CITY OF SULTAN COUNCIL MEETING – COMMUNITY CENTER FEBRUARY 11, 2021

REMOTE ATTENDANCE ONLY SEE PAGE 2 FOR INSTRUCTIONS ON HOW TO ATTEND VIA ZOOM IN PERSON LOCATION NOT ALLOWED - (PER GOVERNOR PROCLAMATION 20-28.14 DATED 12/8/2020 AND RUNNING CONCURRENT PER SCR8402 AS PROVIDED FOR IN RCW 43.06.220 UNTIL FURTHER NOTICE)

7:00 PM - CALL TO ORDER - Pledge of Allegiance and Roll Call

CHANGES/ADDITIONS TO THE AGENDA (Requires a motion)

PUBLIC HEARING 1) AB21-02: Comp Plan Amendment School District

COMMENTS FROM THE PUBLIC: Citizens are requested to keep comments to a 3 minute maximum to allow time for everyone to speak.

COUNCILMEMBER COMMENTS

MAYOR COMMENTS

CITY ADMINISTRATOR COMMENTS

STAFF REPORTS – Written Reports Submitted

CONSENT AGENDA: The following items are incorporated into the consent agenda and approved by a single motion of the Council. 1) Vouchers & Payroll thru 1/22/2021 2) 1/28/2021 Council Minutes

ACTION ITEMS: 1)1 AB2 -20: Sultan Comprehensive Plan Analysis 2) AB21-25: Sultan Visioning Project 3) AB21-21: Permit Tracking Software 4) AB21-13: Public Works Equipment Purchase 5) AB20-78: Ordinance 1338-20 Parking Regulations Scribner Error Correction 6) AB21-22: Resolution 21-05 Fuel Use Policy Update 7) AB21-23: Utility Rate Moratorium Extension a. Ordinance 1341-21 Water Rates b. Ordinance 1342-21 Sewer Rates c. Ordinance 1343-21 Stormwater Rates 8) AB20-32: Main Street Sewer Phase 2 Constrution Management Contract 9) AB20-45 Ordinance 1328-20 Development Code Update Scribner Error Correction 10) AB21-18: Records Room Shelving

Adjournment - 10:00 PM or at the conclusion of Council business.

CM 2/11/2021 - Page 1 of 200 WRITTEN PUBLIC COMMENT SHOULD BE EMAILED TO THE CITY CLERK, TAMI PEVEY EMAIL: [email protected]

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CM 2/11/2021 - Page 2 of 200 SULTAN CITY COUNCIL

Agenda Bill No. 21-02

SUBJECT Sultan School District Capital Facilities Plan

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/21 Planning Andy Galuska Andy Galuska Public Hearing #1

Dates Presented: PB 1/05/2021, CM 1/14/2021, (PH) CM 2/4/2021

Attachments: Attachment A: Sultan School District Capital Facilities Plan 2020-2025

REQUESTED ACTION: Close the hearing after public comment and discussion.

DESCRIPTION/BACKGROUND The Sultan School District is requesting that the City of Sultan adopt their newly updated capital facilities plan. The updated plan has new analysis of the capital needs of the school district and provides calculations for the appropriate impact fee to mitigate the impacts of additional growth. This would increase the current school impact fee from $1,501 to $2,966. This plan has already been approved by the school district and adopted by Snohomish County. When adopted this plan would change the impact fee collected by the School District for new residences in the City of Sultan.

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Sultan School District # 311

Capital Facilities Plan

2020-2025

Adopted: ______

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Sultan School District No. 311 Capital Facilities Plan 2020-2025

For Inclusion in the Snohomish County Comprehensive Plan

BOARD OF DIRECTORS Cindy Buoy, Vice-Chair Ed Hussman Kate Roesler Russ Sumpter, Chair Mike Varnell

SUPERINTENDENT Dan Chaplik

For information on the Sultan School District Facilities Plan contact the Superintendent’s Office (360) 793-9800

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Table of Contents

Section 1 INTRODUCTION Purpose of the Capital Facilities Plan ...... 1 Overview of the District ...... 2 District Map ...... 2 Section 2 DEFINITIONS ...... 3 Section 3 DISTRICT STANDARD OF SERVICE Standard/Goals for Elementary School Facilities & Educational Programs ..... 5 District Goals for Secondary School Facilities & Educational Programs ...... 5 District-Wide Educational Programs ...... 6 Use of Portables ...... 7 Reporting of Minimum Level of Service – Table 1 ...... 7 Section 4 CAPITAL FACILITIES INVENTORY Capital Facilities ...... 9 Permanent Classroom Inventory – Table 2 ...... 10 Portable Classroom Inventory – Table 3 ...... 11 Combined Total Classroom Inventory – Table 4 ...... 12 Support Facilities Inventory – Table 5 ...... 13 Additional Land Inventory ...... 13 Section 5 STUDENT ENROLLMENT PROJECTIONS Student Enrollment Projections 2018-2023 ...... 14 OFM, OSPI, and District Enrollment Projections – Table 6 ...... 15 Long Range Enrollment Projections through 2035 – Table 7 ...... 16 Section 6 CAPITAL FACILITIES NEEDS Available Capacity-2019 – Table 8 ...... 17 Available Capacity-2025 – Table 9 ...... 17 Projected Student Capacity – Table 10 ...... 18 Planned Improvements ...... 19 Section 7 FINANCIAL PLAN General Obligation Bonds ...... 20 State School Construction Assistance Program ...... 20 School Impact Fees ...... 20 Six-Year Financial Plan – Table 11 ...... 21 Section 8 IMPACT FEES School Impact Fee Calculation Parameters ...... 22 Methodology and Variables Used ...... 23 Proposed School Impact Fee Schedule – Table 12 ...... 23

APPENDIX – A ...... OFM, OSPI, & District Long Range Enrollment Forecasts

APPENDIX – B ...... Student Generated Rates Consultant Data

APPENDIX – C ...... School Impact Fee Worksheet

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Section 1: Introduction

Purpose of the Capital Facilities Plan The Washington State Growth Management Act (the “GMA”) includes schools in the category of public facilities and services. School districts have adopted capital facilities plans to satisfy the requirements of the GMA and to identify additional school facilities necessary to meet the educational needs of the growing student populations anticipated in their districts.

The Sultan School District (the “District”) has prepared this Capital Facilities Plan (the “CFP”) to provide Snohomish County (the “County”), the City of Sultan (“Sultan”) and the City of Gold Bar (“Gold Bar”) with an overview of projected student enrollment, site capacity, a description of facilities needed to accommodate projected student enrollment, and a schedule and financing program for capital improvements over the next six years (2020-2025).

In accordance with the GMA, adopted County Policy, and adopted school impact fee ordinances of Snohomish County and the cities of Gold Bar and Sultan, the CFP contains the following required elements:

1. Future 6-year enrollment forecasts for each grade span (elementary, middle and high schools). 2. An inventory of existing capital facilities owned by the District showing the locations and capacities of the facilities. 3. A forecast of future needs for capital facilities and school sites. 4. The proposed capacities of expanded or new capital facilities. 5. A six-year plan for financing capital facilities within projected funding capacities, which clearly identifies sources of public money for such purposes. The financing plan separates projects and portions of projects that add capacity from those which do not, since the latter are generally not appropriate for impact fee funding. 6. A calculation of impact fees to be assessed and support data substantiating said fees (if applicable). In developing this CFP, the District followed the following guidelines set forth in Appendix F of the Snohomish County General Policy Plan:  Information was obtained from recognized sources, such as the WA State Office of Superintendent of Public Instruction (OSPI), U.S. Census, or other governmental report. School districts may generate their own data if it is derived through statistically reliable methodologies. Information is to be consistent with the Office of Financial Management (“OFM”) population forecasts and those of Snohomish County.  The CFP complies with Chapter 36.70A RCW (the Growth Management Act) and, where impact fees are to be assessed, Chapter 82.02 RCW.  The calculation methodology for impact fees meets the conditions and tests of Chapter 82.02 RCW. Districts which propose the use of impact fees should identify in future plan updates alternative funding sources in the event that impact fees are not available due to action by the state, county or the cities within their district boundaries.

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 The calculation methodology for impact fees, if proposed by the District, also complies with the criteria and the formulas established by the County and the respective City/Cities.

Snohomish County’s Countywide Planning Policies direct jurisdictions in Snohomish County to “ensure the availability of sufficient land and services for future K-20 school needs.” Policy ED- 11. The District appreciates any opportunity for cooperative planning efforts with its jurisdictions.

Overview of the Sultan School District The Sultan School District has two elementary schools (grades K-5), one middle school (grades 6- 8), one high school (grades 9-12) and an alternative high school program. The District serves a student population of approximately 1,981 (October 1, 2019 adjusted FTE enrollment) in all programs from kindergarten through twelfth grade, includes the cities of Sultan and Gold Bar as well as unincorporated rural areas of Snohomish County, and had an estimated population in 2019 of 14,522 residents (Snohomish County 2035 GMA Population Forecast by School District). The District is located 47 miles northeast of Seattle, Washington nestled in the foothills of the Cascade Mountain range.

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Section 2: Definitions

Appendix F means Appendix F of the Snohomish County Growth Management Act (GMA) Comprehensive Plan, also referred to as the General Policy Plan (GPP). Average Assessed Value means the average assessed value by dwelling unit type of all residential units constructed within the Sultan School District. Board means the Board of Directors of Sultan School District No. 311 (“School Board”). Capital Facilities means school facilities identified in the District’s CFP. Construction Cost Allocation means the maximum cost per square foot of construction that the state will recognize. This amount is established by the legislature in the biennium budget. [Formerly referred to as the “Boeckh Index.”] Development Activity means any residential construction, expansion of a building or structure, or any other change of building, structure or land that creates additional demand and need for school facilities by creating additional dwelling units. This excludes building permits for attached or detached accessory apartments, and remodeling or renovation permits which do not result in additional dwelling units. Development Approval means any written authorization from the County and/or cities of Sultan or Gold Bar that authorizes the commencement of a residential development activity. District means Sultan School District No. 311. District Property Tax Levy Rate means the District’s current capital property tax rate for bonds per thousand dollars of assessed value. Dwelling Unit Type means (1) single-family residences, (2) multi-family one-bedroom apartment or condominium units and (3) multi-family multiple-bedroom apartment, condominium, or duplex/townhome units, all as defined by local ordinance. Estimated Facility Construction Cost means the projected costs of new schools or the actual construction costs of schools of the same grade span recently constructed by the District, including on-site and off-site improvement costs. FTE (Full Time Equivalent) is a means of measuring student enrollment based on the number of hours per day in attendance at District schools. A student is considered one FTE if he/she is enrolled for the equivalent of a full schedule each school day. Sno-Isle Vocational School and college Running Start students are a reduced FTE since they do not attend Sultan High School for a full school day. For purposes of this Capital Facilities Plan, all other grades are considered to contain one FTE per student. Students enrolled in alternative learning experiences (virtual programs) that do not require use of regular school space are counted as an FTE, but not in the “headcount.” Grade Span means a category into which the District groups its grades of students (e.g., elementary, middle or junior high, and high school). Growth Management Act / GMA means the Growth Management Act, Chapter 17, Laws of the State of Washington of 1990, 1st Ex. Sess., as now in existence or as hereafter amended.

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Headcount total number of students enrolled in the District, regardless of their FTE status. The District must plan to accommodate this many students if they all attended school at the same time. Interest Rate means the current interest rate as stated in the Bond Buyer Twenty Bond General Obligation Bond Index. Land Cost Per Acre means the estimated average land acquisition cost per acre (in current dollars) based on recent site acquisition costs, comparisons of comparable site acquisition costs in other districts, or the average assessed value per acre of properties comparable to school sites located within the District. OFM means Washington State Office of Financial Management. OSPI means Washington State Office of the Superintendent of Public Instruction. Permanent Facilities means school facilities of the District with a fixed foundation. Portables means factory-built structures, transportable in one or more sections, that are designed to be used as instructional spaces and are needed to prevent the overbuilding of school facilities, to meet the needs of service areas within the District, or to cover the gap between the time that families move into new residential developments and the date that construction is completed on permanent school facilities. Portable Facilities Cost means the total cost incurred by the District for purchasing and installing portable classrooms. School Impact Fee means a payment of money imposed on residential development as a condition of development approval to pay for school facilities needed to serve new growth and development. The school impact fee does not include a reasonable permit fee, an application fee, the administrative fee for collecting and handling impact fees, or the cost of reviewing independent fee calculations. Standard of Service means the standard adopted by the District which identifies the program year, the class size by grade span and taking into account the requirements of students with special needs, the number of classrooms, the types of facilities the District believes will best serve its student population, and other factors as identified in the District’s Capital Facilities Plan. State Funding Assistance Percentage means the proportion of funds that are provided to the District for specific capital projects from the state’s Common School Construction Fund. Student Factor [Student Generated Rate/SGR] means the number of students of each grade span (elementary, middle/jr. high, high school) that the District determines are typically generated by different dwelling unit types within the District. The District will use a survey or statistically valid methodology to derive the specific student generated rate. Teaching Station means a facility space (classroom) specifically dedicated to implementing the District’s educational program and capable of accommodating at any one time a full class meeting the District’s level of service for the particular grade. Unhoused Students means students projected to be housed in classrooms where class size exceeds standards within the District and, if the District so specifies in the Capital Facilities Plan, students projected to be housed in portable classrooms.

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Section 3: District Standard of Service

Creating a quality educational environment is the first priority of the Sultan School District. School facility and student capacity needs are often dictated by the types and amounts of space required to accommodate the District’s adopted educational program. The educational program standards that typically drive facility space needs include grade configuration, optimum facility size, class size, educational program offerings, classroom utilization and scheduling requirements, and use of portable classroom facilities.

Standard of Service for Elementary School Facilities • Class size for Kindergarten will not exceed an average of 17 students per classroom. • Class size for 1-3 will not exceed an average of 17 students per classroom. • Class size for grades 4-5 will not exceed an average of 25 students per classroom.

District Goals for Elementary School Educational Programs • Educational programs will be provided in a single shift each day. The facility will be available after normal hours for extended learning opportunities and community use. • Educational programs will be provided on the traditional school year schedule. • Special education for students may be provided in regular classes when inclusion is possible and in resource rooms or self-contained classrooms when this is the most appropriate option available for some students. • As a result of scheduling conflicts for student programs, the need for specialized rooms for certain programs, and the need for teachers to have a workspace during planning periods, it is not possible to achieve 100% utilization of all regular teaching stations throughout the day. We have targeted a utilization rate of 90% for grades K-5. Therefore, classroom capacity should be adjusted to reflect the use of one period per day for the aforementioned needs. • All students will be provided music and physical education in a separate classroom. • All students will be housed in permanent facilities. • Optimum design capacity for new elementary schools is 400 students. However, actual capacity of an individual school may vary depending on the educational program offered. Standard of Service for Secondary School Facilities • Class size for grades 6-8 will not exceed an average of 25 students per classroom (except PE and Music). • Class size for grades 9-12 will not exceed an average of 25 students per classroom (except PE and Music). District Goals for Secondary School Educational Programs • Educational programs will be provided in a single shift each school day. The facility will be available after normal hours for extra-curricular activities and for extended learning opportunities and community use.

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• Educational programs will be provided on a traditional school year schedule. • As a result of scheduling conflicts for student programs, the need for specialized rooms for certain programs, and the need for teachers to have a workspace during planning periods, it is not possible to achieve 100% utilization of all regular teaching stations throughout the day. We have targeted a utilization rate of 81% for grades 6-12. Therefore, classroom capacity should be adjusted to reflect the use of one period per day for the aforementioned needs. • Special education for students may be provided in regular classes when inclusion is possible, in resource rooms (pullout model), or in self-contained classrooms when this is the most appropriate option available for some students. • All students will be housed in permanent facilities. • Optimum design capacity for a new middle school is 540 students and for a new high school 700 students. However, actual capacity of an individual school may vary depending on the educational program(s) offered. • Identified students will also be provided other nontraditional educational opportunities in classrooms designated as follows:  Vocational/Agricultural Classrooms (i.e., business, wood shop, wood technology, mechanics, metals, and greenhouse plants)  Program Specific Classrooms (i.e., music, art, physical education, computer labs, science labs, and business)

District-wide Educational Programs Special programs offered by the District at specific school sites include:  Special Educational Classes for Birth-Three  Preschool for Special Needs Students  Special Education Classes for K-12  Extended Day Kindergarten  Speech and Language Therapy  Occupational Therapy  Physical Therapy  School Psychology  Drug and Alcohol Intervention  Title I / Learning Assistance Programs (LAP)  Includes Read Naturally Curriculum  Title III / Limited English Proficient (LEP)  Bilingual Education for English Language Learners (ELL)  Technology Education for Grades K-12  Advancement Via Individual Determination (AVID)  Science Technology Engineering & Math (STEM)  Includes Project Lead the Way Curriculum  Summer School / Extended School Year (ESY)  Sno-Isle Vocational Skills Center (Cooperative School) for Grades 10-12  Community College Running Start for Grades 11-12

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 Vocational and Career Education Onsite for Grades 9-12  Alternative Program for Grades 9-12

These special or nontraditional educational programs can have a significant impact on the available student capacity of school facilities. In addition to factors that affect the amount of space required, government mandates and community expectations may affect how classroom space is utilized.

District educational program standards will undoubtedly change in the future as a result of changes in the program year, special programs, class sizes, grade span configurations, and use of new technology, as well as other physical aspects of the school facilities. The school capacity inventory will be reviewed periodically and adjusted as accommodations are made to facilitate the demands brought about by modifications to the educational program standards. These changes will also be reflected in future updates of this Capital Facilities Plan.

Use of Portables Because of fluctuations in student population as a result of growth from new development and changing age demographics in different parts of the District, portables are used on a temporary basis in most locations. Portables will not be added if the quality of education at the facility is deemed by the District to be compromised by either total school size, or impact upon core facilities such as lunch room/food services, restrooms, library space, hallways, or a severe reduction in playground area or parking area, etc. Portables are not intended to be a long-term capacity solution. The District regularly assesses the condition of its portables for continued educational program use.

Minimum Level of Service (MLOS) The District will evaluate student housing levels based on the District as a whole system and not on a school by school or site by site basis. This may result in portable classrooms being used as interim housing, attendance boundary changes or other program changes to balance student housing across the system as a whole. A boundary change or a significant programmatic change would be made by the Board of Directors following appropriate public review and comment.

The District’s minimum level of service is as follows: on average, K-5 classrooms have no more than 28 students per classroom, 6-8 classrooms have no more than 30 students per classroom, and 9-12 classrooms have no more than 32 students per classroom. The District has set minimum educational service standards based on several criteria. Exceeding these minimum standards will trigger significant changes in program delivery. Minimum standards have not been met if, on average using current FTE figures: K-5 classrooms have more than 28 students per classroom, 6- 8 classrooms have more than 30 students per classroom, or 9-12 classrooms more than 32 students per classroom. For purposes of this determination, the term “classroom” does not include special education classrooms or special program classrooms (i.e. computer labs, art rooms, chorus and band rooms, spaces used for physical education and other special program areas). Furthermore, the term “classroom” does not apply to special programs or activities that may occur in a regular classroom. The minimum educational service standards are not District’s desired or accepted operating standard.

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For the school years of 2017-18 and 2018-19, the District’s compliance with the minimum educational service standards was as follows:

Table 1 Minimum Level of Service 2017-18 School Year LOS Standard MINIMUM REPORTED MINIMUM REPORTED MINIMUM REPORTED LOS# LOS LOS LOS LOS LOS Elementary Elementary Middle Middle High High 28 23.92 30 26.88 32 20.85

* The District determines the reported service level by adding the reported average of FTE students at each grade level and dividing that number by the number of general education teaching stations (including portables).

2018-19 School Year LOS Standard MINIMUM REPORTED MINIMUM REPORTED MINIMUM REPORTED LOS# LOS LOS LOS LOS LOS Elementary Elementary Middle Middle High High 28 23.21 30 27.53 32 20.19

* The District determines the reported service level by adding the reported average of FTE students at each grade level and dividing that number by the number of general education teaching stations (including portables).

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Section 4: Capital Facilities Inventory

CAPITAL FACILITIES Under the GMA, public entities are required to inventory capital facilities used to serve existing development. The purpose of the facilities inventory is to establish a baseline for determining what facilities will be required to accommodate future demand (student enrollment) at acceptable or established levels of service. This section provides an inventory of capital facilities owned and operated by the Sultan School District including schools, portables, unimproved land and support facilities. Leased facilities are also identified. School facility capacity was inventoried based on the space required to accommodate the District’s adopted educational program standards (see Section 3). Permanent Classrooms The District operates two elementary schools, one middle school, one high school, and an alternative high school for grades 9-12. Currently the elementary schools serve grades PreK-5, the middle school serves grades 6-8 and the high school serves grades 9-12. School capacity was determined based on the number of classrooms used as general education teaching stations at each school and the District’s adopted standard of service. It is this capacity calculation that is used to establish the District’s baseline capacity and to determine future capacity needs based on projected student enrollment. The school permanent capacity inventory is summarized in Table 2. Teaching stations that are not available for regular classroom capacity are used as conference room space, computer STEM labs, special education programs, occupational therapy rooms, behavior modification rooms, and special needs pre-school classrooms. Portable Classrooms Portable classrooms are used as interim classroom space to house students until funding can be secured to construct permanent classrooms. The Sultan School District currently owns 42 portable classrooms throughout the District to provide additional interim classroom capacity in addition to housing programs to address diverse students (see Table 3). Of the 42 portables listed in inventory, 19 are used as general education classrooms. The other 23 are used for programmatic offerings such as the alternative high school program, computer labs, STEM labs, Title I, Occupational Therapy, Special Education, preschool, and PTA.

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Table 2 Permanent Classroom Capacity Inventory

Site Size Bldg Area Total Teaching Student Elementary School (Acres) (Square Feet) Teaching Stations Classroom Stations General Capacity Education Sultan Elementary 9.00 52,661 sf 25 22 431 501 Date Ave, Sultan Gold Bar Elementary 10.22 33,723 sf 14 13 255 419 Lewis Ave, Gold Bar TOTAL K-5 19.22 86,384 sf 39 35 686

Site Size Bldg Area Total Teaching Student Middle School (Acres) (Square Feet) Teaching Stations Classroom Stations General Capacity Education Sultan Middle School 9.4 66,912 sf 20 16 480 301 High Ave, Sultan TOTAL 6-8 9.4 66,912 sf 20 16 480

Site Size Bldg Area Total Teaching Student High School (Acres) (Square Feet) Teaching Stations Classroom Stations General Capacity Education Sultan High School 35.0 71,876 sf 18 14 448 13715 310th Ave SE, Sultan TOTAL 9-12 35.0 71,876 sf 18 14 448

GRAND TOTAL 225,172 sf 77 65 1,614

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Table 3 Portable Classroom Capacity Inventory

Teaching Total Student Bldg Area Stations Elementary School Teaching Classroom (Square Feet) General Stations Capacity Education Sultan Elementary 10,776 sf 12 5 98 Gold Bar Elementary 10,768 sf 10 4 78 TOTAL 21,544 sf 22 9 176

Teaching Total Student Bldg Area Stations Middle School Teaching Classroom (Square Feet) General Stations Capacity Education Sultan Middle School 3,592 sf 5 2 60 TOTAL 3,592 sf 5 2 60

Teaching Total Student Bldg Area Stations High School Teaching Classroom (Square Feet) General Stations Capacity Education Sultan High School 13,476 sf 13 8 200 TOTAL 13,476 sf 13 8 200

Teaching Total Student Bldg Area Stations Alternative Program Teaching Classroom (Square Feet) General Stations Capacity Education Sky Valley Option High 1,792 sf 2 0 0 School TOTAL 1,792 sf 2 0 0

GRAND TOTAL 40,404 sf 42 19 436

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Table 4 Classroom Capacity – Permanent and Temporary Inventory Combined Total

Permanent/ Teaching Total Total Temporary Stations Maximum Elementary School Teaching (Square Feet) General Student Stations Education Capacity Sultan Elementary 63,437 sf 37 27 529 Gold Bar Elementary 44,491 sf 24 17 333 TOTAL K-5 107,928 sf 61 44 862

Permanent/ Teaching Total Total Temporary Stations Maximum Middle School Teaching (Square Feet) General Student Stations Education Capacity Sultan Middle School 70,504 sf 25 18 540 TOTAL 6-8 70,504 sf 25 18 540

Permanent/ Teaching Total Total Temporary Stations Maximum High School Teaching (Square Feet) General Student Stations Education Capacity Sultan High School 85,352 sf 31 22 648 TOTAL 9-12 85,352 sf 31 22 648

Permanent/ Teaching Total Student Temporary Stations Alternative Program Teaching Classroom (Square Feet) General Stations Capacity Education Columbia Virtual 1,792 2 0 0 Academy TOTAL 1,792 2 0 0

GRAND TOTAL 265,576 sf 119 84 2,050

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Support Facilities In addition to schools, the District owns and operates additional facilities that provide operational support functions to the schools. An inventory of these facilities is provided in Table 4.

Table 5 Support Facility Inventory

Building Area Facility (Square Feet) Administration 3,149 Bus Barn 7,200 TOTAL 10,349

Additional Land Inventory The District recently sold a 40 acre undeveloped parcel on Reiter Road in Gold Bar, WA. The property was originally purchased for the construction of a new middle school, but was later determined to not be an ideal location to serve our student population. The District has purchased two new properties. One property, of 2.5 acres, is next to the High School and planned for potential expansion of that school, and the other, a 9.787 acre site, is at the south eastern edge of the City and planned for a future transportation co-op.

The District is actively looking for future school sites and has given consideration to the Rice Road area on the east side of Sultan, as well as the Woods Lake Road area just west of Sultan, off of Old Owen Road. Additional thought has been given to grade span reconfigurations and schools that are area specific to address the long term needs of the District. No decisions have been made at this time for land acquisition or conceptual drawings.

Leased Property/Facilities The District is leasing the property formerly known as the “Start Up Gym” to the Sky Valley Arts Council. The property is identified by Parcel No. 27080400200100 and contains approximately 8.74 acres.

The District does not lease from any third party any facilities for District administration or facility use.

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Section 5: Student Enrollment Projections

Student Enrollment Projections 2020 - 2025 Enrollment projections are the most accurate for the initial years of the forecast period. Moving further into the future, more assumptions about economic conditions and demographic trends in the area affect the projection. Any plans for new facilities can be delayed if enrollment projections and the economy indicate a downturn. It is much more difficult, however, to initiate new projects or speed projects up in the event enrollment growth exceeds the projections. The District plans to monitor closely actual enrollment and, if necessary, make appropriate adjustments in future Plan updates. For purposes of this update, the District reviewed three methods of projections:

1. The Office of Financial Management (OFM) “ratio method” is based upon Snohomish County population estimates for people residing within the Sultan School District Service Area (both within the corporate City limits of Sultan and Gold Bar as well as unincorporated parts of Snohomish County) compared to current Actual student enrollment. Between 2014 and 2019, the District’s enrollment averaged approximately 13.81% of the total population in the Sultan School District service area. Assuming that the District’s headcount enrollment will continue to increase in direct proportion with the Sultan School District service area population, a total enrollment of 2,151 students is projected for 2025. This is an increase of 170 students from actual 2019 enrollment, or an 8.58% increase. Using the OFM methodology, student enrollment is anticipated at 2,392 by 2035 when the Population Forecast of 17,322 residents in the Sultan School District Service Area is expected. 2. The Office of Superintendent of Public Instruction (OSPI) projections are based upon a “cohort” survival method which uses the “official” student count day of October 1st each year to establish historical enrollment data from the previous 5 years to create an average to forecast forward the number of students who will be attending school in the following years, also known as a Linear Projection. The cohort survival method is considered conservative given that it doesn’t account fully for in-migration due to growth. The cohort survival method uses a headcount analysis and includes students enrolled in non-brick and mortar programs in the District (such as the virtual academy and Running Start). Based on the OSPI “cohort” methodology, the District’s enrollment will increase in 2025 to 2,163 students, an increase of 9.2% over 2019 headcount enrollment. See Appendix A – page 1. 3. The District has developed its own methodology for forecasting future enrollments. This methodology, a modified cohort survival method, considers historic enrollment trends in the District and known data regarding local housing circumstances. In particular, the District is aware of approximately 200 new homes coming on line by the end of 2020 and an additional 631 homes in the permit pipeline expected by the end of 2022. The District’s enrollment projections start with actual 2019 enrollment and uses a monthly average to produce an annual enrollment number. The District uses this average to project forward in forecasting for budget purposes and to ensure adequate staffing levels to meet enrollment projections. The District’s methodology uses a full- time equivalent analysis instead of headcount to more accurately reflect the actual number of students in school buildings at a given time. In addition, the District’s methodology adjusts for the elimination of the enrollment in the virtual academy 14 | Page Sultan School District 2020- 2025 Capital Facilities Plan PH-1/AB21-02 CM 2/11/2021 - Page 20 of 200 Page 18 of 36 ATTACHMENT A

following the 2018 school year. Based upon the District’s methodology, the District’s enrollment will increase by a total of 381 students by 2025, an increase of 19.23% from 2019 enrollment level. See Appendix A – page 2.

OFM, OSPI, and the District’s enrollment projections are reflected in Table 6.

Table 6 Enrollment Projections Projected Percent Change Change

Method 2019^ 2020 2021 2022 2023 2024 2025 2019-2025 2019-2025 OFM 1,981 2,009 2,037 2,065 2,093 2,121 2,151 170 8.58% OSPI 1,981 2,022 2,048 2,092 2,109 2,153 2,163 182 9.20% District 1,981 1,950 2,030 2,282 2,302 2,332 2,362 381 19.23%

14,522 15,572 1,050 7.23% Population Projections

^October 1, 2017 actual enrolment.

The Sultan School District has chosen to follow the District’s methodology during this planning period because that methodology more accurately reflects the anticipated growth based on historic patterns and expected new development based on updated information. The District intends to monitor enrollment data and make annual adjustments as needed. The District will revisit the enrollment methodology in future updates to the CFP.

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Enrollment Projections - 2035 Student enrollment projections beyond 2025 are highly speculative. Using OFM/County data as a base, the District projects a 2035 student FTE population of 2,392. This is based on the OFM/County data and the District’s corresponding 2019 enrollment figures. The total enrollment estimate was broken down by grade span to evaluate long-term needs for capital facilities. The grade span breakdown assumes that the proportion of students in each grade band will remain constant.

Projected enrollment by grade span for the year 2035 is provided in Table 7. Again, these estimates are highly speculative and are used only for general planning purposes.

Table 7 OFM Enrollment Projections from 2017 to 2035

Grade Span Actual Enrollment – Projected Enrollment 2035* October 2019 Elementary (K-5) 894 1,080 Middle School (6-8) 492 594 High School (9-12) 595 718 TOTAL (K-12) 1,981 2,392

Note: Snohomish County Planning and Development Service provided the underlying data for the 2035 projections.

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Section 6: Capital Facility Needs

The projected available student capacity was determined by subtracting permanent capacity from actual 2019 enrollment and projected 2025 enrollment. Importantly, existing and planned portable capacity, which is a capacity solution, is not included in this analysis. Capacity needs are expressed in terms of “unhoused students.”

Table 8 Unhoused Students – Based on October 2019 Enrollment

Grade Span Permanent Enrollment Available Unhoused Capacity Capacity* Students Elementary Level (K-5) 686 894 0 208 Middle Level (6-8) 480 492 0 12 High School Level (9-12) 448 595 0 147 TOTALS 1,614 1,981 0 367 *Permanent capacity only

Assuming no new capacity additions during the six year period, Table 9 identifies the additional permanent classroom capacity that will be needed in 2025, the end of the six year forecast period: Table 9 Unhoused Students – Based on Projected October 2025 Enrollment

Grade Span Permanent Enrollment Available Unhoused %age of Capacity (FTE) Capacity* Students Unhoused Students 2019-2025 Elementary Level (K-5) 686 1,118 0 432 51.9% Middle Level (6-8) 480 582 0 102 88.2% High School Level (9-12) 448 662 0 214 31.3% TOTALS 1,614 2,362 0 748 50.9% *Permanent capacity only

Table 9 demonstrates that projected growth through 2025 will impact the District’s facilities at all three grade levels.

Importantly, Table 9 does not include portable classroom additions or adjustments that could be made to meet capacity needs. For example, the portable classrooms currently located at the elementary school level could be used to serve middle school capacity needs.

Projected permanent capacity needs are depicted in Table 10. They are derived by applying the District’s projected number of students to the projected capacity. Planned improvements by the District through 2025 are included in Table 10 and more fully described in Table 11.

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Table 10 Projected Student Capacity – 2019 through 2025

Elementary School -- Surplus/Deficiency 2019* 2020 2021 2022 2023 2024 2025 Existing Capacity 686 686 686 686 686 686 886 Added Permanent Capacity 0 0 0 0 0 200** 700+ Enrollment 894 927 964 1,080 1,090 1,104 1,118 Permanent Facilities (208) (241) (278) (394) (404) (218) 468 Surplus/(Deficiency)^ * Actual Oct. 2019 FTE enrollment ** Classroom addition at Sultan Elementary School (100) and Gold Bar Elementary (100) + New Elementary School (700) ^Does not include capacity solutions with current and planned portable classrooms

Middle School Level -- Surplus/Deficiency 2019* 2020 2021 2022 2023 2024 2025 Existing Capacity 480 480 480 480 480 570 570 Added Permanent Capacity 0 0 0 0 90** 0 0 Enrollment 492 487 506 564 568 575 582 Permanent Facilities (12) (7) (26) (84) 2 (5) (12) Surplus/(Deficiency)^ * Actual Oct. 2019 FTE enrollment ** Classroom addition at Sultan Middle School ^ Does not include capacity solutions with in current portable classrooms

High School Level -- Surplus/Deficiency 2019* 2020 2021 2022 2023 2024 2025 Existing Capacity 448 448 448 448 448 704 704 Added Permanent Capacity 0 0 0 0 256** 0 0 Enrollment 595 536 560 637 644 653 662 Permanent Facilities (147) (88) (112) (189) 60 51 42 Surplus/(Deficiency)^ * Actual Oct. 2019 FTE enrollment ** Classroom addition at Sultan High School ^ Does not include capacity solutions with current and planned portable classrooms

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Planned Improvements Table 10 indicates that the District will need additional capacity at all grade levels to serve projected student enrollment. The District’s Board of Directors adopted a resolution in November 2015 to place a bond measure on the February 2016 ballot. That measure, if approved, would have funded modernization and capacity expansion projects at all four district schools. The February 2016 bond measure did not receive the required 60% approval. The Board is considering review of a future resolution for projects similar to those presented in the February 2016 proposal. Future updates to this CFP will include updated information regarding any adopted bond resolution.

Projects Adding Permanent Capacity (subject to funding): • a 100 seat expansion at Sultan Elementary School; • a 100 seat expansion at Gold Bar Elementary School; • a 90 seat expansion at Sultan Middle School; • a 256 seat expansion at Sultan High School; and • a new 700 student elementary school.

Non-Capacity Adding Projects (subject to funding): • Modernization and improvements at all four campuses; and • School athletic facilities improvements.

In the event that planned construction projects do not fully address space needs for student growth and a reduction in interim student housing, the Board could consider various courses of action, including, but not limited to: • Alternative scheduling options; • Changes in instructional model; • Grade configuration changes; • Increased class sizes; or • Modified school calendar.

Funding for planned improvements is typically secured from a number of sources including voter approved bonds, State School Construction Assistance funds, and impact fees. The potential funding sources are discussed below.

Interim Classroom Facilities (Portables) During the six years of this planning period, the District may purchase or lease portable classrooms and/or relocate portables if necessary to address growth needs. It remains a District goal to house all students in permanent facilities.

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Section 7: Financial Plan

Funding of school facilities is typically secured from a number of sources including voter approved bonds, capital levies, State School Construction Assistance funds, and School Impact Fees. Each of these sources is discussed in greater detail below.

General Obligation Bonds Bonds are typically used to fund construction of new schools and other capital improvement projects. A 60% voter approval is required to pass a bond. Bonds are then retired through collection of property taxes. General Obligation Bonds or Special Levies would be the primary source of funding for any future capital improvement projects.

State School Construction Assistance Program State School Construction Assistance Program funds come from the Common School Construction Fund. The State deposits revenue from the sale of renewable resources from State school lands set aside by the Enabling Act of 1889 into the Common School Account. If these sources are insufficient to meet needs, the Legislature can appropriate General Obligation Bond funds or the Superintendent of Public Instruction can prioritize projects for funding. School districts may qualify for State School Construction Assistance Program funds for specific capital projects based on a prioritization system. The District anticipates that it will receive SCAP funds for the Sultan High school and Gold Bar Elementary School projects that are included in this CFP. The District is eligible for State School Construction Assistance funds for certain projects at the 62.74% funding percentage level.

School Impact Fees Impact fees have been adopted by a number of jurisdictions as a means of supplementing traditional funding sources for construction of public facilities needed to accommodate new development. School impact fees are generally collected by the permitting agency at the time building permits are issued. Following a decline in enrollment in 2010, the District did not request school impact fees for several years. With recent and projected continued enrollment increases, as well as capacity planning to address these enrollment needs, the District began requesting school impact fees in 2016 and continues to do so in this Capital Facilities Plan.

Six-Year Financial Plan The Six-Year Financial Plan shown in Table 11 is a summary of the expected budget that supports the projects in this Capital Facilities Plan. The financing components include possible funding from capital bonds and levies, school impact fees, and State Construction Assistance Funds (dependent upon qualifying, level of funding and availability of funds). Projects and portions of projects which remedy existing deficiencies are not appropriate for impact fee funding. Thus, impact fees will not be used to finance projects or portions of projects which do not add capacity or which remedy existing deficiencies.

The District expects that, as project and bond planning proceeds, the estimated project costs in Table 11 are likely to increase. Thus, the project cost estimates in this CFP should be viewed conservatively. Future updates to this CFP will include updated cost estimates.

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Table 11 Finance Plan 2020-2025

Improvements Adding Permanent Capacity (Costs in Millions) Total Bonds/ State Impact Project 2020 2021 2022 2023 2024 2025 Cost Levy Funds Fees Elementary School Sultan Elementary $4.401 $4.401 X X Addition

Gold Bar Elementary $7.735 $7.735 X X X Addition

New Elementary $20.000 $5.000 $25.000 X X (estimated future costs*)

Site Acquisition (New Elementary) TBD X X

Middle School Sultan Middle Addition $1.396 $1.000 $2.396 X X

High School Sultan High Addition $9.793 $3.000 $12.793 X X X

K-12 Portables TBD X

Improvements Not Adding Permanent Capacity (Costs in Millions) Total Bonds/ State Impact Project 2020 2021 2022 2023 2024 2025 Cost Levy Funds Fees Elementary School Sultan Elementary $3.601 $3.601 X Modernization

Gold Bar Elementary $12.099 $12.099 X X Modernization

Middle School Sultan Middle Modernization $6.583 $3.000 $9.583 X

High School Sultan High Modernization $34.537 $20.000 $54.537 X X

Total Permanent Improvements (Costs in Millions) Total Bonds/ State Impact 2020 2021 2022 2023 2024 2025 Cost Levy Funds Fees TOTAL $52.309 $74.836 $5.0 $132.145 X X X

*Estimated facility cost only; future site needed but land costs unknown at this time. Future updates to the CFP will include identified costs.

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Section 8: Impact Fees

Impact Fee Calculation Parameters The GMA authorizes jurisdictions to collect impact fees to supplement funding of additional public facilities needed to accommodate new development. Impact fees cannot be used for the operation, maintenance, repair, alteration, or replacement of existing capital facilities used to meet existing service demands. Fees also cannot be used to make up for capacity deficiencies existing on the date of Plan adoption. Fees may only be assessed in relation to the new capacity needs created by new development.

The Snohomish County General Policy Plan (GPP) which implements the GMA, sets certain conditions for districts wishing to assess impact fees.

The District must provide support data including:

(a) An explanation of the calculation methodology, including description of key variables and their computation; and (b) Definitions and sources of data for all inputs into the fee calculation.

Such data must be accurate, reliable and statistically valid;

Data must accurately reflect projected costs in the 6-year financing program;

Data in the proposed impact fee schedule must reflect expected student generation rates from the following residential unit types:

1. Single-family 2. Multi-family/ 2 or more bedrooms 3. Multi-family/studio or 1-bedroom;

In November 1997, Snohomish County substantially modified Title 26C to convert it into an impact fee program meeting new requirements of the GMA and changes to RCW 82.02, the State law authorizing impact fees. On February 1, 2003, Snohomish County adopted a revision of Title 26C, thus replacing it with Chapter 30.66C, as defined by the Uniform Development Code. The cities of Sultan and Gold Bar have adopted school impact fee ordinances consistent with the Snohomish County school impact fee ordinance.

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Methodology and Variables Used to Calculate School Impact Fees Impact fees are calculated utilizing the formula in the Snohomish County school impact fee ordinance. The resulting figures are based on the District’s cost per dwelling unit to purchase land for school sites, make site improvements, construct schools, and purchase/install relocatable facilities that add interim capacity needed to serve new development. A student factor (or student generation rate) is used to identify the average cost per dwelling unit by measuring the average number of students generated by each housing type (single-family dwellings and multi-family dwellings of one bedroom and two bedrooms or more). A description of the student methodology is contained in Appendix B. As required under the GMA, credits are applied in the formula to account for State School Construction Assistance funds to be reimbursed to the District and projected future property taxes to be paid by the dwelling unit. The costs of projects that do not add capacity are not included in the impact fee calculations. Furthermore, because the impact fee formula calculates a “cost per dwelling unit,” an identical fee is generated regardless of whether the total new capacity project costs are used in the calculation or whether the District uses only the percentage of the total new capacity project costs allocated to the Districts growth-related needs, as demonstrated in Table 9. For purposes of this Plan, the District has chosen to use the full project costs in the fee formula. Furthermore, impact fees will not be used to address existing deficiencies. See Table 11 for a complete identification of funding sources.

The following projects are included in the impact fee calculation:

• 100 student capacity additions at both Sultan and Gold Bar Elementary Schools; • A new 700 student elementary school; • 90 student capacity addition at Sultan Middle School; and • 256 student capacity addition at Sultan High School.

Please see Table 11 for relevant cost data related to each capacity project.

Table 12 School Impact Fees

Housing Type Impact Fee Per Unit Single Family Residential $2,966 (detached) Multi-Family (2+ bdrms) $2,685

Multi-Family (studio or 1 bdrm) $0

*Table 10 reflects a 50% adjustment to the calculated fee as required by local ordinances.

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APPENDIX A

Sultan School District PH-1/AB21-02 CM 2/11/20212020 -- 2025Page 30 Capital of 200 Facilities PagePlan 28 of 36 ATTACHMENT A

Sultan School District PH-1/AB21-02 2020- 2025CM 2/11/2021Capital - PageFacilities 31 of 200 Plan Page 29 of 36

ATTACHMENT A

Sultan School District PH-1/AB21-02 2020- 2025CM 2/11/2021Capital - PageFacilities 32 of 200 Plan Page 30 of 36 ATTACHMENT A

APPENDIX B

Sultan School District PH-1/AB21-02 CM 2/11/20212020 -- 2025Page 33 Capital of 200 Facilities PagePlan 31 of 36 ATTACHMENT A

Sultan School District PH-1/AB21-02 CM 2/11/20212020 -- 2025Page 34 Capital of 200 Facilities PagePlan 32 of 36 ATTACHMENT A

Sultan School District PH-1/AB21-02 CM 2/11/20212020 -- 2025Page 35 Capital of 200 Facilities PagePlan 33 of 36 ATTACHMENT A

Multi-Family 2+ BR Rates: As noted above, the District does not have a reliable data set for purposes of calculating student generation rates for Multi-Family 2+ bedroom units. Consistent with the methodology used in the 2016, 2017, and 2018 Sultan School District Capital Facilities Plans, the District has calculated Multi-Family 2+ BR student generation rates using the countywide average of the corresponding rates published in the 2018 capital facilities plans (the last County-adopted set of plans) of the other school districts in Snohomish County. The District compared these averages with the averaged based on the 2016 adopted capital facilities plans. These averages reflect recent development trends in Snohomish County which will likely influence any multi-family construction that occurs in the District in the near term. Additionally, King County has recognized countywide averages as a reasonable approach to calculating student generation rates when there is a lack of sufficient development data. See KCC 21A.06.1260.

The District is choosing to continue to apply the 2016 calculated average, which is lower at each grand band than the 2018 calculated average, as a conservative estimate of student generation from new Multi-Family 2+ bedroom units within the Sultan School District.

The resulting average student generation rates are as follows:

Multi-Family 2+ BR Rates K-5 6-8 9-12 0.142 0.064 0.073

Student generation rates were not calculated for multi-family dwelling units with one bedroom or less as current data is insufficient for purposes of calculating a countywide average in Snohomish County.

Sultan School District PH-1/AB21-02 CM 2/11/20212020 -- 2025Page 36 Capital of 200 Facilities PagePlan 34 of 36 ATTACHMENT A

APPENDIX C

Sultan School District PH-1/AB21-02 CM 2/11/20212020 -- 2025Page 37 Capital of 200 Facilities PagePlan 35 of 36 ATTACHMENT A

Sultan School District PH-1/AB21-02 CM 2/11/20212020 -- 2025Page 38 Capital of 200 Facilities PagePlan 36 of 36 SULTAN CITY COUNCIL

Consent Agenda No. 1

DATE: DEPT: CONTACT: PRESENTER: ITEM:

02/11/2021 Finance Laura Koenig None Consent 1

Dates Presented: CM 02/11/2021 Attachments: A. Voucher Approval – Signature form B. Accounts Payable

REQUESTED ACTION: Voucher approval on the consent agenda

DESCRIPTION/BACKGROUND Attached are 2021 vouchers for approval in the amount of $509,863.11 and payroll through January 22, 2021 in the amount of $101,440.05 to be drawn and paid on the proper accounts.

FISCAL IMPACTS $520,007.16

EXPENDITURE AMOUNT: $520,007.16 AMOUNT BUDGETED: 520,007.16 BUDGET MODIFICATION REQUIRED: YES OR NO

C-1 Page 1 of 3 CM 2/11/2021 - Page 39 of 200 ATTACHMENT A City of Sultan Voucher Approval February 11, 2021

I, the undersigned, do hereby certify under penalty of perjury, that the materials have been furnished, the services rendered, or the labor performed as described hereon, and that the claim is just, due and an unpaid obligation against the City of Sultan, and that I am authorized to authenticate and certify to said claim.

Laura J. Koenig, Finance Director We, the undersigned City Council of Sultan Washington, do hereby certify that the merchandise or services hereinafter specified have been received and the claims are approved for payment in the following amounts: Payroll Check #38737,38742-45 $ 3,580.86 Direct Deposit – PR 2/CM Jan $ 51,009.87 Benefits Check #3874-741 $ 27.418.61 Tax Deposit – PR 2/CM Jan $ 19,430.71 Accounts Payable Checks #38746-790 $ 76,390.61 ACH Transactions – DOR $ Bond Payments – Feb/May $ 433,472.50 Manual Checks $ 0 Bank Fees $ 0

TOTAL $ 520,007.16

Bob McCarty, Councilmember Stephanie Aldrich, Councilmember

Rocky Walker, Councilmember Calei Vaughn, Councilmember

______Joe Neigel, Councilmember Christina Sivewright, Councilmember

Jeffrey Beeler, Councilmember

C-1 Page 2 of 3

CM 2/11/2021 - Page 40 of 200 Accounts Payable Check Register Totals Only

Check Date Vendor Name Amount

38746 2/2/2021 USPS 804.08 38747 02/11/2021 Advocate Telecom 178.76 38748 02/11/2021 AG Supply Co 823.34 38749 02/11/2021 AM Test 250.00 38750 02/11/2021 Aramark Uniform Services - AUS We 142.44 38751 02/11/2021 Automatic Wilbert Vault Co. - Puget S 2,120.05 38752 02/11/2021 Cities Insurance Association of Washi 92.07 38753 02/11/2021 Civic Plus 5,342.90 38754 02/11/2021 Comcast 252.48 38755 02/11/2021 Comcast 385.47 38756 02/11/2021 Comcast 318.40 38757 02/11/2021 Comcast 426.53 38758 02/11/2021 Crystal Springs 34.22 38759 02/11/2021 Department of Enterprise Services 345.00 38760 02/11/2021 Department of Health 2,686.50 38761 02/11/2021 DocuSign Inc Lockbox 3,521.00 38762 02/11/2021 Fire Protection Inc. 1,019.23 38763 02/11/2021 General Pacific 2,445.96 38764 02/11/2021 Green Dot Concrete 817.50 38765 02/11/2021 Heilman Consulting LLC 6,563.41 38766 02/11/2021 Honey Bucket 125.50 38767 02/11/2021 Industrial Software 1,169.63 38768 02/11/2021 Ink Nutz 205.30 38769 02/11/2021 International Institute of Municipal Cl 140.00 38770 02/11/2021 Johnson & Son Tire 982.54 38771 02/11/2021 Kenyon Disend 3,332.00 38772 02/11/2021 Lakeside Industries 558.62 38773 02/11/2021 Maid 2 Shine Cleaning Services LLC 1,200.00 38774 02/11/2021 Monroe Parts House 717.75 38775 02/11/2021 Office Depot 564.97 38776 02/11/2021 PUD 8,177.80 38777 02/11/2021 Snohomish County 911 4,958.29 38778 02/11/2021 Snohomish County Corrections 3,135.50 38779 02/11/2021 Snohomish County Fire District #5 147.14 38780 02/11/2021 Snohomish County Sheriff 5,145.00 38781 02/11/2021 Sound Publishing Inc 50.40 38782 02/11/2021 Springbrook National User Group 100.00 38783 02/11/2021 Stanwood Redi-Mix Inc 956.48 38784 02/11/2021 Summit Chemical/Ohio Chemicals 6,931.36 38785 02/11/2021 Aimee Lou Trua 2,500.00 38786 02/11/2021 ULINE 495.63 38787 02/11/2021 Utilities Underground Location Center 166.41 38788 02/11/2021 Verizon Wireless 239.70 38789 02/11/2021 World Kinect Energy Services 90.33 38790 02/11/2021 Zachor and Thomas, Inc. P.S. 5,730.92

Check Total: 76,390.61

C-1 Page 3 of 3

CM 2/11/2021 - Page 41 of 200 SULTAN CITY COUNCIL

Consent Agenda No. 2

SUBJECT Minutes of the January 28, 2021 Council Meeting

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Administration Tami Pevey Tami Pevey Consent #2

Dates Presented: CM 2/11/2021

Attachments: A. Minutes of the January 28, 2021 Council Meeting

REQUESTED ACTION: Approve the meeting minutes of the January 28, 2021 Council Meeting

C-2 Page 1 of 4 CM 2/11/2021 - Page 42 of 200 ATTACHMENT A CITY OF SULTAN COUNCIL MEETING – January 28, 2021

Mayor Wiita called the regular meeting to order at approximately 7:00 p.m. The meeting was held via Zoom Internet Conference Service with all members in attendance at remote locations via computer or phone. Mayor called roll and the following were in attendance:

Councilmembers in attendance: McCarty, Aldrich, Walker, Vaughn, Sivewright, and Beeler. It should be noted Neigel joined the meeting shortly after roll call.

Staff in attendance: Administrator Ibershof, Public Works Director Morgan, Police Chief Martin, City Attorney Evans, and City Clerk Pevey.

CHANGES/ADDITIONS TO THE AGENDA Mayor Wiita noted that Action Item 6 was added to the amended agenda updated prior to the council meeting.

PRESENTATIONS AB21-15 Sultan Visioning Project Presentation on file with the city clerk Planning Director Galuska explained due to the major growth changes occuring in the city, a new Vision Project is in implementation phase to include the following elements: • Capture the community’s vision for the future • Form a concrete plan to help achieve the vision • Identify who can partner to implement the plan Discussion on how the project started by working with Associate Professor at the Evans School and a steering committee to define the project and goals as stated above. Visioning Steering Committee members involved were Mayor Russell Wiita, Councilmember Sivewright, Debbie Copple from the Visiitors Informaiton Center, Cherise Crawford of the Sky Valley Boys and Girls Club, and Simeon Roth of Invarax Pharmacy. The scope of the project was defined by the steering committe as follows: • Public outreach plan to engage the community and collect feedback on the direction of the city. • Strategic Plan to define what the community wants and needs and how best to work to achieve it. • Engagement and messaging plan to promote the findings and get partners engaged in implementing the strategic plan. Staff recommending to hire the professor and three graduate student interns to coordinate and assist the beginning phases of the project. Cost of this would be expected between $15,000 and $19,000. Galuska explained the city worked with the group to produce the recently adopted Parks PROS plan and felt their input created a high quality document. Suggested six month timeframe for the scope of the initial project, ongoing into the future to continue the momentum beyond the professor and intern support.

PUBLIC COMMENT Jenny Smith, Marguerite Lane, Sultan: Notice police reports showed a 300 call increase that caused concerns; reached out to councilmembers about the community health funds that aren’t being utilized. Interest in seeing the drug take back program that is not currently open at the police department be reopened and utilized by citizens. Suggest community town halls which help with prevention and medication with mental health and drug abuse in the community. Going to Osprey Park and noticed the various maintenance issues with the parking lot and trails causing issues utilizing the services there. Expressed traffic impact, sewer, and policing concerns with all the suggested developments planned to impact the community.

Page 2 of 4 CM 2/11/2021 - Page 43 of 200 ATTACHMENT A COUNCILMEMBER COMMENTS McCarty: noticing Sultan Basin traffic increase recently and concerned with how much more it may increase as summer gets closer.

Walker: Suggested summer jobs will be available at the local golf course.

Vaughn: Requested Citizen Smith would like to resume a conversation via city email. Acknowledged her concerns and many of the systems are interconnected and can be complex and challenging.

Neigel: Thanked Citizen Smith for comments; works in the field of mental health and supports of her comments and asked to be included in the conversation held with Councilmember Vaughn as well.

Sivewright: Suggest to Citizen Smith to reach out to all councilmembers and encouraged her to continue to bring the concerns forward and council will continue to work on moving forward with positive support.

Beeler: Basin resident and experiences traffic firsthand One of the main reasons he pursued involvement in the council meetings. The city is continuing to work on traffic solutions with State Representative Eslick support as is a Sultan resident as well. Change occurring in growth and working to continue planning to focus on long term impacts. Great Snohomish County Tomorrow meeting held Wednesday evening and discussion on covid impacts, getting internet services to outlying areas and their part in ensuring services are offered to all areas.

MAYOR COMMENTS Mayor Wiita thanked Citizen Smith for her comments echoing other councilmember comments; stated would look to contact Volunteers of America as he was aware there was someone working to spearhead a lot of the mental health, drug related topics Smith suggested. Referenced the upcoming newsletter and an article about civic engagement and how to contact various government agencies. Also noted the city now has a universal email address recently created that goes to all councilmembers as [email protected]; Was noted that not all councilmembers will respond to those emails received due to OPMA rules. Acknowledged the governor’s mandates are preparing to move forward to open the economy in phases as the covid numbers are starting to decrease. Also attending the Snohomish County Tomorrow meeting and felt was good conversations about economic outlook, broadband access, and the impacts of Covid on planning efforts moving forward. Welcome packets just about ready to be distributed to new residents by councilmembers.

CITY ADMINISTRATOR COMMENTS Administrator Ibershof reminded council of the upcoming workshop set for February 4th. The topic of discussion will be transportation. City is ready for snow as new equipment as arrived. Development continues and growth continuing to occur. Main Street Sewer Phase 1 is complete and roads on Main Street have reopened at this time.

STAFF REPORTS Written reports on file with the city clerk for public works, planning, police, and finance departments.

Police Chief Martin addressed Citizen Smith and explained that the drug take back program is not actually handled by the Sheriff’s Office, but a private third-party company that has a kiosk hosted at the East Precinct. He explained that company has stopped picking up the items in the kiosk and until they start back up again the Sheriff’s Office does not have the ability to handle the overflow of the kiosk. In addition, due to the Covid impact shutting down walk in public to the precinct, the service was stopped until such time they can reopen to walk in public. Martin addressed the 2020 challenges such as adjusting to new protocols, east precinct closure/modifications, reduction in proactive activity, decreased community engagement, calls for police reform, and health mandates. Statistics presented and discussion on police activity within the community to include covid impacts, code enforcement assistance, graffiti as well as other police activity presented in the report to include questions and support from councilmembers.

Page 3 of 4 CM 2/11/2021 - Page 44 of 200 ATTACHMENT A Public Works Director Morgan explained the garbage trucks left town earlier this week and are being sold at auction through Murphy Auto Auctions. Provided an update on the Main Street Sewer Project and explained city going out to bid for Phase II. Addressed Citizen Smith regarding maintenance issues at Osprey Park and the ongoing work continuing upgrades. Also addressed graffiti and staff’s response to assist where they can. CONSENT AGENDA: On a motion by Councilmember Walker, seconded by Councilmember Aldrich, to approve the consent agenda. Consent agenda items included: 1) Voucher Approval for 2021 vouchers in the amount of $262,075.00 and payroll through January 8, 2021 in the amount of $124,844.87 to be drawn and paid on the proper accounts; 2) Minutes of January 14, 2021 Council Meeting; 3) Minutes of the Public Hearing re Romac Easement Vacation; 4) AB21-16 Verizon Master Contract Change of Ownership; 5) Minutes of the January 21, 2021 Council Workshop; Motion passed 7-0.

ACTION ITEMS AB21-14 - Resolution 21-14 - Utility Discount Polciy On a motion by Councilmember Sivewright, seconded by Councilmember Neigel, council authorized the Mayor to sign Resolution 21-04 adopting the Utility Discount Policy for Low Income Senior Citizens/Low Income Permanently Disabled Citizens; Motion passed 7-0.

AB21-17 – Agreement with Garland/DBS On a motion by Councilmember Walker, seconded by Councilmember Aldrich, council authorized the Mayor to sign an agreement with Garland/DBS for the amount, not to exceed without council approval of $148,321.58; Motion passed 7-0.

AB19-55 – MurraySmith Amendment to Task Order 8 – Water Plant Design On a motion by Councilmember Neigel, seconded by Councilmember Walker, council authorized the Mayor to sign the Amendment to Task Order #8 with Murray Smith to finish the design of a new water plant for an amount not to exceed $638,000.00 which includes a 10% contingency without prior council authorization; Motion passed 7-0.

AB21-18 Records Room Shelving Motion by Councilmember Sivewright, seconded by Councilmember Neigel, to authorize the Mayor to sign an agreement with Everett Office Furniture for an amount not to exceed $26,827.67, that includes a 10% contingency, without prior council approval; Motion declined 5-2 with only Sivewright and Neigel approving.

AB21-12 – Resolution 21-03 – 2021 Fee Schedule On a motion by Councilmember Walker, seconded by Councilmember Aldrich, council adopted Resolution 21-03 implementing the updated Fee Schedule for 2021; Motion passed 7-0.

AB21-19 – Student Rep to Council On a motion by Councilmember Sivewright, seconded by Councilmember McCarty, council authorized the Mayor to appoint Lexie DeBock as the student representative to the Sultan City Council for a term ending June 30, 2021; Motion passed 7-0.

ADJOURNMENT On a motion by Councilmember Walker, seconded by Councilmember Aldrich, the council meeting was adjourned at approximately 814 pm, all ayes. The zoom meeting connection was disconnected shortly thereafter.

Russell Wiita, Mayor

Tami J. Pevey, City Clerk

Page 4 of 4 CM 2/11/2021 - Page 45 of 200 SULTAN CITY COUNCIL

Agenda Bill No. 21-20

SUBJECT University of Washington Comprehensive Plan Analysis

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Planning Andy Galuska Andy Galuska Action #1

Attachments: A. Scope of Work

REQUESTED ACTION: Authorize the Mayor to sign an agreement with the University of Washington Living City Year to perform analysis of the City’s current comprehensive plan.

DESCRIPTION/BACKGROUND In 2024 the City will be required to conduct a periodic update of its comprehensive plan. In preparation for this update the planning department is looking for ways to prepare for the update, to lower the impact on staff during the update, and improve the ultimate product. During our partnership with the University of Washington’s Living City Year we were introduced to Himanshu Grover, a professor who teaches a graduate level course on policy analysis. The professor had an opportunity this winter for his class to review our existing policies and identify where it is out of step with changes in state policy, countywide planning policies, and insufficient given the changes the city has experienced since 2011.

This is an excellent opportunity for the City to conduct a thorough review of our existing policies at a low price. The PROS Plan created through a similar partnership resulted in high quality work at a much lower price than a traditional consultant, while also giving students a learning opportunity and professional experience. If we do not move forward with this opportunity, we will be less prepared for the upcoming comprehensive plan update and will likely need to spend additional money to complete the same type of analysis at a later date. If council authorizes the mayor to sign an agreement the City will extend its existing agreement with Living City Year through the end of the year and pay a flat fee of $5,000 to complete the review, report their findings, and provide the city with a written analysis.

FISCAL IMPACTS: This project was budgeted for the 2021 budget year. The total project cost of $5,000 will be paid out of the Planning Professional Services budget item.

A-1/AB21-20 CM 2/11/2021 - Page 46 of 200 Page 1 of 4 ATTACHMENT A

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A-1/AB21-20 CM 2/11/2021 - Page 48 of 200 Page 3 of 4 ATTACHMENT A

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A-1/AB21-20 CM 2/11/2021 - Page 49 of 200 Page 4 of 4 SULTAN CITY COUNCIL

Agenda Bill No. 21-15

SUBJECT Sultan Visioning Project

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Planning Andy Galuska Andy Galuska Action #2

Dates Presented: CM 1/28/2021

Attachments: A. Work Plan B. Internship Agreement C. Stephen Page Agreement

REQUESTED ACTION: 1: Authorize the Mayor to sign an agreement with Stephen Page to provide assistance on the Sultan Visioning Project.

2. Authorize the Mayor to hire three interns to complete tasks related to the Sultan Visioning Project.

DESCRIPTION/BACKGROUND City staff recognized a need to develop a plan to focus efforts on economic development, civic improvement, and community branding particularly regarding the City’s commercial core. To begin this project the Mayor formed a steering committee of residents, business owners and elected officials and began work on defining how this effort should be approached. The steering committee recommended that the City conduct community outreach, draft a strategic plan, and develop a messaging and outreach plan.

The details of these actions were presented to Council in a presentation at the January 28, 2021 meeting. To achieve these ends staff is asking for two expenditures; contracting with Professor Stephen Page to help with strategic planning and organizing the effort and hiring three graduate student interns to complete the proposed tasks. Professor Page has agreed to assist with the project at a rate of $175 an hour with a total cost not to exceed $7,000 to complete the project. Staff has estimated that the project will require three graduate interns to provide between 240 and 280 hours each. The total cost of the interns will not exceed $18,000.

FISCAL IMPACTS: The total cost of this project will not exceed $25,000. This amount was included in the 2021 Budget and will be paid out of the Planning Department professional services budget.

A-2/AB21-15 CM 2/11/2021 - Page 50 of 200 Page 1 of 14 Attachment A

City of Sultan Scope of Work for the 2021 Strategic Plan The City of Sultan hopes to develop a Strategic Plan that will help guide the Mayor and City Council over the next 5 years, particularly regarding key investments and potential partnerships. The City has convened a Strategic Planning Committee made up of businesses owners, nonprofits, a City Council member, the Chamber of Commerce, and the Mayor to direct this process. The Committee will meet once per month and will work with the project leads and Evans School students. Deliverables: • Strategic Planning Document • Public Outreach • Education and Messaging Plan Details: The primary deliverable is the Strategic Planning Document. This will be a living document that will guide the City and other parties in creating a better City Center in the future. We would expect a document that lists recommended activities and investments within a 1-2-year period and then 3-5-year period. We anticipate that this will take 90-110 hours for research and analysis and an additional 70-80 hours to put together. The Strategic Plan should include:

• A demographic profile of the community. o Ideally, this can be generated using recent data released from the 2020 Census, and include: . Length of time lived in town . Ages and family composition of households . Medium income . Work location • Needs assessment of the community. o What services do residents leave town for? o What additional services would they like to see? o What are the different services the City offers? o What are the gaps? . A SWOT analysis of the City and its services. . A short, written description and photos that define the character of the City Center (i.e. aesthetics, architecture, sense of place, services). . Effective strategies used by other cities to improve their downtown areas. . A list of recommended downtown improvements: a concrete list of projects which taken together would implement the improvement sought in the Strategic Plan.

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o The goal of this section is to define out the tangible projects that the City can either undertake on their own or accomplish in partnership with the Chamber of Commerce or individual businesses. o Include the projects with the largest impact. o Include cost estimates and other requirements to complete improvements, possible locations, and funding avenues. . Recommendations regarding public events, including key events that should be continued, expanded, added to, or stopped. o Review the existing calendar of public events and consider additional events or changes to existing events to better activate the City Center. This work will need to be coordinated with the Community Alliance and City Staff. o Determine what agencies would be the best hosts and sponsors of new events. o Consider ways existing successful events can help activate the City Center. o Create list of physical improvements or changes in city policy that could help improve the success of events.

Public Outreach will be crucial to inform the project. In addition to the research needed to achieve the components of the strategic plan listed above, the City anticipates an organized effort to gain information from the public in order to develop more concrete plans. We would expect 80-90 hours of research in this area. Relevant public groups include (but are not limited to):

• People who already live, shop, or work in Sultan. • Startup and Gold Bar residents: Sultan is interested in capturing their travel stops (for example, how can they be drawn to stop in Sultan rather than Monroe). Anticipated components of public outreach:

• Interviews with members of the Strategic Planning Committee. • A survey of residents. o This would be posted on the City’s website and handed out as a post card at Sultan businesses. We anticipate a maximum of 8 questions, such as: Do you live in town, or are you visiting? What services would you like to see? • There may be additional stakeholders that will need to be engaged in this portion or throughout the strategic planning process.

In addition, the City would like an Education and Messaging Plan, a communication plan for sharing the results of the strategic planning process with the public and suggested messaging. This Plan should identify the appropriate agencies and groups for specific aspects of implementation.

A-2/AB21-15 CM 2/11/2021 - Page 52 of 200 Page 3 of 14 Attachment A

The City anticipates that activities to complete all components of the project would include: . Project lead meet monthly for six months with the Strategic Planning Committee . Students develop an online survey that is open for 90 days . Students gather the data for a SWOT analysis . Students complete a needs assessment of the community . Students develop with the project leads key messaging to share with the community and the region about Sultan . Students to use the feedback from the committee to establish a list of key projects. The total time for this project should range from 240-280 hours, over a six-month period. The City would expect the tasks to be broken up into student groups, so a variety of ideas and research can be brought into the project.

A-2/AB21-15 CM 2/11/2021 - Page 53 of 200 Page 4 of 14 ATTACHMENT B CITY OF SULTAN CONTRACT NUMBER

319 Main Street #200 • Sultan, WA 98294 • Phone: (360)-793-2231 • Fax: (360) 793-3344 • Web: www.ci.sultan.wa.us

This Agreement (hereinafter “Agreement” or “Contract”) is made and entered, by and between the City of Sultan, Washington, a Washington municipal corporation, hereinafter referred to as the “City," and XXXX (“Intern”).

WHEREAS, the City’s success in working with graduate students on our parks plan, and administrative help in late 2020, it has created a desire to hire three interns to assist with the City’s visioning task force; and

WHEREAS, the City’s task force on visioning needs a team to research different initiatives and potential projects for the task force to review. This work would best be completed by student interns from the University of Washington Evans School; and

WHEREAS, the Intern selected was selected from a pool of qualified candidates and wishes to perform administrative assistant functions, working under the direction of the Planning Director for the City of Sultan;

NOW, THEREFORE, in consideration of the mutual benefits and conditions set forth below, the parties hereto agree as follows:

1. Scope of Services to be Performed by Intern. The Intern shall work from February 15, 2021 to August 31, 2021 for 240-280 hours on the project. Under the supervision of the Planning Director and support from a professor at the University of Washington. 2. In performing such services, the Intern shall comply with all federal, state, and local laws and regulations applicable to the performance of such services. The Intern shall perform services diligently and completely and in accordance with the direction of City staff.

During the internship, the Intern will:

a) Abide by all City policies regarding personal conduct while performing services.

b) Learn how to perform assigned tasks and corresponding policies; it is the Intern’s responsibility to understand them completely or ask questions.

c) It is the Intern’s responsibility to inform supervising staff on any project if the Intern requires or desires special accommodations, have a medical condition or life-threatening allergies that may impact their ability to perform tasks.

d) Intern shall not appear for work under the influence of alcohol or illegal drugs.

3. Payment. The City shall pay the Intern an hourly rate of $20.00 per hour for work performed.

The Intern shall complete and return the attached Form W-9, “Request for Taxpayer Identification Number” prior to or along with the first invoice submittal.

3. Termination. This City reserves the right to terminate or suspend this Agreement at any time, with or without cause, upon seven days prior written notice. In the event of termination or suspension, all finished or unfinished documents, data, studies, worksheets, models, reports or other materials prepared by the Intern pursuant to this Agreement shall promptly be submitted to the City. Similarly, the Intern shall return any City-supplied materials or devices immediately. In the event this Agreement is terminated or suspended, the Intern shall be entitled to payment for all services performed to the date of termination.

4. Indemnification/Hold Harmless. Intern shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney

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fees, arising out of or resulting from the acts, errors or omissions of the Intern in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. 4.1 Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Intern and the City, its officers, officials, employees, and volunteers, the Intern's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Intern's negligence.

4.2 It is further specifically and expressly understood that the indemnification provided herein constitutes the Intern's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement.

5. Independent Contractor. The Intern and the City agree that the Intern is an independent contractor with respect to the services provided pursuant to this Agreement. The Intern will solely be responsible for its acts during the performance of this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto.

6. Non-Discrimination. In performance of their work, the Intern shall not discriminate on the basis of race, color, religion, creed, sex, age, national origin, marital status, or presence of any sensory, mental, or physical handicap.

7. Non-Collusion. By signature below, the Intern acknowledges that the person, firm, association, co-partnership or corporation herein named, has not either directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation or submission of a proposal to the City for consideration in the award of a contract on the specifications contained in this Agreement.

8. Wages and Other Costs. The City assumes no responsibility for the payment of any compensation, wages, benefits or taxes owed by the Intern by reason of this Agreement. The Intern shall indemnify and hold the City, its officers, agents, and employees harmless against all liability and costs resulting from the Intern’s failure to pay any compensation, wages, benefits, or taxes.

9. Assignment and Subcontract. The Intern shall not assign or subcontract any portion of the services contemplated by this Agreement without the prior written consent of the City.

10. Conflict of Interest. The City insists on the highest level of professional ethics from its staff, including interns. The Intern will not disclose any information obtained through the course of their work for the City to any third party, without written consent of the City. It is the Intern's duty and obligation to constantly update its due diligence with respect to conflicts, and not the City's obligation to inquire as to potential conflicts. This provision shall survive termination of this Agreement.

11. Entire Agreement. This Agreement contains the entire agreement between the parties, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind either of the parties. Either party may request changes to the Agreement. Changes which are mutually agreed upon shall be incorporated by written amendments to this Agreement.

12. Public Records. The Intern understands their obligations under state retention regulations and the Public Records Act, Chapter 42.56 RCW.

13. Applicable Law; Venue; Attorneys’ Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be exclusively in Snohomish County, Washington. The prevailing party in any such action shall be entitled to its attorneys’ fees and costs of suit, which shall be fixed by the judge hearing the case and such fee, shall be included in the judgment.

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14. Severability. If any provision of this Agreement is held invalid, the remainder shall not be affected thereby if such remainder would then continue to conform to the terms and requirements of applicable law, and shall continue in force and effect.

15. Assumption of Risk and Waiver of Liability Relating to Coronavirus/COVID-19. The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious and is believed to spread mainly from person-to-person contact. As a result, federal, state, and local governments and federal and state health agencies recommend physical distancing and have, in many locations, prohibited the congregation of groups and people.

While the City has put in place and adopted preventative measures to reduce the spread of COVID-19, the City cannot guarantee that any staff or intern will not become infected with COVID-19. By signing this Agreement, the Intern acknowledges the contagious nature of COVID-19 and voluntarily assumes the risk of exposure

The Intern further voluntarily agrees to assume all of the foregoing risks and accept sole responsibility for any injury, including, but not limited to, personal injury, disability, death, illness, damage, loss, claim, liability, or expense or any kind, that might result in connection with activities pursuant to this Agreement. The Intern hereby releases, covenants not to sue, discharges, and holds harmless and indemnify the City, its employees, agents, and representatives, of and from any and all claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto.

By signing below, you agree to all the terms and conditions herein.

CITY OF SULTAN, WASHINGTON:

By: Date:

Print Name: Russell Wiita Title: Mayor

INTERN:

By: Date:

Print Name:

ATTEST/AUTHENTICATED:

By: Date: Print Name: Tami Pevey City Clerk

APPROVED TO AS FORM:

By: Date:

Print Name: Hillary Evans Graber City Attorney

Scope of Work

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• Develop a Strategic Plan for the City of Sultan that focuses on creating a vibrant city center. o Prepare a demographic profile of the community o Draft a needs assessment which determines the professional and city serves the community needs o SWOT analysis of the City and its services o Develop a written and visual description of the city center’s character (i.e. aesthetics, architecture, sense of place, services) o Research effective strategies used by similar cities to improve their downtown areas. o A concrete list of downtown improvements which can be constructed to implement the goals of the strategic plan . Vet the project list with project stakeholders . List projects in order of project impact . Develop cost estimates, requirements for construction, locations, and funding sources for all projects o Review existing public events and determine what existing events should be continued or expanded and what additional events can be added

• Develop a public outreach program for the strategic plan o Determine parties and organizations to be included and how best to include them o Perform a survey for feedback on project aims o Perform additional stakeholder outreach as necessary

• Develop an education and messaging plan o Identify the appropriate agencies and groups to be included in education and messaging efforts o Identify the best ways to communicate results of the strategic planning process to the public o Suggest key messages and development draft messaging materials

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A-2/AB21-15 CM 2/11/2021 - Page 58 of 200 Page 9 of 14 ATTACHMENT C CITY OF SULTAN CONTRACT NUMBER

319 Main Street #200 • Sultan, WA 98294 • Phone: (360)-793-2231 • Fax: (360) 793-3344 • Web: www.ci.sultan.wa.us

This Agreement (hereinafter “Agreement” or “Contract”) is made and entered, by and between the City of Sultan, Washington, a Washington municipal corporation, hereinafter referred to as the “City," and Steve Page (“Consultant”).

WHEREAS, the City’s success in working with graduate students on our parks plan and administrative support, the City would like to expand the assistance from the University of Washington Evans School and retain the services of a professor to work with three student interns on a City wide visioning project;

WHEREAS, the City desires to retain a paid Consultant in the form of a professor, to facilitate the visioning task force and to coordinate the efforts between the student interns and the City;

WHEREAS, the Consultant was selected through discussions with the University of Washington Evans School and from previous experiences, with the Planning Director and City Administrator;

NOW, THEREFORE, in consideration of the mutual benefits and conditions set forth below, the parties hereto agree as follows:

1. Scope of Services to be Performed by Consultant. The Consultant shall work from February 15, 2021 through the tenure of the task force, with an estimated competition of August 31, 2021. The consultant will work under the supervision of the Mayor with the task force and the Planning Director with the student interns. to December 31, 2020 for 10-12 hours a week, under City staff supervision.

2. In performing such services, the Consultant shall comply with all federal, state, and local laws and regulations applicable to the performance of such services. The Consultant shall perform services diligently and completely and in accordance with the direction of City staff.

During the term, the Consultant will:

a) Abide by all City policies regarding personal conduct while performing services.

b) Learn how to perform assigned tasks and corresponding policies; it is the Consultant’s responsibility to understand them completely or ask questions.

c) It is the Consultant’s responsibility to inform supervising staff on any project if the Consultant requires or desires special accommodations, have a medical condition or life-threatening allergies that may impact their ability to perform tasks.

d) Consultant shall not appear for work under the influence of alcohol or illegal drugs.

3. Payment. The City shall pay the Consultant an hourly rate of $175.00 per hour for work performed.

The Consultant shall complete and return the attached Form W-9, “Request for Taxpayer Identification Number” prior to or along with the first invoice submittal.

3. Termination. This City reserves the right to terminate or suspend this Agreement at any time, with or without cause, upon seven days prior written notice. In the event of termination or suspension, all finished or unfinished documents, data, studies, worksheets, models, reports or other materials prepared by the Consultant pursuant to this Agreement shall promptly be submitted to the City. Similarly, the Consultant shall return any City-supplied materials or devices immediately. In the event this Agreement is terminated or suspended, the Consultant shall be entitled to payment for all services performed to the date of termination.

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4. Indemnification/Hold Harmless. Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. 4.1 Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence.

4.2 It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement.

5. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. The Consultant will solely be responsible for its acts during the performance of this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto.

6. Non-Discrimination. In performance of their work, the Consultant shall not discriminate on the basis of race, color, religion, creed, sex, age, national origin, marital status, or presence of any sensory, mental, or physical handicap.

7. Non-Collusion. By signature below, the Consultant acknowledges that the person, firm, association, co-partnership or corporation herein named, has not either directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in the preparation or submission of a proposal to the City for consideration in the award of a contract on the specifications contained in this Agreement.

8. Wages and Other Costs. The City assumes no responsibility for the payment of any compensation, wages, benefits or taxes owed by the Consultant by reason of this Agreement. The Consultant shall indemnify and hold the City, its officers, agents, and employees harmless against all liability and costs resulting from the Consultant’s failure to pay any compensation, wages, benefits, or taxes.

9. Assignment and Subcontract. The Consultant shall not assign or subcontract any portion of the services contemplated by this Agreement without the prior written consent of the City.

10. Conflict of Interest. The City insists on the highest level of professional ethics from its staff, including Consultants. The Consultant will not disclose any information obtained through the course of their work for the City to any third party, without written consent of the City. It is the Consultant's duty and obligation to constantly update its due diligence with respect to conflicts, and not the City's obligation to inquire as to potential conflicts. This provision shall survive termination of this Agreement.

11. Entire Agreement. This Agreement contains the entire agreement between the parties, and no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or bind either of the parties. Either party may request changes to the Agreement. Changes which are mutually agreed upon shall be incorporated by written amendments to this Agreement.

12. Public Records. The Consultant understands their obligations under state retention regulations and the Public Records Act, Chapter 42.56 RCW.

13. Applicable Law; Venue; Attorneys’ Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to

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enforce any term of this Agreement, the parties specifically understand and agree that venue shall be exclusively in Snohomish County, Washington. The prevailing party in any such action shall be entitled to its attorneys’ fees and costs of suit, which shall be fixed by the judge hearing the case and such fee, shall be included in the judgment.

14. Severability. If any provision of this Agreement is held invalid, the remainder shall not be affected thereby if such remainder would then continue to conform to the terms and requirements of applicable law, and shall continue in force and effect.

15. Assumption of Risk and Waiver of Liability Relating to Coronavirus/COVID-19. The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious and is believed to spread mainly from person-to-person contact. As a result, federal, state, and local governments and federal and state health agencies recommend physical distancing and have, in many locations, prohibited the congregation of groups and people.

While the City has put in place and adopted preventative measures to reduce the spread of COVID-19, the City cannot guarantee that any staff or Consultant will not become infected with COVID-19. By signing this Agreement, the Consultant acknowledges the contagious nature of COVID-19 and voluntarily assumes the risk of exposure

The Consultant further voluntarily agrees to assume all of the foregoing risks and accept sole responsibility for any injury, including, but not limited to, personal injury, disability, death, illness, damage, loss, claim, liability, or expense or any kind, that might result in connection with activities pursuant to this Agreement. The Consultant hereby releases, covenants not to sue, discharges, and holds harmless and indemnify the City, its employees, agents, and representatives, of and from any and all claims, including all liabilities, claims, actions, damages, costs or expenses of any kind arising out of or relating thereto.

By signing below, you agree to all the terms and conditions herein.

CITY OF SULTAN, WASHINGTON:

By: Date:

Print Name: Russell Wiita Title: Mayor

CONSULTANT:

By: Date:

Print Name: Steve Page

ATTEST/AUTHENTICATED:

By: Date: Print Name: Tami Pevey City Clerk

APPROVED TO AS FORM:

By: Date:

Print Name: Hillary Evans Graber City Attorney

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Scope of Work

To support the City of Sultan’s strategic planning work, I propose to:

1. Plan and facilitate meetings and provide input to the City’s mayor, staff, and Strategic Planning Committee as they work to craft a strategic plan for the city.

2. Offer guidance and advice on request to the City’s Evans School MPA student interns as they conduct research, draft a proposal, and design a messaging campaign for Sultan’s strategic plan.

Estimated period: February 2020 – August 2021. Rate: $175 / hour as agreed with City staff; total cost not to exceed $7,000.

Estimated time allocations: • 2 hours / Strategic Planning Committee meeting @ 1 meeting / month x 9 months = $3,150 • 3 hours / month advising City staff and student interns x 5 months = $2,625 •

Additional hours for related requests if needed.

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A-2/AB21-15 CM 2/11/2021 - Page 63 of 200 Page 14 of 14 SULTAN CITY COUNCIL

Agenda Bill No. 21-21

SUBJECT Permit Tracking Software Contract

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Planning Andy Galuska Andy Galuska Action #3

Attachments: A. MyGov RFP Response B. Subscription Services Agreement

REQUESTED ACTION: Authorize the Mayor to sign an agreement with MyGov to provide permit tracking software services.

DESCRIPTION/BACKGROUND With the recent spike in development the need to efficiently track and process permits has become critical. Our current software does not track land use approvals and is labor intensive to process building permits. We are seeking a solution that will not only reduce staff time but also provide for online applications and fully digital plan review. After researching possible solutions, we advertised a Request for Proposals on January 8, 2021. The City received 10 proposals. After reviewing the proposals, contacting references, and receiving a presentation from the applicant the City has chosen MyGov as the best provider.

Staff would like to sign an agreement with MyGov to provide software, related services, and support. We would be purchasing modules which would allow us to track permits and code enforcement cases. The software would also include tools to assist with electronic plan review, GIS/Mapping, and an online portal. To purchase and use the software there would be a one-time setup fee of $5,130 and an annual subscription fee of $11,760

FISCAL IMPACTS: Signing this agreement will require a payment of $16,890 ($5,130 set up fee and the first-year payment of $11,760) as well as yearly payments of $11,760 a year for as long as the city continues to use the software. $25,000 was budgeted in 2021 for the purchase and implementation of permit tracking software.

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Response to RFP for Permit Tracking and Online Submittal Software Services

City of Sultan, WA 319 Main Street Sultan, WA 98294-1199

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Table of Contents

Cover Letter 2

References 3

Software Capabilities 4

System Functionality Checklist 6

Data Migration 41

Approach to Implementation 41

System Pricing 44

Post Implementation Support 45

Appendix A - Hardware Requirements 46

Appendix B - Access and Security Levels 48

Appendix C - System Availability 49

Appendix D - Report Generator 50

Appendix E - Online Payments 50

Appendix F - Software Portfolio 51

Appendix H - MyGov W9 56

Appendix I - Other Vendor Information 57

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Cover Letter

MyGov is honored to be considered as a potential partner with the City of Sultan, WA. Our main goal for you is to make your day easier. We deliver exceptional community development software, and we excel in customer service.

MyGov started as an Oklahoma LLC in 2002, and for over 19 years has been creating and supporting user-centric software specifically for municipal governments. These proven solutions are being utilized by over 145 jurisdictions throughout the U.S., Canada, and the Virgin Islands. MyGov’s corporate headquarters are located in Oklahoma. MyGov currently employs over 25 people.

COMPANY REPRESENTATIVE Tim Koeshall Director of Marketing and Sales PO Box 5861 Norman, OK 73070 (866) 332-4558 (ext 2) [email protected]

THE UNDERSIGNED IS DULY AUTHORIZED TO BIND THE COMPANY NAMED BELOW AND HEREBY AGREES TO ALL THE TERMS AND CONDITIONS IN THE FOREGOING REQUEST FOR PROPOSALS.

SIGNATURE I do hereby sign this proposal signifying that all content herein is correct to the best of my knowledge and that I have the proper authority to execute this proposal and any necessary agreements. This proposal is valid for 90 days from the required submittal date.

Stephen Burnsworth, CEO FEDERAL TAX ID: 14-1857392

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References

Bobby Teague Building and Code Administrator City of Wichita Falls, TX 1300 7th Street, Wichita Falls, TX 76307 (484) 554-3408 [email protected]

Kyle Flemming Director of Energy Office Territory of US Virgin Islands 45 Estate Mars Hill, Frederiksted, VI US 00840 (484) 554-3408 [email protected]

Melanie Rippetoe Planning, Zoning and Economic Development Director City of Manchester 14318 Manchester Road, Manchester, MO 63011 (636) 227-1385 [email protected]

Dustin Henslee Director of Public Works City of Texarkana 919 Elm Street, Texarkana, TX 75504 (903) 798-3948 [email protected]

Sean O’Callaghan Planning Director County of Gallatin, MT 311 West Main Street, Bozeman, MT 59715 (406) 582-3130 [email protected]

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Software Capabilities

MyGov proposes 5 integrated modules:

● Permits ● Code Enforcement ● Credential Manager ● Electronic Plan Review ● GIS / Mapping ● Request Manager (no charge) ● Collaborator Portal (no charge) ● Public Portal (no charge)

Here are some key features that are also included at no charge:

● Site Settings ● Module Administration ● User Manager ● Location Manager ● Contact Manager ● Fields & Fees Manager ● Knowledge Manager ● Corrections Manager ● Billing Manager ● Help Desk ● MyGovU - eLearning

These modules will meet your RFP requirements, goals, and objectives as shown in the following System ​ Functionality Checklist. Any required “Modifications” are identified in the “Mod” column. ​

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System Functionality Checklist

General Functionality Yes No MR Comments

Provides a browser-based 1 ✓ interface

Currently in use 2 at other agencies in a similar ✓ environment

All client devices are automatically updated without the 3 need to install software or ✓ updates on individual devices

Provides the ability to store, access, and retrieve multiple 4 ✓ years of historical data with no additional storage costs

Operates in a multi-user 5 environment with features ✓ ensuring data integrity

Allows unlimited users and 6 contacts without additional ✓ charges

Includes full administration tools for self-management without the 7 ✓ need for vendor input or programming

Ability to customize workflow 8 according to the agency’s ✓ business processes

Automatic notification to users when assigned activities have 9 ✓ been updated or new tasks have been assigned to them

User-specific dashboards per 10 module and global for showing ✓ user tasks and activity

11 Global, shared internal calendar ✓

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with the event, holiday, and reminder capabilities

All pages pre-configured for 12 ✓ PC’s, laptops, and tablets

Technical Yes No MR Comments

1 Browser-based system ✓

Users and industry-recognized 2 relational database management ✓ system

Provides for audit capability and 3 for recovery in the event of a ✓ system failure

Allows for backing up master files 4 without bringing down the online ✓ applications

The vendor provides disaster 5 ✓ recovery service

The vendor provides off-site 6 ✓ storage of data

The vendor provides data backup 7 ✓ service

Pay-as-you-go or Software as a 8 ✓ Service (SAAS) model

Service Level Agreement (SLA) 9 ✓ to guarantee uptime

Security Yes No MR Comments

Offers security permissions that enable users to view data without 1 ✓ being allowed to add, delete, or modify

2 Security permissions can be ✓

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applied to individual users

Allows all security functions to be 3 performed online in a real-time ✓ manner

Automatically signs-off a user 4 ✓ after a time of inactivity

HTTPS built-in for login and 5 ✓ payment pages

Support / Training Yes No MR Comments

The vendor provides web-based 1 support for diagnosis and ✓ resolution of software problems

The vendor provides an average response time for software 2 ✓ support of 10 minutes or less during normal business hours

The vendor has an online ticket 3 tool for submitting and tracking ✓ support questions

The vendor has a dedicated account manager with consulting 4 ✓ and configuration experience in the modules they are supporting

Users receive automatic software releases and enhancements at 5 ✓ no additional cost with a paid subscription fee

6 Training takes place online ✓

Vendor conducts administration 7 ✓ and end-user training

The vendor offers web 8 conference training over the ✓ Internet for continuing education

The vendor provides contextual 9 ✓ help per page and a built-in Help

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Desk and “how-to” videos

Documentation includes index, 10 ✓ search, and table of contents

11 Documentation can be printed ✓

Documentation is linked between 12 related articles so users can ✓ easily move from article to article

Documentation is provided at no 13 additional charge with each new ✓ release

Reports Yes No MR Comments

The vendor offers an ad hoc 1 ✓ report writer for flexible reporting

All reports occur within the software without the need for 2 ✓ third-party applications such as Crystal Reports

The system comes with standard 3 ✓ report templates pre-configured

Module Administrators are able 4 ✓ to customize reports

Report setup allows selection of 5 ✓ report feeds and desired fields

Report setup allows the selection 6 ✓ of filtering criteria

Report setup allows selection of 7 ✓ field order and sort sequence

Report setup allows selecting 8 fields to sum, average, or group ✓ by

Ability to create report templates 9 ✓ per department

10 Reports are available to all users ✓

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in the department

Users can create a favorites list 11 ✓ of reports

Reports can be saved as PDF or 12 ✓ XLS

Ability to select different date 13 ✓ ranges to view report information

Ability to schedule reports to 14 auto-email to a select distribution ✓ list

Site Settings Yes No MR Comments

A global site admin interface for 1 site control without vendor ✓ assistance or programming

Agency settings for agency 2 branding of the logo and email ✓ header

Agency settings for time zone, 3 time format, and global work ✓ hours

Agency setting of global holiday 4 ✓ and a global internal calendar

Add/remove additional modules 5 ✓ that are all fully integrated

Provides specific modules for Asset Management, Code Enforcement, Electronic Plan 6 ✓ Review, GIS Tool, Permits & Inspections, Request Manager and Work Orders

Agency settings to create unique 7 departments and assign allowed ✓ modules per department

Agency settings to assign 8 ✓ module administrators and users

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per module per each department created

Agency settings for setting 9 permissions for all common ✓ modules

Included without additional cost the common features of: ● Site Settings ● User Manager ● Location Manager ● Contact Manager 10 ✓ ● Fields & Fees Manager ● Knowledge Manager ● Correction Manager ● Billing Manager ● Public Portal ● Collaborator Interface

User Manager Yes No MR Comments

A global user manager for 1 ✓ managing users

User Manager is included at no 2 cost and does not require vendor ✓ assistance or programming

Ability to select from Site Settings User Managers who can add, 3 ✓ edit and delete users without vendor assistance

All deleted users are soft deleted 4 ✓ so no history is lost or disrupted

Ability to place the user in an employed department and assign 5 ✓ other departments where said user works

Ability to Pin users for quick 6 ✓ reference

Ability per user to create and 7 ✓ control custom user groups

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Ability to email or mass email users directly from the software 8 ✓ without any other email client or service

Ability to easily see your most 9 ✓ recently viewed users

Ability to track on one page all of 10 the activity in all modules where ✓ a user is assigned

Ability to see on one page an audit trail of all updates made to 11 the user record including date, ✓ time, and person who made the change

Ability to load, view, and 12 download documents or photos ✓ related to the user

Ability to add comments about 13 the user record and reply to ✓ comments

Advance search for finding 14 values in any field including ✓ user-defined fields

Ability to set the user record as “away” and select the alternate 15 ✓ user to assign key tasks that the user is normally responsible for

Location Manager Yes No MR Comments

A global location manager for 1 ✓ managing locations

Location Manager is included at 2 no cost and does not require ✓ vendor assistance

Ability to select from Site Settings Location Managers who can add, 3 ✓ edit and delete locations without vendor assistance

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Ability to set in Site Settings preferred: ● Location Contact Types ● Legal Information Fields 4 ✓ ● Property Information Fields ● Additional Information Fields ● Street Types

Ability to set external links for quick reference to external 5 ✓ websites such as an Appraisal District

Ability in Site Settings to export out all location records as: 6 ● CSV ✓ ● XLS ● HTML

Ability in Site Settings to export out all location contacts records by contact type as: 7 ✓ ● CSV ● XLS ● HTML

All deleted locations are soft 8 deleted so no history is lost or ✓ disrupted

Ability to Pin locations for quick 9 ✓ references

Ability to easily see user’s most 10 ✓ recently viewed locations

Ability to track on one page all of 11 the activity in all modules for ✓ each location record

Ability to see on one page an audit trail of all updates made to 12 the location record including ✓ date, time, and person who made the changes

Ability to load, view, and 13 download documents or photos ✓ related to the location

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Ability to add comments about 14 the location record and reply to ✓ comments

Ability to set multiple contact types such as: ● Owner 15 ● Tenant ✓ ● Authorized Agent ● Lien Holder ● Etc.

Ability to set occupant types including: ● Child 16 ✓ ● Grandparent ● Head of House ● Etc.

Ability to add any custom field 17 ✓ desired

Advance search for finding 18 values in any field including ✓ user-defined fields

Ability to set the location record to “on hold” with a message that 19 ✓ warns other users about using said location

20 Ability to clone location records ✓

Automatically tests for duplicates 21 ✓ when creating a new record

Ability to auto-update locations and location contacts using 22 ✓ REST API’s or other Web Services

Auto-adds coordinates to 23 locations (requires GIS) and ✓ allows users to update

Contact Manager Yes No MR Comments

1 A global contact manager for ✓

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managing contacts

Contact Manager is included at no cost and does not require 2 ✓ vendor assistance or programming

Ability to select from Site Settings Contact Managers who can add, 3 ✓ edit and delete users without vendor assistance

Ability to set in Site Settings the 4 additional fields to display for ✓ contact records

Ability in Site Settings to export out all contact records as: ● CSV 5 ✓ ● XLS ● HTML ● VCF

All deleted contacts are soft 6 deleted so no history is lost or ✓ disrupted

Ability to Pin contacts for quick 7 ✓ reference

Ability per user to create and 8 ✓ control custom contact groups

Ability to email or mass email contacts directly from the 9 ✓ software without any other email client or service

Ability to easily see user’s most 10 ✓ recently viewed contacts

Ability to track on one page all of 11 the activity in all modules where ✓ contact is assigned

Ability to see on one page an audit trail of all updates made to 12 the contact record including date, ✓ time, and person who made the change

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Ability to load, view, and 13 download documents or photos ✓ related to the contact

Ability to add comments about 14 the contact record and reply to ✓ comments

Advance search for finding 15 ✓ values in any contact record field

Ability to set the contact record to “on hold” with a hold message 16 ✓ that warns other users about using said contact

Ability to automatically test for 17 duplicates when creating a new ✓ record

Fields & Fees Manager Yes No MR Comments

A global manager for managing 1 user-defined fields, fees, and ✓ range tables

Fields & Fees Manager is included at no cost and does not 2 ✓ require vendor assistance or programming

Ability to select from Site Settings the Fields & Fees Managers who 3 can add, edit and delete fields, ✓ fees, and range tables without vendor assistance

Ability to organize fields, fees, 4 ✓ and range tables by department

Ability to create these field types: ● Simple ● Text Area 5 ● Numeric ✓ ● Currency ● Phone ● Date

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● Time ● Date & Time ● E-mail ● Website ● Single List ● Multiple List ● Yes / No Tick ● File Upload ● Calculated ● Compound

Ability to create these fee types: ● Flat ● Calculated ● Calculated Range ● Fee-Based 6 ✓ ● Occupancy Based ● User Specified ● Credit ● Deposit ● Penalty Fee

Ability to mass assign account 7 numbers per fee for easy export ✓ into accounting software

All deleted fees, fields, and range 8 tables are soft deleted so no ✓ history is lost or disrupted

All modifications to fees, fields, and range tables automatically 9 create a new version, so existing ✓ projects are not impacted by changes

Ability to easily see the current 10 version and prior versions of ✓ fees, fields, and range tables

Knowledge Manager Yes No MR Comments

A global knowledge manager for 1 managing knowledge (notes) and ✓ related links and attachments

2 Knowledge Manager is included ✓

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at no cost and does not require vendor assistance or programming

Ability to select from Site Settings the Knowledge Managers who 3 can add, edit and delete ✓ knowledge without vendor assistance

Ability to Pin knowledge for quick 4 ✓ reference

Ability to create and control 5 ✓ custom knowledge groups

Ability to easily see user’s most 6 ✓ recently viewed knowledge items

Ability to see on one page an audit trail of all updates made to 7 the knowledge including date, ✓ time, and person who made the change

Ability to load, view, and 8 download documents or photos ✓ related to the knowledge

Ability to add comments about 9 the knowledge record and reply ✓ to comments

Ability to link related knowledge 10 items together then easily move ✓ between items

Ability to set knowledge as 11 ✓ “Internal Use Only”

Ability to view knowledge, related 12 links, photos, and documents on ✓ external requests

Ability to view knowledge, related 13 links, photos, and documents on ✓ internal requests

Ability to easily clone existing 14 ✓ knowledge to create new

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knowledge

Correction Manager Yes No MR Comments

A global correction manager for 1 managing correction items and ✓ related links and attachments

Correction Manager is included at no cost and does not require 2 ✓ vendor assistance or programming

Ability to select from Site Settings the Correction Managers who 3 can add, edit and delete ✓ corrections without vendor assistance

Ability to tag corrections for quick 4 ✓ reference

Ability to set the priority for each 5 ✓ correction item

Ability to organize correction 6 items into “checklists” in the ✓ applicable modules

Ability to load, view, and 7 download documents or photos ✓ related to the correction item

Ability to create web links per 8 ✓ correction

Ability to easily clone existing 9 correction to create new ✓ corrections

Billing Manager Yes No MR Comments

A global billing manager for 1 ✓ managing invoices and receipts

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Billing Manager is included at no 2 cost and does not require vendor ✓ assistance or programming

Ability to select from Site Settings the Billing Managers who can 3 ✓ control the settings for invoices and receipts

Ability to set the allowed payment 4 ✓ types per department

Ability to set user permissions for 5 adding, editing, voiding, and ✓ deleting invoices and receipts

Ability to create “Cash Drawers” 6 ✓ and related users

Ability to view the amount 7 collected per “Cash Drawers” for ✓ multiple periods

Ability to add or edit “EMV 8 Terminals” for taking online ✓ payments

Ability to set up a “Finance Export” to auto-email a 9 ✓ vendor-specific export file to finance

Ability to set the preferred invoice 10 logo, sidebar instructions, and ✓ due date

Ability to set the preferred receipt 11 ✓ logo and sidebar instructions

Billing overview dashboard to display the amount due, paid, 12 ✓ and past due for this week, last week, this month, last month

Audit trail of all invoice and receipt activity by date with filters 13 ✓ for the date range, user, and keywords

14 Ability to create new invoices and ✓

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add any fee from Fee Manager

Ability to pay or partial pay one or 15 ✓ multiple invoices

Ability to pay using multiple 16 ✓ payment methods

Ability to edit, void, and delete 17 ✓ invoices and receipts

Ability to email or mass email 18 ✓ invoices or receipts

Ability to list invoices by status, 19 such as “All”, “Due”, “Past Due” ✓ and “Paid”

Ability to list receipts by status 20 ✓ such as “All” and “Voided”

Ability to export receipts by 21 vendor file type, date range, time, ✓ and module

Ability to email exported receipts 22 automatically to a user-defined ✓ distribution list

Ability to view, filter, and search 23 all credit card transactions with ✓ links to related invoices/receipts

Public Portal Yes No MR Comments

A public portal or action center 1 for citizen or client access and ✓ engagement

Public Portal is included at no 2 cost and does not require vendor ✓ assistance or programming

Ability to select the desired modules to display on the portal 3 ✓ and set the display order and key text

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Unique agency-specific link to 4 the portal for easy linking from ✓ the agency website

Unique links per module landing 5 page for easy linking from the ✓ agency website

Ability to set contacts per 6 department per module and ✓ define “primary” contacts

Ability to set the visual for the main landing page and additional pages to include: ● Agency Name ● Logo ● Colors 7 ✓ ● Header Text ● Text Color ● Button Text ● Button Color ● Button Link ● Background Image

The ability for citizen/client to 8 click user-defined buttons to ✓ open other web pages

The ability for citizen/client to 9 ✓ submit or look up past requests

The ability for citizen/client to 10 ✓ lookup activity by address

The ability for potential users to 11 ✓ download App

The ability for citizen/client to log 12 ✓ in to a collaborator interface

The ability for citizen/client to 13 create a login to a collaborator ✓ interface if needed

The ability for citizen/client to see 14 the top 5 requested projects per ✓ each applicable module

15 The ability for citizen/client to see ✓

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all project types with filters for categories and a title search

The ability for citizen/client to 16 click any project type to apply or ✓ request

The ability for citizen/client to 17 ✓ easily estimate fees per module

The ability for citizen/client to easily view map layers, data and 18 ✓ see activity displayed on the map (requires GIS)

All portal pages pre-configured 19 for PC’s, laptops, tablets, and ✓ smartphones

Collaborator Portal Yes No MR Comments

An interface for any external user, such as citizens, 1 developers, businesses, needing ✓ to collaborate online with the agency

The Collaborator Interface is included at no cost and does not 2 ✓ require vendor assistance or programming

The ability for the collaborator to log in or create a login from the 3 ✓ Public Portal or from a link on the agency’s website

The ability for the collaborator to 4 ✓ request access to the agency

The ability for the agency to 5 approve, reject or terminate the ✓ collaborator’s access

The ability of the agency to invite 6 any contact to become a ✓ collaborator

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The ability for the collaborator to 7 ✓ update contact information

The ability for the agency to see requested contact information 8 ✓ update and approve or reject the changes

The ability for an agency to email 9 ✓ or mass email collaborators

A landing page dashboard for the 10 collaborator to see any actions ✓ needed by an agency

A landing page dashboard 11 showing any actions needed by ✓ the agency

The ability for a collaborator to 12 track and respond to abatement ✓ requests

The ability of collaborators to make requests for all modules 13 allowing online requests, such as ✓ credentials, permits, licenses, etc.

The ability for a collaborator to 14 ✓ track all requests and projects

The ability for a collaborator to take all necessary actions online related to: ● Applying ● Renewing 15 ✓ ● Paying Fees ● Requesting Inspections ● Reviewing Results ● Responding to Corrections ● Submitting Required Items

The ability for a collaborator to 16 ✓ see all projects by status

The ability for a collaborator to 17 easily filter or search for specific ✓ projects

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The ability for a collaborator to 18 ✓ easily estimate fees per module

The ability for a collaborator to view and download all documents including: ● Invoices 19 ✓ ● Receipts ● Credentials ● Permits ● CO’s

The ability for a collaborator to 20 view details for all archived ✓ projects

Request Manager Yes No MR Comments

A module dedicated to the 1 management of internal and ✓ external requests

Seamless integration with other 2 ✓ modules

Feeds directly into Code 3 Enforcement and Work Orders if ✓ needed

Allows external users to make and track requests via a Public 4 ✓ Portal which is included at no charge

Allows agency to control the 5 module without needing input ✓ from the vendor or programming

Allows agency to create allowed request types per department 6 ✓ and categorize the request types in each department

Allows agency to select which 7 request types can be submitted ✓ anonymously

8 Allows agency to select which ✓

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request types can be internal use only

Allows agency to set a target 9 ✓ time for completing a request

Allows agency to set a maximum 10 response time for new requests ✓ and for updates

Allows agency to set fields to 11 collect internally or external and ✓ which to fields to require

Allows agency to set the 12 ✓ managers per request type

Allows agency to select the related knowledge items per 13 ✓ request type where a Knowledge Manager is included at no charge

Includes a user-specific 14 dashboard to easily track activity ✓ and tasks

Includes a manager load tool for 15 seeing request balance between ✓ managers

Auto-notifies managers if a 16 request is added, updated, or ✓ late

Auto-notifies requester about new comments, responses to 17 ✓ existing comments, or status changes

Allows agency to add any 18 information fields, contacts, or ✓ comments to a request

Keeps an audit trail of all updates 19 made to request including date, ✓ time, and user

Keeps a link between the request 20 and the auto-feed to Code ✓ Enforcement or Work Orders

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Allows agency to link a request to any other request or any other 21 ✓ project in another module at the same location

Credential Manager Yes No MR Comments

A module dedicated to the management of issuing and 1 renewing credentials given to ✓ contacts, such as “Electrician”, “Engineer”, “Developer”, etc.

Seamless integration with other 2 ✓ modules

Allows other modules to require certain credential types when 3 ✓ creating a project or running a step

Allows external users to make and track credentials via a 4 ✓ Collaborator Interface which is included at no charge

Allows agency to control the 5 module without needing input ✓ from the vendor or programming

Allows agency to create allowed credential types per department 6 ✓ and categorize the credential types in each department

Allows agency to select which 7 credential types can be ✓ requested online

Allows agency to set fields to 8 collect, require or use as part of ✓ the expiration date

Allows agency to set fees to 9 charge, require or make online ✓ applicants pay upfront

10 Allows agency to set the ✓

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credential expiration criteria

Allows the agency to set multiple 11 email notification criteria related ✓ to credential expiration dates

Allows agency to set multiple 12 mail notice criteria related to ✓ credential expiration dates

Allows agency to set the renewal 13 timeframe and field and fee ✓ requirements

Allows agency to set the steps 14 required for a credential ✓ application

Allows agency to auto-issue the 15 ✓ credential if desired

Allows agency to select the 16 ✓ issued certificate to print

Allows agency to set a mail label 17 prompt and a tracking ID for ✓ certified mail

Allows agency to set the 18 ✓ managers per credential type

Allows agency to create checklists per credential type 19 using corrections, where a ✓ Correction Manager is included at no charge

Allows agency to select the related knowledge items per 20 credential type where a ✓ Knowledge Manager is included at no charge

Includes a user-specific 21 dashboard to easily track activity ✓ and tasks

Auto-notifies managers if a 22 credential application is added, ✓ updated, or assigned step status

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changes

Auto-notifies applicant about 23 application or step status ✓ changes

Allows agency to add any information fields, fees, 24 ✓ documents, contacts, or comments to an application

Auto-notifies credential holder 25 ✓ when the time to renew

Allows the credential holder to 26 ✓ renew online

Allows the credential holder to 27 ✓ pay fees online

Allows the credential holder to 28 download attached documents ✓ included issued credential

Keeps a renewal history on each 29 ✓ credential for easy reference

Keeps an audit trail of all updates made to the application or 30 ✓ credential including date, time, and user

Includes a “Mail Tracking” tool for displaying all documents sent 31 ✓ with a tracking ID, showing the tracking status live

Permits Yes No MR Comments

A module dedicated to the 1 management of plan review, ✓ permit tracking, and inspections

Seamless integration with other 2 ✓ modules

Allows external users to apply, 3 ✓ track and interact with plan

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reviews, permits, and inspections via a Collaborator Interface which is included at no charge

Allows agency to control the 4 module without needing input ✓ from the vendor or programming

Allows agency to create allowed permit types per department and 5 ✓ categorize the permit types in each department

Allows agency to select which 6 permit types can be requested ✓ online

Allows agency to require certain 7 credential types when creating a ✓ project or running a step result

Allows agency to set fields to collect, require or use during the 8 ✓ application process or on a particular step result

Allows agency to set fees to 9 charge, require or make online ✓ applicants pay upfront

Allows agency to set the permit 10 ✓ expiration criteria

Allows agency to create a user-defined step sequence that 11 ✓ follows the agency’s business process

Allows agency to create 12 ✓ user-defined results per step

Allows agency to set per step result required fees, fields, 13 ✓ credentials, fees to be paid, and occupancy types

Includes a standard occupancy table but also allows the agency 14 ✓ to create a user-defined occupancy table

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Allows agency to create checklists per permit type using 15 ✓ corrections, where a Correction Manager is included at no charge

Allows agency to select the 16 ✓ issued permit template to print

Allows agency to set a mail label 17 prompt and a tracking ID for ✓ certified mail

Allows agency to set the managers per permit type and 18 ✓ the responsible users per step type

Allows agency to assign all steps 19 ✓ to the assigned manager

Allows agency to select 20 inspectors, office hours, and ✓ inspection areas

Auto-assigns inspectors by step 21 ✓ assignment and inspection areas

Allows agency to select the related knowledge items per 22 ✓ permit type where a Knowledge Manager is included at no charge

Includes a user-specific 23 dashboard to easily track activity ✓ and tasks

Auto-notifies responsible users if 24 ✓ an action needs to be taken

Auto-notifies applicant/collaborator about 25 ✓ application or step status changes

Allows agency to add any information fields, fees, 26 ✓ documents, contacts, or comments to a permit

27 Allows collaborators to pay fees ✓

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online

Allows collaborators to download 28 attached documents including ✓ issued permits, CO’s, etc.

Includes a loading tool for checking balance, expiring, and late items for: 29 ✓ ● Projects ● Reviews ● Inspections

The global calendar is used for setting and tracking inspection 30 appointments, where a Global ✓ Calendar is included at no charge

Keeps an audit trail of all updates 31 made to the permit including ✓ date, time, and user

Allows agency to add any fee, 32 field, credential, occupancy ✓ types, comments, or documents

Auto-generates and stores required documents, such as 33 ✓ permits, certificates of occupancy, etc.

Includes an “Estimate Fees” tool to create fee estimates with a 34 ✓ built-in email tool for distribution out of the system

Includes a “Mail Tracking” tool for displaying all documents sent 35 ✓ with a tracking ID, showing the tracking status live

Allows agency to link a permit to any other permit or any other 36 ✓ project in another module at the same location

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Electronic Plan Review Yes No MR Comments

A module dedicated to the 1 management of electronic plan ✓ reviews

Seamless integration with other 2 ✓ modules

All electronic reviews seamlessly integrated into the review steps 3 ✓ of the Permits & Inspections module

Allows external users to apply, track and interact with plan 4 reviews via a Collaborator ✓ Interface which is included at no charge

Allows agency to control the 5 module without needing input ✓ from the vendor or programming

Includes an “EPR Document Manager” where agency by the 6 ✓ department can create all document types

Allows agency to select and 7 order per permit type which EPR ✓ documents to require

Allows agency to set which 8 review steps are needed per ✓ document type per permit type

Allows an applicant to submit 9 required EPR documents via a ✓ Collaborator Interface

Allows an applicant to add other 10 ✓ EPR document types if needed

Allows agency to edit the 11 ✓ required reviews as needed

Allows each assigned reviewer to 12 review documents online, add ✓ markups and correction items

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Allows reviewers to use a pre-defined checklist as well as 13 ✓ add random corrections as needed

Allows reviewers to measure by 14 ✓ length or area

Allows reviewers to compare between the last submittal and 15 ✓ the current submittal either side-by-side or overlaid

Allows reviewers to set review 16 ✓ status per document

Allows reviewers to add more required document types as 17 ✓ needed with a tool to email the applicant

Auto-notifies applicant when a 18 document has items required or ✓ needs to be updated

Auto-notifies user when the 19 applicant submits or resubmits a ✓ document

The applicant can see all 20 markups and corrections from ✓ each reviewer per document

Allows an applicant to submit revised documents and respond 21 ✓ to correction items via a Collaborator Interface

The system keeps a versioning 22 history of all submittals and ✓ resubmittal

GIS / Mapping Yes No MR Comments

A module dedicated to the display of geographic features 1 ✓ and the mapping of activity from other modules

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Seamless integration with other 2 ✓ modules

Allows agency to control the 3 module without needing input ✓ from the vendor or programming

Allows agency to select a base layer from standard layers 4 ✓ included in the system or to load their own base layers

Allows agency to add base layers 5 from an external service using ✓ TileCache or a WMS URL

Allows agency to share layers 6 ✓ with selected departments

Allows agency to create new 7 layers or import layers from ✓ Shapefiles

Allows data to be pulled from 8 ArcServer using REST API’s or ✓ other web services

Allows agency to add and order information fields per layer, 9 ✓ where an Information Manager is included at no charge

Allows agency to link layers to location records via a Location 10 ✓ Manager which is included at no charge

Allows agency to link layers to 11 assets in an “Asset Manager” ✓ module if needed

Allows agency to create layers 12 from activity data reported from ✓ other modules

Allows agency to set a default 13 ✓ style for a layer including visibility

Allows agency to set exceptions 14 ✓ to the default style based on

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feature values

Allows agency to easily browse 15 features with a built-in query for ✓ every field on a given layer

Allows the agency to add, edit 16 and delete geographic features ✓ and their related fields

Allows agency to start projects 17 ✓ from the map

Allows the agency to start a 18 project and select the location ✓ from the map

Allows agency to create a selection list and start multiple 19 ✓ projects simultaneously from the map

Allows agency to mass select from any listing page, such as 20 ✓ “Inspection Appointments”, and plot the outcomes on the map

Allows agency to mass select from any listing page and route 21 ✓ said list in current order or by the fastest route

Allows agency to share map layers, including report data, on 22 ✓ the public portal so citizens or clients can view

Code Enforcement Yes No MR Comments

A module dedicated to the management of code violations, 1 ✓ including vehicles, citations, and hearings

Seamless integration with other 2 ✓ modules

3 Allows external users to make, ✓

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track and interact with online requests via a Public Portal using a “Request Manager” module that automatically feeds into Code Enforcement

Allows agency to control the 4 module without needing input ✓ from the vendor or programming

Allows agency to create allowed case types per department and 5 ✓ categorize the case types in each department

Allows agency to create allowed 6 ✓ violation types per department

Allows agency to add code 7 reference and description per ✓ violation type

Allows agency to associate needed corrections per violation 8 type using an internal “Correction ✓ Manager” which is included at no additional charge

Allows agency to select which 9 violation types can be requested ✓ online

Allows agency to require certain 10 credential types when creating a ✓ case or running a step result

Allows agency to set fields to collect, require or use during the 11 ✓ application process or on a particular step result

Allows agency to set fees to 12 ✓ charge or require

Allows agency to select the 13 correct violation types for the ✓ correct case types

Allows agency to create a 14 ✓ user-defined workflow sequence

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that follows the agency’s business process

Allows agency to set the correct 15 workflows for the correct case ✓ types

Allows agency to create custom 16 ✓ results per step

Allows agency to set per custom step result required items, such 17 ✓ as fees, fields, credentials, dates, etc.

Allows agency to select the document template to print per 18 step result, such as notification, ✓ citation, hearing notice, owner’s invoice, etc.

Allows agency to set a mail label 19 prompt and a tracking ID for ✓ certified mail

Allows agency to set the case 20 ✓ managers per case type

Allows agency to set the 21 ✓ responsible users per step

Allows agency to assign all steps 22 ✓ to the assigned case manager

Allows agency to select 23 inspectors (officers), office hours, ✓ and enforcement areas

Auto-assigns inspectors (officers) 24 by step assignment and ✓ enforcement areas

Includes a user-specific 25 dashboard to easily track activity ✓ and tasks

Auto-notifies responsible users if 26 ✓ an action needs to be taken

27 Allows agency to add any ✓

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information fields, fees, documents, contacts, or key dates to a case

Includes a loading tool for checking balance, upcoming and late: 28 ✓ ● Cases ● Reviews ● Inspections

The global calendar is used for setting and tracking inspection 29 appointments, where a Global ✓ Calendar is included at no charge

Tracks all “Hearings” by status, including “Ready”, “Pending”, 30 ✓ “Today”, “Passed” and “Completed”

Tracks all issued “Citations” 31 including relevant search and ✓ filter options

Tracks all “Vehicle Records” and 32 related cases with “Contact”, ✓ “Violation” and “Case” history

Manages and tracks all abatements whether abatement 33 ✓ is by the external contractor or by agency

Keeps an audit trail of all updates made to the case and vehicle 34 ✓ records including date, time, and user

Allows agency to add any fee, field, credential, key date, 35 ✓ comments, or documents to the case

Auto-generates and stores on the case any required documents, 36 ✓ such as violation notices, citations, etc.

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Includes a “Mail Tracking” tool for displaying all documents sent 37 ✓ with a tracking ID, showing the tracking status live

Allows agency to link a case to any other case or any other 38 ✓ project in another module at the same location

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Data Migration

MyGov will evaluate and clean your historical data and attempt to import the data as accurately as possible. MyGov can migrate any project information as long as the data exists and can be linked to the original project in the data that is provided by your agency. The level of accuracy depends on the quality of the data that is provided. If MyGov has questions about the data or table relationships, your agency will be requested to assist with answering or obtaining the required information. Otherwise, MyGov will handle the entire migration process.

Approach to Implementation

MyGov will deliver online software training with the sequence described in the Implementation Plan section. To ensure a successful conversion, you will be guided by a dedicated trainer who will work in collaboration with the MyGov programming and support teams. Your Site and Module Administrators will be trained to control your new version, while your end-users will be trained to competently perform their daily tasks.

MyGov will assign to this project a skilled trainer who is responsible for overseeing the entire project to include configuration of the modules, the training of the client staff to use the software effectively, programming related to Data Import, and post-implementation assistance. MyGov trainers have a background in education, communications, and software setup. Each training and support colleague has earned all certifications through MyGov University as an end-user, module administrator, and site administrator. Training colleagues have on average lead fifteen (15) installations for clients ranging from small towns to large municipalities. The Training Department has a demonstrated record for delivering best in class services which include configuration, consulting, coaching, and caring for the client during the installation and after.

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Implementation Plan Overview Detailed Install & Data Import

Below is an overview of the Implementation Plan to establish your new MyGov account with Data Import. ​ ​

Project Length: 63 Days ​

Week 0 - Start Form Returned ● MyGov: The Training Team will send you an invitation to the Implementation Meeting. In this meeting, the Implementation Plan will be explained to your team. Then, the Training Team will show you how to get logged in, and add new users to your MyGov account. Lastly, we will show you how to access MyGov University, understand your Course Order List, and complete the necessary online courses.

● Client: You will receive an email from our Training Team, inviting you to your Implementation Meeting. You will forward the meeting invitation to any other colleagues who should attend. You will begin reviewing the required items listed on the Implementation Plan, including the Online Payment Application.

Week 1 - Getting Started ● MyGov: The Training Team will conduct your Implementation Meeting. In this meeting, the Implementation Plan will be explained to your team. Then, the Training Team will show you how to get logged in and add new users to your MyGov account.

● Client: On Monday of this week, you will attend a one-hour online Implementation Meeting. You will begin working on your required items, including your Online Payment Application (if applicable). You will also download the MyGov application on your desktop/laptop, and your Site Administrator(s) will confirm that all users have been added and Site permissions have been assigned. You will also submit the initial copy of the data set to be imported. The Support Team will write instructions for importing your data. If any questions develop while writing data import instructions, we may reach out to you to gain clarification.

Week 2 - Required Items Returned ● MyGov: The Training Team will review the required items you have returned to our team. ​ ​

● Client: You will return all required items listed on your Implementation Plan by Wednesday of this ​ week. By Thursday evening, you will submit a final data set to MyGov for import.

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Week 3 - Module Setup ● MyGov: The Training Team will set up your modules based on the information you provided. ​

● Client: You will begin taking the “Basic” MyGov University Courses listed on your Course Order List. By Thursday of this week, you will have finished all the basic courses.

Week 4 - Online Training - Module Admin ● MyGov: This week, we will train your Module Administrators. This training will review the setup that our team completed in the week prior.

● Client: On Tuesday, Module Administrators will attend a one-hour online session for each module to learn how to alter the setup and to confirm the accurate setup of all modules. On Wednesday and Thursday of this week, Module Administrators will complete the “Administrator” MyGov University courses listed on your Course Order List. By Thursday of this week, you will have finished all Administrator courses.

Week 5 - Online Training - End-User ● MyGov: This week, we will train all agency users that will log on to MyGov. This training will detail how to use your MyGov modules on a daily basis. The Training Team will schedule a Final Q&A meeting to help answer any remaining questions about the module. The Import Team will begin importing legacy data into your system. On Friday of this week, the installation will be complete.

● Client: On Tuesday, you will attend a one-hour online session for each module. On Wednesday and Thursday of this week, all users will complete the “End User” MyGov University courses listed on your Course Order List. By Thursday of this week, you will have finished all End User courses. On Thursday, you will attend a final one and a half-hour meeting with your Lead Trainer. The first hour of this meeting will be for answering any remaining questions related to your modules. The last 30 minutes of this meeting will be to train your team on the Public Portal and Collaborator Interface. You will thoroughly test all modules and prepare to go live in MyGov. You will review and verify the imported data.

Week 6 - Go Live ● MyGov: On Monday of this week, your data will be fully imported. On Tuesday and Thursday, you will meet online for 30 minutes with the Training Team for your Go-Live Connect Meetings.

● Client: You will begin independently using MyGov and attend the Go-Live Connect Meetings. ​

Note: Data Import is completed based upon the client’s responsiveness to the required delivery of data and questions related to the data presented to MyGov.

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System Pricing

MyGov pricing is easy. You get unlimited users, projects, data and support with your paid annual subscription. There are no other annual costs. Cost increases occur every two years with the goal of keeping increases under 5%. visit proposal ​

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Post Implementation Support

Your agency will be assigned a Support representative that will assist in the implementation process and continue to provide support after you have gone live in the software. The MyGov software includes a built-in Support Ticket system, Help Desk and MyGovU eLearing platform that is available to all users. Users can submit tickets to the Support representative directly from their login or can call support using a toll free number. Submitted tickets are evaluated by the Support team member and, if necessary, are escalated to the Programming team for resolution.

The Support team’s goal is to respond to tickets within 10 minutes and has an Average Initial Response Time of 3 minutes and an Average Ticket Completion Time of 54 minutes. The Support team is available Monday - Friday, 8:00 am to 5:00 pm Central, while system monitoring occurs 24/7/365 and auto-corrects or auto-escalates any system issues. More details are at https://www.mygov.us/legal/support-policy ​

Response Times ● Critical Goal: 5 minutes Actual: 3 minutes ● High Goal: 5 minutes Actual: 3 minutes ● Normal Goal:15 minutes Actual: 3 minutes

Resolution Times ● Critical Goal: 1 hour Actual: 18 minutes ● High Goal: 2 hours Actual: 15 minutes ● Normal Goal: 3 days Actual: 49 minutes

Problem Escalation Procedures Goals ● Critical – Service substantially fails – 1 hour ● High – Substantial degradation in performance of the Service – 2 hours ● Normal – Minimal to no impact on the availability or performance of the Service – 3 days

Problem Escalation Procedures Resolution 1. Trouble Ticket opened 2. Assign engineer to determine and correct the error 3. Initiate work to correct the error 4. Periodic reports on the status of the correction

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Appendix A - Hardware Requirements

As a “Software as a Service” (SaaS) solution, the software is web-based and there are no server requirements for the Agency. Also, the system runs on any device that can run a browser and has internet access. So, most clients do not need additional hardware. However, here are a few recommendations that will really help:

1. Tablets - For all field work, tablets work best. They are portable, connected, have GPS for mapping (requires GIS module) and a built-in camera for direct picture loading into correction lists. Also, all MyGov screens are built specifically for tablet screens and behaviors. When selecting a tablet, choose a standard tablet, such as an Android or iPad (MyGov uses iPads).

2. Label Printers - MyGov automatically generates your needed documents, such as permits, violation letters, receipts, etc, then allows you to print mail labels to the recipients. The mail label tool is really handy, particularly for code letters that require a lot of mailing. To print labels, you will need a label printer. We recommend the DYMO Labelwriter 450 Turbo with a USB connection. If you need more than one computer to connect, another option is the DYMO LabelWriter Wireless printer which uses a WiFi connection.

3. Payment Terminals - Online payments are handled by PACE, our preferred payment provider (http://pacepayment.com/). To accept in person payments, you will need to purchase a payment terminal from PACE. We recommend using the PAX S80 (see “About the PAX S80” below), which can be purchased when your Pace account is set up. An approximate cost for terminals are $100 plus shipping for one, or two for $175 plus shipping.

4. Printers - Although not required, color lasers are recommended for fast printing and to better see the details of documents that have a colored letterhead or have pictures attached. We recommend using a Brother Color Laser and avoiding the “All in One” printers if printing a lot of documents.

5. Field Printing - Yes, you can print from a mobile device using a mobile printer, but we recommend avoiding this if you can. Each time you result an inspection, the contractor is sent an email about the status change with a button which lands the contractor on the inspection details where all correction items, notes and pictures are shown. The goal is to keep everyone informed, while making you more efficient and eliminating paper waste and the need to haul around an additional printer.

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About the PAX S80 ​

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​Appendix B - Access and Security Levels

Below are answers to common questions related to data access and security. More details are available at https://www.mygov.us/legal/security-information ​

1. Unlimited Users - There is no limit to the number of users you have, nor a limit to the number of contractors (collaborators) who access your system.

2. Security Levels - These are the security levels that you control (we’ll help you set these up):

a. Site Administrators - These users add other users and set their permissions. They also create “Departments” and set which modules are available for that department and which users can control or access each module within the department.

b. Module Administrators - These users control the module settings / behaviors for their respective departments. They also set which users can manage a particular project or case type. And, they set for each step within a project or case, who are the “Responsible Users”.

c. Managers - These users can control the project or case types where they are the assigned “Manager”.

d. Responsible Users - These users control the step they are assigned to, such as a review, inspection, etc.

e. View Only Users - These are users with permission to access a module within a department, but have been granted no other permissions to do anything.

3. Public Interface - The system includes two public interfaces as follows:

a. Public Portal - This interface is for your citizens / clients and allows them to see public information about your modules and allows them to get contact information, estimate fees, make requests (requires “Request Manager” module), track requests, and look up activity by location.

b. Collaborator Portal - This interface is for your contractors and developers that need to request permits, inspections, pay online fees, check application status, inspection status, inspection results, read notes, submit plans, etc. Anything that they can do at your office can be done via this interface.

4. Access from Web Link - Yes, the software can be accessed via a link from the agency’s website. We highly encourage the agency to make links relevant for their users, citizens, contractors and collaborators.

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Appendix C - System Availability

Below are answers to common questions related to system availability.

1. Redundancy - Your data will be hosted at the secure Michigan colocation facility of LiquidWeb and will be hosted on multiple servers. Each server has a redundant hard drive in case of failure. Your data will also be replicated on a file server within a different location of the same Michigan facility. It will also be stored on one of our backup servers in the programming office. For additional security information, please visit:

https://www.mygov.us/security-information

2. Availability / Bandwidth - The system is constructed to monitor for any additional resources needed in case of excessive use. If the system approaches a benchmark where performance is hampered, the server team is notified and additional resources are added to the server cluster to ensure that no delays are noticed. There are no known limits to the availability with a Tier-1 Premium bandwidth at the Michigan facility. For additional details, please visit:

https://www.liquidweb.com/about-us/data-centers/

3. Maintenance Periods - Maintenance that has no impact on you is generally done on a weekday around 2:00 a.m. or after everyone is off the system. Larger maintenance requirements, although rare, are done on the weekends or during a federal holiday.

4. Uptime Guarantee - MyGov does provide a “Service Level Agreement” with a 98% availability warranty. For SLA details, please visit:

https://www.mygov.us/service-agreement

5. Access Guarantee Upon Termination - As per our standard “Subscription Services Agreement” (SSA), MyGov understands and confirms that all data uploaded by the customer remains the property of the customer (SSA 2.1) and that upon termination, if requested by the customer, MyGov will grant access to download or will return said data within the first 30 days following the termination date (SSA 7.4) at no cost.

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Appendix D - Report Generator

Your new MyGov account will start with several best practices report templates, but we also include an intuitive report builder, so you can easily create any custom report. The goal of the builder is to allow you to easily get the reports you need without having to export the data or purchase a third party report writer.

Besides the standard options of setting the report name, description, etc., the report builder allows you to select “Feeds”, which are basically tables. Typical permit feeds would be “Projects”, “Inspections”, “Fields”, “Fees”, “Receipts”, etc. You can then link related feeds to pull values from multiple tables. Once you’ve linked your feeds, you can select which fields to pull, then “Preview” the results.

In the preview tool, you can reorder fields, have fields “sum” or “average” and group fields based on values. You can also set “Conditions”, a “Default Date Range” and the field to order the records by. A really unique feature of the report builder is the “Scheduler”, which allows you to set when the report should auto-run and who should receive the report by email.

Appendix E - Online Payments

MyGov accepts online debit, credit card and eCheck payments with PACE, our preferred payment vendor (http://pacepayment.com/). To start, you will fill out a simple online application form. PACE handles all of the heavy lifting in completing the required banking credit card applications and will mail you the completed forms for signature. Once approved, MyGov will activate the account on your system.

Once activated, the credit card option will display where you normally receive payments within MyGov. MyGov will also report your credit card transactions, receipts and invoices for full auditing. MyGov, however, will not store any sensitive credit card details in order to meet PCI compliance standards.

Regarding fees, these are negotiated with PACE, but they will be some of the lowest in the industry. Also, you can require your client to pay the transaction fees instead of the agency. In this scenario, if you were charging your client $100, and the credit card fee was $3, then your client would pay the $3, and you would receive the entire $100. This makes reconciliation easy and keeps your fees low.

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Appendix F - Software Portfolio

MyGov provides a complete solution whether the need is in Community Development, Building Services, Public Works, Code Enforcement or Business Administration. MyGov is a fully integrated software solution and modules can be added at any time to build the system that is perfect for your agency. Our full product suite can be viewed online at https://www.mygov.us/software/portfolio. ​ ​

PERMITS visit site ​

Use this module to track applications, reviews, payments and inspections by location, such as “Building Permits”, “Fence Permits”, “Alarm Systems” and “Special Events”. Allow external contacts to apply online, pay fees, respond to reviews, request inspections and be issued the requested permits using the included Collaborator Portal. The Electronic Plan Review module can be added to seamlessly handle blueprints online.

Use Cases

● Residential Build ● Commercial Build ● Fire Systems ● Right of Way ● Electrical ● Excavation ● Alarm Systems ● Demolition ● Mechanical ● Occupancy ● Roof ● Special Events ● Plumbing ● Fence ● Mobile Home ● Driveway

CODE ENFORCEMENT visit site ​

Use this module to track code violations, inspections, abatements, citations, hearings and vehicles related to case work. Create a custom workflow to handle cases, such as “Nuisance”, “Structures”, “Vehicles” and “Zoning”. Allow citizens to easily report issues using the included Request Manager module, which auto-creates a potential violation in the Code Enforcement module. Officers and staff can easily result inspections, generate custom letters, schedule repeat inspections, collect evidence and distribute abatement jobs online using the included Collaborator Portal.

Use Cases

● Tall Grass ● Illegal Occupation ● Noise ● Zoning ● Unsafe Structure ● Weed Lot ● Dumping ● Illegal Sign ● Junk Vehicles ● Vacant Structure ● Graffiti ● Trash and Debris ● Illegal Construction ● Prohibited Animals ● Inoperable Vehicle ● Dilapidated Fence

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WORK ORDER visit site ​

Use this module to track work orders related to your public infrastructure, building maintenance, IT, etc. Create orders with multiple “Jobs” for tracking large projects, such as street repairs, sewer leaks, water line replacements, etc. Associate “Assets” to the order to track asset usage or to conduct maintenance on the asset. Track your budget for each work order category to know total costs for workers, equipment and materials.

Use Cases

● Facility Maintenance ● Park Maintenance ● Drainage ● Solid Waste ● Fleet Maintenance ● Pothole / Paving ● Abatements ● Meter Set ● Streets ● Sewer Repair ● Tree and Brush ● Water Repair ● Meter ● Mowing ● Sign / Signal ● Locates

BUSINESS LICENSE visit site ​

Use this module to track licenses and recurring inspections by location, such as “Food and Beverage”, “Alcohol Permits”, “Rental Registrations” and “Fire Alarm Permits”. Allow external contacts to apply online, pay fees and be issued the requested license. License holders receive a notification when their license is about to expire or a key date on their license is expiring, such as “State License”, “Bond” or “Worker’s Comp”. Easily see when a license is expired, on hold or revoked.

Use Cases

● Food Permit ● Business License ● Drainage Fees ● Annual Sign ● Alcohol License ● Merchant License ● Register Backflow ● Home Business ● Property Registration ● Handgun Permit ● Day Care Facilities ● Annual Pool / Spa ● Rental Registration ● Fire Alarm Permit ● Long Term Facilities ● Right of Way Permit

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CREDENTIAL MANAGER visit site ​

Use this module to track credentials and renewals for your contacts that hold qualifications, such as “General Contractor”, “Roofer”, “Food Handler” and “Solicitor”. Allow external contacts to apply online, pay fees and be issued the requested credential. Credential holders receive a notification when their qualification is about to expire or a key date on their credential is expiring, such as “State License”, “Bond” or “Worker’s Comp”. Easily see when a credential is expired, on hold or revoked. The Credential Manager integrates seamlessly with the Permit module to auto-validate contacts and their ability to submit applications or request inspections.

Use Cases

● General Contractor ● Roofer ● Pool Manager ● Pool Contractor ● Plumber ● Architect ● Food Handler ● Sign Installer ● Electrician ● Engineer ● Solicitor ● Excavator ● HVAC ● Surveyor ● Fence Installer ● Fire Sprinkler

ELECTRONIC PLAN REVIEW visit site ​

Use this module to receive electronic plans for projects created in the Permit module. Plan documents such as “Elevations”, “Floor Plans”, “Site Plan” and “Framing” can be submitted online through the included Collaborator Portal. Plans are auto-distributed to the appropriate reviewers where they can open the document, use editing tools, mark corrections, request resubmissions and compare versions. When the document is approved, the reviewer can apply a stamp and signature. All plan documents can be viewed by the agency user and the applicant using a device such as an iPad.

Use Cases

● Site Plan ● Foundation ● Plumbing ● Irrigation ● Floor Plan ● Framing ● HVAC ● Structural ● Elevation ● Landscaping ● Sanitary ● Lighting ● Fire Suppression ● Electrical ● Stormwater ● Accessibility

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GIS / MAPPING visit site ​

Use this module to view location and assets on a mobile device. The GIS / Mapping module can integrate into modules such as Permits, Code Enforcement, Work Orders and Asset Management. Users can plot daily activity to the map, begin projects from the map and research details about parcels and assets. Users can create layers or consume layers from external sources such as ArcGIS.

Use Cases

● Wastewater ● Water Distribution ● City Limits ● Centerlines ● Parcel ● Stormwater ● Historic Areas ● Council / Ward ● Zoning ● Sign and Signal ● Landmarks ● Address Points ● Street ● Poles ● Flood Plain ● Census Tract

LIEN AND COLLECTION visit site ​

Use this module to track property or tax liens. Auto-populate liens from abatements performed in Code Enforcement. Know how much is outstanding for a particular property or your entire agency. Generate payoff estimates for closings and future payoffs. Allow clients, such as realtors and developers, to easily lookup how much is outstanding on a property.

Use Cases

● Demolition ● Real Property ● Environmental ● Vacant Property ● Lot Cleaning ● Delinquent Utilities ● Property Tax ● Judgments ● Mowing ● Capital Charges ● Board & Secure ● Graffiti

ASSET MANAGEMENT visit site ​

Use this module to track your assets, asset orders, cost and usage. This is a great way to manage your asset inventory while understanding the cost of maintaining the asset. Start a “Work Order” from an asset and conduct routine or scheduled maintenance. Easily track your budget by asset category to know total costs for equipment and materials.

Use Cases

● Vehicles ● Bridges ● Stormwater ● Parks Equipment ● Machinery ● Streets ● Signs ● Petroleum ● Computer Hardware ● Water Distribution ● Signals ● Oil / Filters ● Furniture ● Wastewater ● Buildings ● Repair Parts

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REQUEST MANAGER visit site ​

Use this module to record communications received from contacts related to issues such as “Tall Grass”, “Potholes” and “FOIA Requests”. Citizens can submit complaints from their mobile device by selecting an issue type, identifying a location, providing a description, completing form fields and uploading photos. Citizens receive auto-sent emails upon submittal and can track the status from the Public Portal. Request Manager can be seamlessly integrated into the Code Enforcement and Work Order modules to auto-create a potential violation or service request.

Use Cases

● FOIA Requests ● Trash Pickup ● Traffic Lights ● Park Maintenance ● Noise Complaints ● Junk Vehicles ● Potholes ● Employment ● Building Violations ● Trash in Yard ● Illegal Dumping ● Compliments ● Tall Grass ● Dead Animals ● Fallen Trees ● Illegal Occupation

PUBLIC PORTAL visit site ​

Use these landing pages to engage citizens and provide lookup capabilities for actions the agency is taking. Landing pages and features are provided with a unique URL to allow the agency to link the pages to their website. Citizens can search addresses, view available project applications, estimate fees, download reports and obtain a Collaborator Portal Login.

Use Cases

● Apply for Permit ● Report Download ● License Types ● Report Violation ● Citizen Engagement ● GIS View ● Address Lookup ● Lien Research ● Estimate Fees ● Request Lookup ● Permit Listing ● Lien Payoff ● Knowledge Base ● Credential Types ● Violation List ● Report Subscription

COLLABORATOR PORTAL visit site ​

Provide the online Collaborator Portal to clients allowing them to work online with the agency related to activities in the Permit, Code Enforcement, Credential Manager and Business License modules. Contacts are able to submit applications, upload plans, request inspections, pay fees and respond to reviews. Contacts can also manage their Credentials, Licenses and Abatement Jobs using their mobile device. Collaborators can work with multiple agencies using the single login.

Use Cases

● Mobile Client Use ● Online Permits ● Plan Upload ● Special Event Permit ● Business License ● Online Renewal ● Review Results ● Abatement Jobs ● Construction Permit ● Register Contractor ● Inspection Results ● Online Applications ● Trade Permits ● Online Payments ● Plan Resubmit ● Document Upload

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Appendix H - MyGov W9

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Appendix I - Other Vendor Information

Financial Export - Springbrook

MyGov is able to generate financial export files to import into your Springbrook financial software. You have several options for the export date range, such as the last 24 hours, Today, This Week, etc. You can also set your desired cutoff time, such as 4:00 p.m., to limit the receipt information to export. This export file can also be scheduled to run automatically and email your selected recipient list.

The typical Springbrook file is generated with the values listed below.

● Invoice Number = Invoice Number ● Date = Payment Date ● Description = Payment Note ● First Name = Owner Name ● Last Name = Business Name ● Address Line 1 = Contact Address ● Address City = Contact City ● Address State = Contact State ● Address Zip = Contact Zip ● Pay Method = Payment Method (Cash, Check, CrCrds, Other) ● Amount = Payment Amount ● Subsystem = CR

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Location Record Integration

MyGov version 5.0 includes a Location Manager in which your location records will reside. Location ​ records are made up of address, ownership, legal information and other location-related information. Location records are used across many MyGov modules, so having accurate and current information is essential. The best way to ensure your data is current would be to integrate directly with the data source. The data source might be your agency or an external agency, such as a county appraisal site.

There are two primary methods of integrating location data which are described below:

REST Services

● MyGov is able to pull Location Record data directly from the data source server if a REST Service URL can be provided. The system will be set to update automatically at a frequency determined by the data source. The integration will perform updates to your MyGov Location Records by pulling the data from the data source REST Service to update any information that has changed and add any new records that were not there previously.

FTP

● If a REST Service is not available, MyGov can also pull this data from a File Transfer Point (FTP) provided by the data source. The system can perform routine updates on this type of integration, but the accuracy of the data in MyGov will depend on the frequency the FTP file is updated. MyGov will use the frequency to properly schedule the update script. Supported file types for this kind of integration are .csv, .xls, and .dbf files from Shapefiles.

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GIS Integration - ArcGIS

MyGov version 5.0 offers a module subscription called “GIS / Mapping”. The GIS / Mapping module integrates perfectly with the included Location Manager in which your location records will reside. The GIS / Mapping data included in the module is used across many MyGov modules, so having accurate and current data is essential. The best way to ensure your GIS data is current would be to integrate directly with the data source. The data source might be your agency or an external agency, such as a county appraisal site. The primary methods for exchanging data between software products are described below.

Pulling ArcGIS Data

● MyGov can now automatically pull ArcGIS layers in set intervals.

● Based on the set intervals, called “Sync Layer” settings, MyGov will automatically pull the data, which means that the old data will be totally replaced by the new data. But, all your MyGov layer settings will be retained, such as styling.

● MyGov can only parse “Feature” layers, so you must publish the data into a feature layer using the ArcGIS REST API. This requires ArcGIS version 10 or newer.

● MyGov is able to pull GIS Layers directly from the data source server if a REST Service URL can be provided. This is the best and most automated method.

● If a REST Service is not available, MyGov can also pull this data from a File Transfer Point (FTP). The system can perform routine updates on this type of integration, but the accuracy of the data in MyGov will depend on the frequency the FTP file is updated. MyGov will use the frequency to properly schedule the update script.

● If the above integration methods are not available, the Agency can always manually upload their GIS layers.

Pushing ArcGIS Data

● Any layers stored or updated in MyGov GIS can be easily exported back into ArcGIS.

● Also, MyGov can automatically create and email reports from any module for updating your ArcGIS system.

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ID # WA-Sultan-MyGov SSA-20210202

Subscription Services Agreement

This agreement is between MyGov, LLC, an Oklahoma corporation (MyGov), and the customer agreeing to these terms (Customer). It is dated as of the date MyGov signs below.

1. SOFTWARE-AS-A-SERVICE This agreement provides Customer access to and usage of an Internet based software service as specified on a service order (Service). As part of using the Service, Customer may invite third parties (example, contractors, citizens, users) to use and access the Service. These third parties will be required to agree to the MyGov Terms of Service when they register with the Service.

2. USE OF SERVICE

2.1 Customer Owned Data. All data uploaded by Customer remains the property of Customer, as between MyGov and Customer (Customer Data). Customer grants MyGov the right to use the Customer Data solely for purposes of performing under this agreement. During the term of this agreement, Customer may export its Customer Data as allowed by functionality within the Service. Additional information regarding data exports is included as Attachment A.

2.2 Contractor Access and Usage. Customer may allow its contractors to access the Services in compliance with the terms of this agreement, which access must be for the sole benefit of Customer. Customer is responsible for the compliance with this agreement by its contractors.

2.3 Customer Responsibilities. Customer (i) must keep its passwords secure and confidential. (ii) is solely responsible for Customer Data and all activity in its account in the Service; (iii) must use commercially reasonable efforts to prevent unauthorized access to its account, and notify MyGov promptly of any such unauthorized access; and (iv) may use the Service only in accordance with the Service’s Online Help Desk and applicable law.

2.4 MyGov Support. MyGov must provide customer support for the Service under the terms of MyGov’s Customer Support Policy (Support) which is included as Attachment B and is incorporated into this agreement for all purposes.

2.5 Demo Use. If Customer has registered for a demo use of the Service or uses a demo service, Customer may access the Service for a limited time period. The Service is provided AS IS, with no warranty during this time period. All Customer data will be deleted after the demo period.

3. SERVICE LEVEL AGREEMENT & WARRANTY

3.1 Warranty. MyGov warrants to Customer: (i) that commercially reasonable efforts will be made to maintain the online availability of the Service for a minimum of availability in any given month as provided in the chart below (excluding maintenance windows, force majeure, and outages that result from any Customer or third party technology issues); (ii) the functionality or features of the Service may change but will not materially decrease during any paid term; and (iii) that the Support may change but will not materially degrade during any paid term.

Availability Warranty Credit 98% 3% of monthly fee for each full hour of outage (beyond warranty). Max credit is 100% of the fee for such month.

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3.2 LIMITED REMEDY. Customer’s exclusive remedy and MyGov’s sole obligation for its failure to meet the warranty in 3.1 above will be for MyGov to provide a credit for the applicable month as provided in the chart above (if this agreement is not renewed, then a refund), for the month; provided that Customer notifies MyGov of such breach within 30 days of the end of that month.

3.3 DISCLAIMER. MYGOV DISCLAIMS ALL OTHER WARRANTIES, INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE AND FITNESS FOR A PARTICULAR PURPOSE. WHILE MYGOV TAKES REASONABLE PHYSICAL, TECHNICAL AND ADMINISTRATIVE MEASURES TO SECURE THE SERVICE, MYGOV DOES NOT GUARANTEE THAT THE SERVICE CANNOT BE COMPROMISED. CUSTOMER UNDERSTANDS THAT THE SERVICE MAY NOT BE ERROR FREE, AND USE MAY BE INTERRUPTED.

4. PAYMENT

Customer must pay all fees as specified on the service order, but if not specified then within 30 days of receipt of an invoice. Customer is responsible for the payment of all sales, use and other similar taxes. This agreement contemplates one or more orders for the Service, which orders are governed by the terms of this agreement.

5. MUTUAL CONFIDENTIALITY

5.1 Definition of Confidential Information. Confidential Information means all non-public information disclosed by a party (Discloser) to the other party (Recipient), whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure (Confidential Information). MyGov’s Confidential Information includes without limitation the Service (including without limitation the Service user interface design and layout, and pricing information).

5.2 Protection of Confidential Information. The Recipient must use the same degree of care that it uses to protect the confidentiality of its own confidential information (but in no event less than reasonable care) not to disclose or use any Confidential Information of the Discloser for any purpose outside the scope of this agreement unless required by law or court order. The Recipient must make commercially reasonable efforts to limit access to Confidential Information of Discloser to those of its employees and contractors who need such access for purposes consistent with this agreement and who have signed confidentiality agreements with Recipient no less restrictive than the confidentiality terms of this agreement. No portion of this agreement shall prevent the City from complying with Public Requests for Information as required by law.

5.3 Exclusions. Confidential Information excludes information that: (i) is or becomes generally known to the public without breach of any obligation owed to Discloser, (ii) was known to the Recipient prior to its disclosure by the Discloser without breach of any obligation owed to the Discloser, (iii) is received from a third party without breach of any obligation owed to Discloser, or (iv) was independently developed by the Recipient without use or access to the Confidential Information. The Recipient may disclose Confidential Information to the extent required by law including but not limited to Chapter 42.56, or court order, but will provide Discloser with advance notice to seek a protective order.

6. MYGOV PROPERTY

6.1 Reservation of Rights. The software, workflow processes, user interface, designs, know- how, and other technologies provided by MyGov as part of the Service are the proprietary property of Revised 01/04/21 Page 2 of 5 A-3/AB21-21 CM 2/11/2021 - Page 125 of 200 Page 62 of 70

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MyGov and its licensors, and all right, title and interest in and to such items, including all associated intellectual property rights, remain only with MyGov. Customer may not remove or modify any proprietary marking or restrictive legends in the Service. MyGov reserves all rights unless expressly granted in this agreement.

6.2 Restrictions. Customer may not (i) sell, resell, rent or lease the Service or use it in a service provider capacity; (ii) use the Service to store or transmit infringing, unsolicited marketing emails, libelous, or otherwise objectionable, unlawful or tortious material, or to store or transmit material in violation of third-party rights; (iii) interfere with or disrupt the integrity or performance of the Service; (iv) attempt to gain unauthorized access to the Service or their related systems or networks; (v) reverse engineer the Service; or (vi) access the Service to build a competitive service or product, or copy any feature, function or graphic for competitive purposes.

7. TERM AND TERMINATION

7.1 Term. This agreement continues for one year from the activation date as defined on the service order. Thereafter, the agreement renews for additional 1 year periods unless either party provides the other with written (including email) notice of non-renewal at least 30 days prior to the renewal date.

7.2 Mutual Termination for Material Breach. If either party is in material breach of this agreement, the other party may terminate this agreement at the end of a written 30-day notice/ cure period, if the breach has not been cured.

7.3 Temporary Suspension. MyGov may temporarily suspend access to the Service if amounts past due are not paid within 10 days of notice from MyGov. This notice may be sent via email.

7.4 Return of Customer Data.

• Upon termination, MyGov will provide all customer data in its native database format to the Customer as provided in Section 2.1 and will retain the data for an additional 30 days past the termination date.

• After such 30-day period, MyGov has no obligation to maintain the Customer Data and may destroy it.

7.5 Return MyGov Property Upon Termination. Upon termination of this agreement for any reason, Customer must pay MyGov for any unpaid amounts, and destroy or return all property of MyGov. Upon MyGov’s request, Customer will confirm in writing its compliance with this destruction or return requirement.

7.6 Suspension for Violations of Law. MyGov may temporarily suspend the Service or remove the applicable Customer Data, or both, if it in good faith believes that, as part of using the Service, Customer has violated a law. MyGov will attempt to contact Customer in advance.

8. LIABILITY LIMIT

8.1 EXCLUSION OF INDIRECT DAMAGES. MyGov is not liable for any indirect, special, incidental or consequential damages arising out of or related to this agreement (including, without limitation, costs of delay; loss of data, records or information; and lost proWits), even if it knows of the possibility of such damage or loss.

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8.2 TOTAL LIMIT ON LIABILITY. MyGov’s total liability arising out of or related to this agreement (whether in contract, tort or otherwise) does not exceed the amount paid by Customer within the 12-month period prior to the event that gave rise to the liability.

9. INDEMNITY

9.1 Customer Indemnified. MyGov shall indemnify the Customer, and its elected and appointed official’s, officers, managers, members, employees and agents, against any and all loss or damage to the extent such loss and/or damage arises out of the MyGov’s negligence and/or willful, wanton or reckless conduct in the provision of goods and equipment or performance of services under this Agreement.

9.2 MyGov Indemnified. Customer shall indemnify MyGov, and its elected and appointed officials, officers, managers, members, employees and agents, against any and all loss or damage to the extent such loss and/or damage arises out of Customer’s negligence and/or willful, wanton or reckless conduct in the provision of goods and equipment or performance of services under this Agreement.

10. EXTERNAL SERVICES

MyGov may enable access to Customer’s and/or third-party services and websites (collectively and individually, "External Services”). Customer agrees to use the External Services at their sole risk. MyGov is not responsible for examining or evaluating the content or accuracy of any third- party External Services, and shall not be liable for any such third-party External Services. Customer will not use the External Services in any manner that is inconsistent with the terms of this agreement or that infringes the intellectual property rights of MyGov or any third party. To the extent the Customer chooses to use such External Services, the Customer is solely responsible for compliance with any applicable laws. MyGov reserves the right to change, suspend, remove, disable or impose access restrictions or limits on any External Services at any time without notice or liability to the Customer.

11. GOVERNING LAW AND FORUM

This agreement is governed by the laws of the State where Customer is located (without regard to conflicts of law principles) for any dispute between the parties or relating in any way to the subject matter of this agreement and venue shall be exclusively in Snohomish County, Washington.. The prevailing party in any litigation is entitled to recover its attorneys’ fees and costs from the other party.

12. STATUTORY EXCEPTIONS FOR PUBLIC INSTITUTIONS

If the Customer is a qualified public educational or government institution and any part of this Agreement, such as, by way of example, all or part of the Indemnity or Governing Law section, is invalid or unenforceable against the Customer because of applicable local, national, state or federal law, then that portion shall be deemed invalid or unenforceable, as the case may be, and instead construed in a manner most consistent with applicable governing law.

13. OTHER TERMS

13.1 Entire Agreement and Changes. This agreement and the service order constitute the entire agreement between the parties and supersede any prior or contemporaneous negotiations or agreements, whether oral or written, related to this subject matter. Customer is not relying on

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any representation concerning this subject matter, oral or written, not included in this agreement. No representation, promise or inducement not included in this agreement is binding. No modification of this agreement is effective unless both parties sign it, and no waiver is effective unless the party waiving the right signs a waiver in writing.

13.2 No Assignment. Neither party may assign or transfer this agreement or a service order to a third party, except that this agreement with all service orders may be assigned, without the consent of the other party, as part of a merger, or sale of substantially all the assets, of a party.

13.3 Independent Contractors. The parties are independent contractors with respect to each other.

13.4 Data Breach. MyGov agrees in the event of a security breach, or where secured information is acquired by an unauthorized party of any personal data collected by MyGov on behalf of Customer, MyGov shall notify Customer of breach or mishandling of personal data as provided for in RCW 42.56.590.

13.5 Enforceability and Force Majeure. If any term of this agreement is invalid or unenforceable, the other terms remain in effect. Except for the payment of monies, neither party is liable for events beyond its reasonable control including, without limitation force majeure events.

13.6 Insurance and Liability. MyGov shall procure, pay for, and maintain during the term of this Agreement:

Commercial Liability Insurance with a minimum combined single limit coverage of $1,000,000 per occurrence, and a $2,000,000 General Aggregate Limit for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof.

Workers Compensation Insurance to cover obligations imposed by federal and state statutes having jurisdiction or employees engaged in the performance of the work or services of not less than $1,000,000 per accident, $1,000,000 disease for each employee, and $1,000,000 disease policy limit.

MyGov shall furnish evidence of such coverage to the Customer and will provide 30 days’ written notice of policy lapse or cancellation, or of a material change in policy terms.

13.7 Business License. MyGov will obtain a City Business License to operate in the City.

13.8 Money Damages Insufficient. Any breach by a party of this agreement or violation of the other party’s intellectual property rights could cause irreparable injury or harm to the other party. The other party may seek a court order to stop any breach or avoid any future breach.

13.9 No Additional Terms. MyGov rejects additional or conflicting terms of any Customer form- purchasing document.

13.10 Order of Precedence. If there is an inconsistency between this agreement and a service order, the service order prevails.

13.11 Survival of Terms. Any terms that by their nature survive termination of this agreement, for a party to assert its rights and receive the protections of this agreement, will survive.

14. SIGNATURES

Revised 01/04/21 Page 5 of 5 A-3/AB21-21 CM 2/11/2021 - Page 128 of 200 Page 65 of 70

ID # WA-Sultan-MyGov SSA-20210202

MyGov and the Customer endorses and enacts this Agreement by signing below:

City of Sultan, WA (Customer) MyGov, LLC (MyGov)

Signature: Signature:

Printed Name: Printed Name: Stephen Burnsworth

Title: Title: Project Manager

Date: Date: 02/02/2021

Address: Address: P.O. Box 5861 Norman, OK 73070

Revised 01/04/21 Page 6 of 5 A-3/AB21-21 CM 2/11/2021 - Page 129 of 200 Page 66 of 70

ID # WA-Sultan-MyGov SSA-20210202

ATTACHMENT A SECURITY INFORMATION SSL Encryption MyGov enforces a 100% HTTPS policy which encrypts all information being passed over the Internet using 256 Bit Strong SSL Encryption and uses Strict Transport Security (HSTS) to tell browsers that we use HTTPS only. Secure encryption and identity insurance is provided by Digicert, an independent SSL Certificate Authority. SSL is monitoring continuously to ensure MyGov maintains an A+ rating from Qualys’ SSL Labs, the premier SSL verification tool: See for yourself! Servers / OS MyGov uses dedicated servers running Ubuntu 18.04 in a load-balancing, high availability cluster. This cluster features redundancy at the server, storage and database levels to provide self-healing and ultra-reliable service. Secure Facility MyGov collocates all servers at a Liquid Web facility. Liquid Web owns and operates five state-of-the-art, private data centers in Michigan, Arizona and Amsterdam, providing geographic redundancy, disaster recovery, and rapid content delivery. They are manned 24/7/365 by onsite, premium security and highly trained support technicians with some of the quickest response times in the industry. All facilities maintain strict certifications protecting the safety of your data, backed by a 100% power and network uptime SLA guarantee. Monitoring Services MyGov servers and services are monitored 24x7x365 by dedicated on-call staff. Additionally, Site24x7 provides third party monitoring which validates Customer uptime and provides an independent validation for the MyGov Service Level Agreement (SLA). Backups MyGov uses a secure off-site backup system that encrypts the backups before they even leave the servers as well as during transit to the remote storage facility. The remote storage facility has no access or keys to decrypt the data so in the event of a compromise the stored backup files are useless to an attacker. When a backup completes the remote storage facility locks the servers' access to the file to prevent an a compromised server being used to access or destroy the remote backups. The remote storage facility also uses redundant hard disks and an advanced filesystem that verifies backup data written to the disk correctly, and when read back it is also verified. If errors are detected they are automatically corrected. For redundancy, MyGov maintains at least seven days of backups in two different locations, namely Lansing, MI and Portland, OR. Revised 01/04/21 Page 7 of 5 A-3/AB21-21 CM 2/11/2021 - Page 130 of 200 Page 67 of 70

ID # WA-Sultan-MyGov SSA-20210202

PCI Compliance For online payments using credit or debit cards, MyGov uses Pace Payment Systems which maintains PCI Compliance validated by Visa. Data Ownership / Retrieval All paying Customers utilizing the MyGov Services, as defined in the Subscription Services Agreement, retain an ownership right to their data and can download a backup copy of their data at any time via the Site Administration page.

Revised 01/04/21 Page 8 of 5 A-3/AB21-21 CM 2/11/2021 - Page 131 of 200 Page 68 of 70

ID # WA-Sultan-MyGov SSA-20210202

ATTACHMENT B

SUPPORT POLICY Support Hours 8 am to 5 pm CST, Monday – Friday (excluding holidays) Support Phone 866-332-4558 Support Email [email protected] Case Logging • Ticketing System (Primary) • Telephone Support • Email Support Software service maintenance Includes maintenance releases, enhancements, new versions, additions and modifications to the service provided to customers under support for no additional fee. Bug fixes Brings the service into substantial conformance with its current user guide. Response Times • Critical Goal: 5 minutes Actual: 3 minutes

• High Goal: 5 minutes Actual: 3 minutes

• Normal Goal: 15 minutes Actual: 3 minutes Resolution Times • Critical Goal: 1 hour Actual: 18 minutes

• High Goal: 2 hours Actual: 15 minutes

• Normal Goal: 3 days Actual: 49 minutes Scheduled Outages Usually scheduled during the weekends or between 12:00 a.m. and 2:00 a.m. Customers (if impacted) are usually notified via the ticket system. Exclusions Excludes all non-support training events, such as training new users or existing users on new modules.

Revised 01/04/21 Page 9 of 5 A-3/AB21-21 CM 2/11/2021 - Page 132 of 200 Page 69 of 70

ID # WA-Sultan-MyGov SSA-20210202

Definitions • Critical - Service substantially fails

• High - Substantial degradation in performance of the Service

• Normal - Minimal to no impact on the availability or the performance of the Service.

Revised 01/04/21 Page 10 of

A-3/AB21-21 CM 2/11/2021 - Page 133 of 200 Page 70 of 70 SULTAN CITY COUNCIL

Agenda Bill No. 21-13

SUBJECT Public Works Equipment Purchase

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Public Works Nate Morgan Nate Morgan Action 4

Discussion: CM 2/11/2021

Attachments: A) Quote for Excavator from Bobcat Washington State Master Agreement 05218 B) Quote for Skid steer from Bobcat Sourcewell Contract –040319-CEC C) Quote for Small utility vehicle Washington State Master Agreement # 05218 D) Quote for Trailer from Bobcat Washington State Master Agreement # 05218 E) Equipment plan

REQUESTED ACTION: Authorize staff to purchase a new excavator, skid steer loader, Small utility vehicle and a trailer for an amount not to exceed $222,000.00 which includes sales tax a 10% contingency without prior Council authorization.

DESCRIPTION/BACKGROUND

During the 2021 budgeting process, staff created a five-year financial equipment plan. We evaluated our current equipment, reviewed a deprecation schedule, and a replacement timeline. We evaluated each piece of equipment’s functionality to determine if it could be replaced with a multiuse tool offering more value for money.

Our review found many pieces of equipment were more than 5 years overdue for replacement. The table below lists the items to purchase according to our highest priority.

• 1990 Ford Side Arm Mower – one function This is a large tractor mounted roadside mower to mow roadsides in rural areas with no curbs, gutters, or sidewalks. This was a valuable piece of equipment in the 1990’s, however it is less vital as the City continues to grow. Staff recommends not replacing this for approximately $160,000.00.

A-4/AB21-13 CM 2/11/2021 - Page 134 of 200 Page 1 of 16 • 1991 Multi-Grader Road Grader – two functions This is used approximately twenty days per year to grade the City’s three short gravel roads, one gravel parking area at Reese park, and to move snow. Staff recommends not replacing this approximately $75,000.00 piece of equipment and to rent a grader as needed.

Staff recommendations for 2021:

Priority equipment to be replaced in 2021 Budget Small Utility Vehicle $20,000.00 Mini Excavator $100,000.00 Skid Steer with attachments $75,000.00 Shoring $6,000.00 Forklift $15,000.00 Foot Compactor $7,500.00

Mini Excavator with attachments and a trailer – approximately $100,000 The City does not own an excavator. We propose an excavator and trailer is purchased as opposed to a new side arm mower. An excavator would allow staff to perform ditching, road-side mowing, excavating for new utility installation, play-ground equipment installation, and flood clean up.

Skid Steer with attachments – approximately $75,000 The City does not own this equipment. We propose to replace our 1991 dual use grader with a multi- use skid steer with mower, pallet fork, and dozer blade attachments. This equipment would allow City staff to maintain trails, mow roadsides and easements, load and unload freight, move materials, and remove snow.

Small utility vehicle with attachments This will be a new addition the current list of equipment. This is a 4x4 utility vehicle that will have the ability to haul and dump up to 1000 Lbs of material out to the bed, it can be used for spraying parks and road sides, removing snow, maintaining the baseball infield, spreading fertilizer, seed and salt. It will help staff to be more efficient in patrolling the trails as well as be able to assist the fire department in rescuing any injured people out of the city’s trail systems.

Staff request we move forward with the purchase of a mini excavator with attachments, and a skid steer with attachment and a trailer.

FISCAL IMPACTS:

These pieces of equipment were planned to be purchased in 2021. There is currently $300,000 in the 2021 budget to purchase equipment.

2021 BUDETED AMOUNT FUND 315 $423,100.00 EXPENDITURE AMOUNT: $222,000.00 BUDGET REMAINING CAPITAL WATER FUND: $201,100.00 BUDGET MODIFICATION REQUIRED: No

A-4/AB21-13 CM 2/11/2021 - Page 135 of 200 Page 2 of 16 ATTACHMENT A

Product Quotation Quotation Number: HMM-22336 Date: 2020-07-28 11:00:55

Customer Name/Address: ORDER TO BE PLACED WITH: Bobcat Delivering Dealer Contract Holder/Manufacturer CITY OF SULTAN PUBLIC Bobcat of Marysville, Marysville, Clark Equipment Co dba Bobcat WORKS WA Company 319 MAIN STREET SUITE 200 14109 SMOKEY POINT BLVD 250 E Beaton Dr SULTAN, WA 98294 Marysville WA 98271 West Fargo, ND 58078 Phone: 360-454-1880 Phone: 701-241-8719 Fax: Fax: 855-608-0681 Contact: Heather Messmer [email protected]

Description Part No Qty Price Ea. Total E50 R2-Series Bobcat Compact M3319 1 $49,185.50 $49,185.50 Excavator 49.7 HP Tier 4 Turbocharged, Non DPF Control Pattern Selector Valve (ISO/STD) 5 inch LCD Display Dozer Blade with Float Auto Idle Engine/Hydraulic Monitor with Shutdown Auto-Shift, 2-Speed Travel Fingertip Auxiliary Hydraulic Control Auxiliary Hydraulics with Selectable Flow Fingertip Boom Swing Control • w/ Arm Mounted Flush Face Quick Couplers Horn Cab Forward Standard Display Hydraulic Joystick Controls Canopy Rubber Track • Includes: Cup Holder, Retractable Seat Belt, Vinyl Spark Arrestor Suspension Seat Telematics - Machine IQ • Roll Over Protective Structure (ROPS)- Meets Vandalism Protection Requirements of ISO 12117-2: 2008 Work Lights • Tip Over Protective Structure (TOPS) - Meets X-Change (Attachment Mounting System) Requirements of ISO 12117: 2000 Warranty: 2 years, or 2000 hours whichever • Falling Object Protection Structure (FOPS) - Meets occurs first Requirements of ISO 10262 Control Console Locks

P82 Performance Package M3319-P06-P82 1 $7,410.90 $7,410.90 Long Arm Clamp with Diverter Valve Angle Blade Hydraulic X-Change

C52 Comfort Package M3319-P07-C52 1 $6,352.50 $6,352.50 Enclosed Cab with HVAC Bobcat 7 inch Touch Display Cloth Suspension Seat • Radio Travel Motion Alarm • Bluetooth • Keyless Start

60" MX4 XCHG GRADING 7333659 1 $1,377.12 $1,377.12 24" MX4 XCHG TEETH 7311868 1 $975.08 $975.08 40" Flail Mower 7225485 1 $6,308.00 $6,308.00 --- Case Drain (E45, E50 & E55) 7245618 1 $234.13 $234.13 --- X-Change Mounting Cap (E32, E35, E42, 7238337 1 $633.84 $633.84 E45, E50, E55, E63) --- Flail Mower hoses (All Std Arm excavators) 7245468 1 $164.92 $164.92 (E32 LA and E35 LA) and (E32, E35, E42 and E45 ext arm)(E42/E50 R2-Series) PCF34 Plate Compactor (PCF34) 7211623 1 $4,059.64 $4,059.64 --- X-Change Mounting Cap - HB680/NB140 and 7113656 1 $360.24 $360.24 PCF34 plate compactor

A-4/AB21-13 CM 2/11/2021 - Page 136 of 200 Page 3 of 16 ATTACHMENT A --- PC Hose Kit for Std Arm & E42/E50 R2 All 7217835 1 $156.56 $156.56 Arms

Total of Items Quoted $77,218.43 Dealer Assembly Charges $208.50 Quote Total - US dollars $77,426.93

Notes:

*Prices per the WA STATE CONTRACT *Terms Net 30 Days. Credit cards accepted. *FOB Destination within the 48 Contiguous States. *Delivery: 60 to 90 days from ARO. *Please include a Tax Exempt Certificate with order placed. *TID# 38-0425350 *Orders Must be Placed With: Clark Equipment dba Bobcat Company, Govt Sales, 250 E Beaton Drive, West Fargo, ND 58078.

Prices & Specifications are subject to change. Please call before placing an order. Applies to factory ordered units only.

ORDER ACCEPTED BY:

______SIGNATURE DATED

______PRINT NAME AND TITLE PURCHASE ORDER #

SHIP TO ADDRESS:______

BILL TO ADDRESS (if different than Ship To):______

A-4/AB21-13 CM 2/11/2021 - Page 137 of 200 Page 4 of 16 ATTACHMENT B

Product Quotation Quotation Number: HMM-25224 Date: 2021-02-01 19:02:20

Customer Name/Address: ORDER TO BE PLACED WITH: Bobcat Delivering Dealer Contract Holder/Manufacturer CITY OF SULTAN PUBLIC Bobcat of Marysville, Marysville, Clark Equipment Co dba Bobcat WORKS WA Company 319 MAIN STREET SUITE 200 14109 SMOKEY POINT BLVD 250 E Beaton Dr, PO Box 6000 SULTAN, WA 98294 Marysville WA 98271 West Fargo, ND 58078 Phone: 360-454-1880 Phone: 701-241-8719 Fax: Fax: 855-608-0681 Contact: Heather Messmer [email protected]

Description Part No Qty Price Ea. Total T66 T4 Bobcat Compact Track Loader M0349 1 $41,892.20 $41,892.20 74.0 HP Tier 4 V2 Bobcat Engine Lift Path: Vertical Auxiliary Hydraulics: Variable Flow Lights, Front and Rear LED Backup Alarm Operator Cab Bob-Tach • Includes: Adjustable Suspension Seat, Top and Bobcat Interlock Control System (BICS) Rear Windows, Parking Brake, Seat Bar and Seat Controls: Bobcat Standard Belt Cylinder Cushioning - Lift, Tilt • Roll Over Protective Structure (ROPS) meets Engine/Hydraulic Performance De-rate Protection SAE-J1040 and ISO 3471 Glow Plugs (Automatically Activated) • Falling Object Protective Structure (FOPS) Horn meets SAE-J1043 and ISO 3449, Level I; (Level Instrumentation: Standard 5" Display (Rear Camera II is available through Bobcat Parts) Ready) with Keyless Start, Engine Temperature and Parking Brake: Spring Applied, Pressure Released Fuel Gauges, Hour meter, RPM and Warning (SAPR) Indicators. Includes maintenance interval Solid Mounted Carriage with 4 Rollers notification, fault display, job codes, quick start, Tracks: Rubber, 12.6" Wide auto idle, and security lockouts. Warranty: 2 years, or 2000 hours whichever occurs first Lift Arm Support Machine IQ Telematics

P69 Performance Package M0349-P06-P69 1 $5,418.70 $5,418.70 "Power Bob-Tach Dual Direction Bucket Positioning 7-Pin Attachment Control Automatic Ride Control High Flow Reversing Fan" Two-Speed

C68 Comfort Package M0349-P07-C68 1 $5,440.40 $5,440.40 "Enclosed Cab with HVAC Heated Cloth Air Ride Suspension Seat Sound Reduction Premium LED Lights Touch Display with Radio & Bluetooth Rear View Camera"

Selectable Joystick Controls M0349-R01-C04 1 $567.70 $567.70 72" Brushcat (HF) 7233002 1 $5,595.88 $5,595.88 --- Motor Cover 7244897 2 $156.09 $312.18 68" Heavy Duty Bucket 7272679 1 $786.60 $786.60 --- Bolt-On Cutting Edge, 68" 6718006 1 $211.00 $211.00 4K Heavy Duty Pallet Fork Frame 7294305 1 $304.76 $304.76 --- 48" 4K Heavy Duty Pallet Fork Teeth 6540182 1 $227.24 $227.24 24" Planer, High Flow M7017 1 $12,785.48 $12,785.48 --- Drum 24 Fastcut M7017-R01-C04 1 $3,394.92 $3,394.92 84" Angle Broom 7337715 1 $4,646.64 $4,646.64

Total of Items Quoted $81,583.70 A-4/AB21-13 CM 2/11/2021 - Page 138 of 200 Page 5 of 16 ATTACHMENT B Freight Charges $2,240.00 Dealer Assembly Charges $139.00 Quote Total - US dollars $83,962.70

Notes:

*Prices per the Sourcewell Contract –040319-CEC

*Terms Net 30 Days. Credit cards accepted.

*FOB Origin within the 48 Contiguous States.

*Delivery: 60 to 90 days from ARO.

*State Sales Taxes apply. Must include a Tax Exempt Certificate with order placed.

*TID# 38-0425350

*Orders Must be Placed With: Clark Equipment dba Bobcat Company, Govt Sales, 250 E Beaton

Drive, West Fargo, ND 58078.

ORDER ACCEPTED BY:

______SIGNATURE DATED

______PRINT NAME AND TITLE PURCHASE ORDER #

SHIP TO ADDRESS:______

BILL TO ADDRESS (if different than Ship To):______

A-4/AB21-13 CM 2/11/2021 - Page 139 of 200 Page 6 of 16 ATTACHMENT C

YOUR CONTRACT. YOUR QUOTE. YOUR HELP REQUESTED.

Ensure your equipment arrives with no delay. Issue your Purchase Order or Letter of Intent.

To expedite the ordering process, please include the following information in Purchase Order For any questions, please contact: or Letter of Intent:

Shipping address Eric Hartvigson Billing address Pape Machinery, Inc. 3305 Bickford Avenue Vendor: John Deere Company Snohomish, WA 98290-9216 2000 John Deere Run Cary, Tel: 425-334-4048 NC 27513 Fax: 425-334-7671 Email: [email protected] Contract name and/or number Signature Tax exempt certificate, if applicable

The John Deere Government Sales Team A-4/AB21-13 CM 2/11/2021 - Page 140 of 200 Page 7 of 16 ATTACHMENT C

ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT TO (VENDOR): TO DELIVERING DEALER: Deere & Company Pape Machinery, Inc. 2000 John Deere Run 3305 Bickford Avenue Cary, NC 27513 Snohomish, WA 98290-9216 FED ID: 36-2382580; DUNS#: 60-7690989 425-334-4048

Quote Summary

Prepared For: Delivering Dealer: CITY OF SULTAN Pape Machinery, Inc. 301 2ND ST Eric Hartvigson SULTAN, WA 98294 3305 Bickford Avenue Business: 425-508-9105 Snohomish, WA 98290-9216 Phone: 425-334-4048 [email protected] This sale is subject to Papé’s Terms and Conditions of Sale Quote ID: 23516644 effective on the date hereof, which are incorporated in full by this Created On: 20 January 2021 reference. The Terms and Conditions of Sale are available at www. Last Modified On: 21 January 2021 pape.com/terms , and will also be sent by mail or e-mail to the Expiration Date: 19 February 2021 purchaser upon request. Equipment Summary Selling Price Qty Extended JOHN DEERE GATOR™HPX615E $ 12,938.65 X 1 = $ 12,938.65 (Model Year 2021) Contract: WA Lawn and Grounds 05218 (PG 4S CG 22) Price Effective Date: December 18, 2019

Equipment Total $ 12,938.65

* Includes Fees and Non-contract items Quote Summary Equipment Total $ 12,938.65

Trade In SubTotal $ 12,938.65 Sales Tax - (9.00%) $ 1,164.48 Est. Service $ 0.00 Agreement Tax Total $ 14,103.13 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 14,103.13

Salesperson : X ______Accepted By : X ______Confidential A-4/AB21-13 CM 2/11/2021 - Page 141 of 200 Page 8 of 16 ATTACHMENT C

Selling Equipment

Quote Id: 23516644 Customer Name: CITY OF SULTAN

ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT TO (VENDOR): TO DELIVERING DEALER: Deere & Company Pape Machinery, Inc. 2000 John Deere Run 3305 Bickford Avenue Cary, NC 27513 Snohomish, WA 98290-9216 FED ID: 36-2382580; DUNS#: 60-7690989 425-334-4048

JOHN DEERE GATOR™HPX615E (Model Year 2021) Hours: Stock Number: Contract: WA Lawn and Grounds 05218 (PG 4S CG 22) Selling Price * Price Effective Date: December 18, 2019 $ 12,938.65 * Price per item - includes Fees and Non-contract items Code Description Qty List Price Discount% Discount Contract Extended Amount Price Contract Price 57G4M GATOR™HPX615E (Model 1 $ 11,199.00 12.50 $ 1,399.88 $ 9,799.12 $ 9,799.12 Year 2021) Standard Options - Per Unit 001A US/Canada 1 $ 0.00 12.50 $ 0.00 $ 0.00 $ 0.00 0505 Build To Order 1 $ 0.00 12.50 $ 0.00 $ 0.00 $ 0.00 1012 High-Performance All- 1 $ 0.00 12.50 $ 0.00 $ 0.00 $ 0.00 Terrain (HPAT) Tires 2006 Bench Seat Yellow 1 $ 0.00 12.50 $ 0.00 $ 0.00 $ 0.00 2350 Park Position in 1 $ 0.00 12.50 $ 0.00 $ 0.00 $ 0.00 Transmission 3003 Cargo Box with Spray In 1 $ 455.00 12.50 $ 56.88 $ 398.12 $ 398.12 Liner, Brake and Tail Lights 3100 Cargo Box Power Lift 1 $ 874.00 12.50 $ 109.25 $ 764.75 $ 764.75 4000 OPS with Nets 1 $ 0.00 12.50 $ 0.00 $ 0.00 $ 0.00 4030 Black Poly Roof 1 $ 470.00 12.50 $ 58.75 $ 411.25 $ 411.25 4249 Less Front Brush Guard 1 $ 0.00 12.50 $ 0.00 $ 0.00 $ 0.00 Standard Options Total $ 1,799.00 $ 224.88 $ 1,574.12 $ 1,574.12 Dealer Attachments/Non-Contract/Open Market BM23507 Glass Windshield with Wiper 1 $ 965.14 12.50 $ 120.64 $ 844.50 $ 844.50 - Deluxe Cab BM24737 Occupant Protective 1 $ 204.37 12.50 $ 25.55 $ 178.82 $ 178.82 Structure (OPS) Side Mirrors BM26183 Turn Signal Light Harness 1 $ 144.46 12.50 $ 18.06 $ 126.40 $ 126.40 Kit BM24089 Occupant Protective 1 $ 78.11 12.50 $ 9.76 $ 68.35 $ 68.35 Structure (OPS) Switch Bank BUC10609 Turn Signal Light Kit, Front 1 $ 289.97 12.50 $ 36.25 $ 253.72 $ 253.72 & Rear BM23370 Horn Kit 1 $ 107.00 12.50 $ 13.38 $ 93.63 $ 93.63

Confidential A-4/AB21-13 CM 2/11/2021 - Page 142 of 200 Page 9 of 16 ATTACHMENT C

Selling Equipment

Quote Id: 23516644 Customer Name: CITY OF SULTAN

ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT TO (VENDOR): TO DELIVERING DEALER: Deere & Company Pape Machinery, Inc. 2000 John Deere Run 3305 Bickford Avenue Cary, NC 27513 Snohomish, WA 98290-9216 FED ID: 36-2382580; DUNS#: 60-7690989 425-334-4048

Dealer Attachments Total $ 1,789.05 $ 223.63 $ 1,565.42 $ 1,565.42

Value Added Services $ 0.00 $ 0.00 $ 0.00 Total Total Selling Price $ 14,787.05 $ 1,848.39 $ 12,938.66 $ 12,938.66

Confidential A-4/AB21-13 CM 2/11/2021 - Page 143 of 200 Page 10 of 16 ATTACHMENT C 2-1700 E (3/11) Init. TERMS AND CONDITIONS OF SALE TERMS AND CONDITIONS OF SALE: Sales Orders are based on 7. Assignment. The right to any monies due or to become due the terms and conditions stated herein. Unless otherwise provided on hereunder may be assigned by Seller, and Buyer, upon receiving the face hereof, offers are good for acceptance for a period of 30 days notice of such assignment, shall make payment as directed. from the date hereof. An order by the Buyer shall constitute an acceptance of the terms and conditions herein proposed. If, and only 8. Limitations of Warranties. If "NEW" warranty is indicated on the if, no offer of sale is issued by Seller, then the invoice shall be reverse side or if new equipment is purchased hereunder, all deemed: an acceptance of the Buyer's order; a written confirmation; warranties are strictly given only by the manufacturer. Copies of and a final, complete, and exclusive written expression of the manufacturer's warranty can be obtained from Seller. If "USED" agreement between Seller and Buyer. Buyer is hereby notified that warranty is indicated on the reverse side. Seller hereby warrants to additional or different terms from those contained herein are Buyer that the equipment or components thereof designated on the objectionable. reverse side, shall be free under normal use and service from defects in material and workmanship for the period shown, 1. Taxes. Buyer shall pay all local, state, and federal taxes arising commencing on the date of delivery. Buyer's exclusive remedy for from or related to any sale or lease to which this document relates, breach of the limited warranty shall be the repair or replacement of except for taxes upon or measured by net income of Seller. the warranted equipment without charge to Buyer when returned at Buyer's expense to the Seller's facility where the equipment was 2. Delivery. Stated or promised delivery dates are estimates only purchased, with proof of purchase. Buyer must give notice of any based upon Seller's best judgment and Seller shall not be responsible warranty claim not later than 7 days after the expiration of the for deliveries later than promised regardless of the cause. Delivery warranty period and must return the equipment to Seller for repair or periods are projected from the date of receipt of any order by Seller, replacement no later than 30 days after expiration of the warranty but if equipment to be furnished by Seller is to be manufactured period. Any action against Seller for breach of the limited warranty specifically to fill a particular order, delivery periods will be projected must be commenced within one year after the date of delivery of the from the date of Seller's receipt of complete manufacturing equipment. Seller's warranty does not extend to any defect, claim, or information. If the furnishing of equipment on orders accepted by damage attributable to the failure to operate and/or maintain the Seller is hindered or prevented by public authority or by the existence equipment in accordance with the manufacturer's specifications, or of war or other contingencies, including, but not limited to, shortage of due to the failure to operate or maintain the equipment in accordance materials, fires, labor difficulties, accidents, delays in manufacture or with any recommendations of Seller. If "AS IS" is indicated on the transportation, acts of God, embargoes, inability to ship, inability to reverse side, no warranty of any kind is being given and the insure against war risks or substantially increased prices or freight equipment is being sold with all faults. THE WARRANTIES IN THIS rates, or other causes beyond Seller's control, the obligation to fill or PARAGRAPH AND ON THE REVERSE SIDE ARE THE complete such orders shall be excused by Seller's option. EXCLUSIVE WARRANTIES GIVEN BY SELLER AND SUPERSEDE 3. Transportation and Claims. Prices quoted are net F.O.B. point ANY PRIOR. CONTRARY, OR ADDITIONAL REPRESENTATIONS, designated in writing by Seller. When no F.O.B. point is designated in WHETHER ORAL OR WRITTEN. SELLER HEREBY DISCLAIMS writing by Seller, prices for new equipment shall be deemed to be net AND EXCLUDES ALL OTHER WARRANTIES, WHETHER F.O.B. point of manufacture and prices for all other equipment shall be EXPRESS, IMPLIED, OR STATUTORY, INCLUDING THE IMPLIED deemed to be F.O.B. Seller's place of business at which the order for WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A the equipment is accepted. When transportation is allowed, the price PARTICULAR PURPOSE, AND ANY IMPLIED WARRANTIES charged will be adjusted to reflect the lowest transportation rates in OTHERWISE ARISING FROM COURSE OF DEALING OR USAGE effect at the time of shipment even though such rates may differ from OF TRADE. SELLER SHALL NOT BE LIABLE FOR ANY LOSS, those quoted by Seller. Seller's responsibility for the equipment shall INJURY, OR DAMAGE TO PERSONS OR PROPERTY cease and all risk of loss shall become the Buyer's upon delivery of the RESULTING FROM THE FAILURE OR DEFECTIVE OPERATION equipment to the first carrier for shipment to the Buyer or his OF THE EQUIPMENT; NOR WILL SELLER BE LIABLE FOR consignee, even though such delivery shall be made prior to the arrival DIRECT, INDIRECT, SPECIAL, INCIDENTAL, OR of the equipment at the F.O.B. point designated, and any and all CONSEQUENTIAL DAMAGES OF ANY KIND SUSTAINED FROM claims for shortages, deliveries, damages or non-delivery must be ANY CAUSE. This exclusion applies regardless of whether such made by the Buyer or his consignee to the carrier. Seller shall in no damages are sought for breach of warranty, breach of contract, event be responsible for shortages in shipments unless notice of such negligence, or strict liability in tort or under any other legal theory. shortage is given in writing to Seller within 15 days after receipt of 9. Rental Purchase Option. If rental purchase option (RPO) is shipment. granted in any addendum, the purchase price shall be tendered to 4. Payment and Security. Buyer agrees to pay in full for the Seller coincidentally with the exercise of the purchase option equipment at time of delivery. Buyer agrees to pay the late charge on provided that Buyer is not then in default in performing all of the any past due balance at the rate of 18% per annum. The signator terms and conditions of lease with Seller. warrants that he/she has authority to execute this order on behalf of 10. Notice. This paragraph shall serve as notice that The Papé any party for whom he/she signs, and that such party has the power to Group, Inc. has assigned its rights to sell its rental equipment (as enter into this agreement and perform its terms. As security for all of may be described in this sales order) and its rights to sales proceeds Buyer's obligations to Seller, Buyer grants to Seller a security interest (including "trade-in assets" related thereto) to North Star Deferred in the equipment and authorizes Seller to file all documents necessary Exchange as part of an IRC Sec. 1031 exchange. to perfect Seller's security interest. The security interest granted hereunder is in addition to any other rights available to Seller, and 11. Attorneys Fees. In the event suit or action is instituted against Seller shall have all of the rights and remedies available to a secured Buyer on account of or in connection with or based upon the terms party under the Uniform Commercial Code, all of which are hereof, the Buyer agrees to pay, in addition to the costs and cumulative. Throughout the duration of Seller's security interest. Buyer disbursements provided by law, such sum as the court may adjudge shall keep the equipment fully insured against theft and loss or reasonable attorney's fees in both the trial and appellate courts, or in damage by fire and other casualty as Seller may from time to time connection with any bankruptcy proceeding. require in accordance with such terms as Seller may require. 12. Entire Agreement. The foregoing and any addendum shall 5. Buyer to Furnish. Performance by Seller is subject to the Buyer constitute the complete and exclusive agreement between the furnishing a satisfactory credit rating certificate, letter of credit, parties, and it is expressly understood and agreed that no promises, evidence of financing, or any other similar papers necessary for the provisions, terms, warranties, conditions, guarantees, or obligations satisfactory completion of such order. whatsoever, either expressed or implied, other than as herein set forth or provided for shall be binding on either party. Each party may 6. Laws Governing. All orders will be governed by the laws of the transmit its signature by facsimile to the other party and such State of Oregon. facsimile signatures shall have the same force and effect as an original signature.

A-4/AB21-13 CM 2/11/2021 - Page 144 of 200 Page 11 of 16 ATTACHMENT C

JDLink Account Setup Form

THIS FORM MUST BE TURNED IN TO REGION SALES ADMINISTRATOR AT THE TIME OF SETTLEMENT.

Territory Manager

CSA

Machine Serial Number

Company/Customer Name

Business Address

Phone

JDLink Admin Information

First Name

Last Name

E-mail Address

Ask customer if they have an existing MyJohnDeere/JDLink Account

Sales Admin Initials

MJD/JDLink Username

Opt Out of Active Data Monitoring

Terminate the collection or sharing of JDLink data for use in monitoring or diagnosing or providing service solutions.

By signing you agree to cancel subscriptions, disengage the data collection modules, and are deactivating your machine permanently.

Signature Date

SALES ADMINISTRATOR MUST SUBMIT COMPLETED FORM WITH SETTLEMENT PAPERWORK. A-4/AB21-13 CM 2/11/2021 - Page 145 of 200 Page 12 of 16 ATTACHMENT C 2-1700 E (3/11)

Page 2 of 2 Init. TERMS AND CONDITIONS OF SALE TERMS AND CONDITIONS OF SALE: Sales Orders are based on 7. Assignment. The right to any monies due or to become due the terms and conditions stated herein. Unless otherwise provided on hereunder may be assigned by Seller, and Buyer, upon receiving the face hereof, offers are good for acceptance for a period of 30 days notice of such assignment, shall make payment as directed. from the date hereof. An order by the Buyer shall constitute an acceptance of the terms and conditions herein proposed. If, and only 8. Limitations of Warranties. If "NEW" warranty is indicated on the if, no offer of sale is issued by Seller, then the invoice shall be reverse side or if new equipment is purchased hereunder, all deemed: an acceptance of the Buyer's order; a written confirmation; warranties are strictly given only by the manufacturer. Copies of and a final, complete, and exclusive written expression of the manufacturer's warranty can be obtained from Seller. If "USED" agreement between Seller and Buyer. Buyer is hereby notified that warranty is indicated on the reverse side. Seller hereby warrants to additional or different terms from those contained herein are Buyer that the equipment or components thereof designated on the objectionable. reverse side, shall be free under normal use and service from defects in material and workmanship for the period shown, 1. Taxes. Buyer shall pay all local, state, and federal taxes arising commencing on the date of delivery. Buyer's exclusive remedy for from or related to any sale or lease to which this document relates, breach of the limited warranty shall be the repair or replacement of except for taxes upon or measured by net income of Seller. the warranted equipment without charge to Buyer when returned at Buyer's expense to the Seller's facility where the equipment was 2. Delivery. Stated or promised delivery dates are estimates only purchased, with proof of purchase. Buyer must give notice of any based upon Seller's best judgment and Seller shall not be responsible warranty claim not later than 7 days after the expiration of the for deliveries later than promised regardless of the cause. Delivery warranty period and must return the equipment to Seller for repair or periods are projected from the date of receipt of any order by Seller, replacement no later than 30 days after expiration of the warranty but if equipment to be furnished by Seller is to be manufactured period. Any action against Seller for breach of the limited warranty specifically to fill a particular order, delivery periods will be projected must be commenced within one year after the date of delivery of the from the date of Seller's receipt of complete manufacturing equipment. Seller's warranty does not extend to any defect, claim, or information. If the furnishing of equipment on orders accepted by damage attributable to the failure to operate and/or maintain the Seller is hindered or prevented by public authority or by the existence equipment in accordance with the manufacturer's specifications, or of war or other contingencies, including, but not limited to, shortage of due to the failure to operate or maintain the equipment in accordance materials, fires, labor difficulties, accidents, delays in manufacture or with any recommendations of Seller. If "AS IS" is indicated on the transportation, acts of God, embargoes, inability to ship, inability to reverse side, no warranty of any kind is being given and the insure against war risks or substantially increased prices or freight equipment is being sold with all faults. THE WARRANTIES IN THIS rates, or other causes beyond Seller's control, the obligation to fill or PARAGRAPH AND ON THE REVERSE SIDE ARE THE complete such orders shall be excused by Seller's option. EXCLUSIVE WARRANTIES GIVEN BY SELLER AND SUPERSEDE 3. Transportation and Claims. Prices quoted are net F.O.B. point ANY PRIOR. CONTRARY, OR ADDITIONAL REPRESENTATIONS, designated in writing by Seller. When no F.O.B. point is designated in WHETHER ORAL OR WRITTEN. SELLER HEREBY DISCLAIMS writing by Seller, prices for new equipment shall be deemed to be net AND EXCLUDES ALL OTHER WARRANTIES, WHETHER F.O.B. point of manufacture and prices for all other equipment shall be EXPRESS, IMPLIED, OR STATUTORY, INCLUDING THE IMPLIED deemed to be F.O.B. Seller's place of business at which the order for WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A the equipment is accepted. When transportation is allowed, the price PARTICULAR PURPOSE, AND ANY IMPLIED WARRANTIES charged will be adjusted to reflect the lowest transportation rates in OTHERWISE ARISING FROM COURSE OF DEALING OR USAGE effect at the time of shipment even though such rates may differ from OF TRADE. SELLER SHALL NOT BE LIABLE FOR ANY LOSS, those quoted by Seller. Seller's responsibility for the equipment shall INJURY, OR DAMAGE TO PERSONS OR PROPERTY cease and all risk of loss shall become the Buyer's upon delivery of the RESULTING FROM THE FAILURE OR DEFECTIVE OPERATION equipment to the first carrier for shipment to the Buyer or his OF THE EQUIPMENT; NOR WILL SELLER BE LIABLE FOR consignee, even though such delivery shall be made prior to the arrival DIRECT, INDIRECT, SPECIAL, INCIDENTAL, OR of the equipment at the F.O.B. point designated, and any and all CONSEQUENTIAL DAMAGES OF ANY KIND SUSTAINED FROM claims for shortages, deliveries, damages or non-delivery must be ANY CAUSE. This exclusion applies regardless of whether such made by the Buyer or his consignee to the carrier. Seller shall in no damages are sought for breach of warranty, breach of contract, event be responsible for shortages in shipments unless notice of such negligence, or strict liability in tort or under any other legal theory. shortage is given in writing to Seller within 15 days after receipt of 9. Rental Purchase Option. If rental purchase option (RPO) is shipment. granted in any addendum, the purchase price shall be tendered to 4. Payment and Security. Buyer agrees to pay in full for the Seller coincidentally with the exercise of the purchase option equipment at time of delivery. Buyer agrees to pay the late charge on provided that Buyer is not then in default in performing all of the any past due balance at the rate of 18% per annum. The signator terms and conditions of lease with Seller. warrants that he/she has authority to execute this order on behalf of 10. Notice. This paragraph shall serve as notice that The Papé any party for whom he/she signs, and that such party has the power to Group, Inc. has assigned its rights to sell its rental equipment (as enter into this agreement and perform its terms. As security for all of may be described in this sales order) and its rights to sales proceeds Buyer's obligations to Seller, Buyer grants to Seller a security interest (including "trade-in assets" related thereto) to North Star Deferred in the equipment and authorizes Seller to file all documents necessary Exchange as part of an IRC Sec. 1031 exchange. to perfect Seller's security interest. The security interest granted hereunder is in addition to any other rights available to Seller, and 11. Attorneys Fees. In the event suit or action is instituted against Seller shall have all of the rights and remedies available to a secured Buyer on account of or in connection with or based upon the terms party under the Uniform Commercial Code, all of which are hereof, the Buyer agrees to pay, in addition to the costs and cumulative. Throughout the duration of Seller's security interest. Buyer disbursements provided by law, such sum as the court may adjudge shall keep the equipment fully insured against theft and loss or reasonable attorney's fees in both the trial and appellate courts, or in damage by fire and other casualty as Seller may from time to time connection with any bankruptcy proceeding. require in accordance with such terms as Seller may require. 12. Entire Agreement. The foregoing and any addendum shall 5. Buyer to Furnish. Performance by Seller is subject to the Buyer constitute the complete and exclusive agreement between the furnishing a satisfactory credit rating certificate, letter of credit, parties, and it is expressly understood and agreed that no promises, evidence of financing, or any other similar papers necessary for the provisions, terms, warranties, conditions, guarantees, or obligations satisfactory completion of such order. whatsoever, either expressed or implied, other than as herein set forth or provided for shall be binding on either party. Each party may 6. Laws Governing. All orders will be governed by the laws of the transmit its signature by facsimile to the other party and such State of Oregon. facsimile signatures shall have the same force and effect as an original signature.

A-4/AB21-13 CM 2/11/2021 - Page 146 of 200 Page 13 of 16 ATTACHMENT C

Notice: When operated in California, any off-road diesel vehicle may be subject to the California Air Resources Board In-Use Off- road Diesel Vehicle Regulation. It therefore could be subject to retrofit or accelerated turnover requirements to reduce emissions of air pollutants. For more information, please visit the California Air Resources Board website at: http://www.arb.ca.gov/msprog/ordiesel/ordiesel.htm.

A-4/AB21-13 CM 2/11/2021 - Page 147 of 200 Page 14 of 16 ATTACHMENT D SALES ORDER

Bobcat of Seattle Bobcat of Marysville Bobcat of Spokane Bobcat of Pasco Bobcat of Yakima 4517 Auburn Way N 14109 Smokey Point Blvd 10211 W Westbow Blvd 1115 N Oregon 1220 Industrial Way Auburn, WA 98002 Marysville, WA 98271 Spokane, WA 99224 Pasco, WA 99301 Yakima, WA 98903 253-850-8140 503-907-1121 509-321-0289 509-416-4005 509-452-8510

Account # Date 2/2/2021 PO# Customer City of Sultan Ship To Address 319 main street ste200 PO box 1199 Address City Sultan City State wa ZIP 98294 State ZIP Phone 360-793-2262 Phone Email / Fax Email / Fax Contact Contact Name

Quantity Model # / Part # Item / Serial # Description Total Price 1 T-14TD ML160008 Towmaster drop deck tilt trailer $ 10,500.00 Lisence Fee $ 150.00

SUB TOTAL $ 10,650.00 NOTES:

TRADE IN CREDIT Make Model # Lien Holder Serial # Year Hours Payoff $ -

BILL OF SALE: FOR TRADE IN DESCRIBED HEREIN. WE CERTIFY THAT THERE IS NO LIEN, CLAIM, DEBT, Document Fee MORTGAGE OR ENCUMBRANCE OF ANY KIND, NATURE OR DESCRIPTION AGAINST THIS PROPERTY NOW Delivery Fee $ - EXISTING, OF RECORD OR OTHERWISE AND THAT SAME IS FREE AND CLEAR AND IS MY/OUR SOLE AND ABSOLUTE PROPERTY EXCEPT AS NOTED ABOVE. Taxable Amount $ 10,650.00 Sales Tax @ 9.0% $ 958.50 BUYER'S SIGNATURE X

Factory Rebates Amount Financing Rental Purchase Option (RPO) In Lieu of Financing Rate 0% Rent/Month Target Model Term (mo) 24 Months Built Tough Payment $483.69 - then - TOTAL DISCOUNTS $ - Rate Bobcat Lease Term (mo) Plus Trade-in Payoff $ - Payment Payment #NUM! Term (mo) TOTAL PRICE $ 11,608.50 Residual Down Payment $ - This Sales Order is subject to the terms and conditions below. The undersigned Purchaser agress that it has read and understands the terms and conditions, warranty disclaimers, and limitations of liability set out in the additional terms and conditions below and that the same are included and are part of this Sales Order as if set forth on the face hereof. Payment information is estimated. Actual payment is determined by lender. Quotation is valid until the end of the current BALANCE DUE $ 11,608.50 month unless specified in the Notes section of the Sales Order.

Purchaser Sales Rep

Print Name Branch

Title Date Date

Terms And Conditions 1. Sales/Rental of Equipment; Agreement to Terms of this Sales/Rental Order. Thermo King Northwest, Inc. hereby sells/rents to the Customer, and Customer hereby purchases/rents from Thermo King Northwest, Inc. subject to the A-4/AB21-13 CM 2/11/2021 - Page 148 of 200 Page 15 of 16 ATTACHMENT D terms and provisions of this Sales/Rental Order, the equipment or other personal property as described above, together with all accessories, replacement parts, repairs, attachments and subject to the to the property (the “Equipment”). Customer acknowledges and agrees by accepting delivery of the Equipment and a copy of this Sales/Rental Order that the Equipment purchased/rented under this Sales/Rental Order is of the size, design, capacity and manufacture selected by the Customer, and that the Customer has relied solely on its own judgment in selecting the Equipment. 2. Terms of Payment. Unless the Customer has an approved open account with Thermo King Northwest, Inc. terms are prepayment (if the “Terms” box reads “COD”) or if “terms box is empty (no terms indicated). If the customer has an approved open account with Thermo King Northwest, Inc. and the “Terms” box reads “Net 10” the Customer shall make payment of the balance due under the Sales/Rental Order, including applicable taxes, by the 10th day of the month following the date of invoice; provided, however that if this purchase/rental would cause the account balance to exceed the Customer's approved credit limit, the Customer must prepay the excess or obtain “over credit limit” approval from the Credit Department. If the balance due is not paid according to these terms, Customer agrees to pay Thermo King Northwest, Inc., without limitation, (a) as liquidated damages for late payment, 1-1/2% per month on all past due invoices, which amount is equal to 18% annum, and (b) Thermo King Northwest, Inc.'s reasonable collection costs, including but not limited to costs described below in paragraph 14(A). 3. Additional Terms and Conditions. Customer acknowledges and agrees by signing this Sales/Rental Order, or by accepting delivery of the Equipment and a copy of this Sales/Rental Order, that Customer has read all terms and conditions appearing on this form, and that Customer is bound by all such terms and conditions, including but not limited to the EXCLUSIVE WARRANTY and LIMITATION OF LIABILITY provision, all of which the Customer has read and understands and agrees to. The terms and conditions on this Sales/Rental Order, together with any agreements entered into pursuant to paragraph 5, constitute the entire agreement of Thermo King Northwest, Inc. and Customer with respect to the Equipment. The Customer acknowledges that all of such terms and conditions, including but not limited to EXCLUSIVE WARRANTY and LIMITATION OF LIABILITY provisions were freely negotiated and bargained for with Thermo King Northwest, Inc. and that the Customer has agreed to purchase/rent the Equipment subject to these terms and conditions. THERMO KING NORTHWEST'S ACCEPTANCE OF THIS SALES/RENTAL ORDER IS EXPRESSLY CONDITIONED ON CUSTOMER'S ASSENT TO ALL OF SUCH TERMS AND CONDITIONS. 4. Security Interest. For any purchased Equipment, to secure payment, the Customer grants Thermo King Northwest, Inc. a purchase money security interest in the Equipment; risk of loss of the Equipment shall transfer to Customer upon delivery of the Equipment. If any portion of the balance due is to be paid following delivery of the Equipment, Customer agrees to execute and deliver to Thermo King Northwest, Inc. such security agreements, financing statements including but not limited to a UCC-1 Form, and such other documents as Thermo King Northwest, Inc. may request from time to time in order to permit Thermo King Northwest, Inc. to obtain and maintain a perfected security interest in the Equipment on terms and conditions acceptable to Thermo King Northwest, Inc.; in the alternative, Customer grants to Thermo King Northwest, Inc. a power of attorney to execute and file on customer's behalf all financing statements and other documents necessary to perfect this security interest. At its election, Thermo King Northwest, Inc. may file for recordation this Sales/Rental Order or a resulting invoice, bearing Customer's signature, or a photocopy of this Sales/Rental Order, in lieu of a UCC-1 Form; provided, however, that such filing by Thermo King Northwest, Inc. shall not constitute an admission by Thermo King Northwest, Inc. of the applicability or non-applicability of the Uniform Commercial Code, or any statutory enactment thereof, to the purchase by the Customer, nor shall the failure to file this form, or the UCC-1 Form, in any way affect, alter or invalidate any term, provision, obligation or liability under this Sales/Rental Order. This security interest shall be superseded if Customer and Thermo King Northwest, Inc. enter into a separate security agreement covering the Equipment. 5. Condition of Equipment and exclusive Limited Warranty, Limitation of Liability. Customer acknowledges and agrees by signing this Sales/Rental Order, or by accepting delivery of the Equipment and a copy of this Sales/Rental Order, that the Customer has fully inspected the Equipment, and has received the Equipment from Thermo King Northwest, Inc. in a satisfactory, safe and serviceable condition. For refrigeration Equipment, Thermo King Northwest, Inc. is not responsible for the value or condition of the load stored within the vehicle container, nor for any expenses related to any load loss occurrence. Such losses can be prevented or minimize through prudent monitoring by the refrigeration Equipment operator. Customers are encouraged to train and utilize drivers, security personnel or others to diligently monitor the refrigeration Equipment performance. The more thorough and frequently the refrigeration is monitored, the less likely as severe a loss would occur in the event of a refrigeration Equipment failure of any kind. CUSTOMER PURCHASES/RENTS THE EQUIPMENT “AS IS” FROM TERHMO KING NORTHWEST AND THERMO KING NORTHWEST MAKES NO REPRESENTATION OR WARRANTY AS TO THE FITNESS OF THE EQUIPMENT FOR ANY PARTICULAR USE OR PURPOSE, AS TO THE CONDITION, QUALITY OR MERCHANTABILITY OF THE EQUIPMENT, OR ANY OTHER REPRESENTATION OR WARRANTY, EXPRESS OR IMPLIED, AND MAKES NO WARRANTIES OF ANY KIND, EXPRESSO R IMPLIED, EXCEPT THAT THE EQUIPMENT SHALL BE FREE FROM DEFECTS AND WORKMANSHIP AND MATERIAL UNDER NORMAL USE AND SERVICE AND EXCEPT AS PROVIDED IN WARRANTY MATERIALS ALREADY DELIVERED TO THE CUSTOMER, WHICH ARE DESCRIBED ON THE FACE OF THIS SALES/RENTAL ORDER AND TE RECEIPT OF WHICH CUSTOMER ACKNOWLEDGES BY SIGNING THIS SALES/RENTAL ORDER, OR BY ACCEPTING DELIVERY OF THE EQUIPMENT AND A COPY OF THIS SALES/RENTAL ORDER. THE SOLE RESPONSIBILITY OF THERMO KING NORTHWEST UNDER THIS SALES/RENTAL ORDER IS TO REPAIR OR REPLACE THE EQUPMENT, IN THE MANNER DESCRIBED IN SUCH WARRANTY MATERIALS, AND IT SHALL NOT BE LIABLE UNDER ANY EXPRESS OR IMPLIED WARRANTY OR NONCONTRACTUAL THEORY OF LIABILITY FOR ANY SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES, INCLUDING LOSS OF TIME, INCONVENIENCE, LOSS OF USE OF THE EQUIPMENT, LIABILITY FOR PERSONAL INJURY OR PROPERTY DAMAGE, IN ANY WAY ARISING OUT OF CUSTOMER'S PURCHASE/RENTAL OF THE EQUIPMENT, OR COMMERCIAL LOSSES. 6. Loss or Destruction of Equipment; Customer Insurance. Customer shall bear the risk of loss of, damage to, or destruction of the Equipment from the date of its delivery to the Customer through the date of rental return or full payment of the balance due if a sale. If for any reason the Equipment is lost, stolen, destroyed or damaged beyond repair prior to rental return or full payment of the balance due if a sale, the Customer shall immediately notify Thermo King Northwest, Inc. The total or partial loss of the Equipment by the Customer shall not release or relieve the Customer from its obligations and liabilities under this Sales/Rental Order. The Customer shall maintain in full force and effect until the rental return or full payment of the balance due if a sale, insurance covering the Equipment of such type and shall pay to Thermo King Northwest, Inc. the EQUIPMENT REPLACEMENT VALUE on any rental equipment plus any unpaid rental payment or full payment of the balance due if a saled then due and any other sum then due to Thermo King Northwest, Inc. The total or partial loss of possession of the Equipment by the customer shall not release or relieve the customer from its obligations and liabilities under this Sales/Rental Order. Written evidence satisfactory to Thermo King Northwest, Inc. that such insurance is in full force and effect shall be provided to Thermo King Northwest, Inc. upon its request at any timer prior to rental return or full payment of the balance due if a sale. NOTWITHSTANDING ANY OTHER PROVISION OF THIS SALES/RENTAL ORDER OR OF ANY OTHER WRITING, THERMO KING NORTHWEST WAIVES NO RIGHT OF SUBROGATION WHICH MIGHT IN ANY WAY APPLY TO THE EQUIPMENT, TO ITS LOSS OR DESTRUCTIONS, TO BODILY OR PERSONAL INJURY TO, OR DEATH OF, ANY PERSON, OR TO THE LOSS OF OR DAMAGE TO ANY PROPERTY OF THE CUSTOMER OR ANY THIRD PARTY. 7. Location of Equipment. Thermo King Northwest, Inc. shall have the right to inspect the Equipment at all reasonable times 8. Default; Remedies. Customer shall be in breach and default under this Sales/Rental Order if (a) any payment or any other amount due under this Sales/Rental Order to Thermo King Northwest, Inc. is not paid promptly when due; (b) the Customer fails to comply or perform, or makes any misrepresentation relating to, any of the Customer's obligations or covenants under this Sales/Rental Order; or (c) prior to rental return and full payment of the balance due if a sale, the Customer ceases to do business, becomes insolvent, makes an assignment for the benefit of its creditors, appoints a receiver, commences an action for dissolution or liquidation, or becomes subject to bankruptcy proceedings, or the Equipment is attached, levied upon, seized under legal process, is subjected to a lien or encumbrance, or transferred by operation of law or otherwise, to anyone other than Thermo King Northwest, Inc. Upon the occurrence of any event of Customer's default as set forth in the preceding paragraph, Thermo King Northwest, Inc., as its sole option and without notice to the Customer, shall have the right to exercise concurrently or separately any one or all of the following remedies, which shall be cumulative and not alternative: (a) to declare all sums due, and to become due, under this Sales/Rental Order immediately due and payable; (b) to commence legal proceedings, including collection actions and specific performance proceedings, to enforce performance by the Customer of any and all provisions of this Sales/Rental Order, and to be awarded damages or injunctive relief for the Customer's breach; (c) prior to rental return or full payment of the balance due if a sale to require the Customer to deliver the Equipment to Thermo King Northwest, Inc. branch specified on the face of this Sales/Rental Order; (d) to exercise one or more of the rights and remedies available to a secured party under the Uniform Commercial Code, whether or not this Sales/Rental Order is subject thereto; and (e) to enter, without notice or liability or legal process, onto any premises where the Equipment may be located, using force permitted by law, and there to disconnect, remove and repossess the Equipment, the Customer having waived further right to possession after default. A waiver of any event of default by Thermo King Northwest, Inc. shall not be a waiver as to any other or subsequent default. 9. Notices. All notices to be provided, or instruments required or permitted to be served upon, or sent to, either of the parties shall e in writing, and shall be deemed served or sent: (a) when personally delivered to the other party, (b) when sent by facsimile with receipt acknowledged, (c) one business day after being deposited with any nationally recognized overnight carrier which routinely issues receipts, addressed to the party at the address stated above, or (d) three (3) business days after being placed in the United States mails by certified mail, return receipt requested, postage prepaid, addressed to the party at the address stated above. Each of the parties may modify its notice address by communication sent to the other party in the manner described above. 10. Reciprocal Indemnification. A. Thermo King Northwest Indemnification. Thermo King Northwest, Inc. specifically and expressly agrees to indemnify, defend and hold harmless, in whole or in part, the Customer, its agents and affiliates against and from any and all claims, demands, suits, losses, costs and damages of every kind and description, brought or made against or incurred by the Customer or any of its agents or affiliates resulting from, arising out of or in any way connected with the (i) willful act or omission or (ii) negligent act or omission of Thermo King Northwest, Inc. or its employees, agents or affiliates, in performance, or nonperformance, of its obligations under this Sales/Rental Order. Except as provided in paragraph 5, this indemnity obligation shall include, but not be limited to, the following: a. Loss of or damage to any property of the Customer, or any third party; and b. Bodily or personal injury to, or death of, any person, including without limitation employees of the Customer or of Thermo King Northwest, Inc. B. Customer Indemnification. The Customer specifically and expressly agrees to indemnify, defend and hold harmless, in whole or in part, Thermo King Northwest, Inc., its agents and affiliates against and from any and all claims, demand, suits, losses, costs and damages of every kind and description, brought or made against or incurred by Thermo King Northwest, Inc. or any of its agents or affiliates resulting from, arising out of or in any way connected with the (i) willful act or omission or (ii) negligent act or omission of the Customer or its employees, agents or affiliates, in performance, or nonperformance, of its obligations under this Sales/Rental Order. This indemnity obligation shall include, but not be limited to, the following: a. Loss of or damage to any property of the Thermo King Northwest, Inc., or any third party; and b. Bodily or personal injury to, or death of, any person, including without limitation employees of the Customer or of Thermo King Northwest, Inc. 11. Delivery. Delay in Delivery, Inspection and Acceptance. The Equipment is sold or rented F.O.B. origination, unless otherwise stated in this Sales/Rental Order. Any delivery, shipping, installation or performance dates indicated on the reverse side are estimated, and, although Thermo King Northwest, Inc. shall use best efforts to meet such dates, Thermo King Northwest, Inc. shall not be liable for any delay in delivery, shipping, installation, or performance, however occasioned. Thermo King Northwest, Inc. may deliver the Equipment in installments as the Equipment becomes available. Delivery of the Equipment to the Customer shall take place when physical possession of the Equipment is give to Customer or to a carrier, or when Thermo King Northwest, Inc. receives directions from Customer to place the Equipment in storage, whichever first occurs. The securing of the Equipment on board a carrier shall be deemed to occur subsequent to delivery. If the Equipment is to be shipped, Thermo King Northwest, Inc. is authorized to execute in Customer's mane any carrier's standard bill of lading for the Equipment. Without being required to do so, Thermo King Northwest, Inc. may, on behalf of Customer, advance thee costs of shipping or insurance for the Equipment. To the extent not separately included in calculating the balance due under this Sales/Rental Order. Customer agrees to immediate reimburse Thermo King Northwest, Inc. on demand for such costs. Customer agrees to inspect each item of Equipment, at its sole expense, promptly following receipt and will be deemed to have accepted the item unless it notifies Thermo King Northwest, Inc., within 10 days following receipt, of any claimed discrepancy between the item as described on the reverse side and the item as received by Customer. Any clam for shortages, delays or damages occurring after Thermo King Northwest, Inc. has delivered the Equipment to a carrier shall be made directly to the carrier, and Thermo King Northwest, Inc. shall have no liability with respect to such shortages, delays or damages. 12. Customer's Responsibility. The Customer represents that it is fully familiar with the Equipment subject to this Sales/Rental Order and understands the operating instructions for the Equipment. Customer acknowledges and agrees by signing this Order that the Equipment rented or leased under this order is of the size, design, capacity and manufacture selected by the Customer, and that the Customer has relied solely on its own judgment in selecting the Equipment and the Customer has fully inspected the Equipment and has received the Equipment from Thermo King Northwest, Inc. in a satisfactory, safe and serviceable condition. Customer shall use the Equipment safely, within its rated capacity only, and only for the purposes for which it was designed; the Customer is aware of the limitations of the Equipment and shall not exceed them; and the Customer shall not alter or modify the Equipment. Except to the extent provided in the express warranties under paragraph 5, Customer agrees that, even though it may receive technical information, drawings or advice from Thermo King Northwest, Inc., the Customer will have sole responsibility for the Equipment's suitability for Customer's intended use. THE PROVISIONS OF THIS SALES/RENTAL ORDER, INCLUDING LIMITATIONS OF WARRANTIES, REMEDIES AND DISCLAIMERS, SHALL APPLY EQUALLY TO ALL SUCH TECHNICAL INFORMATION, DRAWINGS OR ADVICE. 13. No Assignment of Rights and Obligations under This Sales/Rental Order. This Sales/Rental Order and the rights, obligations, covenants and agreements contained in this Sales/Rental Order, shall inure to the benefit of and be binding upon the parties to this Sales/Rental Order and their respective successors and assigns. The Customer shall not assign, by operation of law or otherwise, this Sales/Rental Order or nay rights under this Sales/Rental Order without first obtaining the prior written consent of Thermo King Northwest, Inc., which consent may not be unreasonably withheld; any attempt to assign by Customer without Thermo King Northwest, Inc. prior written consent shall be void and of no effect. Thermo King Northwest, Inc. may assign this Sales/Rental Order and all rights under this Sales/Rental Order, but the Customer will not be obligated to any assignee of Thermo King Northwest, Inc., except after receipt of written notice of such assignment by Thermo King Northwest, Inc. CUSTOMER HEREBY WAIVES, RELINQUISHES AND DISCLAIMS AS TO ANY ASSINGEE OF THERMO KING NORTHWEST ALL CLAIMS, RIGHTS OF SET-OFF AND DEFENSES WHICH CUSTOMER MAY HAVE AGAINST THERMO KING NORTHWEST, INCLUDING THE RIGHT TO WITHHOLD PAYMENT OF ANY MONIES WHICH MAYBECOME DUE UNDER THIS SALES/RENTAL ORDER. CUSTOMER FURTHER AGREES THAT THERMO KING NORTHWEST MAY, WITHOUT NOTICE TO OR CONSENT OF CUTOMER, SELL/RENT OR GRANT A SECURITY INTEREST IN THE EQUIPMENT AND ITS RIGHTS TO PAYMENT OF THE BALANCE DUE AND OR RETURN OF RENTAL EQUIPMENT, AND IN SUCH EENT, CUSTOMER'S RIGHTS IN AND TO THE EQUIPMENT SHALL BE SUBJECT AND SUBORDINATE TO THE INTERESTS AND RIGHTS, INCLUDING THE RIGHT OF POSSESSION, OF ANY SUCH PURCHASER OR RENTER OR HOLDER OF A SCURITY INTEREST IN THE EQUIPMENT. 14. Miscellaneous Provisions. A. In the event either party to this Sales/Rental Order commences legal action in connection with the provisions of this Sales/Rental Order, including any action to obtain damages from an alleged breach of a provision of this Sales/Rental Order, any such action shall, at the election of Thermo King Northwest, Inc., be commenced in a court of competent jurisdiction in, and venue for any such legal action shall continue to be King County, Washington or Multnomah County, Oregon; and the prevailing party shall be entitled to recover, in addition to amount otherwise recovered, its reasonable costs incurred in connection with that legal action, including but not limited to reasonable attorney's fees. B. The covenants, agreements, indemnities, and warranties made by the parties under this Sales/Rental Order shall survive its termination. C. In addition to other covenants above, each party agrees to indemnify, hold harmless and defend the other party with respect to any suit, claim or demand alleging infringement of any patent or copyright, or misappropriation of any confidential information or trade secrets, in connection with the Equipment sold/rented under this Sales/Rental Order. Each party agrees to keep confidential and not to disclose to other person, or to use in any way, confidential business or technical information which the party may receive in connection with this Sales/Rental Order. D. In the performance of this Sales/Rental Order, the parties shall comply with all federal, state or local laws or regulations, including but not limited to those laws or regulations (i) relating to nondiscrimination against any employee or applicant for employment because of race, religion, color, national origin, sex or age with respect to terms and conditions of employment and (ii) relation to storage, use or disposal of hazardous wastes, substances or materials. These parties acknowledge that Thermo King Northwest, Inc. is not a contractor within the meaning of any federal, state or local law or regulation, that it therefore has not posed a bond and will post no bond, and that it has no duties or obligations of a contractor or sub contractor with respect to the Equipment, Thermo King Northwest, Inc. duties and obligations being limited to those describe in this Sales Order. E. Any previous oral or written agreements relating to the subject matter of the Sales/Rental Order are hereby superseded, the parties expressly agreeing that the terms and provisions of this Sales/ Rental Order shall constitute the full and complete agreement between Thermo King Northwest, Inc. and the Customer. All terms and condition of any other purchase order, rental order, sales order, or other writing, of Thermo King Northwest, Inc. or of Customer, unless specifically described above and attached to this Sales/Rental Order, which are inconsistent with or different from the terms and conditions of this Sales/Rental Order shall be null and void. If any term or provision of this Sales/Rental Order shall be held to be invalid or unenforceable, the remaining terms and provisions of the Sales/Rental Order shall be valid and enforceable to the fullest extent permitted by law. F. Thermo King Northwest, Inc. shall not be liable for its inability to perform any or all of its obligations under this Sales/Rental Order due to any cause beyond Thermo King Northwest, Inc. control, including but not limited to acts of God, acts or omissions of the Customer, acts of civil or military authorities, fire, weather, strikes or other laborer disturbances, civil commotion, war, terrorism, late delivery by Thermo King Northwest's suppliers, fuel or other energy shortages, or an inability to obtain necessary labor, materials, supplies, equipment or malfunctioning facilities. If any such cause results in a delay in performance by Thermo King Northwest, Inc., the date of performance shall be extended for a period equal to the time lost by reason of such delay and such extension shall be Customer's exclusive remedy. G. This Sales/Rental Order and its interpretation shall be governed by the laws of the State where original sales or rental location takes place A-4/AB21-13 CM 2/11/2021 - Page 149 of 200 Page 16 of 16 ATTACHMENT E

Equipment Information Finical Schedule amount Estimated year to be Projected Year Description Depreciation needed each 2020 2021 2022 2023 2024 2025 2026 2027 Replacement cost replaced Resale Value year Equipment Available Funds $300,000.00 $374,553.33 $178,606.67 $167,360.00 $157,913.33 $148,466.67 $139,020.00 $172,673.33 1990 Ford Tractor Rotary Mower $ 160,000.00 20 $10,000.00 1991 Multi-Grader Road Grader $ 75,000.00 20 2011 $14,000.00 1994 Atlas Air CompressorUack Hammer) $ 20,000.00 20 2014 $1,000.00 $2,000.00 $20,000.00 1998 Vactor s 550,000.00 20 2018 $27,500.00 $80,000.00 $84,000.00 $84,000.00 $84,000.00 $84,000.00 $84,000.00 1998 580 Super L 4Wd Loader/Extenda Hoe $ 74,000.00 20 2018 $3,700.00 $20,000.00 $74,000.00 - 2000 Tilt Trailer s 7,000.00 20 $350.00 $500.00 2000 Kubota Mower (Front) ZD18 $ 20,000.00 10 2010 $2,000.00 $100.00 $20,000.00 2001 Trailer $ 7,000.00 20 $350.00 $500.00 2003 Cub Cadet 20 Hp Mower $ 7,000.00 10 2013 $700.00 $50.00 $7,000.00 2005 Massey Ferguson Tractor $ 25,000.00 20 $1,250.00 $8,000.00 2005 Wacker plate compactor $ 1,800.00 10 2015 $180.00 $200.00 $1,800.00 2006 Trailer $ 7,000.00 20 2026 $350.00 $500.00 2006 Trailer $ 7,000.00 20 2026 $350.00 $500.00 2008 Trailer & Pressure Washer $ 10,000.00 10 2018 $1,000.00 $2,000.00 10000 2011 Honda Push mower $ 400.00 10 $40.00 $25.00 2014 2014 Kubota Mower G2120 s 10,000.00 10 $1,000.00 $100.00 2016 John Deer 1550 Front Mower s 22,000.00 10 W26 $2,200.00 $1,000.00 2000 Scag zero turn s 3,500.00 10 2010 $400.00 2017 lbak portable sewer camera system s 70,000.00 10 2027 $7,000.00 $5,000.00 2018 PR Dimond 1814 18" walk behind saw $ 3,500.00 15 2033 $233.33 $250.00 2018 Wacker RD12 double drum Roller s 16,000.00 20 ao� $800.00 $4,000.00 2018 Sweeper Timco 600 $ 258,000.00 20 20_$8 $12,900.00 $10,000.00 $43,100.00 $43,100.00 $43,100.00 $43,100.00 $43,100.00 $43,100.00 2019 John Deere Z997R Mower $ 22,000.00 10 2029 $2,200.00 $1,000.00 2019 Graco Line laser V s 8,000.00 10 20� $800.00 $500.00 2019 speed trailer $ 11,000.00 20 2039 $550.00 $250.00 teledyne lsco 677 loaaina Rain Gauge (includes the 674) with 2019 $ 5,000.00 10 2029 $500.00 $500.00 2105Ci Modem 2019 sewer flow monitoring eq $ 60,000.00 10 2029 $6,000.00 $1,000.00 Small utility vehicle s 20,000.00 10 $4,000.00 $20,000.00 mini excavator $ 100,000.00 20 $20,000.00 $100,000.00 skid steer with attachments $ 75,000.00 20 $15,000.00 $75,000.00 Shoring $ 6,000.00 20 $1,200.00 $6,000.00 fork lift $ 15,000.00 20 $3,000.00 $15,000.00 Foot compactor s 7,500.00 10 $1,500.00 $7,500.00 Total funds needed each year $117,653.33 Total Estimated Cost $43,100.00 $313,600.00 $128,900.00 $127,100.00 $127,100.00 $127,100.00 $84,000.00 $84,000.00

• This sheet assumes that the city is budgeting $117,653.33 every year starting m 2021.

A-4/AB21-13 CM 2/11/2021 - Page 149A of 200 PAGE 17 OF 17

SULTAN CITY COUNCIL

Agenda Bill 20-78

Scribner Error Correction of Ordinance 1338-20 adopting updated SUBJECT Subdivision Parking Regulations

DATE: DEPT: CONTACT: PRESENTER: ITEM:

11/19/20 Planning Tami Pevey Tami Pevey Action 5

Discussion: PB 9/15/2020, PB10/06/2020. PH 11/03/2020, CM 05/28/2020, PH 11/19/2020, CM 11/19/2020, and CM 2/11/2021

Attachments: A. Ordinance 1338-20 Corrected B. Ordinance 1338-20 as presented Incorrectly

REQUESTED ACTION: Authorize the Clerk to correct the Scribner Error regarding Ordinance 1338-20 amending Chapter 16.54 SMC to include additional guest parking requirements for residential subdivisions

DESCRIPTION: On November 19, 2020 Council passed Ordinance 1338-20 amending SMC Chapter 16.54 to include additional guest parking requirements for residential subdivisions. Approximately every six months all ordinances passed are sent to Code Publishing to have an official update of the Code Book produced. During the most recent update Code Publishing noted that Ordinance 1338 appeared to mirror Ordinance 1337. Upon further investigation it was discovered that at the November 19, 2020 Council meeting the agenda item regarding Ordinance 1338 clearly discussed parking regulations, and the packet had the correct ordinance attachment, but somehow the Ordinance cover was a repeat of Ordinance 1337. Since Ordinance 1338 deals with requirements for new subdivisions, although it was published on November 23, 2020 and effective November 29, 2020 the city has not received any new subdivision applications that would be impacted by this code update. Therefore, staff is confident a Scribner error correction will resolve the issue the issue.

A-5/AB20-78 Page 1 of 7 CM 2/11/2021 - Page 150 of 200

ATTACHMENT A CORRECTED ORDINANCE CITY OF SULTAN WASHINGTON ORDINANCE NO. 1338-20

AN ORDINANCE OF THE CITY OF SULTAN, WASHINGTON, AMENDING SULTAN MUNICIPAL CODE CHAPTER 16.54.160 TO ADD SMC SECTION 16.54.160, PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE WHEREAS, the City of Sultan is a non-charter optional municipal code city incorporated under the laws of the State of Washington and has the power to enact ordinances and regulate development within the city for the protection of the public health, safety and general welfare; and

WHEREAS, the city has experienced a significant increase in development over the last several years; and

WHEREAS, in new residential subdivisions citizens have reported a substandard amount of parking within developments which is creating traffic safety hazards and undue impacts on the vicinity, and

WHEREAS, the city has found that requiring additional parking within future subdivisions would mitigate these impacts; and

WHEREAS, the Sultan Planning Board considered changes to the parking regulations at their September 15, 2020, October 6, 2020 meetings; and

WHEREAS, the Planning Board held a Public Hearing regarding changes to the parking regulations at their November 3, 2020 meeting; and

WHEREAS, the Planning Board reviewed the proposed parking regulations and recommended that City Council should adopt them; and

WHEREAS, the City Council has reviewed the proposed changes to the parking regulations at their May 28, 2020 meeting; and

WHEREAS, the City Council held a Public Hearing to consider the proposed changes to the parking regulations at their November 19, 2020 meeting; and

WHEREAS, the City Council feels that these updates to the parking regulations will benefit the city and its residents.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SULTAN, WASHINGTON, DO ORDAIN AS FOLLOWS:

A-5/AB20-78 Page 2 of 7 CM 2/11/2021 - Page 151 of 200

ATTACHMENT A

Section 1. Chapter 16.54 SMC (Off-Street Parking and Loading Standards), Amended. Chapter 16.54 of the Sultan Municipal Code entitled “Off-Street Parking and Loading Standards” is hereby amended to include a new section SMC 16.54.160 as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 2. Severability. Should any section, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this Ordinance be pre-empted by state or federal law or regulation, such decision or pre-emption shall not affect the validity of the remaining portions of this Ordinance or its application to other persons or circumstances.

Section 3. Effective Date. This Ordinance shall be published in the official newspaper of the City and shall take effect and be in full force five (5) days after the date of publication.

ADOPTED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE 19th DAY OF NOVEMBER, 2020.

CITY OF SULTAN

______Russell Wiita, Mayor ATTEST/AUTHENTICATED:

______Tami Pevey, City Clerk

Approved as to form:

______Hillary Evans Graber, City Attorney

Date of Publication: Effective Date:

A-5/AB20-78 Page 3 of 7 CM 2/11/2021 - Page 152 of 200

ATTACHMENT A EXHIBIT A

SMC 16.54.160 – Additional Guest Parking Requirements for Residential Subdivisions In addition to the off-street parking requirements contained in SMC 16.54.140, all residential subdivisions shall provide an adequate number of guest stalls within the development as required in this section.

A. Guest parking shall be provided at the rate of one-half space per residence proposed in the development B. A parking plan shall be submitted with preliminary applications for subdivisions. The parking plan shall include sufficient detail for staff to confirm compliance with all applicable parking and guest parking requirements. C. Guest stalls can be provided in the following ways: a. Shared Parking Tracts: A subdivision may develop shared parking for use by the subdivision’s residences including screening and landscaping. i. All parking areas must meet all requirements for parking areas defined in Chapter 16.54 SMC. ii. All parking areas shall be developed with an asphaltic or better surface to prevent dust or tracking dirt into public roads. iii. The shared parking areas shall be maintained by the Homeowner’s Association or a divided interest of owners within the development. iv. Shared parking areas shall be developed in a separate tract. v. Shared parking tracts shall be designed so they do not create any safety hazards to vehicular or pedestrian users of public roads. b. Street parking: Parking stalls which are located on new streets constructed within a proposed subdivision may be counted. i. Designs of streets and street parking shall be in conformance with the adopted standards of Chapter 11.12 SMC. ii. Street parking on exterior frontages shall not be counted. iii. All proposed parking street parking stalls in residential subdivisions must allow legal parking and meet the minimum stall size of SMC 16.54.020 with the following exceptions: 1. Parallel Stalls shall be a minimum of 21 feet in length 2. Angled parking stalls shall have sufficient length to permit a 21-foot- long vehicle to park without blocking traffic. iv. A maximum of 50% of the proposed guest stalls may be provided as street parking. c. On Lot Parking: Parking stalls in addition to those required by SMC 16.54.140 can be located on the proposed lots within a subdivision. i. Because the stalls are not shared, guest parking stalls on lots shall be counted at a rate of 50%. ii. If stalls are provided in a garage structure, approval of the subdivision shall be conditioned with the requirement that the garage shall be constructed with sufficient clear area for a vehicle to park in the garage. iii. A maximum of 50% of the proposed guest stalls may be provided as street parking.

A-5/AB20-78 Page 4 of 7 CM 2/11/2021 - Page 153 of 200

ATTACHMENT B INCORRECT PRESENTATION CITY OF SULTAN WASHINGTON ORDINANCE NO. 1338-20

AN ORDINANCE OF THE CITY OF SULTAN, WASHINGTON, AMENDING SULTAN MUNICIPAL CODE CHAPTER 17.08; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE.

______WHEREAS, the Legislature of the State of Washington has delegated the responsibility to local governmental units to adopt regulations designed to promote the public health, safety, and general welfare of its citizenry; and WHEREAS, the City of Sultan participates in floodplain management, which under federal regulations means the operation of an overall program of corrective and preventive measures for reducing flood damage, including but not limited to emergency preparedness plans, flood control works, and floodplain management regulations; and WHEREAS, the City of Sultan is completing a mandatory update to Chapter 17.08 of the Sultan Municipal Code (“amendments”) as a requirement of the Federal Emergency Management Agency (“FEMA”) to continue eligibility for the National Flood Insurance Program (“NFIP”); and WHEREAS, the amendments, as proposed, were each mandated by FEMA; and WHEREAS, on May 15, 2020, the City received notification from FEMA that it needed adopt the amendments by June 19, 2020, or it will be suspended from the NFIP; and WHEREAS, on June 11, 2020, the City adopted an emergency ordinance to meet FEMA requirements temporarily for six months, and WHEREAS, the City wishes to make these changes permanent to ensure it is in compliance with FEMA in the future, and WHEREAS, pursuant to Chapter 16.86 SMC and Ch.86.16 RCW, adoption of the amendments involved significant public process, including public hearings and mandatory approvals from Washington State agencies; and WHEREAS, pursuant to WAC 197-11-880, the City of Sultan issued a Determination of Nonsignificance under SEPA. The determination was published on October 19, 2020 and no appeals were received, and WHEREAS, the Planning Board held a Public Hearing regarding changes to the Floodplain Management Regulations at their November 3, 2020 meeting, and WHEREAS, the City Council held a Public Hearing regarding the proposed changes to the Floodplain Management Regulation at their November 10, 2020 meeting, and

A-5/AB20-78 Page 5 of 7 CM 2/11/2021 - Page 154 of 200

ATTACHMENT B

WHERAS, the loss of eligibility for the NFIP would prevent citizens of Sultan from receiving new federal flood insurance policies or renew federal flood insurance policies; WHEREAS, the Council finds it is in the best interest of the City to adopt a permanent amendments to preserve the City’s eligibility for the NFIP; NOW THEREFORE, THE CITY COUNCIL OF SULTAN, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. Chapter 17.08 SMC Amended. Chapter 17.08 of the Sultan Municipal Code entitled “Flood Damage Prevention” is hereby adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference though fully set forth. Section 2. Severability. Should any section, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this Ordinance be pre-empted by state or federal law or regulation, such decision or pre-emption shall not affect the validity of the remaining portions of this Ordinance or its application to other persons or circumstances. Section 3. Effective Date. This Ordinance shall be published in the official newspaper of the City, and shall take effect and be in full force five (5) days after the date of publication. ADOPTED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE 19th DAY OF NOVEMBER 2020. CITY OF SULTAN

______Russell Wiita, Mayor ATTEST/AUTHENTICATED:

______Tami Pevey, City Clerk

Approved as to form:

______Hillary Graber, City Attorney

Date of Publication:

A-5/AB20-78 Page 6 of 7 CM 2/11/2021 - Page 155 of 200

ATTACHMENT B EXHIBIT A

SMC 16.54.160 – Additional Guest Parking Requirements for Residential Subdivisions In addition to the off-street parking requirements contained in SMC 16.54.140, all residential subdivisions shall provide an adequate number of guest stalls within the development as required in this section.

D. Guest parking shall be provided at the rate of one-half space per residence proposed in the development E. A parking plan shall be submitted with preliminary applications for subdivisions. The parking plan shall include sufficient detail for staff to confirm compliance with all applicable parking and guest parking requirements. F. Guest stalls can be provided in the following ways: a. Shared Parking Tracts: A subdivision may develop shared parking for use by the subdivision’s residences including screening and landscaping. i. All parking areas must meet all requirements for parking areas defined in Chapter 16.54 SMC. ii. All parking areas shall be developed with an asphaltic or better surface to prevent dust or tracking dirt into public roads. iii. The shared parking areas shall be maintained by the Homeowner’s Association or a divided interest of owners within the development. iv. Shared parking areas shall be developed in a separate tract. v. Shared parking tracts shall be designed so they do not create any safety hazards to vehicular or pedestrian users of public roads. b. Street parking: Parking stalls which are located on new streets constructed within a proposed subdivision may be counted. i. Designs of streets and street parking shall be in conformance with the adopted standards of Chapter 11.12 SMC. ii. Street parking on exterior frontages shall not be counted. iii. All proposed parking street parking stalls in residential subdivisions must allow legal parking and meet the minimum stall size of SMC 16.54.020 with the following exceptions: 1. Parallel Stalls shall be a minimum of 21 feet in length 2. Angled parking stalls shall have sufficient length to permit a 21-foot- long vehicle to park without blocking traffic. iv. A maximum of 50% of the proposed guest stalls may be provided as street parking. c. On Lot Parking: Parking stalls in addition to those required by SMC 16.54.140 can be located on the proposed lots within a subdivision. i. Because the stalls are not shared, guest parking stalls on lots shall be counted at a rate of 50%. ii. If stalls are provided in a garage structure, approval of the subdivision shall be conditioned with the requirement that the garage shall be constructed with sufficient clear area for a vehicle to park in the garage. iii. A maximum of 50% of the proposed guest stalls may be provided as street parking.

A-5/AB20-78 Page 7 of 7 CM 2/11/2021 - Page 156 of 200 SULTAN CITY COUNCIL

Agenda Bill No. 21-22

SUBJECT Resolution 21-05 Fuel Card Use Policy

DATE: DEPT: CONTACT: PRESENTER: ITEM: 2/11/2021 Finance Laura Koenig, Laura Koenig Action #6 Finance Director

Discussion: CM 2/11/2021

Attachments: A. Fuel Use Policy B. Fuel Use Policy - markup

REQUESTED ACTION: Adoption of Resolution 21-05 regarding the Fuel Card Use Policy.

DESCRIPTION/BACKGROUND: The City adopted a Fuel Card Use Policy in 2012 consistent with the procedure used for fuel cards issued to employees. At that time, employees were issued a fuel card to be used for all city vehicles. A log in each vehicle was required to be filled out each time an employee used the vehicle for city purposes. For the past two years, the Fuel Card Use policy has been reviewed by the State Auditor and included as an exit item as the policy was not consistently followed. This will be flagged as a follow-up item in the 2021 audit. In 2020, the City entered into a Lease program with Enterprise for vehicles. Each vehicle is assigned a fuel card and each employee is assigned a pin number to use for all fuel cards. The program tracks fuel usage and mileage to track maintenance requirements on all vehicles. The policy has been updated to be consistent with the current procedures used by the city.

FISCAL IMPACTS: None

A-6/AB21-22 CM 2/11/2021 - Page 157 of 200 Page 1 of 8 ATTACHMENT A CITY OF SULTAN Fuel Card Use Policy Adopted February 11, 2021 GENERAL POLICY STATEMENT

Fuel credit cards offer a convenient way for city staff to re-fuel vehicles quickly and efficiently in the course of city business. Fuel credit cards also offer a way to track fuel purchases and audit fuel use. The purpose of this policy is to provide rules, guidance and procedures for the use of fuel credit cards.

1. UNDERLYING PRINCIPLES

1.1. Fuel cards are for the express purpose of fueling city vehicles and equipment. Under no circumstances is a fuel card to be used for personal vehicles or to purchase items other than fuel.

1.2. All persons with access to a fuel card must sign and have on file with the City Clerk’s Office a signed fuel card acknowledgment agreement.

1.3. Department directors may enact more restrictive fuel card policies within their respective departments.

2. DEFINITIONS

2.1. Card User – Employees with access to a fuel card. 2.2. Vehicle Card – Card assigned to a specific vehicle. 2.3. Fuel Card Manager – The Public Works Director or designee. 3. EMPLOYEE ROLE & RESPONSIBILITY

3.1. Be aware of city policies and procedures regarding the fuel use policy. 3.2. Immediately report misuse of a fuel card to your supervisor or department director. 3.3. Immediately report a missing or stolen fuel card to your supervisor. 3.4. Submit, receipts (if provided) to the fuel card manager monthly for review as required by city policies. 4. MANAGEMENT ROLE & RESPONSIBILITY

4.1. Develop policies and procedures to aid front line staff in doing their jobs effectively. 4.2. Respond to staff inquiries regarding the fuel use policy.

A-6/AB21-22 CM 2/11/2021 - Page 158 of 200 Page 2 of 8 ATTACHMENT A CITY OF SULTAN Fuel Card Use Policy Adopted February 11, 2021 4.3. Review and verify the charges to the fuel card as outlined in this policy. 4.4. Report fraud or suspected fraud immediately to the Fuel Card Manager.

5. POLICY

5.1. The Public Works Director or designee will serve as the Fuel Card Manager. 5.2. The Fuel Card Manager or designee is responsible for issuing and cancelling fuel cards. 5.3. The Fuel Card Manager or designee will assign each employee a personal pin number for fuel card use. 5.4. Employees with access to a fuel card (card user) must sign a Statement of Understanding (attached hereto) acknowledging the understanding of this policy, and the consequences for misuse. The signed Statement of Understanding will be kept in the employee’s personnel file. 5.5. Fuel cards are assigned to a specific city vehicle and will be used exclusively for that vehicle for official city business. 5.6. Gas cans mixed and straight fuel will be stored in a lockable fuel cabinet. An Employee that fills cans will take the gas can card from the fuel cabinet and log the amount of gas on the fuel log when complete. The gas can card will be monitored by the fuel manager monthly. 5.7. Auxiliary diesel tank or tanks will be filled with the diesel card. Truck or trucks with auxiliary fuel tanks will have gauge for monitoring fuel for specific equipment located in cab of vehicle. (Example… Joe/Backhoe/Date/Gallons) The Fuel manager will monitor hte invoice monthly as well as fuel log in vehicle. 5.8. The card shall never be used for personal, non-city related purchases and/or securing non-city related goods or services. 5.9. Fuel cards shall be kept in the glove box of the assigned vehicle. The assigned vehicle must be securely locked whenever the vehicle is not in use in order to limit the opportunity for theft or misuse of the fuel card by a third party. 5.10. Employees shall notify their supervisor immediately if a fuel card is lost or stolen. The supervisor shall notify the finance director immediately and cancel the lost or stolen fuel cards. If the card is subsequently found or returned, the card shall be returned to the finance director and will be destroyed. 5.11. Every attempt should be made to ensure balances are paid in full each month with the exception of disputed charges.

A-6/AB21-22 CM 2/11/2021 - Page 159 of 200 Page 3 of 8 ATTACHMENT A CITY OF SULTAN Fuel Card Use Policy Adopted February 11, 2021 5.12. Any misuse of the fuel card, willfully misreporting fuel use or falsifying receipts will result in reasonable disciplinary actions which may include a combination of the following: 5.12.1. Termination of employment. 5.12.2. Reimbursement to the City of Sultan for unauthorized purchases and any administrative costs associated with any unauthorized purchase. 5.12.3. Other discipline consistent with the collective bargaining agreement and/or personnel policies. 6. PROCEDURE 6.1 Card users are required to maintain a log of fuel purchases for any vehicle not included in the City’s lease program and receipts, if provided. A copy of the log will be submitted to the Fuel Card Manager monthly. The log will include: 6.1.1 Date and location of the purchase, name of the purchaser, total amount of purchase, odometer readings. 6.1.2 The cardholder’s supervisor may periodically spot check a sample of odometer readings and analyze purchases. 6.1.3 Vehicles under the City’s Lease program will not be required to maintain a separate log but will be required to comply with Section 6.2. 6.2 When using the fuel card, the employee will: 6.2.1 Enter the odometer reading. 6.2.2 Enter your PIN. 6.2.3 Request a receipt, if provided. 6.3 If an employee loses a receipt, the employee will submit an affidavit accounting for the specific lost information. The affidavit shall accompany request for payment to the finance department. 6.4 When the card statement is received, each department will review and verify the charges. The finance department is responsible for reviewing and verifying charges for vehicles used by more than one department. 6.5 Card statements should be entered into the financial accounting system for payment within 15 business days. 6.6 The employee reconciling the statement should notify the credit card company within 20 business days of any disputed amounts on the statement.

A-6/AB21-22 CM 2/11/2021 - Page 160 of 200 Page 4 of 8 ATTACHMENT B Formatted: Right CITY OF SULTAN Fuel Card Use Policy Adopted June 1, 2012 Adopted February 11, 2021 Formatted: Centered GENERAL POLICY STATEMENT

Fuel credit cards offer a convenient way for city staff to re-fuel vehicles quickly and efficiently in the course of city business. Fuel credit cards also offer a way to track fuel purchases and audit fuel use. The purpose of this policy is to provide rules, guidance and procedures for the use of fuel credit cards.

1. UNDERLYING PRINCIPLES

1.1. Fuel cards are for the express purpose of fueling city vehicles and equipment. Under no circumstances is a fuel card to be used for personal vehicles or to purchase items other than fuel.

1.2. All persons with access to a fuel card must sign and have on file with the City Clerk’s Office a signed fuel card acknowledgment agreement.

1.3. Department directors may enact more restrictive fuel card policies within their respective departments.

2. OTHER APPLICABLE CITY POLICIES

2.1. Travel Policy 2.2. Personnel Policies 2.3. Collective Bargaining Agreements 3.2. DEFINITIONS

2.1. Card Holder User – Employees with access to a fuel card Formatted: Underline, Small caps 3.1.2.2. Vehicle Card – Card assigned to a specific vehicle 3.2.2.3. Fuel Card Manager – The Finance Public Works Director or designee 4.3. EMPLOYEE ROLE & RESPONSIBILITY

4.1.3.1. Be aware of city policies and procedures regarding the fuel use policy. 4.2.3.2. Immediately report misuse of a fuel card to your supervisor or department director. 4.3.3.3. Immediately report a missing or stolen fuel card to your supervisor.

Page 1 of 4

A-6/AB21-22 CM 2/11/2021 - Page 161 of 200 Page 5 of 8 ATTACHMENT B Formatted: Right CITY OF SULTAN Fuel Card Use Policy Adopted June 1, 2012 Adopted February 11, 2021 Formatted: Centered 4.4. Maintain a vehicle log of fuel purchases and receipts (if provided). 4.5.3.4. Submit vehicle logs, receipts (if provided) to the fuel card manager monthly for review and requests for reimbursement as required by city policies. 5.4. MANAGEMENT ROLE & RESPONSIBILITY

5.1.4.1. Develop policies and procedures to aid front line staff in doing their jobs effectively. 5.2.4.2. Respond to staff inquiries regarding the fuel use policy. 5.3.4.3. Review and verify the charges to the fuel card as outlined in this policy. 5.4.4.4. Report fraud or suspected fraud immediately to the Fuel Card Manager.

6.5. POLICY

6.1.5.1. The Finance Public Works Director or designee will serve as the Fuel Card Manager. 6.2.5.2. The Fuel Card Manager or designee is responsible for issuing and cancelling fuel cards. 6.3. The Fuel Card Manager may assign or transfer a fuel card to another vehicle or employee. 5.3. The Fuel Card Manager or designee will assign each employee a personal pin number for fuel card use. 6.4.5.4. Employees with access to a fuel card (card holde userr) must sign a Statement of Understanding (attached hereto) acknowledging the understanding of this policy, and the consequences for misuse. The signed Statement of Understanding will be kept in the employee’s personnel file. 6.5. Fuel cards will have a credit limit of $xxxx per month and two transactions per day, unless otherwise requested and approved. 6.6.5.5. Fuel cards may are be assigned to a specific city vehicle or employee and will be used exclusively for that vehicle or employee for official city business. 6.7. Fuel cards may be used by an authorized cardholder for equipment related fuel purchases (e.g. lawnmower, trimmer, backhoe, etc.)

5.6. Gas cans mixed and straight fuel will be stored in lockable fuel cabinet. Formatted Employee that fills cans will grab gas can card at the fuel cabinet. And log the

Page 2 of 4

A-6/AB21-22 CM 2/11/2021 - Page 162 of 200 Page 6 of 8 ATTACHMENT B Formatted: Right CITY OF SULTAN Fuel Card Use Policy Adopted June 1, 2012 Adopted February 11, 2021 Formatted: Centered amount of gas on fuel log when complete. Gas can card will be monitored by fuel manager monthly. 5.7. -Auxiliary diesel tank or tanks will be filled with diesel card. Truck or trucks with auxiliary fuel tanks will have gauge for monitoring fuel for specific equipment located in cab of vehicle. (Example… Joe/Backhoe/Date/Gallons) Fuel manager will monitor invoice monthly as well as fuel log in vehicle. 6.8.5.8. The card shall never be used for personal, non-city related purchases and/or securing non-city related goods or services. 6.9.5.9. Fuel cards shall be kept in the glove box of the assigned vehicle. The assigned vehicle must be securely locked whenever the vehicle is not in use in order to limit the opportunity for theft or misuse of the fuel card by a third party. 6.10.5.10. Employees shall notify their supervisor immediately if a fuel card is lost or stolen. The supervisor shall notify the finance director immediately and cancel the lost or stolen fuel cards. If the card is subsequently found or returned, the card shall be returned to the finance director and will be destroyed. 6.11. Employees may submit a request for reimbursement for fuel purchased for city use with personal funds consistent with the city’s Travel Policy. A request for reimbursement must be submitted to the finance department along with the original receipt and other supporting documentation. 6.12.5.11. Every attempt should be made to ensure balances are paid in full each month with the exception of disputed charges. 6.13.5.12. Any misuse of the fuel card, willfully misreporting fuel use or falsifying receipts will result in reasonable disciplinary actions which may include a combination of the following: 6.13.1.5.12.1. Termination of employment. 6.13.2.5.12.2. Reimbursement to the City of Sultan for unauthorized purchases and any administrative costs associated with any unauthorized purchase. 6.13.3. Limitation on the use of the card and/or termination of the right to use the card. 6.13.4.5.12.3. Other discipline consistent with the collective bargaining agreement and/or personnel policies. 7.6. PROCEDURE

7.1 6.1 Cardholders users are required to maintain a log of fuel purchases for Formatted: Indent: Left: 0.31", No bullets or any vehicle not included in the City’s lease program and receipts, if provided. A numbering

Page 3 of 4

A-6/AB21-22 CM 2/11/2021 - Page 163 of 200 Page 7 of 8 ATTACHMENT B Formatted: Right CITY OF SULTAN Fuel Card Use Policy Adopted June 1, 2012 Adopted February 11, 2021 Formatted: Centered copy of the log will be submitted to the Fuel Card Manager monthly. The log will include:

7.1.1 -6.1.1 Date and purpose location of the purchase, merchant name, gallons Formatted: Indent: Left: 0.63", No bullets or purchased, name of the purchaser, total amount of purchase, odometer numbering readings. -6.1.2 The cardholder’s supervisor may periodically spot check a sample of odometer readings and analyze purchases. 7.1.27.1.1 Vehicles under the City’s Lease program will not be required to maintain a separate log but will be required to comply with Section 6.2.

7.2 When using the fuel card the employee will: Formatted: Indent: Left: 0.25", No bullets or numbering 7.2.1 Enter the vehicle number Formatted: Indent: Left: 0.25", No bullets or 7.2.2 6.1.1Enter the odometer reading numbering, Tab stops: Not at 1.38" 7.2.3 6.1.2 Enter your PIN Formatted: Indent: Left: 0.63", No bullets or numbering 7.2.4 6.1.3 Request a receipt, if provided Formatted: Indent: Left: 0.69", No bullets or 7.2.5 Sign or initial the receipt, if provided numbering 7.3 6.3 If an employee loses a receipt, the employee will submit an affidavit Formatted: Indent: Left: 0.63", No bullets or accounting for the specific lost information. The affidavit shall accompany request numbering for payment to the finance department. Formatted: Indent: Left: 0.25", No bullets or numbering 7.4 6.4 When the card statement is received, each department will review and verify the charges. The finance department is responsible for reviewing and Formatted: Indent: Left: 0.31", No bullets or verifying charges for vehicles used by more than one department. numbering 7.5 6.5 Card statements should be entered into the financial accounting system for payment within 15 business days. 7.6 6.6 The employee reconciling the statement should notify the credit card company within 20 business days of any disputed amounts on the statement.

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A-6/AB21-22 CM 2/11/2021 - Page 164 of 200 Page 8 of 8 SULTAN CITY COUNCIL WORKSHOP Agenda Bill No. 21-23

SUBJECT Adoption of updated utility rate increase ordinances

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Administration Will Ibershof Will/Laura Action #7

Dates Presented: CWorkshop 1/21/2021, CM 2/11/2021

Attachments: A. Ordinance 1341-21 – Water Rates B. Ordinance 1342-21 – Sewer Rates C. Ordinance 1343-21 – Stormwater Rates

REQUESTED ACTION: Adoption of Ordinance 1341-21, Water Rates, Ordinance 1342-21, Sewer Rates and Ordinance 1343-21 Stormwater Rates.

A separate motion will be required for each ordinance. HISTORY The Mayor signed Executive Order 01-2020 on December 18, 2020. That order suspended the utility rate increase planned for December 1, 2020, until March 1, 2021.

On January 21, 2021, the Council held a workshop to discuss the impacts of holding off on the rate increases for the utility funds. The Council was presented with three options:

1. The Council does not act and the executive order sunsets on February 28, 2021 and effective March 1, 2021 the rate increase goes into effect.

2. The council passes an ordinance that changes the effective date of the annual increase to July 1, 2021.

3. Council pass an ordinance that does not take a utility rate increase in 2021.

The consensus of the Council was to implement the rate increase effective with the July 2021 billing. The Council also requested updated reports monthly from staff on the number of past due accounts and the past due amounts.

Rates for the Utility funds are set by ordinance. Staff has updated the three ordinances to reflect the changed dates for the implementation of the rate increases.

The following in a review of the financial impacts to each of the funds based on the options presented to the Council:

A-7/AB21-23 CM 2/11/2021 - Page 165 of 200 Page 1 of 12 Water Fund: The water fund has an annual budget of $1,770,647 with an operating reserve over the 90-days set by ordinance of $367,977. The impact to each option is listed below: • $24,040 in lost revenue with the option of letting the executive order sunsetting • $59,670 in lost revenue if council approves a mid-year rate increase • $119,340 in lost revenue if council does not approve a rate increase this year

Sewer Fund: The sewer fund has an annual budget of $1,825,356 with an operating reserve over the 90-days set by ordinance of $514,861. The impact for each option is listed below: • $12,739 in lost revenue with the option of letting the executive order sunsetting • $33,266 in lost revenue if council approves a mid-year rate increase • $66,531 in lost revenue if council does not approve a rate increase this year

Storm Water Fund: The storm water fund has an annual budget of $268,990 with an operating reserve over the 90- days set by ordinance of $20,169. The impact for each option is listed below: • $1,165 in lost revenue with the option of letting the executive order sunsetting • $3,494 in lost revenue if council approves a mid-year rate increase • $6,989 in lost revenue if council does not approve a rate increase this year

A-7/AB21-23 CM 2/11/2021 - Page 166 of 200 Page 2 of 12 ATTACHMENT A

CITY OF SULTAN WASHINGTON ORDINANCE NO. 1276-171341-21

AN ORDINANCE OF THE CITY OF SULTAN, WASHINGTON, REPEALING Commented [HJE1]: Are all three ordinances repealing ORDINANCE NO. 1252-161276-17; ADOPTING A NEW WATER RATE something? If so, you need to change all three to match this. SCHEDULE FOR SINGLE-FAMILY, MULTI-FAMILY AND COMMERCIAL WATER CUSTOMERS EFFECTIVE FOR THE DECEMBER 2017 JulyULY 2021 BILLING; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE.

WHEREAS, pursuant to RCW 35.92.010 and RCW 35.92.025 the City through its legislative authority has the power and authority to establish rates for water service; and

WHEREAS; the City Council endeavors to provide water utility management in a manner that is fiscally responsible; and

WHEREAS, the city City bills customers for the prior month of usage, the rate shall be effective with the January 1, 2016 July 1, 2021 and January 1, 2022 billings; and Commented [HJE2]: I’d delete – confusing.

WHEREAS, in 2016 the City conducted a one year rate study of the reasonable rates required to provide water service now and in the future; and

WHEREAS, the City conducted a comprehensive ten-year rate study in 2017; and

WHEREAS, The City of Sultan each year increases the utility rates to meet with the inflationary increases in the services the City provides; and

WHEREAS, over the last several months of the COVID-19 pandemic, residents and businesses Formatted: Font: 11 pt have struggled with their utility payments, many of them asking for assistance through a variety of public programs; and Formatted: Font: 11 pt

WHEREAS, the Governor of the State of Washington has placed additional restrictions on businesses and gatherings, severely impacting the economy of Sultan and the State; and

WHEREAS, The City of Sultan each year increases the utility rates to meet with the inflationary increases in the services the City provides; and

WHEREAS, the City acknowledges that theserate increases during a pandemic are a challenge Formatted: Font: 11 pt for many residents and business; and

WHEREAS, the Mayor declared a state of emergency on March 26, 2020 due to the outbreak of Covid-19; and Formatted: Font: 11 pt

WHEREAS, Tthe Mayor, as the Chief Executive of the City, under the authority of RCW Formatted: Font: 11 pt 38.52.070(2) issued Executive Order 01-2020, postponing the rate increase scheduled for December 1, 2020 for a sixty day periodan executive order, pausing the rate increase Formatted: Font: 11 pt scheduled for December 1, 2020 for a sixty day period; and

A-7/AB21-23 CM 2/11/2021 - Page 167 of 200 Page 3 of 12 ATTACHMENT A

WHEREAS, the City Council discussed the issue and has determined it is in the best interests of the residents and businesses of Sultan elected to delay the rate increase until June 2021 (effective for the July 1, 2021 billing); Formatted: Font: 11 pt

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SULTAN, WASHINGTON, DO ORDAIN AS FOLLOWS:

Section 1. Repealing Ordinance 1276-17. City of Sultan Ordinance No. 1276-17 is hereby Formatted: No underline repealed in its entirety.

Section 1 2. Establishment of ingEstablishing fees and charges for water service. Water rates are hereby established for the following categories of service as follows:

1. The words and phrases set out in this section are defined as follows:

A. “Low income senior citizen” means persons 62 years of age or older, on or before Formatted: Space After: 0 pt January 31st of the year of the filing for the discount. Low income is based on 125 percent of the federal poverty guidelines. Commented [WI3]: I would suggest you include the new B. “Base rate” means the minimum monthly charge for water service. disabled language as well. C. “Rate” equals monthly base rate plus volume rate for each additional 100 cubic feet. Commented [HJE4R3]: agree D. “Monthly base rate” is the rate tabulated in the two water rate schedules below. The rates differ for service within the city’s corporate limits and without the city’s corporate limits. E. “Volume rate for each additional 100 cubic feet” refers to the applicable rate whether within the city’s corporate limits or without for each additional 100 cubic feet or fraction thereof of water usage over the allowance set by the city council for the customer’s unit.

3. 2. For residential and commercial service inside the city limits, all rates are per dwelling Formatted: Indent: Left: 0.25", No bullets or or commercial unit. An accessory dwelling unit is considered a dwelling unit. numbering

A-7/AB21-23 CM 2/11/2021 - Page 168 of 200 Page 4 of 12 ATTACHMENT A

2018 2019 2020 June 1, 2020 January 1, 2022 Base Volume Rate Base Volume Rate Base Volume Rate Base Volume Rate Base Volume Rate Water Rates Inside City Boundaries Rate per CCF Rate per CCF Rate per CCF Rate per CCF Rate per CCF

Single Family Residence (incl duplex) Volume Rate - 100 ccf > 300 ccf allowance $39.01 $4.05 $42.91 $4.45 $47.20 $4.90 $51.92 $5.39 $57.11 $5.93 Low income Senior Volume Rate - 100 ccf > 300 ccf allowance $19.50 $4.05 $21.45 $4.45 $23.60 $4.90 $25.96 $5.39 $28.55 $5.93 Multifamily Volume Rate - 100 ccf > 300 ccf allowance $39.01 $4.05 $42.91 $4.45 $47.20 $4.90 $51.92 $5.39 $57.11 $5.93 Mobil Home Park Volume Rate - 100 ccf > 300 ccf allowance $39.01 $4.05 $42.91 $4.45 $47.20 $4.90 $51.92 $5.39 $57.11 $5.93 Commercial connections by meter size 3/4" meter $48.22 $4.05 $53.05 $4.45 $58.35 $4.90 $64.19 $5.39 $70.60 $5.93 1" meter $67.51 $4.05 $74.26 $4.45 $81.68 $4.90 $89.85 $5.39 $98.84 $5.93 1.5" meter $86.81 $4.05 $95.49 $4.45 $105.04 $4.90 $115.55 $5.39 $127.10 $5.93 2" meter $139.85 $4.05 $153.84 $4.45 $169.22 $4.90 $186.15 $5.39 $204.76 $5.93 3" meter $530.43 $4.05 $583.47 $4.45 $641.82 $4.90 $706.00 $5.39 $776.60 $5.93 4" meter $675.10 $4.05 $742.61 $4.45 $816.87 $4.90 $898.56 $5.39 $988.42 $5.93 6" meter $1,012.64 $4.05 $1,113.90 $4.45 $1,225.29 $4.90 $1,347.82 $5.39 $1,482.60 $5.93 8" meter $1,398.40 $4.05 $1,538.24 $4.45 $1,692.06 $4.90 $1,861.27 $5.39 $2,047.39 $5.93 Volume Rate - 100 ccf > 600 ccf allowance

2018 2019 2020 June 1, 2020 January 1, 2022 Base Volume Rate Base Volume Rate Base Volume Rate Base Volume Rate Base Volume Rate Water Rates Outside City Boundaries Rate per CCF Rate per CCF Rate per CCF Rate per CCF Rate per CCF Single Family Residence (incl duplex) Volume Rate - 100 ccf > 300 ccf allowance $58.51 $6.07 $64.36 $6.68 $70.80 $7.35 $77.88 $8.08 $85.66 $8.89 Low income Senior Volume Rate - 100 ccf > 300 ccf allowance $29.25 $6.07 $32.18 $6.68 $35.40 $7.35 $38.94 $8.08 $42.83 $8.89 Multifamily Volume Rate - 100 ccf > 300 ccf allowance $58.51 $6.07 $64.36 $6.68 $70.80 $7.35 $77.88 $8.08 $85.66 $8.89 Mobil Home Park Volume Rate - 100 ccf > 300 ccf allowance $58.51 $6.07 $64.36 $6.68 $70.80 $7.35 $77.88 $8.08 $85.66 $8.89 Commercial connections by meter size 3/4" meter $72.34 $6.07 $79.57 $6.68 $87.53 $7.35 $96.28 $8.08 $105.91 $8.89 1" meter $101.26 $6.07 $111.39 $6.68 $122.53 $7.35 $134.78 $8.08 $148.26 $8.89 1.5" meter $130.22 $6.07 $143.24 $6.68 $157.56 $7.35 $173.32 $8.08 $190.65 $8.89 2" meter $209.78 $6.07 $230.76 $6.68 $253.84 $7.35 $279.22 $8.08 $307.14 $8.89 3" meter $795.65 $6.07 $875.21 $6.68 $962.73 $7.35 $1,059.01 $8.08 $1,164.91 $8.89 4" meter $1,012.65 $6.07 $1,113.92 $6.68 $1,225.31 $7.35 $1,347.84 $8.08 $1,482.63 $8.89 6" meter $1,518.96 $6.07 $1,670.85 $6.68 $1,837.94 $7.35 $2,021.73 $8.08 $2,223.90 $8.89 8" meter $2,097.60 $6.07 $2,307.36 $6.68 $2,538.09 $7.35 $2,791.90 $8.08 $3,071.09 $8.89 Volume Rate - 100 ccf > 600 ccf allowance

A-7/AB21-23 CM 2/11/2021 - Page 169 of 200 Page 5 of 12 ATTACHMENT A

3. 3. For residential and commercial service outside the city limits, the charges shall be Formatted: Indent: Left: 0.25", No bullets or one hundred fifty percent (150%) of the standard in-city rate as established by the city numbering council. “Outside of the city limits” shall mean any property that qualifies for one or more of the following:

A. A majority of the property is situated outside of city limits; B. A majority of fixtures on the property are outside of city limits; or C. A majority of the value of improvements is outside city limits.

Section 23. Severability. Should any section, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this Ordinance be pre-empted by state or federal law or regulation, such decision or pre-emption shall not affect the validity of the remaining portions of this Ordinance or its application to other persons or circumstances.

Section 34. Effective Date. This Ordinance shall be published in the official newspaper of the City, and shall take effect and be in full force five (5) days after the date of publication.

TH th ADOPTED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE 16 11 Formatted: Superscript DAY OF NOVEMBER 2017 February 2021..

CITY OF SULTAN

John SeehuusRussell Wiita, Mayor ATTEST/AUTHENTICATED:

Laura Koenig, Tami Pevey City Clerk

Approved as to form:

Hillary EvansGraber, City Attorney

Date of Publication: November 20, 2017 Effective Date: November 25, 2017

A-7/AB21-23 CM 2/11/2021 - Page 170 of 200 Page 6 of 12 ATTACHMENT B

CITY OF SULTAN WASHINGTON ORDINANCE NO. 1277-171342-21

AN ORDINANCE OF THE CITY OF SULTAN, WASHINGTON, REPEALING ORDINANCE NO. 1277-17; ADOPTING SEWER RATES FOR 2018 to 2022; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE.

WHEREAS, the City of Sultan sanitary sewer utility provides reliable, sanitary and efficient wastewater collection and conveyance; and

WHEREAS, the sewer utility is an enterprise fund and all enterprise funds are required to collect sufficient revenues to cover expenses; and

WHEREAS, the City Council provides utility management that is fiscally responsible, and, to that end, has completed the an update to the General Sewer Plan and conducted a rate study based upon the revised plan; and

WHEREAS, the City Council wants to ensure the sewer utility collects sufficient revenues to cover expenses until a rate study can be conducted based on the updated General Sewer Plan; and

WHEREAS, over the last several months of the COVID-19 pandemic, residents and businesses have struggled with their utility payments, many of them asking for assistance through a variety of public programs; and

WHEREAS, the Governor of the State of Washington has placed additional restrictions on businesses and gatherings, severely impacting the economy of Sultan and the State; and

WHEREAS, the Council adopted Ordinance No. 1277-17, which established sewer rates through the year 2022; and

WHEREAS, Tthe City of Sultan each year increases the utility rates to meet with the inflationary increases in the services the City provides; and

WHEREAS, the City acknowledges that these increases during a pandemic are a challenge for many residents and business; and

WHEREAS, Tthe Mayor, as the Chief Executive of the Citydeclared a state of emergency on March 26, 2020 due to the outbreak of Covid-19; and

WHEREAS, the Mayor, under the authority of RCW 38.52.070(2) issued an executiveExecutive Order 01-2020 order, pausingpostponing the rate increase scheduled for December 1, 2020 for a sixty day period; and

WHEREAS, the City Council discussed the issue at a workshop and has determined it is in the best interests of the residents and businesses of Sultan elected to delay the annual rate increase until June 2021 (effective for the July 1, 2021 billing);

A-7/AB21-23 CM 2/11/2021 - Page 171 of 200 Page 7 of 12 ATTACHMENT B

Formatted: Indent: Left: -0", Hyphenate, Tab stops: Not at -0.5" NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SULTAN, WASHINGTON, DO ORDAIN AS FOLLOWS:

Section 1. Repealing Ordinance 1277-17. City of Sultan Ordinance No. 1277-17 is hereby repealed in its entirety.

Section 12. Adopting Sewer Rates. Establishment of fees and charges for sewer service as Formatted: No underline follows:

A. Sewer Rates. Sewer rates are hereby established for the following categories of Commented [HJE1]: Is there a reason for “A” – is it a part service beginning on the effective dates as indicated as follows: of a different document? If so, you’ll have to call this an Amendment and indicate what you’re deleting/amending. 2018 2019 2020 June 1, 2021 January 1, 2022 Formatted: Indent: Left: 0.76", No bullets or Monthly Sewer Rates Base Volume Base Volume Base Volume Base Volume Base Volume numbering Sewer Rates Inside City Boundaries Rate per CCF Rate per CCF Rate per CCF Rate per CCF Rate per CCF Single Family Residence (incl duplex) $77.45 $80.55 $83.77 $87.12 $90.60 Low income Senior $38.72 $40.27 $41.88 $43.56 $45.30 Multifamily $77.45 $80.55 $83.77 $87.12 $90.60 Mobil Home Park $77.45 $80.55 $83.77 $87.12 $90.60 Commercial connections by meter size 3/4" meter $77.45 $3.28 $80.55 $3.41 $83.77 $3.54 $87.12 $3.69 $90.60 $3.83 1" meter $107.18 $3.28 $111.47 $3.41 $115.93 $3.54 $120.57 $3.69 $125.39 $3.83 1.5" meter $136.92 $3.28 $142.39 $3.41 $148.09 $3.54 $154.01 $3.69 $160.17 $3.83 2" meter $217.85 $3.28 $226.56 $3.41 $235.63 $3.54 $245.05 $3.69 $254.85 $3.83 3" meter $830.13 $3.28 $863.33 $3.41 $897.87 $3.54 $933.78 $3.69 $971.13 $3.83 4" meter $1,043.76 $3.28 $1,085.52 $3.41 $1,128.94 $3.54 $1,174.09 $3.69 $1,221.06 $3.83 6" meter $1,564.08 $3.28 $1,626.64 $3.41 $1,691.71 $3.54 $1,759.37 $3.69 $1,829.75 $3.83 8" meter $2,158.73 $3.28 $2,245.08 $3.41 $2,334.88 $3.54 $2,428.28 $3.69 $2,525.41 $3.83 Volume Rate - 100 ccf > 600 ccf allowance

Rate equals monthly base rate plus for commercial - a volume rate for each additional 100 cubic feet.

“Monthly base rate” is the rate tabulated in the sewer rate schedule.

“Volume rate for each additional 100 cubic feet” refers to the rate for each additional 100 cubic feet or fraction thereof of water usage over the first 600 cubic feet for the customer’s unit.

All rates are per dwelling or commercial until. An accessory dwelling unit is considered a dwelling unit.

Section 323. Severability. Should any section, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this Ordinance be pre-empted by state or federal law or regulation, such decision or pre-emption shall not affect the validity of the remaining portions of this Ordinance or its application to other persons or circumstances.

Section 434. Effective Date. This Ordinance shall be published in the official newspaper of the City, and shall take effect five days after publication.

A-7/AB21-23 CM 2/11/2021 - Page 172 of 200 Page 8 of 12 ATTACHMENT B

th th ADOPTED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON 16 11 DAY OF Formatted: Superscript NOVEMBER 2017. February 2021.

CITY OF SULTAN

John SeehuusRussell Wiita, Mayor ATTEST/AUTHENTICATED:

Laura Koenig, Tami Pevey City Clerk

Approved as to form:

Hillary GraberEvans, City Attorney Date of Publication: November 20, 2017 Effective Date: November 25, 2017

A-7/AB21-23 CM 2/11/2021 - Page 173 of 200 Page 9 of 12 ATTACHMENT C CITY OF SULTAN WASHINGTON ORDINANCE NO. 1278-171343-21

AN ORDINANCE OF THE CITY OF SULTAN, WASHINGTON, REPEALING ORDINANCE NO. 1278-17; ESTABLISHING THEADOPTING THE STORMWATER UTILTY FEE; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE.

WhereasWHEREAS, the Federal Clean Water Act, 33 U.S.C. 1251 et seq., requires certain political entities, such as the City, to implement stormwater management programs within prescribed time frames, and the Environmental Protection Agency, pursuant to the Federal Clean Water Act, 33 U.S.C. 1251 et seq., has published rules for stormwater outfall permits; and

WhereasWHEREAS, pursuant to RCW Ch. 35 A.11, Ch. 35.67 and Ch. 35.92, the City has the authority to establish a Stormwater Utility and set utility rates; and

WHEREAS, the City Council endeavors to provide surface and stormwater management in a manner that is fiscally responsible; and

WhereasWHEREAS, by Ordinance No. 985-08 the City adopted a Stormwater Utility rate structure levied upon all developed real property within the boundaries of the utility; and

WhereasWHEREAS, in 2017, the Council has contracted for a rate study in 2017 and which concluded it is necessary to increase rates to bring the Stormwater Utility Fund into balance; and

WHEREAS, in 2017, the Council adopted Ordinance No. 1278-17 which established the Stormwater Utility Fee through the year 2022; and

WHEREAS, over the last several months of the COVI-19 pandemic, residents and businesses have struggled with their utility payments, many of them asking for assistance through a variety of public programs; and

WHEREAS, the Governor of the State of Washington has placed additional restrictions on businesses and gatherings, severely impacting the economy of Sultan and the State; and

WHEREAS, Tthe City of Sultan each year increases the utility rates to meet with the inflationary increases in the services the City provides; and

WHEREAS, the City acknowledges that these increases during a pandemic are a challenge for many residents and business; and

WHEREAS, the Mayor declared a state of emergency on March 26, 2020 due to the outbreak of Formatted: Font: 11 pt Covid-19; and

WHEREAS, Tthe Mayor, as the Chief Executive of the City, under the authority of RCW 38.52.070(2) issued an executive orderExecutive Order 01-2020, postponing, pausing the rate Formatted: Font: 11 pt increase scheduled for December 1, 2020 for a sixty day period; and Formatted: Font: 11 pt WHEREAS, the City Council discussed the issue at a workshop and has determined it is in the best interests of the residents and businesses of Sultan elected to delay the annual rate Formatted: Font: 11 pt increase until June 2021 (effective for the July 1, 2021 billing); Formatted: Indent: Left: -0", Hyphenate, Tab stops: Not at -0.5"

A-7/AB21-23 CM 2/11/2021 - Page 174 of 200 Page 10 of 12 ATTACHMENT C NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SULTAN, WASHINGTON, DO ORDAIN AS FOLLOWS: Formatted: Font: 11 pt Section 1. Repealing Ordinance 1278-17. City of Sultan Ordinance No. 1278-17 is hereby repealed in its entirety. Formatted: Font: 11 pt, Underline Formatted: Font: 11 pt, Underline Section 12: Adopting Stormwater Utility Fee. In accordance with the rate structure established Formatted: Font: 11 pt herein, there is hereby levied upon all developed real property within the boundaries of the Utility the following Stormwater Utility Fee: Formatted: Font: 11 pt

MONTHLY STORMWATER RATES:

Base Rate Storm Rates Inside City Boundaries Code Per Parcel 2018 2019 2020 6/1/2021 1/1/2022 Single Family Residence (incl duplex) R 10.29$ 10.60$ 10.92$ 11.24$ 11.58$ Low income Senior SR 5.14$ 5.30$ 5.46$ 5.62$ 5.79$ Commercial customers by Code & ERU Code # of ERUs Per ERU Per ERU Per ERU Per ERU Per ERU ERU = 4,510 sq ft of impervious surface C1 Up to 1.0 $10.29 $10.60 $10.92 $11.24 $11.58 C2 1.01 to 5 $20.58 $21.20 $21.83 $22.49 $23.16 C3 5.01 to 10 $30.87 $31.80 $32.75 $33.73 $34.74 C4 10.01 to 15 $41.16 $42.39 $43.67 $44.98 $46.32 C5 15.01 to 20 $51.45 $52.99 $54.58 $56.22 $57.91 C6 20.01 to 25 $61.74 $63.59 $65.50 $67.46 $69.49 C7 25.01 to 50 $72.03 $74.19 $76.41 $78.71 $81.07

Section 23. Severability. Should any section, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this Ordinance be pre-empted by state or federal law or regulation, such decision or pre-emption shall not affect the validity of the remaining portions of this Ordinance or its application to other persons or circumstances.

Section 34. Effective Date. This Ordinance shall be published in the official newspaper of the City, and shall take effect and be in full force five (5) days after the date of publication.

TH th ADOPTED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE 16 11 Formatted: Superscript DAY OF NOVEMBER 2017FEBRUARY 2021.

CITY OF SULTAN

John SeehuusRussell Wiita, Mayor ATTEST/AUTHENTICATED:

Laura KoenigTami Pevey, City Clerk

Approved as to form:

A-7/AB21-23 CM 2/11/2021 - Page 175 of 200 Page 11 of 12 ATTACHMENT C

______Hillary GraberEvans, City Attorney

Date of Publication: November 20 2017 Effective Date: November 25, 2017

A-7/AB21-23 CM 2/11/2021 - Page 176 of 200 Page 12 of 12 SULTAN CITY COUNCIL

Agenda Bill No. 20-32

SUBJECT Mainstreet Sewer Phase 2 Construction Management Contract

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Public Works Nate Morgan Nate Morgan Action 8

Dates Presented: CM5/28/2020, CM2/11/2021

Attachments: A. Scope, Fees, and Task Order B. Capital Budget 2021 Actual 2.11.21

REQUESTED ACTION: Authorize the Mayor to sign Amendment #1 to Task Order 12 with Murraysmith for Construction Management Services for Phase 2 of the Main Street Sewer Project for an amount not to exceed $160,000.00 (includes a 10% contingency without prior authorization of Council).

DESCRIPTION/BACKGROUND

In May of 2020, Council approved task order 12 with Murraysmith to design all Main Street Sewer Improvements for Phase 1 and perform construction management. Murraysmith also designed Phase 2 and 3 to 90% in order to quickly execute the projects if needed. Phase 1 is nearly complete, and we plan to move forward with Phase 2 in 2021. Due to Shoreline Construction’s quality of work and great communication skills, City staff made the decision a few weeks into the project to no longer have Murraysmith on site for daily inspections. This freed up budget to allow Murraysmith to complete Phase 2 plans and bid specifications with no additional budget. Phase 2 of the project was advertised for bids on February 1, 2021. The bid opening is scheduled for February 25th at 1:00 PM. The current scope of work for Murraysmith includes services during bidding (answering contractors questions, performing bid tabulation, and making their recommendation to award), construction support (weekly meetings, shop drawings, submittal reviews, record drawings, and final walk through), and daily inspections if required. We asked them to include inspections in anticipation of our civil inspectors’ workload this summer and potentially not having the time to be on site as much as the project may require. Daily inspections will also depend on the quality of the contractor awarded the project.

A-8 / AB 20-32 CM 2/11/2021 - Page 177 of 200 1 of 16 FISCAL IMPACT: The funds for this will come out of the sewer impact fee fund. This work was planned, although depending on the cost for construction, it may require a budget modification. Currently there is $2,236,750.00 budgeted in 2021. The project was budgeted to spend $90,000 on construction management. This cost went up to $160,000 due to the City requesting Murraysmith include the budget to perform daily inspections and a 10% contingency.

EXPENDITURE AMOUNT: $160,000.00 2021 BUDGET AMOUNT FOR SEWER CAPITAL PROJECTS $2,236,750.00 BUDGET REMAINING IN FUND IF APPROVED $876,750.00 BUDGET MODIFICATION REQUIRED: NO

A-8 / AB 20-32 CM 2/11/2021 - Page 178 of 200 2 of 16 ATTACHMENT A

AMENDMENT NO. 1 TO TASK ORDER NO. 12 AMENDMENT TO AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES FOR THE CITY OF SULTAN, WASHINGTON

This Amendment No. 1 to Task Order No. 12 agreement dated May 28, 2020 is between the City of Sultan (“City”) and Murraysmith, Inc. (“Consultant”) and amends the parties’ Professional Services by and between the City of Sultan and Murraysmith, Inc dated October 22, 2020 (“Agreement”).

RECITALS

1. The City and Consultant previously entered into the Agreement. 2. The parties previously amended the Agreement with Task Order No. 12 (executed May 28, 2020) to provide professional engineering services for the Work entitled “Main Street Sewer Replacement”. 3. The parties now wish to amend Task Order No. 12 to provide additional professional engineering services for the Work entitled “Amendment No. 1 to Main Street Sewer Replacement”.

TERMS AND CONDITIONS

1. Scope of Work

The scope of the Work is contained in Exhibit A-1, attached hereto and incorporated herein, and is intended to amend Exhibit A of Task Order No. 12.

2. Compensation

The City shall pay the Consultant on a time and expenses basis in accordance with the Agreement. City’s total payment to the Consultant for all work under Task Order No. 12, including this amendment, shall not exceed $381,356 without prior authorization of the City. The Amendment No. 1 Fee Estimate is contained in Exhibit B-1.

3. Schedule

The Consultant shall undertake the work tasks upon authorization to proceed and will diligently undertake and complete the work as necessary to support the City.

4. Effect of Amendment

Except as amended herein, the Agreement shall remain in full force and effect.

Page 1 of 2

A-7 / AB 20-32 CM 2/11/2021 - Page 179 of 200 3 of 16 ATTACHMENT A

CITY OF SULTAN MURRAYSMITH, INC.

By: ______By: ______Name: Russell Wiita Name: Tom C. Lindberg, PE Title: Mayor Title: Principal Engineer

Page 2 of 2

A-8 / AB 20-32 CM 2/11/2021 - Page 180 of 200 4 of 16 ATTACHMENT A EXHIBIT A-1

AMENDMENT NO. 1 SCOPE OF WORK MAIN STREET SEWER REPLACEMENT CITY OF SULTAN, WASHINGTON

Background

This Amendment No. 1 to Task Order No. 12 - Main Street Sewer Replacement Project represents changes in scope of work. This Amendment supplements Tasks 1 and 6, and adds Tasks 8, 9, 10, and 11. The original scope of work assumed:

. Private developers would construct the sewer improvements. . Eight weeks of full-time construction support . Contractor-surveyed curb ramps

Based on discussions with the City:

. Phase 2 design is complete and bid opening is set for February 15. . Murraysmith will provide bidding services and engineering services during construction. . Murraysmith will be available to provide on-call construction observation of Phase 2. . Surveys will be conduced on all ramps on 2nd and 3rd Street; 3D models and grading detail plan sheets will be provided for three of these ramps. Purpose

Phase 2 consists of:

. Approximately 615 linear feet of new 30-inch diameter sanitary sewer pipe along Main Street between 1st Street and 3rd Street along the existing sewer alignment

. Curb ramp, sidewalk, and crosswalk replacements at the intersections of Main Street and 2nd Street

. Full width pavement grind and inlay along the project alignment, including full depth pavement spot repairs where required

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 1

A-8 / AB 20-32 CM 2/11/2021 - Page 181 of 200 5 of 16 ATTACHMENT A Scope of Work

Amend the Scope of Work, Exhibit A of Task Order No. 12 by supplementing the following task.

Task 1 – Project Management

Task 6 – Subconsultant Services

Amendment No. 1 adds the following tasks.

Task 8 – Phase 2 Bidding Services

Task 9 – Phase 2 Construction Support Services

Task 10 – Phase 2 Construction Observation (as directed by City)

Task 11 – Curb Ramp Design

All tasks, subtasks, deliverables, and assumptions in the original Exhibit A shall remain intact unless modified herein. Task 1 – Project Management

Provide for management of the additional work. This task amends the Work under this task includes project management for the duration of the bidding and construction phases of the project. Provide project start-up, in-house review and task coordination, coordination with City staff, preparation of monthly progress reports, tracking of project costs, project schedule updates, and preparation for and attendance at project related meetings not defined in other work tasks.

Assumptions

. Services will be provided for six (6) months in accordance with the estimated schedule in this scope of work.

Deliverables

. Correspondence, e-mails, and other documentation . Monthly billing statements and activity reports (PDF) Task 6 – Subconsultant Services

Provide survey for curb ramps on 8th Street and 2nd Street.

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 2 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 182 of 200 6 of 16 ATTACHMENT A 6.1 Surveying (Harmsen & Associates)

Survey adds on the previously completed survey and will include topographic and control/monument recovery survey for the 2 intersections. Topo base will have one-foot contour intervals. It includes the NW, NE, and SE corners of 8th Street and Main St, all of which have one ramp. On second Street, the NW corner (1 ramp), NE corner (2 ramps), and SE corner (1 ramp) will be surveyed.

It will include an elevation shot every foot along the top back of curb elevation, top front of curb, gutter flow line, and back of sidewalk. It will also include an elevation shot every five feet sidewalk, in the street in front of ramps 2’ out from gutter line

The typical limits of survey for each corner include grid shots every 5 feet within 20 feet from the corner, in each direction.

Assumptions

. Three (3) curb ramps will be surveyed on the NW, NE, and SE corners of 8th Street

. Four (4) curb ramps will be surveyed on the NW (1), NE (2), and SE (1) corners of 2nd Street.

Deliverables

. Topographic base map

. CAD Drawing File Task 8 – Phase 2 Bidding Services

This task includes supporting the City on an as-needed basis. Murraysmith will provide assistance during bidding of the project. Anticipated elements of this task include the following.

8.1 Bidder Inquiries and Addenda

Respond to questions from bidders, subcontractors, equipment suppliers, and other vendors regarding the project, plans, and specifications. Maintain a written record of communications during the bidding process. Prepare and issue any addenda as necessary to clarify the contract documents.

8.2 Bid Award

Prepare bid tabulations and a recommendation to award letter. The City will prepare the contract document for signatures. Review Notice of Award package developed by City staff prior to formal issuance.

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 3 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 183 of 200 7 of 16 ATTACHMENT A Deliverables

. Bid inquiries correspondence log . Bid Tabulation Spreadsheet . Recommendation to Award Letter . Addenda as required for the City to distribute to plan holders (PDF)

Assumptions

. Murraysmith’s support services during bidding will be performed up to the extent of the fee estimate, unless otherwise approved in advance by the City through a budget amendment.

City Responsibilities

. The City will take the lead in tasks associated with printing bid documents, document distribution, bid advertisement, addenda distribution, plan holder administration, etc.

. The City will be the point of contact for all Bidder questions. The City will send questions to Murraysmith for review and comment. Task 9 – Phase 2 Construction Support Services

The City will lead the overall construction management. Murraysmith will support the City with services provided on an as-requested basis as budget allows. This support shall only be applicable to Phase 2. Phase 1 Construction Support Services are covered under Task 5 of the original agreement.

9.1 Pre-construction Conference and Construction Meetings

Murraysmith will attend and participate in the City’s pre-construction conference. Murraysmith will prepare the agenda and summary of the meeting. The meeting summary will be provided within one (1) week of the meeting.

Murraysmith will attend construction meetings, such as progress meetings, job conferences, and other project related meetings. Site meetings will occur over the course of project construction activities and are anticipated to require Murraysmith attendance on a weekly basis.

Deliverables

. Pre-construction Meeting agenda and summary (PDF) . Construction Meeting agendas and summaries (PDF)

Assumptions

. Project Schedule per the Estimated Schedule, at the end of this document.

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 4 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 184 of 200 8 of 16 ATTACHMENT A . Pre-construction conference will be attended by up to two (2) Murraysmith staff.

. Construction meetings will be held weekly and will be attended by one (1) Murraysmith staff.

. Mileage associated with construction administration has been included in this task. Mileage rate, $0.56/mile (IRS 2021).

City Responsibilities

. Participation in all meetings.

. Direction to Murraysmith regarding participation in construction meetings

9.2 Shop Drawings and Submittals Review

At the request of the City, Murraysmith will: review and comment on shop drawings and other technical submittals; consider and evaluate any alternatives or substitutions proposed by the contractor; receive and review other submittals of the contractor including construction schedules, shop drawings/submittal schedules, lump sum price breakdowns, and other submittals required by the contract documents; and prepare and maintain a log of submittals received from the contractor, noting the date received, item submitted on, applicable specification section, resolution, and their current status.

Deliverables

. Submittal responses (PDF) . Submittal tracking log of submittals received by Murraysmith

Assumptions

. For budgeting purposes, it is assumed that up to a combined total of 20 submittals and resubmittals will be reviewed by Murraysmith.

City Responsibilities

. City will provide direction to Murraysmith with respect to involvement in review of shop drawings and submittals.

9.3 Requests for Information and Change Orders

At the direction of the City, Murraysmith will receive and respond to contractor Requests for Information (RFIs) or their request for clarification of the Contract Documents and/or design intent. Murraysmith will interpret the meaning of the Contract Documents and will provide the City with clarifications or explanation of the design intent and/or contract requirements.

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 5 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 185 of 200 9 of 16 ATTACHMENT A Murraysmith will also prepare and maintain a log of RFIs received from the contractor, noting the date received, subject, resolution, and the date Murraysmith’s response was delivered to the City.

Murraysmith will provide professional and/or technical services to prepare technical information for inclusion into change orders prepared by the City’s Project Representative. Murraysmith will also prepare and maintain a log of change orders issued to the contractor, noting the date received, who initiated the change, subject, status, the date issued, and applicable cost information.

Deliverables

. Responses to RFIs and clarifications of the Contract Documents as requested by the City. . Technical information and input as requested by the City to assist with issuing change orders.

. RFI and change order tracking log. Assumptions

. For budgeting purposes, it is assumed that Murraysmith will review and provide responses for up to 5 RFIs.

. For budgeting purposes, it is assumed that Murraysmith will provide technical assistance to the City for up to 3 change orders.

. The City will provide engineering support for any design changes.

City Responsibilities

. City will provide direction to Murraysmith with respect to involvement in RFIs and change orders.

9.4 Final Walkthrough

Work in this task includes an inspection after construction activities have concluded. A punchlist of outstanding items and a recommendation of project acceptance will be drafted.

Deliverables

. Punchlist for substantial completion (PDF) . Recommendation of project acceptance (PDF)

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 6 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 186 of 200 10 of 16 ATTACHMENT A 9.5 Record Drawings

Murraysmith will prepare record drawings of the project to indicate changes made during construction, based on the construction records of the construction contractor and the City's on- site representative. Record drawings will be provided to the City in AutoCAD electronic format.

Deliverables

. One (1) electronically submitted copy of the Record Drawings in both AutoCAD and PDF formats.

. One (1) full size (22x34) hard copy of Record Drawings. City Responsibilities

. A single copy of complete and fully coordinated construction markups for production of record drawings Assumptions

. One (1) revision to the project record drawings is assumed based on District’s one (1) review of the first submittal. Task 10 – Phase 2 Construction Observation (As Directed by City)

This support shall only be applicable to Phase 2. Phase 1 Construction Observation is covered under Task 5.2 of the original agreement. This task will only be provided after receiving written direction from the City. Services under this task include:

1. Review specifications and visit the site.

2. Review materials delivered to the site to review compliance with City approved submittals.

3. Provide inspection for construction activity to review Contractor compliance with the contract plans and specifications.

4. Coordinate compaction and materials testing with the testing agency selected by the City under a separate contract.

5. Coordinate testing with the City and Contractor for the project.

6. Record and report the progress of the construction operations to the City throughout the duration of the contract.

7. Furnish the City with verification of quantities of materials.

8. Provide record drawing redlines to supplement the Contractor’s redlines.

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 7 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 187 of 200 11 of 16 ATTACHMENT A 9. Monitor the Contractor’s traffic control operations to review compliance with City approved Traffic Control Plan.

10. Be responsive to requests from citizens and businesses.

Deliverables

. Daily Observation Reports . Work records of force account work . Weekly Tabulation of Quantities Placed (with truck tickets attached) . Construction Progress Photos . Record Drawing redlines

Assumptions

. Project Schedule per the Estimated Schedule, at the end of this document.

. Mileage associated with onsite construction observation has been included in this task. Mileage rate, $0.56/mile (IRS 2021).

. Compaction and materials testing will be billed directly to the City or contractor by the testing agency. . For budgeting purposes, it is assumed that Murraysmith will conduct on-site observations in support of the City’s inspector, totaling approximately 50 inspections. Inspections are assumed to take an average of 9 hours per day, which includes time for travel, time on- site, and time needed for report generation. City Responsibilities

. The City will provide direction to Murraysmith with respect to involvement in on-site observations. Task 11 – Curb Ramp Design

The purpose of this task is to provide curb ramp survey and grading information as requested by the Developer. This task relates to the three ramps that vary from the standard WSDOT plan.

Three (3) ramps will be designed, one at each of the following: 8th Street northwest corner, 8th St northeast corner, and 2nd St southeast corner. The 8th Street ramps are part of Phase 1 and the 2nd Street ramps are part of Phase 2. Murraysmith will prepare curb ramp detail plan sheets that include grade information with curb return data tables. The plans will show finished grade elevations at concrete joints and along the concrete curb and gutter. The plans will also show saw- cut locations where the new ADA curb ramp joins existing sidewalk.

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 8 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 188 of 200 12 of 16 ATTACHMENT A Assumptions

. Curb ramp details will be plotted on individual sheets.

. Other ramps in Phase 1 that follow WSDOT standard plans will be the responsibility of the contractor.

. Topographic survey will be completed under Task 6.1.

. Construction survey and staking will be conducted by the contractor.

. Traffic Control and pedestrian detours are the responsibility of the contractor.

. Curb ramp design will adhere to Snohomish County Engineering Design and Development Standards. It is assumed these standards comply with Public Right-of Way Accessibility Guidelines (PROWAG) and Americans with Disabilities Act (ADA), and that the contractor will verity all curb ramps meet these standards.

Deliverables

. Three (3) curb ramp detail plan sheets that provide detailed grading information for the proposed curb ramps . AutoCAD files for use by the Contractor’s surveyor Estimated Schedule

Phase 2 construction has an estimated duration of 50 working days, anticipated to be equivalent to approximately ten (10) calendar weeks with normal 8-hour workday periods. No night or weekend work is anticipated.

Advertisement January 25, 2021 Bid Opening February 15, 2021 Notice to Proceed April 22, 2021 Contract Completion July 1, 2021 Fee Estimate

The detailed fee estimate for Amendment 1 is provided in Exhibit B1.

City of Sultan MURRAYSMITH Main Street Sewer Replacement February 2021 9 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh A-1 Main Street - Amendment 1 Scope.docx

A-8 / AB 20-32 CM 2/11/2021 - Page 189 of 200 13 of 16 ATTACHMENT A MAIN STREET SEWER REPLACEMENT AMENDMENT 1 CITY OF SULTAN PROPOSED FEE ESTIMATE, ATTACHMENT B-1

LABOR CLASSIFICATION (HOURS) Subconsultants Principal Professional Engineering Engineering Administrative Survey Engineer VI Engineer VII Designer I Technician IV Designer II III Hours Labor Harmsen Expenses CADD Units $18/hr Total

$280 $201 $145 $165 $155 $120 Staff Name Lindberg Hiatt Heitzman Marx Poland DeHaven

Task 1 - Project Management 0 $ - Task 1.2 - General Project Management 6 12 8 26 $ 5,052 $ - $ - $ 5,052 Task 1 Subtotal 6 12 0 0 0 8 26 $ 5,052 $ - $ - $ - $ 5,052

Task 6 - Subconsultant Services Task 6.1 - Surveying (Harmsen & Associates) 0 $ - $ 5,247 $ - $ - $ 5,247 Task 6 Subtotal 0 0 0 0 0 0 0 $ - $ 5,247 $ - $ - $ 5,247

Task 8 - Bidding Services Task 8.1 - Bidder Inquiries and Addenda 2 8 16 8 4 38 $ 6,288 $ - $ 144 $ 6,432 Task 8.2 - Bid Award 4 8 12 $ 1,964 $ - $ - $ 1,964 Task 8 Subtotal 2 12 24 8 0 4 50 $ 8,252 $ - $ - $ 144 $ 8,396

Task 9 - Phase 2 Construction Support Services Task 9.1 - Pre-construction Conference and Construction Meetings 24 48 4 76 $ 12,264 $ 336 $ - $ 12,600 Task 9.2 - Shop Drawings and Submittals Review 4 20 40 4 68 $ 11,420 $ - $ - $ 11,420 Task 9.3 - Requests for Information and Change Orders 4 10 20 4 38 $ 6,510 $ 28 $ - $ 6,538 Task 9.4 - Final Walkthrough 4 8 12 $ 1,964 $ - $ - $ 1,964 Task 9.5 - Record Drawings 2 4 8 16 30 $ 5,164 $ 500 $ 288 $ 5,952 Task 9 Subtotal 10 62 124 16 0 12 224 $ 37,322 $ - $ 864 $ 288 $ 38,474

Task 10 - On-Call Construction Observations Task 10.1 - On-Call Construction Observations 50 450 500 $ 75,300 $ 1,400 $ - $ 76,700 Task 10 Subtotal 0 50 450 0 0 0 500 $ 75,300 $ - $ 1,400 $ - $ 76,700

Task 11 - Curb Ramp Design Task 11.1 - Curb Ramp Design 6 12 24 24 66 $ 11,772 $ - $ 432 $ 12,204 Task 11 Subtotal 6 12 0 24 24 0 66 $ 11,772 $ - $ - $ 432 $ 12,204

TOTAL - ALL TASKS 24 148 598 48 24 24 866 $ 137,698 $ 5,247 $ 2,264 $ 864 $ 146,073

City of Sultan Main Street Sewer Replacement February 2021 Murraysmith Page 1 G:\PDX_BD\Clients\Sultan, City of, WA\Task Order 12 - Main Street Sewer Replacement\Amendment No 1\Exh B-1 Main Street - Amendment 1 Fee

A-8/AB20-32 CM 2/11/2021 - Page 190 of 200 14 of 16 ATTACHMENT B

A-8/AB20-32 CM 2/11/2021 - Page 191 of 200 15 of 16 ATTACHMENT A

A-8/AB20-32 CM 2/11/2021 - Page 192 of 200 16 of 16 SULTAN CITY COUNCIL

Agenda Bill No. 20-45

SUBJECT Scribner’s Errors on Development Code Update

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/21 Planning Andy Galuska Andy Galuska Action # 9

Dates Presented: PB 08/04/2020, CM 09/10/2020, CM 9/24/2020, and CM 2/11/2021

Attachments: A. Scribner Corrections Ordinance No. 1328-20

REQUESTED ACTION: Adopt Scribner’s error in Ordinance 1328-20.

DESCRIPTION/BACKGROUND On September 24, 2020, Council adopted Ordinance 1328-20 amending various sections of the code that staff identified were not functioning as intended. The ordinance was signed, published on October 16, 2020, and went into effect October 22, 2020.

Approximately every 6 months, all ordinances passed are sent to Code Publishing to update our code books and online view of Sultan Municipal Codes. During the recent update code publishing noticed inconsistencies in the writing of the ordinance that needed to be clarified. Originally, they were presented as amended, but should have been worded adopted as they were new insertions to the code.

Those corrections are shown in the Scribner error update of the ordinance in Attachment A. In discussion with the city attorney, simple Scribner correction is all that is needed.

A-9/AB20-45 CM 2/11/2021 - Page 193 of 200 Page 1 of 5 ATTACHMENT A CITY OF SULTAN WASHINGTON ORDINANCE NO. 1328-20

AN ORDINANCE OF THE CITY OF SULTAN, WASHINGTON, AMENDING SULTAN MUNICIPAL CODE CHAPTERS 16.62 AND 16.72 AND ADOPTING SULTAN MUNICIPAL CODE SECTIONS 11.12.020, 12.14.050, 12.20.036, AND 13.06.070, CHAPTERS 16.06, 17.13, AND 19.03 OF THE SULTAN MUNICIPAL CODESECTIONs ##.##.##; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE

WHEREAS, the City of Sultan is a non-charter optional municipal code city incorporated under the laws of the State of Washington and has the power to enact ordinances and regulate development within the city for the protection of the public health, safety and general welfare; and

WHEREAS, the city has experienced a significant increase in development over the last several years; and

WHEREAS, the city has analyzed its development codes, specifically Sultan Municipal Code (“SMC”) chapters and sections:

 SMC 11.12.020, Deviations to Construction Standards and Specifications contained within Chapter 11.12, Engineering Design and Development Standards;  Sidewalks (Chapter 12.14 SMC);  SMC 12.20.036, Road Stubs, contained within Chapter 12.20, Right-of-way Maintenance and Connections;  SMC 13.06.070, Waivers, contained within Chapter 13.06, Required Developer Utility Extensions;  Permit Processing (Chapter 16.06 SMC);  Recreation and Open Space Standards (Chapter 16.62 SMC);  Developer Impact Fees (Chapter 16.72 SMC);  Grading, Excavation and Land Filling (Chapter 17.13 SMC); and  Required Infrastructure Improvements (Chapter 19.30 SMC);

(together, “Development Regulations”) and the city has found several areas which include inconsistencies and which warrant updating; and

WHEREAS, the city has identified a need update these Development Regulations to provide clarity and improve the SMC; and

A-9/AB20-45 CM 2/11/2021 - Page 194 of 200 Page 2 of 5 ATTACHMENT A WHEREAS, the Sultan Planning Board considered changes to the Development Regulations at their March 3, 2020, May 20, 2020, June 16, 2020 July 7, 2020, and August 4, 2020 meetings; and

WHEREAS, the Planning Board held a Public Hearing regarding changes to the Development Regulations at their September 4, 2020 meeting; and

WHEREAS, the Planning Board reviewed the proposed changes to the Development Regulations and recommended that City Council should adopt them; and

WHEREAS, the City Council has reviewed the proposed changes to the Development Regulations at the September 10, 2020 meeting; and

WHEREAS, the City Council held a Public Hearing to consider the proposed changes to the Development Regulations at their September 24, 2020 meeting; and

WHEREAS, the City Council feels that these updates to the Development Regulations will benefit the city and provide more consistent and predictable development outcomes.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SULTAN, WASHINGTON, DO ORDAIN AS FOLLOWS:

Section 1. SMC 11.12.020 (Deviations to Construction Standards and Specifications), Adopted. Section 11.12.020 of the Sultan Municipal Code entitled “Deviations to Construction Standards and Specifications” is hereby adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 2. Chapter 12.14 SMC (Sidewalks), AmendedAdopted. Chapter Section 12.14.050 of the Sultan Municipal Code entitled “Sidewalks (Pedestrian Connections)” is hereby amended adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 3. SMC 12.20.036 (Road Stubs), Adopted. Section 12.20.036 of the Sultan Municipal Code entitled “Engineering Design and Development Standards” is hereby adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

A-9/AB20-45 CM 2/11/2021 - Page 195 of 200 Page 3 of 5 ATTACHMENT A Section 4. SMC 13.06.070 (Waivers), AmendedAdopted. Section 13.06.070 of the Sultan Municipal Code entitled “Required Developer Utility Extensions” is hereby amended adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 5. SMC Chapter 16.06 SMC (Permit Processing), AmendedAdopted. Chapter 16.06 of the Sultan Municipal Code entitled “Permit Processing” is hereby amended adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth. Section 6. SMC Chapter 16.62 SMC (Recreation and Open Space Standards), Amended. Chapter 16.62 of the Sultan Municipal Code, entitled “Recreation and Open Space Standards” is hereby amended to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 7. SMC Chapter 16.72 SMC (Developer Impact Fees), Amended. Chapter 16.72 of the Sultan Municipal Code, entitled “Developer Impact Fees” is hereby amended to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 8. SMC Chapter 17.13 SMC (Grading, Excavation and Land Filling), AmendedAdopted. Chapter 17.13 of the Sultan Municipal Code, entitled “Grading, Excavation and Land Filling” is hereby amended adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 9. SMC Chapter 19.03 SMC (Required Infrastructure Improvements), AmendedAdopted. Chapter 19.03 of the Sultan Municipal Code, entitled “Required Infrastructure Improvements” is hereby amended adopted to read as set forth in the attached Exhibit A, which is incorporated by this reference as though fully set forth.

Section 10. Severability. Should any section, paragraph, sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this Ordinance be pre-empted by state or federal law or regulation, such decision or pre-emption shall not affect the validity of the remaining portions of this Ordinance or its application to other persons or circumstances.

Section 11. Effective Date. This Ordinance shall be published in the official newspaper of the City, and shall take effect and be in full force five (5) days after the date of publication.

ADOPTED BY THE CITY COUNCIL AT A REGULAR MEETING THEREOF ON THE 8th DAY OF October, 2020.

A-9/AB20-45 CM 2/11/2021 - Page 196 of 200 Page 4 of 5 ATTACHMENT A

CITY OF SULTAN

______Russell Wiita, Mayor ATTEST/AUTHENTICATED:

______Tami Pevey, City Clerk

Approved as to form:

______Hillary Evans Graber, City Attorney

Date of Publication:

A-9/AB20-45 CM 2/11/2021 - Page 197 of 200 Page 5 of 5 SULTAN CITY COUNCIL

Agenda Bill No. 21-18

SUBJECT Records Room Shelving

DATE: DEPT: CONTACT: PRESENTER: ITEM:

2/11/2021 Administration Tami Pevey Tami Pevey Action #9

Dates Presented: CM Retreat 8/1/2020, CM 1/28/2021, 2/11/2021

Attachments: A. Everett Office Furniture Quote

REQUESTED ACTION: Authorize the Mayor to sign an agreement with Everett Office Furniture for an amount not to exceed $6,599.95.

DESCRIPTION/BACKGROUND At the January 28th council meeting, staff presented shelving for the records room. Council asked staff to bring back an alternative to the movable shelving that was included within that packet item.

Since that meeting, the Mayor hosted two council members and staff at the records room where different options were discussed. One of the options, was to purchase static shelving from Everett Office Furniture for significantly less than the movable shelving. The static shelving would fit the same number of boxes that the movable shelving would and still have room for a table and filing cabinets for building plans.

Based on the discussion and feedback from the Mayor and two council members, it is the recommendation that council consider the proposal from Everett Office for $6,599.95 to include tax and installation.

Once the order is placed, it will take approximately 3-4 weeks for the order to arrive and be installed.

Once installed, the shelving configuration would allow onsite storage of approximately 540 boxes. Each area of the room would be labeled with signage and records moved here would be logged with their location and retention dates to ensure the room is continually purged on a yearly basis following state retention guidelines.

This room will be locked, with a log of who enters and for what purpose to ensure records are kept safe during their lifetime.

FISCAL IMPACTS: This project was budgeted for the 2020 budget year, but due to Covid and glitches in the public works building remodel, this project was rolled over to the 2021 budget.

A-9/AB21-18 CM 2/11/2021 - Page 198 of 200 Page 1 of 3 ATTACHMENT A Everett Office Furniture Estimate 9121 Evergreen Way Everett, WA 98204 Date Estimate # 425-257-3242 1/29/2021 1707 www.everettofficefurniture.com

Name / Address Ship To

Sultan, City of Sultan, City of 319 Main Street, Suite 200 319 Main Street, Suite 200 PO Box 1199 Sultan, WA 98294 Sultan, WA 98294 360-793-2231 360-793-2231

Terms Rep

Due on receipt Dan

Item Description Qty Cost Total

Shelving Shelving Unit 9 495.00 4,455.00T SA5260/5261, 4-post archival, 69w x 33d x84h (holds 60ea letter/legal size storage boxes (20ea per shelf))

Delivery and Insta... Delivery, assembly, set-up and/or Installation 1 1,600.00 1,600.00T

Subtotal 6,055.00

Sales Tax (9.0%) $544.95 Condition of Sale: New furniture has manufacturer's warranty Total $6,599.95 Used furniture is sold without warranty or libality

Terms: 50% deposit required at time of ordering Customer Signature ______Balance due upon receipt

Local Ownership Results in Finer Service A-9/AB21-18 CM 2/11/2021 - Page 199 of 200 Page 2 of 3 ATTACHMENT A

4' 4" 4' 6" 5260 13' 10" 10" 13' 5260

12' 4" 5260 29'

3' 2" 3' 6" X 5260 5260 5260 12' 11' to switchto 11' 5260 5260 5260

88" ceiling height (to hanging light fixtures) 15' 2" A-9/AB21-18 CM 2/11/2021 - Page 200 of 200 Page 3 of 3