HomeMy WebLinkAboutPC Agenda Packet 2020-07-22
AGENDA
PLANNING COMMISSION
Virtual Meeting: Click Here for Meeting Space
321 East Fifth Street
July 22, 2020
6:00 p.m.
I. CALL TO ORDER
II. ROLL CALL
III. PUBLIC COMMENT
IV. APPROVAL OF MINUTES
Minutes of March 11, 2020
V. ACTION/DISCUSSION ITEMS
1. Action: Façade Grant No. 20 -01
Van Dyke Hardwood, 821 East 1st Street
2. Action: Election of Chair and Vice-Chair
3. Work Session: Public Official Ethics, Open Public Meetings Act and Public Records Act
Training
VI. STAFF UPDATES
VII. REPORTS OF COMMISSION MEMBERS
VIII. ADJOURNMENT
MINUTES PLANNING COMMISSION
City Council Chambers
Port Angeles, Washington 98362
March 11, 2020 6:00 p.m.
REGULAR MEETING
PLEDGE OF ALLEGIANCE
Chair Stanley opened the regular meeting at 6:00 p.m.
ROLL CALL
Commissioners Present: Mel Messineo, Benjamin Stanley (Chair), Andrew Schwab
(Vice-Chair), Amy Powell
City Staff Present: Allyson Brekke (Director)
Emma Bolin (Manager)
Ben Braudrick (Associate Planner)
PUBLIC COMMENT:
Ed Chadd, City Resident
Supported the Planning Commission dissolving the Climate Action Subcommittee.
Chair Stanley closed public comments
APPROVAL OF MINUTES:
Commissioner Schwab moved to accept the minutes from the February 12, 2020 meeting.
Commissioner Messineo seconded, all were in approval
ACTION ITEMS
1. Recognition of Pamela Hastings and Duane Morris for Planning Commission Service
Manager Bolin read letters from the Mayor thanking Commissioners Hasting and Morris for
their service to the Planning Commission and Community.
2. Staff recap on City Council 2/18 motions made regarding climate change
Manager Bolin provided a recap of the motions made by City Council regarding climate action on
February 18 and the City Manager’s state of the City as it related to climate action. Chair Stanley
asked about electric vehicle charging stations.
3. Action: Planning Commission Subcommittee recommendation to dissolve and move to broader
Planning Commission.
Chair Stanley introduced the action item with a recap of the Subcommittee’s work and reason for
recommendation. Commissioner Messineo provided further insight.
Commissioner Messineo made a motion to dissolve the Climate Action Committee and
incorporate its work back into the Planning Commission. Commissioner Schwab seconded the
motion, all were in favor.
4. Action: Re-adoption of Climate Action Workplan
July 22, 2020 Planning Commission Meeting Pg. 1
Planning Commission Minutes
March 11, 2020
Page 2
Manager Bolin explained to the Commission that at the previous meeting on February 12th the
doors had accidently been locked prior to the end of the meeting. This means that the previous
action to adopt the Climate Action Subcommittee workplan was invalid. She recognized that many
changes concerning climate action had occurred since that meeting, but that the workplan can still
be presented to a future potential consultant.
Commissioner Messineo made a motion to accept the workplan. Commissioner Schwab
seconded; all were in favor.
PRESENTATION
Chair Stanley introduced presenter Cindy Jayne, chair of the Jefferson County 20/20
Climate Action Committee. Chair Jayne provided a presentation on the joint Jefferson
County/Port Townsend Greenhouse Gas Studies of 2005 and 2018.
Commissioners asked questions about the study and partnership between Jefferson County
and Port Townsend.
Chair Stanley opened a second public comment period in order for the public to ask
questions of Chair Jayne.
S TAFF UPDATES
Manager Bolin informed the Commission that the presentation slides and documents reference in
Chair Jayne’s presentation would be provided in an updated meeting agenda packet. Previous
issues with the accessibility of meeting documents and recordings had also been ameliorated by
placing them directly in the Climate Action webpage and the Meetings and Agendas page of the
website.
The City Council passed a motion to hold a joint City Council/Planning Commission meeting prior
to July.
The rescheduled Jurassic Parliament training has been scheduled for May 12th. The regular meeting
prior will be moved to that date in order for all Commission members the ability to attend.
The Planning Commission still has 3 positions open, and Manager Bolin informed the audience
that applications were still being accepted. Elections will be held at the next
She asked for flexibility amidst the COVID19 pandemic due to additional meeting requirements.
Please communicate with stay if you are sick. Meetings may need to be cancelled.
An outreach meeting for FEMA flood mapping will occur on April 27th with Clallam County, Port
Angeles, and Sequim.
Planner Braudrick updated the Commission on the Climate Action forum held by the Peninsula
Section of the American Planning Association and a training he recently attended on Participatory
Leadership.
Director Brekke informed the Commission the City’s leadership team had put together an
interview panel to review responses for the City’s upcoming code audit and revisions. The RFQ is
in process to review assist in the revisions to the Shoreline Master Program.
Commissioner Messineo asked about the consultant RFQ process. Commissioner Schwab asked
about the agenda for the Joint Meeting and clarification on how the Commission should be
communicating with staff.
REPORTS OF COMMISSION MEMBERS
Commissioner Messineo updated and asked for more volunteers for the FEWsion process.
July 22, 2020 Planning Commission Meeting Pg. 2
Planning Commission Minutes
March 11, 2020
Page 3
Chair Stanley voiced his personal interest in reaching out to ICLEI for training. He plans to reach
out to County Commissioner Mark Ozias concerning the proposed greenhouse gas inventory.
Director Brekke asked Chair Stanley to think about his role as a Commissioner in meeting with
county leadership. He is interested in personally moving forward with mapping all the trail systems
in the county. Director Brekke informed the Chair of the City’s participation in the Green Links
program.
ADJOURNMENT
The meeting adjourned at 7:42 p.m.
Ben Braudrick, Secretary Ben Stanley, Chair
PREPARED BY: Ben Braudrick, Secretary
July 22, 2020 Planning Commission Meeting Pg. 3
TO: Planning Commission
FROM: Ben Braudrick, Associate Planner
MEETING DATE: July 22, 2020
RE: Façade Grant Application for Van Dyke Hardwood Floors (Grant No.20-01)
APPLICANT: Randy Can Dyke, 9618 SW Orchard, Seattle, WA 98126
OWNER: Same as Applicant
LOCATION: 821 East 1st Street, Port Angeles, WA 98362
RECOMMENDATION: Staff recommends the facade grant award amount of $10,629.26 toward
the demolition and reconstruction of the entire street facing façade, including: removing and
replacing the siding and trim, rebuilding posts, installing metal siding on awning, replacing
electrical and lighting features and a picture window and repainting the building located at 821
East 1st Street (Grant No. 20-01).
PROJECT SUMMARY
Van Dyke Hardwood floors is requesting funding for the demolition and reconstruction of the
entire street facing façade, including: removing and replacing the siding and trim, rebuilding
posts, installing metal siding on awning, replacing electrical and lighting features and a picture
window and repainting the building located at 821 East 1st Street (Grant No. 20-01). The
applicant is requesting these funds as part of a larger effort to renovate the building in order to
accommodate a hardwood flooring business with associated retail and office space. A more in-
depth description of the proposed work and its intended outcome can be found in “Attachment
A” to this document. The desired end result of this proposal is to have an attractive entrance
that meets all needs of the proposed business.
STAFF ANALYSIS
The Community Façade and Sign Improvement Program was authorized by the City Council
through the passing of ordinance #3476. This authorization is represented in Chapter 2.80 of the
Port Angeles Municipal Code. The Program provides a grant for funding of façade improvements
that will enhance the physical appearance, accessibility, and overall value of individual buildings
as well as the surrounding downtown area. In evaluating proposals for funding, Staff reviewed
the “Evaluation criteria and prioritization” of Section 2.80.110:
1. Private contribution over and above the required match;
July 22, 2020 Planning Commission Meeting Pg. 4
Van Dyke Hardwood Floors at 821 East Front Street, No. 20-01
July 22, 2020
Page 2
Staff Analysis: Per the submitted budget, the applicant is providing the required 50 percent
match. The project is located in the designated redevelopment area along 1st Street between
Laurel and Race Streets. The redevelopment area allows the applicant to request above the
$10,000 maximum grant amount. The applicant is ready to begin work during as soon as the
grant approval process is complete.
2. Present condition of existing façade:
Staff Analysis: As seen in Figure 1, the existing façade is in a state of relative disrepair. The façade
itself was part of a retail and office space, and the western façade is entirely visible due to the
location of a used car sales lot adjacent to the west.
3. The building’s overall public visibility;
Staff Analysis: The building is highly visible along the first street corridor. The current state of the
structures from 821 -833 East 1st Street are all similar. The proposed remodel will provide
increased visibility for the business.
4. Expected increase in assessed value of improvement;
Staff Analysis: The applicants stated in the application that this structure has never undergone a
significant remodel to the interior or exterior. Both interior and exterior remodels are proposed,
and an increase in assessed value of the improvement is expected. The exterior improvements are
the subject of this recommendation and the interior improvements will not be financed with the
façade grant.
Figure 1: Current Structure–South Elevation
July 22, 2020 Planning Commission Meeting Pg. 5
Van Dyke Hardwood Floors at 821 East Front Street, No. 20-01
July 22, 2020
Page 3
5. Historic Preservation;
Staff Analysis: City records for the structure date back to 1976. It is likely that the building
predates historic designation requirements. Many changes have been made to the structure over
that period of time that may disqualify it from state and national historic designation.
6. Context in the block or neighborhood;
Staff Analysis: The structure is the first of three consecutive structures on the eastern portion of
the block.
7. Benefit partner projects on same block;
Figure 2: Proposed Changes–South Elevation
Figure 3: Proposed Changes–West Elevation
July 22, 2020 Planning Commission Meeting Pg. 6
Van Dyke Hardwood Floors at 821 East Front Street, No. 20-01
July 22, 2020
Page 4
Staff Analysis: There have not been any recent façade grants awarded on this section of the 1st
Street corridor and there are no other applications competing for fund resources at this time so
prioritization for benefit partner projects on the same block is not applicable.
FINDINGS, CONDITIONS & CONCLUSIONS
Staff determines the following findings based on Staff’s review of the Program’s criteria:
Findings
1. The Façade Grant (Application No. 20-01) was submitted by Randy VanDyke to the
Department of Community and Economic Development on February 24, 2020.
2. The location of the work proposed is 821 East 1st Street.
3. The project site is located within the CA, Commercial Arterial zone and a “redevelopment
area,” which allows funding contributions to be increased on a per parcel basis.
4. The grant request includes a comprehensive remodel of the facade, including:
a. Replacement of window
b. New framing and replacement of all siding
c. New accent lighting
d. Repainting
5. The application was reviewed by Planning Division Staff under the Façade and Sign Grant
Program criteria, as included in Chapter 2.80 of the Port Angeles Municipal Code.
6. The applicant is requesting $10,629.26 toward façade improvements valued no more
than $21,258.51.
7. The request will be heard by the Planning Commission at the regularly scheduled meeting
July 22, 2020.
Conclusions
Based on the findings above, staff makes the following conclusions:
1. Grant Application No. 20-01 requests funding for façade improvements that will enhance
the physical appearance and overall value of the 1st Street redevelopment corridor.
2. Grant Application No. 20-01 is found to meet the grant program’s criteria as included in
Section 2.80.110 of the Port Angeles Municipal Code.
3. Therefore, staff recommends the Planning Commission recommend approval of the grant
proposal with conditions of approval that outlines the requirements of the final award of
funding.
Conditions
Based on Staff’s finding and conclusions, the following conditions are placed on this grant
application approval:
1. Upon the date of the Planning Commission’s approval, the applicant may proceed with
the expenditures detailed in the application.
July 22, 2020 Planning Commission Meeting Pg. 7
Van Dyke Hardwood Floors at 821 East Front Street, No. 20-01
July 22, 2020
Page 5
2. The applicant shall sign a grant contract with the City of Port Angeles for the
reimbursement of a maximum amount of $10,629.26 for façade improvements due to its
location in the 1st Street Redevelopment Corridor. The applicant will be given 180 days to
request reimbursement of expenditures associated with the approved grant proposal as
calculated after the date of Planning Commission action. If progress on the project can be
demonstrated, the applicant may request one 180-day extension of the contract.
3. The applicant shall submit invoices for total reimbursement with a coversheet detailing
each invoice number, amount, and type of payment and not exceeding the awarded
grant amount. Reimbursement by the City will occur within 30 days of submission.
4. Prior to reimbursement, the property must be available to staff for a site visit on the
property confirming the work was done according to the approved grant application.
5. A building permit shall be required and submitted to the Department of Community &
Economic Development for any and all construction work.
6. Any labor performed in association with the grant proposal over $2,000.00 must meet
federal prevailing wage standards.
ATTACHMENTS
A. Application materials
B. Draft Contract
July 22, 2020 Planning Commission Meeting Pg. 8
FSG FSG u- 0(
FACADE AND SIGN GRANT APPLICATION
Department of Community & Economic Development
321 E.5th Street, Port Angeles, WA 98362
360.417.4750 | www.cityof pa.us I ced@cityofpa.us
APPLICANT AND PROPERTY OWNER lNFORMATION
Applicant Name
Contact Name (or SAME)
Mailing Address: 82f E ár",t 5f
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Mailing Address:
96fia SU tl rchq
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Contact Phone Number: ,?¿io- 912- ,l¿lnò Email
Prope
Prope
rty Owner Name
É
rty Owner Phone Numøer: )ð6 - ?f - ¿//.,?3 -qþ,r
îbU ^'t 11 - 2tÒZ -T<Yf| 'f<¡vw#S -'¿ i*to , t' tt}.. ?4 lLþ
l, the Contact, have read the Facade and Sign Grant lnformation and Award Cover Sheet Handout and
understand both the grant award process and required application materials for submission approval.
BUSINESS INFORMATION
Business Name Business Add 9r
Business Type/Description
PROJECT INFORMATION
lmprovement Type
F Facade Grant\É Sign Grant
Start
End Date .¿-ll*vÐ
Project cost: ')Å,25í. Ç(
application
Applicant's
Applicant
Property Owner's Signatu
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Total Funding requested:Í toÀ
Brief Project Description
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(Facade: nót to exceed 10k and Sign: not to exceeO tt<¡
The owner(s) of the above property is fully aware and agree to all proposed improvements described in grant
by property owner(s)
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PROPERW OWNER CONSENT (rF NOT THE AppLtCANT)
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changes to project proposal approved
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4
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 9
CITY OF PORT ANGELES
321 EAST 5TH STREET
PORTANGELES,WA 98362
J az1 EAST FIRST sTREET
fr
CITY OF PORT ANGELES . FACADE GRANT
TIAR fD
FL(O(ORS
DATE PREPARED BY
360-91 2-300003/03/2020 Randy & JenniferVan Dyke VanDykeFloors6gmail.com
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 10
TABLE OF CONTENTS
TABLE OF
CONTENTS
01, INTRODUCTION
02. ABOUTUS
03. 821 EASTFIRSTSTREET
04 HISTORY OF LOCATION
05. PLANS FOR LOCATION
Oó. PROJECTEDTIMELINE
07. B|DS
4
5
6
7
I
9
| 821 EAST FIRST sTREET
10
Project Proposal for the City of Port Angeles 3
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 11
I
I
INTR
INTRODUCTION
RANDY VAN DYKE
Randy has worked as a hardwood floor
contractor for the pas| 22 years. The next
step forward is opening a store front that
will share his talent, expertise and love of
h is craft.
RandyVan Dyke was born and raised in a small Dutch
community outside Bozeman, Montana. He married 27 years
ago and has 5 children. Randy has worked as a hard wood floor
contractor for 22 of those years.
The last 1 t have been in Port Angeles after relocating from
Montana. Randy fell in love with working in wood floors after
leaving his position for ten years as a retail store manager.
Before his retail career, he attended Dordt College in lowa and
graduated with a Bachelor of arts in business.
With all of his experience combined, the next step forward is
opening a store front that will share his talent, expertise and
love of his craft.
4 VAN DYKE HARDWOOD FLOORS
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 12
ABOUT US
VAN DYKE HARDWOOD FLOORS
Van Dyke Hardwood Floors restores the history of older homes with wood floors in lieu of
replacing with surfaces that may not be environmentally friendly. He stays up-to-date on the latest
technology to bring the those advancements to his customers. He uses the latest green guard
finishes as well as dustless containment.
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FLO(oRS
Project Proposal for the City of Port Angeles 5
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 13
II/!!tIII,tltJ{If.l.(,fft+ \',''.:' ' þ: ",IIf, tt*ï.l'ñt¡cJ ^,c .9UEi+Ë=n ËÈgrE..pro*tUËFI EþXf=uiï5Ë .eSüDqF* xËt C =,:+. ËÉııE ı=XËqfS::E ilTE#È Þ¡I:I ËËt+åEsçl åËË!ËãïË r¡s Ë¡åå*giEäåj +Ì#Ës*Ë='fi ËËEE#Ët9Ë€ï bı<ı6=oËË:gä ËËåË!ËtI.rI\dtI/Iï.Ia\IIIt:'(lì/'/,¡J.ti1.\IIIIt\ûtr\)ùlt, ..tl rv1(¡UJ!ù\t¡ll'II\r'ti,l,tl\aItI,(,IIr'\I' ,tb),tatt\Ilitt/.ìL'irt f 'Il,'¡ trúl',1I/I,trt?t,''r\ ll /rt.t,)),,,,It/IiNIl (3'Iï/t11¡,d{a ,tl| ¡11rqiì, 'IIIatI/I,Ê'.{It\ri'Ir rll/¡tAttachment A
July 22, 2020 Planning Commission Meeting Pg. 14
THE BUILDING
*al f ,'"ät .,4#W.d)
!{.'{.
821 EAST FIRST STREET
Built around the 1950's, this building was once a veterinary clinic and has since had
two carpet stores occupy the property. The building has had no upgrade or renovation
since it was first built. Van Dyke Hardwood Floors, lnc. has recently leased the property
and our desire is to bring to this location the attention to detail that it deserves.
We have a deep desire to assist our beautiful city, which is growing, with a fresh
aesthetic that compliments the beauty of the natural surroundings we live in. We
love that our city is growing.We feel our presence will add value, hospitality, and
community to Port Angeles. We plan to reside and create revenue in here for years to
come.
Project Proposal for the City of Port Angeles 7
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 15
WORK PLAN
I
lF
I VAN DYKE HARDWOOD FLOORS
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 16
TIM ELIN E
SïART DATE: MARCH 15,2O2O WITH COMPLETION OF FACADE BY MARCH 31,2O2O
Please see attached bids for details of the budget break-down
TIM ELIN E
WORK PLAN
OUR PROPOSAL FOR 821 EAST FIRST STREET
It is Van Dyke Hardwood's desire to help improve the appearance of this building by bringing it into
the 21st century. Seeing TacoTime 2 blocks away transform their location inspired us to do the same
with this location. Our hope is that we will be part of a chain reaction on First Street between South
Eunice Street and South Ennis Street. We believe the business fascade reflects, not just what is on
the inside, but how we view this beautiful city we live in
Project Proposal for the City of Port Angeles 9
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 17
BUDGET BREAKDOWN
BUDGET BREAKDOWN
(PLEASE SEE ATTACHED BIDS FOR DETAILS)
MATTHEWS GLASS COMPANY
Û1 , FURNISH AND INSTALL ALUMINUM FRAME WINDOW
02. TOTAL (INCLUDES TAX)
sl,871.27
51,87't.27
JOHNSON ELECTRIC COMPANY
01, LABORCOST
(},] MATERIAL COST
O-]. TOTAL (LESSTAX)
s 1,362.e8
5733.86
52,096.74
TWISTED ELM WOODWORKING
O1 LABOR
02. MATERIALS (FRAMING, LPE SIDING, FRONT DOOR, MULTI-LIGHT SHAKER STYLE,
KYNAR PAINTED 26 GUAGE METAL SIDING)
03. TOTAL (LESSTAX)
s7,992.32
s9,298.18
517,290.sO
TOTAL PROJECTED COST . $21,258.5,1
1O VAN DYKE HARDWOOD FLOORS
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 18
Thank you
lfi'!,ìi.lflliliri'.Ì.iiri',,¡:i.ft i:1,i.;tr rrir,Ìiiaii,'t(litl,itì,ii.:rii.ìliii
L VAN DYKE HARDWOOD FLOORS
3ó0-91 2-3000
VanDykeFloorsPgmail.com
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 19
Johnsrrn Electric
CflIIPANY
(36017 28-4327 waynejelectric@ gma il.com
Wa Lisc.#JOHNSEC817K4
Bid Proposal
DATE: 3l1l2Ù
AfiN: Randy Van Dyke
COMPANY: Van Dyke floors
Project: Store Front lighting
To \Mrom lt May Concem:
Johnson Electric Co. is honored for the opportunity to provide this cost estimate for your
project. This estimate is based on all information known at time of bid, call or initialjob
walk. Johnson Electric Company takes pride in following all local and national codes and
standards, while providing a quality product, in a safe, efficient, and cost effect manner.
lf you choose to accept this proposal, please sign and return at your earliest
convenience, and we will contact you to schedule the work.
Labor cost (less tax)
Material cost (less tax)
Project total {bss tax¡
$ 1,362.88
$ 733.86
$ 2,096.74
SCOPE OF WORK:
1. obtoin oll permifs ond inspections through City of Port Argeles
2. Provide End install (5) ne retrofit recessed LED fixtures in existing locotion.
lnitiãl for Acceptance:
Page 1 of 2
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 20
3. Þemo old conduit ond wirirg for previous sign lights
4. Provida new wirirg ond swifch for custotner provided ond instolled sign light
5. Provide ond instoll (2)new up/doun Woll Sconce al ne colunn, tied into
recessed I ightirg sw¡tchleg.
6. Test voltoge ot oll locotions
Exclusions:
1. Any additional work not listed in this proposal
2. lssues with existing wiring not modified under this scope3. Additional lighting control beyond switching4. All work areas must be made accessiHe prior to start of work5. Patching or painting of finished surfaces
*This proposal is good for 30 days.*llúork to be completed on a reasonable schedule.
We greatly appreciate the opportunity of offering our scope and proposal for your
consideration. Should there be any questions, please feel free to contact us at any time.
Sincerely,
Wayne Johnson
Owner
(360)728-4327
wayne¡e lectric@gma¡l.com
APPROVED BY DATE OF ACCEPTANCE:
PRINTED NAME:TITLE/POSITION:_
lnitial for Acceptânce:
Page 2 of 2
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 21
Twisted Elm Woodworking
nate.saxe@gmail.com
Estimate
ADDRESS
Randy Van Dyke
ESTIMATE # 1014
DATE 03t02t2020
EXP¡RATION DATE O3I1 4I2O2O
ACTIVITY
Labor
Labor done at prevailing wage.
Remove old siding from store front and prep for
new siding, Raise front roof stem wall from
3l inches to 52.
Remove 2 post structures and rebuild to hide
downspouts to 36 inches wide.
lnstall HR 34 26 GA metalsiding on Roof pop
out and 2 post structures.
Remove and install new front door with Multi light
shaker style 36inch x1 314.
Pre finish lpe siding with UV protectorant.
lnstall lpe rainscreen siding on store front wall.
Siding to but up to windows, trim doors with
wood trim. Firring strips to be installed prior to
ipe siding to have a 3/4 inch air gap behind
siding.
Material
Framing materials and hardware.
Material
IPE rainscreen siding, fastening hardware, UV
protectant, end grain wax, shipping
Material
IPE siding upgrade option from number 1 to FAS
quality add 8% to wood cost.
Material
IPE trim for corner boards and door trim.
Material
HR -34 Kynar painted 26 ga metalsiding, trim
and screws.
Material
Front door, multi light shaker style. RH outswing
door. 1 3/4.
QTY RATE
9s0.00
4,945.18
258.00
300.00
1,895.00
1
AMOUNT
7,992.32
950.00
4,945.18
258.00
300.00
1,895.00
950.00
1
1
1
1
TOTAL
950.00
$17,290.50
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 22
PROPOSAL & ACCEPTANCE
Mathews Glass Co.
117 North Lincoln St.
Port Angeles WA 98362
360-4s7-5277
360-4s7-9130 FAX
mathews glass@ gmail. com
VanDyke
821 East 1't St.
Port Angeles WA 98362
Furnish and Install-- Dark bronze aluminum frame window
l- 64 x 66 Picture window with dual pane tempered IG unit
*Interior trim to be done by other
The labor in this quote is prevailing wage rate
Quote prepared by:
As Quoted...$1,721.50tax 149.77
s|,871.27
Signature
Quote Good for 60 Days
Acceptance Date:
Sarah Garling 02127 12020 Printed name:
Attachment A
July 22, 2020 Planning Commission Meeting Pg. 23
GRANT PROGRAM AGREEMENT
BETWEEN
City of Port Angeles and
Van Dyke Floors, Inc.
This agreement is made between the City of Port Angeles, a non-charter code city and municipal
corporation of the State of Washington (hereinafter referred to as the “City”) and Van Dyke
Floors, Inc. (hereinafter called the Grantee) for the façade improvement project described in this
document and its attachments (herein called the Project).
WHEREAS, the City has allocated Community Development Block Grant (CDBG)
program income to a façade improvement and rehabilitation grant program, which is a CDBG-
eligible activity; and
WHEREAS, the City has awarded a grant to reimburse a part of the costs of façade
improvements for the property located at 821 East 1st Street, Port Angeles; Parcel Number
0630-0051-2365; and
WHEREAS, the Grantee has agreed to perform the work to improve the facade of the
above described property;
NOW, THEREFORE, the City and Grantee do mutually agree to the following terms and
conditions regarding the above mentioned property to be improved using City funds through the
Facade Grant Program:
1.SCOPE OF SERVICES
The Grantee will complete in a satisfactory and proper manner as determined by the City the
work described in the Project Overview. A listing of detailed project tasks is in the Façade
Grant Application No. 20-01.
PROJECT OVERVIEW
Grantee: Van Dyke Floors, Inc.
Grant No. 20-01
Section A: Brief Description
Funds will be used in the demolition and reconstruction of the entire street facing façade,
including: removing and replacing the siding and trim, rebuilding posts, installing metal siding
on awning, replacing electrical and lighting features and a picture window and repainting the
building.
Budget Category Goals/Expected Results/Products: Improvements to the building’s exterior
façade, including new siding, paint, lighting, and a window.
21AGeneralAdmin The project is anticipated to result in façade improvements that will
enhance the physical appearance, accessibility, and overall value of the
building as well as surrounding areas.
Attachment B
July 22, 2020 Planning Commission Meeting Pg. 24
2. GRANTEE’S OBLIGATIONS
The Grantee warrants that they are the owner of the above property or has written permission
from the Owner of the property to perform the proposed improvements described in the Project
Overview and Scope of Work and Budget and incorporated herein by reference.
Grantee agrees to complete work described in the attached Application within ONE HUNDRED
EIGHTY (180) days after the effective date. In the event the Director of Community and
Economic Development finds that the Grantee has commenced the work with reasonable
diligence but, due to factors beyond its reasonable control, the Grantee is unable to complete the
work within 180 days, the City Manager is authorized to extend the time to complete the work.
All façade improvements shall be consistent with zoning and building codes currently in effect
for the City. The Grantee shall assure that any permit or review necessary under City ordinances
shall be approved prior to beginning the work on the façade improvement begins.
The Grantee shall be responsible for the construction and management of the entire project.
Once complete, if the façade improvements are maintained for at least five years, the Grantee is
not obligated to repay any part of the grant to the CITY. If it is determined, at the City’s sole
discretion, that the façade improvements are not maintained for at least five years after
completion, the Grantee shall immediately repay to the CITY the amount of the grant, less 20%
of the amount for each year the façade improvements were maintained.
3. BUDGET
The City will reimburse to the Grantee the amount of 50% or $10,629.26, whichever is less, for
eligible incurred costs and expenses for the Project according to the budget shown on the Scope
of Work and Budget. Only the work that is outlined in the Project Overview and included in
Facade Grant Application No. 20-01 will be eligible for reimbursement.
It is understood that this agreement is funded with CDBG program income funds. The Grantee
acknowledges and agrees that the funds must be used only for CDBG-eligible expenditures as
proposed in Façade Grant Application No. 20-01 and approved by the City Planning
Commission.
4. PAYMENT
SCOPE OF WORK AND BUDGET
Grantee: Van Dyke Floors, Inc.
Grant No. 20-01
Section C: Project Scope and Budget
Budget Category Project
Activities
Project
Totals
Applicant’s
Contribution
City
Contribution
21AGeneralAdmin Materials and
Labor
$21,258.51 $10,629.26 $10,629.25
Attachment B
July 22, 2020 Planning Commission Meeting Pg. 25
Disbursement of funds shall be made only after the Project is complete and certified by City staff
to be in compliance with the approved design. The work must also adhere to any required
inspections before funds are disbursed for reimbursement. All documentation for payment must
be provided at one time to the City for one payout, and the receipts must be provided no later
than six (6) months after the application has been approved or as stipulat ed in the request for an
extension. Payment will be made to the Grantee by the City within four weeks after City deems
all project costs and documentation to be complete. Payment shall be made only to the Grantee.
The Grantee’s request for reimbursement must include itemized invoices detailing the work
completed and materials purchased, with proof that payments in full have been made to
Contractors and vendors, if applicable.
Grantee acknowledges, and agrees to inform its Contractor, that the City has no obligation to pay
the Contractor for work performed for the Grantee under this Program. This agreement shall not
be construed or deemed to be an agreement for the benefit of any third party or parties, and no
third party shall have any claim or right of act ion hereunder for any cause whatsoever.
Unless otherwise agreed to in writing by both parties, the Grantee’s total reimbursement under
this agreement, including labor and materials, shall not exceed the maximum sum of $10,629.26.
The budget for labor and materials is outlined in the Scope of Work and Budget. Budgets for
each line item may be modified upon mutual agreement between the two parties, but in any
event, the total payment to Grantee shall not exceed $10,629.26.
5. GENERAL CONDITIONS
A. General Compliance. The Grantee agrees to comply with all applicable Federal,
State and local laws, regulations, and policies, governing the funds provided under this
agreement.
B. Effective Date. Grant was approved by the Planning Commission on July 22, 2020
which is the effective date of this agreement.
C. Independent Contractor. Nothing contained in this agreement is intended to, or will be
construed in any manner, as creating or establishing the relationship of employer/employee
between the parties. The Grantee will at all times remain an “independent contractor” with
respect to the services to be performed under this agreement. The City will be exempt from
payment of all Unemployment Compensation, FICA, retirement, life and/or medical insurance
and Workers’ Compensation Insurance, as the Grantee is an independent contractor.
D. Hold Harmless. The Grantee will hold harmless, defend and indemnify the City from any
and all claims, actions, suits, charges and judgments whatsoever that arise out of the Grantee’s
performance or nonperformance of the services or subject matter called for in this agreement.
E. Workers’ Compensation. The Grantee will provide Workers’ Compensation Insurance
Coverage for all of its employees involved in the performance of this agreement.
F. Contract with Contractor. Each contractor who is performing the work approved for this
Project shall have a valid State of Washington Contractor’s License.
Attachment B
July 22, 2020 Planning Commission Meeting Pg. 26
G. Labor Code/Prevailing Wage. Grantee acknowledges and agrees that the Grantee’s
improvements to be constructed with the proceeds of the grant constitute construction, alteration,
demolition, installation, or repair work done under contract and paid for in whole or in part out
of public funds. Grantee shall comply with all requirements of applicable federal, state and local
laws and regulations pertaining to labor standards and payment of prevailing wages (collectively,
"Prevailing Wage Laws").
Grantee shall (i) require its contractors and subcontractors to submit certified copies of payroll
records to Grantee; (ii) maintain complete copies of such certified payroll records; and (iii) make
such records available to City and its designees for inspection and copying during regular
business hours.
Grantee shall defend, indemnify and hold harmless the City and its officers, employees,
volunteers, agents and representatives from and against any and all present and future claims,
arising out of or in any way connected with Grantee’s obligation to comply with all Prevailing
Wage Laws, including all claims that may be made by contractors, subcontractors or other third
party claimants.
H. Funding Source Recognition. The Grantee will insure recognition of the roles of the City
in providing services through this agreement.
I. Suspension or Termination. The City may suspend or terminate this agreement if the City
determines, at its sole discretion, that the Grantee has materially failed to comply with any terms
of this agreement, which include (but are not limited to) the following:
• Failure to comply with any of the rules, regulations or provisions referred to herein,
or such statutes, regulations, guidelines, policies or directives as may become
applicable at any time;
• Failure, for any reason, of the Grantee to fulfill in a timely and proper manner its
obligations under this agreement; or
• Submission by the Grantee to the City of reports that are incorrect or incomplete in
any material respect.
6. ADMINISTRATIVE REQUIREMENTS
A. Financial Management Accounting Standards. The Grantee agrees to adhere to the
accounting principles and procedures required therein, utilize adequate internal controls, and
maintain necessary source documentation for all costs incurred.
B. Documentation and Record Keeping. The Grantee will maintain thorough records
pertinent to the activities to be funded under this agreement, including records adequate to
document that the funds were expended on CDBG-eligible activities.
C. Access to Records and Retention. All such records and all other records pertinent to the
work undertaken under this agreement will be retained by the Grantee for a period of six years
after the City’s final audit of Project, unless a longer period is required to resolve audit findings
or litigation. In such cases, the City will request a longer period of record retention.
Attachment B
July 22, 2020 Planning Commission Meeting Pg. 27
D. Audits and Inspections. All Grantee records with respect to any matters covered by this
agreement will be made available to the City and duly authorized officials of the state and federal
government, at any time during normal business hours, as often as deemed necessary, to audit,
examine, and make excerpts or transcripts of all relevant data.
Any deficiencies noted in audit reports must be fully cleared by the Grantee within 30 days after
receipt by the Grantee. Failure of the Grantee to comply with the above audit requirements will
constitute a violation of this agreement and may result in the withholding of future payments.
E. Reporting. The Grantee, at such times and in such forms as the City may require, will
furnish the City such periodic reports as it may request pertaining to the work or services
undertaken pursuant to this agreement, the costs and obligations incurred or to be incurred in
connection therewith, and any other matters covered by this agreement.
7. PERFORMANCE WAIVER
The City’s failure to act with respect to a breach by the Grantee does not waive its right to act
with respect to subsequent or similar breaches. The failure of the City to exercise or enforce any
right or provision will not constitute a waiver of such right or provision.
8. ENTIRE AGREEMENT
This document states the entire agreement between the City and the Grantee for the use of funds
received under this agreement and it supersedes all prior communications and proposals, whether
electronic, oral, or written between the City and the Grantee with respect to this agreement.
..............................................................................................................................
IN WITNESS WHEREOF, the City and the Grantee have executed this agreement as of the date
and year last written below.
CITY OF PORT ANGELES: GRANTEE: Van Dyke Floors
By: , City Manager By: , Owner
Date: Date:
Approved as to form:
William E. Bloor, City Attorney
Attachment B
July 22, 2020 Planning Commission Meeting Pg. 28
BYLAWS
of
THE CITY OF PORT ANGELES, WASHINGTON
PLANNING COMMISSION
(Amended January 25, 2017)
ARTICLE I - NAME
Section 1. Name
The official name of the organization shall be “The City of Port Angeles, Washington, Planning
Commission.”
ARTICLE II - OFFICIAL SEAT
Section 1. Official Seat
The official seat of the Planning Commission shall be in the City Hall of Port Angeles,
Washington, 321 East Fifth Street, and meetings shall be held there except on such occasions and
at such times as the Commission may, by a majority vote of those present at any regular,
recessed, or special meeting, otherwise direct.
ARTICLE III - OFFICERS
Section 1. Officers
The elective officers of the Planning Commission shall consist of a Chair and Vice-Chair.
Section 2. Nomination and Election of Officers
Nomination of elective officers shall be made from the floor at the annual election meeting
which shall be held at the last regular meeting of March of each year. The election shall follow
immediately thereafter. A nominee receiving a majority vote of those present at the election
meeting shall be declared elected.
Section 3. Terms of Officers
The term of office for elective officers shall begin in April and shall continue for a term of one
year. Elective officers shall not serve consecutive terms in the same office.
Section 4. Vacancies in Offices
Vacancies in elective offices shall be filled immediately by regular election procedure for the
unexpired portion of the term.
Section 5. Duties of Officers
(a) Chair
The Chair shall preside at all meetings and public hearings of the Planning Commission
and shall call special meetings when he/she deems it necessary or is required to do so.
He/she shall appoint all committees, shall be an ex-officio member of each, without the
power to vote. He/she shall sign the minutes of Planning Commission meetings and all
July 22, 2020 Planning Commission Meeting Pg. 29
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official papers and plans involving the authority of the Planning Commission which are
then transmitted to the City Council. The Chair shall have the privilege of discussing all
matters before the Planning Commission and voting thereon. He/she shall have all the
duties normally conferred by parliamentary usage on such officers and shall perform such
other duties as may be ordered by the Planning Commission except as otherwise provided
in these Bylaws, in other Planning Commission regulations, or in City Ordinances.
(b) Vice-Chair
The Vice-Chair shall assume the duties and powers of the Chair in his or her absence. If
the Chair and Vice-Chair are both absent, the Planning Commission members may elect a
temporary chair by a majority vote of those present at a regular, recessed, or special
meeting, who shall assume the duties and powers of the Chair or Vice-Chair during their
absence.
(c) Executive Secretary
The Executive Secretary is a staff appointed position. The Executive Secretary shall keep
the minutes of all regular, recessed, and special meetings of the Planning Commission;
such minutes shall be approved by the Planning Commission. He/she shall also keep the
minutes of Planning Commission committee meetings when requested to do so. He/she
shall give notice of all regular and special meetings to Planning Commission members,
shall prepare with the Chair the agenda of regular and special meetings, shall serve
proper and legal notice of all public hearings, and shall draft and sign the routine
correspondence of the Planning Commission. The Executive Secretary shall maintain a
file of all studies, plans, reports, recommendations, and official records of the Planning
Commission and perform such other duties as are normally carried out by a secretary and
as the Planning Commission may determine.
ARTICLE IV - MEETINGS
Section 1. Regular Meetings: Time and Place
Regular monthly meetings shall be held on the second and/or fourth Wednesdays of each month
beginning at 6:00 P.M. in City Hall except as otherwise designated by the Planning Commission.
Per Section 2.36.040 of the Port Angeles Municipal Code, the Planning Commission shall hold
at least one regular meeting in each month for nine (9) months of the year.
Any change in the hour, date, and place of regular meetings shall be given wide publicity for the
convenience of persons having business before the Commission. When the regular meeting day
falls on a legal holiday, the replacement date will be designated by the Planning Commission
with notice posted to the public per the Open Public Meetings Act.
Section 2. Recessed Meetings
Any regular meeting may be recessed to a definite time, place, and date by a majority vote of the
Planning Commission members present at the meeting.
July 22, 2020 Planning Commission Meeting Pg. 30
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Section 3. Special Meetings
Special meetings may be called by the Chair or Planning staff with approval of the Chair.
Section 4. Cancellation of Regular Meetings
In the event it is necessary to cancel a meeting due to lack of agenda issues, Planning staff will
contact the Chair and each Commission member prior to the meeting and will provide notice to
the public per the Open Public Meetings Act .
Section 5. Notice of Meetings
Notice of all regular and special meetings shall be given by the Executive Secretary to the
members of the Planning Commission in accordance with current RCWs. Notice of all regular
meetings shall be provided at least 4 days prior to a regular meeting. Notice to members of the
Planning Commission and to members of the public of all special meetings shall be provided at
least 2 days (48 hours) prior to the special meeting. Land use notices shall be provided
according to Section17.95.140 PAMC.
In addition to the provision of the notice of all special meetings to the members of the Planning
Commission, notice shall be provided to each local newspaper of general circulation in the City
of Port Angeles and to each local radio station serving the City of Port Angeles. Said notice
shall be transmitted electronically or mailed at least 24 hours before the time of the meeting
specified in the notice. The notice shall state the time and place of the meeting and the business
to be transacted by the Commission.
The meeting agenda for the next regular meetings shall be closed on Monday at the close of
business five (5) days prior to the next regular meeting of the Planning Commission except that
urgent matters may be inserted on the agenda later at the discretion of the Chair.
Petitions and communications from the audience and matters brought to the meeting by the
Planning Staff and Commission members, which are not on the agenda for the meeting, may be
received and discussed at the meeting. However, no official action may be taken on any matter
at a Planning Commission meeting which is not included on the agenda for that meeting or
which has been added to the agenda after it has been received by the Planning Commission
members except that this requirement may be suspended at any meeting by the unanimous vote
of the members present at the meeting.
Section 6. Order of Business - Regular Meeting for Administrative, Routine, and Hearing-Type
Matters
(a) Call to order by Chair
(b) Roll call
(c) Approval of minutes of preceding meeting
(d) Public hearings/Other business
(e) Communications from the Public
(f) Staff Updates
(g) Reports of Commission Members
(h) Adjournment
July 22, 2020 Planning Commission Meeting Pg. 31
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Section 7. Order of Business - Regular Meeting for Discussion of Matters Related to
Comprehensive Planning
(a) Call to order by Chair
(b) Roll call
(c) Approval of minutes of preceding meeting
(d) Staff Updates for current business
(e) Reports from Planning Commission members and committees
(f) Communications from audience (related to comprehensive planning only)
(g) Communications from Planning Commission members
(h) Adjourn
Section 8. Operational Guidelines
(a) All requests and applications on zoning, annexations, and vacations will be tabled if the
applicant or an authorized representative is not present at the hearing on the request or
application.
(b) All requests and applications will be tabled if all essential information is not provided to
the Planning Department staff by Friday, five days prior to the regular Wednesday
meetings of the Planning Commission for timely analysis and inclusion into the
Commissioners information packets.
(c) All requests and applications requiring legal opinion or interpretation will be tabled until
the Planning Commission has received an opinion or interpretation from the City
Attorney.
(d) The Commission shall act as a body in making its decisions and in announcing them.
(e) Willful misrepresentation of information pertaining to a request or application will void
that request or application upon discovery of the misrepresentation.
(f) The Planning Commission will not commence a new hearing after 10 P.M. unless agreed
upon by the Planning Commission.
Section 9. Public Hearing Procedure
(a) Chair introduces the discussion item orally and outlines the public hearing procedures to
be followed during the public hearing process. The Chair then reads qualifying questions
to the Commissioners regarding the Appearance of Fairness and Conflict of Interest
Doctrines and opens the public hearing.
(b) Planning Staff presents a staff report and provides a recommendation. Commissioners
are permitted to ask the Chair or staff any relevant questions about the application. The
public hearing will be opened with a brief explanation of the procedures to be followed
(c) The spokesperson for proponents in the audience shall be given an opportunity to speak
in favor of the application. Information submitted should be factual, relevant, and not
merely duplication of previous presentation(s). A reasonable time (10 minutes) shall be
allowed the spokesman; others shall be limited to short supporting remarks (5 minutes).
Each person speaking shall give his or her name, address, and nature of the interest in the
July 22, 2020 Planning Commission Meeting Pg. 32
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matter. The Chair may allow additional public testimony if the issue warrants it. Any
data presented shall be retained by staff and marked as an exhibit.
(d) The spokesperson for opponents in the audience shall be given an opportunity to speak
against the application. Information submitted should be factual, relevant, and not
merely a duplication of a previous presentation. A reasonable time (10 minutes) shall be
allowed the spokesman; others shall be limited to short supporting remarks (5 minutes).
Each person speaking shall give his or her name, address, and nature of the interest in the
matter. The Chair may allow additional public testimony if the issue warrants it. Any
data presented shall be retained by staff and marked as an exhibit.
(e) Other interested parties shall be allowed to comment briefly (5 minutes) or make
inquiries.
(f) There can be a brief rebuttal (5 minutes) for proponents and opponents each heard
separately and consecutively, with presentation limited to their spokesperson. The
rebuttal shall be limited to factual statements pertaining to previous testimony. The Chair
may allow additional public testimony if the issue warrants it.
(g) The public hearing is closed. Commissioners voice their considerations and pose any
relevant questions through the Chair. Specific questions may be posed through the Chair
to a particular speaker to clarify testimony previously presented.
(h) Motion for disposition is presented and an action taken.
Section 10. Quorum
Four members of the Planning Commission shall constitute a quorum for the transaction of
business and the taking of official action.
Section 11. Motions
Motions shall be restated by the Chair before a vote is taken. The names of the members making
and seconding a motion shall be recorded in the minutes of the meeting.
Section 12. Voting
Any action taken by a majority of those present, when those present constitute a quorum, at any
regular, recessed, or special meeting of the Planning Commission shall be deemed and taken as
the action of the Commission except that any proposed change of the Zoning Map must be
approved by a majority of the total membership of the Planning Commission.
Voting on amendments to the Zoning Ordinance and Map, all matters requiring a public hearing
before the Planning Commission, and all matters referred to the Planning Commission by the
City Council shall be by the vote of each member and shall be recorded in the minutes of the
meeting.
Section 13. Staff Reports
On all matters considered by the Planning Commission, the report and recommendations, if any,
of the Planning staff shall be presented to the Commission and shall become part of the formal
record of the action and recorded in the minutes of the meeting.
July 22, 2020 Planning Commission Meeting Pg. 33
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Section 14. Conflict of Interest and Appearance of Fairness
Any member of the Planning Commission who has an interest in any matter before the
Commission that would or could tend to prejudice his or her actions thereon, shall so publicly
indicate this fact and shall abstain from voting or participating in any way in the Commission's
action on that matter.
Section 15. Attendance
Attendance at regular meetings and executive sessions is expected of all Commission members.
Any members anticipating absence from an official meeting or executive session shall notify the
Chair or Executive Secretary in advance. Any absence may be excused by the Commission,
even for an extended period, provided the absence is approved in advance.
Section 16. Parliamentary Procedure
Parliamentary procedure in Planning Commission meetings shall be governed by Robert’s Rules
of Order Newly Revised unless it is specifically provided otherwise in these Bylaws, in other
Planning Commission resolutions, in City Ordinances, or in the State of Washington Planning
Enabling Act (Chapter 35.63 RCW).
Section 17. Public Nature of Meetings and Records
All regular, recessed, and special meetings, hearings, records, and accounts shall be open to the
public provided, however, executive sessions may be held by the Commission as provided in
RCW 42.30.110.
ARTICLE V - COMMITTEES
Section 1. Establishment of Committees
The Planning Commission may establish such standing or special committees as it deems
advisable and assign each committee specific duties or functions. Each standing
committee shall consist of 3 members. No standing or special committee shall have the
power to commit the Planning Commission to the endorsement of any plan or program
without the plan or program submitted and approved by a quorum of the Commission.
Section 2. Appointment and Terms of Committee Members
The Chair of the Planning Commission shall appoint the members of each standing or special
committee and shall name the chair of each committee. The members of each standing
committee shall be appointed at the first regular meeting in July for a term of one year. Special
committees may be appointed at such times and for such purposes and terms as the Planning
Commission approves.
Section 3. Committee Vacancies
Vacancies on committees shall be filled immediately by the Chair of the Planning Commission
for the unexpired portion of the term.
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Section 4. Meetings of Committees
The committees shall meet at the call of the committee chairman; in addition the Chair of the
Planning Commission shall also have the authority to call a special meeting of any committee at
any time and upon such notice as he/she may specify.
The Planning Staff shall issue notice of committee meetings at the request of a committee chair
or the Planning Commission Chair.
Section 5. Quorum and Voting
The majority of the members appointed shall constitute a quorum of all committees. The
affirmative vote of a majority of the committee membership shall be required for the adoption of
a matter before the committee.
ARTICLE VI - AMENDMENTS
Section 1. Amendments
These Bylaws may be amended at any regular meeting by the affirmative vote of five (5)
members of the Planning Commission provided that the proposed amendments have been
submitted in writing at a previous meeting.
Amended January 25, 2017
As amended: 2/23/76; 8/23/78; 5/23/79; 1/19/88; 3/16/90; 4/25/90; 4/29/90; 6/23/93; 1/12/94; 3/24/2004; 5/08/13; 01/25/2017
July 22, 2020 Planning Commission Meeting Pg. 35