city council agenda call to order 1. …€¦ · city council agenda council chambers, 865 se...

CITY COUNCIL AGENDACouncil Chambers, 865 SE Barrington Drive

April 3, 2018 6:00 PM

CALL TO ORDERInvocation - Led by Pastor Ron Lawler, Family Bible ChurchPledge of Allegiance - Led by Mayor SevernsExcuse Absent Councilmembers

1. APPROVAL OF AGENDA

2. PRESENTATIONSa. Proclamations

i. Arbor Day and Earth Day Proclamations

b. Honors & Recognitions

c. Community Presentationsi. Sno-Isle Libraries Annual Report - Mary E. Campbell, Managing Librarian

3. CITIZEN COMMENT PERIODCitizens may comment on subjects of interest not listed on the agenda or items listed on the Consent Agenda. To ensurecomments are recorded properly, state your name clearly into the microphone. Please limit comments to three (3) minutes toensure all citizens have sufficient time to speak.

4. CONSENT AGENDAItems on the Consent Agenda are considered to be routine by the Council and will be enacted with one motion unless separatediscussion is requested. Approval of the Consent Agenda authorizes the Mayor to implement each item in accordance withstaff recommendations.

Consent Itemsa. Approval of Payroll and Accounts Payable Vouchersb. Minutes: Regular Meeting on March 20 & Workshop Meeting on March 28c. Amendment to Employment Agreement for Finance Directord. Appointment: Claudia Samano-Losada to Oak Harbor Library Boarde. Appointment: Randy DeVries to the Park Board as Full Memberf. Marina: Salmon Recovery Fund Board and Estuary and Salmon Restoration Program- Grant Applications

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g. Re-appointment: Marty Malloy to the Police Community Advisory Board

h. Resolution 18-11: Acceptance of 'Serendipity Lane Archway' Public Art

5. MAYOR, COUNCIL & STAFF COMMENTSa. Mayorb. Councilmembersc. City Administrator

i. Clean Water Facility Update

6. PUBLIC HEARINGS & MEETINGSTo speak during a scheduled public hearing or meeting, please sign-in on the sheet provided in the Council Chambers. Toensure comments are recorded properly, state your name clearly into the microphone. Please limit comments to three (3)minutes to ensure all citizens have sufficient time to speak.a. Ordinance No. 1822: Adding Chapter 18.50 to OHMC Titled 'Historic Preservation'

7. ORDINANCES & RESOLUTIONSa. None

8. CONTRACTS & AGREEMENTSa. Professional Services Agreement: BHC Consultants for the SE Pasek St Sewer Overflow Structure - Amendment No. 4

9. OTHER ITEMS FOR CONSIDERATIONa. Possible Land Acquisition for Future Park

10. REPORTS & DISCUSSION ITEMSa. None

11. EXECUTIVE SESSIONa. None

ADJOURN

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City of Oak HarborCity Council Agenda Bill

Bill No. 2. a. i.Date: April 3, 2018Subject: Arbor Day and Earth Day

Proclamations

FROM: Cathy Rosen, Public Works Director

INITIALED AS APPROVED FOR SUBMITTAL TO THE COUNCIL BY:Bob Severns, MayorPatricia Soule, Finance DirectorNikki Esparza, City Attorney, as to form

RECOMMENDED ACTIONRead proclamations as presented.

BACKGROUND / SUMMARY INFORMATIONArbor Day is April 11, 2018 and Earth Day is April 22, 2018. Two proclamations have been preparedto recognize these special days, as it is important to our environment.

LEGAL AUTHORITY

FISCAL IMPACT

PREVIOUS COUNCIL / BOARD / CITIZEN INPUT

ATTACHMENTS1. Earth Day Proclamation 20182. Arbor Day Proclamation 2018

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http://174.127.112.94/downloadScripts/getAttachment.php?cID=10000124&authSessId=&aName=1521225282x_at.pdf


P R O C L A M A T I O N

Whereas, April 22, 2018 is the 48th anniversary of Earth Day, founded by Gaylord Nelson, then a U.S. Senator from Wisconsin; and

Whereas, The first Earth Day led to the creation of the Environmental Protection Agency and the passage of the Water and Endangered Species Act; and

Whereas, Earth Day is now celebrated by millions of people worldwide; and

Whereas, A natural environment is the foundation of a healthy society and robust economy. There are currently methods and technology available to help us live in harmony with our environment; and

Whereas, Human activities around the globe are causing environmental damage that threatens human health and our planet’s ability to sustain a diverse community of life; and

Whereas, There are economic, environmental and social reasons for state and local governments to initiate energy efficiency and renewable energy practices; and

Whereas, Earth Day offers citizens an unprecedented opportunity to commit to building a healthy planet and flourishing communities.

Now Therefore, we, Mayor Robert Severns, and the Councilmembers of the City of Oak Harbor do hereby proclaim April 22, 2018 as

Earth Day

In the City of Oak Harbor, and we urge all citizens, businesses and institutions to celebrate this special observance.

Signed the 3rd day of April, 2018

Robert Severns, Mayor

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P R O C L A M A T I O N

Whereas, In 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and

Whereas, This holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and

Whereas, Arbor Day is now observed throughout the nation and the world and trees can reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce life-giving oxygen and provide habitat for wildlife; and

Whereas, Trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and beautify our community; and

Whereas, Trees in our City increase property values, enhance the economic vitality of business areas, and beautify our community; and

Whereas, Trees, wherever they are planted are a source of joy and spiritual renewal.

Now Therefore, We, Mayor Robert Severns, and the Councilmembers of the City of Oak Harbor do hereby proclaim April 11, 2018 as

Arbor Day

In the City of Oak Harbor, and we urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands; and

Further, we urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations.

Signed the 3rd day of April, 2018

Robert Severns, Mayor

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Bill No. 4. a.Date: April 3, 2018Subject: Approval of Payroll and Accounts

Payable Vouchers

FROM: Patricia Soule, Finance Director


RECOMMENDED ACTIONI move to approve:

Accounts Payable Vouchers and Payroll Checks, see Voucher Numbers listed in the attachments andCheck Numbers listed in the April 3, 2018 background section.

BACKGROUND / SUMMARY INFORMATIONOak Harbor Municipal Code Chapter 3.72 establishes procedures for claims (vouchers) payment. Thedocumentation that regularly supports the signature coversheets is attached. Claim coversheets will beprovided prior to the City Council meeting for appropriate Council signatures.

Accounts Payable Vouchers Numbers:

- Voucher Numbers 174176 - 174318 in the amount of $641,900.23

Payroll Numbers:

-Direct Deposit: 44786 - 44961

-EFT: 984 - 988

-Checks: 100183 - 100223

LEGAL AUTHORITY

FISCAL IMPACT


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ATTACHMENTS1. Voucher List 16b2. Voucher List 16e

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Voucher List

City of Oak Harbor

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Bank code : bank

Voucher Date Vendor Invoice PO # Description/Account Amount

174186 3/21/2018 0000558 MERRILL, RAY TRAVEL ADVANCE 2018 WFC SPRING LEADERSHIP SEMINAR 127.50Total : 127.50

174187 3/28/2018 0000004 A+ AUTO GLASS & RADIATOR 49983 BACKGLASS INSTALLATION 427.19Total : 427.19

174188 3/28/2018 0007449 A-1 PERFORMANCE, INC 28774 REIMBURSABLE EXPENSES 360.20 255.76REIMBURSABLE EXPENSES28789 821.46CLEANING28835

3,673.61MAR 2018 JANITORIAL SERVICES28915Total : 5,111.03

174189 3/28/2018 0000007 AA ELECTRIC 10473 STREET LIGHT REPLACEMENT 8,696.00Total : 8,696.00

174190 3/28/2018 0007646 AGENDEASE, INC 2018-0105 MONTHLY LICENSE 199.00 199.00MONTHLY LICENSE2018-0107 135.00MULTI-BOARD2018-0108

Total : 533.00

174191 3/28/2018 0000424 ALL BATTERY SALES AND SERVICE 100-10007039 BATTERIES 22.61-19.50BATTERIES116753

367.58BATTERIES50001331 227.04BATTERIES72252267

Total : 597.73

174192 3/28/2018 0000028 ALL ISLAND LOCK & KEY 27620 KEYS 36.61Total : 36.61

174193 3/28/2018 0007320 ALLIED 100 889641 PEDIATRIC PADS 413.06Total : 413.06

174194 3/28/2018 0001862 AMAZON/SYNCB 0172982 CREDIT ON ACCOUNT -40.70 35.00WIRE/TWINE/SPOONS435735647775 29.76SPEAKERS436475559466 27.01LETTER OPENERS446437453936 66.96CASE446447337577

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174194 3/28/2018 (Continued)0001862 AMAZON/SYNCB 347.83CANON IMAGE FORMULA454777493459 54.34WIRELESS PRESENTER454976739487 54.36EVAP FOAM455943598743

152.20BULKHEAD ARRESTOR458745375888-59.10REFUND465746634758

107.59SHELF466377457597 145.66EXAM GLOVES468775835954 32.61SPORT MECHANICS495677693898 73.91STAND533999793546

272.28LONG TUBE LAPEL599457959488 58.02CAR CHARGER633578669784 14.12SELF ADHESIVE CARDS633737546893 71.19CONTAINERS653477899853 16.29CASE678946349766

131.53PLANNING AND DESIGN GUIDELINES735958368456 165.40EXAM GLOVES755358658785 177.30SOAP795858383767 71.19CONTAINERS836897637836 55.08CAR CHARGER936444935947

157.62SIGNAL944374639336 23.86CASE978536874663

Total : 2,241.31

174195 3/28/2018 0000037 AMERICAN WATER WORKS 7001525191 MEMBERSHIP DUES 2,047.00Total : 2,047.00

174196 3/28/2018 0000042 ANACORTES, CITY OF 900-9080-00 FEB 2018 WATER PURCHASED 151,981.48Total : 151,981.48

174197 3/28/2018 0000045 ANDERSON PAPER & PACKAGING 124897A CAN LINERS 5,392.61Total : 5,392.61

174198 3/28/2018 0004019 ASSOCIATED PETROLEUM PRODUCTS 1210435-IN FUEL 6,622.30 7,225.11FUEL1217643-IN

27,016.20FUEL1220135-IN

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(Continued) Total : 40,863.61 174198 3/28/2018 0004019 0004019 ASSOCIATED PETROLEUM PRODUCTS

174199 3/28/2018 0004733 BARRON HEATING & AIR COND, INC 0000034134 UNIT REPAIR 97.83 293.49UNIT REPAIR0000034682 332.62UNIT REPAIR0000034769 372.27UNIT REPAIR0000034826

Total : 1,096.21

174200 3/28/2018 0000082 BAYSHORE OFFICE PRODUCTS, INC 760632 CHAIR 228.26Total : 228.26

174201 3/28/2018 0000094 BERG VAULT COMPANY 76720 RISERS 180.44Total : 180.44

174202 3/28/2018 0007807 BLIND ENTERPRISES 3752 HUTCHINSON 8.00Total : 8.00

174203 3/28/2018 0004168 BLUETARP FINANCIAL, INC 129762 BOLT CU 38.03Total : 38.03

174204 3/28/2018 0004642 BRAINARD, JENNIFER 04 MUNICIPAL COURT PRO TEM 739.92Total : 739.92

174205 3/28/2018 0000137 BRIM TRACTOR COMPANY IM99615 SEALS 48.77Total : 48.77

174206 3/28/2018 0007926 BROWN, MICHAEL EXP REIMB BOOK FOR TRAINING 36.96 322.00CONCEPTS IN MOTOR LEARNING & PERFORMANCETRAVEL ADVANCE 259.50SWAT BASICTRAVEL ADVANCE 322.00MASTER DT INSTRUCTORTRAVEL ADVANCE

Total : 940.46

174207 3/28/2018 0006215 CAROLLO 22370 PROF SVC/OAK HARBOR WATER TRANSMISSION P 22,082.17Total : 22,082.17

174208 3/28/2018 0005208 CARTER, SERLOYD TRAVEL REIMB USE OF FORCE-TRANSFORMATIVE PRACTICES FO 288.00Total : 288.00

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174209 3/28/2018 0000150 CASCADE NATURAL GAS 03963180678 NATURAL GAS/210 41.45 706.67NATURAL GAS/POLICE STATION08793000004 706.57NATURAL GAS/20811829220273 10.60NATURAL GAS/20712470743597 11.44NATURAL GAS/20513275491754

1,205.20NATURAL GAS/FIRE STATION36624000000 254.54NATURAL GAS/ANIMAL SHELTER40661045647 148.11NATURAL GAS/20245420760055 10.60NATURAL GAS/20157309970234

702.75NATURAL GAS/CITY HALL58793000009 591.53NATURAL GAS/20462337906945 122.29NATURAL GAS/20967984882349

2,287.16NATURAL GAS/CITY SHOP80434000008 87.06NATURAL GAS/ANNEX82193000005

153.88NATURAL GAS/ADULT CARE CENTER90134000000 10.60NATURAL GAS/20392612025210

Total : 7,050.45

174210 3/28/2018 0000179 CLERKS PETTY CASH 032318 INMATE PRESCRIPTION 40.30Total : 40.30

174211 3/28/2018 0007655 COBAN TECHNOLOGIES, INC 15426 EDGE HIDEF SYSTEM 3,392.64Total : 3,392.64

174212 3/28/2018 0005773 COMCAST 8498300270032002 BUSINESS CABLE 135.58 301.15INTERNET8498300290363841

Total : 436.73

174213 3/28/2018 0000193 COMMERCIAL ALARM & DETECTION,I 19184 CAMERA INVESTIGATION 293.22Total : 293.22

174214 3/28/2018 0000202 COREY OIL COMPANY 39055 OIL 293.00Total : 293.00

174215 3/28/2018 0000217 CUES, INC 501560 OFFICE SUPPORT SOFTWARE 2,150.00Total : 2,150.00

174216 3/28/2018 0000220 CUMMINS NORTHWEST, INC 001-91014 GASKETS/SCREWS/SPACERS/WASHERS 258.78

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174216 3/28/2018 (Continued)0000220 CUMMINS NORTHWEST, INC 78.79CLAMP/GASKET001-92468

588.85SENSORS/TUBE001-92653 110.81GASKET/ELEMENT001-92855 432.63INSITE PRO REGISTRATION018-32837

Total : 1,469.86

174217 3/28/2018 0000225 DAILY JOURNAL OF COMMERCE 3334609 BC-WATER MAIN REPLACEMENT 220.80Total : 220.80

174218 3/28/2018 0000247 DIAMOND RENTALS 1-500608-76 PORTABLES 60.00 60.00PORTABLES1-533144-29

285.00PORTABLES1-561980 60.00PORTABLES1-562253

179.79HARNESS1-562662Total : 644.79

174219 3/28/2018 0000257 DUTCH MAID CLEANERS 033118 MAR 2018 LAUNDRY SERVICES 244.28Total : 244.28

174220 3/28/2018 0000967 ECOLOGY, WASHINGTON STATE DEPT OF 2018-WA0020567 WATER QUALITY PROGRAM 8,840.88 3,448.20MUNICIPAL STORMWATER PHASE 22018-WAR045554

Total : 12,289.08

174221 3/28/2018 0000273 EDGE ANALYTICAL, INC 18-07882 TESTING 562.00 114.00TESTING18-08542 24.00TESTING18-09287 24.00TESTING18-09296

114.00TESTING18-09341Total : 838.00

174222 3/28/2018 0001078 EVERGREEN SAFETY COUNCIL 071936 FIRST AID ENROLLMENT 350.00Total : 350.00

174223 3/28/2018 0002900 FASTENAL WAOAK30282 SLMWPROOF JACKET 111.45 1,914.51ROAD RUNNERWAOAK30317

733.94TOILET PAPERWAOAK30332 72.58PPHMS/CUTTING OIL/DIESWAOAK30372

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174223 3/28/2018 (Continued)0002900 FASTENAL 107.59STRAPWAOAK30472 26.81S/SBHSCSWAOAK30564

Total : 2,966.88

174224 3/28/2018 0008961 FRANK BOCCHETTI CONTRACTING 031618 DUMPSTER DEPOSIT REFUND 2,000.00 29.50BUSINESS LICENSE REFUNDBL-006304

Total : 2,029.50

174225 3/28/2018 0007141 FREEDOM PROPERTIES, LLC 033118 MAR 2018 ANIMAL SHELTER 2,500.00Total : 2,500.00

174226 3/28/2018 0000355 FRONTIER 007-9244 CURRENT PHONE CHARGES 258.72 129.50CURRENT PHONE CHARGES279-2236 72.65CURRENT PHONE CHARGES675-2111 66.87CURRENT PHONE CHARGES675-3121 72.07CURRENT PHONE CHARGES675-6794 78.22CURRENT PHONE CHARGES679-8702 44.11CURRENT PHONE CHARGES770-2694 37.80CURRENT PHONE CHARGES770-2715

Total : 759.94

174227 3/28/2018 0000326 FRONTIER BUILDING SUPPLY 157941 TREATED/BULK 55.90 15.22CONCRETE158014

Total : 71.12

174228 3/28/2018 0000325 FRONTIER FORD 118202 MANUAL 42.34 399.83PUMP AS118312

Total : 442.17

174229 3/28/2018 0002767 GATEWAY CONTROLS, INC 2017437 AMAG REINSTALL 641.33Total : 641.33

174230 3/28/2018 0002940 GRAY & OSBORNE, INC 1 PROF SVC/ON-CALL DEVELOPMENT REVIEW 636.37 1,014.30PROF SVC/WATER MODELING FOR TSI PROPERTY1A

10,680.37PROF SVC/2018 WATER MAIN REPLACEMENT3Total : 12,331.04

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174231 3/28/2018 0000345 GREATER OAK HBR CHAMBER OF COM 30318 2% MARKETING GRANT 600.00Total : 600.00

174232 3/28/2018 0008881 HAGGEN, INC 762134 BAKERY/VOLUNTEER MEETING 21.86Total : 21.86

174233 3/28/2018 0007236 HAMMOND, JACOB 032018 WELLNESS INCENTIVE REPLACEMENT CHECKS 40.00Total : 40.00

174234 3/28/2018 0000323 HD FOWLER COMPANY C438969 METER SETTER -905.27 982.48REGISTER E SERIESI4736691

1,570.18METERS/METER SETTERI4760143 1,295.09METER SETTERI4761913

29,851.19METERSI4762195 7,787.27METERSI4762784 5,624.14METERSI4762843

Total : 46,205.08

174235 3/28/2018 0003095 HOME DEPOT CREDIT SERVICES 1091143 MULCH 214.57 57.03BOLT CUTTER2027303 33.57PAINT CAN/PAINT2028623 76.29PAINT/BRUSH2591417

108.06SHEETING/MASKING FILM/MATTE3564648 22.10SANDPAPER/PLASTIC TRAY/ROLLER FRAMES3573062 33.68BREAKER/BUTTON4025662

232.60KNEEPADS/SCISSORS/PENCILS/WRENCH/HOLDER4027057 9.75OIL4041657 6.49BATTERY4583811

53.81CLOTH/FITTING/ADHESIVE/EPOXY4590771 8.66FRAMING BLADE564287

21.72TAMPER564292 41.27TORCH HEAD6028096 35.15MARK/STAKES7010836 24.74RUST SPRAY/SPRAY PAINT7020667 32.54EXTENSION CORDS7591734 16.27ANGLE ATTACHMENT7974875 22.83STOP974800

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(Continued) Total : 1,051.13 174235 3/28/2018 0003095 0003095 HOME DEPOT CREDIT SERVICES

174236 3/28/2018 0000417 INDUSTRIAL BOLT & SUPPLY 665457-2 PLUG SOCKET 59.90 285.47PINS/CONN/DRILL/TIES667067-1 40.86FLANGE RIVET667068-1

Total : 386.23

174237 3/28/2018 0001307 INSIGHT PUBLIC SECTOR 1100583721 DESKTOP SLIM 226.94 909.55ELITEDESK1100584947

Total : 1,136.49

174238 3/28/2018 0007910 ISLAND DIVE SERVICES 527 DIVING SERVICES 63.05Total : 63.05

174239 3/28/2018 0000433 ISLAND DRUG 114507271907 INMATE MEDS 30.95Total : 30.95

174240 3/28/2018 0008346 JENSEN, CYNDY 032618 CLASS INSTRUCTION 88.00Total : 88.00

174241 3/28/2018 0000454 JET CITY EQUIPMENT RENTAL 22643 DUMPING 21.74 32.88DUMPING22655

Total : 54.62

174242 3/28/2018 0006362 KBA, INC 3003886 PROF SVC/CLEAN WATER FACILITY & OUTFALL 115,384.23Total : 115,384.23

174243 3/28/2018 0001560 KENT D BRUCE COMPANY 3268 SUPER AUTO EJECT COVER 78.12Total : 78.12

174244 3/28/2018 0008162 KRYSINSKI, MATTHEW TRAVEL REIMB FTO CONFERENCE 94.00Total : 94.00

174245 3/28/2018 0000494 LAKESIDE INDUSTRIES 39177 ASPHALT 241.39 275.59ASPHALT41575

Total : 516.98

174246 3/28/2018 0000221 LN CURTIS & SONS INV152308 PANTS 119.30

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174246 3/28/2018 (Continued)0000221 LN CURTIS & SONS 854.40SLEEVES/SHIRTS/PANTSINV158131 34.52SWEATERINV165138

202.23SLEEVES/PANTSINV166895Total : 1,210.45

174247 3/28/2018 0000515 LOGGERS & CONTRACTORS, INC 00070845 COUPLERS 175.92 717.16HOSE00070927

Total : 893.08

174248 3/28/2018 0000517 LOLMAUGH, MEL TRAVEL REIMB USE OF FORCE-TRANSFORMATIVE PRACTICES FO 288.00Total : 288.00

174249 3/28/2018 0002729 MAILFINANCE N7036045 LEASE PAYMENT 610.53Total : 610.53

174250 3/28/2018 0000660 MARKET PLACE FOOD & DRUG 044970 GROCERIES 400.96 330.27GROCERIES044984

Total : 731.23

174251 3/28/2018 0007306 MASSEY, MEG TRAVEL REIMB HEALTHY WORKSITE SUMMIT 65.95Total : 65.95

174252 3/28/2018 0000040 MATRIX 608621770 LONG DISTANCE 385.05Total : 385.05

174253 3/28/2018 0006028 MCI COMM SERVICE 679-3902 LONG DISTANCE 37.89Total : 37.89

174254 3/28/2018 0004818 MICHAEL BOBBINK LAND USE SRVCS 032318 MAR 2018 HEARING EXAMINER SERVICES 1,708.33Total : 1,708.33

174255 3/28/2018 0007786 MISSION COMMUNICATIONS, LLC 1019200 SERVICE PACKAGE RENEWAL 407.40Total : 407.40

174256 3/28/2018 0000587 MOTOR TRUCKS, INC MV185787 MOTOR/RESISTOR 413.94 419.81CONTROL/COREMV186249-126.37COREMV186525

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174256 3/28/2018 (Continued)0000587 MOTOR TRUCKS, INC 230.23LINKMV186578

Total : 937.61

174257 3/28/2018 0003176 NATIONAL SAFETY, INC 0497457-IN SHARPS W/BRACKET 54.30 258.65EYE WASH0497978-IN 15.00SLEEVE0498820-IN

Total : 327.95

174258 3/28/2018 0000608 NC MACHINERY COMPANY MVCS0284953 WASHER/NUTS/BOLTS/BRACKETS 88.22Total : 88.22

174259 3/28/2018 0000612 NELSON PETROLEUM 0650546-IN FUEL 387.41Total : 387.41

174260 3/28/2018 0007670 NETWORKFLEET, INC OSV000001344157 FEB 2018 MONTHLY SERVICE 243.49Total : 243.49

174261 3/28/2018 0000640 NORTHWEST BIOSOLIDS MGMT ASSOC 02232018-01 MEMBERSHIP DUES 250.00Total : 250.00

174262 3/28/2018 0003946 OAC SERVICES, INC 134157 PROF SVC/OAK HARBOR WWT 1,748.53Total : 1,748.53

174263 3/28/2018 0000672 OAK HARBOR ACE 297687 KEY 1.73 3.42SCREWS297721

13.78SELFDRILL297722 16.29BATTERY297727 23.69WOOD/PIPE297815 1.72FASTENERS297854 4.78SCREWS297875

14.76OUTLET STRIP/CABLE297895 58.68PAINT297939 5.42BATTERY297957 6.51BATTERY297964

20.64WRENCH298023 48.10RESCUE TAPE298071 30.39FILTERS298116

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174263 3/28/2018 (Continued)0000672 OAK HARBOR ACE 90.18BRUSHES/SEALANT298137 18.49COUPLE/MENDER/UNION/STOPPER298154 5.10KEY/FASTENERS/SCREWS298177

23.31CEMENT/BUSHING/COUPLE/ELBOW298179Total : 386.99

174264 3/28/2018 0000668 OAK HARBOR AUTO CENTER 035908846 SPIN-ON L 21.81 50.99FILTERS035908916 7.47CHECK VALVE035909480

173.52FILTERS035909504 225.45FILTERS035909524 43.59FULL SYN QT035909552 26.36FULL SYN QT035909574-26.74FULL SYN QT035909580

5.24INSUTLATED BOOT P035909971 28.19FILTERS035910092-31.64CARTRIDGE FUEL M035910162

124.95PREMIUM AUTOMOTIVE035910634 4.8731 SERIES KWIKCO035910641

189.03FILTERS035910643-19.57CORE DEP RETURN035910646-0.53SPIN-ON L035910647

92.86ENGINE HEATER/FLEETRUNNER MICR035910768 90.30DRIVEALIGHT AUTOM/MICRO-V BELT035910806 37.26MICRO-V BELT035910920-25.32FLEETRUNNER MICR035910977 34.73DISC PAD SET035911007 42.94LAWN AND GARDEN035911052 58.39FILTERS035911488 37.16FILTERS035911492 34.52FILTERS035911504 10.37FILTERS035911568

Total : 1,236.20

174265 3/28/2018 0003007 OFFICE DEPOT 113779371001 MOBILE FILE 817.38 1,434.80CHAIRS113779560001

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174265 3/28/2018 (Continued)0003007 OFFICE DEPOT 283.03MON MM DISP113779561001 10.75PENS114170604001 65.75CIRCLE INVENTORY114170747001 17.26GLUE STICK/CABLE2164947810 97.26BOARD/MARKERS2172373424

112.13PORT/KEYBOARD2173081738Total : 2,838.36

174266 3/28/2018 0000666 OGDEN MURPHY WALLACE 809435 PROF SVC/SMALL CELL FRANCHISING AND ZONI 1,376.00Total : 1,376.00

174267 3/28/2018 0006007 O'REILLY AUTO PARTS 2532-458844 OIL PRESS 45.57 149.19FILTERS2532-460314

Total : 194.76

174268 3/28/2018 0000089 OWEN EQUIPMENT COMPANY 00087830 RUBBER HOSE/GASKET 2,295.75Total : 2,295.75

174269 3/28/2018 0002985 PACIFIC TIRE CO. INC 0121268 TIRES 1,303.03Total : 1,303.03

174270 3/28/2018 0008207 PAKOR 8028354 PASSPORT FOLDERS 58.50Total : 58.50

174271 3/28/2018 0004418 PIONEER TREE SERVICE & 15943 TREE REMOVAL 489.15Total : 489.15

174272 3/28/2018 0005647 PORTER, DAVID 982728 COVER 244.58Total : 244.58

174273 3/28/2018 0004622 POWERS-RANG, LISA TRAVEL ADVANCE 13TH ANNUAL CONFERENCE ON CRIMES AGAINST 228.00Total : 228.00

174274 3/28/2018 0005069 PROFORCE LAW ENFORCEMENT 3337431 TAILCAP 1,869.14Total : 1,869.14

174275 3/28/2018 0001309 PROPERTY AND EVIDENCE, INC, INTERNATIONAL ASSOC OFLI606765 TRAINING/ENGLE-GLOVER 300.00

12Page:19

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2:54:46PM

Page:vchlist

Bank code : bank


(Continued) Total : 300.00 174275 3/28/2018 0001309 0001309 PROPERTY AND EVIDENCE, INC, INTERNATIONAL ASSOC OF

174276 3/28/2018 0000743 PUGET SOUND ENERGY 200000919684 ELECTRICITY/1501 SE CITY BEACH ST WINDMI 16.59 2,334.65ELECTRICITY/CITY SHOP200000947859

110.81ELECTRICITY/1500 S BEEKSMA DR EBATH200001097589 21.64ELECTRICITY/1888 NE 5TH AVE PUMP200001884218

115.99ELECTRICITY/30505 ST ROUTE 20200002036164 44.42ELECTRICITY/34777 STATE ROUTE 20 SIGN200002036719 15.82ELECTRICITY/2000 SW SCENIC HEIGHTS ST200002037097 10.78ELECTRICITY/1780 SW SPRINGFIELD CT PUMP200002037261

111.34ELECTRICITY/3285 SW SCENIC HEIGHTS ST LF200002037501 10.17ELECTRICITY/552 NW CLIPPER DR200002170617 11.17ELECTRICITY/2075 SW FT200002511539

172.05ELECTRICITY/1500 S BEEKSMA DR CMFTST200002723381 15.24ELECTRICITY/1000 SE IRELAND ST200003267636

498.64ELECTRICITY/1957 FORT NUGENT RD RESTROOM200003459654 10.88ELECTRICITY/650 NE 7TH AVE SEWAGE200004342099 76.14ELECTRICITY/800 SE MIDWAY BLVD LIGHT200004562878 10.17ELECTRICITY/1577 NW 8TH AVE200004856627

120.75ELECTRICITY/1500 S BEEKSMA DR WKITCH200005461666 5,432.38ELECTRICITY/700 SE PIONEER WAY LAGOON200005933094

10.17ELECTRICITY/5941 STATE ROUTE 20200006103952 108.14ELECTRICITY/700 AV W & MIDWAY200007702943 10.17ELECTRICITY/75 SE JEROME ST200007824192 10.78ELECTRICITY/FABER ST & HARVEST DR200008386993 23.29ELECTRICITY/ANNEX200008816189 36.76ELECTRICITY/2330 SW ROSARIO PL200010322895

156.14ELECTRICITY/1948 NW CROSBY AVE200010499248 17.08ELECTRICITY/1661 NE 16TH AVE SWRSTA200010499446 56.61ELECTRICITY/651 SE BAYSHORE DR LIGHTS200010530240

2,081.37ELECTRICITY/1501 SE CITY BEACH ST PARK200010530802 10.78ELECTRICITY/1300 NE BIG BERRY LOOP IRRIG200010531172

130.06ELECTRICITY/1500 S BEEKSMA DR CABI200010531354 199.74ELECTRICITY/800 SE DOCK ST200010531941 73.13ELECTRICITY/1500 S BEEKSMA DR BALLPK200010699706

545.08ELECTRICITY/SR 20 & 650 AV W200011316839 48.32ELECTRICITY/ADULT CARE CENTER200011551930

13Page:20

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Page:vchlist

Bank code : bank


174276 3/28/2018 (Continued)0000743 PUGET SOUND ENERGY 87.71ELECTRICITY/285 SE JEROME ST200011579964 36.86ELECTRICITY/128 E WHIDBEY AVE200012220337

880.30ELECTRICITY/FIRE STATION200012278087 5,882.45ELECTRICITY/TREATMENT PLANT200012425357

19.08ELECTRICITY/PIONEER PARK200012838765 5,070.82ELECTRICITY/MARINA200013370750 1,246.29ELECTRICITY/672 CHRISTIAN RD PUMP200013734963

258.92ELECTRICITY/1540 SE PIONEER WAY LIFTST200013968405 221.61ELECTRICITY/1370 SE DOCK ST200014151886 920.96ELECTRICITY/CITY HALL200014596478 10.16ELECTRICITY/1678 SW 8TH AVE200015399153

155.35ELECTRICITY/600 NE 7TH AVE200015618321 86.57ELECTRICITY/287 SE CABOT DR SWRPMP200015685833

645.05ELECTRICITY/690 SW HELLER RD WTRTWR200017255619 10.24ELECTRICITY/CITY BEACH PARK200017441482 64.46ELECTRICITY/1367 NW CROSBY AVE SIGNAL200017575347 83.55ELECTRICITY/3300 OLD GOLDIE RD PUMP200017653656

233.26ELECTRICITY/1000 SW THORNBERRY DR PUMP200017654415 10.98ELECTRICITY/2081 NE 9TH AVE SWRPMP200017853025

1,532.60ELECTRICITY/POLICE STATION200017968427 32.10ELECTRICITY/90 SE PIONEER WAY LIGHTS200019043344 27.39ELECTRICITY/1137 NW KATHLEEN DR PUMP200019500517 35.78ELECTRICITY/626 CHRISTIAN RD200020179194

1,624.75ELECTRICITY/SENIOR CENTER200020235012 11.20ELECTRICITY/1500 S BEEKSMA DR KITEST200020308330 97.94ELECTRICITY/980 SW MCCROHAN ST PUMP200022441113 27.54ELECTRICITY/TRAILER PK S END200022988147 55.73ELECTRICITY/945 E WHIDBEY AVE #B200023231067 44.60ELECTRICITY/700 W HELLER RD TRAFFI200023360569 38.58ELECTRICITY/1285 NE TAFTSON ST LFTPMP200024715845

123.69ELECTRICITY/33500 STATE ROUTE 20200025075157 206.57ELECTRICITY/ANIMAL SHELTER220000598098 86.52ELECTRICITY/END OF GUN CLUB ROAD220002244337

1,130.79ELECTRICITY/101220003651407 1,208.02ELECTRICITY/275 SE PIONEER WAY220003735804

31.82ELECTRICITY/1770 NE GOLDIE ST PUMP220005593946

14Page:21

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Page:vchlist

Bank code : bank


174276 3/28/2018 (Continued)0000743 PUGET SOUND ENERGY 598.39ELECTRICITY/301 SE PIONEER WAY220005790955 13.57ELECTRICITY/2900 N OAK HARBOR RD PUMP220007681624 10.78ELECTRICITY/SMITH PARK220014752129

144.09ELECTRICITY/1090 SE PIONEER WAY SIGNAL220015477015 54.74ELECTRICITY/STREET LIGHTS300000007421 54.34ELECTRICITY/PARKS300000009906

154.66ELECTRICITY/STREET LIGHTS300000010458 103.80ELECTRICITY/STREET LIGHTS300000010516

Total : 36,031.86

174277 3/28/2018 0006762 RAINIER ENVIRONMENTAL 2871 TESTING 800.00Total : 800.00

174278 3/28/2018 0007885 REDNECK PROPERTIES, LLC 033118 APR 2018 PARKING LOT RENTAL 1,698.16Total : 1,698.16

174279 3/28/2018 0000960 REVENUE, WASHINGTON STATE DEPT OF 030818 SALES/USE TAX 47,341.82Total : 47,341.82

174280 3/28/2018 0000781 SAFEWAY 437396 GROCERIES 97.74 13.01GROCERIES438401

Total : 110.75

174281 3/28/2018 0000801 SEA WESTERN, INC 204653 HELMETS 1,999.24Total : 1,999.24

174282 3/28/2018 0005967 SEATTLE AUTOMOTIVE DIST S6-3070890 SPARK PLUG/WIRE KIT 133.13 54.25COIL ASMS6-3071083

118.19PUMP KIT/COOLANTS6-3090983 251.59RADIATOR ASMS6-3092062 38.67INLETS6-3095977 82.00SPARKPLUG/KITS6-3122972

231.85ROTOR/PADSS6-3125767Total : 909.68

174283 3/28/2018 0000807 SEIM, CARL EXP REIMB PARKING/CAR RENTAL 178.11

15Page:22

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Page:vchlist

Bank code : bank


(Continued) Total : 178.11 174283 3/28/2018 0000807 0000807 SEIM, CARL

174284 3/28/2018 0008963 SEMRAU ENGINEERING AND SURVEY 5749A-1 PARKWOOD MANOR PLAN REVIEW 1,376.00Total : 1,376.00

174285 3/28/2018 0000852 SENIOR CENTER PETTY CASH 032018 TICKETS 75.00Total : 75.00

174286 3/28/2018 0005085 SEVERNS, ROBERT TRAVEL ADVANCE MAYORS EXCHANGE 70.50 687.61MEETING WITH PENTAGON OFFICIALSTRAVEL REIMB 165.68MAYORS EXCHANGETRAVEL REIMB

Total : 923.79

174287 3/28/2018 0000822 SHRED-IT USA, INC 8124233256 SHREDDING 83.79 66.11SHREDDING8124233386

Total : 149.90

174288 3/28/2018 0005003 SILVEIRA, MANUEL TRAVEL REIMB FTO CONFERENCE 94.00Total : 94.00

174289 3/28/2018 0000831 SIX ROBBLEES', INC 14-364341 NON-CHLOR BRAKE CLE 71.76 19.95GOVERNOR D-214-364347

Total : 91.71

174290 3/28/2018 0000814 SKAGIT FARMERS SUPPLY 490448 PROPANE 29.76 34.77SPREADER490777 37.71PROPANE491051

Total : 102.24

174291 3/28/2018 0000833 SKAGIT HYDRAULICS 143761 POLYPAK/O-RINGS/PISTON 242.68Total : 242.68

174292 3/28/2018 0007890 SMARSH, INC INV00337151 ARCHIVING PLATFORM 600.55Total : 600.55

174293 3/28/2018 0002901 SMITH & LOVELESS, INC 124421 SEALS/GASKETS 766.64Total : 766.64

16Page:23

03/28/2018

Voucher List

City of Oak Harbor

17

2:54:46PM

Page:vchlist

Bank code : bank


174294 3/28/2018 0004341 SMITH, JACK TRAVEL REIMB APWA CM COMMITTEE-INSPECTOR TRAINING WOR 8.95Total : 8.95

174295 3/28/2018 0000838 SMITH, TERRY L 05 MUNICIPAL COURT PRO TEM 739.92Total : 739.92

174296 3/28/2018 0000843 SOLID WASTE SYSTEMS, INC 0103701-IN COIL/BODY 380.29 3,252.12PUMP LINE PACK PUMP0103924-IN

Total : 3,632.41

174297 3/28/2018 0000846 SOUND PUBLISHING 7825311 FEB 2018/PUBLICATIONS-ACCT#80125600 454.50 48.59NONSIGNIFICANCEWCW798633 79.74CITY NOTICESWCW799238 47.35NONSIGNIFICANCEWCW799430

100.93CITY ORDINANCESWCW799703 53.58CITY ORDINANCESWCW800146

Total : 784.69

174298 3/28/2018 0007744 SPILLMAN NORTHWEST USERS GROUP 031618 2018 SNUG REGISTRATION FEES 100.00Total : 100.00

174299 3/28/2018 0003883 STAPLES BUSINESS ADVANTAGE 3362871576 TONER 429.34 178.05WIRELESS COMBO3362871578 251.77INK3362871579 695.63PRINTER3369333384 29.72GLUE STICK/PACKING TAPE3369333385

167.05WIRELESS COMFORT DESKTOP/ERGO KEYBOARD3369333386 115.21HYBLK/STDCLR3369333387 61.71FOLDERS/FASTENERS3369333388 63.36DATASTICK3369333389-58.09TILE CLEANER3369333390

578.99TONER3369333391 429.34TONER3369333392 148.27TONER3369333393 21.40MESH ORGANIZER3369333394

172.20DATE STAMPS3369888753 38.03HEATER3369888754

17Page:24

03/28/2018

Voucher List

City of Oak Harbor

18

2:54:46PM

Page:vchlist

Bank code : bank


174299 3/28/2018 (Continued)0003883 STAPLES BUSINESS ADVANTAGE 29.07BINDERS3369888755

530.02TONER/CARDSTOCK3371149793 6.49RUBBERBANDS3371149795 9.34CHARGER CABLE3371149796

63.86PENS/CUPS3371149797 12.16PENS3371149798 12.92BLACK CASE3371722409 53.63LETTER OPENERS/PENS/BINDER CLIPS/SCISSOR3371722410

162.51BLEACH3371722414Total : 4,201.98

174300 3/28/2018 0003749 STUMP, PATRICK L 1 DRIVING SERVICES-CHUCKANUT MANOR 60.00 108.00DRIVING SERVICES-TULALIP CASINO1 126.00DRIVING SERVICES-EVERGREEN STATE FAIR1 120.00DRIVING SERVICES-SNOHOMISH ANTIQUE1

Total : 414.00

174301 3/28/2018 0006673 SUMMIT SAFETY SHOES 106060 BOOTS 1,204.04Total : 1,204.04

174302 3/28/2018 0000874 SURETY PEST CONTROL 1212089 PEST EXTERMINATION 55.44 59.79PEST EXTERMINATION1212293

Total : 115.23

174303 3/28/2018 0008962 TANGENT, INC SI094552 HOSTED ARCHIVING ENVIRONMENT 15,000.60Total : 15,000.60

174304 3/28/2018 0008960 TECHNICAL SERVICES, INC 031318 BINDING SITE PLAN REFUND 2,626.00Total : 2,626.00

174305 3/28/2018 0000910 TRAFFIC SAFETY SUPPLY CO 139984 ROUND ABOUT 231.47Total : 231.47

174306 3/28/2018 0006249 TRUCK SHOP 1-16308 HEATER BLOWER 414.24Total : 414.24

174307 3/28/2018 0000287 TYLER TECHNOLOGIES, INC 045-216234 TIME AND ATTENDANCE 480.00

18Page:25

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City of Oak Harbor

19

2:54:46PM

Page:vchlist

Bank code : bank


174307 3/28/2018 (Continued)0000287 TYLER TECHNOLOGIES, INC 120.00TIME AND ATTENDANCE045-217272

Total : 600.00

174308 3/28/2018 0000923 UNITED PARCEL SERVICE 0000A0182W098 SHIPPING 130.14Total : 130.14

174309 3/28/2018 0008402 VARIDESK, LLC IVC-2-659576 PRODESK 2,975.00Total : 2,975.00

174310 3/28/2018 0000932 VERIZON WIRELESS 9803149548 CURRENT COMM CHARGES 6,462.81Total : 6,462.81

174311 3/28/2018 0001044 WASHINGTON CRIMINAL JUSTICE 201129856 DT LEVEL TWO INSTRUCTION-BROWN 350.00 225.00FIREARMS RETENTION AND DETENTION-BROWN201129874

Total : 575.00

174312 3/28/2018 0008926 WAYMIRE, CARLY TRAVEL REIMB HEALTHY WORKSITE SUMMIT 51.12Total : 51.12

174313 3/28/2018 0001000 WHIDBEY AUTO PARTS, INC. 346451 PINS 6.41 434.79HD CODE READER349060

5.84HOSE CLAMP349085-434.79HD CODE READER349237

47.83OXYGEN349963Total : 60.08

174314 3/28/2018 0000675 WHIDBEY COMMUNITY PHYSICIANS CPS081970 TYHUIS 150.00 150.00WADECPS087060

Total : 300.00

174315 3/28/2018 0007823 WHIDBEY ISLAND RACE WEEK 031618 TEMPORARY FENCING 4,038.64Total : 4,038.64

174316 3/28/2018 0006531 WHIDBEY PRESBYTERIAN CHURCH 032618 RESERVATION 25.00Total : 25.00

174317 3/28/2018 0008071 XAVUS SOLUTIONS 10859 UPGRADES/MAINTENANCE 1,304.40

19Page:26

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Voucher List

City of Oak Harbor

20

2:54:46PM

Page:vchlist

Bank code : bank


(Continued) Total : 1,304.40 174317 3/28/2018 0008071 0008071 XAVUS SOLUTIONS

174318 3/28/2018 0001061 XEROX CORPORATION 092476009 FEB 2018 COPIER RENTAL 470.73 3,847.75JAN 2018 COPIER RENTAL702167047

Total : 4,318.48

Bank total : 628,272.17 133 Vouchers for bank code : bank

628,272.17Total vouchers :Vouchers in this report 133

20Page:27

03/15/2018

Voucher List

City of Oak Harbor

1

4:11:45PM

Page:vchlist

Bank code : bank


174176 3/15/2018 0004903 US BANK 4485590002431076 CREDIT CARD PURCHASES 5,087.08Total : 5,087.08




174180 3/15/2018 0004903 US BANK 4485590003205248 CREDIT CARD PURCHASES 371.02Total : 371.02






Bank total : 13,628.06 10 Vouchers for bank code : bank

13,628.06Total vouchers :Vouchers in this report 10

1Page:28

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Voucher List

City of Oak Harbor

2

4:11:45PM

Page:vchlist

Bank code : bank


2Page:29


Bill No. 4. b.Date: April 3, 2018Subject: Minutes: Regular Meeting on

March 20 & Workshop Meetingon March 28

FROM: Administration


RECOMMENDED ACTIONApprove March 20, 2018 Regular Meeting minutes and March 28, 2018 Workshop Meeting minutes aspresented.

BACKGROUND / SUMMARY INFORMATION

LEGAL AUTHORITY

FISCAL IMPACT


ATTACHMENTS1. March 20, 2018 Regular Meeting Minutes2. March 28, 2018 Workshop Meeting Minutes

30



Regular Meeting Minutes- March 20, 2018 Page 1 of 4

Oak Harbor City Council Regular Meeting Minutes

March 20, 2018

CALL TO ORDER

Mayor Bob Severns called the meeting to order at 6:00 p.m.

ROLL CALL

EXCUSE ABSENT COUNCILMEMBERS

Motion: Mayor Pro Tem Munns moved to excuse Councilmember Hizon, second by Councilmember Servatius, motion was approved by a unanimous vote. 1. APPROVAL OF AGENDA

Mayor Severns requested to remove item 8.a. Labor Agreement: Oak Harbor Police Associa-tion Commissioned Unit from the Contracts and Agreements section.

Motion: Councilmember Servatius moved to approve the agenda, with the exception of Contracts and Agreements Item 8a: Labor Agreement, second by Councilmember Almberg. The motion passed unanimously. 2. PRESENTATIONS

a. Proclamations

None.

b. Honors & Recognitions None.

c. Community Partner Presentations

i. 2017 Fire Department Annual Report presented by Fire Chief Ray Merrill. Chief Mer-

rill provided a detailed PowerPoint presentation reviewing the Fire Department’s 2017 Annual Report.

City Council Present: Staff Present: Mayor Bob Severns Mayor ProTem Beth Munns Councilmember Rick Almberg Councilmember Erica Wasinger Councilmember Bill Larsen

Development Services Director Steve Powers City Engineer Joe Stowell Project Engineer Brett Arvidson Senior Planner Cac Kamak Human Resources Director Emma House

Councilmember Joel Servatius City Attorney Nikki Esparza Councilmember Jim Woessner Finance Director/Interim City Admin Patricia Soule Public Works Director Cathy Rosen Fire Chief Ray Merrill City Clerk Carla Brown

Assistant to Mayor Deanna Emery

31


3. CITIZEN COMMENT PERIOD

Mayor Severns opened the Citizen Comment Period at 6:34 p.m.

Public Comment was offered by:

• Brad Gluth, Shopping Cart Ordinance Request Public comment was closed at 6:38 p.m.

4. CONSENT AGENDA Consent Items

a. Approval of Payroll and Accounts Payable Vouchers b. Minutes of the March 5, 2018 Special Workshop Meeting & March 6, 2018 Regular Council

Meeting c. Appointment: Aaron Waters to the Planning Commission d. Appointment: Allen McPheeters to the Planning Commission e. Contract Agreement: Public Works Department Copy Machine f. F Dock Breakwater Repair – Final Contract Voucher Certificate g. Ordinance No. 1825: Amending Chapter 6.45 OHMC entitled ‘Smoking and Vaping’ and es-

tablishing ‘Smoking in Public Places’ h. Ordinance No. 1826: Vaping Regulations i. Ordinance No. 1827: Amending OHMC Section 6.12.110 entitled ‘Offenses in Parks that are

Misdemeanors’ j. Purchase Authorization-Captain’s Car Replacement k. Purchase Authorization-Truck Replacements l. Resolution No 18-08: Amending Schedule ‘A’ (Development Services) and Schedule ‘E’

(OHPD) and adding Addendum 2 ‘Senior Services’ to the Master Fee Schedule Motion: No objection, therefore items are approved as presented. 5. MAYOR, COUNCIL & STAFF COMMENTS

a. Mayor Mayor Severns provided his respective comments and announcements.

b. Councilmembers

Councilmember Woessner and Councilmember Servatius provided their respective comments and announcements.

Motion: Councilmember Servatius moved to instruct city staff to research and prepare a shopping cart ordinance within 60 days, second by Councilmember Almberg. Motion was approved by a unanimous vote.

c. City Administrator Patricia Soule, Interim City Administrator provided her respective comments and announce-ments.

32


i. Clean Water Facility Update- Brett Arvidson, Project Engineer presented the staff re-port and shared a PowerPoint presentation. Mayor Pro Tem Munns, Councilmember Wasinger, Councilmember Almberg provided their respective questions and com-ments.

6. PUBLIC HEARINGS & PUBLIC MEETINGS

a. Resolution 18-06: Adopting the 2018 Comprehensive Plan Amendments Docket

Cac Kamak, Senior Planner, provided the background summary and shared a PowerPoint presentation.

Mayor Severns opened the public comment period at 7:14 p.m. There being none, public comment was closed.

Councilmember Woessner provided his respective questions and comments.

Motion: Councilmember Wasinger moved to approve Resolution 18-06, adopting the 2018 Compre-hensive Plan Amendments Docket, second by Mayor Pro Tem Munns. Motion was approved by a unanimous vote. 7. ORDINANCES & RESOLUTIONS

None.

8. CONTRACTS & AGREEMENTS

a. Labor Agreement: Oak Harbor Police Association Commissioned Unit Item removed from Agenda by staff request. Labor Agreement will be re-scheduled for April 3, 2018 Regular Council Meeting.

b. Commercial Electric Facilities Contract: Puget Sound Energy Commercial Line Extension Agreement Amendment-Clean Water Facility

Brett Arvidson, Project Engineer provided the background summary and shared a Power-Point presentation. Mayor Severns opened the item up for public comment at 7:26 p.m. There being none, the public comment period was closed. Mayor Pro Tem Munns, Councilmember Woessner, Councilmember Servatius, and Coun-cilmember Almberg provided their respective questions and comments.

Motion: Councilmember Woessner moved to authorize the Mayor to sign the amended Industrial Ser-vice Agreement with PSE increasing the contract amount by $119,171.15 to a total of $456,615.55 plus any service charges, second by Mayor Pro Tem Munns. The motion passed unanimously.

33


c. Pavement Rating Project: Professional Services Agreement Amendment No. 1 with Pave-ment Services, Inc.

Joe Stowell, City Engineer provided the background summary regarding the need to amend the current professional services agreement. Mayor Severns opened the item up for public comment at 7:40 p.m. There being none, the public comment period was closed. Mayor Pro Tem Munns, Councilmember Larsen, and Councilmember Almberg provided their respective questions and comments.

Motion: Councilmember Larsen moved to authorize the Mayor to sign a Professional Agreement Amendment 1 with Pavement Services, Inc. for the Pavement Rating Project, increasing the contract amount by $3,051, thereby increasing the total contract cost from $67,331 to a not to exceed amount of $70,382, second by Mayor Pro Tem Munns. The motion passed unanimously.

9. OTHER ITEMS FOR CONSIDERATION

a. Resolution 18-09: Authorization to sell three vessels and one boat trailer for non-payment of

moorage and storage charges. Chris Sublet, Harbormaster provided the summary background regarding the sale of three vessels and one boat trailer to recover non-payment of marina fees. Mayor Severns opened the item up for public comment at 7:46 p.m. Public Comment was offered by:

• Aaron Waters, Vessel Cost Public Comment was closed at 7:47 p.m. Councilmember Woessner and Councilmember Larsen provided their respective questions and comments.

Motion: Councilmember Larsen moved to approve Resolution 18-09, authorizing the sale of three vessels and one boat trailer for non-payment of moorage and storage charges, motion was seconded by Mayor Pro Tem Munns. The motion passed unanimously.

10. REPORTS & ITEMS FOR DISCUSSION

None.

11. EXECUTIVE SESSION

None.

ADJOURN Motion: Motion by Councilmember Woessner to adjourn, second by Mayor Pro Tem Munns. Motion was approved by a unanimous vote, therefore the meeting adjourned at 7:50 p.m.

Certified by Carla Brown, City Clerk

34

Workshop Meeting Minutes – March 28, 2018 Page 1 of 2

Oak Harbor City Council Special Workshop Meeting Minutes

March 28, 2018

CALL TO ORDER Mayor Severns called the meeting to order at 2:00 p.m.

ROLL CALL

City Council Present: Staff Present: Mayor Bob Severns Mayor Pro Tem Beth Munns Councilmember Rick Almberg Councilmember Joel Servatius Councilmember Erica Wasinger

Interim City Admin/Finance Director Patricia Soule Development Services Director Steve Powers Human Resources Director Emma House Public Works Director Cathy Rosen Police Chief Kevin Dresker

Councilmember Bill Larsen Fire Chief Ray Merrill City Clerk Carla Brown Exec Assistant to the City Admin Nicole Tesch Accountant Tallie Boyer

Councilmember Woessner and Councilmember Hizon are excused absent. HUMAN RESOURCES

a. Introduction of New Employees Human Resource Director Emma House introduced new employee Rebecca Boone -- Water Specialist, Public Works Department.

b. Labor Agreement: Oak Harbor Police Association (OHPA) Commissioned Unit Human Resource Director Emma House and Police Chief Kevin Dresker presented the staff report, a PowerPoint presentation, and the proposed contract for the OHPA Commissioned Unit. Staff discussed general background, bargaining and non-bargaining terms and pro-cesses, and the proposed contract negotiated items to include wages, holidays, and specialty pay.

Mayor Severns, Mayor Pro Tem Munns, Councilmember Almberg, Councilmember Larsen, Councilmember Servatius, and Councilmember Wasinger provided their respective ques-tions and comments. Council requested additional budget information.

DEVELOPMENT SERVICES

a. Garry Oak Tree Protection Ordinance Development Services Director Steve Powers presented the staff report and provided handouts of the draft ordinance and Critical Root Zones criteria regarding the Garry Oak Tree Protection Ordinance. The draft ordinance would adopt suitable protective measures to be taken during building or construction operations near a Garry Oak Tree. Mayor Severns, Mayor Pro Tem Munns, Councilmember Almberg, Councilmember Larsen, Councilmember Servatius, and Councilmember Wasinger provided their respective ques-tions and comments. Council expressed interest in moving the draft ordinance forward.

35

Workshop Meeting Minutes – March 28, 2018 Page 2 of 2

MARINA

a. Proposed 2018 Marina Rate Increases Harbormaster Chris Sublet and Development Services Director Steve Powers presented the staff report and PowerPoint presentation regarding the proposed 2018 Marina Rate in-creases. Staff discussed the Marina Advisory Committee’s process of reviewing marina rates, the results from the marina rate survey, and the proposed Oak Harbor Marina rate increases.

Mayor Severns, Councilmember Almberg, Councilmember Larsen, and Councilmember Servatius provided their respective questions and comments. Council expressed interest in moving forward with the proposed Marina rate increases.

FINANCE

a. Capital/Improvements/Equipment Presentation Options Finance Director and Interim City Administrator Patricia Soule presented the staff report and discussed a potential option for detailing the city budget and expenditures. Staff provided an example of a report detailing capital, improvement and maintenance, and equipment expend-itures as part of the budget report presented to Council. The report would be customized for Oak Harbor and provide greater transparency and efficiency. Mayor Severns, Mayor Pro Tem Munns, Councilmember Almberg, Councilmember Larsen, Councilmember Servatius, and Councilmember Wasinger provided their respective ques-tions and comments. Council expressed interest in the presented budget reporting option.

CITY COUNCIL Mayor Pro Tem Munns, Councilmember Servatius, and Councilmember Larsen provided their com-ments. ADJOURN The meeting adjourned at 4:01p.m.

Certified by: Carla Brown

City Clerk

36


Bill No. 4. c.Date: April 3, 2018Subject: Amendment to Employment

Agreement for Finance Director

FROM: Mayor Bob Severns


RECOMMENDED ACTIONAuthorize the Mayor to sign the First Amendment to Employment Agreement between Patricia Soule andCity of Oak Harbor.

BACKGROUND / SUMMARY INFORMATIONSince Patricia Soule joined the City of Oak Harbor in April 2016, as the Finance Director, she has been contacted by two different agencies to recruit her away from Oak Harbor.

Patricia has made her home here and would prefer to stay with City of Oak Harbor but would like toearn vacation time at an accrual rate more in line with her experience, so is requesting to earn 10 hoursper month instead of 8 hours per month. She has also requested a one-time bank of forty (40) hoursvacation leave. Patricia has not asked for any monetary changes.

After completing 5 years of employment with the City of Oak Harbor, a regular employee earns vacationat a rate of 10 hours per month. Patricia has 19 ½ years in Finance, of which 13 years have been in aDirector role (2 years with the City of Oak Harbor).

Patricia is also assisting us greatly by taking on the additional role of Interim City Administrator.

LEGAL AUTHORITY

FISCAL IMPACTNone.


37

ATTACHMENTS1. First Amendment to Employment Agreement between Patricia Soule and City of Oak Harbor

38


1

FIRST AMENDMENT TO EMPLOYMENT

AGREEMENT BETWEEN

PATRICIA SOULE

AND CITY OF OAK HARBOR

THIS CONTRACT AMENDMENT is between the CITY OF OAK HARBOR, a Washington State Municipal Corporation, hereinafter referred to as the “City”, and PATRICIA SOULE, “City of Oak Harbor Finance Director” (Director).

WHEREAS, the City and the Director most recently entered into an Employment Agreement that took effect on April 18, 2016; and

WHEREAS, Department Heads within the City are offered employment contracts with the City and are considered at-will employees; and

WHEREAS, the City recognizes the need to establish a system in which compensation, both cash and non-cash, serves as an effective device for promoting better job performance; and

WHEREAS, non-cash benefits improve the City's ability to attract and retain outstanding executives; and

WHEREAS, the Director incumbent was approached by two outside agencies in an attempt to recruit the Director away from Oak Harbor, and

WHEREAS, it is the desire of the City to retain the services of the Director and to provide inducement to remain in such employment, and

WHEREAS, this amendment is a result of the negotiations to retain the Director, and

WHEREAS, the City recognizes the importance of internal parity amongst department head level employees; and

WHEREAS, not all Department Head contracts contain a bank of leave provision; and

WHEREAS, the City recognizes the additional work and time commitment the executive level staff provides that may not be compensated; and

WHEREAS, provision of a leave bank is a non-cash benefit provided in recognition of the time commitment required of exempt department head level employees.

39

2

NOW THEREFORE, THE PARTIES AGREE AS FOLLOWS:

1. Section 5(c) “Benefits” is hereby amended to add the following language: “The Finance Director shall be entitled to a bank of vacation leave in the amount of forty (40) hours. In addition, the Finance Director shall accrue vacation at a rate of 10 hours per month until she reaches the point that her years with the City match the current vacation accrual policy, at which point, she will accrue according to the Employee Policy Manual.”

2. All other provisions remain in full force and effect. EXECUTED this _______ day of _______________ , 2018.

Patricia Soule

Finance Director

EXECUTED this _______ day of ___________________, 2018, for the CITY OF OAK HARBOR.

Robert Severns

Mayor

40


Bill No. 4. d.Date: April 3, 2018Subject: Appointment: Claudia Samano-

Losada to Oak Harbor LibraryBoard

FROM: Mayor Severns


RECOMMENDED ACTIONConfirm appointment of Claudia Samano-Losada to the Library Board, Position 4, beginning April 3,2018 and ending December 1, 2021.

BACKGROUND / SUMMARY INFORMATIONClaudia Samano-Losada will be fulfilling the term vacated by Susan Ashby.

LEGAL AUTHORITYOHMC 2.31

FISCAL IMPACTN/A


ATTACHMENTS1. Biography Form - Claudia Samano-Losada

41


Boards and CommissionsBiography Form

'Y LA J).

Board Appointment for (name of board): Library Board

Name: Claudia Samano-Losada Date: March 5th, 2018

Address: 3078 Autumn Lane

City, State, Zip: Oak Harbor, Wa

Phone Number: 360-682-6237 Email Address: [email protected]

Mailing Address: (if different from above) Same as above.

Resident in Oak Harbor City

Limits? If yes, how long? Yes. For 10 yrs.

Occupation and Place of Employment:(if retired, reference previous occupation(s))

Owner/Founder/Director/Instructor at In Motion Co. Rectreation Center.

Spanish teacher. Multicultural Advocate.

Movement Educator.

Community Facilitaror. Conferencist. Speaker.

Local Group or Civic Affiliations:

Accessible Communities Whidbey Island Committee.

Whidbey Has Talent Committee.

Whidbey Playhouse Volunteer Choreographer

Special Qualifications or Interests:

Community Leadership.

Education, Culture, Literacy and Arts advocate.

Bilingual/Multicultural Programs.

Diversity, social and community interests.

Education and Other General Comments:

Associates Degree in Choreography Design. -Foreign degree-

Bachelors Degree in Movement Therapy. -Foreign degree-

Certified Early Childhood Educator - Ashowrth Military College-

Certified Bilingual Facilitator. -Washington State University-

Integrative Movement Educator. -Rhythm Works- Certified Fitness Senior Specilialist/Children Specialist.

Please bring or send to the Mayor's Assistant at City Hall demery(koakharbonorg

Boards & Commissions - Biography Form 4/201742


Bill No. 4. e.Date: April 3, 2018Subject: Appointment: Randy DeVries to

the Park Board as Full Member



RECOMMENDED ACTIONConfirm appointment of Randy DeVries as a full Park Board member, Position 5, beginning April 3,2018 and ending May 1, 2020.

BACKGROUND / SUMMARY INFORMATIONRandy DeVries currently holds the Alternate position on the Park Board. He will be fulfilling the Position5 term vacated by Melissa Riker.

LEGAL AUTHORITYOHMC 2.30.

FISCAL IMPACTN/A


ATTACHMENTS

43


Bill No. 4. f.Date: April 3, 2018Subject: Marina: Salmon Recovery Fund

Board and Estuary and SalmonRestoration Program- GrantApplications

FROM: Steve Powers , AICP, Director, Development Services and Chris Sublet,Harbormaster


RECOMMENDED ACTIONA motion to authorize staff to submit a grant application to the Salmon Recovery Fund Board (SRFB)and to the Estuary and Salmon Restoration Program (ESRP) to fund a feasibility study as part of the threeprojects that were presented at the February 20, 2018 City Council meeting.


44

On February 20, 2018, the City Council authorized staff to apply for three grants from the Island LocalIntegrating Organization (ILIO) to fund three marina projects.

The three projects are:

1. Water Shading Reduction Project

2. Beach Soft Armoring Project

3. Storm Water Improvement Project

Funding for the various stages of these projects may come from different sources. The next step in theprocess is for staff to submit grant applications to the SRFB and to the ESRP in an amount not to exceed$74,472 each for a project feasibility study. The intent is to secure a total of $106,604 between the twogrant sources. Applications will be submitted to the SRFB and to the ESRP through two differentprocesses. The two grant processes are run concurrently.

The Letter of Intent (Attachment 1), required for submittal to the SRFB process, indicates that the Citywill have to supply matching funds in the amount of $32,132. Since staff is applying for both the SRFBand ESRP grants, each grant will be used as a match for the other. The City will not have to contributeany matching funds but will be required to provide staff capacity in order to support the Northwest StraitsFoundation, the project sponsor. The staff capacity will include, but not be limited to, review ofapplication documents and progress reports, presenting the project to review committees and assistancewith publicity and outreach throughout the project.

LEGAL AUTHORITYOHMC Section 2.310.030(3) Purchase and Bidding – General Provisions – Grants

All grants in excess of $30,000 shall require City Council approval.

FISCAL IMPACTN/A

PREVIOUS COUNCIL / BOARD / CITIZEN INPUTFebruary 20, 2018 – City Council Meeting

ATTACHMENTS1. Letter of Intent

45


WRIA 6/ Island Lead Entity for Salmon Recovery

Letter of Intent

2018 Salmon Recovery Funding Board Grants and

2019-2021 Puget Sound Acquisition and Restoration Fund Grants

The WRIA 6/Island Lead Entity (LE) invites prospective applicants to submit a Letter of Intent (LOI) by February 13, 2018, 5:00 pm to the WRIA 6/Island LE Coordinator c/o Dawn Spilsbury Pucci at [email protected].

The letters of intent will be used to: 1. Propose projects for 2018 Salmon Recovery Funding Board (SRFB) grant funding; and 2. Propose projects for 2019-2021 Puget Sound Acquisition and Restoration funding (PSAR); and 3. Propose regionally significant large capital projects for 2019-2021 PSAR funding (“Large Cap Projects”). All of the projects will be reviewed and ranked based on benefit to salmon habitat and certainty of success.

Project Information

PROJECT NAME

City of Oak Harbor Nearshore Restoration Feasibility Study DATE

SUBMITTED

2/12/18

PROJECT LOCATION AND SHOREFORM/LANDFORM Address or Coordinates: 48.286689, -122.632458

Applicant Information

PROJECT SPONSOR/ PROPONENT

City of Oak Harbor

MAIN CONTACT PERSON

Chris Sublet

ADDRESS

1401 SE Catalina Drive

CITY

Oak Harbor

STATE

WA

ZIP CODE

98277

OFFICE PHONE

360-279-4575

CELL PHONE EMAIL ADDRESS

[email protected]

46

Project Information

ESTIMATED START DATE

07/01/2018

ESTIMATED COMPLETION DATE (THIS

PHASE) 12/01/18

PROJECT PHASING

Is this project Phased?

_x_ Yes ___ No

Which phase is this (i.e. 2nd of 3 proposed phases)? 1st phase

ESTIMATED PROJECT BUDGET

Est. Project Phase Cost (this grant request plus match):

Est. Grant Request: $74,472

Est. Sponsor Match: $32,132

PROJECT TYPE (Corresponds to SRFB Manual 18 http://www.rco.wa.gov/documents/Manuals&Forms/Manual_18.pdf)

� Acquisition � Non-Capital

� Design only � Restoration

� Combination

SHORT PROJECT DESCRIPTION (Maximum 1 page may be attached) General Description of Activities/Tasks:

The goal of this project is to assess the feasibility of strategies to restore nearshore habitat and natural nearshore processes at the Oak Harbor Marina project area. This is a multi-benefit project in a highly visible area that offers a great opportunity for outreach and education to the public about the importance and benefits of habitat restoration and nearshore ecosystem processes. The project will take a comprehensive look at several elements of impact at the Marina and adjacent shoreline in Oak Harbor. The aspects to be assessed in the feasibility study include:

1. Armoring reduction: Remove approximately 1,900 linear feet of shoreline armoring and replace with soft shore protection, which may include native plants, gravel, sand, logs, and root masses.

2. Stormwater improvement: Remove approximately 700 feet of storm drain flowing directly into the Bay and replace with a natural filtering system, such as bioswales, and explore options to increase the angle of the boat launch ramp to reduce pollutants from vehicles that have to be submerged to launch a vessel.

3. Shading reduction: Remove approximately 46,000 square feet of shading, including covered moorage, dock fingers, and creosote pile docks.

Expected ecosystem benefits from the final project include:

• return of 1,900 feet of shoreline to a more natural condition through armor removal and regrading • Stormwater treatment options will be evaluated to improve water quantity and quality which is currently

draining from an impervious high-use parking area for the Oak Harbor Marina and Yacht Club into the Bay. Additionally, this project will assess options for the boat ramp at the Marina,

• Removing light-blocking overwater structures will increase the area and depth of light penetration

FIT TO STRATEGY (Provide brief description of how this project benefits salmon and meets the goals of the WRIA 6 Multi-species Salmon Recovery Plan) This project directly supports the Puget Sound Partnership’s (PSP) target that by 2020, the total amount of armoring removed will be greater than the total amount of new armoring. Hard armor has been shown to have many negative impacts on marine habitat and species (Johannessen et al, 2014). Additionally, removing hard armor and implementing a more natural slope and environment increases

47

http://www.rco.wa.gov/documents/Manuals&Forms/Manual_18.pdf

the public’s ability to safely access the beach for enjoyment and recreation. The proposed elements of the feasibility study were vetted and approved by the ILIO, which includes representation from several local entities as well as tribal representatives. These project elements ranked high locally, and are being adopted as part of the PSP’s 2018 Action Agenda. The WRIA6 Salmon Recovery Plan identifies nearshore and estuarine habitat of the Whidbey Basin as priority for conservation and restoration of six of the 22 Puget Sound Chinook ESU populations. Oak Harbor Bay is within Geographic Area 2, which holds medium priority for recovery. Nightingale and Simenstad (2001) have described numerous marine impacts from overwater structures: reductions in light penetration, changes in benthic characteristics, altered dissipation of wave energy, and reduced water quality. Juvenile salmon avoid overwater structures and change their feeding behavior around these structures. Removing 46,000 square feet of overwater structures, including creosoted pile docks, will allow for restoration of light-dependent ecological processes. This project supports the Regional Priority Approach to reduce loading of toxic chemicals into Puget Sound. Addressing the boat ramp slope and capturing and treating the stormwater runoff from the parking area will decrease the volume of pollutants, such as metals, oil, bacteria, PAHs, and nutrients, entering the Bay which will restore valuable habitat for marine finfish and shellfish, including salmon and forage fish. Additionally, this project addresses the Island LIO priority sub-strategies: C.2.3: Fix problems cause by existing development (structural upgrades; regular and enhanced maintenance) and 10.5 (C2.5) Provide focused stormwater-related education, training, and assistance, and 6.1 (A6.1) Implement high priority projects identified in each salmon recovery watershed’s 3 year work plan. It also addresses the 2020 Marine Water Quality Vital Sign recovery target: Human-related contributions of nitrogen do not result in more than 0.2 mg/L reductions in dissolved oxygen levels anywhere in Puget Sound.

PROJECT STAGING AND SEQUENCING (Provide brief description of status for each applicable category and stage, and general timeline for completing each stage. If not applicable, mark n/a) Is the proposed project part of a sequenced restoration? If so, what phases have been completed and what phases remain?

For the applicable project type below, identify the status of the proposed project: Feasibility a. Landowner Contact: Status

The City of Oak Harbor. The landowner is ready to move forward with this project. A preliminary overview of the project was introduced to the Marina Advisory Committee, whose role is to advise the mayor and city council on matters affecting the marina. The Committee did not voice any concerns over the project elements. Further meetings with this Committee will be conducted to discuss project elements in detail, and incorporate any feedback into the feasibility study.

b. Alternatives Analysis: Status c. Conceptual Design: Status

d. Community Outreach: Status The project will include 2-3 public meetings to engage the questions and concerns of the public, and incorporate any input and feedback. By managing this project in a staged approach, starting with feasibility and outreach, concerns and uncertainties can be explored in depth and addressed prior to any project implementation.

a.

Please provide a map You may provide any other details or photos that you would like us to consider that further explains the project that may not be covered above a brief description of the project (maximum 2 pages). The project team will include staff and volunteers with the MRC, NWSF, and City of Oak Harbor. The City of Oak Harbor is intimately familiar with the project site, as well as the concerns and usage patterns of the citizens who frequent the area. City of Oak Harbor has managed several projects at and around the Marina, and has capacity and expertise to assist in completing the project and engaging the public.

48

Armor

Stormwater and Ramp

Over water structure shading

49


Bill No. 4. g.Date: April 3, 2018Subject: Re-appointment: Marty Malloy to

the Police Community AdvisoryBoard



RECOMMENDED ACTIONConfirm the reappointment of Marty Malloy to the Police Community Advisory Board (CAB), Position6, for a 4-year term beginning April 3, 2018 and ending April 1, 2022.

BACKGROUND / SUMMARY INFORMATIONMarty Malloy was originally appointed on October 20, 2015 to fulfill a term vacated by Terry Lacey. His current term ended on April 1, 2018. If reappointed, Mr. Malloy's term will begin April 3, 2018 andend April 1, 2022.

LEGAL AUTHORITYOHMC 2.50

FISCAL IMPACT

PREVIOUS COUNCIL / BOARD / CITIZEN INPUTMarty Malloy was appointed to the CAB on October 20, 2015.

ATTACHMENTS

50


Bill No. 4. h.Date: April 3, 2018Subject: Resolution 18-11: Acceptance of

'Serendipity Lane Archway' PublicArt

FROM: Patricia Soule, CPA, Interim City Administrator


RECOMMENDED ACTIONA motion to approve Resolution 18-11, authorizing the acceptance of public art known as the“Serendipity Lane Archway”, created by Skagit Valley College welding students and supported by theOak Harbor Main Street Association.

BACKGROUND / SUMMARY INFORMATIONIn December 2017, Oak Harbor Main Street Association (OHMSA) proposed to City staff theinstallation of an archway over Serendipity Lane in order to bring attention to this underutilized pedestrianwalkway between Pioneer Way and the waterfront. OHMSA worked with Skagit Valley College’swelding program on design of the proposed archway. Skagit Valley College’s welding instructor andstudents volunteered their time and resources to create the archway. City Building and Engineering staffworked with an engineer hired by OHMSA to coordinate the design and installation of the archway. CityPublic Works staff requested that OHMSA have the art piece powder-coated at an approximate cost of$1,700, to be paid from the Arts acquisition fund. City Public Works staff will assist with the installationof the piece in the public right-of-way once it is completed.

The attached Resolution 18-11 authorizes the Mayor to accept the Serendipity Lane Archway as a pieceof public art, to be included in the City’s inventory of art pieces. Acceptance of the donation allows theArts funds to be spent on the powder-coating.

LEGAL AUTHORITY

FISCAL IMPACTPowder-coating: approximately $1,700, to be paid from the Arts acquisition fund.


51

None.

ATTACHMENTS1. Resolution 18-11

52


RESOLUTION 18-11

A RESOLUTION OF THE CITY OF OAK HARBOR AUTHORIZING THE ACCEPTANCE OF PUBLIC ART KNOWN AS THE "SERENDIPITY LANE ARCHWAY", CREATED BY SKAGIT VALLEY COLLEGE.

WHEREAS, the City finds that public artistic expression of all kinds enhance the historical, cultural, economic, educational and social life of the community and benefits the health and welfare of the City's residence; and WHEREAS, the City finds it appropriate, necessary, and desirable to promote and support public experiences of the visual arts and artistic disciplines for the good of the citizens of Oak Harbor; and WHEREAS, the Skagit Valley College’s welding students wish to donate their time and effort for the public art piece known as the "Serendipity Lane Archway” and the installation of the artwork is jointly supported by the Oak Harbor Main Street Association and the City of Oak Harbor; NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Oak Harbor Washington, the Mayor is authorized to accept the “Serendipity Lane Archway”, to be installed on public right-of-way on Serendipity Lane. PASSED by the City Council and approved by its Mayor this 3rd day of April, 2018.

CITY OF OAK HARBOR

Robert Severns, Mayor Attest:

Carla Brown, City Clerk Approved as to Form: Nikki Esparza, City Attorney

53


Bill No. 5. c. i.Date: April 3, 2018Subject: Clean Water Facility Update

FROM: Brett Arvidson, Project Engineer


RECOMMENDED ACTION


LEGAL AUTHORITYCity Council

FISCAL IMPACT


ATTACHMENTS1. 04.03.18 Clear Water Facility Update

54


Oak Harbor Clean Water Facility: Council Project Update April 3, 2018 1

CITY COUNCIL PROJECT UPDATE – April 3, 2018

The following is a snapshot of project activities and milestones, as well as anticipated upcoming activities and risks being monitored for the Oak Harbor Clean Water Facility Project. These updates are provided to City Council at each Council Meeting.

RECENT ACTIVITIES AND MILESTONES (PREVIOUS TWO WEEKS) • GMP #7, #8, and #10-Self Perform Concrete

• Continuing structural backfill • Completed major pours for GMP #7, #8 and #10

• Design • Work on SCADA activities is underway. • Windjammer permit applications in process

• Process mechanical/electrical • Work underway for GMP #9 • Installing major building conduit runs • Continuing major pipe mechanical construction • Installing process equipment • Continuing equipment submittal process.

• Completed CMU above ground structures (blower, electrical, maintenance, biosolids and headworks) • Continued decorative brick facades • Continuing wood frame construction for Admin/Maintenance Building • Continuing roofing on all buildings • The City received notice of a $750,000 State Legislative Grant

ANTICIPATED/UPCOMING ACTIVITIES AND MILESTONES (NEXT SIX WEEKS) • Windjammer Park Integration Plan

o Evaluate bids and prepare GMP #13 o Hold council workshop on GMP #13 o Continue permit activities and public involvement activities

• Continue decorative brick construction on all buildings • Complete installing roofs • Self-Perform Concrete (Buildings 20,30, 32, 50 and 70)

• Complete major concrete installation in early March • GMP #9 Process Structures Mechanical/Electrical

o Continue piping installation for structures o Installing process equipment o Continue interior conduit runs. o Continue submittal process for treatment equipment

• GMP #11 Administration/Maintenance Building • Complete wood frame construction

55


• Equipment and building painting on-going. • Beginning to install building accessories such as doors, windows, ect. • Completing roofing activities • Continue submittal process

• Park and Road Closures are anticipated starting in May • A Council meeting to discuss GMP #13 is anticipated in April

CLEAN WATER FACILITY DESIGN STATUS

Item Description Progress %

Facility Design – Process Structures

Carollo Engineers has completed the design drawings for the process structures associated with the treatment plant.

100%

Facility Design – Biosolids Building

Design of the Biosolids building is complete. 100%

Facility Design – Admin/Maintenance

Design of the Admin and Maintenance facilities are complete.

100%

Windjammer Park Design

Design of windjammer park is underway 100%

PERMIT ACQUISITIONS STATUS

Pending Permits Description

Building permits

• All building permits for the CWF facilities has been issued • The Project team has started the permit acquisition process for the

Windjammer Park construction. Over 25 permits expected.

CONSTRUCTION STATUS

Item Description Estimated Completion

GMP #2 (Outfall Construction) The subcontractor has completed their work. We are currently finalizing the paperwork for this phase of work.

Final Closeout

GMP #3 (Site Preparation A) The subcontractor has completed their work and the contract is being closed out.

Completed

GMP #4 (Site Preparation B) Sheet piles and tie-backs have been installed. Deep excavation has been completed. A few miscellaneous tasks remain.

Completed

GMP #6 (Site Preparation C) Micropile installation mostly completed. Miscellaneous closeout tasks underway.

Completed

GMP #7 (Deep Foundation Concrete)

Started installation of rebar and placement of concrete.

Completed

GMP #8 (Building 20 and 30 Concrete)


October 2017

GMP #9 (Process Mechanical and Electrical)

Started installation of mechanical and electrical systems.

August 2018

56


GMP #10 (Buildings 32, 50, and 70 self-perform concrete)


August 2018

GMP #11-Superstructure Construction

Started various construction activities. August 2018

GMP #12-Odor Control System

Started various construction activities. August 2018

57


COST AND FUNDING STATUS

Major Cost Item Cost Estimate Description

GMP #1 (MBR/UV) $2,775,455 (includes sales tax)

Awarded by City Council on 12/2/2014 - Includes Membrane Bioreactor and Ultra Violet Disinfection equipment procurement and design support. Does not include installation costs.

GMP #2 (Outfall) $2,164,488 (includes sales tax)

Awarded by City Council on 4/21/15 - Construction of a new outfall from approximately the waterfront trail out into Oak Harbor Bay.

GMP #3 (Site Prep A) $908,872 (includes sales tax)

Approved by City Council 6/16/15 - Preliminary site excavation and archaeological investigation. Preliminary results indicate this work will come in under budget or be delayed until Site Preparation Package B.

GMP #4 (Site Prep B) $5,554,080 (includes sales tax)

Approved by City Council on 10/20/15 - Site Preparation Package B will include utility relocates, minor demolition at the existing RBC Plant, stone column installation, sheet pile installation and deep excavation.

GMP #5 (Biosolids Dryer)

$2,204,678 (includes sales tax)

Approved by City Council on 10/20/15 - Resolution and GMP #5 regarding a biosolids dryer were approved

GMP #6 (Site Prep C) $4,311,589 (includes sales tax)

Site Preparation Package C will includes installation of micro-piles, preparation for a tower crane and extension of the outfall to the site. Approved by Council on 1/19/16

GMP #7 (Deep Foundation)


The Deep Foundation package includes the concrete construction to bring the Membrane building to grade and other construction activities. Approved by Council on 4/5/16

GMP #8 (Self Performed Concrete)


Contract awarded by Council on 9/6/16. The self-performed concrete work will complete the subsurface membrane and aeration structures.

GMP #9 (Mechanical Electrical packages)


Contract awarded by Council on 10/4/16. GMP #9 includes the mechanical/electrical systems associated with the wastewater treatment plant.

GMP #10 (Buildings 32, 50 and70 Self Perform Concrete)


Contract awarded by Council on 11/15/16. GMP #10 completes the self-perform concrete structures for the wastewater treatment plant.

GMP #11 (Non Process Structures)


GMP #11 approved by City Council at the January 17th meeting. GMP #11 includes the superstructure and other architectural work for the treatment plant

GMP #12 (Site Restoration/Mitigation)

$4,732,663 (includes sales tax

GMP #12 approved by City Council at the March 21st meeting. GMP #12 includes the mechanical systems for the odor control structure.

GMP #13(Site Restoration/Mitigation)

TBD Windjammer Park Integration Plan Phase 1 design contract approved by Council.

58


Funding: Pending Description

None No funding applications pending

Funding: In hand Description

2017 CWSRF - WWTP Construction

The City received a loan from the Department of Ecology for a $44,766,854 State Revolving Fund Loan at a rate of 1.6% for a term of 20 years.

2016 CWSRF – WWTP Construction

The City has been allocated $15,631,311 at a reduced interest rate of 1.9% for 20 years and an additional $463,154 forgivable principal for hardship and green project reserve. An additional $4,586,846 in Centennial Grant has also been obtained.

2015 CWSRF – Outfall Design and Construction

The City has received $3,200,000 in low interest loans from DOE for design and construction of the new outfall for the wastewater treatment plant. The loan is for 20 years at 2.7% interest.

2015 CWSRF – WWTP Design

The City has received $8,260,000 in low interest loans for design of the new wastewater treatment plant. The loan is for 20 years at 2.7% interest.

2018 CWSRF - WWTP Construction

On October 21, 2016 the city received received $29,124,301 @ 1.2% in the 2018 funding cycle.

Bond Anticipation Note This note has been repaid with proceeds from the bond sale.

Bonds The City released $25 million in bonds and secured a rate of 3.43%. The city closed on the bond sale

Reserves The sewer fund has been accumulating reserves that have been earmarked for this project.

Rates Ordinance 1760 was passed by City Council on March 15, 2016. Staff will continue to evaluate rates as the project progresses.

COMMUNICATIONS AND OUTREACH STATUS

Upcoming activities or

In-Progress activities Description

Project communications plan

The project team continues to implement the project communications plan through weekly e-mail updates, drop-in times at the construction site, project signage and regular mailers at major milestones

Windjammer Park Integration Plan

Staff is working to implement the plan approved by City Council on June 7th, 2016. A 30% design presentation was presented on March 22 and Resolution 17-08 adopted on April 18th. An Open House and on-line Open House was held on August 24th. A public education event is anticipated in 2018

59


PROJECT CONTACT INFORMATION

Web www.oakharborcleanwater.org Email [email protected] General phone (24-hour) 360-914-7000 Project team contact information Joe Stowell, P.E., City Engineer 360-720-8796 [email protected] Brett Arvidson P.E., Project Engineer 360-914-7987 [email protected]

60

http://www.oakharborcleanwater.org/

mailto:[email protected]


tel:13609147987



We are here

61


Bill No. 6. a.Date: April 3, 2018Subject: Ordinance No. 1822: Adding

Chapter 18.50 to OHMC Titled'Historic Preservation'

FROM: Steve Powers, AICP, Director, Development Services


RECOMMENDED ACTIONStaff recommends that the City Council move to approve the attached Ordinance: I move to adoptOrdinance No. 1822 providing for the identification, evaluation, designation and protection ofdesignated historic and prehistoric resources.

BACKGROUND / SUMMARY INFORMATIONThe Oak Harbor Main Street Association has requested that the City pursue becoming a Certified LocalGovernment with the purpose of assisting local property owners with tax incentives for buildingimprovements, accessing State and Federal grants, and technical assistance.

Local governments in the State of Washington may become a Certified Local Government by applying tothe State after completing three steps outlined by the Department of Archeology and HistoricPreservation (DAHP). Those jurisdictions that complete the process and become certified are eligible forassistance to help maintain historic and cultural resources within the city.

The first step in the process is to adopt a historic preservation ordinance. Steps two and three are to forma Historic Preservation Committee and create Bylaws and Rules of Procedure for the Commission,respectively. For step one, DAHP has provided a model ordinance which can then be modified asneeded to fit the existing ordinance and needs of the community. Staff is now presenting the draft HistoricPreservation Ordinance for City Council review and approval.

Discussion

The draft regulations outline the process by which properties may be identified, evaluated, designated andprotected. Specifics of the proposed code are discussed below:

Historic Preservation Commission

A City of Oak Harbor Historic Preservation Commission is created via this Ordinance. The Commissionwould consist of seven members appointed by the Mayor and approved by the City Council. The

62

membership would be expected to have a demonstrated interest and competence in historic preservation,and at least two members would be required to have experience in historic preservation from the fields ofarchaeology, architecture, history, conservation, and allied disciplines.

There was concern raised regarding the number of Commissioners required, and whether the PlanningCommission could function as the Historic Commission. Staff was able to research this question andfound that the minimum number of Commission members would be five, with two having professionalexperience. The requirement for two professional members may be waived with written justification if theCity makes a good faith effort to locate such. With regard to the Planning Commission functioning as theHistoric Commission, the Historic Commission must be a distinct entity – the two bodies may sharemembers, but they must do business separately.

The primary duty of the newly-created Committee will be to identify and actively encourage theconservation of historic resources within the City by two methods: (1) the creation of a HistoricInventory, which will identify properties with historic resources, and: (2) the creation of a Register ofHistoric Places, which will consist of properties that are of historic significance.

Other responsibilities include raising community awareness of these sites and serving as the primaryresource for historic preservation of properties with the City.

The Oak Harbor Register of Historic Places

Certain buildings and sites may be added to the Register if it is significantly associated with the history,architecture or heritage of the community and meets the criteria that are set forth within the section in theproposed code. An important aspect to this inclusion is that it must be done with the consent of theproperty owner. Also of note is that the property owner may request removal from the Register and thatremoval shall be granted by the Commission.

The effect of inclusion on the Register of Historic Places includes eligibility for certain grants through theDAHP, and the possibility of Special Tax Valuation on rehabilitation of the property. Limitations are alsoplaced on Register properties – new additions or other remodeling and construction activities will berequired to be reviewed by the Historic Preservation Commission against a number of standards that areset forth in the proposed code. If grants or a Special Tax Valuation has been awarded to a property, theproperty owner must go through a review process to remove the property from the Register.

Code Amendment Criteria

The process by which amendments are made to the Oak Harbor Municipal Code are governed byOHMC Chapter 19.80. Two criteria are considered for amendments:

(a) The amendment must be consistent with the Oak Harbor Comprehensive Plan;

(b) The amendment must substantially promote the public health, safety and welfare.

Staff has determined that both of the above criteria have been met in this text amendment. The proposedamendment is consistent with the Oak Harbor Comprehensive Plan, and is specifically supported by Goal8 of the Urban Design element within the Plan, which states that the City shall “preserve, enhance, and

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promote significant historic and distinctive architectural features of the City.”

This proposed change will allow the City to be considered as a Certified Local Government by the Stateof Washington, which will allow property owners to apply for certain special grants to upgrade andremodel historic properties. The amendment also promotes the public health, safety and welfare by beingcompliant with all other life safety provisions of the Oak Harbor Municipal Code. Based on the twocriteria and the positive aspects of the proposed code listed in the discussion section above, staffrecommends approval of the new code chapter as written in draft Ordinance No. 1822 [Attachment 2].

LEGAL AUTHORITY

FISCAL IMPACTStaff contacted other jurisdictions within the State to research the amount of staff time anticipated toadminister the new code. While there was no consensus, it was clear that the time used to processapplications, produce the register and map, and other related tasks were folded into existing staffresponsibilities – in other words, the creation of new positions or additional budgeting was not done.Specific times cited were in the range of 4-16 hours per month, depending on the number of Commissionmeetings scheduled – which generally fell into a range of 6-10 per year. It remains to be seen how addingthese tasks to the existing workload will affect the City’s existing staff.

PREVIOUS COUNCIL / BOARD / CITIZEN INPUTDecember 12, 2017 – Planning Commission Public MeetingFebruary 27, 2018 – Planning Commission Public HearingFebruary 28, 2018 – City Council Workshop

ATTACHMENTS1. Notice of Public Hearing for Ordinance No. 18222. Draft Ordinance No. 1822, adding Chapter 18.50 "Historic Preservation" to Title 18 "Planning" of theOHMC

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PUBLISH: Saturday, March 17, 2018

Public Hearing NoticeOak Harbor City Council

NOTICE is hereby given that the Oak Harbor City Council will hold a public hearing in the CityHall Council Chambers, 865 SE Barrington Drive, on Tuesday, April 3, 2018 at 6:00 p.m. at theCity Council Regular Meeting regarding the following:

• Ordinance No. 1822: Adding Chapter 18.50 to OHMC entitled “Historic Preservation”

Anyone wishing to support or oppose this item or provide other relevant comments may do so inwriting or appear in person before the Oak Harbor City Council at the time and place of said publichearing.

To assure disabled persons the opportunity to participate in or benefit from City services, pleaseprovide 24-hour advance notice to the City Clerk at (360) 279-4539 for additional arrangementsto reasonably accommodate special needs.

Carla Brown, City Clerk

Carla BrownCity ClerkPosted on March 14, 2018

POSTED: City Hall Bulletin Boardswww.oakharbor.org on 03/14/2018

PUBLISHED: WNT legal section on 03/17/2018

EMAILED: [email protected]

Remove posting after 04/03/2018

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http://www.oakharbor.org/


ORDINANCE NO. 1822

AN ORDINANCE OF THE CITY OF OAK HARBOR ADDING CHAPTER 18.50 “HISTORIC PRESERVATION” TO TITLE 18 “PLANNING” OF THE OAK HARBOR MUNICIPAL CODE

WHEREAS, a request has been submitted to the City by the Oak Harbor Main Street Association to begin the process of becoming a Certified Local Government; and,

WHEREAS, the Certified Local Government designation carries with it the ability to apply for certain grants, funding and technical assistance for property owners with historic structures; and,

WHEREAS, the first step in becoming a Certified Local Government is the adoption of a Historic Preservation Ordinance as laid out by the Washington State Department of Archaeology and Historic Preservation; and,

WHEREAS, the Planning Commission held a public hearing on February 27, 2018, and the City Council held a public hearing on April 3, 2018 to consider this Ordinance;

NOW, THEREFORE, the City Council of the City of Oak Harbor, Washington do ordain as follows:

Section One. There is hereby added a new chapter 18.50 entitled “Historic Preservation” to Title 18 of the Oak Harbor Municipal Code:

Chapter 18.50 HISTORIC PRESERVATION

Sections:

18.50.010 Purpose. 18.50.020 Short Title. 18.50.030 Definitions. 18.50.040 City of Oak Harbor Historic Commission. 18.50.050 City of Oak Harbor Register of Historic Places. 18.50.060 Review of Changes to City of Oak Harbor Register of Historic Places Properties. 18.50.070 Review and Monitoring of Properties for Special Property Tax Valuation.

18.50.010 Purpose. The purpose of this ordinance is to provide for the identification, evaluation, designation, and protection of designated historic and prehistoric resources within the boundaries of the City of Oak Harbor (hereafter City) and preserve and rehabilitate eligible historic properties within the City for future generations through special valuation, a property tax incentive, as provided in Chapter 84.26 RCW in order to:

(1) Safeguard the heritage of the City as represented by those buildings, districts, objects, sites and structures which reflect significant elements of the City’s history;

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(2) Foster civic and neighborhood pride in the beauty and accomplishments of the past, and a sense of identity based on the City’s history;

(3) Stabilize or improve the aesthetic and economic vitality and values of such sites,

improvements and objects; (4) Assist, encourage and provide incentives to private owners for preservation, restoration,

redevelopment and use of outstanding historic buildings, districts, objects, sites and structures;

(5) Promote and facilitate the early identification and resolution of conflicts between

preservation of historic resources and alternative land uses; and, (6) Conserve valuable material and energy resources by ongoing use and maintenance of the

existing built environment.

18.50.020 Short Title. This chapter shall be known as the “historic preservation ordinance”. 18.50.030 Definitions. The following words and terms when used in this ordinance shall mean as follows, unless a different meaning clearly appears from the context: (1) “City of Oak Harbor Historic Inventory” or “Inventory” means the comprehensive

inventory of historic and prehistoric resources within the boundaries of the City of Oak Harbor.

(2) “City of Oak Harbor Historic Preservation Commission” or “Commission” means the

commission created by Section 18.50.040 herein. (3) “City of Oak Harbor Register of Historic Places”, “Local Register”, or “Register” means

the listing of locally designated properties provided for in Section 18.50.050 herein. (4) “Actual Cost of Rehabilitation” means costs incurred within 24 months prior to the date

of application and directly resulting from one or more of the following: (a) improvements to an existing building located on or within the perimeters of the

original structure; or

(b) improvements outside of but directly attached to the original structure which are necessary to make the building fully useable but shall not include rentable/habitable floor-space attributable to new construction; or

(c) architectural and engineering services attributable to the design of the

improvements; or

(d) all costs defined as “qualified rehabilitation expenditures” for purposes of the federal historic preservation investment tax credit.

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(5) A “building” is a structure constructed by human beings. This includes both residential

and nonresidential buildings, main and accessory buildings. (6) “Certificate of Appropriateness” means the document indicating that the Commission has

reviewed the proposed changes to a local register property or within a local register historic district and certified the changes as not adversely affecting the historic characteristics of the property which contribute to its designation.

(7) “Certified Local Government” or “CLG” means the designation reflecting that the local

government has been jointly certified by the State Historic Preservation Officer and the National Park Service as having established its own historic preservation Commission and a program meeting Federal and State standards.

(8) “Class of Properties Eligible to Apply for Special Valuation in the City of Oak Harbor”

means all properties listed on the National Register of Historic Places or certified as contributing to a National Register Historic District which have been substantially rehabilitated at a cost and within a time period which meets the requirements set forth in Chapter 84.26 RCW, until the City becomes a Certified Local Government (CLG). Once a CLG, the class of properties eligible to apply for Special Valuation in the City of Oak Harbor means only properties listed on the City of Oak Harbor Register of Historic Places or properties certified as contributing to the City of Oak Harbor Register Historic District which have been substantially rehabilitated at a cost and within a time period which meets the requirements set forth in Chapter 84.26 RCW.

(9) “Cost” means the actual cost of rehabilitation, which cost shall be at least 25% of the

assessed valuation of the historic property, exclusive of the assessed value attributable to the land, prior to rehabilitation.

(10) A “district” is a geographically definable area urban or rural, small or large—possessing

a significant concentration, linkage, or continuity of sites, buildings, structures, and/or objects united by past events or aesthetically by plan or physical development.

(11) “Emergency repair” means work necessary to prevent destruction or dilapidation to real

property or structural appurtenances thereto immediately threatened or damaged by fire, flood, earthquake or other disaster.

(12) “Historic property” means real property together with improvements thereon, except

property listed in a register primarily for objects buried below ground, which is listed in a local register of a Certified Local Government or the National Register of Historic Places.

(13) “Incentives” are such rights or privileges or combination thereof which the Oak Harbor

City Council, or other local, state, or federal public body or agency, by virtue of applicable present or future legislation, may be authorized to grant or obtain for the owner(s) of Register Properties. Examples of economic incentives include, but are not limited to, tax relief, conditional use permits, rezoning, street vacation, planned unit

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development, transfer of development rights, facade easements, gifts, preferential leasing policies, beneficial placement of public improvements or amenities, or the like.

(14) “Local Review Board”, or “Board” used in Chapter 84.26 RCW and Chapter 254 20

WAC for the special valuation of historic properties means the Commission created in Section 18.50.040 herein.

(15) “National Register of Historic Places” means the national listing of properties significant

to our cultural history because of their documented importance to our history, architectural history, engineering, or cultural heritage.

(16) An “object” is a thing of functional, aesthetic, cultural, historical, or scientific value that

may be, by nature or design, movable yet related to a specific setting or environment. (17) “Ordinary repair and maintenance” means work for which a permit issued by the City is

not required by law, and where the purpose and effect of such work is to correct any deterioration or decay of or damage to the real property or structure appurtenance therein and to restore the same, as nearly as may be practicable, to the condition prior to the occurrence of such deterioration, decay, or damage.

(18) “Owner” of property is the fee simple owner of record as exists on the Island County

Assessor’s records. (19) “Significance” or “significant” used in the context of historic significance means the

following: a property with local, state, or national significance is one which helps in the understanding of the history or prehistory of the local area, state, or nation (whichever is applicable) by illuminating the local, statewide, or nationwide impact of the events or persons associated with the property, or its architectural type or style in information potential. The local area can include the City of Oak Harbor, Island County, or northwest Washington, or a modest geographic or cultural area, such as a neighborhood. Local significance may apply to a property that illustrates a theme that is important to one or more localities; state significance to a theme important to the history of the state; and national significance to property of exceptional value in representing or illustrating an important theme in the history of the nation.

(20) A “site” is a place where a significant event or pattern of events occurred. It may be the

location of prehistoric or historic occupation or activities that may be marked by physical remains; or it may be the symbolic focus of a significant event or pattern of events that may not have been actively occupied. A site may be the location of ruined or now non-extant building or structure if the location itself possesses historic cultural or archaeological significance.

(21) “Special Valuation for Historic Properties” or “Special Valuation” means the local option

program which when implemented makes available to property owners a special tax valuation for rehabilitation of historic properties under which the assessed value of an

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eligible historic property is determined at a rate that excludes, for up to 10 years, the actual cost of the rehabilitation. (Chapter 84.26 RCW).

(22) “State Register of Historic Places” means the state listing of properties significant to the

community, state, or nation but which may or may not meet the criteria of the National Register.

(23) A “structure” is a work made up of interdependent and interrelated parts in a definite

pattern of organization. Generally constructed by man, it is often an engineering project. (24) “Universal Transverse Mercator” or “UTM” means the grid zone in metric measurement

providing for an exact point of numerical reference. (25) “Waiver of a Certificate of Appropriateness” or “Waiver” means the document indicating

that the Commission has reviewed the proposed whole or partial demolition of a local register property or in a local register historic district and failing to find alternatives to demolition has issued a waiver of a Certificate of Appropriateness which allows the building or zoning official to issue a permit for demolition.

(26) “Washington State Advisory Council’s Standards for the Rehabilitation and Maintenance

of Historic Properties” or “State Advisory’s Council’s Standards” means the rehabilitation and maintenance standards used by the City of Oak Harbor Historic Preservation Commission as minimum requirements for determining whether or not an historic property is eligible for special valuation and whether or not the property continues to be eligible for special valuation once it has been so classified.

18.50.040 City of Oak Harbor Historic Commission. (1) Creation and Size. There is hereby established a City of Oak Harbor Historic

Preservation Commission, consisting of seven members, as provided in subsection (2) below. Members of the City of Oak Harbor (hereafter City) Historic Preservation Commission shall be appointed by the Mayor and approved by the City Council and shall be residents of the City of Oak Harbor, except as provided in subsection (2)(b) below.

(2) Composition of the Commission.

(a) All members of the Commission must have a demonstrated interest and

competence in historic preservation and the ability to provide impartial decisions. (b) The Commission shall always include at least two professionals who have

experience in identifying, evaluating, and protecting historic resources and are selected from among the disciplines of architecture, history, architectural history, planning, prehistoric and historic archaeology, folklore, cultural anthropology, curation, conservation, and landscape architecture, or related disciplines. The Commission action that would otherwise be valid shall not be rendered invalid by the temporary vacancy of one or all of the professional positions, unless the

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Commission action is related to meeting Certified Local Government (CLG) responsibilities cited in the Certification Agreement between the Mayor and the State Historic Preservation Officer on behalf of the State. Furthermore, exception to the residency requirement of Commission members may be granted by the Mayor and City Council in order to obtain representatives from these disciplines.

(c) In making appointments, the Mayor may consider names submitted from any

source, but the Mayor shall notify City of Oak Harbor and Island County history related organizations of vacancies so that names of interested and qualified individuals may be submitted by such organizations for consideration along with names from any other source.

(3) Terms. The original appointment of members to the Commission shall be as follows:

three members shall serve for two years, two members shall serve for three years; and two members shall serve for four years. Thereafter, appointments shall be made for a three year term. Vacancies shall be filled by the Mayor for the unexpired term in the same manner as the original appointment.

(4) Powers and Duties. The major responsibility of the City of Oak Harbor Historic

Preservation Commission is to identify and actively encourage the conservation of the City historic resources by initiating and maintaining a register of historic places and reviewing proposed changes to register properties; to raise community awareness of the City’s history and historic resources; and to serve as the City’s primary resource in matters of history, historic planning, and preservation.

In carrying out these responsibilities, the City of Oak Harbor Historic Preservation Commission shall engage in the following:

(a) Conduct and maintain a comprehensive inventory of historic resources within the boundaries of the City and known as the City of Oak Harbor Historic Inventory, and publicize and periodically update inventory results. Properties listed on the inventory shall be recorded on official zoning map with an “HI” (for historic inventory designation). This designation shall not change or modify the underlying zone classification.

(b) Initiate and maintain the City of Oak Harbor Register of Historic Places. This

official register shall be compiled of buildings, structures, sites, objects, and districts identified by the Commission as having historic significance worthy of recognition and protection by the City and encouragement of efforts by owners to maintain, rehabilitate, and preserve properties.

(c) Review nominations to the City of Oak Harbor Register of Historic Places

according to criteria in Section 18.50.050(1) of this ordinance and adopt standards in its rules to be used to guide this review.

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(d) Review proposals to construct, change, alter, modify, remodel, move, demolish, or significantly affect properties or districts on the Register as provided in Section 18.50.050(1); and adopt standards in its rules to be used to guide this review and the issuance of a Certificate of Appropriateness or Waiver.

(e) Provide for the review either by the Commission or staff of all applications for

approvals, permits, environmental assessments or impact statements, and other similar documents pertaining to identified historic resources or adjacent properties.

(f) Conduct all Commission meetings in compliance with Chapter 42.30 RCW, Open

Public Meetings Act, to provide for adequate public participation and adopt standards in its rules to guide this action.

(g) Participate in, promote and conduct public information, educational and

interpretive programs pertaining to historic and prehistoric resources.

(h) Establish liaison support, communication and cooperation with federal, state, and other local government entities which will further historic preservation objectives, including public education, within Whidbey Island.

(i) Review and comment to the City Council on land use, housing and

redevelopment, municipal improvement and other types of planning and programs undertaken by any agency of the City, other neighboring communities, Island County, the state or federal governments, as they relate to historic resources of the City.

(j) Advise the City Council and the Mayor generally on matters of City history and

historic preservation.

(k) Provide information to the public on methods of maintaining and rehabilitating historic properties. This may take the form of pamphlets, newsletters, workshops, or similar activities.

(l) Officially recognize excellence in the rehabilitation of historic buildings,

structures, sites and districts, and new construction in historic areas; and encourage appropriate measures for such recognition.

(m) Be informed about and provide information to the public and City departments on

incentives for preservation of historic resources including legislation, regulations and codes which encourage the use and adaptive reuse of historic properties.

(n) Review nominations to the State and National Registers of Historic Places.

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(o) Investigate and report to the City Council on the use of various federal, state, local or private funding sources available to promote historic resource preservation in the City.

(p) Serve as the local review board for Special Valuation and:

(i) Make determination concerning the eligibility of historic properties for

special valuation;

(ii) Verify that the improvements are consistent with the Washington State Advisory Council’s Standards for Rehabilitation and Maintenance;

(iii) Enter into agreements with property owners for the duration of the special

valuation period as required under WAC 254-20-070(2);

(iv) Approve or deny applications for special valuation;

(v) Monitor the property for continued compliance with the agreement and statutory eligibility requirements during the 10 year special valuation period; and

(vi) Adopt bylaws and/or administrative rules and comply with all other local

review board responsibilities identified in Chapter 84.26 RCW.

(q) The Commission shall adopt rules of procedure to address items (c), (d), (f), and (p) inclusive.

(5) Compensation. All members shall serve without compensation. (6) Rules and Officers. The Commission shall establish and adopt its own rules of

procedure, and shall select from among its membership a chairperson and such other officers as may be necessary to conduct the Commission’s business.

(7) Staff Assistance. Professional staff assistance shall be provided by Department of

Development Services with additional assistance and information provided by other City departments as may be necessary to aid the Commission in carrying out its duties and responsibilities under this ordinance.

18.50.050. City of Oak Harbor Register of Historic Places. (1) Criteria for Determining Designation in the Register. Any building, structure, site,

object, or district may be designated for inclusion in the City of Oak Harbor Register of Historic Places if it is significantly associated with the history, architecture, archaeology, engineering, or cultural heritage of the community; if it has integrity; is at least 50 years old, or is of lesser age and has exceptional importance; and if it falls in at least one of the following categories:

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(a) Is associated with events that have made a significant contribution to the broad

patterns of national, state, or local history. (b) Embodies the distinctive architectural characteristics of a type, period, style, or

method of design or construction, or represents a significant and distinguishable entity whose components may lack individual distinction.

(c) Is an outstanding work of a designer, builder, or architect who has made a

substantial contribution to the art.

(d) Exemplifies or reflects special elements of the City’s cultural, special, economic, political, aesthetic, engineering, or architectural history.

(e) Is associated with the lives of persons significant in national, state, or local

history. (f) Has yielded or may be likely to yield important archaeological information related

to history or prehistory.

(g) Is a building or structure removed from its original location but which is significant primarily for architectural value, or which is the only surviving structure significantly associated with an historic person or event.

(h) Is a birthplace or grave of an historical figure of outstanding importance and is the

only surviving structure or site associated with that person.

(i) Is a cemetery which derives its primary significance from age, from distinctive design features, or from association with historic events, or cultural patterns.

(j) Is a reconstructed building that has been executed in an historically accurate

manner on the original site.

(k) Is a creative and unique example of folk architecture and design created by persons not formally trained in the architectural or design professions, and which does not fit into formal architectural or historical categories.

(l) If a building is listed in the National Register of Historic Places, it is immediately

listed on the City of Oak Harbor Register of Historic Places.

(2) Process for Designating Properties or Districts to the Oak Harbor Register of Historic Places.

(a) Any person may nominate a building, structure, site, object, or district for

inclusion in the Oak Harbor Register of Historic Places with the consent of the property owner. Members of the City of Oak Harbor Historic Preservation

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Commission or the Commission as a whole may generate nominations. In its designation decision, the Commission shall consider the City of Oak Harbor Historic Inventory and the City of Oak Harbor Comprehensive Plan.

(b) In the case of individual properties, the designation shall include the UTM

reference and all features—interior and exterior—and outbuildings that contribute to its designation.

(c) In the case of districts, the designation shall include description of the boundaries

of the district; the characteristics of the district justifying its designation; and a list of all properties including features, structures, sites, and objects contributing to the designation of the district.

(d) The City of Oak Harbor Historic Preservation Commission shall consider the

merits of the nomination, according to the criteria in Section 18.50.050(1) and according to the nomination review standards established in rules, at a public meeting. Adequate notice will be given to the public, the owner(s) and the authors of the nomination, if different, and lessees, if any, of the subject property prior to the public meeting according to standards for public meetings established in rules and in compliance with Chapter 42.30 RCW, Open Public Meetings Act. Such notice shall include publication in a newspaper of general circulation in the City of Oak Harbor, and any other form of notification deemed appropriate by the City. If the Commission finds that the nominated property is eligible for the City of Oak Harbor Register of Historic Places, the Commission shall make a recommendation to the City Council that the property be listed in the Register with the owner’s consent. In the case of historic districts, the Commission shall consider a simple majority of property owners to be adequate for owner consent. Owner consent and notification procedures in the case of districts shall be further defined in rules. The public, property owner(s) and the authors of the nomination, if different, and lessees, if any, shall be notified of the listing.

(e) Properties listed on the City of Oak Harbor Register of Historic Places shall be

recorded on official zoning records with an “HR” (for Historic Register) designation. Prior to receiving an HR designation, the property owner will be briefed on what attributes contributed to the designation of the building and how the designation affects building modifications. This designation shall not change or modify the underlying zone classification.

(3) Removal of Properties from the Register.

(a) In the event that any property is no longer deemed appropriate for designation to the City of Oak Harbor Register of Historic Places, the Commission may initiate removal from such designation by the same procedure as provided for in establishing the designation, Section 18.50.050(2). However, a property may be removed from the City of Oak Harbor Register of Historic Places without the owner’s consent.

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(b) Additionally, and except to the extent that a property is subject to a historic

preservation special valuation agreement entered into under the authority of OHMC Chapter 18.50 and applicable State law, the property owner(s) of record (as indicated by the records of the Island County Auditor) of a property listed on the City of Oak Harbor Register of Historic Places may make a written request to have said property removed from the Register. The written request must be signed by said property owner(s) and notarized. Upon receipt of such a properly notarized written request, the Commission shall immediately remove the property from the Register.

(4) Effects of Listing on the Register.

(a) Listing on the City of Oak Harbor Register of Historic Places is a designation denoting significant association with the historic, archaeological, engineering, or cultural heritage of the community. Properties are listed individually or as contributing properties to an historic district.

(b) Prior to the commencement of any work on a Register property, excluding

ordinary repair and maintenance and emergency measures defined in Section 18.50.030(11), the owner must request and receive a Certificate of Appropriateness from the Commission for the proposed work. Violation of this rule shall be grounds for the Commission to review the property for removal from the Register.

(c) Prior to whole or partial demolition of a Register property, the owner must request

and receive a Waiver of a Certificate of Appropriateness. (d) Once the City is certified as a Certified Local Government (CLG), all properties

listed on the City of Oak Harbor Register of Historic Places may be eligible for Special Tax Valuation on their rehabilitation (Section 18.50.000).

18.50.060 Review of changes to the City of Oak Harbor Register of Historic Places Properties. (1) Review Required. No person shall change the use, construct any new building or

structure, or reconstruct, alter, restore, remodel, repair, move, or demolish any existing property on the City of Oak Harbor Register of Historic Places or within an historic district on the City of Oak Harbor Register without review by the Commission and without receipt of a Certificate of Appropriateness, or in the case of demolition, a Waiver, as a result of the review.

The review shall apply to all features of the property, interior and exterior, that contribute to its designation and are listed on the nomination form. Information required by the Commission to review the proposed changes are established in rules.

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(2) Exemptions. The following activities do not require a Certificate of Appropriateness or review by the Commission: ordinary repair and maintenance—which includes painting—or emergency measures defined in Section 18.50.030(11).

(3) Review Process.

(a) Requests for Review and Issuance of a Certificate of Appropriateness or Waiver. The Director shall report any application for a permit to work on a designated City of Oak Harbor Register of Historic Places property or in a City of Oak Harbor Historic District to the Commission. If the activity is not exempt from review, the Commission or professional staff shall notify the applicant of the review requirements. The building or zoning official shall not issue any such permit until a Certificate of Appropriateness or a Waiver is received from the Commission but shall work with the Commission in considering building and fire code requirements.

(b) Commission Review. To achieve the comprehensive plan and historic

preservation goals and to safeguard the heritage of Oak Harbor, a two-part evaluation system shall be followed:

(i) The identification of those materials, features, and combinations of

features that give significance to property(ies) or districts on the Oak Harbor Register of Historic Places.

(ii) Assessing the potential impact or effect of rehabilitation work necessary

for efficient contemporary utilization of the property. The historic character of a property or district is defined by many features: materials, style, method of construction, composition and decorative features; the presence of architectural metals; window number, arrangement and styles (fenestration); entrances and porches, storefronts on commercial buildings, internal arrangements and detailing, and the historic relationship between buildings, landscape features and open space, as well as many other materials and features, can all contribute to a property’s character. After identifying distinguishing historic characteristics of the property subject to the design review process, retention and preservation of those features and materials are the primary goals of the design review effort. This is accomplished through the review process individually for each property. Preferred approaches to the treatment of the properties, by the Secretary of the Interior are common to each property. These are, in descending order of preference: (1) protecting and maintaining, (2) repairing, (3) replacing in kind, (4) design for missing features, and (5) alterations and additions to historic buildings. The guidelines for the above are listed in the “rules and procedures:” adopted herewith.

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The Washington Administrative Code (WAC) Chapter 254-20-100 provides guidance for the rehabilitation and maintenance of historic properties. The WAC states that the following review standards shall be used by local review boards as a minimum requirements for determining whether or not a historic property is eligible for valuation and whether or not the property continue to be eligible for special valuation once it has been so classified:

(iii) Rehabilitation.

(A) Every reasonable effort shall be made to provide a compatible use for a historic property which requires minimal alterations of the building, structure, or site, and its environment, or to use a historic property for its originally intended purpose.

(B) The distinguishing original qualities or character of the building,

structure, or site and its environment shall not be destroyed. The removal or alteration of any historic material or distinctive architectural features should be avoided when possible.

(C) All buildings, structures, and sites shall be recognized as products

of their own time. Alterations that have no historic basis and which seek to create an earlier appearance shall be discouraged.

(D) Changes which may have taken place in the course of time are

evidence of the history and development of the building, structure, or site and its environment. These changes may have acquired significance in their own right and this significance shall be recognized and respected.

(E) Distinctive stylistic features or example of skilled craftsmanship

which characterize a building, structure, or site shall be treated with sensitivity.

(F) Deteriorated architectural features shall be repaired rather than

replaced, whenever possible. In the event that replacement is necessary, the new material should match the material being replaced in composition, design, color, texture, and other visual qualities. Repair or replacement of missing architectural features should be based on accurate duplication of features substantiated by historic, physical, or pictorial evidence rather than on conjectural designs or the availability of different architectural elements from other buildings or structures.

(G) The surface cleaning of structures shall be undertaken with the

gentlest means possible. Sandblasting and other cleaning methods

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that will damage the historic building material shall not be undertaken.

(H) Every reasonable effort shall be made to protect and preserve

archaeological resources affected by, or adjacent to, any project. (I) Wherever possible, new additions or alterations to structures shall

be done in such a manner that if such additions or alterations were to be removed in the future; the essential form and integrity of the structure would be unimpaired.

(iv) Maintenance.

(A) Buildings and structures shall not be allowed to deteriorate beyond

the point of where routine maintenance and repair will return them to good condition.

(B) Buildings shall be kept in a safe and habitable condition at all

times. Structural defects and hazards shall be corrected. Any condition which constitutes a fire hazard shall be eliminated.

(C) Buildings shall be protected from ongoing water damage due to

defective roofing, flashing, glazing, caulking, and other causes. Moisture condensation resulting from inadequate heat or ventilation shall be eliminated if present at levels sufficient to promote rot or decay of building materials.

(D) Deteriorated exterior architectural features and any broken or

missing doors and windows shall be repaired or replaced.

(E) Painted exterior surfaces shall be maintained and repainted as necessary to prevent a deteriorated appearance or damage to the substrate. Exterior masonry surfaces shall be tuck pointed where required to maintain the mortar in sound condition. Finished tuck pointing shall match the original mortar joints in hardness and appearance.

(c) Demolition. A Waiver of the Certificate of Appropriateness is required before a

permit may be issued to allow whole or partial demolition of a designated City of Oak Harbor Register of Historic Places property or in a City of Oak Harbor Historic District. The owner or his/her agent shall apply to the Commission for a review of the proposed demolition and request a waiver. The applicant shall meet with the Commission in an attempt to find alternatives to demolition. These negotiations may last no longer than 45 calendar days from the initial meeting of the Commission, unless either party requests an extension. If no request for an extension is made and no alternative to demolition has been agreed to, the

79

Commission shall act and advise the official in charge of issuing a demolition permit of the approval or denial of the Waiver of a Certificate of Appropriateness. Conditions in the case of granting a demolition permit may include allowing the Commission up to 45 additional calendar days to develop alternatives to demolition. . Any conditions agreed to by the applicant in this review process shall become conditions of approval of the permits granted. After the property is demolished, the Commission shall initiate removal of the property from the Register.

(d) Appeal of Approval or Denial of a Waiver of a Certificate of Appropriateness.

The Commission’s decision regarding a Waiver of a Certificate of Appropriateness may be appealed to the City Council within 30 days. The appeal must state the grounds upon which the appeal is based.

The appeal shall be reviewed by the City Council only on the records of the Commission. Appeal of City Council’s decision regarding a Waiver of a Certificate of Appropriateness may be appealed to Island County Superior Court.

18.50.070 Review and Monitoring of Properties for Special Property Tax Valuation. (1) Timelines.

(a) Applications are forwarded to the Commission by the assessor within 10 calendar days of filing.

(b) Applications shall be reviewed by the Commission before December 31 of the

calendar year in which the application is made.

(c) Commission decisions regarding the applications shall be certified in writing and filed with the assessor within 10 calendar days of issuance.

(2) Procedure.

(a) The assessor forwards the application(s) to the Commission. (b) The Commission reviews the application(s), consistent with its rules of procedure,

and determines if the application(s) are complete and if the properties meet the criteria set forth in WAC 254-20-070(1) and listed in Section 18.50.050(1) of this ordinance.

(i) If the Commission finds the properties meet all the criteria, then, on behalf

of the City, it enters into a Historic Preservation Special Valuation Agreement (set forth in WAC 254-20-120 and in Section 18.50.040.(4)(q) of this ordinance) with the owner. Upon execution of the agreement between the owner and Commission, the Commission approves the application(s).

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(ii) If the Commission determines the properties do not meet all the criteria,

then it shall deny the application(s).

(c) The Commission certifies its decisions in writing and states the facts upon which the approvals or denials are based and files copies of the certifications with the assessor.

(d) For approved applications the Commission:

(i) Forwards copies of the agreements, applications, and supporting documentation (as required by WAC 254-20-090(4) and identified in Section 18.50.030(21) of this ordinance) to the assessor,

(ii) Notifies the State review board that the properties have been approved for

special valuation, and

(iii) Monitors the properties for continued compliance with the agreements throughout the 10-year special valuation period.

(e) The Commission determines, in a manner consistent with its rules of procedure,

whether or not properties are disqualified from special valuation either because of:

(i) The owner’s failure to comply with the terms of the agreement or,

(ii) Because of a loss of historic value resulting from physical changes to the building or site.

(f) For disqualified properties, in the event that the Commission concludes that a

property is no longer qualified for special valuation, the Commission shall notify the owner, assessor, and State review board in writing and state the facts supporting its findings.

(3) Criteria.

(a) Historic Property Criteria: The class of historic property eligible to apply for Special Valuation in the City of Oak Harbor means all properties listed on the National Register of Historic Places or certified as contributing to a National Register Historic District which have been substantially rehabilitated at a cost and within a time period which meets the requirements set forth in Chapter 84.26 RCW, until the City becomes a Certified Local Government (CLG). Once a CLG, the class of property eligible to apply for Special Valuation in the City of Oak Harbor means all properties listed on the City of Oak Harbor Register of Historic Places and National Register of Historic Places or properties certified as contributing to a City of Oak Harbor or National Register Historic District which

81

have been substantially rehabilitated at a cost and within a time period which meets the requirements set forth in Chapter 84.26 RCW.

(b) Application Criteria: Complete applications shall consist of the following

documentation:

(i) A legal description of the historic property;

(ii) Comprehensive exterior and interior photographs of the historic property before and after rehabilitation;

(iii) Architectural plans or other legible drawings depicting the completed

rehabilitation work;

(iv) A notarized affidavit attesting to the actual cost of the rehabilitation work completed prior to the date of application and the period of time during which the work was performed and documentation of both to be made available to the Commission upon request; and

(v) For properties located within historic districts, in addition to the standard

application documentation, a statement from the Secretary of the Interior or appropriate local official, as specified in local administrative rules or by the local government, indicating the property is a certified historic structure is required.

(c) Property Review Criteria: In its review the Commission shall determine if the

properties meet all the following criteria:

(i) The property is historic property;

(ii) The property is included within a class of historic property determined eligible for Special Valuation by the City under Section 18.50.040(4)(q) of this ordinance;

(iii) The property has been rehabilitated at a cost which meets the definition set

forth in RCW 84.26.020(2) (and identified in this Section of this ordinance) within 24 months prior to the date of application; and

(iv) The property has not been altered in any way which adversely affects

those elements which qualify it as historically significant as determined by applying the Washington State Advisory Council’s Standards for the Rehabilitation and Maintenance of Historic Properties (WAC 254-20-100(1) and listed in Section 18.50.050(1) of this ordinance).

(d) Rehabilitation and Maintenance Criteria: The Washington State Advisory

Council’s Standards for the Rehabilitation and Maintenance of Historic Properties

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in WAC 254-20-100 shall be used by the Commission as minimum requirements for determining whether or not an historic property is eligible for special valuation and whether or not the property continues to be eligible for special valuation once it has been so classified.

(4) Agreement. The historic preservation special valuation agreement in WAC 254-20-120

shall be used by the Commission as the minimum agreement necessary to comply with the requirements of RCW 84.26.050(2).

(5) Appeals. Any decision of the Commission acting on any application for classification as

historic property, eligible for special valuation, may be appealed to Island County Superior Court under Chapter 34.05.510 – 34.05.598 RCW in addition to any other remedy of law. Any decision on the disqualification of historic property eligible for special valuation, or any other dispute, may be appealed to the County Board of Equalization.

Section Two. Severability. If any provision of this Ordinance or its application to any person or circumstance is held invalid, the remainder or the Ordinance or the application of the provision to other persons or circumstances is not affected. Section Three. Effective Date. This Ordinance shall be in full force and effect five (5) days after publication. PASSED by the City Council this 3rd day of April, 2018. THE CITY OF OAK HARBOR Veto ( ) Approve ( ) By Robert Severns, Mayor Dated: Attest: Carla Brown, City Clerk Approved as to Form: Nikki Esparza, City Attorney Published:

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Bill No. 8. a.Date: April 3, 2018Subject: Professional Services Agreement:

BHC Consultants for the SEPasek St Sewer OverflowStructure - Amendment No. 4

FROM: Cathy Rosen, Public Works Director and Joe Stowell, City Engineer


RECOMMENDED ACTIONA motion authorizing the Mayor to sign Contract Amendment No. 4 of the Professional ServicesAgreement between the City of Oak Harbor and BHC Consultants that increases the allotted hours andadds $21,336.00 to the contract amount.


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BHC Consultants has providing the City with consultant services for the initial structural investigation andengineering design for replacing the vault lids and guardrail of the sewer lift station at SE Pasek St and SEPioneer Way along the waterfront trail. Interest in placing a Growler pilot granite memorial on top of thissewer lift station lid prompted a structural investigation, which BHC performed under this contract withthe City. Their structural investigation and resultant structural analysis report determined the sewer liftstation is not structurally sufficient to perform its current function in its current condition.

During project development it was discovered that the vaults extended outside of right-of-way and onto aprivate property. To proceed with this project, it was determined that an easement would be necessary.Rich Frazier Surveying was obtained to establish the bounds of the easement and gather controlinformation for the vaults. When this survey was sent to BHC Consultants, it was noticed that thesurveyed configuration of the vaults did not match the configurations shown on the design plans that hadbeen produced using as-built information and field measurements. Now that the survey has beenperformed the design drawings and structural calculations must be updated to reflect the surveymeasurements.

Throughout the design phase of this project it was decided to take this opportunity to further improve thevault lids for the benefit of the public. This project evolved from a sewer project to a sewer and parksproject with an emphasis on including additional finishes such as low-profile cable railing, detailedconcrete finishes, and sidewalk replacement. This has resulted in additional design coordination includingan added round of review (90% PS&E). In order to accommodate this and account for delays related tothe property issues discussed above, funds allotted for bid and construction support were moved into thedesign phase of this project as part of Contract Amendment No. 3.

This contract amendment adds hours to the contract to allow for BHC to update their plans and structuralcalculations to reflect the survey and includes funding the bidding and construction support.

LEGAL AUTHORITY

FISCAL IMPACTFunds Required: $21,336.00

Appropriation Source: Wastewater Fund


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October 11, 2016 – The Mayor authorized the Professional Services Agreement with BHC Consultantsfor a structural investigation and structural analysis report for a not to exceed amount of $16,919.00along with authorization of a management reserve of $1692.00 (10%) to allow the City Engineer theability to authorize minor contract changes should they occur.

December 20, 2016 – City Council approved Contract Amendment No. 1 that extended the contractcompletion date from December 31, 2016 to June 30, 2017.

March 21, 2017 – City Council authorized the Mayor to sign Contract Amendment No. 2 that extendedthe contract completion date from June 30, 2017 to December 31, 2017 and added to the scope ofservices engineering design, bidding assistance, and construction support in the amount of $39,854.00.

December 19, 2017 - City Council approved Contract Amendment No. 3 that extended the contractcompletion date from December 31, 2017 to December 31, 2018.

ATTACHMENTS1. BHC Consultant Agreement Amendment No. 42. BHC Original Consultant Agreement and Amend No. 1 -3

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Amendment No. 04 3/21/2018 Page 1 of 2

Z:\Projects\ENG-16-10 PASEK SEWER OVERFLOW STRUCTURE\200-FINANCE\210-CONTRACTS\BHC Consultants\Phase 2 - Design & PS&E Package\Contract Amendment 4\BHC_ContractAmendment_04.docx

Consultant Agreement Amendment Number ____04____

Organization and Address:

City of Oak Harbor 865 SE Barrington Drive Oak Harbor, WA 98239

Phone: 360-279-4761

Original Agreement Title: Professional Services Agreement Between City of Oak Harbor and BHC Consultants For Consultant Services Project Number: ENG-16-10 Execution Date:

10/11/2016Completion Date: 12/31/2018

Project Title: Pasek Sewer Overflow Structure

Maximum Amount Payable: $78,109.00 ($56,773.00 previous)

Description of Work: To provide the City with consultant services for designing a retrofit of the sewer lift station at SE Pasek St and SE Pioneer Way, preparing bid-ready PS&E package, and providing support services during bidding, construction, and closeout.

The City of Oak Harbor desires to supplement the agreement entered into with BHC Consultants and executed on October 11, 2016, amended on December 20, 2016 and March 21, 2017 and December 19, 2017 and identified as Pasek Sewer Overflow Structure.

All provisions in the basic agreement remain in effect except as expressly modified by this supplement.

The changes to the agreement are described as follows:

SCOPE OF WORK is hereby modified as follows: Adds Task 3A Structural Plan Updates and replenishes hours in the established Task 4 Services During Bidding, Construction, and Closeout.

PROJECT COMPLETION DATE AMENDED TO: No change. ____________________

PAYMENT shall be amended as follows: Adds $21,336.00 for a contract total of $78,059.00.

Payment shall be made in accordance with the terms and conditions described in the original contract.

If you concur with this amendment and agree to the changes as stated above, please sign in the appropriate spaces and return to this office for final action.

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March 2018 Page 1 of 2

SCOPE OF SERVICES

City of Oak Harbor Pasek Vault Design Supplement and Construction Administration Services

March 2018 Project Understanding Recently, the City authorized a site survey of the Pasek Vault and adjacent curb line to define the right-of-way, new easements, and existing sidewalk and vault elevations. When this survey was sent to BHC Consultants, we noticed that the surveyed configuration of the vault and curb did not match the configurations shown on the design plans. The design plans had been produced using as-built information provided to BHC by the City. At the beginning, it had been decided by the City that a survey would not be done and BHC was instructed to use the as-built information for drawing production. The City has decided to now have the design plans match the survey. The most efficient way to provide up to date plans is to start with new backgrounds using the survey. In Contract Supplement 2, the design and engineering services during construction were approved. In Contract Supplement 3, the engineering services during construction were removed to accommodate design changes requested by the City. Per the City request, this supplement shall now re-incorporate the engineering services during construction. Tasks and deliverables from the original contract and Supplements 2 and 3 still apply. Scope of Supplemental Services Task 3A – Structural Plan Updates Work Tasks:

3A.1 Replace plans on S-001, S-002, S-003 using the new survey as the drawing background. Incorporate design information that was shown on the previous drawings S-001, S-002, and S-003.

3A.2 Check design calculations for new slab conditions and revise as needed. 3A.3 Engineering drawing backcheck and revise details as required for new configuration.

Receivables: None.

Assumptions and Limitations: BHC will use new survey without field verification.

Deliverables: Same as previous Contracts and Supplements.

Task 4– Services During Bidding, Construction, and Closeout Work Tasks:

4.1 Assist with Bidding Questions and Addenda. 4.2 Address questions from Contractor and City staff. 4.3 Meet with City staff and Contractor for Project Kickoff. 4.4 Review up to 5 material submittals. 4.5 Respond to up to 5 Requests for Information. 4.6 If needed, provide City staff assistance in review of Change Orders. 4.7 Provide up to 1 site visit during construction. 4.8 Update Plans using Contractor supplied As-Built markups at the end of construction.

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March 2018 Page 2 of 2

4.9 Submit Final Record Drawings for City Use. Receivables: None.

Assumptions and Limitations: City shall provide on-site inspection and support services. City shall secure the services of an Independent Inspection Agency to provide IBC required Special

Inspections. City staff will coordinate and distribute questions, RFI’s, and submittals between Contractor and BHC. City staff will develop daily reports and take pictures during construction.

Deliverables: Response to Submittals, RFI’s and Questions. Review Comments to Change Orders when requested by the City. Final Record Drawings.

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Project BudgetCity of Oak Harbor Pasek Vault Design Supplement and Construction Administration Services

Task Description Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost3A Structural Plan Updates

3A.1 Replace Plans using current survey information as backgrounds -$ 8 1,688$ -$ -$ 20 2,400$ -$ 28 4,088$ 3A.2 Check Structural Calculations for new slab configuration -$ -$ 4 644$ -$ -$ -$ 4 644$ 3A.3 Engineering Backcheck of new drawings and revised details for new configuration 2 456$ 12 2,532$ -$ -$ -$ -$ 14 2,988$

2 456$ 20 4,220$ 4 644$ 0 -$ 20 2,400$ 0 -$ 46 7,720$ 4 Services During Bidding, Construction, and Closeout

4.1 Assist with Bidding Questions and Addenda. -$ 2 422$ 4 644$ -$ -$ -$ 6 1,066$ 4.2 Address questions from Contractor and City staff. -$ 2 422$ 8 1,288$ -$ -$ -$ 10 1,710$ 4.3 Meet with City staff and Contractor for Project Kickoff. -$ -$ 6 966$ -$ -$ -$ 6 966$ 4.4 Review up to 5 material submittals. -$ 2 422$ 8 1,288$ -$ -$ -$ 10 1,710$ 4 Respond to up to 5 Requests for Information. -$ 4 844$ 8 1,288$ -$ -$ -$ 12 2,132$

4.6 If needed, provide City staff assistance in review of Change Orders. -$ 2 422$ 4 644$ -$ -$ -$ 6 1,066$ 4.7 Provide up to1 site visit during construction. -$ -$ 8 1,288$ -$ -$ -$ 8 1,288$ 4.8 Update Plans using Contractor supplied As-Built markups -$ 2 422$ 4 912$ -$ 4 480$ -$ 6 1,814$ 4.9 Submit Final As-Built Drawings for City Records. -$ 2 422$ 4 912$ -$ 4 480$ -$ 6 1,814$

0 -$ 16 3,376$ 54 9,230$ 0 -$ 8 960$ 0 -$ 70 13,566$ Total Direct Labor 2 456$ 36 7,596$ 58 9,874$ 0 -$ 28 3,360$ 0 -$ 116 21,286$

Other Direct Costs

Reproduction and Express Delivery 50$ Travel Costs TOTAL ODC 50$

GRAND TOTAL 21,336$

16-Mar-18

Dorn

TOTALSr. StructuralQA/QC Manager/Principal Engineer

228 161

Franco

Administrative Assistannt

Project ManagerPrincipal Struct. Eng

Dahl

Cad

211 77

Sifferman

Accounting

91

Pierson

Engineer Drafting120

Simon

91

March 10,2017 Page 1 of 2

EXHIBIT B

SCOPE OF SERVICES

City of Oak Harbor Sewer Overflow Structure Upgrade Design Supplemental Services

Project Understanding The City of Oak Harbor (City) has an existing sewer overflow structure adjacent to the bay at the intersection of SE Pasek Street and SE Pioneer Way. The structure consists of two contiguous reinforced concrete vaults built in 1940. Its overall dimensions are approximately 96 feet x 18 feet x 12 feet deep. Various slab thicknesses and different support systems are used for different portions of the roof vault. The existing roof serves as a viewing platform as part of a waterfront trail. We understand that there is community interest to install a granite memorial obelisk on the roof of the vault. The memorial weighs approximately 2,000 lbs. and will be about 12 feet high. BHC Consultants (BHC) has recently completed a structural assessment of the vaults and provided options to upgrade the grade level slabs to accommodate assembly loading along with the weight of the obelisk. The City has requested that BHC to provide design services to upgrade the slabs as well as specify a new handrail system around the vaults. The City has requested that the handrail system either match or complement the existing handrail system that is used along the adjacent waterfront walk. Approach To begin the design process, BHC will meet with City staff to review the design alternatives provided in the assessment report. We will also perform a site walkthrough with City staff to discuss slab appearance and handrail systems that may be considered for the final design. Once an upgrade approach is chosen, BHC will begin to produce design documents for the upgrades. It is assumed that any upgrades will be constructed under the Public Bid system. To offer the City the opportunity to review the documents prior to bidding, BHC will provide 60% and 100% level documents for City review. The review documents will include drawings, specifications and opinion of probable construction costs. Scope of Supplemental Design Services Task 3 – Structural Upgrade Design Consultant Work Tasks:

3.1 Meet with City staff to define approach and systems to be used in the upgrade. 3.2 Perform minor investigation of west vault to assess the extent of its foundation wall along the walkway. 3.3 It is assumed that the new grade level slab at the west vault will be a structural full spanning slab capable of

supporting all design loading and will not need to rely on the vault upper slab which is approximately 4 feet below grade for support capacity.

3.4 Provide 60% design and plan preparation. 3.5 Provide 60% specifications and OPCC. 3.6 Participate in a telecommunication review meeting with City staff to review 60% documents. 3.7 Provide 100% design and plan preparation. 3.8 Provide 100% specification and OPCC. 3.9 Participate in a telecommunication review meeting with City staff to review 100% documents. 3.10 Provide 1 full size and one half size hardcopy set of permit and bid ready plans, specifications, and OPCC.

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March 10,2017 Page 2 of 2

Deliverables: ▪ Provide PDF versions of 60%, 100%, and Permit, and Bid Documents ▪ Provide 60%, 100%, and Bid versions of Opinion of Probable Construction Costs ▪ Final Bid Ready Documents and Opinion of Probable Construction Costs ▪ Drawings shall be full size 22x34 sheets using the BHC standard drafting format

Assumptions and Limitations:

▪ City staff will perform minimal demolition to help validate the west vault wall configuration ▪ City will provide written plan review comments for BHC after each document review period ▪ City staff will submit permit application and be primary contact with Building Department ▪ City staff will provide services needed to submit bid advertisement ▪ City shall provide front end documents for the specifications and bid package for incorporation into the final

specification documents ▪ Site survey will not be part of the scope and BHC will rely on current as built information only

Task 4– Services During Bidding, Construction, and Closeout Consultant Work Tasks:

4.1 Assist with Bidding Questions and Addenda. 4.2 Address questions from Contractor and City staff. 4.3 Meet with City staff and Contractor for Project Kickoff. 4.4 Review up to 5 material submittals. 4.5 Respond to up to 5 Requests for Information. 4.6 If needed, provide City staff assistance in review of Change Orders. 4.7 Provide up to 1 site visit during construction. 4.8 Update Plans using Contractor supplied As-Built markups at the end of construction. 4.9 Submit Final Record Drawings for City Use.

Deliverables:

▪ Response to Submittals, RFI’s and Questions ▪ Review Comments to Change Orders when requested by the City ▪ Final Record Drawings

Assumptions and Limitations:

▪ City shall provide on site inspection and support services. ▪ City shall secure the services of an Independent Inspection Agency to provide IBC required Special

Inspections. ▪ City staff will coordinate and distribute questions, RFI’s, and submittals between Contractor and BHC. ▪ City staff will develop daily reports and take pictures during construction.

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Project Budget

City of Oak Harbor

Overflow Structure Upgrade Design Supplement

Task Description Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost

3 Structural Upgrade Design

3.1 Meet with City staff to define approach and systems to be used in the upgrade. -$ 6 1,266$ 6 966$ -$ -$ -$ 12 2,232$ 3.2 Perform minor investigation of west vault to assess the extent of its foundation wall along the walkway. -$ 2 422$ 2 322$ -$ -$ -$ 4 744$ 3.3 Provide 60% design and plan preparation. 2 456$ 8 1,688$ 24 3,864$ -$ 28 3,360$ -$ 62 9,368$ 3.4 Provide 60% specifications and OPCC. 1 228$ 4 844$ 12 1,932$ 6 462$ -$ -$ 23 3,466$ 3.5 Participate in a telecommunication review meeting with City staff to review 60% documents -$ 1 211$ 1 161$ -$ -$ -$ 2 372$ 3.7 Provide 100% design and plan preparation. 2 456$ 6 1,266$ 12 1,932$ -$ 24 2,880$ -$ 44 6,534$ 3.8 Provide 100% specification and OPCC. 1 228$ 2 422$ 2 322$ 4 308$ -$ -$ 9 1,280$ 3.9 Participate in a telecommunication review meeting with City staff to review 100% documents -$ 1 211$ 1 161$ -$ -$ -$ 2 372$ 3.10 Provide permit and bid ready plans, specifications, and OPCC. 1 228$ 2 422$ 4 644$ 4 308$ 4 480$ 2 182$ 17 2,264$

7 1,596$ 32 6,752$ 64 10,304$ 14 1,078$ 56 6,720$ 2 182$ 175 26,632$

4 Services During Bidding, Construction, and Closeout

4.1 Assist with Bidding Questions and Addenda. -$ 2 422$ 4 644$ -$ -$ -$ 6 1,066$ 4.2 Address questions from Contractor and City staff. -$ 2 422$ 8 1,288$ -$ -$ -$ 10 1,710$ 4.3 Meet with City staff and Contractor for Project Kickoff. -$ -$ 6 966$ -$ -$ -$ 6 966$ 4.4 Review up to 5 material submittals. -$ 2 422$ 8 1,288$ -$ -$ -$ 10 1,710$ 4 Respond to up to 5 Requests for Information. -$ 4 844$ 8 1,288$ -$ -$ -$ 12 2,132$

4.6 If needed, provide City staff assistance in review of Change Orders. -$ 2 422$ 4 644$ -$ -$ -$ 6 1,066$ 4.7 Provide up to1 site visit during construction. -$ -$ 8 1,288$ -$ -$ -$ 8 1,288$ 4.8 Update Plans using Contractor supplied As-Built markups -$ -$ 4 912$ -$ 4 480$ -$ 4 1,392$ 4.9 Submit Final As-Built Drawings for City Records. -$ -$ 4 912$ -$ 4 480$ -$ 4 1,392$

0 -$ 12 2,532$ 54 9,230$ 0 -$ 8 960$ 0 -$ 66 12,722$

Total Direct Labor 7 1,596$ 44 9,284$ 118 19,534$ 14 1,078$ 64 7,680$ 2 182$ 241 39,354$

Other Direct Costs

Reproduction and Express Delivery 200$ Travel Costs 300$ TOTAL ODC 500$

GRAND TOTAL 39,854$

211 77

Sifferman

Accounting

91

Pierson

Engineer Drafting120

Simon

10-Mar-17

Dorn

TOTALSr. StructuralQA/QC Manager/Principal Engineer

228 161

Franco

Administrative Assistannt

Project ManagerPrincipal Struct. Eng

Dahl

Cad

111