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HomeMy WebLinkAbout03-27-17 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 – 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$          ‐                 ‐