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2023, 09-05 Study Session AgendaAGENDA SPOKANE VALLEY CITY COUNCIL REGULAR MEETING STUDY SESSION FORMAT Tuesday, September 5, 2023 6:00 p.m. Remotely via ZOOM Meeting and In Person at CenterPlace Regional Event Center Great Room 2426 N Discovery Place Spokane Valley, WA 99216 Council Requests Please Silence Four Cell Phones During Council Meeting NOTE: Members of the public may attend Spokane Valley Council meetings in -person at the address provided above, or via Zoom at the link below. Members of the public will be allowed to comment in - person or via Zoom as described below. Public comments will only be accepted for those items noted on the agenda as "public comment opportunity If making a comment via Zoom, comments must be received by 4:00 pm the day of the meeting. • Sign up to Provide Oral Public Comment at the Meeting via Calling -In • Submit Written Public Comment Prior to the Meeting Join the Zoom WEB Meetin CALL TO ORDER ROLL CALL APPROVAL OF AGENDA GENERAL PUBLIC COMMENT OPPORTUNITY: This is an opportunity for the public to speak on any subject except agenda action items, as public comments will be taken on those items where indicated. Please keep comments to matters within the jurisdiction of the City Government. This is not an opportunity for questions or discussion. Diverse points of view are welcome but please keep remarks civil. Remarks will be limited to three minutes per person. If a person engages in disruptive behavior or makes individual personal attacks regarding matters unrelated to City business, then the Council and/or Mayor may end that person's public comment time before the three -minute mark. To comment via zoom: use the link above for oral or written comments as per those directions. To comment at the meeting in person: speakers may sign in to speak but it is not required. A sign -in sheet will be provided at the meeting. ACTION ITEMS: 1. Motion Consideration: Ridgemont Estates Stormwater Improvement Project Engineering Design Contract — Adam Jackson [public comment opportunity] 2. Motion Consideration: Interlocal Agreement with Spokane Regional Transportation Council — Adam Jackson [public comment opportunity] 3. Motion Consideration: Spokane County Water District 93 MOU — Bill Helbig [public comment opportunity] NON -ACTION ITEMS: 4. Draft State 2024 Legislative Agenda Update — Virginia Clough, Briahna Murray 5. Admin Report: Signature Event Program — Virginia Clough 6. Admin Report: Potential Grant Opportunity —National Highway System Asset Management Program- Adam Jackson 7. Admin Report: Regional Homeless Entity Discussion — Gloria Mantz, Erik Lamb 8. Advance Agenda — Mayor Haley COUNCIL COMMENTS Council Agenda September 5, 2023 Page 1 of 2 CITY MANAGER COMMENTS EXECUTIVE SESSION: Pending Litigation [RCW 42.30.110(1)(1)] (Proposed motion: I move Council adjourn into executive session for approximately 30 minutes to discuss pending litigation, and that no action will be taken upon return to open session) ADJOURN Council Agenda September 5, 2023 Page 2 of 2 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 5, 2023 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Motion Consideration — Ridgemont Estates Stormwater Improvements consultant contract GOVERNING LEGISLATION: SVMC 3.35.10 —Contract Authority PREVIOUS COUNCIL ACTION TAKEN: • May 3, 2022 — City Council authorized the City Manager to enter into a contract to conduct a Stormwater Comprehensive Plan and Rate Study • November 8, 2022 — City Council approved an increase to its stormwater utility rate; increasing the annual charge from $21 to $58, to provide an increased level of service. • May 30, 2023 — City Council approved 2023 Budget Amendment #1, including $350,000 for stormwater projects to improve the level of service. BACKGROUND: The City's 2023 increase to its annual stormwater utility rate ($21 to $58 per year) has generated new revenues for the Stormwater Utility. A portion of revenues generated by this rate increase is for needed stormwater improvements in the Ridgemont Estates neighborhood. This neighborhood is located in the southeast corner of the City, east of Sullivan Road and generally between 161h and 241h Avenues. Residential development in this neighborhood has occurred incrementally since the 1970s. As a result, the early construction of stormwater facilities grew into an undocumented patchwork of ponds, catch basins, pipes and ditches. Even though staff maintain an inventory of known structures and facilities in the area, the actual capacity of the system is not known. What is known, is that the streets regularly experience flooding during storm events and often overflow through existing ditches, leading to washouts and property damage. Also in 2023, the City completed its first year of the local access preservation services contract. This contract targets asphalt replacement projects in different neighborhoods throughout the City. The Ridgemont Estates neighborhood has been identified as a candidate for asphalt replacement, but unknown stormwater and groundwater challenges have kept the project lower on the asphalt replacement priority list. Prior to initiating any asphalt paving projects, the City is seeking to conduct an evaluation of the existing stormwater facilities, including the impacts of groundwater. The evaluation will conduct an analysis of existing conditions, facilitate public meeting(s) with the neighborhood and stakeholders, provide recommended stormwater facility upgrades (if needed), and provide geotechnical and pavement design recommendations to support a future asphalt replacement project. This type of evaluation has historically been unfunded. Ultimately, the delivery of this project supports the Stormwater Utility's "Pro Active" level of service that was approved by council with the rate increase. Further, this evaluation supports the sustainability of the City's Pavement Management Program by taking the next incremental step towards repairing the failing and poor streets in this neighborhood. The City advertised a request for qualifications for the Ridgemont Estates Stormwater Improvements project on May 12 and May 19. Submittals were due on June 2, 2023. The City received one qualifications package from Osborn Consulting Incorporated (OCI). OCI's statement of qualifications was found to meet the requirements of the City's request. The City has been coordinating with OCI and its subconsultants to accurately create a scope of work that represents the City's need. The attached scope and fee covers an engineering design that is required for a sustainable stormwater system and street pavement design. The effort is scheduled to last through September 2024. At the end of this design project, the city will be positioned to finalize its design and prepare final construction documents. This contract will not provide 100% construction documents. Instead, it provides the bulk of engineering design work that is required for the creation of 100% plans, specifications, and estimates. The scope of work described in the contract is summarized below: Task # Task Name • Task 1: Project Management • Task 2A: Data Review • Task 2B: Public Outreach • Task 2C: Topographic Survey • Task 3A: Hydrogeologic Data Review • Task 3B: Geotechnical Field Work • Task 4A: Modeling Development and Assessment • Task 4B: Alternatives Analysis Staff recommends council authorize the City Manager to execute a contract with OCI based on the attached scope and fee documents for a total cost not to exceed $379,397. OPTIONS: 1) Move to authorize the City Manager to finalize and execute a contract with OCI in an amount not to exceed $379,397 for the Ridgemont Estates Stormwater Improvement project, or 2) take other appropriate action. RECOMMENDED ACTION OR MOTION: Move to authorize the City Manager to finalize and execute a contract with a contract with Osborn Consulting Incorporated in an amount not to exceed $379,397 for the Ridgemont Estates Stormwater Improvement project. BUDGET/FINANCIAL IMPACTS: Per the May 2023 Budget Amendment #1, Fund #402 revenues are increased by $3.65 million and expenditures are increased by $1.1 million. The proposed contract costs will be covered by new revenues indicated in the amended 2023 budget. STAFF CONTACT: Adam Jackson, Engineering Manager ATTACHMENTS: Figures showing project area Scope of work, fee, & schedule Figure 1. General Project Limits Figure 2. Pavement Condition Rating for Streets Near or Within the Project Limits City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work SCOPE OF WORK Project: City of Spokane Valley Ridgemont Estates Stormwater Improvements Project PRIME Consultant: Osborn Consulting, Inc. Contract No.: Background The City of Spokane Valley (City) selected Osborn Consulting to complete the Ridgemont Estates Stormwater Improvements Pro] ect. The proj ect area limits are identified in Figure 1 and include those street and stormwater elements contributing to the City -owned infrastructure. Area limits for specific tasks are identified in Figure 2. The initial goal of the project is to evaluate surface runoff, shallow subsurface flow, and the performance and capacity of the existing stormwater system. This evaluation will be provided by conducting hydrologic, hydraulic, and geotechnical analysis. The subsequent goal of the project is to identify the necessary improvements required for a sustainable stormwater system and street pavement design for the project area. It is suspected that surface runoff, shallow subsurface flow, and the performance and capacity of the existing stormwater system all contribute to the pavement damage along South Vera Crest Drive, South Conklin Road, South Ridgemont Drive, 20th Court, 22nd Avenue, and Sonora Drive. In addition, these conditions are most likely contributing to flooding nuisances and, in the winter months, icy street conditions. There are significant signs of pavement failure, which include alligator cracking and rutting. Osborn Consulting and our subconsultants GeoEngineers and Simpson Engineers will support the City in completing the following tasks, which are described in detail in the following sections. • Task 1: Project Management • Task 2A: Data Review • Task 213: Public Outreach • Task 2C: Topographic Survey • Task 3A: Hydrogeologic Data Review • Task 313: Geotechnical Field Work • Task 4A: Modeling Development and Assessment • Task 413: Alternatives Analysis 1I�'�1&'C City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work 21 P i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work ....., 4A Lumped ?i 4B Alternatives Model Green i. 3A H dro Bolo ic -� � Analysis (Brown) -� Data Review (Black)gas �� (Green) 3B Geotechnical Field Work (Red) 4A Detailed Model (Blue) ix Figure 2: Approximate Limits for Each Task (See text for more details) 31 P i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Task 1: Project Management Objective: This task covers the management, administration, and coordination of the work by the Consultant Team. Consultant Services • General project coordination o Set up and close out the consultant contract and sub -consultant contracts o Coordinate and manage the project team in successful completion of the scope of work tasks. o Set up and maintain SharePoint site for file transfers with the City and Spokane County. o Prepare and manage the project schedule. o Prepare and manage logs for tracking issues, decisions, risks, and comment review/resolution. o Develop project -specific Quality Control Plan. o Prepare amendments to this contract if needed. • Progress Reporting o Prepare and electronically submit monthly progress reports with attached monthly status reports describing the following: ■ Services completed during the month ■ Services planned for next month ■ Scope/Schedule/Budget issues, if applicable ■ Schedule update and financial status summary (including a table with task name, total task budget, past billing, this month's billing, total billing, percent of budget used — which includes this month's billing, and percent remaining) • Project Meetings o Prepare for and attend monthly check -in meetings with City Staff and Consultant Team for the duration of the project. o Materials to be developed for these meetings include an agenda, visuals, meeting notes in bulleted format, and an action item list. o Bi-Weekly Project Management Meetings will be scheduled between City PM and Consultant PM Client Responsibilities • Process payment of progress reports within 30 calendar days. • Attend all meetings. Assumptions • The project duration will be twelve (12) months starting after the contract is executed. • Progress Reports will be the Consultant Team standard invoice format, submitted electronically. Budget assumes (12) status reports over the project duration. • Up to twelve (12) Monthly project check -in meetings will be held as needed at key milestones and may be held either in person or via virtual meeting. 41 u' �i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work • Monthly PM check -in virtual meetings will be held between the Osborn and City project managers and will be 30 minutes in duration, up to 12 meetings. Deliverables • Monthly Progress Report (email PDF). • Project Schedule and Schedule updates (email PDF). • Meeting agendas, notes, and list of action items for monthly check -in meetings (PDF) • Shared logs for issues, decisions, risks, and comment review/resolution (Excel, SharePoint) Task 2: Data Collection & Public Outreach Objective: This task focuses on collecting and evaluating existing data, including both technical data and feedback fi^om residents and stakeholders through public outreach, as well as identifying any new data collection needs. See Figure 2 for a snap of areas where this task applies. Task 2A Data Review Consultant Services • Data Collection and Review: The Consultant Team will compile the data needed for this project, including but not limited to the following items. Data will be reviewed to develop a summary of existing conditions and to be used as a baseline for developing solution alternatives. Data sources include the City, Spokane County and other sources as discovered. o GIS data: Collect and review available GIS layers for the project area. Identify any gaps/abnormalities that need to be confirmed during site visits. Corrections made during the project will be confirmed/provided to the City for incorporation into the project/City GIS layers. o Drainage Complaint Information: Review City drainage complaint records and document new complaint information collected as part of this project for inclusion into the City's records database. o Maintenance Information: Collect and review City maintenance information and records. This is expected to include meeting and coordinating with City Maintenance Staff. o Drainage System Data: Collect and review existing system drainage reports and record drawings as needed to verify existing conditions (including whether ponds are documented as lined or not). o Data Inventory: an inventory of all data collected will be developed in a table format. ■ Identify whether data gaps exist by comparing the inventory of existing data to project goals/objectives. ■ If data gaps are identified, OCI will develop recommendations for collecting the data and review with the City to decide how to proceed. • Site Visits: Conduct site visits to the project area to collect the following information: o General Information: Visually investigate drainage patterns, high points, sprinkler and watering impacts, flow paths, and problem areas. This will include walking all drainage channels that convey runoff from the neighborhood drainage system to the main infiltration pond and the Radco pond. Drainage channels and ponds will be documented with photos and notes at key locations. 51 u' �i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Client Responsibilities • Provide requested data within the agreed upon schedule. • Coordinate Rights of Entry (ROE's) for all private property access prior to Consultant Team's scheduled field visits. • Attend at least one (1) site visit to discuss problem areas with the Consultant Team. Assumptions • The process and results for the work conducted during this task will be summarized in the Alternatives Analysis Report (Task 4). Deliverables Data Inventory (PDF and Excel) Copies of data and documents not already held by the City GIS Shapefiles with updated drainage assets documenting surveyed information generated from task 2C, location, type, size, condition, depths, etc. Task 2B Public Outreach Consultant Services • Public Involvement Plan: The Consultant Team will collaboratively develop a Public Involvement Plan with the City that: provides key messages about the project; identifies key stakeholders; describes outreach methods, roles and responsibilities for conducting them; and provides a schedule for implementing them. The Consultant Team will produce a draft plan for review and a final plan for approval. • Public Outreach Event: Prepare for and attend up to two (2) public meetings or open house style events to collect feedback from residents including their surface water and groundwater concerns and experiences and also to inform residents about the project and its progress. Materials to be developed by the Consultant Team will be based on the Public Outreach Plan and may include PowerPoint presentations, printed presentations, flyers, mailers, and/or posters. • City Council Meetings: Prepare for (including creating presentations) and attend up to two (2) city council meetings to share project status and outcomes. One meeting is anticipated near the conclusion of the public outreach process. A second meeting is anticipated near the end of the project when concept designs are identified. • Public Involvement Database: Develop and maintain a database of all public contacts (public meetings, site tours, briefings, interviews, etc.), comments, and issues. Update the database and generate reports at key milestones and as requested. • Support City Outreach Lead: Supportthe City's Project Manager and Communications Officer by preparing technical content related to the project. This may include survey questions, written content, data, and/or figures to be posted online or in physical mailers. Client Responsibilities • Advertise online and submit newspaper announcements for the public outreach events. • Organize, schedule, and provide a location for in -person public outreach events. • Post event materials online and post links to the online survey. 61 u' �i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work • Develop a list of residents living in the project area and develop, print and send physical mailers to residents. Provide feedback received via physical mail to the Consultant Team. • Prepare general meeting notes including outcomes and resulting tasks. • Review and provide comments on the Consultant Team deliverables. • If required ,create Project Page within the City's website. • If required, host public survey website and compile results. Assumptions • Public Involvement Plan will be limited to two (2) pages documenting decisions and outreach schedule with City Project Manager and Communications Officer • Public Outreach Events 1 and 2 will be attended by the Consultant Team Proj ect Manager and three additional staff members. • Work for public outreach events and supporting the City Communications Officer will be limited to the hours provided in the fee estimate. During development of the Public Involvement Plan, the Consultant Team will work with the City to determine how to best use available hours to support public involvement efforts. Deliverables • Draft and Final Public Involvement Plan (Word) • Attendance at up to two (2) public outreach events for four (4) members of the Consultant Team • Support City Outreach Lead (specific deliverables to be identified in the Public Involvement Plan) • Public Involvement Database (Excel) Task 2C Topographic Survey Consultant Services • Survey: Topographic survey for the project area, referencing datum NAVD88, will include the following: o Inlets/Catch Basins — confirm location, structure and grate type. Collect grate elevation. o Pipes — Collect invert elevations. Document inlet and outlet conditions, pipe size and type. o Channels — Collect alignment and cross-section geometries and grade elevation. Document channel condition, vegetation, and roughness. o Ponds, including main infiltration pond, Radco pond, and neighborhood detention ponds — survey pond topography, document condition, vegetation, inlet and outlet structures. o Detention control structures — survey elevations and sizes for orifices, weirs, risers, or other flow control structures. o Drywells — Confirm location and document structure depth and condition. o Roadways — Survey curb, flowline, centerline, driveway limits, back of sidewalk, and other street elements within the street section. o Significant trees, fences, retaining walls. • Easements, Property/Access Documents — Consultant team will review plat language and easements within the project limits to confirm the City's GIS database accuracy and identify limitations, constraints, and opportunities. A summary memo will be prepared (Maximum four (4) pages). 71 u' �i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Client Responsibilities • Review and approve Survey Request • Provide Rights -of -Entry notification for all private properties located within the survey limits if not already acquired as part of Task 2A. Assumptions Consultant team will provide a list of easements not included in the City's GIS database, but will not be required to update the database. Legal interpretation of easements will not be provided. Research of title reports will not be required. Deliverables • Detailed Survey Request (PDF) • Topographic Survey (CADD and PDF formats) • Tech Memo with Drainage Easement Summary Task 3: Hydrogeologic Investigation Objective: This task includes evaluation of geology and groundwater conditions for the project area. See Figure 2 for a snap of areas where this task applies. Task 3A HvdroLeo1oLic Data Review Consultant Services • Hydrogeologic Data Review o Compile and review existing geotechnical and hydrogeologic information for the project area. Existing information could include: ■ Previous reports conducted contained in GeoEngineers files. ■ Previous geotechnical reports and/or other subsurface data for the project areaprovided by the City and the County. ■ Geologic/hydrogeologic maps and reports published by state and/or federal agencies and readily available within the public domain. ■ Water well and resource protection well reports on file with the Washington State Department of Ecology. o Review drainage complaint information or other information regarding homeowner -installed groundwater mitigation for the project area (collected in Task 213), to the extent provided by the City. o Tabulate existing geotechnical/hydrogeologic data that are pertinent to stormwater infiltration, and groundwater. This data will inform an understanding of the geologic controls of groundwater conditions and stormwater infiltration, such as depth to groundwater, thickness of underlying permeable sediments, and/or depth to low -permeability aquitard. o Create two to three maps of the project area summarizing existing geotechnical/hydrogeologic data and, if allowed by the existing dataset, drainage complaints locations and/or density. Maps 81 u' �i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work may include illustrations such as depth to groundwater, depth to bedrock, thickness of permeable sediments, or other relevant geotechnical information. o Create one to two cross sections across the project area showing anticipated hydrogeologic conditions and potential geologic controls on stormwater infiltration and associated perching conditions. o Based on compiled data and mapping, identify any problem drainage areas within the project area. o Conduct a field reconnaissance of the project area and, specifically, the above -identified problem drainage areas, if applicable. o Recommend locations for subsurface explorations and testing to be conducted during Task 3B. This will include locations for the following: ■ Drilling exploration ■ Monitoring well installation and groundwater level monitoring ■ Test pit explorations and pilot infiltration testing location Client Responsibilities • Provide existing data within the project boundary and directly adjacent. • Arrange for access to existing facilities if City staff is required to be present during field visits. • Decision regarding additional data collection (if needed). • Review and provide comments on the Consultant Team deliverables. Assumptions • Final copies of all maps will be included the Technical Memorandum. Deliverables • Inventory of collected data (Excel) • Maps and a short final technical memorandum summarizing geotechnical/hydrogeologic data, observations and findings • Cross section(s) Task 3B Geotechnical Field Work Consultant Services • Drilling Exploration: GeoEngineers will conduct drilling and sampling operations using GeoEngineers' in-house drill rig. We anticipate that the exploration locations will be accessible to our conventional rubber -tired, hollow -stem auger rig. The number and locations of drilling explorations will be based on results of Task 3A and determined in consultation the City. We anticipate two general types of borings/explorations: (1) shallow borings for the purpose of evaluating pavement and subgrade conditions; and (2) deeper borings for the purpose of evaluating hydrogeologic conditions. Tasks related to drilling exploration will consist of the following: o Arrange for a public utility locate of the exploration locations. o Coordinate with the City to obtain applicable permitting regarding work conducted in City right-of-way. We assume the City will waive right-of-way permit fees. 91 u' �1 C City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work o Arrange for temporary traffic control during field work. The type of traffic control will depend on site -specific conditions and coordination with the City, and could vary from signs and cones, to flaggers, to temporary road closures. Traffic control requiring flaggers will be provided by a traffic control company under subcontract to GeoEngineers. o Shallow Borings — At each selected shallow boring location, drill one soil boring to a depth of about 5 to 10 feet using a truck -mounted hollow -stem auger drill rig. Thickness of existing pavement and underlying base course will be measured. Following removal of pavement and base course, a dynamic cone penetration (DCP) test will be conducted to evaluate subgrade parameters. The boring will then be advanced and soil samples will be collected at approximate 2.5-foot depth intervals using split barrel samplers. Groundwater levels will be documented. At the conclusion of drilling, the boring will be backfilled and patched with cold patch asphalt. o Deep Borings - At each selected deep boring location, drill one soil boring using hollow -stem auger drilling methods. Borings will be drilled to a depth of 25 feet below ground surface (bgs), until the presence of basalt/granitic bedrock is confirmed, or drilling progress is refused, whichever is shallowest. A detailed log of the exploration will be recorded by GeoEngineers' field engineer or geologist. Soil samples will be collected using split -barrel samplers, typically at 2.5- to 5-foot sampling intervals. o Conduct laboratory testing of up to one selected soil sample from each shallow soil boring and up to three selected soil samples from each deep soil boring. Laboratory testing will consist of gradation analyses completed in accordance with ASTM International (ASTM) Method C 136. Up to four additional bulk subgrade soil samples will be tested for California Bearing Ratio (CBR) or R-value. Monitoring Well Installation and Monitoring: We anticipate that zones of relatively shallow perched groundwater are present beneath the study area and perched upon fine-grained glaciolacustrine deposits and rock layers associated with the Latah Formation and/or Columbia River Basalt Group. Perched groundwater levels generally are highly sensitive to seasonal fluctuations in groundwater recharge and short-term precipitation events. These zones of perched groundwater, if present, are likely to be a primary driver of the groundwater impacts that the City has observed throughout the study area. Monitoring wells will be installed in key locations for the purpose of monitoring groundwater response to storms and seasonal fluctuations in precipitation. Monitoring well installation activities will consist of the following: o Construct monitoring well(s) using 2-inch-diameter, Schedule 40, polyvinyl chloride (PVC) casing and well screen and protective, flush -mount, steel monuments. Monitoring wells generally will be completed to a depth equal to or a short distance below the top of the perching layer. One of the monitoring wells will be drilled and constructed in proximity to the pilot infiltration test described below, to monitor for groundwater level increase, if any, associated with infiltration testing. o Develop the monitoring well(s) using a combination of surging and bailing/pumping to develop an efficient hydraulic connection between the well screen and adjacent aquifer. o Install pressure transducers/dataloggers within selected monitoring well(s). Program the dataloggers for measurement of groundwater levels on a 2- to 4-hour interval. o Download data from the installed transducers on a 3-month interval and conduct associated data reduction/analysis activities. • Main Infiltration Pond Test Pit Exploration o Identify four (4) test pit exploration locations within the footprint of the existing infiltration pond located near Limerick Drive and East 16' Avenue in consultation with the City. o GeoEngineers will subcontract and oversee the work of a qualified excavation contractor. We anticipate that use of a tracked excavator will be required to access the exploration locations. 101�'�1 ; City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Three (3) test pits will be excavated to a depth of approximately 10 feet bgs. One (1) test pit will be approximately 75 to 100 square feet in area and excavated to a depth of approximately 5 feet bgs, and subsequently used for pilot infiltration testing. A detailed log of the explorations will be recorded by GeoEngineers' field geologist or engineer. o Conduct laboratory testing of a total of up to three (3) selected soil samples from each test pit exploration. Laboratory testing will consist of gradation analyses completed in accordance with ASTM Method C 136. • Pilot Infiltration Testing and Analysis o Within the test pit exploration planned for pilot infiltration testing at the existing main infiltration pond, install a temporary 2-inch-diameter PVC piezometer and backfill with pea gravel or equivalent. o Coordinate with the local water purveyor to secure a water source for testing and route water to the test sites. We assume that the City will assist with securing access from the water hydrant to the pond testing location as applicable. o Conduct a pilot infiltration test within the test pit excavation in general compliance with the 2019 Stormwater Management Manual for Eastern Washington. For cost estimating, we assume a 6-hour constant -head test period and 2-hour falling -head period. Depending on site conditions, we might ultimately recommend a longer constant -head test period. o Monitor groundwater elevations in the installed monitoring well during a 2-hour pre -test period, the constant -head period, and the falling -head period. o Analyze the infiltration test data for infiltration rate and hydraulic conductivity. • Full -Scale Drywell Infiltration Testing o Conduct drywell exfiltration testing for up to two (2) selected drywells. Tasks related to drywell testing will consist of the following: ■ Coordinate with the local water purveyor to secure a water source for testing and route water to the test sites. We assume that the City will assist with securing access from the water hydrant to the drywell testing locations as applicable. ■ Arrange for temporary traffic control where needed. ■ Conduct drywell exfiltration testing within the selected existing drywells in general compliance with the 2019 Stormwater Management Manual for Eastern Washington and the 2008 Spokane Regional Stormwater Manual. ■ Analyze drywell exfiltration test data for normalized and design outflow rate. • Preliminary Infiltration Feasibility and Reporting o Create a cross section demonstrating interpreted hydrogeologic conditions along a northeast - southwest trending transect beneath the main infiltration pond. o Using analytical (spreadsheet -based) methods, estimate the extent of groundwater mounding that can be anticipated to occur during infiltration. Our analysis will be based on assumed constant infiltration rates, infiltration durations of 72 hours, and a conservative baseline groundwater elevation. o Based on results of pilot infiltration testing, soil conditions encountered during site exploration, and results of groundwater mounding analyses, develop a recommendation regarding the design stormwater infiltration rates for the main infiltration pond and whether more detailed groundwater mounding (numerical modeling) analysis is required to evaluate whether increased stormwater infiltration at the existing pond location could impact adjacent properties and/or basements. o Prepare a draft technical memorandum summarizing findings and conclusions. 111 �'�1 ; City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work o Incorporate mutually -agreed -to changes and submit our final technical memorandum. • Pavement Recommendations o Evaluate the feasibility of rehabilitation and reconstruction alternatives. We will provide thickness designs including: criteria for HMA, base course, and subbase (if applicable) thickness. We also will provide recommendations for pavement underdrains if applicable. Client Responsibilities • Provide input on drilling and monitoring well locations. • Provide applicable permits for work conducted in City right-of-way. • Assist with securing any required access from the water hydrant to the testing locations as applicable. Assumptions • Drilling Exploration Budget: The drilling exploration program will be designed to conform to a project drilling exploration budget rather than a pre -assigned number of explorations. Fees required to complete an individual boring likely will vary based on site conditions, access constraints, traffic control requirements, and subsurface conditions encountered at a particular boring location. For a rough order of magnitude estimate, we anticipate being able to complete approximately 4 to 5 deep borings and 6 shallow borings within this budget. • Monitoring Well Budget: The monitoring well testing program will be designed to conform to a project testing budget rather than a pre -assigned number of tests. The fees required to complete an individual monitoring well installation and monitoring likely will vary based on site conditions, access constraints, traffic control requirements, and subsurface conditions encountered at a particular boring location. For a rough order of magnitude estimate, we anticipate being able to complete about 3 to 4 monitoring wells within this budget. • Traffic Control: Traffic control fees are included in the costs for drilling exploration and monitoring wells assuming traffic control will consist of subcontracted traffic control services consisting of flaggers for single lane closures, and drilling and monitoring well installation will require 6 days to complete. Deliverables • Summary of drilling exploration, monitoring well construction, and borehole permeability tests (PDF) • Summary of laboratory testing of soil samples from each soil boring (PDF) • Water level monitoring data if monitoring wells are installed (Excel) • Summary of test pit exploration and pilot infiltration testing results (PDF) • Normalized outflow rates from drywell exfiltration tests. • Draft and Final Technical Memorandum summarizing geotechnical field work and analyses and providing recommendations for improving stormwater facility functions and infiltration, and pavement thickness recommendations (PDF) • Updated maps and geology cross -sections based on geotechnical field work will be included as an appendix to the Technical Memorandum. • GIS shapefile of boring, monitoring wells and test locations including brief test descriptions, groundwater levels 121�'�i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Task 4: Modeling Development & Alternatives Analysis Objective: This task includes hydrologic and hydraulic modeling using AutoCAD Storm and Sanitary Analysis (SSA) to document and assess the existing drainage systems and contributing drainage basins. The task also includes developing and evaluating alternative solutions for drainage problems, preparing an Alternatives Analysis Report, and selecting a preferred alternative for design. See Figure 2 for a map of areas where this task applies. Task 4A Modeling Development and Assessment Consultant Services • Develop SSA Model for the project area. The model will be created using topographic survey data, GIS data, and record drawings to confirm the model represents existing conditions. Field visits (Task 2) will be completed to verify any parameters missing from the data, such as high points that create basin boundaries and key pipe invert depths and sizes. The model will be built assuming the following level of detail: o Subcatchment Delineation: Subcatchments will be delineated based on the area that drains to each catch basin, inlet, drywell, conveyance channel, flow monitoring station, and BMP. There are expected to be approximately 50 to 75 subcatchments. o Small Stormwater BMPs: Hydrology for small stormwater BMPs (e.g. roadside bio- infiltration swales) will be modeled by adjusting model parameters for directly connected impervious areas. Individual BMPs will not be explicitly modeled. o Ponds and Regional Facilities: Detention ponds are located in the upper parts of the drainage basin and southwest of the main infiltration pond. Ponds and their control structures will be lumped together for the areas contributing to each drainage channel. o Conduits: SSA conduits will include all pipes, open channels, and gutters that convey flow within the subcatchment areas. Pipe and channel geometry will be developed based on topographic survey, record drawings, and/or field measurements. o Junctions: SSA junctions will include all manholes, inlets, and catch basins. Rim and invert elevations will be based on topographic survey, record drawings, and/or field measurements. o Drywells: Drywells will be represented as SSA storage nodes. Drywell infiltration will be approximated by developing infiltration rates using the Spokane 200 method from the SRSM based on soil gradation data collected during the hydrogeologic investigation (Task 3). o Groundwater: Groundwater will be modeled using constant inflows to estimate groundwater contributions to the storm conveyance system. Aquifer parameters will be based on groundwater levels identified during the hydrogeologic investigation (Task 3) and flow monitoring data. o Flow Monitoring: Install flow monitors at up to three (3) locations and maintain flow monitoring equipment for twelve (12) months. This will include the following tasks: ■ Install monitors in an existing culvert or storm drain that can be regularly accessed for maintenance and does not require confined space entry. ■ Complete monthly maintenance including one (1) site visit to collect flow data and retrieve flow monitors to recharge flow monitor batteries, and one (1) site visit to reinstall flow monitors and clear any debris that may interfere with the flow measurements. ■ Retrieve flow monitors at the end of the flow monitoring period. 131 �'�i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work o Model Validation: Adjust model hydrology and groundwater parameters to produce a runoff response that matches flow monitor data more closely. Adjustments will be completed based on a visual comparison of model and flow monitoring hydrographs and will not be based on statistical analysis. Modeling Assessment: Once the model development is complete, OCI will use the model to calculate flow rates and volumes for different design storms per requirements of the Spokane Regional Stormwater Manual and/or the Ecology Stormwater Management Manual for Eastern Washington. This will include the following tasks: o Assess Surface Hydrology and Hydraulics ■ For the 10-, 25-, and 50-year 3-hour storm hydrographs: ■ Evaluate hydraulics at each system component, including: • Inlets/catch basin — flow, interception, spread width, bypass • Pipes, channels, roadside ditches — flow depths, velocities, HGL • Detention ponds — inflow hydrograph, hydrograph routing through the basin, outflow control structures, water surface elevations, outflow hydrograph. • Drywells — flow interception using expected flow capacity based on soil characteristics. • Roadways — curb line velocities, spread, and ponding extent. • Infiltration pond by Limerick Drive — for the 10-, 25-, 50-, and 100-year Regional Type IA storm hydrographs - inflow hydrograph, infiltration capacity, water surface elevation. ■ Evaluate the existing systems' overall performance by identifying ponds and conduits over capacity and junctions with surcharging or flooding. ■ Evaluate the existing systems' impact on the degradation of the roadway surfaces in the project area by identifying junctions with flooding and gutter conduits with excess spread width. ■ Evaluate the existing systems' impact on groundwater conditions by identifying areas with ponding that may lead to increased infiltration. ■ Evaluate for potential improvements of the existing systems. o Assess Groundwater Hydrology ■ Evaluate groundwater impacts on existing stormwater system by determining the approximate ratio of groundwater flow to total flow in areas where the model shows flooding junctions and gutter conduits with excess spread width. ■ Evaluate the approximate magnitude of groundwater inflow based on groundwater levels identified during the hydrogeologic investigation (Task 3). This will be used for required roadway sections and underdrain systems to mitigate groundwater impacts to roadway. o Assess Infiltration Capacity: Infiltration capacity for the infiltration pond will be assessed by modeling flows during the 10-year, 25-year and 100-year Regional Type IA 24-hour event. Results will be used to determine whether the pond has capacity for any additional flows. o Evaluate Alternatives: Up to six (6) alternatives will be evaluated including two (2) alternatives for groundwater collection, two (2) alternatives for conveyance system improvements, and two (2) alternatives for improvements to the existing infiltration pond. See Task 4B for additional details. 141�'�i ; City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Client Responsibilities • Review and provide feedback on model parameters and results. Assumptions • Groundwater modeling will be limited to what can be accomplished in SSA. A separate groundwater model will not be created. • Model updates will be documented in the Alternatives Analysis Report (Task 4A) Deliverables • Modeling output for existing conditions and alternatives evaluated (PDF). • AutoCAD and SSA model files. Detailed comprehensive summary documenting the development and execution of the model. Summary to include, at least, description of the area, project and stormwater systems, input parameters, assumptions, Geotech information used, execution, results and discussion of results. This report will enable the City, in the future, to duplicate the results and modify the model to reflect system revisions and new developments. The summary will be part of the Alternatives Analysis Report (Task 413). Task 4B Alternatives Analysis Consultant Services • Develop Concept Designs: For the project area, up to six (6) concept design alternatives will be developed and will be documented as type/size/location sketches on GIS maps and planning -level cost estimates. Concept designs are anticipated to include the following: o Concepts for Groundwater Collection: Up to two (2) concept design alternatives to intercept and collect groundwater from problem areas. These may include French drain systems or other methods of capturing groundwater. o Concepts for Conveyance System Improvements: Up to two (2) concept design alternatives to improve or reroute portions of the existing conveyance system. These may include new storm drains or drainage channels. o Concepts for Infiltration Pond Improvements: Up to two (2) concept design alternatives to improve the existing infiltration pond to accommodate additional flows. These may include maintaining the current infiltration basin design but adding drywells to increase infiltration or converting the pond into a runoff treatment facility with stormwater treatment BMPs such as bioretention or proprietary treatment BMPs and additional drywells or infiltration BMPs such as infiltration trenches, underground infiltration chambers, or similar facilities to increase infiltration capacity. • Alternative Selection Workshop. The Consultant will lead a workshop with City staff to review/discuss the Alternatives Analysis findings and suggest a preferred alternative. OCI will develop a supplemental write-up to the Alternative Analysis Report to document the decision process. • Develop an Alternatives Analysis Report that summarizes the alternatives analysis, modeling results, and final recommendations. OCI will develop a draft and final report, integrating comments from the City. 151�'�i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Client Responsibilities • Review and provide feedback on concept design alternatives and the draft Alternatives Analysis Report • Participate in Alternatives Selection Workshop Assumptions • The Alternatives Analysis Report will document work completed in Tasks 2 and 4A. Work completed by GeoEngineers under Task 3 will be documented in a separate technical memorandum included as an appendix to the Alternatives Analysis Report. Deliverables • Draft and Final GIS-developed maps for concept design alternatives (PDF) • Draft and Final planning level cost estimates (Excel and PDF) • Draft and Final Alternatives Analysis Report 161�'�i c City of Spokane Valley Ridgemont Estates Stormwater Improvements Project Scope of Work Schedule The proposed project schedule is listed below in Table 1. Table 1: Proposed Project Schedule Task Schedule Task 1: Project Management Sep 2023 — Aug 2024 Task 2A: Data Review Sep — Oct 2023 Task 213: Public Outreach Oct 2023 — Jul 2024 Task 2C: Topographic Survey Sep — Oct 2023 Task 3A: Hydrogeologic Data Review Sep — Oct 2023 Task 313: Geotechnical Field Work Sep 2023 — Aug 2024 Task 4A: Modeling Development and Assessment Nov 2023 — Apr 2024 Task 413: Alternatives Analysis Feb — Aug 2024 171�'�i c 8/24/2023 Fee Estimate Osborn Consulting - City of Spokane Valley Ridgemont Estates Stormwater Project Osborn Geo Engineers Simpson Total Hours Expenses Mileage Task Cost Task Cost Task Cost Cost Project Tasks Estimate' Task 1: Project Management & Quality Control/Quality Assurance (QA/QC) General project coordination 38 24 36 Progress reporting Project meetings Total Hours 98 $ - $0 $19,608 $ - $ - $ 19,608 Task 2., Data Collection & Public Outreach Task 2A Data Review - 40 40 3 36 - 10 20 20 20 26 - 7 - 11 80 $ 75,000 $ 10,000 Data Collection and Review Site Visits Data Inventory GIS Shopefiles Task 2B Public Outreach Public Involvement Plan Public Outreach Event City Council Meetings Public Involvement Database Support City Outreach Lead Task 2C Topographic Survey Survey Request Survey Easements, Pro ert /Access Documents Tech Memo Total Hours 233 $ - $53 $35,665 $ - $ 85,000 $ 120,665 Task 3., Hydrogeologic Investigation Task 3A Hydrogeologic Data Review - - - - - - - - $ 23,000 $ 31,000 $ 28,300 $ 7,400 $ 11,100 $ 5,000 $ 7,100 $ 2,300 Hydrogeologic Data Review Task 3B Geotechnical Field Work Drilling Exploration Monitoring Well Installation and Monitoring Infiltration Pond Test Pit Exploration Pilot Infiltration Testing and Analysis Full Scale Drywell Infiltration Testing Preliminary Infiltration Feasibility and Reporting Pavement Recommendations Total Hours 0 $ - $0 $0 $ 115,200 $ - $ 115,200 Task 4: Modeling & Alternatives Analysis Task 4A Modeling Assessment - - 64 62 32 192 42 - 22 22 22 52 - - 28 28 28 24 152 Develop SSA Model Hydrology: Subcatchment Delineation, Ponds and Regional Facilities, Small Stormwater BMPs Hydraulics: Conduits, Junctions, Drywells Groundwater Flow Monitoring Model Validation Modeling Assessment Assess Surface Hydrology and Hydraulics Assess Groundwater Hydrology Assess Infiltration Capacity Evaluate Alternatives Task 4B Alternatives Analysis Develop Concept Designs Concepts for Groundwater Collection Concepts for Conveyance System Improvements Concepts for Infiltration Pond Improvements Alternative Selection Workshops Alternatives Analysis Report Total Hoursl 770 1 $ -1 $0 1 $113,914 $ - $ - $ 113,914 Total Project Hours 1101 1. A mark-up of 5% is applied to Osborn's expenses which include printing and mileage for site visits. Osborn Subtotal: $ 169,187 Geo Engineers Subtotal: $ 115,200 Simpson Subtotal: $ 85,000 Subconsultant Markup (5%) $ 10,010 Total Cost Estimate $ 379,397 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 5, 2023 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Motion Consideration: Spokane Regional Transportation Council Interlocal Agreement GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: BACKGROUND: In fall 2022, Spokane Regional Transportation Council (SRTC) applied to, and was later awarded funding from, USDOT's Safe Streets and Roads For All (SS4A) program. The purpose of the SS4A program is to improve roadway safety by reducing or eliminating roadway fatalities and serious injuries through safety action plan development and implementation of safety improvements focused on all users, not just vehicles. This program has very similar goals as the WSDOT City Safety Program, which Spokane Valley has delivered over $3M of safety improvements since 2018. SS4A funds will provide for the creation of a regional, comprehensive safety action plan that uses recorded crash data to evaluate our transportation network as a whole and offer insight into safety trends, risks, and recommended improvements. Historically, SRTC member agencies have created standalone safety plans for their own jurisdiction. With SRTC's regional plan, all the data can be evaluated as a whole, with the goal of identifying additional safety trends or "hot spots." The award gives SRTC $400,000 from the SS4A program. SRTC is required to provide a $100,000 match. The total project is estimated to cost $500,000. To meet its $100,000 match requirement, SRTC will pay $55,000 and Spokane, Spokane Valley, and Spokane County will pay $15,000 each (totaling $100,000). Spokane and Spokane County are currently processing similar agreements. OPTIONS: 1) Proceed with the staff recommendation and motion as written, 2) take other appropriate action. RECOMMENDED ACTION OR MOTION: Move to authorize the City Manager, or designee, to enter into an interlocal agreement with SRTC for an amount not to exceed $15,000. BUDGET/FINANCIAL IMPACTS: The proposed interlocal agreement (ILA) will allow SRTC and the City to enter into an agreement for Spokane Valley's share, equal to $15,000. If any of the funds are unused, SRTC agrees to return those funds. If costs exceed this agreed upon amount, SRTC agrees to pay those costs. STAFF CONTACT: Adam Jackson, Engineering Manager ATTACHMENTS: Draft Interlocal Agreement Page 1 of 1 INTERLOCAL AGREEMENT SRTC and the City of Spokane Valley This Interlocal Agreement ("Agreement") is made and entered into this day of September, 2023 by and between the Spokane Regional Transportation Council ("SRTC"), the regional and metropolitan transportation planning organization for Spokane County, hereinafter referred to as "SRTC", and the City of Spokane Valley ("Member Agency"); which may be referred to herein individually as the "Parry," and collectively as the "Parties". This Agreement is made pursuant to chapter 39.34 RCW, the Interlocal Cooperation Act. SRTC is taking the lead on a study of safety in the region through USDOT's Safe Streets and Roads for All action plan grant program (the "Project"). In consideration of the terms, conditions, covenants and performances contained in or attached hereto, and by this reference made a part of this Agreement, it is mutually agreed as follows: TERMS OF AGREEMENT 1. Member Agency Funding Commitments and Payment 1.1. The total estimated Project cost is $500,000. The grant funding is based on an 80% grant award ($400,000) and a 20% match from the grant recipient, SRTC ($100,000). 1.2. SRTC's $100,000 (20% of total) match responsibility is to be divided amongst four entities: SRTC to pay up to $55,000 (11% of total), while the City of Spokane, City of Spokane Valley, and Spokane County, each are to pay up to $15,000 (3% of total), for a total of $45,000 (9% of total). 1.3. With the execution of this Agreement, the Member Agency has agreed to participate with a one-time, lump sum contribution, paid to SRTC following the execution of this Agreement and upon receipt of an invoice generated by SRTC and sent to the Member Agency for their contribution in the amount of Fifteen Thousand and No/100s Dollars ($15,000.00). 1.4. If the total estimated project cost is less than $500,000, SRTC shall return to the Member Agency any of said funds that are not used to implement the project. 1.5. The Member Agency will require SRTC to: 1.5.1. Pay all costs in excess of $15,000.00 necessary to complete the Project. 1.5.2. Apply funds received by Member Agency to the delivery of the Project in accordance with the grant agreement between SRTC and the granting authority; iNTLxLocaL AGREEMENT Page 1 of 4 1.5.3. Keep record of project expenses and reimbursements; 1.5.4. Submit monthly project updates; and 1.5.5. Submit a summary report upon the completion of the Project detailing what was delivered. 2. Term Unless otherwise provided herein, the term of this Agreement shall commence as of the date this Agreement is fully executed and shall continue until the Project is completed and all Local Agency obligations for payment have been met, unless otherwise terminated pursuant to Section 6. 3. Legal Relations It is understood that this Agreement is solely for the benefit of the Parties and gives no right to any. other party. No joint venture, agent -principal relationship, or partnership is formed as a result of this Agreement. No employees or agents of one Party or any of its contractors or subcontractors shall be deemed, or represent themselves to be, employees or agents of the other Party. 4. Applicable Law, Venues Subject to Section 7, in the event that either Party deems it necessary to institute legal action or proceedings to enforce any right or obligation under this Agreement, the Parties agree that any such action or proceedings shall be brought in Spokane County Superior Court in the State of Washington. Further, the Parties agree that each will be solely responsible for payment of its own attorneys' fees, witness fees, and costs. 5. Amendments This Agreement may be amended or modified only by the mutual agreement of the Parties. Such amendments or modifications shall not be binding unless they are in writing and signed by persons authorized to bind each of the Parties. 6. Termination 6.1. Each Party may terminate this Agreement for any reason upon providing the other Party 30 days written notice. 6.2. Any termination of this Agreement shall not prejudice any rights or obligations accrued to the Parties prior to termination. 7. Dispute Resolution 7.1. The Parties agree that any and all disputes, claims and controversies arising out of or relating to this Agreement shall be submitted to a mediator selected by both Parties for mediation pursuant to Section 7.2 below. iNTLxLocaL AGREEMENT Page 2 of 4 7.2. Either Parry may commence non -binding mediation by providing the other Parry with a written request for mediation, setting forth the matter in dispute and the relief requested. The Parties agree to cooperate with one another in the selecting of a mediation service and scheduling of the mediation proceedings. The Parties agree to participate in the mediation in good faith. If mediation is unsuccessful, either parry may initiate suit for any claims in Spokane County Superior Court. 8. Indemnification and Hold Harmless 8.1. SRTC agrees to defend, indemnify, and hold harmless the Member Agency, including its officers, employees, and agents, from any and all claims, demands, losses, and/or liabilities to or by third parties arising from, resulting from, or connected with, wrongful or negligent acts or omissions performed or to be performed under this Agreement by SRTC, its agents, employees, contractors, subcontractors, consultants, and suppliers of any tier, to the fullest extent permitted by law, unless such injury or damage is caused from the sole negligence of the Member Agency. 8.2. The Member Agency agrees to defend, indemnify, and hold harmless SRTC, including its officers, employees, and agents, from any and all claims, demands, losses, and/or liabilities to or by third parties arising from, resulting from, or connected with, wrongful or negligent acts or omissions performed or to be performed under this Agreement by the Member Agency, its agents, employees, contractors, subcontractors, consultants, and suppliers of any tier, to the fullest extent permitted by law, unless such injury or damage is caused from the sole negligence of SRTC. 8.3. This indemnification and waiver shall survive the termination of this Agreement. 9. Requirements of chapter 39.34 RCW 9.1. Duration: see section 2. 9.2. No separate legal or administrative entity is created by this Agreement. 9.3. Purpose: SRTC is taking the lead on a study of safety in the region through USDOT's Safe Streets and Roads for All action plan grant program (the "Project"), and Member Agency will fund a portion of the match for the grant. 9.4. Financing: see section 1. 9.5. Termination: see section 6. Any property acquired by a Parry pursuant to this Agreement will remain the property of the acquiring Parry. 9.6. The City Manager or designee will be the administrator of this Agreement for the City of Spokane Valley. The Executive Director or designee will be the administrator of this Agreement for SRTC. iNTLxLocaL AGREEMENT Page 3 of 4 9. Signatures In Witness Whereof, the Parties hereto have executed this Agreement as of the Parry's date signed last below. Spokane Regional Transportation Council City of Spokane Valle By: By: Printed: Lois Bollenback Printed: Title: Executive Director Title: Date: Date: Attest Approved as to Form By: By: Printed: Printed: Title: Title: Date: Date: iNTLxLocaL AGREEMENT Page 4 of 4 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 5, 2023 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ Admin. Report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Motion Consideration: Memorandum of Understanding — Spokane County Water District #3 GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: • May 30, 2023 — City Ordinance 23-011 amending 2023 City Budget, including $4,540,028 increase in Fund 101 for Local Streets Program • August 15, 2023 — Motion Consideration: Memorandum of Understanding — Spokane County Water District #3 BACKGROUND: In 2022, Avista Utilities initiated construction work on Wardson Road and Buttercup Street which included replacing the gas main as well as selected residential gas services. The roadway areas under consideration, which were previously paved in 1994 and 2003, respectively, are shown in attached Figure 1. Prior to the Avista work in 2022, the roadways were scanned as part of the City's ongoing Pavement Management Program and had a Pavement Condition Index (PCI) of 74 to 90. At the time of Avista completing their work, prior to their final trench paving, the City became aware of the Spokane County Water District No. 3 (SCWD#3) waterline replacement project within the same streets as the Avista work. As SCWD#3 had not determined the final location of their new waterline, the City and Avista determined that it would be in the best interest of the neighborhood pavement to delay Avista's final trench paving until SCWD#3 completes their work in 2023. Rather than delaying Avista's construction finalization until 2023, the City agreed that Avista could provide temporary patching and funds for the City to complete the final trench patch in conjunction with the SCWD#3 work in 2023. As such, Avista contributed $41,141.23 for their final patch. The replacement of the old utilities by Avista and SCWD#3 creates a significant quilt -work of original, 20- to 29-year-old, pavement and new utility patches as portrayed in attached Figure 2. It is worth noting that when utility companies work within existing roadways, pavement repairs/patching must occur in accordance with the Spokane Regional Pavement Cut Policy (SRPCP). The SRPCP was established by 10 local jurisdictions to establish a uniform approach to pavement cuts and repairs applicable to utilities and other contractors working in the public rights -of -way. City staff believe this to be an opportune time to replace the remaining pavement as part of the waterline project. By replacing the remaining 20- to 29-year-old pavement in conjunction with the new utility patches, new pavement will be in place for the full roadway width, curb to curb. SCWD#3 has agreed to include this new pavement replacement scope of work as a Change Order to their water project contract. This Memorandum of Understanding (MOU) establishes the agreement between the City and SCWD#3. As part of the agreement, the City will contribute funds to the project, covering expenses related to Avista's previous financial contributions and pavement replacement work on just the remaining portions of the old pavement. The City and SCWD#3 have estimated the total pavement preservation cost for the identified roadways to be approximately $413,393, with the City's share being approximately $202,713, and SCWD#3's share being approximately $210,681. The City's share includes the $41,141 contributed by Avista for their final trench patch, resulting in a net City contribution of $161,572. OPTIONS: 1) Move to authorize the City Manager to finalize and execute the Memorandum of Understanding with Spokane County Water District #3 in substantially the same form as drafted; or 2) Take other appropriate action. RECOMMENDED ACTION OR MOTION: Move to authorize the City Manager to finalize and execute the Memorandum of Understanding with Spokane County Water District #3 for 2023 Pavement Replacement work in substantially the same form as drafted. BUDGET/FINANCIAL IMPACTS: The City's work contemplated with this MOU is budgeted in Street Fund 101, Local Streets Program. The total cost to the City is estimated not to exceed $202,712.51, including the $41,141.23 previously contributed by Avista Utilities. STAFF CONTACT: Bill Helbig, PE — Community & Public Works Director ATTACHMENTS: Figure 1 — Project Area Figure 2 — Utility Patching Impacts Memorandum of Understanding — Final Draft Presentation Figure 1 — Project Area War son Road / Buttercup Street V F, 80, A- F OIll A- F w k- E l 211, Av. r 112fih Avv 14 1 h 1.., 11 E. I 5ffi AIM 811 M M. 2. 2 i © ' / ± \ <y \ ° 14 1'roject Area r ZW O, E / I N 6S IN r ri/ a N LW Q L- Lu W r U)35 U rmd N j/ iJ 3 z 00 M U (n U O Q Q CL < O Z m py _i rij r� r/ r it o ia/ r /j rii !1 a r/ rii i t r„ fi r m F r1 rA gp Q U 4 uJ O „! r O Z G m r J (9 ia„ Z W U j aa, d ,:... Z 'S W � rn ? a LU L t 3: m YV 3LOOVMWV 8.8 WV I G:M EZOZ/6ZI9.03AVS'OMO'AX3-HS1@IVONVIS-OM - W039NS90090'600L91SOVOINM0013AOOVMVWSi13SnVO :NOIiVO01 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SPOKANE VALLEY AND SPOKANE COUNTY WATER DISTRICT NO. 3 (SCWD#3) FOR THE PAVING OF SPOKANE VALLEY STREET SEGMENTS IN CONJUCTION WITH THE WARDSON ROAD AND BUTTERCUP STREET WATERLINE REPLACMENT PROJECT WHEREAS, the CITY OF SPOKANE VALLEY (the CITY) has planned and budgeted for local access street pavement projects in 2023 to take place throughout the City funded by the Local Streets Program of Spokane Valley Street Fund 101. The pavement work will include asphalt removal, fine grading and placement of new 3" hot mix asphalt (HMA); and WHEREAS, as a part of its 2023 Construction Program, SPOKANE COUNTY WATER DISTRICT NO. 3 (SCWD#3) a Washington State Water District, is constructing a project known as the Wardson Road and Buttercup Street Waterline Replacement Project, hereinafter referred to as the WATER PROJECT, which overlaps City Street segments that are eligible for funding through City Street Fund 101; and WHEREAS, SCWD#3 will coordinate with the CITY to incorporate full -width pavement replacement measures on those eligible road segments that overlap the WATER PROJECT; and WHEREAS, SCWD#3 will increase the WATER PROJECT contract scope of work to include asphalt removal, fine grading, and placement of HMA on the road segments that overlap the WATER PROJECT; and WHEREAS, the CITY and the SCWD#3 agree that paving of the eligible street segments with City local street program funds from Fund 101 and in conjunction with the WATER PROJECT would benefit the ratepayers, taxpayers, and the traveling public by limiting delays and inconvenience; and WHEREAS, SCWD#3 developed contract documents, plans, and specifications for the WATER PROJECT that SCWD#3 bid and awarded, following public work contract procurement processes, to the winning contractor (the CONTRACTOR) in early 2023; NOW, THEREFORE, the CITY and the SCWD#3 do hereby agree as follows: ARTICLE 1 — PURPOSE & JOINT RESPONSIBILITIES 1.1 The purpose of this Memorandum of Understanding (MOU) is to provide for the cost allocation, and responsibilities between the CITY and SCWD#3 relating to the pavement replacement work of certain streets described in section 1.2 below. 1.2 This Memorandum of Understanding (MOU) pertains to the following local street segments: Wardson Street — 191h Avenue to 161h Avenue. Buttercup Street — South end to 161h Avenue. 191h Avenue — West end to Wardson. Page 1 of 6 A figure delineating the street segments, and the portions each party is financially responsible for is attached to this Memorandum of Understanding (MOU) as Exhibit A. The work to be completed on these segments includes asphalt removal, fine grading and placement of new 3" HMA. This work is hereinafter referred to as the ROADWAY PROJECT. 1.3 The Parties shall develop, review, and implement the ROADWAY PROJECT in accordance with CITY Street Standards. ARTICLE 2 — RESPONSIBILITY OF THE CITY 2.1 The CITY shall make payments to SCWD#3 as reimbursement for the portions of the ROADWAY PROJECT for which the CITY is responsible pursuant to Exhibit A, and as delineated in Exhibit B to this MOU. The CITY shall be responsible for payments up to $202,712.51 plus applicable taxes, as outlined in Exhibit B. 2.2 The CITY shall review the appropriate Change Orders or Amendments associated with the ROADWAY PROJECT that SCWD#3 drafts for the CONTRACTOR on the WATER PROJECT. 2.3 The CITY shall promptly respond to any SCWD#3 ROADWAY PROJECT requests, in a time and manner fitting the nature of the request. In no event shall the City take more than three calendar days to respond to a SCWD#3 ROADWAY PROJECT request. 2.4 The CITY shall designate a "responsible person" who shall represent the City's interest during the construction of the ROADWAY PROJECT. 2.5 The CITY shall provide primary inspection and testing services for all work and material involved in the ROADWAY PROJECT including HMA compaction testing and HMA assurance testing in accordance with the Washington State Department of Transportation (WSDOT) Standard Specifications for Road, Bridge, and Municipal Construction. 2.6 The CITY shall be responsible for reimbursing SCWD#3 for costs directly associated with a delay in the ROADWAY PROJECT caused by the actions of the CITY. ARTICLE 3 — RESPONSIBILITIES OF SCWD#3 3.1 SCWD#3 shall be the administrator for the ROADWAY PROJECT work, and any ROADWAY PROJECT work shall be coordinated with CITY. SCWD#3 shall designate a "responsible person" who shall coordinate with the City during the design and construction of the ROADWAY PROJECT. 3.2 SCWD#3 shall be responsible for developing the appropriate Change Orders or Amendments for the WATER PROJECT to incorporate the ROADWAY PROJECT. Final execution of Change Orders or Amendments will not take place until the documents are reviewed and approved by the CITY. 3.3 SCWD#3 shall be responsible for the secondary inspection and testing of all work and materials involved in the ROADWAY PROJECT including HMA compaction testing and HMA assurance testing in accordance with the WSDOT Standard Specifications for Road, Bridge, and Municipal Construction. SCWD#3 shall measure the necessary pay items and include items in the pay estimate. A copy of the full width HMA area field measurements shall be Page 2 of 6 provided to CITY by the SCWD#3. After the inspections and testing pass, SCWD#3 shall not be liable for any maintenance of the roadways or for any construction defects. Notwithstanding the foregoing, this provision shall not affect the CITY's right to pursue remedies for such construction defects from the CONTRACTOR. 3.4 SCWD#3 shall be responsible for adhering to all applicable rules, laws and regulations including but not limited to prevailing wage laws pursuant to chapter 39.12 RCW, and public works laws pursuant to chapter 39.04 RCW. 3.5 SCWD#3 shall be responsible for all costs directly associated with a delay in the ROADWAY PROJECT caused by actions of SCWD#3. ARTICLE 4 — ALLOCATION OF COSTS 4.1 This Memorandum of Understanding, once fully executed, shall establish a commitment by City to reimburse the SCWD#3 for all costs related to the ROADWAY PROJECT that the CITY is responsible for pursuant to Exhibit A and B, including all appropriate taxes. However, in no instance shall the CITY be responsible to reimburse SCWD#3 for any work related to the WATER PROJECT, including but not limited to the portions of the WATER PROJECT requiring repaving of the street. 4.2 SCWD#3 shall prepare an invoice for the ROADWAY PROJECT that accurately reflects the proportionate share of the CITY's responsibility. The ROADWAY PROJECT quantities shall be based upon the tabulations of pay quantities as provided by SCWD#3 and coordinated with the CITY pursuant to Exhibit B. 4.3 SCWD#3 shall include copies of the signed pay estimates as attachments to invoices to the CITY. The CITY shall pay SCWD#3 within 30 days of the receipt of the invoice. 4.4 SCWD#3 shall obtain a permit from the CITY to perform work within the CITY'S right-of- way for the contracted scope. ARTICLE 5 — DURATION This Agreement shall terminate upon the completion of the construction project provided for hereunder and completion of payments under the prevailing wage laws, provided that any warranties from the contractor to SCWD#3 or the CITY shall continue in full force and effect. ARTICLE 6 — MISCELLANEOUS PROVISIONS 6.1 PURPOSE: See Article 1 6.2 DURATION: See Article 5 6.3 No separate legal entity is created pursuant to this MOU. 6.4 RESPONSIBILITIES OF PARTIES: See Articles 2 & 3. 6.5 ADMINISTRATION: See 2.4 & 3.1. Page 3 of 6 6.6 TERMINATION: A Party hereto may terminate this Agreement for a breach upon 60 days' notice to the other Party, provided that each Party shall have the right to rectify any breach prior to the end of the 60 days' notice period. 6.7 Upon termination SCWD#3 shall own all waterlines acquired by SCWD#3 related to the WATER PROJECT, and the CITY shall retain all rights, privileges and responsibilities in the public rights -of -way and improvements thereon. Nothing herein shall be construed as the CITY granting any ownership rights, privileges, easements, or otherwise to SCWD#3 or any third party. The Parties have executed this MOU this day of , 2023. CITY OF SPOKANE VALLEY: John Hohman, City Manager ATTEST: Marci Patterson, City Clerk APPROVED AS TO FORM: Office of the City Attorney SPOKANE COUNTY WATER DISTRICT #3: Kelly Williquette General Manager, Spokane County Water District No. 3 Page 4 of 6 EXHIBIT A Project Area Page 5 of 6 EXHIBIT B Cost Allocations Agency Pay Item Quantity Unit Price Total Cost Total Road Resurfacing Cost (w/ 10% Construction Contingency) New base rock in trenched areas only $ 413,393.17 AC Pavement Removal 4001 $6.00 $ 24,006.00 HMA CL 1/2" PG 64-28 (Includes SCWD #3 Asphalt, Base Rock, and Fine Grading) 4001 $41.87 $ 167,521.87 10% Construction Contingency $ 19,152.79 Total SCWD #3 Share $ 210,680.66 AC Pavement Removal 5934 $6.00 $ 35,604.00 HMA CL 1/2" PG 64-28 (Asphalt Only) 5934 $20.75 $ 121,130.50 City of Spokane Fine Grading 5934 $3.90 $ 23,142.60 Additional Compaction Testing 1 $2,407.00 $ 2,407.00 Valley 10% Construction Contingency $ 18,428.41 Total Spokane Valley Share $ 202,712.51 The quantities listed above are based on pavement cuts shown on (updated to address gas conflicts in Wardson and 19th). 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U LL U ����U 0) fu a-J (J) D 4- 0 E fu O E XI CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 5, 2023 Department Director Approval: ❑ Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: 2024 State Legislative Agenda GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: This is an admin report to present the draft 2024 State Legislative Agenda and the first discussion with the City Council. BACKGROUND: Briahna Murray of Gordon Thomas Honeywell will present potential items for the 2024 State Legislative Agenda and provide an opportunity for City Council discussion. Following this administrative report, a second opportunity for discussion is tentatively scheduled for September 26, followed by adoption at a subsequent meeting. A discussion with the 4th District delegation will be scheduled later in the fall prior to the Legislative session that begins January 8, 2024. This year's draft Legislative Agenda includes a potential capital request, keeping in mind that 2024 is a "non" budget year. Essentially, any funding requests should either be less than $500,000 in 2024 or lay the groundwork for a 2025 session request. Since 2023 was a very successful year for capital requests, it may also be productive to recognize those results and take a pause in 2024. Policy statements continue to elevate public safety, with the addition of requesting enactment of bold policies to address the fentanyl crisis. Other highlights in this first draft include: • Request to ensure the state's policy on possession of controlled substances can be implemented with readily available treatment services and swift and meaningful consequences for those who fail or lack a willingness to complete treatment. • Continued request to increase investments in alternative response teams. • Continued request to re-establish a reasonable suspicion standard on vehicular pursuits. • Request to further modify condominium regulations and liability in support of removing barriers to the construction of housing. • Explore potential changes to the Growth Management Act related to simplifying land swaps and allocating adequate funding to effectively implement state planning directives. Explore potential efforts to reform regulations that cause increases to project costs such as establishing Disadvantaged Business Enterprise (DBE) goals that take into consideration the availability of DBEs regionally rather than state-wide. • Continued commitment to providing tax relief to our citizens, defending local control, and protecting and enhancing local state -shared revenues. OPTIONS: For discussion only. RECOMMENDED ACTION OR MOTION: Discussion with feedback on the draft document. BUDGET/FINANCIAL IMPACTS: N/A STAFF CONTACT: Virginia Clough, Legislative Policy Coordinator and Briahna Murray, Gordon Thomas Honeywell. ATTACHMENTS: PowerPoint presentation by Gordon Thomas Honeywell, Draft 2024 Agenda .0 O � O O} V) U � O N Q O w 0 0 qq N O N O I U U U QL V) V) U D T v ._ ._ 0 0' waffil 00 •n�1 n1� W '/I i 0 n�UYU W •n�1 W � /I 0 Spokane 2024 Legislative Agenda ,,,, '' Valley- 10210 E Sprague Avenue ♦ Spokane Valley WA 99206 Phone: (509) 720-5000 ♦ Fax: (509) 720-5075 ♦ www.spokanevalleywa.gov FUNDING REQUESTS CAPITAL: PLACEHOLDER TRANSPORTATION: Sullivan -Trent Interchange The City of Spokane Valley requests the state's partnership in rebuilding the Sullivan/Trent Interchange. The Sullivan Road bridge over Trent Avenue (SR 290) is 62 years old, has a "poor" condition rating, and has been struck by trucks at least six times in the last 10 years. The signalized interchange is expected to operationally fail by 2030 due to the tremendous growth in the region and the completion of the nearby Bigelow Gulch Road Corridor. The proposed roundabout replaces the existing signalized intersections that require dangerous left turns and may lead to fatal or serious injury collisions. The City of Spokane Valley is actively seeking federal funding for this project but will need state assistance in future years. Project design and right-of-way are fully funded. The construction phase of the project is $36.5 million. The City's $17.2 million RAISE grant was considered by the Secretary of Transportation but did not receive an award this year. A $15.3 million grant request from the Federal Local Bridge Program administered through WSDOT is still pending. Awards are expected in September 2023. POLICY STATEMENTS The City of Spokane Valley calls on the Legislature to provide relief to Washington's taxpayers, as has occurred in other states. POLICY STATEMENTS CONTINUED Public safety is the City Council's highest priority. The Spokane Valley City Council and its residents support a commonsense and meaningful approach to public safety policies that protect lives and property and do not erode trust in government. Examples include: • Enacting bold policies to address the fentanyl crisis. • Ensuring that the state's policy on possession of controlled substances can be implemented with readily available treatment services and swift and meaningful consequences for those who fail or lack a willingness to complete treatment. • Re-establish a reasonable suspicion standard for when officers engage in vehicular pursuits. • Increase investments in alternative response teams, such as the City's behavioral health and homeless outreach co -responder models. • Increase resources to hire, train, retain, and protect law enforcement officers. • Support efforts to reduce traffic fatalities, including increased driver's education. The City calls on the state to remove barriers to the construction of housing to make it more affordable. These include, but not limited to: • Continuing to revise condominium liability regulations. • Evaluating the impact of the state energy and building codes on the cost of construction. • Providing tax incentives. A foundational belief for the Spokane Valley City Council and the citizens they represent is that the most effective level of government is the one closest to the people. As such, the Council urges the Legislature to respect local decision -making. Some examples include management of right-of- way and land use decisions. The City requests that the Legislature protect and enhance local state -shared revenues to allow the City to deliver vital services to its residents. These funds include the Liquor Excise Tax Account, Liquor Board Profits, Municipal Criminal Justice Assistance Account, City -County Assistance Account, and Marijuana Revenues. The City of Spokane Valley will explore proposals making changes to the Growth Management Act, including making it easier to complete an urban growth area (UGA) swap. The City encourages the state to allocate adequate funding to cities to effectively implement planning directives from the state. Like many in Washington State, the City of Spokane Valley is facing rising project costs amid an influx of state and federal funding and limited contractors. The City supports legislative efforts that aim to reform regulations that are causing project costs to rise, including implementing Disadvantaged Business Enterprise (DBE) goals that take into consideration the availability of DBE's regionally rather than state-wide. The City supports AWC legislative agenda items that serve the best interests of Spokane Valley. CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 5, 2023 Department Director Approval: ❑ Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Admin Report — Signature Event Program GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: N/A BACKGROUND: City-wide events are an outstanding opportunity to establish the City of Spokane Valley's identity and create a sense of place. Often times, attending events is our residents' main interaction with their local government and its community partners. Events improve quality of life by allowing people of all walks of life to come together and celebrate their City and the amenities it offers. Additionally, events create positive and memorable experiences, and they help strengthen the City by demonstrating what makes Spokane Valley unique. Events encourage collaboration among non-profit organizations, businesses, volunteers, and the City to partner on a common cause resulting in strengthened bonds and improved trust. The City has informally provided support over the years to community events in a number of ways. For example, the Economic Development Department assisted in the development of CRAVE and farmers market to bring visitors to the City and champion economic vitality. Additionally, cross - department teams provide guidance and assistance to events that take place at City facilities such as Valleyfest, Tree Lighting Ceremony, Santa Breakfast and Winter Markets. The City has traditionally provided funding through two competitive grant programs, the Outside Agency Grants and Lodging Tax Funds. In addition to financial support, community events may require City services such as field lighting, marketing, road closures, street sweeping and/or use of City facilities. In recent years, the City's funding programs have experienced a number of challenges including: • Fluctuation of available funding (e.g., Great Recession, pandemic, declining tax revenues) • Major increase in the number of applicants and amounts requested • Aligning event purposes with the funding sources • Inability of applicants' programs and events to become more self-sustaining. These challenges result in the City being unable to maintain a level of support commensurate with the expectations, desires and varied needs of the community. Other cities in Washington State have addressed these challenges by formalizing programs to support and promote their cornerstone events. The attached Municipal Research Services Center (MRSC) article provides some examples about how cities can establish a formal program. Potential benefits of establishing a program include developing a sense of community and identity, generating economic development by attracting visitors and encouraging creative placemaking, drawing people to City parks and facilities for interaction with each other and with City officials, and memorializing City contributions such as facility use and in -kind services. A formalized program could also help spark new events and opportunities to strengthen or transform City neighborhoods or other venues. The City could explore the potential of establishing a "Signature Events" program to support the City's cornerstone events, so they remain viable and continue into the future. By establishing a signature events program, these events may be removed from the competitive grant processes, which could free up those funding sources to meet other community needs. As mentioned, the City is already working informally with organizers of key City events to further grow our partnerships and better develop a sense of community. There are a handful of events that come to mind with regard to the identity of the Valley and may be considered as a "signature event". The proposed list could include, but is not limited to: • Valleyfest/Cycle Celebration • CRAVE • Tree Lighting Ceremony/Santa Breakfast • Farmers Market including Winter Markets If there is interest in exploring a program, staff would meet with the organizers of the proposed events to determine their interest and secure feedback on how the City might support them. Staff could draft a resolution for future Council consideration to list the proposed events, criteria for designation of a "Signature Event" and the requirements for managing and operating the event. OPTIONS: Discussion RECOMMENDED ACTION OR MOTION: Discussion BUDGET/FINANCIAL IMPACTS: Additional funding may be needed to support a "Signature Event" program. This funding is not currently included in the City's budget and would need to be added either with a 2023 Budget Amendment or into the 2024 Budget. STAFF CONTACT: Virginia Clough, Project Manager ATTACHMENT: MRSC article PERIM 100 MRSC Ernpowedrig local governatents -- - ---­---­---­-- 1030=1 Harne > Staylnfornied > MRSCInsight Slog > Ap012022 > A How -To Guide to Sponsoring Summer Celebrations April 26,2022 by MRSC Insight Category: Streets and Sidewalks, Gift of Pubtic Funds Summer invites a celebration, with the long summer nights, the dry, warm weather, and the community spirit in full. swing, Add to that the growing fatigue after two years of the COVID-19 pandemic, the desire to 13'ud"' k3 �orj reconnect with others, and the dropping of statewide ry)andates on rnasks and large gatherings, this summer seems, especially prit-ned for public celebrations. Cities, counties, and other municipalities like to join in the surnt-nertimefun by organizing cornrn u n i ty celebrations and events, SUCh as carnivals, parades, outdoor basliketbatt tOUrnafflOntS, pet appreciation, and OUtdoor I'MASiC festivals, While MUnicipalities can sponsor such events, they do need to be miricIfLA of the gift of public funds prohibition in Article 8, Section 7 of the Washington State Constitution'. No county, city, town or other municipal corporation shall hereafter give any money, or property, or loan its money, or credit to or in aid of any individual, association, company or corporation, except for the necessary support of the poor and infirm... When evaluating whether public expenditures on community events are impermissible gifts of public funds, the Washington State AUditoCs office refers to and relies upon Eating and Drinking at IDLIblic Expense, a'1987 memorandum written by former Senior Assistant Attorney General James Pharris, which still provides excellent guidance on this issue, even 30 years later. As detailed in the memorandum, the following three questions determine the legality of a ML.Inicipalit,/s expenditure on a celebratory event: - Does the event match the purposes/power of the jurisdiction? M Is the celebration being held for a valid purpose? - What role does the jurisdiction play in the event? The celebration matches the powers and puirposes of the municipality Cities and counties, as general governryients with broad powers, can more appropriately sponsor community celebrations (Such as parades and festivals) than smaller special purpose districts whose purposes are more focused and limited. 111111111111110111 1 ,'valid municipal purpose' could be strengthening a city's sense Of community or celebrating a county's history. The role of the municipality If the local government is a co-sponsor, keep in mind that the municipality's sponsorship of the celebration cannot be in the form of a gratuitous contribution to a private organization. To protect against this, the municipality should enter into as contract with the other sponsor(s) detailing the terms of the co- spor i � ,+ �, a )A iding funding, and distribution of duties and responsibilities for management and operation of the event. The City of Sunnyside contracts OLA for the ptanning/execution of its annual Clinco de Mayo festival, which it funds using lodging tax proceeds. To ensure Your surTirner celebration goes off without a constitutional hitch, MRSC recornmends that your fflUnicipatity adopt a resolution about the celebration. The resolution SFIOLIld describe the event's valid municipal purpose and identify the municipality's rote in the event. Here are a few good examples: Orting reSO[Ution declaring a public purpose and authorizing city sponsorship of Orting Daffodil Festivat. Day (2022) Buckley resolution designating tile City's Summer Concerts in the Park Program a special civic event (2016) Gold Bar resolution authorizing certain activities in city parks and on public property foirannuat Gold Dust Days Festival (2016) o Des, Moines resolution allowing use of city facilities and marketing Opportunities to conduct Poverty Bay Wine Festival (2014) Finding local sponsors, may also be part of your event planning, and it gives local businesses and organizations a fantastic opportunity to be involved in and supportive of the commUnity."rhe City of Auburn's 2022 Event Sponsorship Package details the city's many special events offered throughout the year and the various sponsorship options. UOWOKM• Z Summer events are made that much better by well -planned out details. To ensure that your event really brings in the public, be Sure to address items that can make an attendee feel welcomed, safe, and excited to be there. Health and Safety White many people are excited to be active after two long years of pandemic -induced isolation, some individuals may still need assurance that health and safety factors, are being, considered before being comfortable attending a special event that can attract thousands. The statewide mask mandate is no longer in effect, but your event can elect to include stations where attendees can grab a mask and/or sanitizer or offer ternporary washing stations to promote frequent handwashing. Food and Drink Eating and drinking at fresco is an enjoyable Summer pastime, arid beer (and wine) gardens plus food vendors, at your SUrnmer celebration are a terrific way to provide a fun outdoor dining option. Alcohol can be sold at community celebrations held in public parks and other public spaces, so long as: - A special occasion license is secured from the state LiqUorand Cannabis Board (I - CB). (Seethe LCB's Special Occasion License FAQ for more, detail.) Or, if' an indepenclent vendor is hosting the beer garden, ensure they are licensed to sell alcohol at events. Local permitting reqUirements are met (if a local agency permit is required for use of alcohol in public places). For exat-npte, the City of Gig Harbor's Spec i,,.A Events Guide requires beer and wine gardens be confined to designated locations, be fenced, and restrict sales to certain hours when food is also available. As for selling food at Your surnrner festival, the most essential requirement is that the food vendor obtain a permit from the local health department, as well as a state business license, and any local permit. Everybody loves a parade, and many municipalities include a parade as part of their special event. Many considerations go into planning a parade, including managing parade participants, -traffic control, and crowd safety. Due to constitUtiOnat free speech restrictions, a r-municipality has limited ability to deny a group from participating in a municipatity's celebratory summer parade. Nevertheless, all participants should be required to Submit a parade applicatiori, form, which will help with logistics (e.g., where is the staging site? which parade entrant are we?) and minimize agency liability. To that end, the application form should include an indemnification and hold harmless clause and should require proofof aUtOrrlobite liability insurance if any participants plan to drive a vehicle in the parade. White it is true that everybody loves a parade, not everyone will be attending it. To minirnize cor-riptaints from the rion-parade-goers, take time to develop the traffic detour and street closure plan, and provide plenty of advance notification about traffic impacts. As well, inspect the parade route and sidewalk viewing area and repair any significant hazards such as holes and cracks that could cause injury either to those watching or to those participating. No doubt" your agencys risk pool will have more risk -reduction tips, so check withtherm-first before planning any summer celebration. Additionally, MRSCs page on Special Events Permits can help with development Of your vendor and parade participant applications. White there are a lot of details to cover when planning a celebration or special, the cornmunity building that can occur through these events makes them a win -win for a local government and its residents, This how-to guide should take some of the guesswork out of those details and ensure an enjoyable summer celebration for all. c1, ho I I � I'), ,MI RSCis a pfivate nonpl'ofit 01ganization selvinja localf ,yovel-nments in Washington State. Eb�ible ,,OVeIT)I,Yieiii,cigE,I,),ciesii) Washinglon,5tate may Lise our free, one -ran -cane sly MRSCS'ervice,' togetCMS WO"s to lep 1, policy, or financial questions. 'a About MRSC Insight ;;�5 MRSC MRSC Insight reflects the best writing of MRSC staff on timeless topics that irnpact staff and elected officials in Washington cities, counties, and special purpose districts. VIEW ALL POSTS BY MRSC'INSIGHT Sary iple Docury ients Stay Informed Subscribe to E-Newsletters MRSC Insight Blog Retated Services M "T E R C, C R 0 S Z) www.mrscro,s'Lers.org FoHow us: 0 2023 Munidpa[ Researd') and Services Center of Washington (MRSQ, All rights reserved, F-Irivacy & 'Terrns CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 5, 2023 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Potential Grant Opportunity — NHS Asset Management Program GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: February 2, 2021 — City council authorized the City Manager to apply for NHS Asset Management Program funds for the Sullivan Road preservation project, between Sprague and 81h Avenues. BACKGROUND: Washington State Department of Transportation (WSDOT) is anticipating the awarding of $150 million of National Highway Performance Program federal funds for preserving roadways that are part of the National Highway System (NHS). For Spokane Valley, eligible street segments consist of Principal Arterial streets. The program will evaluate an agency's use of pavement management strategies and an agency's level of investment to preserve and maintain their roadway system, thereby focusing on cost-effectiveness, emphasizing pavement rehabilitation over reconstruction. New for 2023, the program will consider equity and safety elements as well. The maximum funding award per project application is $10 million. Agencies can submit up to three applications. Awards are 100% program -funded and require no local match. If agencies opt to provide local match, points are scored through the "cost effectiveness" category because it lowers the requested funds from the program. Applications are due October 3, 2023. Awards are announced by November 30, 2023. Construction must be authorized by August 31, 2026. Application scoring is based on a 100 point score: - 0, 7, or 15 Points Pavement Condition Index (PCI) - 0, 7, or 15 Points International Roughness Index (IRI) - 0 — 30 Points Cost Effectiveness - 0 — 30 Points Level of Maintenance Effort (by the applicant) - 0 — 10 Points Equity or Safety Related Elements The table below identifies three eligible street projects recommended by staff that are anticipated to be most competitive in the program. All but one of these projects has recently been submitted to other funding programs. Project Est. Total Est. NHS Request Notes Sprague Preservation $3 1007000 $174007000 $1,700,000 SRTC+Req'd Match Bowdish-McDonald Rd N. Sullivan Preservation $372007000 $175007000 $1,800,000 SRTC+Req'd Match River to Kiernan Ave S.Sullivan Preservation $4,000,000 $370007000- City -funded storm + Rec'd Match t 8 to 24 Ave. $375007000 Potential for pedestrian improvements During the last call for projects in 2021, the NHS awarded $89 million to 26 agencies for 43 projects. The 2021 max award was $5M for a single project. 17 agencies were awarded two projects and the average total award for these agencies was approximately $4.4 million. OPTIONS: Discussion. RECOMMENDED ACTION OR MOTION: Staff requests Council consensus to proceed and return in September with a recommendation to apply for the three projects identified above. Final cost estimates and recommended local match amounts will be provided to Council upon return. BUDGET/FINANCIAL IMPACTS: The NHS funds are available at 100% and do not require a minimum local match. For this program, the purpose of a local match would be to lower the requested NHS funding amount to make Spokane Valley projects as competitive as possible. If consensus to proceed is granted, the next council discussion on this topic will identify staff recommended matching amounts, if applicable. STAFF CONTACT: Adam Jackson, Engineering Manager ATTACHMENTS: None CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: September 5, 2023 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Regional Spokane Authority for Homelessness, Housing, Health and Safety — City of Spokane Valley Council Questions for Council of Governments Meeting GOVERNING LEGISLATION: N/A PREVIOUS COUNCIL ACTION TAKEN: Administrative Report January 31, 2023; administrative report February 7, 2023; administrative report February 21, 2023; administrative report February 28, 2023; motion consideration for joint statement on March 21, 2023. Administrative report on May 16, 2023; administrative report on May 30, 2023. Administrative report on July 11, 2023. BACKGROUND: As part of the City's ongoing discussions regarding its homelessness response, in the first quarter of 2023, the City Council voted to approve signing a joint statement considering a regional approach to homelessness along with the City of Spokane and Spokane County. That effort has been led by the Spokane Regional Collaborative (SRC), a volunteer group consisting of Gavin Cooley, former City of Spokane Chief Financial Officer; Rick Romero, former City of Spokane Director of Strategic Planning; and Theresa Sanders, former City of Spokane City Administrator. As part of the joint statement, a 90-day "due diligence" period was identified for elected officials and staff of the local governmental entities to meet regularly and study how such a regional collaborative approach might be organized and how it could work. Mayor Haley, Councilmember Hattenburg, Deputy City Manager Lamb, and City Services Administrator Mantz participated in bi-weekly regional homeless meetings. On June 28, 2023, SRC held a public meeting and unveiled their recommendations for the entity. They are proposing the formation of a county -wide public development authority (PDA), named Spokane Regional Authority for Homelessness, Housing, Health and Safety. SRC asked that the participating jurisdiction execute a resolution committing their staff to support the SRC to continue considering the creation of the regional authority. The City of Liberty Lake, Spokane County and Medical Lake executed the resolution proposed by SRC. On August 3, 2023, the Mayor of Spokane issued an Executive Order committing city leadership and staff support to the SRC with the intent of creating a regional authority. On August 28, 2023, the City of Spokane City Council developed and adopted a resolution regarding the City Council's participation in the regional homeless authority discussions. They are only willing to commit to a short-term plan (through 2024) for an interim regional authority until a full regional authority plan can be developed, request a longer period to develop the full regional authority plan, want more information regarding data and costs associated with current homeless funding and operations, as well as a clear budget for the proposed authority. They would like other municipalities, including Spokane County and the City of Spokane Valley, to participate financially in the start-up of the regional authority. In addition, they want to revise the scope of the regional authority to housing and homelessness issues and to limit its participation in public safety and criminal detention. They also want to ensure the regional authority does not assume any debt until the execution of a permanent interlocal agreement. A copy of the resolution is attached. Page 1 of 3 To address some of the questions and concerns around this issue, Spokane County is hosting a Council of Governments on September 8, 2023 and they are asking the municipalities to develop and provide a list of questions and concerns ahead of the meeting to be jointly discussed at this meeting. Staff are seeking City Council input on the questions and concerns it would like to be addressed at the Council of Governments. Based on the discussion at tonight's meeting, staff will develop a list of City Council's concerns and questions and provide it to Spokane County in advance of the September 8 Council of Governments meeting. As City Council considers its questions, concerns and thoughts, staff have compiled concerns and questions for consideration that have been raised by the Board of County Commissioners, City of Spokane Council, staff members from various jurisdictions, and other stakeholders in the region. Primary points of concern or questions are: • The SRC identified that they believed only the "what" question needed to be answer (i.e., what entity and general scope of what it would tackle), and that once formed, the regional authority would define the "how" (develop budget, staffing, specific programs, etc.). However, knowing many of the "how" items (such as funding and staffing) is critical to address concerns from various jurisdictions. • The proposed governance structure which consists total of 13 members: 5 elected board members and 8 appointed sector representative members. The proposed board composition includes two members from the City of Spokane and only one from the City of Spokane Valley and Spokane County, there should be equal representation from the larger jurisdictions. The proposed board also consists of a majority of non -elected members. • The proposed scope for the entity includes homelessness, housing, mental health and public safety services. This scope is significantly broader than what was originally discussed during the joint statement formation and there are questions about what the proper scope should be. One stakeholder group identified that before a scope could be identified, the specific problems that the regional authority would address should first be identified. • The proposal to create the PDA, execute an interlocal agreement committing to participating, and transfer all contracts funded by the funds above by the end of 2023. This timeline is arbitrary and too accelerated. • The proposal to transfer all the federal, state, and local funds that are currently dedicated for affordable housing, homelessness and behavioral health received by each entity. Collectively, there is not an understanding of how much funding comes to the region from these different sources and whether they can be transferred legally to the PDA. Many of those funding sources are already committed to other programs. No budget has been identified for revenue or expenditures. • The proposal does not include a strategic plan for the PDA or comprehensive assessment of what is broken or how the proposal will fix or improve the current system. The proposal suggests an aggressive goal to reduce unsheltered homeless by 40% in the first two years and 20% annual throughput in subsidized and transitional housing units. Some recent discussions have indicated that perhaps a more targeted approach would be more successful. • The staffing proposal to transfer all staff positions from the participating jurisdictions that are funded by the sources requested for the PDA. With this approach many positions will be duplicative and unnecessary. There are many concerns about the effectiveness and efficiency of this approach. It also appears that this approach is not based on the identified staffing need for the regional authority, but rather to address concerns raised by existing staff at potentially affected entities. This could result in a "cart -before -the -horse" approach Page 2 of 3 where the regional authority would work from a prior -determined staffing model that may or may not be the most effective, efficient, or economical. The proposal does not address what elements from the Houston model will be incorporated by the regional authority. After the PDA and proposed ILA are executed, participating cities have the option to terminate its participation by providing a 12-month written notice. However, Cities may not withdraw until all bonds issues or obligations to pay debt services are paid in full. The proposal does not identify or acknowledge the differences between the participating jurisdictions. Attached are letters to SRC and the City of Spokane Council from the Community Housing and Human Services (CHHS) board, Spokane Homeless Coalition, and the Continuum of Care (Coc) Board identifying their questions and concerns with the SRC proposal. OPTIONS: Discussion. RECOMMENDED ACTION OR MOTION: Discussion — Staff will be seeking Council questions and concerns to provide to Spokane County in advance of the Council of Governments meeting. BUDGET/FINANCIAL IMPACTS: N/A STAFF CONTACT: Erik Lamb, Deputy City Manager, Gloria Mantz, City Services Administrator ATTACHMENTS: City of Spokane Resolution 2023-0075 Comment letters Page 3 of 3 sporcl A ends Sheet for City Council Meeting of. r-08/28/2023 Date Rec'd 8/25/2023 Clerk's File # RES 2023-0075 Renews # Submitting Deft CITY COUNCIL Cross Ref# Contact Name/Phone CHRIS WRIGHT 6210 Project # Contact B-Mail CWRIGHT@SPOKANECITY.ORG Bid # Agenda Item Type Resolutions >Reguisition_# Agenda Item Name 0320 - RESOLUTION REGARDING REGIONAL AUTHORITY FOR HOMELESSNESS Agenda Wording A RESOLUTION concerning the proposal by the Spokane Regional Collaborative for a Spokane Regional Authority for Homelessness, Housing, Health And Safety. Summary (Back -ground) This resolution outlines Council's expectations for engaging in future discussions on a regional authority on homelessness. See attached letters from the Spokane Regional Continuum of Care Board, CHHS Board, and Spokane Homeless Coalition. Lease? NO Grant related? NO Public Works? NO Fiscal Impact Budget Account Neutral $ ## Select $ # Select $ # Select $ ## Approvals Council Notifications De BYRD, GIACOBBE Study SessioniQther N/A Division Director Council Sponsor CP Kinnear & CM Stratton Finance Distribution List LWal gbyrd@spokanecity.org For the Mayor cwright@spol<anecity.org Additional Approval nocheltree@spol<anecity.org Purchasing, RESOLUTION NO. 2023-0075 A RESOLUTION concerning the proposal by the Spokane Regional Collaborative for a Spokane Regional Authority for Homelessness, Housing, Health and Safety. WHEREAS, on February 27, 2023, the City Council adopted Resolution 2023-0018, approving in principle a 90-day due diligence period during which the Spokane Regional Collaborative (SRC) would explore the feasibility of creating a regional authority to address homelessness in Spokane County, including the City of Spokane and neighboring municipalities; and WHEREAS, the City of Spokane initially joined Spokane County and the cities of Spokane Valley, Medical Lake, Airway Heights, and Cheney, all later joined by the City of Liberty Lake, in support of the SRC effort; and WHEREAS, the 90-day due diligence work was completed by SRC on June 28, 2023, and the SRC presented a set of recommendations and draft legal documents for the creation of a public corporation pursuant to RCW 35.21 and RCW 39.34.030, designated the "Spokane Regional Authority for Homelessness, Housing, Health, and Safety" (hereafter the "regional authority") which said documents included a proposed interlocal agreement ("ILA") that would commit the City of Spokane to long-term participation in the regional authority; and WHEREAS, the City Council is generally supportive of a joint and cooperative undertaking to coordinate and provide homeless and housing services within the Spokane region, and agrees that a regional authority, if properly configured and its operational expenses fairly apportioned, could improve the delivery of homelessness, affordable housing and behavioral health services and could enhance outcomes for those receiving such services in Spokane County; and WHEREAS, the SRC presented the City Council, along with other legislative bodies of Spokane County and municipalities with Spokane County, a draft resolution styled " A Resolution of Spokane County, City of Spokane, City of Spokane Valley and Cities of Medical Lake, Airway Heights, Cheney, and Liberty Lake in support of providing leadership and staff support for the period of August 1, 2023, through October 15, 2023" (hereafter, the "SRC Resolution"), and whereby pursuant to the SRC Resolution the City Council would consent to making City of Spokane data, resources and personnel available to the SRC; and WHEREAS, on July 31, 2023, the City Council deferred adoption of the SRC Resolution based in part on concerns regarding a lack of full, regular, and timely accounting of all costs, funding and outcomes associated with the City's commitment of resources and personnel to housing and homelessness initiatives, including all costs associated with the Trent Resource and Assistance Center ("TRAC"); and WHEREAS, the City's administration has been unable to provide to the City Council a complete accounting of all costs, funding and outcomes associated with the City's investment in housing and homelessness initiatives, including all costs associated with TRAC; and WHEREAS, on August 3, 2023, the Mayor of Spokane issued Executive Order 2023-002, committing city leadership and staff support to the SRC with the intent of creating a regional authority for housing and homelessness, and WHEREAS, the City Council agrees, in principle, with providing the SRC such information regarding the City's funding of programs such that the SRC can further develop the details of funding, staffing, contracts and governance of the proposed regional authority, and further agrees that sharing of City data can inform the final drafting and execution of the legal documents necessary to form the Authority under ROW 35.21 and ROW 39.34, and WHEREAS, while willing to explore the creation of a regional authority, the City Council recognizes that creation of such authority and the City's participation in it requires a detailed, unhurried and deliberative process, and the City Council views the current timelines established by the SRC for both creation of the regional authority and the City's commitment to be unrealistic; and WHEREAS, no mechanism has been identified by the SRC or Executive Order 2023-002 to determine the type and classification of City data to be shared with the SRC, and whether sharing of such data will require written agreement under ROW 39.34.240 or otherwise require special protocols for redaction and sharing under ROW 42.56, nor is there any formal understanding regulating the SRC's use and sharing of said data; and WHEREAS, the City of Spokane's Community, Health and Human Services department is understaffed and confronted with numerous existing challenges, and consequently is not currently equipped to provide data and personnel to the SRC on an accelerated basis; and WHEREAS, any effort to combat homelessness and housing issues in Spokane Is heavily dependent on the efforts of outside providers with expertise in providing homelessness, affordable housing, and behavioral health services, many of whom have expressed concerns about a regional authority and its initial governing principles, and whose input on the formation and operation of a regional authority must be considered by the City Council as it deliberates on the wisdom of participating in the regional authority; and WHEREAS, the Continuum of Care Board, CHHS Board, Homeless Coalition, and Experience Matters Spokane, all with expertise in homelessness, housing and behavioral health services and the related funding for such services, have submitted to the City Council their suggestions on the proposed regional authority, which must inform the final configuration of the regional authority, and whose written statements are attached to this resolution; WHEREAS, pursuant to ROW 39.35.030, the City of Spokane's participation in any regional public authority can only be approved by the City Council of the City of Spokane, as the legislative body of the City of Spokane pursuant to Section 5 of the Spokane City Charter; and 2 WHEREAS, the City Council believes the better approach for a regional effort to end homelessness and improve housing availability is to commit to formation of a regional authority via a limited, short-term ILA, solely for purposes of allowing its governing board, initial personnel and interested providers an opportunity to identify the long-term operational, financial, and programmatic needs of the regional authority, including its sources of revenue; and WHEREAS, once an existing regional authority and its governing board, initial personnel and interested providers have an opportunity to provide to participating jurisdictions detailed recommendations (along with any revised governance documents) relating to the proposed regional authority, all participating jurisdictions, including the City of Spokane, can then decide whether to participate in the regional authority on any long- term basis; and WHEREAS, the City Council is willing to endorse a short-term commitment to a regional authority, and willing to provide short-term funding for its operations, based on certain terms and conditions set forth herein; and WHEREAS, notwithstanding Executive Order 2023-002, the City Council wishes to establish clear limitations on the sharing of City data and personnel with the SRC to ensure that such sharing of information is consistent with state and local law, and is consistent with the information shared with the City Council with respect to its deliberations regarding the proposed regional authority and overall funding of its homelessness, housing, public safety, or health programs; and WHEREAS, considering Executive Order 2023-002 and the expectations it creates about the intentions of the City of Spokane within and among the other jurisdictions asked to participate in the Authority, it is essential for the City Council to express its views on the extent and timing of the City's participation in the Authority. NOW, THEREFORE, BE IT RESOLVED that, notwithstanding Executive Order 2023-002, the City Council will not undertake to evaluate or approve the City's participation in any regional authority unless any and all City statistical data, information, accounting, financial or other information pertaining to its homelessness, housing, public safety or health programs, personnel and strategies that is shared with either the SRC or any persons or entity working in furtherance toward the study, creation, andlor funding of the Authority is fully and simultaneously shared with the City Council; and BE IT FURTHER RESOLVED, that if Spokane County, the City of Spokane Valley, and other potential participating jurisdictions enter a short-term commitment to a regional authority, and also commit to an initial investment of start-up funds for the regional authority in year 2024, the City of Spokane, through its City Council, is willing to commit to short- term participation in a regional authority and commit to an equal investment of start-up funds for the regional authority on the following terms: • The SRC identifies the amount of funding needed in 2024 to operate the regional authority on a temporary basis, provides a detailed budget for operations through December 31, 2024, and identifies the expected start-up contribution from each 3 jurisdiction, all in a form acceptable to the City Council; • The existing draft ILA is revised to conform to the short-term commitment of the City of Spokane and other jurisdictions, in a form acceptable to the City Council and with the expectation that participating jurisdictions will approve the revised ILA by January 1, 2024; • The existing draft charter is revised to confine the primary scope of the regional authority to housing and homelessness issues, and to limit its interest In public safety and criminal detention; • The existing draft charter of the regional authority is revised to provide that Non - Elected Sector Board Members for the regional authority will be selected by the Governing Board based on nominations from the non -elected sector; • The existing draft charter shall be revised to provide that, notwithstanding any other provisions in the Charter or the ILA, each participating jurisdiction shall have the right to withdraw from the regional authority based on any changes in state and federal law that alter or restrict the governing structure or powers of the Governing Board; • The existing draft charter of the regional authority is revised as necessary to ensure the regional authority does not assume any indebtedness until execution of a permanent ILA; • The existing draft charter of the regional authority is revised as necessary to ensure no substantive decisions or actions of the regional authority, including hiring of permanent personnel, are made until there is a full complement of board members from the Non -Elected Sector; • Article XV, Section 4 of the draft charter is revised to provide all participating jurisdictions a right of inspection, examination, auditing and copying equal to rights granted to Spokane County; • From the date of this resolution, the SRC, and later the regional authority governing body, provides monthly, in -person updates to the City Council and the Mayor of the formation, operational terms, and long-term planning efforts of the regional authority; BE IT FURTHER RESOLVED the City Council will consider participation in a regional authority after 2024, and execution of permanent ILA, only after the following_ • Detailed and realistic plan for operations and funding of the regional authority acceptable to the City Council; • Development and adoption of bylaws of the regional authority acceptable to the City Council and that ensure transparency, accountability, and efficiency in the decision - making structure; • Comprehensive and informed plan for funding of the regional authority independent of restricted grant funds; • Comprehensive, fair, and informed plan for transfer of current program funding of all jurisdictions; • Comprehensive, informed, and fair plan for transfer of employees of the City of Spokane to regional authority; 4 BE IT FURTHER RESOLVED, the City Council reserves the right to elect not to remain a participating jurisdiction in the regional authority after the year 2024, and reserves the right to withdraw from any commitment to a regional authority prior to execution of a permanent ILA; and BE IT FURTHER RESOLVED, that the City Council reserves the right to condition any approval of a permanent ILA on a detailed plan to relieve the City of the operational and capital expenses associated with TRAC sometime in the year 2024. ADOPTED by the City Council this day of , 2023• Approved as to form: Assistant City Attorney 5 City Clerk 51,"OKANE REMNAL (' q'lwoul I I d C To Spokane Unite, The Spokane Regional Continuum of Care (CoC) mission Is to make homelessness rare, brief, and non -reoccurring in Our area by fostering shared responsibility among stakeholders and coordinating resources essential to the success of local plans to end homelessness, The CoC vision is to bring together resources and reSCLIMCNI people who create a community where everyone has a safe, stable place to call home, in a collective effort to address and engage in the CoC mission and values, the CoC board acknowledges the proposed shared responsibility of Spokane Unite as It engages in the homeless service delivery system over the past 90-days, As the creation of a community lead Public Development Authority (PDA), will have overlapping impacts on the operating structure of the homeless system as a whole. The CoC board sets forth the following recommendations and expectations as Spokane Unite develops a PDA, with the potential expectation of entering a competitive RFP process as a qualified Collaborative Applicant (CA) for the CoC Board: Facilitate adherence to the preexisting responsibilities, reporting terms, major deliverables, and activities of the CoC MOU agreement with current Collaborative Applicant and CMIS MOU agreement. • Compliance to a non -conflicted competitive RFP process. • PDA to provide appropriate human resources for transfer of knowledge or merge current Collaborative Applicant overhead Into PDA operational structure, • PDA to maintain compliance with HUD CoC board and CA obligations, maintaining autonomy from the PDA leadership board as it relates to, CoC HUD funded projects. • To have CoC representation as a voting member oil the PDA leadership board. • Designated CoC board representatives will participate in the PDA selection process of a CM • The designated CEO and CoC board will jointly review and score qualified applicants for representation on the PDA leadership board outside of municipal representation, • PDA to review and consolidate CoC board survey outcomes as it relates to CA performance and provide actionable steps for performance Improvement. The CoC board acknowledges and appreciates Spokane Unites dedication and service to our most Vulnerable community members, thank you for your time and efforts. Continuum of Care Board SPOKANE REGIONAL Community Housing and Human Services Board City of Spokane 808 W. Spokane Falls Blvd. Spokane, WA 99201 August 24, 2023 Spokane City Council Office City Hall, 7th Floor 808 W. Spokane Falls Blvd. Spokane, WA 99201 Subject: CHHS Board Recommendations for the Proposed Spokane Regional Homelessness PDA Dear Spokane: City Council, As the voluntary citizen advisory board created by Spokane Ordinance No. 35707 to guide Spokane's community, housing, and human services, we have closely monitored the proposed establishment of a Spokane Regional Public Development Authority for Homelessness. We agree that a reduction in homelessness can be achieved more effectively through a regional approach. The recent proposal points out many challenges our community is facing. However, we are concerned that the current proposal fails to address how these challenges will actually be better addressed by a PDA than the infrastructure already in place. Before voting to join this regional authority, the CHHS Board respectfully requests that the concerns listed below be addressed. 1. The current timeline is too accelerated to determine if a PDA is the best option for our community, let alone get a PDA setup correctly. Allow 18 months for the appropriate planning and systems analysis. 2. An assessment of what's currently broken with the existing system and how we fix it needs to be provided to ensure that a new system will not recreate ineffective processes. A better understanding of the cost benefit analysis of establishing a new PDA versus improving the existing system is needed. 3. Evaluating the extent of regional collaboration currently taking place is needed. This should include if current collaboration is sufficient or where it falls short, and what we could do to enhance regional collaboration efforts. A valuable contribution would be to unify the City Syr Consolidated Plan, the County Syr Consolidated Plan, and the City/County Syr Strategic Plan to End and Prevent Homelessness (not to mention homelessness projects like Built for Zero) into a single master plan that will satisfy all agencies and that we can all work from together. 4. An informed budget to support the functions and responsibilities of the proposed Authority has not been provided. Specifically, an explanation of the cost of implementing the new Authority and details about where the funding will originate from, whether that's federal, state, local, or private sources, is needed. S. The proposed decision -making structure of the PDA and for the allocation of resources has not been adequately reasoned or debated. Transparency, accountability and efficiency in the decision -making process should be prioritized. 6. The current proposal does not demonstrate an accurate understanding of the CHHS funding sources, or the requirements imposed on the use of funds from those funding sources. Administration of grants and managing the funding received by the City from various sources is complex and regulated. The current proposal has no regard for these funding requirements or the funding cycles. Transparent communication with HUD and other funding partners is needed. 7. A plan needs to be provided for the preservation of current CHHS staff who hold important institutional knowledge that is critical for navigating the complexity of restrictions and specified purposes for the use and distribution of funds that the City of Spokane's CHHS department manages. 8. There is no new money included in the proposal for the PDA. Our community already doesn't have enough money to fund existing shelters, we certainly don't have money for the establishment of a PDA. Grant funds cannot be earmarked for creating a regional PDA. We must follow the regulations for spending CHHS funds. 9. Scope creep of the proposed PDA needs to be addressed. The community was invited into a discussion about a Regional Authority on Homelessness, but we were presented with a PDA that would take on the affordable housing funding and unexplained health and safety funding. While we recognize that all of these areas are connected and overlap, research and evidence needs to be provided that all of these funding sources would be better administered through this single source. 1.0. The utilization of detention as specified in the proposal must be better defined or omitted. It is imperative that we understand what is meant by detention in terms of the criminal justice implications, the services that would be provided, the resources that would be allocated, and how this would be funded. Criminalization of homelessness does not address the causes of homelessness, and policies must reflect intended outcomes that provide positive improvements for all affected parties. We must keep moving ahead while the planning for long term solutions and a regional approach is being pursued. Our community has current, pressing needs that the City has an obligation to address, including preparing for the cold season. CHHS staff and service providers are preparing for the HOME, HOME ARP, CDBG, and HHOS funding cycles, totaling $1.6.3M annually. Review of proposals Is set for this fall and many of these funds are under strict timeliness rules that could endanger future funding if those requirements are not met, The city hired a highly competent manager in Tenn erecedes. In turn, Senn has hired a full complement of staff and is turning around the challenges that she inherited upon taking the, job (such as the timeliness of executing service provider contracts and conducting the required evaluation of contractors). We need these people, highly technical and well trained, to continue the good work they are doing to get us on the right track with Commerce, HUD and other funding sources, and to imeet our regulatory requirements, otherwise the continued revenue cannot be ensured. The CHHS Board welcomes collaboration with our elected officials and Spokane Unite to make a significant and lasting impact on homelessness in our region,, We appreciate your attention to Our concerns and recommendations and look forward to contributing to the success of this important initiative. Sincerely, Jeri Rathbun Board Chair Community Housing and Human Services Board City of Spokane jrathbun@spol<anecity.org Education -Advocacy -Support -Networiflng-Sharltig a► Resources www.spokanelic.corn Dear Spokane Unite, The Spokane Homeless Coalition (SHC) is a coalition comprised of community stakeholders representing multiple organizations, residents, volunteers, those with lived experiience and service providers who compassionately care in the front lines, facilitating service delivery to those disenfranchised from the system and experiencing houselessness. The SHC is primarily utilized as an educational platform, sparking collaborative conversations around opportunities for advocacy and system support. The SHC collectively, is a proactive network of providers who routinely engage in the sharing of resources around a high -risk Population group. As Spokane Unite develops a Public Development Authority, our hope as the SHC leadership is that you take into consideration the following, recommendations as you develop a PDA which will Impact Our SlIC rnembers, (1300+), The following recommendations include. a An appointed PDA leadership board member Is required to attend SHC meetings, the first Thursday of each month, 0 The designated PDA CEO utilizes the Slit as the primary communication platform for monthly updates as it relates to homelessness and the affiliated system Impacts. 0, SHC representative is designated as having a seat on the stakeholder committee group developed by the PDA, • SHC representative sits on the PDA leadership board as non -voting member for consultative support related to system Impacts, • Relating to PDA awarded RFP applications, organizations awarded are required to utilize SHC as the educational platform to Inform service providers of awarded service and implications on the system, change, o The PDA provides appropriate technology to record SI-IC monthly meetings. Thank you for your consideration, Dr, Robert Lippman, DBH, MSW Spokane Horneless Coalition - Chair robert,liLigman@providelic-e-,-O--rg Fie/Him/His DRAFT ADVANCE AGENDA as of August 30, 2023; 1:00 p.m. Please note this is a work in progress; items are tentative To: Council & Staff From: City Clerk, by direction of City Manager Re: Draft Schedule for Upcoming Council Meetings September 12, 2023, Formal Meeting, 6:00 p.m. [due Tue Sept 5] Proclamation: Constitution Week & National Diaper Need Awareness Week 1. Consent Agenda (claims, payroll, minutes, Motion to set 2024 Budget Hearing for Oct 10) (5 minutes) 2. PUBLIC HEARING #1, 2024 Budget, Revenues & Property Tax — Chelsie Taylor (10 minutes) 3. Motion Consideration: Homeless Housing Task Force — Gloria Mantz (10 minutes) 4. Motion Consideration: Potential Grant Opportunity — Neighborhood Access & Equity -A. Jackson (5 minutes) 5. Admin Report: Zayo Franchise 23-017 - Tony Beattie (10 minutes) 6. Admin Report: Spokane Valley Homeless Action Plan Update — Gloria Mantz, Eric Robison (10 minutes) 7. Admin Report: TPA 5-year plan and Marketing Service Proposal — Lesli Brassfield (10 minutes) 8. Advance Agenda — Mayor Haley (5 minutes) [*estimated meeting: 65 mins] September 19, 2023 Study Session, 6:00 p.m. [due Tue Sept 12] 1. Motion Consideration: TPA 5-year plan and Marketing Service Proposal — Lesli Brassfield (5 minutes) 2. Outside Agency Presentations (1: Social Service Agencies; 2: Eco. Dev Agencies—Chelsie Taylor (-100 minutes) 3. Advance Agenda — Mayor Haley (5 minutes) [*estimated meeting: —110 mins] September 26, 2023 Formal Meeting, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Proposed Ordinance Adoption 2024 Property Taxes — Chelsie Taylor 3. First Reading: Ordinance Zayo Franchise 23-017 - Tony Beattie 4. Motion Consideration: State 2024 Legislative Agenda — Virginia Clough 5. Tourism Strategy Presentation — Mike Basinger, Johnson Consulting 6. City Hall Update — Bill Helbig, Glenn Ritter 7. Admin Report: Advance Agenda — Mayor Haley 8. Info Only: Department Monthly Reports; Fire Dept Monthly Report October 3, 2023 Study Session, 6:00 p.m. Proclamation: Domestic Violence Awareness Month 1. City Manager Presentation, 2024 Preliminary Budget — John Hohman 2. Motion Consideration: Park Camera Update — Erik Lamb 3. Admin Report: District Court Update - Erik Lamb 4. Admin Report: Local Street Program Review — Bill Helbig 5. Advance Agenda Mayor Haley [due Tue Sept 19] (5 minutes) (5 minutes) (10 minutes) (5 minutes) (30 minutes) (10 minutes) (5 minutes) [*estimated meeting: 70 mins] [due Tue Sept 26] (40 minutes) (10 minutes) (20 minutes) (10 minutes) (5 minutes) [*estimated meeting: 85 mins] October 10, 2023, Formal Meeting, 6:00 p.m. [due Tue Oct 3] 1. Consent Agenda (claims, payroll, minutes) (5 minutes) 2. PUBLIC HEARING #2, 2024 Budget — Chelsie Taylor (10 minutes) 3. First Reading Ordinance 23-_ Property Tax Ordinance Chelsie Taylor (10 minutes) 4. Admin Report: Retail Strategies Presentation — S. Nielsen, Brookley Valencia, John Mark Boozer (20 minutes) 5. Admin Report: 2023 Budget Amendment — Chelsie Taylor (10 minutes) 6. Advance Agenda Mayor Haley (5 minutes) October 17, 2023 Studv Session, 6:00 p.m. [due Tue Oct 10] Draft Advance Agenda 8/30/2023 4:30:04 PM Page 1 of 2 1. Advance Agenda — Mayor Haley (5 minutes) Executive Session - Review Performance of a Public Employee (60 minutes) October 24, 2023 Formal Meeting, 6:00 p.m. [due Tue Oct 17] 1. PUBLIC HEARING: 2023 Budget Amendment — Chelsie Taylor (10 minutes) 2. First Reading Ordinance 23-_ Amending 2023 Budget — Chelsie Taylor (10 minutes) 3. Consent Agenda (claims, payroll, minutes) (5 minutes) 4. Second Reading Ordinance 23- Property Tax Ordinance — Chelsie Taylor (10 minutes) 5. First Reading Ordinance 23- Adopting 2024 Budget — Chelsie Taylor (10 minutes) 6. Motion Consideration: Awards to Outside Agencies (Soc Service; Eco. Dev. Agencies)-C.Taylor (15 minutes) 7. Admin Report: Advance Agenda — Mayor Haley (5 minutes) 8. Info Only: Department Monthly Reports; Fire Dept Monthly Report October 31, 2023 Study Session, 6:00 p.m. [due Tue Oct 24] 1. Advance Agenda — Mayor Haley (5 minutes) November 7, 2023 — Election Day —No meeting November 14, 2023 Formal Meeting, 6:00 p.m. [due Tue Nov 7] 1. Advance Agenda — Mayor Haley (5 minutes) 2. Admin Report: LTAC Recommendations to Council — Sarah Farr (10 minutes) November 21, 2023 Studv Session, 6:00 p.m. [due Tue Nov 14] 1. Advance Agenda — Mayor Haley (5 minutes) Executive Session - Review Performance of a Public Employee (60 minutes) November 28, 2023 — No meeting - after Thanksgiving break December 5, 2023 Studv Session, 6:00 p.m. [due Tue Nov 28] 1. Advance Agenda — Mayor Haley (5 minutes) December 12, 2023 Formal Meeting, 6:00 p.m. [due Tue Dec 5] 1. Advance Agenda — Mayor Haley (5 minutes) 2. Motion Consideration: 2024 Lodging Tax Awards — Sarah Farr (20 minutes) Executive Session - Review Performance of a Public Employee (60 minutes) *time for public or council comments not included OTHER PENDING AND/OR UPCOMING ISSUES/MEETINGS: 9-1-1 calls (delays, holding, etc.) Street Scaping, signs, trees, eta.(info) ADU Transportation Benefit District Appleway Trail Amenities Vehicle Wgt Infrastructure Impact Basement space Yellowstone Franchise Agreement Gang Task Force Update Governance Manual LTAC Alt Appts Mirabeau Park Forestry Mgmt. Park Lighting Parking, Junk Vehicles, etc. PFD Presentation Prosecutor Services Protection of Utility Infrastructures SCRAPS SNAP Financial Assistance St. O&M Pavement Preservation Draft Advance Agenda 8/30/2023 4:30:04 PM Page 2 of 2