City Council Meetings

Moses Lake City Council David Curnel, Mayor | Daryl Jackson, Deputy Mayor | Mike Riggs, Council Member | Karen Liebrecht, Council Member Don Myers, Council Member | David Eck, Council Member| Dean Hankins, Council Member REMOTE ACCESS OPTION and IN PERSON UPDATE Citizens can join this meeting remotely by calling the numbers listed at the bottom of the agenda or via internet at https://cityofml.zoom.us/j/91539733610. Persons requesting to address the Council from the remote option will need to complete the online speaker request form before 3 p.m. on the day of the meeting. Masks will be required for in person attendees that are not fully vaccinated and masks are acceptable to be worn by anyone who is fully vaccinated. Study Session Tuesday, July 13, 2021 Moses Lake Civic Center – 401 S. Balsam or remote access 6 p.m. Joint Comprehensive Plan Study Session with Planning Commission – Capital Facilities Element - BERK Consulting Presented by Melissa Bethel, Community Development Director Regular Meeting Agenda Call to Order – 7 p.m. Roll Call Pledge of Allegiance Approval of the Agenda Summary Reports: Mayor’s Report - DMLA Sinkiuse Square Banner Reveal rescheduled to Tuesday, July 6 at 11 am - Moment of Silence for WA State Senator Joyce Mulliken (Passed away June 26) Additional Business City Manager’s Report #1 - Finance Budget Guidelines Memo pg 4 - Employee New Hire and Promotions for Police and Finance - Municipal Services and Finance Director Interviews Moses Lake Council Packet 7-13-21, Page 1 of 34 July 13, 2021, City Council Meeting Page 2 _________________ - Human Resources Director Search - Perteet Contract Amendment - Creative District Public Meeting, Friday July 16, 2021 Citizen’s Communications Consent Agenda Motion All items listed below are considered to be routine and will be enacted by one motion. There will be no separate discussion of these items unless a Council Member requests specific items to be removed from the Consent Agenda for discussion prior to the time Council votes on the motion to adopt the Consent Agenda. #2 pg 9 a. City Council Meeting Minutes Dated June 22, 2021 b. Claims and Payroll c. Accept Sun Terrace Phase 5 Improvements Resolution 3859 Old Business - None scheduled New Business #3 pg 26 Longview and Kinder Reconstruction Bid Rejection Motion Presented by Richard Law, City Engineer Summary: Council to review and reject any and all bids #4 pg 28 LOCAL Program Intent for Fire Pumper Tender Motion Presented by Cindy Jensen, Finance Director Summary: Council to review and consider approval Administrative Reports - OFM Population Estimate for 2021 - AWC Conference Highlights - Rate Study Open House Report - Grant Integrated Services Grant Award for Police MHP Council Communications and Reports Executive Session – Property Acquisition and Potential Litigation pursuant to RCW 42.30.110(1) (b) and (i) for 30 minutes Adjournment Moses Lake Council Packet 7-13-21, Page 2 of 34 Next Regular Council Meeting is scheduled for July 27, 2021 Zoom Meeting – Audio Only Please click the link below to join the webinar: https://cityofml.zoom.us/j/91539733610 Or iPhone one-tap: US: +12532158782,,91539733610# or +13462487799,,91539733610# Or Telephone: Dial(for higher quality, dial a number based on your current location):US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 9128 or +1 646 558 8656 or +1 301 715 8592 or +1 312 626 6799 Webinar ID: 915 3973 3610. International numbers available: https://cityofml.zoom.us/u/aelROcwuzZ NOTICE: Individuals planning to attend the meeting who require special assistance to accommodate physical, hearing, or other impairments, please contact the City Clerk at (509) 764-3703 as soon as possible so that arrangements may be made prior to the meeting time. Moses Lake Council Packet 7-13-21, Page 3 of 34  MEMORANDUM To: Department Directors Division Managers Administrative Support Staff From: Allison Williams, City Manager Date: July 9, 2021 Re: Fiscal Year 2022 Budget Guidelines The purpose of these instructions is to communicate the process we will be using to develop the FY 2022 budget. We will be considering key strategies, priorities, and objectives with the overall goal of allocating resources to meet the following strategic priorities of the City Council: • Public Safety • Economic Growth/Retail • City Infrastructure and Facilities • Finance/Process Efficiencies • Park, Recreation & Cultural Services/Tourism • Communication In addition to these foundational priorities, the City is in the middle of a community process to update our Comprehensive Plan. Other focuses that our residents would like us to pursue include: • Upgrading our community gateways, and revitalization of the traffic corridors and downtown; • Participating in processes that assist with lake health; and • Providing adequate urban services to the Urban Growth Area (UGA). The following key principles will be observed as we prepare the City’s 2022 budget: • The City must adopt a balanced budget that is fiscally prudent and sustainable. This may require departments to change the method of service delivery, change current service levels, or discontinue certain services in order to live within available resources. • Department goals should align with City Council’s six strategic priorities, and make proposals to support the additional comprehensive plan focuses. • Departments should prepare concise business plans that describe how goals, objectives, and key intended outcomes will advance the City’s strategic priorities. Stated differently, identify outcomes to be achieved with proposed resource requests. • Identify key performance measures to evaluate the effectiveness and efficiencies of meeting the strategic priorities and key intended outcomes. Moses Lake Council Packet 7-13-21, Page 4 of 34  • Identify programs or services that can be subject to alternative service delivery options. • Identify capital investments for projects, facilities and equipment that will optimize city infrastructure, services and operational efficiencies. Include maintenance and operating costs in your capital requests. • For costs related to staffing the preliminary budget will incorporate increases related to contractual obligations for our represented employees and non-represented based on the step program developed in 2019. Finance will perform these calculations. • New or reclassified positions will be considered on a limited basis. Our focus in this budget cycle is to shore up overall administrative functions. In the past 4 years (from 2017 through 2021), we have added 31 positions, with only three of those being for administrative support for all the new “boots on the ground”. We also recently added the homeless services program which requires executive and financial support, and will be required to appropriately track the next round of Federal funding. • Unrestricted reserve funds shall only be used for one-time capital costs. Keep ongoing maintenance and operating expense adjustments as flat as possible in the current economic environment, although regional inflation is running at an annual rate of about 5%, fueled by supply line shortages/disruptions. • Training costs should be based on specific training needs identified in each department’s business plan. Use training to enhance employee productivity and performance. To save travel expenses, identify training that can be brought “in house”. • The “base” overtime budget should be estimated as though the operation is fully staffed. Overtime caused by vacancies should be covered by related salary savings. • Identify significant programs and operational changes separately as a policy proposal to meet strategic priorities. Significant operation program changes include: o Major service reductions or expansions; o Any increase or decrease in staffing levels; o Significant one-time costs, including all capital improvements; o Significant ongoing cost increase to maintain existing services or changes in the method of service delivery; o Changes in operations that will significantly affect customer service – either external or internal to the organization; and o Proposed fee increases or new revenue sources. As possible, any proposal for additional budget authority for staff or programs should come with proposed fees to cover the additional costs or proposed expenditure reductions in other areas. 2022 comes with ongoing challenges, as we come out of the COVID emergency shutdown, and grapple with other legislative directives brought about by social justice initiatives. Fortunately, the community experienced continued growth through 2020, so that we were still able to build the General Fund balance to over $5.8 million at the end of 2020 going into 2021. This represents 19.9% of the 2021 General Fund expenditure budget of $29.5 million. Our financial policy recommends a General Fund balance of 16.7% or a two-month operating reserve which calculates to be $4.93 million, leaving about $0.95 million as a contingency going into 2021. Sales tax is coming in strong in the first half of 2021, fueled by major construction projects, and we are on a trajectory to add to the fund balance again by the end of 2021. Since much of the Moses Lake Council Packet 7-13-21, Page 5 of 34 increase is tied to “one-time” projects, we will strive to use these balances for capital projects in 2022. In the past several years, as budgets allowed, we have increased contributions to capital reserves for replacement in the Fleet Maintenance and Building Maintenance Funds, and made additional contributions to Central Services for Information Technology hardware and software replacement. This practice has allowed us to do some “catch up” on those purchases and has built the replacement reserves although these levels remain to be below true replacement cycle requirements. We will continue to evaluate capital replacement needs as we work through the Capital Facilities Plan. Finance will be submitting more detailed instructions for budget development under separate cover. The RCW Budget calendar and estimated target dates to meet state law requirements is attached to this document. Moses Lake Council Packet 7-13-21, Page 6 of 34  Budget Calendar for Preparation of 2022 Budgets State Law Time Actual 2021 Moses Lake's Major Steps in Budget Preparation Limitations Date Date Policy setting sessions between City Council, City Not Applicable Not Applicable Open Manager & Department Heads. 1. Request by Finance Director to all department By second Monday in September 13 July 30 heads and those in charge of municipal offices to September.1 prepare detailed estimates of revenues and expenditures for next fiscal year (calendar year). RCW 35.33.031 and RCW 35A.33.030. 2. Estimates are to be filed with the Finance By fourth Monday in September 27 Aug 20 Director. RCW 35.33.031 and RCW 35A.33.030. September. 3. Estimates are presented to the City Manager for On or before the first October 1 September 10 modifications, revisions or additions. Finance business day in the Director must submit to City Manager proposed third month prior to preliminary budget setting forth the complete beginning of the fiscal financial program, showing expenditures requested year. by each department and sources of revenue by which each such program is proposed to be financed. RCW 35.33.031 and RCW 35A.33.030. 4. City Manager provides the legislative body with No later than the first October 4 September 28- current information on estimates of revenues from Monday in October. summary all sources as adopted in the budget for the current year. City Manager also provides the legislative body with the clerk’s proposed preliminary budget setting forth the complete financial program, showing expenditures requested by each department and sources of revenue by which each such program is proposed to be financed. RCW 35.33.135 and 35A.33.135 5. The legislative body must hold a public hearing Before legislative See Item 8 November 9 on revenue sources for the coming year's budget, body votes on or including consideration of possible increases in property tax levy. November 23 property tax revenues. RCW 84.55.120. After the Deadlines for levy hearing, a city may choose to pass an ordinance at setting are in item 8 the same meeting authorizing a property tax below. increase in terms of dollars and percent to comply with Referendum 47. 1 Moses Lake Council Packet 7-13-21, Page 7 of 34 6. City Manager prepares preliminary budget and At least 60 days before October 30 October 26 budget message2 and files with the city legislative the ensuing fiscal year. body and Finance Director. RCW 35.33.055 & 35A.33.052. 7. Clerk publishes notice of filing of preliminary No later than the first November 1 October 26 budget with Finance Director and publishes notice two weeks in through 14 November 9 of public hearing on final budget once a week for November. two consecutive weeks. RCW 35.33.061 & 35A.33.050. 8. Setting property tax levies. RCW 84.52.070. November 30 for all November 30 October 26 - 1st cities and towns. November 9 - 2nd 9. The legislative body, or a committee thereof, Prior to the final November 2 October 23 or 30 must schedule hearings on the budget or parts of hearing. through 30 (or a Saturday the budget and may require the presence of (suggested) Retreat-to be department heads. RCW 35.33.057 & 35A.33.055. determined) 10. Copies of proposed (preliminary) budget made No later than six November 19 October 26 available to the public. RCW 35.33.055 & weeks before January 35A.33.052. 1. 11. Final hearing on proposed budget. RCW On or before first December 6 November 23 35.33.071 & 35A.33.070. Monday of December, and may be continued from day-to-day but no later than the 25th day prior to next fiscal year (December 7). 12. Adoption of budget for 2001. RCW 35.33.075 Following the public Day of your November 23 or & 35A.33.075. hearing and prior to public hearing December 7 beginning of the through ensuing fiscal year. December 31. 13. Copies of final budget to be transmitted to the After adoption After adoption State Auditor's Office and to MRSC. 1 RCW 35.33.031 actually provides "on or before the second Monday of the fourth month," etc. Therefore, pursuant to the state budget law, that step (and certain others) could be taken before the dates listed here. See also, RCW 35A.33.030. 2 RCW 35.33.057 and RCW 35A.33.055 specify that the budget message must contain the following: An explanation of the budget document; An outline of the recommended financial policies and programs of the city for the ensuing fiscal year; A statement of the relation of the recommended appropriation to such policies and programs; A statement of the reason for salient changes from the previous year in appropriation and revenue items; An explanation for any recommend major changes in financial policy 3 If a due date falls on a Saturday, Sunday or Holiday, that due date becomes the next business day. RCW 1.12.070. 2 Moses Lake Council Packet 7-13-21, Page 8 of 34  MOSES LAKE CITY COUNCIL June 22, 2021 STUDY SESSION Comprehensive Plan – Transportation Element Perteet Engineers Lead Planner Christina Wollman provided a presentation to review the required components in the transportation element of the overall Comprehensive Plan. The transportation element defines the Level of Service (LOS), proposed LOS designations, and provides the requirements for concurrency (are adequate transportation facilities in place to serve new development within six years). She recommends the City establish a concurrency ordinance which will include exemptions, mitigation, and could include certificate of capacity for the permitted use. CALL TO ORDER The regular meeting of the Moses Lake City Council was called to order at 7:01 p.m. by Mayor Curnel with audio remote access. Special notice for attendance and citizen comment were posted on the meeting agenda. ROLL CALL Present: Mayor Curnel; Deputy Mayor Jackson; Council Members Eck, Riggs, Liebrecht, and Hankins. Council Member Myers joined the meeting remotely. PLEDGE OF ALLEGIANCE Parks, Recreation, and Cultural Services Director Susan Schwiesow led the Flag Salute. AGENDA APPROVAL Action taken: Council Member Riggs moved to approve the Agenda as presented, second by Council Member Eck. The motion carried 7 – 0. SUMMARY REPORTS MAYOR’S REPORT Moment of Silence A moment of silence was held for former Mayor Ron Covey who passed on June 12, for dirt bike stunt rider Alex Harvill who passed away during his practice jump at the Moses Lake Airshow on June 17, and for MLIRD Executive Director Chris Overland who passed on June 19. CITY MANAGER’S REPORT Stratford Rd. Completion Project Update The completion project will be advertised for bids in order to get the project completed in the near future. COVID Mask and Opening Policy All City offices will be open during normal business hours starting July 1. Masking will be required for unvaccinated citizens. The resolution lifting this regulation, if needed, will be brought for Council consideration when the state regulations change. Moses Lake Council Packet 7-13-21, Page 9 of 34  CITY COUNCIL MINUTES – June 22, 2021 Summer Water Conservation Measures Council concurred to have staff draft an ordinance to expand the July-August odd/even water days to include June and September. Law Enforcement Legislative Update Police Chief Kevin Fuhr highlighted big changes from the 14 bills that passed the legislature impacting protocols, incident responses, and new policing tactics that will go into effect in WA State on July 25. He has been meeting with WCIA, WASPC, and his staff to determine how they will deal with this transition as well as informing the public. Fire Chief Brett Bastian will be researching what other jurisdictions are doing to handle a new role of being a first responder to mental health situations. CITIZEN’S COMMUNICATION Moses Lake Skate Park Donations Rotary Club President Steve Ausere, Moses Lake, shared the numerous donations collected by Rotary and Kiwanis members totaling $141,383 for improvements to the City’s skate park. The first phase project will be to take out grass and install a concrete bowl. Stratford Rd. Construction Staging Area Randy Bruce, 515 N. Stratford Rd., Moses Lake, brought photos of his property to show Council the mess left behind from the C&R Landscaping projects. City Engineer Richard Law shared that the contractor’s bonding company assured they would return to clean up and that is why it was not included in the completion project contract. Mr. Law will see about getting the clean up taken care of asap. PUBLIC HEARINGS #1 Six-Year Street Plan Resolution 3856 Staff updated the Plan presented at the last meeting by retitling Valley Rd to exclude the Road Diet and keep the repaving project, as well as an addition of a traffic calming project on Marina Dr. Mayor Curnel opened the hearing at 7:43 p.m. No written comments or requests to speak were received, and the hearing was closed. Action taken: Deputy Mayor Jackson moved to adopt Resolution 3856 as presented, second by Council Member Liebrecht. The motion carried 7 – 0. #2 Hayden Developer Agreement Amending Ordinance 2930 – Ordinance 2976 The amendment will have the developer construct the portion of Hansen Road adjacent to the project full width and the City will pay for the extra half width construction at this time and set up a reimbursement to be collected from the adjacent property when it develops. Mayor Curnel opened the Public Hearing at 7:48 p.m. Hayden Homes Authorized Agent Brian Thoreson provided comments in favor of the agreement. There being no further testimony, the hearing was closed at 7:49 p.m. Council requested pg. 2 Moses Lake Council Packet 7-13-21, Page 10 of 34  CITY COUNCIL MINUTES – June 22, 2021 estimated project costs to be distributed in email. Action taken: Council Member Hankins moved to adopt Ordinance 2976 as presented, second by Council Member Riggs. The motion carried 7 – 0. #3 Maple Grove Plat Alteration Resolution 3857 and Settlement Agreement Hayden Homes applied to remove condition #10 on the Maple Grove preliminary plat which limited parking to one side of the street. Mayor Curnel opened the Public Hearing at 7:53 p.m. Hayden Homes Authorized Agent Brian Thoreson provided comments in favor of the alteration. There being no further testimony, the hearing was closed at 7:55 p.m. Action taken: Council Member Riggs moved to adopt Resolution 3857 as presented, second by Council Member Liebrecht. The motion carried 7 – 0. Action taken: Council Member Eck moved to authorize the settlement agreement with Hayden Homes LLC, second by Council Member Riggs. The motion carried 7 – 0. CONSENT AGENDA #4 a. City Council meeting minutes dated June 8, 2021 b. Claim Checks 152263 – 152430 in the amount of $1,624,383.98; Payroll Checks 63759 through 63806 in the amount of $35,484.48; and Electronic Payments dated June 11, 2021, in the amount of $504,413.03 c. Accept Lauzier Complex Infield Restoration d. Accept EVCO Sound System Update at Water Park e. Accept Transportation Benefit District Report Action taken: Council Member Eck moved to approve the Consent Agenda as presented, second by Council Member Riggs. The motion carried 7 – 0. OLD BUSINESS #5 Redflex Amnesty Program Extension Staff requested an extension through August 31, 2021, for the amnesty program that was originally authorized by Council on May 11, 2021. Action taken: Council Member Hankins moved to authorize the extension of the amnesty program, second by Council Member Riggs. The motion carried 7 – 0. NEW BUSINESS #6 OFM ARPA Funding Resolution 3858 and Ordinance 2977 The City has been allocated $6,723,558 which will be received in two installments, one in 2021 and one in 2022. Finance Director Cindy Jensen listed the approved funding categories. A spending proposal will be prepared for Council approval to use this funding by the end of 2024. pg. 3 Moses Lake Council Packet 7-13-21, Page 11 of 34  CITY COUNCIL MINUTES – June 22, 2021 Action taken: Council Member Liebrecht moved to adopt Resolution 3858, second by Council Member Riggs. The motion carried 7 – 0. Action taken: Council Member Hankins moved to adopt Ordinance 2977 as presented, second by Deputy Mayor Jackson. The motion carried 7 – 0. ADMINISTRATIVE REPORTS Water Sewer Rate Study Open House Members of the Rate Design Committee and staff from the Utility Billing Department will hold an open house at the Civic Center at 1 p.m. and 5 p.m. on Wednesday, June 30. FAQ brochures in English and Spanish were posted online. Downtown Association Banners City Manager Allison Williams and Mayor Curnel invite everyone to the celebration for installation of the Chief Moses banners on June 30 at 11 a.m. at Sinkiuse Square. COUNCIL COMMUNICATIONS AND REPORTS Council Member Myers requested additional time to discuss the transportation element of the Comprehensive Plan Update. City Manager Allison Williams replied that there will be ample opportunity for further discussion prior to conducting a Public Hearing for the final Update. Council Members Liebrecht and Riggs shared the findings of their recent tour with the Fire Chief around the City’s perimeter industries and the issues for adequate response times. Council Member Riggs announced that the Grant County Conservation District has received a $100k grant to develop a new Moses Lake Watershed Plan. Staff reminded Council of the AGCCT meeting on 6/29 in Quincy. ADJOURNMENT The regular meeting was adjourned at 8:07 p.m. ______________________________________ David Curnel, Mayor ATTEST____________________________________ Debbie Burke, City Clerk pg. 4 Moses Lake Council Packet 7-13-21, Page 12 of 34 To: Allison Williams, City Manager From: Cindy Jensen, Finance Director Council Meeting Date: July 13, 2021 Proceeding Type: Consent Agenda Subject: Semi-Monthly Disbursement Report The following amounts were budgeted and sufficient funds were available to cover these payments: Claim Checks 152431 - 152709 $1,897,586.15 Payroll Checks 0063806 - 0063890 $37,619.87 Electronic Payments Payroll ACH –6/25/2021 $492,451.81 Electronic Payments Payroll ACH –7/9/2021 $536,362.84 Summary RCW 42.24 governs the process for audit and review of claims and payroll payments for the City. RCW 42.24.180 requires the review and approval of all payments at a regularly scheduled public meeting on at least a monthly basis. The State Budgeting, Accounting and Reporting Systems (BARS) Manual outlines the above format for approval by the City Council. RCW 42.24.080 requires that all claims presented against the City by persons furnishing materials, rendering services, or performing labor must be certified by the appropriate official to ensure that the materials have been furnished, the services rendered, or the labor performed as described, and that the claims are just, due and unpaid obligations against the City. RCW 42.24.180 allows expedited processing of the payment of claims when certain conditions have been met. The statute allows the issuance of warrants or checks in payment of claims before the legislative body has acted to approve the claims when: (1) the appropriate officers have furnished official bonds; (2) the legislative body has adopted policies that implement effective internal control; (3) the legislative body has provided for review of the documentation supporting the claims within a month of issuance; and (4) that if claims are disapproved, they shall be recognized as receivables and diligently pursued. The City meets all these conditions. To comply with the requirements, Finance staff schedule payment of claims and payroll for semi-monthly Council approval on the Consent Agenda. The payments listed in the schedule cover all claims and payroll payments during the period prior to the date of the Council meeting. All payments made during this period were found to be valid claims against the City. Details are attached and any questions should be directed to the City Manager or Finance Director. The City’s internal controls include certification of the validity of all payments by the appropriate department prior to submission for payment. The Finance Director has delegated authority for the examination of vouchers and authorization of payments to the Finance, Accounts Payable, and Payroll staff. All payments are reviewed and validated. The Finance Division regularly reviews its processes to ensure appropriate internal controls are in place. Moses Lake Council Packet 7-13-21, Page 13 of 34 Moses Lake Council Packet 7-13-21, Page 14 of 34 Moses Lake Council Packet 7-13-21, Page 15 of 34 Moses Lake Council Packet 7-13-21, Page 16 of 34 Moses Lake Council Packet 7-13-21, Page 17 of 34 Moses Lake Council Packet 7-13-21, Page 18 of 34 Moses Lake Council Packet 7-13-21, Page 19 of 34 Moses Lake Council Packet 7-13-21, Page 20 of 34 Moses Lake Council Packet 7-13-21, Page 21 of 34  STAFF REPORT To: Allison Williams, City Manager From: Richard Law PE, City Engineer Date: July 7, 2021 Proceeding Type: Consent Agenda Subject: Accept Sun Terrace Phase 5 Improvements Resolution 3859 Legislative History: • First Presentation: July 13, 2021 • Second Presentation: • Action: Motion Overview The platting regulations require all the street and utility improvements installed in right of way and municipal easements to be accepted by City Council or bonded for prior to recording the plat and issuing building permits. The construction plans are required to be reviewed and approved by the City prior to construction. All the construction work is inspected to assure compliance with the construction plans and city standards. The street and utility improvements in place will serve a thirty-six (36) lot residential subdivision. Fiscal and Policy Implications Upon acceptance, the City will be responsible for the maintenance and repairs of the improvements. A SUBDIVISION MAINTENANCE BOND or other approved security in the amount of $438,806.50 (50% of total costs of $877,613.00) to the City is required to be provided by the owners for the two year maintenance period which commences on the date of acceptance of the improvements by the City Council. Council Packet Attachments A. Site Map B. Resolution Finance Committee Review Moses Lake Council Packet 7-13-21, Page 22 of 34 Page 1 of 2 Legal Review N-A Options Option Results • Adopt the resolution as presented The improvements will be accepted and the plat can be completed. • Modify the resolution Action would require staff to bring a revised resolution to Council for consideration. • Take no action The City will not accept the plat improvements and the plat could not be completed. Action Requested Staff recommends City Council adopt the resolution as presented. Moses Lake Council Packet 7-13-21, Page 23 of 34 Page 2 of 2  RESOLUTION NO. 3859 A RESOLUTION ACCEPTING STREET AND UTILITY IMPROVEMENTS FOR MUNICIPAL USE AS PART OF AS PART OF SUN TERRACE NO. 5 MAJOR PLAT Recitals: 1. Street and Utility improvements, lying in dedicated right-of-way or easements, are in place and connected to the City of Moses Lake’s street and utility systems as part of Sun Terrace No. 5 Major Plat. 2. Said street and utility improvements have been installed in accordance with the City of Moses Lake’s Community Standards, such facilities being completed in June of 2021. 3. RCW 35.90.030 indicates that public street and utility facilities, which are developer installed should be accepted by the City of Moses Lake upon completion if the facilities are built to city standards. Resolved: 1. The City Council of the City of Moses Lake accepts the street and utility improvements as facilities of the City of Moses Lake and as such will charge for use of facilities as authorized by ordinance. 2. After July 13, 2021, all further maintenance and operation cost of said street and utility improvements, shall be borne by the City of Moses Lake, as provided by city ordinance. ACCEPTED by the City Council on July 13, 2021. ______________________________ David Curnel, Mayor ATTEST: _______________________________ Debbie Burke, City Clerk Moses Lake Council Packet 7-13-21, Page 24 of 34 Moses Lake Council Packet 7-13-21, Page 25 of 34  STAFF REPORT To: Allison Williams, City Manager From: Richard Law, City Engineer Date: July 8, 2021 Proceeding Type: New Business Subject: Reject Bid Longview & Kinder Reconstruction Project -2021 Legislative History: • First Presentation: July 13, 2021 • Second Presentation: • Action: Motion Overview Staff received one bid for the Longview & Kinder Reconstruction Project -2021 on July 1, 2021. The lone bid was $3,444,265.88 and the Engineer’s Estimate was $2,420,521.20. Staff is recommending that Council reject all bids. Due to current bidding climate, Staff recommends re-advertising the work in December/January of this year to attract more bidders looking to get a big project at the start of the 2022 construction season and get a more favorable price. Fiscal and Policy Implications. The project will require budgeted funds to be spent. Council Packet Attachments – Bid Summary Finance Committee Review N/A Legal Review N/A Options Option Results • Move to reject all bids Staff will move forward with rebidding the project in December/January. • Provide staff with changes • Take no action. Staff will stop working on this project and wait for further direction from City Council. Action Requested Staff recommends rejecting all bids for Longview & Kinder Reconstruction Project -2021. Moses Lake Council Packet 7-13-21, Page 26 of 34 Moses Lake Council Packet 7-13-21, Page 27 of 34  STAFF REPORT To: Allison Williams, City Manager From: Cindy Jensen, Finance Director Date: July 9, 2021 Proceeding Type: New Business Subject: LOCAL Program Intent for Fire Pumper/Tender Legislative History: • First Presentations: 2021 Budget and December 22, 2020 • Current Presentation: July 13, 2021 • Requested Action: Motion Overview The next step to finance the purchase of the combination pumper/tender fire apparatus currently under contract to be built is to make an application to the State of Washington LOCAL program. This program, run by the State Treasurer, allows local governments to use the borrowing power of the State to issue bonds on our behalf. The City will ultimately enter into an interlocal agreement with the State for the bond repayment. We discussed this option during the budget process. At the December 22, 2020 meeting, Council approved to build the fire truck for a contracted cost of $792,272 plus tax of $66,550 less a prepayment discount for the chassis of $12,478 would bring the total to $846,345. I am estimating the future debt service on $840,000 over 10 years to be about $90,000. There is adequate availability of funds from the repayment of debt service on the Civic Center to provide for this new debt service payment. Fiscal and Policy Implications This transaction does not bind Council to issue the debt. It is simply the first step in a process so that the state can screen our application and determine if they are willing to go forward with the partnership. We can get into the October 2021 funding cycle, so we will have the proceeds available to pre-pay the chassis, estimated to be completed before year end. Council will see this transaction one more time when the bond ordinance is presented in late August/early September. Page 1 of 2 Moses Lake Council Packet 7-13-21, Page 28 of 34 Options Option Results • Move to approve the Notice of Intent Action would allow Finance to continue in the to use the Washington State LOCAL process to obtain funding to pay for the fire program apparatus currently contracted to be built. • Take no action Delay application. Finance Committee Review - July 13, 2021 Attachment – Application Legal Review N-A Action Requested Move to approve the Notice of Intent to participate in the Washington State LOCAL lending program. Page 2 of 2 Moses Lake Council Packet 7-13-21, Page 29 of 34 Notice of Intent State of Washington LOCAL PROGRAM Local Agency Information Legal Name: City of Moses Lake, Washington County: Grant MCAG No.: 0318 Address: 401 S Balsam Street Zip: 98837 Contact Person: Cindy Jensen Title: Finance Director Phone: (509) 764-3732 Fax: (509) 764-3739 E-mail: cjensen@cityofml.com Property (Real Estate or Equipment) Property description (include quantity, if applicable): 1 Combination Fire Pumper-Tender Apparatus Purpose of property (Please be specific and include dept. of use): Replace 2 aging Fire apparatus with one Total Project/Property Cost $ 845,000 Finance term: 10 years Local Funds $ ( 5,000 ) Useful life: 20 years Grants $ ( ) Desired financing date: October 2021 Other $ ( ) LOCAL Financing Request: $ 840,000 If real estate, the Real Estate Worksheet: Is attached Will be provided by (date): If equipment, select how the property purchase price will be paid: ✔ Reimbursement to Local Agency. If expenditures are made prior to the COP closing date, a Reimbursement Resolution will be required with your financing documents. To comply with IRS requirements, expenditures made more than 60 days prior to the date of the resolution cannot be reimbursed. Direct payment to vendor. Confirm the vendor is registered in the Statewide Vendor System at https://ofm.wa.gov/it-systems/statewide-vendorpayee-services or call 360.407.8180. Security Pledge Voted general obligation of local government ✔ Non-voted general obligation of local government Other Information If any of the following apply, please provide a complete discussion on a separate page: Yes ✔ No Is the local agency a party to significant litigation? Yes ✔ No Has the agency received a bond rating in the last two years? If yes, bond rating(s): (attach rating agency letter) The Local Agency reasonably expects to be reimbursed for original expenditures made to acquire the personal/real property from sale proceeds of certificates of participation in a Personal/Real Property Financing Lease with the State Treasurer in the maximum amount expected to be financed as identified above. The Local Agency reasonably expects that the personal/real property will be used for its governmental purpose and not by any nongovernmental person for private business use. Signature: Date: 07/14/2021 Printed Name: Cindy Jensen Title: Finance Director 1 Moses Lake Council Packet 7-13-21, Page 30 of 34 Credit Application State of Washington LOCAL PROGRAM Please provide the following information with the agency’s Notice of Intent to finance through the LOCAL PROGRAM. General Local Agency Name: City of Moses Lake Located in the incorporated community of: City of Moses Lake Population served: 24,220 Please provide a brief background on the agency: when it was formed, recent changes in service area or tax base related to annexations or mergers. The City was incorporated in 1938. There hasn't been a major annexation in several years--we are just processing a small one. We have a strong industrial base. Are you aware of any proposed changes to the tax base of the agency such as plans to annex/merge/dissolve portions of a district/county/city)? If so, how would this affect the agency’s size and operations? Only change is a small annexation. Provide the number of agency employees in each of the past three years. Do unions represent employees or bargaining groups? If yes, when do the associated contracts expire? Are labor relations considered satisfactory? Authorized Permanent Budgeted Positions - 2018-192, 2019-200, 2020-206, 2021-215 We have three bargaining units- Police, Fire, and AFSCME. All three contracts expire the end of 2021. Labor relations are satisfactory. Discuss any major changes to significant employers or taxpayers in the area. Are you aware of pending closures or changes in employment levels? REC, a silicon manufacturing plant closed last summer. I am not aware of any other changes in employment levels, outside of the COVID 19 response, which have now been mostly restored. Special Purpose Districts only: List facilities and major equipment operated by the district. Litigation Please accept or modify as appropriate, the following: There is notnot] now pending or, to the best of knowledge, threatened, any litigation restraining or enjoining the [is/is execution of the Local Agency Financing Agreement or the levy and collection of taxes to pay the payments thereunder. The [The City [city/county/distric] is party to routine legal proceedings and claims, and the collective impact of these legal proceedings and claims is [is/is notnot] likely to have a material impact on revenues of the entity. 1 Moses Lake Council Packet 7-13-21, Page 31 of 34 Assessed Valuation Please complete the table below on assessed value, noting the source materials. Explain any unique or unusual valuation numbers (e.g. revaluation year). Year of tax collection Total assessed value for Reduced assessed value (include last 5 years) regular levy for excess or bond levy Current year 2,430,082,048 2,410,152,148 2020 2,317,599,999 2,299,696,599 2019 2,189,215,750 2,173,360,770 2018 2,082,206,538 2017 2,068,181,390 2016 2,143,919,575 Tax Levy and Rate Provide the levy rate per $1,000 assessed to taxpayers for the last five years, and the dollar amount of regular levy. Levy Lid Lift Year of Regular Levy Regular Levy Other Levy Bond Levy Included? Tax Rate per Total $$ Rate per Rate per $1,000 (Y/N) Collection $1,000 Levied $1,000 If Y, provide amount Current Year 3.1773 7,721,193 NA NA N 2020 3.28748 7,619,083 NA NA N 2019 3.40804 7,460,933 NA NA N 2018 3.31548 6,903,522 NA NA N 2017 3.28611 6,796,274 NA NA N 2016 3.17074 6,797,813 NA NA N Does the agency currently have authority to impose any voter-approved levy lid lifts in the future? If so, please describe the term(s) and authorized amount(s) of such lid lifts. Council has not considered a levy lid lift Has the levy rate been reduced in recent years because of other taxing district levies? Not to my knowledge Are you aware of any potential or impending constraints or reductions associated with the agency’s levy rates? If yes, please explain. The City is close to its maximum rate/thousand, although growth in assessed value in 2020 and 2021 lowered the rate per thousand. We had a major manufacturer cease operations in the summer of 2019, but in discussions with the Assessor, they had already been given substantial breaks in their assessed value, and didn't feel that the total levy would be affected. 2 Moses Lake Council Packet 7-13-21, Page 32 of 34 Financial Operations Statement of Revenues and Expenditures and Fund Balance Report Basis of accounting: Cash ✔ Accrual Please attach copies of the Statement of Revenues and Expenditures and Fund Balance Report for the General or Operating Fund, for the past five years. Clearly indicate whether each year has been audited. If financial statements are not available for the most recent year, please provide preliminary numbers. Please provide details to explain any unusual activity such as one-time expenditures or revenues. The past 5 years of financial reports are attached Available on the CityofML website. SAO is just finishing 2019 audit and it should be published by the end Budget – General/Operating Fund (2 years) Please attach the budget summary for the General or Operating fund for the current and past year. Be sure it includes summary information on revenues and expenditures – do not send the entire budget. Budget reports are attached Please discuss any ending fund balance policies. Is there an expectation that the ending fund balance will be drawn down to a pre-determined level in the future? If so, why and when? Available on the website. General Fund is exceeding the policy, and did not need to draw on those reserves for the COVID 19 economic downturn. Service Contracts Briefly describe any service contracts (terms, length, dollar value, etc), including contracts with cities, counties or special purpose districts within the applicant’s boundaries, if any. If such contracts constitute more than 10% of your agencies annual operating revenues or expenditures, please provide a history of the specific revenue/expenditures associated with the contract(s) and the remaining term of the contract(s). An example of such a contract might include a fire district that receives revenue from another entity for purposes of fire protection services outside of that fire district’s natural boundaries. None Debt Outstanding Long-term Debt Provide the following information on all outstanding debt. Include general obligation debt and other types of debt that are payable from the agency’s general or operating fund, as well as any outstanding state loans. Use an additional page or attachment if necessary. Debt No. 1 Debt No. 2 Debt No. 3 Description of debt LOCAL loans GO Bond for Fire Station Go Bond for Park Facilities First payment date 12/01/20, 12/1/21 9/1/2013 8/1/2017 Last payment date 6/1/30, 6/1/41 9/1/2023 08/01/2026 Voted or non-voted pledge Non-voted Non-voted Non-voted Amount originally borrowed 2.0m, 11.35m 1,650,000 3,565,000 Amount currently outstanding 1.634m, 8.735m 695,000 2,735,000 Annual payments due 213k, 700m 185,800 457,000 Fund responsible for repayment Gen Fund, GF & HMT General Fund Gen Fund, lodging tax 3 Moses Lake Council Packet 7-13-21, Page 33 of 34 Short-term Obligations Provide information on any short-term obligations including interfund loans or loans from the County Treasurer, noting the amount of the loan, the purpose, the repayment schedule and the fund source for repayment. Two Interfund loans to complete the Civic Center, loaned from Water/Wastewater to the Building Maintenance Fund, with repayment paid primarily by General Fund. $4.0 m borrowed on 7/28/2010, paid in full 7/28/2021. Annual payment $714,000 $1.5 m borrowed on 10/25/2011, paid in full 11/8/2021 Annual Payment $268,000 Additional Financing Plans Discuss additional financing plans that are in process or anticipated over the next 18 to 24 months. When Parks & Recreation offices move to the new Rec Center (construction started in April 2021), we will need to remodel the building and expand the Police Station. Estimated cost of $3.0 million in 2021/2022. Design architect has been contracted. Expected payment source for COP lease payments Does the agency anticipate making the COP lease payments from a source other than the agency’s general or operating fund? If so please describe this alternative source of funds, provide a 5-year history and any other claims on this source of funds. Not for the Fire apparatus Reserves Does the agency maintain any financial reserves outside of its general or operating fund? Please describe these reserves, provide a 5-year history and any expected expenditure of these reserve funds in the near future. General Fund is the primary reserve. It ended 2020 with a balance that is 20.5% of the 2021 Expenditure budget, which is about $1.0 million in excess of Council's policy of 16.7%. The COVID 19 economic consequences did not substantially harm us. Provide any additional information that would be helpful for the review of the LOCAL PROGRAM credit application. The debt service on the Civic Center will be finished the end of 2020. We are basically proposing to roll the debt service to a new recreation facility, and the interfund loan for the Civic Center will end in 2021, so that debt service can be rolled to the Fire Apparatus. There are several major construction projects happening in the city limits, so our 2021 sales tax is running 26% ahead of 2020, and 28% ahead of 2019 at the 6 month mark. The information provided above is complete and accurate to the best of my knowledge. I am not aware of any additional information that would affect the Office of the State Treasurer’s review of the agency. Signature: Date: 7/14/2021 Printed Name: Cindy Jensen Title: Finance Director Forward this application to the LOCAL Program matthew.schoenfeld@tre.wa.gov brianna.may@tre.wa.gov Office of the State Treasurer, Legislative Building, PO Box 40200, Olympia, WA 98504-0200 (360) 902-9022 4 Moses Lake Council Packet 7-13-21, Page 34 of 34