city of vancouver âwashington
CITY OF VANCOUVER ∙ WASHINGTON Vancouver City Hall – Council Chambers – 415 W. 6th Street PO Box 1995 – Vancouver Washington 98668‐1995
www.cityofvancouver.us Timothy D. Leavitt, Mayor Councilmembers Jeanne Harris, Jeanne E. Stewart, Larry J. Smith, Jack Burkman, Bart Hansen and Bill Turlay
City Hall is served by C‐TRAN routes 3, 4, 44 and the 105 Express. Bus schedules are available at City Hall and other public buildings. You may reach C‐TRAN at 695‐0123 for information on times, fares, and routes. Anyone with a disability who needs assistance at a Vancouver City Council meeting may contact the City Manager’s staff at (360) 487‐8600 (Voice/TTY 487‐8602). Every attempt at reasonable accommodation will be made. Assistive listening devices and live Closed Captioning are available for the deaf, hard of hearing and general public use. Please notify a staff person if you wish to use one of the devices.
VANCOUVER CITY COUNCIL AGENDA – SEPTEMBER 9, 2013 WORKSHOPS (City Council Chambers) 5:00‐6:00 p.m. C‐TRAN GOVERNANCE REVIEW Summary Staff will provide an update briefing on proposals for composition of the C‐TRAN Board of Directors. A City of Vancouver Council delegate is a representative of the C‐TRAN Composition Committee. The Composition Committee is authorized by state statute RCW 36.57A.055, and delegated the responsibility conduct a periodic review of the C‐TRAN Board of Directors composition. (Matt Ransom, Project Development and Policy Manager, 487‐7707; Linda Marousek, Assistant City Attorney, 487‐8513)
REGULAR COUNCIL MEETING (City Council Chambers) 7:00 p.m. PLEDGE OF ALLEGIANCE CALL TO ORDER AND ROLL CALL APPROVAL OF MINUTES OF AUGUST 19, 2013 SPECIAL PRESENTATION: SW WASHINGTON LULAC/VANCOUVER POLICE DEPARTMENT PARTNERSHIP AGREEMENT PROCLAMATION: SUICIDE PREVENTION WEEK
CITIZEN COMMUNICATION This is the place on the agenda where the public is invited to speak to Council regarding the items on tonight’s Consent Agenda. The person speaking is requested to complete a yellow, pre‐printed card (provided at the
Vancouver City Council Regular Meeting September 9, 2013 Page 2 of 5 counter in front of Council Chambers) with their name/address and agenda item to be addressed. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
CONSENT AGENDA (ITEMS 1‐6) The following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by Council. If discussion is requested, the item will be moved from the Consent Agenda and considered separately – after the motion has been made and passed to approve the remaining items.
1. SUNHILL SANITARY & SEWER IMPROVEMENTS (PROJECT NO. 083349 & 083396) CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE (Staff Report 078‐13) Summary Rotschy, Inc., of Vancouver, Washington, has completed construction of the Sunhill Sewer Connection Incentive Program (SCIP) project. The project installed sewer pipe lines to serve 77 properties in the Father Blanchet Park neighborhood. During the course of the project, the contractor installed 5,076 feet of 8‐inch sanitary sewer gravity mains in SE Middle Way, SE 78th Ave., SE Friedel, SE Maple and SE Florida. The work was completed satisfactorily in accordance with the plans and specifications. Contract costs are summarized below: TOTAL CONTRACT COSTS Labor, Equipment and Material Sales Tax Total Retainage
$774,026.92 $65,018.26 $839,045.18 $38,701.35
The original contract amount, including sales tax, was $811,678.95. The final project cost was $839,045.18, which is $27,366.23 (3.4%) higher than the original contracted amount. The majority of the difference between original contract amount and final contract amount can be attributed to additional paving required due to existing roadway conditions. Funds for this project were appropriated in the Water Construction Fund, Capital Improvement Program 2011‐2012 Budget as part of the City’s water resource protection efforts. These appropriations were brought forward to the respective 2013‐2014 budget. Action Requested: Accept the facilities as constructed by Rotschy, Inc. of Vancouver, Washington, and authorize release retainage in the amount of $38,701.35, subject to receipt of all documentation required by law. (Sheryl Hale, Sewer Connection Incentive Program Manager, 487‐7151)
Vancouver City Council Regular Meeting September 9, 2013 Page 3 of 5
2. SOLE SOURCE PROCUREMENT OF LIFEPAK DEFIBRILLATORS/HEART MONITORS FROM PHYSIO‐CONTROL (Staff Report 079‐13) Summary Currently the City purchases defibrillators/heart monitors from Physio Control via a sole source process on an as‐needed basis. Lifepak15 defibrillator/heart monitor is the new standard in emergency care for cardiac monitoring and defibrillation. These machines are used multiple times a day and are crucial to the EMS mission of the Fire Department. Physio Control is the sole supplier of factory authorized parts and services for this equipment. The City Fire Department applied for and received a grant from Assistance to Firefighters Grant to purchase new Lifepak15 defibrillators/heart monitors equipment. The total amount of this grant is $296,750. This new equipment purchase will cost approximately $300,000, including taxes and delivery, which requires Council approval as it is over the $200,000 threshold. The purchases will be supported through approved grant funding sources. The budget appropriation to expend the grant dollars was included in the 2013 Summer Supplemental Appropriation. Action Requested: Approve the sole source procurement of Lifepak defibrillators/heart monitors from Physio‐Control of Redmond, Washington, and authorize the City Manager or designee to procure defibrillators/heart monitor equipment, maintenance services, components, and replacement parts from Physio‐Control on an as‐needed basis over the next five (5) years. These purchases will exceed the $200,000 threshold, including taxes and delivery. (Jay Getsfrid, Captain ‐ EMS Officer, 487‐7220) 3. SECOND ADDENDUM OF INTERLOCAL AGREEMENT WITH VANCOUVER SCHOOL DISTRICT NO. 37 FOR SCHOOL RESOURCE OFFICERS (Staff Report 080‐13) Summary The current Interlocal Agreement provides for one (1) School Resource Officer for the Vancouver School District assigned to Fort Vancouver High School. To enhance safety and reduce juvenile crime within the district, Vancouver Public Schools has proposed that one (1) additional School Resource Officer be provided and assigned to Hudson’s Bay High School effective January 2, 2013, through the remainder of the existing contract, which expires at the end of the school year 2014. The two School Resource Officers will work closely with school officials and administrators to develop a positive relationship with the community, students, parents, and school officials. The police officers assigned to the Vancouver School District will be supervised by Vancouver Police and will be available to respond to critical incidents as needed. A new appropriation to allow for expenditure of funds received under this agreement was added in the Summer 2013 Supplemental Budget. The additional position for the SRO was also established in the Summer 2013 Supplemental appropriation. The existing contract does not fund a vehicle required for the position but allows for the ER&R contribution. The appropriation for the new vehicle was submitted and approved in the Summer 2013 Supplemental appropriation. Action Requested: On September 9, 2013, authorize the City Manager or his designee to accept and sign the Second Addendum of Interlocal Agreement between City of Vancouver and Vancouver School District No. 37 to add one (1) School Resource Officer to the existing School Resource Officer program
Vancouver City Council Regular Meeting September 9, 2013 Page 4 of 5
and to receive funds from the District to support salary and benefit costs for the additional police officer assigned to the program. (Chris Sutter, Interim Police Chief, 487‐7473) 4. DISPOSITION OF CERTAIN REAL PROPERTY LOCATED AT 1111 MAIN STREET AND APPROVAL OF PURCHASE AND SALE AGREEMENT (Staff Report 081‐13) AN ORDINANCE of the City of Vancouver authorizing the disposition of certain real property otherwise known as the Main Place Parking Garage located on East 11th Street between Main Street and Broadway in accordance with the terms and conditions contained in a Purchase and Sale Agreement and in accordance with Ch. 3.30 VMC; providing for an effective date. Summary In 1991, the City of Vancouver constructed Main Place Garage to attract commercial economic development to downtown, specifically the construction of the Main Place office tower and to support occupancy of other nearby buildings. The abutting multi‐story office complex was constructed simultaneously by a private developer. The parking spaces in the garage are licensed to adjacent office buildings for commuter parking. The current Parking License Agreement with Main Place Partners is valid until 2031 and Main Place Partners or assigns may extend or renew the license for an additional three successive 20 year periods. In 2001, the City reassessed its parking policies and determined that strategically transitioning its parking assets towards visitor parking was the most beneficial role for the City to play in managing its parking supply and decisions related to the future development of parking. This was affirmed in 2007 when City Council adopted the Vancouver City Center Vision Plan and again in 2008 with the adoption of Parking Services Business Plan. Based on an off‐street parking occupancy survey in 2011, the Main Place Garage almost exclusively serves monthly employees that support the tenants in the abutting building and a small number at adjacent businesses. Main Place Garage loses money each year and is almost exclusively operated as a commuter facility. Despite the fact that there has been no net income generated on this facility since the initial investment, it has fulfilled an economic development goals established in 1991. In October of 2012, Main Place Partners, the abutting owner, initiated discussions with the City to sell Main Place Garage. Main Place Partners provided an appraisal of the garage’s value using net operating income approach. The City of Vancouver also procured an appraisal using the same value approach. After approval to declare the property as surplus on December 3, 2012, the City listed the property for sale for a period of 90 days but no new offers were received within that timeline. At the end of the 90 day period, Main Place Partners submitted an offer consistent with the appraised value to purchase the garage.
If approved by Council, closing of the sale will result in net proceeds of $1,260,000 to the Parking fund. The proceeds would allow retirement of all remaining outstanding debt on the garage owed to the General fund. In addition, divesting the garage from the City's parking asset base is projected to reduce annual subsidy of the Parking Fund by the General Fund. No budget action is required.
Vancouver City Council Regular Meeting September 9, 2013 Page 5 of 5
Action Requested: On September 9, 2013, approve ordinance on first reading, setting date of second reading and public hearing for Monday, September 16, 2013. (Linda Carlson, Property Management Specialist, 487‐8423; Mike Merrill, Parking Services Manager, 487‐8658) 5. APPROVAL OF CLAIM VOUCHERS FOR AUGUST 26, 2013 (Copy available upon request.) 6. APPROVAL OF CLAIM VOUCHERS FOR SEPTEMBER 9, 2013 (Copy available upon request.) COMMUNICATIONS A. From the Council B. From the Mayor C. From the City Manager a. City of Vancouver/Clark County Parks and Recreation Interlocal Agreement update ADJOURNMENT
www.cityofvancouver.us Timothy D. Leavitt, Mayor Councilmembers Jeanne Harris, Jeanne E. Stewart, Larry J. Smith, Jack Burkman, Bart Hansen and Bill Turlay
City Hall is served by C‐TRAN routes 3, 4, 44 and the 105 Express. Bus schedules are available at City Hall and other public buildings. You may reach C‐TRAN at 695‐0123 for information on times, fares, and routes. Anyone with a disability who needs assistance at a Vancouver City Council meeting may contact the City Manager’s staff at (360) 487‐8600 (Voice/TTY 487‐8602). Every attempt at reasonable accommodation will be made. Assistive listening devices and live Closed Captioning are available for the deaf, hard of hearing and general public use. Please notify a staff person if you wish to use one of the devices.
VANCOUVER CITY COUNCIL AGENDA – SEPTEMBER 9, 2013 WORKSHOPS (City Council Chambers) 5:00‐6:00 p.m. C‐TRAN GOVERNANCE REVIEW Summary Staff will provide an update briefing on proposals for composition of the C‐TRAN Board of Directors. A City of Vancouver Council delegate is a representative of the C‐TRAN Composition Committee. The Composition Committee is authorized by state statute RCW 36.57A.055, and delegated the responsibility conduct a periodic review of the C‐TRAN Board of Directors composition. (Matt Ransom, Project Development and Policy Manager, 487‐7707; Linda Marousek, Assistant City Attorney, 487‐8513)
REGULAR COUNCIL MEETING (City Council Chambers) 7:00 p.m. PLEDGE OF ALLEGIANCE CALL TO ORDER AND ROLL CALL APPROVAL OF MINUTES OF AUGUST 19, 2013 SPECIAL PRESENTATION: SW WASHINGTON LULAC/VANCOUVER POLICE DEPARTMENT PARTNERSHIP AGREEMENT PROCLAMATION: SUICIDE PREVENTION WEEK
CITIZEN COMMUNICATION This is the place on the agenda where the public is invited to speak to Council regarding the items on tonight’s Consent Agenda. The person speaking is requested to complete a yellow, pre‐printed card (provided at the
Vancouver City Council Regular Meeting September 9, 2013 Page 2 of 5 counter in front of Council Chambers) with their name/address and agenda item to be addressed. They are also asked to sit at the table at the place marked “Citizen Testimony” and give their name and city of residence for the audio record. Please notify the Council Assistant if you are unable to sit at the table to give your testimony and wish to have a wireless microphone provided to you. Citizens testifying are asked to limit testimony to three minutes.
CONSENT AGENDA (ITEMS 1‐6) The following items will be passed by a single motion to approve all listed actions and resolutions. There will be no discussion on these items unless requested by Council. If discussion is requested, the item will be moved from the Consent Agenda and considered separately – after the motion has been made and passed to approve the remaining items.
1. SUNHILL SANITARY & SEWER IMPROVEMENTS (PROJECT NO. 083349 & 083396) CONSTRUCTION ACCEPTANCE AND RELEASE OF RETAINAGE (Staff Report 078‐13) Summary Rotschy, Inc., of Vancouver, Washington, has completed construction of the Sunhill Sewer Connection Incentive Program (SCIP) project. The project installed sewer pipe lines to serve 77 properties in the Father Blanchet Park neighborhood. During the course of the project, the contractor installed 5,076 feet of 8‐inch sanitary sewer gravity mains in SE Middle Way, SE 78th Ave., SE Friedel, SE Maple and SE Florida. The work was completed satisfactorily in accordance with the plans and specifications. Contract costs are summarized below: TOTAL CONTRACT COSTS Labor, Equipment and Material Sales Tax Total Retainage
$774,026.92 $65,018.26 $839,045.18 $38,701.35
The original contract amount, including sales tax, was $811,678.95. The final project cost was $839,045.18, which is $27,366.23 (3.4%) higher than the original contracted amount. The majority of the difference between original contract amount and final contract amount can be attributed to additional paving required due to existing roadway conditions. Funds for this project were appropriated in the Water Construction Fund, Capital Improvement Program 2011‐2012 Budget as part of the City’s water resource protection efforts. These appropriations were brought forward to the respective 2013‐2014 budget. Action Requested: Accept the facilities as constructed by Rotschy, Inc. of Vancouver, Washington, and authorize release retainage in the amount of $38,701.35, subject to receipt of all documentation required by law. (Sheryl Hale, Sewer Connection Incentive Program Manager, 487‐7151)
Vancouver City Council Regular Meeting September 9, 2013 Page 3 of 5
2. SOLE SOURCE PROCUREMENT OF LIFEPAK DEFIBRILLATORS/HEART MONITORS FROM PHYSIO‐CONTROL (Staff Report 079‐13) Summary Currently the City purchases defibrillators/heart monitors from Physio Control via a sole source process on an as‐needed basis. Lifepak15 defibrillator/heart monitor is the new standard in emergency care for cardiac monitoring and defibrillation. These machines are used multiple times a day and are crucial to the EMS mission of the Fire Department. Physio Control is the sole supplier of factory authorized parts and services for this equipment. The City Fire Department applied for and received a grant from Assistance to Firefighters Grant to purchase new Lifepak15 defibrillators/heart monitors equipment. The total amount of this grant is $296,750. This new equipment purchase will cost approximately $300,000, including taxes and delivery, which requires Council approval as it is over the $200,000 threshold. The purchases will be supported through approved grant funding sources. The budget appropriation to expend the grant dollars was included in the 2013 Summer Supplemental Appropriation. Action Requested: Approve the sole source procurement of Lifepak defibrillators/heart monitors from Physio‐Control of Redmond, Washington, and authorize the City Manager or designee to procure defibrillators/heart monitor equipment, maintenance services, components, and replacement parts from Physio‐Control on an as‐needed basis over the next five (5) years. These purchases will exceed the $200,000 threshold, including taxes and delivery. (Jay Getsfrid, Captain ‐ EMS Officer, 487‐7220) 3. SECOND ADDENDUM OF INTERLOCAL AGREEMENT WITH VANCOUVER SCHOOL DISTRICT NO. 37 FOR SCHOOL RESOURCE OFFICERS (Staff Report 080‐13) Summary The current Interlocal Agreement provides for one (1) School Resource Officer for the Vancouver School District assigned to Fort Vancouver High School. To enhance safety and reduce juvenile crime within the district, Vancouver Public Schools has proposed that one (1) additional School Resource Officer be provided and assigned to Hudson’s Bay High School effective January 2, 2013, through the remainder of the existing contract, which expires at the end of the school year 2014. The two School Resource Officers will work closely with school officials and administrators to develop a positive relationship with the community, students, parents, and school officials. The police officers assigned to the Vancouver School District will be supervised by Vancouver Police and will be available to respond to critical incidents as needed. A new appropriation to allow for expenditure of funds received under this agreement was added in the Summer 2013 Supplemental Budget. The additional position for the SRO was also established in the Summer 2013 Supplemental appropriation. The existing contract does not fund a vehicle required for the position but allows for the ER&R contribution. The appropriation for the new vehicle was submitted and approved in the Summer 2013 Supplemental appropriation. Action Requested: On September 9, 2013, authorize the City Manager or his designee to accept and sign the Second Addendum of Interlocal Agreement between City of Vancouver and Vancouver School District No. 37 to add one (1) School Resource Officer to the existing School Resource Officer program
Vancouver City Council Regular Meeting September 9, 2013 Page 4 of 5
and to receive funds from the District to support salary and benefit costs for the additional police officer assigned to the program. (Chris Sutter, Interim Police Chief, 487‐7473) 4. DISPOSITION OF CERTAIN REAL PROPERTY LOCATED AT 1111 MAIN STREET AND APPROVAL OF PURCHASE AND SALE AGREEMENT (Staff Report 081‐13) AN ORDINANCE of the City of Vancouver authorizing the disposition of certain real property otherwise known as the Main Place Parking Garage located on East 11th Street between Main Street and Broadway in accordance with the terms and conditions contained in a Purchase and Sale Agreement and in accordance with Ch. 3.30 VMC; providing for an effective date. Summary In 1991, the City of Vancouver constructed Main Place Garage to attract commercial economic development to downtown, specifically the construction of the Main Place office tower and to support occupancy of other nearby buildings. The abutting multi‐story office complex was constructed simultaneously by a private developer. The parking spaces in the garage are licensed to adjacent office buildings for commuter parking. The current Parking License Agreement with Main Place Partners is valid until 2031 and Main Place Partners or assigns may extend or renew the license for an additional three successive 20 year periods. In 2001, the City reassessed its parking policies and determined that strategically transitioning its parking assets towards visitor parking was the most beneficial role for the City to play in managing its parking supply and decisions related to the future development of parking. This was affirmed in 2007 when City Council adopted the Vancouver City Center Vision Plan and again in 2008 with the adoption of Parking Services Business Plan. Based on an off‐street parking occupancy survey in 2011, the Main Place Garage almost exclusively serves monthly employees that support the tenants in the abutting building and a small number at adjacent businesses. Main Place Garage loses money each year and is almost exclusively operated as a commuter facility. Despite the fact that there has been no net income generated on this facility since the initial investment, it has fulfilled an economic development goals established in 1991. In October of 2012, Main Place Partners, the abutting owner, initiated discussions with the City to sell Main Place Garage. Main Place Partners provided an appraisal of the garage’s value using net operating income approach. The City of Vancouver also procured an appraisal using the same value approach. After approval to declare the property as surplus on December 3, 2012, the City listed the property for sale for a period of 90 days but no new offers were received within that timeline. At the end of the 90 day period, Main Place Partners submitted an offer consistent with the appraised value to purchase the garage.
If approved by Council, closing of the sale will result in net proceeds of $1,260,000 to the Parking fund. The proceeds would allow retirement of all remaining outstanding debt on the garage owed to the General fund. In addition, divesting the garage from the City's parking asset base is projected to reduce annual subsidy of the Parking Fund by the General Fund. No budget action is required.
Vancouver City Council Regular Meeting September 9, 2013 Page 5 of 5
Action Requested: On September 9, 2013, approve ordinance on first reading, setting date of second reading and public hearing for Monday, September 16, 2013. (Linda Carlson, Property Management Specialist, 487‐8423; Mike Merrill, Parking Services Manager, 487‐8658) 5. APPROVAL OF CLAIM VOUCHERS FOR AUGUST 26, 2013 (Copy available upon request.) 6. APPROVAL OF CLAIM VOUCHERS FOR SEPTEMBER 9, 2013 (Copy available upon request.) COMMUNICATIONS A. From the Council B. From the Mayor C. From the City Manager a. City of Vancouver/Clark County Parks and Recreation Interlocal Agreement update ADJOURNMENT
