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Agenda Packet 03/06/2018
o MARCH 6, 2018 City of Port Angeles Council Meeting Agenda City Council Chambers, 321 East 5t' Street The Mayor may determine the order of business for a particular City Council meeting. The agenda should be arranged to best serve the needs and/or convenience of the Council and the public. The Mayor will determine time of break.Hearing devices are available for those needing assistance. The items of business for regular Council meetings may include the following: A. Call to Order— Special Meeting at 5:00 p.m.—Executive Session under authority ofRCW 42.30.110(1)(i),to discuss potential litigation with legal counsel. Call to Order—Regular Meeting at 6:00 p.m. B. Roll Call, Pledge of Allegiance Ceremonial Matters, Proclamations & Employee Recognitions 1. Proclamation Celebrating 5011 Anniversary of the League of Women Voters of Clallam County 2. Proclamation of Appreciation for AmeriCorps Volunteers C. Public Comment The City Council desires to allow the opportunity for Public Comment.However, the business of the City must proceed in an orderly, timely manner.At its most restrictive,Public Comment shall be limited to a total of 15 minutes for the first Public Comment period and shall be concluded not later than 9:45 p.m. for the second Public Comment period.Individuals may speak for three minutes or less, depending on the number ofpeople wishing to speak.If more than 20 people are signed up to speak, each speaker may be allocated two minutes (Council Rules of Procedure Section 12). D. Late Items To be placed on this or future agendas, including any executive session needed during or at the end of the meeting. E. Consent Agenda I Approve 1. City Council Minutes:February 20, 2018.......................................................................................................................E-1 2. Expenditure Report:From February 10 to February 23, 2018 in the amount of$1,173,361.93....................................E-5 3. Parks,Recreation&Beautification Commission Appointments.....................................................................................E-30 4. Civil Service Commission Appointment.........................................................................................................................E-55 5. Extension to Forest Land Response Agreement with the Department of Natural Resources..........................................E-61 6. Utility Advisory Committee Appointments.....................................................................................................................E-81 F. Public Hearings 16:30 p.m. or Soon Thereafter 1. Plastic Bag Policy Ordinance/Conduct First Reading/Continue to March 20. ..........................................................F-1 G. Ordinances Not Requiring Council Public Hearings 1. Ordinance Adopting Policies for Purchasing&Bidding/Conduct Second Reading/Adopt Ordinance.......................G-1 H. Resolutions Not Requiring Council Public Hearings 1. Resolution Adopting Financial Policies/Item H-1 is included in memo for Item G-I/Approve Resolution.................H-1 2. Resolution Adopting 2018 Community Work Plan/Approve Resolution......................................................................H-44 March 6,2018 Port Angeles City Council Meeting Page 1 I. Other Considerations 1. Water Use Efficiency Goals/Approve............................................................................................................................I-1 2. Water System Plan Update/Approve..............................................................................................................................I-3 3. Appoint Ad Hoc Committee to Review Applications for LTAC and Planning Commission/ Verbal Request J. Contracts & Purchasing 1. Light Operations Temporary Facility Lease/Approve...................................................................................................J-1 K. Council Reports L. Information City Manager Reports: 1. Public Safety Advisory Board Student Representative Appointment..............................................................................L-1 2. Parks,Recreation&Beautification Minutes ..................................................................................................................L-5 M. Second Public Comment The City Council desires to allow the opportunity for Public Comment.However, the business of the City must proceed in an orderly, timely manner.At its most restrictive,Public Comment shall be limited to a total of 15 minutes for the first Public Comment period and shall be concluded not later than 9:45 p.m. for the second Public Comment period.Individuals may speak for three minutes or less, depending on the number ofpeople wishing to speak.If more than 20 people are signed up to speak, each speaker may be allocated two minutes (Council Rules of Procedure Section 12). Adjournment— PUBLIC HEARINGS Public hearings are set by the City Council in order to meet legal requirements.City Council may set a public hearing in order to receive public input prior to making decisions which impact citizens.Certain matters may be controversial and City Council may choose to seek public opinion through the public hearing process. March 6,2018 Port Angeles City Council Meeting Page 2 Citi Council Meeting March 6, 2018 PUBLIC COMMENT SIGH`-UP SHEET Axe you a City of Port Angeles Print Name ClearAddress r� ��t oplic Yes orNo " s or Nooh r Noor NoQ�e3 � wz, 6 Y es or c� Yes or No Yes or No 'Y' s or No Yes or No Page 1 City Council Meeting March 6, 2018 PUBLIC COMMENT SIGN-UP SHEET Are you a Cir of Port Angeles Print Name Clearly Address resident or Topic business owner? Yes or No � p �Cxu-kf � r � Ye or No Yes or No Yes or No Yes or No Yes or No Yes or No Yes or No Yes or No Page 2 My name is James Loran. I am a Sierra Club North Olympic Group member. Our Chair wanted to make comment this evening but could not attend. She asked me to read the following statement. The Sierra Club North Olympic Group requests that you approve the Reusable Bag Initiative. By now you have heard about how plastics damage our oceans and soil. You have heard about the wide-spread and overwhelming number of single-use bags. You have heard that they are not completely bio-degradable, that the polymer pieces last indefinitely in our waters and landfills. Now comes the challenge of what to do with this information. As elected officials you are going to make the decision to either support the reusable bag initiative or ignore the problem. You will, of course, hear some complaints but you need to take a stand and help protect the Earth. Many of us have learned it does not take a huge effort to live without single-use plastic bags. We do know we depend on our oceans and healthy soil for life. We do not depend on plastic bags. We can live without the bags but we may not live with them. Janet Marx. Chair Sierra Club North Olympic Group CITY COUNCIL MEETING Port Angeles, Washington February 20, 2018 CALL TO ORDER SPECIAL MEETING: Mayor Bruch called the special meeting of the Port Angeles City Council to order at 5 p.m. EXECUTIVE SESSION: Based on input from Attorney Bloor,Mayor Bruch announced the need for an Executive Session,under the authority of RCW 42.30.110(1)(i) for the purpose of discussing potential litigation with legal counsel, and RCW 42.30.110(1)(c),to discuss the price for which property will be sold, for approximately 50 minutes. The Executive Session convened at 5:05 p.m. IN ATTENDANCE: Members Present: Mayor Bruch, Deputy Mayor Dexter, Councilmembers French, Kidd, Merideth, Moran, and Schromen-Wawrin. Mayor Bruch recused herself from the first part of Executive Session due to her employment with the Lower Elwha Klallam Tribe. Members Absent: None. Staff Present: City Manager McKeen,Attorney Bloor,N.West,C.Fulton,and T.Agesson. RETURN TO OPEN SESSION: The Executive Session concluded at 6:15 p.m.No action was taken. CALL TO ORDER-REGULAR MEETING: Mayor Bruch called the regular meeting of the Port Angeles City Council to order at 6:17 p.m. ROLL CALL: Members Present: Mayor Bruch, Deputy Mayor Dexter, Councilmembers French, Kidd, Merideth, Moran, and Schromen-Wawrin. Members Absent: None. Staff Present: City Manager McKeen,Attorney Bloor,Clerk Veneklasen,C.Delikat,K.Dubuc,C.Fulton,B. Smith, T.Agesson, and N.West. PLEDGE OF ALLEGIANCE: Mayor Bruch led the Pledge of Allegiance to the Flag. CEREMONIAL MATTERS,PROCLAMATIONS& EMPLOYEE RECOGNITIONS 1. Toastmasters International Proclamation Mayor Bruch read the proclamation, noting that the Port Angeles Toastmaster Club was formed in 1949 by a group of World War II veterans. She said that today, there are over 63,000 Toastmaster clubs worldwide, and that Port Angeles Toastmasters Club is number 25, one of the oldest clubs in the world. Don Bailey, President of the Port Angeles Toastmasters Club,accepted the proclamation and said the club was always happy to have new members. 2. Recognition of the Public Service of former Port Angeles Mayor Dan Di Guilio Mayor Bruch recognized Dan Di Guilio, former Mayor,who died at the age of 68. She said that Mr.Di Guilio was a longtime resident of Port Angeles and General Manager of Clallam County Transit system up until 2005 when he retired, and began to serve the community in a very different way. She spoke about his service on Council, and said 03/06/2018 E - 1 PORT ANGELES CITY COUNCIL MEETING—February 20, 2018 she was very grateful for his quiet and straightforward leadership. She quoted him as saying, "If I have to be known for anything,it is that I made a difference by participating." PUBLIC COMMENT: Muazzez Eren, 110 East 131'Street,encouraged Council to seek volunteer cooperation for any plastic bag ordinance. Glen Wiggins,702 Caroline Street,advocated an alternative route to that proposed by WSDOT in construction of the Elwha River Bridge. Rachel Lee,3124 South Peabody, spoke about an upcoming forum, Clallam County Women in Politics. OTHER CONSIDERATIONS: 1. Update on Elwha River Bridge Construction Steve Roark, Assistant Regional Administrator for the Washington Department of Transportation, conducted a presentation about the US 101 Elwha River Bridge project. The presentation included a look at bridge history, changing river conditions,resultant erosion, and ongoing monitoring. He spoke about the design for the new bridge, the NEPA process, and estimated project timeline. Council discussion followed. CONSENT AGENDA: It was moved by Schromen-Wawrin and seconded by Kidd to approve the Consent Agenda to include: 1. City Council Minutes of February 6, 2018 2. Expenditure Report:From January 27 through February 9, 2018 in the amount of$1,792,241.60 3. 15KVA Power Module Upgrade 4. Olympic Peninsula Tourism Commission Annual Agreement 5. Changes to City Council Assignments Motion carried 7-0. OTHER CONSIDERATIONS continued: 2. Recycled Carbon Fiber Bench Presentation Parks&Recreation Director Corey Delikat and Dave Walter,CEO of the Composites Recycling&Technology Center (CRTC),gave a presentation and unveiled the new park benches made from recycled carbon fiber.The benches were a collaborative effort between the City,CRTC and local artist Bob Stokes,which they hope can be marketed and sold to municipalities around the world. Mayor Bruch recessed the meeting for a break at 7:14 p.m.The meeting reconvened at 7:20 p.m. ORDINANCES NOT REQUIRING COUNCIL PUBLIC HEARINGS: 1. Ordinance Updating Financial Policies for Purchasing&Bidding Acting Finance Director Tess Agesson and Attorney Bloor outlined why the bidding and purchasing policies should exist in ordinance. Council discussion followed. Mayor Bruch conducted a first reading of the ordinance by title,entitled, ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington, creating a new Chapter 3.05 Purchasing Policies and Procedures of the Port Angeles Municipal Code providing procedures to be followed in approving purchase orders and signing checks. Mayor Bruch continued the matter to March 6,2018. OTHER CONSIDERATIONS continued: 3. Additions/Alternatives to Council Attendance at Farmers Market Council discussed the possibility of changing the months members attend the Saturday Farmers Market to meet with the public,and also talked about other venues where they could meet with a variety of constituents. Page 2 of 4 03/06/2018 E - 2 PORT ANGELES CITY COUNCIL MEETING—February 20, 2018 Mayor Bruch clarified the Council's desire to meet with the public at the following venues: • Port Angeles Farmer's Market,one Saturday per month, from April to October • The Senior Center once a month(the first or third Tuesdays of the month) from 10 a.m.to 11:30 a.m. • Port Angeles Library, once a month on a Thursday from 6 p.m.to 8 p.m. • High School,quarterly,around lunch time • Peninsula College,quarterly, around lunch time Manager McKeen said that staff would send out an email to clarify Council's intent, and that staff would then contact each venue to determine availability. Mayor Bruch noted other venues for future discussion could include restaurants and grocery stores. CONTRACTS & PURCHASING 1. Michell Property Term Sheet Due to her employment with the Lower Elwha Kallam Tribe, Mayor Bruch recused herself from the discussion and exited the meeting. Manager McKeen provided background on the City's notice of intent to sale the surplus property located at the 100 block of East First Street,and commonly referred to as the Michell property.He spoke about the Lower Elwha Klallam Tribe's proposal to buy the property and the contamination discovered during the Tribes due diligence process. He went over other considerations contained within the term sheet. Council discussion followed. It was moved by Moran and seconded by French to: Approve the term sheet and authorize the City Manager to negotiate a purchase and sale agreement consistent with the terms. Motion carried 6-0,with Bruch recused. 2. Annual Authorization for Software/Hardware Maintenance Renewals Acting Director Agesson said staff was bringing forward all of the annual maintenance and support renewals at the same time, and that each had been approved in 2018 budget.Council discussion followed. It was moved by Dexter and seconded by Schromen-Wawrin to: Authorize the City Manager to approve the necessary annual agreements/purchase renewals for hardware and/or software subscriptions/support services for Information Technologies 4802 budgeted line item at a total cost not to exceed$631,300 budgeted. Motion carried 7-0. 3. Tumwater Bridge Rehabilitation Public Works & Utilities Director Craig Fulton spoke about the RFP process and goals for the Tumwater Bridge Rehabilitation project.Council discussion followed. It was moved by Schromen-Wawrin and seconded by Kidd to: Approve and authorize the City Manager to award the base and additive bid and sign a construction contract with Combined Construction,Inc of Mukilteo,WA for the Tumwater Street Bridge Rehabilitation Project TR0216, for the total bid amount of$185,996,including applicable taxes, and make minor modifications to the contract,if necessary. Motion carried 7-0. CITY COUNCIL REPORTS: Deputy Mayor Dexter attended the Fish on the Fence fundraiser for Feiro Marine Life Center. Councilmember Schromen-Wawrin attended the PRPTO(Peninsula Regional Transportation Planning Organization) Executive Board meeting which he noted is composed of Kitsap,Mason,Jefferson and Clallam Counties.He stressed the importance of people knowing about the multi-county collaborative process. Page 3 of 4 03/06/2018 E - 3 PORT ANGELES CITY COUNCIL MEETING—February 20, 2018 Councilmember French noted that the Port Angeles School District is inviting the community to meet its candidates for superintendent.Mr.French said he would be on vacation for a week,but back in time for the next Council meeting. Councilmember Moran volunteered at the Port Angeles Visitors Center and met a couple from the Netherlands; he encouraged others to visit the center for its wealth of information. Mayor Bruch spoke about a recent pickleball tournament held in Port Angeles. She said she would be attending the Mayor's Exchange in Olympia. No other reports were given. INFORMATION: At the request of Manager McKeen, Director Delikat spoke about the positive economic impact that basketball tournaments bring to Port Angeles every year during the off season. SECOND PUBLIC COMMENT: Laurel Hargis,3755 Canyon Circle,board president of the Port Angeles Farmers Market expressed support for Council maximizing opportunities for the public to have access to them, but said she hoped they would continue to come to the Farmers Market,too. Michael Peters,405 East Front Street, said the Lower Elwha Tribal Council would soon be reviewing the same term sheet document passed by the Council. He spoke about the economic benefits that the Tribe's proposed hotel would bring to Port Angeles,and he thanked Council for their support. Arthur Wojinowski, 1714 West Sixth Street,praised the new carbon fiber park benches,but suggested putting speed bumps along the top rail of the benches to discourage skateboarders. ADJOURNMENT: Mayor Bruch adjourned the meeting at 8:12 p.m. Sissi Bruch,Mayor Jennifer Veneklasen,City Clerk Page 4 of 4 03/06/2018 E - 4 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount ADVANTAGE GEAR, INC CLOTHING &APPAREL 001-0000-237.00-00 (7.65) CLOTHING &APPAREL 001-0000-237.00-00 (20.97) CHIEF SUPPLY INC CLOTHING &APPAREL 001-0000-237.00-00 (17.83) NSA SANK Employee Contributions 001-0000-213.10-95 4,337.14 MISC DEPOSIT& PERMIT REFUNDS CITY PIER DEPOSIT REFUND 001-0000-239.10-00 100.00 VB MEETING ROOM DEPOSIT R 001-0000-239.10-00 50.00 VB MEETING ROOM DEPOSIT R 001-0000-239.10-00 50.00 LOOMIS DEPOSIT REFUND 001-0000-239.10-00 50.00 MISC ONE-TIME VENDORS 1000 JUNIOR POLICE BADGES 001-0000-237.00-00 (20.21) MPI TECH, INC COMPUTER HARDWARE&PERIPHE 001-0000-237.00-00 (69.49) US BANK CORPORATE PAYMENT City Credit Card Pmt 001-0000-213.10-95 (14,834.22) SYSTEM Leashes-Miller K9 001-0000-237.00-00 (8.20) E-collar holster/leather 001-0000-237.00-00 (4.03) FaceBk-Fraud Charges 001-0000-213.10-00 100.00 Amazon purchase in error 001-0000-213.10-00 13.14 K9 storm tracking ID harp 001-0000-237.00-00 (19.58) Toner cartridge-Bloor 001-0000-237.00-00 (7.50) Underseat Storage Pumper 001-0000-237.00-00 (10.50) Universal calculator ribb 001-0000-237.00-00 (1.62) FaceBk-Fraud Charges 001-0000-213.10-00 165.90 Amazon purchase in error 001-0000-213.10-00 13.89 Reversed-FaceBk-Fraud Cha 001-0000-213.10-00 (30.49) Dollarmur mat cleaner 001-0000-237.00-00 (3.78) Floor/mat mop 001-0000-237.00-00 (4.02) Loose equipment mini-pump 001-0000-237.00-00 (126.00) Color ribbon/name badge m 001-0000-237.00-00 (4.37) Duty belt 001-0000-237.00-00 (8.82) Uniform items 001-0000-237.00-00 (26.00) City Credit Card Pmt 001-0000-213.10-95 29,036.21 WASHINGTON (DOL), STATE OF JANUARY CPLS ISSUED 001-0000-229.60-00 978.00 Division Total: $19,669.00 Department Total: $19,669.00 PEN PRINT INC PRINTING,SILK SCR,TYPSET 001-1160-511.31-01 30.35 US BANK CORPORATE PAYMENT Lodging-Bruch/Dexter/Schr 001-1160-511.43-10 468.03 SYSTEM Items for Council Mtg 001-1160-511.31-01 23.91 Page 1 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 5 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount US HANK CORPORATE PAYMENT Items for Council Mtg 001-1160-511.31-01 25.99 SYSTEM Mayor&Council Division Total: $548.28 Legislative Department Total: $548.28 DATABAR INCORPORATED MISC PROFESSIONAL SERVICE 001-1210-513.42-10 62.25 MISC PROFESSIONAL SERVICE 001-1210-513.42-10 85.39 MISC PROFESSIONAL SERVICE 001-1210-513.42-10 63.34 MISC PROFESSIONAL SERVICE 001-1210-513.42-10 52.48 PEN PRINT INC PRINTING,SILK SCR,TYPSET 001-1210-513.31-01 60.71 US HANK CORPORATE PAYMENT Plexiglass for art projec 001-1210-513.31-01 25.10 SYSTEM Working Lunch-McKeen 001-1210-513.31-01 26.22 Lodging-McKeen 001-1210-513.43-10 156.01 Working Lunch-McKeen 001-1210-513.31-01 32.10 Office items for City Man 001-1210-513.31-01 5.22 City Manager Division Total: $568.82 MISC TRAVEL MTG-SEATTLE/WCIA HOARD MT 001-1220-516.43-10 76.72 WCIA HR FORUM-LACEY 001-1220-516.43-10 88.80 Human Resources Division Total: $165.52 LEMAY MOBILE SHREDDING Document Destruction 001-1230-514.41-50 6.26 MANAGEMENT SERVICES 001-1230-514.41-50 6.26 MANAGEMENT SERVICES 001-1230-514.41-50 28.17 MUNICIPAL CODE CORPORATION COMMUNICATIONS/MEDIA SERV 001-1230-514.41-50 850.00 City Clerk Division Total: $890.69 City Manager Department Total: $1,625.03 US BANK CORPORATE PAYMENT WFOA Memberships-Agesson/ 001-2010-514.49-01 100.00 SYSTEM Annual Gov GAAP Update Re 001-2010-514.43-10 45.00 Finance Administration Division Total: $145.00 DEPARTMENT OF REVENUE Excise Tax Returns-Jan 001-2023-514.49-50 (10.47) INSIGHT PUBLIC SECTOR COMPUTER HARDWARE&PERIPHE 001-2023-514.31-60 1,320.92 MISC EMPLOYEE EXPENSE REIMBURSE BANK Z=EES FOR C 001-2023-514.49-90 10.00 REIMBURSEMENT OLYMPIC PRINTERS INC OFFICE SUPPLIES, GENERAL 001-2023-514.31-01 818.84 PAYMENTUS GROUP INC Transaction l=ees-January 001-2023-514.41-50 1,567.50 PORT ANGELES CITY TREASURER Lunch for senior accounts 001-2023-514.31-01 29.85 US BANK CORPORATE PAYMENT Supplies for Finance Dept 001-2023-514.31-01 17.34 SYSTEM Page 2 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 6 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount US SANK CORPORATE PAYMENT WFOA Memberships-3 Accoun 001-2023-514.49-01 150.00 SYSTEM Annual Gov GAAP Update Re 001-2023-514.43-10 135.00 Accounting Division Total: $4,038.98 DATABAR INCORPORATED MISC PROFESSIONAL SERVICE 001-2025-514.41-50 2,139.66 MISC PROFESSIONAL SERVICE 001-2025-514.41-50 2,072.00 MISC PROFESSIONAL SERVICE 001-2025-514.41-50 2,191.87 MISC PROFESSIONAL SERVICE 001-2025-514.41-50 1,825.34 MISC PROFESSIONAL SERVICE 001-2025-514.41-50 2,197.01 LEXISNEXIS FINANCIAL SERVICES 001-2025-514.41-50 54.30 MPI TECH, INC COMPUTER HARDWARE&PERIPHE 001-2025-514.31-60 877.49 PACIFIC OFFICE EQUIPMENT INC COMPUTER ACCESSORIES&SUPP 001-2025-514.31-01 409.31 PAYMENTUS GROUP INC Transaction Fees 001-2025-514.41-50 71.50 PORT ANGELES CITY TREASURER Flashlight for meter read 001-2025-514.31-01 10.56 US SANK CORPORATE PAYMENT Universal calculator ribb 001-2025-514.31-01 20.86 SYSTEM Customer Service Division Total: $11,869.90 NEOPOST-POSTAGE ACCOUNT OFFICE MACHINES &ACCESS 001-2080-514.42-10 30,000.00 PACIFIC OFFICE EQUIPMENT INC PAPER (OFFICE,PRINT SHOP) 001-2080-514.31-01 55.28 US SANK CORPORATE PAYMENT Ink Cartridge for postage 001-2080-514.31-01 230.89 SYSTEM Reprographics Division Total: $30,286.17 Finance Department Total: $46,340.05 THOMSON REUTERS-WEST PUBLICATION/AUDIOVISUAL 001-3010-515.49-01 586.70 US SANK CORPORATE PAYMENT Toner cartridge-Bloor 001-3010-515.31-01 96.79 SYSTEM Registration-Greenwood 001-3010-515.43-10 35.00 Attorney Office Division Total: $718.49 CLALLAM CNTY COMMISSIONER'S SUPPLIES 001-3012-598.51-23 70,040.00 OFFICE Jail Contributions Division Total: $70,040.00 Attorney Department Total: $70,758.49 US SANK CORPORATE PAYMENT Subscription monthly fee- 001-4010-558.49-01 35.00 SYSTEM Computer Equipment/Cords 001-4010-558.32-10 21.24 Computer Equipment/Cords 001-4010-558.32-10 2.16 APA/AICD Membership-West 001-4010-558.49-01 698.00 Office Calendar 001-4010-558.32-10 6.51 Subscription monthly fee- 001-4010-558.49-01 35.00 Page 3 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 7 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount Planning Division Total $797.91 US BANK CORPORATE PAYMENT Computer Equipment/Cords 001-4020-524.31-60 21.25 SYSTEM Building ICC Cert-Lierly 001-4020-524.43-10 135.00 WABO (WA ASSN BLDG OFFICIALS) MEMBERSHIPS 001-4020-524.43-10 140.00 Building Division Total: $296.25 BAILEY SIGNS& GRAPHICS COMMUNICATIONS/MEDIA SERV 001-4071-558.41-50 461.55 US BANK CORPORATE PAYMENT Lunch Mtg-West 001-4071-558.31-01 31.00 SYSTEM Lunch Mtg-West 001-4071-558.31-01 31.00 Tourism Commissio Mtg 001-4071-558.31-01 18.00 Economic Development Division Total: $541.55 Community Development Department Total: $1,635.71 MISC TRAVEL INTERVIEW SUSPECT IN CASE 001-5021-521.43-10 16.00 INTERVIEW SUSPECT IN CASE 001-5021-521.43-10 54.35 NASRO INC HUMAN SERVICES 001-5021-521.43-10 345.00 THOMSON REUTERS-WEST SECURITY,FIRE,SAFETY SERV 001-5021-521.41-50 321.46 US BANK CORPORATE PAYMENT Dollarmur mat cleaner 001-5021-521.31-01 48.77 SYSTEM Floor/mat mop 001-5021-521.31-01 51.77 Investigation Division Total: $837.35 A WORKSAFE SERVICE, INC HEALTH RELATED SERVICES 001-5022-521.41-50 110.00 DOOLEY ENTERPRISES, INC EXTERNAL LABOR 001-5022-521.31-80 215.00 POLICE EQUIPMENT&SUPPLY 001-5022-521.31-80 5,059.31 GALLS CLOTHING &APPAREL 001-5022-521.31-11 92.35 SHOES AND BOOTS 001-5022-521.31-11 173.71 POLICE EQUIPMENT&SUPPLY 001-5022-521.31-11 230.98 GRAINGER HOSPITAL&BURG EQUIP SUPP 001-5022-521.31-80 1,696.76 LINCOLN STREET STATION EXTERNAL LABOR 001-5022-521.42-10 36.00 EXTERNAL LABOR 001-5022-521.42-10 37.44 MISC ONE-TIME VENDORS 1000 JUNIOR POLICE BADGES 001-5022-521.44-30 255.21 OLYMPIC MEDICAL CENTER HEALTH RELATED SERVICES 001-5022-521.49-90 150.00 OLYMPIC PENINSULA HUMANE RE:P17-25744 001-5022-521.49-90 272.66 SOCIETY OLYMPIC PRINTERS INC PRINTING,SILK SCR,TYPSET 001-5022-521.31-01 437.29 PRORIDER INC CLOTHING &APPAREL 001-5022-521.44-30 507.41 QUILL CORPORATION SOUND SYSTEMS &ACCESSORY 001-5022-521.31-01 138.30 US BANK CORPORATE PAYMENT Leashes-Miller K9 001-5022-521.49-80 105.82 Page 4 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 8 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount SYSTEM E-collar holster/leather 001-5022-521.49-80 51.93 K9 storm tracking ID harp 001-5022-521.49-80 252.58 Duty belt 001-5022-521.31-11 113.82 Uniform items 001-5022-521.31-11 335.45 Patrol Division Total: $10,272.02 COPY CAT GRAPHICS MISCELLANEOUS SERVICES 001-5026-521.44-30 135.50 PRORIDER INC CLOTHING &APPAREL 001-5026-521.44-30 579.46 Reserves &Volunteers Division Total: $714.96 LYNN PEAVEY COMPANY POLICE EQUIPMENT&SUPPLY 001-5029-521.31-01 82.43 MISC EMPLOYEE EXPENSE 3 PR UNIFORM SLACKS 001-5029-521.20-80 130.32 REIMBURSEMENT US BANK CORPORATE PAYMENT Color ribbon/name badge m 001-5029-521.31-01 56.37 SYSTEM Records Division Total: $269.12 Police Department Total: $12,093.45 US BANK CORPORATE PAYMENT Officer Mtg 001-6010-522.31-01 13.58 SYSTEM Council Mtg/Pinning Cerem 001-6010-522.31-01 103.98 Officer Mtg 001-6010-522.31-01 19.03 Fire Administration Division Total: $136.59 ADVANTAGE GEAR, INC CLOTHING &APPAREL 001-6020-522.20-80 96.56 CHIEF SUPPLY INC CLOTHING &APPAREL 001-6020-522.20-80 225.14 GALLS CLOTHING &APPAREL 001-6020-522.20-80 311.82 MISC EMPLOYEE EXPENSE KROH UNIFORM ALLOWANCE BO 001-6020-522.20-80 184.57 REIMBURSEMENT OLYMPIC PARTY& CUSTODIAL AUTO &TRUCK MAINT. ITEMS 001-6020-522.31-02 29.88 SUPPLIES PORT OF PORT ANGELES MANAGEMENT SERVICES 001-6020-522.41-50 72.00 SWAIN'S GENERAL STORE INC LEATHER& RELATED SUP,ACC 001-6020-522.31-02 28.23 US BANK CORPORATE PAYMENT Station Batteries 001-6020-522.31-01 11.00 SYSTEM Respiratory Masks 001-6020-522.31-02 85.80 Respiratory Masks/Clip bo 001-6020-522.31-02 137.05 VIRGINIA MASON MEDICAL HEALTH RELATED SERVICES 001-6020-522.41-50 3,015.00 CENTER Fire Suppression Division Total: $4,197.05 PROVIDENT AGENCY, INC CONSULTING SERVICES 001-6021-522.49-01 998.75 Fire Volunteers Division Total: $998.75 US BANK CORPORATE PAYMENT Underseat Storage Pumper 001-6022-594.64-10 135.47 Page 5 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 9 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount SYSTEM Loose equipment mini-pump 001-6022-594.64-10 1,626.00 Special Operations Division Total: $1,761.47 US SANK CORPORATE PAYMENT Membership dues-Sanders 001-6030-522.49-01 315.00 SYSTEM Fire Prevention Division Total: $315.00 ADVANTAGE GEAR, INC CLOTHING &APPAREL 001-6040-522.20-80 264.82 MISC TRAVEL 2018 WA FIRE SYMPOSIUM-YA 001-6040-522.43-10 153.00 US SANK CORPORATE PAYMENT Lodging-Bogues 001-6040-522.43-10 103.23 SYSTEM Photo editing software 001-6040-522.31-01 56.31 Fire Training Division Total: $577.36 FERRELLGAS INC AUTO &TRUCK ACCESSORIES 001-6050-522.47-10 1,286.11 OLYMPIC PARTY& CUSTODIAL JANITORIAL SUPPLIES 001-6050-522.31-01 133.91 SUPPLIES Facilities Maintenance Division Total: $1,420.02 Fire Department Total: $9,406.24 AMAZON CAPITAL SERVICES Wireless Doorbell 001-7010-532.31-01 27.14 SUPPLIES 001-7010-532.31-01 113.02 COMPUNET, INC COMPUTER SOFTWARE FOR MIC 001-7010-532.31-80 28.25 OFFICE DEPOT SUPPLIES 001-7010-532.31-01 11.31 SUPPLIES 001-7010-532.31-01 54.61 PACIFIC OFFICE EQUIPMENT INC COMPUTER HARDWARE&PERIPHE 001-7010-532.31-01 217.19 SCHUNZEL, STEVEN THOMAS Cityworks Test Upgrade 001-7010-532.41-50 450.00 DATA PROC SERV&SOFTWARE 001-7010-532.41-50 200.00 SWAIN'S GENERAL STORE INC TAPE(NOT DP,SOUND,VIDEO) 001-7010-532.31-01 4.85 US SANK CORPORATE PAYMENT Breakfast-Fulton/Burke/Be 001-7010-532.43-10 60.00 SYSTEM Lodging-Bender/Burke 001-7010-532.43-10 377.52 Refund-Lodging-Bender 001-7010-532.43-10 (188.76) Refund-Lodging-Burke 001-7010-532.43-10 (188.76) Registration-Bender/Burke 001-7010-532.43-10 350.00 Public Works Admin. Division Total: $1,516.37 Public Works& Utilities Department Total: $1,516.37 MISC TRAVEL WSU PESTICIDE RECERT COUR 001-8010-574.43-10 63.75 OLYMPIC PRINTERS INC SUPPLIES 001-8010-574.31-01 181.36 US SANK CORPORATE PAYMENT Refund-Canceled Training 001-8010-574.43-10 (31.50) SYSTEM License renewal-Keohokalo 001-8010-574.49-01 33.00 Page 6 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 10 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount US BANK CORPORATE PAYMENT Service fee-Keohokalole 001-8010-574.49-01 0.99 SYSTEM Membership dues 001-8010-574.49-01 270.00 Parks Administration Division Total: $517.60 CENTURYLINK-QWEST 02-02 A/C 3604170786905B 001-8012-555.42-10 42.36 Senior Center Division Total: $42.36 ANGELES CONCRETE PRODUCTS SUPPLIES 001-8050-536.34-01 374.46 DEPARTMENT OF REVENUE Excise Tax Returns-Jan 001-8050-536.49-50 162.82 MISC DEPOSIT& PERMIT REFUNDS C1 SELL BACK GRAVE LOT TO 001-8050-343.60-12 750.00 QUIRING MONUMENTS INC SUPPLIES 001-8050-536.34-01 494.00 SWAIN'S GENERAL STORE INC SUPPLIES 001-8050-536.31-20 31.43 Ocean View Cemetery Division Total: $1,812.71 ANGELES CONCRETE PRODUCTS SUPPLIES 001-8080-576.31-40 28.46 ANGELES MILLWORK& LUMBER SUPPLIES 001-8080-576.31-20 25.74 SUPPLIES 001-8080-576.31-20 48.80 SUPPLIES 001-8080-576.31-20 25.96 SUPPLIES 001-8080-576.31-20 89.11 SUPPLIES 001-8080-576.31-20 8.01 SUPPLIES 001-8080-576.31-20 35.79 SUPPLIES 001-8080-576.31-20 42.84 SUPPLIES 001-8080-576.31-20 51.85 SUPPLIES 001-8080-576.31-20 48.97 SUPPLIES 001-8080-576.31-20 18.60 SUPPLIES 001-8080-576.31-20 128.72 SUPPLIES 001-8080-576.31-20 522.77 SUPPLIES 001-8080-576.31-20 18.44 SUPPLIES 001-8080-576.31-20 132.11 SUPPLIES 001-8080-576.31-20 20.73 SUPPLIES 001-8080-576.31-20 22.66 BAXTER AUTO PARTS#15 SUPPLIES 001-8080-576.31-20 67.39 CED/CONSOLIDATED ELEC DIST SUPPLIES 001-8080-576.31-20 481.66 CLINICARE OF PORT ANGELES INC SUPPLIES 001-8080-576.49-90 175.00 ELMERS FLAG AND BANNER SUPPLIES 001-8080-576.31-20 77.67 SUPPLIES 001-8080-576.31-20 1,786.04 FAIRCHILD FLOORS SUPPLIES 001-8080-576.31-20 150.01 Page 7 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 11 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount HARTNAGEL BUILDING SUPPLY INC SUPPLIES 001-8080-576.31-20 10.83 HEARTLINE SUPPLIES 001-8080-576.31-40 267.16 NORTHWEST ASBESTOS SUPPLIES 001-8080-576.48-10 4,200.00 CONSULTANTS PORT ANGELES POWER SUPPLIES 001-8080-576.31-01 138.71 EQUIPMENT SUPPLIES 001-8080-576.31-01 621.62 SUNSET DO-IT BEST HARDWARE SUPPLIES 001-8080-576.31-01 66.40 SUPPLIES 001-8080-576.31-20 17.32 SUPPLYWORKS SUPPLIES 001-8080-576.31-01 309.53 SWAIN'S GENERAL STORE INC SUPPLIES 001-8080-576.31-20 10.69 SUPPLIES 001-8080-576.31-20 14.56 THURMAN SUPPLY SUPPLIES 001-8080-576.31-20 321.91 SUPPLIES 001-8080-576.31-20 485.41 UNITED RENTALS NORTHWEST INC SUPPLIES 001-8080-576.45-30 1,740.08 US BANK CORPORATE PAYMENT Bridge Toll 001-8080-576.49-90 14.00 SYSTEM Parks Facilities Division Total: $12,225.55 Parks& Recreation Department Total: $14,598.22 SWAIN'S GENERAL STORE INC SUPPLIES 001-8112-555.31-20 38.53 Senior Center Facilities Division Total: $38.53 ANGELES MILLWORK& LUMBER SUPPLIES 001-8131-518.31-20 26.57 SUPPLIES 001-8131-518.31-20 61.99 CONTRACT HARDWARE INC SUPPLIES 001-8131-518.31-20 53.76 DEPT OF LABOR& INDUSTRIES SUPPLIES 001-8131-518.48-10 69.10 OTIS ELEVATOR COMPANY INC BUILDING MAINT&REPAIR SER 001-8131-518.48-10 5,355.75 SUNSET DO-IT BEST HARDWARE SUPPLIES 001-8131-518.31-20 29.31 SUPPLYWORKS SUPPLIES 001-8131-518.31-20 78.11 SUPPLIES 001-8131-518.31-20 254.05 SWAIN'S GENERAL STORE INC SUPPLIES 001-8131-518.31-20 10.72 SUPPLIES 001-8131-518.31-20 28.84 SUPPLIES 001-8131-518.31-20 23.83 Central Svcs Facilities Division Total: $5,992.03 MISC DEPOSIT& PERMIT REFUNDS CITY PIER RENTAL REFUND 001-8155-362.40-20 225.00 US BANK CORPORATE PAYMENT Music licensing fees 001-8155-575.41-50 417.00 SYSTEM Facility Rentals Division Total: $642.00 Page 8 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 12 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount Facilities Maintenance Department Total: $6,672.56 ANISHANSLIN,TRAYS REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 325.00 BERGEMANN, GREGORY REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 200.00 BERGMANN, ISAIAH REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 400.00 CAPTAIN T'S SUPPLIES 001-8221-574.31-01 1,732.39 CLARK,TEAGAN LYN SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 160.00 COBB, SKYLAR JESSE SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 160.00 COMA, ROBERT A REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 250.00 DUNNING, MADISON SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 160.00 FREUDENSTEIN, JASON C. REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 175.00 GUERRA, JOE REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 175.00 HANSEN°S TROPHY SUPPLIES 001-8221-574.31-01 736.31 SUPPLIES 001-8221-574.31-01 35.84 SUPPLIES 001-8221-574.31-01 1,062.11 HEILMAN, JOHN REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 350.00 HOLLOWAY,AARON MICHAEL REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 400.00 HOLLOWAY, MICHAEL REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 400.00 HOUGH, HOLLAS L. REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 175.00 JAMES, DAVID REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 325.00 JEFFERS, LEXIS SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 100.00 LAVIGNE,ASSY REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 200.00 LEWIS, MARVIN REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 400.00 MANLEY, EMILY SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 160.00 MILLER, CEVIN C. REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 400.00 MISC DEPOSIT& PERMIT REFUNDS TAYLOR YOUNG SOCCER PLAYS 001-8221-347.60-24 55.00 MISC EMPLOYEE EXPENSE REIMBURSEMENT-HOTEL ROOMS 001-8221-574.41-50 216.76 REIMBURSEMENT NEEL, JENNIFER DAWN REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 225.00 NICKERSON, BRADY SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 290.00 OLYMPIC STATIONERS INC SUPPLIES 001-8221-574.31-01 35.71 PIMENTEL, HENRY REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 350.00 PINTO,ANTHONY JAMES REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 400.00 RAMSEY, SCOTT REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 200.00 RICHARDSON, DARYL B. REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 325.00 ROONEY, RANDY L REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 275.00 Page 9 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 13 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount SANDERS, THOMAS BENJAMIN REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 275.00 SHAMP, KEIZER V. SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 160.00 SORENSEN, BRYAN REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 350.00 STEWART, RONALD REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 400.00 SWAIN'S GENERAL STORE INC SUPPLIES 001-8221-574.31-01 15.69 TOURBIN, KYLER SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 160.00 WHEELER, CHEYENNE SCOREKEEPER PAYMENT FOR F 001-8221-574.41-50 80.00 WILSON, DONALD L REFEREE PAYMENT FOR FEB.T 001-8221-574.41-50 125.00 Sports Programs Division Total: $12,419.81 Recreation Activities Department Total: $12,419.81 General Fund Fund Total: $197,283.21 PORT ANGELES CHAMBER OF MISC PROFESSIONAL SERVICE 101-1430-557.41-50 5,986.39 COMM Operations Costs 101-1430-557.41-50 1,690.77 VERTIGO MARKETING MISC PROFESSIONAL SERVICE 101-1430-557.41-50 1,825.03 Lodging Excise Tax Division Total: $9,502.19 Lodging Excise Tax Department Total: $9,502.19 Lodging Excise Tax Fund Total: $9,502.19 COLUMBIA RURAL ELECTRIC SECURITY,FIRE,SAFETY SERV 102-7230-542.43-10 239.75 ASSN, INC FASTENAL INDUSTRIAL FASTENERS, FASTENING DEVS 102-7230-542.31-25 28.33 MISC EMPLOYEE EXPENSE CDL REIMBURSEMENT 102-7230-542.49-90 45.00 REIMBURSEMENT MISC TRAVEL STREET SAVER TRAINING-VAN 102-7230-542.43-10 291.12 STREET SAVER TRAINING-VAN 102-7230-542.43-10 437.12 PROGRESSIVE BUSINESS LIBRARY SERVICES(EXCL 908 102-7230-542.49-01 72.00 PUBLCTNS PUD#1 OF CLALLAM COUNTY MISC PROFESSIONAL SERVICE 102-7230-542.47-10 10.93 SARGENT ENGINEERING, INC CONSULTING SERVICES 102-7230-542.41-50 271.43 SWAIN'S GENERAL STORE INC HAND TOOLS ,POW&NON POWER 102-7230-542.35-01 73.54 US BANK CORPORATE PAYMENT Training Reg-Boehme 102-7230-542.43-10 533.56 SYSTEM Training Reg-Boehme 102-7230-542.43-10 533.56 WASHINGTON (DOT), STATE OF CONSTRUCTION SERVICES,GEN 102-7230-542.48-10 2,969.85 Street Division Total: $5,506.19 Public Works-Street Department Total: $5,506.19 Street Fund Total: $5,506.19 US BANK CORPORATE PAYMENT 2 air purifiers 107-0000-237.00-00 (46.20) Page 10 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 14 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount SYSTEM Division Total: ($46.20) Department Total: ($46.20) CAPTAIN T'S CLOTHING &APPAREL 107-5160-528.20-80 48.85 CENTURYLINK 02-06 A/C 300539444 107-5160-528.42-10 55.23 CENTURYLINK-QWEST 02-02 A/C 3602020380301 B 107-5160-528.42-10 463.13 LINCOLN STREET STATION EXTERNAL LABOR 107-5160-528.42-10 70.40 MISC TRAVEL PICKUP RADIO CONSOLE EQUI 107-5160-528.43-10 505.51 WA STATE E911 ADVISORY CO 107-5160-528.43-11 138.45 QUILL CORPORATION AUTO &TRUCK ACCESSORIES 107-5160-528.31-80 64.06 SUPPLIES 107-5160-528.31-01 59.89 US SANK CORPORATE PAYMENT 2 air purifiers 107-5160-528.31-01 596.13 SYSTEM Desktop scanner 107-5160-528.31-60 468.27 AA batteries 107-5160-528.31-01 17.38 VOIANCE LANGUAGE SERVICES, Phone Interpretation 107-5160-528.43-10 43.10 LLC Pencom Division Total: $2,530.40 Pencom Department Total: $2,530.40 Pencom Fund Total: $2,484.20 PENINSULA HOUSING AUTHORITY MISC PROFESSIONAL SERVICE 172-2310-559.52-01 80,622.31 PA Housing Rehabilitation Division Total: $80,622.31 PA Housing Rehabilitation Department Total: $80,622.31 PA Housing Rehab Proj Fund Total: $80,622.31 FLAMINGO AUDIO Release Retainage 310-0000-223.40-00 2,536.90 Division Total: $2,536.90 Department Total: $2,536.90 SEARS COMMERCIAL ONE ROAD/HGWY HEAVY EQUIPMENT 310-5950-594.65-10 19.54 EQUIP MAINT& REPAIR SERV 310-5950-594.65-10 2,834.44 Homeland Security Division Total: $2,853.98 Public Safety Projects Department Total: $2,853.98 BUILDERS EXCHANGE OF WA INC COMMUNICATIONS/MEDIA SERV 310-7930-595.65-10 45.00 SARGENT ENGINEERING, INC CONSULTING SERVICES 310-7930-595.65-10 3,534.41 CONSULTING SERVICES 310-7930-595.65-10 3,678.22 GF-Street Projects Division Total: $7,257.63 Capital Projects-Pub Wks Department Total: $7,257.63 Page 11 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 15 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount Capital Improvement Fund Total: $12,648.51 ALETEK INDUSTRIES, INC Parts 401-0000-237.00-00 (7.98) CARLSON SALES METERING ELECTRICAL EQUIP& SUPPLY 401-0000-141.41-00 3,069.89 SOLUTIONS ELECTRICAL EQUIP& SUPPLY 401-0000-141.41-00 255.82 CED/CONSOLIDATED ELEC DIST ELECTRICAL CABLES &WIRES 401-0000-141.41-00 1,371.08 MISC UTILITY DEPOSIT REFUNDS FINAL BILL REFUND 401-0000-122.10-99 9.03 FINAL BILL REFUND 401-0000-122.10-99 28.54 FINAL BILL REFUND 401-0000-122.10-99 130.68 FINAL BILL REFUND 401-0000-122.10-99 435.95 FINAL BILL REFUND 401-0000-122.10-99 440.66 OVERPAYMENT-815 E 11TH ST 401-0000-122.10-99 190.34 OVERPAYMENT-934 LAUR#212 401-0000-122.10-99 79.35 UTILITY DEPOSIT REFUND 401-0000-122.10-99 250.00 Division Total: $6,253.36 Department Total: $6,253.36 EES CONSULTING INC WPAG 401-7120-533.49-01 254.58 NORTHWEST PUBLIC POWER MEMBERSHIPS 401-7120-533.49-01 16,700.54 ASSN Power Systems Division Total: $16,955.12 ALMETEK INDUSTRIES, INC Parts 401-7180-533.34-02 7.98 Parts 401-7180-533.34-02 94.91 ANGELES CONCRETE PRODUCTS ROAD/HWY MAT NONASPHALTIC 401-7180-533.34-02 42.51 CED/CONSOLIDATED ELEC DIST HARDWARE,AND ALLIED ITEMS 401-7180-533.31-01 27.15 TAPE(NOT DP,SOUND,VIDEO) 401-7180-533.34-02 178.15 ELECTRICAL EQUIP& SUPPLY 401-7180-533.31-20 323.48 PAINTS,COATINGS,WALLPAPER 401-7180-533.31-01 32.58 PAINTS,COATINGS,WALLPAPER 401-7180-533.31-01 130.32 TAPE(NOT DP,SOUND,VIDEO) 401-7180-533.34-02 335.12 ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 18.11 ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 157.47 ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 213.01 ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 232.95 CLOTHING ACCESSORIES(SEE 401-7180-533.31-01 195.48 ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 12.16 ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 95.85 Page 12 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 16 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount COLUMBIA RURAL ELECTRIC SECURITY,FIRE,SAFETY SERV 401-7180-533.41-50 1,917.50 ASSN, INC FASTENAL INDUSTRIAL Supplies 401-7180-533.31-01 42.59 HOSP. &SURG MOBILE 401-7180-533.31-01 66.09 OPTICAL EQUIP ACESS&SUPP 401-7180-533.31-01 91.64 MATCO TOOLS EQUIP MAINT& REPAIR SERV 401-7180-533.35-01 50.12 MISC BUILDING PERMIT REFUNDS 401-7180-322.10-28 96.00 MISC EMPLOYEE EXPENSE LODGING REMIBURSEMENT FOR 401-7180-533.43-10 118.34 REIMBURSEMENT MEAL REIMBURSEMENT 401-7180-533.31-01 37.50 MEAL REIMBURSEMENT 401-7180-533.31-01 37.50 MEAL REIMBURSEMENT 401-7180-533.31-01 37.50 MEAL REIMBURSEMENT 401-7180-533.31-01 37.50 OLYMPIC LAUNDRY& DRY LAUNDRY/DRY CLEANING SERV 401-7180-533.41-50 98.53 CLEANERS LAUNDRY/DRY CLEANING SERV 401-7180-533.41-50 98.53 PLATT ELECTRIC SUPPLY INC PAINTS,COATINGS,WALLPAPER 401-7180-533.34-02 22.24 PROGRESSIVE BUSINESS LIBRARY SERVICES(EXCL 908 401-7180-533.49-01 72.00 PUBLCTNS PUD#1 OF CLALLAM COUNTY MISC PROFESSIONAL SERVICE 401-7180-533.41-50 285.21 MISC PROFESSIONAL SERVICE 401-7180-533.41-50 251.26 SHERMAN + REILLY, INC. ELECTRICAL EQUIP& SUPPLY 401-7180-533.35-01 1,761.51 SUNSET DO-IT BEST HARDWARE ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 25.74 HAND TOOLS ,POW&NON POWER 401-7180-533.35-01 27.36 THURMAN SUPPLY PIPE AND TUBING 401-7180-533.31-20 29.84 ELECTRICAL EQUIP& SUPPLY 401-7180-533.34-02 7.56 PIPE AND TUBING 401-7180-533.31-01 17.63 US BANK CORPORATE PAYMENT Lodging-Cyr 401-7180-533.43-10 72.34 SYSTEM Lodging-Cyr 401-7180-533.43-10 144.68 Lodging-Deane 401-7180-533.43-10 72.34 Lodging-Deane 401-7180-533.43-10 144.68 Registration-Cyr/Deane 401-7180-533.43-10 2,000.00 Job posting for Substatio 401-7180-533.49-90 425.00 UTILITIES UNDERGROUND LOC MISCELLANEOUS SERVICES 401-7180-533.49-90 18.87 CTR Electric Operations Division Total: $10,204.83 Public Works-Electric Department Total: $27,159.95 Electric Utility Fund Total: $33,413.31 Page 13 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 17 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount CENTURYLINK-QWEST 02-05 A/C 36045252309788 402-7380-534.42-10 150.35 COLUMBIA RURAL ELECTRIC SECURITY,FIRE,SAFETY SERV 402-7380-534.43-10 239.75 ASSN, INC DRY CREEK WATER ASSN, INC MISC PROFESSIONAL SERVICE 402-7380-534.33-10 470.48 MISC PROFESSIONAL SERVICE 402-7380-534.33-10 888.68 EDGE ANALYTICAL TESTING&CALIBRATION SERVI 402-7380-534.41-50 49.00 TESTING&CALIBRATION SERVI 402-7380-534.41-50 49.00 TESTING&CALIBRATION SERVI 402-7380-534.41-50 218.00 TESTING&CALIBRATION SERVI 402-7380-534.41-50 1,096.00 TESTING&CALIBRATION SERVI 402-7380-534.41-50 44.00 ENVIROSOUND CONSULTING INC. SAMPLING&SAMPLE PREPARATI 402-7380-534.41-50 7,419.00 FASTENAL INDUSTRIAL CLOTHING &APPAREL 402-7380-534.31-01 22.02 FERGUSON ENTERPRISES INC PIPE FITTINGS 402-7380-534.31-20 384.32 FERRELLGAS INC RENTAL/LEASE EQUIPMENT 402-7380-534.45-30 140.09 GRAINGER ABRASIVES 402-7380-534.31-01 103.71 ABRASIVES 402-7380-534.31-01 518.51 LINCOLN INDUSTRIAL CORP METALS,BARS,PLATES,RODS 402-7380-534.31-20 157.12 MISC CITY CONSERVATION CITY REBATE 402-7380-534.49-90 50.00 REBATES OFFICE DEPOT SUPPLIES 402-7380-534.31-01 369.59 PORT ANGELES CITY TREASURER wool purchase for east re 402-7380-534.31-01 30.25 PORT ANGELES POWER AUTO &TRUCK ACCESSORIES 402-7380-534.31-01 54.19 EQUIPMENT MASS TRANS,ACCES& PARTS 402-7380-534.31-01 4.33 PROGRESSIVE BUSINESS LIBRARY SERVICES(EXCL 908 402-7380-534.49-01 72.00 PUBLCTNS PUD#1 OF CLALLAM COUNTY MISC PROFESSIONAL SERVICE 402-7380-534.47-10 33.01 MISC PROFESSIONAL SERVICE 402-7380-534.47-10 166.16 SPECTRA LABORATORIES-KITSAP TESTING&CALIBRATION SERVI 402-7380-534.41-50 173.00 SUNRISE PEST MANAGEMENT EXTERNAL LABOR SERVICES 402-7380-534.41-50 162.90 EXTERNAL LABOR SERVICES 402-7380-534.41-50 162.90 SUNSET DO-IT BEST HARDWARE HARDWARE,AND ALLIED ITEMS 402-7380-534.31-20 55.59 CHEM RAW MATERIALS MFG 402-7380-534.35-01 57.64 CLOTHING &APPAREL 402-7380-534.31-01 19.43 SWAIN'S GENERAL STORE INC HAND TOOLS ,POW&NON POWER 402-7380-534.35-01 43.30 TECHNICAL SYSTEMS, INC ENGINEERING SERVICES 402-7380-534.48-02 1,317.06 THURMAN SUPPLY PIPE AND TUBING 402-7380-534.31-20 61.74 Page 14 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 18 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount USA BLUEBOOK PUMPS&ACCESSORIES 402-7380-534.31-20 1,963.92 UTILITIES UNDERGROUND LOC MISCELLANEOUS SERVICES 402-7380-534.49-90 18.86 CTR WA STATE DEPARTMENT OF ENVIRONMENTAL&ECOLOGICAL 402-7380-534.49-90 11,255.70 HEALTH Water Division Total: $28,021.60 Public Works-Water Department Total: $28,021.60 Water Utility Fund Total: $28,021.60 DEPARTMENT OF REVENUE Taxes Payable 403-0000-229.30-00 2,110.01 Division Total: $2,110.01 Department Total: $2,110.01 ANGELES MILLWORK& LUMBER BUILDER'S SUPPLIES 403-7480-535.48-10 3,213.69 COLUMBIA RURAL ELECTRIC SECURITY,FIRE,SAFETY SERV 403-7480-535.43-10 239.75 ASSN, INC DYKMAN ELECTRICAL, INC PUMPS&ACCESSORIES 403-7480-594.64-10 11,573.00 EDGE ANALYTICAL Testing 403-7480-535.41-50 294.00 MISC PROFESSIONAL SERVICE 403-7480-535.41-50 114.00 FAMILY SHOE STORE SHOES AND BOOTS 403-7480-535.31-01 186.72 FASTENAL INDUSTRIAL FASTENERS, FASTENING DEVS 403-7480-535.31-20 53.49 HARDWARE,AND ALLIED ITEMS 403-7480-535.31-01 131.72 HARTNAGEL BUILDING SUPPLY INC SUPPLIES 403-7480-535.31-01 13.58 KAASM, LLC COMPUTER HARDWARE&PERIPHE 403-7480-535.31-20 413.04 COMPUTER HARDWARE&PERIPHE 403-7480-535.31-20 870.27 MASCO PETROLEUM, INC Diesel 403-7480-535.32-11 1,789.41 FUEL,OIL,GREASE, & LUBES 403-7480-535.32-11 743.86 FUEL,OIL,GREASE, & LUBES 403-7480-535.32-11 1,511.94 FUEL,OIL,GREASE, & LUBES 403-7480-535.32-11 1,364.31 OFFICE DEPOT SUPPLIES 403-7480-535.31-01 231.68 OLYMPIC STATIONERS INC SUPPLIES 403-7480-535.31-01 31.24 PLATT ELECTRIC SUPPLY INC ELECTRICAL EQUIP& SUPPLY 403-7480-535.31-20 36.88 ELECTRICAL EQUIP& SUPPLY 403-7480-535.31-20 1,086.00 PROGRESSIVE BUSINESS LIBRARY SERVICES(EXCL 908 403-7480-535.49-01 72.00 PUBLCTNS PROTEK CORP. SUPPLIES 403-7480-535.35-01 1,520.40 PUD#1 OF CLALLAM COUNTY MISC PROFESSIONAL SERVICE 403-7480-535.47-10 600.86 SIEMENS INDUSTRY, INC.- TESTING&CALIBRATION SERVI 403-7480-535.49-90 591.87 GEORGIA Page 15 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 19 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount SIMMCC7, LLC SNIPPING AND HANDLING 403-7480-535.42-10 685.30 SUNSET DC7-IT BEST HARDWARE PIPE FITTINGS 403-7480-535.31-20 66.93 SUPPLIES 403-7480-535.31-01 22.88 SUPPLYWORKS PLASTICS 403-7480-535.31-01 87.44 SWAIN'S GENERAL STORE INC JANITORIAL SUPPLIES 403-7480-535.31-01 20.98 SHOES AND BOOTS 403-7480-535.31-01 216.60 TECHNICAL SYSTEMS, INC ENGINEERING SERVICES 403-7480-535.48-02 2,455.26 US BANK CORPORATE PAYMENT Lodging-Young 403-7480-535.43-10 105.26 SYSTEM Wastewater l=ire Protectio 403-7480-535.31-01 54.00 UTILITIES UNDERGROUND LOC MISCELLANEOUS SERVICES 403-7480-535.49-90 18.86 CTR WHITNEY EQUIPMENT CO INC SUPPLIES 403-7480-535.31-01 84.60 Wastewater Division Total: $30,501.82 Public Works-WW/Stormwtr Department Total: $30,501.82 Wastewater Utility Fund Total: $32,611.83 A/R MISCELLANEOUS REFUNDS OVRPMT TS FEES 404-0000-213.10-90 7,005.72 DEPARTMENT OF REVENUE Taxes Payable 404-0000-229.30-00 1,973.99 Division Total: $8,979.71 Department Total: $8,979.71 ALL WEATHER HEATING & ENVIRONMENTAL&ECOLOGICAL 404-7538-537.48-10 1,690.90 COOLING CENTURYLINK-QWEST 02-05 A/C 36045222451458 404-7538-537.42-10 48.98 02-05 A/C 36045281005328 404-7538-537.42-10 48.88 COLUMBIA RURAL ELECTRIC SECURITY,FIRE,SAFETY SERV 404-7538-537.43-10 239.75 ASSN, INC PACIFIC OFFICE EQUIPMENT INC COMPUTER ACCESSORIES&SUPP 404-7538-537.31-01 216.03 PROGRESSIVE BUSINESS LIBRARY SERVICES(EXCL 908 404-7538-537.31-01 72.00 PUBLCTNS SW-Transfer Station Division Total: $2,316.54 BAXTER AUTO PARTS#15 METALS,BARS,PLATES,RODS 404-7585-537.31-20 14.73 MISC EMPLOYEE EXPENSE MEAL REIMBURSEMENT 404-7585-537.31-01 37.00 REIMBURSEMENT MEAL REIMBURSEMENT 404-7585-537.31-01 37.00 MEAL REIMBURSEMENT 404-7585-537.31-01 37.00 MEAL REIMBURSEMENT 404-7585-537.31-01 37.00 MILEAGE REIMBURSEMENT 404-7585-537.31-01 58.09 MILEAGE REIMBURSEMENT 404-7585-537.31-01 79.79 Page 16 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 20 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount MISC EMPLOYEE EXPENSE MEAL REIMBURSEMENT 404-7585-537.31-01 37.00 REIMBURSEMENT UNITED RENTALS NORTHWEST INC RENTAL/LEASE EQUIPMENT 404-7585-537.48-10 1,348.81 Solid Waste-Landfill Division Total: $1,686.42 Public Works-Solid Waste Department Total: $4,002.96 Solid Waste Utility Fund Total: $12,982.67 DEPARTMENT OF REVENUE Taxes Payable 406-0000-229.30-00 288.02 Division Total: $288.02 Department Total: $288.02 OLYMPIC STATIONERS INC SUPPLIES 406-7412-538.31-01 26.41 PORT ANGELES CITY TREASURER Certified mail -M. Hale 406-7412-538.42-10 6.70 SUNSET DO-IT BEST HARDWARE SUPPLIES 406-7412-538.31-20 175.50 US BANK CORPORATE PAYMENT Surface Pro Accessories 406-7412-538.31-60 172.05 SYSTEM UTILITIES UNDERGROUND LOC MISCELLANEOUS SERVICES 406-7412-538.49-90 18.87 CTR Stormwater Division Total: $399.53 Public Works-WW/Stormwtr Department Total: $399.53 Stormwater Utility Fund Total: $687.55 ARROW INTERNATIONAL SALE SURPLUS/OBSOLETE 409-0000-237.00-00 (95.82) Division Total: ($95.82) Department Total: ($95.82) ARROW INTERNATIONAL SALE SURPLUS/OBSOLETE 409-6025-526.31-02 1,210.04 LIFE ASSIST SALE SURPLUS/OBSOLETE 409-6025-526.31-02 1,086.60 SALE SURPLUS/OBSOLETE 409-6025-526.31-13 879.63 SALE SURPLUS/OBSOLETE 409-6025-526.31-02 227.08 MISC EMPLOYEE EXPENSE CHURCH UNIFORM ALLOWANCE 409-6025-526.20-80 124.61 REIMBURSEMENT OLYMPIC OXYGEN SALE SURPLUS/OBSOLETE 409-6025-526.31-13 15.20 Medic I Division Total: $3,543.16 Fire Department Total: $3,543.16 Medic I Utility Fund Total: $3,447.34 US BANK CORPORATE PAYMENT Breakfast-McKeen/Bloor/We 413-7481-535.43-10 23.34 SYSTEM t=erry-McKeen/Bloor/West 413-7481-535.43-10 25.05 Lodging-Bloor 413-7481-535.43-10 133.47 Lodging-McKeen 413-7481-535.43-10 133.47 Page 17 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 21 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount US HANK CORPORATE PAYMENT Lodging-West 413-7481-535.43-10 133.47 SYSTEM Parking-McKeen/Bloor/West 413-7481-535.43-10 15.00 Wastewater Remediation Division Total: $463.80 Public Works-WW/Stormwtr Department Total: $463.80 Harbor Clean Up Fund Total: $463.80 US HANK CORPORATE PAYMENT t=ile cabinet keys-Enginee 421-0000-237.00-00 (1.76) SYSTEM Division Total: ($1.76) Department Total: ($1.76) ALL WEATHER HEATING & CITY REBATE 421-7121-533.49-86 800.00 COOLING ALPHA BUILDER CORPORATION CITY REBATE 421-7121-533.49-86 1,228.80 ANGELES HEATING, INC CITY REBATE 421-7121-533.49-86 1,000.00 CITY REBATE 421-7121-533.49-86 3,792.32 DAVE'S HEATING& COOLING SVC CITY REBATE 421-7121-533.49-86 800.00 CITY REBATE 421-7121-533.49-86 800.00 CITY REBATE 421-7121-533.49-86 1,000.00 GLASS SERVICES CO INC CITY REBATE 421-7121-533.49-86 847.17 MISC CITY CONSERVATION CITY REBATE 421-7121-533.49-86 1,260.00 REBATES CITY REBATE 421-7121-533.49-86 1,760.00 PENINSULA HEAT INC CITY REBATE 421-7121-533.49-86 800.00 CITY REBATE 421-7121-533.49-86 800.00 CITY REBATE 421-7121-533.49-86 800.00 RADIO PACIFIC INC (KONP) COMMUNICATIONS/MEDIA SERV 421-7121-533.44-10 625.00 SEQUIM VILLAGE GLASS OF CITY REBATE 421-7121-533.49-86 387.03 CARLSBORG TRACY'S INSULATION CITY REBATE 421-7121-533.49-86 348.00 US BANK CORPORATE PAYMENT File cabinet keys-Enginee 421-7121-533.31-01 22.61 SYSTEM Conference Reg-Currie 421-7121-533.43-10 725.00 Conservation Division Total: $17,795.93 Public Works-Electric Department Total: $17,795.93 Conservation Fund Total: $17,794.17 ROGNLIN°S INC PW CONSTRUCTION & RELATED 453-7488-594.65-10 142,850.77 Wastewater Projects Division Total: $142,850.77 Public Works-WW/Stormwtr Department Total: $142,850.77 Wastewater Utility CIP Fund Total: $142,850.77 Page 18 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 22 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount ALTEC INDUSTRIES, INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 823.32 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 165.19 ASSOCIATED PETROLEUM FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 4,713.64 PRODUCTS, INC FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 5,213.80 AUTOZONE STORES, INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 32.58 BAXTER AUTO PARTS#15 NOSES,ALL KINDS 501-0000-141.40-00 37.55 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 22.15 DON SMALL &SONS OIL DIST CO. AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 1,193.41 FIRE CHIEF EQUIPMENT CO, INC AUTO &TRUCK ACCESSORIES 501-0000-141.40-00 411.75 KENT D. BRUCE CO.LLC AUTO &TRUCK ACCESSORIES 501-0000-141.40-00 158.70 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 416.81 MASCO PETROLEUM, INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 250.87 FUEL,OIL,GREASE, & LUBES 501-0000-141.20-00 704.99 MURRAY MOTORS INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 23.08 NAPA AUTO PARTS AUTO &TRUCK ACCESSORIES 501-0000-141.40-00 10.36 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 7.81 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 264.22 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 15.62 AUTO &TRUCK ACCESSORIES 501-0000-141.40-00 9.77 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 112.60 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 23.43 AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 9.87 PENINSULA LUBRICANTS AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 227.89 SIX ROBBLEES° INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 594.86 TEC EQUIPMENT, INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 623.65 WESTERN PETERBILT INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 79.76 WURTN USA INC AUTO &TRUCK MAINT. ITEMS 501-0000-141.40-00 165.00 Division Total: $16,312.68 Department Total: $16,312.68 ALLDATA RENTAL/LEASE EQUIPMENT 501-7630-548.48-02 1,433.52 ALTEC INDUSTRIES, INC AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 138.95 AMAZON CAPITAL SERVICES AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 255.15 AUTO &TRUCK MAINT. ITEMS 501-7630-548.31-01 45.55 ANGELES COLLISION REPAIR AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 140.38 EXTERNAL LABOR SERVICES 501-7630-548.34-02 411.48 Page 19 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 23 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount ARAARK LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 405.10 LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 405.10 LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 117.99 LAUNDRY/DRY CLEANING SERV 501-7630-548.49-90 117.99 ASSOCIATED PETROLEUM FUEL,OIL,GREASE, & LUBES 501-7630-548.32-13 35.82 PRODUCTS, INC FUEL,OIL,GREASE, & LUBES 501-7630-548.32-13 40.03 BAXTER AUTO PARTS#15 AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 220.16 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 14.73 AUTO &TRUCK MAINT. ITEMS 501-7630-548.31-01 15.99 COLUMBIA FORD (102263) Adjust for discount x2 501-7630-594.64-10 300.00 COLUMBIA RURAL ELECTRIC SECURITY,FIRE,SAFETY SERV 501-7630-548.43-10 239.75 ASSN, INC COPY CAT GRAPHICS AUTO &TRUCK ACCESSORIES 501-7630-548.34-02 282.36 AUTO &TRUCK ACCESSORIES 501-7630-548.34-02 281.84 HEARTLINE AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 323.52 AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 37.14 LES SCHWAB TIRE CENTER AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 1,857.62 EXTERNAL LABOR SERVICES 501-7630-548.34-02 65.30 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 1,486.90 EXTERNAL LABOR SERVICES 501-7630-548.34-02 120.56 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 773.22 LINCOLN INDUSTRIAL CORP METALS,BARS,PLATES,RODS 501-7630-594.64-10 75.56 MATCO TOOLS AUTO &TRUCK MAINT. ITEMS 501-7630-548.35-01 159.54 MURRAY MOTORS INC AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 412.77 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 13.29 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 109.30 N C MACHINERY CO AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 72.63 NAPA AUTO PARTS AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 13.51 AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 217.07 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 27.88 AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 44.64 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 4.05 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 17.90 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 56.68 AUTO &TRUCK MAINT. ITEMS 501-7630-548.49-90 (34.40) Page 20 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 24 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount NAPA AUTO PARTS AUTO &TRUCK MAINT. ITEMS 501-7630-548.49-90 34.40 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 (89.60) AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 6.18 AUTO &TRUCK MAINT. ITEMS 501-7630-548.31-01 30.76 OFFICE DEPOT OFFICE SUPPLIES, GENERAL 501-7630-548.31-01 191.49 PORT ANGELES TIRE FACTORY EXTERNAL LABOR SERVICES 501-7630-548.34-02 18.41 EXTERNAL LABOR SERVICES 501-7630-548.34-02 18.41 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 793.77 EXTERNAL LABOR SERVICES 501-7630-548.34-02 73.60 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 431.23 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 702.83 EXTERNAL LABOR SERVICES 501-7630-548.34-02 73.63 EXTERNAL LABOR SERVICES 501-7630-548.34-02 138.19 PRICE FORD LINCOLN AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 355.58 PROGRESSIVE BUSINESS LIBRARY SERVICES(EXCL 908 501-7630-548.49-01 72.00 PUBLCTNS QUALITY 4X4 TRUCK SUPPLY AUTO &TRUCK ACCESSORIES 501-7630-594.64-10 146.25 SNIPPING AND HANDLING 501-7630-548.34-02 16.59 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 104.42 EXTERNAL LABOR SERVICES 501-7630-548.34-02 304.08 RICHMOND 2-WAY RADIO AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 39.67 RUDDELL AUTO MALL AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 27.05 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 176.32 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 313.45 RUDY°S AUTOMOTIVE AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 482.06 EXTERNAL LABOR SERVICES 501-7630-548.34-02 353.49 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 233.00 EXTERNAL LABOR SERVICES 501-7630-548.34-02 242.40 SCARFF FORD, INC AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 337.82 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 1,975.70 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 50.08 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 371.69 SIX ROBBLEES° INC AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 178.99 SNAP-ON TOOLS-CHUGGER AUTO &TRUCK MAINT. ITEMS 501-7630-548.35-01 165.75 DEANE Page 21 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 25 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount STRAIT ALIGNMENT& BRAKE AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 271.39 EXTERNAL LABOR SERVICES 501-7630-548.34-02 180.22 AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 499.34 EXTERNAL LABOR SERVICES 501-7630-548.34-02 343.12 SUNSET DC7-IT BEST HARDWARE AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 161.26 TEC EQUIPMENT, INC AUTO &TRUCK MAINT. ITEMS 501-7630-548.34-02 6,604.65 AUTO &TRUCK MAINT. ITEMS 501-7630-594.64-10 233.49 US BANK CORPORATE PAYMENT Vehicle Reg#1734 501-7630-548.48-10 2.00 SYSTEM Vehicle Reg#1734 501-7630-548.48-10 47.75 Refund-Maltby Penetrant 501-7630-548.31-01 (59.95) WESTERN PETERBILT INC EXTERNAL LABOR SERVICES 501-7630-548.34-02 244.80 Equipment Services Division Total: $27,654.33 Public Works-Equip Svcs Department Total: $27,654.33 Equipment Services Fund Total: $43,967.01 CANON USA, INC OFFICE MACHINES &ACCESS 502-2081-518.45-31 108.86 OFFICE MACHINES &ACCESS 502-2081-518.45-31 117.06 OFFICE MACHINES &ACCESS 502-2081-518.45-31 125.08 OFFICE MACHINES &ACCESS 502-2081-518.45-31 139.12 OFFICE MACHINES &ACCESS 502-2081-518.45-31 162.52 OFFICE MACHINES &ACCESS 502-2081-518.45-31 180.88 OFFICE MACHINES &ACCESS 502-2081-518.45-31 180.88 OFFICE MACHINES &ACCESS 502-2081-518.45-31 182.18 OFFICE MACHINES &ACCESS 502-2081-518.45-31 196.19 OFFICE MACHINES &ACCESS 502-2081-518.45-31 196.19 OFFICE MACHINES &ACCESS 502-2081-518.45-31 196.19 OFFICE MACHINES &ACCESS 502-2081-518.45-31 227.06 OFFICE MACHINES &ACCESS 502-2081-518.45-31 245.42 OFFICE MACHINES &ACCESS 502-2081-518.45-31 276.15 OFFICE MACHINES &ACCESS 502-2081-518.45-31 293.28 OFFICE MACHINES &ACCESS 502-2081-518.45-31 311.52 OFFICE MACHINES &ACCESS 502-2081-518.45-31 396.17 OFFICE MACHINES &ACCESS 502-2081-518.45-31 664.63 CENTURYLINK-QWEST 02-02 A/C 36041753287848 502-2081-518.42-10 48.88 02-05 A/C 36045245874798 502-2081-518.42-10 123.23 02-05 A/C 36045237125858 502-2081-518.42-10 78.22 Page 22 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 26 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount CENTURYLINK-QWEST 02-05 A/C 36045238778175 502-2081-518.42-10 48.88 02-05 A/C 36045251096235 502-2081-518.42-10 48.88 02-05 A/C 36045258342115 502-2081-518.42-10 48.05 02-05 A/C 36045298618195 502-2081-518.42-10 52.15 02-05 A/C 36045298828115 502-2081-518.42-10 48.72 02-05 A/C 36045298876525 502-2081-518.42-10 50.22 02-05 A/C 36045299118345 502-2081-518.42-10 100.40 02-14 A°C 36045766840855 502-2081-518.42-10 541.34 02-14 A/C 36045708315585 502-2081-518.42-10 48.88 02-14 A/C 36045709683435 502-2081-518.42-10 100.40 02-14 A/C 36045715355715 502-2081-518.42-10 78.22 GLOBAL KNOWLEDGE DATA PROC SERV&SOFTWARE 502-2081-518.43-10 4,338.57 INSIGHT PUBLIC SECTOR COMPUTER HARDWARE&PERIPHE 502-2081-518.31-60 32.57 ELECTRICAL CABLES &WIRES 502-2081-518.31-60 41.25 US BANK CORPORATE PAYMENT APC UPS Replacement Batte 502-2081-518.31-01 53.91 SYSTEM Lodging-Strait 502-2081-518.43-10 794.34 Refund-Transportation 502-2081-518.43-10 (102.00) Transportation-Harper 502-2081-518.43-10 82.60 Ethernet SI=P Transceiver- 502-2081-518.31-80 110.78 Information Technologies Division Total: $10,967.87 PUD#1 OF CLALLAM COUNTY RADIO &TELECOMMUNICATION 502-2083-518.47-10 44.07 Wireless Mesh Division Total: $44.07 Finance Department Total: $11,011.94 Information Technology Fund Total: $11,011.94 AWC EMPLOYEE BENEFITS TRUST L1 Med/Vis Premiums 503-1631-517.46-34 6,564.90 Life Insurance 503-1631-517.46-32 1,727.66 LTD 503-1631-517.46-31 4,768.29 Med/Den/Vis Premiums 503-1631-517.46-30 202,293.02 MISC EMPLOYEE EXPENSE TRACY ROOKS NRA FEBRUARY 503-1631-517.46-30 2,400.00 REIMBURSEMENT Other Insurance Programs Division Total: $217,753.87 DEPT OF LABOR& INDUSTRIES 4th QTR L&I 503-1661-517.49-50 5,898.91 Worker's Compensation Division Total: $5,898.91 MISC CLAIM SETTLEMENTS MAYBREY IN HOUSE CLAIM ST 503-1671-517.49-98 1,332.96 PEREGRIN, RONALD J PROFESSIONAL SERVICES FOR 503-1671-517.41-50 870.00 Page 23 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 27 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount Comp Liability Division Total $2,202.96 Self Insurance Department Total: $225,855.74 Self-Insurance Fund Total: $225,855.74 AWC EMPLOYEE BENEFITS TRUST Retiree Premiums 602-6221-517.46-35 2,526.56 Fireman's Pension Division Total: $2,526.56 Fireman's Pension Department Total: $2,526.56 Firemen's Pension Fund Total: $2,526.56 AFLAC Supplemental Insurance 920-0000-231.53-10 1,614.52 PAYROLL SUMMARY 920-0000-231.53-11 192.31 PAYROLL SUMMARY 920-0000-231.53-12 862.03 AFLAC FEBRUARY 2018 920-0000-231.53-10 1,584.04 AFLAC JANUARY 2018 920-0000-231.53-10 1,486.36 AWC EMPLOYEE BENEFITS TRUST AWC SUPP LIFE FEBRUARY 20 920-0000-231.53-30 38.40 CHAPTER 13 TRUSTEE Case#14-14948 920-0000-231.56-90 904.16 PAYROLL SUMMARY 920-0000-231.56-90 (904.16) PAYROLL SUMMARY 920-0000-231.56-90 904.16 EMPLOYEES ASSOCIATION PAYROLL SUMMARY 920-0000-231.55-30 (5.00) PAYROLL SUMMARY 920-0000-231.55-30 (25.00) PAYROLL SUMMARY 920-0000-231.55-30 560.00 PAYROLL SUMMARY 920-0000-231.55-30 5.00 PAYROLL SUMMARY 920-0000-231.55-30 5.00 EMPOWER-P/R WIRE PAYROLL SUMMARY 920-0000-231.52-20 22,356.49 FEDERAL PAYROLL TAX PAYROLL SUMMARY 920-0000-231.50-10 35.02 PAYROLL SUMMARY 920-0000-231.50-10 57,527.80 FICA/MEDICARE PAYROLL TAX PAYROLL SUMMARY 920-0000-231.50-20 74,941.58 NSA BANK Employee Contr to NSA 920-0000-231.52-40 340.00 ICMA-P/R WIRES PAYROLL SUMMARY 920-0000-231.52-10 20,551.99 LEOFF PAYROLL SUMMARY 920-0000-231.51-21 28,744.06 OFFICE OF SUPPORT PAYROLL SUMMARY 920-0000-231.56-20 276.92 ENFORCEMENT PERS PAYROLL SUMMARY 920-0000-231.51-10 1,612.97 PAYROLL SUMMARY 920-0000-231.51-11 12,705.80 PAYROLL SUMMARY 920-0000-231.51-12 77,103.58 TEAMSTERS LOCAL 589 PAYROLL SUMMARY 920-0000-231.54-10 1,866.50 PAYROLL SUMMARY 920-0000-231.54-10 2,329.50 Page 24 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 28 m� City of Port Angeles City Council Expenditure Report Between Feb 10, 2018 and Feb 23, 2018 Vendor Description Account Number Amount UNITED WAY(PAYROLL) PAYROLL SUMMARY 920-0000-231.56-10 409.00 VOLUNTEER FIRE ASSOCIATION PAYROLL SUMMARY 920-0000-231.55-20 8.00 WSCFF/EMPLOYEE BENEFIT PAYROLL SUMMARY 920-0000-231.53-20 1,650.00 TRUST Division Total: $309,681.03 Department Total: $309,681.03 Payroll Clearing Fund Total: $309,681.03 Total for Checks Dated Between Feb 10,2018 and Feb 23,2018 $1,173,361.93 Page 25 of 25 Mar 1, 2018 9:52:18 AM 03/06/2018 E - 29 Wepmoik CITY OF ORTNGLEES m W A S H I N G T O N, U. S. A. CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: COREY DELIKAT,PARKS&RECREATION DIRECTOR SUBJECT: Parks, Recreation, & Beautification Commission Appointments ._._._._._.M......................................_......._____.. ......... Summary: The Parks, Recreation&Beautification Commission sought to fill two Community Representative positions during the February 22,2018 meeting. Applications for appointment to the Commission were solicited, applications were received, and four applicants were interviewed by the Commissioners. Funding: No funding or expenditures are associated with the appointment of new Commissioners. Recommendation: Approve newly elected Commissioner Mr. Paul Forrest and reappoint Mr. Matt Kirsch, who was filling an unexpired term, to the Parks, Recreation&Beautification Commission for terms beginning March 2018 through February 2022. Background/Analysis: Members of the Parks, Recreation & Beautification Commission give legislative recommendations to the City Council on all matters relating to parks, recreation and beautification. The Commission members are appointed to four-year terms, with a limit of two consecutive terms. Currently there are two vacant positions on the Parks, Recreation& Beautification Commission. The Parks &Recreation Department recently announced that applicants were being sought for Commission Representatives on the Parks, Recreation& Beautification Commission and five official applications were received, with four applicants being interviewed. In accordance with the City Council Rules of Procedure, the Parks, Recreation& Beautification Commission reviewed the applications, interviewed the candidates in open public session at its February 22, 2018 meeting, and forwarded a favorable recommendation to City Council to appoint Mr. Paul Forrest and Mr. Matt Kirsh to serve four year terms as the Commission Representatives to the Parks, Recreation& Beautification Commission effective upon 03/06/2018 E - 30 ,y VON 6IN. AN 17 2018 The City of Port Angeles or ir � cot of of Appoijitment o Board. CoCoar ss p o o it ee Board,Commission or Committee to which you are seeking appointment: FPI rrt tiD �R . t c'EL i Applicant Name and General Information � R�u-t' First MI Last Lop" C( nCora Address City State Zip ZRnl L Stam cC Home phone Work phone Cell phone a w kr 0 g E-mail address Certification and Location Information (circle one) Areyou employed by the City of Port Angeles?.............._........................._...............-................_.._..........................._.._.........--,.........._...._._.,.............Yes No Areyou a citizen of the United States?_....___.__......._......_.___._..........................-._,..........._..............._.........._..._....._._............................._....._............. es No .'.,',.__'...,, .._.................................. . .... ._.. .,... ..,... es Are you a Registered Voter? � No Are you a City resident?. ...,..,, . . .................... + No If so,how long:. .. is Doyou own/manage a business in the City?....................... ._............................... ......._..... ................................................................... `es Fvr ' Do you hold any professional licenses,registrations or certificates in any field?........................._........................._........._.._.........._.._.. es No If so,please list: t �� t ". ' 'w a ��l l)� Are you aware of any conflict of interest which might arise by your service on the advisory board that you are applying for? If so,please explain: 03/06/2018 E - 31 L�9Qrz� L�7C RC-ctRED Work or Professional Experience-List most recent experience first,or attach a resume t� 5 . M►aQ,�� CLQ s Employer 13 , f job des`ri yn Employer (� S PtI c-- 1, zZ��--T Brief job description Employer Brief job description 1 I Education_List most recent cxpe ce firstp t r ,3� " A:SQ< a t+ Yes Institution/l.o�ycation Degree earned/Major area of Study Graduated? K-kC'1tAQt,L 1� Y �� lr , t °t 4'4 I"rte 'L No Institution/Location k Degree earned/Major area of Study Graduated? Yes No Institution/Location Degree earned/Major area of Study Graduated? Charitable,Social and Civic Activities and Memberships—List major activities you have participated in during the last five years (� Organization/Location Group's purpose/objective Brief description of your participation: Organization/Location Group's purpose/objective Brief description of your participation: Submit completed forms to: Office of the City Clerk Jennifer Veneklasen City of Port Angeles 360-417-4634 321 East 5"Street jvenekla@cityofpa.us Port Angeles,WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation, please contact the City Manager's Office at 360417-4500 so appropriate arrangements can be made. This document and all attached information is considered a public record and may be distributed to members of the City Council for appointment consideration. Additionally,it may become a part of a City Council packet. 03/06/2018 E - 32 1. This Commission focuses on three areas:parks, recreation,and beautification. If you had to choose,which of these three areas would be the primary one in which your interests and experience would be aimed? ii�T L zp'tT IA S F ��C�-iz,�G�SC� r•� �rt� 2. What is your favorite City of Port Angeles parks and recreation facility and why? L-i►jaoj-Q Pr�r�z K - �xc- �� MLS 'ate s ziCQ.`C PV,, . P cu ua- -� C-c Eco -7efC- rn uLT1 P t U ;5 Ic s 0 C-TM PY-%k5so 3. Think of a Port Angeles park you visit.What would you do,or like to have done,to improve your experience?What do you love about this park? 7 P(C t 6-(Q P�� t2lZ Lr l 1.1 �rcD c; —� � 1 � 03/06/2018 E - 33 a w n i 17 u JAN 3 0 2018 1 The City of Port Angeles Application for A ) poitiltrt cut to Board, li '9 l'y" oyll-Mitte Board,Commission or Committee to which you are seeking- appointment: �nt � / � �. 7 ....... . .. a _ "".. �mm�oN ...� + _. �.. �....C. . . Applicant Name and General Information First MI Last 3P0 S ._..._� RT ' .. ... ...... .. .. Address CitN Stats: Zip 7�0 /O670 Home phone Work phone Cell phone F-mail address Certification and Location Information (circle one) Are you employed by the Cit} ot'Port Angeles? _ _.._, Yes a Are Nou a citizen of the United Stalls,`_, Yes No Are Nou a Registered Voter" ___ _ .... ...... .. . .,._.. Yes No Are Nou a C'ith resident? Yvs No Ho,you o%%nrmanage a business in the�'it}'.' ....... M� p g _.... _..�. Do you hold ani professional licenses.registrations or certificates m am lield'._ _Yes s»ar l r sor please. fist: .. ..... ..................... . ... .. Are you m%are ofans conflict o['interest e%hieh might arise b% sour service on the ads isory board that you are applying fear? lf`so.please:e.:plain: 03/06/2018 E - 34 Work or Professional Experience- List most recent experience first, or attach a resume ,54c, , R . )"* m ..---..... _ — . , Lmploycr .,.. _............-.._.............. ........... .. .... _._ _..�_.............�... .. w� Brief job description .......... ..... �._._... .__. Frnplo}er . Fan 1.�oh description u� ......,.w .. ............ ......... ._.. Emlon,..... . .......... ....._. ......r. _m_m,. p ,er Briefjob description experience first recent ex ,C3i4CHE[p� tS Education—List most p vu v l � __ ) ylh Institution/Location Degree earned/Major area ok Stud! Graduated? Yes No ...... _ Institution/Location m.... �_- ........._ ... ..._....... ... .., Degree earned/Major area of Study Graduated? Yes No . Institution"Location W �� ��� Degree earnedi\laior area ail Stu... . .,. .....r dy Graduated? Charitable,Social and Civic Activities and Memberships—List major activities you have participated in during the last five years ITIV � TeEAi Organizauon/Location Groups purpose/obgecth`c Briefdescription ofyour participation: y 70 Organization/Location Groups purpose/oblec five Briefdescription ol',,our participation„ Submit completed forms to: Office of the City Clerk Jennifer Veneklasen City of Port Angeles 360-4174634 321 East 511 Street jveneklarikityofpa.us Port Angeles, WA 98 362 In compliance kith the Americans%�itb IDisabiVides Act,ifyou need special accotnnwdations because of a physicak hrnitation. picasc contact the CRN Manager's OI`B ice at.360417-4500 so appropriate arra u cnnents can be rnade. I his document and all attached information is considered a puHic irecord and nna% be distributed to onnernbers of the('it% Council ka)r appointnnent consideration. Additionally.it ing% beconnc a part ofa Cit% Council packet. 03/06/2018 E - 35 Paul Kolesnikoff 424 West 3`d St. Port Angeles,WA 98362 (720)409-6070 paul@gdnning.us CONSIILTING ENC INEER 11`,AI..IFICA'TIONS • Extensive experience in specifying, designing, and delivering instrumentation, machine control, and automation systems. • Designed and executed risk reduction exercises to ensure project success • Created system specifications for electrical, mechanical, and operational performance • Validated system operation through test, peer review and analysis • Involved in all phases from initial concept to installation and post-delivery support • Performed failure analysis of systems and mitigated issues in designs and procedures • Program in multiple languages including Matlab, C, and Visual Basic • Use team synergy to find and implement optimal solutions to diverse engineering issues • Excellent written and verbal communication skills PROFESSIONAL EXPERIENCE rrc al Erwirieer.f3a/f AgMsgoce& Xecrof Fes Co . I98 -2016 Developed Real-Time Data Acquisition Instrumentation Systems. Systems acquired antenna RF performance while controlling polarization,antenna state,frequency, and multiple axes positions.Antennas ranged from a few pounds to multiple tons with positioning accuracies to hundredth of a degree;data taken statically or dynamically during positioner motion. o Generated specification and system architecture in collaboration with customers, users,and quality o System used a combination of COTS instrumentation, COTS components,and custom circuitry. o For custom circuitry,selected processor, developed firmware,interfaced to peripheral devices o Identified risk areas and performed risk reduction exercises and trade studies as needed o Lead design and production team o Performed failure analysis during all phases of development • Minimized integration downtime in 24-hour test facilities through design,planning and integration support o Wrote and executed validation procedures o Wrote operation procedures to train end users. o Documented entire data acquisition system Authored Data Acquisition and Analysis Software Package. • Package acquires data using Real-Time Data Acquisition Instrumentation System o Analysis included provisions for gain normalization, polarization transformation,directivity, percent coverage, conversion between time and frequency domain,and nS time gating. o Package used by the test facility operators as well as the entire technical staff for further data analysis, including comparison of theoretical and measured data,and generating publication-quality graphs for presentation. o Developed,peer reviewed, executed,and documented validation plan o Source code and installation package documented and archived in configuration management system. Lead the Technical Development and Operation of Antenna Test Facility o Doubled facility throughput every 2 years during 20-year period,while also increasing test accuracy. o Standardized facility equipment,software, and procedures to drastically reduce test engineering costs, minimize rework, increase accuracy,and simplify training. o Worked with ad-hoc cross-functional teams to improve operation.Teams could include representatives from facilities, mechanical engineering, materials,software engineering, quality, production,and others. o Developed training program with a combination of formal classes,video,animations, and documents to train technicians and engineers in facility operation and associated concepts such as spherical coordinate systems,electro-magnetic wave propagation,and polarization transformations. o Mentored other engineers and technicians as they developed their electronics design, math,structured programming and antenna test skills. o Multiple year support of student intern and coop programs with annual summer projects o Documented entire facility and maintained documents in configuration management system. Documentation included structural blueprints, block diagrams,schematics,software,and procedures. 03/06/2018 E - 36 Used Matlab to perform complex data analysis for unique and challenging situations Supported Precision 20'X20' Reflector acquisition, installation,and alignment with surface accuracy requirements to within 0,001" • Detected and corrected errors in original point cloud using multi-section,4t'order polynomial fit. o Verified surface accuracy through conversion to SolidWorks, and then to NC files o Developed techniques to analyze machined surface measurements a Found and corrected residual errors caused by machining techniques(tool wear and tool change) c Developed alignment algorithm and performed reflector alignment o Verified final installed surface accuracy and alignment using Coherent Laser Radar o Used RF field probe data and physical optics for final RF verification of reflector system o Documented and peer reviewed all techniques and results Excellent teamwork,written and verbal communication skills Active in Antenna Measurement Techniques Association(AMTA)international technical organization (www.amta.org). o Presented papers at annual conferences o Worked with multinational team to organize all aspects of multiple annual conferences. o Elected to AMTA Board of Directors 2001 and served as AMTA President for 2004. o Served regularly on AMTA Technical Committee and as Session Chair o Involved in international expansion of AMTA to host regional events in Europe,Asia,and South America o Involved in partnerships with EUCAP(Europe)and ATMA(India) o Invited Speaker at EUCAP 2012 in Prague, Czech Republic Electronics Technician IBCA Asim Electronics 1981-1985 Electronics Technician Microcom 1980-1981 Solar Not Water Technician Solar EnpMy S tears 1980 Electronics Technician US Air Force 1970-1980 Honorably i ischa Additional Ear grience/Courwe Work Control and Tracking Algorithms, Uncertainty Analysis, Digital Circuit Design,Analog Circuit Design, Structured and Object Oriented Programming, User Interface Design, Embedded System Design, MATLAB,Visual Basic,C,C++, Antenna Theory,Computational Electromagnetics using Physical Optics, Radar Principles,Applied Mathematics, Numerical Analysis, vector calculus in three dimensions, linear algebra, Fourier Transforms,coordinate transformations,and use of complex variables. Education University of Colorado—Boulder, CO Bachelor of Science in Applied Mathematics Magna Cum Laude 2006 Patents: "Bulk Materials Management Apparatus and Method,"Patent Number.6,986,294 B2 Date:January 17,2006 Personal Interests Travel, photography, cooking, hiking, snowshoeing, alternative energy — designed and built passive solar home, designed Savonius rotor wind turbine. 03/06/2018 E - 37 " Publications: P. Kolesnikoff, "Method of Determining Phase Center Location and Stability of Wide-Beam GPS Antennas," Antenna Measurement Techniques Association Symposium, Boulder, CO 1991 C. Meertens, C. Rocken, J. Braun, B. Stephens, C.Alber, R.Ware, M. Exner, P. Kolesnikoff,"Antenna Type, Mount, Height, Mixing, and Snow Effects in High-Accuracy GPS Observations," NRC Workshop on GPS Infrastructure of Earth,Atmospheric and Oceanic Applications, 1996 P. Kolesnikoff, "High-Speed, Two-Wire Method for Controlling Antennas During Test," Antenna Measurement Techniques Association Symposium, Montreal, Quebec,Canada 1998 P. Kolesnikoff, "Antenna Gain Measurement Errors Due to Finite Source Axial Ratio," Antenna Measurement Techniques Association Symposium, Philadelphia, PA 2000 P. Johnson, P. Kolesnikoff, "Demonstration of a Combined RF/IR Test," Antenna Measurement Techniques Association Symposium, Denver, CO 2001 P. Kolesnikoff, F. Arendall, "Development of a 200GHz Antenna Test System,"Antenna Measurement Techniques Association Symposium, Denver,CO 2001 P. Kolesnikoff, "Antenna Pattern Analysis and Correction Using Higher-Order Derivatives," Antenna Measurement Techniques Association Symposium, Irvine,CA 2003 P. Kolesnikoff, B. Huang, S. Hart, E. Darnell, "Local Oscillator Distribution Design Considerations for a Remote Mixing Antenna Test System,"Antenna Measurement Techniques Association Symposium, Newport, RI 2005 P. Kolesnikoff, "Novel Edge Treatment of Truncated Field Probe Data, "Antenna Measurement Techniques Association Symposium, St. Louis, MO 2007 P. Kolesnikoff, "Blended Rolled Edge Reflector Alignment Method,"Antenna Measurement Techniques Association Symposium,St. Louis, MO 2007 P. Kolesnikoff, J. Mandos, B. Davis, M. Weiss, "Compact Range Testing of High Power Transmit Antennas," Antenna Measurement Techniques Association Symposium, Englewood, CO 2011 B. Rizutto, C.Jones, P. Kolesnikoff,"Simultaneous Beam Characterization and Active RDP of a Multi-Beam Antenna," Antenna Measurement Techniques Association Symposium, Englewood, CO 2011 P. Kolesnikoff,"Development of a Compact Range for System Level Testing,"Invited paper at European Conference on Antennas and Propagation, Prague, Czech Republic,2012 P. Kolesnikoff, R. Pauley, L.Albers, "G/T Measurement in an Anechoic Chamber,"Antenna Measurement Techniques Association Symposium, Seattle,WA 2012 03/06/2018 E - 38 1. This Commission focuses on three areas: parks, recreation,and beautification. If you had to choose,which of these three areas would be the primary one in which your interests and experience would be aimed? Z j /Ltf7��"^ - Ir What Is d 2.� your � � � '� ., r y favorite pity of Port Angeles parks and recr'eatioraa�ility and why.f W � I 3. Think of a Port Angeles park you visit.What would you do,or like to have done,to improve your experience?What do you love about this park? cam, ; 44�k , � £ 03/06/2018 E - 39 QRTANGELE5 i, DFG 12! ' W A S H I N G T O N. U. S. A. APPLICATION FOR APPOINTMENT TO BOARD,COMMISSION OR COMMITTEE Board,Commission or Committee to which you are seeking appointment: Applicant Name and General Information ry LA Lit","' First MI as.t GI _ Home Street Address . _. ... _._....__......__ Ilk . 1" c'2— ..............................tate Zip Home ,..1-» phone Work phone �Cell phone � � E-mail61 address Date of Birth (to be completed only by applicants for PublimmmmS _.. ._...___o c Safety Advisory Board for purposes of criminal history check to ensure compliance with Port Angeles Municipal Code 2.26.020) Certification and Location Information(circle one) Are you employed by the City of Port Angeles? Yes c" Are you a citizen of the United States? *� No Are you a Registered Voter? ` "as^ No Are you a City resident? � cs No If so,how long.______-_ ...._._ Do you own/manage a business in the City? ........_.._.� Yes Do you hold any professional licenses,registrations or certificates in any field? No If so,please list: 't,4A�1a�f 1 03/06/2018 E - 40 Are you aware of any conflict of interest which might arise by your service on a City Board or Commission'? If so,please explain Work or Professional Experience List most recent experience first,or attach a resume /o/ _...... ....... .......�.. .��� r ..... . � 7 yar Title From(M/Y) To(M/Y) llrsel"'ob description ���ploye Title 1/ From(M/Y) To(M/Y) Ilriefjtab descripti��__�.._.m����.. —5e��.i cV�kvx on Employer ..,, Title ...... ��._ ... ......... ..... .. . .,.�.. .....From(M/Y) To(M/Y) Brief job descriptio.��,�,.�.w.m..�. ....._ .�...� �...�..................._ ......�. e... .... ._. . ...�....�,,,,�. �.�..__,�.., n Education-List most recent experience first ti... ,� _. .. �....._......__� .�. ... Yes. N Institution/Location- Degree eamed/Major area"..."_..___.of"�study Graduated? —..�se.e...... _. ��-- ..,.m.......... ww w .... _. .._Yes No_.. .. lnstitution/Location Degree earned/Major area of study Graduated? _.. ......__ ... .. ,�w ..._ ..._ _..._ .... ....� No Yes Institution/Location Degree earned/Major area of study _w. Graduated? Charitable,Social and Civic Activities and Memberships-List major activities you have participated in during the last five years p Organization/Location Group's purpose/objects._..... m�.�anbars purpose/objective ..��� #of Brief description of your participation;, ......... ..... ... ......j �----- Organization/Location Group's purpose/objectivemembers� #of memb ers Brief description of your prwkic'ihr��tion:. 2 03/06/2018 E - 41 Questions Why are you interested in serving on this particular Board or Commission? r c ericnee do think would heli you in serving on this Board? m p Y P W lrat��t your background o rmml your t p p ion? What is our under-standing of the responsibilities of this articular Board or Commission? Please feel free to add any additional comments you wish to make regarding your application. .f Applit.�n"t�.�����' ✓ ..........,..,�,. Signature Date Submit Completed forms to: OFFICE OF THE CITY CLERK JENNIFER VENEKLASEN,CITY CLERK 360-417-4634 orjvenekla@cityofpa.us City of Port Angeles 321 E.5"Street Port Angeles,WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation,please contact the City Manager's Office at 417.4500 so appropriate arrangements can be made. 3 03/06/2018 E - 42 Victor Smith Parks Commission Applicant Supplemental Questions This Commission focuses on three areas: parks,recreation,and beautification.If you had to choose,which of these three areas would be the primary one in which your interests and experience would be aimed? Recreation. What is your favorite City of Port Angeles parks and recreation facility and why? Dream park/skate park. Think of a Port Angeles park you visit.What would.you do,or like to have done,to improve your experience?What do you love about this park? Francis Park. Expand on the memorial, awesome tribute I would like to see it expanded and or made more of a point of interest. 03/06/2018 E - 43 The City of Port Angeles w ,R�s,M l e It t n for oanrl e:nt t Bo rd Colrlrrr s on or nit ee d , Wu L j AN �w 6 ry i �n�N'�l Board,Commission or Committee to which you are seeking appointment ... ��°°���"� CZ.;1 C d w Applicant Name and General Information P P 9 R E S 1 First Ml Last R, ( A NG L C-L— rv_ ,.- . Address City State Zi E Home phone � �� 'wVorgc Phone Cell phone ......� E-mail address Certification and Location Information (circle one) Areyou employed by the City of Port Angeles?.................................................................................................._....................................................................,........Yes C , Are you a citizen of the United Statc%' _,,,.,.. . ......... ........m.,. , --------. Yes No Are you a Registered Voter?.... ... .. .. ............. No Are you a City resident?..,M.. ,. ,. mm ...,.. .., No a::s If so,how long: 4 ti 1 Do you own/manage a business in the City?.._..........................................................................................................._......................_............................._...................Yes I .. ... Do you hold any professional licenses,registrations or certificates in any field'?'..... ......... .,........................................ -Yes (No If so,please list: Are you aware of any conflict of interest which might arise by your service on the advisory board that you are applying for? If so,please explain: 03/06/2018 E - 44 Work or Professional Experience - List most recent experience first, 0 attach a resume � Employer Brief job description Employer Brief job description Employer Brief job description Education—List lmost recent experience first 5 ✓ N® K 1 \r 1 M+ t°a s 'No J � � ...............Vt.._._........ ... ........ -------....... >. �. S cS Institution/Location Degree eamed/Major area of Study Graduated? V le CAw . C ` k ass No Institutiond-ocation Degree earned/Major area of Study Graduated? C- c✓",-) ,,—�cs Institution/Location Degree eamed/Major area of Study Graduated? Charitable,Social and Civic Activities and Memberships—List major activities you have participated in during the last five years Organization/Location Group's puose/objective C-,> `1.� aea..a -.w— _.� Brief"tescrr xtion of your roartctpatior —_...._ —. —. . Organization/Locatiomi Group's purpose/objective Brief description of your participation: Submit completed forms to: Office of the City Clerk Jennifer Veneklasen City of Port Angeles 360417-4634 321 East 5'Street jvenekla@cityofpa.us Port Angeles,WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation, please contact the City Manager's Office at 360417-4500 so appropriate arrangements can be made. This document and all attached information is considered a public record and may be distributed to members of the City Council for appointment consideration. Additionally,it may become a part of a City Council packet. 03/06/2018 E - 45 PAUL E. FORREST P.O. BOX 2027 PORT ANGELES, WA 98362, USA E-MAIL: forrest47 h tmaiil.com; PHONE: OBJECTIVE: Short-term international assignments (two weeks to four months) in agricultural/agribusiness/ag finance project technical support, analysis, design, management and implementation, especially in the context of a market systems approach to value chain development. QUALIFICATIONS: Three times a COP and many times a Senior Agricultural Advisor, with more than 30 years' experience in Latin America, the Balkans, Central Asia, South Asia, Middle East & North Africa, Sub-Sahara Africa and domestically in all phases of agriculture, agribusiness and agricultural finance including: value chain identification, competitiveness analysis, and selection of growth interventions; crop production; out- grower and contract farming for supply chain expansion; supplying agro-inputs; postharvest handling, pre-cooling, cold and frozen storage, packaging and shipping; market system linkages between small- holder farmers, aggregators and support providers to stimulate market pull/demand on production; prod- uct development; MFI and commercial bank financing to SME and large-scale farming and agribusiness; agribusiness management; association creation and capacity building; public-private cost-sharing grants management; proactive collaboration with other donor projects, NGOs and host government; and, project design; implementation, management and evaluation. Complex working conditions have comprised con- flict-prone and post-conflict countries as well as emerging and transitioning economies. Highly organized with refined leadership, mentoring and administrative skills. Constant curiosity, abiding confidence and comfortably intrepid. HIGHLIGHTS OF ACHIEVEMENTS: Value chain analysis, selections, intervention designs and implementation in eight countries; adapted technology transfers to intensify crop production and productivity; promoted crop diversification to im- prove nutrition and household resilience to external shock risks; ensuring the inclusion of women and youth, established extension services, including use of the Farmer Field School methodology of lead farmers, for climate-resilient cropping systems; cost-efficient postharvest handling, processing, milling, dry storage and cold-chain infrastructure planning and construction; attaining HACCP certification for two food processors; strengthening a market information system; analyzing product market windows of op- portunity; forming producers' cooperatives and an exporters' association; analyzing and implementing liberalized export policies and streamlining the export process; stimulating MFI lending to agricultural and rural households; crafting and presenting agronomic and agribusiness workshops and short-courses to family farmers, extension agents and agribusiness professionals; turning around a fertilizer plant opera- tion from losses to profitability; and, conducting financial and cash-flow analysis of investments for input suppliers, family farms, vertically integrated fruit and vegetable agribusinesses, cold-chain and distribu- tion service providers, and value-added food processors. CROP EXPERIENCE: Vegetables, Pulses & Tubers: asparagus, artichokes, beans (fava, green/string and various dry), table beets, broccoli, cabbage, carrots, cassava, cauliflower, celery, cilantro, cucumbers, eggplant, ground- nuts/peanuts, lettuce (all types), parsley, peppers (all types), potatoes (Irish and sweet), radishes, spin- ach, squash, and tomatoes (greenhouse &field). Fruit: apples, apricots, blueberries, cantaloupe, cherries (sour& sweet), lemons, oranges, peaches, pears, plums/prunes, strawberries and grapes (table &wine). Nuts: filberts/hazelnuts, pistachios and walnuts. Agronomic: alfalfa, barley, corn/maize, grass for seed (annual & perennial), hops, millet, oats, rice (upland and paddy), sesame, sorghum (grain and malting) and wheat (soft white & hard red winter). EDUCATION: MS: Agronomy & Plant Genetics, 1986, University of Arizona, Tucson, Arizona BS: Crop Science, 1980, Oregon State University, Corvallis, Oregon BA: Economics, 1969, San Francisco State University, San Francisco, California 03/06/2018 E - 46 LANGUAGES: English— Native; Spanish—Fluent; German—Basic GEOGRAPHIC SETTINGS: Bangladesh Bosnia Dominican Republic Ecuador Egypt Germany Guatemala Jordan Kosovo Kazakhstan Kyrgyzstan Lesotho Macedonia Pakistan Peru Tajikistan Uganda USA Uzbekistan West Bank &Gaza PROFESSIONAL CAREER: CNFA(Jul—Aug 2017) Egypt STTA Business Advisor: Provided assistance to exporters of fresh and processed fruits and vegetables applying for large cost-sharing grants (up to $1M)to support value chain development targeting small- holder farmers in Upper Egypt. CNFA(Feb— Mar 2017) Pakistan STTA International Postharvest and Cold Chain Specialist: Assisted in organizing and preparing a trial shipment of mixed high-value off-season vegetables by refrigerated sea container and conducted assessments on the suitability of exporters' premises for cost-sharing grants in cold chain equipment Global Cold Chain Alliance (Jun -Aug 2016) Dominican Republic STTA Cold Chain Assessment Marketing Expert and Team Lead to USDA/Exporting Quality & Safety Project: Assessment of cold chain infrastructure and constraints for export and import of perish- ables ACDINOCA (Oct-Dec 2014) Kyrgyzstan STTA Value Chain Advisor to USAID/Agro Horizon Project: Crop and livestock value chain assess- ments, selection and proposed interventions for the Agro Horizon Project Global Cold Chain Alliance (Jul/Aug 2014) Ecuador& Peru STTA Cold Chain Advisory Services to USDA Emerging Markets Program: Assessment of cold and frozen chain infrastructure and constraints for imports of US perishables DAI (Jan-Mar 2014) Bangladesh STTA Value Chain Assessment&Work Plan Advisor to USAID/Agricultural Value Chain Project: Assisted in selecting food and non-food value chains and interventions to achieve Feed the Future (FtF) goals for improved food security IFDC (Subcontracted to Chemonics International, Inc.) (2011 -2013) Senior Agricultural Advisor: USAID/LDP Bishkek, Kyrgyzstan Analyzed, selected value chains and implemented public-private grants to 55 SME beneficiaries totaling $2.8M plus $770,000 in cost-sharing investments in the $27M Local Development Program (launched in 2010). Specialized technical support provided in the form of new equipment, marketing assistance, and in-house extension services for fruit & vegetable processors, cold storage facilities, grad- ing/sizing/packing lines, dried apricot handlers, kidney bean cleaners, livestock and fish feed mills, flour mills, and milk collection and cooling points, enabling outreach to 70,000 smallholder farmers-suppliers of raw materials to achieve a realistic projection of$54M in new sales over five years. Tetra Tech International Development(2009 -2011) Agriculture Unit Director: USAID/LEAD Project Kampala, Uganda Following analysis and selection, guided productivity, profitability and trade capacity competitiveness ini- tiatives in staple food crops, aquaculture and agro-inputs value chains in the $36M Livelihoods & Enter- prises for Agricultural Development project (launched in 2008). With an emphasis on women and youth, employed the Farmer Field School methodology of technology transfer to farmer-members of Producer Organizations, with outreach leveraged through $18M in cost-sharing grants to private sector SME. Tar- gets exceeded, including training 674,000 smallholder farmers, improving family nutrition and resilience 03/06/2018 E - 47 through crop diversification, increasing crop production by 1.1 M tons annually, creating 97,000 jobs and expanding exports by $1,149M over five years ACDI/VOCA (2008 -2009) Chief of Party: USAID/CAMFA II Project Bishkek, Kyrgyzstan Operating in Kazakhstan, Kyrgyzstan, Tajikistan and Uzbekistan, directed the $4.85M Central Asia Mi- cro-Finance Alliance, whose main activities were promoting innovative methodologies, including ICT, for MFI lending to rural and agricultural populations, creating synergies with value chain proces- sors/aggregators and marketing/distribution firms, and dissemination of best practices information. Pro- vided customized technical assistance through grants to four national micro-finance associations in Cen- tral Asia and 12 Kyrgyz MFIs. The project exceeded its targets of helping 190 MFIs in the region diversify their services and improve efficiencies, thereby impacting over 365,000 rural households and SME. Chemonics International, Inc. (2006 -2008) Senior Fruit& Vegetable Cluster Advisor: USAIDIKCBS Project Pristina, Kosovo Shifted F&V emphasis from crop production to postharvest handling and marketing in selected value chains in the $20M Kosovo Cluster& Business Support project (launched in 2005) using 10 cost-sharing grants for: manual and semi-automated grading/sizing/packing lines with improved packaging and label- ing for fresh produce to retailers, wholesale traders and food processors; construction or expansion of six enterprises' cooling, freezing and/or frozen storage facilities for specialty products in tandem with achiev- ing HACCP certification for two food processors. Stimulated the formation of two modern cooperatives and capacity building for 18 existing associations and SME. Expanded access to credit distributing accu- rate crop budgets for evaluating loan applications and training MFI and commercial bank loan officers in agricultural lending. Surpassing targets, efforts to enhance competitiveness of the domestic value chain led to creation of 1,100 new jobs and $13.2M in new sales, including new markets. Agland Investment Services, Inc. and Land O'Lakes (Jan/Feb 2006) Macedonia STTA Agribusiness Finance Advisor & Presenter to USAID/SQAAP Project: Presentations and site visits for"Growing Your Agribusiness" seminars, advocating business planning and strategies for attract- ing capital investments to food processors CARANA, Corp. (2005) Chief of Party: USAID/PAPA Project West Bank&Gaza Launched the $79M Palestinian Agribusiness Partnership Activity aimed at increasing employment through expansion of high-value exports, especially fresh vegetables, fresh herbs and olive oil, which were identified as value chains with the most competitive opportunities for domestic and regional mar- kets. Selected 10 cost-sharing grant investments providing $2.9M (adding to $13.2M in private invest- ment) for business expansions that impacted thousands of farmers and led to the creation of 1,200 new jobs and $14.9M annually in new exports. Drafted negotiating terms, conditions and pricing structure with James Wolfensohn for transfer of 12 packinghouses and 732 acres of greenhouses from Israeli settlers to the Palestinian Authority during the Gaza disengagement. Arranged technical support for opening Ra- fah Crossing between Gaza and Egypt. ARD, Inc. (now Tetra Tech) (2003—2005) Team Leader/Agricultural Marketing Specialist: USAID/LAMP Project Mostar, Bosnia Launched and directed branch office of $23M Linking Agricultural Markets to Producers project in value chain competitiveness identification, selection and productivity intensification in the fresh fruit and vege- table, fish and wine sectors. Integration of producer groups and wholesale traders was achieved through networking meetings, and regional and international study tours, leading to $2.7M in new local business deals. The effort was supported by 14 cost-sharing grants to value chain participants and the preparation of successful business plans for$2.6M in commercial bank loans to medium-size agribusinesses. 03/06/2018 E - 48 Santa Barbara Bank &Trust(1997 — 2003) VP/Agribusiness Loan Officer Santa Maria, California Authored bank's ag lending policies and procedures. Successfully served SME and middle market agri- business firms' needs for crop production lines of credit, equipment and working capital loans, and farm land loans in the vegetable, floral and wine industries with a $160M portfolio. Conducted financial and cash-flow analysis of investment projects, including industry risk analysis and sensitivity/stress testing. Provided bank-wide guidance for analyzing and structuring ag loans, and supervised restructuring and monitoring problem ag credits. Clients included family farms, value-added processors, cold-chain and distribution service providers, and vertically integrated firms conducting growing, harvesting, cooling, marketing and shipping with domestic and international sales. Average annual portfolio growth was $11.6M. Personal signing authority was $2M for collateralized loans and $1 M for unsecured loans. Bank of Salinas (1994— 1997) VP/Commercial Loan Officer Salinas, California Administered a commercial lending portfolio of$28M to over 100 SME and middle market agribusinesses firms and merchants in an independent, community bank providing distinguished, personal customer service. Found co-financing opportunities with other banks and venture capital participants. Clients in- cluded input suppliers, family farms, vegetable, floral and vineyard growers, harvesting service operators, value-added food processors, transportation brokers and vertically integrated agribusinesses. Agland Investment Services, Inc. (Jun/Jul 1996) Ecuador STTA Project Evaluator for IADB: Mid-project evaluation of Fundacion Esquel's Economic, Social and Community Development Program Price Waterhouse (Jun/Jul 1993) Ecuador STTA Agribusiness Valuation Advisor to USAID: Privatization evaluation of Emsemillas, a parastatal agronomic and horticultural crop seed production/distribution enterprise Sigma One Corp. (1992— 1993) Chief of Party: USAID/JAMD Project Amman, Jordan Oversaw all aspects of the on-going $19M Jordan Agricultural Marketing Development project (during 16 month leave from Wells Fargo Bank). In pre-selected value chains worked closely with private sector firms exporting fresh fruits and vegetables to Eastern Europe (by truck) and Western Europe (by airfreight)to penetrate new markets and improve quality of production, postharvest handling and packag- ing, including investments in infrastructure. Conducted analysis of product market window potentials. Strengthened market price/quantity public information system. Organized formation of Jordan Exporters & Producers Association of Fruits and Vegetables. Engineered project extension. Wells Fargo Bank, N.A. Salinas, California AVP/Commercial Loan Officer(1993— 1994) Managed a $54M portfolio to 26 firms with credit relationships of $700,000 to $7.11M in lines of credit, term & real estate loans and cash management services. Clients were mainly input suppliers and agri- business firms in the vegetable, floral and wine industries with annual sales of$4M to $42M. Agribusiness Analyst(1989—1992) Developed perspectives on the structure and trends of the California fresh vegetable, seed and wine in- dustries. Technical and financial analysis conducted of commercial clients' crop cultural practices, cash flow budgets, marketing arrangements and management performance to make recommendations on an- nual commitments of$165M. American Ag International, Inc. (1986—1989) Agronomist/Soils Specialist: USAID/LAPIS Project Maseru, Lesotho Established program of profitable student enterprise projects at Lesotho Agricultural College as part of the Lesotho Agricultural Production & Institutional Support Project: supervised projects, developed ac- counting system, authored manual of instruction and participated in small-scale infrastructure design and construction. Agronomy Department administrator. Lecturer in agribusiness, agronomy, soils and soil fer- 03/06/2018 E - 49 tility. Conducted vegetable variety demonstrations under small-scale sprinkler irrigation systems. Pre- sented agronomic/agribusiness workshops to family farmers and extension agents. Celanese Corp., Water Soluble Polymers Company Tucson, Arizona Market Development Specialist(1984— 1986) Created a new product outside traditional company markets using guar gum (a viscosity control polymer) as a soil conditioner for improving stand establishment for small-seeded vegetables in alkaline desert soils. Materialization succeeded by deductive flow from literature search to lab experiments to green- house flats to small plots to field trials. Regional Agronomist(1981 —1984) Processor contracting agent for 30,000 acres annually of guar beans (a modestly irrigated subtropical desert summer annual legume). Generated crop interest and acreage by forming a dealer network, initi- ating the writing/publishing of a technical newsletter, monitoring and participating in corporate-sponsored private and university agronomic research, conducting grower meetings/tours, revising state crop budg- ets, directing the production of planting seed, and harvesting crops within targeted tonnages. Cominco American, Inc. (1978—1981) Fertilizer Plant Manager Monmouth, Oregon Full profit & loss responsibility for a complete-service dry bulk, blend and liquid fertilizer and farm chemi- cal wholesale facility with custom application equipment services having annual sales of $880,000. Pro- fessionalism and maintenance were enhanced, accounts receivable reduced, cash flow strengthened, and the operation was turned around from losses to profitability. J.R. Simplot Co., Soilbuilders Div. (1977—1978) Fieldman Harrisburg, Oregon Worked with growers and value-added processors of vegetables, small grains and grass seed as agro- nomic tech rep for a fertilizer & ag chemicals dealer, adding new customers and increasing annual sales 30%. U.S. Army: SGT (1973 — 1976) Karlsruhe, Germany Supervisor of Maintenance Platoon in a Combat Engineer Bridge Company while also Repair Parts Clerk. Increased parts supply for rolling stock and construction equipment 250%, greatly reducing down- time. Peace Corps: Volunteer(1970— 1972) La Maquina, Guatemala Designed and conducted field plot trials of fertilizers, pesticides and seed varieties in tropical savannah lowlands and worked as an extension agent to smallholder farmers in an agrarian reform project. PERSONAL U.S. Citizen: Born in Portland, Oregon Married (Children Grown and Independent) 2000 Graduate of Western Agricultural Banking School College Teacher and Public Speaker on Agribusiness Management 03/06/2018 E - 50 CITY OF PORT ANGELES PARKS, RECREATION & BEAUTIFICATION COMMISSION MEMBER APPLICATION SUPPLEMENTAL QUESTIONS APPLICANT: Paul Forrest DATE: 4 Jan 2018 1. This Commission focuses on three areas: parks, recreation, and beautification. If you had to choose, which of these three areas would be the primary one in which your interests and experience would be aimed? My primary interest is in the parks themselves, their design/layout, equipment, infrastructure, and their current and future maintenance needs. While the use of the parks, the "recreation" aspect of the Commission's work is important, if the parks don't exist or are not well maintained, then there can be no usage. 2. What is your favorite City of Port Angeles parks and recreation facility and why? I love the Ericson Park "complex" because it offers such a huge variety of ways to recreate for people of all ages: Dreamland's climbing structures for little kids; the skateboard/BMX facility for young people who have better balance and bravery than I ever did; good tennis courts for the last of a dying breed; the wonderful new exercise area; and, open lawns for anything you like. 3. Think of a Port Angeles park you visit. What would you do, or like to have done, to improve your experience? What do you love about this park? I believe the City, along with the Port and FFA, should move forward converting Lincoln Park into far more usable spaces by removing nearly all of the Douglas fir trees and, in some places, replacing them with varieties of deciduous trees ranging from mature heights of 25' to 80', but not densely crowded together as is now the case. Most of Lincoln Park is dank and filled with thickets, only useful to feral cats and drug addicts, but it has the potential to become the premier park of the City. 03/06/2018 E - 51 r 1 . ApplicThe ation n for At oin meat o Board, Commission or Committee Warr JAN 3 2018 ( c. r N i:; Board,Commission or Committee to which you are seeking appointment: Parks, Recreation and Beautification Commission Applicant Name and General Information Matthew R Kirsch First MI Last 434 W 3rd St Port Angeles WA 98362 Address City State "Lip (360)490-6441 Home phone Work phone Cell phone chickenhawk911 @gmail.com E-mail address Certification and Location Information (circle one) Are you employed by the City of Port Angelcs? Are you a citizen of the United States .., __ _m....__..,_ m_ _,, ..,,.w... w........__....,.._ ._.Yes No Are you a Registered Voter? ....,.. u.... .... ..... _...n.... _... _. Yes No Are you a City resident?,,...... ......m....,- _ _... .. .. ..,___..... ._Yes No If so,how long. total of 25 yrs Do you own manage a business in the Ciity."...m_... ._,.......,,. __.. ....... . ... . ....._.., ....M.�, .,...� ..,.Yes No Do you hold any professional licenses,registrations or certificates in any field"''_.., Ycs No If so,please list:.�. Are you aware of any conflict of interest which might arise by your service on the advisory board that you are applying for? If so,please explain: None 03/06/2018 E - 52 Work or Professional Experience-List most recent experience first, or attach a resume State of Washington Employer DLR Licensing/ARU Supervisor Supervise foster home licensing and background clearance specialists in muliple loc. Brief job description State of Washington Employer Home Study Specialist Wrote home studies and licensed foster home for the State. Brief jab description US Courts Employer ......___..�_.... ..... .. .. ......_.....,.,..� .,mm�.. Administrative Supervisor Supervised courtroom deputies and court reporters for a large Federal District Court Brief job description Education—List most recent experience first Washington State University BA in Criminal Justice Yes o Institution/Location Degree earned/Major area of Study Graduated? Port Angeles High School Diploma 'e. o Institution/Location Degree earned/Major area of Study Graduated? Yes No ............................... .. _ m. .... .. .... ._._. ., ww Ww .._. Institution/Location Degree earned/Major area of Study Graduated? Charitable,Social and Civic Activities and Memberships—List major activities you have participated in during the last five years WSU Alumni Association Host alumni events Organization/Location Group's purpose/objective Deputy Area Director, helped arrange, plan and run meetings, events Brief description of your participation: Port Angeles Youth Soccer Soccer Organization Organization/Location Group's purpose/objective Coached youth soccer for many years in various communities Brief description of your participation: Submit completed forms to: Office of the City Clerk Jennifer Veneklasen City of Port Angeles 36041 74634 321 East 5"Street jvenekla@cityofpa.us Port Angeles,WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation, please contact the City Manager's Office at 360-417-4500 so appropriate arrangements can be made. This document and all attached information is considered a public record and may be distributed to members of the City Council for appointment considcration. Additionally,it may become a part of a City Council packet. 03/06/2018 E - 53 Parks Commission Supplemental Questions 1: This Commission focuses on three areas:parks, recreation,and beautification. If you had to choose, which of these three areas would be the primary one in which your interests and experience would be aimed? I would choose parks. I believe parks enhance recreation and beautification so by choosing parks,it is also including recreation and beautification. Parks are one of the things people look at when deciding to move to a particular area. The types of parks,the services in the parks,the uses the parks are designed for and the variety of locales for those parks. Parks enhance a person's appreciation of the area. The recreational opportunities available within the parks need to vary,so that all types of users can have their needs met. That makes the parks more attractive to a wider audience. Parks also beautify this city overall. So for those reasons I believe parks would be my personal choice. 2:What is your favorite City of Port Angeles parks and recreation facility and why? It's very difficult for me to select one park for this answer. Because I use multiple parks,depending upon the activity, I am partial to several. Lincoln park is a favorite of mine because I am a disc golfer. Any park that carries a part of the Olympic Discovery Trail is attractive to me due to my cycling activities. Erickson playfield because of the Dream Playground and the soccer fields where I volunteer as a soccer coach;the list goes on and on. But probably the one that carries the most significance to me is the park now known as 9/11 Memorial Waterfront Park(formerly known as Francis Street Park). I was a member of the Parks Commission when Francis Street park was proposed,designed and built. To be part of this Commission during that time and see that project though from beginning to end personalizes that park for me. Then,to have an opportunity to be on the Commission again,during the proposed renaming of the park,really brought it full circle for me. That park will always have a special meaning to me, now for more than one reason. 3: Think of a Port Angeles park you visit.What would you do, or like to have done,to improve your experience?What do you love about this park? For this question, I think I will select Lincoln park. I love the variety of uses this park provides,from disc golf,to picnicking,to fishing, BMX and youth sports. However,for a variety of reasons,this park is in need of attention. The older buildings in the park need attention,whether it be moving them or restoring them. The wooded areas are in need of work to reduce the propensity of transient populations to reside in them or conduct illegal activities in them. The aged tennis court area needs addressed. The roads are atrocious in that park. I think bringing together the vast variety of users for this park, as well as public input,would result in a community wide emphasis on updating this park. All of those things I look forward to addressing in a comprehensive plan for the park as a part of this Commission. 03/06/2018 E - 54 P99 NGELES WASH I N GTO N, U. S. A. ,,„ 0000000ii0000ii� CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: ABBI FOUNTAIN,HUMAN RESOURCES MANAGER SUBJECT: Civil Service Commission Appointment Summary: The Civil Service Commission currently has one of its three positions vacant. The City received one application during the recruitment process. The Police Chief, Fire Chief and Civil Service Chief Examiner (Human Resources Manager)reviewed the application and is asking the City Council to appoint Ms. Susan Steiner to the open commission position. Funding: N/A Recommendation: Staff recommends the City Council appoint Ms. Susan Steiner to fill the vacant Civil Service Commission position for the term of March 1, 2018 to February 28, 2022. Background/Analysis: Per Port Angeles municipal code Chapter 2.22— Civil Service System, the Civil Service Commission shall consist of three commissioner appointed by the City Council. A full-term of office on the commission is four years and starts on March 1st of the year the appointment is made. A commissioner can serve two consecutive terms. The Civil Service Chief Examiner(Human Resources Manager), Police Chief and Fire Chief reviewed the application and agree that Ms. Steiner has an education, employment history and experience that makes her well suited for the commission. Ms. Steiner obtained her Criminal Justice Bachelor's Degree in May of 2008 and has since been working with juveniles and adults in Clallam and Jefferson counties. Currently she is a Child Protective Services Investigator for the Washington State Department of Social and Health Services. Funding Overview: These positions are not compensated. Attachment: Susan Steiner application for Civil Service Commission 03/06/2018 E - 55 �� PORI+iheFr�s '. The City of Port Angeles Application for Appointment to Board, Commission or Committee Board, Commission or Committee to which you are seeking appointment: Applicant Name and General Information f( _ First NII Last r r lk City State Zip zl Home phone Work phone Cell phone A C f � C-C, , fir, E-mail address Certification and Location Information (circle one) Areyou employed by the City of Port Angeles?.................................................................................................................................................................................Yes Areyou a citizen of the United States?........................................................................................................................................................................................................ es No Areyou a Registered Voter?.................................................................................................................................................................................................................................y 'es No Are you a City resident?........................................................................................................................................................................................................................................... .. 'es` No If so,how long: _ ' '. +.>.. Do you own/manage a business in the City?.......................................... ............................Yes o Do you hold any professional licenses,registrations or--certificates in any field?............................................................................................. es r' No 0 If so,please list: - Are you aware of any conflict of interest which might arise by your service on the advisory board that you are applying for? If so,please explain: 03/06/2018 E - 56 Work or Professional Experience-List most recent experience first, or attach a resume J, I + cd Employer Jn Brief job description Employe t Brief job\,d6-s-cription Employer Brief job description Education-List most recep experience first kes,,.No Institution/Location i Degree earnedaior area of Stu YGraduated? rYes ;No , Institution/Location Degree-e6ed/Major ar of Study Graduated? J <71�1 Yes-Z L'n /�-) No-uAJ Institution/Location Degree earned/Major area of Study Graduated? Charitable, Social and Civic Activities and Memberships-List major activities you have participated in during the last five years o i, -Qrg�anizLationocation Group' purpose/objective ve : LL 'Y Brief descriptio J_n_)of-Tcy-a-r-!1Ci-F-iT tion:n: Organiz,ation/LocationGroup's purpose/objective - C �f r- Brief description of your participation: c-, Applicants Signature Date Submit completed forms to: Office of the City Clerk Jennifer Veneklasen City of Port Angeles 360-417-4634 321 East 5t"Street jvenekla@cityofpa.us Port Angeles, WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation, please contact the City Manager's Office at 360-417-4500 so appropriate arrangements can be made. This document and all attached information is considered a public record and may be distributed to members of the City Council for appointment consideration. Additionally,it may become a part of a City Council packet. 03/06/2018 E - 57 Susan K. Steiner 2707 So. Laurel Street Port Angeles,WA 98362 (360) 914-1778 Skst300@gmail.com Obiective To obtain a position with DSHS that is both challenging and rewarding in the field of child protection. Education 2014–2015 –Skagit Valley Community College–Accounting May, 2008: Criminal Justice Bachelor's Degree, Washington State University August 1994: Paralegal Certificate–Edmonds Community College December 1993:University Transfer Degree - Skagit Valley Community College Awards, Fellowships, Grants Arise Foundation—Scholastic Grant Soroptimist Foundation—Scholastic Award Best of the Northwest Management Award Success Begins with Me Management Award Positions Held 2017-Present: Social Service Specialist/CPS Investigator III Manage dependency cases with an emphasis on reunification while ensuring child safety, court reports, court appearances, monthly health and safety visits, etc. 2016–2017: Assistant State Auditor State Auditor's Office, Port Orchard, Washington Conduct independent financial, accountability or single audits of local governments, school districts,public utility district, hospitals, etc. 2015–2016: Investigator DSHS–Adult Protective Services, Port Angeles, Washington Investigate allegations of abuse, neglect or financial exploitation of vulnerable adults. 2010 - 2015: Social Worker III DSHS - Division of Children& Family Services, Port Angeles, Washington Oversee the progress of cases moving through the dependency process. Referrals, safety assessments, service coordination, write court reports,prepare for trial/testimony. 03/06/2018 E - 58 2008–2010: Family and Juvenile Court Improvement Plan Coordinator Jefferson and Clallam Counties, Washington State Overseeing the family and juvenile court process in an attempt to streamline dependency cases. As a private contractor, I was hired by the State of Washington, (Administrative Office of the Courts),to look into ways to bring Washington State into compliance with federal timelines regarding dependency proceedings that would move children out of the foster care system, and into forever homes, faster. 2007-2008: Assistant Manager(Supervised 24 employees) Navy Federal Credit Union—Oak Harbor, Washington Oversee the operations of a large branch of Navy Federal Credit Union. Hiring,terminations, employee counseling, evaluations, audits, compliance, all in-house investigations, member relations issues, training, staff event planning. 2004-2007: Manager(Supervised 6 employees) Wells Fargo Bank, Clinton, Washington Oversee the operations of a small branch of Wells Fargo after the acquisition of Pacific Northwest Bank. Training, goal setting, sales, lending, new accounts, staff mentoring, hiring, counseling, terminations, evaluations. 1999-2004: Various Positions, (teller, sales associate, licensed banker) Washington Mutual Bank, Freeland, Washington Teller duties coupled with new accounts, (CD's, checking, savings, loans, business accounts, etc.)followed by annuity sales,then mutual funds. Awarded for top sales each year. Presentations "Elephant Summit" - Training on how to work effectively with different personality types. "Ethics in Banking" - Training on ethical issues and how to "do the right thing". "Robbery"–Monthly training to ensure safety in the event of a branch robbery. Community Action Captain Joseph House Volunteer Crab Festival Volunteer Relay for Life–Fundraising Community Thrift–Volunteered as a cashier at the thrift store that supports senior services Choochokam–Annual South Whidbey arts and music event. 03/06/2018 E - 59 Susan K.Steiner February 23,2018 (360)914-1778 Civil Service Commission Supplemental Questionnaire 1) What is your understanding of why the Civil Service Commission exists? This Commission's duties involve resolving any issues regarding Civil Service employees, including, but not limited to: complaints, appeals, disciplinary actions, etc. It is a pseudo-human resources department, but the Commissioners are not city employees,whereby removing the conflict of interest. 2)Why are you interested in serving as a Civil Service Commissioner? I have lived in Port Angeles for almost nine years; 7.5 of that within the city limits, and have always wanted to get involved. When I saw the advertisement for the Civil Service Commission, I thought this would be a good fit. 3)What relatable experience will you bring to the position if selected to serve as a Civil Service Commission? I used to work for the City of Langley on Whidbey Island. As one of the Deputy Clerk Treasurers for the City, my duties included municipal court administration; utility tracking and billing; and serving as a member of the Civil Service Commission. Langley's Commission was primarily focused on the police department as they were not yet part of a guild. As a member of the Commission, I helped with the testing/interviewing process for the police department applicants. 03/06/2018 E - 60 A, N-GELES°fly »i� W A S H I N G T O N, U. S. A. CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: KEN DUBUC,FIRE CHIEF SUBJECT: Renewal of Response Agreement with Department of Natural Resources Summary: In 2008, the City Council approved an agreement with the Department of Natural Resources (DNR) for the provision of wildland firefighting services. DNR provides specially trained personnel and apparatus specifically designed for operations in wildland areas. The City has a considerable amount of land that is considered wildland and the City also borders large wildland tracts. For these reasons it is advantageous to have access to wildland firefighting capability. The current agreement with DNR expires in 2018 and is up for renewal. Funding: There are no costs associated with this agreement. Recommendation: Authorize the Fire Chief to sign the attached agreement with the Department of Natural Resources for the provision of wildland firefighting services Back2round/Analysis: Since 2008, the City of Port Angeles has had an agreement with the Department of Natural Resources (DNR) for the provision of wildland firefighting services. There are a number of large tracts of land within the City that are essentially wildland areas, and there are many areas of the City that border wildland areas. Extinguishing fires that occur in wildland areas can require specially trained personnel and specifically equipped apparatus. DNR has access to those resources and enters into agreements with jurisdictions for the use of those resources. The City benefits through access to these resources. DNR benefits by protecting lands that are adjacent to their jurisdiction. DNR also benefits from access to structural firefighting resources. Both agencies recognize that they have resources that can be mutually shared for the protection of life and property within their respective jurisdictions. The agreement, initially entered into in 2008, expires every five years and is up for renewal in 2018. The Fire Chief and the City Attorney's Office have both reviewed the agreement. Funding Overview: There are no costs associated with this appointment. 03/06/2018 E - 61 a'PAP WWASHPFeGG'6"ON STATE DEPARTMENT OF Natural Resources Pril,' Ga CaLT,aAM1AF'W. :rantpnrura+,a`,rcw•r aR 66�N fig LawN FORESTLAND RESPONSE AGREEMENT & FEDERAL GRANT AGREEMENT Agreement No. I'Ll,. This Agreement is entered into between the state of Washington, .Department ot'Natural Resources, Olympic Region, hereinafter referred to as DNR, and bort Angeles Fire Department, hereinafter referred to as District/Department. Authority: This Agreement is entered into by DNR under the authority of RCW 76.04.135, KW 76.04.610(3); by the district/Department under the authority ofRt'W 52.12.031, RCS/ 52.12.125 and. RC"W 35.21.010; and D'l'R and District/Department in conformity with R W 39,34,the Interlocal Cooperation.Act, In consideration of the terms, conditions and covenants contained herein, or attached and incorporated and made a part hereof, the Pat-ties mutually agree as follows: 1, Purpose: The purpose of this Agreement is to (1) provide for mutual assistance and cooperation in the control and suppression of forestland fire and therefore to contract for the District/Department to provide fire protection services to an area within the jurisdiction of DNR and located in, or adjacent to, the District/Department and to contract. for the DNR to assist in fire protection services on forestland within District/Department jurisdiction; (2)dispatch and pay for fire service resources outside the fire service Distriet/Department jurisdictional boundaries; and, (3) provide District/Department assistance by: the sub-Loan of all federal excess property by DNR under the Federal Property and Administrative Services Act of 1949, as amended (111. 94-519) and section 7 of the Cooperative Forestry Assistance Act of 1978 (111. 95-313); the transfer of. ownership of firefighting property by DNR under the Rural Fire Department gent 1:quipment Priority Act, 10 USC 2576b; the distribution of funds under section 10(b)(3) of the Cooperative Forestry Assistance Act as amended by the forest. Stewardship Act of 1990 (P.L. 101-624) for the Volunteer Fire Assistance Program; the distribution of funds under Department of the Interior and Related Agencies Appropriations Act (P.L. 106-291) for the Rural 1`ire Assistance Program; and, the distribution of funds under the State Fire District Assistance Program under RCS/` 76.04.61.0(3). . Scope: This Agreement pertains to forestland fire incidents within or adjacent to the District/Department boundaries and to resources ordered through the DNR region for dispatch outside of`District/Departrnerrt boundaries, to District/Department support. provided by DNR, and I"edend/State Grant Programs managed by DNR.. "forestland", as used in this Agreement, is as the terra is defined by RCS/ 76,04.005(9). 1 03/06/2018 E - 62 t i 3. Jurisdictional Responsibility: Within or adjacent to the District/Department's boundaries,the statutory jurisdictional responsibility for fire control on forestland varies. It may be: (1) Sole DNR Jurisdiction: Land subject to Forest Fire Protection Assessment and not within the boundaries of the District/Department. (Optional clause: If county assessor has segregated improved and unimproved land on county assessment rolls: Land subject to Forest Fire Protection Assessment and not subject to District/Department fire protection district levy.) (2) Sole District Jurisdiction: Land subject to District/Department fire protection district levy and not subject to Forest Fire Protection Assessment. (3) Joint Jurisdiction: Lands subject to Forest Fire Protection Assessment and within the boundaries of the District/Department. (Optional clause: If county assessor has segregated improved and unimproved land on county assessment rolls: Land subject to Forest Fire Protection Assessment and District/Department fire protection district levy.) 4. Fire Incident Response: (1) Sole DNR Jurisdiction: In the event of a fire emergency in a sole DNR jurisdiction area,the DNR will respond. The District/Department may respond to provide immediate control action,minimize fire loss,and thereby indirectly protect its own jurisdiction area. DNR may request response from the District/Department to gain timely initial attack and control action,or to supplement DNR resources. (2) Sole District/Department Jurisdiction: In the event of a fire emergency in a sole District/Department jurisdiction area,the District/Department will respond. DNR may respond to provide immediate control action,minimize fire loss,and thereby indirectly protect its own jurisdiction area. The District/Department may request that DNR provide supplemental resources for fire emergency operations and support. (3) Joint Jurisdiction: In the event of afire emergency in a joint jurisdiction area, both DNR and the District/Department will respond, subject to the availability of resources. 5. Off-Season Incidents: "Off-Season"as used in this Agreement is defined as the period from October 16 through June 15. These dates may be altered by mutual consent of the signatory parties. (1) Sole DNR Jurisdiction: The DNR will respond and conduct necessary fire suppression operations depending on the availability of resources and the threat to forestland. The DNR may request District/Department response,subject to availability,to provide additional suppression resources. 2 03/06/2018 E - 63 (2) Sole District/Department Jurisdiction: The District/Department will respond and conduct necessary fire suppression operations. The District/Department may request DNR response, subject to availability, for fire investigation or additional suppression resources. (3) Joint Jurisdiction: The District/Department will respond and conduct necessary fire suppression operations. DNR will respond depending on the availability of resources and the threat to forestland. 6. Command: (1) Sole DNR Jurisdiction Incidents: When the District/Department is the first arriving agency;the District/Department on-site initial responders shall establish command until released by a representative of DNR. (2) Sole District/Department Jurisdictional Incidents: When DNR is the first arriving agency; the DNR on-site initial responders shall establish command until released by a representative of the District/Department. (3) Joint Jurisdiction Incidents: The first arriving agency initial responders shall establish command and, upon the arrival of the other agency,unified command will be established and used for incident management. 7. Fire Control and Suppression: (1) Containment: "Containment"is defined as the achievement of an established control line which,under prevailing conditions,can be reasonably expected to check the spread of the fire to structures and forestlands,e.g.,cold trail,wet line, line to mineral soil,natural barriers, or combinations of these. As used herein, "under prevailing conditions"includes consideration of resources available for continued operations. "Containment time"will be determined by the incident commander or,if operating under unified command, by mutual agreement of unified command. (2) Contained Forest Land Fires: When containment of forestland fire is achieved, District/Department resources will be released from the incident for return to service and availability for initial alarm response/attack;provided,however,DNR may request that District/Department resources be retained to assist in incident MOP-UP. (3) Special Resources: "Special resources"include air resources,dozers and heavy equipment,or other resources deemed necessary to contain and control the fire. 3 03/06/2018 E - 64 1 (4) Ordering: Prior to the arrival of DNR at the incident,the initial attack incident commander may order special resources through DNR. That decision shall be documented and payment authorized (see Section 11 of this Agreement) by DNR prior to the mobilization of special resources. 8. Operations Guidelines: Representatives of the District/Department and DNR shall mutually develop operations guidelines that provide principles,direction and guidance for the conduct of fire control operations. The operations guidelines shall be reviewed at least annually,and revised as necessary to achieve cooperation and understanding. See Attachment A for Operating Guidelines, which is incorporated by reference herein. 9. Fire Investigation: The District/Department and DNR agree to protect the origin area of any fire to the best of its ability. Fires will be jointly investigated when an incident originated in a joint jurisdiction area. A DNR fire investigator may investigate fires originating on,spreading to or threatening land subject to Forest Fire Protection Assessment,i.e.,sole DNR or joint jurisdiction areas. 10. Costs: (1) Charges Not Required: The purpose of this Agreement is mutual assistance and cooperation in the control and suppression of fires(see Section 1),and in most instances resource costs will not be charged to the other party. However,there may be circumstances or conditions where the District/Department or DNR desires or is required to charge for resource costs(as described in Subsections(2),(3),and (4) below)and in such event the provisions of this Section 10 apply. (2) Sole DNR Jurisdiction: If the District/Department responds,DNR will pay for District/Department personnel and equipment costs as provided in Section 11. (3) Sole District/Department Jurisdiction: If DNR responds,the District/Department will pay for DNR personnel and equipment costs as provided in Section 11. (4) Joint Jurisdiction: (a) Initial Attack to Containment Time: Each Party will pay its own costs. (b) After Containment: After containment,DNR will pay District/Department personnel and equipment costs,which are requested by DNR for mop-up operations as provided in Section 11. 11. Cost Reimbursement Procedures: All provisions within this Agreement for reimbursement of costs are subject to the following conditions: (1) Notice: Prior to costs being incurred as allowed by this Agreement,notice of such expenditure must be given to the on-scene incident commander of the requesting agency prior to the expenditure or commitment of funds. 4 03/06/2018 E - 65 (2) Invoice: Any resource provider costs, which are to be billed,must be invoiced within sixty(60)business days of the last date of incurred expense for the incident. 12. Cost Reimbursement Rates: District/Department volunteer personnel will be reimbursed by DNR at the Washington-Oregon Interagency Firefighting Wage Rates as "Emergency Firefighters." Equipment costs shall be paid to the resource provider at the Washington-Oregon Interagency Fire Equipment Rental Rates("DNR Wage &Equipment Rates for Wildfire Resources")or as otherwise agreed to in writing by the respective authorized agency representatives. Career/permanent and seasonal personnel costs will be reimbursed to the resource provider at the resource provider's actual total cost. 13. Federal Excess Personal Property: Upon request from the District/Department,and subject to its compliance with the requirements imposed by law and this Agreement to administer,account for,use and dispose of FEPP,DNR will sub-loan FEPP to the District/Department on a most needed basis. See Attachment B -Federal Excess Personal Property,which is incorporated by reference herein. 14. Firefighter Property Program: Upon request from the District/Department, and subject to its compliance with the requirements imposed by law and this Agreement to administer,account for,use and dispose of Department of Defense(DOD)excess firefighting and firefighting support equipment acquired by DNR under the Firefighter Property Program(FFP),DNR will transfer such equipment to the District/Department on a most needed basis. See Attachment C-Firefighter Property Program,which is incorporated by reference herein. 15. Assistance Grants: Volunteer Fire Assistance(VFA)and Rural Fire Assistance(RFA)are Federal grant programs administered by DNR that provide funds for fire equipment,training, and initial fire department organization to fire departments serving small communities under 10,000 in population. Fire District Assistance(FIREDAC) is State funding for fire districts administered by DNR for the same purposes. Eligible District/Departments may apply for assistance grant projects each year,under the terms and conditions provided to District/Departments on the DNR Fire District Assistance website at www.dnr.wa.gov. If approved for funding,the District/Department must comply with all program requirements some of which are identified on the website and described in Attachment D —Assistance Grants,which is incorporated by reference herein. 16. Insurance: DNR is an agency of the state of Washington and is therefore self-insured under the State's Self-Insurance Liability Program. The District/Department shall,at all times during the term of this Agreement at its sole cost and expense,buy and maintain insurance of the types and amounts listed below. Failure to buy and maintain the required insurance may result in the termination of the Agreement at DNR's option. If the District/Department is self-insured,evidence of its status as self-insured may be 5 03/06/2018 E - 66 provided to DNR,and if deemed acceptable by DNR, shall satisfy the insurance requirements specified by this Section. The limits of insurance to be bought and maintained by the District/Department shall not be less than as follows: Minimum Coverage Requirements: These limits may not be sufficient to cover all liability losses and related claim settlement expenses. Purchase of these minimum limits of coverage does not relieve the District/Department from liability for losses and settlement expenses greater than these amounts. DNR shall not be charged for the cost for insurance coverage(s). District/Department is required to purchase insurance for a period of 36 months after completion of this Agreement. This requirement may be satisfied by the continuous purchase of an extended agreement. This requirement may be satisfied by the continuous purchase of an extended reporting period. During the term of the Agreement, District/Department must purchase and maintain the insurance coverage and limits specified below: (1) Commercial General Liability(CGL)Insurance. District/Department must purchase and maintain CGL on an Insurance Services Office(ISO)form CG 00 01 or equivalent form, covering liability arising from premises,operations, independent contractors,personal injury,products-completed operations,and liability assumed under an insured contract. Such insurance must be provided on an occurrence basis. If insurance is written on a"claims made"basis,the policy shall provide full coverage for prior acts or include a retroactive date that precedes the effective date of this Agreement. Insurance must include liability coverage with limits not less than those specified below: Description Dollar Amount General Aggregate Limit $2,000,000 (Other than products-completed operations) Each Occurrence Limit $2,000,000 (2) Business Auto Policy(BAP)Insurance: If activities pursuant to this Agreement involve the use of vehicles,to include FEPP vehicles,the District/Department must purchase and maintain a BAP on an Insurance Services Office(ISO)form CA 00 01 or equivalent form. If insurance is written on a"claims made"basis,the policy shall provide full coverage for prior acts or include a retroactive date that precedes the effective date of this Agreement. The Description of Covered Autos must include one or more of the following: A. "Any Auto"(Symbol 1). B. If District/Department-owned personal vehicles are used,the BAP must cover "Owned Autos Only"(Symbol 2) C. If District/Department hires autos, the BAP must cover"Hired Autos Only" (Symbol 8) 6 03/06/2018 E - 67 D. If District/Department employee's vehicles are used, the BAP must cover "Non-Owned Autos Only"(Symbol 9) Such insurance must be provided on an occurrence basis. The BAP insurance must include liability coverage with limits not less than those specified below. The District/Department is responsible for any deductible. Description Each Accident Bodily Injury and Property Damage $1,000,000 (3) Workers Compensation Insurance: The District/Department shall comply with all state of Washington workers compensation statutes and regulations. Coverage shall be provided for all employees and volunteers of the District/Department and shall include bodily injury(including death)that arises out of or in connection with the performance of this Agreement. 17. Service Limitations.The responses and fire suppression services provided for under this Agreement are intended to be rendered on the same basis as such services are rendered to other areas within the District/Department or DNR jurisdictions and neither party assumes liability for failure to provide services by reason of any circumstances beyond the party's control. In the event of simultaneous fires or medical aid calls within the areas covered by this Agreement whereby facilities of either party are taxed beyond the party's ability to render equal protection,the officers and agents of the party shall have sole discretion as to which call shall be answered first. The responding party shall have sole discretion to determine the manner and method of responding to and handling emergencies under this Agreement consistent with the Command Section 6 of this Agreement. 18. Benefits. This agreement is entered into for the benefit of the parties to this agreement only and shall confer no benefits,direct or implied,on any third persons. 19. Renegotiation and Modification: The terns and conditions of this Agreement may be renegotiated at the request of either Party between January 1 and March 1 of any year. Any modification or amendment of this Agreement must be in writing and must be signed by duly authorized agents of the Parties. 20. Assignment and Delegation: This Agreement,or any right or interest therein,may not be assigned or otherwise transferred by either Party without the prior written consent of the other Party. Any attempted assignment shall be void unless made in strict conformity with this section. Either Party may perform its duty through a delegate or agent,but shall not be thereby relieved of any duty to perform or any liability for breach of this Agreement. 21. Remedies: Any remedy exercised by either Party shall not be deemed exclusive and either Party may pursue any and all other remedies available to it under the law. 7 03/06/2018 E - 68 22. Compliance with Laws: Parties shall comply with all applicable federal and state laws, rules and regulations that govern each component of this Agreement. 23. Non—Waiver: Waiver by either Party of strict performance of any provision of this Agreement shall not act as a waiver of the right of the other Party to require future strict performance of the same provision or any other provision. 24. Interpretation and Venue: This Agreement shall be construed and interpreted in accordance with the laws of the state of Washington. The venue of any action brought under this Agreement shall be in the Superior Court of Thurston County. 25. Severability: If any provision of this Agreement is held to be invalid,such invalidity shall not affect the other provisions of this Agreement that can be given effect without the invalid provision(s),and to this end the provisions of this Agreement are declared severable. 26. Termination: This Agreement may be terminated by either Party by the provision of ninety(90)days written notice,provided that neither Party may terminate this Agreement at any time between April 15 and October 15 of any year due to the fire danger during this period. 27. Term of Agreement: This Agreement shall be effective from the date of the last signature for a term of five years unless otherwise terminated in accordance with the terms of this Agreement. 8 03/06/2018 E - 69 28. Agreement Managers: The Agreement Manager for the District/Department is (Name)—amu hue* . (Title) Fta- C.K p-F (Telephone) 3(go • HIT 4(663 The Agreement Manager for the DNR is (Name) J �.SltCk- (Title) f7 tyL -b okyick jb6LwA!z e tr (Telephone) 00 This Agreement supersedes all previous agreements. Signatures: FIRE PROTECTION DISTRICT/DEPAARTTMENT Dated Mwew9bm t$ .2013 By 1 Title Fi,z QA«r Address M e Ver-Rte %wy ANsKLEs. UJA 4 8 36Z STATE OF WASHINGTON DEPARTMENT OF NATURAL RESOURCES Dated jQC'l w-6-Y- .20 13 By cw. - Title h j'UtGIMc}L�tKt+ •v= y _;�t b�. T Address 'f// %rl�•C,rcr.ti.�'• erl..� w►3 933/ Approved as to Form by Michael Rollinger Assistant Attorney General State of Washington,January 25, 2010 9 03/06/2018 E - 70 Attachment A Operations Guidelines Forestland Response Agreement Dispatch and Payment for Fire Service Resources outside the Fire Service District/Department Jurisdictional Boundaries Department of Natural Resources(DNR)agrees to dispatch paid Fire Service District/Department resources to incidents outside of the Fire Service Districts/Departments' jurisdictional boundaries as needed to meet DNR's responsibilities and as approved by the Fire Service District/Department. Participation by a Fire Service District/Department in wildfire assignments outside its jurisdiction is voluntary and separate from involvement in State Fire Mobilization. This agreement extends to: ■ Washington Fire Service(WFS)paid members who participate on the Washington Interagency Incident Management Teams(WIIMT)(member/alternate pool/trainee)or Washington State Prevention Teams dispatched through DNR. ■ Members of WIIMT/Prevention Teams(includes alternate pool and trainees)who are Fire Service volunteers will need to enter into a separate individual agreement with DNR. • Two options are covered under this agreement at the following rates: ❑ Interagency Wage&Equipment Rates,or ❑ If paid by Fire District, Special Rates to include: • Wildland Firefighter I, Firefighter II,and Truck Drivers$ • Single Resource Boss$ ■ WFS members qualified as task force/strike team leaders or above; ■ WFS Engines and other equipment as ordered through the DNR Region. The Fire Service District/Department agrees: 1) All personnel dispatched outside of their jurisdictional boundaries will have a valid Incident Qualification Card(red card) stating current qualifications; and will adhere to qualifications and standards described in PMS 310-1; 2) To provide a copy of the Master IQS Record for each participating employee(needed for ROSS statusing); 3) Keep equipment and personnel status current in the Resource Ordering Status System (ROSS)by selecting option a. or b. as the preferred option. (Check one): a. ❑ DNR Region will give Web-Status rights—login and password-to your fire District/Department to enable you to Web-Status your employees. You can decide which employees to share the login and password with;update status as necessary. 10 03/06/2018 E - 71 b. ❑ DNR Region will status your employees. For this option,you would need to provide DNR Region Dispatch with the status of your employees every Monday by 1200 hours. Dispatch would then update their status in ROSS for that week (0800 Tuesday to 0800 Tuesday). 4) Notify DNR Region of any changes in status of personnel/equipment, i.e.; dispatched/demob under State Fire Mobilization, demob& ETA home from incidents dispatched thru DNR,etc. 5) All personnel and equipment dispatched will be paid by the Fire Service District/Department;(except WIIMT members who are volunteers will follow payment procedures outlined in their individual agreement); 6) Invoice for overhead personnel will include: a. Original Emergency Fire Time Report(OF-288); hourly wage rate(regular and OT)for personnel hours on the OF-288; other travel costs(meals, lodging not provided by the incident)must be documented with receipts. b. Original shift ticket documenting mileage to/from incident as well as mileage incurred on the incident signed by the incident supervisor. c. Copy of Resource Order card. 7) Invoice for equipment(engines/tenders)will include Original Emergency Equipment Rental Form(OF-286)and shift tickets. The DNR Region agrees: 1) To assist the Fire Service District/Department with ROSS statusing; 2) Maintain IQS records for Fire Service District/Department personnel with wildland fire qualifications,if red carded through the DNR; 3) Not to transfer dispatched equipment and/or personnel from one incident to another without prior approval of the Fire Service District/Department; 4) Reimburse the Fire Service District/Department within 30 days of invoice receipt and documentation as required in Item 6 above; 5) Reimburse the Fire Service District/Department at the Total Cost of Compensation Rate for personnel; (except WIIMT members who are volunteers will be paid as outlined in their individual agreement); 6) Reimburse the Fire Service District/Department at the DNR Interagency Wage and Equipment Rate for equipment; 7) Reimburse the Fire Service District/Department personnel travel mileage at the current State mileage rate; (except WIIMT members who are volunteers will be paid as outlined in their individual agreement). 11 03/06/2018 E - 72 Attachment B FEDERAL EXCESS PERSONAL PROPERTY Equipment Acquisition: The District/Department is required to identify its needs by completing an Equipment Needs Request, in the form provided by DNR Resource Protection Division (hereinafter referred to as DNR), and submitting the request to DNR no later than the end of January of each year. DNR will acquire Federal Excess Personal Property(FEPP) suitable for conversion into firefighting or fire prevention apparatus. Equipment will be made available for loan to eligible fire districts and departments with priority based on the greatest need. Equipment will be made available"as is,"with no disclosure or warranty as to implied condition. 1) Ownership of all non-consumable FEPP shall remain the property of the U.S. Forest Service. 2) All FEPP must be used for firefighting and fire prevention activities. Personal use of FEPP for purposes not directly associated with normal responsibilities of the District/Department is prohibited. Identification: DNR will identify all non-consumable FEPP with a metal program identification tag with an inventory tracking number. Equipment Use,Refurbishment,and Maintenance Requirements: 1) The District/Department agrees to accept FEPP in"as is"condition,and to refurbish, equip,repair, and maintain it at no cost to DNR. Equipment must be put into service within one year of acceptance. The District/Department may receive an extension of the one-year time limit for good cause upon written request to DNR prior to the one-year anniversary date. If equipment is not put into service within one year and the District/Department does not receive written approval from DNR for an extension, DNR will notify the District/Department of an"in service"violation and immediately reallocate or dispose of the item. 2) All vehicles and trailers must be registered and licensed by the District/Department through the Washington Department of Licensing, and copies provided to DNR. 3) All military or governmental exterior logos, insignias,and identification numbers removed by the District/Department prior to placing the unit in service. 4) Equipment will be painted with each fire District/Department standard color when existing paint is badly deteriorated, faded,peeling, or the original paint is camouflage or olive drab. 5) Cannibalization. It is permissible to strip components from one or more pieces of equipment to create a usable apparatus subject to written approval of the USDA Forest Service through DNR. The process to strip and dispose of excess components must be completed within one year of written approval to cannibalize. The District/Department 12 03/06/2018 E - 73 will notify DNR immediately after cannibalization is complete.DNR will dispose of remaining components through the US Forest Service, and General Services Administration(GSA). In case of loss,theft,damaged,destroyed,or vandalized property,the District/Department is required to notify DNR within 48 hours of occurrence. Upon notification,DNR will submit appropriate documents to the District/Department for documentation,and to the US Forest Service for appropriate action. Property Disposal: The District/Department agrees to report,in a timely manner, all inoperable, cannibalized,not in use,or seldom used FEPP to DNR for reallocation or disposal. DNR will conduct reallocation or disposal activities at the District/Department's facility.The District/Department agrees to facilitate all required activities and to obtain signed documents to complete the reallocation or disposal process. Property Inventory/Audit: Upon request by DNR,the District/Department agrees to make FEPP items available for the purpose of conducting a physical inventory and to facilitate a program review. The District/Department shall provide access to and the right to examine all records,books,papers, or documents relating to the FEPP to facilitate a State or Federal audit. The District/Department is required to maintain property records for a minimum of five years after acquisition of all non-consumable FEPP (i.e.,registration, insurance, final disposal). 13 03/06/2018 E - 74 Attachment C FIREFIGHTER PROPERTY PROGRAM Equipment Acquisition: DNR Resource Protection Division(hereinafter referred to as DNR) will provide program information,equipment applications and notification of available equipment to all eligible districts. The District/Department is required to identify its Fire Fighter Property Program (FFP)needs by completing an Equipment Needs Request, in the form provided by DNR,and submitting the request to DNR no later than the end of January and June of each year. DNR will acquire and transfer ownership of FFP equipment suitable for use in providing fire suppression to be used in direct support of firefighting,a firefighting apparatus,or emergency services. Equipment will be made available on a priority basis to District/Departments,which have been determined by DNR to have the greatest need. Equipment will be made available"as is"with no disclosure or warranty as to implied condition. Title and Ownership: (1)Title to all non-consumable equipment not requiring demilitarization will be passed to the District/Department at the time the equipment is received by the District. The District/Department is responsible to register and transfer title to the vehicle in the name of the District/Department in accordance with state law. (2) Ownership of equipment with military demilitarization codes, C,D,and F,will not be transferred to the District/Department. Ownership of those items shall remain with the US Forest Service. Equipment Use: (1) All FFP equipment shall be refurbished,and put into service for firefighting, direct support of firefighting or emergency services programs within one year of acquisition. The District/Department may receive an extension of the one-year time limit for good cause upon written request to DNR prior to the one-year anniversary date of acquisition. District/Departments not meeting this requirement may be suspended from the program. (2) Within one year after acquisition,DNR will request proof the vehicle is in service. (3) Personal use of FFP equipment for purposes not directly associated with the normal responsibilities of the District/Department is prohibited. (4) Cannibalization of FFP equipment is prohibited. (5) All military or governmental exterior logos,insignias, and identification numbers must be removed by the District/Department prior to putting the unit into service. Inventory Disposal Demilitarization Items: FFP items identified by DOD as requiring demilitarization(DEMIL codes C, D, F)will be tracked and inventoried in the US Forest Service 14 03/06/2018 E - 75 Federal Excess Property Management Information system until final disposition. The District/Department is required to return those items to the nearest DOD Defense Reutilization Marketing Office DEMIL site. If a DOD DEMIL site is not close,the District/Department may be allowed to demilitarize the item on site,through crushing, mutilation,cutting,and to make the item unusable for its original intended use.The USDA Forest Service and DNR will coordinate demilitarization activities,through the Distribution Reutilization Policy Director at the Defense Logistics Agency. Records: The District/Department agrees to provide access to and the right to examine all equipment, records, books, papers or documents for all equipment transferred under the FFP to the US Forest Service, DNR, DOD Office of Inspector General, the Comptroller General of the United States or his authorized representative, and the USDA, including its Office of Inspector General, or authorized representatives. The District/Department is required to maintain property records for a minimum of five years after acquisition of all non-consumable FFP property (i.e. registration, insurance,final disposal). 15 03/06/2018 E - 76 i Attachment D ASSISTANCE GRANTS Key Qualifying Guidelines: Funding and priorities for VFA,RFA,and FIREDAC vary from year to year. DNR Resource Protection Division(hereinafter referred to as DNR) will provide adequate notification to all eligible Districts/Departments of program requirements and eligibility criteria. Priorities will be updated every year and provided to all Districts/Departments through the internet. The Wildland Fire Assistance Grants are open to all Districts/Departments that currently provide wildland fire response to private,state,or federal land ownerships and serve communities LESS than 10,000 residents. Districts/Departments serving communities over 10,000 residents may qualify if their service area includes a rural area or rural community of under 10,000 in population. The Wildland Fire Assistance Grants are offered in two phases annually,subject to funding availability. Phase I—Personal protective equipment can be acquired from the first Monday of March until the last Friday in April. Find the latest prices and offerings in the Phase I Personal Protection Equipment(PPE) Shopping Cart. Phase II—General Equipment Grant Program is open from the first Monday in September until the last Friday in October. Each district may apply for one phase I and one phase II project per year. Fire Eguipment This category includes equipment suitable for wildland fire use. Fire Equipment includes portable pumps, slip in pump packages,water tanks—vehicle and portatanks,chainsaws and all hand tools,hose,hose fittings and related equipment not available during Phase I,communication systems,vehicle and hand- held pagers. Fire Prevention Includes the development and implementation of Fire Prevention Education Programs, including Firewise Workshops or Prevention planning, including GIS planning projects. Vehicle Acquisition/Refurbishment Includes funding for transport and refurbishment of vehicles obtained through the FFP to a wildland engine,or tender. Trainin Includes the development and implementation of programs designed for training in structural,grass or wildland fire suppression,including instructors,facility rental and industrial materials. 16 03/06/2018 E - 77 `r Communications Includes the development of single or multi-district communications systems and radios,including vehicle,hand-held base stations and repeaters. Dry Hydrant Includes planning,construction and operational use of a dry hydrant system. Ineligible Projects or Items under Grant Program: • Major expenditures such as building construction or new fire apparatus • Land acquisition or building repairs • Rural Emergency Medical Service programs • Waterline construction and hydrants • Structural fire engines, ladder trucks,and structure PPE. • Wellness programs Other Requirements • All grant programs are reimbursable grants. The grantee must purchase the requested equipment or training and apply to DNR for reimbursement. • The grantee must complete the project within one year following the grant award. District Matching Share The District/Department matching share for each grant is as follows: VIA-50% RFA- 10% FIREDAC-25% All grant matching share may include in-kind services or materials if prior approval of DNR is obtained and acceptable proof of costs are submitted. Donated labor will be reimbursed at the per hour rate of a Firefighter 2 as listed in the current Washington State Fire Services Resource Mobilization Plan prepared by the office of the Washington State Fire Marshal. Value of property acquired under other Federal programs may not be included in projects. Proof of costs must include receipts,lists of hours worked with rate per hour,or other statements showing local efforts in the program. Project Duration The approved project will be completed and all payments processed within one year of DNR approval. An extension of time for project completion may be allowed upon prior written approval of DNR. Project Costs and Reimbursement Only project costs incurred after approval of the grant by DNR will be eligible for reimbursement. 17 03/06/2018 E - 78 h The DNR will pay to the District/Department matching costs as they are incurred, upon receipt of invoices,evidence of completion of the service or delivery of the equipment items,and evidence that the District/Department's share of cost has been paid. The DNR may, in its sole discretion,terminate this agreement, or withhold disbursements claimed by the District/Department if the District/Department fails to satisfactorily comply with any tern or condition of this Agreement or if the source for the grant funding is no longer available. Compliance 1) District/Department will comply with all appropriate state and federal laws, rules and regulations. District/Department will retain fiscal records pertaining to this award for at least three years after the final grant payment or any dispute resolution. 2) Federal grants require the District/Department to maintain equipment accountability records for equipment items purchased over$5,000 in value. Such items must be identified as property acquired under the Cooperative Forestry Assistance Act and Federal approval secured prior to future disposition. District/Department will comply with Federal regulations relating to equipment and supplies acquired by state and local governments(7CFR 3016.32: Equipment). Federal Subcontract When the DNR is passing federal funds to the District/Department,the District/Department will be considered a"sub-recipient." Sub-recipient shall: 1) Adhere to the federal Office of Management&Budget guidelines and to other applicable federal and state regulations. 2) Have audits made in accordance with Office of Management and Budget(OMB) Circular A-133 revised June 2003 and effective December 31,2003 if the sub-recipient receives federal assistance, in total from all sources, of$500,000 or more. The sub- recipient must: a. Forward a copy of the Data Collection Form as required in OMB circular A-133 within 30 days after completion of the Federal Single Audit to the DNR. b. If the audit reveals findings and questioned costs relating to Federal awards passed through from DNR, forward a copy of the State Auditor's audit,along with the sub-recipient response and the final corrective action plan as approved by the State Auditor's Office to the DNR within nine months after the end of the audit period. 3) Provide access to grant/financial records for inspection by the DNR or by any duly authorized audit representative of the state of Washington for a period of at least three years after the final grant payment or any dispute resolution. 18 03/06/2018 E - 79 r4rr " Ot15, � . 0 WI L DF Vllll ° w 6E�i FEDERAL (RANT AGItEl:MENT Amendment No. I to Forest _,and Responses Agreement & Federal (Yrant Agreement No. 14-163 1'C.JRI'OSE: fo anrend the forest Land Response Agreement & federal Grant Agreement between the State of Washington. Department ofNatural Resources and City of Port��rt�r The Agreement, is am ncled as follows: 'I"erm ol°A rrarament: This amendment shall extend the term (A'a reenient to be et`ectivu fron) the final signature~ (late ofthis amendment and end on May 4, 2019. ALL CTI IF'R Tl:RMS AND CONDITIONS of'the original l orest ],and R sponse Agreement & 1,"ederal (::grant A reen:ient r:in(] any stibsequent ranaerrclments remain in fall force. Dated: 20BY: �fJ,dF kddYd"(," T i l l e: .... ., ..mm._....., ST l'l OF WASHINC.i°1TON Title: --. Address: 03/06/2018 E - 80 • FONGELES A/lull//Oa A, W A S H I N G T O N, U. S. A. ,.._ WIN vuuu ,n�Vllllllllllllllllllllllf� CITY COUNCIL MEMO DATE: March 06, 2018 To: City Council FROM: CRAIG FULTON,P.E.,DIRECTOR OF PUBLIC WORKS&UTILITIES SUBJECT: Utility Advisory Committee (UAC)/Appointments Summary: The Utility Advisory Committee (UAC)has two Community and one Industrial Transmission representative positons which will expire and are in need of filling. Applications were solicited for the both the Community representatives and the Industrial Transmission representative. The City received five applications for the Community positions, those applications were reviewed by the Utility Advisory Committee on February 13th and 22nd 2018. The UAC recommended the positions be filled by the incumbents. The City did not receive any applications for the Industrial Transmission Representative position; the current candidate agreed to serve another term. Funding: This is a volunteer position without pay-N/A Recommendation: Appoint O. Mattias Jarvegren and William Atkinson as the Citizen-At- Large Representatives and Robert Feller as the Industrial Transmission Representative to the Utility Advisory. Background/Analysis: PANIC 2.68.030(C)(1) states "A full term of office shall be for four years." The Utility Advisory Committee's community representatives O. Mattias Jarvegren and William Atkinson, as well as the Industrial Transmission representative, Robert Feller, have four-year terms that end on February 28, 2018. The Industrial Transmission position is appointed by the only city Industrial Transmission customer; and Mr. Feller has indicated he wishes to serve an additional four-year term. The City Manager's office sought applicants for the two open Citizen-At-Large Representative 03/06/2018 E - 81 positions. Five applications were received. In accordance with the City Council Rules of Procedure, the Utility Advisory Committee reviewed the applications in open session during the UAC meetings on February 13th and 22nd, 2018. The UAC noted that all applicants were qualified. The Utility Advisory Committee recommends the City Council appoint O. Mattias Jarvegren and William Atkinson as the Citizen-At-Large Representatives and Robert Feller as the Industrial Transmission Representative to fill the next four-year term. Funding Overview: PAMC 2.68.030(B)5 states "Members shall serve without pay," 03/06/2018 E - 82 'Applicant Name and General Information William A Atkinson First MI Last 1702 West 4th Home Street Address Port Angeles WA 08363 City State Zip 360 457 1215 NA Home phone Work phone Cell phone ussvi inia03-uac aho a.cor 1 E-mail address Date of Birth (to be completed only by applicants for Public Safety Advisory Board for purposes of criminal history check to ensure compliance with Port Angeles Municipal Code 2.26.020) Certification and Location Information (circle one) Are you employed by the City of Port Angeles? No Are you a citizen of the United States? Yes Are you a Registered Voter? Yes Are you a City resident? Yes If so, how long_,,----.1 Oyrs Do you own/manage a business in the City? No Do you hold any professional licenses, registrations or certificates in any field? No If so, please list: z 03/06/2018 E - 83 Are you aware of any conflict of interest which might arise by your service on a City Board or Commission? If so, please explain: None Work �r Professional xafteriece - List most recent experience first, or attach a resume L3 Corporation Program Manager '95 004 Employer Title From (M/Y) To (M/Y) Power Conversion Systems Design, Development, Production, Installation and Field Support Brief job description GTE Government Systems Program Manager 191 195 Employer Title From (MN) To (M/Y) Weather Systems Design, Development, Production, Installation and Field Support_ Brief job description Teledyne Controls Corporation Employer From (M/Y) To (MN) Vice President and Chief Engineer,,-....._ Brief job description Eu cav o rim List most recent experience first St Louis University BSEE Yes Institution/Location Degree earned/Major area of study Graduated? UCLA MA Technical Management Yes Institution/Location Degree earned/Major area of study Graduated? Charitable,iitable, Social and Civic Activities and Memberships ' List major activities you have participated in during the last five years PA Senior Center Current Events Awareness 25-30 Organization/Location Group's purpose/objective #of members Brief description of your participation; Research and reporting of current events in technology and politics North Olympic Sail and power S uadron Boating Education 150+ Organization/Location Group's purpose/objective #of members Brief description of your participation: 3 03/06/2018 E - 84 ueso' s Why are you interested in serving on this particular Board or Committee? _I think my Technical Contracting Experience can help with experiences like Smart Meters,Wind Turbines, and other unfortunate delays, overruns and misunderstandings. What in your background or experience do you think would help you in serving on this Board? Electrical Systems education and 46 years of experience in design, development, manufacturing, installation, support and contracting in a fixed price and fixed price incentive environments. What is your understanding of the responsibilities of this particular Board or Committee? _Provide community feedback to city utility staff and review plans for recommendation to the City Council. Please feel free to add any additional comments you wish to make regarding your application. It has been my pleasure to make some small contribution to the UAC both as a member and recent chairman. I commit to the necessary time to inform myself on the issues and solicit community feedback. I look forward to further participation at the pleasure of the Port Angeles City and Council. 01302018 Applicant Sinare Date Submit completed forms to. OFFICE OF THE CITY CLERK JENNIFER VENEKLASEN, CITY CLERK 360-417-4634 or 'venela cit of a.us City of Port Angeles 321 E. 51 Street PO Box 1150 Port Angeles, WA 98362 5 03/06/2018 E - 85 Questions for UAC Candidates 1. Tell us about yourself—why is it a good idea for us to have you sit on the Utility Advisory Committee?What useful experience, knowledge, or perspective do you bring? Degree in Electrical Engineering. Been working in electrical engineering since 1960's. A lot of experience in project management. Has worked on other committees(12-13 members). Will ask the hard questions. Rules®ulations that drive to conclusions. Bring concerns&carry messages. 2. In addition to monthly Tuesday afternoon meetings, the UAC sometimes has site visits or joint evening meetings with the City Council. The overall commitment for meetings and preparation, etc. can sometimes be substantive. Do you have the time and flexibility to make this commitment? Yes. 03/06/2018 E - 86 PPR � L " . WAS H I N GTO N, U. S. A. APPLICATION FOR APPOINTMENT TO BOARD, COMMISSION OR COMMITTEE Board, Commission or Committee to which you are seeking appointment: Applicant Name and General Information O. Mattias Jdrve2ren First MI Last 1625 W 8t' St Home Street Address Port Angeles_.......................... WA ..._....--- _._ __...._. 98362 City ...�. .._.. ...........�_.._. . State Zip 360,809.3304 360.565.3263 Home phone Work phone Cell phone Mattias Jae en.net_,,,,,,,,,,,,,,,,, .... E-mail address April. 14 1974 Date of Birth (to be completed only by applicants for Public Safety Advisory Board for purposes of criminal history check to ensure compliance with Port Angeles Municipal Code 2.26.020) Certification and Location Information (circle one) Are you employed by the City of Port Angeles? Yes No Are you a citizen of the United States? Yes No Are you a Registered Voter? Yes No Are you a City resident? Yes No If so,how long Since lune 13,2005..Cw.l J wy!grs) Do you own/manage a business in the City? Yes No Do you hold any professional licenses,registrations or certificates in any field? Yes No If so,please 1 03/06/2018 E - 87 Are you aware of any conflict of interest which might arise by your service on a City Board or Commission? If so,please explain: As,an c mipwgkt .o(Tiallani COUntV PUD I will recuse I-ayself for all discossion related to any business transactions between the Cit of Port,Angel s and Ciallarn Colinty PUD. Work or Professional Experience-List most recent experience first,or attach a resume ClallamCount!PUD tility Services Advisor II_ Present m„mmmmmmmmmmmmm1L_ _ - ____ ___ __AQQ05, _ _---...__ Employer Title From(M/Y) To(M/Y) Commercial and industrial efficiencv :grogram manager,and resgqgajW!L&[renewable energy and reeulatory comt)[iance. Brief job description Eugene-1k) - .-gqne ter and Electric Board Intern 9/2004 6/2005 Employer Title From(M/Y) To(M/Y) Process rebate-,and assist staff with commercial enerizv audits and recommendations. Brief job description Delta HVAC System Service Service Technician 3/2004 6/2005 .......... Employer Title From(M/Y) To(M/Y) Perform,pressure diagnostics,testing,and sealing of residential heating and cooling systems. Brief job description Education-List most recent experience first Lane Com mupJtyfollegq.__ ,Associates of A plied Energy Management Yes No Institution/Location Degree earned/Major area of study Graduated? Yes No Institution/Location Degree earned/Major area of study drad"uaied? .......... Nq ins t"itu""t'io”n/Location Degree earned/Major area of study Graduated? Charitable, Social and Civic Activities and Memberships- List major activities you have participated in during the last five years Clallam Couay L"crinit Advismy Board Advice and review work of County's Dept of Connininity DeyqlqVnyjitL_1,0_ Organization/Location Group's purpose/objective #of members Brief description of your participation:My participation was j tist renewed for a second 3 ygEi tqrgL flung the body's ener&yJndustryITrepresentative position. .................................. ...... ................ Regional Technical Foi um Advice arid support NW Power and Conservation Council 40 Organization/Location Group's purpose/objective #of members Brief description of your participation:, I am _Q11-yesponding Member, ineaning that I do not have voting iVile9q&Qn A. 9_� the Fonim,but rather patlicipate in an advisary.,qqpqqLty., 2 03/06/2018 E - 88 Questions Why are you interested in serving on this particular Board or Committee? I arn interested in f1jlfilYiAg,-tjjy iq�lviqAqty-!Q.prq of Por -Midq ScLine of my time and skills to the benefit of the City Angeles as well as the community atlarge. Working fora public electric utility,and with qUeriq!j Wq qq_ _tKLnZ_MLqh B tineville PowerAdministratio _(P - nbgE ojLL n ,L)A)Itliiill<lai-riLLig!EtiqglLifly.wellstiiiedcobeacon.,strtjgtiverneL Utility Advisory.Commission. What in your background or experience do you think would help you in serving on this Board? I have worked for Clallam,Count for the past 12 years. For six of fliose years I was aniernber of 13PA's U wiry ........ IM Sotmdin&_R_qpLd.anc1 I y , jqsLr�c 11fly 8.� )p tate-d tq tkbq�jy- with the operations of all 41 - - -q- -V�L--N�L �--_ — — electrical Utilit as well as I have backaound working with 1311'&,the Cjtys electrical wholesalev�j pro - --jgr, What is your understanding of the responsibilities of this particular Board or Committee? ThcCjty's..LLtility Adviso Commission,is tasked with adyj„inCity _ U n _Qounc L]a idstaff o, j atters as they relate to the City's,public works opgU44 10 ns waste tnanagemqj!�_�s,well as domestic _� s,it jkLdipg_qjectrica1 sexivie . Lilac jerjtio solid .............. and waste water. ........... Please feel free to add any additional comments you wish to make regarding your application. When (appliq4 to_gSlkjjp c t in that is,now qudin I did so as a lo term permanent resident alien,but in Sentembe tqt�LIL_jr ---9,-..--1 1- .!?U11 - - of 2017 1 took the:oath to the—consfitutio.,n an( laws of the United State and I would be honored and excited to _fijLgnL0theaqrrqas a citizen ofthis United States of America. -2 Applicant Signature Date Submit completed forms to: OFFICE OF THE CITY CLERK JENNIFER VENEKLASEN,CITY CLERK 360-417-4634 or jvenekla@cityofpa.us City of Port Angeles 321 E. 51h Street PO Box 1150 Port Angeles,WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation,please contact the City Manager's Office at 417.4500 so appropriate arrangements can be made. 3 03/06/2018 E 89 W Questions for UAC Candidates 1. Tell us about yourself—why is it a good idea for us to have you sit on the Utility Advisory Committee?What useful experience, knowledge, or perspective do you bring? Has worked at public electric utilities—Clallam PUD. Has worked on other committees. Resident of Port Angeles—community. 2. In addition to monthly Tuesday afternoon meetings, the UAC sometimes has site visits or joint evening meetings with the City Council. The overall commitment for meetings and preparation, etc. can sometimes be substantive. Do you have the time and flexibility to make this commitment? Yes.. 03/06/2018 E - 90 n � V s „y yy ................... ........... PPRT I ® V A� ��� FB 14 2018 ; � y, JUL 12 2W7 W A 5 H I N G T O N, U" A.�. �l ,E�" ad.,. .,r . PKtikiP:L . ,�UG 4 APPLICATION FOR APPOINTMENT TO BOARD, COMMISSION OR COMMITTEE Board,Com pi tea or Committee to whichy ou are seeking appointment r Applicant Name and General Information. First � " l .apt Home Sieet Address " �J City State Zip Home-phone Work phone Cell phone E-mail address Date of Birth (to be completed only by applicants for Public Safety Advisory Board for purposes o m _ ..-IT f criminal history check to ensure compliance with Port Angeles Municipal Code 2.26.020) Certification and Location Information (circle one) Are you employed by the City of Port Angeles? Yes No Are you a citizen of the United States? t" s % No Are you a Registered Voter? pYes No Are you a City resident? l Yes No If so,how long _ . .. _. .. .. - _ ..� . �r�s www _....__ m.. _......................... .. Do you own/manage a business in the City? a , i �. " " Yes No Do you hold any professional licenses,registrations or certificates in any feld`? C No If so,please list: . _ ..". .m...... �.. 1 _ 03/06/2018 E - 91 Are you aware of any conflict of interest which might arise by your service on a City Board or(7 ;? If so,please explain: , Work or Professional Experience- List most recent experience first,or attach a resume � ��_... ..._" �. .._. Nxt�&o 1 yer Title From 1M"�p To(M/Y) lmm , k � Pi, Bnef job draption W ..� , �;�� �." F.,.�• Em to _..... ._— _. k _ P yeT Title From(M/Y) To(M/Y) Ala " Brief job description a � �, b y 1, c M 0 Lan t6 � a .. ler Title From(M/)') To(M(Y) 19, Brief job description Education -List most recent experience first Y No I)e cc carred/ or area of study17, r aduatr�d. lrrstltl ion/..ocatlola � .�" ._ ...� . _._..m _.� ...... ... __ _ww _ .__ ......_. Yes No Institution/Location Degree earned/Major area of study Graduated? ........ Yes No Institution/Location Degree earned/Major area of study Graduated? Charitable,Social and civic Activities and Mpnberships- List major activities you have participated in during the last live years gaRlZ8t10n/LOCat10 Cq1 �"-F� b�IQU ~UGUUof members � " J Brief description of your participation; �w Organization/Location Gr la's purpose/ob,Ie trvc of rnembers Brief description of your participation: t, 2 y ^ 03/06/2018 E - 92 Questions Why are you interested in serving on this particular Board or Commission? . ,, .. .� —. fes.- m arc. ... i. ice. +L✓' 1 %w^ tl �... ,. What in your background or experience do you think would help you in serving on this Board? t 1 S' What is yotat uttderstatadi I of the responsibilities of thi. partat ttld� Board or Commission? j� e �`• '�� _.. �'�� ��.. �i�`t r Please feel free to add any additional comments you to make regarding your application. r ° .int Si � tur" e to R it Completed forms to: OFFICE OF THE CITY CLERK JENNIFER VENEKLASEN,CITY CLERK 360-4174634 or jvenekla@cityofpa.us City of Port Angeles 321 E. 5`"Street Port Angeles,WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation,please contact the City Manager's Office at 417.4500 so appropriate arrangements can be made. 3 03/06/2018 E - 93 To Whom It May Concern, I have lived in the Port Angeles area since 1991, a transplant from Southern California. I am a retired RN, and I have worked in this community until about five or six years ago. Since 2000, my husband and I have owned and operated Westwind Farm located on 56 acres on Salt Creek. In 2015 the farm also donated a Conservation Easement to the North Olympic Land Trust. About 10 years ago, we had Power Trip of Port Townsend install a large solar panel unit that is grid-tied on a farm out-building. I consider myself a Locavore. I believe communities need to find more self-reliance in the world we are coming into. This reality includes long-term thinking about how utilities in their web of influence will be designed. Incentives for the homeowner and local businesses should be promoted! Not taken away! My voice will be for people who want to promote more sustainable renewable local energy. As a farmer, I be4eve that good food comes from renewable sustainable healthy soil communities and there's a connection to healthy locally grown and clean water, electricity, waste stream management, recycling, composting, and healthy people. Although I own and manage Westwind Farm with my husband, Peter, I now live at 114 W. 2nd St. in Port Angeles, in the house I purchased in 2014. 1 believe my input on the utility advisory committee would encompass many areas of experience and knowledge. Yes, I believe I have the time and flexibility to put into the position%requirements.And I appreciate the opportunity to serve the City of Port Angeles. Thank you, Jane Vanderhoof 03/06/2018 E - 94 F5 AU,�!" ���11Jir� The City of Port Angeles Application for Appointment to :Board Commission or Committee ppi y J "�4 L 611) VV � I 142018 C T. a ...... AiG P A SIT" IT .ma s Board,Commission or Committee to which you are seeking appointment ����rP a t u Applicant Name and General Information ..*_ .............. �eem_... _...�.. . .._........ ......._. First ' �0 MI 3 w ��`� Last �.... .....__m _ �... �....._._._ ...__..,..�u .... ...... �. :�. ... Cite State Zip Home phone Work phone Cell phone &'_9_61—et,4 i mail Zddress Certification and Location Information (circle one) Are you employed by the City of Port Angeles?.............. ..... ............._.......__................... ..... .....................,.... ..... .. _. Y Are you a citizen of the United State �,_ .. ,. ..,..... .......... .........., es f No Are you a Registered Voter?......... ...... . _._....._....... .................._....._.._................. ___. ..,__.... ... Yes� No Are you a City resident? �� ., _. .��....... . �� ., __...�. .. r ... . ....� .. . .. "a as No If so. how long� ,. Do you own/manage a business in the City?.....,... .. ... ...................... ............Yes .. � Do you hold any professional licenses,registrations or certificates in any field?_field?_ _._, . ..�w .. _ Yes Tvaa ,,e_. .._...._. .._..... If so,please list�.w��� �.......... ._....... _................ "—------------ Are _...a..__Are you aware of any conflict ofinterest which might arise by your service on the advisory board that you are applying for? If so.please explain: 03/06/2018 E - 95 Work or Professional Experience - List most recent experience first, or attach a resume 1•rnployer - Brief descriptions _ Employer Brief job description Employer t .L.� t /�Li/Y�/�� �. / ✓ Brief job description Education —List most recent experience first ( Yes,,No Institution/LocationDegree earned/Major area l" t 6, Graduated? { " o � / � ye- 0 lnstitutpt r'1.tcation Degree earned/Majorarea of<tt v Graduated? Yes No Institution/Location Degree earned/Major area of Study Graduated? Charitable, Social and Civic Activities and Memberships— List major activities you have participated in during the last live years h CC .f' t)rganjz,n tio1,'1 ot,tltion ? Group's turpOIS' /objective 10 Briedescri . Grou�.ur^rlaA)tca,°tivc Brief descriptit��r'iofyourparticipati xn; AJ' licattts Signature — Date Submit completed forms to: Office of the City Clerk Jennifer Veneklasen City of Port Angeles 3604174634 321 East 5" Street jvenekla@cityofpa.us Port Angeles, WA 98362 In compliance with the Americans with Disabilities Act. if you need special accommodations because of a physical limitation. please contact the City Manager's Office at 360-417-4500 so appropriate arrangements can be made. This document and all attached information is considered a public record and may be distributed to members of the City Council for appointment consideration. Additionally,it may become a part of a City Council packet. 03/06/2018 E - 96 Ila rY ra--\ , 'n 1�14 Questions for UAC Candidates 1. Tell us about yourself—why is it a good idea for us to have you sit on the Utility Advisory Committee? What useful experience, knowledge, or perspective do you bring? V, e, )5 C' „y tdv�� o r ,a - M. ;,. d; 2,(!l a4,l a 'I-,, iv�a, (14) C) ak c ore Fitt cA-,3a,,iA- 1'*,% ttaUC, Ck' Vck ry e c C, 0 ej�I e (tr,� < CA e- 4,L o;0 t ea LVk, 2. In addition to monthly Tuesday afternoon meetings, the UAC sometimes has site visits or joint evening meetings with the City Council. The overall commitment for meetings and preparation, etc. can sometimes be substantive. Do you have the time and flexibility to make this commitment? A-Ll co-dd L,t,"5 L, A. �4- S CO U, 0 �5� b, d lipI CIL,, )-y- Y, Y) L J IPA a o at, 03/06/2018 E - 97 • NGELES WAS H I N G T O N, U. S. A.CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: WILLIAM BLOOR,CITY ATTORNEY SUBJECT: Plastic Bag Ordinance Summary: Attached is a draft proposed ordinance to ban single-use plastic bags in the City of Port Angeles. Funding: None Recommendation: Conduct the first reading, a public hearing, and then continue to March 20, 2018 meeting. Back2round/Analysis: At Council's direction, staff prepared a draft ordinance banning merchants in the City from distributing single-use plastic bags. To prepare the attached draft ordinance, staff researched the ordinances of several cities that ban carry-out plastic bags. Staff then considered the characteristics and circumstances of the City and created the attached draft ordinance, incorporating the best ideas from other ordinances—including the City of Bellingham and other ideas present by Zero Waste Washington at the February 6, 2018 Council meeting— and tailoring them to Port Angeles. The ordinance bans single-use carry-out bags with some exceptions. It also imposes a$.05 charge for most paper bags. It also allows retailers to petition for an exception to ordinance. A public hearing is not mandated prior to adoption of the proposed ordinance. Nevertheless, City Council has the authority to call for a public hearing at its discretion; and in this instance, the City Council directed such an opportunity for public input based on a staff recommendation. This ensured that the public had sufficient notice and an opportunity to be heard regarding the proposed ordinance. Funding Overview: None 03/06/2018 F - 1 ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington, creating a new Single-Use Carryout Bag Policy Chapter 5.95 of the Port Angeles Municipal Code. WHEREAS, the City wishes to establish and incorporate a new chapter to add a policy regarding single-use carryout bags into the Port Angeles Municipal Code; NOW, THEREFORE, THE CITY COUNCIL OF PORT ANGELES, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. A new Chapter 5.95, Single-Use Carryout Bag is hereby added to Title 5 to read as follows: SINGLE-USE CARRYOUT BAG Sections: 5.95.010 Definitions. 5.95.020 Regulations. 5.95.030 Recycled paper bags cost pass-through. 5.95.040 Remedies. 5.95.010 Definitions. A. "Carryout bag"means any bag that is provided by a retail establishment at the point of sale to a customer for use to transport or carraway purchases, such as merchandise, goods or food, from the retail establishment. "Carryout bag" does not include: 1. Bags used by consumers inside stores to: (1)package bulk items, such as fruit, vegetables, nuts, grains, candy or small hardware items; (2) contain or wrap frozen foods, meat, fish, whether packaged or not, (3) contain or wrap flowers,potted plants, or other items where dampness may be a problem; or(4) contain unwraped prepared foods or bakery goods, (5)pharmacy prescription bags; or 2. Newspaper bags, door-hanger bags, laundry-dry cleaning bags, or bags sold in packages containing multiple bags intended for use as garbage,pet waste, or yard waste bags. -1- 03/06/2018 F - 2 B. "Food Provider"means any person or establishment in that Provides Prepared food for Public consumption on or off its premises and includes, without limitation, any store, shop, sales outlet, restaurant, _r�ry store, delicatessen, or catering truck or vehicle. C. "Nonprofit charitable reuser"means a charitable organization, as defined in Section 501(c)(3) of the Internal Revenue Code of 1986, or a distinct operating unit or division of the charitable organization, that reuses and recycles donated goods or materials and receives more than 50 percent of its revenues from the handling and sale of those donated goods or materials. D. "Paper bag cost pass-through"means the cost that must be collected by retailers from their customers when providing a recycledpaper bag. F. "Product bag"means any bag provided to a customer for use within a retail establishment to assist in the collection or transport of products to the point of sale within the retail establishment. E. "Recycled paper bag"means a paper carryout bag provided by a store to a customer at the point of sale that meets all of the followingrequirements: 1. contains an average of 40 percent post-consumer recycled materials, except as provided in subsection(2) of this definition. 2. An eight-pound or smaller recycledpaper bag shall contain a minimum of 20 percent post consumer recycled material. 3. Accepted for recycling in curbside programs in a majority of households that have access to curbside recycling programs in the city. 4. Capable of composting, consistent with the timeline and specifications of the American Society of Testing and Material (ASTM) Standard D6400, as published in Master Environmental Assessment on Single Use and Reusable Bags, March 2010. 5. The minimum percentage of post-consumer content is printed on it. F. "Retail establishment"means any person, including any corporation,partnership, business, facility, vendor, organization or individual that sells or provides merchandise, goods or materials, including, without limitation, clothing, food, or personal items of any kind, directly to a customer. Retail establishment includes, without limitation, M grocery store, department store, hardware store,pharmacy, liquor store, restaurant, catering truck, convenience store, and any other retail store or vendor. G. "Reusable bag"means a bag made of cloth or other fabric with handles that is specifically designed and manufactured for long-term multiple reuse and meets all of the following requirements: 1. Has a minimum lifetime of 125 uses, which for purposes of this subsection, means the capability of carrying a minimum of 22 pounds 125 times over a distance of at least 175 feet, -2- 03/06/2018 F - 3 2. Is machine washable, 4. If made of plastic, is a minimum of at least two and one-fourth mils thick. H. "Single-use plastic carryout bag"means any bag that is less than two and one-fourth mils thick and is made of nonrenewable resources. 5.95.020 Regulations. A. No retail establishment in the city shall provide a single-use plastic carryout bag to a customer unless otherwise permitted pursuant this chapter. B. Retail establishments in the city shall provide to a customer at the point of sale a reusable bag or a recycled paper bag unless otherwise permitted pursuant this chapter. C. No person shall distribute a single-use plastic carryout ba_ at any city facility, city- managed concession, city ponsored event, or cily permitted event unless otherwise permitted pursuant to PAMC 5.95.040. E. No retail establishment shall use or provide polyethylene or non-compostable plastic film bags tinted green or brown for customers to bag products in stores, as carryout bags, or for home delivery. F. Retail establishments may provide a customer a recycled paper bag upon request but shall charge the customer a reasonable pass-through cost, but not less than $0.05. Retail establishments shall indicate on the customer transaction receipts the total amount of the paper bag pass-through charge. G. Single-use plastic carryout bags may be distributed to customers b.. f�providers for the purpose of safeguarding_ public health and safety during the transportation of prepared take- out foods and prepared liquids intended for consumption away from the food provider's premises. H. Retail establishments may distribute product bags and may make reusable bags available to customers whether through sale or otherwise. L Retail establishments whose carryout bags are for small items, such as gifts, books and nails, may offer a small paper bag for no charge. J. Nonprofit charitable reusers may sell and promote the use of reusable bags and offer a discount when customers brings their own bag. K. Retail establishmentd shall provide a customer participating in Washington State's low- income food assistance program, including, but not limited to, Medicaid and Women, Infant and Children programs, with a reusable bag or a recycled paper bag at no cost at the point of. 5.95.030 EXEMPTIONS A. The City Manager or designee may exempt a retail establishment from the requirements of this chapter for up to a one-year period, upon a request by the retail establishment showing -3- 03/06/2018 F - 4 that the conditions of this chapter would cause undue hardship. An undue hardship shall only be found in: 1. Circumstances or situations unique to the particular retail establishment such that there are no reasonable alternatives to single-use plastic carryout bags or a paper bag pass- through cannot be collected; or 2. Circumstances or situations unique to the retail establishment such that compliance with the requirements of this chapter would deprive a person of a legally protected right. B. If a retail establishment requires an exemption beyond the initial exemption period, the retail establishment must reapply prior to the end of the exemption period and must demonstrate continued undue hardship if it wishes to have the exemption extended. Extensions may only be granted for intervals not to exceed one year. C. An exemption request shall include all information necessary for the city to make its decision, including but not limited to documentation showing the factual support for the claimed exemption. The City Manager or designee may require the applicant to provide additional information to permit the city to determine facts regarding_ the exemption request. F. The City Manager or designee may approve the exemption request, in whole or in part, with or without conditions. G. Exemption decisions are effective immediately, final, and are not appealable. 5.95.040 Recycled paper bats cost pass-through. A. Retail establishments may provide a customer a recycled paper bag upon request but shall charge the customer a reasonable pass-through cost, but not less than $0.05. B. Retail establishments shall indicate on the customer transaction receipts the total amount of the paper bag pass-through charge. 5.95.050 Penalties. A. Any person violating this section shall be guilty of an infraction, which shall be punishable by a fine not to exceed $250.00. B. The city attorney may seek legal, injunctive, or other equitable relief to enforce this chapter. C. Each violation of this chapter shall be considered a separate offense. D. The remedies and penalties provided in this section are cumulative and not exclusive, and nothing in this chapter shall preclude any person from pursuing any other remedies provided by law. -4- 03/06/2018 F - 5 Section 2 - Severability. If any provisions of this Ordinance or its applications to any person or circumstances is held to be invalid, the remainder of the Ordinance or application of the provisions of the Ordinance to other persons or circumstances is not affected. Section 3 - 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 of the scrivener's/clerical errors, references, ordinance numbering, section/subsection numbers and any references thereto. Section 4 -Effective Date. A summary of this ordinance consisting of the title shall be published in the City's official newspaper. This ordinance is subject to referendum and shall go into effect thirty(30) days from the date. PASSED by the City Council of the City of Port Angeles at a regular meeting of said Council held on the day of March, 2018. Sissi Bruch, Mayor ATTEST: APPROVED AS TO FORM: Jennifer Veneklasen, City Clerk William E. Bloor, City Attorney PUBLISHED: 12018 By Summary -5- 03/06/2018 F - 6 P99 NGELES WASH I N GTO N, U. S. A. ,,„ 0000000ii0000ii� CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: THERESE AGESSON, Interim FINANCE DIRECTOR SUBJECT: Ordinance for Purchasing; and Resolution for Amendments to Financial Policies Summary: To update and streamline the City's financial policies. Policy changes are recommended by Staff to address Firemen's Pension, Investment Policies, add a Grant Policy section, and codify the Purchasing and Bidding section—removing it from the Financial Policy. Funding: No funding will be required for this revision. Recommendation: Staff recommends the City Council: 1) Conduct the second reading of the Ordinance 2) Approve the Ordinance 3) Adopt the Financial Policy Resolution (presented as Agenda item H-1) Back2round/Analysis: In an effort to update and streamline the City's financial policies and incorporate the Investment Policy approved by Council on October 4, 2016, recommended changes are being proposed to the Financial Policies. These items are addressed in the Resolution being presented to the City Council. The attached Financial Policy shows the redline version so that you can review the prior language and changes being incorporated. The Firemen's Pension fund financing has come into focus due to the recent actuarial, which indicate current balances may not be sufficient to cover all future expenses. The change in language addresses the need for the General Fund to cover all cost not covered by the existing fund. This allows for the depletion of the fund—as payments are made to plan members- with the understanding medical and retirement agreement with those in the City Firemen's Pension plan are covered for all future cost. At the last Firemen's Pension board meeting, the board voted unanimously to approve this language change: 03/20/2018 G - 1 ➢ 3.5.8 Firemen's Pension Fund—address payment of ongoing expenses after pension funds are exhausted. The City requested a review of investment policy by professional staff at the local Washington State governmental pool (LGIP), these were their recommended changes. ➢ 8. Investment Policies 0 8.5.2.2 and 8.5.2.3 regarding prudence 0 8.6.1.1 regarding authorized financial institutions and broker/dealers 0 8.10.1 regarding reporting requirements State Auditors have requested a new section to address policy needs for Federal Grants as required by the new OMB pronouncements: ➢ 5. Grant Compliance— adding a new section on Grant procedures. This section is added to meet new Federal and State Auditor OMB requirements. ➢ This policy is formalizing and streamlines in one location current procedures/policies to allow easier audit of grant information. ➢ This policy also directly sets the City's grant policy as following the current OMB, State, and individual grant requirements. The following is being addressed in the Ordinance being presented: Purchasing section deleted. During this review, the Legal Department recommended removing bidding and purchasing from the Financial Policies and putting them in the Port Angeles Municipal Code. The requirements and approvals needed to sign contracts and amendments are not different from what was previously included in the Financial Policies. Having those requirements in the municipal code will ensure that City bidders, vendors, and the public have notice of the City requirements, including the City's additional bidder responsibility criteria. Funding Overview: No funding will be required for this revision. Attachment: Financial Policies 03/20/2018 G - 2 ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington, creating a new Chapter 3.05 Purchasing Policies and Procedures of the Port Angeles Municipal Code providing procedures to be followed in approving purchase orders and signing checks. WHEREAS, the City wishes to establish and incorporate a new chapter to add purchasing policies and procedures into the Port Angeles Municipal Code; NOW, THEREFORE, THE CITY COUNCIL OF PORT ANGELES, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. A new Chapter 3.05, Purchasing Policies and Procedures is hereby added to Title 3 to read as follows: PURCHASING POLICIES AND PROCEDURES Sections: 3.05.010 Lowest Responsible Bidder 3.05.020 Small Purchase Contracts. 3.05.030 Small Works Roster. 3.05.040 Limited Public Works Process. 3.05.050 Public Inspection of Purchase, Small Works Roster, or Limited Public Works Awards. 3.05.060 Consulting Services Rosters 3.05.070 Authority to Enter into Contracts, Leases, Rental Agreements, or Change Orders 3.05.010 - Lowest Responsible Bidder. When the City receives bids or quotes and it is necessary to determine the lowest responsible bidder, the following shall apply: A. For a contract for purchase of suplies, material or equipment, the City may take into consideration the quality of the articles proposed to be supplied, their conformity with the specifications, the purposes for which required, and the times of delivery. B. Whenever there is reason to believe that the lowest acceptable bid is not the best price obtainable, all bids maybe rejected and new bids may be obtained or direct negotiations may be entered into to achieve the best possible price. -1- 03/20/2018 G - 3 C. In determining "lowest responsible bidder", in addition to price, the following elements shall be given consideration: 1. the ability, capacity, and skill of the bidder to perform the contract, 2. the character, integrity, reputation,judgment, experience, and efficiency of the bidder, 3. whether the bidder can perform the contract within the time specified, 4. the quality of performance of previous contracts, 5. the previous and existing compliance by the bidder with laws relating to the contract, 6. such other information as may_ be secured having a bearing on the decision to award the contract, 7. tax revenue that the City would receive from purchasing the supplies, materials, or equipment from a supplier located within the City's boundaries, so that the purchase contract would be awarded to the lowest bidder after such tax revenue has been considered. The tax revenues that the City may consider include sales taxes that the City poses upon the sale of such supplies, materials, or equipment, from the supplier to the City,provided that if the City considers such tax revenues that it would receive from the imposition of taxes upon a supplier located within its boundaries, the City shall also consider tax revenues it would receive from taxes it imposes upon a supplier located outside its boundaries, 8. whether the products are made from recycled materials or may be recycled or reused. D. Immediately after the award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by written, telephonic, or electronic request. 3.05.020 - Small Purchase Contracts. A. Whenever the reasonably anticipated purchase price of supplies, material and equipment, except for public work or improvement, is more than $7,500 but less than $15,000, advertisement and formal sealed bidding for their purchase may be dispensed with if the uniform procedure provided in RCW 39.04.190 and in this section is followed. B. At least twice per year, the City Clerk shall publish in a newspaper of _general circulation within the City a notice stating the existence of vendor lists and soliciting the names of vendors for the lists. C. Each City department that desires to award contracts for the purchase of supplies, material or equipment pursuant to this process shall do the following: -2- 03/20/2018 G - 4 I. Obtain at least three written or telephone quotations from different vendors of the supplies, material or equipment to be purchased. 2 Transmit the quotes to the City Manager or designee, accompanied by a recommendation for award of the purchase contract to one of the vendors, who shall be the lowest responsible bidder as defined in RCW 43.19.1911 and in section 050 of this Chapter. 3. If less than three quotes are obtainable due to factors beyond the control of the department, the recommendation to the City Manager or designee shall be accompanied by an explanation of the reasons for the lower number of quotes. 3.05.030 - Small Works Roster. A. In lieu of the formal bidding procedures for public works projects as set forth in RCW 35.23.352(1), the City may use the small works roster process provided in RCW 39.04.155 and in this section to award public works contracts with an estimated value of $300,000 or less. B. The City may create a single general small works roster or may create small works rosters for different categories of anticipated work. The small works roster or rosters shall be created as follows: 1. At least once a year the City Clerk shall publish in a newspaper of general circulation within the City a notice statim the existence of the small works roster or rosters and soliciting the names of contractors for such roster or rosters. In addition, responsible contractors shall be added to an appropriate roster or rosters at any time they submit a written request and necessary records. 2. The small works roster or rosters shall consist of all responsible contractors who have requested to be on the list and are properly licensed or registered to perform such work in this state. C. Each City department that desires to use the small works roster process without advertising for bids shall do the following: 1. Invite written or telephone quotations from all contractors on the general small works roster, or a specific small works roster for the appropriate category of work, to assure that a competitive price is established and to award contracts to the lowest responsible bidder as defined in section 010 of this Chapter. 2. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster and that will not favor certain contractors over others. -3- 03/20/2018 G - 5 3. If the estimated cost of the work is from $100,000 to $200,000 and the City department chooses to solicit bids from less than all of the appropriate contractors on the appropriate small works roster, then the City must notify the remaining contractors that quotations are beim sought. At the City's sole option, such notice may be by(a)publishing notice in a legal newspaper in general circulation in the City; (b)mailing a notice to those contractors; or(c) sending notice to those contractors by facsimile or other electronic means. 4. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. 5. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by written, telephonic, or electronic request. D. The City has contracted with and hereby is authorize to use the Municipal Research Services Center of Washington(MRSC) for the City use of state wide electronic databases for small works rosters and consulting services as developed and maintained by MRSC. In addition,paper or electronic rosters may be kept on file by appropriate City Departments. 3.05.040 - Limited Public Works Process. A. In lieu of the small works roster process set forth in Section 030 of this Chapter, the City may award a contract for work, construction, alteration, repair, or improvement project estimated to cost less than $35,000 using the limited public works process provided in RCW 39.04.155 and in this Section. B. For limited public works projects, the City shall solicit electronic or written quotations from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW 43.19.1911 and in Section 050 of this Chapter. After an award is made, the quotations shall be open to public inspection and available by written, telephonic, or electronic request. C. The City shall attempt to distribute opportunities for limited public works projects equitably among contractors willing _to perform in the City_ D. For limited public works projects, the City may waive the payment and performance bond requirements of Chapter 39.08 RCW and the retainage requirements of Chapter 60.28 RCW, thereby assuming the liability for the contractor's non-payment of laborers, mechanics, subcontractors, materialmen, suppliers, and taxes imposed under Title 82 RCW that may be due from the contractor for the limited public works project. However, the City shall have the right of recovery against the contractor for anypaymentsmade on the contractor's behalf. -4- 03/20/2018 G - 6 3.05.050 -Public Inspection of Purchase, Small Works Roster, or Limited Public Works Awards. A. Each department that makes an award for a purchase contract under the informal bidding process in Section 070 of this Chapter or a public works project award under the small works roster process in Section 080 of this Chapter or the limited public works process in Section 090 of this Chapter shall provide the City Clerk with the name of the contractor or vendor awarded the contract, the amount of the contract, a brief description of the type of work performed or items purchased under the contract, and the date it was awarded. B. The City Clerk shall post a list of the contracts awarded under Section 070 of this Chapter at least once every two months. The City Clerk shall make available a list of the contracts awarded under Section 080 of this Chapter at least once every year. The Cites shall make available a list of the contracts awarded under Section 090 of this Chapter, which list shall include all contracts awarded during the previous 24 months under the limited public works process. The lists shall contain the name of the contractor or vendor awarded the contract, the amount of the contract, a brief description of the type of work performed or items purchased under the contract, and the date the contract was awarded. The lists shall also state the location where the bid quotations for these contracts are available for public inspection. The quotations shall be available by written, telephonic, or electronic request. 3.05.060 Consulting Services Rosters. A. Consulting services. Consulting services are professional services that have a primarily intellectual output or product and include architectural and engineering services as defined in RCW 39.80.020. B. Publication. At least once a year, on behalf of the City, MRSC shall publish in a newspaper of general circulation within the jurisdiction a notice of the existence of the consulting services roster or rosters and solicit statements of qualifications from firms providing consulting services. Such advertisements will include information on how to find the address and telephone number of a representative of the City who can provide further details as to the City's projects needs for consulting services. Firms or persons providing consulting services shall be added to appropriate MRSC roster or rosters at any time that they submit a written request and necessary records. The City may require master contracts to be signed that become effective when a specific award is made using a consulting services roster C. Professional architectural and engineering services. The MRSC Rosters will distinguish between professional architectural and engineering services as defined in RCW 39.80.020 and other consulting services and will announce _generally to the public the City's projected requirements for any category or type of professional or other consulting services. The City reserves the right to publish an announcement on each occasion when professional services or other consulting services are required by the agency and to use paper and/or other electronic rosters that may be kept on file by appropriate City departments. -5- 03/20/2018 G - 7 3.05.070 Authority to Enter into Contracts, Leases, Rental Agreements, Amendments, or Change Orders A. The City Manager or designee is hereby authorized to enter into contracts and leases or rental agreements provided that the following conditions are met: 1. The contract does not obligate the City to expend in excess of$25,000 2. The particular expenditure of City funds has been approved in the City Budget as approved by the City Council. 3. The lease or rental agreement is for a period that does not exceed one year and involve a total rental amount or value that does not exceed $25,000. 4. The City Manager or designee shall notify the Council in writing of contracts entered into pursuant to this section. B. The City Manager or designee is hereby authorized to enter into contract change orders or amendments provided the value of the change order or amendment, together with all previous change orders or amendments, is 15% of the original contract amount or $25,000, whichever is _reg ater. Section 2 - Severability. If any provisions of this Ordinance or its applications to any person or circumstances is held to be invalid, the remainder of the Ordinance or application of the provisions of the Ordinance to other persons or circumstances is not affected. Section 3 - 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 of the scrivener's/clerical errors, references, ordinance numbering, section/subsection numbers and any references thereto. 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 effect five (5) days after passage and publication of an approved summary thereof consisting of the title. PASSED by the City Council of the City of Port Angeles at a regular meeting of said Council held on the day of February, 2018. -6- 03/20/2018 G - 8 Sissi Bruch, Mayor ATTEST: APPROVED AS TO FORM: Jennifer Veneklasen, City Clerk William E. Bloor, City Attorney PUBLISHED: 12018 By Summary -7- 03/20/2018 G - 9 RESOLUTION NO. A RESOLUTION of the City Council adopting the City's amended Financial Policy and rescinding Resolution 10-14. WHEREAS, on May 20, 2014, a Financial Policy for the City of Port Angeles was adopted by Resolution 10-14; and WHEREAS, a Financial Policy serves as a guide for executing the budget and controlling the financial parameters of the various City programs and services funded in said budget; and WHEREAS, it is in the best interest of City government to periodically update and revise its Financial Policy to ensure the legal use of financial resources through an effective system of internal controls and to maintain appropriate financial capacity for present and future needs. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Angeles that the Financial Policy attached hereto as Exhibit A is hereby adopted, and Resolution 10-14 is hereby rescinded. PASSED by the City Council of the City of Port Angeles at a regular meeting of said Council held on the 6ffi day of March, 2018. Sissi Bruch, Mayor ATTEST: Jennifer Veneklasen, City Clerk APPROVED AS TO FORM: William E. Bloor, City Attorney 03/20/2018 H - 1 Style Definition:TOC 1:Font:8 pt,Space After: 0 pt,Line spacing: single,Tab stops: 0.75",Left+ 6.49", ight,Leader: ................................................. .................... ....................... A(mupted by ale Port Angeles ClIty CouncH 6 Mairch 2018 Deleted:76nmy2ens ..............—""'................................................................................................................— 03/20/2018 H 2 Financial Policies TABLE OF CONTENTS CRy of Poi-L Aweles 1. FINANCIAL POLICIES.......................................................................................................................................................................4 1.1. Goals&Objectives:........................................................................................................................................................................4 1.2. Fiduciary Responsibility:................................................................................................................................................................4 1.3. Annual Review and Recommendations for Changes to Financial Policies:..................................................................................4 2. LONG-RANGE FINANCIAL POLICIES...............................................................................................................................................5 2.1. Resolution of Conflict between Policies:.......................................................................................................................................5 2.2. Ability to Pay:.................................................................................................................................................................................5 2.3. Use of Reserves:............................................................................................................................................................................5 2.4. Unassigned Fund Balance:.............................................................................................................................................................5 2.5. General Fund Subsidy to Street Fund and Medic I Utility Fund:...................................................................................................6 2.6. Issuance of New Debt and Ability to Pay:.....................................................................................................................................6 2.7. Considerations for Debt Financing:...............................................................................................................................................6 2.8. Disposition of Unused Property....................................................................................................................................................6 2.9. Use of Highly Volatile Funding Sources:........................................................................................................................................7 2.10. Consideration for Smaller Scale Public Works Projects:...............................................................................................................7 2.11. Capital Funding Priorities:.............................................................................................................................................................7 2.12. Use of One-time Revenues:...........................................................................................................................................................7 2.13. Property Tax and Future Budgets:.................................................................................................................................................7 2.14. Use of Banked Property Tax Capacity:..........................................................................................................................................7 2.15. Utility Excise Tax Rates:.................................................................................................................................................................8 2.16. Setting of Fees and Charges for Building Permits:........................................................................................................................8 2.17. Setting of Fees and Charges for Parks and Recreation Programs and Services:...........................................................................8 2.18. Utility Rate Design:........................................................................................................................................................................8 2.19. Economic Development Fund:.......................................................................................................................................................8 2.20. Implementation of Utility Rate Increase:....................................................................................................................................9 2.21. Annexation and Cost of Service Analysis:.....................................................................................................................................9 2.22. Employee Salaries and Benefits:...................................................................................................................................................9 2.23. Employee Contributions for Health Insurance:.............................................................................................................................9 2.24. Payments by the City to Vendors and Employees:.......................................................................................................................9 3. OPERATING POLICIES...................................................................................................................................................................10 3.1. Goals............................................................................................................................................................................................10 3.2. Revenue Policies..........................................................................................................................................................................10 3.3. Expenditure Policies....................................................................................................................................................................11 3.4. Capital Improvement Policies......................................................................................................................................................12 3.5. Reserve Fund Policies..................................................................................................................................................................13 4. ACCOUNTING&REPORTING POLICIES........................................................................................................................................16 4.1. Accounting Requirements:..........................................................................................................................................................16 4.2. BARS—Budgeting,Accounting and Reporting System:..............................................................................................................16 4.3. Requirements of the Finance Department:.................................................................................................................................16 4.4. External Auditing Requirement:..................................................................................................................................................16 5. GRANTCOMPLIANCE........................... ........................................ 5.1 Grant Management..................................................................................................................................................................................17 6. BUDGET POLICIES........................................................................................................................................................................18 6.1. Primary Budget Responsibility....................................................................................................................................................18 6.2. Operating Budget........................................................................................................................................................................18 6.3. Budgetary Control........................................................................................................................................................................19 7. DEBT MANAGEMENT POLICIES....................................................................................................................................................20 7.1. Goals............................................................................................................................................................................................20 7.2. Short-Term Debt..........................................................................................................................................................................20 7.3. Long-Term Debt...........................................................................................................................................................................20 7.4. General Obligation Bond Policy...................................................................................................................................................20 8. INVESTMENT POLICIES.................................................................................................................................................................22 8.1. Introduction..................................................................................................................................................................................22 8.2. Governing Authority....................................................................................................................................................................22 8.3 Scope............................................................................................................................................................................................22 8.4 Objective....................................................................................................................................................................................................22 8.5 Standards of Care......................................................................................................................................................................................23 8.6 Authorized Financial Institutions,Depositories,and Broker/Dealers................................................................................................24 8.7 Safekeeping,Custody and Controls.........................................................................................................................................................25 8.8 Authorized Investments and Investment Parameters.........................................................................................................................25 9 Performance Standards...........................................................................................................................................................................28 L 21 P<i 03/20/2018 H 3 Financial Policies CRy of Poi-L Aiy,,eles 8.10 Reporting Requirements..........................................................................................................................................................................28 8.11 Distribution of Income............................................................................................................................................................................28 8.12 Investment Policy Adoption....................................................................................................................................................................28 9. PURCHASING POLICIES................................................................................................................................................................30 9.1. Goal..............................................................................................................................................................................................30 9.2. Interpretation of this Policy.........................................................................................................................................................30 9.3. Financial Information Provided to Council..................................................................................................................................30 9.4. Purchasing Policy Definitions......................................................................................................................................................31 9.5. Policy Requirements....................................................................................................................................................................32 9.6. Requisitioned Purchase Orders(PO)...........................................................................................................................................32 9.7. Blanket Purchase Order(BPO).....................................................................................................................................................32 9.8. Receipt of Goods..........................................................................................................................................................................33 9.9. FPO(Field Purchase Order)..........................................................................................................................................................33 9.10. Invoicing.......................................................................................................................................................................................33 9.11. Check Signing...............................................................................................................................................................................33 9.12. Approval of Payment Claims.......................................................................................................................................................34 9.13. Contracts......................................................................................................................................................................................34 Deleted:9.14. Bidding Requirements 3411 IL5-. Change orders on construction contracts and amendments to professional service agreements (PAMC3.05.110)............... 9.15. Lowest Responsible Bidder(PAMC3.05.050) 344U 9,16. Definition of credit card(PAMC 3.05.120).................................................................. 9,L7. Issuance,use and control of credit cards(PAMC 3.05.130)... ................... Deleted:9.16. Bid Inspection (PAMC 3.05.055) 7:� -------------------------------------------------------------------------- 10. POST ISSUANCE COMPLIANCE FOR GOVERNMENTAL BONDS.....................................................................................................vj - -—-------------------------------------- \ Deleted:36 10.1. Scope:........................................................................................................................................................................... ............I " \ j 10.2. Purpose:........................................................................................................................................................................................�4 PDeleted:9.1714. Authority to Enter into Contracts,Leases 10.3. Schedule of Review:....................................................................................................................................................................J V� or Rental Agreements(PAMC3.05.060) 343611 10.4. Requirements at Bond Closing:....................................................................................................................................................v� 10.5. Requirements after Bond Closing:................................................................................................................................................v� Deleted:9.18. Small Purchase Contracts(PAMC 10.6. Officials or Employees Responsible for Review:..........................................................................................................................V�' 3.05.070) 343611 10.7. Investment of Bond Proceeds:....................................................................................................................................................M, 9.19. MRSC Rosters(PAMC 3.05.080) 343711 10.8. Use of Bond-Financed Facilities:..................................................................................................................................................49, 9.20. Small Works Rosters(PAMC 3.05.085) 343749 10.9. Continuing Disclosure:.................................................................................................................................................................4gl, 9.21. Consulting Services Rosters(PAMC 3.05.090) 34384fl 10.10. Material event notices:................................................................................................................................................................41, 9.22. Public inspection of purchase,small works roster,or 10.11. Compliance with Bond Covenants:..............................................................................................................................................42, limited public works awards(PAMC 3.05.100).3439¶------------------------------------------------------------------------------------------------------------------------------- Deleted:23 _. ----- -- ------------------------------------------------------- Deleted:42 Deleted:24 ------ -------------------------------------------------------------------------------j Deleted:42 Deleted:25 - ------------------------------------------------------------------------ Deleted:42 Deleted:44 Deleted:44 Deleted:44 Deleted:44 Deleted:44 Deleted:44 Deleted:44 Deleted:46 Deleted:48 Deleted:48 Deleted:49 Deleted:so 3 P 03/20/2018 H 4 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 1. FINANCIAL POLICIES 1.1. Goals&Objectives: 1.1.1. The Financial Policies assemble all of the City's key financial policies in one document. This comprehensive document provides the guidelines to ensure that the City is financially able to meet its immediate and long-term service objectives. The individual policies contained herein serve as guidelines for both the financial planning and internal financial management of the City. 1.2. Fiduciary Responsibility: 1.2.1. The City of Port Angeles is accountable to its citizens for the use of public funds. Municipal resources must be used prudently to ensure adequate funding for the services,public facilities,and infrastructure to meet the present and future needs of the community. These policies safeguard the fiscal stability required to achieve the City's goals and objectives. 1.3. Annual Review and Recommendations for Changes to Financial Policies: 1.3.1. The Chief Financial Officer shall,on an annual basis,prepare and deliver a report to the City Council and City Manager detailing the results of the review of the City of Port Angeles Financial Policies. In the report,the Chief Financial Officer shall make recommendations for revisions to existing policies,addition of new policies or the deletion of existing policies to accommodate any changes in generally accepted accounting principles(GAAP),changes in state regulations and laws or changes in federal regulations and laws. 1.3.2. Should a change be required in the City's Financial Policies as a result of a court decision or changes in state or federal laws before the City Council can review and take any action,the City Manager,upon recommendation by the Chief Financial Officer,is empowered to make any revisions to existing policies,creation of new policies or deletion of existing policies to allow the City of Port Angeles to be in compliance with governing authorities. 1.3.2.1. Provided that when the City Manager makes such change,the Chief Financial Officer shall immediately inform the City Council in writing of the change,the reason necessitating the change and the anticipated date the proposed revision will come before Council for their consideration. 41P<, ;E, 03/20/2018 H - 5 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 2. LONG-RANGE FINANCIAL POLICIES 2.1. Resolution of Conflict between Policies: 2.1.1. If there is any conflict between the Long-Range Financial Policies and an individual financial policy contained elsewhere in this document,the Long-Range Financial Policy shall govern. In such case,the Chief Financial Officer shall notify the City Council and the City Manager in writing of the conflict together with recommendations that will correct any conflict going forward. 2.2. Ability to Pay: 2.2.1. Council shall consider the overall impact on the community and its"ability to pay"against the need to enact any tax,utility rate or fee/charge increase. 2.3. Use of Reserves: 2.3.1. Council shall not use reserves/fund balance as a funding source for on-going operations except on an emergency,short-term basis. 2.3.1.1. The use of rate stabilization reserves to provide for a"phase-in"of a larger utility rate increase shall be permitted provided that Council has adopted a scheduled plan for the utility rate increases as well as a plan to replenish the rate stabilization reserve account for funds previously advanced. 2.4. Unassigned Fund Balance: 2.4.1. Council shall direct that General Fund unassigned fund balance("reserves")be increased from its current minimum level of 10%of the current year General Fund expenditures to 25%of the current year General Fund expenditures. 2.4.1.1. To meet the additional funding requirement,Council shall consider the following actions in rank priority: 2.4.1.1.1. Allocation of any savings generated from prior year operations in the General Fund; 2.4.1.1.2. Allocation of additional utility excise tax revenues as a result of Council-adopted utility rate increases; 2.4.1.1.3. Allocation of new revenues to the General Fund resulting from levying the 1.0%increase in property tax as allowed by state law; 2.4.1.1.4. Allocation of any new sales tax revenue projected in the subsequent year operating budget for the General Fund;and 2.4.1.1.5. Reduction in overall spending in the General Fund necessary to generate the resources to be allocated to the General Fund unassigned fund balance as authorized by Council. 2.4.2. Council recognizes that the actions required to achieve a 25%unassigned fund balance in the General Fund may take an extended period to achieve. Therefore,the Council shall target a five-year horizon to achieve the desired funding level and Council shall review the target funding level on an annual basis as part of its deliberations for the next year's operating budget. 51P<, ;E, 03/20/2018 H - 6 Financial Policies Ci lr,of O'eri'l Ai r,,el cww; 2.5. General Fund Subsidy to Street Fund and Medic I Utility Fund: 2.5.1. Council shall consider implementing a"phase-out"of General Fund subsidy for the Street Fund(Fund#102)and the Medic 1 Utility Fund(Fund#409). 2.5.2. The phase-out shall be over a period of not less than three(3)years nor more than five(5) years. 2.5.3. Consideration of replacing funding currently provided by the General Fund for the Street Fund shall include the option of the creation and implementation of a Transportation Benefit District(TBD). 2.5.4. Prior to consideration of either a Council-approved TBD or placement on the ballot for voter-approval,the Chief Financial Officer together with the Director of Public Works and Utilities shall prepare a report for consideration by the City Council and City Manager that: 2.5.4.1. Analyzes the proposed method of funding for the TBD,provide an estimate of the revenue for the next six(6)years to be generated if the TBD is approved,and provide a specific list of projects to be funded along with a timeline for completion of the identified projects. 2.5.5. Replacement funding for the Medic I Utility subsidy currently provided by General Fund for the Medic I Utility Fund shall be coordinated with an upward adjustment to applicable Medic I utility rates as provided in a Cost of Service Analysis(COSA). The COSA shall also include a time-line for the utility rate increases intended to replace funding support from the General Fund. 2.6. Issuance of New Debt and Ability to Pay: 2.6.1. Council shall consider,prior to the issuance of any new general government or utility debt, the overall impact of the City's ability to repay the debt obligation from existing taxes or utility rates. 2.6.2. If new taxes and/or increases in utility rates are necessary to generate revenue for the new debt service,the Chief Financial Officer shall provide the City Council and the City Manager a report detailing the annual and total estimated costs of the debt repayment and the plan or schedule for future tax and/or utility rate increases required to pay for the new debt. 2.7. Considerations for Debt Financing: 2.7.1. Council shall require the following for consideration of debt financing for projects: 2.7.1.1. If long-term debt financing is proposed,a financial analysis shall be required prior to any approval of the project that analyzes the long-term sustainability of funding from City resources,as well as the overall impact to the City's total debt obligation. 2.7.1.2. Any maintenance and operation(M&O)costs associated with the completed project must be identified along with the proposed source of funding for the M&O costs prior to seeking Council approval of the capital project. 2.8. Disposition of Unused Property: 2.8.1. Council shall consider selling of the Niichel property and other unused City properties to allow the City to have the resources to meet the debt service obligations of the 2005 Limited Term General Obligation Bond and its$1,000,000 balloon payment in 2021. 03/20/2018 H - 7 Financial Policies Ci lr,of O'eri'l Ai r�c�l cww; 2.9. Use of Highly Volatile Funding Sources: 2.9.1. Council shall prohibit the use of highly volatile funding sources such as Lodging Tax("hotel- motel tax"),Real Estate Excise Tax I(REET-1),or Real Estate Excise Tax II(REET-11)for debt service or other long-term commitments. Preference for use of such volatile funding sources should be given to one-time capital expense,short-term funding commitments for a capital expense or saving to create a funding pool that can"cash-out'a capital project. 2.10. Consideration for Smaller Scale Public Works Projects: 2.10.1. Council shall require that the Department of Public Works and Utilities examine its proposed public works construction schedule to identify any opportunities to encourage local contractors to bid on projects that are in line with their company's economic resources and/or bonding capabilities. 2.11. Capital Funding Priorities: 2.11.1. Council shall require that first priority for funding of capital projects should be given to those projects designed to preserve and maintain existing infrastructure. 2.11.1.1. Council has established the following rank order: 2.11.1.1.1.Legal and statutory requirements and mandates provided realistic and affordable sources of funding are available to the City. 2.11.1.1.2.Continuation of multi-year projects provided realistic and affordable sources of funding are available to the City. 2.11.1.1.3.Capital funding shall be given to those projects that leverage City funding with grants from the State and/or federal agencies. 2.11.1.1.4.Capital funding shall be given to public-private partnership projects, whereby the City can leverage its contribution with private dollars to enable a more economically diverse project where the primary risk for the long-term financing is transferred to a private partner. 2.12. Use of One-time Revenues: 2.12.1. Council shall require that one-time revenues or revenues significantly above the budgeted revenue target be used for one-time expenses and not be utilized to fund recurring expenses such as salaries and wages or debt service. 2.13. Property Tax and Future Budgets: 2.13.1. Council shall require that in the development of all preliminary annual operating budgets, the Chief Financial Officer should include a 1.0%property tax revenue increase for consideration by Council. 2.13.2. The Chief Financial Officer shall forward to the City Council and City Manager prior to any approval from Council for the 1.0%property tax increase a report that details the estimated revenue that may be generated if the 1.0%increase would be approved by Council. In addition,the report shall also include an analysis of the potential long-term impact on the General Fund if Council decided not to levy the 1.0%increase. 2.14. Use of Banked Property Tax Capacity: 2.14.1. Council shall not consider levying of any"banked"property tax levy capacity unless the following conditions exist: 03/20/2018 H - 8 Financial Policies Cil,of Poi-L Aweles 2.14.1.1. The Council is considering adopting an annual budget that requires a reduction in core services as identified by Council;and 2.14.1.2. Council has voted to authorize the implementation of the 1.0%in property tax collections. 2.15. Utility Excise Tax Rates: 2.15.1. Council shall not consider any increase to the City's utility excise tax rates through at least the end of the 2019 fiscal year. 2.15.2. Prior to any proposal to Council for an increase in a utility excise tax rate,the Chief Financial Officer shall prepare a report for the City Council and the City Manager,noting the amount of the proposed tax increase,an estimate of new or additional annual revenues for the next six(6),years and the need for the additional funding to be derived from the increased utility excise tax rate. 2.16. Setting of Fees and Charges for Building Permits: 2.16.1. Council shall consider that the fees and charges for building permits shall include a total cost recovery of direct and indirect costs. 2.16.2. Council may consider a potential reduction in the fees and charges for a building permit; only if a project creates long-term family wage jobs and/or an identifiable long-term revenue increase in sales tax as a result of the project's construction. 2.16.3. The Chief Financial Officer,together with the Director of Community and Economic Development,shall prepare a report to the City Council and City Manager every three(3) years and prior to consideration of the next annual operating budget that compares the City's building permit fee and charges in comparison to fees and charges from other comparable cities,together with an analysis of the net subsidy required of the General Fund to off-set any shortfall in revenues associated with the total building permit operating costs. 2.17. Setting of Fees and Charges for Parks and Recreation Programs and Services: 2.17.1. Council shall require that fees and charges imposed for parks and recreation shall be based on a cost recovery hierarchy. 2.17.2. The cost recovery hierarchy shall give consideration for potential subsidy from other parks and recreation fees and/or the General Fund for programs based on targeted audiences such as children and youth,special populations or broad-based community programs. 2.18. Utility Rate Design: 2.18.1. Council shall require that utility rates be designed to reflect the underlying nature of the costs for each respective utility. 2.18.2. Council may consider establishing differential utility rates for specified utility classes to achieve specific,identifiable goals such as reduced rates to encourage recycling of used tires or construction materials. 2.19. Economic Development Fund: 2.19.1. Council shall consider creation and/or identification of a long-term,dedicated funding source for the Economic Development Fund(Fund#103)which allows for funding of a reserve fund for the collection of resources that could be used as a grant match and/or source of local government direct project funding. 81P<, ;E, 03/20/2018 H - 9 Financial Policies Ci lr,of O'eri'l Ai r,,el cww; 2.20. Implementation of Utility Rate Increases: 2.20.1. Council shall give preference to more frequent,but smaller,incremental increases to rates, fees,and charges rather than less frequent but larger increases. 2.20.2. In all cost of service analysis(COSA)efforts,preference shall be given to utilizing a"phased- in"approach for all future rate increases,even if it may be necessary to slow-down or delay planned capital project implementation as part of an overall"ability to pay"analysis within the COSA. 2.21. Annexation and Cost of Service Analysis: 2.21.1. Council shall require a Cost of Service Analysis(COSA)prior to any consideration of a potential annexation. Included in the COSA will be an estimation of costs associated with providing the current level of City services to an area under consideration for annexation as well as an estimate of all revenue that may be derived from the area included in the proposed annexation. 2.22. Employee Salaries and Benefits: 2.22.1. Council shall require a salary and benefit survey to assess the comparability of salaries, wages,and benefits paid by the City of Port Angeles in comparison to the market place for prospective City employees. Included in that analysis shall be the following: 2.22.1.1. The survey shall be done no more often than every three(3)years nor less often than every five(5)years. 2.22.1.2. The survey shall take into account internal comparability for responsibility and critical importance to the City for short and long-term decision-making. 2.22.1.3. The survey shall take into account external factors including comparable cities, private-sector jobs,and other factors that influence the City's ability to recruit and retain qualified employees. 2.22.1.4. The Chief Financial Officer shall prepare and deliver a report in writing to the City Council and City Manager prior to any consideration of a change in salary, wages,or benefit levels for unionized and/or non-represented employees that details the estimated costs of any proposals that are under consideration for approval by Council. 2.22.1.5. The Mayor,with approval of the Council,may appoint a special,ad hoc Council Committee to work with the City Manager in the development of any proposals regarding salaries,wages,and benefits for employees of the City. 2.23. Employee Contributions for Health Insurance: 2.23.1. Council shall require that all employees contribute to the cost of their health insurance coverage for both the employee as well as any family coverage that may be required. 2.23.2. Council recognizes that implementation of this policy statement may require amendments to collective bargaining agreements covering various groups of City employees and will need to be negotiated as part of a collective bargaining process. 2.24. Payments by the City to Vendors and Employees: 2.24.1. Council shall require that all payments made by the City be accomplished via electronic funds transfer wherever possible,as a means of reducing costs to the City. 03/20/2018 H - 10 Financial Policies Ci lr,err'0"eri'l Ai r�c�l cww; 3. OPERATING POLICIES 3.1. Goals 3.1.1. To ensure delivery of an exceptional level of municipal services by assuring reliance on ongoing resources and by maintaining a stable financial base. 3.1.2. To ensure that the City is in a position to respond to changes in the economy or new service requirements without an undue amount of financial stress. 3.1.3. To maintain an excellent credit rating in the financial community and assure taxpayers that the City is well managed financially and maintained in sound fiscal condition. 3.1.4. To adhere to the highest accounting and management policies as set by the Government Finance Officers'Association(GFOA),the Governmental Accounting Standards Board (GASB),and other professional standards for financial reporting and budgeting. 3.1.5. To ensure the legal use of financial resources through an effective system of internal controls. 3.2. Revenue Policies 3.2.1. The City will strive to maintain a diversified mix of revenues in order to maintain needed services during periods of declining economic activity. 3.2.2. General Fund revenue estimates should be prepared on a conservative basis in order to minimize fluctuations in service levels during periods of economic downturn. 3.2.3. As much as is reasonably possible,City services that provide private benefit shall be supported by fees and charges in order to provide maximum flexibility in the use of general revenues to meet the cost of services of broader public benefit. The City shall establish user charges as follows: 3.2.3.1. Building Permits: Fees shall be based on total cost recovery of direct and indirect expenses. 3.2.3.2. Parks&Recreation: Fees shall be based on a cost recovery hierarchy whereby adult programs help to subsidize programs for children,youth,and special populations. 3.2.3.3. Rental of City Facilities: Fees shall be based on 100%of total direct and indirect costs,plus an amount to be reserved for future major maintenance of assets utilized by the rental if the rental is for private business purposes. As a general requirement,the rental fees shall,at a minimum,cover the direct expenses associated with permitting and facilitating the rental unless the event is sponsored by the City of Port Angeles. 3.2.3.4. In the event that fees and charges do not achieve their targeted cost recovery benchmarks,the City Manager shall recommend a plan for consideration by Council that either reduces programs and services to be offered or provides for a one-time subsidy from the General Fund for the current fiscal year's operation. 3.2.3.5. Consideration of any future subsidy from the General Fund shall be included in discussions by Council prior to the adoption of the next fiscal year's budget. 3.2.4. The City shall systematically review user fees and rates and consider adjustments as necessary to take into account the effects of additional service costs and inflation. Rate studies shall take into account direct and indirect costs of operations,administration,plant maintenance,debt service,depreciation of capital assets,and other related costs. 1O1G' 03/20/2018 H - 11 Financial Policies Cil,of Poi-L Aiv,,eles 3.2.5. Proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes will be accounted for in separate special revenue funds,unless the Chief Financial Officer issues a finding that directs the revenue to be accounted for in a different fund for a specific reason. Budgeted special revenue funds will be included and reviewed in the City's annual budget process. 3.2.6. The City will follow an aggressive policy of collecting all monies due,to the extent that the collection efforts are cost effective. 3.2.6.1. The City may elect to not collect minor amounts due the City if the costs of collection equal or exceed the amount of money to be collected. The Chief Financial Officer shall determine on an annual basis what constitutes a minor amount referenced above and shall inform the Council and City Manager as to the determination of what constitutes a minor amount. 3.2.7. Economic downturns and anticipated funding shortfalls will be analyzed by the Chief Financial Officer and City Manager for potential solutions. Deficit financing and borrowing to support on-going expenditures is not the policy of the City as a response to long-term revenue shortfalls. Revenue forecasts will be revised and expenditures will be reduced to conform to the revised forecast. 3.2.8. All potential grants shall be carefully examined for matching requirements and other City obligations prior to grant acceptance. Some grants may not be accepted if local matching funds cannot be justified. Grants may also be rejected if programs must be continued with local resources after grant funds are exhausted or if they place an unacceptable strain on local resources. 3.2.9. Significant preference shall be given to rate and fee increases that are smaller and applied more frequently than intermittent but significantly larger rate increases. 3.3. Expenditure Policies 3.3.1. The City will only propose operating expenditures that can be supported from on-going operating revenues. Before the City undertakes any agreements that would create fixed on-going expenses,the cost implications of such agreement will be fully determined for current and future years. Capital expenditures may be funded from one-time revenues,but the operating budget expenditure impacts of capital purchases will be reviewed for compliance with this policy provision. 3.3.2. Department directors are responsible for managing their budgets within the total appropriation for their department. 3.3.3. The City will assess charges for services provided internally by other funds. The estimated direct and indirect costs of service will be budgeted and charged to the fund receiving the service. Interfund service fees charged to recover these costs will be recognized as revenue to the providing fund. The allocation method will be reviewed annually. 3.3.4. Emphasis is placed on improving individual and work group productivity rather than adding to the work force. The City will invest in technology and other efficiency tools to maximize productivity. The City will hire additional staff only after the need of such positions has been demonstrated and documented. 3.3.5. All compensation planning and collective bargaining will focus on the total costs of compensation,including direct salary,healthcare benefits,pension contributions, educational and longevity pay,and other non-salary benefits which are a cost to the City. 111G' 03/20/2018 H - 12 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 3.4. Capital Improvement Policies 3.4.1. It is the City's policy to ensure that adequate resources are allocated to preserve existing infrastructure and other capital assets before targeting resources toward construction or acquisition of public facilities or major equipment. 3.4.2. The City will develop a multi-year Capital Facilities Plan(CFP)to identify and coordinate infrastructure,facility,and equipment needs in a way that maximizes the return to the community. All capital improvements will be made according to the adopted CFP. 3.4.3. The Capital Facilities Plan will be formulated using an analysis of long-term,overall resources and will include projected funding sources and ongoing operations and maintenance costs. Future changes in economic or demographic factors identified in the financial forecasting process will be incorporated in the capital budget projections. The plan will be updated annually. Any planned use of debt financing shall include an analysis of debt service costs and funding resources available to pay the associated debt. 3.4.4. The first year of the Capital Facilities Plan will constitute the capital budget for the ensuing budget year. The capital budget and the base operating budget will be reviewed at the same time to assure that the City's capital and operating needs are evaluated in a balanced manner. 3.4.5. A long-range Transportation Improvement Plan(TIP)will provide the framework for the City's future investment in transportation related infrastructure. This ensures that infrastructure projects incorporated into the Capital Facilities Plan(CFP)will be the embodiment of the officially stated direction of the City's Comprehensive Plan and supporting documents. 3.4.6. The City may administer a Local Improvement District(LID)program. For capital projects whose financing depends in part or wholly on an LID,interim financing may be issued to support the LID's portion of the project budget. The amount of the interim financing shall be the current estimate of the final assessment roll as determined by the administering department. 3.4.7. The City will determine the most cost effective financing method for all new projects. Whenever possible,the City will use intergovernmental assistance and other outside resources to fund capital projects. Additional funding may come from designated surpluses in the General Fund and certain special revenue funds as outlined in the operating budget policy. 3.4.8. An operating cost projection,including all funding sources,will be required for all projects proposed for funding within six(6)years. 121G'<i ,E 03/20/2018 H - 13 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 3.5. Reserve Fund Policies 3.5.1. Part of financial stability is to maintain adequate reserves and fund balances. The definition of Fund Balance is the net worth of a fund,measured by total assets minus total liabilities. 3.5.2. In the governmental funds,the City recognizes the following hierarchy of fund balance classifications,which are based primarily on the extent to which the City is bound by constraints placed on resources: 3.5.2.1. Nonspendable-- Amounts that cannot be spent due to form(such as inventories and pre-paid amounts),and amounts that must be maintained intact legally or contractually(including the corpus or principal of a permanent fund). In addition,long-term loan and notes receivables,and property held for resale would be reported here unless the proceeds are restricted,committed,or assigned. 3.5.2.2. Restricted-- Amounts constrained for a specific purpose by external parties, constitutional provision,or enabling legislation. 3.5.2.3. Committed-- Amounts constrained for a specific purpose as authorized by the City Council. Additional action by the Council is required in order to remove or change the constraints placed on the resources. The action to constrain resources must occur prior to year-end;however,the amount can be determined in the subsequent period. 3.5.2.4. Assigned-- For all governmental funds other than the general fund,any remaining positive amounts not classified as nonspendable,restricted,or committed. For the general fund,the City Manager has been delegated authority to assign amounts intended to be used for a specific purpose. All assigned fund balance requests from departments must be approved in writing by the City Manager and provided to the Finance Department by year-end in order to be officially considered assigned. Amounts reported as assigned should not result in a deficit in unassigned fund balance. 3.5.2.5. Unassigned-- For the general fund,amounts not classified as nonspendable, restricted,committed,or assigned and are available to use for any purpose. The general fund is the only fund that would report a positive amount in unassigned fund balance. For all other governmental funds,unassigned fund balance is the amount expended in excess of resources that are nonspendable,restricted, committed,or assigned. If this results in a deficit in unassigned fund balance, then assigned fund balance shall be reduced. 3.5.3. Special Revenue Funds will maintain sufficient fund balances to provide adequate cash flow and to withstand downturns in the economy. These fund balances will be analyzed annually. 3.5.4. The General Fund's targeted unassigned fund balance will be a minimum of 25%of expenditures,excluding capital expenditures. This fund balance will be established and maintained to: 3.5.4.1. Offset unanticipated economic downturns; 3.5.4.2. Provide a sufficient cash flow for daily financial needs at all times; 3.5.4.3. Establish an adequate level of reserves to provide for the timely replacement of equipment;and 131 G'<i ,o 03/20/2018 H - 14 Financial Policies Cil,of Poi-L Aiv,,eles 3.5.4.4. Sustain City services in the event of a catastrophic event such as a natural/manmade disaster or a major downturn in the economy. 3.5.4.5. If unassigned fund balance falls below the required minimum level,the City Manager shall notify the Council immediately. The Council must adopt a plan to restore this balance to the target level within 60 months. 3.5.5. In addition,the general fund will maintain a committed fund balance to be used as a contingency as specified in PAMC 3.04.040. There are no minimum requirements on the level of contingency fund balance. 3.5.6. There are no specific requirements on the level of assigned fund balance in the general fund,unless future revenue streams are specified by the donor or source of funding. 3.5.7. The City will maintain the following reserves for the proprietary funds identified below: 3.5.7.1. An operating reserve will be established and maintained to provide sufficient cash flow to meet daily financial needs as recommended by the City's financial advisor. The reserve requirements will be reviewed every three years and will be based upon: 3.5.7.2. 60 days operating expenses:Electric,Water,and Wastewater Funds. 3.5.7.3. 90 days operating expenses:Solid Waste and Stormwater Funds. 3.5.7.4. Operating expenses exclude ending fund balances,capital purchases, construction costs,debt service payments,and transfers. 3.5.7.4.1. A rate stabilization reserve will be established and maintained for the Electric Fund to provide a means to mitigate wholesale power purchase cost increases. A rate stabilization reserve will be established and maintained for the Wastewater Fund to provide a means to mitigate retail rate increases based on unforeseen cost increases. These accounts will be analyzed annually to ensure an adequate amount is placed in reserves. 3.5.7.4.2. A post-closure maintenance reserve within the Solid Waste fund will be established and maintained to provide sufficient cash flow to meet the anticipated cost of maintenance in accordance with State law. This reserve requirement will be reviewed annually. 3.5.7.4.3. Bond reserves will be created and maintained as required in utility funds in accordance with the provisions set forth in the bond covenants. 3.5.7.4.4. A contingencies and replacement reserve for the Electric fund will be established and maintained in accordance with bond covenants. 3.5.7.4.5. The City will maintain reserve funds to meet requirements for the guarantee of debt service in compliance with bond indenture agreements. 3.5.7.4.6. The City will maintain the self-insurance funds at a sufficient level to provide health care and workers'compensation benefits and avoid catastrophic loss. 3.5.7.4.7. The City will maintain equipment replacement reserves as specified in the City's Equipment Replacement and Vehicle Use Policy. 141G' 03/20/2018 H - 15 Financial Policies CRy of Poi-L Aweles 3.5.7.4.8. The City will maintain adequate reserves in the Information Technology Fund to ensure timely replacement,upgrade,and/or additions to the City's technology infrastructure. 15.8. The City will maintain a Firemen's Pension Fund. Any amounts placed in this fund will be used solely for the payment of Firemen's Pension Fund liabilities as determined by the agreement between the Firemen's Pension Fund members,and/or spouses. Once the fund has been exhausted the General fund will be responsible for any ongoing liabilities,which will be paid in a timely manner. f Deleted,<#>The City will maintain an actuarially funded Firemen's Pension Fund as determined by actuarial study.11 15 1 P 03/20/2018 H - 16 Financial Policies Ci lr,of O'eri'l Ai r�c�l cww; 4. ACCOUNTING&REPORTING POLICIES 4.1. Accounting Requirements: 4.1.1. The City's accounting and financial reporting systems will be maintained in conformance with current accepted principles and standards of the Governmental Accounting Standards Board(GASB),Generally Accepted Accounting Principles(GAAP),and the Government Finance Officers Association(GFOA). As a commitment to this policy,the Finance Department will periodically submit its Comprehensive Annual Financial Report(CAFR)for the GFOA Certificate of Achievement for Excellence in Financial Reporting. 4.2. BARS—Budgeting,Accounting and Reporting System: 4.2.1. The State Auditor's Office provides a standard account classification system through its Budgeting,Accounting and Reporting System(BARS). The City will maintain its records on a basis consistent with BARS and current BARS manuals will be maintained in the Finance Department. 4.3. Requirements of the Finance Department: 4.3.1. The Finance Department will maintain financial systems to monitor expenditures,revenue, and performance of all municipal programs on an ongoing basis. Regular monthly financial reports will present a summary of financial activity for the period and the cumulative data for the budget year. 4.3.2. All applicable standard governmental accounting practices will be used to maintain the City's financial records,including the appropriate uses of accrual and modified accrual methods of accounting,encumbrance accounting,current financial resources and economic resources focus for statement presentation,and the proper classification of funds. 4.3.3. The Finance Department will maintain fixed asset and depreciation records for all capital assets owned by the City. The threshold for capitalization of non-infrastructure assets is $7,500. 4.3.4. Under GASB Statement No.34,infrastructure will be included as capital assets in the financial reports. The City will develop and follow a methodology of maintaining infrastructure records,including appropriate depreciation,under the guidelines of the statement. 4.4. External Auditing Requirement: 4.4.1. The State Auditor's Office will annually perform a financial and compliance audit and issue an audit report. Results of the annual audit will be provided to the City Council and public. 161G'<i ,E 03/20/2018 H - 17 Financial Policies S. GRANT COMPLIANCE Lill of Poi-L Ai Y,,eles 5.1 Grant Management: 5.1.1 Each department of the City manages their own grants and assigns a grant manager_ subject to City Manager approval. The grant manager is responsible for performing a financial analysis to review whether the grant is cost effective,with approval by the Department Director to go forward with the request. 5.1.2 The grant manager forwards the signed grant agreement to the Finance Department for inclusion in the Budget and also the Capital Facilities Plan if the grant is funding a capital project. Finance staff are responsible for setting up a work order with a separate job order for each grant task listed. If the grant is funding a capital Project, Finance will provide the project and work order numbers in existence for that capital project. Operating and capital grant work orders are set up in relation to the reporting requirements of the grant,typically listed as tasks. 5.1.3 The grant manager is responsible for maintaining the official,permanent grant file of record,and ensures that all requirements of the grant agreement,State laws,State archives record retention,City policies,and the Federal Super Circular are followed,as applicable. Grant funds used for capital require keeping all records for at least 10 years before transferring to the State archives for appraisal value,with most having a much longer retention period due to the length of the asset life. The City Clerk can assist in determining the record retention requirements. 5.1.4 The grant manager submits payment requests on a timely basis and sends a copy to the Finance Department. The Finance Department ensures that grant funds are requested and received on a timely basis and are spent on the intended program or project and can be backed up with documentation. 5.1.5 The grant manager is responsible for meeting bid requirements and checking for debarment on all project vendors prior to signing a contract with those vendors. The debarment check includes keeping a written record on file of the page researched online,noting the date checked and initialing the information. This written record should remain in the project file for access by the State auditors. If the grant covers multiple years,the debarment checks need to be completed annually. Please refer to Section 9 Purchasing Policies. 5.1.6 The grant accountant in the Finance Department is responsible for the preparation of F rmatte Level 1,None,Indent:Left: 0.89",Hanging: the Schedules of Expenditures of Federal and State Awards as part of the annual 0 1",Adjust space between Latin and Asian text,Adjust Financial Statements. [space between Asian text and numbers V- 5.1.7 Failure of City staff to comply with grant requirements may adversely affect the City Formatted:Indent:Left: 0.89",Hanging: 0.91" and as such disciplinary action may be taken per the City of Port Angeles Personnel Policy&Procedures Manual,and/or the Employee Union Contract. I 5.1.8 Council accepts and signs all grants with the exception of those grants assigned to City Formatted:Indent:Left: 0.89",Hanging: 0.91" employees by the City Council. 17 1 P 03/20/2018 H - 18 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 6. BUDGET POLICIES 6.1. Primary Budget Responsibility 6.1.1. The City Manager is responsible for preparing and submitting to the Council a tentative budget for the fiscal year. The City Manager is also responsible for keeping the Council fully advised of the financial condition of the City and its future needs. 6.1.2. The City Council has final responsibility for approving the annual Operating Budget and Capital Budget. 6.1.3. Department directors,under the direction of the City Manager,are responsible for proposing programs,recommending funding levels,and formulating budget proposals for implementing service programs in accordance with established goals and directives. 6.1.4. The Finance Department is responsible for coordinating the overall preparation and administration of the City's budget in compliance with applicable State of Washington statutes governing local government budgeting practices. 6.1.5. The Finance Department provides revenue budget estimates,assists department staff in identifying budget problems and formulating alternative solutions,and prepares and distributes the final budget document. 6.1.6. To facilitate and implement the budget process,the Chief Financial Officer will provide the Council with an annual budget calendar in accordance with State law. 6.2. Operating Budget 6.2.1. The operating budget will define the City's annual financial plan as developed by the City Council in establishing goals and objectives for the ensuing year. 6.2.2. Ongoing revenues should be equal to or greater than ongoing expenditures. Eac h City fund budget shall identify ongoing resources that at least match expected ongoing annual requirements. One-time cash transfers and non-recurring ending fund balances will be applied to reserves or to fund one-time expenditures;they will not be used to fund ongoing programs. 6.2.3. In accordance with State law,the City Manager is authorized to transfer budgeted amounts within any fund;however,any revisions that alter the total expenditure authority (appropriation)of a fund must be approved by the City Council. 6.2.4. Additional staff positions should be recommended only after the need has been fully substantiated. An increase in the number of full-time equivalent position must be approved by the City Council. The City Manager has the authority to approve additions and/or changes to temporary,seasonal,and part-time positions. Nothing in this paragraph is intended to diminish or interfere with the City Manager's right to control the appointment and removal of City employees. 6.2.4.1. Only the City Council can authorize an increase in the authorized City career staffing complement. Such approval is accomplished through the adoption of the annual operating budget or through subsequent budget amendments approved by the City Council. 6.2.5. The City will maintain a level of expenditures,which will provide for the public well-being and safety of the residents of the community. 6.2.6. The operating budget will provide for appropriate design,construction,maintenance and replacement of the City's capital infrastructure,plant,and equipment. 181G' 03/20/2018 H - 19 Financial Policies Cil,of Poi-L Aiv,,eles 6.2.7. A multi-year vehicle and equipment maintenance and replacement schedule will be developed based on the City's projections of its future replacement and maintenance needs. The projections will be updated and the schedule revised on an annual basis. 6.2.8. The budget will provide sufficient levels of maintenance and replacement funding to ensure that all capital facilities and equipment are properly maintained and that such future costs will be minimized. 6.2.9. The following criteria must be met to qualify any portion of the year-end General Fund surplus for one-time operations,nonrecurring emergency capital expenditures,or dedicated to the Capital Facilities Plan: 6.2.9.1. There are surplus balances remaining after all reserve requirements and current expenditure obligations are met. 6.2.9.2. An analysis has occurred assuring that the City has an adequate level of short and long-term resources to support the proposed use of surplus balances. 6.2.9.3. The funds are specifically appropriated by the City Council. 6.2.10. Year-end surplus in the Street Fund shall be designated for use in the Capital Facilities Plan or be used for one-time capital expenditures for street and parks projects. Use of surplus for these purposes must be approved by the Council. 6.3. Budgetary Control 6.3.1. The budget will be developed and administered in compliance with applicable State of Washington budgetary statutes. 6.3.2. The Finance Department will maintain a system for monitoring the City's budget performance. The system will include provisions for amending the budget during the yea r in order to address unanticipated needs or emergencies. 6.3.3. Appropriations requested after the original budget is adopted will be approved only after consideration of the availability of current and future revenues. Such appropriations must be approved by City Council. 6.3.4. Accounting and reporting practices will be maintained to provide accurate and timely monitoring of the City's budget performance. 6.3.5. Monthly budget reports will be issued by the Finance Department to Department Heads regarding the department's actual performance compared to budget estimates. The department also assists in implementing any needed corrective action approved by the City Manager. 6.3.6. Current revenues and operating expenditures will be reviewed quarterly by the City Council, and the Chief Financial Officer will prepare a mid-year assessment of the City's financial position for presentation to the Council. 191G' 03/20/2018 H - 20 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 7. DEBT MANAGEMENT POLICIES 7.1. Goals 7.1.1. All borrowing is subject to approval by the City Council.The basic objectives of the City's debt management policy are: 7.1.1.1. To achieve the lowest possible cost for borrowing. 7.1.1.2. To ensure access to the bond market to adequately provide the capital needed to finance public improvement and other long-term development objectives. 7.1.1.3. To maintain strong and sound credit,demonstrated by its commitment to meet all obligations in a timely fashion. 7.1.1.4. To maintain a level and structure of outstanding indebtedness that does not lead to excessive debt service requirements,thereby avoiding unnecessary strains on the operating budget. 7.1.1.5. To maintain the confidence of lending markets and the taxpayers. 7.2. Short-Term Debt 7.2.1. Short-term debt covers a period of one(1)year or less. With careful monitoring and planning of cash inflow and outflow requirements,it is intended that the City will avoid the use of short-term indebtedness to the maximum extent possible. 7.2.2. The City may use short-term debt to cover temporary cash flow shortages resulting from delay in receipting tax revenues or issuing long-term debt or to finance capital construction. 7.2.3. Interfund loans with a repayment period of three years or less,may be used to meet short- term cash flow needs as an alternative to outside debt instruments. Interfund loans will be permitted only if an analysis of the lending fund indicates excess funds are available and that the use of these funds will not adversely affect current operations. 7.3. Long-Term Debt 7.3.1. Long-term debt is defined as debt that exceeds three years.The City will confine long-term borrowing to capital improvements that cannot be financed from current revenues. 7.3.2. Acceptable uses of bond proceeds will include items that can be capitalized and depreciated.Refunding bond issues designed to restructure current outstanding debt is an acceptable use of bond proceeds,provided an analysis is done that determines the net present value(NPV)of savings is favorable for the City. 7.3.3. Where possible,the City will use special assessment revenue,or other self-supporting bonds,instead of general obligation bonds. 7.3.4. The City will not use long-term debt for current operations. 7.3.5. The City will maintain communications with bond rating agencies regarding its financial condition. The City will follow a policy of full disclosure on financial reports and bond prospectuses including proactive compliance with disclosure to the Electronic Municipal Market Access(EMMA)according to guidelines established by the Municipal Securities Rulemaking Board(MSRB). 7.4. General Obligation Bond Policy 7.4.1. Before general obligation bond propositions are placed before the voters,projects proposed for financing through general obligation debt should be included in the Capital 2O1G'<i ,E 03/20/2018 H - 21 Financial Policies Cil,of Poi-L Aiv,,eles Facilities Program and be accompanied by an analysis of the future operating and maintenance costs associated with the project. 7.4.2. Bonds will not be issued for a longer maturity schedule than a conservative estimate of the useful life of the asset to be financed. 7.4.3. Limited Tax General Obligation(LTGO)Bond Policy: 7.4.3.1. As a precondition to the issuance of limited tax general obligation bonds, alternative methods of financing should also be examined. 7.4.3.2. Limited tax general obligation bonds will be issued under certain conditions: 7.4.3.2.1. A project in progress which requires monies not available from alternative sources; 7.4.3.2.2. Matching fund monies are available which may be lost if not applied for in a timely manner;or 7.4.3.2.3. Catastrophic or emergency conditions exist. 7.4.3.2.4. A clearly identified need that helps achieve Council's desired vision for the City and is in line with the priorities approved by the City Council. 7.4.4. Unlimited Tax General Obligation(UTGO)Bonds and Legal Debt Limits: 7.4.4.1. Under RCW 39.36.020(2),the public may vote to approve UTGO bond issues for general government purposes in an amount not to exceed 2.5%of assessed valuation. Within the 2.5%limit,the Port Angeles City Council may approve LTGO bond issues and/or lease purchases up to 1.5%of the City's total assessed value(RCW 39.36.020(2)and RCW 35.42.200). In addition,state law provides for an additional 2.5%of assessed valuation for parks and open space purposes with a vote of the people. 211G' 03/20/2018 H - 22 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 8. INVESTMENT POLICIES 8.1. Introduction 8.1.1. The Investment Policy defines the parameters within which funds are to be invested by the City of Port Angeles("City'). Part of the City's overall Financial Policies and Procedures,this policy formalizes the framework to provide the authority and constraints for effective and judicious management of City funds. 8.1.2. These policies are intended to be broad enough to allow the Chief Financial Officer,City Treasurer or designated investment officer,to function properly within the parameters of responsibility and authority,yet specific enough to adequately safeguard the investment assets. 8.2. Governing Authority 8.2.1. The investment authority for the City is derived from Chapter 35A.40.050 RCW. Investing activities shall be operated in conformance with Washington Revised Statutes and applicable Federal Law. The policy outlines investments scope,objectives,delegation of authority,reporting requirements,internal control,investment limitations,safeguarding requirements,liquidity,performance expectation,quality,and maturity. 8.2.2. The goal of the policy is to invest public funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow demands and conforming to all Washington statutes governing the investment of public funds. 8.3. Scope 8.3.1.This policy applies to activities of the City with regard to investing the financial assets of all funds as defined and reported in the City's Comprehensive Annual Financial Report(CAFR). All funds within the scope of this policy are subject to regulations established by the state of Washington. 8.3.2.Except for funds in certain restricted or special funds,the City commingles its funds to maximize investment earnings and to increase efficiencies with regard to investment pricing,safekeeping and administration. Investment income is allocated to the various funds based on average daily cash balances. 8.4. Objective 8.4.1.All funds will be invested in a manner that is in conformance with federal,state and other legal requirements. The primary objectives,in priority order,of the City's investment activities shall be as follows: 8.4.1.1. Safety: Safety of principal is the foremost objective of the City.Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. To obtain this objective,investments will be diversified among highly rated securities and with various securities and financial institutions. 8.4.1.2. Liquidity: The City's investment portfolio shall remain sufficiently liquid to enable the City to meet all cash requirements which might be reasonably anticipated. Therefore,the investments shall be managed to maintain a balance to meet daily obligations. 8.4.1.3. Return on Investment(Yield): Yield should become a consideration only after the basic requirements of safety and liquidity have been met.The City's investment portfolio shall be managed in a manner to attain a market rate of 22 ( P<i ,o 03/20/2018 H - 23 Financial Policies t_.Il"y`of Purl Aiy,,eles return throughout budgetary and economic cycles,taking into account the investment risk constraints of safety and liquidity needs. The core of investments are limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed. 8.4.1.4. Legal Considerations: Investments will be placed in accordance with RCW statutes and legal requirements of the City. 8.5. Standards of Care 8.5.1. Delegation of Authority 8.5.1.1. Governing Body:The ultimate responsibility and authority for the investment of City funds resides with the governing body,or the City Council. 8.5.1.2. Investment Officers:Authority to manage the investment program is granted to the City Manager,Chief Financial Officer,City Treasurer or designee as designated by the City Council within the Investment Policy. 8.5.1.3. Responsibility for the operation of the investment program is hereby delegated to the Chief Financial Officer,City Treasurer,or designee,who shall act in accordance with established written procedures and internal controls for management of the investment program consistent with this Investment Policy.Officers will prepare investment reports to the City Council as may be deemed necessary. 8.5.1.4. Investment Adviser:The City may engage the services of an external investment manager to assist in the management of the entity's investment portfolio in a manner consistent with the entity's objectives.Such advisors shall provide recommendation and advice regarding the City investment program including but not limited to advice related to the purchase and sale of investments in accordance with this Investment Policy. 8.5.2. Prudence £r",l 1, The standard of prudence to be used by investment officials shall be the"prudent .............. person"standard,which states"...investments shall be made with judgement and care,under circumstances then prevailing,which persons of prudence,discretion and intelligence exercise in the management of their own affairs,not for speculation,but for investment,considering the probable safety of their capital as well as the probable income to be derived.", Formatted:Font:Calibri,Bold,Not Italic,Font color:Auto 8.5.2.2. ilii ri+l+rn�iiiiii£,wlx;tI eir rig Inn tirr W:IM rl hj",r r+rr ed Formatted:Font:Not Italic t rii iiiv,? ,lir"iit(j„r r i�ri),tlif,dr t+i Il)ll):boli Jl ill he iir,-rir=t fl<lI1i iiit,r,�„ rr irlr r;rtlol I11r„I,1 v ,lir”ii;t�(It all Iri£,ti M r whir II t 11thk rl hild,I ,iu i� l Hlt.y rtIler lhrr,., l)"k]( :tiol)j",In I he Ill del(e"I' 3"hq-Ja iiI V tir(W j'i)''j,. wlir ,hel llx we,Rirr iil rir cl fM w,-,MI rrt with t inn lth ii irnrt.li�'rit 8.5.2.3. The Investment officer,or designee,acting in accordance with written procedures and exercising due diligence,shall be relieved of personal responsibility for an individual security's credit risk or market price changes,provided that deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse development. 231G'<i ,E 03/20/2018 H - 24 Financial Policies yily of O'rri'l Air�c�lcww; 8.5.3. Ethics and Conflicts of Interest 8.5.3.1. Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program,or that could impair their ability to make impartial investment decisions. Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business. Disclosure shall be made to the governing body. They shall further disclose any personal financial/investment positions that could be related to performance of the investment portfolio. 8.6. Authorized Financial Institutions,Depositories,and Broker/Dealers 8.6.1. Broker/Dealers and Financial Institutions 8.6.1.1. The City Treasurer will maintain a list of authorized financial institutions and broker/dealers that are ek(k,iliy(i(,(]Itw0ntl�,l,lW , Il)r';r 11iayi11(1Hfi (l, 31r,i , tli at�iii,al,ity iiiui� `,r,(ul,kle,j,l)(I I r(li,,lu`^ iiiiI ICii„I,l 1 Y i I„(!!Ik)l11)i,i„i t„ 3 iit 3I i ul+ Additions and deletions to the list will be made at the City's Deleted.approved to transact with the City for discretion. investment purposes. 8.6.1.2. Authorized broker/dealers and financial institutions will be limited to those that meet one or more of the following: 8.6.1.2.1. Financial institutions approved by the Washington Public Deposit Protection Commission;or 8.6.1.2.2. Primary dealers recognized by the Federal Reserve Bank;or 8.6.1.2.3. Non-primary dealers or institutions qualified under U.S.Securities and Exchange Commission Rule 156-1,the Uniform Net Capital Rule,and a certified member of the Financial Industry Regulatory Authority (FI NRA). 8.6.2. To maintain approved status for investment transactions with the City,broker/dealers are required to provide a current audited financial statement demonstrating compliance with state and federal capital adequacy guidelines. A periodic review of the financial condition and registration of all qualified broker/dealers will be conducted by the City Treasurer. 8.6.3. The City will only place funds exceeding the current FDIC insurance limits with banks who are currently authorized by the Washington State Public Deposit Protection Commission (PDPC)in accordance with RCW 39.58.240. The City Treasurer or designated investment officer will verify the eligibility of banking institutions utilizing the Washington State Treasurer's websites:http://www.tre.wa.gov/documents/pdpc/publicDepositoriesBanks- Thrifts.shtml and http://www.tre.wa.gov/documents/pdpc/publicDepositoriesCreditUnions.shtmi. 8.6.4. Investment Advisers 8.6.4.1. The City may hire an investment adviser to provide investment management services in a non-discretionary capacity,requiring approval from the City prior to all transactions. 8.6.5. Competitive Transactions 8.6.5.1. The City Treasurer or designated investment officer shall obtain competitive bid information on investment instruments purchased on the secondary market. 241G' 03/20/2018 H - 25 Financial Policies Ci lr,of 0"eri'l Ai r,,el cww; 8.7. Safekeeping,Custody and Controls 8.7.1. Delivery vs.Payment 8.7.1.1. All trades of marketable securities will be executed(cleared and settled)on a delivery vs.payment(DVP)basis to ensure that securities are deposited in the City's safekeeping institution prior to the release of funds. 8.7.2. Third Party Safekeeping 8.7.2.1. Securities will be held by an independent third-party safekeeping institution selected by the City. The safekeeping institution shall be required to provide confirmation of investing transactions and a monthly investment ledger to the City listing each specific security. The investment ledger should itemize and describe each investment to include:specific security,CUSIP number,par value,purchase date,maturity date and market value. 8.7.2.2. All collateral securities pledged to the City for certificates of deposit shall be held in a segregated account at the issuing financial institution that reports to the state's Public Deposit Protection Commission(PDPC). 8.7.3. Internal Controls 8.7.3.1. The Chief Financial Officer is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City are protected from loss,theft or misuse. The investment portfolio and related investment transactions shall be reviewed and verified by staff members other than the investment officer originating the transaction. 8.7.3.2. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that the cost of a control should not exceed the benefits likely to be derived and the valuation of costs and benefits requires estimates and judgments by management. At a minimum,the internal controls shall address the following points: 8.7.3.2.1. Control of collusion 8.7.3.2.2. Separation of transaction authority from accounting and recordkeeping 8.7.3.2.3. Custodial safekeeping 8.7.3.2.4. Avoidance of physical delivery securities 8.7.3.2.5. Clear delegation of authority to subordinate staff members 8.7.3.2.6. Written confirmation of transactions for investments and wire transfers 8.7.3.2.7. Dual authorizations of wire transfers 8.7.3.2.8. Staff training and 8.7.3.2.9. Review,maintenance and monitoring of security procedures both manual and automated. 8.7.3.3. The Washington State Auditor shall provide an annual independent review to assure compliance with state law,policies and procedures. 8.8. Authorized Investments and Investment Parameters 8.8.1. Authorized Investments 8.8.1.1. Any local government in the state of Washington,as outlined in RCW 39.59 may invest in: 25 ( P<i ,o 03/20/2018 H - 26 Financial Policies Cil,of Poi-L Aiv,,eles 8.8.1.1.1. Bonds of the state of Washington and any local government in the state of Washington; 8.8.1.1.2. General obligation bonds of a state and general obligation bonds of a local government of a state,which bonds have at the time of investment one of the three highest credit ratings of a nationally recognized rating agency; 8.8.1.1.3. Subject to compliance with RCW 39.56.030,registered warrants of a local government in the same county as the government making the investment; 8.8.1.1.4. Certificates,notes,or bonds of the United States,or other obligations of the United States or its agencies,or of any corporation wholly owned by the government of the United States;or United States dollar denominated bonds,notes,or other obligations that are issued or guaranteed by supranational institutions,provided that,at the time of investment,the institution has the United States government as its largest shareholder; 8.8.1.1.5. Federal home loan bank notes and bonds,federal land bank bonds and federal national mortgage association notes,debentures and guaranteed certificates of participation,or the obligations of any other government sponsored corporation whose obligations are or may become eligible as collateral for advances to member banks as determined by the board of governors of the federal reserve system; 8.8.1.1.6. Bankers'acceptances purchased on the secondary market; 8.8.1.1.7. Commercial paper purchased in the secondary market,provided that any local government of the state of Washington that invests in such commercial paper must adhere to the investment policies and procedures adopted by the state investment board;and 8.8.1.1.8. Corporate notes purchased on the secondary market,provided that any local government of the state of Washington that invests in such notes must adhere to the investment policies and procedures adopted by the state investment board. 8.8.1.1.9. Certificates of Deposit of financial institutions which are qualified public depositories(RCW 39.58.010) 8.8.1.1.10.Local Government Investment Pool managed by the Washington State Treasury(RCW 43.250) 8.8.2. Suitable Investments and Diversification 8.8.2.1. Suitable investments for the City were selected due to the lower level of credit risk exposure and ongoing resources required for oversight of credit risk. To ensure diversification within the investment portfolio,limits have been placed on each class of securities. To eliminate risk of loss resulting from over-concentration of assets in a specific maturity,issuer,or class of securities,assets in all City funds shall be diversified by maturity,issuer,and class of security. Diversification strategies shall be determined and revised periodically by the i nvestment officers. INVESTMENT TYPE DEFINITION MAXIMUM OF PORTFOLIO U.S.Treasur Direct obligations of the United States Treasur _Y g g Y 100 GSE—Agency Obligations Government Sponsored Enterprises(GSEs)—Federal 100% Instrumentality Securities include,but are not limited to Federal National Mortgage Association(FNMA),the 261G' 03/20/2018 H - 27 Financial Policies Ci lr,of O'eri'l Ai r�c�l cww; Federal Home Loan Mortgage Corporation (FHLMC), Federal Home Loan Banks (FHLB), and the Federal Farm Credit Bureau (FFCB). Although 100% of the portfolio may be allocated to agencies,no more than 30%of the portfolio should be allocated to any one agency to ensure diversification among agency securities. Local Government Investment Investment Pool managed by the Washington State 100% Pool(LGIP) Treasury office.RCW 43.250 Certificates of Deposit Non-negotiable Certificates of Deposit of financial 25% institutions which are qualified public depositories as defined by RCW 39.58 and in accordance with restrictions therein. Municipal Debt Obligations Bonds of the state of Washington and any local 25% government in the state of Washington;at the time of investment the bonds must have one of the three highest ratings of a national rating agency.Debt of the City is not required to be rated. 8.8.2.2 Due to fluctuations in the aggregate surplus funds balance,maximum percentages for a particular issuer or investment type may be exceeded at a point in time subsequent to the purchase of a particular issuer or investment type. Securities need not be liquidated to realign the portfolio;however,consideration should be given to this matter when future purchases are made to ensure that appropriate diversification is maintained. 8.8.3 Maturities and Mitigating Market Risk in the Portfolio 8.8.3.1 Market risk is the risk that the portfolio value will fluctuate due to changes in the general level of interest rates. The City recognizes that,over time,longer- term/core portfolios have the potential to achieve higher returns with a higher volatility of return. The City shall provide adequate liquidity for short-term cash needs and make longer-term investments only with funds that are not needed for current cash flow purposes. The City adopts the following strategies to provide adequate liquidity and to mitigate its exposure to market risk. MATURITY CONSTRAINTS DEFINITION MINIMUM OF PORTFOLIO ------------------------- Under 30 days Liquidity Funds-Readily Available Funds:Local 10% Government Investment Pool Bank deposits Certificates of deposits Under 1 year Cash Flow Requirements for Operating Budget 25% Includes short-term liquid funds and short-term maturities maturing within one year. Under 5.50 years Funds in Excess of Liquidity Requirements 100% Those funds not required for immediate use or to meet operating budget requirements may be invested in longer-term maturities. The long-term portion of the portfolio includes higher quality and liquid securities such as treasuries,agencies and municipal 27G' 03/20/2018 H - 28 Financial Policies n i lr,of Port,Ai rIel cww; bonds. Maturities longer than 5.50 years must have approval of the Chief Financial Officer. WAM(weighted average maturity) To ensure liquidity needs are met, the weighted 3.0 years average maturity and effective duration of the overall portfolio shall not exceed three years without the approval of the Chief Financial Officer. Bond Proceeds for Capital Bond proceeds should be placed in the Local 100% of Bond Improvement Projects Government Investment Pool to be readily available Proceeds for capital project payments. Exceptions for investment of bond proceeds may be made should a capital improvement project exceed one year construction duration and with prior approval of the Chief Financial Officer. 8.8.4 Continuing Evaluation of Market Risk and Liquidity 8.8.4.1 As a general practice securities will be purchased with the intent to hold to maturity. However,it is acceptable for securities to be sold under the following circumstances: 8.8.4.1.1 A security with a declining credit may be sold early to protect the principal value of the portfolio. 8.8.4.1.2 The portfolio duration or maturity ladder needs to be adjusted to better reflect the structure of the underlying portfolio benchmark. 8.8.4.1.3 A security exchange that would improve the quality,yield and target maturity of the portfolio based on market conditions. 8.8.4.1.4 A sell of a security to provide for unforeseen liquidity needs. 8.9 Performance Standards 8.9.1 The market return performance will be considered after compliance with state and local laws,and after safety of principal and cash flow requirements are met. The investment portfolio shall be designed to attain a market-average rate of return throughout economic cycles using the Local Government Investment Pool and the 12-month moving average of the two-year Treasury as benchmarks. 8.10 Reporting Requirements 8.10.1 The City Treasurer is charged with the responsibility of preparing a quarterly report to th e City Council and City Manager on investment activity including securities holdings,cash balances,market values in the investment portfolio and distribution by type of investment. I L Lr'I r!Y will 1 (;,'.Iii r I�Lr'd, I1 )ii:3i1n,r 1 Whk I1yNIII a1kw t;,II+ l v+ri;�,l,I)l t,l , ,(+rljdn. w1i+Ihl'I iIM'JI iWIIt )(tivilk ,�i�ai iiil,llir I I t,li1i1 Ix i ionf1i w( ("I l;,(I,In, In [1)" Mir Ix,iYfr�,l,i� Ix il�rii„�Sin+ iii^w(t')tIx 'I�Ii�ilii atr I),r iii 1111)ail`i. iiw� ,lir,i,r lit a h�V, aixl tli at. .,,. 8.11 Distribution of Income 8.11.1 Interest income received shall be distributed monthly based on average daily cash balances within each participating fund. 8.12 Investment Policy Adoption 8.12.1 The investment policy shall be reviewed at a minimum every two years to ensure its consistency with current law,financial and economic trends and overall investing objectives. The policy should be adopted by resolution of the City Council. 281 G'<i ,o 03/20/2018 H - 29 Financial Policies Ci lr,of O'eri'l Ai r�c�l cww; City Treasury Function Responsibilities Function Employee(s)Responsible 1. Authorization of investment transactions a. Formal investment policy Prepared by Accounting Staff Adopted by City Council 2. Execution of investment transactions Chief Financial Officer/Treasurer/Investment designee 3. Timely recording investment transactions Treasurer/Investment designee a. Recording of investment transactions in Treasurer's records 4. Verification of investment Accounting Staff a. Receipt of broker confirmation b. Receipt of safekeeping confirmation 5. Safeguarding of Assets and Records Treasurer Reconciliation of Treasurer's records Accounting Staff to accounting records Reconciliation of Treasurer's records Accounting Staff to bank statement and safekeeping records Review of Portfolio Chief Financial Officer a. Financial institution's financial condition b. Safety,liquidity,and yields of investments Maintaining complete and current financial Accounting Staff institution and brokerage company files Periodic reviews of authorized public City Treasurer depositories 6. Management's periodic review of the investment portfolio in conformance to stated investment policy Monthly City Treasurer Quarterly Chief Financial Officer/City Manager/City Council 7. Annual review of the Investment Policy Treasurer/Chief Financial Officer and Investment Program 8. Changes in the Investment Policy Prepared by Accounting Staff Adopted by City Council 29 G' 03/20/2018 H - 30 Financial Policies Ci lr,err'O'eri'l Ai r�c�l cww; 9. PURCHASING POLICIES 9.1. Goal 9.1.1. This document establishes guidelines and clarifies the policies for purchasing supplies and materials,and contracting for services by the City of Port Angeles. The City of Port Angeles dedicates itself to purchasing goods and services seeking maximum operational value thereby assuring the prudent and economical use of public monies. The purpose of this policy is to ensure that authorized personnel approve purchases in advance whenever possible,that expenditures are recorded electronically as soon as possible,to maximize internal controls without sacrificing efficiency,and to provide management with the ability to analyze purchasing patterns and cash flow requirements. It is not the intent of this policy to limit or prohibit contracting procedures or options authorized by State law. 9.2. Interpretation of this Policy 9.2.1. The Chief Financial Officer shall be responsible for interpretation of this Policy. 9.3. Financial Information Provided to Council 9.3.1. Prior to any consideration for approval of a motion,resolution,or ordinance for City Council authorization to purchase or acquire any goods or services,including professional services and construction contracts,for the City of Port Angeles,the Council shall be provided with a Fiscal Note prepared by the Chief Financial Officer or designee that details the source and amount(s)of revenues proposed to pay for the purchase together with a budget for the acquisition. 9.3.1.1. The Fiscal Note is required to be included in the Agenda packet delivered to the Council prior to the meeting as well as the packet posted on the City's website. 9.3.1.2. No proposed acquisition of goods or services may be considered by the Council without the inclusion of a Fiscal Note designed to allow the City Council to make an informed decision on the particular issue at hand. 9.3.1.3. If the proposed acquisition of goods or services is part of a larger project,the Fiscal Note shall include the total budget for the project,the source of funding and a summary of all expenditures made prior to the proposed acquisition. 9.3.2. On a quarterly basis,the Chief Financial Officer shall provide Council with a written report and analysis of the City's Operating and Capital budgets. The report shall be provided by the 25`h day following the end of the quarter unless the Chief Financial Officer has informed the City Council and City Manager of the need for a delay in the delivery of the report. In the message from the Chief Financial Officer informing the City Council and City Manager of the delay in providing the quarterly report,the Chief Financial Officer shall provide the reason for the delay together with the projected date for the delivery of the quarterly report. 9.3.2.1. The quarterly report shall be posted to the City website following delivery to the City Council. 3O1G' 03/20/2018 H - 31 Financial Policies Ci lr,of O'eri'l Ai r�c�l cww; 9.4. Purchasing Policy Definitions 9.4.1. Approval Levels: Set by City Council,these are specific dollar levels of authorization for the approval of purchases and payments made on behalf of the City of Port Angeles as noted below. Purchase Amount Authorizing Official/Entity $0.01-$4,999.99 Department Director $5,000.00-$14,999.99 Department Director&Chief Financial Officer $15,000.00-24,999.99 City Manager,Department Director&Chief Financial Officer $25,000.00 or greater City Council+City Manager,Department Director& Chief Financial Officer 9.4.2. Any contract or agreement for the purchase of goods or services shall require authorizing signatures: Purchases of Less than$5,000: Purpose Authorizing Official/Entity Approval to purchase Department Director Purchases of Greater than$5,000 but less than$14,999.99: Purpose Authorizing Official/Entity Approval to Purchase Department Director Availability of Funds Department Director,Chief Financial Officer Purchases of Greater than$15,000: Purpose Authorizing Official/Entity Approval to Purchase City Manager Department Approval Department Director Availability of Funds Chief Financial Officer Approval as to Form City Attorney 9.4.3. Blanket Purchase Order(BPO): Otherwise known as an"Open Purchase Order,"a BPO is a purchase order used for purchases with local vendors or frequently utilized vendors. BPDs are created with a set dollar amount and are received and invoiced as purchases are made. BPOs are generally for items that are needed daily,but not always anticipated. BPOs are also used for annual agreements such as copier charges,maintenance agreements,etc. 9.4.4. Emergency Purchases: An emergency purchase is created by an urgent need affecting the health and safety of citizens,which requires immediate action,and where the occurrence or condition is"unforeseen." Lack of anticipation or planning cannot be deemed as a cause for declaring an emergency. 9.4.5. Field Purchase Order(FPO): FPOs can be used as a quick way to obtain goods or services. An FPO can also be used to request advance payments for legitimate business expenses such as travel,food,lodging,and conference fees. FPO's should not be used for purchases over$1,000 unless as specified in policy. 9.4.6. Purchase Order(PO): Computer generated numbered document used to authorize a vendor to ship merchandise or to perform services for a proposed price. POs are generated by a requisition,or documentation that has been approved at all required approval levels. 311G'<i ,E 03/20/2018 H - 32 Financial Policies Cil,of Poi-L Aiy,,eles With regular purchase orders,you must add the line item information describing the merchandise or services when you create them. With blanket purchase orders,you can add the line items when you receive or invoice them. 9.4.7. Requisition: A request to order goods that must be processed through approval levels before a purchase order can be generated. Funds are then pre-encumbered at this requisition phase of purchasing. Buyers then process items from approved requisitions onto purchase orders to selected vendors. 9.4.8. Sole Source&Single Source: A sole source can be a manufacturer,software developer or service provider that sells direct and there are no other sources offering an"equal"product or service. A single source could be a distributor/wholesaler/retailer that has a contractual agreement for a specific territory to the exclusion of others. 9.5. Policy Requirements 9.5.1. All employees making purchases on behalf of the City of Port Angeles shall maintain effective and professional public,vendor and customer relationships. Opportunity will be provided to all responsible suppliers to do business with the City of Port Angeles unless this purchase is required from a sole source. No official or employee will be interested financially in contracts or purchases entered into by the City of Port Angeles. 9.5.2. Most purchases will be processed with one of these options: 9.5.2.1. Requisitioned Purchase Orders(PO) 9.5.2.2. Blanket Purchase Order(BPO) 9.5.2.3. Field Purchase Order(FPO) 9.5.3. Finance will administer travel,credit card purchases,utility bills,phone charges,and petty cash in accordance with City policies and statutory requirements. 9.5.4. Authorization levels of purchases$5,000 and under will be determined by the Department Director. Each Department Director shall supply the Chief Financial Officer with departmental policy for individual authorization. Individuals authorized to approve requisitions for purchase orders will only have security set up for their level of approval and with those accounts as authorized. 9.6. Requisitioned Purchase Orders(PO) 9.6.1. Purchase Orders are created from an authorized requisition. Purchase Orders are for all purchases other than those authorized by blanket purchase orders and field purchase orders. All purchases for capital items,contracts that are subject to retainage,and inventory items need to be made with a purchase order. The requisition for purchase is processed and approved before the purchase is physically made,however this may not be the case in emergency purchases. With regular purchase orders,the line item must be added describing the merchandise or services from the authorized requisition. An authorized person creates the purchase orders,that includes: purchase order information, such as purchase order date,type,and buyer name;vendor information,such as vendor number,name,and terms;quantities of items ordered;unit cost of each item ordered;and inventory information for each item on the purchase order. 9.7. Blanket Purchase Order(BPO) 9.7.1. Approval levels established by policy are required as signatures on the Blanket Purchase Order(BPO)request form to authorize creation of a BPO. 32 ( P<i ,o 03/20/2018 H - 33 Financial Policies Cil,of Poi-L Aiy,,eles 9.7.2. BPOs are used for frequently purchased items from a frequently utilized vendor. BPDs are usually created at the beginning of the year with an annual anticipated dollar amount of expected purchases. Some department heads or directors may indicate the maximum dollar amount of a single purchase to be entered on a BPO. When a purchase exceeds the authorized maximum,a requisition/purchase order will need to be created for that purchase. The BPO request form includes a section to be completed authorizing the increase on a BPO when the initial balance requested is expended. On BPOs,line items are added as the items are received. 9.8. Receipt of Goods 9.8.1. When items are received from a vendor,the receipt is recorded against an open purchase order. Open purchase orders are purchase orders that are not canceled and still have items that are not fully received,invoiced,or both. All items on a purchase order can be received at once or individual items or quantities of an item received separately. The department that created the original purchase order is responsible to receipt all items on the purchase order. 9.9. FPO(Field Purchase Order) 9.9.1. An FPO can be used for smaller purchases that may be under$1,000,such as subscriptions, registrations,and routine budgeted transactions. All items previously posted to an account other than an expense account will be paid using an FPO. FPOs may also be used for larger transactions,insurance payments,debt redemption,other liabilities previously approved, and to request advance payments for legitimate business expenses. Contracts having retainage need to be processed using purchase orders. 9.10. Invoicing 9.10.1. Claims shall be processed for payment by the Finance Department after proper processing and receiving is completed at the department level. Invoices should be sent directly to the Finance Department from the vendor. All invoices should be complete with the following: (1)City purchase order number;(2)complete description of goods or service provided;(3) quantity;(4)unit prices and extensions;(5)discount terms;and(6)invoice number. 9.10.2. Adequate documentation will be attached to City payment vouchers to assure that it supports a valid,legally authorized purchase. Payments will be made only on original invoices. Properly prepared and approved requisitions,purchase orders,and receiving reports will be attached when applicable. 9.10.3. All City claims approved by the Departments are certifying that the materials have been furnished,the services rendered or the labor performed,and that the claim is a just,due and unpaid obligation against the City,prior to submitting the claim to the Finance Department for payment. 9.10.4. The department initiating the claim will be responsible for compliance and documentation for bid requirements,prevailing wages,approved change orders,and any additional statutory consideration related to the transaction. 9.11. Check Signing 9.11.1. To be valid,all checks in payment of claims must be signed by both the City Manager and the Chief Financial Officer. 33 ( P<i ,o 03/20/2018 H - 34 Financial Policies Cil,of Poi-L Aiv,,eles 9.12. Approval of Payment Claims 9.12.1. It shall be the duty of the Chief Financial Officer to present at each regularly scheduled Deleted:<q>contracts¶ meeting of the City Council,a list showing all claims paid and the date of payment to enable The City Manageror his designee may sign contracts of less than$25,000. fl the City Council to make inquiry on any item appearing thereon. Upon satisfaction of such The City Manageror his designee is authorized to enter into inquiry,if any,the City Council shall by motion approve the report of claims paid as a lease or rental agreements,provided the agreement does not permanent record. obligate the City of Port Angeles in excess of$25,000 and the agreement is for a period that does not exceed one year.¶ 9'12'2' ---- Deleted:<#>Bidding Requirements¶ 9.12.3. ® Purchases of supplies,materials and equipment or services other than architectural,engineering and land surveying 9.12.4. I, services over$7,500 but less than$15,000 may be purchased after obtaining three written or telephone quotes.All 9.12.5. �, purchases over$15,000,other than architectural,engineering and land surveying services,are required to go through a 9.13. Definition of credit card formal bidding process.¶ Lowest Responsible Bidder¶ 9.13.1. As used in this chapter,"credit card"means a card or device issued under an arrangement Before award of a public works contract,a bidder must meet pursuant to which the issuer gives to a cardholder the privilege of obtaining credit from the the following responsibility criteria to be considered a issuer. responsible bidder and qualified to be awarded a public works project.The bidder must:¶ 9.14. Issuance,use and control of credit cards At the time of bid submittal,have a certificate of registration in compliance with chapter 18.27 RCW;¶ 9.14.1. The City Council hereby adopts the following system for the issuance,use and control of Have a current Washington state unified business identifier credit cards by City officials and employees: number;¶ If applicable,have industrial insurance coverage for the 9.14.1.1. The Finance Department shall implement the following system for the bidder's employees working in Washington as required in Title distribution,authorization,control,credit limits and payment of bills related to 51 RCW;and employment security department number as the use of credit cards by City officials and employees: Deleted:<q>Bid Inspection¶ Immediately after the award is made,the bid quotations 9.14.1.1.1. Distribution. Credit cards will be distributed to those City officials obtained shall be recorded,open to public inspection,and and employees who have job responsibilities which would be available by written,telephonic,or electronic request. facilitated by the use of a credit card and the credit card use would Deleted:<q>Authorityto Enter into contracts,Leases or benefit the City. This shall include the City Council,City Manager, Rental Agreements¶ Department Heads,Division Managers,and other officials and The City Manageror his designee is hereby authorized to enter into contracts and leases or rental agreements provided employees as determined by the City Manager. that the following conditions are metal 9.14.1.1.2. Authorization and control. The Finance Department shall develop The contract does not obligate the City to expend in excess of 525,000.E the implementation guidelines and accounting controls to ensure The particular expenditure of Cityfunds has been approved in the proper usage of credit cards and credit card funds. the City Budget as approved by the City Council.fl 9.14.1.1.3. Credit limits. The Finance Department shall set credit limits on Deleted:<q>small Purchase Contracts¶ each credit card issued. The credit limit shall not exceed$2,500 Whenever the reasonably anticipated purchase price of supplies,material and equipment,except for public work or without written approval of the City Manager. improvement,is more than$7,500 but less than$15,000.00, 9.14.1.1.4. Payment of bills. The Finance Department shall establish and advertisement and formal sealed bidding for the purchase may be dispensed with if the uniform procedure provided in implement a written procedure for the payment of all credit card RCW 39.04.190 and in this section is followed.¶ bills. At least twice per year,the City Clerk shall publish in a newspaper of general circulation within the City a notice 9.14.1.1.5. Unauthorized charges. No employee shall use the City-issued ... �. Deleted:<q>Change orders on construction contracts and credit card for non-City business use. Any employee who violates amendments to professional service agreements¶ this policy by using a City-issued credit card for non-City business Upon subsequent approval by the City Council of a single or shall be subject to disciplinary action and shall be billed for all collective series of change orders requiring Council approval, charges on the credit card. The City Manager or his/her designee is the approval threshold shall be re-set based on the most authorized and directed to make payroll deductions to recover any recent Council—approved contract amount as the starting point.¶ unauthorized charges. When approval occurs bythe City Manageror respective department head for change orders or professional services 9.14.1.1.6. Cash advances. Cash advances on credit cards are prohibited. agreement amendments according to the conditions state 341G'<I ,E: 03/20/2018 H - 35 Financial Policies CRy of Poi-L Aweles 9.14.2. The Finance Department is authorized to adopt any additional procedures or policies necessary to implement the provisions of this section. 35 1 P 03/20/2018 H - 36 Financial Policies Ci lr,of O'eri'l Ai r,,el cww; 10. POST ISSUANCE COMPLIANCE FOR GOVERNMENTAL BONDS 10.1. Scope: 10.1.1. This Post Issuance Compliance Policy addresses the City of Port Angeles,Washington's(the "City")compliance with federal tax,federal securities and state law requirements and contractual obligations applicable to the City's tax-advantaged governmental bond issues. The Post Issuance Compliance Policy applies generally to all of the City's tax-exempt governmental bonds,and other bonds subject to comparable requirements,such as taxable direct-pay bonds. As used in this Post Issuance Compliance Policy,references to"bonds' include bonds,lines of credit,bond anticipation notes,and equipment and other financing leases. 10.2. Purpose: 10.2.1. This Post Issuance Compliance Policy is intended to improve the City's ability to: 10.2.1.1. Prevent violations in bond requirements from occurring in the first place, 10.2.1.2. Timely identify potential violations,and 10.2.1.3. Correct identified violations through appropriate remedial steps. 10.3. Schedule of Review: 10.3.1. The Post Issuance Compliance Policy is to be reviewed at least annually and upon each issuance of new bonds,including refunding bonds. In connection with this periodic review, the Chief Financial Officer will consider whether the Post Issuance Compliance Policy should be amended or supplemented: 10.3.1.1. To address any particular requirements associated with the new bond issue,or 10.3.1.2. To reflect general changes in requirements since the prior bond issue. 10.4. Requirements at Bond Closing: 10.4.1. Numerous federal tax,federal securities,and state law requirements must be met in connection with a bond issue. In some circumstances(e.g.,revenue bonds)rate and other covenant requirements will also need to be satisfied. These requirements are addressed in the bond transcript completed at bond closing,and confirmed in certain respects by the legal opinions included in the bond transcript. 10.5. Requirements after Bond Closing: 10.5.1. Other federal tax,federal securities law,and state law requirements and contractual obligations require on-going monitoring after the issuance of the bonds. 10.6. Officials or Employees Responsible for Review: 10.6.1. The following officers and employees of the City are identified as the responsible persons for reviewing compliance with the City's post-issuance obligations. Each responsible individual is to institute a calendaring system to track compliance with tasks in a timely manner. 10.6.1.1. Federal tax requirements,including arbitrage,use of proceeds,use of facilities and IRS filings: 10.6.1.2. Arbitrage,IRS Filings: Chief Financial Officer or as designated by Chief Financial Officer 36 ( P<i ,o 03/20/2018 H - 37 Financial Policies Cil,of Poi-L Aiy,,eles 10.6.1.3. Use of Proceeds: Chief Financial Officer or as designated by Chief Financial Officer 10.6.1.4. Use of Facilities: Department Director as designated by City Manager 10.6.2. Continuing disclosure requirements: 10.6.2.1. Annual Filing: Chief Financial Officer or as designated in writing by the Chief Financial Officer 10.6.2.2. Material Event Notices: Chief Financial Officer or as designated by Chief Financial Officer 10.6.2.3. Prior to filing each annual filing or material event notice,the Chief Financial Officer is to circulate the draft filing or notice to bond counsel or to the City Attorney for review. 10.6.3. The Chief Financial Officer is responsible for reviewing the other requirements under this policy. 10.6.4. The responsible persons identified above may need to confer,from time to time,with the City's bond counsel and/or financial advisor(if any)to confirm the applicability and scope of the requirements outlined in this policy. For reference,the contact information for these advisors is provided below: 10.6.4.1. Pacifica Law Group LLP,as bond counsel 10.6.4.1.1. Deanna Gregory at 206-245-1716 or Deanna.gregory@pacificalawgroup.com,or 10.6.4.1.2. Stacey Crawshaw-Lewis at 206-245-1714 or Stacey.Lewis@pacificalawgroup.com 10.6.4.1.3. Edward McCullough at 206-245-1727 or Edward.mccuIlough@pacificalawgroup.com 10.6.5. Training of the responsible official/employee. The City provides opportunities for training to the responsible individuals,specifically including the following training opportunities: 10.6.5.1. At or after bond closing,a conference call or meeting with bond counsel to review the requirements applicable to a new bond issue. 10.6.5.2. Identify other training activities,if applicable—such as participation in in-house training sessions,CPE seminars,or seminars conducted by professional organizations (e.g.,GFOA,WFOA,WMTA) 10.6.6. Records to be Maintained. The following documents are maintained in connection with each bond issue. The goal is to retain adequate records to substantiate compliance with federal tax,securities law,state law and other contractual requirements applicable to the City's bonds. Generally,records should be maintained for the term of the bonds(plus any refunding)plus four years. Unless otherwise specified,the following records are to be maintained in the office of the Chief Financial Officer. 10.6.6.1. Complete bond transcript(provided by bond counsel)in CD or hard copy. 10.6.6.2. Records of investment of bond proceeds in a format showing the date and amount of each investment,its interest rate and/or yield,the date any earnings are received and the amount earned, and the date each investment matures and if sold prior to maturity,the sale date and sale price. 37 ( P<i ,o 03/20/2018 H - 38 Financial Policies Cil,of Poi-L Aiy,,eles 10.6.6.3. Records of expenditure of bond proceeds in a format showing the amount, timing,and the type of expenditure. 10.6.6.4. Records of invoices or requisitions,together with supporting documentation showing payee,payment amount,and type of expenditure,particularly for projects involving multiple sources of funds. 10.6.6.5. Records necessary to document the allocation of bond proceeds and other sources of funds to particular projects or portions of projects. 10.6.6.6. Records documenting the final allocation of bond proceeds to projects,including any reallocations of bond proceeds,in a format showing the timing and substance of the reallocation,if applicable. 10.6.6.7. Records demonstrating compliance with arbitrage and rebate requirements, including arbitrage calculations,documentation of spending exceptions to rebate,rebate reports and IRS filings and payments. 10.6.6.8. Copies of contracts relating to the use of the bond-financed facility,including leases,concession agreements,management agreements and other agreements that give usage rights or legal entitlements with respect to the facility to nongovernmental persons(e.g.,advertising displays,cell tower leases,and naming rights agreements). 10.6.6.9. Copies of contracts relating to ongoing compliance with respect to the bonds. 10.6.6.10. Copies of any filings or correspondence with the IRS,the SEC or other regulatory body. 10.7. Investment of Bond Proceeds: 10.7.1. In general,bond proceeds and certain other funds can only be invested at a rate that exceeds the yield on the bonds under limited circumstances. Furthermore,amounts earned by investing above the bond yield must be rebated to the IRS,unless the City qualifies as a small issuer or a spending exception is met. The arbitrage and rebate requirements for each bond issue are detailed in the federal tax certificate. The Chief Financial Officer(or the City Treasurer if assigned the responsibility in writing by the Chief Financial Officer)will monitor the investment and expenditure of the funds and accounts listed below. The Chief Financial Officer(or the City Treasurer if assigned the responsibility in writing by the Chief Financial Officer)determines whether the bond issue meets the requirement for one of the expenditure exceptions to arbitrage rebate. The Chief Financial Officer(or the City Treasurer if assigned the responsibility in writing by the Chief Financial Officer)in consultation with bond counsel will determine whether a rebate calculation is necessary and,if so,will perform the calculation or engage a rebate consultant. The Chief Financial Officer(or the City Treasurer if assigned the responsibility in writing by the Chief Financial Officer)will arrange for the payment of any required rebate to the IRS together with the appropriate IRS form on the dates described below. 10.7.1.1. Funds to Monitor. 10.7.1.1.1. Bond or debt service funds/accounts 10.7.1.1.2. Project or construction funds/accounts 10.7.1.1.3. Debt service reserve funds/accounts 10.7.1.1.4. Other accounts with bond proceeds or amounts pledged to pay bonds 381G'<i ,E 03/20/2018 H - 39 Financial Policies Ci lr,of O'eri'l Ai r,,el cww; 10.7.1.2. Arbitrage Reports;Rebate May Be Due. 10.7.1.2.1. During construction,monitor expenditures to confirm satisfaction of expected exception to rebate(such as six month exception,18 month exception,24 month exception) 10.7.1.2.2. The first rebate payment is due five years after date of issue plus 60 days 10.7.1.2.3. Rebate is due every succeeding five years if there are unspent gross proceeds of the bonds 10.7.1.2.4. Final rebate payment is due 60 days after early redemption or retirement of the bonds 10.7.1.3. Limitations on Type of Investments. Bond proceeds must be invested as permitted under state law. In addition,the bond ordinance or any bond insurance agreement may further limit the permitted investments. To monitor compliance with these investment restrictions,the City invests bond proceeds in the State Local Government Investment Pool as well as other investments authorized by the City's Investment Policy and Washington State law. 10.7.1.4. Use of Bond Proceeds During the Construction Period. 10.7.1.4.1. Monitoring the expenditure of bond proceeds is necessary to assure that the required amount of bond proceeds are expended for capital expenditures and that not more than 10%of the bond proceeds are expended for projects that will be used for in a private trade or business(including by the federal government and nonprofit entities). 10.7.1.5. The Chief Financial Officer is responsible for reviewing the transcript for the bonds,and in particular,the authorizing documents and the federal tax certificate,as well as invoices and other expenditure records to monitor that the bond proceeds are spent on authorized project costs. 10.7.1.6. If,at the completion of the project,there are unspent bond proceeds,the Chief Financial Officer,conferring with bond counsel,will direct application of the excess proceeds for permitted uses under federal tax law,state law,and bond authorization documents. 10.7.1.7. If the project involves bond proceeds and other sources of funds and included both governmental and nongovernmental use of the financed facilities,the Chief Financial Officer will undertake a final reconciliation of bond proceeds expenditures with project costs no later than 18 months after the later of the date of expenditure or the date that the project is placed in service(but in no event more than five years after the date of issue). 391G'<i ,E 03/20/2018 H - 40 Financial Policies Ci lr,of O'eri'l Ai r,,el cww; 10.8. Use of Bond-Financed Facilities: 10.8.1. Monitoring(and limiting)any private use of the bond-financed facility is important to maintaining the federal tax treatment of governmental bonds. In general,no more than 10%of the bond-financed facility can be used in a private trade or business(including by the federal government and nonprofit entities). Private use can arise through any of the following arrangements,either directly or indirectly. 10.8.2. Types of Private Use 10.8.2.1. Selling all or a portion of the facility 10.8.2.2. Leasing all or a portion of the facility 10.8.2.3. Entering into a management contract for the facility(except for qualified management contracts under IRS Rev.Proc.97-13) 10.8.2.4. Use of all or a portion of the facility for research purposes under a research contract(except for qualified research contracts under IRS Rev.Proc.97-14) 10.8.2.5. Entering into contracts giving"special legal entitlement"to the facility(for example,selling advertising space or naming rights) 10.8.3. Procedures for monitoring private use;procedures reasonably expected to timely identify noncompliance. 10.8.3.1. All leases and other contracts involving bond-financed property will be sent prior to execution to the Chief Financial Officer for review. 10.8.4. Procedures ensuring that the City will take steps to timely correct noncompliance. 10.8.4.1. If the City takes official action to sell,lease or otherwise change the use of bond- financed facilities to private use,action should be taken under Treas.Reg.§ 1.141-12 within 90 days to apply net proceeds of the sale or lease of the facility to other qualifying capital expenditures or to redeem or defease bonds. Upon a determination that there has been or could be a change in use of a bond- financed facility under the monitoring procedures described above,the Chief Financial Officer shall consult with bond counsel and apply net proceeds of the change in use as required. 10.9. Continuing Disclosure: 10.9.1. The City is required to make annual filings with the Municipal Securities Rulemaking Board ("MSRB")as described in the continuing disclosure undertaking for each bond issue(which may include tax-exempt or taxable bonds),and to file notice of certain material events. 10.9.1.1. Submissions will be made in electronic form through the MSRB's web-based system known as Electronic Municipal Market Access("EMMA"),currently available at http://www.emma.msrb.org. Submissions will be made in word- searchable PDF. 10.9.1.2. Annual filings to be made: 10.9.1.2.1. Financial information and operating data about the City included in the Official Statement for the bonds 10.9.1.2.2. Change in fiscal year;other information described in the continuing disclosure undertaking 10.9.1.2.3. Audited financial statements 4O1 G'<i ,o 03/20/2018 H - 41 Financial Policies Cil,of Poi-L Aiy,,eles 10.9.1.2.4. These reports must be filed no later than nine months(e.g. September 30)for the majority of the City's bonds,and seven months(e.g.July 31)with respect to one issue,after the end of the City's fiscal year(the City's fiscal year currently ends December 31) 10.10. Material event notices: 10.10.1.The City is required to provide or cause to be provided to the MSRB,in a timely manner, notice of certain events with respect to the bonds. Amendments to SEC Rule 15c2-12(the "Rule")in 2010 expanded the list of events requiring disclosure and added a 10-day compliance period for undertakings effective after December 1,2010. 10.10.2.Generally,if any of the following events occur,the City shall provide,or cause to be provided,to the MSRB,in a timely manner not in excess of ten business days after the occurrence of the event,notice of the occurrence of the any of the following events with respect to the bonds: 10.10.2.1. Principal and interest payment delinquencies 10.10.2.2. Non-payment related defaults,if material 10.10.2.3. Unscheduled draws on debt service reserves reflecting financial difficulties 10.10.2.4. Unscheduled draws on credit enhancements reflecting financial difficulties 10.10.2.5. Substitution of credit or liquidity providers,or their failure to perform 10.10.2.6. Adverse tax opinions,the issuance by the IRS of proposed or final determinations of taxability,Notices of Proposed Issue(IRS Form 5701-TEB)or other material notices or determinations with respect to the tax status of the bonds,or other material events affecting the tax status of the bonds 10.10.2.7. Modifications to the rights of bondholders,if material 10.10.2.8. Bond calls,if material,and tender offers 10.10.2.9. Defeasances 10.10.2.10.Release,substitution,or sale of property securing repayment of the Bonds,if material 10.10.2.11.Rating changes(both upgrades and downgrades) 10.10.2.12.Bankruptcy,insolvency,receivership or similar event of the City 10.10.2.13.The consummation of a merger,consolidation,or acquisition involving the City or the sale of all or substantially all of the assets of the City,other than in the ordinary course of business,the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions,other than pursuant to its terms,if material 10.10.2.14.Appointment of a successor or additional trustee or the change of name of a trustee,if material 10.10.3. Procedure for ensuring that notice of the above events is provided to the responsible individual(s)identified above: Chief Financial Officer(or the City Treasurer if assigned the responsibility in writing by the Chief Financial Officer) IL411 G'<i ,o 03/20/2018 H - 42 Financial Policies Cil,of Poi-L Aiv,,eles 10.10.4. Periodic check of information regarding bonds on EMMA. Periodically and at least prior to each new bond issue,the City will search EMMA for its continuing disclosure filings to confirm proper filings have been made. 10.11. Compliance with Bond Covenants: 10.11.1. Particularly for revenue bond issues,the City has made rate and other covenants for the benefit of bond owners. The City monitors compliance with these bond covenants on an annual basis,as part of its annual audit process. These covenants are summarized below: Covenant Requirement Document;Section Timing Rates Insurance Sale or disposition of property Debt Service Reserve Fund Balance 10.11.2.Other Reports. Under the terms of bond insurance policies,letter of credit reimbursement agreements,debt service reserve surety agreements,financing agreements,loan agreements,and remarketing agreements,the City may be required to send copies of budget,disclosure and other documents as well as notice of the issuance of additional bonds,events of default,redemptions or defeasances,or amendments to the bond documents. The following entities are required to receive copies of the following documents or notices. Entity Type Name/Contact Document;Section Requirement Timing Bond Insurer Letter of Credit Bank Underwriter/Remarketing Agent Bank 421G' 03/20/2018 H - 43 •"o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) "o,Q) � � � GELE -,-If , W A S H I N GTO N, U. S. A. �' CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: DAN MCKEEN,CITY MANAGER SUBJECT: City Of Port Angeles 2018 Community Work Plan Summary: The City of Port Angeles Community Work Plan is intended to be a communications tool between City staff, the Council and the community,providing a brief overview of some of the major projects being worked on by the City Departments. Included with the Work Plan is a timeline outlining anticipated months that will be spent on each project. In addition, this year's work plan identifies items that incorporate elements of the 2017-2018 Strategic Plan. Funding: No funding is required for the adoption of the Work Plan. Varied funding requirements are tied to the individual activities/projects. Recommendation: Pass the resolution adopting the 2018 Community Work Plan. Background/Analysis: Staff is pleased to present to the City Council, the City of Port Angeles 2018 Connnunity Work Plan. This document provides a brief overview of the City's major projects and activities. The Work Plan does not include most of the routine projects or programs. Instead, it focuses on the major projects being worked on throughout the City's various departments. It takes a significant amount of work on a daily basis to provide municipal services to the citizens and businesses within the City of Port Angeles. The delivery of utilities,public safety services and recreational activities need legal, financial and planning support; this assistance is labor intensive and requires long-term planning and oversight. These services are what most citizens would probably refer to as "routine" and "expected." Perhaps what may be less obvious is the incredible amount of work being accomplished"behind the scenes." The City's Work Plan is intended to be a communications tool between City Council and Staff. By referring to the Work Plan, which includes objectives, rationales, additional workload on staff and where each project fits into the Council's goals, Council can gain a better understanding of each project. The City Council may also use the Work Plan as a communications tool with the community. 03/20/2018 H - 44 The Work Plan includes a timeline illustrating the approximate duration of each project and staff will provide City Council and the community with a year-end report to document the Work Plan's progress. A change in this year's Work Plan from previous years is identification of which Work Plan items are mandated and which items incorporate an element of the 2017—2018 Strategic Plan. This change was the result of Council discussion during the January 30th Council work session. After promulgated, a hard copy of the City of Port Angeles 2018 Connnunity Work Plan will be provided to each Councilmember so notes can be made for future reference. The Work Plan will also then be available on the City's website on the City Manager's page. Funding: No funding is required for the adoption of the work plan. Varied funding requirements are tied to many of the individual activities/projects. 03/20/2018 H - 45 RESOLUTION NO. A RESOLUTION of the City Council adopting the City 2018 Community Work Plan. WHEREAS, the City annually provides a multitude of municipal services to the citizens and businesses within the City of Port Angeles; and the delivery and maintenance of utilities, provision of public safety services, sponsorship of recreational activities and the legal, financial, and planning support for each of these are all labor intensive activities requiring long-term planning and oversight; and WHEREAS, the City also provides municipal services that are one-time projects; and these often represent an incredible amount of work being accomplished "behind the scenes" and many projects involve the actions of multiple departments; and WHEREAS, it is in the best interest of City Staff and City Council to adopt a Work Plan to guide and direct work projects of the City in 2018. Through this Work Plan, the Council establishes its goals and priorities and directs the implementation of projects that will be done during the year to carry out Council's goals and priorities. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Angeles that the Work Plan attached hereto as Exhibit A is hereby adopted as, and it shall be, the plan for work and projects to be accomplished by the City in 2018. PASSED by the City Council of the City of Port Angeles at a regular meeting of said Council held on the 6th day of March, 2018. Sissi Bruch, Mayor ATTEST: Jennifer Veneklasen, City Clerk APPROVED AS TO FORM: William E. Bloor, City Attorney 03/20/2018 H - 46 CITY OF PORT ANGELES PRELIMINARY 2018 COMMUNITY WORK PLAN y OF ?ORTA^/ �� ��������������� llllllllllllllllllllllll�lll��uuuuuuu����������� CER Submitted to the Port Angeles City Council by: Daniel McKeen, City Manager Therese Agesson, Acting Finance Director William Bloor, City Attorney Corey Delikat, Parks & Recreation Director Ken Dubuc, Fire Chief Craig Fulton, Director of Public Works & Utilities Brian Smith, Police Chief Nathan West, Director of Community & Economic Development City of Port Angeles 2018 Preliminary Community Work Plan Table of Contents TABLE OF CONTENTS TABLE OF CONTENTS........................................................................................................I INTRODUCTION ........................................................................................................V DEVELOPMENT.........................................................................................................V BUDGET FOCUS AREAS...........................................................................................VI TIMELINE...............................................................................................................VII ACCOUNTABILITY..................................................................................................VII INCORPORATED ELEMENTS....................................................................................VII FUTURE WORK PLANS ...........................................................................................VII ACKNOWLEDGEMENT...................................................................................................VIII FISCALLY RESPONSIBLE GOVERNMENT.......................................................................... 1 LONG-RANGE FINANCIAL PLAN............................................................................... 1 2017 COMPREHENSIVE ANNUAL FINANCIAL REPORT(CAFR).................................. 1 UNION NEGOTIATIONS............................................................................................. 1 INFORMATION TECHNOLOGY................................................................................... 2 ANALYTICS USING COGNOS BUSINESS INTELLIGENCE(BI) SOFTWARE................... 2 UTILITY RATE DEVELOPMENT/ANALYSIS.............................................................. 2 MUNICAST BUDGET&FINANCIAL FORECASTING PROJECT..................................... 3 LIGHT OPERATIONS FACILITY RELOCATION............................................................ 3 MEDICAID FUNDING ................................................................................................ 3 MANAGEMENT OF REAL ESTATE TRANSACTIONS.................................................... 3 FIRE STATION MAINTENANCE.................................................................................. 4 WASTE CONNECTIONS CONTRACT REVIEW............................................................. 5 SUPERVISE CONTRACT WITH COUNTY FOR PROSECUTION....................................... 5 BUDGET DEVELOPMENT—OPERATING&CAPITAL.................................................. 5 CONTRACT PROCESS................................................................................................ 6 ADDITIONAL PUBLIC SAFETY FUNDING................................................................... 6 COUNCIL PROGRAM/SERVICES PRIORITY SETTING.................................................. 6 Pagei 03/20/2018 H - 48 City of Port Angeles 2018 Preliminary Community Work Plan Table of Contents PUBLICSAFETY................................................................................................................. 7 INSTALLATION OF NEW COMPUTERS(MDT'S)IN POLICE VEHICLES........................ 7 EMERGENCY OPERATION CENTER .......................................................................... 7 PERSONNEL HIRING AND TRAINING......................................................................... 7 PENCOM— 7EFFCOM CONSOLIDATION..................................................................... 8 POLICE SCHEDULING AND PAYROLL TO AN ELECTRONIC PLATFORM ..................... 8 8TH STREET BRIDGES PROTECTIVE SCREENINGS ...................................................... 9 CO-LOCATE PORT ANGELES POLICE DETECTIVES................................................... 9 EMERGENCY MANAGEMENT TRAINING ................................................................... 9 CONTINUITY OF OPERATIONS(COOP)PLANNING.................................................. 10 INCIDENT COMMAND SYSTEM(ICS)TRAINING...................................................... 10 COMMUNITY PARAMEDICINE................................................................................. I I MASS NOTIFICATION SYSTEM TRAINING............................................................... I I PLAN FOR A SUSTAINABLE COMMUNITY...................................................................... 12 CAPITAL FACILITIES PLAN(CFP)FOR 2018-2023.................................................. 12 ELECTRICAL SUBSTATION SWITCH GEAR REPLACEMENT...................................... 13 AFFORDABILITY INDEX.......................................................................................... 13 DEVELOP OPERATIONS PLAN FOR ELWHA SURFACE WATER FACILITIES .............. 13 INDUSTRIAL WATER LINE INSPECTION(IWL)......................................................... 13 LIGHT OPERATIONS BUILDING DESIGN.................................................................. 14 HARBOR SEDIMENT CLEANUP AND REMEDIATION................................................ 14 PROTECT CITY'S WATER........................................................................................ 14 HOUSING NEEDS ASSESSMENT .............................................................................. 15 SIGN CODE REWRITE............................................................................................. 15 BLIGHTED PROPERTIES--PROCESS FOR CONDEMNATION..................................... 15 RACESTREET......................................................................................................... 16 DRY CREEK WATER ASSOCIATION WATER INTERAGENCY AGREEMENT............... 16 COMPREHENSIVE PLAN UPDATE............................................................................ 16 DOWNTOWN PARKING........................................................................................... 17 NPDES PHASE II CODE IMPLEMENTATION.............................................................. 17 ECONOMIC DEVELOPMENT&TOURISM CONTRACTS AND RFPS ............................ 17 Page ii 03/20/2018 H - 49 City of Port Angeles 2018 Preliminary Community Work Plan Table of Contents COUNTY WIDE PLANNING POLICY......................................................................... 18 ECONOMIC DEVELOPMENT............................................................................................ 19 CABLE PUBLIC ACCESS CONTRACT RENEWAL...................................................... 19 CLALLAM COUNTY P.U.D WATER CONTRACT...................................................... 19 TELEVISION CABLE FRANCHISING ......................................................................... 20 WAYFINDING PROGRAM........................................................................................ 20 MOUNT ANGELES VIEW PROJECT AND GRANT ADMINISTRATION ......................... 20 LODGING TAX FUND POLICY................................................................................. 21 WATERFRONT IMPROVEMENT PROJECT................................................................. 21 FACADE IMPROVEMENT PROGRAM........................................................................ 21 EXCELLENCE IN GOVERNMENT.....................................................................................22 CLICK2Gov3 BUILDING PERMIT MODULE UPGRADE............................................. 22 OPERATING SYSTEM UPGRADE.............................................................................. 22 UPDATES TO PERSONNEL POLICY MANUAL........................................................... 23 SUPERVISORY TRAINING........................................................................................ 23 OFF-SITE COMPUTER BACK-UP SERVER FACILITY................................................ 23 SECURITY CONTROL FOR CITY FACILITIES ............................................................ 24 FACILITY INTERLOCAL AGREEMENT...................................................................... 23 LEVELS OF SERVICE............................................................................................... 24 IMPLEMENT CITY-WIDE RECORDS MANAGEMENT PROGRAM ............................... 25 LEGISLATIVE ADVOCACY...................................................................................... 25 COUNCIL STRATEGIC PLANNING RETREAT............................................................ 26 RESTRUCTURE THE CITY'S ELECTRIC UTILITY....................................................... 26 REDESIGN OF CITY OF PORT ANGELES WEBSITE ................................................... 26 EXPLORE OPPORTUNITIES TO ENHANCE IT STRUCTURE........................................ 27 FINANCE DIRECTOR RECRUITMENT....................................................................... 27 POTENTIAL SECURITY BREACH.............................................................................. 27 OUR UNIQUE COMMUNITY.............................................................................................28 CITY PIER TRANSIENT MOORAGE REPLACEMENT PROJECT................................... 28 Page iii 03/20/2018 H - 50 City of Port Angeles 2018 Preliminary Community Work Plan Table of Contents ERICKSON PLAYFIELD CAMERA REPLACEMENTS................................................... 28 QUINN REDLIN KINTER MEMORIAL PARK—PLAYGROUND UPGRADE................... 28 CIVIC FIELD UPGRADES......................................................................................... 29 ADOPT-A-BENCH PROGRAM.................................................................................. 29 PUBLIC RESTROOM REPLACEMENT PROGRAMS..................................................... 30 HILL STREET OLYMPIC DISCOVERY TRAIL............................................................ 30 Page iv 03/20/2018 H - 51 City of Port Angeles 2018 Preliminary Community Work Plan Introduction INTRODUCTION On a daily basis it takes a significant amount of work to provide municipal services to the citizens and businesses within the City of Port Angeles. The delivery and maintenance of utilities,provision of public safety services, sponsorship of recreational activities and the legal, financial, and planning support for each of these are all labor intensive activities requiring long-term planning and oversight. These services are what most citizens would probably refer to as "routine" and"expected." What perhaps is less obvious to the basic delivery of municipal services are the one-time projects that represent an incredible amount of work being accomplished "behind the scenes." The intent of this Work Plan is to be a communications tool between City Staff and the Council, by providing a brief synopsis of some of the many projects being worked on throughout various City Departments. Through this Work Plan, the Council can gain an understanding of the projects, the objectives of the projects, the rationale behind them, and where they fit into the overall Council Goals. The Work Plan can also be utilized by the Council when communicating with the community about the various ongoing projects throughout the City. DEVELOPMENT The development of this Work Plan began in April of 2011 when the strategic goals for the City were developed by the Council and Department Directors. Several Council members attended these work sessions. The resulting goals were then brought forward to the full Council, where they were reviewed and then formally adopted at a Council meeting. After the goals were adopted, each department Director was asked to provide input to the Work Plan, in the form of brief overviews of the major projects that their respective Departments were involved with. These projects were originally developed from several primary sources: • Regulations and agreements with Federal, State, regional and local agencies Council discussions and deliberations • Recommendations from Citizen Advisory Committees Input from staff During work plan development, the Directors were specifically asked not to include the regular, ongoing projects that pertain to the daily delivery of municipal services. Rather, they were asked to provide input regarding those projects that would potentially have the greatest impact on the City—those projects that Council and the public would be most interested in. Page v 03/20/2018 H - 52 City of Port Angeles 2018 Preliminary Community Work Plan Introduction Once these projects were identified, they were then arranged under the Council Strategic Goals where they were most applicable. Then a brief project or program objective was added, with the intent to provide a quick, "big picture"look at the overall desired outcome of the project. Finally, a rationale was included, detailing the reason for undertaking the project and the expected results. The following is an example of the format: BUDGET DEVELOPMENT -Operating & Capital Objective: Provide the financial planning and legal authority to obligate public funds. Rationale: The Budget sets forth the inflow and outflow of all City resources, and is adopted annually by the City Council. The budget provides four main functions, including Policy Document, Operational Tool, Communication Tool, and Financial Planning Tool. The Budget is a requirement of State law. Since the City's budget is adopted at the fund level, expenditures may not legally exceed appropriations at that level. The City's budget is generally amended at least once during the year, but may be amended up to four times depending on changes that occur during the year. All appropriations lapse at the end of the year, and unexpended resources must be reappropriated in the subsequent period. Many of the projects and programs listed in the work plan involve the actions of multiple departments. For example, the City Manager and Finance Department may take the lead on developing the budget, however each department spends a considerable amount of staff time preparing their respective portions and providing input into the overall City financial plan. BUDGET FOCUS AREAS During the 2012 budget development process, we added a slight revision to the Work Plan. In order to clarify and focus the broad strategic goals outlined by Council, three "Focus Areas"were developed and incorporated into the document. These focus areas were determined after a number of discussions that considered input from Council and staff. The three focus areas are: • Preserving and Protecting Our Assets — Physical Infrastructure — Financial Infrastructure — Employee Infrastructure • Strengthening Community Safety and Welfare — Public Safety/Emergency Services — Criminal Justice — Environmental Quality of Life Page vi 03/20/2018 H - 53 City of Port Angeles 2018 Preliminary Community Work Plan Introduction • Planning and Building for the Future — Economic Development — Partnerships — Sustainability During the budget development process, these focus areas helped us to prioritize the allocation of resources, enabling decisions that directed limited funding to those areas that were emphasized by Council. In addition, by referring to these focus areas; we were better able to reassess existing expenditures that are not addressed in the focus areas. TIMELINE Included in Appendix A is a timeline for each of the projects and programs listed in this Work Plan. As a part of the timeline there is a graphic representation of the anticipated length of the project. The timeline is an approximation. Each of these projects and programs will have obstacles and constraints that can affect the timeliness of completion. Also, even though the timeline only reflects 2018, many of these projects and programs will be ongoing and extend well into the coming years. ACCOUNTABILITY The City Manager, in conjunction with Senior Staff members, will be providing mid-year and year-end reports to Council on the status of ongoing projects and programs that are listed in the Work Plan. The reports will be provided in the Information section of the Council Agenda packet. By placing it is the Information section, both the Council and the general public will have the ability to monitor ongoing major City projects. INCORPORATED ELEMENTS At the January 30th, 2018 City Council Work Session, Council requested that staff draw attention to work plan items that were part of the Strategic Plan and or state or federally mandated. Staff has indicated which items are mandated, if the item incorporates an element of the 2017-2018 Strategic Plan and if so, which category the item falls in, as well as if the item integrates the AIA (American Institute of Architects) Study as part of the City's vision for the future. The 2017-2018 Strategic Plan has been included as Appendix B, in order to identify objectives and actions that correspond with the Work Plan items. FUTURE WORK PLANS Council is scheduled to participate in a strategic planning effort towards the end of 2018. Adjustments to the 2019 Community Work Plan will likely occur based on Council direction. Page Vii 03/20/2018 H - 54 City of Port Angeles 2018 Preliminary Community Work Plan Acknowledgement ACKNOWLEDGEMENT I would like to acknowledge each Department Director and their staff for the development of the Work Plan. Their dedication and diligence made this Work Plan possible. It is important to note the majority of projects are due to the self-initiative of Senior Staff. They recognize the value of developing a Work Plan and stepped up to contribute very valuable information and resources. I want to recognize the following individuals for their contributions and direct support in preparing the 2018 Work Plan: • Therese Agesson, Acting Finance Director • Bill Bloor, City Attorney • Corey Delikat, Director of Parks & Recreation • Ken Dubuc, Fire Chief • Craig Fulton, Director of Public Works &Utilities • Brian Smith, Police Chief • Nathan West, Director of Community& Economic Development • Abbigail Fountain, Human Resources Manager • Jennifer Veneklasen, City Clerk • Kari Martinez-Bailey, Administrative Assistant Page Viii 03/20/2018 H - 55 City of Port Angeles 2018 Preliminary Community Work Plan Fiscally Responsible Government FISCALLY RESPONSIBLE GOVERNMENT Provide consistent and quality municipal services that maximize return on investments, leverage outside resources, are equitable for local taxpayers, and increase the opportunity for economic development. LONG-RANGE FINANCIAL PLAN Objective: Update Long-Range Financial Plan to reflect the time period of 2018—2023. Rationale: Allow for the City to maintain its "current plus five years"forward look for the budget. This will include the next year's budget plus a five-year forward projection of revenues & expenses. The Long Range Financial Plan will identify City priorities,forecast future revenues and expenditures, and adopt Council policy direction related to the budget. The City anticipates facing significant operating and capital budget funding challenges for the near future and needs to develop plans to guide decision making on how to move forward. City Council recognizes that the status quo is not a viable option and that existing practices must change for Port Angeles to maintain financial stability. **Incorporates an element of the 2017-2018 Strategic Plan (Action 2.1) 2017 COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) Objective: Complete 2017 year-end accounting entries and financial reporting in accordance with generally accepted accounting principles. Rationale: Washington State law requires all local governments to submit their financial reports 150 days after the close of their fiscal year. The statute does not provide for any extensions. Staff currently anticipates the arrival of representatives from the State Auditor's Office by mid-April with a completion of the audit by mid/late May 2018. *State or federally mandated **Incorporates an element of the 2017-2018 Strategic Plan (Objective 2) UNION NEGOTIATIONS Objective: Complete union negotiations with IBEW union for 2018 and beyond. Begin negotiations with Teamsters, IAFF and AFSCME unions for 2019 and beyond. Rationale: The IBEW union contract expires April 30, 2018. Negotiations started in 2017 and are expected to be completed by April 2018. Additionally, all other union contracts expire 12/31/18 and the City will begin negotiations third quarter of 2018. Page 1 03/20/2018 H - 56 City of Port Angeles 2018 Preliminary Community Work Plan Fiscally Responsible Government INFORMATION TECHNOLOGY Objective: Establish connectivity for phone and computers at the TBD location of the new Electric Operations/Inventory Building. Rationale: In 2017, the Port of Port Angeles indicated the City Electric Operations Building would need to be vacated in their industrial park. Electric operations immediately began searching alternative locations. Once an agreement is in place the City can begin installation of fiber lines (if needed) for internet connectivity, as well as phone and computer pre-installation work. This will take approximately 60 days prior to the expected move in date to ensure the building is functioning for Electric Operations. ANALYTICS USING COGNOS BUSINESS INTELLIGENCE (BI) SOFTWARE Objective: Use Cognos BI to extract data already in SunGard to deliver new insights, improve decision making ability, or identify areas needing attention. Rationale: There is a wealth of information in our SunGard enterprise system. Data by itself has little to no value unless we are able to extract the data and present it into meaningful and actionable information. Cognos BI allows us to gather the data already available and present it in reports and dashboards using visualizations and key performance indicators so that employees can make better informed decisions. The City will need to invest in and support enhanced training for employees to allow the City to gain full advantage of the benefits that Cognos BI will generate. "Incorporates an element of the 2017-2018 Strategic Plan (Objective 3) UTILITY RATE DEVELOPMENT/ANALYSIS Objective: Establish biennial rates by providing projected expenditures and the associated revenue structure required to generate revenues to match planned expenditures. Rationale: In 2018, we will bring forward for Council consideration, a full Cost of Service Analysis for: • Water Utility • Electric Utility • Wastewater Utility • Stormwater Utility As information is developed and the costing and rates models begin development, we anticipate on-going briefings of the Utility Advisory Committee and periodic updates to Council on the progress being made to date. We plan on bringing to both UAC and the City Council proposed rates for the 2019— 2020 fiscal years by third quarter 2018. We will also address staggering rates into 2 or 3 years and then adopt a biennial approach. Page 2 03/20/2018 H - 57 City of Port Angeles 2018 Preliminary Community Work Plan Fiscally Responsible Government MUNICAST BUDGET & FINANCIAL FORECASTING PROJECT Objective: More accurately and efficiently forecast revenues and expenditures for long- range planning as well as construct debt and spending scenarios. Rationale: The use of the MuniCast software to assist with long-range planning will help improve financial decision making by compiling data that can easily be utilized to more accurately budget and forecast. The MuniCast software also has the ability to manipulate the data based on scenarios entered into the module in order to provide a clear analysis of any impacts the changes may have. This information can then be presented with a variety of simple and easy to understand charts and graphs populated by the software to give additional insight on financial trends and future needs. LIGHT OPERATIONS FACILITY RELOCATION Objective: Develop and execute a plan for relocation of Light Operations Utility out of the leased Port facility by March 31. Rationale: The Port has given notice for the City Light Operations utility to vacate their current O Street operations facility by March 31 so that a private business can expand. The current City/Port lease is month-to-month. A temporary location must be found as an interim location before a permanent facility can be developed. Complete negotiations for temporary facility by February and relocate by April. MEDICAID FUNDING Objective: Work with partners to ensure additional Medicaid funding is secured. Rationale: In 2015, the Washington State Legislature passed a bill that allows public agencies to recover additional revenue following transport of Medicaid patients. The process to receive this funding is complicated and time consuming. The Fire Department will be working with Systems Design, our ambulance billing contractor, and with PCG, a third party consultant,to submit all of the necessary information to begin receiving this funding and to ensure that the revenue continues for as long as the program is funded. "Incorporates an element of the 2017-2018 Strategic Plan (Objective 2) Page 3 03/20/2018 H - 58 City of Port Angeles 2018 Preliminary Community Work Plan Fiscally Responsible Government MANAGEMENT OF REAL ESTATE TRANSACTIONS Objective: Centralize within Legal Department management of real estate transactions. Rationale: The City has multiple real estate transactions pending that will require City staff to negotiate sales, draft purchase and sale agreements, and complete closing documents. Currently, portions of these transactions are handled by different City departments. Centralizing the management of real estate transactions will promote operating efficiencies and provide a consistent process for property acquisitions. The Legal Department is best equipped to handle these complex tasks. The City owns properties in the downtown, on Lincoln Street, and Morse Creek. The City Council declared some of these properties as surplus. Several interested parties contacted the City expressing interest in purchasing these properties. City staff will assist in negotiating the sales, drafting purchase and sale agreements, and completing closing documents. The property associated with the Morse Creek Dam and the Morse Creek hydro generation system have been declared excess and can be sold. The sale of the property would generate financial resources that can be returned to the City utilities (water and electric). The Federal Energy Regulatory Commission (FERC) has recently provided guidance for the surrendering of the FERC Hydro-Generation license. Working cooperatively with surrounding property owners will be critical. Continue discussion with appraiser and interested parties for equitable sale of properties in summer 2018. "Incorporates an element of the 2017-2018 Strategic Plan (Action 2.2 and 2.3) FIRE STATION MAINTENANCE Objective: Complete major Fire Station maintenance projects. Rationale: The fire station is beginning to show its age. The facility is subject to heavy use 24/7/365. The kitchen cabinets and upstairs carpeting are showing signs of significant wear and many of the major appliances— dishwasher and refrigerators— are at end of life. The second floor carpeting and kitchen cabinets will all be removed and replaced and all areas will be painted. The rooftop air handling units will be replaced and the majority of the station lighting will be replaced with more energy efficient LED lighting. Funding for these projects is identified in the CFP for 2018. Page 4 03/20/2018 H - 59 City of Port Angeles 2018 Preliminary Community Work Plan Fiscally Responsible Government WASTE CONNECTIONS CONTRACT REVIEW Objective: Complete negotiations with Waste Connections in regard to their requested solid waste transfer station contract modifications submitted in 2017. Rationale: The Transfer Station contract with Waste Connections allows the contractor or City to adjust contract line item reimbursement amounts when certain contract triggers are met. Negotiations include review of cited contract triggers, determination if triggers are valid, and if so, what is an appropriate cost adjustment. Provide City determination to Waste Connections by March. SUPERVISE CONTRACT WITH COUNTY FOR PROSECUTION Objective: Supervise contract with County for prosecution of misdemeanors to successfully deliver cost savings to the City. Rationale: In 2016, the City contracted with Clallam County to consolidate criminal justice services for a period of ten years to promote operating efficiencies, cost containment and predictability, prosecutorial continuity, and a reduction in governmental duplication. The City will continue to monitor the contract to ensure compliance. BUDGET DEVELOPMENT—OPERATING& CAPITAL Objective: Provide the financial planning and legal authority to obligate public funds. Rationale: The Budget sets forth the inflow and outflow of all City resources, and is adopted annually by the City Council. The budget provides four main functions, including: • Policy Document, • Operational Tool, • Communication Tool • Financial Planning Tool The Budget is a requirement of State law. Since the City's budget is adopted at the fund level, expenditures may not legally exceed appropriations at that level. The City's budget is generally amended two to four times per year, depending on changes that occur during the year. All appropriations lapse at the end of the year, and unexpended resources must be re-appropriated in the subsequent period. Staff is beginning to prepare for Council review Amendment 41 to the 2018 operating and capital budget in March. Additionally, staff is making the initial preparations for the 2019 operating and capital budget process that will start in March. Staff anticipate that a proposed City Manager Recommended Budget will be ready for Council review in early October. *State or federally mandated Page S 03/20/2018 H - 60 City of Port Angeles 2018 Preliminary Community Work Plan Fiscally Responsible Government CONTRACT PROCESS Objective: Continue work with City Engineer to make contracting process more efficient, and implement a process and templates to improve contracting procedures City-wide. Rationale: The City is responsible for drafting many contracts, most of which come from the Public Works Department. These contracts are drafted by multiple staff members who each use different templates. Staff then submits the draft contracts to the Legal Department for review. The goal is to create a more efficient process that involves the Legal Department early in the process to reduce common contract errors. ADDITIONAL PUBLIC SAFETY FUNDING Objective: Explore the feasibility of an additional source of funding for the City's public safety functions. Rationale: Both the police and the fire departments are funded entirely out of the City's General Fund, and revenue for the General Fund has been stagnant over the past eight years. Moreover, it appears there will be no significant increase in revenue for the General Fund in the next several years. Therefore, additional sources of revenue are needed to support police and fire. There are a number of possible sources of additional revenue. Each one has pros and cons, and each one requires legal analysis to determine the feasibility and suitability for Port Angeles. In the end, complete information must be presented to the City Council, and the Council will decide what, if anything, will be done. "Incorporates an element of the 2017-2018 Strategic Plan (Objective 2) COUNCIL PROGRAM/SERVICES PRIORITY SETTING Objective: To prioritize the level of General Fund services offered by the City with the expectation that the lowest priority programs/services may be eliminated due to non- sustainable funding. Rationale: To re-evaluate City priorities as set by City Council. As the City approaches the 2019 budget cycle it is important to have a strategy in place to sustainably balance the budget. Setting program and service priorities will allow the City to balance the budget with Council direction. This ensures that there are no across the board cuts, but rather that reductions are made strategically based on programs and services of the least priority. Page 6 03/20/2018 H - 61 City of Port Angeles 2018 Preliminary Community Work Plan Public Safety PUBLIC SAFETY Our community is recognized as a safe place to live, work and play, and is known for excellent public safety services that are provided by well-trained and highly- competent personnel. INSTALLATION OF NEW COMPUTERS (MDT'S) IN POLICE VEHICLES Objective: Replacement of computers in the officer's vehicles. Rationale: The current computer systems are out of date and past normal life parameters. This will take coordination between Information services and the Police officers. Changes in equipment require changes in mounts and software, testing connectivity, and multiple other functions. "Incorporates an element of the 2017-2018 Strategic Plan EMERGENCY OPERATIONS CENTER Objective: Ensure a functional City Emergency Operations Center. Rationale: Emergency Operations Center (EOC) needs are being gathered as part of the 2019 — 2024 Capital Facilities Plan. Equipment needs and other requirements are being reviewed in order to improve the capability of the EOC at the Fire Station. Included in that assessment will be evaluation of remote satellite access. Staff anticipates that the EOC funding request will be included as part of the 2019— 2024 CFP that will go to Council in May 2018 for review prior to adoption. PERSONNEL HIRING AND TRAINING Objective: Continue with the hiring process to bring the Fire Department to full staffing. Rationale: In late 2016,the City Council authorized the Fire Department to raise Medic 1 utility rates in order to fund the addition of four new Firefighter/Paramedics. In the interim, three personnel have retired and three have left the department for other opportunities. Many of the existing positions have been filled, however the department still has four vacancies. The hiring process is long and labor intensive, requiring the assistance of personnel from throughout all levels of the organization. The department is not willing to cut corners in order to simply fill positions. Staff will only hire the best personnel available and this has led to an extended hiring period. Page 7 03/20/2018 H - 62 City of Port Angeles 2018 Preliminary Community Work Plan Public Safety PENCOM—JEFFCOM CONSOLIDATION Objective: Continue the ongoing administrative and operational consolidation of the 9-1-1 communications centers of Jefferson and Clallam Counties. Rationale: The 2016 Regionalization Study concluded that there are operational efficiencies and enhanced resource capacity to be realized as both Jefferson and Clallam Counties continue to combine their respective 9-1-1 centers. The Jefferson County Director serves under contract as the PenCom Manager and has a title of Regional Emergency Communications Director. Ongoing 9-1-1 center consolidation efforts continue to include: • Full development of a GIS mapping solution that will incorporate both counties into a unified map for field units and dispatch. • Connectivity to ensure that field units from any agency within either county will have access to appropriate records from any agency within either county. • Further development of the "Enterprise"version of computer aided dispatch and combining of licenses for both 9-1-1 centers. • Refinement of a cost and agency billing formula that will determine the inter- local agreement establishing a unified 9-1-1 center for both Clallam and Jefferson Counties. • Voice over internet radio console research and interim solutions created to further the ability of the two centers to provide functional backup to the other. • Further development of the draft interlocal agreement and associated processes to separate PenCom from the City of Port Angeles as a step towards full regionalization. "Incorporates an element of the 2017-2018 Strategic Plan (Objective 2) POLICE SCHEDULING AND PAYROLL TO AN ELECTRONIC PLATFORM Objective: Utilize "Executime" software to increase staff efficiency and enhance the quality of scheduling and payroll processes within the Police Department. Rationale: This is a carry-over project from 2017 and is dependent upon funding. There is cost savings and a workload reduction for both Police and Finance staff once this software and new process is implemented inside the Police Department. The project eliminates Police Department paper time sheets and manual data entry by the payroll specialist. The archival process reduces physical records storage needs and provide enhanced records accessibility. In progress right now is the "build" testing and training. The build includes entering the various Patrol and PenCom schedules and the respective employee bargaining unit contract rules. Supervisors and managers will be able to run reports on overtime by the specific funding source, the employee or by work unit. The software will reduce the supervisory and management time spent auditing timesheets for accuracy. "Incorporates an element of the 2017-2018 Strategic Plan (Objective 3) Page 8 03/20/2018 H - 63 City of Port Angeles 2018 Preliminary Community Work Plan Public Safety 8T11 STREET BRIDGES PROTECTIVE SCREENINGS Objective: Reduce suicide attempts at the 8th Street Bridges. Rationale: A number of suicides have taken place since the bridges were completed in 2007. Protective screenings will reduce the likelihood of future suicide attempts using these bridges. Fund, design and construct protective screenings no later than August. CO-LOCATE PORT ANGELES POLICE DETECTIVES Objective: Co-locate the existing criminal investigation divisions of the Port Angeles Police Department and the Clallam County Sheriffs' Department into one shared work space. Rationale: The Port Angeles Police Department and Clallam County Sheriff's Office criminal investigators (Detectives) have similar training and experience, and carry similar violent crime or major felony case workloads. Both agencies share coordination of the multi-agency Major Incident Response Team and have an existing agreement and practice that allows for mutual assistance on incidents or investigations. Co-location will allow detectives to better collaborate, share information and synchronize efforts both formally and informally in manner that leverages the strengths of both agencies. There will be operational efficiencies and may be cost savings in overtime for both agencies. The current Patrol and Detective workspace does not fully meet operational needs. The Patrol Division will absorb the workspace vacated by Detectives. The space recently offered by Clallam County is not suitable. Staff is exploring a co-location alternative and is expected to have a recommendation in 2018. **Incorporates an element of the 2017-2018 Strategic Plan (Objective 3) EMERGENCY MANAGEMENT TRAINING Objective: Provide ongoing training utilizing the City's Comprehensive Emergency Management Plan (CEMP) to ensure key City staff members are familiar with the plan. Rationale: The CEMP provides emergency response guidance to all levels of City personnel. The CEMP follows the format of State emergency management documents. Key City staff must be familiar with the plan and able to utilize it in an emergency. Monthly senior staff training will be provided starting in April of 2018. The City and County are working to meld their respective CEMP documents into a single, generic document that will meet the needs of both organizations. Training will also be provided for the City Council. City and County to work together with ongoing training and Web EOC integration. *State or federally mandated Page 9 03/20/2018 H - 64 City of Port Angeles 2018 Preliminary Community Work Plan Public Safety CONTINUITY OF OPERATIONS (COOP) PLANNING Objective: Develop a Continuity of Operations (COOP)plan for the City. Rationale: FEMA has identified COOP planning as a priority for all levels of government. COOP plans identify a succession plan for essential positions within the City and the essential functions of the organization. The plan then provides for the timely and orderly continuity of those essential functions following an emergency event. COOP plans also address the protection of facilities, equipment,records and other assets that support the essential functions. The Fire Department is scheduled to provide a draft COOP plan to the Council in May. The Fire Department is working with IT to identify needs to enable the fire station and the Senior Center to be utilized as COOP locations in the event City Hall cannot be occupied for any reason. All Departments will provide a succession matrix, list of primary functions, list of essential records and list of critical equipment— all of which will be incorporated into the plan. *State or federally mandated INCIDENT COMMAND SYSTEM(ICS) TRAINING Objective: Identify key personnel who need training in the Incident Command System (ICS) and the National Incident Management System (NIMS). Work with Human Resources to update job descriptions so that the training becomes a position requirement. Rationale: The management of any large scale incident requires the effort of numerous trained individuals. This becomes more evident if an incident lasts beyond one or two 12-hour operational periods. Key positions within the City management structure have been identified, and a training program has been established. The majority of this training is available on line and can be accomplished with minimal work interruption. Working with Human Resources, the Fire Department has identified appropriate job descriptions to include mandatory ICS/NIMS training requirements. An update on the current ICS certification completion percentages will be provided to Council in April. *State or federally mandated Page 10 03/20/2018 H - 65 City of Port Angeles 2018 Preliminary Community Work Plan Public Safety COMMUNITY PARAMEDICINE Objective: Work with community partners to institute a pilot Community Paramedicine program. Rationale: Community paramedicine is a new concept that pairs Fire Department paramedics with community partners to proactively reach out to persons in the community who might otherwise dial 9-1-1 or go to the hospital emergency room for treatment. The Department is working to partner with Olympic Medical Center, North Olympic Health Care Network and Peninsula Behavioral Health to provide this service. Staff is actively working with the Olympic Community of Health to secure grant funding for this project. Port Angeles will be the only community on the peninsula providing this service. MASS NOTIFICATION SYSTEM TRAINING Objective: Provide training for appropriate staff on the County-wide mass telephone communication system. Develop guidelines for appropriate use of the system. Rationale: Clallam County is exploring options to replace the current Everbridge mass notification system. Mass notification systems allow users to send simultaneous notifications to all phones within a pre-designated user group or an identified geographic area. Charges are not levied based upon system use, so the system is very cost effective, however there are newer systems that are more user-friendly and less expensive. Once a new vendor is chosen, guidelines will be developed that dictate how and when the system may be used, and who is authorized to utilize it. Staff training will be provided for key personnel from Fire, Public Works and Police. Training will be provided by Clallam County Emergency Management personnel. First training to be conducted as soon as the new system is in place, then ongoing. Page 11 03/20/2018 H - 66 City of Port Angeles 2018 Preliminary Community Work Plan Plan for a Sustainable Community PLAN FOR A SUSTAINABLE COMMUNITY Strive to provide a diversity of attractive neighborhoods and commercial districts that foster affordable living, walking environments, and a strong sense of place. CAPITAL FACILITIES PLAN (CFP) FOR 2019-2024 Objective: Provide a planning document that details all active/ongoing projects for the current year as well as proposed capital improvements,maintenance contracts and future projects. Rationale: The City needs to plan for funding and workload impacts of current and future capital projects. This allows the City to make financial decisions on all expenditures. The comprehensive documents will allow for all costs to be considered, not just operational costs. Historically the capital needs of the City have impacted the reserves and ability of the City to maintain its infrastructure. Failure to plan for infrastructure replacement can cause more expensive repairs to keep the City running smoothly. This document will combine proposed capital spending for the entire City in one place along with prioritizing of City resources for the proposed spending. Each division will provide input for their areas of responsibility and a comprehensive document will be presented to City Council for consideration. The document will be used to budget for the current year, as well as provide guidance for Cost of Service Analysis(COSA)for all utilities. For utilities and all other operating departments, the cost of the work referenced above must be included in all COSA analysis or budget operational analysis prior to the adoption of any budget or granting of approval for any such work. Development of departmental requests for inclusion in the CFP are currently underway. We anticipate briefing sessions with Council in April/May and adoption of the Capital Facilities Plan& Transportation Improvement Program before the June 30 deadline. *State or federally mandated **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.1) *** Implements American Institute of Architects Objectives Page 12 03/20/2018 H - 67 City of Port Angeles 2018 Preliminary Community Work Plan Plan for a Sustainable Community ELECTRICAL SUBSTATION SWITCH GEAR REPLACEMENT Objective: Commence the multi-year project to replace aging switchgear at the City's electrical substations. Rationale: The City's seven substation switchgears were installed between 1968 and 1979 and have passed, or are close to, the end of their useful life. Timely replacement of equipment is critical to ensure substation failure does not occur. Staff will work to complete recertification of, and then subsequent replacement of, one to two substations each year. The recertification will extend the useful life by 12-18 months making allowance for design and equipment lead time. In 2018, focus will be on A Street substation and Laurel Street substation. AFFORDABILITY INDEX Objective: Update the 2014 Affordability Index for current conditions present in 2018. Rationale: Staff will update the 2014 Affordability Index to reflect current conditions using the most recently available data. In that effort, we will re-examine the comparability of local taxes,utility rates and disposable income against a number of our regional benchmark cities. DEVELOP OPERATIONS PLAN FOR ELWHA SURFACE WATER FACILITIES Objective: Develop a plan for future City operation of Elwha Water Facilities (EWF) after transfer from the National Park Service (NPS). Rationale: The City is in negotiations with the NPS for the eventual turnover of the EWF to the City. City staff has begun the development of an operation plan, and associated budget, in anticipation of a final negotiated settlement and taking over EWF operation. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.2) INDUSTRIAL WATER LINE INSPECTION (IWL) Objective: Inspect the IWL for needed pipeline repairs, and excess accumulated sediment from the Elwha Dam removal project. Rationale: The IWL is 80+years old, and serves the industrial water customers on the waterfront. The industrial customers are obligated to inspect and repair the IWL as part of their water use agreement (and/or reimburse the City for its costs on the inspection/repair). Recent inspection turned up excess sediment lining the IWL from dam removal that must be cleared for before future inspections. NPS to dredge sediment from Industrial Channel by April before refilling IWL and possibly flushing the accumulated sediment out. Pipeline will need additional inspections and possible repairs in 2018 while paper mill is shut down. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.2) Page 13 03/20/2018 H - 68 City of Port Angeles 2018 Preliminary Community Work Plan Plan for a Sustainable Community LIGHT OPERATIONS BUILDING DESIGN Objective: Commence scope development, cost estimates, and funding plan for permanent Light Operations facility. Rationale: The City purchased property adjacent to the Corp Yard to relocate Light Operations out of leased Port property on O Street. Moving Light Ops to the Corp Yard would create operation efficiencies and eliminate the monthly lease payments for the O Street property, which must be vacated by March 31. The high cost of the new facility and funding constraints could require consideration of all permanent facility options. HARBOR SEDIMENT CLEANUP AND REMEDIATION Objective: Contribute to development of the strategy for the Harbor cleanup and Natural Resource Damages (NRD)remediation. Rationale: The City is one of several potentially liable parties (PLP) that have signed an agreed order with the Department of Ecology. The agreed order requires the PLP's to produce a remedial investigation/feasibility study (RDFS). The City along with the PLP group have completed all the investigations and technical studies necessary to produce the RDFS. The writing and compiling the RDFS is now underway. By the end of 2018 we expect that the final RDFS will have gone through the review process and will be approved as final. *State or federally mandated PROTECT CITY'S WATER Objective: Long Term Preservation of City's Water Supplies. Rationale: The City has two water rights in the Elwha. One is a water right to 150 mgd, which was obtained in the 1920s. It is commonly referred to as the industrial water right, although DOE recognizes it as a "municipal" water right. The other is a permit to take water from the Ranney well for domestic purposes. The federal legislation that authorized removal of the Elwha dams specified that the Department of Interior must protect the quantity and quality of both water supplies. The goal of this Work Plan element is to continue participation in negotiations with NPS and assure that the legal obligations owed to the City, particularly with regard to the City's municipal and industrial water supplies, are fulfilled. The NPS announced expectations that legal obligations to the City be fulfilled by October 2016. However, as of the end of 2017, legal obligations had not been fulfilled. **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.2) Page 14 03/20/2018 H - 69 City of Port Angeles 2018 Preliminary Community Work Plan Plan for a Sustainable Community HOUSING NEEDS ASSESSMENT Objective: Develop a Housing Needs Assessment to determine the current need and status of Port Angeles Housing Stock including attainable and affordable housing. Rationale: Numerous pressures are impacting the local housing market. A detailed assessment is necessary to ground truth circumstances impacting the City's market and housing availability. The study will review current housing stock,utilization of existing housing, and implications of the Tourism, snowbirds, and other related impacts to the market. The study will also look at residential opportunities in the Downtown if the City moves forward with a Downtown Association contract. **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.10) *** Implements American Institute of Architects Objectives SIGN CODE REWRITE Objective: Draft a revised sign code ordinance that re-writes and replaces sign regulations throughout the City. Rationale: The City of the Port Angeles Sign Code is a remnant from the 1980's. The code is out of date and in many areas legally unenforceable. More importantly, the code has not achieved results of quality on ground signage. In 2015 a U.S. Supreme Court decision further limited the ability of municipalities to regulate content of signage. This matter is urgent considering the fact that there are daily applications for new signage that is inconsistent with the City's future vision. *State or Federally mandated **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.5) *** Implements American Institute of Architects Objectives BLIGHTED PROPERTIES—PROCESS FOR CONDEMNATION Objective: Enforce neighborhood level code compliance cases that have a history of multiple complaints from surrounding neighbors. Rationale: In 2017, City Council implemented a blighted properties approach that resolved longstanding code compliance issues that were not able to be rectified through normal procedures. In 2011, the City Code Compliance Program was eliminated and as such only compliance issues impacting an entire neighborhood are pursued based on multiple complaints received. A focus will also be dedicated to resolve issues with longstanding vacant properties. Every effort is made to achieve compliance without proceeding with a condemnation approach. **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.11) *** Implements American Institute of Architects Objectives Page 15 03/20/2018 H - 70 City of Port Angeles 2018 Preliminary Community Work Plan Plan for a Sustainable Community RACE STREET Objective: Initiate a complete street design for the Race Street Corridor. Rationale: In 2009 as part of the American Institute of Architects (AIA) Sustainable Design Assessment, enhancements to the Race Street corridor were recommended. The following year the project was incorporated in the Waterfront Transportation Improvement Plan as one of ten AIA projects to move forward for implementation. In the following years the City sought grant opportunities to support the project. In 2015, the City was awarded a Federal Lands Access Grant for the design of the Race Street Corridor. Staff began design work in 2017, in coordination with the National Park Service and other stakeholders. Substantial public input efforts including meetings and a community survey were completed and a preferred concept was selected. 30% design will be completed in March of 2018 with 100% construction drawings expected in December of 2018. **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.6) *** Implements American Institute of Architects Objectives DRY CREEK WATER ASSOCIATION WATER INTERAGENCY AGREEMENT Objective: Complete negotiations with Dry Creek Water Interagency Agreement (DCWA)for revisions to the joint water interagency agreement. Rationale: DCWA has requested revisions to the interlocal agreement with the City for provision of water to City residents within the DCWA service area. The agreement outlines policy and procedures for providing water to existing city customers, and for adding new city customers after annexation actions. COMPREHENSIVE PLAN UPDATE Objective: Revise the Comprehensive Plan. Rationale: In 2016 and 2017 detailed updates and amendments were completed to modify the City's Comprehensive Plan. An amendment will be drafted and presented to City Council. The amendment will integrate the American Institute of Architects Sustainable Design Assessment Team vision into the Comprehensive Plan. Data and information in the plan will be reviewed for accuracy and updated as necessary. *State or federally mandated **Incorporates an element of the 2017-2018 Strategic Plan (Objective 1) *** Implements American Institute of Architects Objectives Page 16 03/20/2018 H - 71 City of Port Angeles 2018 Preliminary Community Work Plan Plan for a Sustainable Community DOWNTOWN PARKING Objective: Improve the administration of downtown parking permitting and leasing. Rationale: In 2018, multiple lots were modified and need to be remarked. Significant pressure is occurring due to growth of businesses in the west end of Downtown. Staff will work with lease holders and Downtown businesses to improve the function of these parking lots and coordinate improvements with the City Wayfinding Program. **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.7) *** Implements American Institute of Architects Objectives NPDES PHASE II CODE IMPLEMENTATION Objective: Integrate National Pollutant Discharge Elimination System(NPDES)Phase lI Code Changes into Building Permit and Land Use Application review process. Rationale: In 2016 substantial code changes were made to implement newly required NPDES permit requirements. The changes required a re-invention of all Community and Economic Development Department applications and processes. A substantial amount of staff time will need to be dedicated towards assisting members of the public and the development community in understanding these new requirements. An active effort will be made to continually adapt and revise the administration of these permit requirements to better serve the public. *State or federally mandated ECONOMIC DEVELOPMENT & TOURISM CONTRACTS AND RFPS Objective: Implement new contracts for Parking Business Improvement Area administration and Tourism Promotion and initiate a late summer request for proposals for Lodging Tax expenditures. Rationale: City Council has evaluated all Economic Development and Tourism Promotion contracts for effectiveness and overall performance. Request for proposals were issued for visitor center administration and marketing. This year the Chamber of Commerce Visitor Center contract is expiring and it is anticipated that new RFPs will be sent out for Visitor Center and Marketing Services. Once RFPs are complete, new contracts will be developed with the goal of setting a high standard for performance measures and outcomes. Additionally,Parking Business Improvement Area assessment revenues no longer are tied to an active contract. If a future contract is contemplated, strategic planning projects, including 2nd story residential occupancy and events promotion should be added to the contract. **Incorporates an element of the 2017-2018 Strategic Plan (Actions 1.10 and 3.5) *** Implements American Institute of Architects Objectives Page 17 03/20/2018 H - 72 City of Port Angeles 2018 Preliminary Community Work Plan Plan for a Sustainable Community COUNTY WIDE PLANNING POLICY Objective: Clallam County is undertaking a re-write of the County Wide Planning Policies,which ensure regional coordination among comprehensive plans throughout the County. Rationale: The City will continue to participate in the update of County Wide Planning Policies,which ensure regional consistency between jurisdictional comprehensive plans. Staff and council representatives have been appointed to work on this important policy effort. *State or federally mandated Page 18 03/20/2018 H - 73 City of Port Angeles 2018 Preliminary Community Work Plan Economic Development ECONOMIC DEVELOPMENT Strive to create a balanced and diverse local economy, while maximizing employment and educational opportunities for the entire community with a well- maintained infrastructure designed for future growth. CABLE PUBLIC ACCESS CONTRACT RENEWAL Objective: Work cooperatively with the cable Public Access provider for continuity of service, as the WAVE franchise agreement is renegotiated. Rationale: The City approved Peninsula Area Public Access (PAPA) as the City's public access provider under the expiring cable franchise agreement. The new WAVE cable franchise will require establishing a new Public Access provider contract. The current contract has been extended in light of the extended ongoing negotiations of the Cable Franchise Agreement with WAVE. Complete WAVE franchise negotiations April followed by long term PAPA contract extension. CLALLAM COUNTY P.U.D.WATER CONTRACT Objective: Resolve long term water and electrical agreement concerns with the Clallam County Public Utility District(PUD), utilizing long term service area agreements. Rationale: In 2006, the City entered into a long-term agreement to sell treated water to the PUD (30 years with options to extend). This ensured a steady supply of water to the PUD in exchange, in part, for future infrastructure needs such as a reservoir. The City has been selling wholesale water to the PUD at a lower rate than retail customers outside of the City limits. The PUD has not constructed the agreed upon reservoir noting that the cost and growth rate does not justify the expenditure of funds. It is desired to resolve the issue without the need to litigate the conditions of the agreement. Intent for 2018 is to restructure the Agreement, and create new agreements to allow PUD to remain the water and electric service provider after any annexations within the Urban Growth Area, similar to Wenatchee/Chelan PUD agreement. This has many benefits to both the City and PUD. Included will be a Utility Franchise Agreement, new Electric Service Area Agreement, new Water Service Area Agreement, and an updated Wholesale Water Agreement. Complete agreements by March. "Incorporates an element of the 2017-2018 Strategic Plan (Objective 3) Page 19 03/20/2018 H - 74 City of Port Angeles 2018 Preliminary Community Work Plan Economic Development TELEVISION CABLE FRANCHISING Objective: Complete the WAVE Cable Franchise negotiations in 2018. Rationale: Television cable service is currently provided to residents of the City under a franchise operated by Wave. That franchise was granted in 2002 and will expire in May, 2018. The City has been in negotiations with wave representatives for a new franchise. The Legal Department has directly participated in those negotiations. Legal's role is to assure compliance with federal law governing television cable franchising, and at the same time,to obtain the best possible franchise terms for the benefit of the citizens of Port Angeles. Negotiations are progressing well. Staff is reasonably confident that a new franchise agreement will be developed prior to May 2018. WAYFINDING PROGRAM Objective: Implement a comprehensive citywide wayfinding and heritage sign program. Rationale: A priority recommendation of the American Institute of Architects Sustainable Design Assessment was the implementation of a City Wide Wayfinding system. The project was incorporated in the Waterfront Transportation Improvement Plan and preliminary design work was completed incorporating six pilot signs in Downtown Port Angeles. Public input on the pilot signs resulted in a desire to make considerable changes to the existing design. The project is funded with Lodging Tax dollars. A conceptual design of Heritage Tourism/Interpretive Signs was also integrated in the project. In 2017, Tangram Design was hired to complete the design effort with wayfinding construction drawings anticipated to be finalized in the 3rd Quarter of 2018. *State or federally mandated **Incorporates an element of the 2017-2018 Strategic Plan (Action 1.7) *** Implements American Institute of Architects Objectives MOUNT ANGELES VIEW PROJECT AND GRANT ADMINISTRATION Objective: Administer the implementation of Mount Angeles View affordable housing. Rationale: The City of Port Angeles is responsible for the administration of Community Development Block Grants within our jurisdiction. The Peninsula Housing Authority received a Community Development Block Grant through the City for the Mount Angeles View Development. This type of grant is one of the more onerous to administer and report on. **Incorporates an element of the 2017-2018 Strategic Plan (Objective 1) Page 20 03/20/2018 H - 75 City of Port Angeles 2018 Preliminary Community Work Plan Economic Development LODGING TAX FUND POLICY Objective: Draft policies on the administration of the Lodging Tax Fund. Rationale: City Council has requested changes to Lodging Tax Fund policy. Staff will work with City Council to develop new policies for implementation. "Incorporates an element of the 2017-2018 Strategic Plan (Action 3.5) WATERFRONT IMPROVEMENT PROJECT Objective: Inspire private sector investment and community pride in the Downtown's Railroad Avenue area by creating a welcoming international entrance and an attractive and functional place on the waterfront for the community to gather and enjoy. Rationale: The Waterfront Development Project is a $17 million capital project to redevelop the downtown waterfront. The project is divided into eleven phases to ensure the city can move forward with various phases as funding becomes available. Construction is completed for Phase 1 (The Esplanade) and Phase 2 (Waterfront Park). Phase 3 for the City Pier and Hollywood Beach areas will be the next area of focus. Forward movement is grant dependent and City staff will seek such opportunities to implement the next phase of the project. Simultaneously, staff is working with the Port Angeles Waterfront Center to implement a new performing arts and conference center as a private sector project on private property abutting the new waterfront park. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.6) *** Implements American Institute of Architects Objectives FACADE IMPROVEMENT PROGRAM Objective: Promote and encourage private sector investment for building improvements resulting in increased property tax values and more attractive commercial corridors. Rationale: The Facade Improvement Program provides up to $10,000 in matching funds to private businesses willing to improve their facades or signs. The program stimulates redevelopment and has generated significant private sector investment to improve the Port Angeles tax base and aesthetics of commercial corridors. In 2018 an additional focus will be directed at commercial properties that have had a long history of vacancy. In 2017 a focus area was identified extending from Laurel Street to Race Street along the 1st Street corridor. Depending on demand, staff may pursue an additional focus area along 8th Street. Former grant opportunities along Railroad Avenue will also be pursued. The $10,000 opportunity will remain open to all commercial properties within the City. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.6) *** Implements American Institute of Architects Objectives Page 21 03/20/2018 H - 76 City of Port Angeles 2018 Preliminary Community Work Plan Excellence in Government EXCELLENCE IN GOVERNMENT Strive for government that is predictable, accountable, and honest, actively seek citizen involvement,and incorporate clear and achievable goals that are committed to success. CLICK2GOV3 ACCOUNTS RECEIVABLE AND BUILDING PERMIT MODULE UPGRADE Objective: Improve customer service for the building permit process and accounts receivable module. Rationale: The Click2Gov3 module for building permits will allow customers to create, view and pay for building permits on-line. Providing on-line service will allow the City to be more "builder friendly" and encourage further development. Moving more customer services into on-line applications will allow for enhanced customer service across a wide variety of services requested or needed by the public. Project planning for implementation is currently underway with full installation and operational functionality anticipated in third quarter 2018. The accounts receivable module will allow customers to set up recurring payments,pay by eCheck, credit or debit card with balances shown so they know the amounts due. "Incorporates an element of the 2017-2018 Strategic Plan (Action 3.3) OPERATING SYSTEM UPGRADE Objective: To Comply with Industry Standards, to maintain up-to-date security management and to increase compatibility for implementation of latest version application software. Rationale: Enterprise Operating System upgrades and migrations are necessary to keep Enterprise Server Systems at peak performance, maintain high levels of security through regularly scheduled patch management, and increase compatibility and functionality with operating system upgrades in combination with application software package upgrades. Many end-of-life operating systems no longer include security patches for known vulnerabilities, do not have support agreements or service level agreements and cause version conflicts with newer application software. Page 22 03/20/2018 H - 77 City of Port Angeles 2018 Preliminary Community Work Plan Excellence in Government UPDATES TO PERSONNEL POLICY & PROCEDURES MANUAL Objective: Update the City's personnel policies as needed and take to the City Council for approval. Rationale: The City Manager and Human Resources Manager are developing a list of policies that need to be added to the Personnel Policy & Procedure Manual. These include at a minimum: • Guidelines for paid administrative leave • Re-evaluate internal/external complaint procedures • Timesheet/payroll processing policy SUPERVISORY TRAINING Objective: Provide supervisory training opportunities for the City's management personnel. Rationale: Human Resources and the City Manager will be working on a mandatory training criteria that supervisors must meet during their year-long probationary period. Additionally, the Washington Cities Insurance Authority (WCIA) began offering a Supervisor Skills Credentialed Program in 2017 and will continue the program in 2018 and beyond. The City will continue to promote attendance by Managers and Supervisors as part of the training criteria. OFF-SITE COMPUTER BACK-UP SERVER FACILITY Objective: Provide the ability to recover vital information after a large-scale disaster by installing an off-site server facility in a location away from City Hall. Rationale: Access to data stored on the City's computers will be essential for on-going operations in the event of a failure at the City's primary data center. In addition, an off- site back-up data center is necessary to recover vital data should a significant event(such as fire, flood, or other damage) occur at City Hall. This will be accomplished utilizing a phased approach. Phase One, disaster recovery site completion first with minimal equipment but all possible critical data at two locations including server backups. Phase Two, duplication of backup data to a State sponsored/owned secure facility. We have already begun development of a redundant site at the Corp Yard and work on that project should be complete in 2018. In 2018, work will commence on the implementation of the City's remote data storage facility with work focused on determining the location for the data storage (Washington State site in eastern Washington or the Yakima County site). The termination of the AMI proj ect has allowed the City to re-assign server and storage assets for this project. Page 23 03/20/2018 H - 78 City of Port Angeles 2018 Preliminary Community Work Plan Excellence in Government SECURITY CONTROL FOR CITY FACILITIES Objective: Security and efficiency controls for City owned buildings. Rationale: In 2016, the City Manager developed a security team, comprised of the Human Resource Manager, Police Chief, and Parks & Recreation Director, that focuses primarily on City's infrastructure and making security improvements to them. The facility that has been the primary focus has been City Hall. This year the security team will be working with other Senior Staff on: • The construction of a new"Visitor" entrance that will be located inside City Hall between the counter of Economic Develop and the Customer Service payment Counter. • The future installation of a proximity control system that will utilize proximity cards for primary City buildings and facilities. FACILITY INTERLOCAL AGREEMENT Objective: To establish a formal agreement between multiple agencies to maximize the use of facilities and equipment for the benefit of the community. Rationale: In 2017 the City, the School District, the Lower Elwha Klallam Tribe, and Peninsula College established a Facilities Committee that meet quarterly to discuss upcoming projects, maintenance information, and, most importantly, ways the parties could continue to collaborate and establish partnerships. Out of those meetings came the idea of establishing an Interlocal Agreement between all the agencies that would benefit not only each agency, but also the public in many ways. This agreement will be unveiled this spring. "Incorporates an element of the 2017-2018 Strategic Plan (Objective 3) LEVELS OF SERVICE Objective: Define the levels of service for each of the City's primary activities. Rationale: It is important that each of the City's elected officials understand what the current levels of services are for each of the City's primary activities. In understanding the current levels of services, Council can: • Make more informed decisions when adding or decreasing resources • Better understand the value of a particular program in terms of priority setting • Be able to evaluate intended levels of service against the actual levels of service • Communicate to citizens what they can expect from their government Page 24 03/20/2018 H - 79 City of Port Angeles 2018 Preliminary Community Work Plan Excellence in Government IMPLEMENT CITY-WIDE RECORDS MANAGEMENT PROGRAM Objective: Increase efficiency in the management of City records. Rationale: In July of 2017, the City hired a Records Management Coordinator (RMC) to advance the City's records management functions by utilizing and administering the existing Enterprise Content Management(ECM)System Network called Laserfiche. By the end of 2017, the Finance Department's records storage area has decreased significantly by adhering to State retention schedules and by automated batch scanning that does not require manual data entry. In addition, several Finance business processes have been automated using Laserfiche, including the City's travel forms. In 2018, the scope of the RMC will expand to other City Departments, continuing to focus on increasing efficiencies through automated scanning, adhering to State retention schedules, and analyzing current business processes. Furthermore, working with the IT Division, the RMC will develop a sustainable policy for both enterprise email and City wide backup data to significantly decrease electronic data storage, and the associated overhead and risk created by indefinite or prolonged retention of these electronic records. Implementation of a City-wide Records Management Program is ongoing and expected to last several years. "Incorporates an element of the 2017-2018 Strategic Plan (Action 3.2) LEGISLATIVE ADVOCACY Objective: Advocate on the City's behalf,protect the City's interests and keep Council informed on legislative issues affecting the community. Rationale: In partnership with Council, Staff will work to advocate on the City's behalf and will periodically update Council on key issues and activities during the 2018 State and Federal legislative sessions. Staff will pay particular attention to the legislative issues to protect the City's municipal interests, including topics representing a financial benefit or consequence. Included are advocacy efforts to receive state funding for protective fencing on the 8th Street Bridges and efforts to receive federal funding to resolve issues related to the Elwha Water Facilities. Page 25 03/20/2018 H - 80 City of Port Angeles 2018 Preliminary Community Work Plan Excellence in Government COUNCIL STRATEGIC PLANNING RETREAT Objective: Conduct a Council retreat for the purpose of determining the next two year's three or four key goals and action strategies to achieve the City's vision. Rationale: Port Angeles, like many cities, has significant opportunities it can build on if its leadership can come together with a collective vision, and a roadmap to achieve that vision. A strategic planning process is one of the most widely used tools to develop a community roadmap and is used to prioritize initiatives, resources, goals, and department operations and projects. The strategic plan is a "big picture" document that directs the short long-term efforts and resources toward a clearly defined vision. Once developed, the strategic plan will influence the City's community work plan and its operating and capital budgets. RESTRUCTURE THE CITY'S ELECTRIC UTILITY Objective: Establish an organizational structure within Public Works that better aligns similar functions and also provides a more optimal span of control. Rationale: The City Manager, Public Works Director and Human Resources Manager will develop a plan to restructure the City's electric utility to make it its own division to include electrical engineering,power resources and city light operations. The restructure will align similar electric utility functions within public works, which at the same time will reduce dissimilar engineering disciplines from managing one another. This organizational structure will provide a similar structure used by other cities in Washington that have an electric utility. The restructure plan will add one more deputy director to the Public Works Director's direct reports for a total of three and will remove one direct report from both the Civil Engineer and the Public Works Deputy Director of operations, which will flatten the span of control for public works management. REDESIGN OF CITY OF PORT ANGELES WEBSITE Objective: Update the look and functionality of the current website. Rationale: The City launched its CivicPlus website approximately 4 years ago. At the time, it was a giant leap forward from the organization's previous site. After 48 months as a CivicPlus client, the City is now eligible for a basic redesign at no additional cost. A website redesign committee, comprised of staff members from each department, is leading the effort to make the website more modern and user friendly. Working in coordination with a project manager at Civic Plus, the committee's goal is to launch the new site by August 2018. "Incorporates an element of the 2017-2018 Strategic Plan (Action 3.3) Page 26 03/20/2018 H - 81 City of Port Angeles 2018 Preliminary Community Work Plan Excellence in Government EXPLORE OPPORTUNITIES TO ENHANCE IT STRUCTURE Objective: Explore and identify an enhanced organizational structure for the City Information Technologies (IT)resources. Rationale: The current demand for IT resources is far greater than can be accommodated. Limited IT capacity has put IT staff and IT management in the unenviable position of trying to juggle shifting needs and resources for the entire City. The City Manager will create an ad-hoc team to explore options and recommend an organizational structure to support increased IT demands. The team will investigate solutions to enhance transparency and communication channels for matching IT demands with IT resource capacity. As solutions gel, the team will develop high-level plans for a 2018-2019 reorganization. FINANCE DIRECTOR RECRUITMENT Objective: Recruit and select a qualified applicant to fill the Finance Director position in 2018. Rationale: The Finance Director position was vacated in March 2017. Currently, the City is working with Prothman to recruit applicants. Prothman specializes in recruiting executive level and hard to fill positions.Prothman will also assist the City in overseeing the selection process ensuring qualified candidates are chosen to compete in the selection process. POTENTIAL SECURITY BREACH Objective: Review all forward public facing documents for personal identifiable information, document the due diligence process and provide guidance to departments that collect and store sensitive customer information. Rationale: The Washington Public Records Act defines processes and procedures for agencies dealing with modern age information collection and storage. Regulation of Personal Identifiable Information (PII) under the Act requires agencies to notify individuals "without unreasonable delay" and to take all measures necessary to determine the scope of the breach and restore integrity of the data system. All City Departments are undergoing a review of potential PII being collected and stored to ensure the information is not only being protected, but also determining whether the information should be collected in the first place. *State or federally mandated Page 27 03/20/2018 H - 82 City of Port Angeles 2018 Preliminary Community Work Plan Our Unique Community OUR UNIQUE COMMUNITY Maintain our community as a place where our citizens enjoy a superior quality of life composed of abundant recreational resources, a unique natural setting, thriving cultural opportunities, and a balanced economic base. CITY PIER TRANSIENT MOORAGE REPLACEMENT PROJECT Objective: Replacement of the City Pier transient moorage floats. Rationale: In 2015,the City applied and received a Tier 11 Boating Infrastructure Grant in the amount of$268,575 to receive new transient moorage floats for the Port Angeles City Pier. In the fall of 2017,the Parks&Recreation Department received the new docks which will be installed this spring. The City continues to work with the Washington State Recreation Conservation Office on the completion of this project. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.8) *** Implements American Institute of Architects Objectives ERICKSON PLAYFIELD SECURITY CAMERA REPLACEMENTS Objective: Upgrade the security cameras at Erickson Playfield. Rationale: This project is to replace the current camera system at Erickson Playfield with a technologically advanced camera system that the City is already utilizing in other parks & facilities. These cameras will allow for clearer reception, crisper video, and better coverage throughout Erickson Playfield, which in turn will allow for better security. The current system has reached the end of its useful life and is the last of the original cameras in our security camera inventory. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.8) QUINN REDLIN KINTNER MEMORIAL PARK- PLAYGROUND UPGRADE Objective: Upgrade of the Georgiana neighborhood playground. Rationale: The City, a local citizen, Olympic Medical Center, and the Quinn Redlin Kintner Endowment for Accessibility has teamed up to raise funds for the installation of new playground at Quinn Redlin Kintner Memorial Park. The playground was purchased in 2017 and installation started that fall. The playground will be finished this spring with a ribbon cutting ceremony after the completion. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.8) Page 28 03/20/2018 H - 83 City of Port Angeles 2018 Preliminary Community Work Plan Our Unique Community CIVIC FIELD UPGRADES Objective: Extend the useful life of Civic Field to provide a safe and fully-functional venue for a wide variety of athletic, cultural, and community events. Rationale: Since 2015, the City has concentrated its efforts on upgrading one of the City's biggest assets by securing over $723,000 in funds for facility upgrades. These upgrades include: • A new grandstand roof • Installation of a new LED athletic lighting system • Painting of the entire facility • Purchase new home run fence • A rebuild of the home dugout • Installation of a new batting cage • New audio sound system These projects could not have happened without the help and partnerships of the Wilder Baseball Club, the Port Angeles School District, and the Lefties' baseball ownership group. In 2018, The City has secured another $100,000 from the lodging tax fund to continue these improvements. One primary project the City will be concentrating this year is ADA improvements into the facility from the main parking lot off 2nd Street. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.8) ADOPT-A-BENCH PROGRAM Objective: Replacement of the City's current Memorial& Donation Program. Rationale: In 1991, the City of Port Angeles' Parks & Recreation Department established a Memorial & Donation Program that primarily focused on selling wooden park benches, wooden picnic tables, and trees along the newly formed Olympic Discovery Trail, City Pier, and various neighborhood parks. In 2002 a moratorium was placed on the program until a formal policy was put in place on how the program should run. In 2005, the Parks Commission approved a newly established program which focused primarily on recycled plastic benches and picnic tables. Only a few of these items sold and the program was put on hold after a few years because of various issues. In 2017, the City of Port Angeles partnered with a new local business, Composite Recycling Technology Center(CRTC), and a local artist, Bob Stokes, to develop a park bench made of recycled carbon fiber. This partnership of a new bench allowed the Parks & Recreation Department to brainstorm ideas on how to develop a new bench program. After researching and consulting with other municipal agencies, the department developed an Adopt-A-Bench Program. This policy will be presented to Parks Commission for approval this winter, along with a presentation to the City Council to unveil the new carbon benches. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.8) Page 29 03/20/2018 H - 84 City of Port Angeles 2018 Preliminary Community Work Plan Our Unique Community PUBLIC RESTROOM REPLACEMENT PROGRAMS Objective: Upgrade of the City's public restrooms. Rationale: The majority of the City's cinder block public restrooms are between 40 to 50 years and are in need of replacement. Over the next several years, the City is looking to set aside $75,000 a year from Real Estate Excise Tax (REET) to start replacing restrooms. The first restroom that will be replaced is the facility on Ediz Hook across from the boat launch. This project will start in 2018 but construction is slated for 2019. "Incorporates an element of the 2017-2018 Strategic Plan (Action 1.8) HILL STREET OLYMPIC DISCOVERY TRAIL Objective: Complete a design for the Hill Street Olympic Discovery Trail. Rationale: In 2016,the City executed agreement for a$200,000 Bicycle and Pedestrian Safety Grant from the Washington State Department of Transportation. The grant will allow for the connection of an important missing link in the Olympic Discovery Trail, connecting Marine Drive to West Port Angeles. 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S. A. City Council Memo DATE: March 6, 2018 To: City Council FROM: CRAIG FULTON,P.E.,DIRECTOR OF PUBLIC WORKS&UTILITIES SUBJECT: Water Use Efficiency(WUE) Program Goals Summary: The Washington State Water Use Efficiency Rule (WAC 246-290) requires water purveyors to establish goals as part of a Water Use Efficiency Program. The goals must be approved by the "elected governing body" and must include a public forum to provide an opportunity for the public to participate and comment. A Notice of Public Forum was published on February 16, 2018 to notify the public and receive comments on the proposed goals. Funding: None Recommendation: Approve the water supply and water demand goals for the City's 2018- 2024 Water Use Efficiency program,as outlined in the proposed updated Water System Plan. Back2round/Analysis: The Water Use Efficiency (WUE) Rule (WAC 246-290)went into effect January 22, 2007. This Rule mandates that water conservation goals be established and periodically updated as part of the City's WUE program. The City's first water efficiency goals were approved by Council in 2007. Since then,the water utility has achieved a reduction in supply side water system loss from 21% down to 7%. Additionally, the City achieved a reduction of 23% in consumer water demand. In accordance with the Rule, staff re-evaluated the current WUE program, distribution system water loss,supply and demand forecasts, and other information prior to drafting revised goals. City staff presented the goals to the Utility Advisory Committee (UAC) on February 13, 2018. After the presentation, the UAC voted unanimously to forward a favorable recommendation to the City Council to approve the WUE goals for 2018-2024. A Notice of Public Forum was published on February 16, 2018 to notify the public and receive comments on the proposed new goals. The City Council, which serves as the "elected governing body"for the City's water utility,must consider all comments received as part of the public process and approve the goals for the City's WUE program. Proposed WUE goals for 2018-2024 are as follows: SUPPLY GOAL: The Water Utility will implement a program intended to maintain a water loss of less than ten percent per year. DEMAND GOAL: The Water Utility will implement a program intended to achieve a two-tenths of one percent reduction in customer consumption per capita per year. 03/06/2018 1 - 1 4�J U AVA Ler� ^ �� 0 4� C- i LLJn 4� , LIM , E i 1 LLI V N � O O O V N a-J � V M 4—J V o W J 4- o 0O 0 W0? 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W -o a-J L a-J � L � a N a� ( � EBE � �, � � � •� ON (60 0 -0M � U }, un � N Hca LU r � �, 030 Q 4-J O �+ o E V (a (D V � > � 4— fa cu LU °' " : E N W 0 4 a� L 4—J P99 NGELES WASH I N GTO N, U. S. A. ,,„ 0000000ii0000ii� CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: CRAIG FULTON,P.E.,DIRECTOR OF PUBLIC WORKS&UTILITIES SUBJECT: Water System Plan Update Summary: The Washington State Department of Health(DOH)requires that Water Systems Plans for all Group A Water Systems are updated every six years. The draft plan was provided to Local Water Purveyors and DOH for review. Comments were received, City Staff responded and updated the Plan as appropriate. The Plan is now ready to be finalized and approved by City Council. Funding: None Recommendation: Approve the Water System Plan, enabling formal approval by the Washington State Department of Health. Background/Analysis: Washington Administrative Code (WAC) 246-290 and the Washington State Department of Health (DOH), Water System Planning Handbook require the City to update the City Comprehensive Water System Plan (WSP) every six years. The City's most recent WSP was approved in 2010. The principal goals of the WSP are to make the best use of available resources in order to provide high quality service and protect the health of utility customers. The DOH Office of Drinking Water policy encourages the City to use this WSP as a tool to address the City needs and statutory requirements while charting a plan of action for achieving these goals. The most important issues being addressed in this update to the WSP are: • Description of the Water System • Significant Changes to the Water System Plan 03/06/2018 1 - 2 o Fluoride removal o System Analysis • Verification of Calibration of the hydraulic model developed from the City's GIS system in 2010 with data collected during the 2015 hydrant flushing program. • Water Use, Demand and Forecasting • Capital Facility Plan Work on the WSP began in June 2015 under a consultant agreement with CH2M Hill. In August 2017, a draft was submitted for comment to adjacent water purveyors: • Dry Creek Water Association, • Black Diamond Water District, and • Clallam County Public Utility District 41 Comments were received and addressed with a final draft WSP submitted to DOH and Washington State Department of Ecology(DOE). Additionally,pursuant to RCW43.21C, a State Environmental Policy Act(SEPA) checklist was submitted to the Department of Community and Economic Development(DCED). After review of the SEPA checklist and an extended public comment period, DCED issued a Determination of Non-Significance. The Lower Elwha Klallam Tribe (LEKT) issued a letter outlining their concerns with the SEPA checklist. City engineering staff addressed LEKT's concerns by adding a paragraph to Section 1 to address the cultural and archaeological significance of Port Angeles. DOH issued a review letter on October 25, 2017 detailing 30 comments and action items. The City and CH2M Hill are responding to the DOH comments. Once the final draft of the WSP is approved by City Council, the DOH will review and approve the WSP. The approval period will be 6 years from the date of final approval by DOH. The required City Council and DOH approval process is addressed in WAC 246-290-100, a portion of which is excerpted here: (8)Prior to department[DOH] approval of a water system plan or a water system plan update, the purveyor shall: ... (b) Obtain the approval of the water system plan from the purveyor's governing body [City Council] or elected governing board. The WSP update was presented to the Utility Advisory Committee (UAC) on February 13, 2018. After the presentation, the UAC voted unanimously to forward a favorable recommendation to the City Council to approve the Water System Plan, thereby enabling formal approval by the Washington State Department of Health. 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S. A. ,,„ 0000000ii0000ii� CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: CRAIG FULTON,DIRECTOR OF PUBLIC WORKS&UTILITIES SUBJECT: Relocation of Light Operations (Temporary) Summary: On November 13, 2017 the Port of Port Angeles notified the City to vacate the leased O Street Light Operations facility by March 31,2018 to make room for an expanding commercial business. Given the short timeframe,the City did not have adequate time to construct a new Light Operations Facility. For those reasons, temporary accommodations are required. The Port subsequently agreed to extend the lease to May 31, 2018. Funding: - A 2018 Budget Amendment will be submitted for the rental increase from $50,400/year to $90,000/year. - One-time costs for moving expenses, communications relocations, and modifications to interior spaces (costs to be determined) Recommendation: Approve and authorize the City manager to sign the twenty-four (24) month Lease for the Atlas Trucking compound, and to make minor modification to the lease if necessary, and approve the continued planning for a permanent Light Operations facility. Background/Analysis: On November 13, 2017 the Port of Port Angeles notified the City to vacate the leased O Street Light Operations facility by March 31, 2018. Given the short timeframe provided, the City did not have adequate time to construct a new Light Operations Facility(the Port subsequently adjusted the lease termination date to May 31, 2018). For those reasons, temporary accommodations are required. A thorough search of the Port Angeles area revealed two available properties offering facilities with attributes which could be modified for use as an electric utility operations facility. Several other facilities were available, but would have adversely impacted commercial/retail development in the main Port Angeles commercial corridor and which also had facility operational constraints. The two compounds under final consideration were: • Atlas Trucking compound on Highway 101; and • Vacated Magna Force operations compound in the Port owned Airport Area. Four points were considered when selecting the most suitable location: Timeline: The City originally had until March 31st to vacate the O Street property; which is an extremely short timeframe to plan and relocate a utility operations. Along with securing a lease, several other critical activities are required: identify and contract with a moving company for office/inventory/equipment relocation, wire for IT/communication capabilities, establish new office and Op Centers (SCADA) spaces, and establish warehousing and operational spaces. Availability: Few suitable commercial properties are vacant in the Port Angeles area. Over the past months, the search team visited over a half dozen separate properties, with only two properties closely meeting the utility needs. Locations in the County were not considered for several reasons: the need to respond quickly to power outages; and the ability to ensure equipment and materials are readily available for deployment within the City. Facility Adequacy: Of the limited available commercial properties, few have the required space for an operationally effective electric utility, including: office space, environmentally controlled storage (vehicles, materials and equipment), covered storage (vehicles), an open laydown area (bulk storage) and security(protecting high value materials and equipment). Cost: It will take approximately two years to design and build a permanent Light Operations facility. The current O St property lease is $4,200 /month, or $50,400 per year. This includes: • Enclosed Space - 14,900 sq. ft. of enclosed space for offices, materials, equipment, most vehicles. • Covered bulk storage space -None • Paved bulk storage space -None LOCATIONS UNDER CONSIDERATION: Current Magna Force Atlas Trucking Location Cost $4200/mo. $3000/mo. $7000/mo. No Taxes No Taxes —$500/mo.Taxes =$50,400/year =$36,000/year =$90,000/year Enclosed Space 14,900 sq. ft. 5,640 sq. ft. 15,700 sq. ft. Exterior Paved None None 170,000 sq.ft. Space Covered Storage None None 9,900 sq. ft. Space IT Wave cable onsite Wave cable nearby Grounds City pays Negligible Maintenance Other -Operationally problematic due to lack -Several areas of the space for material and equipment storage, fenced compound will and covered/environmentally controlled need to be fenced off for vehicle cover full perimeter security. - Significant building upgrades required such as installation of roll-up doors. -Additional vehicle cover and material storage solutions must be constructed -Suspected mold issue in some office spaces -Additional security fencing must be constructed Based on the above comparison, the Atlas Trucking Compound provides the enclosed, covered, and paved space suitable for the stand-up of an electric utility operation. Based on a$/sgft comparison with the O St Property(enclosed $0.28/sgft, covered $0.14/sgft,paved $0.01/sgft), the Atlas property is comparably priced based on the area of the O St facility. Secondary Benefit- Additionally, Atlas Trucking compound will be able to provide covered storage space for other City vehicles such as the Fire department, or other materials that are currently stored outside, exposed to the weather. Lease Agreement: The lease agreement provides for 2 year occupancy with the options for 2 additional years if required. The lease start date is 1 April which provides time to make facility modifications and install required communication assets in order to meet the revised O Street move-out date of 1 June 2018. A NGELES A S H 1 N G T 0 N, U. S. A. CITY COUNCIL MEMO DATE: March 6, 2018 To: City Council FROM: KEN DUBUC,FIRE CHIEF BRIAN SMITH,POLICE CHIEF SUBJECT: Public Safety Advisory Board Student Appointment Summary: The Public Safety Advisory Board currently has two vacant positions. One position has been designated in the City Municipal Code for a high school student. Public safety and Port Angeles School District staff conducted outreach to students in an effort to recruit a highly suitable high school student. The City Clerk advertised the student vacancy and received one application before the application deadline. The student applicant, Kiara Schmitt comes with the recommendation from Port Angeles High School Principal Jeff Clark. Her application has been reviewed by the members of the Public Safety Advisory Board and we have received their support and concurrence. The student is a non-voting member and can be appointed by the Police Chief and Fire Chief. Financial Impact: There is no financial impact to this appointment. Recommended Action: No action is required. This memorandum is for information only. Kiara Schmidt is a Port Angeles High School sophomore and has applied for the vacant student position on the Public Safety Advisory Board. She has been recommended by the High School Principal and has the support of both the Police and Fire Chiefs, and the members of the Public Safety Advisory Board. Her application and supplemental questions are attached. 03/06/2018 L - 1 ww,s, t� The City of Port Angeles Application for Appointment to Board Commission to or Committee FEB 2 0 2018 Board,Commission or Committee to which you are seeping appointment. � Applicant Marne and General Information �... "" _....... List p M1 Last �. � y State _ Zap Home phone Work phone Cell phone E-mail address; Certification and Location Information (circle rine) Are you employed by the City crl'Port.Angeles?,,................., ........... .... ...,..,. --yes a:b Are,Nou a citizen of'the United States?.. ....... ............ .. .......... es No Are you a Registered Voter?...,.. .............---.............. .. ...... .............................. ........... ..--Yesl�ktr Are you a City resident r,,..... ... ................_.. Yes No f f'sa,how lcrn N Do you crwrYrnana e az business in the t. ? . , Yes n Lica you hold any professional licenses, registrations or certificates in any field?"'.11., .Yes ci 1f so,please Are you aware of any conflict ofinterest which might arise by your service on the advisory board that you are applying for? If so,please explain: 03/06/2018 L - 2 Work or Professional Experience- list most recent experience first, or attach a resurne Employer ............ Brict'job description Employer Briefjob description Employer Brief job description Education—List most recent experience first ,A Yes ED Institution/Location Degree earned/Major area of Study Graduated? Yes No Institution/Location Degree earned/ ajar area of Study Graduated? Yes No Institution/Location Degree earned/Major area of Study Graduated? Charitable,Social and Civic Activities and Memberships—List major activities you have participated in during the last five years tr I M �rj�j SrJh"Ols �c, 0��Iimization/Location (.;rOLIP"14tirl)ose,�objective Brief description of your participation: Organi7ation/Location Group's purpose/objective 131-,icf description ofyour participation: --—--..... Applicants Signature Date Submit completed forms to: Office of the City Clerk Jennifer Veneklasen City of Port Angeles 360417-4634 321 East 5"Street jvenekIaCq)cityol`paus Port Angeles, WA 98362 In compliance with the Americans with Disabilities Act,if you need special accommodations because of a physical limitation, please contact the City Manager*s Office at 3604174500 so appropriate arrangements can be made. This document and all attached information is considered a public record and may be distributed to members of tile try Council for appointment consideration. Additionally,it may become a part of a City Council packet. 03/06/2018 L - 3 Public Safety Advisory Board Applicant Questionnaire 1) Have you ever been employed in a public safety position or worked in the public safety profession? No, I have not. 2) What is it that interests you about public safety? I really want to be more involved with my community, and if possible get more community service hours for my class NJROTC. 3) Is there a particular area of public safety that specifically interests you? Law enforcement, Fire, Emergency medical services. 4) Are you interested in participating in an annual and scheduled "ride along" with both police and fire/EMS personnel? Yes, I would be very interested. 5) What issue(s) are the most pressing issue that impacts public safety in Port Angeles? If we had a big earthquake and the bridges fail, we are cutting off many parts of the city. Also, the weather is a concern. When trees fall it sometimes takes awhile to get the power fixed, or when pipes break and residents are left without running water for hours. Thank you very much for this opportunity. Kiara Schmitt 03/06/2018 L - 4 PORT ANGELES PARKS, RECREATION &BEAUTIFICATION COMMISSION MEETING Port Angeles,Washington January 18,2018 CALL TO ORDER-mmmREGULAR MEETING: Chairperson Shargel called the meeting to order at 6:00 p.m. ROLL CALL: Members Present: Commissioners Kirsch Shargel,Sinton,Sutcliffe,Tucker&Wojnowski;Student Representative Bailey. Members Absent: Commissioner Peterson.Staff Present: Director Delikat&Secretary Moore. APPROVAL OF„THE wMINUTES: It was moved by Commissioner Sinton and seconded by Commissioner Sutcliffe to approve the December 14, 2017, regular meeting minutes. Motion passed unanimously. PUBLIC COMMENT: None, FINANCE&PACKET ITEMS: None. LATE ITEMS: None. LEGISLATION: 1. Adt po -A-Bench Policy Director Delikat gave the Commissioners a brief history and overview of the Memorial & Donation Program and 2005 Policy, as well as provided details about the objectives and the plans for moving forward with the new Adopt-A-Bench Program and Policy. Commissioner Tucker made a motion to approve the Adopt-A-Bench Policy and allow the Parks& Recreation Director to make minor modifications to the policy, if necessary.Commissioner Wojnowski seconded the motion.After a brief discussion amongst the Commissioners,the motion passed unanimously. GUEST SPEAKER: Jessica Elliott, Port Angeles Fine Arts Center(PAFAC) PAFAC Executive Director Elliott updated the Commission on the progress being made at PAFAC since its transition from the City.She said the transition has empowered the PAFAC Board and allowed them to operate like a non-profit business. Elliott said PAFAC's relationship with the City continues to develop as they plan for the future of the center and the art park. DIRECTOR'S REPORT: 1. 2018 Work Plan: Director Delikat gave the Commissioners an overview of the Parks& Recreation Department's work plan for the coming year,which included Civic Field projects,Senior Center projects, Capital Projects,and Administrative projects. 2. Future Items: a. Future Guest Speaker—Steve Methner, Dream Playground Foundation b. Two Meetings in February—Regular&Commission Interviews c. Capital Facilities Plan d. Group& Individual Photos e. Chair&Vice-Chair Elections ADJOURNMENT: Chairperson Shargel adjourned the meeting at 6:58 p.m.The next meeting is February 15, 2018, at 6:00 p.m. in the City Council Chambers. 0 , David Shargel, Chair, erson Emily Moore,Silretary Page 1 of 1 03/06/2018 L - 5