HomeMy WebLinkAboutR-2024-011 Resolution authorizing professional service contracts with Gary Cuillier as the City of Yakima Hearing Examiner and Patrick Spurgin as the Examiner Pro-Tem RESOLUTION NO. R-2024-011
A RESOLUTION authorizing the City Manager of the City of Yakima to execute contract
agreements with Gary Cuillier for Hearing Examiner's Services and
Patrick Spurgin for Hearing Examiner Pro-Tem Services
WHEREAS, the City of Yakima's Department of Community Development receives land
use applications that staff and professionals review; and
WHEREAS, the City of Yakima Planning Division provides staff recommendations for
applications regarding development projects and land use review within the City of Yakima that
must be reviewed by the City's appointed Hearing Examiner for consistency and compliance
with all of the adopted development regulations and comprehensive plan policies; and
WHEREAS, the City's development regulations often require that public hearings on
land use and development applications be conducted and, in some instances, that additional
professional review be provided by a technically experienced land use attorney appointed by the
City Council as the Hearing Examiner; and
WHEREAS, Gary Cuillier, as the Hearing Examiner, and Patrick Spurgin, as the Hearing
Examiner Pro-Tem, have agreed to continue to provide the necessary professional expertise to
the City's Planning Division to conduct public hearings and assist the City with required
technical review on land use matters and to provide the City Council with formal
recommendations, interpretations and decisions pertaining to specific land use issues; and
WHEREAS, Gary Cuillier, as the Hearing Examiner, and Patrick Spurgin, as the Hearing
Examiner Pro-Tem, agree to continue providing these professional services in accordance with
the City of Yakima's Municipal Codes and the laws of Washington; and
WHEREAS, Gary Cuillier, as the Hearing Examiner and Patrick Spurgin, as the Hearing
Examiner Pro-Tem, shall be compensated for the services specified within the Professional
Services Contracts attached hereto and incorporated herein by this reference from the City of
Yakima's General Fund Professional Service account number 001-213-4100; and
WHEREAS, the City and the Hearing Examiner and the Hearing Examiner Pro-Tem
would like the contracts for the professional services subject to the attached Agreements to
effective beginning on January 2, 2024
WHEREAS, the City Council deems it to be in the best interest of the City to authorize
execution of the attached Contracts to provide the professional services specified therein
beginning January 2, 2024 and continuing in accordance with the attached Agreements, Now,
Therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager of the City of Yakima is hereby authorized and directed to execute the
attached and incorporated "Hearing Examiner's Professional Service Contract Renewal" with
Gary Cuillier and the attached and incorporated "Professional Services Contract for City of
Yakima Hearing Examiner Pro Tem" with Patrick Spurgin, acting as the Hearing Examiner and
1
Hearing Examiner Pro-Tem respectively, to provide professional Hearing Examiner services to
the City of Yakima beginning from January 2, 2024 and in accordance with City Ordinances and
State statutes.
ADOPTED BY THE CITY COUNCIL this 2nd day of January, 2024.
•
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Patricia Byers, ay or
ATTEST:
_,(p,KIMAI � .
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- VALLIA ki)-h-14 ----//'# i i SEAL 1 1
osalinda Ibarra, City Clerk VIi,` \SHiNG�O�..
2
PROFESSIONAL SERVICES CONTRACT
FOR
CITY OF YAKIMA HEARING EXAMINER
PARTIES:
The parties to this contract are the CITY OF YAKIMA, 129 N. Second Street, Yakima,
Washington 98901 ("City" herein), and GARY M. CUILLIER, Attorney at Law, 314 N. Second
Street, Yakima, Washington 98901 ("Cuillier" or"Examiner" herein).
RECITALS:
1. City of Yakima utilizes a Hearing Examiner for land use matters occurring
throughout the City.
2. In order to encourage consistency in land use decisions, and because of Cuillier's
experience with land use matters in the City of Yakima, the City wishes to contract with Cuillier
as Hearing Examiner.
AGREEMENT:
1. Engagement of Hearing Examiner. The City hereby hires Cuillier, and Cuillier
agrees to serve, as Hearing Examiner for the purposes set forth in the City's various ordinances
and land use regulations. Unless terminated pursuant to paragraph 13, the term of the
engagement of the Hearing Examiner shall be for four (4) years.
2. Character and Extent of Services. Cuillier shall perform the services of Hearing
Examiner for the City as required in the City's ordinances, as well as other duties as may be
assigned by the Code Administration or Planning Manager from time to time
3. Pro Tern Hearing Examiner. It is contemplated that the City Council will appoint
a Pro Tern Hearing Examiner to serve in the event of absence or inability of the Hearing Examiner
to act.
4. Case Assignment. The Community Development Director, or his/her designee,
shall assign cases. While it is contemplated that the Hearing Examiner will hear the majority of
cases, the Community Development Director shall assure that the Pro Tem Examiner is assigned
a sufficient number and variety of cases to maintain the knowledge, expertise and skills necessary
for effective performance of Hearing Examiner duties.
5. Additional Duties. The Examiner shall coordinate with the Pro Tem Hearing
Examiner when appropriate in order to insure consistency of analysis and efficient decision-
making. The Examiner's duty to determine matters efficiently shall include the duty to issue
written findings and conclusions for all matters coming before the Examiner within ten (10)
working days of the conclusion of the hearing on each matter unless a longer period is agreed to
in writing by the applicant.
6. Liaison. The Community Development Director or his/her representative, shall
serve as the City's liaison with the Examiner.
7. Independent Contract. The relationship of the Examiner to the City is that of an
independent contractor rendering professional services The Examiner shall have no authority to
PROFESSIONAL SERVICES CONTRACT -
Hearing Examiner 1
execute contracts or to make commitments on behalf of the City, except as authorized herein or
by City ordinances, and nothing contained herein shall be deemed to create the relationship of
employer and employee or principal and agent between the City and the Examiner.
8. Professional Fees. The Examiner shall be paid by the City for professional
services rendered under this contract at the rate of One Hundred Sixty Five Dollars ($165.00) per
hour.
8.1 In addition to hourly compensation, in the event that the Community Development
Director requests the Examiner to undertake out-of-town travel, training activities, acquisition of
specialized reference materials, and participation or membership in planning related
organizations, the Examiner shall be reimbursed for direct non-salary expenses incurred for such
out-of-town travel, training costs, costs for specialized reference materials, and planning related
membership participation or membership fees.
8.2 The payment provided in this section shall be full compensation for services rendered,
including all labor, materials, supplies, equipment, and necessary incidentals.
9. Itemized Statements. By the 5th day of each month the Examiner will provide to
the City an itemized statement for services and expenses incurred during the previous month.
There shall be an attachment itemizing services rendered for administrative matters, a second
attachment itemizing services rendered for substantive matters, and a third attachment itemizing
out of pocket expenses.
10. Payment Schedule. Payments shall be made on the 20th of the month for
statements received by the 5th day of the same month.
11. Facilities to be Furnished by Hearing Examiner. The Examiner shall furnish
and maintain an office, equipment, library, and clerical staff suitable and adequate for performing
the services to be rendered pursuant to this contract. The City shall provide at its expense hearing
rooms, recording equipment, and related supplies.
12. Ownership of Documents. The record developed before the Examiner, including
the Examiner's decision or recommendation, shall be the property of the City. The Examiner's
work product, consisting of notes, research, and preliminary drafts, shall be the property of the
Examiner.
13. Right to Terminate Contract. The Hearing Examiner may be removed by the
City Council pursuant to YMC 1.43.040. For purposes of this paragraph, "cause" shall include,
but not be limited to, a determination by the City Council that the Examiner is not giving due
consideration to proper procedure or is not conducting hearings in a prudent manner, giving due
regard to the appearance of fairness doctrine, laws regarding conflicts of interest, and/or other
laws, procedures, and regulations dealing with the subject matter under consideration.
The City or the Examiner may terminate this contract for cause or without cause
upon giving the City ninety (90) days written notice. The Hearing Examiner shall continue to work
on any pending matters, and the City shall pay for such work, even if it occurs after the 90-day
period.
14. No Personal Liability. The City shall defend, indemnify and hold harmless the
Examiner from all liability, loss or damage, including costs of defense he may suffer as a result of
claims, demands, actions, damages, costs or judgments which result from the activities to be
PROFESSIONAL SERVICES CONTRACT -
Hearing Examiner 2
performed by the Examiner pursuant to this Agreement. This defense and indemnity agreement
does not apply to claims arising from bad faith or malicious performance by the Examiner of his
duties herein.
15. Non-Assignment. This contract is personal to the Examiner and is not assignable
by the Examiner to any other individual.
16. Amendment. This contract can only be amended by the written agreement of
both parties.
17. Interest of Public Officials. No member of the governing body of the City and no
officer, employee, or agent of the City shall have any personal financial interest, direct or indirect,
in this contract. The Examiner shall take appropriate steps to assure compliance.
18. Interest of Hearing Examiner. The Examiner covenants that he presently has no
interest and shall not acquire an interest, direct or indirect, in any property, which is the subject of
a proceeding before the Examiner, which would conflict in any manner or degree with the
performance of his services hereunder.
19. Term. This contract shall be deemed to have commenced on January 1, 2024
and shall terminate December 31, 2027 unless prior to said date it is renewed for an additional
period on terms agreeable to the City and the Examiner.
J
EXECUTED this day of 9sse erg-2023
CITY IMA
By:
Bob Harrison, Interim City Manager
ATTEST: C�
CITY CONTRACT NO
RESOLUTION NO. I
By: �: II ! ./ :/ 1 Il i i ,�.=,�p,KIMq her,
Rosalinda Ibarra 141,
City Clerk SEAL
•
EXECUTED this day of D-
HEARING EXAMINER
By: R'\ .
Gary M. CuillieF
PROFESSIONAL SERVICES CONTRACT -
Hearing Examiner 3
PROFESSIONAL SERVICES CONTRACT
FOR
CITY OF YAKIMA HEARING EXAMINER PRO TEM
PARTIES:
The parties to this contract are the CITY OF YAKIMA, 129 N. Second Street, Yakima,
Washington 98901 ("City" herein), and PATRICK SPURGIN, Attorney at Law, 411 N. Second
Street, Yakima, Washington 98901 ("Spurgin" or"Pro Tern" herein).
RECITALS:
1. City of Yakima utilizes a Hearing Examiner for land use matters occurring
throughout the City.
2. In order to encourage consistency in land use decisions, and because of Spurgin's
experience with land use matters in the City of Yakima, the City wishes to contract with Spurgin
as Hearing Examiner Pro Tern.
AGREEMENT:
1. Engagement of Hearing Examiner Pro Tem. It is contemplated that the City Council
will appoint a Pro Tern Hearing Examiner to serve in the event of absence or inability of the
Hearing Examiner to act. The City hereby hires Spurgin, and Spurgin agrees to serve, as Hearing
Examiner Pro Tem for the purposes set forth in the City's various ordinances and land use
regulations.
2. Character and Extent of Services. Spurgin shall perform the services of Hearing
Examiner Pro Tern for the City as required in the City's ordinances, as well as other duties as
may be assigned by the Code Administration or Planning Manager from time to time.
3. Case Assignment. The Community Development Director, or his/her designee,
shall assign cases to the Pro Tern. While it is contemplated that the Hearing Examiner will hear
the majority of cases, the Community Development Director shall assure that the Pro Tem is
assigned a sufficient number and variety of cases to maintain the knowledge, expertise and skills
necessary for effective performance of Hearing Examiner duties.
4. Additional Duties. The Pro Tern shall coordinate with the Hearing Examiner in
order to insure consistency of analysis and efficient decision-making. The Pro Tem's duty to
determine matters efficiently shall include the duty to issue written findings and conclusions for all
matters coming before the Pro Tern within ten (10) working days of the conclusion of the hearing
on each matter unless a longer period is agreed to in writing by the applicant.
5. Liaison. The Community Development Director, or his/her representative, shall
serve as the City's liaison with the Pro Tern.
6. Independent Contract. The relationship of the Pro Tem to the City is that of an
independent contractor rendering professional services. The Pro Tem shall have no authority to
execute contracts or to make commitments on behalf of the City, except as authorized herein or
PROFESSIONAL SERVICES CONTRACT-
Hearing Examiner Pro-Tern 1
by City ordinances, and nothing contained herein shall be deemed to create the relationship of
employer and employee or principal and agent between the City and the Pro Tem.
7. Professional Fees. The Pro Tern shall be paid by the City for professional
services rendered under this contract at the rate of One Hundred Sixty Five Dollars ($165.00) per
hour.
7.1 In addition to hourly compensation, in the event that the Community Development
Director requests the Pro Tern to undertake out-of-town travel, training activities, acquisition of
specialized reference materials, and participation or membership in planning related
organizations, the Pro Tem shall be reimbursed for direct non-salary expenses incurred for such
out-of-town travel, training costs, costs for specialized reference materials, and planning related
membership participation or membership fees.
7.2 The payment provided in this section shall be full compensation for services rendered,
including all labor, materials, supplies, equipment, and necessary incidentals.
8. Itemized Statements. By the 5ch day of each month the Pro Tem will provide to
the City an itemized statement for services and expenses incurred during the previous month.
There shall be an attachment itemizing services rendered for administrative matters, a second
attachment itemizing services rendered for substantive matters, and a third attachment itemizing
out of pocket expenses.
9. Payment Schedule. Payments shall be made on the 20th of the month for
statements received by the 5,h day of the same month.
10. Facilities to be Furnished by Pro Tem. The Pro Tem shall furnish and maintain
an office, equipment, library, and clerical staff suitable and adequate for performing the services
to be rendered pursuant to this contract. The City shall provide at its expense hearing rooms,
recording equipment, and related supplies.
11. Ownership of Documents. The hearing record developed before the Pro Tem,
including without limitation staff reports, hearing exhibits, public comment documentation and the
Pro Tem's decision or recommendation, shall be the property of the City. The Pro Tem's work
product, consisting of notes, research, and preliminary drafts, shall be the property of the Pro
Tern.
12. Removal and Right to Terminate Contract. The Hearing Examiner may be
removed by the City Council pursuant to YMC 1.43.040. For purposes of this paragraph, "cause"
shall include, but not be limited to, a determination by the City Council that the Pro Tem is not
giving due consideration to proper procedure or is not conducting hearings in a prudent manner,
giving due regard to the appearance of fairness doctrine, laws regarding conflicts of interest,
and/or other laws, procedures, and regulations dealing with the subject matter under
consideration.
The City or the Pro Tem may terminate this contract for cause or without cause
upon giving the City ninety (90) days written notice. The Pro Tem shall continue to work on any
pending matters, and the City shall pay for such work, even if it occurs after the 90-day period.
13. No Personal Liability. The City shall defend, indemnify and hold harmless the Pro
Tem from all liability, loss or damage, including costs of defense he may suffer as a result of claims,
demands, actions, damages, costs or judgments which result from the activities to be performed by
PROFESSIONAL SERVICES CONTRACT-
Hearing Examiner Pro-Tem 2
the Pro Tern pursuant to this Agreement. This defense and indemnity agreement does not apply
to claims arising from bad faith or malicious performance by the Pro Tern of his duties herein.
14. Non-Assignment. This contract is personal to the Pro Tern and is not assignable
by the Pro Tern to any other individual.
15. Amendment. This contract can only be amended by the written agreement of
both parties.
16. Interest of Public Officials. No member of the governing body of the City and no
officer, employee, or agent of the City shall have any personal financial interest, direct or indirect,
in this contract. The Pro Tern shall take appropriate steps to assure compliance.
17. Interest of Pro Tem. The Pro Tem covenants that he presently has no interest
and shall not acquire an interest, direct or indirect, in any property, which is the subject of a
proceeding before the Pro Tern, which would conflict in any manner or degree with the
performance of his services hereunder.
18. Term. This contract shall be deemed to have commenced January 1, 2024, and
shall terminate on December 31, 2027, unless prior to said date it is renewed for an additional
period on terms agreeable to the City and the Pro Tern.
day of EXECUTED this I�Ls1 a?1-1'
CITY Qf=YAr;KIMA
r
By:
Bob Harrison, Interim City Manager
ATTEST:
ONTRACT NO_
Y MA? N NO: 1't. of
By:
Ro alinda Ibarra SEAL
City Clerk
EXECUTED this 18th day of Dee m er 2023.
E INER P -
By:
Pat Spurgin
PROFESSIONAL SERVICES CONTRACT-
Hearing Examiner Pro-Tern 3
1
0*:ems
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 8.P.
For Meeting of: January 2, 2024
ITEM TITLE: Resolution authorizing professional service contracts with Gary
Cuillier as the City of Yakima Hearing Examiner and Patrick Spurgin
as the Examiner Pro-Tem
SUBMITTED BY: Joan Davenport,AICP, Community Development Director
Joseph Calhoun, Planning Manager(509) 575-6042
SUMMARY EXPLANATION:
The City of Yakima has used the Hearing Examiner system since 1987 for the purpose of
conducting public hearings on certain land use and development applications. Gary Cuillier and
Patrick Spurgin have agreed to continue to provide the necessary professional expertise to the
City's Planning Division to conduct public hearings and assist the City with required technical
review on land use matters. They will also provide the City Council with formal recommendations,
interpretations and decisions pertaining to specific land use issues. The Professional Service
Agreements provide for an hourly rate of$165 to the Examiner and the Examiner Pro-Tem. This
rate is an increase from the current contract and which had been in effect since 2019. The
attached contracts are four year renewals with expiration dates of December 31, 2027.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Neighborhood and Community Building
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution.
ATTACHMENTS:
Description Upload Date Type
▪ Resolution 12/18/2023
❑ Hearing Examiner Contract 12/18/2023
❑ Hearing Examiner Pro Tem Contract 12/18/2023