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HomeMy WebLinkAboutSigned Minutes 11-25-19Minutes of the Arlington City Council Workshop Council Chambers 110 East Third Street November 25, 2019 Councilmembers Present: Mike Hopson, Marilyn Oertle, Debora Nelson, Josh Roundy, Jan Schuette, Jesica Stickles and Sue Weiss. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, James Trefry, Kristin Garcia, Sheri Amundson, Jonathan Ventura, Jim Kelly, Kris Wallace, Mike Wolanek, Jay Downing, City Attorney Steve Peiffle, and Wendy Van Der Meersche. Also Known to be Present: Michele Blythe, Cristy Brubaker, Shirley Case, and Bob Nelson. 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 Marilyn Oertle 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. WORKSHOP ITEMS - NO ACTION WAS TAKEN Ordinance to Amend the 2019 Budget Finance Director Kristin Garcia reviewed updates to the 2019 proposed budget amendments. A public hearing will be held on December 2, 2019 to review the proposed 2019 budget amendments and to allow for public comment. Council will not be asked to take action on December 2. Council will be asked to take action on the budget ordinance amending the 2019 budget at the December 16, 2019 council meeting. Councilmember Hopson suggested the City make a contribution of $30,000 to the Arlington Community Resource Center. It was decided the contribution would come from the 2020 Budget. Council indicated they wanted to fund the contribution to the Arlington Resource Center in the amount of $19,300, by relocating budget from one line item to a new line item. Discussion followed with Ms. Garcia answering Council questions. Page 1 of 4 Minutes of the City of Arlington City Council Workshop November 25, 2019 Ordinance to Modify the 2020 Budget Finance Director Kristin Garcia stated that there is only one update to the proposed 2020 modifications since the budget review at the October 28 workshop. The public art fund has been increased by $5,000, for a total budget of $45,000. On November 4, 2019, council approved funding for 10 public art proposals which totaled $44,600. The initial budget for the public art fund was $40,000 so the budget is being increased to reflect the amount of funding council approved in November. A budget retreat was held on October 5, 2019 to discuss the proposed 2019 budget amendments and 2020 budget modifications. On October 28, 2019, staff reviewed the proposed 2020 budget modifications including any changes from the October 5th retreat. Discussion followed with Ms. Garcia answering Council questions. At this time, Mayor Tolbert recused herself, and Mayor Pro Tern Marilyn Oertle continued as Chair. 2020 Lodging Tax Distribution Recommendation Finance Director Kristin Garcia reviewed the 18 lodging tax applications, with a total amount requested of $166,445. The City has $150,000 to award in lodging tax distributions. The committee's decision considered many factors including but not limited to; meeting council priorities, overall rating, attendance, community events, free events, economic benefit to the city and events that attract out of town visitors. The committee did not award funding to applications scoring 50 points or less. The committee discussed and agreed that applications should meet at least 50% of the scoring criteria to be eligible for funding. Three applications scored less than 50 points and were not awarded funding. The three applications that did not receive funding did not provide enough detail to demonstrate the tie into tourism promotion nor articulated the economic benefit to the City of Arlington. Discussion followed with Ms. Garcia answering Council questions. Mayor Tolbert rejoined the workshop and resumed her position as Chair. New Water Source Summary and Update Public Works Director Jim Kelly reviewed an update on the City's action to develop and secure new long term water rights for future growth. The City of Arlington has been engaged in a long-term program to identify, develop and secure water rights to meet the needs of customers within Arlington's water service area. After evaluating impacts, opportunities, costs associated with all possible new water sources, it has been determined that the most secure approach that will maximize development of current water rights is the installation of a new production well at our current Point of Withdrawal, and investigation of future wells at other downstream sites adjacent to the Stillaguamish River. Since this option will be pumping groundwater under the influence of surface water, all water will have to be treated per Department of Health surface water regulations. The City's Water Treatment Plan is at maximum capacity and will need to be expanded to meet future demands. Work scheduled for 2020 includes: Page 2 of 4 Minutes of the City of Arlington City Council Workshop November 2S. 2019 Install two test wells Install new production well and well house - Begin design of WTP expansion This information is being presented for project update and informational purposes only. Discussion followed with Mr. Kelly answering Council questions. Murraysmith Design Contract 2020/21 Utility -Pavement plus Smokey Point Blvd Overlay Public Works Director Jim Kelly presented the Scope of Work (SOW) and Fee Estimate from consultant Murraysmith for design services to support the 2020-2021 Utility Improvement & Pavement Preservation and Smokey Point Blvd Overlay projects. The City's Pavement Preservation Program has planned roads to be resurfaced for years 2018-2021; a utility replacement program is running concurrently so aged and failing utility infrastructure can be replaced before the roads are resurfaced. Design and construction work has been completed for years 2018 and 2019 and we are ready to complete design work for years 2020 and 2021. Murraysmith consultants have prepared the initial design work (to 30% level) and we would like to contract with them to complete the design work and prepare bid documents. Funding for this work will be divided among Utility CIP Funds and TBD funds. The City received a $726,000.00 grant for the resurfacing of Smokey Point Blvd from south City Limits to 174th St., this work is scheduled to be completed in 2021. The City would like to have the design completed by Murraysmith concurrently as they are preparing design work for the City's 2020-2021 Pavement Preservation Program. Discussion followed with Mr. Kelly answering Council questions. Island Crossing Roundabout Design Contract with SCJ Alliance Public Works Director Jim Kelly reviewed a contract with SCJ Alliance for Island Crossing Roundabout Design. Staff is requesting to enter into contract with SCJ Alliance for design work on the roundabout for the Island Crossing intersection near the Pilot Truck stop. In 2011, SCJ was hired by the Stillaguamish Tribe to plan a roundabout in Island Crossing at the SR-530 and Smokey Point Blvd (SPB) Intersection. Following extensive growth in vehicle traffic on SR-530, the City contracted with SCJ in Feb 2019 to design a channelization plan and temporary signal for the SR-530 and SPB intersection; this temporary signal will provide safe vehicle movement while concerned parties continue working toward a permanent solution. The City of Arlington, Snohomish County and the Stillaguamish Tribe of Indians have partnered together to work with WSDOT to construct a roundabout at this intersection; the City of Arlington is taking the lead role in this partnership. Public Works is requesting to contract with SCJ to advance the conceptual design and develop a set of construction documents for construction in 2020. Discussion followed with Mr. Kelly answering Council questions. Page 3 of 4 Minutes of the City of Arlington City COLU1Cil Workshop November 25, 2019 Salary Schedule for Non -Represented Employees for 2020 Administrative Services Director James Trefry presented the salary schedule for non - represented employees for 2020. Human Resources is proposing the adoption of a revised salary schedule for the City's non -represented employees not covered by a collective bargaining agreement. Human Resources is proposing the adoption of a revised salary schedule for the City's non - represented employees not covered by a collective bargaining agreement. The proposed schedule provides the same 12-step pay structure as lasted adopted by Council on October 7, 2019 with a 3.0% market adjustment for 2020 Pay Grades B-AA and an increase in the rate of Pay Grade A to a maximum rate of $17.00/hour. This change does not result in any current budget impact. For 2020, as in 2019, the market adjustment is applied to the annual salary amount for Pay Grades B-AA. All salaries are based on the annual amount and are then backed into the monthly/ hourly rates. Discussion followed with Mr. Trefry answering Council questions. October 2019 Financial Report Finance Director Kristin Garcia reviewed the October 2019 financial report. Discussion followed with Ms. Garcia answering Council questions. Miscellaneous Council Items None. ADMINISTRATOR AND STAFF REPORTS None. PUBLIC COMMENT None. COUNCILMEMBER REPORTS Councilmembers Debora Nelson, Mike Hopson, and Jesica Stickles provided brief updates, while Councilmembers Josh Roundy, Marilyn Oertle, Jan Schuette, and Sue Weiss had nothing to report this evening. EXECUTIVE SESSION None. REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING Council discussed and agreed to place all of the agenda items for the December 2, 2019 council meeting under new business. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 9:00 p.m. Barbara Tolbert, Mayor Page 4 of 4