HomeMy WebLinkAbout03-27-17 Council Workshop
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CALL TO ORDER
Mayor Barb Tolbert
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Barb Tolbert – Kristin
APPROVAL OF THE AGENDA
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1. Reappointments to Airport Commission ATTACHMENT A
Staff Presentation: Dave Ryan
Council Liaison: Chris Raezer/Jan Schuette
2. Apparent Low Bid for Lift Station #2 ATTACHMENT B
Staff Presentation: Jim Kelly
Council Liaison: Mayor Pro Tem Debora Nelson
3. Interlocal Agreement with Snohomish County for Park Funding ATTACHMENT C
Staff Presentation: Marc Hayes
Council Liaison: Mike Hopson/Jan Schuette
4. Right of Way Dedication for 182nd St NE ATTACHMENT D
Staff Presentation: Marc Hayes
Council Liaison: Mike Hopson/Jan Schuette
5. Presentation on Police Hiring Process ATTACHMENT E
Staff Presentation: Jonathan Ventura/Deana Dean
Council Liaison: Jesica Stickles/Marilyn Oertle
6. Ordinance to Eliminate Traffic Violations Bureau ATTACHMENT F
Staff Presentation: Jonathan Ventura
Council Liaison: Jesica Stickles/Marilyn Oertle
Arlington City Council Workshop
Monday, March 27, 2017 at 7:00 pm
City Council Chambers – 110 E 3rd Street
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. February Financial Report ATTACHMENT G
Staff Presentation: Kristin Garcia
8. Inter‐Fund Loan from Growth Fund to EMS Fund ATTACHMENT H
Staff Presentation: Kristin Garcia
Council Liaison: Mayor Pro Tem Debora Nelson
9. Miscellaneous Council Items
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
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
Airport Commission Reappointments
ATTACHMENTS:
Redacted applications of Ruth Gonzales and Austin DeFreece
DEPARTMENT OF ORIGIN
Airport
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
The Arlington Municipal Airport staff and Commissioner Selection Committee recommends
the reappointments of Ruth Gonzales and Austin DeFreece to the Airport Commission.
HISTORY:
Commissioner DeFreece served a partial term when Commissioner Mike Hopson was
elected to City Council and left the Airport Commission. Commissioner Gonzales has served
two terms. She served on the Planning Commission prior to serving on the Airport
Commission.
ALTERNATIVES
Table the recommendations until a later date.
RECOMMENDED MOTION:
Workshop; discussion only. The recommended motion at the April 6, 2017 council meeting
will be, “I move to reappoint Ruth Gonzales and Austin DeFreece to the Airport
Commission.”
APPLICATION FOR BOARDS & COMMISSIONS
Name Ruth E Gonzales
Address*
Phone (home)Phone (work)
E-mail address
I am interested in serving on the following Boards and Commissions (check all that apply)
Airport Commission Civil Service Commission
Parks, Arts, and Recreation Commission Cemetery Board
Library Board Planning Commission
Lodging Tax Advisory Committee Citizens Salary Commission
Background/Experience/Interest
I am currently serving as an Airport Commissioner and would like to renew my position.
Background in Architecture and Planning.
Served as as Planning Commissioner for the City of Arington for 13 years.
Received 3/12/2014
Date:
Austin DeFreece
✔
11/25/2015
(Attach page for additional space)
I have just completed my service on the Arlington City Council where I was appointed to finish the
remaining term that was left by the passing of Dick Butner. It was an amazing experience and better than I
anticipated. I would like to continue to serve and stay involved in Arlington city government. The
opportunity on the airport commission is one that I feel that I am uniquely qualified to fill. In addition to
serving on the city council, I am an attorney with HTC corporation in Seattle. I have been a corporate
attorney for over 7 years. My experience includes the drafting, review, and negotiation of commercial
contracts including leases, business contracts, and other legal documents.
Prior to joining HTC, I have served as a corporate attorney at Avanade (a joint venture between Microsoft
and Accenture), Honeywell, and Intermec. Before I became an attorney, I worked for Parker Hannifin in
aerospace and manufacturing, as well as VWR Scientific, Consolidated Metco, and WaferTech ( a
subsidiary of Taiwan Semiconductor Manufacturing Corporation). The pre-attorney positions were in
supply chain and operations management. This gave me hands on experience to understand the
manufacturing and financial expertise that I would believe would also add value to the commission,
combined with my legal and city council experience.
I believe strongly in volunteering and public service. In addition to my involvement with the Arlington City
Council, I am also a member of Immaculate Conception Catholic Church here in Arlington as well as a
member of Cascade Bicycle Club. I would be honored to serve on the commission and help to work
through the complex issues that face the commission. I believe I have an excellent working relationship
with City Staff and the current City Council. Please consider my application for this tremendous
opportunity.
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
Apparent low bid for the Lift Station #2 Rehabilitation Project
ATTACHMENTS:
Bid Tab from bid opening
DEPARTMENT OF ORIGIN
Public Works – Jim Kelly
EXPENDITURES REQUESTED: $ 832,111.16 (Apparent Low Bid)
BUDGET CATEGORY: Sewer Capital Funds
LEGAL REVIEW:
DESCRIPTION:
Review of preliminary bid tabulation for the Lift Station #2 Rehabilitation Project.
HISTORY:
As Arlington continues to expand, infrastructure improvements are required to provide reliable public
service to the Arlington community. Lift Station #2 (LS‐02), located in the Kent Prairie growth focus
area, is operating at very close to maximum capacity and needs to be upgraded in in order to
accommodate the planned growth.
The City of Arlington Public Works included plans for this expansion in the 2015 Sewer Comprehensive
Plan. Design was completed in 2016 and construction is budgeted for in 2017. The proposed expansion
work includes rehabilitation of LS‐02 submersible pumps, emergency power generation and power and
control system. The range for the estimated construction cost was $750,000 to $900,000.
The 2017 Lift Station #2 Rehabilitation Project was recently advertised for construction and bids were
opened on Tuesday March, 21st. Seven (7) bid packages were received and the apparent low bid is from
Equity Builders LLC.
ALTERNATIVES
Reject bid, re‐advertise the project
Remand to staff for further evaluation
RECOMMENDED MOTION:
Workshop; discussion only. At the April 3, 2017 council meeting the motion will be: “I move to award
the Lift Station #2 Rehabilitation Project to Equity Builders LLC and authorize the Mayor to sign the
Construction Contract, pending review by the City Attorney.”
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment
C
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
Interlocal Agreement with Snohomish County for Park Project Funding
ATTACHMENTS:
Final Draft Interlocal Agreement
DEPARTMENT OF ORIGIN
Community & Economic Development
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Council is requested to approve and authorize the Mayor to sign an Interlocal Agreement with
Snohomish County for the Haller Park restroom project. The restrooms are now installed and
the City is completing the site work to connect the restrooms to other park amenities.
HISTORY:
Snohomish County previously committed to providing funding assistance for the Haller Park
restrooms.
ALTERNATIVES
Remand to staff for further consideration.
RECOMMENDED MOTION:
Workshop; discussion only.
City of Arlington
Council Agenda Bill
Item:
WS #4
Attachment
D
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
Conveyance of real property for Right of Way purposes
ATTACHMENTS:
Legal Description including exhibit map with area highlighted depicting the proposed
deeded property from Himalaya Homes.
DEPARTMENT OF ORIGIN
Community & Economic Development, Marc Hayes 360‐403‐3457
EXPENDITURES REQUESTED: ‐0‐
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Conveyance of a strip of real property on 182nd Street NE described in Exhibit A for the
purpose of widening and improving the existing roadway.
HISTORY:
Conveyance of property for Right of Way Purposes related to new development is typically
dedicated through the Land Use process, pursuant to 20.56.170 AMC.
ALTERNATIVES
None
RECOMMENDED MOTION:
Workshop; discussion only. At the April 3, 2017, council meeting, the proposed motion will
be, “I move to approve the dedication of the described real properties as property from
Himalaya Homes for Right of Way for the purposes of roadway widening."
Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express or implied,including but not limited to warranties of suitability for a particular purpose or use. Map data are compiledfrom a variety of sources which may contain errors and users who rely upon the information do so at theirown risk. Users agree to indemnify, defend, and hold harmless the City of Arlington for any and all liability ofany nature arising out of or resulting from the lack of accuracy or correctness of the data, or the use of thedata presented in the maps.
182ND ST NE
Proposed ROW Dedicationon 18 2nd St±City of Arlington
Date:
File:
Cartographer:
Scale:87thAveR OW_8.5x11_17.mxd
3/16/2017 kdh
1 inch = 5 0 fee t
Legend
Proposed dedication
Assessor parcels
Prop osed 10' dedication fo r righ t of wa y
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
E
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
Police Department Hiring Process
ATTACHMENTS:
PowerPoint Presentation / News Article regarding Police Shortages
DEPARTMENT OF ORIGIN
Human Resources and Police Department
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: General Fund – H.R. / Police
LEGAL REVIEW:
DESCRIPTION:
The attached is a PowerPoint overview of the Police Officer Hiring Process. The
standards for obtaining certification to work as a law enforcement officer in WA State
are set by the WA State Criminal Justice Training Commission (WSCJTC). The hiring
process for Police Officers is overseen by the City’s Civil Service Commission in
accordance with RCW Chapter 41.
HISTORY:
The attached sums up the challenges faced by law enforcement agencies across the
country in regards to recruitment, hiring and retention.
NBC NEWS ‐ MAR 18 2017:
Police Shortage Hits Cities and Small Towns Across the Country‐BY SAFIA SAMEE ALI
http://www.nbcnews.com/news/us‐news/police‐shortage‐hits‐cities‐small‐towns‐
across‐country‐n734721
ALTERNATIVES
N/A
RECOMMENDED MOTION:
Workshop; discussion only.
Post Position Review
Applications Interview
Reference
Check
WSP WATCH
Background
Check
Employment
Offer (Hire)
Pull names from
Public Safety
Testing (PST)
Oral Board
Interview
Compilation of
Applicant Scores
and Eligibility List
Certification of
Eligibility List by
Civil Service
Commission
Chief’s Interview
(Rule of 5)
Conditional
Employment Offer
Background
Investigation Begins
Medical
Examination
Psychological
Examination
Polygraph
Examination
Background
Investigation
Completed
Employment Offer
or Disqualification
or Voluntary
Withdrawal
New Recruit attends
Basic Law
Enforcement
Academy (BLEA)
Recruit graduates
from BLEA
Employee
completes APD
Field Training
Program
Human Resources APD Command Staff Mayor
Public Safety Testing
(PST)
Civil Service
Commission
Washington State
Criminal Justice
Training Commission
(WSCJTC)
Chapter 41.12 RCW
RCW 41.08.030 RCW 41.12.030
AMC 2.48
Washington State Criminal
Justice Training Commission (WSCJTC)
Item Cost
Public Safety Testing Annual Fee $ 1,056
Background Investigation
(average for each candidate)
$ 1,500
Medical Examination
(average for each candidate)
$ 600
Psychological Examination
(for each candidate)
$ 400
Polygraph Examination
(for each candidate)
$ 200
Basic Law Enforcement Academy
(entry level candidates only)
$17,378
City pays $ 7,817
State pays $ 9,561
Uniforms and equipment $ 2,000
TOTAL City Cost –Entry Candidate $ 12,517
TOTAL City Cost –Lateral Candidate $ 4,700
City of Arlington
Council Agenda Bill
Item:
WS #6
Attachment
F
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
Ordinance to repeal AMC 2.28 creating Arlington Violations Bureau
ATTACHMENTS:
Ordinance and Staff Report
DEPARTMENT OF ORIGIN
Administration / Police
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Council is asked to adopt this ordinance repealing AMC 2.28 that created the Arlington Violations
Bureau. Eliminating the violations bureau will send all notices of infractions (Traffic Tickets) directly
to the Marysville Court for payment and processing.
HISTORY:
The City adopted the violations bureau under RCW 3.30.090 roughly five years ago. In that time
frame things have changed within the CJS (Criminal Justice System) with the implementation of
SECTOR (WA State Patrol‐ Notice Of Infraction (NOI) Database) and DOL (Department of Licensing)
Citations currently held for 14 days delays notification to DOL on any possible revocations and also
removes the 14 day window in which the court is authorized to enter into a payment plan with an
individual. It is more time consuming and costly on the part of records staff and the court staff to
process these citations as they have to be manually entered and processed versus electronically
populating in the system. The Court has enhanced their customer service capabilities in many ways
over this time period as well allowing payment by phone, mail, in‐person and will begin be accepting
online payment this quarter.
ALTERNATIVES
Keep the violations bureau and disregard the courts recommendation to cancel this action. Knowing
that keeping the violations bureau in place will not allow for payment arrangements to be made with
the court and will also be more of a burden to staff. It will also leave the city open to civil liabilities
should a citation be paid and the court not notified whereby inadvertently causing a license
suspension to happen for a FTP (Failure to Pay) on the citation.
RECOMMENDED MOTION:
Workshop; discussion only. At the April 3, 2017 council meeting, the proposed motion will be, “I
move to approve the ordinance to repeal AMC 2.28 eliminating the Arlington Violations Bureau, and
authorize the Mayor to sign it”.
ORDINANCE NO. 2017‐XXX Page 1 of 2
ORDINANCE NO. 2017‐‐XXX
AN ORDINANCE OF THE CITY OF ARLINGTON, WASHINGTON
REPEALING ARLINGTON MUNICIPAL CODE CHAPTER 2.28
REGARDING THE TRAFFIC VIOLATIONS BUREAU
WHEREAS, the City of Arlington, Washington has the authority to enact laws to promote
the efficient administration of business within the City; and
WHEREAS, provisions of the Arlington Municipal Code which established a traffic
violations bureau in order to relieve court burdens are outdated and require revision; and
WHEREAS, the City Council believes that functions currently handled by the Finance
Department can more efficiently be completed by the Court;
WHEREAS, the City Council wishes to repeal Chapter 2.28 of the Arlington Municipal
Code which created a traffic violations bureau within the Finance Department;
NOW, THEREFORE, the City Council of the City of Arlington do hereby ordain as follows:
Section 1. Arlington Municipal Code Chapter 2.28 shall be and hereby is repealed in its
entirety.
Section 2. Severability. If any provision, section, or part of this ordinance shall be
adjudged to be invalid or unconstitutional, such adjudication shall not affect the validity of the
ordinance as a whole or any section, provision or part thereof not adjudged invalid or
unconstitutional.
Section 3. Effective Date. This ordinance shall be effective five days from its adoption
and publication as required by law.
PASSED BY the City Council and APPROVED by the Mayor this _____ day of
_______________, 2017.
CITY OF ARLINGTON
______________________________
Barbara Tolbert, Mayor
ORDINANCE NO. 2017‐XXX Page 2 of 2
Attest:
__________________________
Kristin Banfield, City Clerk
Approved as to form:
___________________________
Steven J. Peiffle
City Attorney
ARLINGTON POLICE DEPARTMENT
INTRADEPARTMENTAL MEMORANDUM
DATE: March 11, 2017
TO: Jonathan Ventura, Chief
FROM: Daniel Cone, Deputy Chief
SUBJECT: Arlington Violations Bureau
_________________________________________ ________________________
PURPOSE:
To examine current and historic service level for the Arlington Violations Bureau and make
recommendations for streamlining the process.
FACTS:
The City of Arlington formed the violations bureau during the transition from Snohomish County
District Court to Marysville Municipal Court. The theory behind having a violations bureau locally
would provide better customer service for the citizens who simply wanted to pay the fine listed
on their civil infraction instead of having to drive to Marysville.
ANALYSIS:
With the recent SECTOR upgrade and associated changes in the program format, the inability to
search their database specifically for tickets issued via TVB has impacted the amount of staff
time needed to process the tickets. Prior to the change, one finance technician could process
each ticket within reasonable amount of time. After the upgrade, it is necessary for either the
issuing officer or police records staff to identify which tickets are meant for TVB, process them
separately from the court‐bound tickets, and deliver them to finance for further processing.
The additional processing is expected to add between 5‐10 minutes of staff time for each ticket.
In contrast, tickets that are bound for the court are sent automatically via SECTOR without
additional city staff time.
All tickets that are not paid directly to TVB are sent to court and incur a court filing fee of $46
(2016). For 2016, there were 924 infractions issued by APD officers using SECTOR. Of the 447
that were sent to the Traffic Violations Bureau (TVB) for processing by finance staff, 100 were
paid to TVB. The decreasing trend of tickets written through TVB along with the additional staff
time and separate handling needed after the upgrade appear to reduce the degree of savings
from eliminating the court fee.
RECOMMENDATION:
The change in Sector has limited the ability for City of Arlington employees to provide excellent
customer service. Without the ability to quickly process tickets customers are required to wait
significantly longer to settle their fine. New technology acquired by Marysville Municipal Court,
customers will be able pay their ticket via internet, phone, and in person. With the ability to
pay tickets online customers will be able to easily and quickly settle their fine without leaving
the comfort of their home. This will save our customers not only time but money as they will
not have to drive to a physical location. If the customer chooses to drive to a physical location
the Marysville Municipal Court is 11 miles from Arlington City Hall. Modern vehicles have
increasingly efficient gas mileage costing most motorist less than a gallon of gas. I recommend
eliminating the Arlington Violation Bureau and transition to routing infractions directly to
Marysville Municipal Court.
Respectfully submitted,
Daniel Cone
Deputy Chief of Police
______________________________________________________________________
1
PAID 100
Total 447
0
100
200
300
400
500
Tickets Processed
at Traffic Violations
Bureau 2016
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
PAID 15 16 16 18 13 8 2 3 2 1 1 5
Total 76 71 92 77 54 24 6 12 12 12 3 8
0
10
20
30
40
50
60
70
80
90
100
Tickets Processed at Traffic
Violations Bureau 2016 by Month
City of Arlington
Council Agenda Bill
Item:
WS #7
Attachment
G
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
February 2017 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 February financial report.
HISTORY:
ALTERNATIVES
RECOMMENDED MOTION:
Workshop; discussion only.
1
2017 February Financial Report – Kristin Garcia, Finance Director
GENERAL FUND
The general fund’s ending fund balance as of February 28, 2017 was $1,616,029.
Sales tax revenues received year to date continue to exceed budget. In February we collected
$384,771 bringing the total budget to actual to 18.8% of budget. Additionally, that was the highest
amount collected in the month of February for the last 10 years!
We received $24,500 from Fire District 21 for fire services performed in 2016. The district was
invoiced in accordance with the inter‐local agreement between the City and the District. Payment
was based on $350 per call, in excess of mutual aid.
OTHER FUNDS
Mandatory Reserve Fund – has an ending fund balance of $941,000 at the end of February 2017
bringing the reserve balance to 98% of goal.
EMS Fund – At the end of February 2017, the EMS Fund required a second inter‐fund loan of
$143,598, bringing the total amount of the loan to $216,489. The LGIP interest rate is .6303% as of
February. Total interest accrued year to date is $38.29.
Cemetery Fund ‐ required a subsidy from the general fund in the amount of $4,710. Total subsidy
year to date is $10,587. The general fund budgeted a subsidy transfer of only $5,000 so we’ll need
to modify the budget this fall.
OTHER INFORMATION
Request for Proposals have been posted for the financial management software budgeted in 2017.
Responses from prospective bidders are due by March 27, 2017. Online product demonstrations of
those vendors that make the “short list” will be conducted for each department the week of April
10, 2017. Our intent is to bring a recommendation to council April 24, 2017 and award the contract
at the May 1, 2017 council meeting.
The finance department has hired Jasmine Perez to fill the finance accountant position included in
the 2017 budget. Jasmine comes to us with over 8 years of a variety of accounting expertise and has
already proven to be a great fit for our organization! If you have time, please come by the finance
office and I’ll make introductions. Jasmine’s primary role will be to perform the payroll function and
training has already begun! We are targeting the transition to be complete by May 1, 2017.
City of Arlington
Council Agenda Bill
Item:
WS #8
Attachment
H
COUNCIL MEETING DATE:
March 27, 2017
SUBJECT:
Inter‐fund Loan from Growth Fund to EMS Fund
ATTACHMENTS:
Loan Worksheet – Exhibit 1
DEPARTMENT OF ORIGIN
Finance – Kristin Garcia, Finance Director 360‐403‐3431
EXPENDITURES REQUESTED: $143,598
BUDGET CATEGORY: Growth Fund
LEGAL REVIEW:
DESCRIPTION:
As of February 28, 2017, the EMS Fund required a second inter‐fund loan in the amount of
$143,598. This brings the total amount outstanding on the loan to $216,489. The EMS Fund
budgeted a total loan amount of $185,975. Total interest accrued to date is $38.29. As of
February, the LGIP interest rate is .6303%.
HISTORY:
Previous outstanding loans from 2015 and 2016 were paid in full by December 31, 2016.
ALTERNATIVES
Do not approve the inter‐fund loan and allow the fund to be negative. This could violate
RCW 43.09.210 which states that no fund should unfairly benefit from another.
RECOMMENDED MOTION:
Workshop; discussion only. At the April 3, 2017 meeting, the proposed motion will read, “I
move to authorize the finance director to take an inter‐fund loan from the Growth Fund to
the EMS Fund for $143,598”.
2017 Interfund Loans Exhibit 1
Interest to be repaid at the Local Government Investment Pool monthly rat
FROM:Principal
Growth Fund Interest Interest Payments Loan
TO:Date Loan Amount Rate Charges Interest Principal Balance
EMS Fund 1/31/2017 72,891.00$ ‐$ ‐$ ‐$ 72,891.00$
2/28/2017 143,598.00$ 0.006303 38.29$ ‐ ‐ 216,489.00
3/31/2017 ‐$ ‐ ‐ 216,489.00
4/30/2017 ‐$ 216,489.00
5/31/2017 ‐$ ‐ 216,489.00
6/30/2017 ‐ ‐$ ‐ 216,489.00
7/31/2017 ‐$ ‐ ‐ 216,489.00
8/31/2017 ‐$ ‐ ‐ 216,489.00
9/30/2017 ‐$ ‐ ‐ 216,489.00
10/31/2017 ‐$ ‐ ‐ 216,489.00
11/30/2017 ‐$ ‐ ‐ 216,489.00
12/31/2017 ‐$ ‐ ‐ 216,489.00
216,489.00$ 38.29$ ‐ ‐