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

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1 CITY COUNCIL WORKSHOP October 16, :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. Council Open Discussion p. 3 p. 17 p. 31 p. 39 p. 53 B. Review of Council Minutes: October 2, 2018 Workshop and October 9, 2018 Council Meeting. C. Action: AB18-92 Resolution 2684 Approving A Grant And Purchase Of Playground Equipment From Game Time And Semi-Community-Build Installation From Sitelines. D. Discussion: AB Ordinance D Amending Ordinance Nos And 1559 Relating To Salaries For Non-Represented Employees. E. Discussion: AB Resolution 2694 Interlocal Agreement With The Greater Bonney Lake Historical Society. F. Decision Cards: 1. Ryan Johnstone Crosswalk/Radar Signs, Micropaver Interface, Additional Seasonal Labor (Forestry & Parks), Back Up Generator Maintenance (Multiple Funds), Automatic Locks For AYP And Cedarview Bathrooms, Picnic Shelters For Midtown Area, Beautification. 2. Gary Leaf Courtroom Holding Cell Repairs, PSB Paint & Siding Repairs, PSB Floor Coverings, PSB Gate, Cameras & Lighting, JMC Security Measures, Senior Center Paint Exterior, Senior Center Heat Pump. 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. Page 1 of 2 Agenda Packet p. 1 of 54

2 City Council Agenda October 16, 2018 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. 2 of 54 Page 2 of 2

3 CITY COUNCIL WORKSHOP October 2, :00 P.M. DRAFT MINUTES Location: Bonney Lake Justice & Municipal Center, 9002 Main Street East, Bonney Lake, Washington. I. CALL TO ORDER: Deputy Mayor Randy McKibbin called the workshop to order at 6:00 p.m. II. ROLL CALL: Administrative Services Director/City Clerk Harwood Edvalson called the roll. Elected officials attending were Deputy Mayor Randy McKibbin, Councilmember Terry Carter, Councilmember Justin Evans, Councilmember James Rackley, Councilmember Michelle Surdez, Councilmember Dan Swatman, and Councilmember Tom Watson. Mayor Neil Johnson, Jr. was not in attendance. Staff members in attendance were City Administrator John Vodopich, Administrative Services Director/City Clerk Harwood Edvalson, Police Chief Bryan Jeter, Chief Financial Officer Cherie Gibson, Information Services Manager Chuck McEwen, Human Resources Manager Jenna Richardson, Executive Assistant Leslie Harris, Special Events Coordinator David Wells, Deputy City Clerk Sadie Schaneman, and City Attorney Kathleen Haggard. III. AGENDA ITEMS: A. Discussion: Budget. Contract Negotiations. Human Resources Manager Richardson presented the Professional Services budget decision card to the Council. Collective Bargaining Agreements will expire in 2020 and she anticipates the need to hire a labor attorney. The cost is to help pay for the contract negotiations, to maintain compliance with the new laws, and the AFSCME contract. Approximately $45,000 in the year 2019 is anticipated, $40,000 for arbitration and $5,000 for other attorney fees. In the year 2020 $35,000 for negotiations and attorney fees is anticipated. Councilmember Evans asked for clarification on what group the money for the year 2020 was for. Human Resource Manager Richardson stated that it would be for the Police Guild. Councilmember Swatman asked if this decision card was already built into the budget. Chief Financial Officer Gibson stated that all the decision cards are built into the preliminary budget. Councilmember McKibbin wanted clarification that contract negotiations have been in the budget before. Chief Financial Officer Gibson confirmed that was correct. NEOGOV Onboard. Human Resources Manager Richardson presented the Computer Software budget decision card to the Council. In 2019, the NEOGOV Page 1 of 6 Agenda Packet p. 3 of 54

4 City Council DRAFT Workshop Minutes October 2, 2018 license will expire. The Sumner-Bonney Lake School District agreed to pay for the first year license for the NEOGOV Onboard system, when the City took over management of the Recreation Program in This online system helps to orientate new volunteers and help staff to be more efficient. This program has been used on staff and has gotten excellent feedback. Councilmember Evans wanted to know if this was just another add on to NEOGOV and how much time does the program save staff and if they still have to do an in person orientation. Human Resources Manager Richardson stated that the program saved about an hour of staffs time by having volunteers watch mandatory videos at home before the in person orientation. This time savings means staff can concentrate more on what is expected of the volunteer. Councilmember Evans wanted to know if there is a test at the end to show that the videos were watched and Human Resources Manager Richardson stated that there were no tests but the City requires everyone to sign an acknowledgement form. Councilmember Swatman wanted to know if the Recreation program was the main reason for this program and if Recreation was funding the program. Human Resources Manager Richardson confirmed that the Recreation Program has been the main reason. Chief Financial Officer Gibson stated that currently the program is under Human Resources due to the program being for orientation. Human Resources Generalist Position. Human Resources Manager Richardson presented the Salary & Benefits budget decision card to the Council. The standard workload for Human Resources is (1) Human Resource employee for every 100 employees. The City of Bonney Lake has added 31 regular employees and 52 seasonal employees since 2004, bringing the City to employees. On the comparable HR to FTE chart, the average in cities is 153 employees with 1.58 Human Resource employees for every 101 employees. The decision card asks for a.75 Human Resource employee to assist the Human Resources Manager. Councilmember Swatman stated that he works with Human Resources Manager Richardson on the finance committee and she does an amazing job, and is overworked, and it is very hard to see everything she does on paper. Councilmember Watson stated that Human Resources Manager Richardson is doing a great job. Councilmember Watson asked if Recreation would be helping to pay for the new employee due to the large amount of volunteers. Chief Financial Officer Gibson stated that discussions are going on about possibly changing the recreation program to compensate for this but not at this time. Councilmember Surdez stated that Human Resources Manager Richardson is doing a great job and appreciates it. Councilmember McKibbin wanted to know if the Human Resources needs to be a stand-alone department. Human Resources Manager Richardson stated that she is happy being part of the Administrative Services Department and she does not have a preference for either configuration. Police Laptop Replacement. Information Services Manager McEwen presented the General budget decision card to the Council. In past budgets the Police laptops have been on a 5 year lease agreement. Purchasing new laptops every 5 years would be more cost effective. The Police laptops are in the field 24 hours a day exposed to Agenda Packet p. 4 of 54 Page 2 of 6

5 City Council DRAFT Workshop Minutes October 2, 2018 weather and other elements and because of this the laptops have a 5 year high level warranty that covers water damage and breakage. The laptops cost around $5,000 each. The current contract ends in 2019 and the laptops need to be replaced in $150,000 is worst case scenario if having to replace both laptop and docking station. By starting to set aside the money now, there will be less of an impact when the time comes to replace them. Chief Financial Officer Gibson stated that finance would set aside money spread out over 5 years and not $150,000 all at once. The laptops need to be replaced all at the same time to keep them all compatible and to transfer items easier. Councilmember Evans asked if software was included in the replacement costs. Information Services Manager McEwen stated that it was for the hardware only because the software has licenses that can be transferred when replacing hardware. Councilmember Swatman asked about the gold keys being replaced. Information Services Manager McEwen stated that the gold keys have a lifespan of 15 years so they do not get replaced along with the laptops ER&R to replace Eden Systems. Information Services Manager McEwen presented the New ER&R for Eden Systems budget decision card to the Council. Tyler Technologies has yet to announce the end of life date for Eden Systems but currently are only offering quality enhancement updates and no longer major updates. Starting to save for when the announcement does come, probably in the next 5 years, the City will be able to purchase and have an option of what to do. Tyler Technologies does have a new system that they are transferring clients to that the Eden license will also transfer to, called Munis. The involvement would include transferring of software and data that will be time consuming and long. Tyler Technologies have support staff that know both systems that will be beneficial if the City decides to move to Munis. Approximately $500,000 will be needed to purchase, implement, configure, customize, and migrate data to a new system. Councilmember Evans stated that it was great to look ahead and be able to lower the impact when the time comes to replace. Councilmember Swatman asked if Munis was cloud based. Information Services Manager McEwen stated that there is an option to go cloud based and also the system is not client based so staff could access it from any internet connection. Councilmember Watson wanted to know about the challenge and difficulty in replacing the system. Information Services Manager McEwen stated that no matter what, there will be difficulty and hard work but currently the City is encountering roadblocks with Eden because of the old technology the system has. Chief Financial Officer Gibson reminded the Council that this decision will just set the money aside not make the decision of what product to purchase. Councilmember Carter stated he appreciated the forward thinking. Councilmember Surdez stated that cities don t like their current software, and there is never a perfect software. Councilmember McKibbin wanted to know how Information Services Manager McEwen came up with the budget numbers. Information Services Manager McEwen stated that he had called and worked with Tyler Technologies on what would be involved and the items that would be needed. Key Card Access System. Executive Assistant Harris presented this General Government CIP Fund budget decision card to the Council. In 2018, a key card Page 3 of 6 Agenda Packet p. 5 of 54

6 City Council DRAFT Workshop Minutes October 2, 2018 access system was installed at the Justice & Municipal Center but was limited to 12 doors only. There are an additional 9 doors that need key card pads installed. After completing these doors, it would eliminate all general door access keys. Councilmember Rackley thought that money had already been set aside for this. Executive Assistant Harris stated that the previous money that was set aside paid for the system and the limited number of doors. Councilmember Evans stated that he felt the City has spent a lot of money on keys. Councilmember Watson wanted to know why the City keeps spending more but Information Services Manager McEwen says that the keys are working well and he trusts that. Councilmember Surdez wanted to know if all the doors that have been identified were necessary. Executive Assistant Harris stated that all doors were necessary. Councilmember Swatman stated that with today s modern environment, more security is needed. Key Card Access System. Executive Assistant Harris presented the General Government CIP Fund for Police Department budget decision card to the Council. In 2020, the City wants to expand the key card access system to the Police Department. The Public Safety Building would need 12 key card pads to eliminate all general door keys. Councilmember Rackley wanted to know if there had ever been a problem with the current system. Chief Jeter stated that there has not been but if an employee is fired or loses a key, it is expensive to replace or rekey all locks and replace all keys. Information Services Manager McEwen stated that previous employees still know the access codes to doors and with a key card pad, the card could be deactivated and be of no use. Councilmember Surdez stated that the key cards are a matter of safety and part of having a business. Councilmember McKibbin asked if the key card access would be budgeted in the Police Departments budget. Chief Financial Officer Gibson stated that it is part of the CIP General Fund. City Administrator Vodopich reminded Council that when the new Public Works Building gets finished, the City will also be asking to add key card access to that building. My Bonney Lake Brochure. Executive Assistant Harris presented the General budget decision card to the Council. Currently the Recreation and the Executive Departments pay for brochures on recreation news and city news. By combining the two, the cost would remain the same but a full color document could be printed and reduce the number of brochures from two to one being sent quarterly. The brochures are sent to 26,000 residents. Councilmember Evans asked what percentage was postage and if this was in the budget before then why is it now being placed as a decision card. Executive Assistant Harris stated that she would need to look up the postage percentage and reply back later with it. The reason that this is being presented as a decision card is that instead of each department doing separate brochures, they are wanting to combine them and therefore making a new use. Councilmembers Evans and Swatman stated that would save ink altogether. Executive Assistant Harris stated that everyone likes to receive information in different formats. By combining the 2 brochures, the City is expanding the communication to other residents that are not in the City. The budget is staying the same but is being used differently. Councilmember Swatman stated he feels that Agenda Packet p. 6 of 54 Page 4 of 6

7 City Council DRAFT Workshop Minutes October 2, is a better use and have the departments do more social media. Councilmember Watson stated that the City is spending money on a new website and more people are on social media. Departments should be directing residents to the website to view the brochure. Go Go Gator. Bonney Lake Special Events Coordinator Wells presented the General budget decision card to the Council. Since the City has taken over the Recreation Program from the Sumner School District, they have been using the gator crossover that the school district provided to prep the fields for games. The gator crossover now has to be jump started every time and is in need of being replaced. Sumner- Bonney Lake School District is not willing to replace the gator crossover due to the district no longer being in charge of the Recreation Program. A new gator crossover will help to be more efficient and to maintain fields. Councilmembers Evans and Swatman stated that they agree a new one needs to be purchased. DEE Summer Day Camp Site. Bonney lake Special Events Coordinator Wells presented the General budget decision card to the Council. Tehaleh currently does not have a day camp program in their area. Several before and after school participants have requested a day camp. There is a need for one and the school is on board with having one. There is a cost for starting one but the revenue brought in will compensate for the costs and bring in profit year over year. All Councilmembers were in support of this decision. Councilmember McKibbin asked how the process works for the decision cards. Chief Financial Officer Gibson stated that if there are any decisions that the Council as a whole want to remove from the budget, they would need to ask during the budget process. The items presented tonight are on the Mayor s budget. B. Council Open Discussion: Cougar Sighting. Councilmember Watson stated that his neighbors had said they had seen a cougar and were wondering if anything had been done to find the cougar. Chief Jeter stated that without them calling it in to the Police, then no one will know about it and be able to start looking for it. National Customer Service Week. Councilmember Surdez stated that the first week of October is National Customer Service Week and thanked all the City staff for all their work. She mentioned that Brenda Martin and Brenda Plute have done a great job with all the customers that call in and need help. Administrative Services Director/City Clerk Edvalson mentioned that Jasmine Eppens also does a great job as the central phone receptionist representative. All staff do an excellent job at customer service and it is greatly appreciated. Page 5 of 6 Agenda Packet p. 7 of 54

8 City Council DRAFT Workshop Minutes October 2, 2018 C. Review of Council Minutes: September 18, 2018 Workshop and September 25, 2018 Council Meeting. Councilmember Watson said that he reviewed the minutes of September 18, 2018 Workshop and September 25, 2018 Council Meeting. The draft minutes were forwarded to the October 9, 2018 Meeting for approval with no corrections. IV. EXECUTIVE SESSION: None. V. ADJOURNMENT: At 7:27 p.m. Deputy Mayor Randy McKibbin adjourned the Council Workshop by common consent of the Council. Harwood Edvalson, City Clerk Neil Johnson, Jr., Mayor Items presented to Council at the October 2, 2018 Workshop: (1) Decision Cards- Chief Financial Officer Cherie Gibson (2) Employee Demographic Chart- Human Resources Manager Jenna Richardson (3) Comparable HR to FTE Chart- Human Resources Manager Jenna Richardson 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. 8 of 54 Page 6 of 6

9 CITY COUNCIL MEETING October 9, :00 P.M. 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, Jr. 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, Jr., elected officials attending were Deputy Mayor Randy McKibbin, Councilmember Terry Carter, Councilmember Justin Evans, Councilmember James Rackley, Councilmember Michelle Surdez, Councilmember Dan Swatman, and Councilmember Tom Watson. Staff members in attendance were City Administrator John Vodopich, Police Chief Bryan Jeter, Administrative Services Director/City Clerk Harwood Edvalson, Chief Financial Officer Cherie Gibson, Judge Ronald Heslop, Court Administrator Kathy Seymour, Senior Services Manager Sue Hilberg, and City Attorney Kathleen Haggard. C. Agenda Modifications: A new agenda item, which was forwarded from the Council Safety Committee, was presented to the City Council to add to the agenda. Councilmember Watson moved to add AB Resolution 2697 to the Consent Agenda. Councilmember Swatman seconded the motion. City Clerk Edvalson informed Mayor Johnson that a revised agenda had also earlier been distributed to the Mayor and City Council for their consideration. Councilmember Watson moved to accept the revised agenda adding AB Resolution 2691 to the Consent Agenda. Councilmember Rackley seconded the motion. Motion to accept the revised agenda adding AB Resolution 2691 to the Consent Agenda approved 7 0. Motion to add AB Resolution 2697 to the Consent Agenda approved 7 0. Page 1 of 7 Agenda Packet p. 9 of 54

10 City Council Meeting Minutes October 9, 2018 A. Announcements, Appointments and Presentations: 1. Proclamation: 2018 Domestic Violence Awareness Month. Mayor Johnson, Jr. read a proclamation declaring October as Domestic Violence Awareness Month in Bonney Lake for Tonya Tunnell-Thornhill, Executive Director of Exodus Housing, thanked the Mayor and Council for recognizing this issue and described some of the services that Exodus Housing provides. II. PUBLIC HEARINGS, CITIZEN COMMENTS & CORRESPONDENCE: A. Public Hearing: None. B. Citizen Comments: None. C. Correspondence: None. III. COUNCIL COMMITTEE REPORTS: A. Finance Committee: Deputy Mayor McKibbin said the Committee met earlier at 5:00 p.m. He said the Committee discussed a proposed Interlocal Agreement with the Historical Society, a proposed resolution allocating surplus bond proceeds and a proposed ordinance providing cost-of-living increases for the non-represented employees in He said those items are forwarded for Council discussion at the next workshop. B. Community Development Committee: Committee Chair Swatman reported the Committee met on October 2 nd at 4:30 p.m. and discussed a water leak detection survey/analysis, use of the new CityWorks software in Public Works and proposed revisions regarding how delinquencies in utility payments are handled. He noted that Councilmember Surdez has been very instrumental by lending her professional expertise to the topic. C. Public Safety Committee: Chair Evans said the committee met today at 3:30 p.m. He said they reviewed reports from East Pierce Fire & Rescue and the Police Department. He noted that Assistant Police Chief Alfano has been accepted to attend the National FBI Academy. He said the next Committee meeting will be November 13 th at 3:30 p.m. D. Other Reports: None. Agenda Packet p. 10 of 54 Page 2 of 7

11 City Council Meeting Minutes October 9, 2018 IV. CONSENT AGENDA: A. Approval of Minutes: September 18, 2018 Council Workshop Minutes and September 25, 2018 Council Meeting Minutes. B. Approval of Accounts Payable and Utility Refund Checks/Vouchers: Accounts Payable check/vouchers #80387-#80488 and wire transfers # , # , # , # , # , # , # , # , # , # and # in the amount of $582, P-Card wire transfer # in the amount of $37, VOIDS: Check # Lost-Reissued C. Approval of Payroll: September 16 th -31 st 2018 for checks # including Direct Deposits and Electronic Transfers is $775, D. AB18-97 Ordinance D18-97 An Ordinance Of The City Of Bonney Lake, Washington, Changing The Zoning Classification Of Tax Parcels , , -6036, And From Eastown (E) To General Commercial (C-2). E. AB Motion A Motion Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, To Accept As Complete The Phase 4 SCADA System Upgrade Project With Technical Systems, Inc. F. AB Resolution 2691 A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, To Authorize Mayor Johnson To Sign An Interagency Agreement With The Washington Traffic Safety Commission For Reimbursement For Various Traffic Emphasis Patrols. G. AB Resolution 2697 A Resolution Of The City Council Of The City Of Bonney Lake, Pierce County, Washington, To Sign A Contract With Pierce County Security To Provide Court Security On A Limited Basis. Councilmember Watson moved to approve the Consent Agenda as amended. Councilmember Carter seconded the motion. Motion approved 7 0. V. FINANCE COMMITTEE ISSUES: None. VI. VII. COMMUNITY DEVELOPMENT COMMITTEE ISSUES: None. PUBLIC SAFETY COMMITTEE ISSUES: None. VIII. FULL COUNCIL ISSUES: A. AB Ordinance 1602 [D18-108] An Ordinance Of The City Of Bonney Lake, Washington, Repealing Chapter 5.08 Of The Bonney Lake Municipal Code Page 3 of 7 Agenda Packet p. 11 of 54

12 City Council Meeting Minutes October 9, 2018 And The Corresponding Portions Of Ordinance No Relating To Business Licenses. Councilmember Watson moved to adopt Ordinance 1602 [D18-108]. Councilmember Carter seconded the motion. City Attorney Haggard advised the City Council that the title of the proposed ordinance should be amended to read, Repealing and Replacing. She added it is a change that can be made administratively if there is no objection from the Council. Councilmembers all agreed to this decision. Motion to Adopt Ordinance 1602 [D18-108] approved 7 0. B. Decision Cards Kathy Seymour CodeSmart, Document Scanning; Woody Edvalson Electronic Content Management, Emergency Management ILA, Senior Center Air Conditioning; Sue Hilberg Kitchen Assistant; Bryan Jeter Radio Replacement, A/C SMIP Training, Firearm Replacement, Buoy Replacement Plan, Drug Fund-Case Cracker, Mobile Fingerprint, CDT Start Up. Mayor Johnson announced a ten minute break at 6:14 p.m. to allow a reconfiguration of the meeting room to facilitate the further discussion of Decision Cards. CodeSmart and Document Scanning. Judge Heslop and Court Administrator Seymour addressed the Council regarding the Court Decision Cards on the agenda this evening. Judge Heslop highlighted the current workload of his staff and described how the proposed online, web-based business application would streamline the court processes. He said it is anticipated the software would integrate with the State when they complete their application selection process. The Court also proposes using Laserfiche as a document management system for their records, which would allow them to scan court documents and interface with the CodeSmart application. The two systems, including associated hardware and set-up, would have an upfront cost of $50,305, plus annual maintenance fees of $8,611. Members of the City Council posed a few questions. Several expressed their support for this improvement to the court operations. Kitchen Assistant (Senior Center). Senior Services Manager Hilberg explained how the current operations of the Senior Center Kitchen relies on a volunteer who consistently volunteers up to 30 hrs. per week. Manager Hilberg said the kitchen staff prepare meals per month. She added that the volunteer s health is failing and the extra kitchen assistance would provide a reliable source of labor to help meet the heavy workload of the kitchen staff. The position is proposed as a.70 FTE employee for an annual cost of $20,000. There were a few questions regarding this request from some Councilmembers, several acknowledging the need. Agenda Packet p. 12 of 54 Page 4 of 7

13 City Council Meeting Minutes October 9, 2018 Senior Center Kitchen Air Conditioning. Director Edvalson explained the deficiency in the current hood system that adds to the staff discomfort in the kitchen. He explained the make-up air for the vent hood lacks any kind of conditioning and blows directly on the cook at the cooktop/stove. He explained that additional air conditioning in the enclosed space of the kitchen is inadequate to relieve the kitchen staff on hot days. He proposed a $20,000 project to provide air conditioning for the kitchen. Councilmember Watson asked what was being proposed to condition the air being drawn in for the vent hood. Director Edvalson responded that the piece to condition the make-up air was omitted when the new hood was installed to save expense. He said he hoped the $20,000 would be able to address both needs. Councilmember Watson noted there is a proposed decision card to be presented on another date that replaces the heat pump serving the activities area of the Senior Center. He questioned whether this improvement might be able to serve both needs. Director Edvalson stated that his research shows balancing the demands for make-up air with conditioned air from the remainder of the building has its own set of problems, but hoped that between the two projects the appropriate solution could be engineered and installed. Councilmembers spoke generally in favor of the need to address the employee work environment. Electronic Content Management System (Records Management). Director Edvalson described the City s current state of records management, highlighting the piecemeal approach used by individual departments to address their needs. He proposed a unified approach based on the potential for a State Archives grant of $30,000 to implement an electronic content management system. The total projected cost, including the state grant, is $60,000. He explained that the next six months would be used to identify the goals of the project and determine the final scope of the project. He described how the State Archives had already vetted several vendors and proposed products. He noted the value of such a project for public records management. Councilmembers spoke of the need for an evolving approach to records management for the City. Emergency Management Interlocal Agreement. Director Edvalson explained some of the history regarding emergency management for the City of Bonney Lake. The proposal is to enter into an Interlocal Agreement with East Pierce Fire & Rescue and the other cities and towns located in the district to jointly fund a new Eastside Fire employee to help the cities update their plans, train to those plans and then assist with public outreach and education. Councilmember Swatman asked why the City was only now taking steps to accomplish these goals. Director Edvalson expressed his opinion that it was because there were other priorities in the past and active emergency management fell into a gap between East Pierce Fire & Rescue and the City. Mayor Johnson, Jr. said the City took positive steps to re-establish the responsibility for emergency management back under the Mayor s direction and the proposed interlocal agreement is the next proposed step to move the City forward. The proposal presented is for $99,070 over the next biennium. This amount is for Bonney Lake s population Page 5 of 7 Agenda Packet p. 13 of 54

14 City Council Meeting Minutes October 9, 2018 percentage share of the position. Several councilmembers spoke in favor of the need to update the City s emergency management plans and be more proactive in the City s preparedness. Police Department Radio Replacement. Police Chief Jeter explained how the City s police radios have become outdated and will soon be obsolete. He suggested the City develop a set-aside fund to plan for the replacement of all police radios by The total anticipated replacement cost to be spread over the next six years is $506,394. He proposed the City set-aside $190,464 in the next biennium to begin that replacement fund. He explained how previous funding mechanisms were no longer available to assist the City with these replacements. Councilmembers asked if there are alternative vendors to Motorola. Chief Jeter said there are some alternate vendors currently, but that Motorola radios performed better than those previously tested. He acknowledged there may be new vendors before the City takes on the replacement of the radios. Registration/Tuition/Conference Fees. Chief Jeter explained that one of his goals before retirement is to have a viable succession plan. He proposed to have Assistant Chiefs Alfano and Keller participate in the Senior Management Institute for Police (SMIP) held at the Police Executive Research Forum in Boston, MA. He reiterated that Assistant Chief Alfano had been selected to participate in the National FBI Academy in Quantico, VA, but said the SMIP was additive to what Assistant Chief Alfano would learn in the FBI Academy. The cost of the SMIP program for both officers is $23,400 over the next biennium. Councilmembers sought assurance that the SMIP and FBI Academy training would not be redundant. Chief Jeter assured them it would not. Replacement of Weapons for Patrol and Detectives. Chief Jeter explained how some pistols, tasers and rifles were outdated and needed replacement. He suggested the cost of doing so now would be mitigated by a trade-in value associated with some of the weapons. He proposed phasing in the replacements over the next biennium with a total cost of $59,000. Councilmembers were supportive of the need to replace 12-yr. old duty weapons. Miscellaneous Small Tools and Equipment Buoys. Chief Jeter explained how the Police Marine Services Unit had identified the need to replace and maintain navigational and speed buoys on Lake Tapps. He proposed $4,600 in the next biennium for this purpose. There was general Council support for this proposal. Clothing and Uniforms Drug Investigation Fund and Civil Disturbance Team. Chief Jeter explained how designating an officer to serve with the County-wide Civil Disturbance Team would bring expertise and support in this area of law enforcement to the City of Bonney Lake. He explained a one-time cost in 2019 of $4,500 would be used to outfit the selected officer with uniforms and equipment. The Council was generally supportive of this proposal. Agenda Packet p. 14 of 54 Page 6 of 7

15 City Council Meeting Minutes October 9, 2018 Miscellaneous Tools and Minor Equipment Equipment. Chief Jeter described how the department would benefit with increased professionalism and reduce reliance on other agencies by purchasing the Case Cracker Audio/Video recording system and mobile fingerprint scanners for their police vehicles. He said the mobile fingerprint scanners would be phased in starting in this next biennium. The proposed cost for the Case Cracker and fingerprint scanners in this biennium is $21,000. Councilmembers spoke in favor of these tools and encouraged Chief Jeter to bring forward other requests as he re-familiarizes himself with the department and assesses the needs to move the department forward. IX. EXECUTIVE/CLOSED SESSION: None. X. ADJOURNMENT: At 7:55 p.m. Mayor Johnson, Jr. adjourned the regular Council Meeting with the common consent of the City Council. Harwood Edvalson, City Clerk Neil Johnson, Jr., Mayor Items submitted at the October 9, 2018 Council Meeting: (1) AB Resolution 2691 and Revised Agenda- Administrative Services Director/City Clerk Harwood Edvalson (2) AB Resolution City Administrator John Vodopich (3) Decision Cards, FY Chief Financial Officer Cherie Gibson Page 7 of 7 Agenda Packet p. 15 of 54

16 Agenda Packet p. 16 of 54

17 City of Bonney Lake City Council Agenda Bill (AB) Department / Staff Member: Meeting/Workshop Date: Agenda Bill Number: Executive/ Gary Leaf 9 October 2018 AB18-92 Agenda Item Type: Ordinance/Resolution Number: Councilmember Sponsor: Resolution 2684 N/A Agenda Subject: Acceptance of Playground Grant Full Title/Motion: A Resolution of the City Council of the City of Bonney Lake Approving a Grant and Purchase of Playground Equipment from GameTime and Semi-Community-Build Installation from Sitelines. Administrative Recommendation: Approve. Background Summary: Allan Yorke Park Phase 1 includes a new play area next to the ballfield in East Park. Earlier this year the local GameTime representative attended a Park Commission meeting to discuss a playground grant available in September and then subsequently worked with the Commission to design the new playground centered around a grant-eligible PowerScape structure. This structure is fully inclusive and accessible. Ancillary equipment is eligible for discounts through the U.S. Communities purchasing cooperative. Park Commissioners participated in summer events asking for citizen input and compiling a list of volunteers to help install the equipment. Total cost of equipment and installation will be $187, after the $70,000 grant. In addition, volunteer assistance will save $20,000, and U.S. Communities discounts will save $3,000. Equipment must be ordered by October 22 nd to qualify for the grant. The installer will store the equipment at no cost to the City until a volunteer event is held next Summer. Grading of the site will precede installation. Staff recently found out the grant requires prepayment of grant-covered equipment rather than a standard Purchase Order. However, since staff didn t understand this requirement GameTime made a one-time exception to its grant rules for Bonney Lake. If the City pursues another GameTime grant for future play equipment this will need further discussion. Attachments: Grant Letter. Equipment and Installation Quotes. BUDGET INFORMATION Budget Amount Current Balance Required Expenditure Budget Balance N/A $3,736, $187, $3,549, Budget Explanation: COMMITTEE, BOARD & COMMISSION REVIEW Council Committee: Approvals: Yes No Chair/Councilmember: Committee Date: Councilmember Councilmember Forwarded to: Consent Agenda: Yes No Commission/Board Review: 10 September 2018 Park Commission Hearing Examiner Review: COUNCIL ACTION Workshop Date(s): 18 September 2018 Public Hearing Date(s): Meeting Date(s): Tabled to: Rev. January 2014 Agenda Packet p. 17 of 54

18 APPROVALS Director: JPV Mayor: NHJ Date Reviewed by City Attorney: (if applicable): N/A Agenda Packet p. 18 of 54 Rev. January 2014

19 RESOLUTION NO A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BONNEY LAKE, PIERCE COUNTY, WASHINGTON, AUTHORIZING THE MAYOR TO ACCEPT A GRANT FROM AND PURCHASE EQUIPMENT FROM GAMETIME AND COMMUNITY-BASED INSTALLATION FROM SITELINES. The City Council of the City of Bonney Lake, Washington, does hereby resolve that the Mayor is authorized to accept a grant and purchase equipment from GameTime in the amount of $171, and community based installation from Sitelines in the amount of $15, PASSED by the City Council this 9 th day of October, AUTHENTICATED: Neil Johnson, Jr., Mayor Harwood T. Edvalson, City Clerk APPROVED AS TO FORM: Kathleen Haggard, City Attorney Agenda Packet p. 19 of 54

20 Agenda Packet p. 20 of 54

21 GameTime, C/O SiteLines Park & Playground Products, Inc. Corporate & Billing Office: 4818 Evergreen Way, #200, Everett WA fax QUOTE # /26/2018 Allen Yorke Park -Option 3 - (SURFACING ONLY w/full Install) Bonney Lake Parks & Recreation Attn: Gary Leaf Bonney Lake Blvd P.O Bonney Lake, WA Phone: Fax: Quantity Part # Description 1 TILE3.5 GT-Impax SF 3.5" Rubber Safety Tile Surfacing System 8' CFH DELIVERED - to be installed flush up against concrete curbs supplied by others, does not include edges. System includes adhesive & freight. 1 INSTALL Installer - Full installation of 4207 SF Tile System ONLY by Certified GameTime NPSI/ CPSI Installers - Includes Meeting & Unloading Shipment and prevailing wages Project #: P55781 Ship To Zip: Unit Price Amount $39, $39, $12, $12, If you require a BOND please add 3% to total. 2. Quote assumes customer is to provide, prep & compact 4" crushed rock base for tiles AFTER supervised installation. 3. Through Rock Up-Charge if Customer preps Site prior to Supervised installation at $ Quote assumes Customer to provide project fencing and staging area in parking lot. 5. Customer to meet truck shipment & offload all equipment into staging area on site or add $ Additional Charges for Hauling spoils away and disposing quote assumes customer deals with pile (approx. 10 CU YDS) 7. Quote assumes customer will Remove & Dispose of Tile Packaging or add $1313 MUST RECEIVE PO FOR TILES & INSTALL BY JANUARY 18th or SUBJECT TO ANNUAL PRICE INCREASE. Contract: USC SubTotal: Tax: Total Amount: $51, $4, $56, Lindsey Erwin prepared by Shawna Birkett SiteLines Park & Playground Products, Inc. ****** PLEASE MAKE YOUR ORDER PAYABLE TO "GAMETIME" ****** Page 1 of 5 Agenda Packet p. 21 of 54

22 Allen Yorke Park -Option 3 - (SURFACING ONLY w/full Install) QUOTE # /26/ U.S. COMMUNITIES SPECIAL CONDITIONS U.S. Communities is a nationally-recognized purchasing cooperative that has been authorized by state statute for use by all publicly-funded and non-profit agencies in Alaska and Washington. Pricing shown above is special U.S. Communities contract pricing with all available discounts taken, as set forth by Master Contract # of the U.S. Communities/GameTime purchasing contract. The full contract and original RFP can be viewed at Your purchase order must be made to GAMETIME and sent to SiteLines for order processing. Invoicing will come directly from GameTime, and payments will be made to GameTime, P.O. Box , Fort Payne AL RUBBER TILE SPECIAL CONDITIONS The following items apply unless otherwise noted: * GTImpax Rubber Tile Safety Surfacing is IPEMA-certified and meets the requirements of ASTM and CPSC for impact attenuation and ADA accessibility. * Subbase must meet GTImpax Architectural Specification for appropriate preparation. * Tiles are 24" x 24" square; tile thickness is as specified on quotation. * Materials arrive wrapped and palletized. Pallets are extremely heavy (up to 2000 pounds each); a forklift is required for offloading. Liftgate service may be available for an additional charge. * Standard Tiles are designed for glue-down installation over a hard surface (concrete or asphalt). Interlocking tiles and geotextile are required if tiles are being installed over a compacted crushed rock subbase. Crushed rock should be compacted 95% WITH WATER USED DURING COMPACTING. For proper surfacing drainage, a 1% slope on the subbase is required. * Adhesive quantity is based on a coverage rate of 40 square feet per gallon, for adhesion of bottoms of tiles to subsurface. Rough surfaces, Porous Asphalt or porous concrete will need 2x the adhesive. Notify SiteLines if these conditions exist for a requote with proper adhesive quantities. * Installation of tiles is weather-sensitive and requires dry, 45-degree+ temperatures. The optimal time of year to install them in most areas is April 15th through October 15th. *Current lead times for tiles are approximately weeks manufacturing time, plus shipping time. Agenda Packet p. 22 of 54 Page 2 of 5

23 Allen Yorke Park -Option 3 - (SURFACING ONLY w/full Install) QUOTE # INSTALLATION TERMS & CONDITIONS GameTime, div. of Playcore Inc is a licensed contractor in Washington (SITELPP052M7/GAMET**952D2) and Alaska (CONS38035) and offers manufacturer-certified installation services for an additional charge as shown. Installation shall be performed by Factory-Certified GameTime Installers. Below is a breakdown of responsibilities for a standard installation: SITELINES TO PROVIDE: 1) Tool & equipment for installation of equipment 2) Marking of footing holes for equipment locations 3) Hole augering (additional charge will apply if jackhammering is required for existing concrete, asphalt, etc.) 4) Equipment assembly according to manufacturer's written instructions 5) Concrete supply & installation for equipment footings 6) Installation-related clean-up CUSTOMER TO PROVIDE: 1) Meeting of delivery truck, delivery acceptance, and truck unloading 2) Equipment inventory and inspection (report any shortages, damages, or other discrepancies to SiteLines within (3) days following delivery) 3) Equipment storage and/or temporary fencing prior to and during installation; hauling of equipment to jobsite if stored off-site 4) Jobsite prep work for flat, clear sub-grade with a 1% slope; removal of any existing safety surfacing such as pea gravel or wood chips 5) Call for Utility Locates to ensure that no utility, irrigation, or drain lines exist below play equipment use zone or the delivery truck route (5 days prior to digging, call in WA: / Alaska, call 811) 9.) Access to water and power sources for installers 7) On-site dumpster or other disposal accommodations for pallets and packaging materials. A $300 disposal fee may be charged is no dumpster is provided. 8) Location to dispose of excess dirt from footing holes.. If no on-site location is available, additional hauling and disposal fees may apply. 9) Local building permits, (if required) 10) Audit, inspection, and routine maintenance after installation PLEASE NOTE THE FOLLOWING: * If state prevailing wages, or Davis Bacon wages apply, please advise SiteLines at time of quotation. (Post-order notification of prevailing wage requirements, or a requirement for Performance and Payment Bond will result in adjustment of final amount due.) * Additional charges apply for equipment that is to be installed over existing asphalt or concrete, existing surfacing, or unusual soil conditions. Please advise SiteLines of any of these conditions at time of quotation. * Buyer shall be responsible for unknown conditions such as buried utilities, irrigation, tree stumps, bedrock, or any concealed materials or conditions that may result in additional labor or material costs. * Additional charges apply for wheelbarrowing of wood fiber surfacing if delivery truck cannot back directly up to play area; charges are based on quantity ordered, distance between delivery area & play area. Mechanical compaction of the wood fiber is not included but is available as an option at an additional cost. Please advise SiteLines of site limitations or the need for compaction at time of quotation. * If no on-site location to dispose of the material from footing holes is available, additional hauling charges will apply. * Once ordered, any changes, additions, or deletions must be submitted in writing to SiteLines. Change order approval not guaranteed; additional charges may apply. * Please plan to have your site ready one week prior to your scheduled installation date to avoid unforeseen problems or weather delays. Any delays caused by the site not being ready at the start of installation may result in postponement of the installation until the next available date on the installer s calendar. PLEASE PROVIDE THE FOLLOWING INFORMATION TO ASSIST OUR INSTALLERS: 1) The nearest cross streets to the jobsite s construction entrance: and 2) Once at the jobsite, the specific location of the work area (ex: behind the gym, west of the basketball court, etc.): 3) Is the work taking place within 15' of any overhead power lines? 4) Primary owner s/contractor s contact for installation: Name Phone Cell Fax 09/26/2018 Page 3 of 5 Agenda Packet p. 23 of 54

24 Allen Yorke Park -Option 3 - (SURFACING ONLY w/full Install) QUOTE # GAMETIME GENERAL TERMS & CONDITIONS QUOTATION ACCEPTANCE: This quotation is subject to the policies in the current GameTime Park and Playground catalog and the terms and conditions stated herein. Acceptance of this proposal indicates your agreement to these terms and conditions, regardless of form of your purchase order, unless otherwise agreed to in writing by both parties. PRICING: We will be pleased to honor this quote for 30 DAYS after issue date, for fabrication and shipment immediately following your order. (see estimated delivery lead time below). Orders placed after this date or requested for delayed delivery are subject to possible pricing increase. ORDER PLACEMENT FOR TAX SUPPORTED AGENCIES: Requirements for order placement are a signed purchase agreement or signed quote acceptance and color selections. ORDER PLACEMENT FOR NON-TAX SUPPORTED AGENCIES: PAYMENT WITH ORDER IS REQUIRED FOR ALL ORDERS UNDER $10, (Shipping costs excluded) along with a fullyexecuted purchase agreement and color selections. CREDIT APPROVAL IS REQUIRED FOR ORDERS OVER $10,000 unless payment is sent with order. To request credit approval, please submit a fully-executed purchase agreement, color selections (if applicable), a completed GameTime credit application, and a completed project information sheet. Forward all information it to SiteLines' corporate office for fastest processing. Once ordered, any items cancelled, returned, or refused are subject to a 25% restocking fee; all freight from & to factory is Buyer's responsibility. Partial cancellations and/or modifications may also result in increased per-unit prices on remaining items. Some products are made-to-order and are not subject to cancellation or return. Buyer shall verify all quantities prior to order placement; SiteLines bears no responsibility for incorrect quantities. EXCLUSIONS: Unless specifically included herein, this quotation excludes the following: building permits, site prep work and landscaping; removal of existing equipment; receiving, offloading, & inventory of equipment; storage of goods prior to installation; transfer of equipment from storage site to installation site; equipment assembly and installation; mounting hardware; safety surfacing; containment borders; drainage provisions. Performance and payment bonds are NOT included on this quote unless otherwise noted; if a bond is required, bonding costs are 3% of the contract amount (after taxes, if applicable) and the bond cost will be added to the final invoice. FREIGHT CHARGES: Line item prices are FOB: FACTORY unless otherwise noted. Freight costs are based on weight, volume, & destination, for combined shipment of all items to a single destination. Split shipments or revised quantities may result in increased freight charges. If the destination zip code differs from the one listed or if one was not supplied at time of quote, the cost of freight may change. SHIPMENT: Including transit time, the current estimated lead time is 8 WEEKS from receipt of your completed order (slightly longer for Alaska deliveries). Lead times do not begin until all required order information is received and accepted by SiteLines and after credit has been approved by GameTime. All equipment is delivered unassembled unless otherwise noted. RECEIPT OF GOODS: IMPORTANT: Offloading, inventory, inspection, and storage shall be the responsibility of the Buyer. Freight carrier will call 24 hours in advance to notify you of your delivery date. Upon arrival, truck driver will bring goods to the end of the truck container; offloading to ground is Buyer's responsibility. For large or bulky orders, Buyer may wish to have a forklift and/or additional manpower on hand. For delivery in a truck equipped with a liftgate, call for revised quote prior to submitting order; additional charges will apply. Once offloaded, Buyer shall check the delivered items against the delivery receipt provided by the driver, noting any shortages or damages on the receipt before signing for the delivery. IMPORTANT! Any shortages or damages not noted on the delivery receipt shall be the Buyer's responsibility. SiteLines can assist you with your claim against the carrier; please notify SiteLines of any shortages or damages within three business days following delivery. SAFETY COMPLIANCE: All eligible GameTime equipment and GT-Impax safety surfacing has been designed to meet US CPSC and ASTM safety standards, and has been awarded third-party IPEMA certification for compliance. Validation of compliance can be found at WARRANTIES: Manufacturers' standard product warranties apply and cover equipment replacement and freight costs only; labor is not included. SiteLines offers no additional warranties. TAXES: All orders delivering in Washington are subject to applicable sales tax unless a tax exempt certificate or reseller permit is provided at the time of order placement. PAYMENT TERMS: Tax-supported Government Agencies: Payment due net 30 days after ship date. All other organizations: Payment required with order by check or credit card (VISA, MC and American Express accepted). Payment terms may be granted to some customers with excellent credit history FOR ORDERS WITH A MINIMUM OF $5,000 (NOT INCLUDING SHIPPING); completion of GameTime's credit application, project information sheet, copy of payment/performance bond and approval by GameTime's credit manager is required. 50% deposit will be required for made-to-order custom products and Dynamo products; a 50% deposit will be required for PlayWorx products. A 1.5% per month finance charge will be imposed on all past due accounts. GameTime products may be invoiced separately from other products & services and shall be payable separately from those services and in advance of project completion. Retainage may not be withheld. Should you have any questions, please call our office at (AK & WA only) or or contact your local sales representative. Thank you for choosing SiteLines, and we look forward to the opportunity to serve you. 09/26/2018 Agenda Packet p. 24 of 54 Page 4 of 5