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06/08/2010 - Regular - Packet.war ,• M - a. _ C= OF PORT ORCHARD Mayor: Lary Coppola Administrative Official Councilmembers: Fred Chang Chair: LTAC Staff: Clerk's Office Tourism Committee Public Property Committee Jerry Childs Chair: Tourism Committee Staff: Clerk's Office Finance Committee John Clauson Chair: Finance Committee Staff: City Treasurer Utilities/SAC Committee Kitsap County Health Jim Colebank Tourism Committee KRCC/PSRC/KEDA Fred Olin Chair: Public Property Committee Staff. Planning Department Utilities/SAC Committee Carolyn Powers Public Property Committee KRCC/TransPol Rob Putaansuu Chair: Utilities Committee Staff- Public Works Department Finance Committee Kitsap Housing Authority SAC Committee Department Director: Patti Kirkpatrick, CMC Administrative Services City Clerk Allan Martin City Treasurer Debbie Hunt Court Administrator James Weaver Development Director Al Townsend Police Chief Mark Dorsey, P.E. Public Works Director City Engineer Contact us: 216 Prospect Street Port Orchard, WA 98366 (36o) 876-4407 City Council Meeting Agenda June 8, 2oio 7:00 p.m. i. CALL TO ORDER A. Pledge of Allegiance 2. CITIZENS COMMENTS Please limit your comments to 3 minutes for items not up for Public Hearing. When recognized by the Mayor, please state your name and address for the official record (please complete the sign -in sheet located in the hallway). 3. APPROVAL OF AGENDA 4. CONSENT AGENDA (Approval of Consent Agenda passes all routine items listed below, which have been distributed to each Councilmember for reading and study. Consent Agenda items are not considered separately unless a Councilmember so requests. In the event of such a request, the item is returned to Business Items.) A. Approval of Claim Warrants, Payroll & Treasurer's check book B. Approval of the May 18, 2010, Work Study Session Minutes C. Approval of the May 25, 2010, Council Meeting Minutes D. Approval of Public Event Application: Mopar Alley Cackle Fest & Car Show (Kirkpatrick) 5. PRESENTATION 6. PUBLIC HEARING A. Byrne Justice Assistance Grant for Evidence Management System (Townsend) 7. BUSINESS ITEMS A. Approval of Change Order No. 10 to the Contract with Berger/Abam Engineers, Inc., Regarding the Tremont Widening Project (Dorsey) 8. REPORTS OF COUNCIL COMMITTEES 9. REPORT OF MAYOR io. REPORT OF DEPARTMENT DIRECTORS A. Update: Annexations (Weaver) B. Update: Tremont Widening (Dorsey) Please turn off cell phones during meeting and hold your questions for staff until the meeting has been adjourned The Council may consider other ordinances and matters not listed on the Agenda, unless specific notification period is required Meeting materials are available on the City's website at: www.citofportorchard.us or by contacting the City Clerk's office, 36o.876.4407 June 8, 2010, Meeting Agenda Page i of 2 11. CITIZEN COMMENTS (Please limit your comments to 3 minutes for items not up for Public Hearing. When recognized by the Mayor, please state your name and address for the official record. It is asked that you do not speak on the same matter twice.) 12. EXECUTIVE SESSION: Pursuant to RCW 42.30.11o, the City Council may hold an executive session. The topic(s) and the session duration will be announced prior to the executive session. 13. ADJOURNMENT COMMITTEE MEETINGS Date & Time Location Finance Committee June 21, 2010 Myhre's 7:30 a.m. Tourism Committee June 9, 2010 City Hall 5:30 p.m. Utilities Committee June 18, 2010 Myhre's 7:30 a.m. Sewer Advisory Committee (SAC) June 16, 2010 S.K.W.R.F. 6:30 p.m. Public Property Committee June 8, 2010 Myhre's 7:30 a.m. Work Study Session June 15, 2010 City Hall 7:00 p.m. Please turn off cell phones during meeting and hold your questions for staff until the meeting has been adjourned The Council may consider other ordinances and matters not listed on the Agenda, unless specific notification period is required Meeting materials are available on the City's website at: www.cityofportorchard.us or by contacting the City Clerk's office, 36o.876.4407 June 8, 2010, Meeting Agenda Page 2 of 2 City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 • FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Consent Agenda 4D Meeting Date: Subject: Approval of Public Event Application: Prepared by: Mopar Alley Cackle Fest & Car Show Atty Routing No: Atty Review Date: June 8, 2010 Patti Kirkpatrick, CMC Citv Clerk NA Summaiv:Don Hoem has submitted an application for the Public Event, Mopar Alley Cackle Fest & Car Show to be held on Saturday, August 7, 2010, in the Hi -Joy Bowl Parking lot. Race cars will be lined up for viewing in the parking lot and at approximately 7:00 P.M. the race cars will start and run their engines for about one (1) minute and then shut down. The City departments, as well as the Fire Department, have received the application and have attached their recommendations and/or comments for Council review. The applicant is seeking permission to host their event using a portion of City rights -of -way with no anticipated street closures. Recommendation: Staff recommends approving the Public Event application for the Mopar Alley Cackle Fest & Car Show to be held on Saturday, August 7, 2010. Motion for consideration: I move to approve the Public Event application for the Mopar Alley Cackle Fest & Car Show to be held on Saturday, August 7, 2010. Alternatives: Deny the application or approve with conditions. Attachments: Public Event Application City Department and Fire Department Comments City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366, (36o) 876-4407 • FAX (36o) 895-9029 MAY 21 wtv Of u Public Event Application aty P RT ORFFCygR© NOTE: Acceptance of this application by the City Clerk's Office does NOT indicate or guarantee approval oOf�lt/ Clication or the dates requested. Each application will be reviewed by City staff and Council Committee. Additional information may be requested by city personnel prior to submittal of the application to the City Council for final consideration. No statement made by city staff or elected official prior to final consideration by the City Council shall obligate the City Council in any manner. Name Name of Sponsoring Organization: %ff - i v y 130 W L- Name of Person Completing This �Application: ✓OA/ 9156M Point of Contact: �Ti' - Jb y /3ouJZ Telephone: 36o- 81 b— b I t l Address: /0 / / /RE r146L 14V45 7oa r OR utRzb I u A qg3 b 6 Street City State Zip Code Dates of Event Location of Event: 6 � EL 14 VE (If Event Will Ai Multiple Activities and Locations, List On Separate Sheet) Anticipated Number Of Exhibitors: �6 - 10 Time Open To Public: ' ' Z'd 0 6 tbm Anticipated Number Of Visitors: LDO Time Open To Vendors: &' 61 Closing Time: peh This application form was designed for use by applicants for various types of events. Please answer all questions you may attach addlti'onal pages if necessary. 1. Describe tvoe of event and how this event will benefit the community: W 2. What is expected traffic pattern for the event? Attach a site map indicating location of each activity/vendor(s), fire lanes, garbage, and restroom/sani-can(s): A//4 3. Describe how public safety, traffic and crowd control will be provided. How many police officers do you anticipate will be, needed for (1) traffic control and (2) crowd control? (A E �20✓I AE OLtL OVA) TCCUL e 4. Describe how sanitation control (garbage and restrooms) will be provided and maintained: W4 7-19kc CAR 6F- /-r 5. How many participants and visitor cars are anticipated and where will parking be f}S 7"6 Nato 71q qA J 5P6GTRToRr 7't &Eff Wi It 6e, S 6. How have parking impacts been coordinated with and/or business)? t#if WILL LAIRV 1 7. Has shuttle service/park and ride lots been coordinated with Kitsap Transit? Describe locations, frequency of service and name of contact at Kitsap Transit. Attach written verification of commitment for service from Kitsap Transit:_ 8. De$cripe how fire_ lanes will by identified and kept 9. Will this event require the closure of any street? If so, list street name with date and time of requested closure:_ 10. If any event activity or vendor requires electrical and how you anticipate meeting their needs:_ or other accommodation to operate, indicate location 11. How will the event arga be cleaned before, during and after the event? Al E' lW Kc CAKE of TNC 12. If your event requires vehicles to be towed, your organization must accept responsibility and indemnify the City of Port Orchard and other authorizing property owner(s) by agreeing to pay tow/storage charges or damage claims which result from the vehicle being towed, if a court rules in favor of the registered owner and orders payment of such charges or damage claims. Do you accept this responsibility? Yes ❑ o Ifyes, namg of person responsible for rendering payment of tow/storage charges. If no, explain why: nl HMM /_ Qw Ep2 13. When specifying location ofevent activity/vendor(s), do you anticipate utilizing any area not owned or managed by the City of Port Orchard? V yes ❑ no If yes, the owner/manager of subject property must complete and sign the following: (Please ask for additional forms if multiple properties are being used and have different owners.) Name of property owner: Authorizing authority: Address: /D r14 Signature of authorizing authority: Title: OU Telephone: A. If the City of Port Orchard approves this application for public event, will your organization grant permission for the sponsoring organization toyse your property on the dates specified, for the purpose and activities described in this application? Yes ❑ No If yes, please complete the following: B. Are there any limitations or restrictions on use of your property? ❑ Yes "o If yes, please describe in detail: C. Do you require the event sponsor list you as an Additional Named Insured and provide an insurance certificate to your organization prior to the event date? ❑ Yes vKNo If yes, please indicate coverage limits you require for general liability, property damage and or personal injury? 14. If nature of this event requires event workers to stay overnight (such as carnival or other event workers) where and how do you anticipate providing their lodging? If you anticipate utilizing private property(s) for lodging or other purposes, the owner of the subject proverty(sl must complete and sign the following: Name of property owner: Authorizing authority: Address: Signature of authorizing authority: Title: _ Telephone: A. Are there any limitations or restrictions on use of your property? ❑ Yes ❑ No If yes, please describe in detail: B. Do you require the event sponsor list you as an Additional Named Insured and provide an insurance certificate to your organization prior to the event date? ❑ Yes ❑ No If yes, please indicate coverage limits you require for general liability, property damage and or personal injury? C. How will use of your property by event workers impact neighboring property owners? Describe steps that will be taken to mitigate any adverse impact(s): 15. Please provide any other information, which you believe, will assist the city in the revi w proce s: �S A_r s 1) f oa u jA)l it tF 77F a 'W 's 13AArV 16. INSURANCE REQUIREMENTS: Sponsoring organization must provide an insurance certificate, 10 days prior to the event, with the City of Port Orchard and other applicable parties shown as Additional Named Insured. Minimum coverage to be as follows: $1,000,000 Liability; $1,000,000 Bodily Injury A. Can you provide this Insurance Certificate? SIGNATURE OF APPLICANT:— ,11 — Date: REVIEW AND COMMENT BY POLICE DEPARTMENT: REVIEW AND COMMENT BY FIRE DEPARTMENT: REVIEW AND COMMENT BY PUBLIC WORKS: REVIEW AND COMMENT BY FINANCE DEPARTMENT: REVIEW AND COMMENT BY PLANNING DEPARTMENT: Date Application Received: � <9 Date Routed to Department: / � ! Is a Master Vendor's License needed: Yes / No DECISION OF CITY COUNCIL: APPROVE Approved By Patricia J. Kirkpatrick, City Clerk or designee DISAPPROVE DATE OF DECISION: Updated: May 2010 Permit Review DATE: MAY 21, 2010 TO: CITY CLERKS OFFICE FROM: CHIEF TOWNSEND SUBJECT: SPECIAL EVENT PERMIT — HIJOY CAR SHOW EVENT The Port Orchard Police Department approves of the dance permit application with the following requirements: 1. Report any fights, disturbances or other criminal activity to the Port Orchard Police immediately. 2. Comply with all city ordinances and regulations. 3. Comply with all liquor laws and regulations. REVIEW AND COMMENT BY POLICE REVIEW AND COMMENT BY FIRE DEPARTMENT: REVIEW AND COMMENT BY PUBLIC REVIEW AND COMMENT BY FINANCE REVIEW AND COMMENT BY PLANNING DEPARTMENT: Date Application Received: �J ' GN (-X -.J I L J Is a Master Vendor's License needed: _ Yes No DECISION OF CITY COUNCIL: APPROVE Date Routed to Approved By Patricia J. Kirkpatrick, City Clerk or designee DISAPPROVE DATE OF DECISION: Updated: May 2010 CITY OF PORT ORCHARD Planning Department 216 Prospect Street, Port Orchard, WA 98366 Phone: (36o) 876-4991 • Fax: (36o) 876-498o planning@cityofportorchard.us www.cityofportorchard.us Date: May 24, 2010 To: Patricia Kirkpatrick, City Clerk From: Stephanie Andrews, Planning Department RE: 2010 Event Application: Mopar Alley Cackle Fast & Car Show The Planning & Building Departments have reviewed the submitted 2010 Public Event application with the City of Port Orchard for the enterprise located at the address identified in the following comments. Public Event Application; Mopar Alley Cackle Fest & Car Show Date: August 7, 2010 Location: Hi -Joy Bowl Parking Lot, 1011 Bethel Ave. Organization: Hi -Joy Bowl Comments: Planning Department has no Comments on this application. Cc: James Weaver, City Development Director Memo To: City of Port Ochard Clerks Office From: Greg Rogers, Fire Prevention Manager CC: Date: May 24, 2010 Re: Mopar Alley Cackle Fest & Car Show The South Kitsap Fire and Rescue's Prevention/Education Office has completed a review of the application for public event that was dated received May 24, 2010 for the Mopar Alley Fest & Car Show, located at the Hi -Joy Bowl, and has no immediate concerns with this project at this following time. Nothing in this review is intended to authorize or approve of any aspect of the design that does not comply with all applicable codes and standards. Should additional information become available, these comments may require modification. Please insure that additional information regarding this project is forwarded to our office. If you have any questions, please contact me at 871-2411. Sincerely, Greg D. Rogers Fire Prevention Manager Page 1 of 1 Memo To: City of Port Ochard Clerks Office From: Greg Rogers, Fire Prevention Manager CC: Date: May 24, 2010 Re: Mopar Alley Cackle Fest & Car Show The South Kitsap Fire and Rescues Prevention/Education Office has completed a review of the application for public event that was dated received May 24, 2010 for the Mopar Alley Fest & Car Show, located at the Hi -Joy Bowl, and has no immediate concerns with this project at this following time. Nothing in this review is intended to authorize or approve of any aspect of the design that does not comply with all applicable codes and standards. Should additional information become available, these comments may require modification. Please insure that additional information regarding this project is forwarded to our office. If you have any questions, please contact me at 871-2411. Fire Prevention Manager Page 1 of 1 City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 0 FAX (360) 895-9029 Agenda Staff Report Agenda Item No. Public Hearing 6A Subject: Byrne Justice Assistance Grant for Evidence Management System Meeting Date: Prepared by: Atty Routing No: Atty Review Date: June 8, 2010 Al Townsend Police Chief NA NA Summarv: The Port Orchard Police Department is applying for a federal Byrne Justice Assistance grant for $10,334 that will be allocated for the purchase of evidence tracking and inventory control software and hardware along with related computer components and evidence processing equipment. This system will allow us to categorize, track and inventory all evidence items managed by the police department. The total cost of this project will be $11,250 with $916 coming from local funding within the existing police department budget. Some of the local match may not be expended until the 2011 budget. This new evidence management system will streamline our evidence processing, and more importantly, give accurate inventory and tracking of evidence. This is a critical need for our police department. As the department has grown, evidence control has been an ongoing struggle along with space issues. This system will greatly enhance our ability to manage this critical aspect of the department. This federal grant requires that the grant be presented at a public meeting of the city council to allow public notice and input. Recommendation: No action is required by the council except to allow the presentation and the opportunity for the public to comment on the grant, so the grant can be submitted in accordance with federal regulations. Fiscal Impact: If we are awarded the grant, it will be for $10,334 and will be used as indicated above with a required local match of $916. Alternatives: None. Attachments: None. City of Port Orchard 216 Prospect Street, Port Orchard, WA 98366 (36o) 876-4407 • FAX (36o) 895-9029 Agenda Staff Report Agenda Item No. Business Item 7A Meeting Date: June 8, 2010 Subject Approval of Change Order No. 10 to Prepared by: Mark Dorsey, P.E. The Contract with Berger/Abam Public Works Director Engineers, Inc., Regarding the Atty Routing No: NA Tremont Widening Project Atty Review Date: NA Summary: The Plans, Specifications & Estimate (PS&E) for the Tremont Street Widening Project is currently at 85% completion. A utility coordination meeting between PSE/Potelco, Qwest, Cascade gas and Wave Broadband recently occurred and Public Works Staff is waiting for the return of comments on the plans. At this point, right-of-way acquisition is the primary focus of this project. While the right-of-way acquisition phase of the project continues to occur, Staff will continue with their internal plan review and will make adjustments as necessary, based upon the right-of-way acquisition phase of the project. The proposed Supplement to the Berger/Abam contract (Supplement No. io) is for a time extension only to allow for the right- of-way acquisition phase of the project to progress accordingly. Recommendation: Staff recommends approving Change Order No. 10 to the contract with Berger/Abam Engineers, Inc. for the Tremont Widening Project thereby extending the contract completion date to December 31, 2010. Motion for consideration: I move to approve Change Order No. 10 to the contract with Berger/Abam Engineers, Inc., regarding Tremont Widening Project, thereby extending the contract completion date to December 31, 2010. Fiscal Impact: None. Alternatives: None. Attachments: Change Order No. 10 6/2/2010 1:34 PM CITY OF PORT ORCHARD Authorization for Change Order #10 Contract No. C005-05 Date: June 8, 2010 Project: Tremont Street Widening Contract / Job # STPUS-6610 (004) Contractor: Berger/Abam Engineers, Inc. Brief Description of Change Order work (Documentation to be attached): Time extension only on the PS&E to focus on right-of-way acquisition and utility feedback/coordination in order for "shovel ready" status in 2011. I have reviewed the Change Order information above and certify that to the best of my knowledge descriptions and costs are true and accurate. Submitted by: Title: Change Orders over $1,000 up to $15,000 are to be approved by the Mayor. Approved: Attest: Change Orders over $15,000 (per project) require Council action. Public Works Director/City Engineer Mayor City Clerk Council Approval Date Common/CITY OF PORT ORCHARD change order