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2025-05-20 Council Committee B PacketAgenda Edmonds City Council COUNCIL COMMITTEE B CITY COUNCIL CONFERENCE ROOM 121 - 5TH AVENUE N, EDMONDS, WA 98020 MAY 20, 2025, 3:00 PM Edmonds City Council Agenda May 20, 2025 Page 1 COUNCIL COMMITTEE MEETINGS ARE WORK SESSIONS FOR THE COUNCIL AND CITY STAFF. COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS. PERSONS WISHING TO JOIN THIS MEETING VIRTUALLY IN LIEU OF IN-PERSON ATTENDANCE CAN CLICK ON OR PASTE THE FOLLOWING ZOOM MEETING LINK INTO A WEB BROWSER USING A COMPUTER OR SMART PHONE: HTTPS://ZOOM.US/J/95798484261 OR JOIN BY DIAL-UP PHONE: US: +1 253 215 8782 WEBINAR ID: 957 9848 4261 STAFF AND COUNCILMEMBERS ATTEND COMMITTEE MEETINGS VIRTUALLY, AND MEMBERS OF THE PUBLIC ARE ENCOURAGED TO ATTEND THE SAME WAY. IF MEMBERS OF THE PUBLIC CANNOT ACCESS THE VIRTUAL COMMITTEE MEETINGS WITH THEIR PERSONAL DEVICES, A MONITOR IS PROVIDED AT THE CITY COUNCIL CONFERENCE ROOM AT 121 5TH AVE N, EDMONDS WA. COMMITTEE MEMBERS: JENNA NAND (CHAIR), CHRIS ECK, VIVIAN OLSON, AND COUNCIL PRESIDENT (EX-OFFICIO MEMBER) 1. CALL TO ORDER 2. COMMITTEE BUSINESS 1. 4th of July Parade & Race, Porchfest Edmonds and Edmonds Block Party (formerly Taste Edmonds) Special Event Agreements (15 min) 2. Presentation of ILA for the Commute Trip Reduction Plans and Programs (5 min) 3. Presentation of Construction Contract for the Phase 15 Waterline Replacement Project (10 min) 4. Interlocal Agreement with WSDOT for Highway 99 Revitalization Project - Stage 3 (10 min) 5. Fleet Business Policy (20 min) ADJOURNMENT City Council Agenda Item Meeting Date: 05/20/2025 4th of July Parade & Race, Porchfest Edmonds and Edmonds Block Party (formerly Taste Edmonds) Special Event Agreements Staff Lead: Shannon Burley Department: Parks, Recreation & Human Services Preparer: Shannon Burley Background/History The City Council authorizes Event Agreements each year on behalf the City of Edmonds. All events presented in this memo took place in 2024. The Special Event Contracts under discussion are for large events that include street/right of way closures, expect to increase tourism and have significant positive economic impacts to the City. Previously this year, Council approved event agreements for SpringFest, The Summer Market and the Arts Festival. The remaining Classic Car Show, Oktoberfest and Halloween event agreements are scheduled for review and approval later this year. Staff Recommendation Staff recommends Council approve the Event Agreements as proposed and forward them to the May 27, 2025 Council meeting Consent Agenda and upon approval, authorize the Mayor to execute the contract agreements. The contracts include formal agreements between the City of Edmonds and the Edmonds Chamber of Commerce for the 4th of July and Edmonds Block Party and Porchfest Edmonds for the Porchfest event. Narrative The 4th of July event agreement is nearly identical to prior years; Porchfest has grown significantly and is well received, as such it will now be under a council approved contract rather than the smaller special event permit process and the Block Party (formerly Taste Edmonds) will be held in the same location as previous but with a new updated theme detailed below. All event producers are required to follow festival guidelines set forth by the State of Washington, the Snohomish County Health Department and South County Fire at the time of the event. The contracts have been reviewed and approved by our internal team (Police, Fire, Public Works, Parks, Recreation & Human Services, Risk Management (HR), Development Services, and Economic Development Departments) and are approved as to form by the City Attorney. New this year, events will be charged for city resources required for support and implementation of their event. As stated in City Code ECC 1.100.900, the city intends to only charge actual expenses for time and materials. Deviations from actual expenses require the Mayor's approval. Each of these 2.1 Packet Pg. 2 agreements include an estimate for city staff time which is paid in advance of the event. After the event, the actual amount is billed to the organization which may result in additional fees or a refund depending on the difference between estimated and actual city expenses. Estimated staff time is outlined below for each event. 4th of July Parade and Race (attached): The Edmonds Chamber of Commerce has produced the 4th of July Parade since it's founding in 1907. This event is truly a reflection of the most positive aspects of "An Edmonds Kind of Day" bringing together thousands of people of all ages and walks of life. The Beat the Brackett races are a collaboration between the City of Edmonds and the Town of Woodway and typically attract 400+ runners and walkers. The 4th of July agreement outlines details for the use of city streets, sidewalks, parking and City Park to support the planned Beat the Brackett Race (both a 5K and 1K) and the Parade on the 4th of July. The Parade is free and open to the public, and an alcohol permit is not required. The city staff labor estimate for the 4th of July: 32 hours for Street Division and 2 hours for Park Maintenance Division. Porchfest Edmonds (attached): This event originated as part of the re-imagining streets initiative lead by the City's planning department and continues to grow is presence downtown. The event, now in its fourth year, is run by a federally recognized 501c-3 (non-profit organization) Porchfest Edmonds featuring free, live music performed in multiple locations Downtown Edmonds. The event will be held on Sunday, July 13, 2025 ensuring there is no conflict with the Summer Market. The event features multiple road closures Downtown Edmonds providing a safe and walk-able event experience. There are no additional food vendors as participants are encouraged to shop at local businesses downtown. This event is free and open to the public and no alcohol permit is required. Porchfest Liability Insurance renewal was not available at the time of publication, it is expected to be delivered to the city by the meeting date. The city staff labor estimate: 32 hours for Streets Division and 2 hours for Parks Maintenance Division. Edmonds Block Party (Formerly Taste Edmonds) Event Agreement (attached): The Edmonds Block Party will take place on Friday, August 8th and Saturday, August 9, 2025 at Civic Park and will have minimal road closures. In 2025, the Block Party will be a two-day event with the first day restricted to 21+ and the second day featuring a large amount of family friendly activities. The Edmonds Block Party is the Chamber of Commerce's largest fundraising event each year with revenues supporting multiple free events such as the downtown Halloween, the Holiday Tree Lighting, and the 4th of July Parade. The mix of live music, beer garden and food has a long standing history in Edmonds. The city staff labor estimate: 4 hours for Streets Division and 12 hours for Parks Maintenance Division. Attachments: 2025 July 4 Event Agreement Final 2025 PorchFest Event Agreement Final 2025 Edmonds Block Party Event Agreement_Final 2.1 Packet Pg. 3 1 EVENT AGREEMENT THE CITY OF EDMONDS, WASHINGTON AND GREATER EDMONDS CHAMBER OF COMMERCE Event Date – July 4, 2025 THIS AGREEMENT (“Agreement”) is entered into by and between the CITY OF EDMONDS (hereinafter referred to as “City”), and the GREATER EDMONDS CHAMBER OF COMMERCE (hereinafter referred to as “Chamber”) (collectively, the “Parties”). WHEREAS, the Chamber has for many years sponsored a public celebration honoring Independence Day – 4th of July through a parade and 5K race; and WHEREAS, the City Council finds that such an event enhances tourism and promotes economic development as well as providing an opportunity for enjoyment by its citizens; and WHEREAS, the City Council finds that it is in the public interest to participate in the sponsorship of such events by providing the consideration set forth in this Agreement in order to enhance the safety of the public celebrations for its citizens; NOW, THEREFORE, in consideration of the promises, covenants, conditions and performances set forth below, the Parties hereto agree as follows: 1. Responsibilities of the City 1.1 The City will provide the following spaces to be used by the Chamber: Use of City streets as diagrammed in Exhibit A - Parade & Races Site Plan, for parade to occur on July 4, 2025. City will provide traffic barriers as identified in Exhibit A. The Edmonds Police and Public Works Departments will determine whether any changes to the Parade & Races Site Plan map will be needed and will communicate any such changes to the Chamber no later than May 1, 2025 Use of Hazel Miller Plaza for small stage, amplified sound, and parade announcements throughout parade on July 4, 2025. Use of City Park Parking lot, parking spaces on 3rd Avenue and sidewalks as diagrammed in Exhibit A. The City Parks Maintenance Division will provide a flatbed truck to be used as an elevated platform for parade announcements and amplified sound. Vehicle to be delivered and parked by City staff; Chamber staff will not operate the vehicle. 1.2 The City will waive fees for the Parade Permit. 1.3 The City will authorize a maximum of six (6) stationary self-contained vendors on closed sections of 5th or Main Streets off the parade route. No vendors will be authorized along the parade route. Vendors will operate at specified locations and 2.1.a Packet Pg. 4 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 2 will not block entrances or fire hydrants. Vendors must be self-contained; no power hookups are available for vendors. Vendors are responsible for having appropriate permits and for compliance with all local and state requirements. 2. Responsibilities of the Chamber. 2.1 The Chamber will assume all responsibility for coordination of the 4th of July Parade, including but not limited to hiring off-duty police officers to police the route and assuring that all participants are informed of and abide by the parade rules to ensure that no participants draw people viewing the parade onto the parade route. 2.2 The Chamber will assume all responsibility for coordination of the 5K race, including but not limited to ensuring that the flow of traffic is not disrupted on City streets and that volunteers are stationed at street crossings to ensure runner safety. 2.3 The Chamber will notify Community Transit of activities that may impact transportation services in Edmonds. 2.4 The Chamber will utilize the barricades and detour signs provided by the City and position them at their assigned locations at 6:00 am, July 4, 2025. 2.5 The Chamber will not illegally discriminate in the provision of either event or in their entrance requirements against any person or organization in violation of state or federal statute or local ordinance. 2.6 The Chamber agrees that the 4th of July celebration is a public event. The Chamber further agrees that areas constituting the City-Provided sites that are covered under this Agreement, including but not limited to public right of way, streets, sidewalks, parks, parking lots, gardens, meeting halls and squares, are traditional public forums. As a result, the Chamber will permit citizens attending events open to the general public at the City-Provided sites during the 4th of July celebration to exercise therein their protected constitutional right to free speech without interference on City Property. 2.7 Licenses and Permits: The Chamber will be responsible for obtaining all required city and state licenses and permits. The Chamber will submit all required application(s) for the Parade Permit provided for by this Agreement. The Chamber will pay the City all license and permit fees, in accordance with the provisions of Chapters 4.90 and 4.100 ECC, for the above-mentioned facilities use and services at least ten (10) days prior to the event. This Agreement will serve as the special event permit application required under ECC 4.100.040. A statement of the estimated costs of City resources to be provided for the event, to include the deployment of “No Parking” signs and placement and removal of street barricades, will be provided upon approval of the Special Event permit. The actual costs of these resources will be determined after the event at which time the City will either refund the difference or invoice the Chamber for the additional costs due pursuant to ECC 4.100.090. 2.1.a Packet Pg. 5 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 3 2.8 The Chamber will obtain The American Society of Composers, Authors and Publishers (ASCAP) and any other copyright licenses necessary. 2.9 The Chamber will provide sufficient portable sani-cans and wash stations along the parade route. 2.10 The Chamber will provide for security along the parade and race routes. 2.11 The Chamber will provide signs one (1) week prior to the event to indicate that chairs cannot be placed early. Signs must be laminated, no exceptions. 2.12 The Chamber will provide laminated “no parking” signs to Public Works one (1) month prior to the event. 2.13 The Chamber agrees to consult with the City Electrician and Parks Maintenance Manager before installing any electrical service or stakes in the ground. The City Electrician will have final say in all electrical matters. No ground penetrations are allowed unless authorized first by the City electrician and City Parks Department. Any unauthorized ground penetrations may be subject to fine and/or damage cost recovery from the Chamber. It is not allowed to fasten anything to the buildings, structures or trees; doing so may result in damage cost recovery and /or fine. City staff will coordinate any utility locates. 2.14 The Chamber will comply with all applicable South County Fire guidelines, including the “Requirements for Outdoor Assembly Events” set forth in Exhibit B, attached hereto and incorporated herein by this reference. 2.15 The Chamber will comply with Chapter 6.80 of the Edmonds City Code (ECC) (“Plastic Bag Reduction”), which restricts the use of single-use plastic checkout bags. The restrictions do not apply to plastic bags used to carry out cooked food or provided solely for produce, bulk food or meat. The Chamber will encourage its vendors to comply with the purposes of the ordinance by utilizing paper bags or encouraging the use of reusable totes whenever practicable. 2.16 The Chamber will comply with RCW 70.93.093, concerning event recycling. The Chamber will place clearly marked recycling containers throughout the event area for the collection of aluminum cans, glass and plastic bottles and other recyclable materials from event participants. The Chamber will be responsible for providing recycling, compost, and garbage collection and removal services (see also Section 2.14, below). 2.17 The Chamber will comply with Chapters 6.90 (“Noncompostable Food Service Containers Prohibition”) and 6.95 ECC (“Single-Use Plastic Utensils – Prohibition”), which prohibit the use of non-compostable food service containers and single-use plastic utensils (such as plastic straws, stirrers and cutlery) at public events requiring a contract with the City. The Chamber will ensure that food vendors at this public event provide only compostable food service containers and utensils, as defined in Chapters 6.90 and 6.95 ECC, to event participants. Aluminum and steel cans, plastic bottles and certain plastic cups that are accepted 2.1.a Packet Pg. 6 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 4 as recyclable continue to be acceptable for vendor use. The Chamber will provide for the on-site collection of compostable and recyclable materials from event participants, using designated color-coded collection containers. The Chamber will ensure that on-site collection containers are serviced properly and continually during each event. A Chamber representative will meet with the City’s Recycling Coordinator or representative prior to June 6, 2025, in order to be educated on the 3-container system to maximize diversion of compostable and recyclable materials from the garbage. 2.18 The Chamber will comply with Chapter 70.160 RCW (hereinafter the “smoking ban”) pursuant to which smoking is prohibited in indoor areas, within 25 feet of vents or entrances and in outdoor areas where public employees of the City, and employees of any vendor at the event or of the contracting organization are required to be. This general description of the provisions of the statute is included for the purpose of reference and is not intended to expand or contract the obligations created by the smoking ban. The Chamber warrants that it will comply with the smoking ban and will utilize the services and advice of the Snohomish County Health District in assuring compliance during the event described in this Agreement. 2.19 Clean-Up: The Chamber will be responsible for clean-up of the parade and race routes to include staging areas as follows: 2.19.1 Restore all public spaces to their original condition, including removing and disposing of any and all litter and trash to the size of a cigarette butt, including metal and litter debris, equipment, and any and all other items made necessary by or used in the provision of this event. 2.19.2 Pick up all trash and remove all items and equipment related to the 4th of July Parade and 5K race by 5:00 pm on July 4, 2025. 2.19.3 Return all event barricades, if applicable, to original locations at the end of the parade, exact locations to be determined by the Streets Department. 2.20 Insurance: The Chamber will provide a Certificate of Insurance evidencing the following insurance: General Liability insurance will be at least as broad as Insurance Services Office (ISO) occurrence form CG 00 01 covering premises, operations, products- completed operations and contractual liability. The City of Edmonds will be named as an additional insured on the Chamber’s General Liability insurance policy using ISO Additional Insured-Managers or Lessors of Premises Form CG 20 11 or an endorsement providing at least as broad coverage. The General Liability insurance will be written with limits no less than $2,000,000 each occurrence, $4,000,000 general aggregate. The insurance policy will contain, or be endorsed to contain, that the Chamber’s insurance coverage will be primary insurance as respect the City of Edmonds. Any 2.1.a Packet Pg. 7 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 5 insurance, self-insurance, or self-insured pool coverage maintained by the City of Edmonds will be excess of the Chamber’s insurance and will not contribute with it. The Chamber will provide a Certificate of Insurance evidencing the required insurance before using the premises described herein. Insurance will be placed with insurers with a current A.M. Best rating of not less than A:VII. 2.21 Indemnification: The Chamber will defend, indemnify, and hold the City, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Chamber and the City, its officers, officials, employees, and volunteers, the Chamber’s liability hereunder will be only to the extent of the Chamber’s negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Chamber’s waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section will survive the expiration or termination of this Agreement. 3. Miscellaneous. 3.1 Entire agreement, integration, amendment, waiver, applicable law and venue. This Agreement contains the entire agreement and understanding between the Parties relating to the rights and obligations created hereby, and supersedes all prior and contemporaneous negotiations, understandings, and agreements, written or oral, between the Parties. Any prior discussions or understandings are deemed merged with the provisions herein. This Agreement will not be amended, assigned or otherwise changed or transferred except in writing with the express written consent of the Parties hereto. The failure of either party to insist upon strict adherence to any term of this Agreement on any occasion will not be considered a waiver thereof or deprive that party of the right thereafter to insist upon strict adherence to that term or any other term of this Agreement. This Agreement will be governed by and construed in accordance with the laws of the State of Washington, and any action to interpret or enforce this Agreement will be brought before the Superior Court of Snohomish County, Washington, and the Parties agree that, as between them, all matters will be resolved in that venue. 3.2 Force majeure. The Parties will not be liable for failure to perform or delay in performance due to pandemic-related restrictions, fire, flood, strike or other labor difficulty, act of nature, act of any governmental authority, riot, embargo, fuel or energy shortage, car shortage, wrecks or delays in transportation, or due to any other cause beyond the Parties’ reasonable control. In the event of delay in 2.1.a Packet Pg. 8 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 6 performance due to any such cause, the date of delivery or time for completion will be extended by a period of time reasonably necessary to overcome the effect of such delay. 3.3 Relationship between the Parties. Nothing in this Agreement will be interpreted to or in fact create an agency or employment relationship between the Parties. No officer, official, agent, employee or representative of the Chamber will be deemed to be the same of the City for any purpose. The Chamber alone will be solely responsible for all acts of its officers, officials, agents, employees, representatives and subcontractors during the performance of this Agreement. 3.4 Compliance with Laws. The Chamber in the performance of this Agreement will comply with all applicable Federal, State and local laws and ordinances, including all applicable public health and safety guidelines and requirements of the federal government, the State of Washington, the Snohomish Health District, and the City. The Chamber will consult this information regularly during the course of the events to ensure that the latest guidelines and requirements are promptly implemented. 3.5 Termination. If the Chamber breaches any of its obligations under this Agreement and fails to cure the same within a reasonable time after receiving written notice to do so from the City, the City may terminate this Agreement. DATED this ______ day of ________________, 2025. CITY OF EDMONDS: GREATER EDMONDS CHAMBER OF COMMERCE: Mike Rosen, Mayor Ryan Crowther, President and CEO ATTEST/AUTHENTICATED: APPROVED AS TO FORM: Scott Passey, City Clerk Office of the City Attorney 2.1.a Packet Pg. 9 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 7 Exhibit A Parade & Races Site Plan 2.1.a Packet Pg. 10 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) REQUIREMENTS FOR Outdoor Assembly Events The purpose of this handout is to assist the public in complying with requirements for holding Outdoor Assembly Events. It is not a complete list of permit or code requirements and should not be used as a substitute for applicable laws and regulations of the owner/design professional to review the submittal for completeness. Only complete applications will be accepted by the City for review. REQUIREMENTS: Outdoor assembly events shall be approved by the fire code official. (IFC 3106.2.1) An approved means of fire apparatus access shall be provided. (IFC 3106.2.3) The fire code official shall establish an occupant load for the event site. (IFC 3106.3.1) Unobstructed access to fire hydrants, drafting sources and other fire protection features shall be maintained at all times. (IFC 3106.2.3.1) Combustible refuse shall be kept in noncombustible containers with tight fitting or self-closing lids. Combustible refuse shall be removed from the event site at regular intervals to prevent an unsafe accumulation within the event site. (IFC 3106.4.7) Where events involve a gathering of more than 1,000 people, trained crowd managers shall be provided in accordance with Section 403.12.3. (IFC 3106.4.3) The number and location of emergency egress and escape routes shall be approved by the fire code official. (IFC 3106.3) Any street or road that is closed to vehicle traffic via movable barricades shall maintain an obstruction free width of not less than 20 feet for emergency vehicle access. Any street or road that is closed to vehicle traffic via movable barricades shall require dedicated event staff to standby each barricade to assist emergency services personnel with access. Temporary special event structures in excess of 400 square feet shall not be erected, operated, or maintained for any purpose without first obtaining approval and a permit from the fire code official and the building official. (IFC 3105.2) Where required by the fire code official, an inspection report shall be provided and shall consist of maintenance, anchors, and fabric inspections. (IFC 3103.7.1) Tents or membrane structures and their appurtenances shall be designed and installed to withstand the elements of weather and prevent collapsing. Documentation of structural stability shall be furnished to the fire code official. (IFC 3103.9) Temporary special event structures shall be located a distance from property lines and buildings to accommodate distances indicated in the construction drawings for guy wires, cross-bracing, ground anchors or ballast. Location shall not interfere with egress from a building or encroach on fire apparatus access roads. (IFC 3105.8) Tents or membrane structures shall not be located within 20 feet (6096 mm) of lot lines, buildings, other tents or membrane structures, parked vehicles, or internal combustion engines. (IFC 3103.8.2) EXHIBIT B 2.1.a Packet Pg. 11 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) SOUTH COUNTY FIRE (425) 551-1264 / Prevention@southsnofire.org ¨Smoking shall not be permitted in tents or membrane structures. Approved “No Smoking” signs shall be conspicuously posted. (IFC 3106.4.5) ¨An unobstructed fire break passageway or fire road not less than 12 feet (3658 mm) wide and free from guy ropes or other obstructions shall be maintained on all sides of all tents and membrane structures unless otherwise approved by the fire code official. (IFC 3103.8.6) ¨Approved portable fire extinguishers complying with Section 906 shall be provided and placed in locations approved by the fire code official. (IFC 3106.4.4 / 3107.9) ¨Open flame or other devices emitting flame, fire or heat or any flammable or combustible liquids, gas, charcoal or other cooking device or any unapproved devices shall not be permitted inside or located within 20 ft of the tent or membrane structure while open to the public unless approved by the fire code official. (IFC 3107.4) ¨Cooking appliances or devices that produce sparks or grease-laden vapors or flying embers (firebrands) shall not be used within 20 feet (6096 mm) of a tent or temporary structure. Exceptions: ▪Designated cooking tents not occupied by the public when approved by the fire code official. ▪Tents or structures where cooking appliances are protected with an automatic fire- extinguishing system. (IFC 3106.5.1) ¨Cooking equipment using combustible oils or solids shall meet the following: ▪A noncombustible lid shall be immediately available. The lid shall be of sufficient size to cover the cooking well completely. ▪The equipment shall be placed on a noncombustible surface. ▪An approved portable fire extinguisher for protection from cooking grease fires shall be provided at a location approved by the fire code official. (IFC 3106.5.2) ¨Electrical equipment and wiring shall be listed and labeled for outdoor use. (IFC 3106.6.1) ¨Generators shall be installed not less than 10 feet (3048 mm) from combustible materials and shall be isolated from the public by physical guard, fence or enclosure installed not less than 3 feet (914 mm) away from the internal combustion engine. Refueling of internal combustion engines shall not be allowed during cooking operations AND only when the electric generators and internal combustion power sources are not in use. (IFC 3106.6.2) ¨Each generator shall be provided with an approved portable fire extinguisher complying with Section 906.(IFC 3106.6.3) ¨LP-gas containers and tanks shall be located outside in accordance with Table 6104.3. Pressure relief valves shall be pointed away from the tent or membrane structure. (IFC 3107.13.2) ¨Portable LP-gas containers, tanks, piping, valves and fittings that are located outside and are being used to fuel equipment inside a tent, or membrane structures shall be adequately protected to prevent tampering, damage by vehicles or other hazards and shall be located in an approved location. Portable LP-gas containers shall be secured to prevent unauthorized movement. (IFC 3107.13.3) ¨Generators and other internal combustion power sources shall be separated from tents or membrane structures by not less than 20 ft and shall be isolated from contact with the public by fencing, enclosure, or other approved means. (IFC 3107.16) 2.1.a Packet Pg. 12 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY $ $ 600 Main Street, Ste. A Scott M. Campbell Cert ID 12438 121 5th Ave N Western National Mutual Insuranc 01/15/2025 121 5th Ave N 09/01/2024 09/01/2025UMB104981201 A Liquor Liability info@insuranceservicesgroup.com 09/01/2024 09/01/2025CPP129583101 A A A X Carol DuClos Edmonds WA 98020 Edmonds WA 98020 Edmonds WA 98020 (425) 775-6446 (425) 670-1496 (425) 640-9225 X X X X 100,000 1,000,000 2,000,000 2,000,000 10,000 Excluded 1,000,000 09/01/2024 09/01/2025CPP129583101 1,000,000 1,000,000 2,000,000 2,000,000 City of Edmonds RE: An Edmonds Kind of 4th, July 4, 2025. 5:00 a.m. - 10:00 p.m. City of Edmonds is Additional Insured if required by written contract per form CG MU 1078 12 20. Greater Edmonds Chamber of Commerce X (10)CD 09/01/202509/01/2024CPP129583101 Page 1 of 1 2.1.a Packet Pg. 13 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 1 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. COMMERCIAL GENERAL LIABILITY CG MU 1078 12 20 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. GENERAL LIABILITY SPECIALTY SOLUTIONS ENHANCEMENT This endorsement modified insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM (CG 00 01) SUMMARY OF COVERAGES Description Limit Of Insurance Abduction $50,000 per Abduction/$50,000 Aggregate/$1,000 deductible Additional Insured – Broad Form Vendors Included Additional Insured – Lessor Of Leased Equipment Included Additional Insured – Managers Or Lessors Of Premises Included Additional Insured – State Or Political Subdivisions – Permits Included Additional Insureds By Written Contract Included Broad Form Property Damage $25,000 Per Occurrence Broad Knowledge/Notice Of Occurrence Included Damage To Premises Rented To You $300,000 Any One Premises Designated Location(s) – General Aggregate Limit Included Employee Bodily Injury To A Co-Employee Included Insured Contract Amended Included Medical And Dental Payments $10,000 Medical Expense Limit Mobile Equipment Included Non-Owned Watercraft 51 Feet Occupational License Review Expense $2,500 Per Review/$5,000 Aggregate Property Damage Liability – Borrowed Equipment $25,000 Occurrence/$50,000 Aggregate Property Damage Liability – Elevator And Sidetrack Agreement Included Supplementary Payments Increased Limits Bail Bonds $2,500 Loss Of Earnings Per Day $1,000 Unintentional Failure To Disclose Hazards Included Waiver Of Transfer Of Rights Of Recovery Against Others To Us Included 2.1.a Packet Pg. 14 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 2 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. The terms and conditions of this policy are amended as indicated below: I. Non-Owned Watercraft SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE, Exclusion 2.g.(2) is revised as follows: This exclusion does not apply to: (2) A watercraft you do not own that is: (a) Less than 51 feet long; and (b) Not being used to carry persons or property for a charge; This provision applies to any person, who with your expressed or implied consent, either uses or is responsible for the use of the watercraft. This provision does not apply if the insured has any other insurance for “bodily injury” or “property damage” liability that would also be covered under this provision, whether the other insurance is primary, excess, contin- gent or on any other basis. In that case, this provision does not provide any insurance. II. Damage To Premises Rented To You Under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE, the last paragraph of 2. is deleted and replaced with the following: Exclusions c. through n. do not apply to “Property Damage” to the premises while rented to you or temporarily occupied by you with permission of the owner. A separate Damage To Premises Rented To You Limit of Insur- ance applies to this coverage which is the greater of: 1. The Damage To Premises Rented To You Limit for Each Occurrence shown in the Declarations; or 2. $300,000 Under Section III – LIMITS OF INSURANCE, paragraph 6. does not apply. III. Supplementary Payments SECTION I – COVERAGES, SUPPLEMENTARY PAYMENTS – COVERAGES A & B, are revised as follows: 1. In paragraph 2., the limit of $250 for bail bonds is increased to $2,500. 2. In paragraph 4., the limit of $250 for daily loss of earnings is increased to $1,000. IV. Medical And Dental Payments Under SECTION I – COVERAGES, COVERAGE C. MEDICAL PAYMENTS, if COVERAGE C. MEDICAL PAYMENTS, is not otherwise excluded from this Coverage Part: 1. The Medical Payments Limit is changed to the greater of: a. $10,000; or b. The Medical Expenses Limit shown in the Declarations of this Coverage Part. 2. The provision, in C.1.a.(2) that the expenses must be incurred and reported to us within one year of the date of the accident, is increased to three years. V. Broad Form Property Damage Under SECTION I – COVERAGE A, Exclusion 2.j. is amended as follows: 1. Paragraph (3) does not apply. 2. Paragraphs (4) and (6) do not apply to customer’s property at your described premises. We do not cover any property: 1. Subject to motor vehicle registration; or 2. While being used to perform construction operations. Our limit for any one “occurrence” under this coverage provision is $25,000. The insurance afforded by reason of this provision is excess over any valid and collectible property insurance (including any deductible) available to the insured, and SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS 4. Other Insurance is changed accordingly. 2.1.a Packet Pg. 15 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 3 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. VI. Occupational License Review Expense The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. Insuring Agreement Subject to the per review and annual aggregate limits of insurance stated in this endorsement, we agree to pay the “insured” for reasonable and necessary covered expenses, as listed below, incurred and paid by the “insured” as a direct result of a “occupational license review”, conducted by a governmental bureau, board, commission or department, occurring during the policy period and in the “coverage territory”. a. Covered Expenses include: (1) Fees and expenses of any licensed independent investigative services or legal counsel, hired by the “insured” for the purpose of assisting or representing the “insured” at the “occupational license review”; and (2) Costs of travel, accommodations, and meals incurred by the “insured” in order to appear before the governmental bureau, board, commission or department. b. Exclusions This coverage will not pay for: (1) Hearing fees; or (2) Fines, judgments, lawsuits, or settlement amounts as the result of or in conjunction with the “occu- pational license review”; or (3) Expense(s) directly or indirectly caused or resulting from the fraudulent, dishonest, or criminal acts of the “insured”, any director or officer of the “insured”, or agents thereof, whether acting alone or in collusion with others; or (4) Lost salary or wages claimed by or for any “insured” while preparing for or attending the “occupa- tional license review”. 2. For the purposes of the coverage provided by this provision, SECTION III – LIMITS OF INSURANCE is amended as follows: With respect to this endorsement only, the following apply: a. The per review limit of insurance shown in this endorsement is the most we will pay per review, regard- less of the number of “insureds” reviewed or subject to the “occupational license review”. b. The annual aggregate limit of insurance shown in this endorsement is the most we will pay for all cov- ered expenses for each policy period. c. In the event that the “occupational license review” continues over more than one policy period, the expenses shall be limited to the annual aggregate applicable to the policy period when the license review began. d. In no event will any expense claimed for an “occupational license review” be recoverable as expense for another “occupational license review”. e. The limits of insurance stated in this endorsement are not part of and are in addition to, the Liability Limits of Insurance shown in the Declarations for this policy. 3. For the purposes of the coverage provided by this provision, the following are added under SECTION IV- COMMERCIAL GENERAL LIABILITY CONDITIONS: a. In the event of a “occupational license review” during the policy period, the “insured” will: (1) Make every reasonable effort to give us immediate written notice and timely updates concurrent with activity regarding the “occupational license review”; (2) Provide us with the official report of the “occupational license review”; and (3) Provide us with documentation, including receipts, for expenses claimed under this coverage. b. The insurance under this endorsement will be excess over any other valid insurance or bond. 2.1.a Packet Pg. 16 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 4 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 4. For the purposes of the coverage provided by this provision, the following are added under SECTION V – DEFINITIONS: a. “Insured” as used in this endorsement means an employee of the Named Insured shown in the Decla- rations, but does not include leased or temporary workers or volunteers. “Insured” does not include the Named Insured, unless the Named Insured is an individual person operating as a sole proprietorship, or any other business, whether corporation, partnership, limited liability company or other organization. “Insured” only includes natural persons. b. “Occupational license review” means a formal or informal proceeding conducted by a governmental bureau, board, commission or department charged with regulating the “insured’s” occupational license and involving the review, modification, denial, suspension, or nonrenewal of the “insured’s” occupa- tional license or involving disciplinary action against the “insured”, including proceedings to impose a forfeiture or penalty; but “occupational license review” does not include a proceeding concerning any criminal or civil charge brought against the “insured”. VII. Abduction The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. Insuring Agreement Subject to the limits, aggregate and deductible as stated in this endorsement, we agree to pay the insured for reasonable and necessary Covered Expenses, as listed below, incurred and paid by the insured or “Guardian(s)” as a direct result of an “abduction” occurring during the policy period and in the “coverage Territory”, provided that such “abduction” is otherwise the subject of this endorsement hereunder. Payment of such Covered Expenses may continue until the earliest of the following unless otherwise stated: a. Up to fourteen (14) days after the recovery of the “Covered Individual(s)”; or b. Discovery of the death of the “Covered Individual(s)”; or c. Twelve (12) months after the date of the “abduction”. Covered Expenses include the following incurred expenses: a. Fees and expenses of any independent investigative services, provided that we have given prior con- sent to the use of such independent investigative services; and b. Reward to an “Informant” for information leading to the recovery of the “Covered Individual(s)” and the arrest and conviction of the party(ies) responsible for the “abduction”; and c. Fees and expenses of independent forensic analysts engaged by the insured or “Guardian(s)” with prior authorization from us; and d. Fees and expenses of public relations consultants to assist in the location of the “Covered Individual(s)”; and e. Publicity costs incurred solely and directly to assist in the resolution of an “abduction”; and f. Costs of travel and accommodations incurred by the insured or “Guardian(s) while attempting to resolve an “abduction”; and g. Rest and rehabilitation expenses including travel, lodging and meals of the “Covered Individual(s)” and “Guardian(s)” incurred by the “Guardian(s)” and paid by the insured following resolution of the loss covered hereunder. The total amount under this provision shall not exceed $10,000 for any single loss; and h. Lost salary of “Guardian(s)”, which is the amount of compensation paid at an annual rate including the average bonuses and commissions, that the “Guardian(s)” would normally have earned; and i. Fees for psychological or psychiatric counseling for the be nefit of “Guardian(s)”, or siblings of the “Cov- ered Individual(s)” beginning on the date of recovery of the “Covered Individual(s)”, until the earliest of the following: (1) Up to three (3) months after the recovery or discovery of the death of the “Covered Individual(s)”; or (2) Twelve (12) months after the date of the “abduction”; and 2.1.a Packet Pg. 17 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 5 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. j. Fees for psychological or psychiatric counseling for the benefit of “Covered Individual(s)” beginning on the date of recovery of the “Covered Individual(s)” and continuing up to twelve (12) months thereafter; and k. Medical services and hospitalization costs incurred for the “Covered Individual(s)” as a result of the “abduction” beginning on the date of recovery of the “Covered Individual(s)” an d continuing up to twelve (12) months thereafter; and l. Funeral and burial expenses of “Covered Individual(s)” resulting from an “abduction”. 2. Exclusions We will not pay any expense(s) directly or indirectly caused or resulting from: a. The fraudulent, dishonest, or criminal acts of any “Insured”, any director or officer of the “Insured”, parents or “Guardian(s)” or agents thereof, whether acting alone or in collusion with others; or b. Any legal liability or costs of defense for administrative, regulatory, judicial or other claims hearings or lawsuits arising out of the “abduction”; or c. Payment of any “ransom” or demand for money. For the purposes of the abduction coverage provided by this provision, SECTION III – LIMITS OF INSURANCE is amended as follows: 1. The Limits of Insurance shown on this Endorsement and the rules below fix the most that we will pay regardless of the number of: a. Insureds; b. Claims made or “suits” brought; or c. Persons or organizations making claims or bring “suits”. 2. The Aggregate Limit shown on this Endorsement is the most we will pay for all Covered Expenses for each policy period. All expenses arising from an act or series of related acts involving one or more persons or an act error or event or a series of related acts, errors or events shall be treated as arising out of one “abduction”. However we will not pay for any loss resulting from an “abduction” which is part of a series of related acts that began prior to the effective date of this insurance. 3. In no event will any expense claimed, incurred or paid under one “abduction” be recoverable under another “abduction”. 4. The “abduction” limit is included as part of the Limits of Insurance under the Liabil ity and Medical Expenses Aggregate Limit. 5. We will not pay for loss in any one “abduction” until the amount of loss exceeds the deductible shown on this Endorsement. We will than pay the amount of loss in excess of the deductible up to the applicable Limit of Insurance as shown in this Endorsement. The deductible will not reduce the Limit of Insurance. For the purposes of the abduction coverage provided by this provision, the following are added under SECTION IV- COMMERCIAL GENERAL LIABILITY CONDITIONS: 1. In the event of an “abduction” during the Policy Period, the “Insured” will make every reasonable effort to: (a) Determine that the “abduction” has actually occurred prior to incurring costs; and (b) Give immediate oral and written notice to us with periodic and timely updates concurrent with activity oc- curring during the incident; and (c) Immediately notify local, national or other appropriate law enforcement agency having jurisdiction over the matter. 2. Confidentiality The “Insured” will use all reasonable efforts not to disclose the existence of this Endorsement. 3. Other Insurance The insurance under this Endorsement will be excess over any other valid insurance. 2.1.a Packet Pg. 18 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 6 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 4. Cooperation You must cooperate with us in all matters pertaining to this insurance as stated in its terms and conditions. 5. Due Diligence You and every insured or “guardian” must exercise due diligence in doing all things reasonably practicable to avoid or diminish any loss covered under this insurance. For the purposes of the abduction coverage provided by this provision, the following are added under SECTION V – DEFINITIONS: 1. “Abduction” means the wrongful and illegal seizure of a “Covered Individual(s)”, by someone other than a “Guardian(s)” or an agent thereof, from the “premises” of the insured or on any other premises while such “Covered Individual(s)” are under the control of the insured occurring during the policy period. “Abduction” as used in this endorsement does not include the actions of any official acting within their lawful authority. 2. “Covered Individual(s)” means individual(s) under the care, custody and control of the insured. 3. “Informant” means any person, other than a “Covered Individual”, providing information not otherwise obtainable solely in return for a reward offered by the insured. 4. “Guardian(s)” means the natural and legal Parent(s) or legal and a ppointed Guardian, step-Parent(s) or foster Parent(s) of a “Covered Individual(s)” regardless of who has legal custody. 5. “Premises” means any place the insured conducts business. 6. “Ransom” means a consideration paid or demanded for the release of a “Covered Individual(s)” from captivity. VIII. Property Damage Liability – Elevators And Sidetrack Agreements The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. Exclusions j. (3), (4) and (6) do not apply to the use of elevators. 2. Exclusion k. does not apply to: a. The use of elevators; or b. Liability assumed under a sidetrack agreement. The insurance afforded by reason of this provision is excess over any valid and collectible property insurance (including any deductible) available to the insured, and SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS 4. Other Insurance is changed accordingly. IX. Designated Location(s)-General Aggregate Limit The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. For all sums which the insured becomes legally obligated to pay as damages caused by “occurrences” under COVERAGE A (Section I), and for all medical expenses caused by accidents under COVERAGE C (Section I), which can be attributed only to operations at a single designated “location” shown in the Decla- rations: a. A separate Designated Location General Aggregate Limit applies to each designated “location”, and that limit is equal to the amount of the General Aggregate Limit shown in the Declarations. b. The Designated Location General Aggregate Limit is the most we will pay for the sum of all damages under COVERAGE A, except damages because of “bodily injury” or property damage” included in the “products-completed operations hazard”, and for medical expenses under COVERAGE C regardless of the number of: (1) Insureds; (2) Claims made or “suits” brought; or (3) Persons or organizations making claims or bringing “suits”. 2.1.a Packet Pg. 19 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 7 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. c. Any payments made under COVERAGE A, for damages or under COVERAGE C for medical expenses shall reduce the Designated Location General Aggregate Limit for that designated “location”. Such payments shall not reduce the General Aggregate Limit shown in the Declarations nor shall they reduce any other Designated Location General Aggregate Limit for any other designated “location” also shown in the Declarations. d. The limits shown in the Declarations for Each Occurrence, Fire Damage and Medical Expense continue to apply. However, instead of being subject to the General Aggregate Limit shown in the Declarations, such limits will be subject to the applicable Designated Location General Aggregate Limit. 2. For all sums which the insured becomes legally obligated to pay as damages caused by “occurrences” under COVERAGE A (Section I), and for all medical expenses caused by accidents under COVERAGE C (Section I), which cannot be attributed only to operations at a single designated “location” shown in the Declarations: a. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the amount available under the General Aggregate Limit or the Products-Completed Op- erations Aggregate Limit, whichever is applicable; and b. Such payments shall not reduce any Designated Location Aggregate Limit. 3. When coverage for liability arising out of the “products-completed operations hazard” is provided, any pay- ments for damages because of “bodily injury” or “property damage” included in the “products -completed operations hazard” will reduce the Products-Completed Operations Aggregate Limit, and not reduce the General Aggregate Limit nor the Designated Location General Aggregate Limit. 4. The following is added under SECTION V – DEFINITIONS “Location” means premises involving the same or connecting lots, or premises whose connection is inter- rupted only by a street, roadway, waterway or right-of-way of a railroad. 5. The provisions of LIMITS OF INSURANCE (SECTION III) not otherwise modified by this coverage shall continue to apply as stipulated. X. Property Damage Liability – Borrowed Equipment The following is added to Exclusion j. under Coverage A. (Section I): Paragraph (4) of this exclusion does not apply to equipment which you borrow unless the “property damage” occurs while such equipment is being used by an insured at a job site. Subject to all of the terms of SECTION III – LIMITS OF INSURANCE, the maximum limit in any one occurrence is $25,000 and an annual aggregate of $50,000. This insurance afforded by reason of this provision is excess over any valid and collectible property insurance (including any deductible) available to you, and SECTION IV – COMMERCIAL GENERAL LIABILITY CONDI- TIONS 4. Other Insurance is changed accordingly. XI. Additional Insureds By Written Contract A. SECTION II – WHO IS AN INSURED is amended to include as an additional insured any person or organ- ization that you are required to add as an additional insured to this policy by a written contract or written agreement that is: 1. Currently in effect or becoming effective during the term of this policy; and 2. Executed prior to the “bodily injury”, “property damage”, “personal and advertising injury”. B. The insurance provided to the additional insured applies as follows: 1. That person or organization is only an additional insured with respect to liability caused by your negli- gent acts or omissions at or from: (a) Premises you own, rent, lease, or occupy or (b) Your ongoing operations performed for the additional insured at the job indicated by written contract or agreement. 2. The limits of insurance applicable to the additional insured are those specified in the written contract or agreement or in the Declarations of this policy whichever is less. These limits of insurance are inclusive of and not in addition to the limits shown in the Declarations. 2.1.a Packet Pg. 20 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 8 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. C. With respect to the insurance afforded these additional insureds, the following additional insured exclusion applies: 1. If the additional insured is an architect, engineer, or surveyor, this insurance does not apply to “bodily injury”, “property damage”, “personal and advertising injury” arising out of the rendering of or the failure to render any professional services by or for you, including: (a) The preparing, approving, or failing to prepare or approve maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings, designs or specifications; or (b) Supervisory, inspection, architectural or engineering activities. 2. The insurance afforded the additional insured does not apply to: (a) “Bodily injury” or “property damage” occurring after: (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on the behalf of the additional insured(s) at the site of the covered operations has been completed; or (2) That portion of “your work” out of which the injury or damage arises has been put to its intended use by any person or organization other than the contractor or subcontractor engaged in per- forming operations for a principal as part of the same project. XII. Additional Insured – State or Political Subdivisions – Permits The following is added to SECTION II – WHO IS AN INSURED: 1. Any state or political subdivision which has issued a permit to you, subject to the following provisions: a. This insurance applies only with respect to operations performed by you or on your behalf for which the state, governmental agency or political subdivision has issued a permit or authorization. b. This insurance does not apply to: (1) “Bodily injury”, “property damage”, “personal and advertising injury” arising out of operations per- formed for the federal government, state or municipality; or (2) “Bodily injury’ or “property damage” included within the “products-completed operations hazard”. XIII. Additional Insured – Managers Or Lessors of Premises The following is added to SECTION II - WHO IS AN INSURED: 1. Any manager or lessor of premises shown in the Declarations is also an insured, but only with respect to liability arising out of the ownership, maintenance or use of that part of the premises leased to you and shown in the Declarations and subject to the following additional exclusions: The following exclusions are added: 1. This insurance does not apply to: a. Any "occurrence" which takes place after you cease to be a tenant in that premises. b. Structural alterations, new construction or demolition operations performed by or on behalf of any man- ager or lessor of premises shown in the Declarations. XIV. Additional Insured – Lessor of Leased Equipment The following is added to SECTION II - WHO IS AN INSURED: 1. The person(s) or organization(s) who leases equipment to you for use in your business is also an insured, but only with respect to liability for "bodily injury", "property damage", "personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person(s) or organization(s). With respect to the insurance afforded to these additional insureds, this insurance does not apply to any "oc- currence" which takes place after the equipment lease expires. 2.1.a Packet Pg. 21 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 9 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. XV. Additional Insured – Broad Form Vendors The following is added to SECTION II - WHO IS AN INSURED: 1. Any person(s) or organization(s) (referred to below as vendor) with whom you agreed, because of a written contract or agreement to provide insurance is also an additional insured, but only with respect to “bodily injury” or “property damage” arising out of “your products” which are distributed or sold in the regular course of a vendor’s business, subject to the following additional exclusions: a. The insurance afforded the vendor does not apply to: (1) “Bodily injury” or “property damage” for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; (2) Any express warranty unauthorized by you; (3) Any physical or chemical change in the product made intentionally by the vendor; (4) Repackaging, except when unpacked solely for the purpose of inspection; demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (5) Any failure to make such inspections, adjustments, tests, or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the dis- tribution or sale of the products; (6) Demonstration, installation, servicing or repair operations, except such operations performed at the vendor’s premises in connection with the sale of the product. (7) Products which, after distribution or sale by you, have been labeled or relabeled or used as a con- tainer, part or ingredient of any other thing or substance by or for the vendor; or (8) “Bodily injury” or “property damage” arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (a) The exceptions contained in Sub-Paragraphs (4) or (6); or (b) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. b. This insurance does not apply to any insured person or organization, from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. c. This provision does not apply to any vendor included as an insured by an endorsement issued by us and made part of the Coverage Part. d. This provision does not apply if “bodily injury” or “property damage” included within the “products-com- plete hazards” is excluded either by the provisions of the Coverage Part or by endorsement. XVI. Employee Bodily Injury To A Co-Employee SECTION II- WHO IS AN INSURED paragraph 2.a.(1) is replaced by the following: However, none of these ”employees” or “volunteer workers” are insureds for “bodily injury” or “personal and advertising injury”: (a) To you, to your partners or members (if you are a partnership or joint venture), to your members (if you are a limited liability company), to a co-“employee” while in the course of his or her employment or performing duties related to the conduct of your business, or to your other “volunteer workers” while performing duties related to the conduct of your business; (b) To the spouse, child, parent, brother or sister of the co-“employee” or “volunteer worker” as a consequence of Paragragh (1)(a) above; (c) For which there is any obligation to share damages with or repay someone else who must pay damages because of the injury described in Paragraph (1)(a) or (b) above; or (d) Arising out of his or her providing or failing to provide professional health care services. 2.1.a Packet Pg. 22 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 10 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. However, if a suit seeking damages for “bodily injury” or “personal and advertising injury” to any co -“employee” or other ”volunteer worker” arising out of and in the course of the co -“employee’s” or “volunteer worker’s” em- ployment or while performing duties related to the conduct of your business, or a suit seeking damages brought by the spouse, child, parent, brother or sister of the co-“employee” or other “volunteer worker”, is brought against you or a co-“employee” or a “volunteer worker”, we will reimburse the reasonable costs that you incur in provid- ing a defense to the co-“employee” or “volunteer worker” against such matters. Any reimbursement made pursuant to this sub-section will be in addition to the limits of liability set forth in the Declarations. XVII. Broad Knowledge/Notice Of Occurrence The following is added under SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS: The requirement in condition 2.a. that you must see to it that we are notified of an “occurrence” or offense applies only when the “occurrence” or offense is known to: 1. You, if you are an individual; 2. A partner, if you are a partnership; 3. A member, if you are a joint venture; 4. An “Executive Officer” or insurance manager, if you are a corporation; or 5. A member, if you are a limited liability company. The requirement in condition 2.b. that you must see to it that we receive notice of a claim or “suit” will not be considered breached unless the breach occurs after such claim or “suit” is known to: 1. You, if you are an individual; 2. A partner, if you are a partnership; 3. A member, if you are a joint venture; 4. An “Executive Officer” or insurance manager, if you are a corporation; or 5. A member, if you are a limited liability company. If you report an accident to your Workers’ Compensation insurance carrier which later develops into a liability occurrence, coverage for which is provided by this policy, failure to report such occurrence to us at the time of the accident shall not be a violation of the notification of loss condition in this policy (Condition 2. in Section IV). It is understood and agreed, however, that you shall give notification of such occurrence to us as soon as you are made aware of the fact that the particular accident has developed into a liability claim. XVIII. Unintentional Failure To Disclose Hazards Under SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS, paragraph 6. Representations is replaced by the following: By accepting this policy, you agree; 1. The statements in the Declarations are accurate and complete; 2. Those statements are based upon representations you made to us; and 3. We have issued this policy in reliance upon your representations; If you unintentionally fail to disclose any hazards existing at the inception date of your policy, we will not deny coverage under this Coverage Part because of such failure. However, this provision does not affect our right to collect additional premium or exercise our right of cancellation or non-renewal. 2.1.a Packet Pg. 23 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 11 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. XIX. Waiver Of Transfer Of Rights Of Recovery Against Others To Us Under SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS, the paragraph 8. Transfer of Rights of Recovery Against Others To Us condition is amended by the addition of the following: We waive any right of recovery we may have against a person or organization because of payments we make for injury or damage arising out of your ongoing operations or “your work” done under a contract with that person or organization and include in the “products – completed operations hazard” when you have waived such right of recovery under a written contract with that person or organization. Such written contract must be: 1. Currently in effect or becoming effective during the term of this policy; and 2. Executed prior to the “bodily injury”, “property damage”, “personal and advertising injury”; or 3. Executed after “bodily injury”, “property damage”, “personal and advertising injury” if: a. The terms and conditions of the written contract or written agreement had been agreed upon prior to the “bodily injury”, “property damage”, “personal and advertising injury”; and b. The insured can definitively establish that the terms and conditions of the written contract or written agreement ultimately executed are the same as those which had been agreed upon prior to the “bodily injury”, “property damage”, “personal and advertising injury”. XX. Insured Contract SECTION V – DEFINITIONS, “Insured Contract” paragraph 9.a. is replaced by the following: A contract for a lease of premises. However, that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, lightning, explosion or sprinkler leakage to premises while rented to you or temporarily occupied by you with permission of the owner is not an “insured contract”. XXI. Mobile Equipment The following is added under SECTION V – DEFINITIONS, 12. “Mobile Equipment”: Paragraph f.(1) does not apply to self-propelled vehicles of less than 1,000 pounds gross vehicle weight. 2.1.a Packet Pg. 24 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) # R7178 Status Approved Page 1 of 2 Current Balance: $2,040.00Original Balance: $2,040.00Payment Schedules 1 resource(s)1 booking(s)Subtotal: $2,040.00 System User Jay Sandstrom Home Phone Number (425) 670-1496 Email Address ryan@edmondschamber.com Agent Name Ryan Crowther Organization Phone 1 Number (425) 670-1496Organization Name Edmonds Chamber Of Commerce - 34 TypeCustomer Organization Organization Address 121 5th Ave North Edmonds, WA 98020 Permit #R7178 Status Approved Date Mar 17, 2025 3:56 PM FAC (Frances Anderson Center) 700 Main Street Edmonds, WA 98020 PHONE:(425) 771-0230 FAX:(425) 771-0253 EMAIL:reczone@edmondswa.gov Permit Rental Fee $2,040.00 Discounts $0.00 Subtotal $2,040.00 Deposits $0.00 Deposit Discounts $0.00 Total Permit Fee $2,040.00 Total Payment $0.00 Refunds $0.00 Balance $2,040.00 Chamber of Commerce 4th of July Booking Summary Right of Way (Park)Center: Right of Way START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX Fri, Jul 4, 2025 6:00 AM Fri, Jul 4, 2025 10:00 PM 1 $0.00 Resource level fees $2,040.00 Parks Labor Fee $120.00 / Each x 1 $120.00 Street Team Fee $1,920.00 / Each x 1 $1,920.00 DUE DATE AMOUNT DUE AMOUNT PAID WITHDRAWAL ADJUSTMENT BALANCE Jun 6, 2025 $2,040.00 $0.00 $0.00 $2,040.00 2.1.a Packet Pg. 25 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) # R7178 Status Approved Page 2 of 2 X: Date: Edmonds Chamber Of Commerce Customer Type: Organization Customer ID: 33758 Mailing Address: 121 5th Ave North, Edmonds, WA 98020 Organization Phone 1 Number: (425) 670-1496 Authorized Agent Name: Ryan Crowther Home Phone Number: (425) 670-1496 Email Address: ryan@edmondschamber.com X: Date: FAC (Frances Anderson Center) Mailing Address: 700 Main Street, Edmonds, WA 98020 Phone Number: (425) 771-0230 Fax Number: (425) 771-0253 Email Address: reczone@edmondswa.gov 2.1.a Packet Pg. 26 At t a c h m e n t : 2 0 2 5 J u l y 4 E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 1 EVENT AGREEMENT CITY OF EDMONDS, WASHINGTON AND PORCHFEST EDMONDS Event Date – July 13, 2025 THIS AGREEMENT (“Agreement”) is entered into by and between the CITY OF EDMONDS (hereinafter referred to as the “City”), and PORCHFEST EDMONDS a federally recognized 501c-3 non-profit organization (hereinafter referred to as the “Porchfest”) (collectively, the “Parties”). WHEREAS, Porchfest has for three years held a free public event known as Porchfest: an event that brings community together in music and creative expression in and around neighborhood streets (“Event”); and WHEREAS, the City Council finds that the Event provides distinct benefits to the City by showcasing the City while providing a unique recreational opportunity for its citizens; and WHEREAS, the City Council finds that the Event enhances tourism and promotes economic development as well as providing an opportunity for good clean fun to its citizens; NOW, THEREFORE, in consideration of the promises, covenants, conditions and performances set forth below, the Parties hereto agree as follows: 1. Responsibilities of the City: 1.1 City will provide the following spaces to be used by the Event: as shown in Exhibit A (hereinafter referred to as the “City-Provided Site and Traffic Control Plan”): Use of City streets as diagramed in Exhibit A – Site Plan, for the Event to occur on July 14, 2025. Use of Hazel Miller Plaza for music performances. Use of Centennial Plaza for front porch stage and music performances. 1.2 City will place “No Parking” signs a minimum of seventy-two (72) hours before the Event, which is scheduled for Sunday, July 13, 2025, and otherwise assist with clearing the City-Provided Site of all vehicles from 9:00 a.m. on the date of the Event until 7:00 p.m. on the same day, to include contacting vehicle owners and coordinating towing of vehicles as needed. 1.3 City will provide barriers for street closures required to contain the City- Provided Site described in Paragraph 1.1 and identified in Exhibit A. 1.4 City will provide local access only signage for traffic control in the City- Provided Site described in Paragraph 1.1 and identified in Exhibit A. 2.1.b Packet Pg. 27 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 2 1.5 City will deliver barriers adjacent to closure locations and Porchfest will position barriers at 9:00 a.m. the day of the Event. The number of barriers left by City at each of the twenty-one (21) locations will be sufficient to provide adequate street closure. 1.6 City has the right to check the noise level of any amplified sound equipment or other source and require that the volume be reduced if it exceeds the safety limits recommended by the Snohomish County Department of Health or levels set forth in Chapter 5.30 of the City of Edmonds. 1.7 City will service public restrooms near City Hall and garbage cans on Main Street prior to the opening of the Event and one additional time in the afternoon. Clean up of any additional garbage left on streets or sidewalks and overflowing garbage is the responsibility of Porchfest. 2. Responsibilities of Porchfest 2.2 On the day of the Event, Porchfest will place barricades and local access only signage in the agreed upon locations at 9:00 a.m. The Event will run from 1:00 p.m. – 6:00 p.m. on Sunday, July 13, 2025. Porchfest will remove barriers at 7:00 p.m. to reopen intersections. 2.3 Porchfest will pay the City all permit fees, in accordance with the provisions of Chapters 4.90 and 4.100 ECC, for the above-mentioned facilities use and services at least ten (10) days prior to the Event. This Agreement will serve as the Special Event Permit application required under ECC 4.100.040. A statement of the estimated costs of City resources to be provided for the Event, to include the deployment of “No Parking” signs and placement and removal of street barricades and additional service of the downtown restroom, will be provided upon approval of the Special Event Permit. The actual costs of these resources will be determined after the Event, at which time the City will either refund the difference or invoice Porchfest for the additional costs due pursuant to ECC 4.100.090. 2.4 Representatives from City Police, City Public Works, and South County Fire Departments will meet with Porchfest officials to resolve any remaining or potential issues of traffic control and barricades prior to the Event, but will have no authority to waive the requirements of City ordinance or state law. 2.5 Porchfest will notify Community Transit of activities that may impact transportation services in Edmonds. 2.6 Porchfest will obtain The American Society of Composers, Authors and Publishers (ASCAP) and any other copyright licenses necessary. 2.1.b Packet Pg. 28 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 3 2.7 Porchfest will comply with all applicable South County Fire guidelines, including the “Requirements for Outdoor Assembly Events” set forth in Exhibit B, attached hereto and incorporated herein by this reference. 2.8 All use and configuration of structures, booths and other temporary facilities used in the Event must comply with the “Requirements for Outdoor Assembly Events” set forth in Exhibit B. Such structures, booths and facilities will be inspected and reviewed by Edmonds Fire Marshal, Police Chief, Building Official, and Parks, Recreation and Human Services Director (“Parks Director”) or their designees to determine whether the facilities in use comply with the provisions of State and local law, as well as to ensure that no lasting or permanent damage will be done to any public facility or property. Edmonds Fire Marshal will inspect the facilities prior to the opening to the general public on or before 1:00 p.m., July 13, 2025, as the Parties will agree and note all potential problems. Prior to the opening of the Event, Porchfest will correct all problems. In the event that such problems are not corrected, City may at its sole discretion cancel the Event or prohibit the attendance of the general public in certain areas, if in the opinion of the Fire Marshal and at the sole discretion of City, anything that threatens life, health or property appears. 2.9 Porchfest will provide a fire watch at all times in and around the booths and displays open to the general public as a part of the Event. 2.10 Porchfest will provide any and all security services necessary to reasonably secure the area and facilities provided, including the City-Provided Site. City will have no responsibility or liability for the provision of security services nor will it be liable for any loss or damage incurred by Porchfest or the participants in the Event. 2.11 Upon completion of the Event, Porchfest will make adequate provisions for the cleanup of all sites provided under the terms of this Agreement to restore them to the same state of cleanliness as existed the night prior to the Event. Cleanup of all relevant street pavements and sidewalks will be completed by 7:00 p.m. on that day. Cleanup areas include the City-Provided Site as described in Section 1 and all streets immediately surrounding the Event perimeter. A final inspection of the Event area will be conducted by a designated City official to determine if all areas are clean and returned to their original condition. For purposes of marking sidewalk or asphalt, Porchfest agrees to use a temporary, water soluble, environmentally friendly material; further, Porchfest will make best efforts to minimize the markings used on sidewalks and streets. 2.12 Colored banners or flags may not be placed in the existing holes in the public sidewalk designated for the American flag program. 2.13 Porchfest will provide laminated “No Parking” signs to Public Works no later than July 1, 2025. 2.1.b Packet Pg. 29 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 4 2.14 The City will provide and oversee police supervision of the Event under the command of the Chief of Police or designee. Police staffing levels and fees to be paid to the City will be mutually determined by the Chief of Police, or designee, and the President of Porchfest. 2.15 Porchfest agrees that the Event is a public event. Porchfest further agrees that areas constituting the City-Provided Site that are covered under this Agreement, including but not limited to public right of way, streets, sidewalks, parks, parking lots, gardens, meeting halls, plazas and squares, are traditional public forums. As a result, Porchfest will permit citizens attending events open to the general public at the City-Provided Site during the Event to exercise therein their protected constitutional right to free speech without interference. 2.16 Chapter 6.80 of the Edmonds City Code (“Plastic Bag Reduction”) restricts the use of single-use plastic checkout bags. The restrictions do not apply to plastic bags used to carry out cooked food or provided solely for produce, bulk food or meat. Porchfest will encourage its vendors to comply with the purposes of the ordinance by utilizing paper bags or encouraging the use of reusable totes whenever practicable. 2.17 Pursuant to the provisions of Chapters 6.90 (“Noncompostable Food Service Containers Prohibition”) and 6.95 ECC (“Single-Use Plastic Utensils – Prohibition”), which prohibit the use of non-compostable food service containers and single-use plastic utensils (such as plastic straws, stirrers and cutlery) at public events requiring a contract with the City, Porchfest will ensure that food vendors at this public event provide only compostable food service containers and utensils, as defined in Chapters 6.90 and 6.95 ECC, to Event participants. Aluminum and steel cans, plastic bottles and certain plastic cups that are accepted as recyclable continue to be acceptable for vendor use. Porchfest will provide for the on-site collection of compostable and recyclable materials from Event participants, using designated color-coded collection containers. Porchfest will ensure that on-site collection containers are serviced properly and continually during the Event. A Porchfest representative will meet with the City’s Recycling Coordinator or representative prior to June 13, 2025, in order to be educated on the 3-container system to maximize diversion of compostable and recyclable materials from the garbage, and the City will work to identify mutually agreed upon locations for food waste stations. These stations will be identified on Event maps and website. 2.18 Insurance: Porchfest will provide a Certificate of Insurance evidencing the following insurance: General Liability insurance will be at least as broad as Insurance Services Office (ISO) occurrence form CG 00 01 covering premises, operations, products-completed operations and contractual liability. The City of Edmonds will be named as an additional insured on Porchfest’s General Liability insurance policy using ISO Additional Insured-Managers or Lessors of Premises Form CG 20 11 or an endorsement providing at least as broad 2.1.b Packet Pg. 30 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 5 coverage. The General Liability insurance will be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. The insurance policy will contain, or be endorsed to contain, that Porchfest’s insurance coverage will be primary insurance as respect the City of Edmonds. Any insurance, self-insurance, or self-insured pool coverage maintained by the City of Edmonds will be excess of the Porchfest insurance and will not contribute with it. In the event Porchfest employees and/or volunteers provide the service of alcohol at the Event, the Porchfest General Liability insurance will also include host liquor liability coverage. However, if Porchfest contracts with a third-party vendor or vendors to provide all service of alcohol, Porchfest will be responsible for obtaining a Certificate of Insurance from all vendor(s) confirming that the vendor(s) have Liquor Liability coverage, with limits no less than $2,000,000 per occurrence and $4,000,000 in the aggregate per vendor. The City will be named as an additional insured on any third-party vendor(s)’ Liquor Liability policies and copies of all endorsement(s) naming the City as an additional insured will be attached to the Porchfest Certificate of Insurance. Porchfest will provide a Certificate of Insurance evidencing the required insurance before using the premises described herein. Insurance will be placed with insurers with a current A.M. Best rating of not less than A:VII. 2.19 Indemnification: Porchfest will defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits, including attorney fees, arising from or in connection with Porchfest’s performance, or nonperformance, of this Agreement, except to the extent that claims, injuries, damages, losses or suits are caused by the sole negligence of the City, its officers, officials, employees or volunteers. This promise to indemnify and hold harmless will include a waiver by Porchfest of the immunity provided under Title 51 RCW, but only to the extent necessary to fully effectuate this promise. This provision has been mutually negotiated by the Parties and will survive the termination or expiration of this Agreement. 2.20 The Parties acknowledge that pursuant to the provisions of Chapter 70.160 RCW (hereinafter the “smoking ban”), smoking is prohibited in indoor areas, within twenty-five (25) feet of vents or entrances and in outdoor areas where public employees of the City, and employees of any vendor at the Event or of the contracting organization are required to be. This general description of the provisions of the initiative is included for the purpose of reference and is not intended to expand or contract the obligations created by the smoking ban. Porchfest warrants that it will comply with the smoking ban and will utilize the services and advice of the Snohomish County Health District in assuring compliance during the Event described in this Agreement. 2.1.b Packet Pg. 31 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 6 3. Miscellaneous. 3.1 Entire agreement, integration and amendment. This Agreement contains the entire agreement and understanding between the Parties relating to the rights and obligations created hereby, and supersedes all prior and contemporaneous negotiations, understandings, and agreements, written or oral, between the Parties. Any prior discussions or understandings are deemed merged with the provisions herein. This Agreement will not be amended, assigned or otherwise changed or transferred except in writing with the express written consent of the Parties hereto. Any action to interpret or enforce this Agreement will be brought before the Superior Court of Snohomish County, Washington, and the Parties agree that, as between them, all matters will be resolved in that venue. 3.2 Force majeure. The Parties will not be liable for failure to perform or delay in performance due to fire, flood, strike or other labor difficulty, act of God, act of any governmental authority, riot, embargo, fuel or energy shortage, car shortage, wrecks or delays in transportation, or due to any other cause beyond the Parties’ reasonable control. In the event of delay in performance due to any such cause, the date of delivery or time for completion will be extended by a period of time reasonably necessary to overcome the effect of such delay. 3.3 Relationship between the Parties. Nothing in this Agreement will be interpreted to or in fact create an agency or employment relationship between the Parties. No officer, official, agent, employee or representative of Porchfest will be deemed to be the same of the City for any purpose. Porchfest alone will be solely responsible for all acts of its officers, officials, agents, employees, representatives and subcontractors during the performance of this Agreement. 3.4 Compliance with Laws. Porchfest in the performance of this Agreement will comply with all applicable Federal, State and local laws and ordinances, including all applicable public health and safety guidelines and all requirements of the federal government, the State of Washington, the Snohomish Health District, and the City. 3.5 Non-Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement will not constitute a waiver of any other provision. 3.6 Termination. Each and every term and condition herein set forth and contained in this Agreement are expressly made terms, covenants, agreements and conditions, and a breach of any one of them by Porchfest will constitute a breach of this Agreement. In the event Porchfest fails to comply with any of the terms, covenants, agreements or conditions of this Agreement, or in the event Porchfest violates any local, city, county, state, or federal law, in connection with the Event, upon giving Porchfest twenty-four (24) hours’ advance written notice, the City may terminate this Agreement. Provided, the Parks Director may order Porchfest to cease operation of the Event hereunder immediately at any time should the Parks Director determine that the Event is detrimental to 2.1.b Packet Pg. 32 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 7 public safety, health, or welfare. Such a determination may be made in relation to any public safety, health or welfare issue. In the event of termination of this Agreement, all the rights, licenses, and privileges herein contained will be terminated, Porchfest will have no further rights hereunder, and the City may require the immediate removal of all property of Porchfest and its vendors from the City-Provided Site. DATED this ______ day of ________________ 2025. CITY OF EDMONDS: PORCHFEST EDMONDS Mike Rosen, Mayor Courtney Soleta, Porchfest Edmonds Vice President ATTEST/AUTHENTICATED: Liz Morgan, Porchfest Edmonds, President Scott Passey, City Clerk APPROVED AS TO FORM: ____________________________________ Office of the City Attorney 2.1.b Packet Pg. 33 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 8 Exhibit A City Provided Site and Traffic Control Plan 2.1.b Packet Pg. 34 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) REQUIREMENTS FOR Outdoor Assembly Events The purpose of this handout is to assist the public in complying with requirements for holding Outdoor Assembly Events. It is not a complete list of permit or code requirements and should not be used as a substitute for applicable laws and regulations of the owner/design professional to review the submittal for completeness. Only complete applications will be accepted by the City for review. REQUIREMENTS: Outdoor assembly events shall be approved by the fire code official. (IFC 3106.2.1) An approved means of fire apparatus access shall be provided. (IFC 3106.2.3) The fire code official shall establish an occupant load for the event site. (IFC 3106.3.1) Unobstructed access to fire hydrants, drafting sources and other fire protection features shall be maintained at all times. (IFC 3106.2.3.1) Combustible refuse shall be kept in noncombustible containers with tight fitting or self-closing lids. Combustible refuse shall be removed from the event site at regular intervals to prevent an unsafe accumulation within the event site. (IFC 3106.4.7) Where events involve a gathering of more than 1,000 people, trained crowd managers shall be provided in accordance with Section 403.12.3. (IFC 3106.4.3) The number and location of emergency egress and escape routes shall be approved by the fire code official. (IFC 3106.3) Any street or road that is closed to vehicle traffic via movable barricades shall maintain an obstruction free width of not less than 20 feet for emergency vehicle access. Any street or road that is closed to vehicle traffic via movable barricades shall require dedicated event staff to standby each barricade to assist emergency services personnel with access. Temporary special event structures in excess of 400 square feet shall not be erected, operated, or maintained for any purpose without first obtaining approval and a permit from the fire code official and the building official. (IFC 3105.2) Where required by the fire code official, an inspection report shall be provided and shall consist of maintenance, anchors, and fabric inspections. (IFC 3103.7.1) Tents or membrane structures and their appurtenances shall be designed and installed to withstand the elements of weather and prevent collapsing. Documentation of structural stability shall be furnished to the fire code official. (IFC 3103.9) Temporary special event structures shall be located a distance from property lines and buildings to accommodate distances indicated in the construction drawings for guy wires, cross-bracing, ground anchors or ballast. Location shall not interfere with egress from a building or encroach on fire apparatus access roads. (IFC 3105.8) Tents or membrane structures shall not be located within 20 feet (6096 mm) of lot lines, buildings, other tents or membrane structures, parked vehicles, or internal combustion engines. (IFC 3103.8.2) EXHIBIT B 2.1.b Packet Pg. 35 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) SOUTH COUNTY FIRE (425) 551-1264 / Prevention@southsnofire.org ¨Smoking shall not be permitted in tents or membrane structures. Approved “No Smoking” signs shall be conspicuously posted. (IFC 3106.4.5) ¨An unobstructed fire break passageway or fire road not less than 12 feet (3658 mm) wide and free from guy ropes or other obstructions shall be maintained on all sides of all tents and membrane structures unless otherwise approved by the fire code official. (IFC 3103.8.6) ¨Approved portable fire extinguishers complying with Section 906 shall be provided and placed in locations approved by the fire code official. (IFC 3106.4.4 / 3107.9) ¨Open flame or other devices emitting flame, fire or heat or any flammable or combustible liquids, gas, charcoal or other cooking device or any unapproved devices shall not be permitted inside or located within 20 ft of the tent or membrane structure while open to the public unless approved by the fire code official. (IFC 3107.4) ¨Cooking appliances or devices that produce sparks or grease-laden vapors or flying embers (firebrands) shall not be used within 20 feet (6096 mm) of a tent or temporary structure. Exceptions: ▪Designated cooking tents not occupied by the public when approved by the fire code official. ▪Tents or structures where cooking appliances are protected with an automatic fire- extinguishing system. (IFC 3106.5.1) ¨Cooking equipment using combustible oils or solids shall meet the following: ▪A noncombustible lid shall be immediately available. The lid shall be of sufficient size to cover the cooking well completely. ▪The equipment shall be placed on a noncombustible surface. ▪An approved portable fire extinguisher for protection from cooking grease fires shall be provided at a location approved by the fire code official. (IFC 3106.5.2) ¨Electrical equipment and wiring shall be listed and labeled for outdoor use. (IFC 3106.6.1) ¨Generators shall be installed not less than 10 feet (3048 mm) from combustible materials and shall be isolated from the public by physical guard, fence or enclosure installed not less than 3 feet (914 mm) away from the internal combustion engine. Refueling of internal combustion engines shall not be allowed during cooking operations AND only when the electric generators and internal combustion power sources are not in use. (IFC 3106.6.2) ¨Each generator shall be provided with an approved portable fire extinguisher complying with Section 906.(IFC 3106.6.3) ¨LP-gas containers and tanks shall be located outside in accordance with Table 6104.3. Pressure relief valves shall be pointed away from the tent or membrane structure. (IFC 3107.13.2) ¨Portable LP-gas containers, tanks, piping, valves and fittings that are located outside and are being used to fuel equipment inside a tent, or membrane structures shall be adequately protected to prevent tampering, damage by vehicles or other hazards and shall be located in an approved location. Portable LP-gas containers shall be secured to prevent unauthorized movement. (IFC 3107.13.3) ¨Generators and other internal combustion power sources shall be separated from tents or membrane structures by not less than 20 ft and shall be isolated from contact with the public by fencing, enclosure, or other approved means. (IFC 3107.16) 2.1.b Packet Pg. 36 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 2.1.b Packet Pg. 37 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CITY OF EDMONDS FACILITIES 121 5TH AVE N EDMONDS, WA 98020 06/12/2024Effective Date: Name of Additional Insured Person(s) Or Organization(s): POLICY NUMBER:NPP2591524 COMMERCIAL GENERAL LIABILITY CG 20 26 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE CG 20 26 04 13 © Insurance Services Office, Inc., 2012 Page 1 Of 1 Section II - Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: A. However: The insurance afforded to such additional insured only applies to the extent permitted by law; and 1. If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. 2. With respect to the insurance afforded to these additional insureds, the following is added to Section III - Limits Of Insurance: B. Required by the contract or agreement; or1. Available under the applicable Limits of Insurance shown in the Declarations; 2. whichever is less. If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations. Information required to complete this Schedule, if not shown above, will be shown in the Declarations. In the performance of your ongoing operations; or1. In connection with your premises owned by or rented to you. 2. 2.1.b Packet Pg. 38 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) # R7369 Status Approved Page 1 of 2 Current Balance: $2,040.00Original Balance: $2,040.00Payment Schedules 3 resource(s)3 booking(s)Subtotal: $2,040.00 System User Jay Sandstrom Home Phone Number (425) 941-0445 Email Address Liz@porchfestedmonds.com Agent Name Liz Morgan Organization Phone 1 Number (425) 941-0445Organization Name Porchfest Edmonds - 490 TypeCustomer Organization Organization Address 130 2nd Ave N. Suite 1702 Edmonds, WA 98020 Permit #R7369 Status Approved Date Apr 23, 2025 1:51 PM FAC (Frances Anderson Center) 700 Main Street Edmonds, WA 98020 PHONE:(425) 771-0230 FAX:(425) 771-0253 EMAIL:reczone@edmondswa.gov Permit Rental Fee $2,040.00 Discounts $0.00 Subtotal $2,040.00 Deposits $0.00 Deposit Discounts $0.00 Total Permit Fee $2,040.00 Total Payment $0.00 Refunds $0.00 Balance $2,040.00 Porchfest Edmonds Booking Summary Centennial Plaza (Park)Center: Centennial Plaza START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX Sun, Jul 13, 2025 9:00 AM Sun, Jul 13, 2025 7:00 PM 1 $0.00 Hazel Miller Plaza (Park)Center: Hazel Miller Plaza START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX Sun, Jul 13, 2025 9:00 AM Sun, Jul 13, 2025 7:00 PM 1 $0.00 Right of Way (Park)Center: Right of Way START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX Sun, Jul 13, 2025 9:00 AM Sun, Jul 13, 2025 7:00 PM 1 $0.00 Resource level fees $2,040.00 Park Maintenance Fee $120.00 / Each x 1 $120.00 Street Team Fee $1,920.00 / Each x 1 $1,920.00 DUE DATE AMOUNT DUE AMOUNT PAID WITHDRAWAL ADJUSTMENT BALANCE Jun 13, 2025 $2,040.00 $0.00 $0.00 $2,040.00 2.1.b Packet Pg. 39 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) # R7369 Status Approved Page 2 of 2 X: Date: Porchfest Edmonds Customer Type: Organization Customer ID: 37713 Mailing Address: 130 2nd Ave N. Suite 1702, Edmonds, WA 98020 Organization Phone 1 Number: (425) 941-0445 Authorized Agent Name: Liz Morgan Home Phone Number: (425) 941-0445 Email Address: Liz@porchfestedmonds.com X: Date: FAC (Frances Anderson Center) Mailing Address: 700 Main Street, Edmonds, WA 98020 Phone Number: (425) 771-0230 Fax Number: (425) 771-0253 Email Address: reczone@edmondswa.gov 2.1.b Packet Pg. 40 At t a c h m e n t : 2 0 2 5 P o r c h F e s t E v e n t A g r e e m e n t F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 1 EVENT AGREEMENT CITY OF EDMONDS, WASHINGTON AND GREATER EDMONDS CHAMBER OF COMMERCE August 6 – 10, 2025 THIS AGREEMENT (“Agreement”) is entered into by and between the CITY OF EDMONDS (hereinafter referred to as the “City”), and the GREATER EDMONDS CHAMBER OF COMMERCE (hereinafter referred to as the “Chamber”) (collectively, the “Parties”). WHEREAS, the Chamber has for a number of years sponsored a public event formerly known as Taste Edmonds, now the Edmonds Block Party, and proposes to do so again in 2025; and WHEREAS, the City Council finds that the Edmonds Block Party provides distinct benefits to local businesses and helps raise necessary funding to support events such as Car Show, Halloween, 4th of July, and the Holiday Tree Lighting, while providing a unique recreational opportunity for its citizens; and WHEREAS, the City Council finds that such an event enhances tourism and promotes economic development as well as providing an opportunity for community engagement and activity to its citizens; and WHEREAS, the City Council finds that the considerations the City provides are more than adequately recompensed by the promises of the Chamber and the public benefit to be derived from this Agreement; NOW, THEREFORE, in consideration of the promises, covenants, conditions and performances set forth below, the Parties hereto agree as follows: 1. Responsibilities of the City (certain Chamber obligations included). 1.1. The City will provide use of Civic Center Playfield, parking on both sides of 7th Avenue adjacent to Civic Center Playfield and 6th Avenue in front of Civic Center Playfield from Bell Street to Daley Street. (See Exhibit A, attached hereto and incorporated herein by this reference) (hereinafter referred to as the “City-Provided Site” or “park”) for use as the venue for the Edmonds Block Party (hereinafter referred to as the “Event”), and agrees to the following: 1.1.1. “No Parking” signs will be placed on both sides of 7th Avenue and on 6th Avenue on Monday, August 4, 2025 at 8:00 a.m. (See Exhibit A for “No Parking” signage date range). 1.1.2. The Event setup will begin on Wednesday, August 6, 2025, at 6:00 a.m. 1.1.3. The Event will run from 3:00 p.m. to 10:00 p.m. Friday, August 8, 2025, and 12:00 p.m. – 10:00 p.m. Saturday, August 9, 2025. 2.1.c Packet Pg. 41 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 2 1.1.4. All surfaces and areas listed will remain available to the Event until final cleanup, to be completed by Sunday, August 10, 2025, at 2:00 p.m. 1.1.5. The City will designate twelve (12) additional ADA parking spaces to be located along 6th Avenue near the Event Box Office/Entrance (See Exhibit A). 1.2 The City will provide local access only signs for the two (2) alleys adjacent to the park where they connect with 6th and 7th Avenues to discourage attendees from traveling on the alleys and limiting residents’ access to their private driveways. 1.3 The City will provide twelve (12) official ADA parking signs and two (2) loading zone signs on 6th Avenue as identified in Exhibit A. In addition, both sides of 7th Avenue adjacent to the park will be designated for reserved parking spaces and should be marked “No Parking” August 7th at 6:00 am through August 11th at 6:00 am as identified in Exhibit A. 1.4 The City shall provide access to five (5) permanent restrooms, restocking three (3) times per day on the Friday and Saturday of the Event. Related fees are outlined in section 2.21 below. 1.5 The City may, upon request by the Chamber, install Edmonds Block Party street banners as provided by the Chamber at approved sites; provided that the Chamber obtains a Street Banner Permit from the Public Works Department and pays the required fee. The Chamber may install a banner on the tennis court fence as early as July 1, 2025. Size and location to be mutually agreed upon by the Chamber and Parks, Recreation and Human Services Director (hereinafter “Parks Director”) or designee. 1.6 The City may irrigate the field prior to the Event. The park irrigation system will be turned off by 8:00 a.m. on August 7, 2025. 1.7 The City will provide access to available power to include five (5) festival power receptacles (20A, 30A and 50A) and an additional fifteen (15) 20A receptacles as identified in Exhibit B. The Chamber must supply any additional power needed for the Event. The Chamber may utilize the overhead field lights while the Event is open to the public. The lights must be turned off at the conclusion of the Event each night. Overhead lighting schedule to be mutually agreed upon by the Chamber and the City. A Chamber representative and a City Public Works representative will meet prior to July 18, 2025, to draw up an exterior electrical plan. The City Electrician will have final say in all electrical matters. No ground penetrations are allowed unless authorized first by the City Electrician and City Parks Department. Any unauthorized ground penetrations may be subject to fine and/or damage cost recovery from the Chamber. 1.8 City shall provide potable water access in the southwest corner of the park (petanque courts) and in the northeast area of the park (playground area) for use 2.1.c Packet Pg. 42 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 3 by the food vendors. Additionally, the bottle filler station located near the permanent restrooms will be available. 1.9 The Chamber is not authorized to fasten anything to the buildings, structures, or trees unless authorized first by the City Parks Department. Doing so may result in damage cost recovery and/or fine. 1.10 Vehicles are only allowed to drive on the Sprague connection (east-west promenade) and in the food truck parking area as identified in Exhibit B. Any use of a vehicle larger than a gator on any other hardscape area may result in damage cost recovery and/or fine. 1.11 Alcohol may be served, so long as the Chamber obtains all required state licenses and approvals to serve alcohol. These will be furnished to the City at least five (5) business days prior to the Event, or as soon as the Chamber receives the licenses. 1.12 The City has the right to check the noise level of any amplified sound equipment or other source and require that the volume be reduced if it exceeds the safety limits recommended by the Seattle King County Department of Health or levels set forth in Chapter 5.30 of the Edmonds City Code. 1.13 All use and configuration of structures, booths and other permanent or temporary facilities used in the Event must comply with the “Outdoor Assembly Events” and “Regional Fire Marshals Food Truck Inspection Checklist” set forth in Exhibit C, attached hereto and incorporated herein by this reference. Such structures, booths and facilities may be inspected and reviewed by the City Fire Chief, Police Chief, Building Official and Parks Director or their designees to determine whether the facilities in use comply with the provisions of Exhibit C and state and local law, as well as to ensure that no lasting or permanent damage will be done to any public facility or property. 1.14 The Edmonds Fire Marshal will inspect the facilities and all food trucks prior to the opening of the Event to the general public on or before 12:00 p.m., August 8, 2025, as the Parties will agree and note all potential problems. Prior to the opening of the Event, the Chamber will correct all problems related to fire safety. In the event that such problems are not corrected, the City may at its sole discretion cancel the Event or prohibit the attendance of the general public in certain areas, if in the opinion of the Fire Marshal and at the sole discretion of the City, any violation or other condition that threatens life, health or property has not been corrected. 1.15 The City will provide and oversee police supervision of the Event under the command of the Chief of Police or designee. Police staffing levels and fees to be paid to the City will be mutually determined by the Chief of Police, or designee, and the President and CEO of the Chamber. 2.1.c Packet Pg. 43 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 4 1.16 The City will supply a list of acceptable compostable and recyclable food ware items and suppliers for the compostable items. The City will provide signage for the on-site collection containers, and any additional containers, if needed. 2. Responsibilities of the Chamber 2.2 The Chamber agrees to the following general open hours of the Edmonds Block Party: 2.2.1 Friday, August 8, 2025: 3:00 p.m. – 10:00 p.m. Alcohol last call 9:30 p.m., no service after 9:45 p.m. 2.2.2 Saturday, August 9, 2025: 12:00 p.m. – 10:00 p.m. Alcohol last call 9:30 p.m., no service after 9:45 p.m. 2.3 The Chamber will ensure that all vendors have the necessary state permits for serving and selling alcohol. The Chamber intends to allow Event attendees 21 years and older on Friday, Aug. 8, and of all ages on Saturday, Aug. 9, and agrees to make its best effort to prevent service of alcohol to minors, including appropriate fencing around the Event, posting security at the entrances of the Event, and checking identification in accordance with common practice. Required fencing is addressed at Section 2.6, below. 2.4 The Chamber will obtain any copyright licenses necessary for presenting licensed live and recorded music. 2.5 The Chamber will post “NO DOGS” signs on the City-Provided Site per Chapter 5.05 of the Edmonds City Code (“Animal Control”). The Chamber will notify vendors of this requirement as part of their registration instructions, and also inform vendors that this requirement will be enforced. This provision will not apply to service animals for the disabled. 2.6 The Chamber will provide a sufficient number of portable sani-cans and wash stations in addition to the City-provided permanent restrooms. Portable restrooms are not authorized to be placed on any of the grass surfaces and portable restroom service trucks are not permitted to drive on any surface other than the Sprague Connection promenade running East-West in the park. 2.7 The Chamber will provide fence installation and removal at the Civic Center Playfields around the exterior of the park (see Exhibit A). Precise fence location to be mutually agreed upon by the Chamber and the City in advance of the Event. The Chamber will provide all fencing for the Beer Garden and Wine Garden as required by law. 2.8 The Chamber will coordinate with the Boys and Girls Club to ensure their business remains accessible to their participants and vehicles as needed. 2.1.c Packet Pg. 44 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 5 2.9 The Chamber will contract and pay for garbage service. 2.10 The Chamber will insure that kilns, barbecues, forges and other sources of heat will be insulated from turfed areas to prevent the heat from killing the grass and sterilizing the soil. All heat producing appliances will be approved by the Fire Department and may require conditions for their acceptable use. Food vendor installations will be inspected prior to the Event opening. Tarps, tents, canopies and covers will be listed and labeled for flame resistance. 2.11 Vehicles will only be allowed on Sprague Connection promenade and Food Truck area for load and unload, with adjacent streets used for parking during the Event. 2.12 The Chamber will notify all individual residents of the affected areas surrounding the park to provide awareness of the increase in park activity, noise, music and street closures a minimum of thirty (30) days prior to the Event. 2.13 Canopies, tents or similar structures must be held down with sandbags and not stakes. 2.14 The Chamber will arrange for a walk-through with the City electrician and obtain approval for the accommodation of power and electricity needs. 2.15 The Chamber will provide security services necessary during the daytime hours (daytime hours being defined as those hours which the Event is in operation), sufficient to reasonably secure the area and facilities provided. The City will have no responsibility or liability for the provision of security services nor will it be liable for any loss or damage incurred by the Chamber or the participants in the Event. 2.16 The Chamber will provide any and all security services necessary during the nighttime hours (nighttime hours being defined as those hours which the Event is not in operation), sufficient to reasonably secure the area and facilities provided. The City will have no responsibility or liability for the provision of security services nor will it be liable for any loss or damage incurred by the Chamber or the participants in the Event. 2.17 The Chamber will provide a fire watch for all times the Event is open to the general public. The Fire Marshal or representative may inspect the Event with the Chamber CEO or designated representative, prior to 12:00 p.m., Friday, August 8, 2025. 2.18 The Chamber will be responsible for restoring the City-Provided Site to its original condition including steam cleaning and pressure washing whenever required for all hard surfaces impacted by the Event. A Chamber representative will meet with a member of the City’s Parks and Recreation Department prior to August 8, 2025 and on August 11, 2025 to inspect the City-Provided Site to 2.1.c Packet Pg. 45 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 6 document the “original” and “post Event” conditions of the Civic Center Playfield and adjacent right of way spaces. 2.19 Cleanup areas include the City-Provided Site as described in paragraph 1.1 and all streets immediately surrounding the Event perimeter. 2.20 All garbage to the size of a cigarette butt, debris, litter, equipment, and any and all other items made necessary by or used in the provision of the Event will be picked up and removed by 2:00 p.m., Sunday, August 10, 2025. 2.21 Damage Deposit: The Chamber will submit a cleaning/damage deposit of $2,000.00 to the City prior to Monday, July 14, 2025. The deposit will be refunded to the Chamber if, upon inspection, all is in order, or a prorated portion thereof as may be necessary to reimburse the City for loss or cleaning costs. 2.22 Fees: The Chamber will pay the City One Thousand Five Hundred Dollars ($1,500.00) for the use of the City-Provided Site prior to Monday, July 14, 2025. The Chamber will be responsible for the cost of City resources provided for the Event pursuant to the provisions of ECC 4.100.090. This Agreement will serve as the Special Event Permit application required under ECC 4.100.040. A statement of the estimated costs for City staff time for the deployment of no parking signs, restroom cleaning and restocking fees, removal and replacement of petanque courts and potable water access will be provided upon approval of the Special Event Permit. The estimated costs for City resources must be paid no later than ten (10) days prior to the Event. The actual costs of these resources will be determined after the Event at which time the City will either refund the difference or invoice the Chamber for additional costs due to pursuant to ECC 4.100.090. 2.23 Notices. All requests for additional services and concerns of the Chamber will be directed by the Chamber President to the City’s designated representative, the Parks Deputy Director, at 425-771-0232. 2.24 Insurance: The Chamber will provide a Certificate of Insurance evidencing the following insurance: General Liability insurance will be at least as broad as Insurance Services Office (ISO) occurrence form CG 00 01 covering premises, operations, products- completed operations and contractual liability. The City of Edmonds will be named as an additional insured on the Chamber’s General Liability insurance policy using ISO Additional Insured-Managers or Lessors of Premises Form CG 20 11 or an endorsement providing at least as broad coverage. The General Liability insurance will be written with limits no less than $2,000,000 each occurrence, $4,000,000 general aggregate. 2.1.c Packet Pg. 46 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 7 The insurance policy will contain, or be endorsed to contain, that the Chamber’s insurance coverage will be primary insurance as respect the City of Edmonds. Any insurance, self-insurance, or self-insured pool coverage maintained by the City of Edmonds will be excess of the Chamber’s insurance and will not contribute with it. In the event that the Chamber’s employees and/or volunteers provide the service of alcohol at the Event, the Chamber’s General Liability insurance will also include host liquor liability coverage. However, if the Chamber contracts with a third-party vendor or vendors to provide all service of alcohol, the Chamber will be responsible for obtaining a Certificate of Insurance from all vendor(s) confirming that the vendor(s) have Liquor Liability coverage, with limits no less than $2,000,000 per occurrence and $4,000,000 in the aggregate per vendor. The City will be named as an additional insured on any third-party vendor(s)’ Liquor Liability policies and copies of all endorsement(s) naming the City as an additional insured will be attached to the Chamber’s Certificate of Insurance. The Chamber will provide a Certificate of Insurance evidencing the required insurance before using the premises described herein. Insurance will be placed with insurers with a current A.M. Best rating of not less than A:VII. 2.25 The Chamber agrees that the Edmonds Block Party is a public event. The Chamber further agrees that areas constituting the City-Provided Site that are covered under this Agreement, including but not limited to public rights of way, streets, sidewalks, parks, parking lots, gardens, meeting halls and squares, are traditional public forums. As a result, the Chamber will permit citizens attending events open to the general public at the City-Provided Site during the Event to exercise therein their protected constitutional right to free speech without interference in a designated free speech zone that does not violate fire and ADA codes. 2.26 Chapter 6.80 of the Edmonds City Code (“Plastic Bag Reduction”) restricts the use of single-use plastic checkout bags. The restrictions do not apply to plastic bags used to carry out cooked food or provided solely for produce, bulk food or meat. The Chamber will encourage its vendors to comply with the purposes of the ordinance by utilizing paper bags or encouraging the use of reusable totes whenever practicable. 2.27 Pursuant to the provisions of RCW 70.93.093 concerning event recycling, the Chamber will place clearly marked recycling containers throughout the Event area for the collection of aluminum cans, glass and plastic bottles and other recyclable materials from Event participants. The Chamber will be responsible for providing recycling, compost, and garbage collection and removal services (see also Section 2.27, below). 2.28 Pursuant to the provisions of Chapters 6.90 (“Noncompostable Food Service Containers Prohibition”) and 6.95 ECC (“Single-Use Plastic Utensils – 2.1.c Packet Pg. 47 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 8 Prohibition”), which prohibit the use of non-compostable food service containers and single-use plastic utensils (such as plastic straws, stirrers and cutlery) at public events requiring a contract with the City, the Chamber will ensure that food vendors at this public event provide only compostable food service containers and utensils, as defined in Chapters 6.90 and 6.95 ECC, to Event participants. Aluminum and steel cans, plastic bottles and certain plastic cups that are accepted as recyclable continue to be acceptable for vendor use. The Chamber will provide for the on-site collection of compostable and recyclable materials from Event participants, using designated color-coded collection containers. The Chamber will ensure that on-site collection containers are serviced properly and continually during the Event. A Chamber representative will meet with the City’s Recycling Coordinator or representative prior to July 15, 2025, in order to be educated on the 3-container system to maximize diversion of compostable and recyclable materials from the garbage, and the City will work to identify mutually agreed upon locations for food waste stations. These stations will be identified on Event maps and website. 2.29 Indemnification: The Chamber shall defend, indemnify, and hold the City, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Chamber and the City, its officers, officials, employees, and volunteers, the Chamber’s liability hereunder shall be only to the extent of the Chamber’s negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Chamber’s waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the Parties. The provisions of this section shall survive the expiration or termination of this Agreement. 2.30 The Chamber may in its discretion limit the participation of any vendor who produces duplication in order to adequately recognize limitations of space, failure to comply with applicable State or local health, liquor, or other requirements of law, and in order to provide an adequate and interesting diversity compatible with the recreation of the citizens of Edmonds. 2.31 Neither the Chamber nor any of its officers, agents, or employees will discriminate in the provision of service under this Agreement against any individual, partnership, or corporation based upon race, religion, sex, creed, place of origin, or any other form of discrimination prohibited by federal, state or local law. 2.1.c Packet Pg. 48 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 9 2.32 The Parties acknowledge that, pursuant to the provisions Chapter 70.160 RCW (herein after the “smoking ban”), smoking is prohibited in indoor areas, within twenty-five (25) feet of vents or entrances and in outdoor areas where public employees of the City, and employees of any vendor at the Event or of the Chamber are required to be. This general description of the provisions of the statute is included for the purpose of reference and is not intended to expand or contract the obligations created by the smoking ban. The Chamber warrants that it will comply with the smoking ban and will utilize the services and advice of the Snohomish County Health District in assuring compliance during the Event described in this Agreement. 3. Miscellaneous 3.1 Entire agreement, integration, amendment, waiver, applicable law and venue. This Agreement contains the entire agreement and understanding between the Parties relating to the rights and obligations created hereby, and supersedes all prior and contemporaneous negotiations, understandings, and agreements, written or oral, between the Parties. Any prior discussions or understandings are deemed merged with the provisions herein. This Agreement will not be amended, assigned or otherwise changed or transferred except in writing with the express written consent of the Parties hereto. The failure of either party to insist upon strict adherence to any term of this Agreement on any occasion shall not be considered a waiver thereof or deprive that party of the right thereafter to insist upon strict adherence to that term or any other term of this Agreement. This Agreement shall be governed and construed in accordance with the laws of the State of Washington, and any action to interpret or enforce this Agreement will be brought before the Superior Court of Snohomish County, Washington, and the Parties agree that, as between them, all matters will be resolved in that venue. 3.2 Force majeure. The Parties will not be liable for failure to perform or delay in performance due to fire, flood, strike or other labor difficulty, act of God, act of any governmental authority, riot, embargo, fuel or energy shortage, car shortage, wrecks or delays in transportation, or due to any other cause beyond the Parties’ reasonable control. In the event of delay in performance due to any such cause, the date of delivery or time for completion will be extended by a period of time reasonably necessary to overcome the effect of such delay. 3.3 Relationship between the Parties. Nothing in this Agreement will be interpreted to or in fact create an agency or employment relationship between the Parties. No officer, official, agent, employee or representative of the Chamber will be deemed to be the same of the City for any purpose. The Chamber alone will be solely responsible for all acts of its officers, officials, agents, employees, representatives and subcontractors during the performance of this Agreement. 2.1.c Packet Pg. 49 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 10 3.4 Compliance with laws. The Chamber in the performance of this Agreement will comply with all applicable Federal, State and local laws and ordinances, including all applicable public health and safety guidelines and all requirements of the federal government, the State of Washington, the Snohomish Health District, and the City. It is the Chamber’s responsibility to ensure that all of its representatives and all participants in the Event comply with all relevant health and safety related guidance. In the event that the City provides written notice to the Chamber of issue(s) relating to public health or safety and such issue(s) are not promptly corrected, the City may at its sole discretion cancel the Event or prohibit the attendance of the general public in certain areas, if in the opinion of the Parks Director and at the sole discretion of the City, such issue threatens public health and safety. 3.5 Termination. Each and every term and condition herein set forth and contained in this Agreement are expressly made terms, covenants, agreements and conditions, and a breach of any one of them by the Chamber will constitute a breach of this Agreement. In the event the Chamber fails to comply with any of the terms, covenants, agreements or conditions of this Agreement, or in the event the Chamber violates any local, city, county, state, or federal law, in connection with the Event, upon giving the Chamber twenty-four (24) hours’ advance written notice, the City may terminate this Agreement. Provided, the Parks Director may order the Chamber to cease operation of the Event hereunder immediately at any time should the Parks Director determine that the Event is detrimental to public safety, health, or welfare. Such a determination may be made in relation to any public safety, health or welfare issue. In the event of termination of this Agreement, all the rights, licenses, and privileges herein contained will be terminated, the Chamber will have no further rights hereunder, and the City may require the immediate removal of all property of the Chamber and its vendors from the City-Provided Site. DATED this ______ day of ________________ 2025. CITY OF EDMONDS: GREATER EDMONDS CHAMBER OF COMMERCE: Mike Rosen, Mayor Ryan Crowther, President and CEO ATTEST/AUTHENTICATED: 2.1.c Packet Pg. 50 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 11 Scott Passey, City Clerk APPROVED AS TO FORM: Office of the City Attorney 2.1.c Packet Pg. 51 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 12 Exhibit A 2025 Edmonds Block Party Site Plan & Traffic Control Plan 2.1.c Packet Pg. 52 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 13 Exhibit B Civic Center Playfield Amenities Map 2.1.c Packet Pg. 53 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 11 Exhibit A 2025 Edmonds Block Party Site Plan & Traffic Control Plan 2.1.c Packet Pg. 54 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) 12 Exhibit B Civic Center Playfield Amenities Map 2.1.c Packet Pg. 55 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) REQUIREMENTS FOR Outdoor Assembly Events The purpose of this handout is to assist the public in complying with requirements for holding Outdoor Assembly Events. It is not a complete list of permit or code requirements and should not be used as a substitute for applicable laws and regulations of the owner/design professional to review the submittal for completeness. Only complete applications will be accepted by the City for review. REQUIREMENTS: Outdoor assembly events shall be approved by the fire code official. (IFC 3106.2.1) An approved means of fire apparatus access shall be provided. (IFC 3106.2.3) The fire code official shall establish an occupant load for the event site. (IFC 3106.3.1) Unobstructed access to fire hydrants, drafting sources and other fire protection features shall be maintained at all times. (IFC 3106.2.3.1) Combustible refuse shall be kept in noncombustible containers with tight fitting or self-closing lids. Combustible refuse shall be removed from the event site at regular intervals to prevent an unsafe accumulation within the event site. (IFC 3106.4.7) Where events involve a gathering of more than 1,000 people, trained crowd managers shall be provided in accordance with Section 403.12.3. (IFC 3106.4.3) The number and location of emergency egress and escape routes shall be approved by the fire code official. (IFC 3106.3) Any street or road that is closed to vehicle traffic via movable barricades shall maintain an obstruction free width of not less than 20 feet for emergency vehicle access. Any street or road that is closed to vehicle traffic via movable barricades shall require dedicated event staff to standby each barricade to assist emergency services personnel with access. Temporary special event structures in excess of 400 square feet shall not be erected, operated, or maintained for any purpose without first obtaining approval and a permit from the fire code official and the building official. (IFC 3105.2) Where required by the fire code official, an inspection report shall be provided and shall consist of maintenance, anchors, and fabric inspections. (IFC 3103.7.1) Tents or membrane structures and their appurtenances shall be designed and installed to withstand the elements of weather and prevent collapsing. Documentation of structural stability shall be furnished to the fire code official. (IFC 3103.9) Temporary special event structures shall be located a distance from property lines and buildings to accommodate distances indicated in the construction drawings for guy wires, cross-bracing, ground anchors or ballast. Location shall not interfere with egress from a building or encroach on fire apparatus access roads. (IFC 3105.8) Tents or membrane structures shall not be located within 20 feet (6096 mm) of lot lines, buildings, other tents or membrane structures, parked vehicles, or internal combustion engines. (IFC 3103.8.2) Exhibit C 2.1.c Packet Pg. 56 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) SOUTH COUNTY FIRE (425) 551-1264 / Prevention@southsnofire.org Smoking shall not be permitted in tents or membrane structures. Approved “No Smoking” signs shall be conspicuously posted. (IFC 3106.4.5) An unobstructed fire break passageway or fire road not less than 12 feet (3658 mm) wide and free from guy ropes or other obstructions shall be maintained on all sides of all tents and membrane structures unless otherwise approved by the fire code official. (IFC 3103.8.6) Approved portable fire extinguishers complying with Section 906 shall be provided and placed in locations approved by the fire code official. (IFC 3106.4.4 / 3107.9) Open flame or other devices emitting flame, fire or heat or any flammable or combustible liquids, gas, charcoal or other cooking device or any unapproved devices shall not be permitted inside or located within 20 ft of the tent or membrane structure while open to the public unless approved by the fire code official. (IFC 3107.4) Cooking appliances or devices that produce sparks or grease-laden vapors or flying embers (firebrands) shall not be used within 20 feet (6096 mm) of a tent or temporary structure. Exceptions: ▪Designated cooking tents not occupied by the public when approved by the fire code official. ▪Tents or structures where cooking appliances are protected with an automatic fire- extinguishing system. (IFC 3106.5.1) Cooking equipment using combustible oils or solids shall meet the following: ▪A noncombustible lid shall be immediately available. The lid shall be of sufficient size to cover the cooking well completely. ▪The equipment shall be placed on a noncombustible surface. ▪An approved portable fire extinguisher for protection from cooking grease fires shall be provided at a location approved by the fire code official. (IFC 3106.5.2) Electrical equipment and wiring shall be listed and labeled for outdoor use. (IFC 3106.6.1) Generators shall be installed not less than 10 feet (3048 mm) from combustible materials and shall be isolated from the public by physical guard, fence or enclosure installed not less than 3 feet (914 mm) away from the internal combustion engine. Refueling of internal combustion engines shall not be allowed during cooking operations AND only when the electric generators and internal combustion power sources are not in use. (IFC 3106.6.2) Each generator shall be provided with an approved portable fire extinguisher complying with Section 906.(IFC 3106.6.3) LP-gas containers and tanks shall be located outside in accordance with Table 6104.3. Pressure relief valves shall be pointed away from the tent or membrane structure. (IFC 3107.13.2) Portable LP-gas containers, tanks, piping, valves and fittings that are located outside and are being used to fuel equipment inside a tent, or membrane structures shall be adequately protected to prevent tampering, damage by vehicles or other hazards and shall be located in an approved location. Portable LP-gas containers shall be secured to prevent unauthorized movement. (IFC 3107.13.3) Generators and other internal combustion power sources shall be separated from tents or membrane structures by not less than 20 ft and shall be isolated from contact with the public by fencing, enclosure, or other approved means. (IFC 3107.16) 2.1.c Packet Pg. 57 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY $ $ 600 Main Street, Ste. A Scott M. Campbell Cert ID 12438 121 5th Ave N Western National Mutual Insuranc 01/15/2025 121 5th Ave N 09/01/2024 09/01/2025UMB104981201 A Liquor Liability info@insuranceservicesgroup.com 09/01/2024 09/01/2025CPP129583101 A A A X Carol DuClos Edmonds WA 98020 Edmonds WA 98020 Edmonds WA 98020 (425) 775-6446 (425) 670-1496 (425) 640-9225 X X X X 100,000 1,000,000 2,000,000 2,000,000 10,000 Excluded 1,000,000 09/01/2024 09/01/2025CPP129583101 1,000,000 1,000,000 2,000,000 2,000,000 City of Edmonds RE: Block Party. Location: Civic Center Playfield. 310 6th Ave N. Edmonds, WA 98020 August 8 & 9, 2025 City of Edmonds included as Additional Insured if required by written contract per form CG MU 1078 06 22 sent with this Certificate. Greater Edmonds Chamber of Commerce X (13)CD 09/01/202509/01/2024CPP129583101 Page 1 of 1 2.1.c Packet Pg. 58 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 1 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. COMMERCIAL GENERAL LIABILITY CG MU 1078 12 20 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. GENERAL LIABILITY SPECIALTY SOLUTIONS ENHANCEMENT This endorsement modified insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM (CG 00 01) SUMMARY OF COVERAGES Description Limit Of Insurance Abduction $50,000 per Abduction/$50,000 Aggregate/$1,000 deductible Additional Insured – Broad Form Vendors Included Additional Insured – Lessor Of Leased Equipment Included Additional Insured – Managers Or Lessors Of Premises Included Additional Insured – State Or Political Subdivisions – Permits Included Additional Insureds By Written Contract Included Broad Form Property Damage $25,000 Per Occurrence Broad Knowledge/Notice Of Occurrence Included Damage To Premises Rented To You $300,000 Any One Premises Designated Location(s) – General Aggregate Limit Included Employee Bodily Injury To A Co-Employee Included Insured Contract Amended Included Medical And Dental Payments $10,000 Medical Expense Limit Mobile Equipment Included Non-Owned Watercraft 51 Feet Occupational License Review Expense $2,500 Per Review/$5,000 Aggregate Property Damage Liability – Borrowed Equipment $25,000 Occurrence/$50,000 Aggregate Property Damage Liability – Elevator And Sidetrack Agreement Included Supplementary Payments Increased Limits Bail Bonds $2,500 Loss Of Earnings Per Day $1,000 Unintentional Failure To Disclose Hazards Included Waiver Of Transfer Of Rights Of Recovery Against Others To Us Included 2.1.c Packet Pg. 59 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 2 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. The terms and conditions of this policy are amended as indicated below: I. Non-Owned Watercraft SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE, Exclusion 2.g.(2) is revised as follows: This exclusion does not apply to: (2) A watercraft you do not own that is: (a) Less than 51 feet long; and (b) Not being used to carry persons or property for a charge; This provision applies to any person, who with your expressed or implied consent, either uses or is responsible for the use of the watercraft. This provision does not apply if the insured has any other insurance for “bodily injury” or “property damage” liability that would also be covered under this provision, whether the other insurance is primary, excess, contin- gent or on any other basis. In that case, this provision does not provide any insurance. II. Damage To Premises Rented To You Under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE, the last paragraph of 2. is deleted and replaced with the following: Exclusions c. through n. do not apply to “Property Damage” to the premises while rented to you or temporarily occupied by you with permission of the owner. A separate Damage To Premises Rented To You Limit of Insur- ance applies to this coverage which is the greater of: 1. The Damage To Premises Rented To You Limit for Each Occurrence shown in the Declarations; or 2. $300,000 Under Section III – LIMITS OF INSURANCE, paragraph 6. does not apply. III. Supplementary Payments SECTION I – COVERAGES, SUPPLEMENTARY PAYMENTS – COVERAGES A & B, are revised as follows: 1. In paragraph 2., the limit of $250 for bail bonds is increased to $2,500. 2. In paragraph 4., the limit of $250 for daily loss of earnings is increased to $1,000. IV. Medical And Dental Payments Under SECTION I – COVERAGES, COVERAGE C. MEDICAL PAYMENTS, if COVERAGE C. MEDICAL PAYMENTS, is not otherwise excluded from this Coverage Part: 1. The Medical Payments Limit is changed to the greater of: a. $10,000; or b. The Medical Expenses Limit shown in the Declarations of this Coverage Part. 2. The provision, in C.1.a.(2) that the expenses must be incurred and reported to us within one year of the date of the accident, is increased to three years. V. Broad Form Property Damage Under SECTION I – COVERAGE A, Exclusion 2.j. is amended as follows: 1. Paragraph (3) does not apply. 2. Paragraphs (4) and (6) do not apply to customer’s property at your described premises. We do not cover any property: 1. Subject to motor vehicle registration; or 2. While being used to perform construction operations. Our limit for any one “occurrence” under this coverage provision is $25,000. The insurance afforded by reason of this provision is excess over any valid and collectible property insurance (including any deductible) available to the insured, and SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS 4. Other Insurance is changed accordingly. 2.1.c Packet Pg. 60 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 3 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. VI. Occupational License Review Expense The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. Insuring Agreement Subject to the per review and annual aggregate limits of insurance stated in this endorsement, we agree to pay the “insured” for reasonable and necessary covered expenses, as listed below, incurred and paid by the “insured” as a direct result of a “occupational license review”, conducted by a governmental bureau, board, commission or department, occurring during the policy period and in the “coverage territory”. a. Covered Expenses include: (1) Fees and expenses of any licensed independent investigative services or legal counsel, hired by the “insured” for the purpose of assisting or representing the “insured” at the “occupational license review”; and (2) Costs of travel, accommodations, and meals incurred by the “insured” in order to appear before the governmental bureau, board, commission or department. b. Exclusions This coverage will not pay for: (1) Hearing fees; or (2) Fines, judgments, lawsuits, or settlement amounts as the result of or in conjunction with the “occu- pational license review”; or (3) Expense(s) directly or indirectly caused or resulting from the fraudulent, dishonest, or criminal acts of the “insured”, any director or officer of the “insured”, or agents thereof, whether acting alone or in collusion with others; or (4) Lost salary or wages claimed by or for any “insured” while preparing for or attending the “occupa- tional license review”. 2. For the purposes of the coverage provided by this provision, SECTION III – LIMITS OF INSURANCE is amended as follows: With respect to this endorsement only, the following apply: a. The per review limit of insurance shown in this endorsement is the most we will pay per review, regard- less of the number of “insureds” reviewed or subject to the “occupational license review”. b. The annual aggregate limit of insurance shown in this endorsement is the most we will pay for all cov- ered expenses for each policy period. c. In the event that the “occupational license review” continues over more than one policy period, the expenses shall be limited to the annual aggregate applicable to the policy period when the license review began. d. In no event will any expense claimed for an “occupational license review” be recoverable as expense for another “occupational license review”. e. The limits of insurance stated in this endorsement are not part of and are in addition to, the Liability Limits of Insurance shown in the Declarations for this policy. 3. For the purposes of the coverage provided by this provision, the following are added under SECTION IV- COMMERCIAL GENERAL LIABILITY CONDITIONS: a. In the event of a “occupational license review” during the policy period, the “insured” will: (1) Make every reasonable effort to give us immediate written notice and timely updates concurrent with activity regarding the “occupational license review”; (2) Provide us with the official report of the “occupational license review”; and (3) Provide us with documentation, including receipts, for expenses claimed under this coverage. b. The insurance under this endorsement will be excess over any other valid insurance or bond. 2.1.c Packet Pg. 61 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 4 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 4. For the purposes of the coverage provided by this provision, the following are added under SECTION V – DEFINITIONS: a. “Insured” as used in this endorsement means an employee of the Named Insured shown in the Decla- rations, but does not include leased or temporary workers or volunteers. “Insured” does not include the Named Insured, unless the Named Insured is an individual person operating as a sole proprietorship, or any other business, whether corporation, partnership, limited liability company or other organization. “Insured” only includes natural persons. b. “Occupational license review” means a formal or informal proceeding conducted by a governmental bureau, board, commission or department charged with regulating the “insured’s” occupational license and involving the review, modification, denial, suspension, or nonrenewal of the “insured’s” occupa- tional license or involving disciplinary action against the “insured”, including proceedings to impose a forfeiture or penalty; but “occupational license review” does not include a proceeding concerning any criminal or civil charge brought against the “insured”. VII. Abduction The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. Insuring Agreement Subject to the limits, aggregate and deductible as stated in this endorsement, we agree to pay the insured for reasonable and necessary Covered Expenses, as listed below, incurred and paid by the insured or “Guardian(s)” as a direct result of an “abduction” occurring during the policy period and in the “coverage Territory”, provided that such “abduction” is otherwise the subject of this endorsement hereunder. Payment of such Covered Expenses may continue until the earliest of the following unless otherwise stated: a. Up to fourteen (14) days after the recovery of the “Covered Individual(s)”; or b. Discovery of the death of the “Covered Individual(s)”; or c. Twelve (12) months after the date of the “abduction”. Covered Expenses include the following incurred expenses: a. Fees and expenses of any independent investigative services, provided that we have given prior con- sent to the use of such independent investigative services; and b. Reward to an “Informant” for information leading to the recovery of the “Covered Individual(s)” and the arrest and conviction of the party(ies) responsible for the “abduction”; and c. Fees and expenses of independent forensic analysts engaged by the insured or “Guardian(s)” with prior authorization from us; and d. Fees and expenses of public relations consultants to assist in the location of the “Covered Individual(s)”; and e. Publicity costs incurred solely and directly to assist in the resolution of an “abduction”; and f. Costs of travel and accommodations incurred by the insured or “Guardian(s) while attempting to resolve an “abduction”; and g. Rest and rehabilitation expenses including travel, lodging and meals of the “Covered Individual(s)” and “Guardian(s)” incurred by the “Guardian(s)” and paid by the insured following resolution of the loss covered hereunder. The total amount under this provision shall not exceed $10,000 for any single loss; and h. Lost salary of “Guardian(s)”, which is the amount of compensation paid at an annual rate including the average bonuses and commissions, that the “Guardian(s)” would normally have earned; and i. Fees for psychological or psychiatric counseling for the be nefit of “Guardian(s)”, or siblings of the “Cov- ered Individual(s)” beginning on the date of recovery of the “Covered Individual(s)”, until the earliest of the following: (1) Up to three (3) months after the recovery or discovery of the death of the “Covered Individual(s)”; or (2) Twelve (12) months after the date of the “abduction”; and 2.1.c Packet Pg. 62 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 5 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. j. Fees for psychological or psychiatric counseling for the benefit of “Covered Individual(s)” beginning on the date of recovery of the “Covered Individual(s)” and continuing up to twelve (12) months thereafter; and k. Medical services and hospitalization costs incurred for the “Covered Individual(s)” as a result of the “abduction” beginning on the date of recovery of the “Covered Individual(s)” an d continuing up to twelve (12) months thereafter; and l. Funeral and burial expenses of “Covered Individual(s)” resulting from an “abduction”. 2. Exclusions We will not pay any expense(s) directly or indirectly caused or resulting from: a. The fraudulent, dishonest, or criminal acts of any “Insured”, any director or officer of the “Insured”, parents or “Guardian(s)” or agents thereof, whether acting alone or in collusion with others; or b. Any legal liability or costs of defense for administrative, regulatory, judicial or other claims hearings or lawsuits arising out of the “abduction”; or c. Payment of any “ransom” or demand for money. For the purposes of the abduction coverage provided by this provision, SECTION III – LIMITS OF INSURANCE is amended as follows: 1. The Limits of Insurance shown on this Endorsement and the rules below fix the most that we will pay regardless of the number of: a. Insureds; b. Claims made or “suits” brought; or c. Persons or organizations making claims or bring “suits”. 2. The Aggregate Limit shown on this Endorsement is the most we will pay for all Covered Expenses for each policy period. All expenses arising from an act or series of related acts involving one or more persons or an act error or event or a series of related acts, errors or events shall be treated as arising out of one “abduction”. However we will not pay for any loss resulting from an “abduction” which is part of a series of related acts that began prior to the effective date of this insurance. 3. In no event will any expense claimed, incurred or paid under one “abduction” be recoverable under another “abduction”. 4. The “abduction” limit is included as part of the Limits of Insurance under the Liabil ity and Medical Expenses Aggregate Limit. 5. We will not pay for loss in any one “abduction” until the amount of loss exceeds the deductible shown on this Endorsement. We will than pay the amount of loss in excess of the deductible up to the applicable Limit of Insurance as shown in this Endorsement. The deductible will not reduce the Limit of Insurance. For the purposes of the abduction coverage provided by this provision, the following are added under SECTION IV- COMMERCIAL GENERAL LIABILITY CONDITIONS: 1. In the event of an “abduction” during the Policy Period, the “Insured” will make every reasonable effort to: (a) Determine that the “abduction” has actually occurred prior to incurring costs; and (b) Give immediate oral and written notice to us with periodic and timely updates concurrent with activity oc- curring during the incident; and (c) Immediately notify local, national or other appropriate law enforcement agency having jurisdiction over the matter. 2. Confidentiality The “Insured” will use all reasonable efforts not to disclose the existence of this Endorsement. 3. Other Insurance The insurance under this Endorsement will be excess over any other valid insurance. 2.1.c Packet Pg. 63 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 6 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. 4. Cooperation You must cooperate with us in all matters pertaining to this insurance as stated in its terms and conditions. 5. Due Diligence You and every insured or “guardian” must exercise due diligence in doing all things reasonably practicable to avoid or diminish any loss covered under this insurance. For the purposes of the abduction coverage provided by this provision, the following are added under SECTION V – DEFINITIONS: 1. “Abduction” means the wrongful and illegal seizure of a “Covered Individual(s)”, by someone other than a “Guardian(s)” or an agent thereof, from the “premises” of the insured or on any other premises while such “Covered Individual(s)” are under the control of the insured occurring during the policy period. “Abduction” as used in this endorsement does not include the actions of any official acting within their lawful authority. 2. “Covered Individual(s)” means individual(s) under the care, custody and control of the insured. 3. “Informant” means any person, other than a “Covered Individual”, providing information not otherwise obtainable solely in return for a reward offered by the insured. 4. “Guardian(s)” means the natural and legal Parent(s) or legal and a ppointed Guardian, step-Parent(s) or foster Parent(s) of a “Covered Individual(s)” regardless of who has legal custody. 5. “Premises” means any place the insured conducts business. 6. “Ransom” means a consideration paid or demanded for the release of a “Covered Individual(s)” from captivity. VIII. Property Damage Liability – Elevators And Sidetrack Agreements The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. Exclusions j. (3), (4) and (6) do not apply to the use of elevators. 2. Exclusion k. does not apply to: a. The use of elevators; or b. Liability assumed under a sidetrack agreement. The insurance afforded by reason of this provision is excess over any valid and collectible property insurance (including any deductible) available to the insured, and SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS 4. Other Insurance is changed accordingly. IX. Designated Location(s)-General Aggregate Limit The following is added under SECTION I – COVERAGES, COVERAGE A. BODILY INJURY AND PROPERTY DAMAGE LIABILITY: 1. For all sums which the insured becomes legally obligated to pay as damages caused by “occurrences” under COVERAGE A (Section I), and for all medical expenses caused by accidents under COVERAGE C (Section I), which can be attributed only to operations at a single designated “location” shown in the Decla- rations: a. A separate Designated Location General Aggregate Limit applies to each designated “location”, and that limit is equal to the amount of the General Aggregate Limit shown in the Declarations. b. The Designated Location General Aggregate Limit is the most we will pay for the sum of all damages under COVERAGE A, except damages because of “bodily injury” or property damage” included in the “products-completed operations hazard”, and for medical expenses under COVERAGE C regardless of the number of: (1) Insureds; (2) Claims made or “suits” brought; or (3) Persons or organizations making claims or bringing “suits”. 2.1.c Packet Pg. 64 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 7 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. c. Any payments made under COVERAGE A, for damages or under COVERAGE C for medical expenses shall reduce the Designated Location General Aggregate Limit for that designated “location”. Such payments shall not reduce the General Aggregate Limit shown in the Declarations nor shall they reduce any other Designated Location General Aggregate Limit for any other designated “location” also shown in the Declarations. d. The limits shown in the Declarations for Each Occurrence, Fire Damage and Medical Expense continue to apply. However, instead of being subject to the General Aggregate Limit shown in the Declarations, such limits will be subject to the applicable Designated Location General Aggregate Limit. 2. For all sums which the insured becomes legally obligated to pay as damages caused by “occurrences” under COVERAGE A (Section I), and for all medical expenses caused by accidents under COVERAGE C (Section I), which cannot be attributed only to operations at a single designated “location” shown in the Declarations: a. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the amount available under the General Aggregate Limit or the Products-Completed Op- erations Aggregate Limit, whichever is applicable; and b. Such payments shall not reduce any Designated Location Aggregate Limit. 3. When coverage for liability arising out of the “products-completed operations hazard” is provided, any pay- ments for damages because of “bodily injury” or “property damage” included in the “products -completed operations hazard” will reduce the Products-Completed Operations Aggregate Limit, and not reduce the General Aggregate Limit nor the Designated Location General Aggregate Limit. 4. The following is added under SECTION V – DEFINITIONS “Location” means premises involving the same or connecting lots, or premises whose connection is inter- rupted only by a street, roadway, waterway or right-of-way of a railroad. 5. The provisions of LIMITS OF INSURANCE (SECTION III) not otherwise modified by this coverage shall continue to apply as stipulated. X. Property Damage Liability – Borrowed Equipment The following is added to Exclusion j. under Coverage A. (Section I): Paragraph (4) of this exclusion does not apply to equipment which you borrow unless the “property damage” occurs while such equipment is being used by an insured at a job site. Subject to all of the terms of SECTION III – LIMITS OF INSURANCE, the maximum limit in any one occurrence is $25,000 and an annual aggregate of $50,000. This insurance afforded by reason of this provision is excess over any valid and collectible property insurance (including any deductible) available to you, and SECTION IV – COMMERCIAL GENERAL LIABILITY CONDI- TIONS 4. Other Insurance is changed accordingly. XI. Additional Insureds By Written Contract A. SECTION II – WHO IS AN INSURED is amended to include as an additional insured any person or organ- ization that you are required to add as an additional insured to this policy by a written contract or written agreement that is: 1. Currently in effect or becoming effective during the term of this policy; and 2. Executed prior to the “bodily injury”, “property damage”, “personal and advertising injury”. B. The insurance provided to the additional insured applies as follows: 1. That person or organization is only an additional insured with respect to liability caused by your negli- gent acts or omissions at or from: (a) Premises you own, rent, lease, or occupy or (b) Your ongoing operations performed for the additional insured at the job indicated by written contract or agreement. 2. The limits of insurance applicable to the additional insured are those specified in the written contract or agreement or in the Declarations of this policy whichever is less. These limits of insurance are inclusive of and not in addition to the limits shown in the Declarations. 2.1.c Packet Pg. 65 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 8 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. C. With respect to the insurance afforded these additional insureds, the following additional insured exclusion applies: 1. If the additional insured is an architect, engineer, or surveyor, this insurance does not apply to “bodily injury”, “property damage”, “personal and advertising injury” arising out of the rendering of or the failure to render any professional services by or for you, including: (a) The preparing, approving, or failing to prepare or approve maps, shop drawings, opinions, reports, surveys, field orders, change orders or drawings, designs or specifications; or (b) Supervisory, inspection, architectural or engineering activities. 2. The insurance afforded the additional insured does not apply to: (a) “Bodily injury” or “property damage” occurring after: (1) All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on the behalf of the additional insured(s) at the site of the covered operations has been completed; or (2) That portion of “your work” out of which the injury or damage arises has been put to its intended use by any person or organization other than the contractor or subcontractor engaged in per- forming operations for a principal as part of the same project. XII. Additional Insured – State or Political Subdivisions – Permits The following is added to SECTION II – WHO IS AN INSURED: 1. Any state or political subdivision which has issued a permit to you, subject to the following provisions: a. This insurance applies only with respect to operations performed by you or on your behalf for which the state, governmental agency or political subdivision has issued a permit or authorization. b. This insurance does not apply to: (1) “Bodily injury”, “property damage”, “personal and advertising injury” arising out of operations per- formed for the federal government, state or municipality; or (2) “Bodily injury’ or “property damage” included within the “products-completed operations hazard”. XIII. Additional Insured – Managers Or Lessors of Premises The following is added to SECTION II - WHO IS AN INSURED: 1. Any manager or lessor of premises shown in the Declarations is also an insured, but only with respect to liability arising out of the ownership, maintenance or use of that part of the premises leased to you and shown in the Declarations and subject to the following additional exclusions: The following exclusions are added: 1. This insurance does not apply to: a. Any "occurrence" which takes place after you cease to be a tenant in that premises. b. Structural alterations, new construction or demolition operations performed by or on behalf of any man- ager or lessor of premises shown in the Declarations. XIV. Additional Insured – Lessor of Leased Equipment The following is added to SECTION II - WHO IS AN INSURED: 1. The person(s) or organization(s) who leases equipment to you for use in your business is also an insured, but only with respect to liability for "bodily injury", "property damage", "personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person(s) or organization(s). With respect to the insurance afforded to these additional insureds, this insurance does not apply to any "oc- currence" which takes place after the equipment lease expires. 2.1.c Packet Pg. 66 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 9 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. XV. Additional Insured – Broad Form Vendors The following is added to SECTION II - WHO IS AN INSURED: 1. Any person(s) or organization(s) (referred to below as vendor) with whom you agreed, because of a written contract or agreement to provide insurance is also an additional insured, but only with respect to “bodily injury” or “property damage” arising out of “your products” which are distributed or sold in the regular course of a vendor’s business, subject to the following additional exclusions: a. The insurance afforded the vendor does not apply to: (1) “Bodily injury” or “property damage” for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; (2) Any express warranty unauthorized by you; (3) Any physical or chemical change in the product made intentionally by the vendor; (4) Repackaging, except when unpacked solely for the purpose of inspection; demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (5) Any failure to make such inspections, adjustments, tests, or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the dis- tribution or sale of the products; (6) Demonstration, installation, servicing or repair operations, except such operations performed at the vendor’s premises in connection with the sale of the product. (7) Products which, after distribution or sale by you, have been labeled or relabeled or used as a con- tainer, part or ingredient of any other thing or substance by or for the vendor; or (8) “Bodily injury” or “property damage” arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (a) The exceptions contained in Sub-Paragraphs (4) or (6); or (b) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. b. This insurance does not apply to any insured person or organization, from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. c. This provision does not apply to any vendor included as an insured by an endorsement issued by us and made part of the Coverage Part. d. This provision does not apply if “bodily injury” or “property damage” included within the “products-com- plete hazards” is excluded either by the provisions of the Coverage Part or by endorsement. XVI. Employee Bodily Injury To A Co-Employee SECTION II- WHO IS AN INSURED paragraph 2.a.(1) is replaced by the following: However, none of these ”employees” or “volunteer workers” are insureds for “bodily injury” or “personal and advertising injury”: (a) To you, to your partners or members (if you are a partnership or joint venture), to your members (if you are a limited liability company), to a co-“employee” while in the course of his or her employment or performing duties related to the conduct of your business, or to your other “volunteer workers” while performing duties related to the conduct of your business; (b) To the spouse, child, parent, brother or sister of the co-“employee” or “volunteer worker” as a consequence of Paragragh (1)(a) above; (c) For which there is any obligation to share damages with or repay someone else who must pay damages because of the injury described in Paragraph (1)(a) or (b) above; or (d) Arising out of his or her providing or failing to provide professional health care services. 2.1.c Packet Pg. 67 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 10 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. However, if a suit seeking damages for “bodily injury” or “personal and advertising injury” to any co -“employee” or other ”volunteer worker” arising out of and in the course of the co -“employee’s” or “volunteer worker’s” em- ployment or while performing duties related to the conduct of your business, or a suit seeking damages brought by the spouse, child, parent, brother or sister of the co-“employee” or other “volunteer worker”, is brought against you or a co-“employee” or a “volunteer worker”, we will reimburse the reasonable costs that you incur in provid- ing a defense to the co-“employee” or “volunteer worker” against such matters. Any reimbursement made pursuant to this sub-section will be in addition to the limits of liability set forth in the Declarations. XVII. Broad Knowledge/Notice Of Occurrence The following is added under SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS: The requirement in condition 2.a. that you must see to it that we are notified of an “occurrence” or offense applies only when the “occurrence” or offense is known to: 1. You, if you are an individual; 2. A partner, if you are a partnership; 3. A member, if you are a joint venture; 4. An “Executive Officer” or insurance manager, if you are a corporation; or 5. A member, if you are a limited liability company. The requirement in condition 2.b. that you must see to it that we receive notice of a claim or “suit” will not be considered breached unless the breach occurs after such claim or “suit” is known to: 1. You, if you are an individual; 2. A partner, if you are a partnership; 3. A member, if you are a joint venture; 4. An “Executive Officer” or insurance manager, if you are a corporation; or 5. A member, if you are a limited liability company. If you report an accident to your Workers’ Compensation insurance carrier which later develops into a liability occurrence, coverage for which is provided by this policy, failure to report such occurrence to us at the time of the accident shall not be a violation of the notification of loss condition in this policy (Condition 2. in Section IV). It is understood and agreed, however, that you shall give notification of such occurrence to us as soon as you are made aware of the fact that the particular accident has developed into a liability claim. XVIII. Unintentional Failure To Disclose Hazards Under SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS, paragraph 6. Representations is replaced by the following: By accepting this policy, you agree; 1. The statements in the Declarations are accurate and complete; 2. Those statements are based upon representations you made to us; and 3. We have issued this policy in reliance upon your representations; If you unintentionally fail to disclose any hazards existing at the inception date of your policy, we will not deny coverage under this Coverage Part because of such failure. However, this provision does not affect our right to collect additional premium or exercise our right of cancellation or non-renewal. 2.1.c Packet Pg. 68 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) CG MU 1078 12 20 Page 11 of 11 Includes copyrighted material of Insurance Services Office, Inc., with its permission. XIX. Waiver Of Transfer Of Rights Of Recovery Against Others To Us Under SECTION IV – COMMERCIAL GENERAL LIABILITY CONDITIONS, the paragraph 8. Transfer of Rights of Recovery Against Others To Us condition is amended by the addition of the following: We waive any right of recovery we may have against a person or organization because of payments we make for injury or damage arising out of your ongoing operations or “your work” done under a contract with that person or organization and include in the “products – completed operations hazard” when you have waived such right of recovery under a written contract with that person or organization. Such written contract must be: 1. Currently in effect or becoming effective during the term of this policy; and 2. Executed prior to the “bodily injury”, “property damage”, “personal and advertising injury”; or 3. Executed after “bodily injury”, “property damage”, “personal and advertising injury” if: a. The terms and conditions of the written contract or written agreement had been agreed upon prior to the “bodily injury”, “property damage”, “personal and advertising injury”; and b. The insured can definitively establish that the terms and conditions of the written contract or written agreement ultimately executed are the same as those which had been agreed upon prior to the “bodily injury”, “property damage”, “personal and advertising injury”. XX. Insured Contract SECTION V – DEFINITIONS, “Insured Contract” paragraph 9.a. is replaced by the following: A contract for a lease of premises. However, that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire, lightning, explosion or sprinkler leakage to premises while rented to you or temporarily occupied by you with permission of the owner is not an “insured contract”. XXI. Mobile Equipment The following is added under SECTION V – DEFINITIONS, 12. “Mobile Equipment”: Paragraph f.(1) does not apply to self-propelled vehicles of less than 1,000 pounds gross vehicle weight. 2.1.c Packet Pg. 69 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) # R7254 Status Approved Page 1 of 2 Current Balance: $4,460.00Original Balance: $4,460.00Payment Schedules 1 resource(s)1 booking(s)Subtotal: $4,460.00 System User Jay Sandstrom Home Phone Number (425) 670-1496 Email Address ryan@edmondschamber.com Customer Name Ryan Crowther - 33758 TypeCustomer General Public Mailing Address 121 5th Ave N Edmonds, WA 98020 Permit #R7254 Status Approved Date Apr 2, 2025 3:42 PM FAC (Frances Anderson Center) 700 Main Street Edmonds, WA 98020 PHONE:(425) 771-0230 FAX:(425) 771-0253 EMAIL:reczone@edmondswa.gov Permit Rental Fee $2,460.00 Discounts $0.00 Subtotal $2,460.00 Deposits $2,000.00 Deposit Discounts $0.00 Total Permit Fee $4,460.00 Total Payment $0.00 Refunds $0.00 Balance $4,460.00 Edmonds Block Party Booking Summary Civic Field - Grass Large (Festival)Center: Civic Field START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX Wed, Aug 6, 2025 12:00 AM Sun, Aug 10, 2025 2:00 PM 100 $1,500.00 Field Rental - R $1,500.00 / Each x 1 $1,500.00 Resource level fees $2,960.00 Damage Deposit $2,000.00 / Each x 1 $2,000.00 Parks Labor Fee $720.00 / Each x 1 $720.00 Street Team Fee $240.00 / Each x 1 $240.00 Deposit EVENT RESOURCE DEPOSIT FEE CHARGE TAX AMOUNT PAID REFUNDS BALANCE Edmonds Block Party Civic Field - Grass Large Damage Deposit $2,000.00 $0.00 $0.00 $0.00 $2,000.00 DUE DATE AMOUNT DUE AMOUNT PAID WITHDRAWAL ADJUSTMENT BALANCE Jun 6, 2025 $4,460.00 $0.00 $0.00 $4,460.00 2.1.c Packet Pg. 70 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) # R7254 Status Approved Page 2 of 2 X: Date: Ryan Crowther Customer ID: 33758 Home Phone Number: (425) 670-1496 Email Address: ryan@edmondschamber.com X: Date: FAC (Frances Anderson Center) Mailing Address: 700 Main Street, Edmonds, WA 98020 Phone Number: (425) 771-0230 Fax Number: (425) 771-0253 Email Address: reczone@edmondswa.gov 2.1.c Packet Pg. 71 At t a c h m e n t : 2 0 2 5 E d m o n d s B l o c k P a r t y E v e n t A g r e e m e n t _ F i n a l ( S p e c i a l E v e n t A g r e e m e n t s : 4 t h o f J u l y , P o r c h f e s t , B l o c k P a r t y ) City Council Agenda Item Meeting Date: 05/20/2025 Presentation of ILA for the Commute Trip Reduction Plans and Programs Staff Lead: Rob English/Bertrand Hauss Department: Engineering Preparer: Emiko Rodarte Background/History On April 16, 2019, City Council approved the current interlocal agreement with Community Transit for Commute Trip Reduction. Staff Recommendation Forward Item to consent agenda for approval. Narrative In 2006, the Washington State Legislature passed the Commute Trip Reduction (CTR) Efficiency Act which amended the CTR requirements for local governments in counties experiencing the greatest automobile-related pollution and traffic congestion. The purpose of the amendments was to require the local governments to develop and implement programs and plans to reduce single occupancy vehicle trips and greenhouse gas emissions. Community Transit is responsible for administering the CTR plans and programs with all the eligible jurisdictions in Snohomish County. All employers within the County over 100 employers are required to be included in this Program. The key Community Transit tasks include the following: · Provide services to major employers within Snohomish County; · CTR administration and reporting; and · Coordination with all major employers within Snohomish County. The key City tasks include the following: · Appoint a CTR planning coordinator or notify Community Transit of any re-assignments; · Participation in group meetings when scheduled; and · Assist Community Transit working with other major employers within the City of Edmonds. The current Interlocal Agreement is effective through June 30, 2025. The agreement is updated every four years and this new Interlocal Agreement will therefore be effective until June 30, 2029. Attachments: Attachment 1 - Agreement 2.2 Packet Pg. 72 Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 1 of 12 INTERLOCAL AGREEMENT FOR ADMINISTERING COMMUTE TRIP REDUCTION (CTR) PLANS AND PROGRAMS This AGREEMENT, entered into by and between Snohomish County Public Transit Benefit Area (hereinafter referred to as COMMUNITY TRANSIT), and City of Arlington, City of Bothell, City of Edmonds, City of Lynnwood, City of Marysville, City of Mukilteo, City of Monroe, City of Mountlake Terrace, (hereinafter collectively referred to as the CITIES and individually as CITY), and hereinafter collectively referred to as the PARTIES , WITNESS THAT: WHEREAS, RCW 70A.15.4020 requires cities with “major employers” that are located within urban growth areas with a state highway segment exceeding the threshold of one hundred person hours of delay to develop ordinances, plans, and programs to reduce Vehicle Miles Traveled (VMT) and Single Occupant Vehicle (SOV) commute trips, and thereby reduce vehicle-related air pollution, traffic congestion, and energy use; and WHEREAS, the CITIES and COMMUNITY TRANSIT are authorized pursuant to RCW 70A.15.4020(5) and the Interlocal Cooperation Act, chapter 39.34 RCW, to enter into agreements to coordinate the development and implementation of commute trip reduction plans and programs; and WHEREAS, COMMUNITY TRANSIT worked in partnership with the CITIES and other Snohomish County jurisdictions to develop aligned CTR plans and ordinances that have been adopted into law by the CITIES; and WHEREAS, the PARTIES believe that it is more efficient and effective to implement the plans and programs in a coordinated manner and to designate COMMUNITY TRANSIT as the lead agency responsible for coordinating the implementation and administration of the CTR plans and programs for the CITIES; and WHEREAS, the PARTIES agree that the CITIES will assist COMMUNITY TRANSIT through the enforcement of their respective CTR ordinances; and WHEREAS, the CITIES have determined that the funds to support the CTR base plans and programs for the CITIES from the Washington State Department of Transportation (hereinafter referred to as WSDOT) will be provided to and managed by COMMUNITY TRANSIT to support the implementation and administration of the CTR plans and programs within the CITIES; and WHEREAS, the CITIES determine that it is within the best interest of the public to enter into an interlocal agreement with COMMUNITY TRANSIT, whereby 2.2.a Packet Pg. 73 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 2 of 12 COMMUNITY TRANSIT will be the lead agency responsible for implementing and administering the CITIES’ CTR plans and programs; and WHEREAS, the PARTIES are not creating a separate legal or administrative agency under this AGREEMENT; and WHEREAS, no administrator or joint board is needed or responsible for administering the duties and obligations created by this AGREEMENT; and WHEREAS, no real or personal property will be held or used jointly by the PARTIES under this AGREEMENT; NOW, THEREFORE, in consideration of covenants, conditions, performances and promises hereinafter contained, the PARTIES hereto agree as follows: 1. RECITALS: The recitals set forth above, constituting a basis of the agreement of the PARTIES, are incorporated herein by references as if fully set forth. 2. SERVICE PROVISIONS: The PARTIES shall perform the services specified in the “STATEMENT OF WORK” attached as Exhibit A, which is made a part of this AGREEMENT by this reference. 3. FUNDING: COMMUNITY TRANSIT shall receive all funds provided by WSDOT allocated for the CITIES to support the administration of the CTR base plans and programs. 4. CHANGE IN FUNDING: This AGREEMENT is contingent upon COMMUNITY TRANSIT’s receipt of funds from WSDOT. If WSDOT funds for CTR are reduced or eliminated, the PARTIES shall review this AGREEMENT to determine the course of future CTR activities in the CITIES and any amendments to this AGREEMENT that may be required. 5. AGREEMENT PERIOD: This AGREEMENT is effective for COMMUNITY TRANSIT and each individual PARTY as of the date signed by COMMUNITY TRANSIT and each individual PARTY regardless of the signatures of the other parties to the AGREEMENT. The term of this AGREEMENT shall be from the effective date until June 30, 2029. 6. TERMINATION: The CITIES and/or COMMUNITY TRANSIT may terminate this AGREEMENT by providing written notice of such termination, specifying the effective date thereof, at least thirty (30) days prior to such date. Reimbursement for services performed by COMMUNITY TRANSIT, and not otherwise paid for by WSDOT prior to the effective date of such termination shall be paid as a pro rata portion of the 2.2.a Packet Pg. 74 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 3 of 12 applicable WSDOT allocation amount by WSDOT. 7. SEVERABILITY: One or more of the CITIES may withdraw from this AGREEMENT by providing written notice of such intent, specifying the effective date thereof, at least thirty (30) days prior to such date. Such a withdrawal shall not affect other terms of conditions of this AGREEMENT between the remaining PARTIES. To this end, a withdrawal by a city from this AGREEMENT is declared severable. 8. AGREEMENT MODIFICATIONS: Any PARTY may request changes to this AGREEMENT. Any such changes that are mutually agreed upon shall be incorporated herein by written amendment of this AGREEMENT. No variation or alteration of the terms of this AGREEMENT shall be valid unless made in writing and signed by the PARTIES hereto. 9. NONDISCRIMINATION: The PARTIES, in performance of this AGREEMENT, shall comply with all applicable local, state, and/or federal laws, including Title VI of the Civil Rights Act of 1964 (Pub. L. No. 88-352), as amended, and the Civil Rights Restoration Act of 1987 (Pub. L. No. 100-259), and ordinances, and agree that they shall not discriminate against any person who is paid, for work completed, by funds indicated in this AGREEMENT or against any applicant for such employment on the grounds of race, color, religion, national origin, age, veteran status, or the presence of any sensory, mental, or physical disability. The PARTIES shall make reasonable accommodations to the sensory, mental, or physical disabilities of applicants and employees throughout the personnel process. In determining the extent of reasonable accommodation, the following factors will be considered: the safe and efficient operation of the organization; feasible financial costs and expenses; and the overall type and size of the organization’s operation. 10. INDEMNIFICATION: A. COMMUNITY TRANSIT shall protect, hold harmless, indemnify, and defend, at its own expense, the CITIES and their elected and appointed officials, officers, employees and agents, from any loss or claim for damages of any nature whatsoever, arising out of the performance of COMMUNITY TRANSIT under this Agreement, including claims by the state, COMMUNITY TRANSIT’s employees or third parties, except for those damages solely caused by the negligence or willful misconduct of the CITIES or their elected and appointed officials, officers, employees or agents. Individually, each CITY shall protect, hold harmless, indemnify, and defend, at their own expense, COMMUNITY TRANSIT, its elected and appointed officials, officers, employees and agents, from any loss or claim for damages of any nature whatsoever, arising out of the performance by that CITY under this Agreement, including claims by the state, and that CITY’S employees or third 2.2.a Packet Pg. 75 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 4 of 12 parties, except for those damages solely caused by the negligence or willful misconduct of COMMUNITY TRANSIT or another CITY, its elected and appointed officials, officers, employees or agents. B. It is understood and agreed that this AGREEMENT is solely for the benefit of the PARTIES hereto and gives no right to any other party. No joint venture or partnership is formed as a result of this AGREEMENT. C. This indemnification clause shall also apply to any and all causes of action arising out of performance of work activities under this AGREEMENT. Each contract for services or activities utilizing funds provided in whole or in part by this AGREEMENT shall include a provision that the PARTIES are not liable for damages or claims for damages arising from any subcontractor’s performance or activities under the terms of the contracts. D. Survivability: The indemnification obligations under this Section 10, including the waiver of immunity under the Industrial Insurance Act, shall survive the expiration or termination of this AGREEMENT. Such obligations shall remain enforceable to the fullest extent permitted by law. 11. WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE ACT: The indemnification provisions of Section 10 are specifically intended to constitute a waiver of each party’s immunity under Washington’s Industrial Insurance Act, Title 51 RCW, as respects the other party only, and only to the extent necessary to provide the indemnified party with a full and complete indemnity of claims made by the indemnitor’s employees. The PARTIES acknowledge that this provision was specifically negotiated and agreed upon. 12. FILING/POSTING: Pursuant to RCW 39.34.040, a fully executed copy of this AGREEMENT shall be recorded with the office of the County Auditor and/or posted by subject on a PARTY’s website. 13. GOVERNING LAW: This AGREEMENT shall be governed by the laws of the State of Washington. The venue of any action arising out of this Agreement shall be in the Snohomish County Superior Court. 2.2.a Packet Pg. 76 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 5 of 12 IN WITNESS WHEREOF, City of Arlington, City of Bothell, City of Edmonds, City of Lynnwood, City of Marysville, City of Mukilteo, City of Monroe, City of Mountlake Terrace, and Community Transit have executed this AGREEMENT as of the date and year written below. COMMUNITY TRANSIT CITY OF ARLINGTON ______________________________ ______________________________ Authorized Signature Authorized Signature Ric Ilgenfritz Don Vanney Chief Executive Officer Mayor of Arlington ______________________________ ______________________________ Date Date CITY OF BOTHELL CITY OF EDMONDS ______________________________ ______________________________ Authorized Signature Authorized Signature Kyle Stannert Mike Rosen Bothell City Manager Mayor of Edmonds ______________________________ ______________________________ Date Date CITY OF LYNNWOOD CITY OF MARYSVILLE ______________________________ ______________________________ Authorized Signature Authorized Signature Christine Frizzell Jon Nehring Mayor of Lynnwood Mayor of Marysville ______________________________ ______________________________ Date Date 2.2.a Packet Pg. 77 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 6 of 12 CITY OF MONROE CITY OF MOUNTLAKE TERRACE ______________________________ ______________________________ Authorized Signature Authorized Signature Geoffrey Thomas Kyoko Matsumoto Wright Mayor of Monroe Mayor of Mountlake Terrace ______________________________ ______________________________ Date Date CITY OF MUKILTEO ______________________________ Authorized Signature Joe Marine Mayor of Mukilteo ______________________________ Date 2.2.a Packet Pg. 78 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 7 of 12 EXHIBIT “A” Statement of Work ADMINISTERING COMMUTE TRIP REDUCTION PLANS 1. INTRODUCTION The Cities of Arlington, Bothell, Edmonds, Lynnwood, Marysville, Mukilteo, Monroe, and Mountlake Terrace (CITIES) have all adopted a similar CTR ordinance. This STATEMENT OF WORK is incorporated into the Interlocal Agreement titled “INTERLOCAL AGREEMENT FOR ADMINISTERING COMMUTE TRIP REDUCTION (CTR) PLANS AND PROGRAMS” and outlines the tasks and responsibilities for each of the PARTIES. COMMUNITY TRANSIT TASKS 2. GENERAL TASKS 2.1 Administer the CITIES’ CTR plans and programs according to the provisions of RCW 70A.15.4000 – 4100. 3. MAINTAIN RECORDS AND DOCUMENTS 3.1 Establish and maintain books, records, documents, and other evidence and accounting procedures and practices, sufficient to reflect properly all direct and indirect costs of whatever nature claimed to have been incurred and anticipated to be incurred solely for the performance of this AGREEMENT. 3.2 To facilitate the administration of the work described in this AGREEMENT, separate accounts shall be established and maintained within COMMUNITY TRANSIT’s existing accounting system or set up independently. Such accounts are referred to herein collectively as the “CTR Account”. 3.3 All costs charged to the CTR Account, including any approved services contributed by the CITIES shall be supported by properly executed payrolls, time records, invoices, contracts, vouchers, or products evidencing in proper detail the nature and propriety of the charges. 3.4 If a CITY receives a public records request (PRR) pursuant to chapter 42.56 RCW, that includes public records potentially held by COMMUNITY TRANSIT as part of this Statement of Work, a copy of the PRR shall be given to 2.2.a Packet Pg. 79 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 8 of 12 COMMUNITY TRANSIT. The CITY and COMMUNITY TRANSIT will coordinate disclosure of any public records responsive to the PRR under chapter 42.56 RCW. 3.5 Maintain database and master file records on all affected major employers and worksites. 4. PROVIDE CTR SERVICES TO MAJOR EMPLOYERS 4.1 Provide affected major employers with access to information and services, which will enable them to plan, implement, and manage CTR programs in a way that implements the CITIES’ CTR plans and ordinances and meets individual major employer goals. 4.2 Organize the content and format of a comprehensive CTR educational program for major employers and jurisdictions. 4.3 Ensure that the comprehensive CTR educational program in the CITIES is consistent with that developed by WSDOT. 4.4 Provide tailored ongoing educational, technical, and promotional assistance to support Employee Transportation Coordinators (ETCs) and employment site CTR programs. 4.5 Provide opportunities for ETCs to network with the ETCs of other affected major employers. 4.6 Provide information and technical assistance to affected major employers in developing CTR programs. Explain legal requirements and assist with initial survey and plan development. 4.7 Coordinate and facilitate employer networking, employer peer reinforcement, and employer recognition programs. 4.8 Produce two annual transportation option campaigns and distribute campaign materials. 4.9 Design and distribute CTR program materials, including new employee orientation materials, which major employers may use or copy to implement, promote, and manage CTR programs. 4.10 Provide major employers with access to information, materials, and programs that will enable them to adequately promote CTR programs. 2.2.a Packet Pg. 80 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 9 of 12 Produce customized program materials for employees upon request. 4.11 Support CTR programs by offering supplemental services including a regional ride matching program, vanpool program, employer transit pass program, and Guaranteed Ride Home program. 4.12 Take the lead in coordinating the data collection process for major employers. Provide training to ETCs on data collection methodology. Ensure that major employers timely receive their worksite survey results and offer follow-up meetings to all major employers. 5. CTR ADMINITRATION AND REPORTING 5.1 Notification of Newly Affected Sites as defined by CITY ordinance 5.1.1 Partner with the CITIES appointed CTR planning coordinators to identify and engage major employers that are new or have not self-identified to their CITY or COMMUNITY TRANSIT. 5.1.2 Confirm that the site meets the criteria for a CTR affected major employer under RCW 70A.15.4010 5.1.3 Secure a state ID code from WSDOT. 5.1.4 Create a timeline for implementation of a major employer worksite commute trip reduction program and create the required legal file. 5.1.5 Provide guidance and technical assistance to support performance of a baseline measurement consistent with the rules established by WSDOT under RCW 70A.15.4060 within ninety (90) days of designation as a major employer. 5.1.6 Provide guidance and technical assistance to support newly designated major employers in developing and submitting a worksite commute trip reduction program within ninety (90) days after receiving the results of the baseline measurement. The program must be implemented within ninety (90) days after approval by the CITY. 5.1.7 Coordinate with CITIES to address major employers that do not respond to outreach or demonstrate a good faith effort to create, implement, and maintain a CTR worksite program. 5.2 Employee Surveying 2.2.a Packet Pg. 81 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 10 of 12 5.2.1 Notify affected major employers of biennial employee surveying periods. 5.2.2 Provide ETCs with access and training for administering employee surveys using WSDOT’s survey system or through alternate methods approved by WSDOT. 5.2.3 Ensure affected major employers make employee surveys available to employees for two weeks, with an optional third week if necessary to increase response rates. 5.2.4 Ensure affected major employers make a good-faith effort to reach target response rates. 5.3 Worksite Program Reports 5.3.1 Notify affected major employers when biennial program reports are due and provide affected major employers with limited direct assistance accessing and using WSDOT submission platforms. 5.3.2 Review program reports for completeness for new sites and for sites that made progress toward goal. 5.3.3 For sites that failed to make progress, follow up with ETCs and other designated managers and/or staff to identify and add worksite commute trip reduction program modifications that are likely to support improved progress toward CTR program goals. 5.3.4 Forward modified worksite commute trip reduction programs to the appropriate CITY with recommendation of approval or disapproval. 5.3.5 Generate letters for use by the CITIES when approving or not approving modified worksite commute trip reduction programs of affected major employers. 5.4 Exemptions & Modification 5.4.1 Receive major employer requests for exemptions or modifications and send copy of request to CITIES. 5.4.2 Copy request to WSDOT for comment. 5.4.3 Review and analyze request and provide comments to CITIES; CITIES review analysis and provide directions to COMMUNITY TRANSIT. 2.2.a Packet Pg. 82 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 11 of 12 5.4.4 Generate and send response if directed so by CITIES. 6. COORDINATION 6.1 Serve as liaison between WSDOT and the CITIES for the purposes of Chapter 70A.15 RCW. 6.2 Coordinate CTR outreach and marketing efforts with the CITIES and other transit agencies to create a comprehensive CTR program. 6.3 Collaborate directly with the CTR planning coordinators appointed by the CITIES to work with affected major employers to facilitate the timely development, submission, implementation, and revision of affected major employer worksite commute trip reduction programs. 6.4 Coordinate and facilitate CTR planning coordinator’s group meetings consisting of the CTR planning coordinators from CITIES as needed. This group functions as an information, coordination, and collaboration group for CTR activities. 6.5 Help CITIES monitor the progress of affected major employers after worksite CTR programs are implemented. 6.6 Meet at least annually with each CITY CTR planning coordinator to discuss major employer CTR programs in each jurisdiction. 6.7 Facilitate coordination with the CITIES to develop comprehensive and aligned four (4)-year commute trip reduction plans for 2029 - 2033 and a related community engagement process if required by WSDOT. 7. REPORTING 7.1 Submit a CTR administrative workplan describing the work COMMUNITY TRANSIT will do to deliver CTR programs in the CITIES; submitted no later than September of odd numbered years, covering the next two years. Made available for CITIES review as directed. 7.2 Submit quarterly status reports and invoices to WSDOT in a manner and format approved by WSDOT including documentation of the work completed over the previous quarter, along with proposed efforts for the upcoming quarter. Made available for CITIES review as directed. 2.2.a Packet Pg. 83 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) Interlocal Agreement for Administering CTR Plans and Programs (2025 – 2029) Page 12 of 12 CITIES TASKS 8. GENERAL TASKS 8.1 Provide COMMUNITY TRANSIT with copies of any proposed amendments to the CTR plan and ordinance. 8.2 Coordinate proposed amendments to CTR plans, municipal codes, and administrative guidelines with COMMUNITY TRANSIT who will facilitate coordination with the Washington State Department of Transportation and the Transportation Demand Management Technical Committee. 8.3 Appoint a CTR planning coordinator to liaise with COMMUNITY TRANSIT regularly, Notify COMMUNITY TRANSIT upon reassigning the CTR planning coordinator role. 8.4 Attend CTR planning coordinator group meetings when scheduled. 8.5 Notify COMMUNITY TRANSIT of potential CTR-affected major employers as they are identified; confirming the total set of known major employers with COMMUNITY TRANSIT at least annually through CTR planning coordination. 8.6 Assist COMMUNITY TRANSIT in addressing major employers that do not respond to outreach or fail to demonstrate a good faith effort to create, implement, or maintain a worksite commute trip reduction program by providing additional resources, sending notification letters, facilitating meetings, or implementing compliance measures as necessary. 8.7 Sign major employer commute trip reduction program approval / disapproval letters. 8.8 Attend mediation meetings with major employers during program review process if necessary. 8.9 Review employer exemption / modification requests from analysis submitted by COMMUNITY TRANSIT. Provide direction to COMMUNITY TRANSIT on how to proceed. 8.10 Actively engage in the 2029-2033 jurisdictional commute trip reduction plan update process facilitated by COMMUNITY TRANSIT. Ensure adherence to WSDOT guidelines. Work collaboratively with COMMUNITY TRANSIT to allocate necessary resources, adhere to common timelines, and produce required deliverables. 2.2.a Packet Pg. 84 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( P r e s e n t a t i o n o f I L A f o r t h e C o m m u t e T r i p R e d u c t i o n P l a n s a n d P r o g r a m s ) City Council Agenda Item Meeting Date: 05/20/2025 Presentation of Construction Contract for the Phase 15 Waterline Replacement Project Staff Lead: Rob English Department: Engineering Preparer: Emiko Rodarte Background/History none Staff Recommendation Forward item to the consent agenda for possible contract award. Narrative This project is part of the City’s annual programs to replace and upgrade existing water lines and associated appurtenances at various locations around the City that are reaching the end of their useful service life, are undersized and unable to meet current requirements, or have some other existing deficiency. The project will replace water piping with associated services and hydrants at various locations around the City. Construction bids are due May 20, 2025, which may provide an opportunity to award the project at the May 27th City Council Meeting. Construction is expected to begin in summer and be completed by winter of 2025. The project costs are being funded by the Water Utility Fund. Attachments: Attachment - Vicinity Map 2.3 Packet Pg. 85 BOWDOINWAY 95TH PL W 9TH AVE S TIMBERLANE RD 228TH ST SW M A P LEWOOD DR 176TH ST SW W OOD W A Y P ARK RD 208TH ST SW 68 TH AVE W F I R D A L E A VE O L Y M P IC V I E W D R 212TH ST SW 64TH AVE W 84 T H AVE W 9TH AVE N 5TH AVE S 226TH PL SW ME ADO W D A L E B E A C H R D 200TH ST SW 100THA V E W 204TH ST SW 76TH A V E W 244TH ST SW FISHE R RD 88TH AVE W 220TH ST SW L A K E V I E W D R 188TH ST SW 3RD AVE S 228TH ST SW OLYMPIC AVE WALNUT ST 238TH ST SW 66TH AVE W 180TH ST SW MAIN ST 7 5 TH P L W 235TH PL S W 196TH ST SW HIGH W AY99 9TH AV E N CASPERS ST 3RD AV E N PUGET DR 244TH ST SW EDMONDS WAY 3RD AVES LAKE BALLINGER WAY E DM O N D S WAY NB INTERSTATE 5 SW SB INTERST ATE 5 SW ¡£¤524 ¡£¤99 ¡£¤104 ¥§¨¦5 Yost Memorial Park City Park Snohomish County Park Meadowdale Beach Park Pine Ridge Park MOUNTLAKE TERRACE LYNNWOOD EDMONDS WOODWAY City of Edmonds Phase 12 Sewer Rehabilition Project September 2018 2.3.a Packet Pg. 86 At t a c h m e n t : A t t a c h m e n t - V i c i n i t y M a p ( P r e s e n t a t i o n o f C o n s t r u c t i o n C o n t r a c t f o r t h e P h a s e 1 5 W a t e r l i n e R e p l a c e m e n t P r o j e c t ) City Council Agenda Item Meeting Date: 05/20/2025 Interlocal Agreement with WSDOT for Highway 99 Revitalization Project - Stage 3 Staff Lead: Rob English/Bertrand Hauss Department: Engineering Preparer: Emiko Rodarte Background/History none Staff Recommendation Forward Item to consent agenda for approval. Narrative The goal of the Highway 99 Revitalization project is to extend the successful transformation of Highway 99 in Shoreline through Edmonds from 244th St. SW to 210th St. SW. Due to the high cost of completing all the other proposed improvements along the corridor, the 2.25 mile stretch was divided into 7 segments. The scope of the Stage 3 segment, from 244th St. SW to 238th St. SW, includes capacity improvements at at 238th St. SW with the addition of a second left turn lane for the northbound movement. It also includes a planter strip, bike lane, new sidewalk, new street and pedestrian lighting on both sides of the street, an overlay, and the completion of various utility improvements, including conversion of overhead utility lines to underground. The overlay of this segment of Highway 99 is established as a WSDOT responsibility and was identified in their near-term overlay schedule. In 2022, the Washington State Legislature added a Complete Streets requirement in RCW 47.04.035. This directs WSDOT that "in order to improve the safety, mobility and accessibility of state highways, it is the intent of the Legislature that the department must incorporate the principles of complete streets with facilities that provide street access with all users in mind, including pedestrians, bicyclists and public transportation users" and "integrate the state route into the local network" for "state transportation projects starting design on or after July 1, 2022 and that are $500,000 or more.” WSDOT and the City of Edmonds are completing an Interlocal Agreement since the design and right-of-way costs related to the overlay and Complete Streets elements, not included in initial project scope of work, will be paid by WSDOT. Based on that, the following items will be paid by WSDOT: · Overlay of Hwy 99 from 244th St. SW to 238th St. SW (100% WDOT-funded) · Overlay of SR-104 Ramps (100% WSDOT-funded) · Bike lane addition on both sides of the segment (100% WSDOT-funded) · Grading of driveways due to bike lane addition (50% WDOT-funded) · Regrading of 238th St. SW and 240th St. SW on the east side of Hwy 99 due to the bike lane addition (50% WSDOT-funded) 2.4 Packet Pg. 87 The City will submit monthly invoices to WSDOT to cover the work performed during this period. The current total cost for the design and right-of-way of this work is $1,292,899. If the actual direct and related indirect costs of the work by the City are anticipated to exceed this amount, WSDOT and the City of Edmonds will negotiate and agree to a written amendment. The WSDOT funding contribution for the construction phase of these elements will be established once the design phase nears completion and a more accurate cost estimate is known. The total cost of the design phase is currently $4 million. Attachments: Attachment 1 - Agreement 2.4 Packet Pg. 88 2.4.a Packet Pg. 89 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 90 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 91 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 92 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 93 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 94 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 95 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 96 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) 2.4.a Packet Pg. 97 At t a c h m e n t : A t t a c h m e n t 1 - A g r e e m e n t ( I n t e r l o c a l A g r e e m e n t w i t h W S D O T f o r H i g h w a y 9 9 R e v i t a l i z a t i o n P r o j e c t - S t a g e 3 ) City Council Agenda Item Meeting Date: 05/20/2025 Fleet Business Policy Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Royce Napolitino Background/History In Edmonds City Code 3.05, the Fleet operations and capital budget was established as a special fund to be known and designated as the Equipment Rental Fund. The Equipment Rental Fund is used as a revolving fund to be expended for salaries, wages, and expenses required for the repair, replacement, purchase, and operation of all City vehicles and equipment in its fleet. A reasonable rates rental schedule is affixed for each department's use of the City's fleet and budgeted annually as maintenance, operation and replacement costs. The Fleet Maintenance Division consists of one (1) fleet manager and three (3) maintenance mechanics. The division provides preventative maintenance, repairs, and procurement of the City's fleet assets. Currently, the City's fleet includes 230 vehicles and pieces of equipment in its inventory. Staff Recommendation Forward to the Council's Consent Agenda to approve and adopt this first edition of the City of Edmonds Fleet Business Policy. Narrative The Fleet Business Policy is used to establish uniform policies and procedures for the operation of City vehicles and equipment, applicable to all City departments, Offices, Employees, and Elected Officials; and to establish reasonable assurance that each City employee who operates a City vehicle/equipment does so in a safe, law abiding, and cost-effective manner. The Fleet Business Policy was prepared with the City of Edmonds current practices, priorities, and needs of our customers in mind. This policy reflects years of standard operating procedures in effective management, maintenance, repair, acquisition, and surplus of fleet assets. This is the first edition of this policy with considerations made to encompass all fleet business. Attachments: Fleet Business Policy_May2025 2.5 Packet Pg. 98 2025 FLEET BUSINESS POLICY Effective June 1, 2025 2.5.a Packet Pg. 99 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 1 | P a g e Prepared by: City of Edmonds Fleet Division Carl Rugg, Fleet Manager 2.5.a Packet Pg. 100 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) CITY OF EDMONDS FLEET BUSINESS POLICY • Introduction………………………………..…………………………………………..……1 o Purpose and Scope o Definitions • Fleet Services………………………….……..……………………………………….……4 a. Equipment Rental Fund (Edmonds City Code 3.05) b. Vehicle Maintenance c. Vehicle Damage & Mechanical Deficiencies d. Vehicle Breakdowns and Repairs e. Vehicle Modifications • Use of Fleet Vehicles…………………….………………………....……..............……..9 A. User Department Responsibilities B. Operator Responsibilities C. Pre-Trip / Pre-Operation Responsibilities D. Safety Guidelines E. Fueling • Commercial Driver Responsibilities……….…………………..……………………...16 • Accident & Property Damage Procedures……………..………………...….…….…19 A. Accident Reporting B. Property Damage Reporting • Purchasing & Surplus……………………….……………….………….……..…….….22 A. Vehicle Acquisition B. Vehicle Disposal • Vehicle Assignment….………………………….…………………………………...…..24 A. Take Home Vehicle Policy • Fleet Electrification and Carbon Reduction Initiative….………………….…….....28 • Acknowledgement………………………………………………………………………..30 • Appendices…….………………………..……………….…………….………...………..31 I. Employee Operations Training Certificate II. Permission to Ride Hold Harmless Agreement Waiver III. Accident/Damage to Property Report form IV. Drug and Alcohol Testing Policies and Procedures V. Vehicle Addition Request VI. Take-Home Vehicle Procedures Take-Home Vehicle Assignment Authorization Request Take-Home Vehicle Trip Log 2.5.a Packet Pg. 101 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 1 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Chapter 1 INTRODUCTION I. PURPOSE AND SCOPE The Fleet Business Policy is used to establish uniform policies and procedures for the operation of City vehicles and equipment, applicable to all City departments, Offices, Employees, and Elected Officials; and to establish reasonable assurance that each City employee who operates a City vehicle/equipment does so in a safe, law abiding, and cost- effective manner. The Fleet Business Policy is a working document that will be modified and updated to reflect the City of Edmonds practices, priorities, and needs of our customers. This policy reflects years of standard operating procedures in effective management, maintenance, repair, acquisition, and surplus of fleet assets. II. DEFINITIONS Airbag deployment area: The space withing a vehicle where an airbag is designed to inflate and deploy during a collision or accident. Alternative fuel conversions: The modification of vehicles or machinery originally designed to run on conventional fuels (like gasoline or diesel) so that it can use alternative fuels such as electricity, natural gas, or propane. Assigned take-home vehicle: A city-owned vehicle that is used by a city employee for city business and for regularly commuting to and from the employee's home and work site(s). Business mileage: The mileage driven by an employee while conducting official city business. Business mileage does not include an employee's commute to and from their home to their work site(s). Call out: A directive to an employee to report to a work site during an off-duty time or day, to respond to an emergency that requires an immediate response to protect life and/or property. Commercial Driver’s License (CDL): A specialized driver's license required to operate certain types of commercial vehicles, such as trucks, buses, and other large or heavy vehicles. The CDL ensures that the driver has met specific qualifications and safety standards to safely operate these vehicles, which are often used for business purposes like transporting goods or passengers Defensive Driver’s Training: Formalized training aimed at teaching drivers to anticipate and respond to potential hazards on the road in a way that reduces the likelihood of accidents. The goal of defensive driving is to improve a driver's ability to react to unexpected situations, stay safe under various driving conditions, and avoid accidents through proactive strategies. Driving Abstract: An official document, also known as a driving record or motor vehicle record, that provides a summary of a person’s driving history. 2.5.a Packet Pg. 102 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 2 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Economic benefit/cost calculation: The difference between the cost to reimburse an employee for conducting city business in their private vehicle, per section 9.4 of the City Personnel Policy or its successor, and the cost to provide an employee with an assigned take-home vehicle to commute to and from their work site(s). Electric vehicle: A type of vehicle that is powered entirely or primarily by electricity, rather than by traditional internal combustion engines which run on gasoline or diesel. Emergency response: When an employee has a primary responsibility to respond immediately to protect life and/or property. Equipment Rental Fund: A revolving fund also known as the 511 Fund, for the salaries, wages, and operations required for the repair, replacement, purchase, and operation of equipment, and for the purchase of equipment, materials and supplies to be used in the administration and operation of the fund. Fleet Vehicles and Equipment: Any Fleet asset, generally with a purchase price in excess of $5,000, that Public Works, through 511 B Fund, collects replacement payments from User Departments. The City, through Fund 511, owns all Fleet Vehicles and Equipment. Hybrid vehicle: A type of vehicle that combines an internal combustion engine, usually powered by gasoline, with an electric motor and a battery. Internal combustion engine (ICE): A type of engine in which fuel, usually gasoline or diesel, is burned inside the engine itself to produce energy. Idle: The state of a vehicle when the engine is running but not in motion. Occasional overnight vehicle use: When an employee takes a city-owned vehicle home after attending night meetings or other city business activities that occur outside of an employee's normally-scheduled work hours. Occasional overnight usage of a city-owned vehicle shall mean no more than twelve (12) times per quarter on average. Odometer/hour meter: The device in a vehicle or equipment that records the distance traveled or amount of time a machine or engine has been in operation. Operator: The employee responsible for controlling or driving a vehicle or operating machinery or equipment. Risk Management: The City of Edmonds is a member of WCIA’s Risk Pool. The Human Resources Department oversees and serves as the contact for the City’s Risk Management program. Service Life: The estimated life of ownership determined by Fleet, with input from the User Department, based on average annual mileage accumulation, vehicle application, manufacturers recommendations, technological relevance, and User Department needs. Service life will be used to determine the User Department’s annual 511 B Fund contributions. Shop Rate: The hourly rate calculated using mechanics’ salaries plus shop overhead costs divided by the number of billable hours for the mechanics in the annual budget cycle. This is the hourly rate charged to all User Departments for maintenance and repair of Fleet Vehicles and Equipment. 2.5.a Packet Pg. 103 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 3 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Special equipment vehicle: A city-owned vehicle manufactured for special applications or a vehicle equipped or outfitted with tools or devices for specific job applications. Communication access, such as car radio, telephone, and similar devices, shall not be considered special equipment for the purpose of this policy. Traffic Violations: A violation of law or policy governing the operation of a motor vehicle. Violations can range from minor infractions to serious offenses, including but not limited to speeding, running a red light or stop sign, seatbelt violations, and driving under the influence. User Department: Refers to the City department or agency that utilizes Fleet vehicles, equipment, and/or services. Vehicle Damage: Any harm or deterioration that occurs to a vehicle's body, structure, or mechanical systems as a result of accidents, collisions, wear and tear, or other external factors. Damage can affect both the cosmetic appearance of the vehicle (such as dents, scratches, or broken windows) and its functional components (such as the engine, transmission, or suspension). Vehicle Maintenance: Also referred to as preventative or scheduled maintenance, includes the regular care and serving of a vehicle involving a series of scheduled checks, repairs, and replacements of various parts and systems in the vehicle to prevent breakdowns, improve performance, and extend the vehicle’s service life. Vehicle Modifications: Changes or alterations made to a vehicle after it has been manufactured, typically to improve its performance, appearance, comfort, or functionality. Modifications can be done for personal preference, to meet specific needs, or to enhance a vehicle's capabilities. 2.5.a Packet Pg. 104 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 4 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Police 24% Water/Sewer 20% Street/Storm 24% Fleet 3% Parks 15% Engineering 5% Planning/Building 3% Facilities 6% Fleet Asset Distribution Police Water/Sewer Street/Storm Fleet Parks Engineering Planning/Building Facilities Chapter 2 FLEET SERVICES Fleet (Equipment Rental) is a division of Public Works. The mission of the Public Works Department is, “We are here to serve you.” Within Fleet, we support the mission of Public Works through respect, collaboration, excellence, and efficiency. Fleet implements these practices through preventative maintenance, repairs, and procurement of Fleet assets. Fleet interfaces with every City department and must maintain strong lines of communication with all its customers that we serve. Fleet is a customer-centered, internal service operation. We provide a wide range of services to all our customers. They include, but are not limited to: • Maintenance and repair services including preventative, corrective, and emergency. • Asset management services including vehicle acquisition, new vehicle up-fitting, retired vehicle disposal, asset replacement scheduling, and vehicle specific modifications. • Vehicle specification writing to meet customer needs. • Fleet fueling services. The City owns and operates 230 vehicles and equipment in its Fleet. The following chart depicts the distribution of fleet assets throughout each User Department. 2.5.a Packet Pg. 105 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 5 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY I. EQUIPMENT RENTAL FUND The Fleet Division was established by Edmonds City Code 3.05 through the establishment of a special fund, known as the “equipment rental fund” or “511 fund,” to be used as a revolving fund for the salaries, wages, and operations required for the repair, replacement, purchase, and operation of equipment, and for the purchase of equipment, materials and supplies to be used in the administration and operation of the fund. The equipment rental fund shall be administered by the Finance Director under the direction of the Mayor. All Fleet equipment of all offices and departments of the City of Edmonds shall be transferred to the equipment rental fund, without charge. Money may be placed in the fund from time to time by the City Council. Use of the Fund The City of Edmonds shall purchase and sell all equipment by the use of such fund, subject to the laws governing the purchase and sale of property. Such equipment shall be rented for the use of the various offices and departments of the City and may be rented by the City to other governmental agencies. Proceeds & Purchases The proceeds received by the City from the sale or rental of such equipment shall be placed in the equipment rental fund, and the purchase price of any such equipment or rental payments made by the City shall be made from monies available in the fund. Schedule There shall be paid monthly into the equipment rental fund out of the monies available to the department using any such equipment, which has not been purchased by that department for its own use, out of its own funds, reasonable rental charges fixed annually by the City Council by approval of a schedule submitted by the Finance Director as a part of budget adoption. The schedule shall be sufficient to cover the maintenance, operation and replacement of said equipment as set forth in ECC 3.05.010; the rental charges shall be reviewed annually in order to provide for current and foreseeable needs of the equipment rental fund. Accounts & Records There shall be kept, by those directed by the Finance Director, such books, accounts and records as are necessary to control and report the financial operations of the equipment rental fund, and shall further subdivide the cash account thereof into two separately designated accounts as follows: A. Account “A,” which shall be the “current operating account” into which shall be placed those portions of the charges made to the various departments or offices of the City of Edmonds, in accordance with the provisions of ECC 3.05.070 hereof, which are specifically billed to provide sufficient monies to pay the salaries and wages, materials, overhead and other costs necessary to operate and maintain all property rented thereto. There shall also be placed 2.5.a Packet Pg. 106 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 6 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY into Account “A” monies which may from time to time be specifically available thereto by action of the City Council. B. Account “B,” which shall be the “equipment reserve account” into which shall be placed those portions of the charges made to the various departments or offices of the City, in accordance with the provisions of ECC 3.05.070 thereof, which are specifically billed to provide sufficient monies, having first taken into consideration the necessary operating and maintenance costs billed under the preceding subsection A, to pay the costs of purchasing new equipment and replacing used equipment as required to carry out the purpose of the equipment rental fund. There shall also be placed in the Account “B” monies which are derived from the direct sale of any equipment or other capital assets of the fund and any monies made specifically available thereto by action of the City Council. Withdrawals & Expenditures Any withdrawals or expenditures from the equipment rental fund shall be made only in the following manner: A. Expenditures from Account “A” shall be made only upon duly approved payrolls and vouchers of the City of Edmonds for the purposes hereinbefore ascribed to said account. B. Expenditures from Account “B” shall be made only upon duly approved vouchers of the city for the purposes hereinbefore ascribed to said account. Retention of Monies All monies in the equipment rental fund shall be retained there from year to year and shall not be transferred to any other fund or expended for any other purpose. However, due to the outsourcing of the City’s fire services in January 2010, all monies associated with equipment and vehicles owned by the former City of Edmonds Fire Department may be transferred to other funds at the discretion of the City Council. https://edmonds.municipal.codes/ECC/3.05 II. VEHICLE MAINTENANCE Maintenance is an investment that will pay dividends in the form of improved reliability, durability, safety, and resale value. Scheduled Maintenance A ‘next due service’ maintenance reminder sticker is placed in the upper left corner of the windshield in all vehicles. Contact the Fleet shop when service is due. Contact information and Fleet maintenance shop address is printed on the service reminder sticker for your reference. 2.5.a Packet Pg. 107 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 7 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY “SERVICE DUE” IS NOTED ON THE WINDSHIELD REMINDER AS MILES/HOURS. THE VEHICLE IS DUE FOR SERVICE BASED ON WHICHEVER COMES FIRST, THE MILES/HOURS OR THE DATE. Most modern vehicles are equipped with a built-in service reminder illuminated on the instrument cluster of the vehicle. This can be displayed in the form of % remaining before due, or an amber “SERVICE DUE” light. The factory service intervals are not what determines the Fleet’s preventative maintenance schedule. You must rely on the maintenance reminder sticker on the windshield supplied by Fleet. If you receive notice that a vehicle/equipment is due for service, follow the instructions provided to get the vehicle/equipment to the Fleet shop. All Operators and User Departments are required to comply with an order to surrender vehicles/equipment to the Fleet Division for maintenance and/or repair. Operators must make arrangements for transportation to and from the shop when dropping off or picking up vehicles. Fleet does not provide transportation or loaner vehicles. III. VEHICLE DAMAGE AND MECHANICAL DEFICIENCIES The Fleet Division sustains the City’s vehicle and equipment operations by restoring a vehicle’s functionality and safety when it has been impacted by accidents, wear and tear, or other issues. Services include the unscheduled maintenance, outside of preventative care, for repairs as a result of damage and/or mechanical defect. Report damage immediately to your supervisor AND the Fleet shop. Do not operate a vehicle or equipment that has a mechanical problem, or any warning lights illuminated (example: “Check Engine”, “SRS”, “ABS”, “Tire Pressure”, etc.). Operating vehicles or equipment that are damaged may pose a safety risk. Contact the Fleet shop immediately. At the discretion of Fleet staff, the vehicle or equipment may be taken out of service for repairs. Do not operate any vehicle or equipment that has an “OUT OF SERVICE” tag until repaired and approved by Fleet staff. IV. VEHICLE BREAKDOWNS AND REPAIRS City of Edmonds Fleet Division provides a dependable and well-maintained fleet of vehicles and equipment for City use. However, at times mechanical breakdowns will occur. The following outlines what to do in the event of a breakdown or need for repair. BREAKDOWNS If a City vehicle or equipment breaks down during Fleet business hours (Monday through Thursday 6:00 AM-3:30 PM and Friday 6:30 AM-3:00 PM), call the Fleet shop for instructions. City of Edmonds Fleet Shop 7110 210th Street SW Edmonds, WA 98026 (425) 771-0233 2.5.a Packet Pg. 108 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 8 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Carl Rugg, Fleet Manager (425) 218-0027 For vehicle and equipment breakdowns on weekends, holidays, and after hours, call the Fleet Manager to facilitate immediate repairs. If the vehicle/equipment is safe to operate, take it to the Fleet maintenance shop for repair. If you are unsure whether the vehicle/equipment is safe to operate, call the Fleet shop or Fleet Manager. If a vehicle or equipment is determined to be unsafe to drive, do not operate. Safely move off the road and out of traffic if possible. During Fleet shop hours call the number shown above. During off hours call R&R Star Towing at (425) 778-9557. If you have a flat tire in a City vehicle, call the Fleet shop for assistance. If the flat occurs after hours, most City vehicles are equipped with an adequate spare tire and a service jack. If you feel comfortable changing the tire yourself, do so in a safe manner. If a City vehicle breaks down outside Edmonds city limits, call the Fleet shop for instructions. REPAIRS Repair requests can be submitted by scanning the QR code located on the inside driver’s door panel or send an email to fleet@edmondswa.gov. If the QR code is missing or damaged, please notify Fleet to replace. Requests for repairs can also be made during Fleet business hours by calling or visiting the Fleet shop for assistance. City of Edmonds Fleet Shop 7110 210th Street SW Edmonds, WA 98026 (425) 771-0233 V. VEHICLE MODIFICATIONS No modifications of any kind are permitted to City vehicles or equipment unless performed or approved by Fleet. Installation of accessory equipment shall be performed only by Fleet’s repair shop, or Fleet’s authorized vendors. Improper installation of accessory equipment can result in serious injury or death in a collision. Employees shall not add or install any personal equipment of any kind into/onto any City vehicle or equipment. This includes but is not limited to audio devices, interior consoles or organizers, toolboxes or carriers, or any decals, bumper stickers, or decorative items. Modifications and/or installations may only be made by, or under the supervision of, the Fleet shop. Modifications shall be approved by the User Department Director and Fleet Manager, and by Risk Management when required, prior to commencing work. City vehicles and equipment are required by RCW 46.08.065 and Snohomish County Code (SCC) 3.08 to have identifying markings. The agency and department or division name must appear on both sides of the vehicle/equipment. A fleet asset number is also 2.5.a Packet Pg. 109 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 9 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY required. User Departments and Operators must ensure their vehicles/equipment are in compliance. License plates and identifying markings shall be maintained in a clearly visible and unobstructed manner. Only Edmonds Police may adopt department-specific identifying markings. Chapter 3 USE OF FLEET VEHICLES City vehicles will be assigned to those User Departments that have a demonstrated need for them. Employees needing transportation for City business may use vehicles assigned to their department or those made available, as needed. When no City vehicles are available, or when family members will accompany the employee, employees may use their own vehicles for business purposes, with the approval of their User Department Director or their designee. City vehicles and equipment are for official City business only and shall not be for personal use, even if that personal use does not result in additional costs to the City of Edmonds. Examples of prohibited use of City vehicles includes: • Any use for personal purposes other than commuting which has not been authorized. • Transport of cargo that has no relation to the performance of official state business. • Attaching personal property or applying decals to City vehicles not authorized by Fleet. • Non-city employee “passengers” not on city business or specifically approved for travel by your User Department Director. When operating any City owned or rented vehicle or equipment, that vehicle/equipment is considered a workplace and such operation is subject to all applicable state and federal laws, rules, and regulations, City of Edmonds ordinances, and Executive orders. Non-City employees are prohibited from operating City vehicles and equipment, with the exception of authorized vendors performing work under an approved contract with Fleet Services. Driving Outside Washington State: City vehicles may not be driven outside of Washington State without express authorization by a User Department Director or designee. • USER DEPARTMENT RESPONSIBILITIES Each User Department Director, or their designee, is required to adhere to and enforce this Fleet Business Policy. User Department Directors shall ensure that employees read and acknowledge receipt of this policy. The User Department Director or designee shall require employees annually to provide proof of a current driver’s license, and/or current valid commercial driver’s license (CDL) endorsement when required and keep the individual driver’s files up to date. 2.5.a Packet Pg. 110 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 10 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY The User Department Director or designee is responsible for ensuring employees are trained on all vehicles and equipment prior to use to ensure proper operation and safety procedures are followed. The User Department Director or designee is responsible for the record keeping and documentation of vehicle and equipment training for each employee. See City of Edmonds Operator Training Certification (Appendix A) for required training documentation. User Departments must retain copies of training records and may provide copies to Human Resources and Fleet. The User Department Director or designee must investigate and respond to citizen complaints about employee use of Edmonds City vehicles and equipment, and if substantiated, enforce the applicable policy or offense that was committed with a suitable corrective action. City vehicles are not exempt from tolling, or from any requirements for occupying special purpose lanes. User Departments are responsible for any and all tolls and passes, such as a “Good-to-Go” pass, when conducting City business. User Departments shall determine the business need for such passes. The User Department Director or designee is responsible for ensuring all vehicles have, at a minimum, the normal preventative (scheduled) maintenance performed as required by the Fleet maintenance schedule as to not void warranty coverage. When requested by the Fleet Division, all City vehicles must be surrendered for maintenance and repair services. • OPERATOR RESPONSIBILITIES Only City of Edmonds employees with a current valid Washington State Driver’s License, and/or current valid commercial driver’s license (CDL) endorsement when required, are eligible to operate City vehicles and equipment. Employees may not operate any vehicle without prior approval of their supervisor. As a pre-qualification for operating City vehicles and equipment, employees may be required to furnish a current (within the last 30 days) Driver’s Abstract, which shows any history of driving violations. Poor driving records, as determined by the City, may be disqualified from employment with the City in positions requiring driving. Employees approved to operate a City vehicle are required to inform their supervisor immediately of any changes that may affect either their legal or physical ability to drive or their continued insurability. Employees are not permitted, under any circumstances, to operate a City vehicle, or a personal vehicle for City business, when any physical or mental impairment causes the employee to be unable to drive safely. This prohibition includes, but is not limited to, circumstances in which the employee is temporarily unable to operate a vehicle safely or legally because of injury, illness, or medication. Operators are responsible for completing the City of Edmonds Operator Training Certificate (Appendix A) for each required piece of equipment or specialty vehicle prior to use to ensure proper operation and safety procedures are followed. When a City vehicle is not available, employees may use their own vehicles for business purposes with prior approval of a supervisor. Auto liability coverage follows the vehicle. 2.5.a Packet Pg. 111 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 11 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Therefore, the employee’s personal auto insurance is primary, and WCIA’s liability coverage is excess. Therefore, employees who operate personal vehicles for City business should obtain and maintain auto liability coverage for bodily injury and property damage and any other required coverage determined by the employee’s personal auto insurance agent or broker. It is the employee's responsibility to report any traffic violations incurred in the course of conducting City business to your direct supervisor. Additionally, employees are to report any traffic violations incurred outside of work that could impact the status of your Washington State Driver’s License or commercial driver’s license (CDL). Fines for traffic violations incurred by individual Operators of City vehicles such as school zone, red light camera infractions, or general speeding tickets, are the responsibility of the employee and will be paid by the employee. Employees are responsible for fines associated with any toll violations and/or any unpaid tolls resulting from their City vehicle use outside of normal city business. Non-employee, non-business passengers are prohibited from riding in City vehicles without prior approval. Non-employee, non-business passengers are prohibited from riding in the employee’s personal vehicle, without prior approval, when the vehicle is being used for City business. City employees may transport other persons in City vehicles only when in the course of City business. Commuting between home and work is not City business. Transporting persons for purposes of commuting is prohibited. Transporting non-city employees including family members while not conducting official city business will require the individual to sign a Permission to Ride Hold Harmless Agreement Waiver (Appendix B) prior to riding in a city vehicle. Permission to Ride Hold Harmless Agreement Waivers must be submitted to Risk Management in accordance with records retention policies. Transporting pets in City vehicles is prohibited. Employees who operate City vehicles and equipment are responsible for the possession and care of said vehicle/equipment, are required to follow all traffic laws and must comply with all sections of this policy at all times. Employees are prohibited from operating City vehicles/equipment or personal vehicles on City business when impaired (i.e. under the influence) by alcohol, drugs, prescription or over-the-counter drugs, or other substances that can cause impairment. City vehicles/equipment and employees are visible to the public. Employees shall display good driver behavior, courtesy, and respect, and obey all traffic laws at all times. Remember, you are a representative of the City of Edmonds, and as such, you are required to operate your vehicle/equipment in a safe, courteous, professional manner. City vehicles and equipment shall be maintained in a clean and orderly fashion, free of trash and debris. Vehicles and equipment, such as pickup trucks with open cargo areas, shall be kept free of trash and debris that could blow out of, or fall from the 2.5.a Packet Pg. 112 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 12 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY vehicle/equipment. All loads and/or cargo shall be properly secured and covered, as applicable. There is a carwash station located at the Public Works facility for your convenience. It is equipped with hoses, carwash soap, buckets, brushes, vacuums, window cleaner, multipurpose cleaner, paper towels, and garbage bins. Fleet also has available garbage bags for the interior of the vehicles that will be provided upon request. If any of the carwash materials are missing, broken, damaged, or insufficient, please notify the Fleet Manager. Employees are responsible for notifying their supervisor or the Fleet Division of any mechanical problem with a vehicle they have driven. In an effort to conserve fuel and reduce greenhouse gas emissions, City vehicles/equipment powered with an internal combustion engine (ICE) shall not idle for more than three (3) minutes. Authorized exceptions include: emergency vehicles (when required for lighting); operation of auxiliary equipment (PTO, power inverters, etc.) used to perform essential job functions; in the performance of maintenance by Fleet staff; and when required by manufacturer specifications. Abusive or negligent use of a vehicle or equipment may be grounds for disciplinary action up to and including termination of employment. City employees who violate any portion of this policy may be subject to discipline. • PRE-TRIP/PRE-OPERATION RESPONSIBILITIES Operators are responsible for ensuring safe operability of City vehicles and equipment prior to operating. Prior to operating any City vehicle/equipment, Operators shall perform a pre-trip visual inspection of the vehicle/equipment. Note any damage and deficiencies (cracked or broken windshield, windshield wipers, flat/low or damaged tires, nonworking lights, etc.) Ensure that items in cargo area are secured. Verify the presence of vehicle registration, insurance, and safety equipment (fire extinguisher, first aid kit). Immediately report damage, deficiencies, or missing items to the Fleet Shop. Operators should periodically check oil, coolant and washer fluid levels. Prior to starting the vehicle/equipment, Operators shall check and properly adjust mirrors, seat position, and steering wheel for maximum visibility and comfort. Operators of commercial vehicles/equipment are required to perform a complete pre-trip walk-around inspection in conformance with DOT standards. Operators should also perform a post-trip inspection and note any deficiencies, damage, etc. and bring those to the attention of the Fleet shop. In addition to pre-operation inspections, equipment Operators are required to perform any required daily maintenance (greasing, etc.). 2.5.a Packet Pg. 113 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 13 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY For guidance on conducting pre-trip/pre-operation inspections and maintenance, contact the Fleet Shop. • SAFETY GUIDELINES The safety of employees, the general public, and fleet vehicles/equipment is a top priority. These safety guidelines, expectations, and responsibilities for all employees who operate City vehicles are to reduce the risk of accidents, improve vehicle maintenance and ensure compliance with relevant laws and regulations. SEATBELTS / HEADLIGHTS / AIRBAGS Driver and passenger(s) seat belts shall be worn at all times when operating vehicles. When so equipped, equipment Operators are required to wear seat belts when operating City equipment. Immediately report any malfunctioning seat belt/restraint system to the Fleet shop and do not operate the vehicle/equipment if a malfunction exists. When operating City vehicles or equipment, drivers are required to turn on headlights or to utilize daytime driving lights if equipped. Airbag deployment areas shall be maintained in an unobstructed manner. Serious injury or death may occur if items are stored in a manner which interferes with air bag deployment. If unsure of the air bag deployment area, consult the Fleet shop. CELL PHONES / ELECTRONIC DEVICES Distracted driving is a leading cause of vehicle collisions involving serious injuries and/or fatalities. Employees are required to comply with the requirements below and of this policy. Handheld mobile devices and laptop computers shall not be used while operating City vehicles/equipment. Employees are required to comply with state and local law regarding the operation of these devices. Hands-free mobile phones may be used to receive or place official City business and/or emergency calls only, and only when the use is of short duration and does not distract the driver/operator. The driver should pull to the shoulder, out of traffic, before placing a call. If the use of any mobile or other device is found to be a contributing factor in a collision, or is used in violation of the law, the employee may be subject to disciplinary action and/or directed to complete Defensive Driving Training. CARGO Interior cargo shall be properly secured so as to not become a hazard in a collision. Any vehicle/equipment that carries tools, supplies, and/or equipment shall be inspected by Fleet staff. If items are identified as potential hazards, the vehicle/equipment will be 2.5.a Packet Pg. 114 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 14 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY removed from service until the deficiency is corrected. Unsecured items in the interior of a vehicle or equipment can cause serious injury or death in a collision. All exterior cargo and loads in pickup trucks, flatbeds, dump trucks, haulers, etc. shall be properly secured and/or covered in conformance with applicable laws. Any tickets or penalties received for improperly secured loads are the financial responsibility of the employee/operator. Passenger vehicles are not suitable for transporting cargo. All cargo is to be contained within an area that isolates it from the occupant(s) in the event of a collision, such as trunk, pickup bed, or behind a cargo bulkhead. SMOKING/TOBACCO USE Smoking, including the use of E-cigarettes and vaping devices, and tobacco use of any kind, is prohibited in City vehicles and equipment. • FUELING The City of Edmonds has a fueling station for City vehicles and equipment located at Public Works, 7110 210th Street SW, Edmonds, WA 98026. Fueling station hours are 24 hours a day, 365 days a year. Every city vehicle is equipped with an automated gate access key in the windshield that will allow access to the Public Works fueling site. The Fleet Division is responsible for maintaining the fueling station and managing Operator access. Fuel keys for vehicles and equipment are issued by Fleet. Operators must be authorized by Fleet and will use their Driver ID (commonly referred to as PIN) at the card-lock fueling station. The Driver ID is the employee’s 4-Digit employee ID number. Fueling Procedures: 1. Prior to fueling, note the vehicle/equipment’s odometer or hour meter reading and turn off the engine. 2. Identify the correct fuel type and select the appropriate pump before activating the pump. A. Pump 1 – Diesel B. Pump 2 – Regular Unleaded C. Pump 3 – Regular Unleaded D. Pump 4 – Propane 3. Locate the fuel card reader to activate the fuel pumps. 4. Enter employee ID number. 5. Insert the fuel chip key attached to the vehicle/equipment key. 6. Follow all screen prompts displayed on the fuel card reader. Enter correct odometer or hour meter readings using only whole numbers – PLEASE DO NOT RECORD TENTHS OF A MILE. 2.5.a Packet Pg. 115 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 15 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY 7. When transaction is authorized, fuel the vehicle/equipment. If fueling hasn’t commenced promptly, the pump will reset. There is a 5-minute delay before a new transaction can be authorized. Employees shall NEVER store their employee ID and vehicle chip-key together. Employee ID must be kept confidential and never shared with other employees. Violations of card use and/or theft of fuel will be investigated by law enforcement and prosecuted under law. Contact Fleet Division for any problem with automated fuel pump operation or errors, card and/or driver ID assignment, issuance, use or loss. For after-hours fueling problems, call the Fleet Manager directly at (425) 218-0027. Fueling needs for out-of-town business can be achieved by requesting an alternative fuel card from the Fleet Manager. Fueling cards are available for Pacific Pride and Conoco/Phillips/76 gas station locations. Any and all transactions require submission of transaction receipts when returning the temporary fuel card to the Fleet Manager upon your return. 2.5.a Packet Pg. 116 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 16 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Chapter 4 COMMERCIAL DRIVER RESPONSIBILITIES City of Edmonds employees who are required to possess a commercial driver’s license endorsement (CDL), and who must have a current valid medical certificate as a requirement of their job, are responsible to comply with all Operators Responsibilities noted above and the requirements below. Since their job involves operating heavy vehicles and/or equipment, they must meet the additional CDL responsibilities spelled out in PART II of the “CITY DRUG AND ALCOHOL TESTING POLICIES AND PROCEDURES” (Appendix D). CDL Driver Guidance All city employees, whose job descriptions require a CDL, are subject to Washington State CDL requirements as defined by WAC 308-100-010 (“Vehicles requiring a commercial driver's license for their operation”). The director of the department of licensing hereby finds that the following vehicles require special operating skills by the drivers of those vehicles: (1) Single vehicles with a gross vehicle weight rating (GVWR) of 26,001 pounds or more; (2) Any combination of vehicles where: (a) The vehicle being driven has a GVWR of 26,001 pounds or more; or (b) The vehicle being towed has a GVWR of 10,001 pounds or more and the gross combination weight rating (GCWR) of the vehicles is 26,001 pounds or more; (3) Vehicles designed to transport sixteen or more passengers, including the driver; (4) Vehicles used in the transportation of hazardous materials that requires the vehicle to be identified with a placard under 49 C.F.R., part 172, subpart F; and (5) All public school buses, regardless of capacity. All persons driving such vehicles, other than those exempt under RCW 46.25.050, must have a commercial driver's license with the proper classification(s) and endorsements. As used in this section, "gross vehicle weight rating" has the meaning defined by RCW 46.25.010(12). Where not covered by Department of Transportation Federal Motor Carriers Safety Administration, employees subject to the CDL program requirements are also subject to Testing Policies and Procedures set forth in the City’s Personnel Policies. Employee-required DOT alcohol and drug testing includes: Pre-employment; Random; Post-Accident; Reasonable suspicion/cause/Return to Duty; and Follow-up. 2.5.a Packet Pg. 117 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 17 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY All DOT employee-required testing is paid for by City of Edmonds except for employee- requested split specimen testing following a verified positive drug test result, and alcohol and drug test required under an employee return-to-duty and self-pay follow-up program. Daily CDL Equipment Pre-Trip Walk-Arounds and documentation of deficiencies are required of all CDL drivers. CDL Employees are responsible for maintaining a current CDL endorsement from Washington State Department of Licensing (DOL) that is valid for the class of vehicle/equipment they operate as a required part of their job, and for maintaining a current valid Medical Certificate (medical card). Employees will be reimbursed for the cost of renewal of a mandatory CDL, as required by the employee’s position. The employee must submit receipt and expense reimbursement form to obtain reimbursement. Any cost associated in proving employee’s citizenship, as required by DOL, is the responsibility of the employee, and is not reimbursable by the City. CDL Suspension/Revocation An Employee’s CDL may be suspended or revoked by Washington State DOL for: a. Conviction in court for driving a motor vehicle under the influence of drugs or alcohol; b. Deferred prosecution (D.U.I. conviction); c. Driving a Commercial Motor Vehicle (CMV) with a blood alcohol content of 0.04 or more; d. Arrest for driving a non-commercial vehicle with a blood alcohol content of 0.08 or more; e. Refusing to submit to a breath of blood test while driving any motor vehicle; f. Using any motor vehicle in the commission of a felony; g. Causing a fatality through the negligent operation of a commercial vehicle; h. Committing two (2) or more of the violations above, in separate incidents; i. Testing positive on a DOT test for alcohol or drugs; j. Driving a CMV while under an out-of-service order; k. Committing railroad crossing violations while operating a commercial motor vehicle; l. Being reported as an imminent hazard by the Federal Motor Carriers Safety Administration (FMCSA); m. Committing two (2) or more serious traffic offenses within three (3) years, in separate incidents, in any vehicle; and 2.5.a Packet Pg. 118 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 18 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY n. Using any motor vehicle in the commission of a felony, or possession with intent to manufacture, distribute, or dispense a controlled substance. An employee’s CDL may also be at risk if they: a. Use legally dispensed medications without first consulting with a qualified physician for instructions regarding proper dosage and possible adverse interactions while performing safety-sensitive duties; b. Consume or are under the influence of alcohol within four hours prior to reporting for work. (An employee tested for alcohol whose test indicated an alcohol level greater than 0.02 but less than 0.04 is removed from their workplace on unpaid administrative leave for a minimum of 24 hours following administration of the test.) A. NOTE: Driving under the influence includes use of any drug, including marijuana, which might impair a driver’s ability to safely operate a CMV. c. Contaminate, tamper with or alter any drug or alcohol test specimen; and d. Use alcohol within eight hours following an accident, or until he/she takes a post- accident alcohol test; and e. Refuse to comply with the treatment and follow-up recommendations of a Substance Abuse Professional or recognized treatment (in/outpatient) facility. 2.5.a Packet Pg. 119 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 19 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Chapter 5 ACCIDENT & PROPERTY DAMAGE PROCEDURES I. ACCIDENT REPORTING In case of an accident involving a city vehicle or equipment, regardless of how serious, employees are required to immediately notify their supervisor and complete the City’s Accident/Damage to Property Report form (Appendix C). A supplemental accident report form provided by WCIA is in the glove compartment with vehicle registration and proof of insurance. This tri-fold document is to assist with completing the City Accident/Damage to Property Report form (Appendix C) and does not need to be collected. The completed Accident/Damage to Property Report form (Appendix C), and any attachments, are to be submitted to your supervisor, the Fleet Manager, and Risk Management within 48 hours of the accident. If the accident occurs within the public right-of-way, involves a citizen owned vehicle, or results in bodily injury, call 911 for law enforcement assistance. Do not give any statements or discuss who is responsible for the accident with anyone other than law enforcement authorities. Employees are expected to cooperate fully with authorities in the event of an accident. Complete the State of Washington Motor Vehicle Collision Report if required by law enforcement. Include the case number on the City of Edmonds Accident/Damage to Property Report form (Appendix C). If the accident involves a fatality, or bodily injury requiring the hospitalization of one or more employees, promptly notify Risk Management. Accidents that result in death or inpatient hospitalization must be reported to Washington’s Department of Labor & Industries (1-800-4BE-SAFE) within 8 hours. Do not move equipment involved in an accident that resulted in death or inpatient hospitalization until a representative from Department of Labor and Industries investigates, unless it is necessary to remove victims or prevent further injury or incidents. When completing the City of Edmonds Accident/Damage to City Property Report form (Appendix C): • Record the date, time and location of the accident; names and addresses of occupants of other vehicle(s); description and license numbers of other vehicles(s) involved; the name of the driver's insurance company and policy number; and the names and addresses and telephone numbers of any witnesses. • Take pictures of all vehicles involved showing any damage and the physical surroundings, when possible, to include with the accident report. • On the Accident/Damage to Property Report form (Appendix C), describe how the accident happened. Note weather conditions, traffic conditions. • Note the Police authority and case number if law enforcement is called. 2.5.a Packet Pg. 120 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 20 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY • Submit the completed Accident/Damage to Property Report form (Appendix C) as follows: one copy each to the Fleet Manager, your supervisor, and Risk Management. The Supervisor shall investigate the accident and complete the Supervisor’s section of the Accident/Damage to Property Report form (Appendix C). Both reports will be submitted to the Safety Committee. In the next city-wide Safety Committee meeting, the Committee shall review the redacted reports and make recommendations. Risk Management maintains accident report records in compliance with current records retention policies. An employee who is involved in an accident while driving a vehicle for City business may be subject to the City’s Drug and Alcohol Testing Policies and Procedures (Appendix D). For all employees who are not required to have a CDL, if the accident results in: (1) a fatality; or (2) bodily injury to a person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or (3) one or more motor vehicles incurring disabling damage requiring the vehicle to be transported away from the scene by a tow truck or other vehicle; AND (1) The employee caused or contributed to the accident and there is reasonable possibility that drugs or alcohol could have contributed to the accident. For Employees with a CDL, if involved in an accident with a commercial vehicle on a public road or right-of-way which results in: (1) a fatality; or (2) the driver receives a citation under state or local law for a moving violation AND (1) there is bodily injury to a person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or (2) one or more motor vehicles incurring disabling damage requiring the vehicle to be transported away from the scene by a tow truck or other vehicle; After an accident, employees are responsible for contacting their immediate supervisor or other management personnel. Supervisors are responsible for determining if the accident qualifies the driver for post-accident testing and should escort the employee to the collection site if possible. If a drug and alcohol test is required, contact Human Resources to facilitate the testing process. Testing is conducted at the following location: Concentra Medical Center 2.5.a Packet Pg. 121 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 21 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY 4320 196th Street SW Lynnwood, WA 98036-6773 (425) 774-8758 If the above conditions are met, the employee must make themself available for post- accident testing as soon as possible. Post-accident testing for alcohol should occur within two hours if possible but may not exceed eight hours. Testing for drugs should occur within 32 hours. If an employee is unable to provide consent to testing due to their medical condition, the supervisor will document the reasons why the employee was not tested. If testing is not completed within the required time following an accident, the supervisor will document in writing why the tests were not administered. An employee who does not comply with the post-accident testing will be considered to have refused testing and will be subject to disciplinary action. Employees that caused or contributed to a motor vehicle accident will be required to complete Defensive Driver’s Training within 6 months of the date of the accident. A certificate of completion, or other form of documentation, must be submitted to the Human Resources Department to record course completion. Recommended training may be found through www.wciapool.org training resources. Defensive Driving Basics is reasonable for first incident. https://wcia.localgovu.com/courses/defensive-driving-basics/?lms_source=search II. PROPERTY DAMAGE REPORTING In the event of ANY damage occurring to a citizen’s vehicle or property that results indirectly from a City vehicle/equipment, complete a City of Edmonds Accident/Damage to Property Report form (Appendix C) within 24 hours and distribute copies to your supervisor, Fleet Manager, and Risk Management. If a City vehicle is damaged due to theft or a break-in that may result in an insurance claim, law enforcement must be notified, and a police report must be obtained to process the insurance claim. Repairs of damaged vehicles or equipment can only be completed by the Fleet Division after receiving the appropriate accident report forms. No repairs can be performed prior to receiving the Accident/Damage to Property Report form (Appendix C). 2.5.a Packet Pg. 122 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 22 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Chapter 6 PURCHASING AND SURPLUS The Fleet Division supports the acquisition of safe, reliable, cost-effective vehicles and equipment to support the City’s ongoing business needs with responsible stewardship of the City’s investment. A. VEHICLE ACQUISITION All vehicle and equipment purchases require User Department Director, Mayor, and Council approval. All vehicle and equipment purchases will only be executed and finalized by the Fleet Manager. The Fleet Manager is responsible for the vendor selection, communications, quote collection, purchase order submission, and final invoice processing for all vehicle and equipment purchases. All purchases must adhere to federal, state, and local requirements. Purchases must be made in accordance with the Purchasing Policies and may be made through Washington DES contracts, nationwide contracts, interlocal agreements, 3 quote minimum requirements or through a bid process. No language throughout this policy shall override the requirements outlined in the City’s current Purchasing Policies. New Vehicle and Equipment Additions New vehicle and equipment addition requests (Appendix E) must be presented for review to the Fleet Manager, prior to submitting the request for approval. The Mayor (or designee) is authorized to approve the purchase of new vehicles and equipment with a value of less than $250,000 per purchase, provided funds specific to the equipment or vehicle have been budgeted by the City Council. The Fleet Manager and User Department Director or their designee will collaborate to determine the best suitable vehicle and equipment to satisfy the needs of the User Department while establishing accurate purchase and outfitting cost estimates. All vehicle and equipment specifications will be established and agreed upon between the Fleet Manager and User Department Director or their designee, prior to submitting the purchase request. New vehicle or equipment addition requests will be submitted by the User Department Director or their designee after the specifications and price estimates have been determined and agreed upon by the Fleet Manager and User Department Director or their designee. 2.5.a Packet Pg. 123 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 23 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY It is the responsibility of the requesting User Department to identify a funding source for new vehicle or equipment additions. If approved, the funds will be transferred from the identified funding source into the 511 B-Fund prior to any purchases. Scheduled Vehicle and Equipment Replacements Each vehicle or piece of equipment has a service life. The Fleet Division will determine, with input from the User Department, the service life based on the purpose of the equipment, the manufacturer’s recommendation, customer needs, and technological relevance. The 511 B-Fund schedules the life cycle of every vehicle and equipment under the supervision of the Fleet Division. The Fleet Manager will evaluate the age, condition, and mileage of every vehicle and equipment annually to determine the scheduled replacement needs. Any vehicle or equipment determined to need replacing, will be presented to the Public Works Director, Mayor, and Council during the budget process in the form of a decision package. If approved by Council, the funds from the 511 B-Fund will be made available and spending authority granted to the Fleet Manager to complete the purchase. Scheduled replacements must meet the following criteria. • Vehicle/Equipment is fully funded through the 511 B-Fund • Age or mileage have reached or exceeded the expected life cycle • Condition or function no longer satisfies the User Department needs Regardless of purchasing price, any vehicle or equipment with an established replacement in 511 B-Fund requires proper approval procedures and must meet current City of Edmonds’ Purchasing Policies’ requirements. B. VEHICLE AND EQUIPMENT DISPOSAL Once a vehicle or equipment is replaced, that vehicle will not remain in the fleet inventory and must be decommissioned for surplus. If a User Department deems it necessary to maintain ownership of a replaced vehicle or equipment, a Vehicle Addition Request form (Appendix E) must be completed and approved by the Fleet Manager, User Department Director, Finance Director, and Mayor. Following the City’s Purchasing Policies, the Mayor is granted the authority to approve the surplus of Fleet vehicles and equipment. The Fleet Manager shall recommend to the Public Works Director and Mayor to surplus vehicles and equipment that have been replaced or no longer fit the needs of a User Department. If approved, the Fleet Manager shall request the title and release of interest from the City Clerk to process the disposal. 2.5.a Packet Pg. 124 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 24 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY All vehicles and equipment subject to surplus must be offered to the public through open auction platforms or sold to other governmental agencies, such as neighboring municipalities through interlocal agreements. Chapter 7 VEHICLE ASSIGNMENT City equipment and vehicle use shall be managed with priority given to meeting the business needs of each department, and to safety, cost-effectiveness, fuel conservation, and reduction of greenhouse gas emissions. Take home vehicle assignments will be determined and allocated by User Department Directors or their designee. All take home vehicle assignments must comply with the City’s Take Home Vehicle Policy. Employees who are assigned a vehicle for daily use are responsible for the care and upkeep of that vehicle. Vehicles shall be washed as needed. The interior of the vehicle shall be kept clean, neat and orderly. Trash and clutter shall be removed daily. Employees who are assigned vehicles are responsible for checking vital fluids on a regular basis. Please refer to Section III, Use of Fleet Vehicles, Subsection C Pre- trip/Pre-Operation Responsibilities for additional requirements. Consult the Fleet Division for guidance on routine maintenance. A. TAKE HOME VEHICLE POLICY Purpose This policy establishes requirements for authorizing employees to take city-owned vehicles home to travel between their home and work site(s). The City’s intent is to limit the number of take-home vehicle assignments to employees who have a primary responsibility to respond to emergency situations to protect life and property or when there is a demonstrated economic benefit to the city. Applicability and Audience This policy applies to all qualifying employees who meet the vehicle authorization requirements under section IV. Policy 1. Organization ▪ The Fleet Division of the City of Edmonds shall manage and administer the take-home vehicle program. ▪ All City departments with take-home vehicle assignments shall designate a Take-Home Vehicle Coordinator, who shall have the responsibility for ensuring the User Department’s compliance with this policy and the procedures outlined in Appendix F. The User Department Director or their designee shall designate the Take Home Vehicle Coordinator. 2.5.a Packet Pg. 125 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 25 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY B. Take-home vehicle authorization requirements A. Managers shall evaluate and authorize or deny take-home vehicle assignment requests. If approved, the Manager shall forward the requests to the User Department Director or their designee for final approval. B. User Department Directors or their designees shall review, approve, and certify that employee requests for take-home vehicles meet the applicable City Take-Home Vehicle Policy or collective bargaining agreement requirements. Such approval shall be consistent with the criteria set forth in this policy and comply with the administrative procedures outlined in Take-Home Vehicle Procedures, or a collective bargaining agreement, if applicable. C. Take-home vehicle assignments must meet at least one of the following criteria as outlined in the City Fleet Policy– Use of City Vehicles to Commute. 1. Emergency response. Take-home vehicles may be assigned to employees with emergency response duties if they consistently meet the criteria listed below and provide supporting documentation: i. Employee has primary responsibility to respond to emergency situations that require immediate response to protect life or property; and ii. Employee responds to emergency call outs at least twelve (12) times per quarter; and iii. Employee cannot effectively respond to emergencies using alternative forms of transportation; and iv. Employee cannot effectively respond to emergencies by picking up a city- owned assigned vehicle at a designated site. 2. Special equipment. Take-home vehicles may be assigned to employees with specially equipped vehicles if they consistently meet the criteria below and provide supporting documentation: 1. Employee needs specialized equipment or a special equipment vehicle to perform city work outside of an employee’s normal workday; and 2. Employee has the primary responsibility to respond to emergency call outs. 3. Economic benefit. Take-home vehicles may be assigned to employees if the private vehicle mileage reimbursement costs are consistently greater than the commuting costs for an assigned city vehicle with overnight vehicle usage, and they provide the supporting documentation listed below: a. Documentation of the economic benefit calculation, which calculation must be provided and recalculated on at least an annual basis; and b. Documentation of why an employee cannot use alternative forms of transportation or pick up a city vehicle at a designated parking area. 2.5.a Packet Pg. 126 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 26 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY D. If an exemption is present for represented employees whose collective bargaining agreements specifically provide for take-home vehicle assignments, Take-Home Vehicle Coordinators citing such language shall provide a detailed explanation of how the contract language applies and if/how it meets or supplants any of the take- home vehicle assignment criteria cited above. If an exemption is cited per a CBA, the request must also be reviewed by the Human Resources Department to verify accuracy of the CBA language. III. Occasional overnight use requirements User Department Directors or their designees must pre-approve occasional overnight vehicle use for their employees. The administration of occasional overnight vehicle use shall comply with applicable IRS rules and the administrative procedures outlined in Take-Home Vehicle Procedures. IV. Usage and taxable reporting requirements Commuting in a city-owned vehicle, whether assigned or occasional use, is a taxable benefit for the employee. The administration of taxable benefits for employees shall comply with the current version of the Internal Revenue Service’s (IRS) Publication 15-B, Employers Tax Guide to Fringe Benefits or its successor. i. Employees shall not use their assigned take-home vehicle for personal business, except for commuting. ii. Employees shall not allow any non-city employee to operate their take-home vehicle unless there is written permission by their User Department Director or their designee. iii. Employees with assigned take-home vehicles shall document and report their monthly trips, business mileage, commute mileage, and emergency call outs as outlined in the administrative procedures in Take-Home Vehicle Procedures. iv. Telework situations: i. For employees who are assigned to telework full-time, any necessary trip to a work site shall be considered business mileage. ii. For employees who are assigned to telework part-time and report to a work site part-time, the trips to the work site shall be considered commute mileage. V. Recordkeeping and reauthorization requirements 1. The Fleet Division shall maintain an up-to-date list of all active take- home vehicle assignments. 2. Take-Home Vehicle Coordinators shall notify the Fleet Division within 30 days of a new take home vehicle assignment. 3. Take-Home Vehicle Coordinators shall notify the Fleet Division immediately when an employee’s take home vehicle assignment has ended. 2.5.a Packet Pg. 127 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 27 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY 4. User Department Directors or their designees shall reevaluate and reauthorize take-home vehicle assignments on a semi-annual basis consistent with the administrative procedures outlined in Take-Home Vehicle Procedures (Appendix F). Implementation Plan A. Once approved by City Council, this policy becomes effective for all City employees the date that it is signed by the Mayor. B. User Department Directors or their designees are responsible for communicating this policy to the management structure within their respective agencies and other appropriate parties. C. User Department Directors or their designees are required to develop and implement procedures to ensure that: i. The directives in this policy and the attached administrative procedures are followed by the employees under their supervision. ii. There is a process for approving employee’s use of take-home vehicles that provides for close review and monitoring of such use. Maintenance A. This policy will be maintained by the Fleet Division. B. This policy will be reevaluated every (5) years after its effective date or as often as necessary to keep the policy up to date with changes in operations and best risk management practices. A new, revised, or renewed policy will be initiated by the Fleet Division after the evaluation period. Consequences for Noncompliance A. Any violation of this policy may result in the removal of take-home vehicle assignment, driving privileges, or discipline. B. Failure to provide mileage trip logs by the 10th of each month may result in the suspension of the employee’s fuel card. 2.5.a Packet Pg. 128 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 28 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Chapter 8 FLEET ELECTRIFICATION AND CARBON REDUCTION In 2011, the City started a carbon reduction program that involved alternative fuel conversions and hybrid vehicle replacements. The program was developed to address the City’s goals to reduce fossil fuel use and greenhouse gas emissions to meet operational needs with energy efficient vehicles. Today the City operates 36 propane powered vehicles. These vehicles are in the Public Works, Parks, and Police departments. Per Executive Order 13-48A regarding climate change and the City’s Sustainable Operations Action Plan, Fleet Services will “right-size” vehicles, equipment and their powertrains for each application; purchase alternative-fuel compatible vehicles and equipment, including electric and/or hybrid electric technology when practicable and feasible; and will utilize alternative fuels to the extent practicable and fiscally responsible. Vehicle acquisitions will be prioritized as follows: (1) all-electric power, (2) hybrid-electric, (3) internal-combustion engine (ICE). Environmental Improvements Between October of 2012 and January 2013 Fleet converted 15 police patrol cars and one street department crew truck to Bi-fuel propane. At this time, the City already had 5 hybrid and 2 electric cars. Since then, we have added 9 more electric cars, 11 hybrids, and converted 19 more work trucks to propane. The User Departments that have these trucks are Street, Storm, Water, Sewer, Facilities, and Parks. The City now has a total of 39 propane, 11 EV, and 16 hybrid/electric vehicles out of 120 on the road. Ranging from large trucks to small cars. That’s 51% of the over the road vehicles running on hybrid, electric, or alternative fuels. On the police patrol cars, the City reached return on investment on the propane conversions at 2 ½ years on a 5 year/120K mile life cycle. The cost of propane averages around $2 less per gallon than gasoline. The City also received $154,751 in federal alternative fuel credits since the program began. The City currently use 3,000 gallons of propane, 3,000 gallons of gasoline, and 1,000 gallons of diesel per month on average. Since the beginning of the propane program, the City displaced 265,650 gallons of gasoline and put 793,725 less pounds of Co2 into the air. Propane also produces 40% less NOx and 75% less carbon monoxide than gasoline. The City will continue to purchase electric, hybrid and vehicles that can be converted to propane when possible. Green Fleet Timeline B. Step one, in 2010 we purchased 4 Toyota Prius Hybrids. C. Step two, in 2012 we purchased 2 EV Nissan Leafs and converted 16 vehicles to propane. D. Step three, 2013-2023, when it is time to replace a vehicle we will replace it with an EV, Hybrid, or convert it to propane if we can and if it makes sense to do so. 2.5.a Packet Pg. 129 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 29 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY We have purchased 3 Hybrid and 2 EV vehicles in 2024 and converted 5 more trucks to propane. Currently we have: A. 16 Hybrid vehicles B. 11 EV vehicles C. 39 propane powered vehicles No Idling Policy In an effort to conserve fuel and reduce greenhouse gas emissions, City vehicles/equipment powered with an internal combustion engine (ICE) shall not idle for more than three (3) minutes. Authorized exceptions include: emergency vehicles (when required for lighting); operation of auxiliary equipment (PTO, power inverters, etc.) used to perform essential job functions; in the performance of maintenance by Fleet staff; and when required by manufacturer specifications. 2.5.a Packet Pg. 130 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 30 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY ACKNOWLEDGEMENT The purpose of this Fleet Business Policy is to establish uniform policies and procedures for the operation of City vehicles and equipment. It is the intent of this policy to ensure the safe, efficient, and responsible use of City vehicles and equipment. I t is essential that all employees who may operate a City vehicle fully understand and adhere to these policies. This acknowledgement page serves as confirmation that you have read and understood the Fleet Business Policy and agree to follow it’s guidelines. I, the undersigned, hereby acknowledge that I have received, read, and understood the City of Edmonds’ Fleet Business Policy. I understand the expectations and responsibilities outlined in the policy and agree to comply with the guidelines set forth to ensure the safety, efficiency, and compliance of fleet operations. _________________________________________ ______________________ EMPLOYEE NAME EMPLOYEE ID _________________________________________ ______________________ SIGNATURE DATE 2.5.a Packet Pg. 131 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 31 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Chapter 9 APPENDICES A. Employee Operations Training Certificate B. Permission to Ride Hold Harmless Agreement Waiver C. Accident/Damage to Property Report form D. City Drug and Alcohol Test Procedures E. Vehicle Addition Request F. Take-Home Vehicle Procedures G. Take-Home Vehicle Assignment Authorization Request H. Take-Home Vehicle Trip Log 2.5.a Packet Pg. 132 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 32 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX A City of Edmonds EMPLOYEE OPERATIONS TRAINING CERTIFICATION The following is to be completed by a Division Manager. Operator Name: Date of Hire: Job Classification: Department & Division: Number of vehicles and/or equipment to be trained on: Description of vehicles and/or equipment to be trained on: The following is to be reviewed with and initialed by the Fleet Manager. 1. Review of Operators Training Manual Initials 2. Review of safety & equipment check-out procedures. Initials The following is to be completed by the Training Operator & Equipment Supervisor. 1. Training hours completed: 2. Driving or skill test completed I, the undersigned, have completed the above orientation and training program. ______________________________________________ _________________ Operator Signature Date hours date initials hours date initials hours date initials hours date initials hours date initials Date initials 2.5.a Packet Pg. 133 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 33 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX B City of Edmonds REQUEST FOR PERMISSION TO RIDE / ASSUMPTION OF RISKS AND WAIVER I, _______________________________________ (“participant”), request permission to ride as a passenger in a vehicle owned by the City of Edmonds. No payment has been requested, given, or will be given to the City of Edmonds or its agents should permission be granted. I acknowledge that any permission granted to me creates no employment or agency relationship and may be revoked at any time for any reason without prior notice. I understand that this activity may involve uncertainty, unpredictability, and the risk of serious injury and/or death. I further understand that my participation in this activity is only made possible by my willingness to assume the risks which may be involved. Should permission be granted, I will be riding totally at my own risk and I am willing to assume all risks involved, including the risk of serious injury and/or death. I have been advised via this document that the City of Edmonds does not provide Uninsured, Underinsured, Med Pay or Personal Injury Protection insurance coverage. PARTICIPANT WAIVER OF LEGAL LIABILITY BASED UPON THE INFORMATION ABOVE, and in consideration for granting my voluntary request to ride as a passenger in a vehicle owned by the City of Edmonds, and being fully aware of the risks involved, I hereby release and hold harmless the City of Edmonds and its officials, employees, volunteers and agents and agree to waive any right of recovery that I may have to bring a claim or lawsuit against the City of Edmonds for any property damage, bodily injury, death or other harmful consequences occurring to me in any way arising out of my voluntary participation in the activity. I authorize any necessary emergency medical treatment that might be required for me in the event of my physical injury and/or accident to me while participating in this activity. YES [___] NO [___] (Initial)________ Participant Printed Name: ____________________________________________ Signed: ______________________________________ Date: ________________________ Witnessed: __________________________________ Date: ________________________ (City of Edmonds Personnel Only) If passenger is under 18: PARENT/LEGAL GUARDIAN WAIVER OF LEGAL LIABILITY AND INDEMNITY I/We, _____________________________________________, and _____________________________________________ (if applicable), am/are the parent(s) or legal guardian(s) of participant,____________________________________________ (print full name of child), and agree to the following: 2.5.a Packet Pg. 134 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 34 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY I/We am/are aware of and expressly assume all of the various risks of serious injury and/or death associated with the participant’s participation in all phases of this activity. Initial ____ Initial ____ In consideration for granting this voluntary request to ride, and being fully aware of all of the risks, I/We hereby release the City of Edmonds and its officials, employees, volunteers and agents, and agree to waive any right of recovery that I/We may have, including the right to bring a legal claim, cause of action, or lawsuit for any bodily injury, death or other harmful consequences in any way arising out of the participant’s participation in the activity. I/We understand that this release extends to all claims for ordinary negligence of any kind and every nature, known, unknown, suspected or unsuspected, in any way arising out of or related to participation in the activity. I/We have been advised via this document that the City of Edmonds does not provide Uninsured, Underinsured, Med Pay or Personal Injury Protection insurance coverage. Initial ____ Initial ____ I/We authorize any necessary emergency medical treatment that might be required for this child in the event of physical injury and/or accident to this child while participating in this activity. YES [___] NO [___] (Initial)________ I/WE HAVE CAREFULLY READ THIS DOCUMENT AND FULLY UNDERSTAND IT: Parent/Legal Guardian Printed Name: ____________________________________________ Signed: ______________________________________ Date: ________________________ Parent/Legal Guardian Printed Name: ____________________________________________ Signed: ______________________________________ Date: ________________________ 2.5.a Packet Pg. 135 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 35 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX C CITY OF EDMONDS ACCIDENT / DAMAGE REPORT DIRECTIONS: This report should be completed whenever a City employee is involved in an accident, which injures someone and/or damages a vehicle or property. Name: Job Title: Department: Supervisor’s Name: Length of Service: Date of Birth: Type of Accident: Personal Injury Vehicle Property Other Explain “Other” Date/Time of Accident: Exact Location: Describe the accident, how it occurred, and resulting conditions: Witnesses: (provide names & how to contact information) Number of work days missed because of accident: 2.5.a Packet Pg. 136 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 36 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Date of Probable Return: If another vehicle/property/person was involved, provide name, address, phone number, and/or vehicle license plate number. What personal protective gear was available and used when the accident occurred? Describe the environmental conditions (weather, road conditions, vision obstructions, etc.) present when the accident occurred. I hereby certify that the above information is a true and accurate statement of the accident. Employee Signature: Date: SUPERVISOR’S REPORT Please attach any additional reports (Police, Medical, or Damage estimates). Add any additional facts, corrections, or omissions that were not stated by the employee who completed the front side of this accident report. 2.5.a Packet Pg. 137 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 37 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY What are your recommendations for the disposition of this accident? If referred to the Department’s Accident Review Committee or Risk Manager, what actions does the supervisor recommend? Other Comments: I hereby certify that the above information is a true and accurate to the best of my knowledge. Supervisor Signature: Date: Department Director’s Comments (if any): Initials Date Referred to: Department Safety Committee Department Director Risk Management Office Human Resources Office 2.5.a Packet Pg. 138 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 38 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX D Drug and Alcohol Testing Policies and Procedures Introduction The City of Edmonds has adopted a substance abuse policy as part of the Personnel Policies that establishes that any employee may be required to submit to alcohol or controlled substance testing for reasons described in this policy. The City reserves the right to designate certain positions as “safety sensitive,” which may require pre-employment drug screening and random drug testing. Additionally, drug and alcohol testing policies and procedures are required by the U.S. Department of Transportation for employees who are required to have a Commercial Driver’s License (CDL) to perform their job. This document has three parts: 1) Policies that apply to employees who are not required to have a CDL (non-CDL employees) 2) Policies that apply to employees who are required to have a CDL; and 3) Procedures applicable to all employees. PART I: POLICIES THAT APPLY TO ALL EMPLOYEES WHO ARE NOT REQUIRED TO HAVE A CDL (NON-CDL EMPLOYEES) Policy The City of Edmonds is committed to protecting the health, safety and well-being of its employees and all individuals who come into contact with our employees and workplace. In addition, we strive to create and maintain a productive and efficient work environment in which all employees have an opportunity to thrive and be successful. Recognizing that drug and alcohol use and abuse can pose a serious threat to these goals, the City of Edmonds is committed to providing a drug and alcohol-free workplace for all of its employees. Definitions Drugs: For purposes of Part I of this policy, “drugs” refers to any illegal substance or controlled substance as defined by the federal Controlled Substances Act, taken without a valid prescription, including but not limited to: marijuana (THC), cocaine, opiates, synthetic opiates, phencyclidine (PCP), and amphetamines. Alcohol: “Alcohol” means ethyl alcohol, the intoxicating agent in alcoholic beverages, or other low molecular weight alcohols, including methyl or isopropyl alcohol. Medical Review Officer (MRO): The Medical Review Officer is the licensed physician responsible for receiving and interpreting laboratory results from the urine drug tests. 2.5.a Packet Pg. 139 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 39 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Reasonable Suspicion: Reasonable suspicion is based on specific personal observations that a City of Edmonds Human Resource representative or a supervisor can describe and document (using a Reasonable Suspicion Testing and Documentation Form) regarding an employee’s appearance, behavior, speech, breath odor, or other factors that indicate the employee may be under the influence of alcohol or drugs. Substance Abuse Professional (SAP): A Substance Abuse Professional is a licensed physician, a licensed or certified psychologist, social worker, employee assistance professional, or addiction counselor (certified by the National Association of Alcoholism and Drug Abuse Counselors Certification Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and drug-related disorders. Drug and Alcohol Testing Tests The City of Edmonds may test any employee or applicant for drugs or alcohol as set forth in this policy. This includes urine drug testing and evidential breath alcohol testing. Alcohol and drug testing required by this policy is a mandatory condition of employment. Refusing to submit to such tests constitutes a violation of City policy and will result in termination of employment (or, for an applicant, withdrawal of the conditional job offer.) Reasonable Suspicion Whenever a City of Edmonds Human Resource representative, or a supervisor has reasonable suspicion (described and documented using a Reasonable Suspicion Testing and Documentation Form) suggesting that the employee is under the influence of alcohol or drugs, the employee shall submit to a reasonable suspicion drug and/or alcohol test. Only supervisors who have been trained in detecting the symptoms of alcohol misuse or drug use and who have directly observed behaviors, appearance or physical symptoms can subject an employee to reasonable suspicion testing. Supervisors should complete a Documentation Form and, if possible, have the form signed by a witness. If a supervisor has reasonable suspicion to believe that an employee who is on duty, about to go on duty, or just completed duty is under any influence of drugs or alcohol, the supervisor will remove the employee from duty immediately. The employee will be advised of the reasons for reasonable suspicion and will be transported to the collection site by the supervisor for testing. If a reasonable suspicion alcohol test is not conducted within two hours of determination that it is necessary, the supervisor will prepare and maintain documentation of the reasons why it did not occur within that time frame Post-Accident An employee who is involved in an accident while driving a vehicle for City business will be required to submit to a drug and alcohol test if the accident: (a) results in (1) a fatality; (2) bodily injury to a person who, as a result of the injury, immediately receives medical treatment away from the scene of the accident; or (3) one or more motor vehicles incurring disabling damage requiring the vehicle to be transported away from the scene by a tow truck or other vehicle; and 2.5.a Packet Pg. 140 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 40 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY (b) the employee caused or contributed to the accident and there is reasonable possibility that drugs or alcohol could have contributed to the accident. After an accident, employees are responsible for contacting their immediate supervisor or other management personnel. If the above conditions are met, the employee must make himself or herself available for post-accident testing as soon as possible. Post-accident testing for alcohol should occur within two hours if possible, but may not exceed eight hours. Testing for drugs should occur within 32 hours. An employee who does not comply with the post-accident testing will be considered to have refused testing and will be subject to disciplinary action. An employee in a post-accident situation should cooperate with law enforcement personnel investigating the scene. Supervisors are responsible for determining if the accident qualifies the driver for post-accident testing and should escort the employee to the collection site if possible. If an employee is unable to provide consent to testing due to their medical condition, the supervisor will document the reasons why the employee was not tested. If testing is not completed within the required time following an accident, the supervisor will document in writing why the tests were not administered. Return to Duty Employees who have violated this policy but are allowed to return to work must test negative prior to being released for duty. A return-to-duty test following alcohol misuse may not exceed an alcohol concentration of 0.02. Follow Up An employee who is referred for assistance related to alcohol misuse and/or use of drugs may be subject to unannounced follow-up testing for a period not to exceed twenty-four (24) months as directed by a Substance Abuse Professional. The number and frequency of follow-up testing will be determined by the Substance Abuse Professional but will not be less than six (6) tests in the first twelve (12) months following the employee’s return to duty. Prohibited Conduct The City of Edmonds strictly prohibits the following: A. Reporting to work or remaining on duty under the influence of alcohol or drugs. B. Testing positive for alcohol or drugs. An alcohol concentration of 0.02 or higher is considered a positive test. C. The use, possession, manufacture, distribution, dispensing, transfer or trafficking of alcohol or drugs and their paraphernalia in any amount or any manner on City premises, in City vehicles, or while on duty at any time. D. Operating a City vehicle within four (4) hours after consuming any amount of alcohol. An on-call employee who consumes any amount of alcohol within four (4) 2.5.a Packet Pg. 141 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 41 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY hours of being called in must acknowledge the use of alcohol and may not report for duty. E. The unauthorized use or distribution of prescription drugs on City premises, in City vehicles, or while on duty at any time. • The use of any legally obtained drug (prescription or over-the-counter) when such use adversely affects an employee’s job performance, their safety or the safety of others, or any combination thereof. F. Violations of this policy. Employees who are taking medically prescribed or over-the-counter drugs should notify their supervisor if the medication may cause a direct threat by impairing job performance of safety- sensitive functions. Employees are prohibited from distributing, possessing, or reporting to work under the influence of marijuana under all circumstances, including where the employee has a medical prescription or a medical marijuana green card. Any employee found in violation of the above stated prohibitions will be subject to disciplinary action up to and including termination. Refusal to Submit An employee may not refuse to submit to a post-accident, reasonable suspicion, or follow-up alcohol or drug test as directed by this policy. A refusal is treated as though the test, if taken, was positive. An employee may not tamper with, adulterate, alter, substitute or otherwise obstruct any testing process required under this policy. Tampering, adulteration, substitution, or other interference with the collection and testing process are considered a refusal to test. CONSEQUENCES OF ENGAGING IN PROHIBITED CONDUCT Employees are subject to disciplinary action up to and including termination (and as specified in the Personnel Policies) for violating this policy. All employees, regardless of disciplinary action, will be advised of resources available for assistance with drug or alcohol misuse. Employees who violate this policy but whose employment is not terminated will not be permitted to return to work unless the employee: 1. has been evaluated by a SAP; and 2. if recommended by a SAP, has properly followed any rehabilitation prescribed; and 3. has had a post-treatment evaluation by the original SAP and is released to return to work; and, 4. has a verified negative return-to-duty test. A return to duty test following alcohol misuse may not exceed an alcohol concentration of 0.02. 2.5.a Packet Pg. 142 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 42 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY An employee who successfully returns to work will be subject to follow-up random testing as recommended by the SAP with a minimum of six (6) such unscheduled tests within the first twelve (12) months of returning to duty. PART II: POLICIES THAT APPLY TO EMPLOYEES WITH COMMERCIAL DRIVER’S LICENSES Purpose The purpose of this part of this policy is to establish compliance with the Federal Motor Carriers Safety Administration regulations requiring drug and alcohol testing for Commercial Driver’s License holders. Regulations issued by the United States Department of Transportation mandate urine drug and evidential breath alcohol testing for employees in safety sensitive positions, including those who are required to hold certain Commercial Driver’s Licenses. These regulations may be found in 49 CFR Part 40 and Part 382 of the U.S. Code. This policy sets forth the City of Edmonds alcohol and drug testing program and the testing and reporting requirements as required by those regulations. Application Part II applies to all employees of the City who are required to have and maintain a Commercial Driver’s License in order to perform the duties of their job. Policy The City has a significant interest in the health and safety of its employees and the citizens of the City of Edmonds. In furtherance of that interest, it is the policy of the City to take those steps necessary to ensure that its employees perform their duties and responsibilities free of the influence of drugs and alcohol. Employees are encouraged to seek confidential counseling on problems associated with alcohol and drug abuse through the Employee Assistance Program. There will be mandatory drug and alcohol testing for employees and job applicants as outlined in this part of this policy. Definitions Commercial Vehicle: A commercial vehicle is one that either: 1) has a gross vehicle weight of over 26,000 pounds (including combined weight if towed unit weighs over 10,000 pounds); 2) is designed to transport 16 or more persons, including the driver; or 3) is used to transport hazardous materials. Driver: All employees whose positions may involve driving a commercial vehicle and which require the possession of a Commercial Driver’s License. Drugs: For the purposes of this policy, in accordance with the applicable federal regulations for Commercial Driver’s License holders, “drugs” refers to the following five substances: marijuana (THC), cocaine, opiates, phencyclidine (PCP), and amphetamines. Nothing in this policy shall preclude the City from requesting testing for additional illegal or controlled substances taken without a valid prescription, including but not limited to synthetic opiates. 2.5.a Packet Pg. 143 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 43 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Follow Up: An employee who is referred for assistance related to alcohol misuse and/or use of drugs may be subject to unannounced follow-up testing for a period not to exceed sixty (60) months as directed by a Substance Abuse Professional. The number and frequency of follow-up testing will be determined by the Substance Abuse Professional, but will not be less than six (6) tests in the first twelve (12) months following the employee’s return to duty. Medical Review Officer (MRO): The Medical Review Officer is the licensed physician responsible for receiving and interpreting laboratory results from the urine drug tests. Pre-Employment: After receiving a conditional offer of employment, applicants whose position requires a CDL are required to submit to, and successfully pass, a drug test. Reasonable Suspicion: Reasonable suspicion is based on specific personal observations that a City of Edmonds Human Resource representative or a supervisor can describe and document (using a Reasonable Suspicion Testing and Documentation Form) regarding an employee’s current appearance, behavior, speech and breath odor or other factors that suggests the employee is under the influence of alcohol or drugs. Return to Duty: Employees who have violated this policy and who under the discipline policy are allowed to return to work, must test negative prior to being released for duty. A return to duty test following alcohol misuse may not exceed an alcohol concentration of 0.02. Safety Sensitive Position: For purposes of this part (Part II) of this policy, these are positions that require a Commercial Driver’s License. Substance Abuse Professional (SAP): A Substance Abuse Professional is a licensed physician, or a licensed or certified psychologist, social worker, employee assistance professional, or addiction counselor (certified by the National Association of Alcoholism and Drug Abuse Counselors Certification Commission) with knowledge of and clinical experience in the diagnosis and treatment of alcohol and drug-related disorders. The SAP is responsible for evaluating employees with positive test results. Prohibited Conduct The following conduct regarding alcohol and drug use or abuse is prohibited: A. Alcohol 1. An employee may not report for or remain on duty requiring the performance of duties covered under this policy while having an alcohol concentration of 0.02 or greater. 2. An employee may not possess or use alcohol while on duty or while operating a City vehicle. 3. An employee may not operate a commercial vehicle within four (4) hours after consuming alcohol. An on-call employee who consumes alcohol within four (4) hours of being called in must acknowledge the use of alcohol and may not report for duty. B. Drugs 2.5.a Packet Pg. 144 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 44 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Reporting for duty or remaining on duty when the employee has used a drug or drugs is strictly prohibited, as defined with these adopted policies. C. Use of Prescription Medication Except for medical marijuana, use of prescription medication or over-the-counter medication pursuant to instructions of a physician who has advised the employee that the substance does not adversely affect the employee’s ability to safely operate a commercial vehicle is not a violation of this policy. Employees who are taking a prescription or over-the-counter medication that may impair their ability to perform their duties safely and effectively must inform their supervisor and may be required to provide written notice from their physician or pharmacist with respect to the effects of such substances and their ability to safely and effectively perform their job. Employees are prohibited from distributing, possessing, or reporting to work under the influence of marijuana even if the employee has a medical marijuana prescription or medical marijuana green card. D. Refusal to Submit to a Required Test An employee may not refuse to submit to a post-accident, random, reasonable suspicion, or follow-up alcohol or drug test as directed by this part of this policy. A refusal is treated as though the test, if taken, was positive. E. Positive Drug Test An employee may not report for duty or remain on duty requiring the performance of duties covered under this policy if the employee tests positive for drugs or alcohol. F. Tampering with a Required Test An employee may not tamper with, adulterate, alter, substitute or otherwise obstruct any testing process required under this policy. Tampering, adulteration, substitution, or other interference with the collection and testing process are considered a refusal to test. Testing 1. Pre-employment Drug Testing All individuals who are covered by this part of this policy must pass a drug test as a post- offer condition of employment. 2. Reasonable Suspicion Testing Employees subject to this part of this policy shall submit to a drug and/or alcohol test when the City reasonably suspects that this policy may have been or is presently being violated. A referral for testing will be based on contemporaneous, articulated observations. Only supervisors who have been trained in detecting the symptoms of alcohol misuse or drug use and who have directly observed behaviors, appearance or physical symptoms can subject an employee to reasonable suspicion testing. 2.5.a Packet Pg. 145 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 45 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Alcohol testing for reasonable suspicion may only be conducted just before, during or after an employee operates a commercial vehicle. If removed from duty based on reasonable suspicion of alcohol use and an alcohol test is not administered within eight hours, the employee will not be allowed to perform or continue to perform covered functions until: a) an alcohol test is administered and the driver’s breath alcohol concentration measures less than 0.02; or b) Twenty-four (24) hours have elapsed following the determination that there is reasonable suspicion to believe that the employee has violated this policy concerning the use of alcohol. 3. Post-Accident Testing All employees covered by Part II of this policy will be subject to post-accident testing if they are involved in an accident with a commercial vehicle on a public road or right-of-way which results in: a) A fatality OR b) The driver receives a citation under state or local law for a moving violation AND i. there is bodily injury to a person who, as a result of the injury, immediately receives medical treatment away from the scene OR ii. one or more motor vehicles incurs disabling damage requiring the vehicle to be transported away from the scene by a tow truck or other vehicle. Post-accident testing for alcohol should occur within two hours if possible, but may not exceed eight hours. Testing for drugs should occur within thirty-two (32) hours. After an accident, employees are responsible for contacting the immediate supervisor or other management personnel and remaining readily available for testing. An employee who does not comply with the post-accident testing will be considered to have refused testing and will be subject to disciplinary action. An employee in a post -accident situation should cooperate with law enforcement personnel investigating the scene. Supervisors are responsible for determining if the accident qualifies the driver for post- accident testing and should escort the employee to the collection site if possible. If an employee is unable to provide consent to testing due to a medical condition, the supervisor will document the reasons why the employee was not tested. If testing is not completed within the required time following an accident, the supervisor will document in writing why the tests were not administered. 4. Random Testing Employees covered by these procedures have been included in the AWC Drug and Alcohol Testing Consortium pool. This pool contains all eligible individuals from all of the consortium members. The pool database is managed by HealthForce Partners and is updated monthly as changes in personnel occur. 2.5.a Packet Pg. 146 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 46 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY The annual random testing rate required under federal regulations is fifty (50) percent of the pool of employees covered by this policy for drug testing and ten (10) percent of the pool for alcohol testing. This means that if the pool contains 1,000 members, there will be at least 500 random drug tests and at least 100 random alcohol tests conducted throughout the year. HealthForce Partners uses a software program to randomly select individuals for random testing on a monthly basis. Some individuals will be selected for drug testing and others will be selected for both drug and alcohol testing. Employees selected for random testing will be scheduled for a test by the Designated Employer Representative at some time during the month that the name was selected. Employees selected for alcohol testing may only be tested just before, during or after driving a commercial vehicle. Employees will not be notified until just prior to the testing. Upon notification of selection for random testing, the employee will receive an Employee Notification of Scheduled Drug and/or Alcohol Test letter from the Designated Employer Representative. The employee will be asked to sign this letter and a Testing Consent form. The employee must present the Employee Notification of Scheduled Drug and/or Alcohol Test letter at the collection site along with picture identification at the time of testing. A copy of all of the forms will be retained by the City. After notification, the employee must proceed immediately and directly to the collection site for testing. If an employee scheduled for an alcohol test receives a confirmed test result with a breath alcohol level of 0.02 or above and is unaccompanied at the collection site, a supervisor will be called to the site to transport the employee. Refusing to submit to a test will be considered the same as a positive test result and will subject the employee to the same consequences as receiving a positive test result. 5. Return to Duty Testing Employees who have violated Part II of this policy, including those who have tested positive on a drug or alcohol test, and who are allowed to return to work, must test negative prior to being released for duty. A return to duty test following alcohol misuse may not exceed an alcohol concentration of 0.02. 6. Follow-up Testing An employee who is referred for assistance related to alcohol misuse and/or use of drugs is subject to unannounced follow-up testing for a period not to exceed sixty (60) months as directed by a Substance Abuse Professional. The number and frequency of follow-up testing will be determined by the Substance Abuse Professional, but will not be less than six (6) tests in the first twelve (12) months following the employee’s return to duty. 7. Split Sample Testing 2.5.a Packet Pg. 147 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 47 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Employees who test positive for drugs may request a second test of the remaining portion of the split sample within 72 hours of notification of a positive test result by the Medical Review Officer. Refusal To Take An Alcohol Or Drug Test No employee shall refuse to submit to an alcohol or drug test as directed under this policy. A refusal to submit shall include, but is not limited to: a. a failure to provide adequate breath for testing without a valid medical explanation; b. failure to provide adequate urine for drug testing without a valid medical explanation; c. engaging in conduct that obstructs the testing process; d. failure to appear for a test; e. failure to remain at the testing site until the testing process is completed; f. failure to permit the monitoring of the provision of a specimen as directed by the collector; g. failure to take a second test as directed by the collector; h. tampering with a urine sample; i. failure to complete all required forms and documents. Refusal to submit to a test shall be considered the same as a positive test result. Securing Information From Previous Employers If a person is to be hired into a position subject to this part of this policy and during the previous two (2) years has worked as a driver of a commercial vehicle, that person must authorize a request of all employers of the driver within the past two (2) years to release information on the following: a. Positive alcohol or drug tests b. Refusal to be tested The City will make a good faith effort to obtain and review the information from prior employers within twenty-eight (28) days of the person performing safety sensitive duties for the first time. Applicants are directed to disclose to the City any positive federal drug tests taken for entities other than bona fide employers within the previous two years. If the City obtains information that indicates either a positive test or that a refusal to be tested occurred within the past two (2) years, that person will not be permitted to drive commercial vehicles unless subsequent information indicates that an evaluation by a Substance Abuse Professional (SAP) was made, return to duty testing was administered, and the individual remains in compliance with the return to duty provisions outlined by the original SAP. 2.5.a Packet Pg. 148 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 48 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Confidentiality and Record Retention All records related to drug and alcohol testing will be maintained in a secure location with controlled access. These records will be kept separate from records pertaining to all other employees. Consequences of Engaging in Prohibited Conduct or Positive Drug or Alcohol Tests a. Discipline An employee will be subject to appropriate disciplinary action as specified in the Personnel Policies up to and including termination from employment if: 1. the employee tests positive for a drug or drugs; 2. results from an alcohol test indicate a breath alcohol level of 0.04 or greater; and/or, 3. the employee has engaged in prohibited conduct as outlined in the Personnel Policies. All employees, regardless of disciplinary action taken, will be advised of resources available to the employee in evaluating or resolving problems associated with drug use or alcohol misuse. b. Positive Test Result and/or Engaging in Prohibited Conduct The following provisions apply to employees who are not terminated for violating this policy: If an employee tests positive for drugs or has an alcohol test that indicates a breath alcohol level of 0.02 or greater from a random, reasonable suspicion or post-accident test, or engages in prohibited conduct as outlined in the Personnel Policies, the employee will be immediately removed from duties requiring the driving of a commercial vehicle. The employee will not be permitted to return to work unless he/she: 1. has been evaluated by a qualified Substance Abuse Professional; and, 2. if recommended by a Substance Abuse Professional, has properly followed any rehabilitation prescribed; and, 3. has had a post-treatment evaluation by the original SAP; and, 4. has a verified negative result on a return-to-duty alcohol (<0.02) and/or drug test. Upon completion of a recommended rehabilitation program and successful return to work, an employee will be subject to follow-up random testing for up to sixty (60) months as recommended by the Substance Abuse Professional, with a minimum of six (6) such unscheduled tests within the first twelve (12) months of returning to duty. 2.5.a Packet Pg. 149 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 49 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Employee Assistance Program/Voluntary Referral The City supports employees who voluntarily seek assistance with alcohol or drug abuse. Employees are encouraged to seek treatment voluntarily and to utilize the Employee Assistance Program described in Part III. Any employee who comes forth and notifies the City of alcohol or drug abuse problems will be given the assistance extended to employees with any other illness. Any such program, however, may not interfere with the tests required by these rules. For example, a driver may not identify himself/herself as unfit to drive after having been notified of a random or reasonable suspicion test and expect to avoid the consequences for a positive test or a refusal to test. In addition, voluntarily seeking assistance does not excuse any failure to comply with all of the provisions of this part of this policy or other policies of the City. Sick leave, vacation leave or leave of absence without pay may be granted for treatment and rehabilitation as with other illnesses. Insurance coverage for treatment will be provided to the extent of individual coverage. Confidentiality of information will be maintained as much as possible at all times. PART III: POLICIES APPLICABLE TO ALL EMPLOYEES Resources • Designated Employer Representative (DER) The Human Resources Manager has been designated by the City to answer questions about the program and program materials and may provide employees with resource materials or referral assistance. • Employee Assistance Program The City offers an Employee Assistance Program (EAP) designed to assist employees and their families who are experiencing personal or job-related problems. The EAP is available to employees who need assistance in dealing with a substance abuse problem. Employees are encouraged to contact the EAP for assistance in early detection of substance abuse problems and referral for treatment programs. All EAP services are confidential and at no cost to the employee. Employees who would like information on benefits of the Employee Assistance Program should contact the Human Resources Department. • Testing, Evaluation and Referral Services The City has joined the Association of Washington Cities (AWC) Drug and Alcohol Testing Consortium for the administration of this program. The AWC Consortium has contracted with HealthForce Partners to conduct the random testing services, provide the testing laboratory facilities, arrange the testing collection sites, and provide the Medical Review Officer (MRO) functions. The services of a Substance Abuse Professional (SAP) are also available for employees with positive test results. Drug and Alcohol Testing Collection Sites: 2.5.a Packet Pg. 150 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 50 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY CarePlus Medical Center 14330 Aurora Avenue N Shoreline, WA 98133 206.365.0220 Swedish/Stevens (after hours testing) PacLab 21601 76th Ave. W Edmonds, WA 98026 (425) 640-4179 Testing Laboratory, as approved by the US Substance Abuse & Mental Health Services Administration (SAMHSA): LabCorp 1229 Madison Street, Suite 500 Seattle, WA 98104 (206) 386.2661 Medical Review Officer DrugFree Business MRO Services Dee McGonigle, MD 18912 North Creek Parkway, Suite 202 Bothell, WA 98011 (866) 448-0651 Substance Abuse Professional Compsych 1.800.570.9315 Compsych will refer caller to a Substance Abuse Professional in the local area. Testing Procedures • Pre-Employment Testing Following a conditional offer of employment, prospective employees will be tested for the presence of drugs if being hired into a job requiring a CDL, or as determined by the City. Current employees who are transferring from a position that does not require a Commercial Driver’s License to a position that does require one, will be tested for the presence of drugs prior to performing duties that require driving or operating a commercial vehicle. A positive drug test result for an employment candidate will result in the City rescinding the conditional offer of employment. The individual will only be eligible to re-apply for a position covered by these procedures after six (6) months. Proof of compliance with USDOT return-to-duty regulations will be required. A positive drug test result for an employee seeking to transfer to a position requiring the driving of a commercial vehicle 2.5.a Packet Pg. 151 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 51 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY will result in denial of the transfer and the employee will be subject to discipline as described in the Drug and Alcohol Testing Policy. B. Random Testing 1. After Hours Testing If the need for testing occurs outside of the normal hours of operation of the designated collection site, a supervisor or manager will be responsible for following the procedures established by HealthForce Partners for such occurrences. 2. Dilute Specimens If a test is reported to the City with a result of “Negative Dilute”, the City will require the employee to take another test immediately in the following circumstances: for pre-employment, return to duty, reasonable cause, and follow up. The result of the recollection shall become the official test of record. Testing Costs and Compensation A. Testing Costs 1. The City will pay for the following alcohol and or initial drug tests: a. Random testing b. Reasonable suspicion testing c. Post-accident testing d. Pre-employment e. Follow-up testing f. Return to duty testing 2. Employees are responsible for the costs associated with the following tests: a. Split sample re-tests made at the employee’s request Split sample testing will be initiated by the MRO immediately upon the request of the donor without regard to which party will ultimately be responsible for payment. However, the City will pursue reimbursement from the donor if the split test reconfirms the original positive result. 3. Substance Abuse Professional and rehabilitation costs will be the responsibility of the employee. B. Pay Status 2.5.a Packet Pg. 152 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 52 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY 1. For Time Spent Testing Employees will be compensated for time spent to report to the testing facility and be tested for the following alcohol and/or initial drug tests: a. Random testing b. Reasonable suspicion testing c. Post-accident testing d. Follow-up testing 2. Waiting for Results Employees who have been asked to submit to a reasonable suspicion drug test will be placed on paid leave pending the outcome of the test results. Such employees are eligible to use accrued vacation or sick leave during this time. If the test result is negative, the time will be paid and any sick or vacation leave used will be credited. 3. Waiting to Return to Duty An employee who receives a positive drug test or who tests 0.02 or greater on an alcohol test is not allowed to return to work until all of the applicable requirements are met as outlined in the above policies. Such employee may use accrued vacation or sick leave during this absence Testing Methods 1. Drug Testing Drug testing requires donors to provide a urine specimen of at least 45 ml to be tested. The specimen will be sent to LabCorp, a laboratory certified by the Substance Abuse and Mental Health Services Administration (SAMSHA) to conduct screening and confirmation tests according to the protocols identified in the Department of Transportation Rules. All test results will be reviewed by the Medical Review Officer (MRO). 2. Alcohol Testing Alcohol testing will be conducted using an approved evidential breath testing (EBT) device operated by a trained breath alcohol technician (BAT) at the collection site. Training and Education The City will provide all affected employees with copies of the Drug and Alcohol Testing Policy and other information as may be required by the federal regulations. Each employee must sign a receipt upon having been provided the above referenced information. Managers and supervisors designated to determine whether reasonable suspicion exists to require an employee to undergo alcohol or drug testing will receive at least sixty (60) minutes of 2.5.a Packet Pg. 153 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 53 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY training on alcohol and sixty (60) additional minutes of training on drug abuse. The training will cover the physical, behavioral, speech and performance indicators of probable alcohol misuse and use of controlled substances. Policy Modifications The City reserves the right to amend this policy as required by changes to Federal law, State law, accepted industry practice, or for minor administrative modifications. Employees will be notified in writing of any changes made that affect them. A current copy of this policy will be kept in the office of the Drug Enforcement Representative and is to be incorporated as Appendix B to the City of Edmonds Personnel Policies. 2.5.a Packet Pg. 154 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 54 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX E City of Edmonds VEHICLE ADDITION REQUEST FORM PART I REQUEST DETAILS Date Transferred: Model Year: Make: Model: Value: VIN #: License #: Department: Equipment: Fixed Asset #: Current Department: New Department: New A – Fund Rates: New B – Fund Rates: Remaining B – Fund Money: B – Fund Money Assigned to: Life Expectancy: Justification: PART II APPROVALS Fleet Manager: Department Director: Finance Director: Mayor: 2.5.a Packet Pg. 155 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 55 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX F City of Edmonds TAKE-HOME VEHICLE PROCEDURES PROCEDURE FREQUENCY STEPS DOCUMENT RETENTION A. Take-home vehicle assignment authorization Ongoing, as needed 1. Employee will complete the Take- Home Vehicle Authorization Request Form with the required supplemental documentation and submit it to their supervisor for consideration. 2. Supervisor will review the request and approve or deny the request. If approved, the supervisor will send the request to the department director (or their designee) for consideration. 3. Department director will review the request and approve or deny the request. 4. If approved, the employee is granted the take-home vehicle assignment for a period of six (6) months. Sample economic benefit calculation: a. Cost per mile for this class of vehicle from Fleet Services: $ b. Cost of Commute Miles: (A) x (2022 Commute Miles): $ c. Cost of Business Miles: ($0.59 per mile) x (2022 Business Miles): $ d. Economic benefit (cost) to the City of this vehicle’s use: (C) – (B): $ Fleet Division will maintain a central repository of all active take-home vehicle authorizations. Each department will maintain copies of the active take-home vehicle authorizations for the employees under their supervision in accordance with records retention policies. Each department will designate a Take-Home Vehicle Coordinator responsible for their record keeping and communication with the Fleet Division Manager. B. Trip logs Monthly 1. Each employee with a take-home vehicle assignment will complete a monthly trip log. Employees must use the trip log provided by the Fleet Division, unless they propose a different method of tracking their trip data that is approved in advance by the Fleet Division. 2. Trip Log Instructions: Employee will enter their trip data each day on the log. Employee will total their number of trips, their daily commute mileage, their business mileage, and their total mileage. Employee will record the number and nature of emergency call outs in the columns provided, if Fleet Division will maintain copies of the trip logs for one (1) year. Each department will maintain the trip logs for the employees under their supervision in accordance with records retention policies. 2.5.a Packet Pg. 156 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 56 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY applicable. The employee and their supervisor will sign the trip log each month to affirm its accuracy. 3. Employee will submit their monthly trip log to their supervisor no later than the 5th work day after the end of each month. 4. Take-Home Vehicle Coordinators will send a copy of each employee’s trip log to the Fleet Division by the 10th of each month. C. Assignment recertification Semi-annually Authorization periods: • Oct 1 - March 31 • April 1 - Sept 30 1. In the spring and fall of each year, the Fleet Division will prompt department directors to review their list of active take-home vehicle assignments to either: (1) reaffirm their employee(s) still meet the take-home vehicle criteria or applicable exemptions; or (2) relinquish take-home vehicle assignments from their employee(s). 2. Procedure A must be completed again if: a. The active form on file is over a year old. b. The employee’s residence / home address changed. c. The employee’s work site or position title changed. d. The employee’s assigned vehicle number changed. e. The employee’s take-home vehicle justification changed. Fleet Division will maintain a list of active take-home vehicle assignments by department. Recertification approval documentation will be retained for two (2) years. D. Ending or expiring take- home vehicle assignments Ongoing, as needed 1. Take-Home Vehicle Coordinators will notify the Fleet Division immediately in writing when a take-home vehicle assignment has ended, or the employee is no longer employed by the City. 2. Fleet Division will confirm the receipt of the change and remove the employee from the list of active take- home vehicle assignments. Expired take-home vehicle authorization forms will be held by the Fleet Division for two (2) years. Each department will maintain copies of the expired take-home vehicle authorizations for the employees under their supervision in accordance with records retention policies E. Occasional overnight vehicle use Ongoing, as needed 1. Employee will submit requests for occasional overnight vehicle use to their department director or designee in writing for pre- approval. 2. Employee will log all occasional overnight trips and submit their logs to their Take- Home Vehicle Each department will maintain occasional use approvals and the associated logs for the employees under their supervision in accordance with records retention policies. 2.5.a Packet Pg. 157 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 57 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY Coordinator. 3. Take-Home Vehicle Coordinators will maintain a consolidated log of all occasional overnight use trips for the employees in their department or division. If an employee’s overnight vehicle use exceeds twelve (12) trips per quarter, and their usage is projected to continue, the employee must complete Procedure A to be considered for the assignment of take-home vehicle. 2.5.a Packet Pg. 158 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 58 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX G City of Edmonds Take-Home Vehicle Assignment Authorization Request Employee name: Position title: Vehicle number: Department: Primary work site: Division: Estimated daily commute miles: Section: Estimated daily business miles: City & city of residence: Justification for out of city residence (if applicable): Number of emergency call outs in previous 6 months (if applicable): Start date for this request: Union Contract: Collective bargaining agreements (CBA) may provide general language for department director’s to approve take-home vehicle assignments. If citing a CBA, attach all required documentation and the administrative procedures in Attachment A. Pursuant to the City Fleet Policy, take-home vehicle assignments must meet at least one of the following criteria. Please select one (1) criteria and attach all required documentation and the administrative procedures in Attachment A. 1. Emergency Response: The employee has the primary responsibility to respond to emergency situations, which require immediate response to protect life or property and the employee is called out at least 12 times per quarter. A. Special Equipment: The employee has primary responsibility to respond to emergency situations, which require immediate response to protect life or property and the employee needs a special vehicle and/or carries specialized equipment. A. Economic Benefit: There is an economic benefit to the City. This means the cost to reimburse the employee for private vehicle mileage is consistently greater than the cost to provide a take-home vehicle. Taking a city-owned vehicle home generates a tax liability. If your request for a take-home vehicle assignment is approved, you are required to check with your payroll administrator to determine your liability. I have read and understand the City of Edmonds Take-Home Vehicle Policy. I certify my request meets the requirements. Requestor’s signature Date Department Director or designee Date Fleet Department Manager Date 2.5.a Packet Pg. 159 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y ) 59 | P a g e CITY OF EDMONDS FLEET BUSINESS POLICY APPENDIX H City of Edmonds Take-Home Vehicle Trip Log Employee Signature Date Supervisor Signature Date a) Commute mileage: The mileage to commute to and from your home and your work site. b) Business mileage: The mileage to conduct official city business. Business mileage does not include the commute to and from your home and your work site. c) Total mileage: The sum of your commute mileage and business mileage. d) Call out: A directive to report to a work site during an off-duty time or day, to respond to an emergency that requires an immediate response to protect life and/or property. Send one copy to your department’s Take-Home Vehicle Coordinator no later than 5 work days after the end of each month. Send copy of the log to Fleet Department by the 10th of each month. Daily Trip Mileage Emergency Call Outs (if applicable) Day of Month Commute Miles Busines s Miles Total Miles # of trips Call Out (Yes/No) Time of Call Out Nature of Emergency 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total* 2.5.a Packet Pg. 160 At t a c h m e n t : F l e e t B u s i n e s s P o l i c y _ M a y 2 0 2 5 ( F l e e t B u s i n e s s P o l i c y )