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City Council Meeting - Council - Agenda - 01/15/2002
Cmity , of Ker"111 City Council Me! eti ng Agenda KENT WASH I NGTON Mayor Jim White Councilmembers Tim Clark, Council President ` Connie Epperly Bruce White Leona Orr Judy Woods Julie Peterson RicoYhgiin'g January 15, 2002 Office of the City Clerk � K EN T SUMMARY AGENDA ' WASHINGTON KENT CITY COUNCIL MEETING January 15, 2002 Council Chambers 7 : 00 p.m. MAYOR: Jim White COUNCILMEMBERS : Tim Clark, President Connie Epperly Leona Orr Julie Peterson Judy Woods Bruce White Rico Yingling 1 . CALL TO ORDER/FLAG SALUTE 2 . ROLL CALL 3 . CHANGES TO AGENDA A. FROM COUNCIL, ADMINISTRATION, OR STAFF — B. FROM THE PUBLIC — Q' , /� 'S+D_Ae v �1 4 . PUBLIC COMMUNICATIONS A. Trout Unlimited Presentation P� , P�ocicama-�,'� — (Zoc�.c✓ Lc�haY�rh 5 . PUBLIC HEARINGS None 6 . CONSENT CALENDAR A. Minutes - Approval B. Bills - Approval C. Demolish House on 251st Street - Approve D. 2001 Fee-in-Lieu of Funds - Accept and Amend Budget E . U.S . Forest Service Grant - Accept and Amend Budget F. Western States Arts Federation Grant - Accept and Amend Budget G. City Art Plan and 2002-2007 Five-Year City Plan - Approve H. M ings Conducted on Parks Properties - Amend 140(inance 35g7 I . Greater Kent Historical Society Agreement - Approve J. Riverbend Golf Management and Services Agreement Amendment - Approve K. Coordinated Prevention Grant Amendment - Authorize L. Waste Reduction & Recycling Program Grant - Authorize M. Corrections Facility Food Vendor Contract Extension and Amendment - Approve N. Corrections Facility Contract for Services - Approve O . Services Contract with Goals to Recovery - Approve P . Fire and Life Safety Department Strategic Plan - Approval 7 . OTHER BUSINESS None 8 . BIDS None (continued next page) SUMMARY AGENDA CONTINUED 9. REPORTS FROM STANDING COMMITTEES AND STAFF 10 . REPORTS FROM SPECIAL COMMITTEES 11 . CONTINUED COMMUNICATIONS - 11A 12 . EXECUTIVE SESSION Nmme-- Labor Nets 13 . ADJOURNMENT NOTE: A copy of the full agenda packet is available for perusal in the City Clerk' s Office and the Kent Library. The Agenda Summary page is on the City of Kent web site at www.ci .kent .wa.us. An explanation of the agenda format is given on the back of this page. Any person requiring a disability accommodation should contact the City Clerk' s Office in advance at (253) 856-5725. For TDD relay service call the Washington Telecommunications Relay Service at 1-800-833-6388 . CHAW$S TO THE AGENDA I Citizens wishing to address the Council will, at this time, make known the subject of interest, so a�;l nay be properly heard. A) FROM COUNCIL, uWMINISTRATION, OR STAFF 1�1 I Y� B) FROM THE PUBLIC t �F i y I to i r I y i } yl 4 � { 1 PUBIC COMMLTNICAT2ON8 ;+;•,� A) TROUT UNLIMITE 1R$E$ENTATION Y v }i i i k I i I ' i Y � 1 � r i r ,< r e q9 " eL x4 a, , q„'ifAJ.V J+ MWJF4u,A4 6 . City Coung }►ctign: �, ' rr 11 Councilmember ^moves, Councilm W a-�A seconds to approve Consent Calendar ItaxB At�70gh P. s Discussion f Action 6A. Lppp oval of Minutes. � Approval of the minuted of the regular Cour�il ,'roeting of January 2 , 2002 . 4i Ir lI 6B. Approval of Bills. Approval of payment of the bills rece'i'vedthrough December 15 and paid on December 1� 2001, after al4iti�x ',by-,the Operations Committee on January 1,�' 2002 . Approval of checks issl�ed for vouchers., f , Date Check Numbers ount 12/15/01 Wire Transfers 1087-1094 $1,� 09, 661 .29 12/15/01 Prepays & 526622 lm765, 332 .40 12/15/01 Regular 527325 j 11292, 364 . 55 I %'i$7,358 . 24 Approval of checks issged for payroll for Dace90�-sr 15 through , December 31, 2001 and y id on January 4, 24 Date check Numbers " 1 ' Amount 1/4/02 Checks 257288-257572 $ 248, 073 . 17 1/4/02 Advices 122242-122971 1iQ0, 959 . 06 $ 89, 032 .23 Y :. �A Council Agenda ' � "Ttem No. 6 A-B Kent, Washington January 2 , 2002 The regular meeting of the Kent City Council was called to order at 7 : 00 p .m. by Mayor White. Councilmembers present : Clark, Epperly, Orr, Peterson, White, Woods, and Yingling. Others present • Chief Administrative Officer Martin, Deputy City Attorney Brubaker, Interim Fire Chief Hamilton, Public Works Director Wickstrom, Community Development Director Satterstrom, Parks, Recreation and Community Services Director Hodgson and Employee Services Director Viseth. Approximately 75 people were at the meeting. (CFN-198) PUBLIC COMMUNICATIONS Oath of Office. Mayor Jim White and Councilmembers Tim Clark, Julie Peterson and Bruce White were sworn in by the City Clerk. The Mayor welcomed the new and re- elected Councilmembers . (CFN-198) Employee of the Month. Mayor White announced that the Facilities Maintenance Employees have been chosen as Employees of the Month for January. He noted that each day they are presented with complaints and concerns from City employees regarding a special project or something that needs to be repaired, installed, removed or moved, and that they must be informed about a variety of techni- cal and mechanical things, along with being comfortable working with a variety of tools and equipment . He added that they keep the City of Kent Facilities running smoothly, comfortably and in good working order, and that the City is fortunate to have such a responsive, pleasant and professional group to work with. Facilities Superintendent Lindsey commended the group and the Mayor presented Team Leader Alex Ackley with the Employee of the Month plaque . (CFN-147) CONSENT CALENDAR ORR MOVED to approve Consent Calendar Items A through D. Woods seconded and the motion carried. MINUTES (CONSENT CALENDAR - ITEM 6A) (CFN-198) Approval of Minutes. Approval of the minutes of the regular Council meeting of December 11, 2001 and approval of the addition of the following after the second . sentence of the second paragraph of Item 7B in the minutes of November 20, 2001 : 1 Kent City Council Minutes January 2 , 2002 to MINUTES BROTHERTON MOVED to accept the Findings, Conclusions and Recommendations of the Hearing Examiner on the 212th Retail Center rezone application, and to authorize the City Attorney to prepare the necessary ordinance . Woods seconded. (CFN-121) AGRICULTURAL LANDS MORATORIUM RENEWAL (PUBLIC HEARINGS - ITEM 5A) (CFN-131) Agricultural Lands Moratorium Renewal. This date has been set for a public hearing regarding renewal of a moratorium on the acceptance of applications for land use permits or approvals for subdivisions, short plats, or other similar applications that would increase the number of lots and/or density on property located within Agricultural (A-1) and Agricultural General (AG) zoning designations until additional review had been completed and until any related code revisions have been adopted by the City Council . The current moratorium will expire on January 13 , 2002 . If renewed by the proposed resolution, the moratorium will be extended for an additional six . months . Deputy City Attorney Brubaker pointed out that the pro- posed resolution does not change existing zoning, and that it simply renews the existing moratorium. Martin added that the Land Use and Planning Board is currently considering this issue and resolution is expected in the next several months . Mayor White opened the public hearing. Elaine Spencer of Graham & Dunn, 1420 Sth Avenue, Seattle, attorney for Carpinito Brothers and Smith Farms, said that by unduly restricting the flexibility of these companies in their ability to respond to changes in their businesses with their land, the City can drive them from business . She requested that this issue be taken care of in a timely manner. Ralph LOPriore, 26414 68th Avenue South, said it is too late to start saving land in the valley and that the prosperity of Kent is in turning those sites into industrial sites . He noted that traffic on 68th Avenue S. is heavy and that there should be four lanes between K-Mart and 277th. He also encouraged the Council to 2 • Kent City Council Minutes January 2 , 2002 AGRICULTURAL LANDS MORATORIUM RENEWAL investigate further. There were no further comments from the audience and ORR MOVED to close the public hearing. Woods seconded and the motion carried. WOODS MOVED to pass Resolution No. 1609 adopting Findings of Fact and renewing for 180 days the moratorium established pursuant to Resolution Nos . 1599 and 1602 relating to land use applications that would increase the lots or density on property located within A-1 and AG zones . Yingling seconded. Epperly agreed with Spencer that this issue should be taken care promptly. Upon Peterson' s question, the Mayor and Martin agreed that the issue can be concluded within the 180 days of the moratorium. Woods' motion then carried. PLAT (CONSENT CALENDAR - ITEM 6C) (CFN-1264) Swan Court III Final Plat. Approval of the Hearing Examiner ' s conditional approval of the Swan Court III Final Subdivision (#FSU-98-14/KIVA #2013234) and authorization for the Mayor to sign the final plat mylar. The final plat application was submitted by M.J.D. Holdings, Inc . for the Swan Court III Final Subdivision. The Hearing Examiner issued his Findings, Conclusions, and Decision for conditional approval of the subdivision on March 15, 2000 . APPOINTMENT (CONSENT CALENDAR - ITEM 6D) (CFN-1001sf) Kent Regional Justice Center Citizens Advisory Committee Re-Appointment. Confirmation of the Mayor' s re- appointment of Mr. Don Villeneuve to continue serving as a member of the Kent Regional Justice Center Citizens Advisory Committee . Mr. Villeneuve ' s new term will continue until 2004 . FIRE (BIDS - ITEM 8A) (CFN-122sf) Two Medium-Duty Aid Vehicles. The City advertised for isbids for two medium-duty aid vehicles and received only one written bid at the bid opening on December 21, 2001 . 3 Kent City Council Minutes January 2 , 2002 FIRE After having evaluated the bid, Staff recommends award of the bid to H & W Emergency Vehicles of Marysville . EPPERLY MOVED to award the bid for two medium-duty aid vehicles to H & W Emergency Vehicles in the amount of $332, 928 . 00, subject to approval of the final purchase terms and conditions by the Interim Fire Chief and the City Attorney. ORR seconded and the motion carried. PLANNING (OTHER BUSINESS - ITEM 7A) (CFN-121) Northward Homes Rezone RZ-2001-2/KIVA 2012297 . Patrick Gilroy of Northward Homes has requested a rezone of approximately 6 . 7 acres of property from SR-3 , Single Family Residential , to SR-6 , Single Family Residential . A public hearing was held before the Hearing Examiner on December 5, 2001 and the Hearing Examiner recommended approval of the proposed application on December 19, 2001 . Chris Hankins, Project Planner, displayed a map of the • property and explained that this same proposal was submitted as a comprehensive plan map amendment in 1999 as the Fortunato amendment, and was approved as Ordinance No. 3504 . Hankins said the application is consistent with the comprehensive plan and compatible with develop- ment in the vicinity, and that a preliminary plat application has been submitted for the City' s review. In response to questions from the Council , Hankins explained that there are wetlands on the property which have been dealt with, and that connectivity in the area of 135th Avenue SE and SE 278th is being taken into consideration. WOODS MOVED to accept the Findings, Conclusions and Recommendation of the Hearing Examiner on the Northward Homes Rezone and to adopt Ordinance No. 3586 . Yingling seconded and the motion carried. FINANCE (CONSENT CALENDAR - ITEM 6B) (CFN-104) Approval of Bills . Approval of payment of the bills received through 12/15/01 and paid on 12/15/01 after auditing by the Operations Committee. 4 • Kent City Council Minutes January 2, 2002 FINANCE Approval of checks issued for vouchers : Date Check Numbers Amount 12/15/01 Wire Transfers 1087-1094 $1, 109, 661 . 29 12/15/01 Prepays & 526622 1, 765, 332 .40 12/15/01 Regulars 527325 1 , 292 , 364 . 55 $4 , 167, 358 . 24 Approval of checks issued for payroll for 11/16/01 through 11/30/01 and paid on 11/30/01 : Date Check Numbers Amount 11/30/01 Checks 256631-256991 $ 333 , 661 . 85 11/30/01 Advices 120643-121567 1, 319, 873 . 39 $1, 653 , 535 . 24 Approval of checks issued for payroll for 12/01/01 through 12/15/01 and paid on 12/20/01 : • Date Check Numbers Amount 12/20/01 Checks 256992-257287 $272 , 872 . 50 12/20/01 Advices 121568-122241 $1 , 091 , 975 . 19 $1, 364 , 847 . 69 COUNCIL (OTHER BUSINESS - ITEM 7B) (CFN-198) Election of Council President. Pursuant to Resolution No. 1562 , the City Council must elect its president, who shall serve as the Mayor Pro Tem, in January of this year for a two-year term. Council President Orr thanked her colleagues on the Council, the Mayor, and staff for their help while she served as Council President for the past four years . She then MOVED to nominate Tim Clark as Council President . Woods seconded. There was no further discussion or debate and the motion carried. Mayor White congratulated Clark and thanked Orr for her service . Woods also expressed appreciation to Orr for her leadership. REPORTS • Council President. Clark acknowledged the contributions and leadership Council member Orr has provided and said he hopes to meet the standard she has set . He also 5 Kent City Council Minutes January 2 , 2002 REPORTS sought Council ' s cooperation and named the following committees and chairs : Operations Rico Yingling, Chair Leona Orr Judy Woods Planning Leona Orr, Chair Bruce White Judy Woods Public Works Leona Orr, Chair Rico Yingling Julie Peterson Parks Judy Woods, Chair Connie Epperly Bruce White Public Safety Connie Epperly, Chair Julie Peterson Rico Yingling Clark asked that committee meetings for January be held at the usual time when possible, and that committee chairs contact him when new meeting times have been set . He then thanked his colleagues for this opportunity to serve. (CFN-198) Parks Committee. Woods noted that the next meeting will be held on Tuesday, January Sth at 4 : 00 p.m. (CFN-198) Administrative Reports. Martin reminded Council members of an executive session of approximately 15 minutes, and said action is anticipated when the meeting reconvenes . (CFN-198) EXECUTIVE SESSION The meeting recessed to Executive Session at 7 :40 p.m. and reconvened at 8 : 00 p.m. (CFN-198) Labor Negotiations. EPPERLY MOVED to authorize the Mayor • to sign a three-year labor agreement with the Kent Police Officers Association, Officers and 6 Kent City Council Minutes January 2, 2002 EXECUTIVE SESSION Sergeants Unit, effective January 1, 2002 , to December 31, 2004, subject to approval as to form by the City Attorney' s Office . Yingling seconded and the motion carried. (CFN-122sf) ADJOURNMENT ORR MOVED to adjourn at 8 : 01 p.m. Woods seconded and the motion carried. (CFN-198) Brenda Jacober, MC City Clerk • 7 } Kentijqk y �;�ouncil Meeting p; "! Date January 15, 20Q2 ' CategQry Consent Calendar Y . 1 . SUBJECT: DEMOLISH HOUSE ON 251ST STREET - APPROVE 2 . SUMMARY STATEMENT: Approval to demolish' the surplus house at 13020 SE 251st Street in Kent. A purchase and sale agreement was executed, With. the James- Grayson' s in December 2001 for their home at 13020 SE 251st Street in Kent. The property was acquired as an important piece for the future East Hill Youth SportiN Complex. The City will close on the property January 11, 20021and demolition is scheduled for March 2002 . The '$20, 000. 00 do estimated demolition costs will be charged to the East Hill Youth Sports Complex budget (P20073) , 1 3 . EXHIBITS: None 4 . RECODaMENDED BY: Staff and Parks Committed (Committee, Staff, Examiner, Commission, etc. ) T 5 . UNBUDGETED FISCAL/PERSOWML IMPACT: NO X YES 6 . EXPENDITURE REQUIRED: $ SOURCE OF FUNDS: 7 . CITY COUNCIL ACTION: Councilmember� Tpves, Councilmember seconds i DISCUSSION: ACTION: i Council Agenda Item No. 6C d � L w x a City Council Meetiz}g January 15, 2V02 ` � Casry Consent Cale 1 . SUBJECT: 2001 FEE-TN-LIEU OF FUNDS - ACCEPT AND AMEND BUDGET Ji 2 . SUMMARY STATEMENT: Approval to accept„$ Ie fee-in-lieu funds totaling $39, 990 .50 and to amend the budget. From October through December 2001, the City received a total of $39, 990 . 50 from four :subdivisions who voluntarily paid fee- in-lieu of funds, which are paid instead o , dedicating park land to mitigate the development of sing1* faati.ly homes. The City has five years from the date of dep t ''b+� spend these funds for park acquisition, development,111iEten space. Funds are used at a park close to the subdivisi+04t. The Pans Director requests approval to accept fee-J*-lieu funds totaling $39, 990 . 50 and amend the ,following budgets; Clark Lake Park Acquisition (P21) $4$,075 . 00 Park Land Acquisition , (P49) $'!5'f02 . 00 Seven Oaks Play Equipq nt (new project) 9 '0,375. 00 272nd Street Neighborod Park (P93) $12 Q37.,50 $39,9 ,50 3 . EXHIBITS: Revenue report +tit 4 . RECOMMENDED BY: Staff 'and Parks Committit (Committee, Staff, Examiner, Commission, -etc. ) 5 . UNBUDaETED FISCAL/PERSONNEL IMPACT: NO XX YES 6 . EXP ITURE REQUIREDs $ SOUR"E OF FUNDS : i 7 . CITY COUNCIL ACTION: Councilmember moves, Co nci.lmember seconds i DISCUSSION: ACTION: Council Agenda Item No. 6D u n C N QQ QQ QQ QQ QQ QQ QQ QQ QQ QQ QQ QQ QQ QQ a aan. LLo. a. am a. EL a a `o o c a 0 ° y a Q � = n mrrmxr 3 pUc tO U .'o` a cdi � dj m p rn u c V a U E 5 J in o o u E o rn rn $ y ❑ o c m m c ti d W t 2 T m y C a t5 w w a 'C in LL L ,0 A a O a U U a o > 0 3o 3 d d K Z S O) O J - N 0 � < 0m YNf°nxm � � rnn UU m T Ol R N N N N O O O O LL T # d Q J d L U N 0 0 N 0 0 0 O N O M-N OtO O 0 0 m a O O m 0 O N O t+1 m O S th O O m � m N N n 0 m Q O N O O m n 0 0 n n 0 C! O) R o c'� m rn rn m c' o m m(n N m m m L U n m m N N N N N N N N N N N 00 m m rn m m n n n n n n m m OO C m n O) m m N N N N N N n n c'l CI M t�J N N t�l fh M l7 th t+l Cl l7 W W W W W W W W W d m O N N N l7 t�J M C� t7 f7 M m J - N a O O O O O O O O `m U U U U U U U U U m N N N O m N N N 0 0 0 0 0 0 0 0 0 0 a o 0 0 0 0 0 0 0 0 m a a a Na a a a a a o 0 0 0 0 0 0 0 0 0 0 0 0 0 m �n in n o 0 0 0 0 0 0 0 0 0 a n n n n E m m m m m m mN m t0 m .) 10 10 N 10 m m m m m m w m w m m m Q Z t7 th t+l Nl m (� th N N N m th NI th p C 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O 0 0 0 0 0 0 0 0 0 0 3 N N N N N N N N N N N N N N N U LL LL ILLL a a a a a a a a LL LL f a 1� a, F s Ke11C! C- ty ,Council Meeting D9 ¢ 002h2 en rCat a C nsent 1 . SVEIJECT: U.S. FOREST, SEZVICE GRANT A° AND AMEND BUDGET Y ; f 2 . SUMKARY STATEMENT: Approval to accept .#h , $, 000 Natural + Resource Stewardship Network grant and ame d Clark Lake Park budget . Parks Planning & Devel ment staff appl 4,ifor a grant from the U. S . Forest Service t*ough the Naturaurce Stewardship Network for restoration, of Clark Lake F4x*k1 Tjxs: �23 ,000 . 00 grant was awarded for , eforestation of OVO*rgr d pasture land and installation of in"tezpretive signage. jPark4 'Planning & Development staff will work with Parks Maj tep4nee staff and volunteers to complete the project. i 3 . EXHIBITS : Copy of grant approval I 4 . RECOM7MMED BY: (Committee, Staff, iiiiminer, Commissions &t'e'.) 5 . UNBUDGETED FISCAL/PER$ . IMBACT: NO f X� YES z� 6 . EXPENDITURE REQUIRSDii; _; , SOURCE OF FUNDS: i 7 . CITY COUNCIL ACTION: Councilmember moves, Councilmembir seconds DISCUSSION: ACTION: Council Agenda °, - Item No. 6E Natural Resource Stewardship Network RECORD OF GRANT APPROVAL APPLICANT or SPONSOR City of Kent Parks,Recreation and Community Services I _ APPLIC_-kNT, —------— if other than sponsor _ PROJECT I Clark Lake Restoration TITLE REQUEST _ $45,250 r ACTIVITY The Project will involve volunteer groups and students from a neighborhood school in the j Ireforestation of a previously over-grazed pasture and the establishment of an environmental learning center in Clark Lake Park The installation of native trees and associated plants will provide a variety of benefits related to increasing tree canopy in the city. For example,the Project will control , soil erosion and provide much needed shade for a wetland and small stream,create wildlife habitat, and improve the aesthetic appeal of the park By incorporating native plants and interpretive signage,and by involving the public in the implementation,the Project will allow park visitor to gam a greater understanding of the importance of trees and their significance in improving the environmental health of the city and the Green-Duwarmsh watershed COUNCIL 9 DISTRICTS{ PROJECT INTRODUCTION(PRE APPLICATION)REVIEW _ •,r'w„ ,. 't,'= �.;= 1s;b _ ji:;`=; j e x a wi Strong points Revegetation of a former pasture will benefit water quality in the small wettand and creek that are within the project site and in Clark Lake Storm water run off will be reduced and water in the creek,which is now about 2 degrees warmer than the lake,will be cooled The project will also expand and improve wildlife habitat while removing invasive weeds that threaten to overrun the site By planting trees the project will also improve air quality The City has formed a variety of • partnerships with volunteer groups,including a neighborhood school,Eagle Scouts,a church and service organizations The project will be a key activity of the newly formed Friends of Clark Lake, j which expects to receive recognition from the City in the fall of 2001 Clark Lake drams into a tributary of Scos Creek,a salmon-bearing stream Weak points A storm water detention pond adjacent to the park property drains into the wetland The ongmal proposal included substantial grading in the wetland and creek to develop a series of pools and meanders in the stream. These elements of the proposed project would create a federal nexus, i invoking ESA and N IEPA as well as other regulations Given the nature of the site and the length of i the permit process, the technical reviewers believed that the revegetahon component of the project PROPOSED was the most effective and efficient way to deal with the water quality issues on the site ------- — �---- -------- — FORFL-'DI\G r YES ---- --- — — i CONDITIONS The project will be limited to revegetahon and public education/involvement activities PROPOSED TOTAL KC Waterworks WDNR US Forest Service j AWARD ' $23,000 $0 $0 $23,000 { I APPROVED LFORFUNDING Signature / �` Date G\psurpTmimts,ol\Kent,Clark LakelRecord of Appmval doe t yl Council ` Meeting _ ! 4anuary 15 2002 ,. ' C �onaent Calendar 1 . SUBJECT: WESTERN STATES ARTS FEDERATION ,QR 'i' - ACCEPT AND AMEND BUDGET 2 . SU�.Y STATEMENT: Approval to aco4 .0 s'M 500 grant from WS6td,kn States Arts Federation and amex `.640,2003. Kent Arts Commission budget. In December, the Kent Arts CoTWssion race Ved a $2 , 500 grant from Western States Arts Federation to pay for the Halau Hula Ka No'eau production. ` G i I 3 . EXHIBITS• Cop y of letter of Award and,cOjyr pf •dheck i 4 . RECOMMENDED BY: Staff tnd Parks Committee . ! (Committee, Staff, EXaminer, Commissi4kV ,6t8. ) i 5 . UNBUDGETED FISCAL/PERSONNEL nWACT: NO , I _ YES r 6 . EXPENDITURE REQUIRED. � SOURCE OF FUNDS: 7. CITY COUNCIL ACTION: r Councilmember moves, Councilmetr+ seconds j f Y� 4 DISCUSSION: ACTION: ! Council Agenda Item No. 6F e l� TAF Celebrating the Western hnagmation through the Arts 52.3 Ch street _rite 220 Memorandum -enve Colorado 80202 DT: December 6, 2001 -el 303 629 1166 TO: City of Kent Arts Commission - ;o_ 607 93I° Attention: Ronda Bdlerbeck _=3c:6299717 220 4th Avenue South Kent, Washington 98032-5895 FIR: Ryan Blum RE: TourWest grant number T1-09-199 $2500.00 Halau Hula Ka No'eau 11101101-11/03/01 Dear Ronda Thank you for the return of the TourWest evaluation report and materials. Enclosed, you will find a WESTAF check in the amount of$2500 00 as 100% payment for the project Please remember that this check will be void after three months if not cashed We are pleased that your project was a success and look forward to working with you in the future Best, Ryan Blum Director of Programs Enclosure • goep uo sPelaO seiryee!RlumeS' Ice00 Oo N N o N o o °o (NJo 0 CV O O O O f) O h # r O M - C\ X NLO a x N r wV « k X x 6 # 2 # vJ x O r N x � n « i T X a Z O « T mWOO x o FZlW N « Q 0000 i p x O Z N o a w o p o Z W W oLL T � i oo C� O W 0) N Z : m 0 0) C7 L6 ErUJ « Z o 0 LEI � � og > p U) O V) O z *- OF- 2Z N o 5c O U) p CA o U) 5 C, o - moo U a p = d w I- - y o c!1 p C�a Q d H U) C U W 'g �Ua 'W � Zo ili o < t c-c �N Y ' = ZW00 Q �U v e N ' W 0) �� � I c F- c "p l v LL H U) ' � 0 W p i I N � V 0 u O O" H O Z W 13' c x WI- H u`O O 0 N} � r Q [) Q U W { 1 r k 1 Kent City :Council Meeting Date' - January 15, 2002 Category consent Calendar 4 1. SUBJECT: CITY ART PLAN AND 2002-2007 FI,VE-Y9A2 CITY PLAN - APPROVE 2 . SUXKARY STATEMENT: Approval of the City Art Plan and 2002- 2007 Five-Year City Plan. On December 10, the Kent Arts Commission accepted the revised 2002 City Art Plan, including projects carried over from previous years and new projects to be completed in 2002 . The Five Year plan lists projects planned for years 2002 - 2007 . Each year the Kent Arts Commission submitsia revised City Art Plan to City Council for review and approv4l. , See the attached outline for details . • 3 . EXHIBITS: Revised 2002 City Art Plan and �2062-2007 Five-Year Art Plan 4 . RECOMKENDED BY: Staff 5pd� parks Committee (Committee, Staff, 91' miner, Commission, etc, ) �n S . UNBVD4ETED FISCAL/PEFk��EL IMPACT: NOS_ YES 6 . EXPENDITURE REQUIRED: SOURCE OF FUNDS: 7 . CITY COUNCIL ACTION: Councilmember moves, Councilmember seconds _ DISCUSSION: F ACTION; Council Agenda Item No. 6G CITY OF KENT Parks, Recreation & Community Services Kent Arts Commission 2002 CITY ART PLAN FIVE YEAR CITY ART PLAN, 2002 - 2007 Ordinance 2552 Created: November 2001 Approved Visual Arts Committee December 10. 2001 • Kent Arts Commission December 10, 2001 City Council Sub-Committee City Council CITY OF KENT Parks, Recreation & Community Services Kent Arts Commission 2002 CITY ART PLAN PROJECTS Costs carry over 2002 2000/2001 East Hill Youth Sports Complex 30,000 Community Art, Green River Disabled Fishing Access 8,000 Kent Station Downtown Park Artist-in-Residence/Planner 10,000 Youth Art Project, Mural by Kent-Mendian Art Club 6,000 Train Corridor Improvement Master plan 7,500 Portable Collection Purchases 4,000 Sound Transit parking garage & pedestrian bridge 35, 000 Clark Lake art - step ponds 6,000 Ice Arena Exterior Entry Art 25,000 Community Art Project - Canterbury Park 12,000 Subtotal $65,500 $78,000 OTHER EXPENSES Administration 63,000 Maintenance, Supplies 7,000 Insurance 1,500 Design Fee, Honorariums, Professional Services 6,700 Postage and Printing 2,800 Subtotal $81,000 TOTAL $146,500 2 KENT ARTS COMMISSION 2002 CITY ART PLAN NARRATIVE Proiect Title. Capital Project Artwork—East Hill Youth Sports Complex Proiect Description: A professional artist to create artwork for the East Hill Youth Sports Complex retaining wall and park gates Estimated 2002 Costs $30,000 Funding Source: City Art Plan Background/Justification- The City of Kent Planning, Kent Parks Planning and Development and Kent Arts Commission recommend placing a public artwork on the East Hill Youth Sports Complex retaining wall and gates. The art would provide a functional and aesthetically pleasing environment to welcome visitors to the facility and would draw attention away from the large keystone wall and chain link fence needed for the facility at 132"d and 240" St Proiect Title Community Art Project - Green River Disabled Fishing Access Proiect Description A professional artist experienced in working with communities to develop art protects will be hired to facilitate planning, design, execution and installation of artwork (s) at the new Green River Disabled Fishing Access area. Estimated 2002 Costs: $8,000 Funding_Source- City Art Plan Background: Anticipated users are community bicyclists, fishing enthusiasts and members of our disabled population These interest groups would be involved in the art project under the direction of a professional artist. Other successful community art projects of this nature include "A Wacky Bird Refuge" at Linda Heights Park and the Meridian Community Public Artworks Involving interest groups in creating artwork contributes to a sense of community pride. This also creates a sense of ownership that curbs vandalism and lowers maintenance costs for our Parks Maintenance division. 3 n Project Title, Kent Station Artist-in-Residence/Master Planner Project Description: An artist would be hired to work with staff, architects, landscape architects, etc. to identify opportunities for artwork and create a master plan to be integrated with leveraged dollars, construction credits and future art plan budget Artwork would be incorporated by the developers into the public areas of the Kent Station and by the Arts Commission in the proposed downtown park. Estimated 2002 Costs. $10,000 Funding Source City Art Plan Background The Arts Commission recommends that public art have a major presence in Kent Station and park. When artwork is incorporated in the initial stages in a project It can take the place of existing budgeted building parts or construction credits thereby maximizing both the budget and the inclusion of art in a site. Past projects where artwork was successfully incorporated in this way are the SoundTransit Parking garage and pedestrian bridge and in new and renovated parks such as Garrison Creek Park The sites are intended to be highly visible gathering places for the public and part of the revitalization of downtown Kent The inclusion of art elements in building and site fixtures and features will add value and enhance the area, to create a viable and pleasing destination for the community to enjoy. This funding is contingent upon receiving an additional $15,000 from other sources. Project Title. Youth Art Project— Mural by Kent-Meridian HS Students Project Description- An artist would work with the art club at Kent Meridian High School to create a mural for downtown Kent Estimated 2002 Costs $6,000 Funding Source City Art Plan Background. The Arts Commission supports the inclusion of youth and community members in the planning, execution and installation of artwork. The experience provides valuable experience in working with a professional artist on large scale projects and gives a sense of ownership and pride in their community. Award winning youth art protects in the City of Kent have been implemented since 1996 with the Reclamation Art Projects funded by a grant from King County Arts Commission. Since then, 19 youth and community projects have been completed in our parks. This project will be placed on a Railroad Ave business as part of the revitalization of downtown Kent. 4 Proiect Title: Train Corridor Improvement Master Plan Proiect Description: This multi-year phased plan would be created by an artist/planner who would work with downtown property owners, the Kent Arts Commission and the Mayor's office to identify sites for art along the train corridor; identify appropriate media and styles of work for each proposed site and identify artists who could implement the master plan. In addition, the planner would secure agreements for use of the proposed sites. Estimated 2002 Costs: $7,500 Funding Source. City Art Plan Background: With the Sound Transit trains improving commutes between Seattle and Tacoma, the train corridor is becoming an area more visible to travelers and commuters. It is the desire of the Mayor's office and the Kent Arts Commission to present an attractive view of Kent to the users of the train systems as they travel through our city A similar project was a 1990 program that saw the painting and placement of several murals on the exterior walls of local businesses to attract residents and visitors to downtown Kent. Proiect Title Portable Collection Purchases Proiect Description- Purchase quality artworks from area artists at the Kent Canterbury Faire Juried Fine Art Exhibit. The artworks will be exhibited in publicly accessible areas of the City of Kent facilities. Estimated 2002 Costs: $4,000 Funding Source. City Art Plan Background: The City of Kent Arts Commission has established a collection of portable artwork that includes paintings, prints and other works. The purchase awards at the Canterbury Faire Fine Art Exhibit attract area artists to enter and bring a higher quality of work to the exhibit. The funds allow the City to obtain artwork to introduce art into the workplace and in public areas were the community does business. This program supports local artists and promotes participation in City programs. 5 KENT ARTS COMMISSION CITY ART PLAN 2002 —2007 2002 Previous Yr 2002 PROJECTS COSTS Carryover SoundTransit artwork (carry over 2000/2001) 35,000 Ice Arena Entry Sculpture 25,000 Community Art Project - Canterbury Park 12,000 Clark Lake Step Pond improvements 6,000 East Hill Youth Sports Complex 30,000 Community Art, Green River Disabled Fishing Access 8,000 Kent Station Downtown Park Master Planner 10,000 Youth Art, Mural by Kent-Mendian Art Club 6,000 Tram Corridor Improvement Master plan 7,500 Portable Collection Purchases 4,000 Administration Maintenance 81,000 Year Total $146,500 78,000 2003 PROJECTS COSTS 132nd Avenue Park Art Studio & Park Art Planning 5,000 Capital Project Artwork, 132"d Studio/Park Artwork 40,000 Tram Corridor Improvement, Phase 1 10,000 Community Art/Tram Corridor Improvements 20,000 Reclamation Art Project, 272"d Neighborhood Park 6,000 Portable Collection Purchases 4,000 Administration/Maintenance 85,000 Year Total $170,000 2003 IDEAS- International Artist ExchangelWith Sister Cities as part of corridor improvements 2004 PROJECTS COSTS Capital Project Artwork, Commemorative Art "In Honor of Those Who Serve" 50,000 Community Art Project (2), West Hill Neighborhood Park, Linda Heights Park-play area 14,000 Capital Project Art Planning, Service Club Ballfre/ds 5,000 Portable Collection Purchases 4,000 Administration/Maintenance 85,000 Year Total $158,000 i 6 2005 PROJECTS COSTS Capital Project Artwork, Service Club Ballfields 30,000 Capital Project Artwork Planning, Valley Floor Athletic 5,000 Portable Collection Purchases 4,000 Administration/Maintenance 88,000 Year Total $127,000 2006 PROJECTS COSTS Capital Projects Artwork (2), Clark Lake & Valley Floor Athletic 75,000 Portable Collection Purchases 4,000 Administration/Maintenance 88,000 Year Total $167,000 2006 IDEAS. Clark Lake Integrated Artwork (R. Tomlinson, 200612007) $25,000 Valley Floor Athletic Complex Artwork (200612007) $50,000 2007 PROJECTS COSTS . Capital Projects 145,000 Portable Collection Purchases 5,000 Administration/Maintenance 90,000 Year Total $240,000 2007 IDEAS: Clark Lake Integrated Artwork (R. Tomlinson, 200612007) $25,000 Valley Floor Athletic Complex Artwork (200612007) $50,000 Traffic Roundabout Centerpiece (200712008) -- $70,000 +possible CIP funds It �' C#* Council Meeting 4� D ,' 4as:uary 15, 2002 category Consent Calendar 5{ k� P 4j 1. SUBJECT: MEETINGS CONDUCTED ON PARKS PRQPERTIES - AMEND ORDINANCE 2 . SUMMARY STATEMENT: Adoption of Ordinance No. to repeal Section 4 . 01 .180 and amend Section 4 . 01 .170 of the Kent City Code relating to the use of park facilities. City of Kent park properties have historically been considered a public forum. Governmental regulation of ;spegch occurring in City parks must be content-neutral, serve a compelling governmental interest, and leave open alternative channels of communication. The enforcement of Section 4 . 01. 180 of the "Kent City Code may result in an unreasonable restriction on free speech. In addition, amendment of Section 4 . 01. 170 o€ jthe Kent City Code will assist in clarifying for users of City parks that they shall not unreasonably interfere with others use of the park facilities. 3 . EXHIBITS: Ordinance 4 . RECOMMENDED BYs Staff and Parks Committee li (Committee, Staff, Examiner, Commission�tc . ) 5 . UNBUDGETED FISCAL/PERSONNEL IMPACT: NO X YES 6 . EXPENDITURE REQUIRED. $ C! SOURCE OF FUNDS : e. 7 . CITY COUNCIL ACTION: Councilmember Moves, Councilmember seconds t DISCUSSION: ACTION: Council Agenda Item No. 6H • ORDINANCE NO. I I ' AN ORDINANCE of the City Council of the City of Kent, Washington, repealing Section 4 01 180 of the Kent City Code relating to meetings or the distribution of j literature on park properties and amending Section 4 01 170 of the Kent City Code relating to permitted and scheduled activities. i I � WHEREAS, City of Kent park properties have historically been considered a public forum, and WHEREAS, governmental regulation of speech occurring in City parks must be content-neutral, serve a compelling governmental interest, and leave open alternative channels of communication, and I ! WHEREAS, the enforcement of Section 4 01 180 of the Kent City Code ' may result in an unreasonable restriction on free speech, and j WHEREAS, amendment of Section 4 01.170 of the Kent City Code will { assist in clarifying that users of City parks shall not unreasonably interfere with others ! i use of the park facilities, NOW THEREFORE, � 1 Meetings THE CITY COUNCIL OF THE CITY OF KENT, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: SECTION 1. Section 4 01 170 of the Kent City Code, entitled "Permitted and scheduled activities —Rules,"is hereby amended to read as follows Sec. 4.01.170. Permitted and scheduled activities — Rules. Permits and schedules, officially issued or distributed by the director of the parks and recreation department, shall have priority over other activities Participants shall yield to the holder of such permit or schedule Participants with or without a permit or schedule shall abide by all rules and regulations,—and shall not unreasonably interfere with other persons' use of or the City's maintenance or operation of City park facilities A copy I, of all rules and regulations are filed with the city clerk 1, SECTION 2. Section 4 01 180 of the Kent City Code, entitled "Meetings," is hereby repealed in its entirety �I See. 4.01.180 Meetings. Ne persen .hall i e!El any _e figiou or pe fitieal meeting of other a6seffibly, E)r- Ekstnbu�e ktefatufe eii aiiy pafk pfepeAies without fir-9 SECTION 3 — Severabzhty If any one or more section, subsections, or sentences of this Ordinance are held to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portion of this ordinance and the same shall remain in full force and effect. SECTION 4 — Effective Date This ordinance shall take effect and be in force thirty(30) days from and after passage, as provided by law JIM WHITE, MAYOR 2 Meetings • ATTEST BRENDA JACOBER, CITY CLERK APPROVED AS TO FORM I ROGER LUBOVICH, CITY ATTORNEY I PASSED day of 2002 APPROVED day of 12002 PUBLISHED day of 2002 I hereby certify that this is a true copy of Ordinance No passed by the City Council of the City of Kent, Washington, and approved by the Mayor of the City of Kent as hereon indicated (SEAL) BRENDA JACOBER, CITY CLERK I . r+c.romm.nuwuunysn@maoi ieo as 3 Meetings Ap A} r$#Llt 1 i KP 't*^')r:,.Ccuncil Meeting A uary 15, 2002 Cat . Consent Calendar 1 . SUBJECT: GREATER KENT HISTORICAL SOCIETY ,AdGREEMENT - APPROVE i 2 . SUMMARY STATEMENT: Approval to finalize aAd execute an agreement with the Greater Kent Historicall'Society for historical and museum lease and services . The city wants to enter into a more formal agreement with the Greater Kent Historical Society. The agre4ment includes management of the museum building and c4raiing items related to the history of Kent . 3 . EXHIBITS: Copy of agreement i 4 . RECOMMENDED EY: Staff and Parks Committee (Committee, Staff, Examiner, Commission,; ietC. ) 5 . UNBUDGETED FISCAL/PERS L IMPACT: NO S YES 6 . EXPENDITURE REQUIREDa $ SOURCE OF FUNDS: 7 . CITY COUNCIL ACTION: Councilmember moves, Councilmemrseconds s F r i DISCUSSION: ACTION: Council Agenda Item No. 6I HISTORICAL AND MUSEUM LEASE AND SERVICES AGREEMENT THIS AGREEMENT FOR HISTORICAL AND MUSEUM SERVICES (the "agreement") is entered into on this day of 200_, by and between the CITY OF KENT ("the City"), a Washington municipal corporation, and the GREATER KENT HISTORICAL SOCIETY ("Society") RECITALS WHEREAS, Section 27 48 010 of the Revised Code of Washington ("RCW") permits municipalities to support museums and heritage organizations as follows: The storage, preservation and exhibit of historical materials, including, but not limited to, books, maps writing, newspapers, ancient articles, and tools of handicraft, antiques, artifacts, and relics is declared to be a public project carried on for public purpose and the legislative body of any county, city or town, may provide quarters therefore within the territorial limits thereof and may provide funds necessary for the proper operation of any such institution already in operation, or otherwise provide for the preservation of historical material covered by this chapter and WHEREAS, community museums and historical organizations, including the Greater Kent Historical Society, play an essential role in building community identity and pride, protecting the community's wealth of material culture and tradition, and assisting in the transmission of cultural resources to future generations, and WHEREAS, the City recognizes the Society as the primary repository for the material culture of the City as well as the custodian and interpreter of its historical record; and WHEREAS, it is in the best interest of the citizens of the City that the City and the Society enter into a long-term agreement to perform the above-described services and to develop a professionally directed museum, HISTORICAL AND MUSEUM SERVICES AGREEMENT- 1 (January 9, 2002) NOW THEREFORE, in consideration of the mutual covenants, conditions, and performances described below, the parties agree as follows AGREEMENT 1. BUILDING/PROPERTY OWNERSHIP AND LEASE The City is the owner of the Bererter House located at 855 East Smith Street, Kent, Washington ("leased premises"). The City agrees to a rent-free lease with the Society for the Bererter House for the duration of this Agreement upon the terms and conditions the City sets forth herein 2. SCOPE OF SERVICES/RESPONSIBILITIES OF THE SOCIETY The Society agrees to perform the following services A To serve as City Historian and to provide historian services to the City and assist the City in developing plans, policies, and agreements relating to historical records, heritage resources, and historic preservation activities B Maintain a permanent, archival inventory of historic buildings and resources in the City C Cooperate with the Kent School District, the Federal Way School District, and other local school districts to enhance educational opportunities for students, educators, and community members D Develop exhibits, publications, audiovisual materials, markers, and other interpretive materials E. Maintain artifacts, archival materials, and the historical record of Kent and its people. F. Assist the City to preserve and maintain historic buildings and resources, including those owned by the City G. Provide historical and museum services in support of tourism development, economic revitalization and community events, or celebrations. H Cooperate with other community organizations and public agencies to enhance cultural programs and services HISTORICAL AND MUSEUM SERVICES AGREEMENT- 2 (January 9, 2002) I Maintain a minimum number or open days/hours per year for public access at the Bererter House. J. Maintain buildmg interiors of the Bererter House. K Assist the City by inspecting, reporting about systems or structural problems, and providing oversight on the condition of the Bererter House, Accessory Buildings and Grounds L. Assist the City in good faith and to the best of the Society's ability to raise funds for the ongoing maintenance operation and improvement of the Bererter House, and any future museum facilities. M Improving the museum facility to provide professional standards of environmental control, collection management capacity, security, programming flexibility, and public access N Provide event/activity or collection coverage insurance, as deemed appropriate by the Board O Seek all available means to raise public and private funds to support the staff and programs contemplated by this agreement. 3 HISTORICAL AND MUSEUM SERVICES STAFF. The Society shall, at its discretion, hire and provide Board supervision for a paid professional Museum Director, with experience and qualifications as determined by the Society The Society shall, at its discretion, provide professionally directed staff services for the Bererter House and any future museum facility 4 TERM This Agreement shall continue in full force and effect until terminated as provided for in Section 13 5. POLICIES, PROCEDURES, COMPLIANCE, AND CODE OF ETHICS The Society shall adopt standard museum and archival policies and procedures and shall conform to all applicable federal state and local laws in its operations and activities The Society shall adopt a professional code of ethics to guide its operations, based upon the codes developed by the American Association for State and Local History, American Association of Museums and the Society of American Archivists HISTORICAL AND MUSEUM SERVICES AGREEMENT-3 (January 9, 2002) 6. USE OF FACILITIES. Society Agrees to use the facilities for the primary purpose of providing cultural, recreational, and educational services related to the Kent Greater Historical Society. Society may use portions of the facilities for its organizational purposes including membership solicitations, membership and Directors meetings, staff training, docent training and certification, sale of items commonly sold by historical societies, and fund-raising activities normally held by historical societies. All activities conducted upon the facilities are subject to City regulations and to the further provisions of this Agreement Use of the facilities for other business purposes shall not be permitted without City's prior written consent City reserves the right to use said facilities subject to approval of Society, when said use does not interfere with Society's use of said facilities or pose a security risk to Society collections. 7 QUARTERLY AND ANNUAL REPORTS The Society shall make quarterly reports to the City documenting its activities and services, including hours open to the public The Society shall provide the City a detailed annual report, including a statement of financial condition and a projected annual budget 8 COLLECTION OWNERSHIP AND USAGE The society shall continue to own and manage historical collections and serve as a primary repository for historical materials in the City of Kent The City and its departments and divisions agree not to actively collect in competition with the society, but may accept and hold gifts or otherwise acquire historical materials that the Society is unable or ineligible to acquire or that the City believes is more appropriate for the City to hold. In such case, the City will communicate to Society its intention to collect and/or hold gifts or historical material. Disposition of the City owned archival collections and historical records shall follow provisions of the Revised Code of Washington regarding transfer to the Washington State Archives The city may lend historical artifacts and materials to the Society for its interpretive and research use, provided that the lending of such materials conforms to the professional standards of the Society's collection management and that the terms of any such loan are mutually agreeable to the City and the Society HISTORICAL AND MUSEUM SERVICES AGREEMENT-4 (January 9, 2002) The Society may lend historical artifacts and materials to the City for its interpretive and research use, provided that the lending of such materials conforms to the professional standards of the Society's collection management policies and that the terms of any such loan are mutually agreeable to the City and the Society 9 MAINTENANCE Society shall, throughout the term of this Agreement, without cost or expense to City, keep and maintain said facilities and all improvements, fixtures and equipment which may now or hereafter exist thereon, in a neat, clean and sanitary condition and, except for reasonable wear and tear, at all times preserve the facilities in good and safe repair The Society shall mow and water the grounds as required to maintain a neat appearance Except City shall maintain the structure including foundations, roof, exterior walls, exterior painting, windows (excluding cleaning), exterior approaches, parking lots, fences, landscape, and imgation, fixtures, heating, plumbing, and electrical systems other than special lighting, light bulbs, fixtures, and appliances at the Bereiter House and the Accessory Buildings. 10 GOVERNANCE The governing body of the Greater Kent Historical Society and its museum shall be its Board of Directors, which shall have sixteen (16) members 11 BYLAWS The Society agrees to amend its bylaws to reflect and implement the provisions of this Agreement 12 RESPONSIBILITIES OF THE CITY The City agrees to provide the following A. Funding to assist in performing the services described in Sections 2 of tlus agreement, as determined annually by the City, in its sole discretion, during the budget process. B Provision of utilities, and waste removal services for the Bereiter House All security and/or fire safety devices, alarms, systems shall be installed and maintained by the City HISTORICAL AND MUSEUM SERVICES AGREEMENT- 5 (January 9, 2002) C Primary responsibility for the maintenance and improvement of the exteriors of the Bereiter House as recommended by the Board and approved by the City i D. Assistance to the Society in raising funds for the ongoing maintenance and improvement of the Bereiter House E. Assistance to the Society in its development of plans and proposals for a museum facility that meets professional standards of environmental control, collection management capacity, security, programming flexibility and public accessibility. F Advise on placement of Lability insurance and provide risk management assistance for Society operations, PROVIDED, that the Society shall be responsible for payment of all premiums, deductibles, and claims attributed to its actions and negligence. G Provide property insurance for the Bereiter House. H Provide assistance to the Society in expanding their membership 13 TERMINATION Either party may terminate this Agreement without cause upon 180 days prior written notice. In the event a party is in default of this Agreement, and upon providing thirty (30) days prior written notice to cure said default, the party not in default may, by reason of such default, terminate this Agreement by written notice to the defaulting party or pursue any remedy allowed by law Upon termination, the leasehold interest herein shall terminate and Society shall vacate the leased premises. 14 PERSONNEL All services performed under this Agreement will be performed by the Society or its employees or agents, and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under applicable state and local law to perform such Services I5 SUBCONTRACTING None of the services covered by this Agreement shall be the subject of the subcontract or subconsultant agreement without the prior written consent of the City, or as specifically set forth in this Agreement. The Society shall not enter into any agreement with any subconsultant consented to by the City, which does not HISTORICAL AND MUSEUM SERVICES AGREEMENT-6 (January 9, 2002) • expressly bind such subconsultant to assume all obligations and responsibilities, which the Society, by this Agreement, assumes toward the City The Society shall provide the City with a written acknowledgment, signed by each subconsultant and satisfactory to the City, that all such obligations and responsibilities have been so assumed 16 COMPLIANCE WITH LOCAL LAWS The Society and anyone employed or retained by the Society shall comply with all applicable laws, ordinances, regulations and codes of any governmental jurisdiction having authority (including ADA) and shall commit no trespass upon any public or private property in performing any of the work described in this Agreement 17 HOLD HARMLESS AGREEMENT The Society shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with, the performance of this Agreement, except for those injuries and damages caused by the City's negligence • Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4 24 115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Society and the City, its officers, officials, employees, and volunteers, the Society's liability hereunder shall be only to the extent of the Society's negligence It is further specifically and expressly understood that the indemnification provided herein constitutes the Society's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification The parties have mutually negotiated this waiver The provisions of this section shall survive the expiration or termination of this Agreement 18 INSURANCE The Society shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may anse from or in connection with the performance of the work hereunder by the Society, its agents, representatives, employees, sub-consultants or sub-contractors The • City shall provide property insurance on the building structures only Content Coverage HISTORICAL AND MUSEUM SERVICES AGREEMENT-7 (January 10, 2002) or coverage of Society's Collections or personal properties, if desired by Society, shall be provided by Society at its sole cost and expense At the time this Agreement is executed, the Society shall provide to the City a Certificate of Insurance evidencing Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and a $2,000,000 general aggregate for personal Injury, bodily injury and property damage Coverage shall include but not be limited to: blanket contractual, products/completed operations/broad form property damage, explosion, collapse and underground (XCIn if applicable, and employer's liability; and Any payment of deductible or self-insured retention shall be the sole responsibility of the Society. The City shall be named as an additional insured on the Commercial General Liability insurance policy and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the • right to receive a certified copy of all the required insurance policies The Society's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability The Society's insurance shall be primary insurance as respects the City and the City shall be given thirty (30) days prior written notice by certified marl, return receipt requested, of any cancellation, suspension or material change in coverage. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. 19 LEGAL EXPENSES In the event that legal action is initiated by either party to this Agreement against the other to enforce any obligations arising out of or HISTORICAL AND MUSEUM SERVICES AGREEMENT- 8 (January 10, 2002) • disputes concerning the terms and conditions of this Agreement, each party shall be responsible for its own legal fees, cost and expenses 20 GOVERNING LAW This Agreement, and the services performed under this Agreement, shall be the laws of the State of Washington Jurisdiction and venue for any suits filed in connection with this Agreement shall be in the Superior Court of the State of Washington in and for King County 21 INDEPENDENT CONTRACTOR The Society and the City agree that the Society is an independent contractor with respect to the services provided pursuant to this Agreement Nothing in the Agreement shall be considered to create the relationship of employer and employee between the parties hereto Neither the Society nor any employee of the Society shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement The City shall not be responsible for withholding or otherwise deducting Federal income tax, social security, contributing to the State Industrial Insurance Program or otherwise assuming the duties of an • employer with respect to the Society or any employees of the Society Society shall provide the City with sufficient proof of its independent contractor status, including IRS number and business license, if required 22 OTHER FUNDING This Agreement in no way restricts either party from participating with any public or private agencies, organizations, and individuals or by accepting contributions, gifts or mitigation money to be applied to either party's portion of the planning, engineering, construction, administration, operation, and preservation of the historical and museum facilities and services contemplated in this Agreement 23 INSPECTIONS — ACCESS City reserves the right to inspect the facilities at any and all reasonable times throughout the term of this Agreement, provided that it shall not interfere unduly with Society's operations The right of inspection reserved to City hereunder shall impose no obligations on City to make inspections to ascertain the conditions of the facilities, and shall impose no liability upon City for • failure to make such inspections HISTORICAL AND MUSEUM SERVICES AGREEMENT-9 (January 10, 2002) 24 FUTURE FUNDING The City makes no commitment to support, and • assumes no obligation for future support of the activity contracted herein except as expressly set forth in this Agreement. Should the funds allocated by the City via this agreement be from anticipated sources of revenue, and should the anticipated sources of revenue not become available to the City, the City will be released from all contracted liability with the Society for that portion of the Contract covered by funds not received In the event the City notifies the Society that funding is no longer available for all or a portion of the services to be provided pursuant to this Contract, the Society is released, upon written notification from the City, from any obligation to provide said services 25 NONDISCRIMINATION In the hiring of employees for the performance of work under this Agreement or any sub-contract hereunder, the Consultant, its sub- contractors, or any person acting on behalf of such Consultant or sub-contractor shall not, by reason of race, religion, color, sex, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates Consultant shall execute the _attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 12, and upon completion of the contract work, file the attached Compliance Statement 26 POLITICAL ACTIVITY PROHIBITED. None of the funds, materials, property, or services provided directly or indirectly under this Contract shall be used for any partisan political activity or to further the election or defeat of any candidate for public office 27 ASSIGNMENT. The Society Shall not assign its performance under this Agreement or any portion of this Agreement without the written consent of the City, and its further agreed that said consent must be sought in writing by the Society not less than thirty(30) days prior to the date of any proposed assignment • HISTORICAL AND MUSEUM SERVICES AGREEMENT- 10 (January 10, 2002) Any work or services assigned under this agreement shall be subject to each provision of this Agreement and proper bidding procedures where applicable as set forth in local, State and/or Federal statutes, ordinances and guidelines. 28. WRITTEN NOTICE All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the agreement, unless notified to the contrary Any written notice hereunder shall become effective upon the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing 29 MODIFICATION No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Society 30 ENTIRE AGREEMENT The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement The entire agreement between the parties with respect to the subject matter hereunder is contained in this Agreement and any Exhibits attached hereto All of the above documents are hereby made a part of this Agreement and form the Agreement document as fully as if the same were set forth herem Should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail HISTORICAL AND MUSEUM SERVICES AGREEMENT- 11 (January 9, 2002) 31. DUPLICATE ORIGINALS. This Agreement shall be executed in i duplicate originals IN WITNESS WHEREOF, the parties below have executed this Agreement. SOCIETY: CITY: By By: Print Name Print Name: Jim White Its. Its: Mayor DATE DATE APPROVED AS TO FORM: Roger A. Lubovich, City Attorney ATTEST: Brenda Jacober, City Clerk NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: Greater Kent Historical Society Atm. John Hodgson Director of Parks, Recreation, & Community Svcs. City of Kent 220 Fourth Avenue South Kent, WA 98032 253.856.5 1 00/fax 253 856.6050 HISTORICAL AND MUSEUM SERVICES AGREEMENT- 12 (January 9, 2002) DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this contract shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific contract to adhere to An affirmative response is required on all of the following questions for this contract to be valid and binding If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the contract; The questions are as follows: 1 I have read the attached City of Kent administrative policy number 12. 2 During the time of this contract I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability 3 During the time of this contract the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer 4 During the time of the contract I, the prime contractor, will actively consider hiring and promotion of women and minorities 5. Before acceptance of this contract, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above Dated this day of 2002. By For. Greater Kent Historical Society Title• Date• EEOC DOCUMENTS - 1 (Histoncal&Museum Svcs Agreement) (August 30, 2001) CITY OF KENT ADMINISTRATIVE POLICY NUMBER- 1.2 EFFECTIVE DATE January 1, 1998 SUBJECT- MINORITY AND WOMEN SUPERSEDES. April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY- Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding contracts with the City amounting to $10,000 or more within any given year, must take the following affirmative steps. 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer 2. Actively consider for promotion and advancement available minorities and women Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the contract. Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines EEOC DOCUMENTS-2 (Hutoncal&Museum Svcs Agreement) (August 30, 2001) CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the contract. I, the undersigned, a duly represented agent of Greater Kent Historical Society , hereby acknowledge and declare that the before-mentioned entity was the prime contractor for the contract known as Historical and Museum Services Aexeement that was entered into on the (date) between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in • the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned contract. Dated this day of 200 By For Title Date EEOC DOCUMENTS-3 (Histoncal&Museum Svcs Agreement) (August 30, 2001) 0 Kent; City Council Meeting Dat,0' , January 15, 2002 'w" Catpt Consent Calendar } i ' 1 . SUBJECT: RIVERBEND qOLF MANAGEMENT AND SEIMMS AGREEMENT AMENDMENT ;^ APPROVE 2 . SUMMARY STATEMENT: - Authorization for b e Mayor to negotiate, finalize and execute Amendment Umber One to the Riverbend Golf Services and Management agt 0ment, upon terms as proposed. i City staff and Public Golf Management staff -mat to discuss minor changes to the golf services and mPA4q nt agreement to allow for clearer operation of the Par 3, �Tijrtnq Range, Golf Lessons, Mini Putt and ,Captain Jack' s Fish ! rn' � Chips. The attached staff report denotes the proposed,amoLxds:ents. 3 . EXHIBITS: Staff report j 4 . RECOMMENDED BY: Staff and Parks Committee (Committee, Staff, Examiner, Commission, ,etc.) t 4 5 . UNBUDGETED FISCAL/PERS� IDWACT: NO—�-,X _, YES 6 . EXPENDITURE REQUIRED: SOURCE OF FUNDS: 7 . CITY COUNCIL ACTION: , Councilmember----,�_moves, Councilme�r seconds E _ 114� DISCUSSION: ACTION: r Council Agenda , Item No. 6J z City of Kent Parks, Recreation and Community Services Memorandum To Mayor White, Kent City Council From John Hodgson, Director of Parks Recreation and Community Services Date January 2, 2002 Re Riverbend Golf Services Contract - Amendment Number One City staff and Public Golf Management have met to discuss issues relating to the golf management and services agreement. This agreement is for the management of the Par 3, Driving Range, Golf Lessons, Mini Putt and Captain Jacks Fish and Chips These amendments allow for clearer operation of these facilities. The amendments do not extend any terms of the length of the contract The amendments have been agreed to in principle and are as follows • Golf Merchandising.Public Golf Management will not provide golf merchandising at Riverbend, The city will do all merchandising Increase Driving Range Percentage. to replace revenue from merchandise that will now go to the City, PGM will receive 30% of revenues at the driving range; this is up from 25%. Equipment Rental The city will directly deduct payments PGM is paying for the driving Range picking equipment. PGM will not lease the city's food cart and the city will return it Fixed Fee Payment Schedule Adjust fixed fee payment, based on actual revenues from 2000 and 2001 These monthly fixed fees were determined prior to the start of contract The fixed fee is not increased or reduced, Custodial: The city may elect to use another method of custodial Currently it is all done by PGM and the city reimburses monthly. City staff feels that these are minor amendments and can be expected over the term of a contract • FpcG r iE 'R �4 1 yl K01*4 Mty'.Council Meeting .0 D*" erluary 15, 2a02 C�a .fy 'Consent Calendar it 1 . SUBJECT: COORDINATMb PREVENTION GRANT A} RBZONT - AUTHORIZE 1. '1 2 . SUMMARY STATEMENT: As recommended by �*e Public Works Committee, authorization for the Mayor to gign, tthe Washington y £ . State Dept of Ecology Coordinated Preventtj6Tj —Qr6ftt Agreement and direct staff to accept the grant and a tabli.sh a budget of $84, 335. 00 . { k i 3 . EXHIBITS: Grant agreement #G0200155 and. " biic Works Director memorandum 4 . RECOMMENDED BY: Public Works Committee (Committee, Staff, P4xaminer, Commission ` etc, } S . UNBUDGETED FISCAL/PERS'Q;N�G IMPACT: NO YES l 6 . EXPENDITURE REQUIRED: $ SOURCE OF FUNDS: 7 . CITY COUNCIL ACTION: Co#nci lmember i '<`^F ' sec01Rds �;„�mavesn CouncilmOmr t DISCUSSION: ACTION: � „ 1 { ,(`r Council Agenda I „ �:• Item No. 6A • COMMUNITY DEVELOPMENT Mike H Martin, Cluef Administrative Officer PUBLIC WORKS DEPARTMENT Don E Wickstrom, P E Public Works Director KENT Phone 253.856-6500 WASHINGTON Address 220 Fourth Avenue S Kent,WA 98032-5895 Date - January 7 , 2002 To . Public Works Committee From: Don Wickstrom, Public Works Director Suh3ect . Coordinated Prevention Grant Agreement Wa State Dept of Ecology Grant No G0200155 This Grant Agreement for the years 2002 thru 2003 between the Dept of Ecology and the City specifies the responsibility of the • City in working towards the expansion of existing programs as well as the implementation of new waste reduction, recycling programs and education. These programs are administered by the Public Works Department ' s Conservation Specialist . The grant fund portion is $84 , 335 with the local share being $28 , 112 . At this time the Public Works Department is requesting authorization to direct staff to accept the grant and establish a budget in the amount of $84, 335 MOTION: Authorize the Mayor to sign the grant agreement and direct staff to accept the grant and establish a budget of $84, 335 . CPG2002 Grant No G0200155 Coordinated Prevention Grant Agreement with City of Kent STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND CITY OF KENT This is a binding agreement entered into by and between the State of Washington Department of Ecology, hereinafter referred to as the DEPARTMENT,and the City of Kent, hereinafter referred to as the RECIPIENT,to carry out the activities described herem. RECIPIENT REPRESENTATIVE Jim White,Mayor RECIPIENT NAME&ADDRESS City of Kent Department of Public Works 220 4 h Ave South Kent WA 98032-5895 RECIPIENT PROJECT COORDINATOR Robyn Bartelt TELEPHONE 253-856-5549 FAX 253-856-6500 E-MAIL rbartelt@ci kent wa.us REGIONAL PROJECT OFFICER Steven Williams TELEPHONE 425-649-7048 FAX 425-649-7098 E-MAIL stw1461@ecy wa.gov FUNDING SOURCE Local Toxics Control Account MAXIMUM ELIGIBLE COST $112,447 STATE GRANT SHARE $84,335 LOCAL SHARE $28,112 STATE MAXIMUM GRANT PERCENT 75 % FEDERAL TAX IDENTIFICATION NO 91-6001254 For the purpose of this agreement, the RECIPIENT will be allowed to match the DEPARTMENT share with cash and interlocal in-kind costs in accordance with pre-application instructions. This grant is effective on January 1, 2002 Any work performed prior to the effective date of this agreement without prior written authorization and specified in the Scope of Work will be at the sole expense and risk of the RECIPIENT This agreement shall expire no later than December 31, 2003 1 of 10 Grant No. G0200155 Coordinated Prevention Grant Agreement with City of Kent SCOPE OF WORK The task(s) set forth below summarize the RECIPIENT's goals, activities,budget(s) and schedule(s) and expected outcomes. Recipient Responsibilities The RECIPIENT is responsible for implementing activities identified in the King County Comprehensive Solid Waste Management Plan(SWMP), and/or the Local Hazardous Waste Management Plan for Seattle-King County(LHWMP) 1. PROJECT TASK: (WRRA-2) WASTE REDUCTION&RECYCLING PROGRAM ADMINISTRATION Maximum Eligible Cost $ 50,947 Schedule January 1, 2002 through December 31, 2003 Goal Statement. The goal of this project is to increase WR/R in the City of Kent by continuance and expansion of existing programs and implementation of new programs related to waste reduction, source reduction,resource conservation, and recycling and to support recycling collection programs. Proiect Descnntion Through annexation the RECIPIENT added an additional 9,000 residents in the 2000-01 CPG cycle As areas are annexed, they fall under the contract for collection of solid waste and recycling. The RECIPIENT entered into a new recycling and waste collection contract in April 2001, and annexed areas are immediately subject to this contact upon annexation. The RECIPIENT's education and outreach will target all residents and businesses, but will especially target annexed and other new residents,as well as non-English spealang residents General outreach and education activities by RECIPIENT staff will include • Planning,promoting, and coordinating special recycling and collection events; • Planning,promoting, and coordinating spring and fall clean up events; • Providing general WR/R information as requested to residents and businesses, • Conducting educational WR/R presentations, • Promoting the use and purchase of recycled content material products; • Enhancement and expansion of city-wide procurement programs; and, • Expansion and promotion of Grasscycling and composting programs 2of10 Grant No.G0200155 Coordinated Prevention Grant Agreement with City of Kent )erected Outcomes/Impacts: Through implementation of these programs,the RECIPIENT expects a 5%per capita decrease in the amount of waste landfilled The RECIPIENT will track this change from month-to-month to determine the actual decrease and track the annual amount of waste sent to landfills in 2002 and 2003 versus 2001. This information shall be provided to the DEPARTMENT, as available,in progress reports due every eight months. Additionally, the RECIPIENT anticipates a 5%increase in single-family curbside recycling participation, and to increase multi-family recycling participation to 50% 2. PROJECT TASK: (WRRC-3) COMPOST BIN DISTRIBUTION Maximum Eligible Cost S31,500 Schedule January 1,2002 through December 31, 2003 Goal Statement: The goal of this project is to increase waste reduction and recycling (WR/R) in the City of Kent by providing the means for residents to purchase low-cost compost bins to recycle and reuse compostable yard debris at their residence The program shall provide an alternative to, or complement curbside collection of yard debris Project Description The RECIPIENT shall conduct four compost bin distribution events to be held in conjunction with the RECIPIENT's special recycling&collection events The events will take place each spring and fall of this grant cycle Promotional advertising shall occur prior to the events through direct flyer mailing A total of 700 compost bins,made of 100%recycled post-consumer plastic,will be distributed at the four events The RECIPIENT shall provide educational materials at each event, including a"home composting wheel" demonstrating proper use of the bins,Natural Lawn Care booklets, and grasscycling brochures. A King County Master Composter shall be at each event to provide on-site demonstrations on recycling yard waste and gardening with compost Composting videos shall be made available for checkout from the library and the Public Works Department. The RECIPIENT shall conduct a survey of residents who purchased the bins to evaluate how effectively they are working A copy of the findings shall be submitted to the DEPARTMENT. The RECIPIENT shall also supply to the DEPARTMENT copies of flyers or any other promotional material produced in conjunction with this project. In accordance with Administrative Requirements for Ecology Grants and Loans.WDOE 9 1-19 (Revised October 2000), if the RECIPIENT charges residents a fee for the compost bins,the income received from the sale of the bins shall be listed as a credit on voucher support Form C2 when requesting reimbursement 3of10 Grant No. G0200155 Coordinated Prevention Grant Agreement with City of Kent from the DEPARTMENT. The 75% state share of the grant funds shall be applied to net costs after deducting the project income. Exnected Outcomes/Impacts: Previous bin distribution events have indicated an 85%usage rate by participants that purchased the bms. Based on this figure the RECIPIENT expects that successful distribution and use of 700 compost bins, at the estimated annual waste prevention per household of 600 pounds, will divert 178.5 tons of yard waste from entering a landfill or regional compost facility 3. PROJECT TASK: (WRRA-3) RECYCLED PRODUCT PURCHASE & DISTRIBUTION Maximum Eligible Cost $30,000 Schedule- January 1,2002 through December 31, 2003 Goal Statement The goal of this project is to support recycling collection programs and help ensure the success of the recycling industry by purchasing products, specifically rain pails,made from recycled materials Protect Descnption: The RECIPIENT shall provide residents with the opportunity to purchase ram pails manufactured from 100%recycled plastics The RECIPIENT plans on distributing approximately 400 of these pails for installation and use at residential households throughout the city The pails weigh 50 pounds per unit and require 100 pounds of recycled material to manufacture If the RECIPIENT charges residents a fee for the ram pails, the income received from the sale of the pails shall be listed as a credit on voucher support Form C2 when requesting reimbursement from the DEPARTMENT The 75 % state share of the grant funds shall be applied to net costs after deducting the project income Expected Outcomes/Impacts: The RECIPIENT expects that distribution of 400 ram pails will provide a market for 10 tons of recycled plastic An auxiliary environmental benefit is water conservation through reuse of rainwater in residential lawns and gardens 4of10 Grant No G0200155 Coordinated Prevention Grant Agreement with City of Kent CPG BUDGET PROJECT TASK MAXIMUM ELIGIBLE COST 1 Waste Reduction&Recycling Program Admm(WRRA-2) $ 50,947 2 Compost Bin Distribution(WRRC-3) $31,500 3 Recycled Product Purchase&Distribution (WRRA-3) $30,000 TOTAL $112,447 FUND SOURCE iTotal Eligible Cost $ 112,447 FUND FUND SHARE (%) MAMfUM FUND AMOUNT Local Toxics Control Account(LTCA) 75 % $ 84,335 MATCH REQUIREMENT MATCH SHARE (%) MATCH AMOUNT Cash Match or Interlocal Costs 25 % $ 28,112 ADDITIONAL BUDGET CONDITIONS 1 Overhead is eligible, the RECIPIENT may charge 25 percent of RECIPIENT salaries and benefits applied directly to the project as overhead. 2 Interlocal costs are eligible; other in-land contributions are not eligible 3. The fiscal office will monitor expenditures at the task level. A letter amendment is required to redistribute costs among tasks. A formal amendment is required to increase state funding 4 All remaining costs will be paid by cash match and interlocal costs. • - 5 5oflo Grant No. G0200155 Coordinated Prevention Grant Agreement with City of Kent 6 The RECIPIENT contact for billmg and invoice questions is NAME: Robyn Bartelt TELEPHONE: 253-856-5549 7 Grant payments should be made out payable to the following and mailed to this address. City of Kent 220 4"Ave South Kent WA 98032-5895 SPECIAL TERMS AND CONDITIONS A MINORITY AND WOMEN'S BUSINESS PARTICIPATION The RECIPIENT agrees to solicit and recruit,to the maximum extent possible, certified minonty-owned (MBE) and women-owned(WBE)businesses in purchases and contracts initiated after the effective date of this Agreement In the absence of more stringent goals established by the RECIPIENT's jurisdiction,the RECIPIENT agrees to utilize the DEPARTMENT'S goals for minority-and women-owned business participation in all bid packages,request for proposals, and purchase orders These goals are expressed as a percentage of the total dollars available for the purchase or contract and are as follows. Construction/Public Works 10%MBE 6%WBE Architecture/Engineenng 10%MBE 6%WBE Purchased Goods 8%MBE 4%WBE Purchased Services 10%MBE 4%WBE Professional Services 10%MBE 4%WBE Meeting these goals is voluntary and no contract award or rejection shall be made based on achievement or non-achievement of the goals. Achievement of these goals is encouraged,however, and the RECIPIENT and ALL prospective bidders or persons submitting qualifications shall take the following affirmative steps in any procurement initiated after the effective date of this Agreement. 1 Include qualified minority and women's businesses on solicitation lists. 2 Assure that qualified minority and women's businesses are solicited whenever they are potential sources of services or supplies. 3 Divide the total requirements, when economically feasible,into smaller tasks or quantities to permit maximum participation by qualified minority and women's businesses. 4. Establish delivery schedules, where work requirements permit,which will encourage participation of qualified minority and women's businesses 6ofio Grant No. G0200155 Coordinated Prevention Grant • Agreement with City of Kent 5 Use the services and assistance of the State Office of Minority and Women's Business Enterprises (OMWBE)and the Office of Minority Business Enterprises of the U.S.Department of Commerce,as appropriate. By signing this Agreement,the RECIPIENT certifies that these steps were,or will be followed. Any contractor engaged by the RECIPIENT under this agreement shall be required to follow these five affirmative steps in the award of any subcontract(s) The RECIPIENT shall report to the DEPARTMENT payments made to qualified firms at the time of submitting each invoice and on forms provided by the DEPARTMENT The report will address 1 Name and State OMWBE certification number of any qualified firm receiving funds under the voucher, including any sub-and/or sub-subcontractors. 2. The total dollar amount paid to qualified firms under this invoice. B INTERLOCAL AGREEMENTS If parties other than the RECIPIENT are contributing to the local share of project costs,memoranda of understanding or other written agreements confirming the contribution must be negotiated These agreements must specify the exact work to be accomplished and be signed by all parties contributing to the local match of this project Copies of these agreements shall be submitted to the DEPARTMENT +C PROMOTIONAL AND EDUCATIONAL MATERIALS A copy of all promotional and educational materials developed as part of this grant shall be submitted to the DEPARTMENT concurrent with public distribution. The DEPARTMENT shall have the right to use any printed materials developed as part of this project in any manner the DEPARTMENT deems appropriate. The Washington State Department of Ecology will be acknowledged for providing funding in all published material and oral presentations that result from this grant D PROCUREMENT AND CONTRACTS 1 The RECIPIENT shall provide written certification that they will follow their standard procurement procedures and/or applicable state law in awarding contracts, RECIPIENTS with no formal procurement procedures will be required to certify that they have complied with the"Standards for Competitive Solicitation", found in the Administrative Requirements for Ecology Grants and Loans, WDOE 91-18 (Revised October 2000). 2 Upon issuance, the RECIPIENT shall submit a copy of all requests for qualifications (RFQs), requests for proposals (RFPs), and bid documents relating to this grant agreement to the DEPARTMENT 3 Prior to contract execution, the RECIPIENT shall submit a copy of the proposed contract to the DEPARTMENT for review and written comment. Following execution, the RECIPIENT shall subrrut a copy of the contract to the DEPARTMENT. i 7of10 Grant No.G0200155 Coordinated Prevention Grant Agreement with City ofKent E USE OF EXISTING CONTRACTS The RECIPIENT may use existing contracts that conform to adopted procurement procedures and applicable state laws The RECIPIENT shall notify the DEPARTMENT if it used contracts entered into prior to the execution of the grant agreement for performance of grant funded activities. F ENGINEERING PLANS AND SPECIFICATIONS All engineering plans and specifications submitted for review shall be completed and stamped by an appropriate licensed professional engineer certifying that these design documents will provide for facilities conforming to requirements of the Minimum Functional Standards (Chapter 173-304 WAC), and to all other applicable federal, state, and local requirements, including evidence of SEPA compliance Before construction may begin, final design of the project must be reviewed and approved by the DEPARTMENT, and all appropriate permits for the facilities obtained This includes, in the case of Solid Waste Handling Permits, the approval of a new or amended operations plan by the Jurisdictional Health Department and the DEPARTMENT before construction may begin G SEPA COMPLIANCE To ensure that environmental values are considered by the state and local government officials when malang decisions, the RECIPIENT shall comply with the provisions of the State Environmental Policy Act(SEPA), Chapter 41.23C RCW,and the SEPA Rules, Chapter 197-11 WAC. Copies of the SEPA • documents shall be sent to the DEPARTMENT's Environmental Review Section,the appropriate regional office,and Ecology's Waste Management Grants Section H WETLANDS PROTECTION To comply with the directive of Executive Order 90-04, Protection of Wetlands, all local governments are requested and encouraged to make all of their actions consistent with the intent of this executive order; specifically, (1)to avoid,to the extent possible, adverse impacts associated with the destruction or modification of wetlands, and(2)to avoid direct or indirect support of new construction in wetlands wherever there is a practical alternative. I FAILURE TO COMMENCE WORK The DEPARTMENT reserves that right to terminate this grant in the event the RECIPIENT fails to commence work on the project funded herem within six(6)months after the effective date J PROJECT INCOME Any project income directly generated as a result of the activities funded by this grant shall be reported as a credit against the expenses of that activity, as required by the DEPARTMENT's Administrative Reouirements for Ecology Grants and Loans,WDOE 91-18 (Revised October 2000). K. GRANT PROJECT REPORTING The RECIPIENT, in conjunction with submission of payment requests, shall prepare Progress Reports and submit them to the DEPARTMENT every eight(8)months Progress reports and payment requests • are due to the DEPARTMENT no later than 30 days after the conclusion of the reporting period. Final 8oflo Grant No. G0200155 Coordinated Prevention Grant Agreement with City of Kent progress reports and payment requests are due by February 15, 2004, as required by paragraph J,General Terms and Conditions "Compensation" These reports shall include,but not be limited to,the following information 1. Brief description of activities for each project. 2 Thorough discussion of the accomplishments or impacts of each project. 3 Notification of any successful projects worth sharing with other jurisdictions or the media,needs for technical assistance from the DEPARTMENT, or any other comments and relevant information 4 Educational projects must report,at minimum,the following information (a) Number of activines/events/campaigns and the topics covered (b.) Number of participants (c) Description of participants(e g, single households,elementary school students, etc) (d) Number of materials produced (e) Description of who received those materials (f) Number of volunteers trained or utilized 5 All reports should attach copies of educational or promotional matenals produced using grant funding, and health districts should attach copies of all inspection reports or compliance schedules L. ALL WRITINGS CONTAINED HEREIN This agreement, the appended "General Terms and Conditions", and the DEPARTMENT's Administrative Requirements for Ecoloev Grants and Loans. WDOE 91-18 (Revised October 2000), contain the entire understanding between the parties, and there are no other understandings or representations except as those set forth or incorporated by reference herein. No subsequent modification(s) or amendment(s)of this grant agreement shall be of any force or effect unless in writing, signed by authorized representatives of the RECIPIENT and DEPARTMENT and made part of this agreement, EXCEPT a letter of amendment will suffice to redistnbute the budget without increasing the Is 9of10 Grant No G0200155 Coordinated Prevention Grant Agreement with City of Kent • total eligible project cost or to change the DEPARTMENT's Project Officer or the RECIPIENT's Project Coordinator or to extend the period of performance as set forth in the Grant Agreement. IN WITNESS WHEREOF, the parties hereby execute this Grant- STATE OF WASHINGTON CITY OF KENT DEPARTMENT OF ECOLOGY Cullen D Stephenson Date Authorized Signature Date Program Manager Solid Waste and Financial Assistance APPROVED AS TO FORM Kent City Attorney ATTEST Approved as to form only by Assistant Attorney General City Clerk 10 of 10 3 3 Kent 'Ciby Council Meeting J•hnuary 15, 2002 !• , ~ Catotory gnsent Calendar 1 . SUBJECT: WASTE REDUCTION & RECYCLING PROGRAM GRANT - AUTHORIZE 2 . SUMMARY STATEMENT: As recommended by thle Public Works Committee, authorization for the Mayor to s-ign the King County Waste Reduction & Recycling Program Grant Apreement and direct staff to accept the grant and establish a dget' of $171, 030 .00 . 3 . EXHIBITS: Grant agreOWe4t #D30710D and P%4blac ,Works Director memorandum 4 . RECOMMENDED BY: Public Works Committee (Committee, Staff, Examiner, Commission, tq, ) ; I 5. UNBUDGETED FISCALJPEM,21" 'IMPACT- NO YES 6 . EXPENDITURE REQUIRED: $ . j SOURCE OF FUNDS: 7. CITY COUNCIL ACTION: ' t(, Councilmember_ moves, Councilmen seconds i DISCUSSION: ACTION:_ �� g ( Council Agenda Item No. 6L COMMUNITY DEVELOPMENT Mike H. Martin, Chief Administrative Officer PUBLIC WORKS DEPARTMENT Don E Wickstrom, P.E Public Works Director Phone 253-856-5500 KEN T Fax 253-856-6500 WASHINOTON Address 220 Fourth Avenue S Kent,WA 98032-5895 Date : January 7, 2002 To : Public Works(Co�mittee From: Don Wickstrom, Public Works Director Subject : Waste Reduction & Recycling Program/Grant (Contract #D30710D) The Public Works Department has received an agreement for funding from King County for the Czty' s Optional Recycling Events and Business Recycling Program. These events are held twice yearly and enables citizens to recycle materials not included in curbside collection programs . The total budgeted funding under this agreement is $171, 030 00 . MOTION: Authorize the Mayor to sign the grant agreement and direct staff to accept the grant and establish a budget of $171, 030 . 00 . collectionevents2002 CONTRACT #D30710D INTERLOCAL AGREEMENT Between KING COUNTY and the CITY OF KENT This hiterlocal Agreement (hereinafter referred to as the Agreement) is executed between King County, a political subdivision of the State of Washington, and the City of Kent a municipal corporation of the State of Washington,hereinafter referred to as "County" and"City" respectively This Agreement has been authorized by the legislative body of each party as designated below King County Motion No 11314 City PREAMBLE King County and the City of Kent adopted the 1992 King County Comprehensive Solid Waste Management Plan, which includes waste reduction and recycling goals In order to help meet these goals, the King County Solid Waste Division has established a waste reduction and recycling grant program for the cities that operate under the King County Comprehensive Solid Waste Management Plan This program provides funding to further the development and/or enhancement of local waste reduction and recycling projects and for broader resource conservation projects that integrate with waste reduction recycling programs and direction. Grant funding for this program is subject to the yearly budget approval process of the King County Council Grant funding approved by the King County Council is available to all King County cities that operate under the King County Comprehensive Solid Waste Management Plan The City will spend its grant funds to fulfill the terms and conditions set forth in the scope of work which is attached hereto as Exhibit A and incorporated herein by reference The County expects that any information and/or experience gamed through the grant program by the City will be generously shared with the County and the other suburban cities. I. PURPOSE The purpose of this Agreement is to define the terms and conditions for funding to be provided to the City of Kent by the County for waste reduction and recycling programs and/or services as outlined in the scope of work and budget attached as Exhibit A. i II. RESPONSIBILITIES OF THE PARTIES The responsibilities of the parties to this Agreement shall be as follows: A The Citv 1 Funds provided to the City by the County pursuant to this Agreement shall be used to provide waste reduction and recycling programs and/or services as outlined in Exhibit A The total amount of funds available from this grant in 2002 shall not exceed$85,515. The City understands that even though this agreement is two years in duration, funding for this program is subject to the yearly budget approval process of the King County Council. 2 During the two year grant program, the City will submit a muumum of two,but no more than eight, progress reports to the County in a form approved by the County. Reports must be signed by a city official. These reports will include- a) a description of each activity accomplished pertaining to the scope of work, and b) reimbursement requests with either copies of invoices for each expenditure for which reimbursement is requested or a financial statement,prepared by the city s finance department, that includes vendor name, description of service, date of service, date paid and check number If the City chooses to submit up to the maximum of eight (8)progress reports and requests for reimbursement during the two year grant program,they shall be due to the County on the last day of the month following the end of each quarter- April 30, July 30, October 31, January 31 - except for the final progress report and request for reimbursement which shall be due by March 31, 2004. If the City chooses to submit the minimum of two progress reports and requests for reimbursement during the two year grant program, they shall be due to the County on January 31, 2003 and March 31, 2004. Regardless of the number of progress reports the City chooses to submit, in order to secure reimbursement, the City must provide in writing to the County by the 5"'working day of each January,the dollar amount of outstanding expenditures for which the City has not yet submitted a reimbursement request. 3. The City shall submit a final report to the County which summarizes the work completed under the grant program and evaluates the effectiveness of the projects for which grant funds were utilized, according to the evaluation methods specified in the scope of work. The final report is due within six months of completion of the project(s) outlined in the scope of work,but no later than June 30, 2004. 4. The City shall be responsible for following all applicable Federal, State and local laws, ordinances, rules and regulations in the performance of work described herein. The City assures that its procedures are consistent with laws relating to public contract bidding procedures, and the 2 County neither incurs nor assumes any responsibility for the City's bid, award or contracting process. • 5. During the performance of this Agreement, neither the City nor any party subcontracting under the authority of this Agreement shall discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation, age, or presence of any sensory, mental, or physical handicap in the employment or application for employment or in the administration or delivery of or access to services or any other benefits under this Agreement as defined by King County Code, Chapter 12.16 6 During the performance of this Agreement, neither the City nor any party subcontracting under the authority of this Agreement shall engage in unfair employment practices as defined by King County Code, Chapter 12 18 The City shall comply fully with all applicable federal, state and local laws, ordinances, executive orders and regulations that prohibit such discrimination These laws include,but are not hmited to, RCW Chapter 49 60 and Titles VI and VII of the Civil Rights Act of 1964 7 The City shall use recycled paper for the production of all printed and photocopied documents related to the fulfillment of this Agreement The City shall use both sides of paper sheets for copying and printing and shall use recycled/recyclable products wherever practical. 8 The City shall maintain accounts and records, including personnel, financial, and programmatic records, and other such records as may be deemed necessary by the County, to ensure proper accounting for all project funds and compliance with this Agreement. All such records shall • sufficiently and properly reflect all direct and indirect costs of any nature expended and service provided in the performance of this Agreement These records shall be maintained for a period of six (6) years after termination hereof unless permission to destroy them is granted by the Office of the State Archivist in accordance with RCW Chapter 40.14. These accounts shall be subject to inspection,review or audit by the County and/or by federal or state officials as so authorized by law. 9 The City agrees to credit King County on all printed materials provided by the County, which the City is duplicating, for distribution. Either King County's name and logo must appear on King County materials (including fact sheets, case studies, etc), or, at a minimum, the City will credit King County for artwork or text provided by the County as follows: "artwork provided courtesy of King County Solid Waste Division" and/or"text provided courtesy of King County Solid Waste Division." 10. The City agrees to submit to the County copies of all written materials which it produces and/or duplicates for local waste reduction and recycling projects which have been funded through the waste reduction and recycling grant program. Upon request, the City agrees to provide the County with a reproducible copy of any such written materials and authorizes the County to duplicate and distribute any written matenals so produced,provided that the County credits the City for the piece. 11. The City understands that funding for special recycling collection events for adjacent areas of unincorporated King County will be allocated on a yearly basis subject to the King County 3 Council's yearly budget approval process and that provision of funds for these events is not guaranteed for the second year of the grant program 12. If the City accepts funding through this grant program for the provision of special recycling collection events for adjacent areas of unincorporated King County, the City shall send announcements of the events to all residences listed in the carrier routes provided by King County. The announcements and all other printed materials related to these events shall acknowledge King County as the funding source. 13 This project shall be admnustered by the City's Conservation Specialist at 220 4`s Ave. South; Kent,WA 98032-5895; 253-856-5549;rbartelt n,ci kent.wa.us or designee. B The County: 1. The County shall administer funding for the waste reduction and recycling grant program. Funding is designated by city and is subject to the King County Council's yearly budget approval process. Provided that the funds are allocated through the King County Council's yearly budget approval process, grant funding to the City will include a base allocation of$5,000 per year with the balance of funds to be allocated according to the city's percentage of King County's residential and employment population. However, if this population based allocation formula calculation would result in a city receiving less than $10,000 per year, that city shall receive an additional allocation that would raise their total grant funding to $10,000 per year The City of Kent's budgeted grant funds for 2002 are 85�5+t. 2 Within forty-five (45) days of receiving a request for reimbursement from the City, the County shall either notify the City of any exceptions to the request which have been identified or shall process the request for payment If any exceptions to the request are made, this shall be done by written notification to the City providing the reason for such exception. The County will not authorize payment for activities and/or expenditures which are not included in the scope of work and budget attached as Exhibit A, unless the scope has been amended according to Section V of this Agreement. King County retains the right to withhold all or partial payment if the City's report(s) and reimbursement request(s) are incomplete (i e., do not include proper documentation of expenditures and/or adequate description of each activity described in the scope of work for which reimbursement is being requested), and/or are not consistent with the scope of work and budget attached as Exhibit A. 3. The County agrees to credit the City on all printed materials provided by the City to the County, which the County duplicates, for distribution Either the City's name and logo will appear on such materials (including fact sheets, case studies, etc.), or, at a minimum, the County will credit the City for artwork or text provided by the City as follows: "artwork provided courtesy of the City of Kent" and/or"text provided courtesy of the City of Kent." 4 The County retains the right to share the written material(s)produced by the City which have been funded through this program with other King County cities for them to duplicate and distribute. In so doing, the County will encourage other cities to credit the City on any pieces that were produced by the City. 4 5 The waste reduction and recycling grant program shall be admimstered by Diane Yates, a Project Manager, or designee, to be specified by the King County Solid Waste Division III. DURATION OF AGREEMENT This Agreement shall become effective on either January 1, 2002 or the date of execution of the Agreement by both the County and the City, if executed after January 1, 2002 and shall terminate on December 31, 2003 However, if execution by either party does not occur until after January 1, 2002, this Agreement allows for disbursement of grant funds to the City for County-approved programs uutiated between January 1, 2002 and the later execution of the Agreement provided that the City complies with the reporting requirements of Section Il. A of the Agreement. IV. TERMINATION A. This Agreement may be terminated by King County, in whole or in part, for convenience without cause prior to the termination date specified in Section III, upon thirty(30) days advance written notice B This Agreement may be terminated by either party, in whole or in part, for cause prior to the termination date specified in Section III, upon thirty (30) days advance written notice Reasons for termination for cause may include but not be limited to: nonperformance,misuse of funds, and/or failure to provide grant related reports/invoices/statements as specified in Section II.A.2. and Section II.A 3 SC. If the Agreement is terminated as provided in this section (1) the County will be liable only for payment in accordance with the terms of this Agreement for services rendered prior to the effective date of termination, and(2) the City shall be released from any obligation to provide further services pursuant to this Agreement. D Nothing herein shall limit,waive, or extinguish any right or remedy provided by tlus Agreement or law that either parry may have in the event that the obligations, terms and conditions set forth in this Agreement are breached by the other party. V. AMENDMENTS This Agreement may be amended only by written agreement of both parties. Amendments to scopes of work will only be approved if the proposed amendment is consistent with the most recently King County Comprehensive Solid Waste Management Plan. Funds maybe moved between tasks in the scope of work, attached as Exhibit A, only upon written or verbal request by the City and written or verbal approval by King County. Such requests will only be approved if the proposed change(s) is (are) consistent with and/or achieves the goals stated in the scope and falls within the activities described in the scope VI. HOLD HARMLESS AND INDEMNIFICATION . The City shall protect, mdemmfy, and hold harmless the County, its officers, agents, and employees from and against any and all claims, costs, and/or issues whatsoever occurring from actions by the City and/or its subcontractors pursuant to this Agreement. The City shall defend at its own expense any and all 5 claims, demands, suits,penalties, losses, damages, or costs of any kind whatsoever(hereinafter "claims") brought against the County ansing out of or incident to the City's execution of, performance of or failure to perform this Agreement. Claims shall include but not be limited to assertions that the use or transfer of any software,book, document, report, film, tape, or sound reproduction or material of any kind, delivered hereunder, constitutes an infringement of any copyright,patent, trademark, trade name, and/or otherwise results in unfair trade practice. VII. INSURANCE A. The City, at its own cost, shall procure by the date of execution of this Agreement and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damages to property which may anse from or in connection with performance of work pursuant to this Agreement by the City, its agents, representatives, employees, and/or subcontractors The minimum lirmts of this insurance shall be $1,000,000 general liability insurance combined single limit per occurrence for bodily injury, personal injury, and property damage. Any deductible or self-insured retentions shall be the sole responsibility of the City Such insurance shall cover the County, its officers, officials, employees, and agents as additional insureds against liability arising out of activities performed by or on behalf of the City pursuant to this Agreement A valid Certificate of Insurance is attached to this Agreement as Exhibit C, unless Section VII.B. applies. B If the Agency is a Municipal Corporation or an agency of the State of Washington and is self-insured for any of the above insurance requirements, a written acknowledgement of self-insurance is attached to this Agreement as Exhibit C. VHI. ENTIRE CONTRACT/WAIVER OF DEFAULT This Agreement is the complete expression of the agreement of the County and City hereto, and any oral or written representations or understandings not incorporated herein are excluded. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of this Agreement shall not be deemed to be waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of this Agreement unless stated to be such through written approval by the County,which shall be attached to the original Agreement IX. TIME IS OF THE ESSENCE The County and City recognize that time is of the essence in the performance of this Agreement. M SEVERABILITY If any section, subsection, sentence, clause or phrase of this Agreement is, for any reason, found to be unconstitutional or otherwise invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions. XI. NOTICE Any notice required or permitted under this Agreement shall be deemed sufficiently given or served if sent to the King County Solid Waste Division and the City at the addresses provided below: • 6 Diane Yates,Project Manager, or a provided designee, King County Solid Waste Division • Department of Natural Resources and Parks King Street Center 201 South Jackson Street, Suite 701 Seattle, WA 98104-3855 If to the City Robyn Bartelt, Conservation Specialist, or designee City of Kent 220 4th Ave. South Kent, WA 98032-5895 IN WITNESS WHEREOF tlus Agreement has been executed by each party on the date set forth below. ON King County Accepted for King County Executive BY (Title) Director of Natural Resources and Parks Date Date Pursuant to Pursuant to Motion No. Approved as to form: Approved as to form: City Attorney King County Prosecuting Attorney Date Date yatesdi/City Grants/2002 Master ILA 7 Exhibit A King County Waste Reduction and Recycling Grant Program City of Kent 2002/03 Scope of Work A. Basic Information 1. City of Kent 2. Grant project manager: Robyn Bartelt Conservation Specialist City of Kent 220 4th Ave South Kent, WA 98032-5895 TEL - (253) 856-5549 FAX - (253) 856-6500 Email - rbartelt@ci.kent.wa us 3. Consultant name Paul Devine Olympic Environmental Resources 4715 SW Walker Street Seattle, WA 98116 TEL- (206) 938-8262 FAX- (206) 938-9873 Email—PaulDevine@MSN.com 4. Budget $171,030 00 B. Scope of Work Task One: Special Collection Events A. Schedule- Sprung and Fall, 2002/03 B Task Activities • Number of Special Collection Event—Four • Appliances • Refrigerators and Freezers • Ferrous Metals • Non-ferrous Metals • Concrete, Asphalt,Rock,and Brick* • Tires • Lead Acid Battenes • Household Batteries 1 • Porcelain Toilets and Sinks+ • Propane Tanks+ • Cardboard • Reusable Household Goods • Textiles • Used Motor Oil • Used Motor Oil Filters • Used Antifreeze • Used Petroleum Based Products • Florescent Lights • Carpet • Paper Shredding** • Electronic Equipment/Cel Phones+ • Bulky Yard Debris* • Scrap Wood* *Collected in the Spring ** Collected in the Fall +User fees apply Other materials when possible. • The following educational materials will be distributed: • Information on City Recycling Programs. • Educational Materials produced by King County Department of Natural Resources and Local Hazardous Waste Management Plan. • Other educational materials as appropriate • Event promotional methods • This event will be coordinated with King County and flyers will be sent to King County Solid Waste Division, and Kent households • By distributing a promotional flyer through direct mailings • By notices in City newsletters (whenever possible). • By posting a notice at City Hall and on the City cable channel and City web site (if available). • By publicizing the event through the King County Solid Waste Division Promotional Activities C) Task evaluation Event reports will include • Number of vehicles attending • Volume of each material collected • Event cost by budget category • Event comments • Graphic or tabular comparison of 2002/03 volumes and vehicles with prior year's events 2 D) Task Budget. $61,250.00 Budget Category 2002/03 2002 2002 :2003dTOTAL WRR LHWMP WRR City Staff Costs $2,60000 $1,00000 $1,300.00 $3,600.00 Contractor/Staffing Costs $18,00000 $5,800.84 $9,000.00 $23,800.84 Event Staff Costs $4,00000 $000 $2,000.00 $4,000 00 ColiectionlHaubng Costs Wood Waste $3,100.00 $0.00 $1,500 00 $1,600.00 $3,100 00 Scrap Metal,Appliances,etc $7,100.00 $0.00 $3,500.00 $3,600.00 $7,100.00 Concrete $2,200 00 $0 00 $1,000.00 $1,200.00 $2,200 00 Carpet $3,000 00 $0.00 $1,500.00 $1,500.00 $3,000.00 Paper Shredding $950 00 $0.00 $450.00 $500 00 $950 00 Number 6 Plastics $1,000.00 $0.00 $500.00 $500 00 $1,000.00 Garbage $500 00 $0.00 $250 00 $250.00 $500 00 Tires $0 00 $2,700.00 $0 00 $0 00 1 $2,700.00 Used Od/Antifreezeletc $0 00 $2,300 00 $0.00 $0 00 1 $2,300.00 Batteries $0 00 $400 00 $0.00 $0.00 $400.00 Flourescent Lights $0.00 $900.00 $0.00 $0.00 $900 00 Printing/Mailing $16,000.00 $4,000.00 $8,000.00 $8,000.00 $20,000.00 Event Supplies $400 00 $75 00 $200.00 $200 00 $475 00 Other Expenses-rentals,etc $400 00 $175 00 $200.00 $200 00 $575 00 Promotional Items $2,000 00 $0.00 $1,000 00 $1,000.00 $2,000 00 TOTALS $61,250 00 $17,350.84 $30,400.00 $30,850.00 $78,600 84 NOTE Hourly rates for consultants are as follows Project Manager-$70 00,Event Staff-$55 00, and Admimstrative Staff-$40 00 E) Task Performance Objectives The City plans to send out approximately 21,000 promotional flyers to Kent households per event and publicize the events through King County promotional activities, including County websites and telephone assistance The City anticipates collecting 175-200 tons of material from the local waste stream per year. The benefits expected by the collection of these materials will be to divert them from the waste stream and process them for recycling The event will also provide an opportunity to recycle moderate risk waste. The King County Health Department and Waslungton State Department of Ecology may pay for event expenses as well. F) Task Impact Objectives By hosting Special Collection Events, Kent can reduce the amount of recyclable matenal finding their way to the local landfill. The City of Kent has a population of roughly 82,000 The City expects, based on past events, that 1,500-2,000 households will actively participate each year by bringing recyclable materials to the event for proper disposal and recycling. This will result in 175-200 tons of material diverted from the local waste stream for recycling per year. In addition to diverting materials from the City waste stream, attracting residents to events provides an opportunity to distribute educational material on City and King County recycling programs The educational materials can enhance the knowledge of residents and 3 improve behavior in purchase, handling, and disposal of recyclable materials. Task Two: Business Recycling Program A) Task Schedule: 2002/03 B) Task Activities. Through continued recycling assistance to businesses, the City will promote participation in waste reduction, recycling, and recycled product procurement programs and increase the knowledge of recycling alternatives in the commercial sector Program Activities: 1)Kent Business Inserts Prepare, print, and coordinate distribution with King County Business Recycling Program a Kent Recycling Report Newsletter, which will be sent to all Kent businesses that receive the County's Recycling Works business newsletter. The insert will be sent to Kent businesses three times a year. 2) Kent Business Collection Events • Number of Business Recycling Events—Two • Task Description - The City will implement two Business Recycling Events The events will be held on a summer weekday at a central location in Kent • Materials to be collected: • Clean Scrap Wood/Pallets • Electronic Equipment • Computer monitors+ • Fluorescent Lights • Office Recyclables/Cardboard • Toner Cartridges • Cellular phones • Plastics • Other materials if feasible +User fees apply • The following educational materials will be distributed: • Information on City Recycling Programs. • Educational Materials produced by King County Department of Natural Resources and Local Hazardous Waste Management Plan. • Other educational materials as appropriate. 4 • Event promotional methods • By distributing a promotional flyer through direct mailings. • By notices in City/community newsletters/and local newspapers (whenever possible). • By posting a notice at City Hall and on the City cable channel (if available) • By publicizing the event through the King County Solid Waste Division Promotional Activities • Task evaluation Event reports will include: • Number of vehicles attendmg • Volume of each material collected • Event cost by budget category • Event comments • Graphic or tabular comparison of 2002/03 volumes and vehicles with prior year's events Summary of survey data collected(if taken) 3) Kent Business Assistance To provide business recycling assistance to City businesses, the City will customize the King County Tool Kit with City information and send a City Tool Kit to all new Kent businesses each year with intro letter and offer of on-site visit In the Tool Kit, the City hopes to work with the City recycler to include a coupon for free desk-side recycling containers from the hauler. In addition, the City will provide assistance to City businesses on an on-call basis 4)Kent Business Recognition To provide Kent businesses with motivation to recycle, the City will implement a Kent Business Recycler of the Year Award. The City will work with the Kent Chamber of Commerce and past program information to seek out businesses that have put to place outstanding recycling programs and award up to three City businesses with awards The purpose of the award/recognition program will be to acknowledge City businesses with strong commitments to recycling and use their programs as examples for other Kent businesses to follow. • 5 C) Task Budget $55,000.00 Business Budget Category 2002 2003 Cost Cost Promotional Insertsfflyers Production and Graphics $3,000 00 $3,000.00 Printing costs $1,200.00 $1,200.00 Sorting costs $600 00 $600.00 Business Collection Event Consultant staff $5,500 00 $5,500.00 Project Vendors $3,000 00 $3,000.00 Event Promotion $1,200 00 $1,200.00 Other Costs $250.00 $250.00 Business Assistance To include. Educational material distribution $2,000.00 $2,000.00 On-site consultations $1,000.00 $1,000.00 Telephone assistance $1,200.00 $1,200.00 Business consultations reports $1,500 00 $1,500.00 Follow-up calls to businesses $1,800.00 $1,800.00 Program Promotion $1,000.00 $1,000.00 Business Recognition Program Plannmgjlmplemention $3,000.00 $3,000.00 Program Promotion $1,000 00 $1.000.00 Other Costs $250.00 $250.00 TOTALS $27,500.00 1 $27,500.00 The business program will be funded with use of Krug County WRR grant funds • Hourly rates for consultants are as follows Project Manager-$70.00, Event Staff- $55 00, and Administrative Staff-$40 00 D) Task Performance Objectives 1) The Kent Recycling Report Newsletter inserts will be sent to all Kent businesses that receive the County's Recycling Works business newsletter The insert will be sent to Kent businesses three tunes a year. With regular information on recycling, City businesses will be able to take advantage of mew recycling services and divert more materials from the Kent waste stream. 2) The City plans to send out approximately 2,800 promotional flyers to Kent businesses per event and publicize the event through King County promotional activities, including County websites and telephone assistance. The City anticipates collecting 70-100 tons of material from the Kent businesses waste stream over a two-year period. The benefits expected by the collection of these materials will be to divert them from the waste stream and process them for recycling. 3) Kent Business Assistance will provide new and existing City businesses with information and technical assistance on recycling and waste prevention. Consultant staff will include the information as requested in the King County business database. Summary program evaluation will include: the number of contacts made to businesses and their response rates to the offer of recycling technical assistance, the number of businesses 6 receiving information; and the number of businesses beginning or expanding recycling activities. 4) Kent Business Recognition Program will provide Kent businesses with motivation to recycle by recognizing a Kent business(s) that have put in place outstanding recycling programs. The purpose of the awards program will be to acknowledge City businesses with strong commitments to recycling and use their programs as examples for other Kent businesses to follow E) Task Impact Objectives: By providing information, technical assistance, and hosting Business Collection Events, Kent can reduce the amount of recyclable material finding their way to the local landfill The City of Kent has an employee population of roughly 65,000 The City expects that 80- 120 businesses will actively participate in the Business Collection Event each year by bringing recyclable materials to the event for proper disposal and recycling This will result in 30-50 tons of material diverted from the local waste stream for recycling each year In addition to diverting materials from the City waste stream,providing information to Kent business to events provides an opportunity to distribute educational material on City and King County recycling programs The technical assistance, recognition, educational materials can enhance the knowledge of business and improve behavior in the purchase, handling, set-up, and disposal of recyclable materials. • Task Three: Kent Multifamily Recycling Program A) Task Schedule: 2002/03 B)Task Activities: The task will include promoting waste reduction, participation in Kent multifamily residential collection programs for recyclables, distributing multifamily signs and bags, and promoting the purchase of recycled products by working with multifamily residents and property owners/managers. The City will: • Distribute 5,000 multifamily educational brochures through direct mailings, special City events, and door-to-door delivery. • Distribute 150 multifamily signs for use at multifamily complexes for proper recycling of materials • Providing 50 on-site waste consultations and follow-up assistance. • Distribute 1,000 multifamily recycling bags for use at multifamily complexes for proper recycling of materials. • Develop and distribute 5,000— 10,000 multifamily educational brochures in Spanish and Russian through direct mailings, special City events, and door-to-door delivery. 7 C) Task Budget- $36,500.00 Multifamily Budget Category 2002 Cost 2003 Cost Distribute Brochures, Signs,and Totes $5,500.00 $5,500.00 Provide Assistance and Follow-up $6,500.00 $6,500.00 Prepare and Produce Instructional Magnets $3,750 00 $3,750.00 Program Promotion $2,000.00 $2,000.00 SupplieslMiselamous $500.00 $500 00 TOTAL $18,250 00 $18,250.00 The business program will be funded with use of Kmg County WRR grant funds Hourly rates for consultants are as follows Project Manager-$70 00,Event Staff- $55 00,and Admimstrative Staff-$40 00 D) Task Performance Objectives The goal of this program is to achieve greater resource efficiency in the City of Kent by collection of more recyclable material in the City's multifamily sector The City will continue to promote recycling in the Kent multifamily community by distributing educational brochures, signs, and recycling totes to multifamily managers and tenants. As City residents better manage their waste and recycle more, less recyclable material will end up in local landfills This program will help the City of Kent reach its recycling goals. E) Task Impact Objectives: With more program promotion and assistance, Kent multifamily residents will have better knowledge of recycling Recycling service to Kent multifamily properties is provided with garbage service and assistance will be provided on how to better use the service. By recycling more, City multifamily properties can reduce the amount of material ending up in the local landfill. Task Four: Purchase Products Made From Recycled Materials A) Task Schedule: 2002/03 B) Task Activities In order to support the recycling industry and close the recycling loop, the City would like to purchase products made from recycled materials. Doing so will support recycling collection programs and help ensure the success of the recycling industry. The City will support recycling programs by purchasing recycle content park benches for City parks and open space areas. In addition, the City will purchase raised bed flower boxes for City parks and open areas. The park benches weight approximately 100 pounds each and divert roughly twice that amount of plastic material from the waste stream when produced and the raised bed flower boxes weight approximately 30 pounds each and divert roughly twice that amount of plastic material. The City will work to mstall the recycled content benches and boxes in highly visible areas with a notice that the benches are made from recycled content. • The City will promote these locations in our newsletters and parks brochure as most of 8 these will be installed in heavy recreational use areas iC) Task Budget: $14,280.00 Recycled Product Purchase 2002 Cost 2003 Cost Purchase and Install Benches $5,500.00 $5,500.00 Purchase and Install Raised Beds $1,640.00 $1,640.00 TOTAL $7,140.00 $7,140 00 D) Task Performance and Impact Objectives The goal of this program is to help ensure the success of the recycling industry by adding to the demand for products made from recycled materials By purchasing park benches and raised bed flower boxes made from recycled content, the City will divert recyclable material form the waste stream The City will purchase and install 18 benches and 11 raised bed flower boxes Production of the benches and flower boxes will divert an estimated 18 to 2 2 tons of recyclable material from the waste stream The City will work to install the recycled content benches and boxes in highly visible areas and that will help promote recycled products. The City will promote these locations in our newsletters and parks brochure as most of these will be installed in heavy recreational use areas. Task live: Grant Administration The City will work with OER to administrate this Scope of Work OER will • Track project expenses; • Provide ongoing grant administration through the completion of the tasks, as outlined in this Scope of Work, • Prepare reports for the grant program, and • Prepare final report Task Budget $4,000 00 King County WRR Grant 2002 2003 1. Program Management $600.00 $800.00 2.Project Expenses a. Mileage $800.00 $800.00 b.Supplies $500.00 $500 00 TOTAL $1,900 00 $2,100.00 • 9 xf i#-4 wV KOAr C� Council Meeting „s " Date, K nuary 15, 2002 ;.`'� • '�:� CaZef.pty„ Onsent CalendAr i + L. SUBJECT=, CORRECTIONu' FACILITY FOOD VENDORe1ONTRACT EXTENSION' AND AMENDMENT - APPROVE 2 . SUMMARY STATMENT: Authorization for thb, Mayor, after approval of the terms and conditions by tbv City Attorney, to sign the necessary documents to continue 04;�th Cwnsolidated Food Management ,(CFM) as the-, food vendor for theeone year period from 01/01/02 to 12/31/02, as requested' by,,t;he City of Kent Corrections Facility TCKCF) . This contract. also' will increase food preparation costs from $0 . 615 to $0 .64i, per meal . Food preparation costs have not been increased since 1592 . An increase of approximately $5 , 000 . 00 for 200P has been accounted for in the 2002 budget. 3 . EXHIBITS: Memo 4 . RECOMMENDED BY: Publi_cxEafety Committee 118402 (Committee, Staff, EBpminer, Commission, � ,etc.) �• 5 . UNBUDQETED FISCAL/PERS Z, IMP,A.CT: NO YES X 4 6 . EXPENDITURE REQUIRED: y ; ' ` SOURCE OF FUNDS: =' 7. CITY COUNCIL ACTION: G ' r t a Councilmeqd.:�,qr moves , Council,memb seconds { k f DISCUSSION: 3r: ACTION: `Council Agenda _ zr.y�.• . 5EL i �'W`{9 r4^«. KENT W ASXIXGTON Police Department Memorandum Date: December 6, 2001 To: Mayor Jim White From. Chief Ed Crawford Subject: Consolidated Food Management Contract Renewal This memo is to request your authorization to continue with Consolidated Food Management (CFM) as the food vendor for the City of Kent Corrections Facility (CKCF) Food preparation costs are being increased from $0 615 to SO 645 per meal Food preparation costs have not • been increased since 1992 Under KCC 3 70 030 you are allowed to authorize this addendum without going out to contract bid if it would not be cost effective to look for a new vendor CFM has been a good and responsible company under the current contract They have experienced staff and they have a good reputation in the correctional facility food services CFM also series the City of Kent at the Harrison House and the Senior Center Mill Creek Restaurant The increase in food costs would be approximately$5,000 for 2002 and this increase has been accounted for in our new budget To go outside for new food services bids would be ineffective considering CFM has been a good and responsive company, has considerable experience and has a good reputation in correctional facility food services Please consider approving this request to continue with CFM • rfitouncil Meetiag 4teRuary 15, 2002 pert;�Rnsent Calendar ,• = 1. SUBJECT: CORRECTIONS,, FACILITY CONTRACT' ^ R,'.S5jV3:CES - ,n < APPROVE, r i 2 . SUMMARY STATEMENT: City of Rent Correcoas "Facility (CKCF) requests approval of "Addendum One and ELK -qn to Contract for Services" with -OHS for� an additional Crxa-year term begin- ning 01/01/02 and ending ,12/31/02 . OHS p4ptvides certain required medical serviC*s' to the inmates] atC&CF. Authorize contract extension for Mayor's ai�aatuxe. ,T , 1 3 . EXHIBITS: Copy of OHS' "Addendum one and bktons'ion to Contract for Services" ; Copy of OHS "Exhibit A, Fe -chedule" ; and Copy of approval from City Attorney' s office 1#1US/-01 i t 4 . RECOMMENDED BY: Public4S3fety CommitteeJLI �O; (Committee, Staff, Examiner, Commission,.. Oto.; - 1 5 . UNBUDGETED FISCAL/PER 4 IMPACT: NO YES X �T 6 . EXPENDITURE REQUIRED: $' SOURCE OF FUNDS: x F I 7 . CITY COUNCIL ACTION: Councilmember moves, Counailmembo secon.d8 r0F < DISCUSSION: i Y + ACTION: t r - _t Council Agenda a Item No. 6N ADDENDUM ONE AND EXTENSION TO CONTRACT FOR SERVICES THIS ADDENDUM ONE AND EXTENSION TO CONTRACT FOR SERVICES, entered into as of this /r' day of kSr�jlt ,2001 by the City of Kent, a Washington municipal corporation (hereinafter"City), and the Public Hospital district No. 1 of King County, a Washington municipal corporation d/b/a Valley Medical Center Occupational Health Services, (hereinafter"Contractor") WITNESSETH WHEREAS, the City is required to provide certain medical services to the inmates of the Kent Corrections Facility; and WHEREAS, the City desires to engage the Contractor to render said medical services to the inmates of the Kent Corrections Facility for an additional one-year term; NOW THEREFORE, the parties do mutually agree as follows: 1 The Contract of Services, entered into between the parties on or about December 15, 2000 that currently terminates on December 11, 2001, shall be extended for an additional one-year term, commencing January 1, 2002, and ending December 31, 2002. 2. The Fee Schedule attached hereto as Exhibit"A" shall replace and supercede Exhibit "A" to the original Contract for Services, executed on or about December 15, 2001. 2. The remainder of the original Contract of Services shall remain in full force and effect, except to the extent that the terms of said Contract for Services conflicts with this Addendum One and Extension. IN WITNESS WHEREOF, the parties hereto have caused this Addendum One and Extension to be executed the day and year first above written. CITY: CONTRACTOR: City of Kent Public Hospital District No. 1 of King County d/b/a Valley Medical Center Occupational Health Services By By �. Print Name: Pnnt ame ZI L Yl . Lc rlc Its: Mayor By: Print Name: Ed Crawford Its: Chief of Police ATTEST: ATTEST. By: By- ew� Brenda Jacober, City Clerk CrAvw{.IfJC M-LL sS6 N Print Name and Title V m c 44 re,r rs6a.hv�e ASS APPROVED AS TO FORM. By Sunon Stocker Assistant City Attorney for the City of Kent EXHIBIT A FEE SCHEDULE BASIC PROGRAM COMPONENTS FEE ' Clinical Staff and Services Registered Nurse&Physician Assistant January 1,2002-December 31,2002 Malpractice Insurance $277358 Trained clinicians for back-up/coverage Medical Director Oversight On-site services 84 hours/week(including a minimum of 20 hours/week of sick call) Injury and illness treatment services 14-day Health Appraisal Exam services(see lab fees below) Administration of vaccinations&TB tests Basic dental services, i.e tooth blocking &pain relief Tnage System Medication Administration 24 hour Telephone Consultation Services Included in annual rate Access to clinical staff 24 hours/day, 7 days/week Telephone Consultation Guidelines Policies/Procedures & Clinical Guidelines Included in annual rate Operational Policies &Procedures Clinical Protocols Practice Parameters. &Tnage Guidelines Dental Services I Usual and customary rates Appointment Coordination Included in annual rate Ongoing Medical Records Management Included in annual rate Initial Photocopying of Records One time fee at usual and customary rates Insurance Billing I Included in annual rate Program Set-tip,Management& Medical ON ersight I Included in annual rate Program Set-up Recruiting, Hiring, Credennalmg Staff Training Scheduling Medical Records Svstem Operational Maintenance Access to Medical Director and Clmtc Director Regular business hours Quarterly Meeting Attendance Ongoing Personnel Management Problem-Solving Identifying Service Gaps Medical Oversight Access to Medical Oversight 24 hours/day, 7 days/week Quarterly Meeting Attendance Quality Assurance Quality Improvement Scope of Practice Monitoring Referral Monitoring CONTRACT FOR SERVICES-November,2001 CITY OF ITNT/VMC-OHS EXHIBIT A BASIC PROGRAM COMPONENTS(continued) FEE Lab&Health Appraisal Tests Blood Draw S15.00(off-site only) CBC with Differential S12.00 Urine Collection S15.00 (off-site only) Urmalysts S11.00 Throat Culture S26.95 RPR S10.00 Dilantm Level S30.00 Chem Panel-19 S20.00 VDRL S17.00 TB Sian Test S12.00 Culture Specimen,Bacteria S18.00 Gram's Stam, Smear(Scam&Interpretation) S9.00 Pregnancy Test, Urine S11.00 Chlamvdia S13.50 Tnchomonas S8.00 All other general medical related tests Usual and customary rates ADDITIONAL PROGRAM ELEMENTS FEE Supplies&Medication Stocking No additional charge for inventory monitoring. Actual goods billed at OHS' cost. Delivery of Medication Daily Delivery of Prescription Medication (Monday-Friday) No additional charge Weekend and Emergency Deliveries Arranged at a negotiated rate Occupational and Empiovee Health Services On-the-Job Injury Triage Sysiem No additional charge On-sire Employee Health Services To be priced at competitive rates but Flu Shots provided on-site for convenience TB Skin Test Heparin B, Series of Three Injections (includes vaccine) Hepatitis B,Injection only Hepatitis B Titer Hepatitis B Vaccine -Booster Ding Screen, Collection and Lab Processing Drug Screen, Collection Only Medical Review Officer Services Breath Alcohol Test Breath Alcohol Test Confirmation OPTIONAL SERVICES FEE Transportation No additional charge for coordination responsibilities Services Not in Jail Health Service Guidelines On-site Physician Services S150/hour X-Ray Usual and customary rates Urgent Care Services(available Monday-Friday,6 00am-6 OOpm, OHS fee schedule(based on the Dept. ac OHS Renton,and 6 00am-6 00pm at OHS Auburn) of Labor and Industries fee schedule) Emergency Services at VMC's Emergency Department I Usual and customary rates Psychiatric Sernces Usual and customary rates CONTRACT FOR SERVICES-November,2001 CITY OF KENT/VMC-OHS CITY OF jLKITS WORK REgUEST FOR CITY ATTORNEY'S OFFICE . 9Please fill in all applicable boxes Mayor Tim White Originator: G410;1 �' ��r�� Department: ")/ c-e Phone: 3 7z 3 Date Sent: J p Date Requested: Explanation of work request: ,$�—L rT7/9i17 a/ d- S, � Coin r� � t��� — I h e.r Co n S e hf Cs, l e.✓t��r , p ai C S �S n ec( for M r�roY?_- JAJ ob� r� h4L5 be e,-A V1/4 Q4 r,e- C Received: O SS City Attorney Comments:' Int b, f� 4 �Jb q bbtAJ_NVVVJ Sri6JlA �wK2 ahoy( `env- CL+ Ni pt Q 4e> 1 4 , Date Forwarded to Originator. rg -�o at005750 • 3/2/99 k x ri '4 , KeA7i' City Council Meeting Dat6 January 15, 2002 CatvRory Consent Calendar 1 . SUBJECT: SERVICES CONTRACT WITH GOALS TQ RECOVERY - APPROVE 2 . SUMMARY STATEMENT: Authorization to Coti#ue with Goals to Recovery to provide inMate and alcohol addiction relapse prevention treatment for the one year per3-,64 from 01/01/02 to 12/31/02 , without going out to contract bid, as requested by the City of Kent Corrections Facility (CKOO) . Goals to Recovery has provided this service to the CCKCF since September 1999 . t 3 . EXHIBITS; Memo to Mayor 11/30/01; copy «$ contract and copy of second year evaluatijon 4. RECOMMENDED BY: Publicd&afety Committee 1/&/02 (Committee, Staff, E aminer, Commission, fetd. ) 5 . UNBUDGETED FISCAL/PER$ � IMPACT: NO YTS X `s 6 . EXPENDITURE REQUIRED: SOURCE OF FUNDS: 'a 7 . CITY COUNCIL ACTION: , Councilmember moves, Councilmer seconds DISCUSSION: f ACTION: Council Agenda Item No. 60 • CITY OF KENT CORRECTIONS GOALS TO RECOVERY PROGRAM Second Year Evaluation Executive Summary The Bureau of Justice Statistics reports that in 1998, drug offenders comprised 21% of State inmates and 59% of Federal inmates . In 1999, an estimated 26 percent of inmates in local facilities nationwide have histories of substance abuse .' The Arrestee Drug Abuse Monitoring (ADAM) Program reported that 64 .2% of male and 73 .9% of female King County arrestees participating in the year 2000 study tested positive for drugs 2 The Goals To Recovery (GTR) Program at the City of Kent Corrections Facility (CKCF) began in September 1999 as a pilot project. It was designed to offer inmates the opportunity to use their time constructively through interactive substance abuse treatment . GTR seeks to provide patients with cognitive behavioral tools to help them become more productive community members A total of 14 treatment groups were completed as of June 30, 2001 79 of the 91 GTR inmate patients starting treatment graduated. 12 patients did not complete treatment for a variety of reasons . Patients dropped out of treatment, were released from jail early or removed from treatment as a jail disciplinary action One of the goals for the Kent Corrections GTR Program was to reduce recidivism. The preliminary data as of June 30, 2001 reflected that 43% of the GTR graduates released from CKCF had not been arrested within the State of Washington for new offenses Recommendation: The GTR program is producing positive impacts on the inmate patients These patients learn what they need to do to prevent them from relapsing. Increased coordination of aftercare and follow-up for treatment graduates would increase the effectiveness of the program as shown by studies of similar correctional substance abuse programs . Continuation of this program for at least one more year will allow us to complete our study and share the findings with other municipal and county jails City of Kent Corrections Goals To Recovery • General Correctional Substance Abuse Treatment Statistics: Substance abuse is recognized nationwide as a driving force toward crime The Bureau of Justice Statistics reports that in 1998, drug offenders comprised 21% of State inmates and 59% of Federal inmates An estimated 26 percent of inmates in local facilities nationwide have histories of substance abuse.' The Arrestee Drug Abuse Monitoring (ADAM) Program interviews and administers drug tests on arrestees who agree to participate in the study within 48 hours of the arrestees arrival to the )ail. ADAM reported that from 33 .3% - 82 .1% of arrestees across the United States tested positive for drugs in 1998, depending on the type of correctional facility The ADAM Program participating sites in King County include the King County Jail in Seattle, the Regional Justice Center in Kent, the Kent City Jail and the Auburn City Jail ADAM reports that 64 2% of male arrestees and 73 9W of female arrestees participating in the King County 2000 ADAM study tested positive for drugs 2 studies of correctional substance abuse treatment programs throughout the United States report positive impacts on inmates The Forever Free Substance Abuse Treatment Program Outcomes Study at the University of California found that women who received correctional residential substance abuse treatment were less likely to relapse and violate parole conditions ' When aftercare is added to the residential substance abuse, the rate of success increases A University of Delaware study reported that "nearly 70 percent of inmates who completed the entire substance abuse treatment and aftercare were not re-arrested within 42 months of release from prison " Description of the Goals To Recovery Program: The Goals To Recovery (GTR) substance abuse relapse prevention treatment began at the City of Kent Corrections (CKCF) in September 1999 It began as a pilot one year program. The GTR program at CKCF was designed to offer inmates the opportunity to use their time constructively through interactive substance abuse treatment Patients are able to share what they learn in GTR with fellow inmates, their families and friends. GTR seeks to provide patients with cognitive behavioral tools to help them become more productive community members In the first year, groups of up to eight inmates attended classes one day each week for eight weeks. One on one consultations were included in the treatment. From the start, the CKCF GTR program attempted to offer treatment equally to both genders The plan was to alternate groups from male to female inmates every eight weeks However, due to shorter sentences for females it was not always possible to form the female groups as scheduled. Groups three and four consisted of male inmates Officer Swanson reported that some female inmates felt slighted because the treatment was offered to male inmates more often Condensed treatment (2 sessions per week for one month) to afford more female inmates the opportunity to receive the treatment was an option discussed by CKCF staff and Ric Meldrum A total of six treatment groups were completed during the first year From August 2000 through June 2001, another eight treatment groups completed the Goals To Recovery program at CKCF The treatment was 1 City of Kent Corrections Goals To Recovery condensed to two sessions per week and completed within one month. This allowed more females and more inmates overall to participate in • this program. Goals To Recovery Program Results: Measurements for the evaluation of GTR at CKCF include 1. Value of treatment to inmate patients 2. The number of inmates treated. 3 The number of inmates graduating from treatment 4. The number of inmate graduates arrested for offenses after release from incarceration Measurement data was captured through: ❑ GTR inmate patient assessment forms (completed by GTR and patients) ❑ Inmate Patient Evaluations of the GTR program ❑ Criminal Records (Kent Police Department, Washington Crime Information Center and State of Washington Judicial Information System databases) Inmate patient substance abuse history and baseline data was drawn from the inmate patient assessment forms. The patients completed substance abuse background information on themselves at the beginning of the treatment Measurement data is also provided by GTR's assessment tools which include the Substance Abuse Subtle Screening Inventory, American Science of Addiction Medicine diagnostic criteria and Relapse Assessment Screening and Treatment Aid. The graduating inmates completed evaluations of the Goals To Recovery program Learning to identify and deal with their warning signs was listed by the majority of the graduates as the part of the treatment that helped them most Several inmates commented that GTR was the best substance abuse treatment they have received. The individual consultations were noted as beneficial to several of the inmate patients Many inmates stated that they would recommend this treatment to others. Corrections staff reported that the inmate patients were telling other inmates about the treatment This was apparent by the increasing interest among the inmates to participate in this treatment In the first two years, 128 inmate applicants were screened by CKCF program staff and Ric Meldrum. Of those, 79 of the 91 inmate patients starting treatment graduated. Eight of the patients did not graduate due to early release. Two of the non-graduates chose to drop out. The CKCF removed two inmate patients from treatment as a disciplinary action 2 city of Kent corrections Goals To Recovery x Treatment graduates prepared and presented their own recovery plans to guide them upon their release from jail It was evident to all police staff who attended these graduation sessions that the inmates put a considerable amount of thought into their recovery plans One of the goals for the Kent Corrections GTR Program was to reduce recidivism. Recidivism data was collected on those GTR graduates released from the CKCF after graduation However, it should be noted that the Washington State Institute for Public Policy developed a standard minimum of 24 months follow-up time to capture valid recidivism events on adults An additional 12 months should be added to allow all events to be processed through the criminal 3ustice system The preliminary data as of June 30, 2001 reflected that 43% of the GTR graduates had not been arrested within the State of Washington for new offenses following release from CKCF The represents a 10% decrease of graduates not arrested following release from the first year GTR evaluation data. �Perce f fin! } eduate Prested t A number of factors could contribute to this decrease Many of these patients are repeat offenders before they enter the GTR program Without the availability of aftercare these graduates are faced with entry back into an environment which supports their substance abuse and the potential of reoffending The current funding does not support aftercare for these inmate patients once they are released. The CKCF staff and Ric Meldrum encourage the GTR graduates to seek aftercare upon their release. Many graduates do not have the financial resources to continue this treatment. GTR has continued treating 13 graduates (five males and eight females) after their release; several were treated on a scholarship basis. CKCF and GTR plan to work together to coordinate aftercare referral for the graduates 3 city of Kent Corrections Goals To Recovery Many studies on correctional residential substance abuse treatment suggest that longer periods of treatment produce more successful results The condensed four week length of the treatment allows more inmates to complete the treatment, but many studies recommend at least a 90 day duration for positive treatment outcomes. Jail treatment researchers state that correctional residential substance abuse treatment provides a very sheltered environment for the patient Community treatment must follow this treatment to support the patient once they are released from ]ail and thrown into the environment where their risk of relapse or recidivism actually exists This further emphasizes how critical the aftercare element is to the success of the GTR relapse prevention program at CKCF Recommendation: This evaluation of the CKCF GTR Program supports continuation of this program It is obvious from the data collected thus far that this treatment is impacting the inmate patients positively. Continuity of the current program would allow a more thorough program evaluation. Coordination of aftercare and follow-up for treatment graduates would increase the effectiveness of the program as shown by studies of similar correctional substance abuse programs. This second year increased the amount of inmates receiving treatment by decreasing the treatment schedule from eight to four weeks Continuation of this program for at least one more year will allow us to complete our study and share the findings with other municipal and county ]ails 1 Bureau of Justice Statistics, prisoners in 1999, Washington D C U S Department of Justice, August 2000 and Bureau of Justice Statistics, Drug Use, Testing and Treatment in Jails, Washington DC U S Department of Justice, May 2000 2 National Institute of Justice, ADAM 2000 Annualized Site Reports, Washington DC, July 2002 3 Join Together, Study Shows Trea Ghent Makes Streets Safer, July 7, 1999, www lointogether org 4 Johnson, Craig, Monroe County's Approach to Substance Abuse Treatment, Sheriff, February 25, 2000 4 =t a i Kent,, City Council Meeting Date; January 15, 2002 Category Consent Calendar 1 . SUBJECT: FIRE AND LIFE SAFETY DEPARTMENT S'['1dATEGIC PLAN - APPROVAL 2 . SUMMARY STATEMENT: Move to approve the 2001 Strategic Plan developed by the Fire and Life Safety Department, with the minor amendments noted on the attached memo from Acting Chief Hamilton. This plan has been generated to provide a general vision for the future goals and services t6 be provided by this department, with an expanded focus on EMS 4emsmds now faced by the Department . 3 . EXHIBITS : Attached. (Each Councilmember ,has previously been provided a copy of this plan. if you cannot locate your copy, one will be available in the Council office, or the Department will gladly forward you., another copy upon request . ) 4 . RECOMMENDED BY: Public Bafety Committee (Committee, Staff, Examiner, Commissicn, `etc. ) i 5 . UNBUDGETED FISCAL/PERSeR.= IMPACT: NO fX YES 6 . EXPENDITURE REQUIRED: SOURCE OF FUNDS: 7. CITY COUNCIL ACTION: Councilmember moves, Council membe}r seconds DISCUSSION: ACTION: Council Agenda Item No. 6P ' ; E January 4, 2002 TO. Kent City Council Member FR. Steve W Hamilton, Interim Fire Chief RE. Minor wording changes in Strategic Plan Dear City Council Member, After discussion with Mike Martin, the Chief Administrative Officer of the City of Kent, it was decided that some modifications are needed to the strategic plan in order to advance it for approval by the City Council After discussion with several Task Force members, the changes will go into effect as replacement wording in the original Strategic Plan. I have included the original wording and edited version of each of the affected goals so that you can compare the proposed changes 1 Page 32, Goal #3 Determine staffing to meet operational needs Wording change Continue to seek adequate staffing to meet operational needs. *Note This is not a new goal, but a continuation of our pursuit of adequate staffing 2 Page 33, Goal #2 Provide BLS Transport services. Wording change Evaluate the cost efficiency, potential Benefit and liabilities of providing BLS transport services. *Note This is a controversial issue, and as a City, we will most likely face litigation from private ambulance companies. It may be the right thing to do, but we don't know that until we have studied the issue thoroughly. 3 Page 34, Goal #1: Achieve 5-minute response time to all life threatening emergencies. This is a good goal, but may not be possible to achieve with the increasing volume of calls and conditions beyond our control such as increased traffic congestion Wording change Continue to pursue reduction in response times to all *high priority emergencies. "High pnonty emergencies are those that present a threat to life, property and the environment 4 Page 35; Goal #2: Develop impact fees. Wording change. Continue to evaluate alternative funding sources, which may include grants, impact fees and fees-for-service. The concern is that this goal is very specific and assumes that the City Council will be in favor of this goal We will re-publish the Strategic Plan with the changes Once approved, we will attempt to retrieve the plans that have been distributed for review, and re-distribute with the corrections Sincerely, Steve W. 'fad Steve W Hamilton Interim Fire Chief swh 0 4D REPORTS FROM ING COMMTTM- S F A. COUNCIL PRESIDENT B. OPERATIONS COMMITTEE C. PUBLIC SAFETY COMMITTEE D. PUBLIC WORKS _� fy) E. PLANNING COMMITTEE F. PARKS COMMITTEE Otq cey G. ADMINISTRATIVE REPORTS ft-t*o- REPORTS VR.OX SPECIAL COMITT'RRS PARKS COMMITTEE MINUTES NOVEMBER 13, 2001 • Committee Members Present- Chair Judy Woods, Connie Epperly, Tim Clark, sitting in for Tom Brotherton Staff Members Present. Dena Laurent, John Hodgson, Kathenn Johnson, Merina Hanson, Dan Meeker, Lori Flamm, Pam Baum, Pete Petersen, Marti O'Neill, Brett Wilkinson, Melanie Manning, Ten Petrole, May Miller, Jackie Bicknell Public Present: Julie Peterson, Jeff Barker, Bob O'Brien, Ted Kogita, Lynne Crandall, Carl Hart, Kenn Coluccio, Malotu Aumoeualogo, Cameron Morehouse The meeting was called to order by Chair Judy Woods at 4.05 PM Approval of Minutes of September 11, 2001 Committee Member Connie Epperly moved to approve the minutes of September 11 , 2001. The motion was seconded by Tim Clark and passed 3-0 Donation from Rotary Auction — Accept and Amend Budget Parks Planning and Development Superintendent Lon Flemm said that each year the Rotary Club holds an auction and one half of the proceeds from the auction go to support designated charities or local programs. This year the Kent Parks Planning and Development Department received $186 from the proceeds of the auction to support the Adopt-A- Park Program Connie Epperly moved to accept the $186 in proceeds from the Kent Rotary Club auction and amend the Adopt-A-Park Budget. The motion was seconded by Tim Clark and passed 3-0. King County Conservation Futures Interlocal Agreement for Clark Lake Park— Approve and Amend Budget Lon Flemm said that in November, 2000, the City of Kent purchased the 78 acre property at Clark Lake Park The City borrowed funds to purchase the property and, since the acquisition, has been applying for grants to pay off the loan. A $600,000 grant was received from King County in the Conservation Futures Program Grant funds come from the real estate excise taxes when property is sold and allows for the purchase of property for passive recreation and open spaces. Tim Clark moved to approve entering into an agreement with King County for the Conservation Futures Interlocal Agreement and amend the Clark Lake Land Budget for $600,000. The motion was seconded by Connie Epperly and passed 3-0. Ms. Flemm said that $252,000 was previously received from the Federal Land and Water Conservation Grant and $500,000 from the IAC Grant for a total of $1.35 million received in grant money to offset the purchase price of Clark Lake. She said staff is still looking for other grants and the King County Conservation Futures Program has said the City could apply for that grant again next year. Fee in Lieu Funds Allocation — Accept and Amend Budget Lori Flemm said that the City of Kent received a total of$130,408.37 of fee in lieu funds from six subdivisions for the 3r' quarter of 2001. Three subdivisions are close to Canterbury Neighborhood Park located between James Street and 248th and 98w and 100`h: Hillside Manor paid $12,362.33, Strawberry Lane, $16,070.69, and Strawberry Place, $25,295.31 for a total of$53,728 33. Morford Glen paid $6,930.04 for the Clark Lake Park Acquisition; and two subdivisions near the Service Club Ballfields, Meridian Pacific and South Ridge, paid $17,850.00 and $51,900.00, respectively, for a total of $69,750.00. Ms Flemm explained that developers voluntarily choose to pay a fee in lieu of dedicating open space within their development. They meet with staff prior to plat approval to talk about the parks close to their subdivisions in order to reach an agreement that's mutually acceptable both to the City and to the developer Connie Epperly moved to accept the fee-in-lieu of funds totaling $130,408.37 and amend the following budgets: Canterbury Neighborhood Park, $53,728.33; Clark Lake Park Acquisition, $6,930.04; and the Service Club Ballfields, $69,750.00. The motion was seconded by Tim Clark and . passed 3-0. One Stop Human Services Center— Update Human Services Office Manager Kathenn Johnson said that in June, 2000, Mayor White discussed a concept for developing a One Stop Human Service Center within Kent at the South King Council of Human Services. The City Council approved money in the budget for this year to hire a consultant and do a feasibility study. The consultant worked very closely with the City's partner agencies in Kent that have been providing services for a number of years Human Services Planner Menna Hanson said that a planning committee made up of local human service agency representatives from United Way and Public Health and key City staff was formed in the fall of 2000 In March of 2001, an RFQ was released and three different consultants were subsequently interviewed Emerging Design was selected in May, 2001. Bonnie Olson, the consultant on the project was previously a Human Services Manager with the City of Federal Way and has a lot of inherent knowledge about South King County. She also has relationships with existing agencies Ms. Olson has had the architect consultant team of Donald King and Melvin Smith working with her on the project. The scope of the study was to research One Stop models, both locally and nationally, to see if there were any that Kent could emulate. The service plan design looked at what kinds of mixes would work and a site search was done to L get a preliminary glimpse of available property in the City of Kent. A preliminary assessment of site acquisition and renovation costs was done to see what the • going rate of property was and how much it would cost to fix up any of the properties. Some initial research on was also done on funding sources. The challenges identified by Bonnie Olson, both through speaking with the local agencies and by doing a very thorough review of the existing strategic plans and statistics, were that Kent has had a large population growth and its demographics are changing The population is older and there are more immigrants and needy families and the residents need multiple services and adequate transportation. Most of the families rely on public transportation, but in the Kent valley it's next to impossible to get from one place to another, especially across the valley and especially for a single mother with two or three kids. The human service agencies have seen office space costs increase dramatically and South King County is no longer the very affordable area it used to be. If the agencies are priced out, then there won't be anywhere for the residents to go for services There are also gaps in services no matter how hard the agencies try The goals that the One Stop would accomplish for clients include enabling them to meet multiple needs in one location with a continuum of services so they would be able to enter in one arena and be transferred to another element of the service sector The Center would provide job training, employment, educational and health services in one location, and improved access for ethnic and immigrant groups. The goals for the agencies include improving agency partnerships and networking (which would allow the sharing of resources to reduce overhead and help expand office hours). All this would allow residents' needs to be better met and also would help the agencies to be able to stay in South King County to better serve their clients. The services that would be provided are mainly basic needs and include the Food and Clothing Bank;the men's shelter, a homeless day center (which currently does not exist, but Catholic Community Services has expressed interest in providing this service), a hygiene center that would allow people to take showers and do their laundry, emergency housing assistance, and access to energy assistance. Employment education services would also be provided and include ESL, AVE, GED, adult literacy, job readiness and training, citizenship classes, and resume preparation. Health services include public health, health care for the homeless, and mental health services. Community Health Center has expressed interest in providing a clinic if the location is within a mile from them, or if closer, providing outreach onsite. Other services include banking, domestic violence, computer labs, and drop-in childcare. The consultants, after doing site search assumptions, has said the facility would need to be on the valley floor on a public transportation line with adequate parking and room for expansion in a non residential zone. It would need to have • a minimum of 55,000 square feet. Some of the more interesting service design recommendations that came out of the plan include a central kiosk so that someone walking into the facility could go to the front desk, give their general information, and then be referred on to whoever they need to see. Initially, it was U thought this could all be done with central intake, but the agencies have different reporting requirements due to different funding. However, information referral could be done from a central spot Use of space would be maximized, and that would include operating 24 hours a day and sharing conference rooms, computer labs, interview rooms, and anything else that could be shared between the agencies. Right now there's a bit of disconnect between agencies serving a specific cultural group and those would be co-located to better help groups access services. Clusters of services would be designed to mutually support each other, and social enterprise operations would also be included. As an example of a service cluster, homeless clients could receive janitorial training through the hygiene center to operate a Laundromat or receive a center maintenance contract. That could translate into their being able to get a job. The food bank could be used for warehouse training and the coffee bar/cafe as restaurant job training For organizational structure, three core options were looked at, and the favored option was number three management and ownership by a third party or lead agency The Multi Service Center, one of the largest agencies in South King County, is interested in being the lead agency. Public and private lower cost financing mechanisms are being looked at, as well as program and operating funds, reimbursement streams, and the community and individuals. The City of Kent has committed $110,000 from its CDBG money A planning work group was formed that has several different task forces in operation. The Executive Committee will be made up of the directors of the main agencies involved, including the Multi Service Center, Catholic Community Services, Washington Women's Employment Education, and the YWCA A Site Identification Task Force is currently looking for property, and the Service Development Committee will be looking at the services of the different agencies that will be involved. The Kent Legal Department is helping to write a letter of agreement and commitment to participate which will be signed by the agencies involved. Tim Clark asked if a translator service was in the plans. Kathenn Johnson said that translation services were a problem right now for all the agencies faced with having to deal with four or five different languages in a day. Those agencies participate with the American Red Cross language bank and some have managed to get funding to hire translators The other, more creative and financially feasible way is to hire staff that speaks a variety of languages. One of the reasons that City staff is so interested in housing some of the culturally specific organizations in the One Stop entity is because they would then provide translation and information about cultural relevancy A broker interested in the concept has been located through the Muni Service Center who is willing to discuss the possibility of actually purchasing the site (once it's located) and holding it for a period of up to 10 years while finances are . gathered. There are a lot of grants to be written and work to be done in finding the funds to pay down the debt. The initial cost projection is $7 million and the u agencies' commitment right now is to raise $3.5 million initially so they can-go into the project with a reasonable debt overhead. The next step is to continue to • raise the rest of the funds through additional fund raising and foundations, and to look seriously at the concept of social enterprise to see how the agencies and the facility could actually earn the money to pay down the debt. The agencies will all have to pay lease money, which will also pay down the debt. The Community Health Centers is facing 2 significant cut from the King County budget which will impact Kent dramatically because most of the residents that don't have adequate health insurance or any health insurance use the health centers. The estimate is that 7,000 visits will be lost. They're doing everything they can right now to try to find alternative funds but it's going to be very difficult and the outreach will be critical in making sure people are aware of where they can go for services The City of Kent's role in the project is a facilitating role (block grant money has been put into the program and there will be more of that when appropriate). But where the City is really needed is in providing staff support to bring people to the table, provide meeting space, and do grant writing and grant review. Parks Director John Hodgson added that the One Stop Human Services Center was a long term project and the parties involved were committed to making it go. He conjectured that non profit groups sometimes aren't willing to work together on a project because they are competing for the same dollar, but the agencies • involved with the One Stop Center see the need and are making quantum leaps at each meeting in bringing everything together. Riverbend Golf Fees John Hodgson said that staff meets annually with the Golf Advisory Board to determine whether fees should be increased for the next year. Fees were not raised at the golf course in 2001, but for 2002, a proposed golf fees package is needed to maintain a competitive price and at the same time take care of the financial needs at the golf course. The proposed fees will accommodate the costs of operations and debt service, and will also provide a profit that will work towards eliminating operational debt. Golf Operations Superintendent Pete Petersen said that one of the first things considered, with the help of the Golf Advisory Board, was who the competition was in greens fees A list of over 100 golf courses was narrowed down to 10. Two things were looked at, charges and prime season (which typically is March through October) Staff knew that Riverbend was a little underpriced and that other courses were going to raise fees next year. To keep Kent at the same kind of price point, it was determined that fees needed to go up $2.00 for the 9 hole (from $18 to $20) and $1.00 on the 18 hole (to $30) during the week, and on the weekends, $3 for the 9 hole (to $22) and $5 for the 18 hole (to $35). The Course will offer specials to help offset the impact of the increased fees. During the prime season, there will be 20-round weekday and weekend passes. The weekend pass will be sold at this year's price (not the increased fee) for a savings of$100. The weekday pass would save $80. In addition to those, spring L and summer golf passes for unlimited play would be sold. The spring pass would be $599 and the summer pass $799. Another thing that was looked at, because of the ainfication schedule of the greens, was shortening the prime season (April through October) by a month to April through September, and extending the off season from October through March by one month. That would allow ainfication in October and also in March, prior to the prime season starting. The prime season typically sees about 52,000 rounds and the off season about 20,000. To encourage people to continue to come out during the winter months, there will be winter play specials for$399, golf and cart combination early morning play specials, and a resident rate at both golf courses. Even though fees are being raised, there is an opportunity for people to still come at discounted times. A small increase in fees was looked at for the Par 3 and that hinges on a lot of issues —finishing up the irrigation system, installing ball washers, spike cleaners, and garbage cans, and construction of a couple of bunkers on a couple of holes The prime season length at that course was also reduced to run April through September instead of April through October, thus extending the off season Increasing the fee for a bucket of balls for the driving ranges was looked at, going from $4 to $5 on the small range (for a 51 ball bucket), and from $7 to $8 on the large range (for a 102 ball bucket). Also, the punch card sales were increased with the Driving Range from $99 to $119. Right now, Riverbend probably gets more golf balls per bucket than any other range and the cost is extremely low, so prices will still be competitive and a good value even with the increases. Carl Hart, Golf Advisory Board, said the Board had unanimously approved the • increases. Part of the board membership is made up of representatives from the Men's and Ladies' clubs from the 18 Hole course, and a representative from the Par 3 course. Riverbend Merchandising John Hodgson said that in late August Nevada Bob's closed all their stores in Washington They did not go out of business but essentially just moved. The company that owned the franchises in Washington also had company franchise stores in California, and they moved all of their business to California. Since 1998 (first with SSMD), there's been three owners of Nevada Bob's who have come and gone (the last one was there for less than one year). In late spring, staff began to see that Nevada Bob's wasn't able to get merchandise from the vendors, so the City's goal was to help get them through the summer and then prepare to replace them. However, they left. In the meantime, customers were coming in complaining about not being able to get products. The City entered into agreements with suppliers so that if someone came in and Nevada Bob's couldn't supply a product, staff could get it for them and the City would make a profit. Since Nevada Bob's left, some renovations have been done to the 40 year old building and a small room added that can be used as a birthday party room for the Miniature Golf Course. During the winter months there is a small area for the Captain Jack's restaurant. The room is about 220 square feet, thereby cutting that much out of the merchandising area. L Staff discussed options with the Golf Advisory Board, inviting the two major suppliers in the area, Pro Golf and Putz, to attend the meetings but neither wanted to participate. Both companies have stores at South Center and felt they would be competing with themselves if they opened even a small store in Kent. Armed with that information, staff made a couple of recommendations to the Golf Advisory Board: (1) to go out for an RFP and (2) to enhance what the City was already doing in supplying product through vendor contracts. Carl Hart said it was the opinion of the Golf Advisory Board that the people best able to sell the merchandise and to provide service and knowledge with the golf equipment would be a group representing the pros of the golf course and the staff, as they would also be able to help with lessons and instructions. The pros could help pick the right piece of equipment and would also have a commitment and care about the golfers at Riverbend. The Advisory Board voted unanimously to support that proposal. Pete Petersen said the first objective was customer service, whether that was providing greens fees, golf carts, golf balls, or golf clubs, but over the past few months customer service in the area of merchandise hasn't been there, and staff feels that's something that needs to be provided on a consistent basis The second objective would be to provide quality golf equipment at competitive prices, third would be to generate an operating profit for the City from the pro shop's base. Leasing the space would bring somewhere in the neighborhood of $20,000-$24,000. With the City's merchandising plan, the profit should be approximately $50,000 the first year, and there would be better control over the customer service aspect of providing the merchandise. Staff started providing merchandise earlier this year and the goal was to do about $20,000 As of October, sales had exceeded $70,000 and will probably surpass $80,000 by the end of the year. That was done primarily working out of a space of less than 100 square feet by providing golf balls, gloves, hats, etc., and doing some special order products. Currently, there are over $93,000 in outstanding gift certificates that have to be spent at the Riverbend Golf Complex and those people want golf merchandise. Riverbend also has some of the largest men's and ladies' clubs in the area. Those clubs have a need for merchandise and have several thousand dollars in certificates that would be spent at the facility. Over $150,000 is generated in certificates annually from all of the tournaments. (Outside tournaments give away gift certificates to be redeemed at Riverbend ) The customer base is there and all that is needed is to start providing product. One of the key things of the plan is startup and inventory levels, which would start out small with fast moving, top quality products that people are looking for now. Over time, inventory would grow but would basically be what is on the floor —there would not be a stockroom full of inventory and staff would rely on being able to get things quickly from suppliers Mr. Petersen said it wasn't odd in the golf industry to not have a specific fit club or shoe in stock, and those services would be provided for the customers by doing special orders in a timely fashion. Currently there are three Class A professionals on staff at Riverbend and one of the Class A members would become manager of the facility. A floor manager would be selected to be the manager's right hand person and would operate the merchandise area. Staff would also look for another fulltime position and a couple of regular part time positions which would be benefited and work the equivalent of about 10 months out of the year. Summer help would be needed for about a four month period. Altogether, overall salaries and benefits would be approximately $150,000 the first year. The sales goal would be $600,000, and there should be a profit of lust over $50,000. Mr. Petersen stated that it was an exciting opportunity because the clientele was already established (based on the customers who have played 75,000 rounds at the 18 hole course and 40,000 at the Par 3 and all the golf lessons), and he felt they would purchase a lot of equipment. The Keys to Success list includes buy back and incentive programs and six month terms on some of the products (90 days is standard). The vendor companies are willing to work with the City to see success, and one of the advantages Riverbend has is being able to do research on what's happened in the past. At one time there was a successful contractor that did $522,000 in sales the first year and $604,000 the second year. Based on their inventory levels and what they sold, $500,000 should be very achievable for the City The first owner of Nevada Bob's operated from March 1998 to September 1999 and did a very good job And, Riverbend has good ties to both Putz and Pro Golf and they have helped with advice Riverbend's profit margins are competitive, and people will know they are getting a good price, quality product, and good customer service (being able to custom fit golf clubs and/or steer people away from the wrong buy). Some innovative things would be done with the manufacturers like having demo days and pre orders for new products Promotionals would be run for the Men's and Ladies' clubs. The Men's Club feels they have lost upwards of 200 members because of the inability to get product with their certificates, and people are tired of having to use their gift certificates before the expiration date to get things that they don't need. Riverbend wants those lost memberships back, so all gift certificates have been extended until people are comfortable to spend them on something they want. Tim Clark asked for an explanation of the buy back program from vendors. Mr. Petersen said there were a number of vendors that would buy back merchandise from short programs for product brought in in April but not sold by the end of August. There are also a number of beneficial incentives and rebate programs from some of the companies. All of the apparel merchandise will come primarily from Cutter and Buck (which is not a common brand found in municipal golf courses and that would be one thing that would set Riverbend's shop apart). There would be a display of shoes set up with one pair of each model and size offered so that customers could be fitted. The shoes would then be special ordered, and a lot of capital wouldn't be tied up in inventory without having guaranteed sales. Staff would be looking at using an additional $6,000 towards advertising and marketing and would rely on KJR Sports Radio. The concessionaire at the restaurant advertises the Riverbend Golf Complex Driving Range on KJR already and the pro shop would piggyback on that, as well as using the Kent Reporter and South County Journal to try and get local people to shop at Riverbend. The monthly half page ad in Inside Golf may be expandesd with an additional ad every month for the pro shop. And, Mr. Peterson conjectured, staff needs to come up with a name for the pro shop that people will remember and become accustomed to hearing, like Putz and Pro Golf Tim Clark asked if there was any marketing for various types of school activities. Mr Petersen said there were three high schools whose golf teams play at Riverbend (which is a huge number compared to most other golf courses). One of the schools, Thomas Jefferson, has ordered golf bags through Riverbend and a lot of the teams have ordered shirts Riverbend is currently providing merchandise such as golf balls and other things the schools need for their seasons. John Hodgson said that if Council chooses that the City should operate the merchandising store, it could be operational by December 1st for the holiday season. If a Request for Proposal program were done, it would probably not open before March 1 , 2002 Ted Kogita, 25227 Reith Road, countered that the City would be competing against maybe 100-200 private stores who could buy 10,000 pairs of shoes and get a much better discount rate than could be gotten from buying 10 pairs of shoes, and yet staff is saying the markup is the same and the City will be competitive Mr. Kogita asked for clarification and stated it just didn't make sense Pete Petersen responded that staff had met with all of the manufacturers' sales reps and posed that same question. He said the major manufacturers, Ping, Titleist, and Calloway, do not discount any sales, so it doesn't matter if 10 product are bought or 1,000 — everyone buys at the same price. Scott Nielson, the Wilson sales rep has guaranteed that the City would buy at the same price as Putz and Pro Golf. Manufacturers try to sell thousands of sets of last year's model in minimum 100 lot sets, and the majority of discounted prices come from that kind of transaction. They don't give discounts on the latest and greatest equipment. City staff will target what they know is going to sell and what people want The Foot Joy top of the line shoe will sell in Riverbend's pro shop for within $5 - $10 of what it does elsewhere. Riverbend merchandising failed in the past when managers leaned too much on the low side and brought in the cheaper quality, and customers do not want that. Ted Kogita stated that if there was only one sample product in a store, and the store down the street had the product right on the shelf, people would buy from the store down the street—they wouldn't wait two weeks. Carl Hart countered that even if a golf club was the same price, being able to go to the driving range to try out the club would make it worth buying over having to hit it into a 10 foot net at another store. Lk Bob O'Brien, 1131 Seattle Street, said that it seems somehow that when the City of Kent takes over an operation all of a sudden it makes money. The local newspaper published that the City golf course had made $700,000, but as it turned out, it was more like $250,000. Mr O'Brien stressed that the difference Is between $700,000 and $250,000 was a fairly good drop. He said the situation is still being sorted out to find out why it happened (since there is a full time financial analyst that does nothing but the golf course). Mr O'Brien asked that a time limit be established for the program to turn a profit (with fully allocated costs, including overhead). By the end of the year or season, if the shop hadn't made a profit, it could be shut down. John Hodgson said he didn't have a problem with that and would rather have that challenge than to do a five year agreement with a company that would be hard to get out of if it didn't work out. Cameron Morehouse, Tournament Chair at Riverbend, said the experience had been one of a lot of disappointment over the last three years. There are 14 tournaments per year and $3,000-$5,000 a tournament goes out to 100-200 members. Mr. Morehouse said he personally has $500 worth of coupons but can't go down and shop at the store. Consequently, he has thought about going to another golf club because he couldn't buy anything with his money Membership has stayed around 600-650, but 5-6 years ago there were 1000 members Money won in a tournament is like free money, and if $10 more had to be spent for a pair of shoes ordered from the club, and he knew the merchandise would be there in two weeks when he came back, he would spend the extra money. It's a convenience factor. The golf club is for the members and the people that play in the tournaments because they are returning customers. Connie Epperly moved to authorize staff to develop a golf merchandising program effective December 15` and adjust the merchandising golf complex revenue on expenditure budgets for 2001 and 2002. The motion was seconded by Tim Clark and passed 3-0. Committee Chair Judy Woods thanked all those in attendance who participated and gave a special thanks to Carl Hart and the Men's and Women's Club for the work they had done on the issue. The meeting adjourned at 5.27 PM. Recorded by Jackie Bicknell U • PUBLIC SAFETY COMMITTEE MINUTES NOVEMBER 13, 2001 COMMITTEE MEMBERS PRESENT Chair Conine Epperly, Tim Clark(sitting in for Tom Brotherton), Greg Worthing STAFF MEMBERS PRESENT Pam Gettman, Chuck Miller, Mary Ann Kern, Lorna Rufener, Steve Hamilton, Bruce Weissich, May Miller, Marty Mulholland, Sara Grant, Ed Crawford, Jackie Bicknell PUBLIC PRESENT Julie Peterson The meeting was called to order by Chair Connie Epperly at 5 35 PM Approval of Minutes of September 11, 2001 Committee member Tim Clark moved to approve the minutes of September 11, 2001 The motion was seconded by Committee member Greg Worthing and passed 3-0. Police Svstem Selection Update Information Technology Senior Systems Analyst Pam Gettman said the Police System Selection Project had been running for six months The police and jail records management system will be • replaced, and field reporting for patrol will be enabled. The reason for doing this is because the jail portion of the current system (called CDS) is no longer supportive, and the police portion has uncertain support The support company is actually out of the West Covina Police Department in California and they are having staffing problems with their programming. In addition, the two programs between jail and records are not integrated so information is not passed from one to the other and there is a lot of redundant data by patrol officers, records personnel, and corrections officers The new system will be integrated so that information will be shared from patrol to corrections to the records personnel, and data entry will not be duplicated Currently, 9-1-1 calls go to Valley Communications into the CAD System where personnel in the field is dispatched That information currently is not passed to patrol officers, but will be with the new system The officers will get the information in the patrol cars on their computer system that they get now by radio, so when they start their incident reporting some of the information will already be there and they won't have to start from scratch. Then, reports created in the field can be passed electronically to the jail system, avoiding duplicate entries Data entry for reporting will be streamlined so that once information is entered into the system, for example a person's name field, it won't have to be repeated for the same report. Another key feature is that information through sharing will be facilitated and police personnel can search bothjail and police records. Ms. Gettman said that ownership at all levels of the police organization will be ensured which means that she, as the project manager, can put the project in, but the police personnel will be the ones actually driving it Chief Crawford is head of the project as a sponsor and there is a governance committee headed by Deputy Chief Miller along with the Police Captain staff and Stan Waldrop from Information Technology. One of the most Public Safety Committee, 11/13/O1 2 important resource elements on the project are the 17 project analysts comprised of police personnel and representatives from arson, prosecution, and municipal court. Timeline to date. ♦ May—Started project ♦ June—Requirements analysis ♦ July- Presented request for proposal to Governance Committee ♦ August—Released RFP ♦ September—Received responses - 9 vendors ♦ October—Narrowed list of 9 vendors to three semi finalists ♦ November—Proposals and vendor demos evaluated, customer references checked ♦ December—Decision on finalists ♦ January—Contract negotiations Tim Clark asked what the impact was when the on-the-street records couldn't be integrated with the records from jail Deputy Police Chief Chuck Miller said there were a lot of duplicate entries The arresting officer fills out forms and then Records enters that data into the RMS System But when the person that's arrested is taken to jail, the corrections staff has to enter the same data all over again Then the officer out in the field who might be investigating a case involving the same suspect, has to make duplicate inquiries into the system to gather information from the jail and from the records management system at the police station. Going to the new system will really make the officer's job a lot more effective in being able to do his work. From the patrol car itself, he'll be able to make all sorts of inquiries to include whether or not a person is actually in custody and it will save valuable time Washington Traffic Safety Commission Mini-Grant—Accept Police Support Assistant Mary Ann Kern said the Washington Traffic Safety Commission Mini- Grant was in the amount of$3,284 The money will be used for purchasing video cameras to be carved in police cars for the patrol emphasis project. Tim Clark moved to recommend to Council to accept the Washington Traffic Safety Commission mini-grant for two Sony Video Cameras to be used in conjunction with ongoing traffic safety activities. The motion was seconded by Greg Worthing and passed 3-0. LEEP Grant Amendment Mary Ann Kern said the original Law Enforcement Education Partnership grant was accepted by Council on September 4, 2001, and the amendment is to accept additional dollars given towards the project for$2,967 The funding comes from the State of Washington CTED Program. Greg Worthing moved to recommend to Council approval of the amended LEEP grant budget for 7/O1/01 to 6/30/02. The motion was seconded by Tim Clark and passed 3-0. Public Safety Committee, 11/13/01 3 Kent Drinking Driver Countermeasure Program 2002-2003 Budget Amendment Mary Ann Kem said the Kent Drinking Driver Countermeasure Program 2002-2003 Budget was originally accepted by Council on July 3, 2001, and the Washington Traffic Safety Commission is providing $5,750 in additional funds for the project with a two year grant from July 1, 2001 to June 30, 2003 The Drinking Driver Countermeasure Program funds DDTF Coordinator Nancy Mathews' salary. Tim Clark moved to recommend to Council approval of the amended Kent Drinking Driver Countermeasure Program budget for July 1, 2001 to June 30, 2003. The motion was seconded by Greg Worthing and passed 3-0. Vallev Narcotics Enforcement Team 2001-2002 Budget Approval Valley Narcotics Enforcement Team Commander Lorna Rufener, said that a federal Byrne grant had once again been received (and has been since 1988) that funds all of the Valley cities including Renton, Auburn, Tukwila, and Kent Partial funding was also received through the grant for a Washington State Patrol Detective, as well as a prosecutor. The amount of the grant pays approximately 47% or S257,840 The City of Kent has managed the finances for the Valley Narcotics Enforcement Team for the last four years, but the Team is on a federal budget cycle— not the same cycle as the City The Valley Narcotics Enforcement Team is currently housed at the Regional Justice Center The grant goes towards narcotics enforcement, particularly in the area of Level 1 and 2 offenders. Greg Worthing moved to recommend to Council approval of the VNET budget for 7/01/01 to 6/30/02. The motion was seconded by Tim Clark and passed 3-0. Heart Attack Survival Kit Program Interim Fire Chief Steve Hamilton said the September I 1`h Public Safety Committee meeting had approved an amendment to the EMS Levy contract to receive monies for Heart Attack Survival Kits Crews went out to random seniors, 65 years and older, and gave out kits containing aspirin and instructions for what to do if they had heart attack symptoms. The kits are bright red with a flap and are kept by the refrigerator. The program is mainly for educational purposes to let people know that it's important to take aspirin to keep their blood from clotting. Chief Hamilton said a big plus for the whole program was getting out in the community and connecting with the people, talking to them and explaining what the Fire Department does. Donation of EMS Equipment and Supplies Steve Hamilton explained that Ken and Jackie Sturman who used to have a business called We Care Medical gave the Department assorted EMS equipment, the value of which is estimated at $3,000 Police Department Re-accreditation Administrative Services Lieutenant Bruce Weissich said that the Kent Police Department began a process in 1994 to have the Department nationally accredited through the Commission on Accreditation for Law Enforcement Agencies (CALEA) In January of 1996 a team of certified • CALEA assessors arrived in Kent to review policies and procedures and to confirm that the Department was meeting the national standards established by CALEA. Following the intensive Public Safety Committee, 11/13/O1 4 review, the Kent Police Department was granted the status of accreditation by CALEA. The period of accreditation was for three years, to January of 1999, and then the Department went through a similar process once again and was successful at meeting all of the standards and was re-accredited again for another three years Because of a slight housekeeping change CALEA has made, the onsight inspection by the CALEA team will be in December rather than January this time. It gives them an additional month to prepare the reports and get them to their commissioners for review. The Department will then be interviewed in March before the Commission as part of the process. The review presents several opportunities for the citizens of Kent and the general public to offer comments on the KPD's performance to the assessors on site There will be a public information session or hearing on Monday, December 3`d, 7.00 PM in Council chambers. The public will be informed of this through a mailing, announcements on the City's TV channel, and a legal notice in the newspaper Another means of offering input will be by calling in on that same date of December 3`d from 1.00-5 00 PM The phone number, included in the public notice, is 253-856- 5891 If folks want to offer input anonymously, they can call in and speak with the assessors and give their honest opinions of how the Department is doing in carrying out the policies set forth as the way it does business Lieutenant Weissich said that if anyone has questions or concerns about the process, they can call Officer Brian Harvey, the accreditation officer, at 253-856-5886 The accreditation team reviews approximately 440 policies and standards that the KPD operates under Those cover the gamut from all of patrol operations to the way that the record section is run, to the volunteer program, budgeting, etc They make sure that Valley Comm, the • dispatching center, is following standards required for an accredited agency. Tim Clark asked for examples of the types of training that the Police Department participates in. Lieutenant Weissich said there are five sessions of in-service training annually which gives staff a minimum of 50 hours training per year Those sessions include the mandatory item such as HIV/HBV blood borne pathogen types of issues, first aid, CPR, and other issues such as legal updates in order to be in tune with decisions from the court system to make sure that business is conducted the way the courts have ruled, firearms training, the laws concerning the use of force, vehicle emergency operations, pursuit intervention techniques, and any number of different issues where training is required, particularly in the high risk issues. Another portion of the training program is called an individual learning plan where employees have the opportunity to go out and get additional training in areas of specific need or interest. The meeting adjourned at 5.58 PM. Jackie Bicknell City Council Secretary • PUBLIC WORKS COMMITTEE MINUTES NOVEMBER 19, 2001 COMMITTEE MEMBERS PRESENT- Chair Tim Clark, Connie Epperly, Rico Yingling STAFF MEMBERS PRESENT Gary Gill, Simon Stocker, Paul Scott, Jackie Bicknell PUBLIC PRESENT Julie Peterson The meeting was called to order by Committee Member Conine Epperly at 5 08 PM, as Chair Tim Clark had not yet arrived. Approval of Minutes of September 11, 2001 Committee Member Rico Yingling moved to approve the minutes of November 5, 2001 The motion was seconded by Connie Epperly and passed 2-0 2002 Sewer Rate Increase City Engineer Gary Gill said the proposed sewer rate increase was to pass along the already approved rate increase that King County Metro authorized a few months ago, and involves an increase of about $3 65 per month per residential equivalent unit. Metro measures a standard residential unit as 750 cubic feet of waste water being discharged into their system per month Because the City has a 4 8% utility tax, the 18 cent additional increase would be passed along with the rate for a total increase of$3 83 per month In 2002, that would amount to a$31 27 monthly rate, of which $23.40 is a Metro charge for treatment and large interceptor transmission lines that carry the waste water to the treatment facilities The City's part of the rate would be $7 87 which would pay for City operations, maintenance, repair, and capital improvements The City, typically, passes through Metro's rate increase because otherwise it would have a tremendous impact on the City's sewer utility (amounting to almost a$1 5 million hit against the sanitary sewer utility which would just about put it into bankruptcy) The City is not increasing its portion of the rate right now Rico Yingling asked if the increase had been made a part of the 2002 preliminary budget Public Works Accountant Paul Scott said it had, and because it's a utility, it's treated as its own entity and the increase doesn't go into the General Fund. Any impact of the City absorbing the increase rather than passing it along to the citizens would not impact the General Fund, but would directly impact the Sewer Fund and that is where the deficit would show up The Sewer Fund is its own entity, the money comes from the rate payers If there isn't enough money from the rate payers to pay the costs, the deficit would be covered from a reserve that carves over from year to year The reserve is minor in the Sewer Fund and would only be able to carry it into the year 2003, then the utility would go broke In that case, rates would have to be raised or a loan taken from the General Fund or from the outside • (Tim Clark arrived and took his place as Chair of the Committee) Public Works Commmee, 11/19/O1 2 Mr Yingling asked why Metro was raising the rates. Mr Scott said that almost 90% or more of the rate increase was associated with the electrical rate cost increases that were passed on to Metro Metro is part of the Seattle City Light system and possibly the Puget Sound Energy system, and electrical rate increases are part of their expenses They use a tremendous amount of electricity and the rates went up a lot this year so they are using the sewer rate increase to offset the electrical rate increases. In response to Rico Yingling's question about Metro's historical rate increases, Mr Scott said there had been no increases from 1996 to 2000 Rates had been$19 10 per month per residential equivalent, and were then raised 40 cents per month in the year 2000 and raised again last year by another 25 cents. The current proposed rate increase of$3 65 is the largest increase and it's almost entirely due to the electric problems Metro faced this year Out of the City's annual operating expenses, which were about $14 5 million per year for the City, $11 5 million were associated with Metro Tim Clark commented that electrical costs were now leveling off and would go down, but the real problem was that Metro was also being hit with a significant cost for a third water treatment plant Gary Gill remarked that the third water treatment plant was part of Metro's long range capital program, but there were no reflected increases for proposed capital improvements at this point in time. Although there may be some future savings in Metro's energy costs, the rates may not go down because they're planning to pay for some large capital projects including the new treatment plant and some large interceptor projects that are being proposed in the next 5-10 years. Tim Clark stated that it was important to recognize that the Clean Water Act was a federal requirement and mandate which doesn't provide the funding to carry it through. The increase in • the clean water standard is actually what created the need for the third water treatment plant Gary Gill added that part of the reason also for the third treatment plant was Metro having to decide whether or not it was more cost effective to try to upsize the existing Renton and West Point treatment plants or whether it was more economical to build a new plant in the north part of Metro's service area. When all the benefit cost analysis was done, it was shown to be less expensive to build the new plant than to build large conveyance systems and enlarge the existing treatment plants at West Point and Renton Rico Yingling moved adoption of the proposed 2002 Sewer Rate Increase Ordinance. The motion was seconded by Connie Epperly and passed 3-0. 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