EPHRATA CITY COUNCIL MAYOR BRUCEREIM MAYOR PRO-TEM WILLIAMCOE KATHLEEN. ALISTOI.SARALI MCDONNELL. VALLIMILLARD. MATTMOORT. TONY MORA,MARK WANKE CITY ADMINISTRATOR MIKE WARREN -AGENDA FOR September 15, 2021- ZOOM CALLI IN--DIAL INPHONE NUMBER 1-253-215-8782, follow prompts City of Ephrata Meeting ID: 642-397-7833 7:00 PM REGULAR SESSION 1. Called to Order 2. Roll Call 3. Pledge of Allegiance 4. Recording of Meeting: NO 5. Additions or corrections to published Agenda 1. Anita Waller regarding Animal Control Code 1. Approval of Claim Fund Bills and Checks Issued 2. Approval of Council Minutes: September 01, 2021 4. Approval of Special Event Application: Presentations: II CONSENT AGENDA 3. Set Public Hearing for the Six Year Street Plan: October 6, 2021 at 7:00 p.m. III STAFF.COMMITTEE. & AGENCY REPORTS IV CLOSED RECORD DECISIONS RCWCIAPTERS) 36, OPENPUBIC INMIT NOT PERMITTEDI BILLS: McDonnell, Wanke, Moare PUBLICHEARINGS VI ORDINANCES & RESOLUTION VII ITEMS FOR COUNCIL CONSIDERATION VIII ITEMS FOR COUNCILACTION 1. Accept 2022 Proposed Goals & Objectives 2. Accept Service. Agreement with Empower Retirement 3. Accept Agreement with OIC of Washington 4. Authorize and Accept Cooperative Purchasing Agreement with Sourcewell IX CITY ADMINISTRATOR REPORT BILLS: McDonnell, Wanke, Moore DATE: September 15, 2021 ITEM: Public Presentation SUMMARY I. Request to address Council regarding proposed Code modification toi include regulations and stipulations to the Animal Code pertaining to the feeding/harboring of feral cats; owners responsibility to pick up cat waste; and requiring domestic cats be housed indoors. Ify you have any questions, concerns, or require additional information; please contact me prior to the meeting. REQUEST TO BE ON COUNCIL AGENDA DATE: 9-15-27 NAME: Aul L.lar d heishlars ADDRESS: 3s P S+ AE ESTIMATED TIME OF PRESENTATION: S-16 DESCRIBE SUBJECT YOU WISH TO DISCUSS: Degust chauges 6o cit, ordi ualice ocirhg Ocoher cleancep a dag aud Lorse Lacke hiuclle Cat Washei Begucst orénauce Launtg Ae husig awlcaedag A feral Caks Begucst orhiauce reguirhg donheck 4 Ge housed 7h dars Reurul cik, - Fesidenss A ordinatce Lhoh Ymi cach Laselald ho hreecs) pels. SIGNATURE: CERL Note: Please attach any information you wish to be distributed to council and staff. received 9-10-21 September 2021 To: Ephrata City Council Leslie Trachsler City Clerk Iwas excited to purchase my home on F Street in March of 2020. It was perfect for my dogs and I. At72, it was to be our lifetime sanctuary. Iti is fully fenced, raised garden beds, lovely large patio with a casita and a paved alley space. All wonderful features in a wonderful town. My expectation was for a peaceful tranquil lifestyle. Unfortunately, this was not to be. Trouble. and chaos descended on my new home and property within a week of moving in. Unbeknownst to me, my little alley was inhabited my a community of feral cats. They were active 24/7.. At one point Icounted 35 roaming the alley within 15 minutes of counting. Cat screams pierced my solitude all day and night. They scaled my fence pooped in my raised vegetable beds and sprayed my patio furniture cushions daily. Of course, my dogs barked in Itried all the natural and commercial deterrents available in the marketplace to stop the cat invasion. Essential oils, vinegar, ultrasonic devices had no affect. Ispent hours and hundreds of dollars trying tol handle this problem myself. Finaily! I called the city. No help was forthcoming. Thenlcalled the police and it was suggested Itrap them and release them into the wild. Wrong! At my agea and physical challenges that was impossible. Not to mention putting a caged feral cats, likely fiea ridden and diseased, in my car was an outrageous suggestion. I contacted almost every agency statewide and no help was available. Frustrated, sleep Truthfully, lcould not understand how our small community could ignore this obvious problem that was negatively impacted it's citizens. Iknew I was not alone in my frustration as my istrongly suggest the council take affirmative action to address this problem now. Al law strengthened by fines might prove effective. Cats should not be allowed to roam outside their property. Feeding feral cats should not be allowed and strongly penalized. Simply spaying Feral Ithank the council for listening to my concerns. Ibelieve that our community will once again be the peaceful and tranquil place I believed it to be once the feral cat menace is solved. response to this invasion. My patio stunk from cat urine. deprived and depressed does not adequately describe howl felt. neighbors were all experiencing similar problems. and releasing them is not solving the community cat problem. Again, thank you for your consideration. Concerned citizen RlhyEYhyw Barkal Shelley E Myers Bethel 78FStNE Ephrata, WA. 98823 Gonefshinagaln@mac.com CITY COUNCIL MINUTES September 01, 2021 City Council of the City of Ephrata, Grant County Washington met in regular session on September 01, 2021. The meeting was called to order at 7:00 p.m. by Mayor This meeting is also available remotely by phone using the ZOOM call in number and Members Present: Mayor Bruce Reim, Mayor Pro Tem William Coe, Council Bruce Reim. City meeting ID. members Mark Wanke, Matt Moore, Valli Millard, Sarah City Administrator Mike Warren, City Attorney Anna Franz, Public Works Director Bill Sangster, Community Development Director Dan Leavitt, Police Chief Kurt Adkinson, and City McDonnell, and Kathleen Allstot Staff Present: Clerk/Finance Director Leslie Trachsler Motion to excuse Council member Mora. (m/s McDonnell/Allstot) Motion carried. Pledge of Allegiance was said. No public signed up to speak. This meeting is not being recorded. Agenda: There were no additions or corrections to the agenda. Presentations: None Consent Agenda: Motion was made to approve consent agenda. (m/s Allstot/McDonnell) Motion carried. Items on the consent agenda are as follows: Claim #93838 through #93888 in the amount of $425,107.25 Claim #93814 through #93816 in the amount of $676.01 Claim #93835 through #93837 ini the amount of $3,144.69 VOIDED Claim #93803 in the amount of ($11,275.02) Payroll Check #469961 through #47058 in the amount of $78,167.86 Payroll Claim #93817 through #93834 in the amount of $238,794.86 Payroll Direct Debit in the amount of $5,875.00 Payroll Direct Deposit in the amount of $184,953.74 Minutes of the August 18, 2021 Council meeting Special Event Applications: Tiger Booster's "Hall of Fame" Banquet, Sept 11, 2021, Grant County Court House Lawn, 4:30 p.m. to 10:00 p.m. Resolution 21-009 Granting Easement tol PUD: Director Leavitt advised Council that this easement is for the construction, reconstruction, operation, patrol and maintenance of an overhead electrical distribution line and will be of benefit to the adjacent property owners. Proposed easement is on property located on the top of Beezley Hill and is 10' wide x 34.8' long or 348 square feet. An analysis of the value of the easement was conducted and determined to be $0.055/square foot. Lumen Technologies has offered a Motion to approve and authorize Resolution 21-009 Granting an Easement to Public Utility District No 2 of Grant County. (m/s Millard/Wanke) Will Coe abstained, motion 2022 Budget Schedule and Proposed Goals & Objectives: Director Trachsler reported that the Budget schedule follows the time line established by RCW. Worksheets were distributed to department heads today and are due back the 22nd of September. Trachsler asked Council to review the proposed 2022 Goals & Objectives, which are similar to previous years, and let her know ift they have any modifications or changes. Accept Donation from American Legion for Flagpole at Ephrata Cemetery: Administrator Warren advised Council that the American Legion Post and Unit 28 would like to donate a 25' Aluminum Flagpole with internal halyard to be placed at the Ephrata Cemetery podium. This would replace the current flagpole which has an external halyard Motion to accept donation from American Legion for a Flagpole at Ephrata Cemetery. Approval of] Final Plat for Sunwest Park #2 Phase 1 Major Plat: Director Leavitt gave al brief staff report. The proposed final plat is located east of Sunwest Drive and Grant Drive NE. Approval of the plat allows for its filing with the County Auditor completing the division of aj portion of the property into 34 residential lots. Required plat improvements are currently under construction and not yet complete. Ephrata Municipal Code 18.04.715.D, allows the developer to submit the final plat for approval with: a performance bond equal to 150% of the estimated cost of the required improvements. The developer has submitted such bond which has been accepted by the city to guarantee one-time fee of $750.00. carried. system. This donation comes with installation included. (m/s Wanke/Moore) Motion carried. the required improvements will be constructed. Motion to approve and accept Final Plan for Sunwest Park #2 Phase 11 Major Plat. (m/s Moore/Millard) Council asked about parks/open space requirements and was advised that those discussions take place during the preliminary platting process. Motion carried. City Administrator Report: None at this time. There being no further business meeting adjourned at 7:12 p.m. Bruce Reim, Mayor ATTEST: Leslie Trachsler, City Clerk CITYOF EPHRATA STAFF REPORT To: From: Date: Mayor and City Council Mike Warren, City Manager Bill Sangster 9/8/2021 Proceeding Type: Council Action Subject: Setal Public Hearing for Acceptance of the Updated Six-Year Street Plan (2022-2027) Legislative History: Sept 15th, 2021 N/A Council Approval First Presentation: Second Presentation: Requested. Action: Staff Report Summary: The City is required to Update the Six-Year Street Plan. The WSDOT requires that all project funded by State Funds be listed on the Six-Year Street Plan. We need to set al Public Hearing to allow for public impute prior to passage ofa a The Six-Year Street Plan as presented, represent the best guess as toi the timing of the listed Projects. However, certain projects may be delayed or accelerated based on funding opportunities. Also, if there is a Project that becomes more critical, it may move up in priority. Once approved this Plan will be added into the WSDOT Plan Resolution for the Plan. Discussion/Analysis: Staff Recommendation: Motion to Set al Public Hearing on October 6th, for the Six- Year Street Plan. Financial Implications: $0 Pageiof2 Attachments A. B. Six-Year Street Plan Legal Review The following documents are attached and subject tol legal review: Date Reviewed byLegal Counsel N/A Type of Document Title of Document Page 2of2 Six Year Transportation Improvement Program From 2022 to 2027. 2022 1. Pulverize and Pave Project - includes 1st NE: and 2nd NE and Peachtree Dr. from 2. Dodson Road Overlay - from Rd 14 NW to South City limits. Asphalt overlay of1 3. Nat Washington Way Overlay - Planning and Paving from the Railroad tracks to Railroad Ave. to the cul de sac. $400,000 (TBD) mile of Dodson Road. $400,000 (TBD) 3rdSE. $750,000 (TIB Applied for) 2023 1. Street Preservation Project- Pulverize and repave all Streets between CStand Basin Street project. All avenues and streets that were missed during City-Wide 2. Cherry Blossom Dr. Reconstruction - from Peachtree to railroad Ave. Will Water Project. $300,000 (TBD) include Crack-filling and Chip Seal. $150,000. (TBD) 2024 1. Grandview Heights Storm Drain Project - On Patrick, Bell, Strand, and Canal. Tosolve storm drainage problems in the Grandview Heights area. $100,000(TBD) 2. 3rd Ave NW Reconstruction - from GS St NW to FStN NW. Reconstruct existing Gravel Roadway to City standards- - Curbing, Sidewalks and Asphalt paving. $250,000(TBD) 2024 1. Beezley Hill Trail - from 18th Ave W to 1st Ave NW. Construct a multi-use Trail located in the foothills along the Western border of the City of Ephrata. $260,000 2. Peach Tree Drive Extension - from City property line to Dodson Road. Complete Peach Tree Drive to City Standards. $530,000 (Sewer and Water or PWTF) 2025 1. Canal and Strand Rd. Reconstruction - from Bell Rd. to Northline Road. Reconstruction of Roadways to include Curbs, sidewalks and asphalt paving. 2. 9th Avenue Reconstruction - from D street SE to Hilltop Drive. Reconstruct the current gravel Roadway to currentstandards, including curb, gutter, sidewalk and 51,000,000(TBD) asphalt paving. $130,000(TBD) 2026 1. Nat Washington Way Extension - from SR 282 to Dodson Rd. Build an extension ofNat Washington Way. A4 Lane roadway built to City Standards. $2,000,000 2. Railroad Avenue Reconstruction - From Peach Tree Drive to South City Limits. Street Reconstruction - Curbs, sidewalks and asphalt paving. Possibly moving 3. DStreet SW Reconstruction - from 14th SW to 15thSW. Reconstruct existing Gravel Roadway to City Standards - Curbing, sidewalks and asphalt paving. (PWTF) water main to within the ROW. $500,00(TBD) $100,000 2027 1. Railroad Crossing. Build new railroad crossing to South end of the City of 2. Alder Street Signalization - from 5t Ave SW to SR28. Add signals along Alder Street at Division and Nat Washington way and add an acceleration/merge lane at Ephrata. $500,00 SR: 28 to complete Truck Bypass Route. $940,000(TIB) DATE: September 10, 2021 Department: City Clerk/Finance Past Activity Continue to support other departments and commissions Working with Mayor/Administrator on COVID-19 related issues Complete forms for State Capital Budget Grant award for Library Continue work on drafting/documenting Cost Allocation Published RFQ for Accounting Software Reviewed Service Agreement with Empower Retirement Worked with Fire Chiefon Cooperative Purchasing Agreement Monthly duties as assigned and ERC renovations Grant Co Landfill Procedures with Sourcewell Normal monthly duties Monthly Balancing of all financial transactions Prepare and submit monthly tax reports Monitor revenues/expenses oft the City Monitor Budget Attend all Council Meetings Initiate Legal Publications as required Provide and monitor requests for Public Records Monitor Records retention/lestruction. Address Human Resource issues Support staffi in their daily operations Support City Administrator Monthly Civil Service Commission meeting Attend LEOFFIDisabiliy Board monthly meetings Review Qualification for Accounting Software and schedule on- Waiting on signed Lease Agreement with Chamber of Commerce Waiting for documents to complete preliminary process for State Capital Budget Grants forl Library and ERC projects Prepare Renewal Application for 2021-2022 Insurance Coverage Future Activity site demo's Continue work on 2022 Budget for office space for CIAW Monitoring closely Cover for employee vacations. Budget Concerns Other Issues Staffi is preparing for the lifting of the moratorium on the dis- connection of delinquent utility accounts which expires September 30,2021. Numerous letters have beens sent to delinquent account holders letting them know what resources are available. City Council Report Parks and Recreation EPHRATA PAST ACTIVITY: 1. Parks Commission: September 2021 9, PARKS RECREATION & a. August meeting No meeting held 2. Recreation/Communiy Programming: a. Planning fall programs and activities b. Exploring options for alternative gym space Provide administrative support for Department d. Developing 2021 budget a. Mowing and maintenance 4. Public Relations/Tourism: 3. Parks: a. Attend Chamber ofCommerce Board meeting b. Reviewed tourism expenses for reimbursement a. Hall of Fame Banquet September 11, 2021 a. Developing fall programs and activities b. Assisting front counter utilities customers Updating parks and recreation page on web site a. Closed and winterized swimming pool Held 4th annual Paws in the Pool event Prepare final payroll for Splash Zone 5. Special Events: 6. Recreation Supervisor: 7. Splash Zone: FUTURE GOALS/ACTIVITY: 1. Continuing administration of current and new programs 2. Continuing to work with and support various community groups 3. Develop new recreation programs and activities 4. Develop aj park reservation system 5. Develop tree replacement program () City of Ephrata Department of Planning and Building Permits Issue Aug. 2021 Issue Date Owner Permit Parcel Contractor Location Work Done Valuation Structures 460 Alder repair Christ Manori Homes 368 Strand Alderbrook Homes Good Built homes Fee (less State Fee) Brian& Cindi Big Dog Church of Jesus Church of. Jesus 1301 building 20-221 130456000 8/13/2021 Rang 21-148 130538020 8/30/2021 Christ 21-159 141117000 8/20/2021 Noah Peterson LLC 21-173 140124775 8/27/2021 Homes 21-180 140124767 8/23/2021 Homes $ $ 14,000.00 $ 10,000.00 $ $ 300,000.00 $ $ 400,000.00 $ $ 239,530.16 $ $ 13,261.37 $ $ 1,500.00 $ $ $ $ 4,000.00 $ $ 11,490.84 $ 10,000.00 $ $ 2,000.00 $ $ 300,000.00 $ $ 261,598.36 $ 9 239,455.62 $ $ 239,455.62 $ $ 1,000.00 $ $ $ 18,300.00 $ $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 1,500.00 $ 9,513.19 $ 9,000.00 $ 13,000.00 $ $ 2,101,605.16 $ 348.25 59.30 7,328.22 7,043.91 5,957.95 12.10 12.10 142.00 70.05 82.68 50.00 5,957.19 6,221.33 5,957.19 5,957.19 59.30 2,322.00 59.30 12.10 29.90 73.75 12.10 70.05 59.30 59.30 47,956.56 Division ReRoof Rd. 11076thNE SFR 907 SthN NE SFR 1551 Nat DEMO Gas 4571 1st Ave SFR Alderbrook Good Built 21-185 141056000 8/13/2021 Bill Rhoades ABCF Fencing 481 Patrick Fence 21-188 31199900 8/4/2021 Matt Moore Matt Moore 1460Leslie Fence 131586527;4 21-189 806418 8/5/2021 Tesoro Jo Hall Const. Wash Station TI 21-190 140971000 8/13/2021 Ahrend Eight LLC Leslie Ramsden NW 21-191 131304000 8/5/2021 Charles. Jensen Basin Refrig. 135ENE HVAC 21-192 131586013 8/9/2021 Patricia McAfee Lakoduk Const. 239GSE Patio Cover $ 21-193 130782000 8/13/2021 Mike Mutzer Mike Mutzer 238 DSW Curb Good Built Good Built Good Built Good Built Good Built homes Good Built homes Good Built homes Good Built homes Jr Home Builders K's K's WalMart 21-196 140124711 8/30/2021 Homes 21-197 140124756 8/24/2021 Homes 21-198 140124757 8/25/2021 Homes 21-200 140124765 8/25/2021 Homes 21-202 140220000 8/16/2021 Jeff Long 21-203 140601000 8/16/2021 Blair Fuglie 21-204 130109000 8/16/2021 Honn 1011 7thNE SFR 906 6th NE SFR 9106th NE SFR 9135thNE SFR 1226ASE ReRoof Irrigation Landscaping 724DSW Meter Royal Roofing 1505CSW ReRoof $ Jeanette & Scott 21-205 140132003 8/17/2021 Jason Smith Landscaping 1219ASE Fence 1339 Nat Temp. WaWay Storage $ 21-206 131586525 8/20/2021 WalMart 21-207 140124530 8/24/2021 Thompson 21-210 140795000 8/25/2021 Sherwood Matthew & Lindsay Covered Brian Schoo 807 SthNE Porch $ $ $ 21-209 311407000 8/23/2021 Nathan Wash Nathan Wash 979 Hilltop Fence Stephanie 540 Parkway 1249 Sage Basin Refrig. Blvd HVAC ReRoof $ 21-212 131454000 8/30/2021 Art Bornong Brian Schoo 246HNE ReRoof $ 21-214 141234004 8/31/2021 Paul Maedke Paul Maedke Rd DATE: September 15, 2021 ITEM: Items for Council Action SUMMARY . There were no additions or amendments to the proposed 2022 Goals and Objectives 2. The City offers al Deferred Compensation Plan fori its employees to participate in if they sO choose. The City's Plan with Hartford/MassMutual has been acquired by Empower Retirement. Empower is requesting an updated Service Agreement under 3. OIC of Washington has received funding to assist households with their delinquent utility bills. This Agreement defines the roles of both parties and formalizes the 4. Sourcewell is a governmental organization which provides cooperative purchasing solutions across the nation. This request is for ai no-fee, no-obligation membership. presented on September 1*. their name which outlines the key services they provide. relationship. 1. N/A 2. N/A 3. N/A 4. N/A BUDGETIMPACTS Staff recommends acceptance and approval of all Items. Motion t0 Authorize, Confirm, or Approve and Accept All ltems. ENABLING ACTIONS Ifyou have any questions, concerns, or require additional information; please contact me prior 10 the meeting. GVEVRV CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Administrator Leslie Trachsler, Finance Director September 15, 2021 Council Action To: From: Date: Proceeding Type: Subject: Proposed 2022 Goals and Objectives Legislative History: September 15, 2021 Council Motion First Presentation: Second Presentation: Requested. Action: Staff Report Summary: There were no amendments to the proposed 2022 Goals and Objectives. Discussion/Analyss: presented. Staff Recommendation: Council accept and approve the 2022 Goals and Objectives as Financial Implications: None Attachments A. City of Ephrata Mission! Statement Pagelof1 CITY OF EPHRATA MISSION STATEMENT MOTTO MISSION We Exist to Serve Our mission is to build the finest community, with the highest quality of life, in Central Washington. CORE VALUES Service to build a Safe City Service to build a high Quality of Life Service to build Responsive Government Service that builds Courage in Leadership Service to build Recreation for All Ages Service that builds Fiscal Conservatism Service that builds Innovation Service that builds an Inclusive Community 1) City to lead by example 2) Improve our Beauty and Appearance 3) Improve Recreation Programs for all 4) Update and Improve Infrastructure 5) Aggressively Market Ephrata LONG RANGE GOALS 6) Build facilities only when they can be maintained and "done right" 2021 OBJECTIVES 1. Continue to Improve Public Safety 3. Continue to Slowly Grow Reserves to Targets 2. Improve Public' Works Response and Improve Quality at Facilities 4. Continue to Hire the Best and Most Qualified Individuals for Long- 5. Continue to Reward and Promote Efficiency in all Departments 1. Continue to improve/Maintain Public Safety 2. Continue to Provide/improve Customer Service and Community Outreach Programs 3. Continue to Improve Quality of Faclites/nfrastructure 4. Maintain Reserve Target in General Fund while Saving for Future Facility Needs 5. Plan and Prepare for Potential Retirements including Hiring Qualified Individuals for Long-Term Employment 6. Continue to Promote Efficiency and Team-Building in all Departments Term Employment 2022 OBJECTIVES CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Administrator Leslie Trachsler, Finance Director September 15, 2021 Council Action To: From: Date: Proceeding Type: Subject: Service Agreement with Empower Retirement Legislative History: September 15, 2021 N/A First Presentation: Second Presentation: Requested Action: Council Motion Authorizing Execution Staff Report Summary: Empower Retirement has acquired the retirement business of Massachusetts Mutual Life Insurance Co. (MassMutual). The City has al long-standing agreement with MassMutual to administer the City's 457 (b) Deferred Compensation Plan which was part of Discussion/Analysis: This Agreement outlines all the key services and features for the ongoing operation and administration of the City's Plan. The original terms and conditions of the Plan Document established in 1988 with Hartiord/Mas.Mutual remain unchanged with the transition Staff Recommendation: Council motion to authorize Administration to execute Service Agreement with Empower Retirement fort the City's 457 (b) Deferred Compensation Plan. Financial Implications: None. Any fees assessed are the responsibility of the plan participants. the acquisition. to Empower Retirement. Attachments A. Email from Thomas Gerweck, Client Service Manager with Empower Retirement Pagelof2 Legal Review Thei following documents were reviewed byl legal counsel: Date Reviewed by Legal Counsel Type of Document Title of Document Administrative Services Agreement Page 2of2 Leslie Trachsler From: Sent: To: Cc: Subject: Retirement Plan Services2, Group Annuities Government RetirementPansemiesz empower-ctrmentom Thursday, September 9, 20219:46AM Leslie Trachsler oD.ybDert@edwar/ones.com City Of Ephrata Deferred Compensation Plan 109107 CAUTION: External Email Good afternoon, The Service Agreement that you received, asking for your e-signature, is an update/addenda to the existing Administrative Service Agreement that your plan had with MassMutual. Iti is only related to the services that Empower will provide to your plan and does not have any changes to your current investment lineup or plan design/document. Please let me knowi ify you have any questions or concerns. Thomas Gerweck I Client Service Manager Empower Retirement Advisory Services 100 Bright Meadow Blvd] Enfield, CT 06082 empomer-relremenicom 800-637-6444 ext 59432 I 877-526-2531 fax retrementplanservics2eempowerretirement.com Fori important disclosures and product information, click here. Fori important disclosures and product information, click ntps/docs.empowerretremenlcomDsisclosures/ER.pd: EMPOWER RETIREMENT The information contained int this message and any accompanying atlachments may contain privileged, private and/or confidentiall information protected by state andi federal law. Penalties may bea assessed for unauthorized use and/or disclosure. This message and any attachments arei intended for the designated recipient This e-mail transmission: and any attachments arel believed tot have been sent free of anyy virus or other defect that might alfecta any computer systemi into whichit isr received and opened. Itis, however, ther recipient's responsibilityt toe ensure that thee e-mailt transmission. and any attachments are virus free, and the sender only. lfy yout have received this information ine error, pleaser notify the sender immediately and return or destroy the information, accepts nor responsibility fora any damage that mayi ina any way arise from their use. CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Administrator Leslie Trachsler, Finance Director September 15, 2021 Council Action To: From: Date: Proceeding Type: Subject: Agreement with OIC of Washington Legislative History: September 15, 2021 N/A First Presentation: Second Presentation: Requested Action: Council Motion Authorizing Execution Staff Report Summary: This Agreement establishes roles and responsibilities between the City Discussion/Analysis: OIC Energy Assistance is offering a Water Assistance Program which is designed to assist households with past due water bills and could assist up to $2,500. This agreement defines the conditions that the Cityr must agree toi in order for OIC to make assistance payments on behalf of eligible households to the City. With the lifting of the Governor's moratorium effective September 30th, there are a number of utility accounts that will be facing disconnection. This provides an additional resource for customers to contact for help in paying Staff Recommendation: Council motion to authorize Administration to execute Agreement with Financial Implications: Only positive and could have huge impact for certain households. and OIC fora assistance with delinquent utility accounts. their delinquent bills. OICof Washington. Attachments A. Vendor Agreement with OICO ofWashington Page 1of2 Legal Review The following documents are attached and subject to legal review: Date Reviewed! by Legal Counsel Type of Document Title of Document Vendor Agreement Page 2of2 VENDOR AGREEMENT This agreement, dated as of October 1,2021 through September 30, 2022, is entered into by and between_OIC of Washington, (Agency), and City of Ephrata, a supplier of home water and/or waste water, (Vendor). PURPOSE Public Law No: 116-260 signed on December 27, 2020, included funding with instructions for the Administration for Children and Families (ACF) within the U.S. Department of Health and Human Services (HHS) to carry out grants to assist low-income households, particularly those with the lowest incomes, that pay a high proportion of household income for drinking water and wastewater serviçes, by providing funds to owners or operators of public water systems or treatment works to reduce arrearages of and rates charged to such households for such services. This act requires that certain assurances be satisfied before assistance payments are made, on behalf of eligible individuals, to suppliers of drinking water and wastewater. This agreement defines the conditions that the Vendor must agree to sO that the Agency can make assistance payments to the Vendor on behalf of eligible households. AGENCY RESPONSIBIEITIES The Agency shall: 1. Accept and review client applications and determine eligibility of households for 2. Follow procedures that minimize the time elapsing between the receipt of funds and their 3. Make payments in a timely manner to the vendor on behalf of eligible households for the 4. Follow sound fiscal management policies, including, but not limited to segregation of 5. Notify customer and/or vendor of the customer's eligibility and total benefit amount. 6. Incorporate policies that assure the confidentiality of eligible household's usage, balance, 7. Upon request from vendor, provide a statement verifying income of an eligible household for the sole purpose of determining moratorium eligibility, within the statutory guidelines payments. disbursement to vendor. term of this agreement. funds from other operating funds of the agency. and payments. ofconfidentiality. WATER VENDOR RESPONSIBILITIES The Vendor shall: 1. Immediately apply the benefit payment to customer's current/past due bill, deposit/reconnect requirements, or arrearages to eliminate the amount owed by the customer and agree to maintain service to customer for a period of 30 days. 2. Notify the customer of the amount of benefit payment applied to the customer's billing. 4. Maintain records for four (4) years from the date of this agreement, or long if the vendor isr notified that a fiscal audit for a specific program year is unresolved. 3. Keep customer records confidential. 5. Not treat adversely, or discriminate against any household that receives assistance payments, either in the cost of the goods supplied or the services provided. 6. Upon request of the agency, provide eligible customer's consumption history and account balance for the sole purpose of determining customer benefit. 7. Comply with the provisions oft the state law regarding disconnects and pertinent provisions of the Washington Administrative Code related to moratorium, if governed by 8. Make records available for review by authorized staff of the agency and Washington State Department of Commerce and the U.S. Department of Health and Human Services. that ruling. REQUIRED RECORDS FOR AUDIT PURPOSES The vendor will keep records showing the following: 2. Amount of assistance to each household. 1. Name and address of households who received assistance payments. 3. Source of payment. OTHER PROVISIONS Term of Agreement Termination This agreement is effective from the date of execution. This agreement may be terminated by either party with a thirty (30) day written notice to the other party. Termination shall not extinguish authorized obligations incurred during the term of the agreement. If funding is withdrawn, reduced, or eliminated by Commerce, the agency has the right to terminate this agreement immediately. Assignment of Agreement Neither party may assign the agreement or any of the rights, benefits and remedies conferred upon it by this agreement to a third party without the prior written consent of the other party, The vendor and the agency do hereby agree to the conditions set forth in this agreement. which consent shall not be unreasonably withheld. Agency Vendor Signature Steve Mitchell Printed Name CEO Title OICofWashington Name of Company Date Signature Bruce Reim Printed Name Mayor Title Cityof Ephrata Name of Company Date E R CITy OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Administrator JeremyBurns September 9, 2021 Items for Council Action Sourcewell Interlocal Agreement Legislative History: September 15, 2021 To: From: Date: Proceeding Type: Subject: First Presentation: Second Presentation: Requested/ Action: Staff Report Summary Sourcewell is a government organization providing cooperative purchasing solutions across the United States and Canada to over 50,000 public-agency Discussion/Analysis Using a Sourcewell cooperative purchasing contract, we can purchase our new bunker gear ensembles with money received from the Paul Lauzier grant. New protective gear is proprietary, using the contract will allow for more expedient purchasing timeline. This is members. Membership is free with no obligation to purchase. allowed per RCW3 39.34 Staff Recommendation Council Approval Financial Implications None Attachments A. Sourcewell Agreement, ILA Page 1of2 Legal Review The following documents are attached and subject to legal review: Date Reviewedby Legal Counsel 9-8-2021 Type of Document Title of Document Sourcewell, Agreement Page 2of2 Sourcewell 5 Formerly NJPA SOURCEWELL AGREEMENT This Agreement, made effective on the date hereof, by and between Sourcewell (formerlyl known as National. Joint Powers Alliance) and City of Ephrata (hereinafter referred to ast the' "Member"). Agreement 1. Sourcewell, a public entity whose creation was authorized by Minn. Stat. $123A.21, hasi followed procurement procedures for products and services offered by this Agreement in accordance with Minn. Stat. $471.345. Sourcewell isp permitted to engagei in cooperative purchasing pursuant tol Minn. Stat. $1 123A.21 Subd. 7(23). 2. Itist the: sole responsibility of each Member to follow state and local procurement statutes andi rules asi it pertains to cooperative purchasing orj joint power Agreements with in-state or out- of state public agencies. 3. Sourcewell makes cooperative purchasing contracts available tol Members "as is," andi is under no obligation to revise thet terms, conditions, scope, price, and/or any other conditions oft the contract for thel benefit oft the Member. Members are permitted to negotiate and agree to additional terms and conditions with Vendors directly. 4. Each party shall be responsible fori its acts and the results thereof, to the extent authorized byl law, and will not be responsible for the acts of the other party and ther results thereof. Thel Member will be responsiblet for all aspects of its purchase, including orderingi its goods and/or services, inspecting and accepting theg goods and/or services, and 5. The use of each contract by the Member willa adhere toi the terms and conditions oft the Sourcewell contract. 6. Any dispute which may arise between the Member and the Vendor are tol be resolved between the Member and the 7. This Agreement incorporates all Agreements, covenants and understandings between Sourcewell and thel Member. No prior Agreement or understanding, verbal or otherwise, byt thep parties or their agents, shall be valid or enforceable unless embodied in this Agreement. This Agreement: shallr not be altered, changed or amended except by paying the Vendor who willl have directly billed the Member placing the order. Vendor. written amendment executed by both parties. Member Name By Its TITLE DATE Rev.5/2018 Sourcewell TITLE DATE 2021 12th Street NE I PO. Box: 219 I Staples, MNS 56479 888- 894- 1930 I www.sourewel-mgow Sourcewell Formerly NJPA MEMBER INFORMATION Organization Name* Address* City Indicate ana address tov whicho correspondence mayl bec delivered. City of Ephrata 121 Alder Street SW Ephrata, WA USA State/Province Code Country ZIP code*_ 98823 Employer Identification Number 91-6001426 www.ephrata.org Jeremy Burns Fire Chief Website Contact person* (First, Last) Job1 Title* Job Role* E-mail* Phone* Organization Type: Government Federal State County X Municipality Tribal Township Special District Education Pre- K Public K-12 Private K-12 Public Higher Ed Private Higher Ed Officer in Charge of Fire Department burnseephrata.org 509-754-4666 20212th: Street NE I P.O. Box: 219 I Staples, MNS 56479 888-894-1930 wwwsourewellmngow Sourcewell Formerly NJPA Non-Profit (Please include documentation demonstrating non-profit status) Church Medical Facility Other REFERREDBY Advertisement Colleague/Friend Vendor Representative Conference/Trade Show_ Search Engine/Web! Search RETURN COMPLETED AGREEMENTTO: Sourcewell 2021 12thStreet NE P.O. Box 219 Staples, MN 56479 877-585-9706 membership@sourcewel-mn.goy *Denotes required information 2021 12th Street NE I P.O. Box: 219 I Staples, MN5 56479 888-894-1930 www.sourcewellw mn gov