EPHRATA CITY COUNCIL  MAYOR BRUCEREIM  MAYOR PRO-TEM WILLAMCOL  AAT LEENALLSTOT.SARAIINCDONNELL. VALINILLAKD.  MATT MOORE, TONY MORA, MARK WANKE CITY ADMINISTRATOR MIKEI WARREN  -AGENDA- July 21, 2021  ZOOM CALLI IN-DIALINI PHONE NUMBER 1-253-215-8782, follow prompts  City of Ephrata Meeting ID: 642-397-7883  6:001 PM EXECUTIVE: SESSION  1. Evaluation of Employee (RCW 42.30.110(1))  2. Acquisition of Real Estate or Site Selection (RCW4230.1100D0)  7:00 PM  REGULARSESSION 1. Called to Order 2. Roll Call 3. Pledge of Allegiance 4. Recording of Meeting: No Presentations: CONSENT AGENDA  5. Additions or corrections to published Agenda  II  1. Approval of Claim Fund Bilis and Checks Issued 2. Approval of Council Minutes: July 7,2021 3. Approval of Special Event Application:  III STAFF.COMMITTEE, & AGENCY REPORTS  BILLS: Moore. Millard, Coe    IV CLOSED RECORD DECISIONS IRCWCIAPTERS 36,4 42:0ENPINIICT INPITN NUTH PERMITTED!  V  PUBLICHEARINGS  VI ORDINANCES & RESOLUTION  1.1 Resolution 21-008 - Surplus of City Property 2. Ordinance 21-06- - Supplemental Appropriations  VII ITEMS FOR COUNCIL CONSIDERATION 1. Report on recent Water Reservoir outage 2. Mid-Year Financial Report  VIII ITEMS FOR COUNCIL. ACTION  1. Accept State Capital Budget appropriation for the Ephrata Public Library  2. Approve Interagency Data Sharing Agreement  IX CITY ADMINISTRATOR REPORT  BILLS: Moore, Millard, Coe    CITY COUNCIL MINUTES  July 07,2021  City Council of the City of Ephrata, Grant County Washington met in regular session on July 07, 2021. The meeting was called to order at 7:00 p.m. by Mayor Bruce Members Present: Mayor Bruce Reim, Council members Mark Wanke, Matt Moore,  Reim.  Valli Millard, and Sarah McDonnell  Staff Present:  City Administrator Mike Warren, City Attorney Anna Franz, Community Development Director Dan Leavitt, Community Relations Director Traci Bennett, Deputy Fire Chief Anthony Graaff, Police Chief Kurt Adkinson, and City Clerk/Finance  Director Leslie Trachsler  Motion to excuse Council members Allstot, Mora and Coe. (m/s Moorel Millard)  Motion carried.  Pledge of Allegiance was said.  No public signed up to speak. This meeting is being recorded.  Agenda: Agenda was amended moving Items 5 of Section VIII - Vacate Public Easement, to Section VI Item 1- Resolution 21-007 Vacate Portion of Public Easement.  Presentations: None  Consent Agenda: Motion was made to approve consent agenda. (m/s  McDonnell/Moore) Motion carried. Items on the consent agenda are as follows:  Claims #93585 through #93643 in the amount of $325,036.60 Claims #93581 through #93584 in the amount of $2,224.72 Payroll Check #468701 through #46932 in the amount of $61,819.35 Payroll Claims #93563 through #93580 in the amount of $248,870.85 Payroll Direct Debit in the amount of $5,875.00 Payroll Direct Deposit in the amount of $190,510.64  Claim #93562 in the amount of $300.00    Minutes of the. June 16, 2021 Council meeting  Special Event Applications:  Endeavor Soccer Academy June-August, 2021 at Soccer Complex  Public Hearing to Vacate Public Easement: Mayor Reim opened public hearing at 7:01p.m. Director Leavitt gave al brief staff report. City received a request from Frank Andrus, owner ofLot 2 Orchard View Homes Division #3, to vacate 5 feet ofa a 101 foot wide public utility easement located along the rear property line. Potential users of the easement and adjacent property owners have been notified. No comments or objections There being no public comment, Mayor Reim closed public hearing at 7:04 p.m. Resolution 21-007. - Vacate Portion of Public Utility Easement: Council discussion ensued regarding reduction of the easement. The total easement is 20 feet, 10 feet on each side of the property line. Is there a more streamline process - Each property owner must make individual requests. City utilities are located in the street. Motion to approve and accept Resolution 21-007 to vacate aj portion of Public Utility New Reservoir and Well Funding Report: Administrator Warren advised Council that the City is working with our engineers, Gray and Osborne, in applying fora preconstruction funding loan from Public Works Trust Fund for the design of a new Reservoir, new Well, and Pressure Zone for the NE and SE section of the City. If successful, funding will be available in August, 2021. Ifall goes well, design phase will be completed by January, 2022 with construction during the summer of 2022. The Motion to authorize Administration to submit application to the Public Works Board. Proclamation Declaring September 2021 as Childhood Cancer Awareness Month: Warren gave al brief report on childhood cancer. Motion to approve Proclamation Declaring September 2021 as Childhood Cancer Awareness Month. (m/s Millard/Moore), Accept Grant from Paul Lauzier Foundation: Assistant Fire Chief Graaff reported that the fire department was successful in obtaining a $63,000 grant from the Paul Lauzier Foundation for the purchase of22 sets of lightweight and full structural Motion to accept grant from the Paul Lauzier Foundation for $63,000. (m/s  were received.  Easement. (m/s Millard/McDonnell) Motion carried.  application process requires approval from Council.  (m/s Wanke/Moore) Council discussion ensued, motion carried.  Motion carried.  protective gear.  McDonnellMillard) Motion carried.    Accept Grant from State Capital Budget for Ephrata Recreation Center: Administrator Warren informed Council that the City has received official notification of the grant award from the 2021-23 State Capital Budget in the amount of $621,000. These funds will be used to make some much needed upgrades to the Ephrata Recreation Center. The Department of Commerce is the grant administrator and retains two percent of the grant award to cover their administration costs. The total net award is $608,580. Warren also recognized Representative Ybarra and Council member Will Coe for their foresight and support in obtaining this grant. They were very instrumental in the suçcess Motion to accept grant from the State Capital Budget for $621,000 for the Ephrata Renew Contract with Grant County Economic Development Council: Each year the City partners with Grant County Economic Development Council (EDC) for the planning and development of new and expanded programs and services for municipal governments as well as providing assistance and promotion for existing industrial and agriculture Motion to authorize Administration to execute 2021 Municipal Services Agreement with  oft this application.  Recreation Center. (m/s Wanke/Moore) Motion carried.  businesses.  Grant County EDC. (m/s McDonnel/Wanke) Motion carried. City Administrator Report: None at this time.  There being no further business meeting adjourned at 7:27 p.m.  Bruce Reim, Mayor  ATTEST:  Leslie Trachsler, City Clerk    DATE:  July 16, 2021  Deparcment: City Clerk/Finance  Past Activity  Continue to support other departments and commissions Working with Mayor/Administrator on COVID-19 related issues Pull names from Public Safety Testing for vacant police officer Research spending uidelinesrestriction for American Rescue Prepare Budget Amendment for Council consideration Complete forms for State Capital Budget Grant award Provide Administrative support to Pool Staff Met with Legal Counsel on Grant Col Landfill Normal monthly duties Monthly Balancing of all financial transactions Prepare and submit monthly tax reports Monitor revenues/expenses: of the City Monitor Budget Attend all Council Meetings 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 LEOFFI Disability Board monthly meetings Continue work on drafing/documenting: Cost Allocation Prepare and review RFQ for Accounting Software Prepare Budget Amendment for Council consideration  Monthly duties as assigned  position Plan Act (ARPA) funds  Future Activity  Procedures  Budget Concerns Other Issues  Monitoring closely Cover for employee vacations      City of Ephrata Permits Issuer Issue Date Owner  Department of Planning and Building  Jun-21  Fee (less State Fee)  Permit Parcel  Contractor Alderbrook 10107th Homes Alderbrook Homes Suvicharn  Location Work Done Valuation  Alderbrook Alderbrook Suvicharn  21-094 140124720 6/15/2021Homes 21-104 140124717 6/18/2021Homes 21-125 141093000 62/2021Pturachsatt 21-127 130200001 6/2/2021Robert Key 21-130 130307000 6/22/2021PUD  Ave NE 9107thNE SFR  SFR  $ 350,000.00 $ 6,313.74 $ 280,000.00 $ 5,712.44 $ 10,000.00 $ $ 2,500.00 $ $ 17,500.00 $ 437.50 $ 12,000.00 $ $ 1,000.00 $ $ 8,287.18 $ $ 1,000.00 $ $ 2,000.00 $ $ 3,000.00 $ 101.54 2,000.00 $ $ 1,000.00 $ $ 4,000.00 $ $ 9,345.17 $ $ 1,500.00 $ $ 1,000.00 $ $ 1,000.00 $ $ 1,000.00 $ $ 3,700.00 $ 1,000.00 $ $ 800.00 $ $ 6,800.00 $ $ 1,000.00 $ $ 1,000.00 $  Piturachsatit 430 Patrick Gazebo Basin Refrig. 405 8th_SE Service  29.90 38.30  Water Sidewalk/Str  21-129 141056000 6/3/2021HomeMaster HomeMaster 481 Patrick eet Cut 21-131 130397000 6/3/2021,Daniel Inman Basin Refrig. 490 Statter HVAC  PUD Heavenly Basin Dircio's Suvicharn Plumbing Monique  30CSW Crosswalk $ 76,358.00 $ 1,908.95  47.15 59.30 70.05 12.10 12.10  21-132 131422000 6/2/2021/Maximian Garza Roofing  53Crest Dr. ReRoof  21-133 131586101 6/3/2021/Robert Bergman Refrigeration 263HSE HVAC  Jason &. Joslin  21-134 1311586683 6/4/2021Kier  949KSE Fence 245 Basin 905  21-135 1401247000 6/4/2021James' Tillotson James Tillotson 9098 8th NE Fence 21-137 1408500000 6/18/2021 Piturachsatit Piturachsatit NW  Suvicharn  Pergola  David & Ana Ephrata  21-139 130650000 6/10/2021 Dana  Roosevelt Sewer line $ 2606thsW Fence 35 716/718 Frey 726/728 Frey 123 Columbia Rd ReRoof 67GSE 724DSW Sprinkler $  39.00 59.30 12.10 70.05 39.00 59.30 59.30 59.30 59.30 38.30 39.00 70.05 59.30 12.10  21-140 131053000 6/10/2021Lesley. Slough Lesley Slough 36DNW ReRoof  21-141 140614000 6/14/2021 Monique Elmore Elmore 21-142 140697024 6/18/2021 Elaine Reed  Basin Refrig. Summitview HVAC  21-144 140039000 6/18/2021Kina Treiber Kina Treiber 32 Nob Hill Curb  Carlos Carlos Heavenly Roofing Thurmans KJ'sLawn  21-145 140421000 6/18/2021/Carlos Melendrez/Melendrez 21-146 140431000 6/18/2021Carlos Melendrez/Melendrez  ReRoof ReRoof  Joaquin  21-147 130571000 6/21/2021Hernandez 21-150 131118000 6/23/2021 Glen Buckingham Roofing 21-151 140601000 6/23/2021Blair Fuglie 21-152 140601000 6/23/2021Blair Fuglie  ReRoof driveway  D&H Concrete 724DSW Aproach  21-153 131586103 6/24/2021amie Makin Basin Refrig. 247HSE HVAC 21-154 140299000 6/24/2021/Tammy Conner Icon Roofing Thurston ReRoof  1214  Niks Quality  21-155 140124646 6/24/2021)Zachary McKee Fencing  8138th NE Fence    630 Basin  21-156 140628000 6/25/2021 Jose Santos  Jose Santos SW#1  Fence  $ $  1,000.00 $ 4,000.00 $ 1,000.00 $ $ 804,790.35 $ 15,498.77  12.10 29.90 38.30  21-157 131161000 6/28/2021/Patrick Saum Patrick Saum 111 Ivy SE Shed 21-158 131563000 6/29/2021Matt Hamlet EnvyUs Lawn 22KNE Irrigation $    7/15/2021  Cities wills soon receive a share of$ $20r million city assistance fund  We use cookies. Find out about cookies here. By continuing to browse this site you are agreeing to our use o  cookies. Accept  OF WASHINGTON CITIES  Advocacy Published on Jun 22, 2021  Related content Learn how to sign up to testify on a bill remotely  Cities will soon receive a share of $20  million city assistance fund Contact: Candice Bock, Maggie Douglas  Buried in the recently adopted state 2021-2023 operating budget is a $20 million city assistance fund to provide one-time money to cities to offset costs generated by law enforcement and criminal justice related legislation enacted between January 1, 2020 and June 30, AWC has been in conversations with the Office of Financial Management (OFM) about the distribution of these funds. Cities can expect about $4 per capita, and funds will be directly distributed via the State Treasurer's office. Cities can expect to receive their share A city assistance fund was first proposed by House budget leaders, and we were pleased that these funds were included in the final budget. These monies are in response to cities discussing the cost of legislation and the importance of the Legislature helping to fund those costs. The funds were included in SB 5092, the 2021-2023 operating  awd  2021.  of the funds in early to mid-July.  budget, under Section 739 on page 507.  Advocacy Budget & finance Public safety & criminal justice  Recent  articles  ESD reinstates work  Wildfire smoke  htpsiwaciles.orglaoocagylNewslacy021/0623-cles-wilsonrecelMeasharedi2D-milon-dlyy-assistance-lund  1/2    DATE: July21,2021  ITEM: Ordinances and Resolution  SUMMARY  1. Resolution 21-008 - Declaring real property surplus to the needs of 2. Ordinance 21-06 - Amendment to the 2021 Budget  the City  BUDGET IMPACTS  1. +$35,000 - appraised value 2. +$433,700 to revenues and expenses  RECOMMENATION  Staff recommends acceptance and approval of 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 to the meeting.    CITyo OF EPHRATA STAFF REPORT Mayor and City Council, Mike' Warren, City Manager July 14, 2021 Resolution  To: From: Date: Proceeding Type: Subject:  Daniel Leavitt, Community Development Director  Declaring City property as surplus Legislative History: July21,2021 Motion  First Presentation: Requested Action: Staff Report Summary  Attached is Resolution 21-008 declaring real property owned by the City of Ephrata at 1671 E. Division Street as surplus. The subject property is no longer needed for municipal purposes and  can be disposed of and souhacmmetdhyssonse manner.  Background  The property is approximately 0.54 acres and is the site of Well #6. The well has not been in operation for years and there are no plans to rehabilitate the welli for City use. Any water right or water certificate associated with the well will remain with the City for future use at a different  location. Financial Implications  The sale of the property will save the General Fund revenues that have been used to keep the  property free of debris and weeds. Staff Recommendation  Page: e1of2    The City Council should consider and approve Resolution 21-008 declaring the subject real  property as surplus. Attachments A. B.  Resolution 21-008 Aerial photo ofs site  Legal Review  Thei following documents are attached and subject to legal review:  Date Reviewed by Legal Counsel 7/14/21  Type of Document Resolution  Title of Document  Resolution 21-008  Page 2of2    RESOLUTION NO.21-008  Al RESOLUTION DECLARING CITY OWNED PROPERTY AS SURPLUS AND. AUTHORIZING ITS SALE IN. A COMMERCIALLY REASONABLE MANNER  RECITALS: 1. 2.  The City of Ephrata no longer requires the real property located at 1671 E. Division Street.  Thej property is legally described as follows:  Lotl, Second Port ofEphrata Plat, lyingi in the Southwest quarter of Section 14, Township2iNorth,  Range 261 East, W.M.  3. RESOLVED:  The appraised value oft the land is $35,000.  1. The City ofEphrata, Washington declares the real property owned by the city and described above is 2. That thel Mayor or his designee is directed negotiate as sale ofthes samei for council reviewand  surplus. approval.  ADOPTED by the City Council oft the City of Ephrata, Washington, this 21S1 day ofJ July, 2021.  Mayor  ATTEST:  City Clerk        CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Administrator Leslie Trachsler, Finance Director July 16, 2021 Ordinances and Resolutions 2021 Budget Amendment Legislative History: July21,2021 N/A Council Adoption  To: From: Date: Proceeding Type: Subject:  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: There have been ai few unexpected and unanticipated needs arise since Discusion/Analyss: This budget amendment addresses the legal obligation we have to adopted a budget that reflects those unanticipated expenses. Reflected are costs associated with the State Legislature's mandate for Police Officers to wear body camera's; the replacement of the Planning Departments broken plotter; city hall remodel and updates; retainage payable on the Library Re-Roof Project and the C-Street Sidewalk Project; unanticipated increased costs for the ERC Re-Roof Project; and the catching up on billings from Grant County on the landfill Staff Recommendation: Council accept and approve Ordinance 21-06 amending the 2021  the 2021 budget was passed.  remediation. Budget.  Financial Implications: $433,700  Page 1of2    Attachments A.  Ordinance 21-06  Legal Review  The following documents are attached and: subject to legal review:  Date Reviewed! by Legal Counsel  Type of Document  Title of Document  Page 2of2    ORDINANCE NO. 21-06  ANC ORDINANCE OFTHE CITY OF EPHARTA, AMENDINGTHE 2021 BUDGET AS ADOPTED BY ORDINANCE: 20-061 INCREASINGTHE: ESTIMATEDE REVENUES DURINOTHECALENDAR YEAR OF 2021 AND AUTHORIZING THE EXPENDITURE OF SAID FUNDS AS AUTHORIZED BY RCW THE CITY COUNCIL OF THE CITY OF EPHRATA, WASHINGTON DO ORDAIN AS FOLLOWS: Section 1: Budget Ordinance No. 20-06 adopting the 2021 Budget is hereby amended by increasing the estimated revenues, beginning fund balances, and authorizing the expenditure ofs said funds, such funds being  35.33.121(4).  set forth as follows:  001 - Current Expense Fund Revenue: Expense: 014-Library Fund Revenue: Expense: 016-Park Fund Revenue: Expense: Revenue: Expense: 422-Sanitation Fund Revenue: Expense: 523-E Equipment Rental Fund Revenue: Expense:  $41,000.00 $41,000.00 $ 4,700.00 4 4,700.00 $ 80,000.00 $80,000.00 $16,000.00 $16,000.00 $250,000.00 $250,000.00 $42,000.00 $42,000.00  113-Sidewalk Construction Fund  Section 2. This Ordinance shall become effective five (5) days after passage and publication as required by  law.  PASSED by the City Council and approve byi its Mayor this 21st day of. July, 2021.  Mayor, Bruce Reim  Ord 21-06    ATTEST:  City Clerk, Leslie Trachsler  APPROVED AS TO FORM:  Katherine Kenison, City Attorney PASSED the 2151 day of July, 2021 APPROVED the 21s day of] July, 2021 PUBLISHED the 22nd day of July, 2021  Ord21-06    DATE: July21,2021 ITEM: Council Consideration  SUMMARY  1. Report on the' Temporary Water Outage on. July 12th  2. Mid-Year Finançial Report  BUDGET IMPACTS  RECOMMENATION  Informational only  ENABLING ACTIONS  Non required  lfyou have any questions, concerns, or require additional information; please contact me priort to the  meeting.    CITYOF EPHRATA STAFF REPORT  To: From: Date:  Mayor and City Council Mike Warren, City Manager Bill Sangster 7/14/2021  Proceeding Type: Council Consideration  Subject: Information on low water inl Reservoirs on July 12th  Legislative History: July21,2021 N/A None required  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: This ist to inform the Council of the problem that was  experienced on. July 12th that cause very low water levels in our Reservoirs. The computer that controls our telemetry system had an issue which froze the control screen, which told the system that the Reservoirs were filled therefore telling the' Wells not to startup. Due tot the hot weather - the water usage was very high over the weekend, and we started receiving low water calls at 4:15 AMI Monday  morning.  Discussion/Analysis:  Dennis Ohl received thet first call and immediately contacted the water Dept. (Scott). Scott Brown then started the wells remotely and then verified the depth of water in each Reservoir. It took a couple of days to get back toi full capacity. As far as what actually caused the computer to freeze up we are still checking the system. It may be the components of thei telemetry system overheated - not sure. This did happen once before when well 2 was hit by  Page 1of2    Lightning. We have been discussing having someone check the Reservoirs ont the week-end or a visible site gauge for better depth control - especially during Hot  weather.  Staff Recommendation: Informational Only  Financial Implications: Attachments  A. B.  Legal Review  The following documents are attached and subject to legal review:  Date Reviewed byLegal Counsel N/A  Type of Document  Title of Document  Page 2of2    MEMORANDUM  To: From: Date: Re:  Mayor Reim, City Council and City Administrator Warren  Leslie Trachsler, Finance Director Budget Report January thru. June, 2021  July 16, 2021  TOTAL BUDGETOVERVIEW,  Revenues are 9% below! budget Expenses are: 20% below! budget Compared toi the same time frame for 2020 2021 Revenues are 4% higher than 2020 2021 Expenses are 2% less than 2020  GENERAL FUND OVERVIEW  Revenues are 7% abovel budget Expenses are 5% below budget  Cash balance has increased 200% from January 1, 2021. This is partially attributed to the  receipt of the American Rescue Plan Act (ARPA)funding.  Highlights:  Sales Tax: Continues to set new record highs. Year to date our collections are 28% Building Permits/Plan Review Fees: Building permits are holding steady with 153 permits issued sO far this year of which 17 were for new single family residences. Currently, there are four separate residential developments in various stages of New City of Ephrata Website: The City's new website is up and running. If you have it saved in your favorites, you will need to delete it and save the new site -  higher than 1st half of 2020 and are 15% above budget Utility" Taxes: Collections are ont target  construction. ephrata.org  PARKI FUND OVERVIEW:  Revenues are 6% below budget - the main revenue stream for Parks is Property Tax whichi is  right oni target. Expenses are 19% below budget Highlights:  & Recreation: Donations were received to cover the costs of the Movies int the Park. The summer concert series costs are being shared with the Chamber of Commerce. Splashzone: The re-opening of the pool had a rocky start, mechanically speaking, but things have smoothed out. Pool admissions are at 50% and swimming lesson fees are State Capital Projects Grant: We were successtul in obtaining a grant for $608,580 for renovation work on the Ephrata Recreation Center. Bids have been awarded for the re-roofing portion of the project. Expect chimney repair work to begin the first part of  83% of budget.  Park/Facility Maintenance: Operations are all on schedule. August with roofing work to begin shortly thereafter.    LIBRARY FUND OVERVIEW:  Revenues are 5% above budget - the main revenue source for the Library is Property Tax  whichi is right on target. Expenses are 21% below! budget Highlights:  * State Capital Projects Grant: We were successful in obtaining a grantf for $88,270 from the State for the Library Re-Roof Project. The plan is to re-invest those dollars back into the library by coordinating our efforts with North Central Regional Library District.  STREET FUND OVERVIEW:  Revenues are 9% below budget - Property Taxi is one of the main revenue streams which is  right on target. Expenses are 1% below budget Highlights:  * Fuel Tax: At present, fuel taxi is 5% above our budget. The County Shared Fuel Taxi is remitted int thei fall of each year as aone-timel lumps sum payment.  TRANSPORTATION BENEFIT DISTRICT (TBD) FUNDO OVERVIEW:  Revenues are. 24% below budget Expenses are 15% below! budget  Highlights:  Public Transportation Sales Tax: Continues to exceeded our expectation and is tracking 28% higher than last year andi is currently 34% abovel budget.  Construction Projects:  Division Street is substantially complete and was re-opened in July. This project is funded 90% with grant dollars on a reimbursement basis. The 5lh SE/6 6ths SE/ Hilltop was completed the end of June and was financed 100%  majority of the grant dollars are yett tol be received.  with TBD Tax dollars.  WATER/SEWER FUND OVERVIEW:  Revenues are at budgeted expectation Expenses are 20% 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 20-23.16, has been extended to September 30, 2021. Staff sent letters to all delinquent account holders letting them know what resources are available for assistance and that the City will be offering a payment plan option for those adversely affected by COVID-19 Construction Projects: Bid was awarded for the Sewer Collection System, construction is expected to begin the first part of August. Engineers are still working on bid specification for the Treatment System. Preliminary engineeringi is being conducted on  Pandemic.  the placement of a new reservoir and new well.  IN CONCLUSION: As predicted, this summer has been VERY busy with the multitude of different  projects going on and the planning for future projects.    DATE: July21,2021 ITEM: Items for Council Action  SUMMARY  1. Accept State Capital Budget Grant for Library Re-Roof Project 2. Approve Interagency Data Sharing Agreement  BUDGETI IMPACTS  1. +$88,270 2. N/A  RECOMMENATION  Staff recommends acceptance and approval of all Items.  ENABLING ACTIONS  Motion 10 Authorize, Confirm, or Approve and Accept All Items.  Ifyou have any questions, concerns, or require additional information; please contact me prior to the  meeting.    OEPERVO  CITYOF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City! Manager Mike Warren JULY21,2021 Item for City Council Action  To: From: Date: Proceeding Type: Subject:  Accept Library Capital Improvement Program project, Ephrata Public  Library Legislative History: July2 212021 Council Approval  First Presentation: Second Presentation: Requested Action:  Staff Report Summary. 2021-23: State Capital Budget included an appropriation funding for the Discussion/Analysis Governor Inslee recently signed the 2021-23 State Capital Budget, which included an appropriation of $91,000.00 for the Ephrata roof replacement. The Department of Commerce, which will administer the project, will retain three percent (up to a maximum of $50,000) to cover their administrative costs, Accordingly, our net grant award will be $88,270.00. Staff Recommendation Accept the State Capital Grant Budget Appropriation for the Ephrata  Ephrata Public Library upgrade.  Libraryupgrade project ini the amount of $88,270.00.  Financial Implications +$88,270.00 Attachments A.  Copyo oft the notice off fundinga awardf from the Washington! State Department of Commerce.  Page 1of2    Legal Review  The following documents are attached and subject to legal review:  Date Reviewed by LegalCounsel N/A  Type of Document  Title of Document  Page 2of2    Mike Warren From: Sent: To: Subject: Attachments:  Brockmann, Cathy (COM) cathybrockmanne.commercewagov> Congratulations! Library Capital Improvement Program Award image001.wmz; LEED Certification Declaration Contracts.doc; 2021-23 Library Capital improvement Grants Guidelines. .pdf; Contract Readiness Survey Library  Tuesday, July 13, 20219:21AM Mike Warren  Improvement.doc  CAUTION: External Email  STATE OF WASHINGTON DEPARTMENT OF COMMERCE  1011 Plum Street SE . PO Box 42525 . Olympia, Washington 98504-2525. (360) 725-4000  July 13, 2021 Mike Warren Ephrata Public Library 121 Alder StSW Ephrata, WA 98823 Dear Mike:  Congratulations. Governor Inslee recently signed the 2021-2023 State Capital Budget, which includes the approval oft the Library Capital Improvement Program project, Ephrata Public Library Roof Replacement for $91,000.00. The Department of Commerce, which will administer the project, will retain three percent (up to a maximum of $50,000) to  cover our administrative costs. Accordingly, your net grant award will be $88,270.00. Prior to receiving funds, your organization will need to fulfill the following requirements:  Provide documentation ofs your organization's financial ability to complete the project. All funds must be expended, raised, or secured by documented pledges or loans. This program requires a 50% match to your grant For nonprofit grantees, any property relevant to the project must be owned or secured by al long-term lease that remains in effect for a minimum oft ten years following the final payment date. A lien on owned property is also Prevailing wages must be paid for all construction labor costs incurred as of May 18, 2021. Review by the Washington State Department of Archaeology and Historic Preservation and any affected Tribes Your project may also need to comply with the state's green buildings standards (RCW39.35D). Please complete the Contract Readiness Survey and LEED Certification form and submit as soon as possible. The contracting process ist not initiated until a completed Contract Readiness Survey is submitted. Also attached is contracting guidelines to assist you with the process. Ify you have any questions or need additional information, please contact your Project Manager, Cathy Brockmann at 360-764-0209 or email  amount.  required when receiving grants over $500,000. (Governor's Executive Order 21-02).  cathy/brockmann@commerc.wagov.  Sincerely,    Juawielu Tina Hochwender, Managing Director Community Assistance & Research Unit    CITY OF EPHRATA STAFF REPORT Mayor and City Council Mike Warren, City Administrator Leslie Trachsler, Finance Director  To: From: Date: Proceeding Type: Subject:  July16,2021 Council Action Interagency Agreement Legislative History: July21,2021 N/A Council lauthorization  First Presentation: Second Presentation: Requested Action:  Staff Report Summary: In 2020, the State Legislature passed a bill requiring data sharing Discussion/Analyss: The city shares its data with the State Auditor's Office for the purpose of performing the annual audit. Thisagreement formalizes the: steps they take to protect our data. Staff Recommendation: Council authorize Administration to execute Data Sharing Agreement  agreements (DSA's) for state and local government that share data.  with the State Auditor'sOffice. Financial Implications: None Attachments A. B.  Email from Audit Manager, Jake Santistevan Interagency Data Sharing Agreement  Page 1of2    Legal Review  The following documents are attached and: subject to legal review:  Date Reviewedby Legal Counsel  Type of Document  Title of Document  Page 2of2    Leslie Trachsler From: Sent: To: Subject: Attachments: Categories:  LaVigne, Anne (SAO) dlawgneaesao.wagove Wednesday, May 26, 20211 1:58PM Leslie Trachsler RE: New law requires data sharing agreement 0304.CEPH.2021,001.GEN.pdr IMPORTANT  CAUTION: External Email Hello Leslie,  Under al bill passed by the Legislature this year, data sharing agreements (DSAs) will be required for all state and local governments sharing data. Thisi includes the data we exchange for your audits. For your reference, the legislation requiring DSAS is ESSB5432, "Concerning cybersecurity and data sharing in Washington state government." The Office of the State Auditor has used DSAS with some state agencies, but less frequently with local governments. The good news is that these agreements will formalize all the steps we take to protect data, without requiring changes to We are working to implement DSAS for all audit data shared as of July 1, when the new law takes effect. Attached is the Please let me know if you have any questions or would like to schedule a time to discuss the agreement  our existing practices.  DSA our Office would like to complete with your government.  Sincerely, Jake Santistevan Audit Manager  Anne LaVigne  Administrative Assistant, Office of the Washington State Auditor We're on social! Follow us on Facebook, Twitter and Linkedin.  (509) 662-0440 I www.sa0.wa.gov    Agency DSA 21-01  INTERAGENCY DATA SHARING AGREEMENT  Between City of Ephrata  And the Office oft the Washington State Auditor  This Interagency Data Sharing Agreement (DSA)ise entered into by and between City of Ephrata hereinafter referred to as "Agency", and the Offiçe of the Washington State Auditor, hereinafter referred toas' "SAO", pursuant to the authority granted by Chapter 39.34 RCW and 43.09RCW.  AGENCY PROVIDING DATA: Agency  Agency Name: Contact Name: Title: Address: Phone: E-mail:  City_of Ephrata Leslie Trachsler Finance Director 121 Alder Street SW ErAetphrAtA.T8 509-754-4601  AGENCY REÇEIVING DATA: SAO  Agency Name: Contact Name: Title: Address: Phone: E-mail:  Office oft the Washington State Auditor  Jake Santistevan Audit Manager (360) 522-2874 Aesamlistvan@-owag"  1014 Fifth Street, Suite 202, Wenatchee WA 98801  1. PURPOSE OF THEDSA  Thej purpose ofthe DSA is to provide the requirements and authorization fort the Agency to exchange confidential information with SAO. This agreement is entered into between Agency and SAO to ensure compliançe with legal requirements and Executive Directives (Executive Order 16-01, RCW 42.56, and OCIO policy 141.10) int the handling ofinformation considered  confidential. 2. DEFINITIONS  "Agreement" means this Interagency Data Sharing Agreement, including all documents attached  or incorporated by reference.  DSA Agreement between Agency and SAO  Agency DSA:21-01    Agency DSA 21-01  "Data Access" refers to rights granted to SAO employees to directly connect to Agency systems. networks and/ or applications combined with required information needed toi implement these "Data' Transmission" refers to the methods and technologies to be used to move a copy of the data "Data Storage" refers to the place data isi in when at rest. Data can be stored on removable or portable media devices such as a USB drive or SAO managed systems or OCIOI State approved "Data Encryption" refers to enciphering data with a NIST-approved. algorithm or cryptographic module using al NIST-approved key length. Encryption must be applied in such a way that it  rights.  between systems, networks and/ or employee workstations.  services.  renders data unusable to anyone but the authorized users.  "Personal Information" means information defined in RCW 42.56.590(10).  3. PERIODOF/ AGREEMENT  This agreement shall begin on July 1,2021, or date ofexecution, whichever is later, and end on  June 30, 2024, unless terminated sooner or extended as provided herein.  4. JUSTIFICATION FOR DATA SHARING during the course of an audit or investigation. 5. DESCRIPTIONOFI DATATOBESHARED  SAO is the auditor of all public accounts in Washington State. SAO's authority is broad and includes both explicit and implicit powers to review records, including confidential records,  The data to be shared includes information and data related to financial activity, operation and compliance with contractual, state and federal programs, security of computer systems, performance and accountability for agency programs as applicable to the audit(s) performed. Specific data requests will be limited to information needed for SAO: audits, investigations and  related statutory authorities as identified through auditor requests.  6. DATA ACCESS  Ifdesired, with the Agency's permission, the Agency can provide direct, read-only access into its system. SAO will limit access to the system to employees who need access ins support oft the audit(s). SAO agrees to notify the agency when access is no longer needed.  7. DATA1 TRANSMISSION  Transmission of data between Agency and SAO will use as secure method that is commensurate to  the sensitivity oft the data being transmitted. 8. DATA STORAGE AND HANDLING REQUIREMENTS  Agency will notify SAOi ift they are providing confidential data. All confidential data provided by Agency willl be stored with açcess limited to the least number of SAO: staff needed to complete  the purpose oft the DSA.  DSA Agreement between. Agency and SAO  Agency DSA:21-01    Agency DSA 21-01  9. INTENDED USEOFDATA  The Office of the Washington State Auditor will utilize this data in support oftheira audits, investigations. and related statutory responsibilities as described in RCW 43.09.  10. CONSTRAINTS ON USE OF DATA  The Office oft the Washington State Auditor agrees to strictly limit use ofinformation obtained under this Agreement to the purpose of carrying out our audits, investigations and related  statutory responsibilities as described in RCW-43.09.  11. SECURITY OF DATA  SAO: shall take due care and take reasonable precautions to protect Agency's data from unauthorized physical and electronic açcess. SAO complies with the requirements oft the OCIO 141.10 policies and standards for data security and access controls to ensure the confidentiality,  and integrity ofa all data shared. 12. NON-DISCLOSURE OF DATA  SAO: staff shall not disclose, in whole or in part, the data provided by Agency to any individual or agency, unless this Agreement specifically authorizes the disclosure. Data may be disclosed only to persons and entities that have the need to use the data to achieve the stated purposes oft this Agreement. Int the event ofa public disclosure request for the Agency's data, SAO will notify the a. SAO: shall not access or use the data for any commercial or personal purpose. b. Any exceptions to these limitations must be approved in writing by Agency. The SAO shall ensure that all staff with access to the data described in this Agreement are aware oft the use and disclosure requirements oft this Agreement and will advise new  Agency  staff of the provisions of this Agreement.  13. OVERSIGHT  The SAO: agrees that Agency will have the right, at any time, to monitor, audit, and review activities and methods ini implementing this Agreement in order to assure compliance. Either party may terminate this Agreement with 30 days written notice to the other party's Agreement Administrator named on Page I. However, once data is accessed by the SAO, this Agreement is binding as to the confidentiality, use of the data, and disposition ofa all data received asar result of 'access, unless otherwise amended by the mutual agreement of both parties. Int the event that a dispute arises under this Agreement, a Dispute Board shall determine resolution int the following manner. Each party to this Agreement shall appoint one member to the Dispute Board. The members so appointed shall jointly appoint an additional member to the Dispute Board. The Dispute Board shall review facts, contract terms, and applicable statutes and  14. TERMINATION  15. DSPUTERESOLUTION  rules and make a determination oft the dispute.  16. GOVERNANCE  a. The provisions oft this Interagency Data Sharing Agreement are severable. Ifany provision ofthis Agreement is held invalid by any court that invalidity shall not affect the  DSA Agreement between Agency and SAO  Agency DSA:21-01    Agency DSA 21-01  other provisions oft this Interagency Data Sharing Agreement and thei invalid provision b. Int the event ofal lawsuit involving this Interagency Data Sharing Agreement, venue shall  shall be considered modified to conform to the existing law. bey proper only in Thurston County. Washington.  17. SIGNATURES  The signatures below indicate agreement between the parties.  Agency  Office of the Washington State Auditor  Signature Title:  Date  Signature Title:  Date  DSA Agreement between Agency and SAO  Agency DSA:21-01