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05 24 2016 Agenda Packet AGENDA YELM CITY COUNCIL MEETING TUESDAY, MAY 24, 2016 6:00 P.M. Website Viewing: Clicking on agenda items will open associated d resolutions, ordinances, etc. Note: some agenda items may not haattachments. Call to Order 1. Roll Call 2. Agenda ApprovalACTION 3. Special Presentations- 4. Hands on CPR Awareness Demonstration, S.E. Thurston Fire Authori Public Comment it to 5. the meeting recorder. Comment topics should not appear elsewhere agenda. Time (three minutes per speaker) and the number of speak are limited and may be adjusted to meet agenda requirements. Consent AgendaACTION 6. Minutes; Regular Meeting May 10, 2016 a. Payables; Checks # b. YCP, Wounded Warrior Car Show, September 3, 2016 6am-4pm, c. Community Wide Event Public Hearing- none scheduled 7. New Business-ACTION 8. Purchase of Handheld Meter Reading Equipment a. 10 min Presenter: Ryan Johnstone, Public Works Director Attachments: Staff Report, Purchase Quote Ordinance No. 1013, Amending YMC 5.03 for Transportation Network ACTION b. Company Regulations 30 min Presenter: Grant Beck, Community Development Director Attachments: Staff Report, Ordinance No. 1013 Interlocal Agreement with Cities of Yelm, Olympia, Lacey and ACTION c. Tumwater for Administration and Enforcement of Occupational Permits 10 min for Transportation Network Companies Presenter: Grant Beck, Community Development Director Attachments: Staff Report, Interlocal Agreement Resolution No. 567, 2016 Irrigation Conservation Program ACTION d. 10 min Presenter: Grant Beck, Community Development Director Attachments: Staff Report, Resolution No. 567 Engagement for Professional Recruitment of City Administrator ACTION e. 15 min Presenter: Bill Brandon, Interim City Administrator Attachments: Staff Report, Prothman Proposal, Contract Old Business ACTION 9. rd Request for Waiver of Appeal Fee, Bichler 93 Ave. Presenter: Tami Merriman, Associate Planner Council and Mayor 10. Councilmember Foster represents Yelm on the following committees. Thurston County Solid Waste Advisory Committee (SWAC) Councilmember Carmody represents Yelm on the following committees. Intercity Transit Board Yelm Adult Community Center Councilmember Isom represents Yelm on the following committees. Thurston Regional Planning Yelm Economic Development CouncilCommittee (TRPC) Yelm Finance Committee Councilmember Stillwell represents Yelm on the following committees. Thurston County EDC Board Yelm Finance Committee Councilmember Wood represents Yelm on the following committees. (TRPC) Transportation Policy Yelm Finance Committee Board Yelm Transportation Committee TComm 911 Admin Board Councilmember DePinto represents Yelm on the following committees. Yelm Transportation Committee Thurston County Law and Justice STEDI Councilmember Hendrickson represents Yelm on the following committees. Medic One Yelm Emergency Operations Board Mayor Harding represents Yelm on the following committees. Yelm Economic Development Yelm Finance Committee Committee Yelm Emergency Operations Board Yelm Transportation Committee Executive Session- 11. none scheduled Correspondence (Correspondence is available upon request) 12. Thurston County Auditor, Mary Hall News Releases: Committee of August Primary Ballot Measures Thursday, May 12, 2016 Candidate Filing week t Adjourn 13. Upcoming Meetings Council Study Session, Wednesday, May 25, 2016, 5:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, June 14, 2016, 6:00 pm, Public Safety Building Regular City Council Meeting, Tuesday, June 28, 2016, 6:00 pm, Public Safety Building CITY OF YELM MEETING INFORMATION All regular Yelm City Council meetings are audio recorded. A $5. information about obtaining a copy of the proceedings, please ca Public comments are welcome. However, in order to proceed with suled agenda items the allowable time per speaker is limited to 3 minutes and the number of speak public comment portion of the meeting should not be associated w elsewhere on the agenda and should not address topics for which public hearings have b or are anticipated. a person with a disability and in need of reasonable accommodations to conduct business or participate in government processes or activities, please contact Janine Sch working days prior to the scheduled event. The City of Yelm is a employer. The Preliminary Agenda and Approved Council Minutes are availabl www.ci.yelm.wa.us Agenda Item 6. a. Minutes Page 1 of 3 YELM CITY COUNCIL REGULAR MEETING TUESDAY, MAY 10, 2016 MINUTES 1. Mayor Harding called the meeting to order at 6:00 pm. 2. Roll Call Present: Tad Stillwell, Tracey Wood, Joe DePinto and Russ Hendr. 16-053 MOTION BY TRACEY WOOD EXCUSING COUNCILMEMBERS JW FOSTER, MOLLY CARMODY AND BOB ISOM FROM THE MEETING. CARRIED. 3. Agenda Approval Mayor Harding asked to remove item 8. a. from the agenda since t yor Harding would have to recuse himself, Pro-Tem Wood would have to preside over the meeting for that item, would not be a quorum present. 16-054 MOTION BY TRACEY WOOD APPROVING THE AGENDA WITH THE REMOVAL OF ITEM 8.A. (REQUEST FOR WAIVER OF APPEAL FEE, BICHLER RD 93 AVE). CARRIED. 4. Special Presentations April Student of the Month Nolan Lyle Nolan is a dedicated at Yelm High School Junior and a member of current President-Elect who will become the President during his senior year. Nolan is a newly elected state st was one of the team members that took 1 place in the Student Forum Sports Medicine State Competition 2016. On the athletic side, Nolan is of the YHS tennis and track teams. He works at Yelm Gymnastics C boys coach, Ninja Zone coach and the team strength and conditioning coach. When looking for a volunteer Nolan is always there! 5. Public Comment Clydia Cuykendall, long time Thurston County resident will be supporting Gary Edwards and Alan Miller for Thurston County Commissioners. Clydi representatives of Yelm what Yelm would like the County to do fo Mayor Harding will prepare something in writing and respond. Micah Anderson voiced his concerns and stated he has not receiv information from the Tort claim he filed concerning the vehicle Department impounded back in December. Micah is filing a notice rights violations and constitutional violations. Micah thanked C DePinto who contacted him to try to resolve this matter. Scott Bannister, City of Yelm resident has questions about the park. Mayor Harding explained Public comment is not a question a it is a time for citizens to comment on issues not on the presen believes the City should have a lifeguard present at the water p issues. He believes that a small town like Yelm should not spend water park, it is useless money. Scott also voiced concerns abou the traffic lights. Mayor Harding stated the City of Yelm does n the traffic lights. They are heat sensors and they belong to the 5-10-16 Agenda Item 6. a. Minutes Page 2 of 3 Washington Department of Transportation (DOT). Councilmember De look into the matter and get back to him. Victoria Mattoon, City of Yelm resident lives on West Road and concerns regarding the traffic and the noise. Victoria stated th that pass by her house every day. She would like to see more Pol for Yelm. She recently had transients staying on her property. V to cameras installed to issue speeding citation in the mail. May that the City is working on a staffing plan and will have staffi about mid June. Mark Jensen, City of Yelm resident noticed there is an amity la Council Chambers so he and other citizens got together and purch without the gold trim and they feel would be more appropriate, c representative of the people to display. 6. Consent Agenda Minutes Regular Meeting April 26, 2016 & Study Session April 27, 2016 Payables Checks #66765 - #66883 Totaling $903,697.64. Cochrane Park Use Request Yelm Amateur Radio Group, National Emergency Preparedness Drill June 24, 11am-2pm, June 26, 2016. (Overnight parking lot) 16-055 MOTION BY TRACEY WOOD APPROVING THE CONSENT AGENDA AS PRESENTED. 7. Public Hearing none scheduled 8. New Business rd a. Request for Waiver of Appeal Fee Bichler 93 Ave Tabled until 5-24-16 meeting 9. Old Business none scheduled 10. Mayor and Council Initiatives Councilmember Stillwell attended the Yelm Planning Commission Open House on Monday, May 9, 2016 where the updated City of Yelm Comprehensive presented for public review and comment. Councilmember Stillwell was informative and Grant and staff did a great job. Councilmember Wood attended the Arbor Day Celebration as Mayor Pro-Tem and gave a tree to our sister city Lacey as we do every year. It and the artwork was wonderful. Councilmember Wood also attended 911 Admin Board meeting. Councilmember DePinto sat on the lateral board seeking a replacement for departing Officer Don Moody and wished him the best of luck as t Police. Councilmember DePinto also attended the Open House with Stillwell. meeting, which was very informative. He thanked the audience tha Council meeting who addressed the Mayor and Council and he will traffic cameras. Grant Beck stated that on a State highway the S 5-10-16 Agenda Item 6. a. Minutes Page 3 of 3 from curb to curb including the signals. The City is responsible outside the curb line. He will provide a contact for Councilmemb Councilmember Hendrickson attended the Arbor Day Celebration and the TComm 911 Admin Board along with Councilmember Wood. Mayor Harding attended the Home and Garden Show and thanked staff for their hard work. Mayor Harding also attended the Chamber Forum along w City Administrator Bill Brandon and learned more about the upcom Journey, July 30-August 6. It will be a great event and more inf posted to the City of Yelm website soon. 11. Executive Session none scheduled 12. Correspondence included Thurston Regional Planning Council Pre-Agenda Friday, May 6 8:30 Thurston County Auditor News -Notice of Election: Presidential P 2016 Chamber of Commerce May Newsletter Co Executive Sessions. Brent Dille explained the conditions that Cois allowed to go into an Executive Session and whether the materials presented Session can be disclosed. The reasons are limited but can be fou 42.30.110. 13. Adjourned at 6:30 pm. ___________________________ Attest: _________________________ Ron Harding, Mayor Lori Mossman, Deputy Cityerk 5-10-16 Agenda Item 6. c. YCP Request Page 1 of 2 Agenda Item 6. c. YCP Request Page 2 of 2 Agenda Item 8. a. Purchase of Handheld Meter Reading Equipment Page 1 of 2 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Ryan Johnstone, Public Works Director Date: May 12, 2016 (for May 24, 2016 Council Meeting) Subj: Purchase of New Handheld Meter Reading Equipment Recommendation Authorize Mayor Harding to approve the purchase of new handheld equipment for the Yelm Public Works - Water Utility in the amoun. Background The Yelm Public Works - Water Utility needs to replace existing handheld meter reading equipment due to age and lack of vendor support. The existing eq consists of three handheld devices, their charging cradles, and wands, is at the point of failure which has created issues gathe consumption data. Because of its age, the vendor no longer supports these products making the completion of needed repairs impossible. Current Situation Water Utility and Utility Billing staff recently met with the eq new equipment options that are currently available. The decision the three existing handheld devices along with their charging cr read meter wands. The vendor is currently offering a rebate on t in our existing, unsupported equipment. This rebate totals appro new equipment quote provided by the vendor is attached to this s This purchase was not included in the 2016 budget however that w budget amendment to follow later this year. Funds for this purch 401 - Water Utility. May 24, 2016 Page 1 of 1 Agenda Item 8. a. Purchase of Handheld Meter Reading Equipment Page 2 of 2 NeptuneHandheldQuote 4/22/16 Quote byHDSupplyWaterworks TrimbleRanger TrimbleRanger withtradeinofexisting equipment $5,300.00ea(3) $15,900.00 Note:withouttradeinRangerdevice cost is $6,470.00each TrimbleRanger Charging & Communication Cradle$480.00 ea(3) $1,440.00 Advantage 2 Wand/ABR VComplete $1,710.00 ea(2) $3,420.00 Implementation byHDSupply $700.00 Total $21,460.00 Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 1 of 11 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Grant Beck, Community Development Director Date: May 13, 2016 (for May 24 City Council Meeting) Subj: Ordinance Number 1013 - Transportation Network Companies and drivers Recommendation Adopt Ordinance 1013 relating to the regulation of Transportation Network Companies and amending Section 5.03.020 Yelm Municipal Code and adopting a new Municipal Code. Background The Cities of Yelm, Olympia, Lacey, and Tumwater have been working together to develop a common regulatory scheme for Transportation Network Companies (T within Thurston County. TNCs are technology based companies wh commercial transportation service using online platforms to connect passengers with using personal vehicles. Examples of TNCs include Uber and Lyf Currently, TNC drivers are regulated in the same manner as taxic of an individual occupational permit to each driver. The occupa created to regulate certain occupations which, by their nature, safety risk, including solicitors and drivers for hire. The occes a background check conducted by the Yelm Police Department. In researching the operation of TNCs, it was determined that th by the companies are more extensive than the background check cu drivers for hire. In addition, the TNCs have more rigorous standards for t maintenance and driving records than Yelm currently establishes Rather than require individual occupational permits and individu sensible to require a single occupational permit of the TNC as an The City would maintain the ability to regularly audit the recor individual driver records if complaints are received by the City Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 2 of 11 The proposed ordinance establishes such a regulatory scheme, and i being considered by the Cities of Olympia, Lacey, and Tumwater. licensing standards for any TNC wishing to operate in Thurston C Each TNC driver would still be required to obtain a City of Yelm responsible for all local Business and Occupation taxes due the Current Situation The City Council should consider adopting Ordinance 1013. Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 3 of 11 CY ITY OF ELM ON1013 RDINANCE UMBER An Ordinance of the City of Yelm, Washington, Relating to the Re Transportation Network Companies, amending Section 5.03.020 Yelm Municipal Code and adopting a new Chapter 5.18 Yelm Municipal Code WHEREAS, Yelm Municipal Code Chapter 5.03 regulates for-hire vehicle driver in the City of Yelm; and WHEREAS, new technology-based companies, known as transportation network companies, offer a new model of commercial transportation servic-enabled digital platforms to connect passengers with drivers using personal WHEREAS, transportation network company services are sufficientl and for-hire vehicle services as to warrant separate regulation; and WHEREAS, the Yelm City Council desires to amend Yelm Municipal Code Section 5.03.020, regarding Occupational Permits for taxicabs and for-hire vehicles, and adopt a new Municipal Code Chapter 5.18 in order to regulate the operations of transportation network co the City of Yelm for the purpose of promoting the safety and welfare of the gener NOW, THEREFORE, THE YELM CITY COUNCIL ORDAINS AS FOLLOWS: Section 1. Section 5.03.020 YMC, is hereby amended to read as follows: 5.03.020 Definitions. For purposes of this chapter, the terms set forth below shall have the following meanings: A. Chief of police means the city of Yelm chief of police. B. City means the city of Yelm. C. Department or police department means the Yelm police depart D. Driver or operator means the person physically engaged in driving a f-hire vehicle, whether or not said person is the owner of or has any f in said vehicle. E. For-hire vehicle includes all vehicles used for the transportation for compensation, except chartered and scheduled buses, vehicles by the general public (such as vans operated by hotels, employer schools and retirement facilities) and ride share vehicles, and transportation network company vehicles as defined and regulated in Chapter 5.1. The term refers primarily to taxicabs and limousines. F. Limousine means a chauffeur-driven, unmetered, unmarked luxury motor vehicle pre-arranged for transportation meeting the definition in RCW Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 4 of 11 46.04.274. Limousines differ from taxis in that they are for the exclusi the person(s) paying the pre-arranged fare, are unmetered, unmarked, and are not available for spontaneous hire. G. Locksmith means any person who, for hire, is engaged in the inallation, removal, adjustment or repair of any locking or security device for doors, safes, windows or other similar purpose, and performs a customers premises. H. New application means an application submitted by a person who possess a permit for the same occupation issued by the city in t prior year. I. Person means any natural person of either sex, firms, corporat partnerships and associations either acting by themselves or by or employee. The singular shall include the plural and the masculin include the feminine and neuter. J. Renewal application means an application submitted by a person possessed a permit for the same occupation issued by the city in immediate prior year. K. Solicitor within the meaning of this chapter is any person who principal or agent, goes from door to door, or from place to place and enters upon any private property within the city and thereon engages in following activities: 1. Sells, takes orders for, or offers to sell or take orders for, a wares or merchandise whether or not collecting in advance for such goods, wares or merchandise; and/or 2. Sells, takes orders for, or offers to sell or take orders for se whether or not collecting in advance for the performance of such services; and/or 3. Sells, takes orders for, or offers to sell or take orders for the making, manufacturing, or repairing of any article or thing whatsoever, or not collecting in advance for the performance of such service 4. Seeks contributions or donations. L. Taxicab, taxi or cab means a vehicle used for the transportation of passengers for hire, where the route traveled, destination and n passengers is controlled by the customer(s) and the fare is base recorded and indicated on a taximeter, or on a special fare rate or contracted agreement. M. Taximeter means any instrument or device by which the charge f passenger carrying vehicle is measured or calculated either for Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 5 of 11 traveled by such vehicle or for waiting time, or for both, and upon which such calculated charges are indicated by means of figures. Section 2. A new Chapter of the Yelm Municipal Code, Chapter 5. 5.18.010 Purpose The purpose of this chapter is to provide for and promote the safety and welfare of the general public and not to create or designate any particular cla should be specially protected by its terms. Nothing contained i intended, nor shall be construed, to create any liability on the part of the city or its employees for any injury or damage resulting from the failure of to comply with the provisions of this chapter, or by the citys enforcement or failure to enforce any part of this chapter. 5.18.020 Definitions For the purpose of this chapter, the following definitions apply A. Transportation Network Company or TNC means an entity that u network to connect passengers to TNC drivers who use personal ve transport passengers for compensation between geographical points chos the passenger. B. Digital network means an Internet-enabled platform or application used to connect passengers with TNC drivers. C. TNC driver means an individual who uses a personal vehicle to provide transportation services arranged through a TNCs digital network D. TNC vehicle means a personal vehicle used by a TNC driver to p transportation services arranged through a TNCs digital network E. Operate a TNC in the City of Yelm means a TNC uses its digital network to connect a TNC driver to a passenger for a trip originating in thYelm. F. Operate as a TNC driver in the City of Yelm means a TNC driver accepts a trip request over a TNCs digital network that originates in the City of Yelm. G. "Person" means any natural person of either sex, firms, corporat partnerships and associations either acting by themselves or by employee. The singular shall include the plural and the masculin include the feminine and neuter. H. Administrator means the Yelm City Clerk. Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 6 of 11 5.18.030 Yelm business license required A. It is a violation of this chapter for any TNC to operate in the Yelm without a current and valid City of Yelm business license. B. It is a violation of this chapter for any TNC driver, who is an contractor affiliated with a TNC, to operate in the City of Yelm without a current and valid Yelm business license. It is the responsibility of the TNC to communicate this requirement to TNC drivers. C. TNC drivers must keep a copy of their business license in their logged on and accepting rides from the TNCs digital network. I responsibility of the TNC to communicate this requirement to TNCivers. D. Except as described in subsections B and C, the TNC shall have n to TNC driver business license requirements. 5.18.040 TNC license required A. It is a violation of this chapter for any TNC to operate in the Yelm without a current and valid City of Yelm TNC license. B. The Administrator or designee may issue a TNC license provided that the TNC applicant submits an affidavit sworn under penalty of perjury, o provided by the City, that to the best of the applicants knowledge, formed after a diligent inquiry into the facts, the TNC is in full compliance including, but not limited to, all driver, vehicle, insurance, a requirements. C. The TNC license shall be effective for one year. D. The annual TNC license fee shall be $1,000 and shall be paid in submitting all initial and renewal applications. 5.18.050 TNC driver requirements A. TNC drivers shall certify that they have no known physical or me which jeopardizes the ability to operate as a TNC driver. B. TNC drivers shall be at least twenty-one (21) years of age. C. TNC drivers shall possess a valid Washington State drivers lice been continuously licensed as a driver by the State of Washington and/or another state for at least one (1) year immediately prior to ope driver in Yelm. A home state Drivers License with active Military ID or Stud ID with proof of full-time enrollment and nonresident status may be an acceptable alternative, subject to review and approval. D. TNC drivers shall not have been convicted or found to have commi more moving violations during any twelve (12) month period durin years prior to operating as a TNC driver in Yelm. Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 7 of 11 E. TNC drivers shall possess proof of motor vehicle registration an automobile liability insurance. The TNC shall certify that all insurance that meets the requirements of this chapter, including coverage for use of the vehicle for transportation of passengers for-hire as required by Chapter 48.177 RCW as enacted or subsequently amended. 5.18.060 TNC requirements A. The TNC or its agent shall maintain accurate and up-to-date records for all TNC drivers accessing its digital network to provide TNC services in the C Said records shall include the drivers name, age, address, soci number, criminal history, drivers license, motor vehicle regist safety inspection records, and proof of automobile insurance coverage for liability, including insurance coverage for use of the vehicle f passengers for-hire as required by Chapter 48.177 RCW as enacted or subsequently amended. B. Prior to permitting a person to act as a TNC driver on its digital network, and annually thereafter, the TNC shall obtain and review a criminal report for such person. The criminal background check shall inc no less than five (5) years of database history, unless prohibited by law, in which case the duration of the search shall be the maximum number of y permitted by law. The criminal background check shall include l national criminal history databases and national and state sex offender registries. Any person who is on a sex offender registry or who conviction, within the past five (5) years, of crimes involving influence of alcohol or controlled substances, felony fraud, sex felony property damage or theft, acts of violence, acts of terror, or negligent driving, or use of a motor vehicle to commit a felo permitted to act as a TNC driver on the TNCs digital network. agents shall maintain records of such criminal background checks two (2) years. For purposes of this section, the term criminal includes a conviction or other disposition adverse to the subje under RCW 10.97.030, and bail forfeitures. H. The TNC shall only permit an individual to act as a TNC driver o network if it finds that the standards set forth in this section individual. The TNC shall revoke a drivers authority to act as digital network if the standards set forth in this section are n Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 8 of 11 5.18.070 Vehicle inspection and maintenance A. TNC vehicles operating in the City of Yelm shall be no more than ten (10) years old. B. The TNC shall inspect or cause to be inspected annually and every year thereafter, every motor vehicle used by a TNC driver before all to use the motor vehicle to provide transportation services. C. The inspection required in subsection B must include, without l inspection of the foot and emergency brakes, steering, windshield, rear win other glass, windshield wipers, headlights, tail lights, turn in braking lights, front seat adjustment mechanism, doors, horn, sp bumpers, steering system, muffler, exhaust, tires, rear view mirrors, and safety belts. The inspection must ensure that all of the components li functioning order. D. The TNC shall maintain vehicle safety inspection records for a m (3) years. 5.18.080 Insurance requirements A. The TNC shall comply with the automobile liability insurance req contained in Chapter 48.177 RCW as enacted or subsequently amended. Section 5.11.090 Registered agent required The TNC shall maintain a registered agent for service of process in the State of Washington. The name, telephone number, and physical address of agent shall be submitted to the City of Yelm at the time of license application. The TNC shall notify the City of Yelm in writing of any changes to its registered agent during the term of the license. 5.18.100 Audit A. No more than twice per license year, the City may audit the TNC review compliance with this chapter. Each audit shall be limite relating to no more than twenty randomly selected TNC drivers operating in the City of Yelm. In the event the audit reveals discrepancies in the records reviewed, the City reserves the right to audit all of the TNCs TNC drivers operating in the City of Yelm. B. The audit shall occur at City Hall, 105 Yelm Avenue West, Yelm, Washington; provided that the City may in its discretion agree to an alterna C. Notwithstanding the foregoing, the City may require the TNC to p at any time to investigate a specific complaint regarding compliance wi chapter. Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 9 of 11 5.18.110 Operational Requirements A. While in service in the City, TNC drivers shall only transport p arranged transportation through a TNCs digital network and shall not solicit or accept street hails by persons seeking transportation. B. While in service in the City, each TNC vehicle shall display rem or marks which is visible from fifty (50) feet and clearly assoc with a licensed TNC company. C. The TNCs digital network or website shall display for the passe name and photograph of the TNC driver as well as the make, model plate number of the TNC vehicle. D. The TNCs digital network or website shall display for the passe applicable rates being charged and the option to receive an esti before the passenger enters the TNC vehicle. E. The TNC shall implement a zero tolerance policy on the use of dr applicable to any TNC driver on its digital network. The TNC shall provide notice of the zero tolerance policy on its website, as well as the proc complaint about a TNC driver with whom the passenger was matched whom the passenger reasonably suspects was under the influence o alcohol during the course of the ride. The TNC shall immediatel driver upon receipt of a passenger complaint alleging a violatio tolerance policy. The suspension shall last the duration of the investigation. 5.18.120 Non-Discrimination; Accessibility A. The TNC shall adopt a policy of non-discrimination on the basis of destination, race, color, national origin, religious belief or affiliation, s sexual orientation, or gender identity with respect to riders and potential riders and notify TNC drivers of such policy B. TNC drivers shall comply with all applicable laws regarding non-discrimination against riders or potential riders on the basis of destination, tional origin, religious belief or affiliation, sex, disability, age, s gender identity. C. TNC Drivers shall comply with all applicable laws relating to ac service animals. D. A TNC shall not impose additional charges for providing services to persons with physical disabilities because of those disabilities. Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 10 of 11 5.18.130 Revocation, suspension, or denial of TNC license A. A TNC license may be revoked, suspended, or denied by the Administrator for any of the following reasons: 1. Failure to meet or maintain any of the requirements or qualifica forth in this chapter for obtaining a TNC license. 2. A materially false statement contained in the application for th 3. Any violation of this chapter. B. Prior to any revocation, suspension or denial of any TNC license, the City sh inform the TNC of their right to a hearing thereon. Such hearin shall be conducted before the City prior to the implementation o revocation, suspension or denial. 5.18.140 Enforcement The Administrator shall have the administrative authority to implement and enforce ordinance. The Administrator may adopt rules and regulations for its administration, not inconsistent with this chapter. This provision shall not be construed to abrogate or limit the jurisdiction of the Yelm Police Department to enforce any provisions of this chapter or of any other city ordinance relating to motor vehicle taxicabs or TNC vehicles. 5.18.150 Penalty A. In addition to all other provisions and standards of this ordina omissions set forth in this section are prohibited. Any TNC or shall fail to comply with any provision or standard of this ordi violation of this ordinance. A TNC may be held responsible for violations by TNC drivers if the TNC is provided notice of the violation and fails reasonable period. Any special license granted to a TNC may be revoked by the Director or designee for such violation. B. Any TNC submitting a materially false affidavit as provided for 5.18.040 YMC shall be deemed to have committed a misdemeanor, an guilty, shall be subject to a fine not to exceed One Thousand Do and/or to imprisonment not to exceed ninety (90) days or to both imprisonment. Each day shall be a separate offense. In the event violation or failure to comply, the second and subsequent days s gross misdemeanor punishable by a fine not to exceed Five Thousand Dollars ($5,000) and/or imprisonment not to exceed three hundred and six-four (364) days or both such fine and imprisonment. Continuing violation sh same type of violation which is committed within a year of the i C. Any TNC affiliating with a driver who is picking up a passenger without having first obtained a TNC license shall be subject to provided in Chapter 5.03 YMC and the penalties in Section 5.03.3 Agenda Item 8. b. Ordinance No. 1013, Amending YMC 5.03 for Transportation Network Company Regulations Page 11 of 11 D. While in service, any TNC driver picking up a passenger in the C without having a current contract with a special licensed TNC sh a civil infraction as provided in Chapter 5.03 YMC and the penal 5.03.300 YMC. E. Any independent contractor TNC driver who picks up a passenger i Yelm and who has not obtained a business license under Section 5 or determination of exemption under Section 5.02.070 YMC shall b penalties as stated in Section 5.02.080 YMC. Section 3. Severability. If any provision of this ordinance or circumstance is held invalid, the remainder of the ordinance or to other persons or circumstances shall remain unaffected. Section 4. Ratification. Any act consistent with the authority this ordinance is hereby ratified and affirmed. Section 5. Effective Date. This ordinance shall take effect five (5) days after publication, as provided by law. ADOPTED this 24th day of May, 2016. Ron Harding, Mayor AUTHENTICATED: Janine Schnepf, City Clerk Agenda Item 8. c. Interlocal Agreement for Administration and Enforcement of Occupational Permits for Transportation Network Companies Page 1 of 6 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Grant Beck, Community Development Director Date: May 13, 2016 (for May 24 City Council Meeting) Subj: Interlocal Agreement for auditing TNCs Recommendation Authorize Mayor Harding to sign an interlocal agreement between Tumwater, and Yelm regarding the joint regulation of Transportat Background The Cities of Yelm, Olympia, Lacey, and Tumwater have been working together to develop a common regulatory scheme for Transportation Network Companies (T within Thurston County. The City Councils of each of these jurisdictions will be conside identical ordinances regarding the administration and enforcemen The Yelm Ordinance authorizes the delegation of administration a City that is party to the proposed interlocal agreement. The City of Olympia has indicated that it would be willing to administer and enforce the provisions of the TNC Ordinances, if so desired by the Cities of Because the City of Olympia will likely be served by many more T Yelm, and because they have the resources available to administer and enforce th regulations, it is appropriate for Yelm to delegate the administ City of Olympia. The City of Yelm retains the right to supplement audit and enforcement activities at any time, and may withdraw from the agreement at any time. Current Situation The City Council should consider authorizing Mayor Harding to sign the interlocal agreement. Agenda Item 8. c. Interlocal Agreement for Administration and Enforcement of Occupational Permits for Transportation Network Companies Page 2 of 6 INTERLOCAL AGREEMENT BETWEEN THE CITIES OF LACEY, OLYMPIA, TUMWATER AND YELM REGARDING JOINT REGULATION OF TRANSPORTATION NETWORK COMPANIES THIS INTERLOCAL AGREEMENT is entered into by and between the cities of Lacey, Olympia, Tumwater, and Yelm, collectively referred to as the Parties, for the purpose of joint regulation of transportation network compan WHEREAS, RCW 39.34.030(2) permits any two or more public agencie enter into agreements with one another for joint and cooperative and WHEREAS, new technology-based companies, known as transportation network companies (TNCs) or commercial transportation services providers, offer a new model of commercial transportation service using online-enabled digital platforms to connect passengers with drivers using personal vehicles; and WHEREAS, the Parties currently have regulations providing reciprocity to honor occupational permits issued by any of the Parties to for-hire vehicle drivers; and WHEREAS, RCW 48.177 defines commercial transportation services providers and commercial transportation services provider drivers as distinct from taxicabs and for-hire vehicle companies creating the need for separate regulations; and WHEREAS, the Parties have adopted nearly identical ordinances to provide for and protect the safety and welfare of the general public by and enforcement provisions applicable to TNCs and TNC drivers; a WHEREAS, by this Interlocal Agreement, the Parties seek to strea these new regulations by authorizing the delegation of the administration and enforcement of TNCs and TNC drivers to one jurisdiction; NOW, THEREFORE, in consideration of the term and conditions cont herein, the Parties agree as follows: Section 1. Scope of Services. a. The Parties have adopted nearly identical ordinances regarding the administration and enforcement of TNCs and TNC drivers which authorizes the delegation of administration and enforcement to another city tha Agreement. Agenda Item 8. c. Interlocal Agreement for Administration and Enforcement of Occupational Permits for Transportation Network Companies Page 3 of 6 b. The City of Olympia is hereby designated as the agency with auth and responsibility for providing any and all administrative serv licensing of TNCs. The administrative services to be performed by the City of Olympia include but are not limited to the following: 1. Create application forms for the licensing of a TNC, to incl sworn affidavit that the TNC is in full compliance with Olympia codified as Chapter 5.11 of the Olympia Municipal Code (OMC), including driver, vehicle, insurance and operational requirements. 2. Review the application, confirm compliance, collect the lice and issue the annual license. 3. Perform audits of the TNCs continued compliance with OMC Chapter 5.11. 4. Enforcement of the rules and regulations consistent with OMC Chapter 5.11, including the conduct of hearings pursuant to OMC 5.11.120. c. In exchange for Olympias performance, the license fees paid TNC will be retained by Olympia and the Parties will honor valid TNC licenses issued by Olympia. d. The Parties retain the right to supplement audit and/or enforcement activities at any time. e. The delegation of licensing of TNCs does not apply to business license requirements of TNC drivers. TNC drivers are independent contra obtain a business license from each Party. Section 2. Duration. The terms and performance of this Agreement shall commence after the approval by the governing body of each Party and following the recording of this Agreement with the Thurston County Auditor or each Partys website as provided in RCW 39.34.040. This Agreement will termi January 1, 2020, unless amended by agreement of the Parties. Section 3. Withdrawal from Agreement. Any Party may withdraw from this Agreement at any time. Withdrawal shall be effective immediately upon receipt of written notice by the other Parties. Section 4. Changes. Any party may request changes to this Agreement, however, no change or addition to this Agreement shall be valid Agenda Item 8. c. Interlocal Agreement for Administration and Enforcement of Occupational Permits for Transportation Network Companies Page 4 of 6 any Party unless such change or addition be in writing and signed by Such amendments shall be attached to and made part of this Agree Section 5. Administration. Each Party shall be responsible for administering the terms of this Agreement. No separate legal en reason of entering into this Agreement. No joint organization is created. No common budget is to be established. No personal or real propert acquired or held. Section 6. Entire Agreement. The Parties agree that this Agreement is the complete expression of the terms hereto and any oral representat understandings not incorporated herein are excluded. Further, aodification of this Agreement shall be in writing and signed by the Parties. F with any of the provisions stated herein shall constitute materi and cause for termination. The Parties recognize time is of then the performance of the provisions of this Agreement. It is also agr that the forgiveness of the nonperformance of any provision of t not constitute a waiver of the provisions of this Agreement. Section 7. Notice. Notices required to be given by any Party shall be deemed given when served on the respective City Clerks of each P Section 8. Governing Law. This Agreement shall be governed by the laws of the State of Washington as to interpretation and performance. The exclusive jurisdiction and venue for any lawsuit between the Parties arisi Agreement shall be in Thurston County Superior Court. Section 9. Counterparts. This Agreement may be executed in counterparts, each of which shall be considered for all purposes as an original. Section 10. Remedies. In addition to the remedies provided by law, this Agreement shall be specifically enforceable by any Party. Section 11. Severability. If any provision of this Agreement or any provision of any document incorporated by reference shall be invalid, such invali affect the other provisions of this Agreement, which can be give invalid provision, if such remainder conforms to the requirement and the fundamental purpose of this Agreement, and to this end the provi this Agreement are declared to be severable. [Signatures on following page.] Agenda Item 8. c. Interlocal Agreement for Administration and Enforcement of Occupational Permits for Transportation Network Companies Page 5 of 6 IN WITNESS WHEREOF, this Agreement is executed by the Parties as the date set forth below. CITY OF LACEY CITY OF OLYMPIA Scott Spence, City Manager Cheryl Selby, Mayor Date Date ATTEST: ATTEST: Carol Litten, City Clerk Jane Kirkemo, City Clerk APPROVED AS TO FORM: APPROVED AS TO FORM: David Schneider, City Attorney Mark Barber, City Attorney Agenda Item 8. c. Interlocal Agreement for Administration and Enforcement of Occupational Permits for Transportation Network Companies Page 6 of 6 CITY OF TUMWATER CITY OF YELM Pete Kmet, Mayor Ron Harding, Mayor Date Date ATTEST: ATTEST: Melody Valiant, City Clerk Janine Schnepf, City Clerk APPROVED AS FORM: APPROVED AS TO FORM: Karen Kirkpatrick, City Attorney Brent Dille, City Attorney Agenda Item 8. d. Resolution No. 567, 2016 Water Conservation Program Page 1 of 4 City of Yelm STAFF REPORT To:Mayor Ron Harding Yelm City Council From:Grant Beck, Director of Community Development th Date:May 13, 2016 (for May 24City Council Meeting) Subj:2016 Water ConservationProgram – Commercial Irrigation Recommendation Adopt Resolution Number 567restricting the use of water for irrigation pursuant to Section 13.04.097Yelm Municipal Code and establishing policies and procedures for the implementation of water conservation measures in 2016. Background The City Counciladopted a water conservation program in 2010 that established a water budget for each water customer with an irrigation meter. The budget was based on the amount of water according to the Washington Irrigation Guide needed to maintain healthy and productive landscaping, or the customers use in 2009, whichever was less. This program was anticipated to reduce irrigation usage in half. The program was highly successful and water customers saved over 65milliongallons (200 acre feet) of water since 2010. These water savings, along with residential water conservation, helped to realize the City’s conservation goals and extend the life of existing water system infrastructure.The Council has continued the program each year since 2010. Budget(cf)Actual Usage(cf) 2009 N/A2,992,847 2010 966,394909,027 2011 1,026,235753,981 2012 1,132,895791,635 2013 1,213,034805,036 2014 1,766,4961,091817 2015 1,500,0001,401,911 Agenda Item 8. d. Resolution No. 567, 2016 Water Conservation Program Page 2 of 4 The proposed 2016 water conservation program is identical to the 2014 program with water budgets established by the Community Development Directorbased on the criteria originally adopted by Council in 2009. The total amount of water allocated for irrigation in 2016 includes approximately a 1.3% unallocated reserve for the purpose of adding new customers. The requested 2015 irrigation budget is 1,500,000cubic feet (34.44 AF). Current Situation As in previous years, the Community Development Department will manage the program with assistance from Public Works. Routine notices of water usage will be sent to the irrigation customers and usage that is abnormally high will be tracked. Personal contact with those customers using water at a rate that will result in over budget usage will be made routinely. Personal contact will also be made as customers near their 2016 total budgeted amount. It is recommended that Council adopt Resolution 567, establishing a water conservation program for 2016. Agenda Item 8. d. Resolution No. 567, 2016 Water Conservation Program Page 3 of 4 CY ITY OF ELM RN567 ESOLUTION UMBER RWIPS13.04.097Y ESTRICTING THE USE OFATER FOR RRIGATION URSUANT TO ECTION ELM MCEPPI UNICIPAL ODE AND STABLISHING OLICIES AND ROCEDURES FOR THE MPLEMENTATION OF WCM2016 ATER ONSERVATION EASURESIN , Section 13.04.097 YMC states that the City reserves the right for any cause W HEREAS to make any order regulating forbidding or restricting the use of water for irrigation or sprinkling or any other non-essential outside usage; and W, irrigation water through irrigation meters within the City of Yelm used 68.7 HEREAS acre feet of water in 2009, enough water to provide potable water for 285 homes; and W, irrigationwater through irrigation meters accounted for 8.5% of all water used HEREAS in Yelmin 2009; and W, irrigation water usage significantly adds to the peak demand needs of the City HEREAS of Yelm water system, requiring costly infrastructure improvements including source capacity, storage, anddistribution lines; and W, the City conducted a water audit that shows almost twice as much water is HEREAS used to irrigate commercial landscaping and recreational open space as is required to keep these areas healthy and productive; and , the City utilized the Washington Irrigation Guide, published by the National W HEREAS Resource Conservation Service (NRCS) and data from the EnvironmentalProtection Agency to determine that typical landscaping plants comprised of trees and shrubs require 11.53 inches of irrigation water per season in the Yelm area to remain healthy and productive; and W, the City desires to promote water conservation by watering street trees (trees HEREAS in the public right of way) only as needed during the irrigation season with reclaimed water and allowing grass in planter strips within the public right of way to go dormant; and , many private storm ponds withinresidential and commercial developments W HEREAS have irrigationsystems that were installed to establish storm pond plantings but are not required for long term maintenance of the ponds; and W, residential irrigation is not metered separatelythrough irrigation meters but is HEREAS a significant portion of total water usage in Yelm; and W, residential homeowners associations often have covenantsand restrictions HEREAS that require lots to be maintained in a manner which requires significant irrigation of lawns; and W, these covenants are not required by any City development regulation and HEREAS conflict with water conservation policies; and W, the City Council adopted Resolution 510 which established a water HEREAS conservation program based on these tenets in 2010 which resulted in a significant reduction in irrigation water usage; and Agenda Item 8. d. Resolution No. 567, 2016 Water Conservation Program Page 4 of 4 Whereas, the City Council adopted Resolutions 522, 531, 539, 550, and 556which continued the water conservation program from 2011through 2015; and W, theCity Council desires to promote water conservation in order to use its HEREAS water supply in the most efficient manner possible, limiting discretionary use; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Yelm that the following water conservation measures be undertaken immediately. 1.The Community Development Director shall establish a water budget for every irrigation meter customer that limits the annual amount of irrigation water allowedfor each irrigation meter. The water budget shall be based on: The area of landscaping on the site, excluding storm ponds and planter strips within the public street right of way. An annual irrigation rate of 11.53inches of water. 2.The total amount of water allocated for irrigation meter customers shall be no greater than 1,500,000cubic feet (34.44AF). 3. Written notice of the annual water budget shall be provided to each irrigation meter customer. 4. Irrigation meters will be read weekly during the irrigation season and notice of weekly usage above that predictedby the Washington Irrigation Guide will be provided to irrigation utility customers. 5. When the water budget for the year has been used, the irrigation meter will be locked. 6. The City will irrigate with reclaimed water all planter strips in the public right of way, as needed. 7. Residential water conservation is encouraged by the City of Yelm and private covenants requiring residential irrigation of property are suspended. APPROVED this 24ndday of March, 2016. Ron Harding, Mayor ATTEST: JanineSchnepf, City Clerk Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 1 of 27 City of Yelm STAFF REPORT To: Mayor Ron Harding Yelm City Council From: Bill Brandon, Interim City Administrator Date: May 19, 2016 (for May 24 City Council Meeting) Subj:Engagement of a Professional Recruitment firm to assist in Hirin Recommendation Authorize Mayor Harding to sign the professional services agreem in the amount of $19,500. Certain additional expenses will incu the recruitment (determined by the City) and the travel expensesThis additional expense shall not exceed $10,000 without prior approv Background Prothman Company is a proven facilitator of municipal employment Washington. The position of City Administrator is critical to assist the Mayor in profession management of the City. Prothman Company assistance in the recr invaluable in the search for the Citys search for the next City Current Situation An Interim City Administrator was engaged on March 15 to assist t management of Yelm. Most interim terms run in duration from 3 t Many areas of City operation have been evaluated and policies hahance services in the community. However, long term goals and policie enacted. This would be best facilitated with a permanent indivi the City Administrator position. The recruitment process normallytakes from a minimum of 2 ½ months to 3 ½ months, 3 ½ months most typical. Professional recruitment, in my experience, is the most effective process in insuring a broad outreach in recruiting qualified professiona The recruitment process includes: Description of Ideal Candidate Qualifications, O- Specific Information, Community Specific-information, Compensation Package Details and Information on How to Apply. The complete scope of services is outlined in the proposed contract. Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 2 of 27 Proposalto provide recruitment services forthe City of Yelm's next City Administrator Presented by Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 3 of 27 SQ TATEMENT OF UALIFICATIONS AP BOUT ROTHMAN Prothman Company is a Northwest based consulting firm that speci providing national and regional executive recruitment services t and other governmental agencies throughout the western United St and incorporated in Seattle in 2001, Prothman has quickly become leader known and respected for outstanding customer service, qua pools, and knowledge of local government. OE URXPERTISE Recruitment Knowledge and Experience: The Prothman team has conducted over 450 recruitments and interim placements. We have read and 15,000 resumes, and we have personally interviewed over 5,000 se candidates. We know how to read between the lines, filter the fl to the qualities and experiences required to be a good manager. Firsthand Knowledge of Local Government : Every Prothman team member has worked in local government. Our talented consultants have a cumu in local government service, with expertise ranging from organiz management, police and fire management, human resources, finance works and elected official public service. OPP URROVEN ROCESS Clients and candidates continually tell us that we have the best service in the industry. The tenure of our placements is among industry because we understand that "fit" is the most important not just fit within the organization, but fit within the community, OG URUARANTEE We are confident in our ability to recruit an experienced and qu st leave one year the position or be terminated for cause within from the employment date, we will conduct a replacement search with no additional professi CI ONTACT NFORMATION Sonja Prothman: sonja@prothman.com, 206.605.0415 cell phone 371 NE Gilman Blvd., Suite 350, Issaquah, WA 98027 Submittal Date: February 26, 2016 2 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 4 of 27 SQ-E TATEMENT OF UALIFICATIONS XPERIENCE Current Recruitments City of Mercer Island, WA - City Manager Island Transit, WA - Executive Director City of Yakima, WA - City Manager City of Lynnwood, WA - HR Director City of Woodland, WA - City Administrator City of Vancouver, WA - Deputy HR Director City of Chehalis, WA - City Manager City of Bellingham, WA - City Engineer City of Vancouver, WA - Asst. City Manager Jefferson County, OR - Health Director City of West Linn, OR - City Manager City of Minot, ND - Planning Director City of Yachats, OR - City Administrator Bonner County, ID - Planning Director Hood River County, OR - County Admin. City of Nampa, ID - City Engineer City of Sheridan, WY - City Administrator City of Burlington, WA - Fire Chief Ben Franklin Transit, WA - General Manager City of Bothell, WA - City Attorney 2015-2010 Manager/Administrator Recruitments City of Woodinville, WA - City Manager Grays Harbor Transit, WA - General Manager City of Puyallup, WA - City Manager City of Newcastle, WA - City Manager City of Pasco, WA - City Manager City of Waldport, OR - City Manager City of Sultan, WA - City Administrator City of Lake Oswego, OR - City Manager City of Stanwood, WA - City Administrator Deschutes County, OR - County Administrator City of Issaquah, WA - Deputy City Admin. SW Clean Air Agency, WA - Executive Director San Juan County, WA - County Manager City of Issaquah, WA - City Administrator City of Stevenson, WA - City Administrator City of Sunnyside, WA - City Manager City of Othello, WA - City Administrator eCityGov Alliance, WA - Executive Director City of Lynden, WA - City Administrator Paine Field, WA - Airport Director City of Lincoln City, OR - City Manager Summit County, UT - County Manager City of Minot, ND - City Manager City of Belgrade, MT - City Manager City of Covington, WA - City Manager City of Lebanon, OR - City Manager WACO, WA - Executive Director City of Polson, MT - City Manager City of Gladstone, OR - City Administrator Intercity Transit, WA - General Manager City of Scappoose, OR - City Manager Snohomish Health District, WA - Deputy Director City of Bandon, OR - City Manager CAM-PLEX, Gillette, WY- General Manager City of Canby, OR - City Administrator City of Ontario, OR - City Manager City of McMinnville, OR - City Manager Clatsop County, OR - County Manager City of Hood River, OR - City Manager City of Port Angeles, WA - City Manager City of Hermiston, OR - City Manager City of Ridgefield, WA - City Manager Lane County, OR - County Administrator MRSC, WA - Executive Director City of Duvall, WA - City Administrator City of White Salmon, WA - City Administrator City of Kenmore, WA - City Manager City of Lewiston, ID - City Manager City of Lake Forest Park, WA - City Admin. City of Milwaukie, OR - City Manager City of Chelan, WA - City Administrator City of Lacey, WA - City Manager Snohomish County, WA - Executive Director City of Riverton, WY - City Administrator City of Fife, WA - City Manager City of Shoreline, WA - City Manager City of Bothell, WA - Asst. City Manager City of Gillette, WY - City Administrator City of Lakewood, WA - City Manager City of Casper, WY - City Manager 3 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 5 of 27 Past Recruitments & References City of Snoqualmie, WA - Finance Director, Fire Chief, Community Development Director Contact - City Administrator, Bob Larson - 425.888.1555 City of Bothell, WA - Asst. City Manager, Police & Fire Chiefs, HR & PW Directors, Parks Dir. Contact - City Manager, Bob Stowe - 425.486.3256 City of Vancouver, WA - Asst. City Manager, HR Director, Parks & Rec. Director, Budge Contact - Deputy City Manager, Dave Mercier - 360.487.8610 City of Pasco, WA - City Manager, Finance Director Contact - City Manager, Dave Zabell - 509.834.9343 City of Shoreline, WA - City Attorney, Parks & Rec. Director, City Manager Contact - HR Director, Paula Itaoka - 206.801.2241 Availability, Communication &Schedule One of our first tasks will be to coordinate and commit a schedu on a master schedule to assure we never miss a commitment. Our r approximately 12-15 weeks to complete, depending on the scope an You can expect approximately: 2-3 weeks for stakeholder intervi and approval, 6 weeks for recruitment, 2-3 weeks for screening and and 2-3 weeks for coordinating final interviews. Sample Schedule DateTopic Work schedule, profile, and hold stakeholder Weeks ofMarch 7 & 14, 2016 interviews; Prothman travels to Yelm March 21, 2016 Send profile for review March 28, 2016 Post profile and start advertising May 8, 2016 Application Close Date Prothman screens applications & interviews top Weeks of May 9 & 16, 2016 10 - 15 candidates Work Session to review semifinalists and pick Week of May 23, 2016 finalists;Prothman travels to Yelm Final Interview Process, usually includes Week of June 6 or 13, 2016evening receptionand next day interviews; Prothman travels to Yelm 4 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 6 of 27 PT ROJECTEAM BMD-PL ILL CONALD ROJECT EAD Bill has been associated with the Prothman team for nearly 15 ye42 years of experience in local government in Washington and Oregon. With nearly 30 years experience as a City Manager/Administrator, his past service includes City Man Administrator, DuPont, WA, City Manager, Snohomish, WA and Clats Commissioner, Columbia County, OR, Assistant to the City Manager Justice Planner in Clackamas, OR, and CRAG (now METRO). Bill h State University. Awards include the 2010 Excellence Award from Management Association. GP-PC-L REG ROTHMAN ROJECT OEAD As President of the Prothman Company, Greg offers a unique combi experience in various functions of government and 17 years of experience in public sector recruitment. Prior to forming the Prothman Company, Greg served University of Washington and the City of Renton. He left police Master of Public Administration degree and accepted an administrative pos Des Moines, WA. He was quickly promoted to Assistant City Manag After nine years in Des Moines, Greg left city management to bec executive recruitment firm. A Seattle native, Greg completed his University and his Master of Public Administration degree from t Greg is a member of SMR (Seattle Mountain Rescue). SP-PS ONJA ROTHMAN ROJECT UPPORT As Vice-President of the Prothman Company, Sonja assists with re organizational assessments, and she manages the support staff an Prothman. Sonja is a former councilmember for the City of Norma an invaluable perspective for also brings private sector expertise having worked with the Boeing Company where she was on the start-up team as lead ne deliverables for the first 777 composite empennage. A Seattle n bdegree in Communications from the University of Washington. BG-PS ARRY ASKINS ROJECT UPPORT Barry Gaskins is responsible for candidate management. His atten understanding of timeliness to the customer and candidates is re lead consultant in following through with scheduling interviews, managing candidate application packets, and assembly of candidat client. Barry came to us from the Bill & Melinda Gates Foundati Program Assistant for four years in the US Library Program. Bar degree from California State University in Los Angeles. 5 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 7 of 27 Recruitment Strategy Every recruitment we conduct is a national search. We have an ag campaign and we have the ability to mail the job announcement to etc., in the US. Screening for "fit" is one of the most importa sets us apart from our competition is that we know this region.. we specialize in the western states. The length of tenure of our in the industry because we understand the qualities required for unique communities, cultures and weather! We have conducted hundreds of successful executive searches and the way. We provide the process, but you call the shots... whet monthly updates, more meetings or less meetings... we tailor eve needs. We will partner with you and find you a highly qualified for your organization, guaranteed! Recruitment Process Project Review The first step will be to review the following topics: Review the scope of work and project schedule Identify the geographic scope of the search (local, regional or Review the compensation package and decide if a salary survey is Identify key stakeholders Information Gathering and Research (Soliciting Input) We will travel to Yelm andspend as much time as it takes to learn everything we can about your organization. Our goal is to thoroughly understand the values and culture of the City of Yelm, as well as the preferred qualifications you de Administrator. We will: Meet with the Mayor & City Council Meet with Department Directors Meet with staff and other stakeholders as directed Review all documents related to the position Position Profile Development (Identifying the Ideal Candidate) We will develop a profile of your ideal candidate. Once the Positi approved, it will serve as the foundation for our determination "fit" within the organization and community. Profiles include the following: Years of related experience and education required Ideal personality traits and work habits Organization-specific information Description of the organization, position and key responsibiliti Priorities and challenges facing the organization Community-specific information Overview of the region Description of the environment and quality of life details Compensation package details Information on how to apply 6 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 8 of 27 Recruitment and Advertising Strategy (Locating Qualified Candidates) We recognize that often the best candidates are not actively loo--this is the person we want to reach and recruit. We have an aggressive recruitment strategy which involves the following: Print and Internet-based Ads placed nationally in professional publications, journals and on related websites. Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified city/county management professionals who are not actively searching for a new position. Direct Contact Calls placed directly to city/county management professionals we know will be a good fit for this position. Posting the Position Profile on the Prothman Website , which receives thousands of hits per month. Candidate Screening (Narrowing the Field) Once the application deadline has passed, we will conduct an ext designed to gather detailed information on the leading candidate has 4 key steps: 1) Application Review : We will screen the candidates for qualifications based on the resumes, applications, and supplemental questions (to determ initial screening, we take the yes's and maybe's and complete a second screening where we take a much deeper look into the training, wo qualifications of each candidate. 2) Personal Interviews : We will conduct in-depth videoconference or in-person interviews with the top 8 to 15 candidates. During the intervie technical questions to gauge their competency, and just as impor design our interviews to measure the candidate's fit within your 3) Internet Publication Background Search: We conduct an internet publication search on all semifinalist candidates prior to their interviews. 4) Work Session : We will prepare a detailed summary report and send you binders which include each candidate's application materials and We will travel to Yelm the personal interviews and publication search. and advise you of the candidates meeting the qualifications, our kno and their strengths and weaknesses relative to fit within your o will give you our recommendations and then work with you to iden 6 candidates to invite to the final interviews. We will discuss design of the final interview process during this meeting. Final Interview Process (Selecting the Right Candidate) The design of the final interviews is an integral component towa stakeholders have the opportunity to learn as much as possible a Elements of the design process include: Deciding on the Structure of the Interviews We will tailor the interview process to fit your needs. It may g various interview panels (which can include community stakeholde, a public evening reception or one-on-one interviews with the decision makers. Deciding on Candidate Travel Expenses We will help you identify which expenses your organization wishe Identifying Interview Panel Participants & Panel Facilitators We will work with you to identify the participants of different to ensure that all stakeholders identified have been represented 7 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 9 of 27 Public Reception We recommend that you have a public reception the evening before so that the Mayor, City Council, staff and community members have a chance to meet the finalist candidates in an informal setting. We will fa Background Checks Prior to the final interviews, we will conduct a background chec finalist candidates. Background checks include the following: References We conduct 4-5 reference checks on each candidate. We ask each c to provide names of their supervisors, subordinates and peers fo several years. Education Verification, Criminal History, Driving Record and Sex Offender Check We contract with Sterling for all driving record, education veri history, and sex offender checks. Candidate Travel Coordination For those candidates who will be traveling to the final intervie the candidates to organize the most cost effective travel arrang Final Interview Binders We will provide Final Interview Binders. They are the tool that idate. Final Interviews with Candidates We will travel to Yelm and facilitate the interviews. The interview process usually begins with a morning briefing where schedule and proces discussed with all those involved in the interviews. Each candid through a series of one hour interview sessions, with an hour br Panelists & Decision Makers Debrief : After the interviews are complete, we will facilitate a debrief with all panel participants where the report their panel's view of the strengths and weaknesses of each candidate interviewed. The decision makers will also have an opportunity t questions. Candidate Evaluation Session : After the debrief we will facilitate the evaluation process, help the decision makers come to consensus, discuss nex organize any additional candidate referencing or research if nee Facilitate Employment Agreement : Once the top candidate has been selected, we will offer any assistance needed in developing a letter of of terms of the employment agreement. Warranty Repeat the Recruitment : Should a top candidate not be chosen, we will repeat the recruitment with no additional professional fee, the only co expenses. 8 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 10 of 27 F,E&G EE XPENSES UARANTEE Professional Fee The fee for conducting a City Administrator recruitment with a one-year guarantee is $19,500. The professional fee covers all Prothman consultant and staff time conduct the recruitment. This includes all correspondence and on-site meetings with the client, writing and placing the recruitment ads, development of the cand sending invitation letters, reviewing resumes, coordinating and interviews, coordinating and attending finalist interviews, coor professional reference checks on the finalist candidates and all required to successfully complete the recruitment. Expenses Expenses vary depending on the design of the recruitment. We wor expenses at a minimum and keep records of all expenditures. The responsible for reimbursing expenses Prothman incurs on your beh Expense items include but are not limited to: Newspaper, trade journal, websites and other advertising (approx1,500) Direct mail announcements (approx. $1,000 - 1,400) Final Interview Binders & printing of materials (approx. $300 - 600) Delivery expenses for Interview Binders (approx. $75 - 150) Consultant travel: Mileage at current IRS rate, travel time at $ Background checks performed by Sterling (approx. $175 per candid Any client-required licenses, fees or taxes Candidate travel: We cannot approximate candidate travel expens depending on the number of candidates, how far the candidates tr spouses are included, etc. If you wish, we will coordinate and the candidates' travel receipts for direct reimbursement to the . A 3% charge will be added to all expenses which reflects our Cit tax obligations we pay on every dollar we invoice for, including Professional fees are billed in three equal installments throughout the recruitment. E Guarantee Our record of success in placing highly qualified candidates pro one year guarantee that if the selected finalist is terminated or resignsfrom the employment date, we will conduct a replacement search with no ad only cost would be the expenses; on the conditions that Prothman recruitment process and the position has been recruited at marke Cancellation You have the right to cancel the search at any time. Your only expenses incurred prior to cancellation. 9 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 11 of 27 CL LIENT IST City of Aberdeen, WA Benton County Fire District Canby Fire District 62, OR #4, WA Public Works Director Fire Chief Fire Chief (2) Association of Washington City of Carnation, WA Cities (AWC) City of Billings, MT City Manager (2) Chief Executive OfficerCity Engineer Public Works Director Engineering Division Manager City of Arlington, WA City of Casper, WY City of Blaine, WA Community Development Director (2) City Manager City Administrator Public Works Director Central Valley Fire District, MT Fire Chief (2) Finance Director Finance Director (2) Fire Chief Utilities Manager Blaine County, ID Fire Marshal Public Works Director County Administrator (2) Building Official Central Whidbey Island Fire & City of Boardman,ORRescue, WA Police Chief Police Chief Fire Chief City of Auburn, WA City of Bonney Lake, WACity of Centralia, WA Planning, Building & Community Dir. Public Works Director Community Development Director City of Bainbridge Island, WA Economic Development Director City Administrator (2) City of Bothell, WA Finance Director Public Works Director (2) City of Chehalis, WA Community Development Dir. Fire Chief (2) City Manager City Attorney Human Resources Director (2) Police Chief Deputy Finance Director Deputy City Manager Finance Manager Project Manager City Attorney Engineer Police Chief City of Chelan, WA Assistant City Manager City Administrator (2) City of Bandon, OR Parks & Recreation Director City Manager Community Development Director Chelan County, WA Community Development Dir. Basin Disposal, Inc. (WA) City of Bozeman, MT Regional Justice Center Director Chief Financial Officer Chief Building Official RJC Deputy Director Human Resources Director City of Battle Ground, WA Chelan County Public Utility Parks & Recreation Director Deputy City Manager Public Works Director District (WA) Public Works Director Community Development Director Managing Director - HR, Labor & Finance Director Safety Police Chief City of Bremerton, WA Clackamas Community Public Works Director City of Beaverton, OR College, OR Police Chief Human Resources Director Director of Campus Safety Brigham City, UT City of Belgrade, MT Police Chief Clackamas County, OR City ManagerCounty Administrator Camano Island Fire & Rescue, WA City of Bellevue, WA Fire Chief Clackamas River Water Dist., OR Utilities Deputy Director Campbell County Senior Planners General Manager Fire Department, WY City of Bend, OR Clatsop County, OR Fire Chief Police Chief County Manager (2) CAM-PLEX Multi-Event Facilities Community Corrections Director Benton County Emergency Svcs., (WY) Building Official WA General Manager Development Services Manager Director of Emergency Services City of Canby, OR Clatsop County Sh Emergency Management Manager Office, OR Communications Manager Police Chief City Administrator Jail Commander 10 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 12 of 27 City of College Place, WA East Pierce Fire & Rescue (WA) Gunnison County, CO Environmental Services Director Fire Chief County Manager Community Development Director City of Colorado Springs, CO Eastside Baby Corner (WA) Airport Manager Assistant City Manager Executive Director Human Resources Director Health & Human Services Director City of Connell, WA eCityGov Alliance (WA) IT Director City Administrator Executive DirectorDeputy County Attorney City of Covington, WA City of Edgewood, WA City of Hailey, ID City Manager City Manager (2) City Administrator Public Works Director Covington Water District, WA City of Hermiston, OR Engineer Utilities Director Senior Planner City Manager District Engineer Water Resources Manager City of Enumclaw, WA City of Hood River, OR Assistant Water Resources Manager Finance Director City Manager Project Engineer Fire Chief Intercity Transit, WA Business Manager City of Ephrata, WA ControllerGeneral Manager Police Chief Cowlitz County, WA Issaquah Food & Clothing Bank, Building & Planning Director City of Federal Way, WA WA Engineer 3 Finance Director Executive Director Community Development Director Cowlitz Sewer Operating City of Issaquah, WA Board, WA City of Ferndale, WA Police Chief Superintendent Police Chief City Administrator Public Works Director (2) Deputy City Administrator (2) Cowlitz-Wahkiakum Deputy Finance Director Council of Governments, WA City of Fife, WA Executive Director City Clerk Jackson County, OR Community Development Director HR/Risk Management Director City of Damascus, OR City Manager JEFFCOM 9-1-1, WA Community Development Dir. City of Fircrest, WA City Manager Director City Manager Deschutes County, OR Jefferson County, WA Finance Director County Administrator County Administrator Franklin County, WA City of DuPont, WA County Administrator City of Kalama, WA City Administrator Police Chief City of Gillette, WY Planning Director City of Kelso, WA Finance Director Public Works Director Public Works Director Community Development Director Public Works Director City Administrator Community Development Dir. City of Duvall, WA City Manager Planning Director City of Gladstone, OR Accountant City Administrator City of Kemmerer, WY City Administrator Public Works Director Grays Harbor Transit (WA) Finance Director City of Kenmore, WA General Manager East Jefferson Fire Rescue, City Manager (2) WACity of Great Falls, MT Finance Director Fire Chief City Attorney City Engineer (2) Community Development Director East Multnomah Soil & Water City of Green River, WY Conservation District (OR) Community Development Director City of Kennewick, WA Executive Director Planning Director East Olympia Fire District #6, WA City of Kent, WA Fire Chief Professional Land Surveyor Finance Director Information Tech.Director 11 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 13 of 27 City of Ketchum, ID City of Lewiston, IDMetro Parks Tacoma, WA City Administrator City Manager Director of Planning & Development Ketchum Community City of Lincoln City, OR City of Mill Creek, WA Development Corporation, ID Finance Director City Manager Executive Director City Manager Human Resources Director City of Milwaukie, OR King County Housing City Manager Authority, WA City of Littleton, CO City of Minot, ND Finance Director Finance Director City Manager Local Government WAPersonnel Institute (OR) City of Moscow, ID Chief Financial Officer Executive Director Asst. Community Development Dir. City of Kirkland, WA City of Long Beach, WA City of Moses Lake, WA Water Division Manager Community Development Director City Manager Public Works Director City of Longview, WA City of Mountlake Terrace, WA Director of Fire & Building Services City Manager City Manager Kootenai County Fire & Rescue, ID Police Chief Fire Chief Los Alamos County, NM County Administrator City of Mukilteo, WA City of La Center, WA City Administrator Police Chief LOTT Clean Water Alliance, WA Finance Director Finance Manager Management Services Director City of Lacey, WA City of Louisville, CO Multnomah County, OR City Manager City Manager Human Resources Manager (2) Lacey Fire District 3, WA Fire Chief City of Lynden, WA Municipal Research & Services Public Works Director (2) Center of Washington - MRSC City of Lake Forest Park, WA City Administrator Executive Director City Administrator (3) City of Lynnwood, WA MuniFinancial, WA City of Lake Oswego, OR Public Works Director Senior Financial Analyst City Manager Assistant Fire Chief Financial Analyst 1 Water Treatment Plant Manager Finance Director City of Newcastle, WA Lake Stevens Fire (WA) Manchester Water District, WA City Manager Fire Chief General Manager Public Works Director (2) City of Lakewood, WA City of Marysville, WACity of Normandy Park, WA City Manager Police Chief Deputy City Manager/Finance Dir. Assistant City Manager Public Works Director Planning Director Engineering Services Manager City Manager Lane County, OR Streets/Surface Water Manager County Administrator Community Development Director North Beach Public Development Authority, WA City of Leavenworth, WA Marysville Fire District, WA General Manager City Administrator (2) Fire Chief City of Oak Harbor, WA Public Works Director Mason County, WA Finance Director/City Clerk City Attorney Public Works Director City of Lebanon, OR City of Olympia, WA City Manager City of McMinnville, OR Public Works Finance Manager City Manager Lewis County, WA City of Ontario, OR City of Medford, OR Public Works Director/ City Manager (2) County Engineer Planning Director City of Othello, WA Director of Public Health & City of Medina, WA Social Services City Administrator Community Development Director Public Works DirectorPolice Chief Community Development Director 12 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 14 of 27 Park City, UT City of Salem, OR Snohomish County, WA Community Development Director Human Resources Director Executive Director Human Services Director City of Pasco, WA City of Sammamish, WA Surface Water Management City Manager Transportation Program Engineer Utility Director Finance DirectorSenior Project Engineers (3) Project Engineer Paine Field - Snohomish Pend Oreille County, WA Parks Project Manager County Public Works Director Airport (WA) San Juan County, WA Airport Director City of Polson, MT Public Works Director Snohomish County City ManagerCounty Manager Emergency Radio System, WA City of Port Angeles, WA City of Sandy, OR Radio System Manager (2) Police Chief Police Chief City Manager Snohomish Health District, Finance Director City of Scappoose, OR WA Public Works Director City Manager Deputy Director City of Port Townsend, WA City of Seattle, WA SNOPAC 9-1-1, WA Development Services Director Fire Chief Executive Director Finance Director Labor Standards Division Dir. Dir. of Administration - HR City of Snoqualmie, WA City of Post Falls, ID Fire Chief City Administrator Port of Seattle, WA Community Development Community Development Director Fire Chief Director Chief Financial Officer City of Poulsbo, WA City of Sequim, WA Southwest Clean Air Agency, Chief of Police (2)Public Works Director Human Resources Director WA City of Prosser, WA Executive Director City Administrator (2) City of Shelton, WA Finance Director (2) City Administrator Southwest Washington Regional Transportation City Clerk Community Development Director Council Management Assistant City of Puyallup, WA Public Works Director (2) Executive Director Assistant City Manager Police Chief City of Spokane Valley, WA Human Resources Director City Manager (2) City of Sheridan, WY City Manager Finance & Administrative Svcs. Dir. Deputy City Manager (2) City of Red Lodge, MT Finance Director (2) Police Chief City of Shoreline, WA Public Works Director (2) Community Development DirectorDeputy City Manager Community Development Dir. (2) City Engineer (2) Building Official (2) City of Renton, WA Planning Director Parks & Recreation Director (2) HR & Risk Mgmt. Administrator Public Works Director (2) City Clerk City Manager Assistant City Clerk City of Richland, WA City Attorney City Attorney (2) Transportation Engineer Parks, Rec. & Cultural Svcs. Dir. Public Works Director Administrative Services Director Spokane Valley Fire Department, WA Parks Superintendent City & Borough of Sitka, AK Fire Chief Richmond (VA) Redevelopment & Deputy Finance Director Housing Authority - RRHACity of Stanwood, WA Sr. VP - Property Management & Skagit County, WA Finance Director (2) Assisted Housing Public Works Director City Administrator Assistant County Engineer City of Ridgefield, WA Youth & Family Services Admin. City of Stevenson, WA City Manager City Administrator City of Snohomish, WA City of Riverton, WY City of Sultan, WA City Engineer City Administrator Public Works Utilities Manager City Administrator (2) Finance Director Summit County, UT County Manager 13 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 15 of 27 City of Sun Valley, ID City of Waldport, OR City of White Salmon, WA City Administrator City Administrator/ City Manager Public Works Director City of Sunnyside, WA City of Walla Walla, WA Public Works Operations Manager Finance/Admin. Svcs. Director City Manager City Manager Public Works Director City of Wood Village, OR Finance Manager City Administrator City of Tacoma, WA Public Works Director City of Warrenton, OR City of Woodburn, OR Finance Director Public Works Director City Administrator Labor Negotiator Community Development Director Washington Association of Human Resources Director City of Thorne Bay, AK County Officials Finance Director City Administrator Executive Director Police Chief Economic Development Director Thurston County, WA Washington Counties Risk Human Resources Director Pool City of Woodinville, WA Assistant CAO Executive Director City Manager (2) Development Services Director Tulalip Tribes, WA Washington School Information City of Woodland, WA Police Chief Processing Cooperative Fire Chief (WSIPC) Twin Transit, WA Executive Director City & Borough of Wrangell, General Manager AK Town of West Yellowstone, MT Borough Manager City of Vancouver, WA Operations Manager Budget & Planning Manager Town of Yarrow Point, WA Human Resources Director Whatcom Transportation Town Clerk Parks & Recreation Director Authority, WA City Attorney General Manager Finance Director Vashon Island Fire & Rescue, WA City of Whitefish, MT Fire Chief City Manager Assistant Fire Chief 14 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 16 of 27 EPP XAMPLE OF OSITION ROFILE Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 17 of 27 CITY ADMINISTRATOR $108,000 - $120,000 Plus Excellent Benefits Apply By March 20, 2016 (First Review, Open Until Filled) Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator CITY OF WOODLAY ADMINISTRATOR Page 18 of 27 WA? HY PPLY Located roughly 20 miles north of both Vancouver, Washing- ton, and Portland, Or- egon, along the I-5 corridor, Woodland offers easy access to the big city, while giv- ing its residents the enjoyment of a city full of small town charm. The local mix of urban areas, rural farmlands, and forests, combined with the The Woodland School District enjoys a strong Cascade Mountain Range, Mt. Hood, and the reputation for academic achievement, consistently Mount St. Helens National Volcanic Monument an scoring among the top school districts in south- hour to the east, gives residents an outstanding west Washington. Higher education opportunities opportunity to live, work and play in a beautiful are available nearby at Washington State Univer- community. sity-Vancouver and Clark College. If you are a professional looking to lead a team of Woodland is a community rich in history and proud dedicated staff to provide excellent services to a of its rural heritage. Its vision reflects its history close-knit town, this is the right position for you! and deep commitment to the preservation of those attributes that have made it a successful and wel- TC HE OMMUNITY coming place to live and work. Nestled at the junction of Interstate 5 and State Highway 503, Woodland is located in both Cowlitz TC HE ITY and Clark Counties. The City covers a 3.48 square mile area, and is home to roughly 5,845 residents. Mission As the fastest growing city in Cowlitz County, the To work in active partnerships with and for Wood- greater Woodland area has a population of over land citizens to build a progressive community that 10,000 and is the southern gateway to Mount St. preserves our heritage. Helens. The City of Woodland was incorporated in March Woodland offers a number of parks and recreation 1906 and operates under a mayor-council form of areas, including Horseshoe Lake Park. Horseshoe government. Elected to a four-year term, the Lake, located on the Cowlitz-Clark County line, is Mayor serves as the City's Chief Executive Officer an 85 acre lake with three miles of shoreline. and is in charge of all city departments and em- When US 99 (now I-5) was built in 1940, a bend in ployees. The seven-member City Council is elect- the river was isolated and became Horseshoe ed at large to staggered four-year terms, and im- Lake. Woodland and the Lewis River Valley area plements legislation through regularly scheduled is also a major outdoor recreation destination for council meetings. fishing, camping, sailing, boating, hunting,water and snow skiing, and many other activities. Departments of the City include Public Works, Parks and Recreation, Planning and Building, Po- Woodland takes great pride in its numerous annu- lice, Fire, and Clerk-Treasurer which provide major al events, including The Lilac Festival, the Wood- types of services, including public safety, fire pro- land Tulip Festival, and Planter's Days which tection, street improvements, parks, and general commences with the coronation of a Planter's Day administrative services. Woodland operates a Queen. This celebration is the oldest of its type in sewer and water system, and contracts for the the Pacific Northwest and reflects Woodland's City's garbage service. The City of Woodland em- passion for tradition. Woodland is also home to the ploys 34 FTE's, and has total budget for 2016 of famous Hulda Klager Lilac Gardens. approximately $17 million. 2 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator CITY OF WOODLAY ADMINISTRATOR Page 19 of 27 TP HE OSITION Working under the authority and direction of the Mayor, the City Administrator directs the admin- istration of city government, supervises and evalu- ates department heads, resolves issues that can- not be solved at the department level, and over- sees the development of policy and procedures, budgets, and long and short term goals. The City Administrator must meet with various citizens, leg- islators, city and county officials, and make rec- ommendations on various city issues. The City Administrator is a new position for the City of Woodland, approved by a 5-2 vote by the City Council. The City Council has also voted to O&C PPORTUNITIES HALLENGES reduce working hours and salary for the mayor, resulting in the City Administrator becoming re- Transportation: The City faces transportation sponsible for the day to day operations of the City. issues relating to funding for projects and ma- The new City Administrator will also be responsi- jor maintenance. There are economic devel- ble for acting as the City's Human Resources Di- opment opportunities that will need transporta- rector. tion mitigation to make them fully successful. Other responsibilities include: Civic Facilities: There are a number of civic facilities that are hoped for in the community. Participate in labor negotiations in coordination Many of these projects are led by community with department heads, union representatives, groups and volunteers who are seeking vari- and the City Attorney. ous ways to fund them. The City is a partner Meet with various legislators; request special as landowner, funder and advocate. appropriations, follow disposition of bills. Represent the City among various government Population Growth: As the community grows, officials, civic and business leaders; attend there is a desire to maintain a small town various community and county board and character yet embrace the opportunities that committee meetings regarding business de- come with additional new residents and busi- velopment and/or special projects. nesses. Participate in the development of long and Municipal Finances/Long Range Financial short-range strategic goals for the City. Planning/Service Delivery: There is a need Participate in the planning of special projects; to better understand the continuity of govern- design project requirements. ment services and seek other revenue sources Develop and/or oversee the development and to provide the needed services desired by the implementation of citywide policies, proce-community. There is a need for long range fi- dures, and regulations; ensuring that policies, nancial planning to address the future operat- procedures, and regulations are in accordance ing and capital needs of the City. with plans and goals of the City. ICP DEAL ANDIDATE ROFILE Directs the development of the city budget and writing grant requests. Woodland is seeking an experienced manager Promote citizen awareness by providing excel- and strong leader who understands all aspects of lent public relations; meet with citizens regard- municipal government and has an appreciation of ing requests or issues of concern. the challenges currently facing small cities. The ideal candidate will be able to take a "hands on" Coordinate with public relations firm to com- approach to make sure critical operations are plete monthly newsletter publication. completed in a timely manner. 3 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator CITY OF WOODLAY ADMINISTRATOR Page 20 of 27 He/she must have a proven track record of re-able to say "no" and communicate an explanation sponsible budget and financial management and for the decision. Community and economic devel- must be politically astute with the ability to facili-opment experience and the ability to assess and tate the Council through complex processes. The recommend efficiencies in permitting and land use new City Administrator should have extensive hu-procedures is desired. man resources and labor relations experience, E&E including collective bargaining knowledge, and XPERIENCE DUCATION must understand the mayor/council dynamics in a Competitive candidates should have at least five to strong mayor form of government. eight years of senior public sector management experience, such as city manager/administrator, The ideal candidate needs to be diplomatic, a stra- deputy/assistant, or department director, in a city tegic thinker, and have excellent facilitation skills or county or other applicable public sector agency to bring differing ideas and personalities together of similar or larger complexity and size; and a and reach consensus. The successful candidate ccredited college or will have excellent organizational development university in Public Administration, Political Sci- skills, will delegate appropriately, and have a track ence, or other applicable field. Any combination of record of implementing innovative policies and experience and education which provides the ap- systems to create and maintain a high- plicant with the level of required knowledge and performance, customer service focused, organiza- abilities may be considered. tional culture. The ideal candidate will be ap- proachable by all citizens, staff and Council, and C&B will communicate effectively in a friendly, positive, OMPENSATION ENEFITS and upbeat manner. He/She will establish and $108,000 - $120,000 DOQ maintain effective working relationships with other Medical, Dental, Vision, Life Insurance, Long- employees, the Mayor and Council, and the public. Term Disability Washington State Public Employees Retire- Regional relationships are very important. The ment System (PERS) new City Administrator must have excellent skills Paid vacation, sick leave, and holidays at cooperating and sharing resources with neigh- Deferred Compensation plan available boring agencies, cities, and the county. A track record of building and maintaining regional rela- tionships will be a plus. Please visit: The ideal candidate is a highly ethical individual www.ci.woodland.wa.us with exceptional integrity, able to gather opinions and ideas from multiple sources to address key policy and operational issues. He/She must be The City of Woodland is an Equal Opportunity Employer. All qual March 20, 2016 to apply by (first review, open until filled). Applications, supplemental q www.prothman.com and cover letters will only be accepted electronically. To appl and click on "submit your application" and follow the directions proe- mental questions can be uploaded once you have logged in. www.prothman.com 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 206.368.0050 © 2016 Prothman. All Rights Reserved. 4 Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 21 of 27 EIL XAMPLE OF NVITE ETTER Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 22 of 27 CITY ADMINISTRATOR $120,000 - $135,000 First Review: April 5, 2015 (Open Until Filled) Apply at WASHINGTON www.prothman.com Dear Colleague, Prothman is currently recruiting for the City Administrator position for the City of Duvall, Washington. We invite you to review the position details on the find that this position isn't right for you, could you please pass this on to othsenior public sector management professionals who may be ready for this next step in their career. Thank you for your consideration and help! The Prothman Company Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator CITY OF DUVALL, WA SHINGTONCITY ADMINISTRATOR Page 23 of 27 WA? HY PPLY Located in the beauti- ful Snoqualmie Valley, 25 miles east of Seat- tle, Duvall, Washing- ton, is a diverse and vital community that welcomes families to set down roots and enjoy small town living. If you are a profes- sional looking to lead a team of dedicated staff to provide excellent services to a close-knit town, this is the right position for you! Duvall utilizes the Mayor/Council form of government and provides a wide range of government services. TC HE OMMUNITY The part-time Mayor and seven council members are each elected for four-year terms, all representing the With a population of 7,325 residents, Duvall is locat- community at large. The Mayor provides leadership ed on SR-203, 10 miles east of Redmond, halfway to city departments to direct the many functions of between Monroe and Carnation. Duvall is a favorite city government, and implements the policies and residential community for both commuters and for ordinances of the City Council. Duvall is currently those who choose to conduct business in a small served by Mayor Will Ibershof who was elected in town setting. Duvall maintains its small town charac- November 2005 after serving 4 years on the City ter with old-fashioned storefronts, single family Council. homes, and being surrounded by farms, forested hills and the snowy peaks of the Cascades. The rural TP HE OSITION rrounding beauty and outdoor recreation activities make Duvall Under the direction and authority of the Mayor, the City a great place to live. Administrator is responsible for the day-to-day profes- sional administration of the City through effective management and leadership. The duties include the overall supervision, direction, evaluation, training and recruitment of all personnel. This position directly su- pervises the City Clerk's office and the four department directors: Finance Director, Planning Director, Police Chief and Public Works Director. E&ER DUCATION XPERIENCE EQUIREMENTS A bachelor's degree from a four-year college or uni- versity in public administration, business manage- ment, or closely related field is required, and eight years of progressively responsible municipal man- TC HE ITY agement experience; or any satisfactory combination of experience and training which demonstrates the The City of Duvall is a full service city. Departments knowledge, skills and abilities to perform the above include: Finance, Planning, Police, and Public duties. A master's degree in a related field is desira- Works. Fire and EMS services are provided by King ble. budget of $22.5 million and a General Fund of $5.4 Please visit www.prothman.com to review the million. The City also has 19 parks and a vibrant arts detailed position profile and compensation pack- community with a variety of special events held age. throughout the year. Prothman Job Board prothman-jobboard.com Also visit theatfor this and other great opportunities! © 2015 Prothman. All Rights Reserved. Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 24 of 27 May 18, 2016 Mr. Ron Harding Mayor City of Yelm 105 Yelm Avenue West Yelm, WA 98597 Dear Mayor Harding: We thank the City of Yelm for its confidence in Prothman to assiof its next City Administrator. The following represents a scope of associated professional fee and expenses. SS COPE OF ERVICES Project Review The first step will be to review the following topics: Review the scope of work and project schedule Identify the geographic scope of the search (local, regional or Review the compensation package and decide if a salary survey i Identify key stakeholders Information Gathering and Research We will travel to Yelm and spend as much time as it takes to lea about your organization. Our goal is to thoroughly understand the values and culture of the City of Yelm, as well as the preferred qualifications you de Administrator. We will: Meet with the Mayor & City Council Meet with Department Directors Meet with staff and other stakeholders as directed Review all documents related to the position Position Profile Development We will develop a profile of your ideal candidate. Once the Pos approved, it will serve as the foundation for our determination "fit" within the organization and community. Profiles include the following: Years of related experience and education required Ideal personality traits and work habits Organization-specific information Description of the organization, position and key responsibilit Priorities and challenges facing the organization Community-specific information Overview of the region Description of the environment and quality of life details Compensation package details Information on how to apply 206.368.0050 371 NE Gilman Blvd., Suite 350 Issaquah, WA 98027 www.prothman.com Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 25 of 27 Recruitment and Advertising Strategy We recognize that often the best candidates are not actively loo--this is the person we want to reach and recruit. We have an aggressive recruitment strategy which involves the following: Print and Internet-based Ads placed nationally in professional publications, journals and on related websites. Direct Mail Recruitment Brochures sent directly to hundreds of highly qualified city/county management professionals who are not actively search position. Direct Contact Calls placed directly to city/county management professionals we know will be a good fit for this position. Posting the Position Profile on the Prothman Website , which receives thousands of hits per month. Candidate Screening Once the application deadline has passed, we will conduct an ext designed to gather detailed information on the leading candidate has 4 key steps: 1) Application Review : We will screen the candidates for qualifications based on the resumes, applications, and supplemental questions (to determ on style). After the initial screening, we take the yes's and maybe's and complete a second screening where we take a much deeper look into the training, wo qualifications of each candidate. 2) Personal Interviews : We will conduct in-depth videoconference or in-person interviews with the top 8 to 15 candidates. During the intervie technical questions to gauge their competency, and just as impor design our interviews to measure the candidate's fit within your 3) Internet Publication Background Search: We conduct an internet publication search on all semifinalist candidates prior to their interviews. 4) Work Session : We will prepare a detailed summary report and send you binders which include each candidate's application materials and We will travel to Yelm the personal interviews and publication search. and advise you of the candidates meeting the qualifications, our kno and their strengths and weaknesses relative to fit within your o will give you our recommendations and then work with you to iden 6 candidates to invite to the final interviews. We will discuss design of the final interview process during this meeting. Final Interview Process The design of the final interviews is an integral component towa stakeholders have the opportunity to learn as much as possible a Elements of the design process include: Deciding on the Structure of the Interviews We will tailor the interview process to fit your needs. It may g various interview panels (which can include community stakeholde public evening reception or one-on-one interviews with the decision makers. Deciding on Candidate Travel Expenses We will help you identify which expenses your organization wishe Identifying Interview Panel Participants & Panel Facilitators We will work with you to identify the participants of different to ensure that all stakeholders identified have been represented Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 26 of 27 Public Reception We recommend that you have a public reception the evening before so that the Mayor, City Council, staff and community members hav meet the finalist candidates in an informal setting. We will fa Background Checks Prior to the final interviews, we will conduct a background chec finalist candidates. Background checks include the following: References We conduct 4-5 reference checks on each candidate. We ask each c to provide names of their supervisors, subordinates and peers fo several years. Education Verification, Criminal History, Driving Record and Sex Offender Check We contract with Sterling for all driving record, education veri history, and sex offender checks. Candidate Travel Coordination For those candidates who will be traveling to the final intervie the candidates to organize the most cost effective travel arrang Final Interview Binders We will provide Final Interview Binders. They are the tool that idate. Final Interviews with Candidates We will travel to Yelm and facilitate the interviews. The interview process usually begins with a morning briefing where schedule and proces discussed with all those involved in the interviews. Each candid through a series of one hour interview sessions, with an hour br Panelists & Decision Makers Debrief : After the interviews are complete, we will facilitate a debrief with all panel participants where the report their panel's view of the strengths and weaknesses of each candidate interviewed. The decision makers will also have an opportunity t questions. Candidate Evaluation Session : After the debrief we will facilitate the evaluation process, help the decision makers come to consensus, discuss nex organize any additional candidate referencing or research if nee Facilitate Employment Agreement : Once the top candidate has been selected, we will offer any assistance needed in developing a letter of of terms of the employment agreement. Warranty Repeat the Recruitment : Should a top candidate not be chosen, we will repeat the recruitment with no additional professional fee, the only cost t expenses. Agenda Item 8. e. Engagement of a Professional Recriutment firm to assist in Hiring a City Administrator Page 27 of 27 F,E&G EE XPENSES UARANTEE Professional Fee The fee for conducting a City Administrator recruitment with a o $19,500. The professional fee covers all Prothman consultant and staff time conduct the recruitment. This includes all correspondence and on-site meetings with the client, writing and placing the recruitment ads, development of the cand sending invitation letters, reviewing resumes, coordinating and interviews, coordinating and attending finalist interviews, coor professional reference checks on the finalist candidates and all required to successfully complete the recruitment. Expenses Expenses vary depending on the design of the recruitment. We work dilige expenses at a minimum and keep records of all expenditures. The responsible for reimbursing expenses Prothman incurs on your beh Expense items include but are not limited to: Newspaper, trade journal, websites and other advertising (appro1,500) Direct mail announcements (approx. $1,000 - 1,400) Final Interview Binders & printing of materials (approx. $300 - 600) Delivery expenses for Interview Binders (approx. $75 - 150) Consultant travel: Mileage at current IRS rate, travel time at Background checks performed by Sterling (approx. $175 per candi Any client-required licenses, fees or taxes Candidate travel: We cannot approximate candidate travel expen depending on the number of candidates, how far the candidates tr spouses are included, etc. If you wish, we will coordinate and the candidates' travel receipts for direct reimbursement to the . A 3% charge will be added to all expenses which reflects our Cit tax obligations we pay on every dollar we invoice for, including Professional fees are billed in three equal installments throughout the recruitment. E Guarantee Our record of success in placing highly qualified candidates pro one year guarantee that if the selected finalist is terminated or resignsfrom the employment date, we will conduct a replacement search with no ad only cost would be the expenses; on the conditions that Prothman recruitment process and the position has been recruited at marke Cancellation You have the right to cancel the search at any time. Your only expenses incurred prior to cancellation. Accepted by: CY P ITY OF ELM ROTHMAN 5/18/16 Ron Harding Date Sonja Prothman Date Mayor Vice President Agenda Item 12. Correspondence Page 1 of 3 Mary Hall AUDITOR News Release FOR IMMEDIATE RELEASE: Monday,May 16, 2016 CONTACT: Mary Hall, Auditor, TCAuditor@co.thurston.wa.us Valerie Walston, Voter Outreach Coordinator, WalstoV@co.thurston.wa.us (360) 786-5408 TTY (360) 754-2933 Seeks Citizens to Serve on Against Committees of August Primary Ballot Measures Elections to be held in Fire District 6 and SE Thurston Fire Authority OLYMPIA, WA seeks committee members for ballot measures in the August 2, 2016 Primary Election. East SE Thurston Fire Authority have each filed resolutions to call a provide voters a deeper understanding of all sides of an issue, said Auditor Mary Hall. join the committee. For committee, SE Thurston Fire Authority, Proposition No. 1: A Previous Property Tax Levy Against committee, SE Thurston Fire Authority, Proposition No. Previous Property Tax Levy Against committee, East Olympia Fire District 6, Proposition No Interested persons should contact the Auditoelections@co.thurston.wa.us or (360) 786-5408 by 12:00 p.m. on Friday, May 20, 2016. - 30- 9;-·z .· t©-;zm /;·;© Cz-z {;©Ýz-; [z-;zm 7 w;-©7zm th 2000 Lakeridge Dr SW, Bldg 1 Rm 118 2905 29 Avenue SW, Ste E & F 929 Lakeridge Dr SW, Rm 226 2000 Lakeridge Dr SW, Bldg 1 Rm 106 Olympia, WA 98502 Tumwater, WA 98512 Olympia, WA 98502 Olympia, WA 98502 Phone: (360) 786-5408 Phone: (360) 786-5408 Phone: (360) 786-5402 Licensing Phone: (360) 786-5406 Fax: (360) 786-5223 Fax: (360) 705-3518 Fax: (360) 357-2481 Recording Phone: (360) 786-5405 Fax: (360) 786-5223 Agenda Item 12. Correspondence Page 2 of 3 NewsRelease FOR IMMEDIATE RELEASE: Thursday,May 12, 2016 CONTACT: Mary Hall, Auditor, TCAuditor@co.thurston.wa.us Valerie Walston, Voter Outreach Coordinator, WalstoV@co.thurston.wa.us (360) 786-5408 TTY (360) 754-2933 Candidate Filing Week Olympia, WA – Thurston County Auditor’s Office encourages citizens to get involved in the election processby running for elected office.The 2016 local elections season begins Monday, May 16. For a list of offices up for election, visit ThurstonVotes.org. Candidate filing week is May 16 – 20.Candidatesmay file: By mail – Filings must be received by 4:30 p.m. on May 20. Online – 24/7 beginning Monday at 9:00 a.m. until Friday at 4:00 p.m. (ThurstonVotes.org). In person – Thurston County Auditor’s Office from 8:00 a.m. – 4:30 p.m. daily. Filing fees vary by each elected position, and they may be paid online with Visa or MasterCard. These fees are nonrefundable and must be received in the Thurston County Auditor’s Office by 4:30 p.m. Friday. Candidate filings received after 4:30 p.m. Friday will not accepted. The order of candidates listed on the ballot will be determined by random lot drawing after 4:30 p.m. Friday. For additional information, contact the Elections Division at (360) 786-5408 or visit the Thurston County Auditor’s website: ThurstonVotes.org. - 30 - Agenda Item 12. Correspondence Page 3 of 3 Good morning, pamphlet: http://www.co.thurston.wa.us/auditor/Elections/candidate/Admn_Ru The biggest change is that we now require a resolution cover she you submit a resolution with us. (Those forms are included at th Please let me know if you have any questions. Thanks! Best, Valerie Valerie Walston Voter Outreach Coordinator Thurston County Elections 2000 Lakeridge Drive SW Olympia, WA 95802 (360) 786-5408