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HomeMy WebLinkAbout08-24-2015 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 - Wendy APPROVAL OF THE AGENDA Mayor Pro Tem Chris Raezer WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Fire and EMS Sustainability Project Recommendation ATTACHMENT A Staff Presentation: Paul Ellis/Bruce Stedman Council Liaison: Jesica Stickles 2. Public Art Project ATTACHMENT B Staff Presentation: Kristin Banfield Council Liaison: Marilyn Oertle 3. Application for Snohomish County Hotel Motel Grant ATTACHMENT C Staff Presentation: Kristin Banfield Council Liaison: Marilyn Oertle 4. Retirement & Sale of K9 Annie to Officer Gilbert ATTACHMENT D Staff Presentation: Kristin Banfield Council Liaison: Jesica Stickles 5. Surplus PD Vehicles ATTACHMENT E Staff Presentation: Kristin Banfield Council Liaison: Jesica Stickles 6. 2014 Audit - Status Update ATTACHMENT F Staff Presentation: Kristin Garcia 7. July 2015 Financial Report ATTACHMENT G Staff Presentation: Kristin Garcia 8. Miscellaneous Council Items Arlington City Council Workshop Monday, August 24, 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. EXECUTIVE SESSION RECONVENE 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 To open all attachments, click here City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: August 24, 2015 SUBJECT: Fire and EMS Sustainability Project Recommendation to City Council ATTACHMENTS: None DEPARTMENT OF ORIGIN Executive Department; Paul Ellis 360-403-4603 EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: A recommendation is being submitted by the Fire and EMS Sustainability Project Group to City Council regarding the future services of the City of Arlington Fire Department. HISTORY: A group of approximately 15 was formed in January 2015, and has been meeting bi- monthly, consisting of Fire/EMS staff, councilmembers, and facilitated by Barbara Davis, Your Best Thinking, to evaluate the future sustainability of Arlington’s Fire and EMS services at an acceptable level and in context of resident expectations and available funding. ALTERNATIVES Approve staff’s recommendation with modifications Table staff’s recommendation Deny staff’s recommendation RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: August 24, 2015 SUBJECT: Acceptance of donation of mural into Public Art Collection ATTACHMENTS: Photos DEPARTMENT OF ORIGIN Recreation EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Arlington Arts Council asks that the City accept the new mural on Arlington Muffler Shop next to Centennial Trail into Arlington’s Public Art Collection. The Public Art Committee and PARC are recommending that the donation be approved by City Council. HISTORY: Arlington Arts Council has received a $5,000 Miller Trust grant to mentor youth while painting a public mural for the City of Arlington in a program similar to last year’s Reclaiming Futures project when Henri Wilson and Jillian Mattison worked with youth in the Denney Youth Justice System to paint a mural on the City’s old Public Works building on West Ave, at Haller Street. This year, a new AAC member who has recently retired from the county justice system, Karla Benjamin and Jillian, met with a group of youth in June to brainstorm a concept for a mural on the exterior walls of the Arlington Muffler Shop located on the Centennial Trail and Fourth Street. Jillian than took the ideas and sketched the proposed mural. The owner of the building, Mike Nordine, is a member of the AAC and has enthusiastically agreed to host the mural with old and futuristic cars on the streets of Arlington, as well as airplanes and Arlington scenes. Young artists from several programs at Denney have been joining adult mentors to paint the mural through the month of August. Adults from the community are encouraged to come and paint with the youth, an important part of the project. If accepted into the Public Art Collection, the City would add this mural to the art maintenance schedule. The Public Art Collection is a tourist attraction and is an asset to the City. City of Arlington Council Agenda Bill Item: WS #2 Attachment B ALTERNATIVES Deny recommendation to accept the donation. RECOMMENDED MOTION: Workshop; discussion only. 8-19-2015 City of Arlington Council Agenda Bill Item: WS #3 Attachment C COUNCIL MEETING DATE: August 24, 2015 SUBJECT: Request for authorization to apply for Snohomish County’s Tourism Assistance Grant Program and Small Capital Project Partnership Grant ATTACHMENTS: None DEPARTMENT OF ORIGIN Recreation EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Requesting authorization to apply for: Snohomish County 2016 Tourism Assistance Grant: • Byrnes Performing Arts Center Wayfinding sign for SR 9 $3,500 • Olympic Avenue Sound System Phase I $10,000 Snohomish County 2015 Small Capital Projects Partnership Grant: • Terrace Park playground Improvements $16,200 HISTORY: Currently there are no signs on SR 9 or Crown Ridge Blvd. to direct people to the BPAC. Signs are a necessary tourism infrastructure. The City would be required to apply for Arlington’s Tourism grant for matching funding. Staff has investigated the possibility of installing a speaker system on poles along Olympic Avenue. DABA has offered to partner on the project. A sound system could deliver music and announcements in Old Town, promoting a tourism shopping experience. This phase would pay for the base system at City Hall approximately $6,500. The playground at Terrace Park is in need of updates and repair. The wood border is failing; we would like to replace with a poured concrete curbing, and replace the wood fiber chips, and add to the existing play equipment. This grant would allow us to replace the curbing. The City would budget for the play chips as a matching fund City of Arlington Council Agenda Bill Item: WS#3 Attachment C ALTERNATIVES Deny full or partial request to apply for funding. RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item: WS #4 Attachment D COUNCIL MEETING DATE: August 24, 2015 SUBJECT: Resolution to Surplus Police Dog “Annie” to handler, Mike Gilbert ATTACHMENTS: Resolution Bill of Sale DEPARTMENT OF ORIGIN Police EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Annie has served the police department and Arlington’s citizens for several years. Annie is now ready to retire as a police dog. Although she is a member of the police force, she is considered personal property and as such the City must declare her as “surplus” for purposes of disposing of her. The City wished to make sure that Annie spends the rest of her life with her handler, Officer Mike Gilbert. HISTORY: ALTERNATIVES Do not surplus Annie. RECOMMENDED MOTION: Workshop; discussion only. RESOLUTION NO. 2015-XXX RESOLUTION NO. _2015-xxx_ A RESOLUTION OF THE CITY OF ARLINGTON ACKNOWLEDGING THE SERVICE OF POLICE DOG “ANNIE”, DECLARING HER AS SURPLUS, AND AUTHORIZING HER DISPOSITION TO HER HANDLER WHEREAS, the City has been well served by its police dog, “Annie”, who has served the police department of the City of Arlington and Arlington’s citizens for several years; and WHEREAS, it is time for Annie to retire as a police dog; and WHEREAS, although she is a valued member of the police force, she is considered personal property and as such the City must declare her as “surplus” for purposes of disposing of her; and WHEREAS, the City Council finds that the City is unlikely to receive significant value in a sale of Annie, and the City wishes to make sure she spends the rest of her life with her beloved handler, Mike Gilbert; NOW, THEREFORE, the City of Arlington, acting by and through its City Council, does hereby resolve as follows: 1. The City Council recognizes the valuable contributions made by “Annie”, its nine year old chocolate lab police dog, to the citizens of Arlington. 2. “Annie” is hereby declared surplus to the needs of the City and should be permitted to retire. 3. City staff is authorized and directed to transfer Annie by bill of sale to its handler, Mike Gilbert, per the Bill of Sale attached hereto as Exhibit “A”. Passed by the City Council of the City of Arlington at a regular meeting on this ____ day of ____________, 2015. ________________________________ Barbara Tolbert Mayor ATTEST: ___________________________ Kristin Banfield, City Clerk RESOLUTION NO. 2015-XXX APPROVED AS TO FORM: ___________________________ Steven J. Peiffle, City Attorney GENERAL BILL OF SALE 1 (27-614/sjp ) GENERAL BILL OF SALE THIS GENERAL BILL OF SALE, dated the _____ day of _____________, 2015 from the City of Arlington, a municipal corporation of the state of Washington, hereinafter called "Grantor", to Mike Gilbert, hereinafter called "Grantee". W I T N E S S E T H: That Grantor, for value received, has transferred, sold, assigned, conveyed, granted, bargained, set over and delivered, and by these presents does hereby transfer, sell, assign, convey, grant, bargain, set over and deliver unto Grantee, Grantee's successors and assigns forever, the following: One (1) nine year old female chocolate lab police dog, “Annie” TO HAVE AND TO HOLD the aforesaid personal property, together with the appurtenances thereto, unto Grantee, Grantee's successors and assigns forever. Grantor hereby covenants and agrees with Grantee, Grantee's successors and assigns, to execute and deliver to Grantee such other and further instruments and bills of transfer, sale, assignment and conveyance and all such notices, releases, acquittances and other documents and to secure all such consents as may be necessary more fully to transfer, sell, assign and convey to and vest in Grantee the asset and rights hereby transferred, assigned and conveyed or intended so to be. And Grantor, for Grantor and Grantor's successors and assigns, covenants and agrees to and with Grantee, Grantee's successors and assigns, that Grantor is owner of the said property, goods and chattels and has good right and full authority to sell the same, and GENERAL BILL OF SALE 2 (27-614/sjp ) that Grantor will warrant and defend the sale hereby made unto Grantee, Grantee's successors and assigns, against all and every person or persons, whomsoever, lawfully claiming or to claim the same. Grantee covenants and agrees to hold the City of Arlington harmless from any claims arising on or after the date of this Bill of Sale which arise from or relate to the personal property hereby transferred. SIGNED at Arlington, Washington, on the day and year first above written. CITY OF ARLINGTON, WA MIKE GILBERT ___________________________________ __________________________ Barbara Tolbert, Mayor Mike Gilbert ATTEST: ___________________________________ Kristin Banfield, City Clerk GENERAL BILL OF SALE 3 (27-614/sjp ) STATE OF WASHINGTON ) : ss COUNTY OF SNOHOMISH ) On this day personally appeared before me Barbara Tolbert and Kristin Banfield, to me known to be the Mayor and City Clerk of the City of Arlington, Washington, the municipal corporation described in and which executed the within and foregoing instrument, and acknowledged that they signed the same as the free and voluntary act and deed of said municipal corporation for the uses and purposes therein mentioned. Given under my hand and official seal this _____ day of ___________, 2015. ___________________________________ NOTARY PUBLIC in and for the State of Washington, residing at ________________ My commission expires: __________________ Name:______________________________ STATE OF WASHINGTON ) : ss COUNTY OF SNOHOMISH ) On this day personally appeared before me Mike Gilbert, to me known to be the individual described in and who executed the within and foregoing instrument, and acknowledged that he signed the same as his free and voluntary act and deed for the uses and purposes therein mentioned. Given under my hand and official seal this _____ day of ____________, 2015. ___________________________________ NOTARY PUBLIC in and for the State of Washington, residing at ________________ My commission expires: __________________ Name:______________________________ City of Arlington Council Agenda Bill Item: WS #5 Attachment E COUNCIL MEETING DATE: August 24, 2015 SUBJECT: Resolution For Declaring Property As Surplus ATTACHMENTS: Exhibit A DEPARTMENT OF ORIGIN Administration EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: The City currently has three police vehicles that are beyond their useful life and need to be declared as surplus in order to be properly auctioned off. These vehicles were in service until just recently when replacements arrived and were put in service. HISTORY: The City has found that the most expedient way to deal with surplus vehicles and equipment is to utilize the services of an on-line auction site. Proceeds from similar items auctioned in 2014 netted $25,591.58. ALTERNATIVES None RECOMMENDED MOTION: Workshop; discussion only. EXHIBIT A  Item Serial # L-66 2003 Ford Expedition VIN 1FMPU16L83LB02896 L-71 2004 Ford Crown Victoria VIN 2FAHP71W44X145128 L-74 2006 Ford Crown Victoria VIN 2FAHP71W56X149773 City of Arlington Council Agenda Bill Item: WS #6 Attachment F COUNCIL MEETING DATE: August 24, 2015 SUBJECT: Audit Status Report ATTACHMENTS: None DEPARTMENT OF ORIGIN Finance: Kristin Garcia, Finance Director EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: The auditor’s held an entrance conference on August 11, 2015 to discuss the audit scope, levels of reporting, new accounting standards, changes in grant reform, and the engagement letter. I wanted to take an opportunity at the work session to expand on a few of the items discussed during that meeting. 1)Audit Scope – they will be reviewing cash receipting, payroll and utility billing processes and identifying/testing internal controls. They will review for potential conflicts of interest, review airport leasing operations and hotel-motel tax revenues. They also perform an audit on the financial statements and issue an opinion on whether they are materially presented. They performed an audit of our federal grant programs focusing on the Airport Improvement Program. 2)Engagement Letter – this is a new item and is intended to confirm the nature and limitations of the audit as well as define the responsibilities of each party in relation to the audit process. 3)Grant Reform – upcoming changes in grant requirements as well as an increased threshold in the Single Audit requirement. 4)GASB 68 – the Governmental Accounting Standards Board has issued a new accounting standard which applies to financial statements for year ending December 31, 2015. The standard requires reporting for pension liabilities. City of Arlington Council Agenda Bill Item: WS#6 Attachment F HISTORY: N/A ALTERNATIVES N/A RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item: WS #7 Attachment G COUNCIL MEETING DATE: August 24, 2015 SUBJECT: July 2015 Financial Report ATTACHMENTS: Financial Reports – Narrative Revenue Charts General Fund Operating Statement Other Fund Operating Statements DEPARTMENT OF ORIGIN Finance: Kristin Garcia – Finance Director EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Staff will answer any questions regarding the attached Financial Reports. HISTORY: ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only.