2014, 08-12 Regular Format MINUTES
City of Spokane Valley
City Council Regular Meeting
Formal Meeting Format
Tuesday,August 12, 2014
Mayor Grafos called the meeting to order at 6:00 p.m.
Attendance: City Staff:
Dean Grafos,Mayor Mike Jackson, City Manager
Arne Woodard,Deputy Mayor Cary Driskell,City Attorney
Bill Bates,Councilmember Mark Calhoun,Finance Director
Chuck Hafner,Councilmember Erik Lamb, Deputy City Attorney
Rod Higgins,Councilmember Eric Guth,Public Works Director
Ed Pace, Councilmember Mike Stone, Parks&Recreation Director
Ben Wick,Councilmember Gabe Gallinger, Senior Development Engineer
Carolbelle Branch,Public Information Officer
Chris Bainbridge,City Clerk
INVOCATION: In the absence of a pastor,Mayor Grafos asked for a few moments of silence.
PLEDGE OF ALLEGIANCE: Council, staff and the audience stood for the Pledge of Allegiance.
ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present.
APPROVAL OF AGENDA: It was moved by Deputy Mayor Woodard, seconded and unanimously
agreed to approve the agenda.
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS: n/a
COMMITTEE,BOARD,LIAISON SUMMARY REPORTS:
Prior to Council committee reports, Mayor Grafos announced that Councilmember Hafner successfully
completed his first level of City Municipal Leadership through AWC (Association of Washington Cities);
and congratulations were extended to Councilmember Hafner.
Councilmember Hafner: reported that he attended the City Employee Appreciation Picnic; went to the
Health District Strategic Planning meeting where they are working on a three to five-year programming
plan to ensure that all concerns relative to health matters be considered as they move through the budget
process; attended a Board of Health Governance Committee meeting where they evaluated their bylaws
and procedures; attended an STA (Spokane Transit Authority) Board meeting which combined the
Operations Committee and the Board for a meeting as they work through their 20-year plan and examine
different types of transportation as road construction becomes more difficult to fund; mentioned the
hearing concerning the STA downtown plaza and said some organizations downtown would like the plaza
moved elsewhere as some feel people behave differently in the vicinity of the bus garage, and said that
although the architect plans have been completed, they wanted it to stop temporarily. Councilmember
Hafner said this is a highly contentious issue and he is sure there will be future reports; said there was
another Health Board meeting and the Health District Officer's evaluation has been completed; said he
met the CEO of Visit Spokane and they are interested in extending their operation to our City, and said
more information will be forthcoming later; and said he attended several National Night Out parties.
Councilmember Pace: said he also attended the Board of Health meeting where they discussed closing the
bio-terrorism lab as federal funding has stopped, said the Board voted to temporarily fund it, but the
person who ran the lab quit; that the Health Officer asked for input and Councilmember Pace to help
prioritize programs, he asked for a report on all the mandated Health District programs; said he also
attended the STA Board meeting concerning the plaza issue; that he voted for the plan and said it has
Minutes Regular Council Meeting 08-12-2014 Page 1 of 4
Approved by Council:08-26-2014
been in place for a long time; and said he also attended several National Night Out parties and
accompanied a detective as they drove to the various parties.
Councilmember Higgins: reported that he attended the meeting of the County-wide Land Use Sub
Committee, where the topic was regional land use analysis of Spokane County's future land needs
pursuant to the Urban Growth Area requirement for review and update, and said a ten-year update is
required and that committee recommendations will be sent to the Board of County Commissioners for
final adoption.
Deputy Mayor Woodard: said he also accompanied a detective as they drove to various National Night
Out parties.
Councilmember Wick: said he received notice that the federal highway fund received a "patch" of$10.8
million for transportation projects; that it was due to run out of money August 1 and that this is a short
term remedy to keep it solvent until May 2015; said as part of AWC's Ad Hoc Freight Rail Committee,
during the last legislative session the legislature authorized the Department of Ecology to conduct a study
on rail oil transportation through our state and that should be available by October; he said the focus will
be on public safety and health concerns as they transfer crude oil; and said comments are encouraged to
tell legislators what this increased rail traffic would mean to our City, and that comments should be
submitted by this Friday. City Manager Jackson asked if there were any objections in having staff draft
and send a letter, and there were no objections.
Councilmember Bates: reported that he attended the monthly 9-1-1 Emergency Board Meeting; went to a
retirement reception for Spokane Regional Clean Air outgoing director Bill Dameworth; attended several
National Night Out parties;and attended the regular monthly Clean Air Board meeting.
MAYOR'S REPORT: Mayor Grafos said he attended the City's solid waste open house meeting; met
with the Governor July 30 concerning sales tax mitigation payments that we receive, and mentioned that
our City is at risk of losing about $370,000 if the Marketplace Sales Tax Act passes, and said he is
including his signature on a letter to legislators signed by other mayors stating that we do not want our
revenues cut further,while realizing there are serious challenges in the State as they work on their budget;
and said he also attended the city picnic.
PUBLIC COMMENTS: Mayor Grafos invited public comment; no comments were offered.
1. CONSENT AGENDA: Consists of items considered routine which are approved as a group. Any
member of Council may ask that an item be removed from the Consent Agenda to be considered
separately.
Proposed Motion:I move to approve the Consent Agenda.
a. Approval of claim vouchers on August 12, 2014 Request for Council Action Form Totaling:
$3,189,531.92
b. Approval of Payroll for Pay Period Ending July 31,2014: $501,978.95
c. Approval of July 15,2014 Study Session Council Meeting Minutes
d. Approval of July 22,2014 Regular Formal Council Meeting Minutes
It was moved by Deputy Mayor Woodard, seconded and unanimously agreed to approve the Consent
Agenda.
NEW BUSINESS:
2. Second Reading Proposed Ordinance 14-009,Noel Telecommunication Franchise —Cary Driskell
After City Clerk Bainbridge read the ordinance title, it was moved by Deputy Mayor Woodard and
seconded to approve Ordinance 14-009 granting a telecommunications franchise to Noel
Communications, Inc. City Attorney Driskell explained that there have been no changes since the first
reading. Mayor Grafos invited public comment; no comments were offered. Vote by Acclamation: In
Favor: Unanimous. Opposed:None. Motion carried.
Minutes Regular Council Meeting 08-12-2014 Page 2 of 4
Approved by Council:08-26-2014
3. Motion Consideration: Bid Award Appleway Trail Phase 2A Earthwork—Eric Guth
It was moved by Deputy Mayor Woodard and seconded to award the Appleway Trail Phase 2A
Earthwork contract to L&L Cargile, Inc. as the lowest responsive and responsible bidder, in the amount
of$186,301.00 and authorize the City Manager to finalize and execute the construction contract. Public
Works Director Guth explained that this is the first package coming to Council on the trail, and another
bid package will be coming to Council next month for construction of the trail, and said that tonight's bid
is just for the earthwork. Mr. Guth said there were six bidders,and that the project is scheduled to start on
time. Mayor Grafos invited public comment; no comments were offered. Vote by Acclamation: In Favor:
Unanimous. Opposed:None. Motion carried.
ADMINISTRATIVE REPORTS:
4.Lodging Tax Advisory Committee—Mark Calhoun,Erik Lamb
Finance Director Calhoun went over the material contained in his Request for Council Action form,
including the imposition of the 2% tax, how the proceeds are used to promote conventions and tourist
travel, the structure of the Lodging Tax Advisory Committee (LTAC) and the process for applying and
awarding funds, how the law was amended in 2013 concerning the application and selection process; and
the goals and priorities Council developed in 2013 as a guide for the LTAC committee when making
award recommendations. Mr. Calhoun also noted the timeline for this year's applications and awards. Mr.
Calhoun said that we will seek Council consensus to continue setting aside funds for these marketing
efforts, including the $30,000 to CenterPlace, which he explained does not need to go through the
application process since this has been historically awarded, adding that if the City wants to use proceeds
for other projects such as Browns Park, we would have to apply. Councilmember Pace asked if we
analyzed how the $30,000 was used, and Mr. Calhoun said he will work with Mr. Stone to research what
the money yielded. Discussion moved to the goals given to the Committee last year, and Councilmember
Pace said he did not have an opportunity to review that information, and would like to have that brought
back for an additional discussion. There were no objections from Council.
Concerning possible projects, Councilmember Pace encouraged the City to apply for funding for Browns
Park, and Deputy Mayor Woodard talked about the possibility of us partnering with a non-profit
organization to help offset some operating costs for a tourist kiosk, and Deputy City Attorney Lamb said
he would have to research the partnership issue. Deputy City Attorney Lamb also noted that the new law
requires applicants to submit estimates, but there is no requirement that the funding distribution be linked
to those estimates. The idea of entities or projects being self-sustaining was also discussed, including a
potential time period of anywhere from one year to five depending on the project.
5. Advance Agenda—Mayor Grafos
Councilmember Pace suggested adding topics related to marijuana and drugs and to invite Linda
Thompson of the Substance Abuse Council to speak on the current state of drug abuse in this area as well
as programs for drug education, prevention, and recovery; and said drug use in schools will likely get
worse with legalized marijuana; said he also wants to add to the vision of Spokane Valley concerning our
zero tolerance for the illegal drug trade, and of the idea of forming a coalition of governments, law
enforcement and schools to encourage education and communication, and said he based his statements on
past meetings he had with Mike Jackson, Chief VanLeuven, and School Superintendent Ben Small.
Councilmember Hafner stated that he is not sure what no tolerance means, but is in favor of having Linda
Thompson report to Council, as well as receiving a report from law enforcement. Councilmember Bates
said that this "marijuana thing" is not good for our city and there are many problems associated with this
new legislation, including state revenues not flowing back to the cities; and said our city should share in
those revenues.
Deputy Mayor Woodard suggested the Governance Manual Committee meet and work to consider adding
language that if Council wants to increase taxes, that we add verbiage requiring a super majority vote for
any council manic tax increases,or a simple majority vote going to the public.
Minutes Regular Council Meeting 08-12-2014 Page 3 of 4
Approved by Council:08-26-2014
Mayor Grafos said for next week's agenda, he would like to add a motion to amend a previously adopted
motion concerning the grants, specifically the University Road three-lane road, and said he would like to
re-visit that to consider instead, a four-lane road. Mr. Jackson said that Council previously approved a
grant request for three lanes, but upon further review, staff determined we could keep four lanes as well as
bike lanes, and said staff can bring information to Council next week about the pros and cons of each
decision; that if the desire is to change the intent of the grant application, we must bring this back next
week as the application is due the end of this month. Councilmember Hafner said he is willing to look at
it, but there were safety reasons for the three lanes, and said hopefully the information will show the same
safety factors. Councilmember Bates said he would like the information to include traffic reports and
studies, but Mr. Jackson said there is no time to do additional studies; he said we have not changed our
mind but this particular roadway is wide enough to have four lanes and bike lanes, and said that option
wasn't considered before.
INFORMATION ONLY
The (6) Southeast Yardley Stormwater Retrofit; and the (7) Replacement of 2003 Chevy were for
information only and were not reported or discussed.
CITY MANAGER COMMENTS
City Manager Jackson said staff would like to work with MDI (Marketing Directors, Inc.) to promote the
new transfer station and alert citizens of the change in order to have smooth transitions; he said he would
like to request that Council authorize him to begin to develop that program with staff and MDI for
$60,000; that he wouldn't necessarily spend it all, and would come back for a future appropriation; but
would begin now, adding that most of the funds would be spent on the actual ad as staff and MDI work to
minimize the cost of the production. There were no objections from Council.
Mr. Jackson said he met with the Public Facilities District (PFD) Executive Director and their attorney
and two board members and they are open to the concept of us presenting capital project ideas; he said
since CenterPlace was approved by voters,the PFD prefers any funding be limited to CenterPlace; and he
said that Director Stone is researching project ideas.
8. EXECUTIVE SESSION: Review the Performance of a Public Employee [RCW 42.30.110(1)g)]
It was moved by Deputy Mayor Woodard and seconded to adjourn into Executive Session for
approximately sixty minutes to review the performance of a public employee, and that no action will be
taken upon return to open session. Council adjourned into Executive Session at 7:12 p.m.
At 8:24 p.m., Mayor Grafos declared Council out of Executive Session, at which time it was moved by
Deputy Mayor Woodard, seconded and unanimously agreed to adjourn.
Ai6A,
Dean Grafos, Mayor /
•
l T • /
Christine Bainbridge, City Clerk
Minutes Regular Council Meeting 08-12-2014 Page 4 of 4
Approved by Council:08-26-2014
AGENDA ITEM #3
CITY OF SPOKANE VALLEY
Request for Council Action
Meeting Date: August 12, 2014 Department Director Approval: El
Check all that apply: ❑ consent ❑ old business /1 new business El public hearing
❑ information El admin. report El pending legislation El executive session
AGENDA ITEM TITLE: Motion Consideration: Bid Award Appleway Trail Phase 2A Earthwork
GOVERNING LEGISLATION:
PREVIOUS COUNCIL ACTION TAKEN: Adopted the 2013-2018 Six Year TIP on June 26, 2012;
Info Memo in February 19th, 2013 Council Packet regarding SRTC Call for Projects for federal
CMAQ and TA grant funds; Admin. Report on Preliminary CMAQ and TA project list at March 5th,
2013 Council Meeting; Authorization to proceed with applying for CMAQ and TA grant funds for
the Appleway Trail Project on March 12, 2013; Council approval to accept federal TA funds from
SRTC on July 9, 2013; Admin Report on the status of project and University Plaza Design
Concept, July 15, 2014.
BACKGROUND: Based on Council direction, the design and construction of Appleway Trail
project between University Road and Pines Road has been moving forward. To complete the
trail this year the project has been divided into two bid packages; one for the Earthwork and
another for the remainder of the trail (paving, lighting, irrigation, trees and University Plaza).
The Earthwork bid package was advertised for bids on Friday July 25th and August 1st. The bid
opening is scheduled for Friday, August 8. After the bid opening staff will review the bids
received and provide a Bid Tabulation and award recommendation to Council Tuesday night.
OPTIONS: 1) Award the Appleway Trail Phase 2A Earthwork contract to the lowest
responsive and responsible bidder and authorize the City Manager to finalize and execute a
contract, or 2) take other appropriate action.
RECOMMENDED ACTION OR MOTION: Award the Appleway Trail Phase 2A Earthwork
contract to L & L Cargile, Inc., as the lowest responsive and responsible bidder, in the amount
of $186,301.00, and authorize the City Manager to finalize and execute the construction
contract.
BUDGET/FINANCIAL IMPACTS: The current estimated cost for the construction phase of the
Appleway Trail Project between University Road and Pines Road is approximately $1.4 million
and will be financed from Capital Reserve Fund #312. The Earthwork portion of the project, as
identified above, will utilize a small portion of this amount.
STAFF CONTACT: Steve M. Worley— Senior Capital Projects Engineer
Eric Guth — Public Works Director
ATTACHMENTS: Bid Tabulation
BID TABULATION Spokane
Appleway Trail Phase 2A Earthwork-Bid No.14-045 40.00*Ualley
Project CIP No.0176
Engineers Estimate L&L Cargile,Inc. Halme Construction T LaRiviere
Item# Units Quantity Unit Price Total Cost Unit Price Total Cost Unit Price Total Cost Unit Price Total Cost
101 MOBILIZATION L.S. 1 $20,000.00 $20,000.00 $18,055.00 $18,055.00 $27,000.00 $27,000.00 $30,000.00 $30,000.00
102 SPCC PLAN L.S. 1 $1,000.00 $1,000.00 $50.00 $50.00 $620.00 $620.00 $1,000.00 $1,000.00
103 EROSION CONTROL L.S. 1 $750.00 $750.00 $11,583.00 $11,583.00 $25,500.00 $25,500.00 $15,000.00 $15,000.00
104 PROJECT TEMPORARY TRAFFIC CONTROL L.S. 1 $4,000.00 $4,000.00 $1,555.00 $1,555.00 $5,200.00 $5,200.00 $5,000.00 $5,000.00
105 HEALTH AND SAFETY PLAN L.S. 1 $2,000.00 $2,000.00 $100.00 $100.00 $3,400.00 $3,400.00 $2,500.00 $2,500.00
106 FA-SITE CLEANUP OF BIO.AND PHYSICAL HAZARDS EST. 1 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00
107 NO TRESPASSING SIGN EACH 5 $250.00 $1,250.00 $75.00 $375.00 $750.00 $3,750.00 $225.00 $1,125.00
108 CLEARING AND GRUBBING L.S. 1 $10,500.00 $10,500.00 $21,000.00 $21,000.00 $30,000.00 $30,000.00 $15,000.00 $15,000.00
109 ROADSIDE CLEANUP EST. 1 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00
110 REMOVE CHAIN LINK FENCE L.F. 85 $6.00 $510.00 $4.00 $340.00 $5.25 $446.25 $4.00 $340.00
111 TEMPORARY STOCKPILE OF ROCK C.Y. 57 $50.00 $2,850.00 $12.00 $684.00 $16.75 $954.75 $21.00 $1,197.00
112 TREE PROTECTION L.S. 1 $10,000.00 $10,000.00 $1,700.00 $1,700.00 $6,000.00 $6,000.00 $6,500.00 $6,500.00
113 ROADWAY EXCAVATION C.Y. 12400 $10.00 $124,000.00 $7.00 $86,800.00 $3.90 $48,360.00 $6.00 $74,400.00
114 HYDROSEEDING ACRE 7.3 $1,200.00 $8,760.00 $1,500.00 $10,950.00 $1,685.00 $12,300.50 $1,500.00 $10,950.00
115 HIGH VISIBILITY FENCE L.F. 10740 $2.00 $21,480.00 $1.85 $19,869.00 $1.40 $15,036.00 $2.00 $21,480.00
116 ROCK BERMS C.Y. 49 $20.00 $980.00 $10.00 $490.00 $25.75 $1,261.75 $45.00 $2,205.00
117 CONSTRUCTION SURVEYING L.S. 1 $6,000.00 $6,000.00 $5,750.00 $5,750.00 $6,275.00 $6,275.00 $10,000.00 $10,000.00
Total Sched A - $221,080.00 $186,301.00 $193,104.25 $203,697.00
a Value shown reflects corrected mathematical Total Cost.
Addenda Acknowledged Yes Yes Yes
Bid Deposit Surety Bond Form Yes Yes Yes
Mobilization Percentage 9.69% 13.98% 14.73%
BID TABULATION ..;
Appleway Trail Phase 2A Earthwork-Bid No.14-045 � +
Project CIP No.0176
Wm.Winkler Co. Stone Creek LD&D Half Moon Construction
Item# Units Quantity Unit Price Total Cost Unit Price Total Cost Unit Price Total Cost
101 MOBILIZATION i L.S. 1 $16,000.00 $16,000.00 $10,025.00 $10,025.00 $25,770.00 $25,770.00
102 SPCC PLAN L.S. 1 $500.00 $500.00 $599.00 $599.00 $2,300.00 $2,300.00
103 EROSION CONTROL L.S. 1 $22,000.00 $22,000.00 $17,115.00 $17,115.00 $31,000.00 $31,000.00
104 PROJECT TEMPORARY TRAFFIC CONTROL LS. 1 $6,000.00 $6,000.00 $11,408.00 $11,408.00 $2,500.00 $2,500.00
105 HEALTH AND SAFETY PLAN L.S. 1 $5,000.00 $5,000.00 $599.00 $599.00 $15,000.00 $15,000.00
106 FA-SITE CLEANUP OF 1310.AND PHYSICAL HAZARDS EST. 1 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00 $5,000.00
107 NO TRESPASSING SIGN EACH 5 $340.00 $1,700.00 $122.00 $610.00 $200.00 $1,000.00
108 CLEARING AND GRUBBING L.S. 1 $18,000.00 $18,000.00 $27,200.00 $27,200.00 $80,662.00 $80,662.00
109 ROADSIDE CLEANUP. EST. 1 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00 $2,000.00
110 REMOVE CHAIN LINK'FENCE L.F. 85 $10.00 $850.00 $14.75 $1,253.75 a $9.00 $765.00
111 ` TEMPORARY STOCKPILE OF ROCK C.Y. 57 $60.00 $3,420.00 $50.77 $2,893.89 a $60.00 $3,420.00
112 .TREE PROTECTION L.S. 1 $2,500.00 $2,500.00 $3,057.00 $3,057.00 $1,000.00 $1,000.00
113 ROADWAY EXCAVATION C.Y. 12400 $6.90 $85,560.00 $10.12 $125,488.00 a $6.00 $74,400.00
114 HYDROSEEDING ACRE 7.3 $1,700.00 $12,410.00 $1,805.21 $13,178.03 a $1,510.00 $11,023.00
115- HIGH VISIBILITY FENCE L.F. 10740 $3.50 $37,590.00 $1.52 $16,324.80 a $3.00 $32,220.00
116 • ROCK BERMS C.Y.. " 49 $25.00 $1,225.00 $44.37 $2,174.13 a $60.00 $2,940.00
117 CONSTRUCTION SURVEYING LS. 1 $5,000.00 $5,000.00 $9,463.00 $9,463.00 $6,000.00 $6,000.00
Total Sched A- $224,755.00 $248,388.60 $297,000.00
a Value shown reflects corrected mathematical Total Cost.
Addenda Acknowledged Yes Yes Yes
Bid Deposit Surety Bond Form Yes Yes Yes
Mobilization Percentage 7.12% 4.04% 8.68%