FINAL 2021 0209 Council Agenda PacketMoses Lake City Council
David Curnel, Mayor | Daryl Jackson, Deputy Mayor | Mike Riggs, Council Member | Karen Liebrecht, Council Member
Don Myers, Council Member | David Eck, Council Member| Dean Hankins, Council Member
REMOTE ACCESS ONLY - Citizens can join this meeting via phone by calling the numbers
listed at the bottom of the agenda or by audio only option https://cityofml.zoom.us/j/95160346024
Tuesday, February 9, 2021, 6:30 PM
Study Session
6:30 p.m. Columbia Basin Development League Partnership – Deputy Director Sara Higgins
Presented by Allison Williams, City Manager
Regular Meeting Agenda
Call to Order – 7 p.m.
Roll Call
Pledge of Allegiance
Approval of the Agenda
Summary Reports:
Mayor’s Report
- Mosquito District No. 1 Board of Director Reappointment of
Chris Blessing Motion
Additional Business
City Manager’s Report
-EPA Superfund Site Update
- Council Candidate Information Meeting
-Emergency Proclamation COVID-19 Protocol Update
Citizen’s Communications - Citizens who would like to address the Council can submit written
comments to the City Clerk no later than 3 p.m. on the day of the meeting. Comments will be provided
to Council electronically and recorded in the meeting minutes. Citizens who would like to speak on
matters during the meeting will need to complete the following form no later than 3 p.m. on the day of
the meeting. There will be a five-minute limit per speaker. https://lfweb.cityofml.com/Forms/Council-
Speaker-Request
Moses Lake Council Packet 2-9-21, Page 1 of 100
February 9, 2021, City Council Meeting Page 2
Public Hearing
Due to the COVID 19 pandemic, please use the link above in citizen comment to complete a speaker
request form or provide written comments to cityclerk@cityofml.com no later than 3 p.m. on the day
of the meeting.
#1 pg 4
Good Faith Annexation Ordinance 2965 Motion
Presented by Melissa Bethel, Community Development Director
Summary: Take public testimony and consider adoption
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.
#2 pg 18
a.City Council Meeting Minutes Dated January 26, 2021
b.Claims and Payroll
c.Ratify Keller & Associates Contract Extension
Old Business
#3
Motion
pg 52
Finance Policy Resolution 3842
Presented by Cindy Jensen, Finance Director
Summary: Council to review and consider adoption
New Business
#4
#5
Motion
#6
Motion
pg 76
Retitle MLMC 2.20 Parks Department – First Presentation
Presented by Susan Schwiesow, Interim Parks & Recreation Director
Summary: Council to review and discuss
pg 83
Sleeping Center Lease Extension
Presented by Melissa Bethel, Community Development Director
Summary: Council to review and consider authorization
pg 95
Enhanced Shelter Purchase
Presented by Melissa Bethel, Community Development Director
Summary: Council to review and consider authorization
Moses Lake Council Packet 2-9-21, Page 2 of 100
February 9, 2021, City Council Meeting Page 3
#7
Motion
pg 98
Reallocate Cascade Paving Funding to Lauzier Complex Infields
Presented by Susan Schwiesow, Interim Parks & Recreation Director
Summary: Council to review and consider authorization
Administrative Reports
- 2020 Police Use of Force Report
Council Communications and Reports
Executive Session – Property Acquisition and Litigation pursuant to
RCW 42.30.110(1)(b) and (i) for 30 minutes
#8 Kaufmann Water Rights Purchase and Sale Agreement Addendum
Presented by Allison Williams, City Manager Summary: Council to review and consider authorization
Adjournment
Zoom Meeting – Audio Only
Please click the link below to join the webinar: https://cityofml.zoom.us/j/95160346024
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Webinar ID: 951 603 346 024. International numbers available: https://cityofml.zoom.us/u/
aelROcwuzZ
Moses Lake Council Packet 2-9-21, Page 3 of 100
Page 1 of 2
STAFF REPORT
To: Allison Williams, City Manager
From: Melissa Bethel, Community Development Director
Date: February 4, 2021
Proceeding Type: Public Hearing
Subject: Good Faith 4 All Annexation Ordinance 2965
Legislative History:
•First Presentation: January 12, 2021
•Second Presentation: February 9, 2021
•Action: Motion
Overview
A ten (10) percent Notice of Intent to Commence Annexation Proceedings was submitted on
October 15, 2020, with the signature representing the owner of Parcel Number 313169000. The
proposed area is 12115 NE Wheeler Rd. The document has been signed by Alan Scott on behalf of
Good Faith 4 All, LLC. The signature represents one hundred percent (100%) of the assessed value
in the annexation area proposed by the applicant.
The proposed annexation is for approximately 60.70 acres of property located at 12115 NE
Wheeler Rd. The land use designation of the parcel is Industrial as identified in the Comprehensive
Plan (amended.) The subject property surrounds the Grant County Public Works facility on
Wheeler Rd. The property to the west is undeveloped and zoned C2-General Commercial where it
is in the City limits, and Urban Commercial in the Urban Growth Boundary. The property to the
north is zoned Heavy Industrial, and currently in agricultural use. The adjacent property to the east
and south is not within the Urban Growth Boundary and is in agricultural use.
At its October 27, 2020 meeting, City Council approved the annexation boundary proposed in the
ten percent (10%) Intent to Commence Annexation Notice. Council also required the adoption of
the proposed zoning regulations as set forth in the Comprehensive Plan of the City as Industrial
and required the assumption of existing indebtedness of the City by the are to be annexed.
Fiscal and Policy Implications
The proposed annexation is consistent with the annexation policy as stated in the City’s
Comprehensive Plan.
Department Directors reviewed the proposed annexation and submitted comments regarding the
impacts of the Good Faith 4 All annexation (Attachment A).
Moses Lake Council Packet 2-9-21, Page 4 of 100
Council Packet Attachments
A. Directors comments regarding the fiscal impacts of the annexation
B. Ordinance 2965
C. Map
Finance Committee Review
N/A
Legal Review N/A
Options
Option Results
•Adopt Ordinance as presented Staff will proceed with finalizing the annexation
•Provide staff with changes Staff would process changes.
•Take no action.The property will not be annexed.
Action Requested
Staff is requesting that City Council approve Ordinance 2965, providing for the annexation of the
property located at 12115 NE Wheeler Rd, Parcel Number 313169000, classifying and zoning
said property as Light Industrial.
Suggested Motion
I move to adopt Ordinance 2965 providing for the annexation of the property located at 12115 NE
Wheeler Rd, Parcel Number 313169000, classifying and zoning said property as Light Industrial,
and require the assumption of existing indebtedness of the City.
Page 2 of 2
Moses Lake Council Packet 2-9-21, Page 5 of 100
MEMORANDUM
To: Planning Manager From: Fire Chief
Cc: City Manager
Date: November 24, 2020
Subject: Good Faith Annexation
The subject annexation will have impacts on the level of service delivery provided by the Fire
Department both in its current development state and in its projected development state.
In reviewing the county records for the proposed annexation area it appears that it represents approximately 60.7 acres. In the undeveloped state this annexation creates some additional level
of service concerns specifically associated with wildland fire response.
The department currently operates a single type 3 brush unit and a single type 6 brush unit. Additional acreage increases the demand on available units and available personnel. Our current fleet is not adequate to handle significant wildland or wildland / urban interface fires. A 60-acre
addition is a significant addition of wildland area for protection with our existing fleet.
This annexation is proposed to include commercial and industrial development. Commercial and industrial properties require more resources for firefighting than do single and two family residential. This annexation will place additional strain on the resources provided from Fire
Station 1, which is already a very busy station. Station 1 provides first due response for
approximately 2/3rds of all emergency responses within the corporate limits. This is due to current station locations and the geography of our current corporate boundaries.
Station 1 cannot currently provide all first due responses into the Station 1 first due area because
of the call volume responded to from this station. This necessitates responses from Station 2 into
the Station 1 first due area, which results in slower responses. This in turn has a negative impact on the Council adopted performance standards for response times.
A south station is necessary to alleviate system strain from increased call volume due to
population influx and development. This annexation will generate additional strain that could be
alleviated by a south station.
Annexations may trigger the necessity to negotiate with the collective bargaining unit if the annexation affects hours, wages, or working conditions of the firefighters. Staffing impacts due
to the unavailability of adequate first due unit staffing is an impact that may necessitate
Exhibit A
Moses Lake Council Packet 2-9-21, Page 6 of 100
negotiation. Commercial and industrial properties place considerable strain on our fire prevention division.
Washington Survey and Rating Bureau requires quarterly inspections in all H occupancies and
semi-annual inspections for other commercial occupancy types to reduce deficiency points assigned in the Fire Safety portion of the rating matrix for insurance rating. Our current staffing in the prevention division is well below where it needs to be considering the number and types of commercial, industrial, institutional, and other occupancies that we currently inspect. The
addition of any new commercial and industrial occupancies will further negatively impact our
ability to conduct annual, semi-annual, and quarterly inspections not just in the newly annexed area, but in existing areas of the city as well.
Hazardous materials: The Moses Lake area is home to numerous facilities that manufacture,
utilize, and store hazardous materials. Additional industrial occupancies will undoubtedly add to
the hazardous materials problem that is already present. This has a direct fiscal impact on the city due to the necessity of specialized equipment and training required for hazardous materials response, as well as the necessity to increase fire inspection staff that is specifically trained in hazardous materials inspection.
Summary:
Absent information on specific building size, construction, and use it is impossible to adequately specify the exact costs to the City that this annexation will bring. Full development of a parcel
this size will undoubtedly increase certain response types in the current Station 1 first due area,
bringing the need for a third station in the southeastern portion of the City even further into the realm of necessity.
Using a rough estimation of other commercial and industrial areas in the city of similar size we
can estimate an increase in annual inspection hours of between 40 and 75 hours annually. We are
currently operating at a deficit of over 400 inspections annually with existing staffing.
Response numbers will probably be like other areas of commercial and industrial occupancies within the city, and while call volume is generally lower in these types of occupancies the length
of call can be significantly higher than for other occupancy types. Examples of this are:
Residential fire alarms: Generally, less than 15 minutes on scene. Residential fires: Generally, between 2 to 4 hours on scene. EMS call at a residence: Average is 30 minutes
We have a higher rate of call volume in residential areas, but the total on scene time is lower than
with commercial / industrial occupancy types.
Commercial / industrial fire alarms: Generally, less than 30 minutes on scene. Commercial / industrial fires: Depending on involvement level and size—6 to 20 hours on
scene.
EMS call at a commercial / industrial occupancy: Can have longer on scene times simply due to location of the patient within a large occupancy. Increased potential for technical rescue due to entrapment, engulfment, or hazardous materials.
Moses Lake Council Packet 2-9-21, Page 7 of 100
[ITY OF
@i
MDstsitaKE
C101 nCIMl)T)lilCAlT
September 24, 2020
Sara Prather
Western Pacific Engineering & Survey, Inc.
4 328 E Hunter PI
Moses Lake, WA 98837
sprather@wpeinc.net
RE: 12115 NE Wheeler Road Annexation
Ms. Prather,
City of Moses Lake Fire Department
Fire Marshal's Office
701 E 3rd Ave Moses Lake WA 98837
Fire Marshal's Office (509) 764-3852
www.cityofml.com
The city of Moses Lake Fire Department has reviewed the purposed annexation of the
60 plus acres at the above-mentioned location. The property will have a fire protection
class of 5 for both dwelling and commercial classes. Both current fire stations are within
a 5-mile response to this location.
The impacts to the fire department with this annexation is an increase in service area.
The type of properties can have a significant in increase work load for fire and life safety
inspection program. The property shows train crossings which is blocking the southern
region of the plat. This access issue will require additional access points.
Per the adopted state fire code Appendix D section D104 buildings exceeding 30 feet in
height or exceeding 62, 000 square feet shall be provided with two access points. The
remoteness shall be placed a distance apart equal to not less than one half of the length
of the maximum overall diagonal dimension of the lot area served.
The required fire flow for the area will be at the minimum of 2500 gallons per minute for
2 hours up to 6000 gallons per minute for 4 hours possible. The system can provide
such a flow but there would be a negative impacted city wide for the duration. The area
is served by a 12 inch main in Wheeler Road and Road L NE.
The full first alarm which would include 3 engines or 2 engine and a ladder and a medic
unit and 2 command units and a total of 13-15 personnel. Is currently only met 55% of
the time. The addition of this annexation may decrease the percentage of meeting the
Moses Lake Council Packet 2-9-21, Page 8 of 100
standard even more. The fix to this performance standard that was approved by council
would to be look at an increase in staffing for the increase in service area.
Sincerely,
Digitally signed by Derek
Beach
Date: 2020.09.24T3:30:51
-07'00'
Derek Beach. Assistant Fire Chief
CC: City Manager
Fire Chief
Inter Planning Manager
Moses Lake Council Packet 2-9-21, Page 9 of 100
From:Rob Harris
To:Vivian Ramsey
Subject:RE: Good Faith 4 All Annexation request
Date:Monday, November 23, 2020 9:20:18 AM
Resolution #3509
Item #5 (A) states The City of Moses Lake will only provide water and sewer to contiguous lands inf
the owner of those lands annexes those lands into the City.
Rob Harris
Development Engineering Manager
City of Moses Lake
321 S Balsam
Moses Lake Washington
98837
509-764-3780
509-750-1151 (Cell)
rharris@cityofml.com
NOTICE OF PUBLIC DISCLOSURE: This e-mail account is public domain. Any correspondence from or to this e-mail account may be a public
record. Accordingly, this e-mail, in whole or in part, may be subject to disclosure pursuant to RCW 42.56, regardless of any claim of
confidentiality or privilege asserted by an external party.
From: Vivian Ramsey <vramsey@cityofml.com>
Sent: Friday, November 20, 2020 2:06 PM
To: Fred Snoderly <fsnoderly@cityofml.com>; Richard Law <rlaw@cityofml.com>; Rob Harris
<rharris@cityofml.com>; Kevin Myre <kmyre@cityofml.com>; Derek Beach
<dbeach@cityofml.com>; Brett Bastian <bbastian@cityofml.com>; Kevin Fuhr
<kfuhr@cityofml.com>; Cindy Jensen <cjensen@cityofml.com>; Jessica Cole <jcole@cityofml.com>;
Mike Moro <mmoro@cityofml.com>; Spencer Grigg <sgrigg@cityofml.com>; Susan Schwiesow
<sschwiesow@cityofml.com>
Cc: Allison Williams <awilliams@cityofml.com>; Melissa Bethel <mbethel@cityofml.com>
Subject: Good Faith 4 All Annexation request
Good Afternoon,
Moses Lake Council Packet 2-9-21, Page 10 of 100
From:Mike Moro
To:Tony Pfluger; Chad Strevy; Brian Baltzell
Cc:Vivian Ramsey; Fred Snoderly
Subject:Annexation costs on Parcel 313169000
Date:Monday, November 23, 2020 11:40:35 AM
Attachments:1488_001.pdfimage003.png
Please let me know whether you have any concerns about additional costs to your division in the
event that we annex Parcel 313169000 (surrounds the County shop, and adjacent to Wheeler Road).
If I do not hear back from you, my comments will be as follows:
The property is already adjacent to Wheeler Road, with municipal utilities already in place.
Therefore, annexation of Parcel 313169000 will not cause additional cost to the City; but,
will actually be more efficient to the City’s street and utilities when this property begins to
contribute income for the maintenance of those improvements.
From: scan@cityofml.com
Sent: Monday, November 23, 2020 11:20 AM
To: Mike Moro <mmoro@cityofml.com>
Subject: Attached Image
Moses Lake Council Packet 2-9-21, Page 11 of 100
From:Kevin Myre
To:Vivian Ramsey
Subject:RE: Good Faith 4 All Annexation request
Date:Monday, November 23, 2020 8:01:11 AM
Vivian,
There should be no additional costs to the Building Department for this annexation as our costs are
covered by fees for building permits.
Kevin Myre C.B.O.
City of Moses Lake
Building Official
509-764-3752
From: Vivian Ramsey
Sent: Friday, November 20, 2020 2:06 PM
To: Fred Snoderly <fsnoderly@cityofml.com>; Richard Law <rlaw@cityofml.com>; Rob Harris
<rharris@cityofml.com>; Kevin Myre <kmyre@cityofml.com>; Derek Beach
<dbeach@cityofml.com>; Brett Bastian <bbastian@cityofml.com>; Kevin Fuhr
<kfuhr@cityofml.com>; Cindy Jensen <cjensen@cityofml.com>; Jessica Cole <jcole@cityofml.com>;
Mike Moro <mmoro@cityofml.com>; Spencer Grigg <sgrigg@cityofml.com>; Susan Schwiesow
<sschwiesow@cityofml.com>
Cc: Allison Williams <awilliams@cityofml.com>; Melissa Bethel <mbethel@cityofml.com>
Subject: Good Faith 4 All Annexation request
Good Afternoon,
As most of you are aware, the City Council has agreed to consider annexation of the property at
12115 NE Wheeler Rd. (Parcel Number 313169000.)
In order to provide Council with the best information possible to guide their decision, city staff is
required to give council an estimate on the cost/benefit to the city and the impact on the level of
service for each department.
Could you please assess how the annexation will impact the level of service in your department, and
the costs to provide services to the area?
Please have your responses to me by December 7.
Following is the city’s current annexation policy.
3.1 In no case shall an annexation be allowed which may cause the LOS of any service to fall
below the acceptable standard, unless mitigation which
Restores the LOS within six years of annexation will be provided.
3.2 The City shall encourage annexation of contiguous areas within the unincorporated UGA
that already receive city water and/or sewer.
Moses Lake Council Packet 2-9-21, Page 12 of 100
3.3 The City should consider requests for annexation for properties within the UGA.
3.4 The proposed land uses and zoning shall comply with the comprehensive plan.
3.5 Individual annexation areas should be part of logical, orderly growth for the city and
should avoid irregular boundaries. Islands of unincorporated areas and City peninsulas
should be avoided. Peninsulas should be allowed only if needed to serve other areas. Lands
closest to City boundaries should annex before areas
further out.
3.6 Funding Public Facilities in Annexed Areas:
• The property owners should fund the public facility improvements necessary to serve new
development. The funding requirements shall be consistent with applicable City of Moses
Lake policies and regulations.
• If an area annexing to Moses Lake requires public facility improvements to correct health
and safety related problems, the property owners within the annexed area should fund
these improvements.
• If an area annexing to Moses Lake has public facilities that do not meet City standards and
the property owners or residents want to prove the facilities to meet City standards, the
property owners should fund those improvements, or the proportion of those
improvements, that do not have a citywide benefit. The property owners are not required to
improve these facilities, but may choose to do so.
• Public facility improvements within annexed areas that have a citywide benefit should be
considered for funding through City revenues as part of the capital facilities and
improvements planning processes.
3.7 Newly annexed territory should assume its equitable share of the City’s bonded
indebtedness.
3.8 Applicants for annexations are encouraged to apply jointly with other interested
property owners to reduce costs for the applicants and
enable the City to process annexation applications more efficiently.
Thank you so much!
Sincerely,
Vivian Ramsey
Planning Manager
Department of Community Development
321 S. Balsam Street
PO Box 1579
Moses Lake WA 98837
509.764.3749
vramsey@cityofml.com
Moses Lake Council Packet 2-9-21, Page 13 of 100
ORDINANCE NO. 2965
AN ORDINANCE ANNEXING PROPERTY COMMONLY
KNOWN AS GOOD FAITH 4 ALL ANNEXATION TO
THE CITYOF MOSES LAKE, WASHINGTON,
AND INCORPORATING THE SAME WITHIN
THE CORPORATE LIMITS OF THE CITY OF MOSES
LAKE
THE CITY COUNCIL OF THE CITY OF MOSES LAKE, WASHINGTON DO ORDAIN AS
FOLLOWS:
Section 1. The following described real estate, as shown on the attached map marked Exhibit A
which by this reference is incorporated within this ordinance, situated in Grant County is hereby
annexed to the City of Moses Lake.
POR LOT 4 THIEME SP 21-90 & POR N1/2NW 19 19 29 (TGW PER BLA) LOT 4 THIEME
SP 21-90 ALL OF PARCEL 4 OF THE THIEME SHORT PLAT, AS RECORDED IN BOOK 21
OF SHORT PLATS, AT PAGES 90 THROUGH 93, RECORDS OF GRANT COUNTY,
WASHINGTON & POR N/12 NW 19 19 29 EXCEPT THAT PORTION OF PARCEL 4 OF THE
THIEME SHORT PLAT, AS RECORDED IN BOOK 21 OF SHORT PLATS, AT PAGES 90
THROUGH 93, RECORDS OF GRANT COUNTY, WASHINGTON, LYING WITHIN THE
FOLLOWING DESCRIBED AREA: THAT PORTION OF PARCEL 4 OF THIEME SHORT
PLAT, AS RECORDED IN BOOK 21 OF SHORT PLATS, AT PAGES 90 THROUGH 93,
RECORDS OF GRANT COUNTY, WASHINGTON, BEING A PORTION OF FARM UNIT 89,
IRRIGATION BLOCK 41, COLUMBIA BASIN PROJECT, AND THAT PORTION OF THE
NORTH HALF OF THE NORTHWEST QUARTER OF SECTION 19, TOWNSHIP 19 NORTH,
RANGE 29 E.W.M., GRANT COUNTY, WASHINGTON, DESCRIBED AS FOLLOWS:
BEGINNING AT A BRASS CAP MONUMENT MARKING THE NORTHWEST CORNER OF
SAID SECTION, SAID POINT BEARS NORTH 00°24'04" EAST, 2680.04 FEET, FROM A
BRASS CAP MONUMENT MARKING THE WEST QUARTER CORNER OF SAID
SECTION; THENCE SOUTH 89°32'57" EAST, FOLLOWING THE NORTH BOUNDARY OF
SAID FARM UNIT AND SAID SECTION, 650.80 FEET TO A NORTHERLY CORNER OF
SAID FARM UNIT AND THE TRUE POINT OF BEGINNING; THENCE CONTINUING
SOUTH 89°32'57" EAST, 650.79 FEET TO A NORTHERLY CORNER OF SAID FARM UNIT
AND AN INTERSECTION WITH THE CENTERLINE OF THE U.S.B.R. EL2OUI RIGHT-OF-
WAY; THENCE SOUTH 00°29'08" WEST, FOLLOWING SAID CENTERLINE 40.00 FEET
TO AN INTERSECTION OF THE SOUTHERLY RIGHT-OF-WAY BOUNDARY OF
WHEELER RD AND A NORTHERLY CORNER OF SAID PARCEL 4; THENCE NORTH
89°32'57" WEST, FOLLOWING SAID SOUTHERLY RIGHT-OF-WAY BOUNDARY AND
PARALLEL WITH THE NORTH BOUNDARY OF SAID SECTION, 55.68 FEET, TO A HALF
INCH REBAR WITH SURVEYOR'S CAP STAMPED "LOLKUS LS 41292"; THENCE SOUTH
19°42'02" EAST, 264.96 FEET TO A HALF INCH REBAR WITH SURVEYOR'S CAP
STAMPED "LOLKUS LS 41292" THENCE SOUTH 00°29'08" WEST, 147.76 FEET TO A
Moses Lake Council Packet 2-9-21, Page 14 of 100
HALF INCH REBAR WITH SURVEYOR'S CAP STAMPED "LOLKUS LS 41292"; THENCE
SOUTH 09°24'34" WEST, 230.46 FEET TO A HALF INCH REBAR WITH SURVEYOR'S CAP
STAMPED "LOLKUS LS 41292"; THENCE SOUTH 89°56'49" WEST, 650.33 FEET TO A
CORNER OF SAID PARCEL 4, SAID POINT BEING MARKED BY A FOUND 5/8 INCH
REBAR WITH SURVEYOR'S CAP STAMPED "LS 41292"; THENCE NORTH 00°26'36"
EAST, FOLLOWING THE BOUNDARY OF SAID PARCEL 4, 669.87 FEET TO THE TRUE
POINT OF BEGINNING. TOGETHER WITH AND SUBJECT TO EASEMENTS,
RESERVATIONS AND RESTRICTION S OF RECORD.
Section 2. All property within the territory annexed shall hereinafter be assessed and taxed at the
same rate and on the same basis as other property within the City.
Section 3. The area annexed will be zoned LI-Light Industrial. (corrected online 2-10-21 to match recommended motion in staff report and motion made at the meeting)
Section 4. That a copy of this ordinance shall be filed with the Board of County Commissioners
of Grant County, Washington, as well as the Grant County Treasurer, Grant County Assessor,
and State Office of Financial Management.
Section 5. This Ordinance shall take effect from and after its passage on the later of sixty (60) days after publication of such Ordinance once in The Columbia Basin Herald, the same being the
official newspaper of the City of Moses Lake, and in accordance to notifications required by state statute.
Adopted by the Moses Lake City Council and signed by its Mayor on February 9, 2021.
__________________________________________ David Curnel, Mayor
ATTEST:
____________________________________
Debbie Burke, City Clerk
APPROVED AS TO FORM
____________________________________
Katherine L. Kenison, City Attorney
Vote: Riggs Liebrecht Myers Jackson Curnel Eck Hankins
Aye
Nay
Abstain
Absent
Moses Lake Council Packet 2-9-21, Page 15 of 100
Date Published:
Date Effective:
February 15, 2021
April 16, 2021
Moses Lake Council Packet 2-9-21, Page 16 of 100
WHEELER RD
NELSON RDSR-17ROAD LCLOVERDRSource: Esri, DigitalGlobe, GeoEye, Earthstar Geographics, CNES/Airbus DS,USDA, USGS, AeroGRID, IGN, and the GIS User Community
CITY OF MOSES LAKE
COMMUNITY DEVELOPMENT
PLANNING DIVISION
LEGEND
Council Agenda Site
City Limits
Path: \\gis-server\gis\Masters\Portal Map Products\Council Map.mxd Date: 1/21/2021
2,000 0 2,0001,000 Feet
µ
1,100 0 1,100550 Feet
Good Faith 4 AllAnnexation
PARCEL # 313169000
PARCEL # 313169000
Moses Lake Council Packet 2-9-21, Page 17 of 100
MOSES LAKE CITY COUNCIL JANUARY 26, 2021
STUDY SESSION
Water Sewer Rate Design FCS Consultants Angie Sanchez and Melanie Hobart provided a PowerPoint presentation to illustrate three rate plan options. Staff recommended rate design 2 for Water and rate design 3 for Sewer.
Council concurred with staff, especially with the incentive to conserve water for residential rates. The
new rates will be implemented mid-year to allow for community education and coordination of a single input to the new Utility Billing Software. There will be no net impact on the City’s budget from January 2021 rate increases due to the new tiered structure.
CALL TO ORDER
The regular meeting of the Moses Lake City Council was called to order at 7 p.m. by Mayor Curnel
via audio only remote access. Special notices for attendance and citizen comment were posted on the meeting agenda. ROLL CALL
Present: Mayor Curnel, Deputy Mayor Jackson; Council Members Eck, Riggs, Liebrecht, Myers, and
Hankins. PLEDGE OF ALLEGIANCE
Council Member Riggs led the Flag Salute.
AGENDA APPROVAL
Action taken: Deputy Mayor Jackson moved to approve the Agenda as is, second by Council Member Hankins. The motion carried 7 – 0.
SUMMARY REPORTS
MAYOR’S REPORT City Manager Anniversary Mayor Curnel acknowledged City Manager Allison Williams’ first year anniversary as an
employee of the City of Moses Lake and recognized her great work thus far.
Mitsubishi Industries Meeting Mayor Curnel met with the President of the local Mitsubishi plant on January 13. He was apologetic about their suspension of the commuter program and ability to only keep a skeleton crew here for the next four to five years due to the effect of COVID on the airlines.
Legislative Updates Several proposed changes were discussed during the remote AWC Mayor’s Exchange last week. City Manager Allison Williams will follow bills and advise Council if action is needed. Chief Fuhr spoke on the top ten bills that could propose a problem, out of the 60 bills being introduced on Police Reform.
Moses Lake Council Packet 2-9-21, Page 18 of 100
CITY COUNCIL MINUTES – January 26, 2021
CITY MANAGER’S REPORT
Downtown Moses Lake Association New Executive Director Executive Director Lexi Smith has been with the Downtown Moses Lake Association for around one month. Her current goals are to work on education and resources, workshops for business, grants, and collaboration with the City.
Mae Valley Traffic Study Contract The City has hired Perteet Engineering to conduct a transportation analysis of the Mae Valley area roadways. The Washington State Department of Transportation is partnering and providing funding to help with the cost. The analysis covers the area West of the Interstate 90 bridge, including on and off ramps and other roads in the area. The study will ensure the
transportation network will serve the growth, including the capacity of the freeway at that location. This analysis will be completed by the end of April 2021. Community Development Neighborhood Meetings Community Development staff are working on a temporary fix in the Code to require
Neighborhood Meetings for developments effecting residential areas. In the meantime, staff
are requesting these meetings for new applications. Community Clean-Up Events The Moses Lake Irrigation and Rehabilitation District is planning a modified version of their
annual lakeshore clean up on March 20. The community clean-up is the 1st Saturday in May. Additionally, the Parks and Recreation Department is refreshing the Adopt-a-Street program that was started in 2008. CONSENT AGENDA
#1 a. City Council meeting minutes dated January 12, 2021 b. Claim Checks 150748 through 150928 in the amount of $2,069,920.14; Payroll Checks 63618 through 63635 in the amount of $15,088.88; and Electronic Payments dated January 10, 2021 in the amount of $453,966.61 and January 22, 2021 in the
amount of $447,749.00. c. Fire Alarm Monitoring MLMC 16.36.120 Ordinance 2966 d. Grant County Recording Fee Interlocal Agreement e. E & F Recovery Billing Contract Termination
f. Water Right Purchase & Sale Agreement – Herring (2) and Prchal
Action taken: Council Member Riggs moved to approve the Consent Agenda, second by Council Member Hankins. The motion carried 7 – 0.
NEW BUSINESS
#2 Finance Policy – First Presentation Finance Director Cindy Jensen presented a Financial Policy that will allow for the formal management of the City’s financial affairs. Most of these policies have been followed informally for several years which has allowed for prudent management already. The policies
include items that are in progress as well as some planned to be completed with the
Comprehensive Plan. Moses Lake Council Packet 2-9-21, Page 19 of 100
CITY COUNCIL MINUTES – January 26, 2021
#3 3462 Westshore Drive NE Request to Connect Water and Sewer William G. and Elizabeth A. Porter request approval to connect to the City’s water and sewer systems to serve parcel #121126025. Action taken: Council Member Riggs moved to approve the request to connect to City water and
sewer at 3462 Westshore Drive NE with an extraterritorial agreement, second by Council Member Eck. The motion carried 7 – 0.
ADMINISTRATIVE REPORTS
AGCCT held an online meeting last night. The Municipal Court Clerk issue was discussed and City
Attorney Katherine Kenison is going to initiate a short-term interlocal agreement for a new Court Clerk. This will eventually become an agreement with other cities who express interest. Bridges sister city association held a virtual youth exchange last December, the Yonezawa summer youth exchange and the 40th anniversary events are still planning to occur at this time.
COUNCIL COMMUNICATIONS AND REPORTS
Council Member Karen Liebrecht expressed her thanks for the new sign on Sage Rd. that says “No Trucks.” EXECUTIVE SESSION
Mayor Curnel called an Executive Session at 7:35 p.m. to be held for 20 minutes pursuant to RCW 42.30.110(1) subsection (i) to discuss litigation; and there will be no further business.
ADJOURNMENT
The regular meeting was adjourned at 7:55 p.m.
______________________________________ David Curnel, Mayor
ATTEST____________________________________ Debbie Burke, City Clerk
Moses Lake Council Packet 2-9-21, Page 20 of 100
To: Allison Williams, City Manager
From: Cindy Jensen, Finance Director
Council Meeting Date: February 09, 2021
Proceeding Type: Consent Agenda
Subject: Semi-Monthly Disbursement Report
The following amounts were budgeted and sufficient funds were available to cover these payments:
Claim Checks 150929 - 151062 $834,031.82 Payroll Checks 0063636 - 0063743 $33,637.72 Electronic Payments Payroll ACH –2/05/2021 $484,460.83
Summary
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 has 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 its processes to ensure appropriate internal controls are in place.
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STAFF REPORT
To: Allison Williams, City Manager
From: Richard Law, City Engineer
Date: February 4, 2021
Proceeding Type: Consent Agenda
Subject: Ratify Keller & Associates Contract Extension
Legislative History:
• First Presentation: February 9, 2021
• Second Presentation:
• Action: Motion
Overview
The City has been using 10 to 20-year old software and model data for the water and wastewater
models. The existing models have not been modified or verified against real time data in quite
some time. The stormwater network has never been modeled. It is valuable to have a digital copy
of the networks to be able to trouble shoot problems, to find the most cost effective capital
projects to improve the system and to determine availability in the system and what
improvements would need to be made to serve future development in and around the City.
In December 2019, City Council authorized the execution of a contract with Keller & Associates to
model the existing water, wastewater and stormwater networks to aid the City in planning future
capital improvement projects and give valuable information to inquiring developers and industries
of where and what scale of improvements would need to be made to serve future needs. The value
of the contract at that time was $304,500 with a provision to award optional services in the not to
exceed amount of $66,860 if it is determined to be valuable to the City. The work has been ongoing
in 2020 and as a result of additional work needed and delays associated around accumulating
stormwater data, the contract needed to be extended an additional year. This action would ratify
staff’s decision to extend this contract one year.
Fiscal and Policy Implications
This simply ratifies the extension of the contract to get the word done and has no additional
financial implications.
Council Packet Attachments
A. Contract Amendment
Moses Lake Council Packet 2-9-21, Page 49 of 100
Page 2 of 2
Finance Committee Review
N-A
Legal Review
N-A
Options
• Ratify Extension of the Water,
Wastewater, and Stormwater
Modeling Contract
Staff will continue the work with the
contractor to finish the project.
• Take no action Staff will stop working on this project and wait
for further direction from City Council.
Action Requested
Staff requests Council to ratify the extension of the term of the contract so the contractor can finish
the project.
Moses Lake Council Packet 2-9-21, Page 50 of 100
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Page 1 of 2
STAFF REPORT
To: Allison Williams, City Manager
From: Cindy Jensen, Finance Director
Date: February 4, 2021
Proceeding Type: Old Business
Subject: Financial Policy Resolution 3482
Legislative History:
• First Presentation: January 26, 2021
• Second Presentation: February 9, 2021
• Requested Action: Motion
Overview
In our review of Council actions regarding financial policies, we were only able to find a policy
approved in 2010 that only addressed the General Fund reserve balance. This policy set a
minimum fund balance of 10% of budgeted revenues and discussed establishing a contingency
reserve that would be in excess of that amount. We have, however, been operating informally
using these guidelines for several years, and have been prudent in managing the City’s financial
affairs.
Comprehensive financial policies are important to having a strategic long-term approach to
financial management. They will help the City:
• Institutionalize good financial management practices. Formal policies would extend past
individual tenures and so promote stability and continuity. They prevent the need to “re-
invent” responses to recurring issues.
• Clarify the strategic intent for financial management. They define an understanding of how
the City will manage its resources to provide the best value to the community.
• Define boundaries. The policy framework provides the boundaries within which staff can
innovate to realize our strategic intent.
• Support good bond ratings which could reduce the cost of borrowing.
• Promote long-term and strategic thinking. There is a focus on sustainability.
• Manage risks to financial condition. A key component of governance accountability is not to
incur excessive risk in the pursuit of public goals. Financial policies identify important risks to
financial condition.
Moses Lake Council Packet 2-9-21, Page 52 of 100
Page 2 of 2
• Comply with established public management best practices. The Government Finance
Officers Association (GFOA) has published best practices that have been vetted over the
years by successful implementation throughout many public organizations.
Fiscal and Policy Implications
It is prudent for Council to take the step of formalizing financial policies. There are some things in
this policy that we are not doing consistently at this point in time. Items that are not yet
completed are highlighted in yellow in policy document. These include the Capital Facilities Plan
that is required by the Growth Management Act. The company working on our Comprehensive
Plan update has indicated they will help us get this document properly drafted. It also references
a Five-Year projection for General Fund, which is still a future goal. We have a purchasing policy
being used by staff, but we are also working on developing a more formal policy.
Finance Committee Recommendation
This policy was presented to the Finance Committee at their December 8, 2020 meeting for
review. We discussed the policy at their January 12 meeting, and the Committee recommended
that it go to the full Council.
Attachments
A. Financial Management Policy
Legal Review N/A
Options
Option Results
• Adopt the Financial Management
Policy Resolution
Staff is recommending that Council adopt the
policy with the changes that have been
brought forward after the first presentation.
• Modify the Policy Provide staff with specific changes, which
would then need to be incorporated for
approval at the February 23 Council meeting.
• Take no action Staff would still endeavor to manage the City in
a fiscally prudent way.
Staff Recommendation
Staff is recommending adoption of the Resolution for Financial Management Policies.
Moses Lake Council Packet 2-9-21, Page 53 of 100
RESOLUTION NO. 3482
A RESOLUTION OF THE CITY OF MOSES LAKE, WA ESTABLISHING A FORMAL FINANCIAL POLICY Recitals:
1. Comprehensive financial policies are important to having a strategic long-term approach to financial management. 2. In accordance with Government Financial Officers’ Association (GFOA) guidelines,
financial policies are necessary for a government to:
a. Institutionalize good financial management practices. Formal policies would extend past individual tenures and so promote stability and continuity. They prevent the need to “re-invent” responses to recurring issues.
b. Clarify the strategic intent for financial management. They define and understanding of how the City will manage its resources to provide the best value to the community.
c. Define boundaries. The policy framework provides the boundaries within which
staff can innovate to realize our strategic intent. d. Support good bond ratings which could reduce the cost of borrowing.
e. Promote long-term and strategic thinking. There is a focus on sustainability.
f. Manage risks to financial condition. A key component of governance accountability is not to incur excessive risk in the pursuit of public goals. Financial policies identify important risks to financial condition.
3. The policies have been recommended by the City Manager, Finance Director and City
Council Finance Committee.
Resolved: 1. The attached Financial Policy (Exhibit A) is ADOPTED by the City Council on February
9, 2021.
________________________________________
David Curnel, Mayor
ATTEST: _________________________________________
Debbie Burke, City Clerk Moses Lake Council Packet 2-9-21, Page 54 of 100
Resolution No. 3482
Exhibit A
City of Moses Lake, Washington
Financial Management Policy &
Stewardship of Public Funds
Allison Williams, City Manager
Cindy Jensen, Finance Director
401 S. Balsam Street
Moses Lake, WA 98837
Moses Lake Council Packet 2-9-21, Page 55 of 100
Table of Contents
Introduction …………………………………………………………… 1
Policy Statement
Lines of Authority ……………………………………………………. 2
Moses Lake City Council
City Manager
Finance Department
Department Directors
Accounting Records and Reports …………………………………. 2
Basis of Accounting
Basis of Budget
Fund Accounting
Financial Reporting
Audit
Capital Asset Accounting
Reserve Fund Balance Policies …..……………………………… 5
General Government
Utility Enterprise
Other Enterprise
Debt Service
Equipment Replacement
Non-Enterprise Capital
Risk Management
Other Funds
Moses Lake Council Packet 2-9-21, Page 56 of 100
Financial Planning …………………………………………………… 8
5 Year Financial Planning Model
Budget Development
Budget Management
Revenues ….……………….…………………………………………… 10
Fees and Charges
Utility Rates and Capital Fees
Expenditures …………………………………………………………… 12
Capital Facilities Plan ………….……………..……………………… 13
Cash Management and Investment ……………………………….. 15
Purchasing …………………………………………………………….. 15
Capital Financing and Debt Management ….…………………… 16
Policy on Debt Issuance and Management
Long-term Borrowing
Term of Debt
Interim Financing
Utility Improvements
Debt Issue
Debt Issuance Team
Bond Proceeds
Disclosure
Pension / Other Post-employment Benefits (OPEB) ….…………. 18
Moses Lake Council Packet 2-9-21, Page 57 of 100
Page 1
City of Moses Lake
FINANCIAL MANAGEMENT POLICY
& STEWARDSHIP OF PUBLIC FUNDS
Policy Statement
The City of Moses Lake is committed to the highest standards of financial
management. The City Council, City Manager, and staff will work together to
ensure that all financial matters of the City are addressed with care and integrity
and with the best interests of the City in mind.
The City Council and staff shall comply with the guidelines set forth herein. Any
recommended deviation from these policies shall be clearly identified in
appropriate written documentation (e.g., staff report, resolution, or budget
presentation). These policies are intended to be applied in conjunction with
requirements set forth in state law, the City of Moses Lake Municipal Code, and
Generally Accepted Accounting Principles (GAAP). In the case of any conflict,
the provisions of such laws, ordinances, or GAAP will control.
The rules and procedures contained in this section are designed to:
• Protect the assets of the City of Moses Lake.
• Ensure the maintenance of open and accurate records of the City’s financial
activities.
• Ensure the availability of sufficient financial resources for the City to meet
both its immediate and long-term objectives.
• Provide a framework of operating standards and behavioral expectations
regarding fiscal matters.
• Ensure fiscal compliance with federal, state, and local legal and reporting
requirements.
• Provide a means for the City Council to update and monitor these policies
with the assistance and cooperation of the City Manager’s office and the
Finance Department.
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Page 2
Lines of Authority
Moses Lake City Council - has the authority to execute such policies as it deems
to be in the best interests of the City within the parameters of federal, state, and
local law. The Council has established a sub-committee titled “Finance
Committee” which is tasked with meeting regularly to monitor budget-related
actions and recommend direction to the City Council.
City Manager - has the authority to oversee the development of the budget,
make spending decisions within the parameters of the approved budget subject
to Council authorized spending limits, make capital asset purchase decisions,
and make decisions regarding the allocation of expenses within designated
parameters. Unless otherwise specified in this document, the City Manager is
responsible for complying with the directives listed herein.
Finance Department - has the authority to develop
the budget, review the organization’s financial
activity, determine the allocation of investment
deposits, assure that adequate internal controls are
in place, communicate financial status, and to
administer the financial policies and procedures of
the City.
Department Directors- have the authority to expend City funds within approved
budget authority and in accordance with procedures prescribed by the City
Manager, and to recommend spending requests, within the parameters of the
approved budget process, to the City Manager/City Council.
The City maintains a comprehensive set of internal controls to protect the City’s
assets and sustain the integrity of its financial systems. Managers at all levels are
responsible for implementing the City’s Financial Policies, sound internal
controls, and for the regular monitoring and measuring of their effectiveness.
Accounting Records and Reports
Basis of Accounting
The City’s Comprehensive Annual Financial Report (CAFR) on its financial
activity shall be presented in compliance with Generally Accepted Accounting
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Page 3
Principles (GAAP) as defined by the Governmental Accounting Standards Board
(GASB).
• The City will establish and maintain a high standard of internal controls and
accounting practices.
• The accounting system will maintain records on a basis consistent with
accepted standards for local government accounting and the State of
Washington Budgeting, Accounting, and Reporting Systems. (BARS)
Basis of Budget
• The City budget is presented on a modified accrual basis of accounting.
Fund Accounting
The City of Moses Lake’s accounting and budgeting systems use fund accounting
consistent with guidance provided by the GASB and the Washington State
Auditor’s Office. The funds are grouped into categories as prescribed by the
State Auditor’s Office and/or other regulatory authority. Funds can be created as
needed by ordinance, or through the budget ordinance.
The Finance Department shall assure that the status and transactions of each
account and their relationship to budget authority is clear.
Financial Reporting
• The annual financial report shall conform to
Generally Accepted Accounting Principles and be in
the form of a Comprehensive Annual Financial
Report (CAFR).
• The CAFR shall be comprehensive, completed in
a timely manner, and meet or exceed professional
industry standards established by the GFOA.
• The City’s budget documents shall include multi-year comparisons (i.e.
prior year actual, current year budget and actual year-to-date, and next year
proposal).
• Revenue and expenditure reports shall be prepared quarterly,
presenting a summary of financial activity by major types of funds,
and shall include a comparison of actual versus budgeted revenues
and expenditures to ensure adherence to the approved budget.
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Page 4
• All published reports will be available via the City’s website, and reviewed
regularly by the City Council Finance Committee.
Audit
The City shall commission an annual audit of the City’s financial reports and
related records to be conducted by the Washington State Auditor’s Office, as
required by state law. At the conclusion of the audit, the auditor shall be
available to brief the City Council and City Manager on the financial opinion and
the audit made available to the public via the City’s website.
Capital Asset Accounting
An effective capital asset accounting system is important in managing the City’s
capital asset investment.
• The City will maintain a schedule of individual capital assets with values in
excess of $5,000 and an estimated useful life of more than one year. All items
with an original value of less the $5,000, or with an estimated useful life of
one year or less, will be recorded as operating expenditures.
• A fixed asset system will be maintained to identify all City assets and their
location.
• The City shall maintain a listing, outside of the capital asset system, of all
electronic devices and shall conduct a periodic physical inventory. It is the
responsibility of each Department to keep track of any other small and
attractive equipment (i.e. with a cost less than $5,000) that is also subject to
shrinkage.
• The City’s Fleet Management Division shall maintain a Fleet Master Listing of
all vehicles and other large motorized equipment (lawn mowers, backhoes,
etc.). Inventory control of the City’s vehicles shall be maintained through the
fleet maintenance program.
• Non-infrastructure capital assets of the City shall be inventoried on a two
year cycle.
• Adequate insurance will be maintained on all capital assets consistent with
the results of the physical count/inspection.
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Page 5
Reserve Fund Balance Policies
The General Fund reserve is established at a minimum to provide cash flow
protection and contingency needs, but there are principal reasons for building
cash reserves:
• Large unforeseen one-time expenditures/expenses of an emergent nature, such
as a catastrophic event, a natural/manmade disaster (e.g. earthquake,
windstorm, flood, terrorist attack), or excessive liability judgments.
• Economic downturn or other unanticipated events affecting revenue growth.
• Maintain adequate cash flow to sustain operations through cyclical revenue
collections (i.e. Property Tax is collected in April and October).
• Reasonable cash reserves are needed to maintain favorable credit ratings.
Sufficient fund balances and reserve levels are important to the long-term
financial stability of the City. The City shall maintain reserves required by law,
ordinance, and/or bond covenants.
Should the year-end balances drop below recommended levels, the City
Management team consisting of the City Manager, Finance Director, and
Department Director in charge of the effected fund will:
• Review operations to determine the cause of the use of Fund Balance; and
• Develop a plan to replenish the reserve levels as quickly as possible, within
a maximum of five (5) years.
Fund Overviews:
General Fund
The City shall maintain reserves in the General Fund of at least 16.7% (or 60 days)
of the total budgeted operating expenditures. This target has been met at the end
of 2019. When the General Government reserve balance exceeds 16.7%, the excess
may be used for one-time capital needs or may be transferred to capital reserves
or risk management reserves. The disposition of excess reserves will be proposed
by staff, reviewed by the Finance Committee, and authorized by the full Council.
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Page 6
Utility Enterprise
• The City will maintain operating reserves of $1 million for emergency
repairs plus 45 days or 12% in the combined Water/Wastewater, Operations and
Maintenance Fund. This operating reserve shall be created and maintained to
provide sufficient cash flow to meet daily financial needs, as well as a major
emergency repair. For budgeting purposes, operating expenses will be calculated
upon the funds’ total expense budgets excluding Capital transfers and the current
year’s debt service. This balance requirement is exceeded at the end of 2019.
• The Stormwater Fund will maintain operating reserves of $100,000 for
emergency repairs plus 45 days or 12%. Since there is not a separate capital fund,
this reserve shall be created and maintained to provide sufficient cash flow to
meet daily financial needs, as well as major capital needs. This fund balance can
be built up in accordance with an approved capital plan.
• The target for reserves in the Solid Waste/Sanitation Fund and
Ambulance Fund is 45 days or 12%.
• The Water/Wastewater fund will maintain capital reserves to be funded in
accordance with applicable capital facility plans and bond covenants. Each utility
will strive to transfer a minimum of annual depreciation expense for capital
purposes (i.e. debt service principal and asset replacement). The Solid Waste
utility does not have a capital component, while capital reserves are built in the
Stormwater Fund, and the Ambulance Fund capital needs will be transferred to
and funded from Equipment Rental and Replacement and Building Maintenance
internal service funds.
Other Operating
Other Operating funds consist of Tourism Activities, Streets and Airport.
• The Tourism Activities (Hotel/Motel Tax) Fund will maintain an operating
reserve of $100,000 to address emergency maintenance of the Surf n Slide
facility.
• The Street Fund will maintain an operating reserve of 16.7% or 60 days.
• The Moses Lake Airport will maintain an operating reserve of 12% or 45 days.
• These funds will strive to fund capital replacement reserves to accumulate
sufficient funds to 1) match capital grants for asset replacement in accordance
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Page 7
with capital facility planning or 2) replace assets when needed to avoid
service interruption.
Debt Service
The City shall accumulate resources sufficient to make required payments in
general obligation debt service funds. Revenue Bond reserves shall be
maintained in accordance with bond covenants. All debt service reserves shall be
in addition to the operating and capital reserves of the utilities.
Equipment Replacement
• The City shall maintain an Equipment Rental Replacement Fund for all
rolling stock. Reserves shall be established for equipment acquisition and
replacement. The reserve is established regardless of whether the equipment
is acquired via lease, gift, or purchase.
• Service charges paid by City departments to the Internal Service fund should
include an amount to provide for replacements when required.
Information Technology
• Reserves for computer software and hardware, and other electronic devices
will be established should the need continue beyond the estimated initial
useful life. A separate Internal Service fund is to be funded by a fair and
equitable allocation formula for all operating funds using Information
Technology services.
Building Maintenance
• Reserves for major capital repair for City facilities will be established in
accordance with a five-year capital plan. A separate Internal Service fund is to
be funded by a fair and equitable allocation formula for all operating funds
using City facilities.
Non- Enterprise Capital
Other capital funds will strive to build reserves sufficient to replace assets when
needed to avoid service interruption. Excess operating reserves will be
calculated at the end of each operating year, and a recommendation will be made
by the Finance Director to the City Manager to make additional transfers into
capital funds. The long-term goal is to fund at the level of annual depreciation.
Moses Lake Council Packet 2-9-21, Page 64 of 100
Page 8
Risk Management
• The City shall maintain a liability reserve fund with a balance sufficient to
fund 100% of anticipated claims reserves established by the insurance carrier.
• The Unemployment Compensation self-insurance fund shall maintain a cash
reserve equal to 100% of budgeted claims and settlement expenses.
Other Funds
Reserves shall be set through the budget process in an amount consistent with
the purpose and nature of the fund.
Financial Planning
5 Year Financial Planning Model
The City shall maintain a long-term (five-
year) financial planning model. The
financial planning model shall be based on
the currently adopted budget, and
documented assumptions, realistically
expected to occur, and will be designed in
such a way to permit analysis of
alternative strategies. The plan shall be
prepared for the General Fund and such
other funds as deemed necessary.
Budget Development
The goals of budget development are to align the budget with City Council and
citizen priorities and provide the best value for each tax dollar. The City shall
prepare a balanced budget that is consistent with state law, industry best
practices, and the 5-Year Financial Plan. The annual budget links resources with
operating programs and projects consistent with Council priorities. The budget
will fund recurring expenditures with recurring operating revenues.
In order to facilitate and implement the budget process, the City Manager will
propose an annual budget calendar at the first regular Council meeting in July.
• The budget calendar will be comprehensive in nature and generally provide
for a process that resembles the Best Practices as published by the
Moses Lake Council Packet 2-9-21, Page 65 of 100
Page 9
Government Finance Officers Association (GFOA) and in compliance with
the calendar provided in Washington State Law.
• The City of Moses Lake’s annual budget shall be prepared using the
following schedule and process as a general guide:
o Review stakeholder input such as Annual Citizen’s Survey, public forums,
neighborhood meeting notes and business community communication.
o The City Council and City Manager will conduct a goal-setting retreat
with the Department Directors
o The Finance Director prepares the budget preparation instructions and
meets with Department Directors to distribute budget instructions and
discuss budget preparation.
o The instructions will include policy priorities, estimates of compensation
adjustments, internal service and indirect charges.
o Departments will provide to Finance budget estimates and requests
conforming to the budget instructions.
o The City Manager submits a proposed balanced Preliminary Budget to the
City Council in conformance with state law.
o Balanced budget should comprise of funding recommendations for the
operating and capital budgets that do not exceed the estimated resources.
(Note: Resources are equal to the estimated beginning fund balance plus
new revenue expected to be collected in the ensuing year.)
o The City Council conducts public hearings on the proposed budget in
conformance with state law.
o The City Council sets the City’s property tax levies.
o The City Council adopts the final budget ordinance.
o The final budget document is published and posted to the City website.
Budget Management
The City will maintain a fair and equitable system to
allocate overhead and other shared costs. The
amount charged by the City for services provided
under an interlocal or similar agreement will
include a factor to cover the City’s overhead costs
when appropriate.
Annual appropriated budgets are adopted at the fund level within available
resources (i.e. new revenue and existing reserves). Operating program
Moses Lake Council Packet 2-9-21, Page 66 of 100
Page 10
appropriations not spent during the fiscal year do not automatically carry-over
into the next year and may lapse at year end.
Encumbrances are purchase orders, contracts, and other commitments for the
expenditure of funds. Outstanding encumbrances at the end of the year can be
carried forward into the next year’s budget by a formal budget appropriation
authorized by Council.
Capital projects will be budgeted by task: preliminary engineering/design, right
of way, construction engineering/management and construction; as applicable.
The capital project budget will indicate the funding source(s) by fund and grant
award, as applicable. Capital projects with budgets greater than $100,000 will be
approved by the Council through the budget process and specific capital project
approval. Capital projects exceeding the project budget by more than 10%, or
$25,000, whichever is greater, must obtain Council approval prior to the overage.
Capital budgets are considered adopted at the project level. Capital projects are
included in the annual budgeting process for the purpose of estimating cash flow
requirements. Outstanding project appropriations can be carried forward into
the next year’s budget by the Finance Department as a non-lapsing
appropriation.
Budget amendments should be presented for consideration when the need arises
and reviewed by the Council Finance Committee. Council will be apprised if the
proposed funding is new revenue (most commonly grant awards) or is from
existing reserves within the minimum guidelines.
The City Council shall approve the number of permanent City staff positions,
their classification and their assignments to specific City funds when it adopts
the City’s Budget.
The City will utilize one-time revenues only for one-time/non-recurring
expenditures or to build reserves such as the capital reserve fund or rainy day
fund.
Revenues
Revenue estimates shall be based on forecasting methods recommended by the
Government Finance Officers Association (GFOA) and shall assess the full
Moses Lake Council Packet 2-9-21, Page 67 of 100
Page 11
spectrum of resources available to finance City programs and services. The City
shall consider the diversification of revenue as a strategy when developing its
financial plans.
The City will strive to maintain as diversified and stable a revenue system as
permitted. Because revenues, especially those of the General Fund, are sensitive
to both local and regional economic activities, revenue estimates provided to the
City Council shall be conservative. Should an economic downturn develop that
results in (potential) revenue shortfalls or fewer available resources, the City will
make appropriate adjustments to its budget.
The City will not use one-time revenues to support ongoing expenditures.
The City will follow an aggressive and professional policy of collecting revenues.
When necessary, discontinuing service, collection agencies, foreclosure, liens and
other methods of collection, such as imposing fines, penalties, collection and late
charges may be used.
Policy on Fees and Charges
The City shall review all fees for licenses, permits, fines, rates, and other
miscellaneous charges at least every two years as part of the budget process. A
schedule will be established to review about half of the divisional fees each
budget year. User charges and fees shall be established based on a percentage of
the full cost of providing the service unless otherwise provided by statute or
regulation. Proposed rate adjustments, user charges, and fees shall be presented
to the City Council for review each year in the Preliminary Budget, and
approved by separate resolution before year-end. All fees will be summarized in
a table and posted on the official City website. As the need for a new fee is
identified, it will be presented to City Council to be established by resolution.
Then going forward, any adjustments will be made as described above in the
annual review process.
Utility Rates and Capital Fees
Utility rates should be adequate to ensure reliable, competitively priced services
for our customers. Net reserves in excess of both legal requirements and
minimum working cash balances should be used to minimize future rate
increases by funding approved capital projects, retiring high cost debt, and
augmenting fund reserves established to reduce ratepayer risk.
Moses Lake Council Packet 2-9-21, Page 68 of 100
Page 12
Utility rates and capital fees shall be reviewed annually, and necessary
adjustments shall be made to reflect inflation, construction needs, and avoid
major rate increases. Utility rate studies shall be conducted at least every six
years to update assumptions and to ensure the long-term solvency and viability
of the City’s Utilities. System Development Charges (SDCs’) shall be established
at levels to ensure that all customers seeking to connect to the City’s utility
systems shall bear their equitable share of the cost of both the existing system
and future systems.
Grants and Gifts
Grant funding for programs or items which address the City’s current priorities
and policy objectives should be considered to leverage City funds. Inconsistent
and/or fluctuating grants should not be used to fund on-going programs.
Before accepting any grant the City shall thoroughly consider the implications in
terms of ongoing obligations that will be required in connection with acceptance
of said grant.
All grants and other federal and state funds shall be managed to comply with the
laws, regulations, and guidance of the grantor, and all gifts and donations shall
be managed and expended in accordance with the wishes and instruction of the
donor.
Expenditures
Management shall ensure compliance with the legally adopted budget. Additional
purchases and expenditures must comply with legal requirements for approval. Priority
shall be given to expenditures that will improve productivity or public safety.
Expenditures will be accounted for in the appropriate accounts.
The cashout of accrued leave upon separation of service from the City will be included
in the appropriate operating budget if quantifiable at the time of budget development.
Generally, the savings from the resulting vacancy is sufficient to fund this one-time
expenditure. In cases where the current budget cannot absorb an unforeseen cashout,
the City Manager may re-allocate funds or request a supplemental appropriation for
Council approval.
All compensation planning and collective bargaining will focus on the Total Cost of
Compensation (TCC) which includes direct salary, health care benefits, pension
Moses Lake Council Packet 2-9-21, Page 69 of 100
Page 13
contributions, and other benefits which are a cost to the City. The rate of increase of
TCC of negotiated labor contracts will be the same or less than the growth rate in
revenues projected in the Five-year Forecast so as not to add to the structural gap
between revenues and expenditures. Contracts presented for Council approval that do
not meet these requirements will have specific operational, legal or other compulsory
items identified and discussed before ratification by the City Council will be
considered.
Capital Facilities Plan
The Capital Facilities Plan is the financing plan for the
implementation of the City’s overall Comprehensive Plan.
The plan systematically identifies, plans, schedules,
finances, tracks, and monitors capital projects to ensure
cost-effectiveness as well as conformance to established
policies and comprehensive plan progress.
The Capital Facilities Plan shall provide:
• A statement of the objectives of the Capital Facilities Plan and the relationship
with the City’s overall Comprehensive Plan, supporting plans, necessary
levels of service, and expected capital facility needs.
• An implementation program for each of the capital improvements that
provides for the coordination and timing of project construction among
various City departments.
• An estimate of each project’s costs, anticipated sources of revenue for
financing the project, and an estimate of the impact of each project on city
revenues and operating budgets. The operating impact information shall be
provided for the period covered in the City’s current six-year Capital
Facilities Plan. No capital project shall be funded unless operating impacts
have been assessed and the necessary funds can be reasonably anticipated to
be available when needed.
• For the systematic improvement, maintenance, and replacement of the City’s
capital infrastructure as needed.
• A schedule of proposed debt requirements.
Moses Lake Council Packet 2-9-21, Page 70 of 100
Page 14
All proposed capital improvement projects shall include a recommended or
likely source of funding. The first three years shall be financially constrained,
with the remaining three years to identify projects that are needed but funding
has not yet been secured.
The performance and continued use of capital infrastructure is essential to
delivering public services. Deferring essential maintenance and/or asset
replacement can negatively impact the condition of assets and infrastructure as
well as the ability to appropriately plan for required major maintenance and
replacement needs. Efforts will be made to allocate sufficient funds in the multi-
year maintenance, and repair and replacement of critical infrastructure assets.
The City’s objective is to incorporate “Pay-As-You-Go” funding (using available
cash resources) as much as possible in the annual Capital Facilities Plan. This will
supplement funding from other sources as such bonds, grants, and developer
contributions.
Private development (including residential, commercial, and industrial projects)
shall pay its fair share of the capital investments that are necessary to serve the
development in the form of system development charges, mitigation or impact
fees, or local improvement districts.
When current revenues or resources are available for capital improvement
projects, consideration will be given first to those capital assets with the shortest
useful life or needed to provide economic development opportunity and /or to
those capital assets whose nature makes them comparatively more difficult to
finance with bonds or lease financing. Using cash for projects with shorter lives
and bonds for projects with longer lives facilitates “intergenerational equality”,
wherein projects with long useful lives are paid over several generations using
the project through debt service payments.
The first year of the adopted capital plan will be the capital budget for that fiscal
year.
Staff will monitor projects in progress to insure their timely completion or to
recommend appropriate adjustment to the Capital Facilities Plan as approved by
Council if a project is delayed or deferred. Periodic status reports will be
Moses Lake Council Packet 2-9-21, Page 71 of 100
Page 15
presented to the City Council Finance Committee and City Council to share
project progress and identify significant issues associated with a project.
The City will make capital improvements in accordance with an adopted Capital
Facilities Plan (CFP), which is aligned with the City’s other long-range plans.
The City will determine the least costly financing method for all new projects.
Cash Management and Investment
The City will invest public funds in a manner which will provide the highest
return consistent with maximum security. The City maintains liquidity for its
cash flow needs with an account with the State Investment Pool. The City has an
interlocal agreement with Grant County to participate in their investment pool
for longer-term investments. Grant County has an Investment Policy that
governs this activity.
All money collected by any officer or employee is to be transferred to the Finance
Department for deposit. The internal controls established by the Finance
Department includes: segregation, daily processing, timely deposits, and
reconciliation of ledgers in a timely manner, physical security procedures, and
the use of automated system resources.
The City of Moses Lake shall process all vendor claims timely and efficiently. All
payment of vendor claims shall be in accordance with Washington law and shall
be adequately documented and approved.
The City will make every effort to maximize any discounts offered by
creditors/vendors.
Purchasing
Purchasing facilitates the timely procurement
of goods and services to help customers fulfill
their missions by providing cost effective
opportunities to purchase quality goods and
services at the best value while conducting
business in a legal, fair, open, and competitive
manner. The City has a separate Purchasing
Procedure Manual that governs this activity.
Moses Lake Council Packet 2-9-21, Page 72 of 100
Page 16
Capital Financing and Debt Management
Policy on Debt Issuance and Management
The City shall work to maintain strong ratings on its debt including maintaining
open communications with bond rating agencies concerning its financial
condition. Currently, Standard and Poor’s has rated the City A+ for general
obligation and AA- for Water / Wastewater revenue bonds.
Long-term Borrowing
Long-term borrowing shall be confined to capital investments or similar projects
with an extended life when it is not practical to be financed from current
revenues. The City shall not use long-term debt to finance current operations.
Term of Debt
Debt payments shall not extend beyond the estimated
useful life of the project being financed. To the
maximum extent possible, the City will fund its
capital needs on a pay-as-you-go basis.
Interim Financing
With Council approval, interim financing of capital
projects may be secured from the debt financing
market place or from other funds through an
Interfund loan as appropriate in the circumstances.
Utility Improvements
Financing of utility improvements will be consistent with the utility master
plans, Council rate policies, and other factors in order to balance the effect of
major improvements on utility rates. System development charges, grants, and
low interest loans to fund capital projects shall be used when possible. Overall,
the utilities should maintain a debt-to-equity ratio of 60/40. The City shall strive
to maintain minimum debt service “coverage” in accordance with bond
covenants.
Debt Issue
The City shall strive to use special assessment, revenue, or other self-supporting
bonds in lieu of general obligation bonds. Long-term general obligation debt
shall be utilized when necessary to acquire land or capital assets based upon a
review of the ability of the City to meet future debt service requirements. The
Moses Lake Council Packet 2-9-21, Page 73 of 100
Page 17
project to be financed should also be integrated with the City’s long-term
financial plan and Capital Facilities Plan.
General obligation debt should be used when the related projects are of a benefit
to the City as a whole. Every project proposed for financing through general
obligation debt should be accompanied by a full analysis of the future operating
and maintenance costs associated with the project. The City should avoid
issuing general obligation (non-voted) debt beyond sixty percent (60%) of its
general obligation debt capacity in order to maintain a reserve for emergencies.
The City shall use refunding bonds where appropriate to achieve cost savings of
approximately 4% net present value (NPV), to restructure its current outstanding
debt, and/or improve restrictive bond conditions.
The City shall evaluate the best method of sale for each proposed bond issue.
When a negotiated sale is used, the City shall consider using an independent
financial advisor to advise the City’s participants in matters such as structure,
pricing, and fees. These services shall be regularly monitored by the Finance
Department.
Debt Issuance Team
In order to effectively plan and fund the City’s capital investment projects, a
team will be established for each debt issuance. The staff team members shall
consist of the City Manager, a Finance Department representative, and applicable
department management representative(s) (related to the projects to be
financed). External team members shall consist of Bond Legal Counsel and a
financial advisor and/or underwriter with demonstrated experience in
Washington State debt issuance when appropriate. By state law, Council is
required to authorize a debt issuance.
Bond Proceeds
The City shall comply with IRS regulations concerning use of and reinvestment
of bond proceeds. The City shall monitor and comply with IRS regulations with
regard to potential arbitrage earnings. If arbitrage earnings are believed to be
above amounts provided by IRS regulations, the City will set aside earnings in
order to pay the appropriate amount to the federal government as required by
IRS regulation.
Moses Lake Council Packet 2-9-21, Page 74 of 100
Page 18
Disclosure
The City shall provide full secondary market disclosure related to outstanding
debt.
Pension / Other Post-Employment Benefits (OPEB) Liabilities
The City has pension obligations for retired police officers
and firefighters hired prior to March 1, 1970. The
Washington Law Enforcement Officers and Firefighters
Retirement System (LEOFF 1) pays pension benefits for
eligible employees working when that system was
established. However, LEOFF 1 statutes call for the
employing agency to cover 100% of medically necessary
costs for the life of the employees working on March 1, 1970
and hired before the closing of the LEOFF 1 system in 1977.
The City uses the State Actuary studies to extract the
accounting transactions for these benefit programs (Police
and Fire medical obligations). Historically, these medical
benefits have been funded on a “pay-as-you-go” basis,
which is substantially below the actuarial determined
contributions, while the Firemen’s pension benefits are
primarily funded by an annual distribution of state shared
revenue derived from fire insurance premiums.
The current Unfunded Actuarial Accrued Liability (UAAL) of LEOFF 1 Fire and
Police pensions and post-employment medical benefits total about $6.2 million at
the end of 2019. This liability arose from the fact that money was not put aside
while the beneficiaries were active employees. The theory of funding post-
employment payroll benefits asserts that enough money should be set aside
while the employee is active to fund the benefit when it is drawn out, in effect
matching the benefit to the time frame it was earned. Since a reserve was not
built to pay out this benefit, the City must use current resources to fund a prior
service. Since this is an aging closed group the liability should diminish as time
passes.
Related Documents
Contracting Policy (Purchasing Authority)
Delegation Authority to the City Manager - Resolution 3668 (4/11/17)
Moses Lake Council Packet 2-9-21, Page 75 of 100
Page 1 of 2
STAFF REPORT
To: Allison Williams, City Manager
From: Susan Schwiesow, Parks & Recreation Interim Director
Date: February 5, 2021
Proceeding Type: New Business
Subject: Retitle MLMC 2.20 Parks Department Ordinance – First Presentation
Legislative History:
• First Presentation: February 9, 2021
• Second Presentation: February 23, 2021
• Action: Review
Overview
In July of 1955, Ordinance 278 created Recreation Supervision that allowed the City to employ a
Recreation Supervisor to supervise and direct such recreational programs. Then in June of 1965,
Ordinance 529 created the Parks & Recreation Department. Ordinance 815 relates to the
administration of the City, creating departments, offices, and positions of employment. This is where
we stand as of today. In 1990, our City added the Moses Lake Museum & Art Center to be part of the
Parks & Recreation Department, but never changed our department name to include them. Today,
our department wants to be inclusive of who we are and change the department name to Moses
Lake Parks, Recreation, and Cultural Services.
Moses Lake Parks & Recreation Advisory Board has reviewed the request and supports the change.
Moses Lake Parks & Recreation Advisory Board and staff request to revise our department name to
include the Cultural Services. If approved our new name will be Moses Lake Parks, Recreation and
Cultural Services.
Fiscal and Policy Implications N/A
Council Packet Attachments
A. Retitle Department Ordinance
B. Minutes from January 13, 2021 Parks & Recreation Advisory Board
Finance Committee Review
N/A
Moses Lake Council Packet 2-9-21, Page 76 of 100
Page 2 of 2
Legal Review
Type of Document Title of Document Date Reviewed
Ordinance Retitle Department 01-26-2021
Options
Option Results
• Adopt as presented Our department will move forward with
renaming.
• Provide staff with changes Action would require staff to bring a revise name
change to Council for consideration.
• Take no action. Our department will still be the same name.
Action Requested
Staff is recommending that Council review the change at the February 9th meeting and adopt the
Ordinance on February 23rd.
Moses Lake Council Packet 2-9-21, Page 77 of 100
PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES January 13, 2021
1
Members present Charles Maynard, Chuck Perry, Charlene Rios, Warren Tracey, Ryan Holterhoff Members Absent Troy White and Greg Nevarez Staff present Spencer Grigg, Susan Schwiesow, Clayton Pray, and Stefanie Dunn
2021 MEETING ATTENDANCE RECORD
Name Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Charles Maynard X
Charlene Rios X
Warren Tracey X
Chuck Perry X
Ryan Holterhoff X
Greg Nevarez E
Troy White E
C=Meeting Cancelled X=Present A=Absent E=Excused R=Resigned Call to Order
The regular meeting was called to order by Charlene Rios at 12:00 p.m. via Zoom conference call.
Approval of Minutes Mr. Maynard moved to approve the minutes dated November 12, 2020. Motion seconded by Mr. Perry. Motion unanimously approved and passed.
Election of Chair and Vice Chair Board discussion about chair and vice chair for this Committee. Mr. Perry moved to nominate current Chair, Charlene Rios and Vice Chair, Charles Maynard for another term. Motion seconded by Mr. Holterhoff and unanimously approved by the Board.
Recreation Update Ms. Schwiesow advised that the museum is open starting this week for reservations only. There are private tours scheduled for community members and part-time staff are back to work.
Ms. Schwiesow explained that the ice rink remains open for hockey, skate lessons and public sessions
with guidelines from the Health Department and Governor’s office on safety. She advised we are limited to 40 people on the ice at one time, which has caused some feedback from the community, but our ice rink Supervisor and staff are working through those conversations. Overall, Ms. Schwiesow advised that the community appreciates the rink being open this season even with limitations.
Ms. Schwiesow advised there are still soccer practices occurring on our ballfields; she advised that no games are allowed anywhere in WA State per Governor’s office guidelines. Staff are working on activities and programs for the Spring and Summer Brochure.
Moses Lake Council Packet 2-9-21, Page 78 of 100
PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES January 13, 2021
2
Ms. Schwiesow also advised that 2021 reservations for Cascade Campground have begun and has been very well received. Reservations are steadily growing, particularly for Memorial Day weekend. Parks Update
Mr. Pray shared that new playground structures have been ordered for both Gillette Park and Knolls Vista Park, which are replacing the current playground items at each park. No estimate arrival at this time but it will be sometime this Spring. Parks & Recreation is working to replace outdated playgrounds as part of the comprehensive plan.
Mr. Pray advised that the railroad has started cleaning up their property along Neppel Trail, which is good to see. New Homeless Camp has helped with the homeless that camp down along Neppel Trail because Moses Lake Police Dept. can now redirect those folks where they can go.
Mr. Pray advised that some stabilization work has been done on boat launches this winter. New concrete
and shoreline clean-up to improve the regular use of these launches in the community. Director’s Report A. Creative District Creation – Ms. Schwiesow reviewed the details of this program and the benefits it offers in a community. She also explained that a committee has been formed with key members in the
community and asked that someone from this Advisory Board volunteer to represent the Board on this committee. She advised that the first meeting for this new committee is scheduled for January 21, 2021 at 2:00pm. Charles Maynard and Chuck Perry volunteered to represent this Advisory Board on the new committee.
B. Department Rename – Mr. Grigg explained that Parks & Recreation Dept. is inclusive of The Moses Lake Museum & Art Center, however, the current department name does not represent that well currently. He went on to explain that the City is looking to rename the department: Parks & Recreation & Cultural Services. Board discussion on this idea and Board unanimously agreed that changing the name
to include the Museum is a good idea. The Board also discussed how to market the Museum to the community. Mr. Maynard made a motion to approve the department name change. Motion seconded by Mr. Perry. Motion unanimously approved and passed.
C. Comprehensive Park, Recreation & Open Space Plan – Mr. Grigg explained briefly that this year Parks & Recreation will be working on the Comprehensive Plan & Open Spaces Plan, which expires this year and must be renewed. He advised this is high priority for Parks & Recreation this year.
D. Undeveloped City-Owned Land – 64 acres near the Municipal Airport was discussed by this Board last fall 2020. The request of the Board is to designate a portion of this land for a Parks & Recreational facility. The proposal based on other City developmental interests, is to designate about 14 acres for Parks & Recreation use and allow the rest to be used for other city purposes. Board discussed potential
for small recreational community center for the portion designated for Parks use. Mr. Perry moved to accept the designated portion for Parks use as proposed in document. Motion seconded by Mr.
Holterhoff. Motion unanimously approved and passed.
Moses Lake Council Packet 2-9-21, Page 79 of 100
PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES January 13, 2021
3
Comments/Questions from the Board: The Board expressed their congratulations to Spencer Grigg as he retires from the City of Moses Lake and thanked him for his years of service to this community.
Board discussion around population growth of Moses Lake and how that impacts Parks & Recreation. There is potential for more parks in the city Adjournment:
Mr. Maynard moved to adjourn, seconded by Mr. Tracey. The meeting adjourned at 12:50 p.m.
Moses Lake Council Packet 2-9-21, Page 80 of 100
ORDINANCE NO. – First Presentation
AN ORDINANCE AMENDING MOSES LAKE MUNICIPAL CODE CHAPTER 2.20 TITLED "PARKS AND RECREATION DEPARTMENT" TO RETITLE IT AS THE “MOSES LAKE PARKS, RECREATION, AND CULTURAL SERVICES DEPARTMENT”
THE CITY COUNCIL OF THE CITY OF MOSES LAKE, WASHINGTON DO ORDAIN AS
FOLLOWS:
Section 1. Chapter 2.20 of the MLMC titled "Parks and Recreation Department" is amended as
follows:
Chapter 2.20 MOSES LAKE PARKS, AND RECREATION, AND CULTURAL
SERVICES DEPARTMENT
Sections:
• 2.20.010 Established.
• 2.20.020 Powers and Duties.
• 2.20.030 Appointment and Duties of Director.
• 2.20.040 Code References to Parks and Recreation Department.
2.20.010 Established:
There is established a Moses Lake Parks, and Recreation, and Cultural Services
Department in the city.
2.20.020 Powers and Duties:
The department shall be responsible to the City Manager for effective administration and
shall have all the powers and perform such other duties as provided by the law of the state,
the city code, ordinances, and resolutions, and the City Manager.
2.20.030 Appointment and Duties of Director:
A. The City Manager shall appoint the Parks and Recreation Director who shall be the best
trained and qualified person available.
B. The Director shall be responsible to the City Manager for management of the Parks and
Recreation Department, supervision of departmental employees, and for the effective
administration, construction, and development of the public park and recreation system.
Moses Lake Council Packet 2-9-21, Page 81 of 100
2.20.040 Code References to Parks and Recreation Department:
All Moses Lake Municipal Code references to the “Parks and Recreation Department” shall
mean the “Moses Lake Parks, Recreation, and Cultural Services Department henceforth.
Section 2. Severability. If any section of this ordinance is found to be unconstitutional or invalid
as written or as applied to any particular person or circumstances, no other section of
the ordinance shall be deemed to be invalid, but rather, should be deemed to have been
enacted independently and without regard to the section affected.
Section 3. This ordinance shall take effect and be in force five (5) days after its passage and
publication of its summary a as provided by law.
Adopted by the City Council of the City of Moses Lake, WA, and signed by its Mayor on
________________.
_______________________________
David Curnel, Mayor
ATTEST:
___________________________________
Debbie Burke, City Clerk
APPROVED AS TO FORM:
___________________________________
Katherine Kenison, City Attorney
Vote: Riggs Liebrecht Myers Jackson Curnel Eck Hankins
Aye
Nay Abstain Absent
Date Published:
Date Effective:
Moses Lake Council Packet 2-9-21, Page 82 of 100
Page 1 of 2
STAFF REPORT
To: Allison Williams, City Manager
From: Melissa Bethel, Community Development Director
Date: February 3, 2021
Proceeding Type: New Business
Subject: Sleeping Center Lease Extension
Legislative History:
• First Presentation: February 9, 2021
• Second Presentation:
• Action: Motion
Overview
The City Council had previously moved to allow the City Manager to execute a lease agreement for
the placement of the Sleeping Center, located at 1045 E. Broadway Ave. The current lease
agreement is set to expire on September 30, 2021. The property owner has offered an extension
of the lease for an additional 12 months, to expire on September 30, 2022. The lease terms offered
by the property owner are as follows: The lease amount shall be $55,000 per year, payable in
monthly amounts of $4,583.33. The lease shall be available to renew on a year-by-year basis with
a new contract, until notice has been provided by the City of its intent to vacate the premises, or
by the Lessors Notice to Vacate. The Sleeping Center will need to have a new location identified
quickly if a lease renewal is not completed in order to ensure the timely and efficient re-location
so as to not interrupt the provided services.
Fiscal and Policy Implications
Staff have conducted a Comparable Analysis of Commercial Land Leases and availability within our
area. Staff utilized available information about commercial land for lease in all of Washington State
and a focus on the Moses Lake area. With limited Land Leases offered in the area, staff utilized
listings of For Sale Commercial Land to evaluate a cost per square foot of commercial land. Staff
used a 10-year recapture calculation with a 2.5% interest rate to determine the yearly expense of
comparable commercial land listings and evaluation of price per square foot to lease.
The homeless program has funding available to absorb this additional expense, with no impact on
General Fund accounts for the City. The allocations for the lease expense would be less than 1% if
the total available budget for 2021, and 5.5% of the budget available for 2022. The budgeted
revenue for 2021 is $952,110.00, and the budgeted revenue for 2022 is $718,720.00. 2021 has a
budgeted expenditure of $400,740.00 for the expenses to operate the Sleeping Center and 2022
will be approximately equivalent.
Moses Lake Council Packet 2-9-21, Page 83 of 100
Page 2 of 2
Council Packet Attachments
A. Draft Lease Agreement between City of Moses Lake and Groundworks 3, LLC
B. Comparable Land Analysis
Finance Committee Review
To be reviewed by Ad Hoc Homeless Committee on February 4th, and Finance Committee on
February 9th.
Legal Review
N/A
Options
Option Results
• Authorize Lease Extension Allow City Manager to execute lease agreement
to renew the lease for an additional 12 months
for the Sleeping Center location.
• Take no action. City Staff will have to locate a new site for the
placement of the Sleeping Center and prepare
site for operations by October 1, 2021.
Action Requested
Staff recommends City Council authorize the City Manager to execute the lease renewal for the
period of November 1, 2021 through October 31, 2022.
Moses Lake Council Packet 2-9-21, Page 84 of 100
COMMERCIAL LEASE AGREEMENT
1. PARTIES: THIS LEASE is made and entered into this ____ day of February
2021, by and between: Ground Works Three, LLC, a Washington limited liability
company, hereinafter referred to as "LESSOR" and City of Moses Lake, a
municipal corporation, hereinafter referred to as "LESSEE."
AGREEMENT: For and in consideration of the mutual covenants, agreements
and other considerations, herein contained, LESSOR does hereby lease, let and demise unto
LESSEE, who agrees to accept the Premises in this Lease and to faithfully perform the
covenants herein, the Premises described in paragraph 3.
LEGAL DESCRIPTION: The Premises are located at 1045 and 1049 E.
Broadway Ave., Moses Lake, Washington and more fully described as follows:
Tract 1, Penhallurick and Sons Addition, as per plat recorded in Volume 7 of Plats, Page 67, records of Grant County, Washington.
Tax Parcel Nos. 11-0818-000 and 11-0819-000
That portion of Tract 1 of Penhallurick and Sons Addition, Moses Lake, as
per plat recorded in Volume 7 of Plats, page 67, records of Grant County, Washington, more fully described as follows:
Beginning at the Southwest corner of said Tract 1, thence North 53°42'00" East following the Westerly Boundary of said Tract 1, 100 feet; thence South 65°22'40" East, 142.35 feet to an intersection with the South boundary of said Tract 1; thence North 89°58'15' West along said South Boundary, 210 feet to the point of beginning.
Tax Parcel No. 11-0819-001
TOGETHER WITH: all improvements located upon the premises.
(hereinafter called the "Premises").
4. TERM: The term of this lease shall be for one (1) year commencing on the 1st
day of October 2021, and ending on the 30th day of September, 2022, and LESSEE shall be
entitled to possession of the Premises during this term, provided that LESSEE continuously
complies with the terms and conditions herein set forth.
5. RENT: LESSEE shall pay to LESSOR as rent for the use and occupancy of the
said Premises the sum of fifty-five thousand ($55,000) per year, payable in a monthly installment
of four thousand five hundred eighty three dollars and 33 cents ($4,583.33).
1
Moses Lake Council Packet 2-9-21, Page 85 of 100
6. UTILITIES: LESSEE agrees to pay all utility charges to the Premises during the
full term of this Lease, and shall defend, indemnify and hold LESSOR harmless therefrom.
7. USE: LESSEE may use the Premises for any lawful purpose.
8. TAXES: LESSEE shall pay all real estate and personal property tax and
assessments which may be taxed, charged, assessed, levied or imposed during the term of this
lease.
9. GOVERNMENTAL FEES: All fees attributable to the conduct of the business by
LESSEE, which are payable to any city, county, state or federal government, shall be paid by
LESSEE and LESSEE shall defend, indemnify and hold LESSOR harmless with respect to said
fees.
10. MAINTENANCE AND REPAIR: The Premises have been inspected and are
accepted by LESSEE in its present condition. LESSEE shall, at its own expense and at all
times, keep the Premises neat, clean and in a sanitary condition, and keep and use the
Premises in accordance with applicable laws, ordinances, rules, regulations, and requirements
of governmental authorities. LESSEE shall permit no waste, damage or injury to the Premises.
LESSEE shall return the Premises and make such repairs as necessary to maintain the
Premises, in as good condition as they now are, reasonable use and wear and damage by fire
and other casualty excepted.
11. INSPECTION/ACCESS. LESSOR shall have the right, at reasonable times, to
enter and inspect the Premises. During the term of this lease, LESSEE shall allow inspections.
site reviews and feasibility studies to be conducted on the leased premises by any potential
future tenant of the LESSOR, so long as such activities do not interfere with use of the premises
by LESSEE.
12. PROPERTY OF TENANT: LESSEE shall be solely responsible for damage to its
goods, merchandise, equipment, vehicles and other personal property in the leased Premises.
13. INDEMNITY AND LIABILITY INSURANCE: LESSEE agrees to indemnify and
hold LESSOR harmless from and defend LESSOR against any and all claims, suits, demands or
judgments from any injury or damage to any person or property, including loss of use thereof,
2
Moses Lake Council Packet 2-9-21, Page 86 of 100
3
whatsoever arising out of the use or occupancy of the Premises by LESSEE and occasioned by
the negligence of LESSEE, its agents, employees, or customers. LESSEE, at its sole cost and
expense, agrees to take out or cause to be taken out and maintained in force during the term of
this Lease and any extension thereof public liability insurance in responsible insurance
companies to protect LESSEE and LESSOR with respect to the obligations assumed in the
preceding sentence, such insurance to be in the minimum amount of Two Million Dollars and
00/100 ($2,000,000.00) per occurrence for bodily injury or death or property damage. LESSOR
shall be named as additional party insured on such policy and LESSEE shall furnish LESSOR
with a certificate evidencing that LESSEE has obtained or provided for such policy.
14. DAMAGE OR DESTRUCTION: In the event the Premises are rendered
untenable in whole or in part by fire, the elements, or other casualty, LESSOR may elect, at its
option, not to restore or rebuild the Premises and shall so notify LESSEE, in which event
LESSEE shall vacate the Premises and this Lease shall be terminated; or, in the alternative,
LESSOR shall notify LESSEE, within thirty (30) days after such casualty, that LESSOR will
undertake to rebuild or restore the Premises, and that such work can be completed within one
hundred eighty (180) days from the date of such notice of intent. If LESSOR is unable to
restore or rebuild the Premises within the said one hundred eighty (180) days, then the Lease
may be terminated at LESSEE'S option by written ten (10) day notice to LESSOR. Monthly
rental shall be abated during the period of repairs in the same proportion that the untenable
portion of the building bears to the whole thereof.
15. ALTERATION OF PREMISES: LESSEE shall not make any alterations,
additions, or improvements in said Premises, without the prior written consent of LESSOR.
LESSOR shall not unreasonably withhold consent. All alterations, additions, and improvements
which shall be made, shall be at the sole cost and expense of LESSEE, and shall become the
property of LESSOR, and shall remain in and be surrendered with the Premises as a part
thereof at the termination of this Lease, without disturbance, molestation or injury, except this
shall not apply to trade fixtures which may be removed. If LESSEE shall perform work with the
consent of LESSOR, as aforesaid, LESSEE agrees to comply with all laws, ordinances, rules
and regulations of the City and/or County, or any other authorized public authority. The
Moses Lake Council Packet 2-9-21, Page 87 of 100
4
LESSEE further agrees to defend, indemnify and save LESSOR harmless from damage, loss or
expense arising out of the said work.
16. ASSIGNMENT/SUBLEASING PROHIBITED: LESSEE shall not assign, sublet,
mortgage or part with possession of any portions or any part of the Leased Premises without the
prior written consent of LESSOR, which consent shall not be unreasonably withheld. Upon any
such approved assignment, subletting or transfer of possession of all or a part of the Premises,
LESSEE and every person claiming under this Lease shall be and remain liable for the
performance of all covenants and obligations hereunder. Said liability shall be joint and several
among all of said parties.
17. LIENS AND ENCUMBRANCES: LESSEE shall keep the leased Premises free
and clear of any liens and encumbrances arising or growing out of the use and occupancy of the
Premises by LESSEE hereunder. At LESSOR'S request, LESSEE shall furnish LESSOR with
written proof of payment of any claim which would or might constitute the basis for a lien on the
Premises if not paid.
18. HAZARDOUS WASTE: LESSEE hereby agrees to comply with all federal, state
and local regulations regarding hazardous waste and toxic material disposal in connection with
LESSEE'S operations on the Premises, and agrees to hold LESSOR harmless from any and all
loss, damage or claims arising out of LESSEE'S violation of said regulations, including
attorney's fees caused by LESSEE'S noncompliance. In the event LESSEE disposes of any
hazardous waste or toxic materials on the property or the Premises, in violation of any federal,
state or local regulations, it shall be LESSEE'S sole responsibility to pay to clean up and
remove the hazardous waste and/or toxic material caused by LESSEE.
19. NON-WAIVER OF BREACH: The failure of LESSOR to insist upon strict
performance of any of the covenants and agreements of this Lease or to exercise any option
herein conferred in any one or more instances shall not be construed to be a waiver or
relinquishment of any such option, or any other covenants or agreements, but the same shall be
and remain in full force and effect.
20. NOTICES: All notices hereunder may be delivered or mailed. If mailed , they
shall be sent by certified or registered mail to the following respective addresses:
Moses Lake Council Packet 2-9-21, Page 88 of 100
5
To LESSOR:
To LESSEE:
Ground Works Three, LLC
c/o Kevin Richards
1328 E. Hunter Pl.
Moses Lake, WA 98837
City of Moses Lake
Attn: Allison Williams, City Manager
P.O. Box 1579
Moses Lake, Washington
or to such other respective address as either party hereto may hereafter from time-to-time
designate in writing. Notices sent by mail shall be deemed to have been given when properly
mailed and the postmark affixed by the United States Post Office shall be conclusive evidence
of the date of mailing.
21. PEACEFULLY HOLD: LESSOR hereby covenants that upon LESSEE paying
the rents hereby reserved and observing and performing the several covenants herein
contained, LESSEE shall peacefully hold and enjoy the leased Premises during the said term.
22. STATUS OF PARTIES: This agreement is a Lease which hereby creates a
landlord and tenant relationship and no other.
23. HEIRS BOUND TO TERMS: It is further agreed that all covenants, terms and
conditions of this Lease shall extend and apply to and firmly bind the heirs, executors,
administrators, assigns and successors in interest of the respective parties hereto as fully as the
respective parties themselves are bound.
24. ACTS OF DEFAULT AND REMEDIES: If any one of the following events shall
occur: a. LESSEE shall fail to pay any installment of rental or any other sums
required to be paid by LESSEE to LESSOR when the same shall become due after
receiving a written five (5) day notice to pay or vacate; or
b. LESSEE shall default in the performance of any obligation required to be
performed by LESSEE {other than the payment of rental or other sums payable to
LESSOR) and such default shall continue for a period of thirty (30) days after written
notice from LESSOR specifying such default (unless within said thirty (30) day period
LESSEE shall commence steps for the curing of such default and shall thereafter use
reasonable diligence in the curing thereof); or
Moses Lake Council Packet 2-9-21, Page 89 of 100
6
c. LESSEE shall be adjudicated a bankrupt or a petition by or against
LESSEE for reorganization or adjustment of its obligations under the bankruptcy act
shall be approved, or LESSEE shall make a general assignment of its property for the
benefit of creditors;
THEN LESSOR shall have any one or more of the following remedies at its
election:
(1) Without barring later election of any other remedy, LESSOR,
without taking possession of the demised Premises, may require strict
performance of all of the covenants and obligations hereof as the same shall
respectively accrue and shall have the right of action therefore;
(2) Without barring later election of any other remedy, LESSOR may
take possession of the demised Premises through suit or otherwise, for the
purpose of reletting them for the account of the LESSEE, and in that event may
relet the Premises, or any part thereof, at such rental and upon such terms and
conditions as LESSOR may deem proper, for any term not exceeding the then
unexpired term of this Lease. In such event, the LESSEE shall be liable for any
and all expenses incurred by LESSOR in or about such reletting, including
agents' or brokers' commissions and attorney fees. LESSEE shall be entitled to
credit for the net amount of rental so received after deducting such expenses and
any other items properly chargeable against LESSEE under the terms thereof,
and shall pay LESSOR such sums as may be required from time to time to make
up the rental provided for in this Lease, and LESSEE shall likewise continue to
be liable for the performance and observance of all other covenants and
conditions hereof. LESSOR shall have, from time to time as the same accrue, or
at any longer intervals, or at or after the expiration of said term, right of action
against LESSEE for all same so accruing, and the statute of limitations shall not
commence to run against such right of action until the expiration of the term of
this Lease.
(3) LESSOR may take possession of the demised Premises, through
suit or otherwise, and may relet the same for the entire remaining term of this
Moses Lake Council Packet 2-9-21, Page 90 of 100
7
Lease or for any longer term. In such event, at the option of the LESSOR, the
LESSEE shall be forthwith liable, and LESSOR shall have the right of action,
immediately or at any later time, for any difference between the aggregate of the
unpaid sums then accrued and thereafter to accrue under the terms hereof, and
the net amounts actually or presumptively to be realized (during the unexpired
term of this Lease) through such reletting, after deducting brokers' commissions,
attorney fees and any other expenses chargeable against LESSEE.
The right and remedies of LESSOR under this Lease shall be cumulative and in
addition to any other rights given to LESSOR by law, and the exercise of any right or
remedy shall not impair LESSOR'S right to any other remedy; provided, however,
notwithstanding anything herein to the contrary.
25. ATTORNEY FEES: It is understood and agreed that in the event it is necessary
for either party to engage the services of an attorney to enforce any provision of this Lease, the
prevailing party in such action shall be entitled to reasonable attorney fees in any state or
federal court, including attorney fees and costs on appeal, in addition to the statutory attorney
fees, even though said suit results in the forfeiture of this Lease. The venue of any court
proceedings shall lie in Grant County, Washington.
In the event that LESSOR employs an attorney for the purpose of sending a
notice to LESSEE for the defaults or covenant violations of LESSEE, then LESSEE shall pay a
reasonable attorney fee for the preparation and costs of delivery of the said notice.
26. SURRENDER OF POSSESSION: LESSEE agrees to surrender possession of
said Premises at the expiration of this Lease without further notice to quit and in as good
condition and repair as the same are now in or may hereafter be placed, reasonable wear and
use and damage by the elements alone excepted.
27. CORPORATE AUTHORITY: Each individual executing this Lease on behalf of a
corporation represents and warrants that he/she is duly authorized to execute and deliver this
Lease on behalf of said corporation in accordance with a duly adopted resolution of the Board of
Directors of said corporation or in accordance with the bylaws of said corporation, and that this
Lease is binding upon said corporation in accordance with its terms.
Moses Lake Council Packet 2-9-21, Page 91 of 100
8
IN WITNESS WHEREOF the parties hereto have set their hands and seals the day and
year first above written.
LESSOR: GROUND WORKS THREE, LLC
LESSEE:
CITY OF MOSES LAKE
By_ _ _ _ _ _ _ _ _ _ _ _ _ _ _
KEVIN RICHARDS, Manager
By_ _ _ _ _ _ _ _ _ _ _ _ _ _ _
ALLISON WILLIAMS, City Manager
STATE OF WASHINGTON County of Grant
) : ss )
On this day of September, 2020, personally appeared before me Kevin Richards,
to me known to be the Manager of Ground Works Three, LLC, a Washington limited liability
company, that executed the foregoing instrument, and acknowledged the said instrument to be the
free and voluntary act of said corporation, for the uses and purposes therein mentioned, and on
oath stated that he was authorized to execute the said instrument on behalf of said corporation.
GIVEN UNDER my hand and official seal the day and year in this certificate first above
written.
Notary Public (Signature)
(Seal or Stamp)
Ill
Ill
Ill
Ill
Ill
(Print Name)
My appointment expires: _ _ _ _ _ _ _
Moses Lake Council Packet 2-9-21, Page 92 of 100
9
STATE OF WASHINGTON
County of Grant
)
: 55 )
On this day of September, 2020, before me personally appeared Allison WIiiiams,
to me known to be the City Manager of the City of Moses Lake, a municipal corporation that
executed the foregoing instrument, and acknowledged the said instrument to be the free and
voluntary act of said corporation, for the uses and purposes therein mentioned, and on oath stated
that she was authorized to execute the said instrument on behalf of said corporation.
GIVEN UNDER MY HAND AND OFFICIAL SEAL the day and year in this certificate first
above written.
Notary Public (Signature)
(Print Name)
(Seal or Stamp) My commission expires: _
Moses Lake Council Packet 2-9-21, Page 93 of 100
Commercial Properties for Lease (Undeveloped)
Property Size (sf)Price per SF/YR Annual Cost
1045 E Broadway Ave 187,584 0.29$ 55,000.00$
2623 Sprague St, Spokane 11,760 0.66$ 7,800.00$
31111 N Dalton, Deer Lake 348,480 0.46$ 160,000.00$
1006 W 5th Ave, Spokane 15,681 2.04$ 32,000.00$
Port of Moses Lake 43650 0.11$ 6,000.00$
Commercial Property for Sale
Property Size (sf)Sale Price Sale Price per SF Lease Price per SF Annual Lease Cost*
S. Interlake, Moses Lake 17,000 102,000.00$ 5.99$ 0.76$ 13,056.00$
N. Frontage Rd, Moses Lake 50,000 200,000.00$ 3.95$ 0.51$ 25,601.00$
Central Dr, Moses Lake 92,000 411,650.00$ 4.50$ 0.57$ 52,694.00$
Newell St, Moses Lake 75,000 189,000.00$ 2.51$ 0.32$ 24,193.50$
Patton Blvd 91,000 250,000.00$ 2.76$ 0.35$ 32,000.00$
* Annual Cost based on 10 year recapture w/ 2.5% interest
Average Price per SF
0.61$
Moses Lake Council Packet 2-9-21, Page 94 of 100
Page 1 of 2
STAFF REPORT
To: Allison Williams, City Manager
From: Melissa Bethel, Community Development Director
Date: February 4, 2021
Proceeding Type: New Business
Subject: Enhanced Shelter Purchase
Legislative History:
• First Presentation: February 9, 2021
• Second Presentation:
• Action: Motion
Overview
HopeSource, with contractual support from the City of Moses Lake, has initiated the purchase of
the El Rancho Hotel in order to turn the hotel into an enhanced shelter to expand the number of
shelter beds available within the community. These shelter beds would go to serve those that are
literally homeless, at-risk of homelessness, and those fleeing domestic violence or other crimes,
including providing shelter for those households experiencing homelessness that have minor
children. The City had allocated funding for the initial expense of the purchase; however, the funds
have a stipulation of use that prohibits acquisition or capital expenditures, therefore there is a gap
in available funding. The City is expected to provide $214,400.00 in funding to complete the
purchase for the enhanced shelter.
Through current revenue available, the City is able to allocate $151,183.29. This leaves a gap of
$63,216.29 to fill in order to finalize the purchase. City staff have worked with HopeSource to
identify avenues in which to complete the purchase and get the emergency shelter beds available.
Staff have identified that the funding is available through braiding separate fund sources together
in which the gap in funding can be filled. The City has a sub-recipient agreement with Grant County
for the Emergency Solutions Grant in the amount of $1,458,000. The funds can be pulled from this
source, however, there is a requirement that any funds utilized to acquire new shelters must be
paid back to the Department of Housing and Urban Development at the end of the grant period.
The grant period for this fund source ends on September 30, 2022, at which time this balance will
become due.
The City of Moses Lake adopted Ordinance 2951, enacting the provisions of SHB 1406, allowing
the City to utilize Sales and Use Tax towards affordable and supplemental housing. The funds
received from SHB 1406 amount to approximately $57,000 per year. The City had made a formal
request to Grant County for an allocation of their own stock of SHB 1406 funds to aid in the
purchase of the shelter, as that would prevent the payback due at the end of the grant term; that
Moses Lake Council Packet 2-9-21, Page 95 of 100
Page 2 of 2
request was denied due to the County having an Ordinance that allocates those funds to a separate
agency. The funds from the SHB 1406 revenue source can be used to pay the amount of $63,216.29
that would be due under the guidelines for the Emergency Solutions Grant in September 2022.
The City will accumulate approximately $85,500 in SHB 1406 funds between the time of this report
through Quarter 2, 2022. It was the City’s hope to begin accumulating the SHB 1406 funds for new
permanent housing solutions.
Fiscal and Policy Implications
Fiscal implications of this item are minimal. The City has available funding through braiding grant
funds to complete the purchase of the enhanced shelter and will accumulate enough funds
through SHB1406 to make the re-payment amount of $63,216.29 that would come due at the end
of September 2022.
Council Packet Attachment
A. El Rancho Purchase Funding Breakdown
Finance Committee Review
To be reviewed by Ad Hoc Homeless Committee on February 4th, and Finance Committee on
February 9th.
Legal Review
N/A
Options
Option Results
• Authorize the allocation of funds. Authorize City Manager to allocate funds to the
purchase of the Enhanced Shelter
• Take no action. The purchase of the enhanced shelter will not be
able to close, and the additional shelter beds that
will have been created through this purchase will
not be in existence.
Action Requested
Staff suggest that City Council authorize the allocation of funds as presented.
Moses Lake Council Packet 2-9-21, Page 96 of 100
El Rancho Purchase
Initial Costs
Required Down Payment $455,400.00
Repair and Maintenance Expense $103,000.00
Total Initial Investment $567,400.00
Amount Required by Source
HopeSource Initial Funds $353,000.00
City of Moses Lake Initial Funds $214,400.00
City Funding
EHG-CV19 34,935.49$
CARES (General Fund Spending)93,374.00$
HB1406 (Current Amount available)22,874.22$
Total Available Funds 151,183.71$
Gap in Funding: $63,216.29
Emergency Solutions Grant 2021 $551,631
(non-allocated)
HB1406 Accumulation through 9/2022 $85,500
Moses Lake Council Packet 2-9-21, Page 97 of 100
Page 1 of 2
STAFF REPORT
To: Allison Williams, City Manager
From: Susan Schwiesow, Interim Parks & Recreation Director
Date: February 5, 2021
Proceeding Type: New Businesss
Subject: Reallocate Cascade Paving Funding to Lauzier Complex Infields
Legislative History:
• First Presentation: February 9, 2021
• Second Presentation:
• Action: Motion
Overview
In the Parks & Recreation 2021 capital budget, $65,000 was budgeted for Cascade Campground
paving. There are several improvements (electric and sewer updates for each site) that need to be
completed at Cascade Campground before paving would be feasible. The Paul Lauzier Athletic
Complex has three softball/baseball infields that need to be overhauled for safety reasons. We
have a quote from Northwest Turf Solutions, Inc to upgrade our three fields costing a little less
than what was budgeted for Cascade Campground paving. The upgrade to the infields would
require less maintenance in the long term and create a safe infield for teams to play on.
Fiscal and Policy Implications
N/A
Council Packet Attachments
A. Quote for Paul Lauzier Field Improvements
Finance Committee Review
N-A
Legal Review
N-A
Moses Lake Council Packet 2-9-21, Page 98 of 100
Page 2 of 2
Options
Option Results
• Authorize the reallocation as presented Paul Lauzier fields will be improved.
• Provide staff with changes Action would require staff to bring a revised
number of fields to be improved to Council for
consideration.
• Take no action. Budget will remain the same.
Action Requested
Staff request to reallocate capital funds reserved for paving at Cascade Campground to the
improvements for Paul Lauzier softball/baseball fields.
Moses Lake Council Packet 2-9-21, Page 99 of 100
Estimate
Date
1/22/2021
Estimate #
108
Name / Address
City of Moses Lake
PO Box 1579
Moses Lake, WA 98837
Northwest Turf Solutions, Inc.
13305 Rd 2 SE
Moses Lake, WA 98837
Project
We look forward to working with you!
Total
Subtotal
Sales Tax (8.4%)
Description Qty Rate Total
Lauzier Field Renovation
(3 fields)
Fraze Mow and haul off material 5,760 0.50 2,880.00T
Laser grade 39,000 0.10 3,900.00T
Till in first load of DuraEdge 3 500.00 1,500.00T
360 ton DuraEdge classic 360 120.00 43,200.00T
Spread infield mix and finish grade 39,000 0.12 4,680.00T
$60,877.44
$56,160.00
$4,717.44
Moses Lake Council Packet 2-9-21, Page 100 of 100