Quil Ceda Village Council Meeting

1) Approval of Agenda

Motion Made to approve the Village agenda for May 20, 2003, as presented.
Seconded
3 For 0 Against
Motion carried

6) Village Street & Parking Lot sweeping contract proposal

*Two proposals have been submitted to sweep the Village Streets, Retail
Center parking lot and the Village Office parking lot.
(RFB has not been sent out)
The Village will need to put this out to bid. The Village General Manager will put all the specs together and go out to bid. This will make it equal and competitive.

7) Retail Center/Leases

*Property Management
-Trading Post
-Advertisements
-Opening and closing each day.
-Janitorial
-Funding source for PUD, phones, Natural Gas, Water & Sewer, CAM Fees, etc.
As the Lease money is received it is sent down to the Government Offices. The Village needs to Operate and Maintain theses facilities.
5% of the Lease money should be put into the Operation & Maintenance budget.
Staff will bring back a budget for this money and a resolution.
Staff will bring back the appropriate documents for the Retail Center Suite E. The BOD has not approved a Lease for this space. Did the individual tenants receive approved leases by the BOD or the Village Staff?
Need to do some advertising for this space.
-Building Maintenance
-HVAC System routine maintenance
-Tenant problems (warranty vs. tenant responsibility)
-Funding source to pay for Retail Center expenses.
-CAM Fees pay for Common Areas outside of the Building
-10% Lease withhold is used for Capital Improvements not regular
expenses.
-Lock box for Fire & Verizon Access.
-Painting curbs (red-no parking zone)
-Re-striping parking stalls, Striping lanes behind the Center (two
way)
-Signs for “loading & unloading” zones
-Signs for “30 minute parking only” zones

8) Village Office Space

*Additional Staff Office Space is needed. The estimated cost for a new
modular to tie in with the existing building is $89,000.00. Additional costs
will include: site prep, foundation, electrical, Sidewalk, Porches, etc.
Village has 12 employees with two unfilled “new” positions.
Business Park has 5 with one unfilled position.
Government Affairs has 5 with one unfilled “new” position.
Tulalip Tribes EFO – 1 employee (Needs an Admin Assist)
Space is needed for the placement of a full-time attorney.
Space is needed to move Special Projects Team to Village.
Space is needed to move Natural Resources Team to Village.
Discussion: The Village is out of room. We are stacking people two and three to a room. Staff has been looking at the difference between a permanent vs. a modular. We have been waiting for the budgets to be approved.
Could the syndicated loan pay for an office space for the MBR Plant Staff? Staff will prepare a new priority list for any cost savings. There is a need to make the Kabota Plant a priority.

9) Signs within the Village

- Discussion on drafting an Ordinance regarding permanent and temporary signs within the Village boundaries.
Quil Ceda Village incurred costs due to the temporary signs that were erected around the Fourth of July. The greatest issue is the safety factor. Signs are put in places that obstruct the view of drivers. They are placed in parking right of ways.
GM is proposing three permanent signs (Kiosks) to place temporary signs on.
Does QCV have cost estimates on what they spent to clean up after boom city? No. The Board and QCV GM needs to meet with the Boom City Committee to review all the issues. Mr. Alva should be asked to participate due to costs associated with start up of the site. Should an Ordinance be created to deal with just temporary signs? This would keep it simple. People would be able to understand it. There is a permit process in place already for permanent signs.
Suggestions for placement of signs on west side of 27th Avenue. Charging a permit fee would help alleviate the clutter.

10) DOT right-of-way between 88th & 116th Street.

-Village would like to “Adopt-a-Hi-way” to provide full time maintenance of
area. DOT is only allowed to mow three mower widths in from the road.
Motion made to enter into negotiations with DOT to Adopt-a-hiway between 88th and 116th . It would be nice to get staff out to cut down all the weeds under and around the fence. Clean it up to make it look nice.

Next Village meeting set for June 17th, 2003.
Meeting Adjourned at 10:40 a.m.
Motion to adjourn
Seconded