HomeMy WebLinkAbout02-22-2016 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 - Wendy
APPROVAL OF THE AGENDA
Mayor Pro Tem Debora Nelson
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1. December 2015 Year-End /January 2016 Financial Report ATTACHMENT A
Staff Presentation: Kristin Garcia
Council Liaison: Mayor Pro Tem Debora Nelson
2. Authorize Biennial Budgets - Adopt Ordinance ATTACHMENT B
Staff Presentation: Kristin Garcia
Council Liaison: Mayor Pro Tem Debora Nelson
3. Authority to Bid Haller Park Restrooms ATTACHMENT C
Staff Presentation: Marc Hayes
Council Liaison: Sue Weiss
4. 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
Arlington City Council Workshop
Monday, February 22, 2016 at 7:00 p.m.
City Council Chambers – 110 E Third St
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
February 22, 2016
SUBJECT:
December 2015 Year End Financial Report and January 2016 Financial Report
ATTACHMENTS:
Financial Reports –
Narrative
Revenue Charts
General Fund Operating Statement
Other Fund Operating Statements
DEPARTMENT OF ORIGIN
Finance: Kristin Garcia – Finance Director
EXPENDITURES REQUESTED: 0
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Attached is the December 2015 financial report and the January 2016 financial report. Staff will
give a brief PowerPoint presentation and answer questions.
HISTORY:
ALTERNATIVES
RECOMMENDED MOTION:
Workshop; discussion only.
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
February 22, 2016
SUBJECT:
Authorize Biennial Budgets – Adopt Ordinance
ATTACHMENTS:
Draft Ordinance No. 2016 – XXX Establishing a Biennial Budget Process
DEPARTMENT OF ORIGIN
Finance; Kristin Garcia – Finance Director 360-403-3431
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
RCW 35A.34 gives legislative authority to cities to establish a biennial budget process. In
order to establish a biennial budget process, the Council must adopt an ordinance at least
six months prior to the beginning of the biennium. The biennium must start in an odd
numbered year. An ordinance must be adopted by June 30, 2016 if the Council wants to
establish a biennial budget for the upcoming budget cycle. Attached is a draft ordinance,
prepared by legal counsel, the Council will adopt if it chooses to establish a biennial
budget.
The biennial budget process and budget document will look and feel very similar to our
existing process and document with the exception of; the document will reflect two
budget columns, a “mid-year” review/adjustment process must be conducted and
capital project carryover will be allowed from year 1 to year 2 of the biennium.
Based on feedback from cities that have implemented a biennial budget process, they
found several advantages for moving to a biennial budget;
the “off year” will allow an opportunity to focus on strategic planning
the biennial budget process extends the planning horizon so that long term
financial plans can be aligned with the budgeting process
focusing on a long term perspective gives Council an opportunity to think
strategically about financial policy and sustainability instead of “balancing the
budget” on a year-to-year basis
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
HISTORY:
In 1985, the Washington State Legislature adopted the Municipal Biennial Budget Act
permitting all cities in Washington State to establish a biennial or two-year budget.
There are currently about 36 cities and 6 counties that use biennial budgets.
ALTERNATIVES
1.Do not adopt the ordinance
2.Defer adoption of the ordinance
RECOMMENDED MOTION:
Workshop; discussion only. At the March 7, 2016 meeting, the motion will be, “I move to
adopt Ordinance No. 2016-XXX establishing a biennial budget process, and authorize the
Mayor to sign it.”
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ORDINANCE NO. 2016—XXX
AN ORDINANCE OF THE CITY OF ARLINGTON
ESTABLISHING A BIENNIAL BUDGET PROCESS
WHEREAS, RCW 35A.34 gives legislative authority to cities to establish a biennial
budget, and
WHEREAS, if a city has elected to establish a biennial budget process, it must adopt
a budget ordinance at least six months prior to the beginning of the biennium, and
WHEREAS, the biennium must start on an odd numbered year;
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF ARLINGTON, WASHINGTON, AS FOLLOWS;
Section 1. New Chapter Adopted. The Arlington Municipal Code is hereby amended to add
a new Chapter 3.02, as follows:
CHAPTER 3.02
BIENNIAL BUDGETING
3.02.010 Duties of the finance director.
3.02.020 Biennial budget planning calendar.
3.02.030 Proposed preliminary budget.
3.02.040 Mayor’s preliminary budget and message.
3.02.050 Hearings on the preliminary budget.
3.02.060 Final decision, budget adoption.
3.02.070 Mid-biennial review and modification process
3.02.010 Duties of the finance director.
Under the supervision of the city administrator, the director of finance shall implement
this chapter as necessary or advisable.
3.02.020 Biennial budget planning calendar.
On or before January 31st of each year, the city council shall adopt by resolution a
planning calendar for the preparation and adoption of a biennial budget (even-
numbered years) and mid-biennial review (odd-numbered years).
3.02.030 Proposed preliminary budget.
The proposed preliminary budget for the ensuing fiscal biennium shall be prepared by
or at the direction of the mayor, and shall be delivered to the city council, on or before
2
September 15th of each even-numbered year. The required information to be included
in each proposed preliminary budget shall be as follows:
A. The revenue section shall set forth in comparative and tabular form for each fund:
1. Actual receipts for the last completed fiscal biennium by year and by each
revenue source;
2. Estimated receipts for the current fiscal biennium by year and by revenue
source;
3. Estimated receipts for the ensuing fiscal biennium by year and the amount
expected from each revenue source;
4. Estimated receipt of ad valorem taxes; and
5. The unexpended balance for each fund estimated to be available at the close
of the current fiscal biennium.
B. The revenue section shall also contain a separate listing of each revenue source
comparing the total expected receipts for the current biennium to the total estimated
receipts for the ensuing fiscal biennium.
C. The expenditure section shall set forth in comparative and tabular form for each
fund and every department operating within each fund:
1. Actual expenditures for the last completed fiscal biennium;
2. Appropriations for the current fiscal biennium;
3. Estimated expenditures for the ensuing fiscal biennium; and
4. For each proposed full-time or part-time employee, the annual salary
(without benefits) for that employee, together with the exact personnel
classification title of the employee’s position, and any other working title or
position designation, if any.
3.02.040 Mayor’s preliminary budget and message.
The mayor shall, between the first Monday of October and not less than 60 days before
the beginning of the next fiscal biennium, file with the city clerk and immediately
forward to the city council a preliminary budget together with a budget message in
accordance with RCW 35A.34.080. The mayor shall prepare and deliver to the city
council inserts or such other documentation as necessary to explain and show in detail
the mayor’s recommendations contained in the preliminary budget.
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3.02.050 Hearings on the preliminary budget.
The city council shall between the second Monday in October and the third Monday
in November of even-numbered years hold hearings and conduct work sessions to
inquire into the programs and services, and financial information contained in the
preliminary budget. Notice of the public hearing(s) shall be published as required by
law.
3.02.060 Final decision, budget adoption.
The final biennial budget shall be adopted prior to the beginning of the fiscal biennium.
A complete copy of the final budget shall be transmitted to the state auditor and the
Association of Washington Cities.
3.02.070 Mid-biennial review and modification process.
A. Mid-biennial review and budget modification (if appropriate) shall take place no
sooner than eight months after the start nor later than the conclusion of the first year
of the fiscal biennium.
B. The mayor shall prepare and distribute the proposed budget modification in the
following manner:
1. By November 1st of the first year of the biennium, the mayor shall prepare
the proposed budget modification, distribute the proposed modification to the
city council, and make it available for public review.
2. The city council shall schedule at least one public hearing on the proposed
modification and provide at least 10 days’ prior notice by publication.
3. The city council shall adopt the modification as it deems appropriate not
later than December 31st of the first year of the biennium.
C. Any budget modification shall be by ordinance, and a complete copy shall be
transmitted to the State Auditor and to the Association of Washington Cities.
Section 2. This ordinance shall take effect and be in full force five (5) days after the date of
publication as provided by law.
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Passed by the City Council and APPROVED by the Mayor this 7th day of March, 2016.
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:
February 22, 2016
SUBJECT:
Authority to bid Haller Park Restroom/Community Activity Shelter
ATTACHMENTS:
- Project Vicinity Map and Plan Set
DEPARTMENT OF ORIGIN
Community & Economic Development – Marc Hayes / Launa Peterson
EXPENDITURES REQUESTED: $258,473.00
BUDGET CATEGORY: CDBG - $158,473.00
City Funds - $50,000.00
Snohomish County Parks - $50,000
LEGAL REVIEW:
DESCRIPTION:
Staff is requesting authority to advertise for construction of the Haller Park Restroom and
Community Activity Shelter Project for public bid.
The project proposes to construct a 1260 square foot ADA Compliant Restroom and Community
Activity Shelter to replace the existing non-compliant facility.
HISTORY:
The existing restrooms and picnic shelter was installed in 1960 and floods due to its proximity
and elevation to the Stillaguamish River. The existing restrooms have deteriorated, are
substandard and non ADA compliant. The new restrooms and shelter will be located above flood
elevation, away from the river and delineated on the Haller Park Master Plan.
ALTERNATIVES
- Remand to staff for addition information
- Table pending additional discussion
RECOMMENDED MOTION:
Workshop; discussion only. At the March 7, 2016 Council Meeting, the proposed motion will be,
“I move for Council to authorize staff to bid the Haller Park Restroom and Community Activity
Shelter.”
H
H
H
H
HH
H
H
HHG!.
G!.
Proposed new restroom
& Community Shelter
Proposed New Restroom & Community Shelter Existing Restrooms to be removed when
construction of the proposed restrooms has been
completed.Existing Sanitay Sewer System
Existing Water System Existing Fire Hydrants
Haller Park Restroom & Community Activity Shelter Site Plan