HomeMy WebLinkAbout01-21-2014 DRAFT
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Council Chambers
110 East Third
January 6, 2014
City Council Members Present by Roll Call: Dick Butner, Jan Schuette, Marilyn Oertle, Chris Raezer,
Debora Nelson, Jesica Stickles and Randy Tendering
Council Members Absent: None
City Staff Present: Mayor Tolbert, Allen Johnson, Kristin Banfield, Jim Chase, Paul Ellis, Eric Scott,
Bruce Stedman, Tom Cooper, Rory Bolter, Maxine Jenft, Monica Schlagel, Nelson Beazley, Scott Hillis,
Al Chamberlin, Brian Price, Connor Chess, Keegan Tachell, Justin Honsowetz, Marty Ruffner, Alex
Jenness, Doug Schmidt, Roxanne Guenzler and Steve Peiffle, City Attorney
Also Known to be Present: Kirk Boxleitner, Bruce Angell, Jeanie Chase, Margaret Larson, Linda
Byrnes, Dennis Byrnes, Sarah Arney, Jason Stickles and children
Mayor Tolbert called the meeting to order at 7:00 pm and the pledge of allegiance followed.
SWEARING IN
City Attorney Steve Peiffle administered oath of office to councilmembers Debora Nelson, Chris Raezer,
Jan Schuette and Jesica Stickles.
APPROVAL OF THE AGENDA
Marilyn Oertle moved to approve the Agenda. Chris Raezer seconded the motion which passed with a
unanimous vote.
PUBLIC COMMENT
Emily Weber spoke to the marijuana moratorium asking if the moratorium will be lifted for medical
marijuana.
CONSENT AGENDA
Marilyn Oertle moved and Chris Raezer seconded the motion to approve the Consent Agenda which was
unanimously carried to approve the following Consent Agenda items:
1. Minutes of the December 16, 2013 Council Meeting.
2. Accounts Payable EFT Payments and Claims Checks #80825 through #80944 dated December
17, 2013 through December 30, 2013 in the amount of $3,030,744.45 and Claim Checks #80945
through #80948 dated January 1, 2014 through January 6, 2014 for $18,194.91.
3. Approval of EFT Payments and Payroll Checks #27949 through #27970 for the period December
1, 2013 through December 31, 2013 for $1,222,158.43.
NEW BUSINESS
Ordinance to Rescind Utility Rate Increases for 2014
Public Works Director Jim Kelly presented the request for Council to rescind the scheduled utility rate
increases for water, sewer and stormwater for 2014. Through close financial management of the three
utilities, along with the receipt of significant grant dollars from the State of Washington and the federal
government, the City has been able to save costs and eliminate the planned increase to the utility rates in
2014.
Minutes of the Arlington
City Council Meeting
Minutes of the City of Arlington Council Meeting January 6, 2014
Page 2 of 2
Councilmember Dick Butner moved to approve the proposed ordinance amending AMC 13.12 to rescind
the water, sewer and stormwater rate increases for 2014. The motion was seconded by Marilyn Oertle
and passed with a unanimous vote.
Contract with Matrix to Review Police Services
City Administrator Allen Johnson addressed the consulting group’s services, stating the consulting group
is in the Seattle area now and available. Mr. Johnson estimates the study will take approximately 12
weeks.
Councilmember Jesica Stickles moved to authorize the mayor to sign the contract with Matrix Consulting
Group. The motion was seconded by Debora Nelson and passed with a unanimous vote.
Renew Contract with Strategies 360 for Lobbying Services
City Administrator Allen Johnson gave background and history on the agenda item requesting council
approval.
Councilmember Marilyn Oertle moved to authorize the Mayor to sign the contract with Strategies 360 for
Lobbying Services for 2014, subject to final review by the City Attorney. The motion was seconded by
Dick Butner and passed with a unanimous vote.
Appoint Representative to Community Transit Board
Assistant City Administrator Kristin Banfield spoke to the agenda item of selecting councilmember to
serve as the City’s representative to Community Transit.
Councilmember Marilyn Oertle moved to appoint Councilmember Jan Schuette to serve as the City’s
representative to Community Transit. The motion was seconded by Chris Raezer and passed with a
unanimous vote.
INFORMATION
Public Works Director Jim Kelly gave update on the 67th Ave project.
ADMINISTRATOR & STAFF REPORTS
Allen Johnson apprised the council that IT Manager Bryan Terry will have a training session for the use of
the new I-Pads at the next workshop.
COUNCIL MEMBER REPORTS and MAYOR’S REPORT
Chris Raezer, Debora Nelson and Randy Tendering gave brief reports, while Dick Butner, Jan Schuette,
Marilyn Oertle and Jesica Stickles had nothing to report at this time.
EXECUTIVE SESSION
City Attorney Steve Peiffle indicated there would be no need for an Executive Session.
ADJOURNMENT
With no further business to come before the Council, the meeting was adjourned at 7:31pm.
____________________________
Barbara Tolbert, Mayor
DRAFT
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Council Chambers
110 East Third Street
January 13, 2014
Councilmembers Present: Dick Butner, Jan Schuette, Marilyn Oertle, Chris Raezer, Debora Nelson,
Jesica Stickles, and Randy Tendering
Staff Present: Allen Johnson, Kristin Banfield, Jim Chase, Jim Kelly, Paul Ellis, Nelson Beazley, Eric
Scott, Bryan Terry, Dale Carman, Kris Wallace, Deana Dean, and Steve Peiffle
Council Members Absent: None
Also Known to be Present: Bruce Angell, Shirley Case, Ruth Caesar, McKenna Kelly, and Sarah Arney.
Mayor Tolbert called the meeting to order at 7:06 p.m.
Marilyn Oertle moved to approve the agenda; Chris Raezer seconded the motion, which passed with a
unanimous vote.
WORKSHOP ITEMS ~ NO ACTION WAS TAKEN
1. Change Order #5 to the 67th Ave Final Phase construction contract for the installation of ADA
facilities, pedestrian signalization, and full depth reconstruction of the 204th St and 67th Ave
intersection:
Public Works Director Jim Kelly reviewed the specifics of change order #5 to the 67th Ave Final Phase
construction contract with the requirement to add ADA ramps and pedestrian crosswalk signalization
as well as new full depth asphalt. Total cost of the change order is $190,600.75 with 85% of that cost
being covered by the TIB Grant. Mr. Kelly answered council questions throughout the discussion.
2. Airport Standby Generator Project Closeout:
Airport Supervisor Dale Carman reviewed the request for council to approve the project acceptance
letter for the Airport Standby Generator Project. The Airport Commission approved it at their
December 10, 2013 meeting however council approval is required due to how the project was funded.
Mr. Carman answered council questions.
3. Lodging Tax Grant Funding Distribution for 2014:
Mayor Tolbert recused herself and Mayor Pro Tem Marilyn Oertle presided over this agenda item.
Finance Director Jim Chase reviewed the applications being considered for the Hotel-Motel Tax Fund
and also the funding recommendations from the Lodging Tax Committee. Mr. Chase and guest Ruth
Caesar from the Genealogical Society answered council questions.
4. Memorandum of Understanding with the Arlington Smokey Point Chamber of Commerce:
Mayor Tolbert resumed control over the meeting.
Community & Economic Development Director Paul Ellis reviewed the proposed memorandum of
understanding for the Arlington Smokey Point Chamber of Commerce to lease 280 square feet of
office space at Legion Park. Mr. Ellis answered council questions.
Minutes of the Arlington
City Council Workshop
Minutes of the City of Arlington City Council Workshop DRAFT January 13, 2014
Page 2 of 2
5. Draft Ordinance for recreational marijuana zoning:
Paul Ellis reviewed the proposed amendment to Arlington Municipal Code Title 20 Chapter 20.08,
Chapter 20.40, and Chapter 20.48 to allow for the production and processing of recreational
marijuana in the Light Industrial and General Industrial zones of the city as well as to allow for the
retailing of recreational marijuana in the General Commercial and Highway Commercial zones of the
city. Mr. Ellis answered council questions throughout the discussion. Public hearing is scheduled for
February 3, 2014 and council may be asked to take action immediately after the public hearing. Mr.
Ellis will email council the handout from tonight.
6. Selection of Mayor Pro Tem for 2014-2015:
City Administrator Allen Johnson opened the discussion the Council Rules of Procedure and the need
to select a Mayor Pro Tem and Alternate Mayor Pro Tem. Council discussed the rules and options
while City Attorney Steve Peiffle answered council questions.
7. Resolution for the Levy Lid Lift to be placed on the April 22, 2014 Special Election:
Assistant City Administrator Kristin Banfield discussed the upcoming special election for the Levy Lid
Lift and the final draft of the resolution.
ITEM ADDED ~ NOT ON THE AGENDA
8. Matrix Study of Police Services:
Open discussion on the Matrix Study of Police Services approved by Council on January 6, 2014.
The regular council workshop was recessed at 8:27 p.m. for the purposes of the final item on the agenda,
I-Pad Training. All members of the Council stayed for the final agenda item, I-Pad Training with
Information Technology Manager Bryan Terry.
The training was adjourned at 9:03 p.m.
____________________________
Barbara Tolbert, Mayor
Arlington City Council
Agenda Bill
Item:
CA #3
Attachment
B
COUNCIL MEETING DATE:
January 21, 2014
SUBJECT:
Project Closeout – Airport Standby Generator Project
ATTACHMENTS:
Project Acceptance Letter with Cost Breakdown
DEPARTMENT OF ORIGIN
Airport
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Staff is requesting City Council approve the attached project acceptance letter for the
Airport Standby Generator Project. The Airport Commission approved the project
acceptance letter at their December 10, 2013 meeting. City Council approval is needed
as well because staff funded the project out of a different fund than was originally
approved (the Airport CIP Fund versus the Operating Fund) and the dollar amount of
the contract exceeded the amount originally budgeted.
HISTORY:
The Airport Standby Generator Project involved the purchase and installation of an
outdoor 100 kW generator and automatic transfer switch to provide back-up power for
the airfield lighting in the event of a power failure. Grants were received from both the
FAA and WSDOT to help fund the project. Of the $104,500, the FAA paid
approximately $94,000 and WSDOT paid approximately $2,600. The balance of
approximately $7,800 was paid by the airport.
Staff originally budgeted only $66,010 for the project because staff was planning to
purchase an existing generator from the Utilities Department. A subsequent cost
benefit analysis of purchasing the used generator versus a new generator completed by
the project engineer determined purchasing a new generator would best meet the needs
of the airport. The cost benefit analysis was required because the project was funded
with an FAA grant. The result was the project cost exceeded the original budgeted
amount.
The Airport Commission and City Council approved the contract in August 2012.
ALTERNATIVES
Approve Staff’s Recommendation with Modifications
Deny Staff’s Recommendation
Table Staff’s Recommendation
RECOMMENDED MOTION:
I move to approve the attached project acceptance letter and authorize the Mayor to
sign the letter.
DATE: December 5, 2013
TO: City Council, Airport Commission
FROM: Dale Carman, Airport Manager
SUBJECT: PROJECT ACCEPTANCE
Airport Standby Generator Project
Project Title
Staff has certified the construction performed by Seahurst Electric Inc.
as complete and in compliance with the terms of the construction contract as awarded by the City
Council and Airport Commission.
The final accounting of the cost of the project is as follows:
Contract Award Amount $ 104,500.35
Change Orders Added $ 0
Change Orders Deducted $ 0
Over-runs/Under-runs $ 0
Final Contract Cost $ 104,500.35
Staff recommends official acceptance by the City. If you concur, please sign below:
On behalf of the City of Arlington, I accept the construction performed under the contract
awarded by the City Council and Arlington Airport Commission for the Airport Standby
Generator Project.
Mayor Barbara Tolbert Date
cc: file
City of Arlington
Council Agenda Bill
Item:
NB #1
Attachment
C
COUNCIL MEETING DATE:
January 21, 2014
SUBJECT:
Selection of Mayor Pro Tem
ATTACHMENTS:
Adopted Council Rules of Procedure
DEPARTMENT OF ORIGIN
Administration - Contact Allen Johnson, 360-403-3441
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
The City Council is to select a Mayor Pro Tem every two years. The Council Rules of Procedure
state as follows:
Selecting Mayor Pro Tem and Alternate Mayor Pro Tem:
The Mayor Pro Tem will be selected by a majority vote of the Council members at the second
meeting in January in even years or when there is a vacancy. In selecting the Mayor Pro Tem,
the Council will be guided by the following principles:
• To preserve continuity in the office, the Mayor Pro Tem shall generally serve for a term of
two (2) years.
• The Mayor Pro Tem should have served as a Council member for at least two (2) years before
appointment to the office of Mayor Pro Tem.
• In general, the appointment of Mayor Pro Tem will be to the eligible Council member who
has served the longest in office.
The Alternate Mayor Pro Tem will be the Council member that most recently served as Mayor
Pro Tem.
HISTORY:
Past Mayor Pro Tems: Sally Lien (2006-2007)
Marilyn Oertle (2008-2009)
Steve Baker (2010-2011)
Marilyn Oertle (2012-2013)
ALTERNATIVES
No alternatives.
RECOMMENDED MOTION:
I move to select Councilmember Chris Raezer as Mayor Pro Tem.
City of Arlington
Updated 2010
City Council Rules of Procedure
August 31, 2010
Page 1
City Council Rules of Procedure
I General Rules
1.1 Meetings to be Public: All official meetings of the Arlington City Council shall be
open to the public with the exception of executive sessions for certain limited topics (as
defined in RCW Chapter 42.30). The journal of proceedings (minute book) shall be open
to public inspection.
1.2 Quorum: Four Council members shall be in attendance to constitute a quorum and be
necessary for the transaction of business. If a quorum is not present, those in attendance
will be named and they shall adjourn to a later time, but no adjournment shall be for a
longer period than until the next regular meeting.
1.3 Attendance, Excused Absences: RCW 35A. 12.060 provides that a Council member
shall forfeit his/her office by failing to attend three (3) consecutive regular meetings of
the Council without being excused by the Council. Members of the Council may be so
excused by complying with this section. The member shall contact the Chair prior to the
meeting and state the reason for his/her inability to attend the meeting. If the member is
unable to contact the Chair, the member shall contact the City Clerk or Deputy City
Clerk, who shall convey the message to the Chair. The Chair shall inform the Council of
the member's absence, state the reason for such absence and inquire if there is a motion to
excuse the member. Upon passage of such motion by a majority of members present, the
absent member shall be considered excused and the Recorder will make an appropriate
notation in the minutes. If the motion is not passed, the Recorder will note in the minutes
that the absence is unexcused.
1.4 Journal of Proceedings: A journal of all proceedings of the Council shall be kept by
the City Clerk and shall be entered in a book constituting the official record of the
Council.
1.5 Right of Floor: Any member desiring to speak shall be recognized by the Chair and
shall confine his/her remarks to one subject under consideration or to be considered.
1.6 Rules of Order. Roberts Rules of Order Newly Revised shall be the guideline
procedures for the proceedings of the Council. If there is a conflict, these rules shall
apply.
2. Types of Meetings
2.1 Regular Council Meetings: The Council shall meet on the first and third Monday of
each month at 7 p.m. When a Council meeting falls on a holiday, the Council shall meet
on Tuesday following the Monday holiday. The Council may reschedule regular meetings
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Page 2
to a different date or time by motion. The location of the meetings shall be the Council
Chambers at 110 E. Third Street, unless specified otherwise by a majority vote of the
Council. All regular and special meetings shall be public.
2.2 Special Meetings: Special meetings may be called by the Mayor or any four (4)
members of the Council. The City Clerk shall prepare a notice of the special meeting
stating the time, place and business to be transacted. The City Clerk shall attempt to
notify each member of the Council, either by telephone or otherwise, of the special
meeting. The City Clerk shall give at least 24 hours' notice of the special meeting to each
local newspaper of general circulation and to each local radio and/or television station,
which has filed with the Clerk a written request to be notified of special meetings. No
subjects other than those specified in the notice shall be considered. The Council may not
make final disposition on any matter not mentioned in the notice.
Special meetings may be called in less than 24 hours, and without the notice required in
this section, to deal with emergencies involving injury or damage to persons or property
or the likelihood of such injury or damage if the notice requirements would be
impractical or increase the likelihood of such injury or damage.
2.3 Continued and Adjourned Sessions: Any session of the Council may be continued
or adjourned from day to day, or for more than one day, but no adjournment shall be for a
longer period than until the next regular meeting.
2.4 Study Sessions and Workshops: The Council may meet informally in study sessions
and workshops, at the call of the Mayor or of any three or more members of the Council,
to review forthcoming programs of the city, receive progress reports on current programs
or projects, receive other similar information from city department heads or conduct
procedures workshops, provided that all discussions and conclusions thereon shall be
informal and do not constitute official actions of the Council. Study sessions and
workshops held by the Council are "special meetings" of the Council, and the notice
required by RCW 42.30.080 must be provided.
2.5 Executive Sessions: Executive sessions or closed meetings may be held in
accordance with the provisions of the Washington State Open Public Meetings Act
(Chapter 42.30 RCW). Among the topics that may be discussed in executive session or
closed meetings are: (1) personnel matters; (2) consideration of acquisition of property
for public purposes or sale of city-owned property; and (3) potential or pending litigation
in which the city has an interest, as provided in the Revised Code of Washington. The
Council may hold an executive session during a regular or special meeting.
Before convening in executive session the Chair shall publicly announce the purpose for
excluding the public from the meeting place and the time when the executive session will
be concluded. If the Council wishes to adjourn at the close of a meeting from executive
session, that fact will be announced along with the estimated time for the executive
August 31, 2010
Page 3
session. The announced time limit for executive sessions may be extended to a stated
later time by the announcement of the Chair.
2.6 Attendance of Media at Council Meetings: All official meetings of the Council and
its committees shall be open to the media, freely subject to recording by radio, television
and photographic services at any time, provided that such arrangements do not interfere
with the orderly conduct of the meetings.
3. Chair and Duties
3.1 Chair: The Mayor, if present, shall preside as Chair at all meetings of the Council. In
the absence of the Mayor, the Mayor Pro Tem shall preside. In the absence of both the
Mayor and Mayor Pro Tem, the Council shall elect a Chair.
3.2 Call to Order: The meetings of the Council shall be called to order by the Mayor or,
in his absence, by the Mayor Pro Tem. In the absence of both the Mayor and Mayor Pro
Tem, the meeting shall be called to order by the City Clerk or Clerk's designee for the
election of a temporary Chair.
3.3 Preservation of Order: The Chair shall preserve order and decorum; prevent attacks
on personalities or the impugning of members' motives and confine members in debate to
the question under discussion.
3.4 Points of Order: The Chair shall determine all points of order, subject to the right of
any member to appeal to the Council. If any appeal is taken, the question shall be "Shall
the decision of the Chair be sustained?"
3.5 Questions to be Stated: The Chair shall state all questions submitted for a vote and
announce the result. A roll call vote shall be taken upon all questions.
3.6 Mayor - Powers: The Mayor may not make or second motions, but may participate
in debate to the extent that such debate does not interfere with chairing the meeting. If
the mayor wishes to participate vigorously in the debate of an issue, the Mayor shall turn
over chairing of that portion of the meeting to the Mayor Pro Tem, or to another Council
member if the Mayor Pro Tem is absent. The Mayor's voting rights and veto power are as
specified in RCW 35A. 12. 100.
4. Order of Business and Agenda
4.1 Order of Business: The order of business for all regular meetings shall be transacted
as follows unless the Council, by a majority vote of the members present suspends the
rules and changes the order:
(1) Call to Order
(2) Pledge of Allegiance
August 31, 2010
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(3) Visitors
(4) Presentations/Proclamations/Communications
(5) Consent Agenda
(6) Action Items
(7) Council Committee Reports
(8) Information
(9) Executive Session
(10) Reconvene
(11) Adjourn
The Consent Agenda may contain items which are of a routine and non-controversial
nature which may include, but are not limited to, the following: meeting minutes, payroll,
claims, budget amendments, park use requests and any item previously approved by
Council with a unanimous vote and which is being submitted to Council for final
approval. Any item on the Consent Agenda may be removed and considered separately as
an agenda item at the request of any Council member or any person attending a Council
meeting.
4.2 Council Agenda: The mayor shall prepare the agenda for Council meetings.
Subject to the Council's right to amend the agenda, no legislative item shall be voted
upon which is not on the Council agenda, except in emergency situations (defined as
situations which would jeopardize the public's health, safety or welfare).
4.3 Mayor and Council member Comments and Concerns: The agenda shall provide a
time when the Mayor ("Mayor's Reports") or any Council member ("Comments From
Council members") may bring before the Council any business that he/she feels should be
deliberated upon by the Council. These matters need not be specifically listed on the
agenda, but formal action on such matters may be deferred until a subsequent Council
meeting, except that immediate action may be taken upon a vote of a majority of all
members of the Council. There shall be no lectures, speeches or grandstanding.
5. Consensus and Motions
5.1 Motions: No motion shall be entertained or debated until duly seconded and
announced by the Chair. The motion shall be recorded and, if desired by any Council
member, it shall be read by the Recorder before it is debated and, by the consent of the
Council, may be withdrawn at any time before action is taken on the motion.
5.2 Votes on Motions: Votes shall be taken by voice vote; provided, that any member of
the Council may request a roll call vote on any matter. Each member present shall vote
on all questions put to the Council except on matters in which he or she has been
disqualified for a conflict of interest or under the appearance of fairness doctrine. Such
member shall disqualify him or herself prior to any discussion of the matter and shall
August 31, 2010
Page 5
leave the Council Chambers. When disqualification of a member or members results or
would result in the inability of the Council at a subsequent meeting to act on a matter on
which it is required by law to take action, any member who was absent or who had been
disqualified under the appearance of fairness doctrine may subsequently participate,
provided such member first shall have reviewed all materials and listened to all tapes of
the proceedings in which the member did not participate.
5.3 Failure to Vote on a Motion: Any Council member present who fails to vote without
a valid disqualification shall be declared to have voted in the affirmative on the question.
5.4 Motions to Reconsider: A motion to reconsider must be made by a person who voted
with the majority on the principal question and must be made at the same or succeeding
regular meeting. No motion to reconsider an adopted quasi-judicial written -decision shall
be entertained after the close of the meeting at which the written findings were adopted.
6. Public Hearing Procedures
6.1 Speaker Sign-In: Prior to the start of a public hearing the Chair may require that all
persons wishing to be heard sign in with the Recorder, giving their name and whether
they wish to speak as a proponent, opponent or from a neutral position. Any person who
fails to sign in shall not be permitted to speak until all those who signed in have given
their testimony.
The Chair, subject to the concurrence of a majority of the Council, may establish time
limits and otherwise control presentations. (Suggested time limit is three minutes per
speaker or five minutes when presenting the official position of an organization or
group.) The Chair may change the order of speakers so that testimony is heard in the
most logical groupings (i.e. proponents, opponents, adjacent owners, etc.).
6.2 Conflict of Interest/Appearance of Fairness: Prior to the start of a public hearing
the Chair will ask if any Council member has a conflict of interest or Appearance of
Fairness Doctrine concern which could prohibit the Council member from participating
in the public hearing process. A Council member who refuses to step down after
challenge and the advice of the City Attorney, a ruling by the Mayor or Chair and/or a
request by the majority of the remaining members of the Council to step down is subject
to censure. The Council member who has stepped down shall not participate in the
Council decision nor vote on the matter. The Council member shall leave the Council
Chambers while the matter is under consideration, provided, however, that nothing herein
shall be interpreted to prohibit a Council member from stepping down in order to
participate in a hearing in which the Council member has a direct financial or other
personal interest
6.3 The Public Hearing Process: The Chair introduces the agenda item, opens the public
hearing and announces the following Rules of Order:
August 31, 2010
Page 6
(1) All comments by proponents, opponents or other members of the public shall be made
from the podium; any individuals making comments shall first give their name and
address. This is required because an official recorded transcript of the public hearing is
being made.
(2) No comments shall be made from any other location. Anyone making "Out of
Order" comments shall be subject to removal from the meeting. If you are disabled and
require accommodation, please advise the Recorder.
(3) There will be no demonstrations during or at the conclusion of anyone's presentation.
(4) These rules are intended to promote an orderly system of holding a public hearing, to
give every person an opportunity to be heard, and to ensure that no individual is
embarrassed by exercising his/her right of free speech.
· The Chair calls upon city staff to describe the matter under consideration.
· The Chair calls upon proponents, opponents and all other individuals who wish to
speak regarding the matter under consideration.
· The Chair inquires as to whether any Council member has questions to ask the
proponents, opponents, speakers or staff. If any Council member has questions,
the appropriate individual will be recalled to the podium.
· The Chair continues the public hearing to a time specific or closes the public
hearing.
7. Duties and Privileges of Citizens
7.1 Meeting Participation: Citizens are welcome at all Council meetings and are
encouraged to attend and participate prior to the deliberations of the Council. Recognition
of a speaker by the Chair is a prerequisite and necessary for an orderly and effective
meeting, be the speaker a citizen, Council member or staff member. Further, it will be
expected that all speakers will deliver their comments in a courteous and efficient manner
and will speak only to the specific subject under consideration. Anyone making out-of-
order comments or acting in an unruly manner shall be subject to removal from the
meeting. Use of cellular telephones is prohibited in the Council Chambers.
7.2 Subjects Not on the Current Agenda: Under agenda item "Comments From
Citizens" citizens may address any item they wish to discuss with the Mayor and Council.
They shall first obtain recognition by the Chair, state their name, address and subject of
their comments. The Chair shall then allow the comments, subject to a three (3) minute
limitation per speaker, or other limitations as the Chair or Council may deem necessary.
Following such comments, if action is required or has been requested, the Chair may
place the matter on the current agenda or a future agenda or refer the matter to staff or a
Council committee for action or investigation and report at a future meeting.
7.3 Subjects on the Current Agenda: Any member of the public who wishes to address
the Council on an item on the current agenda shall make such request to the Chair or
Presiding Officer. The Chair shall rule on the appropriateness of public comments as the
agenda item is reached. The Chair may change the order of speakers so that testimony is
heard in the most logical grouping (i.e. proponents, opponents, adjacent owners, etc.). All
August 31, 2010
Page 7
comments shall be limited to three (3) minutes per speaker, or other limitations as the
Chair or Council may deem necessary.
7.4 Manner of Addressing the Council - Time Limit: Each person addressing the
Council shall step up to the podium, give his/her name and address in an audible tone of
voice for the record and, unless further time is granted by the Council, shall limit his/her
remarks to three (3) minutes. Agenda items "Comments From Citizens" and "Continued
Comments From Citizens" shall be limited to a total of 30 minutes each, unless additional
time or less time is agreed upon by the Council (dependent upon the length of the Council
agenda). All remarks shall be addressed to the Council as a body and not to any member
thereof.
No person, other than the Chair, members of the Council and the person having the floor,
shall be permitted to enter into any discussion, either directly or through the members of
the Council. No questions shall be asked of the Council members, except through the
Chair. 'The Council will then determine the disposition of the issue (information -only,
place on present agenda, workshop, a future agenda, assign to staff, assign to Council
Committee or do not consider).
7.5 Personal and Slanderous Remarks: Any person making personal, impertinent or
slanderous remarks or who shall become boisterous while addressing the Council may be
requested to leave the meeting and may be barred from further audience before the
Council during that Council meeting by the Chair or Presiding Officer.
7.6 Written Communications: Interested parties, or their authorized representatives,
may address the Council by written communication in regard to any matter concerning
the city's business or over which the Council had control at any time. The written
communication may be submitted by direct mail or by addressing the communication to
the City Clerk who will distribute copies to the Council members. The communication
will be entered into the record without the necessity for reading as long as sufficient
copies are distributed to members of the audience/public.
7.7 Comments in Violation of the Appearance Of Fairness Doctrine: The Chair may
rule out of order any comment made with respect to a quasi-judicial matter pending
before the Council or its Boards or Commissions. Such comments should be made only at
the hearing on a specific matter. If a hearing has been set, persons whose comments are
ruled out of order will be notified of the time and place when they can appear at the
public hearing on the matter and present their comments.
7.8 ”Out of Order” Comments: Any person whose comments have been ruled out of
order by the Chair shall immediately cease and refrain from further improper comments.
The refusal of an individual to desist from inappropriate, slanderous or otherwise
disruptive remarks after being ruled out of order by the Chair may subject the individual
to removal from the Council Chambers. These rules are intended to promote an orderly
system of holding a public meeting and to give every person an opportunity to be heard.
August 31, 2010
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8. Filling Council Vacancies and Selecting Mayor Pro Tem
8.1 Notice of Vacancy: If a Council vacancy occurs, the Council will follow the
procedures outlined in RCW 42.12.070.
In order to fill the vacancy with the most qualified person available until an election is
held, the Council will widely distribute and publish a notice of the vacancy and the
procedure and deadline for applying for the position.
8.2 Application Procedure: The Council will draw up an application form which
contains relevant information that will answer set questions posed by Council. The
application form will be used in conjunction with an interview of each candidate to aid
the Council's selection of the new Council member.
8.3 Interview Process: All candidates who submit an application by the deadline will be
interviewed by the Council during a regular or special Council meeting open to the
public. The order of the interviews will be determined by drawing the names; in order to
make the interviews fair, applicants will be asked to remain outside the Council
Chambers while other applicants are being interviewed. Applicants will be asked to
answer questions submitted to them in advance of the interview and questions posed by
each Council member during the interview process. The Council members will ask the
same questions of each candidate. Each candidate will then be allowed two (2) minutes
for closing comments. Since this is not a campaign, comments and responses about other
applicants will not be allowed.
8.4 Selection of Council member: The Council may recess into executive session to
discuss the qualifications of all candidates. Nominations, voting and selection of a person
to fill the vacancy will be conducted during an open public meeting.
8.5 Selecting Mayor Pro Tem and Alternate Mayor Pro Tem: The Mayor Pro
Tem will be selected by a majority vote of the Council members at the second meeting in
January in even years or when there is a vacancy. In selecting the Mayor Pro Tem, the
Council will be guided by the following principles:
• To preserve continuity in the office, the Mayor Pro Tem shall generally
serve for a term of two (2) years.
• The Mayor Pro Tem should have served as a Council member for at least
two (2) years before appointment to the office of Mayor Pro Tem.
• In general, the appointment of Mayor Pro Tem will be to the eligible
Council member who has served the longest in office.
The Alternate Mayor Pro Tem will be the Council member that most recently served as
Mayor Pro Tem.
9. Creation of Committees, Boards and Commissions
August 31, 2010
Page 9
9.1 Citizen Committees, Boards and Commissions: The Council may create
committees, boards and commissions to assist in the conduct of the operation of city
government with such duties as the Council may specify not inconsistent with the city
code.
9.2 Membership and Selection: Membership and selection of members shall be as
provided by the Council if not specified otherwise in the city code.
Any committee, board or commission so created shall cease to exist upon the
accomplishment of the special purpose for which it was created, or when abolished by a
majority vote of the Council. No committee so appointed shall have powers other than
advisory to the Council or to the Mayor except as otherwise specified in the city code.
10. Suspension and Amendment of These Rules
10.1 Suspension of these Rules: Any provision of these rules not governed by the city
code may be temporarily suspended by a vote of a majority of the Council.
10.2 Amendment of These Rules: These rules may be amended or new rules adopted by
a majority vote of all members of the Council, provided that the proposed amendments or
new rules shall have been introduced into the record at a prior Council meeting.
City of Arlington
Council Agenda Bill
Item:
NB #2
Attachment
D
COUNCIL MEETING DATE:
January 21, 2014
SUBJECT:
Selection of Councilmember Suzie Ashworth, City of Granite Falls, to serve as Snohomish
Health District Board of Health Representative for all small cities in County Council District #1
ATTACHMENTS:
Letter from Snohomish Health District received 12/9/13
Email from Darla Reese, City Clerk, City of Granite Falls
DEPARTMENT OF ORIGIN
Administration - Contact Allen Johnson, 360-403-3443
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
The City of Arlington is required to designate a representative to the Snohomish Health District
Board of Health on an annual basis. There are a total of 15 representatives on the Board of
Health, the County Council, each representing their Council district, and two city
representatives from each County Council district. One city representative must be from the
largest city within each County Council district, and the other city representative must be
selected from the remaining incorporated cities within that Council district. The cities within
County Council District #1 are Arlington, Darrington, Granite Falls, Lake Stevens, Marysville,
and Stanwood, with Marysville being the largest within the District.
HISTORY:
Stanwood’s previous Mayor Dianne White served as the City’s representative to the Snohomish
Health District Board of Health from 2008 through 2013.
ALTERNATIVES
No alternatives.
RECOMMENDED MOTION:
I move to approve the selection of Councilmember Suzie Ashworth, City of Granite Falls to
serve as Snohomish Health District Board of Health representative for all small cities in County
Council District #1
1
Kristin Banfield
From:Darla Reese <darla.reese@ci.granite-falls.wa.us>
Sent:Thursday, January 16, 2014 9:38 AM
To:Lake Stevens City Council; Kristin Banfield; darrcityhall@glacierview.net;
lingram@marysvillewa.gov; cityclerk@ci.stanwood.wa.us
Subject:Representative for the Snohomish County Board of Health
City Clerks and Managers –
This email is to let you know that at last night’s City of Granite Falls Council meeting, Councilmember Suzie Ashworth
stated she would like to be the Health District Representative on behalf of our city and yours. After talking to Dr.
Goldbaum – it was clear that there was not a representative yet chosen by the cities.
If you would all please send this through your council and obtain a letter of support on behalf of Mrs. Ashworth to the
Health District, it would be very appreciative.
Thank you kindly for your time and attention to this matter. Please feel free to contact me should you have any
questions.
Darla
Darla Reese, CMC
City Clerk
City of Granite Falls
206 South Granite Avenue
P.O. Box 1440
Granite Falls, Washington 98252
Phone: (360) 691‐6441
Fax: (360) 691‐6734
City of Arlington
Council Agenda Bill
Item:
NB #3
Attachment
E
COUNCIL MEETING DATE:
January 21, 2014
SUBJECT:
Hotel Motel Tax Distributions for 2014
ATTACHMENTS:
1) Spreadsheet listing applications and funding recommendations
2) Sample Grant Application
3) Sample Contract
DEPARTMENT OF ORIGIN
Finance
EXPENDITURES REQUESTED: $87,155.95
BUDGET CATEGORY: Hotel-Motel Tax Fund
LEGAL REVIEW:
DESCRIPTION:
For the 2014 funding process, 11 applications were received totaling $102,170.50.
The Lodging Tax Committee met on November 20th to review and make recommendations for
funding. 10 applications were approved for funding totaling $87,155.95.
Organizations who are awarded the funds will be required to enter into a contract with the City
and abide by the terms.
The City received $84,030 in Hotel Motel taxes in 2013 and is expected to receive a greater
amount in 2014 when the new motel opens.
HISTORY:
The City began collecting a 2% Hotel-Motel Tax in 2005. Revenues generated from the tax are
to be used for tourism promotion and tourism-related facilities.
ALTERNATIVES
1) Table for additional Review
2) Take no action
RECOMMENDED MOTION:
I move to approve the funding of the selected applications totaling $87,155.95 as recommended
by the Lodging Tax Advisory Committee.
Hotel / Motel
Project Project Total Sponsor Tax 66.67% Limit Committee
Sponsor/Contractor Title Project Match Request Recommends
Arlington EAA Fly-in Promotion/advertising fly-in 68,850.00$ 48,350.00$ 20,500.00$ 45,902.30$ 20,500.00$
Arlington Arts Council AAC's popular music concert's at BPAC 22,500.00$ 7,500.00$ 15,000.00$ 15,000.75$ 15,000.00$
Arlington/Smokey Point C of C 4th of July Fireworks Display 7,600.00$ -$ 7,600.00$ 5,066.92$ 5,066.92$
Arlington/Smokey Point C of C 4th of July Kid's Carnival at Legion Park 2,446.50$ 575.00$ 1,871.50$ 1,631.08$ 1,631.08$
Arlington/Smokey Point C of C Smokey Point Carnival 8,431.00$ 2,425.00$ 6,006.00$ 5,620.95$ 5,620.95$
Arlington/Smokey Point C of C Visitor Information Center 13,927.00$ 5,850.00$ 8,077.00$ 9,285.13$ 8,077.00$
ASPCC / D.A.B.A.DABA Events 14,300.00$ 6,500.00$ 7,800.00$ 9,533.81$ 7,800.00$
ASPCC / D.A.B.A.Advertising Sign 22,356.00$ 10,500.00$ 11,856.00$ 14,904.75$ -$
Stilly Valley/Skagit Genealogical Soc.WA State Genealogical Conference 23,840.00$ 11,920.00$ 11,920.00$ 15,894.13$ 11,920.00$
City of Arlington Eagle Festival 14,616.00$ 9,416.00$ 5,200.00$ 9,744.49$ 5,200.00$
City of Arlington Summer Events in the Parks 10,020.00$ 3,680.00$ 6,340.00$ 6,680.33$ 6,340.00$
TOTALS 208,886.50$ 106,716.00$ 102,170.50$ 139,264.63$ 87,155.95$
Hotel / Motel Funding Applications for 2014
2014
TOURISM / ECONOMIC DEVELOPMENT
GRANTS
REQUEST FOR GRANT FUNDING
SUBMITTAL DEADLINE: - October 15, 2013, 5:00 p.m.
PLEASE SEND (1) COPIES TO:
CITY OF ARLINGTON
238 N. OLYMPIC
ARLINGTON, WA 98223
ATTN: JIM CHASE, FINANCE DIRECTOR
REQUEST FOR GRANT FUNDS
TOURISM / ECONOMIC DEVELOPMENT
HOTEL / MOTEL TAX
The City of Arlington is accepting applications from public and non-profit agencies for projects that
assist tourism development and promotion in the City. The program is funded through the taxes
collected on hotel and motel room rents in the City of Arlington.
The City will have funds available to award to eligible applicants on a competitive basis with the ability
to complete their projects by December 31, 2014.
Applications are available on the City’s Website at www.arlingtonwa.gov or by contacting the Finance
Department, 238 N. Olympic Ave, Arlington, WA 98223. (360-403-3422). Completed applications are
due in the Finance Department office by 5:00 p.m. on October 15, 2013.
No applications received after that time and date will be considered for funding.
Each proposal submitted will be considered by the Lodging Tax Advisory Committee for
recommendation to the City Council for final decision. The committee shall have the authority to
negotiate concerning the content of any applicant’s proposal.
Successful applicants will be required to enter into a contract with the City to provide reimbursement.
Reimbursement by the City will be due after performance under the contract is complete.
What can a municipality fund with lodging tax revenues?
Tourism marketing,
Marketing and operations of special events and festivals,
Operations of tourism-related facilities owned by non-profit organizations,
Operations and capital expenditures of tourism related facilities owned by municipalities or
public facilities districts.
The Washington State Legislature passed Engrossed Substitute House Bill 1253 during 2013
which amended the Revised Code of Washington 67.28. and changed some reporting
requirements.
Successful applicants will be required to submit an annual report of lodging tax expenditures for
festivals, special events and tourism related facilities owned by local jurisdictions or non-profit
organizations describing the actual number of people traveling for business or pleasure on a trip:
(a) Away from their place of residence or business and staying overnight in paid
accommodations;
(b) To a place fifty miles or more -one way- from their place of residence or business for the day
or staying overnight; or
(c) From another country or state outside of their place of residence or their business.
The municipality receiving these reports (as stated in the updated RCW) must submit and annual report
which includes this information. These reports will be made available to the City Council and the public
(posted on the City’s website), and will be furnished to the State Joint Legislative Audit and Review
Committee and the Local Lodging Tax Advisory Committee, per the new legislation.
PROJECT SPONSOR INFORMATION
Name of the Organization:
Project Title:
Project Funding Year: 2014
Project Dates:
Contact Person (person who wrote or has the most knowledge about this application):
Mailing Address:
City: State: Zip:
Signature:
Phone #:______________________________
E-mail address:
Project Sponsor (person with legal authority to sign a contract with the City):
Address:
City: State: Zip:
Signature: Phone #:
Sponsor is(please check one): Non-Profit Public Agency Other
Federal Tax ID Number _____________________ UBI Number ___________________
Organization is a (Select one) _______ Government Agency
_______ 501 (c) 3
_______ Other ______________________
Estimated number of overnight stays from the event: ________________
Amount Requested: $__________
Match: $__________
Total Project Budget: $__________
These totals must equal the numbers on the project budget page
CITY OF ARLINGTON
Tourism/Economic Development
PROJECT ELIGIBILITY
Following is the update Revised Code of the Washington (RCW) describing these funds.
RCW 67.28.080 – (1) Lodging tax revenues can be used, directly by any municipality or indirectly
through a convention and visitors bureau or destination marketing organization for: (a) tourism
marketing; (b) The marketing and operations of special events and festivals designed to attract tourists;
(c) Supporting the operations and capital expenditures of tourism-related facilities owned or operated by
a municipality or a public facilities district created under chapters 35.57 and 36.100 RCW; or (d)
supporting the operations of tourism-related facilities owned or operated by non-profit organizations
described under 26 U.S.C. Sec. 501 (c) (3) and 26 U.S.C Sec. 501 (c) (6) of the internal revenue code of
1986, as amended.
(2) (a) Except as provided in (b) of this subsection, applicants applying for use of revenues in this
chapter must provide the municipality to which they are applying estimates of how any moneys received
will result in increases in the number of people traveling for business or pleasure on a trip: (i) Away
from their place of residence or business and staying overnight in paid accommodations;
(ii) To a place fifty miles or more one way from their place of residence or business for the day or
staying overnight; or
(iii) From another country or state outside of their place of residence or business.
(b) (i) In a municipality with a population of five thousand or more, applicants applying for use of
revenues in this chapter must submit their applications and estimates described under (a) of the
subsection to the local lodging tax advisory committee.
(ii) The local lodging tax advisory committee must select the candidates from amongst the applicants
applying for use of revenues in this chapter and provide a list of such candidates and recommended
amounts of funding to the municipality for final determination. The municipality may choose only
recipients from the list of candidates and recommended amounts provided by the local lodging tax
advisory committee.
(c) (i) All recipients must submit a report to the municipality describing the actual number of people
traveling for business or pleasure on a trip:
(A) Away from their place of residence or business and staying overnight in paid accommodations;
(B) To a place fifty miles or more one way from their place of residence or business for the day or
staying overnight; or
(C) From another country or state outside of their place of residence or their business. A municipality
receiving a report must: Make such report available to the local legislative body and the public; and
furnish copies of the report to the joint legislative audit and review committee and members of the local
lodging tax advisory committee.
(ii) The joint legislative audit and review committee must on a biennial basis report to the economic
development committees of the legislature on the use of lodging tax revenues by municipalities.
Reporting under this subsection must begin in calendar year 2015.
(d) This section does not apply to the revenues of any lodging tax authorized under this chapter imposed
by a county with a population of one million five hundred thousand or more.
Sec. 2. RCW 67.28.080 and 2007 c 497 s 1 are each reenacted and amended to read as follows: The
definitions in this section apply throughout this chapter unless the context clearly requires otherwise. (1)
"Acquisition" includes, but is not limited to, siting, acquisition, design, construction, refurbishing,
expansion, repair, and improvement, including paying or securing the payment of all or any portion of
general obligation bonds, leases, revenue bonds, or other obligations issued or incurred for such purpose
or purposes under this chapter.
(2) "Municipality" means any county, city or town of the state of Washington.
(3) "Operation" includes, but is not limited to, operation, management, and marketing.
(4) "Person" means the federal government or any agency thereof, the state or any agency, subdivision,
taxing district or municipal corporation thereof other than county, city or town, any private corporation,
partnership, association, or individual.
(5) "Tourism" means economic activity resulting from tourists, which may include sales of overnight
lodging, meals, tours, gifts, or souvenirs.
(6) "Tourism promotion" means activities, operations, and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise distributing information for the
purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism
promotion agencies; and funding the marketing of or the operation of special events and festivals
designed to attract tourists.
(7) "Tourism-related facility" means real or tangible personal property with a usable life of three or more
years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by a
nonprofit organization described under section 501(c)(3) of the federal internal revenue code of 1986, as
amended; or (iii) owned by a nonprofit organization described under section 501(c)(6) of the federal
internal revenue code of 1986, as amended, a business organization, destination marketing organization,
main street organization, lodging association, or chamber of commerce and (b) used to support tourism,
performing arts, or to accommodate tourist activities.
Sec. 3. This act is necessary for the immediate preservation of the public peace, health, or safety, or
support of the state government and its existing public institutions, and takes effect July 1, 2013.
IMPACT ON THE HOTEL – MOTEL FUND
The Hotel – Motel Fund receives revenues entirely from taxes on hotel and motel stays in the City.
One key evaluation criteria is how funding a particular project or event may help to provide ongoing
revenues for the fund.
Please provide a full description of your project or event. Use a separate sheet of paper if needed.
Please indicate how your project will enhance the long-term health and stability of the fund and,
especially, how it might result in overnight stays.
Quantify your projections and indicate how you propose to verify your results.
If your project will not result directly in overnight stays, try to demonstrate how its success may
contribute to future overnight stays. An example might be a one-day festival you sponsor, when
combined with – and jointly marketed with – an event the following day which may appeal to the same
audience, might encourage visitors to spend the night and attend both events. In this example, it would
be important to discuss the timeframe and strategy for future implementation of an appropriate
cooperative marketing campaign to link your one-day festival with the second one. Again, quantify
your projections and explain the methodology by which you developed them. Use a separate sheet of
paper if needed.
PROJECT BUDGET
Please detail the budget for your project. Remember that though the City will pay no personnel costs
(wages, benefits, etc.), such costs are eligible as a portion of your matching portion. The City can pay a
share of such costs as postage, design and layout of printed materials, printing, and communications.
Please specify whether your various match items will be either cash (C) or in-kind (I/K).
Project Name:
Item City Match Cash In-Kind Total
1.
$ $ $
2.
$ $ $
3.
$ $ $
4.
$ $ $
5.
$ $ $
6.
$ $ $
7.
$ $ $
8.
$ $ $
9.
$ $ $
10.
$ $ $
Totals:
$ $ $
These totals must match the Grant Application page.
BUDGET NARRATIVE
In the space below please offer any information which you feel may provide useful background on your
proposed budget such as source and rate at which matching labor costs are calculated, numbers of
promotional pieces to be produced, numbers of media ads to be placed, media outlets to be used, etc.
PROJECT TIME LINE
Please use the chart below to break out your project into its major items, showing when each will be
accomplished.
MONTH
TASK ITEM
JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
Please use the space below to provide any necessary background on elements of your project time line.
APPLICATION PACKAGE
Please submit one copy of your application. Please do not double side your application and please do
not use any other paper size that 8 ½ x 11. Application covers are discouraged.
Faxed applications will not be accepted.
Please provide the following information. These are requirements for an application to be considered
for funding.
ALL APPLICANTS:
Two letters of recommendation; each letter should explain the writer’s relationship to the project
and/or sponsor, the writer’s qualifications for commenting on the project, and the writer’s
opinion of the benefits of the proposed project.
At least one of the letters of endorsement must be from an establishment offering overnight
accommodations in the City of Arlington; failure to abide by this requirement may result in
disqualification of your application even if it meets all other criteria.
NON-PROFITS:
Copy of state certificate of non-profit incorporation and/or Federal 501(c) (3) letter
Copy of Articles of Incorporation
Copy of current mission and goals statement
(If this information was provided with previous grant applications, it is not needed again)
Copies of financial statements for the two most recent years:
This should include beginning cash balances, a listing of annual actual
revenues, a listing of annual actual expenditures, and the resulting ending
fund cash balances. (Beginning cash balance plus revenues minus
expenditures equals the ending cash balance.)
Copy of meeting minutes from the Board of Directors authorizing the submission of this
application for Hotel-Motel Funds.
PUBLIC AGENCIES:
Copy of meeting minutes showing official approval of project and authorization for this
application.
COOPERATIVE PROJECTS:
Description of reasons for and benefits of cooperative approach
List of all co-sponsors by title and type
Description of individual project responsibilities of co-sponsors
Letters from co-sponsors endorsing projects, citing responsibilities and agreeing to participate
Completed applications are due by 5:00 p.m. on October 15, 2013. No applications received after
that time and date will be considered for funding.
Project Evaluation Criteria
The following criteria will be utilized in evaluating and scoring all grant proposals. Generally,
applications receiving the highest scores will be giving priority over lower scores. The Lodging Tax
Advisory Committee reserves the right of final award and funding.
1. Tourism Promotion: Does the project meet the basic State and City requirements for tourism
promotion? Will it promote a positive image for the City? Will it attract visitors, build new
audiences and encourage tourist expansion? Will it increase awareness of the City’s amenities,
history, facilities, and natural environment?
10 points
2. Benefit to the Community: How will this project benefit the people of the City of Arlington?
What are the projected direct and indirect dollar expenditures by visitors? What is the estimated
number of visits and/or overnight stays generated? Who will attend the event? How many
visitors will the event serve?
10 Points
3. Innovation: Is this project unusual or unique? Does it move an existing program in a new
direction? Does it reflect quality in content or programming?
5 Points
4. Community Support: Does the project have broad-based community appeal or support? What
is the evidence of need for this project in the City?
5 Points
5. Evidence of Partnerships: What kind and degree of partnerships does the project exhibit?
Does it exhibit volunteer involvement or inter-jurisdictional, corporate, business and/or civic
support?
10 Points
6. Management Capability: How have you demonstrated an ability to successfully complete the
project through effective business practices in the areas of finance, adminis tration, marketing and
production? What are the administrative credentials of key paid or volunteer staff or
individuals?
5 Points
CITY OF ARLINGTON
Tourism/Economic Development
7. Degree of Match: Is the financial need reflected in a realistic budget? What is the percentage
of matching resources? The degree of match (as demonstrated through other sources of cash,
donations and in-kind contributions of materials, staff and volunteer time) is one measure of a
projects potential success.
5 Points
PLEASE NOTE: If matching funds are in-kinds, then grantees must attach a budget to
their final reports detailing exactly what these in-kind matches consist of. If labor is
considered an in-kind match, then a breakdown showing the number of hours worked by
how many people must be attached. If the match is a cash expenditure, then this
expenditure must be clearly identified in the final report.
A match of 1/3 (one-third) of the total amount of the project must be committed to the
project as part of the application process. This one-third match must be clearly identified
in grant applications and then highlighted in grant reports. The City must be able to
determine and certify that the match was expended in project accomplishment.
8. Previous and Replacement Funding: Do you have a history of successful use of grant
funding? Is there a reliance on annual funding from the same sources? Does the project
anticipate using City funds to replace existing funds? You may apply for and receive grants in
subsequent years; however, continuity of funds is not guaranteed.
5 Points
9. Evaluation: In the scope of work, did you provide a method of evaluating the proposed project
upon completion? All grant recipients must make a concerted effort to determine the
effectiveness of the project for which they receive grant funding. In the final report, grantees are
to assess the number of visitors brought to the Arlington area, how much community support was
shown for the project and how any project partnerships added to the effectiveness of the project.
Therefore, a good project application will contain details as to how the grantee plans to evaluate
project success, i.e. how the grantee intends to measure number of visitor and assess community
support.
10 Points
10. Scale of Project: Is the project of a scale suitable for this funding program? Can the project be
completed by the end of the year?
5 Points
11. Application: Is the application clear, accurate, complete and neat?
10 Points
2014 ANNUAL EVENT OR TOURISM LODGING TAX EXPENDITURE REPORT
The City is required to send an annual report to the State of Washington Joint Legislative Audit
Review Committee on the use of Hotel-Motel Tax funds. We therefore require each recipient to
provide a recap of the following information to the Arlington Finance Department. Report
Deadline: February 28, 2015 This report will also be made available to the public.
1. Organization________________________________________
2. This report covers:
Event name:________________________________________ Date:____________
Tourism Facility:____________________________________ Date:____________
3. Total Lodging Tax funds allocated to this event or facility: $______________
4. Estimated total event attendance or user count for the event or facility _____________
Describe methodology used to determine this figure
5. Estimated percentage of total attendance for event or facility by (list separately) 1) away from
their residence or place of business and staying overnight in paid accommodations; 2) people
who traveled more than 50 miles (one way from their place of residence) for the day or staying
overnight; or 3) people from another country or state outside of their place of residence or
business:
This information can be obtained through sample surveys of the tourists attending your event.
The number of attendees who live outside of Arlington and are
staying overnight in paid accommodations ____________
The number of attendees who traveled more than 50 miles
for the day or staying overnight; ____________
Those from another country or state outside of their place of
residence or their business ____________
Describe methodology used to determine these figures
6. Estimated total room nights generated __________.
Describe methodology used to determine this figure
7. Any other information that demonstrates the impacts of the festival, event or tourist-related
facility owned by a non-profit organization or local jurisdiction (please describe):
You may use a separate sheet of paper to describe.
You are welcome to send this report immediately after your event!
1
(27-415 SJP/pb)
CONTRACTOR:
ADDRESS:
PROJECT: 2014 Event
AMOUNT: $
FUND SOURCE: City of Arlington Hotel Motel Tax
TERMINATION: December 31, 2014
CONTRACT FOR HOTEL/MOTEL FUND PROJECTS
THIS AGREEMENT between the City of Arlington (“City”) and _____________
(“Contractor”); WITNESSETH, that the parties agree as follows:
1. Scope of Services to be Performed by Contractor. As defined in Attachment A appended
hereto.
2. Time of Performance. The Contractor is to complete the work required by this Contract
no later than December 31, 2014.
3. Compensation. The City will pay the Contractor for services as set forth in Attachment
A, appended hereto. On completion of the work, the Contractor will submit properly executed
invoices indicating hours expended and/or work performed as appropriate and consistent with the
schedule of work outlined in Attachment A, “Scope of Work”. Total charges on this project shall
not exceed the amount listed above.
4. Credit. Any publications or advertising produced as a result of this project will
prominently feature the following credit: MADE POSSIBLE IN PART BY ASSISTANCE
FROM THE CITY OF ARLINGTON HOTEL-MOTEL TAX FUND.
5. Copyrights. Where activities supported by this contract produce original books, articles,
manuals, films, computer programs or other materials, the Contractor may copyright such
materials upon obtaining the prior written approval of the City: PROVIDED that the City
receives a royalty-free, non-exclusive and irrevocable license to reproduce, publish or use such
material. Where such license is exercised, appropriate acknowledgment of Contractor's
contribution will be made.
6. Changes. This Contract may be modified as to terms of performance, terms relating to
compensation, or other matters upon mutual agreement of the parties, and shall become effective
only upon written amendment to this Contract, such amendment to be executed by both parties.
2
(27-415 SJP/pb)
7. City Review/Approval. Upon submittal of any report or other information required by the
scope of the work, the City may, following review by the City, accept such work or reject it, or
request such modification or additions as it deems appropriate. Payment for such work will not
be made until the work is accepted by the City.
8. Access to Books/Records. The City may, at reasonable times, inspect the books and
records of the Contractor relating to the performance of this Contract.
9. Hold Harmless. The Contractor shall protect, save harmless, indemnify and defend, at its
own expense, the City, its elected and appointed officials, officers, employees and agents, from
any loss or claim for damages of any nature whatsoever, arising out of the performance of this
Contract, including claims by Contractor's employees or third parties, except for those damages
solely caused by the negligence or willful misconduct of the City, its elected and appointed
officials, officers, employees or agents.
10. Legal Requirements. The Contractor shall comply with all applicable federal, state and
local laws in performing this Contract.
11. Termination.
a. If the Contractor breaches any of its obligations hereunder, and fails to cure the same
within ten (10) days of written notice to do so by the City, the City may terminate this Contract,
in which case the City shall pay the Contractor only for the costs of services accepted by the City
prior to the City's notice of termination, in accord with the schedule referenced in section 3.
b. The City may terminate this Contract upon thirty (30) days written notice to the
Contractor for any reason other than stated in subsection (a) of this section, in which case the
City shall pay the Contractor for all costs incurred by the Contractor in performing the Contract
in accord with the schedule referenced in section 3.
c. Termination shall not affect the rights of the City under section 4, 5, 7, 8 and 9 hereunder.
12. Exercise of Rights or Remedies. Failure of either party to exercise any rights or remedies
under this Contract shall not be a waiver of any obligation by either party and shall not prevent
either party from pursuing that right at any future time.
13. Records. Contractor must maintain adequate records to support billings. Said records
shall be maintained for a period of five (5) years after completion of this Contract by the
Contractor. The City or any of its duly authorized representatives shall have access to any books,
documents or papers and records of the Contractor which are directly related to this Contract for
the purposes of audit examinations, excerpts or transcripts. Expenditures under this Contract
which are determined by audit to be ineligible for reimbursement and for which payment has
been made to the Contractor shall be refunded to the City by the Contractor.
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14. Independent Contractor. Contractor agrees that Contractor will perform the services
under this agreement as an independent contractor and not as an agent, employee or servant of
the City. The parties agree that the Contractor is not entitled to any benefits or rights enjoyed by
employees of the City. Contractor specifically has the right to direct and control Contractor's
own activities in providing the agreed services in accordance with the specifications set out in
this agreement.
15. Consent to Delegate. The Contractor shall not subcontract, assign or delegate any of the
rights, duties or obligations covered by this agreement without the prior express written consent
of the City.
16. Entire Agreement. This document constitutes the entire agreement between the parties.
CONTRACTOR:
_____________________________________ Date: _________________________
CITY OF ARLINGTON
_____________________________________ Date: _________________________
James W. Chase, Finance Director
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ATTACHMENT A
______________________________
PROJECT SCOPE OF WORK AND BUDGET
CONTRACTOR: _________________________
PROJECT: Event
SCOPE OF WORK
1. The ______________ (“Contractor”) will receive from City of Arlington (“City”) the
amount of $0. Funds will reimburse the Contractor for eligible expenses incurred in executing
the project more fully described in Attachment B appended hereto. Funds will reimburse the
Contractor for eligible expenses incurred in executing the project more fully described in
Attachment B appended hereto.
2. The period of this Contract shall run through December 31, 2014.
3. The Contractor will ensure that a substantial amount of any promotional materials
underwritten in whole or in part by City funds will be directed at recipients outside of City of
Arlington to ensure that out-of-city visitors are attracted. This will be accomplished by mailing
materials out of the city and/or by placing appropriate materials with the Snohomish County
Tourism Bureau. Any electronic advertising funded by this contract will be substantially directed
at audiences outside of the City of Arlington.
4. For the purposes of this project, expenses eligible for reimbursement are defined as those
listed in the “CITY” column of the attached Project Budget Sheet, that was included in the
original grant application. Invoices to the City from the Contractor will include itemized receipts
for all eligible expenditures for which the Contractor seeks reimbursement. In addition, if City
funds underwrite in whole or in part any printed materials, print advertising or broadcast medium
advertising, the Contractor will submit with the Contractor's reimbursement request for
associated costs incurred: one (1) copies of printed materials; one copy of each print
advertisement as printed; and one copy of the text of each broadcast medium advertisement.
Contractor will also provide substantiation of the In-Kind matching funds as indicated on the
Project Budget Sheet. City funds will not be used to reimburse any expenses incurred by the
Contractor which provide direct promotional benefit to a specific private business entity. In
order to ensure timely closeout of this project, the Contractor will submit final invoicing to
the City for this project no later than January 16, 2015.
By February 27, 2015, the Contractor will submit the Annual Event Expenditure Report
(form included in the application) summarizing the project activity and summarizing how
grant funds have enhanced cultural tourism in the City of Arlington.
City of Arlington
Council Agenda Bill
Item:
NB #4
Attachment
F
COUNCIL MEETING DATE:
January 21, 2014
SUBJECT:
Arlington Chamber of Commerce Memorandum of Understanding
ATTACHMENTS:
Memorandum of Understanding
DEPARTMENT OF ORIGIN
Community & Economic Development
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
The City of Arlington proposes a lease to the Chamber of Commerce approximately 280 square
feet of office space to accommodate the Chamber offices and support the “VIC” Visitors
Information Center located at Legion Park, 104 N. Olympic Avenue.
HISTORY:
The City of Arlington constructed new restrooms in 2011 for Legion Park. The facility includes
space to accommodate a Visitors Information Center/Kiosk and is located in close proximity to
the Centennial Trail, with event and visitors parking.
The Chamber operates the Visitors Information Center for Arlington area and is currently
located in a temporary facility near Walmart.
ALTERNATIVES
RECOMMENDED MOTION:
I move to authorize the mayor to sign the Memorandum of Understanding between the City of
Arlington and the Chamber of Commerce and authorize the City Attorney to prepare and the
Mayor to sign a formal lease agreement consistent with the Memorandum of Understanding.
Memorandum of Understanding
Between
The Arlington - Smokey Point Chamber of Commerce
And
City of Arlington, Washington
The parties hereto are the Arlington - Smokey Point Chamber of Commerce, a nonprofit
corporation of the State of Washington (hereinafter referred to as “Chamber”) and the City of
Arlington, Washington (hereinafter referred to as “City”) hereby enter into the following
Memorandum of Understanding:
Background
The City of Arlington constructed new restrooms in 2011 for Legion Park. The facility includes
space to accommodate a Visitors Information Center/ Kiosk and is located in close proximity to
the Centennial Trail, with event and visitors parking.
The Chamber operates the Visitors Information Center for Arlington area and is currently located
in a temporary facility.
Mutual Covenants
The City will lease to the Chamber approximately 280 square feet of office space to
accommodate Chamber offices and support the “VIC” Visitors Information Center in
consideration of the following conditions which will be embodied in a formal lease agreement:
1. The lease term shall commence on February 1, 2014, and remain in effect for thirty six
consecutive months, automatically renewing until terminated by one of the parties with
one year notice or when agreed by both parties.
2. Rent is due annually in the sum of $7965.00. Payment of $4965.00 is due February 24,
2014, and each consecutive February 24th until the agreement is terminated. Chamber
will provide $3,000 of the annual rent as in kind service of paid or volunteer labor
operating the VIC. Volunteer labor will be valued using the IRS Volunteer labor rate.
3. Utilities included in the annual rent are limited to city water, sewer service, and power
from Snohomish County Public Utilities District 1.
4. Chamber shall not sublet or make assignment of this agreement to any third party.
5. Chamber will provide insurance naming the City as additionally insured covering any
liabilities occurring from Chamber business.
6. Chamber agrees to maintain the office and kiosk in clean sanitary condition. City agrees
to maintain the exterior of premise and public restrooms.
7. Chamber agrees to operate office hours as a VIC open to the public for a minimum of 32
hours per week.
8. Chamber agrees to maintain the publications available to the public in the Kiosk.
9. Chamber will unlock the Kiosk and public restrooms daily by 9:00 AM. The City agrees
to secure the kiosk and public restrooms daily at dusk.
10. The office area is leased unfurnished. Chamber is responsible for any furnishing and
shall not make any alterations to the facility without written consent.
DATED___________________________, 2014.
_________________________________ _______________________________
Kristen Granroth, President Barbara Tolbert, Mayor
Arlington- Smokey Point Chamber CITY OF ARLINGTON