City Council

SPECIAL CITY COUNCIL MEETING TUESDAY, MARCH 24, 2015 CITY HALL 22710 E. COUNTRY VISTA DRIVE 7:00 P.M. 1. INVOCATION 2. PLEDGE OF ALLEGIANCE 3. CALL TO ORDER 4. ROLL CALL 5. AGENDA APPROVAL 6. CITIZEN COMMENTS 7. CITY ADMINISTRATOR REPORT  Update on Liberty Lake Ball Field 8. ACTION ITEM A. General Business i. Authorize staff to purchase Ball Field restroom from the State Contract for $67,209.21, authorize staff to enter into contract with the City’s On Call contractor for $39,458.10 for site preparation, and purchase/installation of the lift station, and authorize a $5,300 contingency to be managed by staff. Total authorization is $111,967.31. 9. SECOND READ ORDINANCES Ordinance No. 216-A – Amending the 2015 Budget for $143,000 to fund Pavillion Park Project 10. CITIZEN COMMENTS 11. 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. ACTION ITEMS  AGENDA ITEM NO.: 8Ai BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: Ball Fields Restroom FOR THE AGENDA OF: March 24, 2015 DEPT. HEAD APPROVAL: DEPT. OF ORIGIN: EXHIBIT: Contractor Estimate, CXT Cost/Order Sheet EXPENDITURE REQUIRED: Yes BUDGETED: Yes SUMMARY STATEMENT After discussion with council and review of our storage needs our restroom and storage project was scaled back to $136,000. The best way to obtain a restroom that will serve our needs is from the State Contract and with a small lift station. Our On Call contractor will be installing the lift station and prepping the site for the restroom install. The restroom will be installed between the fields just to the south of the new transformer and electrical panels. The restroom will be installed and operational within 12 weeks. The restroom with sales tax will cost $67,209.21. The lift station with sales tax is $23,370.50. The estimated cost for prep of the restroom site and installation of the lift station (including sales tax) will cost $16,087.60, but will be billed to the City on a time and materials basis by our On Call contractor. The total amount being authorized for the restroom install is $111,967.31. A separate agenda bill will be coming to Council at a later date for the storage facility at the ball fields. RECOMMENDED ACTION 1. Authorize staff to purchase the restroom from the State Contract for $67,209.21. 2. Authorize staff to enter into contract with our On Call contractor for the site preparation and lift station furnishing/install. NOTE: Our On Call contractor will invoice the City on a time and materials basis in accordance with the existing contract. The estimated amount for the lift station and preparation work is $39,458.10. 3. Authorize staff to use $5,300 (5% of the construction cost) as a contingency to execute the work in a timely manner. Changed to $10,000 $10,000 per conversation with $21,000 Peplinski on 3-13-15 $2,000 $1,500 $1,800 $36,300 Sales Tax $3,158.10 Total $39,458.10 By CXT, not included in estimate sent to Council State of Washington CXT Incorporated Contract #00213 3808 North Sullivan Road Bldg. #7 Spokane, WA 99216 Federal Tax ID #91-1498605A Denali Toilet Building Cost Work Sheet and Order Form Complete One Form per Unit Ordered Site name and Address (or closest cross street)_Liberty Lake Ballfields, 23900 E Boone Av____ City (or closest town) _Liberty Lake, WA, 99019______________________________________ Contact Phone number: 509-755-6730 Fax:__ Email Address: astaples@libertylakewa.gov___ Accepted By:__________________________ Date:___________ Unit Price of Flush Toilet and Placement Flush toilet with horizontal lap or board & batt upper wall texture, simulated stone lower wall texture, and simulated shake roof, vitreous china fixtures, galvanized painted doors and frames, electrical package, Sacrificial antigrafitti sealer. $48,000.00 $48,000_ One-Way Transportation Cost, (between Spokane, WA and the site) $3,192.00 $_3,192_ Added Cost Options: • Final Connection to Utilities - $2,000.00 $_2,000_ • Roof Options (Delta Rib or Exposed Aggregate)- $882.00 $_______ • Two-Tone Color Scheme - $245.00 $_245___ • Stainless Steel Fixtures - $1,666.00 $_1,666_ • Electric Hand Dryers - $2,058.00 $_______ • Electronic Flush Valves w/o Urinal - $931.00 $_______ • Electronic Lavatory Faucets - $931.00 $_______ • 30-Gallon Electric Water Heater - $735.00 $_______ • 4 Gallon Electric Water Heater - $989.00 $_______ • Tile Floors in Restrooms - $2,450.00 $_______ • VandlShield XT Sealer - $2,793.00 $_2,793_ • Marine Package for Extra Corrosion Resistance - $3,185.00 $_______ • Fiberglass Entry and Chase Doors and Frames - $3,381.00 $_______ • Magnetic Door Locks (not chase door) - $3,052.00 $_______ • Exterior Mounted ADA Drinking Fountain - $2,646.00 $_2,646__ • Skylight (each) - $417.00 $__834__ • Marine Grade Skylight (each) - $1,372.00 $_______ • Exterior Frostproof Hose Bib with Box - $377.00 $_______ • Paper Towel Dispenser - $83.00 EA $_______ • Toilet Seat Cover Dispenser - $73.00 EA $_______ • Sanitary Napkin Disposal - $47.00 EA $_______ • CXT Wastebasket - $37.00 EA $_______ • Paint Touch up Kit - Single Color - $39.00 $_______ • Paint Touch up Kit - Two Tone Color - $49.00 $_______ *Options Continued on Page 2 REV 3/7/08 • Optional Restroom Section - $51,192.00*** $_______ • Optional Shower Section - $63,092.00 $_______ (Includes 80 gallon WH, Shower Fixtures, & 2 Lavs) • Optional Concession Section - $58,292.00 $_______ (Includes Concession Door w/Sliding Window, 3 Compartment Sink, & Vitreous Sink) • Optional Storage Section - $46,792.00 $_______ Add: WA Management Fee in the amount of 0.74% of building cost, not including shipping. $_454____ Total Cost per Unit $_61,830_ ***Note: When choosing the optional Restroom Section please double the cost for the restroom options chosen above (if any). No Cost Options: Mark with “X”: For Two Tone color- R=Roof, W=Exterior Walls ___Sage Green*** ___Amber Rose ___Liberty Tan ___Berry Mauve ___Toasted Almond ___Oatmeal Buff W_Buckskin ___Rosewood ___Sun Bronze ___Golden Beige ___Mocha Carmel ___Malibu Taupe ___Sand Beige ___Natural Honey ___Salsa Red R__Java Brown ___Pueblo Gold ___Cappuccino Cream ___Coca Milk ___Raven Black ___Granite Rock ___Georgia Brick ___Western Wheat ___Nuss Brown ___Rich Earth ___Charcoal Grey *Signage: ___Men ___Women X _Unisex Roof: Top Section of Building: Bottom Section of Building: _X__Cedar Shake _X__Board and Batt _X_Round River Rock ___Horizontal Lap ___ Napa Valley Stone ___ Flag Stone Rock Color Selection: __ Basalt _X_ Mtn Blend ___Natural Grey ____ Romana **Building includes “Restroom” sign(s) in braille & roman letters. State Contract Specialist: LeAnna Sandy @ 360-407-9408 CXT Territory Salesman: Eric Kuester @ 509-994-9900 CXT Inside Sales Manager: Ali Cairns @ 509-892-3238 REV 3/7/08 SECOND READ ORDINANCE  AGENDA ITEM NO.: 9 BUSINESS OF THE CITY COUNCIL, LIBERTY LAKE, WASHINGTON SUBJECT: FOR THE AGENDA OF: March 24, 2015 Budget Amendment 216-A DEPT. OF ORIGIN: Administrative Services EXHIBIT: DEPT. HEAD APPROVAL: RJ Stevenson Ordinance Exhibits A & B Presentation from 2-17-2015 EXPENDITURE REQUIRED: No BUDGETED: This is a Budget Amendment for appropriations SUMMARY STATEMENT On February 17th, 2015, City Council moved to finance the improvements at Pavillion Park that included a larger women’s bathroom, more storage, and a concession stand while adjusting the scope to the Liberty Lake Ball Field restroom and storage. The improvements require a budget amendment. The funds identified to use are from REET 2 (Fund 311) for $143,000. RECOMMENDED ACTION 1. Adopt Ordinance 216-A.  ORDINANCE NO. 216A CITY OF LIBERTY LAKE SPOKANE COUNTY, WASHINGTON AN ORDINANCE AMENDING ORDINANCE NO. 216 PASSED BY THE CITY COUNCIL ON DECEMBER 16, 2014, ENTITLED “AN ORDINANCE OF THE CITY OF LIBERTY LAKE, WASHINGTON, ADOPTING A BUDGET FOR THE PERIOD JANUARY 1, 2015, THROUGH DECEMBER 31, 2015, 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 216 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 216; NOW, THEREFORE, the City Council of the City of Liberty Lake, Washington, do ordain as follows: Section 1. The following accounts contained in the 2015 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 ________ 2015.  ____________________________ Mayor, Steve Peterson ATTEST: ____________________________ Ann Swenson, City Clerk APPROVED AS TO FORM: ____________________________ City Attorney, Sean Boutz  City if Liberty Lake 2014 Budget Amendment Exhibit A OBJECTIVE #1: Appropriate monies to increase the storage space and women's restroom at Pavallion Park and construct an attached Concession Stand. Amend the structure at Liberty Lake Ballfields Revenue and Other Sources Expenditures Ending Fund Balance Original Budget Adjustment Proposed Original Budget Adjustment Proposed Original Budget Proposed FUND 311 REET 2 ‐ Special Capital Project Fund 570,750.00 ‐ 570,750.00 120,000.00 143,000.00 263,000.00 450,750.00 307,750.00  Exhibit B City of Liberty Lake Proposed Budget Amendments for 2015 Line item detail of Budget Amendment 2015 2015 ORIGINAL PROPOSED Line Items affected Account Title BUDGET AMENDMENT Description REET 2 ‐ Special Capital Projects Fund Expenditures 594 76 62 03 Capital Expenditures - Buildings & Structures ‐ 143,000.00 Increase by $143K for Restroom/Storage Facility/Concession Stand Pavillion Park Restroom Storage ‐ 143,000.00 143,000.00 Total Expenditures NOTES: Original Budget for Ballfield Restroom $ 245,000 REET 1 (Fund 310) New Budget Ballfield Restroom & Pre‐fab storage $ 136,000 REET 1 (Fund 310) Pavillion Park Restroom/Storage/Concession Stand $ 252,000 REET 1 (Fund 310) & REET 2 (Fund 311) Total $ 388,000 Total Amended Budget 2/23/2015 11:07 AM  2/25/2015 Facilities  11/18/14 Storage Needs at Ball Fields  12/16/14 $5K for est. @ Pavillion Park  1/20/15 Pavillion Park facility discussion - Storage Expansion - Restroom Expansion - Concession Stand  2/3/14 1990’s Pavillion Park - Master Plan Feedback from our Grounds Crew & Park/Rec.  What do we have for Storage currently?  How do we manage winter & summer activities? ti  Do we need a Central Storage or Decentralized Storage? 1  2/25/2015  Shared FOPP storage (FOPP uses room with restroom plumbing)  Ticket booth storage  Maintenance room storage 2  2/25/2015  Work space/overflow storage area  City Hall maintenance shop (middle bays)  City Hall maintenance shop (third bay, shared with CHILL/Rec.) 3  2/25/2015  City Hall maintenance shop (exterior)  What do our needs look like for the next 10 years?  What would optimize our Crew’s production?  What would best serve our Parks and Facilities?  What would best meet the needs of our Park Users and event sponsors?  Efficiency of tasks, labor and equipment usage ◦ Efficiencies include fuel, man hours, equip. hours  Safety and cleanliness related to organization of equipment ◦ Everything in its proper place  Care and accountability per each onsite facility for 25 major pieces of equipment, plus multiple large attachments, tools, parts ◦ Dedicated employees overseeing each facility=better care  Room to grow ◦ Growing at a rate of approx. 5 large pieces/yr. 4  2/25/2015 The Road Map  City Hall Facility o Trailhead o Police/Library o Town Square  Rocky Hill Facility  Pavillion Park Facility  Liberty Lake Ball Fields  The Project ◦ Scope:  Expansion of existing Women’s Restroom, storage area - $160,000  Concession Area $56,000  Electrical Outlets for Events $6,000 Subtotal $222,000 ◦ Soft Costs:  Design & Procurement $10,000  Contingency $20,000 TOTAL $252,000 5  2/25/2015  2015 Approved Budget ◦ Liberty Lake Ball Fields $245,000 Total $245,000  Alternative to Consider ◦ Ball Field Restrooms/Pre-Fab Storage $136,000 ◦ Pavillion Park – Improvements $252,000 Total $388,000  Note: Removed Rocky Hill Barn from this presentation. 6