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HomeMy WebLinkAbout03-03-2014 DRAFT Page 1 of 2 Council Chambers 110 East Third February 18, 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: Allen Johnson, Kristin Banfield, Paul Ellis, Dale Carman, Deana Dean, and Steve Peiffle – City Attorney Also Known to be Present: Mike Hopson, Linda Raezer, and Kirk Boxleitner Pro Tem Mayor Chris Raezer called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. APPROVAL OF THE AGENDA Marilyn Oertle moved to approve the Agenda. Debora Nelson seconded the motion which passed with a unanimous vote. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS PUBLIC COMMENT There was no one in the audience who wished to speak to matters not on the Agenda. CONSENT AGENDA Marilyn Oertle moved and Debora Nelson seconded the motion to approve the Consent Agenda which was unanimously carried to approve the following Consent Agenda items: 1. Minutes of the February 3 and 10, 2014 Council meetings 2. Accounts Payable: EFT Payments and Claims Checks #81173 through #81278 in the amount of $737,408.86 NEW BUSINESS Public Art Acceptance – Metal Tree Sculpture Assistant City Administrator Kristin Banfield reviewed the proposed metal tree sculpture art donation from the Arlington Arts Council. Brief discussion followed with councilmembers and staff commenting and asking question. Questions were answered by Councilmember Oertle. Councilmember Marilyn Oertle moved and Debora Nelson seconded the motion to accept the donation of the Tree Sculpture from the Arlington Arts Council as part of Arlington’s Public Art Inventory. The motion was passed with a unanimous vote. Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting February 18, 2014 Page 2 of 2 Authorization to offer a Purchase and Sale Agreement on the Opal Property Airport Supervisor Dale Carman spoke to the proposed purchase of the Opal property which is located adjacent to the airport at the north end off of Cemetary Road and was approved by the Airport Commission at their last meeting in February. Brief discussion with questions and comments by Councilmembers Nelson and Raezer. Questions answered by Counsel Peiffle and Dale Carman. Councilmember Jan Schuette moved and Debora Nelson seconded the motion to authorize a purchase and sale agreement on the Opal property as prepared by the City Attorney and authorize the Mayor to sign the same. The motion was passed with a unanimous vote. Interlocal with the City of Tucson, Arizona on a purchasing contract for a Toro mower Kristin Banfield spoke to the proposed interlocal agreement with the City of Tucson for the purchase contract of a Toro wide area mower. Questions and comments followed. Councilmember Jan Schuette moved and Marilyn Oertle seconded the motion to approve the interlocal agreement with the City of Tucson to piggy back on a purchasing contract for a Toro mower. The motion was passed with a unanimous vote. Resolution to authorize the surplus and trade in of Toro mower Kristin Banfield spoke to the proposed resolution authorizing the surplus and trade-in of the City’s current wide area Toro mower. Councilmember Jan Schuette moved and Dick Butner seconded the motion to approve the resolution to surplus and trade in the Toro mower. The motion was passed with a unanimous vote. Westside UGA Expansion Community and Economic Development Director Paul Ellis spoke regarding the need for an Environmental Impact Study for the city’s urban growth area and answered council questions throughout. Councilmember Marilyn Oertle moved and Debora Nelson seconded the motion to authorize the mayor to approve the UGA expansion environmental study and enter into an agreement with Snohomish County to reimburse the cost of said stud y in the amount of $57,065.37 subject to final review by the City Attorney. The motion was passed with a unanimous vote. ADMINISTRATOR & STAFF REPORTS City Administrator Allen Johnson indicated the second portion of the police department Matrix study is complete. COUNCIL MEMBER REPORTS and MAYOR’S REPORT Dick Butner, Jan Schuette, Chris Raezer, Debora Nelson, Jesica Stickles, and Randy Tendering gave brief reports, while Marilyn Oertle had nothing to report at this time. EXECUTIVE SESSION City Attorney announced that there would not be an Executive Session this evening. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:48 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East Third Street February 24, 2014 Councilmembers Present: Dick Butner, Randy Tendering, Debora Nelson, Marilyn Oertle, Chris Raezer, Jan Schuette, and Jesica Stickles Staff Present: Allen Johnson, Kristin Banfield, Jim Chase, Paul Ellis, Bruce Stedman, Monica Schlagel, Maxine Jenft, Deana Dean, Roxanne Guenzler, and City Attorney Steve Peiffle. Council Members Absent: Also Known to be Present: Cindy Huleatt, Bryce Duskin and Linda Brynes Mayor Tolbert called the meeting to order at 7:00 p.m. Chris Raezer moved to approve the agenda; Marilyn Oertle seconded the motion, which passed with a unanimous vote. WORKSHOP ITEMS ~ NO ACTION WAS TAKEN Haller Park Project Community and Economic Development Director Paul Ellis reviewed the proposed renovation of Haller Park. The renovation includes new playground equipment, additional picnic tables, stage area and new restrooms. Cindy Huleatt, Bryce Duskin and Linda Byrnes from The Rotary Club of Arlington spoke to the funding and installation of the new playground equipment. Mr. Ellis and Rotary Club members answered questions throughout the presentation. 2013 Year End Financial Report Finance Director Jim Chase presented the 2013 Year End Financial Report via PowerPoint. Jim answered council questions throughout the discussion. January 2014 Financial Report Jim Chase reviewed the Financial Report from January 2014 with Council. Jim answered council questions throughout the discussion. Short Term Interfund Loan for EMS Finance Director Jim Chase spoke to the need to implement a Short-Term Interfund Loan to the EMS fund. The loan will be repaid with interest when the first half property taxes are received in April. Discussion followed with Jim answering council questions. 2013 Goals Report Assistant City Administrator Kristin Banfield provided Council with a summary of the actions taken to implement the City goals adopted in November 2012. Discussion followed with Kristin answering council questions. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop DRAFT February 24, 2014 Page 2 of 2 2013 Grants Report Kristin Banfield provided Council an update on efforts to secure grants and loans for capital projects for the period August-December 2013. Discussion followed with Kristin answering council questions. Miscellaneous Council Items Councilmember Oertle voiced traffic concerns regarding the short section of road on 204th in front of Haggen’s. Paul Ellis spoke to the proposed road improvements. Paul Ellis and Kristin Banfield spoke to the upcoming Short Course on Planning scheduled for May 14, 2014 and hosted by Arlington. Public Comment None Executive Session Council went into Executive Session at 8:12 p.m. for approximately thirty minutes to discuss pending or potential litigation per RCW 42.30.110(1)(i). Council reconvened at 8:43 p.m. The meeting was adjourned at 8:44 p.m. ____________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: NB #1 Attachment B COUNCIL MEETING DATE: March 3, 2014 SUBJECT: Short Term Interfund Loan for EMS ATTACHMENTS: None DEPARTMENT OF ORIGIN Finance Department, Jim Chase, Finance Director EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: The Emergency Medical Services Fund needed a short-term interfund loan in the amount of $22,256 at the end of January to prevent the fund from having a negative cash balance. In accordance with Ord. 2012-005, the Finance Director is authorized to make such loans. It is anticipated that loans will also be necessary at the end of February and the end of March. A loan resolution will be prepared in April documenting all the loans and the repayment thereof. Those loans will be repaid when the first half property taxes are received in April. HISTORY: Previous to the Interfund Loan Program, various funds of the City were allowed to have a negative cash balance at the end of a month. With the Loan Program, funds that provide the loans are paid interest by the borrowing funds. The interest rate is tied to the monthly Local Government Investment Pool rate managed by the State Treasurer’s Office. ALTERNATIVES Do nothing and allow fund to go into the red, thereby taking advantage of other funds by “using” pooled funds and not paying interest. This could be in violation of RCW 43.09.210 which essentially states that no fund should unfairly benefit from another. RECOMMENDED MOTION: I move to authorize the Finance Director to make a short term interfund loan to the EMS Fund from the Growth Fund in the amount of $22,256 and direct him to bring forth a resolution to the City Council when the loan can be repaid. City of Arlington Council Agenda Bill Item: NB #2 Attachment C COUNCIL MEETING DATE: March 3, 2014 SUBJECT: Interlocal Agreement between the City of Arlington and Snohomish County concerning provisions of fire investigation services. ATTACHMENTS: Agreement DEPARTMENT OF ORIGIN Fire EXPENDITURES REQUESTED: BUDGET CATEGORY: LEGAL REVIEW: DESCRIPTION: The agreement outlines the scope of services for fire investigations that the county will provide. It includes mutual aid fire investigation assistance and compensation rates for the next 5 years. Duration, upon execution by the parties – termination, December 31, 2019 unless parties renew or amend. HISTORY: This is a renewal agreement and had been in place since 2009. The county provides a fire investigator 24/7. ALTERNATIVES 1. The city could use the City of Everett Fire Marshal at a cost to be decided. And it is unknown how long they would agree to offer this service. 2. The city would need to hire a fire investigator or train a staff member; currently both options would be cost prohibitive. RECOMMENDED MOTION: I move to approve the Interlocal Agreement with Snohomish County for Fire Investigation Services and authorize the Mayor to sign it. City of Arlington Council Agenda Bill Item: NB #3 Attachment D COUNCIL MEETING DATE: March 3, 2014 SUBJECT: Enhanced Service Level (ESL) Agreement/ Mobile Data Terminal (MDT) - SNOPAC - Managed Laptop Program (MLP) - ATTACHMENTS: Agreement & Exhibit A DEPARTMENT OF ORIGIN Fire/EMS EXPENDITURES REQUESTED: BUDGET CATEGORY: LEGAL REVIEW: DESCRIPTION: The Managed Laptop Program is a five year program and agreement allows SNOPAC to provide laptop computers and related equipment to the fire department, to be used on the first line apparatus and chief officer vehicles. Exhibit A - details out the cost per vehicle at $91.71 /month. This agreement also allows for repair and replacement for the first 3 years – during years 4 & 5 there shall be no labor cost. The MDT allows line staff or chief officers to view units in route, units on scene, pre fire information and other vital safety information. The grant funds from the Stillaguamish Tribe will cover installation and the first four years of the contract. HISTORY: In the past AFD has not used any MDT’s due to the cost for purchasing the laptops ($40,000). SNOPAC began the Managed Laptop Program 2 years ago with smaller member agencies in the county. AFD applied for this SNOPAC program and was awarded 8 laptops. ALTERNATIVES 1. Do not have any MDT’s 2. 2. To purchase MDT Laptops for AFD 8 apparatus at an approximate cost of $45,000.00 and a limited 1 year warranty. RECOMMENDED MOTION: I move to approve the Interlocal Agreement with SNOPAC for the Managed Laptop Program and authorize the Mayor to sign it. 1 BNC\00896\9001\00664133.V1 ENHANCED SERVICE LEVEL AGREEMENT THIS ENHANCED SERVICE LEVEL AGREEMENT (this “ESL Agreement”) is entered effective the March 03, 2014 (the “Effective Date”) by and between the SNOHOMISH COUNTY POLICE STAFF AND AUXILIARY SERVICES CENTER, an interlocal association under the laws of the State of Washington (“SNOPAC”) and ARLINGTON FIRE DEPARTMENT a SNOPAC member agency (“Member Agency”). RECITALS A. Member Agency has sought guidance from SNOPAC with respect to Member Agency’s public safety mobile system technical needs. B. Pursuant to the request of Member Agency and at the direction of SNOPAC’s Board of Directors, SNOPAC has developed a Managed Laptop Program to offer standard public safety grade computer systems and support to participating member agencies. C. Under the Managed Laptop Program, the standard equipment is supported by SNOPAC staff for all SNOPAC provided or supported public safety software and systems. D. Pursuant to the terms and conditions of this ESL Agreement, Member Agency agrees to enter into SNOPAC’s Managed Laptop Program. AGREEMENT FOR GOOD AND VALUABLE CONSIDERATION, the receipt and sufficiency of which are hereby acknowledged, SNOPAC and Member Agency agree as follows: 1. Purpose. The purpose of this ESL Agreement is to establish the terms and conditions for Member Agency’s participation in SNOPAC’s Managed Laptop Program, including the obligations and responsibilities of SNOPAC and Member Agency. 2. SNOPAC Responsibilities. During the term of this ESL Agreement, SNOPAC shall be responsible for the following: a. SNOPAC shall provide Member Agency with laptop computers and related equipment (battery, power cord, etc.), meeting the specifications set forth in Exhibit “A” attached hereto. b. SNOPAC shall provide Member Agency with a commercial wireless device (“Air Card”) compatible with the laptop computer. c. SNOPAC shall pay the Air Card monthly costs and the costs attributable to the standard basic software for the laptop computer. 2 BNC\00896\9001\00664133.V1 d. SNOPAC shall provide Member Agency with standard systems software (MS Windows, security software, MS Server and CALs), along with select public safety software licenses (New World, RadioIP, etc.). e. SNOPAC shall provide GPS/AVL device and equipment compatible with the laptop computer. f. SNOPAC shall provide for setup, configuration and testing of the laptop computer and any provided ancillary devices thereto. g. SNOPAC shall provide for ongoing support of the SNOPAC-provided software and hardware. SNOPAC shall provide repair and replacement services consistent with vendor warranty. During the first three (3) years of the five (5) year Agreement, SNOPAC’s labor costs shall be at no charge; during years four (4) and five (5), SNOPAC will be charging its labor at its, then, prevailing rate. The support services provided by SNOPAC shall be delivered when technical staff is available during normal SNOPAC administrative business hours. h. SNOPAC shall provide at least one (1) shared “rapid replacement device” (to be shared between other managed laptop program agencies on a first-come-first-serve basis. 3. Member Agency Responsibilities. During the term of this ESL Agreement, Member Agency shall be responsible for the following: a. Member Agency shall be responsible for providing any other software in addition to the standard system software provided by SNOPAC provided, however, other software must be preapproved by SNOPAC. Other software currently includes: Streets/maps, ESO & SECTOR. Member Agency’s responsibility with respect to other software includes purchase, installation and support of non-SNOPAC supported software. b. Member Agency shall be responsible for the safe use, proper and secure installation/mounting of the laptop and SNOPAC provided equipment to assure there is no safety hazard or other risk created by the improper mounting or use. Member Agency shall ensure all equipment installation is completed to SNOPAC’s specifications. Member Agency shall also be responsible for the proper handling and general care of the laptop computer and any ancillary equipment. If the laptop computer or any ancillary equipment is damaged due to Member Agency’s fault or neglect, any costs beyond warranty coverage, shall be paid by Member Agency. c. Member Agency shall be responsible for the transport of the laptop computer and/or other devices needing support to and from the SNOPAC facilities typically during normal business hours. d. Member Agency shall pay the monthly fee of $721.92 (8 units at $90.24 per unit) to SNOPAC on or before the 15 day of each month for the sixty (60) months of this Agreement. This fee may vary slightly based on final purchase costs. 3 BNC\00896\9001\00664133.V1 e. Beginning in the thirty-seventh (37th) month of this ESL Agreement and continuing through the sixtieth (60th) month of this ESL Agreement, Member Agency shall be responsible to pay SNOPAC for any labor costs for repair and replacement services provided pursuant to this Agreement. The labor costs charged shall be reasonably determined by SNOPAC considering appropriate factors including, without limitation, the previous history of Member Agency and other participants in the Managed Laptop Program. The labor costs may be charged monthly based on an anticipated average cost or charged based on actual use in SNOPAC’s discretion. f. Member Agency shall pay any costs related to the laptop computers, related hardware or software except those costs expressly assumed by SNOPAC. 4. Release. Member Agency acknowledges and understands that SNOPAC is simply acting as a facilitator by obtaining the laptop computer(s) that the parties have agreed upon and arranging for terms under which Member Agency may have the use of the laptop computer(s), software and support services but that SNOPAC is providing its facilitation role without specific warranties on its part as to the hardware, software and/or support services provided to Member Agency pursuant to this ESL Agreement. Thus, Member Agency agrees to release and forever discharge SNOPAC from any and all liability whatsoever that might arise from SNOPAC’s duties and responsibilities under this ESL Agreement. 5. Term. The term of this ESL Agreement shall be sixty (60) months from the Effective Date which date for termination shall be the “Scheduled Termination Date. In the event that Member Agency shall seek to terminate this ESL Agreement prior to the Scheduled Termination Date, Member Agency must negotiate early termination terms and conditions acceptable to SNOPAC. MEMBER AGENCY: By: Title: Date: , 2014 SNOPAC: By: Title: Board Chairman Date: , 2014