EPHRATA CITY COUNCIL  MAYOR BRUCE REIM  MAYOR PRO-TEM WILAMCOE  KATHLEEN ALISTOISARAIT MCDONNELL. VALLIT MILLARD,  MATTMOORE. TONY MORA, MARK WANKE CITY ADMINISTRATOR MIKEWARREN -AGENDA FOR April 21, 2021-  ZOOM VIDEO https:/zoom.us//6423977833  OR  CALL IN PHONE 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: YES  5. Additions or corrections to published Agenda  Presentations: CONSENT AGENDA  II  1. Approval of Claim Fund Bills and Checks Issued 2. Approval of Council Minutes: April7,2021 3. Approval of Special Event Application: a. Columbia Ridge Bike Rodeo-May 12, 2021 b.S Sage N Sun Parade-June 12, 2021 4. Jack Hughes Fireworks-328 Basin St.-4th OfJuly Holiday  BILLS: McOonnell, Wanke, Moore    III STAP.COMMIIEE. & AGENCY REPORTS  IV CLOSED RECORD DECISIONS [RCW CILAPTERS 36, 42:OPNPILC INPLTNOTI PEKMITTEII  V  PUBLIC HEARINGS Amendment Docket  1. Resolution 21-006 Establishing the City of Ephrata's Final 2021 Comprehensive Plan  VI ORDINANCES & RESOLUTION  1.F Resolution 21-004-Estabishing a Small Public Works Roster  2. Resolution 21-006-Establishing the City of Ephrata's Final 2021 Comprehensive Pan  Amendment Docket  VII ITEMS FOR COUNCILCONSIDERATION 1. Budget Report thru March 2021  VIII ITEMS FOR COUNCIL ACTION  1. Personnel Policy No 4010 - Purchasing and Biding Policy 2. Personnel Policy No 4030 - Removal of Use of City Credit Card Policy 3. Personnel Policy No 3130 - Employee Transportation Policy  IX CITY ADMINISTRATOR REPORT  1. Ephrata Water Reclamation Facility Accreditation  BILLS: McDonnell, Wanke. Moore    CITY COUNCIL MINUTES  April 07, 2021  City Council of the City of Ephrata, Grant County Washington met in regular session on April 07, 2021. The meeting was called to order at 6:35 p.m. by Mayor Bruce Reim and adjourned to executive session to discuss sale or acquisition of real estate (RCW 42.30.110 (1)c) and litigation or potential litigation (RW 42.30.110 (1) i) for approximately thirty minutes. Executive session adjourned, discussion on the sale or acquisition of real estate did not take place, no decisions were made or action taken. Due to the COVID-19 Pandemic and Governor Inslee's Proclamation 20-28, this meeting isb being conducted remotely using the ZOOM video conferencing platform. Members Present: Mayor Bruce Reim, Mayor Pro Tem William Coe, Council  Meeting reconvened at 7:00 p.m.  members Mark Wanke, Matt Moore, Valli Millard, and Sarah City Administrator Mike Warren, City Attorney Katherine Kennison/Anna Franz, Public Works Director Bill Sangster, Community Development Director Dan Leavitt, Community Relations Director Traci Bennett, Fire Chief Jeremy Burns, Police Captain Erik Koch, and City Clerk/Finance Director Leslie  McDonnell.  Staff Present:  Trachsler  Motion to excuse Council members Allstot and Mora. (m/s Wanke/Moore) Motion  carried.  Pledge of Allegiance was said.  No public signed up to speak. This meeting is being recorded.  Agenda: Agenda was amended adding Item 2 to Section VIII Items for Council Action, Presentations: Mayor Pro Tem William Coe gave a brief report on the Grant County The Workforce Alliance Apprenticeship Program started last year has been very successful and they are looking to continue this program this year. They are  Conflict of Interest Waiver.  Economic Development Council happenings.  looking for businesses to volunteer.    EDC: is working on a hemp processing and shipping bill. Development of virtual trade missions with other countries. Friday, April gth is the deadline for 4th round of COVID grant applications. Consent Agenda: Motion was made to approve consent agenda.  (m/s  Moore/McDonnell) Motion carried. Items on the consent agenda are as follows:  Claims #93175 through #93244 in the amount of $156,005.75 Payroll Check #46826 through #46839 in the amount of $32,391.71 Payroll Claims #93153 through #931701 in the amount of $238,947.51 Payroll Direct Debit in the amount of $5,875.00 Payroll Direct Deposits in the amount of $185,622.01 Claims #93151 and #93152 in the amount of $471.12 Claims #93171 through #93174 in the amount of $3,894.54 Minutes of the March 17, 2021 Council meeting  Special Event Applications:  Ephrata Lions Club Annual Youth Fishing Derby - April 17,2021 Grant School Bike Rodeo - April 27,2 2021 Columbia Ridge School Bike Rodeo - April 27, 2021 Easter Sunday Service - April 4, 2021  Set Public Hearing for Acceptance of Annual Comprehensive Docket Report on  April 21, 2021 at 7:00 p.m.  Resolution 21-005 = Recommendation of new Grant County Jail Site Evaluation Committee: Director Leavitt gave a brief staff report. This resolution accepts the recommendation from the Site Evaluation Committee for the location of the new county jail and directs the Planning Commission to review an amendment to the Ephrata Municipal Code to allow for correctional facilities as a conditional use in the Airport Motion to approve and accept Resolution 21-005 directing the Planning Commission to review the proposed amendment to the Ephrata Municipal Code Title 19 to allow correctional facilities as a conditional use in the Airport Enterprise zone. (m/s Approve recommendation of Lodging Tax Advisory Committee: A special meeting was held by the Lodging Tax Advisory Committee to consider a request from the Ephrata Chamber of Commerce. They are requesting $20,000 for the purchase of commercial grade holiday decorations and lights. The Committee approved the request and is seeking Motion to approve recommendation from Lodging Tax Advisory Committee for the allocation of $20,000 to the Ephrata Chamber of Commerce for commercial grade holiday decorations. (m/s McDonnel/Moore) Discussion ensued regarding use of these  Enterprise zone.  Wanke/Moore) Motion carried.  Council approval.    funds for this purpose and what is the tourism nexus with this application. Director Bennett advised that this is one of the gray areas and other cities have used these fund for downtown revitalization. Counsel advised that the applicant needs to demonstrate how this purchase would bring tourism to Ephrata. Director Bennett advised that that was included in the application. Council member Coe voted nay, motion carried. Conflict of Interest Waiver: Attorney Franz advised that we are seeking a motion fora conflict ofi interest waiver for insurance defense counsel for purposes of mediation. Motion to authorize Mayor to sign conflict ofi interest waiver fori insurance defense counsel for purposes of mediation. (m/s Moore/Coe) Motion carried.  City Administrator Report  Opening of City Hall to the Public: Administrator Warren discussed with Council the re- opening of City Hall to the public. City Hall has been closed for over 1 year due to the COVID-19 pandemic. With the governor lifting some restriction and moving all counties toj phase 3, felt it prudent to wait one evaluation cycle before opening to the public. Ifthe county continues to remain in phase 3, we anticipate welcoming the public back to City Hall on April 19th. The lobby has been secured with glass shields for additional  separation from the public. Council discussion ensued. There being no further business meeting adjourned at 7:20 p.m. will be retiring in December. He will have served for 32 years.  Council member Wanke announced that he will not be running for office again, that he  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk    SPECIAL EVENT PERMIT APPLICATION  City of Ephrata 121 Alder Street SW Ephrata, WA 98823 (509)7 754-4601 ph (509)754-0912 fax  PERMIT APPROVED:  YES Date:  NO  Authorized City Signature:  1. Name of Event: BIKEKkO 2. Setup Start Time/Date: LORA 3. Event End Time: YpopL  Date(s) ofE Event:  MYTE  Event Start Time: BDGAL CAEAK IFIES  Clean Upl End Time/Date:  4. Sponsoring Organization: Mhde  5. Event Coordinator/Primary Contact: BGRCER 6. Malling Address: 60 H STE- 7. Day Phone: 757-2r82  Cell Phone: 509750-5242  8. Email: aEykM5  9. Secondary Contact: Krlg Wilielas Phone: 509 237-8945  10. Iss alcoho! being served? IFYES, which one(s)?  YES O) IFYES include a copy oft the State Liquor Permit.  11. Doy youy wish to utilize any City property, such as a park? YES NO 12. Willt this event include Food Vendors of any type? ofvendors is required to bes submitted with the application. 13. Anticipated number of attendees? 20CHb  YES  Ifyes, all vendors must apply fora a Temporary Food Service Permit with the County Health District. Al list  THE PRIMARY CONTACT MUSTI LIST AI DAY OF EVENT PHONE NUMBER IF NOTI LISTED ABOVE.  FOR OFFICE USE ONLY: Park & Rec. Community Development Fire  Building! Code Enforcement Police Public Works  STAFF-INITIAL AND DATE UPON APPROVAL OR ATTACH MEMORANDUM WITH CONDITIONS.  PAYMENT AMOUNT: RECEIVED BY:  CASH CC CHECK# DATE:  FOOD VENDOR LIST FAXED TO HEALTH DISTRICT 509.754-6060. BY:  DATE:  7    HOLD HARMLESS AGREEMENT  IN CONSIDERATION OF BEING PERMITVED TO PRODUCE THIS SPECIAL EVENT OR ACTIVITY OR USE OF ANY CITY PROPERTY OR FACILITIES IN CONNECTION WITH THIS ACTIMITY, 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 alll liability, claims, demands, causes of action, charges, expenses, and attomey fees (Including attorney 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 Cityor otherwise. This agreement shall not apply to any llability 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 andi inclusive as permitted by Washington law and that if any portion thereof is held invalid, 5. Falsification and/or misrepresentation in completing this application may result In rate adjustment or event cancellation. UNDERSTAND 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 organzationbusiness to submit  equipment and/or facilities.  Department as safe for the particular event or facility.  notwithstanding, the balance shall continue in full legal force and effect.  REQUIRE IMMEDIATE NOTIFICATION TO CITY.  this application on its behalf. The information herein is complete and accurate.  APPLICANT: EAGRRE  Lobrha  PRINTN NAME  affaby  SIGNATURE OF  KMZI  DATE  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  must be reviewed and approved before a permit can be issued.  Submit completed original application, along with required attachments to:  OFFICE OF THE CITY ADMINISTRATOR  CITY OF EPHRATA 121 ALDER ST. SW EPHRATA, WA 98823    SPECIAL EVENTS CHECK LIST These items are required to process your application  REQUIRED FOR ALL APPLICANTS:  Signed Application - deadline is at least 45 days before your event. Typed fact sheet with a detailed timeline. Ifassistance is desired from the City (Police, Fire, Parks), such assistance must be outlinedi in detail on this timeline. Detalled site map(s) - road use, garbage placement, portable restroom placement,  stage(s) placement, vendor(s) placement, etc. Commercial General Liability Certificate of Insurance.  REQUIRED FOR MOST APPLICANTS (DEPENDING ON TYPELOCATION OF EVENT) Temporary Use Permit - Zoning - Contact Community Development, (509)754-4601  x124  Electrical permit - Contact WA State L&I (509)764-6900. List ofi food vendors - Health District permit - Contact 754-6060 Fire Marshal application - Contact Fire Chief, (509)754-4601: x 241 Liquor license - Applications available at state liquor stores. officers, firefighters and/or paramedics at your expense. month. Contact Recreation Director (509)754-4426. City of Ephrata Business License - Contact (509)754-4601. Garbage removal plan - Utilty Clerk - (509) 754-4601.  Security plan. Please note that larger events often require additional swom police Park & Recreation Commission Approval (if applicable, meets second Tuesday ofevery  Portable Toilets (recommended 1:150 ratio, in addition to facilities available. 50% should Additional information may be requested at the City's discretion. Determination of permit status will not be decided until the additional information is supplied and considered. This checklist is intended to be an aide in your process, it is not necessarily all entailing.  be ADA accessible units.)  9    Division Aveg  Grocsries rtilizer9  n  Friends Zanika  Community + Church of Ephrata Columbia Ridge Elementary School  92 B 1st Ave SE  Grant  1  W  Redeemer +  Presbyteriar Church of...  KPQ-FMI Wenatchee 2ndA Ave SE  Grant Cc Worksl Hangar  Kingdom Hall of Jehovahs Witnesses 8 min 2.2miles  FCir  3rdA Ave SE 5 2 82 W W  Bethlehgm Chapel E Assembly ofGod Church Our Savior's € theran Church 5th Ave SE  e  5th Ave SE  St. Rose of Lima Catholic School  SE  St. Rose of Lima Catholic Church    receiveo, A42  SPECIAL EVENT PERMIT APPLICATION  City of Ephrata 121 Alder Street SW Ephrata, WA 98823 (509) 754-4601 ph (509) 754-09121 fax  PERMIT APPROVED:  YES Date:  NO  Authorized City Signature:  1. Name of Event: Sage N Sun Parade Date(s) ofEvent: June 12, 2021  2. Setup Start Time/Date: 9a.m. 6/12/21 3. Event End" Time: 11:45 a.m.  Event Start Time: 11:00a.m. Clean Up End Vime/Date: 11:456/12/21  4. Sponsoring Organization: Ephrata Chamber of Commerce 5. Event CoordinatorPrimary Contact: Rita Witte 6. Maliling Address: P.O. Box 275, Ephrata WA 98823 7. Day Phone: 509-754-4656 8. Email PMabachamerdpmatcon 9. Secondary Contact: Kelsey Gribble 10. Is alcohol being served?  Cell Phone: 509-750-6183 Phone:509-398-8504  Fax:  YES NO X YES include a copy oft the State Liquor Permit.  11. Doy youw wish to utlize any City property, such as a park? YESX NO IFYES, which one(s)? Rock Park 12. Will this event include Food Vendors of any type? of vendors is required to be submitted with the application. 13. Anticipated number of attendees? 500-1000  For State: Basin St. Hwy 28  YES NOX  lfyes, all vendors must apply for al Temporary Food Service Permit with the County Health District. Alist  THE PRIMARY CONTACT MUSTI LIST AD 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 ACTVITY OR USE OF ANY CITY PROPERTY OR FACILITIES IN CONNECTION WITH THIS ACTIMITY, THE UNDERSIGNED APPLICANT NOEMNTOR7AGREES 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 attomey fees (including attorney fees to establish the City's right to indemnity ori incurred on appeal) resulting from involvement in this event whether caused by any negligent act or omission oft the City or otherwise. This agreement shall not apply to any llabiity 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 if any portion thereof is held invalid, 5. Falsification and/or misrepresentation in completing this application may result in rate adjustment or event cancellation. UNDERSTAND THAT CHANGES TO THE ABOVE DETAILED PROGRAM ,the undersigned representative, have read the Speclal Events Application and the Policies and Procedures contalned herein, and l am duly authorized by the event organizationbusiness to submit  equipment and/or facilities.  Department as safe for the particular event or facility.  nolwithstanding, the balance shall continue in fulll legal force and effect.  REQUIRE IMMEDIATE NOTIFICATION TO CITY.  this application on its behalf. The information herein is complete and accurate.  APPLICANT: A use Ehacharir ACommere  PRINT NAME  AUTHORIZED AGENT EPR H-17-a) DATE  SIGNATURE OF mwm2aslipse  SIGNNAME  APPROVAL, DENIAL OR INCLUSION OF RESTRICTIONS OR SPECIAL CONDITIONS OF USE PERMIT IS AT THE SOLE DISCRETION OF THE CIY 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, WA98823  8    July 12, 2021 Sage NSun Parade  Fact Sheet for Ephrata K2 Dedication and downtown Parade  amP Parade committee set up at Ephrata High School on Frey Rd./4"  10 K2Dedication atl Rock Parki fort the Wickwire Family. Mike Scellick (Ephrata Athletic Club  coordinator)  9:30-10:30 Parade set upa at High School 10:30. Judging for parade begins 11:45 End of parade  11 Start of Parade with thei route beginning atl Migh School south on Basin St. and north on CSt. **Fore closure of Basin St. at: 11 am to 11:45 orl before we willr need barricades beginning at 4th at the High School and 4" and Basin St., 3" Ave SWa and CSt. from 3rd back to Highs School We are asking our local merchants to participate! by having sidewalk sales andi food as well.  Contacts: Rita Witte Susy Anderson Kelsey Gribble Mike Scellick  750-6183  398-1812 parade coordinator 398-6504 Soldi Performance 771-2103 K2 Coordinator    lasue Date 8227020  Cert 0000023923  Non Profit Insurance Program CERTIFICATE OF COVERAGE  THIS CERTIFICATE ISI ISSUED ASAI MATTER OFI INFORMATION ONLY AND CONVERS NOF RIGHTS UPON1 THE CERTIFICATE  NOT AMEND, EXTENDORALTERT THE COVERAGE AFFORDEDBYI THEF POLICIESI BELOW. THIS CERTIFICATEOF COVERAGE! HOLDER. THIS CERTIFICATE DOES BETWEENT THEI ISSUINGI INSURER(S), AUTHORIZED! REPRESENTATIVE ORF PRODUCER, AND THE CERTFICATEHOLDER AGENOTCOATINVEACOAINET IMPORTANT: Mthec certificatel holderi i an ADDITIONALI INSURED, thep policy(leo)r muet bo endorsed. #SUBROGRATIONI IS WAMVED, subject tothek lerms hep policy, cortain coverage may require ane endonsement. A statementont thiso oertificate dooe notc confer rghts tot thoc certllicatel holderi in! lou ofs such endorsements). ando conditions of  PRODUCER Clear Risk Solutions 451 DiamondDrive Ephrata, WAS 08823 INSURED Ephrata Chamber of Commercel Ine. POE Box 276 Ephrala, WAE 98823 COVERAGES  COMPANIES AFFORDING COMERAGE GENERAL UABILIY American Altemativel Insuranoe AVTOMOBILEUASALINY Amertcan Allernativel Insurance Corporation,etal PROPERTY American Alternative Insurence Corporation,' etal. MISCELLANEOUS PROFESSIONAL MABILITY Princeton! Excess and Surplus Lines Insurance Company  Corponstion, atal.  THIS IST TOCERTIFY THAT THE POLICIES OF INSURANCE LISTEDE BELOWHAVE BEEN ISSUED1 TO1 THE INSURED NAMED ABOVE FOR THE COVERAGE INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF CONTRACT OR OTHER DOCUMENT WITH RESPECT GERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO WHICH THIS EXCLUSIONS ANDCONDITIONS OFS SUCHPOUCES.UMTS SHOWNI MAYI HAVE BEEN REDUCEDE BYI PAIDCLAIMS. COMMERCIAL GENERAL LIABILITY NI2AL-0000013-10 6/01/2020 6/01/2021 PERO OCCURRENCE  PERIOD TO ALL THE TERMS, LMIS $5,000,000 $10,000,000 $5,000.000 $5,000,000 $60.000.000 $5,000,000 NONE $1,000,000 Excluded NONE $5,000,000 $40,000,000 end  TYPE OFH INSURANCE GENERAL LIABITY OCCURRENCE FORM INCLUDES STOPGAP AUTOMOBLEI MABILITY ANY AUTO PROPERTY  POUCYI NUMBER POLICYE EFF POLICY BP DESCRIPTION  DATE  DATE  PERI MEMBER AGGREGATE PRODUCT-COMPIOP PERSONAL &ADV. INJURY ANNUAL POOL AGGREGATE ANNUAL POOL AGGREGATE EARTHQUAKE PERC OcC FLOOD PERC OCC ANNUALF POOL AGGREGATE ANNUAL POOLA AGGREGATE  (LIABILITY IS SUBJECT TOA$100,000 SIR PAYABLEF FROM PROGRAMFUNDS) (LIABILITYI I8 SUBJECT TOA A$100,000 SIR PAYABLE FROMF PROGRAMF FUNDS)  NIZALCOOIS-IO 601/2020 6/01/2021 COMBINED SINGLELMIT  M12RL-000013-10 6/01/2020 8/01/2021 ALLF RISKE PERC OCCE EXCLI EQGFL $75,000,000  PROPERTYIS SUBMECTTOABICO20: SIRE PAYABLE FROM PROGRAMI FUNDS) (LIABILITY IS SUBJECT TOA$100,000 SIRE PAYABLE FROMI PROGRAMI FUNDS) DESCRPTION OFG OPERATIONS/ /LOCATIONS IVEMICLESI ISPECIAL EMS chusions.Addtionsl Insured endonementiss ettached. CANCELLATION WITHT THE POUCYPROVISIONS CERTIFICATE HOLDER ChyofEphrata 121 Alders St. Ephrate, WAO 98823  MISCELLANEOUS PROFESSIONAL UABILTY  NIA3-RL-000000M10 801/2020 6/012021 PERCLAM  Regarding thes Sege n8 Sun Festival The Cily of Ephratak ls nameda as Additionall Insured regardingthis event only andk Iss subject top policy terms, conditions.  SHOULDANY OF1 THE ABOVE DESCRIBED POLICIES BE CANCELLED! BEFORE THEE ARATONDATEINEREOANOTCEWIBE: DELIVEREDIN/ ACCORDANCE  AUTHORIZED REPRESENTATIVE  WSA WSTONRON wpooted 3531900  aa  hrough an Monis      AMERICAN ALTERNATIVE INSURANCE COMPANY  ADDITIONAL NSURED-DESIGNATED PERSONO OR ORGANIZATION  (GENERAL LIABILITY)  Named Insured Non Profit Insurance Program (NPIP) Policy! Number N1-2RL-0000013-10  Endorsement! Effective 6/1/2020  THIS ENDORSEMENT CHANGES THE POLICY.F PLEASE READIT CAREFULLY This andorsement modifies insurance provided under the following: GENERALLIABILITYCOVERAGEPART  This endorsement changest the policy effective ont the incaption dale oft the policy unless anothere datel Isi indicated above. Parsonor Organization Additionallnaured) As Per Schedule onf file with Clear Risk! Solutions, Underwriting Administrator  Schedule Cilyo of Ephrata 121/ Alder St. Ephrata, WAS 98823  Regarding the Sager n Sun Festival. The City ofEphrata! is named as Additional Insured regardingthis event only and is subject top policyt terms, conditions, and exchusions.Addltional Insured endorsement! Is attached. A. With respecis tou the General Liability Coverage Parto only, the delinition ofl Insured inthel Liability Conditions, Definitions and Excluslons section ofi thisp policy isa amendedt toir include as ank Insured the Person or Organizations shown) int the above Schedule. Suchl Personor Orgenizationi isa aninsured onlyv withe respecio toR Hability forE Bodilyl Injury, Property! Damage.or Personal and Advertising Injury causedinv wholed ori inpartbys yours scts ord omissions orti thes acts ord omissions ofthose actingo on) your behalf:  . Inp performance ofy your ongoingo operations; or Inconnection with yourp premises owned or ranted toy you. 1. Written contracto orv writlen agreement;or 2. Declarations fort this policy,  B. Thel Limils ofi insurance applicablet tot the additional Insured aret those specifiedi ine either the:  whichever isk less." Thesel Limits ofh Insurance arei inclusive andi noti ina addition tot thel Limits Of Insurançe showni int thel Declarations.  Allo othert terms and conditions remainumchanged.  Includes copyrighted material oft thei insurance Services Office, inc., withi its permission  3531900        :  ay oF EMRATA  P  - m 3  B  -  CITY OF EPHRATA 121 ALDER STREET S.W. EPHRATA, WA 509.754.4601: PHONE 509.754.0912: FAX WWW.EPHRATA.ORG: WEBSITE CONTACTPEPHEPHRATA.ORG: E-MAIL  P U  98823  -  O Z    REQUIRED INFORMATION  MUST BE INCLUDED WITH PERMIT APPLICATION  FACT SHEET:  All applicants must submit a typed fact sheeti indicating what will happen during the event. Applicants must be specific about times and types of activities. The most common form ofa fact sheet is a detailed timeline oft the event. This timeline must specify any and all requests for City aid or services with date, time and location. This should also include a sample of the advertising for the event, as well as a lists of contacts for the day oft the event.  SITE MAP:  Seven (7) copies of a detailed site map oft the event must identify streets, sidewalks, proposed parking use restictons/closures, and also show the locations of stages, fences, vendors/exhibitor booths, beer/wine gardens, portable toilets, trash/recycle containers, etc... Please include multiple maps if necessary to show proposed site use and street use in detail. The applicant shall provide the city with proof of commercial general liability insurance (ISO CG00010 01 96) generally in the amount of one-million dollars ($1,000,000) combined single limits per occurrence, two-million dollars ($2,000,000) aggregate, and an endorsement naming the City of Ephrata as an additional insured (shown on CG20 12) and such insurance shall be primary to anyi insurance carried or maintained by the city. Upon recommendation of the city's Risk Manager and based upon the event's risk rating, staff may require certain events to hold larger insurance policies. The insurance policy shall be written on an occurrence basis, shall name the city as an additional insured, shall be written for a period not less than twenty-four (24) hours prior to the event and extending for a period not less than twenty-four (24) hours following the completion of the event, and shall contain a provision prohibiting cancellation of the policy except upon thirty (30) days' written notice to the city. Acceptability of insurance is The wording on the Certificate of Liability Insurance should include: "The certificate holder is afforded coverage as an Additional Insured but only with respects to claims arising out of the negligence of the named Insured." The certificate holder must be named in the designated box as: "City of Ephrata, 121 Aider Street sW, Ephrata APERMIT WILL NOT BE ISSUED WITHOUT RECEIPT OF AN APPROVED CERTIFICATE OF INSURANCE EITHER MAILED OR FAXED1 TO THE CITY DIRECTLY FROM THE  PROOF OF LIABILITY INSURANCE:  subject to approval by the city's risk administrator.  WA 98823."  INSURANCE COMPANY  OPTIONAL INFORMATION THESE PERMITS MAY BE REQUIRED HEALTH DISTRICT PERMITS:  Itis the applicant's responsibillty to ensure that all activities associated with the preparing and/or dispensing ofi food and drink products meet all applicable codes and permits, including but not limited tot the requirements of Grant County Health District. Alist ofi food vendors is required tol be submitted to the city with the application for permit approval. Contact the Grant County Health District at (509) 754-6060 for details. Failure to obtain the proper permits from  the Health District is grounds for revocation of permit.  3    OPTIONAL INFORMATION CONTINUED  LIQUOR LICENSE:  Ifalcohol is sold or consumed, (1)the City of Ephrata, along with any required permitlicense, must grant permission, (2) applicant must receive approval and permit issued by the State of Washington Liquor Control Commission, (3) event insurance requirements must be met, and (4) liquor liability insurance required with the City listed as an additional insured (see insurance section). The City requires alcohol monitors and on-site security, consistent with State Law. The liquor license certificate must be submitted to the Citywith your application.  State ofWAI Liquor License # and/or date of CITY OF EPHRATA BUSINESS LICENSE: participating in the event. Contact (509)754-4601.  application:  AC City of Ephrata business license and/or special licenses may be required for all vendors  ADVERTISING YOUR EVENT:  Your event may be eligible for posting on the City of Ephrata's Calendar of Events. Temporary, portable signs may be placed in the right-of-way directing the public to the event. These signs must be pre-approved and no larger than 9 sq. ft. per side. They cannot be places such that they obstruct the sidewaik to less than 51 feet and may not be plaçed in a vision clearance triangle at ani intersection or within 201 feet ofa wheelchair ramp. For more information see the Code Enforcement Official. Contact: Any signage along Basin Street must be approved by the Washington State Department of Transportation. Contact the Regional Traffic Engineer at (509)667-3080. A1 Temporary Use Permit may be required for seasonal or special events under EMC 19.05.020 (Temporary Uses). Such uses require an application to be submitted to the Community Development Director atl least 45 days prior tot the event, Contact the Community Electrical permits and inspections are required for all temporary electrical services. Permits may be obtained at the Department of Labor and Industries office, located at 3001 W. Broadway Avenue, Moses Lake, Monday through Friday, 8 am - 5 pm. Permits should be obtained a minimum of 10 days before the date service is needed to allow adequate time for inspection and Grant County PUD to make the connection. Contact (509)764-6900.  Inquire with Recreation Director for incluslon ofi these events.  (509) 754-4601 ext. 133.  TEMPORARY USE PERMIT (ZONING):  Development Director at (509)754-4601) x 124 for details.  ELECTRICAL PERMIT:  FEES:  Two Days or Less Each Add'IDay  For Profit Agency Non Profit Agency  $125.00 $75.00  $50.00 $25.00  4    CITY OF EPHRATA SPECIAL EVENT POLICIES AND PROCEDURES  1. Special Event Permit applications must be submitted in full at least 45 days prior to the event. 60 days is better in case the city requires additional information, staff vacations, 2. All streets shall be accesslble to emergency equipment at all times. Only readily 3. All debris and trash is the responslbillty of the event organizer. It must be removed from the event site during the event. in addition, the event site must be cleaned within twelve (12) hours after the end of the event, or no later than 11 a.m. on the next day. The City's contractor must provide garbage removal services, Contact 4. The City of Ephrata may require on-site police, first ald and/or medical services to be 5. Event organizers must notify the public of the event at least two (2) weeks prior to the event. This includes businesses. Notification should include times when traffic/parking 6. Bonfires and outdoor barbecues are not allowed without a permit from the Fire 7. Amplified sound shall not exceed a level of amplification permitted under the City of Ephrata Municipal Code 06.18, and/or park/facility use stipulations. No sound after 10 8. The applicant shall be responsible for and hereby agrees to reimburse the City for any. and all expenses incurred by the City as a result of the event, including but The facility and/or park and/or open space rental fee and damage deposit. The cost of providing, erecting and moving barricades, cones and/or signs, tents, staging, tables, chairs, and other city equipment as requested and agreed upon. The cost of removing and disposing of event waste, garbage, and trash. The cost of electrical and/water hook-ups and/or equipment, installation and removal of The cost of the consumption of electrical power, water and/or sewer utilities. (Unless a set fee has been assigned for these services within the approved special The cost of city staff on site to provide access to power and water and to ensure that  etc.  removable barricades shall be used to close the streets.  the City at (509)754-4601 ext. 122. provided at the expense of the applicant,  may be affected in the area. Chief/Marshal.  p.m. without a variance from the City Council.  not limited to thet following:  same. events permit.)  park rules and the permit agreement are enforced.  The City of Ephrata may require a damage deposit for parks and facilities usage. The deposit will be processed for refund in part or whole after inspection of the park or faclility. Typically the refund is received within 30 days of the end of the event.  5    PAGES IMMEDIATELY FOLLOWINGI (7,8&9) MUSTBE  COMPLETED AND RETURNED TO:  OFFICE OF THE CITY ADMINISTRATOR  CITY OF EPHRATA 121 ALDER ST. SW EPHRATA, WA 98823  6    THIS FORMI IS INTENDED FOR USE BYLOCAL. AUTHORITIES HAVING. JURISDICTION (AHJ) IN THE EVENT THEY DO/ NOTI HAVEA PERMIT FORM SPECIFIC. FOR RETAIL FIREWORKS SALES ATA CONSUMER FIREWORKS RETAIL SALES (CFRS) FACILITY. ITIS! NOTMEANT: TO BE REQUIRED IN/ ADDITIONTO ORI INL LIEUG OFA ANYLOCAL PERMITTING FORM AND/OR PROCESS THATMAY! EXISTI WITH THE LOCAL, AHJ. Directions: Provided thel local jurisdiction has no permit form of their own, complete this permit application ands submiti ity with thel loca! AHJ portion of your  Retail) Fireworks Stand License to the jurisdiction iny which you wish to runy your CFRS facility.  myc Leslic  WASHINGTON STATE  FIREWORKS RETAIL SALES PERMIT APPLICATION  Applicant Information J&MI LLC  New/First Time Applicant  Previous Permit Holder  Name of Group, Organization, or Person (Last, First, Middle Initial, andi Date of Birth) Issuedt the Fireworks Retaller License  HUGHES, JACK C 3/4/1958 HU6HT3 JAy A (509 )322-5618 Phone Number CFRS Facility Information  Name of Permit Applicant (Last, First, Middle Initial, and Date of Birth)  3458  Pérmlt Applicant Malling Address (Complete Including Street, City, State, and ZP Code)  miymghad4I@gmailcen  509 )322-5618 Local Business Number (ifr required) Size: 264  E-Mail Address Tent Other:  Stand  Specify  Square Feet/Dimenslons  328 BASL 57. EPHRAA AA. 28823 CFRS Fachity Address (Complete Including Street, City, State, andz ZIP Code)  KrLY MADAE  140495000 Parcel Number for Stand Location  Name of Property Owner  Phone Number  Fireworks Supplier Information List all of the licensed fireworks wholesalers who will be supplying this stand product  J&MLLC PO Box 603 Oroville, WA 98844  License # C-04267 Storage Information Sales Structure  On Site  Off Site:  Storage Address (Complete Including Street, City, State, and ZIP Code)  Detached Building VTruck/Trailer JOther:  Specify  CHECKLIST FOR SUBMISSION Check with the local AHJfora all applicable submission dates and deadlines: Application/Permit Fee - Insurance Certificate ($1,000,000) Clean-Up Bond Fee (ifa applicable)  Valid Washington State Fireworks Retailer License  V Property Owners Written Permission  Detailed Site Plan  Interior Plan (required for tents and "other" facilities)  Ihereby certify thei information in this application is true and correct. lam aware of and agree to comply with all relevant provisions ofl law, rule, and any ordinance of the state ofWashington and the city/county permitting this CFRS Facility.  JACK HUGHES Printed Name of Permit Applicant APPROVED  03/26/2021 Date of Signature  URISDICION  DENIED  2  PMENumGo  ApprovadBy  Date of Approval Date of Signature  SEE BACKS CR HSFORMIFOR: ANVS RESTRICTIONS,CONDI7IONS; ORNOTATONSONTHIS PERMIT  signature of Pureiirg Diela  Pint Name nd To  THE FIREWORKS RETAILER LICENSE HOLDER (LICENSEE) SHALL RETAIN THIS PERMIT WITH THE ASSOCIATED FIREWORKS RETAILER  LICENSE. AND MAKE THEM BOTH, AVAILABLE FORI INSPECTION, ATA ANY TIME THE STAND IS IN OPERATION  300-420-013/R1116)    4:77 AVE. Sw,  W'MEPAEIM) 30  toyorin DOGK  dao Aast ESMRISSO    DATE:  April 16, 2021  Department: City Clerk/Finance  Past Activity  Continue to support other departments and commissions Working withl Mayor/Administrator on COVID-191 related issues Work with Architects on ERC re-roof project Prepared 1* Quarter 2021 Financial Report for Council Draft Purchasing and Bidding Policy for Council Update Finance Policies for consistency Update Small Works Roster Resolution Attend WMCA Virtual Conference Attend WPTA Virtual Conference Met with County on Landfill Remediation Normal monthly duties Monthly Balancing of all financial transactions Prepare ands submit monthly tax reports Monitor revenueslexpenses oft the City Monitor Budget Attend all Council Meetings Initiate Legal Publications as required Provide and monitor requests for Public Records Monitor Records retention/destruction. Address Human Resource issues Support staffi in their daily operations Support City Administrator Monthly Civil Service Commission meeting Attend LEOFFID Disability Board monthly meetings Continue work on drafingdocumenting Cost Allocation 2020. Annual Financial Report for State Auditor  Monthly duties as assigned  Future Activity  Procedures Monitoring closely Grateful tol be OPEN to the public busy construction season.  Budget Concerns Other Issues  Keeping the public informed of road closures/detours during this    City Council Report Parks and Recreation  EPHRATA PARKS & RECREATION PAST ACTIVITY: . - Parks Commission:  April 8, 2021  a. January meeting held 2. Recreation/Communiy Programming:  a. Sam's Dance class continues with COVID: restrictions b. Early bird season pass sale continues Began selecting movies for summer series d. Continue work with Revize on new website  . Working with high school graphic arts class for new city logo  3. Parks:  a. Begin mowing 4. Public Relations/Tourism:  a. Attended special Tourism meeting  b. Presented Parks and Recreation proposal at Soap Lake  5. Special Events: a. Youth Fishing Derby 6. Recreation Supervisor: a. Spring cornhole league began b. Assisting phone in utilities customers Entering programs into Recl d. Youth soccer clinic to begin Pickleball lessons to begin  7. Splash Zone:  a. Monitoring guidelines for aquatic operation with COVID restrictions  Accepting applications for Splash Zone staff Set opening/closing dates and special event dates d. Preparing bottom of pool surface for painting  FUTURE GOALS/ACTIVITY: 1. Continuing administrative duties 3. Develop a park reservation system 4. Develop tree replacement program 5. Update Park Master plan 6. Surviving COVID lock down  2. Continuing to work with and support various community groups    City of Ephrata  April 15th, 2021  Department: Public Works Field Supervisor  past Activity  Cleaned the head works at the waste water treatment facility. Completed monthly sewer flushing. Flushing and Sweeping city streets as needed. Monthly water testing. Daily well chlorine checks. Finished remodeling the conference room for Mike Warren's new office, and the council chambers. Turned on irrigation at all city parks. Started prepping bottom of pool for patchwork inj preparation for pool opening in June. Started herbicide application on all city right of ways. Ordered traffic paint for cross walks yellow hash marks, and double yellow lines throughout town. Ordered crack sealer. Regular scheduled Park and public works maintenance, numerous funerals, and as always responded to any  and all City related calls.  Future Activity:  Clean head works at the waste water treatment facility. Monthly sewer flushing. Sweep and clean city streets. Finish herbicide application. Start painting all crosswalks hash marks and yellow lines. Daily Chlorine checks at all well sights. Monthly water testing. Read meters. Regular scheduled Park, street, water, and waste water maintenance, and as always respond to any and all City  related calls.  Budget Concerns: Other Issues: Dennis Ohl Public works field supervisor  Continue to monitor closely  Continuing to maintain social distancing!    DATE: April21,2021 ITEM: Public Hearing  SUMMARY  1. Establishing the City of Ephrata's Final 2021 Comprehensive Plan Amendment Docket- Application to amend the Comprehensive Plan Future Land Use Map and Land Use Zoning Mapi to complete a site-specific rezone oftwo existing parcels.  BUDGET: IMPACTS  1. N/A  RECOMMENDATION Staff recommends acceptance and approval ofa all Items. ENABLING ACTIONS Motion to. Authorize, Confirm, or Approve and Accept All Items.  Ifyou have any questions, concerns, or require additional information; please contact me prior 10 the meeting.    CITY OF EPHRATA STAFF REPORT Mayor and City Council, Mike Warren, City Manager April 14, 2021 Public Hearing Amendment Docket Legislative History: April 21, 2021  To: From: Date: Proceeding Type: Subject:  Daniel Leavitt, Community Development Director  Establishing the City's Final 2021 Comprehensive Plan  First Presentation: Requested Action: Staff Report Summary  Hold Public Hearing and Approve Resolution  The Growth Management Act requires that the City's Comprehensive Plan be amended no more than once annually. Per Ephrata Municipal Code 17.02.030, applications for proposed amendments to the Comprehensive Plan are required to be submitted by February 15. Only one complete application was received by the Community Development Department for the On March 25, 2021, the Planning Commission held a public hearing to consider the one application. After considering the application, the Commission made a recommendation for the City Council to include the one application on the City's Final 2021 Comprehensive Plan Amendment docket. City Council may accept or modify the recommendation of the proposed amendment docket. If the City Council accepts the Planning Commission recommendation, the final docket with the proposed amendment will go back to Planning Commission for further review. A second recommendation will then be made and forwarded on to City  2021 annual review cycle.  Council for additional consideration and approval.  Proposed Final 2021 Comprehensive Plan Amendment Docket  1. Application to amend the Comprehensive Plan Future Land Use Map and Land Use Zoning Map in order to complete a site-specific rezone of two existing parcels.  Pageiof2    Staff Recommendation  Staff recommends approving the resolution as presented.  Attachments A  Resolution 21-006  Legal Review  Thei following documents are attached and subject tol legal review:  Date Reviewed by Legal Counsel 4/14/21  Type of Document Resolution  Title of Document Resolution No. 20-006  Page 2of2    DATE: April21,2021 ITEM: Ordinances & Resolutions  SUMMARY  1. Resolution 21-004 Establishing a Small Public Works Roster- To establish a Small Works process with Municipal Research Services Center (MRSC). 2. Establishing the City of Ephrata's Final 2021 Comprehensive Plan Amendment Docket- Application to amend the Comprehensive Plan Future Land Use Map and Land Use Zoning Map to complete as site-specific rezone oftwo existing parcels.  BUDGET! IMPACTS  1. None 2. N/A  RECOMMENDATION Staffrecommends: acceptance and approval ofa alll 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.    CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Manager Leslie Trachsler, Finance Director April15, 2021 Ordinances and Resolutions Establishing a Small Public' Works Roster Legislative History: April2 21, 2021 N/A Council Approval  To: From: Date: Proceeding Type: Subject:  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: To established a Small Public Works Roster process with Municipal Discussion/Analysis: This resolution established a Small Public Works Roster process to award public works contracts, a consulting services roster fora architectural, engineering and professional services, and a vendor roster for good and services not related to public works contracts. The current resolution was adopted in 2010 and the qualifying thresholds have since been increased. Resolution 21-004 reflectes those increases. It also outlines our relationship with Municipal Research and! Services Center (MRSC) for the Public' Works Roster process and service. Staff Recommendation: Council approve and accept Resolution! 21-004  Research Services Center (MRSC).  Financial Implications: None Attachments A.  Resolution21-004  Page 1of2    Legal Review:  The following documents are attached and subject to legal review:  Date Reviewedby Legal Counsel 04/15/2021  Type of Document  Titlec of Document  Resolution 21-004  Page 2of2    Resolution No. 21-004  A RESOLUTION ESTABLISHING A SMALL PUBLIC WORKS ROSTER PROCESS TO AWARD PUBLIC WORKS CONTRACTS, A CONSULTING SERVICES ROSTER FOR. ARCHITECTURAL, ENGINEERINGAND OTHER PROFESSIONAL SERVICES, AND A VENDOR LIST PROCESS TO PURCHASE MATERIALS, EQUIPMENT, AND SUPPLIES NOT RELATED TO  PUBLIC WORKS.  WHEREAS, RCW 39.04.155: and other laws regarding contracting for public works by municipalities, WHEREAS, in order to be able to implement small works roster processes, the CITY OF EPHRATA is WHEREAS, RCW: 39.80.030 requires that an agency publish in advance that agency's requirement for professional services and that one of the ways to accomplish that notification is to announçe generally to the public its projected requirements for any category or type of professional services and request WHEREAS, RCW 39.04.190, regarding purchase of materials, supplies, or equipment not connected toa public works project, allows certain purchasing contracts to be awarded by a vendor roster process. NOW, THEREFORE, THE CITY COUNCIL OF EPHRATA, WASHINGTON, HEREBY RESOLVES and Services Center of Washington (MRSC) to adopt for CITY OF EPHRATA's use those state wide electronic databases for small public works roster and consulting services developed and maintained by MRSC. In addition, paper and/or electronic rosters may be kept on file by appropriate CITY OF  allow certain contracts to be awarded by a small works roster process; and required by law to adopt ar resolution establishing specific procedures;  qualification statements to be kept on file with the agency; and  AS FOLLOWS: Section 1.  MRSC Rosters The CITY OF EPHRATA has contraçted with the Municipal Research  EPHRATA departments. Section 2.  Small Public Works Roster The following small works roster procedures are  established for use by the CITY OF EPHRATA pursuant to RCW.39.04.155:  1. Cost. The CITY OF EPHRATA need not comply with formal sealed bidding procedures for the construction, building, renovation, remodeling, alteration, repair, or improvement of real property where the estimated cost does not exceed Three Hundred Fifty Thousand Dollars ($350,000.00), which includes the costs of labor, material, equipment and sales and/or use taxes as applicable. Instead, the CITY OF EPHRATA may use the Small Public Works Roster procedures for public works projects as set forth herein. The breaking of any project into units or accomplishing any projects by phases is prohibited ifiti is done for the purpose of avoiding the maximum dollar amount of a contract that may be let using the small works roster process. 2. Publication. At least once a year, on behalf of the CITY OF EPHRATA, MRSC shall publish in a newspaper of general circulation within the jurisdiction ai notice of the existence of the roster or  Resolution 21-004    rosters and solicit the names of contractors for such roster or rosters. Responsible contractors shall be added to appropriate MRSC Roster(s) at any time that they submit a written request and necessary records. The CITY OF EPHRATA may require master contracts to be signed that become effective when a specific award is made using a small works roster. 3. Telephone or Written Quotations. The CITY OF EPHRATA shall obtain telephone, written or electronic quotations for public works contracts from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to a contractor who meets the mandatory bidder responsibility criteria in RCW: 39.04.350(1) and may establish a). A contract awarded from a small works roster need not be advertised. Invitations for quotations shall include an estimate oft the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications b) Quotations may be invited from all appropriate contractors on the appropriate small works roster. As an alternative, quotations may bei invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity: among the contractors on the appropriate roster. "Equitably distribute" means that the CITY OF EPHRATA may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. If the estimated cost of the work is from two hundred and fifty thousand dollars ($250,000) to three hundred thousand fifty dollars ($350,000), the CITY OF EPHRATA may choose to solicit bids from less than all the appropriate contractors on the appropriate small works roster but must notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The CITY OF EPHRATA has the sole option of determining whether this notice to the remaining contractors is made by: (i) publishing notice in al legal newspaper in general circulation in the area where the  supplementary bidder criteria under RCW 39.04.350(2)  need not bei included in the invitation.  work is to be done;  (ii) mailing a notice to these contractors; or  (ii) sending ai notice to these contractors by facsimile or email.  c) At the time bids are solicited, the CITY OF EPHRATA representative shall not informa contractor oft the terms or amount of any other contractor's bid for the same project; d) A written record shall be made by the CITY OF EPHRATA representative of each contractor's bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, Limited Public Works Process. Ifa work, construction, alteration, repair, ori improvement project is estimated to cost less than fifty thousand dollars ($50,000), the CITY OF EPHRATA may award such a contract using the limited public works process provided under RCW 39.04.155(3). For a limited public works project, the CITY OF EPHRATA will solicit electronic or written quotations from a minimum of three contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder as defined under RCW  and available by telephone inquiry.  4.  Resolution 21-004  2    39.04.010. After an award is made, the quotations shall be open to public inspection and available For limited public works projects, the CITY OF EPHRATA may waive the payment and performance bond requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW, thereby assuming the liability for the contractor's nonpayment of laborers, mechanics, subcontractors, materialmen, suppliers, and taxes imposed under Title 821 RCW that may be due from the contractor for the limited public works project. However, the CITY OF EPHRATA shall have the right of recovery against the contractor for any payments made on the The CITY OF EPHRATA shall maintain a list oft the contractors contacted and the contracts awarded during the previous 24 months under the limited public works process, including the name of the contractor, the contractor's registration number, the amount of the contract, al brief description oft the type of work performed, and the date the contract was awarded. Determining Lowest Responsible Bidder. The CITY COUNCIL shall award the contract for the public works project to the lowest responsible bidder provided that, whenever there is a reason to believe that the lowest acceptable bidi is not the best price obtainable, all bids may be rejected and the CITY COUNCIL may call for new bids. A responsible bidder shall be a registered and/or liçensed contractor who meets the mandatory bidder responsibility criteria established by RCW 39.04.350 and who meets any supplementary bidder responsibly criteria established by the CITY Award.The MAYOR or his/her designee shall present all telephone quotations/bids and recommendation for award oft the contract to the lowest responsible bidder to the CITY COUNCIL. However, for public works projects under $35,000, the MAYOR shall have the authority to award public works contracts without CITY COUNCIL approval, provided that the CITY COUNCIL shall ratify the MAYOR or his/her designee's approval at the next scheduled CITY COUNCIL meeting by means of the consent agenda. For public works projects over  by electronic request.  contractor's behalf.  5  OF EPHRATA.  6.  $35,000, the CITY COUNCIL shall award all public works contracts.  Section 3. 1.  Consulting Services Roster  Consulting Services. Consulting services are professional services that have aj primarily intellectual output or product and include architectural and engineering serviçes as defined in Publication. At least once a year, on behalf of the CITY OF EPHRATA, MRSC. shall publish in an newspaper of general circulation within the jurisdiction a notice of the existence of the consulting services roster or rosters and solicit statements of qualifications from firms providing consulting services. Such advertisements will include information on how to find the address and telephone number ofa a representative of the CITY OF EPHRATA who can provide further details as to the CITY OF EPHRATA'S projected needs for consulting services. Firms or persons providing consulting services shall be added to appropriate MRSC roster or rosters at any time that they submit a written request and necessary records. The CITY OF EPHRATA may require master contracts to be signed that become effective when a specific award is made usinga  RCW 39.80.020.  2.  consulting services roster.  Resolution 21-004  3    3.  Professional Architectural and Engineering Services The MRSC Rosters will distinguish between professional architectural and engineering services as defined inl RCW 39.80.020 and other consulting services and will announce, generally to the public the CITY OFI EPHRATA'S projected requirements for any category or type of professional or other consulting services. The CITY OF EPHRATA reserves the right to publish an announcement on each occasion when professional services or other consulting services are required by the agency and to use paper and/or other electronic rosters that may be kept on file by appropriate CITY OF EPHRATA  departments.  Section 4. 1.  Vendor List Roster. The following vendor list roster procedures are established for use Purchase of materials, supplies, or equipment NOT connected to aj public works project. The CITY OF EPHRATA is not required to use formal sealed bidding procedures to purchase materials, supplies, or equipment not connected to aj public works project where the cost will not exceed $10,000 or less. The CITY OF EPHRATA will attempt to obtain the lowest practical Purchase of materials, supplies or equipment NOT connected to a public works project in an amount between $10,000 and $50,000. The CITY OF EPHRATA may use the following vendor list procedure. Purchases more than $50,000 require Formal Competitive Bidding. Publication. At least twice per year, MRSC shall, on behalf of the CITY OF EPHRATA, publish inan newspaper of general circulation within the municipality's jurisdiction ai notice oft the existence of the vendor list roster and solicit the names of vendors for the vendor list roster. MRSC shall add responsible vendors to the vendor list roster at any time when a vendor completes the online application provided by MRSC, and meets minimum State requirements for Telephone, Written, or Electronic Quotations. The CITY OF EPHRATA shall use the following process to obtain telephone or written quotations from vendors for the purchase of materials, supplies, or equipment not connected to a public works project: a) A written description shall be drafted of the specific materials, supplies, or equipment to be purchased, including the number, quantity, quality, and type desired, the proposed b) The department director, or their designee, shall make a good faith effort to contact at least three (3) of the vendors on the roster to obtain telephone or written quotations from c) The department director, or their designee, shall: not share telephone or written quotations received from one vendor with other vendors soliciting for the bid to provide the d) A written record shall be made by the department director, or their designee, of each vendor's bid on the material, supplies, or equipment, and of any conditions imposed on  by the City pursuant to RCW 39.04.190.  price for such goods and services.  2.  3.  roster listing.  4.  delivery date, and any other significant terms of purchase;  the vendors for the required materials, supplies, or equipment;  materials, supplies, or equipment;  the bid by such vendor;  Resolution 21-004    5.  Determining the Lowest Responsible Bidder. The CITY OF EPHRATA shall purchase the materials, supplies, or equipment from the lowest responsible bidder, provided that whenever there is reason to believe that the lowest acceptable bidi is not the best price obtainable, all bids Award. All of the bids or quotations shall be collected by the department director, or their designee. The department director, or their designee, shall create a written record of all bids or quotations received, which: shall be made open to public inspection or telephone inquiry after the award of the contract. Any contract awarded under this subsection need not be advertised. The department director, or their designee, shall then present all bids or quotations and their recommendation for award of the contract to the CITY COUNCIL. The COUNCIL shall consider all bids or quotations received, determine the lowest responsible bidder, and award the contract. However, for purchases under $10,000, the department director shall have the authority to award the contract without CITY COUNCIL approval, provided that the CITY COUNCIL shall ratify the department director's approval at the next scheduled CITY COUNCIL meeting by means of the consent agenda. Purchases of a related nature shall not be split to qualify for department Posting. A list of all contracts awarded under these procedures shall be posted on the City's webpage (www.ephrata.org) once every two months. The list shall contain the name of the vendor awarded the contract, the amount oft the contract, al brief description oft thei items purchased, and the date it was awarded. Itis the responsibility oft the department director, or their designee, to get this information to the website administrator for posting. Said Resolution 21-004 is thereupon declared to be passed by the Mayor and City Council oft the City of  may be rejected and the CITY OFI EPHRATA may call for new bids.  6.  director approval.  7.  Ephrata this 215 day of April, 2021.  Mayor Bruce Reim  ATTEST:  City Clerk Leslie Trachsler  Resolution 21-004  5    Resolution No. 21-006  A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EPHRATA, WASHINGTON, FORMALLY ESTABLISHING THE CITY'S 2021 COMPREHENSIVE PLAN AMENDMENT DOCKET IN ACCORDANCE WITH THE REQUIREMENTS OF THE GROWTH MANAGEMENT ACT AND EPHRATA  MUNICIPAL CODE CHAPTER 17.02.  WHEREAS, the City of Ephrata is a code city planning under the requirements of the Revised Code of Washington (RCW) Chapter 36.70.A, Growth Management Act (GMA); and WHEREAS, the GMA requires that the City's Comprehensive Plan be amended no more WHEREAS, the City of Ephrata has codified the procedures for amending the City's WHEREAS, one privately-initiated, site-specific application requesting amendments to the WHEREAS, the Planning Commission held a public hearing on March 25, 2021 and made a recommendation that the City Council include the one application (File #21-002) on the City's Final  than once annually (RCW 36.70A.130 (2)(a)); and  Comprehensive Plan in Ephrata Municipal Code (EMC) Chapter 17.02; and  City's Comprehensive Plan was received; and  2021 Comprehensive Plan Docket Report; and  BE. ITI RESOLVED by the City Council of the City of Ephrata, Washington, as follows: Section 1. 2021 Final Comprehensive Plan Amendment Docket. The Ephrata City Council will include the following application on the Final Comprehensive Plan Amendment Docket: File #20-002 - Proposed amendments to the Comprehensive Plan Future Land Use Map and Land Use Zoning Map in order to complete a site-specific rezone oft two parcels. Passed by the City Council oft the City of Ephrata, Washington on the  day of  2021.  Bruce Reim, Mayor  Leslie Trachsler, City Clerk/Finance Director    DATE: April21,2021  ITEM: Items for Council Consideration  SUMMARY  1. Budget Report thru March 2021-Anc overview of each oft the budgetary funds for the first quarter of2021, which includes capital improvements, recreational activities, and  delinquent accounts.  BUDGET IMPACTS  1. Fors specifics refer to the attached report    MEMORANDUM  To: From: Date: Re:  Mayor Reim, City Council and City Administrator Warren  Leslie Trachsler, Finance Director Budget Report thru March, 2021  April 15,2021  TOTAL BUDGET OVERVIEW  Revenues are 9% below budget Expenses are 15% below! budget Compared tot the same time frame for 2020 2021 Revenues are 3% less than 2020 2021 Expenses are 1% less than 2020  GENERAL FUND OVERVIEW  Revenues are 3% above budget Expenses are 3% below budget  Cash balance has increased 17% from January1,2021  Highlights:  * Sales Tax: Continues to set new record highs. Year to date our collections are 17% Building Permits/Plan Review Fees: Building permits are once again exceeding expectations with 84 permits issued so far this year of which 13 were for new single  higher than 1st quarter 2020 Utility Taxes: Collections are ont target family residences  PARKI FUND OVERVIEW:  Revenues are 23% below budget - the main revenue stream for Parks is Property Tax which  comes ini two large payments May/November Expenses are 12% below budget  Highlights:  & Recreation: More recreational opportunities are opening up with the County being in Phase 3 and the approaching warmer weather. Outdoor activities, such as Cornhole League; Pickelball Clinic; Soccer Clinic are filling up. Sam's Dance classes are at capacity and a new fitness class - Mace Flow has been added. While not at the level Splashzone: Moving forward with plans to open. Season Passes have been on sale since the first of the year. As expected, these sales are not as high as in seasons past. The main pump for the pool has been rebuilt, and is expected to be replaced in the Park/Facility Maintenance: Irrigation has been turned on, bathrooms are being reopened and mowing operations are picking up. ERC reroofing project is moving  ofy years past, revenues are beginning to pick back up.  next! budget cycle.  forward. Anticipate advertising for bids byt the end of April.    LIBRARY FUND OVERVIEW:  Revenues are 24% below budget - the main revenue source for the Library is Property Tax  which comesi int two large payments May/November  Expenses are right on target Highlights:  & Building Maintenance: Retainage from the re-roof project are yet to be paid. The new roof weathered the winter very nicely and there havel been no reported leaks.  STREET FUND OVERVIEW:  Revenues are 16% below budget - Property Tax is one of the main revenue streams which  comes int two large payments May/November. Expenses are 3% below! budget  Highlights:  * Fuel Tax: At present, fuel taxi is 2% above our budget. The County Shared Fuel Taxi is remitted int thet fall of each yeara as aone-timel lump sum payment.  TRANSPORTATION BENEFIT DISTRICT (TBD) FUND OVERVIEW:  Revenues are 8% below budget Expenses are 23% below! budget  Highlights:  * Public Transportation Sales Tax: Although there is not al lot of history with this revenue stream, so fari it has exceeded our expectation and is tracking 18% higher than last  year andi is currently 16% abovel budget. Construction Projects:  Division Street repaving project began on April 12th and is expected to be completed by July 19th. This project is funded 90% with grant dollars on a 5ths SE/ 6th SE/ Hilltop paving project is in the review process and is moving  reimbursement basis. forward.  WATER/SEWER FUND OVERVIEW:  Revenues are at budgeted expectation Expenses are 10% below! budget  Highlights:  * Delinquent Accounts: At present, the prohibition on disconnections and the charging of late fees to delinquent utility accounts, per Governor's proclamation 20-23.15, has been extended to July 31, 2021 (or termination of the COVID-19 State of Emergency, whichever comes first). Staff is working on al letter to send to those delinquent account holders letting them know what resources are available (see attached flyer) for assistance and that the City will be offering a payment plan option for those adversely Construction Projects: Advertisement for Bids on the Sewer Collection System is out with bid opening scheduled for April 22nd. Engineers are working on bid specification for the Treatment System. These two projects are funded by a Department of Ecology  affected by COVID-19Pandemic. Statel Revolving Fundl Loan.  IN CONCLUSION: This will be a very busy construction season and we are all looking forward to the opening of Splashzone. There are now 4 separate City Face Book pages; Fire, Police, Recreation, and City Government. On the City Government page will be posted those communications to inform the public of the construction progress andi impact tot traveli i.e. road closures and detours.  RECOMMENDATIONS MOVING FORWARD: Stayt the course.    DO YOU OWE PAST DUE RENT OR UTILITIES? DOYOU LIVE IN GRANT OR ADAMS COUNTY?  HELP IS AVAILABLE!  HOUSING AUTHORITY GRANT COUNTY Rent Assistance Program Enrollment: April 19, 2021 How to Apply: ONLINE at: hagc.net Click the Apply Now! Button Choose Rental Assistance Program By TELEPHONE: 509-762-5541 ext 155 We expect many calls, sO please leave a message if we are unable to answer your PAPER APPLICATION Pick up at our office 1139 Larson, Blvd, Moses Lake There is a box with Rental Assistance applications at our main entrance Completed applications can be dropped off through the mail slot at the main entrance For more program info, see ourv website at  OIC ofWashington Serving Grant & OI C Adams County Utility Assistance Help is available to household who have been financially impacted by Covid-19. Enrollment will begin April 24, 2021 How to Apply: By Telephone: 509-765-9206 ext 0 Please leave a message and your call will be returned Online at: yvoic.org Click on: Energy/Shelter Appli- cation, select site Moses Lake Eligibility Requirements: Phone Intake and provided required documentation Proof of prior month in- come Current utility bill you will be instructed on how to return the docu- mentation. Payments are made directly tothe utility company,  HopeSourcen  Rent Assistance for YoungAduislYouth Under rage 25 Enrollment begins April 24, 2021  How to apply: Online: Visit hopesource.us Click"Get Help" By Phone: Call us at (509)707-0179  call  InF Person: Visit us at 1000 W Ivy Ave, Moses Lake, WA 98837  hagc.net    DATE: April21,2021 ITEM: Items for Council Action  SUMMARY  1. Purchasing and Bidding Policy- -This policy outlines the purchasing and bidding state law 2. Removal ofUse ofCity Credit Card Policy 4030-This policy is beingi incorporated into 3. Employee Transportation Policy Amendment to Policy 3130, Employee Transportation, is to reflect consistency with Policy 4010 Purchasing and Bidding regarding the use oft the Ensures that purchases and contracts are performed satisfactorily and efficiently at least cost to the public while avoiding fraud, waste, and favoritism. 3. Ensures consistency between polices regarding the use ofthe City credit card  requirements for municipal governments. Policy 4010 Purchasing and Bidding.  City credit card.  BUDGET IMPACTS  2. None  Staffrecommends: acceptance and approval ofa all Items. Motion to Authorize, Confirm, or Approve and Accept. All ltems.  ENABLING ACTIONS  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 Trachsler, Finance Director April1 15, 2021 Council Action Purchasing and Bidding Policy Legislative History: April21,2 2021 N/A Council Approval  To: From: Date: Proceeding Type: Subject:  First Presentation: Second Presentation: Requested. Action: fori municipal governments.  Staff Report Summary: This policy outlines the purchasing and bidding state law requirements Discussion/Analyss: City received a recommendation from the State Auditors at the conclusion of our 2019 Audit to update and formalize our purchasing and bidding guidelines. This policy provides detailed guidance to employees which will allow the City to maintain consistency in compliance with state and federal guidelines. This policy will be a valuable tool and resource for Staff Recommendation: Council approve and accept Policy 4010 Purchasing and Bidding Financial Implications: Insures that purchases and contracts are performed satisfactorily and efficiently at least cost tot the public while avoiding fraud, waste, andi favoritism.  all city employees.  Attachments A.  Policy 4010- - Financial Management Policy: Purchasing and Bidding  Page 1of2    Legal Review  Thei following documents are attached and: subject to legal review:  Date Reviewed by Legal Counsel  Type of Document  Titlec of Document  Policy 4010 Financial Management Policy: Purchasing and 4/01/21  Bidding  Page2of2    FINANCIAL MANAGEMENT POLICY EXPENDHTURELMIS  NO:4010  This policy supersedes any previous policies or procedures involving procurement.  okepgrestercemreloverhegeyepenaurekCHyaFtPhsehas-msiRehewReFPwrehaseenders-fe: deparmemalpurehases-tshaabseth-peheyelneHNeCyefEPhsataldepermemia-purehasesever ive-humdred-deHars90-9,shalHakepterapprovalamépurchase-edersigaaerebyeitherthe-CHy  AdmAsiaN6reraDepetePAlsePHigeMange:  PURCHASE. AND BIDDING POLICY  1.1 Purpose  The purpose of this policy is to implement the requirements of state law and, when applicable, federal guidance with regards to procurement of good and services and the bidding on public contracts for public works, good, services, supplies, and materials. Itis the City's policy to follow state and, when applicable, federal requirements with regard to the expenditures of public funds, to provide at fair forum for those interested in bidding on public contracts, and to help ensure that public contracts are performed satisfactorily and efficiently at least çost to the public, while avoiding fraud, waste, and favoritism in their award. For federally funded purchases and contracts, the purpose oft this policy is to also ensure that there is no abuse of federal funds and that all allowable costs are accorded consistent treatment. To instill public confidence in the award of public contracts and the expenditure of public funds, the City adopts the b) City decisions and policies shall be made in compliance with required procedures and within the proper Public employment shall not be used for personal gain, and City employees shall not solicit, accept, or agree to accept any gratuity for themselves, their families, or others that would or could result in personal gain. Purchasing decisions shall be made impartially, based upon the City's specifications for the contract and the d) No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by federal award ift he or she has ar real or apparent conflict ofi interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indiçated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.  2. Purchasing Code ofl Ethics  following code of ethics with regard to public contracting: a) Actions of City employees shall be impartial and fair; channels of government structure;  responses of those bidding on the contract; and  3. Controlling Laws  The expenditure of public funds for the purchase of and contracting for goods, services, supplies, and materials shall comply with all applicable state law requirements as set forth in the Revised Code of Washington (RCW) and the Washington Administrative Code (WAC). Where this policy conflicts with state law requirements, the more restrictive provision shall prevail. Where this policy is silent with regardst to purchasing and/or bidding requirements, Purchases and/or contracts that include federal funding shall also comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, published under Title 2 of the Code of The Department Head: shall implement, monitor and enforce these policies. In the event of any question regarding the propriety of any action or proposed action regarding public contract or purchasing procedures, the matter shall be referred to the! Finance Director for further action. Willful ori intentional violations of public procurement requirements All contracts must be authorized by council and signed by the designated representative (typically Mayor or City  statel law shall prevail.  Federal Regulations (2 CFR2 200), hereinafter referred to as the Uniform Purchasing Guidance.  4. Monitoring and Compliance  may result in personal penalties, financial liabilities, and/or discipline (RCW 39.30.020).  5. Authorization    Administrator). However, the award of small works projects under $35,000m may be awarded by the Mayor or designee subject to the ratification of the council and purchases not related to public works projects under $10,000 may be awarded by the department director subject to the ratification of the council. Only authorized employees acting within the scope of their authority may obligate the City in the acquisition of goods ands services. Any employee purchasing goods onl behalf oft the City without proper authorization may be personally liable to the vendor and/or to the City and The City may establish open accounts atl local businesses, andj purchases on these accounts may be made by authorized City employees for authorized City business with pre-authorization from the Department Head. Local businesses should be encouraged to submit bids on City procurements that are open to everybody. When determining the lowest bid on purchase of supplies, materials or equipment, the City may, whenever indicated in advance, take into consideration sales tax revenue it would receive from a supplier located within its boundaries  subject to disciplinary action. 6.1 Local Businesses  pursuant tol RCW/39.30.040. 7. Purchasing Limitations  a) Expenditures are required tol be included in the annual budget. ) Contracts of any amount require Council approval.  Individual purchases over $500.00s shall require prior approval oft the Department Head and shall be inclusive d) Splitting purchases to stay under bidding thresholds is a violation ofs state law and is not permitted. The following matrix describes the most common types of public contracts, summarizes the procedural requirements  of sales tax, use tax, delivery charges and any related miscellaneous charges.  8. Contract Requirements and the authorization to execute the contract:  Type of Purchase  Process  Other Requirements  A. Public Works Projects Projects with estimated cost: RCW: 35.23.352(1) $75.5k or less $116,155 or less allowed (multiple trades) Projects costing Must call for formal bids $350,000 or more RCW 35.23.352(1) Projects costing Small Works Roster under $350,000 (the City uses the MRSC (Allernative to formal bids) Projects costing Solicited quotes under $50,000 (Alternative to the Small Works Roster Procedures)  Exempt from formal bids Multiple quotes should be  Prevailing wage Insurance Paymen/Perlormance Bond Prevailing wage Insurance PaymenvPerlormance Bond Bid Bond/Deposit Prevailing wage Insurance Paymenv/Perlormance Bond Bid Bond/Deposit Prevailing wage ContraclPerformance: Bond required between $10K to $40K  (single trade); or soliçited but direct solicitation Retainage  Rosters) see also RCW 39.04.155 RCW 39.34.030    B. Materials, Supplies and Equipment (Not associated with Public Works Projects)  Items costing more than $15,000 Items costing $15,000 than $7,500  Must call for bids, use State Publication of RFP ift bidding  Bid or other coop purchase agreement. RCW35.23.35246 Vendor Lists  between $7,500- RCW39.04.190  Items costing less There are no State Law requirements applicable to this category of City  purchases  C.Professional and Personal Services Architectural and Request for Qualifications  Publish RFQ Must evaluate on performance and qualifications Negotiate contract  Engineering Services  RCW39.80  All other personal There are no State Law requirements applicable to this category of City  services  purchases  9. Retainage  State law requires the city to withhold up to five percent of the contract price in accordance with Chapter 60.281 RCW. The withheld amount provides security for the benefit of laborers and material suppliers in the event the contractor fails to pay and to secure tax payments owed to the Department of Revenue. Before retainage is released to the Public work projects and maintenance, when performed by contract, are governed by chapter 39.121 RCW, Prevailing Wages on Public Works regardless of contract amount. Iti is the responsibility of the contracting employee to notify the vendor of prevailing wage requirements and obtain compliance documentation prior to awarding any public work or maintenance contract. Public work and ordinary maintenance contracts will only be awarded to contractors who document compliance with the Washington State Prevailing Wage Law. The department director or designee managing the project is responsible for collecting ongoing compliance documents. Ifa contractor is found to be in violation of prevailing wage laws by the Department ofLabor and Industries, the City willl have to withhold payment (including retainage) from that contractor. In the event that a public works project receiving federal funds is subject to the Davis-Bacon Act, the contract documents should provide that contractors must pay the higher of the state of On contracts of $150,000 or less, at the option of the contractor, the City may, in lieu of the bond, retain ten percent of the contraçt amount for a period of thirty days after date of final acceptance, or until receipt of all necessary releases from the Department of Revenue, the Employment Security Department and the Department of Labor and Industries Change orders which fall within the Council approved scope, project budget, and project contingency may! be executed by the Mayor. Change orders which would change the scope of thej project and/or exceed the Council approved project  contractor all. appropriate releases from state agencies and the city must be obtained.  10.1 Prevailing Wage  federal wage rates.  and settlement of any liens filed under chapter 60.281 RCW, whichever is later.  11. Change Orders  budget and Council approved project contingency would require additional Council action.    12.1 Bidder Qualifications  Public works contracts must be awarded tot the responsible bidder with the lowest responsive bid. Inc order tol be deemed  a"responsible bidder" the bidder must meet the following qualifications:  AL the time of bidding be a registered contractor in compliance with Chapter 18.27 RCW; Have a current Washington! State Unified Business Identifier (UBI) number; Ifapplicable, have industrial insurance/workers' comp coverage required in Title 51 RCW; Have a' Washington State Employment Security Department (ESD) account as required in Title 50R RCW; Have as state excise tax registration number as required in Title 82 RCW; Not be disqualified from bidding under RCW 39.06.010 or 39.12.065(3); Not have any apprenticeship violations, if applicable;  Certify through a sworn statement that they are not a willful violator of labor laws in reference to RCW Have received training on the requirements related to public works and prevailing wage under Chapter 39.04 RCW and Chapter 39.12 RÇW, or are exempt from this requirement by completing three or more public works projects and havel had a valid business license in Washington for three or more years; Meet supplemental criteria adopted under RCW: 39.04.350(3). and provided in the invitation tol bid or bidding Per RCW: 35.23.352, ifthe City has previously issued a written finding that thel lowest bidder has, within the last three years, delivered to the City a project that was late, over budget, or did not meet specifications, and the City does not find in writing that the lowest bidder has shown how they would improve performance sO as to be likely to meet project specifications, the City may award to thes second-lowes. bidder that falls within 5% (five percent) of the lowest Ift the City determines al bidder to be not responsible, the City shall provide the reasons for the determination to the bidder in writing. The bidder may appeal the determination within three (3) business days by presenting additional information to the City and the City shall consider the additional information before issuing its final determination. If the final determination affirms that the bidder is not responsible, the City may not execute a contract with any other bidder until two (2) business days after the bidder determined tol be notr responsible has received the final determination The following shall apply for public works contract and when formal bidding is required for the purchase of materials, Toe ensure consistency and fair process, the City will use standard forms, documents, contract, and terms and When practical for public works contracts, the City will conduct aj pre- bid conference and site visit to allow at thorough discussion of the City's intent, scope, specifications, and terms. Interested companies should be Publication of Notice - After authorization by the City Administrator or designee, the requesting department will publish the Call for Bids for sealed bids in the official newspaper, or a newspaper or publication of general circulation most likely to bring responsive bids, at least thirteen (13) days prior IO bid submittal deadline. Provided, that in addition to the foregoing, the Call for Bids may also be published in any publication deemed appropriate in the sole discretion oft the City Administrator or designee. This subsection Notice Contents for Public Works Bids - Notice (or advertisement) for bids should contain definite specifications and procedures for bidders to use to estimate their bids. Atar minimum, a bid notice for public  49.48.082;  documents.  bidder and meets the same criteria as the lowest bidder.  in writing. 13. Bid Procedures  supplies, or equipment, except as otherwise noted: conditions, when practical. encouraged to attend.  Formal Competitive Bid (RCW 34.23.352(1)  does not apply ifusing an authorized Interlocal cooperative purchasing agreement.  works musti include: Project title Nature and scope of work    Where contract documents (plans and specifications). can be reviewed or obtained  Cost to obtain a set of contract documents Place, date, and time that bids are due Place, date, and time that bids willl be opened Statement that ab bid bond must accompany the bid int the bids and/or the bidding process  Statement that the City retains the right to reject any and all bids and to waive minor irregularities Statement that the contract involves "public work" and that workers shall receive the prevailing rate ofv wage pursuant to the Prevailing Wages on Public Works Act (Chapter 39.12 RCW) List of the applicable prevailing wage rates or prevailing wage statements Statement that the City is an equal opportunity employer and invites responsive bids from all  qualified responsible bidders;  The materials and equipment tol be furnished, ifany  Notice Contents for Purchases ofl Materials, Supplies.or Equipment Bids Notice (or advertisement) for bids should contain definite specifications and procedures for bidders to use to estimate their bids. Ata minimum,  al bid notice must include:  Name and description of requested items Cost to obtain as set of contract documents Place, date, and time that bids are due int thel bidding process Place, date, and time that bids will be opened  Where contract document (plans and specifications) can be reviewed or obtained, if applicable Statement that the City retains the right to reject any and all bids and to waive minor irregularities  Bid Opening  Bids are submitted to the responsible department director or designee, where they are time and date stamped and processed. The bids shall be opened at the time and place specified in the advertisement for bids. Report on Bids - The responsible department director or designee will prepare a report and recommendation Bid Award - Council shall award the contract to thel lowest responsible bidder or may by Council resolution reject any or all bids and to make further calls for bids in the same manner: as the original call. Bid Bonds for Public Works Contracts - Upon award ofa aj public works contract or rejection of all bids, bid bonds shall be returned to the unsuccessful bidders. All bid guarantees must be deposited in the City's account. Bid guarantees belonging to the unsuccessful bidders must be returned as soon as practical aftert the bid opening in the form ofac check written to the contractor. They Citys shall hold the bid bonds or guarantees of the two lowest responsible bidders. Ifthes successful bidder fails to enter into the contract, the bid bond or guarantee is forfeited and the contract is awarded to the next-lowest bidder. Ift the lowest bidder enters into the contract, the bond or guarantee for the second- lowest bidder is returned. The successful bidder's bid bond or guarantee shall be retained until the bidder enters into a contract with the City and furnishes the  on all bids received to thel Mayor/City Administrator.  contract bond(s) in the full amount of the contract price.  14. Small Works Roster (RCW: 39.04.155(1) & (2))  RCW 39.04.155 provides uniform small works roster provisions to award contracts for construction, building, renovation, remodeling, alteration, repair, or improvement of real property. The Small Works Roster may be used for public work projects valued below $350,000 in lieu of formal bidding. Use of the Small Works Roster allows the City The Washington State Municipal Research Services Center (MRSC) compiles small works rosters for cities and counties throughout the State of Washington. The City of Ephrata has contracted with MRSC to use its small works  to waive the advertisement requirements of the formal competitive process.  rosters for public works contracts valued below $350,000.    Invitation for Quotes Invitation for quotations shall include an estimate oft thes scope and nature oft the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. This subsection does not eliminate other requirements for architectural or engineering approvals as to quality and compliance with building codes. Number of Contractors Invited - Quotations shall be invited from all, or al least five (5), appropriate Selected Vendors/Contractors - Vendors/contractors selected from the Small Works Roster are not relieved from observing applicable legal requirements such as Contract Bond, Prevailing Wage, Retainage, etc. Award - Immediately after an award is made, the bid quotations obtained shall be recorded, open to public List of Contracts Awarded As required by RCW 39.04.200, the City must post al list of contracts awarded from the: small works roster once every year. The list must contain the name of the contractor, the amount oft the contract, al brief description of the type of work performed, and the date oft the award.  contractors per the Public Works Matrix.  inspection, and available by telephone inquiry.  15. Limited Public Works Process (RCW 39.04.155 (3)) Process inl lieu oft the small works process.  For public work projects with an estimated cost of less than $35,000, the City may use the Limited Public Works  Invitation for Quotes Invitation for quotations shalli include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specification need not be included in the invitation. This subsection does not eliminate other requirements for architectural or engineering approvals as to quality and compliance with building codes. Number of Contractors Invited - Quotations shall be invited from a minimum of three (3) contractors from the appropriate small works roster and shall award the contract to the lowest responsible bidder. Ifno bids Notification of Award - After an award is made, the quotations shall be open to public inspection and available by electronic request. The City shall maintain a list of the contractors contacted and the contracts awarded during the previous twenty-four (24) months under the limited public works process, including the name of the contractor, the contractor's registration number, the amount of the contract, al brief description Contractors selected using the Limited Public Works Process are required to comply with all applicable legal  are received see Section 14 -No Bids or Quotations Received.  oft the type of work performed, and the date the contract was awarded. requirements such as Contract Bond, Prevailing' Wage, Retainage, etc.  16. Vendor Lists  For the purpose of materials, supplies, or equipment not connected to aj public works project in the amount of$15,000 or less, the City may award purchasing contracts by a vendor list process. The Cityl has contracted with MRSC for the  use ofa a state-wide electronic vendor roster developed and maintained by MRSC.  Invitation for Quotes - Invitation for quotations shalli include a description of the specific materials, supplies, or equipment to be purchased, including the number, quantity, quality, and type desired, the proposed Number of Vendors Contacted - The City must make a good faith effort to contact at least three (3) of the vendors on the roster to obtain telephone or electronic solicitation quotations from the vendors for the Award - Immediately after an award is made, the bid quotations obtained shall be recorded, open to public  delivery date, and any other significant terms of purchase.  required materials, supplies, or equipment. inspection, and available by telephone inquiry.    17. Exemptions to Competitive Bidding Requirements awarding contracts for public works and contracts for purchases.  RCW 39.04.280 provide uniform exemptions to competitive bidding requirements utilized by municipalities when  Sole Source/Single Source Supplier If, after conducting a good faith review of available resources, the requesting department director determines that there is only one source of the required materials, supplies, or equipment, a purchase contract may be awarded without complying with established bid requirements. The requesting department director wills submit a written request for soles source procurement to the Administrator Mayor for approval, and conduct price, terms and delivery negotiations, as appropriate. The vendor must The City Council shall approve all sole source purchases by resolution that identifies the factual basis fort the sole sourcej justification and concludes that "the purchase is clearly and legitimately limited toa a: single source or supply." A sole source resolution shall not be required in case of emergency, under the terms and conditions specified in RCW 39.04.280(2)(b) and (c). On-going sole source purchases of materials, equipment, and supplies should be reviewed annually to ensure the pricing is still the lowest price for the Purchases Involving Special Facilities or Market Conditions - RCW 39.04.280(I)(b) authorizes the City Council by resolution to waive established bidding requirements if an exceptional opportunity arises to purchase favorably-priced equipment or supplies or used goods that will be sold before the City can conduct the bid process. The resolution must set forth the factual basis for the special market conditions. RCW 70A.210.110 exempts the construction, reconstruction, and improvement of Pollution Control Facilities as they are defined inl RCW 70A.210.020 from any requirement of competitive bidding. Auctions - RCW 39.30.045 authorizes the City to acquire supplies, materials, and equipment through an auction conducted by: an: agency of the State of Washington, an agency of thel United States, any municipality or other government agency, or any private party if the items can be obtained at a competitive price. Surplus Property The City may acquire surplus property from another government without the use of competitive quotes or bids (RCW 39.33.010), when iti is possible to procure obvious bargains through the procurement of surplus or distress material, supplies, or equipment. The requesting department director will submit a written request for procurement to the City Administrator for approval, and conduct price, terms, Purchases in the event of an Emergency - Emergency is defined as' ". unforeseen circumstances beyond the control of the municipality that either: (a) present a real, immediate threat to the property performance of essential functions; or (b) will likely result in material loss or damage to property, bodily injury, or loss of life ifimmediate action is not taken." RCW 39.04.280(3). If an emergency situation has been declared, the Mayor/Administrator may make or authorize others to make emergency procurements ofi materials, supplies, equipment or services without complying with the requirements of this policy when there exists a threat to public health, welfare, or safety or threat to proper performance of essential functions; provided, that such emergency procurements shall be made with such competition as is practical under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor/vendor shall be included in the contract file. As soon as practical, a record of each emergent procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, and listing of the item(s) procured under the contract, which shall be reported to the Council at the next subsequent meeting. Ifa contract is awarded without competitive bidding due to a declared emergency, the City Council must adopt ar resolution certifying the emergency situation existed no later than two weeks following the award of the contract (RCW 39.04.280(2)b). The Mayor is authorized to declare an emergency for purposes of this Interlocal Agreements - The City may enter into Interlocal agreements with other public agencies similarly authorized under RCW 39.34.030. State lawi in regards to competitive bidding shall govern any cooperative  certify in writing that the City is getting the lowest offered price.  City and that the conditions that justify the sole source purchase still exist.  and delivery negotiations, as appropriate.  bidding exemption.    purchasing agreement. The competitive bid process of the original jurisdiction may substitute for Ephrata's ifd consistent with the bidding laws that apply to Ephrata. "Piggybacking" on another jurisdiction's bids requires an Interloca! agreement. All Interlocal cooeratve-purchasing agreements shall be presented t0 No Bids or Ouotations Received - When no responsive bids or quotations are received in response to an invitation tol bid or request for quotations, the department director or his/her designee is authorized to procure ther required item through direct negotiations with a vendor or to rebid, or dot the project with Citye employees for public works contracts, as the Mayor/Administrator deems appropriate. Any public works contracts let Approvals - Vendor invoices shall be signed and approved by the department director or designec. Reimbursements payable to City employees shall be signed for approval as follows (employees may not  Council for approval.  through this process must be approved by Council.  18. Payment Processing  approve their own reimbursement):  Council - approved by Mayor or City Administrator Mayor - approved by City Administrator City Administrator approved by Mayor  Department Directors/Heads approved by the City Administrator Other employees -a approve by Department Director/City Administrator  Accounts Payable - Original invoices that are received by accounts payable will be routed to department directors. Invoices may be received directly by the department director or other staff, such as when items are picked up at will-call or services are performed on-site. For all invoices, department director or designees will verify that thei invoicedi items have beeni received and that thei invoiced amount is correct. The purchasing employee willy prepare ap purchase order witht the correct vendor, account coding, with the required authorized approval signature and attach the original invoice. The approved purchase order will be routed to accounts payable for payment. There are two accounts payable check cycles corresponding with the regularly scheduled City Council meetings, the 1 and 2nd Wednesday's of each month, The Finance Director or designee audits the bills prior to City Council meetings to ensure the correct coding oft the bills, authorization Pre-Council Meeting Checks - Departments should avoid requests for pre-Council meeting checks by submitting approved invoices to accounts payable as soon as invoices are received. If extenuating circumstances exist, ac check may be issued to avoid incurring penalties, interest, or late charges. Recurring invoices for utilities, telephone, postage may be paid out of cycle to: avoid penalties or late fees.  approvals, andj proper documentation prior to Council approval.  19. Use of City Credit Card purchases and acquisitions.  In accordance with RCW 43.09.2855, local governments are authorized to use credit cards for official government  Use ofCityCredit Card for Travel - Authorized uses of the City credit card are for the actual and reasonable expenses for lodging and other necessary expenses while traveling. Ifemployee or authorized official has use ofa City owned vehicle, the credit card may be used for the purchase of fuel. Ifan employee is required to use their personal vehicle for official City business, the City credit cardi is not tol be used for the purchase of fuel, instead the employee/oflicial willl be reimbursed actual mileage at the rate established by the IRS. The employee/official using the City credit card has five (5) days from the date of charges to submit a fully itemized travel expense reimbursement report approved by the authorized approval authority along with an approved purchase order with correct charge account coding to accounts payable. Any charges against the City credit card that are not properly identified on the travel expense report, or not allowed following audit If disallowed charges are not paid, then the City Administrator is authorized to assert a lien authorized by RCW 42.24.115, and may withhold any or all funds payable to or to become payable to the employee/official up to the amount of disallowed charges, late fees and interest at the same rate as charged by the company  required by RCW 42.24.080, shall be paid by the charging employee/official.    whichi issued the credit card. The City Administrator may also revoke the use of the City credit card by any employee/official when disallowed charges are outstanding. Failure to submit travel expense reports and Use of Credit Card for Purchases The City credit card may be used to make purchases from vendors where the City does not have an established account in an effort to reduce costs and increase efficiency. Such purchases will be authorized when, due to price, availability, or necessity of expeditious shipping, it is The employee authorizedi to1 use the City credit card must submit an approved purchase order with an itemized invoice and correct charge account coding to accounts payable by the end of the day. Submission ofi itemized invoice and purchase order in a timely manner is the responsibility of the employee, failure to do sO will The City credit card shall not be used for cash advances, cash refunds or non-City purposes. Use of Vendor Procurement Card -The Cityl has established the use of Vendor Procurement Cards from local vendors to provide employees a convenient and efficient method of making small purchases to reduce costs and increase efficiency. With approval of the department head, employees may check out a vendor The employee using the City vendor procurement card has five (5) days from the date of charges to submit a fully itemized invoice/sales receipt along with an approved purchase order with correct charge account coding to accounts payable. Any charges against the card that are not properly identified on thes sales receipt, or are not allowed following audit required byl RCW 42.24.080, shall bej paid by the charging employee. Any interest and or late payment penalties due to failure tos submit sales receipt/purchase orderi ina at timely manner Ifd disallowed charges are not paid, then the City Administrator is authorized to assert a lien authorized by RCW 42.24.115, and may withhold any or all funds payable to or to become payable to the employee up to the amount of disallowed charges, late fees and interest at the same rate as charged by the company which issued the procurement card. The City Administrator may also revoke the use of the procurement card by any employee when disallowed charges are outstanding. Procurement card shall not be used for non- City  purchase order in a timely manner will result in disciplinary action.  appropriate to use a credit card. This may include purchases from internet vendors.  result in disciplinary action.  procurement card for necessary purchases.  will be the responsibility of the employee and will result in disciplinary action.  purposes.  References: 1) Ephrata Municipal Code 2) Resolution: 559 3) Resolution 623 4) Resolution! 21-004 Revised 2-05-2014 Revised 4-21-2021    ROEPHE  CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City! Manager Leslie Trachsler, Finance Director April 15, 2021 Council Action  To: From: Date: Proceeding Type: Subject:  Removal of Use of City Credit Card Policy 4030  Legislative History: April 21, 2021 N/A Council Approval  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: This policyi is beingi incorporated into Policy 4010 Purchasing and Bidding Discussion/Analyss: In an effort to be consistent, and reduce redundancies, Policy 4030 has  beeni incorporated intol Policy 4010. Financial Implications: None Attachments A. Legal Review: Type of Document Policy  Staff Recommendation: Council approve and accept the deletion of Policy 4030.  Policy 4030 - Use of City Credit Card  Title of Document  Date reviewed by Legal Counsel 4-1-2021  Policy 4030 - Use of City Credit Card  Page1    This policy was incorporated into revised Policy 4010 Financial. Management Purchase and Bidding Policy:  PERSONNEL-POHCK USEOFCITYCREDIFCARD  NO:4030  UiseefCredit-Crd: ferTravel: Wherti any Cityeflieerer empleyee-erethereHealyanen rgpidetavehaihe: business-el the EHy, heershemayhavesesnedFheCiysmsedieard-Awhorired dsesefthet Ciyeredit eard are fer the actual andt reasenable e-pemseslerhag-mgandeheFReceaNy expenses whe tfaveling. Hthee empleyee efether etHeially SMeHARPenePhsueFaCHyowRe vehiele, theeredite eard may bet used for the-purehaseeFluel FeemPyeeisg-irse#penene vehielei theperfermances efeHeial dutes, heClyerelteardis.mstelerhepurehaseeFfuel fort that vehiele, instead the empleyee OF eHHeiallya ewheriedperser-imhunedactu-mieageat edigef,empeyeeeaFaraHsialyedpersen using the Cityeredit eard has ten(10) aysehe-daeafehafdhpsimtelaylemiredraveh expense voueher te the Finanee DepaFiment-Amyehargesagains-ne-eard-hatare: net preperly identified- en the travele expense voweher-eFmoHaHoweHelbwingawdhtrequiredby RCW-42.24.080, shall be paid by the eharging disallewede charges are mopa,hetheCiy Administrater- OF hise designee is autherized te assert-a-lien authorized 5yRCW4224-H5 and may withheld anyer all funds-payable teer te becemet payable tet theefficialer empleyee up te the ameunt ofdisalowedeharges. Hate fees-and inlerest at thes same fale as-eharged by the eempany whieh issued the eredit-eard. They-Cily Administrater OF hise autherized- designee may alse feveke thet dyemy-, effieial OF empleyee whene disallewed- eharges-are euistanding Faweshew veueher and purehase erder inatimely mannerwAreseadhephmayaete: Useof Credit Card for Purehases: TheCWyAdmnsmer may-appreve the use ef the City-eredit eard-te make purehases frem venders where the Clydeesmethave-aresiablished acceunt tet Feduce eests and imereaseeficieney. Purchases mayimolude-inieret" Venders Sueh purehases will be autherized when, due ei priee, availabilityer mecessiyefexpeditiusshipping- apprepriate e use the eredit eard. Department heads-Withprier apprevalefthe CHy AdiPise#Maye will be the enly empleyees #awwwaCyt-w ferpurehases-em E Bay OF ether en tine venders autherized, thet empleyee-using the eredit eard will F eut a Purehase Order and submit an emied-inveicetebesaliachedtethe Pe, befere the end ef that sane day, and deliverite-the maseDeperime-Sahisiomefiemines: Hveice and purehase erder i atimely manneris" the espensihiltyeftheemplsye-falurcie-desewlesa in diseiplinaty-action TheCkyerediteard: shall net bet tsed,eashadvanees,eashrehumdser ROA Ciy-purpeses Use-efVender PreeurementCard The-CiyefEphrais: has established- the use-efVender Precurement cardsfromriseaivendestepwdremP-yeyseAveNNeieHRee-AAsamgsma hhesaNeetReY Wih-heapprewaleFthedeparmem-ee  the fale established byt the IRS  elHeialer empleyee.  4.  myehskewtaweml-rperpewmeeiier: necessaryt purehases  efzempleyeeereereHhereHeNNy autherzed PersePtsmgH-vemde prosurememteard-has days FeH -dsedehpesesnt a-Wy-Hemzed-sales-shp- alog-wianeppoved purehase erder le-thet tmanee Department. Amyehargesegain-ecarthatare-mot-property dentilied en thet sales shp eF aret net allewed fellewing audit Fequired-by ReW4 42.24.080, shalbe paid byt the pgehaerpe. Any ierest and-erlaie-payments penalties-due-te falluret tes submit salest slip/purehase erder #atmeymaNNe thet respens-blyeHthe sallewed eharges are ROE paid, then the City Administrater OF Mrdegwekashate assert à tier autherized- by RCW-42.24-H5, and may withheld anyeral-undspes-payablete-erte beceme payable tet the efficial OF empleyee up tet the amount ef disalewedcharges, Hale fees and terest at the same Fale as eharged by the company which issued the preeurement eard.The-CHy Administrater eF his autherized- designee may alse-reveke thet use IYPMeNAe  empleyee and will Fesult in diseiplnaryaetion:    ayefisialeremployeealosidewsteming: Phe-Chypusemenkcanswwiiwppess:    CIEGEEPHRATA)  CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Manager Leslie Trachsler, Finance Director April15, ,2021 Council Action  To: From: Date: Proceeding Type: Subject:  Employee Transportation Policy Legislative History: April 21,2 2021 N/A Council Approval  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: Amendment to Policy 3130, Employee Transportation, is to reflect consistency with Policy 4010 Purchasing and Bidding regarding the use oft the City credit card. Discussion/Analysis: In an effort to avoid confusion and inconsistencies, the verbiage in this policyi is being changed regarding the use of the Cityo credit card tol be consistent with Policy 4010. Staff Recommendation: Council approve and accept amended Policy 3130, Employee Financial Implications: Insures consistency between policies regarding use of City credit card  Ofc course this is assuming Council approves Policy 4010.  Transportation. Attachments: A.  Policy 3130-Personne!: Employee Transportation  Legal Review: N/A  Page. 1of1    PERSONNELPOLICY EMPLOYEETRANSPORTATION  NO:3130  Use of City owned vehicles: City owned vehicles are tol be used for official business only. Employees who are "on call" as determined by the City Administrator may be given permission to take a vehicle home. This permission is to expedite the response time for an emergency situation. At no time shall any city owned vehicles be used for personal use, such as shopping, stopping at restaurants to eat or drink, or tor run personal errands. The use of city- owned vehicles for regular meals will be permitted when vehicles are being used for official business and/or out of town travel. All department heads are responsible, and will be accountable for, the use ofa all vehicles in their departments to insure compliance with this policy. All department heads shall insure that any department policies are consistent with this policy. An employee authorized to drive a City vehicle while on official business must have a current Washington operator's permit. Employee's operating City vehicles shall observe all Unless specifically exempted by the City Administrator, no employee shall be issued a City vehicle When employee(s) are required to attend training or classes longer than fourteen days in duration and more than 90 miles away, such as Basic Law Enforcement Academy, the following policy shall apply: The employee(s) will be assigned a vehicle if one is available. The employee may be required to 2) Ifay vehicle is not assigned to the employee(s) than the City will reimburse mileage for one round- Any unique or unforeseen circumstances that would necessitate amending this policy must be pre- An annual background check will be performed for all employees and volunteers authorized to drive City vehicles. If unable meet the qualifications to operate a vehicle under this policy, employees and volunteers whose essential jobf function involves driving City vehicles may be subject to transfer, Any employee or volunteer authorized to drive City vehicles must meet the following three qualifications:  traffic laws, rules, and regulations.  unless they reside within as seven (7) mile radius of City Hall.  carpool or otherwise limit expenses to the City. trip home per month of training.  approved, prior to travel, for full reimbursement.  demotion, and/or termination,  1) Valid Washington State Driver's License. 2) No serious offenses within the last three years. 3) Acceptable rating on the Annual Driving Matrix. Serious offenses are defined as convictions of the following:  1) DUI 2) License Suspended 3) VUCSA  4) Reckless Driving- or similar conviction 5) Eluding al Police Officer- or similar conviction 6) Leaving the Scene of an Accident- or similar conviction 7) Vehicular Manslaughter- or similar conviction  Ifa an employee or volunteer disputes the results of an annual background check, an appeal may be filed with the City Administrator, in writing, within 10 calendar days of notification from their supervisor. The City Administrator, the Chiefofl Police, and thel Mayor will review the appeal. A hearing shall be held with the reviewers where the employee or volunteer mayi introduce such evidence or materials to support their appeal. Following the hearing, a determination will be made by the reviewers, in writing, within 10 calendar days. This determination  Policy 3130: amend 4.21_2021.docx    shall be final. DEFINITIONS  1. "Major Collision" is a collision, which involves life threatening injuries or loss of Human life. 2. "Moderate Collision" is one that involves one or more individuals being treated for non-life threatening injuries or one: in which one or more vehicles are transported from the scene by a tow truck or other vehicle, or a minor collision that involves any other non-City vehicle. 3. "Minor Collision" is one in which involves one or more vehicles without any injuries and all vehicles are able to leave the collision scene safely and under their own power. 4. "At Fault Collision" shall mean an accident where, absent environmental or technological mitigating circumstances, and representing no pattern of driving incidents, the driver was officially determined by the investigating officer tol be solely responsible for the incident. For example, a snowplow operating inl hazardous, icing conditions (or suffering a mechanical failure) that slides through an intersection striking another vehicle would not represent an At Fault  Collision, unless it demonstrated aj pattern of behavior for the driver.  Annual Driving Matrix  OALFault Accidents Acceptable Acceptable Acceptable  1AtF Fault Accident Acceptable  2AtFault Accidents Conditional Unacceptable Acceptable  3+ At Fault Accidents  OMoving Violations 1Moving Violation 2Moving Violations 3N Moving Violations 4+ Moving Violations  Acceptable Unacceptable Unacceptable Conditional Unacceptable Unacceptable  Acceptable  "Conditional Unacceptable Unacceptable Unacceptable Unacceptable Unacceptable Unacceptable Unacceptable  Acceptable  Conditional Acceptable- Subject 10 approval by the City Administrator, with justification documented inj personnel  file.  POST-COLLISION ACTIONS  Immediately after a collision, the following process shall be followed:  1. Major Collisions shall require al blood screening for alcohol and controlled substances. 2. Moderate Collisions shall require aj portable breath tester for alcohol and a urinalysis for 3. Minor Collisions shall only require alcohol or controlled substances tests if there are additional circumstances that create ai reasonable suspicion in the mind of the employee'ss supervisor. 4. Use of alcohol or controlled substances or illegal drugs following a collision is strictly prohibited. 5. Post-collision alcohol testing will be administered within two-hours following the collision. Employee(s) required to take a post-collision alcohol test, shall refrain from alcohol use or  controlled substances.  Policy 3130 amend 4.21_2021.docx    consumption for eight-hours following a collision, or until he/she undergoes a post- collision 6. Post-collision controlled substances testing will be administered within 32-hours following the 7. An employee who is subject to post-collision testing shall remain readily available for such testing or may be deemed by the City to have refused to submit to testing. 8. Mandatory documentation is required for any delay in post-collision testing. 9. Post-collision testing conducted by Federal, State or local officials having independent authority 10. Nothing in this section shall be construed to require the delay of necessary medical attention for injured people following a collision or to prohibit the driver from leaving the: scene of an accident for the period necessary to obtain assistance in responding to the collision, or to obtain necessary  alcohol test, whichever occurs first.  collision.  isr recognized as meeting this requirement.  emergency medical care  Use of private vehicles: Ifan employee is required by his or her supervisor to use aj personal vehicle in the performance of official duties, he or she shall be reimbursed by the City for the mileage driven at the rate as established byt the IRS. The City credit cardi is not to be used for the purchase of fuel for privately owned vehicles. Marking of City Vehicles: All City owned vehicles (except those allowed under RCW 46.08.030) must be marked with the City of Ephrata name and the words "For Official Use Only". An allowed alternative is thes same information plainly and conspicuously marked on the! lower left-hand corner oft the rear window. Markings must be on a transparent adhesive material and conform to the standards established by the Department of General Administration under RCW 43.19.554(1). Vehicles classified as rolling stock shall likewise be marked with the Collisions: Ifwhile operating a City owned vehicle or aj privately owned vehicle in the performance of official duty, an employee is involvedi in ac collision resulting in personal injury or property damage he or she shall:  official Seal oft the City.  1) 2)  Request that all parties andj properties concerned remain at the scene of the collision if possible Refrain from any discussion of the collision with anyone other than the investigating law enforcement representative, appropriate City officials, and representatives of the Insurance provider designated by the City and representatives of his or her own Insurance provider ift the Be disciplined only after he or shel has a meeting with his or her supervisor and/or department head, and it is determined that the employee was responsible for the collision.  until al law enforcement representative has released them.  employee's privately owned vehicle isi involved.  3)  Expenses: When any City officer or employee or other officially authorized person is required to travel on the business of the City, he or she shall be entitled to receive his or her actual and reasonable expenses for lodging, and other necessary expenses when traveling outside of the City. Authorized or mandatory meetings inside the City The employee shall receive mileage provided that such transportation be by use of privately owned motor vehicle not a public conveyance. The transportation expense shall be at ar rate established by the IRS for each mile actually and necessarily traveled on such business and provided that traveling expense shall not be received for travel from the residence of the officer or employee to or from his or her place ofe employment. The City credit card is not to be Prior to departure upon said travel authorization must be approved by thel Department Head and expenses must have been budgeted for. Upon return,an-expenset RwieFIREaASadespenseaseuNt shal-be-aecempaniedyalesepstorpom-pabietransperation-egsialonesamdanyanyotherexpense-er Mepw-yEA the employee/official using the Citycredit card has five (5) days from the date of charges tos submitai fully itemized travel expense reimbursement report approved by the authorized  limits that include a meal may also be reimbursed by the City.  used to for the purchase of fuel for privately owned vehicles.  Policy 3130 amend 4.21_2021.docx    approval authority along with an approved purchase order with correct charge account coding to accounts payable. Meals are not to be purchased on the City's s credit card. The employee will be paid for meals according to  the following schedule: Breakfast Lunch Dinner  $16.00 $18.00 $30.00  if gone from City before 6:00a.m. ifg gone from City between 11:00 a.m. and 3:00p.m. ifg gone from City after 6:00j p.m.  Ifmeals are provided in the registration fee, there will be no reimbursement for those meals to the employee. Compensation will not be provided for banquets, golf packages, tours etc. outside thes scope of the allowed schooling, seminar, training courses etc. Compensation will be allowed for schooling, seminars, training courses etc. that require additional hours over a normal 81 hour day. The employee'sregular shift, to accommodate training, may be altered to coincide with the scheduled schooling, seminar and training courses etc. Use ofCityCredit Card: When any City officer or employee or other officially authorized person is required to travel on the business of the City, he or she may have use of the City Credit Card. Authorized uses of the City Credit Card are for the actual and reasonable expenses for, lodging and other necessary expenses while traveling. If the employee or other officially authorized person has use ofa City owned vehicle, the Credit Card may be used for the purchase of fuel. Ifthee employee is required to use a personal vehicle in the performance of official duties, the City Credit Card is not to be used for the purchase of fuel for that vehicle; instead the employee or officially authorized person will be reimbursed actual mileage at the rate established by the IRS. The officer, employee or other officially authorized person using the City Credit Card has ten-(10)-days five (5) days from the date of charges to submit al fully itemized travel expense woueher report approved by the authorized. approval authority along with an approved purchase order with correct charge account coding to the Ciy-Clerk accounts payable. Any charges against the City credit card that are not properly identified on the travel expense voucher report, or not allowed; following audit required by RCW 42.24.080, shall be paid by the Ifdisallowed charges are notj paid, then the City Administrator er-his-desigmee is authorized to assert a lien authorized by RCW 42.24.115, and may withhold any or all funds payable 10 or to become payable to the official or employee up to the amount of disallowed charges,latei fees andi interest at the same rate as charged by the company which issued the credit card. The City Administrator erhisawhevisseesgne may also revoke the use of the City Credit Card by any official or employee when disallowed charges are outstanding. Failure to submit travel expense reports and purchase order in a timely manner will result in disciplinary action.  charging official or employee.  Revised 11-1-2001 Revised 4-2005 Revised 6-2008 Revised 10-2008 Revised 06-18-2014 Revised 11-20-2019 Revised 04-21-2021  Policy 3130 amend 4.21_2021.docx    DATE: April21,2021  ITEM: City Administrator's Report  SUMMARY  1. Accreditation of the Ephrata Water Reclamation Facility Laboratory-The) Department of Ecology stated," Based on your laboratory'sn most recent PT Study results, full accreditation is warranted: for app applicable parameters" This Accreditation is good for  one year starting on April 20, 2021  BUDGET IMPACTS  1. N/A  lfyou have any questions, concerns, or require additional information; please contact me prior to the meeting.    STATE OF WASHINGION DEPARTMENT OF ECOLOGY PO Box 488 . Manchester, WA 98353-0488 . (360) 871-8840  April 06, 2021 Troy Zerb 121 Alder Street SW Ephrata, WA 98823-1899 Dear Troy Zerb:  Ephrata Water Reclamation Facility Laboratory  Thank you for your application for renewal in the Environmental Laboratory Accreditation Program. Attached is a new Certificate of Accreditation covering the one-year period beginning Based on your laboratory's most recent PT Study results, full accreditation is warranted for all applicable parameters. As a reminder, continued participation in the Ecology Lab Accreditation  April 20, 2021 and a current Scope of Accreditation.  Program requires the lab to:  Submit a renewal application and fees annually  Report significant changes in façility, personnel, analytical methods, equipment, the lab's Participate in proficiency testing studies semi-annually, with the following exception: For each parameter where all PT results were satisfactory for the past accreditation year,you are required to submit only one. PT result over this next year, and in subsequent years,as  quality assurance (QA) manual or QA procedures as they occur  long as the results are: satisfactory.  Ifyou have any questions concerning the accreditation of your lab, please contact Ryan Zboralski. at (360) 871-8845, fax (360)871-8849, or by e-mail at anzheniskigeywaso  Sincerely,  Desca C5 Lab Accreditation Unit Supervisor  Rebecca Wood RW:ERZ:erz Enclosures    9  5  5   - 9      WASHINGTON STATE DEPARTMENT OF ECOLOGY ENVIRONMENTAL LABORATORY ACCREDITATION PROGRAM  SCOPE OF ACCREDITATION  Ephrata Water Reclamation Facility Laboratory  Ephrata, WA  is accredited for the analytes listed below using the methods indicated. Full accreditation is granted unless stated otherwise in ar note. EPA is the U.S. Environmental Protection Agency. SMi is' "Standard Methods for the Examination of Water and' Wastewater." SM refers to EPA approved method versions. ASTM is the American Society for Testing and Materials. USGS is the U.S. Geological Survey. AOAC is the Association of Official  Analytical Chemists. Other references are described in notes.  Matrix/Analyte Non-Potable Water Solids, Total Dissolved Solids, Total Suspended pH Nitrate Nitrogen, Totall Kjeldahl Biochemical Oxygen Demand (BOD) Total coliforms-count  Method SM2540C-2011 SM2 2540D-2011 SM4 4500-H+B-2011 SM4 4500-NO3 E-2011 SM4 4500-Norg C-2011 SM5210B-2011 SM9223BCollert 1800 QTray  Notes  1 2  Accredited. Parameter Note Detail Analyzed by Hach method 8075. Aesen (Ss Authentication Signature  1) Nitrate analyzed by cadmium reduction Hach method 8171-MR and Hach method 8192-LR for low range 2)  04/06/2021 Date  Rebecca Wood, Lab Accreditation Unit Supervisor  Washington State Department of Ecology Effective Date: 4/20/2021 R727-21  Laboratory Accreditation Unit Page 1of 1 Scope Expires: 4/19/2022  Scope ofA Accreditation Report for Ephrata Water Reclamation! Facility Laboratory