Loading...
HomeMy WebLinkAbout03-09-2015 Council Workshop SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 1-800-833-8388 (TDD only) prior to the meeting date if special accommodations are required. CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert - Deana APPROVAL OF THE AGENDA Mayor Pro Tem Chris Raezer WORKSHOP ITEMS ~ NO FINAL ACTION WILL BE TAKEN 1. Electronic Timekeeping System ATTACHMENT A Staff Presentation: Paul Ellis Council Liaison: Chris Raezer 2. Reid Middleton Engineering Design Contract for ATTACHMENT B Arlington Valley Road Staff Presentation: Eric Scott Council Liaison: Debora Nelson 3. Authority to Bid Haller Park Parking Lot ATTACHMENT C Staff Presentation: Jim Kelly Council Liaison: Dick Butner 4. Frontier America’s Best Communities Grant ATTACHMENT D Staff Presentation: Paul Ellis Council Liaison: Chris Raezer 5. Street Closure Request for Sadie Lane Spring Fling ATTACHMENT E Staff Presentation: Kristin Banfield Council Liaison: Marilyn Oertle 6. Miscellaneous Council Items EXECUTIVE SESSION RECONVENE Arlington City Council Workshop Monday, March 9, 2015 – 7:00p.m. SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 1-800-833-8388 (TDD only) prior to the meeting date if special accommodations are required. PUBLIC COMMENT For members of the public to speak to the Council regarding matters on the Council Workshop agenda. Please limit your remarks to three minutes. ADJOURNMENT Mayor Barb Tolbert To open all attachments, click here City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: March 9, 2015 SUBJECT: Electronic Timekeeping System Review ATTACHMENTS: NOVAtime 4000 Software proposal to City of Arlington DEPARTMENT OF ORIGIN Finance EXPENDITURES REQUESTED: None at this time; review only BUDGET CATEGORY: Finance LEGAL REVIEW: DESCRIPTION: NOVAtime is one of the software services that the City has contacted regarding electronic timekeeping. NOVAtime has presented demonstrations to City staff and have submitted a written proposal. HISTORY: The City has been in the process of exploring the need for software for electronic timekeeping that will reduce the extensive staff hours spent preparing payroll. ALTERNATIVES NONE RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: March 9, 2015 Council Workshop SUBJECT: Reid Middleton Engineering Design Contract - Arlington Valley Road ATTACHMENTS: Reid Middleton Contract DEPARTMENT OF ORIGIN Public Works – Eric Scott EXPENDITURES REQUESTED: $176,229.61 BUDGET CATEGORY: $50,000 CERB Planning Grant $100,000 Stilly Valley Economic Recovery $26,229.61 Transportation Improvement Fund LEGAL REVIEW: DESCRIPTION: Professional Services contract to Reid Middleton for engineering and design services for the Arlington Valley Road Project. HISTORY: Arlington Valley Road is a proposed ¾ mile road that will connect 67th Ave to 74th Ave; this road was originally planned over ten years ago and included in the transportation element of the City’s 2005 General Comprehensive Plan. Construction of this road will provide access to currently undeveloped industrial and manufacturing land which has direct economic benefit to local companies such as Microgreen, AMT Senior, and NW Hardwoods redevelopment. The City selected Reid Middleton through a consultant screening process and negotiated the scope of services needed for the design phase of the AVR project. It is anticipated that the design phase will be completed by the end of 2015. Construction is anticipated to begin in 2017, pending funding availability. This scope of work is for traffic analysis and design only, it does not include any provisions for landscape design, noise analysis, nor right of way acquisition services. As design progresses these services may be required. City of Arlington Council Agenda Bill Item: WS #2 Attachment B ALTERNATIVES 1. Move to authorize the Mayor to sign the contract. 2. Table the issue for further discussion. RECOMMENDED MOTION: No action at this time – workshop only. At the next Council Meeting, Staff will propose the following motion, “I move to approve the Reid Middleton Contract and authorize the Mayor to sign the contract, pending review by the City Attorney.” City of Arlington Council Agenda Bill Item: WS#3 Attachment C COUNCIL MEETING DATE: March 9, 2015 Council Workshop SUBJECT: Haller Park Parking Lot Authority to Bid ATTACHMENTS: Haller Park Parking Lot Plan and Haller Well Protection Storm Drain Plan DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: None BUDGET CATEGORY: LEGAL REVIEW: DESCRIPTION: Staff has completed the bid package for construction of a 38 stall parking lot at Haller Park, adjacent to the Public Works Administration Building and is requesting authorization to advertise the project for bid. This bid package also includes proposed improvements for a storm drain system in Cox Ave for well head water quality protection for the Haller well field. HISTORY: The Water Department purchased the former Bystrom property and house in 2012 in order to plan for future expansion of the utility plant. The house has been removed and the lot is ready to be cleared and turned into a 38-space parking lot until expansion on the utility plant is needed. The parking will serve Centennial Trail parking, Haller Park, Stillaguamish Community Room, and general public use. The parking lot will include an electric vehicle charging station, handicap parking (2), trees for shade, and picnic shelters (2). The construction estimate for the parking lot is $170,000. Given the construction location, an additional capital improvement project was added to this project - drainage improvements to protect the Haller Well Field (SD-CIP#7). Stormwater flows down West Avenue and infiltrates at the Haller Well Field, this was identified as a sanitary well- head protection concern. This project will add a new storm drain system to Cox Ave that will collect and convey runoff from the West Ave drainage ditch to the stormwater wetland. These improvements are included with the parking lot package to achieve an economy of scale for construction and thus reduce the overall costs to the City. The construction estimate for the water quality improvements are $55,000. The project was budgeted in the 2015 Water Capital Budget and City Water Comprehensive Plan. Staff are requesting authorization to bid for construction of the parking lot. City of Arlington Council Agenda Bill Item: WS#3 Attachment C ALTERNATIVES 1. Move to authorize Staff to bid the project 2. Table the issue for further discussion. RECOMMENDED MOTION: No action at this time – workshop only. At the next Council Meeting, Staff will propose the following motion, “I move to authorize Staff to bid the Haller Park Parking Lot.” City of Arlington Council Agenda Bill Item: WS #4 Attachment D COUNCIL MEETING DATE: March 9, 2015 SUBJECT: Frontier America's Best Communities Grant ATTACHMENTS: America’s Best Communities Information Sheet and Frontier-DISH Timeline DEPARTMENT OF ORIGIN Administration EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Arlington and Darrington are both entering Frontier America’s Best Communities award. The towns that achieve tangible economic impact will vie for cash prizes of up to $3 million. HISTORY: A team from Washington State University is writing a grant proposal on behalf of Arlington and Darrington for Frontier America’s Best Communities award. The Snohomish County Economic Alliance will submit the grant and act as the fiscal agent. All applications must be received by March 25, 2015. Grand prize winners will be announced April 26, 2017. ALTERNATIVES None RECOMMENDED MOTION: Workshop; discussion only. America’s Best Communities Way to Go! Do you represent a non-profit organization within Frontier Communications’ services area? Are you working with individuals and organizations to make your hometown better for the long haul, and for everyone who lives there? Then you’ve come to the right place! Sign up now to begin your community’s application process. We can’t wait to see how you’re America’s Best. To learn more about eligibility and criteria for the America’s Best Communities Prize, go to http://americasbestcommunities.com/about/. We are excited for your participation in the America’s Best Communities Prize. Please note that your application cannot be edited or changed once it is submitted. Be sure to submit your application before the deadline on March 25, 2015. Eligible lead applicants are individuals who •represent a registered non-profit organization with a valid tax ID number; and •represent a city or town within the Frontier Communications Service Area. Please review the eligibility criteria for more details about requirements to create an Applicant Team and complete an application. Show us what you’ve got, America! Frontier-DISH America’s Best Communities Two-year Grant Program Timeline 3/25/2015 Application Due 4/29/2015 Quarter Finalists Announced Award  $35,000 Deliverables  Present a 7-month budget outlining the use of cash award and community matching funds  Obtain $15,000 of community matching funds  Complete a Community Revitalization Plan focused on economic development  Create a budget proposal of $100,000 for an 11-month implementation of a Community Revitalization Plan 12/ /2015 Estimated due date for Community Revitalization Plan 1/13/2016 Semi-Finalists Announced Award  No cash award Deliverables  Attend and provide a public 15-minute presentation of the Community Revitalization Plan to a panel of judges at America’s Best Communities Summit. Airfare and accommodations provided for up to three team members 4/15/2016 Finalists Announced Award  $100,000 to implement tactics in the Community Revitalization Plan Community over an 11 month period. Deliverables  Implement tactics in the Community Revitalization Plan over an 11 month period  Submit 3 quarterly updates indicating progress on their plan, including metrics and expenditures  Submit a final report capturing progress made during the 11-month time frame 3/ /2017 Estimated due date for Final Report 4/26/17 Grand Prize Winners Announced Award  First Place: $3 million, Second Place: $2 million, Third Place: $1 million  An original outdoor mural depicting the vibrancy and resiliency of their community painted by a locally identified artist Deliverables  Commit to 12 additional months of storytelling, including press events, and other PR opportunities, and to share best practices with other US communities. City of Arlington Council Agenda Bill Item: WS #5 Attachment E COUNCIL MEETING DATE: March 9, 2015 SUBJECT: Street Closures request for Sadie Lane Spring Fling ATTACHMENTS: Special event application DEPARTMENT OF ORIGIN Recreation EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Ronda Howard of Sadie Lane, 301 N Olympic Avenue, is requesting a street closure for 3rd Street from Olympic Avenue east to the alley, for a Spring Fling Anniversary Sale with street vendors. Closure would be from 6:00am to 6:00pm on Saturday, April 11, 2015. HISTORY: Street closure requests are required to go to council for approval. The special event application is now under department review through the special event process. ALTERNATIVES Deny street closure. RECOMMENDED MOTION: No action required at this workshop.