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HomeMy WebLinkAbout11-09-2015 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. Acceptance of COPS Grant ATTACHMENT A Staff Presentation: Paul Ellis Council Liaison: Mayor Pro Tem Chris Raezer 2. Board Appointments for Lodging Tax Advisory Committee ATTACHMENT B and Park, Arts and Recreation Committee Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Chris Raezer 3. Memorandum of Understanding (MOU) with IAFF Local #3728 ATTACHMENT C Regarding Temporary Medical Services Officers (MSOs) Staff Presentation: Bruce Stedman Council Liaison: Jesica Stickles 4. Authority to Bid Gleneagle Storm Pond Maintenance ATTACHMENT D Staff Presentation: Jim Kelly Council Liaison: Randy Tendering 5. Smokey Point Safety Improvement Project ATTACHMENT E Staff Presentation: Eric Scott Council Liaison: Debora Nelson 6. Interlocal Agreement (ILA) for Arlington-Marysville ATTACHMENT F Manufacturing Industrial Center (MIC) Market Study Staff Presentation: Chris Young Council Liaison: Marilyn Oertle Arlington City Council Workshop Monday, November 9, 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. 7. I-502 (Marijuana Reform) Update Staff Presentation: Chris Young 8. Miscellaneous Council Items 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 Mayor Barb Tolbert To open all attachments, click here City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: November 9, 2015 SUBJECT: Acceptance of Community Oriented Policing Services (COPS) Grant for 2 Officers ATTACHMENTS: Notification from US Department of Justice DEPARTMENT OF ORIGIN Administration / Police EXPENDITURES REQUESTED: $343,637 over 3 years BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Council is asked to authorize the acceptance of the Community Oriented Policing Services (COPS) Grant for 2 officers. The grant is for $250,000 in federal funds over a three-year grant period. The local cash match for the award is $343,637 over the three- year period. HISTORY: The City applied for the COPS grant in June 2015 and received notice of the award on October 1. ALTERNATIVES Reject the grant and return the funding to the US Department of Justice. RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item WS #2 Attachment B COUNCIL MEETING DATE: November 9, 2015 SUBJECT: Lodging Tax Advisory Committee and Parks, Art and Recreation Commission Appointments ATTACHMENTS: Lodging Tax Advisory Committee Memo, redacted applications of Vicki Johnson, Eric Stroschein, and Taira Knee DEPARTMENT OF ORIGIN Administration; Contact Kristin Banfield 360-403-3444 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Two applicants for the Lodging Tax Advisory Committee were interviewed to replace Kristen Granroth and Laura Kuhl after their term expirations April 1, 2015. The interview panel recommends the appointment of Vicki Johnson and Eric Stroschein. Their terms will expire April 1, 2017. Two applicants for Parks, Art and Recreation Commission were interviewed. The interview panel recommends the appointment of Taira Knee. HISTORY: Vicki Johnson represents the Arlington Arts Council and Eric Stroschein represents Stillaguamish Genealogy Conference. ALTERNATIVES Reject interview committees’ recommendations. RECOMMENDED MOTION: Workshop; discussion only. At the November 16, 2015 Council Meeting, the motion will be “I move to confirm the appointments of Vicki Johnson and Eric Stroschein to the Lodging Tax Advisory Committee, and Taira Knee to Parks, Art and Recreation Commission.” APPLICATION FOR BOARDS & COMMISSIONS Name Vicki Lee Johnson Address* Phone (home)Phone (work) E-mail address I am interested in serving on the following Boards and Commissions (check all that apply) Airport Commission Civil Service Commission Parks, Arts, and Recreation Commission Cemetery Board Library Board Planning Commission Lodging Tax Advisory Committee Citizens Salary Commission Background/Experience/Interest I have been an artist all of my life, and I have been lucky enough to turn it into a full-time occupation, since retiring. I have a passion for returning art back to the public, and as Vice President of the Arlington Arts Council, I have a special interest in promoting art and music to the city of Arlington. I have quite a bit of experience with people, including a 20-year career as a diplomat in Southeast Asia. I have worked several years in retail, which certainly honed my skills of patience in dealing with the public, and I love working with people. It is very important to me and the Arts Council that we cultivate a good relationship with the City of Arlington and its residents, and that we afford everyone an opportunity to enjoy the arts as much as we do. The Lodging Tax has been a huge factor in allowing us to present wonderful concerts and art to the public, and I would be honored to participate on the Advisory Committee. Thank you, Vicki Johnson Date:April 21, 2015 Eric Stroschein ✔ 08/28/2015 (Attach page for additional space) Please accept this letter as my desire to be a member of the Arlington Lodging Tax Advisory Committee. I have a successful genealogical and historical research firm, I am a board member and past board member of several non-profit organizations, and I am a 26 year veteran of the Seattle Fire Department. Through all of this experience I have been able to hone my decision making skills. Although not all decisions are life and death, most all require a balancing act between expedience, economics, and public good. I excel at this. I have been involved with the Northwest Genealogy Conference for the last two years. The conference is an extremely successful Arlington event sponsored by the Stillaguamish Valley Genealogical Society. We more than doubled the size of the event in 2015. I have been integral to the grant writing, program planning, preplanning, and execution of the conference. Our event has definitely put heads in beds while bringing people to Arlington from all over the United States and Canada. I would be very interested in the open position on the Lodging Tax Advisory Committee. I feel I can bring a great perspective of not only a business person and public servant but also a board member of an NPO. Thank you. Taira M Knee ✔ 10/12/2015 (Attach page for additional space) Thank you for taking the time to review my application. I am a hard working in professional who enjoys volunteering in my community. I currently volunteer for the Arlington Police Department and the Downtown Business Association. I possess over 10 years’ experience in executive business management, both administrative and operational. I have successfully owned and operated three small businesses in the City Arlington, WA. I desire to create unity, culture and support our community. Creating events is a great way to do this. I have been honored to work alongside Sarah Lopez, Recreation Director and Brittany Klineman, DABA Treasurer. I and really appreciate what they offer to our community. While obtaining my work experience, I have developed techniques and sustainable strategies that have enabled me to effectively engage citizens, creating community involvement. I believe in cultivating and nurturing relationships to create unity and community participation. “Together we are better – Together we are stronger” – Together we WILL succeed.” My mantra at Paramount Business Coaching is to encourage, inspire and support. Last spring, I successfully completed a course in business success coaching and opened my own practice in November 2014. I’m currently working towards completing my Bachelor of Arts in Business Management also receiving my NLP certification to further my coaching career. In addition, I have desires to obtain a Criminal Justice degree and volunteer for the Snohomish County Sheriffs Office. I hope you will consider my application for appointment to your board. I look forward to adding value to your team. At your request, I can provide professional references, letters of recommendation and any other documents you may require. Thank you for your consideration. City of Arlington Council Agenda Bill Item WS #3 Attachment C COUNCIL MEETING DATE: November 9, 2015 SUBJECT: MOU with IAFF Local #3728 for Temporary Medical Services Officers (MSO) ATTACHMENTS: MOU DEPARTMENT OF ORIGIN Fire Department- Contact PSD Bruce Stedman (360) 403-3601 EXPENDITURES REQUESTED: $1,500 per month BUDGET CATEGORY: 522-71-10-00 LEGAL REVIEW: DESCRIPTION: This agreement establishes 3 temporary positions of “Medical Services Officers”, the selection process for these positions, their level of authority and compensation for the additional duties. Medical Services Officer is not a promotion but rather additional duties assigned to current, non-probationary Paramedics. HISTORY: The City of Arlington Fire Department previously employed a fulltime Medical Services Administrator (MSA) to oversee all EMS related activities. Due to budget restraints, this position was eliminated in the 2015 budget and the duties were performed by the former MSA on a part-time basis contract. Current State Retirement guidelines does not allow this contract to be extended. It is the intention to replace the MSA position as soon as it is economically feasible. ALTERNATIVES Contract with a different part-time MSA until able to replace position. Hire a full-time MSA RECOMMENDED MOTION: Workshop; discussion only. 1 Memorandum of Understanding The purpose of this Memorandum of Understanding between the City of Arlington (the “City”) and Local No. 3728, International Association of Firefighters (the “Union”) is to memorialize an agreement reached between the parties regarding the medical services officer position. Recitals The parties have in place a collective bargaining agreement covering the period from January 1, 2014 through December 31, 2016 (the “Agreement”). The City of Arlington Fire Department previously employed a fulltime Medical Services Administrator (MSA) but did not fund that position in the 2015 budget due to budget constraints. Former MSA Doug Schmidt was retained on contract for a (6) month period from March to September in 2015. That contract has expired and will not be extended. Both the City and the Local understand and agree that the duties of the MSA are critical and need to be met if we expect to continue an acceptable level of service. Both parties agree this is not a permanent solution to the problem and needs to be addressed formally by the City in the future. The parties have now reached agreement on the medical services officer position. The parties have created this Memorandum to record their agreement. Agreement Now, therefore, the parties agree as follows: 1. The City will select and assign three (3) bargaining unit members to share the responsibilities as medical services officers (MSO). 2. The duties of the MSOs will be similar, but each individual selected may have duties assigned that are specific to them. 3. The acceptance of these duties is not a promotion, but an acceptance of additional duties outside of regular duties. 4. The three (3) chosen members shall be responsible for monitoring the EMS program and ensuring that applicable needs are met. Each member will have a specific focused duty, but will also be responsible for daily monitoring and reporting. The three key duties are; a. Quality control, QA and Medical Control contact b. Supply ordering and medication monitoring c. EMS training and certifications 5. A selection process shall be conducted that identifies (3) individuals capable and competent of performing the listed duties. The following shall apply to selection of the individuals; a. Position shall only be available only to Local 3728 members. 2 b. There shall be (3) total individuals chosen, one being assigned to each shift (A,B,C). c. The position shall be open to non-probationary personnel with a current Paramedic certification. d. Each interested and eligible individual shall submit a letter of interest for the positions with a recommendation from your shift Officer. e. The selection process shall consist of a review of the submitted letter of interest and an oral interview with the Acting Fire Chief. 6. The following are the specific duties of assigned to all Medical Services Officers regardless of shift: a. Review all Medical Incident Reports generated for accuracy, documentation, coding and quality on a daily basis to include previous shifts or documents in the Que. b. Orients new staff, coordinates ongoing medical training for Medics and EMT’s on shift, reviews work, maintains work standards, and evaluates performance of staff from an EMS perspective. c. Monitors ALS Preceptor Program to ensure compliance for new employees. d. Monitors patient care for adherence to established medical standard of care and SOP's. e. Makes recommendations for EMS budget preparation. f. Acts as Liaison to Snohomish County EMS and CVH for quality assurance, run review, other EMS meetings. g. Responsible for ordering and maintaining all EMS supplies and medications h. Responsible for oversight of the controlled substance program. i. Responsible to see that department personnel receive adequate ongoing medical training and that proper documentation and certifications are maintained. j. It shall be the responsibility of the individuals to see that assigned duties are continued in times of personal absences by using the other (2) two. 7. Level of Authority a. The positions will have an increased level of authority in regards to the EMS service. Regardless of seniority or other factors, the MSO positions will have the authority to direct, correct, and counsel department EMS providers on EMS matters. b. With the exception of direct medical care being provided, the Shift Captain retains ultimate authority for the shift. 8. The individuals selected will receive an additional five hundred dollars ($500) per month for performing these duties. Each will also be eligible to receive overtime pay to attend approved meetings or other duties per the Acting Fire Chief. 9. This agreement shall remain in effect until terminated by either party in written form. 3 Signed and Dated this day of , 2015. City of Arlington By____________________________ Its____________________________ Local No. 3728, International Association of Firefighters By____________________________ Its_____________________________ City of Arlington Council Agenda Bill Item WS #4 Attachment D COUNCIL MEETING DATE: November 9, 2015 SUBJECT: Authority to bid Gleneagle Storm Pond Maintenance Project ATTACHMENTS: - Request For Bid document (Draft) DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: $ 35,000 (Estimate) BUDGET CATEGORY: Storm Capital - Fund 409 LEGAL REVIEW: DESCRIPTION: Staff is requesting authority to advertise for Gleneagle Storm Pond Maintenance project. HISTORY: During the HCI litigation, hydraulic engineers for the defendants reanalyzed the current Gleneagle storm system configuration, its connection to the downstream conveyance, and its connection the City’s storm system. The hydraulic engineers recommended that maintenance be performed on the two outfalls on Pond W-1 (pond at 67th Ave and Woodlands Way) to increase flow to the downstream conveyance and limit flow into the City’s storm system. This maintenance work will help prevent overloading of the City’s storm system and flooding of 67th Ave. ALTERNATIVES - Remand to staff for additional information - Table pending additional discussion RECOMMENDED MOTION: Workshop; discussion only. The next council meeting recommendation will be: “I move for Council to authorize staff to bid the Gleneagle Storm Pond Repair Project, pending final review by the City Attorney.” REQUEST FOR BID Project: Pond W-1 Outfall Structure Maintenance Project No: P02.399 1.0 BID ADVERTISEMENT Notice is hereby given that sealed bids will be received by the City of Arlington for the Pond W-1 Outfall Structure Maintenance Project. Bids will be accepted at the City of Arlington Public Works Department, 154 W. Cox, Arlington, Washington 98223, until 2:00 p.m. on December 2, 2015. Bids received after the bid date and time will not be considered. Immediately following the deadline for submission, bids will be publicly opened and read aloud. 2.0 PREBID MEETING An optional pre-bid meeting will be held on Monday, November 23, 2015 at 3:00 P.M., local time at the City of Arlington Public Works Department, 154 W. Cox, Arlington, Washington 98223. Other site visits may be coordinated with the Project Administrator, Ms. Linda Taylor; please call 360-403-3516 for scheduling availability. 3.0 SCOPE OF WORK The Work for this project entails modifying two outfall structures located on Pond W -1, a stormwater pond located at the SE corner of 67th Ave NE and Woodlands Way in Arlington, WA. Information about the two outfall structures is shown on the attached drawings. Specific information on modification work to be performed on each outfall structure is presented below: Outfall CB 11-5 - Remove existing 72-inch diameter flat-top cover. - Remove a section of the concrete V-notched weir as shown in the attached drawings. - Install overflow ports per Alternate #2 - Replace and reset existing flat-top cover. Outfall CB 12-1 - Remove existing 72-inch diameter flat-top cover and add 12” x 72” riser on existing structure. Include one ladder rung. - Fabricate and install an adjustable weir. Set weir crest to elevation 148.00, to be established by City of Arlington. - Replace and reset existing flat-top cover. Engineer’s Estimate - The Engineer’s Estimate for this work is $35,000.00 Request For Bid Modification to Pond W-1 Outfall Structures Project P02.399 Page 2 of 7 4.0 Specifications – This project will be constructed in accordance with the following: - City of Arlington Public Works Engineering Design and Construction Standards & Specifications, July 2008 - Washington Department of Transportation 2014 Standard Specifications for Road, Bridge, and Municipal Construction If there is a conflict between the two specifications, the City of Arlington specifications will take precedence. 5.0 ATTACHMENTS – The following documents are attached to this Request for Bid solicitation. 5.1 Bid Documents - Instruction to Bidders - Bid Form - Deposit or Bid Bond Form 5.2 Contract Documents - City of Arlington standard Purchase Order with terms and conditions for service related work NOTE: work for this project will be contracted with the issuance of a Purchase Order once all contract documents have been received. - Performance Bond - Retainage Option Form 5.3 Construction Drawings - 5 Construction Drawings (8½” x 11”) - 2 Construction Drawing (11” x 17”) 6.0 Schedule –The project will be complete within 20 working days from issuance of Purchase Order; 10 days to provide submittals/contract documents and 25 day for completion of work. ---- END OF REQUEST FOR BID SOLICITATION ---- Request For Bid Modification to Pond W-1 Outfall Structures Project P02.399 Page 3 of 7 D RAWING #1 Request For Bid Modification to Pond W-1 Outfall Structures Project P02.399 Page 4 of 7 DRAWING #2 Request For Bid Modification to Pond W-1 Outfall Structures Project P02.399 Page 5 of 7 DRAWING #3 Request For Bid Modification to Pond W-1 Outfall Structures Project P02.399 Page 6 of 7 DRAWING #4 Request For Bid Modification to Pond W-1 Outfall Structures Project P02.399 Page 7 of 7 DRAWING #5 City of Arlington Council Agenda Bill Item WS #5 Attachment E COUNCIL MEETING DATE: November 9, 2015 SUBJECT: Smokey Point Safety Improvement Project – Reject Bids and cancel project ATTACHMENTS: - Bid Results DEPARTMENT OF ORIGIN Public Works –Eric Scott EXPENDITURES REQUESTED: None BUDGET CATEGORY: Grant Funded/City Transportation Fund LEGAL REVIEW: DESCRIPTION: Staff is requesting authority to reject all bids received for the Smokey Point Safety Improvement Project and cancel the project. HISTORY: In fall of 2012 the Cit of Arlin ton applied for and received a $44,000 rant from the Federal Hi hwa Safety Improvement Program. The grant was a joint effort between Marysville and Arlington with Arlington’s work consisting of replacement of pedestrian crossing signal heads at one intersection and sign upgrades at another intersection. After we received notification of the award staff began developing the construction documents, however staff discovered as work progressed that meeting federal guidelines required expanding the scope from the original request: - Initial attempts to use County forces to save cost, eventually became infeasible due to documentation requirements. - Curb ramps must be upgraded to ADA requirements and were added to the project - Ped signal push buttons must be relocated (need electricians and new conduit/electrical) - Need full traffic control/flaggers (fed requirement) rather than typical setup - Project oversight by WSDOT approved Certifying Agent (outside Contract Management) After bidding this project, the bids received yesterday have the low bid by Sail Electric at $74,629.40. The Additional costs and administrative effort from City funds to construct this project make the project not a worthwhile investment. City of Arlington Council Agenda Bill Item WS #5 Attachment E ALTERNATIVES - Remand to staff for additional information - Table pending additional discussion RECOMMENDED MOTION: Workshop; discussion only. At the November 16th Council Meeting, staff will recommend the motion, “I move to grant authority to reject all bids for the Smokey Point Safety Improvement Project and cancel the project, pending final review by the City Attorney.” City of Arlington Council Agenda Bill Item WS #6 Attachment F COUNCIL MEETING DATE: November 9, 2015 SUBJECT: Agreement between the Cities of Arlington and Marysville regarding consultant services for an Arlington-Marysville Manufacturing Industrial Center (MIC) Market Study. ATTACHMENTS: Interlocal Agreement, Request for Proposal, MIC Market Study DEPARTMENT OF ORIGIN Community & Economic Development – Chris Young EXPENDITURES REQUESTED: $15,000 BUDGET CATEGORY: CED LEGAL REVIEW: DESCRIPTION: A Request for Proposal (RFP) was advertised jointly between Arlington & Marysville to conduct a Market Study for the Manufacturing Industrial Center (MIC). Community Attributes Inc. was the only firm that submitted an RFP for the Market Study for a total cost of $30,000. The cost will be distributed evenly between the cities per the proposed agreement. HISTORY: Arlington and Marysville have worked cooperatively to create the Arlington-Marysville MIC, which is supported by PSRC and SCT. The cities worked jointly to hire a consultant to conduct the market study and develop the RFP. Both cities agree that that the contract should be awarded to Community Attributes Inc. (CAI) and the cost of the study be divided equally between the two cities ($15,000). Marysville will act as the contracting agency and administer the agreement with CAI and both cities will have direct access to CAI and work cooperatively with CAI as the work is performed. ALTERNATIVES Remand to staff for additional information Table pending further discussion RECOMMENDED MOTION: Workshop; discussion only. AGREEMENT BETWEEN THE CITY OF ARLINGTON AND THE CITY OF MARYSVILLE REGARDING CONSULTANT SERVICES FOR AN ARLINGTON-MARYSVILLE MANUFACTURING INDUSTRIAL CENTER MARKET STUDY WHEREAS, the cities of Arlington and Marysville have adjacent manufacturing and industrial areas which the Puget Sound Regional Council has recognized as a joint regional industrial center; and WHEREAS, the cities worked cooperatively to create an Arlington - Marysville Manufacturing Industrial Center (AMMIC) in the future; and WHEREAS, the AMMIC is recognized by Snohomish County and the Snohomish County Tomorrow cooperative countywide planning group; and WHEREAS, the Puget Sound Regional Council is working on an evaluation of the regional centers framework; and WHEREAS, the cities worked jointly to hire a consultant who will develop a market study which will help in the application process to designate the Manufacturing Industrial Center; and WHEREAS, a jointly developed Request for Proposals was advertised for the consulting services; and WHEREAS, the cities agreed that the contract should be awarded to Community Attributes, Inc (CAI); and WHEREAS, to ease administering a contract with the consultant the cities agreed to split the cost of the consultant equally and have the City of Marysville act as the contracting agency; and WHEREAS, this agreement is necessary to allocate the costs associated with hiring CAI and to outline the commitment to work together; NOW THEREFORE, PURPOSE The purpose of this agreement is explained in the recitals, which are adopted as part of this agreement. SCOPE OF AGREEMENT Marysville will enter into an agreement with CAI to perform the services offered in CAI’s response to the RFP. Marysville will administer the agreement with CAI, including making payments to CAI. The agreement with CAI shall provide that CAI will provide any written or physical work product to both cities. Both cities shall have direct access to CAI for the purposes of this agreement. The parties will work cooperatively with CAI as it performs its work. Each party to this agreement shall pay $15,000.00 which is one-half of the cost of the contract with CAI. Arlington shall pay its share directly to the City of Marysville on or before _December 31,_________________, 2015. NO SEPARATE ENTITY No separate entity is created by this agreement. The Marysville Director of Community Development and the Arlington Director of Community and Economic Development shall be responsible for carrying out this joint undertaking. JOINT PROPERTY No real or personal property will be acquired, held, or disposed of except for the work product and materials created by CAI and at least one copy of those materials will be provided to each party to this agreement. DURATION This agreement will terminate upon the later of the payment of $15,000.00 by Arlington to Marysville or the provision of all materials and work product from CAI, whichever is later. FINANCE The total budget for this undertaking is $30,000.00, of which each party will pay one-half. HOLD HARMLESS Each party to this Agreement shall be responsible for its own acts and/or omissions and those of its officers, employees and agents. No party to this Agreement shall be responsible for the acts and/or omissions of entities or individuals not a party to this Agreement. TERMINATION This Agreement may be terminated by either party upon 60 days written notice. The terminating party shall be responsible for a proportional share of the costs incurred by CAI at the time of termination. DATE: ________________________ DATE: _______________________ _______________________________ ______________________________ MAYOR JON NEHRING MAYOR MARYSVILLE ARLINGTON Attest: Attest: ____________________________ _______________________________ April O’Brien Deputy Clerk Clerk Approved as to form: Approved as to form: _______________________________ ________________________________ Jon Walker, City Attorney Steven J. Peiffle, City Attorney