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Home My WebLink About10-24-2016 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 – Wendy APPROVAL OF THE AGENDA Mayor Pro Tem Debora Nelson INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS Julie Frauenholtz, Health and Human Services Project Proposal Staff Introduction: Heather Logan WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Preliminary Budget Review and Proposed Property Tax ATTACHMENT A and EMS Tax Levy Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Debora Nelson 2. Environmental Review for South Airport Business Park ATTACHMENT B Staff Presentation: Paul Ellis Council Liaison: Chris Raezer/Jan Schuette 3. Resolution Declaring Items as Surplus – Christmas Decorations ATTACHMENT C Staff Presentation: Kurt Patterson Council Liaison: Sue Weiss 4. September Financial Report ATTACHMENT D Staff Presentation: Kristin Garcia 5. Miscellaneous Council Items Arlington City Council Workshop Monday, October 24, 2016 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. EXECUTIVE SESSION RECONVENE PUBLIC COMMENT For members of the public who wish to speak to the Council. Please limit your remarks to three minutes. ADJOURNMENT Mayor Barb Tolbert To open all attachments, click here City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: October 24, 2016 SUBJECT: Review and discuss the 2017-2018 preliminary budget and 2017 property tax levy ATTACHMENTS: None DEPARTMENT OF ORIGIN Finance; Kristin Garcia – Finance Director 360-403-3431 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: On October 17, 2016 the 2017 - 2018 preliminary budget was delivered to Council. On October 24 2016, a short presentation will be given to review the budget with discussion to follow. HISTORY: Budget presentations were previously given on August 22, 2016, September 12, 2016, September 19, 2016 and a budget retreat was held on October 1, 2016. ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only. City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: October 24, 2016 SUBJECT: Environmental Contract with WH Pacific ATTACHMENTS: Airport Director’s Memo, Scope of Work, Quote DEPARTMENT OF ORIGIN Airport EXPENDITURES REQUESTED: $27,045.00 BUDGET CATEGORY: Professional Services LEGAL REVIEW: DESCRIPTION: This item allows the airport to enter into a contract with our “on call” engineering firm (WH Pacific) in order to complete environmental review on the southernmost portion of the Airport Business Park. HISTORY: Airport staff have been working with the FAA for approximately six months in trying to get a “Categorical Exclusion’ (CATEX) for the southern portion of the Airport Business Park in order to build a roadway and begin marketing the Business Park. Airport and Public Works staff have provided information to the FAA for this portion, but the FAA is now requiring more extensive research. ALTERNATIVES Approve staff’s recommendation with modifications Table staff’s recommendation Deny staff’s recommendation RECOMMENDED MOTION: Workshop; discussion only. MEMO City of Arlington Airport To: City Council From: David M. Ryan, Airport Director Date: October 11, 2016 Subject: Airport Business Park Environmental Review ISSUE: Contract with WH Pacific Engineers to complete an Environmental Review for the Southern Portion of the Airport Business Park. BACKGROUND: Airport Staff have been working with the FAA’s environmental specialist for the last six months in trying to secure a Categorical Exclusion (CATEX) for the Southern portion of the Airport Business Park in order to install Phase III of 173rd Ave, and to bring utilities into the Business Park. In order to effectively market the area these improvements are necessary to be able to compete with “fee simple “property in the area. Although all environmental review was completed for the Davis and Silesky proposal some years back, and was approved by the FAA, they now say the information is too old to be of value. While they’re not requiring us to do a full scale Environmental Assessment (EA) they are requiring us to provide cultural, historic, archeological, biological and other information that is beyond the capability of Airport or other City Staff. The airport has an ongoing contract with WH Pacific Engineers that have the staff to complete all of the above requirements. The cost for their services is $27, 045.00. Fortunately, we budgeted professional services in an amount much greater than this for 2016 in the hopes we would be able to revise the Airport Layout Plan. As the question of Aeronautical vs. Non-Aeronautical property at the airport has still not been resolved, these monies weren’t used. The Airport is asking the City Council to approve a contract with WH Pacific Engineers in the amount of $27,045.00 to complete this environmental review so that we can continue applying for grants and build Phase III of 173rd Ave, and market this portion of the Business Park. ALTERNATIVES: Table the discussion for future consideration RECOMMENDATION: Staff recommends approval of the contract with WH Pacific Engineers to complete the environmental review. Arlington Airport Business Park - Environmental October 10, 2016| 1 Environmental Review and Documentation The City of Arlington is requesting assistance to complete the environmental documentation necessary to develop about 43 acres of land on the southwest corner of the Arlington Airport (Airport) property. The project will require completion of a National Environmental Policy Act (NEPA) Categorical Exclusion (CATEX), Cultural Resources Study, Biological Evaluation and Wetland Study. Categorical Exclusion A documented, referenced CATEX will be prepared using existing information and desktop studies. Federal Aviation Administration (FAA) form ARP SOP No. 5.00 will be completed following guidance in Order 1050.1F. The CATEX will expand on the information provided by the Arlington Airport and comments prepared by the FAA Environmental Protection Specialist. Additionally, biological, cultural resources and wetland studies will be performed. Information provided in these reports will be summarized and appended to the CATEX. A figure will be completed showing the project area using GIS. The CATEX will be submitted to the Airport Director for review and comment. Comments will be addressed, and the CATEX will be prepared for submittal to the FAA. Comments from the FAA will be discussed with the Airport Director and addressed. The CATEX will be finalized for submittal to FAA. Biological Evaluation A biological evaluation will be conducted for the project area. The evaluation will include reviewing existing information from past projects and a background search of U.S. Fish and Wildlife (USFWS), National Marine Fisheries Service (NMFS), Washington Department of Fish and Wildlife (WDFW) and other databases and literature. Our biologist will contact USFWS, NMFS and WDFW area biologist to discuss the site. Along with engineering, the WHPacific biologist will determine drainage patterns for the project area. A biological evaluation memorandum will be prepared to document the results. The memorandum will be provided to the Airport Director for review and comment and will be updated to respond to comments. A final draft will be prepared for submittal to the FAA. If potential impacts to Endangered Species Act (ESA) listed fish are discovered, a Biological Assessment may need to be prepared. Discussions will occur with the Airport Director and FAA prior to providing a scope of work. Cultural Resources A cultural resources study will be conducted for the project area. Archaeologists will coordinate with the City of Arlington to define the Area of Potential Effect (APE). A desktop survey of available records will be conducted. A Washington Department of Archaeology and Historic Preservation (DAHP) online database search will be conducted to obtain any previous studies, reports and historic maps. The Governor’s Office of Indian Affairs advised the following tribes should be included in FAA’s consultation for the project: Stillaguamish and Tulalip. A WHPacific archaeologist will contact the tribal stakeholders to gather information for the report and to discuss the trail location noted by the Stillaguamish Tribe of Indians, Tribal Historic Preservation Officer in a letter dated September 23, 2016. Arlington Airport Business Park - Environmental October 10, 2016| 2 An archeologist will conduct a field survey of the project area. A systematic pedestrian survey and subsurface sampling of the APE will be performed. The archaeologist will walk parallel transects spaced no more than 20 meters apart in all accessible portions of the APE and record any cultural material present on the surface. The subsurface sampling of the APE will then be conducted. Shovels probes, measuring an average of 30 centimeters in diameter, will be placed across the APE to assess the level of disturbance and presence of cultural resources. The placement of these will be judgmental based upon field conditions and the results of the background review and stakeholder coordination. Areas within the APE identified by stakeholders as areas of interest will be more intensively sampled with shovel probes. All sediments will be screened through ¼” hardware cloth and described. If artifacts are identified on the surface, shovel probes will be used to determine the horizontal boundary of the artifact scatter. If artifacts are encountered during excavation, the probe will be terminated. Any artifacts encountered will be analyzed in the field and returned to the ground beneath the sod cap. Radials will be excavated at cardinal directions from positive probes to determine if additional materials are present and to delineate the boundaries of the buried resource. Upon completion of the fieldwork, a draft report will be prepared and submitted to the City of Arlington for review and comment. Comments will be addressed, and the report will be finalized for submittal to the City of Arlington and the FAA. Sufficient copies of the final report will be provided to the FAA to facilitate consultation with DAHP and potentially affected tribes. Wetlands Memorandum A professional wetland scientist will conduct an aerial photo review and a desktop search to document wetlands, if any, in the project area. The results will be provided in a memorandum. A soils map and aerial photo will accompany to memorandum. The wetland memorandum will be provided to the Airport Director for review and comment. The memorandum will be updated to respond to comments and prepared for submittal to the FAA. If during the desktop studies, potential wetlands are identified on site, the Airport Director will be notified and a wetland delineation will be scoped. The City of Arlington will provide a GIS shapefiles for the area in the southwest corner of the airport. These files will be used to prepare project maps. City of Arlington Project Environmental Wetlands Biologist Archaeologist Archeologist GIS Manager Scientist Scientist Oct-16 F Tam K Brown P Quarterman K Randall K Blake R Brownell N Bosch Project PROJECT Hours COST $150.00 $119.23 $123.97 $82.34 $108.78 $93.93 $75.00 Task Title Project Management/Draft and Final Report Review 10 10 $1,500 Categorical Exclusion 40 4 44 $5,069 Biological Evaluation and Letter of No Effect 1 40 41 $3,413 Cultural Resource Field Study and Report 1 128 12 141 $15,170 Wetland Desktop Study and Memo 1 8 4 13 $1,411 0 $0 Labor hours 10 43 8 40 128 12 8 249 Labor cost $1,500 $5,127 $992 $3,294 $13,924 $1,127 $600 $26,563 Reimbursable Expenses 550 Mileage $0.54 $297 Lodging $120 Food $65 Total Reimbursables: $482 PROJECT TOTAL $27,045 Assumptions: City of Arlington will provide GIS Shapefiles for the project area. Arlington Airport i:\project\3388.0001\wvtccon.xls 10/20/2016, 10:06 AM City of Arlington Council Agenda Bill Item: WS #3 Attachment C COUNCIL MEETING DATE: October 24, 2016 SUBJECT: Equipment Surplus ATTACHMENTS: Draft Resolution DEPARTMENT OF ORIGIN Maintenance and Operations EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Staff is requesting City Council formally adopt a resolution that electrified holiday decorations (candles) be declared as surplus. HISTORY: These holiday decorations were used in the downtown business district for several decades as well as at Smokey Point and Island Crossing. They are beyond their useful life and have been or are being replaced with more up to date decorations. ALTERNATIVES Reject request for surplus. RECOMMENDED MOTION: Workshop; discussion only. RESOLUTION NO. 2016-xxx RESOLUTION NO. 2016-xxx A RESOLUTION OF THE CITY OF ARLINGTON DECLARING CERTAIN PROPERTY AS SURPLUS AND AUTHORIZING ITS SALE WHEREAS, the City has purchased the equipment listed on the attached Exhibit “A”; and WHEREAS, the equipment identified on Exhibit “A” is surplus to the needs of the City; and NOW, THEREFORE, the City of Arlington, acting by and through its City Council, does hereby resolve as follows: 1. The equipment/property described on the attached Exhibit “A” is declared surplus to the needs of the City. 2. Staff is instructed to trade in all items for the best available price, sell all items for the best available price or properly dispose of items that it is unable to sell. Staff is further authorized to dispose of the property via an intergovernmental transfer pursuant to RCW 39.33.010. Passed by the City Council of the City of Arlington at a regular meeting on this ____ day of ____________, 2016. ________________________________ Barbara Tolbert Mayor ATTEST: ___________________________ Kristin Banfield, City Clerk APPROVED AS TO FORM: ___________________________ Steven J. Peiffle, City Attorney RESOLUTION NO. 2016-xxx EXHIBIT A Quantity Item Xxxxx Candle Christmas decorations for light/power poles City of Arlington Council Agenda Bill Item: WS #4 Attachment D COUNCIL MEETING DATE: October 24, 2016 SUBJECT: September 2016 Financial Report ATTACHMENTS: Financial Reports – Narrative General Fund Operating Statement Revenue Charts Other Fund Operating Statements DEPARTMENT OF ORIGIN Finance; Kristin Garcia –Finance Director 360-403-3431 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Attached is the September 2016 financial report. HISTORY: ALTERNATIVES RECOMMENDED MOTION: Workshop; discussion only. 1 2016 September Financial Report – Kristin Garcia, Finance Director GENERAL FUND The ending fund balance as of September 30 was $2,333,881 as compared to ending fund balance of $1,254,540 September 30, 2015. The YTD ending fund balance is in a better position that last year due to an increase in revenues and managing the expenses within or slightly below budget. 2015 2016 NOTES BEG. FUND BALANCE $502,080 $1,272,154 At the end of 2015, ending fund balance increased by $770,074 because revenues exceeded expenses at year end. Sales tax being the biggest driver of the increased revenues. REVENUES YTD $10,449,858 $10,740,503 2016 YTD revenues exceed 2015 because of sales tax trend and marijuana excise tax. EXPENSES YTD $9,697,400 $9,678,776 Expenses nearly the same this last as last year, meaning we’re managing expenses within budget for those expenses within our control. Retail Sales Tax collected to date is $2,947,624 or 82% of budget and is still trending ahead of last year’s revenues. Although sales tax revenue continues to trend in a positive direction, it is important to monitor the trend on a regular basis. Fluctuations in the economy can impact this revenue stream and as it is the biggest contributor to recent increases in fund balance, any slowing of the trend would have an impact on fund balance. We’ve received our first reimbursement for the America’s Best Communities grant. The amount of the reimbursement was $12,399.24 Business license revenue is at 101% of budget. Business licenses are due by June 30 so the bulk of revenue is received May – July. Any revenue received now until year end will be from new business activity. OTHER FUNDS General Mandatory Reserve Fund – The ending fund balance is $100,000 and is currently at 15% of budget. A $50,000 transfer from the general fund was budgeted in 2016 and the transfer will occur in October, increasing the fund balance to $150,000. Based on cash flow trends, an additional transfer into this fund is still expected by year end. Please note that as revenues change, the amount required for the reserve will change. At year end, when revenues are finalized, we’ll be able to calculate the required reserve for the end of 2016 and determine the percentage of goal. Capital Facilities Building Fund – The ending fund balance is $50,004 with an additional $50,000 to be transferred from the general fund in October. 2 Investments – As of September 30, 2016, the City held $28.4 million in cash and investments. Year to date the city has received $185,681 in investment interest, 15% over budget! Interest rates have increased slightly in the last few months, and most of our recent investments have been at rates near or at 1.5%. We’ve also had an opportunity to open a money market account with Opus bank which is attached to our checking account. This second account operates similarly to the Local Government Investment Pool (LGIP) with slightly better interest rates. It’s provided an additional option for us to maximize interest while maintaining liquidity. We’ll continue to utilize the LGIP as diversification is also a priority when making investment decisions.