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HomeMy WebLinkAbout06-27-2016 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 Debora Nelson WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Recreation and Conservation Office (RCO) Grant and County ATTACHMENT A Interlocal Agreement (ILA) for Quake Field Renovation Project Staff Presentation: Chris Young Council Liaison: Sue Weiss 2. Contract Award for the Demolition of the Burn Road Reservoir ATTACHMENT B Staff Presentation: Jim Kelly Council Liaison: Mike Hopson 3. Contract Award for the LED Streetlight Project ATTACHMENT C Staff Presentation: Jim Kelly Council Liaison: Sue Weiss 4. May 2016 Financial Report ATTACHMENT D Staff Presentation: Kristin Garcia 5. Mutual Benefit Agreement ATTACHMENT E Staff Presentation: Dave Ryan Council Liaison: Chris Raezer/Jan Schuette 6. 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, June 27, 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: June 27, 2016 SUBJECT: Acceptance of grants for Quake Field renovation ATTACHMENTS: Project Agreement with Washington State Recreation & Conservation Office Interlocal Agreement with Snohomish County DEPARTMENT OF ORIGIN Administration / Community & Economic Development EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: Park Capital Funds LEGAL REVIEW: DESCRIPTION: Council is asked to authorize the acceptance of the Funding Board Project Agreement to accept $250,000 in grant funds from the Youth Athletic Field account of the Recreation and Conservation Funding Board. Council is also requested to approve an Interlocal Agreement with Snohomish County for $300,000. Both grants are to renovate fields at Quake Memorial Park. HISTORY: Staff have been working with the RCO and the County to improve the fields at Quake park since the Oso landslide as part of the Stilly Youth Recreation Project. ALTERNATIVES Reject the grants and return the funding to the RCO Board and the County. RECOMMENDED MOTION: Workshop; discussion only. At the July 5 council meeting, the recommended motion will be, “I move to approve the Funding Board Project Agreement and authorize the Mayor to sign it. I move to approve the Interlocal Agreement with Snohomish County for Stilly Valley Youth Recreation Project and Bill Quake Memorial Park Field Improvements and authorize the Mayor to sign it.” INFIELD TURF PER FIELD (2 TOTAL): AREA OF TURF = 13,156 SQ. FT. TURF PERIMETER = 441 LF CAMEL TURF = 10,397 SQ. FT. GREEN TURF = 2,759 SQ. FT. AREA OF TURF = 39,748 SQ. FT. TURF PERIMETER = 787 LF CAMEL TURF = 15,296 SQ. FT. GREEN TURF = 24,452 SQ. FT. PHASE 1 - PROPOSED CONC. SURFACE AREA = 14,213 SQ. FT. PHASE 2 - PROPOSED CONC. SURFACE AREA = 18,377 SQ. FT. AREA OF TURF = 39,748 SQ. FT. TURF PERIMETER = 787 LF CAMEL TURF = 15,296 SQ. FT. GREEN TURF = 24,452 SQ. FT. PHASE 1 PHASE 2 N SCALE: 1:50 0 25 50 100 Approved As Is Approved As Noted Resubmit As Noted Signature: Print: Date: AR L I N G T O N B O Y S & G I R L S C L U B - Q U A K E F I E L D SY N T H E T I C T U R F L I T T L E L E A G U E B A S E B A L L I N F I E L D Ar l i n g t o n , W a s h i n g t o n INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 1 of 15 INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR STILLY VALLEY YOUTH RECREATION PROJECT AND BILL QUAKE MEMORIAL PARK FIELD IMPROVEMENTS This INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR STILLY VALLEY YOUTH RECREATION PROJECT AND BILL QUAKE MEMORIAL PARK FIELD IMPROVEMENTS (this “Agreement”), is made and entered into this ____ day of , 2016, by and between SNOHOMISH COUNTY, a political subdivision of the State of Washington (the “County”), and the CITY OF ARLINGTON, a Washington municipal corporation (the “City”), pursuant to Chapter 39.34 RCW. RECITALS A. The 2007 Comprehensive Parks and Recreation Plan, a component of the Snohomish County Growth Management Act Comprehensive Plan, has documented a County-wide need for a wide variety of recreational facilities; and B. The County Executive and the County Council have determined that it is consistent with the Comprehensive Parks and Recreation Plan and is in the public interest of County residents to participate in joint undertakings with local municipalities to increase recreational opportunities and facility capacity; and C. Pursuant to Amended Emergency Ordinance No. 14-125 (concerning the “Stilly Valley Youth Recreation Project”) the County authorized the issuance of Two Hundred Thousand and no/100 ($200,000) to the City for the renovation of two (2) existing ball fields and the construction of two (2) new ball fields; and D. The Council Adopted 2015-2020 Capital Improvement Program included Two Hundred Thousand and no/100 Dollars ($200,000) of REET II dollars to City for the Stilly Valley Youth Recreation Project. This funding was to support the renovation of two (2) existing ball fields and construction of two (2) new ball fields at Bill Quake Field in Arlington; and E. Pursuant to Amendment to CIP #2 to Ordinance No. 15-080 (concerning “Bill Quake Memorial Park Field Improvements”) the County authorized the issuance of One Hundred Fifty Thousand and no/100 Dollars ($150,000) to the City for the renovation/construction of four (4) total ball fields at Bill Quake Field in the City of Arlington; and F. The Council Adopted 2016-2021 Capital Improvement Project included One Hundred Fifty Thousand and no/100 Dollars ($150,000) of REET II dollars to the City to support the renovation/construction of four (4) total ball fields at Bill Quake Field in Arlington; and G. Pursuant to recitals C, D, E, and F, the County has authorized the issuance INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 2 of 15 of and included in its Capital Improvement planning, a total of Three Hundred Fifty Thousand and no/100 Dollars ($350,000) (collectively, “the Funds”) for Phase 1 which includes renovations to the two existing fields by adding artificial turf infields, and the design of two new fields as more fully described in Attachment B, at Bill Quake Field in Arlington; and H. The City has been asked by the County to provide and the City has provided to the County: a written request to the County for the Funds (Attachment A); a description of project and estimation of costs (Attachment B); a description of property and proof of City ownership of property (Attachment C); and a description of the City’s involvement and on-going role in planning, design, development, maintenance, and operation of the project (Attachment D); I. Pursuant to this Agreement and Chapter 39.34 RCW, the County wishes to provide and the City wishes to accept the above-described Funds from the County. AGREEMENT NOW, THEREFORE, in consideration of the respective agreements set forth below and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the County and the City agree as follows: 1. Purpose of Agreement. This Agreement is authorized by and entered into pursuant to Chapter 39.34 RCW. The purpose and intent of this Agreement is to define the responsibilities of the County and the City as they relate to the County’s provision of the Funds to the City’s project located at Bill Quake Field in Arlington, 18513 59th Ave NE, Arlington, WA (the “Park Property”). Planned site enhancements include the renovation/construction of four (4) total ball fields at Bill Quake Field in the City of Arlington on property owned by the City of Arlington. 2. Effective Date and Duration. This Agreement shall not take effect unless and until it has been duly executed by both parties and either filed with the County Auditor or posted on the County’s Interlocal Agreements website. This Agreement shall remain in effect through December 31, 2018, unless earlier terminated pursuant to the provisions of Section 12 below, PROVIDED HOWEVER, that each party’s obligations are contingent upon local legislative appropriation of necessary funds for this specific purpose in accordance with applicable law. 3. Administrators. Each party to this Agreement shall designate an individual (an “Administrator”), INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 3 of 15 who may be designated by title or position, to oversee and administer such party’s participation in this Agreement. The parties’ initial Administrators shall be the following individuals: County’s Initial Administrator: Tom Teigen, Director Snohomish County Parks and Recreation Department 6705 Puget Park Drive Snohomish, Washington 98296 (425) 388-6617 phone (425) 388-6645 facsimile Tom.Teigen@snoco.org City’s Initial Administrator: Paul Ellis City Administrator 238 N. Olympic Arlington, WA 98223 pellis@arlingtonwa.gov (360) 403-4603 Either party may change its Administrator at any time by delivering written notice of such party’s new Administrator to the other party. 4. Project Performance. 4.1 Certification of Real Property Interest. The City certifies to the County that the City owns the real property or easements upon which the Project shall be executed and additional real property or easements are not needed to complete the Project. 4.2 City’s Financial and Staff Commitment. The City certifies to the County that the City has monies sufficient to develop, complete Phase 1 of the project as identified in Attachment B, and maintain and operate Phase 1 of the project without additional County monies needed under the terms of this Agreement by the Project deadline identified in Section 4.3 below (the “City’s Financial Commitment”). 4.3 Project Deadline. On or before October 30, 2018, the City shall complete the Project. In executing the Project, the City shall obtain and, upon request, provide the County with copies of all permits necessary to complete the Project. 4.4 Recognition of County as Financial Sponsor. The City shall recognize the County as a financial sponsor of the Project as follows: 4.4.1 Upon completion of the Project or dedication of the Park Property, whichever comes first, the City shall install at the Park Property a plaque in a form approved by the County that indicates that the County is a financial sponsor or contributor of the Project; 4.4.2 The City shall invite the County to all events promoting the Project or Park Property and recognize the County at all such events as a financial sponsor of the Project; INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 4 of 15 4.4.3 The City shall recognize the County as a financial sponsor in all brochures, banners, posters, and other promotional material related to the Project. 4.5 Project Maintenance. The City shall be responsible for on-going capital improvements to, and maintenance of, the Project and City Property. The County makes no commitment to support the Project or City Property beyond what is provided for in this Agreement and assumes no obligation for future support of the Project or City Property except as expressly set forth in this Agreement. 4.6 Availability to County Residents. The City shall make the Property available to all County residents on the same terms as to residents of the City. 5. Invoicing and Payment. 5.1 Invoicing. Prior to October 30, 2018, the City shall submit to the County an invoice requesting disbursement of the Funds for the Project. 5.2 Accounting. The City shall maintain a system of accounting and internal controls which complies with generally accepted accounting principles and governmental accounting and financial reporting standards in accordance with Chapter 40.14 RCW. 5.3 Recordkeeping. The City shall maintain adequate records to support billings. The records shall be maintained by the City for a period of five (5) years after completion of this Agreement. The County, or any of its duly authorized representatives, shall have access to books, documents, or papers and records of the City relating to this Agreement for purposes of inspection, audit, or the making of excerpts or transcripts. 6. Independent Contractor. The City will perform all work associated with the Project as an independent contractor and not as an agent, employee, or servant of the County. The City shall be solely responsible for control, supervision, direction and discipline of its personnel, who shall be employees and agents of the City and not the County. The County shall only have the right to ensure performance. 7. Indemnification/Hold Harmless. The City shall assume the risk of liability for damage, loss, costs and expense arising out of the activities under this Agreement and all use of any improvements it may place on the Property. The City shall hold harmless, indemnify and defend the County, its officers, elected and appointed officials, employees and agents from and against all claims, losses, lawsuits, actions, counsel fees, litigation costs, expenses, damages, judgments, or decrees by reason of damage to any property or business and/or any death, injury or disability to or of any person or party, including but not limited to any employee, arising out of or suffered, directly or indirectly, by reason of or in connection with the acquisition or use of the Park Property and this Agreement; PROVIDED, that the above indemnification does not apply to those damages solely caused by the INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 5 of 15 negligence or willful misconduct of the County, its elected and appointed officials, officers, employees or agents. 8. Liability Related to City Ordinances, Policies, Rules and Regulations. In executing this Agreement, the County does not assume liability or responsibility for or in any way release the City from any liability or responsibility which arises in whole or in part from the existence or effect of City ordinances, policies, rules or regulations. If any cause, claim, suit, action or administrative proceeding is commenced in which the enforceability and/or validity of any such City ordinance, policy, rule or regulation is at issue, the City shall defend the same at its sole expense and, if judgment is entered or damages are awarded against the City, the County, or both, the City shall satisfy the same, including all chargeable costs and reasonable attorney’s fees. 9. Insurance. The City shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons or damages to property which may arise from, or in connection with exercise of the rights and privileges granted by this Agreement, by the City, his agents, representatives, and employees/subcontractors. The cost of such insurance shall be paid by the City. 9.1 Minimum Scope and Limits of Insurance. General Liability: Insurance Services Office Form No. CG 00 01 Ed. 11-88, covering COMMERCIAL GENERAL LIABILITY with limits no less than $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. 9.2 Other Insurance Provisions. Coverage shall be written on an “Occurrence” form. The insurance policies required in this Agreement are to contain or be endorsed to contain the County, its officers, officials, employees, and agents as additional insureds as respects liability arising out of activities performed by or on behalf of the City in connection with this Agreement. 9.3 Verification of Coverage. The City shall furnish the County with certificate(s) of insurance and endorsement(s) required by this Agreement. 10. Compliance with Laws. In the performance of its obligations under this Agreement, each party shall comply with all applicable federal, state, and local laws, rules and regulations. 11. Default and Remedies. 11.1 Default. If either the County or the City fails to perform any act or obligation required to be performed by it hereunder, the other party shall deliver written notice of such failure to the non-performing party. The non-performing party shall have INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 6 of 15 twenty (20) days after its receipt of such notice in which to correct its failure to perform the act or obligation at issue, after which time it shall be in default (“Default”) under this Agreement; provided, however, that if the non-performance is of a type that could not reasonably be cured within said twenty (20) day period, then the non-performing party shall not be in Default if it commences cure within said twenty (20) day period and thereafter diligently pursues cure to completion. 11.2 Remedies. In the event of a party’s Default under this Agreement, then after giving notice and an opportunity to cure pursuant to Section 11.1 above, the non- Defaulting party shall have the right to exercise any or all rights and remedies available to it in law or equity. 12. Early Termination. 12.1 30 Days’ Notice. Except as provided in Sections 12.2 below, either party may terminate this Agreement at any time, with or without cause, upon not less than thirty (30) days advance written notice to the other party. The termination notice shall specify the date on which the Agreement shall terminate. 12.2 Termination for Breach. In the event that the City fails to complete Phase 1 of the Project by October 30, 2018, and/or otherwise commits a Default as described in Section 11, the County may terminate this Agreement immediately by delivering written notice to the City. Within thirty (30) days of such early termination, the City shall return to the County all Funds previously disbursed from the County to the City for the Project plus interest at the rate of twelve percent (12%) per annum beginning thirty (30) days from the date of early termination. 13. Dispute Resolution. In the event differences between the parties should arise over the terms and conditions or the performance of this Agreement, the parties shall use their best efforts to resolve those differences on an informal basis. If those differences cannot be resolved informally, the matter may be referred for mediation to a mediator mutually selected by the parties. If mediation is not successful or if a party waives mediation, either of the parties may institute legal action for specific performance of this Agreement or for damages. Neither party in any legal action shall be entitled to attorneys’ fees or court costs accrued during mediation or any legal action regarding this Agreement. 14. Notices. All notices required to be given by any party to the other party under this Agreement shall be in writing and shall be delivered either in person, by United States mail, or by electronic mail (email) to the applicable Administrator or the Administrator’s designee. Notice delivered in person shall be deemed given when accepted by the recipient. Notice by United States mail shall be deemed given as of the date the same is deposited in the United States mail, postage prepaid, and addressed to the Administrator, INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 7 of 15 or their designee, at the addresses set forth in Section 3 of this Agreement. Notice delivered by email shall be deemed given as of the date and time received by the recipient. 15. Miscellaneous. 15.1 Entire Agreement; Amendment. This Agreement constitutes the entire agreement between the parties regarding the subject matter hereof, and supersedes any and all prior oral or written agreements between the parties regarding the subject matter contained herein. This Agreement may not be modified or amended in any manner except by a written document executed with the same formalities as required for this Agreement and signed by the party against whom such modification is sought to be enforced. 15.2 Conflicts between Attachments and Text. Should any conflicts exist between any attached exhibit or schedule and the text or main body of this Agreement, the text or main body of this Agreement shall prevail. 15.3 Governing Law and Venue. This Agreement shall be governed by and enforced in accordance with the laws of the State of Washington. The venue of any action arising out of this Agreement shall be in the Superior Court of the State of Washington, in and for Snohomish County. In the event that a lawsuit is instituted to enforce any provision of this Agreement, the prevailing party shall be entitled to recover all costs of such a lawsuit, including reasonable attorney’s fees. 15.4 Interpretation. This Agreement and each of the terms and provisions of it are deemed to have been explicitly negotiated by the parties, and the language in all parts of this Agreement shall, in all cases, be construed according to its fair meaning and not strictly for or against either of the parties hereto. The captions and headings in this Agreement are used only for convenience and are not intended to affect the interpretation of the provisions of this Agreement. This Agreement shall be construed so that wherever applicable the use of the singular number shall include the plural number, and vice versa, and the use of any gender shall be applicable to all genders. 15.5 Severability. If any provision of this Agreement or the application thereof to any person or circumstance shall, for any reason and to any extent, be found invalid or unenforceable, the remainder of this Agreement and the application of that provision to other persons or circumstances shall not be affected thereby, but shall instead continue in full force and effect, to the extent permitted by law. 15.6 No Waiver. A party’s forbearance or delay in exercising any right or remedy with respect to a Default by the other party under this Agreement shall not constitute a waiver of the Default at issue. Nor shall a waiver by either party of any particular Default constitute a waiver of any other Default or any similar future Default. 15.7 No Assignment. This Agreement shall not be assigned, either in whole or in part, by either party without the express written consent of the other party, which INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 8 of 15 may be granted or withheld in such party’s sole discretion. Any attempt to assign this Agreement in violation of the preceding sentence shall be null and void and shall constitute a Default under this Agreement. 15.8 Warranty of Authority. Each of the signatories hereto warrants and represents that he or she is competent and authorized to enter into this Agreement on behalf of the party for whom he or she purports to sign this Agreement. 15.9 No Joint Venture. Nothing contained in this Agreement shall be construed as creating any type or manner of partnership, joint venture or other joint enterprise between the parties. 15.10 No Separate Entity Necessary. The parties agree that no separate legal or administrative entities are necessary to carry out this Agreement. 15.11 Ownership of Property. Except as expressly provided to the contrary in this Agreement, any real or personal property used or acquired by either party in connection with its performance under this Agreement will remain the sole property of such party, and the other party shall have no interest therein. 15.12 No Third Party Beneficiaries. This Agreement and each and every provision hereof is for the sole benefit of the City and the County. No other persons or parties shall be deemed to have any rights in, under or to this Agreement. 15.13 Execution in Counterparts. This Agreement may be executed in two or more counterparts, each of which shall constitute an original and all of which shall constitute one and the same agreement. [The remainder of this page is intentionally left blank.] INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 9 of 15 IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written. COUNTY: Snohomish County, a political subdivision of the State of Washington By Name: Dave Somers Title: County Executive CITY: City of Arlington, a Washington municipal corporation By Name: Barbara Tolbert Title: Mayor Approved as to Form: Deputy Prosecuting Attorney Approved as to Form: City Attorney INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 10 of 15 ATTACHMENT A WRITTEN REQUEST FOR COUNTY FUNDS INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 11 of 15 ATTACHMENT B DESCRIPTION OF PROJECT & ESTIMATION OF COSTS Phase I of the Quake Baseball Field project is based on the current available funding of $350,000. An RFQ was prepared and distributed to various firms to obtain a design build interest in the Quake Baseball Filed Project. Hellas Construction, Inc. was determined to be the appropriate firm to conduct the design build project, based on their overall scoring. Phase I consists of the renovation of the two existing baseball fields depicted in Exhibit 1 of the ILA. The scope of work includes; Conduct Geo Technical data and technical reports Conduct Survey of existing and future fields and reports Conversion of the two existing baseball fields from dirt and grass infields to artificial dirt and artificial grass infields – (turf area totals of 18,014 Sq. Ft. for both fields) Repair existing dugouts Repair existing backstops Provide required artificial turf maintenance equipment Design of two new baseball fields for Phase II implementation (based on future funding) Hellas estimates that all of the proposed scope of work mentioned above can be completed with the current available funding of $350,000. Future funding can then be obtained, based on accurate construction bids from the conceptual design, to complete the additional two fields. Exhibit 1 – Existing Quake Field Renovations INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 12 of 15 INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 13 of 15 ATTACHMENT C DESCRIPTION OF PROPERTY AND PROOF OF CITY OWNERSIIP OF PROPERTY INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 14 of 15 ATTACHMENT D CITY’S ROLE IN THE PLANNING, DESIGN, CONSTRUCTION, MAINTENANCE, AND OPERATION OF THE PROJECT The City of Arlington’s role is to facilitate the renovation and expansion by working collaboratively with the Stilly Valley Little League (SVLL), Hellas Construction, Inc. and other Stakeholders to ensure that funding sources, inter-local agreements, grant and assurances, and other processes are followed. City Parks and Recreation Staff of the Maintenance & Operations Division have been working closely with the Hellas Team to help facilitate Phase I of the project. M&O staff will continue to assist Hellas during the renovation of the two existing baseball fields and logistics with the design of the two new fields, i.e. current irrigation, water and sewer locations, etc. The M&O Division will continue the maintenance of the existing facility as they have always done, however, staff will work with Hellas to learn how to operate the new turf equipment and maintain the new turf infields. INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY AND THE CITY OF ARLINGTON FOR ARLINGTON BALLFIELDS PROJECT 15 of 15 [The remainder of this page is intentionally left blank.] City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: June 27, 2016 SUBJECT: Burn Road Reservoir Demolition – Contract Award ATTACHMENTS: None - Bids received on June 29th will be emailed to council DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: Estimate $75,000 BUDGET CATEGORY: Fund 405 – Water Capital Fund LEGAL REVIEW: DESCRIPTION: The Burn Road Reservoir has been scheduled for demolition in 2016, it was advertised on the MRSC Small Works Roster and staff is recommending the contract be awarded to the lowest qualifying bidder. HISTORY: The Burn Road Reservoir is a 500,000 gallon steel potable water storage tank that was constructed in the mid-1960’s. The reservoir is located in an area that is geologically unstable. Given the critical nature of this facility and potential downstream receptors should it fail, the City has decided to take this facility out of service. Following a public hearing, the reservoir was declared as surplus by council in May of 2014. We scheduled and budgeted for the demolition of the reservoir in the 2016 budget. The project was sent to qualifying contractors on the MRSC Small Works Roster and bids are due on June 29th. The results of the bid opening will be emailed out to council following the bid opening. Staff will review the bids, qualify the lowest bidder, and bring to the July 5th Council Meeting with a recommendation to award the contact. ALTERNATIVES Remand to staff for further evaluation or re-advertise on MRSC Roster RECOMMENDED MOTION: Workshop; discussion only. At the following council meeting the motion will be “I move to accept the low bid for the Burn Road Reservoir Demolition and authorize the mayor to sign the contract with __________________________, pending final approval by the City Attorney”. City of Arlington Council Agenda Bill Item: WS #3 Attachment C COUNCIL MEETING DATE: June 27, 2016 SUBJECT: LED Streetlight Conversion Contract Award ATTACHMENTS: Bids received on June 28th will be emailed to council Maps of selected streetlights to be replaced DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: Estimate $79,238 BUDGET CATEGORY: Fund 101 – Street Fund (100% Grant Funded) LEGAL REVIEW: DESCRIPTION: Award an LED Street Light upgrade contract for the upgrade of 121 City owned street and pedestrian lights. HISTORY: The Transportation Improvement Board offered grant funding through the “Relight Washington Program” in 2015. In 2015 staff applied for and received a $79,238 grant from the Transportation Improvement Board (TIB) for replacement/retrofit of 121 high pressure sodium lights to a LED light. The intent of this project is to reduce streetlight operating costs while saving energy and renewing dated infrastructure. The project was sent to qualifying contractors on the MRSC Small Works Roster and bids are due on June 28th. The results of the bid opening will be emailed out to council following the bid opening. Staff will review the bids, qualify the lowest bidder, and bring to the July 5th Council Meeting with a recommendation to award the contact. ALTERNATIVES Remand to staff for further evaluation or re-advertise on MRSC Roster RECOMMENDED MOTION: Workshop; discussion only. At the following council meeting the motion will be “I move to accept the low bid for the LED Streetlight Conversion Project and authorize the mayor to sign the contract with __________________________, pending final approval by the City Attorney”. ^^^!( !( !( !( !( !( !( !( !( !(!( !( !( !( !( !( !( !(!(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( !( ! ! ! ! ! !! !! !! !! ! !NORTH ST W DIVISION ST E 3RD ST N WEST AVE E 1ST ST 67THAVENE DIKE RD SR 9 E 5TH ST E UNION ST S WEST AVE E 4TH ST S MACLEOD AVE S OLYMPIC AVE N MACLEOD AVE N OLYMPIC AVE SR 530 SR 530 LEBANONST E DIVISION ST City of Arlington Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express or implied, including butnot limited to warranties of suitability for a particular purpose or use. Map data are compiled from a variety ofsources which may contain errors and users who rely upon the information do so at their own risk. Users agree toindemnify, defend, and hold harmless the City of Arlington for any and all liability of any nature arising out of orresulting from the lack of accuracy or correctness of the data, or the use of the data presented in the maps. ± kdh CityOwnedLights-north_11x17_16.mxd 5/31/2016 1 in = 286 feetScale: Date: File: Drawn by: Streams and waterbodies courtesy of Snohomish County Dept of Information Systems, December 2009. City-Owned Street Lights !!!!! !!! ! ! ! !!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !!!!!!!!!!!!!!! !!!!! !!!!!!!!!!!!!! !! ! !!!!! !! !! ! ¥¨§5 "8530 "8531 "89 204TH ST NE SR530 SR 530 I-5 SR 531 186TH ST NE TVEIT RD CEMETERY RD 19TH DR NE SR 9 SR 9 51ST AVE NE 188TH ST NE 89TH AVE NE 19TH AVE NE 226THPLNE 47TH AVE NE I-5 43RD AVE NE 188TH ST NE 172ND ST NE 23RD AVE NE 200TH ST NE EAGLEFIELD DR 188TH ST NE 204TH ST NE 67TH AVE NESMOKEYPOINTBLVD 59TH AVE NE BURNRD 59TH DR NE 25TH AVE NE 63RD AVE NE AIRPORT BLVD DIKE RD ± Legend !SL-01 !(SL-02 ^SL-03 City parks Airport Rail line Rest area Arlington City limits Sheet 1 of 3 North location 1 #* #* #* #* !(!(!(!(!(!(!( !(!( !( !( !( !( !( !( !( !( !( !( !( !( !( !(!(!(!(!( !(!(!(!( ! !! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! "89 211TH PL NE 67THAVENE SR 9 204TH ST NE KONA DR JOANNLN GROVE PL 208TH ST NE W MARION ST W JENSEN ST SR530 S COBB AVE City of Arlington Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express or implied, including butnot limited to warranties of suitability for a particular purpose or use. Map data are compiled from a variety ofsources which may contain errors and users who rely upon the information do so at their own risk. Users agree toindemnify, defend, and hold harmless the City of Arlington for any and all liability of any nature arising out of orresulting from the lack of accuracy or correctness of the data, or the use of the data presented in the maps. ± kdh CityOwnedLights-central_11x17_16.mxd 5/31/2016 1 in = 500 feetScale: Date: File: Drawn by: Streams and waterbodies courtesy of Snohomish County Dept of Information Systems, December 2009. City-Owned Street Lights !!!!! !!! ! ! ! !!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !!!!!!!!!!!!!!! !!!!! !!!!!!!!!!!!!! !! ! !!!!! !! !! ! ¥¨§5 "8530 "8531 "89 204TH ST NE SR530 SR 530 E 3RD ST I-5 SR 531 186TH ST NE E 1ST ST TVEIT RD CEMETERY RD 19TH DR NE SR 9 SR 9 51ST AVE NE 188TH ST NE 89TH AVE NE 19TH AVE NE 226THPLNE E 5TH ST 47TH AVE NE I-5 43RD AVE NE 188TH ST NE 172ND ST NE 23RD AVE NE E GILMANAVE 200TH ST NE EAGLEFIELD DR 188TH ST NE 67TH AVE NESMOKEYPOINTBLVD 59TH AVE NE BURNRD 59TH DR NE 25TH AVE NE 63RD AVE NE AIRPORT BLVD DIKE RD ± Legend !SL-01 !(SL-02 #*SL-04 City parks Airport Rail line Rest area Arlington City limits Sheet 2 of 3 1 Central location XWXWXWXW XWXWXWXWXWXWXWXW ^^^^^^^^^^ 51ST AVE NE 59TH AVE NE 59TH DR NE SR 531 172ND ST NE City of Arlington Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express or implied, including butnot limited to warranties of suitability for a particular purpose or use. Map data are compiled from a variety ofsources which may contain errors and users who rely upon the information do so at their own risk. Users agree toindemnify, defend, and hold harmless the City of Arlington for any and all liability of any nature arising out of orresulting from the lack of accuracy or correctness of the data, or the use of the data presented in the maps. ± kdh CityOwnedLights-south_11x17_16.mxd 5/31/2016 1 in = 542 feetScale: Date: File: Drawn by: Streams and waterbodies courtesy of Snohomish County Dept of Information Systems, December 2009. City-Owned Street Lights !!!!! !!! ! ! ! !!!!!!!!!!!! !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! !!!!!!!!!!!!!!! !!!!! !!!!!!!!!!!!!! !! ! !!!!! !! !! ! ¥¨§5 "8530 "8531 "89 204TH ST NE SR530 SR 530 E 3RD ST I-5 SR 531 186TH ST NE E 1ST ST TVEIT RD CEMETERY RD 19TH DR NE SR 9 SR 9 51ST AVE NE 188TH ST NE 89TH AVE NE 19TH AVE NE 226THPLNE E 5TH ST 47TH AVE NE I-5 43RD AVE NE 188TH ST NE 172NDST NE 23RD AVE NE E GILMANAVE 200TH ST NE EAGLEFIELD DR 204TH ST NE 67TH AVE NESMOKEYPOINTBLVD 59TH AVE NE BURNRD 25TH AVE NE 63RD AVE NE AIRPORT BLVD DIKE RD ± Legend ^^SL-03 XW SL-05 City parks Airport Rail line Rest area Arlington City limits Sheet 3 of 3 South location 1 City of Arlington Council Agenda Bill Item: WS #4 Attachment D COUNCIL MEETING DATE: June 27, 2016 SUBJECT: May 2016 Financial Report ATTACHMENTS: Financial Reports – Narrative General Fund Operating Statement Revenue Charts Other Fund Operating Statements Airport Flow Charts DEPARTMENT OF ORIGIN Finance; Kristin Garcia – Finance Director 360-403-3431 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Attached is the May 2016 financial report. HISTORY: ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only. 1    2016 May Financial Report – Kristin Garcia, Finance Director  GENERAL FUND   The ending fund balance as of May 31 was $2,362,379.  We received our May property tax payment  of $1,479,347 bringing our year to date general fund property tax revenue to $1,987,128 or 50% of  budget.  We received $345,531 in sales tax revenue for the month of May!  Comparing year to date  collections through May 2015 vs May 2016, sales tax revenue is up about 6%.  Overall, expenses are at 38% so we’re in line with budget. I continue to monitor each department at  the line item level.  No concerns at this time with spending levels.    Two items to note for information purposes on general fund expenses;   1) As a result of the $100,000 award for the next round of the ABC competition, we have  set up a new “department” within the general fund to track the goals, related budgets  and expenses.  The corresponding revenue (grant award) will also be recorded in the  general fund.  In the following months you will start to see expenses recorded in the new  department.  This will also trigger a budget amendment at year end as the $100,000 was  not included in our original budget.     2) As of May 31, the purchasing coordinator position is within the finance department so  payroll expenses for this position will now be recorded in the finance department budget  instead of the executive department (where the position was originally budgeted).  This  will result in a budget overage for salaries/benefits in the finance department but would  be offset by a budget shortage in the executive department for salaries/benefits.  Overall  the general fund won’t be impacted, only at the department level.  OTHER FUNDS  EMS Fund – At the end of May, the ending fund balance was $148,498.  In May, we received  $85,947 in transport fees and total revenue received to date is 47% of budget (6% higher than  budget at this point in the year).  REET 1 and REET 2 Funds – year to date revenues for each fund are $261,665 or 89% of budget!   Last year at this time we had only received $89,175.    Water Fund – has made the final debt payment for Public Works Trust Fund Loan #5‐96‐791‐002.   The water fund has no remaining debt outstanding!    2  Airport Project Status Update  Several months ago, the finance department and airport partnered together to improve airport  billing and leasing processes and to strengthen internal controls.  Our first step in the project was to  review each lease file to make sure all documentation was current and placed in each tenant file.   We’ve completed a review of all lease files and are now creating an ACCESS database to track a  variety of elements contained within the lease file.  For example, the database will have the ability  to run reports so we can monitor lease expiration dates and insurance expiration dates.  We’ve also  improved internal controls over the billing/cash receipting processes by segregating those duties  and moving airport billing to the finance department.  The next phase of the project is establishing  flow charts and procedure documents for each function related to lease processing.  The flow charts  and procedure documents will establish accountability on who is responsible for performing each  task, will identify internal controls in terms of who is reviewing/approving items and documenting  specific procedures will enable the tasks to be completed seamlessly in the event of an employee  absence.  I’ve attached two examples of the flow chart for your reference.  Our goal is to complete  the database and flow charts prior to our audit which is tentatively scheduled for  September/October.    DRAFT Billing  Josie  Assess late fees  Josie  Create Bill Dates  Josie  Create Bills  Josie  Print and mail  bills  Josie  Run monthly billing  reports scan copy to Tim  and Mary  Josie  Processes any closing  bills or new account  bills as they are given  to her  Josie  Run 30, 60, 90 day past due  reports for Kristin   Josie  Process any utility bill backs   Tim  Approve monthly billing  reports, sign last page and  send back to Finance to be  filed in billing binder   Mary  Run 30, 60, 90 day past due  reports for Dave   DRAFT Airport Deposit Preparation     Mary   Downloads payments from  Xpress into BIAS  Mary  Uploads In‐House  Payments into Xpress  Bill Pay  Mary  Uploads Adjustments  into Xpress Bill Pay   Mary  Balance previous  day’s work  Finance Department  Verifies checks, cash and  credit cards balance to  Airport Revenue Report  and Payments stubs and  Clerks Receipts  Airport Staff  Delivers Airport  Deposit  Finance Department  Enter Deposit into BIAS and  prints receipt and places into  deposit bag for Airport staff  to pick up the next day  Mary  Print and review daily revenue  report  City of Arlington Council Agenda Bill Item: WS #5 Attachment E June 27, 2016 SUBJECT: Recommendation & Findings of Fact from the Airport Commission to Waive Land Use Fees for the 2016 Arlington Fly-In ATTACHMENTS: Airport Commission Findings of Fact DEPARTMENT OF ORIGIN Airport – David Ryan EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Pursuant to Ordinance No. 2016-011, the Arlington Fly-In has requested a waiver of the land use fees for the 2016 Fly In event. This waiver was submitted to the Airport Commission on June 21, 2016. The Commission considered the request at its June 21, 2016 meeting and recommended that the fees for the 2016 Arlington Fly-In be waived. The request has been provided to the FAA for their review. HISTORY: The City Council adopted an ordinance on June 20, 2016 (Ordinance No. 2016-011) to align the special events process at the Airport with the City process and requiring Council approval to waive fees for special events at the Airport, with recommendation from the Airport Commission and review by the FAA. ALTERNATIVES Approve the request as recommended by the Airport Commission Remand the item back to the Airport Commission for further consideration Deny the request RECOMMENDED MOTION: Workshop; discussion only. At the July 5, 2016 Council meeting, the motion will be “I move to waive the fees for the 2016 Arlington Fly In and adopt the findings of fact as presented by the Airport Commission.”