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2020-04-14 City Council - Full Agenda-25791 I 3 o Agenda Edmonds City Council V Hy° VIRTUAL ONLINE MEETING EDMONDS CITY COUNCIL MEETINGS WEB PAGE, HTTP://EDMONDSWA.IQM2.COM/CITIZENS/DEFAULT.ASPX, EDMONDS, WA 98020 APRIL 14, 2020, 7:00 PM CALL TO ORDER COMMITTEE OF THE WHOLE 1. Frances Anderson Center Tenant Lease Ratification (15 min) 2. Frances Anderson Center Tenant Relief Program (20 min) 3. Report on Bids for Phase 7 Sewerline Replacement Project (10 min) 4. Report on Bids for the 2020 Pavement Preservation Program (10 min) 5. Presentation of a Professional Services Agreement with Osborn Consulting for Phase 2 & 3 (2021-22) Storm Utility Replacement Projects (10 min) 6. Ordinance for Transfer of Homelessness Response Funds (15 min) 7. Ordinance Authorizing Extension of Development Permit Expiration Dates Due to COVID-19 Impacts (10 min) 8. Discussion of Proposed Crisis Financial Management Policy (45 min) FLAG SALUTE/LAND ACKNOWLEDGMENT "WE ACKNOWLEDGE THE ORIGINAL INHABITANTS OF THIS PLACE, THE SDOHOBSH (SNOHOMISH) PEOPLE AND THEIR SUCCESSORS THE TULALIP TRIBES, WHO SINCE TIME IMMEMORIAL HAVE HUNTED, FISHED, GATHERED, AND TAKEN CARE OF THESE LANDS. WE RESPECT THEIR SOVEREIGNTY, THEIR RIGHT TO SELF-DETERMINATION, AND WE HONOR THEIR SACRED SPIRITUAL CONNECTION WITH THE LAND AND WATER. - CITY COUNCIL LAND ACKNOWLEDGMENT 4. ROLL CALL 5. 6. 7. 8. APPROVAL OF THE AGENDA APPROVAL OF THE CONSENT AGENDA 1. Approval of Council Meeting Minutes of April 7, 2020 AUDIENCE COMMENTS (SUBMITTED TO COUNCIL EMAIL ADDRESS: PUBLICCOMMENT@EDMONDSWA.GOV) POTENTIAL ACTION 1. Frances Anderson Center Tenant Lease Ratification (10 min) 2. Frances Anderson Center Tenant Relief Program (10 min) 3. WAWARN - Utilities Helping Utilities (10 min) Edmonds City Council Agenda April 14, 2020 Page 1 4. Ordinance for Homelessness Response Fund Transfer to Mitigate COVID-19 Impacts (15 min) 5. Council Discussion of City Code Chapter 6.60 (30 min) 6. Ratification of March 5, 2020 Emergency Proclamation (5 min) 9. MAYOR'S COMMENTS 10. COUNCIL COMMENTS ADJOURN Edmonds City Council Agenda April 14, 2020 Page 2 2.1 City Council Agenda Item Meeting Date: 04/14/2020 Frances Anderson Center Tenant Lease Ratification Staff Lead: Shannon Burley Department: Parks, Recreation & Cultural Services Preparer: Shannon Burley Background/History Each year the Parks Department works with Finance to determine the rate of inflation and subsequently updates the tenants 12 month lease agreements accordingly and issues new contracts. A resolution to ratify the contracts (which are included as exhibits in the resolution) and a matrix showing each tenant and their current rates are attached. Staff Recommendation Review attached resolution and recommend for action / adoption in the special meeting. Narrative Due to COVID-19 emergency we have been investigating opportunities to relieve stress to organizations impacted including our tenants. While conducting this research we discovered that these lease agreements have not been brought before council for many years. We believe they should have been and we are asking you to ratify them for 2020 which will enable us to bring a COVID-19 Tenant Relief Package forward for your review. Attachments: 2020 Tenant Lease Matrix 2020-04-09 resolution ratifying building use agreements Packet Pg. 3 2.1.a 2020 MONTHLY BILLINGS TYPE CUSTOMER # ACCT BILL CODE Rent L/H Water Heat/Lights Total RRP Edmonds Arts Festival Edmarts Edmart/heat $ 578.80 $ - $ - $ 30.00 $ 608.80 1/1/20-12/31/20 RRP Edmonds Montessori Edmont Edmont/heat 2,041.74 262.16 25.00 30.00 2,358.90 1/1/20-12/31/20 RRP Olympic Ballet OlyBal OlyBal/heat 4,529.57 581.60 30.00 70.00 5,211.17 1/1/20-12/31/20 4,014.29 515.43 15.00 60.00 4,604.72 RRP Sno-King Youth Club SnoKng SnoKng/heat 1,721.71 - 15.00 25.00 1,761.71 1/1/20-12/31/20 RRP Toddle Time Main St Kids Toddle Toddle/heat 4,946.37 635.11 80.00 70.00 5,731.48 1/1/20-12/31/20 RRP Sculptor's Workshop Sculptor sclptr/heat 1,944.52 249.68 25.00 50.00 2,269.20 1/1/20-12/31/20 RRP So Co Senior Center SnrCtr scsc/scsc 1 753.50 1 96.75 1 15.00 1 25.00 1 890.25 1 1/1/20 - 9/30/20 Jan - May 2 June - Aug M 0 �a r- 0 V) L Q k Packet Pg. 4 2.1.a Sept - Dec Packet Pg. 5 2.1.b RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, RATIFYING CERTAIN BUILDING USE AGREEMENTS FOR TENANTS OF THE FRANCES ANDERSON CENTER WHEREAS, the city has, for many years, had various tenants who rent space inside the Frances Anderson Center; and WHEREAS, these tenants rent their respective spaces pursuant to building use agreements that have a one-year term, and WHEREAS, over the years, the city has not used a consistent process for authorizing such building use agreements; and WHEREAS, several building use agreements for the year 2020 were executed by the mayor without first being authorized by the city council; and WHEREAS, upon review, the administration has not found any clear delegation of authority from the council to enter into such leases; and WHEREAS, lacking a clear prior delegation of authority, the administration would like the city council to ratify these already executed leases; NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The Edmonds City Council hereby ratifies the previously executed building use agreements listed in Section 2, below. Section 2. The following building use agreements for calendar year 2020 shall be subject to the ratification granted in Section 1, above: A. Edmonds Montessori Preschool, for whom the building use agreement is attached as Exhibit A, hereto, and fully incorporated herein as if set forth in full; B. Olympic Ballet, for whom the building use agreement is attached as Exhibit B, hereto, and fully incorporated herein as if set forth in full; C. Sno-King Youth Club, for whom the building use agreement is attached as Exhibit C, hereto, and fully incorporated herein as if set forth in full; D. Edmonds Arts Festival Foundation, for whom the building use agreement is attached as Exhibit D, hereto, and fully incorporated herein as if set forth in full; E. Edmonds Senior Center, for whom the building use agreement is attached as Exhibit E, hereto, and fully incorporated herein as if set forth in full; and F. Sculptors Workshop, for whom the building use agreement is attached as Exhibit F, hereto, and fully incorporated herein as if set forth in full. Packet Pg. 6 2.1.b G. Main Street Kids, for whom the building use agreement is attached as Exhibit G, hereto, and fully incorporated herein as if set forth in full. RESOLVED this day of April, 2020. CITY OF EDMONDS MAYOR, MIKE NELSON ATTEST: CITY CLERK, SCOTT PASSEY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO. Packet Pg. 7 Exhibit A 'J2 C. 1 89u CITY OF EDMONDS 700 MAIN ST I EDMONDS, WA 98020 1425.771.0230 1 FAX 425.771.0253 PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT BUILDING USE AGREEMENT DAVE EARLING MAYOR THIS AGREEMENT, made this ?day of December 2019, by and between the CITY OF EDMONDS, a non -charter optional municipal code city organized under the laws of the State of Washington, as Lessor, and EDMONDS MONTESSORI LLC as Lessee. 1. The Lessor does hereby lease to the Lessee, and the Lessee does hereby lease from the Lessor, parts of certain premises situated in the City of Edmonds, County of Snohomish, State of Washington, generally known as the Frances E. Anderson Cultural and Leisure Center, located at 700 Maim Street Edmonds, and described as follows: Room 126 -1,024 sq. ft. Room 121 - 992 sq. ft. 2. DECLARATION: The Lessor hereby declares its determination that parts of the subject property are not presently required for City recreation purposes. Upon a determination by the Director of Parks and Recreation, or other official designated by the Director or the Mayor, that subject premises may become necessary for City recreation purposes, this Lease shall be terminable unilaterally by the City of Edmonds ninety (90) days after the notification of the Lessee as provided in paragraph 19. Upon determination by Lessee that subject premises will no longer be needed, the Lessee will send a written notification to the City of Edmonds ninety (90) days prior to vacating the premises. Nothing herein shall limit the right of the City to terminate this Lease for breach of any term of this Lease. 3. PURPOSES: The subject property is to be used for preschool instruction and after -school child care. No other business or activities shall be undertaken on the premises without the written consent of the Lessor. Lessee may not use hallways for storage or for a meeting area unless the space is leased. 4. TERM: This Lease shall be for an initial term commencing on January 1, 2020 and ending on December 31, 2020. It may be renewed at the sole discretion of the Lessor for future annual terms, upon determination by the Lessor that the premises will be not be required for City recreation purposes during the ensuing year. Said determination to renew shall be made on or before November 1 of the preceding year of the Lease; failure to provide written notice of renewal shall terminate the lease on December 31. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 8 2.1.b FEES AND FEE PAYMENTS: Lessee covenants and agrees to pay the Lessor a total fee of $2358.90 per month during the term of the lease. Said fee is broken down as follows: (1) 2,016 sq. ft. at $1.01/sq. ft. _ $2041.74 (2) $262.16 for state leasehold property tax (see item 6 below) (3) $30.00 for power and heat (see item 7 below) (4) $25.00 for water service (see item 7 below) Renewal fees will be established by mutual agreement of both parties. All payments shall be paid at the office of the Edmonds City Treasurer, 121 5th Avenue N, Edmonds, Washington, 98020. If any monthly payment is not received on or before the tenth day of each month, a late payment fee of $35.38 shall be assessed and then immediately due and payable by the Lessee. This late payment fee is based upon the cost of comparable short term borrowing by the Lessee. 6. LEASEHOLD PROPERTY TAX: Lessee is liable for the state leasehold property tax unless the Lessee is exempt pursuant to Chapter 82.29A RCW and has filed the necessary exemption form with the Lessor's Finance Division. 7. UTILITIES: A flat rate of 3$0.00 per month will be charged for providing power and heat. A flat rate of $25.00 per month will be charged for providing leased spaces with water. In the event the Lessee orders any other public utilities which shall be used in or charged against the leased premises, Lessee shall pay the same during the full term of the Lease. 8. MAINTENANCE AND REPAIRS: The Lessor will maintain the premises in good repair for the term of the lease, provided the Lessee notifies Lessor of any such needed repairs. Leased space shall be maintained in a clean, neat, sanitary, and safe condition. The Lessee agrees to provide for its own day-to-day cleaning and general upkeep. Lessee agrees that the Lessor shall have access to the premises for purposes of inspection at reasonable hours during the term of this Lease, including renewals. The Lessee agrees that it will quit and surrender the premises without demand or notice at the end of the term, or renewal thereof, and leave the same in a neat and clean condition, and will deliver up all keys belonging to the premises to the Lessor. 9. RESPONSIBILITIES: Lessee's_Neglt~ence: Lessor or Lessor's agents shall not be liable for any damage or injuries either to persons or property, sustained by the Lessee, its employees, agents, or third persons by reason of the negligent act of the Lessee, its agents, employees, or invitees, nor shall Lessor be liable for loss of any property kept on the premises. 10. INSURANCE: The Lessee shall procure and maintain, for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the Lessee's operation and use of the subject premises. Lessee's maintenance of insurance as required by this Agreement shall not be construed to limit the liability of the Lessee to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. Lessee shall obtain insurance of the types described below: • Incorporated August 11, 1890 Sister City - Hekinan, Japan Packet P9. 9 2.1.b Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover premises and contractual liability. The City shall be named as an insured on Lessee's Commercial General Liability insurance policy using ISO Additional Insured -Managers or Lessors of Premises Form CG 20 11 or a substitute endorsement providing equivalent coverage. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 2. Property insurance shall be written on an all risk basis. Property insurance shall be written covering the full value of Lessee's property and improvements with no coinsurance provisions. The Lessee's Commercial General Liability insurance policy or policies are to contain, or be endorsed to contain, that they shall be primary insurance as respect to the Lessor. Any Insurance, self-insurance, or insurance pool coverage maintained by the Lessor shall be in excess of the Lessee's insurance and shall not contribute with it. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. At the time of execution of this Agreement, the Lessee shall furnish the Lessor with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Lessee. The Lessee shall provide the Lessor with written notice of any policy cancellation, within two business days of their receipt of such notice. Lessee and Lessor hereby release and discharge each other from all claims, losses and liabilities arising from or caused by any hazard covered by property insurance on or in connection with the premises or said building. This release shall apply only to the extent that such claim, loss or liability is covered by insurance. Failure on the part of the Lessee to maintain the insurance as required shall constitute a material breach of lease, upon which the Lessor may, after giving five business days' notice to the Lessee to correct the breach, terminate the Lease or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the Lessor on demand. 11. LAWFUL USE: The Lessee covenants and agrees that the premises shall be at all times used in accordance with the laws of the State of Washington, the Edmonds City Code, and other appropriate and applicable governmental agencies, and in accordance with all the directions, rules, and regulations of health officers, fire marshals, building inspectors, or other appropriate officer, provided, however, Lessee shall assume no responsibility for structural code requirements or required modifications, if any. The governmental operations of the City of Edmonds will no longer purchase or provide single -use polystyrene or other plastic -based, non-compostable food service packaging or ware for any City -sponsored function providing food and/or beverages. Renters and officially -recognized users of City owned buildings are strongly encouraged to comply with these restrictions. • Incorporated August 11, 1890 s Sister City - Hekinan, Japan Packet Pg. 10 12. ALTERATIONS OR IMPROVEMENTS: The Lessee covenants and agrees that it will make no alterations or improvements to the leased premises, or to any of the furniture or equipment located on the premises subject to this Lease without the prior written consent of the Lessor. Lessor is not obligated to grant its consent. The Lessor shall be under no obligation to make additions or changes to the leased premises after the Lessee occupies the space. Changes and additions include, but are not limited to, painting, electrical or plumbing changes, additions or alterations to doors, windows, draperies, walls, floors and vents, locks (unless required for building security), or any other change unless Lessor determines it is required for health and/or safety. 13. SIGNS: The Lessor will order lettering for exterior and interior informational signs, with the Lessee listed as a tenant in the Anderson Center. The cost of the lettering will be paid by Lessee. All other signs must be approved in writing by the Lessor's Deputy Director or designee prior to being installed and be in keeping with the Anderson Center's sign policy. Lessee will not use exterior windows for permanent signs or displays without the written permission of the Lessor. 14. DISPLAYS: Lessee can display materials to advertise business in hallway display case, and other display boards in Anderson Center with the approval of the Lessor's Deputy Director or designee. 15. LIENS: Lessee agrees that under no circumstances will it permit any liens for work performed, materials furnished, or other obligations incurred by the Lessee. 16. ASSIGNMENT: Lessee shall not let or sublet the whole or any part of the subject premises, nor assign the Lease or any part thereof, and agrees and stipulates that a material consideration for the execution of this Lease is its personal acceptance of the Lease Agreement. 17. EXCLUSIVE USE: The Lessee covenants and agrees that it will not permit or tolerate the use of the subject premises by any group, organization, individual, or legal entity other than the reasonable and necessary use by the Lessee, its employees, or responsible adult participants and children duly enrolled in its authorized programs, without the prior written permission of the Lessor. 18. FIRE AND OTHER CASUALTY: In the event the premises are destroyed or damaged by fire, earthquake, or other casualty to such an extent as to render the same untenantable in whole or in a substantial part, the term of this Lease and the obligation to pay shall terminate, with rent prorated to the date of the loss. 19. NOTICES: All notices required by this Lease or breaches thereof shall be sent by certified or registered mail to the Lessor at Edmonds Parks, Recreation & Cultural Services Department, 700 Main Street, Edmonds, Washington, 98020, and all such notices to the Lessee shall be sent by registered or certified mail and addressed to the Lessee at 700 Main Street, Edmonds, Washington, 98020, and delivery of all such notices shall be conclusively presumed to be effective upon posting of such in the United States mail, postage prepaid. 0 Incorporated August 11, 1890 r Sister City - Hekinan, Japan Packet Pg. 11 2.1.b 20. DEFAULT AND REENTRY: If Lessee violates or defaults in any of the covenants and agreements contained herein, then the Lessor may immediately cancel the term of this Lease and reenter said premises. The Lessor shall be the sole distributor of keys and shall control the door locks. The keys may not be duplicated by the Lessee. Padlocks may not be added to any door. All keys shall be returned to Lessor upon termination of the Lease. If any key is not returned to Lessor, Lessee shall bear the costs for rekeying the premises and/or the Frances Anderson Center, as appropriate. 21. COSTS AND ATTORNEYS FEES: In the event of a failure of the Lessee to perform any obligation created by this Lease, the Lessee agrees to pay all damages and costs necessarily incurred by the City, including reasonable attorney's fees. 22. NON -WAIVER OF BREACH: The failure of a party to insist upon strict performance of any of the covenants and agreements of this Lease or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such provision, or any other covenants or agreement, but the same shall be and remain in full force and effect. 23. REMOVAL OF LESSEE'S PROPERTY: In the event of any entry in, or taking possession of, the leased premises as aforesaid, the Lessor shall have the right, but not the obligation, to remove from the leased premises all personal property located therein, and may place the same in storage in a public warehouse at the expense and risk of the owners thereof. 24. HOLD HARMLESS: Lessee agrees to indemnify, defend, and hold Lessor, its officers, officials, employees and volunteers harmless from any and all claims, suits, actions or liabilities for bodily injury or death or property damage suffered or alleged to be suffered by Lessee, its agents, employees, invitees or other third parties upon or about the leased premises or in any way arising out of or in connection with the Lessee's use of the leased premises, regardless of any negligence of the Lessor or Lessee. The intent of this paragraph is to have Lessee act an insurer as to Lessor. 25. EDMONDS ARTS FESTIVAL ANNUAL PREVIEW PARTY: The Lessee agrees to cease instruction and practices and vacate the Anderson Center no later than 5:00 PM, Wednesday, June 17, 2020 to enable the Edmonds Arts Festival to exercise sole control of the Anderson Center premises that night. 26. HOURS OF OPERATION: Lessee agrees that the hours of operation of the Anderson Center shall be determined by Edmonds Parks, Recreation and.•Cultural Services Department. Hours of operation are 8:30am-8:30pm, Monday -Friday; and Saturday, 9:00am-2:00pm. Lessor reserves the right to amend these hours at any time and to determine days when the building will be closed. Any use of the leased area at times other than the current hours of operation must be approved in writing by the Lessor. A4y use of the Anderson Center facilities other than leased space will require Lessee to Ake prior written arrangements with Lessor and pay current rental rates. ■ Incorporated August 11, 1890 ■ Sister City - Hekinan, Japan Packet Pg. 12 ATTE LITHE TED: LE Scott assey, City Clerk Da �R: CITY OF EDMONDS: c ' O. Ear ng, Mayor APPR D S TO FOr LESSEE: EDMONDrS �M-ONTESSORI LLC J office of the City Attorney [NAME/TITLE] moo. Mailing Address City State Zip Phone AcePmpkCV1, -C&Y) Email 12-A 2 f 2-0 jq STATE OF WASHINGTON) COUNTY OF SNOHOMISH) On this day of 20 �9 , before me, the undersigned, a Notary Publp in and for the S to of Washington, duly commissioned and sworn, personally appeared _ ��y i Sii K re �- , tome known to be the w Q of the Lessee that executed the foregoing instrument, and acknowledged t e said instrument to be the free and voluntary act and deed of said Lessee, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affi d the day and year first above written. 1"/c,(7 CARRIE HASLAM Notary Public State of Washington Commission # 204138 My Comm. Expires Nov 14, 2022 NOTARY PUBLIC My commission expires: jlrlq-z,.oZz- a • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 13 S`I'A`I'E OF WASHINGTON) COUNTY OF SNOHOMISH) On this /& day of CZv.4-el , 20 0, before me, the undersigned, a Notary Public in and for the State of Washington, duly cam Eissioned and sworn, personally appeared Olgq &7oKjpotde\1 , to me known to be the L.V,-ec 1�z _ of the Lessee hat executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said Lessee, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affixed the day and year first above written. G-A�� NOTARY PUBLIC CARRIE HASLAM Notary Public State of Washington My commission expires: Commission # 204138 My Comm. Expires Nov 14, 2022 ) 1122 2-2-- a Incorporated August 11, 1890 ■ Sister City - Hekinan, Japan Packet Pg. 14 Exhibit C roc. 189v CITY OF EDMONDS 700 MAIN ST I EDMONDS, WA 98020 1425.771.0230 1 FAX 425.771.0253 DAVE EARLING MAYOR PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT BUILDING USE AGREEMENT THIS AGREEMENT, made this f0 day of December 2019, by and between the CITY OF EDMONDS, a non -charter optional municipal code city organized under the laws of the State of Washington, as Lessor, and SNO-KING YOUTH CLUB as Lessee. 1. The Lessor does hereby lease to the Lessee, and the Lessee does hereby lease from the Lessor, parts of certain premises situated in the City of Edmonds, County of Snohomish, State of Washington, generally known as the Frances E. Anderson Cultural and Leisure Center, located at 700 Main Street, Edmonds, and described as follows: Rooms 111 and 113 (two-thirds [2/3] of space as divided) =1,700 sq. ft. 2. DECLARATION: The Lessor hereby declares its determination that parts of the subject property are not presently required for City recreation purposes. Upon a determination by the Director of Parks and Recreation, or other official designated by the Director or the Mayor, that subject premises may become necessary for City recreation purposes, this Lease shall be terminable unilaterally by the City of Edmonds ninety (90) days after the notification of the Lessee as provided in paragraph 19. Upon determination by Lessee that subject premises will no longer be needed, the Lessee will send a written notification to the City of Edmonds ninety (90) days prior to vacating the premises. Nothing herein shall limit the right of the City to terminate this Lease for breach of any term of this Lease. 3. PURPOSES: The subject property is to be used for office and storage. No other business or activities shall be undertaken on the premises without the written consent of the Lessor. Lessee may not use hallways for storage or for a meeting area unless the space is leased. 4. TERM: This Lease shall be for an initial term commencing on January_ 1, 2020 and ending on December 31, 2020. It may be renewed at the sole discretion of the Lessor for future annual terms, upon determination by the Lessor that the premises will be not be required for City recreation purposes during the ensuing year. Said determination to renew shall be made on or before November 1 of the preceding year of the Lease; failure to provide written notice of renewal shall terminate the lease on December 31. FEES AND FEE PAYMENTS: Lessee covenants and agrees to pay the Lessor a total fee of $1761.71 per month during the term of the lease. Said fee is broken down as follows: (1) 1,700 sq. ft. at $1.01/sq. ft. = $1,721.71 (2) -00- for state leasehold property tax (see item 6 below) (3) $25.00 for power and heat (see item 7 below) (4) $15.00 per month for water service (see item 7 below) • Incorporated August 11, 1890 e Sister City - Hekinan, Japan Packet Pg. 15 Renewal fees will be established by mutual agreement of both parties. All payments shall be paid at the office of the Edmonds City Treasurer, 121 5a` Avenue N, Edmonds, Washington, 98020. If any monthly payment is not received on or before the tenth day of each month, a late payment fee of 2$ 6.43 shall be assessed and then immediately due and payable by the Lessee. This late payment fee is based upon the cost of comparable short term borrowing by the Lessee. 6. LEASEHOLD PROPERTY TAX: Lessee is liable for the state leasehold property tax unless the Lessee is exempt pursuant to Chapter 82.29A RCW and has filed the necessary exemption form with the Lessor's Finance Division. 7. UTILITIES: A flat rate of $25.00 per month will be charged for providing power and heat. A flat rate of $15.00 per month will be charged for providing leased spaces with water. In the event the Lessee orders any other public utilities which shall be used in or charged against the leased premises, Lessee shall pay the same during the full term of the Lease. 8. MAINTENANCE AND REPAIRS: The Lessor will maintain the premises in good repair for the term of the lease, provided the Lessee notifies Lessor of any such needed repairs. Leased space shall be maintained in a clean, neat, sanitary, and safe condition. The Lessee agrees to provide for its own day-to-day cleaning and general upkeep. Lessee agrees that the Lessor shall have access to the premises for purposes of inspection at reasonable hours during the term of this Lease, including renewals. The Lessee agrees that it will quit and surrender the premises without demand or notice at the end of the term, or renewal thereof, and leave the same in a neat and clean condition, and will deliver up all keys belonging to the premises to the Lessor. 9. RESPONSIBILITIES: Lessee's_Neglip—ence: Lessor or Lessor's agents shall not be liable for any damage or injuries either to persons or property, sustained by the Lessee, its employees, agents, or third persons by reason of the negligent act of the Lessee, its agents, employees, or invitees, nor shall Lessor be liable for loss of any property kept on the premises. 10. INSURANCE: The Lessee shall procure and maintain, for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the Lessee's operation and use of the subject premises. Lessee's maintenance of insurance as required by this Agreement shall not be construed to limit the liability of the Lessee to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. Lessee shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover premises and contractual liability. The City shall be named as an insured on Lessee's Commercial General Liability insurance policy using ISO Additional Insured -Managers or Lessors of Premises Form CG 20 11 or a substitute endorsement providing equivalent coverage. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 0 Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 16 2. PropeM insurance shall be written on an all risk basis. Property insurance shall be written covering the full value of Lessee's property and improvements with no coinsurance provisions. The Lessee's Commercial General Liability insurance policy or policies are to contain, or be endorsed to contain, that they shall be primary insurance as respect to the Lessor. Any Insurance, self-insurance, or insurance pool coverage maintained by the Lessor shall be in excess of the Lessee's insurance and shall not contribute with it. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. At the time of execution of this Agreement, the Lessee shall furnish the Lessor with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Lessee. The Lessee shall provide the Lessor with written notice of any policy cancellation, within two business days of their receipt of such notice. Lessee and Lessor hereby release and discharge each other from all claims, losses and liabilities arising from or caused by any hazard covered by property insurance on or in connection with the premises or said building. This release shall apply only to the extent that such claim, loss or liability is covered by insurance. Failure on the part of the Lessee to maintain the insurance as required shall constitute a material breach of lease, upon which the Lessor may, after giving five business days' notice to the Lessee to correct the breach, terminate the Lease or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the Lessor on demand. 11. LAWFUL USE: The Lessee covenants and agrees that the premises shall be at all times used in accordance with the laws of the State of Washington, the Edmonds City Code, and other appropriate and applicable governmental agencies, and in accordance with all the directions, rules, and regulations of health officers, fire marshals, building inspectors, or other appropriate officer, provided, however, Lessee shall assume no responsibility for structural code requirements or required modifications, if any. The governmental operations of the City of Edmonds will no longer purchase or provide single -use polystyrene or other plastic -based, non-compostable food service packaging or ware for any City -sponsored function providing food and/or beverages. Renters and officially -recognized users of City owned buildings are strongly encouraged to comply with these restrictions. 12. ALTERATIONS OR IMPROVEMENTS: The Lessee covenants and agrees that it will make no alterations or improvements to the leased premises, or to any of the furniture or equipment located on the premises subject to this Lease without the prior written consent of the Lessor. Lessor is not obligated to grant its consent. The Lessor shall be under no obligation to make additions or changes to the leased premises after the Lessee occupies the space. Changes and additions include, but are not limited to, painting, electrical or plumbing changes, additions or alterations to doors, windows, draperies, walls, floors and vents, locks (unless required for building security), or any other change unless Lessor determines it is required for health and/or safety. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 17 13. SIGNS: The Lessor will order lettering for exterior and interior informational signs, with the Lessee listed as a tenant in the Anderson Center. The cost of the lettering will be paid by Lessee. All other signs must be approved in writing by the Lessor's Deputy Director or designee prior to being installed and be in keeping with the Anderson Center's sign policy. Lessee will not use exterior windows for permanent signs or displays without the written permission of the Lessor. 14. DISPLAYS: Lessee can display materials to advertise business in hallway display case, and other display boards in Anderson Center with the approval of the Lessor's Deputy Director or designee. 15. LIENS: Lessee agrees that under no circumstances will it permit any liens for work performed, materials furnished, or other obligations incurred by the Lessee. 16. ASSIGNMENT: Lessee shall not let or sublet the whole or any part of the subject premises, nor assign the Lease or any part thereof, and agrees and stipulates that a material consideration for the execution of this Lease is its personal acceptance of the Lease Agreement. 17. EXCLUSIVE USE: The Lessee covenants and agrees that it will not permit or tolerate the use of the subject premises by any group, organization, individual, or legal entity other than the reasonable and necessary use by the Lessee, its employees, or responsible adult participants and children duly enrolled in its authorized programs, without the prior written permission of the Lessor. 18. FIRE AND OTHER CASUALTY: In the event the premises are destroyed or damaged by fire, earthquake, or other casualty to such an extent as to render the same untenantable in whole or in a substantial part, the term of this Lease and the obligation to pay shall terminate, with rent prorated to the date of the loss. 19. NOTICES: All notices required by this Lease or breaches thereof shall be sent by certified or registered mail to the Lessor at Edmonds Parks, Recreation & Cultural Services Department, 700 Main Street, Edmonds, Washington, 98020, and all such notices to the Lessee shall be sent by registered or certified mail and addressed to the Lessee at 700 Main Street, Edmonds, Washington, 98020, and delivery of all such notices shall be conclusively presumed to be effective upon posting of such in the United States mail, postage prepaid. 20. DEFAULT AND REENTRY: If Lessee violates or defaults in any of the covenants and agreements contained herein, then the Lessor may immediately cancel the term of this Lease and reenter said premises. The Lessor shall be the sole distributor of keys and shall control the door locks. The keys may not be duplicated by the Lessee. Padlocks may not be added to any door. All keys shall be returned to Lessor upon termination of the Lease. If any key is not returned to Lessor, Lessee shall bear the costs for rekeying the premises and/or the Frances Anderson Center, as appropriate. 21. COSTS AND ATTORNEYS FEES: In the event of a failure of the Lessee to perform any obligation created by this Lease, the Lessee agrees to pay all damages and costs necessarily incurred by the City, including reasonable attorney's fees. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 18 22. NON -WAIVER OF BREACH: The failure of a party to insist upon strict performance of any of the covenants and agreements of this Lease or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such provision, or any other covenants or agreement, but the same shall be and remain in full force and effect. 23. REMOVAL OF LESSEE'S PROPERTY: In the event of any entry in, or taking possession of, the leased premises as aforesaid, the Lessor shall have the right, but not the obligation, to remove from the leased premises all personal property located therein, and may place the same in storage in a public warehouse at the expense and risk of the owners thereof. 24. HOLD HARMLESS: Lessee agrees to indemnify, defend, and hold Lessor, its officers, officials, employees and volunteers harmless from any and all claims, suits, actions or liabilities for bodily injury or death or property damage suffered or alleged to be suffered by Lessee, its agents, employees, invitees or other third parties upon or about the leased premises or in any way arising out of or in connection with the Lessee's use of the leased premises, regardless of any negligence of the Lessor or Lessee. The intent of this paragraph is to have Lessee act an insurer as to Lessor. 25. EDMONDS ARTS FESTIVAL ANNUAL PREVIEW PARTY: The Lessee agrees to cease instruction and practices and vacate the Anderson Center no later than 5:00 PM, Wednesday, June 17, 2020 to enable the Edmonds Arts Festival to exercise sole control of the Anderson Center premises that night. 26. HOURS OF OPERATION: Lessee agrees that the hours of operation of the Anderson Center shall be determined by Edmonds Parks, Recreation and Cultural Services Department. Hours of operation are 8:30am-8:30pm, Monday -Friday; and Saturday, 9:00am-2:00pm. Lessor reserves the right to amend these hours at any time and to determine days when the building will be closed. Any use of the leased area at times other than the current hours of operation must be approved in writing by the Lessor. Any use of the Anderson Center facilities other than leased space will require Lessee to make prior written arrangements with Lessor and pay current rental rates. s Incorporated August 11, 1890 ■ Sister City - Hekinan, Japan Packet Pg. 19 A N ATE 777 S assey, City Clerk APPRO TO FORM:�� Office of the City Attorney STATE OF WASHINGTON) COUNTY OF SNOHOMISH) LE S R: CITY EDMO S: emu.. ' V 2:Q � �fm ok David O. Earling, Mayor LESSEE: SNO-KING YOUTH CLUB Adakm QUA; gtVy'L c . 01 Ircc+ar [NAME/TITLE] ? Oo M A,i e% Sk sL A l i l Mailing Address UrAonJS RJR 98021> City State Zip 425% "1-75.2433 Phone aAq rAt;) c •nt+ Email T^ On this /o day of UCCt4v", 20 11, before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally �- appeared O-m (9 mix•iuvice- , to me known to be the 0 t r,'- f� f- of the Lessee that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said Lessee, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affixed the day and year first above written. NOTARY PUBLIC CARRIE HASLAM Notary Public State of Washington Commission # 204138 My Comm. Expires Nov 14, 2022 My commission expires: I I — /' -- zazZ • Incorporated August 11, 1890 ■ Sister City - Hekinan, Japan Packet Pg. 20 A=AUTHD: LES R: CIT OF EDMONDS: o assey, ity erlc David O. Earll g, Mayor APPRO TO FORM: LESSEE: >;DMONDS ARTS FESTIVAL FOUNDATION Office of the City Attorney (NAPE/TITLE] enel-e� Mailing Address City State Zip Phone Email STATE OF WASHINGTON) COUNTY OF SNOHOMISH) On this day of �Z)+'�, 20-Zj, before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared-12�TeQ , to me known to be the 10,<56� of the Lessee th t executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said Lessee, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affixed the day and year first above written. 9 $04 RY PU C -a IV, [aj r ti a�Als'y /,I/, i O"W h s My commission expires: lv ev' • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 21 F.xhihit F, tlIc. 1 g9v CITY OF EDMONDS 700 MAIN ST I EDMONDS, WA 98020 1425.771.0230 1 FAX 425.771.0253 DAVE EARLING MAYOR PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT BUILDING USE AGREEMENT THIS AGREEMENT, made this 10 day of December 2019, by and between the CITY OF EDMONDS, a non -charter optional municipal code city organized under the laws of the State of Washington, as Lessor, and the EDMONDS SENIOR CENTER (hereinafter referred to as the "Senior Center"), a non-profit corporation organized under the laws of the State of Washington, as Lessee. 1. The Lessor does hereby lease to the Lessee, and the Lessee does hereby lease from the Lessor, parts of certain premises situated in the City of Edmonds, County of Snohomish, State of Washington, generally known as the Frances E. Anderson Cultural and Leisure Center, -located at 700 Main Street. Edmonds, and described as follows: Room 302 - 744 sq. ft. 2. DECLARATION: The Lessor hereby declares its determination that the premises are not presently required for City recreation purposes. Upon a determination by the Director of Parks and Recreation, or other official designated by the Director or the Mayor, that the premises may become necessary for City recreation purposes, this Lease shall be terminable unilaterally by the City of Edmonds ninety (90) days after the notification of the Lessee as provided in paragraph 19. Upon determination by Lessee that the premises will no longer be needed, the Lessee will send a written notification to the City of Edmonds ninety (90) days prior to vacating the premises. Nothing herein shall limit the right of the City to terminate this Lease for breach of any term of this Lease as set forth in Section 20, below. 3. PURPOSES: The premises are to be used for instruction and classes for senior citizens. No other business or activities shall be undertaken on the premises without the written consent of the Lessor. Lessee may not use hallways for storage or for a meeting area unless the space is leased. 4. TERM: This Lease shall be for an initial term commencing on January 1, 2020 and ending on September 30, 2020. It may be renewed at the sole discretion of the Lessor for future annual terms, upon determination by the Lessor that the premises will be not be required for City recreation purposes during the ensuing year. Said determination to renew shall be made on or before August 1 of the preceding year of the Lease; failure to provide written notice of renewal shall terminate the lease on September 30. 5. FEES AND FEE PAYMENTS: Lessee covenants and agrees to pay the Lessor a total fee of 8890.25 per month during the term of the Lease. Said fee is broken down as follows: (1) 744 sq. ft. at $1.01/sq. ft. = $753.50 (2) $96.75 for state leasehold property tax (see item 6 below) (3) $25.00 for power and heat (see item 7 below) • Incorporated August 11, 1890 r Sister City - Hekinan, Japan Packet Pg. 22 (4) $15.00 for water service (see item 7 below) June Payment will be pro -rated due to the Arts Festival. June fee is: $410.88 (12 available days excluding Arts Festival dates). Renewal fees will be established by mutual agreement of both parties. All payments shall be paid at the office of the Edmonds City Treasurer, 121 51h Avenue N, Edmonds, Washington, 98020. If any monthly payment is not received on or before the tenth (loth) day of each month, a late payment fee of $13.35 shall be assessed and then immediately due and payable by the Lessee. This late payment fee is based upon the cost of comparable short term borrowing by the Lessee. 6. LEASEHOLD PROPERTY TAX: Lessee is liable for the state leasehold property tax, unless the Lessee is exempt pursuant to Chapter 82.29A RCW and has filed the necessary exemption form with the Lessor's Finance Division. 7. UTILITIES: A flat rate of $25.00 per month (excluding June 2020, wherein the fee will be reduced to $11.54) will be charged for providing power and heat. A flat rate of $15.00 per month (excluding June 2020, wherein the fee will be reduced to $6.92) will be charged for providing leased spaces with water. In the event the Lessee orders any other public utilities which shall be used in or charged against the leased Premises, Lessee shall pay the same during the full term of the Lease. 8. MAINTENANCE AND REPAIRS: The Lessor will maintain the premises in good repair for the term of the Lease, provided the Lessee notifies Lessor of any such needed repairs. The Premises shall be maintained in a clean, neat, sanitary, and safe condition. The Lessee agrees to provide for its own day-to-day cleaning and general upkeep. Lessee agrees that the Lessor shall have access to the Premises for purposes of inspection at reasonable hours during the term of this Lease, including renewals. The Lessee agrees that it will quit and surrender the Premises without demand or notice at the end of the term, or renewal thereof, and leave the same in a neat and clean condition, and will deliver up all keys belonging to the Premises to the Lessor. 9. RESPONSIBILITIES: Lessee's Negligence: Lessor or Lessor's agents shall not be liable for any damage or injuries either to persons or property, sustained by the Lessee, its employees, agents, or third persons by reason of the negligent act of the Lessee, its agents, employees, or invitees, nor shall Lessor be liable for loss of any property kept on the Premises. 10. INSURANCE: The Lessee shall procure and maintain, for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the Lessee's operation and use of the subject premises. Lessee's maintenance of insurance as required by this Lease shall not be construed to limit the liability of the Lessee to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. Lessee shall obtain insurance of the types described below: • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 23 1. Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover premises and contractual liability. The City shall be named as an insured on Lessee's Commercial General Liability insurance policy using ISO Additional Insured -Managers or Lessors of Premises Form CG 20 11 or a substitute endorsement providing equivalent coverage. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 2. Property insurance shall be written on an all risk basis. Property insurance shall be written covering the full value of Lessee's property and improvements with no coinsurance provisions. The Lessee's Commercial General Liability insurance policy or policies are to contain, or be endorsed to contain, that they shall be primary insurance as respect to the Lessor. Any Insurance, self-insurance, or insurance pool coverage maintained by the Lessor shall be in excess of the Lessee's insurance and shall not contribute with it. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. At the time of execution of this Agreement, the Lessee shall furnish the Lessor with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Lessee. The Lessee shall provide the Lessor with written notice of any policy cancellation, within two business days of their receipt of such notice. Lessee and Lessor hereby release and discharge each other from all claims, losses and liabilities arising from or caused by any hazard covered by property insurance on or in connection with the premises or said building. This release shall apply only to the extent that such claim, loss or liability is covered by insurance. Failure on the part of the Lessee to maintain the insurance as required shall constitute a material breach of the Lease, upon which the Lessor may, after giving five (5) business days' notice to the Lessee to correct the breach, terminate the Lease or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the Lessor on demand. 11. LAWFUL USE: The Lessee covenants and agrees that the premises shall be at all times used in accordance with the laws of the State of Washington, the Edmonds City Code, and other appropriate and applicable governmental agencies, and in accordance with all the directions, rules, and regulations of health officers, fire marshals, building inspectors, or other appropriate officer, provided, however, Lessee shall assume no responsibility for structural code requirements or required modifications, if any. The governmental operations of the City of Edmonds will no longer purchase or provide single -use polystyrene or other plastic -based, non-compostable food service packaging or ware for any City -sponsored function providing food and/or beverages. Renters and officially -recognized users of City owned buildings are strongly encouraged to comply with these restrictions. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 24 12. ALTERATIONS OR IMPROVEMENTS: The Lessee covenants and agrees that it will make no alterations or improvements to the leased premises, or to any of the furniture or equipment located on the premises subject to this Lease without the prior written consent of the Lessor. Lessor is not obligated to grant its consent. The Lessor shall be under no obligation to make additions or changes to the leased premises after the Lessee occupies the space. Changes and additions include, but are not limited to, painting, electrical or plumbing changes, additions or alterations to doors, windows, draperies, walls, floors and vents, locks (unless required for building security), or any other change unless Lessor determines it is required for health and/or safety. 13. SIGNS: The Lessor will order lettering for exterior and interior informational signs, with the Lessee listed as a tenant in the Anderson Center. The cost of the lettering will be paid by Lessee. All other signs must be approved in writing by the Lessor's Deputy Director or designee prior to being installed and be in keeping with the Anderson Center's sign policy. Lessee will not use exterior windows for permanent signs or displays without the written permission of the Lessor. 14. DISPLAYS: Lessee can display materials to advertise business in hallway display case, and other display boards in Anderson Center with the approval of the Lessor's Deputy Director or designee. 15. LIENS: Lessee agrees that under no circumstances will it permit any liens for work performed, materials furnished, or other obligations incurred by the Lessee. 16. ASSIGNMENT: Lessee shall not let or sublet the whole or any part of the premises, nor assign the Lease or any part thereof, and agrees and stipulates that a material consideration for the execution of this Lease is its personal acceptance of the terms of this Lease. 17. EXCLUSIVE USE: The Lessee covenants and agrees that it will not permit or tolerate the use of the premises by any group, organization, individual, or legal entity other than the reasonable and necessary use by the Lessee, its employees, or responsible adult participants and children duly enrolled in its authorized programs, without the prior written permission of the Lessor. 18. FIRE AND OTHER CASUALTY: In the event the premises are destroyed or damaged by fire, earthquake, or other casualty to such an extent as to render the same untenantable in whole or in a substantial part, the term of this Lease and the obligation to pay shall terminate, with rent prorated to the date of the loss. 19. NOTICES: All notices required by this Lease or breaches thereof shall be sent by certified or registered mail to the Lessor at Edmonds Parks, Recreation & Cultural Services Department, 700 Main Street, Edmonds, Washington, 98020, and all such notices to the Lessee shall be sent by registered or certified mail and addressed to the Lessee at 700 Main Street, Edmonds, Washington, 98020, and delivery of all such notices shall be conclusively presumed to be effective upon posting of such in the United States mail, postage prepaid. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 25 2.1.b 20. DEFAULT AND REENTRY: If Lessee violates or defaults in any of the covenants and agreements contained herein, then the Lessor may immediately cancel the term of this Lease and reenter said premises. The Lessor shall be the sole distributor of keys and shall control the door locks. The keys may not be duplicated by the Lessee. Padlocks may not be added to any door. All keys shall be returned to Lessor upon termination of the Lease. If any key is not returned to Lessor, Lessee shall bear the costs for rekeying the premises and/or the Frances Anderson Center, as appropriate. 21. COSTS AND ATTORNEYS FEES: In the event of a failure of the Lessee to perform any obligation created by this Lease, the Lessee agrees to pay all damages and costs necessarily incurred by the City, including reasonable attorneys' fees. 22. NON -WAIVER OF BREACH: The failure of a party to insist upon strict performance of any of the covenants and agreements of this Lease or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such provision, or any other covenants or agreements, but the same shall be and remain in full force and effect. 23. REMOVAL OF LESSEE'S PROPERTY: In the event of any entry in, or taking possession of, the leased premises as aforesaid, the Lessor shall have the right, but not the obligation, to remove from the leased premises all personal property located therein, and may place the same in storage in a public warehouse at the expense and risk of the owners thereof. 24. HOLD HARMLESS: Lessee agrees to indemnify, defend, and hold Lessor, its officers, officials, employees and volunteers harmless from any and all claims, suits, actions or liabilities for bodily injury or death or property damage suffered or alleged to be suffered by Lessee, its agents, employees, invitees or other third parties upon or about the leased premises or in any way arising out of or in connection with the Lessee's use of the leased premises, regardless of any negligence of the Lessor or Lessee. The intent of this paragraph is to have Lessee act an insurer as to Lessor. 25. EDMONDS ARTS FESTIVAL: The Lessee agrees to cease operations and vacate the Anderson Center no later than 5:00 PM, Wednesday, June 10, 2020 to enable the Edmonds Arts Festival to exercise sole control of Room 302. Lessee may resume operations on June 24, 2020. 26. HOURS OF OPERATION: Lessee agrees that the hours of operation of the Anderson Center shall be determined by the Edmonds Parks, Recreation and Cultural Services Department. Hours of operation are 8:30 am - 8:30 pm, Monday - Friday; and Saturday, 9:00 am - 2:00 pm. Lessor reserves the right to amend these hours at any time and to determine days when the building will be closed. Any use of the leased premises at times other than the current hours of operation must be approved in writing by the Lessor. Any use of the Anderson Center facilities other than the leased premises will require Lessee to make prior written arrangements with Lessor and pay current rental rates. a Incorporated August 11, 1890 e Sister City - Hekinan, Japan Packet Pg. 26 LESS: CITY OF EDMONDS David O. Earling, Mayor A THE D: Sc ity ClemC LESSEE: EDM NDS SENIOR X _ recA [NAME/TITLE] Fc; rv`� r '�4- Ct'o _W7 Mailing Address Uj 00 City, State, Zip APPRO TO FORM-,,..—) Phone Office of the City Attorney Email Address STATE OF WASHINGTON COUNTY OF SNOHOMISH On this /O day of 2019, before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared �_P-vw� h9--, to me known to be theof the Lessee that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said Lessee, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affixed the day and year first above written. 00 94� NOTARY PUBLIC CARRIE HASLAM Notary Public State of Washington Commission # 204138 My Comm. Expires Nov 14, 2022 My commission expires: ( I- I`f"_ 7_1)Z2 L c 0 N L Q • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 27 Exhihit F 2.1.b ''QC' 1 g9" CITY OF EDMONDS 700 MAIN ST I EDMONDS, WA 98020 1425.771.0230 1 FAX 425.771.0253 DAVE EARLING MAYOR PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT BUILDING USE AGREEMENT f-- THIS AGREEMENT, made this 1�v day of December 2019, by and between the CITY OF EDMONDS, a non -charter optional municipal code city organized under the laws of the State of Washington, as Lessor, and SCULPTORS WORKSHOP as Lessee. 1. The Lessor does hereby lease to the Lessee, and the Lessee does hereby lease from the Lessor, parts of certain premises situated in the City of Edmonds, County of Snohomish, State of Washington, generally known as the Frances E. Anderson Cultural and Leisure Center, located at 700 Main Stre t Edmonds, and described as follows: Rooms 210 and 211 = 1,920 sq. ft. 2. DECLARATION: The Lessor hereby declares its determination that parts of the subject property are not presently required for City recreation purposes. Upon a determination by the Director of Parks and Recreation, or other official designated by the Director or the Mayor, that subject premises may become necessary for City recreation purposes, this Lease shall be terminable unilaterally by the City of Edmonds ninety (90) days after the notification of the Lessee as provided in paragraph 19. Upon determination by Lessee that subject premises will no longer be needed, the Lessee will send a written notification to the City of Edmonds ninety (90) days prior to vacating the premises. Nothing herein shall limit the right of the City to terminate this Lease for breach of any term of this Lease. 3. PURPOSES: The subject property is to be used for pottery,y,sculpfing, and studio use. No other business or activities shall be undertaken on the premises without the written consent of the Lessor. Lessee may not use hallways for storage or for a meeting area unless the space is leased. 4. TERM: This Lease shall be for an initial term commencing on January 1.2020 and ending on Decenber 312020. It may be renewed at the sole discretion of the Lessor for future annual terms, upon determination by the Lessor that the premises will be not be required for City recreation purposes during the ensuing year. Said determination to renew shall be made on or before November 1 of the preceding year of the Lease; failure to provide written notice of renewal shall terminate the lease on December 31, 5. FEES AND FEE PAYMENTS: Lessee covenants and agrees to pay the Lessor a total fee of 2 269.19 per month during the term of the lease. Said fee is broken down as follows: (1) 1,920 sq. ft. at $1.01/sq. ft. = $1944.52 (2) $249.68 for state leasehold property tax (see item 6 below) (3) $50.00 for power and heat (see item 7 below) (4) $25.00 per month for water service (see item 7 below) r Incorporated August 11, 1890 ■ Sister City - Hekinan, Japan Packet Pg. 28 2.1.b Renewal fees will be established by mutual agreement of both parties. All payments shall be paid at the office of the Edmonds City Treasurer, 121 5t' Avenue N, Edmonds, Washington, 98020. If any monthly payment is not received on or before the tenth day of each month, a late payment fee of 'i►34.04 shall be assessed and then immediately due and payable by the Lessee. This late payment fee is based upon the cost of comparable short term borrowing by the Lessee. 6. LEASEHOLD PROPERTY TAX: Lessee is liable for the state leasehold property tax unless the Lessee is exempt pursuant to Chapter 82.29A RCW and has filed the necessary exemption form with the Lessor's Finance Division. 7. UTILITIES: A flat rate of !950.00 per month will be charged for providing power and heat. A flat rate of $25.00 per month will be charged for providing leased spaces with water. In the event the Lessee orders any other public utilities which shall be used in or charged against the leased premises, Lessee shall pay the same during the full term of the Lease. MAINTENANCE AND REPAIRS: The Lessor will maintain the premises in good repair for the term of the lease, provided the Lessee notifies Lessor of any such needed repairs. Leased space shall be maintained in a clean, neat, sanitary, and safe condition. The Lessee agrees to provide for its own day-to-day cleaning and general upkeep. Lessee agrees that the Lessor shall have access to the premises for purposes of inspection at reasonable hours during the term of this Lease, including renewals. The Lessee agrees that it will quit and surrender the premises without demand or notice at the end of the term, or renewal thereof, and leave the same in a neat and clean condition, and will deliver up all keys belonging to the premises to the Lessor. 9. RESPONSIBILITIES: Lessee's Negligence: Lessor or Lessor's agents shall not be liable for any damage or injuries either to persons or property, sustained by the Lessee, its employees, agents, or third persons by reason of the negligent act of the Lessee, its agents, employees, or invitees, nor shall Lessor be liable for loss of any property kept on the premises. 10. NSURANCE: The Lessee shall procure and maintain, for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the Lessee's operation and use of the subject premises. Lessee's maintenance of insurance as required by this Agreement shall not be construed to limit the liability of the Lessee to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. Lessee shall obtain insurance of the types described below: Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover premises and contractual liability. The City shall be named as an insured on Lessee's Commercial General Liability insurance policy using ISO Additional Insured -Managers or Lessors of Premises Form CG 20 11 or a substitute endorsement providing equivalent coverage. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. o Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 29 2.1.b 2. Property insurance shall be written on an all risk basis. Property insurance shall be written covering the full value of Lessee's property and improvements with no coinsurance provisions. The Lessee's Commercial General Liability insurance policy or policies are to contain, or be endorsed to contain, that they shall be primary insurance as respect to the Lessor. Any Insurance, self-insurance, or insurance pool coverage maintained by the Lessor shall be in excess of the Lessee's insurance and shall not contribute with it. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. At the time of execution of this Agreement, the Lessee shall furnish the Lessor with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Lessee. The Lessee shall provide the Lessor with written notice of any policy cancellation, within two business days of their receipt of such notice. Lessee and Lessor hereby release and discharge each other from all claims, losses and liabilities arising from or caused by any hazard covered by property insurance on or in connection with the premises or said building. This release shall apply only to the extent that such claim, loss or liability is covered by insurance. Failure on the part of the Lessee to maintain the insurance as required shall constitute a material breach of lease, upon which the Lessor may, after giving five business days' notice to the Lessee to correct the breach, terminate the Lease or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the Lessor on demand. 11. LAWFUL USE: The Lessee covenants and agrees that the premises shall be at all times used in accordance with the laws of the State of Washington, the Edmonds City Code, and other appropriate and applicable governmental agencies, and in accordance with all the directions, rules, and regulations of health officers, fire marshals, building inspectors, or other appropriate officer, provided, however, Lessee shall assume no responsibility for structural code requirements or required modifications, if any. The governmental operations of the City of Edmonds will no longer purchase or provide single -use polystyrene or other plastic -based, non-compostable food service packaging or ware for any City -sponsored function providing food and/or beverages. Renters and officially -recognized users of City owned buildings are strongly encouraged to comply with these restrictions. 12. ALTERATIONS OR IMPROVEMENTS: The Lessee covenants and agrees that it will make no alterations or improvements to the leased premises, or to any of the furniture or equipment located on the premises subject to this Lease without the prior written consent of the Lessor. Lessor is not obligated to grant its consent. The Lessor shall be under no obligation to make additions or changes to the leased premises after the Lessee occupies the space. Changes and additions include, but are not limited to, painting, electrical or plumbing changes, additions or alterations to doors, windows, draperies, walls, floors and vents, locks (unless required for building security), or any other change unless Lessor determines it is required for health and/or safety. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 30 13. SIGNS: The Lessor will order lettering for exterior and interior informational signs, with the Lessee listed as a tenant in the Anderson Center. The cost of the lettering will be paid by Lessee. All other signs must be approved in writing by the Lessor's Deputy Director or designee prior to being installed and be in keeping with the Anderson Center's sign policy. Lessee will not use exterior windows for permanent signs or displays without the written permission of the Lessor. 14. DISPLAYS: Lessee can display materials to advertise business in hallway display case, and other display boards in Anderson Center with the approval of the Lessor's Deputy Director or designee. 15. LIENS: Lessee agrees that under no circumstances will it permit any liens for work performed, materials furnished, or other obligations incurred by the Lessee. 16. ASSIGNMENT: Lessee shall not let or sublet the whole or any part of the subject premises, nor assign the Lease or any part thereof, and agrees and stipulates that a material consideration for the execution of this Lease is its personal acceptance of the Lease Agreement. 17. EXCLUSIVE USE: The Lessee covenants and agrees that it will not permit or tolerate the use of the subject premises by any group, organization, individual, or legal entity other than the reasonable and necessary use by the Lessee, its employees, or responsible adult participants and children duly enrolled in its authorized programs, without the prior written permission of the Lessor. 18. FIRE AND OTHER CASUALTY: In the event the premises are destroyed or damaged by fire, earthquake, or other casualty to such an extent as to render the same untenantable in whole or in a substantial part, the term of this Lease and the obligation to pay shall terminate, with rent prorated to the date of the loss. 19. NOTICES: All notices required by this Lease or breaches thereof shall be sent by certified or registered mail to the Lessor at Edmonds Parks, Recreation & Cultural Services Department, 700 Main Street, Edmonds, Washington, 98020, and all such notices to the Lessee shall be sent by registered or certified mail and addressed to the Lessee at 700 Main Street, Edmonds, Washington, 98020, and delivery of all such notices shall be conclusively presumed to be effective upon posting of such in the United States mail, postage prepaid. 20. DEFAULT AND REENTRY: If Lessee violates or defaults in any of the covenants and agreements contained herein, then the Lessor may immediately cancel the term of this Lease and reenter said premises. The Lessor shall be the sole distributor of keys and shall control the door locks. The keys may not be duplicated by the Lessee. Padlocks may not be added to any door. All keys shall be returned to Lessor upon termination of the Lease. If any key is not returned to Lessor, Lessee shall bear the costs for rekeying the premises and/or the Frances Anderson Center, as appropriate. 21. COSTS AND ATTORNEYS FEES: In the event of a failure of the Lessee to perform any obligation created by this Lease, the Lessee agrees to pay all damages and costs necessarily incurred by the City, including reasonable attorney's fees. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 31 2.1.b 22. NON -WAIVER OF BREACH: The failure of a party to insist upon strict performance of any of the covenants and agreements of this Lease or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such provision, or any other covenants or agreement, but the same shall be and remain in full force and effect. 23. REMOVAL OF LESSEE'S PROPERTY: In the event of any entry in, or taking possession of, the leased premises as aforesaid, the Lessor shall have the right, but not the obligation, to remove from the leased premises all personal property located therein, and may place the same in storage in a public warehouse at the expense and risk of the owners thereof. 24. HOLD HARMLESS: Lessee agrees to indemnify, defend, and hold Lessor, its officers, officials, employees and volunteers harmless from any and all claims, suits, actions or liabilities for bodily injury or death or property damage suffered or alleged to be suffered by Lessee, its agents, employees, invitees or other third parties upon or about the leased premises or in any way arising out of or in connection with the Lessee's use of the leased premises, regardless of any negligence of the Lessor or Lessee. The intent of this paragraph is to have Lessee act an insurer as to Lessor. 25. EDMONDS ARTS FESTIVAL ANNUAL PREVIEW PARTY: The Lessee agrees to cease instruction and practices and vacate the Anderson Center no later than 5:00 PM, Wednesday, June 17, 2020 to enable the Edmonds Arts Festival to exercise sole control of the Anderson Center premises that night. 26. HOURS OF OPERATION: Lessee agrees that the hours of operation of the Anderson Center shall be determined by Edmonds Parks, Recreation and Cultural Services Department. Hours of operation are 8:30am-8:30pm, Monday -Friday; and Saturday, 9:00am-2:00pm. Lessor reserves the right to amend these hours at any time and to determine days when the building will be closed. Any use of the leased area at times other than the current hours of operation must be approved in writing by the Lessor. Any use of the Anderson Center facilities other than leased space will require Lessee to make prior written arrangements with Lessor and pay current rental rates. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 32 A f IAUT T ATED: assey, City Cie LESS R. C1T OF DMONDS: i David O. Earling, Mayor APPRS TO FOR LESSEE: SCULPTORS WORKSHOP �J Office of the City Attorney [NAMEIT1TLQ *700 Incun Silrc & 9—% 2> t7 6- 9- Mailing Address T—�" I CJL►no►A5 UJA, g80'L- City State Zip 4 Z5- 1-7 2 8 2_ Phone P3Pefrjrl� . 4vftc yrnat . C.uM Email STATE OF WASHINGTON) COUNTY OF SNOHOMISH) - On this 6p -fiday of �' , 20 1 , before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared -A e �.tjo , to me known to be the r S of the Lessee that executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said Lessee, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affixed the day and year first above written. L 4--/— NOTARY PUBLIC CARRIE HASLAM Notary Public State of Washington Commission # 204138 My Comm. Expires Nov 14, 2022 My commission expires: 11rl`f-z,?9 • Incorporated August 11, 1890 Sister City - Hekinan, Japan Packet Pg. 33 Exhibit G 2.1.b ,4C. I g9" CITY OF EDMONDS 700 MAIN ST I EDMONDS, WA 98020 1425.771.0230 1 FAX 425.771.0253 PARKS, RECREATION AND CULTURAL SERVICES DEPARTMENT BUILDING USE AGREEMENT DAVE EARLING MAYOR THIS AGREEMENT, made this U day of December 2019, by and between the CITY OF EDMONDS, a non -charter optional municipal code city organized under the laws of the State of Washington, as Lessor, and Linda Baker & Angie Bahm dba TODDLE TIME'S MAIN STREET KIDS as Lessee. 1. The Lessor does hereby lease to the Lessee, and the Lessee does hereby lease from the Lessor, parts of certain premises situated in the City of Edmonds, County of Snohomish, State of Washington, generally known as the Frances E. Anderson Cultural and Leisure Center, located at 700 Main Street Edmonds, and described as follows: Rooms 132A,132B,133,133A,135A,13513,137,139, Lounge Rm, Storage Rm Total Space = 4,884 sq. ft. 2. DECLARATION: The Lessor hereby declares its determination that parts of the subject property are not presently required for City recreation purposes. Upon a determination by the Director of Parks and Recreation, or other official designated by the Director or the Mayor, that subject premises may become necessary for City recreation purposes, this Lease shall be terminable unilaterally by the City of Edmonds ninety (90) days after the notification of the Lessee as provided in paragraph 19. Upon determination by Lessee that subject premises will no longer be needed, the Lessee will send a written notification to the City of Edmonds ninety (90) days prior to vacating the premises. Nothing herein shall limit the right of the City to terminate this Lease for breach of any term of this Lease. 3. PURPOSES: The subject property is to be used for children's day care/preschool activities. No other business or activities shall be undertaken on the premises without the written consent of the Lessor. Lessee may not use hallways for storage or for a meeting area unless the space is leased. 4. TERM: This Lease shall be for an initial term commencing on January 1, 2020 and ending on December 31, 2020. It may be renewed at the sole discretion of the Lessor for future annual terms, upon determination by the Lessor that the premises will be not be required for City recreation purposes during the ensuing year. Said determination to renew shall be made on or before November 1 of the preceding year of the Lease; failure to provide written notice of renewal shall terminate the lease on December 31. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 34 2.1.b 5. FEES AND FEE PAYMENTS: Lessee covenants and agrees to pay the Lessor a total fee of 5731.48 per month during the term of the lease. Said fee is broken down as follows: (1) 4,884 sq. ft. at $1.01/sq. ft. _ $4946.37 (2) $635.11 for state leasehold property tax (see item 6 below) (3) $70.00 for power and heat (see item 7 below) (4) $80.00 per month for water service (see item 7 below) Renewal fees will be established by mutual agreement of both parties. All payments shall be paid at the office of the Edmonds City Treasurer, 121 5ti' Avenue N, Edmonds, Washington, 98020. If any monthly payment is not received on or before the tenth day of each month, a late payment fee of $85.97 shall be assessed and then immediately due and payable by the Lessee. This late payment fee is based upon the cost of comparable short term borrowing by the Lessee. 6. LEASEHOLD PROPERTY TAX: Lessee is liable for the state leasehold property tax unless the Lessee is exempt pursuant to Chapter 82.29A RCW and has filed the necessary exemption form with the Lessor's Finance Division. 7. UTILITIES: A flat rate of 7$ 0.00 per month will be charged for providing power and heat. A flat rate of 80.00 per month will be charged for providing leased spaces with water. In the event the Lessee orders any other public utilities which shall be used in or charged against the leased premises, Lessee shall pay the same during the full term of the Lease. 8. MAINTENANCE AND REPAIRS: The Lessor will maintain the premises in good repair for the term of the lease, provided the Lessee notifies Lessor of any such needed repairs. Leased space shall be maintained in a clean, neat, sanitary, and safe condition. The Lessee agrees to provide for its own day-to-day cleaning and general upkeep. Lessee agrees that the Lessor shall have access to the premises for purposes of inspection at reasonable hours during the term of this Lease, including renewals. The Lessee agrees that it will quit and surrender the premises without demand or notice at the end of the term, or renewal thereof, and leave the same in a neat and clean condition, and will deliver up all keys belonging to the premises to the Lessor. 9. RESPONSIBILITIES: Lessee's Negligence: Lessor or Lessor's agents shall not be liable for any damage or injuries either to persons or property, sustained by the Lessee, its employees, agents, or third persons by reason of the negligent act of the Lessee, its agents, employees, or invitees, nor shall Lessor be liable for loss of any property kept on the premises. 10. INSURANCE: The Lessee shall procure and maintain, for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the Lessee's operation and use of the subject premises. Lessee's maintenance of insurance as required by this Agreement shall not be construed to limit the liability of the Lessee to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. Lessee shall obtain insurance of the types described below: • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 35 1. Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01 and shall cover premises and contractual liability. The City shall be named as an insured on Lessee's Commercial General Liability insurance policy using ISO Additional Insured -Managers or Lessors of Premises Form CG 20 11 or a substitute endorsement providing equivalent coverage. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 2. PMertv insurance shall be written on an all risk basis. Property insurance shall be written covering the full value of Lessee's property and improvements with no coinsurance provisions. The Lessee's Commercial General Liability insurance policy or policies are to contain, or be endorsed to contain, that they shall be primary insurance as respect to the Lessor. Any Insurance, self-insurance, or insurance pool coverage maintained by the Lessor shall be in excess of the Lessee's insurance and shall not contribute with it. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. At the time of execution of this Agreement, the Lessee shall furnish the Lessor with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Lessee. The Lessee shall provide the Lessor with written notice of any policy cancellation, within two business days of their receipt of such notice. Lessee and Lessor hereby release and discharge each other from all claims, losses and liabilities arising from or caused by any hazard covered by property insurance on or in connection with the premises or said building. This release shall apply only to the extent that such claim, loss or liability is covered by insurance. Failure on the part of the Lessee to maintain the insurance as required shall constitute a material breach of lease, upon which the Lessor may, after giving five business days' notice to the Lessee to correct the breach, terminate the Lease or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the Lessor on demand. 11. LAWFUL USE: The Lessee covenants and agrees that the premises shall be at all times used in accordance with the laws of the State of Washington, the Edmonds City Code, and other appropriate and applicable governmental agencies, and in accordance with all the directions, rules, and regulations of health officers, fire marshals, building inspectors, or other appropriate officer, provided, however, Lessee shall assume no responsibility for structural code requirements or required modifications, if any. The governmental operations of the City of Edmonds will no longer purchase or provide single -use polystyrene or other plastic -based, non-compostable food service packaging or ware for any City -sponsored function providing food and/or beverages. Renters and officially -recognized users of City owned buildings are strongly encouraged to comply with these restrictions. a Incorporated August 11, 1890 + Sister City - Hekinan, Japan Packet Pg. 36 2.1.b 12. ALTERATIONS OR IMPROVEMENTS: The Lessee covenants and agrees that it will make no alterations or improvements to the leased premises, or to any of the furniture or equipment located on the premises subject to this Lease without the prior written consent of the Lessor. Lessor is not obligated to grant its consent. The Lessor shall be under no obligation to make additions or changes to the leased premises after the Lessee occupies the space. Changes and additions include, but are not limited to, painting, electrical or plumbing changes, additions or alterations to doors, windows, draperies, walls, floors and vents, locks (unless required for building security), or any other change unless Lessor determines it is required for health and/or safety. 13. SIGNS: The Lessor will order lettering for exterior and interior informational signs, with the Lessee listed as a tenant in the Anderson Center. The cost of the lettering will be paid by Lessee. All other signs must be approved in writing by the Lessor's Deputy Director or designee prior to being installed and be in keeping with the Anderson Center's sign policy. Lessee will not use exterior windows for permanent signs or displays without the written permission of the Lessor. 14. DISPLAYS: Lessee can display materials to advertise business in hallway display case, and other display boards in Anderson Center with the approval of the Lessor's Deputy Director or designee. 15. LIENS: Lessee agrees that under no circumstances will it permit any liens for work performed, materials furnished, or other obligations incurred by the Lessee. 16. ASSIGNMENT: Lessee shall not let or sublet the whole or any part of the subject premises, nor assign the Lease or any part thereof, and agrees and stipulates that a material consideration for the execution of this Lease is its personal acceptance of the Lease Agreement. 17. EXCLUSIVE USE: The Lessee covenants and agrees that it will not permit or tolerate the use of the subject premises by any group, organization, individual, or legal entity other than the reasonable and necessary use by the Lessee, its employees, or responsible adult participants and children duly enrolled in its authorized programs, without the prior written permission of the Lessor. 18. FIRE AND OTHER CASUALTY: In the event the premises are destroyed or damaged by fire, earthquake, or other casualty to such an extent as to render the same untenantable in whole or in a substantial part, the term of this Lease and the obligation to pay shall terminate, with rent prorated to the date of the loss. 19. NOTICES: All notices required by this Lease or breaches thereof shall be sent by certified or registered mail to the Lessor at Edmonds Parks, Recreation & Cultural Services Department, 700 Main Street, Edmonds, Washington, 98020, and all such notices to the Lessee shall be sent by registered or certified mail and addressed to the Lessee at 700 Main Street, Edmonds, Washington, 98020, and delivery of all such notices shall be conclusively presumed to be effective upon posting of such in the United States mail, postage prepaid. • Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 37 20. DEFAULT AND REENTRY: If Lessee violates or defaults in any of the covenants and agreements contained herein, then the Lessor may immediately cancel the term of this Lease and reenter said premises. The Lessor shall be the sole distributor of keys and shall control the door locks. The keys may not be duplicated by the Lessee. Padlocks may not be added to any door. All keys shall be returned to Lessor upon termination of the Lease. If any key is not returned to Lessor, Lessee shall bear the costs for rekeying the premises and/or the Frances Anderson Center, as appropriate. 21. COSTS AND ATTORNEYS FEES: In the event of a failure of the Lessee to perform any obligation created by this Lease, the Lessee agrees to pay all damages and costs necessarily incurred by the City, including reasonable attorney's fees. 22. NON -WAIVER OF BREACH: The failure of a party to insist upon strict performance of any of the covenants and agreements of this Lease or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such provision, or any other covenants or agreement, but the same shall be and remain in full force and effect. 23. REMOVAL OF LESSEE'S PROPERTY: In the event of any entry in, or taking possession of, the leased premises as aforesaid, the Lessor shall have the right, but not the obligation, to remove from the leased premises all personal property located therein, and may place the same in storage in a public warehouse at the expense and risk of the owners thereof. 24. HOLD HARMLESS: Lessee agrees to indemnify, defend, and hold Lessor, its officers, officials, employees and volunteers harmless from any and all claims, suits, actions or liabilities for bodily injury or death or property damage suffered or alleged to be suffered by Lessee, its agents, employees, invitees or other third parties upon or about the leased premises or in any way arising out of or in connection with the Lessee's use of the leased premises, regardless of any negligence of the Lessor or Lessee. The intent of this paragraph is to have Lessee act an insurer as to Lessor. 25. EDMONDS ARTS FESTIVAL ANNUAL PREVIEW PARTY: The Lessee agrees to cease instruction and practices and vacate the Anderson Center no later than 5:00 PM, Wednesday, June 17, 2020 to enable the Edmonds Arts Festival to exercise sole control of the Anderson Center premises that night. 26. HOURS OF OPERATION: Lessee agrees that the hours of operation of the Anderson Center shall be determined by Edmonds Parks, Recreation and Cultural Services Department. Hours of operation are 8:30am-8:30pm, Monday -Friday; and Saturday, 9:00am-2:00pm. Lessor reserves the right to amend these hours at any time and to determine days when the building will be closed. Any use of the leased area at times other than the current hours of operation must be approved in writing by the Lessor. Any use of the Anderson Center facilities other than leased space will require Lessee to make prior written arrangements with Lessor and pay current rental rates. • Incorporated August 11, 1890 ■ Sister City - Hekinan, Japan Packet Pg. 38 ATTE AUTHE,�I 'ICATED: S assey, City Jerk APPR(SYtDOAS TO FO Office of the City Attorney STATE OF WASHINGTON) COUNTY OF SNOHOMISH) LESS CITY F MOND •.s... Fe--*- -C. Davi . Earlin , Mayor LE SEE: TODDLE TIME'S MAIN STREET KIDS �N �1 Pi✓� [NAME/TITLE] 106 Nv Mailing Address t::dNhIA , 1AA q&b, City State Zip Phone Email On this V" day of 20 19, before me, the undersigned, a Notary Public in and for the State of Washington, duly commissioned and sworn, personally appeared Gc.k vy\ , to me known to be the O w of the Lessee t at executed the foregoing instrument, and acknowledged the said instrument to be the free and voluntary act and deed of said Lessee, for the uses and purposes therein mentioned, and on oath stated that he/she was authorized to execute said instrument. WITNESS my hand and official seal hereto affixed the day and year first above written. MAN CARRIENotar H Public NOTARY PUBLIC Notary Public State of Washington Commission # 204138 My commission expires: My Comm. Expires Nov 14, 2022 • Incorporated August 11, 1890 Sister City - Hekinan, Japan Packet Pg. 39 2.2 City Council Agenda Item Meeting Date: 04/14/2020 Frances Anderson Center Tenant Relief Program Staff Lead: {Type Name of Staff Lead} Department: Parks, Recreation & Cultural Services Preparer: Shannon Burley Background/History For many years the Frances Anderson Center has been home to many community centric organizations. Serving a diverse population base from infant child care to senior specific programming, from pottery to youth sports and many things in between. Each signs a 12 month building use agreement with the city paying for the square footage that they occupy within the Frances Anderson Center building. There are currently 5 of the 7 Frances Anderson Center Tenants that are unable to operate during the stay at home order. The leases and payment matrix were shared during the lease ratification discussion prior to this agenda item. Staff Recommendation Review the proposed resolution (attached) which would authorize the administration to suspend lease payments for those organizations who lease space from the City and are unable to operate due to and during the Governor's stay at home order and forward it to the special meeting for action / authorization. Narrative The financial impact to small businesses during the COVID-19 pandemic has been widely discussed and acknowledged. Collectively, we have authorized a 60-day moratorium on evictions of small businesses and non -profits and our Mayor appealed to landlords to "find a way to work with tenants to weather this financial storm" through open letter on March 27, 2020. The staff believe it is unfair to charge rent to the following tenants who are not legally allowed to use the leased premises as intended during the "Stay Home -Stay Healthy" order. We see great value in the services that these organizations provide to our citizens and feel this is one way in which we are able to support their efforts to remain in tact when this is over. The 5 impacted tenants and their monthly lease payments to the City are as follows: Edmonds Montessori Preschool - $2,358.90 Olympic Ballet - $5,211.17 Edmonds Arts Festival Foundation (art display space) - $608.80 Edmonds Senior Center - $890.25 Sno-King Youth Club - $1,761.71 Total: $10,785.83 per month Packet Pg. 40 2.2 At this time we are seeking relief for the month of April and potentially the month of May if the stay at home order were to be extended. The maximum allowable relief under this resolution is 5 months (through August) if the stay at home order were to last that long. There are two additional tenants at the Anderson Center who are continuing to operate and at this time staff is not recommending a reduction in payment. Main Street Kids and Sculptors Workshop. Main Street Kids has been impacted significantly however they continue to provide essential services to the community by remaining open to those who need them and they continue to collect revenue from their members. Sculptors Workshop has organized a social distancing schedule that enables their members to continue to work on their projects. Under this resolution both could request assistance which the staff would be authorized to evaluate and provide should they be unable to continue to serve their communities. The City does have additional leases with similar tenants however in most of those instances the tenants are paying a significantly reduced rate such as $1 or $10 per year. The tenants we seek relief for are the ones paying monthly per square foot to lease space and are unable to conduct business due to the building closure and stay at home orders. Driftwood Players pays $200 per month and may end up being one that is granted relief should they end up requesting it. A few words from Christi Kreft, owner of Edmonds Montessori: Edmonds Montessori School has independently operated in Edmonds at the Frances Anderson building since the late 80's. I myself (Christi Kreft) started working at Edmonds Montessori in summer 2000 and purchased the school in the summer of 2007. 1 have worked in the building for over 20 years and enjoyed ownership for 13 years. We are a small school and pride ourselves knowing our children as individuals and parents personally. The impact the COVID-19 pandemic has caused will be felt for months if not years to come. Providing immediate rent relief for those of us small businesses in the community directly impacted due to closure requirements from the local and state government agencies will allow us to process ways to recover. From Oleg Gorboulev, owner of Olympic Ballet: For OBS and OBT - we can't conduct full ballet class and rehearsal without space, sprang floor, and marley (special dance linoleum). There's really no alternative. You can't really teach ballet class over zoom due to same reasons. Mara and I are also concerned of dancers getting injured trying to do ballet classes over zoom or any other platforms. We sent out email last week to OBS students and parents waiving April tuition. Having rent relief for April would help us to stay sustainable at least for that time being. Thank you, Mayor and City Council for looking after small businesses. From Adam Quaintance of Sno King Youth Club: The cancellation of spring programming has a profound effect on SKY Attachments: C Packet Pg. 41 2.2 2020-04-08 resolution re waiver of rent during stay home order Packet Pg. 42 2.2.a RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, RELEASING CERTAIN OF THE CITY'S TENANTS FROM HAVING TO MAKE RENT PAYMENTS TO THE CITY DURING THE APPLICABILITY OF THE GOVERNOR'S "STAY HOME — STAY HEALTHY" ORDER WHEREAS, on February 29, 2020, Governor Inslee issued Proclamation 20-05, proclaiming a State of Emergency for all counties throughout the state of Washington as a result of the coronavirus disease (COVID-19) outbreak; and WHEREAS, the City of Edmonds Mayor, Mike Nelson, declared an emergency due to the COVID- 19 outbreak on March 5, 2020, and WHEREAS, on March 23, 2020, Governor Inslee issued Proclamation 20-25, entitled "Stay Home —Stay Healthy," which took effect at midnight on March 25, 2020 and was initially to remain in effect until midnight on April 6, 2020; and WHEREAS, on April 2, 2020, Governor Inslee issued Proclamation 20-25.1, which extended the "Stay Home —Stay Healthy" order to May 4, 2020; and WHEREAS, it is possible that the "Stay Home — Stay Healthy" order could be extended yet again for at least some portion of the activities that are prohibited by the order; and WHEREAS, the effect of the "Stay Home — Stay Healthy" proclamation is that many of the city's tenants cannot operate their programs and cannot make reasonable use of the space that they rent from the city; and WHEREAS, the City Council on March 24, 2020, passed a 60-day moratorium on evictions of small businesses and non -profits; and WHEREAS, on March 27, 2020, Mayor Nelson through an open letter, appealed to landlords to "find a way to work with tenants to weather this financial storm;" and WHEREAS, the City Council believes that it would be unfair to charge rent to those tenants who are legally not allowed to use the leased premises as intended during the time that the "Stay Home — Stay Healthy" order applies to them; and THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The Edmonds City Council hereby releases the tenants listed in Section 2, below, from the obligation to make rent payments under their respective building use agreements with the city from April 1, 2020 until such time that those tenants are allowed to resume normal operations under the Governor's "Stay Home — Stay Healthy" order; and Packet Pg. 43 2.2.a Section 2. The following tenants shall be subject to the release granted in Section 1, above: A. Edmonds Montessori Preschool — normally pays $2,358.90 per month; B. Olympic Ballet — normally pays $5,211.17 per month; C. Sno-King Youth Club — normally pays $1,761.71 per month; D. Edmonds Arts Festival Foundation — normally pays $608.80 per month; E. Edmonds Senior Center's space at the Frances Anderson Center — normally pays $890.25 per month; and F. Any other non-profit tenants of the city that are not able to make reasonable use of their leased premises due to the Governor's "Stay Home — Stay Healthy" order. Section 3. The City Council desires to also release the tenants listed in Section 2, above, from their obligation to pay leasehold excise tax. To the extent allowed by law, and without having to pay such leasehold excise tax to the state from city funds, the administration is directed not to collect leasehold excise tax from these tenants, PROVIDED THAT if there is no way to avoid paying leasehold excise tax to the state, then such tax shall be collected from the tenants. Section 4. The City Council hereby delegates to the administration the authority to exercise its reasonable discretion in determining when each of the tenants listed in Section 2 is deemed able to resume normal operations under the Governor's "Stay Home — Stay Healthy" order and, accordingly, in determining when to resume invoicing such tenants for rent payments due under their respective building use agreements, PROVIDED THAT, in no case shall the release of rent extend beyond August 31, 2020, without obtaining additional authority from the City Council. RESOLVED this day of April, 2020. CITY OF EDMONDS MAYOR, MIKE NELSON ATTEST: CITY CLERK, SCOTT PASSEY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO. Packet Pg. 44 2.3 City Council Agenda Item Meeting Date: 04/14/2020 Report on Bids for Phase 7 Sewerline Replacement Project Staff Lead: Rob English Department: Engineering Preparer: Megan Luttrell Background/History None. Staff Recommendation Forward this item to the April 21, 2020 consent agenda for City Council approval. Narrative This project is part of the City's program to replace and upgrade existing sewerlines 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 has some other existing system deficiency. The project will replace sewer piping with associated services, and manholes at various locations around the City. At one location, the intersection of Maplewood Lane and 86t" Place W and 861n Place W north of Maplewood Lane, both water (Schedule K) and sewer (Schedule E) piping and associated appurtenances will be replaced. On March 12 and March 19, 2020 the project was advertised for construction bids. Construction bids were opened on April 2, 2020. The bids ranged from a low of $2,063,324.63 to a high of $2,564,726.58. The engineer's estimate was $2,264,852.69. The bid submitted by Road Construction Northwest was determined to be non -responsive, because required documentation was missing from their bid packet. Shoreline Construction submitted the low responsive bid of $2,226,836.45. A review of the low responsive bidder's record was completed and it was positive. Construction is expected to begin in late May/early June and be completed in the fall of 2020. The project costs are being funded by the 423 and 421 Utility Funds and the General Funds available for fire protection costs. A budget amendment using excess funds from projects that are under budget will be done in the 2"d Quarter to fully fund the project. The Governor's recent OPMA proclamation has limited the types of action that city councils can take during this time of what the Governor considers to be limited transparency. Those actions must fall in one of two categories: 1) those that are necessary and routine city council actions; and 2) those that are necessary to respond to the COVID-19 outbreak. The Phase 7 Sewerline Replacement Project falls into the first category: necessary and routine city council action as explained below. Packet Pg. 45 2.3 Necessary: The award of City public works construction contracts requires approval by the City Council. The award of a contract for the Phase 7 Sewerline Replacement Project is necessary to the on -going operations of the City and for the safety of the public. The City has a duty to maintain sewers in order to ensure safe conveyance and operation of the City's sewer system. In addition, the City has an obligation to the contractor submitting the bid to award the contract within ninety days of bid opening. If that does not occur, the City may have to re -bid the project, resulting in extra costs to the City. The bid opening occurred on April 2, 2020. The contract has 107 working days (4.9 months) and the type of construction work (excavation and sewer by-pass) is best suited for dry and warm months. If the project is awarded in April, the contractor could begin work sooner and prevent work from slipping into the rainy and colder months later this year. For these reasons, it is necessary for the City Council to take action on this now. Routine: For many years, the City has employed a routine of maintaining sewers by performing replacements and rehabilitations on an annual basis. The proposed Phase 7 Sewerline Replacement Project is similar to the sewerline replacement work that has been done every year since 2014. These regular public works sewer maintenance projects generate little in the way of public interest or controversy. Citizens rarely provide public comment on the subject of these contracts. Acting on this contract now is unlikely to deprive the public of an opportunity to participate in or influence the outcome of this matter in a material way. Attachments: Bid Summary Construction Budget Site Map Packet Pg. 46 2.3.a PROJECT NAME: Phase CITY OF EDMONDS 7 Sewerline Replacement Project PROJECT No.: E8GA/c516 Bid Date: 4/2/2020 Bid Time: 2:00pm Engineer's Estimate: $2,264,852.69 CONTRACTOR Schedule A Schedule B Schedule C Schedule D Schedule E Schedule F Schedule G Schedule H Schedule I Schedule J Schedule K BID TOTAL 1 Shoreline Construction Company $ 106,602 $ 2855677 $ 2285792 $ 198,385 $ 287,785 $ 126,385 $ 1515641 $ 235,120 $ 2435222 $ 625928 $ 3005299 $ 252265836 2 Colacurcio Brothers Construction $ 891428 $ 290,968 $ 249,045 $ 300731 $ 502,030 $ 1405860 $ 1915928 $ 2111298 $ 2405617 $ 595506 $ 288,315 $ 255645727 3 Road Construction Northwest* $ 525608 $ 2555700 $ 2385992 $ 1925356 $ 353,669 $ 855264 $ 1525082 $ 1935726 $ 1585452 $ 405075 $ 3485313 $ 250715236 4 Rodarte Constrcution $ 611748 $ 2727324 $ 262,598 $ 204786 $ 4015159 $ 865624 $ 164,212 $ 215,234 $ 2195177 $ 41,234 $ 3555659 $ 2,2847755 * Non -responsive Bid m a Packet Pg. 47 2.3.b Proposed Construction Budget Description Water Amount Sewer Amount Total Amount Contract Award $ 300,731 $ 1,926,106 $ 2,226,836 Construction Management, Inspection & Testing 15% $ 45,110 $ 288,916 $ 334,025 Management Reserve (10%) 1 $ 30,073 $ 192,611 $ 222,684 Total = $ 375,913 $ 2,407,632 $ 2,783,546 Construction Funding Available Funding Water Amount Sewer Amount Total Amount 423 Funds for Phase 7 Sanitary Sewer Replacement 1 $ 1,617,374 $ 1,617,374 Budaet Amendment Fundina usina excess funds Excess 2020 funds from Dayton Utility Replacement Project $ 298,808 $ 296,250 $ 595,058 Excess 2020 funds Available from Phase 10 WL Replacement Project $ 205,284 $ 205,284 Excess Funds Available from Lake Ballinger Sewer Stud $ 500,000 $ 500,000 Total = $ 504,092 $ 2,413,624 $ 2,917,716 Packet Pg. 48 2.3.c U N J 0 ryi N U 0- Ln 0 N 0 N 0 N N z w (D 4 rn N / Ln Q) Q) U) / Q U Q) 0- Q) U ro Q L rn 0 N c 0 w i m N / 00 rl U N �o L a �I > w / O,V EDP tn��0 INDEX OF DRAWINGS Y OF EDMONDS PHASE 7 2020) SEWER REPLACEMENT PROJECT FEBRUARY 2020 GENERAL 1 G-1 TITLE SHEET, INDEX OF DRAWINGS, AND VICINITY MAP 2 G-2 ABBREVIATIONS, LEGEND, AND SYMBOLS 3 G-3 GENERAL NOTES SCHEDULES A THROUGH J 4 G-4 SURVEY CONTROL PLAN AND NOTES - 1 5 G-5 SURVEY CONTROL PLAN AND NOTES - 2 CIVIL - SEWER REPLACEMENT SCHEDULE A 6 C-1 76TH AVE W SEWER PLAN AND PROFILE STA A1+00 TO STA A2+20 SCHEDULE B 7 C-2 76TH AVE W SEWER PLAN AND PROFILE STA 131+00 TO STA 134+95 SCHEDULE C 8 C-3 240TH ST SW SEWER PLAN AND PROFILE STA C1+00 TO STA C4+05 9 C-4 78TH AVE W SEWER PLAN AND PROFILE STA C4+05 TO STA C6+00 SCHEDULE D 10 C-5 72ND AVE W SEWER PLAN AND PROFILE STA D1+00 TO STA D4+05 SCHEDULE E 11 C-6 MAPLEWOOD LN SEWER PLAN AND PROFILE STA E1+00 TO STA E4+60 12 C-7 86TH PLACE W SEWER PLAN AND PROFILE STA E4+60 TO E6+40 SCHEDULE F 13 C-8 ALDER ST SEWER PLAN AND PROFILE STA F1+00 TO STA F1+80 SCHEDULE G 14 C-9 80TH AVE W SEWER PLAN AND PROFILE STA G1+00 TO G3+85 SCHEDULE H 15 C-10 195TH ST SW SEWER PLAN AND PROFILE STA H1+00 TO H2+85 SCHEDULE I 16 C-11 196TH ST SEWER PLAN AND PROFILE STA 11+00 TO 16+00 SCHEDULE J 17 C-12 EDMONDS ST AND 2ND AVE INTERSECTION PLAN AND PROFILE DETAILS 18 D-1 SANITARY SEWER DETAILS - 1 19 D-2 SANITARY SEWER DETAILS - 2 20 D-3 STORM DRAIN DETAILS 21 D-4 WATER DETAILS 22 D-5 SURFACE RESTORATION DETAILS 23 D-6 FOR SCHEDULE H ONLY CITY OF LYNNWOOD NOTES (WITHIN LYNNWOOD CITY LIMITS) CIVIL - WATER REPLACEMENT SCHEDULE K 24 GN-03 GENERAL NOTES & LEGEND SCHEDULE K 25 WA-06 86TH PL W WATERLINE PLAN AND PROFILE 26 WA-07 86TH PL W WATERLINE PLAN AND PROFILE 27 WA-08 86TH PL W WATERLINE PLAN AND PROFILE murraysm�rth 2707 COLBY AVENUE, SUITE 1110 EVERETT, WA 98201 101 .a i U I w > LOCATION MAP - A SCALE: NTS 210TH ST SW Ln U w Q 0 N4 LOCATION MAP - D SCALE: NTS ❑ w 0 00 189TH SW m —1 L 190TH ST SW LOCATION MAP - G SCALE: NTS LOCATION MAP - B SCALE: NTS a O = O 00 441 Q U �Q 0 00 C� 000 200TH ST SW LOCATION MAP - E SCALE: NTS w IQ I~ C 10 it 195TH ST SW 196TH ST SW LOCATION MAP - H SCALE: NTS O 0o O Q a � > �00 �Q 0 co 00 I Q 200TH ST SW LOCATION MAP - C SCALE: NTS w C-8 ALDER ST LOCATION MAP - F SCALE: NTS C-11 > 196TH ST 00 LOCATION MAP - I SCALE: NTS LEGEND 1 SEE SHEET NO. C-1 SCHEDULE A 2 SEE SHEET NO. C-2 SCHEDULE B 3 SEE SHEET NOS. C-3 & C-4 SCHEDULE C 4 SEE SHEET NO. C-5 SCHEDULE D SEE SHEET NOS. C-6, C-7, 5 WA-06, WA-07 & WA-08 SCHEDULES E & K 6 SEE SHEET NO. C-8 cio SCHEDULEF 7 SEE SHEET NO. C-9 SCHEDULE G �A- 8 SEE SHEET NO. C-10 SCHEDULE H i 9 SEE SHEET NO. C-11 SCHEDULE I 6 �° °0% 00 �C 1 o SEE SHEET NO. C-12 SCHEDULE J L OF WAS�r��� Y �¢� To nail RR sM`;`, A 5s�4axz � IS T ERE �SSIO AL TO I WO DWAY ❑ I /16 /°° ° ° o Y° ° °°o I O=H K PUGET SOUND PJ 4Q r� 20TH ST S VICINITY MAP SCALE: 1"=2500' 7 Know what's below. Call before you dig. P 425.252.9003 LOCATION MAP - 3 LOCATION MAP - K SCALE: NTS SCALE: NTS 18-2194.400 2.4 City Council Agenda Item Meeting Date: 04/14/2020 Report on Bids for the 2020 Pavement Preservation Program Staff Lead: Rob English Department: Engineering Preparer: Megan Luttrell Background/History None. Staff Recommendation Forward this item to the April 21, 2020 consent agenda for City Council approval. Narrative This project is a continuation of the City's efforts to rehabilitate and preserve its roadway network by paving various area streets. This year's project will use both roadway and water utility funds to pave approximately 3.4 lane -miles of City streets. On March 24, 2020, the City received six construction bids for the 2020 Pavement Preservation Program. The bids ranged from a low of $707,766 to a high of $986,502. The bids have been tabulated and are attached as Exhibit 1. Central Paving, LLC submitted the low responsive bid in the amount of $707,766. The engineer's estimate was $799,556. A review of the bidder's record has been completed and responses are positive. The project costs are being funded by REET (Funds 125 & 126), General Fund, Street Construction (Fund 112) and Water Utility (Fund 421). A project construction budget is attached as Exhibit 2. The Governor's recent OPMA proclamation has limited the types of action that city councils can take during this time of what the Governor considers to be limited transparency. Those actions must fall in one of two categories: 1) those that are necessary and routine city council actions; and 2) those that are necessary to respond to the COVID-19 outbreak. The 2020 Overlay Project falls into the first category: necessary and routine city council action as explained below. Necessary: The award of City public works construction contracts requires approval by the City Council. The award of a contract for the 2020 Overlay Project is necessary to the on -going operations of the City and for the safety of the public. The City has a duty to maintain roadways in order to ensure safe public transportation. In addition, the City has an obligation to the contractor submitting the bid to award the contract within sixty days of bid opening. If that does not occur, the City may have to re -bid the project, resulting in extra costs to the City. The Packet Pg. 50 2.4 bid opening occurred on March 24, 2020. The city council needs to act on this before May 23, 2020 as specified in the contract. For these reasons, it is necessary for the City Council to take action on this now. Routine: For many years, the City has employed a routine of maintaining roads by performing overlays on an annual basis. The proposed 2020 overlay is similar to the overlay work that has been done every year since 2014. These regular public works road maintenance projects generate little in the way of public interest or controversy. Citizens rarely provide public comment on the subject of these contracts. Acting on this contract now is unlikely to deprive the public of an opportunity to participate in or influence the outcome of this matter in a material way. Attachments: Exhibit 1 - Bid Summary Exhibit 2 - Project Budget Packet Pg. 51 2.4.a Y CITY OF EDMONDS s. g9 PROJECT NAME: 2020 Pavement Preservation Program PROJECT No.: EOCA/i042 Bid Date: 3/24/2020 Bid Time: 2:OOpm Engineer's Estimate: $799,556 CONTRACTOR BID TOTAL 1 Central Paving, LLC $ 707,766.00 2 *JB Asphalt $ 777,763.00 3 Lakeside Industries $ 817,449.25 4 Cadman Construction $ 840,186.55 5 Northshore Paving $ 899,403.85 6 Granite Construction $ 986,502.00 * Non -Responsive Bid E 0 L 0 L a c 0 c� a� N d L a r c m E as R a- 0 N O N N L L 0 0 m C 0 r_ 0 d R E E 7 N m a Packet Pg. 52 2.4.b 2020 Pavement Preservation Program Proposed Construction Budget - Street Funding Amount Contract Award $ 672,918 Construction Management, Inspection & Testing (15%) $ 100,938 Management Reserve (10%) $ 67,292 Total = $ 841,147 Construction Funding - Street Funding Amount Fund 112 - Street & General Fund $ 307,860 Fund 125 - RFFT 1 $ 307,860 Fund 126 - RFFT 2 $ 225,427 Total = $ 841,147 Proposed Construction Budget - Water Utility running Hrnount Contract Award $ 34,849 Construction Management, Inspection & Testing (1S%) $ 5,227 Management Reserve (10%) $ 3,485 Total = $ 43,561 Construction Funding - Water Utility running Hrnount Water Utility - Fund 421 $ 43,561 Total = $ 43,561 r a Packet Pg. 53 2.5 City Council Agenda Item Meeting Date: 04/14/2020 Presentation of a Professional Services Agreement with Osborn Consulting for Phase 2 & 3 (2021-22) Storm Utility Replacement Projects Staff Lead: Rob English Department: Engineering Preparer: Megan Luttrell Background/History None. Staff Recommendation Forward this item to the April 21, 2020, consent agenda for City Council approval. Narrative The City issued a Request for Qualifications in December 2019 to hire a consultant to provide design engineering services for the Phase 2 and 3 Storm Utility Replacement Projects. The City received statements of qualifications from four engineering firms and the selection committee selected Osborn Consulting, Inc. to provide design engineering services. The design engineering for the Phase 2 Storm Utility Replacement Project is expected to be complete by early 2021, with construction expected to begin in Spring of 2021. In addition a stormdrain site evaluation and preliminary alignment/design is included to determine the recommended approaches for the Phase 3 Storm Utility Replacement Project. When services are required for Phase 3, a separate scope and fee will be drafted Winter 2020 for final design services and submitted to City Council for approval. In total, Phase 2 and 3 Storm Utility Replacement Projects have identified five sites as top priority replacements, as shown in the attached exhibit. The sites were identified by field crews, as the areas most likely for failures, after conducting video inspection of the storm pipes. The crews completed nearly 39,000 linear feet of video inspection in 2019, making good use of the new video inspection truck purchased the year before. The initial inspections were intentionally scattered through various parts of the City and focused on various pipe materials in the City. Generally, the City's corrugated metal piping (CMP) is the material which requires most of the immediate attention; although some cracks in concrete pipes require attention too. From the five preliminary sites, two to three sites will be selected for construction in 2021 (scope is set to push three sites forward, unless an unforeseen challenge results in delaying one site for 2022 construction). The remaining sites will become Phase 3 and will be pushed forward for construction in 2022. Maintenance action may take the form of full replacement or trenchless pipe rehabilitation methods (such as slip -lining or cast -in -place -pipe) as more information about the site is gathered and assessed, including capacity needs for future conditions. LID elements will be worked in where and when Packet Pg. 54 2.5 appropriate (as noted on the attached exhibits), however the main focus of these specific projects is maintenance of existing systems. Attachments: Osborn Consulting Draft Scope & Fee Site Exhibits Packet Pg. 55 2.5.a EXHIBIT A SCOPE OF WORK Project: Phase 2 & 3 (2021— 2022) Storm Utility Replacement Project PRIME Consultant: Osborn Consulting, Inc. Contract No.: Background The City of Edmonds Storm Utility system has numerous locations where existing pipes are showing deterioration and in need of repair and replacement. Through the process of video inspecting of their storm pipe system, City the has developed an inventory of deficient pipelines and appurtenances at various locations within the City that will need to be replaced due to increased conveyance needs, material, pipe age, and maintenance. In response to the inventory, the City has selected a number of pipeline replacement projects that will need to be completed in the coming years. Osborn Consulting, Inc, Consultant, has been selected for the Phase 2 & 3 (2021-22) storm utility replacement projects to design improvements for up to five sites selected by the City. This will include providing site surveys, preparing cost estimates, engineered plans, specifications and bid documents and construction support. Up to three sites will be developed through bid documents with the remaining sites completed through bid documents in 2021 through a second contract. The five selected sites identified by the City by email on March 2, 20202 are: • Site A — 88`h Ave W @ 194`h St SW, approximate pipe length 450 LF • Site B — Pine St @ Edmonds Way, approximate pipe length 1,800 LF • Site C — 80`h Ave W @ 184t" St SW, approximate pipe length 1,200 LF • Site D — Meadowdale Beach Rd @ 6900, approximate pipe length 280 LF • Site E — Maple Street @ Dayton to 7ch Ave S, approximate pipe length 800 LF The scope of work includes the following elements: Task 1— Project Management Monitoring and communicating the status of the scope, schedule, and budget of this work assignment and providing monthly reporting to the City. Consultant Services • Prepare the Project Management Plan o Develop and manage Project Schedule with key milestones and tasks o Identify communication protocols and issue/action tracking o Project -specific Quantity Control Plan • Prepare status reports describing the following: o Services completed during the month. o Outstanding issues (if any). o Scope/schedule/budget status. o A financial summary. • Attend one project kickoff meeting with City of Edmonds staff. • Attend one project closure meeting with City of Edmonds staff. • Attend design review meetings after receiving submittal comments. • Bi-weekly PM Check -ins via web/phone • Manage Issue Log for City and all team members. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 1 of 9 1 Packet Pg. 56 2.5.a • Manage Risk Register to identify and document project risks and mitigation strategies. City of Edmonds's Responsibilities Attend project kickoff and closure meetings (in person or via teleconference). Review and approve invoices. Review and comment on submittals within the schedule. Assumptions • Project duration will be approximately 18 months (mid -April 2020 through September 2021). • There will be one project kickoff meeting attended by up to two (2) Consultant Team members and City staff. Kickoff meeting to be held at Edmonds City Hall and will include a site visit to each site. • There will be one project closure meeting attended by up to two (2) Consultant Team members and City staff. Closure meeting to be held at Edmonds City Hall. • There will be three design review meetings attended by up to two (2) Consultant Team members and City staff. Review meetings will be held for review of Preliminary Design, Phase 2 60% Design, and Phase 2 90% Design. Design review meetings to be held at Edmonds City Hall. Deliverables • Project kickoff meeting and closure meeting, with meeting minutes. • Project Management Plan. • Project schedule, update to be provided with monthly status reports. • Issue Log and Risk Register to be provided at each deliverable. • Bi-weekly check -in (as necessary and determined by City Project Manager prior to each week). • Monthly status reports. Task 2 — Data Collection & Review The Consultant will review available existing site data, provide site survey, geotechnical investigations, coordination of utilities and utility pothole locates. Task 2.1 Data Review and Utility Coordination The Consultant will review available existing site plans, studies, documents, models, and complete a second field visit at all five sites to confirm site survey and design approach. From this review the consultant will compile a list of missing data needed for this project. The Consultant Team will: • Coordinate with franchise utilities and Edmonds Water and Sewer Divisions regarding the existing utilities and utility easements, including requesting as -built information. • Utility coordination will be with water, sewer, gas, and up to two telecommunication purveyors within the project limits at each site. Coordination effort includes up to 30 staff hours. • A confirmation site visit at each site will be completed to verify the topographic survey and confirm the approach for design improvements. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 2 of 9 1 Packet Pg. 57 2.5.a Assumptions: • City will provide available data for this project including record drawing information for storm, water and sewer systems. • CCTV inspections reports and images for critical pipe location will be provided by the City. • City will arrange for site access of Consultant Team personnel. • Confirmation site visit with City and Maintenance Staff will include up to 1 hours at each site for up to 2 staff. Deliverables: • Provide a list of reviewed data and identify missing data. • Information provided by franchise utilities regarding utilities and utility easements, including record information Task 2.2 Topographic Survey The Consultant will coordinate and provide topographical survey of the project design area for four of the five sites. The topographic survey has already been completed for Site A. Duane Hartman & Associates, Inc. (DHA) will provide the topographic mapping services for the four sites in accordance with the attached scope of work. The Consultant Team will provide the following services: Provide full street right-of-way topographic mapping, at the following sites: o Site B: Approximately 1300 lineal feet of right-of-way along Pine Street, between Edmonds Way and 5th Ave S, including the landscaped area at the southeast corner of Edmonds Way and Pine Street and the conveyance outfall at the west side of Edmonds Way. o Site C: Establish property and easement lines and collect location, rim elevation, and invert elevation for 5 drainage structures between 80th and Olympic View Drive; topo information from City GIS to be used initially. Addendum may be needed to gather more information if revised drainage route is selected as preferred option. o Site D: Approximately 500 lineal feet of right-of-way along Meadowdale Beach Rd, between 6903 and 6910 addresses. o Site E: Approximately 600 lineal feet of right-of-way along Maple St, between 7th Ave S and 6th Ave S, and 300 lineal feet along 6th Ave S, between Dayton St and Maple St. • Topographic mapping will consist of all above ground planimetric features, paving limits, curbs, walks, fences, trees (greater than 6" BDH in right-of-way and 12" BDH on Site C), etc., and all above and underground utilities, as specified. • Prepare an existing conditions survey base map, showing a 1-foot contour topographic survey at a 1 "=20' scale. • Prepare an existing conditions DTM for Site B, D, and E, based on the topographic survey data. • Two -man field survey crews will be utilized to establish site control and perform the majority of the survey. • Surveyor will locate a sufficient amount of the existing right-of-way monuments to generate City street rights of way, platted lot lines, and existing easement lines. • Surveyor will engage a locate service to assist with underground private/public utility location. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 3 of 9 1 Packet Pg. 58 2.5.a • All field data will be processed in accordance with City of Edmonds survey and CADD standards and sent in AutoCAD as a block drawing. • A second day of field survey will pick up the geotechnical boring and pothole locations at five sites. • The horizontal and vertical datums will be City of Edmonds (i.e. NAD83(1991) horizontal and NAVD-88 vertical). • A drainage easement figure and legal description will be provided for the proposed pipe alignment within 18314 80 Ave W property at Site C. City of Edmonds's Responsibilities • City will provide existing survey base maps and as -built information for the storm drain, sanitary sewer and water systems in the project area, if available. • Permission to enter the property parcel will be secured by the City. Assumptions: • Additional survey will not be required for Site A. • The limits of the topographic survey shall be within the City of Edmonds Right of Way for Sites B, D and E. A portion of 18314 80th Ave W will be included in the site survey along the existing drainage alignment to the north property boundary. • This scope does not include the resolution of physical encroachments and occupation that may be disclosed during the course of the field survey. • Only one (1) drainage easement and description will be required for Site C. Deliverables: • Survey base map and DTM (in AutoCAD Civil3D format) • Stamped survey sheets for inclusion in plan set (PDF) • Drainage easement exhibit and legal descriptions (PDF). Task 2.3 Geotechnical investigations The Consultant will coordinate and provide geotechnical investigations for the project. Geotechnical review and investigations will be provided by Subconsultant, Associated Earth Sciences, Inc (AESI) at four of the five sites in accordance with the attached scope of work. Geotechnical investigations for Sites B, C, D and E will be provided following the City of Edmonds Public Works Department Engineering Division Policy, Geotechnical Engineering Requirements for Utility Project Design, dated November 3, 2014. Infiltration testing will be conducted at Site Band D to confirm field parameters for the proposed water quality facilities in accordance with Appendix B of the 2017 Edmonds Stormwater Addendum. After the completion of the investigations and testing, the geotechnical engineer will prepare a geotechnical report summarizing site soil conditions including infiltration feasibility and estimated ground water elevations if encountered, and presenting geotechnical recommendations for construction of the proposed improvements. Assumptions: • Additional geotechnical investigations will not be required at Site A. • The borings will be drilled in the right-of-way as close to the proposed work as practical. • One boring is anticipated for each site based on the City's 1000 ft spacing policy. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 4 of 9 Packet Pg. 59 2.5.a • Two infiltration tests are anticipated, one for Site B and one for Site D. • Closure of a portion or all of one lane adjacent to each boring location will be needed for drilling access • Traffic control will be provided by the geotechnical engineer • Anticipated duration of the field exploration to be 3 days for drilling and 2 days for infiltration. • The geotechnical investigations for the four sites will be completed consecutively with results compiled into a single report. Deliverables: • Traffic control plan for each site (PDF). • Geotechnical Report, Draft and Final (PDF). Task 3 — Project Planning and Preliminary Design The Project Planning and Preliminary Design will establish consensus on the design goals and critical project components and allow for City review and comment on the proposed design solutions and treatment capture areas. This task will: • Work with City of Edmonds staff to confirm and document the project goals, design criteria, and constraints. • Complete hydrologic modeling and hydraulic pipe sizing for all five sites. • Evaluate up to two project alternatives for Site C along the steep forested slope. Assess and rate the benefits and cost of each design alternative. • Alternatives analysis will include up to two water quality options for Sites B and D to confirm the location for field infiltration testing. • Create 30% Design -level plans for each site based on site survey. • Prepare planning -level cost estimates for each option. City of Edmonds's Responsibilities • City will provide input and review comments within the agreed upon schedule. Assumptions: • Consultant will use internal CAD standards and title blocks, incorporating the City's logo and available design and performance guidelines available through the City's website. • The stormwater design and modeling shall be in accordance with the 2017 City of Edmonds Stormwater Addendum which adopts Ecology's Western Washington Hydrologic Model. • Basin delineations will be based on available GIS data. • Conveyance sizing will be based on static pipe hydraulics for full -full pipe comparisons. • A hydraulic modeling of backwater analysis will not be required. • Budget assumes up to fourteen plan sheets for the five sites. No profiles or project details will be provided with the 30% Design. • Alternatives analysis for conveyance improvement at Site C and water quality options for Sites B and D will be summarized in a single memorandum. • Geotechnical investigations and final water quality design will be completed after 30% Design with confirmation of design approach. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 5 of 9 1 Packet Pg. 60 2.5.a Deliverables: • One (1) Alternatives Analysis Memorandum, Draft, Final (PDF). • One (1) Design Memorandum including hydrologic and hydraulic analysis for each site, Draft, Final (PDF). • 30% Plans (PDF format) • Planning -level cost estimates for each option. Task 4 Perm Consultant will compile a summary of anticipated permits required for each of the 5 project sites based on the 30% Design improvements, assist the City with permit applications and support City staff with information necessary for completing a SEPA checklist. City of Edmonds's Responsibilities • City will provide confirmation of stream boundaries for potential environmental impacts. • City staff will complete the SEPA Checklist Assumptions: • One (1) Summary Memorandum identifying the anticipated permitting effort and timeline for all five sites. • Local permits will be completed and submitted by the City. • A JARPA permit will not be required for any site. • Up to 24 staff hours are included for permit support. Deliverables: • Permit Summary Memorandum, Draft, Final (PDF). Task 5 — Phase 2 Construction Documents With City review and approval of a preferred design option through Task 3, the Consultant will use the preferred option to advance two or three of the five sites for construction in 2021 as part of the Phase 2 construction documents. The remaining sites will be included in the Phase 3 construction documents. Plan, Specification and Cost Estimate (PS&E) will be submitted at the 60%, 90% and Final (Bid Ready) stages. The cost estimate will identify bid items that will require special provisions. Constructability and Quality Management review will be completed at each stage prior to submittal. City of Edmonds's Responsibilities • Provide the City's current Division 0 and 1 template in Word -format for the Consultant to incorporate into the project documents. • Provide the current City of Edmonds Special Provisions Division 2 through 9 in Word -format for the Consultant to edit. • City will provide input and review comments on the design submittals within the agreed upon schedule. • The City will provide a consolidated list or redline set of review comments within the timeframe shown on the project schedule. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 6 of 9 1 Packet Pg. 61 2.5.a • Bid advertisement, coordination and award will be handled by the City. Assumptions: • Phase 2 budget is based on developing construction documents for up to three sites including up to 32 plan sheets. . • Sites will be combined into a single construction bid set. • Standard details will be included on the detail sheets. • Specifications for the City's current Division 0 and 1 will be provided by the City with 90% and Final submittals. • Special Provisions Division 2 through 9 will be developed using the City's standard specifications. • Edits to the City's Special Provisions will be based on WSDOT Standard Specifications, 2020 Edition. • There will only be minor changes to the project design after the 90% submittal. • Utility conflict can be resolved at the point of conflict with simple adjustment of the utilities or storm drainage locations. Relocating utilities is not included. • Surface restoration will match existing conditions, additional roadway or pedestrian improvements or are not included. • Contractor will develop traffic control plans through specifications. Design sheets for traffic control are not anticipated construction plan sheets. • Project will be advertised as a single bid package. • A single Category 1 Stormwater Site Plan Report will be submitted for Phase 2 documenting the stormwater minimum requirements for all stormwater improvement sites. • A draft Stormwater Pollution Prevention Plan (SWPPP) based simplified checklist form will be submitted for each site with the 90% submittal with comments address with the Final Bid -Ready submittal. Deliverables: • 60% PS&E (PDF, Word file for specifications) • 90% PS&E (PDF, Word file for specifications) • Final Bid -Ready Submittal PS&E (CAD files and 1 PDF copy). • Stormwater Site Plan Report, Draft (60%) and Final (90%) (PDF) • Draft SWPPP, Draft (90%) and Final (Bid) (PDF) Task 6 — Phase 2 Bid and Construction Support (2021) When requested by the City, the consultant will provide limited engineering services during bid and construction support for Phase 2. These services are expected to be: • Prepare and issue addenda to clarify the construction documents, if necessary. • Attend one pre -construction meeting. • Review of contractor submittals. • Response to contractors RFI's. • Site visit to review unforeseen conditions. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 7 of 9 1 Packet Pg. 62 2.5.a • AutoCAD Record drawings based on contractor's field plans. City of Edmonds's Responsibilities • City will provide initial review of all contractor requests. • The City will provide on -site inspection and will lead the administrating and managing of construction documents and communications with the contractor. • A single copy of construction markups drawings will be provided for production of record drawings. Assumptions: • One consultant will attend the pre -construction meeting. • Respond to a maximum of 2 addenda clarifications during bidding. • Respond to a maximum of 3 submittal reviews on specialty products. • Respond to a maximum of 2 RFI's per site. • Consultant will visit a maximum of 2 sites to review unforeseen conditions. • No geotechnical support would be required. • Review responses will be provided with 7-day of written request. • Additional survey or field confirmation will not be required for Record Drawing preparation. Deliverables: • Submittal review comments (PDF). • Reponses to RFI's (PDF). • Findings from site visit (PDF). • Record Drawings, Draft, Final (PDF and AutoCAD) Task 7 — Management Reserve — Contingency Fund To provide additional services which may be required to complete these projects, and which are requested and authorized by the City. The consultant will provide the City with a scope and budget for the additional services which the City will review prior to the consultant beginning work. The City shall provide Consultant with written authorization to proceed with any additional services. Tasks 9.1 Management Reserve Work may include, but is not limited to: addressing additional permit coordination efforts, unforeseen design changes and/or additional support during bidding or construction. The fee estimated is based on 10% of Tasks 1 through 8. Tasks 9.2 Field Reserve Work may include, but is not limited to: addressing additional survey, potholing, geotechnical investigations or other support services required for the design of the Phase 2 or Phase 3. The fee estimated is based on 10% of Tasks 1 through 8. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 8 of 9 1 Packet Pg. 63 2.5.a General Assumptions • All coordination with property owners will be handled by the City. • Flow control and water quality treatment will not be required for the stormwater improvements sites. Water quality treatment, if feasible, will be provided through optional retrofit design for Site B and D. • On -Site Stormwater Management BMPs will not be required for stormwater improvement sites. • The proposed improvements will be located within the City right-of-way or within existing City easements, except at Site C. • Any existing encroachments in the right-of-way will be resolved by the City. • Writing of legal descriptions and legal exhibits for additional easements will only be required for Site C. • Water quality treatment design will be completed for Sites B and D with completion of the geotechnical investigations and documented in the Stormwater Site Plan Report. • The proposed improvements will not require stream or wetland field investigations or critical area analysis. • Cultural Resource documentation will not be required. • Funding will be provided by the City, additional grant support will not be required. • Support for public outreach will not be required. City of Edmonds Phase 2 & 3 (2021 — 2022) Storm Utility Replacement Project Page 9 of 9 1 Packet Pg. 64 EXHIBIT Osborn Consulting, Inc. - City of Edmonds Phase 2 and 3 Storm Utility Replacement Project Firm OCI DHA Surveying AESI Geotech Cost Estimate Classification Hourly Rate - 2020 Hourly Rate - 2021 Project Tasks Project PM/ Project Design Land. CADD PIC Sr. PE Engineer Engineer Arch. Mgr CADD Admin $210.00 $187.00 $142.00 $115.00 $150.00 $145.00 $111.00 $105.00 Expense Sub Mark - Up 10.0% Cost Estimate $217.00 $193.00 $147.00 $119.00 $155.00 $150.00 $115.00 $109.00 Hours Estimate Task 1: Project Management Total Hours 18 1 66 1 20 1 0 1 0 1 0 1 0 1 32 1 $ 90 $ - $ 22,412 $ - $ - $22,412 Task 2: Data Collection & Review Total Hours 5 60 74 1 52 1 0 1 0 1 0 0 $ 55 $ 7,283 $ 36,096 $ 38,832 $ 34,000 $108,928 Task 3: Project Planning & Preliminary Design Total Hours 26 124 224 320 1 0 1 12 1 84 1 8 1 $ - $ - $ 109,160 $ - $ - $109,160 Task 4: Permit Support Total Hours 2 8 14 0 1 0 1 0 1 0 0 $ - $ - $ 4,036 $ - $ - $4,036 Task 5: Phase 2 Construction Documents Total Hours 80 134 302 402 0 42 250 0 $ - $ - $ 164,812 $ - $ - $164,812 Task 6: Phase 2 Construction Support (2021) Total Hours 8 26 48 0 0 6 28 0 $ 105 $ - $ 18,035 $ - $ - $18,035 Task 7. Management Reserve - Contingency Fund Total Hours 0 0 0 0 0 0 0 0 $ 85,477 $ - 1 $ 85,477 $ - $ - $85,477 Firm Subtotal: of total budget: $440,028 86% $38q8% $34,000 7% $512,860 Printed: 4/7/2020 Edmonds Phase 2-3 Storm_FeeEstimate_20200407 Osborn Consulting, Inc. Packet Pg. 65 EXHIBIT C 2.5.a Edmonds Phase 2 & 3 Storm Utility Replacement Project Rates (Effective Jan 1, 2020 - December 31, 2021) Negotiated Hourly Rates - Fully Burdened Classification 2020 Hourly Rate 2021 Hourly Rate Principa I / Sr. Technical Advisor $ 210.00 $ 217.00 Project Manager $ 187.00 $ 193.00 Senior Landscape Architect $ 195.00 $ 201.00 CADD Manager $ 145.00 $ 150.00 Senior Engineer $ 164.00 $ 169.00 Project Landscape Architect $ 150.00 $ 155.00 Project Engineer $ 142.00 $ 147.00 Landscape and Urban Designer $ 125.00 $ 129.00 Design Engineer $ 115.00 $ 119.00 Landscape Architect $ 104.00 $ 108.00 Landscape Designer $ 83.00 $ 86.00 CADD $ 111.00 $ 115.00 Graphic Designer $ 118.00 $ 122.00 Administrative $ 105.00 $ 109.00 Accounting / Project Controls $ 135.00 $ 140.00 Packet Pg. 66 t City of Edmonds SD Site A 17+a 0 47.02 94.0 Feet This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, WGS_1984_Web_Mercator_Auxiliary_Sphere current, or otherwise reliable. © City of Edmonds THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION 2.5.b 3 i e�erave. 41Dum IdW �rerrMe Legend a Storm Catch Basins N ❑ Edmonds i a+ ❑ Private }, ■ Infiltration E Storm Manholes ` O p Edmonds (n N O Private L Infiltration d A Detention Facilities L 0 Culvert C <all other values> • Yes N C O o Facility Feature V Creeks O Storm Line to — <all other values> 0 t No, BNSF; No, COUNTY; No, LY ++ MOUNTLAKE TERRACE; No, PC 3 SHORELINE; No, STATE; No, W Q — Yes, EDMONDS; Yes, PRIVATE; in d Facility Lines .. N Storm Ditch ArcSDE.GIS.STREET CENTERLIN t - x — <all other values> LLI N 1 ++ 2 5; 4 N E t Notes ra Site survey and geo-ted a report already complete( (this site only) Packet Pg. 67 I 2.5.b I City of Edmonds SD Site 6 ,.e WGS_1984_Web _Mercator_Auxiliary_Sphere © City of Edmonds This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION 0 i i .. •fir: irr�il.rk Legend Storm Catch Basins ❑ Edmonds ❑ Private ■ Infiltration Storm Manholes O Edmonds O Private Infiltration • Detention Facilities Culvert <all other values> • Yes o Facility Feature Creeks Storm Line — <all other values> No, BNSF; No, COUNTY; No, LY MOUNTLAKE TERRACE; No, PC SHORELINE; No, STATE; No, W — Yes, EDMONDS; Yes, PRIVATE; Facility Lines Storm Ditch ArcSDE.GIS.STREET_CENTERLIN <all other values> 1 2 5; 4 9;71;7;8 1:2,257 N otes Q Packet Pg. 68 1 2.5.b City of Edmonds SD Site C ,'6 WGS_1984_Web _Mercator_Auxiliary_Sphere © City of Edmonds This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION ■ i i .. •fir: irr�il.,k Legend Storm Catch Basins ❑ Edmonds ❑ Private ■ Infiltration Storm Manholes p Edmonds O Private Infiltration • Detention Facilities Culvert <all other values> • Yes Facility Feature Creeks Storm Line — <all other values> No, BNSF; No, COUNTY; No, LY MOUNTLAKE TERRACE; No, PC SHORELINE; No, STATE; No, W — Yes, EDMONDS; Yes, PRIVATE; Facility Lines Storm Ditch ArcSDE.GIS.STREET_CENTERLIN <all other values> 1 2 5; 4 9;71;7;8 1: 1,128 Notes Q Packet Pg. 69 1 2.5.b pity 7-6 12 MWOR Dress/clean/enhance ditch as feasible a f of Edmonds SD Site D P Replace 12" storm; assumed - to shift to north side of road to avoid existing utilities New CB to pickup portion of north side drainage as needed 71 t. -- - . .`r -•". 9-114L.-O y FIR Rr. Y h ��1``yyi 0. -�' 1AWA New surface bio-retention; ,� New surface bio-retention; collect overflow to DW culvert; cut and abandon r collect overflow to mainline storm upstream to next CB 1: 1,128 3 0 47.02 94.0 Feet This map is a user generated static output from an Internet mapping site and is reference only. Data layers that appear on this map may or may not be accura WGS_1984_Web_Mercator_Auxiliary_Sphere current, or otherwise reliat © City of Edmonds THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTIC Lynnv.oi. 1` -_ -. _. �...I. Y •,a ea - II r cae Legend a Storm Catch Basins O ❑ Edmonds r ❑ Private a� ■ Infiltration E Storm Manholes L O p Edmonds (n N O Private L Infiltration d Detention Facilities 3— 0 Culvert <all other values>= • Yes N O o Facility Feature U Creeks Storm Line -0 to — <all other values> 0 No, BNSF; No, COUNTY; No, LY +�+ MOUNTLAKE TERRACE; No, PC 3 SHORELINE; No, STATE; No, W Q — Yes, EDMONDS; Yes, PRIVATE; (n a Facility Lines N Storm Ditch AsBuilt X F— <all other values> LLI l PROPERTY, SEWER •+�� ui C PROPERTY, STORM .. r-+ PROPERTY, WATER Notes R Q Packet Pg. 70 1 2.5.b " City of Edmonds SD Site E 7-6 0 94.04 188.1 Feet This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, WGS_1984_Web_Mercator_Auxiliary_Sphere current, or otherwise reliable. © City of Edmonds THIS MAP IS NOT TO BE USED FOR DESIGN OR CONSTRUCTION -- f i rFera�-e j�j�ynrldW �ierrace Legend Storm Catch Basins ❑ Edmonds ❑ Private ■ Infiltration Storm Manholes p Edmonds O Private Infiltration A Detention Facilities Culvert <all other values> • Yes o Facility Feature Creeks Storm Line — <all other values> No, BNSF; No, COUNTY; No, LY MOUNTLAKE TERRACE; No, PC SHORELINE; No, STATE; No, W — Yes, EDMONDS; Yes, PRIVATE; Facility Lines N Storm Ditch ArcSDE.GIS.STREET CENTERLIN t x — <all other values> LLI N 1 ++ 2 5; 4 N E t Notes to Q Packet Pg. 71 1 2.6 City Council Agenda Item Meeting Date: 04/14/2020 Ordinance for Transfer of Homelessness Response Funds Staff Lead: Shane Hope Department: Development Services Preparer: Michelle Martin Background/History In the 2018 Budget, the Edmonds City Council approved $250,000 "to provide moneys with which to alleviate the problem of homelessness in Edmonds and the surrounding area." As of April 8, 2020, $225,443 remains unspent in this fund (General Fund, Edmonds Homelessness Response Subfund 018). Staff Recommendation Consider and discuss Narrative The City Council established in 2018 a Homelessness Response Fund, "to provide moneys with which to alleviate the problem of homelessness in Edmonds and the surrounding area." As of April 8, 2020, $225,443 remains unspent in this fund (General Fund, Edmonds Homelessness Response Subfund 018). Per ECC 3.85.010, no transfer from this fund is allowed without express consent of the Edmonds City Council. In response to the outbreak of COVID-19, Mayor Mike Nelson declared an emergency on March 5, 2020. Governor Inslee has also issued executive orders to address and mitigate the spread of COVID-19. COVID-19 impacts have had, and will continue to have, a significant impact on the local economy, including losses for many local businesses, employee lay-offs, and reduced hours for workers. Such impacts will lead to widespread economic hardships that disproportionately affect low- and moderate - income workers as a result of lost wages and reduced ability to pay for basic household expenses, including mortgage and rents. In addition, medical costs may be greater and, due to the closure of all Washington K-12 schools, household costs for food, childcare, and utilities may increase. To mitigate the negative effect on Edmonds residents facing these economic impacts and to contribute to housing stability, an emergency ordinance (attached) has been prepared to provide for transferring up to $100,000 of the existing Homelessness Response Fund to qualifying human services organizations to be used for assisting COVID-19-impacted individuals and families in Edmonds who earn less than 60% of the Snohomish County median income. Using $100,000 from this fund would leave a remainder of slightly more than $125,000. This remainder cannot be spent without express City Council approval. The proposed concept authorizes City staff to establish specific program requirements and enter into agreements with one or more qualifying human services organizations for a combined total not to exceed $100,000 for supporting and providing emergency aid to qualifying residents in Edmonds. Such Packet Pg. 72 2.6 aid may be for up to $1,000 per household for assistance with rent, food, medical, childcare, or utility costs. Receiving households must be residents of Edmonds who earned less than 60% of the Snohomish County median income in 2019 and can demonstrate reduced income or increased costs due to the COVID-19 outbreak. (Note: The 60% limit of county median income means the maximum qualifying total income for an affected two -person household would be $47,232.) These actions will protect the public health, safety, and welfare of Edmonds residents by potentially reducing the number of individuals and families entering into homelessness or unstable housing situations during the current pandemic. Attachments: HomelessnessResponseFund.Ord.Fnl Packet Pg. 73 2.6.a ORDINANCE NO. AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, TO AUTHORIZE TRANSFER OF UP TO $100,000 FROM THE CITY'S HOMELESSNESS RESPONSE FUND FOR A SHORT-TERM PROGRAM TO ASSIST COMMUNITY MEMBERS EXPERIENCING HARDSHIP IN MEETING CERTAIN BASIC NEEDS DUE TO THE IMPACTS OF COVID-19 AND DECLARING AN EMERGENCY WHEREAS, Chapter 3.85 ECC authorizes a homelessness response fund "to provide moneys with which to alleviate the problems of homelessness in Edmonds and the surrounding area"; and WHEREAS, Chapter 3.85 ECC prohibits the transfer of any funds from the Homelessness Response Fund without an authorizing ordinance having been adopted by the City Council; and WHEREAS, our city and region are experiencing a public health emergency due to the COVID-19 pandemic, which has led to sudden job losses and lower paychecks for some residents, as well as increased household costs to deal with COVID-19 impacts; and WHEREAS, households earning 60% or less of the county median income are most affected by sudden changes to incomes and expenses; and WHEREAS, the Mayor has declared an emergency of the city due to the COVID-19 crisis; and WHEREAS, pursuant to Article 8, Section 7 of the Washington constitution, the City is allowed to use public funds "for the necessary support of the poor and infirm;" and WHEREAS, RCW 35A.12.130 allows city councils to adopt public emergency ordinances, provided that the ordinance is passed by a majority plus one of the city council and meets other requirements of the statute; and WHEREAS, the City has determined that COVID-19 and its associated impacts have created a public health emergency, making it necessary for the protection of public health and Packet Pg. 74 2.6.a public safety to adopt an emergency ordinance to prevent homelessness and reduce health and safety impacts by providing temporary assistance to qualifying households; and WHEREAS, assistance to qualifying household may be provided through transfer of moneys from the City's existing Homelessness Response Fund; NOW THEREFORE; THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, ORDAINS AS FOLLOWS: Section 1. To limit the negative effect on Edmonds residents facing serious economic impacts, which may include income loss and increased costs due to COVID-19, the city council hereby authorizes the transfer of up to $100,000 from the Homelessness Response Fund. City staff may establish specific program requirements and enter into agreements with one or more qualifying human services organizations, which will, collectively, grant up to $100,000 from the Homelessness Response Fund to support and provide emergency aid to qualifying residents of Edmonds. The qualifying human services organizations may distribute aid from this fund in amounts up to $1,000 per household for assistance with rent, food, medical, childcare, or utility costs. Receiving households must be residents of Edmonds who earned less than 60% of the Snohomish County median income in 2019 and can demonstrate reduced income or increased costs due to the COVID-19 outbreak. Section 2. The authority provided in Section 1 shall end by July 30, 2020. Funds not distributed to qualifying households by that date shall be returned to the City. Section 3. Any organization providing emergency aid under Section 1 shall provide a written report to the City by August 31, 2020, about the amount of aid given, the purpose and criteria by which it was distributed, and any other pertinent information. Section 4. Severability. If any section, subsection, clause, sentence, or phrase of this ordinance should be held invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. Section 5. Declaration of Emergene . The City Council hereby declares that an emergency exists necessitating that this Ordinance take effect immediately upon passage by a majority vote Packet Pg. 75 2.6.a plus one of the whole membership of the Council, and that the same is not subject to a referendum (RCW 35A.12.130). The region is in the midst of a state of emergency due to the COVID-19 virus, which has also become an economic emergency for many households, particularly those who earned less than 60% of the Snohomish County median income in 2019. Section 6. Publication. This Ordinance shall be published by an approved summary consisting of the title. Section 7. Effective Date. This Ordinance shall take effect and be in full force and effect immediately upon passage, as set forth herein, as long as it is approved by a majority plus one of the entire membership of the Council, as required by RCW 35A.12.130. If it is only approved by a majority of the Council, it will take effect five days after passage and publication. APPROVED: MAYOR MIKE NELSON ATTEST/AUTHENTICATED: CITY CLERK, SCOTT PASSEY APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: IM JEFF TARADAY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO. Packet Pg. 76 2.6.a SUMMARY OF ORDINANCE NO. of the City of Edmonds, Washington On the day of , 2020, the City Council of the City of Edmonds, passed Ordinance No. A summary of the content of said ordinance, consisting of the title, provides as follows: AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, TO AUTHORIZE TRANSFER OF UP TO $100,000 FROM THE CITY'S HOMELESSNESS RESPONSE FUND FOR A SHORT-TERM PROGRAM TO ASSIST COMMUNITY MEMBERS EXPERIENCING HARDSHIP IN MEETING CERTAIN BASIC NEEDS DUE TO THE IMPACTS OF COVID-19 AND DECLARING AN EMERGENCY The full text of this Ordinance will be mailed upon request. DATED this day of , 2020. CITY CLERK, SCOTT PASSEY 4 Packet Pg. 77 2.7 City Council Agenda Item Meeting Date: 04/14/2020 Ordinance Authorizing Extension of Development Permit Expiration Dates Due to COVID-19 Impacts Staff Lead: Shane Hope Department: Development Services Preparer: Rob Chave Background/History The City of Edmonds issues development permits with standard expiration dates for each. COVID-19 has significantly slowed or halted the ability of many construction and repair projects with active permits to move forward. Staff Recommendation Consider the proposed ordinance now. At the next Council meeting, adopt it. Narrative The City of Edmonds issues development permits with standard expiration dates for each. Some types of permits may be extended but only through a special process and additional fee. COVID-19 has significantly slowed or halted the ability of many construction and repair projects, with active permits, to move forward. This disruption is partly due to the additional process and safety precautions that are necessary to mitigate the spread of COVID-19. In addition, many projects have been slowed or halted under the Governor's "Stay Home --Stay Healthy" Proclamation ("the Proclamation), which prohibits or limits many kinds of construction and repair projects during the Proclamation's effective date. Currently, the Proclamation's effective date is through May 4, 2020 and may be extended. The proposed ordinance (attached), in recognition of COVID-19 impacts, authorizes City staff to extend the expiration date of active permits, without a special process or extension fee, by 120 days. The authority for such extensions does not apply to permits issued after the Proclamation's effective date has ended. Attachments: Permit. Extension Packet Pg. 78 2.7.a ORDINANCE NO. AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, TO AUTHORIZE EXTENSION OF THE EXPIRATION DATE FOR ACTIVE DEVELOPMENT PERMITS DUE TO IMPACTS OF COVID-19 WHEREAS, the City of Edmonds issues development permits with standard timelines for each; and WHEREAS, currently, the expiration date for some types of permits may be extended through a special process and additional fee; and WHEREAS, the COVID-19 crisis in our region has slowed the ability of development projects to move forward, in part because of employee health issues, social distancing requirements, and additional needed health/safety measures; and WHEREAS, the Governor's Stay Home —Stay Healthy Proclamation (20-25) ("the Proclamation") was issued on March 23, 2020 and subsequently extended to be in effect at least through May 4, 2020; and WHEREAS, the Proclamation prohibited many kinds of construction and repair projects from going forward and has resulted in slow -downs of projects that otherwise are allowed as essential activities; and WHEREAS, the Mayor has declared an emergency of the city due to the COVID-19 crisis; and WHEREAS, the City recognizes that many approved development projects will need a longer -than normal time to be completed due to COVID-19 impacts; NOW THEREFORE; THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, ORDAINS AS FOLLOWS: Section 1. To recognize the increased time needed for the completion of construction projects due to COVID-19 impacts, the expiration date of all active development permits shall be Packet Pg. 79 2.7.a automatically extended, without any application or additional fee, for 120 days beyond the permit's stated, or if not stated, standard expiration date; Section 2. The authority provided in Section 1 shall not apply to permits issued after the Proclamation's effective date has ended. Section 3. Severability. If any section, subsection, clause, sentence, or phrase of this ordinance should be held invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. Section 4. Effective Date. This ordinance, being an exercise of a power specifically delegated to the City legislative body, is not subject to referendum and shall take effect five (5) days after passage and publication of an approved summary thereof consisting of the title. APPROVED: MAYOR MIKE NELSON ATTEST/AUTHENTICATED: CITY CLERK, SCOTT PASSEY APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: IM JEFF TARADAY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO. Packet Pg. 80 2.7.a SUMMARY OF ORDINANCE NO. of the City of Edmonds, Washington On the day of , 2020, the City Council of the City of Edmonds, passed Ordinance No. A summary of the content of said ordinance, consisting of the title, provides as follows: AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON. TO AUTHORIZE EXTENSION OF THE EXPIRATION DATE FOR ACTIVE DEVELOPMENT PERMITS DUE TO IMPACTS OF COVID-19 The full text of this Ordinance will be mailed upon request. DATED this day of , 2020. CITY CLERK, SCOTT PASSEY 3 Packet Pg. 81 2.8 City Council Agenda Item Meeting Date: 04/14/2020 Discussion of Proposed Crisis Financial Management Policy Staff Lead: Scott James Department: Administrative Services Preparer: Scott James Background/History COVID-19 is having an unprecedented impact on all of us. It came in very quickly and requires a quick response from the Administration. Additionally, we will not know its final toll on us for many weeks or even several months from today. However, we as a City must start to take action to address the financial distress COVID-19 is causing our City. The goal of the proposed Crisis Financial Management Policy (Policy) is ensure that the City will be able to sustain on -going operations and to set financial guidelines for City Council, Mayor and staff to follow. The Policy will meet these goals by keeping Mayor, Council and Citizens informed of financial threats to the City and by establishing trigger points requiring specific action to ensure that the financial challenges are dealt with in a timely, prudent and cost effective manner. Here are the key takeaways: Activation of the policy requires a Proclamation of a regional or national crisis by the Mayor, State Governor and United States President The policy established three levels of financial response to the crisis with each level being progressive Crisis financial management reporting to Council will be required Staff Recommendation Discuss the proposed policy Narrative The goal of tonight's agenda item is to discuss the proposed policy. The Administration's plan is to discuss the projected financial impacts of COVID-19 is having on our City at subsequent at a Council meeting. Attachments: Proposed Crisis Financial Management Policy Packet Pg. 82 2.8.a City of Edmonds lnc. I s9v Proposed Crisis Financial Management Policy 2020 Packet Pg. 83 2.8.a City of Edmonds Crisis Financial Management Policy "Crisis Financial Management" refers to financially disruptive events that may materially impact the City's finances, either from an expenditure or revenue perspective. A. Purpose The Crisis Financial Management Policy (Policy) is established to ensure that the City can sustain on -going operations. It will trigger measures to ensure that financial challenges to the General Fund are dealt with in a timely, prudent and cost effective manner. The Policy sets forth guidelines for City Council, Mayor and staff to use to identify and close spending gaps. The intent of the Crisis Financial Management Policy is to: • Inform Mayor, City Council and Citizens of impending financial threats to City's ability to sustain on -going operations; • Establish trigger points implementing the Crisis Financial Management Plan; • Promote consistency and continuity in the decision making process; • Demonstrate a commitment to long-range financial planning objectives; and • Ensure that budgetary decisions are incorporated into long-range financial planning. B. Activation A Proclamation of regional or national crisis by City of Edmonds Mayor, Washington State Governor or United States President has been issued, and the crisis is expected to cause significant decline in the General Fund's revenue projections or requiring significant increases in expenditures to respond to the crisis. The Mayor has the power to declare the "Crisis" as a fiscal emergency based upon one of the following having occurred: •o • A natural catastrophe; a. • An immediate threat to health and public safety; or • Other significant event such as war or economic depression. E The Crisis declared by the Mayor must be approved by a simple majority of the City Council. Once Council approves the Mayor's declaration and when trigger points listed below have been met, activation of this Policy will become effective. C. Trigger Points for Implementation The severity of the Revenue declines or Expenditure increases will dictate how the City Administration will address the fiscal crisis and balance the General Fund Budget. • Level 1: — If unanticipated fund balance declines are greater than 5% due to Crisis related revenue declines and/or Crisis related expense increases, then a hiring freeze for all new employees will be implemented with the exception for the hiring of specific crisis intervention employees. If Level I is implemented, Mayor or Mayor's designee must notify Council. Note: Mayor has authority to determine whether the new employees meets the crisis intervention criteria. • Level 2 —If unanticipated fund balance declines are greater than 10% or it is anticipated that the combined fund balances of the General Fund and the Contingency Reserve Fund 2 Packet Pg. 84 2.8.a City of Edmonds Crisis Financial Management Policy will drop below 20% due to revenue declines and/or Crisis related expenses increases, then the Mayor or Mayor designee must, in order of priority: 1) Place a moratorium on all non -Crisis related General Government debt issuance. 2) Freeze all non -essential expenditures that -may include capital outlays for projects, equipment or land. 3) Use unappropriated fund balances from the General Fund Subfunds to balance the General Fund budget. 4) Finally, the Administration will be authorized to utilize the Contingent Reserves to balance the budget. The Mayor or Mayor's designee must provide Council monthly updates on unanticipated fund balance and revenue declines and expense increases. • Level 3: — If the Contingency Reserve Fund Balance is exhausted and the anticipated General Fund Reserves are projected to fall below 16%, then the Mayor or Mayor's designee must present a Crisis Financial Management Plan to Council within one month after these conditions have been met. The Plan must include details explaining how the Administration will restore the General Fund and the Contingency Reserve Fund fund balances to match policy requirements within the next twelve months. Council must adopt the Plan within one month after receipt of the Plan. D. Crisis Financial Management Reporting Crisis Financial Management Plan reports to must be delivered to Council once per month and c include: >% • Level of response being implemented o • Timeline the Plan covers aa. • Primary causes for the Revenue declines and the expected time period for the decline • Updated projections for revenues loses, expenditure increases and use of fund balance 0 reserves • Expected outcome from Expenditure increases and time commitment for increases • If a Level 3 response is warranted, then a list of expenditure reductions by type with discussion on impacts to the related Level of Service and how the reduction affects the City's budget priorities. Packet Pg. 85 6.1 City Council Agenda Item Meeting Date: 04/14/2020 Approval of Council Meeting Minutes of April 7, 2020 Staff Lead: Scott Passey Department: City Clerk's Office Preparer: Scott Passey Background/History N/A Staff Recommendation Review and approve the draft meeting minutes on the Consent Agenda. Narrative N/A Attachments: 04-07-2020 Draft Council Meeting Minutes Packet Pg. 86 6.1.a EDMONDS CITY COUNCIL VIRTUAL ONLINE MEETING DRAFT MINUTES April 7, 2020 ELECTED OFFICIALS PRESENT Mike Nelson, Mayor Adrienne Fraley-Monillas, Council President Kristiana Johnson, Councilmember Luke Distelhorst, Councilmember Diane Buckshnis, Councilmember Vivian Olson, Councilmember Susan Paine, Councilmember Laura Johnson, Councilmember STAFF PRESENT Jim Lawless, Acting Police Chief Phil Williams, Public Works Director Scott James, Finance Director Angie Feser, Parks, Rec. & Cultural Serv. Dir Jeff Taraday, City Attorney Scott Passey, City Clerk 1. CALL TO ORDER/PLEDGE OF ALLEGIANCE The Edmonds City Council virtual online meeting was called to order at 7:00 p.m. by Mayor Nelson. The meeting was opened with the Pledge of Allegiance. 2. LAND ACKNOWLEDGEMENT Councilmember Distelhorst read the City Council Land Acknowledge Statement: "We acknowledge the original inhabitants of this place, the Sdohobsh (Snohomish) people and their successors the Tulalip Tribes, who since time immemorial have hunted, fished, gathered, and taken care of these lands. We respect their sovereignty, their right to self-determination, and we honor their sacred spiritual connection with the land and water." 3. ROLL CALL City Clerk Scott Passey called the roll. All elected officials were present, participating remotely. 4. APPROVAL OF AGENDA COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCIL PRESIDENT FRALEY- MONILLAS, TO APPROVE THE AGENDA IN CONTENT AND ORDER. MOTION CARRIED UNANIMOUSLY. 5. INTERVIEW FOR APPOINTMENT TO A CITY BOARD OR COMMISSION 1. PFD BOARD CANDIDATE INTERVIEW Edmonds City Council Draft Minutes April 7, 2020 Page 1 Packet Pg. 87 Finance Director Scott James explained the City Council is required to approve the appointment of Public Facilities District (PFD) Board Members. The PFD Board has five members; tonight is appointment of the fourth member and the PFD will be recruiting a fifth member. The Council interviewed PFD Board candidate William Willcock. He responded to the following questions: • (Councilmember Olson) Describe your involvement with the Edmonds Center for the Arts (ECA). My wife and I have lived in Edmonds for the past 29 years and watched the ECA be established and grow and understand its importance in the economic and social vitality of the City and appreciate that deeply. We enjoy attending events as well as participating in the ECA's fundraising. The ECA compliments my desire to continue volunteerism in the Edmonds area and beyond and help the City sustain and grow its quality of life. • (Councilmember L. Johnson )Why do you want to serve in this capacity and what experience do you bring? I would like to bring my experience to the benefit of the ECA and to the City. I have served on corporate boards as well as participated in non profits in the past in the Edmonds area. I worked for AT&T for 20+ years in corporate development and served on the boards of several of their minority interests which allows me to appreciate the mechanics of how boards work and their importance in governance in the corporate arena. In a non-profit environment, I started the Edmonds High School Athletic Booster Club and served as president and treasurer for several years and helped fund school activities. • (Councilmember Buckshnis) Thank you for volunteering at the Edmonds Food Bank. I am impressed with your resume and skills. Describe your senior management experience in the high tech industry and how that would transform as you work with the PFD. These are uncertain times due to COVID-19. I have had various projects throughout my career, many in response to emergency -type situations. That experience has brought a certain level-headedness, thinking and problem -solving that is fact -based. I worked for Net Scout Corporation, a billion dollar company in network engineering and quality optimization sector, whose CEO, Anil Singhal, wrote a book that is applicable in this environment, "Lean But Not Mean. " One of the values Mr. Singhal incorporated into the organization that came to light in the recent downturn was first, take care of employees and families and he recently approved a six-month window were all jobs are secure regardless of the bottom line. From that he took the ability to be bold, think outside the box and help to the fullest extent possible, in this instance, maintain the ECA's livelihood. • (Councilmember K. Johnson) These are difficult times and the PFD is not a profit -making organization. How can the employees be supported without relying on the City to fund the PFD? In my limited experience with David Brewster (PFD President) and Joe Mclalwain (ECA Executive Director), I have been impressed with their responsiveness to the situation, their ability to get key issues that needed attention in front of the board, for example the SBA PPP loan to reduce the reliance on the City. • (Councilmember Distelhorst) I appreciate your comments about helping and supporting employees. Do you have any ideas about how the ECA and PFD can ensure its programming is accessible to all from an equity, diversity and inclusion perspective? When I was a school board candidate in 2015 I was invited to field questions at the NAACP conference; the way he described himself there was, at the end of the day I have an open heart and an open mind. I am very impressed with the City and the ECA recognizing the Salish at the beginning of meetings/events. The ECA has done a good job with their programming balancing events and reaching out to different cross -sections of the local and extended community. I would like to understand what the Board can do to help build and sustain that. • (Councilmember Paine) During the 2008 downtown, you were critical in ensuring athletic programs were funded across the school district. Tell us about that. The district's athletic programs were faced with an approximately $800,000 shortfall. The booster clubs from the three high schools pled their case to the District superintendent as well as worked behind the scenes to Edmonds City Council Draft Minutes April 7, 2020 Page 2 Packet Pg. 88 help understand the finances associated with running the program, what was reasonable to expect, and rallying booster club members in email campaigns as well as getting the school board to fund a portion of the $800, 000. • (Council President Fraley-Monillas) I have attended PFD meetings that he has attended. Thank you for taking time out of your schedule to participate. Mayor Nelson advised Mr. Willcock's appointment to the PFD Board is on the Consent Agenda so approval of the Consent Agenda includes approving his appointment to the PFD Board. 6. AUDIENCE COMMENTS (SUBMITTED VIA EMAIL) Public comments may be submitted to the City Council at the following email address: PublicComment@Edmondswa.gov. See Attached. 7. APPROVAL OF CONSENT AGENDA ITEMS Councilmember Buckshnis requested Item 7.3, Approval of Council Special Meeting Minutes of March 27, 2020, be removed from the Consent Agenda. COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY OLSEN, TO APPROVE THE CONSENT AGENDA AS AMENDED. MOTION CARRIED UNANIMOUSLY. The agenda items approved are as follows: 1. APPROVAL OF COUNCIL SPECIAL MEETING MINUTES OF MARCH 22, 2020 2. APPROVAL OF COUNCIL SPECIAL MEETING MINUTES OF MARCH 24, 2020 4. APPROVAL OF CLAIM, PAYROLL AND BENEFIT CHECKS, DIRECT DEPOSIT AND WIRE PAYMENTS 5. PFD BOARD CANDIDATE CITY COUNCIL APPOINTMENT 8. ITEMS REMOVED FROM CONSENT 1. APPROVAL OF COUNCIL SPECIAL MEETING MINUTES OF MARCH 27, 2020 (Previously Consent Agenda Item 3) Councilmember Buckshnis requested the 6' paragraph under Item 6.1 on page 2 (page 58 of the packet) be revised to read, "Councilmember Buckshnis reealled raised a point of order in that it reconsiderations had been d have occurred both ways,..." COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCIL PRESIDENT FRALEY- MONILLAS, TO APPROVE THE MARCH 27, 2020 MINUTES AS AMENDED. MOTION CARRIED UNANIMOUSLY. 9. ACTION ITEMS 1. EDMONDS PUBLIC FACILITIES DISTRICT INTERLOCAL AGREEMENT AMENDMENT Finance Direct Scott James reviewed: Edmonds City Council Draft Minutes April 7, 2020 Page 3 Packet Pg. 89 The primary sources of intergovernmental revenues the PFD collects are: o Direct Sales Tax Rebate (State of Washington) ■ Since Formation of the Edmonds PFD, Direct Sales Tax Allocation = 0.0333% of taxable sales within the City ■ Direct Sales Tax Allocation comes out of State share of taxes collected ■ No Restrictions on use of funds o Tier 1 Sales Tax Allocation (Snohomish County) ■ Amount set in 2001 and does not changes ■ Tier 1 allocations come from Snohomish County ■ 2020 Tier 1 allocation is $324,871 ■ No Restrictions on use of funds o Tier 2 Sales Tax Allocation (Snohomish County) ■ Amount is determined on an annual basis ■ The Tier 2 comes out of excess County Collections ■ 2020 Tier 2 allocation is $237,882 ■ Use of funds are restricted for Debt Service Payments Only Mr. James explained the reason this item is on the agenda tonight is the County and the four PFDs operating in the County have agreed to move up the timeline for the Tier 2 allocation payments. However, to move up the payment timelines, Council has to approve this proposed amendment to the ILA. The PFDs ae asking that the timelines be moved up to give each of them access to funds sooner. Mr. James reviewed: Addendum No. 3 Amendment o Primary purpose of this amendment is: ■ Move up timing of allocation payments to the Edmonds PFD to provide some funding relief o Currently there are two scheduled allocations payments: ■ May 1 st ■ November 1 st o The proposed amendment would: ■ Move up the May 1st payment to seven days after the Addendum No. 3 is ratified ■ Move up the November 1st payment to July 1st Summary of Addendum No. 3 o Move up payment allocation dates o Provide funding relief to PFD Recommendation: Approve ordinance amending the ILA for Development of the Edmonds Center authorizing Addendum No. 3 Councilmember Buckshnis commented this is a brilliant idea. She asked if the other three entities had approved the addendum. Mr. James was not certain where they were in the approval process. Councilmember Buckshnis expressed support for the addendum, finding it a very smart thing to do considering the current environment. The funds have already been collected and are in trust and she supported providing it to the PFDs earlier instead of the scheduled May and November dates. Council President Fraley-Monillas expressed support, noting the ECA has taken a heavy hit due to the cancellation of shows and have had to layoff 9-10 part-time staff. She was concerned if funding was not provided, they may need to eventually shutter the facility. COUNCILMEMBER PAINE MOVED, SECONDED BY COUNCILMEMBER OLSON, TO APPROVE ORDINANCE NO. 4182, AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AUTHORIZING THE EXECUTION AND DELIVERY OF ADDENDUM NO. 3 TO INTERLOCAL AGREEMENT FOR DEVELOPMENT OF THE EDMONDS CENTRE FOR Edmonds City Council Draft Minutes April 7, 2020 Page 4 Packet Pg. 90 6.1.a THE ARTS; AUTHORIZING CERTAIN OTHER ACTIONS IN CONNECTION THEREWITH; AND FIXING A TIME WHEN THE SAME SHALL BE EFFECTIVE. MOTION CARRIED UNANIMOUSLY. 2. FIRST QUARTER 2020 BUDGET AMENDMENT Finance Director Scott James reviewed: • 14 Decision Packages totaling $1,906,212 in new expenditures o Of these 14 Decision Packages, 3 are fully or partially self -funded • $527,741 in new revenues • Overall Fund Balance reduced by $1,378,471 • Decision Packages DP1 $9,053 Snowplow DP2 $47,000 Museum Elevator Fire Recall DP3 $45,000 City Hall Electronic Card Reader System and Install DP4 $340,278 City Hall Elevator DP5 $10,483 L&I Stay -at -Work Reimbursement DP6 $7,020 Police Sergeant Assessment DP7 $19,100 Admiral Way Crosswalk Reimbursement from Port of Edmonds DP8 $19,946 Guardrail Program DP9 $2,800 Flower Program DP10 $0 Swedish & 761h Waterline Replacement DPII $110,000 Storm & Sewer Pipe Rating DP 12 $3,941 1 % for Arts Transfer DP13 $26,971 AWC Retro-Pro ram Premium DP14 $1,283,720 Dayton Street Stormwater Pump Station • Summary of the 1 st Quarter Budget Amendment o Revenues are increased by $527,741 o Expenditures are increased by $1,906,212 o Ending Fund Balance is decreased by $1,378,471 Council President Fraley-Monillas asked about the assessment center for a sergeant. Acting Police Chief Jim Lawless explained the assessment center is required by the civil service rules for promotion within the Police Department. Guidelines are provided in the civil service rules. For over 30 years, the Police Department has engaged an outside firm to conduct the assessment center, basically a testing process. The City currently contracts with Public Safety Testing. It is a multi -stage process including an initial written exam and the assessment center is a daylong process where the department works with PST to develop a series of exercises and helps facilitate bringing in outside assessors from other departments to evaluate the performance of the participants. The assessment center is done for the corporal, sergeant and assistant chief levels. Council President Fraley-Monillas referred to $520 in the proposed amendment to cover food costs for the participants of the center. Chief Lawless answered that was for the assessors who are other command - level officers from outside departments who volunteer to assist to evaluate candidates. The assessment center usually last from 7 a.m. to 6-7 p.m. The assessors cannot leave as it is an ongoing process and they work through lunch. It is a standard practice throughout the region; may agencies reimburse assessors for travel time and/or lodging. It has been approved and vetted by the auditor and has been a standard practice for years. Council President Fraley-Monillas said the estimated food cost is $350; but the request is $520. She acknowledged this was minor in the scheme of things but she was concerned with the level of spending Edmonds City Council Draft Minutes April 7, 2020 Page 5 Packet Pg. 91 when the amendment states $520 to cover food costs, yet the estimated food cost is $350. Chief Lawless answered the decision package was written by HR they oversee the civil service process. He was uncertain why the numbers were different. There are typically 8-10 assessors and a couple role players. There is a light breakfast and snacks throughout the day and a boxed lunch. This is standard for the assessment center, a small payback for them donating their entire day. Council President Fraley-Monillas asked if she could amend it to $350 instead of $520. Chief Lawless said it was not his decision package but he would find a way to make that work. COUNCIL PRESIDENT FRALEY-MONILLAS MOVED, SECONDED BY COUNCILMEMBER L. JOHNSON , TO REDUCE THE FOOD COST IN DP6 FROM $520 TO $350. Councilmember K. Johnson pointed out there was not a main motion on the table, therefore an amendment was not appropriate. COUNCIL PRESIDENT FRALEY-MONILLAS WITHDREW HER MOTION. Councilmember Paine asked the status of the Museum and City Hall elevator jobs and the City Hall card reader. Public Works Director Phil Williams advised the card reader project has been completed. The City Hall elevator has not yet begun and is due to start later this year. The Museum elevator is nearing completion. Councilmember Paine asked whether it was a common practice to trust that the budget amendment would be successful and what happened if the amendment was not approved. Mr. Williams answered the City Hall project, budgeted at $300,000 in 2019, was supposed to be completed last year. In the interim, a few items needed to be added to make the project successful which was the additional $40,000. The $40,000 is the focus of the budget amendment; the remainder of the Museum project and the card reader were covered by funds budgeted in 2019 but not spent in 2019. For example, the City Hall elevator was submitted as a $340,000 carryforward budget amendment, but it should have been submitted as a $300,000 carryforward and the $40,000 as a first quarter budget amendment. The funds are from monies in the approved 2019 facilities budget that were not spent. Councilmember Buckshnis referred to DP15 and asked if the City was still getting $504,700 from the State appropriation. Mr. Williams said the Dayton Street Stormwater Pump Station is an important predecessor project to the Marsh rehab. The total project is $2.181M, the $1.283M in the budget amendment is the remaining funds to be spent in 2020 to complete the construction. The reason for the budget amendment is to recognize the $504,700 in new revenue (legislative appropriation) and commit it to the project. Councilmember Buckshnis referred to DP 11, $110,000 for a consultant to film the pipes. She asked whether City staff had done this work in the past. Mr. Williams answered yes, City staff is continually videoing sewer pipes including a comprehensive look every three years to provide data to assist with prioritizing capital investments in the existing sewer system. The City recently converted to high definition cameras that produce images with incredible detail but the rating of pipes is a fairly labor intensive process. It has been done inhouse but a company is now available to rate the pipes and the cost per foot is more competitive than doing it with the City's own resources. Each year there is a great deal of maintenance in the water and sewer systems that doesn't get done; to the extent this could free up labor hours, the intent would be to apply them to the backlog of maintenance. Councilmember Buckshnis said although staff does a great job and she has seen the video of the pipes, she was concerned about the additional expenditure at this time. Edmonds City Council Draft Minutes April 7, 2020 Page 6 Packet Pg. 92 6.1.a Council President Fraley-Monillas agreed with Councilmember Buckshnis, commenting now was probably not the best time for this expenditure. COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCIL PRESIDENT FRALEY- MONILLAS, TO APPROVE FIRST QUARTER BUDGET AMENDMENT ORDINANCE NO. 4183. COUNCILMEMBER BUCKSHNIS MOVED, SECONDED BY COUNCIL PRESIDENT FRALEY- MONILLAS, TO AMEND THE MOTION TO REMOVE DP11, $110,000 RELATED TO STORM & SEWER PIPE RATING. Mr. Williams clarified no staff would be hired for this, it would be a contract -for -service with a private sector company to do the rating. Councilmember L. Johnson expressed support for the amendment. She recognized this was a promising service and would like to revisit it in 2021. In these unusual and uncertain times in 2020, this was not the year to try this. AMENDMENT CARRIED UNANIMOUSLY. COUNCIL PRESIDENT FRALEY-MONILLAS MOVED, SECONDED BY COUNCILMEMBER OLSON, TO AMEND THE MOTION TO CHANGE THE FUNDING FOR FOOD IN DP6 FROM $520 TO $350 AS INDICATED IN THE DOCUMENT. AMENDMENT CARRIED (6-1), COUNCILMEMBER K. JOHNSON VOTING NO. MAIN MOTION AS AMENDED CARRIED UNANIMOUSLY. 3. COUNCIL COMMITTEE MEETINGS Council President Fraley-Monillas explained if Council committee meetings are held next week, they will need to be held individually and sequentially. An option is to hold a committee of the whole with all Councilmembers in attendance. She anticipated the number of items scheduled for committees will be fewer than currently anticipated. Recognizing that items the Council is to discuss must be related to COVID-19 or critical City functions, Councilmember L. Johnson expressed support for a committee of the whole so all Councilmembers receive information at the same time. Councilmember Paine suggested the committee meetings could also be staggered. Councilmember Distelhorst expressed interest in committee of the whole considering there were will fewer issues and in this emergency situation, it would be helpful for all Councilmembers to receive the same information. Councilmember Buckshnis agreed with holding a committee of the whole. She suggested beginning with City Attorney Jeff Taraday explaining to citizens about the Governor's suspension of certain statutory requirements in the Open Public Meetings Act (OPMA). She explained a committee of the whole was appropriate under the Governor's direction. Mr. Taraday explained under the OPMA proclamation, it makes no different whether regular committee meetings or a committee of the whole is held. Every item on the committee agenda, whether a regular committee or committee of the whole, still has to pass the same tests under the OPMA proclamation. If the Council decides to schedule a committee of the whole, it Edmonds City Council Draft Minutes April 7, 2020 Page 7 Packet Pg. 93 6.1.a would be committee action so no Council action could occur. If the Council wanted the ability to take final action on something, a special Council meeting would need to be scheduled. Councilmember Buckshnis referred to the OPMA proclamation that states governing bodies can only address items related to the COVID-19 emergency. She suggested that proclamation be made available to the public as many are not visiting the Governor's website to review the specifics related to the OPMA proclamation.. Mr. Taraday clarified the proclamation does not restrict the Council to COVID-19-related business; the Council is still allowed to address necessary and routine matters. Councilmember Olson expressed interest in a committee of the whole. Councilmember Paine thanked Mr. Taraday for his explanation about Council action versus committee action, noting that was her concern about committee of the whole. She was okay with either committee meetings or a committee of the whole. Council President Fraley-Monillas acknowledged no action would be taken next week whether there individual committee meetings or a committee of the whole. She said several of the items scheduled for committees next week will be returned to the full Council including some COVID-19-related issues so it made sense to have a committee of the whole. Having a committee of the whole meeting would also accommodate Councilmember-requested items related to COVID-19. Mr. Taraday clarified the Council can hold a special Council meeting next week, there is nothing preventing that. There are three choices, 1) special Council meeting, 2) committee of the whole, and 3) regular committees. He did not mean to suggest that the Council could not have a Council meeting next week. Council President Fraley-Monillas asked if any Councilmember was opposed to a committee of the whole and who preferred individual committee meetings. There was no indication that anyone was opposed. Council President Fraley-Monillas suggested holding a regular Council meeting next week with the items that would have been on the committee agendas. Mr. Taraday answered if there is a committee of the whole meeting next week, the most that committee can do is forward things onto Consent Agenda the following week. If a Council meeting is held next week, instead of a committee of the whole, the Council can take action on items. Council President Fraley-Monillas asked Councilmembers' preference, whether to hold a Council meeting with the committee meeting agenda items on the agenda or a committee of the whole. Councilmember Buckshnis suggested holding a committee of the whole; and if necessary, the Council could hold a special meeting. There are a number of things the Council needs to discuss that the public is interested in hearing about. Council President Fraley-Monillas asked if Councilmember Buckshnis' suggestion was to hold a committee of the whole meeting followed by a Council meeting. Councilmember Buckshnis said a special Council meeting could be held following a committee of the whole meeting. Councilmember L. Johnson preferred to call a special meeting and review committee of the whole information. Things are changing daily and it may be appropriate to take action on Tuesday without the need to schedule another meeting. Councilmembers Olson, Distelhorst and Paine agreed with Councilmember L. Johnson. Edmonds City Council Draft Minutes April 7, 2020 Page 8 Packet Pg. 94 6.1.a Mr. Taraday relayed his understanding of the Council's consensus, hold a committee of the whole and a Council meeting back-to-back so action can be taken if necessary. Councilmember L. Johnson said her intent was a special meeting in which the Council would discuss committee of whole items. She wanted to have the ability to do whatever the Council needed to do in one day without having to call another special meeting. Mayor Nelson suggested holding a committee of the whole followed by a special Council meeting. 10. MAYOR'S COMMENTS Mayor Nelson recognized the citizens who have been lost due to the COVID-19 virus. On his and the entire City's' behalf, he expressed his heart and sympathies to the family members, anyone impacted, sick now or in the future, or who has been hurt by the virus. 11. COUNCIL COMMENTS Councilmember Paine echoed Mayor Nelson's condolences for the loss of community members; each contribute in their own way, are important members of their families and friends and their loved ones will miss them greatly. She commented it was tough some days to watch the news and see the numbers increasing at a rapid rate. She urged self -care and to remember all the good that people are doing during this stressful time. She was glad to see Mr. Willcock apply for the vacancy on the PFD Board; he was one of the miracle workers and essential ingredients for the Edmonds School District during the economic decline in 2008. She welcomed Parks, Recreation & Cultural Services Director Angie Feser. Councilmember K. Johnson expressed appreciation for Mayor Nelson's comments; she too is mourning those lost to COVID-19 and those who are currently ill. She requested next week's meeting include a report from Mr. James regarding the fiscal impact of COVID-19 on the City in terms of compensation as well as more information regarding the $200,000 Mayor Nelson allocated for non -profits community organizations in the City. The City Council has a fiscal responsibility to understand how funds are spent. It was her understanding the funds were gathered from several departments and she asked for the details. Councilmember Distelhorst relayed his heartfelt condolences to everyone suffering from the pandemic, both health -wise and financially. The Council hears its citizens and is beginning to take action to respond to the needs of the community. He advised he appointed Kevin Smith to the Economic Development Commission; Mr. Smith has a great heart and mind to work for equality across the community. Councilmember Buckshnis agreed the situation was tragic. She thanked the first responders and all the people volunteering and spreading joy, and the tremendous amount of good spirit. She thanked citizens who have called her and was glad they are all safe. For those interested in the City's investment portfolio, the City's investments are all low risk and include bonds, CDs, etc. Recognizing a future recession or even depression, she assured the Council, Mayor and staff have citizens' backs and we will get through this much stronger, unfortunately with the loss of some people, but it will be a part of history. Council President Fraley-Monillas reported she has lost two friends to COVID-19 and she expected more losses. A report this morning indicated the number of COVID-19 cases in Snohomish County is declining slightly, but it is important to maintain isolation. She welcomed Ms. Feser. She thanked Councilmembers and staff for participating in virtual Council meetings. Councilmember Olson echoed Council President Fraley-Monillas' encouraging news on the number of COVID-19 cases in Snohomish County thanks to the cooperation of citizens. She encouraged the public to continue to stay home, relaying a news report that said as COVID-19 declines, it will be more like a Edmonds City Council Draft Minutes April 7, 2020 Page 9 Packet Pg. 95 6.1.a dimmer switch than a light switch, a gradual easing back into routines and life. All levels of government are thinking about and talking about what businesses might be added back, recognizing there are hardships with all the limitations in place from both a mental health standpoint as well as financial impacts. In the meantime, she encouraged citizens to visit the KeepEdmondsStrong website to learn how to help businesses and non -profits. Businesses can communicate with consumers via the LoveEdmonds website. Councilmember L. Johnson offered her sincere condolences to the families in Edmonds who have lost a loved one to COVID-19. They are in our thoughts and the passing of their loved one is a loss to the whole community. She offered her continued appreciation for frontline workers, healthcare workers, EMS, grocery, delivery people, and City staff, everyone working to keep the public safe and keep essential services running. She recognized each and every person doing their part to flatten the curve; it appears to be working. We are all doing what is necessary to protect health and save lives, but it is not easy and many sacrifices continue to be made. She thanked everyone for their sacrifices. 12. ADJOURN With no further business, the Council meeting was adjourned at 8:27 p.m. Edmonds City Council Draft Minutes April 7, 2020 Page 10 Packet Pg. 96 6.1.a Public Comment Submitted for 4/7/20 Council Meeting: 3/29 Jeffrey Meade, Subject: God gave humans the right to defend ourselves. The Second Amendment stops you from infringing on those rights. "URGENT ACTION NEEDED: 2nd Amendment attacked by Edmonds City Council tonite (Tues). 1) Plz email them. 2) Plz join me there B4 Inslee's Wed lockdown. By Tim Eyman I Mar 24, 2020 An attack on one of us is an attack on all of usl went to Bellingham last night. They put us in the balcony. We were prohibited from speaking. There was good news and bad news: Good: the city council voted to instruct the city attorney to examine the constitutionality of the anti-2nd Amendment provisions in the Bellingham Municipal Code (subsections 5, 7, 9). Bad: The city council did not listen to the 700 Pro-2A Patriots who emailed them. The council banned public testimony "for safety reasons" (them speaking was safe, citizens speaking was dangerous). The council voted to pass their emergency ordinances without removing subsections 5, 7, & 9 from the Bellingham Municipal Code.This is a partial but significant victory. They will hear from us again soon. As I was driving to Bellingham last night, I was notified that the Edmonds City Council is passing an emergency ordinance tonight (Tues, March 24, 7pm, 121 5th Ave N, Edmonds) that adds this brand new language to the existing Edmonds Municipal Code empowering the mayor to issue orders with the force of law in an emergency. It includes this: G. An order prohibiting the carrying or possession of a firearm ...The image above appears on page 219 of their proposed emergency ordinance:http://edmondswa.igm2.com/Citizens/FileOpen.aspx?Type=1 &ID=2573&lnline=True. This is word-for-word exactly the same as subsection 9 of the Bellingham Municipal Code. Edmonds is going to vote tonight to add this unconstitutional attack on the 2nd Amendment to their city code. Let's tell them not to. I'm asking everyone to do 3 things: 1) Send emails to the mayor and city council (let's make it 700+) 2) Join me there tonight (before Inslee's Wednesday lockdown)3) Forward this update to your friends, family, and co-workers and ask them to do the same. Send them emails RIGHT NOW — here's how: In the "To" line, copy and paste: michael.nelson@edmondswa.gov; kristiana.johnson@edmondswa.gov; luke.distelhorst@edmondswa.gov; adrienne.monillas@edmondswa.gov; diane.buckshnis@edmondswa.gov; vivian.olson@edmondswa.gov; susan.paine@edmondswa.gov; laura.johnson@edmondswa.gov; council@edmondswa.gov; jamie.holter@edmondswa.gov; tim.eyman@gmail.com Subject line: Do not attack our 2nd Amendment rights — remove section G from your emergency ordinance. In the body of the email, copy and paste this or write something like this — TELL THEM HOW YOU FEEL: No government — certainly not a city — can prohibit citizens from carrying or possessing a firearm. It violates the US Constitution's 2nd Amendment and the Washington state Constitution's Article 1, Section 24 ("the right of the individual citizen to bear arms in defense of himself, or the state, shall not be impaired."). Your legislation is also illegal (KOMO 4 NEWS: Bellingham to pay $15,000 to a man who was threatened by a police officer Edmonds City Council Draft Minutes April 7, 2020 Page 11 Packet Pg. 97 6.1.a for wearing a holstered gun in a city park — https://komonews.com/archive/bellingham-to-pay- 15000-to-man-who-wore-gun-in-park). After the council listens to public testimony during this open public meeting, all it takes to remove this anti-2A provision is for one councilmember to make a motion to amend the emergency ordinance, another councilmember to second it, discuss it, then the council will vote to remove it. There is absolutely no justification for this blatantly unconstitutional — and illegal — provision and your emergency ordinance should be modified to remove it. Please confirm you received my email message. PLEASE, EVERYONE, send your emails immediately. ACTION ALERT: The Edmonds city council votes tonight. I will be there (Tues, March 24, 7:00pm, 121 5th Ave N, Edmonds) to speak out against this illegal provision because I'm very concerned the mayor and council will ignore us if all we do is send emails. In -person, vocal testimony has always been the most effective way to lobby politicians. Join me if you want to (1 day before Inslee's Wednesday lockdown). I hope to see you there. Don't be intimidated. If you don't speak out, they're going to think you don't care about your rights. " 4/4/20 Finis Tupper, Subject: Public Comment It's been 30 days since Mayor Michael Nelson declared by his Proclamation of a State of Emergency due to the COVID-19 pandemic. So, did the Mayor act legislatively by not at soonest available date bring forth a Resolution for City Council approval. I haven't been able to find a approved Council Resolution. Let's talk about what the Emergency Order failed to include: 1. Requiring Citizens to sing Happy Birthday when washing their hands, 2. Calling the virus COVID-19 instead of the Chinese Virus or better yet using the Democratic label the Trump Virus. 3. Requiring Citizens to have only one weeks supply of toilet paper. 4. Giving citizens a tax break instead of cosigning the 2 million dollar loan for the Edmonds Waterfront Center. 5. Outlawing of hand shaking and requiring citizens to sanitize their elbows before and after any elbow bumping. 6. The Mayor's Order outlawed guns but for forgot to include nunchucks, bear spray and bayonets. I could go on and on but enough is enough. Our Mayor Nelson is funny and running backwards on the political track. 4/6/20 Jon Killin, Subject: Construction should be Essential Hi, I'm writing to voice my concerns over the state wide 'stay home stay healthy' mandate which has not only shut down my construction business, but has also shut down my own new construction project in downtown Edmonds. Prior to the shut down, we had just received permits, demoed our house, and excavated for the new foundation. After the shut down, I was told by the city that they would no longer be doing any inspections on work that isn't deemed `essential'. I understand that their hands are possibly tied in the matter, but wanted to see if there was any way that the city would think about allowing construction to continue with stipulations (social distancing, safety procedures, etc.). Our own project, which is now just a giant hole in the ground with large mounds of dirt surrounding is technically 'safe and secure' at the moment, however another month or even two with rain, wind, etc. and the site could spoil and cause further costs during this already financially challenging time. Our foundation person and excavator both work alone and will be abiding by social distancing which is the true reason behind the shut down in the first place. I just wish some common sense would prevail here in Edmonds City Council Draft Minutes April 7, 2020 Page 12 Packet Pg. 98 6.1.a this matter. Restaurants, shops, and other business are able to provide online shopping, take out, and are able to work from home to provide an income for their family, while people who own construction companies are left with no options like that. Our employees can go on unemployment, however, as the business owner, loans, which will likely need to be paid back, are our only option. I know that these are trying times for everyone, and I'm not sure if this will doing anything, but wanted to at least reach out and share my thoughts. I appreciate your time. City of Edmonds business owner and resident. 4/7/20 Ken Reidy, Subject: Public Comment for April 7, 2020 City Council Meeting On March 27, 2020, during the time period subject to Governor Inslee's Proclamation 20-28, Edmonds City Council voted to pass Ordinance No. 4180, an ORDINANCE REMOVING ECC 6.60.090(G) FROM LIST OF MAYOR'S EMERGENCY POWERS. Assuming this action was allowed under Proclamation 20-28, 1 encourage City Council to do more than this. I encourage City Council to amend the April 7, 2020 Agenda to add an item to contemplate repeal of Ordinance No. 4177. Ordinance No. 4177 was rushed into on Sunday March 22"d and it contains errors such as its references to the "Emergency services coordinating agency (ESCA)". The ESCA was disbanded in 2015. As part of the contemplation of the repeal of Ordinance No. 4177, please ask Mayor Nelson and City Attorney Taraday to explain why there was no discussion of the City of Edmonds Comprehensive Emergency Management Plan (CEMP) during the emergency Council Meeting held on March 22, 2020. The CEMP, dated January 2017, was approved on April 18, 2017. The City's CEMP is important to the City operationally and it is a legally required document. The CEMP describes the basic strategies, assumptions, objectives and operational protocols which will guide the City's emergency management efforts through preparedness, response, recovery, and mitigation. To facilitate effective operations, the City's CEMP utilizes an Emergency Support Function (ESF) approach. Each ESF identifies the City Department primarily responsible for organizing response actions related to that ESF, as well as support departments and agencies. I can find no evidence that the City Council was told that the elimination of the Emergency Operations Board from the City's Emergency Management Organization results in the City's Code becoming inconsistent with the CEMP. The CEMP is a 265-page long document. The CEMP states on Page 39 that "This CEMP will be updated every four years". As such, I believe the CEMP needs to be updated later this year and it may make more sense to update E.C.0 6.60 at the same time. Were all members of the City Council aware of the CEMP and the ESF prior to your vote on Sunday March 22, 2020? Was there anything else you might not have been aware of before your vote on Sunday? The CEMP clearly states that City of Edmonds Ordinance 2224 and Municipal Code 6.60 are part of the authorities and references used in the completion of the 2017 version of the City's CEMP. It appears this topic has been looked at in detail in recent years. In January of 2019, the City posted a job opening for the position of Safety and Disaster Coordinator that referenced the CEMP. The CEMP clearly states that the Mayor or his/her successor may proclaim special emergency orders under Edmonds Municipal Code 6.60. As Ordinance No. 4177 contains errors and makes our Code inconsistent with our CEMP, I think it best to start this process over by repealing Ordinance No. 4177. Please consider such at tonight's City Council Meeting. Please appreciate, our CEMP requires the PRIMARY AGENCY known as the Emergency Operations Board. Ordinance No. 4177 struck the Emergency Operations Board from the City's Code, Chapter 6.60 ECC. Proclamation 20-28 greatly limits what City Council can do at this time. As Ordinance No. 4180 was passed 4 days after Governor Inslee issued Proclamation 20-28, it is reasonable to believe Council can repeal Ordinance No. 4177 during the time the Proclamation is effective. Why wait when there is time Edmonds City Council Draft Minutes April 7, 2020 Page 13 Packet Pg. 99 6.1.a to repeal right now? Remember — the public had no opportunity to provide input and facts before Council voted to pass Ordinance No. 4177. After repeal, Council can consider whether any changes need to be made to Chapter 6.60 ECC later in the year at the same time our CEMP is being updated. There can be a robust public process later this year, something I believe will be better accomplished in conjunction with the required update to the CEMP. Thank you for considering this. Next, I encourage City Council to amend the April 7, 2020 Agenda to add an item to discuss the following three facts: 1. The Mayoral Proclamation of Emergency signed my Mayor Nelson on March 5, 2020 failed to reference the City's Comprehensive Emergency Management Plan (CEMP). 2. Page 33 of the City's Comprehensive Emergency Management Plan (CEMP) clearly states that the Proclamation of Local Emergency must be ratified by the City Council as soon as practical following the emergency. 3. City Council never ratified the Mayoral Proclamation of Emergency signed my Mayor Nelson on March 5, 2020. Please discuss the above 3 facts and what needs to be done about it. Please consider whether Mayor Nelson needs to disclose to the public that his March 5, 2020 Proclamation was never ratified. Does a new Proclamation need to be done? I think so if the City Council believes a valid proclamation is needed. If so, please make sure the new proclamation includes reference to our CEMP before City Council considers ratification. Thank you 4/7/20 Gary Nelson, Subject: Re: Public Comment for April 7, 2020 City Council Meeting Good job! Thank you for the information. 4/7/20 Ken Reidy, Subject: Re: Public Comment for April 7, 2020 City Council Meeting Thank you — I hope the information and my requests are well received! 4/7/20 Gary Nelson, Subject: Re: Public Comment for April 7, 2020 City Council Meeting I hope so too. Edmonds City Council Draft Minutes April 7, 2020 Page 14 Packet Pg. 100 8.1 City Council Agenda Item Meeting Date: 04/14/2020 Frances Anderson Center Tenant Lease Ratification Staff Lead: Shannon Burley Department: Parks, Recreation & Cultural Services Preparer: Shannon Burley Background/History Each year the Parks Department works with Finance to determine the rate of inflation and subsequently updates the tenants 12 month lease agreements accordingly and issues new contracts. A resolution to ratify the contracts (which are included as exhibits in the resolution) and a matrix showing each tenant and their current rates can be found in the agenda memo for the Committee as a whole meeting earlier on this same date. Staff Recommendation Approve resolution Narrative Due to COVID-19 emergency we have been investigating opportunities to relieve stress to organizations impacted including our tenants. While conducting this research we discovered that these lease agreements have not been brought before council for many years. We believe they should have been and we are asking you to ratify them for 2020 which will enable us to bring a COVID-19 Tenant Relief Package forward for your review. Packet Pg. 101 8.2 City Council Agenda Item Meeting Date: 04/14/2020 Frances Anderson Center Tenant Relief Program Staff Lead: Shannon Burley Department: Parks, Recreation & Cultural Services Preparer: Shannon Burley Background/History For many years the Frances Anderson Center has been home to many community centric organizations. Serving a diverse population base from infant child care to senior specific programming, from pottery to youth sports and many things in between. Each signs a 12 month building use agreement with the city paying for the square footage that they occupy within the Frances Anderson Center building. There are currently 5 of the 7 Frances Anderson Center Tenants that are unable to operate during the stay at home order. The leases and payment matrix were shared during the lease ratification discussion prior to this agenda item. Staff Recommendation Approve proposed resolution (attached) which would authorize the administration to suspend lease payments for those organizations who lease space from the City and unable to operate due to and during the Governor's stay at home order. Narrative The financial impact to small businesses during the COVID-19 pandemic has been widely discussed and acknowledged. Collectively, we have authorized a 60-day moratorium on evictions of small businesses and non -profits and our Mayor appealed to landlords to "find a way to work with tenants to weather this financial storm" through open letter on March 27, 2020. The staff believe it is unfair to charge rent to the following tenants who are not legally allowed to use the leased premises as intended during the "Stay Home -Stay Healthy" order. We see great value in the services that these organizations provide to our citizens and feel this is one way in which we are able to support their efforts to remain in tact when this is over. The 5 impacted tenants and their monthly lease payments to the City are as follows: Edmonds Montessori Preschool - $2,358.90 Olympic Ballet - $5,211.17 Edmonds Arts Festival Foundation (art display space) - $608.80 Edmonds Senior Center - $890.25 Sno-King Youth Club - $1,761.71 Total: $10,785.83 per month At this time we are seeking relief for the month of April and potentially the month of May if the stay at Packet Pg. 102 8.2 home order were to be extended. The maximum allowable relief under this resolution is 5 months (through August) if the stay at home order were to last that long. There are two additional tenants at the Anderson Center who are continuing to operate and at this time staff is not recommending a reduction in payment. Main Street Kids and Sculptors Workshop. Main Street Kids has been impacted significantly however they continue to provide essential services to the community by remaining open to those who need them and they continue to collect revenue from their members. Sculptors Workshop has organized a social distancing schedule that enables their members to continue to work on their projects. Under this resolution both could request assistance which the staff would be authorized to evaluate and provide should they be unable to continue to serve their communities. The City does have additional leases with similar tenants however in most of those instances the tenants are paying a significantly reduced rate such as $1 or $10 per year. The tenants we seek relief for are the ones paying monthly per square foot to lease space and are unable to conduct business due to the building closure and stay at home orders. Driftwood Players pays $200 per month and may end up being one that is granted relief should they end up requesting it. A few words from Christi Kreft, owner of Edmonds Montessori: Edmonds Montessori School has independently operated in Edmonds at the Frances Anderson building since the late 80's. I myself (Christi Kreft) started working at Edmonds Montessori in summer 2000 and purchased the school in the summer of 2007. 1 have worked in the building for over 20 years and enjoyed ownership for 13 years. We are a small school and pride ourselves knowing our children as individuals and parents personally. The impact the COVID-19 pandemic has caused will be felt for months if not years to come. Providing immediate rent relief for those of us small businesses in the community directly impacted due to closure requirements from the local and state government agencies will allow us to process ways to recover. From Oleg Gorboulev, owner of Olympic Ballet: For OBS and OBT - we can't conduct full ballet class and rehearsal without space, sprang floor, and marley (special dance linoleum). There's really no alternative. You can't really teach ballet class over zoom due to same reasons. Mara and I are also concerned of dancers getting injured trying to do ballet classes over zoom or any other platforms. We sent out email last week to OBS students and parents waiving April tuition. Having rent relief for April would help us to stay sustainable at least for that time being. Thank you, Mayor and City Council for looking after small businesses. From Adam Quaintance of Sno King Youth Club: The cancellation of spring programming has a profound effect on SKYC. SKYC serves over 1500 kids during the spring season and depend on registration fees to operate. The financial impact of not having a season will be felt for some time. Attachments: 2020-04-08 resolution re waiver of rent during stay home order Packet Pg. 103 8.2.a RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, RELEASING CERTAIN OF THE CITY'S TENANTS FROM HAVING TO MAKE RENT PAYMENTS TO THE CITY DURING THE APPLICABILITY OF THE GOVERNOR'S "STAY HOME — STAY HEALTHY" ORDER WHEREAS, on February 29, 2020, Governor Inslee issued Proclamation 20-05, proclaiming a State of Emergency for all counties throughout the state of Washington as a result of the coronavirus disease (COVID-19) outbreak; and WHEREAS, the City of Edmonds Mayor, Mike Nelson, declared an emergency due to the COVID- 19 outbreak on March 5, 2020, and WHEREAS, on March 23, 2020, Governor Inslee issued Proclamation 20-25, entitled "Stay Home —Stay Healthy," which took effect at midnight on March 25, 2020 and was initially to remain in effect until midnight on April 6, 2020; and WHEREAS, on April 2, 2020, Governor Inslee issued Proclamation 20-25.1, which extended the "Stay Home —Stay Healthy" order to May 4, 2020; and WHEREAS, it is possible that the "Stay Home — Stay Healthy" order could be extended yet again for at least some portion of the activities that are prohibited by the order; and WHEREAS, the effect of the "Stay Home — Stay Healthy" proclamation is that many of the city's tenants cannot operate their programs and cannot make reasonable use of the space that they rent from the city; and WHEREAS, the City Council on March 24, 2020, passed a 60-day moratorium on evictions of small businesses and non -profits; and WHEREAS, on March 27, 2020, Mayor Nelson through an open letter, appealed to landlords to "find a way to work with tenants to weather this financial storm;" and WHEREAS, the City Council believes that it would be unfair to charge rent to those tenants who are legally not allowed to use the leased premises as intended during the time that the "Stay Home — Stay Healthy" order applies to them; and THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The Edmonds City Council hereby releases the tenants listed in Section 2, below, from the obligation to make rent payments under their respective building use agreements with the city from April 1, 2020 until such time that those tenants are allowed to resume normal operations under the Governor's "Stay Home — Stay Healthy" order; and Packet Pg. 104 8.2.a Section 2. The following tenants shall be subject to the release granted in Section 1, above: A. Edmonds Montessori Preschool — normally pays $2,358.90 per month; B. Olympic Ballet — normally pays $5,211.17 per month; C. Sno-King Youth Club — normally pays $1,761.71 per month; D. Edmonds Arts Festival Foundation — normally pays $608.80 per month; E. Edmonds Senior Center's space at the Frances Anderson Center — normally pays $890.25 per month; and F. Any other non-profit tenants of the city that are not able to make reasonable use of their leased premises due to the Governor's "Stay Home — Stay Healthy" order. Section 3. The City Council desires to also release the tenants listed in Section 2, above, from their obligation to pay leasehold excise tax. To the extent allowed by law, and without having to pay such leasehold excise tax to the state from city funds, the administration is directed not to collect leasehold excise tax from these tenants, PROVIDED THAT if there is no way to avoid paying leasehold excise tax to the state, then such tax shall be collected from the tenants. Section 4. The City Council hereby delegates to the administration the authority to exercise its reasonable discretion in determining when each of the tenants listed in Section 2 is deemed able to resume normal operations under the Governor's "Stay Home — Stay Healthy" order and, accordingly, in determining when to resume invoicing such tenants for rent payments due under their respective building use agreements, PROVIDED THAT, in no case shall the release of rent extend beyond August 31, 2020, without obtaining additional authority from the City Council. RESOLVED this day of April, 2020. CITY OF EDMONDS MAYOR, MIKE NELSON ATTEST: CITY CLERK, SCOTT PASSEY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: RESOLUTION NO. Packet Pg. 105 8.3 City Council Agenda Item Meeting Date: 04/14/2020 WAWARN - Utilities Helping Utilities Staff Lead: Phil Williams Department: Public Works & Utilities Preparer: Pamela Randolph Background/History The Covid-19 Crisis has exposed the vulnerability of our critical WWTP staffing needs. WAWARN is designed to provide a utility -to -utility response during an emergency. WAWARN agreements, when in place, do not require a local declaration of emergency. Statewide programs do not include private utilities; WAWARN agreements do. Statewide agreements are managed by the state emergency management agency; WAWARN is managed by utilities.During an emergency, the process and procedures to give and receive assistance are governed by articles in the WAWARN agreement. The agreement covers issues such as requesting assistance, giving assistance, reimbursement, workers' compensation, insurance, liability, and dispute resolution. There is no obligation to respond. It is up to the lending utility to determine if resources are available. Staff Recommendation Staff recommend that the City Council authorize Mayor Nelson to enter the City of Edmonds into the WAWARN Participant agreement for Mutual Aid and Assistance Agreement for Washington State WARN. Narrative WAWARN is a Water/Wastewater Agency Response Network that allows water and wastewater systems to receive rapid mutual aid and assistance from other systems in an emergency. Utilities sign the WARN standard agreement which then allows them to share resources with any other system in Washington that has also signed the agreement. The WAWARN member who needs help identifies the resources needed to respond. The WAWARN member can either directly contact a fellow WAWARN member who has the necessary resources or use a state specific process of requesting aid. Through the WAWARN Web site, a member can request emergency equipment (pumps, generators, chlorinators, evacuators, etc.) and trained personnel (i.e. treatment plant operators) that they may need in an emergency. The benefits to becoming a member are: No cost to become a member Increased emergency preparedness and coordination Enhance access to specialized resources Packet Pg. 106 8.3 A single agreement provides access to all member utilities statewide Provides access to resources during an emergency without precontractual limitations or retainer fees Signatories have a pre -established relationship under which they are able to share resources during an emergency at the discretion of each participating agency Is consistent with the National Incident Management System (NIMS) Provides a list of emergency contacts and phone numbers Reduces administrative conflicts Agreement contains indemnification and workers' compensation provisions to protect participating utilities, and provides for reimbursement of costs, as needed Increases hope that recovery will come quickly Attachments: wawarn-brochure warn -mutual -aid -agreement Packet Pg. 107 8.3.a For more information: o -00 0 oD State WARN Chair o m ;Iv Dave Brown x o � (509) 575-6154 CO david.brown@yakimawa.gov D N E ° � _ o, m C v � v � N r a All 0 2 w. r � C i Q N 2 N N vater/ vvastewater agency Response Network E s c� Q Packet Pg. 108 WARN: Utilities Helping Utilities What is WARN? WARN is a Water/Wastewater Agency Response Network that allows water and wastewater systems to receive rapid mutual aid and assistance from other systems in an emergency. Utilities sign the WARN standard agreement which then allows them to share resources with any other system in Washington that has also signed the agreement. How does a utility get assistance during an emergency? • The WARN member who needs help identifies the resources needed to respond. • The WARN member can either directly contact a fellow WARN member who has the necessary resources or use a state specific process of requesting aid. Are member utilities require to respond and send resources? There is no obligation to respond. It is up to the lending utility to determine if resources are available. What role does the Agreement play? During an emergency, the process and procedures to give and receive assistance are governed by articles in the WARN agreement. The agreement covers issues such as requesting assistance, giving assistance, reimbursement, workers' compensation, insurance, liability, and dispute resolution. How is WARN different from an existing statewide mutual aid program managed by emergency management? • WARN agreements do not require a local declaration of emergency. • Statewide programs do not include private utilities; WARN agreements do. • Statewide agreements are managed by the state emergency management agency; WARN is managed by utilities. What are the benefits of WARN? • There is no cost to participate and it's voluntary. • Increases emergency preparedness and coordination. • Provides a single agreement to access resources statewide. • The agreement contains provisions to protect participating utilities. • The agreement also provides for cost reimbursement. • Both private and public utilities may participate. Ott 17.-1 AL 8.3.a -� R � T Packet Pg. 109 8.3.b Mutual Aid and Assistance Agreement for Washington State for Intrastate Water/Wastewater Agency Response Network (WARN) As of.- 04113109 This Agreement ("Agreement") is made and entered into by public water and wastewater utilities that have executed this Agreement. ARTICLE I PURPOSE Recognizing that emergencies may require aid or assistance in the form of personnel, equipment, and supplies from outside the area of impact, the signatories hereby establish an Intrastate Network for Mutual Aid and Assistance (the "Network"). Through the Network, Members (as further defined in this Agreement) may coordinate response activities and share resources during emergencies. ARTICLE II DEFINITIONS A. Authorized Official — An employee or officer of a Member agency that is authorized to: 1. Request assistance; 2. Offer assistance; 3. Decline to offer assistance; 4. Decline to accept offers of assistance, and 5. Withdraw assistance under this Agreement. B. Emergency — A natural or human -caused event or circumstance causing, or imminently threatening to cause, loss of life, injury to person or property, human suffering, significant financial loss, or damage to environment. For example, Emergencies may include fire, explosion, flood, severe weather, drought, earthquake, volcanic activity, spills or releases of oil or hazardous material, contamination, utility or transportation emergencies, disease, blight, infestation, civil disturbance, riot, intentional acts, sabotage and war that are, or could reasonably be beyond the capability of the services, personnel, equipment, and facilities of a Member to fully manage and mitigate by itself. C. Member — Any public agency which provides supply, transmission or distribution of water; or collection, conveyance or treatment services of storm water or waste water that executes this Agreement (individually a "Member" and collectively the "Members"). The Members are further classified as follows: 1. Requesting Member — A Member who requests aid or assistance under the Network. 2. Responding Member — A Member that responds to a request for aid or assistance under the Network. D. Period of Assistance — The period of time when a Responding Member Page 1 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 110 8.3.b assists a Requesting Member in response to a Request for Assistance. The Period of Assistance commences when personnel, equipment, or supplies depart from Responding Member's facility and ends when all of the resources return to the Responding Member's facility (i.e., portal to portal). E. National Incident Management System (NIMS): The national, standardized system for incident management and response that sets uniform processes and procedures for emergency response operations. F. Associate — Any non -utility participant approved by the Statewide Committee that provides a support role for the Network (such as the State Department of Health). An Associate does not execute this Agreement. ARTICLE III ADMINISTRATION The Network is administered through Regional Committees and a Statewide Committee. A. Regional Committees. The State is divided into regions that are geographically the same as the existing Department of Health Office of Drinking Water regions of the state, with the exception that the eastern region is divided to create a central region. Each region has a Regional Committee. Each Member within a region may appoint one person to be a member of its Regional Committee. Only those Regional Committee members appointed by Members are entitled to vote on matters before the Regional Committee. An Associate may be a non -voting member of a Regional Committee. Each Regional Committee shall elect a Chair by majority vote of the voting members of that Regional Committee and shall meet annually to review the operations and procedures of the Network. B. Statewide Committee. The Chairs of the Regional Committees are the voting members of the Statewide Committee. An Associate may be a non -voting member of the Statewide Committee. Further, the Statewide Committee also may include as non -voting members representatives from the Washington State Department of Health Office of Drinking Water, Washington State Department of Ecology, Washington State Emergency Management Division, Rural Community Assistance Corporation, Evergreen Rural Water of Washington, Washington State Public Health Laboratory, EPA Region 10, Washington Association of Sewer and Water Districts, and the Washington PUD Association. Under the leadership of a Statewide Committee Chair elected by majority vote of the voting members of the Statewide Committee, the Statewide Committee shall plan and coordinate emergency planning and response activities for the Network. C. Members' administrative activities shall be voluntary and members shall not be required to finance the administration of the Network, nor shall the Network hold real or personal property. Page 2 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 111 8.3.b ARTICLE IV PROCEDURES In coordination with the Regional Committees, and emergency management and public health systems of the State, the Statewide Committee shall develop and adopt operational and planning procedures for the Network that are consistent with this Agreement. The Statewide Committee shall review these procedures at least annually and shall update them as needed. ARTICLE V REQUESTS FOR ASSISTANCE A. Member Information: Promptly after executing this Agreement, the signatory Member shall deliver the following to the Statewide Committee: (1) a certified copy of the action of Member's governing body that authorized the signing of this Agreement and (2) an original signed Agreement. Each Member shall identify an Authorized Official and one alternate Authorized Official. Each Member shall provide current 24-hour contact information for its Authorized Officials to the Statewide Committee, which shall maintain a current list of all Members and the contact information for their Authorized Officials. The Statewide Committee shall provide to all Members an updated version of this list annually and whenever there is an addition or withdrawal of a Member and whenever there is a change of Authorized Officials' contact information. B. Request for Assistance. In the event of an Emergency, a Member's Authorized Official may request mutual aid and assistance from Members ("Request for Assistance"). Requests for Assistance may be made orally or in writing, provided that when a Request for Assistance is made orally, the Requesting Member shall, as soon as practicable, identify and transmit in writing the personnel, equipment and supplies requested. Requesting Members shall direct Requests for Assistance to Authorized Officials. The Statewide Committee shall provide specific protocols for Requests for Assistance as part of the procedures created pursuant to Article IV of this Agreement. C. Response to a Request for Assistance — Members are not obligated to respond to a Request for Assistance. After a Member receives a Request for Assistance, the receiving Member's Authorized Official shall evaluate whether to respond to the Request for Assistance, whether resources are available to respond, or if other circumstances would hinder response. Following the evaluation, the Authorized Official shall inform, as soon as possible, the Requesting Member whether the Member will respond to the Request for Assistance. If the Member is willing and able to provide assistance, the Member shall inform the Requesting Member of the type of available resources and the approximate arrival time of such assistance. D. Discretion of Responding Member's Authorized Official — No Member has any duty to respond to a Request for Assistance. When a Member receives a Request for Assistance, the Authorized Official shall have sole and absolute discretion Page 3 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 112 8.3.b as to whether or not to respond to the Request for Assistance, and if responding in the affirmative, to determine the availability of resources to be made available to the Requesting Member. The response of a Member's Authorized Official regarding the availability of resources to a Requesting Member shall be final. E. No Liability for Failure to Respond — No Member will be liable to any other Member for deciding not to respond to a Request for Assistance or otherwise failing to respond to a Request for Assistance. All Members hereby waive all claims against all other Members arising from or relating to any Member's decision to not respond to a Request for Assistance or to any Member's failure to respond to a Request for Assistance. ARTICLE VI RESPONDING MEMBER PERSONNEL A. National Incident Management System -When providing assistance under this Agreement, the Requesting Member and Responding Member are encouraged (but are not obligated) to be organized and function under NIMS. B. Coordination and Records — Employees of the Responding Member will remain under the direction and control of the Responding Member to the fullest extent possible. The Responding Member is an independent contractor at all times. The Requesting Member's Authorized Official shall coordinate response activities with the designated supervisor(s) of the Responding Member(s). The Responding Member's designated supervisor(s) shall keep accurate records of work performed by personnel during the Period of Assistance and for the equipment and supplies provided during work. C. Food and Shelter — Whenever practical, Responding Member personnel must be self sufficient for up to seventy-two (72) hours. Whenever practical, the Requesting Member shall supply adequate food and shelter for Responding Member personnel. If the Requesting Member is unable to provide food and shelter for Responding Member personnel, the Responding Member's designated supervisor is authorized to secure the food and shelter necessary to meet the needs of its personnel. D. Communication — The Requesting Member shall provide Responding Member personnel with communications equipment as available, radio frequency information to program existing radios if appropriate, or telephone contact numbers, in order to facilitate communications with local responders and utility personnel. Each Requesting Member shall provide contact information for an individual with whom Responding Member's personnel may coordinate while en -route for access, staging instructions and other logistical requirements. E. Status - Unless otherwise provided by law, the Responding Member's officers and employees shall have the same powers, duties, rights, privileges, and immunities as if they were performing their duties in the jurisdiction in which they are Page 4 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 113 8.3.b normally employed. F. Licenses and Permits — To the extent permitted by law, Responding Member personnel that hold licenses, certificates, or permits evidencing professional, mechanical, or other skills shall be allowed to carry out activities and tasks relevant and related to their respective credentials during a Period of Assistance. ARTICLE VII RIGHT TO WITHDRAW RESOURCES A. Right to Withdraw - A Responding Member may withdraw some or all of its resources at any time for any reason, as determined in the Responding Member's sole and absolute discretion. The Responding Member shall communicate written or oral notice of intention to withdraw all or some of a Responding Member's resources to the Requesting Member's Authorized Official as soon as practicable under the circumstances. To the greatest extent possible, but without limiting in any way a Responding Member's sole and absolute discretion, a Responding Member's determination to withdraw some or all of its resources provided to a Requesting Member should consider the status of the incident and incident stability, to minimize any adverse impacts from the withdrawal of resources by a Responding Member. B. No Liability for Withdrawal - No Member will be liable to any other Member for first responding to a Request for Assistance by providing resources (such as personnel, materials, and equipment) and later withdrawing or refusing to continue to provide some or all of those resources. All Members hereby waive all claims against all Members arising from or relating to such a withdrawal or refusal. ARTICLE VIII COST- REIMBURSEMENT The Requesting Member shall reimburse the Responding Member for all costs incurred by the Responding Member during a Period of Assistance, unless otherwise agreed in writing by both Members. A. Personnel — The Requesting Member shall reimburse the Responding Member for personnel costs incurred for work performed during a Period of Assistance. Responding Member personnel costs will be calculated according to the terms provided in their employment contracts, hourly rate schedules or other conditions of employment. The Responding Member's designated supervisor(s) shall keep accurate records of work performed by personnel during a Period of Assistance. The Requesting Member shall include in its reimbursement of the Responding Member all personnel costs, including salaries or hourly wages, costs for fringe benefits, and indirect costs. Unless otherwise agreed in writing, the Requesting Member shall reimburse the Responding Member for all reasonable and necessary costs associated with providing food and shelter for the Responding Member's personnel, if the food and shelter are Page 5 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 114 8.3.b not provided by the Requesting Member. The Requesting Member is not required to reimburse the Responding Member for food and shelter costs in excess of State per diem rates unless the Responding Member demonstrates in writing that the excess costs were reasonable and necessary under the circumstances. B. Equipment — The Requesting Member shall reimburse the Responding Member for the use of equipment during a Period of Assistance, including, but not limited to, reasonable rental rates, all fuel, lubrication, maintenance, transportation, and loading/unloading of loaned equipment. The Requesting Member shall return all equipment to the Responding Member in good working order as soon as is practicable and reasonable under the circumstances. If equipment cannot be returned in good working order, then Requesting Member shall either provide in -kind replacement equipment to Responding Member at no cost to Responding Member or pay to Responding Member the actual replacement cost of the equipment. Reimbursement rates for equipment use will be no less than the Federal Emergency Management Agency's (FEMA) Schedule of Equipment Rates. If a Responding Member uses rates different from those in the FEMA Schedule of Equipment Rates, the Responding Member shall provide such rates orally or in writing to the Requesting Member prior to supplying the equipment. If reimbursement rates are to be different than those in the FEMA Schedule of Equipment rates, Responding Member and Requesting Member shall agree in writing on which rates will be used prior to dispatch of the equipment to the Requesting Member. Requesting Member shall reimburse for equipment not referenced on the FEMA Schedule of Equipment Rates based on actual recovery of costs. If a Responding Member is required to lease equipment while its equipment is being repaired because of damage due to use during a Period of Assistance, Requesting Member shall reimburse Responding Member for such rental costs. C. Materials and Supplies — The Requesting Member shall reimburse the Responding Member in kind or at actual replacement cost, plus handling charges, for use of expendable or non -returnable supplies by the Responding Member during a Period of Assistance. The Responding Member shall not charge direct fees or rental charges to the Requesting Member for other supplies and reusable items that are returned to the Responding Member in a clean, damage -free condition. Reusable supplies that are returned to the Responding Member with damage will be treated as expendable supplies for purposes of cost reimbursement. D. Payment Period — In order to be reimbursed, the Responding Member shall provide an itemized bill to the Requesting Member no later than ninety (90) days following the end of the Period of Assistance for all expenses incurred by the Responding Member while providing assistance to a Requesting Member under this Agreement. The Responding Member may request additional time to submit the itemized bill, and Requesting Member shall not unreasonably withhold consent to such a request. The Requesting Member shall pay the itemized bill in full on or before the forty-fifth (45t") day following the billing date. The Requesting Member may request additional time to pay the itemized bill, and Responding Member shall not unreasonably withhold consent to such a request, but in no event will payment in full occur later than one year after the date a final itemized bill is submitted to the Page 6 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 115 8.3.b Requesting Member. If a Responding Member disputes a portion of an itemized bill, the Requesting Member shall promptly pay those portions of the bill not under dispute, pending the resolution of the payment of the disputed portion of the bill. E. Records - Where a Responding Member provides assistance to a Requesting Member under this Agreement, both Members shall provide the other Member access to the books, documents, notes, reports, papers and other records relevant to this Agreement for the purposes of reviewing the accuracy of a cost bill or making or undergoing a financial, maintenance or regulatory audit. Both Members shall maintain these records for at least three (3) years or longer where required by law. ARTICLE IX DISPUTES NEGOTIATION Members shall first attempt to resolve any controversy, claim or other dispute arising out of or relating to this Agreement by direct negotiation. MEDIATION To the extent not resolved by direct negotiation, Members shall mediate any controversy, claim or other dispute arising out of or relating to this Agreement. Mediation is a condition precedent to arbitration. Unless the disputing Members agree otherwise, the mediation will be administered by the American Arbitration Association (AAA) under its Construction Industry Mediation Procedures. The disputing Members shall pay in equal shares the mediator's fee and any filing fees. Unless otherwise agreed by the disputing Members, the disputing Members shall (1) hold the mediation no later than thirty (30) days after a disputing Member delivers a request for mediation to the other disputing Members and (2) hold the mediation at the location of the Requesting Member. Agreements reached in mediation will be enforceable as settlement agreements. ARBITRATION To the extent not resolved by mediation, Members shall arbitrate all controversies, claims and other disputes arising out of or relating to this Agreement. Unless the disputing Members agree otherwise, the arbitration will be administered by the AAA in accordance with its Construction Industry Arbitration Rules in effect on the date a disputing Member makes a demand for arbitration. A disputing Member may make a demand for arbitration before negotiation or mediation if it appears that a claim might be barred by a statute of limitations if the demand were made after the negotiation or mediation. However, in such a case the arbitration will be stayed until the conclusion of negotiation and mediation. The decision and award rendered by the arbitrator(s) shall be final, and judgment may be entered upon it in accordance with applicable law in any court having jurisdiction thereof. Page 7 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 116 8.3.b ARTICLE X DUTY TO INDEMNIFY To the extent of its fault, a Member shall defend, indemnify, and hold harmless all other Members, their elected officials, Authorized Officials, officers, employees and agents from any and all costs, claims, judgments, losses, awards of damage, injury, death and liability of every kind, nature and description, including the reasonable cost of defense and attorneys' fees, directly or indirectly arising from or relating to this Agreement (collectively, "Indemnified Claims"). This indemnity obligation extends to all Indemnified Claims against a Member by an employee or former employee of another Member, and for this purpose, by mutual negotiation, each Member hereby expressly waives, with respect to each other Member only, all immunity and limitation under any applicable industrial insurance act, including Title 51 of the Revised Code of Washington, other worker compensation acts, disability benefit acts or other employee benefit act of any jurisdiction which would otherwise be applicable in the case of Indemnified Claims. ARTICLE XI WORKER'S COMPENSATION AND SITE CONDITIONS The Responding Member is responsible for providing worker's compensation benefits and administering worker's compensation for its employees. The Requesting Member is responsible for providing worker's compensation benefits and administering worker's compensation for its employees. Each Member shall promptly identify to the other Members concerns about site safety, environmental concerns, and other working conditions. The Safety Officer appointed within the Incident Command System during the Period of Assistance shall address specific safety conditions and mitigations. ARTICLE XII NOTICE Unless otherwise provided in this Agreement, all notices must be in writing. Notice to a Member must be delivered to the Member's Authorized Official. ARTICLE XIII EFFECTIVE DATE This Agreement shall be effective with respect to each Member when that Member's authorized representative executes the Agreement. The Statewide Committee shall maintain a master list of all Members. ARTICLE XIV WITHDRAWAL Page 8 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 117 8.3.b A Member may withdraw from this Agreement at any time by providing to the Statewide Committee Chair written notice of withdrawal signed by the withdrawing Member's Authorized Official or other person authorized by the withdrawing Member's governing body. Any withdrawal will be effective upon receipt by the Statewide Committee Chair of the notice of intent to withdraw. If there is no Statewide Committee Chair, the withdrawing Member shall provide written notice to each Member in its region, and the withdrawal will be effective upon delivery of those notices. Once withdrawal from this Agreement is effective, the withdrawing Member will have no further obligations under this Agreement, except that withdrawal from this Agreement will not affect any indemnification or reimbursement obligation under this Agreement that arises prior to the effective date of the withdrawal. ARTICLE XV TERMINATION This Agreement shall terminate in its entirety when there are less than two Members. Termination of this Agreement will not affect any indemnification or reimbursement obligation under this Agreement arising prior to the termination. The Statewide Committee Chair shall provide written notice of termination to all remaining Members of the Agreement. ARTICLE XVI AMENDMENT This Agreement may be amended if, after written notice of a proposed amendment to all Members, the proposed amendment is approved by a majority of Members in each region. The Statewide Committee Chair shall provide written notice to all Members of approved amendments. Approved amendments will take effect sixty (60) days after the date the notice is sent to the Members. ARTICLE XVII SEVERABILITY The parties agree that if any term or provision of this Agreement is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular term or provision held to be invalid. ARTICLE XVIII PROHIBITION ON THIRD PARTIES AND ASSIGNMENT OF RIGHTS/DUTIES Notwithstanding rights of subrogation asserted by a Member's insurance provider, this Agreement is for the sole benefit of the Members and no other person or entity shall have any rights under this Agreement as a third party beneficiary nor shall any Member owe duty to a third party not a signatory of this Agreement by virtue of this Agreement. Assignments of benefits and delegations of duties created by this Page 9 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 118 8.3.b Agreement are prohibited and of no effect. ARTICLE XIX GOVERNING LAW This Agreement is governed by the law of the State of Washington, specifically RCW 39.34, Interlocal Cooperation Act. ARTICLE XX EXECUTION IN COUNTERPARTS This Agreement may be executed in any number of counterparts and by different parties in separate counterparts. Each counterpart when so executed shall be deemed to be an original and all of which together shall constitute one and the same Agreement. The water and wastewater utility listed below executed this Agreement on this day of 202. Water/Wastewater Utility: Title: Please Print Name 20 Title Please Print Name Approved as to form : Attorney for Member Please Print Name Page 10 of 10 Mutual Aid and Assistance Agreement for Washington State WARN Packet Pg. 119 8.4 City Council Agenda Item Meeting Date: 04/14/2020 Ordinance for Homelessness Response Fund Transfer to Mitigate COVID-19 Impacts Staff Lead: Shane Hope Department: Development Services Preparer: Michelle Martin Background/History In the 2018 Budget, the Edmonds City Council approved $250,000 "to provide moneys with which to alleviate the problem of homelessness in Edmonds and the surrounding area." As of April 8, 2020, $225,443 remains unspent in this fund (General Fund, Edmonds Homelessness Response Subfund 018). Staff Recommendation Adopt Narrative The City Council established in 2018 a Homelessness Response Fund, "to provide moneys with which to alleviate the problem of homelessness in Edmonds and the surrounding area." As of April 8, 2020, $225,443 remains unspent in this fund (General Fund, Edmonds Homelessness Response Subfund 018). Per ECC 3.85.010, no transfer from this fund is allowed without express consent of the Edmonds City Council. In response to the outbreak of COVID-19, Mayor Mike Nelson declared an emergency on March 5, 2020. Governor Inslee has also issued executive orders to address and mitigate the spread of COVID-19. COVID-19 impacts have had, and will continue to have, a significant impact on the local economy, including losses for many local businesses, employee lay-offs, and reduced hours for workers. Such impacts will lead to widespread economic hardships that disproportionately affect low- and moderate - income workers as a result of lost wages and reduced ability to pay for basic household expenses, including mortgage and rents. In addition, medical costs may be greater and, due to the closure of all Washington K-12 schools, household costs for food, childcare, and utilities may increase. To mitigate the negative effect on Edmonds residents facing these economic impacts and to contribute to housing stability, an emergency ordinance (included with the agenda memo for the Committee as a Whole) has been prepared to provide for transferring up to $100,000 of the existing Homelessness Response Fund to qualifying human services organizations to be used for assisting COVID-19-impacted individuals and families in Edmonds who earn less than 60% of the Snohomish County median income. Using $100,000 from this fund would leave a remainder of slightly more than $125,000. This remainder cannot be spent without express City Council approval. The proposed concept authorizes City staff to establish specific program requirements and enter into agreements with one or more qualifying human services organizations for a combined total not to Packet Pg. 120 8.4 exceed $100,000 for supporting and providing emergency aid to qualifying residents in Edmonds. Such aid may be for up to $1,000 per household for assistance with rent, food, medical, childcare, or utility costs. Receiving households must be residents of Edmonds who earned less than 60% of the Snohomish County median income in 2019 and can demonstrate reduced income or increased costs due to the COVID-19 outbreak. (Note: The 60% limit of county median income means the maximum qualifying total income for an affected two -person household would be $47,232.) These actions will protect the public health, safety, and welfare of Edmonds residents by potentially reducing the number of individuals and families entering into homelessness or unstable housing situations during the current pandemic. Attachments: HomelessnessResponseFund.Ord.Fnl Packet Pg. 121 8.4.a ORDINANCE NO. AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, TO AUTHORIZE TRANSFER OF UP TO $100,000 FROM THE CITY'S HOMELESSNESS RESPONSE FUND FOR A SHORT-TERM PROGRAM TO ASSIST COMMUNITY MEMBERS EXPERIENCING HARDSHIP IN MEETING CERTAIN BASIC NEEDS DUE TO THE IMPACTS OF COVID-19 AND DECLARING AN EMERGENCY WHEREAS, Chapter 3.85 ECC authorizes a homelessness response fund "to provide moneys with which to alleviate the problems of homelessness in Edmonds and the surrounding area"; and WHEREAS, Chapter 3.85 ECC prohibits the transfer of any funds from the Homelessness Response Fund without an authorizing ordinance having been adopted by the City Council; and WHEREAS, our city and region are experiencing a public health emergency due to the COVID-19 pandemic, which has led to sudden job losses and lower paychecks for some residents, as well as increased household costs to deal with COVID-19 impacts; and WHEREAS, households earning 60% or less of the county median income are most affected by sudden changes to incomes and expenses; and WHEREAS, the Mayor has declared an emergency of the city due to the COVID-19 crisis; and WHEREAS, pursuant to Article 8, Section 7 of the Washington constitution, the City is allowed to use public funds "for the necessary support of the poor and infirm;" and WHEREAS, RCW 35A.12.130 allows city councils to adopt public emergency ordinances, provided that the ordinance is passed by a majority plus one of the city council and meets other requirements of the statute; and WHEREAS, the City has determined that COVID-19 and its associated impacts have created a public health emergency, making it necessary for the protection of public health and Packet Pg. 122 8.4.a public safety to adopt an emergency ordinance to prevent homelessness and reduce health and safety impacts by providing temporary assistance to qualifying households; and WHEREAS, assistance to qualifying household may be provided through transfer of moneys from the City's existing Homelessness Response Fund; NOW THEREFORE; THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, ORDAINS AS FOLLOWS: Section 1. To limit the negative effect on Edmonds residents facing serious economic impacts, which may include income loss and increased costs due to COVID-19, the city council hereby authorizes the transfer of up to $100,000 from the Homelessness Response Fund. City staff may establish specific program requirements and enter into agreements with one or more qualifying human services organizations, which will, collectively, grant up to $100,000 from the Homelessness Response Fund to support and provide emergency aid to qualifying residents of Edmonds. The qualifying human services organizations may distribute aid from this fund in amounts up to $1,000 per household for assistance with rent, food, medical, childcare, or utility costs. Receiving households must be residents of Edmonds who earned less than 60% of the Snohomish County median income in 2019 and can demonstrate reduced income or increased costs due to the COVID-19 outbreak. Section 2. The authority provided in Section 1 shall end by July 30, 2020. Funds not distributed to qualifying households by that date shall be returned to the City. Section 3. Any organization providing emergency aid under Section 1 shall provide a written report to the City by August 31, 2020, about the amount of aid given, the purpose and criteria by which it was distributed, and any other pertinent information. Section 4. Severability. If any section, subsection, clause, sentence, or phrase of this ordinance should be held invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this ordinance. Section 5. Declaration of Emergene . The City Council hereby declares that an emergency exists necessitating that this Ordinance take effect immediately upon passage by a majority vote Packet Pg. 123 8.4.a plus one of the whole membership of the Council, and that the same is not subject to a referendum (RCW 35A.12.130). The region is in the midst of a state of emergency due to the COVID-19 virus, which has also become an economic emergency for many households, particularly those who earned less than 60% of the Snohomish County median income in 2019. Section 6. Publication. This Ordinance shall be published by an approved summary consisting of the title. Section 7. Effective Date. This Ordinance shall take effect and be in full force and effect immediately upon passage, as set forth herein, as long as it is approved by a majority plus one of the entire membership of the Council, as required by RCW 35A.12.130. If it is only approved by a majority of the Council, it will take effect five days after passage and publication. APPROVED: MAYOR MIKE NELSON ATTEST/AUTHENTICATED: CITY CLERK, SCOTT PASSEY APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: IM JEFF TARADAY FILED WITH THE CITY CLERK: PASSED BY THE CITY COUNCIL: PUBLISHED: EFFECTIVE DATE: ORDINANCE NO. Packet Pg. 124 8.4.a SUMMARY OF ORDINANCE NO. of the City of Edmonds, Washington On the day of , 2020, the City Council of the City of Edmonds, passed Ordinance No. A summary of the content of said ordinance, consisting of the title, provides as follows: AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, TO AUTHORIZE TRANSFER OF UP TO $100,000 FROM THE CITY'S HOMELESSNESS RESPONSE FUND FOR A SHORT-TERM PROGRAM TO ASSIST COMMUNITY MEMBERS EXPERIENCING HARDSHIP IN MEETING CERTAIN BASIC NEEDS DUE TO THE IMPACTS OF COVID-19 AND DECLARING AN EMERGENCY The full text of this Ordinance will be mailed upon request. DATED this day of , 2020. CITY CLERK, SCOTT PASSEY Packet Pg. 125 8.5 City Council Agenda Item Meeting Date: 04/14/2020 Council Discussion of City Code Chapter 6.60 Staff Lead: Council Department: City Council Preparer: Maureen Judge Background/History At the request of Councilmembers Buckshnis and Olson, the Council will review City Code Chapter 6.60 in its entirety at the first available Council meeting. Staff Recommendation N/A Narrative Council is asked to review the existing code in Chapter 6.60 and the Comprehensive Emergency Management Plan approved on 4/18/17. As supporting documentation, please find attached the Interlocal agreement with Snohomish County dated 2/4/16 establishing the Department of Emergency Management and Ordinance 3196, the last update to Chapter 6.60 in 1998, and an email from Councilmember Buckshnis outlining questions to consider in the discussion. Attachments: Chapter 6.60 DISASTER PREPARATION AND COORDINATION 04-18-17CEMPAccepteclChangeswithPromulgationLetter Agreement_Sno. Co. Dept. Emergency Management Services Ordinance 3196 CM Buckshnis Email Packet Pg. 126 4/8/2020 Chapter 6.60 DISASTER PREPARATION AND COORDINATION Chapter 6.60 DISASTER PREPARATION AND COORDINATION Sections: 6.60.010 Purposes. 6.60.020 Definitions. 6.60.030 Emergency operations plan. 6.60.035 Emergency management organization. 6.60.040 Powers and duties of disaster coordinator in preparation for a disaster. 6.60.050 Authority of disaster services coordinator in the event of a disaster. 6.60.060 Violations. 6.60.065 Temporary replacement of the mayor. 6.60.070 Immunity from private liability. 6.60.300 Severability. 6.60.010 Purposes. The purpose of this chapter is to protect the lives and property of the citizens of Edmonds in the event of a disaster through planning, training and organization and by authorizing the exercise of emergency powers as prescribed by RCW 38.52.070. [Ord. 2224 § 1, 1981]. 6.60.020 Definitions. A. Disaster. 1. "Disaster" as used in this chapter shall mean an event or set of circumstances which: a. Demands immediate action to preserve public health, protect life, protect public property or to provide relief to any stricken area within the city overtaken by such occurrences; or b. Reaches such a dimension or degree of destructiveness as to warrant the mayor proclaiming the existence of a disaster or the Governor declaring a state of emergency in accordance with appropriate local and state statute. https://www.codepublishing.com/WA/Edmonds/#!/Edmonds06/EdmondsO660.html#6.60 Packet Pg. 127 4/8/2020 Chapter 6.60 DISASTER PREPARATION AND COORDINATION 2. The proclamation of a disaster by the mayor shall be accompanied simultaneously by: a. A public proclamation posted on the exterior of all city offices, schools and libraries; and b. The prompt effort to serve personal notice to all members of the city council, with service 0 modes to include confirmed telephone contact or personal service by city staff. o L r Q CU B. "Emergency services coordinating agency (ESCA)" is a local government agency created pursuant to Chapter 38.52 RCW that provides local disaster management functions for the Edmonds area, o including coordination between Edmonds and other agencies and organizations for disaster ;, r preparedness and disaster response. [Ord. 3196 § 1, 1998]. 4- 0 c 0 6.60.030 Emergency operations plan. N The emergency operations plan, to the extent that it does not conflict with this chapter, shall govern N 0 disaster preparedness and disaster response in the city of Edmonds. The emergency operations plan and any amendments thereto shall be subject to the approval of the mayor and shall immediately take c effect upon approval by the mayor. [Ord. 3196 § 2, 1998]. 6.60.035 Emergency management organization. The emergency management organization of the city of Edmonds is created and shall consist of the following: A. The mayor, who shall be the administrative head and have direct responsibility for the organization, administration and operation of the emergency management organization for the city of Edmonds and direct responsibility for the disaster operations of departments in the city; B. The disaster coordinator, who shall be appointed by and be subject to the supervision of the mayor and who shall be responsible for the administration and operation of the emergency management organization, including the issuance of recommendations to the mayor on the amendment and implementation of the emergency operations plan; C. The emergency operations board, which oversees and provides policy recommendation to the city council during disaster and recovery periods and provides direction for the development and maintenance of the emergency operations plan. The emergency operations board shall oversee the activities of and provide direction to the emergency management committee during major emergencies and disasters. The emergency operations board provides policy direction for disaster preparedness and mitigation. The mayor shall serve as chair of the emergency operations board and the disaster coordinator shall serve as vice -chair. The remaining membership of the emergency operations board shall be as designated in the emergency operations plan; https://www.codepublishing.com/WA/Edmonds/#!/Edmonds06/EdmondsO660.html#6.60 Packet Pg. 128 4/8/2020 Chapter 6.60 DISASTER PREPARATION AND COORDINATION D. The emergency management committee, which provides staff support, direction and expertise in development of the emergency operations plan and all supporting documents. The disaster coordinator shall serve as chair of the committee. The emergency operations plan may also designate the ESCA director as a co-chair of the committee. Other membership in the committee shall be as designated in the emergency operations plan. [Ord. 3196 § 3, 1998]. L 6.60.040 Powers and duties of disaster coordinator in preparation for a disaster. Subject to the direction and control of the mayor, the disaster coordinator shall be empowered as W follows: 0 U r U A. To have direct responsibility for disaster coordination including, but not limited to, the organization, o administration, and operation of the emergency management committee, and the resolution of .No questions of authority and responsibility arising among the various members of such organization. 0 B. To draft, review, and recommend disaster preparedness and mutual aid plans and/or agreements, c and such ordinances and resolutions as are necessary to implement such plans and agreements. 0 C. To organize and direct the training of the emergency management committee, including practice drills. D. To represent the city in all dealings with public and/or private agencies regarding the provision of disaster services in the event of a disaster. E. To designate buildings and/or premises as shelters for persons and/or property in the event of a disaster. F. To propose rules and regulations on matters reasonably related to the protection of lives and/or property injured or damaged, or likely to be injured or damaged by a disaster. [Ord. 3196 § 4, 1998; Ord. 2224 § 1, 1981]. 6.60.050 Authority of disaster services coordinator in the event of a disaster. Subject to the supervision and control of the mayor, the disaster coordinator shall be empowered during a disaster as follows: A. To obtain vital supplies, equipment, and such other requirements necessary for the protection of life and property and to bind the city for the fair value thereof and if necessary to immediately commandeer the same for public use. These powers may be exercised in the light of the exigencies of an extreme emergency situation without regard to time-consuming procedures and formalities prescribed by law (excepting mandatory constitutional requirements) including but not limited to https://www.codepublishing.com/WA/Edmonds/#!/Edmonds06/EdmondsO660.html#6.60 I Packet Pg. 129 4/8/2020 Chapter 6.60 DISASTER PREPARATION AND COORDINATION budget law limitations, the requirements of competitive bidding, the publication of notices, entering into public works contracts, the incurring of obligations, the employment of temporary workers, the rental of equipment, the purchase of supplies and materials, and the expenditure of public funds. B. To requisition necessary personnel and/ or material of any city department or agency. �o L C. To require the emergency services of any city officer or employee, and, after the Governor has Q proclaimed that a disaster exists pursuant to RCW 43.06.010, to command the aid of as many citizens L) aD of this city as necessary pursuant to RCW 38.52.110(2); provided, that such persons shall be entitled o U to all privileges, benefits and immunities as are provided by state law for registered emergency services volunteers as provided in RCW 38.52.310. [Ord. 2224 § 1, 1981 ]. 0 0 c 0 6.60.060 Violations. N The following offenses shall be punishable as misdemeanors by a fine not to exceed $500.00 and/or N 0 by imprisonment not to exceed 90 days. c 0 A. No person shall willfully obstruct, hinder or delay any member of the disaster coordination U z organization in the enforcement of any lawful rule or regulation issued pursuant to this chapter, or in the performance of any duty required by this chapter. z B. No person shall wear, carry or display, without authority, any means of identification as specified by the State Department of Emergency Services and/or which would be likely to mislead a member of the public into believing that such person is a member of the disaster coordinating organization. [Ord. 2224 § 1, 1981]. 6.60.065 Temporary replacement of the mayor. The following elected officials shall, in the order listed, act on behalf of the mayor if he/she is unable to carry out his/her duties, in carrying out the purposes of this chapter or the provisions of the emergency management plan: A. The council president; B. The most senior city councilmember; C. The remaining city councilmembers in order of continuous seniority. [Ord. 3196 § 5, 1998] 6.60.070 Immunity from private liability. There shall be no liability on the part of any person, partnership, corporation, the state of Washington or any political subdivision thereof who owns or maintains any buildings or premises that have been designated by the city of Edmonds disaster coordinator as a disaster shelter for any injuries sustained https://www.codepublishing.com/WA/Edmonds/#!/Edmonds06/EdmondsO660.htm1#6.60 1 Packet Pg. 130 4/8/2020 Chapter 6.60 DISASTER PREPARATION AND COORDINATION by any person while in or upon said building or premises as a result of the condition of said building or premises or as a result of any act or omission, or in any way arising from the designation of such premises as a shelter provided such person has entered, gone upon or into said building or premises for the purpose of seeking refuge therein during a disaster; provided further, however, that this section shall not apply to the willful acts of such owner or occupant or his or her servants, agents, or o employees. This section shall also apply to any practice drill authorized pursuant to this chapter. [Ord. 2224 § 1, 1981]. 6.60.300 Severability. If any section, subsection, sentence, clause, phrase or portion of this chapter is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portions shall be deemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portions of this chapter. [Ord. 2224 § 1, 1981]. The Edmonds City Code and Community Development Code is current through Ordinance 4175, passed February 25, 2020. Disclaimer: The city clerk's office has the official version of the Edmonds City Code and Community Development Code. Users should contact the city clerk's office for ordinances passed subsequent to the ordinance cited above. City Website: http://www.edmondswa.gov/ City Telephone: (425) 775-2525 Code Publishing Company https://www.codepublishing.com/WA/Edmonds/#!/Edmonds06/EdmondsO660.htm1#6.60 1 Packet Pg. 131 OV E CD E m a s] 8.5.b r Q Packet Pg. 133 8.5.b INTRODUCTION The City of Edmonds (hereinafter referred to as "City') Comprehensive Emergency Management Plan (CEMP) describes the basic strategies, assumptions, objectives and operational protocols which will guide the City's emergency management efforts through preparedness, response, recovery, and mitigation. To facilitate effective operations, the City's CEMP utilizes an Emergency Support Function (ESF) approach. Each ESF identifies the City Department primarily responsible for organizing response actions related to that ESF, as well as support departments and agencies. The City's CEMP is designed to be flexible, adaptable, and scalable. It articulates the roles and responsibilities among City Departments, contract service providers, and community partners. The CEMP includes a Basic Plan and supplemental documents that provide more detailed information to assist City officials and others implementing the CEMP. The City's CEMP is organized as follows: • Basic Plan — The Basic Plan describes the process for preparedness, response, recovery, and mitigation activities within the City. • Emergency Support Functions (ESFs) — The ESFs describe, in more detail, responsibilities and processes necessary for specific response actions. • Incident Specific Annexes — Each Annex outlines the response to a specific incident or situation. The City's CEMP includes annexes for Evacuation; Damage Assessment; and Animal Protection. Once an incident occurs within Edmonds, the CEMP is engaged at the discretion of the City's senior leadership. The nature of the incident will dictate which plans and procedures are initiated, as well as which ESFs may be required. The intent of the CEMP is to reduce the possible consequences of an emergency or disaster, by preventing loss of life, limiting damage to infrastructure, and supporting the City's return to normalcy. Edmonds CEMP January 2017 a Packet Pg. 134 8.5.b AUTHORITIES AND REFERENCES This is a compilation of authorities and references used in the completion of this version of the City's CEMP. References include City, State and Federal codes and regulations as well as plans and widely used standards. CODES AND REGULATIONS: City of Edmonds Ordinance 2224 Municipal Code 6.60 Washington State RCW 35.33.081, Emergency Expenditures — Non -debatable Emergencies RCW 35.33.101, Emergency Warrants RCW 35A.38, Emergency Services RCW 38.52, Emergency Management RCW 38.52.070, Local Organization and Joint Local Organizations Authorized RCW 39.34, Interlocal Cooperation Act RCW 42.12, Vacancies RCW 42.14, Continuity of Government RCW 43.43, Washington State Patrol — State Fire Service Mobilization Plan RCW 47.68.380, Search and Rescue RCW 49.60, Laws Against Discrimination WAC 118-04, Emergency Worker Program WAC 118-30, Local Emergency Management/Services Organizations, Plans and Programs WAC 296-62, General Occupational Health Standards Federal Public Law 93-288, The Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended Public Law 99-499, Superfund Amendments and Reauthorization Act (SARA) of 1986, Title III, Emergency Planning and Community Right to Know Homeland Security Presidential Directive 1 - 8 Homeland Security Act of 2002 Americans With Disabilities Act National Pets Evacuation and Transportation Standards Act of 2006 (H.R. 3858-PETS) Edmonds CEMP January 2017 Packet Pg. 135 8.5.b PLANS City of Edmonds Emergency Operations Center Procedures City of Edmonds Damage Assessment Manual City of Edmonds Disaster Recovery Plan Edmonds City Departments Standard Operating Procedures Snohomish County Hazard Mitigation Plan Snohomish County Law Enforcement Mobilization Plan Snohomish County Comprehensive Emergency Management Plan (on- line) Snohomish Health District Strategic National Stockpile Activation Plan Snohomish Health District Pandemic Flu Response Plan Snohomish County Multiple Casualty Incident Plan Washington State Comprehensive Emergency Response Plan (on-line) National Response Framework (on-line) Edmonds CEMP January 2017 a Packet Pg. 136 Inc. 1890 CITY OF EDMONDS 250 5TH AVENUE NORTH • EDMONDS, WA 98020 • (425) 771-0200 • FAX (425) 771-0208 www.edmondswa.gov POLICE DEPARTMENT • AN ACCREDITED LAW ENFORCEMENT AGENCY CITY OF EDMONDS COMPREHENSIVE EMERGENCY MANAGEMENT PLAN PROMULGATION DOCUMENT 8.5.b DAVE EARLING MAYOR This Comprehensive Emergency Management Plan is intended to meet the planning requirements of the Washington Administrative Code, Chapter 118-30; the Revised Code of Washington, Title 38 and Chapters 38.52 and 34.05 as revised; Title III Superfund Amendment and Re -authorization Act of 1986; and local City Ordinances. Pursuant to these laws, the City's Comprehensive Emergency Management Plan (the "Plan") is hereby promulgated by the City to provide guidance concerning emergency response policies, responsibilities, training and actions. This Plan provides guidelines only and does not guarantee a perfect response. Rather, the City can only endeavor to make every reasonable effort to respond based on the situation and resources available at the time. As part of the Plan, the City entered into an Interlocal Agreement for Emergency Management Services with Snohomish County (the "Agreement") on February 4, 2016, wherein the City authorized Snohomish County, by and through its Department of Emergency Management, to assist the City with coordination of emergency management services. The Plan supports and is compatible with plans of the Snohomish County Department of Emergency Management and of the State of Washington Emergency Management Division. This Plan provides support to the Snohomish County Hazardous Materials and WMD Response Plans and other plans required by State and Federal law. The provisions of this Plan shall compliment applicable provisions the Agreement. All previous editions of the City's Plan are considered obsolete and should be destroyed. f c DATED THIS l ] DAY OF40r(2017 U U a a W Presented By: Received By: U T 06 City o Ldmonds Snohomish County T7 0 c m Lr� E Dave larling, Mayor Jason-13iermann, Director U City of Edmonds Snohomish County Dept. of Emergency Management a Incorporated August 11, 1890 • Sister City - Hekinan, Japan Packet Pg. 137 8.5.b NAME Edmonds CEMP DISTRIBUTION LIST DEPARTMENT OR AGENCY PLAN # January 2017 r Q Packet Pg. 138 8.5.b DATE ctober 2016 Edmonds CEMP RECORD OF CHANGES CHANGE MADE an update of December 2015 version and I of references to ESCA. vi BY WHOM I Compaan January 2017 a Packet Pg. 139 8.5.b CITY OF EDMONDS COMPREHENSIVE EMERGENCY MANAGEMENT PLAN TABLE OF CONTENTS 0 co BASIC PLAN to Section I. Mission and Situation Basic Plan - Page 1 a Authority Basic Plan - Page 2 a� 0 r Situation Basic Plan - Page 3 4- 0 Assumptions Basic Plan - Page 3 0 y 0 Limitations Basic Plan - Page 4 N 0 Section II. Organization and Responsibilities 0 0 Organization Basic Plan - Page 5 L) L Continuity of Government Basic Plan r - Page 5 J Emergency Management Organization Basic Plan 0 - Page 5 a Emergency Operations Board Basic Plan - Page 5 E 0 L Emergency Services Coordinating Agency Basic Plan a - Page 6 Snohomish County Department of Emergency Management Basic Plan - Page 6 Emergency Management Committee Basic Plan - Page 6 r Sub -committees Basic Plan 0 - Page 7 a a Responsibilities Basic Plan - Page 7 , Law Enforcement Assistance Basic Plan - Page 18 0 Emergency Response and Support Teams Basic Plan - Page 18 a Defense Support of Civil Authorities Basic Plan - Page 18 Section III. Concept of Operations a Concept Basic Plan - Page 19 Edmonds CEMP vii January 2017 Packet Pg. 140 8.5.b Operations By Time Phase Section IV. Administrative and Fiscal Procedures Section V. Logistics Section VI. Direction, Control and Coordination NIMS Integration Direction and Control On -Scene Management Coordination Proclamation of Emergency Sample Emergency Proclamation Request for Emergency Assistance Demobilization Section VII. Public Information Section VIII. Training, Exercises and Education Section IX. On -Going CEMP Management and Maintenance EMERGENCY SUPPORT FUNCTIONS Basic Plan - Page 22 Basic Plan - Page 25 Basic Plan - Page 28 Basic Plan - Page 29 Basic Plan - Page 29 Basic Plan - Page 31 Basic Plan - Page 32 Basic Plan - Page 33 Basic Plan - Page 34 Basic Plan - Page 35 Basic Plan - Page 35 Basic Plan - Page 36 Basic Plan - Page 37 Basic Plan - Page 39 0 L Q U m 0 U U 4- 0 c 0 .y N 3 V N U 0 0 U n U Emergency Support Function Responsibility Matrix Page 40 a a Transportation Emergency Support Function 1 - Page 41 w U ti T Communications Emergency Support Function 2 - Page 45 Public Works and Engineering 4 0 Emergency Support Function 3 - Page 52 CD Firefighting Emergency Support Function 4 - Page 56 0 Emergency Management Emergency Support Function 5 - Page 60 a Edmonds CEMP viii January 2017 Packet Pg. 141 8.5.b Mass Care, Emergency Assistance, Housing Emergency Support Function 6 - Page 64 and Human Services Logistics and Resource Support Public Health and Medical Search and Rescue Hazardous Materials Agriculture and Natural Resources Energy Public Safety and Security Long -Term Community Recovery Emergency Support Function 7 - Page 71 Emergency Support Function 8 - Page 76 Emergency Support Function 9 - Page 83 Emergency Support Function 10 - Page 87 Emergency Support Function 11 - Page 93 Emergency Support Function 12 - Page 97 Emergency Support Function 13 - Page 101 Emergency Support Function 14 - Page 106 External Affairs and Emergency Public Emergency Support Function 15 - Page 113 Information ESF 16 through 19 Reserved for Future Use Defense Support to Civil Authorities SUPPORTANNEXES Emergency Support Function 20 - Page 119 Support Annex A: Evacuation and Movement Command and Control Checklist Planning Checklist Operations Checklist Logistics Checklist Sample Evacuation Order Support Annex B: Damage Assessment Support Annex C: Animal Disaster Protection Support Annex D: Debris Management Plan Edmonds CEMP ix Page - 122 Page - 137 Page - 138 Page - 140 Page - 142 Page - 143 Page - 144 Page - 149 Page - 158 January 2017 Packet Pg. 142 8.5.b CITY OF EDMONDS COMPREHENSIVE EMERGENCY MANAGEMENT PLAN BASIC PLAN I. MISSION AND SITUATION MISSION It is the policy of the City, in order to protect lives, property, and the environment in cooperation with other elements of the community, to carry out preparedness and mitigation activities, respond to natural and human caused emergencies and disasters, and coordinate the recovery efforts for such incidents. The City's Emergency Preparedness Goals are: To coordinate the development and maintenance of the City's CEMP which provides the framework for organizational activities during disaster operations. 2. Provide a community education and preparedness program for the residential and business community to assist them in developing self-sufficiency. 3. Provide assistance to City Departments in training activities for the development of first responder capabilities. 4. Foster an interdepartmental cooperation within the City and with adjacent jurisdictions as well as with county, state, and federal agencies. The City's CEMP provides guidance to the Emergency Management Organization for mitigation, preparedness, response, and recovery operations. This includes: disaster and emergency responsibilities and procedures, and training and community education activities The CEMP, including its Emergency Support Functions, checklists and supporting documents, provides for the coordination of operations during emergencies and disasters, and the best utilization of all resources within the City. The CEMP establishes a mutual understanding of authority, responsibilities and functions of r 06 local government and provides a basis for incorporating essential non -governmental agencies and organizations into the Emergency Management Organization. o All directions contained in this CEMP apply to preparedness and emergency activities E undertaken by the City and supporting organizations required to minimize the effects of U disaster, and facilitate recovery activities. The City provides on -going training and a implementation of the Incident Command System (ICS) per the National Incident Management System (NIMS) for all natural and human caused disasters. Under the guidance of the National Response Framework, this CEMP addresses all activities related to local Edmonds CEMP Basic Plan - 1 January 2017 Packet Pg. 143 8.5.b incident management, including mitigation, preparedness, response, and recovery actions. The City's CEMP supports and is compatible with the Snohomish County, Washington State, and Federal Emergency Response Plans. This document provides support to the Snohomish County Department of Emergency Management Hazardous Materials and Weapons of Mass Destruction Response Plan, Title III of the Superfund and Re -authorization Act of 1986 and other plans required by the State and Federal Governments. Any conflicts will be handled on a case by case basis. AUTHORITY The City's CEMP is developed under the authority of the following local, state, and federal statutes and regulations: 1. Revised Code of Washington 38.52.070, 35.33.081 and 35.33.101 2. Washington Administrative Codes 118-30, and 296-62-41011 3. U.S. Codes 5121-5202 Disaster Relief Act of 1974, as amended 4. Title III Superfund Amendment and Re -authorization Act of 1986 5. The National Response Framework 6. Presidential Policy Directive-8 on National Preparedness 7. City Ordinance 2224 8. City Municipal Code Chapter 1.02.035 9. City Municipal Code Chapter 6.60 10. The National Pets Evacuation and Transportation Standards Act of 2006 (H.R. 3858- PETS) 11. The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended, 42 U.S.C. 5121 et seq 12. The Americans with Disabilities Act of 1990, as amended, including Executive Order a 13166 and Executive Order 13347 aD E t r r EN Edmonds CEMP Basic Plan - 2 January 2017 Packet Pg. 144 8.5.b SITUATION Disasters and emergencies have occurred in Edmonds and will likely occur again in the future. Through a process of hazard vulnerability analysis it has been determined that the City of Edmonds is vulnerable to numerous technological, natural, and human caused hazards. These hazards include: wind, rain and snow storms, earthquake, flood, landslide, tidal surge, common and private carrier accident, search and rescue emergencies, civil disturbance, terrorist activity, conventional and nuclear war, explosion, structural collapse, hazardous material incident, major fire, and energy and utility system failure. Additional information on these hazards and their associated risks may be found in the Snohomish County Hazard Identification and Vulnerability Assessment, a separately published document. ASSUMPTIONS It is assumed that any of the noted situations could create significant property damage, injury, loss of life, panic and disruption of essential services in Edmonds. These situations may also create significant financial, psychological and sociological impact on residents of the community and the City governmental organization itself. It is reasonable to assume that with impending incidents such as storms, floods and acts of war, warnings will be issued to enable some preparation prior to the incident. Other disasters will come with no advance warning. In the event of a widespread disaster there will not likely be any significant assistance from nearby communities, county, state or federal agencies for 72 hours or longer. In this situation the City will need to rely on available City resources and those of private organizations, businesses and residents within the city for initial response operations. The role of the individual resident is of key importance in the response and recovery from disasters. The immediate availability of resources to respond to the emergencies associated with a disaster will be limited and responses will have to be prioritized. It is assumed that there will not be enough resources to respond to every emergency need. Therefore each resident must be personally responsible for preparing to meet their own emergency needs for at least seven days. These preparedness items include having a plan, stocking supplies, learning emergency skills like first aid and CPR, and reducing hazards in the home and workplace. Edmonds may be requested to provide support to other jurisdictions with both resources and sheltering during emergencies and disasters not affecting this City. a Edmonds CEMP Basic Plan - 3 January 2017 Packet Pg. 145 8.5.b LIMITATIONS The information and procedures included in this CEMP have been prepared utilizing the best information and planning assumptions available at the time of preparation. There is no guarantee implied by this CEMP that in major emergencies and disaster situations that a perfect response to all incidents will be practical or possible. As Edmonds response resources may be overwhelmed and essential systems may be dysfunctional, the City can only endeavor to make every reasonable effort to respond based on the situation, information, and resources available at the time the situation occurs. a Edmonds CEMP Basic Plan - 4 January 2017 Packet Pg. 146 8.5.b II. ORGANIZATION AND RESPONSIBILITIES ORGANIZATION The City of Edmonds operates under a Mayor/Council form of government. The Mayor leads the executive branch and the members of the City Council make up the legislative branch of Edmonds City government. The executive and legislative branches of the City of Edmonds are responsible for overall policy direction within the City. As the chief elected official, the Mayor, in cooperation with the City Council, has designated the Police Chief to serve as the City's Disaster Coordinator. The City contracts with Snohomish County Department of Emergency Management (SnoCo DEM) for Emergency Management Services. The day-to-day organizational structure of Edmonds City Departments will be maintained as much as practical for major emergency and disaster situations. Other public and private organizations, school districts, and volunteer organizations may, under mutual agreement, operate in coordination with this CEMP. CONTINUITY OF GOVERNMENT The Continuity of Government Act RCW 42.14 establishes provisions for the continuity of government in the event its leadership is incapacitated. RCW 35A.13.020, 35A.42.030 and 42.12.070; and Edmonds Municipal Code 1.02.035 provide for filling vacancies of elected officials in the City. EMERGENCY MANAGEMENT ORGANIZATION The Emergency Management Organization shall be compatible with the existing City organization and shall provide clear lines of authority and channels of communication. It will provide for the incorporation of existing staff having emergency response capabilities and those having support roles. EMERGENCY OPERATIONS BOARD The Emergency Operations Board oversees and provides policy recommendation to the ` Legislative Branch during emergency and recovery periods and provides direction for the development and maintenance of the CEMP. The Emergency Operations Board shall oversee the activities of, and provide direction to the Emergency Management Committee r during major emergencies and disasters. The Emergency Operation Board provides policy a direction for emergency preparedness and mitigation. Edmonds CEMP Basic Plan - 5 January 2017 Packet Pg. 147 8.5.b The City of Edmonds Emergency Operations Board consists of the Mayor and all City Department Directors. The Mayor will serve as Chair of the Board. SNOHOMISH COUNTY DEPARTMENT OF EMERGENCY MANAGEMENT The staff of the Snohomish County Department of Emergency Management (SnoCo DEM) provides technical assistance to the City of Edmonds for the development and ongoing maintenance of the CEMP and related activities within the City in coordination with the Edmonds Disaster Coordinator. The SnoCo DEM staff coordinates with outside agencies and organizations involved in emergency planning. The SnoCo DEM staff manages the County Emergency Coordination Center during activation and interacts with outside agencies to coordinate emergency support activities. EMERGENCY MANAGEMENT COMMITTEE The Emergency Management Committee provides staff support, direction and expertise in development of the CEMP and all supporting documents. The Disaster Coordinator or designee shall serve as chair of the Committee. The Committee is comprised of key personnel designated by each City Department Director and members of outside professional and volunteer organizations having key roles in emergency preparedness, planning and response activities. Members of the Emergency Management Committee will normally staff the City's Emergency Operations Center as necessary during activation and coordinate the activities in their respective divisions or area of responsibility during major emergencies and disasters. The City's Emergency Operations Center is located in the Edmonds Public Safety Building and activates in support of the City's response to emergencies and disasters. The Emergency Management Committee consists of representatives from the following: Mayor Office of the Mayor Staff Community Services / Economic Development Department Courts Development Services Department Finance Department Fire Marshal Human Resources Department Parks and Recreation Department Police Department Public Works Department Snohomish County DEM Representative Edmonds CEMP Basic Plan - 6 January 2017 Packet Pg. 148 8.5.b SUB -COMMITTEES Sub -committees as determined necessary by the Emergency Management Committee and the Committee Co-chairs may include individuals from outside organizations. Sub -committees will be chaired by a member of the Emergency Management Committee. Oversight of sub- committee work will be the responsibility of the Disaster Coordinator, or designee. RESPONSIBILITIES - CITY OF EDMONDS ALL DIVISIONS LISTED BELOW, MAYOR, CITY CLERK, HUMAN RESOURCES AND INFORMATION SERVICES Develop plans for employee notification and support during disaster activities. 2. Coordinate the registration of temporary emergency workers and volunteers. 3. Provide liaison for coordination with telephone service providers for the reestablishment of telephone services to the City government and guidance to City Departments for the protection of telephone systems. MAYOR Proclaim local emergency. 2. Provide visible leadership to the community and makes announcements to the media. 3. The Mayor or his/her successor may proclaim special emergency orders under Edmonds Municipal Code 6.60. 4. Provide policy direction through the Emergency Operations Board. 5. Provide overall direction and support of emergency operations as the Chair of the Emergency Operations Board. 6. Request assistance, when necessary, from the Snohomish County Department of Emergency Management (SnoCo DEM) and Washington State Emergency Management Division (EMD), and the Federal Emergency Management Agency (FEMA) through the SnoCo DEM. 7. Provide for emergency preparedness, mitigation, response and recovery activities to be carried out within the city. 8. Appoint Public Information Officer or Public Information Officer Group to coordinate a preparation and dissemination of information to the public and the media. 9. Issue notice of evacuation when necessary. Edmonds CEMP Basic Plan - 7 January 2017 Packet Pg. 149 8.5.b 10. Maintain continuity of government. 11. Provide for coordination of visiting officials from other jurisdictions and levels of government. 12. Direct Office of the Mayor Staff activities. OFFICE OF THE MAYOR Develop Standard Operating Procedures as outlined in Section III — Concept of Operations as they relate to the Office. For disaster response purposes, the Office of the Mayor consists of the Mayor and Senior Executive Assistant, City Clerk's Office, Human Resources Staff, and the Information Services. 2. Provide for the identification and preservation of essential department records. 3. Document emergency -related costs and activities. 4. Serve in a variety of staff and liaison roles during disaster operations. INFORMATION SERVICES Chief Information Officer will provide coordination between the Information Services Department and telephone/internet service providers for the re-establishment of telephone/internet services to the City government; and guidance to City Departments for the protection of its information technology systems. 2. Develop plans for and coordinate the recovery operations of the City's telephone and computer systems following disaster situations. 3. Assist in preparing Proclamation of Local Emergency. 4. Provide computer and telecommunications support to the Emergency Operations Center. 5. Provide City Departments with guidance and direction for the protection of computer hardware, software and data. CITY COUNCIL E 1. Appropriate funds to meet emergency needs. o a 2. Maintain continuity of government. 3. Appropriate funds to provide emergency preparedness programs and mitigation Edmonds CEMP Basic Plan - 8 January 2017 Packet Pg. 150 8.5.b activities within the city. CITY COUNCIL PRESIDENT Perform the duties of the Mayor in his/her absence. SNOCO DEM In cooperation with the City Disaster Coordinator, provide technical assistance and support in the development and maintenance of the City's CEMP. 2. Assist with the development of associated documents and standard operating procedures which support the CEMP. 3. Manage the SnoCo DEM Emergency Coordination Center during activation. 4. Assist City with Proclamation of Local Emergency and coordinate requests for outside assistance through county, state and federal agencies. 5. Assist responsible City staff in the preparation of disaster assistance paperwork and submit to the appropriate agencies. 6. Provide for public information and education on emergency preparedness. 7. Coordinate dissemination of emergency warning information through the Emergency Alert System (EAS), AlertSense, and other available County resources. 8. Assist with coordination of mitigation and preparedness activities as requested by the Mayor. 9. Coordinate amateur radio operators during disaster operations. 10. Act as liaison between City personnel and military personnel responding to an emergency. 11. Coordinate the establishment of disaster resource centers to support community recovery efforts. 12. Provide technical assistance for recovery planning. DISASTER COORDINATOR Coordinate the development and maintenance of the city's CEMP. Edmonds CEMP Basic Plan - 9 January 2017 a Packet Pg. 151 8.5.b 2. Chair the Emergency Management Committee and coordinate the development of associated documents and standard operating procedures which support the CEMP. 3. Coordinate Proclamation of Local Emergency with the Office of the Mayor and SnoCo DEM. 4. Request outside assistance (other than mutual aid) through SnoCo DEM Emergency Coordination Center or duty officer. 5. Coordinate dissemination of emergency warning information through available city resources and SnoCo DEM. 6. Coordinate mitigation and preparedness activities as appropriate. 7. Submit completed disaster assistance paperwork to SnoCo DEM for submittal to appropriate county, state and federal agencies. SNOCOM COMMUNICATIONS CENTER As the City's primary Public Safety Answering Point, SnoCom will endeavor to: Develop Standard Operating Procedures as outlined in Section III - Concept of Operations as they relate to the center. 2. Provide recommendations for Emergency Operations Center communications equipment. 3. Provide emergency communications service to the Communications Center service area, including dissemination of emergency messaging through the AlertSense system 4. Provide information on emergency situations and locations to the Emergency Operations Center during activation. 5. Coordinate re-establishment of communications system if disrupted. 6. Disseminate initial warning information to public safety agencies. 7. Provide for the identification and preservation of essential Communications CenterCD records. E t 8. Document emergency related costs and activities. r r a Edmonds CEMP Basic Plan - 10 January 2017 Packet Pg. 152 8.5.b DEPARTMENT OF COMMUNITY SERVICES / ECONOMIC DEVELOPMENT 1. Serve as the lead agency for the coordination of disaster recovery issues. 2. Manage special disaster planning and recovery projects as assigned by the Mayor 3. Serve on Office of Mayor Staff. DEPARTMENT OF DEVELOPMENT SERVICES All Divisions 1. Develop Standard Operating Procedures as outlined in Section III - Concept of Operations as they relate to the department. 2. Develop emergency and evacuation plans for facilities used by the department. 3. Provide support to city-wide evacuation planning and assist in evacuation efforts as appropriate. 4. Provide clerical staff to support administrative activities. 5. Provide for the identification and preservation of essential department records. 6. Document emergency -related costs and activities. Building Division 1. Coordinate and compile initial damage assessment and safety evaluation of essential city-wide buildings. 2. Provide support in the safety evaluation of structures during search and rescue operations. 3. Determine building safety and recommend evacuation as appropriate. 4. Provide expertise and recommendation for reconstruction, demolition and structural mitigation during recovery period. 5. Provide streamlined permit process for disaster recovery efforts. Planning Division 1. Develop plans to deal with land use, environmental impact, and related mitigation issues following disasters. Edmonds CEMP Basic Plan - 11 January 2017 Packet Pg. 153 8.5.b 2. Coordinate and compile initial damage assessment and safety evaluation of essential city-wide buildings. 3. Provide streamlined permit process for disaster recovery efforts. PUBLIC WORKS DEPARTMENT All Divisions Develop Standard Operating Procedures as outlined in Section III - Concept of Operations as they relate to the department. 2. Develop emergency and evacuation plans for facilities used by the department. 3. Provide support to city-wide evacuation planning and assist in evacuation efforts as appropriate. 4. Provide clerical staff to support administrative activities. 5. Provide for the identification and preservation of essential department records. 6. Document emergency -related costs and activities. Operational Divisions Provide support in the development of plans to deal with public works related mitigation issues following disasters. 2. Provide for the initial damage assessment of City infrastructure. 3. Coordinate debris removal, traffic control, road closures and protection of public property. 4. Provide assessment of transportation routes, identify alternate routes and provide temporary traffic control measures/devices and operational control of traffic signals 5. Provide damage assessment, debris removal, emergency protective measures, co emergency and temporary repairs and/or construction for public works infrastructure. 4 0 6. Provide damage assessment, emergency repairs for City -owned vehicles, fieldCD communications equipment, department -managed facilities, and coordinate t transportation facilities restoration (signals and street lights). r r Q 7. Provide support in initial damage assessment and safety evaluation of essential city wide facilities. Edmonds CEMP Basic Plan - 12 January 2017 Packet Pg. 154 8.5.b 8. Provide light and heavy equipment, generators and supplies. 9. Coordinate with area utility providers for restoration of services. 10. Provide support to the Fire District in hazardous material incident response to City sewers and streets. 11. Provide field communications support through existing communications equipment when requested. 12. Provide support to determine building safety and recommend evacuation as appropriate. 13. Provide support for reconstruction, demolition and structural mitigation activities during recovery period. 14. Provide support to other departments in the damage assessment of City infrastructure. 15. Provide support to other departments in field activities as appropriate. 16. Provide initial interim repair and reconstruction, and coordinate permanent repair and reconstruction of City facilities. 17. Provide support to perform or contract for major recovery work as appropriate. Engineering Division Provide support in the development of plans to deal with land use, environmental impact, and related mitigation issues following disasters. 2. Provide support in assessment of transportation routes, identify alternate routes and provide temporary traffic control measures/devices and operational control of traffic signals. 3. Provide support regarding information and recommendations on traffic routes during flooding. 4. Provide support in the initial damage assessment of City infrastructure. 5. Assist with utility restoration as appropriate. o a� 6. Provide engineering and architectural services for transportation and municipal infrastructure, including expertise and recommendations for reconstruction, demolition r and mitigation during the recovery period. a 7. Provide support for reconstruction, demolition and structural mitigation activities during recovery period. Edmonds CEMP Basic Plan - 13 January 2017 Packet Pg. 155 8.5.b 8. Contract for major recovery work as appropriate. 9. Provide streamlined permit process for disaster recovery efforts. Waste Water Treatment Plant Division Provide for the continued operation of the Waste Water Treatment Facility following a disaster. 2. Prioritize and initiate emergency repairs to the facility. 3. Provide support to other divisions as appropriate. PARKS & RECREATION DEPARTMENT Development plans for the coordination of emergency feeding and shelter for the public during disaster activities. 2. Develop emergency and evacuation plans for municipal facilities under department management. 3. Develop plans for, and coordinate the utilization of City facilities for temporary emergency shelters. 4. Provide support to other departments in field activities as appropriate. 5. Develop plans for emergency feeding and shelter for City staff during disaster activities 6. Develop plans for providing limited temporary shelter which accommodates individuals with access and functional needs. 7. Develop plans and coordinate volunteer groups to assist individuals with access and functional needs in their homes. 8. Coordinate provision of food and water until Red Cross mass care response assets are activated. 9. Coordinate the use of City parks for staging areas for disaster operations, mass careCD and temporary housing. r- E t 10. Provide support to Public Works in debris removal, traffic control, road closures and r protection of public property. a 11. Provide field communications support through existing communications equipment. Edmonds CEMP Basic Plan - 14 January 2017 Packet Pg. 156 8.5.b 12. Provide light and heavy equipment, generators and supplies. 13. Provide information and recommendations on traffic routes during flooding situations. 14. Provide barricades for road closures and re-routing of traffic. FINANCE DEPARTMENT 1. Develop Standard Operating Procedures as outlined in Section III - Concept of Operations as they relate to the department. 2. Review contracts for emergency work and procurement. 3. Assist in identifying sources of disaster funds if departmental budgets are exceeded. 4. Assist other departments with the compilation of disaster related financial information. 5. Coordinate disaster related purchases and expenditures. 6. Provide for the identification and preservation of essential department records. 7. Document emergency related activities and costs. Edmonds CEMP Basic Plan - 15 0 to L Q M U d 0 U r U 4- 0 c 0 y ch 0 0 U January 2017 Packet Pg. 157 8.5.b SNOHOMISH COUNTY FIRE DISTRICT 1 The City of Edmonds contracts with Snohomish County Fire District 1 for the provision of fire suppression and emergency medical services. The District will provide a representative to assist in planning activities and EOC activations as deemed necessary at the time of the incident and will endeavor to: Develop Standard Operating Procedures as outlined in Section III - Concept of Operations as they relate to the District. 2. Develop emergency and evacuation plans for facilities under District management. 3. Provide command and control for field operations through established command posts as appropriate. 4. Provide fire suppression services. 5. Provide hazardous materials incident command and radiological monitoring; and coordinate with outside agencies as appropriate. 6. Provide direction and control for search and rescue activities. 7. Provide technical rescue services. 8. Provide emergency medical services with limited transportation to hospitals. 9. Support evacuation efforts as appropriate. 10. Provide support to City Departments in utility restoration efforts. 11. Provide support to the Public Information Officer in the dissemination of emergency warning information to the public. 12. Provide support to City Departments in city-wide structural damage assessment, traffic control, emergency warnings, road closure and protection of property. 13. Participate in initial city-wide damage assessment as appropriate, including assessment of District facilities and waterfront reconnaissance. 14. Provide for the identification and preservation of essential District records. c a� 15. Document emergency -related activities and costs. a Edmonds CEMP Basic Plan - 16 January 2017 Packet Pg. 158 8.5.b POLICE DEPARTMENT Develop Standard Operating Procedures as outlined in Section III - Concept of Operations as they relate to the department. 2. Develop emergency and evacuation plans for facilities under department management. 3. Provide law enforcement activities within the city. 4. Provide command and control for field operations through established command posts as appropriate. 5. Provide emergency traffic control. 6. Provide direction and control for evacuation efforts as appropriate. 7. Provide security at the Emergency Operations Center during activation. 8. Provide support to the Snohomish County Medical Examiner in the identification of the deceased. 9. Provide support in the dissemination of emergency warning information to the public. 10. Participate in initial city-wide damage assessment as appropriate. 11. Provide coordination of explosive device identification, handling, and disposal through outside agencies. 12. Provide for the identification and preservation of essential department records. 13. Document emergency related costs and activities. RESPONSIBILITIES — STATE Washington State Emergency Management Division Through the Washington State Comprehensive Emergency Management Plan and the State EOC, coordinate all emergency management activities of the State. 2. Take appropriate actions to mitigate the effects of, prepare for, respond to and recover from the impacts of emergencies or disasters. 3. Coordinate requests for various services such as specialized skills, equipment and a resources in support of State and local government emergency operations. Edmonds CEMP Basic Plan - 17 January 2017 Packet Pg. 159 8.5.b RESPONSIBILITIES — FEDERAL Federal Emergency Management Agency (FEMA) Provide assistance to State and local agencies to save lives and protect property, the economy and the environment. 2. Facilitate the delivery of all types of Federal response assistance to State and local governments. 3. Assist states in recovering from an emergency or disaster. Absent a full Presidential Declaration, federal support will likely be limited. LAW ENFORCEMENT ASSISTANCE The Edmonds Police Department is the agency of primary jurisdiction within the City under normal circumstances and during emergency operations. The Washington Mutual Aid Peace Officers Powers Act, RCW 10.93, provides law enforcement with mutual assistance capabilities between jurisdictions. Mutual aid agreements exist with local law enforcement agencies and various law enforcement agencies throughout the state. Requests for supplemental law enforcement assistance should be made through SnoCom. Additional information on Law Enforcement Mutual Aid can be found in Emergency Support Function (ESF) 13 — Public Safety and Security. EMERGENCY RESPONSE AND SUPPORT TEAMS (FIELD LEVEL) Incident Management Assistance Teams (IMATs) may be available to assist in incident management, set up of response facilities and provide expertise and capability. They may include representatives from the Federal Emergency Support Functions (ESF). They will make preliminary arrangements for Federal field facilities and initiate establishment of the Joint Field Office (JFO). Absent a full Presidential Declaration, federal support will likely be limited. DEFENSE SUPPORT OF CIVIL AUTHORITIES The Department of Defense (DOD) is authorized to deploy support to local jurisdictions during T" disasters and emergencies after approval by the Secretary of Defense, or at the direction of the President. DOD responds to requests for assistance when local, state and federal CD resources are overwhelmed. When deployed to assist civil authorities, command of Federal t military assets remains with the Secretary of Defense. r r Q Additional information can be found in Emergency Support Function (ESF) 20 — Defense Support to Civil Authorities. Edmonds CEMP Basic Plan - 18 January 2017 Packet Pg. 160 8.5.b III. CONCEPT OF OPERATIONS CONCEPT It is the policy of the City of Edmonds to conduct emergency and disaster preparedness and mitigation activities in an effort to reduce and minimize the effects of a major emergency or disaster. 2. It is the policy of the City of Edmonds to provide vital services to the community during emergency conditions while maintaining a concern for the safety of City employees and their families. Should the emergency or disaster occur: a. During non -work hours: All employees are encouraged to ensure the safety and welfare of their families and homes. After making any necessary arrangements, all designated employees are required to report to work pursuant to department Standard Operating Procedures (SOPs). b. During work hours: Departments shall make every effort to allow employees to check promptly on the status of the families and homes, provided that doing so does not compromise emergency response functions as defined in this CEMP. 3. It is the policy of the City of Edmonds to conduct all emergency and disaster preparedness, mitigation, response and recovery activities in accordance with the National Incident Management System (NIMS). 4. It is the policy of the City of Edmonds that each City Department takes an active role in emergency planning and develops Standard Operating Procedures. It is the responsibility of the Director of each City Department and office to: a. Serve as members of and designate alternates to the Emergency Operations Board to actively participate in the preparation and maintenance of the City's CEMP. b. Establish a departmental line of succession to activate and carry out emergency and disaster responsibilities. c. Develop the capability to continue operations during an emergency or disaster and to carry out the responsibilities outlined in this CEMP. d. Develop departmental Standard Operating Procedures (SOP) which include the following: 1) Department chain of command a 2) Location for managing departmental emergency operations 3) Departmental responsibilities, capabilities and resources to include: Edmonds CEMP Basic Plan - 19 January 2017 Packet Pg. 161 8.5.b personnel, facilities, and equipment 4) Information needed to manage the department during emergency operations and means of communication for obtaining that information 5) Information on how the department will coordinate with the Emergency Operations Center 6) Methods to ensure that all department staff are aware of Standard Operating Procedures and of the concepts of the CEMP 5. It is the policy of the City of Edmonds that City Departments make staff and resources available at the request of the Disaster Coordinator for training activities and emergency operations assignments. 6. When a major emergency or disaster occurs, City Department management shall use the following general checklist as a basis for managing disaster operations: a. Report to the pre -determined site to manage department operations b. Account for personnel C. Assess damages to facilities and resources d. Assess personnel and resources available e. Assess problems and needs Report situation, damages and capabilities to the Emergency Operations Center g. Send designated representatives to the Emergency Operations Center to participate as members of the Emergency Preparedness Board h. Carry out departmental responsibilities and assigned tasks Continue assessment of department resources, needs and actions Continue reports to the Emergency Operations Center regarding actions, problems, needs, damages, etc. k. Keep detailed and accurate records, document actions, costs, situations, etc. r_ CD E 7. The Edmonds Emergency Operations Center (EOC) is activated by the Disaster U a Coordinator at his/her discretion, or at the request of the Mayor or any City a Department Director or designee, when the level of operations requires it. The Edmonds CEMP Basic Plan - 20 January 2017 Packet Pg. 162 8.5.b EOC Manager will be designated by the Mayor. Designated staff report to the EOC to coordinate response efforts and support field operations. All or part of the Emergency Management Organization and/or the Emergency Operations Center may be activated during a disaster. The level of activation will be determined by the nature and extent of the disaster. 8. In the event of a regional emergency affecting a widespread area, the SnoCo DEM ECC will be activated by the SnoCo DEM Director or staff. Upon request, the City will send appropriate staff to the SnoCO DEM ECC to facilitate coordination of activities and resources on behalf of the City, and will serve as staff to the SnoCo DEM ECC. 9. The Emergency Operations Board shall be responsible for evaluating a situation to determine if a Proclamation of Emergency by the Mayor is necessary. 10. Edmonds City Departments are expected to carry out their responsibilities outlined in this CEMP, utilizing their best judgment and in a coordinated manner. The Emergency Operations Board will act as advisors to the Mayor in dealing with problems caused by the disaster and in the coordination of the situation. This coordination will normally be done through the Emergency Operations Center. 11. When a major emergency or disaster occurs, it is anticipated that City Departments and other responding organizations will organize their areas of responsibilities into manageable units, assess damages, and determine needs. If agency resources cannot meet the needs created by the disaster, additional assistance may be requested through existing mutual aid or through the SnoCo DEM Emergency Coordination Center. Resources to be utilized to support City operations may be placed at staging areas until specific assignment can be made. (See ESF 7- Logistics and Resource Support) 12. In the event a situation is, or will become, beyond the capabilities of the resources of the City of Edmonds and those provided through mutual aid, the Mayor may request assistance from SnoCo DEM or Washington State Emergency Management Division. 13. In the event of communications failure in a disaster, any City facility or temporarily established site may act as a remote Emergency Operations Center for its local area until coordination can be established from the Edmonds Emergency Operations Center. Each may serve as a command post, staging area, triage station, communications center or in any other functional capacity CD appropriate for the situation. E U a Edmonds CEMP Basic Plan - 21 January 2017 Packet Pg. 163 8.5.b OPERATIONS BY TIME PHASE In order to minimize the effects of a disaster, provide emergency response capabilities and to facilitate recovery efforts, the various elements of the Edmonds Emergency Management Organization and City Departments shall endeavor to provide services in the areas of mitigation, preparedness, response and recovery from disasters to the best of their ability during all operational time phases. MITIGATION AND PREPAREDNESS PHASE 1. Develop and maintain the City's CEMP. 2. Review hazard and risk analysis and develop capabilities and resources to enhance ability to respond to disaster situations. 3. Develop appropriate contingency plans and standard operating procedures in support of the CEMP. 4. Initiate efforts toward detection and prevention of impacts to public health and safety. 5. Identify and implement actions to reduce hazards and risks faced by first responders in order to protect responder health and safety. 6. Report any threats, incidents and/or potential incidents using established communications and reporting channels. 7. Immediately report any suspicious activity, terrorist threats and/or actual incidents with a potential or actual terrorist nexus to the regional Joint Terrorism Task Force (JTTF) in Seattle. 8. Coordinate with other local, county, state and federal agencies to assure cohesive working relationships and compatible emergency plans. 9. Coordinate with volunteer organizations to assure cohesive working relationships and coordinated response. 10. Conduct mitigation activities to protect City personnel, equipment, supplies, services and properties as appropriate. c a� 11. Conduct training activities to enhance response capabilities. E U a a Edmonds CEMP Basic Plan - 22 January 2017 Packet Pg. 164 8.5.b 12. Conduct public education to enhance citizen self-sufficiency. INCREASED READINESSM/ARNING PHASE 1. Make appropriate notifications and initiate actions to place emergency plans into effect. 2. Activate and staff the Emergency Operations Center as required for the situation 3. Disseminate emergency warning as appropriate. 4. Take incident specific mitigation actions to protect public and private property RESPONSE PHASE 1. Initiate actions necessary to preserve life, property and the environment utilizing available resources. 2. Carry out initial damage assessment and evaluate overall situation. 3. Coordinate response and support functions with outside agencies and volunteer organizations. 4. Coordinate operations, logistics, and planning functions. 5. Compile incident status information and report to appropriate agencies. 6. Prepare and maintain detailed documentation of events and activities. 7. Provide public information and warning as appropriate. 8. Prepare Proclamation of Local Emergency as appropriate. RECOVERY PHASE 1. Carry out damage assessment functions and assess community needs. 2. Prioritize recovery projects and assign functions accordingly. 3. Coordinate recovery efforts and logistical needs with supporting agencies and organizations. E 4. Prepare documentation of incident, including incident log, cost analysis and o estimated recovery costs. a Edmonds CEMP Basic Plan - 23 January 2017 Packet Pg. 165 8.5.b 5. Facilitate the establishment of disaster assistance centers to assist private business and residents with individual recovery. 6. Assess special community needs and provide information and assistance where appropriate. 7. Incorporate long range plans into recovery and restoration activities. 8. Additional information on recovery activities can be found in Emergency Support Function (ESF) 14 — Long-term Community Recovery and in the City of Edmonds Disaster Recovery Plan, a separately published document. Edmonds CEMP Basic Plan - 24 January 2017 Packet Pg. 166 8.5.b IV. ADMINISTRATIVE AND FISCAL PROCEDURES It is the policy of the City of Edmonds that each City Department will assign personnel to be responsible for documentation of disaster activities and costs and to utilize effective administrative methods to keep accurate detailed records distinguishing disaster operational activities and expenditures from day-to-day activities and expenditures. 2. Financial documentation and associated reports shall be the responsibility of the Finance Director or designee. 3. The Finance Director or designee shall develop effective methods and procedures for documenting disaster expenditures and shall provide each City Department with documentation forms and completion instructions. 4. The City Clerk, in coordination with other City Departments, shall identify records which are vital for the operation of the City, in order to effectively resume normal business after a disaster or emergency. 5. During emergency operations, non -essential administrative activities may be suspended. Personnel not assigned to essential duties may be assigned to other departments in order to provide support services. 6. The City of Edmonds will incur disaster expenses from currently appropriated local funds in accordance with Chapter 38.52.070 RCW and 35A.33.080-100 The Mayor and City Council, in coordination with the Finance Director, will be responsible for identifying other sources of funds to meet disaster related expenses if departmental budgets are exceeded. 7. Normal procedures for expenditures and payment processing may be modified to accommodate the circumstances associated with the disaster. 8. The City of Edmonds will submit reports required by both state and federal agencies in a disaster situation with information concerning nature, magnitude and impact for use in evaluating and providing appropriate response resources and services. These reports include but are not limited to: -Situation Reports -Proclamation of Emergency -Requests for Assistance -Damage Assessment Reports E It will be the responsibility of the Office of the Mayor to coordinate the preparation U of all required reports and ensure that they are delivered to the appropriate a agencies. Edmonds CEMP Basic Plan - 25 January 2017 Packet Pg. 167 8.5.b 9. A streamlined plan review and permit process may be instituted within the City in order to facilitate recovery and repair activities. 10. In instances where emergency work is performed to protect life and property, requirements for environmental review and permits may be waived or orally approved as provided in the State Environmental Policy Act, Hydraulics Act, Forest Practices Act, Shoreline Management Act, and Flood Control Act. 11. Repair and restoration of damaged facilities may require environmental assessments and appropriate permits prior to final project approval, requiring compliance with the State Environmental Policy Act, Forest Practices Act, Shoreline Management Act, and Flood Control Act. 12. Properties of historic significance and archeological sites are protected by law Non -time critical missions and recovery actions affecting these sites will be coordinated with the state Historic Preservation Commission. 13. No services or assistance will be denied on the basis of race, color, national origin, religion, sex, economic status, age, sexual identity, gender identity, marital status, or disability. 14. Local activities pursuant to the Federal/State Agreement for major disaster recovery will be carried out in accordance with RCW 49.60 -Laws Against Discrimination and 44 CFR Section 205.16 - Nondiscrimination. Federal disaster assistance is conditional upon compliance with this code. 15. Volunteer emergency workers used during emergencies and disaster operations shall be registered using procedures established by Chapter 118.04 WAC Emergency Worker Standards. 16. It is the policy of the City of Edmonds that departments utilize their personnel to the maximum extent possible, including use of personnel not assigned emergency responsibilities. The Office of the Mayor is the lead agency for essential human resource activities in the City and as such, may assist other departments in identifying and assigning employees to assist in disaster recovery. It maybe necessary to hire temporary employees to meet staffing requirements in all departments. 17. City Departments, although retaining responsibility for the day-to-day supervision of their work force, should coordinate their personnel needs with the Office of the Mayor. Since non -essential activities may be canceled during an emergency, City employees may be required to work either overtime or "out of class", and E shall be compensated in accordance with existing rules and bargaining unit U agreements. Requirements of the Fair Labor Standards Act (FLSA), existing a labor contracts and City policies and procedures shall apply. Edmonds CEMP Basic Plan - 26 January 2017 Packet Pg. 168 8.5.b 18. The Mayor or designee shall designate an Office of the Mayor representative to coordinate personnel needs, maintain liaison with volunteer organizations, and assist City employees in obtaining recovery assistance. 19. Additional personnel resources may be obtained through existing mutual aid agreements with schools, colleges, private businesses and labor organizations Requests for additional assistance should be coordinated through the EOC. 20. Volunteers will become an important human resource in the event of a disaster Staging areas should be designated and persons wishing to volunteer may be directed there for registration and assignments. The Office of the Mayor will be responsible for the recruitment, registration and assignment of volunteer emergency workers. Volunteers will be registered as emergency workers and provided identification, assignments appropriate to their qualifications, and administrative details. a Edmonds CEMP Basic Plan - 27 January 2017 Packet Pg. 169 8.5.b V. LOGISTICS The Disaster Coordinator or designee, following a Proclamation of Emergency, has the authority to impress the services and equipment of residents as necessary in response to the disaster. Those residents are entitled to all privileges, benefits and immunities provided for emergency workers under state and federal emergency management regulations, Chapter 38.52.110 RCW. 2. The Disaster Coordinator or designee is authorized to contract with any person, firm, corporation or entity to provide construction work on an agreed upon cost basis during emergency or disaster response operations, Chapter 38.52.390 RCW. 3. It is the policy of the City of Edmonds that all City Departments prepare and maintain an updated list of its personnel, facilities and equipment resources as part of their Standard Operating Procedures. Any or all of these resources may be called upon during disaster and emergency situations. 4. The Public Works and Parks and Recreation Departments has pre -identified the following locations within the city for use as Logistics Staging Areas and Points of Distribution for response and relief supplies: Edmonds Public Works Facility - 7110 210" St SW, Edmonds Frances Anderson Community Center - 700 Main Street, Edmonds Additional information on Staging Areas and Points of Distribution can be found in Emergency Support Function (ESF) 7 — Logistics and Resource Support. 5. Additional governmental resources may be called upon for assistance through the use of existing mutual aid agreements, SnoCo DEM and the Washington State Emergency Operations Center through SnoCo DEM. a Edmonds CEMP Basic Plan - 28 January 2017 Packet Pg. 170 8.5.b VI. DIRECTION, CONTROL AND COORDINATION NIMS INTEGRATION The National Incident Management System (NIMS) is mandated by Homeland Security Presidential Directive — 5, and provides a consistent, nation-wide approach for Federal, State, local and tribal governments, the private sector and non -governmental organizations to effectively and efficiently prepare for, respond to and recover from domestic incidents, regardless of cause, size or complexity. 2. To provide for interoperability and compatibility among Federal, State, local and tribal capabilities, the NIMS includes a core set of concepts, principles and terminology. 3. It is the policy of the City of Edmonds that all emergency management activities will be conducted in accordance with NIMS. DIRECTION AND CONTROL All emergency and disaster preparedness, mitigation, response, and recovery activities shall be conducted in accordance with the National Incident Management System (NIMS). 2. Direction and control of emergency management activities rests with the Disaster Coordinator. The authority for direction and control of the organization and administration of the emergency management program is found in RCW 38.52 and Edmonds Municipal Code 6.60. Overall control during disaster response operations will be divided into three levels. a. Emergency Operations Board: deals primarily with policy issues brought about by the disaster. b. Emergency Management Committee: coordinates disaster resources, monitors the disaster situation, and reports to the Board. C. Field Operations: operate in field locations or command posts and will direct and coordinate disaster field operations. 3. Overall direction, control and coordination will normally be conducted through the Emergency Operations Center in order to support the overall community CD response to the disaster and to best coordinate efforts with county, state and t federal agencies. r r Q 4. The Emergency Operations Center is currently located at the Police Department Headquarters (250 5th Avenue North) which is operational 24 hours a day and is Edmonds CEMP Basic Plan - 29 January 2017 Packet Pg. 171 8.5.b equipped with alternate power supplies for use during general system failures. 5. The Emergency Operations Center may be activated to any level deemed appropriate for the level of disaster operations. The Mayor's designee serves as the EOC Manager. It will be staffed by members of the Emergency Management Board and Committee. Initial establishment of the Emergency Operations Center following activation is the responsibility of the Mayor's designee. 6. Individual City Departments may designate alternate locations or field command posts for coordinating individual department operations. The individual in charge of a command post shall be responsible for keeping the Emergency Operations Center informed of their situation and activities and shall act in coordination with the Emergency Operations Center. 7. The Disaster Coordinator, in coordination with the Emergency Operations Board, is responsible for ensuring that emergency preparedness activities, response to emergencies and disasters, and the coordination of the recovery from emergencies and disasters are effectively carried out within the City of Edmonds. 8. The Mayor is responsible for city-wide policy decisions. The Disaster Coordinator and Emergency Operations Board provide policy recommendations to the Mayor during times of emergency or disaster, or in anticipation of large scale emergencies or disasters. 9. The day-to-day organizational structure of City Departments shall be maintained as much as practical during emergency and disaster operations. Each City Department shall have a line of succession to the Department Director and then to the Disaster Coordinator. 10. Overall direction, control and coordination will normally be conducted through the Emergency Operations Center in order to support the overall community response to the disaster and to best coordinate efforts with county, state and Federal agencies. 11. The following list of management priorities, in order of importance, is provided to guide policy decisions during a disaster of major magnitude. a. Protect life, health and the environment o b. Protect public and private property 4 C. Develop and disseminate public information d. Restore essential services and facilities CD e. Minimize economic disruption to the community t f. Preserve existing institutions and organizations r r Q Edmonds CEMP Basic Plan - 30 January 2017 Packet Pg. 172 8.5.b ON -SCENE MANAGEMENT In compliance with the National Incident Management System (NIMS), on -scene management of emergencies will follow the Incident Command System (ICS) as published by the Department of Homeland Security, National Fire Academy and the National Emergency Management Institute. The functions of the Incident Command System include but are not limited to: a. Incident Commander - Directs on -scene operations and reports to EOC via established chain of command. b. Safety Officer - Oversees safety of operations at the scene. C. Liaison Officer - Coordinates information with support function groups. d. Public Information Officer - Coordinates media relations and emergency public information. This shall be done in cooperation with the EOC when activated. e. Operations Section - Implements strategic and tactical actions at the incident scene, such as: perimeter control, evacuation, fire suppression, rescue, clean-up, emergency medical, and decontamination. Logistics Section - Responsible for communications, transportation, supplies and special equipment. g. Planning Section - Responsible for situation and resource status reports, documentation, incident planning, technical advisors, and demobilization. h. Intelligence — Responsible for the collection and coordination of intelligence information. Finance/Administration Section - Responsible for contracts, time keeping, cost analysis, compensation, claims. 2. The Incident Commander is the on -scene manager responsible for direction and control at the scene of the incident. The Incident Commander shall utilize the positions within the Incident Command System as deemed necessary at the time CD of the incident. The Incident Command System should only be activated to the E level necessary for efficient operations. It is the responsibility of the Incident U Commander to: a a. Assess the situation Edmonds CEMP Basic Plan - 31 January 2017 Packet Pg. 173 8.5.b b. Develop incident organization objectives, action plans and priorities C. Ensure safety issues are addressed d. Contact appropriate agencies, dispatch, or the Emergency Operations Center to request necessary resources e. Keep the Emergency Operations Center informed of field activities 3. When more than one agency is involved in response at the scene, the Incident Commander and other responding agencies should coordinate to ensure each agency's objectives are identified. Personnel working in support of the Incident Commander will maintain the normal chain of command through their respective agency and will carry out tasks through on -site command personnel or the Emergency Operations Center when instructed. 4. In situations where more than one agency has significant on -scene considerations involving response efforts, a Unified Command shall be established to ensure coordination of on -scene activities. 5. WAC 296-62- 41015 requires that the Incident Command System be used in responses to hazardous materials incidents and outlines specific requirements of the Incident Commander. 6. The Incident Commander, in concert with the EOC and Office of the Mayor, may appoint a Public Information Officer or Public Information Officer Group to work with the news media at the Incident scene. This may include coordinating media releases and arranging contacts between the media and response agencies. When possible, information released to the media should be coordinated through the Emergency Operations Center. The Public Information Officer shall be responsible for communicating released information to the Emergency Operations Center. COORDINATION 1. Coordination of emergency activities and information among local, state, federal and private sector agencies serving the City of Edmonds shall be done through the Emergency Operations Center and SnoCo DEM. c a� 2. Communications during an emergency or disaster will be through E communications systems currently established within the City organizations. U a Back-up and supporting communication activities will be provided by organized a volunteer radio operators assigned through SnoCo DEM. Edmonds CEMP Basic Plan - 32 January 2017 Packet Pg. 174 8.5.b 3. Emergency warning and public information will be communicated to citizens via local media through the designated Public Information Officer and existing City communications systems. The Emergency Alert System (EAS) and the AlertSense system, which are activated by SNOCOM or SnoCo DEM, may also be used. PROCLAMATION OF EMERGENCY The Proclamation of Local Emergency is made by the Office of the Mayor and is the legal method which authorizes the use of extraordinary measures to accomplish tasks associated with disaster response. The proclamation is normally a prerequisite to state and federal disaster assistance. The Proclamation of Local Emergency must be ratified by the City Council as soon as practical following the emergency. 2. In the absence of the Mayor, such proclamations may be made by the City Council President and in the absence of the City Council President, the Council President Pro-Tem. The Mayor shall cause any proclamation made, to be delivered to all news media within the city and shall use other methods as necessary, to give notice of such declaration to the public. 3. The proclamation authorizes the City to take necessary measures to combat a disaster, protect persons and property, provide emergency assistance to victims of the disaster, and exercise the powers vested in RCW 38.52.070 without regard to formalities prescribed by law (except mandatory constitutional requirements). These include but are not limited to rationing of resources and supplies, curfew, budget law limitations, competitive bidding process, publication of notices, provisions pertaining to the performance of public work, entering into contracts, incurring obligations, employment of temporary workers, rental of equipment, purchase of supplies and materials, levying of taxes and the appropriation and expenditure of public funds. 4. The Mayor, assisted by the Office of the Mayor Staff, shall be responsible for the preparation of Emergency Proclamations. 5. The Disaster Coordinator will notify SnoCo DEM when a proclamation of local emergency is made. a Edmonds CEMP Basic Plan - 33 January 2017 Packet Pg. 175 8.5.b ******************* SAMPLE EMERGENCY PROCLAMATION The Mayor of the City of Edmonds has determined that the (type of incident) has/will cause (type of damage) in the City of Edmonds, and, (Incident Description), and, These problems have created a threat to life and property, and All available resources are/will be committed to disaster work, and The City requires supplemental assistance, and The severity of this disaster is beyond the capability of local resources: Therefore, this incident constitutes an emergency as defined by the City's CEMP and necessitates the utilization of emergency powers granted under Chapter 38.52.070 RCW; Therefore, IT IS PROCLAIMED BY THE MAYOR OF THE CITY OF EDMONDS: Edmonds CEMP Basic Plan - 34 January 2017 Packet Pg. 176 8.5.b REQUEST FOR EMERGENCY ASSISTANCE In the event a situation is beyond the capability of local and pre -designated mutual aid resources, the Disaster Coordinator will request additional resources through SnoCo DEM for county, state and federal assistance as necessary. 2. Requests to the Governor to proclaim a State of Emergency are made by the County Executive through SnoCo DEM. This proclamation by the Governor, and subsequent Presidential Declaration, are necessary to obtain federal disaster relief funds. DEMOBILIZATION When the Disaster Coordinator (or designee) determines that the activation of the EOC is no longer required, he/she will issue instructions for demobilization from emergency management activities at the conclusion of the emergency event. a Edmonds CEMP Basic Plan - 35 January 2017 Packet Pg. 177 8.5.b VII. PUBLIC INFORMATION Providing current and accurate information to the public is of great importance following an emergency or disaster. The City shall strive to provide both emergency and general information in a timely and coordinated manner. For the purposes of this CEMP, the City of Edmonds defines "emergency information" as information which has direct relevance to the safety and/or health of the residents of Edmonds, i.e. evacuation orders and routes; boil water orders; shelter -in -place notices; curfews, etc. "General information" may consist of information such as debris pick-up schedules; permit fee schedules; facility hours of operation, etc. 1. The Mayor or Disaster Coordinator shall appoint a Public Information Officer or Public Information Officer Group who shall coordinate the dissemination of emergency public information through the Emergency Operations Center (EOC) (See ESF 2 - Communications). 2. All available methods may be used to relay emergency information to the public 3. Activation of amateur radio services shall be requested through SnoCo DEM when necessary. 4. Printed education and information materials addressing preparedness, response and recovery are available through SnoCo DEM and Snohomish County Fire District 1. 5. It is anticipated that in some circumstances emergency public information may need to be released from field command posts. In this event, the individual in charge of the location shall notify the Emergency Operations Center in a timely manner and provide detailed information regarding information released. 6. Additional information on public information activities can be found in Emergency Support Function (ESF) 15 — External Affairs and Emergency Public Information. 7. The City plans to leverage the Snohomish County Limited English Proficiency Guide (July 2016) as a resource for materials and connection with limited English communities as identified within the City, when appropriate. a Edmonds CEMP Basic Plan - 36 January 2017 Packet Pg. 178 8.5.b VIII. TRAINING, EXERCISES AND EDUCATION PURPOSE To identify and establish methods of meeting the training, exercise and educational needs of City of Edmonds employees responsible for responding to emergencies and for community -wide educational programs geared at self -preparedness. The Disaster Coordinator will be responsible for ensuring that the appropriate staff will receive training in specific emergency management skills and professional development through available resources. 2. Public Education programs are available from SnoCo DEM, upon request, as resources permit, to all segments of the community. These programs are designed to increase awareness of hazards, explain how best to safely respond, and to promote self -preparedness. 3. The City will utilize all types of exercise formats, including both tabletop and full- scale exercises. 4. SnoCo DEM will conduct an annual training and exercise planning workshop (TEPW) in order to develop a coordinated training and exercise calendar; and coordinate one county -level functional exercise annually. SnoCo DEM will provide, at a minimum, the delivery of two trainings and two exercise opportunities annually for the City of Edmonds. In order to receive training and exercise opportunities, the City of Edmonds must participate in the Snohomish County TEPW. 5. Each City Department Director is responsible for ensuring that their employees are trained in the concepts of the CEMP and in the Department specific standard operating procedures (SOPs). 6. The City and SnoCo DEM will use outside resources to provide specialized training, if appropriate. 7. The Disaster Coordinator is responsible for ensuring that drills and exercises are conducted to evaluate the effectiveness of the CEMP and to determine future training needs. 8. The Disaster Coordinator, with assistance from SnoCo DEM, the Police o Department, and Fire District, is responsible for coordinating and implementing r_ drills and exercises for City employees and for the development and maintenance of the CEMP. r r Q Edmonds CEMP Basic Plan - 37 January 2017 Packet Pg. 179 8.5.b RESPONSIBILITIES City of Edmonds a. City Departments 1) Develop SOPs that define employees' operational responsibilities during an emergency or disaster. 2) Provide necessary training to enable employees to carry out those responsibilities in coordination with the City EOC and/or SnoCo DEM ECC. 3) Provide assistance to the Disaster Coordinator in the design, conduction and evaluation of drills and exercises to determine the effectiveness of the City's emergency management programs and the employees' level of training. b. City Disaster Coordinator With assistance from SnoCo DEM, design, conduct and evaluate drills and exercises to determine the effectiveness of the City's emergency management programs and employees' level of training. 2. Snohomish County Department of Emergency Management a. Convene annual training and exercise planning workshop to determine training and exercise needs, b. Coordinate one (1) County -level exercise per year; and two training and two exercise opportunities for the City of Edmonds each year. C. Assist the Disaster Coordinator in the design, conduction and evaluation of drills and exercises to determine the effectiveness of the City's emergency management programs and the employees' level of training. 3. All Other Support Agencies Participate in training and exercises, if requested and as resources allow. a Edmonds CEMP Basic Plan - 38 January 2017 Packet Pg. 180 8.5.b IX. ON -GOING CEMP MANAGEMENT AND MAINTAINANCE COORDINATION Assisted by the SnoCo DEM Director or designee, the City's Disaster Coordinator will coordinate with and reach accord with all agencies that have a role in incident management for the development and execution of policy, planning, training, equipping and other preparedness activities. SnoCo DEM staff are available to assist as needed. CEMP MAINTAINANCE The Disaster Coordinator will ensure that exercises of this CEMP are conducted on an on -going, annual basis. 2. This CEMP will be updated every four years. The revised CEMP will be submitted to the Washington State Emergency Management Division for review. Edmonds CEMP Basic Plan - 39 January 2017 Packet Pg. 181 8.5.b ESF Responsibility Matrix mC F a V Cw me Cy. p Cm �" C0' y a m and oC mF C i . S c m C°j m oy� Qo Cm 00 or yyF OC �O S, y Q JQ .0 y 4r w0< w� QO �y QQ y 4i m aC <0' d m �0 a" yam m <F +gym tiC Q oC i F C Cr O d d Q o <c .moo s' ,o m y s s a� Q o t of mCy .d <Fm <�o, �o<F m"yo�y v" m~ o° c cC Office of the Mayor P s S P s Cit Council S S s s Disaster Coordinator P Sno. Co. DEM S S S S S S S S S S S S S S S S S S Public Works P S P S S P S S P P S P S Development Services S P P S S P S P Community Services S P P P S Sno. Co. Fire District #1 P P S P P P P S S S P Police P S S P S S P S S P P P S P P P Parks and Recreation S S P P P S s Information Services S S S P P s Finance S S P s Human Resources S S S S S SNOCOM S S Red Cross S S S S S S Snohomish Health District S P S s WA Emergency Management Division S S S S S S S S s WA Dept. of Transportation S WA State Patrol S S S P = Primary S = Secondary Edmonds CEMP Emergency Support Functions - 40 January 2017 Packet Pg. 182 8.5.b EMERGENCY SUPPORT FUNCTION 1 TRANSPORTATION PRIMARYAGENCY: City of Edmonds Public Works Department SUPPORT AGENCIES: City of Edmonds Development Services Washington State Department of Transportation Washington State Ferries Community Transit King County Metro Transit Sound Transit I. INTRODUCTION A. Purpose To coordinate the activities and agencies involved in transportation related operations. B. Scope This Emergency Support Function is designed to provide guidance in the allocation of transportation resources, determining priority of highway repair and in the coordination of activities carried out by transportation agencies operating within the city. POLICIES A. Local transportation planning and emergency response shall be done in coordination with supporting agencies in order to ensure the integrity of the transportation system. B. Response to restore transportation routes and services shall be prioritized in order to provide access for emergency services, delivery of essential resources and for the re -opening of major transportation routes. SITUATION E A significant disaster may cause severe damage to the transportation a infrastructure. Secondary damage may include utility networks constructed adjacent to or as part of roads and bridges. Damage to transportation systems, Edmonds CEMP Emergency Support Function 1 - 41 January 2017 Packet Pg. 183 8.5.b IV V including damage to the WA State Ferries terminal located at the Port of Edmonds, will cause major disruption of both routine and emergency services. CONCEPT OF OPERATIONS A. The Public Works Director or designee shall be responsible for coordinating surface transportation related activities within the city. Priorities established for the clearing and emergency repair of City roads shall be coordinated with the Police Department, Fire District, and adjacent jurisdictions to ensure the timely restoration of emergency services and the transportation network. B. Repair and restoration of state and interstate highways will be coordinated with the appropriate state and federal agencies. Washington State Department of Transportation shall be the primary contact for the coordination of these activities. The Public Works Director or designee may authorize emergency road clearing work to be done on state and interstate highways in order to re-establish highway systems. C. The Public Works Department will provide an assessment of roadway conditions and provide information to the Emergency Operations Center, SnoCo DEM and all appropriate agencies. All appropriate agencies shall be notified of ongoing repair and roadway status. D. Additional resources or assistance may be obtained through existing mutual aid agreements and/or contracts through private contractors. Requests for additional assistance should be coordinated through the Emergency Operations Center and SnoCo DEM. E. The Public Works Director, or designee, in coordination with the Emergency Operations Center and SnoCo DEM, shall coordinate the priority use of public transportation assets. Private transportation sources are available within the city and should be integrated into overall emergency transportation needs. PROCEDURES A. Individual agencies responsible for managing transportation routes are responsible for the development of transportation recovery plans and for establishing transportation route priorities within their area. Agencies which provide support resources for the restoration of damaged transportation routes should be included in the overall process to ensure a coordinated and efficient response. a Edmonds CEMP Emergency Support Function 1 - 42 January 2017 Packet Pg. 184 8.5.b VI B. Emergency operations plans for Snohomish County, Washington State Department of Transportation, Washington State Ferries, Community Transit, King County Metro Transit, Sound Transit and Snohomish and King Counties are separately published documents which provide guidance for the overall restoration of damaged transportation routes in the area. C. The City of Edmonds Public Works Department will establish re -opening and restoration priorities for the City and allocate local resources accordingly. When appropriate, work will be coordinated with other affected agencies and jurisdictions. RESPONSIBILITIES 0 L City of Edmonds Public Works Department Coordinate damage assessment, emergency road clearing and repair activities for roadways within the city. 2. Coordinate repair and restoration activities on state and interstate highways with appropriate agencies. 3. Provide or contract for repair and recovery work. 4. Coordinate with other City agencies and adjacent jurisdictions to establish immediate priorities for road re -opening. 5. Coordinate with other public and private transportation service providers to establish emergency transportation networks and resources. City of Edmonds Public Works - Engineering Division Provide maps for transportation route planning. 2. Assist the Public Works Department on activities as required. Snohomish and King County Transportation Divisions Coordinate area -wide transportation route recovery projects with affected agencies and jurisdictions. Provide support to the City in re -opening emergency transportation routes. a Edmonds CEMP Emergency Support Function 1 - 43 January 2017 Packet Pg. 185 8.5.b C E Community, Metro, and Sound Transit Agencies Coordinate mass transportation activities within their service areas 2. Incorporate emergency City needs into the overall emergency transportation and system restoration program. Washington State Department of Transportation and Washington State Ferries 2 3 M Coordinate emergency and permanent repairs of state and interstate highways. Coordinate emergency and permanent repairs of state ferry terminal located in the Edmonds waterfront. Incorporate emergency City needs into the overall emergency transportation and system restoration program. Provide assistance to the City's repair and restoration work as appropriate. a Edmonds CEMP Emergency Support Function 1 - 44 January 2017 Packet Pg. 186 8.5.b EMERGENCY SUPPORT FUNCTION 2 COMMUNICATIONS PRIMARY AGENCIES: City of Edmonds Police Department Snohomish County Fire District 1 City of Edmonds Finance Dept — Information Services SUPPORT AGENCIES: City of Edmonds Public Works Department City of Edmonds Public Information Officers City of Edmonds City Council SNOCOM Communications Center Snohomish County DEM Washington State Emergency Operations Center INTRODUCTION A. Purpose To establish, organize and maintain communications capabilities necessary to meet operational requirements during emergencies and disasters. B. Scope This Emergency Support Function is designed to provide guidance in the coordination of local communication capabilities and for the establishment of back-up systems to support emergency and disaster operations. POLICIES A. The procedures established in local and state communications plans shall be utilized during emergency and disaster operations. B. Local communication procedures shall support county and state r 06 communication plans and shall be developed in coordination with local, county and state agencies responsible for providing communications during emergency and disaster operations. E U M SITUATION a Emergency and disaster situations require reliable communication capabilities in order to gather essential information, request and deploy resources and Edmonds CEMP Emergency Support Function 2 - 45 January 2017 Packet Pg. 187 8.5.b IV communicate information to the Emergency Operations Center, field operations personnel and supporting agencies. In nearly all major incidents, communication systems become overloaded making it difficult to communicate essential information in a timely manner. It is anticipated that in addition to communications needs exceeding local equipment capacity, there will be equipment and system failures associated with incidents such as windstorms, earthquakes and terrorist incidents. In many emergency and disaster situations it is necessary to provide important information and/or warnings to public officials and the general public. This must be accomplished in a timely manner utilizing the most efficient means possible in order to protect life and property at the time of the incident. There are no fixed or automatic emergency warning systems currently in place within the city to warn the general public of emergency conditions. CONCEPT OF OPERATIONS Communications A. The SNOCOM Communications Center shall be the focal point for coordinating emergency communications for emergency services providers within the city. The facility is the central answering point for 911 calls requesting emergency assistance. The center has back-up call receiving at SNOPAC for use in the event of facility failure or general system disruption. B. Calls for police, fire and emergency medical services are dispatched by SNOCOM. During major events with resource limitations, the Fire District and Police Department may determine that resources will be dispatched through the Emergency Operations Center according to incident priority. C. Various individual radio systems are utilized by other departments and supporting agencies within the city. These departments and agencies maintain their own dispatching and communication services. D. Communications will be through cellular and landline telephone and existing radio systems using established frequencies and existing procedures. E. During major emergency and disaster situations communications equipment may be re -distributed in order to provide common equipment and frequency access. This will facilitate effective communications a Edmonds CEMP Emergency Support Function 2 - 46 January 2017 Packet Pg. 188 8.5.b between departments/agencies, the Emergency Operations Center and field command posts. F. Amateur Radio Operators may be available through Snohomish County DEM. The amateur radio operators can provide essential, reliable communications support between departments/agencies, the Emergency Operations Center and field operation locations. Use of amateur radio relieves congestion on other radio frequencies and cellular and landline phone systems. G. Finance — Information Services is responsible for coordinating with telephone service providers for the re-establishment of telephone, computer networks and internet access service to City government locations. H. E-mail may be utilized internal to the City for providing information to staff regarding disaster information. Warning A. SnoCom has access to a notification system that provides emergency information to responders and the general public via phone, text, and/or email messaging that is available to the City. The system may be activated by contacting SNOCOM. B. The Emergency Alert System (EAS) provides emergency information to the public via local radio and television stations. This system may be activated by contacting SNOCOM. C. The National Warning System (NAWAS) is the primary system utilized by the federal government to disseminate warning information. Warnings received via NAWAS are received at the Washington Warning Point which in turn disseminates the warning to local warning points. Warning information for Edmonds is received at SNOCOM which notifies local emergency authorities. D. The National Oceanographic and Atmospheric Administration (NOAA) weather radio system may be utilized to obtain weather related warnings. Weather warnings from NOAA are normally broadcast over EAS and local radio and television stations. E. Weather advisories and warnings are provided via teletype by the National Weather Service and received at SNOCOM. Communications center personnel monitor this information on a 24-hour basis and determine when to notify appropriate public safety services. a Edmonds CEMP Emergency Support Function 2 - 47 January 2017 Packet Pg. 189 8.5.b F. Emergency service agencies will be notified by SNOCOM when the nature of the warning would indicate a need to increase staffing levels or warn the public of impending danger. G. Having no fixed or automatic emergency warning systems in place, notifications of residents regarding emergency information and instructions may be through the Emergency Alert System (EAS), use of the emergency messaging system through SnoCom, door-to-door by uniformed personnel, mobile loud speakers, or any other means available to the command agency at the time. Emergency Public Information A. The Mayor or Disaster Coordinator may appoint a Public Information Officer or Public Information Officer Group who will coordinate the dissemination of emergency public information through the Emergency Operations Center. When the situation warrants, the Public Information Officer may appoint assistants in order to provide media briefings from multiple locations. The City Council may also assist with collection of information from constituents, and convey that information to the Emergency Operations Center. In turn, the Council may assist with dissemination of important communications from the Emergency Operations Center. B. Any or all of the following methods may be utilized to relay emergency information to the public: Print, radio, cable and television media Printed education/information materials City radio systems City of Edmonds website: www.edmondswa.gov Amateur radio systems Public address systems or mobile speakers Emergency Alert System AlertSense Door-to-door contact Community members/leaders for "limited English" communities C. The City, via SNOCOM, will develop Emergency Alert System releases when necessary. Except in immediate life threatening situations, activation of the Emergency Alert System should be coordinated with surrounding jurisdictions. SNOCOM is responsible for activation of the Emergency Alert System. SnoCo DEM can offer technical assistance regarding the Emergency Alert System. a Edmonds CEMP Emergency Support Function 2 - 48 January 2017 Packet Pg. 190 8.5.b u VI D. SNOCOM and/or SnoCO DEM will develop Alert Sense messaging when requested. AlertSense may be activated by either SNOCOM or SnoCo DEM. E. It is anticipated that in some circumstances emergency public information may need to be released from field command posts. In this event, the individual in charge at the location shall notify the Emergency Operations Center in a timely manner and provide detailed information about the release. F. Printed education and information materials for distribution to the public are available through the Fire District and Police Department. G. Additional information on Public Emergency Information can be found in Emergency Support Function (ESF) 15 — External Affairs and Emergency Public Information. PROCEDURES A. Emergency Communications, Warning and Public Information Procedures are the joint responsibility of the Edmonds Police Department and Fire District. B. The City of Edmonds shall follow SNOCOM's Emergency Alert System and AlertSense Activation Procedures. C. Response procedures are separately published documents and should be developed in coordination with other agencies involved in this Emergency Support Function. RESPONSIBILITIES A. City of Edmonds Police Department and Fire District 1 2 Develop and maintain communications, warning and public information procedures for the City. Recommend relocation or redistribution of radio and cellular telephone resources as necessary to most effectively maintain adequate communications in emergency situations. Edmonds CEMP Emergency Support Function 2 - 49 January 2017 Packet Pg. 191 8.5.b 3. Arrange for additional communication resources when necessary. 4. Provide for coordination of warning efforts and for the dissemination of warning and emergency public information. B. City of Edmonds Public Works Department Provide communications equipment and staff to support communication efforts. 2. Provide support in the dissemination of warning information to the public. C. City of Edmonds Disaster Coordinator or Public Information Officer Contact SnoCO DEM when information is to be released over the Emergency Alert System. 2. Gather and coordinate emergency public information for timely release and provide informational briefings to City officials, news media and the public. 3. Notify appropriate agencies to assist in the dissemination of information. 4. Provide pre-printed educational/informational brochures available to the public. 5. Determine appropriate location(s) for public official and news media briefings. 6. Assist in the development of Public Information Officer procedures and checklists for use during emergencies. D. City of Edmonds Finance— Information Services 1. Coordinate with communication services providers for additional r 06 emergency service or the re-establishment of disrupted services when appropriate. 0 c 2. In coordination with the Police Department and Fire District, E develop and maintain communications, warning and public U information procedures for the City. a 3 In coordination with the Police Department and Fire District, Edmonds CEMP Emergency Support Function 2 - 50 January 2017 Packet Pg. 192 8.5.b arrange for additional communication resources when necessary. E. SNOCOM Communications Center Develop procedures and provide for the release of information over the AlertSense and Emergency Alert Systems. 2. Provide dissemination of National Warning System and National Weather Service information to public safety agencies. 3. Coordinate back-up communication systems and the re- establishment of disrupted 911 and communications center service. 4. Establish policy and procedures for distribution of anticipated disaster information (e.g. adverse weather) and other impending disaster -related notifications. F. Snohomish County DEM Assist as requested or necessary with the release of information over the AlertSense system. 2. Activate amateur radio personnel to support City communications as requested. 3. Provide for the release of public information through SnoCo DEM ECC or Joint Information System and/or Center, when activated. G. Washington State Emergency Operations Center Provide supplemental communication equipment and assistance in the dissemination of public information when appropriate. a Edmonds CEMP Emergency Support Function 2 - 51 January 2017 Packet Pg. 193 8.5.b EMERGENCY SUPPORT FUNCTION 3 PUBLIC WORKS AND ENGINEERING PRIMARY AGENCIES: City of Edmonds Public Works Department City of Edmonds Engineering Division SUPPORT AGENCIES: City of Edmonds Parks and Recreation Department Olympic View Water District Sound Disposal Republic Services Waste Management NW WA State Department of Enterprise Services INTRODUCTION A. Purpose To provide for the coordination of public works and engineering operations and resources during emergencies and disasters. B. Scope This Emergency Support Function is designed to provide for the coordination of departments and agencies involved in public works and engineering activities. These activities include debris removal, repair and restoration of facilities and systems, technical advice, structural evaluation, engineering services and emergency contracting. POLICIES Public works and engineering activities shall be done in coordination with departments and agencies having roles and authority within the City to provide public works related services. III. SITUATION Emergencies and disasters may cause significant damage to facilities, infrastructure and buildings. It may be necessary in some cases to carry out reinforcement or demolition activities. Debris may make roads and highways impassable. Utilities which have suffered damage may be partially or totally a Edmonds CEMP Emergency Support Function 3 - 52 January 2017 Packet Pg. 194 8.5.b inoperable. Equipment necessary for repair and restoration activities may be damaged or insufficient in quantity to meet emergency needs. Outside assistance may be necessary to ensure timely and efficient response and recovery operations. IV. CONCEPT OF OPERATIONS A. Public Works and Engineering are the lead agencies for day-to-day and emergency public works and engineering services within the city. These services include construction and maintenance of transportation routes, coordination of solid waste collection, water and sewer services, vehicle and equipment maintenance, right of way and construction permit services. B. Water and sewer services within the city are provided by separate water and sewer districts. The Public Works Director shall ensure that coordination of response and recovery activities takes place between these agencies and the Public Works Department. This coordination may include mutual support with staff and equipment and the prioritization of restoration and recovery activities. C. The Public Works and Engineering shall provide direction and control over their respective resources and coordination with the Emergency Operations Center. Personnel shall operate according to specific directives, department procedures and by exercising reasonable personal judgment when unusual or unanticipated situations arise and command guidance is not available. D. The Public Works Department shall coordinate with private utility companies responsible for electricity, natural gas, telephone, cable and solid waste collection to ensure recovery operations are conducted in as orderly manner as possible. E. In situations where roadways are damaged or blocked it will be the w responsibility of the Public Works Department to establish road clearing U and restoration priorities in coordination with the Police Department and r 06 Fire District to ensure critical emergency operations and resource movement can be accomplished. 0 c F. Public Works and Engineering Division Managers or designees will report E to the Emergency Operations Center to coordinate public works field U operations and resources when it is activated. a G. Additional resources and public works and engineering assistance may be Edmonds CEMP Emergency Support Function 3 - 53 January 2017 Packet Pg. 195 8.5.b v VI obtained through existing mutual aid agreements and/or through contracts with private contractors. H. Public Works and Engineering staff will be mobilized according to the needs presented by the emergency or disaster. This will normally be done by telephone or pager. The Public Works Department will coordinate with Sound disposal, Republic Services, and Waste Management NW for both solid waste collection services, and disaster debris management within the City. The City's Debris Management Plan (Annex D) contains additional detail. The Engineering Division will provide engineering services and contract for major recovery work as appropriate for City -owned buildings, operational facilities, roads and other public works infrastructure. These services include structural inspections to determine building and transportation route safety as appropriate. K. See also ESF 14 — Long -Term Community Recovery, and the City of Edmonds Disaster Recovery Plan, a separately published document. PROCEDURES A. Responding agencies are responsible for the development of response procedures for their agency, and for training employees involved in emergency response. B. Response plans, agency procedures and mutual aid agreements are separately published documents which should be developed in coordination with other response agencies for the jurisdiction. C. The City maintains a Debris Management Plan (Annex D) as a resource guide in support of this ESF. RESPONSIBILITIES A. City of Edmonds Public Works Department and Engineering Division 1. Clear and provide emergency repair of transportation routes. 2. Coordinate with water and sewer service providers to ensure priority restoration of services and for emergency potable water supplies. Edmonds CEMP Emergency Support Function 3 - 54 January 2017 Packet Pg. 196 8.5.b B. C. D. E. 3 4 5 Provide or contract for solid waste and debris removal services on public property and right-of-ways. Provide or contract for engineering services. Coordinate with private utility providers in the repair and re- establishment of services to the City. Olympic View Water District 1. Coordinate the prioritization of repair and restoration activities with the Public Works department. City of Edmonds Parks and Recreation Department 1. Provide staff and equipment to assist with public works operations as requested. Allied Waste, Republic Services, and Waste Management NW 1 K Provide for the continuation of regularly scheduled household waste pick-up services. Coordinate with Edmonds Public Works for the collection and management of disaster -generated debris. WA State Department of Enterprise Services 1. Provide support services after the City has exhausted their supplies and response capacity. This support may include: technical advice and evaluations; engineering services; construction management. a Edmonds CEMP Emergency Support Function 3 - 55 January 2017 Packet Pg. 197 8.5.b EMERGENCY SUPPORT FUNCTION 4 FIREFIGHTING PRIMARYAGENCY: Snohomish County Fire District 1 SUPPORT AGENCIES: Mutual Aid Fire Agencies City of Edmonds Police Department City of Edmonds Public Works Department Snohomish County DEM Washington State Patrol - Fire Protection Bureau Washington State Emergency Operations Center INTRODUCTION A. Purpose To define agency responsibilities in fire response and establish policies for the coordination of multi -agency firefighting activities. B. Scope This Emergency Support Function augments existing mutual aid agreements and fire response plans existing at the local, county and state levels. It provides guidance for the management and coordination of firefighting activities and resources. POLICIES A. The procedures established in local and county -wide plans and mutual aid agreements shall be utilized when responding to an emergency or disaster. B. The Washington State Fire Services Resources Mobilization Plan shall be activated through Washington State Emergency Management Division when mutual aid resources have been exhausted. III. SITUATION Fires may occur at any time and under many circumstances within the city. Fires are most likely to occur in residential or commercial structures. However, it is also common for fires to occur in transportation accidents and in open fields or a Edmonds CEMP Emergency Support Function 4 - 56 January 2017 Packet Pg. 198 8.5.b IV wooded areas posing a threat to the surrounding community. A significant natural disaster, technological, or human caused incident may result in many urban and rural fires. Ignition sources of little concern during normal circumstances could cause many fires following an earthquake or other natural disaster. Fire may also result from a technological or human caused incident such as an airline crash or hazardous material incident. CONCEPT OF OPERATIONS A. Snohomish County Fire District 1 is the lead agency for fire suppression activities within the city. Supporting agencies shall report to and operate under the direction of the Incident Commander. The Fire District may establish a unified command system with supporting agencies during large scale incidents. B. The Fire District has existing mutual aid agreements with numerous agencies throughout King, Pierce and Snohomish Counties. Requests for assistance may be through existing mutual aid agreements. In situations when mutual aid is not available, requests for resources through the Washington State Fire Services Resources Mobilization Plan will be coordinated through Washington State Emergency Management Division, with notification made to SnoCo DEM. C. The Police Chief or designee will allocate resources to support Fire operations as necessary and will report to the Emergency Operations Center to coordinate law enforcement field operations and resources when it is activated. D. On -scene management of emergencies shall follow the Incident Command System in accordance with the National Incident Management System (NIMS). E. Communications and emergency notifications will be through established channels (See ESF 2 — Communications). F. The notification method used to mobilize off -duty personnel will normally r be by telephone or pager. CD c G. The Fire Chief, or designee, shall provide direction and control over E District resources and shall coordinate activities with the Emergency U Operations Center. District personnel shall operate according to specific a directives, District policies and procedures and by exercising reasonable personal judgment when unusual or unanticipated situations arise and command guidance is not available. Edmonds CEMP Emergency Support Function 4 - 57 January 2017 Packet Pg. 199 8.5.b V ft H. Command posts may be established for the coordination of field operations. The Incident Commander shall provide regular status reports to the Emergency Operations Center. The coordination of resources will normally be through the Emergency Operations Center. Co -location of command posts will be the preferred method of field operations when multiple departments/agencies have command posts established. PROCEDURES A. Responding agencies are responsible for the development of response procedures for their agency, and for training employees involved in emergency response operations. B. Response plans, agency procedures and mutual aid agreements are separately published documents which should be developed in coordination with other response agencies for the jurisdiction. RESPONSIBILITIES A. Snohomish County Fire District 1 Provide 24-hour response to fire emergencies. 2. Provide coordination of fire resources and direction and control at emergency scenes. 3. Develop and maintain resource lists for equipment, personnel and supply sources. 4. Develop policies and procedures for District operations during emergencies and provide training for appropriate City staff. 5. Provide a representative to the City Emergency Operations Center when activated to assist in the coordination of resources and operational activities. B. Mutual Aid Fire Agencies Provide resources including equipment, staffing and supplies to support emergency operations. a Edmonds CEMP Emergency Support Function 4 - 58 January 2017 Packet Pg. 200 8.5.b C D E F G City of Edmonds Police Department 1. Provide incident scene security, traffic control and evacuation operation support. City of Edmonds Public Works Department 1. Provide operational support with equipment, staffing, traffic control and coordination of utility providers during emergencies. Snohomish County DEM 1 2 3 Provide support and coordination of resource requests during major incidents. Provide coordination with Washington State Emergency Operations Center when activated. Work in coordination with the Regional Fire Mobilization Coordinator. Washington State Patrol - Fire Protection Bureau 1. Coordinate resources through the Washington State Fire Services Resources Mobilization Plan when activated. Washington State Emergency Operations Center 1 Coordinate requests for state and federal resources as appropriate a Edmonds CEMP Emergency Support Function 4 - 59 January 2017 Packet Pg. 201 8.5.b EMERGENCY SUPPORT FUNCTION 5 EMERGENCYMANAGEMENT PRIMARYAGENCY: City of Edmonds Planning Division SUPPORT AGENCIES: All City of Edmonds Departments All Contract and Government Service Agencies and Districts All Agencies Providing Human Services INTRODUCTION A. Purpose To provide a method to collect, analyze and share information about a potential or actual emergency or disaster in order to enhance the response and recovery activities of the City. 2. To provide guidance in reporting response and recovery information to local and state emergency management agencies. B. Scope This Emergency Support Function addresses the informational needs of the City Emergency Operations Center (EOC) and involves all City Departments, agencies which support City operations, special districts and organizations providing support to residents during and after emergencies and disasters. POLICIES All City Departments, special districts, and support agencies are responsible for providing incident information to the Emergency Operations Center. This information will be used by assigned staff to analyze the situation and develop appropriate action plans and obtain resources for response and recovery activities. III. SITUATION Any emergency or disaster creates a need for information flow between first response or field operations personnel and command or supervisory staff. In any emergency or disaster incident requiring the activation of the Emergency a Edmonds CEMP Emergency Support Function 5 - 60 January 2017 Packet Pg. 202 8.5.b IV Operations Center, it is essential that information be obtained from field personnel to assist the Emergency Operations Center in establishing response and recovery priorities and determining potential future needs. CONCEPT OF OPERATIONS A. Whenever any part of the city is threatened by a hazard that could lead to an emergency or disaster, or when an emergency or disaster situation exists, the Emergency Operations Center (EOC) will be activated at the appropriate level to assess the situation. All City Departments, special districts, service providers and human service organizations involved in disaster operations and represented in the Emergency Operations Center will work to meet the information requirements of the Emergency Operations Center Staff and City leaders. This will include receiving periodic reports from their field representatives. Additionally, the Emergency Operations Center Staff may be required to request information from liaison coordinators to the local jurisdiction, surrounding jurisdictions or from SnoCo DEM to meet a specific requirement. B. The Planning Division is responsible for the management of information received in the Emergency Operations Center. The assigned personnel will collect, analyze, report, and display the current information. From this information, action plans will be developed by Emergency Operations Center Staff to meet the needs of the situation. C. The Planning Division will develop periodic situation reports and provide information to SnoCo DEM through the Disaster Coordinator or designee as required by the incident. D. Each City Department is responsible for developing their own reporting procedures. Each Department is responsible for ensuring that their field operations personnel are aware of the reporting procedures and that they provide reliable, timely information to the Emergency Operations Center. E. Information will be shared by posting on boards or charts, making r announcements, holding periodic briefings, routing to other members of the staff or through the development of situation reports. CD F. The City Clerk will be responsible for maintaining a log of information U received at the Emergency Operations Center for permanent record a keeping. Edmonds CEMP Emergency Support Function 5 - 61 January 2017 Packet Pg. 203 8.5.b V VI. G. The Disaster Coordinator shall provide a copy of the Local Proclamation of Emergency to SnoCo DEM for distribution to appropriate county, state and federal agencies by the most expeditious means available at the time of the event. H. Additional information on Concept of Operations can be found in the City of Edmonds Emergency Operations Center (EOC) Guide, a separately published document. PROCEDURES A. Each City Department and agency involved in emergency and disaster operations is responsible for developing reporting formats and procedures for their department or agency. Reporting forms shall follow the approved format of the Emergency Management Committee. RESPONSIBILITIES A. City of Edmonds Building and Planning Divisions Assist City Departments and supporting agencies in the development of reporting formats. 2. Procure information display materials, maps and supplies. 3. Collect, display and analyze information at the Emergency Operations Center. Share information with appropriate staff and develop action plans to support disaster operations. 4. Request information from other local jurisdictions and outside agencies as necessary. B. All City of Edmonds Departments 1. Prepare reporting formats. 2. Establish departmental reporting procedures between field personnel and the Emergency Operations Center. 3 0 Analyze information specific to the department and prepare, or recommend action plans as appropriate. Coordinate activities and share information with City Departments and outside agencies as appropriate. a Edmonds CEMP Emergency Support Function 5 - 62 January 2017 Packet Pg. 204 8.5.b C. All Contract and Government Service Agencies, Special Districts and Human Service Agencies 1. Prepare reporting formats. 2. Establish reporting procedures between field personnel and the Emergency Operations Center. 3. Analyze information specific to the organization and prepare, or recommend action plans as appropriate. 4. Coordinate activities and share information with City Departments and outside agencies as appropriate. D. City Clerk Maintain a log of information received at the Emergency Operations Center for permanent record keeping. a Edmonds CEMP Emergency Support Function 5 - 63 January 2017 Packet Pg. 205 8.5.b EMERGENCY SUPPORT FUNCTION 6 MASS CARE, EMERGENCY ASSISTANCE, HOUSING AND HUMAN SERVICES PRIMARY AGENCIES: City of Edmonds Parks and Recreation Department City of Edmonds Community Services Department City of Edmonds Police Department/Animal Control SUPPORT AGENCIES: American Red Cross City of Edmonds Human Resources Department City of Edmonds Development Services City of Edmonds Office of the Mayor Snohomish County DEM Snohomish Health District Snohomish County Human Services Local Human Service Agencies, Churches and Volunteer Agencies Local Animal Care Facilities, including PAWS WA State Department of Social and Health Services INTRODUCTION A. Purpose To provide a coordinated method of mass care activities including: shelter of people and animals; feeding and first aid following an emergency or disaster; to operate a disaster welfare information system to collect, receive and report information about the status of survivors and assist with the reunification of family members; and to coordinate the distribution of emergency relief supplies. Human services may include related recovery efforts such as counseling, benefit claims assistance, identification and postal services, financial services and associated human services that can be delivered through Federal Disaster Recovery Service Centers, as needed. Long-term community recovery needs are addressed in ESF 14 — Long-term Community Recovery and the City of Edmonds Disaster Recovery Plan, a separately published document. B. Scope This ESF addresses responsibilities and priorities for mass care services that are needed during emergencies. Mass care services are a shared responsibility between the City of Edmonds, the Snohomish County Chapter of the American Red Cross, Snohomish County DEM, and other Edmonds CEMP Emergency Support Function 6 - 64 January 2017 Packet Pg. 206 8.5.b community and volunteer agencies. The National Pets Evacuation and Transportation Standards Act of 2006 (H.R. 3858-PETS) requires local and state emergency preparedness authorities to include plans for pets and service animals in disaster plans; grants FEMA the authority to assist states and local communities in developing disaster plans to accommodate people with pets and service animals; authorizes federal funds to help create pet -friendly emergency shelter facilities; and allows FEMA to provide assistance for individuals with pets and service animals, and the animals themselves following a major disaster. Animal care and pet sheltering issues are addressed in Support Annex C: Animal Disaster Protection, of this document; and more detail can be found in the Washington State and Snohomish County Comprehensive Emergency Management Plan(s), ESF— 11: Agriculture & Natural Resources. Initial response activities will focus on meeting urgent needs of survivors. Recovery assistance available through local agencies and temporary housing, loans and grants for survivors under federal disaster assistance programs may need to be coordinated with mass care activities in order to provide the best service to the community. A collaborative response by the City, private and non-profit organizations will greatly benefit and facilitate mass care services in the Edmonds area. POLICIES A. In circumstances where there is an immediate need for mass care services, the City of Edmonds may provide limited mass care services using available facilities and resources. B. The American Red Cross will provide staff, supplies and shelters as disaster conditions dictate and resources allow, in accordance with the Robert T. Stafford Disaster Relief and Emergency Assistance Act (PL 93- 288) as amended and the National Response Framework. C. All mass care services will be provided without regard to economic status r 06 or racial, religious, political, ethnic or other affiliation, age, sexual identity or disability; and will attempt, by leveraging the support and coordination o of the Snohomish County Human Services Multi -Agency Task Force, and resources from the Snohomish Health District and American Red E Cross, to meet the Americans with Disabilities Act requirements. These U agencies have plans, resources, and vendors to assist the City in a meeting the needs of diverse and vulnerable communities. D. Appropriate federal, state and city, volunteer agency and private sector resources will be used as available. Edmonds CEMP Emergency Support Function 6 - 65 January 2017 Packet Pg. 207 8.5.b 1T/ E. Disaster Welfare Information will be gathered and disseminated only by the American Red Cross using established procedures. F. Shelters for pets may be activated by the City of Edmonds Police Department/Animal Control with help from local veterinary and volunteer animal care organizations. Pet shelters may be separated from shelters for citizens. See also Support Annex C: Animal Disaster Protection Plan of this document. G. The Washington State Departments of Agriculture (WSDA) and Fish and Wildlife (WDFW) represent animal health concerns of the state. This involves, but is not limited to: the diagnosis, prevention and control of foreign animal diseases and diseases of public health significance, and assistance in the disposal of dead animals in accordance with Appendix 8 (State Animal Response Plan) of Emergency Support Function 11 of the Washington State Comprehensive Emergency Management Plan. SITUATION Serious damage to the community will quickly overwhelm local resources which have a primary function of gathering damage information and responding to immediate life threatening situations. Damage to roads, airports, communications and structures will hamper response efforts. Emergency workers may be injured, involved with personal problems resulting from the situation or be unable to reach their designated posts. Hundreds of survivors may be forced from their homes due to damage, environmental conditions or severe weather. There may be large numbers of dead or injured. Family members may be separated immediately following a sudden impact incident. Large numbers of transients, such as tourists and business travelers may be stranded long distances from home and require assistance. There may be a requirement for shelter sites for hundreds to thousands of people and pets impacted by the disaster. Many will be separated from their families due to impassible transportation routes and gridlock. CONCEPT OF OPERATIONS A. The City of Edmonds Parks and Recreation Department will be the primary City agency for establishing temporary mass care services and facilities until Red Cross and other disaster relief agencies establish operations. This may be as long as seven days. The Community Services and Human Resources Departments will provide staff and a Edmonds CEMP Emergency Support Function 6 - 66 January 2017 Packet Pg. 208 8.5.b resources to support Parks and Recreation Department mass care efforts as needed. B. Mass care activities undertaken by the City will support emergency operations by providing food, water and rest areas for City staff working during the emergency. C. The Parks and Recreation Department will coordinate the use of City facilities and parks for use as mass care locations. D. Requests for establishment of Red Cross Mass Care Centers will be coordinated through SnoCo DEM. E. Once the Red Cross has established mass care operations, the City will assist Red Cross as needed in the coordination of other local human service agencies and volunteer groups in support of mass care operations through SnoCo DEM. F. Initial information to be released to the public regarding mass care facility services and locations will be coordinated through the City's Public Information Officer and/or the County's PIO if a Joint Information System is activated, and the American Red Cross Public Information Officer, if appointed. The Red Cross will normally take over the public information role for Red Cross activities once mass care operations are established. G. The Parks and Recreation Department will be responsible for pre - identifying parks or other locations appropriate for recreational vehicles or camping and for identifying appropriate shelter locations within the city and for developing plans for shelter operation. H. The Parks and Recreation Department, in cooperation with the Community Services Department, is responsible for identifying and developing resource lists of local volunteer groups and organizations that will assist with mass care operations and assist those individuals with special needs who require special assistance. The Parks and Recreation Department, in cooperation with the Police Department/Animal Control, and with assistance from local animal welfare groups, is responsible for pre -identifying appropriate locations for pet shelters within the city and developing plans for shelter operation. The Human Resources Department will be the primary agency for providing food and shelter support to City employees working during emergency operations. Provisions will be made for employee family members who, for safety reasons, require support at City shelters or facilities. a Edmonds CEMP Emergency Support Function 6 - 67 January 2017 Packet Pg. 209 8.5.b V IV K. The Police Department is responsible for providing security at shelter and mass care locations when necessary. L. On -going mass care and recovery assistance to survivors after the disaster will be provided directly to the public through federal, state and county programs and through private agencies and local volunteer organizations. PROCEDURES A. The Parks and Recreation Department, in coordination with the Community Services and Human Resources Departments, is responsible for developing policies for the use of City property and facilities for mass care operations. These departments are also responsible for developing resource lists and procedures for use by City staff for operating shelters prior to the arrival of Red Cross personnel. B. The American Red Cross and other agencies providing mass care services have established procedures in place for providing mass care services to diverse communities. These are separately published documents which are developed and maintained by the individual agencies and organizations. Volunteers and City staff working in support of these organizations are required to operate according to these procedures. C. Procedures for assisting individuals with "special needs" during disasters will be the responsibility of the Community Services Department. These procedures will be coordinated with Snohomish Health District, SnoCo DEM, and local human service agencies, including the American Red Cross. RESPONSIBILITIES A. City of Edmonds Parks and Recreation Department 2 3 Identify City property and facilities suitable for use as mass care locations. Develop policies and procedures for the operation of City facilities as mass care centers. Develop resource lists for mass care supplies and identify human service and volunteer agencies that will provide support during mass care operations. a Edmonds CEMP Emergency Support Function 6 - 68 January 2017 Packet Pg. 210 8.5.b C x E F 4. Assign staff to the Emergency Operations Center to coordinate mass care activities and information to the public. 5. Provide staff and resources for the operation of mass care centers. American Red Cross 1. Provide mass care operations according to established procedures and policies. 2. Provide coordination of mass care information and activities with the Emergency Operations Center. City of Edmonds Human Resources Department 1. Provide assistance to the Parks and Recreation and Community Services Departments in the development of policies and procedures for mass care operations as appropriate. 2. Provide staff and resources for the operation of mass care centers as appropriate. 3. Provide food and shelter for City staff working during emergency operations. City of Edmonds Community Services Department 1. Provide staff and resources for the operation of mass care centers 2. Coordinate assistance to "special needs" individuals through local human service agencies. City of Edmonds Police/Animal Control 1. Provide volunteers, staff and resources, if available, for the operation of pet shelters. 2. With Edmonds Parks and Recreation Department, coordinate for pet sheltering and assistance with local animal welfare agencies. Snohomish County DEM 1 2 Coordinate requests for shelter and mass care assistance through the local Red Cross Chapter. Coordinate with Snohomish County Human Services and outside agencies which provide mass care services. Edmonds CEMP Emergency Support Function 6 - 69 January 2017 Packet Pg. 211 8.5.b G H J K Local Human Service Agencies and Volunteer Organizations 1 2 Provide mass care and human services according to established policies and procedures. Coordinate activities with the Red Cross and SnoCo DEM. Local Animal Service Agencies and Volunteer Organizations 1 2 Provide animal care and sheltering assistance according to established policies and procedures. Coordinate activities with SnoCo DEM. City of Edmonds Police Department 1. Provide security and maintain order at mass care locations as appropriate. City of Edmonds Office of the Mayor 1. Register volunteer workers according to established procedures WA State Department of Social and Health Services 1. Assist with the coordination of mass care, emergency assistance, housing and human services responses by state and non- governmental organizations. 2 Provide guidance to local jurisdictions on mass care and related issues. a Edmonds CEMP Emergency Support Function 6 - 70 January 2017 Packet Pg. 212 8.5.b EMERGENCY SUPPORT FUNCTION 7 LOGISTICS MANAGEMENT AND RESOURCE SUPPORT PRIMARY AGENCIES: City of Edmonds Public Works Department Snohomish County Fire District 1 City of Edmonds Parks and Recreation Department Office of the Mayor SUPPORT AGENCIES: City of Edmonds Police Department City of Edmonds Finance Department City of Edmonds City Council Snohomish County DEM Snohomish County Human Services WA State Department of Enterprise Services INTRODUCTION A. Purpose To provide for the effective management of resources during emergencies and disasters. B. Scope Resource support involves the provision of services, personnel, supplies and facilities during disaster response and recovery. POLICIES A. Each City Department is responsible for developing and maintaining lists of Department resources, including equipment, personnel and supplies for use during emergency and disaster operations. B. Each City Department assigned responsibilities in this CEMP is r 06 responsible for developing and maintaining lists of equipment and service providers necessary to support the Departments' responsibilities and functions during disaster operations. E C. Requests for resources other than contract or mutual aid from outside the U local area will be coordinated through SnoCo DEM. a Edmonds CEMP Emergency Support Function 7 - 71 January 2017 Packet Pg. 213 8.5.b IV. SITUATION Disaster operations will quickly overwhelm local resources. Resources requested from outside the local area may be unavailable for several hours or days. It may be necessary to prioritize of the use of local resources according to the severity of individual incidents. The management of resources will vary greatly from incident to incident. It will be necessary to maintain flexibility in the management of resources and adapt to the changing situations that may be associated with the disaster. CONCEPT OF OPERATIONS A. Locally available public resources and those available through mutual aid shall be utilized prior to requesting resources through SnoCo DEM. B. To the greatest extent possible, a free market economy and distribution system shall be utilized during disaster operations. Controls over limited and critical resources may be put into place on a county or state-wide basis when the situation warrants. C. The City may obtain services, equipment and supplies necessary to respond to a disaster through private sources. It will be the responsibility of the Finance Department to issue purchase orders, vouchers, warrants or temporary contract agreements as required at the time of the disaster. When appropriate, pre -disaster agreements may be initiated in order to facilitate an efficient operation. The City Council may assist with approval of financial resources for emergency expenditures, disbursement of funds, and emergency adjustments to contracting rules and regulations for procurement. D. When necessary, staging areas for incoming resources will be utilized. Each staging area shall have a supervisor or manager responsible for assigning resources as designated through the Emergency Operations Center. Staging areas will normally be divided into two categories: Response Operations - The Fire District and Public Works Department will be responsible for pre -identifying appropriate locations for staging equipment and supplies for disaster response operations. 2. Human Services - The Parks and Recreation Department and Office of the Mayor will be responsible for pre -identifying staging areas and distribution locations for human service supplies and donated goods. This may be done in coordination with local volunteer and human services support agencies when appropriate. a Edmonds CEMP Emergency Support Function 7 - 72 January 2017 Packet Pg. 214 8.5.b V E. The City has identified locations for use as the City's Community Points of Distribution (CPOD) for distribution of commodities to the rblic. These locations are: Edmonds Public Works Facility - 7110 210t St SW; and the Frances Anderson Community Center - 700 Main Street. F. SnoCo DEM shall be notified regarding the location and function of all staging areas within the city in order to facilitate the locating of resources arriving from outside the local area. G. Allocation and distribution of resources from staging areas will be coordinated through the Emergency Operations Center. Once allocated, resources will be managed by the responsible department(s) and/or support agencies to which they are assigned. H. Monetary donations received by the City will be processed and managed by the Finance Department. All monetary donations shall be allocated to support the recovery of the community from the disaster. Allocation of donated funds will be the responsibility of the City Council and shall take place in an expedient manner. The City may leverage the partners of the Snohomish County Human Services Multi -Agency Taskforce to identify local or regional partners able to support financial and physical donation management. This may include, but is not limited to, non-profit organizations such as United Way. The City may utilize the Volunteer Reception Center concept and registration process as provided by SnoCo DEM to manage spontaneous volunteers. If the City does not have resources to support implementation of a process or center, request for support will be made to SnoCo DEM and or Human Services. K. The Police Department shall be responsible for providing security and traffic control at staging area and resource distribution locations as necessary. PROCEDURES A. All requests for outside resources shall be coordinated through the Emergency Operations Center and/or SnoCo DEM. B. Allocation of resources located at staging areas shall be done through the a Emergency Operations Center. Edmonds CEMP Emergency Support Function 7 - 73 January 2017 Packet Pg. 215 8.5.b VI. RESPONSIBILITIES 0 IV L x City of Edmonds Public Works Department 1. Pre -identify appropriate response operations staging areas within the city. 2. Request outside resources through the Emergency Operations Center. 3. Provide/designate staging area supervisors or managers as appropriate. Snohomish County Fire District 1 1. Pre -identify appropriate response operations staging areas within the city. 2. Request outside resources through the Emergency Operations Center. 3. Provide/designate staging area supervisors or managers as appropriate. City of Edmonds Office of the Mayor and Parks and Recreation Department 1. Pre -identify appropriate human services staging and distribution areas within the city. Parks and/or other City facilities will be utilized. The City may also coordinate with local businesses. 2. Request outside resources through the Emergency Operations Center. 3. Coordinate distribution activities with appropriate human service agencies. City of Edmonds Police Department 1 Provide security and traffic control at staging and distribution areas as necessary. a Edmonds CEMP Emergency Support Function 7 - 74 January 2017 Packet Pg. 216 8.5.b E. F G Snohomish County DEM Coordinate requests for resources from outside the area, other than mutual aid and contract service providers. 2. Provide for the delivery and distribution of resources to designated staging areas. City of Edmonds Finance Department Develop procedures for emergency procurement of supplies and services and coordinate these activities during emergency operations. 2. Collect and manage monetary donations. Distribute donated funds as directed by the City Council. WA State Department of Enterprise Services Provide resource support services when City resources and response capacity are exhausted. This may include: emergency relief supplies; office equipment, supplies and facilities; transportation services; and personnel. a Edmonds CEMP Emergency Support Function 7 - 75 January 2017 Packet Pg. 217 8.5.b PRIMARYAGENCY SUPPORTAGENCIES INTRODUCTION A. Purpose EMERGENCY SUPPORT FUNCTION 8 PUBLIC HEALTH AND MEDICAL Snohomish County Fire District 1 Snohomish Health District Snohomish County Medical Examiner Local Hospitals and Medical Clinics Snohomish County DEM American Red Cross Snohomish County Medical Reserve Corps Local Ambulance Service Providers City of Edmonds Police Department Mutual Aid Agencies WA State Department of Health To provide for the coordination of emergency health and medical services during major emergencies and disasters. B. Scope This Emergency Support Function is designed to provide guidance in the allocation of available medical resources and services in order to meet the emergency health and medical needs of the community in a major emergency or disaster. POLICIES A. The Multiple Casualty Incident Procedures, a separately published document, shall be utilized in order to provide timely services to those having the most urgent medical needs and to assist in the distribution of patients to medical facilities. B. The mass medical care procedures established by hospitals and health care support agencies shall be utilized during response to major incidents. a C. Additional resources necessary for emergency medical activities beyond existing automatic and mutual aid agreements shall be requested through SnoCo DEM and/or Snohomish Health District. Edmonds CEMP Emergency Support Function 8 - 76 January 2017 Packet Pg. 218 8.5.b D. The City recognizes that healthcare facilities may have emergency evacuation plans requiring operational support from outside entities. Assistance from the City and from support agencies may be requested consistent with other provisions of this ESF. III. SITUATION A significant disaster with large numbers of injuries will overwhelm existing medical service capabilities. Much of the immediate medical attention to the injured will be administered by well-meaning volunteers at the scene who have little or no first aid training. Such a disaster may also pose public health threats, including problems related to food, water, wastewater, solid waste, disease vectors and mental health. Medical facilities may sustain damages which affect their ability to provide services. Facilities remaining in service may be overwhelmed by the walking wounded and the more seriously injured who are being transported to those locations. Medical supplies and pharmaceuticals may be in short supply. Disruptions to local transportation, utility and communication systems may cause delays in restocking. Uninjured persons who require daily medication may have difficulty in obtaining medications due to reduced mobility, damage or destruction of normal supply locations and general shortages within the disaster area. Major medical emergencies caused by a release of toxic or radioactive substances or by explosion may overwhelm medical resources and facilities as these types of incidents require specialized treatment that is only available at a limited number of medical facilities. IV. CONCEPT OF OPERATIONS A. Snohomish County Fire District 1 and mutual aid agencies are the lead agencies for providing pre -hospital medical services during emergencies within the city. B. The Fire Chief, or designee, shall provide direction and control over District resources and coordination with the Emergency Operations G Center. a� E C. On -scene management of emergencies shall follow the Incident U Command System (ICS), in accordance with the National Incident a Management System (NIMS). D. Notification and activation of emergency response personnel will be through established channels and procedures. Edmonds CEMP Emergency Support Function 8 - 77 January 2017 Packet Pg. 219 8.5.b E. In the event of structural failure or inaccessibility of medical facilities in a disaster, any City facility or temporarily established site may serve as a remote emergency clinic, temporary hospital or morgue for its local area until coordination of more permanent facilities can be established. The establishment of these temporary facilities shall be coordinated with the Snohomish Health District, the Emergency Operations Center and SnoCo DEM. F. Any site designated by the Incident Commander may serve as a command post, staging area, triage or treatment area or transportation station. G. Mutual Aid Agreements exist with numerous agencies throughout the Puget Sound area. Requests for assistance will be coordinated through the Emergency Operations Center and SnoCo DEM. H. It is anticipated that in major medical emergencies, assistance beyond what may be available through the existing mutual aid agreements will be necessary. In these cases, assistance and resources from state and federal agencies may be requested through SnoCo DEM. The Snohomish County Health District shall provide direction to private and governmental service agencies and the general public in the prevention of disease, handling of food, water, wastewater and solid waste. The Health District will also oversee the activities in public facilities to ensure health standards are maintained to the greatest degree possible. The Snohomish County Health District shall assist in the coordination between city, county, state and federal agencies providing medical and health support services within the county, including assistance in the coordination of evacuation from healthcare facilities. K. The Snohomish County Medical Examiner is responsible for the identification of the deceased, body recovery, storage and transportation, and disposition of personal effects and unclaimed bodies, and notification of next of kin. The Medical Examiner shall coordinate with supporting service agencies and maintain records on all deaths resulting from a disaster. L. Mental health services may be provided through a variety of private, public and volunteer mental health counseling services. Coordination of these services shall be through Snohomish County Human Services and/or SnoCo DEM. Edmonds CEMP Emergency Support Function 8 - 78 January 2017 Packet Pg. 220 8.5.b 1V/ VI. M. The City will support efforts of the Snohomish Health District and/or local medical centers to establish medical shelters and, as practicable, the City will support the endeavor with appropriate City facilities and/or other available resources (IT, generator, emergency supplies, etc.). PROCEDURES A. Field response agencies, medical facilities and supporting organizations are responsible for the development of operating procedures for their specific agencies and facilities, and for training employees involved in medical operations. B. The Snohomish County Multiple Casualty Incident Procedures is a separately published document which was developed by the fire departments and emergency medical service providers in Snohomish County to provide for coordinated operations in a mass casualty incident The Multiple Casualty Incident Procedures plan is utilized by all Snohomish County Fire Districts, Municipal Fire Departments, and emergency medical service providers and transporters. It is updated periodically. RESPONSIBILITIES A. Snohomish County Fire District 1 Establish incident command at emergency scenes and provide initial incident evaluation to ensure appropriate allocation and coordination of resources. 2. Provide on scene emergency medical treatment and implement the Multiple Casualty Incident Procedures for on -scene management. 3. Provide ongoing incident status and pertinent information to the Emergency Operations Center or the Command Officer on duty as appropriate. 4. Coordinate the establishment of first aid stations, temporary medical treatment facilities and morgues as appropriate. 5. Maintain medical resource lists. B. Snohomish County Health District Provide information to appropriate agencies and the general public regarding disease prevention and sanitation precautions. a Edmonds CEMP Emergency Support Function 8 - 79 January 2017 Packet Pg. 221 8.5.b C C 2. Coordinate with local public works departments to determine the potential for water contamination and sewage and solid waste disposal system failures which may pose a health risk to the community. Notify the appropriate agencies and the general public 3. Coordinate and provide care and sheltering services for the medically fragile. 4. Monitor overall community support activities as they relate to the health department and respond to situations that may pose a risk to the public, including; food storage, handling and distribution; contamination by toxic releases; and public shelter operations. 5. Provide necessary assistance, equipment and health related services as appropriate, including mass immunization, infectious disease control, medical care at health department clinics, counseling and coordination of personnel and resource support to area hospitals and medical facilities as required. 6. Assist the Snohomish County Medical Examiner in coordinating mortuary services as needed. 7. Additional information can be found in the Snohomish Health District Strategic National Stockpile Activation Plan, and the Snohomish Health District Pandemic Flu Response Plan, separately published documents. Mutual Aid Agencies Provide advanced life support services to the critically injured. 2. Provide medical support and technical assistance to the Incident Commander at incident scenes. 3. Provide coordination and transport of injured persons to medical treatment facilities. Snohomish County Medical Examiner 1. Provide for the recovery and disposition of bodies, determination of cause of death, notification of next of kin and maintain records of disaster related deaths. 2 3 Provide coordination for temporary morgue and mortuary services. Provide information to the news media and the public regarding Medical Examiner operations and status of activities. a Edmonds CEMP Emergency Support Function 8 - 80 January 2017 Packet Pg. 222 8.5.b E F G H Local Hospitals and Medical Facilities Receive any injured person without regard to the ability to pay for services. Maintain cost records and treatment documentation. 2. Triage and provide treatment for patients according to established mass casualty procedures. Direct ambulatory patients to alternate care facilities when appropriate. 3. Establish and maintain communications with hospital control. Provide information and facility status as required. 4. Provide personnel and equipment for dispatch to disaster scenes or temporary medical facilities as required. 5. Maintain records and field assessment reports for patients treated and transported. Snohomish County DEM Provide for coordination of area -wide health care related activities through the County Emergency Coordination Center. 2. Coordinate requests for, and the distribution of, resources obtained locally and from state and federal support agencies as requested by health care facilities and local jurisdictions, in conjunction with the Snohomish Health District. American Red Cross Provide nursing services and medical treatment at temporary shelters and medical treatment centers as appropriate. 2. Coordinate requests for blood and blood by-products from Red Cross Regional Centers. 3. Mobilize volunteers to assist in the relief efforts and provide emergency feeding for disaster workers. o City of Edmonds Police Department U 1. Provide security at temporary morgue facilities as required. a Edmonds CEMP Emergency Support Function 8 - 81 January 2017 Packet Pg. 223 8.5.b I:/ Snohomish County Medical Reserve Corps Provide volunteer assistance in the set-up and operation of shelters for the medically fragile. Local Ambulance Service Providers Provide basic life support services to the injured. 2. Provide transport of the injured to medical treatment facilities. WA Department of Health Provide assistance to local governments in identifying and meeting the public health and medical needs of the injured due to a major disaster or public health emergency. a Edmonds CEMP Emergency Support Function 8 - 82 January 2017 Packet Pg. 224 8.5.b EMERGENCY SUPPORT FUNCTION 9 SEARCH AND RESCUE PRIMARY AGENCIES: City of Edmonds Police Department Snohomish County Fire District 1 SUPPORT AGENCIES: Snohomish County Search and Rescue Snohomish County Technical Rescue Task Force Edmonds Public Works Division Snohomish County DEM WA State Department of Transportation INTRODUCTION A. Purpose To provide for the coordinated use of available search and rescue resources. B. Scope The scope of the search and rescue emergency support function is divided into three operational areas: Land search and rescue - primarily utilized for locating the lost or missing in urban, rural or wilderness areas Air search and rescue - locating missing or downed civil aircraft. This is the responsibility of the Washington State Department of Transportation, Aviation Division. Disaster, or urban search and rescue - encompasses searches for individuals missing due to disasters affecting primarily urban areas such as explosions, storms or earthquakes where severe structural damage is incurred. The City of Edmonds has limited capability for providing search and rescue functions during disaster operations and will rely, when necessary, on outside resources for providing this service. E II. POLICIES U a A. Plans and procedures for search and rescue operations are separately published documents for each operational area. The City of Edmonds shall follow the procedures established in these plans in support of the Edmonds CEMP Emergency Support Function 9 - 83 January 2017 Packet Pg. 225 8.5.b IV agencies and jurisdictions providing search and rescue activities within the city. B. During initial operations, and until primary agencies which provide search and rescue services arrive on scene, the Edmonds City Police Department and Snohomish County Fire District 1 will establish a Unified Command and will be responsible for direction and control during land and disaster, or urban search and rescue operations. City resource support for outside agencies providing air search and rescue will be provided to the command agency upon request. SITUATION The City of Edmonds is primarily urban area with some areas of wild -land and recreational area interface. Most individuals who become lost will be within a few minutes travel from their homes. In addition to individuals becoming lost in wild - land or recreational areas, there is a potential for children and the elderly or confused to become lost or disoriented in the urban environment. Earthquake poses a particularly severe threat to the City. Given the high population density and the number of multi -story buildings, the likelihood of structural damage with large numbers of trapped and injured individuals is very high. CONCEPT OF OPERATIONS A. The Edmonds Police Department is responsible for the command and control of land search and rescue activities within the city. The primary resource for land search and rescue is the Snohomish County Search and Rescue Group, composed primarily of volunteers. The group is organized under the Snohomish County Sheriff's Department. Resource requests will be coordinated by the Police Department. B. Search and rescue operations for missing civil aircraft is the responsibility of the Washington State Department of Transportation, Aviation Division. 06 The United States Air Force is responsible for missing military aircraft and r aircraft of international origin. The United State Coast Guard directs all maritime search and rescue operations on or above navigable waters. Requests for these resources will be through Snohomish County DEM. E The City of Edmonds Police Department will be responsible for U coordinating ground support of these operations upon request. a Edmonds CEMP Emergency Support Function 9 - 84 January 2017 Packet Pg. 226 8.5.b 1VA C. Snohomish County Fire District 1 will be responsible for resource requests for and the coordination of disaster and urban search and rescue operations within the city. The City has minimal resources for carrying out heavy rescue operations and will use the resources of the Snohomish County Technical Rescue Task Force. Operational activities associated with disaster search and rescue at the local level may require support from the Police and Public Works Departments. D. Regional and Federal Urban Search and Rescue Teams for large scale operations are available to respond within 12 to 72 hours. The closest urban search and rescue team is Washington Task Force 1, located within the Puget Sound area. The Task Force should be requested through Snohomish County DEM. However, it should be noted that in the event of a large-scale, regional disaster, the Task Force may not be available as members will be responding with their home agencies. E. Search and Rescue Teams responding from outside jurisdictions will follow established plans, guidelines and procedures while operating within the city. City Staff and Departments will provide coordination and support for these activities whenever necessary. F. The search for and recovery of human remains will normally be conducted only after the rescue of survivors has been completed and the environment will allow for safe operation by search and recovery personnel. PROCEDURES A. Individual agencies responsible for managing the various types of search and rescue operations are responsible for the development of operating procedures for their specific agencies and for training employees and volunteers involved in these activities. The plans and procedures are separately published documents. B. Snohomish County Fire District 1 and City of Edmonds Departments involved in the operations and/or support of search and rescue activities shall establish command posts and operate according to the Incident Command System, as defined in the National Incident Management System (NIMS). a Edmonds CEMP Emergency Support Function 9 - 85 January 2017 Packet Pg. 227 8.5.b VI. RESPONSIBILITIES 0 0 C C E F City of Edmonds Police Department 1 2 Provide direction and control for air and land search and rescue activities within the City of Edmonds. Provide support to search and rescue activities and operations being conducted by teams responding from outside the City. Snohomish County Fire District 1 1 2 Provide for the coordination and support of disaster and urban search and rescue activities. Provide staff and resources for disaster and urban search and rescue activities within the capabilities of the District and City. City of Edmonds Public Works Division 1. Provide staff and resources in support of search and rescue activities as appropriate. Snohomish County DEM 1. Request search and rescue resources as necessary and provide support to the City and outside agencies as appropriate. Snohomish County Technical Rescue Task Force 1. Provide expertise and equipment in disaster and urban search and rescue situations. Snohomish County Search and Rescue 1 Provide staff and resources to carry out land search and rescue activities. a Edmonds CEMP Emergency Support Function 9 - 86 January 2017 Packet Pg. 228 8.5.b EMERGENCY SUPPORT FUNCTION 10 HAZARDOUS MATERIALS PRIMARY AGENCY SUPPORT AGENCIES INTRODUCTION A. Purpose Snohomish County Fire District 1 Snohomish County Haz-Mat Team City of Edmonds Public Works Department City of Edmonds Police Department SNOCOM Communications Center Snohomish County DEM WA State Patrol Snohomish County Health District Snohomish County Sheriff's Department WA State Department of Ecology WA State Department of Health WA State Military Department/National Guard CST WA State Emergency Operations Center To define the overall responsibilities of local agencies in Hazardous Materials Emergencies. B. Scope This Emergency Support Function augments the response procedures of the local Hazardous Materials Response Team and first responder agencies. This Emergency Support Function also provides for coordination with the Snohomish County Local Emergency Planning Committee (LEPC) and all state, federal and private agencies and organizations that may have a role in hazardous materials response and recovery activities within the city. a Edmonds CEMP Emergency Support Function 10 - 87 January 2017 Packet Pg. 229 8.5.b IV POLICIES A. Federal regulations require each state to establish a State Emergency Response Commission (SERC), to identify local jurisdiction emergency planning districts and form Local Emergency Planning Committees (LEPC). The local LEPC is required to develop hazardous materials response plans. The City shall be part of the Snohomish County Local Emergency Planning Committee for the purpose of hazardous materials planning. SITUATION Hazardous material incidents may occur anywhere and at any time within the city. The city is impacted by major transportation routes which are used to transport hazardous materials. These include Interstate Highways 5 and 405 Other primary routes include State Routes 527 and 96, as well as Burlington Northern Railway lines. Several locations within the city are at low risk of terrorist activities which may include the intentional release of chemical, radiological, biological or explosive devices which would impact the city. These locations include the Snohomish County Sheriff's Office, US Fish and Wildlife, various power sub -stations and City government buildings and facilities. Terrorist activities may include the intentional release of chemical, radiological or biological materials; or the detonation of explosive devices. The threat presented by hazardous materials incidents may be to both public health and safety and to the environment. Hazardous materials incidents require response and clean-up procedures to vary with the type and quantity of material released. Hazardous material incidents may require multi -agency and multi- disciplinary responses to adequately handle the situation. CONCEPT OF OPERATIONS U a a A. Snohomish County Fire District 1 is the designated Incident Command W agency for hazardous materials incidents within the city. The Fire District will establish unified command with the Haz-Mat Team, Fire District, emergency medical services, public works, Police and other local and 4 state agencies as appropriate for the specific incident. B. The WA State Patrol will function as the designated Incident Commander E for any hazardous materials incidents taking place on State highways. w a C. The Incident Command System (ICS) will be used when responding to all hazardous material incidents. Edmonds CEMP Emergency Support Function 10 - 88 January 2017 Packet Pg. 230 8.5.b v D. Initial requests for qualified hazardous material team assistance shall be made to SNOCOM. E. The Incident Commander and/or SNOCOM shall be responsible for notifying SnoCo DEM when hazardous material releases occur within the city. This notification may be done through the dispatch center, haz-mat pager or by telephone. SnoCo DEM will notify the Washington State Emergency Operations Center and the Department of Ecology, as needed. These agencies are responsible for providing support during hazardous materials emergencies. Additional notifications may be made when appropriate. F. The Washington State Department of Health, and the Snohomish and Seattle/King County Health Districts shall be notified in the event of a release of radioactive materials. Radiation detection and monitoring equipment is maintained by the Snohomish County Hazardous Materials Team. G. The individual, business or agency responsible for the spill is responsible for assuring effective abatement of the release or threatened release of any hazardous substance. The Washington State Department of Ecology is responsible for monitoring clean-up activities to assure compliance standards are met. H. The Fire District, in cooperation with the Police Department, is responsible for overseeing the protection of public health and safety during hazardous material incidents this shall include evacuation and perimeter control. Long-term site isolation and security shall be the responsibility of the Washington State Department of Ecology or their designee. The Washington State Patrol and Snohomish County Sheriff may provide specialty response teams for clandestine drug lab and explosive device responses. The Edmonds Public Works Department shall be the primary agency for coordinating with water and sewer utilities for the protection of water and sewer systems within the city which may be affected by a hazardous material release. PROCEDURES A. Responding agencies are responsible for the development of response procedures for their agency, and for training employees involved in emergency response operations for releases of hazardous substances in accordance with current state and federal guidelines. a Edmonds CEMP Emergency Support Function 10 - 89 January 2017 Packet Pg. 231 8.5.b vl B. The Snohomish County Local Emergency Planning Committee is responsible for the development, maintenance and distribution of the Snohomish County Hazardous Materials Response Plan. RESPONSIBILITIES 0 Snohomish County Fire District 1 and Snohomish County Haz-Mat Team 1. Provide 24-hour response to hazardous material emergencies. 2. Serve as Incident Command agency or serve as part of a unified command as appropriate during hazardous materials emergencies. 3. Assist with law enforcement, emergency notifications and warning and evacuations as necessary. 4. Coordinate and maintain liaison with other agencies involved in the incident. 5. Provide communications and technical support, including radiological monitoring to the incident 6. Coordinate fire resources when emergency mobilization is authorized for a hazardous materials incident. 7. Take initial steps to size -up the situation, isolate the scene and protect life and property. 8. Request assistance and make initial notifications to SnoCo DEM, local agencies and provide warning to the public as appropriate. 9. Provide on -scene City liaison and public information officer during the emergency. City of Edmonds Public Works Department 1. Assist water and sewer providers in protecting city water and sewer supplies and systems as appropriate, and provide notification to other utility providers which may be affected by the emergency. a 2. Establish coordination with other utilities providers during response activities. Edmonds CEMP Emergency Support Function 10 - 90 January 2017 Packet Pg. 232 8.5.b C IC E 1- G I: City of Edmonds Police Department 1. Provide for perimeter control, re-routing of traffic and initial security. 2. Assist with emergency notification of the public and evacuation as appropriate. 3. Provide public information officer if requested. SNOCOM Communications Center 1. Provide emergency dispatch services in support of haz-mat operations. Snohomish County DEM 1. Activate Emergency Coordination Center as necessary to coordinate support activities for the incident such as emergency notifications, public shelters, resource support, public information and liaison with adjoining county and state emergency operation centers, as needed. 2. Coordinate activities of outside agencies and departments in support of the incident as requested. 3. Make notifications to appropriate county, state and federal agencies 4. Support activities on -scene when requested by the Incident Commander. 5. Coordinate the Joint Information System, if needed. Will also activate a Joint Information Center, as needed. Washington State Patrol and Snohomish County Sheriff's Department 1. Provide response teams for clandestine drug lab and explosive device responses. Snohomish County Health District 1. Provide notifications to the general public regarding precautionary measures and health effects related to released materials, as necessary. Washington State Department of Health 1 Provide response, monitoring and clean-up to radiological incidents. a Edmonds CEMP Emergency Support Function 10 - 91 January 2017 Packet Pg. 233 8.5.b K. 2. Provide notifications to the general public regarding precautionary measures and health effects related to released materials as necessary. Washington State Department of Ecology Provide 24-hour response to serious hazardous material incidents 2. Provide expertise in containment and clean-up of hazardous materials and ensure that source control, containment, clean-up and disposal are accomplished. 3. Assume responsibility of incident management and clean-up if the responsible party is unavailable, unresponsive or unidentified. M 5 Provide coordination with other environmental and state agencies involved in clean-up and/or recovery. Initiate enforcement actions as appropriate. Washington State Emergency Operations Center Maintain 24-hour communication and notification capability. 2. Coordinate state agency response activities through the state EOC, including procurement of state resources as needed for response activities. 3. Provide a public information officer to support a joint information center if needed. Washington State Military Department/National Guard CST Provide technical support, response, decontamination and monitoring at hazardous materials incidents of significant size and/or duration. a Edmonds CEMP Emergency Support Function 10 - 92 January 2017 Packet Pg. 234 8.5.b EMERGENCY SUPPORT FUNCTION 11 AGRICULTURE AND NATURAL RESOURCES PRIMARYAGENCY: City of Edmonds Parks and Recreation Department SUPPORT AGENCIES: City of Edmonds Development Services Department City of Edmonds Police Department Snohomish County DEM Snohomish Health District Snohomish County Red Cross Local Volunteer and Human Service Agencies Washington State Emergency Operations Center Washington State Department of Agriculture Washington State Department of Social and Health Services Federal Agencies INTRODUCTION A. Purpose The purpose of this Emergency Support Function is to coordinate efforts to provide safe handling of food, water and donated goods for mass feeding and distribution; and for providing transportation to distribution sites during a catastrophic disaster. B. Scope This Emergency Support Function is applicable to catastrophic incidents which exceed the capabilities of the local resources available through city, county, private and volunteer agencies and organizations. This Emergency Support Function is designed to closely support Emergency Support Function 6 - Mass Care, Emergency Assistance, Housing and Human Services. POLICIES A. The City will coordinate with county, state and federal officials and follow the policies of these agencies in the execution of this Emergency Support Function. a B. The City will work with all community, humanitarian and social service organizations to coordinate this activity. Edmonds CEMP Emergency Support Function 11 - 93 January 2017 Packet Pg. 235 8.5.b 1T/ C. The Snohomish Health District will provide guidance to City Departments and other agencies to ensure the safety of food and water distributed to the public. D. The priority for providing food will be to areas of acute need then to areas of moderate need. E. The City will incorporate preservation and conservation measures for critical areas into response activities. SITUATION An incident of catastrophic proportion will deprive large numbers of people access to and/or the means to prepare food. In addition to disruption of the local food supply and distribution network, an incident may destroy food supplies in the general area. Commercial cold storage and freezer facilities may be inoperable. Water supplies may be insufficient due to damage to the local distribution system and/or contamination. This will require potable water or beverage supplies to be distributed in mass quantities. The City has limited experience in coordinating the distribution of food, water and donated goods in a catastrophic incident; and if not handled properly, food, water and donated goods can become vehicles for illness and disease transmission, which must be avoided. Guidance for these activities will be provided by local and State Health authorities when appropriate. CONCEPT OF OPERATIONS A. The Parks and Recreation Department, assisted by the Development Services Department, will be responsible for coordinating the functions of this Emergency Support Function with county, state and federal agencies on behalf of the City as required by the nature and extent of the disaster. B. All requests for food and water of this magnitude will be processed — 00 through the County Emergency Coordination Center. The City will 4 determine needs based on the information available and make request to SnoCo DEM. E C. Coordination of distribution locations may be done on a county -wide w level. The City will provide information to SnoCo DEM regarding suitable a locations for storage, distribution and mass feeding within the city. Edmonds CEMP Emergency Support Function 11 - 94 January 2017 Packet Pg. 236 8.5.b V ft D. Locations suitable for providing storage, distribution and mass feeding capability from a single location will be preferred sites. E. The operational concepts and resources established for Emergency Support Function 6 - Mass Care, Emergency Assistance, Housing and Human Services will be utilized in support of this function. F. Mass distribution of food and water will be provided for as short a period of time as possible. It is essential to the economic recovery of the community that regular methods of distribution through local businesses be re- established as quickly as possible. PROCEDURES A. Procedures established to carry out the responsibilities of Emergency Support Function 6 - Mass Care, Housing and Human Services will be utilized to guide the activities of City staff and support agencies. B. Procedures established by state and federal agencies which are charged with food and water distribution under the state and federal response plans will be followed when these agencies are working within the city. City officials will support state and federal efforts as necessary. C. Rehabilitation, recovery and/or restoration of critical areas such as stream beds and wetlands within the City will be accomplished in a manner consistent with WA State Department of Ecology recommendations and requirements. RESPONSIBILITIES A. City of Edmonds Parks and Recreation Department Coordinate with SnoCo DEM and county, state and federal agencies regarding the need for food and water distribution within the city. 2. Make requests for food and water resources through the County Emergency Coordination Center when local resources are/or will be inadequate to meet area needs. 3 Provide support to county, state and federal agencies with City staff and resources available to support food and water distribution. a Edmonds CEMP Emergency Support Function 11 - 95 January 2017 Packet Pg. 237 8.5.b L IWj E F G 4. Identify suitable locations within the city for food and water distribution and mass feeding operations. City of Edmonds Development Services Department 1. Provide support to the Parks and Recreation Department with staff and resources as requested to support food and water distribution activities. Snohomish County DEM Serve as the primary contact point to coordinate area -wide activities with county, state and federal officials. City of Edmonds Police Department Provide law enforcement activities in support of food and water distribution. Local Volunteer and Human Service Agencies Coordinate distribution activities and provide volunteer resources for distribution site management. WA Department of Agriculture and Department of Social and Health Services Provide nutrition assistance through the Food and Nutrition Service This assistance may include: determination of need; obtaining appropriate food supplies; arrangement of delivery; and authorization of food stamps. Other County, State, and Federal Agencies Provide food and water supplies; and coordination and distribution of food and water supplies utilizing all available resources and procedures established in the Agencies' response plans. a Edmonds CEMP Emergency Support Function 11 - 96 January 2017 Packet Pg. 238 8.5.b EMERGENCY SUPPORT FUNCTION 12 ENERGY PRIMARY AGENCIES: Snohomish County PUD Puget Sound Energy City of Edmonds Emergency Operations Board SUPPORT AGENCIES: Washington State Emergency Operations Center Washington State Department of Commerce Washington Utilities and Transportation Commission Snohomish County DEM INTRODUCTION A. Purpose To provide for coordination between the City of Edmonds, county, state and federal agencies, and local utility providers for the effective use of electric power, natural gas and petroleum supplies. B. Scope The level to which energy supplies are restricted due to damages suffered during an emergency or disaster will be determined by the nature and scope of the incident. POLICIES A. The State of Washington and the Federal Government have the authority to restrict use of energy resources during times of emergency or disaster. The City of Edmonds shall comply with all orders issued regarding the curtailment of energy resources. B. The City of Edmonds shall provide a liaison to coordinate energy related issues with county, state and federal officials and utility providers as T" necessary. This may be done through SnoCo DEM. aD E III. SITUATION r r Q Electric utilities which provide service to the City of Edmonds are an organized collection of public and private generating and distribution facilities. They are interconnected to the Northwest Power Pool. Relying on the power pool concept, the electric power industry has developed the capability to provide Edmonds CEMP Emergency Support Function 12 - 97 January 2017 Packet Pg. 239 8.5.b IV power under extreme conditions. Natural gas distribution is provided by Puget Sound Energy and is supplied primarily by Northwest Pipeline. Distribution of natural gas is subject to control of the federal government in response to supply and demand factors and emergency situations. Petroleum fuel supplies are provided through a wide variety of sources and companies. Like natural gas and electricity it is subject to control by the federal government during times of emergency. There is no centralized system at the local level to provide for the coordination of emergency services provided by public utility providers. CONCEPT OF OPERATIONS A. In the event of state or federally imposed energy restrictions, or in times of emergency when supplies of resources are strictly limited due to damage or shortage of energy supplies, the City will assign a liaison to communicate local needs with utility providers and county, state and federal authorities. This will normally be the Disaster Coordinator designee. B. Public and private utility providers are expected to manage and operate the utility within their own jurisdiction, providing energy resources based on requirements and capabilities. C. Public utility resources will be used to meet immediate and essential emergency needs, to include restoration of utilities to critical and essential facilities within the city. Outside resources may be requested through other utility providers, mutual aid agreements or through the Washington State Emergency Management Division. D. To the maximum extent practical, and within the limitations imposed by state or federal government, public utilities will continue to provide services through their normal means. In the event curtailment orders are issued by the state or federal government, all utilities will comply with such orders. E. In the event that energy restrictions affect the delivery of supplies to the general public, the City may be required to enforce such restrictions locally. The need to provide enforcement will be evaluated and handled on a case by case basis. a Edmonds CEMP Emergency Support Function 12 - 98 January 2017 Packet Pg. 240 8.5.b V Dll PROCEDURES A. Each utility provider has plans established for the restoration of utility services and for the emergency allocation of resources during times of restriction or shortage. These plans comply with state and federal plans for the curtailment of energy and petroleum products. These plans which are developed and maintained by the state and federal government, and utility providers are separately published documents. B. The City will follow guidelines and procedures as provided by state and federal officials at the time of emergency. RESPONSIBILITIES A. City of Edmonds Emergency Operations Board Serve as liaison to utility providers and higher levels of government during emergencies affecting energy utilities and provide information regarding priority needs within the City. 2. Provide information to local agencies and officials, and the general public. B. Snohomish County Department of Emergency Management 1. Provide information on county -wide and regional status of energy systems. 2. Request resource support from WA State EMD as local assets are exhausted. 3. Provide planning support as requested and able. 4. Support public information dissemination as requested by the City C. Snohomish County PUD and Puget Sound Energy 2 3 Operate utilities according to established procedures during times of energy emergency. Provide for the restoration of utility services when disrupted. Provide information on status of utilities to county and state officials for dissemination to local jurisdictions. a Edmonds CEMP Emergency Support Function 12 - 99 January 2017 Packet Pg. 241 8.5.b X E F Washington State Emergency Management Division 2 3 0 Coordinate State assets to support local jurisdictions. Provide information and guidance to local jurisdictions during energy emergencies. Develop and maintain plans for the priority allocation of energy resources. Establish a means of gathering information from local jurisdictions regarding local energy needs and priorities. Washington State Department of Commerce 2 Prepare and update energy supply contingency plans. Administer energy allocation and curtailment programs in accordance with the Governor's emergency powers energy legislation. 3. Provide information regarding the location and quantity of petroleum supplies, status of electricity supply and status of natural gas supply. Washington Utilities and Transportation Commission Provide informational assistance and expedite processing of requests from utilities under the Commission's jurisdiction for authority to provide specific services or take specific action related to the emergency or disaster. a Edmonds CEMP Emergency Support Function 12 - 100 January 2017 Packet Pg. 242 8.5.b EMERGENCY SUPPORT FUNCTION 13 PUBLIC SAFETY AND SECURITY PRIMARYAGENCY: City of Edmonds Police Department SUPPORT AGENCIES: Snohomish County Sheriff's Office Mutual Aid Police Agencies Washington State Patrol Washington State Emergency Operations Center Snohomish County DEM INTRODUCTION A. Purpose To provide for the effective coordination of local law enforcement operations and resources during major emergencies and disasters. B. Scope This Emergency Support Function augments existing mutual aid agreements, emergency response plans and procedures existing at the local, county and state levels. It provides guidance for managing and coordinating law enforcement functions and addresses all public safety activities within the city. POLICIES A. The procedures established in local plans and consent and/or mutual aid agreements shall be utilized when responding to an emergency or disaster. B. Additional resources necessary for law enforcement activities shall normally be obtained through agencies with which letters of mutual aid consent are in place. III. SITUATION Law enforcement emergencies may occur at any time and under many circumstances. Major emergencies affecting law enforcement agencies include civil disturbances, crowd control at large public gatherings, evacuation activities, a Edmonds CEMP Emergency Support Function 13 - 101 January 2017 Packet Pg. 243 8.5.b major transportation route disruptions, and threats and/or acts of terrorism. General law enforcement problems may be compounded by disaster -related community disruption. Law enforcement agencies may also be required to provide support activities to other City Departments during emergencies. In January of 2011, the Department of Homeland Security introduced the new National Terrorism Advisory System (NTAS), which takes the place of the color - coded alerts formerly found in the Homeland Security Advisory System (HSAS). The new system has been developed to better coordinate information sharing among all levels of Law Enforcement and other stakeholders; and provide more specific guidance for the public, as well. With NTAS, the Department of Homeland Security will coordinate the development and issuance of formal, detailed alerts regarding specific or credible terrorist threats. The alerts will clearly identify threats as either "imminent" or "elevated;" and provide a concise summary of the potential threat, actions being taken at the Federal level, and recommended steps for local government, business and private individuals. The Edmonds Police Department response to terrorism is dependent upon the situation presented. Within the response will be an analytical element, as information collection and disbursement would be a key component of any response. The goal of the response is two -fold: 1) to enhance the safety of the public at large, and 2) to neutralize any threat to the best of the Department's ability. The Edmonds Police Department participates in the Regional Intelligence Group (RIG). The RIG has access to a variety of databases that are specific to WA State Homeland Security Region 1, which includes Snohomish, Skagit, Whatcom, Island and San Juan Counties. In the event of an act of terrorism within the City of Edmonds, the Department would be in contact with the RIG 1 analyst, in an effort to gain intelligence and useful information. The RIG may also disseminate related information to those that may find the information useful The Edmonds Police Department has the ability to reach out directly to the WA U State Fusion Center, which has broader access to information. This a communication can be conducted one-on-one through the Fusion center, via w direct email, or through the Northwest Warn (NWWARN) system. The Fusion Center provides interdisciplinary expertise and situational awareness, as well as06 r information analysis and sharing, to support public and private sector security and critical infrastructure protection. CD c Additionally, the Edmonds Police Department also has access to the Joint E Terrorism Task Force (JTTF) working group. Any credible terrorist threat would U be immediately reported to the JTTF, and leads followed up on appropriately a utilizing federal resources if authorized. Edmonds CEMP Emergency Support Function 13 - 102 January 2017 Packet Pg. 244 8.5.b IV. CONCEPT OF OPERATIONS A. The Edmonds Police Department is the Incident Command Agency for law enforcement activities within the city. Supporting agencies shall report to, and operate under the Incident Commander. The Police Department may establish a unified command with supporting agencies during large-scale incidents. B. Letters of mutual aid consent exist with various law enforcement agencies throughout the state. Supplemental law enforcement assistance should be requested through these agencies. C. The Police Chief or designee will report to the Emergency Operations Center to coordinate law enforcement field operations and resources when activated. D. On -scene management of emergencies shall follow the Incident Command System, as mandated by the National Incident Management System (NIMS). E. The Police Chief or designee shall provide direction and control over Department resources and coordination with the Emergency Operations Center. Department personnel shall operate according to specific directives, Department policies and procedures, and by exercising reasonable personal judgment when unusual or unanticipated situations arise and command guidance is not available. F. Command posts may be established for the coordination of field operations. The On -scene Commander shall provide regular status reports and coordinate requests through the Emergency Operations Center when activated. Co -location of command posts will be the preferred method of field operations when multiple departments/agencies have command posts established. G. Communications and emergency notifications shall be through established channels. H Notification of off -duty personnel shall be done according to Department procedures, by telephone, Department radio, pager or by Emergency Public Information Procedures. When the emergency warrants the involvement of state and/or federal military or law enforcement agencies, the Police Chief shall be responsible for the coordination of activities between these agencies and the City, and for providing appropriate information to the Emergency Operations Center when activated. a Edmonds CEMP Emergency Support Function 13 - 103 January 2017 Packet Pg. 245 8.5.b V Dll PROCEDURES A. Responding agencies are responsible for the development of response procedures for their agency, and for training employees involved in emergency response. B. Response plans, agency procedures and mutual aid agreements are separately published documents which should be developed in coordination with other response agencies for the jurisdiction. C. Additional information can be found in the Snohomish County Law Enforcement Mobilization Plan, a separately published document. RESPONSIBILITIES A. City of Edmonds Police Department Provide law enforcement activities within the city. 2. Provide emergency traffic control, coordination of evacuation operations, perimeter control and assistance with city-wide damage assessment. 3. Provide security at the Emergency Operations Center and other critical locations when necessary. 4. Provide communications equipment and emergency notification and warning activities within the city. 5. Provide for the coordination of explosive device identification, handling and disposal. 6. Provide support to the Snohomish County Medical Examiner in the identification of the deceased. 7. Serve as liaison between City personnel and military and state and federal law enforcement agencies responding to emergencies. 8. Provide direction and control for air and land search and rescue activities. a Edmonds CEMP Emergency Support Function 13 - 104 January 2017 Packet Pg. 246 8.5.b A L X E Mutual Aid Police Agencies Provide law enforcement operational support with staff, equipment and supplies in accordance with existing consent and/or mutual aid agreements. Snohomish County DEM Provide resource assistance and/or support to command officers as requested. State Washington State Patrol Provide law enforcement on state and interstate highways within the city. 2. Provide law enforcement operational support with staff equipment and supplies in accordance with existing agreements and/or as requested through the State Emergency Operations Center when activated. Washington State Emergency Operations Center Coordinate requests for state and federal resources as appropriate. 2. Provide National Guard support to law enforcement as requested and as approved by the Governor. Federal See Emergency Support Function (ESF) 20 - Defense Support to Civil Authorities a Edmonds CEMP Emergency Support Function 13 - 105 January 2017 Packet Pg. 247 8.5.b EMERGENCY SUPPORT FUNCTION 14 LONG-TERM COMMUNITY RECOVERY PRIMARY AGENCIES: City of Edmonds Community Services Department City of Edmonds Public Works Department City of Edmonds Development Services Department City of Edmonds Finance Department SUPPORT AGENCIES: All City of Edmonds Departments City of Edmonds City Council Snohomish County Fire District 1 Sound Disposal Republic Services Waste Management NW Snohomish County DEM Snohomish Chapter American Red Cross Washington State Emergency Operations Center Washington State Department of Commerce Washington State Department of Employment Security Washington State Department of Social and Health Services INTRODUCTION A. Purpose To provide guidance for the overall recovery and restoration activities taking place in the city following a major emergency or disaster. The recovery phase includes both short-term and long-term activities. Short- term activities begin during the response phase of the disaster and can last up to six (6) months; long-term activities may continue for ten (10) years or more. Mitigation activities are on -going and will continue to be addressed throughout the response and recovery phases of a disaster. B. Scope Recovery and restoration activities taking place following any emergency r or disaster will be determined by the specific incident. The goal of long- 0 term recovery is to restore the city to pre -disaster (or improved) condition. CD Some of the long-term recovery activities are extensions of short-term E activities; other long-term tasks begin after short-term tasks are U completed. City, county, state and federal agencies may be involved in a activities depending upon the incident and scope of the situation. Edmonds CEMP Emergency Support Function 14 - 106 January 2017 Packet Pg. 248 8.5.b IV POLICIES A. A preliminary damage assessment shall be carried out any time there is a potential for a Presidential Declaration of a disaster; or if an assessment is requested by state or county officials. This information shall be provided to SnoCo DEM in order to support the Governor's disaster declaration request to the President. B. The City shall provide support to local, state and federal officials in the completion of Damage Survey Reports in order to expedite the availability of Public and Individual Assistance Programs that provide support in the overall recovery of the community. Additional information on damage assessment activities may be found in Support Annex B: Damage Assessment. C. Recovery activities of state, federal and organized volunteer agencies will be coordinated through a Joint Field Office. The location and level of operation will be determined by the extent of the disaster and upon the needs of local jurisdictions. D. SnoCo DEM will provide a liaison to coordinate activities with the Joint Field Office when requested by Washington State Emergency Management Division or the Federal Emergency Management Agency. E. Recovery activities shall be in accordance with the City of Edmonds Disaster Recovery Plan, a separately published document. SITUATION Recovery and restoration activities include, but are not limited to: repair of damaged facilities, utilities and infrastructure; site decontamination; and broad - based assistance to citizens and businesses. Depending upon the nature of the incident, one or more City Departments will have a role in restoration and recovery activities. CONCEPT OF OPERATIONS A. The Community Services and Public Works Departments shall be the lead agencies for damage assessment activities within the city. The damage assessment process will include staff from all City Departments capable of contributing to this effort and shall be carried out in a cooperative manner. a Edmonds CEMP Emergency Support Function 14 - 107 January 2017 Packet Pg. 249 8.5.b B. The American Red Cross utilizes a damage survey process in order to determine the effect of the disaster on individual residents and to evaluate immediate human needs. This assessment can contribute to the overall picture of damage status and should be coordinated when possible. C. In major incidents requiring the involvement of multiple City Departments, support agencies or community support groups the Mayor will appoint a Recovery Task Force to coordinate recovery activities within the city. The City Council may provide insight into strategies and vision for planning efforts, allocation of funds to projects, adoption of new or emergency ordinances to facilitate expedited recovery and mitigation processes. D. In major disaster recovery situations, or in incidents where there has been a Presidential Declaration, a team composed of state and federal disaster assistance employees may be assigned to the City to assist with damage survey and provide restoration guidance. E. Following an evaluation of damage, appropriate City Staff and other involved agencies will determine priorities for repair of essential facilities, utilities and infrastructure. F. The Community Services Department is the lead agency in the coordination of recovery efforts and the maintenance of the City's Disaster Recovery Plan. In situations where disaster recovery is primarily composed of repair to facilities, utilities and infrastructure, the Public Works Department will play a key role in recovery efforts. In situations where there is contamination from hazardous materials releases requiring long-term mitigation and clean-up activities Snohomish County Fire District 1 will play a key role. G. The Finance Department will assist Public Works and Engineering in preparing work contracts; and in the collection and documentation of all costs associated with disaster response and recovery activities. H. In situations where the county or state has received a Presidential Disaster Declaration, state and federal funds may be made available to assist local jurisdiction with disaster costs. The Finance Department, with assistance from other City Departments, will prepare all financial documentation required by the state and federal government to ensure recovery of allowable disaster costs. a Edmonds CEMP Emergency Support Function 14 - 108 January 2017 Packet Pg. 250 8.5.b V VI In disaster recovery situations involving major damage to portions of the city, it may be necessary to evaluate reconstruction and zoning in certain areas. This may include sensitive land use areas, areas targeted for re- development or re -zoning and areas which need other improvements. The Development Services Department will be responsible for reviewing such areas and making recommendations regarding re -building, re -zoning and other desirable community improvements. The Development Services Department will also research potential funding sources for such improvements. The City Clerk shall provide training and information to City Departments regarding the protection of vital City records prior to emergency situations In post emergency or disaster situations where vital records have been damaged or destroyed, the City Clerk shall have the lead role for recovering and restoring vital records. City Departments shall provide assistance to the City Clerk when requested. PROCEDURES A B C D Specific information on Recovery policies and procedures can be found in the City of Edmonds Disaster Recovery Plan. Specific information on Damage Assessment can be found in Support Annex 8: Damage Assessment. The City of Edmonds will follow established state and federal procedures required for the recovery of disaster costs. The City of Edmonds may develop special policies and ordinances for zoning, development and construction following a disaster. RESPONSIBILITIES A. City of Edmonds Community Services / Economic Development Department 2 3 Serve as the lead agency in recovery planning and post disaster activities. Coordinate Recovery Task Force Activities when necessary and serve as chairperson when directed by the Mayor. Assist local businesses in determining essential recovery needs. a Edmonds CEMP Emergency Support Function 14 - 109 January 2017 Packet Pg. 251 8.5.b L IWj 4. Support local businesses throughout the recovery process. 5. Serve as a member of the Recovery Task Force as Appropriate City of Edmonds Public Works Department Evaluate facilities, utilities and infrastructure damaged during a disaster and establish priorities for repair. 2. Work with other local, state and federal agencies involved in repair and recovery activities within the city to ensure coordinated and efficient operations. 3. When appropriate, serve as the City's liaison with disaster assistance teams from the state and federal government. 4. Document all costs and activities associated with disaster response and recovery activities and provide information to the Administrative Services Department. 5. Serve as a member of the Recovery Task Force as appropriate. Snohomish County Fire District 1 Work with local, state and federal agencies to mitigate hazardous material contaminated areas to ensure community safety. 2. Evaluate Fire District facilities damaged during a disaster and establish priorities for repair. 3. When appropriate, serve as the City's liaison with disaster assistance teams from the state and federal government. 4. Document all costs and activities associated with disaster response and recovery activities and provide information to Administrative Services. 5. Provide personnel to serve as a member of the Recovery Task Force, as appropriate. City of Edmonds Finance Department Collect information regarding disaster related costs, prepare documentation and submit to appropriate state and federal agencies. a Edmonds CEMP Emergency Support Function 14 - 110 January 2017 Packet Pg. 252 8.5.b E F G I:I 2. Serve as a member of the Recovery Task Force as appropriate. 3. Provide training and information to City Departments regarding the protection of vital city records. 4. Coordinate recovery and restoration activities associated with vital City records. City of Edmonds Development Services Department 1. Evaluate land use, zoning and target improvement areas following a disaster. Make appropriate recommendations. 2. Serve as a member of the Recovery Task Force as appropriate. All City of Edmonds Departments 1. Evaluate City facilities as appropriate and establish priorities for repair. 2. Document all costs and activities associated with disaster response and recovery activities and provide information to Administrative Services. 3. Serve as a member of the Recovery Task Force as appropriate. Sound Disposal, Republic Services, and Waste Management NW 1. Provide for the continuation of regularly scheduled household waste pick-up services. 2. Coordinate with the Edmonds Public Works Department for the collection and management of disaster -related debris. Snohomish County DEM 1. Serve as liaison between state/federal disaster recovery teams and the City, as appropriate. 2. Provide a location for state/federal disaster recovery teams to work as necessary. t 3. Assist the City with maintenance of the City's r r Disaster Recovery Plan. a Edmonds CEMP Emergency Support Function 14 - 111 January 2017 Packet Pg. 253 8.5.b WA State Emergency Operations Center Coordinate activities of Disaster Reservists in support of Preliminary Damage Assessment mission. County, State and Federal Agencies Provide direction and support to the City during disaster recovery operations. a Edmonds CEMP Emergency Support Function 14 - 112 January 2017 Packet Pg. 254 8.5.b EMERGENCY SUPPORT FUNCTION 15 EXTERNAL AFFAIRS AND EMERGENCY PUBLIC INFORMATION PRIMARYAGENCY: City of Edmonds Disaster Coordinator Snohomish County DEM SUPPORT AGENCIES: All City Departments City of Edmonds City Council Snohomish County Fire District 1 SNOCOM Communications Center Washington State Emergency Operations Center Federal Emergency Management Agency INTRODUCTION A. Purpose To ensure that sufficient assets are mobilized during emergencies or disasters to provide accurate, coordinated and timely information to impacted communities and populace, first responders, governments, media and the private sector. 2. To provide resource support and mechanisms to implement a local Joint Information Center (JIC) when necessary, supplementing first responder public information officers (PIOs) operations with JIC resources. B. Scope This Emergency Support Function details the establishment of support positions to coordinate communications to various audiences. It applies to all City Departments that may require public affairs or public information support; or whose public information support or assets may be employed during an emergency or disaster. POLICIES 4 0 A. It is the policy of the City of Edmonds to provide consistent, accurate, complete and timely information using all available communications methods. a a B. It is the policy of the City to coordinate the development and dissemination of all disaster -related public information through the designated Public Information Officer. Edmonds CEMP Emergency Support Function 15 - 113 January 2017 Packet Pg. 255 8.5.b LTA C. It is the policy of the City to recognize that some of its residents and visitors speak and understand limited English. As such, the City will endeavor to utilize available resources to facilitate information dissemination to these people. SITUATION Emergency or disaster situations are typically complex and extend beyond one operational period, possibly exhausting the public information capability of the City. CONCEPT OF OPERATIONS A. The Mayor or Disaster Coordinator appoints a Public Information Officer (PIO) to act as the official for coordinating the dissemination of emergency public information as approved and authorized by the City Disaster Coordinator. The City Council may be involved to assist with consistent messaging to constituents from the Emergency Operations Center, the PIO, and, if operational, the Joint Information Center. B. Emergency public information shall be coordinated by the PIO with prior approval from the Disaster Coordinator. C. The Disaster Coordinator may appoint an Assistant PIO when media briefings are required from multiple locations or as the situation requires D. Media briefings may take place at the City Council Chambers or at City Hall, or at an alternate site identified and announced by the PIO. E. Any or all of the following methods may be utilized to relay emergency information to the public: • Print, radio, cable and television media • City website: http://www.edmondswa.gov • Printed education/information materials • City radio systems • Amateur Radio Services • Public address systems • AlertSense system • Emergency Alert System (EAS) • Social media accounts • Community Relations Department of Edmonds School District a Edmonds CEMP Emergency Support Function 15 - 114 January 2017 Packet Pg. 256 8.5.b V F. In some circumstances, it may become necessary to release emergency public information from field command posts. In this event, the individual in charge at the location shall notify the EOC in a timely manner and provide detailed information regarding information released. G. The City can post emergency public information on the City's website. The PIO will coordinate all posted information. H. In an emergency, people will turn first to traditional sources of information. The PIO will strive to ensure the same message is given to all "traditional" sources. The City may request support from SnoCo DEM to establish a Joint Information Center and/or integration into a Joint Information System. This may include, as appropriate/available, the SnoCo DEM Mobile JIC. PROCEDURES A. The PIO will determine the methods for dissemination of local emergency information and instructions, with authorization from the Disaster Coordinator. B. Information will also be disseminated to the Mayor, City Council, emergency personnel in the field and other City employees so they will know what information and guidance is being released to the public. C. Media briefings, if held in the City, may take place at the City Council Chambers or at City Hall, or at an alternate site identified and announced by the Public Information Officer. D. During incidents where the SnoCo DEM Emergency Coordination Center is activated, area -wide information will normally be coordinated through that location on behalf of the City. SnoCo DEM may activate a Joint Information Center (JIC) to manage external affairs for the incident. E. A Joint Information Center (JIC) may be established by SnoCo DEM, in coordination with other agencies, to coordinate emergency public information where multiple jurisdictions are impacted and/or involved in the response. This facility would be in direct contact with the City EOC, may include PIOs from other jurisdictions, and may be in conjunction with State and Federal information efforts. The location of the JIC will be at the SnoCo ECC or at an alternate designated location. F. The designated PIO will maintain up-to-date distribution lists. a Edmonds CEMP Emergency Support Function 15 - 115 January 2017 Packet Pg. 257 8.5.b VI G. Translation of emergency public information for non-English speaking persons will be coordinated through the EOC, with assistance requested from SnoCo DEM. H. Special instructions and provisions may be made for hospitals, nursing homes, schools and other groups. RESPONSIBILITIES 0 FV C. C City of Edmonds Mayor Represent the City at press conferences, public hearings and other public events, as appropriate. 2. Appoint a Public Information Officer (PIO) to coordinate the dissemination of emergency public information. City of Edmonds Disaster Coordinator Appoint a Public Information Officer (PIO) if necessary. 2. Establish policies and procedures pertaining to the release of emergency information and instructions. 3. Approve all press releases and briefings. 4. Support the PIO in coordinating all press releases and briefings. All City Departments Provide pertinent and timely information (e.g. road closures, emergency instructions, available assistance, restricted areas, etc to the EOC regarding field activities and emergency public information. 2. Coordinate requests for assistance through the EOC. 3. Notify the designated PIO of rumors and misinformation so that corrections can be prepared and issued immediately. Public Information Officer(s) Represent the City at press conferences, public hearings and other public events as directed by the Disaster Coordinator. a Edmonds CEMP Emergency Support Function 15 - 116 January 2017 Packet Pg. 258 8.5.b E 2. Receive approval from the Disaster Coordinator for all press releases and briefings. 3. Coordinate with SnoCo DEM when information is to be released on the EAS, AlertSense, or other shared information system(s). 4. Gather and coordinate emergency public information for timely release to the public. 5. Provide copies of all press releases to SnoCo DEM. 6. Notify appropriate agencies to assist in the dissemination of emergency public information. 7. Give regular information briefings to City officials, news media and the public, as authorized by the Disaster Coordinator. 8. Provide information to City Departments that may dispense information to ensure consistency of messaging. 9. Provide pre-printed emergency public information brochures and/or flyers for distribution to the public. 10. Recommend appropriate location(s) for public official and media briefings. 11. Monitor media coverage and public reaction and perceptions to identify rumors and misinformation as soon as possible. Prepare correction(s), if applicable. 12. Participate in SnoCo DEM Joint Information System conference calls when scheduled. Snohomish County DEM Throughout the emergency or disaster, SnoCo DEM will coordinate with city, county and state PIOs to develop and disseminate emergency public information. 2 Will activate the county JIS and, if appropriate, open the county JIC facility. Will facilitate county JIS conference calls. a Edmonds CEMP Emergency Support Function 15 - 117 January 2017 Packet Pg. 259 8.5.b 3 2 Will provide PIO/JIC support to the City as resources allow. Will assist with dissemination of City messaging. F. WA State Emergency Operations Center Throughout the emergency, public information staff from the State EOC will work with the Governor's press secretary to develop and disseminate information regarding the emergency and State response efforts. State EOC staff will also be available to assist local officials in disseminating emergency instructions to affected communities. 2. Coordinates with local and Federal agencies on the release of emergency information and instructions. G. Federal The Federal Emergency Management Agency provides for the assignment and establishment of Public Information operations at the Joint State/Federal Disaster Field Office after a Presidential Disaster Declaration. a Edmonds CEMP Emergency Support Function 15 - 118 January 2017 Packet Pg. 260 8.5.b EMERGENCY SUPPORT FUNCTION 20 DEFENSE SUPPORT TO CIVIL AUTHORITIES PRIMARY AGENCIES: Washington State Military Department, National Guard Snohomish County DEM City of Edmonds Police Department SUPPORT AGENCIES: Washington State Emergency Operations Center Federal Emergency Management Agency US Northern Command (USNORTHCOM) INTRODUCTION A. Purpose To establish guidelines for requesting military assistance and for coordinating military support with City response activities. B. Scope The scope of military involvement will be determined by the nature of the incident and the amount of support needed for the incident. POLICIES A. The City of Edmonds Police Department shall serve as liaison between military forces located within the city and the Emergency Operations Center. B. All military forces remain under, and will follow, the military chain of command. III. SITUATION It is anticipated that military support will be requested or authorized only under the most extreme circumstances when city, county and state resources are unable to cope with the nature or extent of the emergency or disaster. a Edmonds CEMP Emergency Support Function 20 - 119 January 2017 Packet Pg. 261 8.5.b IV. V CONCEPT OF OPERATIONS A. The Governor of the State of Washington has the authority to order the organized militia of Washington or any part thereof into active service in order for the state to execute the laws and perform such services as the Governor shall deem proper. This power resides with the Governor or acting Governor alone and may not be delegated. B. The Washington Emergency Management Division, in consultation with the Adjutant General, may recommend activation of the National Guard when there is an anticipated justifiable need for the services of the military, or upon a validated request from a local jurisdiction when the need cannot be met by local or state resources. C. Requests for military assistance will be coordinated through SnoCo DEM. Requests must include the following: proclamation of local emergency; date, time and location of incident; damage done; casualties; extent of the incident; and the severity and magnitude. D. The role of the military in a disaster operation in limited to the preparation for an impending disaster and emergency response. This role may include the following: transportation; security forces; urban search and rescue; hazardous materials; communications; air support; wild -land firefighting; limited feeding; medical; and supplemental power. E. The base commander of a military installation has the authority to respond to immediate life threatening emergencies. Requests under these circumstances may be made directly to the local installation. F. Coordination of military activities will normally occur between a military liaison assigned to the County Emergency Coordination Center and the State Emergency Operations Center. G. Federal military forces may be activated under the authority of the President of the United States. PROCEDURES A. Individual military organizations will follow the military chain of command and established procedures for their organization. B. Requests for military assistance shall be made by the Mayor or Disaster a Coordinator to SnoCo DEM. Edmonds CEMP Emergency Support Function 20 - 120 January 2017 Packet Pg. 262 8.5.b VI. RESPONSIBILITIES A. City of Edmonds Police Department 1. Serve as liaison between military personnel and the City Emergency Operation Center. B. Snohomish County DEM 1. Request military support as necessary. 2. Serve as liaison between military personnel located at the County Emergency Coordination Center and City. 3. Assign military personnel as required through the military liaison at the County Emergency Coordination Center. C. WA State Emergency Operations Center 1. Serve as the coordination point between military forces and the County Emergency Coordination Center. D. Military Organizations 1. Provide assistance as directed by the Adjutant General and approved by the Governor. E. Federal Emergency Management Agency 1. Coordinate requests for federal military support through the US Northern Command. 0 a U a� 0 U U 4- 0 a .y N 3 U N U 0 U c a� E U 0 a Edmonds CEMP Emergency Support Function 20 - 121 January 2017 Packet Pg. 263 8.5.b SUPPORT ANNEX A EVACUATION AND MOVEMENT PRIMARY AGENCIES: City of Edmonds Police Department Snohomish County Fire District 1 SUPPORT AGENCIES: City of Edmonds Public Works Department City of Edmonds Development Services Department City of Edmonds Community Services Department City of Edmonds Finance Department City of Edmonds Parks and Recreation Department Snohomish County DEM WA Department of Transportation WA State Patrol WA State Emergency Operations Center INTRODUCTION A. Purpose The purpose of this emergency support annex is to provide guidance for carrying out evacuation operations within the City of Edmonds. B. Scope Evacuation operations will be determined by the nature and magnitude of the specific incident. Evacuations may, in some events, cross jurisdictional boundaries. C. Assumptions The City of Edmonds has few major highways or arterials which could adequately handle traffic volumes if it were necessary to evacuate all or part of the City. 2. Daily experience demonstrates that routes into and out of Edmonds are routinely overloaded with traffic during peak travel times. It can be safely assumed that any evacuation would overwhelm main available routes in all directions. 3 Edmonds CEMP Any evacuation planning must be considered within the larger context of regional planning. The City of Edmonds is bordered on Support Annex A - 122 January 2017 a Packet Pg. 264 8.5.b three sides by heavily populated neighboring jurisdictions. Should the need arise to evacuate those jurisdictions as well as the City, traffic volumes will increase exponentially. 4. The City is bordered on the west by Puget Sound, and a WA State Ferries terminal is located within the City. 5. The majority of threats facing the City of Edmonds occur with little or no warning, providing no opportunity to evacuate people. 6. While mass evacuation planning is necessary for a scenario in which the City of Edmonds would be rendered uninhabitable due to catastrophic destruction caused by natural phenomena or terrorist attack; it is far more likely that only specific areas of the City would need to be evacuated in response to a localized threat such as a limited haz-mat incident. 7. Sheltering -in -place could be the best response to most threats faced by the City of Edmonds. 8. People evacuating from other locations may pass through the City of Edmonds while enroute elsewhere. 9. Any evacuation operation will require the meeting of human needs during and after the movement of people. POLICIES A. Evacuation orders shall be issued by the highest ranking official available at the time of the emergency. This will normally be the Mayor, Police Chief, Fire Chief, or Public Works Director. B. The Disaster Coordinator and SnoCo DEM shall be notified any time there is an evacuation affecting the City. C. All City -owned vehicles (not otherwise involved in emergency response) will be made available for use. c III. SITUATION E Nearly any emergency or disaster could create a need for an evacuation. a Evacuation operations are utilized to remove people from areas that pose a Edmonds CEMP Support Annex A - 123 January 2017 Packet Pg. 265 8.5.b potential or immediate danger which is extreme in nature. These situations could arise as the result of a natural, human caused, or technological incident and range from the evacuation of a few individuals from a small area to large populations from a widespread area. The evacuation of people from areas of risk in the City of Edmonds may involve the emergency responses of more than one governmental jurisdiction. The movement of people may be across jurisdictional boundaries. There are three (3) types of evacuation order: voluntary evacuation, recommended evacuation order, and mandatory evacuation order. A. Voluntary Evacuation Order A voluntary evacuation order is issued when it is believed that a hazard has a moderate probability of posing a significant threat to people living or working in an area of risk. People are encouraged to leave the area; however the decision if and when to evacuate will be made by the individual. B. Recommended Evacuation Order A recommended evacuation order is issued when it is believed that the possibility of hazard occurrence is high, but the potential impact is low to moderate. As with the voluntary evacuation order, the decision to evacuate is the responsibility of the individual. C. Mandatory Evacuation Order A mandatory evacuation order is issued when it is believed that both the probability and impact of a hazard are high, and the lives of citizens and responders assisting them are at risk. The decision to evacuate still rests with the individual; however, those who choose to remain within the danger area will be informed that emergency assistance may not be available to them. NOTE: The terminology utilized herein referencing the three types of orders is non- technical and is intended to be understandable to residents and visitors of the City. Edmonds CEMP Support Annex A - 124 January 2017 a Packet Pg. 266 8.5.b IV. CONCEPT OF OPERATIONS A. Evacuation Operations include the following six (6) phases: Incident Analysis Decisions to evacuate will be made on a case -by -case basis. The decision to evacuate will depend entirely upon the nature, scope and severity of the emergency. Other factors to be considered include the number of people affected; necessary protective actions; available transportation routes and resources; and the time available in which to effect the evacuation. 2. Warning The evacuation information will be promulgated to the public from the Incident Command Post or Emergency Operations Center (EOC). Information will be disseminated following procedures outlined in Emergency Support Function (ESF) 2 — Communications; and Emergency Support Function (ESF) 15 — External Affairs and Emergency Public Information. 3. Preparation to Move Before the evacuation order is disseminated to the public, it is essential that all details be checked and the necessary response personnel are organized and prepared to implement the evacuation. An effective evacuation is dependent upon the close coordination of evacuation information and instructions. 4. Movement of Population An orderly evacuation of even a small area of the City will be an immense undertaking which largely depends upon the willing U cooperation of the public. For this reason, it is critical that the a public information provided be timely, accurate, and reassuring. In W an evacuation of limited scope, with information promulgated over the electronic media, it may be physically impossible to discourage others from leaving, regardless of their actual risk. Even with 4 accurate and consistent messaging, it is possible for a panic to develop and create city-wide gridlock. If this situation should arise, CD the City will attempt to execute a traffic plan with the resources E available, and continue to reinforce accurate messaging. U Evacuations will be accomplished through the use of appropriate a modes of transportation to include, but not be limited to: private vehicle, public transportation, and pedestrian (foot) traffic. Edmonds CEMP Support Annex A - 125 January 2017 Packet Pg. 267 8.5.b 5. Reception / Support of Evacuees In the event of an evacuation of a small number of people, for a limited amount of time, it may be possible to set-up a reception/support facility in an area or structure with limited services. Provisions for large numbers of people or for longer periods of time will quickly overwhelm City resources. Considerations include: sanitary services, food preparation, sleeping facilities, logistical support and security. The reception and support of large numbers of people will require a regional, state-wide and/or probable Federal coordination effort. 6. Return The return and re-entry of people to their homes and businesses can be as difficult to manage as the initial evacuation. To assist in the management of the returning population, an orderly, phased return will be implemented to the best of the City's ability. B. Evacuation Operational Concepts All evacuation operations will utilize the Incident Command System in accordance with NIMS and the National Response Framework. 2. In the event of an incident requiring the evacuation of all or part of the City of Edmonds, the evacuation order will be issued by the highest ranking City official available at the time of the incident. This will normally be the Mayor, Police Chief, Fire Chief, or Public Works Director. The SnoCo DEM Director may issue evacuation orders in the absence of a ranking City official. On -scene Incident Commanders may issue evacuation orders when dangerous or life - threatening situations exist. 3. Except in situations where there exists an immediate life - threatening situation, evacuation orders shall be coordinated through the Emergency Operations Center. 4. The individual ordering the evacuation shall request notification of It the Disaster Coordinator and SnoCo DEM. Additionally, a request will be made for the activation of the County Emergency Coordination Center any time there is a need to evacuate individuals to public shelters or across jurisdictional boundaries. o a 5. In the event of an evacuation impacting the major arterials, SR 99, SR 104, and/or SR 524 every effort will be made to include WA Edmonds CEMP Support Annex A - 126 January 2017 Packet Pg. 268 8.5.b C State DOT and State Patrol in the planning process. 6. Any evacuation operation utilizing the WA State Ferries will be coordinated with WA DOT — Ferries Division. An evacuation of Kitsap County may also impact the City of Edmonds should the Kingston -Edmonds ferry run be used to transport evacuees. 7. Evacuation information shall be given in as clear and direct a manner as possible in order to provoke immediate response by the affected population. Direction and control of evacuation operations and notification to the public shall be done by uniformed personnel when possible. See sample Evacuation Order on page 144 of this document. 8. The primary mode of evacuation transportation will be private vehicle. Other transportation modes and assets will be utilized as appropriate and available. If public transit assets are utilized, pedestrian traffic will be directed to transfer points to access transit vehicles. 9. Provisions for individuals with special needs and the use of mass transit for the relocation of affected individuals will be handled on a case -by -case basis according to the needs of the situation. 10. The threat of a detonation of a nuclear, or other explosive device may result in the spontaneous evacuation of the general public. Direction and control during an evacuation of this type will be limited to recommending evacuation routes, traffic control and coordination through SnoCo DEM with jurisdictions outside the area regarding reception and shelter needs. 11. Evacuation information shall be disseminated through procedures established in Emergency Support Function 2 — Communications; and Emergency Support Function 15 — External Affairs and Emergency Public Information. 12. Re-entry to evacuated areas will be allowed after the appropriate agencies have determined that the threat no longer exists or when appropriate controls have been put into place to protect those re- entering the area. Direction and Control Edmonds CEMP The Police Department or Fire District shall provide direction and control over evacuation operations. The lead agency shall be dependent upon the situation and will likely be coordinated Support Annex A - 127 January 2017 a Packet Pg. 269 8.5.b 1V/ between the two departments. A Unified Command structure will be instituted as appropriate. 2. The City of Edmonds will provide direction and control for the movement of people within the City. Coordination with other jurisdictions and agencies involved in the evacuation operation or reception of evacuees shall be through the County Emergency Coordination Center. 3. Requests for resources through existing mutual aid agreements and/or contracts through private contractors will be coordinated through the City EOC. Resources beyond those will be requested through the County ECC. PROCEDURES The following procedures, coupled with existing emergency mobilization procedures located in the Edmonds Police Department's Policy Manual, a separately published document, shall be used to guide operations. A. Incident Analysis Command and Control a) Identify incident and necessity for evacuation. b) Notify City of Edmonds Disaster Coordinator and SnoCo DEM Duty Officer. c) Determine degree of mobilization necessary and appropriate command structure. d) Determine assignment of personnel. 2. Planning Edmonds CEMP a) Collect situation information from field and Incident Commander. b) Initiate coordination with adjacent jurisdictions. c) Identify emergency response routes. d) Identify special needs populations and develop strategies to meet their needs. e) Identify destination areas and needed shelters. f) Begin long-range staffing determinations. Support Annex A - 128 January 2017 a Packet Pg. 270 8.5.b 3. Operations a) Conduct situation size -up and determine need for evacuation. b) Determine initial evacuation boundaries. c) Determine number of dwellings / residents to be evacuated d) Determine time available for evacuation. e) Determine resources necessary to accomplish evacuation. f) Provide Incident Commander with current situation report. 4. Logistics a) Locate resources needed to conduct an evacuation or support movement of people through jurisdiction. b) Assess resource availability, to include staffing, material assets and supplies. 5. Finance Maintain accurate tracking, recording and documentation of all associated costs and expenses incurred throughout all phases of evacuation operations. B. Warning 1. Command and Control a) Assign a Public Information Officer to ensure that all messaging is correct, timely, and consistent. b) Determine appropriate notification methods. Refer to ESF 2 — Communications. c) Review and re-evaluate on -going activities. 2. Planning a) Identify areas and/or populations to be notified. U b) Assess communications infrastructure. Refer to ESF 2 - r Communications. 00 r c) Determine timing of notifications. o d) Develop messaging appropriate to notification methods in use. E U 3. Operations a a) Disseminate evacuation information. b) Maintain record of addresses notified and/or special Edmonds CEMP Support Annex A - 129 January 2017 Packet Pg. 271 8.5.b C conditions or needs. c) Maintain record of evacuation refusals. 4. Logistics a) Support communications efforts as appropriate. 5. Finance Maintain accurate tracking, recording and documentation of all associated costs and expenses incurred throughout all phases of evacuation operations. Preparation to Move Command and Control a) Approve prepared Incident Evacuation Plan. b) Direct personnel to carry out evacuation activities. c) Review and evaluate on -going activities. 2. Planning a) Make final determination of evacuation area. c b) Assess transportation infrastructure. Refer to ESF 1 — Transportation. 0 c) Identify destination areas and/or shelters. Refer to ESF 6 — Mass Care, Emergency Assistance, Housing and Human N Services. a d) Identify suitable non-public shelter locations (i.e. hotels, etc.) e) Establish evacuation routes and develop Incident Action U Plan (IAP). f) Identify transfer points if needed. g) Identify en -route support areas. a h) Prepare notification documentation system. a i) Begin return planning. W j) Prepare estimate of evacuation population size. r k) Identify number and type(s) of shelters needed. 1) Prepare estimate of resources needed in support of shelter o operations. 3. Operations a Edmonds CEMP a) Request assistance to support operational activities. a b) Mark evacuation route(s). c) Establish needed transfer points. Support Annex A - 130 January 2017 Packet Pg. 272 8.5.b IWj d) Identify and activate route control points. e) Identify critical intersections and potential problem areas along route(s). f) Establish dedicated routes for emergency response personnel and vehicles. g) Initial activation of destination areas/shelters. 4. Logistics a) Initiate resource tracking procedures. b) Identify transportation resources available. c) Procure needed resources for route marking/management. d) Deploy traffic management, mass care and sheltering staff and assets. e) Coordinate with SnoCo DEM for additional resources as needed. 5. Finance Maintain accurate tracking, recording and documentation of all associated costs and expenses incurred throughout all phases of evacuation operations. Movement and Enroute Support Command and Control a) Direct personnel to carry out evacuation activities. b) Review and re-evaluate on -going activities. c) Continue incident data collection. 2. Operations a) Monitor and manage traffic flow along evacuation route(s). b) Fully staff transfer points. c) Staff critical intersections. d) Continue evacuation information dissemination. e) Identify people requiring assistance. f) Closely document evacuation process to avoid duplication of effort and/or missed areas. g) Maintain law enforcement presence in evacuated area(s) and along routes. h) Decontamination activities, if warranted by the incident. Refer to ESF 10 —Hazardous Materials. Edmonds CEMP Support Annex A - 131 January 2017 a Packet Pg. 273 8.5.b E. 3. Logistics a) Coordinate deployment of transportation assets to assist people without private transportation, and/or those in need of para-transit support. b) Provide supplies to en -route support areas. c) Respond to resource requests as necessary. d) Maintain resource tracking. e) Coordinate with SnoCo DEM for additional resources as needed. 4. Finance Maintain accurate tracking, recording and documentation of all associated costs and expenses incurred throughout all phases of evacuation operations. Reception and Support 1. Command and Control a) Ensure Mass Care activities are initiated. Refer to ESF 6 — Mass Care, Emergency Assistance, Housing and Human Services. b) Coordinate with SnoCo DEM to provide out -of -area shelters and reception areas, if needed. 2. Planning a) Refer to ESF 6 — Mass Care, Emergency Assistance, Housing and Human Services. 3. Operations a) Activation of shelters and/or support centers. Refer to ESF 6 — Mass Care, Emergency Assistance, Housing and Human Services. b) Provide current and accurate information updates to evacuees. c) Initiate identification, registration and tracking of evacuees requiring shelter. 4. Logistics Edmonds CEMP a) Ensure adequate supply levels at shelters and reception areas. Support Annex A - 132 January 2017 a Packet Pg. 274 8.5.b F b) Respond to resource requests as necessary. 5. Finance Maintain accurate tracking, recording and documentation of all associated costs and expenses incurred throughout all phases of evacuation operations. Return 1. Command and Control a) Determine safety of restricted areas. b) Identify appropriate controls to manage re-entry. 2. Planning a) Determine end of evacuation and timing to begin Return phase. b) Determine shelter closure schedule. c) Identify transportation resources needed for Return phase d) Determine necessary staffing levels for Return operations. 3. Operations a) Mark return route(s). b) Inform evacuees of timing and method of return. c) Provide transportation as needed and possible. d) Monitor and manage traffic flow along return route(s). e) Fully staff transfer points. f) Staff critical intersections. g) Deactivation of shelter operations. 4. Logistics a) Identify and procure transportation resources needed for return of evacuees. b) Coordinate return of deactivated resources. 5 Edmonds CEMP Finance Maintain accurate tracking, recording and documentation of all associated costs and expenses incurred throughout all phases of evacuation operations. Support Annex A - 133 January 2017 a Packet Pg. 275 8.5.b VI. RESPONSIBILITIES 0 City of Edmonds Police Department and Snohomish County Fire District 1 1. Conduct rapid situation size -up to determine the need to evacuate 2. Determine initial evacuation boundaries. 3. Obtain evacuation order from highest ranking official available at the time of the incident. 4. Coordinate the dissemination of evacuation orders and emergency public information. 5. Request activation of the County Emergency Coordination Center to facilitate coordination of activities with outside agencies and jurisdictions when appropriate. 6. Provide direction and control of evacuation operations. 7. Determine appropriate routes. 8. Provide perimeter control and security of evacuation zone. 9. Establish accountability procedure for all personnel. 10. Provide EOC with current and updated information as conditions change, or as requested. 11. Determine appropriate and safe re-entry timing. City of Edmonds Public Works Department 1. Assist with situation size -up as necessary and appropriate. 2. Assess transportation routes, identify alternate routes; and provide temporary traffic control measures/devices and operations control of traffic signals. K3 Edmonds CEMP Remove debris and other obstacles from evacuation routes as needed. Support Annex A - 134 January 2017 a Packet Pg. 276 8.5.b 4. Coordinate use of City transportation resources when used to transport evacuees during evacuation operations. 5. Provide other support as requested and appropriate. C. City of Edmonds Community Services and Development Services Departments 1. Provide support and assistance in evacuation efforts as appropriate. D. City of Edmonds Parks and Recreation Department 1. In the event of an evacuation of limited scope and/or duration, coordinate mass care activities as described in Emergency Support Function 6 — Mass Care, Emergency Assistance, Housing and Human Services. 2. Provide support and assistance in evacuation efforts as appropriate. E. City of Edmonds Finance Department 1. Maintain accurate tracking, recording and documentation of all expenses incurred throughout all phases of evacuation operations F. Snohomish County DEM 1. Activate County ECC to appropriate level. 2. Disseminate public information regarding evacuation through appropriate sources. 3. Notify mass transit services to delay, postpone and/or re -direct incoming traffic from the evacuation area. 4. Notify affected jurisdictions and coordinate evacuation activities as appropriate. Edmonds CEMP Support Annex A - 135 January 2017 a Packet Pg. 277 8.5.b 5. Arrange for temporary sheltering and reception areas for evacuations that relocate populations across jurisdictional boundaries. 6. Coordinate outside transportation resources planned for use in an evacuation. 7. Mobilize volunteer assets as appropriate. Edmonds CEMP Support Annex A - 136 January 2017 a Packet Pg. 278 8.5.b COMMAND AND CONTROL Evacuation Action Checklist Incident Analvsis Identify incident and determine need for evacuation Time: Notify Edmonds Disaster Coordinator and SnoCo DEM Time: Determine necessary degree of mobilization Determine command structure Begin assignment of personnel Time: Warning Assign Public Information Officer (PIO) Time: Determine appropriate notification methods (Refer to ESF 2 — Communications) Approve and release notifications Time: Review and evaluate ongoing activities Provide briefing to City Policy group Time: Preparation to Move Approve evacuation Incident Action Plan (IAP) Time: Direct personnel to carry out evacuation activities Time: Review and evaluate ongoing activities Movement and En -route Suaaort Review, amend and revise evacuation orders as necessary Time: Notify relevant agencies/jurisdictions of changes Time: Ensure Public Information notices are consistent and ongoing (Refer to ESF 15 — External Affairs and Emergency Public Information) Review and evaluate ongoing activities Reception and Support Ensure Mass Care Activities are initiated (Refer to ESF 6 — Mass Time: Care, Emergency Assistance, Housing and Human Services Return Determine safety of restricted areas Time: Confirm approval to return Time: Identify appropriate controls to manage re-entry Time: Edmonds CEMP Support Annex A - 137 January 2017 Packet Pg. 279 8.5.b PLANNING Evacuation Action Checklist Incident Analysis Collect situation information from field personnel and Incident Commander Determine resources necessary to accomplish evacuation Initiate coordination with adjacent jurisdictions Identify emergency response routes Identify special needs populations and develop strategies to meet identified needs Identify destination areas and needed shelters Begin long-range staffing determinations Warning Identify areas and/or populations to be notified Assess communications infrastructure (Refer to ESF 2 — Communications) Determine timing of notifications Develop messaging appropriate to notification methods in use Preparation to Move Make final determination of evacuation area Assess transportation infrastructure (Refer to ESF 1 — Transportation) Establish evacuation route(s) and develop Incident Action Plan Identify transfer points Identify en -route support areas Identify available transportation resources Time: Time: Time: Time: Time: (IAP) Time: Activate shelter planning (Refer to ESF 6 — Mass Care, Emergency Assistance, Housing and Human Services) Prepare notification documentation system Begin return planning Movement and En -route Support Continue incident data collection Monitor and document evacuation progress Prepare estimate of evacuation population size (Continued on next page.) Edmonds CEMP Support Annex A - 138 January 2017 c a� E U a a Packet Pg. 280 8.5.b Reception and Support Prepare estimate of resources needed in support of shelter Operations (Refer to ESF 6 — Mass Care, Emergency Assistance, Housing and Human Services) Return Determine end of evacuation and timing to begin Return phase Time: Determine shelter closure schedule Identify transportation resources needed for Return phase Determine necessary staffing levels for Return operations Edmonds CEMP Support Annex A - 139 January 2017 E U a a Packet Pg. 281 8.5.b OPERATIONS Evacuation Action Checklist Incident Analvsis Conduct situation size -up and determine need for evacuation Time: Determine initial evacuation boundaries Time: Determine number of dwellings/people to be evacuated Determine time available for evacuation operations Provide Incident Commander with current situation report Time: Warning Disseminate evacuation information Time: Maintain record of addresses notified Document special conditions or needs to be addressed Preoaration to Move Request assistance to support operational activities Time: Establish communications between Operations Branches Time: Mark evacuation route(s) Time: Identify traffic management tactics to be used Time: Establish needed transfer points Time: Identify and activate route control points Time: Identify critical intersections/possible problem areas Establish dedicated emergency response routes Activate destination areas/shelters Time: Movement and En -route Support Monitor and manage traffic flow along evacuation route(s) Fully staff transfer points Staff critical intersections Continue evacuation information dissemination Identify people requiring assistance Maintain law enforcement presence in evacuated area(s) and along Routes Quarantine and decontamination activities, if warranted by event (Refer to ESF 10 — Hazardous Materials) Request additional support resources as necessary Time: (Continued on the next page.) Edmonds CEMP Support Annex A - 140 January 2017 c W E U a a Packet Pg. 282 8.5.b Reception and Support Activate shelters and/or support centers Time: Provide current and accurate information to evacuees Provide information on location of specialty shelters Initiate identification, registration and tracking of evacuees requiring shelter services Determine level of site security necessary at activated shelters Return Mark return route(s) Time: Inform evacuees of timing and method of return Time: Provide transportation as needed and possible Monitor and manage traffic flow along return route(s) Fully staff transfer points Staff critical intersections Deactivate shelter operations Time: Edmonds CEMP Support Annex A - 141 January 2017 c N E U a a Packet Pg. 283 8.5.b LOGISTICS Evacuation Action Checklist Incident Analysis Identify resources needed to conduct an evacuation or support movement of people through jurisdiction Assess resource availability, to include staffing, material assets and supplies Warning Support communications efforts as appropriate Preparation to Move Initiate resource tracking procedures Procure needed resources Deploy traffic management, mass care and sheltering staff Time: and assets Movement and En -Route Support Coordinate deployment of transportation assets to assist people without private transportation, and/or those needing para-transit support Identify accommodations for transport of luggage Provide supplies to en -route support areas Time: Respond to resource requests as necessary Maintain resource tracking Monitor availability of supplies for en -route support areas Reception and Support Ensure adequate supply levels at shelters and reception areas(s) Respond to resource requests as necessary Return Identify and procure transportation resources needed for return of evacuees Coordinate return of deactivated resources Edmonds CEMP Support Annex A - 142 January 2017 E U a a Packet Pg. 284 8.5.b Sample Evacuation Order Attention! An emergency situation exists at (location) The (jurisdiction) fire/police department has issued the following emergency evacuation order. All persons within the area of immediately. Use the following evacuation routes Shelters are set up at are directed to evacuate Stay tuned to your television or radio station for further instructions and information. DO NOT CALL 911. Edmonds CEMP Support Annex A - 143 January 2017 E M a a Packet Pg. 285 8.5.b SUPPORT ANNEX B DAMAGE ASSESSMENT PRIMARY AGENCIES: City of Edmonds Public Works Department City of Edmonds Development Services Department City of Edmonds Police Department SUPPORT AGENCIES: Snohomish County Fire District 1 Snohomish County DEM American Red Cross WA State Emergency Operations Center INTRODUCTION A. Purpose To provide guidelines for city-wide damage assessment activities in order to establish response and resource allocation priorities; and determine building and City infrastructure safety. B. Scope This Support Annex is designed to provide guidance in the coordination and execution of damage assessment activities within the city. Damage assessment will be divided into three levels: Windshield Survey - a drive by assessment of overall damage to determine resource allocation priorities during the response phase of the emergency Preliminary Damage Assessment - an initial estimate of monetary damage Safety Evaluation of Damaged Buildings - an assessment of building safety carried out by trained staff utilizing Applied Technology Council (ATC-20) Guidelines. POLICIES A. A preliminary damage assessment shall be carried out any time there is a o potential for a Presidential Declaration of a disaster or it is requested by state or county officials. This information shall be provided to Snohomish E County DEM in order to support the Governor's request for a disaster declaration to the President. a Edmonds CEMP Support Annex B - 144 January 2017 Packet Pg. 286 8.5.b B. The City shall provide support to local, state and federal officials in the completion of Damage Survey Reports in order to expedite the availability of Public and Individual Assistance Programs which provide support in the overall recovery of the community. III. SITUATION Nearly any disaster can cause significant damage requiring a thorough assessment of its impact on the City. It is essential that procedures are in place that will expedite the damage assessment process in order to assist in the priority allocation of resources and gain access to state and federal disaster recovery funding. IV. CONCEPT OF OPERATIONS A. Specific information on Damage Assessment procedures can be found in the City of Edmonds Damage Assessment Manual, a separately published document. B. The Public Works Department and Building Division shall be the lead agencies for damage assessment activities within the city. The damage assessment process will include staff from all City departments capable of contributing to this effort and shall be carried out in a cooperative manner. C. Damage assessment activities will normally be coordinated through the Emergency Operations Center. The Planning Division shall be responsible for compiling windshield survey damage assessment information as it is reported to the Emergency Operations Center to aid response operations. D. The Development Services Department will provide damage assessment for City buildings and infrastructure. The Department will coordinate with Facilities Maintenance to make minor repairs. Public Works Department will be responsible for identifying needed repairs and/or coordinating the relocation of City employees, if necessary. The Emergency Operations Board, utilizing recommendations from staff, will prioritize repair activities of City facilities. Priority will be given to critical and essential services. E. The Public Works Department will coordinate damage assessment information with utility services providers to facilitate priority repair activities. F. The Development Services and Public Works Departments will coordinate Edmonds CEMP Support Annex B - 145 January 2017 a Packet Pg. 287 8.5.b V activities with local, state and federal agencies to ensure the timely completion of Damage Survey Reports and other documentation necessary to obtain state and federal cost recovery assistance. G. The Fire District, Police, and Public Works Departments shall carry out windshield survey damage assessment according to established procedures or as directed at the time of the emergency. Information shall be reported to the Emergency Operations Center or other designated location. H. Evaluation of damaged buildings shall be coordinated by the Building Official and be carried out by staff trained in the Applied Technology Council (ATC-20) Procedures for Post -earthquake Safety Evaluation of Buildings or other appropriate training based on the scope of the disaster This evaluation will normally take place after completion of the windshield survey and in conjunction with preliminary damage assessment activities. The American Red Cross utilizes a damage survey process in order to determine the effect of the disaster on individual residents and to evaluate immediate human needs. This assessment can contribute to the overall picture of damage status and should be coordinated when possible. Structural engineers may be required for detailed evaluation of some City buildings. When necessary this shall be coordinated by the Engineering Division. RESPONSIBILITIES A. City of Edmonds Development Services Department Coordinate city-wide damage assessment activities with all involved departments and support agencies. 2. Develop damage assessment procedures in coordination with the Fire District, Public Works and Police Departments and provide training to appropriate City staff. 3 0 Edmonds CEMP Provide training to appropriate staff in the Applied Technology Council (ATC-20) Post -earthquake Safety Evaluation of Buildings Record damage assessment information and report to appropriate local, state and federal agencies. Support Annex B - 146 January 2017 a Packet Pg. 288 8.5.b C C E F 5. Prepare necessary documentation for cost recovery through state and federal programs. City of Edmonds Police Department Provide staff and equipment as available, to carry out windshield survey and provide information to the Emergency Operations Center or other designated location. 2. Assist the Development Services Department in the development of damage assessment procedures. Snohomish County Fire District 1 Provide staff and equipment as available, to carry out windshield survey and provide information to the Emergency Operations Center or other designated location. 2. Assist the Development Services Department in the development of damage assessment procedures. City of Edmonds Public Works Department Assist the Development Services Department in the development of damage assessment procedures. 2. Provide staff to coordinate damage assessment information reported to the Emergency Operations Center. 3. Provide staff and equipment to the Development Services Department to support windshield survey activities. 4. Provide damage assessment for City utilities and infrastructure. 5. Make emergency temporary repairs to City facilities as necessary Snohomish County DEM 1. Gather damage assessment information from the City and report a information to appropriate county, state and federal agencies. E American Red Cross U a a 1. Carry out damage survey activities in accordance with Red Cross Edmonds CEMP Support Annex B - 147 January 2017 Packet Pg. 289 8.5.b Procedures. Report information to the County Emergency Operations Center. G. All City Departments Provide support as directed to the damage assessment process H. WA State Emergency Operations Center Coordinate activities of Disaster Reservists in support of Preliminary Damage Assessment mission. Edmonds CEMP Support Annex B - 148 January 2017 a Packet Pg. 290 8.5.b SUPPORT ANNEX C ANIMAL DISASTER PROTECTION PLAN PRIMARY AGENCIES: Progressive Animal Welfare Society (PAWS) Washington State Animal Rescue Team (WASART) SUPPORT AGENCIES: SnoCo DEM Edmonds CEMP Community Transit Everett Transit Sound Transit Metro Transit Washington Animal Response Management (WARM) Red Cross of Snohomish County Red Cross of King/Kitsap Counties Local veterinary clinics, kennels, and animal boarding facilities Sarvey Wildlife Center Support Annex C - 149 January 2017 Packet Pg. 291 8.5.b INTRODUCTION A. SITUATION Pets and livestock can become victims of disaster. Pets can be injured or become separated from their owners, and livestock can be displaced or threatened by emergency conditions. Recent experiences demonstrate that disaster animal welfare plans are an essential component in overall community emergency response and recovery planning. B. PURPOSE This plan articulates how animal welfare will be coordinated, and is the basis for development of supporting plans and procedures consistent with state and national standards for dealing with animals in a disaster. This plan establishes a working structure for animal rescue, evacuation, shelter, veterinary services, and mortality management during disasters that occur within the City. The plan is intended to assist volunteer organizations in addressing needs of pets, livestock, poultry, horses and captive wildlife during disasters. C. AUTHORITIES AND REFERENCES Comprehensive Emergency Management Plans City of Edmonds CEMP Washington State Comprehensive Emergency Management Plan, Emergency Support Function (ESF) 11, Appendix A, Tab B —Washington Animal Response Management Plan, March 2006. RCW 38.52, Emergency Management Federal Emergency Management Agency, Disaster Assistance Policy DAP9523.19, Eligible Costs Related to Pet Evacuations and Sheltering, dated October 24, 2007." National Pets Evacuation and Transportation Standards Act (H.R. 3858- PETS) Americans With Disabilities Act (ADA) Interlocal Cooperation Agreement with SnoCo DEM Always refer to the most current version before assuming eligibility for possible reimbursement. FEMA policies change frequently. Edmonds CEMP Support Annex C - 150 January 2017 c a� E U a a Packet Pg. 292 8.5.b D. RELEVANT DEFINITIONS Congregate household pet shelter — Any private or public facility that provides refuge of rescued household pets and the household pets of shelter clients in response to a declared major disaster or emergency underfederal regulations.b Household pet — Any cat, dog, or other domesticated animal normally maintained in or near the domicile of the owner or caregiver of the animal. For the purpose of this plan, household pets do not include reptiles (except turtles), amphibians, fish, insects/arachnids, farm animals, and animals kept for racing purposes. Service animal — In accordance with the Americans with Disabilities Act (rev. July 2010): A dog or miniature horse trained to perform specific tasks for a person with a sensory, emotional, mental or physical disability PAWS — Progressive Animal Welfare Society On a daily basis, PAWS operates an animal rescue, rehabilitation, and adoption center for dogs and cats. During disaster, PAWS will take the lead as the primary animal welfare coordinating group and will provide animal shelter services. • PAWS has a wildlife rescue and rehabilitation department that may be utilized, to some degree, if captive wildlife are discovered during animal rescue and shelter operations. Limited capability is available to assist with captive exotic animals. Sarvey Wildlife Center— Sarvey rescues and rehabilitates orphaned, injured, and sick wild animals from the Puget Sound area. In the event exotic or captive wildlife are discovered during animal rescue and shelter operations, Sarvey will be utilized as a backup resource and subject matter expert. WARM — Washington Animal Response Management — Established to coordinate the response of State agencies in assisting local and volunteer W organizations to provide all animals affected by natural or technological r disasters. Activities include: emergency medical care; evacuation; r rescue; temporary confinement, shelter, food and water; and identification o for return to the owner. c a� b Household pets are defined separately from horses or farm animals because of eligibility for the reimbursement of eligible costs in the event of a v federally declared emergency. r r Q Edmonds CEMP Support Annex C - 151 January 2017 Packet Pg. 293 8.5.b WASART — Washington State Animal Rescue Team — WASART is a volunteer organization that partners with government agencies and other public and private organizations to rescue, transport and shelter animals in a disaster or emergency. WASART will be the lead animal rescue agency. II. CONCEPT OF OPERATIONS A. These special procedures for dealing with animals may be activated by the City upon occurrence of an emergency or disaster as defined in Chapter 38.52, Revised Code of Washington, and in collaboration with SnoCo DEM. B. Animal rescue and shelter activities are coordinated through the City's Emergency Operations Center and will be addressed on a regional basis, as needed, by SnoCo DEM. C. The primary animal disaster shelter organization is PAWS. PAWS may be activated by the City or SnoCo DEM. Where possible, PAWS members will be registered in advance as Emergency Workers under WAC 118-04. D. When animal rescue activities are required, SnoCo DEM may activate WASART. Where possible, WASART members will be registered in advance as Emergency Workers under WAC 118-04. • WASART will work in partnership with PAWS. WASART will be the lead agency for: (a) animal search, rescue and recovery; and (b) large animal sheltering (e.g., horses, camelids, etc.). • WASART will support animal shelter operations as a secondary duty according to needs and staffing availability. E. Animal welfare response will provide forjoint owner -pet rescue/evacuation whenever possible without endangering human life. F. Maximum attempt should be made to identify and establish animal evacuation shelters in close proximity to human sheltering facilities. Adjacent sheltering is the desired method. Edmonds CEMP Support Annex C - 152 January 2017 Packet Pg. 294 8.5.b G. Household pets in cages or carriers, or are under close control will be allowed to use public transit' for movement to shelter facilities. H. Those facilities that normally house multiple animals (animal hospitals, boarding kennels, etc.) are encouraged to create evacuation plans for such animals consistent with this procedure. I. Coordination of animal disaster operations will be conducted according to the standards and practices of the National Incident Management System (NIMS) and the Incident Command System (ICS). J. According to updated FEMA policy, domesticated animals (not kept for commercial purposes) can travel in commercial carriers and be housed in temporary facilities. Wherever possible, household pets will be housed adjacent to established public shelters. K. Local governments that conduct animal shelter operations or receive evacuees from areas declared a major disaster or an emergencyd may seek reimbursement for eligible pet rescue, sheltering and evacuation - support costs. This only applies to household pets and service animals. Contractors and private nonprofit (PNP) organizations may be reimbursed by the City provided that the contractor or PNP is performing operations on behalf of the City and/or SnoCo DEM according to this plan, and all eligible expenses are documented. (Reference FEMA Disaster Assistance Policy DAP9523.19 - October 24, 2007). L. It is foreseeable that some emergency operations may take priority over the rescue of animals under this plan. Although every effort will be made to include animals in all emergency response strategy, circumstances may prevent the full implementation of that strategy. M. Ineligibility of horses and farm animals for FEMA reimbursement in a major disaster will not impact the purpose of this plan to carry out the rescue and evacuation of such animals to the extent possible with the resources available. III. RESPONSIBILITIES A. SnoCo DEM SnoCo DEM may activate and coordinate animal disaster welfare operations through the County ECC upon request of the City. SnoCo DEM's responsibilities may include: According to current transit policies. d Robert T. Stafford Disaster Relief and Assistance Act, as amended. Edmonds CEMP Support Annex C - 153 January 2017 c a� E U a a Packet Pg. 295 8.5.b 1. Overall coordination of disaster mitigation, preparedness, response, and recovery in accordance with the law and the City's CEMP. 2. Provide overall coordination of emergency/disaster animal welfare response activities. 3. Activate the provisions of this plan. 4. Provide assistance where possible through the resource management capabilities of the ECC. PAWS is the recognized alliance of volunteers responsible for executing this animal emergency plan. Responsibilities include: 1. Develop and maintain lists of resources, including trained volunteers and animal professionals able to provide assistance in a disaster. 2. Maintain a trained volunteer base in accordance with PAWS' internal policies and procedures. 3. Coordinate just -in -time, on -site training for animal professionals and trained animal shelter/rescue volunteers as needed during an event. 4. Provide safety and awareness briefings as needed to first responders and disaster volunteers. 5. Conduct domestic animal shelter activities using PAWS personnel and coordinating the efforts of additional groups as available and appropriate. 6. Conduct limited exotic animal rescue and shelter activities as resources allow. (See Appendix 8 for additional details.) Assist in identifying and contacting appropriate exotic animal partners to aid in rescue and shelter efforts. 7. Develop and release public information prior to the emergency or disaster on disaster planning and safety for animals. 8. Notify and mobilize all PAWS volunteers and partnering animal groups in time of emergency. 9. Assist the City, SnoCo DEM, and/or the Red Cross with identification of suitable facilities for animal shelters and other animal rescue and shelter resources. 10. Be prepared to make reports to the City's Emergency Operations Center and/or SnoCo ECC on animal emergency response activities. 11. Participate, through the appropriate EOC representative, in development of animal rescue and shelter provisions in the Incident Action Plans (IAPs) prepared for each operational period. CD 12. Assist with the annual review and revision of plans and procedures for dealing with animals in an emergency or disaster. o 13. Prepare after action reports for the City. a Edmonds CEMP Support Annex C - 154 January 2017 Packet Pg. 296 8.5.b C. WASART WASART is the lead agency for animal rescue operations. They will coordinate activities with PAWS and other regional partners as appropriate. Responsibilities include: 1. Develop and maintain lists of resources, including trained volunteers and animal professionals able to provide assistance in a disaster. 2. Maintain a trained volunteer base in accordance with WASART's internal policies and procedures. 3. Coordinate just -in -time, on -site training for animal professionals and trained animal shelter/rescue volunteers as needed during an event. 4. Provide safety and awareness briefings as needed to first responders and disaster volunteers. 5. Conduct large -animal shelter activities using WASART personnel and coordinating the efforts of additional groups as available and appropriate. 6. Conduct limited exotic animal rescue and shelter activities as resources allow. Assist in identifying and contacting appropriate exotic animal partners to aid in rescue and shelter efforts. 7. Develop and release public information prior to the emergency or disaster on disaster planning and safety for animals. 8. Notify and mobilize all WASART volunteers and partnering animal groups in time of emergency. 9. Assist the City and SnoCo DEM with identification of suitable facilities for large -animal shelters and other animal rescue and shelter resources. 10. Be prepared to make reports to the City's Emergency Operations Center and/or SnoCo DEM on animal emergency response activities. 11. Participate, through the appropriate EOC representative, in development of animal rescue and shelter provisions in the Incident Action Plans (IAPs) prepared for each operational period. 12. Assist with the annual review and revision of plans and procedures for dealing with animals in an emergency or disaster. 13. Prepare after action reports for SnoCo DEM and/or the City. D. Each City's Department of Animal Control will carry out its statutory responsibilities in coordination with PAWS and WASART to the extent possible. E. Washington Animal Response Management (WARM) assistance may be requested in the event local resources are overwhelmed. a Edmonds CEMP Support Annex C - 155 January 2017 Packet Pg. 297 8.5.b IV. PROCEDURES A. PAWS and WASART are independent agencies. As such, each is responsible for maintaining a database of local resources to be used for animal disaster response. Resources will include, but not be limited to, trained and professionally qualified volunteers, contact information, available supplies, equipment, facilities and transportation. B. Animal disaster response volunteers from each agency will participate in animal handling skills and animal behavior training and disaster exercises as a part of disaster readiness. It is highly recommended that all volunteers also are "NIMS compliant" with Incident Command System courses, ICS-100 and ICS-700. C. PAWS will coordinate with the Red Cross chapters (King/Kitsap and Snohomish Counties) to develop co -location (adjacent facilities) of human/household pet shelters to the extent possible. D. The City and/or SnoCo DEM will activate the provisions of this plan by contacting PAWS and WASART leadership. Activate means notification of the PAWS and WASART personnel, implementation of domestic animal evacuation and shelter operations, and conducting other animal rescue activities as Emergency Workers as defined in WAC 118-04. E. A designated representative from PAWS and/or WASART will coordinate with the City's Public Information Officer (or SnoCo DEM Joint Information Center) to ensure dissemination of information on the location and availability of animal shelters and animal care resources. The joint public information process will be used for reunification of animals with their owners. F. The Seattle/King Health Department or Snohomish Health District and Washington State Department of Agriculture will assist with identification, prevention and control of animal diseases that may impact public and animal health. G. PAWS and WASART, in cooperation with Animal Control, will coordinate with the EOC for removal and disposal of animal carcasses consistent with internal policies and requirements of the Seattle/King Health Department or Snohomish Health District and Washington State Department of Agriculture. Edmonds CEMP Support Annex C - 156 January 2017 a Packet Pg. 298 8.5.b Contact Information for Participating Agencies Progressive Animal Welfare Society (PAWS) 15305 4t" Avenue W Lynnwood, WA 98037 Main phone: 425/787-2500 Emergency phone: 425/412-4029 WA State Animal Rescue Team (WASART) Phone: 360/886-7276 animalresponseteam(aD,gmail.com Sarvey Wildlife Center Phone: 360/435-4817 Edmonds CEMP Support Annex C - 157 January 2017 Packet Pg. 299 8.5.b CITY OF EDMONDS DISASTER RECOVERY PLAN SUPPORT ANNEX D — DEBRIS MANAGEMENT PLAN TABLE OF CONTENTS Section I. Introduction Authority Page - 162 Alignment with Other Plans Page - 163 Limitations Page - 163 Section II. Situation and Assumptions Characteristics of Possible Events Page - 164 Debris Estimation Page - 165 Low -Volume Event Page - 166 Medium -Volume Event Page - 167 High -Volume Event Page - 167 Section III. Organization and Responsibilities City Departments Page - 168 Staffing Organizational Chart Page - 170 External Agencies Page - 170 Contractors and Vendors Page - 172 Additional Resources Page - 173 Current Resources Page - 173 Emergency Communications Plan Page - 177 Health & Safety Plan and Procedures Page - 177 0 co to L a M U d O U r U 0 c O y ch 0 O U Edmonds CEMP Support Annex D - 158 January 2017 Packet Pg. 300 8.5.b Section IV. Concept of Operations NIMS Integration Page - 178 Debris Management Response Levels Page - 178 Debris Management Operational Phases Page - 179 Section V. Debris Collection and Hauling Operations Damage Assessment and Debris Estimates Page - 181 Debris Clearance and Removal Guidelines Page - 181 Debris Removal Priorities Page - 182 Debris Operations Page - 182 Neighborhood Collection Sites Page - 186 Debris Reuse, Reduction and Disposal Methods Page - 188 Section VI. Contracted Resources Existing Solid Waste Contracts Page - 191 Contract Debris Management Resource Needs Page - 191 Emergency Contracting / Procurement Procedures Page - 191 Section VII. Private Property Demolition and Debris Removal Debris Removal and Demolition Permitting & Procedures Page - 193 Special Considerations Page - 196 Eligibility of Private Property Demolition and Debris Removal Costs Page - 196 Section Vill. Public Information Public Information Officer Page - 199 Communication and Public Education Strategy Prior to an Incident Page - 199 Public Information Strategy During an Incident Page - 200 0 co to a M U d 0 U r U 4- 0 c ch 0 0 U Edmonds CEMP Support Annex D - 159 January 2017 Packet Pg. 301 8.5.b Section IX. Training and Exercise Section X. Plan Maintenance Appendices: Page - 203 Page - 204 A: Maps of City Priority Routes and Facilities B: Staffing Assignments C: Coordination with Snohomish County Solid Waste Management Division D: City of Edmonds Accident Prevention Program E: Additional Resources F: Neighborhood Collection Sites G: List of Pre -Qualified Agreements with the City of Edmonds' Certified Solid Waste Haulers H: Debris Management Operations Forms I: Letter of Approval from Snohomish Health District a Edmonds CEMP Support Annex D - 160 January 2017 Packet Pg. 302 8.5.b This page intentionally left blank. r C N E t v R r r Q Edmonds CEMP Support Annex D - 161 January 2017 Packet Pg. 303 8.5.b I. INTRODUCTION A. INTRODUCTION The City of Edmonds recognizes that natural and human -caused disasters have the potential to create debris that can disrupt the quality of life for its citizens, and complicate disaster response and recovery operations following such disasters. This Annex has been developed to provide the framework for City government and other entities to clear and remove debris generated during a public emergency or disaster occurring within the limits of the City of Edmonds. This Annex focuses on the activities likely to be required during an emergency or disaster, without regard to the type or cause of the event; and unifies the efforts of public and private organizations for a comprehensive and effective approach to: • Provide organizational structure, guidance, and standardized guidelines for the clearance, removal, and disposal of debris caused by a major debris -generating event; • Establish the most efficient and cost effective methods to resolve disaster debris removal and disposal issues; • Implement and coordinate private sector debris removal and disposal contracts to maximize clean-up efficiencies; • Expedite debris removal and disposal efforts that provide visible signs of recovery designed to mitigate threats to the health, safety, and welfare of Edmonds residents; and • Coordinate partner relationships through communications and pre -planning with local, State, and Federal agencies that have debris management responsibilities. B. AUTHORITY The City of Edmonds Disaster Debris Management Annex is developed under the authority of the following local, state, and federal statutes and regulations. Revised Code of Washington 38.52.070; 35.33.081; 35.33.101; and 70.95 2. Washington Administrative Codes 118-30; 173-350-040; 173-350-310; 173-350-320; and 296-62-41011 3. U.S. Codes 5121-5202 Disaster Relief Act of 1974, as amended, 2251-2303 Federal Civil Defense Act of 1950, as amended, 2301-2303 Improved Civil Defense 1980 4. Homeland Security Presidential Directive 5 5. Edmonds City Ordinance 2224 6. Edmonds Municipal Code Chapter 1.02.035 7. Edmonds Municipal Code Chapter 6.60 Edmonds CEMP Support Annex D - 162 January 2017 Packet Pg. 304 8.5.b C. ALIGNMENT WITH OTHER PLANS 1. City Plans The City of Edmonds Disaster Debris Management Annex is a supplement to the City's Disaster Recovery Plan; and is designed to work in concert with the City's Comprehensive Emergency Management Plan, and The North King and South Snohomish Counties Regional Mitigation Plan for Natural Hazards. 2. Snohomish County Debris Plan This Annex aligns with and implements the Snohomish County Public Works Solid Waste Division Disaster Debris Management Plan, a separately published document. 3. Washington State Comprehensive Emergency Management Plan This Annex aligns with the Washington State Comprehensive Emergency Management Plan (CEMP), Emergency Support Function (ESF) #3: Public Works, and ESF #14: Long - Term Community Recovery, by providing operational guidance to organize disaster debris operations at the local level. 4. National Response Framework The National Response Framework (NRF) provides the concept of operations for Federal response to events. This Annex aligns with ESF #3: Public Works, and ESF #14: Long -Term Community Recovery, by providing for the coordination of disaster debris operations through all levels of government using the National Incident Command System (NIMS) organizational structure. D. LIMITATIONS The information and procedures included in this Annex have been prepared utilizing the best information and planning assumptions available at the time of preparation. There is no guarantee implied by this Annex that in major emergencies and disaster situations a perfect response to all incidents will be practical or possible. As Edmonds resources may be overwhelmed and essential systems may be dysfunctional, the City can only endeavor to make every reasonable effort to respond and recover based on the situation, information, and resources available at the time the situation occurs. c a� E U a a Edmonds CEMP Support Annex D - 163 January 2017 Packet Pg. 305 8.5.b II. SITUATION AND ASSUMPTIONS A. SITUATION AND ASSUMPTIONS This Annex takes an all -hazards approach to identifying and responding to hazards that may pose a threat to the City of Edmonds. Natural hazards such as wind, rain and snow storms, earthquake, flood, landslide, tidal surge, create a variety of debris that includes, but is not limited to: trees and other vegetative organic matter, construction materials, appliances, personal property, mud and sediment. Technological, or man-made, disasters such as common and private carrier accident, civil disturbance, terrorist activity, conventional and nuclear war, explosion, structural collapse, hazardous material incident, and major fire, may result in a large number of casualties and heavy damage to buildings and basic infrastructure. Law enforcement constraints due to terrorist or criminal activity may hinder normal debris operations, and contaminated debris may require special handling. These factors will necessitate close coordination with local and Federal law enforcement, health and environmental officials. See Table 1-1: Characteristics of Possible Events, below. Table 1-1: Characteristics of Possible Events Incident IDebris Characteristics Regional Debris Probability Impact Wind Storm Primarily vegetative waste; may also include High Moderate construction/demolition materials from damaged or destroyed structures, some municipal solid waste from damaged structures. Extended power outages may result in large amounts of putrescible waste rom private homes and grocery stores. Flooding Construction/demolition waste, municipal solid High Moderate waste, and problem waste, including sediment, vegetative waste, animal carcasses, and hazardous materials deposited on public and private property. Much of the debris from flooding events may be considered problem waste because of contamination from wastewater, petroleum, or other substances. Earthquake Primarily construction/demolition waste and Moderate High municipal solid waste intermixed with problem waste. Urban, Wild- Burned vegetative waste, burned construction Moderate Low land, and Wild- demolition waste, and problem waste, including ash land/Urban and charred wood waste and ash -covered items. / Interface Fires Ice Storms Primarily vegetative waste from broken tree limbs Moderate Moderate and branches. May also include construction/demolition waste and putrescible waste from extended power outages. Volcano Primarily ash, mud, and ash -covered items. May Low High also include construction/demolition waste. Tsunami or Sediment and construction/demolition waste Low Moderate Seiche possibly contaminated with problem waste, including wastewater, petroleum, or other Q Edmonds CEMP Support Annex D - 164 January 2017 Packet Pg. 306 8.5.b Incident Debris Characteristics Regional Debris Probability Impact hazardous materials. Landslides Sediments and construction/demolition waste High High possiblycontaminated with problem waste. Plant Disease Variable amounts of vegetative debris that might Low Moderate require special handling as problem waste with specific disposal characteristics. Animal Disease Variable amounts of putrescible waste that might Low Moderate require special handling as problem waste with specific disposal instructions. Nuclear, Various amounts of contaminated soil, water, Moderate Moderate Chemical, or construction/demolition waste, and/or municipal Biological solid waste that would require special handling as Accident problem waste with specific disposal instructions. Nuclear, Various amounts of contaminated soil, water, High High Chemical, or construction/demolition waste, and/or municipal Biological solid waste that would require special handling as Attack problem waste with specific disposal instructions. The quantity and type of debris generated, its location, and the size of the area over which it is dispersed will have a direct impact on the type of removal and disposal methods utilized, the associated costs, and the speed with which the problem can be addressed. Further, the quantity and type of debris generated from any particular disaster will be a function of the location and kind of event experienced, as well as its magnitude, duration and intensity. For planning purposes, this Annex assumes that the magnitude of the event exceeds the capacities of the City of Edmonds. This Annex addresses the clearing, removal, and disposal of debris generated by the above hazards based on the following assumptions: • A major natural or man-made disaster that requires the removal of debris from public or private lands and waters could occur at any time; • The amount of debris resulting from a major natural disaster will exceed the removal and disposal capabilities of the City of Edmonds; • The City of Edmonds will coordinate with the Snohomish County Public Works Solid Waste Division and the City's certificated waste haulers for additional resources to assist in the debris removal, reduction, and disposal processes; • The City of Edmonds may contract for additional resources to assist in the debris removal, reduction, and disposal capabilities. B. DEBRIS ESTIMATION This Annex addresses the potential impacts resulting from three different debris scenarios: a low -volume event, such as damaging winds or winter storm; a medium -volume event, such as urban flooding or severe storm; and a high -volume -event, such as an earthquake or man - a Edmonds CEMP Support Annex D - 165 January 2017 Packet Pg. 307 8.5.b made incident. The United States Army Corps of Engineers (USACE) has developed the following guidelines for use in debris estimating: Treat debris piles as a cube, not a cone, when estimating 15 trees, 8 inches in diameter = 40 cubic yards (cy) on average One acre of debris, 3.33 yards high = 16,117 cy The Federal Emergency Management Agency (FEMA) also provides debris estimation guidance in its publication, Debris Management Guide (FEMA Publication 325). The volume of debris from a residential structure can be estimated using the following formula: L' x W' x S x 0.20 x VCM = cubic yards (cy) of debris L = building length in feet W = building width in feet S = height of building expressed in stories VCM = Vegetative Cover Multiplier. This is a measure of the amount of debris within a sub- division or neighborhood. The descriptions and multipliers are: Light (1.1 multiplier) — includes new home developments where more ground is visible than trees; these areas have sparse canopy cover. Medium (1.3 multiplier) — generally has a uniform pattern of open space and tree canopy cover; this is the most common description for vegetative cover. Heavy (1.5 multiplier) — generally found in mature neighborhoods and woodlots where the ground or houses cannot be seen due to the tree canopy cover. Personal property within an average single-family residence is estimated based on these averages: • Homes without a basement, 25 — 30 cy • Homes with a basement, 45 — 50 cy For example, the debris generated by the destruction of a one-story, single-family, 2000 sq ft home in Edmonds would be calculated this way: 40' x 50' x 1 x 0.20 x 1.3 = 520cy of debris for the structure + 25cy of personal property 545cy of total debris for this property 1. Low -Volume Event Characteristics of low -volume events include, but are not limited to: a Edmonds CEMP Support Annex D - 166 January 2017 Packet Pg. 308 8.5.b • Result from high winds, winter storms, or limited urban flooding • Have a minimal impact on critical resources and infrastructure • May not receive a Presidential Disaster Declaration • Debris composition is primarily vegetative with some construction/demolition • Debris may include white goods and putrescible materials, depending upon the size of the event and secondary impacts, such as extended power outage Historically, high winds and winter storms occur one to five times a year in Edmonds 2. Medium -Volume Event Characteristics of medium -volume events include, but are not limited to: • Result from high winds, winter storms, snow/ice, or urban flooding with landslides • Have a measurable impact on critical resources and infrastructure • May not immediately receive a Presidential Disaster Declaration • Debris composition is primarily vegetative with some construction/demolition • Debris may include white goods and putrescible materials, depending upon the size of the event and secondary impacts, such as extended power outage • Debris may also include soil, gravel, rock and asphalt Historically, urban -flooding with landslides occur one or more times per year in Edmonds. These events can generate a medium to high amount of debris. 3. High -Volume Event Characteristics of high -volume events include, but are not limited to: • Result from severe storms, earthquake or man-made event • Have significant impacts to critical resources and infrastructure, including utilities, transportation and communications • Immediately receives a Presidential Disaster Declaration • Debris composition may include vegetative, construction/demolition, white goods and putrescible materials, household hazardous waste, vessels and vehicles • Debris may also include soil, gravel, rock and asphalt A high -volume event is considered an infrequent event, occurring once every 100 or r more years. While a large magnitude earthquake has a medium probability of impacting o the City, it carries the greatest probability of generating large amounts of debris, potentially causing partial damage or a total loss to numerous single and multi -family E homes in Edmonds. U a a Edmonds CEMP Support Annex D - 167 January 2017 Packet Pg. 309 8.5.b III. ORGANIZATION and RESPONSIBILITIES A. CITY OF EDMONDS DEPARTMENTS Debris Management operations will be managed as part of the City of Edmonds overall recovery processes. The specific Debris Management responsibilities of primary and support agencies are as follows: 1. Public Works Department The Public Works Department's responsibilities include, but are not limited to: • Designation of a Debris Manager to oversee debris clearance and removal operations for the City • Provide a liaison to the City Emergency Operations Center (EOC) to coordinate debris management related requests • Coordinate all assignments of City staff involved in debris management operations • Provide personnel and equipment to assist in clearing priority transportation routes and access to critical facilities • Provide personnel and equipment to remove and dispose of debris • Assess availability and suitability of Neighborhood Collection Sites • Open and ready for operations appropriate NCS • Track and document data required for completion of Public Assistance program Project Worksheets • Establish and maintain necessary contracts with solid waste haulers and other contractors, for provision of personnel, equipment and assistance with debris removal operations • Provide timely Situation Reports and updates to the Snohomish County Debris Management Center and SnoCo DEM EOC • Assist in the development of Public Information messaging 2. Development Services Department The Development Services Department's responsibilities include, but are not limited to: Provide GIS mapping in support of on -going debris management activities Provide expertise and recommendation for reconstruction and demolition c a� E U a a Edmonds CEMP Support Annex D - 168 January 2017 Packet Pg. 310 8.5.b 3. Administrative Services / Finance The Administrative Services / Finance Department's responsibilities include, but are not limited to: • Compile debris related costs and maintain financial records of the event • Coordinate emergency purchasing and contracting • Receive contractor invoices and review for compliance against the contract • Assist Public Works Department with completion of Project Worksheets • Coordinate with Snohomish County Public Works for City debris activities which use the County Debris Plan to manage debris generated within the City of Edmonds 4. Police Department The Police Department's responsibilities include, but are not limited to: • Assist in monitoring illegal dumping activities • Assist in monitoring Neighborhood Collection sites to ensure compliance with local traffic regulations, if necessary • Coordinate traffic control at all loading sites and at entrances to and from Neighborhood Collection sites • Document debris management activities and costs 5. Parks and Recreation The Park and Recreation Department's responsibilities include, but are not limited to: • Assist Public Works Department with debris removal and recycling efforts • Provide light and heavy equipment, generators, personnel, and supplies • Provide barricades for routing of traffic around and through Neighborhood Collection sites • Document debris management activities and costs 6. City of Edmonds Attorney's Office The City Attorney's responsibilities include, but are not limited to: • Review contracts • Identify City liability issues • Manage all legal matters associated with debris operations • Assist, as needed, with private property actions necessary to ensure public health and safety Edmonds CEMP Support Annex D - 169 January 2017 Packet Pg. 311 8.5.b B. DEBRIS MANAGEMENT ORGANIZATION Immediately following a disaster event, the City of Edmonds will establish a Disaster Debris Management Team. The Debris Management Team will help facilitate the successful coordination of debris operations. The Public Works Director, or designee, will identify the appropriate staff members for the Team. Director of Public Works & Utilities 14, 14, y 44 Recycling Coordinator Water& Sewer Division Manager Street & Storm Division Manager y 14, 14, 11, 14, 14, 11, Water Division Lead Worker Sewer Division Lead Worker Street Division Lead Worker Storm Division Lead Worker C. EXTERNAL AGENCIES 1. Snohomish County Fire District #1 The City of Edmonds contracts with Snohomish County Fire District #1 for the provision of fire and EMS services. The Fire District's Debris Management responsibilities include, but are not limited to: • Respond to fire and other emergencies at Neighborhood Collection sites • Respond to hazardous materials incidents • Assist in the distribution of emergency public information • Document debris management activities and costs 2. Snohomish County Department of Emergency Management • Coordinate additional resource needs through the SnoCo EOC • Assist with the development and dissemination of public information • Provide guidance as requested throughout the Public Assistance process 3. Snohomish County Public Works Solid Waste Division It is anticipated that requests for county debris management assistance will be o coordinated through the county EOC, with SnoCo DEM providing the lead coordination with the DMC. (per Snohomish County Disaster Debris Management E Plan, Section 2.2.3) a 4. Snohomish County Health District a • Inspect and approve location of additional Neighborhood Collection sites not identified and approved with this Plan. Edmonds CEMP Support Annex D - 170 January 2017 Packet Pg. 312 8.5.b • Assist in monitoring collection site operations and close-out activities • Enforce existing regulations regarding vector control and proper disposal of garbage 5. Puget Sound Clean Air Agency (PSCAA) The PSCAA is responsible for regulating air quality in Puget Sound. During debris - causing disasters, the PSCAA bans outdoor burning of debris and provides guidance on the removal and disposal of asbestos contaminated debris. They also provide information the City will need to contract with an industrial hygiene consultant to provide air quality monitoring for debris operations that create large quantities of dust and other particulates. 6. Washington State Emergency Operations Center (WA EMD) • Facilitate Governor's Disaster Declarations • Receive and respond to resource requests Administer Public and Individual Assistance programs, and act as Liaison to FEMA on behalf of Cities and Counties 7. Washington State Department of Ecology (WA DOE) The Department of Ecology is responsible for the protection of Washington's environment, providing statewide regulation of municipal solid waste and hazardous waste. During a disaster, WA DOE may provide support and guidance to local health districts and solid waster agencies regarding debris operations. WA DOE may also issue permits for debris activities. 8. Washington State General Administration (WA GA) As the primary State agency tasked under Emergency Support Function (ESF) #3: Public Works of the WA State Comprehensive Emergency Operations Plan, WA GA coordinates logistical and engineering support for State facilities. During a debris -causing event, WA GA may provide resources to local requests coordinated through the WA State Emergency Operations Center. 9. Washington State National Guard The Washington National Guard may provide equipment, personnel, and technical assistance to protect the State of Washington. During debris -causing events, National Guard resources provide security for equipment staging areas, debris sorting and reduction sites, limited electrical power, sheltering, traffic control, and aerial reconnaissance. National Guard resources must be requested through the WA State Emergency Operations Center, and are available only after local resources have been exhausted. a Edmonds CEMP Support Annex D - 171 January 2017 Packet Pg. 313 8.5.b 10. US Army Corps of Engineers (USAGE) The USACE is the lead Federal agency for ESF #3: Public Works and Engineering, of the National Response Framework. During a Presidentially declared disaster, the USACE may provide technical assistance to local responders for debris removal operations. The USACE also has contract resources available to support local debris management operations. 11. Environmental Protection Agency (EPA) EPA may provide technical assistance and guidance on collection, reduction and disposal of contaminated debris and other hazardous materials during debris operations. EPA also has contract resources available to assist with collection, management, and disposal of hazardous materials. 12. United States Coast Guard (USCG) As designated in the Ports and Waterways Safety Act, the USCG is responsible for keeping waterways safe and open. While there is no specific language stating that USCG is responsible for debris removal from navigable waterways, the USCG has been tasked in the past to assist in waterway and marine transportation system recovery. 13. Federal Emergency Management Agency (FEMA) FEMA is the Federal agency tasked with coordination of the emergency management functions of the Federal government. In catastrophic disasters, FEMA may provide direct Federal assistance to support the performance of local, tribal and state debris management activities and operations. Following a Presidential declaration, FEMA may use its mission authority to task other Federal agencies, such as USACE and EPA, with debris clearance. FEMA also administers the Public Assistance program. D. CONTRACTORS and VENDORS The City of Edmonds may elect to use contractors and service vendors to augment local a resources in support of City debris management operations. E 1. Solid Waste Collection Companies U a Solid waste collection companies are private entities that provide daily municipal solid waste service. During disaster events, solid waste service providers remain responsible for the collection and transportation of municipal solid waste. Sound Edmonds CEMP Support Annex D - 172 January 2017 Packet Pg. 314 8.5.b Disposal and Republic Services of Lynnwood (formerly Allied Waste Services) provide daily municipal solid waste service to the City of Edmonds. These haulers will provide assistance to the City in the removal and transportation of disaster debris in addition to their regular solid waste collections. Details on the additional services to be provided by these companies can be found in Section VI — Contracted Resources of this document. 2. Debris Management Contractors Debris management contractors provide additional resources to assist with debris clearance, removal, separation, and disposal during debris -generating events. These contractors can be put under contract prior to an incident to ensure efficient response during and after an event. Federal agencies, such as the US Army Corps of Engineers (USACE) and US Environmental Protection Agency (EPA), may also have contract resources available to assist with debris management operations. 3. Debris Monitoring Contractors Debris monitoring contractors provide oversight and documentation of debris management operations. This can include supervising other contractors, documenting debris clearance and disposal operations for potential reimbursement, and operations of neighborhood collection sites. Appendix G: Pre -Qualified Contractors, provides a list of contractors that can be used to support debris management operations. E. ADDITIONAL RESOURCES Additional resources may be available from neighboring jurisdictions and county departments. Resource requests beyond existing mutual aid and inter -local agreements shall be coordinated through SnoCo DEM. These requests for assistance include, but are not limited to, the state and Federal assets listed in sub -section C: External Agencies above. Requests for state and/or Federal assets must be coordinated through SnoCo DEM. F. CURRENT RESOURCES 1. Staff Debris operations staff members are responsible for directing debris operations during and after an event. The number and type of staff needed to complete debris operations will be dependant upon the scope and magnitude of the disaster. Debris operations staff will likely be comprised of City of Edmonds full- time personnel, personnel from neighboring jurisdictions, and/or contractors. a Edmonds CEMP Support Annex D - 173 January 2017 Packet Pg. 315 8.5.b Some support roles may be filled by volunteer Registered Emergency Workers. During an incident, staff may be needed to assume one or more roles as described below. The Public Works Director will be responsible for appointing appropriate staff to fulfill these roles. • Debris Removal Manager — The Debris Removal Manager coordinates all debris removal activities related to an incident. Activities include communication among other members of the Debris Management Team, communication of project status activity and reporting, and dissemination and implementation of policy directives to debris removal personnel. • Debris Collection Supervisor —The Debris Collection Supervisor oversees collection activities prior to debris arrival at the disposal site, and coordinates debris routing, staffing and field reporting activities. • Debris Site Supervisor — The Debris Site Supervisor manages one or more Neighborhood Collection Sites and is responsible for overseeing waste separation and environmental protection concerns, as well as completing required reporting documentation. • Finance, Administration and Logistical Staff — These positions track time for personnel, equipment, and incident costs. These positions also assist with contracting and purchasing resources, completing documentation required for reimbursement of expenses, and coordinates the de- mobilization of resources. Additional specialized staff may be needed to act as technical specialists during all phases of a debris -generating event. These include the following: • Debris Management Subject Matter Expert (SME) — A Debris N Management SME provides information and guidance to command staff a working in the operations and planning sections. • Quality Assurance Personnel — Quality Assurance Personnel ensure the U debris operations are cost effective. Possible duties include, but are not limited to, monitoring the type and amount of debris during collection, sorting, reduction, and disposal. a • Structural Engineer— A Structural Engineer oversees, inspects, and a assesses impacted structures and makes appropriate recommendations W U on building condemnation and demolition. r • Legal Staff — The City of Edmonds Attorney's Office will conduct reviews and manages all legal matters in the debris management planning o process. In addition to advising the debris management planning staff, the City Attorney's Office may also perform the following tasks: o Development of Memorandums of Understanding with adjacent jurisdictions o Contract review a o Right -of -entry permitting Edmonds CEMP Support Annex D - 174 January 2017 Packet Pg. 316 8.5.b o Community liability o Indemnification o Condemnation of buildings o Land acquisition for Neighborhood Collection Sites o Site closure / restoration and insurance Public Information Officer (PIO) — The Mayor will assign appropriate staff to function as the City's PIO for debris operations. The PIO shall coordinate with Debris Operations staff and PIOs of other involved agencies to provide timely and accurate information to the public regarding debris removal activities and schedules. 2. Equipment During an incident, equipment such as trucks, rubber tire loaders, graders, chippers, chain saws, small cranes, bulldozers and backhoes may be needed to complete debris clearance and removal operations. The City of Edmonds will endeavor to work cooperatively with Sound Disposal and Republic Services of Lynnwood (formerly Allied Waste Services) and other vendors to provide for the needed equipment. Equipment needs are dependant upon the scope and magnitude of the incident and will be identified at the time of the incident. Appendix E: Additional Resources includes a list of City of Edmonds equipment available for debris operations. 3. Technology Geographic Information System (GIS) mapping and modeling can be used to estimate debris volumes and distributions; plan debris clearance operations; and identify debris clearance priorities. The City of Edmonds has the capability to provide GIS mapping and modeling. Snohomish County GIS staff are also available to assist with GIS. 4. Contract Resources During an incident it may be necessary to contract with other resource providers to a augment the City of Edmonds debris management staff and equipment. w These resources can be used to assist with specific tasks such as debris clearance or collection site management. Contractors cannot be awarded pre- disaster / r 06 stand-by contracts with mobilization or unit costs that are significantly higher than what they could be if the contract were awarded post -disaster. c CD Section Vl, Contracted Resources, provides instructions for contracting additional E resources prior to and during an incident. Appendix G: Pre -Qualified Contractors, U provides a list of standby and pre -qualified contract resources available for debris a operations. Edmonds CEMP Support Annex D - 175 January 2017 Packet Pg. 317 8.5.b 5. Mutual Aid and Inter -local Agreements The City of Edmonds has a variety of agreements in place to assist with the provision of staff, equipment, and other resources during an incident. Agreements applicable to a debris incident include: • WA Public Works Emergency Response Mutual Aid Agreement — This is a voluntary agreement which provides Public Works equipment and staff to signatories upon request following a local and/or state proclamation of emergency. • Emergency Management Assistance Compact — Upon declaration of a state of emergency made by the governor, resources may be requested through the WA State Emergency Operations Center. This is a voluntary, mutual aid agreement between states which may provide all types of resources. Requests for EMAC resources shall be coordinated through SnoCo DEM. • WA State Fire Mobilization Plan — This plan provides firefighting personnel and equipment necessary to manage fires, disasters or other large-scale incidents. Resource requests are made through SnoCo DEM to the WA State Emergency Operations Center. This agreement in no way replaces local mutual aid. 6. Disposal Facilities During a debris -generating event, it may be necessary to utilize a variety of resources to dispose of different types of debris. A limited number of regional disposal facilities exist. The amount and type of debris each facility accepts may change based on the size and severity of the incident; and will be determined by the Snohomish County Debris Management Team. The County has developed a system of identified sites; and will be responsible for titrating the event generated debris into the rail/barge system. Each Neighborhood Collection Site will collect Household Hazardous Waste. The County Solid Waste Division will be responsible for consolidating event generated HHW at the Cathcart facility to ensure it is accounted for as specifically event related material. 7. Recycling and Composting Facilities During a debris -generating event, it may be necessary to utilize a variety of resources to recycle, compost, or otherwise reduce different types of debris. These resources provide an alternative to divert waste from landfills and may provide additional economic and environmental benefits. The amount and type of debris r each facility accepts may change based on the size and severity of the incident. a These facilities include: • Cedar Grove Composting — 3620 36t" Place NE, Everett. This facility Edmonds CEMP Support Annex D - 176 January 2017 Packet Pg. 318 8.5.b accepts green waste suitable for composting. Fruhling Sand and Topsoil — 1010 228th Street SW, Bothell. This facility accepts green waste suitable for composting. Pacific Topsoil — 7500 NE 175th Street, Kenmore. This facility accepts green waste suitable for composting. CleanScapes — 7201 E Marginal Way S, Seattle. This facility accepts construction and demolition (CDL) debris. Use of these facilities as debris management sites or final disposition of disaster debris will be coordinated by the Snohomish County Solid Waste Debris Management Coordinator (DMC). G. EMERGENCY COMMUNICATIONS PLAN Communications within the City of Edmonds and with other external agencies during a debris -causing event shall be managed according to Emergency Support Function 2 — Telecommunications, Information Systems and Warning of the City of Edmonds Comprehensive Emergency Management Plan. H. HEALTH and SAFETY Debris operations involve the use of heavy equipment to move and process various types of debris. Many of these actions can pose safety hazards to emergency response and recovery personnel as well as the public. In addition to those safety hazards, exposure to certain types of debris, such as building materials that contain asbestos and mixed debris that contains hazardous materials, can pose potential health risks to emergency workers. All debris operations shall be done in compliance with the health and safety U requirements found in the City of Edmonds Citywide Accident Prevention a Program. A copy of this Program will be included as Appendix D of this Annex. The procedures in the Accident Prevention Program enable the City of Edmonds a and their contractors to avoid accidents during debris recovery operations and to protect workers from exposure to hazardous materials. The health and safety strategy establishes minimum safety standards for the agency and contractor r personnel to follow. In addition, the strategy provides emergency workers with information on how to identify hazardous conditions and specific guidelines on o the appropriate and proper use of personal protective equipment (PPE). To facilitate compliance, the health and safety strategy specifies how the safety a� information will be disseminated to all Edmonds emergency/temporary o employees and contractors, and how compliance with minimum safety a standards will be monitored. The strategy also includes specific corrective actions to be taken if workers do not comply with the minimum safety standards. Edmonds CEMP Support Annex D - 177 January 2017 Packet Pg. 319 8.5.b IV. CONCEPT OF OPERATIONS A. NIMS INTEGRATION The National Incident Management System (NIMS) is mandated by Homeland Security Presidential Directive — 5, and provides a consistent, nationwide approach for Federal, State, local and tribal governments, the private sector and non- governmental organizations to effectively and efficiently prepare for, respond to and recover from domestic incidents, regardless of cause, size or complexity. To provide for interoperability and compatibility among Federal, State, local and tribal capabilities, the NIMS includes a core set of principles and terminology. It is the policy of the City of Edmonds that all disaster related Debris Management activities will be conducted in accordance with NIMS. B. DEBRIS MANAGEMENT RESPONSE LEVELS Response to debris -generating events is categorized into three (3) levels. The required level of response will be established by the Incident Commander or Debris Manager, and is triggered by the geographic scope and impact of an actual or anticipated incident. 1. Level One: Routine Operations A Level One incident corresponds to day-to-day emergencies, requiring minimal coordination and assistance. These include incidents such as small landslides, minor flooding or a single building collapse. The situation can be efficiently and effectively supported with existing resources and there is no need to proclaim a local emergency. 2. Level Two: Medium Impact Disaster A Level Two incident requires more than routine coordination and assistance; andLL generally involves more than one jurisdiction. These include incidents such as moderate earthquakes, minor or moderate flooding in multiple locations, and winter storms with snow, ice, or high winds. The situation may require mutual aid or T" contract resources; and may be necessary to proclaim a local emergency. o 3. Level Three: High Impact Disaster E t Level Three incidents are incidents that require a high degree of coordination and r generally involve State and Federal assistance. These include incidents such as a large earthquakes, severe or wide -spread flooding, or severe winter storms. In most cases, a local emergency will be proclaimed. Edmonds CEMP Support Annex D - 178 January 2017 Packet Pg. 320 8.5.b C. DEBRIS MANAGEMENT OPERATIONAL PHASES Response to debris management events are characterized by the three (3) phases described below. These phases may overlap based on the specifics of the incident. 1. Increased Readiness The City of Edmonds will move to the increased readiness phase when a natural or human -caused incident capable of creating disaster debris threatens the region. During this time, staff will complete the following tasks: • Review and update plans, standard operating procedures, generic contracts, and checklists relating to debris removal, storage, reduction, and disposal operations. • Alert City departments that have debris removal responsibilities to ensure that personnel, facilities, and equipment are ready and available for emergency use. • If necessary, relocate personnel and resources to safety and stage in areas where they can be effectively mobilized. • Review potential local and regional debris collection sites that may be used in the response and recovery phases in the context of the current threat or event. • Begin communication with Snohomish County Solid Waste Debris Management Coordinator (DMC) regarding their expected activation level, and anticipated City needs. • Begin public information messaging regarding debris removal and collection. • Review resource listing of private contractors who may assist in debris removal operations. Make necessary arrangements to ensure their availability in the event of the disaster. 2. Response Debris management response operations are designed to address immediate or `w short-term effects of a debris causing incident. Prior to deployment, staff will be F_ briefed on the debris removal plan and all safety issues concerning it, to include Co issuing any personal protective equipment that may be needed. During the 4 response phase, staff will initiate the following tasks: CD • Activate debris management plan and coordinate with damage assessment team. r r • Begin documenting costs. a • Begin debris clearance from transportation routes, based on identified debris removal priorities. • Coordinate and track resources. Edmonds CEMP Support Annex D - 179 January 2017 Packet Pg. 321 8.5.b • Establish priorities regarding allocation and use of available resources. • Identify need for and activate neighborhood collection sites if necessary. • Coordinate with Sound Disposal and Republic Services of Lynnwood (formerly Allied Waste Services) for curbside collection and/or removal of debris from neighborhood sites. • Confirm location(s) of regional debris management sites with Snohomish County Solid Waste DMC. • Address any legal, environmental, and/or health issues relating to the debris removal process. • Continue to provide public information messaging through City PIO and SnoCo DEM. 3. Recovery Debris management operations are designed to return the community to normalcy following a debris -generating event. During the recovery phase, staff will initiate the following tasks: • Continue to collect, store, reduce, and dispose of debris in a cost- effective and environmentally responsible manner. • Continue to document all associated costs. • Upon completion of the debris removal mission, close-out debris sorting and reduction sites by developing and implementing the necessary site restoration actions. • Coordinate project worksheet completion with Snohomish County Solid Waste DMC. • Perform necessary audits of operation and submit claim for Federal assistance. a Edmonds CEMP Support Annex D - 180 January 2017 Packet Pg. 322 8.5.b V. DEBRIS COLLECTION and HAULING OPERATIONS A. DAMAGE ASSESSMENT and DEBRIS ESTIMATES Damage assessment is the systematic process of gathering preliminary estimates of disaster debris quantities and composition; damage costs; and general descriptions of the locale, type, and severity of damage sustained by both the public and private sectors. Initial damage assessments are usually completed within 36 hours of an incident by local, state, Federal, and volunteer organizations and provide an indication of the loss and recovery needs. The initial damage assessment is the basis for determining the level of state and Federal assistance needed, as well as the types of assistance necessary for recovery. The assessment may take longer depending upon the City of Edmonds' or the Region's ability to respond to life, safety, and property concerns. The damage assessment should accomplish all of the following: • Estimate the quantity and types of debris • Estimate damage costs • Determine impact on critical facilities • Identify impact on residential and commercial areas • Identify additional resources needed for response and recovery 1. Damage Assessment Operations The City of Edmonds will follow damage assessment procedures as described in Support Annex A: Damage Assessment of the City's Comprehensive Emergency Management Plan. 2. FEMA Preliminary Damage Assessment A Preliminary Damage Assessment shall be carried out any time there is a potential for a Presidential Declaration of a disaster; or if it is requested by Snohomish County or state officials. B. DEBRIS CLEARANCE and REMOVAL GUIDELINES The City of Edmonds has developed the following guidance for prioritizing debris removal: • Life Safety • Situation Stabilization • Property Protection • Economic Stability and Environmental Protection aD E t a Edmonds CEMP Support Annex D - 181 January 2017 Packet Pg. 323 8.5.b These guidelines will dictate planning, response, and recovery during disaster debris -generating events. C. DEBRIS REMOVAL PRIORITIES The City of Edmonds has developed the following priorities for debris clearance. Specific incident factors, such as crime scene preservation and accident investigation, may require a delay in the clearing of debris until approval is obtained from law enforcement officials. • Clear Lifelines and Emergency Access Routes — Lifelines are those routes that provide access for emergency responders, alternate and evacuation routes, and damage assessment routes. Lifelines also include potential staging areas, shelter access and other community resources which support emergency response. The City of Edmonds will coordinate with WA DOT and neighboring cities to identify priorities for clearing transportation access routes. • Clear Access to Critical Facilities and Infrastructure — These vital assets, systems, and networks include hospitals, fire and police stations, dispatch centers, and emergency operation centers, as well as cellular and land -line telephone services, utilities, water and sanitation facilities. • Clear Major Freeways or Arterial Routes — Freeways and arterial routes are portions of the public transportation system that are needed to aid in response and recovery operations. They may or may not have been cleared as an emergency access route. • Clear Areas Necessary for Movement of Goods and Services / Economic Restoration — These are routes necessary for the effective transportation of goods and services throughout the region, but are not included in one of the preceding categories. Included here are access to warehouses, airports, seaports, and major business districts. • Clear Minor Arterial Routes —These routes typically receive moderate traffic flows. • Clear Local Routes — Residential neighborhoods. Appendix A: City and Priority Routes and Facilities provides a listing and map of debris clearance priorities, including lifeline routes and critical infrastructure. D. DEBRIS OPERATIONS E Debris clearance and removal operations will focus predominately on public roads and o other critical infrastructure. a Edmonds CEMP Support Annex D - 182 January 2017 Packet Pg. 324 8.5.b 1. Debris Clearance Initial debris clearance will focus on removing debris from public property based on the priorities listed above. Additional debris clearance from private or commercial property may be necessary if the debris presents a health or safety risk to the citizens of Edmonds. Issues to be considered during debris clearance and collection include the following: Debris Composition — Commingling of debris creates problems with reduction and recycling techniques, which may adversely affect future reimbursement. Whenever possible, immediate action should be taken to prevent or reduce commingling of debris during debris collection operations. Location of Debris — Debris clearance on private property is not a reimbursable expense, however, should debris on private property present a health or safety risk, the City may elect to clear the debris. This will be decided on a case -by -case basis at the time of the incident. Appendix E: Additional Resources lists additional resources that can be used to clear and haul disaster debris following an incident. 2. Collection Methods Based on the specifics of the debris -generating event, the City of Edmonds will utilize curbside collection, neighborhood collection sites, or a combination of both methods. • Curbside Collection — Edmonds residents may be asked to place their 5 debris at the edge of the right-of-way for pickup. If curbside collection is used, residents will be instructed to separate their debris into U multiple categories including municipal solid waste; vegetative (green) a a waste; construction and demolition debris; and putrescible materials. w The haulers prefer to have debris separated if possible. • Neighborhood Collection Sites — Residents may be asked to bring disaster debris to collection sites to temporarily store, segregate, and 4 process debris before it is hauled to a County Debris Management Site or Transfer Station. The City of Edmonds will use drop boxes as debris receptacles at neighborhood collection site(s). E U 3. Household Hazardous Waste and White Goods a Household Hazardous Waste (HHW) removal is eligible for FEMA reimbursement if the debris is a result of the disaster. In most cases, HHW will Edmonds CEMP Support Annex D - 183 January 2017 Packet Pg. 325 8.5.b be hauled by residents and collected at the Everett MRW facility (3434 McDougall Avenue, Everett). The City of Edmonds will coordinate with the Snohomish County DMC and contracted haulers to determine the handling of HHW. Household hazardous wastes include: • Gas cans • Aerosol spray cans • Fire extinguishers • Fluorescent lamps • Paint and lacquers • Lawn chemicals • Household electronics • Cleaning agents • Batteries White goods debris removal is eligible for FEMA reimbursement if the debris is a result of the disaster and removed from publicly maintained property and roadways whose maintenance is the responsibility of the City. White goods debris that contains ozone depleting refrigerants, mercury, or compressor oils need to have such materials removed by a certified technician before recycling. The SCC, RCW, and federal laws should be followed regarding the final disposal of removed refrigerants, mercury, or compressor oils. The City of Edmonds will coordinate with the Snohomish County DMC to determine the need for white goods collection. White goods include: • Refrigerators • Freezers • Air conditioners • Ovens / ranges • Washing machines • Clothes dryers • Heat pumps • Commercial chillers 4. Other Problem Wastes In addition to white goods and household hazardous waste, other problem wastes, such as pathogenic waste, biological or nuclear waste, asbestos, etc. can be generated by a debris causing event. These wastes require additional, specialized handling. These problem wastes can include: a Edmonds CEMP Support Annex D - 184 January 2017 Packet Pg. 326 8.5.b Electronics (E-waste) — E-waste may contain a variety of potentially toxic chemicals, including heavy metals and polychlorinated biphenyls (PCBs). The EPA has classified cathode ray tube monitors as hazardous waste, and other electronic components may also qualify as hazardous. The City of Edmonds will coordinate the collection of e-wastes with Snohomish County Solid Waste. Treated Wood — treated wood includes different types of building materials, including telephone poles, railroad ties, fence posts and wood used to construct marine docks. Care must be taken to ensure that treated wood is not chipped, shredded, mulched, composted, incinerated or otherwise improperly disposed of. Gypsum Drywall — When gypsum deteriorates in landfills it can create hydrogen sulfide gas, which poses an explosion and inhalation hazard. Large amounts of drywall are often generated during storms and floods. If possible, gypsum drywall should be recycled rather than disposed of in a landfill. Asbestos — regulations for asbestos handling are well established by several different local, state and Federal agencies. After a major debris - causing incident, asbestos inspections may not be possible prior to demolition, resulting in an increased risk to public health. The City of Edmonds will work with the Snohomish County DMC and haulers to ensure that waste possibly containing asbestos is properly handled and disposed of. Human Waste — In the event of a disaster which disables water, sewer, or septic systems, citizens may have human waste stored in containers that require disposal. This waste is considered a bio-hazard and cannot enter the debris stream. The City of Edmonds will cooperate with the Snohomish Health District, Snohomish Solid Waste and ESCA to determine the proper method for collection and disposal of this waste. Titled Vehicles — vehicles including cars, trailers, mobile homes, boats and RVs may be included in the event generated debris. Snohomish County Solid Waste utilizes a "Junk Vehicle" affidavit process. Forms are available on line. The City, with assistance from the SnoCo ECUP team will manage the process prior to recycling and disposal. 5. Debris Operations Monitoring Debris monitoring operations document the debris clearance and removal operations, including the location and amount of debris collected. Monitoring is needed to ensure that any debris removal contractors are performing the scope of CD work required by their contract, and to determine eligibility for FEMA Public Assistance program reimbursement. w a Debris monitoring will be performed by City of Edmonds staff, staff from neighboring jurisdictions, and/or by a debris monitoring contractor hired by the City. Edmonds CEMP Support Annex D - 185 January 2017 Packet Pg. 327 8.5.b Key elements to observe and record when monitoring and documenting debris operations include: • Type of debris collected • Amount of debris collected • Original collection location • Amount of debris processed and final disposition for each type of debris (reuse, recycle, special processing, etc.) 6. Documentation and Reporting Requirements During operation of neighborhood collection sites, any incidents that will have a bearing on site close-out need to be documented. These include, but are not limited to: fuel or hydraulic fluid spills; discovery of hazardous waste; etc. E. NEIGHBORHOOD COLLECTION SITES The City of Edmonds may elect to open Neighborhood Collection Site(s). The decision to open neighborhood sites will be made at the time of the incident, based upon the estimated amount and types of debris generated by the event. Appendix B: Collection Sites and Staffing Assignment Maps identifies the possible locations of Neighborhood Collection Sites within the City of Edmonds. 1. Site Management Neighborhood Collection Site preparation and operation may be managed by the City of Edmonds or a contractor. To meet overall debris management strategy goals and to ensure that the site operates safely and efficiently, a site manager, debris monitoring personnel, and safety personnel should be assigned for each site. The City of Edmonds will work cooperatively with neighboring jurisdictions to help meet collection site staffing needs. Collection site staff responsibilities include, but are not limited to: Site Manager — The site manager is responsible for supervising day -to- a day operations, maintaining daily logs, preparing site progress reports, W U and enforcing safety and permitting requirements during site operations. r The site manager is also responsible for scheduling the environmental monitoring and updating the site layout. The site manager has oversight o of the activities of debris operations contractors and haulers to ensure that they comply with the terms of their contracts. E Monitoring Staff and Assignments — Monitors should be placed at ingress and egress points to verify residency of individuals bringing debris, quantify debris loads, check loads for hazardous materials, and confirm a Edmonds CEMP Support Annex D - 186 January 2017 Packet Pg. 328 8.5.b final destination of debris with hauler(s). The specific duties of the monitors will depend on how debris is collected. Safety Personnel — safety personnel are responsible for traffic control and ensuring that site operations comply with local, state and Federal occupational safety regulations. 2. Site Establishment and Operations Planning When possible, neighborhood collection sites will be identified and established prior to an incident to allow for appropriate planning and permitting to be completed. Appendix F: Neighborhood Collection Site Operating Plans contains operating plans for potential collection sites identified by the City of Edmonds. 3. Neighborhood Collection Site Locations The City of Edmonds has identified two Neighborhood Collection Site(s) for use during disaster debris operations that meet the criteria discussed below. Appendix F: Neighborhood Collection Site Operating Plans provides a list of sites currently identified. Considerations for the location of Neighborhood Collection Sites include: • Proximity to the impacted area — as close as possible • Hard, preferably non -porous, surface such as a paved parking lot • Accessible by main transportation routes with good ingress and egress to accommodate heavy truck traffic • Outside environmentally sensitive areas, such as wetlands • Large enough to accommodate multiple debris drop boxes, white goods and HHW collection • Can be secured when not actively staffed 4. Site Preparation and Permitting For privately owned sites, the City of Edmonds will develop lease/use agreements or Memorandums of Understanding with the property owners. The City of Edmonds has procured temporary permits from the Health District, r and will endeavor to develop and operate City Neighborhood Collection Sites 4 using the WA State Department of Ecology's Intermediate Solid Waste Handling Facility Standards under WAC 173-350-310 as guidance. Storm water permitting regulations will apply, so the City will procure a blanket NPDES permit for debris operations as necessary. a 5. Traffic Patterns Traffic circulation should be well defined around and through the Neighborhood Edmonds CEMP Support Annex D - 187 January 2017 Packet Pg. 329 8.5.b Collection Site(s). Although traffic signage and barricades can aid in directing traffic, the planning staff may also consider the use of flag personnel to help direct traffic. 6. Environmental Monitoring Program Environmental data will be collected prior to the start of site operations, and at the close of operations to support site close-out and quality assurance. A comparison of the data will be used to determine any necessary remediation. If the site is also used as an equipment staging area, fueling and repair activities will be monitored to prevent and mitigate any spills of petroleum products. 7. Site Closure After site operations have concluded, the property must be restored to its pre - activity environmental state. Restoration of a site involves removing all traces of the operations and remediation of any contamination that may have occurred. Debris, bins, protective berms and any other items should be removed from the site upon completion of all debris removal operations. 8. Site Evaluation and Restoration Final restoration of the landscape must be acceptable to the landowner, within reasonable expectations. Landscape restoration will be included in the operations plans as early as possible, and preferably included in any MOUs or lease agreements. The final environmental site evaluation is the last step of the environmental monitoring program. Testing will be conducted to confirm that the site has been returned to its pre -activity state. Test samples will be taken at the same locations as those of the initial assessment and monitoring program. Based on the results of testing, additional remediation may be required before the owner takes final acceptance of the site. The MOU or lease agreement shall have provisions to release the City from future damages when the site is returned to its original condition, or when final acceptance is received from the owner. F. DEBRIS REUSE, REDUCTION, and DISPOSAL METHODS The 1989 Waste Not Washington Act (ESHB 1671) revisions to RCW 70.95 established waste reduction and recycling as the priority methods of managing waste in the State of Washington. The City of Edmonds will make reduction and recycling the highest priorities for managing disaster debris. The Debris Removal Manager will coordinate with debris hauling contractors to ensure maximum a Edmonds CEMP Support Annex D - 188 January 2017 Packet Pg. 330 8.5.b segregation for recyclable materials. Numerous methods are available that reduce the overall volume of disaster debris and limit the amount of debris remaining for landfill disposal. 1. Reuse and Recycling Reuse and recycling strategies involve diverting material from the disposal stream and reusing it. The recycling and reuse of disaster debris is most often limited to metals, soils, and construction and demolition debris. Appendix E: Additional Resources has a list of contractors that can provide these services during an incident. Debris types most suitable for reuse and recycling include: Metals — Most non-ferrous and ferrous metal debris is suitable for recycling. Metal maulers and shredders can be used to shred trailer frames, trailer parts, appliances and other metal items. Ferrous and non- ferrous metals are separated using an electromagnet and then sold to metal recycling companies. Soil — Soil can be combined with other organic materials that will decompose over time. This procedure produces significant amounts of material which can be sold, recycled back into the agricultural community, or stored on -site to be used as cover for debris management sites when they are returned to their original states. The City of Edmonds will consult with the Snohomish Health District to establish what monitoring and testing is necessary to ensure that soil is not contaminated with chemicals. If soil is not suitable for agricultural or residential use, it may be disposed of in a permitted landfill. Construction and Demolition Materials — Concrete, asphalt, and masonry products can be crushed and used as base material for certain road construction products, or as trench backfill. Debris targeted for base materials needs to meet size specifications as determined by the end user. Clean wood products used in construction can also be chipped or ground for use as mulch or hog fuel. • Organic Materials — Organic materials such as leaves, grass, wood, and a food scraps are suitable for composting, which is the controlled W decomposition of organic materials by microorganisms. The result of this process is a soil -like material called compost. Yard trimmings and food scraps make up about 25% of the waste generated by the 4 average household. Composting can greatly reduce the amount of waste that ends up in landfills or incinerators. The City of Edmonds will work to ensure that appropriate materials are composted to the E greatest degree possible. U a 2. Volume Reduction Methods Volume reduction methods reduce the volume of disaster debris to decrease impact on disposal facilities or create opportunities to reuse debris. Appendix E: Edmonds CEMP Support Annex D - 189 January 2017 Packet Pg. 331 8.5.b Additional Resources has a list of contractors that can provide these services during an incident. Volume reduction methods include: Chipping and Grinding — chipping and grinding reduces the volume of some types of debris by as much as 75%. This method is commonly used to reduce the volume of disaster debris, including vegetative debris, construction / demolition debris, plastics, rubber, and metals. Clean wood can also be reduced and used for mulch. Plastics and metals can be chipped to reduce overall volume prior to transport for disposal. Hog Fuel Incinerators - Hog fuel is made up of a specific grade of ground - up wood and bark. Wood and paper processing companies in the region utilize hog fuel as fuel for boilers. These companies may purchase storm debris that has been processed into hog fuel, depending upon current market conditions. 3. Debris Sorting and Diversion When establishing and operating neighborhood collection sites, the Site Manager is responsible for ensuring appropriate staff are available to monitor debris and ensure that the debris is sorted into the appropriate categories for recycling, reuse, special waste processing, and disposal. The Site Manager may request guidance from a Subject Matter expert if needed. a Edmonds CEMP Support Annex D - 190 January 2017 Packet Pg. 332 8.5.b VI. CONTRACTED RESOURCES A. EXISTING SOLID WASTE CONTRACTS As stated in Part D: Contractors and Vendors of Section 111 — Organization and Responsibilities, the City of Edmonds has existing franchise agreements for municipal waste collection with Sound Disposal and Republic Services of Lynnwood (formerly Allied Waste Services). It is expected that in a large scale debris- generating event, the City of Edmonds resources will be overwhelmed and the City will need to contract for additional debris services. Prior to contracting for additional resources, the City of Edmonds has consulted with Sound Disposal and Republic Services to determine what gaps exist. See Appendix G Pre -Qualified Contracts (Hauler Agreements) B. CONTRACT DEBRIS MANAGEMENT RESOURCE NEEDS The City of Edmonds has identified that additional resources may be needed in these areas to support disaster debris operations: • Semi Tractors Truck Mounted Grapple Hooks Backhoes Contracts have been or are being developed to address these identified needs. C. EMERGENCY CONTRACTING and PROCUREMENT PROCEDURE The City of Edmonds will endeavor to contract for debris management resources prior to a debris causing incident or to pre -qualify contractors who may perform debris management operations. If emergency contracts have to be established during an event, the following general emergency contract rules apply: • The contractor must be licensed and bonded • The contractor must have adequate insurance • The contract must comply with state and Federal procurement standards including provisions of 44 CFR part 13 • The contractor cannot be on the WA State Department of Labor and Industries Debarred Contractors list In addition, the following City of Edmonds emergency contracting and procurement procedures must be followed: Edmonds City Code Chapter 3.10 — Emergency Reserve Finance Fund Edmonds City Code Chapter 6.60 — Disaster Preparation and Coordination RCW 35A.33.080 — Emergency Expenditures — Non -debatable Emergencies Edmonds CEMP Support Annex D - 191 January 2017 Packet Pg. 333 8.5.b • RCW 35A.33.090 — Emergency Expenditures — Other Emergencies — Hearing 1. Types of Contracts When developing contracts for emergency work, the City will ensure that each scope of work will reference such terms as: "eligible work," "work eligible under FEMA Public Assistance regulations, policies, and guidance," "work performed on public property and/or public rights -of -way," or other similar elements if the performed work is to be potentially reimbursed by FEMA. The type of contract used to supply debris management services will vary depending on the type of work to be performed and how soon after the incident the work is planned. The three recommended contract types for debris operations are: • Time and Materials — These contracts will be limited to the first 96 hours of operation and only after local and State equipment has been committed. The price for equipment applies only when the equipment is operating, the City can terminate the contract at its convenience, and the City does not guarantee a minimum number of hours. These contracts MUST be converted to either Lump Sum or Unit Price contracts after the first 96 hours. The City will actively avoid this type of contracting, if at all possible. • Lump Sum — The price of the work is fixed unless there is a change in the scope of work to be performed. Lump sum contracts will be calculated on either the "area" method or the "pass" method. The lump sum contract shall be used only when the scope of work is clearly defined and the areas of work can be specifically quantified. • Unit Price — This is the most accurate account of actual quantities removed. This contract requires field inspectors to eliminate contractor fraud. All contractor trucks must be measured. Requires load tickets identifying truck number, contract number, contractor's name, date, time departed site and estimated volume. A unit price is based on weight or volume of debris hauled. All contracts shall be reviewed and approved by the City Attorney. 2. Competitive Bid Process In some situations, such as emergency road clearing, or removal of debris at a specific site, FEMA allows for awarding a non-competitive contract for site - specific work. This is only allowable in cases where it is not feasible to delay the contract award by the amount of time necessary to obtain competitive bidding; and only in the first 96 hours for the purpose of life safety, rescue operations, or dire threat to public health. The City of Edmonds may elect to develop an expedited process to competitively bid work. a Edmonds CEMP Support Annex D - 192 January 2017 Packet Pg. 334 8.5.b VII. PRIVATE PROPERTY DEMOLITION and DEBRIS REMOVAL Private property removal refers to the demolition and removal of disaster debris on private commercial or residential property. Private property demolition and debris removal is generally not eligible for reimbursement under the FEMA Public Assistance program. However, under specific circumstances private property demolition and removal may be reimbursed. The following section provides information on the process to demolish and remove disaster debris on private property with or without owner consent; and outlines the procedures that the City of Edmonds will need to follow in order to potentially receive expense reimbursement through the Public Assistance program. A. DEBRIS REMOVAL and DEMOLITION PERMITTING and PROCEDURES Following a debris causing incident, the City of Edmonds may need to enter private property to demolish private structures made unsafe by the event in order to eliminate immediate threats to the life, health and safety of the citizens of Edmonds. The demolition of privately owned structures deemed unsafe and subsequent removal of demolition debris may be required if the following conditions are met: The City of Edmonds Building Official, or other designated authority, determines that the structure is unsafe and poses an immediate threat to the public. A structure will be considered unsafe if it is so damaged or structurally unstable that partial or complete collapse is imminent. The City of Edmonds demonstrates that it has the authority and legal responsibility to enter private property to perform the demolition. The legal basis for this responsibility must be established by law, ordinance or municipal code at the time of the disaster and must be relevant to the post - disaster condition representing an immediate threat to life, public health, and safety, not merely defining the City's uniform level of services. A legally authorized official has ordered the demolition of unsafe structures and removal of demolition debris. The condemnation and demolition of structures must comply with existing City condemnation and demolition procedures, unless expedited procedures are enacted due to the severity of the event. 1. Demolition Documentation The following documents should be collected and/or completed prior to demolition in E order to comply with City of Edmonds regulations and to conform to FEMA reimbursement guidelines. r r Q • Verification of Ownership — ensures that the proper site and owner are identified and that the owner is aware of the nature of the scheduled building assessment. Edmonds CEMP Support Annex D - 193 January 2017 Packet Pg. 335 8.5.b • Right -of -Entry Form — signed by the property owner, this form allows the building official or other authorized agent to enter the property to complete the assessment. A sample Right -of -Entry form is included in Appendix H: Debris Management Operations Forms of this document. • Building Assessment — documents the damage to the structure and description of the threat to public health and safety. This assessment may contain the Building Official, or authorized agent's, determination as to whether the structure should be condemned, repaired or demolished. • Photographic Documentation — illustrates the condition of the structure prior to the beginning of demolition work. Also can be used to confirm the address of the property and the scope of work required. • Verification of Insurance - allows the City to pursue financial compensation if the property owner's insurance policy covers demolition and debris removal. • Archeological Review — outlines the archeological low -impact stipulations for demolition and debris removal activities; also highlights the implications for failing to comply with the guidelines. • Environmental Review — ensures that adverse impacts to protected environmental resources are minimized or avoided. • WA State Historical Preservation Office Review —confirms that the WA State Historic preservation Officer has been notified and correspondence has been received to absolve the area of any historic significance. • Letter or Notice of Condemnation — document signed by the Building Official that outlines the specific threat to the public's health and safety. • Notice of Demolition — document issued to inform the property owner when the demolition will begin. • Notice of Intent to Demolish — Notice conspicuously posted on or near the structure to be demolished. • Demolition permit(s) issued in accordance with Edmonds Community Development Code Title 19. 2. Inspections Prior to demolition, a representative of the City of Edmonds Building Division will conduct an inspection of the site. The inspector will photograph and document each site inspection. The inspections should include: • Water and Sewer / Septic Tank Inspection — verifies that the utilities have o been terminated and isolated from the proposed sphere of influence during demolition operations. The inspector should also verify that all other utilities have been terminated. • Occupancy Inspection — conducted immediately before demolition to ensure that no one is physically in the structure. a • Open Void Inspection — performed if there is a basement that is to be filled. This inspection will be conducted once the above -grade structure is Edmonds CEMP Support Annex D - 194 January 2017 Packet Pg. 336 8.5.b gone and the inspector can visually see the entire below -grade excavation. • Post -Demolition Inspection —completed once the structure is demolished, the debris is removed, and the site is graded. 3. Debris Removal and Demolition of Private Property without Owner Consent If a privately owned structure meets the requirements for demolition but the consent by the owner is not obtained, an abbreviated and expedited procedure shall take place. The procedure to be followed by the City of Edmonds includes A determination by the Building Official, or other authorized agent, that the structure is unsafe, unfit for human habitation, or presents a danger to the public in its existing state. The City of Edmonds will make a reasonable attempt to identify and contact the legal owner of the structure. The attempt to contact shall consist of those measures reasonable and possible based upon the state of available records and communication channels at the time of the event. A notice and order describing the area and/or parcel of land where debris removal or demolition will take place shall be published in the Seattle Times, Edmonds Beacon, and Enterprise publications at least seven (7) calendar days prior to the beginning of debris removal operations. During the seven (7) day period, property owners shall have the right and opportunity to go upon their property and remove such items as they deem appropriate. A notice and order shall be clearly posted in the area where debris removal will take place. The posting of a notice and order on the structure containing a physical address and telephone number where the owner can contact the City Staff person assigned, designating the date of posting of the condemnation notice, and stating the time period available prior to demolition for contacting the City. A waiting period of seven (7) days from the posting of the notice for a property owner to contact the City of Edmonds and present compelling evidence to the Development Services Director stating why the abatement or debris removal should not proceed. If an owner does contact the City as provided in the notice and the Development Services Department does not conclude that the evidence presented by the owner alleviates the danger to the public, an owner may appeal to the Hearing Examiner. However, no appeal shall be allowed to jeopardize the health and safety of the citizens of Edmonds by causing a postponement of demolition beyond the next Edmonds Council meeting following the filing of such an appeal, unless postponement is ordered by the City. Edmonds CEMP Support Annex D - 195 January 2017 Packet Pg. 337 8.5.b B. SPECIAL CONSIDERATIONS 1. Abandoned Vehicles and Vessels Following a significant event, abandoned vehicles and vessels may be deposited on City roadways and property, causing a threat to public health and safety. The City of Edmonds will coordinate the impoundment, salvage or sale of such vehicles with the Snohomish County Solid Waste Management Division. See Section D — Debris Operations, #4 Problem Wastes: Titled Vehicles (page 24 of this document). 2. Mobile Home Parks Mobile home parks, and other high structure density situations, create an extensive amount of mixed debris in a relatively small area. The most complex aspect of debris operations in a mobile home park is documenting ownership and legal responsibility for clean-up within the park. A mobile home park site may be owned, operated and maintained by multiple parties. The individual homes may be owned by a landlord or agency, or by the occupants. The City of Edmonds has one (1) mobile home park within its boundaries. 3. Navigation Hazard Removal Damage to the City of Edmonds tideland property, the Port of Edmonds, and navigable waterways can include abandoned sunken boats and other debris that may impede navigation. Marine debris removal will be coordinated with the US Coast Guard. Debris removal may also include assistance from the WA State Department of Transportation — Ferries, marine salvage contractors, commercial divers, and certified surveyors to ensure that navigation hazards are removed safely and efficiently. Navigation hazards present two (2) primary challenges: locating the debris, and finding the legal owners. Marinas can be visually inspected by helicopter or boat. Sonar or dive teams may be needed for submerged vessels. A location or flotation marker may be helpful in order to keep vessel positions documented. The legal owner's information may be obtained by using a vessel's registration number and marina records. C. ELIGIBILITY of PRIVATE PROPERTY DEMOLITION and DEBRIS REMOVAL COSTS In some cases, the costs of performing demolition of private structures may be eligible for Individual Assistance funding. FEMA will consider alternative measures to eliminate threats to life, public health and safety posed by disaster -damaged, Edmonds CEMP Support Annex D - 196 January 2017 Packet Pg. 338 8.5.b unsafe structures, including fencing off unsafe structures and restricting access, when evaluating requests for Public or Individual Assistance funding for demolition work. The Public Assistance staff must also concur that the demolition of unsafe structures and removal of demolition debris are in the public interest. Eligible costs for FEMA Public Assistance reimbursement associated with the demolition of private structures may include, but not be limited to: • Capping wells • Pumping and capping septic tanks • Filling in basements and swimming pools • Testing and removing hazardous materials from unsafe structures, including asbestos and household hazardous wastes • Securing utilities • Securing permits, licenses, and title searches • Demolition of disaster -damaged outbuildings, such as garages, sheds, and workshops determined to be unsafe Ineligible casts associated with the demolition of private structures include: • Removal of slabs or foundations, except in very unusual circumstances, such as when disaster -related erosion under slabs on a hillside causes an immediate public health and safety threat • Removal of pads and driveways Structures condemned as safety hazards prior to the disaster event are not eligible for demolition and subsequent demolition debris removal. 1. Commercial Property The removal of debris from commercial property and the demolition of commercial structures are generally not eligible for Public Assistance funding. It is assumed and expected that these commercial enterprises retain insurance that can and will cover the cost of debris removal and/or demolition. However, in some cases, the removal of debris from private commercial property and/or the demolition of private commercial structures by a local government may be eligible for FEMA reimbursement only when such removal is in the public interest. 2. Duplication of Benefits FEMA is prohibited from approving funds for work that is covered by any other source of funding. Therefore, the City of Edmonds will take reasonable steps to prevent such an occurrence and will verify that insurance coverage or any other source of funding does not exist for private property debris removal work and the demolition of private structures. The Right -of -Entry from included in Appendix H Edmonds CEMP Support Annex D - 197 January 2017 Packet Pg. 339 8.5.b of this document has a clause stating that a private property owner will re -pay the City of Edmonds the amount of insurance proceeds received for any debris removal or demolition work performed. If the property owner indicates that they have insurance that will cover all or part of the cost for debris removal and structure demolition, the insurance proceeds must be used as the first source of funding. Public Assistance funding may be available for the remainder of the cost of the eligible work after insurance proceeds are recouped from the property owner. a Edmonds CEMP Support Annex D - 198 January 2017 Packet Pg. 340 8.5.b VIII. PUBLIC INFORMATION The provision of adequate and timely public information during debris management operations is essential to the overall success of debris management activities and maintaining good community relations within the City. The City of Edmonds will manage the public information related to debris operations in accordance with the Public Information concept of Operations found in the City of Edmonds Disaster Recovery Plan and ESF 15 — External Affairs and Emergency Public Information of the City of Edmonds Comprehensive Emergency Management Plan, separately published documents. A. PUBLIC INFORMATION OFFICER The City of Edmonds Mayor will assign appropriate staff to function as the City's PIO for debris operations. The PIO shall assist with the distribution of information regarding the debris operations. B. COMMUNICATION and PUBLIC EDUCATION STRATEGY PRIOR to an INCIDENT The City of Edmonds will work cooperatively with the Snohomish County Public Works Communication Group and County Joint Information Center to provide a coordinated public information effort during debris causing incidents. The City of Edmonds will endeavor to provide information to City employees, stakeholders, and the public prior to, during, and after a debris causing event. The public information effort will include the following elements: 1. Special Waste Considerations Special waste items are those that require special handling, treatment, and disposal due to their hazardous potential, large volumes, or other problematic characteristics. The City will coordinate with Snohomish County Public Works Communication Group and SnoCo DEM to develop and provide to the public information on: How to identify Special Waste Why they should separate Special Waste Precautions to be taken if placing Special Waste in the Right -of -Way 2. Debris Collection Methods The City will endeavor to provide information on debris management operations and how the citizens can best assist themselves following a debris causing event. This messaging will include: Edmonds CEMP Support Annex D - 199 January 2017 Packet Pg. 341 8.5.b • Separation of Municipal Solid Waste • Recycling and Recyclable Materials • Composting • Overview of a Neighborhood Collection Site Public information pre -event will be posted to or linked from the City of Edmond's website. In addition, Update on Edmonds, the City's newsletter, can be used to disseminate information on hazard mitigation, and other debris related topics. When possible, public information will include messaging in languages other than English. Community facilities and events will also have information available throughout the year to help reduce risks. C. PUBLIC INFORMATION STRATEGY DURING an INCIDENT The City of Edmonds public information staff will provide information to media outlets and the public during an incident. These activities may be provided solely by the City or through the cooperation of multiple jurisdictions as indicated above. 1. Coordination with the Joint Information Center (JIC) Communications will normally be coordinated through the City's PIO and City Emergency Operations Center (EOC). In a large-scale or regional event, a County -level Joint Information Center (JIC) may be activated. If a JIC is activated, a City of Edmonds PIO and debris liaison will work with the JIC to coordinate messaging on behalf of the entire area. Messaging will include current information on: • Clean-up instructions • Status of City operations • Location(s) of Neighborhood Collection Sites • How to source -separate waste • Handling procedures • Illegal dumping provisions 2. Pre -scripted Information The City of Edmonds will develop pre -scripted information will include, but not be limited to: • Debris pick-up schedules • Disposal methods and on -going actions to comply with Federal, state, and local environmental regulations • Disposal procedures for self-help and independent contractors • Restrictions and penalties for illegal dumping Edmonds CEMP Support Annex D - 200 January 2017 Packet Pg. 342 8.5.b • Curbside debris segregation instructions • Process for answering the public's questions concerning debris removal Pre -scripted information will be coordinated with SnoCo DEM, Snohomish Health District, and the Snohomish County Public Works Communications Group. 3. Distribution Strategy The City of Edmonds will utilize various types of media to disseminate debris management public information as noted in ESF 15 — External Affairs and Emergency Public Information of the Edmonds CEMP, a separately published document. These can include, but are not limited to: • Television and radio media • Internet media — City website and the Regional Public Information Network (RPIN) • Public forums — Community meetings, public area kiosks • Direct mail products — Door hangers, fact sheets, flyers within City Mailings The public information staff will take advantage of every information vehicle available if power, utilities, and other infrastructure have been damaged. In event of limited media capability, the City of Edmonds will provide public information materials to City staff and responders to have available for distribution during the course of their duties. 4. Alternate Languages and Formats The City of Edmonds will rely on outside resources to assist in the provision of message materials in languages other than English. Based on the community demographics of the City of Edmonds, messaging may need to be developed in the following languages: • Spanish • Russian • Korean • Tagalog • Vietnamese c The special needs population within Edmonds may also need information materials in alternate formats. Language and alternate format resources include the following: a • American Red Cross Seattle/Kitsap County • ARC of Snohomish County Edmonds CEMP Support Annex D - 201 January 2017 Packet Pg. 343 8.5.b • Catholic Community Services • Compass Health • Community Services for the Blind • Chinese Information and Service Center • Edmonds Community College • Refugee Federation Service Center • Ukrainian Community Center of Washington • Volunteers of America • WA State Department of Emergency Management • Google Translate These and other resources are available through the 211 telephone service or on-line at: www.win211.orq r Q Edmonds CEMP Support Annex D - 202 January 2017 Packet Pg. 344 8.5.b IX. TRAINING and EXERCISES A. TRAINING General emergency management training requirements are developed as part of the National Incident Management System (NIMS). Online courses and additional NIMS and FEMA information are available at http://training.fema.gov. The City of Edmonds is NIMS compliant and will remain in compliance by ensuring that all applicable staff have completed the required courses. Specific training is available for staff that will support debris management operations These courses include: • IS-630: Introduction to the Public Assistance Program • IS-631: Public Assistance Operations • IS-632: Introduction to Debris Operations in FEMA's Public Assistance Program • E-202: Debris Management As scheduling and funding allow, the City of Edmonds will endeavor to have all appropriate staff trained in the above classes, in order to support their understanding and implementation of this Debris Management Annex. B. EXERCISES Procedures for disaster debris removal can be tested through table -top and operational exercises. The debris operations described in this Annex can be exercised specifically using a debris management scenario, or as part of another exercise. At minimum, operational exercises involving the debris management plan will be conducted every four (4) years. Due to the close coordination required throughout the region for debris management operations, exercises will be developed and executed individually and collaboratively with other stakeholders. Regional stakeholders that will be considered include: • Neighboring jurisdictions • Snohomish County DEM • Snohomish and King County agencies • Snohomish Health District • Commercial haulers c a� E U a a Edmonds CEMP Support Annex D - 203 January 2017 Packet Pg. 345 8.5.b X. PLAN MAINTENANCE This Debris Management Annex was assembled by the City of Edmonds with assistance and input from the Emergency Services Coordinating Agency (ESCA), multiple City Departments, Snohomish County Public Works — Solid Waste Division, Snohomish Health District, the Port of Edmonds, Republic Services of Lynnwood (formally Allied Waste Services) and Sound Disposal. On -going maintenance of the Annex is the responsibility of the City of Edmonds Public Works Director. This Annex will be reviewed annually prior to the onset of the winter storm season to address any staffing or organizational changes. Modifications to the Annex will be made according to information gathered from exercise after action reports and improvement plans, as well as actual events. Edmonds CEMP Support Annex D - 204 January 2017 Packet Pg. 346 8.5.b Appendices A through I See separate Attachments: Appendix A: Maps of City Priority Routes and Facilities Appendix B: Staffing Assignments Appendix C: Coordination with Snohomish County Solid Waste Management Division Appendix D: City of Edmonds Accident Prevention Program Appendix E: Additional Resources Appendix F: Neighborhood Collection Sites Appendix G: Pre -Qualified Agreements with the City of Edmonds' Certified Solid Waste Haulers Appendix H: Debris Management Operations Forms Appendix I: Letter of Approval from Snohomish Health District E t a Edmonds CEMP Support Annex D - 205 January 2017 Packet Pg. 347 8.5.b Appendix A Maps of City Priority Routes and Facilities r Q Edmonds CEMP Support Annex D - Appendix A Jan Packet Pg. 348 City of Edmonds Priority Routes and Facilities 8.5.b City Boundary j —+—� Railroad Water Feature /P Principal Arterial MinorArterial Collector Local Street TV wKar.it::.l �r M. i FD 1 Station 16 U. ' � L FD 1 Station 17 City Public �m - Safety Center �! Uri 4�, VOIA I 3 sz City Public Works Snohomish County Recycling & Transfer Statio I, R,. - t , ;� - ` _ - i Swedish Edmonds I��-r_I� Hospital -- FD 1 Station 20 I ' Source: City of Edmonds (2008); WSDOT (2008); Snohomish County (2008) 0 0.5 1 Miles City of Edmonds Priority Routes & Facilities Edmonds Recovery Plan Annex D Debris Management - Appendix A r a Edmonds CEMP Support Annex D - Appendix A Jan Packet Pg. 349 8.5.b 0 co co L Q Appendix B U m O Staffing Assignments U w O c O .y N 3 V N a r C N E t v R r r Q Edmonds CEMP Support Annex D - Appendix B Jan Packet Pg. 350 O Appendix B: Staffing Assignments Director of Public Works & Utilities Water/Sewer Manager Water Leadworker I Sewer Leadworker Recycling I Coordinator Street/Storm Manager Street Leadworker ' Storm Leadworker r Q Edmonds CEMP Support Annex D - Appendix B Jan Packet Pg. 351 8.5.b Appendix C Coordination with Snohomish County Solid Waste Management Division r Q Edmonds CEMP Support Annex D - Appendix C Jan Packet Pg. 352 8.5.b Appendix C — Snohomish County Solid Waste Management Division Disaster Debris Management Plan The City of Edmonds coordinates with Snohomish County for debris management and disposal under the adopted Snohomish County Public Works Solid Waste Division Disaster Debris Management Plan, approved November 2014, and successor Plans. a� E U a a Edmonds CEMP Support Annex D - Appendix C Jan Packet Pg. 353 8.5.b Appendix D City of Edmonds Accident Prevention Program (The plan is currently in draft form and will be added to the appendix following approval.) a Edmonds CEMP Support Annex D - Appendix D Jan Packet Pg. 354 8.5.b 0 co co L Q Appendix E O Additional Resources U w O c O .y N 3 V N a r C N E t v R r r Q Edmonds CEMP Support Annex D - Appendix E Jan Packet Pg. 355 8.5.b Appendix E — Additional City Resources The Public Works Department maintains a fleet of vehicles and equipment that would be available to respond and assist during and following a disaster event. As of 2017 the following is a general list of the fleet resources owned by the City of Edmonds: 47 pickup trucks, dump trucks and flatbed trucks • 3 large step vans • 2 street sweepers 0 2 vactor trucks • 36-foot bucket truck 0 2 backhoes 1 loader 0 1 chipper • Trailers with generators, compressors and pumps In addition the Parks Maintenance Division operates the following vehicles and equipment: a 13 pickup trucks and flatbed trucks 0 2 tractors 0 1 loader ■ 2 backhoes Both Public Works and Parks Maintenance own various power tools, hand tools, ladders, spill response equipment, etc. The Street and Storm Division keeps a stock of permanent and temporary signage, barricades, and other safety equipment. Edmonds CEMP Support Annex D - Appendix E Jan Packet Pg. 356 8.5.b 0 co co L Q Appendix F O Neighborhood Collection Sites U w O c O .y N 3 V N a r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 357 City of Edmonds Neighborhood Collection Site Locations L _� City Boundary Railroad -l'— Water Feature �, rJ IV Principal Arterial / Minor Arterial *Mol Collector k ������� r s Figure 2: Sierra Park y Figure 1: Civic7er Playfield'.. L C MMMVM 4 EL R h iron, A �ierrr�r�iar�� 1 r-MV- i-;- i -i --t—1 L� I J ! .t. I I f1^I--i -i-iT i '` } lr -I! \1 l "1 Source: City of Edmonds (2008); WSDOT (2008); Snohomish County (2008) 0 0.5 1 Miles City of Edmonds Neighborhood Collection Sites Edmonds Recovery Plan Annex D Debris Management — Appendix F Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 358 8.5.b 0 co co L Q t U Neighborhood Collection Site #1 0 0 U r Civic Center Playfield O 0 .y N 3 V N a r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 359 8.5.b Neighborhood Collection Site operating Plan 1.1 Summary The Neighborhood Collection Site (NCS) is located at the Civic Center Playfield in n downtown Edmonds, approximately as shown on the Site Location Map, Figure 1. The v facility provides service to the local residential population. This Plan of Operation provides a description of the procedures that Edmonds will use to operate the site. 0 0 U 1.1.1 Operation Summary > The NCS consists of: A gravel unloading area with large -capacity drop -box containers. U Customers will be directed to back up to a location at the edge of the unloading area and 0 deposit their solid waste into the containers. Full containers will be picked up by a hauler y and transported to a permitted disposal site. The solid waste is dumped at the disposal site and the empty containers are returned to the NCS, facility as needed. N 1.1.2 Regulatory Compliance The NCS should meet the applicable regulatory requirements of WAC Chapter 173-350- 310 "Intermediate Solid Waste Handling Facilities." The following sections briefly outline v the WAC requirements and how they have been addressed. `m 1.1.2.1 WAC 173-350.310 Intermediate Solid Waste Handling Facilities This document will serve as the operating plan identified in WAC 173-350-310. As defined c in the WAC "The plan shall describe the facility's operation and shall convey to site operating personnel the concept of operation intended by the designer. The plan of a operation shall be available for inspection at the request of the jurisdictional health E department. If necessary, the plan shall be modified with the approval, or at the direction a of the jurisdictional health department. Each plan of operation shall include the following:" N a� a. A description of the types of solid wastes to be handled at the facility; see section 2.4 b. A description of how solid wastes are to be handled on -site; see section 2.6 as c. A description of the procedures used to ensure that dangerous waste and other a unacceptable waste are not accepted at the facility; see section 2.11 d. Safety and emergency plans; see section 2.8 and 2.10 a e. A description of how equipment, structures and other systems are to be inspected and maintained, including the frequency of inspection and inspection v logs; see section 3.1 f. For putrescibles wastes, an odor management plan describing the actions to be T_ taken to control nuisance odors; not applicable as waste will be removed from the c NCS daily. g. The forms used to record volumes or weights; see section 3.2 E h. Other such details to demonstrate that the facility will be operated in accordance with this subsection and as required by the jurisdictional health ;g r department. Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 360 8.5.b 1.1.2.2 WAC 173.350.310 (5) (a) (ii) Operating Standards for Drop Box Facilities Operations at this facility will meet the requirements of WAC 173-350-310 (5) (a) (ii) Operating Standards for Drop Box facilities: a. COns uctid'rYita�'i ?. lid or slreell vii tvp uiat prevents he loss of materials during transport and prevents access by rats and other vermin; b. Located in an easily identifiable place accessible by all-weather roads. c. Designed and serviced as often as necessary to ensure adequate dumping capacity at all times. Storage of solid waste outside of the drop -box is prohibited. d. Facility sign - a sign will be posted at the site entrance identifying the facility, hours of operation, and type of waste accepted. e. Remove all remaining waste at facility closure and remove the drop -boxes from the facility. At closure all waste will be removed to a permitted disposal site and the facility will be closed. 2 OPERATIONS 2.1 Hours The NCS will be open from 8 am to 5 pm, Monday through Saturday. The site hours may be and could be revised to meet operational needs. 2.2 Staffing The NCS will be staffed by one or more staff responsible for observing and measuring refuse loads, keeping the site free of litter and debris, contacting the hauler when drop - box containers are full and contacting the appropriate authorities in case of emergency. 2.3 Vehicle Traffic All vehicles using the drop -box facility will enter the site through a gate located along the alleyway along the north side of the property. This gate may also serve as an exiting point. Another entrance and/or exit that is located on the west side of the property may also be utilized during part or all of the operation.. 2.4 Allowable Materials This site will only handle the following types of debris: X Construction and Demolition debris X Vegetative debris X Municipal Solid Waste X White goods c c aD E 2.5 Site Operations r r Debris will be transported to the NCS by citizens and unloaded by citizens and site staff Q into the drop -boxes located at the unloading area. The containers will have screened lids Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 361 8.5.b and will be emptied at a permitted disposal site when full. The maximum amount of debris allowable on site will be dictated by the number of containers on -site. No debris will be left at the site over night. See attached NCS Activity Plan Map. 2.5.1 Debris Movement Vehicles will back up to a designated spot in the unloading area and unload debris into the drop -box containers. Scavenging will not be permitted at the site. Customers are instructed to keep small children and animals in their vehicles when at the facility. 2.5.2 Cleaning Site staff will be responsible for picking up debris and litter at the site, sweeping the concrete area and sweeping and raking spilled debris. Debris and spilled refuse will be placed in the drop -box containers. 2.6 Site Controls The following strategies will be used to mitigate nuisance conditions at the site. 2.6.1 Site Access Fences will be used to prevent unauthorized access to the site. 2.6.2 Vector Control Waste will be removed from the NCS on a daily basis. NCS site grounds will be kept clean by operating personnel. No formal vector or pest controls beyond removing the waste on a daily basis and maintaining the NCS site in a clean & sanitary condition are anticipated. 2.6.3 Bird Hazards No bird hazards are anticipated for this NCS site. Waste will be removed from the NCS on a daily basis. NCS site grounds will be kept clean by operating personnel. No bird controls beyond removing the waste on a daily basis and maintaining the NCS site in a clean & sanitary condition are anticipated. 2.6.4 Nuisance Odors Waste will be removed from the NCS on a daily basis. NCS site grounds will be kept clean by operating personnel. No nuisance odors are anticipated as all waste will be removed by the end of each day and the site will be maintained in a clean & sanitary condition. 2.6.5 Storm water runoff Storm water impacts from this temporary NCS site are not anticipated as the drop boxes & waste unloading activities will be located on an impervious surface area and wastes will be immediately loaded into the drop boxes. Impervious surface area at this site may consist of asphalt or plastic/PVC sheeting. Spilled waste at this temporary NCS site will be swept up or otherwise picked up on an ongoing basis during site operations and all wastes will be removed by the end of each day. 2.7 Safety Plan The City of Edmonds has on file with the Department of Labor and Industries a recognized accident prevention program. The Snohomish County Operational Disaster Debris Management Plan includes a detailed safety plan for disaster debris operations. The c m E a r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 362 8.5.b City of Edmonds' accident prevention'program is in compliance with all OSHA and WISHA regulations. A City of Edmonds Safety Manual and Operations Plan will be kept at the site. 2.8 Training The Snohomish County Operational Disaster Debris Management Plan includes a detailed training plan for employees who participate in disaster debris operations. 2.9 Emergency Plans and Procedures The general types of emergency conditions that may occur include fire and explosions. A list of emergency phone numbers and contacts will be kept at the facility and updated annually. The general response to an emergency is: • Assess the conditions and the impact on public health and operation of the facility. ■ Determine the immediate response required with regard to public health and safety considerations. + Notify the appropriate personnel, utilities and regulatory agencies as soon as possible. • Take corrective action to restore the facility to normal operation. Emergency telephone numbers include: + Fire District 911 • Law Enforcement Agency 911 • Snohomish health District 425-339-5250 • Department of Ecology 360-407-6300 The nearest hospital is Swedish Stevens Hospital, which is located at 21600 76th Avenue W in Edmonds, Washington. 2.9.1 Fire Immediate fire protection for the site will be provided by portable fire extinguishers. Staff will be familiar with the location of the fire extinguishers and trained in their use. All fire extinguishers will be inspected annually. Any smoldering debris found at the facility will be extinguished by portable fire extinguisher. The waste will then be turned over and allowed to cool. All debris must be completely extinguished before loading into the drop box containers to prevent a fire in the containers. In case of a major fire, the public will be evacuated, all personnel will leave the area and the local fire department will be notified. The site will be closed to all be emergency vehicles. The nearest fire station is located approximately 200 yards from the drop box facility. 2.9.2 Explosions The most likely source of explosion is reactive or explosive waste inadvertently disposed r of by the public. This could include small amounts of hazardous wastes, containers of c gasoline or other explosive liquid, fireworks or ammunition. To minimize the potential for these occurrences, waste coming into the site will be observed by site staff. If suspicious m containers or materials are noted, the local fire department will be contacted regarding proper removal and disposal. r If an explosion occurs at the drop box facility, eliminating any possible ignition sources, a such as vehicles and open flames, and evacuating the area will prevent the potential for Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 363 8.5.b further explosions and injury. Anyone injured by an explosion will be given first aid and the fire department or paramedics will be contacted immediately. The gates to the facility will be closed to all but emergency vehicles. 2.10 Hazardous Waste No hazardous waste, whether HHW or regulated business waste should be handled through the NCS site. Residents or businesses that bring hazardous waste to the NCS will be directed to take the material to one of the fixed moderate risk waste (MRW) collection facilities or other suitable debris management sites. If hazardous waste is found in the drop box containers, access to the area will be restricted. Any flames or other potential sources of ignition will be removed from the area. The Snohomish Health District and appropriate regulatory agencies will be notified. A hazardous waste materials response team will be called to investigate the waste and determine how to remove it. Debris from private vehicles may contain some small amounts of household hazardous waste. Visual inspection of the materials cannot be expected to remove all quantities. However, large and substantial amounts of hazardous waste will be strictly prohibited from the neighborhood collection facility unless the facility is configured to handle and process this type of waste. 2.11 Spill Control Plan The NCS will not accept liquids or barrels that may contain liquids. Liquid spills must be prevented from getting into storm drains. If a liquid spill is noticed at the site the following actions will be taken: • Restrict access to the area by the public. • Berm off the area with absorbent material, such as newspaper and cardboard that is available at the site, and prevent the liquid from reaching the storm water drains or runoff ditches. • Call a hazardous materials response team to investigate the liquid and determine how to remove it ■ If the liquid spilled is determined to be oil or hazardous material, notify the Snohomish Health District at 425-339-5250. • If the liquid spilled is determined to be non -hazardous, dispose of wet absorbent material in the drop -boxes. ■ If necessary, clean the floor to remove any contaminants. 2.12 Closure a 2.12.1 General a The NCS will have a limited operational life based on the needs of the debris causing w U incident. The final disposition of the site facilities and closure of the site will depend on F_ the pre -disaster use and the future use of the site. In general sites will be returned to their co pre -use condition. The following section presents a general closure plan for the facility. c 2.12.2 Closure Procedure ■ Any structures or machinery used to operate the facility will be removed. E t • All waste will be removed from the site. r r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 364 8.5.b New utilities installed as part of site development would be disconnected and the structures supporting them removed. This would include telephone and electricity. a The drop -box area would be graded to a smooth surface or pre-existing contours. For unpaved portions of the site that were disturbed, a suitable material mix would be applied. Any grass areas disturbed by the operations would be returned to pre-existing conditions and could include a re -seeding over the area. ■ Paved surfaces will be swept clean and returned to pre-existing conditions. Storm water catch basins shall be inspected and cleaned of accumulated debris if necessary. 3 FACILITY INSPECTIONS, RECORD KEEEPING AND REPORTING 3.1 Inspections The City of Edmonds will conduct site inspections daily during the life of this NCS to maintain the facility in good operating order and identify items needing maintenance. An inspection sheet will be filled out for each inspection and will be kept on site in a logbook. 3.2 Record keeping Daily records will be kept of the amount and type of solid waste delivered to and removed from the site tracking the following factors: • Waste delivered by the public will be documented by volume. • The number and type of vehicles coming to the site • Address where each load of debris originated from A Daily Site Activity Form should be included as an attachment to this documents 3.3 Reporting A report will be prepared and submitted to the Snohomish Health District in accordance with WAC 173-350-310 following the closure of the site. If the site is operated longer than one year annual reports will be provided. The report will describe facility activities for the previous year and will contain the following minimum information: Facility name and address Calendar year reported Annual quantity and type of debris received t A sample daily site activity log is included as attachment G to this document. Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 365 8.5.b Debris Management Site Inventory Investigation of Site Suitability Site Name: Civic Center Playfield Parcel Number 00434210000000 Site Address: 300 Sixth Avenue N Site Coordinates: N 47.812 Estimated Property Size: 8.1 1 acres ' W 122.374 Site Owner: Ownership Type: X Jurisdiction Property ❑ County Property ❑ Private Property ❑ Other (describe) Owner Address: 121 51" Ave. N Owner Phone: 425-775-2525 Owner Email: Cito nnrt Nwlnhhnrinn Prnnartfas Characterization Characteristic Comments Current Use Sports field; outdoor event site Proposed Future Land Use Unknown Current Land use/Zoning Public Use Restoration Time Requirements Unknown Proximity to School, Church, or Community Center Adjacent to property Property Topography Flat Environmental Considerations Potential for ground/surface water contamination Open Water or Wetlands None Proximity to Ground Water Wells (wellhead protection area) Unknown Within 100-year fioodplain No Soil/Slope Integrity Good Surface Water Drainage Fair Suitable for use in wet weather Yes Prevailing Wind Direction Westerly Brownfield Site No Superfund Site No Archeological or Historic Properties or Artifacts None Underground Utilities (water, wastewater, natural gas, electricity) Yes Noise Control Buffer No Adjacent to Airport/Airfield No Access to Electrical Service Yes Access to Water Service Yes Access to Sewer Service Yes Existing Lighting Yes Traffic Ingress/Egress Capacity Will require traffic control plan & attendants Transportation accessibility (topography, traffic congestion) Suitable Capable of Accepting Heavy Trucks (site and nelghboring roads) Yes Proximity to Major Roadway Within .5 mile to Main St. or 2i2th St. SW Fencing and Other Security Features Yes Site Preparation Level of Effort ❑ High X Medium ❑ Low r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 366 8.5.b Suitability to Wet Weather X High Ability to Serve Spatial Area X High Recommended Uses for This Site: X C&D X Hazardous Waste ❑ Medium ❑ Low ❑ Medium ❑ Low X Vegetative ❑ Other (describe) X White Goods Reduction Methods Acceptable for This Site: ❑ Open Burning ❑ Incineration ❑ Grinding X Other (describe) Collection for consolidation & transfer only Site Map: Please indicate intended use areas, traffic management patterns, utilities, and any other elements that will involve or impact operation of the site. See attached NCS Activity Plan Map — Civic Center Playfield List Jurisdictions that could utilize this site: City of Edmonds; Town of Woodway Closest Recycling Facility Available to This Site: Recycling Area at County's SW RTS facility in Mountlake Terrace Closest Yard Waste/Composting Facility Available to This Site: Fruhling Sand & Topsoil, 1010 2281h St. SW, Bothell Closest CDL Facility Available to This Site: Unknown Closest Transfer Station Available to This Site: Southwest Recycling & Transfer Station, 21311 6151 Place W, Mountlake Terrace Closest Landfill Available to This Site: Unknown Date of Site Survey: 10/2010 List pictures or other observations taken during site visit: Potential Site Rating X Primary ❑ Secondary ❑ Tertiary c m E t U a r r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 367 8.5.b Alley 1w' � F, F Pg Civic Center Playfield " ' Z 7 Gs T j C C rt__ s11. O C Drop-off Area �i 0 Uj City of Edmonds Neighborhood Collection Site E M a a Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 368 8.5.b City of Edmonds Neighborhood Collection Site Activity Plan Map Civic Center Playfield ------------ �--- - — --_--_.----•-- -- Alley . _ _ +.,f. _J Tennis Entrance & Exit Gate Courts i { Boys & Girls Club r Auxiliary Exit Gate rt Traffic Flow Civic Center Playfield Drop-off Area Gravel Track Grand Stand } L Z L. U d °2 a' w w ti U ti r 4 0 N rU I� a r r Q 8.5.b Neighborhood Collection Site #2 Sierra Park r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 370 8.5.b � Attachment 6 Neighborhood collection Site Operating Plan 1.1 Summary The Neighborhood Collection Site (NCS) is located at Sierra Park, approximately as shown on the Site Location Map, Figure 2. The facility provides service to the local residential population. This Plan of Operation provides a description of the procedures that Edmonds will use to operate the site. 1.1.1 Operation Summary The NCS consists of: A grass field and gravel unloading area with large -capacity drop - box containers. Customers are directed to the unloading area and deposit their solid waste into the containers. Full containers are picked up by a hauler and transported to a permute rlicnpcal cite The c^lld ::'aVte iS dyamred at +l:e d�srosal — . and +l + permitted _._� t Y Y en`p y containers are returned to the NCS facility as needed. 1.1.2 Regulatory Compliance The NCS should meet the applicable regulatory requirements of WAC Chapter 173-350- 310 "Intermediate Solid Waste Handling Facilities." The following sections briefly outline the WAC requirements and how they have been addressed. 1.1.2.1 WAC 173.350.310 Intermediate Solid Waste Handling Facilities This document will serve as the operating plan identified in WAC 173-350-310. As defined in the WAC "The plan shall describe the facility's operation and shall convey to site operating personnel the concept of operation intended by the designer. The plan of operation shall be available for inspection at the request of the jurisdictional health department. If necessary, the plan shall be modified with the approval, or at the direction of the jurisdictional health department. Each plan of operation shall include the following:" a. A description of the types of solid wastes to be handled at the facility; see section 2.4 b. A description of how solid wastes are to be handled on -site; see section 2.6 5 c. A description of the procedures used to ensure that dangerous waste and other unacceptable waste are not accepted at the facility; see section 2.11 U d. Safety and emergency plans; see section 2.8 and 2.10 a e. A description of how equipment, structures and other systems are to be w inspected and maintained, including the frequency of inspection and inspection logs; see section 3.1 f. For putrescibles wastes, an odor management plan describing the actions to be taken to control nuisance odors; not applicable as waste will be removed from the NCS daily. g. The forms used to record volumes or weights; see section 3.2 E h. Other such details to demonstrate that the facility will be operated in U accordance with this subsection and as required by the jurisdictional health a department. Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 371 8.5.b 1.1.2.2 WAC 173.350-310 (5) (a) (ii) Operating Standards for Drop Box Facilities Operations at this facility will meet the requirements of WAC 173-350-310 (5) (a) (ii) Operating Standards for Drop Box facilities: a. Be serviced as often as necessary to ensure adequate dumping capacity at all 0 IR times. Storage of waste outside the drop boxes is prohibited; b. Be protective of human health and the environment; c. Control rodents, insects, and other vectors; v d. Control litter; e. Prohibit scavenging; v f. Control dust; g. For putrescible waste, control nuisance odors; and v h. Have a sign that identifies the facility and shows at least the name of the site, ° c and, if applicable, hours during which the site is open for public use, what c materials the facility does not accept and other necessary information posted at the site entrance; y 0 2 OPERATIONS 2.1 Hours 0 . The NCS will be open from 8 am to 5 pm, Monday - Saturday. The site hours may be and could be revised to meet operational needs. 2.2 Staffing The NCS will be staffed by one or more staff responsible for observing and measuring refuse loads, keeping the site free of litter and debris, contacting the hauler when drop box containers are full and contacting the appropriate authorities in case of emergency. 2.3 Vehicle Traffic All vehicles using this NCS will enter and exit through designated gates on 190th St. SW. Vehicles will be directed to the appropriate areas for unloading. 2.4 Allowable Materials This site will only handle the following types of debris: X Construction and Demolition debris X Vegetative debris v ti T X Municipal Solid Waste ob X White goods c c 2.5 Site Operations Debris will be transported to the site by citizens and loaded by citizens and staff into large -capacity drop -box containers located at the unloading area. The containers will a have a screened lid, and will be emptied at a permitted facility when full. Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 372 8.5.b The maximum amount of debris allowable on site will be dictated by the number of containers on -site. No debris will be left at the site over night. See attached NCS Activity Plan Map. 2.5.1 Debris Movement Vehicles will back up to a designated spot in the unloading area and deposit debris into the drop -box containers. Scavenging will not be permitted at the site. Customers are instructed to keep small children and animals in their vehicles when at the facility. 2.5.2 Cleaning Site staff will be responsible for picking up debris and litter at the site, sweeping the concrete area and sweeping and raking spilled debris. Debris and spilled refuse will be placed in the drop -box containers. 2.6 Site Controls The following strategies will be used to mitigate nuisance conditions at the site. 2.6.1 Site Access Fences will be used to prevent unauthorized access to the site. 2.6.2 Vector Control Waste will be removed from the NCS on a daily basis. NCS site grounds will be kept clean by operating personnel. No formal vector or pest controls beyond removing the waste on a daily basis and maintaining the NCS site in a clean & sanitary condition are anticipated. 2.6.3 Bird Hazards No bird hazards are anticipated for this NCS site. Waste will be removed from the NCS on a daily basis. NCS site grounds will be kept clean by operating personnel. No bird controls beyond removing the waste on a daily basis and maintaining the NCS site in a clean & sanitary condition are anticipated. 2.6.4 Nuisance Odors Waste will be removed from the NCS on a daily basis. NCS site grounds will be kept clean by operating personnel. No nuisance odors are anticipated as all waste will be removed by the end of each day and the site will be maintained in a clean & sanitary condition. 2.6.5 Storm water runoff Storm water impacts from this temporary NCS site are not anticipated as the drop boxes v & waste unloading activities will be located on an impervious surface area and wastes r will be immediately loaded into the drop -boxes. Impervious surface for this site may T" consist of asphalt or plastic/PVC sheeting. Spilled waste at this temporary NCS site will o be swept up or otherwise picked up on an ongoing basis during site operations and all wastes will be removed by the end of each day. E 2.7 Safety Plan U The City of Edmonds has on file with the Department of Labor and Industries a a recognized accident prevention program. The Snohomish County Operational Disaster Debris Management Plan includes a detailed safety plan for disaster debris operations. The Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 373 8.5.b City of Edmonds accident prevention program is in compliance with all OSHA and WISHA regulations. A City of Edmonds Safety Manual and Operations Plan will be kept at the site. 2.8 Training Tile ✓nVhVllU IL %- 1111 Ly V�LI N.L6VIEI tI LWµJlL1 Levi t LVlW%LN.�2%ILGILL 1,LN.fI li ll.lude� a de Lalled training plan for employees who participate in disaster debris operations. 2.9 Emergency Plans and Procedures The general types of emergency conditions that may occur include fire and explosions. A list of emergency phone numbers and contacts will be kept at the facility and updated annually. The general response to an emergency is: • Assess the conditions and the impact on public health and operation of the facility ■ Determine the immediate response required with regard to public health and safety considerations. * Notify the appropriate personnel, utilities and regulatory agencies as soon as possible. • Take corrective action to restore the facility to normal operation. Emergency telephone numbers include: • Fire Department 911 • Law Enforcement Agency 911 • Snohomish Health District 425-339-5250 ■ Department of Ecology (360) 407-6300 The nearest hospital is Swedish Stevens Hospital, which is located at 21600 76th Ave. W, Edmonds, Washington. 2.9.1 Fire Immediate fire protection for the site will be provided by portable fire extinguishers. Staff will be familiar with the location of the fire extinguishers and trained in their use. All fire extinguishers will be inspected annually. Any smoldering debris found at the facility will be extinguished by portable fire extinguisher. The waste will then be turned over and allowed to cool. All debris must be completely extinguished before loading into the drop box containers to prevent a fire in the containers. In case of a major fire, the public will be evacuated, all personnel will leave the area and the local fire department will be notified. The site will be closed to all be emergency vehicles. The nearest fire station is located approximately 1 mile from the NCS. 2.9.2 Explosions The most likely source of explosion is reactive or explosive waste inadvertently disposed of by the public. This could include small amounts of hazardous wastes, containers of gasoline or other explosive liquid, fireworks or ammunition. To minimize the potential forCD these occurrences, waste coming into the site will be observed by site staff. If suspicious E containers or materials are noted, the local fire department will be contacted regarding r proper removal and disposal. a If an explosion occurs at the drop box facility, eliminating any possible ignition sources, such as vehicles and open flames, and evacuating the area will prevent the potential for Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 374 8.5.b further explosions and injury. Anyone injured by an explosion will be given first aid and the fire department or paramedics will be contacted immediately. The gates to the facility will be closed to all but emergency vehicles. 2.10 Hazardous Waste No hazardous waste, whether HHW or regulated business waste should be handled through the NCS, site. Residents or businesses that bring hazardous waste to the NCS will be directed to take the material to one of the fixed moderate risk waste (MRW) collection facilities or other suitable debris management sites. If hazardous waste is found in the drop box containers, access to the area will be restricted. Any flames or other potential sources of ignition will be removed from the area. The Snohomish health District and appropriate regulatory agencies will be notified. A hazardous waste materials response team will be called to investigate the waste and determine how to remove it. Debris from private vehicles may contain some small amounts of household hazardous waste. Visual inspection of the materials cannot be expected to remove all quantities. However, large and substantial amounts of hazardous waste will be strictly prohibited from the neighborhood collection facility unless the facility is configured to handle and process this type of waste. 2.11 Spill Control Plan The NCS will not accept liquids or barrels that may contain liquids. Liquid spills must be prevented from getting into storm drains. If a liquid spill is noticed at the site the following actions will be taken: • Restrict access to the area by the public. • Berm off the area with absorbent material, such as newspaper and cardboard that is available at the site, and prevent the liquid from reaching the storm water drains or runoff ditches. • Call a hazardous materials response team to investigate the liquid and determine how to remove it ■ If the liquid spilled is determined to be oil or hazardous material, notify the Washington State Department of Ecology at 1-425-649-7000 and the Snohomish health District at 425-339-5250. • If the liquid spilled is determined to be non -hazardous, dispose of wet absorbent material in the drop -boxes. • If necessary, clean the floor to remove any contaminants. 2.12 Closure 2.12.1 General The NCS will have a limited operational life based on the needs of the debris causing incident. The final disposition of the site facilities and closure of the site will depend on c the pre -disaster use and the future use of the site. In general sites will be returned to their pre -use condition. The following section presents a general closure plan for the facility. 2.12.2 Closure Procedure • Any structures or machinery used to operate the site will be removed. a • All waste will be removed from the site. Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 375 8.5.b • New utilities installed as part of site development will be disconnected and the structures supporting them removed. This would include telephone and electricity. • The drop -box area would be graded to a smooth surface or pre-existing contours. For unpaved portions of the site that were disturbed, a topsoil mixture would be applied, and a natural vegetative mix would be seeded over the area. Alternatively the si_tp could be paved and/ or developed for its next use. • Paved surfaces will be swept clean and returned to pre-existing conditions. Storm water catch basins shall be inspected and cleaned of accumulated debris if necessary 3 FACILITY INSPECTIONS, RECORD KEEEPING AND REPORTING 3.1 Inspections The City of Edmonds will conduct site inspections daily during the life of this NCS to maintain the facility in good operating order and identify items needing maintenance. An inspection sheet will be filled out for each inspection and will be kept on site in a logbook. 3.2 Record keeping Daily records will be kept of the amount and type of solid waste delivered to and removed from the site tracking the following factors: • Waste delivered by the public will be documented by volume. The number and type of vehicles coming to the site • Address where each load of debris originated from A Daily Site Activity Form should be included as an attachment to this documents 3.3 Reporting A report will be prepared and submitted to the Snohomish health District in accordance with WAC 173-350-310 following the closure of the site. If the site is operated longer than one year annual reports will be provided. The report will describe facility activities for the previous year and will contain the following minimum information: • Facility name and address • Calendar year reported • Annual quantity and type of debris received 1 A sample daily site activity log is included as attachment G to this document. c as E M U a r r a Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 376 8.5.b Attachment A Debris Management Site Inventory Investigation of Site Suitability Site Name: Sierra Park Parcel Number 00481600600200 Site Address: 80` Ave. W & 1915` St. SW Site Coordinates: N 47.826 Estimated Property 5.5 Size: 1 acres W 122.343 Site Owner: City of Edmonds Ownership Type: X Jurisdiction Property ❑ County ❑ Private Property Property ❑ Other (describe) Owner Address: 121 5th Ave. N Owner Phone: 425-775-2525 A........ "Mall: I var ncl �Illail. 1 Site and Neighboring Properties Characterization Characteristic Current Use Comments Neighborhood park Proposed Future Land Use _ Unknown Current Land use/Zoning Public Use Restoration Time Requirements Unknown Proximity to School, Church, or Community Center .5 mile Property Topography Flat Environmental Considerations Potential for ground/surface water contamination Open Water or Wetlands None Proximity to Ground Water Wells (wellhead protection area) Unknown Within 100-year floodplain No Soil/Slope Integrity I Good Surface Water Drainage Fair Suitable for use in wet weather Yes Prevailing Wind Direction Unknown Brownfield Site No Superfund Site No Archeological or Historic Properties or Artifacts None Underground Utilities (water, wastewater, natural gas, electricity) Yes Noise Control Buffer No Adjacent to Airport/Airfield No Access to Electrical Service Yes Access to Water Service Yes Access to Sewer Service No Existing Lighting Parking area only Traffic Ingress/Egress Capacity Will require traffic control plan & attendants Transportation accessibility (topography, traffic congestion) Suitable Capable of Accepting Heavy Trucks (site and neighboring roads) Yes Proximity to Major Roadway Within 1 mile of 196`n St. SW Fencing and Other Security Features Yes Site Preparation Level of Effort X High ❑ Medium ❑ Low Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 377 8.5.b Suitability to Wet Weather ❑ High Ability to Serve Spatial Area X High Recommended Uses for This Site: X C&D X Hazardous Waste X Medium ❑ Low ❑ Medium ❑ Low X Vegetative ❑ Other (describe) X White Goods Reduction Methods Acceptable for This Site: ❑ Open Burning ❑ Incineration ❑ Grinding X Other (describe) Collection & consolidation for transport only Site Map: Please indicate intended use areas, traffic management patterns, utilities, and any other elements that will involve or impact operation of the site. See attached NCS Activity Plan Map — Sierra Park List Jurisdictions that could utilize this site: City of Edmonds Closest Recycling Facility Available to This Site: Recycling Area at the County's SWRTS facility in Mountlake Terrace Closest Yard Waste/Composting Facility Available to This Site: Fruhling Sand & Topsoil, 1010 228th St. SW, Bothell Closest CDL Facility Available to This Site: Unknown Closest Transfer Station Available to This Site: Southwest Recycling & Transfer Station, 21311 61st Place W, Mountlake Terrace Closest Landfill Available to This Site: Unknown Date of Site Survey: 10/2010 List pictures or other observations taken during site visit: Potential Site Rating ❑ Primary X Secondary ❑ Tertiary 0 co co L a z U m 0 U r U 4- 0 0 .y N 3 V N U 0 0 U r Q Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 378 8.5.b y, th 190St. SW T. � Entrance & Exit Gate r r o Id Area ak r' O Drop-off Area .. -, f > U 00 Ar Sierra ParkAV ` :-.- 41 ir IF I • ��' + _ : 1 40 � ►t Arkbb e '3r ,: - 7-�C t, f ..Vi r C r City of Edmonds 0 Neighborhood Collection Site E M a a Edmonds CEMP Support Annex D - Appendix F Jan Packet Pg. 379 City of Edmonds 8.5.b Neighborhood Collection Site Activity Plan Map s L Q t U m O U r U w O c O_ 'N 3 V N Sierra Park Field Area Sierra Park Traffic Flow ' r Entrance &Exit Gate J Drop-off Area LU I• • "' 0 r ' r N E t V ..,� •�• ate+ Jan Packet Pg. 380 8.5.b Appendix G Pre -Qualified Agreements with the City of Edmonds' Certified Solid Waste Haulers a Edmonds CEMP Support Annex D - Appendix G Jan Packet Pg. 381 8.5.b Appendix G — Pre -Qualified Agreements with the City of Edmonds' Certified Solid Waste Haulers The following letters qualify as letters of agreement from the City of Edmonds certified waste hauling companies: • Letter from the Operations Manager at Republic Services of Lynnwood (formally Allied Waste Services). • Letters from the President of Sound Disposal, Inc. — one from the company proper and two that Sound Disposal has elicited from both Republic Services and Rubatino Refuse Removal, Inc., in regards to additional resources. E U a a Edmonds CEMP Support Annex D - Appendix G Jan Packet Pg. 382 8.5.b ALLIED WASTE SERVICES of Lynnwood May 20, 2010 (reissued August 3,2011) Phil Williams Public Works Director 7110 — 210" St. SW Edmonds, WA 98026 Dear Mr. Williams: Allied Waste of Lynnwood is a Washington Utilities and Transportation Commission (WUTC) certified hauler in Snohomish County for the City of Edmonds (see WUTC Tariff 4, Appendix A for our exact boundaries) with certificate number G-12 as authorized in the Revised Code of Washington (RCW) 80.04.77 and 81.80. At the request of the City of Edmonds Public Work Department, we are providing this written assurance of our ability to meet the obligations of our WUTC certificate in the event of a debris generating event with the WUTC approved tariff structure. Washington Administrative Code (WAC) 480-70-151 provides us the ability to contract with other companies for equipment and services to meet our collection obligations in our service areas with the WUTC approved tariff rates. This ability is important during a disaster event if we need to supplement our services. We understand that we are responsible for the following types of services during a debris generating event: Transport of vegetative debris from city right of way (ROW) to either a neighborhood collection center for segregation or to a County Temporary Staging and Reduction Site (TDSRS). a Transport of construction and demolition debris from ROW to either a neighborhood collection center for segregation or to a County TDSRS. ■ Transport segregated debris from neighborhood collection sites to County TDSRS. a Transport segregated debris from TDSRS to either a recycling facility or a location for transport to the RDC landfill. a Transport commercial and private property demolition debris. 1600 - 127th Avenue NE Bellevue, WA 98005 425.778.0188 / FAX 425.646.2440 www.dlTC?moA.FsoaMP Support Annex D - Appendix G c m E z U a r r Q Jan Packet Pg. 383 8.5.b To support our transportation responsibilities detailed above we have had discussions with a variety of equipment vendors. Further we have established open accounts with these vendors that will allow us to rent and/or contract for the use of all necessary equipment to fulfill these responsibilities. The list below represents the types of trucks and equipment we would anticipate needing to respond to a debris generating event: • Semi Tractors ■ Wheeled Loaders • Truck Mounted Grapple Hooks • Backhoes In addition to being able to secure all required equipment, we also have existing relationships with temporary employment agencies that will allow us to source any additional personnel that might be required to augment our regular crews. We are confident that Allied Waste possesses the needed expertise, resources, and relationships to successfully fulfill our obligations to the City of Edmonds in responding to any debris generating event that the city may experience. We look forward to continuing to work with the City of Edmonds on this important issue. Sincerely, Scott Mullan Operations Manager Allied Waste of Lynnwood Edmonds CEMP Support Annex D - Appendix G Jan Packet Pg. 384 8.5.b 5004d Dra g, 7uc. P.O. Box 487 • Edmonds, Washington 98020 • (425) 778-2404 • FAX (425) 672-2158 June 11, 2010 Noel F. Miller City of Fdmonds Public Works Director 7110 210" St. SW Edmonds, WA 98026 Dear Mr. Miller Re: Emergency/Disaster Plan Sound Disposal, Inc. is a Washington Utilities and Transportation Commission (WUTC) certified hauler in the City of Edmonds located in Snohomish County (see attached map) - Certificate G-82-as authorized by Revised Code of Washington (RCW) 80,04.77 and 81.80. At the request of the City of Edmonds Public Works Department, we are providing the written assurance of our ability to meet the obligations of our WUTC certificate in the event of a debris generating event with the WUTC approved rate structure. Washington Administrative Code (WAC) 480-70-151 provides us with the ability to contract with other companies for equipment and services to meet our collection obligations in our segvice areas with the approved tariff rates. This ability is important during a disaster event if we need to supplement our services. We understand that we are responsible for the following types of services during a debris generating event: • Transport of vegetative debris from city right of way (ROW) to either a neighborhood collection center for segregation or to a County Temporary Staging and Reduction Site (TDSRS). ■ Transport of construction and demolition debris from ROW to either a neighborhood collection center for segregation or to a County TDSRS. • Transport segregated debris from neighborhood collection sites to County TDSRS. ■ Transport segregated debris from TDSRS to either a recycling facility or a location for transport to the RDC landfill. • Transport commercial and private property demolition debris. To support our transportation responsibilities detailed above, we have contacted a c variety of equipment providers which would allow us to rent and/or contract for the use of all necessary equipment to fulfill these responsibilities. The list below E represents the type of trucks and equipment we would anticipate needing to respond to a debris generating event: r a *Semi Tractors. Edmonds CEMP Support Annex D - Appendix G Jan Packet Pg. 385 8.5.b *Wheeled loaders *Truck mounted grapple Hooks *Backhoes In addition to being able to secure all needed equipment, we have access to temporary employees that may be required to augment our regular crews. We are confident that Sound Disposal possesses the needed expertise, resources, and relationships to successfully fulfill our obligations to the City of Edmonds in responding to any debris generating event that the city may experience. We look forward to continuing to work with the City of Edmonds on this important issue. Sincerely Evelyn N' holson, Pres., Sec/Treas. Sound Di. osal, Inc. PIU131 , � k Ad-,-') c m E z U a r r Q Edmonds CEMP Support Annex D - Appendix G Jan Packet Pg. 386 8.5.b June 11, 2010 Evelyn Nicholson Sound Disposal, Inc. PO Box 487 Edmonds, WA 98020 Re: Emergency Response — City of Edmonds Dear Evelyn: �, WASTE RECEIVED MAR 02 ?p» PUBLIC WORKS DEPT This letter is to verify that in the event of a debris creating emergency, either natural or human in origin, Allied Waste Service of Lynnwood will cooperate with Sound Disposal, Inc to ensure they have the resources necessary to clear these debris within their service area in a timely manner. Allied's assistance will be logistical in nature and may take the form of personnel and/or equipment. Sincerely, Scott Mullan Operations Manager Allied Waste Services of Lynnwood 21325 - 66`h Avenue West Lynnwood, WA 98036-7327 425.778.0188 / Fax: 425.778.1148 www.disposal.com c as E U a r r a Edmonds CEMP Support Annex D - Appendix G Jan Packet Pg. 387 8.5.b HOYT AVENUE U SATIND R 0, BOX 1029 1• EVERT, WA 98206-1029 M, (425) 259-0044 • FAX (425) 339-4196 A www.rubatino.com June 7, 2010 Evelyn Nicholson Sound Disposal Inc, PO Box 487 Edmonds WA 98020 Re: Emergency Response Dear Evelyn, This is to verify that, In the event of an emergency, either natural or human originated, Rubatino Refuse Removal Inc. will provide to Sound Disposal Inc. whatever assistan�;eo-is necessary to respond to the needs of the incident. This assistance may be In the form of personnel and/or equipment. Sincerely, a rence R, Goulet Rubatino Refuse Removal Inc. RECYCLE PAPER c N E M U a r r a Edmonds CEMP Support Annex D - Appendix G Jan Packet Pg. 388 8.5.b Appendix H Debris Management Operations Farms r C N E t v R r r Q Edmonds CEMP Support Annex D - Appendix H Jan Packet Pg. 389 8.5.b Appendix H — Debris Management Operations Forms Included herein: Notice of Intent to Operate forms: Civic Center Playfield Sierra Park Daily Site Activity Log templates: Civic Center Playfield Sierra Park c a� E U a a Edmonds CEMP Support Annex D - Appendix H Jan Packet Pg. 390 8.5.b Notice of Intent to Operate Debris Management Site and Neighborhood Collection Site Site Information Site Type: X Neighborhood Collection Site ❑ Debris Management Site Site Name: Civic Center Playfield Parcel Number 00434210000000 Site Address: 300 Sixth Avenue N., Edmonds WA 98020 Site Coordinates: N 47.812 Estimated Property Size: 1 8.1 1 acres W 122.374 Site Owner: I City of Edmonds Ownership Type: I X Jurisdiction Property ❑ County Property I ❑ Private Property Agency Operating Site Agency Name: City of Edmonds Agency Contact: Phil Williams Agency Address: 121 Fifth Avenue N., Edmonds WA Contact Title: Public Works Director Contact Phone: 425-771-0235 Contact Email: phil.williams@edmondswa.gov General Description of Activity to be Performed at Site The Neighborhood Collection Site (NCS) consists of: A gravel unloading area with large -capacity drop -box containers. Customers will be directed to back up to a location at the edge of the unloading area and deposit their solid waste into the containers. Full containers will be picked up by a hauler and transported to a permitted disposal site. The solid waste is dumped at the disposal site and the empty containers are returned to the NCS facility as needed. Submit this form along with the completed Debris Management Site Inventory form and Debris Management or Neighborhood Collection Site Operating Plan to your local health agency. Edmonds CEMP Support Annex D - Appendix H Jan Packet Pg. 391 8.5.b Notice of Intent to Operate Debris Management Site and Neighborhood Collection Site Site Information Site Type: X Neighborhood Collection Site ❑ Debris Management Site Site Name: Sierra Park Parcel Number 00481600600200 Site Address: 80' Avenue & 191s" St. SW, Edmonds 98026 1 Site Coordinates: N 47.826 Estimated Property Size: F5.5 acres W 122.343 Site Owner: TCity of Edmonds Ownership Type: I X Jurisdiction Property ❑ County Property I ❑ Private Property Agency Operating Site Agency Name: City of Edmonds Agency Address: 121 Fifth Avenue N, Edmonds 98020 Contact Phone: 425-771-0235 Agency Contact: Contact Title: Contact Email: General Description of Activity to be Performed at Site Phil Williams Public Works Director phil.williams@edmondswa.gov The Neighborhood Collection Site (NCS) consists of: A grass field and gravel unloading area with large -capacity drop -box containers. Customers will be directed to back up to a location at the edge of the unloading area and deposit their solid waste into the containers. Full containers will be picked up by a hauler and transported to a permitted disposal site. The solid waste is dumped at the disposal site and the empty containers are returned to the NCS facility as needed. I d E Submit this form along with the completed Debris Management Site Inventory form and Debris Management or Neighborhood Collection Site Operating Plan to your local a health agency. Edmonds CEMP Support Annex D - Appendix H Jan Packet Pg. 392 8.5.b N 0 0 U N 0 0 0 a) a� Z a 2 d � � N M 4.0 CO N Rai Cn CO C O E O U '_LM Z w? C O a; = V,Q'FmE N C O O 'r- O J -0 0 0-0 >% T E O �..� EL .2 cm"a .� E W>�4.. > v O 3 N O .� 2 3 O > V O U > (5 .2 0 'C u. > ,� J Q. O Qi V 42 M >� o- a O E H Edmonds CEMP Support Annex D - Appendix H Jan Packet Pg. 393 8.5.b _ O E O U .Q w }! O um BE 0w'r-0 J -a O �. �!' E 0 CM E > 0 3 w a) �.�o� 0 3 > o�cnc� Uoo,� a O. v U .4+ Q .0 ` > O •� > a a a� E F= Edmonds CEMP Support Annex D - Appendix H Jan Packet Pg. 394 8.5.b Appendix Letter of Approval from Snohomish Health District r C N E t v R r r Q Edmonds CEMP Support Annex D - Appendix I Jan Packet Pg. 395 8.5.b SNOHOMISH HEALTH DISTRICT December 17, 2010 Phil Williams, Director City of Edmonds Public Works 7110 210t1i Street SW Edmonds, WA 98026 ENVIRO. „ENTAL HEALTH DIVISION 3020 Rucker Avenue, Suite 104 Everett, WA 98201-3900 425.339.5250 FAX:425.339.5254 Deaf/Hard of Hearing: 425.339.5252 (TTY) Subject: Approved Operation Plan for Neighborhood Collection Site Dear Mr, Williams: The Snohomish Health District would like to thank the City of Edmonds for partnering with Snohomish County in developing a coordinated response and recovery plan for collecting and removing waste following a debris generating event. The Snohomish Health District has reviewed and approved the City of Edmonds's NCS Operation Plan. These sites are intended to be operated during declared disaster as a component of the Debris Management Plan for Snohomish County. In consultation with the Department of Ecology it has been determined that the Debris Management Plan does not require a solid waste handling permit. Before opening these site(s), the City of Edmonds is to notify the Health District of its intent to operate, During the operation, the Heatth District will be available to provide technical assistance to your staff specific to handling and disposal of solid waste. Once the site(s) are closed, the Health District will do a final inspection to ensure that all waste has been removed and disposed of properly If you have any questions, please feel free to contact me at 425.339.5250, Sincerely, Aran �'Jcr, l� S, Enviro entaf Health Specialist AE: ek c: Dawn Marie Maurer, Department of Ecology Deanna Carveth, Snohomish County Solid Waste Edmonds CEMP Support Annex D - Appendix I Jan Packet Pg. 396 8.5.c INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES THIS 1NTERLOCAL AGREEMENT FOR EMRGENCY MANAGEMENT SERVICES (tire "Agreemen.t") is made and entered into this clay of . 20,tZ by and between SNOHOMISH COUNTY, a political subdivision of the Stake of vvasixington (the "County"), and the CITY OF i^� Qm a municipal corporation of the State of Washington (the "City") (individually ;`Party", and collectively `:Parties") pursuant to the Interlocal Cooperation Act, Chapter 39.34 RCW. RECITALS A. The County has established the Snohomish County Department of Emergency Management (hereinafter "SCDEM") as an emergency management agency within County government pursuant to Chapter 2.36 SCC. B. The County, acting through SCDEM, operates as a local organization for emergency management in accordance with relevant comprehensive emergency management plans and programs pursuant to Chapter 38.52 RCW. C. The City previously contracted for coordinated emergency management services through the Emergency Services Coordinating Agency. D. The City now desires to contract with the County for emergency management services, and the County is agreeable to providing the City with emergency management services subject to the terms and conditions detailed below. E. The coordinated emergency management services that SCDEM provides augment, but do not supplant, the City's responsibilities and obligations under Chapter 38.52 RCW. SCi}ENf and the City agree that over the course of this Agreement, the Parties will explore the possibility of SCDEM assuring all emergency management services for the City in future agreements. F. The County and City believe that it is in the public interest to provide and coordinate emergency management services as provided herein. AGREEMENT NOW, THEREFORE, in consideration of the respective agreements set forth below and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the County and the City agree as follows: 1. Purpose of Agreement. This Agreement is authorized by and entered into pursuant to Chapter 39.34 RCW. The purpose and intent of this Agreement is to provide an economical mechanism for administration INTERLOCAL AGREEMENT FOR G7o S EMERGENCY MANAGEMENTSERVICES RVICES I of? Packet Pg. 397 8.5.c and coordination of County and City emergency management programs, generally to protect the public peace, health, and safety and to preserve the lives and property of the people of the County and City. 2. Effective Date and Duration. This Agreement shall not take effect unless and until it has been duly executed by both Parties and either filed with the County Auditor or posted on the County's interlocal Agreements website. This Agreement shall remain in effect through midnight December 31, 2018, unless earlier tenninated pursuant to the provisions of Section 12 below, and the term of this Agreement may be extended or renewed for up to one (1) additional two (2) year term, upon City providing County written notice on or before June 15, 2018. County shall in writing approve or reject the extension or renewal within thirty (30) days of receiving notice of intent to extend or renew; PROVIDED FURTHER, that each Party's obligations after December 31, 2015, are contingent upon local legislative appropriation of necessary funds for this specific purpose in accordance with applicable lave. In the event that funds are not appropriated for this Agreement, then this Agreement shall terminate as of the last fiscal year for which funds are appropriated. The Party shall notify the other Party in writing of any non -allocation of funds at the earliest possible date. 3. Administrators. Each Party to this Agreement shall designate an individual (an "Administrator"), who maybe designated by title or position, to oversee and administer such Party's participation in this Agreement. The Parties' initial Administrators shall be the following individuals: Count 's Initial Administrator: City's Initial Administrator: John Pennington, Director Chief Al Compaan Snohomish County Department of City of Edmonds Emergency Management 121 51h Ave. N. 720 80"' Street SW, Building A Edmonds WA 98020 Everett, Washington 98203 Either Party may change its Administrator at any time by delivering written notice of such Patty's new Administrator to the other Party. 4. Emer enc - Mana ement Services. The County shall provide emergency management services, as described herein, to the City during the term of this Agreement in accordance with Chapter 38.52 RCW (the "Services"). The County will endeavor to provide the Services as described in its comprehensive emergency management plan and: (1) During the period from the Effective Date to midnight December 31, 2015, those Services as further described in Schedule Al, and (2) During the period from midnight December 31, 2015, to midnight December 31, 2018, those Services as further described in Schedule A2; PROVIDED, HOWEVER, that such Services shall be provided without warranty of any kind, including but not limited to the sufficiency or adequacy of the INTERI,OCAL, AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES 2 of 7 Packet Pg. 398 8.5.c actions of the Parties in response to an emergency or disaster or for support of search and rescue operations with regard to any person or property in distress. The City shall remain responsible the provision of all those services identified in Schedule B, attached hereto, as well as any other services the City is otherwise required by law to perform. 5. Advisory Board. The City shall be entitled during the term of this Agreement to representation on the SCDEM Advisory Board established by SCC 2.36.100. The duties of the Advisory Board are set forth in SCC 2.36.130, a copy of which is attached hereto and incorporated herein as Schedule C, as it now exists or is hereafter amended. 6. Independent Contractor. The County will perform all Services under this Agreement as an independent contractor and not as an agent, employee, or servant of the City. The County shall be solely responsible for control, supervision, direction and discipline of its personnel, who shall be employees and agents of the County and not the City. The County has the express right to direct and control the County's activities in providing the Services in accordance with the specifications set out in this Agreement. The City shall only have the right to ensure performance. 7. Compensation. 7.1 Annual Service Charko. Beginning January 1, 2016, the City shall pay an Annual Service Charge to the County calculated at a rate of $1.15 per capita based on the City's population number from the Office of Financial Management (OFM) April 1, 2015 estimate for Population of Cities, Towns and Counties Used for Allocation of Selected State Revenues State of Washington, as set forth in Schedule C. The Annual Service Charge includes the services described in this Agreement's Schedules, and reasonable operation and maintenance costs for which there will be no separate billing. The County shall invoice the City or its designee for the Annual Service Charge for all services performed by the County. The City shall be responsible for complete and timely payment of all amounts invoiced regardless of whether the City opts to participate in the invoiced services. Invoices will be sent quarterly or on any other schedule that is mutually convenient to the Parties. Payment of the Annual Service Charge is due and payable in quarterly installments on January 31, April 30, July 31, and October 31. 7.2 Adjustments to Annual Service ,har e. The Annual Service Charge shall be adjusted on January I of the subsequent years as follows: (1) the new year's per capita rate shall be the previous year's per capita rate adjusted by the amount of the change in the Bureau of Labor Statistics Consumer Brice Index - Urban Wage Earner (CPI-W) for the Seattle -Tacoma - Bremerton area for the period from. April to April; and (2) the City's population number from the Office of Financial Management (OFM) based on the April I population estimate.for Population of Cities, Towns and Counties U.ved for- Allocation of Selected State Revenues State of Washington. By July 10 of each year, the County shall issue a revision to Schedule D to reflect the City's population number from the Office of Financial Management (OFM) April I estimate INTERLOCAT. AGREEMENT FOR EMERGENCY MANAGEMENTSERVICES 3 of 7 Packet Pg. 399 8.5.c for Population of Cities, Towns and Counties Used for Allocation of Selected State Revenues State of Washington and the resulting Annual Service Charge for the subsequent year. 7.3 Emergency Management Performance Grant. The City agrees that by entering into this Agreement, effective January 1, 2016, it will forgo applying for future Emergency Management Performance Grant (EMPG) monies. The City further agrees that to the extent it receives future EMPG monies after January 1, 2016; such funds will be transferred by the City to SCDEM within thirty (30) days of receipt. S. Hold Harmless and Indengilfication. Except in those situations where the Parties have statutory or common law immunity for their actions and/or inactions and to the extent permitted by state law, and for the limited purposes set forth in this Agreement, each Party shall protect, defend, hold harmless and indemnify the other Party, its officers, elected officials, agents and employees, while acting within the scope of their employment as such, from and against any and all claims {including demands, suits, penalties, liabilities, damages, costs, expenses, or losses of any kind or nature whatsoever including attorney's fees) arising out of or in any way resulting from such Party's own negligent acts, errors, or omissions or willful misconduct related to such Party"s participation and obligations under this Agreement. .Each Party agrees that its obligations under this subsection extend to any claim, demand, and/or cause of action brought by or on behalf of any of its employees or agents. For this purpose, each Party, by mutual negotiation, hereby waives, with respect to the other Party only, any immunity that would otherwise be available against such claims under the industrial insurance act provisions of Title 51 RCW. 9. Privileges and Immunities. Whenever the employees of the County or the City are rendering outside aid pursuant to the authority contained in RCW 38.52.070 and 38.52.080(l), such employees shall have the same powers, duties, privileges, and immunities as if they were performing their duties in the County or the City in which they are normally employed. Nothing in this Agreement shall affect any other power, duty, right, privilege, or immunity afforded the County or the City in Chapter 38.52 RCW. 10. Liability Related to City Ordinances, Policies, Rules and Repulations. In executing this Agreement, the County does not assume liability or responsibility for or in any way release the City from any liability or responsibility which arises in whole or in part from the existence or effect of City ordinances, policies, rules or regulations. If any cause, claim, suit, action or administrative proceeding is commenced in which the enforceability and/or validity of any such City ordinance, policy, rule or regulation is at issue, the City shall defend the same at its sole expense and, if judgment is entered or damages are awarded against the City, the County, or both, the City shall satisfy the sane, including all chargeable costs and reasonable attorney's fees. 11, Compliance with Laws. iNTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES 4 of 7 _ _ Packet Pg. 400 8.5.c In the performance of its obligations under this Agreement, each Party shall comply with all applicable federal, state, and local laws, rules and regulations. 12. Early Termination. Either Party may terminate this Agreement, with or without cause, upon written notice to the other Party by no later than June 15 of the year of termination. Termination pursuant to this Section will become effective on December 31 of the calendar year in which the termination notice is given. 13. Notices. All notices required to be given by any Party to the other Party under this Agreement shall be in writing and shall be delivered either in person, by United States mail, or by electronic mail (email) to the applicable Administrator or the Administrator's designee. Notice delivered in person shall be deemed given when accepted by the recipient. Notice by United States mail shall be deemed given as of the date the same is deposited in the United States mail, postage prepaid, and addressed to the Administrator, or their designee, at the addresses set forth in Section 3 of this Agreement. Notice delivered by email shall be deemed given as of the date and time received by the recipient. 14. Performance. 'Time is of the essence of the Agreement in each and all of the provisions and scope of services in which performance is a factor. 15. Entire Agreement; Amendment. This Agreement constitutes the entire agreement between the Parties regarding the subject matter hereof, and supersedes any and all prior oral or written agreements between the Parties regarding the subject matter contained herein. This Agreement may not be modified or amended in any manner except by a written document executed with the same formalities as required for this Agreement and signed by the Party against whom such modification is sought to be enforced. 16. Conflicts between Attachments and Text. Should any conflicts exist between any attached exhibit or schedule and the text or main body of this Agreement, the text or main body of this Agreement shall prevail. 17. Governing Law and Venue. This Agreement shall be governed by and enforced in accordance, with the laws of the State of Washington. The venue of any action arising out of this Agreement shall be in the Superior Court of the State of Washington, in and for Snohomish County. In the event that a TNTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES 5 of 7 _ _ _ Packet Pg. 401 8.5.c lawsuit is instituted to enforce any provision of this Agreement, the prevailing Party shall be entitled to recover all costs of such a lawsuit, including reasonable attorney"s fees. 18. Interpretation. This Agreement and each of the terms and provisions of it are deemed to have been explicitly negotiated by the Parties, and the language in all parts of this Agreement shall, in all cases, be construed according to its fair meaning and not strictly for or against either of the Parties hereto. The captions and headings in this Agreement are used only for convenience and are not intended to affect the interpretation of the provisions of this Agreement. This Agreement shall be construed so that wherever applicable the use of the singular number shall include the plural number, and vice versa, and the use of any gender shall be applicable to all genders. 19. Seyerabiiity. If any provision of this Agreement or the application thereof to any person or circumstance shall, for any reason and to any extent, be found invalid or unenforceable, the remainder of this Agreement and the application of that provision to other persons or circumstances shall not be affected thereby, but shall instead continue In full force and effect, to the extent permitted by law. 20. No Waiver. Failure by either Party at any time to require performance by the other Party under this Agreement or to claim a breach of any provision of this Agreement shall not be construed as affecting any subsequent breach hereof or the right to require performance or affect the ability to claim a breach with respect hereto. 21. No Assienment. This Agreement shall not be assigned, either in whole or in part, by either Party without the express written consent of the other Party, which may be granted or withheld in such Party's sole discretion. Any attempt to assign this Agreement in violation of the preceding sentence shall be null and void and shall constitute a default under this Agreement. 22. Warranty of Authority. Each of the signatories hereto warrants and represents that he or she is competent and authorized to enter into this Agreement on behalf of the Party for whore he or she purports to sign-i this Agreement. 23. No .Joint Venture. Nothing contained in this Agreement shall be construed as creating any type or manner of partnership, joint venture or other joint enterprise between the Parties. INTERLOCAI, AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES 6 of 7 Packet Pg. 402 8.5.c 24. No Separate Entity Necessary. The Parties agree that no separate legal or administrative entities are necessary to carry out this Agreement. 25. Ownership of Proper Except as expressly provided to the contrary in this Agreement, any real or personal property used or acquired by either Party in connection with its performance under this Agreement will remain the sole property of such Party, and the other Party shall have no interest therein. 26. No Third Party Beneflciaries. This Agreement and each and every provision hereof is for the sole benefit of the City and the County. No other persons or Patties shall be deemed to have any rights in, under or to this Agreement. 27. Execution in Counterparts This Agreement may be executed in two or more counterparts, each of which shall constitute an original and all of which shall constitute one and the same agreement. INTERLOCAL AGREEMENT FOR EMERGENCY MANAGENIE;NT SERVICES 7 c�F7 Packet Pg. 403 - 8.5.c iN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first above written. COUNTY: Snohomish County, apolitical subdivision of the State of Washington N Title: F�K6eGt l htle CITY: City of EED14j0Ajb S , a Washington 111Lillicip c-)riaora n gy s N,une: OAV O. EAR UPI& Title: R,AA O� roved as to insura ee Approved to Form: n 1C• tiof! 1 5: Risk Management City Attorney APprave to Form: Deputy Prosec ti Attorney COUNCIL USE ONLY Approved: ~ 3 Dodile. IN'TERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES 8 of 7 Packet Pg. 404 8.5.c Schedule Al Description of Emergency Management Services The County provides Emergency Management Services ("Services") through its Department of Emergency Management ("SCDEM") to Cities, Towns, and Tribes (individually "Participating Jurisdiction", and collectively "Participating Jurisdictions"). These Services shall include the following: 1. Response Coordination: SCDEM will coordinate emergency management activities in order to endeavor to minimize death, injury, and damages to property, the economy, and the environment during natural or man-made disasters as follows: a. Maintain an emergency management organization compliant with state and federal guidelines, adhering to the commonly practiced principles of emergency management, and utilizing the National Incident Management System (NIMS) and the Incident Command System (ICS). b. Provide a 24 hour per day Duty Officer for emergency management issues. The SCDEM Duty Officer is available via SNOPAC. C. During disasters, as defined by RCW 38.52.010(6), activate the Snohomish County Emergency Operations Center (SCEOC) to support the Participating Jurisdiction. Requests to activate the SCEOC will be made to the Duty Officer via SNOPAC. The level of SCEOC activation will depend on the situation and the need for coordination and support. The decision to activate the SCEOC, and at what level; is made by the SCDEM Director, Deputy Director, or the appropriate designee in the SCDEM line of succession. d. Make available the County's emergency resources not required for use elsewhere during emergencies. Use shall be determined and prioritized by the SCDEM. The Participating Jurisdictions agree that the County shall remain harmless in the event of non - availability or non-performance of the equipment. As needed, SCDEM will request additional assistance on behalf of the jurisdictions through established emergency management protocols ---- from the County to State, State to Region, and Region to National levels. e. Under the provisions of SCC Chapter 2.36, initiate through the County Executive a Declaration of Emergency when SCDEM determines that a public disorder, disaster, energy emergency, or riot exists which affects the life, health, property or public peace. f. When requested, and at the discretion of the SCDEM Director, Deputy Director, or the appropriate designee in the SCDEM line of succession, SCDEM will deploy a liaison(s) to the Participating Jurisdiction to directly assist with incident management leadership, technical support and assistance, and/or use of mobile assets. During activation of its EOC, SCDEM may request that jurisdictions deploy liaisons to the Snohomish County EOC to, among other things, enhance communication between the EOC and the incident site(s). INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES — Schedule At Al -I Packet Pg. 405 _ 8.5.c 2. Emergency Communications: SCDEM and the Participating Jurisdiction will utilize communication protocols and guidance established in the Snohomish County Comprehensive Emergency Management Plan (CEMP). SCDEM will provide the Participating Jurisdiction with training and information or technical assistance to endeavor to ensure communications compatibility and effectiveness during a crisis. SCDEM will utilize multiple means of communication to notify, warn and provide information and instruction to the general public regarding impending or occurring disasters. 3. Volunteer / Emergency Worker Management: SCDEM will work in conjunction with the Participating Jurisdiction to maintain the viability of their Community Emergency Response Team (CERT) and/or Radio Amateur Civil Emergency Service (RACES) radio operators, as applicable. a. SCDEM will create an AlertSense notification database and act as a resoureing center for CERT and RACES teach assistance. b. SCDEM will facilitate temporary Emergency Worker registration for CERT and RACES team members during activations. INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES -Schedule A[ Al 2 Packet Pg. 406 8.5.c Schedule A2 Description of Emergency Management Services The County shall provide Emergency Management Services (the "Services") through its Department of Emergency Management ("SCDEM") to Cities, Towns, and Tribes (individually "Participating Jurisdiction", and collectively "Participating Jurisdictions"). These Services shall include the following: 1. .Disaster Response and Recovery Coordination. SCDEM will coordinate emergency management activities in order to endeavor to minimize death, injury, and damages to property, the economy, and the environment during natural or man-made disasters as follows: a. Maintain an emergency management organization compliant with state and federal guidelines, adhering to the commonly practiced principles of emergency management and utilizing the tenets of the National Incident Management System (NIMS). b. Provide a 24 hour per day Duty Officer for emergency management issues. The Duty Officer is available via SNOPAC. C. During disasters as defined by RCW 38.52.01.0(6), activate the Snohomish County Emergency Operations Center (SCEOC) to support Participating Jurisdictions. Requests to activate the SCEOC will be made to the Duty Officer via SNOPAC. The level of SCEOC activation will depend on the situation and the need for coordination and support. The decision to activate the SCEOC, and at what level, is made by the SCDEM Director, Deputy Director, or the appropriate designee in the SCDEM line of succession. When requested, and at the discretion of the SCDEM Director, Deputy Director, or the appropriate designee in the SCDEM litre of succession, SCDEM will deploy a liaison(s) to the Participating Jurisdiction to directly assist with incident management leadership, tecluzical support and assistance, and/or use of mobile assets. During activation of the SCEOC, SCDEM may request that jurisdictions deploy liaisons to the Snohomish County SCEOC to, among other things, enhance communication between the EOC and the incident site(s). d. During disasters, as defined by RCW 38.52.Qt0(6), activate the Snohomish County Comprehensive Emergency Management Plan (SCCEMP) and Emergency Operations Plan (SCEOP). These plans articulate the roles and responsibilities of the County and its jurisdictions, and the SCEOC's procedures, respectively. Participating Jurisdictions will, with the support of SCDEM as outlined in Section 2 of this schedule, develop and maintain plans and procedures that support the SCCEMP and SCEOP. C. Make available the County's emergency resources not required for use elsewhere during emergencies. Use shall he determined and prioritized by SCDEM. The County shall remain harmless in the event of non -availability or non-performance of the equipment. INTERI.00AL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES — Schedule A2 A2-1 .. Packet Pg. 407 8.5.c f. As needed, SCDEM will request additional assistance on behalf of the Participating Jurisdictions through established emergency management protocols —from the County to State, State to Region, and Region to National levels. g. Under the provisions of SCC Chapter 2.36, initiate, through the County Executive a Proclamation of Emergency when SCDEM determines that a public disorder, disaster, energy emergency, or riot exists which affects the life, health, property or public peace. h. SCDEMM, in conjunction with the Participating Jurisdiction and the State's Emergency Management Division (EMD), will coordinate FEMA's post -disaster preliminary damage assessment (PDA) process. The Participating Jurisdiction will be responsible for tracking and reporting activities potentially reimbursable by federal and/or state disaster assistance programs. Each Participating Jurisdiction remains responsible for the costs it incurs. i. When requested and practicable, SCDEM will provide technical assistance to support Participating Jurisdictions' disaster recovery efforts. 2. Planning, Training, and Exercises: SCDEM will maintain emergency management plans in accordance with applicable state and federal laws, regulations, and guidance. It will also maintain training and exercise programs that adhere to state and federal guidance including the National Incident Management System (NIMS), Homeland Security Exercise and Evaluation Program (HSEEP), and Emergency Management Perfor-lance Grant (EMPG). a. SCDEM will provide technical assistance (templates, meeting facilitation, and plan review) to Participating Jurisdictions in order for them to maintain a comprehensive emergency management plan (CEMP) that meets the requirements set forth in RCW 38.52.030 and WAC 118-30-060. b. SCDEM will maintain a multi jurisdictional hazard mitigation plan (HMP) that complies with the Disaster Mitigation Act of 2000 (DMA2K) and 44 CFR §201.6 and, when requested, provide technical assistance in order for its Participating Jurisdictions to meet the requirements for participation in the HMP. C. When requested, and at the discretion of the SCDEM Director or Deputy Director, SCDEM will provide technical assistance and/or templates to Participating Jurisdictions in order to develop functional emergency management plans and procedures. Examples of such plans include mass fatality plans, disaster debris management plans, emergency operations plans, and emergency operations center procedures. d. SCDEM will conduct an annual training and exercise planning workshop (TEPW) in order to develop a coordinated training and exercise calendar. Participating Jurisdictions desiring training and exercise support from SCDEM must be represented at the TEPW. SCDEM will coordinate one county -level functional exercise annually and provide additional training and exercise opportunities based upon the population or type of the jurisdiction as described below. IN'FERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES - Schedule A2 A2-2 - __ Packet Pg. 408 8.5.c i. Jurisdictions with a population greater than 10,000 and Tribal Nations; SCDEM will provide, at a minimum, the delivery of two training and two exercise opportunities annually. ii. Jurisdictions with a population of 10,000 or less: SCDEM will provide, at a minimum, the delivery of one training and one exercise opportunity annually. 3. Warning, Notification, and Emergency Communications: SCDEM and the Participating Jurisdiction will utilize protocols and guidance established in the Snohomish County Comprehensive Emergency Management Plan (CEMP) and SCDEM Emergency Operations Plan (EOP). a. As resources allow, SCDEM will utilize multiple means of communication to notify, warn, and/or provide information and instruction to the general public regarding impending or occurring disasters. b. SCDEM will provide the Participating Jurisdiction with training, information, and/or technical assistance to endeavor to ensure communications interoperability during a crisis. C. SCDEM will facilitate access to, and training on, applicable incident management sites and software. 4. Volunteer / Emergency Worker Management: SCDEM will work in collaboration with Participating Jurisdictions to develop volunteer capabilities that augment Participating Jurisdictions' local disaster response efforts; specifically, the Snohomish Emergency Response Volunteers (SERV), Community Emergency Response Team (CERT) and/or an emergency communications volunteer group, e.g. the Snohomish County Auxiliary Communications Service (ACS). a. SCDEM will maintain a central database of these volunteers and facilitate their registration as emergency workers in accordance with the Washington State Emergency Workers' Program. Annually, SCDEM will provide to the Participating Jurisdictions a list of the volunteers living within each jurisdiction's respective boundaries- b. SCDEM will create AlertSense notification lists for these groups. C. SCDEM will develop, maintain, and centrally manage the Snohomish Emergency Response Volunteer (SERV) group. This group's purpose is to provide volunteers able to augment jurisdictional emergency operation centers (EOCs), manage community points of distribution (CPODs), and manage volunteer reception centers (V RCs). d. SCDEM will provide oversight for a countywide CERT capability based on self -organized and governed CERT teams in a regional construct. In this construct, SCDEM will provide initial CERT training and support volunteer Regional Coordinators that will be INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES --- Schedule A2 A2-3 Packet Pg. 409 8.5.c responsible for coordinating with the SCDEM Volunteer Coordinator for ongoing training, recruiting, and meeting place logistics. i. SCDEM will provide, at a minimum, annual initial training for CERT volunteers. Initial training will consist of the CERT program as outlined by FEMA's Emergency Management Institute (EMI) and damage assessment (i.e. windshield survey) training. ii. SCDEM's Volunteer Coordinator will meet with the Regional Coordinators annually to establish a yearly training calendar for the regional teams, and then quarterly throughout the year. iii. Semiannually, SCDEM will host a countywide CERT meeting. Each team's Regional Coordinator, with the support of SCDEM, will be responsible for additional meetings and trainings. iv. SCDEM, in collaboration with the Regional Coordinators, will develop and maintain countywide CERT policies that ensure consistency and are applicable to all of the regional teams. C. SCDEIVI will provide oversight to the Snohomish Count, Auxiliary Communications Service (ACS) function, which provides emergency communications services to SCDEM, its Participating Jurisdictions, as well as hospitals and the Snohomish County Regional Chapter of the American Red Cross. E Using volunteers (as groups or individuals) for activities outside of the scope of their intended purpose and/or training places them outside of the scope of RCW 38.52,180, WAC l 18-04, and this Agreement. These volunteers cannot be afforded protection under the Washington State Emergency Workers Program; therefore the requesting jurisdiction is required to provide coverage in accordance with L&I Industrial Insurance regulations. 5. Outreach and Preparedness: SCDEM will work in conjunction with Participating Jurisdictions to provide disaster -related preparedness and education in order to improve overall community resilience. a. SCDEM leadership will meet semi-annually with Participating Jurisdictions' leadership to discuss community -specific concerns and needs. h. SCDEM will convene meetings of its Advisory Board (see Schedule C) quarterly. C. SCDEM will provide preparedness presentations based upon the population or type of the jurisdiction as described below. Requests for presentations will be made at least 60 days prior to the date of the presentation. tNTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES — Schedule A2 A2-4 Packet Pg. 410 8.5.c i. Jurisdictions with a population greater than 10,000 and Tribal Nations: Four presentations per year. ii. Jurisdictions with a population of 10,000 or less: Two presentations per year. INTERL.00AL .AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES — Schedule A2 A2-5 _ _ - -- Packet Pg. 411 8.5.c Schedule B Expectations of Participating Jurisdiction As stated in Section 4 of the Agreement, the services provided by SCDEM augment the Participating Jurisdictions. This schedule outlines some, but not all, of the areas for which the Participating Jurisdictions retain responsibility. 1. Disaster Response and Recovery Coordination: Participating Jurisdictions will coordinate their emergency management activities with SCDEM in order to endeavor to minimize death, injury, and damages to property, the economy, and the environment during natural or man-made disasters as follows: a. Maintain a jurisdiction -level incident management structure that utilizes the principles of the National Incident Management System (NIMS). b. During disasters, as defined by RCW 38.52.010(6), activate their incident management structure and notify SCDEM as soon as practicable. C. When requested and practicable, deploy a liaison to the Snohomish County EOC to enhance coordination between the SCEOC and the jurisdiction. d. During disasters, as defined by RCW 38.52.010(6), activate the jurisdiction's Comprehensive Emergency Management Plan (CEMP). e. Under the provisions of applicable code, initiate through the jurisdiction's appropriate authority, a Proclamation of Emergency when the jurisdiction determines that a public disorder, disaster, energy emergency, or riot exists which affects the life, health, property or public peace. Notify SCDEM as soon as practicable of the intent to proclaim a disaster and provide SCDEM with a copy of the proclamation as soon as practicable. L Work in conjunction with SCDEM during FEMA's post -disaster preliminary damage assessment (PDA) process. Track and .report activities potentially reimbursable by federal and/or state disaster assistance programs. 2. Planning, Training, and Exercises: Participating Jurisdictions, with SCDEM assistance, will develop and maintain emergency management plans; train staff necessary to implement those plan; and exercise those staff and plans accordingly. In order to achieve this, Participating Jurisdictions should: a. Provide a point of contact to SCDEM. b. Convene work groups and provide meeting space as necessary to facilitate the development of plans including the jurisdiction's comprehensive emergency management plan, hazard mitigation plan, functional emergency management plans, etc., as applicable. INTERLOCAL. AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES- Schedule B R-t Packet Pg. 412 8.5.c C. Send a representative to participate in SCDEM's annual training and exercise planning workshop (TEPW) per Section 2 of Schedule A2. 3. Warning, Notification, and Emergency Communications: Utilize established protocols and guidance to wane, notify, and communicate before, during, and after disasters. a. identify pre -designated areas and messages that can be loaded into the AlertSense notification system. b. Participate in monthly communications checks with SCDEM. C. Identify incident management staff to receive access to, and training on, applicable incident management sites and software. 4. Volunteer / Emergency `'Yorker .[Management: Work in collaboration with SCDEM to develop capabilities that augment local disaster response efforts; specifically, the Snohomish Emergency Response Volunteers (SERV), Community Emergency Response Team (CERT) and%or an emergency communications volunteer group, e.g. the Snohomish County Auxiliary Communications Service (ACS). a. Identify potential volunteers for membership in SERV, CERT, and/or ACS. b. When practicable, support volunteer activities in their region by providing meeting space. C. When practicable, integrate volunteers into the jurisdiction's flans, training, and exercising. d. If desiring to utilize volunteers for duties outside of the scope of their intended purpose and/or training, provide said additional training. Using these volunteers (as groups or individuals) for activities outside of the scope of their intended purpose and/or training places them outside of the scope of RCW 3 8.52. t 80 and WAC 118-04. 'These volunteers cannot be afforded protection under the Washington State Emergency Workers Prograrn; therefore the requesting jurisdiction is required to provide coverage in accordance with L&1 Industrial Insurance regulations. 5. Outreach and Preparedness: Work in conjunction with SCDEM to provide disaster -related preparedness and education in order to improve overall community resilience. a. Meet semi-annually with SCDEM's leadership to discuss community - specific concerns and needs. b. Assign a representative to attend the quarterly Advisory Board meeting. INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES Schedule B E-Z . - __ - Packet Pg. 413 8.5.c C. Submit requests for presentations at least 60 days prior to the date of the presentation. INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES - Schedule B B-3 Packet Pg. 414 8.5.c Schedule C SCC 2.36.130 Duties of the advisory board. (1) The board shall serve in an advisory capacity and have the power to make recommendations to the county. (2) The board shall advise the director of emergency management in recommending to the executive, actions on the following: (a) Emergency management plans; (b) The department's budget; (c) Rate schedules for emergency management service charges paid by contracting agencies; (d) Grant applications and utilization of awarded grant fiends; and (e) Other matters as requested by the county executive or the director INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES — Schedule C Packet Pg. 415 8.5.c Schedule D Service Fees by Jurisdiction 2016 Service Fees Jurisdiction April 1, 2015 2016 per Capita Rate2 2016 Fees3 Population Est. Arlington -�� -'- 18,490 $1.15 21,295 Brier 6,500 $1.15 7,486 Darrin ton 1 350 $1.15 1,555 Edmonds 40,490 $1.15 46,633 Gold Bar 2,115 .r Granite Falls -- -T - 3,300 $1.15 $1.15 - $1.15 2,436 ^-__-- - 3,904 -- 184 Index 160 Lake Stevens 29,900 $1.15 34,437 Lynnwood 36,420 $1,15 41,946 Marysville 64,140 $1,15 73,872 Mill Creek $1.15 22.758 Monroe -- _19,760 17,620 _ $1.15 24.290 24.071 Mountlake Terrace Mukilteo 21,090 20,900 $1,15 $1.15 _ Snohomish 9,385 $1.15 10.809 Stanwood Sultan 6,685 4,680 $1.15 $1.15 7,584 5,390 Woodwa 1,335 $1.15 _--1,538 5,202 Tulalip Tribes` _ 4,517 $1.15 5til1a uarntsh Tribes 280 $1.15 322 TOTALS 1 309,107 $1.15 356.007 'Source: State of Washington, Office of Financial Management, April 1, 2015 Estimates: h ttp:1Jwww. ofm.wa. govlpo pfa pril I Idefault. asp 2The 2016 Per Capita Rate i5 the 2015 Per Capita Rate ($1,1543) adjusted by the change in CPI-W from April 2014 to April 2015, -0-22%. 3The 2016 fees are based on the April 1. 2015 population estimate and the 2016 per capita rate ($1.1517)_ °The Tulalip Tribes population numbers will be obtained from the Tulalip Tribes Enrollment Department once every year. $The Stillaguamish Tribe population numbers will be obtained from the 5tillaguamish Tribe Enrollment Officer once every year. IWERLOCAL AGREEMENT FOR EMERGENCY MANAGI MEN-T SERVICES Schedute IJ D-I Packet Pg. 416 8.5.c SNOHOMISH COUNTY COUNCIL Snohomish County, Washington MOTION NO. 16-020 APPROVING THE INTERLOCAL AGREEMENT FOR EMERGENCY MANAGEMENT SERVICES BETWEEN SNOHOMISH COUNTY AND THE CITY OF EDMONDS, WA WHEREAS, the County has established the Snohomish County Department of Emergency Management (hereinafter "SCDEM") as an emergency management agency within County government pursuant to Chapter 2.36 SCC; and WHEREAS, the County, acting through SCDEM, operates as a local organization for emergency management in accordance with relevant comprehensive emergency management plans and programs pursuant to Chapter 38.52 RCW; and WHEREAS, many cities, towns, and tribes have indicated an interest in contracting with the County for emergency management services; and WHEREAS, on August 19, 2015, the County Council held a public hearing to consider approving form interlocal agreements for emergency management services with cities, towns, and tribes; and WHEREAS, by Ordinance No. 15-055, passed on August 19, 2015, the County Council approved form interlocal agreements for emergency management services with cities, towns, and tribes, including services rates for such services; and WHEREAS, Ordinance No. 15-055, further provided that the individual interlocal agreements substantially in the form of those agreements attached to Ordinance No. 15-055 would be subsequently approved by the County Council by motion; and WHEREAS, the Snohomish County Executive has negotiated interlocal agreements for emergency management services with cities, towns, and tribes in substantially the form of those agreements attached to Ordinance No. 15-055; NOW, THEREFORE, ON MOTION, pursuant to Ordinance No. 15-055, the Snohomish County Council authorizes the Executive to enter into and execute the interlocal agreement for emergency management services with the City of Edmonds in the amount of $46,633.00. PASSED this 3rd day of February, 2016. SNOHOMISH COUNTY COUNCIL Snohomish County, Washington Council Chair Packet Pg. 417 8.5.d 0006.070.024 PAO/ldh/gjz 11/10/97 ORDINANCE NO. 3196 AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING CHAPTER 6.60 ECC IN ORDER TO PROVIDE .FOR MODIFICATIONS TO THE CITY'S EMERGENCY MANAGEMENT ORGANIZATION AND TO ELIMINATE THE NEED FOR COUNCIL APPROVAL OF MODIFICATION TO THE CITY' S EMERGENCY OPERATIONS PLAN AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. WHEREAS, after a considerable effort and review, the City of Edmonds has drafted a new Emergency Operations Plan, and WHEREAS, some of the changes in the new plan involve changes to the City's Emergency Management Organization that necessitate amendment to the City's emergency management ordinance, and WHEREAS, it is also the desire of the City Council to remove City Council approval requirements for modifications to the Emergency Operations Plan, in order to facilitate the efficient refinement of the Plan, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. ECC 6.60.020 is hereby repealed and replaced with the following: 6.60.020 Defuutions A. Disaster. (1) "Disaster" as used in this chapter shall mean an event or set of circumstances which: (a) demands immediate action to preserve public health, protect life, protect public property or to provide relief to any stricken area within the City PA0178640.1 -1- Packet Pg. 418 8.5.d overtaken by such occurrences, or (b) reaches such a dimension or degree or destructiveness as to warrant the Mayor proclaiming the existence of a disaster or the Governor declaring a state of emergency in accordance with appropriate local and state statute. (2) The proclamation of a disaster by the Mayor shall be accompanied simultaneously by: (a) a public proclamation posted on the exterior of all City offices, schools and libraries; and (b) the prompt effort to serve personal notice to all members of the City Council, with service modes to include confirmed telephone contact or personal service by City staff. B. Emergency Services Coordinating Agency. The Emergency Services Coordinating Agency (ESCA) is a local government agency created pursuant to Chapter 38.52 RCW that provides local disaster management functions for the Edmonds area, including coordination between Edmonds and other agencies and organizations for disaster preparedness and disaster response. Section 2. ECC 6.60.030 is hereby repealed and replaced with the following: 6.60.030 Emergency Operations Plan The Emergency Operations Plan, to the extent that it does not conflict with this chapter, shall govern disaster preparedness and disaster response in the City of Edmonds. The Emergency Operations Plan and any amendments thereto shall be subject to the approval of the Mayor and shall immediately take effect upon approval by the Mayor. Section 3. ECC 6.60.035 is hereby added to the ECC to provide as follows: 6.60.035 Emergency Management Organization The Emergency Management Organization of the City of Edmonds is created and shall consist of the following: A. The Mayor, who shall be the administrative head and have direct responsibility for the organization, administration and operation of the Emergency Management Organization for the City of Edmonds and direct responsibility for the disaster operations of departments in the City; B. The Disaster Coordinator, who shall be appointed by and be subject to the supervision of the Mayor and who shall be responsible for the administration and operation of the Emergency Management Organization, including the issuance of PA0178640.1 -2- Packet Pg. 419 8.5.d recommendations to the Mayor on the amendment and implementation of the Emergency Operations Plan; C. The Emergency Operations Board, which oversees and provides policy recommendation to the City Council during disaster and recovery periods and provides direction for the development and maintenance of the Emergency Operations Plan. The Emergency Operations Board shall oversee the activities of, and provide direction to the Emergency Management Committee during major emergencies and disasters. The Emergency Operations Board provides policy direction for disaster preparedness and mitigation. The Mayor shall serve as chair of the Emergency Operations Board and the Disaster Coordinator shall serve as vice -chair. The remaining membership of the Emergency Operations Board shall be as designated in the Emergency Operations Plan; D. The Emergency Management Committee, which provides staff support, direction and expertise in development of the Emergency Operations Plan and all supporting documents. The Disaster Coordinator shall serve as chair of the Committee. The Emergency Operations Plan may also designate the ESCA director as a co-chair of the Committee. Other membership in the committee shall be as designated in the Emergency Operations Plan. Section 4. ECC 6.60.040 is hereby amended to provide as follows: 6.60.040 Powers and Duties of Disaster Coordinator in Preparation for a Disaster Subject to the direction and control of the Mayor, the Disaster Coordinator shall be empowered as follows: A. Direct responsibility for disaster coordination, including, but not limited to,' the organization, administration, and operation of the Emergency Management Committee, and the resolution of questions of authority and responsibility arising among the various members of such organization. B. To draft, review, and recommend disaster preparedness and mutual aid plans and/or agreements, and such ordinances and resolutions as are necessary to implement such plans and agreements. C. To organize and direct the training of the Emergency PA0178640.1 RE Packet Pg. 420 8.5.d follows: Management Committee, including practice drills. D. To represent the City in all dealings with public and/or private agencies regarding the provision of disaster services in the event of a disaster. E. To designate buildings and/or premises as shelters for persons and/or property in the event of a disaster. F. To propose rules and regulations on matters reasonably related to the protection of lives and/or property injured or damages, or likely to be injured or damaged by a disaster. Section 5. A new ECC 6.60.065 is hereby added to the ECC to provide as 6.60.065 Temporary Replacement of the Mayor The following elected officials shall, in the order listed, act on behalf of the Mayor if he/she is unable to carry out his/her duties, in carrying out the purposes of this chapter or the provisions of the Emergency Management Plan. A. The Council President; B. The most senior City Councilmember; C. The remaining City Councilmembers in order of continuous seniority. Section 6. Severability. If any section, sentence, clause or phrase of this ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this ordinance. PAO178640.1 Im Packet Pg. 421 8.5.d Section 7. Effective Date. This ordinance, being an exercise of a power specifically delegated to the City legislative body, is not subject to referendum, and shall take effect five (5) days after passage and publication of an approved summary thereof consisting of the title. APPROVED: — - EFEW-MON MAYOR, ATTEST/AUTHENTICATED : 2dtt*-� 4z CITY CLERK, SANDRA S. CHASE APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY: BY ) &&Z/ FILED WITH THE CITY CLERK: 03/13/98 PASSED BY THE CITY COUNCIL: 03/17/98 PUBLISHED: 03/22/98 EFFECTIVE DATE: 03/27/98 ORDINANCE NO. 3196 PA0178640.1 -5- Packet Pg. 422 8.5.d SUMMARY OF ORDINANCE NO. 3196 of the City of Edmonds, Washington On the 17th day of March, 1998, the City Council of the City of Edmonds, passed Ordinance No. 3196. A summary of the content of said ordinance, consisting of the title, provides as follows: AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, REPLACING CHAPTER 6.60 ECC IN ORDER TO PROVIDE FOR MODIFICATIONS TO THE CITY'S EMERGENCY MANAGEMENT ORGANIZATION AND TO ELIMINATE THE NEED FOR COUNCIL APPROVAL OF MODIFICATION TO THE CITY' S EMERGENCY OPERATIONS PLAN AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. The full text of this Ordinance will be mailed upon request. DATED this 18th day of March, 1998. CITY CLERK, SANDRA S. CHASE Packet Pg. 423 8.5.d RECEIVED STATE OF WASHINGTON, COUNTY OF SNOHO'_YISH, SUMMARY OF ORDINANCE NO. 3196 of the City of Edmonds, Washington On the 17th day of March,, 1998. the City Council of the• City of Edmonds ppassed. Ordinance No. 3196. A sum - ma ry of the content of said ordinance, consisting of the? Ss. Affidavit of Publication APR - 1 1998 EDMONDS CITY CLERK The undersigned, being first duly sworn on oath deposes and says that she is Principal Clerk of THE HERALD, a daily newspaper printed and published in the City of -Everett, County of Snohomish, and State of Washington; that said newspaper is a newspaper of general circulation in said County and State; that said newspaper has been approved as a legal newspaper by order of the Superior Court of Snohomish County and that the notice ........................................ Summary of Ordinance No. 3196 .......................................................................................................... ................... CITY's EMERGENCY OP-1 ERATIONSPLAN AND FIXING ...................................................................-•--•---...................------•--...---------...........------•-- A TIME WHEN THE SAME SHALL BECOME EFFECTIVE. a printed copy of which is hereunto attached, was published in said The full text of this Ordi- nance will be mailed upon request. newspaper proper and not in supplement form, in the regular and DATED this 181h day of March, 1998. CITY CLERK 1 entire edition of said paper on the following days and times, namely: SANDRA S. �HASE� Published: March 22, 1998. March 22, 1998 ................................ ...................................................................................... .......... ........................................... .............*.......... , ............................ nd hat said newspaper was regul y dis ibuted t its subscribers duri g all of said period. 1 ............ % rincioal Clerk Subscribed and sworn to before me this ........ �3rd .................... 'ashington, B _ 2.1 Packet Pg. 424 8.5.e Good Morning, There is much confusion out in the public and within Council regarding the legislative responsibilities regarding 6.60 and how it was motioned on Tuesday 3/24. Now that we are having Study Sessions or Committee of the Whole, can we add this to the agenda so that all of us can talk this through as to what our next legislative steps and how we will return to compliance to the comprehensive emergency plan? Questions would be and these are in no particular order -just throwing questions out: 1) Who is in charge of this subgroup and what are the timeframes? 2) Can we have a subgroup as yesterday some of us were confused by the OPMA email provided by Jeff. 3) What are Council Members opinions (i.e. should we be using Seattle's or Everett's code example similar to Edmonds demographic) and we never addressed the marijuana issue (recall that was to be reviewed on 3/24). 4)Since we are out of compliance with the comp emergency plan, will the City be fined or do we have to report to GMA? 5) How will this subgroup meet to ensure to the new OPMA (which I see is no different than the old OPMA regarding subgroups). 6) What administrative support will we need and how will that be handled or do we just have to work with the attorney only? 7) can we have the 2017 presentation from Chief Compaan as part of the packet to understand the various roles of members of the Administration and Council's responsibilities. I think it is important to have this discussion these issues since the public was never allowed to weigh in and some have commented about a lot of the components in .090 not just the gun issue. I was going to bring it up on the agenda last night -again - but didn't want to create more confusion since most may not have known all the questions that are floating out there. Ken Reidy has been capturing a lot of these concerns from a legal standpoint -but most citizens don't care about that ... they are mostly interested in what the legislative body is doing to move this code back into compliance and to provide guidance as to what are we doing what process are we planning, etc. I can easily draft the agenda memo for you if you would like. Thanks, Diane Council bcc and do not reply all - if you have more questions to add to the list, just contact the Council President. Have a great Wednesday.... another beautiful day. Diane Buckshnis City Council Position #4 (C) 425-275-7695 Packet Pg. 425 8.6 City Council Agenda Item Meeting Date: 04/14/2020 Ratification of March 5, 2020 Emergency Proclamation Staff Lead: Council Department: City Clerk's Office Preparer: Scott Passey Background/History See attached memo. Staff Recommendation N/A Narrative N/A Attachments: Ratification of March 5 2020 Emergency Proclamation Packet Pg. 426 8.6.a Dear Council President Fraley-Monillas and Councilmembers (BCC'ed), The question has been posed whether the city council still needs to take further action to ratify Mayor Nelson's March 5, 2020 declaration of emergency. The CEMP does state that "[t]he Proclamation of Local Emergency must be ratified by the City Council as soon as practical following the emergency." The CEMP does not state precisely by what means such ratification should occur. Blacks Law Dictionary defines ratification as "[c]onfirmation and acceptance of a previous act, thereby making the act valid from the moment it was done." "Ratification is the affirmance by a person of a prior act ... [A]ffirmance is either (a) a manifestation of an election by one on whose account an unauthorized act has been done to treat the act as authorized, or (b) conduct by him justifiable only if there were such an election. Nat'l Bank of Commerce of Seattle v. Thomsen, 80 Wn.2d 406, 413, 495 P.2d 332, 338 (1972). In other words, ratification can occur through conduct and does not necessarily require, for example, a resolution that expressly ratifies the act. Here, the record is clear that the council, if nothing else, by its conduct, has ratified the mayor's proclamation of emergency. The first regular council meeting after the March 5, 2020 proclamation was on March 17, 2020. At that meeting, the council adopted Ordinance 4176. The Whereas clauses of Ordinance 4176 acknowledged the mayor's proclamation: "WHEREAS, the city and region are experiencing a public health emergency due to the COVID-19 pandemic, which has led to the sudden required closure of many restaurants and other retail businesses, except for pick-up and delivery services; and ... WHEREAS, the Mayor has declared an emergency of the city due to the COVID- 19 crisis." Section 1 of that ordinance contained its own declaration of emergency: "[t]he City Council hereby declares that an emergency exists necessitating that this Ordinance take effect immediately .... This Ordinance is intended to offset some of the damage that the pandemic will cause to these businesses and to otherwise protect the public health, safety and welfare. Additionally, Section 4 of Ordinance 4176 states: "The authority provided in Section 2 shall end by June 30, 2020, provided that it may end sooner if the Mayor declares that the COVID-19 emergency is over." Ordinance 4176 passed unanimously. In sum, Ordinance 4176 acknowledged the mayor's declaration of emergency, contained its own declaration of emergency by the city council, and again referenced the mayor's declaration in establishing a sunset clause. So, is there really a question as to whether the city council has accepted the mayor's declaration of emergency? Since that March 17, 2020 council meeting, the city council has adopted other ordinances that reference the mayor's March 5, 2020 proclamation and which also contain emergency declarations in reference to that same emergency. We are not convinced that additional ratification action is necessary. But if the council would like to us to prepare a single purpose resolution that does nothing other than expressly ratify the mayor's March 5, 2020 proclamation of emergency, we would be happy to do that. Regards, Jeff Taraday Packet Pg. 427