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Home My WebLink About04-17-17 Council Meeting 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 Mayor’s Volunteer Award – Hands Together Mayor Barb Tolbert PROCLAMATIONS Arbor Day ATTACHMENT A Marilyn Oertle Volunteer Week ATTACHMENT B Debora Nelson PUBLIC COMMENT For members of the public who wish to speak to the Council about any matter not on the Public Hearing portion of the meeting. Please limit remarks to three minutes. CONSENT AGENDA Mayor Pro Tem Debora Nelson 1. Minutes of the April 3 and April 10, 2017 Council Meetings and ATTACHMENT C April 8 and 9, 2017 City Council Retreat 2. Accounts Payable 3. Authority to purchase Sensus vehicle gateway base station ATTACHMENT D drive‐by unit for meter reading 4. Adopting a revised Cemetery Fee Resolution ATTACHMENT E 5. Airport tractor purchase ATTACHMENT F PUBLIC HEARING NEW BUSINESS Arlington City Council Meeting Monday, April 17, 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. 1. 67th Avenue overlay apparent low bid ATTACHMENT G Staff Presentation: Jim Kelly Council Liaison: Debora Nelson/Jesica Stickles 2. Appointment to Parks, Arts, and Recreation Commission ATTACHMENT H Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Debora Nelson 3. Appointments to Lodging Tax Advisory Committee ATTACHMENT I Staff Presentation: Kristin Banfield Council Liaison: Mayor Pro Tem Debora Nelson DISCUSSION ITEMS INFORMATION ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT COUNCIL MEMBER REPORTS – OPTIONAL EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Barb Tolbert To open all attachments, click here CITY OF ARLINGTON PROCLAMATION ARBOR DAY WHEREAS, In 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees; and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and Arbor Day is now observed throughout the nation and the world; and WHEREAS, trees reduce the erosion of our precious topsoil by wind and water, cut heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires and countless other wood products; and WHEREAS, trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community; and WHEREAS, trees, wherever they are planted, are a source of joy and spiritual renewal; and WHEREAS, Arlington has been recognized as a Tree City USA by the National Arbor Day Foundation and desires to continue its tree planting practices; NOW, THEREFORE, I, BARBARA TOLBERT, Mayor of the City of Arlington, Washington, do hereby proclaim April 22, 2017 as ARBOR DAY In the City of Arlington, and urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands, and FURTHER, I urge all citizens to plant trees to gladden the heart and promote the well-being of this and future generations. ________________________________ Mayor Barbara Tolbert National Volunteer Week Proclamation WHEREAS, millions of American volunteers give their time to help others, contributing 30 million volunteer hours per year worth over $635 million; and WHEREAS, National Volunteer Week was established in 1974 and has grown exponentially each year, with thousands of volunteer projects and special events scheduled throughout the week. WHEREAS, Service Unites, the theme for National Volunteer Week, captures the power of changemakers to come together to build stronger, more vibrant communities through service. WHEREAS, volunteers in Arlington mentor our children, feed our hungry, comfort our lonely, beautify our green spaces, and fundraise for our charitable organizations; and WHEREAS, Arlington’s volunteers are young, old, families, workers, retirees, men and women of all ages and backgrounds; and WHEREAS, the collective result of the work done by our city’s volunteers is that Arlington is a more desirable place to live; and WHEREAS, organizations in Arlington that rely on volunteers include the City and such fundamental organizations as Arlington Public Schools, Cascade Valley Hospital, Stillaguamish Senior Center, and the Arlington Boys & Girls Club; and WHEREAS, volunteers play a critical role in determining the direction of the city now and in future years. NOW, THEREFORE, I, Barbara Tolbert, Mayor of Arlington, do hereby proclaim April 23 to 29, 2017, as National Volunteer Week in the City of Arlington and urge my fellow citizens to recognize the crucial role played by volunteers in our community. _______________________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 3 Council Chambers 110 East Third St April 3, 2017 Council Members Present: Mike Hopson, Jan Schuette, Debora Nelson, Chris Raezer, Sue Weiss, Jesica Stickles, and Marilyn Oertle. Council Members Absent: City Staff Present: Mayor Barbara Tolbert, Paul Ellis, Heather Logan, Kristin Banfield, Kristin Garcia, Dan Cone, Jim Kelly, David Ryan, Bruce Stedman, Craig Monson, John “Willy” Harper, Steve Daggett, Greg Koontz, Scott Hillis, Matt Urtz, Justin Honsowetz, Bob Beam, Jordan Misocky, Zach Hanson, Paul Lizarraga, Sam Johnston, Sean Halpin and City Attorney Steve Peiffle. Also Known to be Present: Tabitha Monson, Michelle Harper, State Representative John Koster, Vicki Koster, Tim Harper, Toby Hyde Mayor Tolbert called the meeting to order at 7:00 p.m., and the pledge of allegiance followed. APPROVAL OF THE AGENDA Mayor Pro Tem Debora Nelson moved to approve the agenda. Councilmember Raezer seconded the motion, which passed with a unanimous vote. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS None. SWEARING IN Fire Chief Bruce Stedman introduced new Firefighter / EMTs Craig Monson and John “Willy” Harper to the Council. City Attorney Steve Peiffle administered the oath of office. Firefighter Monson’s badge was pinned on by his wife Tabitha. Firefighter Harper’s badge was pinned on by his wife, Michelle. PROCLAMATIONS None. PUBLIC COMMENT There was no one in the audience who wished to speak. Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting April 3, 2017 Page 2 of 3 CONSENT AGENDA Mayor Pro Tem Debora Nelson, with the movement of Consent Agenda Item #3, Reappointments to Airport Commission, to Item #1 under New Business, moved and Councilmember Chris Raezer seconded the motion to approve the Consent Agenda which was unanimously carried to approve the following Consent Agenda items: 1. Minutes of the March 20 and 27, 2017 Council meetings, with the correction on page 3 of the minutes of March 20, 2017 to change the initial named city where the ABC finals would be held to Kirkland instead of Bellevue. 2. Accounts Payable, EFT Payments and Claims Checks #90432 through #90538 in the amount of $258,888.35 3. Apparent low bid for Lift Station #2 4. Interlocal Agreement with Snohomish County for Park Funding 5. Right of Way dedication for 182nd St NE PUBLIC HEARING None NEW BUSINESS Reappointments to Airport Commission Airport Director Dave Ryan reviewed the selection process for the Airport Commission and requested the reappointment of Austin DeFreece and Ruth Gonzales to the Commission. Councilmember Chris Raezer moved and Councilmember Jesica Stickles seconded the motion to approve the reappointment of Austin DeFreece and Ruth Gonzales to the Airport Commission. The motion passed unanimously. Mr. DeFreece was recognized for his service by the Council. Ordinance to Eliminate Traffic Violations Bureau Deputy Police Chief Dan Cone reviewed the proposed ordinance that would eliminate the Traffic Violations Bureau as a method for paying traffic tickets. Eliminating the violations bureau will send all notices of infractions directly to the Marysville Municipal Court for payment and processing. Councilmember Jesica Stickles moved and Councilmember Marilyn Oertle seconded the motion to approve the ordinance to repeal AMC Chapter 2.28 eliminating the Arlington Violations Bureau and authorize the mayor to sign it. The motion passed unanimously. Inter‐fund loan from Growth Fund to EMS Fund Finance Director Kristin Garcia reviewed the requested a second inter‐fund loan from the Growth Fund to the EMS Fund. Mayor Pro Tem Debora Nelson moved and Councilmember Chris Raezer seconded the motion to authorize the Finance Director to take a second inter‐fund loan from the Growth Fund to the EMS Fund for $143,598. The motion passed unanimously. ADMINISTRATOR & STAFF REPORTS City Administrator Paul Ellis reminded the Council that the spring Council retreat will be held this weekend, April 8 and 9. Minutes of the City of Arlington City Council Meeting April 3, 2017 Page 3 of 3 COUNCIL MEMBER REPORTS Councilmembers Hopson, Schuette, Nelson, Weiss, and Stickles gave brief reports, while Councilmembers Raezer and Oertle had nothing to report at this time. MAYOR’S REPORT Mayor Tolbert reported that the top two things she has been asked about in the last two weeks is the finals for the America’s Best Communities competition and the Arlington‐Marysville Manufacturing Industrial Center. EXECUTIVE SESSION City Attorney announced that there would be no need for an Executive Session. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:37 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Council Chambers 110 East Third Street April 10, 2017 Councilmembers Present: Mike Hopson, Jan Schuette, Debora Nelson, Chris Raezer, Sue Weiss, Jesica Stickles, and Marilyn Oertle Staff Present: Mayor Barbara Tolbert, Paul Ellis, Jim Kelly, Kris Wallace, Dan Cone, Dave Ryan, Jay Downing, Kristin Garcia, Kristin Banfield, Heather Logan, Deana Dean, and City Attorney Steve Peiffle. Council Members Absent: None. Also Known to be Present: Kevin Duncan, Sarah Arney, Maxine Jenft, Bob Anderson, Brenda White, Jennifer Holocker, Doug Buell, and two others from PUD. Mayor Barbara Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance followed. Councilmember Nelson moved to approve the agenda. Councilmember Raezer seconded the motion, which passed with a unanimous vote. Members of Snohomish County Public Utility District (PUD) provided a review of Arlington Project Updates by PowerPoint. Council questions and comments followed. WORKSHOP ITEMS ~ NO ACTION WAS TAKEN Authority to purchase Sensus vehicle gateway base station Public Works Director Jim Kelly discussed the proposal to purchase a vehicle mounted meter reading device. Brief discussion followed. This item was authorized for next week’s Consent Agenda. 67th Avenue overlay apparent low bid Jim Kelly discussed the 67th overlay project. Discussion followed. Adopting a revised Cemetery Fee Resolution Jim Kelly discussed cemetery fees and the endowment fund. Brief discussion followed. This item was authorized for next week’s Consent Agenda. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop DRAFT April 10, 2017 Page 2 of 2 Appointments to boards and commissions Communication Manager/City Clerk Kristin Banfield spoke to the appointment of Jesica Ronhaar to the Parks, Arts, and Recreation Commission and Jennifer Holocker and Eric Granroth to the Lodging Tax Advisory Committee. Discussion followed. Airport tractor purchase M&O Supervisor Jay Downing spoke to the need 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. Brief discussion followed. This item is authorized for next week’s Consent Agenda. Miscellaneous Council Items Councilmember Nelson commented on piping for broadband which was mentioned at the recent Council Retreat. Mayor Tolbert indicated there would be many visitors at next Monday’s Council Meeting for presentation of the volunteer award. City Administrator Paul Ellis indicated he would be attending the Manager’s Conference this week and would be available by phone and email. Public Comment Sarah Arney commented on the Lodging Tax Advisory Committee appointments. Kevin Duncan thanked the City and PUD for the recent lighting improvements at the airport and the City for additional security. He noted that he has seen improvements. He also asked the City to look into the following items which he feels is deterring growth at the Airport: insurance costs, insurance requirements, and fuel fees. Executive Session None. Adjournment The meeting was adjourned at 7:56 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2 Semiahmoo 9565 Semiahmoo Pkwy, Blaine, WA 98230 April 8 and 9, 2017 Councilmembers Present: Mike Hopson, Jan Schuette, Debora Nelson, Chris Raezer, Sue Weiss, Jesica Stickles, and Marilyn Oertle Staff Present: Mayor Barbara Tolbert, Paul Ellis, Heather Logan Kristin Garcia, Dan Cone, Marc Hayes, Dave Ryan, Bruce Stedman, Jim Kelly, and City Attorney Steve Peiffle Also Known to be Present: Randal Southam (until 9:30 a.m.); David Kraski (arrived at 1:55 p.m.) Mayor Tolbert called the meeting to order at 8:43 a.m. RETREAT ITEMS – NO ACTION WAS TAKEN With the use of a PowerPoint presentation, City Council and staff discussed the following items: Goals review, the City’s marketing program, horizontal mixed use, complete streets, financial policy updates, progress of the regional fire authority planning committee. Additional items discussed were: revisions to the Council Agenda Bills, Airport cost allocations for public safety, impacts of the current SR 530 slide and road closure, retreat materials available electronically, publishing of minutes, media training for Council members, and the economy. Having no further business to discuss, the retreat was recessed at 3:37 p.m. Minutes of the Arlington City Council Retreat Minutes of the City of Arlington City Council Retreat April 8‐9, 2017 Page 2 of 2 Semiahmoo 9565 Semiahmoo Pkwy, Blaine, WA 98230 April 9, 2017 Councilmembers Present: Mike Hopson, Jan Schuette, Debora Nelson, Chris Raezer, Sue Weiss, Jesica Stickles, and Marilyn Oertle. Staff Present: Mayor Barbara Tolbert, Paul Ellis, Heather Logan, Kristin Garcia, Dan Cone, Marc Hayes, Bruce Stedman, Jim Kelly, and City Attorney Steve Peiffle. Also Known to be Present: None. Mayor Tolbert reconvened the retreat at 9:00 a.m. RETREAT ITEMS – NO ACTION WAS TAKEN With the use of a PowerPoint presentation, City Council and staff discussed the following items: Lodging tax advisory committee, utilities, and social services. Additional item discussed was operational details and suggestions for next year’s retreat. Having no further business to discuss, the retreat was adjourned at 11:40 a.m. ____________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: CA #3 Attachment D COUNCIL MEETING DATE: April 17, 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: I move to approve the purchase of the Vehicle Base Station Drive‐by Unit package from Ferguson Waterworks. City of Arlington Council Agenda Bill Item: CA #4 Attachment E COUNCIL MEETING DATE: April 17, 2017 SUBJECT: Cemetery Fee Resolution Amendment ATTACHMENTS: Draft Resolution DEPARTMENT OF ORIGIN Cemetery – Jim Kelly EXPENDITURES REQUESTED: None BUDGET CATEGORY: Cemetery LEGAL REVIEW: 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: 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: CA #5 Attachment F COUNCIL MEETING DATE: April 17, 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: I move to approve the purchase of the John Deere utility tractor from Washington Tractor. 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 City of Arlington Council Agenda Bill Item: NB #1 Attachment G COUNCIL MEETING DATE: April 17, 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: 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: NB #2 Attachment H COUNCIL MEETING DATE: April 17, 2017 SUBJECT: Parks, Arts, and Recreation Commission appointment ATTACHMENTS: Redacted application of Jessica Ronhaar 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. 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). ALTERNATIVES Table the recommendations until a later date. RECOMMENDED MOTION: I move to appoint Jesica Ronhaar to the Parks, Arts, and Recreation Commission. 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: NB #3 Attachment I COUNCIL MEETING DATE: April 17, 2017 SUBJECT: Lodging Tax Advisory Commission appointments ATTACHMENTS: Redacted applications of 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: 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 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: I move to appoint Jennifer Holocker and Erik Granroth to the Lodging Tax Advisory Committee. To: Mayor Barb Tolbert From: Kristin Garcia, Finance Director Date: April 4, 2017 Subject: Lodging Tax Advisory Committee Appointments The Lodging Tax Advisory Committee is currently made up of five members which include; a city council member, two people that represent those that are required to collect the tax and two people that represent organizations that are eligible to receive funding. The terms are two years. There are two openings that need filled, both of which are from organizations that are eligible to receive funding. The City contacted both members whose terms expired and notified all organizations that were eligible for funding in 2016. The City also advertised on its website that applications were being accepted. A total of five applications were received. Ruth Caesar – President of the Stillaguamish Valley Genealogical Society and Vicki Johnson – Vice President of the Arlington Arts Council both asked for reappointment. Other applications submitted include; Cristy Brubaker – Board Member of DABA, Erik Granroth – President of Arlington Rotary, and Jennifer Holocker – Executive Director of the Arlington‐Smokey Point Chamber of Commerce. Two current committee members conducted the interviews using a standardized list of questions. Candidates were selected based on their responses to the interview questions, bringing a balance of representation between the downtown area and Smokey Point, the candidate’s understanding and vision of lodging tax funding and the candidates who could bring a new perspective to the committee. The lodging tax advisory committee is recommending the following individuals to fill the two open positions on the lodging tax advisory committee: ‐ Erik Granroth ‐ Jennifer Holocker The lodging tax advisory committee appreciates the opportunity to provide you with their recommendation and look forward to your formal recommendation of appointment to the full Council.