2019 0514 Council Agenda Packet_____________________________________________________________________________________
Moses Lake City Council
Karen Liebrecht, Mayor | David Curnel, Deputy Mayor | Mike Riggs, Council Member | Don Myers, Council Member
Daryl Jackson, Council Member | Ryann Leonard, Council Member| Dean Hankins, Council Member
Regular Meeting Agenda
Moses Lake Civic Center – 401 S. Balsam
May 14, 2019 at 7:00 p.m.
Call to Order – 7:00 p.m.
Roll Call
Pledge of Allegiance
Summary Reports:
Mayor’s Report
Additional Business
City Manager’s Report
Citizen’s Communications – Identification
Citizens who would like to address the Council must complete one of the blue speaker request cards and submit it to the
City Clerk. There is a (5) minute time limit per speaker.
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.
#1 a.City Council Meeting Minutes dated April 22, 23, 29, and May 2, 2019
b.Bills and Checks Issued
c.Accept Sand Dunes Irrigation Piping and Power Project
d.Accept Road L Water Main Project
e.Accept Emergency Water Main Project
Old Business
#2 Ambulance Billing Policies Resolution 3763 Motion
Presented by Brett Bastian, Fire Chief
Summary: Council to review and consider adoption
#3 Ambulance Billing Amending MLMC 2.30 Ordinance 2925 – 2nd Presentation Motion
Presented by Brett Bastian, Fire Chief
Summary: Council to review and consider adoption
May 14, 2019, City Council Meeting – Page 2
#4 White Bikes, LLC Contract Amendment Motion
Presented by Spencer Grigg, Parks Director
Summary: Council to review and consider authorization
#5 Camping Penalty Amending MLMC 9.18 Ordinance 2927 Motion
Presented by Kevin Fuhr, Police Chief
Summary: Council to review and consider adoption
New Business
#6 Conservation Amendment for WSDOT Wetland Bank Instrument Motion
Presented by Kris Robbins, Associate Planner
Summary: Council to review and consider approval
#7 Voucher Audit Amending MLMC 3.40.030 Ordinance – 1st Presentation
Presented by Cindy Jensen, Finance Director
Summary: Council to review and provide direction to staff
#8 Election of Homeless Program Resolution 3764 Motion
Presented by Kevin Fuhr, Police Chief
Summary: Council to review and consider adoption
Administrative Reports
Council Communications and Reports
Executive Session
Potential Litigation pursuant to RCW 42.30.110(1)(i)
Adjournment
MOSES LAKE CITY COUNCIL
April 22, 2019
CALL TO ORDER
The special meeting of the Moses Lake City Council was called to order at 3:01 p.m. by Mayor
Liebrecht in the Council Chambers of the Civic Center, 401 S. Balsam, Moses Lake,
Washington. ROLL CALL
Present: Mayor Liebrecht; Deputy Mayor Curnel; Council Members Jackson, Leonard, and
Hankins. Absent: Council Members Riggs and Myers.
NEW BUSINESS #1 Resolution Declaring an Emergency
The resolution identifies an emergency and authorizes the award of a contract without
having to go through the long statutory requirements for bidding. Action taken: Council Member Hankins moved to adopt Resolution 3762, second by Deputy Mayor Curnel. The motion carried 5 – 0.
#2 Award Emergency Water Line Repair Contract Staff received two quotes for the emergency water works project that exceeded the City Manager’s spending authority established by Resolution 3668. Council discussed amending the spending authority to match the state maximum in order to expedite future
repairs.
Action taken: Council Member Leonard moved to award the emergency water line repair contract to Pegram Construction in the amount of $113,561.75, second by Deputy Mayor Curnel. The motion carried 5 – 0. ADJOURNMENT The special meeting was adjourned at 3:14 p.m.
______________________________________ Karen Liebrecht, Mayor
ATTEST____________________________________
Debbie Burke, City Clerk
MOSES LAKE CITY COUNCIL
April 23, 2019
STUDY SESSION
A study session was held prior to the regular meeting to discuss the Ambulance Billing Process.
Chief Brett Bastian reviewed the pamphlet he prepared with the City Manager and Finance
Director for this session. Council requested staff draft a billing insert to inform the public about
the monthly ambulance billing fee and how it effects ambulance services and not the ambulance
service billing directly.
CALL TO ORDER
The regular meeting of the Moses Lake City Council was called to order at 7:00 p.m. by Mayor
Liebrecht in the Council Chambers of the Civic Center, 401 S. Balsam, Moses Lake,
Washington.
ROLL CALL
Present: Mayor Liebrecht; Deputy Mayor Curnel; Council Members Jackson, Myers, Leonard,
Riggs, and Hankins.
PLEDGE OF ALLEGIANCE
Chamber of Commerce Director Debbie Doran-Martinez led the Council in the Pledge of
Allegiance.
SUMMARY REPORTS:
MAYOR’S REPORT
Mayor Liebrecht presented a recognition certificate, city pin, and folded US Flag to each
of the following Moses Lake High School 2019 graduates entering various branches of
the military: Faith Callaway, Ethan Cejka, Adrean Negrete, Gaven Allison, Sabrina
Tarango, Carlos Morales, Jr, and Cody Johnson. The following three recruits were unable
to attend the meeting and received their certificates after the meeting: Julia Gutierrez-
Carsten, Michael Iverson, and Estrella Ceja.
CITY MANAGER’S REPORT
New City Employees
City Manager John Williams introduced the new Communications Specialist Lynne
Lynch. Fire Chief Brett Bastian introduced our newest Firefighter Lynn Falconer.
PRESENTATION
#1 The Driftmier Architects – Larson Rec Center Cost Estimates
Principal Architect Lee Driftmier provided slides to illustrate the square foot options for a
new Rec Center. Council concurred to draft plans for a 30k square foot facility at
roughly $300 per square foot. Staff will present different financing options for Council
to choose from. The remodel of the existing Parks Department office building to Police
space will be assessed once a new recreation building is closer to a construction phase.
CITY COUNCIL MINUTES – April 23, 2019
pg. 2
CONSENT AGENDA
#2 a. City Council meeting minutes dated April 9th
b.Claims in the amount of $788,325.29 and prepaid claim checks in the amount of
$1,636,192.03
c.Award HVAC Project for Fire Station 1
d.Award Annual Citywide Crack Seal Project
e.Accept Harley B. Short Plat Improvements Resolution 3761
f.Accept Large Water Meter Vault Project – 2018 Rebid
Action taken: Council Member Riggs moved to approve the Consent Agenda, second by Council
Member Myers. The motion carried 7 – 0.
NEW BUSINESS
#3 Clover Drive Vacate Ordinance 2923
1st presentation of the ordinance occurred at the last regular meeting. A correction adding
an easement clause to the ordinance was distributed at the meeting. Staff discovered that
the legal description on the revised document will need another modification. The
ordinance will vacate a portion of city right-of-way.
Action taken: Council Member Leonard moved to adopt Ordinance 2923 with staff’s amendment
to the legal description, second by Council Member Jackson. The motion carried 6 – 0. Deputy
Mayor Curnel recused himself from the vote.
#4 Business License Amendments Ordinance 2924
1st presentation of the ordinance occurred at the last regular meeting. The ordinance
provides changes required to meet the application requirements for the new State
Department of Revenue partnership.
Action taken: Council Member Jackson moved to adopt Ordinance 2924, second by Council
Member Leonard. The motion carried 7 – 0.
ADMINISTRATIVE REPORTS
Finance Director Cindy Jensen announced the Spring Clean Up event being held May 4th and
11th from 9 am to 2 pm at Lauzier Park and Surf N Slide Park respectively. This information
was sent out as an insert in utility bills and will be posted online. She also shared that a contract
has been signed for a new software system which will eliminate recent payroll errors.
City Manager John Williams advised that the Communications Specialist will be working with
the Parks Department to distribute flyers containing new scoreboard and lighting amenities.
Information on the dedication events for the amenities will be announced once planned.
Police Chief Kevin Fuhr distributed flyers at the meeting showing a proposed needle drop box to
be placed in the community to enhance the Needle Exchange Program to eliminate the spread of
disease and decrease the quantity of needles found in parks and vacant property.
COUNCIL COMMUNICATIONS AND REPORTS – no action taken.
CITY COUNCIL MINUTES – April 23, 2019
pg. 3
EXECUTIVE SESSION
Mayor Liebrecht called an Executive Session at 8:01 p.m. to be held for 15 minutes to discuss
litigation pursuant to RCW 42.30.110(1)(i) with no action to follow.
Mayor Liebrecht extended the session for 10 minutes at 8:16 p.m.
ADJOURNMENT
The regular meeting was adjourned at 8:30 p.m.
______________________________________
Karen Liebrecht, Mayor
ATTEST____________________________________
Debbie Burke, City Clerk
MOSES LAKE CITY COUNCIL
April 29, 2019
CALL TO ORDER
The special meeting of the Moses Lake City Council was called to order at 9:00 a.m. by Mayor
Liebrecht in the Council Chambers of the Civic Center, 401 S. Balsam, Moses Lake,
Washington. ROLL CALL
Present: Mayor Liebrecht; Council Members Jackson, Myers, Leonard, Riggs, and Hankins.
Absent: Deputy Mayor Curnel.
Action taken: Council Member Riggs moved to excuse Deputy Mayor Curnel, second by Council Member Leonard. The motion carried 6 – 0.
EXECUTIVE SESSION Mayor Liebrecht called an Executive Session at 9:01 a.m. to be held for 30 minutes to discuss litigation pursuant to RCW 42.30.110(1)(i) with possible action to follow.
City Attorney Katherine Kenison extended the session for 30 minutes at 9:30 a.m.
Mayor Liebrecht extended the session for 10 minutes at 10:01 a.m.
The meeting reconvened at 10:11 a.m. Action taken: Mayor Liebrecht moved to put City Manager John Williams on Administrative Leave indefinitely, second by Council Member Jackson. The motion carried 6 – 0.
ADJOURNMENT The special meeting was adjourned at 10:15 a.m.
______________________________________ Karen Liebrecht, Mayor
ATTEST____________________________________ Debbie Burke, City Clerk
MOSES LAKE CITY COUNCIL
May 2, 2019
CALL TO ORDER
The special meeting of the Moses Lake City Council was called to order at 9:15 a.m. by Mayor
Liebrecht in the Council Chambers of the Civic Center, 401 S. Balsam, Moses Lake,
Washington. ROLL CALL
Present: Mayor Liebrecht; Council Members Myers, Leonard, Riggs, and Hankins. Absent:
Deputy Mayor Curnel and Council Member Jackson.
Action taken: Council Member Leonard moved to excuse Deputy Mayor Curnel and Council Member Jackson, second by Council Member Myers. The motion carried 5 – 0.
EXECUTIVE SESSION Mayor Liebrecht called an Executive Session at 9:17 a.m. to be held for 15 minutes to discuss litigation pursuant to RCW 42.30.110(1)(i).
Mayor Liebrecht extended the session for 10 minutes at 9:30 a.m.
Mayor Liebrecht extended the session for 5 minutes at 9:40 a.m.
The meeting reconvened at 9:46 a.m. NEW BUSINESS
Consideration for Substitute City Manager
Action taken: Council Member Riggs moved to establish a Substitute City Manager position pursuant to RCW 35A.13.150 from a qualified member of the staff during the absence of the current City Manager, second by Council Member Hankins. The motion carried 5 – 0.
Action taken: Council Member Hankins recommends Police Chief Kevin Fuhr as the Substitute City Manager, second by Council Member Riggs. The motion carried 5 – 0. ADJOURNMENT
The special meeting was adjourned at 9:50 a.m.
______________________________________
Karen Liebrecht, Mayor ATTEST____________________________________
Debbie Burke, City Clerk
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Police Chief
From: Fred Snoderly, Municipal Services Director
Date: May 9, 2019
Proceeding Type: Consent Agenda
Subject: Accept Sand Dunes Irrigation Piping and Power Project - 2019
Legislative History:
• First Presentation:
• Second Presentation:
May 14, 2019
• Action Motion
Staff Report Summary
Joe’s Excavation has completed the work on the Sand Dunes Irrigation Piping and Power Project –
2019 and it is ready to be accepted.
Background
The project consisted of installing a 4,500 feet of irrigation water main and direct bury power line.
The work completed is in the amount of $116,211.29. The original contract price for the contract
was $105,409.93. The additional cost was due to additional buried power that had to be installed
to make the system work correctly.
The work completed by the contractor is physically complete and ready for acceptance.
Fiscal and Policy Implications
Upon acceptance, the City will enter into the 60 day lien period as required by Washington State
Law.
Page 2 of 2
Options
Option Results
• Approve a motion to accept the project
as presented.
The 60 day lien period will begin.
• Take no action. The project won’t be accepted at this time.
Staff Recommendation
Staff recommends accepting the Sand Dunes Irrigation Piping and Power Project - 2019.
Attachments
A. None
Legal Review
N-A
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Police Chief
From: Fred Snoderly, Municipal Services Director
Date: May 9, 2019
Proceeding Type: Consent Agenda
Subject: Accept Road L Water Main Project - 2019
Legislative History:
• First Presentation:
• Second Presentation:
May 14, 2019
• Action Motion
Staff Report Summary
C and E Trenching has completed the work on Road L Water Main Project - 2019 and it is ready to
be accepted.
Background
The project consisted of installing a mile of 12” water main with inline valves and fire hydrants on
Road L between Nelson Road and Kinder Road.
The work completed is in the amount of $500,148.14. The original contract price for the contract
was $449,001.46. The additional cost was due to extra labor to dig through some caliche
outcroppings encountered and work to repair existing valves for the Water Department.
The work completed by the contractor is physically complete and ready for acceptance.
Fiscal and Policy Implications
Upon acceptance, the City will enter into the 60 day lien period as required by Washington State
Law.
Page 2 of 2
Options
Option Results
• Approve a motion to accept the project
as presented.
The 60 day lien period will begin.
• Take no action. The project won’t be accepted at this time.
Staff Recommendation
Staff recommends accepting the Road L Water Main Project - 2019.
Attachments
A. None
Legal Review
N-A
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Police Chief
From: Fred Snoderly, Municipal Services Director
Date: May 9, 2019
Proceeding Type: Consent Agenda
Subject: Accept Emergency Water Main Project - 2019
Legislative History:
• First Presentation:
• Second Presentation:
May 14, 2019
• Action Motion
Staff Report Summary
Pegram Construction, Inc. has completed the work on Emergency Water Main Project - 2019 and
it is ready to be accepted.
Background
The project consisted of installing 800 feet of water main on Division Street and 5th Avenue to
replace failing AC water main and repair the asphalt that was heaved and damaged due to the
breaks.
The work completed is in the amount of $144,874.81. The original contract price for the contract
was $113,561.75. The additional cost was due to having to go outside of the original boundary of
the project to correct damaged asphalt that was not seen until cleanup of the site was in progress.
The work completed by the contractor is physically complete and ready for acceptance.
Fiscal and Policy Implications
Upon acceptance, the City will enter into the 60 day lien period as required by Washington State
Law.
Page 2 of 2
Options
Option Results
• Approve a motion to accept the project
as presented.
The 60 day lien period will begin.
• Take no action. The project won’t be accepted at this time.
Staff Recommendation
Staff recommends accepting the Emergency Water Main Project - 2019.
Attachments
A. None
Legal Review
N-A
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Police Chief
From: Brett Bastian, Fire Chief
Date: May 2, 2019
Proceeding Type: Old Business
Subject: Resolution Adopting Ambulance Billing Policies
Legislative History:
• First Presentation:
• Study Session:
March 26, 2019
April 23, 2019
• Second Presentation: May 14, 2019
• Action: Motion
Staff Report Summary
The Ambulance Transport Billing Procedure, and EMS Financial Assistance Policy establish the
procedures for billing for ambulance transports, and defines the criteria for the provision of
financial assistance for EMS transports for citizens of the City of Moses Lake.
Background
Council requested staff to look into the collection of co-payments. Areas of contradiction within
the existing municipal code chapter were found and have been addressed to ensure clear direction
is contained therein for application of co-payment/co-insurance, as well as move the transport rate
setting to the fee schedule and tie it to the same consumer product index the ambulance utility
fee is tied to. The policies for transport billing and financial assistance are part of the package for
updating and modifying the way citizens are billed for ambulance transports and provides a
mechanism for providing financial assistance to citizens in need.
Fiscal and Policy Implications
Changes to the collection policy and rate setting are directly tied to the overall fiscal viability of the
ambulance utility.
Page 2 of 2
Options
Option Results
• Adopt the resolution as presented Provides a mechanism for providing financial
assistance to those in need, and provides clear
guidance on the ambulance billing procedure.
• Modify the resolution Any directed changes could be incorporated
into the policies.
• Take no action No policy guidance would be presented, and
no mechanism for providing financial
assistance to those in need would be available
under our current billing methodology.
Staff Recommendation
Staff recommends that Council adopt the resolution as presented.
Attachments
A. Resolution and Exhibits
Legal Review
The following documents are attached and subject to legal review:
Type of Document Title of Document Date Reviewed by Legal Counsel
• Policy Transport Billing Procedure Policy 03/22/2019
• Policy EMS Financial Assistance Policy and
application
03/22/2019
RESOLUTION NO. 3763
A RESOLUTION SETTING FORTH THE POLICY FOR AMBULANCE
TRANSPORT BILLING AND EMERGENCY MEDICAL SERVICES
FINANCIAL ASSISTANCE, AND ESTABLISHMENT OF A
FINANCIAL ASSISTANCE APPLICATION.
RECITALS:
1. The City of Moses Lake intends to establish and revise from time to time the
administrative policies guiding the operations and management of the city.
2. The City of Moses Lake has not previously had an Ambulance Transport
Billing policy, nor has it had a policy for Emergency Medical Services
Financial Assistance.
RESOLVED:
1. The Moses Lake City Council adopts the Ambulance Transport Billing Policy
and Emergency Medical Services Financial Assistance Policy attached as
Exhibits A and B.
2. The Moses Lake City Council establishes a financial assistance application for
Emergency Medical Services attached as Exhibit B Appendix.
Adopted by the City Council of the City of Moses Lake on May 14, 2019.
_________________________________
Karen Liebrecht, Mayor
ATTEST:
_________________________________________
Debbie Burke, City Clerk
Ambulance Transport Billing
Page 1
1.0 REFERENCE
Resolution 3763 Exhibit A.
2.0 PURPOSE
2.1 A system to accurately track and audit the billing procedure to ensure that each
ambulance transport is billed appropriately.
3.0 DEFINITIONS
3.1 DEMOGRAPHICS DOCUMENT refers to the document containing patient
information which is provided by the facility receiving that patient.
3.2 CENTRAL BONDED COLLECTORS, INC. means the collection agency the City
currently contracts with for collection of delinquent accounts for transport fees.
3.3 MIR means Medical Incident Report.
3.4 PCR means Patient Care Report.
3.5 THIRD PARTY BILLING COMPANY means the billing company that the City
currently contracts with to bill for transport fees.
4.0 RESPONSIBILITIES
4.1 Various personnel, including emergency medical employees and office staff, will
be responsible for completing their assigned portion of the billing procedure.
The Fire Chief has overall responsibility for ensuring that the billing procedure is
completed.
5.0 GUIDELINES
5.1 After each transport is completed, and the patient has arrived at the receiving
facility, the emergency medical employee responsible for the patient’s care
during transport will obtain a patient demographics document from that facility.
5.2 If physically capable, the patient will be required to sign a release allowing the
City to bill their insurance directly for the transport. If the patient is unable to
sign the release due to their physical inability to do so, the City will bill their
insurance as a courtesy to the patient.
Ambulance Transport Billing
Page 2
5.3 The demographics document will be sent with that patient’s MIR/PCR to the
third party billing company for billing.
5.4 Upon receipt of the MIR/PCR by the third party billing company, all accounts are
set up and charges are entered within three days. Once this entry is completed,
all charges with sufficient information are billed directly to an insurance
company, while those accounts without sufficient billing information are billed
directly to the patient along with a form requesting insurance information.
5.5 Items billed directly to an insurance company are reviewed monthly. Rebilling
and additional information is provided as necessary. After all appropriate
insurance payments have been received; a private statement is generated and
mailed to the patient if there is a legally collectable balance.
5.6 Patient inquiries are handled via a nationwide toll free telephone line to the
third party billing company. All employees of the third party billing company are
cross trained on all accounts, so the person answering the phone will usually be
able to handle the patient’s questions without having to forward that call to
someone else.
5.7 Payments are typically mailed directly to the third party billing company’s post
office box. They are always made payable to City of Moses Lake, never to the
third party billing company. Those payments are then deposited in a bank
account established by the City of Moses Lake Finance Department, with copies
of the deposit slip mailed to the City of Moses Lake Finance Department. The
third party billing company has “deposit only” access to this account.
5.8 The third party billing company initiates any refunds to patients or insurance
companies by the use of a “Refund Request Form” along with the supporting
documentation. Refunds will be processed through the established voucher
process for accounts payable.
5.9 As long as a patient has a private balance owing, they will continue to receive
monthly statements until the account is paid in full or determined to be
uncollectible. If the third party billing company has received no payment and no
contact from the patient after the second statement is mailed, they will attempt
to make phone contact to encourage the patient to set up a payment plan. They
will explain that there are no finance charges and even a small monthly payment
will demonstrate the patient’s cooperation in getting the account paid.
5.10 For those accounts that result in mail returned, phone disconnected, or no
response, the third party billing company will make a final call to the hospital to
Ambulance Transport Billing
Page 3
see if they have any updated information. Typically, these accounts have
already been turned over to collections or written off by the hospital. If the
patient received debt forgiveness from the hospital, an indigent care application
is mailed to the patient. In the rare situation that the hospital has new billing
information, the third party billing company will follow up with this information.
If no further information is available from the hospital, these accounts are
deemed uncollectible.
5.11 For those guarantors owing $100 or more who have not responded prior to the
mailing of the fourth statement, a collection notice is sent with the fourth and
final statement. This notice includes a date by which the patient must respond
to avoid collections. If no response is forthcoming, the account is then turned
over to “Collections Services Company” for follow-up and adjustment off the
accounts receivable. If we have no correct address, the account is sent directly
to Central Bonded Collectors without this notice. Those accounts of $99.99 or
less are adjusted off the accounts receivable. A list of patients deemed
uncollectible is available in the monthly reports sent to the Fire Department by
the third party billing company.
5.12 If a patient has returned an indigent care application to the third party billing
company’s office, it is forwarded to the City Finance Director with any other
pertinent information they have regarding this account with a recommendation.
The Finance Director is responsible for reviewing this information under the
guidelines set forth by the Indigent Care Policy. If a patient is to receive debt
forgiveness, the Finance Director signs an authorization to write off the account
and faxes it back to the third party billing company.
5.13 Once per month, after the final charges for the month have been entered, a
month-end process is performed. This process generates the monthly private
statements, ages the account receivable and produces the monthly reports,
which are sent to the Fire Department. These reports detail the monthly activity
on the City’s accounts.
5.14 It should be emphasized that these are guidelines. Because the third party
billing company works closely with the patients and the fire department staff to
resolve billing issues, there will be situations which require a reasonable degree
of flexibility.
EMS Financial Assistance
Page 1
1.0 REFERENCE
Resolution 3763 Exhibit B.
WAC #246-453-001 through #246-453-060.
2.0 PURPOSE
2.1 It is the policy of The City of Moses Lake that no person will be denied needed
pre-hospital health care services because of an inability to pay for such service.
The City Fire Department will provide needed pre-hospital services without
discrimination to those persons with no, or inadequate means to pay for needed
care.
2.2 The City of Moses Lake will use the most recent Federal Poverty Guidelines to
implement a process for debt forgiveness detailed in the Financial Assistance
Policy. The City Council reserves the right to extend debt forgiveness to persons
unable to complete the required application process. The Council will review this
on an individual basis.
2.3 Financial Assistance applications are available upon request through the third
party billing company. The third party billing company will be responsible for
obtaining approval signatures for write-offs from The City of Moses Lake at the
time that each application is processed. The City will be kept informed on a
regular basis of the activity of the financial assistance accounts, and the amount
of fees being written off.
3.0 DEFINITIONS
3.1 DEBT FORGIVENESS is the act of canceling a debt owed to the City for services
rendered either partial or in full.
3.2 FINANCIAL ASSISTANCE shall refer to the act of providing medical assistance to
persons without ability to pay for such services, either partial or in full payment,
i.e. also known as INDIGENT CARE.
4.0 RESPONSIBILITIES
4.1 The billing company utilized by The City of Moses Lake ascertains whether those
persons claiming to need financial assistance, actually meet criteria according to
the current Federal Poverty Guidelines. These guidelines are also used by
hospitals to establish the need for economic assistance.
EMS Financial Assistance
Page 2
4.2 It is the responsibility of the third party billing company to notify the City of the
existence of such accounts. Supplemental information, such as income level, cost
of living, etc. is also provided.
4.3 It is the responsibility of the Finance Director to review the documentation
requesting debt forgiveness according to the financial assistance guidelines. The
Finance Director signs the approval document and faxes it back to the third party
billing company. A copy of this request is kept on file for future reference at both
locations. The City of Moses Lake is kept informed of the financial assistance
account activity on a monthly basis.
5.0 GUIDELINES
5.1 The following are the guidelines for determining the financial status of those
parties applying for debt forgiveness from the City.
5.1.1 The following criteria will assist staff in making consistent and objective
decisions regarding the eligibility for financial assistance while ensuring
the maintenance of a sound financial base:
A. Service Categories: Emergency medical services will be provided for
persons needing financial assistance.
B. Eligibility Criteria: Debt forgiveness is secondary to all other financial
resources available to the patient including insurance, government
programs, third party liability, and liquid assets.
C. Full debt forgiveness will be provided to a patient with a gross family
income at or below 100% of current published Federal Poverty Income
Guidelines.
D. A partial debt forgiveness schedule will be used to determine financial
assistance according to current published Federal Poverty Income
Guidelines.
E. Debt forgiveness may be provided to a responsible party with gross
family annual income greater than 200% of the federal poverty
guidelines if circumstances such as extraordinary non-discretionary
EMS Financial Assistance
Page 3
expenses, future earning capacity, and the ability to make payments
over an extended period of time warrant consideration.
F. Reasonable payment arrangements, consistent with the eligible
responsible party’s ability to make payments, will be extended for
amounts not eligible for debt forgiveness. Up to four monthly
payments without interest may be arranged. The City reserves the
right to revoke any debt forgiveness and assign
all unpaid balances to collections if an extended payment agreement is
in default.
5.1.2 Eligible Determination: Requests for consideration may be proposed by
sources such as physician, community or religious groups, social services,
hospital personnel, the patient, guarantor, or family member. The City will
use an application process through their third party billing company, for
determining initial interest in and qualification for financial assistance. The
City’s decision to provide debt forgiveness in no way affects the
responsible party’s financial obligations to physicians or other healthcare
providers.
A. The City will base their decision of eligibility based upon the data
gathered via the third party billing company, along with their
recommendation.
B. Applications for debt forgiveness are available through the third party
billing company upon request.
C. Criteria for meeting debt forgiveness eligibility are verified through
utilization of the current “Federal Poverty Guidelines”, also utilized by
most healthcare institutions. The third party billing company utilizes
documentation provided by the patient to verify the need for charity.
Such documentation may include tax returns, payroll check stubs,
letters of verification of absence of income from responsible parties,
etc.
D. All documentation is forwarded from the third party billing company to
The City of Moses Lake for review and approval for those cases that
meet financial assistance criteria. The request is signed by the Finance
Director at The City of Moses Lake and returned to the third party
billing company. A copy of this documentation is also kept by The City
of Moses Lake.
EMS Financial Assistance
Page 4
E. A letter of denial is sent by the third party billing company on behalf of
The City of Moses Lake to those persons not meeting Financial
Assistance Policy requirements.
F. Appeals: The responsible party may appeal the determination of
eligibility for debt forgiveness by providing additional information of
verification of income or family size to the third party billing company.
G. The City realizes that certain persons may have no financial means to
pay for their transport services, but also lack the social network/family
necessary to help them complete any paperwork required to apply for
financial assistance. It is with this limited population in mind, that the
City realizes that there may be individual cases in which there will be
no application process completed. The third party billing company will
notify the Finance Director when these situations occur.
6.0 ADDITIONAL REFERENCES
6.1 Reports of financial assistance allowances are available from the third party
billing company upon request.
7.0 APPENDIX
Application Form
Name Marital Status Social Security Number
Street Address City, State, Zip Code How long at this address?
Employer's Name (if employed, how long?) Employer Address Business Phone No.
Position / Title Monthly Income- Gross Monthly Income- Net
Number of dependents under the age of 18 Other qualified dependents
Name Social Security Number
Street Address City, State, Zip Code How long at this address?
Employer's Name (if employed, how long?) Employer Address Business Phone No.
Position / Title Monthly Income- Gross Monthly Income- Net
INCOME SOURCE ** (Please see notes below on documentation)
AMOUNT (per month) COMMENTS
Public Assistance (Per Month) $
Social Security Income (Per Month) $
Unemployment Compensation (Per Month) $
Worker's Compensation (Per Month) $
Alimony / Child Support $
Pension, Retirement Income $
Dividends, Interest $
Savings/Checking $
Other Income (Please Explain) $
RESPONSIBLE PARTY
SPOUSE
Patient Name: Incident Date:
Comments:
FINANCIAL ASSISTANCE APPLICATION
City of Moses Lake Ambulance c/o EF Recovery PO Box 590, Gig Harbor, WA 98335 Phone: 1-888-241-2043 Fax: 1-253-853-1338 billing@efrecovery.com
THIS SECTION TO BE COMPLETED BY BILLING AGENCY
OTHER MISCELLANEOUS HOUSEHOLD INCOME PER MONTH
OTHER PERTINENT INFORMATION
List any other information that you feel may influence a decision regarding your account:
**Note the source of your income listed and attached income documentation. Examples of documentation you may use to support your income amounts recorded above would be: paycheck stubs, income tax return, W-2s, letter from employer, award letter from DSHS, VA or Social Security benefit determination letter, worker’s compensation award notice, verification of child support through copy of decree, or actual check from supporting parent.
In completing this financial statement, I hereby affirm that the above statements are correct and complete, and I give my consent to further verification by XXXX or its agents.
Signature Date
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Police Chief
From: Brett Bastian, Fire Chief
Date: May 2, 2019
Proceeding Type: Old Business
Subject: Ordinance to update MLMC 2.30 Emergency Medical Service
Legislative History:
• First Presentation:
• Study Session:
March 26, 2019
April 23, 2019
• Second Presentation: May 14, 2019
• Action: Motion
Staff Report Summary
Moses Lake Municipal Code Chapter 2.30 addresses Emergency Medical and Ambulance Service
within the City of Moses Lake. Revisions to the code section addresses the collections policy, rate
setting through the adopted fee schedule, and co-pay / co-insurance payment.
Background
Council requested staff to look into the collection of co-payments. Areas of contradiction within
the existing municipal code chapter were found and have been addressed to ensure clear
direction is contained therein for application of co-payment/co-insurance, as well as move the
transport rate setting to the fee schedule and tie it to the same consumer product index the
ambulance utility fee is tied to.
Fiscal and Policy Implications
Changes to the collection policy and rate setting are directly tied to the overall fiscal viability of
the ambulance utility.
Page 2 of 2
Options
Option Results
• Adopt the ordinance amending
MLMC 2.30
Updates the code sections to remove
contradictory language, moves the transport
rate setting to the fee schedule and ties it to
the CPI index.
• Take no action. The current procedures would continue to be
followed.
Staff Recommendation
Staff recommends Council adopt the ordinance as presented.
Attachments
A. Draft Ordinance
Legal Review
The following documents are attached and subject to legal review:
Type of Document Title of Document Date Reviewed by Legal Counsel
• Ordinance MLMC 2.30 03/22/2019
ORDINANCE NO. 2925 AN ORDINANCE AMENDING MOSES LAKE MUNICIPAL CODE SECTIONS 2.30.050 TITLED “EMERGENCY MEDICAL AND
AMBULANCE SERVICE RATES”, AND 2.30.060 TITLED "BILLING FOR AMBULANCE SERVICE", AND REPEALING SECTION 2.30.170 TITLED "BILLING FOR AMBULANCE TRANSPORTS", OF THE MOSES LAKE MUNICIPAL CODE CHAPTER 2.30 TITLED "EMERGENCY MEDICAL AND AMBULANCE SERVICE"
THE CITY COUNCIL OF THE CITY OF MOSES LAKE, WASHINGTON DO ORDAIN AS FOLLOWS:
Section 1. Section 2.30.170 of the Moses Lake Municipal Code titled "Billing for Ambulance
Transports" is repealed in its entirety. Section 2. Section 2.30.050 of the Moses Lake Municipal Code titled “Emergency Medical and Ambulance Service Rates” is amended as follows:
2.30.050 Emergency Medical and Ambulance Service Rates The rates for emergency medical and ambulance services shall be assessed in accordance with
the adopted fee schedule. Additional service fees for professional services, medical supplies, and
other items expended in the transfer, transport, or treatment of the patient shall be assessed in
accordance with the adopted fee schedule. The rates adopted for particular levels of services
shall be adjusted each year beginning October 2019. These increases or decreases will become
effective on January 1st of the following year. CPI calculations are based on the October year
over year percentage change of the West Coast-B/C Earners and Clerical Workers (CPI-W)
index. The annualized October CPI percentage increase is to be used.
Section 3. Section 2.30.060 of the Moses Lake Municipal Code titled "Billing for Ambulance Service" is amended as follows:
2.30.060 Billing for Ambulance Service: Each person who utilizes the emergency medical and ambulance service shall be billed by the City at the rate set by resolution. The City Manager shall establish a procedure to bill and collect
rates for the emergency medical and ambulance service. Under the procedure, the City may elect
to bill the patient directly or bill the patient’s insurance company and if the patient’s insurance does not cover all the costs of ambulance service, bill the remaining balance to the patient directly. The City may contract with a billing service to bill and collect the rates for the emergency medical and ambulance service.
Each person who is treated or transported by the City’s ambulance service shall be billed by the City at the rates set forth in the adopted fee schedule. The City may contract with a billing service to bill and collect the rates for the emergency medical and ambulance service. Co-payments and / or co-insurance payments required by the patient’s insurance carrier shall be the
responsibility of the patient.
The City shall maintain transport billing and financial assistance policies.
Section 4. 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 5. Effective Date. This ordinance shall take effect and be in force five (5) days after its
passage and publication or its summary as provided by law. Adopted by the City Council of Moses Lake and signed by its Mayor on May 14, 2019.
_______________________________________ Karen Liebrecht, Mayor Attest:
__________________________________________ Debbie Burke, City Clerk
APPROVED AS TO FORM:
__________________________________________ Katherine L. Kenison, City Attorney
Vote: Riggs Liebrecht Myers Jackson Curnel Leonard Hankins Aye
Nay
Abstain
Absent
Date Published: May 20, 2019 Date Effective: May 25, 2019
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Chief of Police
From: Spencer Grigg, Parks & Recreation Director
Date: May 7, 2019
Proceeding Type: New Business
Subject: Modification of White Bikes LLC contract
Legislative History:
• First Presentation: May 14, 2019
• Second presentation:
• Action: Motion
Staff Report Summary Council approved White Bikes LLC the existing 2019 contract earlier this year which authorizes
stand up paddle board, kayak and bicycle rentals on city property. Troy White with has requested
that we modify his existing contract to include rental of canoes and sales of simple pre-packaged
food and pre-packaged non-alcoholic beverages.
Background
The City of Moses Lake contractually (2018) authorized Troy White with White Bikes LLC to
operate a stand up paddle board, kayak & bicycle concession operation based out of Neppel Park
with other waterfront parks included as potential locations in 2018. The contract was renewed
with the same terms in early 2019.
Mr. White appeared at a City Council meeting in late April and requested modification of the
contract to include rental of canoes and sales of pre-packaged food and beverage. Staff supports
the rental of canoes but have concerns regarding sale of pre-packaged food & beverage in that
we have discouraged such activity in our public parks for decades. If we allow Mr. White to sell
these items in city parks, we will be “opening the gates” to anybody and everybody who wishes
to do the same. We are concerned that a significant increase in such activity will result in too
much commercial activity in locations that are designed for a recreational experience as opposed
to a more commercial experience.
Page 2 of 2
Fiscal and Policy Implications
No fiscal impact.
Options
Option Results
• Motion to authorize the City Manager to
execute the agreement as presented or
modified
The city would modify the contract to include
one or more of the requested changes to the
document.
• Take no action. The existing contract would stand as written
without adding any additional items. White
Bikes LLC would continue without adding
rental of canoes and sales of pre-packaged
food and beverage.
Staff Recommendation
Staff recommends the addition of canoes to the contract but does have concerns regarding
allowing food and beverage sales on site.
Attachments
A. Contract w/highlighted changes
Legal Review
The following documents are attached and subject to legal review:
Type of Document Title of Document Date Reviewed by Legal Counsel
Contract Concessionaire Agreement 5/6/2019
CONCESSIONAIRE AGREEMENT PAGE 1
CONCESSONAIRE AGREEMENT
1. Preamble. This Concessionaire Agreement (“Agreement”) is entered into this 15th day of May, 2019, by the City of Moses Lake, Washington, (hereinafter referred to as the “City”), and White Bikes, LLC a Washington Limited Liability Company, (hereinafter referred
to as the “User”).
2. Recitals. 2.1 The City is the owner of public parks known as Neppel Landing, Blue Heron Park, Cascade Park, Lower Peninsula Park, and Montlake Park (“Premises”) in which
User desires to conduct business as a concessionaire renting stand-up paddle boards, kayaks,
canoes, bicycles and the sale of simple pre-packaged food and pre-packaged non-alcoholic beverages. 2.2 The City desires to permit the User to use the park property identified below for the purpose of engaging in the concession activity referenced above, pursuant to the
terms and conditions as set forth in the Agreement below.
2.3. The User desires to conduct its concession activities on City park property subject to the terms of the Agreement set forth below. 3. Agreement. In consideration of the promises and covenants set forth herein, the
parties agree as follows:
3.1 The City hereby grants to the User an exclusive license to occupy and operate the park property identified on the attached Exhibit “A” pursuant to the terms of this Agreement and upon the terms contained herein. 3.2. The City hereby grants to the User such license for a period of 7 months,
to terminate on the 15th day of December, 2019.
3.3 The User will use, maintain, and operate the premises solely as a Concession Stand to serve the public, as set forth herein, by providing rental of paddle boards, kayaks, canoes, bicycles and sales of simple pre-packaged food and pre-packaged non-alcoholic beverages.
3.4 The User will pay to the City, as rental and sales fees, an amount of 15%
of gross revenues to be paid monthly. 3.5. The User shall not sub-license or lease any portion of the property identified in Exhibit “A” without the prior written consent and permission of the City. 3.6 The User will limit the hours and days of operation of the concession
activities to the hours between 12:00 p.m. and 8:00 p.m. Monday through Saturday, and that the
User will not permit any waste of the property or any of the improvements placed thereon. 3.7 That no improvements shall be placed upon the property identified in Exhibit “A” without the prior written permission and consent of the City. 3.8 The City may terminate this Agreement upon fourteen (14) days prior
written notice to the other party.
3.9 The User agrees to conform to and obey all applicable state, federal, and local laws, rules, and regulations governing the use of the property. 3.10. The User shall take all reasonable steps to ensure the safety of Users of the property identified in Exhibit “A.”
CONCESSIONAIRE AGREEMENT PAGE 2
3.11 User shall defend, indemnify, and hold harmless the City, it’s officers,
officials, employees, and volunteers from and against any and all claims, suits, actions, or liabilities for injury or death of any person, or for loss or damage to property, including specifically claims or suits based in whole or in part of deficient or inadequate or negligent acts or omissions on the part of the User, which arises out of the use of Premises or from any activity,
work or thing done, permitted, or suffered by User in or about the Premises, except only such
injury or damage as shall have been occasioned by the sole negligence of the City. 3.12 User shall procure and maintain, for the duration of the use or rental period, insurance against claims for injuries to persons or damage to property which may arise
from or in connection with the use of the facilities and the activities of the User and his or her
guests, representatives, volunteers and employees. User’s maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the User to the coverage provided by such insurance, or otherwise limit the City’s recourse to any remedy available at law or in equity.
3.13 User’s required insurance shall be as follows: 3.13.1 General Liability insurance shall be at least as broad as Insurance Services Office (ISO) occurrence form CG 00 01 covering premises, products
liability, operations, products-completed operations and contractual liability. The
City shall be named as an additional insured on User’s General Liability insurance policy using ISO Additional Insured-Managers or Lessors of Premises Form CG 20 11 or an endorsement providing at least as broad coverage. The General Liability insurance shall be written with limits no less than $1,000,000 each
occurrence, $1,000,000 general aggregate.
3.13.2 The insurance policy shall contain, or be endorsed to contain that the User’s insurance coverage shall be primary insurance as respect the City. Any insurance, self-insurance, or self-insured pool coverage maintained by the City
shall be excess of the User’s insurance and shall not contribute with it.
3.13.3 If the User maintains higher insurance limits than the minimums shown above, the City shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the User, irrespective of
whether such limits maintained by the User are greater than those required by this
contract or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by the User. 3.13.4 The User shall provide a certificate of insurance evidencing the
required insurance before using the Premises.
3.13.5 Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII.
CONCESSIONAIRE AGREEMENT PAGE 3
3.14 That the City may terminate this license upon five days prior written
notice to the User for any breach of the terms hereof. 4. Entire Agreement. This writing embodies the entire agreement between the parties and shall not be modified, unless put into writing. If this Agreement is amended by
written consent of both parties, all amendments shall be attached to this Agreement and be made
a part thereof. If any portion of this Agreement is declared to be invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in full force and effect so long as the purpose of this Agreement shall remain.
5 Notices. Any notices required to be provided by one party to the other under
this Agreement shall be in writing and may be delivered personally to the User or the City Manager or may be mailed by first class and registered mail, postage prepaid: To the City: To the User:
City of Moses Lake White Bikes, LLC Attn: City Manager Attn: Troy White 401 S. Balsam 1116 S. Evergreen Drive. PO Box 1579 Moses Lake, WA 98837
Moses Lake, WA 98837
6. Venue and Jurisdiction. In the event of litigation between the parties related to this Agreement, the parties agree the proper venue is Grant County, Washington.
7. Construction of Agreement. In the event of a dispute between the parties as to
the meaning of terms, phrases or specific provisions of this Agreement, the authorship of this Agreement shall not be cause for this Agreement to be construed against any party nor in favor of any party. The City of Moses Lake obligates itself to the terms of this Agreement by action of its
council. By: __________________________________________ John Williams, City Manager
The User obligates itself to the terms of this Agreement By: __________________________________________
Troy White, Registered Agent
White Bikes, LLC
CONCESSIONAIRE AGREEMENT PAGE 4
Exhibit “A”
List of Waterfront Parks Approved for Paddleboard,
Canoe, Kayak & Bicycle Rentals
and Sales of Simple Pre-packaged Food
and Pre-packaged Non-alcoholic Beverages
Operated by White Bikes, LLC
1. Blue Heron Park – 111 Westshore Drive
2. Cascade Park – 2001 Valley Road
3. Lower Peninsula Park – 3919 Peninsula Drive
4. Montlake Park – 401 Linden Avenue
5. Neppel Landing (Park) – 104 S. Alder Street
Page 1 of 2
STAFF REPORT
To: City Council
From: Kevin Fuhr, Police Chief
Date: May 6, 2019
Proceeding Type: Old Business
Subject: Ordinance Amending MLMC 9.18, Camping Fine
Legislative History:
• First Presentation: November 13, 2018
• Partial Code Change:
• Remaining Code Change:
Ordinance 2921 on April 9, 2019
May 14, 2019
• Action: Motion
Staff Report Summary
As requested by the Mayor and Council Members, attached is an Ordinance amending MLMC
9.18, Camping and adding a new section, 9.18.060 titled “Penalty for Violations”. Council
previously adopted Ordinance 9.18, however, removed the penalty section. Without the penalty
section the Ordinance in its entirety becomes unenforceable. Staff is requesting that the penalty
section be reinserted into the Ordinance.
Background
The proposed changes have been presented previously and are necessary for the remainder of
their respective Code section to be enforceable in light of the recent Boise decision. The Court
ruled in the Boise decision that cities could not have “criminal” penalties for camping law
violations. The proposed penalty section would allow officers to issue a civil penalty, not
criminal, which would coincide with the Courts ruling. Without the penalty section other
“camping” violations would also be unenforceable such as camping in city parks and parking lots
during activities, sporting events and other such activities.
Fiscal and Policy Implications
None at this time. Most impacts will be staff time monitoring and enforcing Ordinance.
Page 2 of 2
Options
Option Results
• Adopt Ordinance as presented Staff will enforce the prohibition of camping as
adopted.
• Take no action. Staff will not enforce the prohibition of
camping.
Staff Recommendation
Staff recommends adoption of the Ordinance as presented.
Attachments
A. Ordinance
Legal Review
The following documents are attached and subject to legal review:
Type of Document Title of Document Date Reviewed by Legal Counsel
• Ordinance Amend MLMC 9.18 May 7, 2019
ORDINANCE NO. 2927
AN ORDINANCE OF THE CITY OF MOSES LAKE,
WASHINGTON, AMENDING CHAPTER 9.18 TITLED “CAMPING” ADDING A NEW SECTION 9.18.060 TITLED “PENALTY FOR VIOLATIONS”
Recitals:
1. Council adopted Ordinance 2921 on April 9, 2019 as amended, which excluded a penalty
for violations.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOSES LAKE, WASHINGTON DO ORDAIN AS FOLLOWS:
Section 1. Section 9.18.060 titled “Penalty for violations” is added as follows:
9.18.060 Penalty for violations.
Any person violating any of the provisions of this chapter shall be deemed to have committed a civil infraction and shall be subject to the following penalties as set forth in MLMC Chapter 1.08:
First violation within a twelve month period C-21 penalty Second and subsequent violation within a twelve month period C-18 penalty
Each and every day, or portion thereof, that the violation continues shall constitute a separate violation.
Section 2. Effective date. This ordinance shall take effect and be in force five (5) days after its passage and publication of its summary as provided by law.
Adopted by the City Council of the City of Moses Lake, WA and signed by its Mayor on May 14, 2019.
_____________________________________ Karen Liebrecht, Mayor
ATTEST:
_______________________________________ Debbie Burke, City Clerk
APPROVED AS TO FORM:
_______________________________________
Katherine L. Kenison, City Attorney
Vote: Riggs Liebrecht Myers Jackson Curnel Leonard Hankins
Aye
Nay
Abstain
Absent
Date Published: May 20, 2019
Date Effective: May 25, 2019
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Police Chief
From: Kris Robbins, Associate Planner
Date: May 8, 2019
Proceeding Type: New Business
Subject: WSDOT Wetland Bank & Conservation Easement Amendment
Legislative History:
• First Presentation: May 14, 2019
• Second Presentation:
• Action: Motion
Staff Report Summary
Washington State Department of Transportation is requesting a correction to the Three Ponds
Wetland Bank Instrument and Conservation Easement that was established back in the early
2000’s. The request is to approve a modified description to match the original intent of both the
instrument and easement.
Background
The City of Moses Lake and Washington State Department of Transportation have been working
together over the years on the Three Ponds Wetland Bank that are located around the Japanese
Gardens. This bank was established in or around 2002 and has been monitored by WSDOT. This
wetland bank provides credits to WSDOT for projects for wetland protection requirements.
In 2016, the City applied for and was awarded a QUADCO RTPO grant (Quad-County Regional
Transportation Planning Organization) to provide a trail around the bank area that is adjacent to
Pioneer Meadows Apartment Complex to provide access between Pioneer Way and Division
Street. During this process, the City noted the need for additional property within the bank area to
provide sufficient trail width requirements pursuant to the grant. To get the property, the City
provided a request to the Mitigation Banking Oversight Committee that approves and regulates
these areas. Their findings (attached) noted that the bank boundary needed to be modified. This
required some investigation and a discrepancy was found within the instrument and easement.
Page 2 of 2
In the documentation it was also requested to vacate a portion of Alder Street. Per our City
Surveyor, this portion of right-of-way was deeded to the city and does not need to be vacated. It
can be incorporated into the legal description of the easement and instrument with no additional
process of the City.
City staff have been working on this and due to staff changes it has caused a bit of a delay. We are
now on track and working to: get the correction to the boundary and agreements with WSDOT;
provide new boundary and wetland delineation for approval by the Oversight Committee; and
continue with the design for the path project as required by the grant.
Fiscal and Policy Implications
No fiscal impact.
Options
Option Results
• Accept modification to the Wetland
Bank Instrument and Conservation
Easement.
Recording of new agreements with WSDOT and
proceed with other items as noted above.
• Take no action. Will need to withdraw QUADCO grant approval.
Result with WSDOT is unknown.
Staff Recommendation
Staff recommends that the Moses Lake City Council allow the City Manager to sign the modified
agreement.
Attachments
A. Email and maps of Wetland Bank
Legal Review N-A
Page 1 of 2
STAFF REPORT
To: Kevin Fuhr, Police Chief
From: Cindy Jensen, Finance Director
Date: May 6, 2019
Proceeding Type: New Business
Subject: An Ordinance Amending MLMC 3.40.030 regarding Auditing
Certification for Vouchers
Legislative History:
• First Presentation:
• Second Presentation
May 14, 2019
May 28, 2019
• Requested Action: 1st Presentation
Staff Report Summary
RCW 42.24 governs the process for audit and review of payroll and claims payments for the City.
Our current practice is to provide detailed reports of all Accounts Payable items in each Council
packet according to Moses Lake Municipal Code 3.40.030. State law allows Council to approve
claims and payroll paid at a summary level, if certain stipulations are met. We are proposing an
amendment to our MLMC to allow this summarization once a month for the prior month activity.
An example of the monthly consent agenda item is attached.
Background
The City Council designated the Finance Director as the Auditing Officer and authorized bills to be
paid prior to the Council Meetings in 1986. Our current practice is to have Department heads
authorize bills for payment prior to sending to Finance. Then the Account Payable Clerk audits the
bills for accuracy, and the Finance Director does a final review for propriety. This fulfills the
requirement in RCW 42.24.080 to attest 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
Page 2 of 2
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, and is
therefore able to send the claims for Council approval at a summary level.
Fiscal and Policy Implications
Preparing the extensive list of claims every Council meeting takes more resources for the Accounts
Payable Clerk and City Clerk, who will both have a more efficient process and be able to reassign
this time to other job duties. Additionally, this agenda item is typically about 30 pages of
information, and reducing this to just a few pages will save in printing costs, as well. In 2018 we
estimated that almost 2 cases of paper was used just to print the packets for distribution.
Options
Option Results
• Adopt the Ordinance Create a more efficient process for reporting
claims payments to City Council
• Modify the Ordinance Council could stipulate certain kinds or
amounts of claims should not be paid before
Council review.
• Do not adopt the Ordinance Maintain the same cumbersome system of
approving claims
Staff Recommendation
Staff recommends City Council review the draft ordinance and provide direction to staff.
Attachments
A. Ordinance
B. Example Monthly Staff Report
Legal Review
The following documents are attached and subject to legal review:
Type of Document Title of Document Date Reviewed by Legal Counsel
• Ordinance Voucher Audit Amendments 04/23/2019
ORDINANCE – 1st Presentation
AN ORDINANCE AMENDING MOSES LAKE MUNICIPAL CODE SUBSECTION 3.40.030 TITLED “AUDITING CERTIFICATION” THE CITY COUNCIL OF THE CITY OF MOSES LAKE, WASHINGTON DO ORDAIN AS
FOLLOWS:
Section 1. Subsection 3.40.030 Of the MLMC titled “Auditing Certification” is amended as follows:
3.40.030 Auditing Certification:
To indicate City Council approval for payment of those vouchers audited and certified by the Finance Director, the following statement must be entered in the City Council minutes:
Vouchers audited and certified by the Finance Director as required by RCW 42.24.080, and those expense reimbursement claims certified as required by RCW 42.24.090, have been recorded on a listing which has been made available to the City Council for approval.
As of __________ the City Council does approve for payment claims in the amount of
__________; prepaid claims in the amount of ______________; claim checks in the
amount of ________________; and payroll in the amount of ________________ .
Claim Checks ##### through ###### in the amount of $________________ and Payroll Checks ##### through ##### in the amount of $_______________
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. Effective Date. This ordinance shall take effect and be in force five (5) days after its passage and publication of its summary as provided by law.
Adopted by the City Council of the City of Moses Lake, WA and signed by its Mayor on May 28, 2019.
_____________________________________ Karen Liebrecht, Mayor
ATTEST:
_______________________________________ Debbie Burke, City Clerk
APPROVED AS TO FORM:
_______________________________________
Katherine L. Kenison, City Attorney
Vote: Riggs Liebrecht Myers Jackson Curnel Leonard Hankins
Aye
Nay Abstain
Absent
Date Published:
Date Effective:
To: John Williams, City Manager
From: Cindy Jensen, Finance Director
Council Meeting Date: Month dd, 2019
Proceeding Type: Consent Agenda
Subject: Monthly Disbursement Report
The following amounts were budgeted and sufficient funds were available to cover these payments:
Claim Checks ###### - ###### $xxx,xxx,xxx.xx Payroll Checks ###### - ###### $xxx,xxx,xxx.xx
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 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 monthly Council approval on the Consent Agenda. The payments listed in the schedule cover all claims and payroll payments during the month 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 available from 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 Director of Finance and Budget 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.
Page 1 of 2
STAFF REPORT
To: City Council
From: Kevin Fuhr, Police Chief
Date: May 7, 2019
Proceeding Type: New Business
Subject: City to Operate its own Homeless Program
Legislative History:
• First Presentation: May 14, 2019
• Second Presentation:
• Action: Motion
Staff Report Summary
The resolution is to adopt a City of Moses Lake homeless program to be able to receive a
percentage of real estate excise tax monies.
Background
Grant County currently manages homeless programs for the City. The City would like the ability
to enact its own homeless program for city residents, and to do so, would need to adopt the
attached resolution to be able to collect real estate excise tax monies to fund a homeless
program.
Fiscal and Policy Implications
The adoption of this resolution would allow the city to collect approximately $200,000 in excise
tax monies.
Options
Option Results
• Adopt resolution Request funds from the county to enact our
own homeless program
• Take no action. County programs remain the same
Page 2 of 2
Staff Recommendation
Staff recommends adoption of the resolution.
Attachments
A. Resolution
Legal Review
The following documents are attached and subject to legal review:
Type of Document Title of Document Date Reviewed by Legal Counsel
• Resolution Homeless Program 4-23-2019
RESOLUTION NO. 3764
A RESOLUTION RELATING TO THE ELECTION OF THE CITY TO OPERATE ITS OWN HOMELESS PROGRAM UNDER CHAPTER 43.185 RCW.
RECITALS:
1. In 2005, the Washington State Legislature enacted the Homelessness Housing and Assistance Act, Chapter 43.185C RCW, to recognize that the fiscal and societal costs of homelessness are high for both the public and private sectors, and that ending homelessness should be a goal for state and local government.
2. RCW 43.185C.080 authorizes cities to assert responsibility for homeless housing within its borders by forwarding a resolution to the legislative authority of the county stating its intention and its commitment to operate a separate homeless housing program.
3. The City of Moses Lake shall then receive a percentage of the surcharges assessed under
RCW 36.22.179 and RCW 36.22.1791 equal to the percentage of the City’s local portion of the real estate excise tax collected by Grant County and may also then apply separately for homeless housing program grants.
4. The City of Moses Lake additionally plans to pursue Homelessness Housing Grant funds
managed by the Department of Commerce. 5. The City of Moses Lake intends to remain a regional partner with all jurisdictions in the pursuit of future grant funding opportunities requiring multi-jurisdictional partnerships.
RESOLOVED:
1. That the City of Moses Lake elects to operate its own homeless program and will meet all regulatory requirements required by the Department of Commerce.
2. That the City Manager be directed to forward a copy of this Resolution to the Grant County
Commissioners. Adopted by the City Council of the City of Moses Lake on May 14, 2019.
___________________________________ Karen Liebrecht, Mayor ATTEST:
________________________________ Debbie Burke, City Clerk