EPHRATA CITY COUNCIL  MAYOR BRUCEREIN  MAYOR PRO-TEM WILLINCOE  KATHLEEN NLISIOISIRN MCDONNILL, V. ALLIMILRD.  MNITMOORF. TONY MORA. MARK WANKE CITY ADINISIRNIOR MIKE WARREN  -AGENDA FOR December 2, 2020-  ZOOM VIDEO AEHRRA/2NTANY  OR  CALL INI PHONE NUMBER 1-253-215-8782, follow prompts  City of Ephrata Meeting ID: 642-397-7833  6:30 pm  XECUTIVESESSION  1. Sale or acquisition ofr real estate (RCW 42.30.110((1)c)  7:00PM  REGULAR SESSION 1. Called to Order 2. Roll Call 3. Pledge of Allegiance 4. Recording of! Meeting: No 6. Presentations: CONSENT AGENDA  5. Additions or corrections to published Agenda  II  1. Approval of Claim Fund Bills and Checks Issued 2. Approval ofCouncil Minutes: November 18, 2020 4. Approval of Special Event Application: a. Ephrata Food Bank Christmas Boxes  3. Set Public Hearing on Six Year Capital Facilities Plan, December 16, 2020 at 7:00 p.m.  BILLS: Allstot. Moore. Millard    III STAPF.COMMITEE. & AGENCY REPORTS  1. Grant County Economic Development Council Report  IV CLOSED RECORD DECISIONS IRCWCHAPTERSS 36,42:0 OPENPUBLICINPUT: NOTP PERMITTEDI  V  PUBLIC HEARINGS  1.C Ordinance 20-06 -2021 City of] Ephrata Budget  VI ORDINANCES & RESOLUTIONS  VII ITEMS FOR COINCILCONSDRATION  VIII ITEMS FORCOUNCIL ACTION  1. Ordinance 20-06--2021 City of Ephrata Budget 2. Upgrade Meter Reading Handheld Units and Software 3. Professional Service Agreement - Martin-Morris Agency  IX CITYADMINISTRATOR REPORT  BILLS: Allstot, Moore, Millard    CITY COUNCIL MINUTES  November 18, 2020  City Council oft the City of Ephrata, Grant County Washington met in regular session on November 18, 2020. The meeting was called to order at 7:00 p.m. by Mayor Due to the COVID-19 Pandemic and Governor Inslee's Proclamation 20-28, this meeting Members Present: Mayor Bruce Reim, Mayor Pro' Tem William Coe, Council  Bruce Reim.  isb being conducted remotely using the ZOOM videoconferencing.  members Mark Wanke, Matt Moore, Valli Millard, Sarah McDonnell, Tony Mora and Kathleen Allstot City Administrator Mike Warren, City Attorney Anna Franz, Community Development Director Dan Leavitt, Fire Chief. Jeremy Burns, Police Chief Kurt Adkinson, and City Clerk/Finance  Staff Present:  Director Leslie Trachsler  Pledge of Allegiance was said. No public signed up to speak.  Agenda: Agenda was amended adding item 2 under Section VI- Ordinances and Resolutions. Motion to approve amended agenda (m/s Wanke/Moore) Motion carried.  Presentations: None  Consent Agenda: Motion was made to approve consent agenda. (m/s  McDonnel/Millard) Motion carried. Items on the consent agenda are as follows:  Claims #92599 through #92645 in the amount of $141,982.22 Claims #92593 through #92598 in the amount of $686.71  Manual Claims #86112020, 87112020, 88112020 and 89112020 in the amount of  $3,438.42  EFT in the amount of $29,288.86 Minutes of the November 4, 2020 Council meeting Special Event Applications: None    Public Hearing - Ordinance 20-06 City of Ephrata 2021 Budget: Mayor Reim opened public hearing at 7:01 p.m. Director Trachsler gave al brief staff report. The 2021 budget reflects a 25% increase from 2020 and is largely due to two large construction projects - Resurfacing of Division Street from DNE to Airport Street; and Sewer collection system and treatment plant upgrades. Capital improvementspurchases include ERC re-roof; pump and diving board for Splashzone and savings for pool re-surfacing; upgrade City's Website; two police vehicles; savings for future purchase of fire equipment and sewer Sales Tax revenues continue to set record highs. The September CPI-W is 2.1% which will be used to calculate rate increases for 2021 with the exception of sewer and sanitation. Sewer rates will increase 5% to cover the $6.9m loan for the sewer collection and treatment plant upgrades. Sanitation rates for residential collection will increase Council discussion ensued. There being no public comment, Mayor Reim closed public Public Hearing. - Abatement of Weeds and Dead Tree at 326 7th SW: Mayor Reim opened public hearing at 7:09 p.m. and advised that this is a quasi-judicial hearing and asked Council to disclose any outside communications: or conflicts ofi interest in the 1. Have you had any contact, including through written or other media, with any 2. Do you have a financial or personal interest in this matter? All responded no 3. Can you render fair and impartial judgment, without undue or improper influence, 4. Does any member of the Public or the Council have a specific objection to any member of the Council hearing this matter? There were no objections Code Enforcement Officer Stacy Hooper was sworn in by Clerk Trachsler. Officer Hooper gave a brief staff report. Complaint was received on May 4th of dead tree branches at 326 7h SW owned by Brian Fiess. Notice of violation was sent on May 6th, second notice of violation was sent on August 3rd. All notices were returned as not deliverable. Citation was issued on September 2nd and returned as not deliverable. RCW 35.21.310 and Ephrata Municipal Code Section 1.22.180 (C), authorize the city to enter the property to abate nuisances involving vegetation. Council must adopt a resolution authorizing abatement and give owner 15 days after adoption to abate nuisance before city may enter property and clean up described nuisance. Costs incurred are charged to  vac truck.  approximately 8.25% to cover new disposal fees at the landfill.  hearing at 7:09 p.m.  matter by responding to the following questions:  interested parties in this matter? All responded no  over this matter? All responded yes  the owner and constitute al lien against the property.  There were no witnesses present.  Mayor Reims closed public hearing at 7:15 p.m.    Resolution 20-014 - Abatement of weeds and dead tree at 326' 7th SW: Motion to approve and accept Resolution 20-014 determining that a nuisance exists requiring abatement of property at 326 7th Avenue SW. (m/s Coe/Wanke) Council discussion ensued. Legal counsel advised that this process does not cover removal of] personal Resolution 20-015- Compensation for Employees in response to COVID-19 Health Crises: This resolution establishes policy whereby regular employees who are ready, willing and able to work but for health and safety reasons are precluded from doing sO would receive their normal compensation. Administrator Warren advised that with Governor Inslee's recently enacted restrictions and the uptick in Coronavirus cases in Grant County the City is implementing the split crew/split shift schedule. In an effort to minimize potential exposure and to ensure continuity of city services starting tomorrow public works staff, and admin staff will be working a five hour shift Monday through Friday. Crew one will work 7:00 a.m. to noon and crew two will work 12:30 p.m. to 5:30 Motion to approve and accept Resolution 20-015 regarding staff schedule and compensation of employees during the COVID-19 pandemic. (m/s Mora/McDonnell) Contract with Grant County Health District: This is the renewal of our annual contract with Grant County Health Department. Administrator Warren advised that they are asking for an increase of$1 for a total of$3 per citizen. The 2021 Budget reflects the current rate of $2 per citizen. This request was not received until after the budget was completed and Health District was advised to submit future request earlier in the year sO Motion to approve the 2021 Contract with Grant County Health District for $2 per  property. Motion carried.  p.m.  Council discussion ensued. Motion carried.  that any cost increases could be budgeted for. citizen. (m/s Wanke/McDonnell) Motion carried. City Administrator Report: None at this time.  There being no further business meeting adjourned at 7:27 p.m.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk    received 3020  SPECIAL EVENT PERMIT APPLICATION  City of Ephrata 121 Alder Street SW Ephrata, WA! 98823 (509) 754-4601 ph (509)754-0912 fax 1. 3. 4. 5. 6. 8.  PERMIT APPROVED:  YES Date:  NO  Authorized City Signature: Chsis-mAs 12-620 T4 Q2-820  Eyant:  Date(s) of Event: Even! Slart Time: Clean Upl End' Time/Date:  EPHREE Food. Banklyes 2. Setup Slart Tme/DaleiQAm Eyent End Time: One  Dec 18, Dec1g  Pm  12-19-20  Sponsoring Organization: EPhRATA Food BAnk Event Coordinalor/Pimary Contact: Piylis 5 Fuglie Mailing Address: 724 D s+sw Eyhata WA  7. Day Phone: 509 154-3356  Cell Phone: Fax: Phone:  Email: 9. Secondary Contact: 10, Is alcohol being served? IFYES, which one(s)?  Phyllshighe @ yahop.com  YES  IFYES include a copy of the State Liquor Permit.  11. Do you wish to utilize any City property, such as a park?lVES NO 12. Will this eventi include Food' Vendars of any type?  Bec cehter  YES (NO)  lfyes, all vendors must apply for a Temporary Food Service Permit with the County Health District. Alist  ofv vendors is required to be submitted with the application. 13. Anticipaled number of attendees? 30 At A +img  THE PRIMARY CONTACT MUSTI LIST Al DAY OF EVENT PHONE NUMBER IF NOTI LISTED ABOVE.  FOR OFFICE USE ONLY: Park & Rec. Community Development Fire  Code Enforcement Police Public Works  STAFF INITIAL AND DATE UPON APPROVAL OR ATTACH MEMORANDUM WITH CONDITIONS.  PAYMENT. AMOUNT: RECEIVED BY:  CASH CC CHECK#_ DATE:  7    INDEMNIFICATION/ HOLD HARMLESS AGREEMENT IN CONSIDERATION OF BEING PERMITTED TO PRODUCE THIS SPECIAL EVENT OR ACTIVITY OR USE OF ANY CITY PROPERTY OR FACILITIES IN CONNECTION WITH THIS ACTIVITY, THE UNDERSIGNED APPLICANT "INDEMNITOR" AGREES TO THE FOLLOWING: 1. THE INDEMNITOR HEREBY. AGREES TO RELEASE, INDEMNIFY AND HOLD HARMLESS the City of Ephrata from any and all liability, claims, demands, causes of action, charges, expenses, and attorney fees (including attomey fees to establish the City's right to indemnity or incurred on appeal) resulting from involvement in this event whether caused by any negligent act or omission of the Cityo or otherwise. This agreement shall not apply to any liability resulting from the sole negligence oft the City. 2. The INDEMNITOR agrees to reimburse the City for any loss, theft of, or damage to City property, 3. The INDEMNITOR agrees to comply with all applicable laws, statutes, ordinances, rules and requirements including, but not limited to, not admitting more attendees than designated by Fire 4. The INDEMNITOR expressly agrees that this release and hold harmless agreement is intended to be as broad and inclusive as permitted by' Washington law and that ifa any portion thereof is held invalid, 5. Falsification and/or misrepresentation in completing this application may result in rate adjustment or event cancellation. IUNDERSTAND THAT CHANGES TO THE ABOVE DETAILED PROGRAM the undersigned representative, have read the Special Events Application and the Policies and Procedures contained herein, and I am duly authorized by the event organzation/business to submit  equipment and/or facilities.  Department as safe for the particular event or facility.  nolwithstanding, the balance shall continue in full legal force and effect.  REQUIRE IMMEDIATE NOTIFICATIONTOCIY.  this application on its behalf. The information herein is complete and accurate.  APPLICANT: Phulis  hgle  GARV hopl Lnk AUTHORIZED AGENT FOR  PRINT NAME  SIGNATURE OF APPLICANT:  glao DATE  ay  APPROVAL, DENIAL OR INCLUSION OF RESTRICTIONS OR SPECIAL CONDITIONS OF USE PERMIT IS AT THE SOLE DISCRETION OF THE CITY PURSUANT TO EMC 05.10. All applications Submit completed original application, along with required attachments to:  must be reviewed and approved before a permit can be issued.  OFFICE OF THE CITY ADMINISTRATOR  CITY OF EPHRATA 121 ALDER ST. SW EPHRATA, WA 98823    XXX X  J 3  A I X  S 3 d 5  SEK4 * X  *+  9 19 ED 3 W S  X  3 &  130  X 30 N S < 8 s E G (  X x  o6L    2     Onsite distribution  Ifp possible, distribute food outdoors.  fr resources are available, consider having hand sanitizer with at least 60% alcohol and masks (can be disposable as a more: affordable option) at the entrance for clients to use upon entering. Consider ways to schedule client times onsite to limit the number of people at any given time Modify the layout, as needed, to facilitate social distancing between staff, volunteers, and Consider providing a drive-through model in which clients can receive a box of food placed  and to prevent crowds.  clients (maintaining a distance of at least 6 feet between people).  directly in their vehicle by staff or volunteers.  Choice pantries  Choice pantries are distribution sites that are set up like a grocery store. Clients come in and choose their food products while accompanied by a volunteer. While choice pantries are considered the best model for food pantries from a nutritional standpoint, special considerations should be made if COVID-19 is spreading in the community, and pantries should operate in Use the same operational considerations (scheduling staggered shifts, mask protocols, setting Because choice pantries are similar in design to grocery stores, managers, staff, and volunteers should consider CDC's information for grocery.store and food retail employees.  accordance with local public health policies. up outside, etc.) as onsite distribution.    Our Mission..Tol bring continued, orderly growth to Grant Our Vision..To bet the number one resource for business  Grant County Economicl Devalopment Council  County and promote quality of life  development  Board of Directors Meeting 7:00 AM Wednesday, November 18, 2020 IZoom Meeting  Board Meeting Agenda 1) Call meeting to Order.  William Coe Dale Pomeroy Juliann Dodds Cindy Carter Brant Mayo/Staff Nic Thurston Nic Thurston Brant Mayo  2) Approve October 2020 Board Meeting Minutes. 3) Review October and YTD 2020 Financial Reports  4) Grant County Update. 5) Report on EDC Activities 6) Unfinished (Old) Business  a. WWSBEG. b. CARES Act Funding. C. CHI Opportunity  7) New Business 8) Adjourn.  a. Board Member Roundtable.  All William Coe  2020 FUTURE EDC MEETINGS &E EVENTS  Board of Directors Board of Directors Annual Meeting Board of Directors  December 16, 2020 January 20, 2021 February 17,2021 February17,2021  7:00 AM Zoom 7:00 AM Zoom 7:00 AM: Zoom 7:15 AM Zoom  6594 Patton Blvd NEI Moses Lake, WA 98837 IPhone: 509-764-6579    Our Mission..Tol bring continued, orderly growth to Grant Our Vision..Tol bet the number one resource for business  Grant County Economic Development Council  County and promote quality ofl life  development  Board of Directors Meeting Minutes October 21st, 2020  Meeting called to order: 7:00 a.m. by President William Coe.  Directors Present:, William Coe, Brian Kuest, Marvin Price, Dale Pomeroy, Louis Szablya, Katherine Ryf, Lisa Karstetter, Jim McCullough, Don Kersey, Juliann Dodds, Juanita Richards, Theresa Sullivan, Eric Skaug, Gregg Fletcher, Brian Meiners, Caralyn Bess, Dr. Terry Leas Directors Absent: Lars Leland, Theresa Sullivan, Tom Taylor Ex-Officio Directors Present: Darci Kleyn, Allison Williams Ex-Officiol Directors Absent: Kris Robins Staff Present: Brant Mayo, Allan Peterson, Nic Thurston Guests Present: Sarah Thompson Tweedy Caralyn Bess seconded, the motion passed.  Board Meeting Minutes for. July 2020: Terry Leas motioned to approve the October minutes and Financial Report for YTD/June: Juliann Dodds discussed the financials stating that nothing major to note other than increased funds duet to CARES Act dollars being ini the account and changes of Introduction to Sarah Thompson Tweedy: Juanita Richards introduced Dr. Sarah Thompson Tweedy as the new Big Bend CCI President. Dr. Tweedy generously presented a story about her journey and was welcomed to Grant County by the group following her discussion.  around 421K would occur as dollars arrived and left as Grants are awarded.  Report on GCEDC Activities:  Alan Peterson discussed exports, new Portability Assistance Grants, targeting Mexico with Nic" Thurston updated the group on CARES Act grants with over 200 individual businesses being helped with grant money and then showed al brief clip! he put together for the Port of Moses Lake on the new Grant County International Airport hanger on base.  our wineries and gave an update on PPP round2.  Unfinished (Old) Business:  None was discussed that was not mentioned prior. None was discussed that was not mentioned prior.  New Business:  65941 Patton Boulevard NEI Moses Lake, WA 98837 IP Phone: 509.764.6579    Grant County Economic Development Council  Our Mission..To bring continued, orderly growth to Grant Our Vision..Tol bet the number one resource for business  County and promote quality of life  development  Community Updates:  Chuck Sutton gave an update on Violet Power, the Port of Moses Lake and the G14  Batteries project.  Meeting Adjourned: at 8:00 a.m. by William Coe  William Coe, President  Dale Pomeroy, Secretary  6594 Patton Boulevard NEI Moses Lake, WA 98837 Phone: 509.764.6579    Grant County Bammicl Executive Committee Wiltam Coe Terry Less Dale Pomeroy Juliann Dodds Caralyn Bess Gregg Fletcher Larleland EDCbuif Bran! Mayo AllanP Pelerson Rebecca Welson NicT Thurston CarlnBess Gregg Fletcher UisaKarstetter Brian) Meiners Peggy Nevsimal Hann Dodds DaleP Pomeroy MarvinF Price Juanita Richards Katherine BI Erics Skug Jimk McCuliouph Board of Directors/PubHe Donkersey LunLeland Willamo Coe Briank Kuest TerryLess Louiss Szablye Theresas Sulivan Tomi Ttylor Ex-Oliciol Directors Darcik Keyn KarenL Lebriecht EDC Staff Brant Mayo AlanP Peterson Rebeccal Nelson Nici Thurston  (Sexecuthec committee members must bep presentt ton makeag quarum)  1-Jun-20 1Jul-20 1-Aug-20 1-Sep-20 1-0ct-20 1-Nov-20 1-Dec20 1-Jan-21 Total  (boardmember membert musth bepresentrom makeaquum)  Boardo of Directors/Private 01-Jur-20 01-Jul-20 D1-Aug-20 01-Sep-20 01-0ct-20 01-Nov-20 01-Dec-20 01-Jan-21 Total    11:09AM 11/06/20 Accrual Basis  Grant County EDC Profit & Loss October2020  Oct20 917.00 15,000.00 15,917.00 6,250.00 50,646.27 72,813.27 72,813.27 15,655.59 464.26 464.26 1,009.23 1,450.59 201.38 1,130.00 60.29 110.00 1,948.85 781.93 22,812.12 50,001.15 659,342.00 367,295.00 292,047.00 342,048.15  Ordinary Income/Expense Income 4028.  Membership Dues 4028-4-E Private Business 4028-5-PUD Total 4028. Membership Dues 4029. SIP Income 4030- Grant revenue Total Income Grossl Profit Expense 6000. Salaries 6010. Insurance 6005-1 Reimbursed Health Care Total 6010. Insurance 6076. Employee Retirement 6080. Taxes 6500. Automobile 60-TaliyCaissD.es 6525. Supplies 6530. Postage 6535. Professional Fee/Dues 6540. Rent/Utilites Total Expense Net Ordinary Income Other Income/Expense Other Income Other Expense Net Other Income Net Income  Pagel    11:10 AM 11/06/20 Accrual Basls  Grant County EDC Balance Sheet Aso ofOetober31,2020  Oct31,20  ASSETS Current Assets Checking/Savings 1000. Umqua CD- -6624 1001 Banner Checking 5426 1002 Banner Saving. 8750 1004. Banner CARE-5442 1007. GESA Savings 0825 1008. GESA money market- 1047 1050. Umpqua Bank 5257 Total Checking/Savings Accounts. Receivable Total Current. Assets Fixed Assets TOTALASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Total Liabilities Equity  38,063.96 12,482.55 261,662.27 311,391.60 5.00 259,678.19 5,675.00 888,958.57 43,746.27 932,704.84 10,138.67 942,843.51 24,871.43 24,871.43 917,972.08 942,843.51  TOTALLIABILITIES & EQUITY  Page 1    - 3 Ln 0  89    8        Our Mission.Tol bring continued, orderly growth to Grant Our Vision..To be the number one resource for business  Grant County Economicl Development Council  County and promote quality of life  development  Director's Report October 10, 2020 to November 5, 2020  Existing Business Development Working Wash Small Bus Grant Update CARES Act Funding REC Update Call Aerotec Update Call Drone Test and Work  Export Work (Grant, W. Africa, Mexico) Business Recruitment and Attraction Selection Fall 2020 (On hold)  Project Yellowstone- Tech Manufacturing. Continuing to send information to company. Site Project Force - Manufacturing - Site visit on Jan. 215t. Looked at 3 sites in Moses Lake. Large workforce needed. Submitted letter of support from ESD regarding workforce. Had phone call and follow up emails with company, timetable has bumped back tot fall 2020 Project Grand Canyon- Agriculture- Site Visit on September 30, could be locating in Grant Project Lavender- Technology- Made announcement they are locating in Moses Lake on Sept. gthy Continuing conversation weekly with leadership and Dept of Commerce, had Project Zion - Green Technology- Had site visit on October 7th. Continuing to exchange Project Great Dane- Manufacturing, submitted sites to Department of Commerce last week Project Maple- Green Tech Manufacturing, priority was 1.5-2 million sq ft facility Project Booster-Dept of Comm asked Grant County for greenfield sites Project Ruby - Agriculture - Had site visits in Grant County on September 25 and October Project Delta - Aerospace - Had 3 sites visits and several phone calls. Getting close to a Project Grapevine- Agriculture - Had site visit in Grant County, continuing to visit. Project Moonlight- Food Manufacturer Project to be submitted by Oct. 14 Project superstarAerospace, submitted package to Department of Commerce Project Kamino- Manufactuer/Production Had call with site selector and PUD  County soon  building visit and dinner with CEO  information on sites. Hoping for decision by end of 2020  30. Continuing to answer questions on sites  decision  Call with Tier 2/3 Data Center interested in the area  65941 PATTON BOULEVARD NEI MOSESL LAKE, WA 98837 IPHONE: 509-764-6579IFAX509-765-5161    Our Mission..To bring continued, orderly growth to Grant Our Vision..Tol be the number one resource for business  Grant County Economic! Development Council  County and promote quality of life  development  Workforce Development Workforce Alliance Meeting Department of Commerce Meeting Calls with PUD on current Projects Department of Commerce Call with DNR  Infrastructure Development  SIP Committee met on Oct. 30 regarding 2a applications  Communication and Investor Development Social Media/Google Updates Tour Groff Elementary Site in ML Met with CBRE Call with Gov Inslee Eastern Region Rep Meeting with New Community Planner for City ML Response Team meeting Calls with Department of Commerce IEDC Covid-19 Webinars WPPA Calls Newsletter Grant County Magazine Out WSBDC Weekly Calls WEDA Weekly Calls Continued Drone Work Grant Co Industrial Alliance GIS Research SBA Weekly Calls  ML Resiliency and Recovery Weekly Call Grant County Health District Call Retail and Services Development SBDC1on1 Meetings Port/City of Mattawa Retail Leakage  6594 PATTON BOULEVARD NEIMOSES LAKE, WA 98837 IPHONE: P7A45PIFN.0P715514    Our Mission..To bring continued, orderly growth to Grant Our Vision..To be the number one resource for business  Grant County Economic DevelopmentCouncil  County and promote quality of life  development  6594 PATTON BOULEVARD NEIMOSESI LAKE, WA 988371PHONE: 74671FA.UP745514    DATE: December: 2, 2020 ITEM: Public Hearing  SUMMARY  1. Proposed Final Budget for 2021-Thel budget as proposed is approximately 25%1 higher than last year's due to proposed construction projects for Division Street Resurfacing Project PhasesI I& & I; Pulverizing and Repaving 5th and 6th SE and Hilltop; and sewer collection and treatment plant upgrades. Capital Improvements are planned for the ERC roof replacement; savings for fire equipment replacements; savings for new liner at Splashzone; replace pump and diving board at Splashzone; and equipment rental  capital expenditures and savings. 1. Proposed Expenditures of $22,414,280  BUDGET MPACTS  RECOMMENDATION Staffrecommends: acceptance and approval of all Items. ENABLING ACTIONS Motion to. Authorize, Confirm, or Approve and. Accept All Items.  lfyou have any questions, concerns, or require additional information; please contact me prior to the meeting.    ORDINANCE NO20-06  An Ordinance of the City of Ephrata, adopting the final Budget for the City of Ephrata, Washington for the year ending December 31,2021 THE CITY COUNCIL OF THE CITY OF EPHRATA DO ORDAIN AS FOLLOWS:  Section 1: BASIS  A) The City Administrator ofthe Cityo of Ephrata, Washington completed and placed on file with the City Clerk aj proposed budget and estimate ofthe amount oft the moneys required tor meet the public expenses, bond retirement and interest, reserve: funds and expenses of government of the city for the year ending December 31, 2021 and a notice was published and posted that the Council oft the city would meet on the 18th of November and 2nd of December. 2020 at the hour of 7:00 p.m, in the Council Chambers in the City Hall of the city for the purpose of making and adopting a budget for the fiscal year and giving taxpayers within the limits of the city an  opportunity to be heard upon the budget; and  B) The City Council did meet at the stated time and place did then consider the matterof C) The proposed budget does not exceed the lawful limit oft taxation allowed by law to be levied on the property within the City of Ephrata for the purpose set forth in budget being all necessary to carry out the government of the city for the year 2021 and being sufficient to meet the various needs oft the city during said period.  the proposed budget; and  Section 2: The required appropriation and expenditures for the various funds and departments and needs for the operation of government for the Cityo of Ephrata fort the year ending December 31,2020 as set forth in the budget and which is hereby adopted, are fixed in the following amounts:  001 CURRENT EXPENSE 014 LIBRARY 016 PARK  $4,727,425.00 217,450.00 1,156,450.00 56,000.00 4,000.00 1,501,475.00 470,700.00 -0- 190,400.00 126,500.00  054 FIRE EQUIPMENT RESERVE 057 POLICE RESERVE 112 STREET 113 SIDEWALK CONSTRUCTION 115 CEMETERY 120 CONVENTION CENTER Ord20-06  111 TRANSPORTATION BENEFIT DISTRICT (TBD)    153 PARK DEVELOPMENT 155 CAPITAL IMPROVEMENT 215 FIRE BOND REDEMPTION FUND 422 SANITATION 424 WATER-SEWER 425 WATER-SEWER CONSTRUCTION 426 PUBLIC WORKS TRUST FUND 428 SRF REDEMPTION FUND 523 EQUIPMENT RENTAL 525 EQUIPMENT RENTAL RESERVE 702 CEMETERY CARE FUND GRAND TOTAL ALL FUNDS  -0- 200,000.00 59,700.00 1,725,000.00 4,807,720.00 5,740,545.00 569,860.00 206,105.00 602,950.00 50,000.00 2,000.00 $22,414,280.00  Section 3: That document entitled "Proposed Budget for the year beginning Januaryl 1,2021"copies ofwhich are on file in the office of the City Administrator. is hereby adopted as the budget for the Section 4: Previously, by Ordinance 20-05 adopted November 4, 2020, byt the Council oft the Cityof Ephrata, has fixed the amount of Ad Valorem taxes to be levied upon real and personal property Section 5: Transfers in the following amounts are hereby authorized in conjunction with the above  City of Ephrata lui the year ending December 31,2021.  within the corporate limits the estimated sum ofS1.309,428.00.  budget figures.  001-C Current Expense Fund 155-C Capital Improvements Fund  Transfer to 054 - Fire Reserve Fund Transfer to 112- Street Fund Transfer to 016- Park Fund  $ 50,000.00 $ 25,000.00 $175,000.00 $1,690,545.00 $206,105.00 $553,000.00  424-V Water/Sewer Fund  Transfer to 425 - Water/Sewer Construction Transfer to 428 - SRF Redemption Fund Transfer to 426-1 Public Works Trust Fund  425-V Water/Sewer Construction Fund  523-E Equipment Rental Fund  Transfer to 525 - Equipment Rental Reserve Fund $ 50,000.00  Ord 20-06    Section 6: This Ordinance shall bei in full force and take effect January 1,2021. PASSED by the City Council of the City of Ephrata this 2nd day of December 2020.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler. City Clerk  APPROVED ASTOI FORM:  Katherine Kenison, City Attorney Passed the 2nd day of December, 2020 Approved the 2nd day of December, 2020 Published the 3rd day of December, 2020  Ord 20-06    TO: DATE: FROM:  Ephrata City Council Members November 18, 2020 Mayor, Bruce Reim  SUBJECT: Proposed Final Budget for 2021  Isubmit for your consideration the 2021 proposed Annual Budget for the City of Ephrata. Proposed expendtures: are $22,414,280 for the forthcoming budget year and are broken down as follows:  Expenses:  Proposed 2021 $I,070,475 $3,019,400 $697,550 $217,450 $1,156,450 $1,501,475 $470,700 $190,400 $126,500 $200,000 $59,700 $1,725,000 $4,807,720 $5,740,545 $775,965 $652,950 $2,000  % Change From 2020 8%+ 7%+ 3%+ 1%+ 3%+ 47%+ 49%- 12%+ 11%+ 14%+ 3%- 5%+ 3%+ 260%+ 36%- 2%- 0%  General Governmental Fund Administration Law Enforcement Fire Library Parks Special Revenue Fees  Transportation Benefit District Streets/Sidewalks Cemetery Convention Center-Hole/Motel Tax Capital mprovement-Real Estate Excise Tax Debt Service Fire Bond Redemption Utility Service Fees Sanitation Water/Sewer Water/Sewer Construction Debt Service Internal Service Equipment Rental Fees Permanent Fund Endowment Fees- Cemetery  The budget as proposed is approximately 25% higher than last year's primarily due to proposed construction projects for Division Street Resurfacing Project PhasesI& II; Pulverizing and Repaving 5th & 6th SE and Hilltop; and sewer collection and treatment plant upgrades. Capital improvements are planned for the ERC roof    replacement; savings for fire equipment replacements; savings for newl liner at Splashzone; ;replace pump and diving In 2020 we budgeted for a new FTE in the street/sewer department. When COVID-19 hit, Council implemented a spending and hiring freeze. This position was not budgeted fori in 2021 and is partially reflected in the differences between 2020 and 2021. In light of COVID-19, it became aj priority to maintain employee jobs without having to  board at Splashzone; and equipment rental capital expenditures and savings.  implement furloughs or other cost saving measures.  Proposed revenues for the forthcoming budget year are broken down as follows:  Revenues:  Proposed 2021 $6,161,325 $2,489,075 $59,700 $13,049,230 $652,950 $2,000  % Change From 2020 6%+ 3%+ 3%- 46%+ 2%- 0%  General Governmental Funds Special Revenue Fees Debt Service Utility Service Internal Service Fees Permanent/Endowment Fund  The estimated income from retail sales tax is $1,650,000, 10% higher than 2020. Sales tax continues to set all-time The budget is balanced by a proposed ad valorem tax levy of $1.333,822 for general governmental purposes. and $61,300 for general obligation bond for Fire and Life Safety Equipment. Budgeted funds include the use of estimated fund balances carried over from the primary funds such as General, Library, Park, Streets, Cemetery and  record highs. Aconservative approach was taken with other revenue. sources.  Equipment Rental Funds. Proposed use of fund balances is 57% lower than 2020.  20201 Highlights  2020 was a year of challenges. The City had a change with a new City Administrator (Mike Warren) and a new Police Chief (Kurt Adkinson); while experiencing the Covid-19 pandemic. Although there were a few challenges  there were also several successes. Some of the accomplishments for the City are:  A new roof on the library Upgrading and repairing Well# #3 Chlorination oft the Water System  New sidewalks on CStS SW/NW from Parkway to the High School Pay-off of the Wastewater Treatment Plant Construction Loan  We will continue to be diligent as the full effects of the COVID-19 pandemic have not yet been fully realized.  Sincerely; Bruce Reim  Beeccepblin Mayor City of Ephrata    TO: DATE: FROM:  Mayor Reim; City Council November 18, 2020 Finance Director Trachsler  Supplemental Report for 2021 Budget  Use of REET Funds  As part of the 2021 Budget, the City has budgeted $200,000 of REET funds to be used for the preservation of capital facilities and operations and maintenance. These dollars will be used for:  New Diving Board/Pump for Splashzone Savings for rehabilitation of Splashzone pool surface Storm Drain install and Roadway maintenance In the past two years, 2019 and 2020, REET dollars have been used to: Matching funds for' TIB Grant to resurface 8th Ave NW  Re-Roof ERC building  Street preservation New Dog Park  New Inflatable Screen for Dive-In Movies New Diving oar/Chats/Pumbrelas for Splashzone Savings toward rehabilitation of Splashzone pool surface Matching funds for TIB Grant to resurface Division Street-Phasel  Re-Roofed Library  In 2018, Council formed a Transportation Benefit District (TBD) and the voters approved a 0.2% sales tax to fund street improvements. New tax rate went into effect on January 1,2019. These dollars are being utilized to fund road repairs and maintenance on non-grant eligible roadways. In the following two years, 2022 and 2023, as identified in the Six-Year Capital Facilities Plan, we anticipate grant funding, TBD: sales tax revenues, loans from PWTF: and DWSRFand adequate  This tax sunsets December 31, 2028.  funds from utility fees for the projects as listed below:  2022 Ephrata Hieghts Water Pressure Imp - PWTF, Utility Fees, DWSRF 2022 Water System Supply Upgrade = PWTF, Utility Fees, DWSRF 2023 FStret NW Sewer Extension - Utility Feess, PWTF 2023 Park Improvements - RCO Grant, REET 2023 Nat Washington Way Overlay - TIB Grant represent 3% in 2019, 14% in 2020 and 3% in 2021.  $4,000,000 $8 800,000 600,000 : 500,000  - 295,000  Of the dollars spent on capital expenditures in 2019, 2020 and proposed for 2021, REET dollars    DATE: November 18, 2020 ITEM: Items for Council Action  SUMMARY  1. Ordinance 20-06-C City of Ephrata 2021 Budget--Public hearing to set the amount ofrevenue to be collected from Ad Valorem Taxes was held on November 4th where Council approved a 1%i increase. Estimated revenue from Ad Valorem Taxes, including new construction, is estimated to be $1,337,000.00. Two public hearings on the 2021 preliminary budget were held November 18h and December 2nd. Approval ofOrdinance 20-06 is the final action necessary to adopt the 2021 2. Upgrade outdated Meter Reading Handheld units and Software--Current meter reading handheld units and the supporting software are in excess of1 10 years old and are no longer being supported by the supply vendor beginning January 2021. These units are used by the water department to read all the water meters in town. Quotes were sought from several qualified vendors, only one viable 3. Professional Service. Agreement- City has an established relationship with Martin-Morris Agency as Insurance Broker since at least 2008 for Property,  Budget for the City of Ephrata.  response was received.  Casualty, Liability and Auto Insurance. 1. Proposed 2021 Budget is $22,414,280.00 2. $11,524.00 plus tax--2020 Budget 3. 11,00.00--budgeted  BUDGET IMPACTS  Staff recommends acceptance and approval ofa all Items. Motion t0 Authorize, Confirm, or Approve and. Accept. All Items.  ENABLING ACTIONS  lfyou have any questions, concerns, or require additional information; please contact me prior to the meeting.    CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, Cityl Manager Leslie Trachser, Finance Director December 2, 2020 Council Action  To: From: Date: Proceeding Type: Subject:  Ordinance 20-06-2021 Budget Legislative History: November 18, 2020-P Publich Hearing December 2, 2020-Public Hearing Motion to approve  First Presentation: Second Presentation: Requested/ Action: Staff Report Summary  The annual budget preparation procedures followed by the City are per RCW 35A.33 for Code Cities. The proposed budget must be adopted prior tot the beginning of the fiscal year.  Discussion/Analvysis  Public hearing to set the amount of revenue to be collected from Ad Valorem Taxes was held on November 4th where Council approved a 1% increase. Estimated revenue from Ad Valorem Taxes, including new construction, is estimated to be $1,337,000. Two public hearings on the 2021 preliminary budget were held November 18th and December 2nd. Approval of Ordinance 20-06i is thet final action necessary to adopt the 2021 Budget for the City of Ephrata.  Staff Recommendation December 31, 2021. Financial Implications  Council Approve and Accept Ordinance 20-06 adopting the final budget for year ending  Proposed: 2021 Budget is $22,414,280  Pagelof2    Attachments A. B. C.  Ordinance 20-06  Mayor's Budget Message  Supplemental Report-L Use of REET Funds for 2021  Legal Review  The following documents are attached and subject to legal review:  Date Reviewedby Legal Counsel N/A  Type of Document  Title of Document  Page 2of2    ORDINANCE NO2 20-06  An Ordinance of the City of Ephrata, adopting the final Budget for the City of Ephrata, Washington for the year ending December 31, 2021 THE CITY COUNCIL OF THE CITY OF EPHRATA DO ORDAIN AS FOLLOWS:  Section 1: BASIS  A) The City Administrator ofthe Cityo of Ephrata, Washington completed and placed on file with the City Clerk aj proposed budget and estimate oft the amount oft the moneys required to meet the public expenses, bond retirement andi interest, reserve funds and expenses of government of the city for the year ending December 31, 2021 and a notice was published and posted that the Council of the city would meet on the 18th of November and 2nd of December, 2020 at the hour of 7:00 p.m. in the Council Chambers in the City Hall of the city for the purpose of making and adopting a budget for the fiscal year and giving taxpayers within the limits of the city an  opportunity to be heard upon the budget; and  B) The City Council did meet at thes stated time and place did then considert thei matter of C) The proposed budget does not exceed the lawful limit of taxation allowed by law to be levied on the property within the City of Ephrata for the purpose set forth in budget being all necessary to carry out the government of the city for the year 2021 and being sufficient to meet the various needs of the city during said period.  the proposed budget; and  Section 2: The required appropriation and expenditures for the various funds and departments and needs fort the operation of government for the Cityo of Ephrata fort the yearending December31,2020 as set forth in the budget and which is hereby adopted, are fixed in the following amounts:  001 CURRENT EXPENSE 014 LIBRARY 016 PARK  $4,727,425.00 217,450.00 1,156,450.00 56,000.00 4,000.00 1,501,475.00 470,700.00 -0- 190,400.00 126,500.00  054 FIRE EQUIPMENT RESERVE 057 POLICE RESERVE 112 STREET 113 SIDEWALKCONSTRUCTION 115 CEMETERY 120 CONVENTION CENTER Ord 20-06  111 TRANSPORTATION BENEFIT DISTRICT (TBD)    153 PARK DEVELOPMENT 155 CAPITAL IMPROVEMENT 215 FIRE BOND REDEMPTION FUND 422 SANITATION 424 WATER-SEWER 425 WATER-SEWER CONSTRUCTION 426 PUBLIC WORKS TRUST FUND 428 SRF REDEMPTION FUND 523 EQUIPMENT RENTAL 525 EQUIPMENT RENTAL RESERVE 702 CEMETERY CARE FUND GRAND TOTAL ALL: FUNDS  -0- 200,000.00 59,700.00 1,725,000.00 4,807,720.00 5,740,545.00 569,860.00 206,105.00 602,950.00 50,000.00 2,000.00 $22,414,280.00  Section 3: That document entitled' "Proposed Budget fort the year beginning January 1,202l"copies of which are on file in the office of the City Administrator, is hereby adopted as the budget for the Section 4: Previously, by Ordinance 20-05 adopted November 4, 2020, by the Council oft the Cityof Ephrata, has fixed the amount of Ad Valorem taxes to be levied upon real and personal property Section 5: Transfers in the following amounts are hereby authorized in conjunction with the above  City of Ephrata for the year ending December 31,2021.  within the corporate limits the estimated sum of$1,309,428.00.  budget figures.  001-C Current Expense Fund 155- Capital Improvements Fund  Transfer to 054 - Fire Reserve Fund Transfer to 112- Street Fund Transfer to 016-1 Park Fund  $5 50,000.00 2 25,000.00 $175,000.00 $1,690,545.00 $206,105.00 $553,000.00  424-Water/Sewer Fund  Transfer to 425. - Water/Sewer Construction Transfer to 428 - SRF Redemption Fund Transfer to 426-E Public Works Trust Fund  425-Water/Sewer Construction Fund  523-B Equipment Rental Fund  Transfer to 525 - Equipment Rental Reserve Fund $ 50,000.00  Ord 20-06    Section 6: This Ordinance shall bei in full force and take effectJanuary 1,2 2021. PASSED by the City Council of the City of Ephrata this 2nd day of December 2020.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk  APPROVED ASTO FORM:  Katherine Kenison, City Attorney Passed the 2nd day of December, 2020 Approved the 2nd day of December, 2020 Published the 3" day of December, 2020  Ord 20-06    TO: DATE: FROM:  Ephrata City Council Members November 18, 2020 Mayor, Bruce Reim  SUBJECT: Proposed Final Budget for 2021  Isubmit for your consideration the 2021 proposed. Annual Budget for the City of Ephrata. Proposed expenditures are $22,414,280 for the forthcoming budget year and are broken down as follows:  Expenses:  Proposed 2021 $1,070,475 $3,019,400 $697,550 $217,450 $1,156,450 $1,501,475 $470,700 $190,400 $126,500 $200,000 $59,700 $1,725,000 $4,807,720 $5,740,545 $775,965 $652,950 $2,000  % Change From 2020 8%+ 7%+ 3%+ 1%+ 3%+ 47%+ 49%- 12%+ 11%+ 14%+ 3%- 5%+ 3%+ 260%+ 36%- 2%- 0%  General Governmental Fund Administration Law Enforcement Fire Library Parks Special Revenue Fees  Transportation Benefit District Streets/idewalks Cemetery Convention Center-Hole/Motel Tax Capital Improvement-Real Estate Excise Tax Debt Service Fire Bond Redemption Utility Service Fees Sanitation Water/Sewer Water/Sewer Construction Debt Service Internal Service Equipment Rental Fees Permanent Fund Endowment Fees- Cemetery  The budget as proposed is approximately 25% higher than last year's primarily due to proposed construction projects for Division Street Resurfacing Project Phases I& II; Pulverizing and Repaving 5lh & 6th SE and Hilltop; and sewer collection and treatment plant upgrades. Capital improvements are planned for the ERC roof    replacement; savings for fire equipment replacements; savings for new liner at Splashzone; replace pump and diving In 2020 we budgeted for a new FTE in the street/sewer department. When COVID-19 hit, Council implemented a spending and hiring freeze. This position was not budgeted for in 2021 and is partially reflected in the differences between 2020 and 2021. In light of COVID-19, it became a priority to maintain employee. jobs without having to  board at Splashzone; and equipment rental capital expenditures and savings.  implement furloughs or other cost saving measures.  Proposed revenues for the forthcoming budget year are broken down as follows:  Revenues:  Proposed 2021 $6,161,325 $2,489,075 $59,700 $13,049,230 $652,950 $2,000  % Change From 2020 6%+ 3%+ 3%- 46%+ 2%- 0%  General Governmental Funds Special Revenue Fees Debt Service Utility Service Internal Service Fees Permanenv/Endowment Fund  The estimated income from retail sales taxi is $1,650,000, 10% higher than 2020. Sales tax continues to set all-time The budget is balanced by a proposed ad valorem tax levy of $1,333,822 for general governmental purposes, and $61,300 for general obligation bond for Fire and Life Safety Equipment. Budgeted funds include the use of estimated fund balances carried over from the primary funds such as General, Library, Park, Streets, Cemetery and  record highs. A conservative approach was taken with other revenue sources.  Equipment Rental Funds. Proposed use of fund balances is 57% lower than 2020.  2020 Highlights  2020 was a year of challenges. The City had a change with a new City Administrator (Mike Warren) and a new Police Chief (Kurt Adkinson); while experiencing the Covid-19 pandemic. Although there were a few challenges  there were also several successes. Some of the accomplishments for the City are:  Ar new roof on the library Upgrading and repairing Well #3 Chlorination of the Water System  New sidewalks on CStSW/NW from Parkway to the High School Pay-off of the Wastewater Treatment Plant Construction Loan  We will continue to be diligent as the full effects oft the COVID-19 pandemic have not yet been fully realized.  Sincerely; Bruce Reim  Breccefblin Mayor City of Ephrata    TO: DATE: FROM:  Mayor Reim; City Council November 18, 2020 Finance Director Trachsler  Supplemental Report for 2021 Budget  Use of REET Funds  As part of the 2021 Budget, the City has budgeted $200,000 of REET funds to be used for the preservation of capital facilities and operations and maintenance. These dollars will be used for:  New Diving Board/Pump for Splashzone Savings for rehabilitation of Splashzone pool surface Storm Drain install and Roadway maintenance In the past two years, 2019 and 2020, REET dollars have been used to: Matching funds for TIB Grant to resurface 8th Ave NW  Re-Roof ERC building  Street preservation New Dog Park  New Inflatable Screen for Dive-In Movies New Diving Boars/Chair/Fumbrelas for Splashzone Savings toward rehabilitation of Splashzone pool surface Matching funds for TIB Grant to resurface Division Street-Phasel  Re-Roofed Library  In2 2018, Council formed a' Transportation Benefit District (TBD) and the voters approved a 0.2% sales tax to fund street improvements. New tax rate went into effect on January 1, 2019. These dollars are being utilized to fund road repairs and maintenance on non-grant eligible roadways. In the following two years, 2022 and 2023, as identified in the Six-Year Capital Facilities Plan, we anticipate grant funding, TBD: sales tax revenues, loans from PWTF and DWSRF and adequate  This tax sunsets December 31, 2028.  funds from utility fees for the projects as listed below:  2022 Ephrata Hieghts Water Pressure Imp - PWTF, Utility Fees, DWSRF 2022 Water System Supply Upgrade - PWTF, Utility Fees, DWSRF 2023 FStret NW Sewer Extension - Utility Feess, PWTF 2023 Park Improvements = RCO Grant, REET 2023 Nat Washington Way Overlay - TIB Grant represent 3% in 2019, 14% in 2020 and 3% in 2021.  $4,000,000 800,000 600,000 500,000 295,000  Of the dollars spent on capital expenditures in 2019, 2020 and proposed for 2021, REET dollars    CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Manager Leslie Trachsler, Finance Director November 23, 2020 Council Action  To: From: Date: Proceeding Type: Subject:  Upgrade outdated Meter Reading Handheld units and Software  Legislativek History: December 2, 2020 N/A Motion to approve  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: Current meter reading handheld units and the supporting software are in excess of 10 years old and are no longer being supported by the supply vendor beginning January, 2021. These units are used by the water department to read all the water meters in town. Quotes were sought from several qualified vendors, only one viable response was Discussion/Analysis: Inorder to continue uninterrupted service in our capability to read and bill customers for water service, it is imperative that we upgrade the software and meter reading units. The proposed software will integrate with our billing software and the handheld units will Staff Recommendation: Council authorize Administration to execute the Maintenance and Service Agreements and to proceed with the purchase of handheld meter reading units and  received.  workv with the radio read meters.  supporting software.  Financial Implications: $11,524.00 plus tax- 2020 Budget  Page 1of2    Attachments: A.  Quote from MSPS for Software, Handheld Meter Reading units  Legal Review  Thei following documents were reviewed byl legal counsel:  Date Reviewedby LegalC Counsel 11/20/20 11/20/20  Type of Document Agreement Agreement  Title of Document  Software License and! Service Agreement Maintenance Agreement  Page 2of2    Quote Contact:. John McCarty Phone: 719-235-0079 Email: mccartyemsps.com  MP5 MOUNTAINS STATES  PIPE & SUPPLY  Initial Software Upgrade from MV-RS to FCS  Line No.  Item Description  Price Ea. $0.00  FCS Software License Promotional Offer *Customers must prequalify to recieve  1  quoted price*  Remote Software Upgrade, Support, and MSPS will provide Itron-Certified personnel to perform the software upgrade remotely, ensure filei import/export path to billing software is correct, and provide training  Training  2  $1,500.00  X= L5DO  Handheld Devices, Itron Mobile Radio (IMR), and Itron Mobile Access (IMA) Software  CN80-LIN-SEC110F Honeywell CN80 Handheld, /4GB RAM & 32GB Memory/Numeric Keypad /B Barcode Scanner/ /13 megapixel Camera / WLAN & WWAN/ / Bluetooth v5.0 & BLE/Android: 7+ Google Mobile Service, / No Client Pack /-20  3  $2,500.00  xa 5.000  "Cto50*C/FCC SVCCN80-MAINTS Optional Protection Package CN80, Complete Service, 2 Day Turn, 5 Year Note: This cannot be ordered separate from the CN80. There is no annual maintenance Itron Mobile Access Cloud Tenant Setup Itron Mobile Radio (IMR) w/ USB Cable and Charger, Pairs with handheld vial Bluetooth to  4  $1,000.00  Xa- a.D0O  available (one-time fee) IMR-0902-001  5 6  $250.00 $1,800.00  NJA  XI 1.800  collect radio reads from Itron ERTs modio noabn    Annual Maintenance Fees for Software and Hardware Service and Support  IMAI W-GG-SUB-ED Itron Mobile Access (IMA) Software Subscription for Walk-By Reading 2501- 5000 Endpoints Itron Mobile Radio (IMR) Annual Maintenance FCSGG-EDI FCS: SFTW Mainetnance to Date*  7  $360.00  N/A  8  $144.00 Rahin Reada  xI 144.00  FCSSoftware 2501-5000 Endpoints, Annual *Assumes Current Contract With Itron Is Up  9  $1,080.00  1,080.00  x1    EDEEPHEAVY  CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City! Manager Leslie Trachsler, Finance Director November 23, 2020 Council Action  To: From: Date: Proceeding Type: Subject:  Professional Service Agreement Legislative History: December2,2020 N/A Motion to approve  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: City has an established relationship with Martin-Morris Agency as Insurance Broker since at least 20081 for Property, Casualty, Liability and Auto Insurance. Discussion/Analysis: This Professional Services Agreement formalizes our relationship with Martin-Morris. The Agreement is new this year and is required by the Washington State Staff Recommendation: Motion to approve and accept Professional Service Agreement with  Insurance Commssionersofice. Martin-Morris. Agency, Inc.  Financial Implications: $11,000-budgeted  Attachments A.  Professional Service Agreement  Pageiof2    Legal Review  The following documents are attached and subject to legal review:  Date Reviewedby Legal Counsel  Type ofl Document Agreement  Title of Document  Professional Service Agreement  Page 2of2    PROFESSIONALSERVICE AGREEMENT  Policy Term 2020-2021  I.The Parties. This Service Contract ("Agreement") made December 1, 2020 ("Effective Date"), is Service Provider: Martin-Morris Agency Inc, with an address of 105 Basin Stl NW, PO Box 1000,  by and between:  Ephrata, Washington, 98823 ("Service Provider"),  AND 98823 ("Client"). "Parties."  Client: City of Ephrata, with a mailing address of 121 Alder Street SW, Ephrata, Washington, Service Provider and Client are each referred to herein as a "Party" and, collectively, as the NOW,T THEREFORE, FOR AND IN CONSIDERATION of the mutual promises and agreements contained herein, the Client hires the Service Provider to work under the terms and conditions II. Term. The term of this Agreement shall commence on December 1, 2020. This contract will automatically renew every December Ist unless notice is sent to our office 60 days prior to renewal.  hereby agreed upon by the Parties:  III. The Service. The Service Provider agrees to provide the following:  On-site completion ofinsurance applications Assistance with placing appropriate property valuations Annual claims review with the city between claims adjusters and the city. Represent the city at various CIAW member meetings Storage Tank marketplaces Be available to the city for questions and assistance Serve in the best interest of the city Hereinafter known as the "Service".  Annual renewal negotiations on the city's behalf with vendors such as CIAW and Clear Risk Assistance on claims. Obtaining information and reporting to CIAW. Provide liaison Assist in the placement of any coverage not provided by CIAW. Example: Underground  Service Provider shall provide, while providing the Service, that he shall comply with the policies, standards, and regulations of the Client, including local, State, and Federal laws and to the best of  their abilities.  IV. Payment Amount. The Client agrees to pay the Service Provider:  $11,000 per year for the 2020-2021 term for performing the Service to the Client. This amount may change from year to year and will be outlined in the annual compensation  disclosure form.  Mileage/Travel costs (if applicable): N/A Hereinafter known as the "Payment Amount".  Page I    V. Payment Method. The Client shall pay the Payment Amount when invoiced. Hereinafter known as the "Payment Method". The Payment. Amount and Payment Method VI. Retainer. The Client is not required toj pay a retainer as part of this Agreement. The Compensation shall be paid in accordance with the terms of this Agreement. VII. Responsibility of the Client. To assist the Service Provider in providing services, the Client shall perform the following responsibilities: Communicate promptly regarding insurance related VIII. Confidentiality. Service Provider acknowledges and agrees that all financial and accounting records, lists of property owned by Client, including amounts paid, therefore, client and customer lists, and any other data and information related to the Client's business is confidential ("Confidential Information"). Therefore, except for disclosures required to be made to advance the business of the Client and information which is a matter of public record, Service Provider shall not, during the term of this Agreement or after its termination, disclose any Confidential Information for the benefit of the Service Provider or any other person, except with the prior written consent of the IX. Governing Law. This Agreement shall be governed by and shall be construed in accordance X. Severability. If any term, covenant, condition, or provision of this Agreement is held by ac court of competent jurisdiction to bei invalid, void, or unenforceable, the remainder oft the provisions shall remain in full force and effect and shall in no way be affected, impaired, ori invalidated. XI. Entire Agreement. This Agreement constitutes the entire agreement between the Parties to its subject matter and supersedes all prior contemporaneous agreements, representations, and understandings of the Parties. No supplement, modification, or amendment of this Agreement shall IN WITNESS WHEREOF, the Parties hereto agree to the above terms and have caused this Agreement to be executed in their names by their duly authorized officers.  collectively shall be referred to as "Compensation".  matters.  Client.  with the laws in the State of Washington.  be binding unless executed in writing by all Parties.  Client's Signature Print Name,  Date,  Service Provider's Signature  Date  Print Name.  Page 2