City Council

CITY COUNCIL MEETING TUESDAY, MAY 6, 2014 CITY HALL 22710 E. COUNTRY VISTA DRIVE 7:00 P.M. REVISED AGENDA 1. INVOCATION – Moment of Silence for Sergeant Clint Gibson 2. PLEDGE OF ALLEGIANCE 3. CALL TO ORDER 4. ROLL CALL 5. AGENDA APPROVAL 6. CITIZEN COMMENTS 7. PRESENTATIONS Life Saving Award – Officer Mike Thomas Liberty Lake Chief of Police, Brian Asmus Spokane County Emergency Management Update Edward Lewis, Deputy Director & Phil Hartmann, Program Specialist 8. MAYOR AND CITY COUNCIL COMMITTEE REPORTS 9. CITY ADMINISTRATOR REPORT 10. WORKSHOP DISCUSSIONS  Trailhead Update 11. ACTION ITEMS A. Consent Agenda i. Approve April 15, 2014 City Council Minutes ii. Approve May 6, 2014 Vouchers in the amount of $532,486.75 B. General Business i. Approve Interlocal Agreement for Early Learning Public Libraries Partnership & authorize Mayor Peterson to enter into the Agreement ii. Award contract for the Liberty Lake Municipal Library’s structural repairs to Baker Construction The public is invited to attend. Parking and meeting rooms are accessible for persons with disabilities. Contact the City at 755-6700 with 24-hours advance notice for special accommodations.  12. FIRST READ ORDINANCE Ordinance No. 209C – Budget Amendment for cost of the Liberty Lake Municipal Library’s structural repairs new Building and Contingcency Plan which includes the structural repairs to the Municipal Library 13. INTRODUCTION OF UPCOMING AGENDA ITEMS 14. CITIZEN COMMENTS 15. ADJOURNMENT The public is invited to attend. Parking and meeting rooms are accessible for persons with disabilities. Contact the City at 755-6700 with 24-hours advance notice for special accommodations.  City Council Subcommittee Agendas From: Amanda Tainio To: Dan Dunne; Hugh Severs; Katy Allen; Keith Kopelson; Robert Moore Cc: Ann Swenson; Andrew Staples; Lori Olander; Michelle Griffin; Shane Brickner; Steve Peterson Subject: 4/22 Community Development Committee Meeting 5pm Start: Tuesday, April 22, 2014 5:00:00 PM End: Tuesday, April 22, 2014 6:00:00 PM Location: City Hall Conference Room Here is your agenda for the April 22nd Community Development Committee meeting. If there is anything you would like to add for discussion at future meetings, please email me and I would be happy to add it. If you will not be able to make it or you will be late, please let me know so I can contact the alternate committee member(s) if needed. Thanks, Amanda Tainio City of Liberty Lake Planning & Building Services Manager 22710 E. Country Vista Dr. Liberty Lake, WA 99019 Phone: 509-755-6708 Fax: 509-755-6713 HYPERLINK "mailto:atainio@libertylakewa.gov" atainio@libertylakewa.gov HYPERLINK "http://www.libertylakewa.gov/" www.libertylakewa.gov/ April 22nd Meeting Agenda City Council Proposed Agenda Overviews Library Update Marijuana Moratorium Future Meetings Parks, Recreation, & Public Art Commission City Project Updates Parks, Recreation, Open Space, & Trails Plan Update  CITY COUNCIL COMMUNITY DEVELOPMENT COMMITTEE APRIL 22, 2014 Meeting Agenda  City Council Proposed Agenda Overviews o Reviewed the May 2014 draft City Council Agendas.  Library Update o Discussed the status of the Library project (trusses have been braced, Library opened back up on Monday the 21st). The City will be contracting with Baker Construction for final repairs.  Marijuana Moritorium o The moratorium is in place until August and the WA State Liquor Control Board will be responding to the Attorney General’s opinion on jurisdictions ability to ban in June or July. City Staff will follow up with the City Council after the response is issued. CDC also discussed the status of various City projects and Bob Moore, Planning Commission Chair provided an update on the Planning Commission Parking Subcommittee work. Page 1 of 1  Finance Committee Meeting Agenda – City Hall Conference Room May 6, 2014 6:00 PM I. Trailhead Facility a. Restoration Update b. Driving Range c. Revenue for April II. Monthly Financial Report III. Building & Equipment Contingency IV. City Hall Bond V. Annual Report VI. Voucher Review ACTION ITEMS  City of Liberty Lake Consent Agenda for May 6, 2014 City Council Meeting Report from the Mayor for pending claims and payment of previously-approved obligations through May 6, 2014 Payee Description Amount See attached voucher report. Total vouchers through May 6, 2014 $ 258,666.12 April Payroll & Benefits $273,820.63 TOTAL $ 532,486.75 RECOMMENDATION: Approve and Authorize for Payment ATTACHMENTS: All original invoices are on file with the City Treasurer. SIGNATURES: City Clerk Mayor Finance Committee  AGENDA ITEM NO.: 11Bi BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: FOR THE AGENDA OF: May 6, 2014 Interlocal Agreement with Member Libraries of the Early Learning Public Libraries Partnership DEPT. OF ORIGIN: Library EXHIBIT: DEPT. HEAD APPROVAL: Pamela Mogen Interlocal Agreement EXPENDITURE REQUIRED: Yes BUDGETED: No, funds will come out of Dues, Subscriptions and Memberships Library Budget SUMMARY STATEMENT The Municipal Library, City of Liberty Lake and the Early Learning Public Libraries Partnership desire to enter into an Interlocal Agreement regarding the promotion and provision of early learning services with the following goals: to establish Washington State public libraries in general as recognized and important providers of early learning services; to leverage funding for public library early learning services in public and tribal libraries; to develop strategic partnerships and collaborations with organizations concerned with early learning such as Thrive by Five and the Department of Early Learning; to represent public libraries with the legislature and other governmental entities as appropriate; and facilitate the creation of a public library agenda for early learning funding. RECOMMENDED ACTION 1. Approve the Interlocal Agreement and authorize the Mayor Peterson to enter into the Agreement.  AGENDA ITEM NO.: 11Bii BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: Award of Roof Repair Contract to Baker FOR THE AGENDA OF: 5‐6‐14 Construction DEPT. HEAD APPROVAL: DEPT. OF ORIGIN: Public Works EXHIBIT: Agreement EXPENDITURE REQUIRED: Yes BUDGETED: No SUMMARY STATEMENT Please find attached an agreement for the repairs of the Library roof trusses. The agreement type is referred to as a “cost + markup”. It is a normal and acceptable way to approach repairs. This is not the type of contract/agreement that the City typically engages in for public works. For this agreement, we will pay the Contractor a fixed fee based on the cost of materials and labor. The Contractor will supply us with documentation on what labor/materials are used on our roof so we are able to verify the payment amounts. The repairs are already being made without this agreement in place due to the nature of the damage discovered. Markup fees presented by the Contractor for this work are reasonable and line with standard practice for these types of repairs. RECOMMENDED ACTION Staff recommends the following: 1. Award the Agreement to Baker. DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT DRAFT FIRST READ ORDINANCE  AGENDA ITEM NO.: 12 BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: FOR THE AGENDA OF: May 6th, 2014 Budget Amendment 209-C DEPT. OF ORIGIN: Administrative Services EXHIBITS: DEPT. HEAD APPROVAL: RJ Stevenson Ordinance Exhibits A, B & C EXPENDITURE REQUIRED: Yes BUDGETED: This is a Budget Amendment for appropriations SUMMARY STATEMENT This Budget amendment will serve two purposes. The first purpose is to appropriate enough dollars to cover the immediate repairs to the roof tresses above the Library that were discovered in early April. The second purpose is to create a Building and Equipment Contingency line item or Fund. In the event that any other unforeseen event happens that requires immediate attention and that the dollars are available to address this unforeseen event. These dollars are to only be spent on unforeseen events. Examples that would have qualified from this year would have been the banquet and bathroom restoration at Trailhead, replacing the roof at PD/Library, plumbing break at Rocky Hill Park, and major equipment repairs. This is not intended for purchasing new vehicles or equipment, normal repairs and maintenance, and daily operational supplies. Finance Committee will be updated monthly on the expenses that are used by this line item. RECOMMENDED ACTION 1. This is a first read Ordinance  ORDINANCE NO. 209C CITY OF LIBERTY LAKE SPOKANE COUNTY, WASHINGTON AN ORDINANCE AMENDING ORDINANCE NO. 209 PASSED BY THE CITY COUNCIL ON DECEMBER 17, 2013, ENTITLED “AN ORDINANCE OF THE CITY OF LIBERTY LAKE, WASHINGTON, ADOPTING A BUDGET FOR THE PERIOD JANUARY 1, 2014, THROUGH DECEMBER 31, 2014, APPROPRIATING FUNDS AND ESTABLISHING SALARY SCHEDULES FOR ESTABLISHED POSITIONS”. WHEREAS, state law provides for the adoption of a budget by the City Council of the City of Liberty Lake for the purpose of making appropriations of the total estimated revenues for each separate fund and the aggregate totals for all such funds combined; WHEREAS, subsequent to the adoption of the annual budget, it has become necessary to make changes in certain appropriations; WHEREAS, the following changes could not reasonably have been anticipated or known at the time Ordinance 209 was passed by the City Council; WHEREAS, the City Council has determined that the best interest of the City is served by amending the adopted budget approved in Ordinance 209; NOW, THEREFORE, the City Council of the City of Liberty Lake, Washington, do ordain as follows: Section 1. The following accounts contained in the 2014 Budget are hereby amended as set forth in Exhibit “A”. Section 2. The explanations of the amendments are listed in Exhibit “B”. Section 3 . Severability. If any section, sentence, clause or phrase of this Ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this Ordinance. Section 4. Effective Date. This Ordinance shall be in full force and effective (5) days after publication of this Ordinance or a summary thereof in the official newspaper of the City as provided by law. PASSED by the City Council this ______ day of ________ 2014.  ____________________________ Mayor, Steve Peterson ATTEST: ____________________________ Ann Swenson, City Clerk APPROVED AS TO FORM: ____________________________ City Attorney, Sean Boutz  City if Liberty Lake 2013 Budget Amendment Exhibit A OBJECTIVE #1: Establish a Building & Equipment Contingency line item for unexpected issues that may arise during the current fiscal year. Revenue and Other Sources Expenditures Ending Fund Balance Original Budget Adjustment Proposed Original Budget Adjustment Proposed Original Budget Proposed FUND 001 General Fund 7,969,025 - 7,969,025 5,592,778 125,000 5,717,778 2,376,247 2,251,247  Exhibit B Line item detail of Budget Amendment 2014 2014 ORIGINAL Line Items affected BUDGET AMENDED General Fund (Fund 001) Expenditures 594 18 63 01 Building and Equipment Contingency ‐ 125,000.00 Proposed amount to cover the rest of the year. Unused portion will role into 2015 plus whatever additional amount the Council approves. 508 00 00 00 Ending Fund Balance 2,376,247.00 2,251,247.00 Ending Fund Balance for General Fund Building and Equipment Contingency Plan Purpose: In order respond to unanticipated repairs of City Owned Facilities and Equipment, funds need to be identified so that city staff can respond timely and efficiently. This fund will be used only for those occurrences where an immediate repair is needed, not for items that were not included in the budget. (Example: roof repair at Library/Police facility, plumbing repairs Trailhead, HVAC repairs at City Hall, transmission repair for a vehicle). Creation: A Building and Equipment Contingency line item will be created from dollars in the General Fund. It is recommended that this fund start with a balance of $125,000 and not to exceed an appropriation of $250,000 in any given year. Replenishment: At the end of every calendar year, the City will review the Building and Equipment Contingency Plan and recommend through the budget process the proposed appropriation to replenish the Building and Equipment Contingency Plan for the next budget year. Identified Uses: Eligible expenditures include all City facilities (City Hall, Library/Police, and Trailhead), structures within City owned parks, rolling stock and major irrigation repairs. This line item is not intended to purchase new equipment or build new facilities. Appropriation: Building and Equipment Contingency dollars will be appropriated to spend within any given year. All purchases will be made consistent with the Procurement Policy. (Purchases exceeding $5K will need Council approval). The Finance Committee will review the plan each month for any expenditure made against the Building and Equipment Contingency line item. Introduction of Upcoming Agenda Items  DRAFT CITY COUNCIL ADVANCED AGENDAS For Planning Discussion Purposes Only As of May 2, 2014 Please note: This is a work in progress; items are tentative May 15, 2014 DUE – N /A 1. Open House – 5:00 p.m. – 6:30 p.m. May 20, 2014 DUE Wed, May 14 1. WORKSHOPS: a. I-90 Interchange in Liberty Lake – WSDOT, Larry Larson / Katy Allen b. Transportation Improvement Program 2014-2020 2. Consent Agenda (minutes, vouchers) 3. General Business a. Award Town Square Construction Contract b. Award Consultant Contract to Studio Cascade RE: Signage Policy 4. SECOND READ ORDINANCE – Budget amendment for cost of library’s structural repairs June 3, 2014 DUE Wed, May 28 1. PRESENTATIONS: a. Liberty Lake Police Department Annual Report (tentative) b. Spokane Conservation District Project Updates – Walt Edelen, Water Resources Manager 2. Consent Agenda (minutes, vouchers) 3. General Business a. Renewal of HiTechnique Agreement for Services 4. PUBLIC HEARINGS: a. Closed Record Public Hearing on the Courtyard at River District Preliminary Plat b. 2014-2020 Transportation Improvement Plan 5. Resolution – Authorizing and adopting a six (6) year Transportation Improvement Program for 2014-2020 June 17, 2014 DUE Wed, June 11 1. PRESENTATION - Liberty Lake Municipal Library Annual Report – Board of Trustees 2. WORKSHOP – River District TIF / LIFT 3. Consent Agenda (minutes, vouchers) July 1, 2014 DUE Wed, June 25 1. Consent Agenda (minutes, vouchers) July 15, 2014 DUE Wed, July 9 1. MAYOR’S RECOGNITION – Katy Dolan, AWC Center for Qualified Communities award and scholarship recipient 2. WORKSHOP: 2014 Open Government Trainings Act; Open Public Meetings / Public Records – City Attorney, Sean Boutz 3. Consent Agenda (minutes, vouchers) 4. Second Quarter Report / Budget / Forecast– RJ Stevenson 5. PUBLIC HEARING – 2015 City Budget August 5, 2014 DUE Wed, July 30 1. WORKSHOP: 2014 City Comprehensive Plan & Development Code Amendment 2. Consent Agenda (minutes, vouchers) 3. FIRST READ ORDINANCE – 2014 City Comprehensive Plan & Development Code Amendment August 19, 2014 DUE N/A COUNCIL RETREAT September 2, 2014 DUE Wed, Aug 27 1. WORKSHOPS: a. Recap and Outcomes from August 19th, 2014 City Council Retreat b. 2015 Budget Update 2. Consent Agenda (minutes, vouchers) 3. RESOLUTION – Adopting the Liberty Lake City Council’s 2015 Priorities September 16, 2014 DUE Wed, September 10 1. WORKSHOP – Utility Tax Options 2. Consent Agenda (minutes, vouchers) 3. PUBLIC HEARINGS: a. City of Liberty Lake 2014 Comprehensive Plan & Development Code Amendment (open public hearing) b. City of Liberty Lake 2014 Comprehensive Plan & Development Code Amendment (zone change - closed record public hearing) 4. SECOND READ ORDINANCE – 2014 City Comprehensive Plan & Development Code Amendment October 7, 2014 DUE Wed, October 1 1. WORKSHOP – Mayor Peterson’s proposed 2015 budget 2. Consent Agenda (minutes, vouchers) October 21, 2014 DUE Wed, October 15 1. Third Quarter Report – RJ Stevenson 2. WORKSHOP – Proposed 2015 Budget – Update on Council Priorities 3. Consent Agenda (minutes, vouchers) November 4, 2014 DUE Wed, October 29 1. PUBLIC HEARING –2015 Proposed City Budget 2. Consent Agenda (minutes, vouchers) November 18, 2014 DUE Wed, November 12 1. PUBLIC HEARING –2015 Proposed City Budget 2. Consent Agenda (minutes, vouchers) 3. RESOLUTION – Levying the regular property taxes for the City of Liberty Lake 4. FIRST READ ORDINANCE – Adopting 2015 Budget December 2, 2014 DUE Wed, November 26 1. Consent Agenda (minutes, vouchers) 2. SECOND READ ORDINANCE – Adopting the 2015 Budget December 16, 2014 DUE Wed, December 10 1. Consent Agenda (minutes, vouchers)