Loading...
HomeMy WebLinkAboutCouncil Packet 12/01/2020 December 1, 2020 Port Angeles City Council Meeting Page 1 DECEMBER 1, 2020 City of Port Angeles Council Meeting Agenda Amended Additional information on attendance of this meeting will be found at www.cityofpa.us This meeting will be held virtually 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. – PenCom / EOC Work Session Call to Order – Regular Meeting at 6:00 p.m. B. Roll Call, Pledge of Allegiance Ceremonial Matters, Proclamations & Employee Recognitions C. Public Comment The City Council desires to allow the opportunity for Public Comment. However, the business of the City must proceed in an or derly, timely manner. Visit https://www.cityofpa.us/Live-Virtual-Meetings to learn how to participate during public comment, make a public testimony during the public hearing and or watch the meeting live. Written public comments and public testimony can be submitted to: council@cityofpa.us, comments will not be read aloud but will be made a part of the record. To provide pre-recorded messages to the City Council by phone, please call 360 -417-4504. Messages received will be made a part of the record. Comments should be received by 2:00 p.m. Tuesday, December 1, 2020. For audio only please call 1-844-992-4726 Use access code: 126 732 3541 Once connected press *3 to raise your virtual hand, if you wish to make a comment or public testimony. You will be notified when it is your turn to speak. This access code is good for the December 1 meeting only. If you are joining in through the Webex link: https://cityofpa.webex.com/cityofpa/onstage/g.php?MTID=ea451de70059fbc4c61a78916251b7f90 and wish to make a comment or public testimony, please use the “raise your hand” feature in Webex. You will be notified when it is your turn to speak. Members of the public may address the City Council at the beginning and end of any Regular Meeting unde r "Public Comment." During the "Public Comment" portion of the meeting, individuals may speak to agenda items, except those scheduled for a Publi c Hearing. The City Council desires to allow the opportunity for Public Comment. However, the business of th e City must proceed in an orderly, timely manner. At any time, the presiding officer, in the presiding officer's sole discretion, may set such reasonable limits as are necessary to prevent disruption of other necessary business. At its most restrictive, P ublic 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 for the second Public Comment period. Individuals may speak for three (3) minutes or less, depending on the number of pe ople wishing to speak. If more than 20 people are signed up to speak each speaker may be allocated two (2) minutes. December 1, 2020 Port Angeles City Council Meeting Page 2 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. Individuals who are residents of the City or own businesses within the City will be called to speak first, with preference gi ven to those who wish to speak to an item on the meeting’s agenda. If time remains, the presiding officer will call other individuals wishi ng to speak, generally in the order in which they have signed in. If time is available, the presiding officer may call for addition al unsigned speakers. Persons speaking shall state their name, whether they reside within the City limits, whether they have any other p ertinent connection to the City, and whether they are appearing as the representative of an organization. Excerpts: 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 | Approve 1. City Council Minutes of November 4, 2020 and November 17, 2020 ........................................................................... E-1 2. Expenditure Report: From November 14, 2020 and November 20, 2020 in the amount of $2,149,500.53 / Approve ... E-10 3. Cityworks Software License Agreement Contract Renewal / Approve and award one-year Software License Agreement with Azteca Systems, Inc. in the amount of $30,000 ...................................................................................... E-18 4. Landfill Sand Ballast Placement, CON 2020-41 / Accept the Landfill Sand Ballast Placement, CON 2020-41 as complete ...................................................................................................................................................................... E-19 F. Public Hearings | 6:30 p.m. or Soon Thereafter 1. 2021 Budget / Continue Public Hearing / Conduct Second Reading / Adopt Ordinance ................................................ F-1 2. Proposed Carryover of 2020 Water & Wastewater Utility Rates into 2021-2022 / Continue Public Hearing / Conduct Second Reading / Adopt Ordinance 1 ............................................................................................................... F-9 G. Ordinances Not Requiring Council Public Hearings 1. 2020 Budget Amendment #3 / Conduct First Reading / Continue to December 15 ....................................................... G-1 2. Amended Ordinance Levying 2020 Property Tax for Collection in 2021 / Conduct First Reading / AMENDED: Waive Second Reading / Adopt Ordinance ...................................................................................................................... G-9 H. Resolutions Not Requiring Council Public Hearings ....................................................................................... None I. Other Considerations 1. PenCom Westside Fire Station ........................................................................................................................................ I-1 2. Lodging Tax Advisory Committee Recommendation for 2021 Lodging Tax Fund Budget ........................................... I-13 J. Contracts & Purchasing 1. Laurel St. Substation LTC Replacement ........................................................................................................................ J-1 2. Waste Connections Foster Garvey Engagement Agreement Increase ............................................................................. J-3 3. Harbor Cleanup Process – Work Order No. 4 to the Environmental Services Agreement .............................................. J-5 K. Council Reports L. Information City Manager Reports: 1. Public Works and Utilities December Construction Report ............................................................................................ L-1 2. Intent to Apply to 2020 Federal Lands Access Program Grant Application ................................................................... L-2 M. Second Public Comment Follow instructions posted for first public comment period. Adjournment CITY COUNCIL MEETING Port Angeles, Washington November 4, 2020 CALL TO ORDER-REGULAR MEETING Mayor Dexter called the regular meeting of the Port Angeles City Council to order at 6:00 p.m. ROLL CALL Members Present: Mayor Dexter, Deputy Mayor Carr, Council Members French, Meyer, McCaughan, Schromen- Wawrin and Suggs. Members Absent: None Staff Present: City Manager West,Attorney Bloor,Clerk Martinez-Bailey,C.Delikat,K.Dubuc,B. Smith, A.Brekke,T.Hunter,and S. Carrizosa. PLEDGE OF ALLEGIANCE Mayor Dexter led the Pledge of Allegiance to the Flag. CEREMONIAL MATTERS,PROCLAMATIONS & EMPLOYEE RECOGNITIONS 1. Veterans Day Proclamation Mayor Dexter read a proclamation recognizing Veterans Day. Terry Smith, Peninsula College's Veterans Services Certifying Official, spoke about the new program and facility, and shared how the program assists Veterans and Veterans' families. PUBLIC COMMENT Susan Hillgren,residing outside the city, on a previously recorded line, spoke about the need for bathrooms for the homeless. CONSENT AGENDA Hearing no objection,Mayor Dexter moved J-2 to the Consent Agenda. It was moved by French and seconded by Carr to approve the Consent Agenda to include: 1. City Council Minutes of October 6,2020 and October 20,2020/Approve 2.4ri,Quarter PBIA Fee Waiver/Pass Resolution 3.Facility Use Agreement-Lincoln Park BMX Association Authorize the City Manager to sign a five year Facility Use Agreement with the Lincoln Park BMX Association for the operation and maintenance of the Lincoln Park BMX Track and- (2) and make any minor modifications to the agreement if necessary. 4.Hearings Examiner/Ratify the contract with Sound Law Center for Hearing Examiner services 5.2020 Pavement Repair CON 2020-01 and 2020 Chip Seal CON 2020-14 Final Acceptance Pavement repair/ 1)Accept the 2020 Pavement Repairs CON 2020-01 as complete;and authorize staff to proceed with project closeout and release retainage upon receipt of all required clearances. 2)Accept the 2020 Chip Seal CON 2020-14 as complete;and authorize staff to proceed with project closeout, and release retainage upon receipt of all required The Mayor asked if there was unanimous consent,hearing no opposition,the motion carried 7-0. ORDINANCES NOT REQUIRING COUNCIL PUBLIC HEARINGS 1. Ordinance Authorizing the Refunding of the 2009 and 2010 Water and Wastewater Bonds and Department of Ecology Loans for the CSO Project Finance Director Sarina Carrizosa spoke about the agenda item and shared the ordinance authorized the refunding of the 2009 and 2010 water and waste water bonds to include two Department of Ecology loans in the amount not to exceed $29,000,000 dollars with an interest rate not to exceed 4% and to designate the City Manager and Finance Director as authorized signers for the sale of the bond. December 1, 2020 E - 1 PORT ANGELES CITY COUNCIL MEETING—November 4,2020 Mayor Dexter conducted a second reading of the ordinance by title,entitled, ORDINANCE NO.3666 AN ORDINANCE of the City of Port Angeles,Washington,authorizing the issuance of water and wastewater utility revenue refunding bonds of the City in the principal amount of not to exceed$29,000,000,to defease and refund certain outstanding water and wastewater utility revenue obligations,to make a deposit to the reserve account(if required),and to pay costs of issuing the bonds;providing the form,terms and covenants of the bonds; and delegating authority to approve the method of sale and final terms of the bonds. It was moved by Schromen-Wawrin and seconded by Suggs to: Approve the ordinance of the City of Port Angeles,Washington,authorizing the issuance of water and wastewater utility revenue refunding bonds of the City in the principal amount of not to exceed $29,000,000,to defease and refund certain outstanding water and wastewater utility revenue obligations,to make a deposit to the reserve account (if required),and to pay costs of issuing the bonds;providing the form,terms and covenants of the bonds; and delegating authority to approve the method of sale and final terms of the bonds. The Mayor asked if there was unanimous consent,hearing no opposition,the motion carried 7-0. CONTRACTS & PURCHASING 1. 16th Street Low Impact Development Retrofit,Project No. TR0715,Professional Services Agreement Public Works and Utilities Director Thomas Hunter spoke about the project and provided background on the matter. He added that the City has certain requirements that come through its stormwater permit and shared the City will leverage some grant funds to help meet future permit requirements. Council discussion followed. It was moved by Suggs and seconded by Meyer to: Approve and award a Professional Services Agreement to Parametrix,Inc.of Bremerton,Washington for the 16th St.LID Retrofit Project in the not to exceed amount of$159,687.20;and authorize the City Manager to sign a contract with Parametrix and to make minor modifications as necessary. The Mayor asked if there was opposition to the motion,hearing no opposition,the motion carried 7-0. PUBLIC HEARINGS 1. Ordinance Levying 2020 Property Tax for Collection in 2021 Director of Finance Sarina Carrizosa shared a presentation on the property tax levy process and shared the upcoming budget calendar. Mayor Dexter opened the public hearing 6:47 p.m. Hearing none, the Mayor continued the public hearing to the November 17'. Mayor Dexter conducted a first reading of the ordinance by title,entitled, ORDINANCE NO. AN ORDINANCE of the City of Port Angeles,Washington,levying regular ad valorem property taxes for collection in the fiscal year 2021,and directing the City Clerk to certify said amount to the Board of Clallam County Commissioners. Council discussion followed. Page 2 of 4 December 1, 2020 E - 2 PORT ANGELES CITY COUNCIL MEETING—November 4,2020 Mayor Dexter read the resolution by title,entitled, RESOLUTION NO.24-20 It was moved by Schromen-Wawrin and seconded by French to: Approve a Resolution of the City Council of the City of Port Angeles,Washington, authorizing an increase in the regular property tax levy due to substantial need. After a roll call vote,using visual approval from McCaughan,the motion passed 6-1 with Meyer opposed. The Mayor recessed the meeting for a break at 7:15 p.m.The meeting reconvened at 7:20 p.m. OTHER CONSIDERATIONS 1. PA Harbor:Amendment to Potentially Liable Parties Participation Agreement Manager West provided information on the Western Port Angeles Harbor cleanup issue that has been taking place since 2013, adding that the next step of the process would be to move on to a draft clean up action plan. Attorney Bloor shared the issue is quite a mile post on the cleanup process. Relative to her employer's role as a Port Angeles Harbor Trustee, Council member Suggs stated she would be recusing herself from discussion and the vote. It was moved by Schromen-Wawrin and seconded by French to: Authorize the City Manager to approve,sign,and execute on behalf of the City the Amendment to the PLP Participation Agreement and an Amendment to the Agreed Order with DOE that will obligate the City,and other PLPs,to prepare a draft Cleanup Action Plan for the WPAH site. After roll call vote,motion carried 6-0 with Suggs recused. 2. 2021 Legislative Priorities. Manager West provided background on the legislative priorities and noted a correction on the document. Staff spoke about items on the list relative to their departments and offered their recommendations. Council discussion followed. The Mayor recessed the meeting for a break at 8:30 p.m.The meeting reconvened at 8:35 p.m. By consensus of the Council,staff will move forward on an updated 2021 legislative priority list and will bring it to the next meeting which will highlight the top interests shared by Council and a second page approach for additional requests. CITY COUNCIL REPORTS Council member Suggs spoke about attendance at a Shore Aquatic Center Board meeting and Solid Waste Advisory Committee meeting and the Shore Aquatic Center open house. She spoke about the harbor and connection it has to indigenous people and the community. Council member Schromen-Wawrin spoke about the need for permanent and affordable housing and an upcoming transportation meeting. Deputy Mayor Carr spoke about affordable housing models,the recent Broadband meeting and recognized election workers. Council member Brendan Meyer spoke about the need for Covid testing if there are any symptoms. Council member French shared he is participating on a Stevens Middle School committee as a community member. Mayor Dexter spoke about the newly opened Shore Aquatic Center. No other reports were given. Page 3 of 4 December 1, 2020 E - 3 PORT ANGELES CITY COUNCIL MEETING—November 4,2020 INFORMATION Manager West provided statistics on Covid financial relief efforts and spoke about the upcoming AWC Managing Risks Associated with Homelessness virtual event. SECOND PUBLIC COMMENT No public comment was received. ADJOURNMENT Mayor Dexter adjourned the meeting at 9:38 p.m. Kate Dexter,Mayor Kari Martinez-Bailey,City Clerk Page 4 of 4 December 1, 2020 E - 4 CITY COUNCIL MEETING Port Angeles, Washington November 17, 2020 CALL TO ORDER SPECIAL MEETING Mayor Dexter called the special meeting of the Port Angeles City Council to order at 5:00 p.m. Members Present: Mayor Dexter, Deputy Mayor Carr, Council Members French, Meyer, McCaughan, Schromen- Wawrin and Suggs. Members Absent: None Staff Present: City Manager West,Attorney Bloor,Clerk Martinez-Bailey,C.Delikat,K.Dubuc,B. Smith, A.Brekke,T.Hunter,and S. Carrizosa. PENCOM/EOC JOINT FACILITY WORK SESSION City Manager Nathan West provided background on the work session,adding the additional information had been requested by Council during the September 15 meeting.Department heads spoke about various aspects of the facility. Council discussion followed. ADJOURNMENT Mayor Dexter adjourned the Special Meeting at 6:02 p.m. CALL TO ORDER-REGULAR MEETING Mayor Dexter called the regular meeting of the Port Angeles City Council to order at 6:04 p.m. ROLL CALL Members Present: Mayor Dexter, Deputy Mayor Carr, Council Members French, Meyer, McCaughan, Schromen- Wawrin and Suggs. Members Absent: None Staff Present: City Manager West,Attorney Bloor,Clerk Martinez-Bailey,C.Delikat,K.Dubuc,B. Smith, A.Brekke,T.Hunter,and S. Carrizosa. PLEDGE OF ALLEGIANCE Mayor Dexter led the Pledge of Allegiance to the Flag. CEREMONIAL MATTERS,PROCLAMATIONS & EMPLOYEE RECOGNITIONS 1. Proclamation in Recognition of Pencom 9-1-1 Emergency Telecommunicators Mayor Dexter read a proclamation recognizing the life-saving efforts performed by Pencom telecommunicators. Police Chief Brian Smith and Pencom Deputy Director Karl Hatton each spoke about the positive work done by members of their department and then introduced Resuscitation Academy Program Manager Julie Buckingham who recognized Pencom for their commitment to helping improve out-of-hospital cardiac arrest survival in the local community through their ability to provide telephone CPR. She spoke about a plaque presented to the department on behalf of Resuscitation Quality Improvement. PUBLIC COMMENT Ben Stanley, city resident and a member of the local climate planning effort spoke about the Climate Resiliency Planning Effort Agenda item,asking the Council not to sign the contract. Ed Chadd,city resident, spoke about the Climate Resiliency Planning Effort Agenda item, asking the Council not to sign the contract. December 1, 2020 E - 5 PORT ANGELES CITY COUNCIL MEETING—November 17, 2020 Bob Vreeland,city resident,spoke about the Climate Resiliency Planning Effort Agenda item. Viola Ware,city resident,spoke about the death of a local homeless person. Chris(last name inaudible)on a pre-recorded line,spoke about the need for urban tree canopies and for homeowners to maintain vegetation and trees around their property. Christine Milburn,on a pre-recorded line,spoke about tree urban tree canopies. Amy Miller spoke about the death of a local homeless person. LATE ITEMS TO BE PLACED ON THIS OR FUTURE AGENDAS City Manager Nathan West brought forward a resolution for Council consideration. It was moved by Schromen-Wawrin and seconded by French to: Add a resolution allocating $135,000 to the utility,rental,and mortgage assistance program,and extend the program through December 31. Hearing no opposition,the motion carried 7-0.The Mayor added the matter to the Consent agenda as E-5. It was moved by French and seconded by Carr to: Continue Council discussion on the joint Pencom/EOC facility,should time allow. Hearing no opposition,the motion carried 7-0.The Mayor added the Late item to the agenda as I-1. CONSENT AGENDA It was moved by Schromen-Wawrin and seconded by Suggs to approve the Consent Agenda to include: 1. Expenditure Reports:From October 10, 2020 to October 23, 2020 in the amount of$1,379,810.85 and from October 24, 2020 to November 6, 2020 in the amount of$4,230,036.92/Approve 2. Agreement for Financial Services with NW Municipal Advisors/Approve and authorize the City Manager to sign the attached agreement for services with NW Municipal Advisors,and approve payment in the amount not to exceed$30,000 for professional services obtained during the 2009&2010 Water/Wastewater Bond Refunding and allow the City Manager to make minor modifications as necessary. 3. Peabody St. Sidewalk Repair and Civic Field ADA Access Improvements,CON 2019-18/Accept the Peabody Street Sidewalk Repair and Civic Field ADA Access Improvements CON 2019-18 as complete and authorize staff to proceed with project closeout and release retainage upon receipt of all required clearances. 4. Stonegarden FFY-19 Grant Acceptance l Acceptance of the grant and authorize the City Manager or designee to sign an agreement with the Clallam County Sheriff's Office 5. Late Item- COVID-19 Utility,Rental and Mortgage Relief Program Extension resolution allocating $135,000 to utility,rental,and mortgage assistance program,and extend the program through December 31 /Approve the resolution authorizing the continuation of the City's COVID-19 Utility, Rental and Mortgage Assistance program. Council discussion followed. The Mayor asked if there was unanimous consensus,hearing no opposition,the motion carried 7-0. PUBLIC HEARINGS 3. Proposed Carryover of 2020 Water&Wastewater Utility Rates into 2021-2022 Finance Director Sarina Carrizosa presented the proposed ordinance and reminded Council the rates were carrying over from the previous year. She shared the item received a favorable recommendation from Utility Advisory Committee meeting. At 6:56 p.m.the Mayor opened the public hearing. Hearing none,the Mayor continued the public hearing to the next meeting. Page 2 of 5 December 1, 2020 E - 6 PORT ANGELES CITY COUNCIL MEETING—November 17, 2020 Mayor Dexter conducted a first reading of the ordinances by title,entitled, ORDINANCE NO. AN ORDINANCE of the City of Port Angeles,Washington amending Section 025 of Chapter 13.44 of the Port Angeles Municipal Code relating to water rates. AN ORDINANCE of the City of Port Angeles,Washington amending Chapter 13.65 of the Port Angeles Municipal Code relating to wastewater service rates. Council discussion followed. The Mayor continued the matter to the December 1 meeting. 2. 2021 Budget Manager West introduced the agenda item and invited Director Carrizosa to present. Director Carrizosa shared a presentation on the 2021 Budget which included background on the process the City follows to reach a balanced budget and used slides to show differences between the 2021 and 2020 budget. She shared the 2021 Budget was balanced without the need for utility rate increases,spoke about the financial challenges due to Covid,and provided the upcoming budget schedule. Director Carrizosa spoke about the new Paramedicine position added to the budget. Council discussion followed. At 7:28 p.m.the Mayor opened the public hearing. Hearing none,the Mayor continued the public hearing to the next meeting. Mayor Dexter conducted a first reading of the ordinance by title,entitled, ORDINANCE NO. AN ORDINANCE of the City of Port Angeles,Washington,adopting the 2021 budget for the fiscal year ending December 31,2021. The Mayor continued the matter to the December 1 meeting. 1. Ordinance Levying 2020 Property Tax for Collection in 2021 Director Carrizosa spoke to the proposed ordinance,sharing the ordinance authorized the increase of 1%of tax collected in 2021. She shared the proposed resolution would declare the Council's intent and would need to be approved in order to levy the increase. Council discussion followed. Mayor Dexter conducted a second reading of the ordinance by title,entitled, ORDINANCE NO.3667 AN ORDINANCE of the City of Port Angeles,Washington,levying regular ad valorem property taxes for collection in the fiscal year 2021,and directing the City Clerk to certify said amount to the Board of Clallam County Commissioners. It was moved by Schromen-Wawrin and seconded by Suggs to: Adopt ordinance as read. After a roll call vote,the motion carried 5-2 with Meyer and McCaughan opposed. Mayor Dexter read the ordinance by title,entitled, RESOLUTION NO.27-20 A RESOLUTION,of the City Council of the City of Port Angeles,Washington,pursuant to RCW 84.55.120, authorizing an increase in the regular property tax levy for 2021. Page 3 of 5 December 1, 2020 E - 7 PORT ANGELES CITY COUNCIL MEETING—November 17, 2020 It was moved by Schromen-Wawrin and seconded by French to: Pass the resolution as read. After a roll call vote,the motion carried 5-2 with Meyer and McCaughan opposed. Mayor recessed the meeting for a break at 7:44 p.m.The meeting reconvened at 7:49 p.m. CONTRACTS & PURCHASING 1. Professional Services Agreement for City's Climate Resiliency Planning Effort Director of Community and Economic Development Allyson Brekke brought the proposed professional services agreement for the City's climate resiliency planning effort forward for Council consideration and provided background on the matter. She shared that on February 18,2020,City Council had directed staff to pursue a consultant to complete a city's climate resiliency planning effort. Council discussion followed. It was moved by Schromen-Wawrin and seconded by Carr to: Table the Cascadia Consulting Group contract approval until our December 1 meeting,so that we can get additional information and possibly contract revisions for (1)collaboration with Clallam County for the inventory task,(2) synergy with Lower Elwha Klallam Tribe's planning process, (3)North Olympic Peninsula Resource Conservation &Development Council collaboration,and(4)Cascadia's public participation process regarding racial equity and frontline communities. After roll call vote,the motion failed 5-2 with Carr and Schromen-Wawrin in favor. It was moved by Schromen-Wawrin and seconded by French to: 1)Approve the professional services agreement with Cascadia Consulting Group in the amount to$49,998.00 and authorize the City Manager to sign the contract and make minor changes necessary to complete the tasks outlined in the scope of work. The Mayor asked if there was unanimous consensus,hearing no opposition,the motion carried 7-0. It was moved by Schromen-Wawrin and seconded by Carr to: Create a committee of the Council,of no more than three Council members,to work with City staff and community partners on the community resilience planning process. The Mayor asked if there was unanimous consensus,hearing no opposition,the motion carried 7-0. The Mayor identified Deputy Mayor Carr, Council members Schromen-Wawrin and Suggs as Council members interested in participating on the approved Council committee. The Mayor recessed the meeting for a break at 9:14 p.m.The meeting reconvened at 9:17 p.m. OTHER CONSIDERATIONS 1. Continue Discussion on Pencom/EOC Facility Council expressed interest in a follow up work session on the matter. Council discussion followed. SECOND PUBLIC COMMENT Ed Chad,city resident,spoke about the Climate Resiliency Planning Effort Agenda item and suggested actions Council could do to support the effort. Richie Ahuja, city resident, spoke about the Climate Resiliency Planning Effort Agenda item and suggested actions Council could do to support the effort. Carolyn Wilcox,city resident,spoke about public safety. Bob Vreeland,city resident,spoke about the Climate Resiliency Planning Effort Agenda item. Viola Ware,on a previously recorded line,spoke about the death of a local homeless person. CITY COUNCIL REPORTS Council Member McCaughan shared he attended a Shore Aquatic Center Board meeting. Page 4 of 5 December 1, 2020 E - 8 PORT ANGELES CITY COUNCIL MEETING—November 17, 2020 Deputy Mayor Carr, spoke about the death of a local homeless person. She also spoke about the Board of Health and Clallam County Health Officer Dr.Unthank's recommendations. It was moved by McCaughan and seconded by Carr to: Extend the meeting to 10:20 p.m. The Mayor asked if there was unanimous consensus,hearing no opposition,the motion carried 7-0. Council Member Schromen-Wawrin spoke about efforts by the community and Council to see fences installed on the 81 Street Bridges and spoke about matters related to housing and homelessness. It was moved by French and seconded by Carr to: Extend the meeting to 10:30 p.m. The Mayor asked if there was unanimous consensus,hearing no opposition,the motion carried 7-0. Council Member French shared that a decision was made by the Chamber of Commerce to cancel the Winter Ice Village due to the spike in Covid cases. Council Member Suggs reminded people to wear masks and encouraged people to do the same. Mayor Dexter spoke about the Thanksgiving holiday and suggested ways people could interact using social distancing. No other reports were given. INFORMATION Manager West spoke to reports included in the packet. He spoke about the upcoming County Commissioners meeting and encouraged the newly formed committee to attend the meeting. Attorney William Bloor provided an update on the code audit process. Staff spoke about the Pencom/EOC development. It was moved by Schromen-Wawrin and seconded by Carr to: Extend the meeting to 2:00 a.m.if needed. The motion failed 4-3,with Schromen-Wawrin,French and Suggs in favor. It was moved by French and Carr to: Extend the meeting to 10:50 p.m. The Mayor asked if there was unanimous consensus,hearing no opposition,the motion carried 7-0. Council discussion followed. ADJOURNMENT Mayor Dexter adjourned the meeting at 10:47 p.m. Kate Dexter,Mayor Kari Martinez-Bailey,City Clerk Page 5 of 5 December 1, 2020 E - 9 ITAUtLh WAS H INGTON, U. S. A. Now, MEMO December 1, 2020 Finance Department We, the undersigned City Officials,of the City of Port Angeles, do hereby certify that the merchandise and/or services (herein specified have been received and that these claims, are approved for payment in the amount of Sari;Ul CarTil(),Sa $2,149,500-53 thins, V day of December, 20,20, Finance Director Trina McKee Senior Accountant klarySue French Mayor City Manager Senior Accountant Linda Khenaty Financial Systems Analyst Melody Schneider Management Accountant Micah Rose Financial Analyst Jane Perkins Payroll Specialist Juhe Powell AcCOUnting Technician Jason Jones Accountnig Technician Nicole BLank Administrative Analyst KathycHen Haney cwitorner smwcs Manager Tracy RcA)ks Utility Billing Specialist City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount US BANK CORPORATE PAYMENT City Credit Card Pmt 001-0000-213.10-95 22,148.61 SYSTEM Division Total: $22,148.61 Department Total: $22,148.61 PRINT NW ART OBJECTS 001-1220-516.31-01 897.06 Human Resources Division Total: $897.06 CIVICPLUS SUPPLIES 001-1230-514.41-50 13,159.99 City Clerk Division Total: $13,159.99 City Manager Department Total: $14,057.05 MISC TRAVEL ORDO A-DYER WKSHP 001-5021-521.43-10 625.71 Investigation Division Total: $625.71 Police Department Total: $625.71 MISC ONE-TIME VENDORS MORTGAGE ASSISTANCE 001-9029-518.49-91 500.00 General Unspecified Division Total: $500.00 Non-Departmental Department Total: $500.00 General Fund Fund Total: $37,331.37 LULISH DESIGN MISC PROFESSIONAL SERVICE 101-1430-557.41-50 8,601.79 Lodging Excise Tax Division Total: $8,601.79 Lodging Excise Tax Department Total: $8,601.79 Lodging Excise Tax Fund Total: $8,601.79 AMAZON CAPITAL SERVICES SUPPLIES 102-7230-542.31-01 19.97 A GELES CONCRETE PRODUCTS ROAD/HWY MAT NO ASPHALTIC 102-7230-542.31-20 489.15 AGELES MILLWORK&LUMBER HARDWARE,AD ALLIED ITEMS 102-7230-542.31-01 50.45 FASTS AL INDUSTRIAL HAND TOOLS ,POW& O POWER 102-7230-542.35-01 361.21 HAND TOOLS ,POW& O POWER 102-7230-542.35-01 376.59 HARDWARE,AD ALLIED ITEMS 102-7230-542.31-01 82.54 INLAND TARP& LINER, INC PLASTICS 102-7230-542.31-01 1,543.31 LAKESIDE INDUSTRIES INC ROAD/HWY MATERIALS ASPHLT 102-7230-542.31-20 1,132.94 PUD#1 OF CLALLAM COUNTY MISC PROFESSIONAL SERVICE 102-7230-542.47-10 18.41 MISC PROFESSIONAL SERVICE 102-7230-542.47-10 12.30 SHOTWELL CORP, JONATHAN BUILDING MAINT&REPAIR SER 102-7230-542.31-20 40.00 SWAIN°S GENERAL STORE INC JANITORIAL SUPPLIES 102-7230-542.31-01 54.27 TRAFFIC SAFETY SUPPLY CO METALS,BARS,PLATES,RODS 102-7230-542.31-25 1,981.97 METALS,BARS,PLATES,RODS 102-7230-542.31-25 2,673.31 Street Division Total: $8,836.42 Page 1 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 10 City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount Public Works-Street Department Total: $8,836.42 Street Fund Total: $8,836.42 A/R MISCELLANEOUS REFUNDS OVERPMT OF PBIA FEES 165-0000-213.10-90 0.05 OVERPMT OF PBIA FEES 165-0000-213.10-90 0.50 OVERPMT OF PBIA FEES 165-0000-213.10-90 40.00 OVERPMT OF PBIA FEES 165-0000-213.10-90 66.50 OVERPMT OF PBIA FEES 165-0000-213.10-90 67.17 OVERPMT OF PBIA FEES 165-0000-213.10-90 120.00 Division Total: $294.22 Department Total: $294.22 Business Improvement Area Fund Total: $294.22 MISC ONE-TIME VENDORS A. MAHLUM-RE TAL ASSISTAN 172-4130-551.49-90 300.00 FETAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 Page 2 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 11 City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount MISC ONE-TIME VENDORS RENTAL ASSISTANCE 172-4130-551.49-90 500.00 FETAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 A. LORE ZO-RENTAL ASSISTA 172-4130-551.49-90 300.00 E. PEFEZ-RENTAL ASSISTAC 172-4130-551.49-90 300.00 F. WALTO -RENTAL ASSISTA 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 Page 3 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 12 City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount MISC ONE-TIME VENDORS RENTAL ASSISTANCE 172-4130-551.49-90 500.00 FETAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 Page 4 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 13 City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount MISC ONE-TIME VENDORS RENTAL ASSISTANCE 172-4130-551.49-90 500.00 FETAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 T. FUNDQUIST-RENTAL ASSIS 172-4130-551.49-90 300.00 BELLA-RENTAL ASSISTANCE. 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 300.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 Page 5 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 14 City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount MISC ONE-TIME VENDORS RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 RENTAL ASSISTANCE 172-4130-551.49-90 500.00 W. BUTTERFIELD-RENTAL ASS 172-4130-551.49-90 300.00 PA Housing Rehabilitation Division Total: $60,100.00 PA Housing Rehabilitation Department Total: $60,100.00 PA Housing Rehab Proj Fund Total: $60,100.00 BPA-POWER WIRES ELECTRICAL EQUIP&SUPPLY 401-7120-533.33-10 1,187,686.00 Power Systems Division Total: $1,187,686.00 JOAQUIN°S TREE EXPERT CO ROADS IDE,GR DS,REC, PARK 401-7180-533.48-10 28,546.18 ROADS IDE,GRN IDS,REC, PARK 401-7180-533.48-10 28,400.49 QUILL CORPORATION SUPPLIES 401-7180-533.31-01 218.17 SUPPLIES 401-7180-533.31-01 24.61 Electric Operations Division Total: $57,189.45 Public Works-Electric Department Total: $1,244,875.45 Electric Utility Fund Total: $1,244,875.45 AMAZON CAPITAL SERVICES SUPPLIES 402-7380-534.31-01 19.99 PRESTIGE WORLDWIDE EQUIPMENT MAINTEACE,REC 402-7380-534.48-10 10,974.00 TECHNOLOGIES Water Division Total: $10,993.99 Public Works-Water Department Total: $10,993.99 Water Utility Fund Total: $10,993.99 AMAZON CAPITAL SERVICES SUPPLIES 403-7480-535.31-01 19.99 Wastewater Division Total: $19.99 Page 6 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 15 City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount Public Works-WW/Stormwtr Department Total: $19.99 Wastewater Utility Fund Total: $19.99 A/R MISCELLANEOUS REFUNDS OVERPMT OF TRFR STN FEES 404-0000-213.10-90 58.19 Division Total: $58.19 Department Total: $58.19 CLALLAM CNTY SOLID WASTE BLDG COSTRUC. SERVICES- 404-7538-537.49-90 4,961.27 DEPT WASTE CONNECTIONS, INC BLDC COSTRUC. SERVICES- 404-7538-537.41-51 420,711.08 ENVIRONMENTAL&ECOLOGICAL 404-7538-537.41-51 1,438.58 ENVIRONMENTAL&ECOLOGICAL 404-7538-537.45-30 5,367.28 ENVIRONMENTAL&ECOLOGICAL 404-7538-582.75-10 43,620.43 ENVIRONMENTAL&ECOLOGICAL 404-7538-592.83-10 19,158.29 SW-Transfer Station Division Total: $495,256.93 AMAZON CAPITAL SERVICES SUPPLIES 404-7580-537.31-01 19.99 US BANK CORPORATE PAYMENT Training-Hale 404-7580-537.43-10 52.00 SYSTEM WASTE CONNECTIONS, INC ENVIRONMENTAL&ECOLOGICAL 404-7580-537.41-51 66,395.10 Solid Waste-Collections Division Total: $66,467.09 AGELES MILLWORK&LUMBER FASTENERS, FASTENING DEVS 404-7585-537.31-20 14.02 Solid Waste-Landfill Division Total: $14.02 Public Works-Solid Waste Department Total: $561,738.04 Solid Waste Utility Fund Total: $561,796.23 AMAZON CAPITAL SERVICES SUPPLIES 406-7412-538.31-01 19.99 Stormwater Division Total: $19.99 Public Works-WW/Stormwtr Department Total: $19.99 Stormwater Utility Fund Total: $19.99 CYBERSECURITY ACADEMY EDUCATIONAL SERVICES 502-2081-518.43-10 1,082.56 WAVE BROADBAND DATA PROC SERV&SOFTWARE 502-2081-518.42-12 21,817.85 Information Technologies Division Total: $22,900.41 Finance Department Total: $22,900.41 Information Technology Fund Total: $22,900.41 AFLAC PAYROLL SUMMARY 920-0000-231.53-11 192.31 PAYROLL SUMMARY 920-0000-231.53-12 386.54 EMPOWER-P/R WIRE PAYROLL SUMMARY 920-0000-231.52-20 23,249.83 FEDERAL PAYROLL TAX PAYROLL SUMMARY 920-0000-231.50-10 65,345.88 Page 7 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 16 City of Port Angeles City Council Expenditure Report r Between Nov 14, 2020 and Nov 20, 2020 Vendor Description Account Number Amount FEDERAL PAYROLL TAX Pensioners Federal P/R 920-0000-231.50-10 208.09 FICA/MEDICARE PAYROLL TAX PAYROLL SUMMARY 920-0000-231.50-20 78,827.30 ICMA-P/R WIRES PAYROLL SUMMARY 920-0000-231.52-10 23,056.26 JOHN HA COCK LIFE INSURANCE PAYROLL SUMMARY 920-0000-231.52-25 2,464.46 CO PIERS PAYROLL SUMMARY 920-0000-231.51-12 (82,589.33) PAYROLL SUMMARY 920-0000-231.51-12 82,589.33 Division Total: $193,730.67 Department Total: $193,730.67 Payroll Clearing Fund Total: $193,730.67 Total for Checks Dated Between Nov 14,2020 and Nov 20,2020 $2,149,500.53 Page 8 of 8 Nov 24, 2020 7:59:15 AM December 1, 2020 E - 17 nog„r1��il��fJJJ„„�;l11%lr„ POR-T-ANGELES CITY COUNCIL WASH I N G T' O N , U .S, MEMO Date: December 1, 2020 To: City Council From: Thomas Hunter,Director Public Works & Utilities Subject: Cityworks Software License Agreement Contract Renewal Summary: The purpose of this memo is to receive City Council approval for the renewal of the Cityworks software license for$30,000 for one year. Since 2009 the City of Port Angeles has been using Cityworks, a Computerized Maintenance Management System (CMMS) software licensed with Azteca Systems, Inc.of Sandy UT. CMMS software leverages the City's GIS database to help the utilities, Funding: Funds are available in the approved 2020 budget in the amount of$30,000. They are divided equally between the Water(402-7380-534-4802), Sewer(403-7480-535-4802), and Stormwater(406- 7412-538-4802)utilities. Recommendation: Approve and award a one-year Software License Agreement with Azteca Systems, Inc. of Sandy UT,in the amount of$30,000,including applicable taxes and authorize the City Manager to sign and make minor modifications to the agreement if necessary. Background / Analysis: Since 2009 the City of Port Angeles has been using Cityworks, a Computerized Maintenance Management System (CMMS) software licensed with Azteca Systems, Inc. The CMMS system allows Public Works &Utilities divisions to leverage the City's existing ESRI GIS (geographic information system) environment. It is used by the Water, Wastewater and Stormwater utilities. It provides each division with an efficient operational tool to manage: • Service requests, • Work orders, • Test and inspection scheduling, • Permit activities, • Ad-hoc search and reporting, and • Facility and equipment infrastructure operations. Cityworks is also used to manage preventive maintenance,maintenance activities, maintaining the work and asset history, and interacts directly with the City's Supervisory Control and Data Acquisition system (SCADA). In 2014, City staff worked with Azteca Systems, Inc.,to enter into a 5-year agreement for an annual software renewal rate at$30,000 per year. The software license is now up for renewal, and Azteca is offering the City similar terms of$30,000 for a year of software licensing and support. Funding Overview: Funds are available in the approved 2020 budget in the amount of$30,000. They are divided equally between the Water(402-7380-534-4802), Sewer(403-7480-535-4802), and Stormwater(406-7412-538- 4802)utilities. December 1, 2020 E - 18 nog„r1��il��fJJJ„„�;l11%lr„ POR-T-ANGELES CITY COUNCIL WASH I N G T' O N , U .S, MEMO Date: December 1, 2020 To: City Council From: Thomas Hunter,Director ofPublic Works& Utilities Subject: Landfill Sand Ballast Placement, CON 2020-41 Final Acceptance Summary: The purpose of this memo is to obtain City Council final acceptance approval for the work performed on the Landfill Sand Ballast Placement CON 2020-41 by 2 Grade LLC of Port Angeles, WA. The work for the Landfill Sand Ballast Placement was inspected and accepted as complete with the final project cost amounting to $74,092.80 including taxes. Funding: Budget is available in the approved Landfill Post Closure accounts in the amount of$122,000. Recommendation: Accept the Landfill Sand Ballast Placement, CON 2020-41 as complete and authorize staff to proceed with project closeout and release the retainage bond upon receipt of all required clearances. Background /Analysis: During visual inspection of the cover system in 2018, staff observed sand loss in some areas of the north and east facing slope of the Landfill Cell.As part of routine maintenance, the City elected to hire a contractor to deliver and install additional ballast sand. A conveyor system was used to place 700 tons of sand to serve as ballast and UV protection for the landfill cover system. Bids were opened on September 10, 2020, for the Landfill Sand Ballast Placement CON 2020-4 1, three bids were received with 2 Grade LLC of Port Angeles, WA as the lowest responsible bidder with a bid amount of$76,268.80,including all applicable taxes. The project was successfully completed under budget on October 29, 2020. Funding Overview: Project Cost Summary—Landfill Sand Ballast Placement CON 2020-41 Original Contract Change Unit Quantity Final Cost Project Cost Variance Amount Orders Variations $76,268.80 $0.00 ($2,176.00) $ 74,092.80 -2.85% City staff recommends City Council accept the Landfill Sand Ballast Placement CON 2020-41 and authorize staff to proceed with project close out and release the retainage bond upon receipt of required clearances. December 1, 2020 E - 19 POR-T-ANGELES CITY COUNCIL WASH INGTON , U , S , MEMO Date: December 1, 2020 To: City Council From: Nathan West, City Manager Sarina Camizosa, Finance Director Subject: 2021 Budget Summary: One of the most important Council decisions each year is the approval of the annual budget. The budget process is extensive and begins in March of each year with the Capital Facilities Plan& Transportation Improvement Plan(CFP). A key component is public input. The City of Port Angeles is required by RCW 35A.33.070 to hold a public hearing on the budget. There will be a brief presentation on the City Manager's Recommended Budget for 2021 followed by a public hearing. The 2021 Budget has been available for citizen review since October 9, 2020. There was also a Revenue Sources presentation and Public Hearing on October 20'as well as a work session regarding the 2021 Budget on October 27, 2020. This is the second reading of the ordinance. Funding: The 2021 Citywide Budget is set at$132,557,400 and is balanced. Recommendation: It is recommended tonight that the City Council should: 1. Open the continued the Public Hearing on the 2021 Budget from November 17'; 2. Conduct the second reading of 2021 Budget Ordinance; and 3. Adopt the Ordinance. Background / Analysis: Beginning in March of 2020 staff began the 2021 budget process. State law requires that the City Manager provide a balanced budget for Council review no later than November 1st of each fiscal (calendar)year. The 2021 Budget was delivered to Council and posted to the City website on October 9, 2020. This is the second reading of the ordinance adopting the 2021 Budget. Since the first reading there have been no changes to the budget or the ordinance. To help prepare for the budget development and review process, a number of workshops and information have been conducted and provided to Council that focused on both the status of the 2020 Budget (including Budget Amendments 91 and 92) and the issues facing the City in the development of the 2021 City Manager Recommended Budget including the COVID-19 Financial Impacts and Budget Goals worksession in June. Since the presentation of the 2021 Preliminary Budget on October 27'there have been a few minor changes to the Final budget presented tonight. These changes are outlined in detail in an attachment to this memo and are primarily the result of capital projects that will be deferred from 2020 into 2021. December 1, 2020 F - 1 Achieving a balanced budget for 2021 was possible by focusing on Council goals and budget initiatives. In addition, the City Manager directed that staff focus on developing a sustainable budget that the City could afford going into 2021 and beyond while maintaining the City's assets, continuing to build the City infrastructure and accomplishing Council driven goals outlined in the Strategic Plan. The 2021 budget was balanced with the use of General Fund reserves in the amount of$292,300 to offset expected shortfalls resulting from the COVID-19 pandemic. Additionally, a total of$495,300 from 2019 budgetary savings was used for one-time projects,for total use of$787,600 from General funds reserves. The budget includes $33.6 million for capital projects as outlined the 2021-2026 Capital Facilities Plan. To further the development of a sustainable budget beyond 2021,the City will continue the strategic planning process,including Long-Range Financial Planning that will occur in 2021. This process will help to lay out a roadmap to define the programs and services of the City,with affordable options for providing these services to the citizens of our community. Staff is requesting that City Council continue the Public Hearing on the 2021 City Manager Recommended Budget, conduct the second reading of the ordinance adopting the 2021 Budget, and adopt the ordinance. Funding Overview: The 2021 Citywide Budget is set at$132,557,400 and is balanced. Attached: List of Changes for the 2021 Final Budget. 2021 Budget Ordinance. Exhibit A. December 1, 2020 F - 2 City Council Memo(Attachment)-2021 Budget Changes for Final Budget November 17,2020 ACCOUNT • 310 5950 594 6510 (100,000) Decrease funding for PDO119-Computer Aided Dispatch 310 8985 594 6510 75,000 Defer GG0416-City Hall Fire Detection into 2021 310 8985 594 6510 50,000 Defer GG0516-Senior Center Fire Detection into 2021 310 8985 594 6510 250,000 Defer PK0819-City Pier Railing Replacement into 2021 r310 8985 594 6510 37,000 Defer PK0919-Fine Arts Center Capital Improvements into 2021 310 8985 594 6510 200,000 Defer PK0120-24 Hr Restroom Pilot Program into 2021 310 8985 594 6510 300,000 Defer PK0216-Restroom Replacement Program into 2021 TOTAL • 000 312 7930 595 6510 5,000 Defer TRO111-Marine Channel Bridge into 2021 312 7930 595 6510 200,000 Defer TR0405-Street&Alley Paving into 2021 312 7930 595 6510 140,000 Defer TR0715-16th Street LID(C to L Street)into 2021 312 7930 595 6510 80,000 Defer TR1215-City Hall East Parking Lot into 2021 312 7930 595 1 6510 5,000 Defer TR1216-5th&Liberty Solar Speed into 2021 312 7930 595 1 6510 1 35,000 Defer TR0919-Traffic Safety Improvement into 2021 312 7930 595 6510 30,000 Defer TR1118-Revolving Street Improvement into 2021 TOTAL • • OOO 413 174811 369 1 4000 1 776,100 1 lincrease revenues for insurance recoveries for Harbor Cleanup TOTAL • 00 451 7188 594 6510 221,000 Defer CL0916-Laurel Street Switchgear into 2021 451 7188 594 6510 500,000 Defer CL0217-I Street Substation Switchgear into 2021 451 7188 594 6510 200,000 Defer CL0220-Laurel Street LTC Replacement into 2021 451 7188 594 6510 150,000 Defer CLO119-Overhead Reconductoring into 2021 451 7188 1 594 6510 48,000 Defer CL0319-Underground Cable Replacement into 2021 451 7188 594 6510 200,000 Defer CL0320-F Street LTC Replacemnet into 2021 451 7188 594 6510 500,000 Defer CL0716-F Street Transformer into 2021 451 7188 594 6510 5,000,000 Defer CL0414-Light Ops Building into 2021 TOTAL000 r4452 1 7388 594 1 6510 1 175,000 1 Defer WT0220-Ranney Well Generator Relocation into 2021 52 7388 594 6510 105,000 1 Defer WT00619-Peabody Reservoir Inlet Pipe into 2021 TOTAL :0 OOO 453 7488 594 6510 100,000 Defer WW0219-WWTP Digester Cleaning&Repair into 2021 453 7488 594 6510 250,000 Defer WW0308-Pump Station#3 into 2021 453 7488 594 6510 200,000 Defer WW0319-Wastewater Compreshensive Plan into 2021 453 7488 594 6510 50,000 Defer WW0419-WWTP HVAC Replacement into 2021 453 1 7488 1 594 1 6510 280,000 1 Defer WW618-Neighborhood Sewer Rehab into 2021 453 7488 594 6510 300,000 1 Defer WW718-2020 Neighborhood Sewer Rehab into 2021 TOTAL :0 000 454 7588 594 1 6510 1 190,000 Defer SWO120-Landfill Pump Station 17 Repair into 2021 454 7588 594 6510 1 200,000 Defer SWO117-Land Fill Scale Software into 2021 TOTAL • OOO December 1, 2020 F - 3 ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington, adopting the 2021 budget for the fiscal year ending December 31, 2021. WHEREAS, the City Manager of the City of Port Angeles completed and placed on file with the City Clerk an estimate of the amount of the moneys required to meet the public expenses, reserve funds, requirements and expenses of government of the City included in the 2021 City Manager's recommended budget for the fiscal year ending December 31, 2021, as attached hereto as Exhibit"N'; and WHEREAS, a notice was published that the City Council would hold public hearings at the hour of 6:30 p.m., in the Council Chambers of Port Angeles City Hall, on Tuesday, November 17, 2020, and Tuesday, December 1, 2020, for the purpose of making and adopting a budget for fiscal year 2021 and giving taxpayers within the limits of the City of Port Angeles an opportunity to be heard upon said budget; and WHEREAS, the City Council did meet at said times and place, did conduct public hearings, and did then consider the matter of said proposed budget, NOW, THEREFORE, the City Council of the City of Port Angeles, Washington, do ordain as follows: Section 1. The budget for the City of Port Angeles, Washington,for the year 2021 is hereby adopted at the fund level in its form and content as set forth in the document entitled "City of Port Angeles, Washington 2021, Budget," a copy of which is on file in the Office of the City Clerk, and which is incorporated herein by this reference. -1- December 1, 2020 F - 4 Section 2. Estimated resources for each separate fund of the City of Port Angeles, and aggregate expenditures for all such funds, for the year 2021 are set forth in summary form in Exhibit A that is attached hereto and are hereby appropriated for expenditure by fund. Section 3. The City Clerk is hereby directed to keep on file the budget referred to in Section 1 above and to transmit a complete copy of the final budget to the Division of Municipal Corporations in the Office of the State Auditor and to the Association of Washington Cities. Section 4. The City Clerk and the codifiers of this ordinance are authorized to correct scrivener's/clerical errors, references, ordinance numbering, section/subsection numbers and any references thereto. Section 5. This Ordinance exercises authority granted exclusively to the City Council and is not subject to referendum. It shall be in force and take effect 5 (five)days after publication according to law. PASSED by the City Council of the City of Port Angeles, Washington, at a regular meeting of said Council on the lst day of December, 2020. Kate Dexter, Mayor ATTEST: APPROVED AS TO FORM: Kari Martinez-Bailey, City Clerk William E. Bloor, City Attorney PUBLISHED: , 2020 By Summary -2- December 1, 2020 F - 5 CITY of PORT ANGELES 2021 Budget Ordinance Exhibit A Funds 2021 Budget Fund IDiv. I Name/Description Beginning I Revenue I Expendituresl Ending Balance-Est. Balance-Est. GENERAL FUND (Note: Divisional totals for reference only) Fund Balance: 6,187,533 5,399,933 001. 1160 City Council 20,500 71,500 001. 1210 City Manager 336,500 414,400 001. 1211 Customer Commitment 0 3,000 001. 1220 Human Resources 100,400 218,800 001. 1230 City Clerk 111,400 186,000 001. 2001 Finance-Revenue 14,033,900 0 001. 2020 Finance Administration 233,000 832,300 001. 2023 Accounting 528,300 961,700 001. 2025 Customer Service 1,076,300 1,151,800 001. 2070 Reprographics 37,000 46,600 001. 3030 City Attorney 367,300 552,000 001. 3012 Jail Contributions 0 894,400 001. 4060 Planning 349,900 539,400 001. 4050 Building 465,000 265,800 001. 4071 Economic Development 0 51,900 001. 5010 Police Administration 0 713,800 001. 5012 PenCom/Capital Transfers 303,100 385,400 001. 5021 Police Investigation 2,700 1,077,800 001. 5022 Police Patrol 797,200 4,101,300 001. 5026 Police Reserves&Volunteers 0 11,500 001. 5029 Police Records 14,100 465,800 001. 5050 Police Facilities Maintenance 16,300 20,100 001. 6010 Fire Administration 60,100 238,800 001. 6012 PenCom/Medic I Support 0 448,500 001. 6020 Fire Suppression 0 1,366,700 001. 6030 Fire Prevention 7,800 107,900 001. 6045 Fire Training 3,000 103,700 001. 6050 Fire Facilities Maintenance 0 59,400 001. 7010 Public Works Administration 1,043,600 2,124,200 001. 7012 Public Works CIP 0 15,000 001. 7032 Public Works Telecommunications 32,800 32,800 001. 8010 Parks Administration 0 271,400 001. 8012 Senior Center 34,000 161,500 001. 8050 Ocean View Cemetery 115,000 186,200 001. 8080 Park Facilities 30,000 2,233,600 001. 8112 Senior Center Facilities 0 57,700 001. 8131 Central Services Facilities 410,100 503,800 001. 8155 Facility Rentals 57,000 115,400 001. 8221 Sports Programs 104,500 149,500 001. 9029 General Unspecified 0 337,000 001 TOTAL General Fund 6,187,533 20,690,800 21,478,400 5,399,933 December 1, 2020 F - 6 CITY of PORT ANGELES 2021 Budget Ordinance Exhibit A SPECIAL REVENUE FUNDS 101 Lodging Excise Tax Fund 329,305 455,500 432,600 352,205 102 Street Fund 415,962 1,710,200 1,710,200 415,962 105 Real Estate Excise Tax-1(REET-1)Fund 942,692 269,000 862,800 348,892 107 PenCom Fund 1,215,305 2,851,500 3,328,600 738,205 160 Real Estate Excise Tax-2(REET-2)Fund 1,006,156 265,700 873,000 398,856 165 Business Improvement Area 54,933 32,300 0 87,233 172 Port Angeles Housing Rehab.Fund 28,780 373,000 356,100 45,680 175 Code Compliance Fund 40,794 700 5,300 36,194 TOTAL Special Revenue Funds 4,033,927 5,957,900 7,568,600 2,423,227 Funds 2021 Budget Fund IDiv. I Name/Description Beginning I Revenue I Expendituresl Ending Balance-Est. Balance-Est. DEBT SERVICE FUNDS 215 2006 LTGO Bond(Prop.Acquisition)Fund 1,055,707 1,700 1,032,500 24,907 216 2014 LTGO Bond(Landfill Bluff Stabilization)Fund 181,662 604,100 598,200 187,562 217 2015 LTGO Bond-Refunding(W.U.G.A.) 14,485 237,500 235,000 16,985 TOTAL Debt Service Funds 1,251,854 843,300 1,865,700 229,454 ENTERPRISE/UTILITY FUNDS 401 Electric Utility Fund 10,653,661 22,662,700 21,720,700 11,595,661 402 Water Utility Fund 9,712,103 6,871,900 7,324,700 9,259,303 403 Wastewater Utility Fund 2,655,907 7,190,900 7,172,400 2,674,407 404 Solid Waste Utility Fund 3,672,182 12,036,900 12,718,400 2,990,682 406 Stormwater Utility Fund 1,833,854 2,609,800 2,645,300 1,798,354 409 Medic 1 Utility Fund 1,134,705 2,689,300 3,133,100 690,905 413 Harbor Clean-up Fund (9 z f,':80) 2,029,100 2,047,600 (946,030( 421 Conservation Fund 691,078 314,100 316,800 688,378 TOTAL Enterprise/Utility Funds 29,425,910 56,404,700 57,079,000 28,751,610 ENTERPRISE/INTERNAL SERVICE FUNDS 501 Equipment Services 3,680,461 1,764,500 1,851,700 3,593,261 502 Information Technology 1,423,814 1,824,000 2,071,000 1,176,814 503 Self-Insurance 822,664 5,922,000 5,922,000 822,664 TOTAL Internal Service Funds 5,926,939 9,510,500 9,844,700 5,592,739 FIDUCIARY FUNDS 602 Firemen's Pension Fund 199,543 15,000 92,600 121,943 TOTAL Fiduciary Funds 199,543 15,000 92,600 121,943 PERMANENT FUNDS 601 Cemetery Endowment Fund 420,805 6,000 0 426,805 TOTAL Permanent Funds 420,805 6,000 0 426,805 December 1, 2020 F - 7 CITY of PORT ANGELES 2021 Budget Ordinance Exhibit A CAPITAL FUNDS 310 Governmental Capital Improvement Fund 1,472,470 1,675,500 2,615,000 532,970 312 Transportation Capital 1,705,138 11,214,100 12,291,500 627,738 316 Governmental Park Improvement Fund 306,520 11,800 0 318,320 451 Electric Capital Fund 4,443,263 878,800 8,017,000 (2,69 ,93/) 452 Water Capital Fund 3,619,410 650,000 2,884,000 1,385,410 453 Wastewater Capital Fund 2,356,976 900,000 2,105,000 1,151,976 454 Solid Waste Capital Fund 2,882,304 1,871,300 2,051,600 2,702,004 456 Stormwater Capital Fund 1,804,776 425,000 1,125,000 1,104,776 463 Combined Sewer Overflow Capital Fund 2,109,493 2,362,200 2,480,500 1,991,193 TOTAL Capital Funds 20,700,350 19,988,700 33,569,600 7,119,450 SUB-TOTAL ALL FUNDS 68,146,861 113,416,900 131,498,600 50,065,161 Reserves-Designated 1,058,800 Reserves Used 19,140,500 TOTAL CITYWIDE ALL FUNDS 68,146,861 132,557,400 132,557,400 50,065,161 December 1, 2020 F - 8 nog„r1��il��fJJJ„„�;l11%lr„ POR-T-ANGELES CITY COUNCIL WASH I N G T' O N , U .S, MEMO Date: December 1, 2020 To: City Council From: Nathan West, City Manager Sarina Carrizosa,Finance Director MarySue French, Cost& Capital Accountant Subject: Proposed Carryover of 2020 Water&Wastewater Utility Rates into 2021-2022 Summary: In 2019 the Utility Advisory Committee and the City Council approved the Cost of Service Methodologies to be used for setting rates for each utility. At that time, rates for all utilities were set for either a one, two or three-year time periods to stagger the need for consideration of rates for each utility. In 2019, one-year rates were approved for the Water & Wastewater utilities effective January 1, 2020. Presented in this memo, for Council's consideration, is a proposal that the Water and Wastewater rates approved and utilized in 2020,be continued for 2021 and 2022. The rates calculated for 2021 -2022,using the approved Cost of Service (COSA)methodologies,did not include any savings for restructuring debt as those savings will not be known until December 2020,therefore based on the current COSA model staff is recommending that the 2020 rates continue for the next two years. The Utility Advisory Committee(UAC) forwarded a favorable recommendation of this proposal to Council at their November 10'meeting. This is the second reading of the ordinance. Funding: The approval of the proposal presented will not increase expenditures, rather continuing rates into 2021-2022 is expected to generate the required revenue stream to meet budgeted expenditures and fund debt requirements. It is unknown at this time if a use of reserves will be required in these funds. Staff anticipates that any amount of savings from refunding the 2009&2010 Water/Wastewater bonds will offset expected increases to expenditures. Recommendation: The requested action for this issue is as follows: 1. Open the continued the Public Hearing regarding the proposed 2021—2022 rates from November 17, 2020 2. Conduct the second reading of the 2021-2022 Water and Wastewater rate ordinances 3. Adopt the ordinance. Background / Analysis: The Water&Wastewater rates will expire December 31, 2020. Early in 2019 the Utility Advisory Committee, Council and Staff began the process of reviewing and ultimately approving Cost of Service (COSA) methodologies for each utility with the intent that these methodologies would be used for setting 2020 utility rates. In 2019,one-year rates were approved for Water& Wastewater utilities.Presented in this memo are the proposed 2021-2022 rates for Water and Wastewater compared to the current 2020 rates. Based on this COSA and other factors, such as the current refunding of the 2009 &2010 December 1, 2020 F - 9 Water/Wastewater bonds, staff is recommending that the current 2020 rates stay in effect for the next two years. This recommendation was approved by the UAC on November IOth. This is the second reading of the ordinance. Since the first reading there have been no changes to the ordinance. In review,the following synopsis explains the approved rate structure for 2020 based on the COSA process: ■ Water —One residential base rate with discount options for low income customers. This option includes a weighted factor to keep the commercial customers neutral with a recommendation to phase in non-residential rates by meter size. ■ Wastewater —Base and usage rates for all customers. This will change the base rate and add a usage rate to residential, and impact base and usage rates for commercial and municipal customers. Low income customer discounts are also included. Approving the proposed rates for 2021-2022 would take into consideration the savings expected from the refunding of the Water/Wastewater bonds that are currently not reflected in the proposed 2021 Budget. However, if savings from these bonds were not achieved the maximum use of reserves in each fund over the next two years is estimated as follows: ■ Water—$239,800 ■ Wastewater—$122,300 This is shown in more detail in the attachment to this memo. Each fund has sufficient excess reserves to accommodate this use should it occur. Funding Overview: The approval of the proposal presented will not increase expenditures, rather continuing rates into 2021-2022 is expected to generate the required revenue stream to meet budgeted expenditures and fund debt requirements. It is unknown at this time if a use of reserves will be required in these funds. Staff anticipates that any amount of savings from refunding the 2009 & 2010 Water/Wastewater bonds will offset expected increases to expenditures. Attached: • 2020 Current Rates vs future two-year average COSA generated scenario for Water& Wastewater • Water&Wastewater Revenue and Expense Trends December 1, 2020 F - 10 WATER UTILITY One Residential Rate-w disc Residential 2020 Rate 1 2021/22 Avg I Differencel Percent Billing Volumes Base 5/8" 6,608 38.50 39.10 0.60 1.6% 25%Discount 125 28.88 29.33 0.45 1.6% 35%Discount 350 25.03 25.42 0.39 1.6% Usage Block 1(0-1,000 cf) 39,641,971 0.01976 0.02028 0.00052 2.6% Block 2(1,001-1,500 cf) 1,939,373 0.02498 0.02563 0.00065 2.6% Block 3(1,501+) 1,192,049 0.03012 0.03090 0.00078 2.6% 25%Discount 809,121 0.01522 0.01561 0.00039 2.6% 35%Discount 2,265,540 0.01319 0.01353 0.00034 2.6% PUD 2020 Rate 2021/22 Avg -6�ifferencej Percent Gales 7,614,875 0.02681 0.027500 0.00069 2.6% Baker Street 7,272,465 0.02560 0.026260 0.00066 2.6% Commercial 2020 Rate 2021/22 Avg -6�ifferencej Percent Base 5/8" 550 41.91 42.78 0.87 2.1 3/4" 101 41.91 42.78 0.87 2.1 1" 147 72.84 74.85 2.01 2.8% 1.5" 85 124.40 128.29 3.89 3.1 2" 90 186.27 192.42 6.15 3.3 3" 26 351.26 363.44 12.18 3.5 4" 11 536.88 555.84 18.96 3.5 6" 8 1,052.47 1,090.27 37.80 3.6% 8" 2 1,671.18 1,731.59 60.41 3.6% Usage All 28,470,734 0.020350 0.020870 1 0.00052 2.6% Municipal 2020 Rate 1 2021/22 Avg 113ifferencel Percent Base 5/8" 16 40.01 40.84 0.83 2.1 3/4" 3 40.01 40.84 0.83 2.1 1" 9 69.53 71.45 1.92 2.8% 1.5" 1 118.76 122.47 3.71 3.1 2" 9 177.82 183.69 5.87 3.3 3" 2 335.33 346.95 11.62 3.5 4" 1 512.53 530.61 18.08 3.5 Usage All 1,398,973 0.019423 0.019930 1 0.00051 2.6% Federal Non Taxable 2020 Rate 2021/22 Avg 113ifferencel Percent Base 5/8" 38.95 39.75 0.80 2.1 3/4" 38.95 39.75 0.80 2.1 1" 67.70 69.54 1.84 2.7 1.5" 115.62 119.19 3.57 3.1 2" 173.12 178.77 5.65 3.3 3" 326.46 337.66 11.20 3.4% 4" 498.97 516.40 17.43 3.5 Usage All 0.018910 0.019390 1 0.00048 2.5 Irrigation 2020 Rate 1 2021/22 Avg 113ifferencel Percent Base 5/8" 31 35.26 35.73 0.47 1.3 3/4" 7 35.26 35.73 0.47 1.3 1" 20 64.80 66.34 1.54 2.4% 1.5" 8 114.02 117.36 3.34 2.9 2" 18 173.09 178.58 5.49 3.2 3" 3 330.59 341.84 11.25 3.4% 4" 2 507.78 525.50 17.72 3.5% Usage All 1 5,757,331 1 0.01942 00.019930 1 0.00051 2.6% December 11, 2020 F - 11 WASTEWATER UTILITY One Residential Rate-w disc Residential 2020 Rate 2021/22 Avg Difference Percent Billing Volumes Base Regular(avg) 6,245 33.90 31.66 (2.24) -6.6% 5/8" 5,914 33.34 31.11 (2.23) -6.7% 3/4" 288 41.76 39.04 (2.72) -6.5% 1" 39 58.60 54.91 (3.69) -6.3% 1.5" 4 100.71 94.58 (6.13) -6.1% CSO All pipe sizes 13.92 13.92 - 0.0% 25%Discount 72 25.00 23.33 (1.67) -6.7% CSO 10.26 10.26 - 0.0% 35%Discount 264 21.67 20.22 (1.45) -6.7% CSO 8.89 8.89 - 0.0% Usage Regular 41,278,552 0.04243 0.04766 0.00523 12.3% CSO 0.01543 0.01543 - 0.0% 25%Discount 472,791 0.03183 0.03574 0.00391 12.3% CSO 0.01137 0.01137 - 0.0% 35%Discount 1,743,717 0.02759 0.03098 0.00339 12.3% CSO 0.00985 0.00985 - 0.0% Commercial 2020 Rate 2021/22 Avg Difference Percent Base Avg 73.72 69.15 (4.57) -6.2% 5/8" 33.34 31.11 (2.23) -6.7% 3/4" 41.76 39.05 (2.71) -6.5% 1" 58.61 54.91 (3.70) -6.3% 1.5" 100.72 94.59 (6.13) -6.1% 2" 151.25 142.19 (9.06) -6.0% 3" 286.01 269.15 (16.86) -5.9% 4" 437.61 411.97 (25.64) -5.9% 6" 858.72 808.69 (50.03) -5.8% 8" 1,364.06 1,284.76 (79.30) -5.8% CSO 13.68 13.68 Usage All 0.04243 0.04766 0.00523 12.3% CSO 0.01516 0.01516 - 0.0% Municipal 2020 Rate 2021/22 Avg Difference Percent Base Avg 86.85 81.02 (5.83) -6.7% 5/8" 32.46 30.10 (2.36) -7.3% 3/4" 40.65 37.77 (2.88) -7.1% 1" 57.05 53.13 (3.92) -6.9% 1.5" 98.05 91.50 (6.55) -6.7% 2" 147.24 137.56 (9.68) -6.6% 3" 278.43 260.37 (18.06) -6.5% 4" 426.02 398.54 (27.48) -6.5% CSO 13.68 13.68 - 0.0% Usage All 0.04131 0.04610 0.00479 11.6% CSO 0.01516 0.01516 - 0.0% Federal Non Taxable 2020 Rate 2021/22 Avg Difference Percent Base 5/8" 29.94 28.07 (1.87) -6.2% 3/4" 37.50 35.24 (2.26) -6.0% 1" 52.63 49.55 (3.08) -5.9% 1.5" 90.44 85.35 (5.09) -5.6% 2" 135.82 128.31 (7.51) -5.5% 3" 256.82 242.86 (13.96) -5.4% 4" 392.96 371.73 (21.23) -5.4% CSO 13.00 13.00 - 0.0% Usage All 0.03810 0.04300 0.00490 12.9% Dece r 1 2020 0.01398 0.01420 0.00022 1.6% F - 12 Water Utility $000'S 2018 2019 2020 2021 2022 Act Act Forecast COSA COSA RATE REVENUE 6,033.5 6,304.8 6,334.2 6,325.9 6,582.3 RATE EXPENDITURES 5,675.8 5,926.0 6,422.4 6,326.6 6,583.4 including taxes, reduced by non rate revenue Net Increase (Reduction) change to reserves 357.7 378.7 (88.2) (0.7) (1.1) 2018 2019 2020 2021 2022 Act Act Forecast Proposed Proposed RATE REVENUE 6,033.5 6,304.8 6,334.2 6,334.2 6,334.2 RATE EXPENDITURES 5,675.8 5,926.0 6,422.4 6,326.6 6,583.4 Net Increase (Reduction) change to reserves 357.7 378.7 (88.2) 7.6 (249.2) Difference from COSA to Proposed - - - (8.3) 248.1 Note: Not all Budget Expenditures for the Water division are factored into the COSA (i.e. industrial water) Revenues shown are from the COSA and are not inclusive of all items in the budget. Wastewater Utility$000'S Including CSO 2018 2019 2020 2021 2022 Act Act Forecast COSA COSA RATE REVENUE 8,943.7 8,964.3 8,816.0 8,779.1 8,975.2 RATE EXPENDITURES 7,778.7 8,480.7 8,853.1 8,957.7 9,153.8 including taxes, reduced by non rate revenue Net Increase (Reduction) change to reserves 1,165.1 483.6 (37.1) (178.6) (178.6) 2018 2019 2020 2021 2022 Act Act Forecast Proposed Proposed RATE REVENUE 8,943.7 8,964.3 8,816.0 8,816.0 8,816.0 RATE EXPENDITURES 7,778.7 8,480.7 8,853.1 8,957.7 9,153.8 Net Increase (Reduction) change to reserves 1,165.1 483.6 (37.1) (141.7) (337.8) Difference from COSA to Proposed - - - (36.9) 159.2 Note: Not all Budget Expenditures for the WasteWater division are factored into the COSA Revenues shown are from the COSA and are not inclusive of all items in the budget. December 1, 2020 F - 13 ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington amending Section 025 of Chapter 13.44 of the Port Angeles Municipal Code relating to water rates. THE CITY COUNCIL OF THE CITY OF PORT ANGELES DO HEREBY ORDAIN AS FOLLOWS: Section 1. Ordinance 2181 as amended, and Subsection E of Section 025 of Chapter 13.44 of the Port Angeles Municipal Code relating to water rates, are hereby amended to read as follows: CHAPTER 13.44 - WATER RATES 13.44.025 - Commercial and all other monthly metered rates. E. The following monthly customer charges are applicable to the non-taxable federal customer classification of water services within the corporate limits of the City of Port Angeles. The customer charge is based upon size of the meter. The customer charges for non-taxable federal are as follows: Service Size Effective January 1, 2020 with 5/8-inch meter $38.95 with 3/4-inch meter $38.95 1 inch meter $67.70 1 1/2-inch meter $115.62 2 inch meter $173.12 3 inch meter $326.46 4 inch meter $498.97 6-inch meter $978.16 8-inch meter $1,553.19 1 December 1, 2020 F - 14 Section 2. - Corrections. The City Clerk and the codifiers of this ordinance are authorized to make necessary corrections to this ordinance including, but not limited to, the correction of the scrivener's/clerical errors,references to other local, state,or federal laws,codes, rules or regulations,or ordinance numbering,section/subsection numbers and any references thereto. Section 3. - Severability. If any provisions of this Ordinance, or its application to any person or circumstances,are held invalid,the remainder of the Ordinance,or application of the provisions of the Ordinance to other persons or circumstances,is not affected. Section 4.-Effective Date. This Ordinance,being an exercise of a power specifically delegated to the City legislative body, is not subject to referendum. This ordinance shall take effect five (5) days after passage and publication of an approved summary thereof consisting of the title. PASSED by the City Council ofthe City ofPort Angeles at a regular meeting of said Council held on the day of November,2020. Kate Dexter, Mayor APPROVED AS TO FORM: William E. Bloor, City Attorney ATTEST: Kari Martinez-Bailey, City Clerk 2 December 1, 2020 F - 15 ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington amending Chapter 13.65 of the Port Angeles Municipal Code relating to wastewater service rates. THE CITY COUNCIL OF THE CITY OF PORT ANGELES DO HEREBY ORDAIN AS FOLLOWS: Section 1. Ordinance 3636 as amended, and Section 025 of Chapter 13.65 of the Port Angeles Municipal Code relating to wastewater service rates are hereby amended to read as follows: 13.65.025 - Municipal and Federal rates. Each non-taxable Federal wastewater customer connected to the City wastewater collection, treatment, and disposal system, including non-taxable Federal wastewater customers in the unincorporated EUGA, except when exempt by 13.61.090 PAMC, shall be charged: 1 Base Rate CSO Rate Total With 5/8-inch meter 9 - $29.94 $13.00 $42.94 With 3/4-inch meter 7 - $37.50 $13.00 $50.50 With 1-inch meter $52.63 $13.00 $65.63 With 1-1/2-inch meter $90.44 $13.00 $103. 44 With 2-inch m eter $135.82 $13.00 $148.82 With 3-inch m.������� eter $256.82 $13.00 $269.82 With 4-inch m eter $392.96 $13.00 $405.96 1 December 1, 2020 F - 16 ...........................................................................................................................................................................................................................................................................................................................................................................................- With 6-inch meter $771.10 $13.00 $784.10 With 8-inch meter $1,224.87 $13.00 $1,237.87 Metered consumption for all non-taxable Federal customers shall be based on the water consumption and shall be per each 100 cubic foot, regardless of meter size: .......... ............................................................................................................... .. . ................................................Base Rate Rate Total ............................................................................................................ Consumption rate per 100 cubic feet $3.810 1.398 $5.208 This section shall not apply to a commercial connection to the City water system for agricultural and irrigation purposes in accordance with 13.44.050 PAMC. Section 2 - Corrections. The City Clerk and the codifiers of this ordinance are authorized to make necessary corrections to this ordinance including, but not limited to, the correction of the scrivener's/clerical errors,references to other local, state,or federal laws,codes, rules or regulations,or ordinance numbering,section/subsection numbers and any references thereto. Section 3 - Severability. If any provisions of this Ordinance, or its application to any person or circumstances,are held invalid,the remainder of the Ordinance,or application of the provisions of the Ordinance to other persons or circumstances, is not affected. Section 4-Effective Date. This Ordinance,being an exercise of a power specifically delegated to the City legislative body, is not subject to referendum. This ordinance shall take effect five (5) days after passage and publication of an approved summary thereof consisting of the title. PASSED by the City Council ofthe City ofPort Angeles at a regular meeting of said Council held on the day of November,2020. Kate Dexter, Mayor 2 December 1, 2020 F - 17 APPROVED AS TO FORM: William E. Bloor, City Attorney ATTEST: Kari Martinez-Bailey, City Clerk 3 December 1, 2020 F - 18 nog„r1��il��fJJJ„„�;l11%lr„ POR-T-ANGELES CITY COUNCIL WASH I N G T' O N , U .S, MEMO Date: December 1, 2020 To: City Council From: Nathan West, City Manager Sarina Carrizosa, Finance Director Subject: 2020 Budget Amendment 93 Summary: The 2020 Budget is being amended for the third and final time to adjust several funds to reflect changes in revenues and expenditures that have occurred during the final months of the year. As this budget amendment includes changes to revenues, as well as an authorization to use funds from reserves, the ordinance must be approved by a super-majority of the entire Council or at least five (5) affirmative votes. Funding: The 3rd amendment to the 2020 Budget is balanced at$134,680,400. Recommendation: It is recommended the City Council should: 1. Conduct a first reading of the 2020 Budget amendment 93 ordinance and continue to the December 15'Council meeting. Background / Analysis: The 3rd Amendment will align the budget with the changes to City revenues and expenditures that occurred in the last portion of the year,including deferring projects to 2021,increasing expenditures to complete projects, and other miscellaneous budgetary changes and corrections. Most of these changes have already been approved by Council. With this amendment, the projected year-end unassigned fund balance in the General Fund is estimated to be $6,670,833, or 28.7%. Some of the individual actions require funding to come from reserves (money unspent at the end of the fiscal year automatically rolls into reserves/fund balance), approval of the ordinance will require a super majority of the entire Council, or five (5) affirmative votes. Attached is a detailed list of proposed budget changes,the budget amendment ordinance, along with Exhibit A which lists total revenues and expenditures by fund for the 2020 Budget amendment 92 and proposed amendment 93. Tonight's meeting will include a first reading of the third budget amendment ordinance,with adoption scheduled for December 15'. If you have any questions or concerns,please contact me at your convenience. December 1, 2020 G - 1 Funding Overview: The 3 d amendment to the 2020 Budget is balanced at$134,680,400. Attached: List of proposed budget changes. 2020 Budget Ordinance—Amendment 93. Exhibit A. December 1, 2020 G - 2 Clallam County Opportunity Zone grant 589,500 - 001-4071-337-71-00 Grant Waterfront Center - 589,500 001-4071-558-41-50 Grant Cares Act Federal Funding from Clallam County 178,900 - 001-9029-333-21-01 Cares Grant Funding Cares Act Funding Grant Reimbursements 717,100 - 001-9029-333-21-01 Cares Grant Funding Cares Act Federal Funding from Clallam County - 178,900 001.9029.518.49-91 Grant Expense Utility and Mortgage Assistance Program 170,500 001-9029-518-49-93 Approved by Council PDO307 Police Train&Gun Range 16,300 001-5012-597-59-91 CFP Transfer PDO120 Police Taser 12,000 001-5022-597-59-91 CFP Transfer TR0519 Traffic Safety Camera - 35,000 001-7012-597-59-91 CFP Transfer TOTAL GENERAL FUND 1,485,500 1,002,200 PK0120-24 Hr Restroom Pilot Program Transfer to Capital - 150,000 101-1430-597-59-91 CFP Transfer PK0219-Generation 11 Dream Playground Transfer to Capital 50,000 101-1430-597-59-91 CFP Transfer TOTAL LODGING TAX - 200,000 Cares Act Funding Grant Reimbursements 6,300 - 102-7230-333-21-01 Cares Grant Funding TOTAL STREET FUND 6,300 Cares Act Funding Grant Reimbursements 8,000 107-5160-333-21-01 Cares Grant Funding TOTAL PENCOM FUND 8,000 CDBG Cares Act Funding 352,100 172-4130-333-14-22 Grant CDBG Cares Act Funding - 352,100 172-4130-559-41-50 Grant Expense Increase Budget for Rental Assistance Program(COVID-19) - 96,600 172-4130-551-49-90 Rental Assistance Program TOTAL DOWNTOWN PA HOUSING REHAB FUND 352,100 398,700 Dept of Ecology Grant-Shoreline Master Program 168,000 - 310-7930-334-0310 Grant EOC Consultant Clallom County Reimbursement 24,000 310-5950-337-10-00 Reimbursement Stonegarden 2017 Equipment Grant 54,500 310-5950-333-97-06 Grant PDO119-Computer Aided Dispatch - 100,000 310-5950-594-65-10 Move from 2021 PD0120 Police Toser Replacement 1,100 310-5950-594-65-10 Increase FD0219-EOC/911 Westside Fire Station 7,500 310-5950-594-65-10 Increase GG0416-City Hall Fire Detection (75,000) 310-8985-594-65-10 Deferred to 2021 GG0516-Senior Center Fire Detection (50,000) 310-8985-594-65-10 Deferred to 2021 PK0819-City Pier Railing Replacement (250,000) 310-8985-594-65-10 Deferred to 2021 PK0919-Fine Arts Center Capital Improvements (37,000) 310-8985-594-65-10 Deferred to 2021 PK0120-24 Hr Restroom Pilot Program (200,000) 310-8985-594-65-10 Deferred to 2021 PK0205-Restroom Replacement Program - (300,000) 310-8985-594-65-10 Deferred to 2021 PK0219-Generation 11 Dream Playground 50,000 310-8985-397-10-91 CFP Transfer From Lodging Tax PK0120-24 Hr Restroom Pilot Program Transfer from LTC 150,000 310-8985-397-10-91 CFP Transfer From Lodging Tax TOTAL GOVERNMENTAL CAPITAL FUND 446,500 (803,400) US Dept of Transportation grant-Race Street 2,736,200 312-7930-331-2020 Grant Dept of Ecology grant-City Parking Lot 102,000 312-7930-334-0310 Grant Dept of Ecology grant-16th Street LID Retrofit 160,000 312-7930-334-0310 Grant TRO111-Marine Channel Bridge - (5,000) 312-7930-595-65-10 Deferred to 2021 TR0405-Street&Alley Paving (200,000) 312-7930-595-65-10 Deferred to 2021 TRO715-16th Street LID(C to L Street) (140,000) 312-7930-595-65-10 Deferred to 2021 TR1215-City Hall East Parking Lot (80,000) 312-7930-595-65-10 Deferred to 2021 TR1216-5th&Liberty Solar Speed (5,000) 312-7930-595-65-10 Deferred to 2021 TR0919-Traffic Safety Improvement (35,000) 312-7930-595-65-10 Deferred to 2021 TR1118-Revolving Street Improvement - (30,000) 312-7930-595-65-10 Deferred to 2021 TR0414 Peabody Creek/Lincoln Street 150,000 312-7930-397-10-91 CFP Transfer TOTAL TRANSPORTATION BENEFIT DISTRICT FUND 3,148,200 (495,000) Civic Field Goal Posts shared with PASO - 9,600 316-8982-594-65-10 Shared costs TOTAL PARK IMPROVEMENT FUND 9,600 Filing expenses 1,200 175.3059.559.4150 Increased expenses TOTAL CODE COMPLIANCE FUND - 1,200 Cares Act Funding Grant Reimbursements 1,000 - 421-7121-333-21-01 Grant Revenue TOTAL CONSERVATION FUND 1,000 December 1, 2020 G - 3 CL0916-Laurel Street Switchgear (221,000) 451-7188-594-65-10 Deferred to 2021 CL0217-1 Street Substation Switchgear (500,000) 451-7188-594-65-10 Deferred to 2021 CL0220-LaurelStreet LTCReplacement (200,000) 451-7188-594-65-10 Deferred to 2021 CLO119-Overhead Reconductoring (150,000) 451-7188-594-65-10 Deferred to 2021 CL0319-Underground Cable Replacement (48,000) 451-7188-594-65-10 Deferred to 2021 CL0320-F Street LTC Replacement (200,000) 451-7188-594-65-10 Deferred to 2021 CLO716-F Street Transformer (500,000) 451-7188-594-65-10 Deferred to 2021 CL0414-Light Ops Building (5,000,000) 451-7188-594-65-10 Deferred to 2021 TOTAL ELECTRIC CAPITAL FUND (6,819,000) WT0220-Ranney Well Generator Relocation (175,000) 452-7388-594-65-10 Deferred to 2021 WT0619-Peabody Reservoir Inlet Pipe (105,000) 452-7388-594-65-10 Deferred to 2021 TOTAL WATER CAPITAL FUND (280,000) WW0219-WWTP Digester Cleaning&Repair (100,000) 453-7488-594-65-10 Deferred to 2021 WW0308-Pump Station!#3 (250,000) 453-7488-594-65-10 Deferred to 2021 WW0319-Wastewater Compreshensive Plan (200,000) 453-7488-594-65-10 Deferred to 2021 WWO419-WWTP HVAC Replacement (50,000) 453-7488-594-65-10 Deferred to 2021 WWO618-Neighborhood Sewer Rehab (280,000) 453-7488-594-65-10 Deferred to 2021 WWO718-2020 Neighborhood Sewer Rehab - (300,000) 453-7488-594-65-10 Deferred to 2021 Intrafund transferfor CFP 46,500 - 453-9998-397-10-81 CFP Transfer TOTAL WASTEWATER CAPITAL FUND 46,500 (1,180,000) WW0117-Francis Street Pigging Bypass - (190,000) 463-7489-594-65-10 Reprioritized in the CFP TOTAL COMBINED SEWER OVERFLOW FUND (190,000) SWO120-Landfill Pump Station 17 Repair (190,000) 454-7588-594-65-10 Deferred to 2021 SW0117-Land FillScale Software (200,000) 454-7588-594-65-10 Deferred to 2021 TOTAL SOLID WASTE CAPITAL FUND - (390,000) Cares Act Funding Grant Reimbursements 20,500 - 401-7180-333-21-01 Cares Grant Funding Electric Bond Principal Payment - 3,595,000 401-7180-582-72-10 Debt payoff TR0519 Peabody St Sidewalk Repair - 35,000 401-7180-597-59-91 CFP Transfer TOTAL ELECTRIC FUND 20,500 3,630,000 Cares Act Funding Grant Reimbursements 10,800 - 402-7380-333-21-01 Cares Grant Funding Chlorinefor Water Treatment Plant - 10,000 402-7380-534-31-05 Increased expenses Water main break repairs(Lindberg Rd,Craig Ave,&First St) - 52,500 402-7380-534-48-10 Increased expenses TOTAL WATER FUND 10,800 62,500 Intrafund transferfor CFP items - 46,500 403-9998-597-58-81 CFP Transfer Cares Act Funding Grant Reimbursements 9,700 - 403-7480-333-21-01 Cares Grant Funding TOTAL WASTEWATER FUND 9,700 46,500 Cares Act Funding Grant Reimbursements 30,500 - 404-7538-333-21-01 Cares Grant Funding Legal and Mediation costs for Solid Waste Facility - 40,000 404-7585-537-41-50 Increased expenses Increase taxes paid due to increased transfer station services - 67,300 404.7538.537.4400 Increased expenses TOTAL SOLID WASTE FUND 30,500 107,300 Cares Act Funding Grant Reimbursements 11,800 - 406-7412-333-21.01 Cares Grant Funding Transfer for CFP items - 163,700 406-7412-597-59-91 CFP Transfer TOTAL STORMWATER FUND 11,800 163,700 Cares Act Funding Grant Reimbursements 6,500 - 409-6025-333-21-01 Cares Grant Funding Medic 1 Overtime - 20,700 409.6025.526.1011 Increased expenses TOTAL MEDIC 1 FUND 6,500 20,700 Cares Act Funding Grant Reimbursements 300 - 501-7630-333-21-01 Cares Grant Funding TOTAL EQUIPTMENT SERVICES FUND 300 Cares Act Funding Grant Reimbursements 60,500 502-2081-333-21-01 Cares Grant Funding TOTAL IT FUND 60,500 December 1, 2020 G - 4 ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington, amending the City's 2020 budget. WHEREAS, the Annual Budget of the City of Port Angeles for the year 2020, was adopted, approved and confirmed on December 3, 2019, in Ordinance 3652. WHEREAS, a first 2020 budget amendment was adopted, approved and confirmed by Ordinance No. 3657 by Council on April 7, 2020. WHEREAS, a second 2020 budget amendment was adopted, approved and confirmed by Ordinance No. 3662 by Council on August 18, 2020. NOW, THEREFORE, the City Council of the City of Port Angeles, Washington, do ordain as follows: Section 1. The Council finds and declares: A. There exists an emergency that could not reasonably have been foreseen when the 2020 budget was adopted; and B. The facts constituting the emergency include, but are not limited to: 1. Unanticipated additional revenue; and 2. Unanticipated reduced revenue; and 3. Unanticipated additional and reduced expenditures primarily for changes in planned capital expenditures as previously authorized by Council. C. These facts require amendments to the adopted budget in order to meet the expenses of government of the City for the fiscal year ending December 31, 2020. -1- December 1, 2020 G - 5 Section 2. On the basis of the foregoing findings, pursuant to RCW 35A.33.090, the City Council declares that an emergency exists. Section 3. To respond to the budget emergency, the 2020 budget appropriation for each separate fund as set forth in Ordinance 3652, is amended as shown in the attached Exhibit A. Section 4. The City Clerk and the codifiers of this ordinance are authorized to correct scrivener's errors, references, ordinance numbering, section and subsection numbers and any references thereto. Section 5. This Ordinance exercises authority granted exclusively to the City Council and is not subject to referendum. It shall be in force and take effect 5 (five) days after publication according to law. PASSED by the City Council of the City of Port Angeles by a vote of one more than the majority of all members of the legislative body at a regular meeting of said Council on the 151h day of December, 2020. Kate Dexter, Mayor ATTEST: APPROVED AS TO FORM: Kari Martinez-Bailey, City Clerk William E. Bloor, City Attorney PUBLISHED: By Summary -2- December 1, 2020 G - 6 CITY of PORT ANGELES 2020 Budget Amendment#3 Exhibit A Funds 2020 Budget Amendment#2 2020 Budget Amendment#3 Fund Div. Name/Description Beginning Revenue Expenditures Ending Beginning Revenue Expenditures Ending Balance-Est. I I Balance-Est. Balance f Balance GENERALFUND(Note.,Divisional totals for reference only) Fund Balance: 6,353,751 5,056,651 7,484,633 6,670,833 001. 1160 City Council 44,200 71,300 44,200 71,300 001. 1210 City Manager 216,100 468,000 216,100 468,000 001. 1211 Customer Commitment 2,100 3,000 2,100 3,000 001. 1220 Human Resources 130,000 211,600 130,000 211,600 001. 1230 City Clerk 100,700 206,300 100,700 206,300 001. 1289 Records Management 0 0 0 0 001. 1390 Community Service 0 0 0 0 001. 2001 Finance-Revenue 14,011,600 0 14,011,600 0 001. 2020 Finance Administration 418,000 916,700 418,000 916,700 001. 2023 Accounting 768,900 974,500 768,900 974,500 001. 2025 Customer Service 1,022,900 1,113,800 1,022,900 1,113,800 001. 2080 Reprographics 43,700 46,600 43,700 46,600 001. 2091 Non-Departmental 0 0 0 0 001. 2099 General Unspecified 0 0 0 0 001. 3010 City Attorney 356,500 539,600 356,500 539,600 001. 3012 Jail Contributions 0 885,600 0 885,600 001. 4060 Planning 325,400 570,500 325,400 570,500 001. 4050 Building 467,000 267,400 467,000 267,400 001. 4071 Economic Development 51,200 101,700 640,700 691,200 001. 5010 Police Administration 0 694,700 0 694,700 001. 5012 PenCom/Capital Transfers 308,300 328,800 308,300 357,100 001. 5021 Police Investigation 3,500 1,065,500 3,500 1,065,500 001. 5022 Police Patrol 704,400 3,795,400 704,400 3,795,400 001. 5026 Police Reserves&Volunteers 0 11,400 0 11,400 001. 5029 Police Records 17,400 469,400 17,400 469,400 001. 5050 Police Facilities Maintenance 16,300 20,100 16,300 20,100 001. 6010 Fire Administration 57,700 228,500 57,700 228,500 001. 6012 PenCom/Medic l Support 0 884,100 0 884,100 001. 6020 Fire Suppression 0 1,234,100 0 1,234,100 001. 6030 Fire Prevention 5,500 108,100 5,500 108,100 001. 6045 Fire Training 6,100 153,600 6,100 153,600 001. 6050 Fire Facilities Maintenance 0 56,700 0 56,700 001. 7010 Public Works Administration 958,000 2,062,600 958,000 2,062,600 001. 7012 Public Works ClP 0 25,000 0 60,000 001. 7032 Public Works Telecommunications 32,800 32,800 32,800 32,800 001. 8010 Parks Administration 0 266,500 0 266,500 001. 8012 Senior Center 46,800 158,000 46,800 158,000 001. 8050 Ocean View Cemetery 115,000 179,900 115,000 179,900 001. 8080 Park Facilities 80,000 2,271,300 80,000 2,271,300 001. 8112 Senior Center Facilities 0 57,600 0 57,600 001. 8131 Central Services Facilities 366,900 504,400 366,900 504,400 001. 8155 Facility Rentals 92,200 115,000 92,200 115,000 001. 8221 Sports Programs 162,000 205,300 162,000 205,300 001. 19029 1 General Unspecified 0 922,900 896,000 1,272,300 001 TOTAL General Fund 6,353,751 20,931,205 22,228,300 .1,056,651 7,484,633 22,416,700 23,230,500 6,670,833 SPECIAL REVENUE FUNDS 101 Lodging Excise Tax Fund 335,504 707,800 952,700 90,604 548,405 707,800 1,126,900 129,305 102 Street Fund 316,372 1,719,600 1,719,600 316,372 415,962 1,725,900 1,719,600 422,262 105 Real Estate Excise Tax-1(REET-1)Fund 936,082 263,100 387,900 811,282 1,067,492 263,100 387,900 942,692 107 PenCom Fund 1,231,601 3,183,300 3,480,800 934,101 1,512,805 3,191,300 3,480,800 1,223,305 160 Real Estate Excise Tax-2(REET-2)Fund 823,174 265,400 221,400 867,174 962,156 265,400 221,400 1,006,156 165 Business Improvement Area 57,888 36,800 40,000 0 58,133 36,800 40,000 54,933 172 Port Angeles Housing Rehab.Fund 48,255 1,167,100 1,202,300 13,055 63,980 1,519,200 1,601,000 ('.1'7,x?(')) 175 Code Compliance Fund 50,000 1,000 0 51,000 39,794 1,000 1,200 39,594 TOTAL Special Revenue Funds 3,798,876 7,344,100 8,004,700 3,083,588 4,668,727 7,710,500 8,578,800 3,800,427 December 1, 2020 G - 7 CITY of PORT ANGELES 2020 Budget Amendment#3 Exhibit A Funds 2020 Budget Amendment#2 2020 Budget Amendment#3 Fund Div. Name/Description Beginning Revenue Expenditures Ending Beginning Revenue Expenditures Ending Balance-Est. 1 1 Balance-Est. Balance f Balance DEBT SERVICE FUNDS 215 2006 LTGO Bond(Prop.Acquisition)Fund 747,289 365,700 87,000 1,025,989 777,007 1 365,70E 1 87,00E 1 1,055,707 216 2014 LTGO Bond(Landfill Bluff Stabilization)Fund 168,334 604,700 598,80E 174,22 175,762 604,70E 598,80E 181,662 217 2015 LTGO Bond-Refunding(W.U.G.A.) 12,571 234,50E 233,20E 13,871 13,185 234,50E 233,20E 14,485 TOTAL Debt Service Funds 928,194 1,204,900 919,000 1,214,094 965,954 1,204,900 919,000 1,251,854 ENTERPRISE/UTILITY FUNDS 401 Electric Utility Fund 9,081,392 30,274,900 32,423,000 6,933,292 12,801,761 30,295,400 36,053,000 7,044,161 402 Water Utility Fund 13,458,563 9,345,900 7,481,800 15,322,663 7,848,003 9,356,700 7,544,300 9,660,403 403 Wastewater Utility Fund 1,935,053 7,170,300 7,173,200 1,932,153 2,658,807 7,180,000 7,219,700 2,619,107 404 Solid Waste Utility Fund 4,710,586 12,003,800 12,479,800 4,234,586 4,148,182 12,034,300 12,587,100 3,595,382 406 Stormwater Utility Fund 1,328,044 2,646,000 2,294,800 1,679,244 1,833,854 2,657,800 2,458,500 2,033,154 409 Medic i Utility Fund 314,526 2,942,300 3,115,300 141,526 1,307,705 2,948,800 3,136,000 1,120,505 413 Harbor Clean-up Fund 1.0) 2,692,300 2,624,400 (//O,U'.1.(')J 2,692,300 2,624,400 (d7/,o,(')) 421 Conservation Fund 894,333 479,40E 614,30E 759,433 825,978 480,400 614,300 692,078 TOTAL Enterprise/Utility Funds 30,884,587 67,554,90E 68,206,600 30,232,887 30,428,81E 67,645,70E 72,237,30E 25,837,210 ENTERPRISE/INTERNAL SERVICE FUNDS 501 Equipment Services 4,082,192 1,748,800 2,604,100 3,226,892 4,535,761 1 1,749,100 2,604,100 3,680,761 502 Information Technology 1,163,809 2,259,000 2,342,200 1,080,609 1,645,164 2,319,50E 2,342,200 1,622,464 503 Self-Insurance 936,601 5,962,500 5,962,50E 936,601 822,664 5,962,500 5,962,50E 822,664 TOTAL Internal Service Funds 6,182,602 9,970,300 10,908,800 5,244,102 7,003,589 10,031,100 10,908,80E 6,125,889 FIDUCIARY FUNDS 602 1 1 Firemen's Pension Fund 148,043 15,000 87,800 75,243 266,664 15,000 87,800 193,864 TOTAL Fiduciary Funds 148,043 55,000 87,800 75,243 266,664 55,000 87,800 193,864 PERMANENT FUNDS 601 1 1 Cemetery Endowment Fund 405,604 6,100 0 411,704 414,705 6,100 0 420,805 TOTAL Permanent Funds 405,604 6,100 0 411,704 414,705 6,100 0 420,805 CAPITAL FUNDS 310 Governmental Capital Improvement Fund 1,035,728 2,120,000 2,344,700 811,028 1,697,170 2,566,500 1,541,300 2,722,370 312 Transportation Capital 2,468,818 1,316,400 2,244,600 1,540,618 2,633,338 4,464,600 1,749,600 5,348,338 316 Governmental Park Improvement Fund 277,918 11,600 0 289,518 294,920 11,600 9,600 296,920 451 Electric Capital Fund 9,572,120 3,300,000 8,890,900 3,981,220 10,034,163 3,300,000 2,071,900 11,262,263 452 Water Capital Fund 3,896,221 568,000 756,000 3,708,221 3,807,410 568,000 476,000 3,899,410 453 Wastewater Capital Fund 2,562,890 803,500 2,094,600 1,271,790 3,648,076 850,000 914,600 3,583,476 454 Solid Waste Capital Fund 2,696,591 1,713,300 1,763,300 2,646,591 2,932,304 1,713,30E 1,373,300 3,272,304 456 Stormwater Capital Fund 2,656,176 400,000 118,000 2,938,176 2,178,493 400,000 118,000 2,460,493 463 1 ICombined Sewer Overflow Capital Fund 2,182,956 2,331,90E 2,484,300 2,030,556 2,261,893 2,331,900 2,294,30E 2,299,493 TOTAL Capital Funds 27,349,418 12,564,70E 20,696,400 19,217,718 29,487,767 16,205,900 10,548,60E 35,145,067 SUB-TOTAL ALL FUNDS 76,051,075 119,591,200 131,051,600 64,535,987 80,720,849 125,235,900 126,510,800 79,445,949 Reserves-Designated 2,939,600 8,169,600 Reserves Used 14,374,200 9,444,500 TOTAL CITYWIDE ALL FUNDS 76,051,075 133,965,400 133,991,200 64,535,987 80,720,849 134,680,400 134,680,400 79,445,949 December 1, 2020 G - 8 CITY COUNCIL uGa�t..W Yrrr r °'''' P Q R TANGELES WASH I N G 7 ® N , U.S, MEMO Date: December 1, 2020 To: City Council From: Nathan West, City Manager Sarina Carrizosa, Finance Director Subject: Amended Ordinance Levying 2020 Property Tax for Collection in 2021 Summary: On November 17'in accordance with State law the City of Port Angeles Council levied a 1.0%property tax increase before November 30. However, during the processing of this levy an error in the ordinance was discovered and correction of this error is needed to process the City's property tax levy to include a 1.0%increase as intended. The amended ordinance changes the total levy amount described in section I of the ordinance to $4,776,980.81. Funding: Property tax is the City's largest source of funding for general City services. Total property tax collection for 2021 is estimated to be $4,786,700. Recommendation: It is recommended tonight that the City Council should: 1. Conduct the first reading of the amended ordinance for property tax collection; 2. Waive the second reading; 3. And adopt the ordinance. Background / Analysis: On November 17'in accordance with State law the City of Port Angeles Council levied a 1.0%property tax increase before November 30. However, during the processing of this levy an error in the ordinance was discovered and correction of this error is needed to process the City's property tax levy to include a 1.0%increase as intended. The amended ordinance changes the total levy amount described in section I of the ordinance to $4,776,980.81. This will enable the County to interpret the City's intent clearly. Additionally,it is recommended that Council waive the second reading of this ordinance in order to meet State deadlines for the property tax levy. Funding Overview: Property tax is the City's largest source of funding for general City services. Total property tax collection for 2021 is estimated to be $4,786,700. Attached: Amended Ordinance Levying 2020 Property Tax for Collection in 2021. December 1, 2020 G - 9 ORDINANCE NO. AN ORDINANCE of the City of Port Angeles, Washington, amending Ordinance No. 3667 collection of regular ad valorem property taxes for 2021. WHEREAS, the City Council intends to levy property taxes for collection in 2021; and WHEREAS, the City Council adopted Ordinance No 3667 on November 17, 2020 authorizing a 1% increase in the property tax levy for 2020; and WHEREAS, Section 1 of Ordinance No. 3667 contained an incorrect number. NOW, THEREFORE, the Council of the City of Port Angeles do ordain as follows: Section 1. Ordinance 3667 is repealed. Section 2. The amount of ad valorem taxes to be levied for the fiscal year commencing January 1, 2021 is hereby fixed at$4,776,980.81 plus: Additional revenue resulting from new construction, improvements to property, newly constructed wind turbines, any increase in the value of state-assessed property, any annexations that have occurred and refunds made. Section 3. The City Clerk is hereby directed to certify to the Board of Clallam County Commissioners the amount of ad valorem taxes to be levied for the fiscal year commencing January 1, 2021, as set forth in Section 1 of this Ordinance. Section 4. 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 December, 2020. Kate Dexter, Mayor ATTEST: APPROVED AS TO FORM: Kari Martinez-Bailey, City Clerk William E. Bloor, City Attorney PUBLISHED: 12020 (By Summary) December 1, 2020 G - 10 CITY COUNCIL uGa�t..W Yrrr r °'''' P Q R TANGELES WASH I N G 7 o N , U.S, MEMO Date: December 1, 2020 To: City Council From: Nathan A.West, City Manager Subject: PenCom/EOC Work Session Follow-up Summary: During the 5pm work session, City Staff will respond to Council questions on the PenCom EOC project. This item is a placeholder should Council choose to continue the discussion as part of the regular meeting or take any action on the project. Funding: N/A Recommendation: Information and Council discussion. Background / Analysis: This agenda item is a follow-up to the November 17 5-6:00 p.m.work session held before the regular meeting. During that meeting, the Council expressed interest in having additional time to discuss the joint facility. In addition, there were many questions asked by Council. Staff has gathered these questions and provided draft responses (see attached questions and answers). Staff can provide additional answers to Council's questions during the work session. Funding Overview: N/A December 1, 2020 I - 1 Follow up questions regarding the Joint Public Safety Building Project 1. By choosing the 18th street alternative, what capital facilities projects on the 2021-2026 plan are we also addressing? By choosing the 18th street alternative, there will be benefits to the projects on the 2021-2026 Capital Facilities Plan; but to be fair, those benefits for the most part will be indirect. Should the 18th street location be selected and developed as a new Joint Public Safety Facility, the benefits to currently planned or active Public Works projects will be minor. See more details in question 2 below. 2. By choosing the 18th street alternative, How will development on 18th street compliment project TR0720 and TR0715? Project TR0720 is a preservation project aimed at preserving a section of our transportation network that sees heavy loading. At this time, the road section from I street to the transfer station (along 18th) is in relatively good shape. However, this project is planned for 2026 to extend the life of a road section that currently has a Pavement Condition Index rating (PCI) of 85. This will save the City considerable amounts of money by preserving a section of our transportation network that is still in good condition, rather than waiting to do a full rebuild. The 18th Street alternative would likely result in improvements to the right of way abutting City property, but, a traffic study may be necessary to evaluate larger implications of the transportation needs generated by a PenCom/EOC Facility. Project TR0715 is a Department of Ecology grant funded project that will use Low Impact Development techniques to manage stormwater and restore the driving surface within this corridor. However, the project limits do not front the 18th street property in question. 3. By choosing the 18th street alternative, how does constructing on 18th street prevent partnership with County? The County would be better to speak further to this question. Staff is aware that the County has already selected the 19th and O location as their preferred site. 4. By choosing the 18th street alternative, does depreciation benefit the City of PA budget? Depreciation of the facility at either location would be similar in nature as the buildings would be the same at either site. However, there would likely be value left in the building at the end of the estimated 50-year building lifecycle due to continued maintenance. The cost benefit of this is unknown as it could vary greatly in a 50 year period based on maintenance schedules and natural events. December 1, 2020 1 - 2 5. Is it reasonable to assume that packaging infrastructure with emergency services would open other sources of grant funds? We do not know the answer to this question. It is possible, but infrastructure grants tend to be very different from the type of hazard mitigation grants we are seeking. We have been looking at FEMA and WA State funding for over 2 years and have not seen anything that matches the "packaging" as described. Patti Morris, the Clallam County grant writer reports that the FEMA grants available right now are COVID related. She also reports that"brick and mortar"infrastructure FEMA grants might become available in 2020 but this will likely only be for part of the building. 6. Partnering with the Tribe for EOC needs and increased PenCom needs may also open additional grant opportunities. Has the Tribe been brought to the table? Yes, the Tribe has been a part of this discussion from the beginning. They were very involved in the Hazard Mitigation planning process since 2018 and have shown great interest in sharing the new EOC facility. We have talked with Lower Elwha Police (LEPD)about what grants they might obtain for PenCom(probably equipment). The County has talked with LEPD about their integration into the new EOC and possibly assigning their Emergency Management staff to the EOC. 7. When will the council be asked about identifying the preferred alternative location for development? Considering the importance of this investment staff feels it is very important for Council to provide input before this item is brought forward for action. Identification of an actual preferred location is one of four next steps identified in the November 17th works session. The feedback from Council at the December lst meeting will influence the timing and next steps of the project. A discussion item has also been added to the regular meeting December 11t Agenda should Council wish to proceed with action at that time. 8. Will parking include electrical parking plug-ins, if not how come this was not considered Yes, this has been considered. It will be part of the design phase. 9. Will the facility incorporate energy saving components including possibility of solar, if not how come this was not considered? Yes, this will be considered during the design phase and will be dependent upon cost and other requirements. 10. Will there be keyless entry to provide a safer working site so not all doors are open to the public, staff could use key fobs to open most doors, while leaving one open for public access. December 1, 2020 1 - 3 Yes, there will be keyless and accountable entry. This will be part of the design phase. 11. Optimizing for earthquake scenario means not optimizing for other situations. What are the tradeoffs we're looking at by focusing on the earthquake emergency? Optimizing for the earthquake scenario allows us to plan for "worst case" contingencies. If we plan for worst case,then by default,most,if not all scenarios are addressed. We do not believe there will be any trade-offs. Other scenarios are answered specifically by on-site storage of food/water, redundant power, outside perimeter and inside perimeter security, in-building security. Neither location compromises the ability to survive power outage, civil unrest, tsunami inundation (any site has water supply and power considerations to mitigate for). 12. Didn't notify council until September 2020, but knew of the 1010 non-feasibility earlier in the year. Were we actively participating in the Port/County negotiations at any point earlier this year? There were City and County lease negotiations in 2019 related to a 1010 building lease. There have been no negotiations for the 19th and O property. There have been lease discussions (led by the County) and the County is currently in lease discussions with the Port. The County has discussed a two "lessee" concept- the County as the lessee for the new EOC building and the City as the lessee for PenCom/westside fire station. 13. Heat map — shows the results of bad density planning in the past (e.g., Maloney Heights high density on the edge of town). What long-term planning decisions are we making with each of these possible sites? Both sites are properties within City boundaries and demonstrate good planning by supporting infill development: 1) O Street is a previously developed property zoned as industrial and can easily accommodate new construction by supplying existing infrastructure hookups; does not have immediate access to the arterial 18th Street which provides more flexibility with required street improvements and 2) M Street site is a vacant,heavily vegetated, and awkward shaped property with frontage along arterial 18th Street and adjacent to a triangular intersection with high vehicular trips; anticipated to require significant street improvements to L,M and 18th Streets to accommodate the essential emergency facility. Limited higher density residential development has occurred in residential medium density zoned property west of the M Street site and across the street from the O Street site. Higher density was supported through incentive zoning tools. There are gaps in the street network in this zoned area. City has historically been inconsistent with required street improvements for development especially as you travel away from the core of town.Any and all street improvements that occur at the O Street site December 1, 2020 1 - 4 would improve the Port's industrial campus and provide little to no value to the neighboring residential properties. Any and all street improvements that occur at the M Street site would improve a City heavily traveled intersection and portion of arterial street by improving pedestrian travel with sidewalk and bike lanes. Residential low-density zoned land west of Cemetery Road could potentially benefit from M Street site improvements by providing street frontage and infrastructure connections. Otherwise, the street improvements are not addressing development concerns that we are currently aware of and would likely not continue farther west to help provide pedestrian amenities to the higher residential density development or the ODT trailhead. 14. Response times in GIS maps (e.g., current response time to Maloney heights?), rather than theoretical response time based on concentric circles as provided in the slides? Drive time from 19th and "O" to Maloney Heights is 1 minute (.3 miles) Drive time from 18th and "M" to Maloney Heights is 1 minute (.5 miles) Drive time from Fire Station #11 at 5fh and Lincoln is 8 minutes (4 miles) An urban 6 minute or less response time is best practice. Structural fires can double in size quickly. The earlier the fire is attacked the smaller will be the consequences to both persons and property. Insurance rates reflect this concept. Survival rates for cardiac arrest patients depend upon basic and advanced life support reaching the patient quickly. For these reasons a westside fire station has been in the CFP for nearly 20 years. A fire station at M Street and 18th or 19th and O Street station would put all of western and central Port Angeles inside a 6-minute response time. 15. What are the contract change risks prior to the end of the lease? This is unknown. It is a question that could be answered during lease negotiations. 16. How much of the site development costs for the undeveloped site are street improvements that we'd want to see in that location anyway, regardless of who is developing the site? December 1, 2020 1 - 5 The M Street site is not a City identified site for development.It is not currently zoned as residential high density nor does it have the land area that could provide adequate space for a larger subdivision. While the street improvements that would need to occur to accommodate for an emergency facility are beneficial by improving an awkward triangular intersection and providing another segment of sidewalk and bike lane, they are not addressing a current need of the City's. The greatest need that has been identified along 18th Street for residential development is having money to finish the build out of currently dead ended local streets that don't connect to 18th Street and to install all necessary utilities with the public right-of-way. Site development costs would likely be at least$2.2 million (see OAC report). 17. Natural disaster survivability includes usability post-earthquake. Are food, water and shelter available on site? These are issues that would be addressed no matter which site was selected.We would include measures to ensure that staff are provided for. 18. What happened to a joint EOC with the county? We are still very engaged with the County on the vision of a joint City/County EOC. This makes sense from a number of different perspectives and it has been actively discussed for a number of years. The current plan calls for the County to obtain the funding needed for the EOC. The City has not been asked to provide any funding for the EOC but will have the use and benefits of the new EOC. 19. What are the benefits of co-locating PenCom and EOC? There are significant operational benefits of co-locating the EOC and Pen Com. Nearly 8 years of experience in Jefferson County where this is the norm provided enhanced communication and coordination of resources during multiple emergencies. The ability to physically be in proximity, share a communications and LAN structure all help develop and maintain operational and situational awareness in real time. In fast moving and complex events face to face communications can improve both the efficiency and the quality of the communication. Additional possibilities of sharing resources (material as well as personnel) are available. Current physical disconnects between PenCom and the Clallam County EOC are an impediment; early recognition and communication about activating, level of activation, real-time sharing of situational awareness of the scope of the incident, inability to share resources, challenges in communicating scope of response and responsibilities associated with the incident. We spend time and resources trying to bridge the PenCom and EOC communication gap during major events. We have managed for years — however, from real-world experience there are significant benefits of being in close proximity. Co-location of EOC and 9-1-1 center is an industry best practice. December 1, 2020 1 - 6 20. We're looking at numerous capital project cuts in our budget for 2021. What is the status of this project in the budget and the CFP? All projects in the Capital Facilities Plan for the 2020 and 2021 Budget years are currently funded. Several projects are currently planned to be deferred from the 2020 Budget into the 2021 Budget due to timing constraints, delayed delivery of goods and limitations on staff time. Presently the EOC/PenCom/Fire Station project has a budget of$63,000 for the services provided for the study of site and cost performed by OAC as also outlined in the CFP. There is currently no other planned funding for this project in either the CFP or the Budget as full costs and needs were not known; however the project status will remain active while staff and Council continue to explore options for needed funding and project scope. 21. What are the costs of a"no action" alternative? The County EOC and presumably PenCom are in what appear to be unsustainable locations for an earthquake. The County has made a commitment to a timely EOC project that relocates the facility to an improved geological and geographical location. A no action alternative may result in a missed opportunity to partner with Clallam County on this relocation. The partnership enhances our ability to obtain grants and outside funding. Operating PenCom without a clear plan to move our 9-1-1 staff out of an 800 square foot facility puts us in a difficult position with both our user agencies and our 9-1-1 communications staff. PenCom is inside a small workspace that impacts employee morale and efficient operations and the current location offers little room to expand. We will have to continue to work toward getting the EOC and PenCom into a more suitable location. Also, the physical environment and equipment also speak to employee satisfaction and may help us with our current staffing and retention issues. There is currently no ability to expand our operations to meet space needs or to add FTE's to our current floor staffing model. That means that we cannot add overflow staff during major events as there is no place to put them. Our current location precludes partnership with Olympic National Park as a potential co-located group, it also precludes the ability to co-locate or regionalize with JeffCom 9-1-1 here at our current facility. 22. What do we know about seismic risks for City Hall (and the former PASD central service building), and possibilities for seismic retrofit of those buildings? During the project staff have not(with the exception of 1010) focused on buildings or locations that do not appear to improve the seismic survival for the EOC or PenCom. To date, there has not been a study of either City Hall or the former PASD building for seismic stability. These buildings were not constructed to seismic standards. A full geotechnical study would need to be conducted, and this has not been budgeted or discussed. A pre-engineering design study similar to what was done with the 1010 building would be needed to understand whether or not the CSD building could be affordably retrofitted or be a better candidate for a tear down (like 1010). Similar December 1, 2020 1 - 7 pre-engineering study would need to be done with the City Hall building. The land area at and around the airport appear to be very stable from a seismic perspective. 23. If PenCom/EOC remained in central Port Angeles, what would be needed up at the airport post-earthquake to facilitate relief shipments? If PenCom and the EOC remained in central Port Angeles,temporary facilities would need to be established at the airport in order to facilitate emergency relief receipt, storage and dispersal. This would need to be some sort of"satellite" EOC, possibly operated out of the County Emergency Management motorhome or similar. 24. If PenCom/EOC (or either) were up by the airport, what planning and design has been considered to allow staff to shelter in place during the post-earthquake recovery? The initial design of the facility includes ample restroom facilities, showers, sleeping areas and kitchen facilities. Apparatus bays could easily be converted into additional temporary shelter areas. 25. How is PenCom/EOC going to maintain communication systems after the earthquake(both in the first few days, and then in the first few weeks, then months)? This is one of the primary reasons for considering the PenCom/EOC move—in order to facilitate the installation of robust, expandable and reliable communications systems that will survive a major event. These systems will be essential elements of the facility design. A modern EOC and PenCom that survives an earthquake will have an uninterrupted power supply and generating system. The supply for diesel and other items will come from the Airport. PenCom right now has a modern generator and uninterrupted power supply these would be implemented at any future site. This question also has significant implications and is predicated on many variables. Power and access to a physical location is required. We have no current care or control over any radio communications system outside of the PenCom 9-1-1 center. Keeping radio communications viable during and after a major event remain under the purview of the Clallam County Sheriffs Department and several smaller fire jurisdictions. We intend on having at least 2 paths of connectivity between PenCom and JeffCom 9-1-1 to help ensure adequate communications (9-1-1 answering, CAD delivery) The answer to this has many layers. Likely the EOC would set up local HAM radio capacity, potential satellite communications, possible COW (Cell on Wheels)from cell-phone providers,communications response from the military,etc.). 26. Could PenCom (and possibly also EOC)have adequate space and facilities in (1) City Hall (e.g.,the first-floor office area(s) east of the police department), or(2) in the former PASD central service building? December 1, 2020 1 - 8 If additions were made to the existing City Hall building, there could certainly be enough room for both an expanded PenCom and an EOC, however the amount of space that would be needed is approximately the same as the amount needed for the proposed new facility. So yes, it could be done, but it would a substantial addition, most likely the addition of a second floor. The old PASD building has been looked at for the same purpose, and again,it would need a significant addition,plus the added possibility that it would need considerable seismic retrofit. Without a geotechnical assessment, that is a question that cannot be answered at this time. 27. With regard to 181h and M, how much does this project impact existing CFP and Transportation project plans? While this proposed project has limited impact to current CFP and Transportation projects, it could impact staff time relative to the diligence and design required for potential traffic studies and right of way in turn diverting focus from some other CFP projects currently underway. improvements. 28. Will it check off plans in CFP and Transportation plans? All the info we have to answer this question has been provided in the answer to questions 1 and 2 above. 29. Will it address development concerns? All the info we have to answer this question has been provided in the answer to questions 13 and 16 above. 30. Will 18th street site allow for growth? All the info we have to answer this question has been provided in the answer to questions 13 and 16 above. 31. What do we lose if we don't have partnership with County? This project has been in progress for over 2 years. It is believed by City staff and by County staff that a joint PenCom and EOC project initiated and completed in a timely manner offers the best opportunity to obtain all the funding needed. We continue to believe in the high value of a co-located PenCom and EOC. We understand that many of the state and federal grant opportunities will look favorably upon joint projects such as what have undertaken with Clallam County. There is evidence that a solo EOC or PenCom 9-1-1 center will cost as much as 20% more if done as singular projects. Every dollar matters in this project and we believe that we have to leverage the value of the collocated EOC and PenCom in order to be fully successful in obtaining all the needed funding. December 1, 2020 1 - 9 32. What is footprint at 181h and M? Could it be expanded? Yes, the design footprint as described in the OAC report could be expanded, with additional cost, of course. 33. What are the trade-offs for focusing on the 9.0 earthquake scenario? All the info we have to answer this question has been provided in the answer to questions 11 and 19 above. 34. Has the City been involved in Port/County negotiations? The City was previously involved with preliminary negotiations regarding the 1010 Building on Port property. The City has not been involved in negotiations for the 19th and O site. Please also see the response to question 12. 35. What are current actual response times to Maloney Heights? All the info we have to answer this question has been provided in the answer to question 14 above. 36. Why do we lose the joint effort with the County if we don't choose the airport? All the info we have to answer this question has been provided in the answer to questions 19 and 31 above. 37. Do we have staff for the facility? We have staff for the PenCom facility,we would simply be moving existing employees to the new site. The County has full time emergency management personnel who would occupy the new EOC. The City will staff the EOC on an as-needed basis during emergencies. The westside fire station would be staffed with personnel who would be transferred from the main station and possibly with resident firefighter trainees. 38. Are we still talking about a joint City/County EOC? Yes. Very definitely. 39. Is this all a pipe dream since we don't have the funding? Depending on which location is being discussed we have not identified any funding beyond what the County has for the EOC and what PenCom has available for the 9- 1-1 Center. Regardless of the location selected we will have limited County and City funding available and will need to obtain several grants to complete the project. The M Street location adds approximately $963,000 in cost in site improvements December 1, 2020 1 - 10 compared to 19th and O. The other improvements that may be required at M Street are at least$2.2 million. 40. If we walk away from the County are we walking away from a west side fire station? Perhaps. If the PenCom/EOC building is located anywhere other than out west,there would be no efficiency to adding a fire station to the project. Reducing response times for fire requires a station at the west end of the City. 41. Even though the train has left the station, is it the right thing to jump on? Staff is glad to provide recommendations. 42. I want to know if one block from the airport is fundamentally different from 2 blocks from the airport Not a significant difference. 43. I want to ask Sarina if we are in Magical Christmas Land thinking we can do this on our own, are we going to get nothing of what we want instead of something we want? All the info we have to answer this question has been provided in the answer to question 39 above. 44. We are looking at deferring lots of current CFP projects, but we are still talking about this one. Why? The deferral of projects was based on COVID related delays to implementation causing us to carrying forward multiple projects into 2021. This is an ongoing and timely project also in the CFP. The ability to obtain grant funding may depend on it remaining a timely project. Clallam County has EOC design budgeted for 2021. 45. Should we do site selection process again? There is nothing that would prevent the City from expanding the site selection process. At the same time, staff notes that the final analysis and review to fully compare both sites has not been completed. We do not have all the data on a potential lease with the Port as the County is only engaged in lease discussions at this time. Actual lease negotiations would have to occur to fully understand the Port property option. The 18th and M site may have other factors (such as the impact on other development) not fully known to staff. December 1, 2020 1 - 11 46. Are we being strong-armed into a proposal that is not the right fit? It is important to remember this is an important City decision. Our decision should be based on the facts of the project and not on the influence of others. We all must be able to communicate the value of this project to the citizens of Port Angeles. 47. Which property is the right fit? Staff is glad to provide additional assessment and recommendations. 48. Do we have the backbone to stand up to the Port if the Port property is not the right place? Please see the response to question 46 above. 49. Is the Port being a good partner? Yes. The Port staff has worked diligently with County and City staff on this project. The Port staff have been open, helpful and responsive. December 1, 2020 1 - 12 CITY COUNCIL uGa�t..W Yrrr r °'''' P Q R TANGELES WASH I N G 7 ® N , U.S, MEMO Date: December 1, 2020 To: City Council From: Allyson Brekke,Director of Community& Economic Development Subject: Lodging Tax Advisory Committee Recommendation for 2021 Lodging Tax Fund Budget Summary: The Lodging Tax Advisory Committee (LTAC) met on November 13, 2020 to review the City's Lodging Tax Fund(LTAX) 2020 expenditures and revenues and the preliminary 2021 budget. Staff s recommendation is reflective of the Committee's motions made during the meeting. Funding: In accordance with the Revised Code of Washington,the Lodging Tax Advisory Committee must provide recommendations to City Council for the use of Lodging Tax funds. The estimated 2020 revenue the City anticipates from lodging tax is $455,550. Recommendation: 1) Eliminate the minimum LTAX percentage amounts set by Council Resolution No. 11-18 for Fiscal Year 2021 and 2) Adopt the Committee's recommended allocation percentages for the 2021 Lodging Tax Fund budget. Background / Analysis: The Lodging Tax Advisory Committee met on November 12,2020 and discussed the received"Notice of Intent to Apply"forms provided by potential 2021 Lodging Tax grant applicants,the annual fixed lodging tax budget, and the total available budget for 2021 provided by the Finance Department. This discussion culminated in a recommendation to Council to allow for funding flexibility in 2021 due to continued uncertainty for tourism marketing and local tourism related events caused by the COVID-19 pandemic. Specifically, the Committee recommends the minimum percentage amounts set by Council Resolution No 11-18 for LTAX funded capital projects be waived for 2021. A copy of that resolution is attached to this memo as Attachment 1. The Committee's second motion occurred following extensive conversation on allocation and funding flexibility. The estimated 2021 revenue the City anticipates from lodging tax is $455,550. The Committee's recommended allocation is described below: Proposed Budget Allocation for Lodging Tax Fund 2020 • 20%toward Capital (capital expenditures of tourism-related facilities owned or operated by the City) = $91,100 • 20%toward Marketing (to support tourism) = $91,100 • 45%toward Operations (operations of tourism-related facilities owned or operated by the City or a nonprofit organization) = $204,975 • 15%toward Events (marketing and operations of special events and festivals designed to attract tourists) = $68,325 Attachment 2 is the LTAC's budget worksheet that was formulated during the November 13t'meeting. Attachment 3 is a summary of the City's Lodging Tax Fund budget by allocation for the years 2017 through 2021. December 1, 2020 1 - 13 Funding Overview: In accordance with the Revised Code of Washington, the Lodging Tax Advisory Committee must provide recommendations to City Council for the use of Lodging Tax funds. The estimated 2020 revenue the City anticipates from lodging tax is $455,550. Attached: 1. Council Resolution 11-18 2. 2021 Lodging Tax Advisory Committee Recommended Budget Worksheet 3. Summary of Lodging Tax Budget by Allocation 2017-21 December 1, 2020 1 - 14 Attachment 1 le RESOLUTION NO. 1 A RESOLUTION of the City of Port Angeles, Washington, adopting :f policies to ensure a balanced approach to funding promotions, events, operations and capital investments from the City's Lodging Tax Fund. WHEREAS, on July 18, 2018, City Council conducted a work session to discuss lodging tax fund distributions, reserves for capital projects, and event grant awards; and � k WHEREAS, City Council agreed that no less than 25% of annual lodging tax G expenditures should be dedicated to tourism-related capital projects, and in addition, no less than 5% dedicated to capital reserves; and WHEREAS, it was agreed that in allocating lodging tax funds for event grants, priority should be given to events held between mid-October and mid-May; and WHEREAS, the City should include in event grants sufficient funds for City right-of-way permits, traffic control, and utility expenses associated with events receiving awards; and (E i WHEREAS, the City should ensure efficient and timely execution of tourism-related contracts; and E WHEREAS, the policies adopted in this Resolution enable the City to achieve a balanced and sustainable approach to promoting our local tourism economy. I NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PORT ANGELES E DO HEREBY ORDAIN as follows: I De ember 1, 2020 1 - 15 Attachment 1 t= Section 1 - Policies. The City Council approves and adopts the following policies regarding the application and budgeting of lodging tax funds. K: Guided Policy: The allocation and administration of lodging tax funds shall be the following: I 1. Allocate no less than 25% of annual lodging tax receipts to capital projects, and in addition, no less than 5% to capital reserves. If in any year, the amount of lodging tax fund distributed to capital projects is less than the 25%, the difference shall be set aside for capital projects through reserves. 2. In determining the recipients and amounts of event grants, priority shall be given to events held Mid-October through Mid-May. The Lodging Tax Committee is expected to consider this timeframe relative to the percentage of grants awarded and dollars received. 3. For events receiving grants of lodging tax funds, in addition to the funds awarded to support the event, additional funds shall be allocated for City right-of-way, traffic control, and utility expenses in conjunction with events receiving awards. 4. To expedite the efficient and timely execution of lodging tax allocations, the City Manager is hereby authorized, and the right is hereby delegated to the City Manager, to execute contracts and agreements. PASSED by the City Council of the City of Port Angeles at a regular meeting of said Council held on the day of l-u_S , 2018. Sissi Bruch, Mayor ATT ST: Kari Martinez-Bailey, Ci r APPR D AS TO,F�RM- Wdliam"E. Bloor, City Attorney 1� I i -2- i E D ember 1, 2020 1 - 16 1 1 n E O O O �pl 4+5 O 4f5 4l5 h7" a m rn b Ci u c u c N E E J E J E CO CO u u N N a o° o O a z a uq a CL O. 7 ri'. y L y L N'.N :il5' xi s^I LO a u a u N G m O [O O 0 Qj i Q O i57 cY F [3 41 A N r1l O 05' i00 1-4 5 >, y lOp 0 U eln" m 'S cu -aC cr h N L cr O ry . N cn a O c O z ¢ z in in, n vs vx arc vx O o - \ 4n un 5 . ai � N pq w m r' ri'x-a 4`i I1Y' a + NbD v .ux uc 76 c + e m CL 'cz o u`r a >; CL `a c U ?' sz. U ?"m 0 0 cY N o � '� O o - t 4 O m N Q u Q u O a a o [fic�t eai U c LR ck OC � CL o M, 'm 0 N o Nu „ N c ++ o °1 .�, to MFY ifs UY',.Vf e, O O O O O O 4> O vi O O vi O[0 CY" 0 C3 0 C3 Cl Cf, a r o o rn o 0 o w o 0 0 0 rn C5 ai u3 o o m o 0 o c o 0 0 0 mica es us ",v c� un ca u5 N c Nn 4fY O O Lff Ifi O N W' O N lD tf1 .-I si x^I h+ IX1"s^I 43Y N {I'L N O C y I.ff ON m m '7 N V cn N s4 "v^Y �-f M U CL o CO � o O N n n v� v� v�ur .n +x uc ur v vxa� arcrx ur ur .n a Q Q Q `� 00 uri ur o uri x ri vi i ar'kri '� c3 [7 Gn t Cof N O m 17 m N oa u5"rl N 4`x m rfi r4.0)N � ~ m CC bD 1 m h 'fk?,Q r-I' rd d' I,rY W (1r _ m b O N C Q +tea Ami Y N ate.. ate.. C Cf' "M' a N N S5 ate+ 4F" Jk #+ +M J al 4) Q a! v U v 0- E E > a "-- U a � 0) Y u u u U r-I o > > s co a 9 _ m a ey NO > o 0 N E E umi m "-' m + m; fn sp tS* z u ho ao a Y °° °° a t _ u co Sao N m ',. C .° ,°' Q O E qp J Q LL 3 a. u 0 0 v �- E v E E o U m a° u° lm am s v m c > `" O u = a u` 4 n E ar o 0. x � w � 0 N O N d a E u n u 0 M O p ,. lok Op O o c-I r^l i C.1"b co Ln p N '4 N nt T^ c � NO Ql C ` O cC7 LO rq U O c N Vj- </} Vjj.,46 i/5 V)- Q O O 0 "t 110 O o o t m ko N- ro O O Ln C7 c/s N. p cn M to 0 C}Y CK� cn N cH N N c*i ui .,Z c r, � O NO N cn t cffd w .o NO OT-74 vi- � /).'_ O o cars hl OC1 w o o cam' c`�' OIR .-+ o m c� +, m rn n o m to 00 N rm N Q c O C N �C� o m O 41 CU � � L >' O f l*ti C1 0 Ln a o gocam' c c .t -� O W '0 0 00 >' 00 O cNrS € oo O C7 Ct C� G .� n X u ++ fC o Vj-'V). VJI., V' u Q N � M � Q o £ O r- 00 �a + w L.0 O N N "1 9r-4 00 `" N � N O N 4/L i/1 N � Y , r � n U ~ $ L nog„r1��il��fJJJ„„�;l11%lr„ POR-T-ANGELES CITY COUNCIL WASH I N G T' O N , U .S, MEMO Date: December 1, 2020 To: City Council From: Thomas Hunter,Director ofPublic Works & Utilities, Subject: Laurel Street Substation Load Tap Changer Replacement—Contract Award Summary: The City relies on seven electric utility substations to distribute power, five of which have equipment nearing or at the end of its useful life. Based on age and recent inspections, Laurel Street Substation is the highest priority for City substation upgrades. The City solicited bids for upgrades to the Laurel Street Substation Load Tap Changer(LTC). One bid was received on October 29, 2020. Reinhausen Manufacturing Inc of Humboldt, Tennessee was determined the lowest responsive and responsible bidder at$173,978.82 including taxes. Funding: Funding of$200,000 was identified for replacement of the Laurel Street Substation LTC in the Electric Utility Capital budget(451-7188-594-6510),project CL0220. Due to the expected delivery date of Spring, 2021 the budget for this project has been carried from the 2020 Budget into the 2021 Budget currently being considered by City Council. Recommendation:Approve and award a contract with Reinhausen Manufacturing Inc of Humboldt, Tennessee for the Laurel Street Substation LTC replacement in an amount not to exceed, $173,978.82, including taxes, and authorize the City Manager to execute a contract with Reinhausen Manufacturing Inc and to make minor modifications as necessary. Background / Analysis: Seven substations distribute power throughout the City, five of which have equipment nearing or at the end of its useful life. Based on age, electrical reliability, criticality and periodic inspection results,Laurel Street was identified in need of infrastructure upgrades. This is one of two contracts used to support the Laurel Street Substation infrastructure upgrades. • On January 21,2020, City Council approved a switchgear upgrade for the Substation. COVID-19 caused manufacturing and product delivery delays, and the project is now on track for equipment delivery and install in spring 2021. • With this contract,the Load Tap Changer(LTC)will be replaced along with adjustments and structural modifications. The LTC is responsible for regulating the voltage to the customers served by the substation. The current LTC was installed in 1979 and more than 300,000 operations, above the normal limit for the life of an average LTC. The existing equipment uses an oil immersion technology,however,the new LTC will use an improved vacuum technology that significantly extends the life and lowers necessary maintenance. The substation will be retrofitted to accommodate the new technology,including new enclosures, apparatus,wiring and controls. • The LTC upgrade combined with the switchgear replacement project is intended to greatly extend the reliability of the Laurel Street Substation. One bid was received on October 29, 2020. Reinhausen Manufacturing Inc of Humboldt, Tennessee is the lowest responsible bidder with a total bid amount of$173,978.82 with taxes. The bids are summarized in the following table. December 1, 2020 1 - 1 Contractor Name Bid Amount Reinhausen Manufacturing Inc of Humboldt, TN $173,978.82 Govt. Estimate $165,000.00 Funding Overview: Funding of$200,000 was identified for replacement of the Laurel Street Substation LTC in the Electric Utility Capital budget(451-7188-594-6510),project CL0220. Due to the expected delivery date of Spring, 2021 the budget for this project has been carried from the 2020 Budget into the 2021 Budget currently being considered by City Council. December 1, 2020 J - 2 PQR-TANGELES CITY COUNCIL �111" Yrrrrrrrrr� 4 WASH I N G T O N , U . S . MEMO Date: December 1, 2020 To: City Council From: Thomas Hunter,Director ofPublic Works & Utilities William E. Bloor, City Attorney Subject: Waste Connections Foster Garvey Engagement Agreement Increase Summary: In March 2020, the City Manager approved an engagement letter with Foster Garvey for legal representation of the City in defense of several claims made by the City's solid waste contractor, Waste Connections of Washington, Inc. The engagement letter set an initial not-to-exceed amount of$24,900. The claims have not been resolved, and staff recommends the engagement letter be amended to set a not- to-exceed amount of$64,900. Funding: 41 Quarter Supplemental Budget Request Approved $40,000 from the Transfer Station Reserves Account 404.7438.537.41-50. Recommendation: 1) Authorize additional expenditures of $40,000, as provided in the 4' Quarter Supplemental Budget Request,for the defense of claims asserted against the City by Waste Connection; and 2) Authorize and approve the City Manager to amend the engagement letter with Foster Garvey to a not-to-exceed amount of$64,900. Background / Analysis: Waste Connections of Washington, Inc., entered into a contract with the City in 2005 to construct,and then to operate,the solid waste transfer station. In the contract Waste Connections also agreed to perform all the ancillary functions commonly associated with the operation and maintenance of a solid waste facility, such as the transportation and disposal of waste at an approved landfill,recycling, handling moderate risk waste, and operation of remote collection sites, such as the Blue Mountain transfer location. The contract is set to run through 2026. Early in 2017, Waste Connections began asserting a variety of claims against the City. In essence, the claims alleged that,under its contract,Waste Connections was entitled to additional compensation from the City. The City agreed with some claims but disputed many of them. Those disputes have continued to this date. The amount in dispute exceeds$4M,which amount would require a significant increase in solid waste utility rates. On March 3, 2020, the City entered into an engagement agreement with Foster Garvey in the amount of $24,900. Foster Garvey is a law firm with knowledge and expertise in legal issues relating to solid waste contracting, industry practices, and dispute resolution alternatives. The agreement provided the City with representation in negotiations and mediation of a contract dispute with Waste Connections. In addition,in December 1, 2020 J - 3 June 2020, Waste Connections filed a lawsuit against the City in Clallam County Superior Court. The lawsuit is based on the same claims as those presented in the mediation. The City will need additional funds to cover the costs of both mediation and litigation. There are funds available in the transfer station reserve account and a supplemental budget request has been submitted for the transfer of$40,000 to cover the litigation costs. Funding: 41 Quarter Supplemental Budget Request Approved$40,000 from the Transfer Station Reserves Account 404.7438.537.41-50. December 1, 2020 J - 4 CITY COUNCIL uGa�t..W Yrrr r °'''' P Q R TANGELES WASH I N G 7 ® N , U.S, MEMO Date: December 1, 2020 To: City Council From: Nathan A.West City Manager William E. Bloor, City Attorney Subject: Harbor cleanup process—Work Order No. 4 to the Environmental Services Agreement Summary: In 2013, the City entered into a Participation Agreement with other Potentially Liable Parties (PLPs) to jointly prepare a Remedial Investigation/Feasibility Study (RUFS) as the first step in a cleanup of the harbor. The group then entered into the Environmental Services Agreement, which secured the services of technical consultants who would do the technical and scientific work to prepare the RI/FS. In the ESA, the work necessary to prepare a final RI/FS was divided into three separate Work Orders. The RI /FS now is complete and has been approved by Department of Ecology. The next step in the harbor cleanup process is preparation of a draft Cleanup Action Plan (dCAP). On November 4, 2020 Council approved an amendment to the Participation Agreement that extends the Agreement to include preparation of a dCAP. Tonight,the Council is being asked to approve an additional work order,Work order No.4,to the ESA,which will direct the technical consultants to do the additional work necessary to produce a dCAP. Funding:The City's share of the estimated cost of Work Order No.4 is$16,079. The 2020 budget already provides sufficient funds for this payment. As has been true in the past, a large portion of the City's share will be reimbursed by insurance coverage. Recommendation: 1. Approve Work Order No. 4 expanding the work and budget of the Environmental Services Agreement, 2. Authorize payment of the City's share of Work Order No. 4, and 3. Authorize the City Manager to execute documents necessary and appropriate to implement Work Order No. 4 and to make minor modifications to those documents as necessary. Background / Analysis: In 2012, the Department of Ecology (DOE) asserted the City, together with several other entities— the Port, Nippon, Merrill & Ring, and Georgia Pacific — are potentially liable for some portion of the contaminants in the harbor. In response to that action, in 2013 the City and the other entities, collectively the potentially liable parties (PLPs), joined together to share costs and jointly commence a process to clean up the harbor in accord with and subject to state law. The PLPs then negotiated an Agreed Order (AO), which legally obligated the PLPs to complete a Remedial Investigation/Feasibility Study (RUFS),which is the first step in the cleanup process. The group also entered into an Environmental Services Agreement(ESA), which secured the services of technical consultants. In the ESA, the PLPs employed the scientific and technical experts who would perform most of the work needed to prepare a RI/FS. The work necessary to prepare a RI/FS covered a range of technical efforts; and also helped the PLPs better track the work being done. December 1, 2020 J - 5 The efforts were separated into 3 work orders. Work Order No. 1 provided for collection of data. Work Order No. 2 directed and authorized the technical consultants to apply the data collected during Work Order No. 1 and from it prepare a draft RUFS. Work Order No. 3 directed and authorized the technical consultants to make changes based on comments collected from DOE and the public and prepare a final a draft RUFS. Those work orders are now complete. The RI/FS is final,and it has been approved by DOE. The next step in the harbor cleanup process is preparation of a draft Cleanup Action Plan(dCAP). On November 4,2020 Council authorized the City Manager to execute on behalf of the City an amendment to the PLP Participation Agreement and an Amendment to the Agreed Order with DOE that obligates the City, and other PLPs, to prepare a draft dCAP for the WPAH site. The purpose of the amendment is to extend the terms and conditions of the ESA and to add the work necessary to produce a dCAP. Preparation of the dCAP,while critical to the harbor cleanup,is a modest undertaking in comparison to the production of the RUFS. Work Order No. 4 contemplates that our consultants will deliver a first draft of the dCAP to DOE in 120 days after the amendment to the Agreed Order is fully signed. Funding:The City's share of the estimated cost of Work Order No.4 is $16,079. The 2020 budget already provides sufficient funds for this payment. As has been true in the past, a large portion of the City's share will be reimbursed by insurance coverage. December 1, 2020 J - 6 PUBLIC WORKS CONTRACT STATUS REPORT October 2020/November 2020 (COSTS SHORFN INCLUDE APPLICABLE TAXES) ACTIVE CONSTRUCTION CONTRACTS AWARDED BY CITY COUNCIL EXCEEDING $35,000 ORIGINAL ORIGINAL PRIOR OCT.TO NOV. CONTRACT PROJECT TITLE BUDGET CONTRACT CHANGE CHANGE + (Construction) AMOUNT ORDERS ORDERS REVISED AMOUNTS CON-2020-36 F(CL0716) Street $500 000 $283 353.28 Substation Switch ear $0.00 $0.00 $283 353.28 CON-2019-32(CL0916) Laurel Substation Electrical $500,000 $278,054.60 $0.00 $0.00 $278,054.60 Switch ear Upgrades WW-03-03 Pump Station 3 $1,309,622 $564,454.40 $0.00 $30,080.73 $594,535.13 Replacement CON-2020-45 Hypochlorite $151 103.86 $151 103.86 Generation System $0.00 $0.00 $151 103.86 CON-2020-20 2020 Pole Testing $50,000 $50,000 $0.00 $0.00 $50,000 CON-2020-19 2020 Power Line $125 000 $125 000 $0.00 $0.00 $125 000 Tree Trimming CON-2020-24(CL0319)2020 $250 000 $113 152 Underground Cable Replacement $0.00 $0.00 $113 152 PURCHASE ORDER CONTRACTS$7,500-$25,000 AND LIMITED PUBLIC WORKS PROCESS OR SMALL WORKS ROSTERCONTRACTS UNDER$25,0 00 AWARDED SINCE LAST COUNCIL REPORT (QUOTATIONS AVAILABLE FOR INSPECTION AT CONTRACT SPECIALIST'S OFFICE) CONTRACTOR CONTRACT/ DESCRIPTION DATE AWARDED AMOUNT OR VENDOR PO # *Precision Concrete CON-2020-52 Sidewalk Trip Hazard October 1, 2020 $12,000 Cutting Removal *Prestige Worldwide CON-2020-37 Cla-Val Valves October 8,2020 $20,000 Technologies Maintenance *Triverus Cleaning& SVC-2020-53 Previous Surface Cleaning October 13,2020 $151000 Environmental Solutions, and Evaluation LLC *Utility Service SVC-2020-38 Leak Detection Survey October 13,2020 $7,500 Associates *Simmons & Sons CON-2020-60 20-Inch Water Main Repair October22, 2020 $24,500 Contractin Inc CraigAve *Norton Corrosion SVC-2020-57 Elwha CPS &WUGA October 23,2020 $3,011 Limited Water Line Corrosion Inspection *Limited Public Works Process December 1, 2020 L - 1 CITY COUNCIL uGa�t..W Yrrr r °'''' P Q R TANGELES WASH I N G 7 ® N , U.S, MEMO Date: December 1, 2020 To: City Council From: Allyson Brekke,Director of Community and Economic Development Thomas Hunter,Director of Public Works and Utilities Subject: Intent to Apply to 2020 Federal Lands Access Program Grant Application for Phase 2 of the Race Street Complete Street Design and Construction Transportation Capital Facilities Plan (Project No. TR0209) Summary: The City is applying for Federal Lands Access Program (FLAP)grant funding on December 4, 2020 in support of Phase 2 construction of the Race Street Complete Street Capital Facilities Plan Project(No. TR0209). The City is requesting a grant amount of$2,000,000. Current construction estimates place the total cost of construction and construction administration for the project at $3,400,000. The grant funding would support construction in 2023-24. The project is currently included in the City's 2020-25 Capital Facilities Plan as unfunded. Funding: The grant funding requires a 13.5% local(City) match of the total grant award, or$270,000. The City has proposed 50%of the total required local match to be covered by Washington State Department of Transportation (WSDOT) toll credits (as permitted by the grant program): Grant Amount Required City Match Proposed WSDOT Toll Credits Match Waiver 2020 FLAP $2,000,000 $135,000 $135,000 Recommendation: Information only.No action needed. Background / Analysis: The City is applying for Federal Lands Access Program grant funding on December 4, 2020 in support of Phase 2 construction of the Race Street Complete Street Capital Facilities Plan Project(No. TR0209). The City is requesting a grant amount of$2,000,000. Current construction estimates (at 60% design)place the total cost of construction and construction administration for the project at$3,400,000,with the understanding that this amount will likely increase. The grant funding would support construction in 2023-24. The project is currently included in the City's 2020-25 Capital Facilities Plan as unfunded. Phase 1 of the project began as an unfunded CFP Parking Lot project from 2009-15. Staff saw an opportunity with a new Federal Highway Administration program, FLAP, for Race Street due to its connection to the Olympic National Park Visitor and Backcountry Information Center.Using 10% design documents created during the City's Waterfront Transportation Improvement Project,which included an extensive design effort of the Downtown Waterfront Park, a Unified Wayfinding Signage Plan, and Race Street, Staff was able to leverage $400,000 of FLAP funding to begin design of the project using $63,800 from the General Fund and Real Estate Excise Tax(REST-1)in 2015. As with all Federal Government grants, the Federal Highway Administration requires a 13.5% local match. A unique feature of FLAP is the option to utilize WSDOT toll credits as partial or full coverage of the required match. The City has proposed for 50%of the 13.5% required City match, or 6.75%, to be covered by these credits. Therefore, a City match in the amount of$135,000.00 is required to be certified at time of grant acceptance., the Western Federal Lands (WFL) Division of the Federal Highway Administration(FHWA)is considering an increase of the toll credits portion for required local matches due to the current COVID-19 emergency. December 1, 2020 L - 2 The Race Street Complete Street project goes beyond the minimum requirements necessary to be considered acceptable by local, state, and federal design standards. These standards include the City's Urban Service Standards and Guidelines and more wholistic standards such as the Americans with Disabilities Act that are set at a Federal level. This type of transportation project is anticipated to have a great deal of lasting value for the Port Angeles Community;it will serve as a public space that provides a sense of place and identity for the community and make Port Angeles an attractive, equitable, and livable place. But,because the project goes beyond the minimum design requirements,it needs to be supported by a creative combination of funding from grants and from County, State, and Federal programs. Funding Overview: At this time,Phase 2 construction of the Race Street Complete Street project is included in the City's 2020-25 Capital Facilities Plan as unfunded. City Staff is outlining a creative approach in funding to support the project. Staff's expectation is for a 2022 Recreation Conservation Office (RCO) "Western Washington Recreation Program -Trails"grant to assist in covering the required 13.5% local match for a second FLAP grant and other federal funds. Without RCO grant funding,Phase 1 of the Race Street project would not have been feasible. City Staff will continue to seek funding opportunities to support Phase 2 construction. If the City is awarded a FLAP grant, Staff will come to Council for certification of a local match(details to be determined). This may require an amendment to the City's Capital Facilities Plan depending on the timing of a grant award and the 2021-26 Capital Facilities Plan approval process. Without the obligation of City funds to cover grant program's local match requirements, the Race Street Complete Street project cannot be completed. The grand funding requires a 13.5% City match of the grant award, or$270,000.00. The City has proposed 50% of the total required match to be covered by WSDOT toll credits (as permitted by the grant program): Grant Amount Required City Match Proposed WSDOT Toll Credits Match Waiver 2020 FLAP (Cl) $2,000,000 $135,000 $135,000 December 1, 2020 L - 3