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HomeMy WebLinkAbout04-20-20 Council Meeting SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. To join meeting, click here Meeting ID: 911 1004 7363 Password: 026915 CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Wendy APPROVAL OF THE AGENDA Mayor Pro Tem Jesica Stickles INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS PUBLIC COMMENT For members of the public who wish to speak to the Council about any matter not on the Public Hearing portion of the meeting. Please limit remarks to three minutes. CONSENT AGENDA Mayor Pro Tem Jesica Stickles 1. Minutes of the April 6 and April 13, 2020 Council meetings ATTACHMENT A 2. Accounts Payable 3. Ordinance Updating Arlington Municipal Code ATTACHMENT B PUBLIC HEARING NEW BUSINESS 1. Amendment to Perteet Contract for 204th Roundabout Design ATTACHMENT C Staff Presentation: Jim Kelly Council Liaison: Jan Schuette 2. Regional Fire Authority (RFA) update Paul Ellis, Marilyn Oertle, and Jesica Stickles Arlington City Council Meeting April 20, 2020 at 7:00 pm City Council Chambers – 110 E Third Street SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. COMMENTS FROM COUNCILMEMBERS INFORMATION/ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Pro Tem Jesica Stickles / Mayor Barb Tolbert DRAFT Page 1 of 3 Council Chambers 110 East Third Street April 6, 2020 Councilmembers Present Remotely: Mike Hopson, Michele Blythe, Jan Schuette, Marilyn Oertle, Jesica Stickles, Debora Nelson, and Don Vanney. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, Bryan Terry, and Wendy Van Der Meersche. Also Known to be Present: Mayor Barb Tolbert called the meeting to order at 7:00 p.m., and the Pledge of Allegiance and roll call followed. APPROVAL OF THE AGENDA Mayor Pro Tem Jesica Stickles moved to approve the agenda as presented. Councilmember Debora Nelson seconded the motion, which passed with a unanimous vote. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS None. PROCLAMATIONS None. PUBLIC COMMENT None. CONSENT AGENDA Mayor Pro Tem Jesica Stickles moved and Councilmember Marilyn Oertle seconded the motion to approve the Consent Agenda that was unanimously carried: 1. Minutes of the March 16 and March 23, 2020 Council meetings 2. Accounts Payable: EFT Payments and Claims Checks #99279 through #99425 dated March 17, 2020 through April 6, 2020 for $889,950.91. 3. Ordinance to Revise Municipal Code PUBLIC HEARING None. City Council Meeting Minutes of the City of Arlington City Council Meeting April 6, 2020 Page 2 of 3 NEW BUSINESS Resolution Authorizing COVID-19 Economic Relief City Administrator Paul Ellis requested Council approve the Resolution Authorizing COVID-19 Economic Relief. Mr. Ellis answered Council questions. On March 25, 2020, the Governor issued the Stay Home, Stay Healthy order to stop the spread of COVID-19. This order, along with social distancing restrictions, has resulted in significant financial impacts for businesses and residents within the City of Arlington. In order to provide economic relief for those being impacted by COVID-19, staff is requesting implementation of fee waivers, payment arrangements, and an extension of tax payment due dates. Mayor Pro Tem Jesica Stickles moved and Councilmember Marilyn Oertle seconded the motion to approve the Resolution of the City of Arlington Authorizing COVID-19 Economic Relief and authorized the Mayor to sign it. The motion passed unanimously. Appointment to Planning Commission Community and Economic Development Director Marc Hayes requested Council confirm the appointment of the Planning Commission’s recommended candidate, Yvonne Gallardo-Van Ornam. Mayor Pro Tem Jesica Stickles moved and Councilmember Jan Schuette seconded the motion to confirm the appointment of Yvonne Gallardo-Van Ornam to the Arlington Planning Commission. The motion passed unanimously. 2020 Comprehensive Plan Amendment Docket Community and Economic Development Director Marc Hayes requested Council approve the 2020 Comprehensive Plan Docket. The 2020 Preliminary Comprehensive Plan Amendment Docket consists of six items, with three privately initiated items, and three City initiated items. The preliminary docket (list) was heard by the Planning Commission at a Public Hearing held on March 17, 2020. The docket was approved by unanimous decision of the four members present. The City Council must approve of any item being placed on the Final Docket. Once the docket becomes final, staff is authorized to proceed with processing the proposed amendments. Proposed amendments must receive final approval by the City Council in order to become incorporated into the City’s Comprehensive Plan. Mayor Pro Tem Jesica Stickles moved and Councilmember Marilyn Oertle seconded the motion to approve the Resolution Adopting the 2020 Final Docket Amendments to the Comprehensive Plan. The motion passed unanimously. Minutes of the City of Arlington City Council Meeting April 6, 2020 Page 3 of 3 COMMENTS FROM COUNCILMEMBERS Councilmember Jan Schuette asked Councilmembers if emailing them updates about webinars she’d been attending has been sufficient. All agreed. Councilmember Don Vanney asked how City staff is operating during the COVID-19 pandemic. City Administrator Paul Ellis provided updates regarding each department. Councilmember Debora Nelson asked about cemetery operations during this time. City Administrator Paul Ellis stated that funerals and burials are allowed while following social distancing. ADMINISTRATOR & STAFF REPORTS None. MAYOR’S REPORT None. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:31 p.m. _________________________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 3 Council Chambers 110 East Third Street April 13, 2020 Councilmembers Present Remotely: Mike Hopson, Marilyn Oertle, Debora Nelson, Don Vanney, Jan Schuette, Jesica Stickles and Michele Blythe. Council Members Absent: None. Staff Present Remotely: Mayor Barb Tolbert, Paul Ellis, Bryan Terry, Tony Orr, James Trefry, Jonathan Ventura, Jim Kelly, Katie Heim, City Attorney Steve Peiffle, and Wendy Van Der Meersche. Also Known to be Present Remotely: Sarah Arney, Holly Sloan-Buchanan, and Kathy Vanney. Mayor Barb Tolbert called the meeting to order at 7:00 pm, and the Pledge of Allegiance and roll call followed. APPROVAL OF THE AGENDA Mayor Pro Tem Jesica Stickles moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed with a unanimous vote. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS None. WORKSHOP ITEMS – NO ACTION WAS TAKEN Amendment to Perteet Contract for 204th Roundabout Design Public Works Director Jim Kelly reviewed a Supplement to the existing contract with Perteet, Inc. for Design and Engineering Services for the 204th Street Roundabout project. The City of Arlington received a $1,616,000.00 grant from the Transportation Improvement Board (TIB) to assist with funding of the design, ROW procurement and construction of a roundabout at the intersection of 204th St. and 77th Ave. The City awarded Perteet, Inc. the design contract for the 204th St Roundabout project in May of 2019. As the design progressed, additional services were needed for landscaping, safety, utilities, and off-site traffic circulation analysis. This additional work requires a contract supplement in the amount of $29,630.00. A brief discussion followed with Mr. Kelly answering Council questions. Minutes of the Arlington City Council Zoom Workshop Minutes of the City of Arlington City Council Workshop April 13, 2020 Page 2 of 3 Ordinance Updating Arlington Municipal Code City Attorney Steve Peiffle reviewed the ordinance updating the Arlington Municipal Code Chapter 2.112 regarding the Public Records Act. This ordinance provides an update to the City’s Public Records Act code provisions to include a review procedure in the event of a denial of public records request per RCW 42.56.520(4). The Public Records Act was adopted as part of a 1972 initiative. Over the years the Act has been updated and amended on a regular basis. These updates make the city’s ordinance consistent with the PRA by adding a review procedure in the event public records requests are denied. A brief discussion followed with Mr. Peiffle answering Council questions. ADMINISTRATOR AND STAFF REPORTS None. MAYOR’S REPORT Arlington received a $10,000 grant for the flex fund from the Snohomish County’s COVID-19 fund. Officer Ken Thomas reported the department’s needs very thoroughly, and the grant was fully funded. Focus is now underway for economic recovery from the COVID-19 pandemic. Mayor Tolbert and Mayor Pro Tem Jesica Stickles will be representing Arlington on a North Snohomish County economic redevelopment task force. Mayor Tolbert and Mayor Pro Tem Stickles will provide informational updates to Council from the task force. COMMENTS FROM COUNCILMEMBERS Mayor Pro Tem Jesica Stickles asked about the upcoming Downtown Corridor meeting originally scheduled for Wednesday. Mayor Tolbert indicated that meeting will be scheduled in a webinar format, with a new date to follow. Councilmember Don Vanney mentioned traffic problems at the bottom of Olympic Avenue, where new building construction is taking place. City Administrator Paul Ellis indicated he will follow up on the matter. Councilmember Debora Nelson agreed about the issue, and is thankful Mr. Ellis will follow up. She thanked Councilmembers who have provided webinar updates. She has found that very helpful. Councilmember Michele Blythe participated in an opioid webinar. She found it very informative. Councilmember Marilyn Oertle commented on Olympic traffic, as well, and spoke of previous conversations regarding installing a stop sign at First St. and Olympic Avenue. Mr. Ellis indicated he will speak with Public Works Director Jim Kelly to possibly provide traffic analysis for the area. Councilmember Oertle indicated that she and Mayor Pro Tem Stickles are working with Mr. Ellis on the Regional Fire Authority (RFA) Committee, and will provide a report at the Monday, April 20 Council meeting. Minutes of the City of Arlington City Council Workshop April 13, 2020 Page 3 of 3 Councilmember Mike Hopson participated in a webinar regarding a series on financial reporting. It gave him a greater appreciation for the finance department. He also participated in a webinar about city code that he found helpful. Councilmember Jan Schuette indicated she has been providing information through emails. She thanked Mr. Ellis for emailing weekly updates to Councilmembers. COUNCILMEMBER REPORTS Councilmembers Oertle, Hopson, and Blythe provided brief updates, while Councilmembers Schuette, Stickles, Nelson, and Vanney had nothing to report this evening. PUBLIC COMMENT REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING Council discussed and agreed to place the following items on the Consent Agenda for the April 20, 2020 Council meeting: 2. Ordinance Updating Arlington Municipal Code EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:20 p.m. _________________________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: CA #3 Attachment B COUNCIL MEETING DATE: April 20, 2020 SUBJECT: Ordinance Updating Arlington Municipal Code Chapter 2.112 Regarding the Public Records Act ATTACHMENTS: Ordinance DEPARTMENT OF ORIGIN Administration; Paul Ellis, City Administrator – 360-403-4603 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: This ordinance provides an update to the City’s Public Records Act code provisions to include a review procedure in the event of a denial of public records request per RCW 42.56.520(4). HISTORY: The Public Records Act was adopted as part of a 1972 initiative. Over the years the Act has been updated and amended on a regular basis. These updates make the city’s ordinance consistent with the PRA by adding a review procedure in the event public records requests are denied. ALTERNATIVES: Do not update. RECOMMENDED MOTION: I move to approve the ordinance updating Arlington Municipal Code Chapter 2.112 regarding the public records act, and authorize the Mayor to sign it. ORDINANCE NO. 2020-XXX 1 ORDINANCE NO. 2020--XXX AN ORDINANCE OF THE CITY OF ARLINGTON, WASHINGTON UPDATING ARLINGTON MUNICIPAL CODE CHAPTER 2.112 REGARDING THE PUBLIC RECORDS ACT WHEREAS, the City of Arlington, Washington has the authority to enact laws to promote and protect the public safety; and WHEREAS, certain provisions of the Arlington Municipal Code are outdated and require revision; and WHEREAS, the City Council believes that its public records ordinance should be brought current with requirements of state law and with the City’s current practices; NOW, THEREFORE, the City Council of the City of Arlington do hereby ordain as follows: Section 1. A new section 2.112.005 shall be and hereby is adopted to read as follows: 2.112.005. Public Records Act Policy. It is the policy of the city of Arlington to fully comply with the provisions of the Public Records Act, presently codified in the Revised Code of Washington (RCW) Chapter 42.56. Section 2. A new section 2.112.030 shall be and hereby is adopted to read as follows: 2.112.030. Information Exempt from Public Inspection. Records exempted from public inspection or copying pursuant to state or federal law shall be exempt from public inspection or copying. Such exemptions include, but are not limited to, those exemptions stated in RCW Chapter 42.56 or its successor. Section 3. A new section 2.112.040 shall be and hereby is adopted to read as follows: 2.112.040. Review procedure for denial of records. (A) Petition for internal administrative review of denial of access. Any person who objects to the initial denial or partial denial of a records request may petition in writing (including email) to the public records officer for a review of that decision. The petition shall include a copy of, or reasonably identify, the written statement by the public records officer or designee denying the request. (B) Consideration of petition for review. The public records officer shall promptly provide the petition and any other relevant information to the public records officer's supervisor or other City official designated by the agency to conduct the review. That ORDINANCE NO. 2020-XXX 2 person will immediately consider the petition and either affirm or reverse the denial within two business days following the City’s receipt of the petition, or within such other time as the City and the requestor mutually agree to. Section 4. A new section 2.112.050 shall be and hereby is adopted to read as follows: 2.112.050 Records copying charges. The cost for providing copies of public records shall be based on the City’s adopted fee schedule. Section 5. Severability. If any provision, section, or part of this ordinance shall be adjudged to be invalid or unconstitutional, such adjudication shall not affect the validity of the ordinance as a whole or any section, provision or part thereof not adjudged invalid or unconstitutional. Section 6. Effective Date. This ordinance or a summary thereof consisting of the title shall be published in the official newspaper of the City, and shall take effect and be in full force five (5) days after publication. PASSED BY the City Council and APPROVED by the Mayor this _____ day of _______________, 2020. 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: NB #1 Attachment C intersection of 204th St. and 77th Ave. The City awarded Perteet, Inc the design contract for the 204th St Roundabout project in May of 2019. As the design progressed, additional services were needed for landscaping, safety, utilities, and off-contract supplement in the amount of $29,630.00. Initial Contract Amount $ 232,147.00 204TH STREET ROUNDABOUT Agreement with Perteet Inc. DRAFT March 12, 2020 1 DRAFT - City of Arlington Scope of Services – Supplement No. 1 204th Street Roundabout INTRODUCTION For the 204th Street Roundabout project, the City has requested adding extra services to the Consultant’s Agreement. The extra services have been identified as the project design has progressed, right-of-way acquisition and negotiations have begun, and public feedback has been received. These services include addition of Rectangular Rapid Flash Beacons (RRFB) at each crosswalk (total of 4 crossings), reviewing and providing recommendations for an adjacent property’s traffic circulation, additional utility coordination for potholing and coordinating relocation of franchise utilities, and addition of design elements for a decorative sign structure. Designer’s services shall be limited to those expressly set forth herein. If the service is not specifically identified herein, it is expressly excluded. Designer shall have no other obligations, duties or responsibilities associated with the project except as expressly provided in this Agreement. (Note: The task numbers correlate with the original Scope of Services) Task 1 – Project Management (Supplemented) Provide additional project management administration with regard to the additional design work described below. Additional project coordination with the design team and City through June 2020 is included in this task. Assumptions: · The Consultant will prepare up to two (2) additional project schedule updates. · The Consultant will prepare up to four (4) additional progress reports and invoices. Deliverables: · Project Schedule (Microsoft Project format, PDF) · Monthly Progress Reports and Invoices (hard copy, PDF) Task 9 – Plans, Specifications, and Opinion of Cost (Supplemented) The Consultant will provide additional design services for inclusion into the 90% and Final PS&E packages. 9.5 Decorative Landscaping Wall Design (New Task) The Consultant will design and coordinate with the City on the design of the structural wall and decorative sign lettering to be used in the roundabout center island. Design drawings will be provided showing a wall plan view and an elevation view associated with grading and landscape design. Accompanying specifications and an opinion of cost for the decorative landscaping wall design will be included. Anticipated plan sheets include: 204TH STREET ROUNDABOUT Agreement with Perteet Inc. DRAFT March 12, 2020 2 · Decorative Wall Plan & Elevation (1 sheet) · Decorative Wall Details (1 sheet) Assumptions: · The Consultant prepared plans and specifications will show and describe the intended decorative wall design. The Contractor will be responsible for providing an engineer structural design and shop drawings for the construction/fabrication of the decorative wall sign and lettering. · The City will provide the desired font and layout of the decorative sign lettering. The Consultant will utilize the City provided font and layout to generate a CAD vector drawing of the decorative sign lettering to be included in the Decorative Wall Details Plan sheet. · A pre-cast or cast-in-place concrete wall with a specified finish will be used for the structural wall. Deliverables: · 90% design-level and Final Bid-ready Decorative Landscaping Wall/Sign Plans (hard copy and PDF formats to match original 90% and Final scope deliverables) · 90% design-level and Final Bid-ready Decorative Landscaping Wall/Sign Specifications (hard copy and PDF formats to match original 90% and Final scope deliverables) · 90% design-level and Final Decorative Landscaping Wall/Sign Opinion of Cost Update (hard copy and PDF formats to match original 90% and Final scope deliverables) 9.6 RRFB Design (New Task) The Consultant will prepare RRFB Plans, Details, Specifications, and an Opinion of Cost related to RRFB installations at each pedestrian crossing at the roundabout. Plans will show pedestal locations and details will show sign and push button locations on the pole. Anticipated plan sheets include: · RRFB Details (1 sheet) Assumptions: · RRFB design will be included on the Illumination Plans, with the exception of one (1) added details sheet. · All RRFB assemblies are assumed to be powered from the proposed service cabinet which is being utilized for street lighting. The service cabinet will be revised as necessary to accommodate the additional electrical load for these devices. No additional coordination with PUD is assumed due to the addition of these devices. · The City will be responsible for any fees related to the service applications. · The City does not have a preferred vendor for RRFB devices. As such, no PIF documentation is required. Deliverables: · 90% design-level and Final Bid-ready RRFB Design Plans (hard copy and PDF formats to match original 90% and Final scope deliverables) · 90% design-level and Final Bid-ready RRFB Specifications (hard copy and PDF formats to match original 90% and Final scope deliverables) · 90% design-level and Final RRFB Opinion of Cost Update (hard copy and PDF formats to match original 90% and Final scope deliverables) 204TH STREET ROUNDABOUT Agreement with Perteet Inc. DRAFT March 12, 2020 3 Task 13 – Traffic Circulation Review (New Task) The Consultant will review the existing traffic circulation of the Safeway parking lot adjacent to the project limits. Exhibits showing alternatives for improved traffic circulation will be developed and concurred with the City. Assumptions: · The Consultant will prepare two (2) traffic circulation alternative exhibits with close coordination with the City. · There will be no additional survey completed for creation of the exhibits. The Consultant will utilize GIS and public-available aerial mapping. · The City will present the alternatives exhibits to the property owner. · The property owner will have the option to implement the preferred circulation alternative within their own improvements project. Deliverables: · Two (2) Traffic circulation alternative exhibits (PDF format deliverables) Task 14 – Utility Coordination (New Task) The Consultant will coordinate with the various franchise utilities within the project limits. Coordination will include working with the franchise utilities to identify potential above ground and underground utility conflicts, providing recommendations to address conflicts, and coordination to perform potholing explorations. The effort for utility coordination is limited to the fee identified in the attached fee schedule. Assumptions: · Current franchise agreements between the City and the utilities requires utilities to relocate and/or adjust their facilities if they are within the improvement area. · If utility relocations and/or adjustments are within the improvement area, the Consultant will provide franchise utilities with final grade elevations to adjust to. · The Consultant will coordinate the potholing effort and schedule for the City to perform the potholing. There is no expense for potholing in this Contract. Consultant Task Items: · Preparing and maintaining a utility coordination contact log. · Coordinating and attending one (1) office meeting with the utility franchises located within the project limits (90% design) and preparing meeting agenda and notes. · Acquire and review record drawings of existing utilities within the project limits. Update an informational basemap in accordance with the acquired record drawings, identifying existing utility ownership. · Identify potential utility conflicts and pothole locations for the 90% submittal (Note: potholing will be accomplished by the City following agreement of locations with franchise utilities). · Prepare conflict matrix of potholing results, distribute results to utilities. 204TH STREET ROUNDABOUT Agreement with Perteet Inc. DRAFT March 12, 2020 4 · Implement design adjustments as necessary following review of potholing results and coordination with City and franchise utilities. Deliverables: · Utility Coordination Contact Log · Meeting Agenda and Meeting Notes · Potholing and utility conflict resolution spreadsheet information Project Client PM 204th Street Roundabout Supplement 1 City of Arlington Vincent Wen Contract Start Date Contract End Date Contract Duration: 1/27/2020 9/2/2020 8 Months Last Update date Perteet Project No. 2/27/2020 Principal Sr. Associate Sr. Associate Lead Engineer / Mgr Engineer II Engineer II Engineer I Engineer I Lead Technician/ Designer Lead Technician/ Designer Accountant Total Hours Labor Dollars Task Billing Rate $240.00 $205.00 $205.00 $165.00 $125.00 $125.00 $105.00 $105.00 $125.00 $125.00 $95.00 Task 1 - Project Management 1.00 6.00 4.00 11.00 $1,610.00 Total Task 1 - Project Management 1.00 0.00 0.00 6.00 0.00 0.00 0.00 0.00 0.00 0.00 4.00 11.00 $1,610.00 Task 9.5 - Decorative Landscaping Wall Design 24.00 12.00 12.00 6.00 54.00 $9,150.00 Total Task 9.5 - Decorative Landscaping Wall Design 0.00 24.00 0.00 12.00 12.00 0.00 0.00 0.00 6.00 0.00 0.00 54.00 $9,150.00 Task 9.6 - RRFB Design 12.00 23.00 20.00 55.00 $7,375.00 Total Task 9.6 - RRFB Design 0.00 0.00 12.00 0.00 0.00 0.00 0.00 23.00 0.00 20.00 0.00 55.00 $7,375.00 Task 13 - Traffic Circulation Review 5.00 7.00 10.00 22.00 $3,605.00 Total Task 13 - Traffic Circulation Review 5.00 0.00 0.00 7.00 10.00 0.00 0.00 0.00 0.00 0.00 0.00 22.00 $3,605.00 Task 14 - Utility Coordination 3.00 12.00 14.00 4.00 28.00 61.00 $7,890.00 Total Task 14 - Utility Coordination 3.00 0.00 0.00 12.00 14.00 4.00 28.00 0.00 0.00 0.00 0.00 61.00 $7,890.00 Total Hours 9.00 24.00 12.00 37.00 36.00 4.00 28.00 23.00 6.00 20.00 4.00 203.00 Total Dollars $2,160.00 $4,920.00 $2,460.00 $6,105.00 $4,500.00 $500.00 $2,940.00 $2,415.00 $750.00 $2,500.00 $380.00 $29,630.00 SUMMARY Labor $29,630.00 Expenses $0.00 Subconsultants $0.00 CONTRACT TOTAL $29,630.00 v7.6.750 (KDELISLE) -