EPHRATA CITY COUNCIL  MAYOR BRUCEREIM  MAYOR PRO-TEMWILLIAMCOE  KATHLEEN MSTOI.SARAIT NICDONNTLL, VALLINILLAKD.  MATTMOORE. TONY MORA.MARK WANKE CITY ADMINISTRATOR MIKE WARREN  -AGENDA FOR NOVEMBER 17, 2021-  IN-PERSON OR ZOOM CALL IN DIAL INI PHONE NUMBER 1-253-215-8782, follow prompts City of Ephrata Meeting ID: 642-397-7833  7:00 PM  REGULARS SESSION 1. Called to Order 2. Roll Call 3. Pledge of Allegiance 4. Recording of] Meeting: YES 5. Additions or corrections to published Agenda Presentations:  II  CONSENT AGENDA  1. Approval of Claim Fund Bills and Checks Issued 2. Approval of Council Minutes: November 3, 2021 3. Approval of Special Event Application:  III STAFF, COMMITTEE, & AGENCY REPORTS  BILLS: Allstot, McDonnell, Wanke    IV CLOSED RECORDI DECISIONS RCWCIAPTERSS 36. 42: OPENPIHLICT INPIT NOTF PERMITTED!  V  PUBLIC HEARINGS  1. Ordinance 21-15- City of Ephrata 2022 Budget  2. Resolution 21-013 - Request to vacate a portion of a public utility easement  VI ORDINANCES & RESOLUTION  1. Resolution 21-013-E Request to vacate a portion of aj public utility easement  VII ITEMS FOR COUNCIL CONSIDERATION 1. Park Fees Fee in lieu of land dedication  VIII ITEMS FOR COUNCIL ACTION  1. Acceptance of the Division Street Overlay Project 2. Acceptance of the 5th,6th & Hilltop Improvement Project  3. Amendment to DOH Contract  IX CITY ADMINISTRATOR REPORT  BILLS: Allstot, McDonnell, Wanke    CITY COUNCIL MINUTES  November 03, 2021  City Council of the City of Ephrata, Grant County Washington met in regular session on November 03, 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, Council members Mark Wanke, Matt Moore,  Bruce.  City meeting ID.  Sarah McDonnell, Valli Millard, Tony Mora and Kathleen Allstot City Administrator Mike Warren, City Attorney Anna Franz, Public Works Director Bill Sangster, Community Development Director Dan Leavitt, Police Chief Kurt Adkinson, Police Records Official Heather Rhoades and City Clerk/Finance Director Leslie  Staff Present:  Trachsler  Motion to excuse Mayor Pro Tem Coe. (m/s Mora/Moore) Motion carried.  Pledge of Allegiance was said. No public signed up to speak.  Agenda: The presentation from the EDC will be at a later date.  Presentations: Ephrata School District Superintendent Tim Payne updated Council on education, the status of opening schools again for afterhours programs, COVID testing requirements for athletes, and progress on the construction and design of school facilities.  Council discussion and questions ensued. Moore/McDonnell) Motion carried. Items on the consent agenda are as follows:  Consent Agenda: Motion was made to approve consent agenda. (m/s  Claims #94122 through #94163 in the amount of $694,901.33 Payroll Check #47121 throught #47134 in the amount of $32,274.29    Payroll Claims #94097 through #94114 in the amount of $232,042.86 Payroll Direct Debit in the amount of $5,875.00 Payroll Direct Deposits in the amount of $188,809.28 Claims #94093 through #94096 in the amount of $485.90 Claims #94115 through #94121 in the amount of $2,825.80 Minutes of the October 20, 2021 Council meeting  Special Event Applications:  Miracle on Main Street/Jingle Bell Fun Run and Parade - December 11, Set Public Hearing on 2022 Proposed Budget - November 17th and December !s, Set Public Hearing on Request to. Abandon Easement - November 17, 2021 at  2021 2021 at 7:00 p.m. 7:00 p.m.  Public Hearing on Ordinance 21-07 - Ad Valorem Taxes: Mayor Reim opened public hearing at 7:19 p.m. Director Trachsler advised Council that as part of the budget process, Council is required to hold a Public Hearing on the revenues projected to be raised by Ad' Valorem Taxes levied on real and personal property. The City is allowed by law toi increase the revenues received from Ad Valorem Taxes by 1% from the previous year's actual levy amount. This 1% is exclusive of additional revenues resulting from new construction and annexations. For 2022, the estimated 1% increase is There being no public comment, Mayor Reim closed public hearing at 7:20 p.m. Ordinance 21-07 = Ad Valorem Taxes: Motion to approve and accept Ordinance 21-07 fixing the amount of revenues to be raised by Ad Valorem Taxes for the 2022 Budget  $13,374.00.  year. (m/s Millard/Mora) Motion carried.  Animal Control Ordinances: Police Evidence Official Heather Rhoades addressed Council regarding updates to the Ephrata Municipal Code Title 8 entitled "Animals". This has been a three year process working with the City Attorney to develop a current and more effective Animal Code. Some of the changes included are:  Expanded potentially dangerous and dangerous dog stipulations and Household pet limits updated to allow 3 chickens in addition to 3 Update stray hold times/repeat impound protocols Livestock chapter to reflect and be consistent with Title 19 Zoning Breakdown categories into their own chapter tol be more user friendly  regulation dogs/cats  Council discussion ensued.    Ordinance 21-08 Animal Control - Definitions: Motion to approve and accept Ordinance 21-08 adopting a new Chapter 8.02 titled "Definitions" of the Ephrata  Municipal Code. (m/s McDonnell/Allstot) Motion carried.  Ordinance 21-09 Animal Control - Licensing Requirements: Motion to approve and accept Ordinance 21-09 repealing Chapter 8.05 titled "Animal Control" and adopting a new Chapter 8.04 titled "License Requirements". (m/s Moore/Wanke) Motion carried. Ordinance 21-10 Animal Control - Impounds: Motion to approve and accept Ordinance 21-10 adopting a new Chapter 8.061 titled Impounds". (m/s Mora/Moore) Ordinance 21-11 Animal Control - Dangerous Dogs and Potentially Dangerous Dogs: Motion to approve and accept Ordinance 21-11 adopting a new Chapter 8.08 titled Dangerous Dogs and Potentially Dangerous Dogs". (m/s Wanke/McDonnell) Motion Ordinance 21-12 Animal Control - Miscellaneous Animal Control: Motion to approve and accept Ordinance 21-12 adopting a new Chapter 8.10titled "Miscellaneous Ordinance 21-13. Animal Control - Livestock: Motion to approve and accept Ordinance 21-13 adopting a new Chapter 8.12 titled "Livestock". (m/s Moore/Millard) Ordinance 21-14 Animal Control - Penalties and Enforcement: Motion to approve and accept Ordinance 21-14 adopting a new Chapter 8.14 titled "Penalties and  Motion carried.  carried.  Animal Control". (m/s Moore/Allstot) Motion carried.  Motion carried.  Enforcement". (m/s Allstot/Mora) Motion carried.  City Administrator Report:  There being no further business meeting adjourned at 7:37 p.m.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk    City of Ephrata  November 10th, 2021  Department: Public Works Field Supervisor  past Activity  Cleaned the head works at the wastewater treatment facility. Completed annual sewer flushing and inspection. Continue flushing and Sweeping city streets as leaves continue to fall. Clean and repair storm drains. Clean town and set out barricades for Veterans day parade Monthly water testing. Daily well chlorine checks. Blew out irrigation lines and winterized all city parks. Sweep and rake up leaves in all city parks. Installed sanders on plow trucks. Numerous funerals, and as always responded to all City related çalls.  Future Activity:  Clean head works at the wastewater treatment facility. Haul bio solids. Monthly sewer flushing. Continue sweeping leaves from city streets. Remove and replace cracked and heaving sidewalk panels at the intersection of Division and 1sS.W. Perform daily Chlorine checks at all well sights. Monthly water testing. Maintenance all winter related vehicles. Maintenance all snowplows in preparation for winter conditions. Fall regular scheduled Park, street, water, and wastewater maintenance, and as always respond to all City related  calls.  Budget Concerns: Other Issues: Dennis Ohl Public works field supervisor  Continue to monitor closely  Continuing to maintain social distancing! And follow health department Covid protocols.    City Council Report Parks and Recreation  EPHRATA PARKS & RECREATION PAST ACTIVITY: 1. Parks Commission:  November 10, 2021  a. October; no quorum 2. Recreation/Communiy Programming: a. New Pilates class started b. Free mountain bike class to be held Provide administrative support for Department d. Lil" Dribblers completed Sam's Dance continues a. Winterizing of parks 4. Public Relations/Tourism:  3. Parks:  a. Attend Chamber ofCommerce Board meeting Reviewed tourism expenses for reimbursement Received 2022 tourism applications 5. Special Events: a. Miracle on Main Street 6. - Recreation Supervisor:  a. Developing winter programs and activities b. Assisting front counter utilities customers Monitoring on-going programs a. Closed and winterized for the season  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    DATE:  November 12, 2021  Department: City Clerk/Finance  Past Activity  Continue to support other departments and commissions Working with Mayor/Administrator on COVID-19 related issues Reviewed Proposals for Accounting Software and on-site demo's Sent documents to State to complete preliminary process for State Capital Budget Grants for Library and ERC projects  Monthly duties as assigned 2022. Annual Budget  Future Activity  Normal monthly duties Monthly Balancing of all financial transactions Prepare and submit monthly tax reports Monitor revenues/expenses of the City Monitor Budget Attend all Council Meetings Initiatel Legal Publications as required Provide and monitor requests for Public Records Monitor Records retention/destruction. Address Human Resource issues Support staffi ini their daily operations Support City Administrator Monthly Civil Service Commission meeting Attend LEOFFID Disability Board monthly meetings Rescind RFP for Accounting Software and re-advertise. There were only 2r responses and City would like tol have several more Waiting for contracts from State for Capital Budget Grants for 2022 Newl Rate Schedule for Council consideration and approval  for consideration. 2022 Annual Budget Library and ERC projects Monitoring closely exodus.  Budget Concerns Other Issues  Cover for employee vacations, gearing up for the holiday Utility shut-offs went better than anticipated.    City of Ephrata Department of Planning and Building Permits Issue Oct. 2021 Issue Date Owner  Permit Parcel  Contractor Location Work Done Valuation  Fee (less State Fee)  21-178 311869000 10/4/2021 Hogback Brown sStephens & Sons 1250 Basin StBuilding Shel $ 1,700,000.00  $3,388.24 $6,242.10 $6,439.50 $70.05 $59.30 $29.90 $29.90 $59.30 $59.30 $88.80 $12.10 $59.30 $70.05 $59.30 $456.98 $70.05 $29.90 $59.30 $12.10] $17,295.47  21-230 140124718 10/14/2021 Alderbrook 21-231 140124768 10/13/2021 Alderbrook 21-243 140132007 10/12/2021 Ryan Harris 21-244 140132007 10/12/2021 Ryan Harris 21-245 130618000 10/12/2021 Justin Rice  Alderbrook 9127thNE SFR Alderbrook 9065 5thNE SFR Ryan Harris 1209 BerschaShed Ryan Harris 1209 BerschaShed Heavenly Roofinl 209 Columbia Roof  $ 350,000.00 $ 360,000.00 $ 16,086.56 $ 1,000.00 $ 12,000.00 $ 12,000.00 $ 1,000.00 $ 1,000.00 1,000.00 $ 1,000.00 $ 1,000.00 $ 17,427.47 $ 5,500.00 45,417.00 $ 5,000.00 4,200.00 $ 1,000.00 $ 1,000.00 $ 2,535,631.03  21-241 141091000 10/26/2021 Kevin Harmon Basin Refrig. 408 Patrick HVAC 21-242 140852000 10/5/2021 Ephrata Short StoBrian Schoo 203 Basin NWF ReRoof 21-246 130942000 10/13/2021 Ron Yenney Ron Yenney 60HSt.NE ReRoof 21-247 131337000 10/26/2021 David Reddick David Reddick 712 2nd NE Piumbing $ 21-248 140124708 10/15/2021 John Bowett John Bowkett 1010 8th NE Fence 21-251 131341000 10/26/2021 Rhonda Rice Basin Refrig. 135HNE HVAC 21-253 140424000 10/21/2021 Brock Hoenes Ramos Roofing 759CNW ReRoof 21-255 140475140 10/28/2021 Timmerman Steel Structures/549KSE Pole Barn $ 21-256 140223000 10/26/2021 Robert Olafson Basin Refrig. 1214ASE HVAC  Senior Center Heavenly  604 Basin NW  21-249 140382002 10/18/2021 Thrift  Roofing  ReRoof  Ernie  William Inland NW 23415/ Ave Roofing Jesus Arias 8128thNE Fence  2(  141056000 10/26/2021 William Rhoades Rhoades  481 Patrick Placement $  Andrea  21-260 140108000 10/29/2021 Hernandez 21-262 140124625 10/29/2021 Jesus Arias  sW  ReRoof    DATE: November 17,2021 ITEM: Public Hearing  SUMMARY BUDGET IMPACTS  1. Public Hearing for the 2022 Budget  2. Public Hearing Request to vacate aj portion ofap public utility easement  1. N/A 2. N/A  RECOMMENDATION Staff recommends 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.    CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City! Manager Leslie Trachser, Finance Director November 12, 2021 Public Hearing  To: From: Date: Proceeding Type: Subject:  Ordinance 21-15-2022. Annual Budget Legislative History: November 17, 2021 - Public Hearing December 1, 2021 -F Public Hearing December 1, 2021 - Motion1 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 to the beginning oft thet fiscal year.  Discussion/Analysis  Public hearing to set the amount of revenue to be collected from Ad' Valorem Taxes was held on November 3rd where Council approved a 1% increase. Estimated revenue from Ad Valorem Taxes, including new construction, is estimated to be $1,375,000. Council will hold two public hearings on the 2022 preliminary budget. Approval of Ordinance 21-15 is the final action More in-depth discussion on the 2022 Budget will be presented at the Public Hearing.  necessary to adopt the 2022 Budget for the City of Ephrata.  Staff Recommendation No action at this time.  Page. e1of2    Financial Implications  Proposed: 2022 Budget is $26,367,740  Attachments A.  Ordinance 21-15  Legal Review  Thei following documents are attached and subject to legal review:  Date Reviewedby LegalCounsel N/A  Type of Document  Title of Document  Page2of2    ORDINANCE NO21-15  An Ordinance of the City of Ephrata, adopting the final Budget for the City of Ephrata, Washington for the year ending December 31, 2022 THE CITY COUNCIL OF THE CITY OF EPHRATA DO ORDAIN AS FOLLOWS:  Section 1: BASIS  A) The City Administrator oft the City 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 and interest, reserve funds and expenses of government of the city for the year ending December 31, 2022 and a notice was published and posted that the Council of the city would meet on the 17th of November and 1St of December, 2021 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 matter of 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 2022 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 for the operation of government for the City of Ephrata for the year ending December31,2022 as set forth in the budget and which is hereby adopted, are fixed in the following amounts:  001 CURRENT EXPENSE 014 LIBRARY 016 PARK  $6,276,385.00 269,000.00 1,559,950.00 76,000.00 6,000.00 422,000.00 1,348,300.00 500.00 172,400.00 79,500.00  054 FIRE EQUIPMENT RESERVE 057 POLICE RESERVE 112 STREET 113 SIDEWALK CONSTRUCTION 115 CEMETERY 120 CONVENTION CENTER Ord21-15  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 ALLI FUNDS  -0- 200,000.00 61,300.00 1,800,000.00 5,657,555.00 6,934,300.00 567,300.00 191,000.00 694,750.00 50,000.00 2,000.00 $26,367,740.00  Section 3: That document entitled' "Proposed Budget for the year beginning January 1,2022" copies of which are on file in the office of the City Administrator, is hereby adopted as the budget for the Section 4: Previously, by Ordinance 21-07 adopted November. 3, 2021, by the Council ofthe Cityof Ephrata, has fixed the amount of Ad Valorem taxes to be levied upon real and personal property Section 5: Transfers in the following amounts are hereby authorized in conjunction with the above  City of Ephrata for the year ending December 31, 2022.  within the corporate limits the estimated sum of$ $1,350,828.00.  budget figures.  001 - Current Expense Fund  Transfer to 054 - Fire Reserve Fund Transfer to 425 - Water/Sewer Construction  $ 75,000.00 $1,100,000.00 75,000.00 1 125,000.00 $2,264,300.00 $191,000.00 $567,300.00  155-Capital Improvements Fund  Transfer to 112- - Street Fund Transfer to 016-F Park Fund  424-V Water/Sewer Fund  Transfer to 425- Water/Sewer Construction Transfer to 428 -SRF Redemption Fund Transfer to 426-P Public Works Trust Fund  425- Water/Sewer Construction Fund  523 - Equipment Rental Fund  Transfer to 525-1 Equipment Rental Reserve Fund $ 50,000.00  Ord21-15    Section 6: This Ordinance shall bei in full force and take effect January 1, 2022. PASSED by the City Council of the City of Ephrata this 1" day of December 2021.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk  APPROVED ASTOFORM:  Katherine Kenison, City Attorney Passed the 1st day of December, 2021 Approved the 1St day of December, 2021 Published the 2nd day of December, 2021  Ord21-15    CITYOF EPHRATA STAFF REPORT Mayor and City Council, Mike Warren, City Manager November 9, 2021 Public Hearing  To: From: Date: Proceeding Type: Subject:  Daniel Leavitt, Community Development Director  Vacating a portion of a public utility asement-Resolution  Legislative History: November 17 2021 Hold Public Hearing  First Presentation: Requested. Action: Staff Report Summary  The City of Ephrata has received a request from Robert and Peggy Muchlinski, owners of Block 2, Lot 2 of Orchard View Homes Division #2 Major Plat, to abandon the entire width of a5 5-foot-wide public utility easement. The easement is located along the rear property line of  2266 Cherry Blossom Drive. Background  The public utility easement was created as part of the Orchard View Homes Division #2 Major Plat. Public utility easements allow areas of land to be used by utility companies to construct and maintain power, telephone, cable TV, and fiber optic lines. Utility easements generally allow only employees of the utility company or municipality to access the property for the purpose of servicing the utility lines. Not all utility easements are immediately used forl utilities but can be used in the future as a need arises or not used at all. The Ephrata Municipal Code does not allow structures to be built or placed in a public utility easement and Potential users of the easement have been notified of the proposed abandonment and no comments were received. Property owners within the plat and within 300' of the plat  inmost cases within 51 feet of the rear property line.  boundary were notified oft the proposal.  Pagelof2    Fiscal and Policy Implications  None Options  Option  Result  -Approve the request to abandon the public The easement will be abandoned and the  utility easement -Take no action  area could no longer be used as a location or access point for public utilities. The easement would remain unchanged.  Staff Recommendation the request. Attachments A B C D  Staff recommends that Council consider the request for abandonment and approve or deny  Resolution 21-013 Vicinity map  Partial plat map showing easement location.  Letter from property owner  Legal Review  The following documents are attached and subject to legal review:  Date Reviewed by Legal Counsel 11/10/21  Type of Document Resolution  Title of Document Resolution No. 21-013  Page 2of2    RESOLUTIONT NO. 21-013  A RESOLUTION VACATING A PUBLIC UTILITY EASEMENT IN THE CITY OF EPHRATA, WASHINGTON  RECITALS: 1.  The City of Ephrata has received ai request from Robert and Peggy Muchlinski, owners of Block2Lot2ofOrchard View Homes Division 21 Major Plat, to abandon the entire width of  the following described easement:  That easement forj public utilities being 51 feet wide, along the external rear lot line of Block 2,Lot2, Orchard Viewl Homes, Division 2 Majorl Plat, Book 16, Pages 48 and  49, Records of Grant County, Washington.  2. 3. 4. RESOLVED: 1. 2.  Potential users of the easement have been notified of the proposed abandonment and no Property owners within the plat and within 300: feet ofthe plat boundary have been notified  comments were received on the subject area.  oft the proposal.  Aj public hearing was held before the City Council on November 17,2021.  The City Council ofthe City ofEphratai finds that the public use and interest is served by the The vacation of the easement as described above is hereby vacated and the Mayor is authorized to execute the necessary documents in order to accomplish that vacation.  proposed vacation of the easement.  ADOPTED by the City Council of the City of Ephrata, Washington, this 17th day of November,  2021.  Mayor  ATTEST:  City Clerk    507.85'  N8 88*10'08"E 721.88' NE 88°10'08"E 721.91' PEACHTREE DRIVE 102:05" S8 88'10'08"W 6:  N_88*09'11"E  N! 88*09/11"E. 201.62' 147:43' A-88*04'47" R-25.00' L-38.43'  ON. 88*09'11"E 306.23 250:364 A-91'55'13" R-25.00' L-40.11' 1.00 AC N.. 88:09.11"E. 276.21" 2 1.00 AC N.88:09/11"E. 276.21" BLOLK 1 3 1.00 AC AF 940131067 -N-8B*09/44"E 276.21'. 4 1.00 AC N.88:09/11"E. 276.21 1.00 AC 88:09411"E, 276.21" 7 1,00 Ac A-88'06'28" R25,00'/ L38.44" 252:02  30  EASEMENT FO TURN AROUND ON REEL. RECORDED UN FILE NUMBER RECORDS OF WASHINGTON. LEGEND: 1/2" REE CAP SET. PROPERTY 1/2" REE CAP FOUN U.5.B.R. FOUND. ALUMINUM 0 MONUMENT o MONUMENT () U.S.B.R. EJ PREVIOUS  1.00 AC N. 88*10:0B"E. 273.97" K 1.00-AC: N.88#10408"E. 274.29" 3 1.00_AC N.88:10:08"E. 274.61" BLOLK: 2 4 1.00 ACI N.88#10:08"E. 274,93" 5 1.00 AC N.88*10:08"E. 275.25' 6 1.00 AC A-20*00'38 R-25.00' 4-B.73' 44.32' MOBHOTOBE.27.7B KL-30.56 NB BBVID'DB"E 150.66'  30  MT  SCALE 89888 TTTTT  S  AITACHMENT B    ND    IQWossoI8A Aayo  0OSS0I8 Aneyo  €  9    August 11, 2021  Dan Leavitt  Community Development  Ephrata, WA  Dan,  We are requesting that all the easement along the back part of our property at 2266 Cherry Blossom Dr, Ephrata, WA be abandoned. We are requesting this abandonment of easement because there is no access except thru our property. We do understand that we cannot build or place any structure within 5 feet of the rear property line. An instructed, there is a $105 check payable to the City, of Ephrata  enclosed.  Thank you for your help.  Sctifvcbancts Robert (Bob) Muchlinski  mmenthaks  Peggy Muchlinski  Homeowner - 2266 Cherry Blossom Dr, Ephrata, WA  Phone: (509)750-5628 Email: bobmuc@msn.com  Gihry OF EPRATA  AUG13:2021 RECEMED  ATTACHMENT D    DATE: November 12, 2021  ITEM: Items for Council Consideration  SUMMARY  1. Park Fees Feei in lieu of land dedication discussion and direction from Council  BUDGETIMPACIS  1. N/A  lfy you have any questions, concerns, or require additional information; please contact me prior  to the meeting.    CITYOF EPHRATA STAFF REPORT Mayor and City Council, Mike Warren, City Manager November 9, 2021 Item for Council Consideration Park fees/ fee in lieu of land dedication Legislative History: November 17, 2021 Provide direction to staff  To: From: Date: Proceeding Type: Subject:  Daniel Leavitt, Community Development Director  First Presentation: Requested Action: Staff Report Summary  Ephrata Municipal Code 18.04.780 states that approval of all subdivisions located in either single-family of multi-residential zones is contingent on the subdividers dedication of land as open space for a park or providing fees in lieu of land dedication. The purpose of the dedication or fee is to mitigate the adverse effects of development upon existing park and  recreational services. Background  The formula found in the Ephrata municipal code to calculate the fee in lieu uses the assessed value of the property at the time of preliminary plat approval. The land at that time is undeveloped sO the value is considerably lower than the land value after the final plat is approved. Using the value oft the land at the time of preliminary plat approval results in a fee that may not adequately mitigate for the adverse effects of the development upon the City's The. last two major plats that were approved this year in Ephrata paid an average of $281 per lot in lieu of land dedication. For the sake of comparison, Ellensburg collects a flat fee of $1,925 per new single-family residential dwelling unit. Othello collects 5% percent of the value of the lot after final plat. A lot in Othello valued at $40,000 would require $2,000 inj park  park and recreational services.  fees.  Pagei 1of2    Options for consideration  Option  Result  Determine that the current method for At a future meeting, staff will provide City calculating the fee in lieu of land dedication Council with a draft of proposed changes to for parks needs to be changed and direct the method for calculating the fee in lieu of Determine that the current method for The method for calculating the fee in lieu of calculating the fee in lieu of land dedication land dedication for parks remains  staff to draft a code amendment for Council land dedication for parks.  review.  for parks does not need to be changed.  unchanged.  Staff Recommendation  Staff recommends that Council determine that the method for calculating the fee in lieu of land dedication for parks needs to be changed and direct staff to draft a code amendment for  Council review.  Page 2of2    DATE: November 17, 2021 ITEM: Items for Council Action  SUMMARY  . - Acceptance of thel Division Street Overlay Project 2. Acceptance of the 5th,6"h, & Hilltop Improvement Project  3. Amendment tol DOH contract  BUDGET IMPACTS  1. N/A 2. N/A 3. Not to exceed $8,000  Staff recommends acceptance and approval of alll Items. Motion to Authorize, Confirm, or Approve and Accept All Items.  ENABLING ACTIONS  Ifyou have any questions, concerns, or require additional information; please contact me prior to the meeting.    OFEPER  CITYo OF EPHRATA STAFF REPORT  To: From: Date:  Mayor and City Council Mike Warren, City Manager Bill Sangster 11/17/2021  Proceeding Type: Council Action  Subject: Acceptance of the Division Street Overlay Project  Legislative History: November 17h,2021 Council Approval  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: The Division Street Overlay Project has been completed  and all punch-list items have been remedied. The project was completed for $ 943,656.65 (Original bid was $971,971.00). The Project was Funded by the Transportation Improvement Board (TIB) at 90% and the TBD at 10%.  Discussion/Analysis: The Project was Completed by Central Washington Asphalt  Co. of Moses Lake. The Project was completed on time and  under budget. Complete.  Staff Recommendation: Motion to Accept Division Street Overlay Project as  Financial Implications: $0  Pageiof2    Attachments  A. B.  Final Estimate  Legal Review  The following documents are attached and subject tol legal review:  Date Reviewed by! Legal Counsel N/A  Type of Document  Title of Document  Page2of2    29 * 555  38-00000  00    80  88a88  shE  594569 9955            %e  68 88    CITY OF EPHRATA STAFF REPORT  To: From: Date:  Mayor and City Council Mike Warren, City Manager Bill Sangster 11/17/2021  Proceeding Type: Council Action  Subject: Acceptance oft the! 5",6th and Hilltop Improvement Project  Legislative History: November 17,2021 Council Approval  First Presentation: Second Presentation: Requested. Action:  Staff Report Summary: The 5lh, 6th and Hilltop Improvement Project has been  completed and all punch-list items have been remedied. The project was completed for $ 235,871.68 (Original bid was $222,000.00). The Project was Funded by the Transportation Benefit District (TBD) which is funded by .2% voter approved Sales tax increase for Roadway Maintenance/Repair,  Discussion/Analysis: The Project was Completed by Central Washington Asphalt Staff Recommendation: Motion to Accept 5lh,6th and Hilltop Improvement Project as  Co. of Moses Lake. The Project was completed on time.  Complete. $0  Financial Implications:  Page: 1of2    Attachments  A. B.  Final Estimate  Legal Review  The following documents are attached and subject to legal review:  Date Reviewed byLegal Counsel N/A  Type of Document  Title of Document  Page2of2    : m  N 1  -  -  8 8  d8 00 8  :    [    CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City! Manager Mike! Warren NOVEMBER 17, 2021 Item for Council Action Amendment tol DOH Contract Legislative History: November 17, 2021 Council Approval  To: From: Date: Proceeding Type: Subject:  First Presentation: Second Presentation: Requested/ Action:  Staff Report Summary. This is an Amendment to the current DOH contract relating to the ERC. This Amendment covers planning and architectural preparation for the replacement of exterior Discussion/Analysis DOH will prepare bid documents on more formal specifications including invitations to bid, form of proposal, sample contract and technical specifications, they will also provide supplementary drawings and details. They will prepare the documents for a bid from one general contractor as opposed to their previous approach of abbreviated proposals from  doors and windows.  individual: sub contractors. Financial Implications DOH's fee will note exceed $8,000  Staff Recommendation Accept the Amendment to the Current DOH contract  Attachments A.  Letter, Amendment: and ExhibitA Af from DOHAssociates  Page e1of2    Legall Review  The following documents are attached and subject to legali review:  Date Reviewed! by Legal Counsel N/A  Type of Document  Title of Document  Page 2of2    I: The DOH Associates ARCHITECTS & PLANNERS AF PROFESSIONAL SERVICES CORPORATION  November 9, 2021 City ofl Ephrata 121 Alder StSW Ephrata, WA 98823 Ladies/Gentlemen:  Subject: ERC Exterior Doorand Window Replacement  Attention: Ms. Leslie Trachsler, City Clerk  Wel had prepared an draft recommended budget of $1.6million for thei improvements to thel Ephrata Recreation Center (ERC). In my discussions with Bill Cox, he had asked us toj prepare toj providebid documents foray portion of the 1*i item on thel list, thel Exterior Doors and the Windows. Probablecosts  for this work are $114,000. The work would include the following:  1. Replacement of 2 exterior pair aluminum/glass doors and 1 singlealuminumiglass door. 2. Replacement of 2 exterior pair hollow metal doors/frames and 2 single hollow metal 3. Replacement of approximately 140sfo of windows in the office, kitchen and social hall. Weareproposing toj preparel bid doumemsommorefomalyedatiomsinduding invitationst tobid, form of proposal, sample contract and technical specifications, we will also provide supplementary drawings and details. We would prepare the documents for a bid from one general contractor as opposed to our previous approach of abbreviated proposals from individual sub contractors. We expect toj perform 2 site trips toi review the existing conditions, assist withl bidding and attend thel bid opening. Ourhourly not to exceed fee would be $8,000, plus reimbursable expenses. Services during We are also including a copy of our updated Hourly Rate Schedule for inclusion in our current agreement. Wel have been billing against our 2019 rate schedule and did not update our agreement I've attached a copy of Amendment3 to our Owner-Consultant Agreement for yours signature. Ifyou are in agreement, please sign the agreement and return a signed copy to our office. If you have any  doors/frames.  construction will be hourly as needed. with thel last updated hourly rates.  questions, please call me at your convenience.  Sincerely,  THE DOH ASSOCIATES, PS pAh Paul R. Coppock Principal enclosure  TELEPHONE 509.662.4781 . FAX509.663.3253 . 7N.WENATCHEE AVENUE, SUITE 500 - WENATCHEE, WA 98801    AMENDMENT-3 November 9, 2021  to the CONSULTANT SERVICES AGREEMENT dated. July 15, 2020 by and between:  City of Ephrata  and  The DOH Associates, PS, Architects and Planners  A Remuneration 2021. B Change in Service: following: Task1  Billing Rates shall be as revised on the attached Hourly Rate Schedule, Exhibit A, dated November  With reference to the Consultant Services, Specific Scope of Work, The Consultant shall include the  ERC Exterior Doors and Window Replacement  DOH will prepare a door and window location layout, door and window schedule, and details along with technical specifications including invitation to bid, form of proposal, draft contract, general project requirements, andspecialreguirementssuchasprevaling wages, bonds, etc. fort the purposesofsecuring bid proposals for the ERCI Exterior Door and Window Replacement project. We will visit the site to verify DOH will assist in soliciting bids, arranging for advertisements if necessary, and receiving bids. Compensationt forl Task 1 will be billed on and hourly! basis not-to-exceed fee of $8,000 without prior  existing frame and window sizes and to coordinate finishes.  authorization, plus reimbursable expenses.  Task2 2  DOH will review pay applications and shop drawings, we will prepare notices of completion, coordinate with the contractor, perform periodic: site visitsa and provide additional on call services to coordinate with the Cityt to perform construction administration ofthev work. Task2 will be billed on anl hourly basis, plus reimbursable expensesandi may be adjusted to performmore duties orl less duties as directed by the City  during the course of the work.  This Amendment is agreed to as of the date first written above.  OWNER  ARCHITECT  fplnk Paul R. Coppock, President The DOH Associates, PS  Bruce Reim, Mayor City of Ephrata  ARCHITECTS & PLANNERS . The DOH Associates, PS . WENATCHEE, WASHINGTON    EXHIBIT-A  HOURLY RATE SCHEDULE November, 2021  TIME CLASSIFICATION BY PERSONNEL Clerical or Apprentice Draftsman Draftsman/Designesigner/Technician Staff Arehtec/Desgner/"amner Project Architect or Planner  CODE 1 2 3 4 5  RATE $70.00/hr $88.00/hr $100.00/hr $115.00/hr $135.00/hr  Principal  Any of the above personnel rates may involve several and diverse activities, such as Design, Field Inspection, Research, Conferences, etc. Ratesare! based ona amultiple of the average salariesofpersonneldlasifications,and an operational structure that endeavors to utilize each person at his optimum effectiveness. OUTSIDECONSULTANTSTIME (Structural, Mechanical, or etraltrgnersecladuedatComatamtscont TRAVELTIME beyond a 25 mile radius from Wenatchee is charged at the reducedrate(s) of Code 31 for Principals, Code2 21 for Project Architects, and Code 1 for all other personnel. Travel time within the 25 mile radius is charged REIMBURSABLE EXPENSES: The following expenses, when incurred by the Architect or his consultant in: service  to The DOH Associates, plus 10% taxes and overhead factor.  at thet full rate.  to the client, are charged to the client:  a) b) c)  Long distance telephone expense and Travel beyond a 25 mile radius from Wenatchee. Mileage Expense of standard form documents, reproductions, postage and handling of Drawings, Outside expense of data processing, reprographic and photographic production d) Cost of renderings, models and mock-ups requested or authorized by the Owner. e) Fees paid for securing approval of authorities having jurisdiction over the Project.  billed at the current Federal rate per mile.  Specifications, documents and otheri instruments of service.  techniques.  f)  Expense of additional insurance coverage, or limits, including Professional Liability Insurance, requested by the Owneri in excessofthatnormalyc carried by the Architectand  Architect's (sub) consultants.  Reimbursableexpenses,exceptitema)travelandtemb)n-nousereprotuctions,arechargeda10étaxes  and overhead factor.  ARCHITECTS & PLANNERS . The DOH Associates, PS . WENATCHEE, WASHINGTON