HomeMy WebLinkAbout03/31/04 AGENDA FILE
239 4th Slreet · Bremerton, WA 98337 · Phone (360) 478-5280 · Fax (360) 478-5251
CITY COUNCIL MEETING AGENDA
MARCH 31, 2004
1. PRE-COUNCIL STUDY SESSION: 5:00 - 5:30 P.M. in Council Conference Room
A. General Council Business
2. CALL TO ORDER: 5:30 P.M. in Council Chambers
A. Pledge of Allegiance
B. Invocation
3. CONSENT AGENDA - There are no CONSENT AGENDA items this week...
4. CLAIMS/CHECK REGISTERS
5. MAYOR'S REPORT
6. NEW BUSINESS
A. Budget Adjustment authorizing funding for the Communications Plan; and Professional
Services Agreement with GRAF-HOKE, INC. for Communications and Marketing Services
(#AB04-031 )
B. Professional Services Agreement with MERCHANT PATROL SECURITY SERVICES, INC. for
Parking Garage Security at 4th & Washington Garage (#AB04-050)
C. Agreement #GCA-3901 with the WASHINGTON STATE DEPARTMENT OF TRANSPORTATION to
Receive Funds for Construction of SR304 from Charleston Beach Road to SR304/SR3
Interchange (#AB04-051)
D. Budget Adjustment authorizing appropriation to the "2004 General Government Capital I,~
Improvement Fund" (Fund 308) to fund capital improvements to the REVEREND DR.
MARTIN LUTHER KING JR. BUILDING (#AB04-052)
7. PUBLIC HEARINGS - ORDINANCES & RESOLUTIONS
A. Resolution No. 2922, setting a Hearing Date of April 28, 2004 for Vacating a portion of
First Street located between Marion and Yantic Avenues (#AB04-053)
8. PUBLIC RECOGNITION - Comments limited to 3-minutes
9. COUNCIL MEMBER REPORTS
10. ADJOURNMENT OF CITY COUNCIL BUSINESS MEETING
E-mail: citycouncil@ci.bremerton.wa.us · Web: www. ci.bremerton.wo.us
DAI'E SUBMITTED: 2/12/04 BILL #
AGENDA BILL
CITY OF BREMERTON 6
CITY COUNCIL
SUBJECT: Budget Adjustment FY04 re: Committee Meeting Date: 2/17/04
Communications an ~ %~:7: "-zFunding COUNCIL MEETING Date: -2~5¢4~ 3
and Contract Approval for Department: Executive
Communications/Marketing with Graf-Hoke, Presenter: Mayor Bozeman
Inc. Phone: 473-5266
SUMMARY: The Administration is requesting allocation of $50,000 during FY2004 for
implementation of a communications plan that includes marketing, advertising, graphic design
employee recognition. ,p__aa:.:A-~,,y, ~-? ^ .:-,,i,,ic~z25&' .'~ ~&.'..o Z. ~' ......
5:::.'.22.~, ........... :Z__ ;-'--Z--2 Finally, staffrecommends approval ora professional service
agreement with Graf-Hoke, Inc. for communications and marketing.
ATTACHMENTS: 2004 Budget Adjustment
PSA with Graf-Hoke, Inc.
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FISCAL IMPACTS (Include Budgeted Amount):
APPROVALS:
DEPARTMENT DIRECTOR: ~-~ ~ ~L~-~ .....
CITY ATTORNEY: ~,,5~ ~
FiNANCE DIRECTOR:
MAYOR: L~"'[ '~ ~.
FISCAL/BUDGET: ~ ' ~'
~ CONSENT AGENDA []
OPERATIONS: <-- ,~.=_.~ '-'"
COUNCIL PRESIDENT: ~, ,., ,,~ .... i \, ,~'~ ~i '
RECOMMENDED MOTION:
1) I move to approve the 2004 Budget Adjustment authorizing the funding of $50,000 for
the Communications Plan '2-a e~ =/,77 _~ .... · .....~;"'~ °""2" .__7
2) I move to approve a Professional Services Agreement with Graf-Hoke, Inc. for
communications/marketing services and authorize the Mayor to execute the agreement
in substantially the same form as presented.
COUNCIL ACTION: [] Approve [] Deny [] Table / [] Continue [] No Action
2004 City Budget Adjustment
General Fund (Fund 001)
Expenditure:
1) Executive Department
Item Amount
Professional Services - agreement for graphic design; material development; etc. $21,000
Contract with Gra£-Hoke for 2004 to be written and presented with the budget
adjustment ($1,700 per month for this service).
~ldvertising - items submitted to the Patriot and the Sun promoting various events $ 8,000
in the downtown area (i.e., Armed Forces Day, Halloween event downtown,
Winterfest, First Friday Art Walk, Military welcoming, West Sound Guide, music
programs on thc Boardwalk, etc.). Estimate is based on 2003 activities.
Printing and mailing ~ includes items such as the Mayor's monthly newsletter, $12,500
display boards and some o£the promotional material that is primed at the print shop.
Fees for service - place Bremerton brochures on ferries and 117 sites around $ 2,500
Puget Sound. These items are boxed up and sent to Certified Folder Displays in
Kent who see to the distribution of the information.
Misc. - expenses include co-sponsor for concert in the park; 4th of July fireworks; $ 6,000
employee picnic; employee Christmas party; employee recognition.
'9~ $50,O00
Total Executive Department budget adjustment
Ending Fund Balance $1,355,964
2004 BuDgeT REQUEST
The proposed budget for 2004 covers $50,000 for media advertisements, duplication, sign printing and
banners, duplication and a small contingency to help meet some of the hundreds of requests the city
receives each year for grants, advertisements, requests for communication materials. It also includes
costs for very basic funding of activities and office needs required of the Mayor's Office
While it is preferable to budget and allocate as much of this money as possible in advance, it is not
possible to anticipate all requests. The PlO for Kitsap County recently sent a last minute request to the
Mayor's Office requesting 3,000 custom flyers for the crew of the U.S.S. Stennis. There was no funding
to cover this request. These and other requests make a logical case for having a contingency fund.
The budget request for 2004 of $50,000 includes:
Public Information & Communication Expenses
· Printing/Copying/Presentation/Displays & Production Related Costs $11,500
Includes photo display boards, city Iago signs and banners, presentation folders,
printing including the I lx17 Harborside brochure, Gold Mountain
"You'll Love GolF' card, downtown Arts District Walking Map, BTC Information
handout, Power Point slide handouts, Mayor's Report newsletter and other direct
mail materials, posters, press kits, report covers, bindery, etc.
· Print Media Advertising $ 7,000
SUN A&E Section (weekly during summer months) SUN/Patriot Armed Forces Day
supplement, Bremerton Patriot (2-4x monthly Banner, Bremerton Chamber
Of Commerce ad, West Sound Guide, Military Welcome ads (Sun & Patriot)
· Certified Folders Display $ 4,000
Includes rack space and printing charges for 12,500 4-color glossy cards.
distributed on ferryboats and terminals, tourists, Chamber of Commerce
offices, hotel/motels, restaurants, all military bases and other travel
and visitor related businesses in the Kitsap/Olympic Peninsula region.
· CommunitylBusiness Relations Events $ 3,000
Armed Forces Day, Co-sponsor of concert in the park, 4~ of July Fireworks
· Professional Communications Support - Mayor's O~ce & Other City Dept. $21,000
The $1700 for 34 hours of work per month includes professional communication
and public relations services. (includes all overhead expenses for the contractors
materials, equipment, software, supplies, telephone, city, state and federal business
and employment taxes, FICA, taxes, $900 for monthly health insurance and $800
annually for business/liability insurance and other expenses.
Mayor Office Expense
· City Relations Events 3,000
City Employee Picnic, Employee Christmas Party, Employee Recognition,
· Contingency $ 500
Total 2004 Communication & Mayor's Budget $50,000
Prices shown include all state sales tax when applicable.
18
PROFESSIONAL SERVICES AGREEMENT
Hoke Consulting dba Graf-Hoke, Inc.
The City of Bremerton ("City") and Hoke Consulting dba Graf-Hoke, Inc.
("Contractor"), referred to collectively as the "Parties," enter into the following Agreement for
professional services, effective on the date ~ully executed as follows:
I. Scope: The Contractor agrees to perform the services more specifically described in the
Scope of Work, including any addenda thereto as of the effective date of this Agreement,
attached hereto as Exhibit A, which is incorporated herein by this reference as if fully set forth.
The Scope of Work may be modified only pursuant to Section VII.I. of this Agreement. If the
Scope of Work provides for unspecified additional services the City may request that such
services shall only be performed upon the express written request of the City. Contractor further
represents that the services furnished under this Agreement will be performed in accordance with
generally accepted professional practices in effect at the time such services are performed.
II. Term: The City and the Contractor agree that work will begin on the tasks described in
Exhibit A on January 1, 2004. The parties agree that the work described in Exhibit A is to be
completed by December 31, 2004.
III. Compensation: In consideration of the services provided pursuant to this Agreement, the
City shall pay Contractor $1,700 per month for a maximum 50 hours service from Contractor.
Compensation will include services for meeting and conference time with the Mayor and other
city personnel as requested, research, information gathering, presentation of findings, in house
services for production, design, copywriting and basic overhead expenses related to equipment
usage, general office expense and supplies, phone charges, local travel and all applicable taxes.
Expenses outside of the foregoing, such as printing, shall be pre-approved by the City and will be
billed directly to the City by approved vendors.
The Contractor shall submit regular billing statements describing services rendered and
the amount charged for each service. The descriptions shall conform to and fall within the
categories set out in the Scope of Work. Upon receipt of a conforming billing statement, the
City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the fight to
direct the Contractor's compensated services under the time frame set forth in Section II herein
before reaching the maximum amount.
Contractor shall not perform work beyond the Scope of Work, nor shall be compensated
for such work, unless the Scope of Work or amount of compensation is modified pursuant to this
Agreement. Additional services shall be compensated for only if requested pursuant to Section I
and shall be compensated as set out in the request or, if the request does not so provide, as set out
in the attached fee schedule.
If a billing statement does not conform to this Agreement, the City may withhold
payment until the statement is brought into compliance. Such withholding does not relieve
Contractor of its obligations under this Agreement.
BremertorffHoke Consulting dba Graf-Hoke, Inc.
Page 1 of 7
IV. Relationship of Parties: Contractor is skilled in the matters addressed in the Scope of
Work and is performing independent functions and responsibilities within its field of expertise.
Contractor and its personnel are independent contractors and not employees of the City.
Contractor and its personnel have no authority to bind the City or to control the City's employees
and other contractors. None of the benefits provided by the City to its employees, including, but
not limited to, compensation, insurance, and unemployment insurance are available from the
City to the employees, agents, representatives, or sub-contractors of the Contractor. Contractor
will be solely and entirely responsible for its acts and for the acts of Contractor's agents,
employees, representatives and sub-contractors during the performance of this Agreement. The
City may, during the term of this Agreement, engage other independent contractors to perform
the same or similar work.
As an independent contractor, Contractor is responsible for its own management. The
City's administration and enforcement of this Agreement shall not be deemed an exercise of
managerial control over Contractor or its personnel.
As an independent contractor, Contractor is responsible for payment of all taxes and
licensing fees necessary to perform its obligations under this Agreement. These taxes and fees
include but are not limited to State industrial insurance, B&O, State professional licensing, and
City business licensing. If any taxes or fees due the City have been declared delinquent, the City
may withhold the delinquent amount, plus any additional charges arising from the delinquency,
from any payments due Contractor.
V. Indemnification: Contractor shall defend, indemnify and hold the City, its officers,
officials, employees, agents and volunteers harmless from any and all claims, injuries, damages,
losses or suits, including all legal costs and attorney fees, arising out of or in connection with the
Contractor's performance of this Agreement, except for that portion of the injuries and damages
caused by the City's sole negligence.
The City's inspection or acceptance of any of Contractor's work when completed shall not
be grounds to avoid any of these covenants of indemnification.
Should a court of competent jurisdiction determine that this Agreement is subject to
RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the Contractor
and the City, its officers, officials, employees, agents and volunteers, the Contractor's liability
hereunder shall be only to the extent of the Contractor's negligence.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE
iNDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONTRACTOR'S
WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY
FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER
ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER.
The provisions of this section shall survive the expiration or termination of this Agreement.
Bremerton/Hoke Consulting dba Graf-Hoke, Inc.
Page 2 of 7
VI. Insurance: The Contractor shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the Contractor, its agents,
representatives, employees, sub-consultants or sub-contractors.
Before beginning work on the project described in this Agreement, the Contractor shall
provide a Certificate of Insurance evidencing:
1. Errors and Omissions liabilitv insurance with limits no less than $500,000 per
incident.
Any payment of deductible or self insured retention shall be the sole responsibility of the
Contractor.
The Contractor's insurance shall be primary insurance as respects the City and the City
shall be given thirty (30) days prior written notice by certified mail, return receipt requested, of
any cancellation, suspension or material change in coverage.
The City also reserves its unqualified right to require at any time and for any reason,
proof of coverage in the form of a duplicate of the insurance policy with all endorsements as
evidence of coverage.
VII. General Conditions:
A. Reports and Information: When requested by the City, Contractor shall fumish
periodic reports and documents on matters covered by this Agreement. The reports and
documents shall be furnished in the time and form requested. Contractor shall maintain
accounting records in accordance with Generally Accepted Accounting Principles (GAAP) to
substantiate all billed amounts.
B. Ownership and Use of Records and Documents: Original documents, drawings,
designs and reports developed under this Agreement shall belong to and become the property of
the City. All written information submitted by the City to the Contractor in connection with the
services performed by the Contractor under this Agreement will be safeguarded by the
Contractor to at least the same extent as the Contractor safeguards like information relating to its
own business. If such information is publicly available or is already in Contractor's possession
or known to it, or is rightfully obtained by the Contractor from third parties, Contractor shall bear
no responsibility for its disclosure, inadvertent or otherwise.
All data, documents and files created by Contractor under this Agreement may be stored
at Contractor's office in Bremerton, Washington. Contractor shall make such data, documents,
and files available to the City upon its request at all reasonable times for the purpose of editing,
modifying and updating as necessary until such time as the City is capable of storing such
information in the City's offices. Duplicate copies of this information shall be provided to the
City upon its request, and at reasonable cost.
Bremerton/Hoke Consulting dba Graf-Hoke, Inc.
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Any use or reuse of the documents, data and files created by Contractor for the City on
this project by anyone other than Contractor on any other project shall be without liability or
legal exposure to Contractor.
C. Ownership of Intellectual Property: Any intellectual property (i.e., logos, etc.)
created by Contractor shall become property of the City.
D. Contractor to Maintain Records to Support Independent Contractor Status: On the
effective date of this Agreement (or shortly thereafter), Contractor shall:
1. File a schedule of expenses with the Internal Revenue Service for the type of
business Contractor conducts;
2. Establish an account with the Washington State Department of Revenue and other
necessary state agencies for the payment of all state taxes normally paid by
employers, register to receive a unified business identifier number from the State
of Washington; and
3. Maintain a separate set of books and records that reflect all items of income and
expenses of Contractor's business, all as described in the Revised Code of
Washington (RCW) Section 51.08.195, as required to show that the services
performed by Contractor under this Agreement shall not give rise to an employer-
employee relationship between the parties which is subject to RCW Title 51,
Industrial Insurance.
E. Work Performed at Contractor's Risk: Contractor shall take all precautions necessary
and shall be responsible for the safety of its employees, agents, and subcontractors in the
performance of the work hereunder and shall utilize all protection necessary for that purpose.
All work shall be done at Contractor's own risk, and Contractor shall be responsible for any loss
of or damage to materials, tools, or other articles used or held for use in connection with the
work.
F. Place of Work: The Contractor shall perform the work authorized under this
Agreement at its offices in Bremerton, Washington. Meetings with the City staff as described in
Exhibit A, Scope of Work, shall take place at the City's offices at 239 Fourth Street, Bremerton,
Washington, or at locations mutually agreed upon by the parties.
G. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement
between the Parties, and the Parties acknowledge that there are no other agreements, written or
oral, that have not been set forth in the text of this Agreement.
H. Severability: Should any part of this Agreement be found void, the balance of the
Agreement shall remain in full force and effect.
I. Modification: This Agreement may only be modified by written instrument signed by
both Parties.
J. Written Notices: All communications regarding this Agreement shall be sent to the
parties at the addresses listed below, unless notified to the contrary. Any written notice
hereunder shall become effective upon the date of mailing by registered or certified mail, and
BremertondHoke Consulting dba Graf-Hoke, Inc.
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shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement
or such other address as may be hereafter specified in writing.
City Address Contractor Address
Mayor Hoke Consulting dba Graf-Hoke, Inc.
239 4th Street PO Box 1014
Bremerton WA 98337 Bremerton, WA 98337
K. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a
waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be
deemed waiver of any other right or power.
L. Non-Waiver of Breach: The failure of the City to insist upon strict performance of
any of the covenants and agreements contained herein, or to exercise any option herein conferred
in one or more instances shall not be construed to be a waiver or relinquishment of said
covenants, agreements or options, and the same shall be and remain in full force and effect.
M. Compliance with Laws: Contractor shall comply with all applicable Federal, State,
and local laws in performing its obligations under this Agreement.
N. Choice of Law and Venue: This Agreement shall be interpreted according to the laws
of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement
shall be brought in Kitsap County Superior Court.
O. Attorneys' Fees: In the event of litigation to enforce any of the terms or provisions
herein, each party shall pay all its own costs and attorney's fees.
VII. Nondiscrimination: Contractor shall not discriminate in employment or services to the
public on the basis of race, color, national origin, sex, religion, age, marital status, or disability,
except for employment actions based on bona fide occupational qualification.
VIII. Termination: This Agreement may be terminated, at will, by either Party upon 30 days'
notice to the other Party. This Agreement may be immediately terminated for cause by a Party if
the other Party substantially fails to perform through no fault of the terminating Party, and the
non-performing Party does not commence correction of the failure of performance within five
days of the terminating Party's sending notice to the non-performing Party.
If the City receives reimbursement by any federal, state, or other source for work described in
Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is
cancelled or substantially reduced after the execution date of this Agreement and prior to the
completion of the work, the City may summarily terminate this Agreement. Termination shall be
effective ten calendar days after Contractor's receipt of the written notice by certified mail.
A. Rights Upon Termination: In the event of termination, the City shall pay for all
services performed by the Contractor to the effective date of termination, as described on a final
invoice submitted to the City. After termination, the City may take possession of all records and
Bremerton/Hoke Consulting dba Graf-Hoke, Inc.
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data within the Contractor's possession pertaining to this project which may be used by the City
without restriction. Any such use not related to the project which Contractor was contracted to
perform shall be without liability or legal exposure to the Contractor. Upon termination the City
will be entitled to reports showing the status of all items listed in the Scope of Work current
through the termination date.
CITY OF BREMERTON HOKE CONSULTING dba GRAF-HOKE, INC.
By: Cary Bozeman By:
its: Mayor its:
Date Signed: Date Signed:
APPROVED AS TO FORM:
Roger A. Lubovich, City Attorney
Bremerton/Hoke Consulting dba Graf-Hoke, Inc.
Page 6 of 7
EXHIBIT A
SCOPE OF WORK
MARKETING/COMMUNICATION OBJECTIVES:
To maintain the highest level of communication with the employees, citizens, businesses, visitors and prospects
interested in Bremerton, its services and revitalization and development projects.
To ensure the City takes advantage of every opportunity to strengthen its position as the "center"
of Kitsap County and the Peninsula during this critical period of potential economic success.
To support and enhance the communication efforts of Bremerton's revitalization partners and be prepared to respond
to the on-going demands of the media, legislative and other government members, civic groups, private businesses,
and potential and current investors seeking timely information and presentations.
IMPLEMENTATION STRATEGY:
To establish an internal Communication Services center under the direction of the Mayor's Office that will assume
responsibility for overseeing information and communication requirements as may be required by the Mayor Office
and staff, and provide communication information support to other City departments.
SCOPE OF WORK-TASKS:
· Respond to requests for information from the public, media, local, state and federal government agencies regarding
City activities, events and news.
· Respond to requests for the City to participate and/or support non-City communication, public relations,
advertising, media and other promotional activities.
· Respond to requests from City departments for participation in communications, public relation, media and other
promotional opportunities. This includes Parks & Recreation, Gold Mountain/USGA.
· Coordinate public relation opportunities with local, state and federal representatives who visit Bremerton,
including setting up photo opportunities.
· Oversee management, quality control, production, distribution of commanication materials and public relations
information promoting the City of Bremerton.
· Immediately develop a schedule for allprojected Grand Opening events and coordinate communication and media
activities with Columbia Hospitality, local Chambers, business groups and the media regarding activities and
public relations for the Government Center, Conference Center, new Marina and other revitalization and City
activities occurring in 2004.
· Provide public relations and marketing support including attending meetings as requested.
· Manage in-house production services for public relations, graphic design, creative and print and media artwork for
reports, monthly newsletters, press releases, Power Point and other presentations, displays, advertisement other
materials.
· Monthly' reports on communication activities will be submitted with invoices.
Note: Out-of-pocket and direct expenses for production materials are not included.
BremertordHoke Consulting dba Graf-Hoke, Inc.
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EXHIBIT A
/3
February 19, 2004
MEMO TO: City Council (~/2,~[~ Bremeaon, WA 98337
FROM: Mayor Bozeman
SUBJECT: City of Bremerton Public Information & Communication Services
MARKETING/COMMUNICATION OBJECTIVES:
To maintain the highest level of communication with the employees, citizens, businesses, visitors and
prospects interested in Bremerton, its services and revitalization and development projects.
To ensure the City takes advantage of every opportunity to strengthen its position as the "center" of
Kitsap County and the Peninsula during this critical period of potential economic success.
To support and enhance the communication efforts of Bremerton's revitalization partners and be prepared
to respond to the on-going demands of the media, legislative and other government members, civic
groups, private businesses, and potential and current investors seeking timely information and
presentations.
WHY THE CITY OF BREMERTON NEEDS ITS OWN COMMUNICATION SERVICE PROGRAM:
·Bremerton is the City's Only Focus
The focus of the City of Bremerton's Communication Services Program is Bremerton and only
Bremerton. We believe the City should have control over information provided to local, state, regional
and national organizations and media, especially during this critical time of dynamic growth.
As you can see from the enclosed attachments and when viewing the websites of the Bremerton Chamber
of Commerce, Kitsap EDC, and Kitsap Visitor and Convention Bureau, the information provided about
Bremerton to both residents and visitors is much less comprehensive and in some a cases out-of-date.
None of the three organizations mention the Bremerton Harborside Development, Kitsap Conference
Center or other issues central to the revitalization of Bremerton. Additionally, there are no direct links to
support the effort of Columbia Hospitality or our other redevelopment partners such as Kitsap County
Consolidated Housing Authority regarding the Condominium or Government Center projects.
The City has printed thousands of its Bremerton Harborside information brochure which have been
provided to numerous organization and local residents at no charge.
· Only the City of Bremerton Provides Public Information & Support for City Services & Programs
It is not the goal or mission of outside organizations to provide vital public service information about
Community and Economic Development and Public Works activities, construction updates, Parks &
Recreation program for residents and visitors.
·The City of Bremerton Provides On-Going Support for the Community and Local Businesses
The City also supports Bremerton businesses and organizations such as the monthly Arts Walk, Armed
Forces Day Parade, Blackberry Festival and many other Bremerton based projects. Last year the City took
the initiative to produce a walking map that included Manette and Evergreen Park. Thousands of copies
were printed and provided upon request to the Bremerton Chamber, Washington State Ferries, Kitsap
Transit and local businesses. At this time, only the City of Bremerton offers such a map.
/2-.
City of Bremerton
Marketing, Public Information and Community Outreach
Plan
2004
Prepared by the Mayor's Office
239 4~ Street
Bremerton WA 98337
March 10, 2004
EXPLANATORY NOTE
This document was prepared to provide explanation and definition about the City of Bremerton's
communication and public information program services provided through the Mayor's Office, staff,
contract services and vendors.
The purpose of this document is to demonstrate that the City does have a communication vision it has
been working against, with goals, strategies and tactics. A comprehensive document was not prepared in
2003, nor recommended for 2004, because it would have meant spending scarce financial and staff
resources. Based on the 25 years of expertise and proven success of our professional consultants, we
were confident that the communication strategies being employed were appropriate.
In fact the results we were able to achieve in less then a year, were beyond expectations. The city was
generating and sustaining the "buzz" about Bremerton, even during the construction phase. The high
quality design and communications materials and public relation strategies have been extremely effective
in creating an image of a vibrant city in transition that has reached across the region.
Additionally, the City currently does not have staff resources available in any department to assist the
Mayor's Office in processing the growing demands and often complex and technical requests for
information. Nor are there internal professional graphic design, copywriting or production management
resources to process or produce communication materials. This issue is addressed in this document
under 'Internal Resources'.
We would like to point out that the $50,000 budget allocation for 2004 also includes costs for non-
marketing activities which are required of the Mayor's Office, such as participation in City employee
events and employee recognition, copying and supplies for presentation of materials to City Council and
other government bodies, etc. Some of these items are noted in the budget and we encourage City
Council members to recognize these costs should not be viewed as a 'marketing' or public
communication expenses.
The contractors and the Mayor's Office have spent over 60 hours combined to prepare this
communication outline for 2004 for the City Council. It is not intended to be a format marketing plan
which would involve technical data and analyses, benchmark research and other information typically
found in plans with media (paid advertising) budgets of $50,000 or more. The media budget for the city
is $5,000. The average marketing-communication budget in the private sector is typically .5 to 3% of
gross sales. (see attached Marketing Planning Discussion)
We sincerely hope this document will provide the City Council with the clarification it needs to move
forward with the budget allocation approval.
This document was prepared to accompany a budget request to the Bremerton City Council, March
2004.
THE CITY'S COMMUNICATION VISION
Bremerton is a city with every reason to feel proud of its history, natural beauty quality of life, education
and employment opportunities. While visitors and economic development issues are important, the
goal is to make this a great city for all the citizens- residents, families and businesses who live and work
here 365 days a year.
To do that, we need to help residents understand and be part of the vision of a new Bremerton. We
need to attract families and businesses who can help increase and support the tax base needed to keep
the city running, roads repaired, improve the quality of educational opportunities, rehabilitate
economically depressed areas,
To the outsider...to Roberta Romero KING TV-r, reporter, who recently reported a story on
Bremerton which appeared on KING TV 5PM News recently...they saw waterfront parking lots
and broken windows. The mission, the vision of the City's communication strategy is to help
residents, local businesses, workers, visitors and the media see the possibilities of what this city
can become...is becoming...when soon, the broken glass will be swept away and in its place will
soon be a vibrant City ready for a new generation.
Communications and marketing professional refer to this as positioning. With an extremely limited
budget and staff resources, the city is attempting, and succeeding, to position itself as a major player in
the competitive Puget Sound economic arena. People are taking notice of Bremerton in a big way. Right
now the City is positioned for success.
The materials, presentations, up-dates and programs prepared to residents and prospects have, by any
professional standards, had extraordinary, and measurable results. Examples include...
· feature stories in the Seattle P.I. by Jeff Larsen,
· a full page, feature story in the Seattle Times, valued in media costs at $30,000.
· recent TV coverage by KING TV during prime time, media value $25,000.
· presentation to the exclusive and prestigious Puget Sound Community Development Roundtable which
included distribution of 50 sales kits to members such as Bill Gates, Sr. and H. R. 'Mac' Dinsmore,
Director of the Port of Seattle and SeaTac Airport
· Continued requests for information for the general public, business and service groups and investors.
Another measure of success of the City's communication efforts is documented escalating property
values, employment opportunities and redevelopment of empty buildings in the downtown business
district, some by private investors. This is a city with a new waterfront and new hope for the future.
People are getting the message, loud and clear.
How many cities in America would like to be in Bremerton's position?
The City's vision, indeed its Comprehensive Plan calling for 'city centers' will attract others, looking for
quality of life, economic investment and employment opportunities. The communication vision for
Bremerton is to make this a city we can all be proud of and enjoy today and for generations to come.
4
COMMUNICATION GOALS
To maintain the highest level of communication with the citizens, employees, businesses, visitors and
prospects interested in Bremerton.
To ensure the City takes advantage of every opportunity to strengthen Bremerton's position as the
"center" of Kitsap County and the Peninsula and generate awareness about the city's scenic beauty,
affordability and quality of life, all which help contribute to improving the city's economic future.
To support and enhance the communication efforts of Bremerton's revitalization partners and be
prepared to respond to on-going and often unexpected demands of the media, residents, legislative and
other government members, civic groups, private businesses, and potential and current investors
seeking timely information, materials and often, live presentations.
THE NEXT 6 MONTHS
The next six months will be the most dynamic in the city's post-war history.
After years of moribund existence, the city has come alive
and there is a regional, even state wide "buzz' about aremerton.
This momentum is not just a psychological boost for the people living and working in the City; it brings a
moment - this summer - when the city becomes the regional center of attention, with several grand
openings of downtown projects, then the Harborside condominium ground breaking, the downtown
street enhancements, the vitality that will come when hundreds of new workers come downtown
everyday to work in the Government Center, in the new retail shops, restaurants, hotels and the people
who will come by boat, ferry and car to see what the buzz is all about.
If there was ever a time to support communication efforts of the City
and its departments, it is now. The window of opportunity is the next seven to eight
months. The City has a great, compelling and visually interesting story to tell.
With this revitalization impetus, there is every chance to attract new private investors who can provide
the capital to build more offices, shops and services. Right now, while the sun is shining, is the time to
invite them over, tell the City's story and let them see for themselves.
Good communication is good for our citizens and good for business all over the city.
5
IMPLEMENTATION CONSIDERAT~ONS
To develop realistic strategies for reaching the communication goals involves looking at media and
partnership opportunities, overall market area, target groups and internal and external resources.
Following is a brief overview of the current situation./See 'Challenges & Opportunities' page 2 I).
· Geographic Challenge
The City of Bremerton, along with Kitsap County has to face the reality that media options are
limited. The County has no viable local radio station (the only county among 38 in the state without a
radio station that reaches end to end) and we have no local television news broadcasts. It is estimated
that over 50% of the population of Kitsap receives daily news from Seattle and Tacoma. The cost of
advertising on Seattle media is cost prohibitive. One 60-second commercial on KIRO Radio during
drive time is $500. This means that the City must rely on other, local, more affordable means of
communicating with target audiences to compete with regional media.
· Economic & Tourist Partner Communication Strategies
The City's partners in marketing and communication do not market Bremerton or its revitalization
efforts as aggressively as the City does. None of the partners' web sites offer links to the Bremerton
Web site and none provide logo recognition; two are still promoting the "new" fast ferry service that
was discontinued last year. Harborside is not mentioned (and no photographs are evident) in the
KREDC and the BACC sites, this less than 100 days away from the grand opening of the Kitsap
Conference Center at Harborside.
The Kitsap Visitor and Convention Web site does have a link to the Conference Center, but no on-
line photographs or any mention of the Harborside Development or progress. Clearly, the City's
return on investment from these partnerships does not yield high visibility, nor do they promote the
revitalization efforts.
Without being able to implement an integrated marketing and communication effort with these
partners, it falls on the City to assume this responsibility. We were unable to find how these partners
allocated their funds to promote Bremerton, or locate their marketing plans.
· Columbia Hospitality & Hilton Hampton Hotel
Columbia Hospitality has a contract with the city to market and promote the Kitsap Conference
Center to make it profitable. The Mayor's Office has been supporting Columbia Hospitality's
marketing efforts by including references to the Conference Center in nearly all of its communication
materials since last March. The city's also features the Conference Center on the front of the city's
Web site and provides extensive information, photographs and links for contacting the Kitsap
Conference Center's sales manager.
It is important to note the marketing budget allocated to Columbia Hospitality (CH) as part of its
contract, is being used exclusively to market the Kitsap Conference Center. CH may have its own
marketing plan, strategies and goals and sales requirements The city has a huge financial investment in
CH, and the city's communication strategies and goals include aggressively supporting CH marketing
activities. However, while CH may include information about the city's tourist options (Art's District,
Gold Mountain Golf Course, dinning, etc.) CH is not responsible for marketing the rest of Bremerton
Harborside Development, other city projects or local business and events which require year round,
and well as 'high season' support.
The city has no marketing contracts with other revitalization partners.
6
· Internal Staff Resources
The materials that have been produced from the colorful Harborside Development tabloid brochure
to the tri-fold Arts District Walking Map, have proved to be extremely popular to residents, the
business community, other government agencies, investors, visitors and tourists. There is a constant
demand for these materials and for in-person presentations and accompanying handouts. Copying,
folding, assembly and distribution time are often required.
The success of the communication program has also increased requests from other city departments
for professional expertise regarding public relations issues, promoting city sponsored events and for
City Council members working on committee projects. As noted previously, these skills are currently
not available from any other city staff person. The demands increase, the resources and available
expertise diminish.
Following is a list of tasks now being required of the staff in the Mayor's Office. These are in addition
to existing duties. While some of these tasks have always been part of the Mayor's assistant job, the
increased demand, complexity and technical nature of the requests have made it necessary for the
Mayor's office to obtain outside, professional support, just to process the requests.
Respond to requests for information from the public, media, local, state and federal government
agencies regarding City activities, events and news.
Respond to requests for the City to participate and/or support non-City communication an, public relations,
advertising, media and other promotional activities.
Coordinate the marketing and communications efforts with the City's web site, to keep it up- to- date,
and responsive to customers' needs.
Coordinate public relation opportunities with local, state and federal representatives who visit Bremerton,
includes setting up photo opportunities, walking tours, etc.
Oversee management, quality control, production, distribution of communication materials, news releases and
public relations information promoting the City of Bremerton.
Provide public relations and marketing support to local businesses and districts including attending meetings
as requested.
Manage in-house production services for public relations, graphic design, creative and print and media
artwork for reports, monthly newsletters, press releases, Power Point and other presentations, displays,
advertisement and other materials.
Communica~on Support- Other Departments
Respond to requests from City departments for participation in communication, public relation, media and
other promotional opportunities. This includes Parks & Recreation, Gold Mountain/USGA.
Respond to City Council requests for information, materials, graphics for Committee projects, public relations,
editorial services.
PLEASE NOTE: responding to a request does not necessarily mean the Mayor's Office, its staff or contactors provide the
professional services necessary to fulfill the request. Demand far exceeds available hours.
7
· Internal Material Production Resources
In the past, the city contracted with outside venders for nearly all printing needs. The per page cost
for printing a letter size color laser at PIP or KII~IKOS cost approximately 70 cents, 2-sided was $1.40,
plus tax. This made it cost prohibitive for the city to produce anything except black ink only flyers.
Last year it was determined that the city could save money and produce higher quality information
materials for direct mail and presentations to key investors and other groups by going 'in-house'.
Last March, on the advice of the contractor, the city leased a XEROX color copier making is possible
to produce the same materials for approximately 8 to 20 cents per side without the need to add tax.
Community Development, Administration, Parks and Recreation and many other city departments are
also sharing the copier. In the past, the city also sent materials out to be folded and that task is now
also done in-house.
In effect, the city now has its own mini, "in-house" printing department making it possible to print
high quality communication and presentation materials "on-demand" as needed at an extremely
affordable price. The other advantage is the city now avoids purchasing printed materials in large
quantities to save money, only to have the information become out-dated and the brochure worthless.
Maintaining this flexibility is critical because information about the city's revitalization is constantly
changing. Digital graphics files are easily update and printed only in quantities needed thus eliminating
the need to discard expensive, but out-of-date brochures.
8
BUDGET & STRATEGIC CONSIDERATIONS
With a small budget, it is critical that communication strategies reach the greatest number of target
groups possible. Decisions to purchase media advertising and to participation in local events are based
on reach, potential impact (overall response) and ability to achieve the primary goal. Clearly, the
currently budget demands selectivity, however difficult. The objective is to choose tactics that will give
the city the best return on investment.
The information brochure produced for the Harborside development is a good example of reaching
multiple target groups. The brochure has been in constant demand by the public, local business groups,
real estate companies, Columbia Hospitality, Economic Development Department, distributed at public
and business presentations, neighborhood meetings and on-line as a down Ioadable PDF.
The downtown-walking map was created by the Mayor's Office, to meet a void not met by other
agencies, has also met additional needs; the Bremerton Chamber of Commerce uses them to distribute
through their Chamber office and on the Boardwalk in the Information Booth; the Port of Bremerton uses
them at the downtown marina and Kitsap Transit uses them to give to visitors coming through the BTC,
and for commuters - local residents. Local realtors include the walking maps as well as the Harborside
information handouts in their sales kits to prospective homebuyers.
Business groups also include these and other materials in presentations to their members and in
presentation to prospects around the region. Several thousand copies of a sales card promoting golf in
Bremerton have now been printed. The Golfing Gourmet Club distributed the Gold Mountain 'play four
courses' sales card to all of their members.
The SUN's A&E section is another example. Last year, newspaper banner advertisements were used to
promote the downtown Arts Walk, city sponsored outdoor and other events to promote the city's
quality of life to people living in and around the Bremerton market area.
Advertisements, posters and handouts supported local businesses downtown, in Manette, Evergreen
Park and Charleston areas, cultural groups, the city's Parks & Recreation Tuesday concert series and
summer programs for children and seniors. The Bremerton Patriot was used for the same purposes, but
focused on the Bremerton market.
While it would be ideal to "partner" with other organizations marketing Bremerton, the city must meet
its own needs first and has chosen to take a pro-actiYe position in promoting the city's image and
benefits. We do not have control over the communication strategies used by other groups.
9
MEDIA ADVERTISING CONSIDERATIONS
The city buys a limited number of advertisements during the course of the year, in spite of the hundreds
of requests fielded by the Mayor's office.
The decision on where to advertise is based on three general criteria:
I) Will it reach the largest number of target groups?
2) Is an advertisement the only way to get the communication message across?
3) Is this a public relations gesture the city needs to make?
In a real world marketing and communication plan where there are sufficient resources to go around, a
much more specific annual media advertising plan and schedule is prepared. The $4,000 allocation for
paid advertisements will only cover a small - miniscule -- portion of the legitimate requests.
Paid advertising for 2004 may include the smallest possible advertisement in the Armed Forces Day
Parade.
Sma, advertisements are purchased in the SUN and Bremerton Patriot to support the downtown Arts
Walk.
During the summer, small advertisements are purchased to support the Parks Department's children's
programs.
The contractor hired to assist the city is assiduous in taking advantage of every possible volume and
space discount offered by the media. All advertising is billed directly to the city and the contractor does
not receive normal agency commissions.
The Gold Mountain Golf Complex does a minimum amount of advertising in regional golf magazines.
These advertisements do have a return on investment and often result in additional free editorial
coverage.
The contractor is also working with the company responsible for transit advertising to see if the city
qualifies for transit-advertising posters at special PSA (public service advertising) rates.
Media advertising expenditures accounted for $6,300 in 2003, hardly enough to warrant a
comprehensive media plan. At the level of budget allocation for 2004, the City will probably spend less
than $4,000 in paid advertisements.
To put that into perspective, the $4,000 in media funds would purchase the equivalent of about 4 full-
page advertisements in the SUN during 2004.
As noted, it is important to set aside a contingency fund to meet unanticipated requests.
10
COMMUNICATION TARGET GROUPS
The City has many groups to reach on a regular basis: civic, business, community, education, tourists,
newcomers, the military, investors, city employees. As much as possible, the communication strategy is
to reach as many as possible simultaneously - crafting messages that have broad appeal. The marketing-
communication budget does not permit us to use a rifle and direct tailored messages to these groups;
we must use a shotgun.
The single most important constituency are the residents of Bremerton. When a communications piece is
prepared, we must first look to see how effectively it communicates to the people right here at home.
The City has other, special interest groups and there are occasions when a special, closely targeted
communication piece is needed; the single sales sheet flyer promoting Gold Mountain Golf Complex is
an example; it was prepared because a modest invest in promoting the City owned golf complex can
have a direct, positive, return on investment.
Following is a list of primary target groups, a brief description, and communications rationale.
Strategies for reaching each target group are including under Communications Tactics.
Description:
The core target are the people who live here in the City. They are the #1 stakeholders. They are,
taxpayers, business owners, and families of all ages, individuals. They are the City's .customers and they
come first.
Rationale:
Residents need - and are entitled -- to know what is going on in their city. When citizens are better
informed they are to be more interested and supportive of city projects and get involved in City based
activities. They are more understanding of construction-related disruptions; they support the downtown
businesses by coming to events such as the Art Walk, Armed Forced Day Parades, theater events.
Citizens who support the City become "boosters" of revitalization and redevelopment efforts. They
attend meetings, join committees and become involved in many ways. They also support city programs
that including 'Camp Sparky' the Parks and Recreation Program that serves children with special needs
and the City's summer concert programs, City Jazz Concert in Evergreen Park and other recreational
programs serving seniors, families and children.
The City's communication services program, through the Mayor's Office, provides media and public
relations support to help promote these and other City funded activities. We strongly believe it offers
citizens, visitors and prospects tangible proof of the City's commitment to improving the quality of life
for citizens of all ages, race and social-economic levels. This is a City that cares about its citizens...not
just creating impressive buildings. The goal Is to build a truly impressive City...and one with a big heart.
II
I Local BuS ness communtY I
Description:
These are the people who pay the majority of the taxes; automobile dealers to the west, retailers, and
restaurants, home based businesses, big box stores, mom and pop operations on street corners in
neighborhoods all over the City. Some feel short-changed that the revitalization seems unfairly focused
on downtown. They need to understand that in this case, our City's economic vitality and future growth
will grow from the efforts to make a new downtown and that like ripples in a pond, these revitalization
efforts will spread to every corner af the City.
Rationale:
The retailers and downtown business owners who have suffered through this long recovery deserve
marketing and communication support. They need an occasional advertisement to promote an art walk,
a Parks and Rec summer children's program at Evergreen Park, etc.
Local business owners also need to be well informed about the status of street enhancements, traffic
diversions and even new construction. Many downtown business owners are concerned about their
future viability and while the City cannot guarantee their success, it can do everything reasonably
possible to keep them informed. Local business owners now have a real conference center to use and
promote. They need to be reminded to keep their event dollars local.
Description:
The 'buzz' about Bremerton has already extended to the Puget Sound region and people from all walks
of life are aware that something is 'up' in Bremerton. There are 200,000 people right here in Kitsap
County who should be invited to come downtown to see what has happened to a City that used to be a
economic and social joke. These 'locals' become the City's 'best prospects' and its future; they will help
feed the local economy long after the summer visitors have left.
But during the summer, Bremerton can now promote itself as a tourist destination. Bremerton's
partners who are charged with developing tourism, economic development and welcoming services now
have a real jewel to advertise and promote.
Rationale:
While Bremerton may have been a ghost town in the past, every week more and more people are
evident on the downtown streets. Each downtown First Friday Art Walk is a little better attended.
Within a few months, several hundred more people are going to start working downtown. They'lt work
in the Government Center, in Harborside, for Dimension 4 and in the other new, and existing,
downtown business. They will buy lunches, go shopping and contribute to the downtown economy.
After over S0 years of decline, downtown Bremerton is going to begin an economic renaissance this
summer!
This summer, for the first time in memory, Bremerton's downtown waterfront will become a tourist destination,
with a new restaurant, with possible peak hour fast ferry service and surely more charter boats will come to bring
people to the I~tsap Conference Center.
Bremerton is about to experience a significant boost in tourism! People are actually going to make
Bremerton a destination! They will come by ferry from Seattle, from Tacoma by bridge and 200,000
of them who live in the county will now have a reason to come downtown to see what the 'buzz' is all
about. All they need is to be invited.
12
J B~eme~ton Harborsicle & Oih~ Deve!opment P~ject parme~i ~ !m'~g~0~s J
Description:
Includes both public and private developers and potential investors for future projects.
Rationale:
The revitalization of Bremerton began downtown with the Harborside Development and Government
Center. The next phase of developments includes waterfront condominium and private developments
such Kitsap Credit Union and Pacific Place I (formerly the medical dental building on Pacific Avenue). In
addition, there are numerous multi-unit housing projects under construction.
The key to long-term revitalization efforts is to keep the momentum going...to keep the buzz building
by sharing the excitement of watching a broken town wake up with new energy and enthusiasm. It is this
Excitement that is making public and private investors stand-up and take notice of Bremerton.
The ultimate success of the revitalization efforts depends on private capital investment in the city. The
most logical investors are local businesses, then regional and national businesses. Just as Kitsap Federal
Credit Union committed to building a new headquarters downtown, others will follow if they believe
the buzz is for real.
Making sure our current revitalization partners are informed about the progress of city development
projects creates new opportunities for securing additional funding from existing partners, and creating
interest among local and regional investors. Harborside will be complete in the next several months, but
there are other city programs such as Andersen Cove and East Park that will need investment support.
The city's communication strategy is to ensure those investors will be there in the future.
Description:
Over 300 city employees, their families, friends and neighbors have a 'need to know' what is going on in
the city, from downtown revitalization, to Parks' programs, to changes brought by new City offices in
The Government Center, to grand opening information. This also includes the City Council who
represents the City to business and citizens who pay the bulk of city taxes.
Rationale:
The city wants to ensure city departments and staff is kept informed about revitalization so they can
have accurate information to share with the publics they serve. They are also among the city's best and
most enthusiastic boosters!
13
G0ve~nrnen{ Agent es & Rep~g&n~tives :;
,
Description:
The communication strategies and materials used by the city in the past 12-months have been the
principal source of information about Bremerton targeted to government representatives. This group
includes local government, municipalities, development partners, such as the Kitsap County
Commissioners, Kitsap Public Utilities District, Kitsap County Consolidated Housing Authority, the
county health district, state government officials and representatives, members of the U.S. Congress and
regional legislative bodies and commissions.
Rationale:
Bremerton's government partners need - and are entitled to - the best, highest levels of communication
so they can be reassured they are receiving a good return on investment and continue to provide
Bremerton with on-going economic support for future city development projects.
Description:
The media has heard the 'buzz' about Bremerton and are listening. Media include local newspapers,
newsletters produced by organizations such as the Chambers, the local business journal and countywide
newspapers. The media encounters the City's efforts in a variety of ways, not just through a news
release.
Rationale:
The news media plays a critical role in providing information to both citizens and economic prospects.
However, free media exposure does not always tell the full or most accurate story and cannot be relied
on as the sole source for dissemination of important information. Sending a news release is no
guarantee the news will be reported as submitted and it is therefore important to build relationships
with the media, to treat them fairly and openly.
Free publicity has already had a profound effect on the revitalization efforts; one positive news story in
the Seattle daily newspapers can reach one quarter of a million people in the Seattle metropolitan area
alone. The return on investment from 'free' press this year could be substantial.
14
PRIMARY COMMUNICATION TACTICS
During the past twelve months, a small 'library' of affordable and effective communications pieces have
been prepared to meet wide range of communication needs. Some of them will continue to be useful
and may need only minor updates. Other new materials will need to be created during what promises to
be a busy promotional year.
The contactor retained in 2003, provided extensive design and production services for a fiat fee. In the
private sector, the expense for producing these types of professional materials, related production
supervision, and public relations services, would have easily cost $50,000. This generous contribution
will not be repeated to the same degree in 2004 and the city may need to obtain additional funding to
develop grand opening communication materials and meet unexpected requests from revitalization
partners.
Following are basic strategies/tactics which will be employed to achieve communications goals:
· Print Information Materials
Includes Bremerton Harborside I Ix17 handout, Gold Mountain "If You Love Golf' rack card, Art's
District Walking Map, Annual Reports, Mayor's Report Monthly newsletters, Partnership Chart
handout, BTC information handout. Approximately 300 Information kits were assembled for
distribution to groups such as the prestigious Seattle Community Development Roundtable
presentation held on February 3, 2004.
Materials are provided upon request to the public, prospects and business and community groups.
The majority of printed materials are now produced in-house, but may also be printed by local
vendors. Print materials are prepared to support City Departments including Parks & Recreation,
Bremerton Senior Center, and city events such as Winterfest, City Jazz and the City Christmas Party.
Target Groups: Bremerton Citizens, General Public/Tourists, Local Business Community, Government, City Employees,
Bremerton Harborside Partners & Investors, News Media
· Public Presentation & Displays
The City receives numerous requests to make live presentations about the city's revitalization vision,
and progress, for Harborside and other development projects. Live presentations are a
communication tactic because they win support, create involvement, and allow for exchange of ideas
and create potential funding and investment opportunities. The Mayor's Office has produced
numerous presentation boards in various sizes, a new Power Point presentation, signage and handout
materials.
Target Groups: Bremerton Citizens, General Public/Tourists, Local Business Community, Government, City Employees,
Bremerton Harborside Partners & Investors, News Media
· Direct Mai!
The Mayor's Report newsletter, feature articles and other are mailed monthly to 300-500 community
and business leaders, groups and individual in Bremerton, Kitsap County and the Puget Sound region.
Target Groups: Bremerton Citizens, Local Business Community, Government, Bremer~on Harborside Partners &
Investors, News Media
15
· News Releases & Information
Distribution of news and up-date information sent to local and Puget Sound area media to generate
media awareness and interest in the City's revitalization efforts and programs to promote "quality of
life" activities to residents, visitors and investors.
Target Groups: Bremerton Citizens, General Public/Tourists. Local Business Community, Government, City Employees,
Bremerton Harborside Partners & Investors, News Medio
· Community_ Relations
The City makes every effort to participate and show support to local civic and military organizations
and events such as the Armed Forces Day Parade, Blackberry Festival, Swing City Halloween Night, Monthly
downtown Art Walk, Manette Holiday Open House, City Jazz Concert, co-sponsored with Olympic
College, Parks & Recreation Tuesday Concerts and other events, Bremerton Senior Center Jarstad Pool and
other events. Participation may include limited financial assistance, media support, photocopying and
distribution of handouts/posters. These are provided on an as need basis when funds are available.
Target Groups: I~remerton Citizens, General Public/Tourists, Local Business Community, Government, City Employees,
Bremerton Harborside Partners & Investors, News Media
· Business Relations
The City makes every effort to participate and show support to local business organizations and
events such as the Armed Forces Day Parade, Blackberry Festival, Swing City Halloween Night,
downtown Art Walk, Bremerton Chamber of Commerce, Manette Holiday Open House, and other
events to support local business. Participation may also include limited funding, paid media support,
photocopying and distribution of handouts/posters; these are provided on an as need basis when funds
are available. The Mayor makes presentations to up-date local civic and business groups such as
Rotary, which utilize large display boards and handouts.
Target Groups: Bremerton Citizens, General Public/Tourists, Local Business Community, Government, City Employees,
Bremerton Harborside Partners & Investors, Media
· Cit7 Web Site
In the past several months, the City's web site has been upgraded to encourage greater utilization
among all target groups to obtain up-to-date information about both city activities, services, programs
and revitalizations projects. The Web site has the potential to become one of the principal
communication tools, for residents and to reach business, tourists and anyone, anywhere, interested
in hearing more about the City and what it offers. Currently, the web site is supporting local business
and cultural groups, dinning and entertainment. To support Bremerton lodging businesses, we will be
adding a section on "Accommodations," will be added so visitors will have other accommodation
options until the Hilton Hampton opens in late October, and to demonstrate that the city recognizes
and supports their B&O tax support. The site already lists many local eating and drinking
establishments.
Target Groups: Breme~ton Citizens, General Public/Tourists, Local Business Community, Government, City Employees,
Bremerton Harborside Partners & Investors, Media
NOTE: City employees get the majority of information via the city's internal COB site which is not handled through the
Mayor's Office.
16
· Media (paid advertising)
Paid advertisements are placed in the SUN's A&E and Bremerton Patriot section to support local
business events such as the Arts Walks, the Parks & Recreation Summer Concert Series, lunch and
swim programs, Senior Center activities and promote the City's commitment to quality of life
programs. These ads are frequently receiving editorial support.
Media is also purchased in key local publication such as the Bremerton Chamber and Armed Forces
Day publications to demonstrate City support.
In 2004, the budget will include advertisements in the Chronicle, to reach the city's African American
community, business and civic leaders.
Target Groups: Bremerton Citizens, General Public/Tourists, Local Business Community, Government, City Employees,
Bremerton Harborside Partners & Investors, News Media
17
2004 BUDGET REQUEST
The proposed budget for 2004 covers $50,000 for media advertisements, duplication, sign printing and
banners, duplication and a small contingency to help meet some of the hundreds of requests the city
receives each year for grants, advertisements, requests for communication materials. It also includes
costs for very basic funding of activities and office needs required of the Mayor's Office
While it is preferable to budget and allocate as much of this money as possible in advance, it is not
possible to anticipate all requests. The PlO for Kitsap County recently sent a last minute request to the
Mayor's Office requesting 3,000 custom flyers for the crew of the U.S.S. Stennis. There was no funding
to cover this request. These and other requests make a logical case for having a contingency fund.
The budget request for 2004 of $50,000 includes:
Public Information & Communication Expenses
· Printing/Copying/Presentation/Displays & Production Related Costs $11,500
Includes photo display boards, city Iago signs and banners, presentation folders,
printing including the I I x17 Harborside brochure, Gold Mountain
"You'll Love Golf" card, downtown Arts District Walking Map, BTC Information
handout, Power Point slide handouts, Mayor's Report newsletter and other direct
mail materials, posters, press kits, report covers, bindery, etc.
· Print Media Advertising $ 7,000
SUN A&E Section (weekly during summer months) SUN/Patriot Armed Forces Day
supplement, f~remerton Patriot (2-4x monthly Banner, Bremerton Chamber
Of Commerce ad, West Sound Guide, Military Welcome ads (Sun & Patriot)
· Certified Folders Display $ 4,000
Includes rack space and printing charges for 12,500 4-color glossy cards.
distributed on ferryboats and terminals, tourists, Chamber of Commerce
offices, hotel/motels, restaurants, all military bases and other travel
and visitor related businesses in the Kitsap/Olympic Peninsula region.
· CommunitylBusiness Relations Events $ 3,000
Armed Forces Day, Co-sponsor of concert in the park, 4:~ of July Fireworks
· Professional Communications Support - Mayor's O~ice & Other City Dept. $21,000
The $1700 for 34 hours of work per month includes professional communication
and public relations services. (includes all overhead expenses for the contractors
materials, equipment, software, supplies, telephone, city, state and federal business
and employment taxes, FICA, taxes, $900 for monthly health insurance and $800
annually for business/liability insurance and other expenses.
I~ayor Office Expense
· City Relations Events 3,000
City Employee Picnic, Employee Christmas Party, Employee Recognition,
· Contingency $ 500
Total 2004 Communication & Mayor's Budget $S0,000
Prices shown include all state sales tax when applicable.
18
19
CONCLUSION
In 2004, The City of Bremerton will experience its most significant year in recent history
After years of false starts and negative press, Bremerton can - and should - be the recipient of
unparallel regional, and perhaps national, media attention.
The first waves of the revitalization efforts will come to fruition, first on July 29 with the opening of the
Kitsap Conference Center and continuing on into the fait with shops and stores opening, new office
space, a hotel, condominiums and private development, all surrounded by pedestrian friendly street
enhancements.
Each one of thee milestones presents a unique, once in a generation opportunity to keep the 'buzz
about Bremerton' going.
Unfortunately, Bremerton goes into this summer of opportunity with a bare-bones communication
budget. Staff resources to meet the increasing - and increasingly sophisticated - marketing and
communication demands are also limited.
At a time when the City should have a reasonable communication budget and extra staff to meet the
extraordinary needs, it must cut back to pre-2003 levels. With such limited financial and staff resources,
there is no point in preparing a $30,000 marketing plan for a $30,000 budget.
This document, prepared to demonstrate that the City does, in fact, have a vision and methodology to
conduct the outreach, marketing and communication, is more than adequate to meet the needs for a
more formal plan.
We are confident that the budget allocation proposed for 2004 marketing and communication will be
well spent and the City will, in fact, receive maximum return on investment. The budget does not reflect
a huge in-kind donation from the communications contractor.
With additional funding, the communications effort would include:
· Additional news and media information. Ideally, a one-half time public relations professional should be
retained for the balance of 2004, to meet with the media, to solicit further coverage, to out reach to
national media, such as the Wall Street Journal, USA TODAY and others. Bremerton has a very, very
compelling news story to tell right now and no resources to tell it. The return on investment would be
substantial.
· With the allocation of another 50 hours per month of professional services, the City could begin to
more completely meet the needs of materials to support revitalization efforts, ranging from banners,
signs, more maps, redevelopment and visitor information. There is a need to provide for public and
citizen information when the relocation of city services is made to the Government Center building.
· An allocation of 20 hours more per month from outside Web site developers would assure that the
City's site is kept absolutely current at a time when 'hits' may be at an all time high.
· An additional $5,000 for media advertising would enable the City to fulfill some real opportunities to
reach additional investors and prospects and to provide more support for City activities this summer,
both downtown, and in the parks, in the neighborhoods.
2O
DISCUSSION WHITE PAPERS
Two 'White Papers' on challenges and opportunities dealing with the City's future communication and
outreach efforts and a short overview on the ideal marketing planning process, it's cost and possible
21
CHALLENGES & OPPORTUNITIES
The greatest challenge for 2004 is to meet the communication and marketing objectives within the
limited budget. At a time when the entire City needs communication support, the budget permits only
limited reach.
There will be a series of grand openings and special events surrounding Harborside and the City will be
expected to provide communication support. While Columbia Hospitality has a small budget to solicit
convention business, they do not have the resources to support a regional marketing and public
relations outreach. Neither do the new Harborside retailers. This is not a single event; the grand
openings will each place demands on the City's communication budget, regardless of other outside
support.
To that end, a key element of the marketing and communication strategy is to get as much as possible
out of each communication program. The goal is maximum 'bang for the buck'.
For example, an advertisement promoting an Evergreen Park summer event for children also reaches
many other key groups. When the advertisement appears, it attracts local families to come to the parks
and enjoy the events, facilities, and nearby businesses. But others see these advertisements - business
people see the City is alive and well and that attracts additional investment; visitors see that the City is
vibrant and inviting; those visiting the City's web site see a host of activities; local and regional media see
and report on Bremerton's growth.
In fact, one example of this synergy is that one of the monthly reports last year was mailed, as it
routinely is, to key influencers in the region. One of those responding to these on-going targeted
mailings was a reporter for the Seattle TIMES who wrote a full-page sto~y about the City's revitalization
efforts. No amount of marketing money can buy front-section Sunday Seattle TIMES coverage like this.
The recent KING 5 television story on downtown Bremerton was another result of the 'buzz' being
heard.
These representatives of the news media are given red carpet treatment..., walking tours, press and
sales kits. Follow up telephone and even personal visits are made. It is impossible to anticipate these
media visits; KING called at 3 PM on a Friday and a custom materials kit was presented to them
personally when they stepped off the I0 AM ferry from Seattle on Sunday morning. There is no way to
budget for the time and materials. They are often donated, as they were in this case.
Kitsap County is short of advertising media. We have no local television morning or evening news, no
morning drive time radio. The local daily newspaper has declining circulation (they've lost over 5,000 in
daily circulation is the past few years) at a time of growing county population. There is a monthly
business journal and weekly newspapers that are hungry for news. County circulation of daily
newspapers from Seattle and Tacoma continue to increase.
The goal, in every case, is to receive maximum exposure from every media advertisement, every printed
piece, every media and news contact.
The opportunities in 2004 are the best in recent history. Regional and state attention is focused on
Bremerton. Fifty regional business leaders recentty responded to a presentation about the City's
revitalization by personally requesting information kits. William Gates Sr. attended this meeting and
asked questions about his former hometown.
This group of the most influential people in Seattle heard the buzz about Bremerton and wanted more
information. The only cost associated with this presentation was Power Point presentation, donated
photography, materials produced locally and duplicated on-demand from the City's color copying
machine.
22
It was an unanticipated, unscheduled opportunity of a lifetime.
The city made a first class presentation and it resulted in additional news coverage, a feature story about
Bremerton in the region's prestigious business newspaper.
These unanticipated events are one more reason to I) have more funding available and 2) to have the
flexibility to switch funds from one category to another, to have a proper contingency to meet
unanticipated needs (like the U.S.S. Stennis arrival).
People in all walks of life are hearing the 'buzz about Bremerton' and that is good for business.
Thousands of cities across the U.S. would love to have such a 'buzz'.
There is a great story to be told. This is a unique moment - a milestone -- in Bremerton's history.
23
MARKETING PLANNING
A conventional marketing plan for a City the size of Bremerton, with its disparate communication needs,
would cost from $15,000 to $25,000 or more, If focus group or other testing/research is used to
ascertain community opinion on specific issues, it will require an additional $20,000-$30,000.
With a media and materials budget of $30,000 for the year and a $21,000 production budget, there is
not enough money, time or resources to prepare a comprehensive marketing plan. Even on a fast track,
it would take six to twelve weeks to do the research and write the plan.
Traditionally, a strategic marketing plan would begin with some form of quantitative research to
establish benchmarks, baselines from which to establish measurable goals. One common form of
research is the telephone survey where 400 respondents are polled to establish a statistically valid base.
Gilmore Research, a new downtown business, designs and conducts these telephone surveys. When 400
surveys are completed, a statistical margin of error of 7% is the result and that is considered valid
enough to make good assumptions and begin the planning process.
In less frenetic times, when people had more time and were willing to participate in these telephone
surveys, the cost was $12,000 to $15,000. Today it is very difficult to complete these telephone surveys
and the cost has gone to $20,000 or more. Imagine the number of telephone calls it would take to find
people in designated, representative, sections of the city to agree to a 20-minute telephone survey.
Without completing a base line quantitative survey, which is manifestly unaffordable, it is impossible to
statistically measure 'results'.
We have, however, a good deal of anecdotal data to support the contention that marketing and
communication are "working'. One only needs to sit in the lobby of the mayor's office for a few minutes
and listen to the requests coming in for materials, for money, for advertising, for promotional
consideration, for partnerships and co-sponsorships.
Outcomes can be measured by demand for materials and from public response. The Bremerton
Chamber continues to request free copies of the downtown-walking map. Over 5,000 copies of the
Harborside sheets have been printed on demand. Windermere Real Estate, for one, continues to
request materials.
The inevitable question is, 'what is the City's return on investment'?
Lacking the research to cite quantities data, we say, not facetiously, that one indication of a positive ROI
is the regional buzz and interest in Bremerton generated by the 2003 marketing and communication
efforts. The president of Ivar's reports the 'buzz about Bremerton is all over the Settle waterfront.
Ask neighboring cities how they would like to have this buzz abut their city. Aberdeen, Everett,
downtown Yakima - all would love to have a Harborside to point to, a new government office building
to move into, a downtown alive and getting better every day.
Hoke Consulting, a division of Graf*Hoke, specializes in marketing and corporate communications
planning and has directed over 550 individual marketing plans for business clients in the past three years.
With over 40 years in the marketing industry, Bill Hoke has prepared marketing-communication plans
for Harrison Hospital, Kitsap Regional Library. KPS Health Plans and many other public and private
entities, locally and nationally.
In our professional experience, we do not recommend that the City invest in a comprehensive plan
until the budget warrants it. Until then, the City must continue to employ every guerilla marketing
and communications technique available.
24
BREMERTON POLICE DEPARTMENT
CHIEF ! Robert D. Forbes
March 20, 2003
Councihnan Ed Rollman
626 Highland Avenue
Bremerton, WA 98337
Dear Ed:
1 have received and reviewed your request that the Bremerton Police Department
consider reviewing and/or re-opening the ll~.'~mlll~m[~ll homicide investigation. You
related in your correspondence that you are concerned about the eventual release of a
fictional book concerning the investigation and that the author(s) would have less than
complimentary things to sa3' about the Bremerton Police Department's handling of the
While I appreciate your concern and find your observations interesting. I am faced with
~ . .-3' tile reality of insufficient staffing and resources to adequately address tile present day
case load, let alone a ~ year-old homicide investigation.
In the year 2002, for example, our general investigation personnel were assigned more
than 700 felony investigations. This was an all time high for the Bremerton Police
Department. Homeland Security issues have also forced us to redirect our resources in
certain areas. It appears tbat these demands will only intensify as time goes on.
~L..t.', -9' Width adequa~te staffing and resources, cold case investigations ar_se possible. The
:6- ~ Bremerton Police Department has, on occasion, initiated these types of i~stigations.
_ - focusing on cases in the more recent past. Our priority, however, has been and shall
~ ' ~' remain those current cases which flow in each day in overwhelming numbers.
:,~,'c,'~- I appreciate your interest and investment in this particular case and your concern
,~' ;'% regarding reopening the investigation, however I am faced with certain realities that
~' + prevent such action at this time.
Robert D. Forbes
Chief of Police
Cc: Mayor Cas3, Bozeman
Captain Craig Rogers
DATE SUBMITTED: 3/17/04 BILL # 0t~- ~)5-0
AGENDA BILL
CITY OF BREMERTON 6
CITY COUNCIL
SUBJECT: Professional Services Committee Meeting Date: 3/23/04
Agreement with Merchant Patrol Security COUNCIL MEETING Date: 3/31/04
Services, Inc. for Parking Garage Security at Department: Public Works/Utilitie,s.
4*
& Washington Garage Presenter: Wayne Hamilton
Phone: 473-5207
SUMMARY: Staff'is recommending that the City extend the services of Merchant Patrol Security
Services, Inc. for security of the Parking Garage at 4th St and Washington Ave. through the rest of
2004. We are still assessing the security needs of the garage as we implement new security measures
using cameras and other security devices. During 2004 we will be installing some of the camera
network and will complete the installation in 2005. Until that time the services of Merchant Patrol are
recommended at historic levels that they have been performing for the past five years.
ATTACHMENTS: Professional Services Agreement
FISCAL IMPACTS (Include Budgeted Amount): Budgeted for FY2004.
/
APPROVALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY: '--. ·
FINANCE DIRECTOR:
MAYOR:
FISCAL/BUDGET:
".,~],"X k7~7--5 ,~.-~.[ ;2' --~ [ CONSENT AGENDA []
OPERATIONS:
COUNCIL PRESIDENT:
RECOMMENDED MOTION:
I move to approve the professional services agreement with Merchant Patrol Seenrity Services,
Inc. for $1,645 per month for the 4th & Washington Parking Garage seenrity and anthorize the
Mayor to exeente the agreement in substantially the same form as presented.
COUNCIL ACTION: [] Approve [] Den,,' [] Table~.~(~ [] Continue [] No Action
PROFESSIONAL SERVICES AGREEMENT
The City of Bremerton ("City") and Merchant Patrol Secur/ty Services, Inc.
("Consultant"), referred to collectively as the "Parties," enter into the following Agreement for
professional services:
I. Scope: The Consultant agrees to perform the services more specifically described in the
Scope of Services and Duties, including any attachments thereto, attached hereto as Exhibit A,
which is incorporated by reference herein. The Scope of Services and Duties may be modified
only pursuant to Section VII.H. of this Agreement. If the Scope of Services and Duties provides
for unspecified additional services such services shall only be performed upon the express
written request of the City. Consultant further represents that the services furnished under this
Agreement will be performed in accordance with generally accepted professional practices in
elYect at the time such services are performed.
II. Term: The City and the Consultant acknowledge that Consultant has been providing
services described in Exhibit A since December l, 2003 pursuant to that certain Letter of
Engagement dated December 1, 2003. The parties desire to continue these services and agree
that the term of this Agreement shall commence on March 1, 2004 and will terminate on
December 31, 2004, unless terminated earlier pursuant to this Agreement.
Ill. Compensation: In consideration of the services provided pursuant to this Agreement, the
City shall pay Consultant in an amount not to exceed $1,645 per month. Consultant shall bill for
services at the hourly rate of $14.96 per hour and shall provide five (5) hours of security per day,
Monday through Friday.
Consultant shall submit regular billing statements detailing work performed and amount
charged on each task or portion thereof. The descriptions shall conform to and fall within the
categories set out in the Scope of Services. Upon receipt of a conforming billing statement, the
City shall promptly process payment.
Consultant shall not perform work beyond the Scope of Services and Duties, nor shall
Consultant be compensated for such work, unless the Scope of Services and Duties or amount of
compensation is modified pursuant to this Agreement. Consultant shall only be compensated for
additional services if requested pursuant to Section I and, if not otherwise provided, such
compensation shall be in accordance this Section.
If a billing statement does not conform to this Agreement, the City may withhold
payment until the statement is brought into compliance. Such withholding does not relieve
Consultant of its obligations under this Agreement.
IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed
in the Scope of Services and Duties and is performing independent functions and responsibilities
within its field of expertise. Consultant and its personnel are independent Consultants and not
employees of' the City. Consultant and its personnel have no anthor/ty to bind the City or to
control the City's employees and other Consultants. None of the benefits provided by the City to
Bremerton/Merchant Patrol Security Services, Inc.
Page 1 of 7
its employees, including, but not limited to, compensation, insurance, and unemployment
insurance are available from the City to the employees, agents, representatives, or sub-
Consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and
for the acts of Consultant's agents, employees, representatives and sub-Consultants during the
performance of this Agreement. The City may, during the term of this Agreement, engage other
independent Consultants to perform the same or similar work.
As an independent Consultant, Consultant is responsible for its own management. The
City's administration and enforcement of this Agreement shall not be deemed an exercise of
managerial control over Consultant or its personnel.
As an independent Consultant, Consultant is responsible for payment of all taxes and
licensing fees necessary to perform its obligations under this Agreement. These taxes and fees
include but are not limited to State industrial insurance, Business & Occupation, State
professional licensing, and City business licensing. If any taxes or fees due the City have been
declared delinquent, the City may withhold the delinquent amount, plus any additional charges
arising from the delinquency, from any payments due Consultant.
V. Indemnification: Consultant shall defend, indemnify and hold the City, its officers,
officials, employees, agents and volunteers harmless from any and all claims, injuries, damages,
losses or suits, including all legal costs and attorney fees, arising out of or in connection with the
performance of this Agreement, except for that portion of the injuries and damages caused by the
City's sole negligence.
The City's review or acceptance of any of the work when completed shall not be grounds
to avoid any of these covenants of indemnification.
Should a court of competent jurisdiction determine that this Agreement is subject to
RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability
hereunder shall be only to the extent of the Consultant's negligence.
IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S
WAIVER OF IMMUNITY UNDER INDUSTRIAL iNSURANCE, TITLE 51 RCW, SOLELY
FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER
ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER.
The provisions of this section shall survive the expiration or termination of this Agreement.
VI. Insurance: The Consultant shall provide professional liability or errors and omissions
insurance and comprehensive general liability insurance, including bodily injury and property
damage, of at least $500,000 per occurrence.
Bremerton/Merchant Patrol Security Services, Inc.
Page 2 of 7
Before beginning work on the project described in this Agreement, the Consultant shall
provide a Certificate of Insurance evidencing that coverage.
Any payment of deductible or self insured retention shall be the sole responsibility of the
Consultant.
All required policies shall be provided on an "occurrence" basis except professional
liability insurance (if required), which may be provided on a "claims-made" basis.
The City shall be named as an additional insured on the Commercial General Liability
insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an
endorsement that is acceptable to the City, which names the City as an additional insured shall be
attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of
all the required insurance policies and endorsements. The City further reserves the r/ght to reject
any unacceptable policies and/or endorsements.
The Consultant's Commercial General Liability insurance shall contain a clause stating
that coverage shall apply separately to each insured against whom claim is made or suit is
brought, except with respects to the limits of the insurer's liability.
The Consultant's insurance shall be primary insurance as respects the City and the City
shall be given thirty (30) days prior written notice by certified mail, return receipt requested, of
any cancellation, suspension or material change in coverage.
The City also reserves its unqualified right to require at any time and for any reason,
proof of coverage in the form of a duplicate of the insurance policy with all endorsements as
evidence of coverage.
VII. General Conditions:
A. Reports and Information: When requested by the City, Consultant shall furnish
periodic reports and documents on matters covered by this Agreement. The reports and
documents shall be furnished in the time and form requested. Consultant shall maintain
accounting records in accordance with Generally Accepted Accounting Principles (GAAP) to
substantiate all billed amounts.
B. Ownership and Use of Records and Documents: Original documents, drawings,
designs and reports, including those in electronic format, developed under this Agreement are the
property of the City. All written information submitted by the City to the Consultant in
connection with the services performed by the Consultant under this Agreement will be
safeguarded by the Consultant to at least the same extent as the Consultant safeguards like
information relating to its own business. If such information is publicly available or is already in
Consultant's possession or known to it, or is rightfully obtained by the Consultant from third
parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise.
Bremerton/Merchant Patrol Security Services, Inc.
Page 3 of 7
3q
All data, documents and files created by Consultant under this Agreement may be stored
at Consultant's office in Olalla, Washington. Consultant shall make such data, documents, and
files available to the City upon its request at all reasonable times for the purpose of editing,
modifying and updating as necessary until such time as the City is capable of storing such
information in the City's offices. Duplicate copies of this information shall be provided to the
City upon its request, and at reasonable cost.
All documents, including all reports, drawings, specifications, computer software or other
items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service
with respect to the project and are the property of the City. Any reuse by the City for other than
the specific purpose intended will be at City's sole risk.
C. Consultant to Maintain Records to Support Independent Consultant Status: On the
effective date of this Agreement (or shortly thereafter), Consultant shall:
1. File a schedule of expenses with the Internal Revenue Service for the type of
business Consultant conducts;
2. Establish an account with the Washington State Department of Revenue and other
necessary state agencies for the payment of all state taxes normally paid by
employers, register to receive a unified business identifier number from the State
of Washington; and
3. Maintain a separate set of books and records that reflect all items of income and
expenses of Consultant's business, all as described in the Revised Code of
Washington (RCW) Section 51.08.195, as required to show that the services
performed by Consultant under this Agreement shall not give rise to an employer-
employee relationship between the parties which is subject to RCW Title 51,
Industrial Insurance.
D. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary
and shall be responsible for the safety of its employees, agents, and sub-consultants in the
performance of the work hereunder and shall utilize all protection necessary for that purpose.
All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss
of or damage to materials, tools, or other articles used or held for use in connection with the
work.
E. Place of Work: The Consultant shall perform the work authorized under this
Agreement at its offices in Olalla, Washington and at the City Parking garage located at 4th and
Washington in Bremerton, Washington. Meetings with the City staff as described in Exhibit A,
Scope of Services and Duties, shall take place at the City's offices, or at locations mutually
agreed upon by the parties.
F. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement
between the Parties, and the Parties acknowledge that there are no other agreements, written or
oral, that have not been set forth in the text of this Agreement.
Bremerton/Merchant Patrol Security Services, Inc.
Page 4 of 7
G. Severabilitv: Should any part of this Agreement be found void, the balance of the
Agreement shall remain in full force and effect.
H. Modification: This Agreement may only be modified by written instrument signed by
both Parties.
1. Written Notices: All communications regarding this Agreement shall be sent to the
parties at the addresses listed below by registered or 1st class mail, or by personal service, and
shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement
or such other address as may be hereafter specified in writing.
City Address Consultant Address
City of Bremerton Merchant Patrol Security Services, Inc.
Attn: Attn: Don Larson
239 Fourth Street PO Box 964
Bremerton, WA 98337 Olalla, WA 98359
J. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a
waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be
deemed waiver of any other right or power.
K. Non-Waiver of Breach: The failure of the City to insist upon strict performance of
any of the covenants and agreements contained herein, or to exercise any option herein conferred
in one or more instances shall not be construed to be a waiver or relinquishment of said
covenants, agreements or options, and the same shall be and remain in full force and effect.
L. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and
local laws in performing its obligations under this Agreement.
M. Choice of Law and Venue: This Agreement shall be interpreted according to the laws
of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement
shall be brought in Kitsap County Superior Court.
N. Attorneys' Fees: In the event of litigation to enforce any of the terms or provisions
herein, each party shall pay all its own costs and attorney's fees.
O. Assignment: Any assignment of this agreement by Consultant without the written
consent of the City shall be void.
VIII. Nondiscrimination: Consultant shall not discriminate in employment or services to the
public on the basis of race, color, national origin, sex, religion, age, marital status, or disability,
except for employment actions based on bona fide occupational qualification.
IX. Termination: This Agreement may be terminated, at will, by either Party upon thirty
(30) days notice to the other Party. This Agreement may be immediately terminated for cause by
a Party if the other Party substantially fails to perform through no fault of the terminating Party,
Bremerton/Merchant Patrol Security Services, Inc.
Page 5 of 7
and the non-performing Party does not commence correction of the failure of performance within
thirty (30) days of the terminating Party's sending notice to the non-performing Party. Notice by
Consultant shall include a report showing the status of all items listed in the Scope of Work
current through the termination date.
If the City receives reimbursement by any federal, state, or other source for work described in
Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is
cancelled or substantially reduced after the execution date of this Agreement and prior to the
completion of the work, the City may summarily terminate this Agreement. Termination shall be
effective ten calendar days after Consultant's receipt of the written notice by certified mail.
A. Rights Upon Termination: In the event of termination, the City shall pay for all
services performed by the Consultant to the effective date of termination, as described on a final
invoice submitted to the City. After termination, the City may take possession of all records and
data within the Consultant's possession pertaining to this project which may be used by the City
without restriction. Any such use not related to the project which Consultant was contracted to
perform shall be without liability or legal exposure to the Consultant.
CITY OF BREMERTON MERCHANT PATROL SECURITY
SERVICES, INC.
By: Cary Bozeman By: Don Larson
its: Mayor its: President
Date: Date:
Approved as to form: Attest:
Bremerton City Attorney City Clerk
R:\LEGAL~Contracts/PUBLIC WORKShMerchant Patrol Services - PSA doc
Bremerton/Merchant Patrol Security Services, Inc.
Page 6 of 7
EXHIBIT A
SCOPE OF SERVICES AND DUTIES
A. SCOPE OF SERVICES
Security personnel shall provide five (5) hours of security service coverage at the Bremerton City
garage per day, Monday through Friday. In addition, Consultant will provide two vehicle patrols
through the City Garage during the weekdays and on the weekends between the hours of 2000
and 0400.
B. DUTIES.
Patrol on foot and inspect all levels of the parking garage, the elevator, stairwells, pay boxes,
and the outer perimeter. Report and log all incidents of theft or vandalism.
Maintain a daily activity log to be submitted to the City on a biweekly or monthly scheduled.
Vary monitoring points and foot patrol routes heightening effectiveness of services.
Officers will change their times daily between the proposed hours stated (Example: Officer
is to work 3 hours between 0800-1200. Officer arrives on the first day at 0835 and departs at
1135. Day two, the officer arrives at 0910 and departs at 1210).
Hand out written warning citations of "No Trespassing" to persons loitering within the City
Parking garage who have no vehicle parked.
Maintain a catalog of names and photos of persons cited with "No Trespass" warnings.
Notify 911 upon viewing suspicious or criminal activity taking place when contacting a
repeat offender of the "No Trespassing" citation, or in the event of an emergency.
Inspect parking tots and the building perimeter notifying the City when circumstances are out
of the ordinary, i.e., burned out lights, missing or non-functioning fire extinguishers,
excessive trash is in the lot, damage to spaces, signs, doors, gates, etc.
Look for vehicles left unlocked and/or with valuables in plain site and leave a courtesy
message with tips to prevent car prowls and automobile theft.
Leave courtesy messages on vehicles with flat tires, dead batteries, relative suspicious
incidents, or damage from criminal activity (vandalism or car prowls) with pertinent contact
information, date/time, and the observed situation.
Close the Washington Avenue exterior stairway door after 1800 hours to control the entry
points to the garage.
Lock and unlock the City Parking garage at designated times.
Be available for call outs when someone's vehicle has been locked in the parking garage.
Bremerton/Merchant Patrol Security Services, Inc.
Page 7 of 7
MERCHANT PATROL SECURITY SERVICES, INC
Tdlllhem:a8g-377-8500 F?..:415-~am FAX:253-853-4~5
MARCH 25, 2004
TO: CHRIS MOTTNER, CITY OF BREMERTON
FROM: DAN LARSON, CHIEF OF SECURITY
RE: REPORT ON SECURITY FOR THE CITY GARAGE
In December of 2003 Merchant Patrol Security Service (MPSS) began working directly
with the City of Bremerton on its security needs. Changes were made in regard to security
officer's hours and duties, to improve the level of security. Those changes were put into place to
provide the greatest impact in the prevention of criminal activities.
One of the fist changes made by Merchant Patrol Security Service was in hours of
security coverage. MPSS is required to provide 5 hours of security a day that includes locking the
city garage up at 12:30 am and unlock it at 4:00 am. In the past coverage was rotated between the
hours of 6:00 am and 12:30 am. It was discovered that on some days only a few cars were parking
in the garage in the later evening hours. MPSS focused the majority of its security coverage
during the times when the most cam were parked in the city garage. (7:30 am thru 6:00 pm). As a
result there has been a decrease in vehicle theft. Many juveniles and adults have been stopped
from entering the city garage to loiter or skateboard by our security officers. Law enforcement
has also been called to hand out no trespassing violations on those who have returned to the
garage after warned to stay out.
Other assigned duties given to are security officers were to make visual inspection of all
cars parked within the city garage. In doing so we discover many car owners would leave their
cars unlocked or valuables in plain site. Are response has been to periodically place informational
leaflets on tips to prevent car prowls and vehicle theft. Our security officers have also discovered
many flat tiers, parking/head lights left on and property left on car roofs. In all cases we have left
courtesy notes with contact information to get their tiers change, cars jump-started and property
back.
Currently MPSS has issued all security officers with camera's to take photos of repeat
offenders (trespassers) and is in the process of changing to a new uniform. MPSS believes that
the changes made have had a great impact on the reduction of criminal activity in the city garage.
MPSS is committed to being flexible and openly working with the city to decrease criminal
activity and making the city garage a safe environment. Please contact us with any information
that may help us in are duties to maintain a high quality proactive and efficient service.
Sincerely,
Dan Larson
Chief of security
DATE SUBMITTED: BILL
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
SUBJECT: Agreement # GCA-3901 with Conunittee Meeting Date: March 23, 2004
the Washington State Department of COUNCIL MEETING Date: March 31, 2004
Transportation to Receive Funds for Department: PW&U, Engineering
Construction of SR304 from Charleston Presenter: Michael Mecham
Beach Road to SR304/SR3 interchange. Phone: 360.473.5288
SUMMARY: In the 2003 legislative session, the Washington State Legislature increased the
gasoline tax by five cents per gallon to be used on highway improvements throughout the state. As
indicated in Agreement GCA-3901, $11,000,000 of these funds are designated to complete the SR304
improvements.
ATTACHMENTS: Agreement GCA-3901
FISCAL IMPACTS (Include Budgeted Amount): Obtaining $11,000,000 from the increased
gasoline tax to complete SR304. City match funjts,
, are not necessary.
APPROVALS:
DEPARTMENT DIRECTORk -
FINANCE DIRECTOR:
MAYOR:
FISCAL/BUDGET:
OPERATIONS: 4~ / x'~'~ ~"~ ......... CONSENT AGENDA []
'1 'l P'3 ~.c-r-- .
COUNCIL PRESIDENT: ~"~-'-~
RECOMMENDED MOTION:
Move to approve Agreement GCA-3901 with the Washington State Department of Transportation to
receive funds for construction of SR304 from Charleston Beach Road to the SR304/SR3 interchange
and authorize the Mayor to finalize and execute the necessary contract documents for the agreement.
COUNCIL ACTION: [] Approve [] Deny [] Table [] Continue [] No Action
ab, Agenda Bills 2004, Agreement GCA-3901, WSDOT Funds, 2-04 ~/q
AGREEMENT
GCA-3901
THIS AGREEMENT, made and emered into this __ day of
2004, between the STATE OF WASHINGTON Department of Transportation, acting by
and through the Secretary of Transportation, hereinafter called the "STATE", and the City
of Bremerton, 3027 Olympus Drive, Bremerton, Washington 98310-4799, hereinafter
called the "CITY".
WHEREAS, the CITY has completed Final Environmental Impact Statement No.
FHWA-WA-EIS-95-1-F to address capacity and congestion on the existing transportation
corridor on SR 3 and SR 304 fi'om the community of Gorst to the Bremerton Ferry
Terminal and has completed Design Report No. 23-1896-36 to address capacity and
congestion on the existing transportation corridor on SR 304 from the SR 304/SR 3
Intemhange to the Bremerton Ferry Terminal, and
WHEREAS, the CITY has completed various improvements included in the above
mentioned Design Report No. 23-1896-36 to SR 304 from the SR 304/SR 3 Interchange
to the Bremerton Ferry Terminal and is planning additional improvements on the SR 304
corridor as defined in Design Report No. 23-1896-36, the location of which is shown on
Exhibit "A", attached hereto and by this reference made a part of this AGREEMENT, and
WHEREAS, the STATE, pursuant to legislative appropriation, has agreed to contribute
$11,000,000 to the CITY's SR 304 corridor improvements.
NOW THEREFORE, by virtue of RCW 47.28.140 and in consideration of the terms,
conditions, covenants, and performances contained herein, or attached and incorporated
and made a part hereof, IT IS MUTUALLY AGREED AS FOLLOWS:
I
GENERAL
1.0 The STATE agrees to contribute $11,000,000 to the CITY for improvements to
SR 304 from the SR 304/SR 3 Interchange to the intersection at Charleston Beach
Road/Missouri Gate at approximately Milepost 0.71. These improvements include, but
are not limited to, added HOV lane, minor widening, intersection improvements,
illumination and signal improvements as identified in the STATE approved Design
Report No. 23-1896-36.
1.1 Should the CITY not require the entire $11,000,000 STATE contribution for
improvements to SR 304 from the SR 304/SR 3 Interchange to the intersection at
Charleston Beach Road/Missouri Gate, the CITY may utilize the remainder of the
$11,000,000 STATE contribution for improvements to SR 304 fi.om the SR 304/SR 3
Interchange to the Bremerton Ferry Terminal as identified in the STATE approved
Design Report No. 23-1896-36. The STATE contribution de£med in this AGREEMENT
1/3 GCA-3901
shall not be applied to the work associated with the Downtown Bremerton
Pedestrian/BTC Access Improvements Federal Project No. HP-1998(029).
II
PAYMENT
2.0 The CITY may submit a billing to the STATE for the entire $11,000,000 STATE
contribution or a portion thereof upon execution of this AGREEMENT. All billings must
be submitted by the CITY to the STATE prior to June 30, 2005; the 2003-2005 biennium
end. Any billings submitted after June 30, 2005 will not be considered eligible for
STATE participation.
2.1 The STATE agrees to make payment within thirty (30) days from receipt of
billing from the CITY.
2.2 Any portion of the STATE's contribution not expended by the CITY as defined in
1.1 Section I GENERALshall be reimbursed to the STATE within ninety (90) days of
completion of the SR 304 corridor improvements (completion date as defined in the
current edition of the Standard Specifications for Road, Bridge and Municipal
Construction) or resolution of right of way related expenditures or resolution of
environmental related expenditures, whichever occurs last.
2.3 The CITY shall submit to the STATE reports of expenditures for the SR 304
improvements, the first report being due August 15, 2004 for the period ending June 30,
2004. Subsequent reports shall be due forty five (45) days after the end of each six (6)
month period, and culminating with a final report of expenditures for the SR 304 corridor
improvements within ninety (90) days of completion of the SR 304 corridor
improvements or resolution of right of way related expenditures or resolution of
environmental related expenditures, whichever occurs last.
III
DEVELOPER AGREEMENT REQUIRED
3.0 Prior to the CITY prosecuting any work done within state-owned right of way, the
CITY shall enter into a Developer Agreement (DOT form 224-054 EF, or as modi~ed by
the CITY and STATE) with the STATE.
IV
LEGAL RELATIONS
4.0 The CITY shall indemnify and hold the STATE, and its agents, employees and/or
officers harmless from and shall process and defend at its own expense any and all claims
demands, suits at law or equity actions, penalties, losses, damages, or costs, of
whatsoever kind or nature, brought against the STATE, its agents, employees and/or
officers arising out of, in connection with, or incident to the execution of this
AGREEMENT and/or the CITY's performance or failure to perform any aspect of this
AGREEMENT. PROVIDED, however, that if such claims are cause by or result from
2/3 GCA-3901
the concurrent negligence of (a) the CITY and (b) the STATE, its agents, employees
and/or officers, this indemnity provision shall be valid and enforceable only to the extent
of the negligence of the CITY, and PROVIDED FURTHER, that nothing herein shall
require the CITY to hold harmless or defend the STATE, its agents, employees and/or
officers from any claims arising from the sole negligence of the STATE, its agents,
employees, and/or officers. This indemnification shall survive the termination of this
AGREEMENT.
V
VENUE
5.0 In the event that any PARTY deems it necessary to institute legal action or
proceedings to enforce any right or obligation under this AGREEMENT, the PARTIES
hereto agree that any such action or proceedings shall be brought in a court of competent
jurisdiction situated in Thurston County, Washington.
IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT as of the
day and year first above written.
CITY OF BREMERTON: STATE OF WASHINGTON
DEPARTMENT OF TRANSPORTATION:
By: By:
Cary Bozeman, Mayor Randall A. Hain, Region Administrator
Date: Date:
ATTEST:
By:
City Clerk
Date:
APPROVED AS TO FORM: APPROVED AS TO FORM:
BY:city Attorney Assistant Attorney General t~
Date: Date: .~" ,/0 '~'0~/¢~
3/3 GCA-3901
GCA-3901
Exhibit "A"
Vicinity Map
1/1
DATE SUBMITTED: March 18, 2004 BILL #
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
SUBJECT: AuthOrize a Budget Adjustment Committee Meeting Date: March 23, 2004
to the General Govermnent Capital Improve- COUNCIL MEETING Date: March 31, 2004
ment ~,~,d -to trued '~.e. R~t. ~r. Department: Finance
bS~ L~0~' ff;~ ~ ~Y~. 6~'d&~q Presenter: Michael R. Wilson
0j~(t-~l. Iv~r'~ve. wx~t-S o Phone: 473-5590
SUMMARY: Since the $100,000 Gates Foundation grant has been canceled due to continued delays
with the Martin Luther King Jr. ~id~, project, it our reconunendation that the City reapply for the
Gates grant upon securing commitments from both the City of Bremerton and Kitsap County to each
contribute $100,000 to fund the balance of the project costs. The City's $100,000 contribution toward
the library project would come from the fund balance of the General Government Capital Improve-
ment Fund (Fund 308) through a Council-approved budget adjustment to this fund.
ATTACHMENTS: Library Project Budget and Memorandum.;
FISCAL IMPACTS (Include Budgeted Amount): There would be a $100,000 decrease in the fund
balance of the General Government Capital Improvement Fund.
APPROVALS:
DEPARTMENT DIRECTOR: ,-~ - ........
CITY ATTORNEY: ' ~7,'~ ~~i]~~~.~i~
FINANCE DIRECTOR: :
MAYOR:
FISC^ GET: .4/ f NSENT
OPERATIONS: .~ ~ ).17;~=~: [~"~4 AGENDA
COUNCIL PRESIDENT: - ~],.)~'v~*~.-.
RECOMMENDED MOTION: I move to approve a Budget Adjustment authorizing the
appropriation of $100,000 in the 2004 General Governmental Capital Improvement Fund (Fund 308)
tofundcapitalimprovementstotheMartinLutherKingJr./ttd~ 0u, to~ at~arb, vr( 7-~ ad~~ l~¥o t-
COUNCIL ACTION: L_J Approve [] Deny [] Table [] Continue [] No Action
Department of Administrative Services/Finance
239 Fourth Street, Bremerton, WA 98337
Telephone: 360-478-5590
Fax: 360-478-5200
mwilson@ci, bremerton, wa. us
Michael R. Wilson, Director of Finance
TO: Council President Daren Nygren
Bremerton City ~ouncil
FROM: Michael R. Wils n~,,~\w-~
SUBJECT: Martin Luther King Jr. Library
DATE: March 18, 2004
Since the decision was made to not pursue moving the Martin Luther King Jr. L4br-apy into the
Government Center, we have returned to the original plan to rehabilitate the facility using the
project cost estimate of approximately $400,000. This estimated cost to perform major interior
and exterior work was based on initial funding commitments from the following sources: CDBG
grant ($100,000), "Friends of the Library" fund raising ($200,000), and Gates Foundation grant
($100,000).
Over the last several weeks, I have reviewed the status of this project with the Kitsap Regional
Library Board, Gates Foundation staff and Kitsap County Commissioners. Upon consultation
with the Gates Foundation, I was recently informed that the Gates grant has been canceled due to
continued project delays. The favorable news, however, is that they have offered us with an
opportunity to reapply for this grant. Although the Gates Foundation no longer funds library
projects, they have agreed to give special consideration to our application at their meeting in
May, provided we submit a compelling grant application and are able to secure in advance the
additional $200,000 in matching funds. The Gates Foundation grant is a critical funding
resource for the restoration of this historical building. If we do not put together a successful
collaborative effort to secure this Gates grant, the City will then need to redefine the scope of this
project to just spend the $100,000 in CDBG grant funds for minor building repair work.
It is our recommendation that the City reapply for this grant upon securing commitments from
both the City of Bremerton and Kitsap County to each contribute $100,000 to fund the balance of
the library project costs. I met with the Kitsap County Commissioners on March 3 and 17 to
seek County funding for this project. The Board of Commissioners has given preliminary
approval to contribute $100,000 toward this project if we are able to secure grant funding.
If the Council supports funding this project, the budget source would be the City's General
Government Capital Fund. This Fund ended fiscal year 2003 with an additional $254,000 in
revenue due to increased real estate excise tax collections. This library capital project would be
a qualified and appropriate project for use of these funds; therefore, it is our recommendation for
the City Council to appropriate $100,000 for this project from this Fund.
DOWNTOWN BREMERTON LIBRARY RENOVATION
PROJECT BUDGET SUMMARY
A/O FEBRUARY 25, 2004
PROJECT EXPENSE
Exterior
Reroofing and weatherization $7,000
Exterior restoration, painting and coating 15,500
Entry lighting 2,000
Replace exterior doors 6,000
Replace art deco style windows 60,000
Landscaping, signage, irrigation 5,000
Interior
Replace acoustical ceiling tiles 10,000
Painting, including decorative work 22,500
Replace flooring at main floor 38,000
Plumbing upgrades 20,000
Casework, trim and millwork replacement 10,000
New handicap accessible restroom 18,500
Replace lighting at main floor 30,000
Technology infrastructure upgrades 10,000
Electrical upgrades 12,500
HVAC ststem upgrades for air delivery 12,500
Sub-total 279,500
General Contractor Overhead & Profit 13.50% 37,733
Subtotal - Construction Expense 317,233
Washington State Sales Tax 8.60% 27,282
Consultant Services:
Architectural & Engineering 12.00% 38,068
Administration, Bidding & Estimating Contingency 3.50% 11,103
Permits and fees (estimated) 2,504
Subtotal - Project Expense 78,957
Subtotal - Combined Construction & Project Expense 396,190
Project Contingency 5.00% 19,810
Total Expense $416.00._~.__~0
PROJECT REVENUE
CDBG Grant 100,000
Gates Foundation Grant 100,000
Friends of the Library 16,000
City of Bremerton 100,000
Kitsap County 100,000
Total Revenue $416.000
MEMORANDUM OF UNDERSTANDING
BETWEEN THE
CITY OF BREMERTON AND KITSAP COUNTY
Downtown Bremerton Library
This Memorandum of Understanding is executed by the City of Bremerton (City) and Kitsap County
(County) on the date fully executed below. The purpose of this Memorandum of Understanding is to
clarify the County's commitment to pay $100,000 to the City as part of the financing for renovation of the
Downtown Bremerton Library (Library).
The City has developed a financial plan for renovation of the Library in the aggregate amount $416,000.
This plan includes funding by the City, the City's Community Development Block Grant program, a
private foundation, the Gates Foundation, a local group, the Friends of the Library, as well as the County.
The City's request to the County is for $100,000.
This Memorandum clarifies that it is the parties' intent that the County pay the City $100,000 as noted
above from funds currently appropriated in the County's General Fund for "one - time" expenditures, and
the execution by the parties below documents such intention. The payment of $100,000 shall be paid by
the County upon execution, by the City, of a construction contract for renovation of the Library facilities.
This Memorandum is executed by the parties as follows:
CITY OF BREMERTON K1TSAP COUNTY
By: CaD, Bozeman By: Malcolm Fleming
Its: Mayor Its: County Administrator
APPROVED AS TO FORM APPROVED AS TO FORM
Roger A. Lubovich Kevin Howell
City Attorney Deputy Prosecuting Attorney
G:~BUDGET~DATA~Projects~Bremerton Librar3ABremerton Memorandum of Unders~nding March 19doc
DATE SUBMITTED: March 11, 2004 BILL
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
SUBJECT: Resolution # ~ ~ ~'- Setting Committee Meeting Date: March 23, 2004
a Hearing Date of April 28, 2004, for COUNCIL MEETING Date: March 31, 2004
Vacating a portion of First Street located Department: PW&U, Engineering ~
between Marion and Yantic Avenues. Presenter: Michael Mecham
Phone: 473.5288
SUMMARY: The City received a petition from Victor Targett to vacate a portion of First Street
located between Marion and Yantic Avenues. This right-of-way consists of steep vegetated hillside
and is not being used by the public. The petitioner is requesting the vacation to correct a previously
recorded short plat. This is a Class III right-of-way and compensation is not required in accordance
with BMC 11.20.140.
ATTACHMENTS: 1.) Resolution # ~.~)-'~)T2.) Site Map; 3.) Engineering StaffReport
FISCAL IMPACTS (Include Budgeted Amount): None
APPROVALS:
DEPARTMENT DIRECTOR:
CITY ATTORNEY: '~ ~-~-~~.-/'~.
FINANCE DIRECTOR: '"
FISCAL/B~GET:
CO~CIL PRESIDENT:
~COMMENDED MOTION:
Move to pass Resolution ~ setting a hearing date of April 28, 2004, for vacating a potion of
First Street located between M~on and Y~tic Avenues.
COUNCIL ACTION: [] Approve [] Deny [] Table [] Continue [] No Action
ab, Agenda Bills 2004, First Street Vacation. Reso
53
RESOLUTION NO.
A RESOLUTION of the City Council of the City of
Bremerton, Washington, establishing a hearing date for the
proposed vacation of a portion of First Street located between
Marion and Yantic Avenues.
WHEREAS, the City received a petition to vacate a portion of First Street located
between Marion and Yantic Avenues; NOW THEREFORE,
THE CITY COUNCIL OF THE CITY OF BRt~MERTON, WASHINGTON,
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION L A public hearing will be held on April 28, 2004, at 5:30 p.m. or
later at the Bremerton City Hall, 239 Fourth Street, Bremerton, Washington, to take public
comment or consider written objections to the vacation.
SECTION 2. If fifty percent or more of the property owners abutting said right-
of-way file written objections to this action prior to the time set for public hearing herein, the
hearing shall be canceled and there shall be no further proceedings under this resolution.
SECTION 3. Severabilit¥. If any one or more sections, subsections, or
sentences of this Resolution are held to be unconstitutional or invalid, such decision shall not
affect the validity of the remaining portion of this Resolution and the same shall remain in full
force and effect.
Effective Date. This Resolution shall take effect and be in force immediately upon its
passage.
PASSED by the City Council of the City of Bremerton, Washington this day
of ,2004.
DAREN NYGREN, Council President
First Street - Public Hearing
APPROVED AS TO FORM: ATTEST:
ROGER A. LUBOVICH, City Attorney PAULA JOHNSTON, Interim City Clerk
ab, Agenda Bills 2003, Dec Streetlight Standards, 12-03, Resolution
2
First Street - Public Hearing
YAN'I'IC A~
I I
NOR~: Assumed
SCALE: 1"--40'
.x.,.,~ .^~ I~.~.~. I ~.~.o. 1
ROAD VACA'I~ON
CONSULT~TS INC. FOR: DO'EAST IDA~: IJ~ N°'j
~".~.~"~'~"~' ~1 DE~LOPMENT, L.LC. 6~09~05 2975
STREET VACATION REQUEST
Ist STREET AT YANTIC AVENUE
ENGINEERING STAFF REPORT
CITY COUNCIL HEARING DATE: April 28, 2004
PREPARED BY: Gunnar Fridriksson
SUMMARY
A. Applicant: Downeast Development
Attn: Victor Targett
P.O. Box 789
Bremerton, WA 98337
Location: West half of the South half of 1st Street at intersection with
previously vacated Yantic Avenue.
B. Attachment: Vicinity Map and Vacation Area Map
BACKGROUND
The applicants have petitioned the City of Bremerton to vacate a portion of 1st Street
which abuts their property (approximately 450 sf). This portion of 1st Street has a steep
topography, and has never been developed for mad purposes.
The lead on this application is a development company, which has recently recorded a
short plat on the abutting property (City of Bremerton Short Plat #PL02-0019). In that
short plat, the previous right of way vacation for Yantic Avenue (City of Bremerton
Ordinance #4758) was shown incorrectly. This vacation would correct the previously
recorded short plat documentation.
RIGHT-OF-WAY CONDITIONS
· Functional Classification Arterial
· Existing R-O-W Width 30 feet
· Proposed R-O-W Width N/A
· Pavement Width N/A
· Surface Type N/A
· Curb and Gutter N/A
· Sidewalks N/A
22 October 2003
lS~ Street at Yantic Avenue
Page 1 of 4
HEARING CONSIDERATIONS
BMC 11.20.120 sets forth issues that the City Council needs to determine at the
conclusion of the Vacation Hearing. These issues and the staff position are:
1. Whether the street, alley or portion thereof is no longer required for public
use and vacation of the described portion will better serve the public good.
Staff Position:
Due to the topography of the area in question (steep slopes), it is unlikely that
this portion of 1st Street will be utilized for roadway purposes.
2. Whether the vacation is consistent with the City Comprehensive Plan.
Staff Position:
The proposed vacation does not conflict with the Comprehensive Plan.
3. Whether continued use of the proposed vacation as a public way is not of
such public benefit as to justify the costs of maintenance.
Staff Position:
This portion of the right-of-way is not being used for public way purposes.
4. Whether substitution of a new and different thoroughfare would be more
useful to the public.
Staff Position:
Substitution of a new and different thoroughfare would not be useful to the public.
5. Whether conditions may so change in the future as to provide a greater
public use or need than presently exists.
Staff Position:
No future use of this portion of right-of-way is anticipated.
6. Whether objections to the proposed vacation are made by owners of
private property abutting the same.
Staff Position:
There are no objections. All abutting property owners have signed the petition
for the proposed vacation.
22 October 2003
1~ Street at Yantic Avenue
Page 2 of 4
SHORELINE ACCESS
This portion of right-of-way does not provide shoreline access.
UTILITIES
All private utility companies have been contacted. Puget Sound Energy, Cascade
Natural Gas and Qwest will retain easements. Utilities easements are to be reserved
for the existing City water utilities.
SUFFICIENCY OF SIGNATURES
The request for the vacation was made by more than two thirds (on a front footage
basis) of the property owners abutting the property to be vacated.
COMPENSATION
This is a Class III right-of-way as defined in Ordinance 4664. This type of right-of-way is
limited to a public easement which is generally unimproved and for which no public
funds have been expended in the acquisition or providing improvements. No
compensation is required for Class III right-of-way.
STAFF RECOMMENDATION
Department of Community Development, Police, Fire and Engineering supports this
vacation.
City Attorney wishes to be assured the utility easements will be properly reserved.
Staff recommends that this Street Vacation be approved as requested without
modification.
22 October 2003
1st Street at Yantic Avenue
Page 3 of 4
Standing on north edge of Ist Street, looking south towards Yantic Avenue.
Standing at north edge of vacation, looking east along 1st Street at slope.
22 October 2003
l~t Street at Yantic Avenue
Page 4 of 4 ~ /0