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HomeMy WebLinkAbout10-25-21 Council Workshop To join Zoom meeting, click here. Meeting ID: 837 0678 9225 Passcode: 408021 To join with mobile: 1-253-215-8782 CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Wendy APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Station 48 Change Order No. 4 ATTACHMENT A Staff Presentation: Paul Ellis Council Liaison: Marilyn Oertle 2. Resolution Amending the Customer Support Program ATTACHMENT B Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Jan Schuette 3. Review of 2022 Budget Modifications ATTACHMENT C Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Jan Schuette 4. Resolution for Proposed 2022 Regular Property Tax Levy ATTACHMENT D Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Jan Schuette reg Arlington City Council Workshop Monday, October 25, 2021 at 7:00 pm 5. September Financial Report ATTACHMENT E Staff Presentation: Kristin Garcia 6. September Community and Economic Development Monthly Report ATTACHMENT F Staff Presentation: Marc Hayes ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT COMMENTS FROM COUNCILMEMBERS/COUNCILMEMBER REPORTS PUBLIC COMMENT For members of the public who wish to speak to the Council. Please limit your remarks to three minutes. REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Pro Tem Jan Schuette / Mayor Barb Tolbert City of Arlington Council Agenda Bill Item: WS #1 Attachment A These funds will be taken from the project contingency at 10% of the construction cost. The total of all Change Orders for this project is $206,471.54. The contingency budget of 10% is $369,000. This is the 116 E. Fir Street, Suite A Mount Vernon, WA 98273 (360)424-0394 Fax (360)424-5726 Change Order Project: City of Arlington Fire Station 48 Change Order No.: 4 Fire Station 48 4228 Airport Blvd. Arlington, WA 98223 The Contract is changed as follows: Per attached COP’s #20, 21, 22, 23, 24, 25 and 26. The original Contract Sum: Net change by previously authorized Change Orders: Contract Sum prior to this Change Order: The Contract Sum shall be (increased) (decreased) (unchanged): The new Contract Sum including this Change Order: The Contract Time shall be (increased) (decreased) (unchanged): The Date of Substantial Completion is: $3,690,000.00 $189,049.31 $3,879,049.31 $17,422.23 $3,896,471.54 24 days September 24, 2021 Architect: Contractor: Owner: Carletti Architects, P.S. HB Hansen Const., Inc. City of Arlington 116 E. Fire Street, Suite A P.O. Box 266 238 North Olympic Avenue Mount Vernon, WA 98273 Lynden, WA 98264 Arlington, WA 98223 By: _____________________ By: ________________ By: ______________________ Peter Carletti Phil Lohrer Paul Ellis Date: ______________ Date: _____________ Date: _________________ 9/24/2021 Peter Carletti 9/24/21 City of Arlington Station 48 9/22/2021 CO COP #Description AMOUNT DAYS STATUS Number CO Amounts 1 PUD power service to the project site 34,139.93$ 0 Approved 1 54,598.23$ CO 1 2 Roller shades 2,488.91$ 0 Approved 1 3 PUD electrical service added scope 9,826.91$ 0 Approved 1 4 PUD electrical service rework 8,142.48$ 0 Approved 1 5 Gas Piping to dryer Room 134 906.40$ 0 Approved 2 47,575.18$ CO2 6 (3) D-ring tie offs gabled roof areas Owner 1,373.57$ 0 Approved 2 7 D ring for rope anchor/Steel ladder support Owner 3,030.17$ 0 Approved 2 102,173.41$ 8 RFI#34 HSS column/additional strapping shear walls 3,182.81$ 0 Approved 2 9R Conduit pathway to future gate Owner 22,617.32$ 0 Approved 2 10 Cascade Natural Gas revisions 5,900.68$ 0 Approved 2 11 Plumbing changes 3,703.77$ 0 Approved 2 12 Ceiling framing for HVAC and plumbing 6,860.46$ 0 Approved 2 86,875.90$ CO3 13 Card swipes and door hardware Owner 54,779.13$ 0 Approved 3 14 CMU cap 1,673.46$ 0 Approved 3 15R Data Fiber Conduits as per City request 11,718.81$ 0 Approved 3 16 Footing and reinforcing beneath CMU screen wall 7,243.56$ 0 Approved 3 41,173.70$ 3,731,173.70$ 17 Sliding window at office 137 -$ 0 Declined 0.11%3,690,000.00$ 18 Wifi modications 1,333.12$ 0 Approved 3 1% 19 Culvert crossing at main driveway entrance 10,127.82$ 0 Approved 3 36,900.00$ 20 Condensate electrical RFI49 883.68$ 0 Approved CO4 pending 883.68 21 add 4 power receptacles 1 data port in the upper storage area 3,291.75$ 0 Approved CO4 pending 3291.75 22 install additional cord drop in apparatus bay 2,006.18$ 0 Approved CO4 pending 2006.18 23 Added requirements from final insepecton 8,967.80$ 0 Approved CO4 pending 8,967.80$ CO4 24 Added electrical and connection to security panel not on plans 758.03$ 0 Approved CO4 pending 758.03$ 25 Adjustments to countertop at Reports library 1,073.36$ 0 Approved CO4 pending 1,073.36$ 26 Added CI cover and removal asphalt at future gate area 441.43$ 0 Approved CO4 pending 441.43$ SUBTOTAL 206,471.54$ WSs City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: October 25, 2021 SUBJECT: Resolution Amending the Utility Customer Support Program and Authorizing a Utility Credit Program ATTACHMENTS: Resolution DEPARTMENT OF ORIGIN Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: On July 2, the Governor issued Proclamation 20-23.6 extending the prohibition of residential disconnects and late fees until September 30, 2021. That proclamation is now expired, so disconnects may now be applied to delinquent accounts within parameters of state law. RCW 35.21.290 has been amended to allow for liens and disconnects to be applied to accounts that are more than four months past due (within certain specified timeframes). Based on suggested guidance from the State, and amended RCW 35.21.290, staff is proposing a long term repayment plan of 12 months to assist customers facing financial hardship because of COVID-19 impacts. Additionally, to further assist customers with economic recovery, staff is requesting authorization of a utility credit program which will be implemented in two phases. Phase 1 will address those accounts that are currently delinquent. Phase 2 will address residents within the City of Arlington. On April 6, 2020, City Council passed resolution 2020-004 providing economic relief to city residents which authorized a waiver for utility late fees and shut off through June 30, 2020. On May 29, 2020, the Governor issued Proclamation 20-23.4 prohibiting residential disconnects, refusal to Workshop; discussion only. At the November 1, 2021 Council meeting, the recommended motion will be, “I move to approve the Resolution of the City of Arlington amending the city’s customer support program, and authorizing a utility credit program and authorize the Mayor to sign the r esolution.” RESOLUTION NO. 2021-XXX RESOLUTION NO. 2021-XXX A RESOLUTION OF THE CITY OF ARLINGTON AMENDING THE CITY’S UTILITY CUSTOMER SUPPORT PROGRAM AND AUTHORIZING A UTIILTY CREDIT PROGRAM WHEREAS, on February 29, 2020, the Governor of the State of Washington proclaimed that a State of Emergency existed in all counties in the State of Washington due to the outbreak of novel coronavirus (COVID-19); and WHEREAS, on March 18, 2020, the Governor issued an initial proclamation waiving, suspending and prohibiting certain activities relating to utility services; and WHEREAS, on July 2, 2020 the Governor issued Proclamation 20 – 23.6 extending the prohibition on residential disconnects, refusal to reconnect and charging late fees until August 1, 2020 and further requiring utilities to review existing disconnect, reconnect and payment arrangement policies and to post a Customer Support Program by August 1, 2020; and WHEREAS, on July 6, 2020 City Council adopted Resolution 2020-010 Authorizing an Extension of COVID-19 Economic Relief which waived late fees and shut off for utility customers until July 28, 2020; and WHEREAS, on July 20, 2020 the City Council adopted Resolution 2020-012 Authorizing a Utility Customer Support Program; and WHEREAS, on October 5, 2020, the City Council adopted Resolution 2020-028 Amending Resolutions 2020-010 and 2020-012; and WHEREAS, on July 2, 2021, the Governor issued Proclamation 20 – 23.16 extending the prohibition of residential disconnects and late fees until September 30, 2021, and WHEREAS, on September 30, 2021, Proclamation 20 – 23.16, which previously prohibited disconnecting utility service or imposing late fees expired; and WHEREAS, RCW 35.21.290 has been amended to allow for liens to be applied to utility accounts that are more than four months past due; and WHEREAS, this resolution will amend Resolution 2020-028 to remove the prohibition of disconnecting utility service for non-payment and late fees and will update the city’s Customer Support Program; and RESOLUTION NO. 2021-XXX NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON, WASHINGTON AS FOLLOWS: The following provisions are adopted as the City’s Customer Support Program relating to collection of utility accounts: A. Repayment Arrangements: Any account with a past due balance as of September 30, 2021 can enter into a long term repayment arrangement. The repayment period will be for twelve (12) months beginning the date the repayment arrangement is signed. Payment arrangements must be entered into by November 29, 2021 in order to avoid future disconnection of water service and late fees. In order to stay current with the payment arrangement, an amount must be paid on the delinquent balance in addition to current charges. The amount each customer agrees to pay will be documented on the payment arrangement form. Accounts that are current as of September 30, 2021 and become delinquent after that date will be subject to the standard 10 (ten) day payment arrangement. B. Water/Sewer Accounts – Disconnection of Service/Late Fee Process: 1. Disconnection of water service will resume in January 2022 for any accounts that are past due and have not entered into a payment arrangement. Said accounts need to be paid in full, plus a shut off processing fee, to restore service. 2. For accounts that have entered into a payment arrangement prior to November 29, 2021, disconnection of water service will resume January 2022 for accounts that have failed to meet the terms of the payment arrangement. For any accounts that are more than 4 months past due as of September 30, 2021, shut off will resume the third month after failing to meet the terms of the payment arrangement. Said accounts need to be paid in full, plus a shut off processing fee, to restore service. 3. If a disconnection does occur under the twelve (12) month repayment arrangement, the account must be paid in full, plus a shut off processing fee, to restore service. 4. Late fees shall be waived for all charges for service through December 31, 2021. 5. Late fees will be applied to all accounts beginning February 2022 for any unpaid charges for service dated January 1, 2022 or later. RESOLUTION NO. 2021-XXX 6. Late fees will be suspended for accounts that are current with their payment arrangement. If terms of the payment arrangement are not met at any time during the duration of the agreement, late fees will be applied to charges incurred on or after January 1, 2022. C. Storm Only Accounts: 1. Delinquent accounts referred to collection will resume in January 2022 for any accounts that are past due and have not entered into a payment arrangement. 2. The collection process will resume January 2022 for accounts that have failed to meet the terms of the payment arrangement. For any accounts that are more than 6 months past due, accounts will be sent to collection the third month after failing to meet the terms of the payment arrangement. 3. Late fees shall be waived for all charges for service through December 31, 2021. 4. Late fees will be applied to all accounts beginning February 2022 for any unpaid charges for service dated January 1, 2022 or later. 5. Late fees will be suspended for accounts that are current with their payment arrangement. If terms of the payment arrangement are not met at any time during the duration of the agreement, late fees will be applied to any charges incurred on or after January 1, 2022. D. Utility Credits – Phase 1: The City of Arlington has $310,000 in available funding for a utility credit program to provide economic relief to those households that experienced financial hardships resulting from COVID-19. The utility credit program will take place in two phases. The first phase will address those accounts that are delinquent, the second phase will address all other accounts that have also experienced financial hardships from COVID-19. Funding will be available until December 31, 2024 or until this amount has been fully utilized, whichever occurs first. The utility credit program is made possible by funding from the Federal Treasury American Rescue Plan Act. Residential customers that turn in an application and meet eligibility criteria will receive a one-time credit on their water/sewer account equal to 100% of their delinquent balance. Commercial customers that turn in an application and meet eligibility criteria will receive a one-time credit on their water/sewer account equal to 100% of their delinquent balance. If the account becomes past due at any time during the 12 months after the credit has been applied, the entire amount of the credit must be paid back. If the credit is not paid back, in full, within three RESOLUTION NO. 2021-XXX months, the balance will be turned over to collection. Utility credits are not applicable to stormwater and irrigation only accounts. Residential Eligibility Criteria (must meet all of the following): • The applicant must submit a utility credit application with all required documentation. • A credit pay back agreement must be signed and turned in with the utility credit application. • The applicant must have a utility account with the City of Arlington and water and/or sewer services are billed. • The water/sewer service address must be within the City of Arlington city limits. • The applicant must have been negatively impacted financially by COVID-19 pandemic either through loss of a job or reduced hours. Proof of job loss or a reduction of hours will be required (e.g. unemployment statements, W-2’s, paystubs, etc). • The account must have been delinquent beginning no earlier than 4/1/2020 through 9/30/2021. • Applicants must be the utility account holder or property owner listed on the account. Business Eligibility Criteria (must meet all of the following): • The applicant must submit a utility credit application with all required documentation. • A credit pay back agreement must be signed and turned in with the utility credit application. • The applicant must have a physical location in Arlington city limits (not including home occupancy businesses). • The applicant must have a utility account with the City of Arlington and water and/or sewer services are billed. • The water/sewer service address must be within the City of Arlington city limits. • The applicant must have a current City of Arlington business license at the time of application. • The applicant must have been negatively impacted financially by COVID-19 due to business closure or reduced operating hours. Proof of financial impacts will be required (e.g. financial statements, tax returns, etc). • The account must have been delinquent beginning no earlier than 4/1/2020 through 9/30/2021. • The applicant must be the utility account holder or property owner listed on the account. RESOLUTION NO. 2021-XXX ADOPTED by the City Council and APPROVED by the Mayor this 1st day of November, 2021. CITY OF ARLINGTON _______________________________ Barbara Tolbert, Mayor ATTEST: ________________________________ Wendy Van Der Meersche, City Clerk APPROVED AS TO FORM: ________________________________ Steven J. Peiffle, City Attorney City of Arlington Council Agenda Bill Item: WS #3 Attachment C reduce by ($1,827,508) and all other funds combined will increase by $8,479,619. The modifications fall into three major categories, capital projects (primarily transportation), transfers to reserves or transfer between funds and a budget reduction for both the general fund and EMS fund due to the RFA annexation of the Fire/EMS departments. A final review City of Arlington Council Agenda Bill Item: WS #4 Attachment D amount from the previous year. If the city is reducing the levy or taking no increase from last year, the resolution must only show that it is a zero dollar and zero percent increase. The levy certification is the document that shows what amount of levy the city is requesting to be collected. annexation process, the council suggested that the levy rate for 2022 be set at $.75 to mitigate any potential tax increases resulting from the RFA annexation. The city cannot set a levy rate but can request a levy amount at a level to achieve a targeted levy rate. The levy rate is determined based on a variety of factors including the final certified assessed valuation and the levy amount requested. The preliminary assessed valuation to be used for 2022 taxes is $3,672,174,251. Setting a levy amount of $2,750,000 is expected to result in a levy rate of approximately $.75. Calculated as follows; ($2,750,000/$3,672,174,251)*1000 = RESOLUTION NO. 2021 - XX A RESOLUTION OF THE CITY OF ARLINGTON ESTABLISHING THE 2022 REGULAR PROPERTY TAX LEVY WHEREAS, the City Council of the City of Arlington has met and considered its biennial budget for the years 2021-2022; and WHEREAS, the City’s Regular Property Tax actual levy amount from the previous year (2021) was $4,497,963.53; and WHEREAS, the population of the City of Arlington is more than 10,000, and BE IT RESOLVED by the City Council of the City of Arlington that an increase in the regular property tax levy is hereby authorized for the levy to be collected in the 2022 tax year. The dollar amount of the increase over the actual levy amount from the previous year shall be $0 which is a percentage increase of 0% from the previous year. This increase is exclusive of additional revenue resulting from new construction, improvements to property, newly constructed wind turbines, any increase in the value of state assessed property, any annexations that have occurred and refunds made. PASSED and APPROVED by the Mayor and City Council of the City of Arlington, at a regular meeting held on the 1st day of November, 2021. Barbara Tolbert, Mayor ATTEST: ______________________________ Wendy Van Der Meersche, City Clerk APPROVED AS TO FORM: ______________________________ Steve Peiffle, City Attorney Title of Form REV 64 0100 (8/27/21) Page 1 of 1 In accordance with RCW 84.52.020, I (Name), (Title), for (District name), do hereby certify to the (Name of county) County legislative authority that the (Commissioners, Council, Board, etc.) of said district requests that the following levy amounts be collected in (Year of collection) as provided in the district’s budget, which was adopted following a public hearing held on (Date of public hearing). Regular levies Levy General levy Other levy* Total certified levy request amount, which includes the amounts below. Administrative refund amount Non-voted bond debt amount Other* Excess levies Levy General (n/a for school districts) Bond Enrichment (school districts only) Cap. project Other levy* Total certified levy request amount, which includes the amounts below. Administrative refund amount Other* *Examples of other levy types may include EMS, school district transportation, or construction levies. Examples of other amounts may include levy error correction or adjudicated refund amount. Please include a description when using the “other” options. Signature: _______________________________ Date: __________________ Levy Certification Submit this document, or something similar, to the county legislative authority on or before November 30 of the year preceding the year in which the levy amounts are to be collected. Courtesy copy may be provided to the county assessor. This form is not designed for the certification of levies under RCW 84.52.070. Form 64 0100 To request this document in an alternate format, please complete the form dor.wa.gov/AccessibilityRequest or call 360-705-6705. Teletype (TTY) users please dial 711. WS City of Arlington Council Agenda Bill Item: WS #5 Attachment E General Fund Operating Statement City of Arlington Council Agenda Bill Item: WS #6 Attachment F Community and Economic Development Monthly Status Report Reporting Period: September 2021 Staffing Report: • CED staff interviewed two candidates for the Planner II position on September 23rd via Zoom. We then held in person interviews with both candidates the following week and have selected an individual to fulfill this position. We are currently awaiting background and reference checks and final negotiation for employment. As soon as this is completed and they are employed, a full introduction will be made. Update on Current Contracts: • HKP Architects to present “draft” of Development Standards for the Old Town Residential District to Planning Commission. Challenges: Opportunities: • The application for the Transit Oriented Development grant has been submitted to Commerce, and we should have notice of whether we were successful or not by the end of October. New Programs/General Information Meetings: • CED met with applicant proposing to locate an espresso stand in the parking lot of the Stillaguamish Senior Center. It appeared by what was shown to us that this would be difficult to site and operate at this location. We have not heard back from the applicant. • CED met with the owner of the Shell station on West Avenue to discuss an expansion of their convenience store. • CED met with the landowner of 7423 204th St. regarding a proposed Mixed- Use development. This parcel is situated south of Jensen Street and affronts SR 9 and has an existing warehouse building on the site. The project would require a public roadway connection to Hazel Ave. and upgrades to both the access off 204th. and the bridge over Portage Creek. • CED met with the owner of 18601 35th Ave. who is proposing to build 6 duplexes on approximately ¾ acre. We are currently working with them on the site layout. Current Development Activity Upcoming Planning Commission Items: 1. Discussion of the 2044 population and employment growth targets from Snohomish County, based on the 2021 Buildable Lands Report. Upcoming Council Items: 1. Two easement requests from Cascade Natural Gas for their High Pressure Pipeline replacement project. 2. Request of dedication of real property from the City (Airport) for the construction of the Roundabout at the intersection of SR 531/43rd Ave.