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Home My WebLink About04-10-17 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 – Deana APPROVAL OF THE AGENDA Mayor Pro Tem Debora Nelson INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS Brenda White, Snohomish PUD ‐ Arlington Project Updates WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Authority to purchase Sensus vehicle gateway base station ATTACHMENT A drive‐by unit for meter reading Staff Presentation: Jim Kelly Council Liaison: Mayor Pro Tem Debora Nelson 2. 67th Avenue overlay apparent low bid ATTACHMENT B Staff Presentation: Jim Kelly Council Liaison: Debora Nelson/Jesica Stickles 3. Adopting a revised Cemetery Fee Resolution ATTACHMENT C Staff Presentation: Jim Kelly Council Liaison: Sue Weiss 4. Appointments to boards and commissions ATTACHMENT D Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Debora Nelson 5. Airport tractor purchase ATTACHMENT E Staff Presentation: Jay Downing Council Liaison: Chris Raezer/Jan Schuette 6. Miscellaneous council items Arlington City Council Workshop Monday, April 10, 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. 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: April 10, 2017 SUBJECT: Vehicle Base Station Drive‐by Unit ATTACHMENTS: Estimate for Sensus Vehicle Gateway Base Station Package DEPARTMENT OF ORIGIN Public Works Department – Jim Kelly EXPENDITURES REQUESTED: $23,565.60 (includes sales tax) BUDGET CATEGORY: Water Capital Fund LEGAL REVIEW: DESCRIPTION: As part of the meter replacement program, the water department is looking to purchase a vehicle based meter reader that will enable the meters to be safely read from a moving vehicle. HISTORY: As part of the Capital Improvement Program, the water department has been upgrading and replacing meters each year with newer technology that allows the meters to be read via radio frequency (Drive‐by meter reading). Staff has been completing the monthly drive‐by meter reading using hand‐held meter reading devices designed for a walking meter route. The hand‐held units are five years old and nearing the end of their life expectance and a drive‐by meter reading device is necessary for worker safety while reading meters from a moving vehicle. The City negotiated a purchase package Ferguson Waterworks for a drive‐by meter reading device, a hand‐ held meter reading device, necessary software, and 25 water meters with radio transponders. The existing Sole Source Resolution (#2017‐003) for water meters and appurtenances allows the water department to purchase this unit from Ferguson Waterworks in order for the equipment to be compatible with existing equipment and meters. This was not a budgeted item for 2017, however there are funds in the 2017 Water Capital Budget. ALTERNATIVES Remand to staff for further consideration. RECOMMENDED MOTION: Workshop; discussion only. At the April 17, 2017 council meeting the motion will be: “I move to have council approve the purchase of the Vehicle Base Station Drive‐by Unit package from Ferguson Waterworks.” City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: April 10, 2017 SUBJECT: Apparent low bid for the 67th Avenue Overlay Project ATTACHMENTS: Preliminary Bid Tab from bid opening DEPARTMENT OF ORIGIN Public Works – Jim Kelly EXPENDITURES REQUESTED: $ 460,846.65 (Apparent Low Bid) BUDGET CATEGORY: PSRC Grant and TBD Funds LEGAL REVIEW: DESCRIPTION: Review of preliminary bid tabulation for the 67th Avenue Overlay Project. HISTORY: The City of Arlington applied for funding through PSRC in 2014 and were awarded $184,838 for 67th Avenue Pavement Preservation Project. Work on this project includes constructing an asphalt overlay from the southern city limits to 180th St NE and the replacement of ADA curb ramps at Highland View Drive, Upland Drive, and Bovee Lane. The engineers estimate for this project was $380,000. The 67th Avenue Overlay Project was recently advertised for construction and bids were opened on Tuesday April 4th. Three (3) bid packages were received and the apparent low bid is from Lakeside Industries in the amount of $460,846.65. ALTERNATIVES Reject Bid, re‐advertise the project Remand to staff for further evaluation RECOMMENDED MOTION: Workshop; discussion only. At the April 17, 2017 council meeting the motion will be: “I move to award the 67th Avenue Overlay Project to Lakeside Industries 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: April 10, 2017 SUBJECT: Cemetery Fee Resolution Amendment ATTACHMENTS: Draft Resolution DEPARTMENT OF ORIGIN Cemetery – Jim Kelly EXPENDITURES REQUESTED: None BUDGET CATEGORY: Cemetery LEGAL REVIEW: Pending final review by the City Attorney DESCRIPTION: To help increase Cemetery operating revenue, the Cemetery Board is recommending that the Endowment Fund diversion be reduced from 20% of sale price to 10% of sale price. HISTORY: The Cemetery Board, along with staff, has been working on a plan to help increase revenue to the cemetery operating fund. Per RCW 68.40.010, a cemetery authority shall deposit in an endowment care fund not less than ten percent (10%) of the gross sales price for each grave, niche, or crypt sold. The current cemetery fee schedule has twenty percent (20%) of the sale of each grave, niche, or crypt being deposited in the Endowment Fund. The board is recommending that the current fee resolution be amended to allow for a larger portion of the sale of each lot or niche be retained in the operating fund. ALTERNATIVES Do not amend the current resolution RECOMMENDED MOTION: Workshop; discussion only. At the following Council meeting the motion will be: “I move to approve the proposed fee resolution authorizing the Arlington Cemetery to reduce the percentage transferred to the Endowment Fund for the sale of each lot or niche, pending final review by the city attorney.” RESOLUTION NO. 20162017-XXX 1 RESOLUTION NO. 20162017-XXX A RESOLUTION OF THE CITY OF ARLINGTON, WASHINGTON REPLACING RESOLUTION NO. 2016-009 AND ADOPTING A REVISED CEMETERY FEE SCHEDULE WHEREAS, the City Council, through ordinance, has adopted regulations requiring certain actions and services; and, WHEREAS, these various ordinances set forth that fees shall be set by resolution; and, WHEREAS, the cost of providing these various services consistent with applicable codes, regulations, and policies periodically increase or decrease, or certain services or practices are discontinued and fees are no longer needed; and, WHEREAS, it is the intent of the City of Arlington to charge appropriate fees and charges that are consistent with the services provided and to cover the public cost of providing these various services so that the public is not subsidizing individual benefits derived therefrom; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON AS FOLLOWS: The following rates, fees, and charges for cemetery services provided, actions performed, or items sold by the city and/or its contract service providers, are hereby adopted: Section 1. Fees and Charges—General. 1.1 Fees. Fees are intended to cover the normal, recurring costs associated with providing a given service. Fees are non-refundable. 1.2 Prices. In some instances, the City provides certain goods and merchandise for sale. Prices for these goods may be included in this resolution. 1.3 Payment Due. Fees are due at the time the action is requested (e.g., at time of application) or occurs (e.g., prior to a specific action). An applicant may pay all fees of a multi-phased project in advance; however, doing so does not vest applicable fees due. Fees due are those in effect at the time the specific action or phase of an action is requested or occurs. Section 2. Cemetery Fees. Fees and prices for various services, actions, and merchandise for cemetery use shall be as listed in Table 1: Cemetery Fees and Prices. RESOLUTION NO. 2016-XXX 2 Table 1: Cemetery Fees and Prices Product / Service / Action Fee ($) Traditional Burial Burial Lot 1,2001350.00 Burial Lot Endowment Fee 300150.00 Opening & Closing (during business hours) 1,000.00 Opening & Closing (after business hours) 1,500.00 Concrete Grave Liner 800.00 Traditional Vaults Wilbert Bronze 18,395.00 Bronze Triune 4,895.00 Copper Triune 4,695.00 Monticello / Salute 1,295.00 Continental 1,595.00 Venetian 2,395.00 Cameo Rose / SST Triune / Veteran 2,695.00 Wilbert Way Saturday Service fee 325.00 Urn Vaults Bronze Triune 950.00 Copper Triune 950.00 Cameo Rose / SST Triune / Veteran 850.00 Venetian 750.00 Monticello 650.00 Universal 450.00 Urns Tribute 295.00 Regal 295.00 Inurnment Urn Garden 520585.00 Urn Garden Endowment Fee 13065.00 Second Right Inurnment 400450.00 Second Right Inurnment Endowment Fee 10050.00 Opening & Closing (during business hours) 445.00 Opening & Closing (after business hours) 695.00 Concrete Urn Liner 310.00 Childrens Garden Children’s Garden Lot 317357.00 Children’s Garden Lot Endowment Fee 8040.00 Opening & Closing (all times) 488.00 Children’s Garden Liner 396.00 Niche Niche Wall II, rows 4-6 bottom half 750810.00 RESOLUTION NO. 2016-XXX 3 Niche Wall II, rows 4-6 bottom half Endowment Fee 15090.00 Niche Wall III, rows 1-3 top half 1,0191,139.00 Niche Wall III, rows 1-3 top half Endowment Fee 250130.00 Niche Wall III, rows 4-6 bottom half 869979.00 Niche Wall III, rows 4-6 bottom half Endowment Fee 220110.00 Opening & Closing (during business hours) 445.00 Opening & Closing (after business hours) 695.00 Second Right Niche Wall 436490.00 Second Right Niche Wall Endowment Fee 10955.00 Tent and Chairs for Inurnment 163.00 Flower Vase for Niche Wall 195.00 Replacement Flower Vase (vase only) 20.00 Inscriptions Niche Inscription – Single 363.00 Niche Inscription – Double (both names and 1st DOD, 2nd DOD later) 563.00 Flat Marker Final DOD Inscription & Re-Installation (off-site) 495.00 Flat Marker Final DOD Inscription (on site) 363.00 Monument or Slant “single” Final DOD Inscription (off-site) 550.00 Monument or Slant “companion” Final DOD Inscription (off site) 550.00 Monument or Slant Final DOD Inscription (on site) 363.00 Headstones & Monuments Various Headstones, Memorials, Monuments, Benches, Pillows, Slants, etc. Call for Pricing Installation Fees (includes inspection fee) Flat Markers Flat Marker– Children’s Garden (up to 24” x 12”) 175.00 Flat Marker– 30” x 18” or smaller 275.00 Flat Marker – 28” x 34” or larger 375.00 Flat Marker Re-Installation Fee – All sizes 175.00 Upright Monuments, Slants, Pillows and Benches Standard Size “Individual” & Foundation 575.00 Standard Size “Companion” & Foundation 675.00 Standard Bench 575.00 Monubench 675.00 Other Company’s Merchandise Call for Quote Miscellaneous Fees Standard Inspection Fee (headstone, bench, vault, liner, etc.) 100.00 Administration Service Fee 50.00 Temporary Marker 30.00 Other Services Memorial Tree w/ garden marker 800.00 Disinterment / Traditional Burial 1,995.00 Disinterment / Cremation 650.00 Pressure Washing 40.00 for first headstone 25.00 for each additional headstone RESOLUTION NO. 2016-XXX 4 Section 3. Traditional Burial Package Pricings. Fees and prices for packages of cemetery services, actions, and merchandise shall be set per the attached Exhibit A. Section 4. Cremation Package Pricings. Fees and prices for packages of cemetery services, actions, and merchandise shall be set per the attached Exhibit B. Section 5.. Repeal of Previous Cemetery Fee Resolution. Resolution No. 2016-009 is hereby repealed. Section 56. Effective Date. This resolution will become effective immediately upon passage. PASSED by the City Council and APPROVED by the Mayor this _____ day of ______________________ 20162017. CITY OF ARLINGTON _________________________________ Barbara Tolbert, Mayor ATTEST: _________________________________ Kristin Banfield, City Clerk APPROVED AS TO FORM: _______________________________ Steve Peiffle, City Attorney Formatted: Font: Not Bold, No underline City of Arlington Council Agenda Bill Item: WS #4 Attachment D COUNCIL MEETING DATE: April 10, 2017 SUBJECT: Board and Commission Appointments ‐ Parks, Arts, and Recreation Commission and Lodging Tax Advisory Commission ATTACHMENTS: Redacted applications of Jessica Ronhaar, Jennifer Holocker, and Erik Granroth; memo from Kristin Garcia to Mayor Tolbert DEPARTMENT OF ORIGIN Administration: Kristin Banfield, City Clerk 360‐403‐3444 EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A LEGAL REVIEW: DESCRIPTION: Jessica Ronhaar was interviewed for an expiring position on PARC on March 28. The interview committee is recommending Jessica be appointed for the PARC term April 2017‐April 1, 2021. Two members of the Lodging Tax Advisory Committee along with City staff met on April 4 to interview the five applicants for the two current vacancies on the committee. The interview committee is recommending the appointments of Erik Granroth and Jennifer Holocker to fill the two vacancies. HISTORY: The PARC serves as an advisory commission to the Mayor and City Council with respect to Parks, Arts and Recreation facilities and programs within the City, as well as changes, expansion or new acquisition of both facilities and programs. Terms for the seven members are four years (staggered). The Lodging Tax Advisory Committee (LTAC) is comprised of 5 members: two from businesses that collect the tax, two from organizations that are eligible to receive the funds, and one member from the City Council. The committee is charged with making recommendations to the full council for allocation of the hotel‐motel tax funds collected. The LTAC needs two members from recipients of the grant funding in order to fulfill its mission and be compliant with state law. ALTERNATIVES Table the recommendations until a later date. RECOMMENDED MOTION: Workshop; discussion only. The recommended motion at the April 17, 2017 council meeting will be, “I move to appoint Jesica Ronhaar to the Parks, Arts, and Recreation Commission, and Jennifer Holocker and Erik Granroth to the Lodging Tax Advisory Committee”. Jessica Ronhaar ✔ (Attach page for additional space) I have worked with the City and other organizations to plan the Easter Egg Hunt, Hometown Holidays, 4th of July activities, Harvest Festival and the Eagle Festival. I am the Vice President of the Arlington- Smokey Point Chamber of Commerce, PR Director of the Rotary Club of Arlington, and Secretary for the Community Chest, the Arlington Drug Awareness Coalition and the Arlington Community Resource Center Advisory Council. I am the Director for Arlington Youth Dynamics and am committed to the Community of Arlington. I love this community and am invested with 3 small children, I am committed to making this community a place for my children to grow and live. Lodging Tax applicants must attach a letter of support from the organization they are representing. City of Arlington Council Agenda Bill Item: WS #5 Attachment E COUNCIL MEETING DATE: April 10, 2017 SUBJECT: Capital Purchase – Tractor for Airport Mowing ATTACHMENTS: Quote from Washington Tractor DEPARTMENT OF ORIGIN Airport/M&O – Jay Downing EXPENDITURES REQUESTED: Not to Exceed $70,559.19 BUDGET CATEGORY: Equipment Replacement Fund‐Airport LEGAL REVIEW: DESCRIPTION: Staff is requesting approval to purchase a new John Deere 5115M Utility tractor for the primary purpose of maintaining the grass height of maximum of 6‐12 inches, per Wildlife Hazard Assessment recommendations and management plan. The new tractor will be an addition to the current fleet. Existing tractor is a 2002 John Deere 6410 with approximately 9400 hours. The tractor will use a 22’ tow behind flex wing mower (recently purchased per approved budget). Mowing schedules will be modified so that both the tractor/mowers can be utilized without the need for additional staffing. Tractor purchase was not included in the 2017/2018 budget. Total cost for the tractor is $70,559.19. Current Airport Equipment Replacement fund balance is $167,870. The tractor is on State Contract. HISTORY: In the past staff has not mowed certain areas of the airfield. This area was baled as hay. After adopting the Wildlife Hazard Management Plan, best practices suggest a height of 6‐12 inches maximum in all grass areas to deter wildlife. The additional tractor will allow staff to more easily maintain compliance with Federal Wildlife Hazard Assessment recommendations and adopted Management Plan. The additional tractor will also serve as a much needed backup in the case of other equipment breakdowns. ALTERNATIVES Approve staff’s recommendation with modifications Table staff’s recommendation Deny staff’s recommendation RECOMMENDED MOTION: Workshop; discussion only. ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Washington Tractor, Inc. 4220 Old Highway 99 S Mount Vernon, WA 98273 360-424-7995 mountvernon@washingtontractor.org Confidential Salesperson : X ______________Accepted By : X ______________ Quote Summary Prepared For: City Of Arlington Maintenance Department 66111 188th Pl Ne Arlington, WA 98223 Business: 360-403-3421 idowning@arlingtonwa.gov Delivering Dealer: Washington Tractor, Inc. Ryan Ostrom 4220 Old Highway 99 S Mount Vernon, WA 98273 Phone: 360-424-7995 rostrom@washingtontractor.com This quote is based on the Washington State Contract # 10212. Your purchase order must be made out to John Deere Company, 2000 John Deere Run, Cary, NC 27513. Purchase order must also indicate Washington Tractor as the delivering dealer. Reference the Washington State Contract # 10212 and this quote ID number. Please email documents to Washington Tractor at rostrom@washingtontractor.com or fax to 360-424-0403 and we will process the order with John Deere. Quote ID:14762449 15 February 2017 15 February 2017 Created On: Last Modified On: Expiration Date:15 March 2017 Equipment Summary Selling Price Qty Extended JOHN DEERE 5115M Utility Tractor $ 64,673.87 X 1 =$ 64,673.87 Contract: WA Lawn and Grounds 10212 (PG 4S) Price Effective Date: February 15, 2017 Equipment Total $ 64,673.87 * Includes Fees and Non-contract items Quote Summary Equipment Total $ 64,673.87 Trade In SubTotal $ 64,673.87 Sales Tax - (9.10%)$ 5,885.32 Est. Service Agreement Tax $ 0.00 Total $ 70,559.19 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 70,559.19 Quote Id: 14762449 Customer Name:CITY OF ARLINGTON MAINTENANCE DEPARTMENT Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Washington Tractor, Inc. 4220 Old Highway 99 S Mount Vernon, WA 98273 360-424-7995 mountvernon@washingtontractor.org JOHN DEERE 5115M Utility Tractor Hours: Stock Number: Contract:WA Lawn and Grounds 10212 (PG 4S) Price Effective Date:February 15, 2017 Selling Price * $ 64,673.87 * Price per item - includes Fees and Non-contract items Code Description Qty List Price Discount%Discount Amount Contract Price Extended Contract Price 254BLV 5115M Utility Tractor 1 $ 67,158.00 18.00 $ 12,088.44 $ 55,069.56 $ 55,069.56 Standard Options - Per Unit 0409 English Operator's Manual and Decal Kit 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 1380 16F/16R PowrReverser Transmission - 540/540E 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 2055 Standard Cab 1 $ 11,769.00 18.00 $ 2,118.42 $ 9,650.58 $ 9,650.58 2120 Standard Air Suspension Swivel Seat 1 $ 849.00 18.00 $ 152.82 $ 696.18 $ 696.18 2400 Less Instructional Seat 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 3025 Deluxe Corner Post Exhaust (Cab Only) 1 $ 603.00 18.00 $ 108.54 $ 494.46 $ 494.46 3320 Dual Stackable Rear Valve with Lever Controls 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 3420 Dual Stackable Mid Valve with Joystick Control 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 3820 Shiftable 540 / 540E Rear PTO 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 4030 Electrohydraulic (EH) with remote Left-hand (LH) fender control 1 $ 475.00 18.00 $ 85.50 $ 389.50 $ 389.50 5103 22.5L - 16.1 in. 6PR R3 (Turf Special) Bias 1 $ -1,446.00 18.00 $ -260.28 $ -1,185.72 $ -1,185.72 5999 No Rear Tire Brand Preference 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 6040 MFWD (4-Wheel Drive)1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 6123 12L - 16 in. 6PR R3 (Turf Special) Bias 1 $ -1,717.00 18.00 $ -309.06 $ -1,407.94 $ -1,407.94 6799 No Front Tire Brand Preference 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 Quote Id: 14762449 Customer Name:CITY OF ARLINGTON MAINTENANCE DEPARTMENT Selling Equipment Confidential ALL PURCHASE ORDERS MUST BE MADE OUT TO (VENDOR): Deere & Company 2000 John Deere Run Cary, NC 27513 FED ID: 36-2382580; DUNS#: 60-7690989 ALL PURCHASE ORDERS MUST BE SENT TO DELIVERING DEALER: Washington Tractor, Inc. 4220 Old Highway 99 S Mount Vernon, WA 98273 360-424-7995 mountvernon@washingtontractor.org 8955 Front Weight Support - (55 kg/121 lbs.) 1 $ 189.00 18.00 $ 34.02 $ 154.98 $ 154.98 Standard Options Total $ 10,722.00 $ 1,929.96 $ 8,792.04 $ 8,792.04 Dealer Attachments/Non-Contract/Open Market LVB25022 Backup Alarm Kit 1 $ 162.80 18.00 $ 29.30 $ 133.50 $ 133.50 R262449 Front Weight Support, 187 Lbs 1 $ 0.00 18.00 $ 0.00 $ 0.00 $ 0.00 DZ102076 Engine Coolant Heater 1 $ 119.21 18.00 $ 21.46 $ 97.75 $ 97.75 LVB25110 Air Intake Heater Kit 1 $ 123.20 18.00 $ 22.18 $ 101.02 $ 101.02 11037 Dealer Prep Kit 1 $ 480.00 0.00 $ 0.00 $ 480.00 $ 480.00 Dealer Attachments Total $ 885.21 $ 72.94 $ 812.27 $ 812.27 Value Added Services Total $ 0.00 $ 0.00 $ 0.00 Suggested Price $ 64,673.87 Total Selling Price $ 78,765.21 $ 14,091.34 $ 64,673.87 $ 64,673.87