HomeMy WebLinkAboutAgenda Packet 04/21/2009
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~ORTANGELES
WAS H I N G TON, U. S. A.
AGENDA
CITY COUNCIL MEETING
321 East 5th Street
April 21, 2009
REGULAR MEETING - 6:00 p.m.
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. :AG:ENQA~itEM;:J;".
Note: The Mayor may determine the order qlbusinessfor a particular City Council meeting. The agenda should be arranged to best
serve the needs and/or convenience q( the Council and the public. The items qfbusinessfor regular Council meetings may include the
following:
A. CALL TO ORDER -REGULAR MEETING AT 6:00 P.M.
B. ROLL CALL
PLEDGE OF ALLEGIANCE
PUBLIC COMMENT. This is an opportunityfor members q(the public to speak to the City Council about anything. To allow
time for the Council to complete its legislative agenda, comments should be limited to no more than 5 minutes per person and a
total q( 15 minutes for this comment period. (These time periods may be lengthened or shortened at the discretion q( the Mayor.)
PUBLIC CEREMONIESIPRESENT A TlONS
1. Occupational Therapy Month Proclamation
B-1
1. Renee Boyd of Strait Occupational & Hand
Therapy accepting.
2. Present Proclamation
2. Earth Day Proclamation
B-3
C. WORK SESSION
1. AlA SDA T Grant
C-1
1. Review Recommendations.
D. LA TE ITEMS TO BE PLACED ON THIS OR FUTURE AGENDAS as determined by'City Manager
or Council member
E. ORDINANCES NOT REQUIRING PUBLIC
HEARINGS
1. Claims Management Ordinance.
E-l
1. 2nd Reading; Adopt Ordinance
F. RESOLUTIONS
G. OTHER CONSIDERATIONS
H. PUBLIC HEARINGS - QUASI-JUDICIAL
(7:00 P.M. or soon thereafter)
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NOTE: HEARING DEVICES AVAILABLE FOR THOSE NEEDING ASSISTANCE
MAYOR TO DETERMINE TIME OF BREAK
April 2],2009 Port Angeles City Council Meeting Page - 1
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I. PUBLIC HEARINGS - OTHER
(7:00 P.M. or soon thereafter)
I, 2009 Grant Opportunities - Port Angeles Police Dept
J. FINANCE
I, Medic I Billing Agreement with Clallam County Jail
2. Eastern Corridor Phase 11 Funding (I st St Sidewalks), Project
06-21
3. Olym ic Discover Trail Paving, Project TR07-07
K. CONSENT AGENDA
I, City Council Meeting Minutes of April 7, 2009.
2. Expenditure Approval List from 3/28/09 to 4/1 0/2009 for
$726,369.69.
3. FEMA Public Assistance Grant Agreement
4. Police Department Used Vehicle Acquisitions
5. Police Vehicle Purchase - State Contract No. 04608
6. Police Vehicle Purchase - ES 09-005
7. Krei Architecture Consultant Agreement Extension
8. Remote Monitoring System, Project CL03-07, Accept
Project
9. Vehicle A Jreement with Clallam Count Fire District #3
L. CITY COUNCIL COMMITTEE REPORTS
M. INFORMATION
City Manager Reports:
I. Finance Monthly Newsletter - March 2009
2. Planning Commission Minutes - March 25, 2009.
3. PA Forward Committee Minutes -March 2009.
4. Public Works & Utilities Dept -'QuaIterly Report
5. Consultant Report -Quarterly Report
6. Clallam Business Incubator -Quarterl Re ort
N. EXECUTIVE SESSION
O. ADJOURNMENT
1- I
I. Accept public comment as part of the Grant .
a lication re uirement
J-I
J-6
I, Approve Agreement
2. Approve Funding
J-8
3. Approve Change Order
K-l
K-8
I. Accept Consent Agenda,
K-34
K-54
K-56
K-57
K-58
K-59
K-60
M-I
M-3
M-6
M-IO
M-14
M-21
PUBLIC HEARINGS
Public hearings are set by the City Council in order to meet legal requirements. In addition, the City Council may set a
public hearing in order to receive public input prior to making decisions which impact the citizens. Certain matters may be
controversial, and the City Council may choose to seek public opinion through the public hearing process.
. .
NOTE: HEARING DEVICES AVAILABLE FOR THOSE NEEDING ASSISTANCE
MA YOR TO DETERMINE TIME OF BREAK
Apri I 21, 2009 Port Angeles City Counci I Meeting Page - 2
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~OR1}lJGELES
WAS H J N G TON, U. S. A.
CITY COUNCIL MEETING
I.
CALL TO ORDER - REGULAR MEETING:
II. ROLL CALL:
Members Present:
Mayor Braun
Deputy Mayor Wharton
Councilmember Di Guilio
Councilmember Kidd
Councilmember Perry
Councilmember Rogers
Councilmember Williams
Staff Present:
Manager Myers
Attorney Bloor
Clerk Upton
G. Cutler
T. Gallagher
D. McKeen
N. West
y. Ziomkowski
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III. PLEDGE OF ALLEGIANCE:
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· FORTANGELES
WAS H I N G TON. U. S. A.
DATE OF MEETING: April 21. 2009
CITY COUNCIL MEETING
Attendance Roster
LOCATION: City Council Chambers
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~ORTANGELES
OrdinanceIResolution Electronic Distribution List
WAS H I N G TON, U, S. A,
City Council Meeting of Aoril21,2009
Ordinance/ " ~ ~..(.7-lJ'i
Resolution No.
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Personnel I
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PROCLAMA TION
In Recognition of
OCCUPATIONAL THERAPY MONTH
April 2009
WHEREAS, the American Therapy Association has declared the month of April, 2009 to be
known as Occupational Therapy Month; and
WHEREAS, the profession of occupational therapy makes valuable contributions in helping
persons master the "skills for the job of living" after an illness or injury; and
WHEREAS, the services of occupational therapy are available to the citizens of Port Angeles
and Clallam County through hospitals, home health agencies, schools, clinics and
nursing homes; and
WHEREAS, the health and productivity of our citizens depends upon the effective use of health
care resources, including the important services of occupational therapists and
occupational therapy assistants.
NOW, THEREFORE, I, Gary Braun, Mayor, ON BEHALF OF THE CITY COUNCIL OF
PORT ANGELES, do proclaim the month of April 2009 as Occupational Therapy Month in Port
Angeles and call upon all citizens to recognize the achievements and contributions of these valued
health professionals.
April 21. 2009
Gary Braun, Mayor
B-2
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PROCLAMA TION
In Recognition of
EARTH DAY - April 22, 2009
WHEREAS, April nod of each year has been declared as Earth Day by the President of the United States
as an opportunity for all individuals to remember that it is our responsibility to preserve our
environment for future generations; and
WHEREAS, the City of Port Angeles promotes stewardship for the earth through environmentally
responsible actions such as the City's Comprehensive Plan aimed at preserving and
improving the natural environment and incorporating a broad spectrum of environmental
concerns such as stormwater, air pollution, water pollution, waste disposal, and preservation
of sensitive areas; and
WHEREAS, the City continues to incorporate tools for developers that promote smart growth, low impact
development, preservation of open space, efficient use of land and the reduction of sprawl as
well as playing a role in the development of the Clallam County Built Green program which
encourages environmentally responsible construction and development city-wide; and
WHEREAS, the City of Port Angeles works to promote energy conservation, waste reduction, reuse,
recycling, composting, and is a strong supporter of public transit and promotes numerous
rebates and incentives for individuals and companies that apply energy efficient technology
in residential, commercial, and industrial uses; and
WHEREAS, the responsibility for preserving the environment is shared by the entire community, the City
of Port Angeles acknowledges the efforts of countless individuals, businesses, government
agencies and non-profits agencies who work to sustain the productive capacity of our forest,
marine, agricultural and atmospheric eco-systems for future generations.
NOW, THEREFORE, I, Gary Braun, Mayor, ON BEHALF OF THE CITY COUNCIL OF PORT
ANGELES, do hereby proclaim April 22, 2009 as Earth Day in the City of Port Angeles, and invite all
citizens to participate in this important effort by developing and carrying out imaginative projects which will
serve to enhance, restore, and maintain the beauty and environmental well-being of all neighborhoods in our
community.
April 21, 2009
Gary Braun, Mayor
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RESOLUTION 8'5
,2009
ADOPTING A CLIMATE Acr1qN PLAN FOR CLALLAM COUNTY
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THE BOARD OF CLALLAM COUNTY COMMISSIONERS finds as follows:
1. In early March 2008, County Administrator Jim Jones, Jr. asked for employee volunteers to serve on
a Climate Advisory Group whose purpose would be to address County practices that can positively
affect the environment and reduce the County's carbon footprint.
2. The first meeting was convened by John Miller, Director of the Department of Community
Development on March 26, 2008 with representatives of several departments in attendance.
3. The group was tasked with developing recommendations to the Board of Commissioners and on
June 10, 2008 the Board provided a letter outlining their recommendations.
4. Resolution 77, adopted August 5, 2008 (included herein by reference), formally established the
Climate Action Group as an ad hoc committee, and tasked them to perform specific activities.
5. Monthly meetings were held and the Group:
· Completed an inventory of greenhouse gas emissions using 2006 as the inventory year and
utilized International Council for Local Environmental Initiatives (ICLEI) software
. Conducted a commuter survey
· Drafted a Climate Action Plan prioritized by the emissions inventory recommending a baseline
data year, interim emissions reduction targets, and emissions reduction measures
. Initiated an intra-county office recycling program
· Collaborated with Clallam Transit on a subsidized bus pass program for County employees
· Conducted presentations for interested departments on the County's Climate Action program
NOW, THEREFORE, BE IT RESOLVED by the Board of Clallam County Commissioners, in consideration of
the above findings of fact:
1. Adopts the attached Climate Action Plan.
PASSED AND ADOPTED this twln~ ~ f~ ~?r
ATTEST:
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Trish Holden, CMC, Clerk of the Board
~re. 7/ringer
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Michael C. Chapman
J:\public\Resolutions\2009\adopting climate action plan.doc
CLAlLAM COUNTY CLIMATE ACTION PLAN
Prepared by
The Climate Action Group
Submitted to
Clallam County Board of Commissioners
April 21, 2009
CONTENTS
EXECUTIVE SUMMARY . .................... ...... ...... ..... ...... ...................................... ...... ....... 1
ACTION PLAN ... ....... .......... ..... ........ I' .... ............. ........ ..... .................. ........ ..... ...... I' ..... 3
STAFFING.................................................................................................................... 3
BUILDINGS............................................................................................................. .....3
FLEET........................................................................................................................... 4
COMMUTE ......... ........ .......... ........, ...... ........ II ..... ......... .......... ................ ........ ......... .......4
PILOT PROJECTS.. .............................. ......................................................................... 4
Fairgrounds................................................................................ ................................ 4
Parks Department ...... ....... ........... ..... ................ .................. ..... ... ................. ....... ........ 4
Courthouse Complex................................................................................................... 5
Clallam Bay Sekiu Wastewater Treatment Plant .............................................................5
GREEN PRACTICES........................................................................................ .............. 5
Foster Sustainable Behavior ...... .................................. ........ ................................. ........5
Waste Reduction................................. ........ ............................... .......................... ....... 5
Expedite "Green N Permit Reviewing............... ............... ...... ... ~...................... ................. 6
Partner with External Local Sustainability Practitioner's................................................... 6
APPENDIX A . ...... .... II ............ ............ ........... .............. ...... ..... I' ...... .... ....... ..... ........ ...... 7
ENERGY MIX AND COEFFICIENT RATIONALE FROM IClEI .................................................... 7
APPENDIX B....... ...... ....... ..... ...... ......................... ...... ............ ............ ....... ..... ....... ...... 9
EMPLOYEE COMMUTE CALCULATION NOTES, SURVEY TEMPLATES, AND RESPONSES................. 9
APPENDIX C .. ..... ......... .... ..... ...... ...... ....... ..... ......................... ....... ..... ..... ....... ........... 13
GREENHOUSE GAS INVENTORY DATASHEETS................................ ................................ ..... 13
EXECUTIVE SUMMARY
The Clallam County Climate Action Plan is based upon an inventory of energy usage and
greenhouse gas (GHG) emissions compiled in 2008 by the Climate Action Group (CAG) under
the authority of the Board of Commissioners. Data on energy usage in base year 2006 was
collected for County government operations (Appendix C). Energy use and emissions were
categorized into buildings, transportation (including the County fleet and the 2007 employee
commute) and other (sewer provision, streetlights, and solid waste). The Clean Air and Climate
Protection (CACP) software provided by ICLEI converted the energy-usage data into units of
MMBtu and calculated COze (equivalents of COz released) in tons (one ton equals 2,000
pounds), which allows the comparison of disparate activities via a common variable.
The Buildings category accounts for 46 percent of the COze generated by the County (Table 1,
Figure 1). The Courthouse complex, including the Jail, is responsible for approximately 29
percent of the total COze generated by the County. The CAG utilized a regional energy mix
coefficient in the inventory to enable the comparison of County emissions to external
jurisdictions (Appendix A). This regional mix utilized a higher percentage of coal than the
County's electricity providers, so this adoption skews the County's emissions inventory in the
interest of future market entry.
The Transportation category accounts for approximately 51 percent of the COze generated by
the County (Table 1, Figure 1). The County's fleet, including Road Division equipment and
Sheriff's Department patrol cars, contributes 30 percent of the COze generated by the County;
employee commuting in 2007 accounts for 21 percent.
The Othercategory accounts for less than 2 percent of the COze generated in the County, of
which 1.9 percent is the Clallam Bay/Sekiu wastewater treatment facility (Table 1). The
remaining 0.1 percent can be attributed to the methane produced by the decomposition of
waste hauled from County facilities. Solid waste materials, however, have a significant
embedded energy whose COze contribution is attributed at the point of manufacture, not at the
point of consumption or disposal, thus waste reduction activities are still important.
Table 1
Community-Wide and Government Subset Emissions in 2005
.. CategOry C02 Eauivalent (tons C02e) .. Percentage of County Emissions
Buildings 2,580 46
Courthouse 1629 29
Juvenile Services 334 6
TransDortation 2,849 51
Fleet 1,660 30
Commuters 1189 21
Other 177 >3
CB/S Sewer System 107 1.9
Solid Waste ? Neqliqible
Total 6,459 100
1
Comparison of Energy Intensities for different stationary sources is essentially complete.
Energy intensity is a more specific measurement than energy efficiency, as it takes into account
types of use, hours of operation, and number of people served as a reflection of the square
footage of the building. The Clallam County Courthouse, which includes the Jail, and the
Juvenile Services complex are the most energy intensive buildings in the County.
Limitations
Several assumptions were made to complete and interpret the Employee Commute Data
(Appendix B). The data available for 2006 was chosen as it was the earliest year that offered
accessible electronic records. Precise calculations could be made based upon actual 1990
energy consumption levels if staff time becomes available to acquire and resolve the data.
After extensive CAG discussion, including contact with ICLEI, Clallam County has chosen to
adopt their inventory year as their baseline year. The baseline year is a clean dataset and the
consensus was that an inexact backcast would not yield results that would justify the effort. It
is more important to begin reduction measures in pursuit of our overarching goal of an 80
percent reduction in emissions by 2050. The following interim emissions reduction targets will
help the County meet this goal: 10 percent by 2012, 20 percent by 2015, and 50 percent by
2030. These targets reflect a feasible ramp-up in reduction measures for the County that will
provide exemplary public service and meet public mandates while benefiting from maturing
technologies and carbon reduction exchange markets.
Conclusion
The Clallam County Climate Action Plan provides the policy framework, goals, and strategies to
support the reduction of the County's GHG emissions while maintaining an exemplary level of
service. The Action Plan contains the same categories used in the inventory and consists of
parallel yet prioritized employee education and technical solutions. Several pilot projects are
clearly identified to enable short term action in pursuit of long term reduction goals. Many
local, regional, state, national, and international partners exist and by taking this path, the
County is well positioned to join the discussion and offer practiced insight to future rural
government participants. The GHG Inventory serves as a foundation for understanding the
County's use of energy and the sources of greenhouse gas emissions. It offers a baseline from
which to estimate historic 1990 levels and to make projections. It establishes targets for
reduction of emissions and sets priorities for taking action to reach Clallam County
government's long-term goal of reducing our GHG emissions to levels 80 percent lower than
2006 levels by 2050. In summary, this Plan and Inventory is an early step on a long journey.
Acknowledgements
Many people deserve recognition for their efforts on this project during 2008. The support of
Community Development Director John Miller and Commissioner Mike Doherty provided the
space for the CAG to form. All the members of the CAG deserve recognition of their efforts; in
particular Dan Flynn, Trish Holden, Heather Catuzo, Ross Tyler, and Starla Jodoin were
committed participants. KC Carmean, Galin Downing, and Jean Anderson provided crucial data
support during the inventory process. The support of their staff time by Public Works Director
Craig Jacobs, Parks Manager Joel Winborn, and County Auditor Patty Rosand is greatly
appreciated. The member's of the Clallam County Energy Team provided key insights on
existing County practices and helped judge the efficacy of potential reduction measures.
Joanna Loehr of the Port Townsend Climate Action Committee provided invaluable technical
assistance and templates for our efforts, and the CAC's support of our efforts heralds productive
future partnerships. Amy Shatzkin from ICLEI provided timely input throughout and Alexia
Kelley-Schwarz from The Climate Trust helped provide structure to the Action Plan. To adapt
the CAG motto: Together we can indeed make a difference!
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ACTION PLAN
The Clallam County Climate Action Plan is organized by staffing and categories (buildings, fleet,
commute, other) with subsidiary organizing themes to guide future reduction measures. Four
Pilot Projects were identified during the inventory process and offer opportunities for highly
visible initial reduction measures that will have a measurable impact on the County's emissions
footprint. Green practices that do not immediately reduce the County's emissions yet provide
positive environmental outcomes are listed in conclusion.
This plan is not meant to be prescriptive; rather it focuses on policy statements, goals, and
examples to assist future County energy usage decisions. This prioritized Action Plan is based
on a GHG Inventory conducted in accordance with the protocol of ICLEI, an established non-
profit organization that assists local governments to meet sustainability goals. It positions the
County to engage in future carbon emissions reduction markets and seek external sources to
solve the funding gap for infrastructure replacement. This Plan establishes Clallam County as a
leader in climate change issues among rural counties in Washington and positions us well for
future funding opportunities.
STAFFING
The Climate Action Group recommends a dedicated employee to coordinate energy efficiency
efforts across Departments and represent the County as opportunities to engage with external
partners expand. This position could be a partial re-allocation of existing staffing hours across
affected departments; i.e. Community Development, Public Works, Sheriff.
The Climate Action Group will continue to facilitate emissions reductions efforts and organize
other green practices that do not immediately reduce the County's emissions but provide
positive environmental outcomes. Efforts could include fostering sustainable behavior, waste
reduction strategies, and expediting the review of green building efforts.
BUILDINGS
GOAL: Conserve
STRATEGY'. Reduce electricity and fossil heating fuel consumption through educational outreach
and technological improvements.
GOAL: Collaborate
STRA TEGY: Prioritize and seek external support and partners for retrofitting buildings to
consume less electricity and heating fuels.
GOAL: Offset
STRA TEGY'. Explore methods to offset the impact of electricity consumption through
establishing carbon-trading markets.
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FLEET
GOAL: Conserve
STRATEGY: Document existing policies that encourage conservation during fleet use, with
attention to seasonal differences and service provision obligations. Provide clear information to
operators on how to strategically conserve fuel.
GOAL: Collaborate
STRA TEGY: Increase the legibility of and utilization of coordinated equipment policies and fuel
sharing opportunities with regional partners.
GOAL: Offset
STRA TEGY: Explore methods for meeting the challenge of the additional cost to use biodiesel
across the fleet.
COMMUTE
GOAL: Collaborate
STRATEGY: Explore methods to encourage commuting and alternative transportation through
innovative uses of the parking lot. Partner with Clallam Transit to coordinate timely bus service
and vanpool offers for County staff.
GOAL: Provide Incentives
STRA TEGY: Explore means of supporting and rewarding staff that use alternative means to
commute to work, including examples expressed in the commuter survey.
PILOT PROJECTS
Fairorounds
GOAL: Conserve
STRA TEGY: Explore where electricity is consumed and waste is created in Fairground
operations. Identify local partners to help move the Fair toward a minimal-waste event.
GOAL: Collaborate
STRA TEGY: Initiate an energy audit of electricity consumption and identify local partners to help
move the fairgrounds to a net energy producer.
GOAL: Promote
STRA TEGY: Promote the efforts and utilize the fairgrounds as a central gathering place for
similar efforts on the Peninsula.
Parks Deoartment
GOAL: Conserve
STRA TEGY: Conduct an energy audit on structures and prioritize retrofits. Document current
conservation efforts and areas of potential improvement, including equipment sharing and
vehicle use policies.
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GOAL: Collaborate
STRA TEGY: Identify all external lighting that could be powered by SV panels. Identify external
partners to support prioritized structural energy efficiency alterations. Explore potential
partners for solar/wind installations for campgrounds and summer use areas.
GOAL: Promote
STRA TEGY: Promote a "Green Parks" program and use parks as a platform to promote
conservation efforts.
Courthouse Comolex
GOAL: Conserve
STRATEGY: Explore opportunities to refine electricity consumption data. Provide educational
material to staff to promote electricity consumption best practices.
GOAL: Collaborate
STRA TEGY: Work with external partners to promote and enhance County Courthouse
operations that reduce impact of operations.
GOAL: Offset
STRA TEGY: Explore external funding mechanisms to replace mechanical and electrical systems
and install new technologies that reduce impacts.
Clallam Bav Sekiu Wastewater Treatment Plant
GOAL: Conserve
STRA TEGY: Look at Plant operations and vehicles, including fuel type, to assess if energy
efficiency measures could be implemented by combining operations with regional institutional
partners, such as the Clallam Bay prison.
GOAL: Offset
STRA TEGY: Explore external partnerships to shift Plant electricity demand to on-site renewables
and co-generation from waste by products.
GREEN PRACTICES
Foster Sustainable Behavior
· Inform staff how to lessen the impact of workplace practices.
· Recognize participants who lead by example as Climate Champions within participating
departments.
· Partner with public health and Transit providers on programs that promote practices that
reduce the impact of County staff on the environment.
Waste Reduction
· Implement an enhanced internal recycling program and explore the provision and
maintenance of recycling facilities to the public.
· Promote electronic document circulation and duplex printing on predominately post-
consumer recycled paper where feasible.
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· Investigate the archival challenges of using post-consumer recycled paper or going
"paperless" for internal and external communication purposes.
Exoedite "Green II Permit ReviewinQ
· Provide clear participation guidelines to local contractors.
· Adjust fee structure and permit prioritization process to encourage developers to "build
green".
· Promote low impact development and green building practices.
Partner with External Local Sustainabi/itv Practitioner's
· Develop a program to formally acknowledge County residents and businesses that foster
sustainable behavior.
· Partner with regional governments, organizations, and individuals on sustainability projects.
Examples include the Olympic National Park, the North Olympic Peninsula Resource
Conservation and Development Council, and Jefferson County.
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Appendix A
Energy Mix and Coefficient Rationale from IClEI
Electricity is often the single greatest source of end-use energy consumed by local
governments. Electricity generation facilities run on a variety of energy sources including coal,
natural gas, geothermal, hydroelectric and nuclear. Each of these energy sources produces a
different amount of carbon dioxide! which is reflected by the carbon emission factor (also
referred to as a coefficient). The carbon emissions factor provides in-formation about how much
carbon dioxide is emitted per kWh of electricity consumed. For example, hydroelectric power
produces virtually no carbon dioxide emissions and thus has a very low carbon emissions factor!
while coal which is very carbon intensive! produces a very high carbon emissions factor.
Average emission factors for the regional electricity grid are recommended for use in both
developing the emissions inventory and quantifying emission reductions from electricity
efficiency measures. Despite the fact that most regional utilities can prOVide specific carbon
emissions factors or fuel mix data for energy supply, the average grid electricity factors are
recommended for use for the following reasons:
1. Average grid electricity emission factors provide a more accurate picture of electricity
consumption. Average grid electricity emissions are generated for each kilowatt-hour over
an entire year! and take into account both the fuels used and the generation and emission
control technologies used in each plant.
2. Average grid electricity also shows more accurately how electricity is bought and sold
across the grid. The emissions generated from electricity vary by season, day of the week
and even by time of day. This variation is due to the fact that different electricity
generating plants come on-line to meet whatever the demand for electricity is at any given
time.
3. It is impossible to obtain consistent! accurate, utility-specific carbon coefficients across the
state or region. Most utilities in Washington cannot provide carbon emission factors for the
electricity that is actually delivered to consumers. All utilities in the state report annually to
the State Department of Community! Trade and Economic Development's (CTED) Energy
Policy Division the total volume of electricity produced and the particular fuel mix used to
produce this electricity. However, this information does not reflect the degree to which
electricity was bought or sold across the grid. Additionally, this data cannot provide carbon
emissions factors as there is no information about the effiCiency of electricity production
(evidenced by power generation method) or emissions control technologies.
It's not prudent to use utility-specific coefficients unless an electric utility reported their
emissions using the California Climate Action Registry's Power Utility Protocol! which requires
accurate, verifiable accounting of the impacts of purchased and sold electricity. In the Puget
Sound! Seattle City Light is a member of this registry, and the emissions factors they supply
should be used. As noted above, fuel mix data that utilities report typically does not correctly
account for the impact of buying and selling electricity, and should not be used.
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Recommendations for Carbon Emissions Coefficients
The current recommendation of the Local Government GHG Protocol for government operations
recommends the use of either a regional coefficient from eGRID or a verified utility specific
coefficient. The Protocol allows a third, alternative method (i.e. not recommended or verifiable
but still acceptable for ICLEI members) which is a utility specific protocol determined by using
the methodology in the California Climate Action Registry power and utility protocol without
verification.
Sent via emailon 10/8/08 from Amy Shatzkin, Program Manager ICLEI-Local Governments for
Sustainab/lity Pacific Northwest Regional Capacity Center to Sam Fox, Chair, Clallam County
Climate Action Group.
Since you have an existing target and no 'official' baseline, the simplest thing to do is simply
use the inventory year - 2006 - as your baseline year. There is no compelling reason to use
1990, and backcasting is difficult and inexact. We can certainly help you if the County insists
on using 1990, but we don't recommend it.
Sent via emailon 3/5/09 from Justus Stewart, Program Associate, ICLEI-Local Governments for
Sustainability Inc. to Sam Fox, Chair, Clallam County Climate Action Group.
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Appendix B
Employee Commute Calculation Notes, Survey Templates, and Responses
An Internet-based employee commuter survey was conducted over the month of August 2008.
A total of 156 employees responded - 37 percent of the total number of 422 benefited
employees. Using an on-line sample size calculator, the results of the survey are within 6
percent of the average response to the question with a 95 percent confidence!. In other words,
the number of responses supports extrapolation within reason for the purposes of this
inventory. Less than 10 respondents exclusively used bicycles, buses, or walking for commuting
purposes, thus their impact was not considered in the following calculations.
The first assumption of the survey calculations was that current commuting habits would not
have changed significantly from 2006 to 2008. There were 250 workdays in the 2006 baseline
year. The second assumption was that the average employee would have taken all 12 accrued
days of vacation and further utilized 3 sick leave days, resulting in an average number of 235
days of work.
Employees were asked to provide their commute distance one way and to identify the primary
vehicle and fuel type used in their commute. All passenger cars that used unleaded fuel were
assumed to be mid-sized, all passenger cars that used diesel fuel were assumed to be full size,
and all trucks were assumed to be light trucks upon entry into the CACP software.
The one-way distances were totaled by vehicle and fuel type, which resulted in an estimated
distance of commute per day by vehicle and fuel type for the entire County. These one-way
totals were doubled, to create a round trip distance, and then multiplied by the estimated 235
workdays for 2006. The total was then divided by 0.37 to result in miles per year for all
employees for the base year of 2006.
The text of the Clallam County Employee Commuter Survey is shown below.
Thank you for participating in this survey on Clallam County employees' commuter experience.
Carbon dioxide is the major gas emitted from the burning of fuel. Through the greenhouse
effect, carbon dioxide is implicated in global warming and climate change. The Clallam County
Climate Action Group has been authorized by the Clallam County BOCC to develop a baseline
emissions inventory and a concurrent action plan for "cutting greenhouse gas emissions to
levels 80% lower than 1990 levels by 2050." The answers provided by you and your peers will
help the Climate Action Group generate this baseline report and potentially bolster support for
administrative policies that support increased commuter options. Participation is voluntary and
anonymous and only totals and averages will be shared. This survey is for ALL county
employees, not just those who work at the courthouse. Thank you for your time!
1. Miles traveled commuting to work (one way)
I http://www.survevsvstem.com/ssca1c.htm
9
2. How many days a week do you commute via:
Private Auto
Motorcycle
Carpool
Vanpool
Use Transit
Bike
Walk
3. Vehicle type most often used while commuting:
Passenger car
Motorcycle
SUV, van, or pickup
Hybrid car
Other
4. Fuel used during commute:
Gasoline
Diesel
Biodiesel
Other
5. What (if any) are the obstacles that prevent you from riding the bus? (check all that apply)
Inconvenient work schedule
Incompatible personal schedule
Inconvenient route or bus stop location
Hazardous road crossing to bus stop location
Childcare restrictions
Limited bus bicycle rack capacity
Don't know where to get information
Insufficient Park & Ride parking
Other
6. What (if any) are the obstacles that prevent you from riding a bicvcle or walking to work?
(check all that apply)
Walking alone
Too much motor vehicle traffic on cycling/walking route
A lack of secure and covered storage for my bike
10
The challenge of meeting the county's dress code after walking or biking to work
Weather (too hot, cold, wet, windy, dark)
Physical challenge of walking or biking (distance, hills, etc.)
Transporting and storing my personal belongings without a vehicle
External before/after work restrictions (additional errands, passengers, etc.)
Other
7. What affects your commuting choice?
Cost of fuel
Safety issues (no sidewalks or trails, poor visibility, bad weather)
lime (other commuter options require long bus waits, too much walking or riding time
required)
Schedule (after-work activities, kids' carpool obligations)
Other
8. What incentives would encourage you to commute via alternate transportation?
9. Would you consider carpooling or vanpooling if one existed that fit your route and
schedule? (N/A if you already carpool)
Yes
No
N/A
10. Would you consider part-time telecommuting if it were a feasible option for your current
job duties?
Yes
No
11. If you were able to have a flex schedule or a 4-day workweek, would you be more likely or
less likely to use alternative commuter transportation options?
More likely
Less likely
Flex schedule wouldn't matter
12. If you would like more information about commuter alternatives (carpools, bus, walking
groups, etc.), please complete to contact information below.
Name
Email address
Phone number
Departure point
13. What other thoughts or ideas do you have to share with the Climate Advisory Group?
11
The following is the edited summary of survey responses sent to all County Staff:
The Commuter survey had over 140 respondents at the close of the survey on September 15,
2008. The County has ^' 425 full time employees, which makes the survey results statistically
significant with an 8 percent range in answers.
The average commute distance for respondents was 10.25 miles. (Range is 0.25 to 66 mi.)
92 percent commute by private auto; the remainder were split evenly between all other options.
54 percent of commutes are by single occupancy vehicle and 46 percent by a combination of
other means. Respondents tended to exclusively use one method (i.e. drive or ride the bus).
65 percent of the vehicles used were passenger cars and 28 percent were SUVs or pickups.
.....__._""'""-....,._""""'-'-~--"'._._~""'...._-=--~,........._".............~..~",._..."'"'.......-
The main obstacles preventing respondents from riding the bus were an inconvenient bus route
or stop location, an inconvenient work schedule, or an incompatible personal schedule.
The main obstacles preventing respondents from riding their bike or walking were external
before/after work restrictions, the physical challenge of walking/biking, or the variability of the
weather. Another obstacle was the challenge of safely storing equipment and belongings.
The main factors affecting respondents' choice of commute method were time constraints and
personal schedules. The cost of fuel was an important factor for 1/3 of the respondents.
Half of respondents indicated they would use a van or carpool if one fit their schedule.
-~.........._"'"'-._.........,..-""'.--._--"""'_.--~_.,"""_...----_.....__.....~......_.._,~---_..........~......._"._...._---_._--'-"---~.---.
86 percent of respondents were in favor of telecommuting if it fit their job duties.
Respondents were split on the impact of a four-day work week/flex schedule on their commute
options, with roughly half saying that a flex schedule would make them more likely to use
alternative transportation and half saying that it would have no impact on their commute
choice.
There are many good comments and suggestions in the survey data which warrant review by
everyone in the CAG and forwarding to decision-makers. The anonymous responses, organized
by theme, are available through the CAG Intranet website. .
12
Appendix C
Greenhouse Gas Inventory Datasheets
A template from the Jefferson County Climate Action Committee was adapted to Clal/am
County's inventory. The inventory was conducted from July through November 2008 using
digital 2006 database year data from fleet and facility managers, utility providers, and waste
disposal contractors. The draft Inventory was presented to the Board of Commissioners on
Monday October 27, 2008 during work session and was not substantively revised for this final
edition.
13
CLALLAM COUNlY GOVERNMENT WORKSHEETS
EMISSIONS INVENTORY COMPARISON
Jefferson County Inventory Results - 2005 Baseline
CATEGORY CO, EOUIV ALENT %
Buildina 38
Transportation
Fleet 32
Commute 18
PUD Water SUDDlv 10
Streetliahts 1
Waste nea.
Oallam County Draft Results - 2006 Baseline
CATEGORY CO, EOUIV ALENT %
Buildina 46
Transportation
Fleet 30
Commute 21
Sewer 2
Streetliahts 0.1
Waste nea.
State of Washington's Inventory Results - 2000 Baseline
CO E UIV ALENT %
46
46
2
7
14
c!
CLALLAM COUNTY GOVERNMENT WORKSHEETS
ENERGY INTENSITY FOR BUILDINGS FOR BASE YEAR 2006
ELECTRICITY PROPANE FUEL AREA ENERGY INTENSITY
DEPARTMENT BUILDING OIL
(kWh) (gallon) ( aallon ) (sf) (kWh/sf)
Parks. Fair & Facilities (PF&F) Courthouse 3 392 400 5,043 134 818 25
Sheriff Juvenile/Family Services 720.720 30 000 24
PF&F C1allam Bav (total) 26,208 1296 20
PF&F Dunaeness (total) 78 588 4100 19
Sheriff Old Juvenile Facility 104.480 6565 16
PF&F Dungeness Boat Launch/Landino 5.389 345 16
PF&F Salt Creek 92.653 6335 15
PF&F Clallam Bay 5.472 384 14
Roads Lake Creek Shop 122.560 8840 14
PF&F Came David Jr. 119.440 13 525 9
Roads Seauim Shop 76,760 8990 9
Roads Courthouse 364,320 66 032 6
PF&F Freshwater Bay 1525 384 4
PF&F Robin Hill Farm (total) 11.838 3330 4
PF&F Faircrounds 206.288 68 900 3
Sheriff Frontier Street 19 448
Sheriff Bank Pump 11,061
Sheriff Bedrock Road 2.164
Sheriff Slip Point 233
PF&F 3rd Street 216
PF&F Veteran's Center/Annex 6.524
Courts Clallam Public Defender 11 650
Courts Clallam County Prosecutinc 11 523
Health & Human Services West End 14 728
PF&F Lake Pleasant (Iiaht Dole) 15
PF&F Cline Spit o (SV licht)
1S
CLALLAM COUNTY GOVERNMENT WORKSHEETS
ENERGY USAGE FOR BUILDINGS FOR BASE YEAR 2006
DEPARTMENT BUILDING ELECTRICIlY PROPANE FUEL OIL EQUIVALENT CO2 EQUIVALENT CO2 %
(kWh) (nallon) (callan)
Parks Fair. and Facilities Courthouse 3,392.400 5,043 1.629 29.1
Juvenile & Familv Services 720,720 334 6
Old Juvenile Facilitv 104.480 48 0.9
Veteran's Center/Annex 6524 18 0.3
Camn David Jr. 119,440 55 1
Dunoeness Recreation Area (total) 78.588 36 0.7
Salt Creek Recreation Area (total) 92.653 28 0.5
Robin Hill Farm (totaD 11 838 5 0.1
Clallam Bav 5472 3 0
Dunoeness Landino 5389 2 0
Freshwater Bav 1,525 1 0
Lake Pleasant (Ijaht DOle) 15 0 0
Cline Snit o (SV Iioht) 0 0
Fairgrounds 206,288 96 1.7
Sheriff Frontier Street 19448 9 0.2
Bank Pumo 11 061 5 0.1
Bedrock Road 2164 1 0
SIlO Point 233 0 0
3rd Street 216 0 0
Courts Public Defender 11 6S0 5 0.1
Prosecutino 11 523 S 0.1
Roads Port Anoeles Shoo 364 320 169 3
Lake Creek Shoo 122 560 57 1
Seauim Shan 76 760 53 1
Clallam Bav Shoo 26 208 12 0.2
Health & Human Services Forks 14 728 7 0.1
TOTAL 5 406 203 2.578 46.1
Notes:
1. Fuel oil amounts obtained from Pettit Oil, Port Angeles, and Carl Rushton, Clallam County Public Works Department
2. Costs and electricity consumption (kWh) obtained from Larry Dunbar, City of Port Angeles, and PUD 1 in August 2008
3. Building square footage obtained from Gailin Downing and Carl Rushton, Clallam County Public Works Department
16
CLALLAM COUNlY GOVERNMENT WORKSHEETS
VEHICLE FUEL USAGE FOR BASE YEAR 2006
DEPARTMENT CATEGORY QUANTITY UNLEADED DIESEL EQUIVALENT CO2 EQUIVALENT CO2 %
(aallan) (aallan)
Sheriff Total - Unleaded 58 39,174 406 7.2
Total - Diesel 3 2242 24 0.4
Autamobile
Full Size 35 26,637.8
Midsize 2 377.25
Compact 1 15.1
Van (Chain Gana) 3 2.241.85
Light Truck
SUV 7 6,651.35
Pickup 2 862.85
Van 6 4 398.65
Heaw Truck 5 230.45
Public Works Total - Unleaded 97 4,449 47 0.8
Total - Diesel 129 90.179 963 17.2
Heaw Truck - Unleaded 82 796.6
Heaw Truck - Diesel 95 72.924.78
Dump 10 cu yd 13 29,699.7
1-T Patch 8 5,458.35
Loaders 6 5,433.8
Mowers, reach 10 5,094.8
Pickup broom 4 3,885.55
Sweeper 4 3,253.75
5th wheel tractor 2 3,097.55
Grader 6 2,953.45
Distributor, bituminous 3 2,800.35
Shavels, crane 3 2,298.23
Miscellaneous Equipment 36 9 949.25
Light Truck 34 17,253.95
SUV 1 779.15
Liaht Truck 7 1 438.3
Van 3 1.041.35
Autamobile
Full Size 2 794.6
Camoact 3 377.75
17
CLALLAM COUN1Y GOVERNMENT WORKSHEETS
VEHICLE FUEL USAGE FOR BASE YEAR 2006 (continued)
DEPARTMENT CATEGORY QUANTI1Y UNLEADED DIESEL EQUIVALENT CO2 EQUIVALENT CO2 %
(callon) (callon)
Assessor Automobile - Compact 7 840.35
Licht Truck - Pickup 2 218.5
Total 9 1059 11 0.2
Commissioners Automobile - Comoact (Hvbrid) 1 173.4 2 0
Environmental Health Pickup 4 1 118.05
SUV 2 1 339.85
Total 6 2457.9 25 0.5
Juvenile & Family Services Automobile - Full Size 3 1.180.9
Liqht Truck - SUV 1 471.85
Van 1 284.1
Total 5 1.937 20 0.4
Community Development Licht Truck - SUV 4 4336
Automobile - Full Size 1 456
Total 5 4.792 50 0.9
WSU Extension Licht Truck - Pickup 1 165.05
Liqht Truck - SUV 1 898.8
Van 1 739.4
Total 3 1.803 19 0.3
Clallam Bay/Sekiu HeaVY Truck 1 276.9
Liqht Truck - Pickup 1 631.15
Total 2 908 9 0.2
Parks Heavy Truck 7 1606.1 17 0.3
HeaVY Truck 7 941.9
Lia ht Truck 14 5.714.8
Total - Unleaded 21 6.657 69 I 1.2
Data obtained from KC Carmean, Clallam County Public Works Department
18
CLALLAM COUNTY GOVERNMENT WORKSHEETS
EMPLOYEE COMMUTE FOR BASE YEAR 2006
VEHICLE TYPE NUMBER OF EMPLOYEES MILES/YEAR ROUNDTRIP 1 TOTAL MILES/ALL EMPLOYEES 2
Passenaer Car (unleaded) 86 456.840 1 234 703
Passenaer Car (diesel) 2 12,220 33 027
Compact or Hybrid 0 0 0
Liaht Truck, Van SUV (unleaded) 48 223 720 604,649
Lioht Truck Van SUV (diesel) 4 8930 24.135
Motorcycle (unleaded) 6 24,910 67.324
TOTALS 146 726 620 1 963 838
1 Number of one-way miles x 2 x 235 working days in 2006
2 Number of miles per year/0.37 of employees that responded to survey
TOTAL BY FUEL TYPE TOTAL MILES C01 EOUIVALENT EOUIVALENT C01 %
Unleaded 1,906,676 1,154 20.6
Diesel 57,162 34 0.6
UNLEADED
VEHICLE TYPE MILES ONE-WAY/DAY TOTAL MILESIYEAR MILES PER YEAR ALL EMPLOYEES
Passenger Car (86) 972 456,840 1,234,703
Light Truck, Van, SUV (48) 476 223,720 604,649
Motorcycle (6) 53 24,910 67,324
DIESEL
VEHICLE TYPE MILES ONE-WAY/DAY TOTAL MILESIYEAR MILES PER YEAR ALL EMPLOYEES
Passenger Car (2) 26 12,220 33,027
Light Truck, Van, SUV (4) 19 8,930 24,135
Survey Data:
128 electronic surveys were submitted and 28 written for a total of 156 or 37 percent (156/422)
Commute data was based on 250 workdays in 2006 less 12 accrued days of vacation and 3 sick leave days = 235 workdays
Unleaded passenger cars were assumed to be mid-size; diesel passenger cars assumed to be full-size
All trucks were assumed to be light trucks
Less than 10 respondents indicated Transit, walking, or biking as their primary use and were excluded from analysis
19
CLALLAM COUNlY GOVERNMENT WORKSHEETS
WASTE VOLUME FOR BUILDINGS FOR BASE YEAR 2006 CALCULATED IN TONS
DEPARTMENT BUILDING CIlY OF PORT ANGELES MURREY'S WEST WASTE
Treasurer Courthouse 3,2
Parks, Fair & Facilities Courthouse 35.9
FairQrounds 12.63
Salt Creek Recreation Area 23.4
Cline Soit 10,8
Dunaeness Recreation Area 13.2
Pillar Point 1.95
Lake Pleasant 1.8
Clallam Bay 3.45
Camo David Jr. 6.3
Public Works - Roads Seouim Shoo 14.4
West End 5.4
Lake Creek 2.1
Health & Human Services Forks Office 3.3
Sheriff City of Port Anaeles Direct Droo 0.2
SliD Point 5.4
Clallam Bav/Sekiu SeweraQe Treatment Plant 0.9
REEl? 3.4
TOTAL 42.7 74.43 30.6
TOTAL WASTE = 147.73 tons
Data provided by solid waste service provider
Containers for Murrey's Disposal and West Waste were estimated as half empty
20
CLALLAM BAY/SEKIU WASTEWATER TREATMENT PLANT WORKSHEET
ENERGY USAGE FOR BASE YEAR 2006
ACCOUNT NAME SERVICE ADDRESS DEPARTMENT ELECTRICITY CO2 EQUIVALENT CO2 EQUIVALENT %
(kWh)
Clallam Bay STP 410 Frontier Street Public Works 9 1720 42 0.8
23007 SekiuSTP 176 Front Street Public Works 8 5180 39 0.7
23193 Pump Station Hwv 112 Snob Hill Public Works 17 199 8 0.1
22991 Mid Pt Pump Middle pt on Beach Side Public Works 13 466 6 0.1
23045 Olson's Outfall W Front Street Public Works 8373 4 0.1
23040 Olson Pumo End of Front Street Public Works 8,364 4 0.1
23221 West End Pumo 12901 Hwv 112 Snob Hill Public Works 7140 3 0.1
23008 Sekiu BuildinQ 176 Front Street Public Works 357 0 0
TOTAL 231.799 106 2
Data supplied by Clallam County PUD 1 and collected and organized by Sam Fox, C1allam County Department of Community Development
21
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~ORTANGELES
WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
NATHAN A. WEST, DIRECTOR
COMMUNITY AND ECONOMIC DEVELOPMENT
SUBJECT:
PORT ANGELES FORWARD - AMERICAN INSTITUTE OF ARCHITECT'S
RECOMMENDATIONS EARLY IMPLEMENTATION
Summary: At a meeting held on April 9, 2009, the Port Angeles Forward Committee provided a
recommendation to Council for early implementation of the American Institute of Architect's
proposals. The committee recommended that COlmcil direct staff to begin implementation of ten
(10) items by reviewing existing policy, and drafting language to incorporate the items into the
City's Capital Facilities Plan.
Recommendation: Direct staff to incorporate Capital Project items 1, 4,5, and Policy Item 1 as
identified herein into the 2009 Capital Facilities Plan. It is recommended that Council direct
staff to evaluate the implementation of Policy Items 2-5.
Backeround i Analvsis:
On March 16, 2009, a team representing the American Institute of Architects visited Port Angeles
and held several planningivisioning sessions with the public, stakeholders, and City staff over a
three (3) day period. The meetings were well attended and resulted in significant public
participation and input. As a result of that visit, approximately thirty (30) items were identified for
implementation that would improve the sense of place for residents and visitors along the First and
Front Street corridors as well as in the Downtown.
These results and recommendations were presented at an open public meeting on Wednesday
March 18. A Port Angeles Forward appointed steering committee ranked all the results based on
several factors and presented their rankings to the full Port Angeles Forward Committee on April
9,2009 (see attached rankings). The rankings were separated into Capital projects and Policy
issues. The Port Angeles Forward Committee voted to recommend to the full City Council to
include the top five ranked capital projects into the Capital Facilities Plan and to evaluate the top
five ranked policy actions (see attached Port Angeles Forward Minutes). Those items are listed as
follows:
C - 1
Capital Projects;
1. Signage and wayfinding system for pedestrian and vehicles .
2. Improve existing buildings (appearance, facades, etc. in downtown and elsewhere)
3. Provide visitor information kiosks
4. Create an entryway monument in the vicinity of the First/Front Street and Golf
Course Road intersection (or similar at the east end of the City)
5. Create nodes / centers at the intersections of First Street, Front Street and Race
Street.
Policy Items;
1. Conduct a comprehensive parking study in the downtown area.
2. Increase housing opportunity and multi-use buildings in downtown.
3. Institute the use of form based codes rather than conventional zoning.
4. Remove the parking regulations in downtown and let the market drive parking.
5. Return the Farmer's Market to the downtown area.
Staff recommends a slight modification to the Port Angeles Forward Committee recommendation
as follows: Items 2 and 3 of the capital projects are not items City staff would recommend be
incorporated into the City Capital Facilities Plan. The items are private sector undertakings.
Additionally, Item 1 of the policy items should be incorporated into the Capital Facilities Plan
rather than evaluated for policy change.
Regarding Capital Items 2 and 3, a number of efforts are already underway to implement these
items. The "Community-At-Work - Paint the Downtown" effort is working toward painting
between 15 and 20 Downtown buildings. City staff is working toward grants that will be utilized .
for matching private investment in fa9ade improvement. Other private efforts are working toward
the improvement of existing kiosks to be utilized in the Downtown.
In conclusion, it is recommended that Council direct stalf to incorporate Capital Project Items
1,4,5, and Policy Item 1 into the 2009 Capital Facilities Plan. It isfurther recommended that
Council direct staff to evaluate the implementation of Policy Items 2-5.
Attachment A
Attachment B
Steering Committee Rankings
Port Angeles Forward Committee Minutes
.
C-2
Category Capital Cost Time Impact Broad Citizen! Political Likelihood of Funding Priority
AlA Projects (ED, LU, or Policy
SH ST UD) (CorP) ($, $$, $$$) (Short, Med, Long) (High, Med, Low) Support (Hi, Med, Low) Sources (Hi, Med, Low) (l-S)
Signage!Wayfinding LU & UD C $$ Med High High Med 1
Improve Existing Buildings ED C $$ Short High High Med 1
Entrance Monument UD C $$ Med High High Med 1
Farmer's Market ED C 1
Info KIOSK for Visitors ED C $ Short Med Med High 2
Create Node! center at UD C $$$ Med High High Med 2
First! Front! Race Streets
Downtown Housing Incentives ED C $$$ Long High High Med
Market Study ED P $$ Short Med High Med
Expedited Approval UD P $ Short Low Med Med
Process
Increased Bike Lanes ST C $ Med Med Med High 3
Termination Vistas UD C $$$ Long High High Low 3
Trails through creek corridors SH C $$ Med Med High Low 3
Angle Parking Downtown LU C $$ Low Med Med Low 3
Below Grade Parking ED C $$$ Long High High Low 3
Expand Street Art ED C $ -$$ $-M Med Med Low 3
Twilight Festival ED C $ Short Low Med Med 3
Student housing downtown ED C $$$ Long High High Low 3
National Park center in city ED C $$$ Long High High Low 3
Improve Entertainment venues ED C $$ Med Med High Low 3
Tramway Hurricane Ridge ST C $$$ Long High High Low 3
Decoupling 1st !Front ST C $$$ Long High Med Low 4
Landscaping (cohesive) SH P $$ Med Med Med Low 4
Parking Lot screening ED C $$ Med Med Med Low 4
National Historic District ED P $ Med Low Med Me~ 4
downtown
Art Incubator downtown ED C $$ Med Med Mad Low 4
Daylight Peabody Creek SH C $$$ Long Med Low Low S
100% Corner! Plaza SH C $$ Long Med Med Low $
C'?
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PORT ANGELES FORWARD COMMITTEE
Port Angeles, Washington
.
Meeting Minutes for April 9, 2009
Mission Statement:
To create a strong economically and culturally vibrant community
that will enhance the lives of our citizens.
CALL TO ORDER:
Co-Chair Don Perry opened the meeting at 7:30 a.m.
ROLL CALL:
Members Present:
Co-Chair Don Perry, Terry Weed, Terry Roth, Larry Morris, David Miller, Mike
Edwards, Paul "Buck" Gieseke.
Staff Present:
Kent Myers, Daniel Bialzik, Scott Johns, Teresa Pierce
Public Present:
Bob Lawrence / Peninsula College, Barbara Frederick / P ADA, Mike Gentry /
Gentry Architecture
Avvroval of J:1inutes .. .. .. ..... .. ....... .. .......... ....... . {m.mm .
T. ~oth m?ve~ to acc~pt t,e March 12~. 2009 ~inut;s as presented.
motIon. T~e mmutes w\re approved una mously.\
~ff3~~aE1n 1~~~:?~:::t~t~~:l~~ :;; ~~1ia :e:r~;:~;
r~:~~:~Le~it :fi~Od ~;~~~~Od~:: m:~:~~[t~:~Z~i 1~~:15 '::~
The next e for ..... ..... orwad a re . ...... e n to City CounciJ,.hs to what projects
should be considered for inclusion in either the Capital Facilities Plan (CFP) or to be considered as policy
implementations. Consensus was that it is very important to use and continue the momentum of the AIA
Team's recent visit and community interest.
K. Myers added that the AlA Team's final report will be available at the end of May 2009. His intentions
are to keep this report in the forefront. He added that funding for these projects cannot be provided by just
the City and that partnerships with other agencies, and grants, along with State and Federal funding, would
be necessary.
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C-4
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Port Angeles Forward Meeting Minutes
April 9,2009
M. Gentry added that one item not listed on the spreadsheet that was heavily discussed was the locating of
the Farmer's Market in the Downtown area. He recommended that PA Forward consider adding that to
their recommendation to City Council as a Policy item.
Mike Edwards moved that P A Forward make the following recommendations to City Council.
Items recommended for inclusion in the City's Capital Facilities Plan (CFP)
· Signage/Wayfinding (including pedestrian and vehicle)
· Improve Existing Buildings
· Info KIOSK for Visitors
· Entrance Monument (intersection of First, Front & Golf Course Road)
· Create Node I Center at First, Front & Race Streets
Items reco~mendedfor incl';lsion.asPo!icy Items . .,...............
· ParJdng Study\: \ .
· Downtown Hou\ing ~ Multi-Use'
: ~:F:!, :1::'tren .
I
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J
,
Motion se.cond
I
slY;~
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I
fessionals fqr a r d table event to
, at a possibie ro nd-table event for
(
Chair Perry emphasized that this is a priority and needs to be followed up immediately since 3 months had
already gone by. B. Lawrence suggested marketing PA Forward's efforts and suggested holding another
event in May.
B. Frederick will inform the PA Forward Committee about the next planning meeting date and plans.
"Pick Up P A"
With the recent interest generated by the AlA Grant Visit, momentum continues in the Downtown area
with plans going on to paint and clean up the area while the Hood Canal Bridge is closed for 6 weeks
beginning May 1,2009. A meeting will be held on Tuesday, April 14 in City Council Chamber with more
information about the "Our Community At Work - Painting Downtown" project. Chair Perry encouraged
members to attend.
Hurricane Ridf!e Road
D. Perry reported that he recently attended a meeting regarding keeping the road to Hurricane Ridge open
365 days per year. Discussion included the use of a shuttle and other transportation. However, due to
funding and equipment it is currently not feasible, and sometimes just not possible to keep the road open
every day. Snow accumulations of up to 20 feet or more, plus avalanche dangers and capacity of current
equipment all play into the whether the road is open, or not. Chair Perry will share the final report with the
Committee when completed.
Page 2 of 4
C-5
Port Angeles Forward Meeting Minutes
April 9, 2009
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Member Revorts
T. Weed announced that Clallam Transit will begin to use the bus lanes at the Gateway starting on
Monday, April 13. He anticipates that it will be a couple of weeks before the West Garage will be open
and that the "fix" for the eastern part of the structure is still in progress.
B. Lawrence reported that Peninsula College has CDL classes currently in session so be looking for 40-foot
semi-trucks in the area. The course costs $4900 and lasts 4 weeks with several students already having
successfully graduating and finding jobs immediately.
New Business
D. Miller requested an agenda item to discuss the airport and the trees at Lincoln Park. K. Myers reported
that discussions were currently going on between the City and the Port on the issue and that an avigation
easement could deal with the tree issue. He further reported that City Council will probably be considering
this issue latfr this sutllmer. S.Johnssuggested that iftree.s did end up having to be removed that proceeds
could be u$ed to esta ish a dedicated . ee rep1aceme~t program that co~ Id provide for ew trees
throughout the City. 1
I
1Il.retin ag.......e." ~dal..,.,.d...'."}....,p., en~,.,.".ing on th
.... ,i/. "i '
\
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\
Roo' , City
Next lIfeetinf! ate:
May 14,2009 at 7:30 a.
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Adiournment
Meeting aciljou
Don Perry, Co-Chair
Teresa Pierce
Executive Communications Coordinator
Page 3 of 4
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C-6
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Port Angeles Forward Meeting Minutes
April 9, 2009
NEW AND ON-GOING ACTION ITEMS
DATE DESCRIPTION RESPONSIBLE PARTY TARGET DEADLINE
1-12-06 Bring Council's project Chair Williams On-Going
priority list to meeting
2-9-06 Continue Discussions on Group On-Going
Housing / Jobs
3-13-2008 "2010" Theme Adooted Group On-Going
12-11-08 P A Forward to Host Business Subcommittee January 8, 2009
Resource Event
1-08-09 Follow-up & Survey for Subcommittee Immediate
Business Resource Event
COlI1plete 5-11-06
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CO/l1plet d 2-8-07
2007 Group Completed 5-10-2007
October 11, Group Completed 10-11-07
2007
October Group Completed 10-11-07
2007
December
2007 Group Completed
March 2009 Grou March 2009
April 2009
Group April 9, 2009
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Page 4 of 4
C-7
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DATE:
To:
FROM:
Subject:
Fi" 10' 'R~)Ti",'PJ.' " N'Gr-u 'E;:,rt' E:,',~iS'
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WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
APRIL 21,2009
CITY COUNCIL
WlLLIAM E. BLOOR, CITY ATTORNEY
" ~ J </;/
VIl/C(
CLAIMS MANAGEMENT
SUMMARY: The proposed ordinance updates from $15,000 to $25,000 the City Manager's
authority to settle claims or initiate legal action for recovery of losses. This matches the reporting
requirement in P AMC 3.05. City Council approval is required for actions in excess of $25,000.
RECOMMENDATION: Conduct second reading of the attached ordinance, and adopt the
ordinance.
Discussion:
Presently the City Manager is authorized to settle claims or initiate legal action for recovery of losses
up to the amount of$15,000. This is not consistent with other areas ofthe Municipal Code. Chapter
3.05 PAMC sets City Manager authority at $25,000 to approve purchase orders and to enter into
contracts, leases and rental agreements. The proposed ordinance raises the monetary limits of the
City Manager's authority to $25,000 for settling claims and initiating legal action for recovery of
losses, making his authority consistent throughout the City's Municipal Code.
This ordinance was presented for first reading at the April 7 City Council meeting. Only one change
was made. A sentence to report to the City Co:uncil on claims settled was added. This is, in fact,
the established practice. The added sentence only expresses, does not change, that practice.
If you have questions or would like to discuss this, please feel free to contact me at your convenience
prior to the meeting.
Attachment
WEB:dl
G:\LEGALIMEMOSIMEMOS.2009\CouneiI.C1airn, Mgml0421 09. wpd
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ORDINANCE NO.
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AN ORDINANCE of the City of Port Angeles, Washington, revlSlng
Chapter 2.76 of the Port Angeles Municipal Code relating to Claims
Management.
THE CITY COUNCIL OF THE CITY OF PORT ANGELES DO HEREBY ORDAIN
as follows:
Section 1. Ordinance 2736, as amended, and Chapter 2.76 of the Port Angeles
Municipal Code are hereby amended by amending 2.76.020 and 2.76.030 PAMC to read as
follows:
2.76.020 - Claims Management - Litigation Claims.
A. The Risk Manager shall be the City's appointed agent to receive any claim for
damages against the City under Chapter 4.96 RCW. The Risk Manager may be reached during
the normal business hours of the City at City Hall, 321 East Fifth Street, Port Angeles, .
Washington 98362.
B. Service of process in accordance with RCW 4.28.080(2) upon the Mayor, City
Manager, or the City Clerk, shall constitute service on the City. No other City official or
employee may accept service of a summons and/or complaint unless such official or employee
is specifically named in the lawsuit, in which event such City official or employee shall
immediately deliver a copy of such process to the City Clerk.
C. Upon accepting service of summons and/or complaint, those persons identified
in subsection A above shall deliver the same to the City Clerk, who shall make appropriate
copies for distribution and shall deliver the original document to the Legal Department and the
additional copies to the City Manager or designee.
D. The Legal Department shall retain such outside experts as necessary for the
resolution of litigation claims that are not covered by insurance. The Legal Department may
elect to represent the City in hearings and/or trials involving such litigation claims or shall
appoint outside counsel when appropriate and after coordinating with the applicable insurer.
E. The City Manager or designee, upon the recommendation of the Legal
Department, shall have authority to approve the settlement of any litigation claim al!ainst the
City in an amount not exceeding $15,000 25.000, provided that a thorough investigation and
written report establishes that payment of such amount is justified. All other litigation claims
al!ainst the City not covered by insurance shall be settled only with authorization by the City's
insurance representative and by the City Council after considering the report and
recommendation of the Legal Department. The City Manal!er or his desil!llee each month shall
notify the Council in writinl! of settlements entered into oursuant to this section.
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F. Except as specifically directed by the City Manager or designee or Legal
Department, no City department, division or other City agency, and no City official or employee,
acting individually or collectively, may engage in the following acts:
1. Negotiate or otherwise effect the settlement of a claim or lawsuit
involving the City;
2. Discuss with persons other than the City Manager or designee, Legal
Department attorneys, persons authorized by the City Manager or designee or Legal Department,
or his/her supervisor, incidents which could reasonably lead to a claim or lawsuit against the
City; provided, however, that the employee may discuss the incident with other persons with
approval from the Legal Department; and,
3. Give written or oral statements describing an accident or incident of his
or her involvement to anyone other than an investigating law enforcement officer who properly
identifies himself as such until after the employee or official has notified the Legal Department
that such a statement has been requested.
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2.76.030 - Recovery of Losses.
A. Action for Recovery. Legal action by the City for recovery oflosses of$15,000
25.000 or less shall be initiated only with authorization by the City Manager, and for losses in
excess of$15,000 25.000 by the City Council. The Legal Department shall be responsible for
bringing actions, including claims and lawsuits, for recovery oflosses to the City arising out of
the acts of others. Such losses may include property damage or losses which impact on the City
as a result of personal injuries. In addition, the Legal Department may join the City as a party
with any third party in a lawsuit involving recovery of loss to the City.
B. Allocation of Recoveries. Any monies recovered (excluding costs of recovery)
on account of losses to the City shall be paid to the budget unit or department which has
expended funds and/or materials as a result of the loss. Any monies in excess of those so
expended shall be transferred to the self-insurance fund.
Section 2 - Corrections. The City Clerk and the codifiers of this ordinance are
authorized to make necessary corrections to this ordinance including, but not limited to, the
correction ofthe scrivener's/clerical errors, references, ordinance numbering, section/subsection
numbers and any references thereto.
Section 3 - Severability. If any provisions of this Ordinance, or its application to any
person or circumstances, are held invalid, the remainder of the Ordinance, or application of the
provisions of the Ordinance to other persons or circumstances, is not affected.
Section 4 - Effective Date. This Ordinance, being an exercise of a power specifically
delegated to the City legislative body, is not subject to referendum. This ordinance shall take
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effect five days following the date of its publication by summary.
PASSED by the City Council of the City of Port Angeles at a regular meeting of said
Council held on the _ day of April, 2009.
MAYOR
ATTEST:
Becky J. Upton, City Clerk
APPROVED AS TO FORM:
William E. Bloor, City Attorney
PUBLISHED:
,2009
By Summary
G:\Legal_ BackupIORDINANCES&RESOLUTIONSIORDINANCES.200916-CIaim; Mgmt.031 009. wpd
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CITY OF
FORTANGELES
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WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
Glenn A. Cutler, Director of Public Works & Utilities
SUBJECT:
Services Contract: Grounds Keeping Services For Light Operations Substations
and The Wastewater Treatment Plant (PW-09-004)
Summary: Bids for ground-keeping services for the Light Operations Substations and Wastewater
Treatment Plant were opened on April 17, 2009. The City received a single bid from Parsinen
Landscape Maintenance, Inc., of Sequim, Washington. Parsinen Landscape Maintenance, Inc.,
submitted the lowest responsible bid in the amount of $29, 143.12, including sales tax, for the base
year of the contract (2009).
Recommendation:
1) A ward and authorize the City Manager to sign a contract with Parsinen Landscape Maintenance,
Inc., in the amount of$29, 143.12, including sales tax, for the base year of contract PW-09-004.
2) Authorize the City Manager to sign the option years and indefinite quantity delivery orders of
contract PW -09-004 with Parsinen Landscape Maintenance Inc., when they become due.
Background/Analysis: A grounds-keeping services contract for the Light Operations Substations &
the Wastewater Treatment Plant was authorized in the 2009 budget. The contract that was advertised is
a combination firm-fixed price contract with a 2009 base year and with two option years, 2010 and
2011, that may be awarded at the sole discretion ofthe City. In addition, the contract includes pre-
priced indefinite quantity line items for additional services that may be ordered if required.
Invitations to bid were sent to local grounds services contractors in both Port Angeles and Sequim, as
well as the entire Small Works Roster for this category of work. Competitive bids were opened on April
17, 2009. A single bid was received from Parsinen Landscape Maintenance, Inc., of Sequim,
Washington. The bid price, including sales tax, was in the amount of$29, 143.12 for the firm-fixed
price line items for the 2009 base year for which this contract is being awarded. The total of the firm
fixed price portion of the contract, including sales tax, for all three years of the contract is $90,605.92 if
the two option years are awarded.
Funds are available within the yearly budget to cover the full cost of the base year of the contract. The
bid summary is provided below:
N:\CCOUNCIL\FINAL\Services Contract - Grounds LO Substations & WWTP.doc
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April 21, 2009 City Council
Re: Grounds Keeping Services Contract
Page 2
Purchase Contract, PW-09-004
Prices Include Sales Tax and Fees
Com an Name Year
Parsinen Landsca e Maintenance, Inc. Base 2009
Parsinen Landsca e Maintenance, Inc. 0 tion 2010
Parsinen Landsca e Maintenance, Inc. 0 tion 2011
Government Estimate Yearl
Bid Amount
$29,143.12
$30,731.40
$30,731.40
$33,000.00
It is recommended that City Council award and authorize the City Manager to sign a contract with
Parsinen Landscape Maintenance Inc., in the amount of$29, 143.12, including sales tax, for the base
year of contract PW -09-004. Further, it is recommended that City Council authorize the City
Manager to sign the option years and indefinite quantity delivery orders of contract PW -09-004 with
Parsinen Landscape Maintenance Inc., when they become due.
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~ORTANGELES
WAS H I N G TON, U.S. A.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
City Council
FROM:
TERRY K. GALLAGHER, CHIEF OF POLICE
SUBJECT:
2009 GRANT OPPORTUNITIES - POLICE DEPARTMENT
Summary: The u.s. Department of Justice, Office of Justice Programs' (OJP) Bureau of Justice
Assistance (BJA) is accepting applications for funding under the 2009 Recovery Act Edward
Byrne Memorial Justice Assistance Grant (JAG) Program. The Police Department has applied for
two of the available grants. One of the grant requirements is that the public be afforded the
opportunity to comment on the grant application. Staff determined this could best be done before
Council utilizing the Public Hearing process.
Recommended Action: (1) Open Public Hearing, (2) Accept public comment, (3) Close Public
Hearing, and (4) Provide direction to staff regarding the grant applications.
Grant #01: The Police Department has applied for a Bureau of Justice Assistance grant through a
JAG Local Solicitation Formula Program. The funds available total $49,592.00.
The Department has proposed to use the grant funds to replace the $26,000.00 annual contribution
from downtown stakeholders that partially funded the Downtown Resource Officer program and
that ended December 31, 2008. The grant application proposes that the money be paid out over the
course of two years and will ensure that other essential services are not eliminated or reduced as
the Department struggles to maintain a very effective program. In 2004, prior to the
implementation of the DRO program, PAPD responded to 3,598 calls-for-service in the downtown
patrol sector. In 2008 that number has dropped to 1,756 calls-for-service.
Grant #02: The Police Department has applied for a COPS Hiring Recovery Program grant in the
amount of $500,21 0.00. The grant will pay 100% of the cost of the salary and benefits for two (2)
entry-level police officers for three years. PAPD currently has two entry-level officer openings.
With 31 officers (33 authorized) and assuming a population of 19,200, Port Angeles has 1.61
officers per thousand population. The Int'l Association of Chiefs of Police (IAACP) identifies two
(2) officers per thousand as the national average for communities the size of Port Angeles. During
a time of unique economic challenge the grant funds available to the City offer a means of
maintaining, rather than reducing, public safety services at a level acceptable for a City our size.
I - 1
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~ORrANGELES
WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
DAN MCKEEN, FIRE CHIEF
SUBJECT:
AMBULANCE BILLING AGREEMENT WITH CLALLAM COUNTY
Summary: Occasionally, inmates incarcerated at the Clallam County Jail are treated and
transported by Port Angeles Medic 1 personnel. To provide consistency in ambulance transport
billing, and to ensure timely payment for services, the Fire Department worked with Clallam
County Jail staff to develop an Ambulance Billing Agreement.
The Agreement provides for pre-determined charges using Medicaid rates and a provision that
requires prompt payment to the City once a bill is submitted. The proposed charges are
consistent with the rates charged to the County for inmates by the areas other medical providers.
Recommendation: Authorize the Mayor to sign the Ambulance Billing Agreement with Clallam
County.
On occasion, inmates incarcerated at the Clallam County Jail require medical treatment and
transport by Port Angeles Fire Department EMS personnel. As is the case with other medical
transports, the City attempts to recover costs for medical transport services provided for inmates
at the jail. By law, once a person has been incarcerated, the jurisdiction assumes responsibility
for their medical care. Locally, that responsibility often lies with Clallam County'.
Inmates who are City of Port Angeles residents are covered for the service provided through the
Medic I utility. The City will bill a third party payer for costs incurred, but that is the extent of
the billing as the inmate or jurisdiction is not responsible for any out of pocket expense.
Inmates who are not City residents do not pay into the City's Medic I utility and the responsible
jurisdiction would be accountable for any charges not covered by insurance. Again, third party
payers are billed first, however if the inmate has no insurance or they are underinsured, the
billing reverts to the jurisdiction.
In some cases, the charges for inmate EMS services at the jail have been somewhat inconsistent
and the compensation from the County has been delayed. The Port Angeles Fire Department
would like to correct that situation.
I The County is responsible for the payment of inmate transports, unless the inmate was transported prior to
"booking", which would remain the responsibility of the arresting agency. J _ 1
City Council
Page 2
April 21, 2009
Both Olympic Medical Center and Olympic Ambulance have pre-determined charges for
services provided to inmates at the County jail- both entities charge based upon Medicaid rates.
The Port Angeles Fire Department is proposing a similar billing policy for EMS services
provided for inmates at the jail who are not City residents. Under this policy, the Port Angeles
Fire Department would first bill the inmate's private insurance, and in the case that no insurance
coverage is available, the County would be charged 100% of the prevailing Medicaid rate for
ambulance transport.
This policy would have the advantage of being consistent with pre-existing policies that have
been in place and used by other agencies for many years. Additionally, since Medicaid rates are
pre-determined and published, the administration of this policy would simplify the inmate billing
process and guarantee prompt payment.
The City's Public Safety Advisory Board and the Utility Advisory Committee both reviewed the
proposal and voted unanimously to forward a favorable recommendation to the City Council for
approval.
DM
Attachment: Ordinance
C:\Documents and Settings\dmckeen\My Documents\Council Memos Etc\Clallam County Ambulance Billing 4.21.09.doc
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INTERLOCAL AGREEMENT
BETWEEN THE
CITY OF PORT ANGELES and CLALLAM COUNTY
RELATING TO
THE BILLING OF COUNTY INMATES
This Agreement is made and entered into between the City of Port Angeles, a municipal corporation
of the State of Washington (hereinafter "City"), and the County of Clallam, a political subdivision of
the State of Washington (hereinafter "County").
Pursuant to Chapter 39.34 RCW, which authorizes intergovernmental agreements, and RCW
70.48.130, which delineates financial responsibility for emergency and necessary medical services
provided to County Jail inmates, the City and the County agree as follows:
1. Sel~ces
The City shall provide emergency pre-hospital treatment and ambulance transport to inmates
who have been booked into and are in the custody of the Clallam County Jail.
2.
Terms
A.
This Agreement shall be effective May 2009, and will continue until terminated as
provided below.
B. This Agreement may be terminated without just cause by either party upon ninety
(90) days prior written notice.
3.
Payment
A. In consideration of the services provided by the City, and except as provided in
Paragraph B below, the County shall pay the City one hundred percent (100%) of the
Medicaid rate for the service provided. The City and its ambulance billing contractor
will use its best efforts to submit bills within forty-five (45) days of provision of the
service. The bill will be mailed to:
Clallam County Correctional Facility
Attention: Jail Medical
223 East 4th Street, Suite 12
Port Angeles, W A 98362
B. The County shall not be responsible for payment on account of services provided to
an inmate who is a City resident, or an inmate that is covered by a private, state, or
federal health insurance, which includes coverage for emergency and ambulance
services that meets or exceeds the Medicaid rate as outlined in "A". If applicable,
the inmate's insurance will be billed, and any co-payments and deductibles shall be
deemed to be satisfied by payment of their monthly utility charges, This section
applies only if the inmate: provides the City with all requested information and
documentation including, but not limited to, insurance information and medical
records relative to billing for the ambulance service; and assigns to the City the
patient's right to receive payment from all applicable third-party payers.
For the purpose of this section, a City resident refers only to someone who maintains
a dwelling unit inside the City as a fixed abode, and is assessed and is current with a
monthly Medic 1 utility charge.
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4.
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Confidentiality
A. Confidential medical information will be available only to authorized personnel
employed by the County.
B. County agrees to adhere to state and federal regulations on confidentiality of medical
information collected by the City and transmitted to the County. The City and the
County have the responsibility to apply their own disciplinary actions for any of their
own employees who violate confidentiality protocols.
5. Compensation
The County has budgeted funds to reimburse the City for the costs outlined in this agreement.
The County agrees to make payment to the City within thirty (30) days of receipt of bill from
the City.
6. Contact Persons
The City and the County will each appoint a representative who will be responsible for the
administration of this Agreement. Unless otherwise designated in writing, the City contact
person will be the Port Angeles Fire Chief. The County contact person will be the Sheriff's
Office Jail Superintendent.
7.
Dispute Resolution
Disputes shall be referred to the Sheriff and the City Council's designee for settlement. If
disputes are not resolved by the parties within thirty (30) days of the referral, unless the
parties agree to an extension of time, the dispute shall be referred to an arbitrator W!lO has
been mutually agreed upon by the City and Count)!. Or if they cannot agree to an arbitrator,
the parties will apply to the presiding judge of the Clallam County Superior Court for
appointment of an arbitrator. The arbitrator's decision shall be final and binding on both
parties. Each party shall pay one-half of the arbitrator's fee.
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8. Entire Agreement
No other understanding, oral or written, regarding the su~ject matter of this Agreement shall
be deemed to exist or to bind any of the parties hereto.
9.
Indemnification
The County shall indemnify and hold harmless the City and its officers, agents and employees, or
any of them, from any and all claims, actions, suits, liability, loss, costs, expenses, and damages
of any nature whatsoever, by reason of or arising out of any negligent action or omission of the
County, its officers, agents, and employees, or any of them. In the event that any suit based upon
such a claim, action, loss, or damage is brought against the City, the County shall defend the
same at its sole cost and expense; provided, that, the City retains the right to participate in said
suit if any principle of governmental or public law is involved; and if final judgment be rendered
against the City and its officers, agents, and employees, or any of them, or jointly against the City
and the County and their respective officers, agents, and employees, or any of them, the County
shall satisfy the same.
The City shall indemnify and hold harmless the County and its elected officials, officers, agents,
and employees, or any ofthem, from any and all claims, actions, suits, liability, loss, costs,
expenses, and damages of any nature whatsoever, by reason of or arising out of any negligent act
or omission of the City, its officers, agents, and employees, or any of them. In the event that any
suit based upon such a claim, action, loss, or damage is brought against the County, the City shall
defend the same at its sole cost and expense; provided that the County retains the right to
participate in said suit if any principle of governmental or public laws is involved; and if final
judgment be rendered against the County, and its officers, agents, and employees, or any of them,
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or jointly against the County and the City and their respective officers, agents, and employees, or
any of them, the City shall satisfy the same.
In executing this agreement, the County does not assume liability or responsibility for or in any
way release the City from any liability or responsibility, which arises in whole or in part.from the
existence or effect of City ordinances, rules or regulations. If any cause, claim, suit, action or
administrative proceeding is commenced in which the enforceability and/or validity of any such
City ordinance, rule or regulation is at issue, the City shall defend the same at its sole expense and
if judgment is entered or damages are awarded against the city, the County, or both, the City shall
satisfy the same, including all chargeable costs and attorney's fees.
In executing this agreement, the City does not assume liability or responsibility for or in any way
release the County from any liability or responsibility, which arises in whole or in part from the
existence or effect of County ordinances, rules or regulations. If any cause, claim, suit, action or
administrative proceeding is commenced in which the enforceability and/or validity of any such
County ordinance, rule or regulation is at issue, the County shall defend the same at its sole
expense and if judgment is entered or damages are awarded against the County, the City, or both,
the County shall satisfy the same, including all chargeable costs and attorney's fees.
The terms of Section 9 "Indemnification" shall survive the termination or expiration of this
Agreement.
10. Severability
If any provision of this contract shall be held invalid, the remainder of this contract shall not
be affected thereby if such remainder would then continue to serve the purposes and
objectives of both parties. ' .
DATED this
day of
,2009.
City of Port Angeles
Board of Clallam County Commissioners
By
By:
Howard V. Doherty, Jr., Chair
Gary Braun, Mayor
Attest:
Attest:
By:
Becky J. Upton, City Clerk, CMC
By:
Trish Holden, Clerk of the Board, CMC
Approved as to Form:
Approved as to Form:
By:
William E. Bloor, City Attorney
By:
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DATE:
To:
FROM:
SUBJECT:
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WASHINGTON, U.S.A.
CITY COUNCIL MEMO
April 21, 2009
CITY COUNCIL
Glenn A. Cutler, Director of Public Works and Utilities
Funding for Eastern Corridor Entryway Phase II, Project 06-21
Summary: On March 21,2006, the City Council accepted a Federal Transportation Enhancement
Program Grant in the amount of$363,000 to fund the subject project, which includes the design and
installation of curb, gutter, and sidewalks on First Street between Golf Course Road and Liberty
Street. To fully fund the project, a budget adjustment is required. During design, it was determined
that it would be cost effective to replace/repair street lighting in the same area.
Recommendation: Authorize the re-allocation of $150,000 from the Electric Utility to fund the
replacement/repair of street lighting, and to allocate $70,000 from the Surface Transportation .
Pr02ram (STP) funds to Eastern Corridor Entryway Phase II, Pro.iect 06-21.
Background/Analysis: On March 21,2006, the City Council accepted a Federal Transportation
Enhancement Program Grant in the amount of $363,000 for the project, the second phase of curb and
sidewalk construction to improve the eastern entrance to the City. The first phase, also an
Enhancement Grant, improved Front Street from Golf Course Road to Ennis Street with new curb,
gutter, sidewalks, and street trees.
Eastern Corridor Entryway Phase 2, for design and installation of curb, gutter, and sidewalks on First
Street between Golf Course Road and Liberty Street, requires local matching funds of $67,000
($25,000 cash and $42,000 in-kind engineering). A Local Agency agreement with Washington State
Department of Transportation (WSDOT) was approved in 2006 by City Council to obligate the funds.
At the time of the Enhancement Grant acceptance, the estimated total cost of this project was
$430,000. A portion of this project was built last year to coincide with adjacent property
improvements made by the Ruddell Auto Mall. However, the rest of the project has been put on hold
until the completion of the City's two major projects, Eighth Street Bridge Replacements and The
Gateway. This entryway project is now ready for advertising, with design complete and all permits
obtained.
During the design, the need to underground street light wiring, in keeping with the City Council's
vision of improvements to the Front/First Street corridor, was identified. The cost to complete this
work, including the replacement of some of the existing street lights that are structurally deficient,
has added approximately $150,000 to the overall project cost. Increases in construction cost since the .
project was last estimated in 2005 have also been experienced. The total estimated project cost,
including design and construction engineering, is $625,000. J - 6
N:\CCOUNCIL\FINAL\Eastern Corridor Entryway Project Funding.doc
April 21, 2008 City Council
Re: Enhancement Grant
Page 2
. On March 1, the Utility Advisory Committee forwarded a favorable recommendation to City Council
that the Electric Utility fund conversion of the street lights from overhead to underground feeds, as
well as replacing some of the existilfg light standards. It is proposed to reallocate $100,000 from
budgeted Electric Utility personnel funds that have not been utilized because there has been a delay
in hiring personnel, and $50,000 from electric fund reserves.
The 2007 Government Fund sidewalk program of $25,000, originally allocated to this project, is no
longer available. Therefore, it is recommended that a portion of the City's annual STP funds
received from WSDOT be used to fund the sidewalk work cost increases.
The following table details the proposed funding plan for the project:
PROJECT 06-21 FUNDING PLAN
Fundin2 Sources Initial Funding Revised Funding
Enhancement Grant $363,000 $363,000
Sidewalk Funds $ 25,000 $0
In-house engineering $ 42,000 $ 42,000
Electric Utility $0 $150,000
STP Funds $0 $ 70,000
TOTAL $430,000 $625,000
.
It is recommended that the City Council authorize the allocation of$150,000 from the Electric Utility
to fund the replacement/repair of street lighting, and allocate $70,000 STP funds to Eastern Corridor
Entryway Phase II, Project 06-21.
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N:\CCOUNCIL\FINALlEastem Corridor Entryway Project Funding.doc
~ORTANGELES
.
WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
Glenn A. Cutler, Director of Public Works & Utilities
SUBJECT:
Olympic Discovery Trail Paving, Project No. TR 07-07, Change Order No.1
Summary: On October 21,2008, the City Council awarded a contract with Lakeside Industries to pave
and improve approximately 4100 feet of the Olympic Discovery Trail, from the east end of the existing
paved part of the trail coming from Port Angeles, to the west side of the Morse Creek Trestle Bridge.
Lakeside Industries of Port Angeles was awarded the project for Chip Sealing in the amount of $85,675.
Recommendation: Approve Change Order No.1, changing the surface improvement from double
chip seal to hot mix asphalt, with the total contract amount remaining unchanged at $85,675.
Background/Analysis: On October 21,2008, the City Council awarded a contract with Lakeside
Industries to pave and improve approximately 4100 feet of the Olympic Discovery Trail, from the east end
of the existing paved part of the trail coming from Port Angeles, to the west side of the Morse Creek Trestle
Bridge. The project consisted of grading, placement of crushed surfacing top course, and the placement of
either (1) two inches of Hot Mix Asphalt (HMA), or (2) the placement of a two-coat bituminous surface
treatment (Chip Seal). These two options were listed as Alternate A and Alternate B, respectively. Due to
available funding, the City Council chose to award the contract with the Alternate B (Chip Seal) in the
amount of $85,675. Funding is from the Lodging Tax Fund.
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Due to the extreme weather conditions this past winter and spring, this project was placed in suspension
until better weather conditions prevailed. In the intervening period of time, petroleum prices have declined
resulting in HMA prices declining.
Public Works and Utilities staff requested Lakeside Industries consider paving the trail with HMA in lieu of
Chip Seal at the same price of the award. Lakeside has agreed to lower the price of the asphalt and
complete this project by adjusting the asphalt prices to match the award amount. The reduced HMA price
is an approximately 14% reduction from the estimate last fall. Staff has evaluated this reduction using
WSDOT's Construction Indices for Asphalt and this falls within the range from October 2008 to April
2009. The HMA would provide a smoother surface, longer life expectancy, easier maintenance, and match
that portion of the trail maintained by the City.
The contract is structured to pay based upon unit quantities. Therefore, the fmal contract price may very up
or down from the authorized amount. The negotiated unit prices are considered fair and reasonable.
It is recommend that the City Council approve Change Order No.1, changing the surface improvement from
double chip seal to hot mix asphalt, with the total contract amount remaining unchanged at $85,675.
.
J-8
N:\CCOUNCIL\FINAL\ODT Paving Change Order NO.1.doc
.
.
.
CALL TO ORDER -
REGULAR MEETING:
ROLL CALL:
PLEDGE OF
ALLEGIANCE:
PUBUC COMMENT:
CITY COUNCIL MEETING
Port Angeles, Washington
April 7, 2009
Mayor Braun called the regular meeting of the Port Angeles City Council to order at 6:00
p.m.
Members Present:
Mayor Braun, Deputy Mayor Wharton, and Councilmembers
Di Guilio, Kidd [via speaker phone], Perry, Rogers, and
Williams.
Members Absent:
None.
Staff Present:
Manager Myers, Attorney Bloor, Clerk Upton, D. McKeen,
N. West, Y. Ziomkowski, B. Smith, S. Sperr, R. Bonine, and
T. Pierce.
Public Present:
K. Ramer, V. Sanstrom, B. Korby, P. Lamoureux, D.
Schanfald, and T. Caldwell. All others present in the
audience failed to sign the roster.
The Pledge of Allegiance to the Flag was led by Deputy Mayor Wharton, followed by a
moment of silence in honor of police officers across the nation who recently lost their
lives in the line of duty, as well as some Pierce County children who were killed by their
father.
Shirley Nixon, P. O. Box 178, discussed the Claims Management Ordinance, asking what
types of claims are contemplated and what procedures are in place to inform the Council
when claims are made against the City. Ms. Nixon then addressed bills paid for outside
attorneys or consultants, something that she reviewed as part of a records request. The
bills, totaling $100,000, contained many redactions, and Ms. Nixon learned they appeared
to be a pass-through for consultants hired on the City's behalf. She inquired as to the
City's policy on the use of outside legal counsel to hire consultants and whether the City
considers this attorney/client material that should not be disclosed.
Kathy Ramer, formerly of 1521 South "I" Street, informed the Council of her experience
related to improper storm drainage on her former residence. She asked about laws
pertaining to drainage issues to make sure pipes are installed at a proper downgrade. Ms.
Ramer had a report from NTI, as well as pictures showing varying degrees of water in
the crawl space. She experienced health problems and no longer lives at that address.
When the house went to auction, the man who sold her the house submitted a bid to get
it back. She was certain the seller knew there were things wrong with the house. Ms.
Ramer found there were no permits issued for drainage from the roof into the storm
system. She felt regulations need to change.
BeccaKorby, P. O. Box 1627, Executive Director of Healthy Families, serves the public
on such issues as domestic violence, child abuse, and sexual assault. She thanked the
City for support given to the agency and asked the Council's reconsideration for next
year's Human Services budget in an effort to prevent tragedies from happening.
Paul Lamoureux, 602 Whidby, felt violence could be stopped by putting fear into the
perpetrators with severe penalties. He expressed appreciation for the 8th Street bridges
K - 1
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CITY COUNCIL MEETING
April 7, 2009
PUBLIC COMMENT:
(Cont'd)
PUBLIC CEREMONIES/
PRESENTATIONS:
Sexual Assault Awareness
Month
Clallam Economic
Development Council
Quarterly Update
WORK SESSION:
LATE ITEMS TO BE
PLACED ON THIS OR
FUTURE AGENDAS:
ORDINANCES NOT
REQUIRING PUBLIC
HEARINGS:
Claims Management
Ordinance
RESOLUTIONS:
and addressed the matter of the HarborWorks Development Authority, hoping the
Council fully understands the probable ramifications to the City. Mr. Lamoureux noted
certain mistrust in the community, urging the Council to provide sought after information
regarding HarborWorks and Rayonier so the public has a full understanding. He also
referenced the K-Ply site, feeling it should be the first priority. Both the K-Ply and
Rayonier sites should be viewed in terms of opportunity, but the City should be mindful
of costs and liabilities. Mr. Lamoureux stressed the importance of public participation.
.
Deputy Mayor Wharton asked Ms. Ramer if she had discussed her drainage issue with
staff, and Ms. Ramer responded she talked to the Building Inspector. Community &
Economic Development Director West offered to speak with Ms. Ramer.
1.
Sexual Assault Awareness Month:
Mayor Braun read and presented a proclamation to Becca Korby, Healthy Families,
declaring the month of April, 2009, as Sexual Assault Awareness Month.
2. Clallam Economic Development Council Quarterly Update:
Linda Rotmark, Executive Director of the Clallam Economic Development Council,
recognized EDC President, Randy Johnson, after which she used PowerPoint slides to
provide a quarterly update. Ms. Rotmark provided an in-depth summary of the EDC's
efforts in terms of business retention, business development, and business recruitment.
She distributed statistical data and a community profile to the Council, and she reviewed
the Angel Program, as well as a meeting held with the City concerning development in
the Eastern and Western Urban Growth Areas. Ms. Rotmark itemized various work
efforts for the first quarter, and she listed new members who recently joined the
Economic Development Council.
.
None.
There were no late items added to the agenda.
1. Claims Management Ordinance:
Attorney Bloor presented information relative to the updated Claims Management
Ordinance, which updates from $15,000 to $25,000 the City Manager's authority to
settle claims or initiate legal action for recovery of losses. This would be in keeping
with previous authorization for the City Manager to enter into contracts, leases, and
agreements to a value of $25,000. All such agreements are reported to the Council on
a monthly basis. Attorney Bloor provided an explanation of the statutory process for
filing a claim, emphasizing that City Council approval would be required for actions in
excess of $25,000.
Discussion followed, after which Mayor Braun conducted a first reading of the
Ordinance by title, entitled
ORDINANCE NO.
AN ORDINANCE of the City of Port Angeles, Washington, revising
Chapter 2.76 of the Port Angeles Municipal Code relating to
Claims Management.
None.
.
K-2
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.
.
.
OTHER
CONSIDERATIONS:
Park Sponsorship Policy
Break
PUBLIC HEARINGS -
QUASI-JUDICIAL:
PUBLIC HEARINGS -
OTHER:
Public Records Ordinance
CITY COUNCIL MEETING
April 7,2009
1. Park Sponsorship Policy:
City Engineer Sperr introduced the matter of the park sponsorship policy, noting the Port
Angeles Recreation Division has the opportunity to partner with private businesses and
individuals interested in the sponsorship of programs, facilities, and other aspects of
parks and recreation activities. The policy was developed to implement public/private
relationships to assist with financing programs. Deputy Director Bonine used
PowerPoint slides to discuss the policy objectives, policy highlights, procedure
highlights, and recommendations. He summarized the proposed procedures in terms of
recommendations, proposal review, and approval. He indicated several individuals
have expressed interest, as have civic organizations and businesses.
Discussion followed, and Manager Myers indicated the Council would need to
determine which businesses and organizations might not be appropriate for sponsorship.
The Parks Oversight Committee had discussed this issue at length, and the members
agreed with the policy as written. Deputy Mayor Wharton directed attention to Section
6., noting the uncertainty of the continuation of the Parks and Facilities Oversight
Committee. She suggested the language in the policy should be broadened in terms of
specific committee oversight. Councilmember Di Guilio, based on prior experience,
cited advertising on buses and offered a word of caution in that Transit had to allow
advertising pursuant to First Amendment rights and freedom of speech in terms of
conflicting points of view.
Deputy Mayor Wharton moved to approve the Sponsorship Policy with a change
in language to the Advisory Council section and direct staff to pursue sponsorship
opportunities. The motion was seconded by Councilmember Perry. Additional
discussion followed, and individual Councilmembers posed questions on specific
portions of the policy. Deputy Director Bonine indicated he would make a
recommendation based on each individual application, and the recommendation would
be taken to the Parks Oversight Committee for further review. A vote was taken on the
motion, which carried unanimously.
Mayor Braun recessed the meeting for a break at 7:04 p.m. The meeting reconvened at
7:12 p.m.
None.
1.
Public Records Ordinance:
Attorney Bloor indicated this is the second reading of the Ordinance. He provided
background information on the City's current Public Records Ordinance, noting there
have been many topics in the realm of public records requests that aren't covered in the
current Ordinance. The City would be adopting what is considered to be best practices.
Attorney Bloor indicated the current Ordinance doesn't provide good insight into the
policy and practice currently followed. He advised the Council there is a basic
ordinance that is limited to the legal requirements, and then the policy serves as the
"how to" part. All cities must comply with the State Law, but how they do it, who does
what, and the manner in which it is carried out varies from city to city. Attorney Bloor,
as requested by the Council, prepared a summary of the policy that would be provided
at the front counter. The ultimate goal is to clarify and update the procedure. Attorney
Bloor summarized changes made since the last Council meeting, noting that meetings
have been held with individual Councilmembers, the public, and the press in order to
disseminate the information.
Manager Myers referenced a letter from TimFord, Attorney General's office, indicating
that most of the suggestions Mr. Ford made were incorporated into the Ordinance and
policy. Mr. Ford conversed with Attorney Bloor and spoke in support of the Ordinance.
K-3
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CITY COUNCIL MEETING
April 7,2009
PUBLIC HEARINGS -
OTHER:
(Cont'd)
Public Records Ordinance
(Cont'd)
He also acknowledged the City's efforts to update the Ordinance in the interest of
transparency.
.
Mayor Braun opened the public hearing at 7:20 p.m.
Penny Van Vleet, 117 C Hilltop Drive, Sequim, President of the League of Women
Voters, read a statement to the Council, indicating the League is an active champion of
openness in government. The League's principles include the requisite that government
bodies protect the citizen's right to know by giving adequate notice of proposed actions,
holding open meetings, and making public records accessible. Ms. Van Vleet discussed
the history of democracy, the Freedom of Information Act, the Sunshine Act, and the
goals of the laws to make it easier for access to and involvement in government. Ms.
Van Vleet distributed information to the Council from Benicia, California, a community
that adopted a goal of making it easier for people to access city government. She has
conducted a great deal of personal research on open meetings and open records, and she
read to the Council various excerpts from the Public Records Act. Ms. Van Vleet felt
the existing Ordinance does not need to be changed immediately, but if passed, the
Council should appoint a committee for a sunshine law to be all inclusive in terms of
open government.
Norma Turner, 3928 Mt. Angeles Road, attended a meeting with some Councilmembers
and staff with regard to the proposed Ordinance. She felt the current Ordinance is
sufficient, but there is a greater need for the City to address open government. Ms.
Turner shared a vignette related to a presentation made by Tim Ford of the Attorney
General's Office in that Mr. Ford's handouts had been declared confidential by his staff
attorneys. Ms. Turner felt there is a tendency to favor the legality issues of openness.
She expressed concern that changes can be made to the policy without Council input,
and she felt it would be better to incorporate the policies into the text of the Ordinance.
Ms. Turner addressed the index of records and expressed the hope that more records
would be made available on the City's website. Ms. Turner shared with the Council her
experience with copies of records that contained redactions, and she concluded that if
the Council's voice isn't heard in the Ordinance, then it will be prone to more secrecy.
.
Shirley Nixon, P. O. Box 178, commented on the City's policy towards open
government as relates to the formation of the Public Development Authority in May,
2008, and her subsequent public records requests. She felt the City's process is not an
open one. Ms. Nixon felt the Ordinance was a premature expression of what is needed,
as the City should look at a comprehensive policy at the Council's direction in terms of
openness of records, promptness, and completeness of responses. She felt it is time for
the Council to consider its policy direction to staff to change the culture toward the
presumption of openness. She provided positive input as relates to the summary
document, and to the provision that department heads are to be responsive. She found
conflict with additional time needed for response, as well as notice to third parties. She
agreed with a former Supreme Court Justice in that information delayed is information
denied. Ms. Nixon encouraged Council to look at staffing in order to provide
promptness, and she urged the Council to think this through and direct staff regarding
open government and open records.
Darlene Schanfald, Olympic Environmental Council, P. O. Box 2664, Sequim,
expressed the opinion that the public is the client as relates to documents that are
redacted based on attorney/client privilege. She indicated she has asked to have
unredacted records provided. She reviewed various points covered by Tim Ford,
Attorney General's Office, in that redactions must be justified with a brief explanation.
She felt she wasn't provided with sufficient information to make a decision on whether
she should be given the redacted documents. Ms. Schanfald urged greater disclosure of
records.
.
There being no further testimony, Mayor Braun closed the public hearing at 8:00 p.m.
K-4
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.
.
.
PUBLIC HEARINGS -
OTHER:
(Cont'd)
Public Records Ordinance
(Cont'd)
FINANCE:
Consultant Agreement for
Laurel Substation Structure
Front Street Storm Drain
Construction, Project
DR09-02
Cable Injection Project
CITY COUNCIL MEETING
April 7, 2009
Lengthy discussion followed, and individual Councilmembers spoke in support of the
law being liberally construed by the City. The Council spoke to the improvements
incorporated by Attorney Bloor, the potential advantage of including the language ofthe
policy in the Ordinance, the benefits of indexing core City documents, and the benefits
of adding other City documents to the website. The Council also addressed the
worthiness of having a sunshine committee. The Council agreed it is committed to
openness and transparency. It was agreed a great deal of work has gone into the
Ordinance and policy, but the Council felt it would be advantageous to discuss the issue
further. It was felt that the Ordinance is part of transparency. Also, it was noted that
Port Angeles is in good shape in terms of response to public records requests. The
suggestion was made to add this topic to the Council's upcoming retreat agenda.
Councilmember Perry moved to table the Ordinance for 30 days so the Council can
have the opportunity to redirect staff on the Ordinance. The motion was seconded
by Deputy Mayor Wharton and carried unanimously.
1.
Consultant Agreement for Laurel Substation Structure:
City Engineer Sperr informed the Council that proposals were solicited from consulting
engineering firms to provide structural services to replace a 69kV "deadend" structure
in the Laurel Substation. He showed a picture of the substation and reviewed
information relative to the bids solicited, indicating the funds are available in the 2009
Light Utility budget. Discussion ensued, after which Deputy Mayor Wharton moved
to authorize the Mayor to sign an agreement with TriAxis Engineering of Portland,
Oregon, for professional services in an amount not to exceed $26,656.
Councilmember Di Guilio seconded the motion, which carried unanimously.
2. Front Street Storm Drain Construction, Project DR09-02:
Engineer Sperr noted an error in the agenda and packet memo, indicating the project
relates' to the Front Street storm drain as opposed to the storm drain on First Street. He
showed a picture of the area, described the scope of the project, and summarized bids
received via the MRSC Small Works Roster to construct the storm drain, which will
replace an existing storm drain connecting a City parking lot to the parking lot drain at
the former Light Operations site on Cherry Street. Brief discussion followed on whether
the new owner of the Light Operations facility would incur any costs associated with the
project. Engineer Sperr indicated the owner would have no additional costs, as the
project would have been done anyway. Deputy Mayor Wharton recused herselffrom
the vote in that her husband is part owner of the building. She noted it was the
physicians' understanding that the pipe would be decommissioned, which Engineer
Sperr confirmed.
Councilmember Perry moved to award and authorize the Mayor to sign a contract
for the Front Street Storm Drain Construction, Project No. DR99-02, with
Jamestown Excavation ofSequim, in the total bid amount of$19,869.37, including
tax. Councilmember Rogers seconded the motion, which carried 6 - 0, with Deputy
Mayor Wharton abstaining.
3.
Cable Injection Project:
Engineer Sperr provided information on the project to treat old and deteriorating
underground cables with a preservative warranted to extend the expected cable life by
at least 20 years. He summarized the focus areas and described the testing conducted
on the process. Following discussion, Councilmember Di Guilio moved to award and
authorize the Mayor to sign a contract with N ovinium, Inc., for Projects CLO 1-2008
and CL02-2008, in the amount of $86,975.61, including tax. Deputy Mayor
Wharton seconded the motion, which carried unanimously.
K-5
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CITY COUNCIL MEETING
April 7 , 2009
sth Street Bridges Contract
Changes Orders
CONSENT AGENDA:
CITY COUNCIL
COMMITTEE
REPORTS:
INFORMATION:.
Break
EXECUTIVE SESSION:
4. 8th Street Bridges Contract Change Orders:
Engineer Sperr provided an in-depth summary of the changes to the Sth Street Bridges
contract since the June 3, 2008, City Council meeting, to include 19 additional change
orders, a number of price reductions to the previously-approved "pending" change
orders, and an adjustment of final quantities from estimated quantities based on the
completed work. He indicated this is less than a 2% increase. Brief discussion ensued,
after which Deputy Mayor Wharton moved to approve completed Change Orders
14 through 32 in the amount of $135,929.00, and adjustment to unit price
quantities, for a total change order amount of $227,167.24, increasing the total
contract amount to $18,637,341.04. The motion was seconded by Councilmember
Rogers and carried unanimously.
Councilmember Di Guilio moved to accept the Consent Agenda, to include: 1.) City
Council Meeting Minutes of March 17, 2009; 2.) Expenditure Approval List from
3/7/09 to 3/27/2009 for $3,339,723.76; 3.) Public Works Trust Fund Loan Extension
for Design of CSO Phase I Projects; 4.) Lodging Tax Advisory Committee
Reappointments; and 5.) Clallam County Opportunity Fund Board - Appoint City
Representative. Councilmember Perry seconded the motion, which carried
unanimously.
Councilmember Rogers provided an update on the National League of Cities Conference
which she attended on behalf of A WC. She summarized issues related to the Federal
Stimulus Package, noting she talked to the Washington delegation about "shovel ready"
projects and the competition for funding.
.
Councilmember Perry reported on his attendance at an Olympic National Park
Foundation meeting.
Manager Myers recognized the Human Resources Department for the Employee Awards .
Luncheon. He recognized Clerk Upton for receipt of the Washington Municipal Clerks
Association President's Award of Distinction. He also recognized the Public Works
Department for the installation of new light fixtures in the Vern Burton Center that will
use 49% less energy. He also recognized Public Works for the article in the Northwest
Public Power Association Bulletin regarding the installation of fiberglass poles on Ediz
Hook.
Manager Myers reported on the Community at Work - Painting Downtown project, his
tour of Bremerton, and his trip to Victoria. He felt that Port Angeles needs to do a better
job in communicating with Victoria regarding Port Angeles events and activities. It is
anticipated that a joint meeting will be scheduled with the City Council from Victoria
in the near future. Manager Myers noted the Council retreat scheduled for April1Sth.
The retreat will start at S:OO a.m., and meeting packets will go out early next week. He
reported that the Erickson Trust will be meeting this coming week to discuss the closure
of Gottschalk's.
Mayor Braun recessed the meeting for a break at 9:22 p.m. The meeting reconvened at
9:30 p.m.
Based on input from Attorney Bloor, Mayor Braun announced the need for an Executive
Session for approximately 20 minutes under the authority of RCW 42.30.11O(1)(i),
potential litigation, with no action to follow. The Executive Session convened at 9:30
p.m., and at 9:50 p.m., the Executive Session was extended for an additional 20 minutes
by announcement of the Mayor. The Council was joined by Manager Myers, Attorney
Bloor, Community & Economic Development Director West, Public Works & Utilities
Director Cutler [via speaker phone], and City Engineer Sperr.
K-6
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.
.
.
.
CITY COUNCIL MEETING
April 7, 2009
RETURN TO OPEN
SESSION:
The Executive Session concluded at 10: 10 p.m., and the Council convened in regular
open session. No action was taken.
ADJOURNMENT:
The meeting was adjourned at 10:10 p.m.
Gary Braun, Mayor
- 7 -
Becky J. Upton, City Clerk
K-7
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
From: 3/28/2009 To: 4/10/2009 .
Vendor Description Account Number Invoice Amount
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-3010-515.42-10 1.01
DIGITAL IMAGING SOLUTIONS INC COPIES THRU 3/31/09 001-3010-515.45-31 32.93
QUILL CORPORATION QUILL-SUPPLIES 001-3010-515.31-01 18.32
FOLDERS,BA TTERIES 001-3010-515.31-01 70.11
QWEST 3-23 ale 206T302306084B 001-3010-515.42-10 12.24
3-23 ale 206T3010164584B 001-3010-515.42-10 16.69
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-3010-515.42-10 7.32
Attorney Attorney Office Division Total: $158.62
CLALLAM CNTY SHERIFF'S DEPT JAIL BILL FEB. 2009 001-3012-598.51-23 26,098.62
Attorney Jail Contributions Division Total: $26,098.62
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-3021-515.42-10 0.67
BAUMANN ATTY AT LAW, MARK DEFENSE ATTY PCR 15046 001-3021-515.50-90 90.00
CASE, CAROL L. CONTRACT PROSECUTION 001-3021-515.41-50 855.00
CLALLAM PUBLIC DEFENDER Publie Defender Fees-Apr 001-3021-515.41-50 3,888.72
Additional Due-Mareh 001-3021-515.41-50 1,138.72
DIGITAL IMAGING SOLUTIONS INC COPIES THRU 3/31/09 001-3021-515.45-31 32.94
HEWLETT-PACKARD COMPANY COMPUTERS,DP & WORD PROC. 001-3021-515.31-60 646.07
MATTHEW BENDER & CO INC WA CRIMINAL PRAC 2009 001-3021-515.31-01 89.43
Patsy Brown INTERPRETER FEE PCR14722 001-3021-515.50-90 45.00
Washington Assoc Pros Attorney H.GREENWOOD WAPA TRAINING 001-3021-515.43-10 75.00 .
H.MOORE WAPA TRAINING 001-3021-515.43-10 75.00
QUILL CORPORATION FOLDERS,BA TTERIES 001-3021-515.31-01 70.10
QWEST 3-23 ale 206T302306084B 001-3021-515.42-10 8.16
3-23 ale 206T3010164584B 001-3021-515.42-10 11.13
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-3021-515.42-10 5.23
Attorney Prosecution Division Total: $7,031.17
Attorney Department Total: $33,288.41
AT&T MOBILITY 3-13 ale 0172134468001 001-4010-558.42-10 1.26
OLYMPIC PRINTERS INC LETTERHEAD 001-4010-558.31-01 168.78
OLYMPIC SKATE CENTER RELOCATION OF RESERVED US 001-4010-558.41-50 125.00
PENINSULA DAILY NEWS LEGAL ADS 001-4010-558.44-10 259.40
AlA Open House Adv 001-401 0-558.44-1 0 178.00
PORT ANGELES CITY TREASURER AlA SDAT Prestnt-Bialzik 001-4010-558.31-01 29.45
QWEST 3-23 ale 206T302306084B 001-4010-558.42-10 15.30
3-23 ale 206T3010164584B 001-4010-558.42-10 20.87
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-4010-558.42-10 15.16
Community Development Planning Division Total: $813.22
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-4020-524.42-10 0.44
DIGITAL IMAGING SOLUTIONS INC COPIES THRU 3/31/09 001-4020-524.45-31 20.99
GREAT AMERICA LEASING CORP MARCH COPIER LEASES 001-4020-524.45-31 125.92
OLYMPIC STATIONERS INC OFFICE SUPPLIES, GENERAL 001-4020-524.31-01 16.00 .
PORT ANGELES CITY TREASURER ICC Meeting-Lierly 001-4020-524.43-10 46.00
K - 10
Page 3
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
. From: 3/28/2009 To: 4/10/2009
Vendor Description Account Number Invoice Amount
QWEST 3-23 ale 20613023060848 001-6010-522.42-10 28.55
3-23 ale 206T301 01645848 001-6010-522.42-10 38.95
3-23 ale 206T3023060848 001-6010-522.42-11 8.16
3-23 ale 206T30101645848 001-6010-522.42-11 11.13
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-6010-522.42-10 8.67
Sean Chgs-Mareh 001-6010-522.42-11 7.33
WSAFC ANNUAL CONFERENCE 001-6010-522.43-10 300.00
REG FIRE AUTH WORKSHOP 001-6010-522.43-10 50.00
Fire Department Fire Administration Division Total: $895.48
AT&T MOBILITY 3-13 ale 0172134468001 001-6020-522.42-10 2.19
CAPTAIN T'S CLOTHING 001-6020-522.20-80 673.60
PORT ANGELES FIRE DEPARTMENT SCREWS 001-6020-522.31-02 0.76
QWEST 3-23 ale 20613023060848 001-6020-522.42-10 26.51
3-23 ale 206T30101645848 001-6020-522.42-10 36.17
SEAWESTERN INC POWER GENERATION EQUIPMEN 001-6020-522.31-02 68.93
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-6020-522.42-10 0.33
WHEELER, CORAL SUPPLIES 001-6020-522.31-01 42.37
Fire Department Fire Supression Division Total: $850.86
AT&T MOBILITY 3-13 ale 0172134468001 001-6021-522.42-10 0.17
. QWEST 3-23 ale 206T3023060848 001-6021-522.42-10 2.04
3-23 ale 206T30101645848 001-6021-522.42-10 2.78
Fire Department Fire Volunteers Division Total: $4.99
AT&T MOBILITY 3-13 ale 0172134468001 001-6030-522.42-10 0.34
OLYMPIC STATIONERS INC SUPPLIES 001-6030-522.31-01 26.18
PORT ANGELES FIRE DEPARTMENT MEAL 001-6030-522.43-10 11 .40
8US FARE TO SEATAC 001-6030-522.43-10 49.00
QWEST 3-23 ale 206T3023060848 001-6030-522.42-10 4.08
3-23 ale 206T30101645848 001-6030-522.42-10 5.56
WASHINGTON (DIS), STATE OF Scan Chgs-Mareh 001-6030-522.42-1 0 1.13
Fire Department Fire Prevention Division Total: $97.69
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-6040-522.42-10 0.34
QUILL CORPORATION PAPER (OFFICE, PRINT SHOP) 001-6040-522.31-01 268.78
QWEST 3-23 ale 206T3023060848 001-6040-522.42-10 4.08
3-23 ale 206T30101645848 001-6040-522.42-10 5.56
Fire Department Fire Training Division Total: $278.76
BROTHERS PLUMBING INC REPAIR 001-6050-522.48-10 103.52
FERRELLGAS INC FUEL 001-6050-522.47-10 756.45
RENTAL 001-6050-522.4 7 -10 1.08
REPAIR 001-6050-522.48-10 92.14
MRS CLEAN EQUIP MAINT & REPAIR SERV 001-6050-522.31-01 91.01
. 8UILDING MAINT&REPAIR SER 001-6050-522.41-50 395.00
NAPA AUTO PARTS 8A THROOM FIXTURES 001-6050-522.48-10 18.72
THURMAN SUPPLY MASS TRANS,ACCES& PARTS 001-6050-522.48-10 13.48
K - 13
Page 6
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
From: 3/28/2009 To: 4/10/2009 .
Vendor Description Account Number Invoice Amount
WHEELER, CORAL SUPPLIES 001-6050-522.31-02 125.72
Fire Department Facilities Maintenance Division Total: $1,597.12
AT&T MOBILITY 3-13 ale 0172134468001 001-6060-525.42-10 1.51
GLOBALSTAR USA 3-16 ale 1.50018853 001-6060-525.42-10 36.19
QWEST 3-23 ale 206T302306084B 001-6060-525.42-10 18.35
3-23 ale 206T301 0164584B 001-6060-525.42-10 25.04
Fire Department Emergency Management Division Total: $81.09
Fire Department Department Total: $3,805.99
ADVANCED TRAVEL MUTCD Tng-Burke 001-7010-532.43-10 379.58
Bridge Insp Trng-Mahlum 001-7010-532.43-10 1,249.52
Access Mgt-EW/JB/SJ 001-7010-532.43-10 100.00
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-7010-532.42-10 5.21
CAPACITY PROVISIONING INC INet Chgs-Dark Fiber 001-7010-594.64-10 108.40
COMPLETE LINE, THE CASE OF TOWELS 001-7010-532.31-01 90.35
DIGITAL IMAGING SOLUTIONS INC COPIES THRU 3/31/09 001-7010-532.45-31 325.64
GREAT AMERICA LEASING CORP MARCH COPIER LEASES 001-7010-532.45-31 65.02
MARCH COPIER LEASE 001-7010-532.45-31 760.16
PENINSULA DAILY NEWS LEGAL AD 001-7010-532.44-10 18.85
PORT ANGELES CITY TREASURER Fuel Purchase-Cutler 001-7010-532.31-01 35.24
FEMA Cont Lunch-Dahlquist 001-7010-532.43-10 21.03 .
FEMA Cont Luneh-Szatloeky 001-7010-532.43-10 13.71
QWEST 3-23 ale 206T302306084B 001-7010-532.42-10 63.22
3-23 ale 206T3010164584B 001-7010-532.42-10 86.26
SWAIN'S GENERAL STORE INC SAFETY BOOTS 001-7010-532.31-01 95.28
VERIZON WIRELESS 3-22 ale 571136182-00001 001-7010-532.42-10 131.01
WASHINGTON (DIS), STATE OF Scan Chgs-Mareh 001-7010-532.42-10 76.88
COMPUTERS,DP & WORD PROC. 001-7010-594.64-10 20.60
COMPUTERS,DP & WORD PROC. 001-7010-594.64-10 12,295.41
Public Works-Gen Fnd Pub Wks Administration Division Total: $15,941.37
Public Works-Gen Fnd Department Total: $15,941.37
ASM SIGNS MISCELLANEOUS SERVICES 001-8010-574.41-50 869.24
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-8010-574.42-10 0.50
HEWLETT-PACKARD COMPANY COMPUTER HARDWARE&PERIPHI001-8010-574.31-60 795.66
QWEST 3-23 ale 206T302306084B 001-8010-574.42-10 6.12
3-23 ale 206T301 0164584B 001-8010-574.42-10 8.35
VERIZON WIRELESS 3-22 ale 571136182-00005 001-8010-574.42-10 14.47
WA WILDLIFE & RECREATION COALlTlmMEMBERSHIP RENEWAL 001-8010-574.49-01 100.00
WASHINGTON (DIS), STATE OF Scan Chgs-Mareh 001-8010-574.42-10 6.05
Parks & Recreation Parks Administration Division Total: $1,800.39
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-8012-555.42-10 0.50
CAPACITY PROVISIONING INC INet Chgs-Senior Center 001-8012-555.42-12 172.00 .
GREAT AMERICA LEASING CORP MARCH COPIER LEASES 001-8012 -555.45-31 171.55
K -14
Page 7
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
. From: 3/28/2009 To: 4/10/2009
Vendor Description Account Number . Invoice Amount
QWEST 3-23 ale 206T302306084B 001-8012-555.42-10 6.12
3-23 ale 206T3010164584B 001-8012-555.42-10 8.35
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-8012-555.42-10 0.63
Parks & Recreation Senior Center Division Total: $359.15
AMERICAN RED CROSS-PA BOOKS, DVDS FOR CLASSES 001-8020-576.31-01 282.55
FIRST AID & SAFETY EQUIP. 001-8020-576.31-01 32.00
FIRST AID & SAFETY EQUIP. 001-8020-576.31-01 32.00
FIRST AID & SAFETY EQUIP. 001-8020-576.43-10 24.00
AMSAN OLYMPIC SUPPLY JANITORIAL SUPPLIES 001-8020-576.31-06 254.94
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-8020-576.42-10. 0.67
CAPACITY PROVISIONING INC INet Chgs-Wm Shore Pool 001-8020-576.42-12 172.00
KIEFER & ASSOCIATES. ADOLPH SPORTING & ATHLETIC EQUIP 001-8020-576.34-01 39.00
Jayna Lafferty ST. PATS TREASURE HUNT 001-8020-576.31-01 59.21
Bill Knebes DIFFERENCE BETWEEN ADULT 001-8020-347.30-12 157.50
Clint Soelter COURSE CANCELLED-LOW ENROO01-8020-347.30-13 10.00
Dawn Gold TO ILL TO PARTICIPATE 001-8020-347.30-13 36.00
QWEST 3-23 ale 206T302306084B 001-8020-576.42-10 8.16
3-23 ale 206T301 0164584B 001-8020-576.42-10 11.13
STAYWELL COMPANY. THE SHIPPING AND HANDLING 001-8020-576.31-01 -53.49
. FIRST AID & SAFETY EQUIP. 001-8020-576.31-01 191.08
Parks & Recreation William Shore Pool Division Total: $1,256.75
ANGELES MILLWORK & LUMBER CO CLOTHING & APPAREL 001-8050-536.31-20. 20.19
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-8050-536.42-10 0.34
AUTOMATIC WILBERT VAULT CO INC CEMETERY SUPPLIES 001-8050-536.34-01 871.00
CAPACITY PROVISIONING INC INet Chgs-Cemetery Offiee 001-8050-536.42-12 172.00
MATTHEWS INTERNATIONAL CEMETERY MARKERS 001-8050-536.34-01 584.95
CEMETERY MARKERS 001-8050-536.34-01 185.38
PENINSULA DAILY NEWS COMMUNICATIONSIMEDIA SERV 001-8050-536.44-10 449.00
QWEST 3-23 ale 206T302306084B 001-8050-536.42-10 4.08
3-23 ale 206T3010164584B 001-8050-536.42-10 5.56
SWAIN'S GENERAL STORE INC JANITORIAL SUPPLIES 001-8050-536.31-01 46.06
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-8050-536.42-10 5.79
Parks & Recreation Ocean View Cemetery Division Total: $2,344.35
ANGELES MILLWORK & LUMBER CO HARDWARE,AND ALLIED ITEMS 001-8080-576.31-01 24.65
LUMBER& RELATED PRODUCTS 001-8080-576.31-20 38.10
SUPPLIES 001-8080-576.31-20 90.49
LUMBER& RELATED PRODUCTS 001-8080-576.31-20 162.60
TAPE(NOT DP,SOUND,VIDEO) 001-8080-576.31-20 37.05
SUPPLIES 001-8080-576.31-20 33.83
PAINTS,COA TINGS,WALLPAPER 001-8080-576.31-20 6.51
. AT&T MOBILITY 3-13 ale 017 213 4468 001 001-8080-576.42-10 1.68
BAILEY SIGNS & GRAPHICS MARKERS, PLAQUES,SIGNS 001-8080-576.31-20 43.36
K - 15
Page 8
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
. From: 3/28/2009 To: 4/10/2009
Vendor Description Account Number Invoice Amount
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-8080-576.42-10 4.59
Parks & Recreation Park Facilities Division Total: $7,380.41
Parks & Recreation Department Total: $13,141.05
AQUATIC SPECIALTY SERVICES CHEMICAL, COMMERCIAL,BULK 001-8120-576.31-05 1,094.84
JOHNSTONE SUPPLY INC SUPPLIES 001-8120-576.31-20 125.74
Facilities Maintanance Pool Facilities Division Total: $1,220.58
AT&T MOBILITY 3-13 ale 017 213 4468 001 001-8130-518.42-10 0.17
QWEST 3-23 ale 206T302306084B 001-8130-518.42-10 2.04
3-23 ale 206T301 0164584B 001-8130-518.42-10 2.78
VERIZON WIRELESS 3-22 ale 571136182-00005 001-8130-518.42-10 12.99
Facilities Maintanance Custodial/Janitorial Svcs Division Total: $17.98
ANGELES MILLWORK & LUMBER CO JANITORIAL SUPPLIES 001-8131-518.31-20 24.55
JANITORIAL SUPPLIES 001-8131-518.31-20 10.83
AT&T MOBILITY 3-13 ale 017 2134468001 001-8131-518.42-10 0.17
CED/CONSOLlDATED ELEC DIST INC ELECTRICAL EQUIP & SUPPLY 001-8131-518.31-20 369.55
ELECTRICAL EQUIP & SUPPLY 001-8131-518.31-20 62.24
FEI EVERETT 3023(FAMILlAN) MET ALS,BARS,PLA TES,RODS 001-8131-518.31-20 105.74
HARTNAGEL BUILDING SUPPLY INC SUPPLIES 001-8131-518.31-20 25.31
JOHNSTONE SUPPLY INC PIPE AND TUBING 001-8131-518.31-20 680.89
. L & L TOOL SPECIAL TIES HAND TOOLS ,POW&NON POWER001-8131-518.31-20 26.58
ORKIN EXTERMINATING COMPANY INC EXTERNAL LABOR SERVICES 001-8131-518.48-10 66.50
QWEST 3-16 ale 206T355724768b 001-8131-518.42-10 57.46
3-23 ale 206T302306084B 001-8131-518.42-10 2.04
3-23 ale 206T301 0164584B 001-8131-518.42-10 2.78
SWAIN'S GENERAL STORE INC PAINTS,COA TINGS,WALLPAPER 001-8131-518.31-20 22.12
THURMAN SUPPLY HARDWARE,AND ALLIED ITEMS 001-8131-518.31-20 10.14
SUPPLIES 001-8131-518.31-20 55.29
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 001-8131-518.42-10 0.71
Facilities Maintanance Central Svcs Facilities Division Total: $1,522.90
Facilities Maintanance Department Total: $2,761.46
General Fund Fund Total: $105,705.01
JACKSON'S SIGNS GATEWAY SIGN 2ND INSTLMNT 101-1430-594.65-10 3,352.50
PORT ANGELES CHAMBER OF COMM 09 MKTG & MEDIA CAMPAIGN 101-1430-557.50-83 1,611.00
09 MKTG & MEDIA CAMPAIGN 101-1430-557.50-83 7,203.38
Lodging Excise Tax Lodging Excise Tax Division Total: $12,166.88
Lodging Excise Tax Department Total: $12,166.88
Lodging Excise Tax Fund Fund Total: $12,166.88
ANGELES MILLWORK & LUMBER CO SUPPLIES 102-7230-542.31-20 6.61
FASTENERS, FASTENING DEVS 102-7230-542.31-25 10.50
. AT&T MOBILITY 3-13 ale 017 213 4468 001 102-7230-542.42-10 0.84
CAPACITY PROVISIONING INC INet Chgs-Corp Yard 102-7230-542.42-12 172.00
CED/CONSOLlDATED ELEC DIST INC ELECTRICAL EQUIP & SUPPLY 102-7230-542.31-20 368.82
K - 17
Page 10
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
. From: 3/28/2009 To: 4/10/2009
Vendor Description Account Number Invoice Amount
AT&T MOBILITY 3-13 ale 0172134468001 107 -5160-528.42-10 4.54
CAPTAIN T'S 1 JKT\4 SHIRTS VANGORDON 107 -5160-528.20-80 236.75
2 VESTS\ 1 JKT\ 1 SWEAT - G 107 -5160-528.20-80 251 .40
1 POLO\1 SWEAT - VANSICKL 107 -5160-528.20-80 68.25
EMBROIDERY ONLY - CRABB 107 -5160-528.20-80 9.21
CPI COMPUTERS LLC FIBER SERVICE TO OFF SITE 107-5160-528.42-10 233.20
FIBER SERVICE TO OFF SITE 107 -5160-528.42-10 -233.20
GLOBALSTAR USA MONTHLY SATELLITE TELEPHO 107 -5160-528.42-10 36.19
STEPHEN ROMBERG Tuition Reimbursement 107 -5160-528.43-10 519.08
APCO - Washington Chapter CONF REGISTRATION - ROMBE 1 07~5160-528.43-1 0 230.00
CHAPTER MEETING\DINNER - 107 -5160-528.43-10 30.00
CONF REGISTRATION - SHEAT 107 -5160-528.43-10 230.00
CHAPTER MEETING\DINNER- 107 -5160-528.43-10 30.00
CONF REGISTRATION - HOMAN 107-5160-528.43-10 230.00
CHAPTER MEETING\DINNER - 107 -5160-528.43-10 30.00
NEW WORLD SYSTEMS MSP UPGRADE TRAVEL EXP EX 107 -5160-594.65-10 1,611.01
PACIFIC OFFICE EQUIPMENT INC CANON FAX PARTS REPLACEME 107-5160-528.31-01 24.25
CANON FX3 TONER CARTRIDGE 107 -5160-528.31-01 92.68
. POWERPHONE INC EMD RECERT - KELSEY PEARS 107 -5160-528.43-10 129.00
QWEST 3-23 ale 206T302306084B 107 -5160-528.42-10 55.06
3-23 ale 206T301 0164584B 107 -5160-528.42-10 75.13
RICHMOND 2-WAY RADIO REPAIR PENDOM HELP NEEDED 107-5160-528.48-10 54.20
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 107 -5160-528.42-10 74.82
COMPUTERS,DP & WORD PROC. 107-5160-594.65-10 0.54
SHIPPING AND HANDLING 107 -5160-594.65-10 10.84
,
COMPUTERS,DP & WORD PROC. 107-5160-594.65-10 12,673.91
Pen com Pen com Division Total: $18,271.57
Pencom Department Total: $18,271.57
Pencom Fund Fund Total: $18,271.57
CLALLAM CNTY HOUSING AUTHORITY CONSULTING SERVICES 172-2359-559.41-50 122,727.55
PA Housing Rehabilitation Housing Authority Division Total: $122,727.55
PA Housing Rehabilitation Department Total: $122,727.55
PA Housing Rehab Proj Fund Total: $122,727.55
AT&T MOBILITY 3-13 ale 017 213 4468 001 174-8221-574.42-10 0.17
CAPTAIN T'S CLOTHING & APPAREL 174-8221-574.31-01 194.04
QWEST 3-23 ale 206T302306084B 174-8221-574.42-10 2.04
3-23 ale 206T301 0164584B 174-8221-574.42-10 2.78
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 174-8221-574.42-10 2.00
Recreation Activities Sports Programs Division Total: $201.03
. ADAMICH, CHASE SCOREKEEPER PAYMENT 174-8222-574.41-50 80.00
AT&T MOBILITY 3-13 ale 017 213 4468 001 174-8222-574.42-10 0.17
3-26 ale 994753890 174-8222-574.42-10 24.19
K - 19
Page 12
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
From: 3/28/2009 To: 4/10/2009 .
Vendor Description Account Number Invoice Amount
Public Works-Electric Engineering-Electric Division Total: $244.59
ADVANCED TRAVEL WPAG Mtg-Dunbar 401-7120-533.43-10 93.70
BPA Mtg-Dunbar 401-7120-533.43-10 284.95
AT&T MOBILITY 3-13 ale 0172134468001 401-7120-533.42-10 0.50
CAPACITY PROVISIONING INC INet Chgs-Lt-Resouree Mgt 401-7120-533.42-12 225.24
FEDERAL EXPRESS CORP Shipping Chgs pe 3-27 401-7120-533.42-10 9.66
QWEST 3-23 ale 2061302306084B 401-7120-533.42-10 6.12
3-23 ale 206T3010164584B 401-7120-533.42-10 8.35
WASHINGTON (DIS), STATE OF Scan Chgs-Mareh 401-7120-533.42-10 46.96
Public Works-Electric Power Systems Division Total: $675.48
ADVANCED TRAVEL Sptndt Mtg-Klarr 401-7180-533.43-10 167.95
Ldrship Skills Trng-Wahto 401-7180-533.43-10 415.18
Excavation Trng-BW/RH 401-7180-533.43-10 137.80
ANGELES MILLWORK & LUMBER CO FURNITURE, OFFICE 401-7180-533.31-20 34.44
ANGELES PLUMBING INC BUILDING MAINT&REPAIR SER 401-7180-533.48-10 709.87
AT&T MOBILITY 3-13 ale 017 213 4468 001 401-7180-533.42-10 4.04
BAXTER AUTO PARTS #15 AUTO & TRUCK MAINT. ITEMS 401-7180-533.34-02 37.51
CAPACITY PROVISIONING INC INet Chgs-Light 401-7180-533.42-12 1,658.05
CAPTAIN T'S FIRE PROTECTION EQUIP/SUP 401-7180-533.31-01 2,146.49
FIRE PROTECTION EQUIP/SUP 401-7180-533.49-90 286.18 .
FIRE PROTECTION EQUIP/SUP 401-7180-533.49-90 76.93
CED/CONSOLlDA TED ELEC DIST INC ELECTRICAL EQUIP & SUPPLY 401-7180-533.34-02 59.63
ELECTRICAL EQUIP & SUPPLY 401-7180-533.34-02 7.64
TAPE(NOT DP,SOUND,V1DEO) 401-7180-533.34-02 401.95
CERTIFIED HEARING INC HEALTH RELATED SERVICES 401-7180-533.49-90 25.00
DIGITAL IMAGING SOLUTIONS INC COPIES THRU 3/31/09 401-7180-533.45-31 15.18
ESCI EDUCATIONAL SERVICES 401-7180-533.41-50 1,789.00
FASTENAL INDUSTRIAL OFFICE SUPPLIES, GENERAL 401-7180-533.34-02 878.24
GRAINGER ENVIRONMENT AL&ECOLOGICAL 401-7180-533.31-01 109.68
LAUNDRY TEXTILES& SUPPLlS 401-7180-533.34-02 78.24
FU RN ITURE,LAB ,SPECIAL 401-7180-533.34-02 483.66
GREAT AMERICA LEASING CORP MARCH COPIER LEASES 401-7180-533.45-31 186.66
HANSEN SUPPLY COMPANY INC TAPE(NOT DP,SOUND,VIDEO) 401-7180-533.34-02 604.02
MATeo TOOLS ELECTRICAL EQUIP & SUPPLY 401-7180-533.35-01 210.57
MATHEWS GLASS CO INC PLASTICS 401-7180-533.31-20 447.15
MCMASTER-CARR SUPPLY CO HARDWARE,AND ALLIED ITEMS 401-7180-533.31-20 539.42
ANGELES COMMUNICATIONS INC 401-7180-322.10-28 141.00
401-7180-322.10-28 108.00
OLYMPIC LAUNDRY & DRY CLEANERS LAUNDRY/DRY CLEANING SERV 401-7180-533.41-50 61.59
LAUNDRY/DRY CLEANING SERV 401-7180-533.41-50 61.59
LAUNDRYIDRY CLEANING SERV 401-7180-533.41-50 61.59 .
OLYMPIC STATIONERS INC PAPER (OFFICE, PRINT SHOP) 401-7180-533.31-01 41.76
K- 22
Page 15
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
. From: 3/28/2009 To: 4/10/2009
Vendor Description Account Number Invoice Amount
OLYMPIC STATIONERS INC SUPPLIES 401-7180-533.43-10 21.53
SUPPLIES 401-7180-533.43-10 61.08
PACIFIC METERING INC ELECTRICAL EQUIP & SUPPLY 401-7180-533.34-02 1,150.45
ELECTRICAL EQUIP & SUPPLY 401-7180-533.34-02 759.53
PORT ANGELES CITY TREASURER Ferry Tickets-McCabe 401-7180-533.43-10 23.10
PORT OF PORT ANGELES Lease Fees 401-7180-533.45-30 4,100.00
PUD #1 OF CLALLAM COUNTY Service @ Glass Rd 401-7180-533.47 -10 191.70
QUILL CORPORATION JANITORIAL SUPPLIES 401-7180-533.31-01 8.28
OFFICE SUPPLIES, GENERAL 401-7180-533.31-01 203.74
JANITORIAL SUPPLIES 401-7180-533.31-01 8.28
QWEST 3-23 alc 206T3023060848 401-7180-533.42-10 48.94
3-23 alc 206T30101645848 401-7180-533.42-10 66.78
SHOTWELL CORP, JONATHAN TESTING APPINOT ELECTRIC 401-7180-533.49-90 92.68
MISCELLANEOUS SERVICES 401-7180-533.49-90 1,083.67
SUNSET DO-IT BEST HARDWARE AUTO & TRUCK MAINT.ITEMS 401-7180-533.34-02 9.83
FUEL, OIL, GREASE, & LUBES 401-7180-533.34-02 10.89
ELECTRICAL EQUIP & SUPPLY 401-7180-533.35-01 10.70
ELECTRICAL EQUIP & SUPPLY 401-7180-533.35-01 67.75
. SWAIN'S GENERAL STORE INC CLEANING COMPOSITIONISOLV 401-7180-533.31-01 16.05
WAGNER-SMITH EQUIPMENT CO ELECTRICAL EQUIP & SUPPLY 401-7180-533.35-01 175.68
WASHINGTON (DIS), STATE OF Scan Chgs-March 401-7180-533.42-10 22.57
WASHINGTON STATE UNIVERSITY HUMAN SERVICES 401-7180-533.43-10 345.00
ZEE MEDICAL SERVICE CO SUPPLIES 401-7180-533.31-01 62.13
Public Works-Electric Electric Operations Division Total: $20,526.37
Public Works-Electric Department Total: $21,446.44
Electric Utility Fund Fund Total: $30,099.93
FEI EVERETT 3023(FAMILlAN) PIPE AND TUBING 402-0000-141.40-00 344.06
PIPE FITTINGS 402-0000-141.40-00 137.68
PLUMBING EQUIP FIXT,SUPP 402-0000-141.40-00 1,720.40
PIPE FITTINGS 402-0000-141.40-00 39.20
PLUMBING EQUIP FIXT,SUPP 402-0000-141.40-00 3,409.75
PLUMBING EQUIP FIXT,SUPP 402-0000-141.40-00 462.20
LUCIER CHEMICAL INDUSTRIES L TO WATER&SEWER TREATING CHEI\/402-0000-237.00-00 -637.22
TRIDENT WATER WORKS INC PIPE FITTINGS 402-0000-141 .40-00 1,926.99
Division Total: $7,403.06
Department Total: $7,403.06
ANGELES MILLWORK & LUMBER CO HARDWARE,AND ALLIED ITEMS 402-7380-534.35-01 62.59
AT&T MOBILITY 3-13 alc 017 213 4468 001 402-7380-534.42-10 1.01
BLAKE SAND & GRAVEL INC SUPPLIES 402-7380-534.31-20 49.86
. CAPACITY PROVISIONING INC INet Chgs-Water 402-7380-534.42-12 356.82
ESCI SUPPLIES 402-7380-534.43-10 133.33
FEDERAL EXPRESS CORP Shipping Chgs pe 3-27 402-7380-534.42-10 168.24
K - 23
Page 16
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
From: 3/28/2009 To: 4/10/2009 .
Vendor Description Account Number Invoice Amount
FEI EVERETT 3023(FAMILlAN) SUPPLIES 402-7380-534.31-20 135.03
INDUSTRIAL EFFICIENCY ALLIANCE CONSULTING SERVICES 402-7380-534.43-10 199.00
LAB/COR, INC TESTING&CALlBRATION SERVI 402-7380-534.41-50 385.00
LUCIER CHEMICAL INDUSTRIES L TO WA TER&SEWER TREATING CHEIV 402-7380-534.31-05 8,223.14
MIKE PUNTENNEY MISC SOFTWARE REIMBURSMEN 402-7380-534.31-01 171.56
OLYMPIC LAUNDRY & DRY CLEANERS RAGS,SHOP TOWELS,WIPING 402-7380-534.31-20 15.18
RAGS,SHOP TOWELS,WIPING 402-7380-534.31-20 22.76
OLYMPIC STATIONERS INC SUPPLIES 402-7380-534.31-01 21.53
SUPPLIES 402-7380-534.31-01 61.08
PORT ANGELES CITY TREASURER Software/Books Reimb-MP 402-7380-534.31-01 21.71
Post-it Flags-Puntenney 402-7380-534.31-01 9.21
PUD #1 OF CLALLAM COUNTY Crown Z Water Rd 402-7380-534.4 7 -10 21.32
QWEST 3-23 ale 206T302306084B 402-7380-534.42-10 12.24
3-23 ale 206T301 0164584B 402-7380-534.42-10 16.69
3-23 ale 206T 411255315B 402-7380-534.42-10 64.59
RADIOS HACK HAND TOOLS ,POW&NON POWER402-7380-534.31-20 56.76
SUNSET DO-IT BEST HARDWARE HAND TOOLS ,POW&NON POWER402-7380-534.31-20 88.80
SUPPLIES 402-7380-534.31-20 23.18
HARDWARE,AND ALLIED ITEMS 402-7380-534.31-20 57.06 .
SWAIN'S GENERAL STORE INC FIRST AID & SAFETY EQUIP. 402 -7380-534.31-01 212.18
SUPPLIES 402-7380-534.31-20 32.13
ELECTRICAL EQUIP & SUPPLY 402-7380-534.31-20 14.75
CHEMICAL LAB EQUIP & SUPP 402-7380-534.31-20 59.80
SUPPLIES 402-7380-534.35-01 49.58
THURMAN SUPPLY PIPE FITTINGS 402-7380-534.31-20 5.75
TWISS ANALYTICAL LABORATORIES TESTING&CALlBRATION SERVI 402-7380-534.41-50 165.00
TESTING&CALlBRATION SERVI 402 -7380-534.41-50 165.00
UNITED RENTALS NORTHWEST INC ROAD/HGWY HEAVY EQUIPMENT 402-7380-534.35-01 2,655.80
VERIZON WIRELESS 3-28 ale 271138138-00005 402-7380-534.42-10 118.06
WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 402-7380-534.42-10 11.06
Public Works-Water Water Division Total: $13,866.80
Public Works-Water Department Total: $13,866.80
Water Fund Fund Total: $21,269.86
AMSAN OLYMPIC SUPPLY PAPER & PLASTIC-DISPOSABL 403-7480-535.31-01 378.90
JANITORIAL SUPPLIES 403-7480-535.31-01 29.31
PAPER & PLASTIC-DISPOSABL 403-7480-535.31-01 183.91
AT&T MOBILITY 3-13 ale 017 213 4468 001 403-7480-535.42-10 1.35
CAPACITY PROVISIONING INC INet Chgs-Water 403-7480-535.42-12 654.17
CEO/CONSOLIDATED ELEC DIST INC ELECTRICAL EQUIP & SUPPLY 403-7480-535.31-20 611.38
CORRECT EQUIPMENT PUMPS & ACCESSORIES 403-7480-535.31-20 949.71 .
PUMPS & ACCESSORIES 403-7480-535.35-01 4,327.88
DIGITAL IMAGING SOLUTIONS INC COPIES THRU 3/31/09 403-7480-535.31-01 28.29
K- 24
Page 17
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
. From: 3/28/2009 To: 4/10/2009
Vendor Description Account Number Invoice Amount
ESCI SUPPLIES 403-7480-535.43-10 133.33
FAMILY SHOE STORE FIRST AID & SAFETY EQUIP. 403-7480-535.31-01 139.58
FIRST AID & SAFETY EQUIP. 403-7480-535.31-01 150.00
FASTENAL INDUSTRIAL ELECTRICAL EQUIP & SUPPLY 403-7480-535.31-20 57.17
GRAINGER SUPPLIES 403-7480-535.31-20 195.56
SUPPLIES 403-7480-535.31-20 288.05
LAWN MAINTENANCE EQUIP 403-7480-535.31-20 85.57
HACH COMPANY ROADIHIGHWAY EQUIPMENT 403-7480-535.31-20 892.13
SHIPPING AND HANDLING 403-7480-535.31-20 215.66
JCI-JONES CHEMICALS INC WATER&SEWER TREATING CHEI\I403-7480-535.31-05 6,244.88
KAMAN INDUSTRIAL TECHNOLOGIES SUPPLIES 403-7480-535.31-20 208.85
MIDWEST LABORATORIES INC TESTING&CALlBRATION SERVI 403-7480-535.41-50 347.30
OLYMPIC STATIONERS INC SUPPLIES 403-7480-535.31-01 21.53
SUPPLIES 403-7480-535.31-01 61.08
SUPPLIES 403-7480-535.31-01 190.64
PAPER & PLASTIC-DISPOSABL 403-7480-535.31-01 158.37
HARDWARE,AND ALLIED ITEMS 403-7480-535.31-01 22.74
PETTIT OIL COMPANY FUEL,OIL,GREASE, & LUBES 403-7480-535.32-11 1,088.79
. FUEL,OIL,GREASE, & LUBES 403-7480-535.32-11 1,116.43
PNCWA HUMAN SERVICES 403-7480-535.43-10 900.00
HUMAN SERVICES 403-7480-535.43-10 1,350.00
PUD #1 OF CLALLAM COUNTY Serviee @ Masters Rd 403-7480-535.42-10 530.64
Serviee @ Brook Ave 403-7480-535.4 7 -10 291.32
QWEST 3-23 ale 206T302306084B 403-7480-535.42-10 16.31
3-23 ale 206T3010164584B 403-7480-535.42-10 22.26
SUNSET DO-IT BEST HARDWARE HAND TOOLS ,POW&NON POWER403-7480-535.31-01 126.85
HARDWARE,AND ALLIED ITEMS 403-7480-535.31-01 23.76
PIPE FITTINGS 403-7480-535.31-20 8.00
PIPE FITTINGS 403-7480-535.31-20 32.86
SWAIN'S GENERAL STORE INC CLEANING COMPOSITIONISOL V 403-7480-535.31-01 13.89
FOODS: PERISHABLE 403-7480-535.31-01 8.51
SEED ,SOD,SOIL&INOCULANT 403-7480-535.31-01 5.93
LAWN MAINTENANCE EQUIP 403-7480-535.31-01 90.59
THURMAN SUPPLY PLUMBING EQUIP FIXT,SUPP 403-7480-535.31-20 40.65
PIPE FITTINGS 403-7480-535.31-20 60.03
PIPE FITTINGS 403-7480-535.31-20 10.73
TRAFFIC SAFETY SUPPLY CO MARKERS, PLAQUES,SIGNS 403-7480-535.31-20 228.85
VERIZON WIRELESS 3-22 ale 571136182-00004 403-7480-535.42-10 41.28
3-28 ale 271138138-00006 403-7480-535.42-10 44.82
WA STATE DEPARTMENT OF ECOLOGY MISC PROFESSIONAL SERVICE 403-7480-535.49-90 805.00
. WASHINGTON (DIS), STATE OF Sean Chgs-Mareh 403-7480-535.42-10 21.19
WATER ENVIRONMENT FEDERATION MEMBERSHIP RENEWAL 403-7480-535.49-01 110.00
K - 25
Page 18
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
. From: 3/28/2009 To: 4/10/2009
Vendor Description Account Number Invoice Amount
Public Works-WW/Stormwtr Department Total: $30.57
Stormwater Fund Fund Total: $30.57
ADVANCED TRAVEL Paramedic Lecture-JC/MK 409-6025-526.43-10 534.97
AT&T MOBILITY 3-13 ale 017 213 4468 001 409-6025-526.42-10 2.02
CAPTAIN T'S CLOTHING 409-6025-526.20-80 801.00
CLALLAM CNTY EMS Medic I Advisory 409-6025-526.41-50 600.00
FIRST LINE LLC GLOVES 409-6025-526.31-13 1,078.80
LIFE ASSIST HOSP SURG ACCES & SUNDRfS 409-6025-526.31-02 1.43
Earl Noonan CPR CLASS 3/31/09 409-6025-526.31-08 50.00
John Barrett REIMBURSE FOR TUITION 409-6025-526.43-10 199.20
Deems Okamoto, MD INSTRUCTOR FEE 409-6025-526.43-10 600.00
Paul Berline ACLS INSTRUCTOR FEES & MI 409-6025-526.43-10 795.00
MOROZ. JAMES EDUCATIONAL SERVICES 409-6025-526.31-08 200.00
EDUCATIONAL SERVICES 409-6025-526.31-08 200.00
OLYMPIC OXYGEN OXYGEN 409-6025-526.31-02 15.80
PORT ANGELES FIRE DEPARTMENT GLUCOSE 409-6025-526.31-13 19.00
QWEST 3-23 ale 206T302306084B 409-6025-526.42-10 24.47
3-23 ale 206T3010164584B 409-6025-526.42-10 33.39
. Fire Department Medic I Division Total: $5,155.08
Fire Department Department Total: $5,155.08
Medic I Utility Fund Total: $5,155.08
ADVANCED TRAVEL BPA Mtg-Kajfasz 421-7121-533.43-10 612.00
Brian MacDonald CITY REBATE 421-7121-533.49-86 50.00
Diana Sommerville CITY REBATE 421-7121-533.49-86 50.00
Geraldine Fearn CITY REBATE 421-7121-533.49-86 50.00
James A Turman CITY REBATE 421-7121-533.49-86 25.00
Neil Wells CITY REBATE 421-7121-533.49-86 25.00
Nikki L Ihrig CITY REBATE 421-7121-533.49-86 50.00
Paula Howell CITY REBATE 421-7121-533.49-86 75.00
Sandy Ulf CITY REBATE 421-7121-533.49-86 50.00
Sheri Fryer CITY REBATE 421-7121-533.49-86 50.00
Public Works-Electric Conservation Division Total: $1,037.00
Public Works-Electric Department Total: $1,037.00
Conservation Fund Total: $1,037.00
WESTON SOLUTIONS, INC SUPPLIES 452-7388-594.65-10 11,057.50
Public Works-Water Water Projects Division Total: $11,057.50
Public Works-Water Department Total: $11,057.50
Water Utility CIP Fund Total: $11,057.50
BROWN AND CALDWELL CSO PLAN UPDATE 453-7488-594.41-50 2,671.21
. Public Works-WW/Stormwt Wastewater Projects Division Total: $2,671.21
Public Works-WW/Stormwtr Department Total: $2,671.21
K - 27
Page 20
Date: 4/16/2009 .
City. of Port Angeles
City Council Expenditure Report
From: 3/28/2009 To: 4/10/2009 .
Vendor Description Account Number Invoice Amount .
WasteWater Utility CIP Fund Total: $2,671.21
CSK AUTO INC (SCHUCK'S) AUTO & TRUCK MAINT.ITEMS 501-0000-141.40-00 2.12
AUTO & TRUCK ACCESSORIES 501-0000-141 .40-00 2.38
AUTO & TRUCK MAINT. ITEMS 501-0000-141 .40-00 12.39
AUTO & TRUCK MA1NT. ITEMS 501-0000-141 .40-00 62.87
FAR-WEST MACHINE & HYDRAULICS AUTO & TRUCK MAINT. ITEMS 501-0000-141 .40-00 175.84
FASTENAL INDUSTRIAL AUTO & TRUCK ACCESSORIES 501-0000-141 .40-00 198.57
AUTO & TRUCK ACCESSORIES 501-0000-141 .40-00 38.66
MCMASTER-CARR SUPPLY CO AUTO SHOP EQUIPMENT & SUP 501-0000-237.00-00 -14.30
AUTO SHOP EQUIPMENT & SUP 501-0000-237.00-00 -5.96
AUTO SHOP EQUIPMENT & SUP 501-0000-237.00-00 -4.97
OFFICE SUPPLIES, GENERAL 501-0000-237.00-00 -2.55
NAPA AUTO PARTS AUTO & TRUCK ACCESSORIES 501-0000-141 .40-00 4.23
AUTO & TRUCK ACCESSORIES 501-0000-141.40-00 31.35
AUTO & TRUCK MAl NT. ITEMS 501-0000-141.40-00 77.22
AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 24.48
HOSES, ALL KINDS 501-0000-141.40-00 26.86
AUTO & TRUCK MAINT. ITEMS 501-0000-141 .40-00 5.14
AUTO & TRUCK MAINT. ITEMS 501-0000-141 .40-00 10.10 .
HOSES, ALL KINDS 501-0000-141 .40-00 23.32
AUTO & TRUCKMAINT.ITEMS 501-0000-141 .40-00 4.53
NELSON TRUCK EQUIPMENT CO INC AUTO & TRUCK ACCESSORIES 501-0000-141 .40-00 132.54
NORTHWEST MFG & DIST INC AUTO & TRUCK MAl NT. ITEMS 501-0000-237.00-00 -31.50
AUTO & TRUCK MAINT. ITEMS 501-0000-237.00-00 -19.66
PETTIT OIL COMPANY FUEL,OIL,GREASE, & LUBES 501-0000-141 .20-00 460.70
FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 4,349.55
FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 4,815.66
AUTO & TRUCK MAl NT. ITEMS 501-0000-141.40-00 681.98
RICHMOND 2-WAY RADIO AUTO & TRUCK MAl NT. ITEMS 501-0000-141.40-00 108.40
SAHLBERG EQUIPMENT CO INC, JF AUTO & TRUCK MAINT. ITEMS 501-0000-141.40-00 48.13
AUTO & TRUCK MAl NT. ITEMS 501-0000-141 .40-00 86.78
SOUNDOFF SIGNAL AUTO & TRUCK ACCESSORIES 501-0000-237.00-00 -6.57
TEC-TEAM INDUSTRIES, INC RENTAULEASE EQUIPMENT 501-0000- 23 7.00-00 -12.94
Division Total: $11,285.35
Department Total: $11,285.35
ANGELES MILLWORK & LUMBER CO MATERIAL HNDLlNG&STOR EQP 501-7630-548.34-02 87.80
ARAMARK LAUNDRYIDRY CLEANING SERV 501-7630-548.49-90 26.37
LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 31.56
LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 26.37
AT&T MOBILITY 3-13 a/e 017 213 4468 001 501-7630-548.42-10 1.18 .
BAXTER AUTO PARTS #15 AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 26.20
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.34-02 37.55
K - 28
Page 21
CitY' of Port Angeles
City Council Expenditure Report
Date: 4/16/2009
Page 22
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
From: 3/28/2009 To: 4/10/2009 .
Vendor Description Account Number Invoice Amount
OLYMPIC STATIONERS INC SUPPLIES 501-7630-548.31-01 21.53
SUPPLIES 501-7630-548.31-01 61.08
PACIFIC OFFICE EQUIPMENT INC OFFICE SUPPLIES, GENERAL 501-7630-548.31-01 38.58
OFFICE SUPPLIES, GENERAL 501-7630-548.31-01 12.88
OFFICE SUPPLIES, GENERAL 501-7630-548.31-01 4.76
PENINSULA DAILY NEWS LEGAL AD 501-7630-548.44-10 56.71
PORT ANGELES CITY TREASURER FuellPool Car-McCabe 501-7630-548.32-10 22.93
PORT ANGELES TIRE FACTORY AUTO & TRUCK MAINT. ITEMS 501-7630-548.48-10 73.50
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.48-10 73.50
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.48-10 77.83
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.48-10 182.84
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.48-10 550.21
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.48-10 16.21
QWEST 3-23 ale 206T302306084B 501-7630-548.42-10 14.28
3-23 ale 206T3010164584B 501-7630-548.42-10 19.48
R & R AUTOBODY EQUIP. MAINT. AUTO,TRUCK 501-7630-594.64-10 5,416.97
RESTORATION GLASS/NOVUS AUTO, INCAUTO & TRUCK MAINT. ITEMS 501-7630-548.48-1 0 265.11
RICHMOND 2-WAY RADIO RADIO & TELECOMMUNICATION 501-7630-548.48-10 97.56
RADIO & TELECOMMUNICATION 501-7630-548.48-10 97.56
SOLID WASTE SYSTEMS. INC AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 194.86 .
SOUNDOFF SIGNAL AUTO & TRUCK ACCESSORIES 501-7630-548.34-02 84.70
SUNSET DO-IT BEST HARDWARE AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 18.23
RENTAL/LEASE EQUIPMENT 501-7630-548.34-02 35.23
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.34-02 174.80
AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 7.76
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.34-02 9.21
AUTO & TRUCK MAl NT. ITEMS 501-7630-548.34-02 179.08
TEC-TEAM INDUSTRIES, INC RENTAL/LEASE EQUIPMENT 501-7630-548.34-02 166.98
WASHINGTON (DIS), STATE OF Scan Chgs-Mareh 501-7630-548.42-10 12.19
WASHINGTON FIRE & SAFETY EQUIP AUTO & TRUCK ACCESSORIES 501-7630-548.34-02 231.98
WESTERN EQUIPMENT DISTRIB INC AUTO & TRUCK MAINT. ITEMS 501-7630-548.34-02 151.48
WESTERN SYSTEMS & FABRICATION AUTO & TRUCK MAl NT. ITEMS 501-7630-548.34-02 321.27
Public Works-Equip Svcs Equipment Services Division Total: $13,930.56
Public Works-Equip Svcs Department Total: $13,930.56
Equipment Services Fund Total: $25,215.91
VP CONSULTING INC DATA PROC SERV &SOFTWARE 502-0000-237.00-00 -294.00
Division Total: -$294.00
Department Total: -$294.00
ANGELES COMMUNICATIONS INC MOVE & RETERMINATE TELECO 502-2081-518.41-50 298.37
EXTEND/INSTALL TELCOM 25P 502-2081-518.41-50 491.05 .
AT&T MOBILITY 3-13 ale 017 213 4468 001 502-2081-518.42-10 1.51
CAPACITY PROVISIONING INC INet Chgs-IT 502-2081-518.42-10 500.00
K - 30
Page 23
Date: 4/16/2009
City of Port Angeles
City Council Expenditure Report
From: 3/28/2009 To: 4/10/2009 .
Vendor Description Account Number Invoice Amount
Self Insurance Other Insurance Programs Division Total: $69,407.86
FRANK GATES SERVICES CO 2ND QTR TPA FEE 503-1661-517.41-40 4,265.85
Self Insurance Worker's Compensation Division Total: $4,265.85
Self Insurance Department Total: $73,673.71
Self-Insurance Fund Fund Total: $73,673.71
BRAUN,GARY Reimb Medicare-March 602-6221-517.46-35 96.40
CAMPBELL, MALCOLM D Reimb Medicare-March 602-6221-517.46-35 96.40
Disability Board-March 602-6221-517.46-35 2,399.50
Disability Board-March 602-6221-517.46-35 137.00
DOYLE, JERRY L Reimb Medicare-March 602 -6221-517.46-35 96.40
Disability Board-March 602-6221-517.46-35 20.00
RYAN,ED Reimb Medicare-March 602-6221-517.46-35 96.40
Fireman's Pension Fireman's Pension Division Total: $2,942.10
Fireman's Pension Department Total: $2,942.10
Firemen's Pension Fund Total: $2,942.10
AT&T MOBILITY 3-13 a/c 017 213 4468 001 652-8630-575.42-10 0.50
CAPACITY PROVISIONING INC INet Chgs-Fine Arts Ctr 652-8630-575.42-12 172.00
CED/CONSOLlDATED ELEC DIST INC Supplies 652-8630-575.31-01 103.58
BLUETUX INTERNET SERVICES Domain Renewal(s) 652-8630-575.42-12 360.00 .
OLYMPIC PRINTERS INC Newsletter 652 -8630-57 5.4 9-60 661.94
QWEST 3-23206T418577331B 652-8630-575.42-10 57.46
3-23 a/c 206T302306084B 652-8630-575.42-10 6.12
3-23 a/c 206T3010164584B 652-8630-575.42-10 8.35
Esther Webster/Fine Arts Esther Webster/Fine Arts Division Total: $1,369.95
Esther Webster/Fine Arts Department Total: $1,369.95
Esther Webster Fund Fund Total: $1,369.95
AFLAC APR SUPP INS PREMIUM 920-0000-231.53-10 733.18
AFSCME LOCAL 1619. P/R Deductions pe 4-5-09 920-0000-231.54-40 97.00
P/R Deductions pe 4-5-09 920-0000-231.54-40 194.00
ASSOCIATION OF WASHINGTON CITIES APRIL SUPP LIFE PREMIUMS 920-0000-231.53-30 589.20
BISHOP, WHITE & MARSHALL, PS P/R Deductions pe 4-5-09 920-0000-231.56-30 362.68
DIMARTINO/WSCFF DISABILITY P/R Deductions pe 4-5-09 920-0000-231.53-40 1,186.02
FIREFIGHTER'S LOCAL 656 P/R Deductions pe 4-5-09 920-0000-231.54-30 1 ;620.00
IBEW LOCAL 997 P/R Deductions pe 4-5-09 920-0000-231.54-20 867.13
OFFICE OF SUPPORT ENFORCEMENT P/R Deductions pe 3-22 920-0000-231.56-20 1,181.32
P/R Deductions pe 3-22 920-0000-231.56-20 169.85
OFFICE OF SUPPORT ENFORCEMENT-Ct P/R Deductions pe 3-22 920-0000-231.56-20 16.15
POLICE ASSOCIATION P/R Deductions pe 4-5-09 920-0000-231.55-10 202.00
TEAMSTERS LOCAL 589 P/R Deductions 920-0000-231 .54-10 1,608.50
P/R Deductions pe 4-5-09 920-0000-231.54-10 3,049.00 .
UNITED COLLECTIONS SERVICE INC P/R Deductions pe 4-5-09 920-0000-231.56-30 213.14
UNITED WAY (PAYROLL) P/R Deductions pe 4-5-09 920-0000-231.56-10 395.00
K - 32
Page 25
.
.
.
City of Port Angeles
City Council Expenditure Report
From: 3/28/2009
To: 4/10/2009
Date: 4/16/2009
Vendor
WSCCCE AFSCME AFL-CIO
Totals for check period
Description
P/R Deductions pe 4-5-09
Account Number
920-0000-231.54-40
Division Total:
Department Total:
Fund Total:
Invoice Amount
4,227.83
$16,712.00
$16,712.00
$16,712.00
$726,369.69
K - 33
Payroll Clearing
From: 3/28/2009 To: 4/10/2009
Page 26
DATE:
To:
FROM:
SUBJECT:
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WASHINGTON, U.S.A
CITY COUNCIL MEMO
April 21, 2009
CITY COUNCIL
DAN McKEEN, Fire Chief & Emergency Management Coordinator
Public Assistance Grant Agreement
Summary: The Public Assistance Grant Agreement would authorize State and City personnel to
begin the assessment process and complete the financial reimbursement process for storm damage
suffered by the City between December 12th 2008 and January 5th of this year.
Recommendation:
1) Authorize the Mayor to sign a standard form Public Assistance Grant Agreement with the
Washington State Military Department for the 12/12/08 -115/09 severe storm event, and .
2) Adopt the Designation of Applicant's Agent Resolution.
Background/Analysis: During the period of December 12,2008 and January 5, 2009, exceptionally
high tides and winter storm events coincided to cause record or near record snow levels which
required a large snow clearing operation; damage to rock rip-rap bank protection on the Olympic
Discovery Trail from Ennis Creek to Morse Creek; erosion damage to the shoreline adjacent to the
road on the south side of Ediz Hook; erosion damage to the boat dock at Ediz Hook near the Coast
Guard station; damage to police and public works vehicles; and unanticipated overtime and materials
expenses due to the cleanup from snow storm maintenance activities.
A Presidential Declaration was signed on March 2, 2009, designating the storm as Disaster 1825 -
Severe Winter Storm and Record and Near Record Snow. The City has filed a Preliminary Damage
Assessment citing damages of $196,000. The final cost of damages is likely to be higher as further
damage is made known and more precise estimates are prepared.
FEMA funds are available for flood fighting; snow removal; post-storm damage recovery. Generally
the cost is shared on a 75:25 basis with FEMA paying the majority share. Additional funds, on a
75:25 basis, may be available for Damage Mitigation to prevent or minimize future damage for
damage prone areas. The first step in initiating the damage claims is for the City and the State to
enter into a Public Assistance Grant Agreement - a sample copy of which is attached to this
memorandum. The State is preparing a completed agreement, adding only the; grant start and fmish
dates; project designation; and a description of the nature of the storm disaster. It is important to
bring this agreement to the Council at this time in order to meet FEMA submittal deadlines for
project submission.
.
Attachment: Map, Grant Agreement, and Designation of Applicant's Agent Resolution
C:\DOCUME-l \tpierce\LOCALS-I \Temp\XPgrpwise\2009 FEMA Storm Repairs Agreement 4,21.09.doc
K - 34
.
.
.
In addition, the City is required to specify authorized representatives to execute proj ect doc1lll1ents
and support the processing of claims. The completed agreement and Applicant's Agent Resolution
will authorize State and City personnel to begin the assessment process and complete the financial
reimbursement process. .
It is recommended that the City Council authorize the Mayor to sign the Public Assistance Grant
Agreement.
K - 35
Attachment: Map, Grant Agreement, and Designation of Applicant's Agent Resolution
C:\DOCUME-l \tpierce\LOCALS-1\Temp\XPgrpwise\2009 FEMA Storm Repairs Agreement 4.21.09.doc
Ediz Hook
Bank Erosion
Ediz Hook
Boat Dock Damage
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Olympic Discovery Trail
Slope Protection Damage
City Wide Damage
Snow Removal - 2 Highest Days
SnoW Removal - Critical Facilities - Entire Period
Snow Removal & Disposal - Materials
Snow Removal - Damage Repair
Damage to Public Vehicles
Unanticipated Overtime
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Washington State Military Department
PUBLIC ASSISTANCE GRANT AGREEMENT FACE SHEET
1. Applicant Name and Address: 2. Total Project Amount: 3. Grant Number:
City of Port Angeles To be dete~ined, based upon 009-010
approved project worksheets
4. Applicant Agent, phone number:
5. Grant Start Date:
6. Grant End Date:
7. MD Program Manager/phone number:
Gerard Urbas, (253) 512-7402
10. Funding Authority:
Washington State Military Department (the "Department"), and Federal Emergency Management Agency (FEMA)
11. Funding Source Agreement #: 12. Program Index # 13. Catalog of Federal Domestic Asst. (CFDA) 14. TIN or SSN:
794XCI794XD # & Title: 97.036, Public Assistance 91~'.";'..:;.n"/
792XE
8. Data Universal Numbering System
(DUNS):
9. UBI # (state revenue):
15. Service Districts:
(BY LEGISLATIVE DISTRICT): :\'f~<;:<th
(BY CONGRESSIONAL DISTRICT): ~';(:;''ith
18. Contract Classification:
o Personal Services D Client Services X Public/Local Gov't
o Collaborative Research 0 AlE 0 Other
20. Contractor Selection Process:
X "To all who apply & qualify" 0 Competitive Bidding
o Sole Source D AlE RCW 0 N/A
o Filed w/OFM? 0 Advertised? 0 YES DNO
22. BRIEF DESCRIPTION:
16. Service Area by County(ies):
Clallam County
17. Women/Minority-Owned, State
Certified?: X N/A 0 NO
DYES,OMWBE#
19. Contract Type (check all that apply):
o Contract X Grant
o Intergovernmental (RCW 39.34)
X Agreement
o Interagency
!
21. Contractor Type (check all that apply)
o Private Organizationllndividual
X Public Organization/Jurisdiction
o VENDOR 0 SUBRECIPIENT
o For-Profit
X Non-Profit
X OTHER
IN WITNESS WHEREOF, the Department and Applicant acknowledge and accept the terms of this Grant Agreement,
exhibits, references and attachments hereto and have executed this Grant Agreement as of the date and year written
below. This Grant Agreement Face Sheet, Special Terms and Conditions, General Terms and Conditions, Federal and
State Requirements and Assurances, and any other attachments or references govern the rights and obligations of both
parties to this Grant Agreement. .
In the event of an inconsistency in this Grant Agreement, unless otherwise provided herein, the inconsistency shall be
resolved by giving precedence in the following order:
1. Applicable Federal and State Statutes and Regulations
2. Statement of Wor~ and/or Project Description as outlined in FEMA approved Project Worksheet(s)
3. Special Terms and Conditions
4. General Terms and Conditions, and,
5. Other provisions of the contract incorporated by reference.
This Grant Agreement, including all attachments, contains all the terms and conditions agreed upon by the parties. No
other understandings, oral or otherwise, regarding the subject matter of this Grant Agreement shall be deemed to exist or to
bind any of the parties hereto.
WHEREAS, the parties hereto have executed this Grant Agreement on the day and year last specified below.
FOR THE DEPARTMENT: FOR THE APPLICANT:
Signature
James M. Mullen, Director
Emergency Management Division
Washington State Military Department
APPROVED AS TO FORM:
Sara J. Finlay (signature on file) 2/6/2009
ssistant Attorney General
Form 10/27/00 kdb
Date
Signature
print or type name:
Date
APPROVED AS TO FORM:
Applicant's Legal Review
Date
Public Assistance Grant Agreement-2/09
Page 1 of 15
K - 37
City of Port Angeles
009-010
SPECIAL TERMS AND CONDITIONS
ARTICLE I - COMPENSATION SCHEDULE
1. FUNDING (
The DEPARTMENT will administer the Public Assistance Grant Program and reimburse approved.
eligible Public Assistance costs to the APPLICANT that are identified under the auspices of Presidential
Emergency Declaration Number FEMA-1817-DR-WA and authorized by and consistent with the
Stafford Act (P.L. 93-288, as amended) and applicable regulations. It is understood that no final dollar
figure is committed to at the time that this Grant Agreement is executed, but that financial commitments
will be made by amendments to the project application as Project Worksheets are completed in the field
and projects are authorized by state and federal officials. See Attachment #1-project Worksheet
sample.
Pursuant to the FEMA-STATE AGREEMENT, the Federal Emergency Management Agency (FEMA)
will contribute 75 percent of the eligible costs for any eligible project and 100 percent of the
administrative costs, as provided for in subsection 3.D. of Article I. The APPLICANT will commit to the
remaining 25 percent non-federal match to any eligible project that has been identified under the
Presidential Disaster Declaration number FEMA-1817 .DR-W A, subject to the following exception:
Donated Resources: FEMA will credit an APPLICANT for the value of certain volunteer labor,
donated equipment, and donated materials used in the performance of eligible emergency work
- categories A and 8, referred to as Donated Resources. The Donated Resources are
recognized by FEMA in a Project Worksheet. Donated Resources offset the non-federal share
of the eligible emergency work approved in Project Worksheets. For non-state agency
applicants, the donated resource value will first be applied to the APPLICANT's noq-federal
share, arid any remaining donated resource value will be applied to tne DEPARTMENT's share.
The value of the Donated Resources are calculated as described in FEMA Policy 9525.2, and
are capped at the non-Federal share of approved eligible emergency work costs. The Federal
share of the Donated Resources will not exceed the non-federal share of eligible emergency
work costs approved in Project Worksheets. Any excess credit can be credited only to other.
eligible emergency work costs, for the same APPLICANT in the same disaster. The value of
excess donated resources cannot be credited toward or transferred to. another eligible
APPLICANT, or toward. other State obligations.
See Attachment #1 - Project Worksheet sample.
2. GRANT AGREEMENT PERIOD
Activities payable under this Grant Agreement and to be performed by the APPLICANT under this
Grant Agreement shall be those activities which occurred during or subsequent to the incident period
defined in the FEMA-State Agreement, and shall terminate upon completion of the project(s) approved
by federal and state officials, including completion of close-out and audit. This period shall be referred
to as the aGrant Agreement Period."
3. PAYMENTS
The DEPARTMENT, using funds granted for the purposes of the Presidential Disaster Declaration from
FEMA, shall issue payments to the APPLICANT in compliance with the Washington State Public
Assistance Applicant Manual procedures as follows:
A. Small Project Payments: Payments are made for all small projects to the APPLICANT upon
submission and approval of an A 19.1 A State of Washington Invoice Voucher to the
DEPARTMENT, after FEMA has approved funding through approval of Project Worksheets.
8. Progress Payments: Progress payment of funds for costs already incurred on large projects
minus 10 percent retainage may be made to the APPLICANT upon submission by the
APPLICANT of an A19-1A State of Washington Invoice Voucher, a letter of request, and a
spreadsheet identifying the claimed costs supporting the payment request and approval by the.
DEPARTMENT.
Public Assistance Grant Agreement-2f09
Page 2 of 15
City ~ poR~ge'es
009-010
Improved Projects: Payments on improved projects will be pro-rated based upon the
percentage of the project that is funded under this disaster grant to the overall project cost. This
percentage will be identified when the first payment on the improved project is made. Progress
payments wjll be made as outlined above in Section B.
Final Payment: Final Payment on a large project will be made following submission by the
APPLICANT of a certification of completion on the STATEMENT OF DOCUMENTATION/FINAL
INSPECTION REPORT form upon completion of project(s), completion of all final inspections by
the DEPARTMENT, and final approval by FEMA. Final payment on a large project will include
any retainage withheld during progress payments. Final payments may also be conditional upon
financial review, jf determined necessary by the DEPARTMENT or FEMA. Adjustments to the
final payment may be made following any audits conducted by the Washington State Auditor's
Office, the United States Inspector General or other federal or state agency.
The APPLICANT is eligible to receive $100 for federal indirect costs, upon completion and
closure of the disaster grant. Documentation of costs involved with attending applicant briefing,
kick off meeting, and the exit meeting should be retained in the APPLICANT's files to support
federal indirect cost reimbursement.
F. All payment requests shall be made on an A19-1A form, State of Washington, Invoice Voucher.
Payments will be made by electronic fund transfer to the APPLICANT's account.
G. Federal funding shall not exceed the total federal contribution eligible for Public Assistance
costs under Presidential Disaster Declaration number FEMA 1817 -DR-W A.
H. For state agencies, the DEPARTMENT will, through interagency reimbursement procedures,
transfer payment to the APPLlCANT.pa~me0tYtJ.i,!!, be: transferred by journal voucher to Agency
No. ;:;::~::::~j(;~07i1~!jif~~;:t~i. Accounting Fund No. ;E&r}~~\l:B;~;j:i~;&,~~:;j,;R};;{:t:;,.
.
c.
D.
E.
ARTICLE 11- DOCUMENTATION
.The APPLICANT is required to retain all documentation which adequately identifies the source and application
of Public Assistance funds, including the federal indirect cost reimbursement, for six years following the closure
of this disaster grant. For all funds received, source documentation includes adequate accounting of actual
costs and recoveries incurred.
ARTICLE III - QUARTERLY REPORTS
The APPLICANT is required to submit to the DEPARTMENT a quarterly report indicating the status of all their
large projects. The status shall identify the costs incurred to date, the percentage of work completed, the
anticipated completion date of the project and whether cost under runs Dr over runs are expected. In addition,
the APPLICANT should note in the comment field any challenges or issues associated with the project. Failure
to submit a complete quarterly report within 15 days following the end of the quarter will result in suspension of
all payments to the APPLICANT until a complete quarterly report is received by the DEPARTMENT.
ARTICLE IV - TIME EXTENSIONS
A time extension request is required to be forwarded to the DEPARTMENT by the APPLICANT for a project
prior to the expiration of the approved completion date. If the project is approved and funded after the statutory
approval time period for completion, then a time extension request must be submitted to the DEPARTMENT
within fifteen days of receipt of the funding package.
A time extension request must be in writing and identify the project worksheet number, the reason the project
has not been completed within the prior approved completion period, a current status of the completion of the
work, a detailed timeline for completion of the remaining elements, and an anticipated completion date for the
completion of the remaining work. Failure to submit a time extension request in a timely manner will result in
denial of the time extension and loss of funding for the related project.
.ARTICLE V - CLOSE-OUT
To initiate close-out, the APPLICANT is required to certify in writing, by Project Worksheet Number, date
completed and total amount expended on the project, completion of the small projects. To initiat~cJ~~-out of
Public Assistance Grant Agreement-2/09 Page 3 of 15 City o~ Port Angeles
D09-010
the large projects, the APPLICANT shall submit certification of completion on a STATEMENT OF
DOCUMENTATION/FINAL INSPECTION REPORT form to the DEPARTMENT.
The DEPARTMENT will then complete a site inspection and a financial review of documentation to support the
claimed costs. Certifications on small and large projects are due within sixty days following the completion of .
the project or receipt of the approved Project Worksheet, whichever date is later.
After all of the projects have been certified as complete and approved for closure by FEMA, the
DEPARTMENT will forward a final A19-1A State of Washington Invoice Voucher to the APPLICANT for release
of the remaining funds due to the applicant for eligible costs, including any retainage previously withheld.
ARTICLE VI - KEY PERSONNEL
The individuals listed below shall be considered key personnel and point of contact. Any substitution by either
party must be submitted in writing.
APPLICANT: DEPARTMENT:
Name:
Title:
.{~~~i%~:~~{t1:~1~~~f~{1~\~~~~J~~l~~$&;t~~~}~~~~
~~ '" ..... ~ > .}\:;. ;~~ ~..{.,:~;., ,;: :;~:,:~;~ ~_~,:; ~ ~:~ ~ ';'"<"~ >.;:.:~~'.~~L.
Staff name:
Title:
E-mail address:
Phone Number:
1~~*~1m~O.;t~~~~~~~trlt~~~~].~~~~~W~~~f1r~f.
:l:~~~f;f4~,~~ff~~.1~r~~14i~f;~:t.~f~'~~~nW~~~g?~1~~:1~~
E-Mail:
Phone Number:
Gerard Urbas
Deputy State Coordinating Officer
Public Assistance
g.urbas@emd.wa.gov
(253) 512-7402
ARTICLE VII - ADMINISTRATIVE REQUIREMENTS
A. The APPLICANT shall comply with the following OMS Circulars as applicable to their organization:
G Cost Principles .
o OMS Circular A-B7, as revised, Cost Principles for State, Local and Indian Tribal
Governments. OMS Circular A-B? and program regulations will be used to determine costs'
for nonprofit hospitals funded under FEMA grants.
o OMS Circular A-21, as revised, Cost Principles for Educational Institutions
o OMS Circular A-122, asorevised, Cost Principles for Non-Profit Organizations .
. Administrative Requirements-
o OMS A-102, as revised, Grants and Cooperative Agreements with State and Local
Governments ;
o OMS A-110, as revised, Grants and Cooperative Agreements with Institutions of Higher
Education, Hospitals, and Other Non-Profit Organizations
CII Audit Requirements
o OMS A-133, as revised, Audits of States, Local Governments, and Non-Profit Organizations
B. The APPLICANT will comply with the federal regulations in 44 CFR Parts 7, 9, 10, 13, 14, 17, 18, and
206, and the state requir'ements in the Washington State Public Assistance Applicant Manual, dated
February 2009.
C. Federal funding is. provided by the Federal Emergency Management Agency (FEMA) and is
administered by the DEPARTMENT. Under the authority of Presidential Disaster Declaration number
FEMA 1B17-DR-WA, the DEPARTMENT is reimburSing the APPLICANT for those approved eligible
costs and activities necessary under the Public Assistance Grant Program during the incident period
beginning January 6-16, 2009. Eligible costs and activities will be identified in Project Worksheets
approved by FEMA.
.
PUblic Assistance Grant Agreement-2/09
Page 4 of 15
City IJ{Po4khgeles
D09-010
DEFINITIONS
As used throughout this Grant Agreement, the following terms shall have the meaning set forth below:
a. "Department" shall mean the WashingtDn State Military Department, as a state agency, any
division, section, office, unit or other entity of the Department, or any of the officers or other officials
lawfully representing that Department.
b. "Applicant" shall mean a state agency, local government, tribal government, special purpose
district, or an eligible private nonprofit organization submitting an application to the Governor's
Authorized Representative for disaster recovery assistance.
c. "Applicant Agent" shall mean the official representative and alternate designated or appointed by
the Applicant and authorized to make decisions on behalf of the Applicant.
d. "Grantee" shall mean the government to which a grant is awarded and which is accountable for the
use of the funds provided. The Grantee is an entire legal entity even if only a particUlar component
of the entity is designated in the grant award document. For the purpose of this Grant Agreement,
the state is the Grantee. The Grantee and the DEPARTMENT are one and the same.
e. "Monitoring Activities" shall mean all administrative, construction, financial, or other review
activities that are conducted to ensure compliance with all state and federal rules, authorities or
policies.
d. "Subgrantee" shall mean the government or other eligible legal entity to which a subgrant is
awarded and which is accountable to the Grantee for the use of the funds provided. The
Subgrantee and Applicant are one and the same.
e. "Project" shall mean those actions funded through the Public Assistance Program and described
in approved Project Worksheets. Projects may include one or more of the following: reimbursement
of costs for emergency response, debris removal and/or repair or restoration of damaged public
facilities. A project may be a small, large, improved, or alternate project.
f. "PL" - is defined and used herein to mean the Public Law.
g. "CFR" - is defined and used herein to mean the Code of Federal Regulations.
h. "OMB" - is defined and used herein to mean the Office of Management and Budget.
i. "WAC" - is defined and used herein to mean the Washington Administrative Code.
j. "RCW" - is defined and used herein to mean the Revised Code of Washington.
RECORDS AND REPORTS
a. The APPLICANT agrees to maintain all books, records, documents, receipts, invoices and all other
electronic or written records necessary to sufficiently and properly reflect the APPLICANT's
contracts, contract administration, and payments, including all direct and indirect charges, and
expenditures in the performance of this Grant Agreement.
b. The APPLICANT's records related to this Grant Agreement and the projects funded hereunder may
be inspected by the DEPARTMENT or the Director, or their designees, by designees of the Office
of the State Auditor, the Federal Emergency Management Agency or their designees, or the
Comptroller General of the United States or their designees or by other federal officials authorized
by law, for the purposes of determining compliance by the APPLICANT with the terms of this Grant
Agreement and to determine the appropriate level of funding to be paid under the subject Grant
Agreement.
c. The records shaH be made available by the APPLICANT together with suitable space for such
inspection at any and all times during the APPLICANT's normal working day.
d. The APPLICANT shall retain all records and allow access related to this Grant Agreement and the
funded project(s) for a period of at least six (6) years following final payment and closure of the
grant under this Grant Agreement.
A. 3 WAIVERS
. No conditions or provisions of this Grant Agreement can be waived unless approved in advance by the
DEPARTMENT in writing. The DEPARTMENT's failure to insist upon strict performance of any
provision of the Grant Agreement or to exercise any right based upon a breach thereof, or the
K - 41
Public Assistance Grant Agreement-2/09 Page 5 of 15 City of Port Angeles
D09-010
. A.1
.
A.2
Exhibit A
Washington State Military Department
GENERAL TERMS AND CONDITIONS
Assistance Grants
acceptance of any performance during such breach, shall not constitute a waiver of any right under this
Grant Agreement.
A.4 AMENDMENTS AND MODIFICATIONS
The APPLICANT or the DEPARTMENT may request, in writing, an amendment or modification of thiS.
Grant Agreement. However, such amendment or modification shall not take effect until approved, in
writing, by the DEPARTMENT and the APPLICANT.
A.5 TERMINATION AND OTHER REMEDIES
a. If, through any cause, the APPLICANT shall fail to fulfill in a timely and proper manner its
obligations under this Grant Agreement or if the APPLICANT shall violate any of its covenants,
agreements, or stipulations of this Grant Agreement, the DEPARTMENT shall thereupon have the
right to terminate this Grant Agreement and withhold the remaining allocation if such default or
violation is not corrected within thirty (30) days after submitting written notice to the APPLICANT
describing such default or violation.
b. Notwithstanding any provisions of this Grant Agreement, either party may terminate this Grant
Agreement by providing written notice of such termination, specifying the effective date thereof, at
least thirty (30) days prior to such date.
c. Reimbursement for APPLICANT services performed, and not otherwise paid for by the
DEPARTMENT prior to the effective date of such termination shall be as the DEPARTMENT
reasonably determines.
d. The DEPARTMENT may unilaterally terminate all or part of this Grant Agreement, or may reduce its
scope of work and budget, if there is a reduction in funds by the source of those funds, and if such
funds are the basis for this Grant Agreement.
A.6 COMPLIANCE WITH APPLICABLE STATUTES, RULES AND DEPARTMENT POLICIES
The APPLICANT and all its contractors shall comply with, and the DEPARTMENT is not responsible for
determining compliance with, any and all applicable federal, state, and local laws, regulations,
executive orders,. OMS Circulars, and/or policies. This obligation includes, but is not limited to:
nondiscrimination laws and/or policies, Energy Policy and Conservation Act (PL 94-163, as amended),
the Americans with Disabilities Act (ADA), the Robert T. Stafford Disaster Relief and Emergency.
Assistance Act, (PL 93-288, as amended), Ethics in Public Service (RCW 42.52), Covenant Against
Contingent Fees (48 CFR Section 52.203-5), Public Records Act ~RCW 42.56), Prevailing Wages on
Public Works (ReW 39.12), State Environmental Policy Act CRCW 43.21C), Shoreline Management Act
of 1971 (RCW 90.58), State Building Code (RCW 19.27), Energy Related Building Standards (RCW
19.27 A), Provisions in Buildings for Aged and Handicapped Persons CRCW 70.92), and safety and
health regulations.
A.7 LEGAL RELATIONS
It is understood and agreed that this Grant Agreement is solely for the benefit of the parties to the Grant
Agreement and gives no right to any other party. Nojoint venture or partnership is formed as a result of
this Grant Agreement.
To the extent allowed by law, the APPLICANT, its successors or assigns, will protect, save and hold
harmless the DEPARTMENT, the State of Washington, and the United States Government and their
authorized agents and employees, from all claims, actions, costs, damages or expenses of any nature
whatsoever by reason of the acts or omissions of the APPLICANT, its subcontractors, assigns, agents,
contractors, consultants, licensees, invitees, employees or any person whomsoever arising out of or in
connection with any acts or activities authorized by this Grant Agreement.
To the extent allowed by law, the APPLICANT further agrees to defend the DEPARTMENT and the
State of Washington and their authorized agents and employees in any litigation; including payment of
any costs or attorneys' fees for any claims or action commenced thereon arising out of or in connection
with acts or activities authorized by this Grant Agreement.
This obligation shall not include such claims, costs, damages or expenses which may be caused by the
sole negligence of the DEPARTMENT; provided, that if the claims or damages are caused by or result)
from the concurrent negligence of (1) the DEPARTMENT, and (2) the APPLICANT, its agents, or.
employees, this indemnity provision shall be valid and enforceable only to the extent of the negligence ·
of the APPLICANT, or APPLICANT's agents or employees.
Public Assistance Grant Agreement-2/09 Page 6 of 15 City~ po~~ngejes
009-010
Insofar as the funding source, the Federal Emergency Management Agency (FEMA), is an agency of
the-federal government, the following shall apply:
44 CFR 206.9 Non-liability. The federal government shall not be liable for any claim based upon the
exercise or performance of, or the failure to exercise or perform a discretionary function or duty on the
part of a federal agency or an employee of the federal government in carrying out the provisions of the
Stafford Act.
ACKNOWLEDGMENTS
The APPLICANT shall include language which acknowledges the funding contribution of the
DEPARTMENT and FEMA to this project in any release or other publication developed or modified for,
or referring to, the project.
APPLICANT NOT EMPLOYEE
The APPLICANT, and/or employees or agents performing under this Grant Agreement are not
employees or agents of the DEPARTMENT in any manner whatsoever. The APPLICANT will not be
presented as nor claim to be an officer or employee of the DEPARTMENT or of the State of
Washington by reason of this Grant Agreement, nor will the APPLICANT make any claim, demand, or
application to or for any right or privilege applicable to an officer or employee of the DEPARTMENT or
of the State of Washington by reason of this Grant Agreement, including, but not limited to, Workmen's
Compensation coverage, unemployment insurance benefits, social security benefits, retirement
membership or credit, or privilege or benefit which would accrue to a civil service employee under
Chapter 41.06 RCW.
It is understood that if the APPLICANT is another state department, state agency, state university, state
college, state community college, state board, or state commission; that the officers and employees are
employed by the state of Washington in their own right and not by reason of this Grant Agreement.
NONDISCRIMINATION
The APPLICANT shall comply with all applicable federal and state non-discrimination laws, regulations,
and policies. No person shall, on the grounds of age, race, creed, color, sex, sexual orientation,
religion, national origin, marital status, honorably discharged veteran or military status, or disability
(physical, mental, or sensory) be denied the benefits of, or otherwise be subjected to discrimination
under any project, program, or activity, funded, in whole or in part, under this Grant Agreement.
UTILIZATION OF MINORITY AND WOMEN BUSINESS ENTERPRISES (MWBE)
The APPLICANT is encouraged to utilize business firms that are certified as minority-owned and/or
women-owned in carrying out the purposes of this Grant Agreement. The APPLICANT may set
utiiization standards, based upon loca! conditions or may utilize the state of Washington MWBE goals,
as identified in WAC 326-30-041.
CONFLICT OF INTEREST
No officer or employee of the DEPARTMENT; no member, officer, or employee of the APPLICANT or
its designees or agents; no member of the governing body of the jurisdiction in which the project is
undertaken or located; and no other official of such locality or localities who exercises any functions or
responsibilities with respect to the project during his or her tenure, shall have any personal or pecuniary
gain or interest, direct or indirect, in any contract, subcontract, or the proceeds thereof, for work to be
performed in connection with the project assisted under this Grant Agreement. The APPLICANT shall
incorporate, or cause to incorporate, in all such contracts or subcontracts, a provision prohibiting such
interest pursuant to this provision.
A.13 VENUE
This Grant Agreement shall be construed and enforced in accordance with, and the validity and
performance hereof shall be governed by the laws of the state of Washington. Venue of any suit
between the parties arising out of this Grant Agreement shall be the Superior Court of Thurston County,
Washington. The APPLICANT, by execution of this Grant Agreement aCknowledges the jurisdiction of
the courts of the State of Washington.
..14 OWNERSHIP OF PROJECT/CAPITAL FACILITIES
The DEPARTMENT makes no claim to any capital facilities or real property improved or constructed
with funds under this Grant Agreement, and by this grant of funds does not and will ncKac~e any
Public Assistance Grant Agreement-2/09 Page 7 of 15 City of Port Angeles
DD9-010
.
A.10
.
A.11
A.12
A8
A9
A.15
A.16
A.i?
A.18
A.19
A.20
A.2i
A.22
ownership interest or title to such property of the APPLICANT. The APPLICANT shall assume elll
liabilities arising from the ownership and operation of the project and agrees to hold the DEPARTMENT
and the state of Washington and the United States government harmless from any and all causes of
action arising from the ownership and operation of the project. .
SEVERABILITY
If any court of rightful jurisdiction holds any provision or condition under this Grant Agreement or its
application to any person or circumstances invalid, this invalidity does not affect other provisions, terms
or conditions of the Grant Agreement, which can be given effect without the invalid provision, To this
end, the terms and conditions of this Grant Agreement are declared severable.
RECAPTURE PROVISION
In the event the APPLICANT fails to expend funds in accordance with federal, state, or local law and/or
the provisions of the Grant Agreement, the DEPARTMENT reserves the right to recapture funds in an
amount equivalent to the extent of noncompliance. Such right of recapture shall exist for the life of the
project following Grant Agreement termination. Repayment by the APPLICANT of funds under this
recapture provision shall occur within 30 days of demand. In the event the DEPARTMENT is required
to institute legal proceeding to enforce the recapture provision, the DEPARTMENT shall be entitled to
its costs thereof, including attorney fees.
RECOVERY OF FUNDS
Any'person who intentionally causes a condition for which Public Assistance is provided under this
Grant Agreement shall be liable for the costs incurred by the state and federal governments in
responding to such disaster. The APPLICANT will cooperate in a reasonable manner with the
DEPARTMENT and the United States in efforts to recover expenditures under this Grant Agreement..
DUPLICATION OF'BENEFITS
'The APPLICANT agrees that the Public Assistance funds for which federal or state assistance is
requested does not, or will not, duplicate benefits or funds received for the same loss from any other
source. The APPLICANT will pursue full payment of eligible insurance benefits for properties covered
in a project under this Grant Agreement. The APPLICANT will repay any Public Assistance that is.
duplicated by other benefits, funds, or insurance proceeds. .
POLITICAL ACTIVITY
No portion of the'funds provided herein shall be used for any partisan political activity or to further the
election or defeat of any candidate for public office or influence the approval or defeat of any ballot
issue.
NOTICES
The APPLICANT shall comply with all public notices or notices to individuals required by applicable
local, state and federal laws and shall maintain a record of this compliance.
PROHIBITION AGAINST PAYMENT OF BONUS OR COMMISSION
The assistance provided under this Grant Agreement shall not be used in payment of any bonus or
commission for the purpose of obtaining approval of the application for such assistance or any other
approval or concurrence under this Grant Agreement provided, however, that reasonable fees or bona
fide technical consultant, managerial, or other such services, other than actual solicitation, are not
hereby prohibited if otherwise eligible as project costs.
RESPONSIBILITY FOR PROJECT
While the DEPARTMENT undertakes to assist the APPLICANT with the project by providing grant
funds pursuant to this Grant Agreement, the project itself remains the sole responsibility of the
APPLICANT. The DEPARTMENT undertakes no responsibility to the APPLICANT, or to any third
party, other than as is expressly set out in this Grant Agreement.
The responsibility for the design, development, construction, implementation, operation and
maintenance of the project, as these phases are applicable to this project, is solely that of the
APPLICANT, as is responsibility for any claim or suit of any nature by any third party related in any way.
to the project.
Public Assistance Grant Agreement-Z/09
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City ~Po~~geleS
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.
.
.
Prior to the start of any construction activity, the APPLICANT shall ensure that all applicable Federal,
State, and local permits and clearances are obtained, including FEMA compliance with the National
Environmental Policy Act, the National Historic Preservation Act, the Endangered Species Act, and all
other environmental laws and executive orders.
The APPLICANT shall defend, at its own cost, any and all claims or suits at law or in equity, which may
be brought against the APPLICANT in connection with the project. The APPLICANT shall not Jook to
the DEPARTMENT, or to any state or federal agency. or to any of their employees or agents, for any
performance. assistance, or any payment or indemnity, including but not limited to cost of defense
and/or attorneys' fees, in connection with any claim or lawsuit brought by any third party related to any
design. development, construction, implementation, operation and/or maintenance of a project.
Pursuant to Sections 403 and 407 of the Stafford Act, 42 U.S.C. SS 517Gb & 5173, and to the extent
allowed by Jaw, if debris removal is authorized, the APPLICANT agrees to indemnify and hold harmless
the state of Washington and the United States of America for any claims arising from the removal of
debris or wreckage for this disaster. The APPLICANT agrees that debris removal from public and
private property will not occur until the landowner grants the APPLICANT the right to enter and signs an
unconditional authorization for the removal of the debris.
A.23
HAZARDOUS SUBSTANCES
The APPLICANT shall inspect and investigate the proposed development/construction site for the
presence of hazardous substances. The APPLICANT shall fully disclose to the DEPARTMENT the
results of its inspection and investigation and all other knowledge the APPLICANT has as to the
presence of any hazardous substances at the proposed development/construction project site. The
APPLICANT will be responsible for any associated clean-up costs as a result of the inspections.
"Hazardous Substances" are defined in RCW 70.1050.020 (10).
OCCUPATIONAL SAFETY/HEALTH ACT and WASHINGTON INDUSTRIAL SAFETY/HEALTH ACT
{OSHA/WISHA) .
The APPLICANT represents and warrants that its work place does now or will meet all applicable
federal and state safety and.health regulations that are in effect during the APPLICANT's performance
under this Grant Agreement.
To the extent allowed by law, the APPLICANT further agrees to indemnify and hold harmless the
DEPARTMENT and its employees and agents from all liability, damages and costs of any nature,
including but not limited to, costs of suits and attorneys' fees assessed against the DEPARTMENT, as
a resultof the failure of the APPLICANT to so comply.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, OR INELIGIBILITY
If federal funds are the basis for this Grant Agreement, the APPLICANT certifies that the APPLICANT is
not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participating in this Grant Agreement by any federal department or agency. If requested by the
DEPARTMENT, the APPLICANT shall complete and sign a Certification Regarding Debarment,
Suspension, Ineligibility, and Voluntary Exclusion form. Any such form completed by the APPLICANT
for this Grant Agreement shall be incorporated into this Grant Agreement by reference.
Further, the APPLICANT agrees not to enter into any arrangements or contracts related to this grant
with any party that is on the "General Service Administration List of Parties Excluded from Federal
Procurement or Non-procurement Programs."
SINGLE AUDIT ACT REQUIREMENTS (INCLUDING ALL AMENDMENTS)
Non-federal APPLICANTS expending financial assistance of $500,000 or more in federal funds from all
sources, direct and indirect, are required to have a single or a program-specific audit conducted in
accordance with the Office of Management and Budget (OMB) Circular A-133-Audits of States, Local
Governments, and Non-Profit Organizations (revised June 27, 2003, effective for fiscal years ending
after December 31, 2003). Non-federal APPLICANTS that spend less than $500,000 a year in federal
awards are exempt from federal audit requirements for that year, except as noted in Circular No. A-133.
Circular A-133 is available at: htto:i/www.whitehouse.Qov/omb/circulars/index.html.
A.24
A.25
A.26
Public Assistance Grant Agreement-2IOg
K - 45
City of Port Angeles
D09-010
Page 9 of 15
APPLICANTS required to have an audit must ensure the audit is performed in accordance Wil"
Generally Accepted Auditing Standards (GMS); Government Auditing Standards (the Revised Yellow
Book) developed by the Comptroller General and the OMS Compliance Supplement.
The APPLICANT has the responsibility of notifying the State Auditor's Office and requesting an audit. .
Costs of the audit are allowable grant expenditures jf the grant has 'not been closed,
The APPLICANT shall maintain records and accounts so as to facilitate the audit requirement and shall
ensure that any subrecipients also maintain auditable records.
The APPLICANT is responsible for any audit exceptions incurred by its own organization or that of its
subrecipients. Responses to any unresolved management findings and disallowed or questioned costs
shall be included with the audit report. The APPLICANT must respond to DEPARTMENT requests for
information or corrective action concerning audit issues within 30 days of the date of request. The
DEPARTMENT reserves the right to recover from the APPLICANT all disallowed costs resulting from'
the audit.
Once the single audit has been completed, the APPLICANT must send a full copy of the audit to the
DEPARTMENT and a letter stating there were no findings, or if there were findings, the letter should
provide a list of the findings. The APPLICANT must send the audit and the letter no later than nine (9)
months after the end of the APPLICANT'S fiscal year(s) to:
Aqcounting Manager
Washington Military Department
Finance Division, Building #1 TA-20
Camp Murray, WA 98430-5032
In addition to sending a copy of the audit, the APPLICANT must include a corrective action plan for any
audit findings and a copy of the management letter, if one was received.
The APPLICANT shall include the above audit requirements in any subcontracts.
A.27 PROJECT MANAGEMENT AND SUBGRANTEE MONITORING
The DEPARTMENT and the APPLICANT must conduct and monitor grant activities to confirm.
compliance with applicable Federal requirements and the requirements and special conditions of an
approved project. ' ,
The APPLICANT agrees to:
a. Assist in the preparation and writing of the Project Worksheets.
b. Comply with all funding conditions of an approved project.
c. Provide financial documentation to 'support requests for payments~
d. Mair:Jtain records and documentation that adequately identify and directly support a project's eligible
costs to the approved project worksheet. Pro-rate or percentage costs are not eligible for
reimbursement.
e. Cooperate with and participate in any scheduled or unscheduled monitoring or evaluation activities
conducted by the DEPARTMENT or FEMA that are pertinent to this Grant Agreement or an
approved Project Worksheet.
f. Provide the DEPARTMENT with all documentation required to complete evaluations of eligible
costs, and provide additional documentation that the DEPARTMENT Dr FEMA may request as a
result of a monitoring visit, review and other or further evaluation of supporting financial
documentation and/or reports. If requested documentation is ndt provided, all costs associated with
the project may be determined to be ineligible.
g. Submit a request for time extension not later than two weeks before a project's deadline.
h. Notify the DEPARTMENT and request and receive approval for an alternate project prior to
beginning construction. Failure to do so may jeopardize funding approval.
1. Notify the DEPARTMENT and request and receive approval for an improved project prio'r to starting
construction. Faiiure to do so may jeopardize funding approval.
k. Immediately notify the DEPARTMENT if hidden damages are discovered, a change order is.
required, or the scope of work changes in an approved project.
1. Submit quarterly reports to the DEPARTMENT.
Public Assistance Grant Agreement-2/09
Page 10 of 15
City ~PbI'f1.~geles
D09-010
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A.28
A.29
m. Submit project completion certifications as required for small, large, alternate, or improved projects.
The DEPARTMENT agrees to:
a. Provide technical assistance during all monitoring or evaluation activities. The DEPARTMENT will
coordinate and schedule the meetings necessary to conduct and complete all monitoring and
evaluation activities.
b. Develop the APPLICANT's Project Worksheet(s) (PW) with FEMA and the APPLICANT's
assistance based upon the eligible damages.
c. Provide the APPLICANT with a copy of the approved Project Worksheet.
d. Conduct site visits during a large project's construction.
e. Regularly review the APPLICANT's financial documentation to confirm compliance with state and
federal rules, authorities, and policies.
f. Notify the APPLICANT when funding approval is received and issue payment per the process
described in Article J, #3 - Payments of the Special Terms and Conditions. Large project final
funding will include all costs determined to be eligible based upon the evaluation and review of the
APPLICANT's financial documentation.
g. Work with the APPLICANT to resolve any issues identified during the monitoring process.
h. Review and respond appropriately to the APPLICANT's requests for time extensions and changes
to an approved project.
SUBCONTRACTING
The APPLICANT shall use a competitive procurement process in the award of any contracts with
contractors or subcontractors that are entered into under the original contract award. The procurement
process followed shall be in accordance with Part 13 of 44 CFR, Uniform Administrative Requirements
for Grants and Cooperative Agreements to State and Local Governments or with OMS Circular A-110,
Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher
Education, Hospitals, and Other Nonprofit Organizations, as applicable to the APPLICANT.
As required by Section 694 of the "Post-Katrina Emergency Management Reform Acf' (P.L. 109-295),
which amended section 307 of the Stafford Act, 42 U.S.C. 5150, contractsor agreements wi'th private
organizations, firms or individuals for debris clearance, distribution of supplies, reconstruction, and
other major disaster assistance activities, shall be awarded to those organizations, firms and individuals
residing or doing business primarily in the geographical area affected by. the disaster, to the extent
feasible and practicable. Such contracts or agreements with private organizations, firms; or individuals,
not residing or doing business primarily in the geographical area affected by the declared disaster shall
be justified in writing in the APPLICANT's contract file. Contracts in place prior to a declaration should
be transitioned to such local organizations, firms or individuals unless the head of the APPLICANT
organization determines that it is not feasible or practicable. This determination must be documented in
the APPLICANT's contract file. The transition requirement should not be construed to require an
APPLICANT to breach an existing contract.
All subcontracting agreements entered into pursuant to thiS Grant Agreement shall incorporate this
Grant Agreement by reference.
PUBLICITY
The APPLICANT agrees to submit to the DEPARTMENT all advertising and publicity matters relating to
this Grant Agreement wherein the DEPARTMENT's name is mentioned or language used from which
the connection of the DEPARTMENT's name may, in the DEPARTMENT's judgment, be inferred or
implied. The APPLICANT agrees not to publish or use such advertising and publicity matters without
the prior written consent of the DEPARTMENT. The APPLICANT may copyright original work it
develops in the course of or under this Grant Agreement; however, pursuant to 44 CFR 13.34, FEMA
reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use,
and to authorize others to use the work for government purposes.
Publication resulting from work performed under this Grant Agreement shall include an
acknowledgement of FEMA's financial support, by grant number, and a statement that the publication
does not constitute an endorsement by FEMA or reflect FEMA's views.
Public Assistance Grant Agreement-2/09
Page 11 of 15
K - 47
City of Port Angeles
D09-010
A.30 AMERICANS WITH DISABILITIES ACT (ADA) OF 1990. PUBLIC LAW 101-336, 42 U.S.C. 12101 ET
SEQ. AND ITS IMPLEMENTING REGULA TIOI\JS ALSO REFERRED TO AS THE "ADA" 28 CFR Part
35.
The APPLICANT must comply with the ADA, which provides comprehensive civil rights protection to
individuals with disabilities in the areas of employment, public accommodations, state and local.
government services, and telecommunication.
A.31 NONASSIGNABIUTY
Neither this Grant Agreement, nor any claim arising under this Grant Agreement, shall be transferred or
assigned by the APPLICANT.
A. 32 DISCLOSURE
The use or disclosure by any party of any information concerning the DEPARTMENT for any purpose
not directly connected with the administration of the DEPARTMENT's' or the APPLICANT's
responsibilities with respect to services provided under this Grant Agreement is prohibited except by
prior written consent of the DEPARTMENT. However, the parties acknowledge that the
DEPARTMENT, and state and local agencies as defined in RCW 42.56.010, are subject to RCW 42.56,
the state Public Records Act.
A.33 LIMITATION OF AUTHORfTY - Authorized Siqnature
Only the assigned Authorized Signature for the DEPARTMENT and the Authorized Signalure or the
assigned Applicant Agent or Alternate for the APPLICANT, formally designated in writing, shall have
the express, implied, or apparent authority to alter, amend, modify, or waive any clause or condition of
this Grant Agreement.
Furthermore, any alteration, amendment, modification, or waiver of any clause or condition of this Grant
Agreement is not effective or binding unless made in writing and signed by both authorized persons.
Additkmally, only these persons will have the signature authQtity to sign payment requests, certification
of project completion, time extension requests, and requests for changes to project status (including
improved or alternate project status), and Statements of Documentation for large projects.
A. 34 ASSURANCES
The APPLICANT certifies that:
a. They tlave the legal authority to apply for federal assistance and the Institutional, managerial and
financial capability (including funds sufficient to pay the non-federal and non-state shares of the
project cost) to ensure proper planning, management and completion of the project described in
approved Project Worksheets.
b. They will give the awarding agency, the Comptroller General of the United States and the State,
through any authorized representative, access to and the right to examine all records, books,
papers, or documents related to the award; and will establish a proper accounting system in
accordance with generally accepted accounting standards or agency directives.
c. They will not dispose of, modify the use of, or change the terms of the real property title, or other
interest in the site and facilities without permission and instructions from the awarding agency.
They will record the federal interest in the title of rea! property in accordance with FEMA directives
and will include a covenant in the title of real property acquired in whole or in part with federal
assistance funds to assure non-discrimination during the useful life of the project.
d. They will comply with the requirements of the DEPARTMENT and FEMA with regard to the drafting,
review and approval of construction plans and specifications, and awarding of construction
contracts,
e. They will provide and maintain competent and adequate engineering supervision at construction
sites to ensure that the completed work conforms to the approved plans and specifications and will
furnish progress reports and such other information as may be required by either FEMA or the
DEPARTMENT.
f. They will establish safeguards to prohibit employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest, or personal
gain.
g. They will initiate and complete the work within the applicable time frame after receipt of approval Of.
the awarding agency.
Public Assistance Grant Agreement~2/09 Page 12 of 15 City f;} P'o~~geles
D09-010
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h. - They will comply with the Intergovernme,ntal Personnel Act of 1970, as amended (42 U.S.C. &&4701
et seq.) relating to prescribed personnel standards on a merit basis for programs funded under one
of the 19 statutes or regulations specified in Appendix A of the federal Office of Personnel
Management's Standards for a Merit System of Personnel Administration (5 CFR 900, Subpart F).
i. They will comply with all applicable state and federal statutes, regulations and executive orders
relating to nondiscrimination, including but not limited to: (a) Title VI of the Civil Rights Act of 1964
(PL 88-352,42 U.S.C. 2000d) which prohibits discrimination on the basis of race, color or national
origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U.S.C &&1681 et seq.),
which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973
(PL 93-112), as amended (29 U.S.C &794), which prohibits discrimination on the basis of disability;
(d) the Age Discrimination Act of 1975, as amended (42 U.S.C ~&61 01 et seq.), which prohibits
discrimination on the basis of age; (e) the Americans with Disabilities Act of 1990 (42 U.S.C.
SS12101 et seq.); and (f) the Fair Housing Amendments Act of 1988 (42 U.S.C. SS3601 et seq.), as
amended, relating to nondiscrimination in the sale, rental or financing of housing. However, the
requirements of Section 202 of Executive Order 11246, as amended, do not apply to a government
contractor or subcontractor that is a religious corporation, association, educational institution or
society, with respect to the employment of individuals of a particular religion to perform work
connected with the carrying on by such corporation, association, educational institution or society of
its activities.
J. They will comply, or have already complied, as applicable, with the requirements of the Uniform
Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (PL 91-646,
42 U.S.C. &84601 et seq.) which provide for fair and equitable treatment of persons displaced or
whose property is acquired as a result of federal or federally-assisted programs. These
requirements apply to all interests in real property acquired for project purposes regardless of
federal participation in purchases.
k. They will comply. as applicable, with provisions of the Hatch Act, as amended (5 U.S.C 9S1501 et
seq. and SS7321 et seq.) which limit the political activities of certain employees whose principal
employment activities are funded in whole or in part with federal funds.
l. They will comply, as applicable, with labor and wage provisions related to certain federally-assisted
contracts (e.g., the wage rate requirements in the Davis-Bacon Act, as amended, 40 U.S.C. SS3141
et seq., the Copeland Anti-Kickback provisions in 40 U.S.C &3145 and 18 U.S.C 9874, and the
Contract Work Hours and Safety Standards in 40 U.S.C &S3701 et seq.).
m. They will comply, if applicable, with flood insurance purchase requirements of Section 102(a) of the
Flood Disaster Protection Act of 1973 (PL 93-234), as amended.
n. They will comply, if applicable, with environmental standards prescribed pursuant to the following:
(a) protection and enhancement of environmental quality pursuant to Executive Order (EO) 11514,
as amended; (b) administration of the Clean Air Act and the Federal Water Pollution Control Act
with respect to Federal contracts, grants, or loans pursuant to EO 11738; (c) protection of wetlands
pursuant to EO 11990, as amended; (d) floodplains management pursuant to EO 11988, as
amended; (e) the Coastal Zone Management Act of 1972 (P.L. 92~583), 16 U.S.C. 9S1451 et seq.,
as amended; (f) Air Quality & Emission Limitations pursuant to 42 U.S.C. &87401 et seq.; (g) ttie
Safe Drinking Water Act of 1974 (PL 93-523), as amended; and, (h) the Endangered Species Act of
1973 (PL 93-205), as amended.
o. They will comply, if applicable, with the Wild and Scenic Rivers Act (PL 90-542), 16 U.S.C. 981271
et seq., as amended.
p. They will assist the awarding agency in assuring compliance with Section 106 of the National
Historic Preservation Act of 1966 (PL 89-665),16 U.S.C. &470, as amended; EO 11593 (protection
and enhancement of the cultural environment); and the Archaeological and Historic Preservation
Act, 16 U.S.C. 8&469 et seq., as amended.
q. They will comply with the Lead-Based Paint Poisoning Prevention Act (42 U.S.C. chapter 63) which
prohibits the use of lead-based paint in construction or rehabilitation of residential structures.
r. They will cause to be performed the required financial and compliance audIts in accordance with
the Single Audit Act Amendments of 1996 and OMB Circular No. A-133, "Audits of States, Local
Governments, and Non-Profit Organizations."
s. They will comply with all applicable requirements of all other federal laws, executIve orders,
regulations, and policies governing this program.
Public Assistance Grant Agreement-2/09 Page 13 of 15
K - 49
City of Port Angeles
009-010
1. They will certify to the best of their knowledge and belief that the New Restrictions on Lobcying, 44
CFR Part 18, are complied with; i.e., that no federally" appropriated funds have been paid or will be
paid by or on behalf of the APPLICANT to any person for influencing or attempting to influence an
officer or emproyee of an agency, a Member of Congress, an officer or employee of Congress, or . '
an employee of a Member of Congress in connection with the awarding of any federal contract, the .
making of any federal grant, the making of any federal loan, the entering into of any cooperative
agreement, and the extension, continuation, renewal, amendment, or modification of any federal
contract, grant, loan, or cooperative agreement; that if any funds other than federally appropriated
funds have been paid or will be paid to any person for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with this contract, grant, loan, or cooperative
agreement, the APPLICANT will complete and submit Standard Form-LLL, "Disclosure Form to
Report Lobbying," in accordance with its instructions; and that, as applicable, the APPLICANT will
require that the language of this certification be included in the award documents for all
subcontracts at all tiers and that all subrecipients shall certify and disclose accordingly.
".
.
Public Assistance Grant Agreement.2/09
Page 14 of 15
City t>) P'o~QngeleS
D09-010
Attachment #1 - Project Worksheet Sample
U.S. DEPARTMENT OF HOMELAND SECURITY
FEDERAL EMERGENCY MANAGEMENT AGENCY O.M.B.'No.1660-0017
PROJECT WORKSHEET
PAPERWORK BURDEN DISCLOSURE NOTICE
Public reporting burden for this form is estimated to average 90 minutes per response. Burden means the time, effort and financial
resources expended by persons to generate, maintain, disclose, or to provide information to us. You may send comments
regarding the accuracy of the burden estimate and or any aspect of the collection, including suggestions for reducing the burden
to: Information Collections Management, U. S. Department of Homeland Security, Federal Emergency Management Agency, 500
C Street, SW, Washington, DC 20472, Paperwork Reduction Project (OMS Control Number 1660-0017). You are not required to
respond to this collection of information unless a valid OMB number appears in the upper right corner of this form. NOTE: Do not
send our completed form to this address.
DISASTER PROJECT NO.
F _ R
DAMAGED FACILITY
WORK COMPLETE AS OF:
%
APPLICANT
COUNTY
LOCATION
LATITUDE
LONGITUDE
, DAMAGE DESCRIPTION AND DIMENSIONS
SCOPE OF WORK
Does the Scope of Work change the pre..clisaster conditions at the site? 0 Yes 0 No
Special Considerations issues included? 0 Yes 0 No Hazard Mitigation proposal included?O Yes D No
Is there insurance coverage on this facility? 0 Yes D No
PROJECT COST
CODe NARRATIVE QUANTITY/UNIT UNIT PRICE COST
I
I
I
I
I
I
I
I
I
TITLE
SIGNATURE
REPLACES ALL PREVIOUS EDITIONS.
Public Assistance Grant Agreement-2/09
Page 15 of 15
City ol;<por?~ngeleS
009-010
RESOLUTION NO.
A RESOLUTION of the City Council of the City of Port Angeles,
Washington, appointing authorized representatives from the City of
Port Angeles to execute documentation required for emergency funds
and/or disaster assistance funds.
WHEREAS, the City of Port Angeles has the opportunity to obtain federal and/or state
emergency or disaster assistance funds to offset the storm and snow damage which occurred
between December 12, 2008, and January 5, 2009; and
WHEREAS, for the efficient management of application for these funds, and
transactions relating to obtaining the funds, the City Council has detennined it best to appoint an
authorized representative, and an alternate representative, for and on behalf of the City of Port
Angeles to execute all contracts, certify completion of projects, request payments, and prepare
all required documentation for funding requirements.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ANGELES, WASHINGTON, as follows:
Section 1.
For purposes of applying for and obtaining federal and/or state
emergency or disaster assistance funds, Michael Szatlockey, PE, Civil Engineer is hereby
appointed the City's authorized representative, and Dan McKeen, Fire Chief & Emergency
Response Coordinator, is hereby appointed the City's alternate representative. These
representatives are authorized on behalf of the City of Port Angeles to execute all contracts,
certify completion of projects, request payments, and prepare all required documentation for
funding requirements.
-1-
K - 52
.
.:
.
.
PASSED by the City Council ofthe City of Port Angeles at a regular meeting of said
Council held on the 215t day of April, 2009.
Gary Braun, Mayor
ATTEST:
APPROVED AS TO FORM:
Becky J. Upton, City Clerk
William E. Bloor, City Attorney
G:lLeg'L BackupIORDJNANCES&RESOLUnONSlRESOLUTIONS2Q091J 0 - EmergencyFnndRepresenlalive.snow.04l509. wpd
.
.
-2-
K - 53
~ORTANGELES
WAS H I N G TON, U. S. A.
.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
Glenn A. Cutler, Director of Public Works & Utilities
SUBJECT:
Police Department Used Vehicle Acquisitions
Summary: The City has recently had the opportunity to acquire two used vehicles for the Police
Department through a court forfeiture by Clallam County Superior Court and a vehicle surplusing
from Kittatas County. These vehicles will be used to replace existing older vehicles currently in
use by the City's Police Department that are in poorer condition and less suited to today's police
enforcement requirements.
The first vehicle is a 2005 Ford Crown Victoria Police Interceptor that was acquired through a
surplusing action from the Kittatas County Sheriff s Department. The vehicle had some minor
repair work in the amount of $5,416.97 that was required to make it useable. The vehicle has
approximately 90,000 highway miles, has a bluebook value of approximately $10,000, and is fully
configured and designed for police work. It is intended to replace vehicle #42, a 1999 Oldsmobile
Cutlass, a vehicle that is in a substantially fatigued condition due to its age and is ill-suited for
police work, having never been designed or intended for that purpose. The Ford Crown Victoria
Police Interceptor acquired from Kittatas County will provide a substantial increase in capability
and value for the vehicle inventory and is expected to have a serviceable life of at least 5 years.
The second vehicle is a 2000 4x4 Ford Expedition awarded to the City as part of a court seizure
from Clallam County Superior Court and received at no cost to the City. This vehicle will be used
to replace vehicle #95, a 1988 Chevrolet van. Vehicle #95 is in a highly deteriorated condition,
and replacement by the 4x4 Expedition will be a significant improvement for the Police
Department. This vehicle is intended to bring a 4x4 capability to the Detective Division of the
Police Department. The blue-book value of the 2000 Ford Expedition is $4,500.
.
N:\CCOUNCIL\FINAL\Police Department Used Vehicle Acquisitions.doc
K - 54
.
.
.
April 21, 2009 City Council
Re: Police Dept. Used Vehicle Acquisitions
Page 2
These two used vehicle acquisitions are in addition to the two new vehicle procurements that were
planned for budget year 2009. The two new vehicles are for a Dodge Charger LX (Police Version)
for the K-9 unit and a Ford 2WD Expedition for Officer Maynard of the Patrol Division. These
vehicles will replace vehicles #46 and #47, two 1991Chevrolet Impalas. The Chevrolet Impalas are
also ill-suited to today's police requirements and being phased out of the City's vehicle inventory.
The procurements for the two new vehicles are separate Council actions in the agenda. Theaction
to surplus the vehicles mentioned in this memorandum will be addressed as a separate Council
action later this year.
K - 55
~....,.....'........ ~O( JR.. ~T!'PJ.' '.!... N' [Gr. fEr .iL: EiiS. i,
.. "",/ .,:, u.'... : _ " =..J -~ - ! _ '!,Y
~ ,.
i
. -...---..: ...------.,
WAS H I N G TON, U. S. A.
.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
Glenn A. Cutler, Director of Public Works & Utilities
SUBJECT:
Equipment Purchase - Police 2009 Dodge Charger LX
Summary: The 2009 budget contained funding to purchase a police patrol vehicle to replace an
older patrol car that is due to be removed from service this year. This Dodge Charger, configured
specifically for Police use, is available through State of Washington Department of General
Administration contract number 04608. The vendor on State contract is Dwayne Lane's Fleet HQ
of Everett, Washington with a contract price of $26,783.96 including sales tax.
Recommendation: Award and authorize the City Manager to sign a contract for a Dodge
Charger LX with Dwayne Lane's Fleet HQ of Everett, Washington in the amount of
$26,783.96.
Background/Analysis: The 2009 budget contained funding to purchase a police patrol vehicle to
replace an older patrol car that is due to be removed from service this year. The Police Department
requested a 2009 Dodge Charger LX as the replacement for the retiring vehicle. The new vehicle
will be used for the K9 program. This Dodge Charger, configured specifically for Police use, is
available through State of Washington Department of General Administration contract number
04608. The vendor on State contract is Dwayne Lane's Fleet HQ of Everett, Washington with a
contract price of $26,783.96 including sales tax. It is noted that the local Dodge dealership was
contacted, but they were not interested in competing against the State contract for this
procurement.
.
Funds in the amount of$38,000 were reserved in the 2009 budget for this procurement ($30,000
for the vehicle and $8,000 for specialized police ancillary equipment and K9 outfitting).
Purchase Contract (State), 04608
(Prices Include Sales Tax and Fees)
Com an Name
Dwa ne Lane's Fleet H
Government Estimate
Bid Amount
$26,783.96
30,000.00
It is recommended that City Council award and authorize the City Manager to sign a contract with
Dwayne Lane's Fleet HQ in the amount of$26,783.96 for a 2009 Dodge Charger LX.
.
N:\CCOUNCIL\FINAL\Equipment Purchase - Police 2009 Dodge Charger LX.doc
K- 56
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.
.
FORTANGELES
WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
Glenn A. Cutler, Director of Public Works & Utilities
SUBJECT:
Equipment Purchase - 2009 Ford Expedition (Police configured)
Summary: The bid opening for a 2009 Two Wheel Drive Special Service Utility Ford Expedition
for the Police Department was held on March 30, 2009. The City received a single bid from Price
Ford L.M. of Port Angeles, Washington. The bid from Price Ford L.M. was submitted in the
amount of $29,483.19, including sales tax, and was evaluated as responsive and responsible to the
contract solicitation.
Recommendation: Award and authorize the City Manager to sign a contract with Price Ford
L.M. of Port Angeles, WA for a 2009 Two Wheel Drive Special Service Utility Ford Expedition in
the amount of$29,483.19, including sales tax.
Background/Analysis: The purchase ofa Two Wheel Drive Special Service Utility Ford
Expedition for the Police pepartment was authorized in the 2009 budget. Invitations for bids were
sent to both local and regional dealerships. Competitive bids were opened on March 30, 2009.
The City received a single bid from Price Ford L.M. of Port Angeles, Washington. The bid from
Price Ford L.M. was submitted in the amount of$29,483.19, including sales tax, and was
evaluated as responsive and responsible to the contract solicitation.
Funds in the amount of $36,000 were reserved in the 2009 budget for this procurement ($30,000
for the vehicle with $6,000 for ancillary police equipment).
Purchase Contract, ES-09-005
(Prices Include Sales Tax and Fees)
Company Name Bid Amount
Price Ford L.M. $29,483.19
Government Estimate $30,000.00
It is recommended that City Council award and authorize the City Manager to sign a contract with
Price Ford L.M. in the amount of$29,483.19, including tax, for a 2009 Two Wheel Drive Special
Service Utility Ford Expedition.
N:\CCOUNCIL\FINAL\Equipment Purchase - Police 2009 2WD Ford Expedition .doc
K - 57
DATE:
To:
FROM:
SUBJECT:
~..'............ 'O."R.. .T' .'PJ.'....N... 'G~.. iE: it,. EJ is' i
./ '/J. "I I .....", . '.1 .,:! ..J
, ;
.
WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
April 21, 2009
CITY COUNCIL
Glenn A. Cutler, Director of Public Works & Utilities
Amendment No. 12 to the Krei Architectural, Engineering and Construction
Review Services Agreement, Project 97-20
Summary: In April 2007, Clallam Transit entered into a construction contract with Primo
Construction for the Gateway Project. At the same time, the City and Clallam Transit entered into
a consultant agreement with Krei Architecture, architect of record, for construction support
including review of submittals and contractor drawings.
Recommendation: Authorize the Mayor to sign Amendment No. 12 to the agreement with
Krei Architecture, extending the terms of the agreement two months, to May 31, 2009.
.
Background/Analysis: In April 2007, Clallam Transit entered into a construction contract with
Primo Construction for the Gateway Project. At the same time, the City and Clallam Transit
entered into a consultant agreement with Krei Architecture, architect of record, for construction
support including review of submittals and contractor drawings.
Completion of all work under the construction contract has been delayed due to resolution of a
design issue. Due to the delay, Krei Architecture has not completed the scope of work,
necessitating a time only extension amendment to the consultant agreement. The Clallam Transit
Board will be asked to take similar action at their April Board meeting.
It is therefore recommended that City Council authorize the Mayor to sign Amendment No. 12 to
the agreement with Krei Architecture, extending the terms of the agreement two months, with no
additional cost to the City or Clallam Transit associated with the time extension. All other terms
of the agreement remain unchanged.
.
N:\CCOUNCIL\FINAL\Krei Prof Services Agreement Amendment No. 12.doc
K - 58
.
.-
.
DATE:
To:
FROM:
SUBJECT:
DO/ -R-' ;T- :1. A IN. 'G/- .E..../L.. E..'S.- i
I=:': . ), '.ft. i;', ' , " ,
WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
April 21, 2009
CITY COUNCIL
Glenn A. Cutler, Director of Public Works & Utilities
Remote Monitoring System, Project No. CL0307, Final Acceptance
Summary: Survalent Corporation has completed the subject contract to provide, train, and
program the hardware for remotely monitoring the electric substations. The project has been
accepted as complete, and the final invoice received.
Recommendation: Accept Project No. CL0307 as complete and authorize the release of the
retained percentage upon receipt of required clearances.
Background/Analysis: Survalent Corporation was low bidder for providing computer hardware
and software for the Electric Utility's remote substation monitoring system. Their contract was for
$49,800. One change order for $2,250 was added to provide software programing assistance
beyond the original scope of the work. The total price was for $52,050. A use tax of 8.4% was
paid directly to the State as Survalent is a Canadian corporation.
It is recommended that Council accept the project as completed by Survalent Corporation, and
authorize release of the retainage in the amount of$2,250.00 upon receipt of required clearances.
N:\CCOUNCIL\FINAL\Accept Remote Monitoring Contract doc
K - 59
~ORTANGELES
WAS H I N G TON, U. S. A.
.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
Glenn A. Cutler, Director of Public Works & Utilities
SUBJECT:
Remote Monitoring System, Project No. CL0307, Final Acceptance
Summary: Survalent Corporation has completed the subject contract to provide, train, and
program the hardware for remotely monitoring the electric substations. The project has been
accepted as complete, and the final invoice received.
Recommendation: Accept Project No. CL0307 as complete and authorize the release of the
retained percentage upon receipt of required clearances.
Background/Analysis: Survalent Corporation was low bidder for providing computer hardware. .
and software for the Electric Utility's remote substation monitoring system. Their contract was for
$49,800. One change order for $2,250 was added to provide software programing assistance
beyond the original scope of the work. The total price was for $52,050. A use tax of8.4% was
paid directly to the State as Survalent is a Canadian corporation.
It is recommended that Council accept the project as completed by Survalent Corporation, and.
authorize release of the retainage in the amount of $2,250.00 upon receipt of required clearances.
.
N:\CCOUNCIL\FINAL\Accept Remote Monitoring Contract.doc
K - 60
.
FORTANGELES
WAS H I N G TON, U. S. A.
CITY COUNCIL MEMO
DATE:
April 21, 2009
To:
CITY COUNCIL
FROM:
DAN McKEEN, FIRE CHIEF
SUBJECT:
TRANSFER OF VEHICLE TO CLALLAM COUNTY FIRE DISTRICT #3
Summary: Over ten years ago, a 1987 Isuzu van was donated by Rayonier to the Port Angeles
Fire Department to assist the region-wide hazardous materials response team. Due to the
escalating costs associated with maintaining a team, and the areas reduced risk from hazardous
materials, the need for the van decreased. Additionally, the Fire Department recently took
delivery of a smaller, more fuel-efficient, light rescuelbreathing air vehicle that will combine the
donated van and another existing vehicle, eliminating the need for the donated van.
Clallam County Fire District #3 has expressed a willingness to assume responsibility for the van
and convert it to a hazardous materials mobile decontamination vehicle that will be made
. available to the City at no cost.
Recommendation: Authorize the Mayor to sign the attached agreement and direct the City
Clerk to transfer title and responsibility for the Hazardous Materials Special Operations van to
Clallam County Fire District #3.
Background: Over ten years ago, the Rayonier Corporation generously donated a Hazardous
Materials Special Operations van to the Port Angeles Fire Department for use on the Olympic
Peninsula. At that time, the Port Angeles Fire Department strived to provide a Hazardous
Materials Technician-level response capability.
Due to reductions in the use of hazardous chemicals by local industry, and the escalating costs
associated with maintaining a technician-level team, the Fire Department reduced its response
capabilities to a more appropriate and cost-effective level. This reduction in response level
decreased the Department's need for the large van.
For several years, the Fire Department and Public 'Works Department have been working to
combine the utility of the Hazardous Materials/Special Operations van and another existing
vehicle into a single vehicle. The Fire Department recently took delivery of a smaller, more fuel-
efficient, light rescuelbreathing air support vehicle that will accomplish that goal.
.
Clallam County Fire District #3 in Sequim has expressed a willingness to assume responsibility
for the Hazardous Materials Special Operations van that was donated by Rayonier. Fire District
#3 plans to convert the van into a hazardous materials mobile decontamination vehicle that will
be available for use by the City. We believe that this will be an excellent use for the vehicle,
which will be in keeping with the original intent of the donation by Rayonier.
K - 61
City Council
Page 2
April 21, 2009
The Port Angeles Fire Department has been very appreciative of the donation that Rayonier
made. The special operations van has been a very valuable asset for well over a decade and we
expect that it will continue to serve the community for many more years to come. We have been
in Contact with Charles Hood, Vice President of Public Affairs for Rayonier, who stated that
Rayonier supports the transfer of the vehicle as proposed by the Fire Department.
The Fire Department requests that the Council approve the attached agreement. The agreement
transfers responsibility of the van to Clallam County Fire District #3 and makes the van available
to the City at no cost.
C:\Documents and Settings\tpierce\My Documents\Rayonier Special Ops Vehicle 4. JO.09.doc
K - 62
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,
Interlocal Agreement Between
The City of Port Angeles
and
Clallam County Fire District #3
This Agreement is entered into this _ day of ,2009, between the City of
Port Angeles (hereinafter "City") and Clallam County Fire District #3 (hereinafter "District"),
both municipal corporations organized under the laws of the State of Washington. This
Agreement is made under authority of Chapters 39.33 and RCW 39.34.
A. Purpose
The purpose of this agreement is to establish a contractual arrangement under which the
City will transfer ownership of a 1987 Isuzu Hazardous Materials Van (Van) that was
donated to the City by Rayonier.
B. Agreement by the City:
The City shall transfer to the District, without monetary compensation, ownership of a
Hazardous Materials Van.
C:
Agreement by the District:
The District shall convert the Van into a hazardous materials mobile decontamination
vehicle. The District shall make the mobile decontamination vehicle available to the City
on call, when and as needed by the City. The City shall not pay any monetary
compensation to the District for use of the mobile decontamination vehicle.
D. Term
. It is the obligation of the District to maintain and make the Van available for no less than
three years to the City.
E. No Warranty
The City makes no warranty, express or implied, about the condition or fitness of the Van
for any particular use. The District accepts the Van from the City "as is" and without any
warranty or records.
F. Title
Upon receipt of the vehicle title, the District shall take the title to the County auditor to
transfer the title to the District. The City shall complete the Vehicle Seller's Report of
Sale and mail to the Department of Licensing.
G. Effective Date
This agreement shall become effective immediately upon execution by both parties.
Page 1 of 2
K - 63
H.
Consideration / Value
The parties agree that the fair market value of the Van is less than $5,000 and that the
performances to be rendered by the District provide the City adequate consideration to
support this agreement.
.
I. Hold Harmless
The District agrees to indemnify, protect, defend and hold harmless the City, its officials,
officers, employees and agents from and against all liability, claims, damages, losses,
expenses, including, but not limited to, litigation expenses and reasonable attorney's fees
occurring, arising or in any way incident to, or in connection with the transferred Van as
provided in this Agreement, the terms herein, or the District's operation of, the Van.
J. Filing
As provided by RCW 39.34.010, the Agreement shall be listed by subject on the City's
website.
K. Complete Agreement
This agreement is the full and complete understanding of the parties and there are no
other agreements, either verbal or written, which would alter the terms of this document.
City of Port Angeles
Clal!am County Fire District #3
Gary Braun, Mayor
Gary L. Coffey, Chairperson
.
By:
By:
Attest:
By:
Richard Houts, Commissioner
By:
By:
Becky Upton, City Clerk
James D. Barnfather, Commissioner
Approved as to form:
Attest:
By:
William Bloor, City Attorney
Sandra Shields, Admin. Assistant
C:\Documents and Settings\dmckeen\My Documents\Council Memos Etc\Haz Mat Van Agreement (2) CCFD #3 4.21.09.doc
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Page 2 of 2
K - 64
. Monthly Financial Update
MARCH 2009
General Fund & Street Overview
General Fund revenues are down
3% from 2008 due to the strug-
gling economy which has im-
pacted our sales tax revenue sig-
nificantly. Through March, we
have collected just under 19% of
budgeted revenues. Expenditures
are 21% higher than the same
period in 2009 mainly due to a
one-time $575,000 transfer for
street projects in March. To date,
the general fund has spent just
under 27% of budgeted expendi-
tures.
.
There are several areas of concern
in the General Fund, especially
related to revenue collections.
There is the possibility that addi-
tional building permits will par-
tially offset losses in sales and in-
terest revenue. At the same time,
personnel savings should cover
additional capital expenses ap-
proved by Council. However, it is
time to carefully watch spending.
09 v. 08 Variance
GENERAL FUND 2009 2008 $ %
Revenues-through March 3,348,709 3,451,890 (103,181) (2.99)
Expenditures-through March 4,589,828 3,788,194 801,634 21.16
Net Rev. over /(under) Exp. (1,241,119) (336,304)
STREET FUND
Revenues-through March 400,128 264,953 135,175 51.02
Expenditures-through March 307,317 337,479 (30,162) (8.94)
Net Rev. over/{under) Exp. 92,812 (72,526)
lected are up 51% from 2008 due to a
one-time $105,000 capital contribution
for the Reserve at Valley Creek
planned residential development. This
money will be used to mitigate the
traffic impacts related to the develop-
ment. During the first quarter, Street
Fund expenditures are nearly 9%
lower than 2008, primarily due to the
timing of projects and vacant posi-
tions not being filled immediately.
With 25% of the year completed, we
are on target with revenues (24% of
budget collected) and expenditures
(18% spent) in the Street Fund.
In the Street Fund, revenues col- Due to timing issues with cenain reve-
nues and expenditures, some monthly
comparisons will be skewed. The most
accurate comparisons take place at
year end, when all revenues and ex-
penditures have been posted and rec-
onciled for the entire year.
$400,000 >,
Sales Tax Revenue Sales Tax Revenue
$350,000 is down 20%
by Month through March
$300,000 2009 compared to
the same period
$250,000 last year. To date,
. -.t- 2008 we are slightly
$200,000 ---- 2009 below target with
--..- 2009 Budget 23% of budget
$150,000 collected.
Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec
600,000
500,000
I
-1 Utility Tax Revenue Colleded through March
400,000
300,000
200,000
100,000
[1!I2008
11112009
I
! 1iI 2009 Budget
Electric
Water
Wastewater SW- SW-Transfer Stormwater
Collections Stn
Water, and Wastewater Utility tax reve-
nue is higher through the month of
March 2009 compared to the same period.
in 2008 (primarily due to rate adjust-
ments) while the Electric Utility reported
approximately the same level of tax reve-
nues in both years. The Transfer Station
has lower tax revenues in 2009 due to
lower tonnage levels than previous years.
This is a result of decreased construction
activities in the Gty as well as lower ton-
nage in residential collections. We are
concerned that most utilities are either at
or slightly below budget with the excep-
tion of Electric which typically collects a
large portion of revenue in the first quar-
ter. Since Stormwater collection is
through property taxes, the majority of
revenue is collected in Spring and Fall.
Community & Economic
Development Revenue
[- $85,000
$70,000
$55,000
$40,000
$25,000
$10,000
Lodging Tax Revenue
By Month
Community Development
Revenue Collected through March
Revenue Source
Building Permits
Plumbing Permits
Mechanical Permits
Sign Permits
Plan Checking Fees
Planning Permits
Zoning Fees
Total Revenue
--- 2008
-+- 2009
Apr May June July Aug Sept
-+- 2009 Budget
Od
Nav
Jan
Feb
Mar
2009
$ 24,502 $
2,532
3,787
311
8,009
2,100
1,350
$ 42,590 $
Lodging Tax
revenue col-
lected through
March 2009
is down 21 %
from the same
period in 2008.
We have col-
lected 10% of
budget.
2008
45,448
2,313
3,168
1,793
9,130
400
1,250
63,503
2009 V5. 2008
% variance
.
-46.1%
9.5%
19.5%
-82.7%
-12.3%
425.0%
8.0%
-32.9%
.
ej
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MINUTES
PLANNING COMMISSION
Port Angeles, Washington 98362
March 25, 2009
6:00 p.m.
ROLL CALL
Members Present:
John Matthews, Werner Beier, Mike Caudill, Carla Sue,
Doc Reiss, Tim Boyle, Nancy Powers
Members Excused:
None
Staff Present:
Nathan West, Scott Johns, Dan Bialzik, Bill Bloor
Public Present:
Stephanie Croll
APPROVAL OF MINUTES
Commissioner Powers moved to approve the February 25, 2009, minutes as
presented. The motion was seconded be Commissioner Boyle and passed 6 - 0 with
Commissioner Beier abstaining
J
DISCUSSION ITEMS:
Washington Cities Insurance Authority training:
Director Nathan West introduced Stephanie Croll of Keating, Buc1din and McCormack,
Inc., P.S. Ms Croll presented a training session on Land Use Law and Liability, covering several
subjects pertinent to the Planning Commission and staff, including the legal environment of land
use planning, the Open Public Meetings Act, vested rights, Quasi-judicial decision making, and
the Hearing Examiner system.
Update on revisions to Urban Services Standards and Guidelines:
Associate Plam1er Scott Johns presented a progress repOli to the Planning Commission on
updates being made to the Citis Urban Services Standards and Guidelines. Two chapters,
Stormwater Mmlagement and Clem'ing and Grading are being revised to meet the requirements
of the National Pollution Discharge Elimination System Phase II permit the City is currently
operating under. It was pointed out that the amendments to the Stormwater chapter will make
the chapter consistent with the NPDES II requirements and will support the stormwater
ordinance to be drafted.
The Clearing and Grading Chapter is being amended to add clm'ity of purpose mld when
the stmldru."ds are applicable. Primm'ily, changes are being made to include the requirement for a
more robust and detailed construction stormwater pollution and prevention plan that will more
fully meet the state storm water requirements.
Planner Johns explained the proposed new Landscaping in Public Places chapter. That
chapter would provide basic standards for plantings in the public right-of-way. Currently il0
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Planning Commission Minutes
()
Page 2
standards exist, however, requirements, specifications, and restrictions are interspersed
throughout the Port Angeles Municipal Code. By creating a chapter for the mban Services
Standards and Guidelines, the information is made much more accessible and understandable.
The requirement that trees in the public right-of-way be managed using the American National
Standards Institute recommendations and best management practices is the only newly added
information that has not been documented in the past.
.
Commissioner Mathews asked if the stormwater chapter was part of the changes that had
been made recently to the zoning code regarding stormwater. Director West indicated that the
Urban Services Standards and Guidelines is a different document and the updates were similar
and consistent, however, staff is not redoing work that was recently done.
Commissioner Caudill asked if the choice of sidewalk design, attached to the back of the
clu'b or separated by a planting strip was being removed. Planner Johns indicated that the choice
between the two anangements was still available to developers.
o
Commissioner Reiss asked if the new chapter would prohibit the removal of trees.
Planner Johns indicated that only trees that were chosen to remain on a site would be protected
by the establishment of a tree' protection zone. Corrrrnissioner Reiss then asked if similar
standards would be use for both commercial and residential properties. Planner Johns replied
that a range of streetscape configurations would be available and that it is not intended to create a
single design that would be applied to all situations.
Comprehensive Plan amendment update:
Planner Johns then provided a brief update on the current Comprehensive Plan update
process, indicating that only one.'public generated amendment had been received.
.
COmmissioner Powers asked if any of the recommendations that had been made by the
American Institute of Architects (AlA) Sustainable Design Assessment Team. (SDA T) would be
incorporated into the Comprehensive Plan. Johns indicated that some of the shcni term ideas
might be incorporated into this years update while those that would take a longer period of time
to institute would be left to the planned 2011 major Comprehensive Plan update. By waiting,
additional visioning opportunities could be incorporated into the process.
AlA SDAT Grant update:
Director West provided an update and overview of the AlA SDAT process and the
product that was provided through that process. He indicated that staff would be reviewing the
final document once it was completed and evaluating which projects would be moved ahead and
how that process would work.
Commissioner Powers asked how the Capital Facilities Plan (CFP) would provide a
mechanism to accomplish the proposals. Director West discussed tlle process of selecting
projects, including them into the CFP, staff ranlcing of the projects, and Council selection for
(, funding.
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Planning Commission Minutes
Page 3
COMMUNICATIONS FROM THE PUBLIC
None
STAFF REPORTS
None
REPORTS OF COMMISSION MEMBERS
Chair Mathews asked the Commission about elections of officers for the current year. It
was decided that election of officers would take place at the April 8, 2009 meeting.
Commissioner Caudill asked about street improvement associated with the approval of
the first phase of the Reserve and Valley Creek PRD. Director West indicated that the first phase
had been approved and as part of that approval, the developer had provided the required amount
of money to the city for improvements to impacted streets. That money has yet to be spent on
projects.
Commissioner Boyle stated that the Port Angeles Forward committee had discussed the
upcoming convention of the Rotary Club that will talce place in Port Angeles in February of
2010. Commissioner Reiss, who is a member of the Rotary Club, added that the convention is
likely to bring 500 visitors to the city.
ADJOURNMENT
~( fI!IJ~
Jolm Matthews, ChaIr
PREPARED BY: S, Jolms
M - 5
PORT ANGELES FORWARD COMMITTEE
Port Angeles, Washington
.
Meeting Minutes for March 12,2009
Mission Statement:
To create a strong economically and culturally vibrant community
thatwill enhance the lives of our citizens.
CALL TO ORDER:
Chair Cherie Kidd opened the meeting at 7:30 a.m.
ROLL CALL:
Members Present:
Chair Cherie Kidd, Don Perry, Terry Smithton, Linda Rotmark, Willie Nelson.
George Schoenfeldt, Terry Weed, Terry Roth, Buck Gieseke.
Staff Present:
Nathan West, Scott Johns, Teresa Pierce
Public Present:
Bob Lawrence / Peninsula College, Barbara Frederick / P ADA, and Rian
Anderson / Black Ball Ferry Line
Armroval of Minutes
W. Nelson moved to accept the February 12, 2009 minutes as presented. G. Schoenfeldt seconded
the motion. The minutes were approved unanimously.
.
Black Ball /Coho Ferrv Dock Presentation - Rian Anderson
Chair Kidd welcomed and introduced Rian Anderson. Anderson introduced Black Ball's plans to upgrade
the current ferry terminal facility. Two years ago with the City of Victoria had considered moving the
Coho out of their inner harbor area the community had demonstrated overwhelming support to keep the
ferry in that location. Black Ball realized the need to improve the facilities and services on this side. The
existing terminal and parts of the dock are reaching the end of their planned lifespan. While the terminal
has and remains functional, it has not been an overly attractive part of the waterfront area. Since it is a
private business, Black Ball has funding challenges as it cannot qualify for funding that the government run
BC Ferries and Washington State Ferry system have available to them.
Anderson covered the history of the facility dating back to the 1950s, proposed concepts, benefits to the
community and the estimated costs of the upgrades. The project would total approximately $9 million.
Black Ball is ready to invest $2 million, and they will be seeking outside funding for the remaining $7
million. There are some Federal grants for ferry facilities that occur every two years that Anderson was
confident that they could qualify for.
(continued)
.
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Port Angeles Forward Meeting Minutes
March 12,2009
Construction would be done mostly in the winter months and when the Coho was in dry dock. Some
funding might be possible through Homeland Security. G. Schoenfeldt added that Port Commissioner
McEntire will be going to Washington DC next week to talk with our representatives about possible
funding for the project.
Anderson continued that Black Ball plans to move forward with preliminary plans. He reported that Black
Ball recently signed a lease to retain the same location in the Victoria harbor and Black Ball is
implementing approximately $700,000 in improvements into the Victoria terminal. He added that the
Coho has increased their marketing efforts significantly and will continue to look for other ways to market
their business and the community.
Economic Develovment - Business Resources Seminar
N. West opened discussion reminding the committee that prior to the January 8, 2009 Business Forum, PA
Forward agreed to evaluate and assess the need for future community forums to assist local businesses.
The Committee should discuss the need to move forward and continue efforts in providing resources for
area businesses. B. Frederick reported that the survey for participants at the January event had not been
sent out. She did have a list of questions that were raised at the event back at her office. D. Perry stressed
the importance of following up after an event and with two months having gone by, it was time to
detennine the next step as soon as possible.
1. Rotmark suggested waiting until after the next legislative session had closed to see what the economic
stimulus effects would be on our community, which would be towards the end of April. T. Smithton
suggested bringing marketing companies together to present ideas on how businesses can better present
themselves no matter if they are big or small. T. Pierce recalled that many of the comments from the
January seminar were requests for new business models and specific help for business operations. She
suggested that along with a physical storefront, businesses also need to include a website to make their
products, services and merchandise available online to their customers.
N. West mentioned the "Making It Last 2009 Focusing on a Thriving Economy & Environment on the
North Olympic Peninsula" event coming up on March 20 and 21. The purpose of that event was to provide
ways for businesses to help each other. Sponsorships were available for $200. D. Perry offered that City
Council could consider a sponsorship through P A Forward at their Council meeting next week. Due the
short time frame and to the low cost of $200, N. West indicated it was possible to pay for the fee from his
budget.
W. Nelson moved for P A Forward to be a sponsor in the "Making It Last" series of forums in the
amount of $200. T. Weed seconded. Motion passed unanimously.
N. West recommended that a higher level of expertise for business models needed to be offered to area
businesses for consideration. T. Smithton offered to hold a meeting of the Business Resource
Subcommittee on March 24, 2009 at 3:00 p.m. at her store (Page Turners) so the subcommittee could
discuss the next steps in that process.
"Pick Up P A"
B. Frederick reported that a cleanup of downtown is scheduled for May 2. Chair Kidd requested this topic
be added to the next agenda for discussion on how P A Forward can participate.
Page 2 of 4
M -7
Port Angeles Forward Meeting Minutes
March 12,2009
AlA Grant Update - Nathan West
N. West reminded the committee that the AlA Sustainable Design Assessment Team's visit is next week.
Other Business
None.
Ad;ournment
Meeting adjourned at 8:30 a.m.
Next Meetinf! Date:
April 9, 2009 at 7:30 a.m. in the Jack Pittis Conference Room, City Hall.
Minutes approved as presented on April 9, 2009
Don PerrY; Co-Chair
Teresa Pierce
ExecutiYe Comumnications Coordinator
Page 3 of 4
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Port Angeles Forward Meeting Minutes
March 12,2009
NEW AND ON-GOING ACTION ITEMS
DATE DESCRIPTION RESPONSffiLE PARTY TARGET DEADLINE
] -12-06 Bring Council's project Chair Williams On-Going
nrioritv list to meeting
2-9-06 Continue Discussions on Group On-Going
Housing / Jobs
3-13-2008 "2010" Theme Adopted Groun On-Going
Grant awarded to City.
6-12-2008 AlA Grant Nathan West Arrangements pending
12-11-08 P A Forward to Host Business Subcommittee January 8, 2009
Resource Event
.
COMPLETED ACTION ITEMS
DATE DESCRIPTION RESPONSIBLE PARTY TARGET DEADLINE
3-9-06 Letter to City Council, Mark Madsen Completed
Planning Commission
and County regarding
Southern Cross-Route
April-May Strategic Planning Meetings Group Completed 5-11-06
2006 with Jim Haguewood
February Make recommendation to
2007 City Council regarding Group Completed 2-8-07
Harbor Plan
May 10, Determine P A Forward
2007 representative to Lodging Group Completed 5- 10-2007
Tax Committee
October 11, Determination ofPUD Group Completed 10-11-07
2007 Renresentative
October Gather input regarding Cross- Group Completed 10-11-07
2007 Route issue
December Give Recommendation to
2007 City Council Regarding Group Completed
Cross- Town Route
.
Page 4 of 4
M - 9
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ELECTRICAL USAGE
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.
12
M - 11
PUBLIC WORKS & UTILITIES DEPARTMENT
QUARTERLY REPORT
Responded to 30 customer service requests
Repaired 13 water service leaks
Repaired 20 water main breaks; Assisted contracters as needed
Replaced 41 water meters; Flushed water mains
Performed required Deptartment of Health testing
Renewed 1 water service; Replaced 1 fire hydrant
Performed utility locates as requested
Fire hydrant / water main fiushing - 271,940 gallons
Assisted Water Crew with several main break repairs
Worked on pump station #6 capacitors; Cleaned oil/water separator at Landfill
Cleaned pump station #3; Cleaned catch basins for Street Division
Cleaned all catch basins and oil/water separators at the Corp Yard
Performed utility locates as requested; Inspected CSO sites
Repaired 4" sewer main behind 321 Valley Street
Utilized video equipment to give Street crew view of sink holes
NPDES monthly discharge monitoring report showed no violations
Worked with local dischargers on pretreatment issues
Performed process control on secondary treatment system
Completed monthly 0 & M on leachate collection and treatment systems
Conducted CSO inspections in compliance with Pollution Prevention Plan
Conducted quarterly SW Poliution Prevention Plan audit for Corp Yard
Submitted 2008 annual Crown Park swirl concentrator report to Nippon
Submitted 4th quarter PALF stormwater report to DOE and Clallam County
Submitted 2008 annual Biosolids report to EPA Region 10 and Ecology
Conducted Landfill Industrial SWPPP training for WWTP staff
Submitted WWTP lab certification appiication to Dept of Ecology for approval
Replaced differential in Street dump truck ST1579
Replaced auger and installed new box door seals on patch truck ST1568
Replaced head gasket on Street backhoe ST1570
Rebuilt the water spray system on ST04500
Sent out for third stage boom repair on LT131
Maintained snow equipment during snow events
1141 Total mechanic hours billed for 1/1/09 to 3/31/09
Repaired 34 street lights
Performed 16 service connections
Performed 459 electrical inspections
Completed 154 utility locates
Completed 8th Street bridge pole replacement project
Completed lighting project at The Gateway
.
. Hired new Solid Waste Collections Supervisor
. Regional Transfer Station and Blue Mountain drop box recycling: 202.8 tons
. Tons collected: 274 recycling, 140 yard waste, 188 cardboard, and 58 glass
. Joint Solid Waste Advisory Board meetings
. Submitted annual reports to Clallam County and Dept of Ecology (Moderate Risk Wasl
. Facility, Compost Facility, Regional & Blue Mtn Transfer Stations, and Decant Facility)
Quarterly meeting with Waste Connections
Attended Organic Waste Conference in Seattle
. Repaired asphalt and concrete utility cuts; Patched potholes citywide
Pruned plants in greenhouse/atrium/various parks; Removed downtown Christmas trel
. Removed logs, rocks, and fioats from Ediz Hook Rd and repaired the road shoulder
. Traffic control for various Street maintenance activities
. Performed repairs on City Hall, the Vern Burton, the Senior Center, and the Pool
. Replaced indoor lighting at Civic Field and repaired the plumbing; Cleaned boat launct
. Assisted with burials, ground maintenance, and equipment servicing at Cemetery
. Turf mowing, weed eating, edging parks & facilities, cleaning of leaves all around
. Citywide-mowed/graded/graveied/ground/ed ucted/swepl/applied herbicide
Snowllce removal and sanding for four week period; Replaced rip-rap at Valley Creek
. Repaired Marine Dr.l2nd St. alley between Truck Route and Tumwater bridge
Repaired guardrail on Lauridsen Blvd. Bridge due to truck accident
Beautification - Ordered and planted spring fiowers and cleaned downtown tree pits
. Cleaned Waterfront Trail slide area; Prepped Civic, Volunteer, & Lincoln for baseball
. General sign, building, and key maintenance, and curb painting - citywide
. Dead animal control citywide; Adopt a Highway and illegal dump trash pick up
Attended Street/Roads supervisors' conference in Seattle .
Worked on Elks pickleball courts; Worked on Fine Arts Center entryway project
. Painted locker rooms and restrooms at Civic Field; Seasonal interviews and hires
. Numbered and marked parking stalls of west parking garage at The Gateway
. Restroom cleaning and litter pick-up; Graffiti removal; Pier float repair; Playground ins~
. Monthly crew safety meetings; Tailgate safety meetings at job sites
Seven right-of-way use permits approved
. Comprehensive Water System Plan update
Elwha Dam removal mitigation
. Eiwha Treatment Plant Transformers purchase
16th Street Sidewalk design
. Entryway Corridor design
Stormwater Phase II pr09ram implementation
. Private Developments construction inspection
. Peabody Street Improvements design
. Laurel Street Substation Improvements
. Phase I CSO Project design
. Dry Creek Bridge / Discovery Trail design
. Subdivision Reviews
. Underground Cable Renewal construction
. Water and Sewer Main Replacements design
. Landfill Post Closure Plan support
.
M - 12
.
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.
CITY OF PORT ANGELES-RECREATION DIVISION
HOTEL/MOTEL GRANT REPORT
FIRST QUARTER REPORT
JANUARY 1, 2009. - MARCH 31,2009
The Port Angeles Recreation Division has been very busy during the first quarter
of 2009 with recreational activities that have brought additional visitors to Port Angeles.
In keeping with our goal to impact tourism through the promotion and hosting of
recreational events, we respectfully submit our First Quarter Report.
We promoted and coordinated three youth basketball tournaments during the
first quarter, the Martin Luther King Invitational, the Presidents' Day Classic, and the
Spring Hoopfest Tournament.
1 sl Quarter Sports Events
Date Event Total Out-Of- Town
Teams Teams
Jan.17-18 Martin Luther King Invitational 30 26
(youth basketball)
Feb. 14-15 Presidents Day Classic 62 54
(youth basketball)
March 7-8 Spring Hoopfest 35 28
(youth basketball)
In summary, it is estimated that the three events held during the first quarter of
2009 attracted over 2,000 visitors, generating over $240,000.00 in economic impact to
the city of Port Angeles,
M - 13
Brown & Caldwell Consultant Agreement, Project 06-01
CSO Projects Phase 1
Date Agreement Authorized by Council: July 5, 2006
Amendment NO.4 Authorized by Council: March 17, 2009
Agreement Expires: October 1, 2011
Billings Through: March 20, 2009
onginal Through I
Contract Amendment Billings to
Task # Description Amount No.4 Date % Complete
Pre-Design and Design through 60% (original contract and Amendments 1-3)
1 Project Management $16,893.45 $112,841.19 $112,841.19 100%
2 Mapping & Condition Assessment $36,559.05 $110,055.64 $110,055.64 100%
3 Cultural $6,922.20 $25,092.98 $25,092.98 100%
4 Geotechnical $66.115.23 $144,293.41 $144,293.41 100%
5 Environmental & Permits $22,789.84 $150,829.67 $150,829.67 100%
6.0 CSO Plan Review and Preparation of Contract $167,247.93 $180,100.00 $180,100.00 100%
Documents
6.1-6;5 Detailed Civil. Mechanical, Structural, - $958,296.98 $958,296.98 100%
Electrical & PICS Design
6.6 Preparation of 60% Cost Estimate - $47,000.00 $47,000.00 100%
7 Engineering Report & Bidding Assistance $22,450.28 $35,279.11 $35,279.11 100%
8 Evaluation of Additional Alternatives - $16,735.00 $16,735.00 100%
9 Plant Flow Management - $59,092.00 $59.092.00 100%
10 Add'j Cultural & Geotechnical Work - $8,025.00 $8,025.00 100%
Subtotal, Tasks 1-10* $338,977.98 $1,847,640.98 $1,847,640.98
Task 11 - Complete detailed design of CSO Phase 1 Projects
11.1 Project Management - $61,133.01 $0.00 0%
11.2 Survey, Mapping & Condition Assessment - $69,103.49 $0.00 0%
11.3 Cultural - $17,859.73 $0.00 0%
11.4 Geotechnical Engineering . $100,664.19 $0.00 0%
11.5 Environmental & Permits - $81,890.62 $0.00 0%
11.6 Detailed Civil, Mechanical, Structural, - $678,084.29 $0.00 0%
Electrical & PICS Design
11.7 Preparation of Cost Estimate - $48.899.84 $0.00 0%
11.8 Bidding Assistance - $13,336.86 $0.00 0%
11.9 Bridge Design - $175,000.00 $0.00 0%
11.10 Building Design - $10,000.00 $0.00 0%
11.11 Funding Assistance - $32,000.00 $0.00 0%
.
11.12 Outfall sediment sampling - $55,000.00 $0.00 0%
. Subtotal, Tasks 11 $1,342,972.03 $0.00 0%
..
12 Septage Receiving Station Design I - $60,000.00 $0.00 0%
13 Headworks Screens Design - $25,000.00 $0.00 0%
14 Integrated CSO Monitoring Design - $73,000.00 $0.00 0%
15 WWTP Monitoring Suppport - $22,000.00 $0.00 0%
Total Contract Amount $338,977.98 $2,955,640.98 $1,432,668.95 ~ . 48%
IVI
* Amendment 4 redistributed remaining funds in Tasks 1-10 to Task '11
.
.
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I.
.
Exeltech Consultant Agreement, Project 97-20
International Gateway
Date Agreement Authorized by Council: April 4, 2007
Agreement Expires: December 31, 2008
Billings Through:December 31,2008
Original Amended
Contract Contract Billings to %
Task # Task Amount Amount Date Complete
101 Project Management for Construction $ 73,689.70 $ 80,387.89 $ 66,169.09 82%
102 Field Construction Management $ 122,111.24 $ 141,913.05 $ 132,920.52 94%
103 Inspection and Testing $ 70,933.88 $ 101,933.88 $ 124,109.50 122%
104 Claims/Change Order Administration $ 58,339.20 $ 58,339.20 $ 52,455.30 90%
105 Scheduling for Construction Contracts $ 14,220.18 $ 14,220.18 $ 9,370.38 66%
106 Construction Safety $ 12,324.16 $ 12,324.16 $ 6,237.25 51%
107 Administration/Clerical $ 18,960.24 $ 30,960.24 $ 22,930.42 74%
108 Quality Control Services $ 65,686.29 $ 65,686.29 $ 52,934.70 81%
109 Project Closeout $ 3,081.04 $ 3,081.04 $ - 0%
900 Direct Costs $ 70,123.00 $ 75,083.00 $ 46,835.08 62%
Escalation $ 1,758.05 $ 1,758.05 0%
Directed Services $ 50,000.00
110 Archeological Monitoring $ 30,540.00 $32,220.92 106%
Archeological Coordination $544.69
Hazardous Material Substance Disposal $5,181.70
SWppp $17,616.68
West Garage $25,499.80
FronURailroad Alley Storm Drain $ 8,569.87
Harbortowne Mall South Access $ 6,536.25
Delamination Cracking $ 5,213.47
Totals $ 561,226.98 $ 616,226.98 $ 615,345.62 100%
M - 15
Exeltech Consultant Agreement, Project 02-15
8th Street Bridges
Date Agreement Authorized by Council: November 4, 2003
Date Amendment NO.6 Authorized by Council: March 17,2009
Agreement Expires: March 31, 2009
Billings Through: February 28. 2009
Original Through
Contract Amendment %
Phase # Task Amount NO.6 Billings to Date Complete
1 Altematives Analysis and TS&L Studies $306,816.27 $284,138.49 $284,138.49 100%
2 NEPNSEPA Doc.and Preliminary Design $728,003.56 $704,299.01 $704,299,01 100%
3 Final Design and Plans, Specs & Estimate $812,433.49 $1,172,107.52 $1,172,046.66 100%
3R Redesign - $622,500.00 $622,500.00 100%
4 Construction Management $801 ;583:25 $2,160,810.00 $2,052,215.34 95%
MR Management Reserve ,. '$50,000.00 $50,000.00 . $0.00 0%
. . ~-- .Totals .. $2,698,836.57 $4,993,855.02 $4.835,199.50 .. 97%
M - 16
.
.
.
i
I
I
. CH2M Hill Consultant Agreement, Project 07- 08
)
i
.
.
Date Agreement Authorized by Council: April 17, 2007
Date Amendment NO.1 Authorized by Council: December 18, 2007
Agreement Expires: July 31, 2009
Billings Through: December 12, 2008
Original Through
Contract Amendment
Task # Task Amount NO.1 Billings to Date % Complete
1 Corrosion Control Facility $38,000 $38,000 $25,209.23 66%
2 Elwha Dam Mitigation $50,000 $50,000 $25,165.92 50%
3 Directed Services $25.000 $25,000 $10.799.13 43%
4 Water System Plan - $235,000 $143,769.01 61%
Totals $113,000 $348,000 $204,943.29 59%
M - 17
Gentry Associates Contract 05-31
. Date Agreement Authorized by Council: April 4, 2008
Authorized Amount: $82,000
Agreement Expires:
June 30, 2009
Billings Through:
February 28, 2009
Contract Amended ,. %
Task # Task Budget'Amount Amount Amount Billings to Date Complete
Q.'Y^Gr:eek ~ridge~& ' ..i't' .'.1(1\ . '.~ -,'~
1 TfaWPlahfiinge'~",""",'~' ., .. ~ .. "'$82;000:00' .'- "$82,000 ;0"0 - .. $44,908:28 .. 55O~
.' -'
2 .. 0%
-' ..
, ,~ C.
1.,,-,.
3 ~ ... .. .. ..... >.-_. '0% -
'. '. c .. -
4 ,:., \7: , ~, - .. /"" 0%
'.
5 0%
Totals $82,000.00 $82,000.00 - $44,908.28 55%
M -18
e'
.
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~
,
I
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I
i.
I
,
!
.
Aspect Consultant Agreement, Project 79249-1
Landfill Post Closure Consulting Engineering Services
Date Agreement Authorized by Council: October 7, 2008
Agreement Expires: December 31, 2009
Billings Through: February 27, 2009
! OngmaKontract
Task # Task Amount BiJlinqs to Date % Complete
1.1 Groundwater Reports
1.1.1 2008 Biannual Report /2009 Biannual Report $6,500.00 $4,336.30 66.71%
1,1.2 2008 Annual Groundwater Monitoring Report $13,500.00 $6,363.40 47.14%
1.1.3 2008 Seawall Fluid Report $8,000.00 $5,369,80 67.12%
Seawall Monitoring Report and Beach
1.2 Monitoring $0.00
Analysis of Transect data, Tech Memo and
1.2.1 Recommendations $9,000.00 $7,508.25 83.43%
2008 Annual Beach Morphology Monitoring
1.2.3 Report $8,000.00 $1,399.50 17.49%
2 Maintenance Support $13,000.00 $0.00 0.00%
Totals $58,000.00 $24,977.25 43.06%
M - 19
G4 Consultant Agreement7 Project 90178
Industrial Wastewater Pretreatment Program Update
Date Agreement Authorized by Council: June 24, 2008
Agreement Expires: December 31, 2009
Billings Through: February 20, 2009
Original
Contract Billings to %
Task # Task Amount Date Complete
1 Local Limits $11,000.00 $7,236.50 66%
2 Staffing Summary (Delegation Decision) $6,000.00 $4,286.39 71%
3 Sewer Use Ordinance $7,000.00 $0.00 0%
4 Procedures Manuals $20,000.00 $300.00 2%
5 FOG Maintenance Program $12,000.00 $0.00 0%
. 'h' .,.
. .
:.~~~~r.~~*~~ Totals $56,000.00 $11,822.89 21%
M - 20
.
.
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.
.
.
m
April 1, 2009
Nathan West
City of Port Angeles
P. O. Box 1150
Port Angeles, W A 98362
The IncubL~~'ll:nter
~ IE (c; IE ~ ~i
APR- 6 2009 1
CITY OF PORT ANGELES
Oept. of Community Development
Re: The Incubator@~incoln Center 1st Quarter 2009 Funding Request - $21,250
Dear Nathan,
The Incubator@Lincoln Center is pleased to provide our 1st quarter 2009 update including a
number of attachments for your records and Council review. This letter includes January, February
and March Activity Reports prepared by the ONE Group and submitted to the Board of Directors.
In addition, I have included current fmancial statements, Board meeting minutes for the period and
other relevant items.
The major highlights this quarter are as follows:
· The Entrepreneur Institute was awarded a $20,000 grant from the First Federal Community
Dividends Program. (additional detail below)
· The 2009 Entrepreneur Youth Challenge was held including 12 competitors. Two $1500
awards were presented to, Heidi Melosa Photography, (Heidi Eberle) and The W eekly Word
(Steve Luxton and Damon Houck). The event was a huge success and supported by 32
volunteers.
· RSoftware Co. was accepted into the Incubator and has occupied Suite 144.
· Jim Haguewood, Linda Rotmark and Peter Bahnsen traveled to Bellingham to meet and
attend the Bellingham Angels monthly meeting. This was a successful trip in forging a
relationship between Bellingham and our immerging local angel venture group.
· The Incubator facilitated the financing ofUmami Sea Vegetables. The first harvest should
be to market in April. ..
· The Lincoln Center Condominium Board of Directors approved a propos'al by the Incubator
to designate non-participant funds to a Lincoln Center capital fund account on behalf of the
Incubator. (additional detail below)
The Entrepreneur Institute under the coordination ofLinty Hopie has been awarded $20,000 from
the First Federal Community Dividend Program. I included with this letter the specific scope and
budget that the award was based upon. This makes a total of $30,000 in private sponsorships that
have been granted in support of the Entrepreneur Institute in 2009. These sponsorships are enabling
the Institute to expand the course offerings, provide scholarships to worthy recipients and provide a
much needed advertising budget and event enhancements. The Entrepreneur Institute is a strategic
component of the Incubator as young entrepreneurs are attracted and receive much needed planning
and support prior to applying for acceptance into the Lincoln Center. I believe that this award will
result in an increased prominent position for the Entrepreneur Institute and Incubator buy the end of
the year.
360.565.2060 · 360.565.2062 Fax
905 W 9th St. Suite 221 . Port Angeles. WA 98363
M - 21
The Lincoln Center Condominium Board of Directors has approved a proposal from the Incubator
to designate a portion of non-participant rent payments to a Lincoln Center capital fund on behalf of .
the Incubator program. ShoreBank Enterprise Cascadia and the Clallam Economic Development
hCouncil.are non-participants in the Incubator program and as such pay a higher lease rate ($1.25 sq.
ft) than participating companies. A portion of this rent (.50 sq. ft.) is sent monthly to the Port
Angeles School District as they are the owner of the building where the Incubator suites reside. The
capital fund as of March 31, 2009 has a balance of $7,244.97. These funds will be used solely for
. the Incubators portion of major capital improvements to the Lincoln Center facilities; i.e. roof,
painting, windows, flooring, etc.
As in previous quarterly reports each monthly activity report includes a table that represents the
strategic plan key indicators by which the Incubator is measuring its performance. The benchmarks
have been developed and adopted by the Board of Directors based upon National Business
Incubator Association best practices. This table will be included with all activity reports to the
Incubator Board and updated on a monthly basis.
Again, on behalf of The Incubator Board of Directors and staff we all appreciate the. City of Port
Angeles commitment to The Incubator. If you, any of the staff or council have any questions feel
free to contact me:
ReS~..l y '. . j}
.. 'tfIYUlpJrmr
Haguewood
Director
.
.-
M.;.22
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'.
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ONE
Group
Olympic Network Executives
A ViTAL Economy Alliance Partner
The Incub@tor
..' ' LIncoln Center
/ Monthly Activity Report
Date: March 23, 2009
Report Period: March 2009
This outline was designed in relation to the Incubator Strategic Plan and has been prepared to update the
Board of Directors on the management and counsel activities of Jim Haguewood and Neil Gamroth,
ONE Group, The report is separated into three sections: a) major events and highlights for the report
period, b) five areas of focus with a listing of activities and, c) year-to-date key performance indicators
highlighting City ofPoct Angeles contract deliverables.
Any questions regarding this report please contact Jim Haguewood, ONE Group.
Major Events ofthe Month:
· The Entrepreneur Institute was awarded a $20,000 grant from the First Federal
Community Dividends program. The proposal includes expansion of programming for
2009-2010, scholarships and equipment.
.. Linty Hopie and Jim Haguewood coordinated and introduced the Entrepreneur Youth
Challenge award winners at many meetings; Port Angeles Chamber, KONP, Port Angeles
Business Association, Sequim Chamber of Commerce, and the Jamestown S'Klallam
Tribal Council.
· The Incubator hosted First Friday Coffee with 28 attendees.
· The Incubator hosted the OPEN meeting with 27 attendees.
· 190 hours spent by Incubator management; R&D, phone calls, meetings, promotions, face
to face, internet research, sourcing material contacts ete. Attending community meetings
Chamber of Commerce, Kiwanis,'Rotary, OPEN, First Friday Coffee and others
Lincoln .
Center
Operations · Attended multiple meetings vvith Peninsula College staff, Bob Lawrence, Sharon
Kline and Stephanie Supko, to prepare a grant application supporting REDL The
Incubator prepared a listing 'if roles and areas of primary attention for multiple
economic development entities in the area
· Neil Gamroth participated in the NBlA Webinar, Advocacy: What Incubator
Managers Need to Know.
· Karen Rogers and Jim Haguewood met with Bill Bloor, City Attorney regarding the
Incubator sustainability plan.
· Prepared an Incubator sustainability briefing document for distribution to Washington
State federal delegation.
...".....,...
."-,.:......'.... --.
1
M - 23
. Conducted a GAP Board meeting with the Entrepreneur Youth Challenge award
winners and Entrepreneur Challenge planning.
. Met with Cindy Kelly regarding the Incubator sustainability plan and its relationship
to the Port Ane:eles School District.
Occupancy/ . Spoke with Roxi Baxley regarding her business and preparations for application to
Prospects the Incubator.
. Provide a tour to John Junell, Sequim Valley Farms, LLC regarding executive desk
space and application to the Incubator.
Public . Neil Gamroth and Jim Haguewood met with Linda Rotmark and Dick Ecker, Battelle,
Relations regarding linkages between the IPZ and Incubator participants. The meeting resulted
in the Incubator providing a Innovation Showcase Event concept outline designed to
introduce a number of Battelle innovations to the north Olympic Peninsula region
with a goal of linking with a local entrepreneur.
. Jim Haguewood participated on a panel oflocal program providers at the United Way
sponsored "Help for Hard Times" conference.
. Provided an Incubator sustainability program package to Kitsap Bank.
. Spoke with and prepared preliminary ads in the Olympic Peninsula Business Journal.
Ads for the Entrepreneur Challenge and preparations for a monthly publication
focusing on entrepreneurship and business incubation.
Client . Extensive advisement and strategic planning with the Remediators regarding local
Services cleanup projects.
. Neil Gamroth and Jim Haguewood met with Margaret Staples regarding a new
business and revenue strategy for the company.
. Neil Gamroth and Jim Haguewood met with RSoftware Co. to review and provide
input into the companies "School in a Box" product
. Jim Haguewood provided a variety of counseling and contf!C!s to Homeward Bound.
. Facilitated a meeting between MXG and local angel investors.
Entrepreneur . Linty Hope and Jim Haguewood conducted two Entrepreneur Challenge mentor'
Institute trainings;, March 6th and 10th. . .
(Linty Hopie) . Linty Hopie and Jim Haguewood met with Jackson Signs regarding interior wall
improvements in the Entrepreneur Institute suite 208.
Other . Jim Haguewood, Neil Gamroth and Linty Hopie attended multiple events during the
"Making it Last 2009" conference locally.
Strategic Plan Key Performance Indicators
The Lincoln Center
NOPSC FTE
Entre reneur Institute Enrollment
Incubator Operations
Average operating costs
% revenue from public sector
Number of resident participants
Occupancy rate per square footage
Number 0 Virtual Incubator artici ants
150
120
$160,594
25%
15
81%
5
....-:r-.
::..~..:
\i';:\
';'~:: $158.788
~:~;; 53%
~:j~ 7
hi ~O%
....,
,...; "',
M - 24
2
.
.
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.
.
Business networkin events
Incubator Functions
Number of GAP Review Board reviews/year
Average length participation (resident & virtual)
Number of management staff
Ratio of staff to participants
% of Director time advising clients
Number of anchor tenants
Services and Impacts
Qualified prospect contacts
Tenant survival rate during occupancy
Annual client growth rate
Average # of employees per tenant
Average # of graduates businesses/year
Cost/job created from public investment
Number of graduates in industry sectors since 2006
. Marine
. Forest Resources
. Technology
. Healthcare
· Agriculture
. Tourism
. Manufacturing
. Environmental Technology
)
3
25
24
4 years
1
1:15
50%
2
120
87%
25%
5
3
$6,000
5
4
11.9 months
1.5
1:9
66%
2
37
100%
Year end
3.1
o
$2,931
1
1
M - 25
ONE
Group
Olympic Network Executives
A ViTAL Economy Alliance Partner
.
The Incub@tor'~:
Llncoln Center
MonthlYA-ctivity Report
Date: February 23, 2009
Report Period: February 2009
" ' ..,
,This outline was designed in relation to the Incubator Strategic Plan and has been prepared to update the'
Board of Directors on the management and counsel activities of Jim Haguewood and Neil Gamroth,
ONE Group. The report is,separated into three sections: a) major ,events and highlights' for ih~ rePort
period, b) five areas of focus with a listing of activities and, c) year-to-date key peifdimanc~ indicators
highlighting City of Port Angeles contract deliverables. ' ,
Any questions regarding ~{h~port please contact Jim Haguewood, ONE Group.
01~1~j . " -~, ~<;')~;
Major Events oethe Month:, ':: ",;-",Y'~ e...-"
· ' Completion- ofthe -Entrepreneur Y outhChallenge 2009 with' 12'competitors~ Award
winners; Heidi Melosa Photography (Heidi Eberle), The Weekly Word (Steve Luxton, e"" ;
Damon Houck). Each team will be awarded $1500 upon agreement with the GAP Board.
o 32 VOLUNTEERS MADE THE EVENT A SUCCESS
· Hosted First Friday Coffee, with 38 guests attending.
· Completed Suite 144 occupancy by RSoftware Co.
. Received five prospects from an article in the Olympic Business Journal requesting
additional business expertise. Two individuals are being considered for inclusion into the
Incubator professional advisors pool.
. Jim Haguewood, Linda Rotmark and :Peter Bahnsen traveled to Bellingham to attend the
Bellingham Angels meeting and company presentations. Discussions are continuing
regarding an alliance with their group and the formation of a group on the North Olympic
Peninsula.
. Assisted in securing fmancing for Umami by ShoreBank Enterprise Cascadia
Lincoln
Center
. Jim Haguewood attended the Culinary Arts Advisory Council meeting.
. Prepared for and participated in the Lincoln Center Condominium Association
meetin . Presented for consideration the Lincoln Center sinking fund roposal.
. Researched and discussed an operational grant opportunity with the USDA.
. Prepared and delivered the February Lincoln Center non-participant payment to the
Port Angeles School District.
. Neil Gamroth interviewed two individuals for potential roles as business counselors
for the Incubator.
. U dated the StateFarm insurance olicy division.
.
Operations
1
M - 26
.
Occupancyl
Prospects
Public
Relations
.
Client
Services
Entrepreneur
Institute
(Linty Hopie)
.
· Neil Gamroth met with the Jamesto\Vll EDA and presented new opportunities to grow
wasabi and sea vegetables in Clallam county
· Met with SYSCO to explore distribution oflocally grown crops in the I-5 region
· Neil attended Kiwanis Il1eeting to solicit entrants for the EI cha~lenge
· Hosted the OPEN meeting with 27 attendees.
· Jim Haguewood met with Kent Meyers, Nathan West, Yvonne Z
· Met with Jim Reed, Olympic Wi-Fi, regarding business strategies and business
contacts.
· Spoke with Gail Madison; Dungeness Gold regarding business status, potential
incubator participation and other facilities in the region.
· Met with three new companies to explore entrance to the Incubator
· Gained a commitment from Nelson Ludlow, Intellicheck Mobilssa, to be the keynote
speaker of the Entrepreneur Challenge Celebration on May 14th.
· Neil Gamroth coordinated with Kathy Charlton on the creation of an Incubator
business column for the PDN.
· Met with Nigel Moore, Washington Manufacturing Services, regarding their
Washington Grows program and the state legislative climate.
· Neil Gamroth and Jim Haguewood met with Mike Rainey, 1 st Security Bank,
regarding the Incubator sustainability plan.
· Jim Haguewood met with Kendra Waggoner and Joyce Ruiz regarding the Incubator
sustainability plan.
· Jim Haguewood, Neil Gamroth and Linty Hopie all participated in Dave Uranich's
business expo and displays at Port Angeles High SchooL
· Neil attended planning meeting for the fish wall on the city pier using Lincoln HS
students art class for fund raising
· Sent an Entrepreneur Challenge press release announcing the event and the
impending Intent to Enter date.
· Met with The Remediators and provided guidance on their company's presentation
before the Department of Ecology in Olympia.
· Made a professional resource introduction to RSoftware Co.
· Held 21 hours of meetings \Vith clients and 19 hours of computer research to assist
development of inventions and company challenges.
· Neil Gamroth and Jim Haguewood met \vith Linda Rotmark and Dick Ecker, Battelle,
regarding Umami Sea Vegetables as an IPZ model company.
· Conducted [mal planning and EYC event planning with Linty Hopie, Jim
Haguewood, Kristene Moorman, and Laura Brogden.
· Jim Haguewood and Linty Hopie prepared sponsorship thank you letters to the First
Federal Board of Directors and to Ron Allen, Chairman, Jamestown S'Klallam Tribe
· Coordinated all details related to Entrepreneur Youth Challenge Event
· Working with EYC award recipients on public appearances; KONP, P A Chamber,
PABA, Sequim Chamber, Sequim Sunrise Rotary
· Concluded February Schedule for PCEl courses (3 courses) w/5 additional courses
planned for March
· Met wi Kendra Waggoner from FF re: Community Dividend funding ofPCEI courses
and activities stemming from their recent needs assessment and submitted a proposal
outline
· Met wi Sasha Medlen re: entrepreneurial training opportunities for Clallam Bay/Sekiu
community members .
2
M -27
Other
. Jim Haguewood attended a Kenmore Air Service meeting sponsored by the Port of
Port Angeles.
Strategic Plan Key Performance Indicators
.
The Lincoln Center
NOPSe FTE 150
Entre reneur Institute Enrollment 120
Incubator" Operations
Average operating costs $160,594 $158.788
% revenue from public sector 25% 53%
Number of resident participants 15 7
Occupancy rate per square footage 81% 60%
Number of Virtual Incubator participants 5 3
Business networldn events 25 3
. Incubator Functions
Number of GAP Review Board reviews/year 24
Average length participation (resident & virtual) 4 years
Number of management staff 1
Ratio of staff to participants 1:15
% of Director time advising clients 50%
Number 0 anchor tenants 2
Services and Impacts .
Qualified prospect contacts 120 19
Tenant survival rate during occupancy 87% 100%
Annual client growth rate 25% Year end
Average # of employees per tenant 5 3.1
Average # of graduates businesses/year 3 0
Cost/job created from public investment $6,000 $2,931
Number of graduates in industry sectors since 2006
. Marine
. Forest Resources
. Technology
. Healthcare
. Agriculture
. Tourism
. Manufacturing
. Environmental Technology 1
.
. "'"
. .' ~.'
3
M - 28
.
.
.
ONE
-
Group
Olympic Network Executives
A ViTAL Economy Alliance Partner
The Incublf!t'llenter
Monthly Activity Report
Date: January 31,2009
Report Period: January 2009
This outline was designed in relation to the Incubator Strategic Plan and has been prepared to update the
Board of Directors on the management and counsel activities of Jim Haguewood and Neil Gamroth,
ONE Group. The report is separated into three sections: a) major events and highlights for the report
period, b) five areas of focus with a listing of activities and, c) year-to-date key performance indicators
highlighting City of Port Angeles contract deliverables.
Any questions regarding this report please contact Jim Haguewood, ONE Group.
Major Events of the Month:
· Jim Haguewood and Linty Hopie presented the Incubator and Entrepreneur Institute
during the PA Forward Business Resource Event on January 8th. Neil Gamroth also
attended and discussed Incubator services and resources with attendees.
· Delivered up to date payments with Port Angeles School District on non-participant rent
transfer payments. The Lincoln Center Condominium Board will consider the creation of
. the Incubator Capital Fund for these payments at their February meeting.
· Jim Haguewood and Linty Hopie kicked off the business plan class module in three Dave
Uranich Contemporary Issues Classes at Port Angeles High School
· The Incubator hosted the January Olympic Peninsula Entrepreneurs Network (OPEN).
Jim Haguewood and Neil Gamroth presented the process and opportunities surrounding
3D rapid printing technologies.
.
Lincoln · Coordinated with Bob Lawrence and Jackson Signs the construction of a Lincoln
Center Center Kiosk. The Incubator will be the fmandal agent for the project.
· Coordinated the cleaning of Suite 222 with Lincoln Center custodial staff
Operations · Jim Haguewood met with Linda Rotmark regarding entrepreneurship in the area and
discuss strategies for 2009.
· Met with Mark Bowman regarding loan and credit climate on the Olympic Peninsula.
· Met with Karen Rogers and Jim McEntire regarding Incubator sustainability plans.
· Worked with the PASD maintenance staff to re-key Suite 149
· Met with Tom Keegan regarding the Incubator sustainability plan
· Teleconferenced with Mark Bowman and John Berdes, Shorebank Enterprise
Cascadia regarding the Incubator sustainability plan.
· Met with John Calhoun and Karen Rogers regarding the Incubator sustainability plan
1
M - 29
Occupancy/
Prospects
Public
Relations
Client
Services
Entrepreneur
Institute
(Linty Hopie)
Other
. Met on numerous occasions with RSoftwareCo. regarding their transition from a
Virtual Incubator client to an Incubator participant. Scheduled and advised the
company for a GAP Board meeting on January 20th.
. Exchanged multiple emails with Greg Goodmanson regarding J;rls investor training
company expanding into the Olympic Peninsula market and locating at the Incubator.
. Meet with Dick Baxter regarding is software application and, will link with code
writers in the area.
. Aggressive email and local business organization promotion highlighting the
Business Plan Intensive, Entrepreneur Challenge and Entrepreneur Y outb. Challenge.
. Neil Gamroth prepared handouts for EcycleNW to present during the Port Angeles
Chamber of Commerce event on recycling. Jim Haguewood introduced Dan Tharpe
at the meeting. '
. Met with two new client prospects
. Hosted OPEN meeting at Incubator
. Met with EI challenge mentors and advisors kick off training session
.. Jim Haguewood and Neil Gamroth engaged'Melinda Szatlocky, Homeward Bound,
in an organizational strategy session. The primary outcome of-the session was the
development of an affordable housing promotional package for three properties. This
linked an existing grant with an inventory of properties to present to targeted
companies in the area. This will provide a home ownership opportunity'that local
com anies can resent to ke em: 10 ees.
. Met with Jim Haguewoodregardingfinal EI planning for the next five months of
events.
. Linty Hopie, Bob Lawrence and Jim Haguewood conducted their monthly meeting
regarding coordination'and prioritization of resources.
. Gained a commitment by Nelson Ludlow to 'be the Entrepreneur Challenge
Celebration keynote eaker.
'. Dave Uranich P A HS Bus Plan kickoff meeting
. Meetings with other companies and inventors 31 hours
. Inter net research and adviso services for contacts 18 hours
Strategic Plan .Key Performance Indicators
The Lincoln Center
NOPSC FIE
Entre reneur Institute Enrollment
Incubator Operations
Average operating costs
% revenue from public sector
Number of resident participants
Occupancy rate per square footage
Number of Virtual Incubator participants
Business networking events
Incubator Functions
Number of GAP Review Board reviews/year
150
120
$160,594
25% .
15
81%
5
25
$135,836
41%
6
58%
3
1
24
2
.,' , .
M - 30
2
.
.
.
.
.
.
Average length participation (resident & virtual)
Number of management staff
Ratio of staff to participants
% of Director time advising clients
Number of anchor tenants
Services and Impacts
Qualified prospect contacts
Tenant survival rate during occupancy
Annual client growth rate
Average # of employees per tenant
Average # of graduates businesses/year
Cost/job created from public investment
Number of graduates in industry sectors since 2006
· Marine
. Forest Resources
. Technology
· Healthcare
· Agriculture
e Tourism
· Manufacturing
. Environmental Technology
3
4 years
1
1:15
50%
2
120
87%
25%
5
3
$6,000
10.5 months
1.5
1:9
60%
2
13
100%
TBD
2.9
$3,448
1
1
M - 31
The IncubTo/Jf-o.J.r:.'.-:....
.lJ'in6brn tenter
.
. ; ~ " .
Board of Directors
, . i l-il ~.~
REGULAR MEETING MIN~UTES
President
Karen Rogers
Monday, February 2,2009
. .. .. .:t"').~.... ~ ,
3:00pm - 5:0OPm- - - - ,
Haller Conference,Room~ LIncoln Center,.
, , ~,_. . . j . j _ "J , .....' _.: -,'
~
Vice-President
Mike Rauch
SecretarvlTreasurer
Kathy Charlton
Absent: Tom Keegan, Kathy Charlton
Board Members
Tom Keegan
Mary Ann Unger
Matt Ferrin
Edna Peterson
Craig Johnson
:.. ~t -'., ('~ .'
1.) Call to.Order:
The meeting was called to order by President Karen Rogers @ 3:08pm.
2.) Approval of the Agenda: Stood as approved without changes.
/ .
3.) Approval of the Minutes: Edna Peterson moved, Mike Ferrin seconded, minutes approved
unanimously as stands ~thout changes.
.1
4) Financial Report: Jim Haguewood reported that there were corrections needed some.
liabilities were listed as assets; the Accountant would make the corrections by the end of the
month. He clarified item #1610. Also reported about CBI's involvement with the purchasing
of a Kiosk and the carpet in Room 208, Line 8000. There was discussion to identify a
separate account for capitol investments. Mike Rauch asked for clarification and Jim .
Haguewood explained that som~ liabilities were listed as assets by mistake; he explained the
School District is behind in it's billing, and all of these items will be corrected. Matt Ferrin
moved that the report stand approved with corrections. Craig Johnson second. Approved
unanimously.
5) December and January Activity Report:
Director HaguewooQ reported on the sustainability plan and recent interviews. Neil Gamroth
and Jim Haguewood reported and submitted chart showing the clients being counseled
during December and January. .
6) Operational Strategies:
. Incubator sustainability update: Jim Haguewood reported of the positive outcomes of
meetings with College President Tom Keegan concerning REDI, being a global entity
.:-<'..'
.'
I
I
I.
I
,
905 W. 9th, Port Angeles, WA 98363 Ph: 360.565.2060 Fax: 360,565.2062 www.clallarnbi.org M - 32
rather than local community. He also had positive meetings witb. the EDC. Port of Port
Angeles, City of P A and Shorebank. They are all very positive about tb.e plan.
.
· Neal Brauner resignatic)ll noted members had ideas of a new board member, will discuss
or vote next meeting.
· One Group consulting asked for advice on investing in Incubator participants. It was
suggested that ONE Group not invest in Incubator participants.
7) Occupancy Strategies: Jim Haguewood reported on tb.e new businesses approved by the
GAP Board; RSoftwareCo. The company has been a virtual client for 4 months.
Edna Peterson moved, Matt Ferrin second, all in favor, unanimously approved.
8) Entrepreneur Institute: Linty Hopie reported on the Youth Entrepreneur Challenge: There
are 14-15 participants; the judge's fine tuned the guiding principles for the youth challenge.
The challenge will be Wednesday February 11,20094-8 pm. She vvill begin to focus on
regional participation next year. Promoting The Entrepreneur challenge will begin, the intent
to enter is February 2i\ 2009. The Nelson Ludlow, CEO MobilizalItellicheck will be the
key speaker.
9) Public Relations Strategies: Jim will speak at the City Council meeting in March. Date and
presentation to be determined and discussed at the next meeting.
10) The next meeting will be February 23,2009
.
11) President Karen Rogers adjourned the Meeting 5:00pm.
.
905 W. 9th, Port Angeles, W A 98363 Ph: 360.565.2060 Fax: 360.565.2062 www.clallambLorg M - 33
Not Board Approved
The Incub/fl)f,',ort'
J.,,~om.t"ener
.
AGENDA
Board of Directors
President .
Karen Rogers
Monday, March 30, 2009
3:00 pm to 4:30 p.m.
Lincoln Center - Entrepreneur Institute, Suite 208
Vice - President
Mike Rauch
Board Members
Peninsula College
Mary Ann Unger
Matt Ferrin
Edna Peterson
Craig Johnson
Members Not in attendance:
Mike Rauch
Mary Ann Unger
Craig Johnson
Secretaryrrreasurer
Kathy Charlton
1) Call To Order
. Meeting was called to order by President Karen Rogers at 3:10pm March 31,
2009.
. President Karen Rogers declared that since the standing board was 7 mem.
there was a quorum with 4 members present.
2) Approval of Agenda
. President Karen Rogers approved Agenda as presented
3) Approval of Minutes of Previous Meeting.
. Edna Peterson moved and Matt Ferrin second. All members in favor, minutes of
previous meeting stood as presented.
4) Financial Report - Jim Haguewood*
. Jim Haguewood reported on the certificate of deposit and clarified that it matures
April 21, 2009. He also clarified the reason for the negative cash balance and
reassured the Board that NSF were not being written.
. He reported that there were 7 businesses in residence at the Incubator and the
budget projects 12, thus a shortfall in revenues. There are prospects for more
renters who will be covered under #7 of the agenda,"Occupancy Strategies."
5) February/March Activity Report - Jim Haguewood*
Jim Haguewood, CBI director reported on activity such as:
.
905 W. 9th, Port Angeles, W A 98363
Ph: 360.565.2060
Fax.: 360.565.2062
WW\Maii~~.org
.
Not Board Approved
· Positive responses from the OfympicBusiness Journal publication compared to the
Peninsula Daily News. Conversations are taking place with Olympic Business Journal
regarding a Entrepreneurship monthly edition.
· He also reported that the Angel Investors Group is progressing.
· The winners of the Youth Entrepreneur Challenge and the community tour that was held
· The success of the UMAMI Sea Vegetables, LLC, they are expanding into the retail
market in the next couple of weeks.
6) Operational Strategies
a) Incubator sustainability plan update - Jim Haguewood, Karen Rogers
· Jim Haguewood reported that three avenues were being pursued; Local funding, federal
stimulus funding and RED I grant applications with Pe~insula College.
· Karen Rogers reported on her meeting with the Governor and state representatives, the
opportunity of an Economic Recovery Package for Clallam County. In addition meetings
that were held in Washington DC with federal delegations.
b) Open board position - Board
· . Tom Keegan, Peninsula College Representative resigned from the board per letter
received by President Karen Rogers. Suggestions were made for possible replacements;
the board was instructed to think about potential members.
c) Lincoln Center Condominium Association Update - Jim Haguewood*
· Jim Haguewood reported that the 2008 Lincoln Center Condominum Budget fell within the
46% for CBI costs. More importantly that the Board approved the Incubator proposal
regarding non-participant payments. These funds will be held at the Port Angeles School
District designated at Incubator Capital funds in the Condominium budget. Current
balance $7244.97
7) Occupancy Strategies
a) "Hot Prospect List: Get to 12"
· Jim Haguewood reported on the time spent with CBI clients in mentoring and counseling
to improve their business strategies and how to cope with the troubling times, 190+ hours
in March
· There are two "hot" prospects currently that are considering applying.
8) Entrepreneur Institute
a. Entrepreneur Institute Suite 208 - Linty Hopie
· Jim Haguewood and Linty Hopie shared the ideas for interior improvements to the
Entrepreneur Institute Room 208 at the Lincoln Center. Ideas were; Inspiration Words
.
.
905 w. 9th, Port Angeles, W A 98363
Ph: 360.565.2060
Fax: 360.565.2062
wwvMaTI~Q.org
Not Board Approved
painted on the walls, Hall of Fame of past 'Challenge winners, and a sponsorship
recognition board. The 'cost will be approximately $2000 dollars. .
. Edna Peterson Moved and Kathy Charlton second that the Incubator
cash f1ow~the project and the 'board would raise the funds needed to
complete the project.
. Edna Peterson suggested asking for donations from successful
businesses that have benefited from Entrepreneurial training.
9) Public Relations Strategies
a. PDN Columns - Kathy Charlton
. Kathy has been working with RSoftware Co. on an article that should be completed in the
next couple of weeks. The next article will be on Umami and their product to market.
. Kathy reported on her research to update or beautify down town Port Angeles to make it,
an appealing place to visit, live and do 'business. She shared ideas on how to draw
attention away from the many empty buildings and business down town.
. Art in windows showing what to do in the :area. '
b. Entrepreneur Challenge Celebration' '
. The Challenge Celebration isMay 14th, 2009. The location of the social on May 13th has
not been determined.
.
10) Next Meeting - April 27, 2009
11)Adjourn
. Meeting was adjourned at 5:30 pm 'March 30, 2009
Note: Bold items require Board action
'* Attached documents
.i
.
905 W. 9th, Port Angeles, W A 98363
Ph: 360.565.2060
Fax: 360.565.2062
, wwJ\4aTI~.org
.
.
.
2:49 PM
03121109
Accrual Basis
Clallam Business Incubator
Balance Sheet
As of March 31, 2009
ASSETS
Current Assets
Checking/Savings
1010' Checking
1015. Savings
1016' Savings/Tenant Deposits
1020' Money Mar1tet
. 1025' Certificate ofDeposlt
Total Checking/Savings
Accounts Receivable
1600. AccOunts Receivable
Total Accounts Receivable
cnherCunentAssets
1610' Lincoln Center Capital
Total Other Current Assets
Total Current Assets
Fixed Assets
1760 . Equipment
1850 . Leasehold Improvement
1900. Aecum. depreciation and amort.
Total Fixed Assets
TOTAL ASSETS
UABILmES & EQUITY
Liabilities
Current L.iabillties
Other Current Liabilities
1920 . Deposits
2050 . Payroll Lillbilititl3
2085 . Security Deposits
2200 . Sales Tax Payable
Total Other Current Liabilities
Total Current Liabilities
Long Term Liabilities
2080 . Long term Debt
Total Long Term Liabilities
Total Liabilities
Equity
3000 . Opening Bal Equity
3900 . Retained Earnings
Net Income
Total Equity
TOTAL UABIUTIES & EQUITY
. Mar 31,09
-5,010.89
2,456.26
2,744.47
1,049.76
58,619.75
59,859.35
34,356.35
34,356.35
7,244.97
7,244.97
101,460.67
795.96
756,832.13
'-20,083.11
737,544.98
839,005.65
1 ;250.00
1 ,982.23
2,050.00
16.52
5,298.75
5,298.75
727,500.00
727 .500.00
732,798.75
-1,039.40
106,431.99
814.31
106,206.90
839,005.65
Page 1
M - 37
s:
(J.)
co
.
3:12 PM
03/21/09
A~crual Sasls
Ordlnllry Income/Expense
Income
4001 . Fees
4010' em ParticIpant
4011 . Virtual Client
4012' Security Deposit
4020 . Anchor Tenant
4040. Telecommunlcatlona
41145 . long Distance
4040 . Telecommunications. Other
Tot.I404O . TelllCommunlcatlons
Totar 4001 . Fees
4065 . Office Services
4075' Events
4100 . Contracts
4110 . City of Port Angeles
4160 . local Public
4170 . Entraprenuer Institute
Total 4100 . Contracts
Totallncoma
Expansa
8001 . Employaas
6150 . Skills Oevalopment
Total 6001 . Employees
8700' Traval
7000 . Class/Event ExpaOl~e8
7010. Advartlslng Ilnd Promotion
7020 . Matarlals
7040 ' Entreprenuer Institute
7050 . Wsbslte
7010 'Advartlslng and Promotion. Othar
Total 7010 . Advartlslng and Promotion
7060' Bank Felsa
7100 . Communication (Tele & IBPI
7200 ' DUBll & Sulncrlptlons
7300 . EqUipment Expense
7360 ' MalntenancD & Repair
7370 . Rent/Lease
1300 ' Equipment Expense - Other
Telal 7300 . Equlpmant Expense
7400 . Facility
7450 . LIncoln Center O&M
7466' City PA utIl11tes
7480 ' Repairs
7480 'JlInltorlal
Total 7400 . Facility
Clallam Business Incubator
Profit & Loss Budget Performance
January thraugh March 2009
Jan. Mar 09
4,618.77
600.00
0.00
3,890.67
316.10
3,553.00
3,869.10
12,978.54
0.00
10,000.00
21,250.00
0.00
0.00
21,250.00
44,228.64
29.00
29,00
0.00
3,153.00
47,48
390. ilB
30.00
168.21
635,75
0.00
3,954.35
65.00
0.00
1,463.40
796,78
2,260,18
6,820.53
834.27
72.,27
324.62.
7,051.69
Budget
Jan. Mllr 09
11,165.00
4,618.77
600.00
0.00
3,890.67
1,960.00
5,130.00
300.00
5,940.00
6,240.00
24,485.00
450.00
10,000.00
8,750.00
316.10
3,563.00
3,86,9.10
12,978.54
0.00
10,000.00
21,250.00
0.00
0.00
21,250.00
44,228.54
8,750.00
43,685.00
29.00
225.00
3,000.00
29.00
_ 0.00
3,153.00
47.48
390.06
30.00
188.21
635.75
0.00
3,954.35
85.00
1,500.00
1,500.00
75.00
3,760.00
120,00
750.00
1,464.00
0.00
1.463.40
798.78
2,260.18
2,214.00
4,500.00
1,950.00
5,820.53
834,27
72.27
324.62
7,051.69
300.00
6,750.00
.
YTD Budget
11,166.00
1,950.00
6,130.00
300.00
6,940.00
6,240.00
24,486.00
450.00
10,000.00
8,750,00
8,750.00
43,686.00
225.00
3,000.00
1,500.00
1,500.00
75.00
3,750.00
120.00
750.00
1,464.00
2,214.00
4,500.00
1,950.00
300.00
8,760.00
Annulll Budget
46,128.00
8,700.00
20,520.00
1,200.00
26,334.00
27,534,00
102,880.00
1,800.00
10,000.00
72,600.00
28,194.00
25,000,00
125,694.00
240,374.00
900.00
10,000.00
6,900.00
8,000.00
300.00
15,000.00
480.00
3,000.00
5,858.00
8,856.00
16,000.00
7,800.00
1,200.00
27,000.00
PlIge 1
.
.
3:12 PM
03121/09
Accrual Basfs
7600 - InsumnclI
7650 - Officen! & DIrectors
7500 -lmluranca - Other
To1al7500 -Insurance
7600 . Professlonsl
7620 . Accountsnt
7660 . Consultants
7862 . ONE Group
7665 . EI Cootdlnator
Totel7660 . Consultants
Totel 7600 . ProfessIonal
7800 . Shipping and Postaga
7900. Taxes (non-people related)
7940 . Parmlts and Licenses
Total 7900 . Taxes (non-people related)
8000' Supplle& Expensss
8025 . Meeting Expenses
8050 . Office Supplies
8000 . Supplies Expenses - Other
Total 81100 . Supplies Exp&l1S88
To1aI Expense
Net Ordinary Income
Other Inl:omelExpenu
Other Income
8000 - O1her Income
9150 'Intarest
Total 9000 ' O1her Income
Total O1her Income
Other Expense
9500, Othar Expenses
9850 . I:.ate Fess
Total 9500 . Other Expenses
Total Other Expense
Net O1her Income
Nllt Income
s:
(.V
<0
.
Clallam Business Incubator
Profit & Loss Budget Performance
January through March 2009
Jan. Mar 09
1,130.00
0.00
1,130,00
0.00
15,000.00
7.952.33
22,952,33
22,852.33
0,00
10,00
188.00
772.62
1.234,04
2,175,46
43,416,76
811.78
J
2.53
2.53
2.53
0,00
0.00
0,00
2.53
814.31
. Bu<lget
465,00
465.00
15,000.00
8.000,00 .
23.000.00
23,000,00
210.00
10.00
75.00
45Q.OO
525.00
41,834.00
1,851,00
498.00
496,00
49B.00
49B.00
2.349.00
Jon. Mar 09
1,130,00
0.00
1,130.00
0.00
16.000.00
7,962,33
22,952,33
12,952.33
0.00
10.00
168,00
772.62
1,234,94
2,175.48
43.416.75
811,78
2.63
2.53
2,63
0.00
0.00
0.00
2,63
814.31
.'
YTD BUdget
Annual Budget
466.00
465.00
1,B60,00
1,860,00
2,600,00
15,000.00
8,000.00
23,000.00
60,000.00
24,000,00
, 84,000,00
B5,500.00
840.00
23,000.00
210,00
10.00
75.00 300.00
450.00 1,800.00
525.00 2,100.00
41,B34.00 159,836.00
1,851.00 BO,53B,00
498.00 1,992.00
498.00 1,992.00
498.00 1,992.00
498,00
1,992,00
82,530.00
2.349,00
POliO 2
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Peninsula C~llege Entrepreneur Institute
. i
Entr~preneurYouth ~hallenge 2009
Business' Pla,n Competition
Entry Packet
Sponsored by
Jamestown S'Klallam Tribe '
The Incubator@LincolnCenter, and City of Port Angeles
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Peninsula College Entrepreneur Institute
Entrepreneur Y Guth Challe.nge 2009
Business Plan Competition
Sponsored by
Jamestown S'Klallam Tribe .
The Incubator@Lincoln Center, and City of Port Angeles
Eligibility ,
Teams must comply with the fcillowing criteria to be eligible for the competition.
Please read carefully!
· Plans must be complete.
· The Entrepreneur Youth Challenge is limited to participants who reside within Clallam
or Jefferson Counties.
· Business plans must propose' or describe a startup venture or an internal growth
venture for an existing company or nonprofit.
· For existing businesses, the team's venture must be a new concept or expansion.
opportunity
Note: The GAP review board reserves the right to make the final determination if a
bus.iness plan is not appropriate for competition.
Plan Criteria
Business plans and presentations must meet the following criteria:
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Timeline
· January 16, 2009, deliver Intent to Enter Form to Entrepreneur Institute at 905 W.
9th, Port Angeles, WA 98362 by 5:00 p.m. ot.by FAX: 360-565-2062./nterit to Enter
Forms may also be acquired at Peninsula College Entrepreneur Institute or online at
pceinstitute.com
· January 21, 2009, All eligible teams .requesting support for the development of their
written business plan and/or for verbal and presentation coaching will be assigned a
professional business mentor
. February 4,2009, a completed business plan must be received at the Entrepreneur
Institute, 905 W. 9th, Port Angeles, WA 98362 by 5:00pm
· February 11,2009, Business Plan Competition 4:00 a.m. - 8:00 p.m., 10 minute
oral presentation (pitch); which will be followed by a two minute question and answer.
session.. The use of visual aids is allowed and may include power point.
· Winners will be announced at 8:00 p.m.
.
Awards
~wocash and service awards with an approximate value of $1,500 each will be awarded.
Disbyrsement of the award will. be determined by the winners and the GAP Board. The winners
will enter into a contract with the IncuQator@ Lincoln Gen;ter outlining the disbursement of the
award based upon mutually agreed milestones.
Judging .
Competitors' business plans will be jUdged-on the following elements:
· Overall business plan
. Beneficial impact to local economy
. Management team
~ Market.Opportunity
. Competitiveness
. Product or service
. Marketing and distribution strategy
. Financial Statements
· Sustainability
. Location
· Presentation
.
Presentation .
. Teams will give a maximum 10 minute presentation followed by a two minute
question and answer session
. Judges will offer a two minute session of suggestions and mentorjng following the
question and answer session
. Multimedia equiptnentis.available -
. Refreshments will be available for competitors. .
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Cpnficiefltiality
The Peninsula College Entrepreneur Institute considers all submitted business plans as
confidential and treats all team matters accordingly. But, due to the.nature of the event, we .
cannot guarantee complete confidentiality for proprietary matters. Jamestown S'Klallam Tribe
The.lncubator@Lincoln Center, the City of Port Angeles, and the organizers of the competition
are not responsible for any proprietary information and/or intellectual property included in a
submitted business plan.
Ultimately, protection of sensitive materials such as intellectual property, copyright, or patent
confidentiality is the sole responsibility of the individual or tea m pa rticipating in the competition.
Non-Disclosure Agreements will not be signed by judges, mentors or any staff associated with
this competition.
Endorsement Disclaimer
The Incubator@Lincoln Center and the Entrepreneur Challenge sponsors have not conducted in-
depth due diligence in respect to the company principles or presenters and evaluation ofthe
business plan for investment opportunity. The Entrepreneur Challenge is only reviewing the plan
in respect to the predetermined categories and presentation performance.
It is strongly advised that if any individual is interested in exploring investment with one or more
of the competitors, that a complete due diligence process is conducted prior to any investment
made.
A complete copy of the judging criteria is available to all interested parties from the Peninsula
College Entrepreneur Institute. See our website pceinstitute.com.
For More Information Please Contact
Linty Hopie
Entrepreneurship Coordinator
Peninsula College
. Ph: 360-417-6504
Ii ntvh@pcadmin.ctc.edu
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Peninsula College Entrepreneur Institute
Entrepreneur Y Guth Challenge 2009
Project Outline
.
The following is a recommended outline for developing a comprehensive a business plan. This outline can
be used as a guideline for developing teams for the competition, assigning areas of responsibility in those
. teams, and for the development of the bl:lsiness plan itself. Mentors can also be assigned to help
teams/individuals upon request. .
I. Project/Product/Service
A.) Name
B.) Logo/Image
C.} Color and theme
D.) Description
E.) Model
, F.) Overall Cost
II. Management
A.} CEO - Chief Executive Officer
B.} COO - Chief Operating Officer.
C.) CFO - Chief Financial Officer
D.) Director of Sales and Marketing
. III.. Market
· Who is the customer?
· Where is the customer and how many are there?
· Who is the competition?
· Sal.es and marketing materials, brochure, business cards, etc.
· Sales and marketing strategies
.
IV. Operations
A.) .Facilities/location.
B.) . Hours of operation
C.) Layout and
D.) Staffing
V. Finance
A.) Revenue
1. . Price of product or service
2. COry1pot:lents of product or service
3. Quantity of sales
4. Total revenue per year
B.) Expense
1. Labor cost
2. Product Cost
3. Debt service or lease cost
4. Insurance
5. Marketing budget
6.. Supplies
7. Utilities
.
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Peninsula College Entrepreneur Institute
Entrepreneur Youth Challenge 2009
Intent to Enter
By signing this document, I agree that I have read and understand the guidelines for competition and
eligibility. I intend to enter the Entrepreneur Youth Challenge 2009 with a business plan for
I understand that the completion of this form does not necessarily qualify me for competition in the
Entrepreneur Youth Challenge and I agree to abide by the guidelines for competition and eligibility
stated in the EYC Schedule & Guidelines document.
Print Name(s)
Contact Information
Signature(s)
Date
Note: Team members may be changed prior to the competition but only the members participating at
the final competition will be eligible for the award.
o I J we would like professional business mentoring assistance for the development of the written business plan
o II we would like mentoring assistance in verbal I presentation skills
This form isdue to Unty Hopie, Peninsula College Entrepreneurship Coordinator, at the Lincoln.
Center (905 W 9th St., pt Angeles) bv 5:00 pm on Januarv16, 2009 .
By Mail: Incubator@Lincoln Center, 905 W. 9th Street, Port Angeles, WA 98363
By Fax: 360.565.2062 (Faxes will be accepted)
Postmarks by J=ebruary 15, 2008. will be ac~epted
Please Note: The GAP review board reserves the right to make the final determination if a business plan is not
appropriate for competition. All prizes may not be awarded depending on the quality and completion of
submissions. . .
Confidentiality .
The Peninsula College Entrepreneur Institute considers all submitted business plans as confidential and treats all
team matters accordingly. But; due to the nature of the event, we cannot guarantee complete confidentiality for
proprietary matters. The event sponsors, which includes The Incubator@Uncoln Center and Jamestown
S'Klallam Tribe, along with and the organizers of the competition are not responsible for any proprietary
information and/or intellectual property included in a submitted business plan.
Ultimately, protection of sensitive materials such as intellecfual property, copyright, or patent confidentiality is the
sole responsibility Of the individual.or team participating in the competition. Non-Disclosure Agreements will not be
signed by judges, mentors or any staff associated with this competition. ..
A complete copy of the judging criteria is available to all interested parties from the Entrepreneur Institute or you
. can visit our websites at pceinstitute.com. Call 360.417.6504 with additional questions. .
.. Thelizcub@tor..
....." ... ..:.LmcolnCenter
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First Federal
Community Dividend Investment in PCEI
~m\I[~m~~l~f
Intra to. Business Class / Reduced Tuition- $10 wi partiai
underwrite'
$520
$500
9 Hour Course/3 Day, MinImum 7 students, offered
regionally via video conferencing
BusinesS-Pian Intensive I Reduced Tuition - $150 w/ partial
underwrite
$3,990
$2,500 36 Hour Course/12 Day, Minimum 12 students, offered
regionally vIa video conferericing
Core Comptencies Workshop - Employee/Entrepreneur
Transition / Reduced Tuition - $50 w/ partial underwrite
$520
$200
Core Comptendes Workshop - Communication Basics/ Reduced
Tuition - $50 w/ partial underwrite
$520
$200
Core Comptencies Workshop I Professionalism & Customer
Service / Reduced Tuition..; $50 w/ partial underwrite
$520
$200
30 Student Scholarships
$2,000
$2,000
9 'Hour Workshop/3 Day, 15 - 40 students, offered
regionally via video conferencing
9 Hour' Course/3 Day, 15 - 40 students, offered
regionally via video conferencing
9 Hour Course/3 Day, 15 - 40 students, offered
regionally via 'video conferenting
Scholarships applied to all PCEI ~ourse offerings at
approximately $50+ each - rolighly equal to half the
cost of a typical class which is the scholarship
parameters as defined by the Entrepreneur Fund
Scholarship Guidelines
PCEI Program Promotion / Advertising
$1,000 .
$1,000 For regional promotion - to include limited advertising,
website upgrade, and development of a color brochure
s:. .
Regiollal Class Accessibility / ITV Equipment E~hancement
~
0>
$3,000
Includes the addition of a Polycom PowerCam unit and
$3,000 do~ull1erlt camera t,o the current Lincoln Center remote
ITV unIt to enhance ease of use for video conferendng
capabilities in PCEllnstltute classroom
.
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FirS~deral
Community Dividend Investment in PCEI
.
Intro to Business Class / Reduced Tuition- $10 w/ partial
underwrite
$520 $500 9 Hour Course/3 Day, Minimum 7 students, offered
regionally via video conferencing
$3,990 $2,500 36 Hour Course/12 Day, Minimum 12 students, offered
regionally via video conferencing
$175 $175 3 Hour Course/l Day, 15 - 40 students, offered
regionally via video conferencing
$175 $175 3 Hour Course/l Day, Minimum 15 - 40 students,
offered regionally via video conferencing
$175 $175 3 Hour Course/1 Day, Minimum 15 -- 40 students,
offered regionally via video conferencing
Business Plan Intensive I Reduced Tuition - $150 wi partial
underwrite
Core Comptencies SElminar - Employee/Entrepreneur Transition
/ Free Tuition wi a Full Underwrite
Core Comptencies Seminar - Communication Basics - Free
Tuition w/ a Full Underwrite
Core Comptencies Seminar / Free- Professionalism & Customer
Service / Free Tuition wi a Full Underwrite
Intra to Business Class / $10 Tuition- Partial Underwrite
$520 $500 9 Hour Course/3 Day, Minimum 7 students, offered
regionally via video conferencing
$3,990 $2,500 36 Hour Course/12 Day, Minimum 12 students, offered
regionally vi.a video conferencing
$175 $175 3 Hour Course/1 Day, 15 - 40 students, offered
regiona lIy via video conferencing
$175 $175 3 Hour Course/1 Day, Minimum 15 - 40 students,
offered regionally via video conferencing
$175 $175 3 Hour Course/1 Day, Minimum 15 - 40 students,
offered regionally via video conferencing
Business Plan Intensive I Reduced Tuition - $150 wi partial
underwrite
Core Comptencies Seminar - Employee/Entrepreneur Transition
I Free w/ a Full Underwrite
Core @mptencies Seminar - Communication Basics - Free w/ a
Full Underwrite
Core ~mptencies Seminar / Free- Professionalism & Customer
Service / Free Full
First Federal
CommunIty Dividend Investment in peEl
Entrepreneur Challenge & Entrepreneur Youth Challenge
$2,~OO
to expand the reach, promotion, and prize awards for
$2,500 the Entrepreneur Youth and Adult Challenge Events
(Business.Plan Competitions)
Youth Engagement Activities
$850
Summer programming:.. enhance summer camps and
$850 other activities gauged toward youth and infuse
entrepreneurial education and leadership
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The IncubL~!elnter
ChaJ81ge ..
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(business plan competition)
ALL EVENTS OPEN TO THE PUBLIC AT THE LINCOLN CENTER
905 W. 9th, Port Angeles, WA 98363
Preliminary Round One - April 22, 3:30-8:00
Preliminary Round Two - Wild Card Round - April 23, 5:00-7:00 pm
Final Judging Round - May 13,3:00-7:00 pm
$7,000 in awards
ENTREPRENEUR CHALLENGE CELEBRATION - May 14, 7:00 pm
Special Entrepreneur Keynote speaker - Nelson Ludlow, Intellicheck Mobilissa
Hors d'oeuvres and refreshments 6:30 social, 7:00 program
Sponsors
Ii First Federal
MakillQll diHsroncs. TQ~efue~
Jamestown
S'Klallam
Tribe
.
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