Location: Bonney Lake Justice & Municipal Center, 9002 Main Street East, Bonney Lake, Washington.

Transcription

1 CITY COUNCIL WORKSHOP June 19, :00 P.M. AGENDA Location: Bonney Lake Justice & Municipal Center, 9002 Main Street East, Bonney Lake, Washington. I. CALL TO ORDER: Mayor Neil Johnson II. III. ROLL CALL: Mayor Neil Johnson, Jr., Deputy Mayor Randy McKibbin, Councilmember Terry Carter, Councilmember Justin Evans, Councilmember James Rackley, Councilmember Michelle Surdez, Councilmember Dan Swatman, and Councilmember Tom Watson. AGENDA ITEMS: A. Oath of Office: Police Chief Bryan Jeter by Pro Tem Judge James Helbling. B. Council Open Discussion p. 3 p. 13 p. 31 C. Review of Council Minutes: June 5, 2018 Workshop and June 12, 2018 Council Meeting. D. Action: AB18-68 Resolution 2669 A Resolution Of The City Council Of The City Of Bonney Lake Authorizing The Signature Of A Grant Agreement With The Washington State Office Of The Secretary Of State, Division Of Archives And Records Management For The Improvement Of Records Management And Retention. E. Action: AB18-72 Resolution 2672 A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, Authorizing The Mayor Sign The Labor Agreements With The Bonney Lake Police Guild Representing Commissioned And Support Employees From January 1, 2018 Through December 31, [No Advance Materials] IV. EXECUTIVE/CLOSED SESSION: Pursuant to RCW and/or RCW , the City Council may hold an executive or closed session. The topic(s) and duration will be announced prior to the session. V. ADJOURNMENT For citizens with disabilities requesting translators or adaptive equipment for communication purposes, the City requests notification as early as possible prior to the meeting regarding the type of service or equipment needed. The City Council may act on items listed on this agenda, or by consensus give direction for future action. The Council may also add and take action on other items not listed on this agenda. Agenda Packet p. 1 of 33

2 Agenda Packet p. 2 of 33

3 CITY COUNCIL WORKSHOP June 5, :00 P.M. DRAFT MINUTES Location: Bonney Lake Justice & Municipal Center, 9002 Main Street East, Bonney Lake, Washington. I. CALL TO ORDER Mayor Neil Johnson, Jr. called the workshop to order at 6:00 p.m. II. ROLL CALL: Administrative Services Director/City Clerk Harwood Edvalson called the roll. In addition to Mayor Johnson, elected officials attending were Deputy Mayor Randy McKibbin, Councilmember Terry Carter, Councilmember Justin Evans, Councilmember Michelle Surdez, Councilmember James Rackley, Councilmember Dan Swatman, and Councilmember Tom Watson. Staff members in attendance were City Administrator John Vodopich, Police Chief Dana Powers, Administrative Services Director/City Clerk Harwood Edvalson, Finance Director Cherie Gibson, Planning and Building Supervisor Jason Sullivan, Human Resources Manager Jenna Richardson, Executive Assistant/Management Analyst Leslie Harris and Assistant City Attorney Jon Collins. III. AGENDA ITEMS: A. Open Council Discussion: Light Pole, Street Striping and Families Coalition. Councilmember Tom Watson reported that Puget Sound Energy had repaired a leaning light pole near Ken Simmons Park. He also commended the Public Works Division on the night-time street striping project. Finally, Councilmember Watson reported on his meeting with the Sumner Communities for Families Coalition. He said that motivational speaker, Monte Stiles, was in attendance and offered several suggestions to the coalition on how to cope with the loss of their grant revenue. Welcome for City Administrator. Councilmember Justin Evans welcomed City Administrator John Vodopich in his new role as City Administrator. B. Review of Council Minutes: May 15, 2018 Workshop and May 22, 2018 Council Meeting. Councilmember Watson presented minor corrections to the minutes. The Council consensus was to move them forward for action at the next Council meeting. Agenda Packet p. 3 of 33

4 C. Discussion: Solid Waste Rates DM Disposal City Administrator John Vodopich reviewed for the Council that DM Disposal has requested an 8.3% increase in rates to cover their increased expenses in handling recyclables. He said this equates to an increase in the standard residential rate of $2.13/mo. He added that in consultation with the City Attorney s Office, it has been determined that a resolution of the Council is required to approve the rate increase. Councilmember Watson suggested the Council make the increase in two stages, such as half now and the other half in September. Councilmember Rackley and Councilmember Surdez felt the citizens want to know how much the increase will be and move forward with it, not stretch it out over a six month period with multiple increases. Councilmember Swatman suggested that the City should hold DM to their contract, and while the contract allows them to ask for increases, the City does not have to grant them. He said the 8% increase seems steep. Councilmember Evans said any delay will further increase DM s operating deficit. Councilmember Swatman responded that the City has not seen their financial statements and has no way of knowing if DM has made up for their loss in some other operating revenue. Mayor Johnson pointed out that the request is to cover unforeseen expenses, not for the purchase of expensive equipment. Josh Metcalf, Operating Manager of Murrey s Disposal said the request simply covers their losses and includes no excess. He noted that Puyallup, Sumner and Milton have all recently approved similar requests for increase. He noted that the percentage increase seems small, but the actual dollars to the monthly bill are not great because the rate for the service is already relatively low. Councilmember Rackley asked about joint efforts to educate the public and change the approach to recyclables, expensive packaging, etc. Mr. Metcalf said Murrey s is willing to engage with the City, County and other partners to help address the issues. Councilmember Swatman asked if the City s utility tax would be compounded on top of the DM rate increase. A financial manager for Murrey s spoke from the audience and said the rate increase was calculated in such a way as to avoid the potential compounding effect of the City s utility tax. There was Council consensus to place the item for action on the next Council agenda under Full Council Issues. D. Discussion: AB18-44 Ordinance D18-44 Updating City Planning And Engineering Fees. Planning and Building Supervisor Jason Sullivan reviewed with Council the process, structure and purpose for the proposed fee increases. He said the rates have not increased since Councilmember Swatman introduced the topic of whether or not planning and development fees should be used to incentivize development in the City. Councilmember Evans queried whether there is a perceived value to being in Bonney Lake. He suggested there is a value, and urged the Council to capture possible businesses to provide a better service to our Agenda Packet p. 4 of 33

5 citizens. Deputy Mayor McKibbin suggested the Council look at other development locations surrounding Bonney Lake, including Tehaleh, to make sure Bonney Lake remains competitive. Councilmember Watson said the Council should move forward with the fee increases and then see what the impacts are, noting they can be revised again as needed. Councilmember Carter asked how the City will know what the true impacts are. Will the City be able to tell if a developer chose not to develop in Bonney Lake because of the increased fees? Councilmember Surdez said she believes businesses will want to be here in Bonney Lake. Without Council objection, Mayor Johnson said the item will be brought forward to the next Council meeting for action under Full Council Issues. E. Discussion: AB18-61 Resolution 2663 Memorandum Of Understanding (MOU) Between The City Of Bonney Lake And The AFSCME Local #120 Union. Human Resources Manager Jenna Richardson explained how the represented employees have not been able to use their Short Term Disability Plan through the United Employees Benefit Trust as had originally been envisioned due to the plan requirements. She said the union shop steward did some research and found an alternative plan that will provide union members with the type of benefit they are seeking. Deputy Mayor McKibbin asked why this MOU was not part of the recent labor negotiation. Manager Richardson explained the time to do the research and work out the details for the change did not fall within the timeline of the negotiations for the labor agreement. She noted there will be some minor staff time involved with the changeover and open enrollment periods in the future, but the cost should not be great. After asking for Council direction, Mayor Johnson set this item for the Consent Agenda on the next Council meeting agenda. IV. EXECUTIVE/CLOSED SESSION: None. V. ADJOURNMENT: At 6:52 p.m. Mayor Johnson adjourned the Council Workshop by common consent of the Council. Harwood Edvalson, City Clerk Neil Johnson, Jr., Mayor Items presented to Council at the June 5, 2018 Workshop: None. Note: Unless otherwise indicated, all documents submitted at City Council meetings and workshops are on file with the City Clerk. For detailed information on agenda items, please view the corresponding Agenda Packets, which are posted on the city website and on file with the City Clerk. Agenda Packet p. 5 of 33

6 Agenda Packet p. 6 of 33

7 CITY COUNCIL MEETING June 12, :00 P.M. DRAFT MINUTES Location: Bonney Lake Justice & Municipal Center, 9002 Main Street East, Bonney Lake, Washington. I. CALL TO ORDER Mayor Neil Johnson, Jr. called the Meeting to order at 6:00 p.m. A. Flag Salute: Mayor Johnson led the audience in the Pledge of Allegiance. B. Roll Call: Administrative Services Director/City Clerk Harwood Edvalson called the roll. In addition to Mayor Johnson, elected officials attending were Deputy Mayor Randy McKibbin, Councilmember Terry Carter, Councilmember Justin Evans, Councilmember Dan Swatman, and Councilmember Tom Watson. Councilmember James Rackley and Councilmember Michelle Surdez were absent. Councilmember Swatman moved to excuse the absence of Councilmembers James Rackley and Michelle Surdez. Councilmember Watson seconded the motion. Motion approved 5 0. Staff members in attendance were City Administrator/Public Services Director John Vodopich, Administrative Services Director/City Clerk Harwood Edvalson, Chief Financial Officer Cherie Gibson, Police Chief Dana Powers, Planning and Building Supervisor Jason Sullivan, City Attorney Kathleen Haggard, and Executive Assistant/Management Analyst Leslie Harris. C. Agenda Modifications: None. D. Announcements, Appointments and Presentations: II. PUBLIC HEARINGS, CITIZEN COMMENTS & CORRESPONDENCE: A. Public Hearings: None. B. Citizen Comments: None. C. Correspondence: None. III. COUNCIL COMMITTEE REPORTS: A. Finance Committee: Committee Chair Deputy Mayor McKibbin reported the Committee met at 5:00 p.m., received a Personnel Update from HR Manager Agenda Packet p. 7 of 33

8 Jenna Richardson and reviewed and forwarded for action a grant agreement for records management as presented by Administrative Services Director Woody Edvalson. B. Community Development Committee: Committee Chair Councilmember Swatman said the Committee met earlier in the afternoon and forwarded items to this evening s Council Agenda. C. Public Safety Committee: Committee Chair Councilmember Justin Evans reported the Committee met earlier this afternoon and received a report on a proposed bond issue for the Fire District, discussed video arraignment for the municipal court; discussed the missing/found youth case from earlier in the month, the placement of buoys on Lake Tapps, glass enclosures for the court staff, and a program to help with homelessness called Keep Your Change. D. Other Reports: Presentation: Recognition of Police Chief Dana Powers Mayor Johnson read the inscription on a plaque prepared by Councilmember Tom Watson in recognition of Police Chief Dana Powers 26 Years of Service with the City of Bonney Lake. IV. CONSENT AGENDA: A. Approval of Corrected Minutes: May 15, 2018 Council Workshop and May 22, 2018 Meeting. B. Approval of Accounts Payable and Utility Refund Checks/Vouchers: Accounts Payable check/vouchers #79207-#79286 and wire transfer # in the amount of $2,057, Accounts Payable check/vouchers #79287-#79339 in the amount of $85, Accounts Payable wire transfer # in the amount of $48, for P-Card Purchases. Accounts Payable check/vouchers # #79362 and wire transfers # and # in the amount of $120, Accounts Payable wire transfers # , # and # in the amount of $500, C. Approval of Payroll: May 1 st -15th 2018 for checks # including Direct Deposits and Electronic Transfers is $608, May16 th -31 st 2018 for checks # including Direct Deposits and Electronic Transfers is $824, D. AB18-61 Resolution 2663 A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, Authorizing The Mayor To Sign A Memorandum Of Understanding With AFSCME Local #120 To Change The Employee Paid Short Term Disability Provider. Agenda Packet p. 8 of 33

9 E. AB18-63 Resolution 2665 A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, Authorizing Award Of A Local Agency A&E Professional Services Agreement To KPG Engineering For Services To Complete The PS&E Package For The 198 th Road Preservation Project. Councilmember Watson moved to approve the Consent Agenda. Councilmember Evans seconded the motion. Motion approved 5 0. II. VI. VII. FINANCE COMMITTEE ISSUES: None. COMMUNITY DEVELOPMENT COMMITTEE ISSUES: None. PUBLIC SAFETY COMMITTEE ISSUES: None. VIII. FULL COUNCIL ISSUES: A. AB18-44 Ordinance D18-44 An Ordinance Of The City Of Bonney Lake, Washington, Repealing Chapter 3.68 Of The Bonney Lake Municipal Code Entitled Planning Department Services And Fees, Section And Of The Bonney Lake Municipal Code Related To Building Permit Fees And Re-Codifying Chapter 3.68 Of The Bonney Lake Municipal Code As Building, Civil, And Planning Fees. Councilmember Watson moved to approve Ordinance D Councilmember Evans seconded the motion. Motion approved 4 1. Councilmember Swatman voted no. B. AB18-62 Resolution 2664 A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, Authorizing The Mayor To Sign A Contract With Parametrix To Design The 95 th Street To Angeline Road Trail. Councilmember Watson moved to approve Resolution Councilmember Evans seconded the motion. Motion approved 5 0. C. AB18-69 Resolution 2670 A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, Approving D.M. Disposal Company s Requested Rate Increase For Collection Of Recyclable Materials. Councilmember Watson moved to approve Resolution Councilmember Agenda Packet p. 9 of 33

10 Agenda Packet p. 10 of 33

11 Evans seconded the motion. Councilmember Watson said he doesn t agree with the amount of the rate increase believing that D.M. Disposal should have given more public notice of the issues and approached the City earlier potentially allowing for a smaller increase. He said he would be voting no on approval of the resolution. Councilmember Swatman said he appreciates the service of D.M. Disposal, but can t justify an increase in city rates when next door neighbors outside the city limits are paying less. He added that he will also be voting no. Motion approved 3 2. Councilmembers Swatman and Watson voted no. D. AB18-64 Motion A Motion Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, Appointing Three City Officials As Voting Delegates To Represent The City Of Bonney Lake At The 2018 Association Of Washington Cities Annual Conference Business Meeting To Be Held In Yakima, Washington. Councilmember Watson moved to accept nominations for voting delegates. Councilmember Evans seconded the motion. After Council discussion, Deputy Mayor McKibbin nominated Councilmembers Carter, Swatman and Watson as the voting delegates. Motion approved 5 0. IX. EXECUTIVE SESSION: None. X. ADJOURNMENT: With the common consent of the City Council, Mayor Johnson adjourned the meeting at 6:15 p.m. Harwood Edvalson, City Clerk Neil Johnson, Jr., Mayor Items submitted at the June 12, 2018 Council Meeting: None. Note: Unless otherwise indicated, all documents submitted at City Council meetings and workshops are on file with the City Clerk. For detailed information on agenda items, please view the corresponding Agenda Packets, which are posted on Agenda Packet p. 11 of 33

12 the city website and on file with the City Clerk. Agenda Packet p. 12 of 33

13 City of Bonney Lake City Council Agenda Bill (AB) Department / Staff Member: Meeting/Workshop Date: Agenda Bill Number: Administrative Services/ Harwood Edvalson 12 June 2018 AB18-68 Agenda Item Type: Ordinance/Resolution Number: Councilmember Sponsor: Resolution 2669 Deputy Mayor McKibbin Agenda Subject: Authorizing the Signature of a Records Grant Agreement Full Title/Motion: A Resolution of the City Council of the City of Bonney Lake Authorizing the Signature of a Grant Agreement with the Washington State Office of the Secretary of State, Division of Archives and Records Management for the Improvement of Records Management and Retention. Administrative Recommendation: Approve. Background Summary: The City Clerk s Office submitted a grant application for microfilming and digitization of a portion of the archival records of the City, such as minutes and agendas, resolutions and ordinances. The work will be performed by the State Archives with copies provided to the City. The agreement is set up for the City Clerk s signature. The Council s approval includes authorization for the City Clerk to execute the agreement. Attachments: Grant Service Agreement G BUDGET INFORMATION Budget Amount Current Balance Required Expenditure Budget Balance Budget Explanation: The City will be reimbursed fees expended in the amount of $4, COMMITTEE, BOARD & COMMISSION REVIEW Council Committee: Finance. Approvals: Yes No Chair/Councilmember: Dep. Mayor McKibbin Committee Date: 6/12/18 Councilmember Dan Swatman Councilmember Tom Watson Forwarded to: 6/12/18 Council Agenda Consent Agenda: Yes No Commission/Board Review: Hearing Examiner Review: COUNCIL ACTION Workshop Date(s): Public Hearing Date(s): Meeting Date(s): 6/12/2018 Tabled to: APPROVALS Director: HTE Mayor: NHJ Date Reviewed by City Attorney: (if applicable): N/A Agenda Packet p. 13 of 33

14 Agenda Packet p. 14 of 33

15 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BONNEY LAKE, PIERCE COUNTY, WASHINGTON, AUTHORIZING THE CITY CLERK TO SIGN A GRANT AGREEMENT WITH THE WASHINGTON STATE OFFICE OF THE SECRETARY OF STATE, DIVISION OF ARCHIVES AND RECORDS MANAGEMENT (G-6024) FOR THE IMPROVEMENT OF RECORDS MANAGEMENT AND RETENTION IN THE CITY OF BONNEY LAKE. The City Council of the City of Bonney Lake, Washington, does hereby resolve that under the Mayor s direction, the City Clerk is authorized to sign the agreement attached hereto and incorporated as Attachment A. PASSED by the City Council this 12 th day of June, AUTHENTICATED: Neil Johnson, Jr., Mayor Harwood T. Edvalson, City Clerk APPROVED AS TO FORM: Kathleen Haggard, City Attorney Agenda Packet p. 15 of 33

16 Agenda Packet p. 16 of 33

17 Agenda Packet p. 17 of 33

18 Agenda Packet p. 18 of 33

19 Agenda Packet p. 19 of 33

20 SERVICE LEVEL AGREEMENT For DOCUMENT PREPARATION AND IMAGING SERVICES THIS AGREEMENT is made and entered into by and between CITY OF BONNEY LAKE (hereinafter CUSTOMER ) and the STATE of WASHINGTON, OFFICE OF THE SECRETARY OF STATE, ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter ARCHIVES ). This Service Level Agreement establishes the understanding for ARCHIVES to provide document preparation, scanning, and microfilming services. Specific work to be performed shall be described in a separately approved Statement of Work (hereinafter SOW ). Any additional SOWs shall be approved in writing. I. SCOPE OF SERVICES 1. ARCHIVES shall provide document preparation, scanning, and microfilming services to the CUSTOMER upon receipt of a detailed SOW describing the services requested and the documents to be prepared and scanned or microfilmed. The SOW shall thereby be made an integral part of this Agreement. Within ninety (90) calendar days after delivery to the CUSTOMER of the finished product, pursuant to the SOW, ARCHIVES shall return the documents to the CUSTOMER. Upon a written request from the CUSTOMER, ARCHIVES will transfer the documents to an ARCHIVES regional branch facility. 2. ARCHIVES shall meet or exceed the quality control, processing, document preparation, and imaging specifications and standards for the creation of archival public record documents established by Washington State law. It is the responsibility of the CUSTOMER to verify the quality and accuracy of the service performed and to notify ARCHIVES of any discrepancies within thirty (30) calendar days after receiving the finished work product for each Statement of Work. Promptly after receiving such notice of any discrepancies from the CUSTOMER, ARCHIVES will replace deficient work product with product that meets specifications and standards at no charge to the CUSTOMER. Any defects or errors communicated by the CUSTOMER to ARCHIVES after thirty (30) calendar days after receiving the finished work product will incur additional costs. 3. Although each Statement of Work will include an estimated completion date as agreed upon by the parties, ARCHIVES shall not be liable for delays in providing services to the CUSTOMER under this Agreement. 4. Nothing in this Agreement shall constitute a guarantee by the CUSTOMER to provide a minimum amount of work or a promise to supply work to ARCHIVES. 5. All records must be delivered in boxes capable of holding their contents with the lid closed. This includes rolled or flat drawings. Boxes that are damaged, without lids, or weighing over 40lbs will not be accepted. ARCHIVES have archival quality boxes with attached lids for purchase. ARCHIVES have staff available to box CUSTOMER documents on site for an hourly fee equal to the current ARCHIVES miscellaneous labor rate. Agenda Packet p. 20 of 33

21 6. Washington State Microfilming Standards require certain information to be present on all microfilm. ARCHIVES will add pages to ensure compliance with the standards. CUSTOMER will be charged at a per page rate and project preparation rate for this work. 7. CUSTOMER instructions that result in a suspension of work in progress will be charged the current ARCHIVES miscellaneous labor rate per each hour of downtime for shut down and restart. Once the project work begins, all questions submitted to the CUSTOMER must be answered expeditiously and no later than one (1) business day to avoid work stoppage. II. TERMS AND TERMINATION 1. This Agreement shall take effect upon the signing of the last required signature. This Agreement shall remain in effect until June 30, The CUSTOMER may extend this Agreement for up to two (2) additional two year terms by providing a written notice to ARCHIVES any time before the termination date. 3. Either party may terminate this Agreement upon a thirty (30) calendar day written notice to the other party. In the event of termination of this Agreement, the terminating party shall be liable only for the performance rendered prior to the effective date of termination. The CUSTOMER shall pay ARCHIVES within thirty (30) calendar days of receipt of billing for services rendered. III. COMPENSATION 1. The CUSTOMER will pay ARCHIVES for the services provided under this Agreement at the rates in effect at the time a request for work is received from the CUSTOMER and ARCHIVES creates a Statement of Work which is approved by the CUSTOMER. ARCHIVES shall maintain the right to increase or decrease the cost of rendering service(s) under this Agreement throughout its lifetime upon a thirty (30) calendar day advance notice to the CUSTOMER. Notwithstanding paragraph II above, the CUSTOMER has fifteen (15) calendar days to agree or terminate the Agreement for changes made pursuant to this paragraph III ARCHIVES will send an itemized bill to the CUSTOMER not more than twice monthly, which includes work done in the prior two week period for imaging services detailing charges by Statement of Work number and services provided. ARCHIVES shall submit invoices to the same address to which notice is sent. 3. The CUSTOMER shall make payment by checks, journal voucher, or credit card of amount due within thirty (30) calendar days after receiving a properly executed invoice. The CUSTOMER shall make checks payable to the Office of the Secretary of State and send payment to the Office of the Secretary of State, Financial and Support Services, P.O. Box 40224, Olympia, WA Payment must reference the Agreement number. 4. Total services under this Agreement shall not exceed $10, This amount can be increased by an amendment to this Agreement signed by both Parties. Agenda Packet p. 21 of 33

22 IV. NOTICE 1. Any notice to be given under this Agreement shall be in writing and may be sent either by registered or certified mail, facsimile transmission, , or personal delivery. 2. Any notice from ARCHIVES sent to the CUSTOMER shall be sent or delivered to: Customer Contact Name: Harwood Edvalson City of Bonney Lake 9002 Main Street E. Bonney Lake, WA Telephone Number: (253) Address: 3. Any notice from the CUSTOMER sent to ARCHIVES shall be sent or delivered to: Patrick Williams Customer Service Manager Office of the Secretary of State Washington State Archives 1129 Washington Street SE Olympia, WA Telephone: (360) Address: 4. Notice shall become effective upon delivery in person, three (3) business days after posting by prepaid registered or certified mail, receipt by the sender of a successful facsimile transmission report, or receipt by the sender of an read receipt, whichever occurs first. V. RECORDS The parties to this Agreement shall each maintain books, records, documents, and other evidence, which sufficiently and properly reflects all direct and indirect costs expended by either party in the performance of the service(s) described herein. These records shall be subject to inspection, review, or audit by personnel of both parties, or other personnel duly authorized by either party, the Office of the State Auditor, and federal officials authorized by law. All books, records, documents, and other material relevant to this Agreement will be retained for six (6) years after expiration or termination of this Agreement and the Office of the State Auditor, federal auditors, and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. VI. GENERAL TERMS AND CONDITIONS 1. This Agreement shall not be assignable by either party without written consent of the other party. 2. The ownership of the documents or other items received from the CUSTOMER shall at all times remain the property of the CUSTOMER. The imaging or other products are the property of the ARCHIVES until payment has been made for the services rendered. Agenda Packet p. 22 of 33

23 3. The service or product provided by this Agreement shall be either available for pickup or shipped from the ARCHIVES facility at 1129 Washington Street SE, Olympia, WA Except as otherwise provided in this Agreement, when a bona fide dispute arises between ARCHIVES and the CUSTOMER, and it cannot be resolved by direct negotiation, either party may request a dispute hearing with the Secretary of State or the delegate authorized in writing to act on behalf of the Secretary of State. A. The request for a dispute hearing must: be in writing; state the disputed issues(s); state the relative positions of the parties; state the party s name, address, and contract number; and be mailed to the Secretary of State or delegate and party s (respondent s) Agreement Manager. The respondent shall send a written answer to the requester s statement to both the Secretary of State or delegate and the requester within fifteen (15) business days. B. The Secretary of State or delegate shall review the written statements and reply in writing to both parties within ten (10) business days. The Secretary of State or delegate may extend this period if necessary by notifying the parties. C. The parties agree that this dispute process shall precede any action in a judicial or quasi-judicial tribunal. Nothing in the Agreement shall be construed to limit the parties choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute resolution procedure outlined above. 5. This Agreement shall be construed and interpreted in accordance with the law of the state of Washington. The venue of any legal action brought hereunder shall be in the Superior Court for Thurston County. 6. Each party to this agreement shall be responsible for its own acts and/or omissions and those of its officers, employees and agents. No party to this agreement shall be responsible for the act and/or omissions of entities or individuals not a party to this agreement. 7. This Agreement may be modified only in writing by the parties executed with the same formalities required to execute this Agreement. 8. If any clause, phrase, sentence, or paragraph of this Agreement is declared invalid or void, the remaining provisions of this Agreement shall remain in full force and effect. 9. If any conflicts exist between the text of this Agreement and any Statement of Work, the Agreement shall prevail. Agenda Packet p. 23 of 33

24 VII. AFFIRMATION OF AGREEMENT The parties signing below hereby affirm that they have the authority to bind the respective parties to the terms of this Agreement. No other understanding, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or to bind any of the parties. This Agreement, together with all of its attachments and subsequent Statement of Work constitutes the entire Agreement. The parties have read and agree to the terms and conditions of this Agreement. CITY OF BONNEY LAKE: OFFICE OF THE SECRETARY OF STATE City Clerk Date State Archives Date APPROVED AS TO FORM Attorney General's Office Agenda Packet p. 24 of 33

25 STATEMENT OF WORK NO. 1 SERVICE LEVEL AGREEMENT No. 17PS This Statement of Work is made and entered into by and between the CITY OF BONNEY LAKE (hereinafter CUSTOMER ) and the STATE OF WASHINGTON, OFFICE OF THE SECRETARY OF STATE, ARCHIVES & RECORDS MANAGEMENT DIVISION (hereinafter ARCHIVES ). This Statement of Work (SOW) and exhibit is incorporated into and hereto made an integral part of Service Level Agreement No. 17PS CUSTOMER: City of Bonney Lake 9002 Main St. E Bonney Lake, WA Customer Archives Contact: Harwood Edvalson Patrick Williams Title: City Clerk Imaging Services Manager Telephone No.: edvalsonw@ci.bonneylake.wa.us Patrick.williams@sos.wa.gov I. SPECIFIC SERVICE ARCHIVES shall provide services and staff and otherwise do all things necessary for or incidental to the performance of work set forth in Exhibit A and fully incorporated herein by reference. II. FEE SCHEDULE Service Unit Unit Price Federal mileage reimbursement rate Per Mile Per box for all trips Per Box 1.50 Document Prep Per Hour Scan Paper Documents (Up to 11 x17 ) up to 300 DPI Grade D Per Image 0.25 Microfilm Digitization 16mm Per Image.05 Index Up to four (4) fields with a maximum of 15 characters per field Per File mm Microfilm Single or Multi-Page TIFF Images to Microfilm (per image plus per roll) Per Image mm Microfilm Single or Multi-Page TIFF Images to Microfilm (Roll Charge) Per Roll Flash Drive Each All shipping or ferry prices will be charged cost + 30% IMAGING ESTIMATE Service # of Units Total Unit Cost Federal mileage reimbursement rate 80 $43.60 Per box for all trips 8 $12.00 Document Prep 3 $ Scan Paper Documents (Up to 11 x17 ) up to 300 DPI Grade D 3,100 $ Microfilm Digitization 16mm 14,000 $ Agenda Packet p. 25 of 33

26 Index Up to four (4) fields with a maximum of 15 characters per field 6,740 $2, mm Microfilm Single or Multi-Page TIFF Images to Microfilm (per image plus per roll) 15,000 $ mm Microfilm Single or Multi-Page TIFF Images to Microfilm (Roll Charge) 5 $ Flash Drive All shipping or ferry prices will be charged cost + 30% IMAGING ESTIMATE Total $4, III. CONTRACT PERIOD FOR STATEMENT OF WORK The date of execution, which is the date of the last signature, through June 30, IV. SERVICE DELIVERY The above amount is an estimate for the project described in Paragraph I, Specific Service. If the project received is different than described in the Specific Service or is more complex than originally estimated, ARCHIVES will contact the CUSTOMER with a new cost estimate before starting work. After ARCHIVES has notified the CUSTOMER, the CUSTOMER has fifteen (15) calendar days from the date of notification of accepting the new cost estimate, whereby an amendment to this Agreement will be prepared, or discontinue the project under this Agreement. V. GENERAL TERMS AND CONDITIONS Should an unforeseen event cause a need for ARCHIVES to exceed the time described in SPECIFIC SERVICE, either by mutual consent a new date of completion will be established by amendment of this Agreement, or the Agreement will be terminated by mutual agreement. VI. AFFIRMATION OF AGREEMENT The parties signing below hereby affirm that they have the authority to bind the respective parties to the terms of this Agreement. This SOW is an integral part of Service Level Agreement No. 17PS and contains all the terms and conditions agreed upon by the parties. No other understanding, oral or otherwise, regarding the subject matter of this Agreement and SOW, shall be deemed to exist or to bind any of the parties hereto. The Service Level Agreement and SOW, together with its exhibit, constitutes the entire Agreement. The parties have read and agree to the terms and conditions of this Agreement. CITY OF BONNEY LAKE OFFICE OF THE SECRETARY OF STATE City Clerk Date State Archives Date Exhibit A Agenda Packet p. 26 of 33

27 Exhibit A Statement of Work The ARCHIVES shall: Summary Statement The purpose of this project is to create a digital (scan), index, and microfilm form of Minutes, Ordinances and Resolutions not to exceed the grant award without prior approval. No copy of the microfilm will be provided unless requested by CUSTOMER for an additional cost. Project Management Process the following with the following information: o Record Series: Minutes/Agendas o Agency: City of Bonney Lake o Department: City Council/Planning Commission o County: Pierce o Date Range: o Disposition Authority Number (DAN): GS50-05A-13 o Record Series: Ordinances o Agency: City of Bonney Lake o Department: City Council o County: Pierce o Date Range: o Disposition Authority Number (DAN): GS50-05A-16 o Record Series: Resolutions o Agency: City of Bonney Lake o Department: City Council o County: Pierce o Date Range: o Disposition Authority Number (DAN): GS50-05A-16 Contact the first or secondary CUSTOMER contacts with any questions regarding the project. Provide timelines, quantities, project complexity, and cost estimates based on our original project review. Estimates may be revised based on the condition of the records at the time they arrive in our production facility. ARCHIVES staff will review the project prior to beginning work and notify the CUSTOMER of any cost adjustments required for document preparation which exceeds the original estimate. A Transmittal Agreement is required between Digital Archives and CUSTOMER for transfer of images. Film Scan This category of work consists of approximately 14,000 images on 5 reels. o 5 reels are on 16mm microfilm containing 14,000 images Imaging Services shall include: o Scanning the roll film and creating TIFF multi-page image files at 300 dpi. o Re-filming or re-scanning document pages as needed to ensure adequate resolution and readability. Pickup & Delivery Pickup the documents from CUSTOMER at: City of Bonney Lake 9002 Main St. E Bonney Lake, WA Large projects may be separated into individual job work orders which are sized based on completing each work order within 90 calendar days. Agenda Packet p. 27 of 33

28 Handle documents to prevent damage. Archives will not be held liable for inadvertent damage caused by the scanning process. Return documents in the original folder or binder in the box provided. Documents will not be reassembled. Oversize documents will be placed back in its original file location. Re-box the documents into a new Archive box if the original box is deemed insufficient to properly preserve the records. CUSTOMER will be invoiced for all new boxes required for their project. Return the original documents to the following location within 30 calendar days of completing the imaging services: State Archives Puget Sound Region Deliver Flash Drive with images to the following location: City of Bonney Lake 9002 Main St. E Bonney Lake, WA Scan - Paper Documents Perform paper document scanning for documents up to 11 by 17. o Record series Minutes and Disposition Authority Number (DAN) GS50-05A-13 o This category of work consists of approximately 1,000 pages within 1 box. o This category of work is given the complexity Grade D o Record series Ordinances and Disposition Authority Number (DAN) GS50-05A-16 o This category of work consists of approximately 1,000 pages within 1 box. o This category of work is given the complexity Grade D o Record series Resolutions and Disposition Authority Number (DAN) GS50-05A-16 o This category of work consists of approximately 1,000 pages within 1 box. o This category of work is given the complexity Grade D Provide Imaging Services for documents up to 11 x 17 on production auto-feed scanners. Count each side of two-sided documents as one page. Imaging Services shall include: o Preparing documents for scanning by removing documents from bindings or binders, removing staples, paper clips, flattening and/or mending pages. o Removing all oversized (larger than 11 x 17 ) documents for wide-format scanning. Wide-format scanning is priced at a different rate. o Scanning documents in bi-tonal mode at 300 dots per inch (dpi). All clearly visible markings on all pages will be captured in the image. Original colored documents will be scanned in color and bi-tonal. o Scanning removable notes both on the page and off if text is obscured. o Performing a visual quality control inspection of every scanned image by viewing each image and comparing it to the original document page. o Re-scanning poor quality images as needed. o Providing TIFF Group IV Multi-Page image files. o Naming images as follows: Index fields according to the indexing paragraph below. Indexing Index fields according to the following Digital Archives required format: Minutes, Ordinances & Resolutions Field Name Characters Image File Name (for Minutes) Image File Name (for Ordinances) Image File Name (for Resolutions) Document Date Abbreviation of City or County and YYYYMMDD Abbreviation of City or County and YYYYMMDDord# Abbreviation of City or County and YYYYMMDDres# YYYY-MM-DD Agenda Packet p. 28 of 33

29 Documents containing multiple records on a page will be copied and indexed. Provide a comma delimited text file containing the information above for all scanned documents. It is the customer s responsibility to maintain the capability to convert standard delimited text files to a preferred data format. Digital to 16mm film Perform digital image to microfilm conversion for previously scanned paper documents. o This category of work consists of approximately 15,000 images. Include targets per State Standards. o One roll per record series. Create silver-halide microfilm rolls for each record series. Submit microfilm and transmittal documents to the ARCHIVES Security Microfilm section for preservation in the film vault. The CUSTOMER shall: Schedule document pickup or return date within 15 calendar days of ARCHIVES notifying CUSTOMER that documents are ready. Documents not arranged for pickup or delivery during this timeframe will be accessioned to the CUSTOMER s Regional Branch Facility. Review the imaged records and notify the Archives of any defects or errors within 30 calendar days of invoice date. Submit payment approval for completed work within 30 calendar days of invoice date. o After receipt of CUSTOMER s approval, invoice will be paid internally by the Local Records Grant Program through a transfer of funds to Imaging Services. Provide first and secondary contacts for any questions during the project: o First contact: Name: Harwood Edvalson Phone: edvalsonw@ci.bonney-lake.wa.us o Secondary contact: Name: Neil Johnson Jr. Phone: mayor@ci.bonney-lake.wa.us Ensure project is ready for processing prior to sending to ARCHIVES. Agenda Packet p. 29 of 33

30 Agenda Packet p. 30 of 33

31 City of Bonney Lake, Washington City Council Agenda Bill (AB) Department/Staff Contact: ASD (HR) / Jenna Richardson Agenda Item Type: Resolution Meeting/Workshop Date: 19 June 2018 Ordinance/Resolution Number: Res Agenda Bill Number: AB18-72 Councilmember Sponsor: Agenda Subject: Collective Bargaining Agreements with the Bonney Lake Police Guild for Sworn and Support Employees Full Title/Motion: A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, Authorizing The Mayor Sign The Labor Agreements With The Bonney Lake Police Guild Representing Commissioned And Support Employees From January 1, 2018 Through December 31, Administrative Recommendation: Approve Background Summary: Over the past nine (9) months, the City's negotiating team (Peter Altman, Jenna Richardson, John Vodopich and Kurt Alfano) and representatives from the Police Guild have been negotiating a successor agreement that expired on December 31, It is anticipated that Guild represented employees will vote on the agreement at their general membership meeting on June 15, The term of the new agreement would run through Attachments: Resolution No other advanced materials at this time. Budget Amount n/a BUDGET INFORMATION Current Balance Required Expenditure Budget Balance Budget Explanation: The cost of the contract has been included in the budget. COMMITTEE, BOARD & COMMISSION REVIEW Council Committee Review: Approvals: Date: Chair/Councilmember Yes No Councilmember Councilmember Commission/Board Review: Hearing Examiner Review: Forward to: Consent Agenda: Yes No COUNCIL ACTION Workshop Date(s): 19 June 2018 Public Hearing Date(s): Meeting Date(s): Tabled to Date: Director: HTE Mayor: NHJ APPROVALS Date Reviewed by City Attorney: (if applicable): Agenda Packet p. 31 of 33

32 Agenda Packet p. 32 of 33

33 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BONNEY LAKE, PIERCE COUNTY, WASHINGTON, AUTHORIZING THE MAYOR TO SIGN THE LABOR AGREEMENTS WITH THE BONNEY LAKE POLICE GUILD FOR SWORN AND SUPPORT EMPLOYEES, FROM JANUARY 1, 2018 THROUGH DECEMBER 31, 2020 WHEREAS, the labor agreements between the City and Bonney Lake Police Guild Sworn and Support employees have been expired since December 31, 2017; and WHEREAS, the negotiating teams for the City and Police Guild have been meeting regularly to reach an agreement for both contracts; and WHEREAS, the City Council finds that the terms of the attached agreements are agreeable for the years 2018, 2019 and 2020; NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Bonney Lake, Washington, does hereby resolve that the Mayor is authorized to sign the contracts attached hereto and incorporated herein by this reference. PASSED by the City Council this day of, AUTHENTICATED: Harwood T. Edvalson, City Clerk Neil Johnson Jr., Mayor APPROVED AS TO FORM: Kathleen Haggard, City Attorney Agenda Packet p. 33 of 33