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HomeMy WebLinkAbout09-08-2015 Council Meeting 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 August 17 and August 24 Council Meetings, ATTACHMENT A revised minutes of June 1, 2015 Council Meeting, and Accounts Payable PUBLIC HEARING NEW BUSINESS 1. Resolution Supporting Stilly Valley Week of Service ATTACHMENT B Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Chris Raezer 2. Public Art Project ATTACHMENT C Staff Presentation: Kristin Banfield Council Liaison: Marilyn Oertle 3. Application for Snohomish County Hotel Motel Grant ATTACHMENT D Staff Presentation: Kristin Banfield Council Liaison: Marilyn Oertle Arlington City Council Meeting Tuesday, September 8, 2015 at 7:00 p.m. City Council Chambers – 110 E Third St 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. 4. Retirement & Sale of K9 Annie to Officer Gilbert ATTACHMENT E Staff Presentation: Kristin Banfield Council Liaison: Jesica Stickles 5. Surplus PD Vehicles ATTACHMENT F Staff Presentation: Kristin Banfield Council Liaison: Jesica Stickles 6. District 21 ATTACHMENT G Staff Presentation: Paul Ellis/Steve Peiffle Council Liaison: Mayor Pro Tem Chris Raezer 7. Fire and EMS Cost of Service and Rate Study ATTACHMENT H Staff Presentation: Paul Ellis/Bruce Stedman Council Liaison: Jesica Stickles DISCUSSION ITEMS INFORMATION ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT COUNCIL MEMBER REPORTS – OPTIONAL EXECUTIVE SESSION Mayor Barb Tolbert – Steve Peiffle Discussion of pending or potential litigation [RCW 42.30.110(1)(i)] RECONVENE ADJOURNMENT Mayor Barb Tolbert To open all attachments, click here DRAFT Page 1 of 2 Council Chambers 110 East Third August 17, 2015 City Council Members Present by Roll Call: Austin DeFreece, Jan Schuette, Marilyn Oertle, Chris Raezer, Debora Nelson, Jesica Stickles, and Randy Tendering Council Members Absent: City Staff Present: Mayor Barbara Tolbert, Paul Ellis, Kristin Banfield, Kris Wallace, Eric Scott, Bryan Terry, Kristin Garcia, Bruce Stedman, Maxine Jenft, Sheri Amundson, Jonathan Ventura, Tom Cooper, Deana Dean, and Steve Peiffle – City Attorney Also Known to be Present: Jacob Kukuk, Cristy Brubaker, Craig Christianson, and Mike Hopson Mayor Tolbert called the meeting to order at 7:00 p.m. APPROVAL OF THE AGENDA Chris Raezer 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 CONSENT AGENDA 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 August 3 and August 10, 2015 Council Meetings and August 11, 2015 minutes of the 2014 State Audit Entrance Conference 2. Accounts Payable: EFT Payments & Claims Checks #85153 through #85254 dated August 4, 2015 through August 17, 2015 in the amount of $494,243.72. PUBLIC HEARING NEW BUSINESS ILA renewal with Snohomish County for Technology Services IT Manager Bryan Terry requested council approve the renewal of the interlocal agreement and supplemental work order for use of the Snohomish County datacenter for connectivity to the Meet-Me Network for Public Safety access to SNOPAC, as well as the connection to Yakima County for disaster recovery. Minutes of the Arlington Cit Council Meetin Minutes of the City of Arlington City Council Meeting August 17, 2015 Page 2 of 2 Chris Raezer moved and Marilyn Oertle seconded the motion to approve the Interlocal Agreement with Snohomish County and Supplemental Work Order and authorize the Mayor to sign them. The motion was approved by a unanimous vote. Snohomish County NCRTS Mitigation Agreement Public Works Executive Assistant/Accountant Kris Wallace spoke to the proposed renewal of a five year traffic mitigation agreement between Snohomish County and the City of Arlington for road impacts due to operation of the North County Recycling and Transfer Station (NCRTS). Austin DeFreece moved and Chris Raezer seconded the motion to authorize the Mayor to sign the 2016- 2020 interlocal agreement with Snohomish County to mitigate impacts of the North County Regional Transfer Station, pending final review by the City Attorney. The motion was approved by a unanimous vote. Authority to Bid Smokey Point Safety Improvement Project City Engineer Eric Scott requested authority to advertise for bid the Smokey Point Safety Improvement Project budgeted for 2015 which will upgrade two intersections on Smokey Point Blvd to improve vehicle movement, vehicle safety and pedestrian safety. Debora Nelson moved and Randy Tendering seconded the motion to grant authority to bid the Smokey Point Safety Improvement Project, pending final review by the City Attorney. The motion was approved by a unanimous vote. Approval of MOU with IAFF Local No. 3728 HR & Communications Director Kristin Banfield reviewed the proposed MOU via PowerPoint and answered council questions. Chris Raezer moved and Marilyn Oertle seconded the motion to approve the Memorandum of Understanding between the City of Arlington and the IAFF Local No. 3728 regarding wages and benefits for the remainder of the current collective bargaining agreement and authorize the Mayor to sign it. The motion was approved by a unanimous vote. ADMINISTRATOR & STAFF REPORTS COUNCIL MEMBER REPORTS and MAYOR’S REPORT Randy Tendering, Jesica Stickles, Debora Nelson, Chris Raezer, Marilyn Oertle, Jan Schuette, and Austin DeFreece gave brief reports. Mayor Tolbert thanked Maxine Jenft for her efforts on National Night Out. She also thanked staff and council for their participation in making it a success. Mayor Tolbert commented on her attendance at the 103rd Annual Pioneer Picnic. EXECUTIVE SESSION ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:28 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East Third Street August 24, 2015 Councilmembers Present: Austin DeFreece, Jan Schuette, Marilyn Oertle, Chris Raezer, Debora Nelson, Jesica Stickles, and Randy Tendering. Councilmembers Absent: None Staff Present: Mayor Barbara Tolbert, Paul Ellis, Kristin Banfield, Kristin Garcia, Sheri Amundson, Bruce Stedman, Jonathan Ventura, Monica Schlagel, Maxine Jenft, Tom Cooper, Phil Knepper, Chris Dickison, Wendy Van Der Meersche, and City Attorney Steve Peiffle. Also Known to be Present: Jacob Kukuk, Mike Hopson, Sarah Arney, Jim Rankin, Craig Christianson, Cristy Brubaker, Barbara Davis, Martin McFalls, Scott Goodale, and Bob Nelson. Mayor Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. Mayor Pro Tem Chris Raezer moved to approve the agenda. Marilyn Oertle seconded the motion, which passed with a unanimous vote. WORKSHOP ITEMS – NO ACTION WAS TAKEN Fire and EMS Sustainability Project Recommendations City Administrator Paul Ellis provided information and background on the committee formed in February 2015. Public Safety Director Bruce Stedman reviewed by PowerPoint the committee’s recommendation regarding the Fire and EMS Sustainability Project. Councilmembers received an email narrative of the project August 23, 2015. Discussion followed with Paul and Bruce answering council questions. Staff will bring forth a consultant contract for an analysis of the EMS revenues and costs to a future Council Meeting for action. Public Art Project Director of Human Resources and Communications Kristin Banfield and Arlington Arts Council President Sarah Arney presented a request that a new mural painted on the exterior wall of Arlington Muffler Shop be accepted into the City’s Public Art Collection. Discussion followed. Application for Snohomish County Hotel Motel Grant Kristin Banfield presented a request for authorization to apply for grants through Snohomish County’s 2016 Tourism Assistance Grant Program for Byrnes Performing Arts Center Wayfinding sign for SR 9 and Olympic Avenue Sound System Phase I; and Small Capital Project Partnership Grant with Snohomish County for Terrace Park playground improvements. Discussion followed. Retirement & Sale of K9 Annie to Officer Gilbert Kristin Banfield presented a request for authorization to retire and surplus police dog Annie to handler, Mike Gilbert. Brief discussion followed. Surplus PD Vehicles Kristin Banfield presented a request for authorization to declare as surplus three police vehicles which are beyond their useful life. Kristin answered council questions. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop August 24, 2015 Page 2 of 2 2014 Audit - Status Update Finance Director Kristin Garcia reviewed the status of the 2014 State Entrance Audit and provided an update on audit progress. Kristin answered council questions. July 2015 Financial Report Kristin Garcia reviewed the July 2015 Financial Report. Kristin answered council questions. Miscellaneous Council Items Austin DeFreece distributed two handouts. The first was a proposed amendment to the process for Park Naming Criteria and Procedure and his amendment to include a Public Facility Naming Procedure. The second was his recommendation to rename the Council Library in honor of the late Dick Butner, former City of Arlington police officer and councilmember. There was a brief discussion. Councilmembers will review information and discuss at the next meeting. Public Comment Sarah Arney announced that the Art Auction will be held October 19, and the Art in the Park show will be held September 12 and 13 at Legion Park. The meeting was adjourned at 8:24 p.m. ____________________________ Barbara Tolbert, Mayor REVISED Page 1 of 2 Council Chambers 110 East Third June 1, 2015 City Council Members Present: Jan Schuette, Marilyn Oertle, Chris Raezer, Jesica Stickles, and Randy Tendering. Council Members Absent: Deborah Nelson. City Staff Present: Mayor Barb Tolbert, Paul Ellis, Roxanne Guenzler, Sheri Amundson, Seth Kinney, Rory Bolter, Bruce Stedman, Chris Young, Curtis Hirotaka, Mark Pennington, Mark Wilde, Jon Ventura, Peter Barrett, Kristin Garcia, Kristin Banfield, Maxine Jenft, and City Attorney Steve Peiffle.  Also Known to be Present: Jacob Kukuk, Mike Hopson, Neil Knutson, Vernon Beach, Craig Christianson, Sarah Arney, Kirk Boxleitner and Aaron MacDonald  Mayor Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. APPROVAL OF THE AGENDA Chris Raezer moved to approve the Agenda. Jan Schuette seconded the motion which passed with a unanimous vote. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS City Administrator Paul Ellis introduced newly hired Finance Director Kristin Garcia to council. Director of Public Safety Bruce Stedman introduced new Police Officer Justin Olson to council. Attorney Steve Peiffle administered the oath and Justin’s wife performed the badge pinning. Director of Public Safety Bruce Stedman introduced Officer Seth Kinney and K9 Oso to council. PROCLAMATIONS PUBLIC COMMENT CONSENT AGENDA Chris Raezer moved and Marilyn Oertle seconded the motion to approve the following Consent Agenda items: 1. Minutes of the May 19 and May 26, 2015 Council Meetings 2. Accounts Payable: EFT Payments & Claims Checks #84561 through #84672 dated May 19, 2015 through June 1, 2015 for $2,156,245.41. EFT Payments and Payroll Checks #28376 through #28400 dated May 1, 2015 through May 31, 2015 for $1,211,210.80. PUBLIC HEARING Community & Economic Development Director Chris Young spoke regarding an Interim Ordinance Adopting Emergency Moratorium on Recreational Vehicle (RV) Parks. 7:14 p.m. Public Hearing Opened 7:14 p.m.    No one wishing to speak on this matter, the public hearing portion was closed and opened to  council comments and questions.  7:15 p.m.     No further comments or questions; this matter is closed.    Minutes of the Arlington Cit Council Meetin Minutes of the City of Arlington City Council Meeting REVISED June 1, 2015 Page 2 of 2 Marilyn Oertle moved and Jesica Stickles seconded the motion to adopt the Ordinance adopting findings in support of the moratorium against the establishment of RV Parks approved in Ordinance #2015-009. The motion was approved by a unanimous vote.     NEW BUSINESS Appointment/Reappointment to Boards & Commissions Director of Human Resources & Communications Kristin Banfield spoke regarding the reappointments of Sherri McCarthy and Al Jung to Library Board, and appointments of Aaron MacDonald and Vernon Beach to Planning Commission. Chris Raezer moved and Marilyn Oertle seconded the motion to ratify the reappointments of Sherri McCarthy and Al Jung to Library Board; and appointment of Aaron MacDonald and Vernon Beach to Planning Commission. The motion was approved by a unanimous vote. Interlocal Agreement with Community Transit Community & Economic Development Director Chris Young spoke regarding the renewal of the Interlocal Agreement for Administering Commute Trip Reduction (CTR) plans and programs between the City and Community Transit. He stated that he emailed information requested at last week’s Council Workshop to councilmembers earlier in the day. Jan Schuette moved and Chris Raezer seconded the motion to authorize the Mayor to sign the Interlocal Agreement between the City and Snohomish County Community Transit for administering the Commute Trip Reduction Plans and Programs. The motion was approved by a unanimous vote. ADMINISTRATOR & STAFF REPORTS City Administrator Paul Ellis reported on WCIA audit. There were no changes or recommendations  MAYOR’S REPORT Mayor Tolbert gave a brief report on special 2nd session of legislature. The jobs bill (MIC) and transportation bill have passed. COUNCIL MEMBER REPORTS Jan Schuette, Marilyn Oertle, Chris Raezer, and Jesica Stickles gave brief reports, while Randy Tendering had nothing to report at this time. EXECUTIVE SESSION None ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:31 p.m. ____________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item NB #1 Attachment B COUNCIL MEETING DATE: September 8, 2015 SUBJECT: Resolution Supporting WSU SR530 Mudslide Recovery Team and the 2016 Days of Service in the Stillaguamish Valley ATTACHMENTS: Draft Resolution DEPARTMENT OF ORIGIN City Clerk; Contact Kristin Banfield, 360-403-3444 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: The WSU SR530 Mudslide Recovery Team has announced the dates of the 2016 Days of Service in the Stillaguamish Valley. The attached resolution expresses the City’s support for the days of service and urges our citizens to become involved in the event. HISTORY: The WSU SR530 Mudslide Recovery Team was created by the late WSU President Dr. Elson Floyd in the weeks following the March 22, 2014 mudslide. This will be the 2nd annual days of service event. ALTERNATIVES RECOMMENDED MOTION: I move to approve the proposed resolution supporting the community volunteer event of the Washington State University SR530 Mudslide Recovery Team. Resolution No. 2015-xxx Page 1 RESOLUTION NO. 2015—xxx A RESOLUTION OF THE CITY OF ARLINGTON, WASHINGTON SUPPORTING THE COMMUNITY VOLUNTEER EVENT OF THE WASHINGTON STATE UNIVERSITY SR530 MUDSLIDE RECOVERY TEAM WHEREAS, THE City of Arlington recognizes the Washington State University SR530 Mudslide Recovery Team’s efforts to assist Arlington and Darrington in community and economic development following the March 22, 2014 mudslide; and WHEREAS, the City of Arlington supports the efforts of the Washington State University student volunteers and the projects that are being coordinated by the SR530 Mudslide Recovery Team; and WHEREAS, the City of Arlington supports the efforts to engage local youth in the community volunteer event and the projects that are being coordinated under the Washington State University SR530 Mudslide Recovery Team; and WHEREAS, the City of Arlington wishes to recognize the late President Dr. Elson Floyd of Washington State University for his development of, and commitment to, the SR530 Mudslide Recovery Team; and WHEREAS, the City of Arlington applauds Washington State University interim president Daniel J. Bernardo for his continued support of the SR530 Mudslide Recovery Team and the prior commitments made by Dr. Floyd; and WHEREAS, Washington State University has committed resources and time to recovery efforts in the Stillaguamish Valley for five years; and WHEREAS, as part of this commitment, Washington State University is partnering with the City of Arlington and the Town of Darrington to sponsor a week of service in the Stillaguamish Valley; and WHEREAS, the Week of Service in the Stillaguamish Valley will be a community revitalization focused event organized to engage community members in giving the community a fresh look and highlight existing community pride; and WHEREAS, over 35 WSU students will be working alongside local alumni, youth organizations, and community members on projects that include painting, small construction, cleaning, and landscaping to help revitalize areas of the Stillaguamish Valley Community; Resolution No. 2015-xxx Page 2 NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON AS FOLLOWS: 1. The City Council declares March 12 through March 20, 2016 as Days of Service in the Stillaguamish Valley. 2. The City Council urges the citizens of Arlington to become involved in this event through their donation of time and talents or goods and services as they are able and see fit. 3. The City Council of the City of Arlington strongly supports the efforts of the Washington State University SR530 Mudslide Recovery Team and its community volunteer event in March 2016. Passed at a regular meeting this 8th day of September, 2015. CITY OF ARLINGTON ____________________________________ Barbara Tolbert Mayor Attest: _______________________________ Kristin Banfield City Clerk Approved as to form: _______________________________ Steven J. Peiffle City Attorney City of Arlington Council Agenda Bill Item: NB #2 Attachment C COUNCIL MEETING DATE: September 8, 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: NB #2 Attachment C ALTERNATIVES Deny recommendation to accept the donation. RECOMMENDED MOTION: I move to approve the acceptance of the mural donation into the Public Art Collection. 8-19-2015 City of Arlington Council Agenda Bill Item: NB #3 Attachment D COUNCIL MEETING DATE: September 8, 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: NB #3 Attachment D ALTERNATIVES Deny full or partial request to apply for funding. RECOMMENDED MOTION: I move to authorize staff to apply for grants from Snohomish County’s Tourism Assistance Grant Program and Small Capital Project Partnership Grant Program. City of Arlington Council Agenda Bill Item: NB #4 Attachment E COUNCIL MEETING DATE: September 8, 2015 SUBJECT: Resolution to Surplus Police Dog “Annie” to handler, Officer 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: I move to approve the proposed resolution acknowledging the service of police dog “Annie”, declaring her as surplus, and authorizing her disposition to her handler. 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 City of Arlington Council Agenda Bill Item: NB #5 Attachment F COUNCIL MEETING DATE: September 8, 2015 SUBJECT: Resolution Declaring Property As Surplus ATTACHMENTS: Exhibit A and draft resolution 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: I move to approve the proposed resolution declaring vehicles as surplus and authorizing their sale. 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 RESOLUTION NO. 2015-xxx A RESOLUTION OF THE CITY OF ARLINGTON DECLARING CERTAIN PROPERTY AS SURPLUS AND AUTHORIZING ITS SALE WHEREAS, the City has purchased the equipment listed on the attached Exhibit “A”; and WHEREAS, the equipment identified on Exhibit “A” is surplus to the needs of the City; and NOW, THEREFORE, the City of Arlington, acting by and through its City Council, does hereby resolve as follows: 1.The equipment/property described on the attached Exhibit “A” is declared surplus to the needs of the City. 2.Staff is instructed to trade in all items for the best available price, sell all items for the best available price or properly dispose of items that it is unable to sell. Staff is further authorized to dispose of the property via an intergovernmental transfer pursuant to RCW 39.33.010. 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 APPROVED AS TO FORM: ___________________________ Steven J. Peiffle, City Attorney RESOLUTION NO. 2015-xxx City of Arlington Council Agenda Bill Item: NB #6 Attachment G COUNCIL MEETING DATE: September 8, 2015 SUBJECT: District 21 ATTACHMENTS: Memo from City Attorney DEPARTMENT OF ORIGIN Fire Department EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: The request is to authorize the filing of a lawsuit against Fire District #21 to remedy nonpayment of emergency medical services (EMS) fees for 2015. HISTORY: The City of Arlington has provided emergency medical services (EMS) to residents of District 21 for many years. Originally EMS service was provided by agreements with all north Snohomish County Fire Districts, the City of Arlington, and Cascade Valley Hospital. The City took over the lead agency role in approximately 1999. Since then the fire districts have contracted with the City to provide EMS service to their residents. When Fire Districts were authorized by the legislature to pass EMS levies, those entities contracted with the City to provide services in exchange for the EMS levies. The City holds the only license from the state to provide advanced life support (ALS) and BLS transport services to District 21. The most recent interlocal agreement (ILA) with District 21 expired at the end of 2014. Negotiations at the staff level have been at an impasse since the end of 2014. ALTERNATIVES Remand to staff for further revisions Reject staff and city attorney’s recommendations City of Arlington Council Agenda Bill Item: NB #6 Attachment G RECOMMENDED MOTION: I move to authorize the City Attorney to file litigation against Fire District #21 based on their nonpayment for emergency medical services provided by the City of Arlington. MEMORANDUM Date: 9/3/2015 From: Steve Peiffle, City Attorney To: Mayor Tolbert City Council Paul Ellis Subject: Litigation authorization—District 21 Background The City of Arlington has provided emergency medical services (EMS) to residents of District 21 for many years. Originally EMS service was provided by agreements with all north Snohomish County Fire Districts, the City of Arlington, and Cascade Valley Hospital. The City took over the lead agency role in approximately 1999. Since then the fire districts have contracted with the City to provide EMS service to their residents. When Fire Districts were authorized by the legislature to pass EMS levies, those entities contracted with the City to provide services in exchange for the EMS levies. The City holds the only license from the state to provide advanced life support (ALS) and basic life support (BLS) transport services to District 21. The most recent interlocal agreement (ILA) with District 21 expired at the end of 2014. Negotiations at the staff level have been at an impasse since the end of 2014. Since January 1 the City has continued to provide ALS service and BLS transport to the entire district, and BLS service to a large portion of the District 21. District 21 has collected from its citizens all of the tax revenues to provide ALS and BLS service to its residents, but has refused to date to pay anything to the City of Arlington for the services rendered. The City has billed District 12 $201,665.88 for the first half of EMS services (first half taxes are billed and collected in April/May) and has received $-0- to date. The City corresponded with the District in March of 2015 and requested that the elected officials meet to negotiate further, but made clear that the City expected to be paid for services provided. Over two months later, the District’s attorney responded by letter, but did not respond to the request to negotiate or make any proposal for payment, other than to reiterate the prior proposal (consisting of a three year term, with declining rates throughout the proposed term (70% in 2015/50% in 2016 /40% in 2017). 2 The City made a proposal to the District by letter dated July 27, 2015, requesting a response by the next meeting of the District’s commissioners by August 17, 2015. In general, the City requested that the Commissioners meet to consider a proposal by which:  the District would make a partial payment of 85% towards the sums billed to date;  the parties would jointly hire an outside consultant to value the services being provided by Arlington, to be completed by year-end; and  the City would support, on certain conditions, District 21 becoming licensed to provide BLS transport services to its residents, if it could show that it could safely do so. District 21’s commissioners meeting for August 17 meeting was apparently postponed to August 24, then to August 31. As of today’s date no response has been received by the City, more than five months after the City attempted to initiate dialogue and two weeks past the August 17 deadline. The City believes the Chief of District 21 has been fighting fires in Eastern WA and the elected commissioners have not met to address the issue. The Commission’s attorney was advised that the matter would be considered at the regular September 8 City Council meeting. It would not normally be the City’s approach to litigate with another public entity because of the cost of litigation which is borne by the taxpayers. But this seems like an appropriate course of action where the other public entity:  appears to be ignoring legitimate requests to meet and confer;  is holding onto over $200,000 collected from the public for the purposes of providing service; and  is relying on the City of Arlington to provide those services. Proposed motion: I move to authorize the City Attorney to file litigation against Fire District #2,1 based on their nonpayment for emergency medical services provided by the City of Arlington. City of Arlington Council Agenda Bill Item: NB #7 Attachment H COUNCIL MEETING DATE: September 8, 2015 SUBJECT: EMS Cost of Service and Rate Study ATTACHMENTS: Contract from FCS Group to conduct EMS Cost of Service and Rate Study DEPARTMENT OF ORIGIN Admin - Paul Ellis, 360-403-4603 and Public Safety - Bruce Stedman, 360-403-3601 EXPENDITURES REQUESTED: Not to exceed$ 30,000 BUDGET CATEGORY: General Fund LEGAL REVIEW: DESCRIPTION: Proposal from FCS Group for a detailed Cost of Service and Rate Study of the Fire Department’s EMS system. This is one of the four actionable recommendations from the recently completed EMS Sustainability project. The study will review our current service levels, the cost of that service, and the rates currently charged. In addition, it is the intent to use this third party cost of service study to determine a fair and equitable cost sharing for our EMS partner contracts that are based on actual cost rather than ability to pay, into the future. HISTORY: Recently the Mayor convened a committee comprised of councilmembers, City & Fire/Police Management, and labor to study the sustainability of our Fire and EMS systems. From that detailed analysis it was determined that there are structural funding gaps that have a negative impact on staffing and service levels which will continue if not addressed. ALTERNATIVES Do not approve this contract Table for further discussion RECOMMENDED MOTION: I move to accept the FCS Group proposal for financial analysis of the City’s cost of service to provide EMS to Arlington residents and partner agencies and authorize the Mayor to sign the contract. August 31, 2015 Page 1 www.fcsgroup.com CONTRACT AGREEMENT BETWEEN FINANCIAL CONSULTING SOLUTIONS GROUP, INC. Redmond Town Center 7525 – 166th Ave. NE, Suite D-215 Redmond, Washington 98052 AND City of Arlington 238 N. Olympic Ave Arlington, WA 98223 PROJECT: Ambulance Cost of Service and Rate Study THIS AGREEMENT combines all understandings between the Parties regarding professional services for the Project named above and supersedes all prior proposals, quotations, solicitations, negotiations, representations, agreements or understandings, whether written or oral. The performance of the professional services herein described and authorized by City of Arlington, as well as payment for such services, shall be in accordance with the terms and conditions presented in this Agreement and the following Sections and Exhibits which are attached and incorporated by reference which, taken together, shall constitute the whole Agreement. Section I - Relationship of the Parties Section II - Contract Provisions Exhibit A - Scope of Work and Task Plan Exhibit B - Fee Schedule IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals this _____________ day of __________________________, 20______. APPROVED: APPROVED: FINANCIAL CONSULTING City of Arlington SOLUTIONS GROUP, INC. ____________________________ ___________________________ Peter Moy Barbara Tolbert Principal Mayor Date: _____________________ Date: _____________________ ATTEST: _________________________ August 31, 2015 Page 2 www.fcsgroup.com SECTION I: RELATIONSHIP OF THE PARTIES The City of Arlington ("Client"), desires to conduct an Ambulance Cost of Service and Rate Study ("Project"). In furtherance of the Project, the Client hereby contracts with Financial Consulting Solutions Group, Inc. ("FCS GROUP") to perform the professional services described in Exhibit A of this Agreement. All services shall be performed under the joint supervision of the Client’s Representative, Bruce Stedman, or a designee or designees identified in writing to FCS GROUP by the Client’s Representative. This Agreement shall inure to the benefit of and be binding upon successors, assigns, and legal representatives of each of the Parties hereto. Any assignment or transfer of an interest in this Agreement by either Party without the written consent of the other shall be void. SECTION II: CONTRACT PROVISIONS 1. Scope of Work: FCS GROUP shall perform the service for the Client which as defined in Exhibit A of this Agreement. 2. Time for Completion: The Scope of Work for the conduct of the study as set forth above is anticipated to be completed by FCS GROUP within a time frame approximating that shown by the following schedule: Notice to Proceed: On or before September 14, 2015 Completion of Analysis: On or before November 30, 2015 Completion of Project: Depending on a City presentation, but no later than January 31, 2016. FCS GROUP agrees to perform the work described in the Scope of Work according to the contract schedule. Any delays shall be agreed upon by FCS GROUP and Client prior to the due date. Changes in the schedule caused by Client delays may require additional compensation and a change order. If FCS GROUP is delayed in the performance of services by conditions which are beyond their control, or by a change in the scope of work, the schedule showing time of performance may be revised. Any revision thereto shall be submitted in writing to the Client for review and approval by the Client Representative. If FCS GROUP’s services are temporarily suspended by the Client in the interest of the Project and with written notice to FCS GROUP, and the suspensions last longer than 90 consecutive days, FCS GROUP shall be compensated for any additional labor and direct expenses incurred due to the interruption and resumption of services. 3. Payment: FCS GROUP will be paid by the Client on a time and materials basis as outlined below and in accordance with the standard billing rates attached hereto as Exhibit B. FCS GROUP agrees to perform the services as set forth in Exhibit A at a cost not to exceed $26,795. It is understood that FCS GROUP will not exceed this amount without the Client’s prior written authorization. Payment to FCS GROUP for services set forth in Exhibit A shall be: an amount equal to FCS GROUP's standard billing rates as set forth in Exhibit B multiplied by the actual hours worked. Should any unforeseen project delays, not caused by FCS GROUP, and/or any requested amendments to the original scope of work, cause this contract to extend more than 90 days past the original contracted schedule date, any work and/or amendments to the work shall be billed at the standard billing rates in effect for the period of time the work is being performed. If said change in billing rates will cause the project to exceed the amount stated in the preceding paragraph, a change order will be prepared and signed by both parties. Direct expenses will not be charged except as identified in Exhibit B. Payment shall be made monthly upon receipt and approval of FCS GROUP's invoice. August 31, 2015 Page 3 www.fcsgroup.com 4. Supplemental Agreements: Supplemental Agreements may be entered into upon mutual written agreement that would increase or decrease the scope and associated costs and payment. 5. Work to be Accomplished: All work accomplished will be performed under the direction of the Client Representative or his/her Designee. 6. Termination: This contract may be terminated by the Client by giving FCS GROUP written notice of such termination no fewer than fifteen (15) days in advance of the effective date of said termination. FCS GROUP shall be entitled to terminate this agreement only in the case of a material breach by the Client, and upon failure of the Client to remedy said breach within fifteen (15) days of said notice. In the event that the contract is terminated before completion, FCS GROUP shall be paid for the services to date on the basis set forth in Paragraph 3, plus 10% of the total compensation earned to time of termination to compensate for FCS GROUP's rescheduling adjustments, reassignment of personnel, and related costs incurred due to termination. The Client shall notify FCS of termination or abandonment in writing. 7. Indemnity: FCS GROUP shall comply with all Federal Government, State and local laws and ordinances applicable to the work to be done under this Agreement. FCS GROUP hereby agrees to hold the Client harmless from and shall process and defend at its own expense, specific claims, demands or suits at law or equity, arising from FCS GROUP's negligent performance of the provisions of this Agreement; provided that if the Client and FCS GROUP are concurrently negligent, FCS GROUP shall be required to indemnify and defend only in proportion to negligence of FCS GROUP. These indemnity provisions shall not require FCS GROUP to defend or indemnify the Client against any action based solely on the alleged negligence of the Client. 8. All Work Produced is Joint Property of FCS GROUP and the Client: The materials, computer programs, reports, calculations, analyses, etc., generated by FCS GROUP under this contract including the final report shall be the joint property of the Client and FCS GROUP. FCS GROUP may retain copies thereof for work paper documentation and their own use unless specifically restricted in writing by the Client as to use. Computer models use generally available software, such as Microsoft Excel (TM), and FCS GROUP does not intend or imply any warranty of those programs. 9. Financial Forecasts: Neither FCS GROUP's name nor the report and its financial projections may be referred to or included in any prospectus or as a part of any offering or representation made in connection with the sale of securities or participation interests to the public, whether through a public or private offering. The information used in developing the forecast assumptions will be derived from published information and other sources FCS GROUP considers appropriate. However, FCS GROUP cannot assume responsibility for the accuracy of such material. Moreover, forecasts are subject to many uncertainties as to the future; therefore, FCS GROUP cannot represent that the projected financial statements will be representative of the results that actually occur. FCS GROUP will endeavor to include appropriate comments drawing the readers' attention to these matters. 10. Integrated Agreement: This agreement together with attachments or addenda, represents the entire and integrated agreement between the Client and FCS GROUP supersedes all prior negotiations, representations, or agreements writ ten or oral. This agreement may be amended by written instrument signed by both the Client and FCS GROUP. 11. Independent Contractor: The parties intend that an independent Contractor/Client relationship will be created by this agreement. No agent, employee, or representative of FCS GROUP shall be deemed to be an agent, employee, or representative of the Client for any purpose. FCS GROUP shall be August 31, 2015 Page 4 www.fcsgroup.com solely responsible for all acts of its agents, employees, representatives, and subcontractors during the performance of this contract. 12. Equal Opportunity: FCS GROUP is committed to the principles of providing equal employment opportunities for all employees. The performance and diversity of our employees will help us meet the challenges of the present and the future in serving our clients. This policy statement is a reaffirmation of our long-standing commitment to provide equal opportunity on the basis of individual merit and personal qualifications to employees and applicants for employment without regard to race, color, religious creed, sex, sexual orientation or preference, gender identity, genetic characteristics or information of employee or family, age, national origin, ancestry, marital status, citizenship, the presence of sensory, mental, or physical disability, pregnancy/childbirth or related condition, medical condition, membership in the military service, veteran’s status, political ideology or any other basis protected by applicable federal, state, or local laws. 13. Notices: Notices to the Client shall be sent to the following address: City of Arlington Attention: Bruce A. Stedman Public Safety Director 6231 188th Street N.E. Arlington, WA 98223 Notices to FCS GROUP shall be sent to the following address: Financial Consulting Solutions Group, Inc. Attention: Peter Moy, Principal Redmond Town Center 7525 – 166th Ave. NE, Suite D-215 Redmond, Washington 98052 August 31, 2015 Page 5 www.fcsgroup.com EXHIBIT A: SCOPE OF WORK AND TASK PLAN TASK 1 – Conduct Kick-off Meeting The consultant team will conduct a project kick-off meeting with staff from the Public Safety Department and any other key stakeholders such as the Finance Department and staff from other jurisdictions. The Public Safety Department will serve as the primary contact for FCS GROUP to assist and provide information for the cost of service and rate study. The agenda for this meeting will include basic data collection, a discussion of project goals and parameters, formulation of the project schedule, and discussion of other coordination issues. A written data request will be provided to appropriate City staff members in advance of this meeting. TASK 2 – Review and Analyze Fire Department and Ambulance Costs and Workload Data To determine the cost of service, we will collect an d review information on the City’s costs to provide its emergency medical services and ambulance services. We will rely on the City staff to provide the data necessary to conduct our analyses. The data will in clude actual fire/EMS revenues and expenditures for 2014, the 2015 Fire/EMS revenue and expenditure budgets, fire and EMS incident data by jurisdiction, dispatch and service time data by unit and jurisdiction, and the number of accounts and billing units by customer class. Specific 2014 and 2015 revenue data will be reviewed as well as call and response data for these same years. Because of our methodology for determining availability and demand costs, we will also need to know the total servic e time spent responding separately to fire/other and EMS incidents by jurisdiction. TASK 3 - Develop a Cost of Service Framework After reviewing the City’s fire department and EMS/ambulance costs, we will develop a cost of service framework consistent with the provision in RCW 35.21.766. We will identify the costs associated with the basic infrastructure needed to respond to calls for service and the costs asso ciated with responding to calls for service. We will review the framework with the City staff to determine if the City has data to support the framework and allocation factors used to distribute the various costs. TASK 4 – Determine the Cost of Service Based on the framework, we will develop a cost of service model that will allocate the costs between fire and EMS/ambulance services, availability and demand cost categories, and the City and other jurisdictions. Availability costs include dispatch, labor, training, equipment, patient care supplies and maintenance of equipment. Demand costs include costs related to the frequency of calls, distances from hospitals, and other costs related to responding to a call. The current ambulance fee revenue will be reviewed to determine its impact on the demand costs. TASK 5 - Identify Potential Customer Classes and Cost Allocation Methods To develop the ambulance utility rates, customer classes and the use of the ambulance service must be determined. We will work with the City to identify service and customer data, and depending on the data available, this work might require additional assistance from the utility billing staff and possibly the Land Use Planning staff. In analyzing customer classes, allocation methods, and rate structures, utility rate setting concepts will be used whenever they are applicable to EMS and ambulance services. If areas are served outside of the City where no ambulance utility fee can be charged, the City will need to determine how it should allocate its costs for those services and whether the neighboring fire districts have the resources to pay the full cost of services provided to their residents if transport and EMS revenues do not cover their costs. We will rely on the City to provide the account data for the customer classes. August 31, 2015 Page 6 www.fcsgroup.com TASK 6 - Calculate Availability and Demand Rates for Each Customer Class Once customer classes, allocation methods, and rate structures have been identified, the City’s revenue requirements for the availability and demand services will be calculated for the potential customer classes. After identifying the costs associated with these services, rates consistent with RCW 35.21.766 will be developed. If costs are not anticipated to change (i.e. no additional staff will be hired) significantly in the near future, rates can be adjusted by the percentage change in the future budgets related specifically to EMS and ambulance services. We will meet with the staff to discuss the preliminary results. However, if the City plans to add additional staffing and/or medic units, a five year forecast might be needed to identify the ambulance rate impacts. If the City expects that staffing will change in the near future, we would suggest adding Optional Task 9. TASK 7 – Compare Costs to Revenues by Jurisdiction To determine whether each jurisdiction is paying its share of the cost of the services provided to it, the costs associated with serving non-City areas will be compared to the fees generated and the contributions provided by each jurisdiction. The comparison will show whether the City is recovering its costs for providing services to the neighboring jurisdictions. TASK 8 – Identify the Impacts of Matching Costs with Revenues If the Task 5 comparisons show that a jurisdiction is not contributing enough revenue to offset the City’s cost of providing services, we will identify the potential impact of increasing fees or tax revenue to support the full cost of service. TASK 9 - Prepare a Report To document the assumptions, methodology, analysis, customer classes, and rates, FCS GROUP will first prepare a draft report. We will meet with the City staff to discuss the draft report and will make changes, as appropriate, before issuing a final report. We will provide ten copies of a bound final report and an electronic version of the report. TASK 10 – Present Results FCS GROUP will prepare and make one presentation for the City that could include either the City staff and the Mayor, a City Council Committee, and/or the full City Council and the Mayor. OPTIONAL TASK 11 – Develo p a Five Year Forecast Once the rates have been established for the base year such as for 2015, we will forecast costs over the next five years to determine the necessary rate incr eases needed to support any additional staff or medic units. In addition, we will also need a forecast from the Fire Department on what its projected fire and EMS incidents will be in the future to help determine how an additional unit or staff will impact the other fire and medic units. August 31, 2015 Page 7 www.fcsgroup.com EXHIBIT B: FINANCIAL CONSULTING SOLUTIONS GROUP, INC. FEE SCHEDULE LABOR Name Title Billing Rate Peter Moy Principal $225 To be Determined Project Consultant $150 To be Determined Analyst $120 Administrative Support $80 DIRECT EXPENSES Direct Expenses will not be charged for ordinary project-related expenses. For any client-requested extraordinary expenses, specific terms will be established prior to expenditure and billing.