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HomeMy WebLinkAbout03-16-2015 Council Meeting SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 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 INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS PUBLIC COMMENT For members of the public to speak to the Council regarding matters NOT on the agenda. Please limit remarks to three minutes. CONSENT AGENDA Mayor Pro Tem Chris Raezer 1. Minutes of the March 2 and March 9, 2015 Council Meetings ATTACHMENT A 2. Accounts Payable 3. Street Closure Request for Sadie Lane Spring Fling PUBLIC HEARING NEW BUSINESS 1. Electronic Timekeeping System ATTACHMENT B Staff Presentation: Paul Ellis Council Liaison: Chris Raezer 2. Reid Middleton Engineering Design Contract for ATTACHMENT C Arlington Valley Road Staff Presentation: Eric Scott Council Liaison: Debora Nelson Arlington City Council March 16, 2015 – 7:00 p.m. City Council Chambers ~ 110 E. Third 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. 3. Authority to Bid Haller Park Parking Lot ATTACHMENT D Staff Presentation: Jim Kelly Council Liaison: Dick Butner 4. Frontier America’s Best Communities Grant ATTACHMENT E Staff Presentation: Paul Ellis Council Liaison: Chris Raezer DISCUSSION ITEMS INFORMATION ADMINISTRATOR & STAFF REPORTS Mayor Barb Tolbert – Paul MAYOR’S REPORT Mayor Barb Tolbert COUNCIL MEMBER REPORTS – OPTIONAL Mayor Barb Tolbert – Randy/Dick EXECUTIVE SESSION Mayor Barb Tolbert – Steve Peiffle Discussion of pending or potential litigation [RCW 42.30.110(1)(i)] RECONVENE ADJOURNMENT To open all attachments, click here DRAFT Page 1 of 2 Council Chambers 110 East Third March 2, 2015 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 Barbara Tolbert, Paul Ellis, Roxanne Guenzler, Jonathan Ventura, Jim Kelly, Chris Young, Marc Hayes, Eric Scott, Wendy Van Der Meersche, and Steve Peiffle – City Attorney Also Known to be Present: Jacob Kukua, Mike Hopson, Kirk Boxleitner, and Virgil Roehl. Mayor Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. APPROVAL OF THE AGENDA Mayor Pro Tem Chris Raezer moved to approve the amended Agenda, which included the addition of Union Street Vacation Petition. Marilyn Oertle seconded the motion which passed with a unanimous vote. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS PUBLIC COMMENT Virgil Roehl, Vice President of Finance, Twin City Foods, spoke to the desire to sell Twin City Foods and the small piece of their property that allegedly encroaches on city property. He indicated proposed solutions will be coming to the city for review. CONSENT AGENDA Mayor Pro Tem Chris Raezer moved and Marilyn Oertle seconded the motion to approve the Consent Agenda which was unanimously carried to approve the following Consent Agenda items: 1. Minutes of the February 17 and 23, 2015 meeting 2. Accounts Payable: Claim Checks #83902 through #83995, dated February 18, 2015 through March 2, 2015, in the amount of $351,844.38. Approval of EFT Payments and Payroll Checks #28321 through #28335 for the period February 1, 2015 through February 28, 2015 for $1,127,744.46. NEW BUSINESS CERB Grant Agreement City Engineer Eric Scott spoke to the Authorization to enter into CERB Grant Agreement ($50,000 Arlington Valley Road Design). Discussion followed. Minutes of the Arlington Cit Council Meetin Minutes of the City of Arlington City Council Meeting DRAFT March 2, 2015 Page 2 of 2 Debora Nelson moved and Jesica Stickles seconded the motion to approve the proposed CERB Grant Agreement, and authorized the Mayor to sign the initial offer of financial aid. The motion was passed with a unanimous vote. FEMA Grant Application Public Works Director Jim Kelly spoke to the Resolution authorizing Applicant Agent for FEMA Grant Application (Prairie Creek Phase 2). Discussion followed. Marilyn Oertle moved and Chris Raezer seconded the motion to approve the Resolution Authorizing Applicant Agent for FEMA Grant Application, and authorized the Mayor to sign it. The motion was passed with a unanimous vote. Union Street Vacation Petition Permit Center Manager Marc Hayes spoke to the petition to vacate Union Street and request to adopt resolution. City Attorney Steve Peiffle reviewed information discussed at last week’s workshop, and stated that there would be a relinquishment of utility easement and vacation of a portion of right-of-way. Chris Raezer moved and Marilyn Oertle seconded the motion to adopt the resolution regarding the vacation of a portion of right of way, and relinquish a utility easement scheduling a Public Hearing for the proposed action and referring the matter to the Planning Commission for consideration. The motion was passed with a unanimous vote. ADMINISTRATOR & STAFF REPORTS None given. COUNCILMEMBERS and MAYOR’S REPORTS Randy Tendering, Jesica Stickles, Debora Nelson, Chris Raezer, Marilyn Oertle, and Jan Schuette gave brief reports, while Dick Butner had nothing to report at this time. Mayor Tolbert stated that there will be an event for remembrance of the Oso Slide. Invitations will be coming. The governor signed a bill today brought forward from Senator Pearson to award Arlington, Oso, and Darrington the Medal of Valor on March 18. There will be an official notice from the state tomorrow. She provided information from both a meeting in Everett with almost all of Snohomish County’s cities present, and also the PSRC Executive Board meeting. EXECUTIVE SESSION None ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:19 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East Third Street March 9, 2015 Councilmembers Present: Dick Butner, Jan Schuette, Marilyn Oertle, Chris Raezer, Debora Nelson, Jesica Stickles, and Randy Tendering Staff Present: Mayor Barbara Tolbert, Paul Ellis, Roxanne Guenzler, Sheri Amundson, Kris Wallace, Maxine Jenft, Chris Young, Eric Scott, Jim Kelly, Deana Dean, and City Attorney Steve Peiffle. Council Members Absent: None Also Known to be Present: Holly Sloan-Buchanan, Sarah Arney, Kirk Boxleitner, and Mike Hopson Mayor Barbara Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. Chris Raezer moved to approve the agenda; Debora Nelson seconded the motion, which passed with a unanimous vote. WORKSHOP ITEMS ~ NO ACTION WAS TAKEN Electronic Timekeeping System City Administrator Paul Ellis spoke regarding NOVAtime, one of the software services that the City has contacted regarding electronic timekeeping. Discussion followed. Reid Middleton Engineering Design Contract - Arlington Valley Road City Engineer Eric Scott spoke to the Arlington Valley Road design contract with Reid Middleton Engineering. Brief discussion followed. Authority to Bid Haller Park Parking Lot Public Works Director Jim Kelly reviewed this council item indicating 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. Council comments and questions followed. Frontier America’s Best Communities Grant Paul Ellis spoke to the Frontier America’s Best Communities Grant. 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. Brief discussion followed. Street Closure Request for Sadie Lane Spring Fling Director of Human Resources and Communications Kristin Banfield spoke to the request for road closure for this special event. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop DRAFT March 9, 2015 Page 2 of 2 Miscellaneous Council Items Councilmember Schuette indicated the new CEO of Community Transit is an Arlington resident. Mayor Tolbert commented on the upcoming one year anniversary of the Oso Slide and indicated United Way and CVH Foundation’s joint 1 year report on how funds were disbursed is available. Executive Session None. Public Comment Sarah Arney asked about parking and allowing exceptions for horses at Haller Park. Adjournment The meeting was adjourned at 7:33 p.m. ____________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: CA #3 Attachment A COUNCIL MEETING DATE: March 16, 2015 SUBJECT: Street Closure 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 6:00 a.m. to 6:00 p.m. 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: I move to approve the requested street closure of 3rd Street from Olympic Avenue east to the alley, on April 11, 2015 from 6:00 a.m. to 6:00 p.m. City of Arlington Council Agenda Bill Item: NB #1 Attachment B COUNCIL MEETING DATE: March 16, 2015 SUBJECT: Electronic Timekeeping System Review ATTACHMENTS: DataPro Solutions NOVAtime 4000 Software proposal to City of Arlington DEPARTMENT OF ORIGIN Finance EXPENDITURES REQUESTED: See attached proposal BUDGET CATEGORY: Finance LEGAL REVIEW: DESCRIPTION: DataPro Solutions is one of the software companies that the City has contacted regarding electronic timekeeping. DataPro Solutions presented their NOVAtime software to City staff and they have submitted a written proposal to the City. 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: I move to authorize the Mayor to sign the contract with DataPro Solutions for NOVAtime software. City of Arlington Council Agenda Bill Item: NB #2 Attachment C COUNCIL MEETING DATE: March 16, 2015 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: Pending final review by the City Attorney 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: NB #2 Attachment C ALTERNATIVES 1. Move to authorize the Mayor to sign the contract. 2. Table the issue for further discussion. RECOMMENDED MOTION: I move to approve the Reid Middleton Contract and authorize the Mayor to sign the contract. City of Arlington Council Agenda Bill Item: NB#3 Attachment D COUNCIL MEETING DATE: March 16, 2015 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: Estimate: $225,000.00 BUDGET CATEGORY: Water Capital Fund (405) 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: NB#3 Attachment D ALTERNATIVES 1. Move to authorize Staff to bid the project 2. Table the issue for further discussion. RECOMMENDED MOTION: I move to authorize Staff to bid the Haller Park Parking Lot. City of Arlington Council Agenda Bill Item: NB #4 Attachment E COUNCIL MEETING DATE: March 16, 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: I move to authorize staff to appl for America’s Best Communities Grant. 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.