review such fees and adjust appropriately address costs; and
3.In keeping with the philosophy of setting City fees in amounts reflective of actual costs, it is appropriate at this time to revise
certain fees to compensate the City for costs associated with various City functions and facilities; and
4. Council approved annual increases with the adoption of Resolution 3923 on November 22, 2022.
Now, Therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MOSES LAKE:
Section 1. The following items will be deleted from the 2023 Fee Schedule:
DEPART FEE TYPE FEE DESCRIPTION MLMC Section 2023 Fee 2023-2024 Season Proposed Fee
Parks Recreation Group Broomball Party (per person) $9.00-$10.00 REMOVE
Section 2. The following items will be amended on the 2023 Fee Schedule:
DEPART FEE TYPE FEE DESCRIPTION MLMC Section 2023 Fee 2023-2024 Season Proposed Fee
Parks Recreation Ice Skating Admission (per person) 3.34.010 $4S/$6Y/$7A $3-9$
Parks Recreation Ice Skating Admission Punch card 3.34.010 $30S/$50Y/$60A $40-$80
COML Council Packet 10-24-23,Page 147 of 174
Parks Recreation Ice Skate Rental (per person) 3.34.010 $5.00 $4.00
Parks Recreation Ice Skating Admission Punch card with
Skates 3.34.010 $60S/$80Y/$90A $40-$110
Parks Recreation Ice Skating Season Pass (Individual) no
Skates 3.34.010 $15.75S/$36.75Y/$47.25A $16-$50
Parks Recreation Ice Skating Season Pass (Individual) with
Skates 3.34.010 $47.25S/$68.25Y/$78.75A $48-$82
Parks Recreation winter ice program - to be determined by
class size & supplies 3.34.010 $9 -$200
Parks Recreation Ice Rink Private Rental (per hour) 3.34.010 $108-$210 $131-$249
Section 4. Severability. If any sections, sentence, clause, or phrase of this Resolution shall be held to be invalid or unconstitutional by
a court of competent jurisdiction, or its application held inapplicable to any person, property or circumstance, such invalidity or
unconstitutionality or inapplicability shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of
this Resolution or its application to any other person, property or circumstance.
ADOPTED by the City Council on October 24, 2023. ________________________________________
Don Myers, Mayor ATTEST:
____________________________________ Debbie Burke, City Clerk
COML Council Packet 10-24-23,Page 148 of 174
Council Staff Report
Agenda Item Number:
Department
Proceeding Type
Expenditure Required:Amount Budgeted:Appropriation Required:
Action Requested
Packet Attachments (if any)
12857
Administration
New Business
To:
Kevin Fuhr, Interim City Manager
From
Rich Huebner, Assistant City
Manager
For Agenda of:
10/24/2023
Subject
Annual Review and Approval of LTAC Recommendations
Reviewed and Approved by:
City Manager City Attorney
Community Development Finance
Fire Human Resources
Municipal Services Parks, Rec, & Cultural Services
Police Technology Services
525,000.00$525,000.00$525,000.00$
Move to approve the 2024 Lodging Tax Advisory Committee (LTAC) funding recommendations.
LTAC Award Recommendations 2024.pdf 128.34KB
COML Council Packet 10-24-23,Page 149 of 174
Overview
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
Provide Amended Direction:
No Action Taken:
The Moses Lake Lodging Tax Advisory Committee (LTAC) met on October 11, 2023 to receive presentations
from 2024 applications for funding support for eligible groups and organizations that have positive impacts on
tourism in the greater Moses Lake area. The LTAC met the following day – October 12, 2023 – to finalize its
recommended awards. The funding source is the hotel/motel tax that the City of Moses Lake receives from the
State of Washington.
The LTAC members considered all applications in accordance with the LTAC General Guidelines documents
with specific attention to the Project Evaluation Criteria portion of the Guidelines. Spreadsheets follow which
identify the groups and the recommended funding amounts. 23 applications were received and reviewed; one
application was not recommended for funding.
The Lodging Tax is an excise tax authorized by State law in RCW 67.28, Public Stadium, Convention, Arts and
Tourism Facilities. The City of Moses Lake has imposed an excise tax on charges for lodging by hotels, motels,
and similar business enterprises, pursuant to Chapter 82.08 RCW. In Moses Lake the total tax on lodging is 4%
(this includes the original 2% sales tax credit and the additional 2% special excise tax). One of these collections
is dedicated to support events, activities, and marketing campaigns that generate tourism, while the second
collection is dedicated to capital projects. As required by RCW 67.28.1817, the LTAC provides
recommendations for awards from both collections.
The Lodging Tax Advisory Committee is chaired by Council Member David Eck and by state law has positions
for two generators of the hotel-motel tax and two potential recipients. Those participating in the meetings to get
to the recommendation were Council Member Eck, Tim Molitor (representing a tax generator), Rich Hanover
and Barry Lawson (both representing potential recipients, the Port and DMLA). Each of Mr. Molitor, Mr. Hanover,
and Mr. Lawson have expressed interest in being reappointed to the LTAC, and the City recently received an
application for the vacant tax generator position. Staff anticipates having full membership on the LTAC next year
for the 2025 application cycle.
By law, the City Council must concur with the recommendations of the LTAC. Should the City Council wish to
change an allocation, that recommendation needs to go back to the LTAC for consideration.
The City of Moses Lake has established a special revenue fund titled “Tourism Activities Fund” to account for
the lodging tax receipts and related tourism promotion expenditures. As set forth in RCW 67.28.1816, the
revenues received from the City’s hotel/motel tax may be used for the following purposes only:
1. Tourism marketing;
2. Marketing and operations of special events and festivals designed to attract tourists;
3. Operations and capital expenditures of tourism-related facilities owned or operated by a municipality or
a Public Facilities District; or
4. Operations of tourism-related facilities owned or operated by non-profit organizations.
As detailed above, the current operational model of the City is that 2% of the funding is reserved for tourism
events, activities, and marketing, and the other 2% is reserved for capital project support. A reserve has been
established by the LTAC to fund a future capital project. These are 2024 funds that are a part of the proposed
2024 budget.
Options and Results
Staff recommends City Council approve the recommendations of the Lodging Tax Advisory Committee.
The recommendation will be remanded to the Lodging Tax Advisory Committee for consideration.
Lodging Tax grants will not be awarded.
COML Council Packet 10-24-23,Page 150 of 174
Organization Name Event Name & Date 2023
Funded*
2024
Request
Events/Activities/
Marketing
Capital
Projects
Columbia Basin Allied Arts - Downtown ML Assc.Sip & Stroll - Art & Wine Walk -$ 5,000$ 3,000$
Columbia Basin Allied Arts UMANI Fest 5,000$ 5,000$ 5,000$
Columbia Basin Allied Arts Premiere Season 7,500$ 10,000$ 7,500$
Central Basin Community Concert Series 2024 Concerts 7,500$ 10,000$ 7,500$
Columbia Basin Rodeo Association Moses Lake Roundup Rodeo and Demo Derby -$ 65,000$ 15,175$ 15,175.00$
City of Moses Lake Red, White and BOOM!27,000$ 30,000$ 30,000.00$
City of Moses Lake Visitor Information Center Souvenir Restock 19,913$ 2,000$ 2,000.00$
City of Moses Lake Tourism Marketing Campaign 110,000$ 110,000$ 110,000$
Grant County Fairgrounds MoraVida Fest 10,000$ 25,000$ 10,000$
Grant County Fairgrounds Grant County Fair 35,000$ 75,000$ 35,000$
Grant County Fairgrounds 90's Flannel Fest 7,300$ 30,000$ 10,000$ 2,626.00$
Manta Rays Capital Projects -$ 84,985$ -$ -$
Manta Rays Sizzlin Summer Splash -$ 12,880$ 12,880$
Manta Rays Sprint Shootout -$ 2,920$ 2,920$
Manta Rays Thankswimming Open -$ 5,592$ 5,592$
Manta Rays Tony St. Onge Memorial Open -$ 4,183$ 4,183$
Master Gardeners Foundation 2024 Columbia Basin Eco-Gardening Symposium -$ 2,000$ 2,000$
Moses Lake Spring Festival Moses Lake Spring Festival 50,000$ 70,000$ 50,000$ 20,000$
Moses Lake BMX Association Capital Projects and State Qualifier Race 41,856$ 40,849$ 1,750$ 39,099$
Moses Lake Youth Hockey Association Current and Future Winter Youth Hockey -$ 41,100$ 41,100$
Sand Scorpions Bounty Hole & Freestyle Mud Trucks 40,000$ 65,000$ 40,000$
Visit WA Moses Lake Airshow 50,000$ 86,000$ 50,000$
Columbia Basin Cancer Foundation Craft Out Cancer 2,500$ 5,000$ 2,500$
TOTALS:411,069$ 787,509$ 375,000$ 150,000$
375,000$ 150,000.00$
A= Non-profit/IRS documents attached
B= Application Complete
C= Budget - Expenses
D= Budget - Revenue
COML Council Packet 10-24-23,Page 151 of 174
Council Staff Report
Agenda Item Number:
Department
Proceeding Type
Expenditure Required:Amount Budgeted:Appropriation Required:
Fiscal and Policy Implications
Approve, Authorize, or Adopt:
Provide Amended Direction:
No Action Taken:
12862
Administration
New Business
To:
City Council
From
Kevin Fuhr, Interim City Manager
For Agenda of:
10/24/2023
Subject
Volunteer Handbook - Resolution 3964
Reviewed and Approved by:
City Manager City Attorney
Community Development Finance
Fire Human Resources
Municipal Services Parks, Rec, & Cultural Services
Police Technology Services
0.00$0.00$0.00$
Action Requested
Adopt the newly created Volunteer Handbook.
Packet Attachments (if any)
Resolution and Volunteer Handbook.docx
Overview
The newly created Volunteer Handbook is being proposed to be used with any and all city volunteers. The
handbook sample was provided by WCIA and modified to fit the City of Moses Lake. The included policies are
currently provided in the City of Moses Lake Employee Handbook, and modified for volunteer usage. The
handbook includes policies on: Accident Prevention, Substance Abuse, Anti-Harassment, City
Property/Personal Possessions, Professional Appearance, Acceptance of Gifts, Smoke-Free Workplace, and
Workplace Violence.
None
Options and Results
Approve the Volunteer Handbook to be used by City volunteers.
Staff will bring back options for recommended changes.
Do not implement Volunteer Handbook.
COML Council Packet 10-24-23,Page 152 of 174
RESOLUTION NO. 3964
A RESOLUTION OF THE CITY OF MOSES LAKE, WA ESTABLISHING A VOLUNTEER HANDBOOK POLICY
Recitals:
1. The City’s volunteer program is designed to promote the spirit of partnership and
increase interaction with citizens, community organizations, and local businesses.
2. The policies have been recommended by the City Manager to provide overall guidance
and direction to have well-informed volunteers.
Resolved:
1.The attached Volunteer Handbook (Exhibit A) is ADOPTED by the City Council onOctober 24, 2023.
________________________________________ Don Myers, Mayor ATTEST:
_________________________________________ Debbie Burke, City Clerk
PER.02.03 Page 1 of 21
Issued: 10/2023
Revised: 10/2023
VOLUNTEER HANDBOOK
CITY OF MOSES LAKE
COML Council Packet 10-24-23,Page 154 of 174
PER.02.03 Page 2 of 21
TABLE OF CONTENTS
INTRODUCTION AND PURPOSE
MISSION STATEMENT
FUNDAMENTALS OF VOLUNTEERING
VOLUNTEER EXPECTATIONS
VOLUNTEER BEHAVIORS
CUSTOMER SERVICE
POLICIES & PROCEDURES
Accident Prevention and Safety
Substance Abuse
Anit-Harassment Policy, Including Sexual Harassment
City Property/Personal Possessions/Privacy Limitations
Professional Appearance
Acceptance of Gifts
Smoke-Free Workplace
Workplace Violence and Weapons Prohibition
VOLUNTEER HOURS
INDENTIFICATION
RESIGNATION/TERMINATION
RECEIPT OF VOLUNTEER HANDBOOK
COML Council Packet 10-24-23,Page 155 of 174
PER.02.03 Page 3 of 21
INTRODUCTION AND PURPOSE
The City of Moses Lake welcomes you as a volunteer and hopes your association with the City of Moses Lake will be a satisfying experience. Regardless of your contribution, you are making a dramatic difference in the lives of others by volunteering your time. By taking the time to
participate in our programs, volunteers influence the future of the City of Moses Lake. In
assisting staff with both daily tasks and new programs, volunteers enhance the levels of quality services the City of Moses Lake provides. We thank you for the time, devotion, and caring you are willing to share, and welcome you to the City of Moses Lake.
The purpose of the volunteer handbook is to provide overall guidance and direction so that you
will be an effective, well-informed volunteer. The policies outlined in the handbook are intended for guidance only, and do not constitute, either implicitly or explicitly, a binding contractual or personnel agreement. The City of Moses
Lake reserves the right, at any time, to change/revise terms and conditions of voluntary service.
As such, the contents of this handbook are subject to change in order to reflect those changes. Areas not specifically covered by the policies will be addressed by management. Copies of the City of Moses Lake Personnel Policies are located in the Human Resources
Department (HR) as well as in all other departments. Ask your Supervisor if you want to refer to
these policies. The City of Moses Lake also reserves the right to utilize, or not utilize, the services of volunteers. Volunteers are not considered to be City of Moses Lake employees and being a
volunteer is not a guarantee of later employment with the City of Moses Lake.
Please feel free to contact management and/or the Volunteer Coordinator for additional information. MISSION STATEMENT
The City of Moses Lake Volunteer Program is designed to promote the spirit of partnership and
increase interaction with citizens, community organizations and local business. In doing so, the City of Moses Lake wants to enhance its existing service offerings and/or expand them through the use of volunteer expertise as well as bring the many diverse populations of the community together to achieve a stronger, more connected community. FUNDAMENTALS OF VOLUNTEERING
Attitude
A volunteer needs to be open minded, willing to be trained, and able to accept direction and
supervision. At the same time, the City of Moses Lake encourages volunteers to ask questions regarding policies, practices, or procedures.
COML Council Packet 10-24-23,Page 156 of 174
PER.02.03 Page 4 of 21
Dependability and Reliability The dependability of a volunteer is extremely important. It is the volunteer’s responsibility to
notify their Volunteer Supervisor if unable to volunteer at an appointed time, or if there are other
factors that may affect the volunteer’s performance. Communication A volunteer not only serves the needs of the City of Moses Lake and the public in an important
way, but also provides a vital link between the organization and the community.
Communication is an essential element to a successful program. Both volunteers and the Volunteer Supervisor are encouraged to share questions, comments, and concerns that may arise in a positive, constructive manner.
Responsibility Volunteers represent the City of Moses Lake to the citizens. As a volunteer affiliated with the City of Moses Lake you will be seen as a visible extension of our paid staff to citizens we serve. While most City of Moses Lake business is considered public information, certain information is
confidential. Volunteers will not discuss or disseminate any confidential information that the
volunteer may have knowledge of. It is vital that volunteers uphold the high professional standard that the public expects in order to maintain the City of Moses Lake’s reputation of integrity, professionalism, and trust. VOLUNTEER EXPECTATIONS
The following rules must be followed while volunteering for the City of Moses Lake:
1. Volunteers shall obey all applicable City, County, State and Federal laws. 2. Volunteers shall sign a volunteer agreement 3. Volunteers shall not commit any acts nor fail to perform any acts which constitute a violation of any of the policies, procedures, guidelines, or directives of the City of Moses
Lake, whether stated in this volunteer handbook and/or in the City of Moses Lake
Personnel Policies. 4. Volunteers shall promptly comply with any lawful orders of supervisors. 5. Volunteers shall conduct themselves in a manner as to reflect most favorably on the City of Moses Lake. Volunteers shall not engage in any conduct which is unbecoming of
persons associated with the City of Moses Lake.
6. While on duty, the volunteer will not use his or her volunteer status to obtain any goods, products or services. 7. Volunteers shall not solicit or accept any gift or gratuity from any person, business or organization for the benefit of the volunteer, City of Moses Lake or others if it may
reasonably be inferred that the person, business or organization: (a) seeks to influence
action of an official nature; (b) seeks to affect the performance or non-performance of an official duty (c) has an interest which may be affected directly or indirectly by the performance of the volunteer's duty; or (d) creates an appearance of fairness issue. 8. Volunteers shall not use their official position or official identification for personal or
financial gain to obtain privileges not otherwise available to them, or to avoid
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consequences of illegal acts. Volunteer identification should only be used in the performance of volunteer duties.
9. Volunteers acting in an official capacity shall not recommend or suggest in any manner
the employment or procurement of any particular product, or private, professional or commercial service. 10. Volunteers shall not possess or store alcoholic beverages or prescription drugs or substances in any City of Moses Lake vehicle or facility that affect one’s ability to
function in the volunteer’s capacity. Volunteers shall not report for duty while under the
influence of alcohol or drugs, including medications that may cause drowsiness or affect one’s ability to perform assigned duties. VOLUNTEER BEHAVIORS
Volunteers are governed by the same rules of behavior that govern paid City of Moses Lake staff. Inappropriate behavior may be cause for termination from the City of Moses
Lake volunteer program.
Inappropriate behaviors include but are not limited to: 1. Unauthorized absence and/or repeated tardiness
2. Intoxication and/or drinking alcoholic beverages or use or under the influence of
narcotics or drugs on the premises or at any time while providing volunteer service 3. Dishonesty or theft 4. Unprofessional behavior towards customers, employees, or other volunteers 5. Unwillingness to comply with City of Moses Lake or departmental standards or volunteer
position expectations
6. Falsification of records 7. Insubordination 8. Divulging confidential information 9. Damaging, defacing, or deliberately mishandling City of Moses Lake equipment,
property, or supplies
10. Sleeping while on duty 11. Failing to report an injury, incident, or accident concerning an employee, customer, volunteer or any person within the Agency or on City of Moses Lake property 12. Carrying prohibited weapons on City of Moses Lake property
13. Willful violation of City of Moses Lake policies, rules, or regulations CUSTOMER SERVICE
Serving our customers is the number one priority of all City of Moses Lake volunteers and regular employees. Volunteers will be called upon to provide residents with the high quality
customer service they have come to expect. It is important to keep in mind that ‘customer’
includes everyone the volunteer comes in contact with while representing the City of Moses Lake, including citizens, patrons, City of Moses Lake employes, contract employees, and representatives from other agencies and organizations. The City of Moses Lake is dedicated to
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providing quality customer service and as part of our commitment to customer service, it is important to keep the following points in mind when serving customers:
1. Listen actively to determine the customer’s needs. 2. Always remain courteous, calm and professional. 3. Make an extra effort to help the customer solve his/her problem. POLICIES AND PROCEDURES
ACCIDENT PREVENTION AND SAFETY
It is the City’s intent to provide safe working conditions for its Volunteers. Every volunteer is responsible for maintaining a safe work environment and following city, state and federal safety policies.
Volunteers shall promptly report all unsafe or potentially hazardous conditions to their
supervisor. The City will make every effort to remedy problems as quickly as possible. The City encourages the promotion of accident prevention and safety education at regular department/division safety meetings. Volunteers in certain jobs or when performing certain tasks, operating equipment or as otherwise instructed, are required to use personal protective
equipment provided by the City, such as safety vests/glasses, hearing protection, gloves and/or
hard hats. Volunteers are prohibited from removing guards or other protective devices from machinery and equipment or in any way tampering with or disabling safety measures. Violations of safety requirements may result in discipline, up to and including termination.
In case of an accident involving personal injury or damage to property, regardless of how minor
or if a motor vehicle is involved in a collision of any kind, any involved volunteers shall immediately notify their supervisor or department director or designee. In any accident that results in serious property loss or bodily injury, it is the City’s policy to test the volunteer for drugs or alcohol use, to confirm that the use of drugs or alcohol was not a factor in the accident.
In addition, no City volunteer is permitted to engage in conduct after an accident or injury
occurs, that will negatively impact the City’s or law enforcement’s investigation of the accident. On the Job Employee Injuries: When an on-the-job injury occurs, volunteers are to report to their immediate supervisor each injury or illness regardless of the degree of severity. As soon as
possible after an accident or occupational illness is discovered, the volunteer must complete the
City’s online Incident Report form and notify the Human Resources Department within twenty-four (24) hours that the form was submitted. If applicable, the volunteer is responsible for completing the Washington State Labor and Industries claim form. Supervisors are required to complete the supervisor portion of the accident report form. Should the injury require attention
beyond basic first aid, the volunteer should have his or her treating physician complete the
applicable portion of the Washington State Labor and Industries Claim form. The injured volunteer’s Department Director or designee shall immediately forward the original completed time loss certification to Human Resources.
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Accidents/Incidents: Volunteers shall report any work-related accidents involving a third-party personal injury and/or damage to public/private property or equipment, regardless of how minor,
to their immediate supervisor, Department Director and Human Resources. Such report shall be
made as soon as possible, but in no event later than one (1) hour following such accident. So that an accident may be timely reported, the initial report may be given verbally. As soon as possible, the volunteer must complete the City’s online Incident Report form and, unless the volunteer is medically unable to, no later than twenty-four (24) hours following the accident, or
sooner if required by the employee’s Department Director or Human Resources. Volunteers shall
compile any reports requested by their supervisor, Department Director and/or Human Resources. In the case of a vehicular accident, the volunteer shall immediately notify the law enforcement agency having jurisdiction, which shall determine whether or not an accident investigation and/or police incident report is necessary. If required, a State Motor Vehicle
Collision Report shall be completed by the volunteer.
Bloodborne Pathogens: Since being exposed to a bloodborne pathogen may lead to sicknesses (such as hepatitis or HIV), and because the City wishes to assure its volunteers a safe and healthy work environment, it is the policy of the City to comply with all statutory obligations for the
prevention of exposure to bloodborne pathogens.
SUBSTANCE ABUSE NON-DOT REGULATED POSITIONS
This policy applies to every person in the performance of non-DOT regulated positions. No volunteer may use, possess, manufacture, distribute, promote or sell alcohol, any drug or drug paraphernalia while performing work for the City or while on City property or in a City vehicle. No volunteer may report to work, remain on duty, or perform any City business while impaired
by or under the influence of any drug or alcohol. No volunteer may use City property or the
volunteer’s position to make or engage in the selling, dispensing, transporting, distributing, manufacturing, compounding, or promoting of alcohol of drugs. The use of prescribed or over-the-counter drugs or possession incident to such use is not
prohibited by this policy if the drug has been legally obtained and is being used for the purpose
for which it was prescribed or manufactured; and the drug is being used by the person for whom it was prescribed at the dosage prescribed or authorized; and the use of the drug is not inconsistent with the safe and efficient performance of the volunteer's duties. It is the volunteer's responsibility to determine from his/her licensed practitioner, physician, or dentist whether the
prescribed drug would impair their ability to perform the essential functions of their position. See
below regarding reporting requirements. Regardless of State Laws on recreational and medical marijuana use, marijuana (THC) is a schedule I prohibited substance as defined by the United States Drug Enforcement Agency and
is a banned substance under this policy. A positive marijuana test is a violation of this policy. A
violation of this policy shall result in disciplinary action that may include termination.
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REPORTING REQUIREMENTS
In accordance with the Drug Free Workplace Act of 1988, a volunteer who is convicted of any
federal or state criminal drug statute for violation occurring in the workplace shall notify the Human Resources Department of the conviction no later than five (5) days after such conviction. The volunteer is required to immediately notify his or her supervisor of the use of any
prescription medication that may affect the ability to perform duties safely and/or efficiently. The
City may determine that such use is inconsistent with the City’s policy to maintain a safe workplace and direct the volunteer to stay home until able to safely perform their job. It is the responsibility of the volunteer to advise his/her treatment provider of the duties he/she is required to perform to determine the best form of treatment for the volunteer and any available
alternatives. ANTI-HARASSMENT POLICY, INCLUDING SEXUAL HARASSMENT The City of Moses Lake is committed to ensuring that the practices and conduct of all its
volunteers comply with the requirements of federal and state laws against unlawful harassment,
discrimination, and retaliation. It is the policy of the City of Moses Lake that all volunteers have the right to work in an environment free from unlawful harassment based upon being in the protected class status. Any unlawful harassment of volunteers in the workplace, whether by coworkers, supervisors or third parties, will not be tolerated by the City of Moses Lake.
For the purpose of this policy, “sexual harassment” is unwelcome behavior of a sexual nature that affects terms and conditions of employment. Sexual harassment includes: 1. Sexual advances and other verbal or physical conduct where submission to the
advances or conduct is made a term or condition of employment or is used as the basis for
employment decisions, and 2. Unwelcome verbal or physical conduct of a sexual nature, or motivated by a person’s gender, that interferes with an employee’s work or creates a hostile, intimidating, or offensive work environment.
Some examples of behavior that could constitute or contribute to sexual harassment include but are not limited to: 1. Unwelcome or unwanted flirtations, propositions, or advances. This includes patting,
pinching, brushing up against, hugging, cornering, kissing, fondling, putting one’s arm around
another, or any other similar physical contact considered unacceptable by another individual. 2. Requests or demands for sexual favors. This includes subtle or blatant expectations, pressures, or requests for any type of sexual favor accompanied by an implied or stated promise of preferential treatment or negative consequences concerning an individual’s employment.
3. Verbal abuse or kidding that is sexual in nature and considered unacceptable by
another individual. This includes comments about an individual’s body or appearance when such comments go beyond an isolated innocuous compliment; off-color jokes or offensive language;
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or any other tasteless, sexual comments, innuendoes, or offensive actions, including leering, whistling, or gesturing.
4. Participation in fostering a work environment that is generally intimidating, hostile, or
offensive because of unwelcome or unwanted sexual in nature conversation, office décor, suggestions, requests, demands, physical contacts, or attention. For the purpose of this policy, “other harassment” (nonsexual) is defined as verbal or physical
conduct that denigrates or shows hostility or aversion toward an individual because of such
individual’s protected status or characteristics such as his/her race, color, religion, gender, national origin, age, marital status, military status, sexual orientation, gender identity, genetic information, disability or any other status that is protected that:
1. Has the purpose or effect of creating an intimidating, hostile, or offensive work
environment. 2. Has the purpose or effect of unreasonably interfering with an individual’s work or performance; or 3. Otherwise adversely affects an individual’s employment opportunities.
All issues noted above may constitute harassment whether taken place on or off duty if it has an impact on the work environment. Some examples of behavior that could constitute or contribute to harassment include but are not
limited to: using epithets, slurs, or negative stereotypes; threatening, intimidating, or engaging in
hostile acts that relate to protected status or characteristics such as those referred to above; jokes or pranks that refer to or denigrate a protected status; or placing on walls, bulletin boards, or elsewhere on the work premises or circulating in the workplace written, electronically transmitted, or graphic material that denigrates or shows hostility or aversion toward a person or
group because of a protected characteristic.
COMPLAINT PROCESS A volunteer who feels harassed should immediately tell the offending individual how they feel
and ask them to stop. If that does not work or if the volunteer is uncomfortable confronting the
offending individual, the volunteer should report the incident promptly. A complaint can be made verbally or in writing to the Human Resources Director. In the alternative, as the volunteer may wish, the complaint may be brought to the attention of the City Manager or City Attorney. If a volunteer brings the complaint to the attention of another supervisor or manager, the supervisor
or manager is obligated to report the complaint in compliance with this policy.
A harassment complaint will be handled as follows: 1. Every complaint is to be reported promptly either by the complainant or by the person
receiving the complaint. If reported verbally, the person taking the complaint should produce a
written statement for the complainant to review and sign. 2. The complaint will be promptly investigated. Choice of investigator, level of formality, and the procedures used in the investigation may vary, depending upon the nature of the
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allegations and full circumstances of the situation, including the context in which the alleged incidents occurred.
3. Confidentiality will be maintained throughout the investigatory process to the extent
practical and consistent with law and the City’s need to undertake a full investigation. 4. There shall be no retaliation by the City, its officers, elected officials, supervisors, or other employees toward any volunteer bringing a complaint in good faith or cooperating with the investigation of a harassment complaint.
5. Where the investigation confirms the allegations, the City will take prompt corrective
action and, where appropriate, discipline the offending individual, up to and including termination. The complainant and accused will be informed of the outcome of the investigation. 6. Volunteers who bring false complaints may be subject to discipline only if the investigation reveals the complaint was made in bad faith (i.e., statements that were known to be
false at the time they were made).
The Human Resources Director shall be responsible for disseminating information on the City of Moses Lake Policy against unlawful workplace harassment, developing training programs for volunteers, employees and supervisors, and guidelines for preventing sexual or other forms of
harassment, and for investigating and resolving allegations of harassment.
All officers, supervisors, and managers (generally, “supervisors”) are assigned responsibility for implementing this policy, ensuring compliance with and knowledge of its terms, and for taking immediate and appropriate corrective action in coordination with the Human Resources Director,
if they witness or receive notice of inappropriate behavior or receive a complaint. Supervisors
must open and maintain channels of communication to permit employees to raise concerns of sexual or other workplace harassment without fear of retaliation, stop any observed harassment, and treat harassment matters with sensitivity, confidentiality, and objectivity.
A supervisor’s failure to carry out these responsibilities may result in disciplinary action up to
and including termination. NO RETALIATION
The City strictly prohibits retaliation for raising a good faith complaint or participating in the
investigatory process. Concerns of retaliation should be promptly reported to the Human Resources Director. If an investigation substantiates the complaint, the accused will be subject to disciplinary action, up to and including termination.
CITY PROPERTY / PERSONAL POSSESSIONS / PRIVACY LIMITATIONS The City may furnish desks, closets and/or lockers for security of volunteer coats, purses and other personal possessions. The City does not, however, assume responsibility for any theft or damage to the personal belongings of volunteers.
Volunteers should have no expectation of privacy when using such or any other City property. The City regards desks, closets, lockers, workspaces, computers, file cabinets and files, city vehicles, furniture and other City property, as well as data, programs, communications, messages
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and other property created on, acquired by, developed for or located in any City facility or equipment, either in printed or digital format, as City property. The City reserves the right to
search the same, including any personal possessions contained in them when it determines that
there is a security, health, or other appropriate reason to do so. Such reasons may include, without limitation, the following: the need to locate City property; health or safety concerns; reasonable suspicion of misconduct; termination of volunteer; or for other business-related purposes. The City reserves the right to review the contents of any document or communication,
created or stored on a City computer or phone system, including electronic mail, text messaging,
and voicemail. Volunteers do not have a reasonable expectation of privacy in these areas or in any other City work areas or when using City equipment. City owned property, equipment and services are to be used for the conduct of official business
only.
No City volunteer shall use or permit the use of City owned vehicles, equipment, materials, services, or property for personal convenience, profit, or gain. Use of City owned property or services by volunteers is restricted to such services as are available to the general public,
including those for a charge. Any violation of this policy may result in disciplinary action.
Examples of equipment and services NOT available for general use by the public, and therefore not available to volunteers for their personal use, include, but are not limited to, long-distance and cellular telephone calls, copier, fax, and other office machine uses; electronic mail, computers, vehicles, lawn equipment, office supplies, credit cards, construction, or maintenance
equipment.
PERSONAL PROPERTY The City recognizes that volunteers may need or want to bring personal property to work. The
City permits volunteers to do so but asks its volunteers to refrain from bringing unnecessary or
inappropriate personal property to the workplace. Any property that is not appropriate for the conduct of normal business, that may be disruptive to workflow, may pose a safety risk to employees or the public, or which violates the terms of any City policy may be considered unnecessary or inappropriate. It will be within the City’s sole discretion to determine whether
certain personal property is unnecessary or inappropriate.
The only personal property that a volunteer may be asked to use for City business is their personal vehicle.
It is the volunteer’s responsibility to safeguard personal belongings. The City will not be liable
for lost, damaged or stolen property of its volunteers and at no time will the City replace or reimburse a volunteer for personal property that a volunteer brings to the workplace. Volunteers are encouraged to exercise reasonable care to safeguard personal items brought to work. For example, volunteers should not bring valuables to work and should not leave personal items
where they might be damaged or stolen.
Improper or excessive use of personal property brought onto City property or worksites or during work hours (for example, the excessive or inappropriate use of personal cell phones for personal
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phone calls, text-messaging, imaging or videotaping), may also result in disciplinary action, up to and including termination.
WIRELESS COMMUNICATION DEVICES Wireless communications devices include, but are not limited to, cellular telephones, wireless handheld devices and pagers.
The City reserves the right to monitor the use of all City-owned wireless devices to the extent they involve City business or are made during the volunteer’s scheduled work time. Reasonable precautions should be made to prevent equipment theft, vandalism, and improper use of wireless device equipment and services.
At the time an electronic communication device is issued to an volunteer, the volunteer will be required to sign an Acknowledgement of Policy. Electronic communication device records are subject to public disclosure under the Public
Records Act. This includes and an all voicemails, social media messaging, emails, text messages,
call history and/or any other information stored on a City owned electronic communication device, regardless of whether stored in the device or in remote sites and/or with remote services. Electronic communication shall be business-related only, courteous and civil. Texts must not be
used for expressing ill will or bias against individuals or groups. It should not contain obscenity,
vulgarity, profanity, jokes, sarcasm, pornography, scantily clad images, or other non-business related material. Sexually explicit material, discussions, cursing and name calling are also not appropriate in a business communication.
Electronic communication devices are not a secure method of communication. Discretion and
reasonable precautions should be used at all times when making or receiving sensitive or confidential information. If volunteers choose to make long-distance personal telephone calls, calls must be charged to the
volunteer’s home number or credit card. If volunteers choose to make personal photocopies, or
send a personal fax, they will be required to pay the fee as outlined in the city’s adopted feed schedule. Such personal use must be limited to non-work time. A volunteer may not add, modify, or remove applications or other services on the electronic
communications device. Only Information Technology is authorized to make any required
modifications to the electronic communication device issue by the City. NETWORK USAGE
The City's computer system is provided to assist volunteers to perform their jobs, share files, and
communicate with each other internally and with outside individuals and organizations. The City's computer system is to be used primarily for City business purposes; occasional or incidental personal use is permitted within the guidelines below.
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All software, programs, applications, templates, data, data files, and web pages residing on City
computer systems are the property of the City. The City retains the right to access, copy, modify,
destroy, or delete this property. Data files containing confidential or sensitive data should be treated accordingly and should not be removed from the workplace without property authorization.
By using the City’s technology resources, volunteers acknowledge and agree that they have no
expectation of privacy or confidentiality with regard to the City in use of these systems or in any data that is created, stored, or transmitted on or over the systems, including any data created, stored, or transmitted during an employee’s incidental personal use of the technology resources permitted under this policy. Volunteers further agree that they are aware of, understand, and will
comply with the provisions of this policy, and that the use of the technology resources can and
will be monitored and any data that is created, stored, or transmitted on or over City systems may be inspected by, or at the request of, City management at any time. Volunteers should understand that certain email messages, other electronic communications, and documents created on City computer systems may be considered a public record subject to disclosure and/or subject to
discovery in the event of litigation.
The following uses of the City's systems are inappropriate and are prohibited at all times unless there is a legitimate business need. That need must be conveyed to, and the use authorized by, the volunteer’s department director in writing prior to such use. Inappropriate uses of the City
systems include, but are not limited to:
• Personal commercial use.
• Accessing, receiving, or sending pornographic, sexually explicit or indecent materials
including materials of a bawdy, risqué or coarse nature, or any other offensive or morally
questionable materials.
• Usage for any type of harassment or illegal discrimination including transmission of obscene, harassing, offensive or demeaning messages to any other individual.
• Gambling.
• Usage for any unethical activity that could adversely affect the City of Moses Lake.
• Usage which precludes or hampers City network performance.
• Unauthorized copying of copyrighted material.
• Usage which violates software license agreements.
• Transmission of sensitive or proprietary information to unauthorized persons or organizations.
• Attempting to make unauthorized entry to other City systems or to other networks.
• Connecting any personal device to a City device or system and downloading or copying City records to personal devices without authorization.
• Recreational purposes, including the loading and playing of computer games or playing
online games.
• Sending anonymous messages and/or misrepresenting a volunteer’s name, position or job description.
• Using profane, threatening, racist, sexist, or otherwise objectionable language in either
public or private messages; or
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• Usage that violates the guidelines set forth in the City’s personnel policies.
Use of the City's computer system including email and Internet services is a privilege. Inappropriate use or violations of this policy may result in disciplinary action, up to and including termination. Anyone who suspects or observes a violation of these policies should immediately report to their supervisor, manager, or the Human Resources Director. Failure to do
so may result in disciplinary action up to and including termination of employment.
SOCIAL MEDIA The City of Moses Lake has several social media sites as a tool to supplement communications
with the public. The official City of Moses Lake website will remain the City's primary source of
internet communications and information. Departments must first obtain approval from the City Manager before creating a social media site. The City Manager will then coordinate with the Communications & Marketing Specialist to
ensure that the social media sites are consistent with the City’s mission and communications
strategy and with the IT Department to ensure proper back up records are maintained. Only employees designated by the City Manager, or his/her designee, are allowed to post information and monitor comments on social media sites on behalf of the City.
AUTOMOBILE USAGE It is the City’s policy to provide vehicles for business use, to allow volunteers to drive on City business, to provide and require drivers to follow safety protocols, and to reimburse volunteers
for business use of personal vehicles according to the guidelines below.
The term “vehicle” as used in these guidelines includes, but is not limited to, cars, trucks, and vans. 1. Only volunteers 18 years old or older, possessing a valid driver license and meeting the
driver approval standards may drive a vehicle on City business.
2. Volunteers may not operate any vehicle for City business without prior approval of their supervisor. Before approving a driver, and periodically throughout employment (at least every two years throughout employment when driving is an essential function of the job and at least annually for all CDL drivers), each supervisor shall verify the existence of a valid driver
license (for CDL drivers, a copy of a current Abstract of Driving Record (ADR) is required).
3. Volunteers approved to drive on City business are required to inform their supervisor immediately of any changes that may affect either their legal or physical ability to drive or their continued insurability. Volunteers are not permitted, under any circumstances, to operate a City vehicle, or a personal vehicle for City business, when any physical or mental impairment causes
the volunteer to be unable to drive safely. This prohibition includes, but is not limited to,
circumstances in which the volunteer is temporarily unable to operate a vehicle safely or legally because of injury, illness, or medication.
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4. Volunteers who drive a vehicle on City business must, in addition to meeting approval requirements, exercise due diligence to drive safely and to maintain the security of the vehicle
and its contents.
5. Volunteers are to attend driver training and vehicle orientation prior to operating a City vehicle. Periodic on-going driver training will also be provided. 6. Volunteers may use City vehicles for non-business purposes only with the approval of a supervisor.
7. Non-employee, non-business passengers are prohibited from riding in City vehicles
without prior approval. Non-employee, non-business passengers are prohibited from riding in the volunteer’s personal vehicle, without prior approval, when the vehicle is being used for City business. All permitted passengers must read and sign a “Permission-to-ride Waiver”. 8. When no City vehicles are available, volunteers may use their own vehicles for
business purposes with prior approval of a supervisor. Auto liability coverage follows the
vehicle. Therefore, the volunteer’s personal auto insurance is primary, and WCIA’s liability coverage is excess. Volunteers who use a personal vehicle for approved business purposes will receive a mileage allowance equal to the Internal Revenue Service optional mileage allowance. This allowance is to compensate for the cost of gasoline, oil, depreciation, and insurance.
Therefore, volunteers who operate personal vehicles for City business should obtain and
maintain auto liability coverage for bodily injury and property damage and any other required coverage determined by the volunteer’s personal auto insurance agent or broker. 9. Every City vehicle should have an accident report form and WCIA proof of coverage card in the glove box.
10. All vehicle accidents involving City vehicles must be reported to the local authority
immediately following the accident. Volunteers must report any accident, theft, or damage involving a City vehicle to their supervisor and Human Resources, regardless of the extent of damage or lack of injuries. Such reports must be made as soon as possible but no later than forty-eight (48) hours after the incident. Volunteers are expected to cooperate fully with
authorities in the event of an accident. However, volunteers should avoid making voluntary
statements regarding the accident; other than reply to questions of investigating officers. 11. The City has a zero-tolerance policy, prohibiting volunteers from operating a City vehicle or any personal vehicle, under any circumstances, when any physical or mental impairment causes the volunteer to be unable to drive safely. Additionally, volunteers shall not
operate any City or personal vehicle at any time while under the influence of intoxicating liquor,
marijuana, illegal drugs, or prescription or over-the-counter medications that may impair their ability to drive. Drivers must self-report if unable to operate a motor vehicle for any health or medication related reason. 12. Smoking (including vaping) is not allowed in City vehicles.
13. Volunteers are personally responsible for all tickets, citations, or infractions issued
for moving violations or parking violations while using a City vehicle or a personal vehicle for City business. Except for parking violations, volunteers should advise their supervisor of any such tickets, citations, or infractions received. 14. Volunteers should obey all safety laws and regulations while operating a City vehicle
or a personal vehicle on City business. This would include, but is not limited to, the proper use
of seat belt, the prohibition of texting or e-mail when driving on City business. Drivers may only talk on the phone when necessary, if using a Bluetooth or other hands-free connection.
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PROFESSIONAL APPEARANCE
Volunteers shall dress neatly and appropriately for the type of work engaged in and are expected
to exhibit a professional appearance. A professional appearance is essential to a favorable impression with the public and good grooming and appropriate dress reflect volunteer pride and inspire confidence.
• Volunteers shall be neat, clean, and well groomed.
• Attention shall be given to appropriate work attire. Office volunteers shall dress appropriately for a business office. Suits, slacks, dresses, skirts, shirts, blouses, sweaters, and shoes shall be worn which are appropriate for public contact and the type of work performed.
• Regardless of work environment, clothing shall be maintained in good condition and shall be neat, clean, and pressed.
• Friday is designated as a business casual day. Attire on designated casual days should still be professional and appropriate. Jeans are allowed and must be clean, not faded, frayed, or
torn. Shoes must be of a business casual nature. Volunteers will be allowed to wear suitable
clothing with appropriate sports team logos on Fridays.
• The City Manager may suspend casual Friday in his/her sole discretion with or without notice.
• There may be additional days (wellness events, special events, etc.) that the City
Manager may designate as a casual day.
• Volunteers whose job duties include working outdoors may dress appropriately when working outdoors for weather conditions and type of work. Business casual as outlined in this
policy is still required.
Examples of inappropriate attire may include, but is not specifically limited to:
• Apparel with logos that may be deemed offensive or inappropriate (inappropriate
pictures, inappropriate verbiage)
• Apparel that is too revealing, or otherwise draws excessive attention to one's self
• Camouflage or jeans/pants below the waistline that show undergarments
• Ragged or torn clothing of any kind
• Athletic Apparel The City prohibits any facial piercings (except for a modest nose stud), tongue piercings, and ear gauges; they must be removed during the business day. Also, prohibited are tattoos above the
collar bone, or any visible tattoos and/or jewelry that are offensive. "Offensive" tattoos or
jewelry include, but are not limited to, any tattoo, decal or charm depicting nudity, violence, sexually explicit or vulgar art or words, or that is objectionable or demeaning to the image of the City. In general, if the City's harassment policy would prohibit the speaking of the words or display of the art in the workplace, then the tattoos or jewelry may not be visibly worn at work.
Hair color should be worn in a businesslike manner so as not to distract fellow employees and the public while conducting the business of the City.
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Perfumes and colognes should not be excessive so as not to disturb fellow employees and the public who may be sensitive to fragrances.
Supervisors/Managers should communicate their department's workplace attire and appearance guidelines to staff during the new volunteer orientation period and on an as-needed basis for volunteers needing additional guidance and/or correction. Any questions about the department's guidelines for attire should be discussed with the immediate supervisor or department head.
Special requests or medical exceptions may be granted upon approval of the Department
Director. The City will accommodate volunteers who require particular grooming or attire because of sincerely held religious beliefs; provided the accommodation does not create an undue hardship or violation of a safety practice.
Volunteers seeking an accommodation should submit their request to their supervisor or
department head. Volunteers are responsible for ensuring their personal appearance meets the guidelines set forth in this policy and is appropriate for work. Any volunteer who does not meet the standards will be required to take the specified corrective action, which may include being asked to go home and change clothing. Violation of this policy may result in disciplinary action,
up to and including termination.
Department Directors are responsible for oversight and enforcement of this policy in their respective departments and shall have full discretion to resolve matters within their departments, consistent with the guidance provided by the City Manager.
ACCEPTANCE OF GIFTS No City volunteer shall solicit or accept, directly or indirectly, any gift, loan, favor, retainer, entertainment or other thing of monetary value from any person, firm, or corporation having
dealings with the City when such acceptance would conflict, or create the appearance of a
conflict, with the performance of the volunteer’s duties. Provided, this policy shall not prohibit:
• Attendance at a hosted meal provided in conjunction with a meeting, seminar,
conference, etc. which relates directly to City business, or which is attended as a staff
representative.
• An occasional non-money gift having a monetary value of $50.00 or less when the gift is offered without obligation or the appearance of obligation, per your department's policy.
• An award publicly presented in recognition of public service.
• Any gift which would have been offered or given to the volunteer regardless of City employment. Volunteers shall report the receipt of all gifts to their department head who will, in turn, report
the gift to the City Manager.
SMOKE-FREE WORKPLACE Volunteers shall not use or carry visibly, tobacco products, or electronic cigarettes in any City
owned and/or operated facilities, vehicles, or work areas. The City may designate outdoor
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smoking areas; provided that there will be no smoking or vaping within 25 feet of any entrances, exits, windows that open and ventilation intakes. Directors, managers, and supervisors have the
responsibility for implementing and enforcing this use policy.
WORKPLACE VIOLENCE AND WEAPONS PROHIBITION The City of Moses Lake will not tolerate nor condone violence, or the threat of violence, by or
against any volunteer, employee, or citizen of the City of Moses Lake. All volunteers are
responsible for refraining from participating in or precipitating violent or threatening actions of any kind. This type of behavior is unacceptable and contrary to the City of Moses Lake policy and will be subject to serious disciplinary action up to and including termination and possible criminal charges. Nor will the City of Moses Lake tolerate or condone bullying-type behavior
which may result in discipline.
Volunteers are responsible for notifying their supervisor as soon as an act of violence or the threat of violence is made. When acts of physical violence in the workplace are occurring, employees are responsible to call 911 immediately.
The City will not tolerate any violence or threat of violence or the use of any object as a dangerous weapon. This includes, but is not limited to, any of the following conduct in or around the workplace, or otherwise related to employment:
• Threatening or causing injury to a person.
• Fighting or threatening to fight with another person.
• Using or threatening to use a weapon while on City premises.
• Damaging or threatening to damage property.
• Using obscene or abusive language or gestures in a threatening manner.
• Raising voices in a threatening manner.
• Using body language in a threatening manner.
• Because of the potential for misunderstanding, joking about any of the above misconduct is also prohibited. Possession or use of dangerous weapons is prohibited on City property or in a City vehicle.
Possession includes location of a dangerous weapon on a volunteer’s person, work area, lunch
box, desk, locker, purse, wallet, briefcase, backpack, clothing or any other location on City property or in a City vehicle not specifically mentioned herein. Exception to the above prohibitions of dangerous weapons include possession of a firearm on
City property if a commissioned law enforcement officer.
The City retains the right to search a volunteer’s work area, locker, desk, and seize any items deemed necessary. This includes, if necessary, a volunteer’s personal possessions such as a briefcase, purse, wallet, lunch box, backpack, clothing, or person. Only in compelling
circumstances will the City search a volunteer’s person or clothing and the search will be
conducted in as confidential manner as possible.
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The City will maintain confidentiality to persons lodging a complaint or concern as much as possible, understanding that all notifications of workplace violence require a full investigation.
• The City will make every effort to protect the volunteer from retaliation for lodging a good faith complaint.
• If a volunteer believes he/she is being threatened by the supervisor, the volunteer shall
contact the department head immediately.
• If a volunteer believes he/she is being threatened by the department head, or if the volunteer does not feel comfortable discussing the matter with the supervisor or department head, the volunteer shall contact the Human Resources Department immediately. In such cases,
the Human Resources Department shall be the department to initiate an investigation.
Volunteers who file false charges with malicious intent will be subject to potential discipline. After such complaint is filed and an investigation shows that the alleged violation or threat did
occur, the department head or designee shall take appropriate action in accordance with the
City’s policies. Any volunteer who obtains a court issued restraining order or anti-harassment order prohibiting another individual from contacting the volunteer at work should promptly notify his or her
supervisor or director of the court’s issuance of the order.
Any volunteer who reasonably believes that a situation with an aggressive employee, citizen, guest, contractor, vendor, or other party that may become violent, putting the volunteer or others in imminent danger, should promptly leave the work area and report the situation to his/her
supervisor, Human Resources, or a department head. No disciplinary action will be taken against
any volunteer who leaves a work area when the volunteer has a reasonable belief that an emerging situation with an aggressive person is likely to turn violent. The supervisor should take immediate action and contact Human Resources and a department head as soon as possible for the appropriate emergency response action (e.g., call 911). In the case of an Emergency,
volunteers should promptly call 911. The timing and circumstances of possible return by
volunteers to the area should be coordinated by management. The volunteer, supervisor, Human Resources, or department head will follow City procedures in response to such events, including incident reporting and appropriate action deemed necessary by management.
All City security policies and rules must be adhered to at all times. To prevent inappropriate
outsider access, facility security and access rules must be strictly followed. It is especially important that building security rules and procedures are specifically enforced at all times (e.g., doors locked after hours). Failure to comply with these requirements may lead to disciplinary action, up to and including discharge.
VOLUNTEER HOURS
Each department will have additional policies, procedures, and guidelines to follow depending
upon individual assignments. Volunteer coordinators will cover information specific to the
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particular assignment with the volunteer. Any questions related to policies, procedures, or volunteer assignments should be discussed with the Volunteer coordinator or Department Head.
IDENTIFICATION
The Human Resources Department (HR) will issue each volunteer a photo identification badge.
While performing duties for the City of Moses Lake volunteers should wear the volunteer identification badge or carry the identification badge on their person. There are no exceptions to this rule. The identification badge should be worn on the outermost garment, in an easily visible manner, or carried on their person and available to be viewed when requested. Volunteers shall
protect their badge and not reproduce or give it to anyone for any purpose. If the identification
badge is lost, immediately report the loss to the volunteer supervisor. Volunteers shall furnish their name and show their identification badge to any person requesting this information when on duty or while representing the City of Moses Lake in any capacity.
Volunteers are responsible for returning ID cards and/or card-key to the volunteer supervisor when ending volunteer status with the City of Moses Lake. RESIGNATION/TERMINATION
Volunteer placements are made on a conditional basis. Either the City of Moses Lake or the volunteer may terminate the arrangement, at any time, if it is not agreeable or acceptable to either
party and/or when the assignment has been completed. Volunteers are requested to give as much notice as possible if resigning from or interrupting the volunteer assignment for an extended period of time. Should a volunteer desire reassignment, he/she should notify his/her volunteer supervisor.
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RECEIPT OF VOLUNTEER HANDBOOK
I have received a copy of the Volunteer Handbook, which outlines the policies and procedures of the City of Moses Lake. I have read and understand the information in it and agree to abide by the policies while volunteering.
The handbook does not constitute a contractual arrangement or agreement between the City of
Moses Lake and its volunteers of any kind including, but not limited to, the terms and conditions of volunteering. The City of Moses Lake reserves the right to utilize, or not utilize, the services of volunteers.
I understand that it is my responsibility to secure information from my supervisor if I have questions or concerns about any of the information outlined in this Volunteer Handbook. I understand that these policies and procedures are continually evaluated and may be amended, modified or terminated at any time and at the sole discretion of the City of Moses Lake with or
without notice.
__________________________
Print Name
__________________________
Signature of Volunteer Date
__________________________
Assigned Department
Volunteer Program for City of Moses Lake
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