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Home My WebLink About12-14-2015 Council WorkshopSPECIAL 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 WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Cost of Living Adjustment for Non-Represented Employees for ATTACHMENT A 2015 and 2016 Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Chris Raezer 2. 2015 Budget Amendments ATTACHMENT B Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Chris Raezer 3. Lodging Tax Advisory Committee New Membership Proposal ATTACHMENT C Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Chris Raezer 4. Planning Commission 2016 Work Plan Presentation ATTACHMENT D Staff Presentation: Chris Young Council Liaison: Marilyn Oertle 5. Water/Sewer Connection Fee Proposal ATTACHMENT E Staff Presentation: Jim Kelly Council Liaison: Mike Hopson 6. Arlington Valley Road Right of Way Services ATTACHMENT F Staff Presentation: Eric Scott Council Liaison: Jan Schuette Arlington City Council Workshop Monday, December 14, 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. Appointment of City's Representative to Community Transit for 2016 ATTACHMENT G Staff Presentation: Kristin Banfield Council Liaison: Debora Nelson 8. Appointment of District One’s Representative to Snohomish ATTACHMENT H Health District for 2016 Staff Presentation: Kristin Banfield Council Liaison: Chris Raezer 9. Stillaguamish Senior Center Nutrition & Wellness Services Agreement ATTACHMENT I Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Chris Raezer 10. Boys & Girls Club Teen Night Agreement ATTACHMENT J Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Chris Raezer 11. 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 To open all attachments, click here City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Cost of Living Adjustment for Non-Represented Employees for 2015 and 2016 ATTACHMENTS: Proposed Cost of Living Adjustment DEPARTMENT OF ORIGIN Administration / Human Resources EXPENDITURES REQUESTED: $23,649.27 BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: In conjunction with the budget process and the recent adoption of two collective bargaining agreements, Administration and Human Resources are proposing a cost of living adjustment (COLA) for the City’s non-represented employees not under contract. Consistent with the recent settlements with the IAFF Local No. 3728 and the Arlington Police Officer’s Association, we are recommending a COLA of 3.5% retroactive to July 1, 2015 and COLA of 1.6% beginning January 1, 2016. Because the COLA for 2015 is for a half year, the actual COLA is 1.75% over the whole year. The cost of the COLAs were assumed in the development of the 2015 and 2016 budgets. HISTORY: The last cost of living adjustment (COLA) for non-represented employees was in January 1, 2009. ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only. CITY OF ARLINGTON NON-REPRESENTED EMPLOYEES COLA DECEMBER 1, 2015 Proposal is identical to IAFF Local No. 3728 settlement approved in August* and includes similar COLA amounts as awarded to APOA**. Non-Represented Employees 7/1/15 3.5% COLA* 1/1/16 1.6% COLA *Actual calculation is 1.75% if spread out for the full calendar year Directors & City Administrator Wages No increase at this time Last COLA for All Non-Represented Employees 3.0% - January 1, 2009 CITY COLA DATA City 2015 COLA Anacortes 2.25% Enumclaw 2.00% Ferndale 3.00% Lake Forest Park 1.50% Lake Stevens 2.00% Lynden 3.00% Mill Creek 1.47% Monroe 2.00% Snoqualmie 2.00% Arlington 1.75% Average 2.14% Budget Impact - Fund Level Breakdown General Fund 11,716.77 Utilities 7,940.94 Airport 2,280.52 EMS 1,010.90 Streets 700.13 TOTAL IMPACT TO DATE NON-REP GRAND TOTAL (July - Nov) 23,649.27 POLICE TOTAL (Jan-Oct)** 33,301.82 FIRE TOTAL (July-Aug)* 43,084.47 AFSCME Not settled *Fire Agreement approved by Council 8/17/15 **Police Agreement approved by Council 11/2/15 City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: December 14, 2015 SUBJECT: 2015 Budget Amendments ATTACHMENTS: Ordinance 2015 XXX – Exhibit “A” DEPARTMENT OF ORIGIN Finance Department, Kristin Garcia – Finance Director EXPENDITURES REQUESTED: $4,146,193 BUDGET CATEGORY: Breakdown attached LEGAL REVIEW: DESCRIPTION: Each year budget amendments are proposed to reflect unforeseen expenditures that have occurred since the original budget was adopted. For the 2015 budget, 66% percent of the amendments are for inter-fund transfers for cash flow purposes, closing out of two funds and to move operation reserves to capital improvement funds. The remaining 34% is due to unexpected expenditure activity, the majority of which is offset by an increase in revenues and paid for by grants and donations. HISTORY: Council has been aware of the expenditure activity and has reviewed and approved the expenditures throughout 2015. ALTERNATIVES State law requires budget amendments be approved prior to the end of the fiscal year. If the budget amendments are not approved by year end, the City will be out of compliance with state law. RECOMMENDED MOTION: Workshop; discussion only. At the December 21, 2015 meeting the motion will read; “I move to adopt Ordinance No. 2015-XXX amending the 2015 budget per attached Exhibit A”. ORDINANCE NO. 2015—XXX AN ORDINANCE AMENDING THE 2015 ANNUAL BUDGET OF THE CITY OF ARLINGTON BY PROVIDING SUPPLEMENT THERETO; PROVIDING TRANSFER AND ADJUSTMENT AUTHORITY AND DECLARING AN EMERGENCY WHEREAS, staff has identified the need to make certain revisions to the 2015 Annual Budget that were not foreseen when Ordinance No. 2014-018 was adopted on December 15th, 2014, and WHEREAS, this ordinance was introduced with proper notice and citizens given the opportunity to comment, and WHEREAS, because this will require increasing the appropriation level in one or more funds, an amendment is needed, NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON WASHINGTON AS FOLLOWS; Section 1. Pursuant to RCW 35A.33.090, an emergency is declared to exist and the 2015 Budget is hereby amended to provide for adjustments to expenditures, and by providing authority for any necessary transfers of money within or between funds as indicated in the “Changes” column on the attached Exhibit “A”. Section 2. That the attached is a summary of the amended budget for the year 2015 for the City of Arlington and that copies of the detailed amended budget are available to any interested taxpayer at the Finance Department, City Hall, Arlington, Washington. Section 3. This ordinance shall be in full force and effect after its passage, and publication according to law. Passed by the City Council and APPROVED by the Mayor this 21st day of December, 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: WS #3 Attachment C COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Lodging Tax Advisory Committee – Member Removal and New Member Appointment ATTACHMENTS: None DEPARTMENT OF ORIGIN Finance; Kristin Garcia – Finance Director 360-403-3431 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: A recently appointed member of the lodging tax advisory committee has become ineligible to serve as a committee member. The ineligibility of this member has been confirmed by City legal counsel. Staff has been unable to confirm with the committee member that they will voluntarily resign their position on the committee, therefore staff is recommending a public hearing be held to remove this individual from the committee. An application has been received by Ruth Caesar, President of the Stillaguamish Valley Genealogical Society to replace a member on the lodging tax advisory committee that has recently become ineligible to serve. An interview was conducted and the interview panel recommends the appointment of Ruth Caesar to the committee. Her term will expire April 1, 2017. City of Arlington Council Agenda Bill Item: WS #3 Attachment C HISTORY: On November 16, 2015, the Council appointed two members to the lodging tax advisory committee, Vicki Johnson and Eric Stroschein. Subsequent to that appointment, Mr. Stroschein became ineligible to serve on the committee as he is no longer participating in the organization that qualified him as eligible (Stillaguamish Genealogical Society). In addition, the organization to which Mr. Stroschein is currently serving, the Association of Professional Genealogists, does not qualify for funding as they do not have any active events within the City of Arlington. State law and Arlington Municipal Code require that the committee be comprised equally of members who represent businesses require to collect the tax and members who are involved in funded activities (eligible to receive funding). Legal counsel confirmed that “if the organization to which the member belongs is not engaged in local events, the organization presumably is not eligible for lodging tax funding because of the prohibition against the City making gifts of public funds; consequently the member would not be eligible to serve on the committee”. Going forward, we will update our process which will require applicants to provide a letter of recommendation from the organization they are representing to confirm the member is in good standing. ALTERNATIVES Reject staff recommendation. RECOMMENDED MOTION: Workshop; discussion only. At the December 21, 2015 council meeting a public hearing will be held and following the hearing, the first motion will read: “I move to repeal the appointment of Eric Stroschein from the Lodging Tax Advisory Committee”. At the December 21, 2015 meeting the second motion will read: I move to confirm the appointment of Ruth Caesar to the Lodging Tax Advisory Committee. City of Arlington Council Agenda Bill Item: WS #4 Attachment D COUNCIL MEETING DATE: December 14, 2015 SUBJECT: 2016 Planning Commission Work Plan ATTACHMENTS: Proposed Work Plan and Power Point Presentation DEPARTMENT OF ORIGIN Community & Economic Development – Chris Young 36-403-3432 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Staff and the Planning Commission developed a work plan process to better identify and facilitate the workload for 2016. This not only serves as tool to establish tasks and identify resources needed to complete the goals, it also assists the city attorney with forecasting land use tasks and identifies future budget needs for programs. Most importantly, it will serve as a tool to keep the council advised on Planning Commission tasks during the year and produce the annual report at the end of each year. HISTORY: Typically the Planning Commission only meets to handle items that are agenda specific. Agenda items are formulated by proposed development and or changes to Land Use Codes or other statutory process. When there are no items for the agenda – no meeting took place. The Work Plan serves as the 2016 agenda so there will always be a minimum of two meetings per month. ALTERNATIVES N/A RECOMMENDED MOTION: Workshop; discussion only. 2016 Planning Commission Work Plan The purpose of the Work Plan is to break down the goal setting process into smaller, more actionable steps. This work plan helps with outlining what is needed to accomplish each goal (collaboration, resources, due date or frequency, anticipated obstacles and solutions). The goals can be listed first and then ranked in order of priority in the 1st far left column. REMEMBER:  Use SMART goal setting: Specific, Measurable, Attainable, Relevant, and Trackable & Time Bound  Established goals are created as fillers for Planning Commission meetings and do not take the place of required development meetings  Track progress made throughout the year to stay on target and bump out as necessary to accommodate development items WORK PLAN Rank # Goal & Sub Tasks Collaboration Needs/Process Resources Needed Date Due or Time Line Anticipated Obstacle Solution Progress Made 1. AMC 20.96 Amendment Process LUCA Process None Jan. 2016 None Drafted 2. AMC 20.90 Deferred Impact Fees LUCA Process None Jan. 2016 None Drafted 3. AMC 20.44 Supplemental Uses Public Hearing None Feb. 2016 Public Comments Multiple Meetings 4. TDR’s AMC 20.37 PDS/Consultant LUCA Process None Feb. 2016 5. Horizontal Mixed Use LUCA Process Consultant Services Feb. 2016 6. AMC 20.68 Sign Code Sub Tasks Reconvene Sign Code Committee to formulate separate work plan and time line Sign Code Committee Public Hearing Council Legal – recent changes regarding protected signage. City Attorney assistance Time Line Required Public Comments Multiple Meetings 7. WASA Other Sub-Areas Sub Tasks Technical Advisory Group Align with Retail Focus Area Initiative Align with MIC Public Hearings Stakeholders Council PSRC Joint Commissions Staff Time and Consultant Services Time Line Required Public Comments Budget Item Multiple Meetings 8. Design Review Guidelines LUCA Process None 2016 Planning Commission Work Plan 9. Public Participation Plan Sub Task Identify Platform for implementation Council Budget Item 2017 Budget Item 10. Comprehensive Plan On-going clean up LUCA/Docket Process Budget Item 11. MIC Overlay Language Consultant Services Budget Item 12. 13. 14. 15. 16. 17. 2016 WORK PROGRAM TRACKER AMC Chapter Title 1st Draft Complete Notice of PH Published SEPA Issued SEPA CP End DOC Sent DOC End Public Hearing PC F of F Due/Received Council CAB Due/Sent Draft Ordinance Due/Received Council WS Council Vote Ordinance Publication Date Ordinance Effective Date Notice of Adoption Sent to DOC (10 days) Appeal Deadline TBD ESB 5761 20.96 Amendments 20.90 Impact Fees 20.44 Supplemental Uses 20.68 Signs 20.42 WASA Project Address Description Submittal Date Staff Report / Design Guideline Matrix Design Review Board Approval San Juan Salsa 6015 192nd Street The project site is located on the north side of 192nd Street and is Lot 78 of Arlington Airport property. The lot is approximately 0.95 acres. The proposed project will construct a commercial building (+/‐ 11,150 sf) to expand the gross production area. The project will add +/‐ 17,270 sf of asphalt that will consist of parking, driveway, and frontage improvements along 192nd Street. Storm water run‐off from the impervious surfaces will collect in 1 of 3 swales and infiltrate into the ground. Water and sewer services will be provided by the City of Marysville. 11/24/15 Grimmer Lot 168th 37xx 168th Street The project site is located on the north side of 168th Street. The lot is approximately 1.97 acres and is currently vacant with no existing structures. The proposed project is to construct a steel construction building (+/‐ 31,245 sf) and associated parking. The project site will be accessed from 168th Street and a new right of way constructed on the east side of the building. Water and sewer services will be provided by the City of Marysville. Park 77 20201 77th Avenue The project site is located on the east side of 77th Avenue. The lot is approximately 8.02 acres and is bordered by existing single‐family residences on the east, multi‐family residences to the south and commercial development to the north and west. The proposed project will include fifteen 3‐story apartment buildings, and a commons/service/recreation building with 2‐story apartments, and all associated concrete walks, recreation areas, asphalt drives, parking areas, and landscaping requirements. All proposed utilities will be installed underground, including a stormwater Low Impact Development infiltration and pervious pavement systems. The sanitary sewer will be connected to the existing system in 77th Avenue. Water and sewer services will be provided by the City of Arlington. The proposed water service will be looped through the development, connecting to Arlington’s existing water main within 77th Avenue. The Park Self Storage 37xx 166th Place The project site is located on the south side of 166th Place. The lot is approximately 3.23 acres. The proposed project will include approximately thirteen buildings with approximately 243 storage units (ranging in size from 2,450 sf to 12, 000 sf) and a two story office building (1,800 sf). Access will be taken from 166th Place. Water and sewer services will be provided by the City of Marysville. The storm water concept is to infiltrate on site with an emergency overflow to the existing ditch along the Westerly and Southerly parcel boundary. Portage Creek 84xx 207th Street The project site is located on the north side of 207th Street and is Lot 1 from the undeveloped plat of Portage Creek Estates recorded in 1994. The lot is approximately 5.9 acres and is currently vacant with no existing structures. The proposed project is to build 19 single‐ family residences, along with open space and a mini park. The project site will be accessed from 207th Street. Water and sewer services will be provided by the City of Arlington. City of Arlington PLANNING STRATEGY Pendulum Process Planning Commission (1) Staff (2) City Council (3) Expectation/Goals/Objectives Goals & Objectives Support/Legislation/Budget Elements Elements Public Participation Citizen engagement Boards/Commissions Pendulum Process Staff prepares Commission agendas based on; ◦Applications/requests received ◦From the established work plan ◦From the statutory requirements regarding land use planning ◦From Executive/Council Staff prepares report for Commission agenda items ◦Pendulum swings up to Planning Commission for Workshop Discussion ◦Pendulum swings back down through various Elements that will be required as part of the decision‐making process, such as other Boards and Commissions, Public Hearings, etc. ◦Pendulum swings up to Council to share information via Council Workshop ◦Pendulum swings back down through various Elements that may be required ◦Pendulum swings back up through process for PC Decision (Facts and Findings) ◦Pendulum returns to Council for final action based on Facts and Findings Roles and Responsibilities RCW 35A.63 – Planning and Zoning in Code Cities By ordinance a code city may create a planning agency and provide for its membership, organization, and expenses. The planning agency shall serve in an advisory capacity to the chief administrative officer or the legislative body, or both, as may be provided by ordinance and shall have such other powers and duties as shall be provided by ordinance. If any person or persons on a planning agency concludes that he or she has a conflict of interest or an appearance of fairness problem with respect to a matter pending before the agency so that he or she cannot discharge his or her duties on such an agency, he or she shall disqualify himself or herself from participating in the deliberations and the decision‐making process with respect to the matter. If this occurs, the appointing authority that appoints such a person may appoint a person to serve as an alternate on the agency to serve in his or her stead in regard to such a matter. 2016 Work Plan Staff requested the Commission to provide their expectations, goals, and objectives Staff developed their expectations, goals, and objectives The Commission and Staff’s e.g.o.’s will be compiled and discussed to formulate the following; The overall expectations of the Planning Commission and Staff to ensure we have similar expectations and direction The goals will provide the foundation for the 2016 and subsequent work plans over the next few years The objectives will serve as the tools to implement the action items to accomplish the goals 2016 Work Plan Once the Goals have been established for 2016 the following will take place; ◦The work plan can be developed, which contain the goals for 2016 ◦The work plan will define the goals and will serve as part of the annual PC Agenda ◦Action Items will be assigned to specific goals, which will serve as the How to ◦Budget items will be identified that are needed to support the action items ◦Time lines will be associated to specific action items Once the 2016 Work Plan has been completed; ◦The Planning Commission can present the work plan during a council workshop (joint meeting) ◦This provides a clear, pro‐active strategy for both the advisory and legislative branches to communicate ◦Periodic updates can be shared with council as goals are completed ◦The 2016 Work Plan serves as the annual report during the 2nd joint meeting at the end of the year Questions? City of Arlington Council Agenda Bill Item: WS #5 Attachment E COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Water/Sewer Connection Fee Change Proposal ATTACHMENTS: None DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: None BUDGET CATEGORY: LEGAL REVIEW: DESCRIPTION: The Water/Sewer Utility had a recent connection fee analysis completed by the FCS Group. Results and recommendations will be presented in a PowerPoint presentation. HISTORY: The City charges a “connection fee” for new water and sewer services that connect to the water system or sewer system. Connection fees allow new services to pay their appropriate share of system costs. The last evaluation of the connection fees was completed in 2005. There was an increase on the sewer connection fee in 2011 for costs associated with wastewater treatment plant, improvements however the 2005 base sewer connection fee was not reassessed. The FCS Group completed an analysis of the City’s current water and sewer connection fees. Results from the analysis will be presented in the PowerPoint presentation. ALTERNATIVES Remand to staff for further discussion Hold over for further discussion RECOMMENDED MOTION: Workshop; discussion only. At the December 21 Council Meeting, staff will present an ordinance incorporating connection fee changes, pending final review by the City Attorney. City of Arlington Council Agenda Bill Item: WS #6 Attachment F COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Arlington Valley Road Right of Way Services ATTACHMENTS: Roland Resources Scope of Work and Fee Proposal Otak, Inc. Scope of Work and Fee Proposal DEPARTMENT OF ORIGIN Public Works – Eric Scott EXPENDITURES REQUESTED: $47,814 BUDGET CATEGORY: Transportation Improvement Fund LEGAL REVIEW: DESCRIPTION: Council is asked to review two professional services contracts for the right of way acquisition for Arlington Valley Road. The first contract, with Roland Resources, is to conduct all real estate functions needed to analyze, negotiate and acquire needed property in order to construct the Arlington Valley Road. The second contract, with Otak, Inc., is for legal descriptions and exhibits for the right of way procurement process. Staff has received several proposals and is recommending that the City enter into contract with Roland Resources to perform all real estate functions required to analyze, negotiate for and acquire real property interests for up to 11 parcels along a proposed new road alignment. As part of the right-of-way acquisition phase of the project, existing property corners needs to be surveyed and exhibits with associated legal descriptions need to be prepared. Staff is recommending that this work be contracted to Otak, Inc. Contracts for the right of way phase are the standard WSDOT LAG (Local Agency Agreement) professional services agreements. HISTORY: Arlington Valley Road is a proposed ¾ mile road that will connect 67th Ave to 74th Ave; this project was budgeted for 2016 pending receiving a grant for construction. The grant has been received and staff need to move forward with Right of Way acquisition as soon as possible. ALTERNATIVES Remand to staff for further discussion. RECOMMENDED MOTION: Workshop; discussion only. Exhibit A Scope of Work Project No. Agreement Number: WSDOT Form 140-089 EF Exhibit A Page 1 of 1 Revised 10/30/2014 Scope of Services Perform all real estate functions required to analyze, negotiate for and acquire real property interests for up to 11 arcels along a proposed new road alignment “Valley Road”. Negotiations will be conducted with up to 4 entities, being three property owners and one group of property owners associated with a private road maintenance agreement, to facilitate the donation of easement areas for the project. All tasks will utilizing the rocedures set forth in the WSDOT Local Agency Guidelines. Tasks include, but are not limited to:  Title analysis – Update list of title exceptions to be cleared.  Update or obtain rights of entry for survey effort.  Facilitate communications with up to 11 property owners regarding clearing or abandoning an existing private road agreement, to be eliminated following completion of this project.  Prepare a project funding estimate as required by WSDOT LAG manual.  Attend and facilitate public meetings, stakeholder outreach and any public presentations that may be required.  Draft all real estate documents based on format approved by City.  Perform Landowner contact and all negotiations to acquire real property, to standards required by WSDOT LAG manual.  Open and oversee escrow if required, facilitate real property transfer to City as may be needed.  Relocation Services do not appear to be a requirement of the selected project alternative and is therefore not included in this scope of work.  Attend regular project team meetings.  Close out files and facilitate coordination with WSDOT to certify project prior to construction bid. Project Assumptions: All negotiations assume property will be donated in anticipation of future development requirements. No appraisal or appraisal review tasks are included in this scope of work. City or its engineering consultant will provide final legal descriptions and depictions required to acquire all easements for the project. City will provide a copy of right of way plans sufficient to begin negotiations and draft all required real estate documents. Deliverables:  Title reports & reviews  Status Updates  Negotiation documents & completed files Exhibit D Prime Consultant Cost Computations Agreement Number: WSDOT Form 140-089 EF Exhibit D Page 1 of 2 Revised 10/30/2014 Roland Resources, Inc. 2015 Schedule of Hourly Rates Principal in Charge $165.00 per hour Sr. Project Manager - Acquisition/Relocation $150.00 per hour Project Manager – Acquisition/Relocation $140.00 per hour Senior Project Support $115.00 per hour Clerical Support Staff $ 75.00 per hour Travel reimbursed at standard govt. approved rates Per mile Other Travel Expenses As Agreed Sub-consultant rates vary by task and project As negotiated Arlington Valley Road – Right of Way Estimate Classification Hours X Direct Rate = Total Principal in Charge 70 $165 $11,500 Sr. Acquisition/Negotiation 20 $150 $3,000 Project Manager 50 $140 $7,000 Senior Project Support 50 $115 $5,750 Clerical Support Staff 20 $75 $1,500 Total Hours 220 $28,800 Project Funding Estimate $2,500 Expenses (mileage / expedited postage) $500 Total Not to Exceed $31,800 ROLAND RESOURCES, INC. considers photocopying, first class postage, telephone, facsimile and cellular communication charges as a normal component of our overhead. These charges are included in the stated hourly rates. Out-of-pocket expenses including travel and lodging, outside exhibit preparation, requested overnight courier or registered and/or certified mail (return receipt requested) charges and specialty reproduction (unless otherwise specified) are in addition to the contract amount and will be charged at cost plus ten percent (+10%). Subcontracted services, other than those listed above, will be invoiced at cost plus ten percent (+10%). In the event ROLAND RESOURCES, INC. is required to perform any act in relation to litigation arising out of any project with the Client (for example, expert consulting, responding to a complaint, or proceeding with discovery and trial), such services are not part of this contract, nor are they part of our normal fees. If required, these types of services will be invoiced at two times (2x) our current regular hourly rates, at the time of service. Exhibit D Prime Consultant Cost Computations Agreement Number: WSDOT Form 140-089 EF Exhibit D Page 2 of 2 Revised 10/30/2014 In the event this contract extends twelve (12) months beyond the initial date of execution, the hourly rates and any remaining amount in the contract shall be adjusted upwardly by five percent (5%) per annum, compounded annually, on the anniversary date of this contract. Written communication services in other languages would be an additional cost and would be billed separately based on quoted hourly rates by independent translation services. ROLAND RESOURCES, INC. may submit monthly invoices for the professional services rendered based on the hourly rate schedule provided above. Substantial changes in the required scope of work may result in the revision of the proposed fees. Scope of Work ROW Exhibits – Proposed Arlington Valley Road 1 otak K:\project\32600\32669\Contract\Arlington Rd RW Exhibits Scope113015.docx City of Arlington, Washington Right-of-Way Exhibit Preparation Proposed Arlington Valley Road Scope of Services Otak #32669 November 30, 2015 Project Understanding and Description The City of Arlington is proposing to create a new road, approximately 3,900 feet in length, named Arlington Valley Road. The roadway alignment is proposed to extend easterly and northerly between existing 67th Ave. NE at its intersection with existing 191st Place NE, existing 47th Ave NE at its intersection with existing 197th Place NE, as indicated in attached exhibit “Proposed Arlington Valley Road, Alternative D.” The City desires to have legal descriptions with exhibits prepared to be used in the documents for acquiring property for the proposed roadway. The right-of-way is proposed as 60 feet in width for the total length and will cross through six parcels. Two of these parcels are owned by the City and require no right-of-way exhibits. The four parcels requiring legal descriptions and right-of-way exhibits are Tax Parcel #31051400203300; #31051400303100; #31051400302900; and #31051400303000. Proposed services are described in more detail below. Scope of Services 1.0 Survey and Mapping 1.1. Review of record information and boundary resolution The Consultant will collect record survey information and resolve the adjoining property boundaries with a field survey as needed to write the legal descriptions for right-of-way acquisition. Existing easements and other encumbrances disclosed in the title reports will be reviewed and resolved. Scope of Work Continued ROW Exhibits – Proposed Arlington Valley Road 2 otak K:\project\32600\32669\Contract\Arlington Rd RW Exhibits Scope113015.docx 1.2. Preparation of Legal Descriptions and Exhibits After clear title of the four parcels has been verified such that the proposed right-of-way can be acquired the Consultant will prepare legal descriptions for right-of-way and temporary construction easements (TCE) and supporting graphic exhibits on the four above identified tax parcels for the City’s use in preparing acquisition documents. Additionally, although the roadway design is not sufficiently completed to understand TCE need on other parcels the scope of services provides for preparing TCEs and supporting graphic exhibits for four additional adjoining parcels. Task 1.0 Deliverables: • A map prepared in AutoCAD of the proposed alignment and adjoining parcels to be used for calculations and as a basemap for legal description geometry and exhibits. • A legal description exhibit and supporting graphic exhibit for right-of-way acquisition for each of the four parcels, suitable for inclusion as exhibits to other acquisition documents. • Legal descriptions exhibit and supporting graphic exhibit for TCE’s for eight parcels, suitable for inclusion as exhibits to TCE documents Task 1.0 Assumptions: • City to provide current title reports for properties requiring right-of-way acquisition. • Scope of services assumes that properties requiring right-of-way acquisition have clear title for which property can be acquired. • City shall be responsible for preparation of acquisition documents • City to provide the horizontal and vertical project control points for existing survey data and the proposed road right-of-way centerline alignment. • Legal descriptions and exhibits on four parcels are for right-of-way acquisition and TCEs. • Legal descriptions and exhibit for TCE’s for an additional separate four parcels CITY OF ARLINGTON, WASHINGTON Right-of-Way Exhibit Preparation Proposed Arlington Valley Road PL S P r o j e c t Ma n a g e r Sr . P r o f e s s i o n a l La n d S u r v e y o r Su r v e y Te c h n i c i a n Fi e l d S u r v e y Te c h n i c i a n I I Pr o j e c t As s i s t a n t Total Total Section Description $121.54 $106.26 $93.86 $70.00 $76.70 Hours Fees 1.0 Survey and Mapping -$ 1.1 Review of record information and boundary resolution 8 36 38 38 1 121 11,101$ 1.2 Preparation of Legal Descriptiions and exhibits 4 40 1 45 4,813$ 0 -$ 0 -$ 0 -$ 0 -$ 0 -$ Subtotal Hours/Fees - OTAK 12 76 38 38 2 166 15,914$ Expenses - Mileage, Miscellaneous 100$ Expenses - Utility Locates -$ Total Hours and Costs 12 76 38 38 2 166 16,014$ otakK:\project\32600\32669\Contract\Arlington ValRdBudget113015.xls City of Arlington Council Agenda Bill Item: WS #7 Attachment G COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Selection of Councilmember Jan Schuette to serve as the City’s representative to Community Transit ATTACHMENTS: Letter from Community Transit dated 11/24/15 with attachments DEPARTMENT OF ORIGIN City Clerk, Contact: Kristin Banfield, 360-403-3444 EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: The City is requested to select one elected official to represent Arlington at a meeting called for the two-fold purpose of (1) reviewing the composition of Community Transit’s Board of Directors as mandated every four years, and (2) selecting new Community Transit Board members. Washington state law calls for three members and two alternates from the component cities with population between 10,000 and 30,000 (medium cities). The medium cities for Community Transit are: Arlington, Bothell, Lake Stevens, Mill Creek, Monroe, Mountlake Terrace, and Mukilteo. Councilmember Schuette has served as the alternate Transportation Liaison for the Council by the Mayor. HISTORY: Councilmember Schuette has served as the City’s CT representative for the past year. ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item: WS #8 Attachment H COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Selection of Councilmember from Arlington, Darrington, Granite Falls, or Stanwood to serve as Snohomish Health District Board of Health Representative for all small cities in County Council District #1 ATTACHMENTS: Letter from Snohomish Health District received 10/5/15 DEPARTMENT OF ORIGIN Administration - Contact Kristin Banfield EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: The cities of Arlington, Darrington, Granite Falls, and Stanwood are required to designate a representative from amongst the city councils to the Snohomish Health District Board of Health on an annual basis. There are a total of 15 representatives on the Board of Health: the County Council, each representing their Council district, and two city representatives from each County Council district. One city representative must be from the largest city within each County Council district, and the other city representative must be selected from the remaining incorporated cities within that Council district. The cities within County Council District #1 are Arlington, Darrington, Granite Falls, Marysville, and Stanwood, with Marysville being the largest within the District. To date, Granite Falls and Stanwood have reported that no members of their council are in a position to be the representative for 2016. A selection must be made and provided to the Snohomish Health District no later than January 4, 2016. HISTORY: Granite Falls Councilmember Suzie Ashworth served as the City’s representative to the Snohomish Health District Board of Health for 2014-15. ALTERNATIVES No alternatives. RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item: WS #9 Attachment I COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Renewal of Agreement with the Stillaguamish Senior Center for senior services ATTACHMENTS: Agreement with the Stillaguamish Senior Center for senior services DEPARTMENT OF ORIGIN Administration, Kristin Banfield EXPENDITURES REQUESTED: $10,000 annually BUDGET CATEGORY: General Fund LEGAL REVIEW: DESCRIPTION: The City has had a long standing agreement with the Stillaguamish Senior Center to provide services to our seniors. These services center on nutrition and wellness. This is a renewal of that agreement for 2015 and 2016, and will renew each year thereafter. HISTORY: The most recent agreement was adopted in 2013. ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only. AGREEMENT 1 AGREEMENT THIS AGREEMENT is entered into by and between the City of Arlington, a municipal corporation of the State of Washington (“City”), and the Stillaguamish Senior Center, a nonprofit corporation (“SSC”). WHEREAS, the City is an optional municipal Code city vested with all powers permitted by RCW Title 35A; and WHEREAS, the City’s powers include providing local social, cultural, recreational, educational, governmental and corporate services to its citizens; and WHEREAS, SSC provides senior programs and services to residents of the City; and WHEREAS, the City does not have the expertise, facilities or resources to adequately create these senior programs and services on a cost-effective basis; and WHEREAS, the City, in entering into this agreement, intends to enable seniors living in the City of Arlington, particularly those with lower or reduced incomes, to participate in appropriate programs; NOW, THEREFORE, it is agreed between the parties as follows: 1. Purpose/Scope of Work. The purpose of this agreement is to permit SSC to provide the following programs and services to residents of the City: a. Nutrition services, including daily meals and food bank distributions; b. Wellness programs, including, as available, diabetic support, foot clinic, blood pressure checks, hearing aid services, and senior peer support; c. Social services, including, but not limited to, information and referral, community outreach, support groups and group counseling. The City’s payment for these services shall be subject to funding and budgetary constraints. 2. Term of Agreement. This agreement shall commence on January 1, 2015 and expire on December 31, 2016; provided, however, that it shall automatically renew each year thereafter, subject to appropriation of funds by the Arlington City Council in the annual budget process. 3. Consideration. As consideration for the services provided, the City will reimburse SSC the sum of $10,000, payable $2,500 quarterly. Any payments for future years if extended by the parties shall be subject to written agreement. 4. Relationship. The City and SSC intend that an independent contractual relationship be created by entering into this agreement. The SSC is not an employee of the City and neither SSC nor any of its employees, volunteers, or representatives shall be considered a City employee nor shall they be entitled to any of the benefits provided by the City to City employees, including, but not limited to, health insurance, sick or annual leave, or workman’s compensation. AGREEMENT 2 The SSC shall direct the work to be provided under the terms of this contract. The SSC shall pay all necessary taxes and assessments levied against the SSC as a result of the payments to be made hereunder. The terms of this agreement shall not create any duties, obligations or liabilities to third parties, and the parties do not intend to create any third-party beneficiaries as a result of entering into this agreement. 5. Suspension or Termination. The City may, in the event SSC fails to comply with the terms and conditions of this agreement, terminate or suspend the contract or pursue such other remedies as may be legally available to the City. 6. Amendments. The City and SSC may, from time to time, change or modify the Scope of Work. Any such change or modification shall be in writing and signed by all parties hereto. 7. Assignability. The SSC shall not assign its rights and obligations under this agreement to any other party without the prior written consent of the City. 8. Reports and Information. The SSC shall, at such times and in such form as the City may require, furnish the City with reports, including an accounting of the expenditure of City funds, as may be requested pertaining to work performed under this agreement. 9. Compliance with Laws. SSC shall comply with all applicable laws, ordinances and codes of the state and City. 10. Liability and Indemnification. The SSC shall hold the City harmless and shall indemnify and defend all claims, demands, or suits at law or equity arising from the negligent or intentionally wrongful acts or omissions of the SSC or its employees, agents or volunteers in providing the services called for under this agreement. The SSC shall provide general liability insurance naming the City, its officers, agents and employees as additional insureds, in the amount of $1,000,000 per occurrence and $2,000,000 in the aggregate, in a form acceptable to the City. 11. Severability. If any portion of this agreement is held to be invalid or unenforceable for any reason, such holding shall not affect the validity or enforceability of any of the remaining portions of this agreement. 12. Entire Agreement. This agreement contains all of the agreements of the parties hereto and no other provision shall be binding on the parties hereto without the same being in writing and signed by all parties hereto. CITY OF ARLINGTON STILLAGUAMISH SENIOR CENTER ________________________ ________________________ Barbara Tolbert, Mayor Jo Olson, Executive Director AGREEMENT 3 ATTEST: _________________________ Kristin Banfield, City Clerk Approved as to form: _______________________ Steve Peiffle, City Attorney City of Arlington Council Agenda Bill Item: WS #10 Attachment J COUNCIL MEETING DATE: December 14, 2015 SUBJECT: Renewal of Agreement with the Arlington Boys & Girls Club for teen programming ATTACHMENTS: Agreement with the Arlington Boys & Girls Club for teen programming DEPARTMENT OF ORIGIN Administration, Kristin Banfield EXPENDITURES REQUESTED: $3,500 annually BUDGET CATEGORY: General Fund LEGAL REVIEW: DESCRIPTION: The City has had a long standing agreement with the Arlington Boys and Girls club to provide teen programming (teen night). This is a renewal of that agreement for 2015 and beyond. HISTORY: The most recent contract was adopted in 2013. ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only. AGREEMENT 1 AGREEMENT THIS AGREEMENT is entered into by and between the City of Arlington, a municipal corporation of the State of Washington (“City”), and the Boys and Girls Club of Snohomish County, a nonprofit corporation (“BCG”). WHEREAS, the City is an optional municipal Code city vested with all powers permitted by RCW Title 35A; and WHEREAS, the City’s powers include providing local social, cultural, recreational, educational, governmental and corporate services to its citizens; and WHEREAS, BGC provides youth and teen development programs and services to residents of the City; and WHEREAS, youth and teen development programs have been shown to have a positive effect for all residents of cities where they are operated and to reduce the risks of juvenile crime; and WHEREAS, the City does not have the expertise, facilities or resources to adequately create these youth and teen recreational programs and services on a cost- effective basis; and WHEREAS, the City, in entering into this agreement, intends to enable youth living in the City of Arlington, particularly those from disadvantaged families, to participate in appropriate programs; NOW, THEREFORE, it is agreed between the parties as follows: 1. Purpose/Scope of Work. The purpose of this agreement is to permit BCG to provide “Teen Night” programming within the City of Arlington every Friday night from 8 p.m. to 11 p.m., including music, games, and food and non-alcoholic beverages for students from 7th grade through high school ages. The City’s payment for these services shall be subject to funding and budgetary constraints. 2. Term of Agreement. This agreement shall commence on January 1, 2015 and expire on December 31, 2016; provided, however, that it shall automatically renew each year thereafter, subject to appropriation of funds by the Arlington City Council in the annual budget process. 3. Consideration. As consideration for the services provided, the City will reimburse BGC the sum of $3,500.00 per year. 4. Relationship. The City and BGC intend that an independent contractual relationship be created by entering into this agreement. The BGC is not an employee of the City and neither BGC nor any of its employees, volunteers, or representatives shall be considered a City employee nor shall they be entitled to any of the benefits provided by the City to City employees, including, but not limited to, health insurance, sick or annual leave, or workman’s compensation. AGREEMENT 2 The BGC shall direct the work to be provided under the terms of this contract. The BGC shall pay all necessary taxes and assessments levied against the BGC as a result of the payments to be made hereunder. The terms of this agreement shall not create any duties, obligations or liabilities to third parties, and the parties do not intend to create any third-party beneficiaries as a result of entering into this agreement. 5. Suspension or Termination. The City may, in the event BGC fails to comply with the terms and conditions of this agreement, terminate or suspend the contract or pursue such other remedies as may be legally available to the City. 6. Amendments. The City and BGC may, from time to time, change or modify the Scope of Work. Any such change or modification shall be in writing and signed by all parties hereto. 7. Assignability. The BGC shall not assign its rights and obligations under this agreement to any other party without the prior written consent of the City. 8. Reports and Information. The BGC shall, at such times and in such form as the City may require, furnish the City with reports, including an accounting of the expenditure of City funds, as may be requested pertaining to work performed under this agreement. 9. Compliance with Laws. BGC shall comply with all applicable laws, ordinances and codes of the state and City. 10. Liability and Indemnification. The BGC shall hold the City harmless and shall indemnify and defend all claims, demands, or suits at law or equity arising from the negligent or intentionally wrongful acts or omissions of the BGC or its employees, agents or volunteers in providing the services called for under this agreement. The BGC shall provide general liability insurance naming the City, its officers, agents and employees as additional insureds, in the amount of $1,000,000 per occurrence and $2,000,000 in the aggregate, in a form acceptable to the City. 11. Severability. If any portion of this agreement is held to be invalid or unenforceable for any reason, such holding shall not affect the validity or enforceability of any of the remaining portions of this agreement. 12. Entire Agreement. This agreement contains all of the agreements of the parties hereto and no other provision shall be binding on the parties hereto without the same being in writing and signed by all parties hereto. CITY OF ARLINGTON BOYS AND GIRLS CLUB OF SNOHOMISH COUNTY ________________________ ________________________ Barbara Tolbert, Mayor AGREEMENT 3 ATTEST: _________________________ Kristin Banfield, City Clerk Approved as to form: _______________________ Steven J. Peiffle, City Attorney