HomeMy WebLinkAbout05-22-17 Council Workshop.docx
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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
Mayor Pro Tem Debora Nelson
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1. Resolution adopting amended Financial Policies ATTACHMENT A
Staff Presentation: Kristin Garcia
Council Liaison: Mayor Pro Tem Debora Nelson
2. April 2017 Financial Report ATTACHMENT B
Staff Presentation: Kristin Garcia
3. Website Redesign – CivicPlus Proposal ATTACHMENT C
Staff Presentation: Bryan Terry
Council Liaison: Mayor Pro Tem Debora Nelson
4. Citizens’ Salary Review Commission Decision ATTACHMENT D
Staff Presentation: Kristin Banfield/Heather Logan
Council Liaison: Mayor Pro Tem Debora Nelson
5. Bid Award and Grant Acceptance – Taxiway Charlie Lighting and ATTACHMENT E
Signing Improvements Project
Staff Presentation: Dave Ryan
Council Liaison: Chris Raezer/Jan Schuette
6. Interlocal Agreement with Arlington School District for ATTACHMENT F
School Resource Officer
Staff Presentation: Jonathan Ventura
Council Liaison: Jesica Stickles/Marilyn Oertle
Arlington City Council Workshop
Monday, May 22, 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. Authorization to file Quiet Title Action for Arlington Valley Road ATTACHMENT G
Presentation: Steve Peiffle
Council Liaison: Debora Nelson/Jesica Stickles
8. Hayden Park Utility Extension Agreement ATTACHMENT H
Staff Presentation: Jim Kelly
Council Liaison: Mayor Pro Tem Debora Nelson
9. Villas at Arlington Rezone ATTACHMENT I
Staff Presentation: Marc Hayes
Council Liaison: Mike Hopson/Jan Schuette
10. Stewart Rezone ATTACHMENT J
Staff Presentation: Marc Hayes
Council Liaison: Mike Hopson/Jan Schuette
11. 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
To open all attachments, click here
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Adopt Resolution Revising the City’s Financial Policies
ATTACHMENTS:
Financial Policies Executive Summary
Resolution No. 2017‐XXX
Financial Management Policies
DEPARTMENT OF ORIGIN
Finance; Kristin Garcia – Finance Director 360‐403‐3431
EXPENDITURES REQUESTED: 0
BUDGET CATEGORY: N/A
BUDGETED AMOUNT: N/A
LEGAL REVIEW:
DESCRIPTION:
Attached is a resolution to revise the City’s financial policies. A draft of the policy document, with
suggested updates, was presented to council at the retreat in April. A summary of significant changes
are reflected on the attached “Financial Policies Executive Summary” document.
HISTORY:
The City last updated its financial policies May 5, 2014.
ALTERNATIVES:
1) Not revise the financial policies.
2) Defer approval for further discussion and review.
RECOMMENDED MOTION:
Workshop; discussion only. At the June 5 council meeting, the motion will read; “I move to approve
Resolution 2017‐XXX replacing Resolution No. 2014‐024 and adopting revised financial policies for
the City, and authorize the Mayor to sign the resolution.”
1
Financial Policies Executive Summary – Kristin Garcia, Finance Director
BACKGROUND
Research was conducted from a variety of sources in order to identify best practices in the industry
that would confirm and/or enhance the City of Arlington’s current financial policies. Research was
gathered from; the Municipal Research Services Center, State Auditor’s Office, the Government
Finance Officer’s Association, Revised Code of Washington, cities of similar size and cities within
King, Snohomish, Skagit and Whatcom counties.
RESERVES
A fund balance reserve policy is important because it establishes minimum levels to ensure stable
service delivery, ability to meet future needs and to protect against financial instability. Based on
the research conducted, a two month operating reserve is seen as a best practice. Our current
policy reflects a minimum one month operating reserve. A one month operating reserve isn’t
sufficient to cover operations and to have the time needed to make a course direction in the event
of an economic downturn. The suggested updates include the following;
Progressive intent to increase the one month operating reserve to two months by December
31, 2022. This date was chosen because our 10 year financial plan indicates that we’ll be able
to meet a two month operating reserve by this date assuming the financial trends hold true.
Language was added to reflect;
o The current practice of contributions into the equipment replacement fund
o Minimum reserve levels for the enterprise funds
o Protocol for when reserves fall below the minimum standard
REVENUES
Revenue policies are to identify resources to fund ongoing operations, how one time revenue
sources will be handled and how to address short/long term revenue downturns.
The suggested updates include the following;
Establishing authority for writing off accounts. Write offs are minimal as we have many
options available for collection of accounts, however, in the event all efforts have been
exhausted, it is a best practice not to hold uncollectible accounts on the books.
Language was added to reflect;
o Use of one time revenues
o Current practice of levying the statutory 1% limit of property taxes or banking the
capacity for future use
o Approval of grant revenue
2
EXPENDITURES
Minimal updates were made to the expenditure policies and all updates are reflective of current
practices.
ACCOUNTING, AUDITING AND FINANCIAL REPORTING
The updates to this section are to reflect current practice and requirements by state and federal
law.
The suggested updates include the following;
FAA Assurances require that we include a business continuity provision in our financial
policies. Language was added to meet compliance with FAA Assurances.
Other language changes reflect;
o Finance director is authorized to create revenue/expenses accounts as prescribed by
the State Auditor’s Office
o Funds are created as prescribed by the State Auditor’s Office
o Deposits shall be made every 24 hours
o Cash refunds are prohibited
BUDGET AND OPERATING
Budget and operating policies establish the framework that guides how resources will be allocated
to City services and programs. The language added to this section includes the City’s current
practices of;
Development and maintenance of a ten year financial plan
Consideration of long term financial implications when developing the budget
Budget amendment process
CAPITAL ASSETS
A capital asset policy establishes stewardship and accountability of public assets. Most of the
changes to this policy are to remove language applicable to accrual basis of accounting as the City of
Arlington is a cash basis organization. Other significant changes were to remove procedural
language. Policies set the guidelines for how business will be conducted, procedures are developed
at the department level for how the policies will be implemented. The procedural elements
removed from this policy document will be incorporated into a procedure document managed by
the finance department.
3
PURCHASING
Purchasing procedures outline the requirements of procuring goods and services. The bidding
thresholds used in the policy are in accordance with State and Federal Law.
The suggested updates include the following;
Adding language to reflect “exemptions” to bid laws that are already authorized by State Law
and currently being utilized by the City. They are;
o Sole source
o Special market conditions
o Emergencies
o Purchase of insurance and bonds
Clarified use of vendor lists
Simplified the contract amendment process
Added process for telecommunications and data processing purchases
Simplify and make consistent the levels of signature authority between the different types of
purchases (i.e. small work vs equipment vs professional service). It was confusing to have
different levels of authority depending on what type of purchase was being made. The
policy update intended to bring consistency to authority levels to reduce audit risk. The
signature authority applies to items already approved by council through the budget
process. Any unbudgeted item requires separate council approval. For the most part,
Director levels were kept the same or very near the original levels that were established.
The biggest change was adding a level of approval for the City Administrator and updating
the dollar threshold for Mayor and council authority.
COST ALLOCATION
The cost allocation policy outlines how the indirect costs of performing central services will be
allocated to users of those services. In 2015 the auditor’s requested that the City develop a
methodology which was in accordance with the BARS manual. With development of the 2016
budget, the methodology was updated and accepted by the auditor’s. Our next step is to update
the formal policy document to reflect the updated methodology currently being used.
DEBT AND INVESTMENT
No changes.
RESOLUTION NO. 2017-xxx
RESOLUTION NO. 2017—xxx
A RESOLUTION OF THE CITY OF ARLINGTON REPLACING RESOLUTION NO. 2014‐024
AND ADOPTING REVISED FINANCIAL POLICIES FOR THE CITY
WHEREAS, the National Advisory Council on State and Local Budgeting Practices
recommends budget practices, including the development of a series of financial policies;
and
WHEREAS the Arlington City Council has reviewed and deliberated on the
recommended revisions to the financial policies and finds that it is in the best interest of
the city to adopt financial policies;
NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY
OF ARLINGTON:
Section 1. The “Financial Management Policies” dated June 5, 2017 are hereby
adopted as the financial policies and practices of the City.
Section 2. This resolution shall take effect immediately upon passage thereof.
APPROVED by the Mayor and City Council of the City of Arlington this 5th day of
June, 2017.
CITY OF ARLINGTON
___________________________
Barbara Tolbert
Mayor
ATTEST:
_________________________________
Kristin Banfield
City Clerk
APPROVED AS TO FORM:
__________________________________
Steven J. Peiffle
City Attorney
1
Financial Management Policies
City of Arlington
Adopted
5/5/2014DRAFT
5.15.17
DRAFT 3.30.17
Table of Contents
OPERATING POLICIES
Purpose, objectives ............................................................................................ 2
Reserve Fund Policies ........................................................................................ 3
Revenue Policies ................................................................................................ 4
Expenditure Policies .......................................................................................... 5
Accounting and Financial Reporting ................................................................ 6
Budget Policies ................................................................................................... 7
Capital Assets ..................................................................................................... 8
Purchasing ........................................................................................................ 15
Cost Allocation… ............................................................................................ 29
DEBT MANAGEMENT POLICY ............................................................................ 31
INVESTMENT POLICY .......................................................................................... 33
GLOSSARY................................................................................................................ 37
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Purpose:
The Comprehensive Financial Management Policy assembles all of the City’s financial policies
in one document. They are the tools to ensure that the City is financially able to meet its
immediate and long-term service objectives. The individual policies contained herein serve as
guidelines for both the financial planning and internal financial management of the City.
The City of Arlington is accountable to its citizens for the use of public dollars. Municipal
resources must be wisely used to ensure adequate funding for the services, public facilities, and
infrastructure necessary to meet the community’s present and future needs. These policies
safeguard the fiscal stability required to achieve the City’s goals and objectives.
Objectives:
In order to achieve its purpose, the Financial Management Policies have the following objectives
for the City’s fiscal performance.
A. To guide the City Council and management policy decisions that have significant impact.
B. To set forth-operating principles that minimize the cost of government and financial risk.
C. To employ balanced and fair revenue policies that provide adequate funding for desired
programs.
D. To maintain appropriate financial capacity for present and future needs.
E. To promote sound financial management by providing accurate and timely information
on the City’s financial condition.
F. To protect the City’s credit rating and provide for adequate resources to meet the
provision of the City’s debt obligations on all municipal debt.
G. To ensure the legal use of financial resources through an effective system of internal
controls.
H. To promote cooperation and coordination with other governments and the private sector
in the financing and delivery of services.
Reserve Fund Policies
DRAFT 3.30.17
Adequate reserve levels are a necessary component of the City’s overall financial management
strategy to mitigate current and future risks such as revenue shortfalls or unanticipated
expenditures. Reserve levels are also a and key factor in external agencies’ measurement of
the City’s financial strength which results in favorable credit ratings and access to lower cost
of financing..
a. The City will strive to maintain a Mandatory General Fund Reserve with a target balance of
eight percent (8%) of the total General Fund budgeted taxes and lLicenses & pPermits
revenues. These operating reserves are maintained to address temporary revenue shortfalls;
payment of approved expenditures due to cash flow shortage; reserves for expenditures
deemed necessary by the Mayor and City Council; temporary short-term inter-fund loans,
and other unanticipated expenses as approved by the City Council. An annual contribution
will be budgeted from General Fund resources as available to maintain the target reserve
level.
1) This “reserve” shall be in addition to the maintenance of one-month operating cash
within the General Fund itself.
b. The City will maintain an ending fund balance within the General Fund of an amount
equal to one month of operating expenditures with the intent to grow the fund balance,
by December 31, 2022 equal to two months of operating expenditures. Use of any
surplus funds will be approved by council through the budget process.
c. It will be the policy of Tthe City will to maintain a Capital Facilities/Building Fund to
provide funding for future facilities including debt repayment, less proprietary fund projects.
Contributions into this fund will be made from available funds as identified in the adopted or
amended budget.The use of any funds within the Capital Facilities/Building Fund will be as
approved by the City Council.
d. The City will maintain an Equipment Replacement Fund that will receive annual
contributions from the operating expenses of departments owning the equipment.
Contributions will be based on availability of funds as approved through the budget process.
The intent is to replace equipment at the end of the asset’s useful life.
b. It shall be best practice of all enterprise funds to maintain an ending fund balance (in
operational funds) of an amount equal to or greater than one month operating expenses or an
amount as otherwise required by federal, state or other regulations (i.e. rate studies, debt
covenants).
c. Contributions to the Mandatory General Fund Reserve and Capital Facilities/Building Funds
will be made from available funds as identified in the annual budget, or amended budget at
the end of the year. The Finance Director shall make a recommendation to the Council with
regard to transfers to reserve funds. The Council, by motion (and amending the budget by
ordinance as necessary) shall authorize the transfers, as the Council shall determine to be
appropriate at that time.
e. Reserves that fall below the minimum standards will require a financial plan presented to
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Reserve Fund Policies
DRAFT 3.30.17
council within 60 days of the shortfall. Fund balances will be restored to the minimum
standard within a 3 year period.
d.f. All expenditures drawn from reserve accounts shall require prior Council approval unless
previously specifically authorized by the City Council through the budget and/or budget
amendment processfor expenditure in the annual budget.
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Revenue Policies
DRAFT 3.30.17
The City will identify resources that are sufficient to provide for the regular and ongoing
operations associated with providing public services.
a. To the extent possible, a diversified and stable revenue system will be maintained to shelter
public services from short-run fluctuations in any one revenue source. Trends analyzing the
dependence on distinct revenue sources shall be included in the budget documents for
consideration by the Council.
b. Revenue forecasts shall be realistically estimated and based on the best information
available. The City will follow a vigorous policy of collecting revenues.The
finance director is responsible for developing a policy for the collection of
revenues. The policies will include any and all collection methods allowable by
state and federal statute or otherwise provided for in Municipal Code, leases or
other agreements. If all collection efforts have been exhausted, the finance director
has authority to write off uncollectible accounts up to $2,500 and the city
administrator has authority to write off uncollectible accounts up to $5,000. Any
write off in excess of $5,000 require council approval.
c. Revenue forecasts will assess the full spectrum of resources that can be allocated for public
services. Each year the Council shall review potential sources of revenue as part of the
annual budget process.
d. The use of one time revenues to fund ongoing expenditures is discouraged.
e. Property taxes provide a consistent base of revenues for the City to provide public
services. The City shall levy property taxes within its statutory limit or bank the levy
capacity so the City can continue to provide a safe, economically vibrant place to live and
work.
c.
d.f. Short-term (anticipated less than one year) economic downturns and temporary gaps in cash
flow: Expenditure reductions or restrictions may be imposed. Inter-fund loans may be used
to address short-term cash flow needs as authorized by Chapter 3.90 of Arlington
Municipal Code.Council may approve an interfund loan to address temporary downturns in
City revenues.
e.g. Long-term (greater than one year) revenue downturns: Revenue forecasts will be revised.
Expenses will be reduced to conform to the revised long-term revenue forecast or revenue
increases will be considered. The City will not pursue deficit financing and borrowing to
support on-going operations as a response to long-term revenue shortfalls.
f.h. All potential grants shall be carefully examined for matching requirements. Some grants
may not be accepted if the local matching funds cannot be justified. Grants may also be
rejected if programs must be continued with local resources after grant funds are exhausted.
g.i. The City shall develop and maintain a comprehensive list of various fees and charges. Fees
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Revenue Policies
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may be set at levels sufficient to cover the entire cost of service delivery (such as in
“Enterprise Funds”), or the service may be subsidized, as Council deems appropriate. The
City will systematically review user fees and rates and consider adjustments as necessary to
take into account the effects of additional service costs and inflation. Rate studies shall be
conducted to ensure that the rates will continue to support direct and indirect costs of
operations, administration, plant maintenance, debt service, depreciation of capital assets,
and moderate system extensions. Based on a market analysis, fees for similar services in
other communities may also be considered. The criteria used to evaluate recommended
target rates (equity, cost recovery policy, market demand, etc) shall be included in the staff
report during the review. Such review should be scheduled periodically and be incorporated
into the budget process for possible action by the City Council.
j. The City, or Council approved board(s) or commission(s), will review contracts and
leases which result in revenues to the City. Leases and contracts will be reviewed on a
timely basis, prior to the expiration date or at least every 3 years if on a continuing basis.
will review contracts and leases, which result in revenues to the city on a timely basis in
order to provide for careful evaluation by the City Council.
h.k. The City will refrain from using grants to meet ongoing service needs. Grants will be
evaluated from a financial planning perspective to ensure the City has adequate matching
funds (if applicable). Grants with a matching component, not previously approved
through the budget process, require Council approval. All other grants will be approved
by City Council through the budget amendment process and will be reviewed to ensure
compliance with state, federal and City regulations.
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Expenditure Policies
The City will provide for a sustainable level of service by adopting a balanced budget where
ongoing resources are sufficient to support ongoing expenditures.
a. The City will only propose operating expenditures, which can be supported from on-going
operating revenues. Before the City undertakes any agreements that would create fixed on-
going expenses, the cost implications of such agreements will be fully determined for current
and future years. Capital expenditures may be funded from one-time revenues, but the
operating budget expenditure impacts of capital expenditures will be reviewed for
compliance with this policy provision.
b. Department heads are responsible for managing their budgets within the total appropriation
for their department. The finance director is responsible for oversight of all budget
expenditures and is authorized to make unilateral changes within line item expenditures as
long as the changes are within the overall budget.
c. The City will maintain expenditure categories according to prescribed accounting
standards, state statute, federal and and administrative regulation. All expenditures shall
be audited and certified by the finance director or designee prior to submitting to the City
Council for approval.
c.d. All expenditures must be related to some public purpose and are reasonable in the amount
and nature.
d.e. The City will assess funds for services provided internally by other funds. The estimated
direct and indirect costs of service will be budgeted and charged to the fund performing the
service. Interfund service fees charged to recover these costs will be recognized as revenue
to the providing fund. A review of the method for determining the amount of the interfund
assessment will be reviewed periodically.
e.f. Emphasis is placed on improving individual and work group productivity rather than adding
to the work force. The City will invest in technology and other efficiency tools to maximize
productivity. The City will hire additional staff only after the need of such positions has
been demonstrated and documented.
f.g. All compensation planning and collective bargaining will focus on the total cost of
compensation, which includes direct salary, health care benefits, pension contributions,
training allowance, and other benefits of a non-salary nature, which are a cost to the City.
Collective bargaining decisions will not negatively impact the City’s efforts to maintain
reserve balances in compliance with the City’s reserve policy (see page 3).
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Accountin , Auditin and Financial Reportin
DRAFT 3.30.17
The City will maintain a system of financial monitoring, control, and reporting for all
operations and funds in order to provide effective means of ensuring that overall City
goals and objectives are met.
Accounting Records and Reporting.
The City will maintain its accounting records in accordance with state and federal regulations,
which includes requirements for data retention for archival purposes and business continuity.
City records will be archived and destroyed in accordance with the Washington State Records
Retention Schedule.
The continuation of services after a disaster is critical to the success of the City. The City must
ensure that its applications, data and network resources can continue and be appropriately
accessible to users. The information technology department is responsible for developing
procedures for the security, storage, retention and retrieval of data to ensure operations continue
during and after a disaster.
Budgeting, accounting and reporting will conform to the Budgeting, Accounting and Reporting
System (BARS) for Governments as prescribed by the Washington State Auditor. Changes to the
City’s revenue and expense accounts must be authorized by the finance department and will be
made only if it’s in the best interest of the overall accounting system.
All known or suspected loss of public funds shall be reported to the State Auditor’s Office in
accordance with RCW 43.09.185.
Auditing.
The State Auditor will perform the City’s financial and compliance audit in accordance with
state and federal laws. Results of the audit will be provided to the Council in a timely manner.
Simplified Fund Structure.
To the extent possible, the City will minimize the number of Funds. Funds will be created and
accounted for in accordance with BARS.
Cash Management.
The Finance Department will develop, maintain, and consistently seek to improve cash
management systems which ensure the accurate and timely accounting, investment, and
security of all cash assets. All monies received from City departments by the Finance
Department prior to the end of each business day will be deposited the same day.-
There are several locations where monies are received by the City. Those locations are: the
Finance office, the Airport office, the Permits office, and the Police department, the Public
Works office and the Cemetery office.
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Accountin , Auditin and Financial Reportin
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Deposits will be made every 24 hours as per RCW 43.09.240, including deposits received
from City departments by the finance department.
The Finance, Airport and Permits office locations all have cash drawers. These funds are used to
make change for cash payments. The amount of these cash drawers are authorized by resolution.
No change shall be given when a check is presented for payment.
Cash refunds are prohibited. Refunds shall be processed through the method payment was
received such as by check or credit card.
No one is authorized, at any time, to borrow funds from any cash drawer. Doing so will result
in discipline up to and including termination.
The Finance Office also has a Petty Cash Revolving Fund (Checking Account). The Petty Cash
Fund is authorized in the Arlington Municipal Code Section 3.69. This fund is used to pay very
small expenditures or reimburse small expenditures made where waiting for a payment from the
normal payment process is unreasonable. No one is authorized to borrow monies from this Fund.
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Bud et and Operatin Policies
DRAFT 3.30.17
The City’s budget is part of an overall policy framework that guides the services and functions of
the City. The budget serves as a key role in that framework by allocating financial resources to
programs which implement the City’s overall vision and goals.
A. All decisions will be within the context of long-range plans (Capital Facilities Plan, /
Comprehensive Plan/Capital Improvement Plan, Long Term Financial Plan). Staff
shall provide a review of the implications of budgetary proposals on long-range plans.
A.B. The City will develop and maintain a ten year financial plan that estimates the resources
and expected costs over a ten year period. This planning tool will provide the City’s
decision makers with an indication of long-term fiscal impacts of current policies and
budget decisions.
C. The annual budget shall be developed consistent with state law and in a manner which
encourages early involvement with the public and City Council. A calendar related to budget
development shall be presented to the City Council each year. The budget will be adopted
by ordinance at the fund level.
B. The budget will be developed to consider long term financial implications. The City will
strive to build a budget so that recurring expenditures are covered by recurring revenues and
a budget that supports a trend of revenues growing at a rate equal to or greater than
expenditures.
D. The Finance Department will maintain a system for monitoring the City’s budget
performance. The system will provide the City Council with monthly and or quarterly
information in a timely manner on fund level resource collections and department level
expenditures.
E. Under the provisions of State Law and the City’s operating procedures, the budget may be adjusted or
amended in two different ways. Adjustment of the budget involves a reallocation of existing
appropriations and does not change the “bottom line”. No City Council action is needed as State Law
allows budget adjustments to be done administratively.
Amendment of the budget involves an addition to or reduction of existing appropriations. A
budget amendment requires an ordinance amending the original budget and identifies the
funding sources for the incremental appropriations. Initially, a motion by the City Council is
required. Amendments Items that may require a budget amendment, such as an
unanticipated grant, will be approved by City Council throughout the year in accordance with
the City’s procurement and expenditure policies. A formal Budget Amendment Ordinance
will be adopted by City Council no later than December 31 of the second year of the
biennium.made to the budget throughout the year by City Council motion will be adopted
through the annual Budget Amendment Ordinance.
C. Fixed asset inventories. Accurate inventories of all physical assets, their condition, life
spans, and cost will be maintained to ensure proper stewardship of public property.
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DRAFT 3.30.17
CAPITAL ASSETS POLICIES AND PROCEDURES
A. Purpose
This policy is established to provide guidelines to ensure adequate stewardship over City resources
through control and accountability of capital assets, and to collect and maintain complete and accurate
capital assets information in the Capital Assets System
B. Reference
Specific requirements of the Washington State Auditor’s Office are contained in Budgeting and Reporting
System (BARS) Volume 1, Part 3, Chapter 7, which will be applied by the City as relevant. In addition,
the federal government has issued property management requirements which apply to all governments
that receive federal assistance. Each federal agency has published a Federal Agency Implementation of
the Common Rule which will be adhered to as applicable. The policies and procedures contained in this
policy are not intended to and may not supersede federal, state or local laws.
C. Definitions
1. “Assets” - All land, buildings, improvements, works of art and historic collections and
equipment purchased, donated, constructed, or acquired by the City.
2.1. “Capital Assets” – Land of any value; artwork and historic collections of any value;
improvements to buildings, their furnishings, fixtures, and furniture; equipment, machinery,
vehicles, and tools, with a value of $5,000 or more and having a useful life exceeding one year
from the date of acquisition. “Capital Assets” are defined as land, buildings, improvements,
equipment, machinery, vehicles, tools, works of art, furnishings and other improvements costing
more than $7,500 and have a useful life of more than one year. These assets will be tracked and
an inventory listing will be maintained.
3.2. “Control”- Being in charge of, and having the authority to manage the asset. Having the custodial
responsibility of the asset that includes, but is not limited to the caring, keeping, safekeeping and
protecting the asset.
4. “Inventory” – The process of physically confirming the existence and location of capital assets.
3. “Small and Attractive Assets” - All assets with a cost less than $7,500 and at risk or vulnerable to
loss are considered “small and attractive assets”. These assets will be tracked and an inventory
listing will be maintained. Assets considered to be small and attractive include, but are not limited
to the following;
5. “Small and Attractive Assets” – small and attractive assets are those assets that are
particularly at risk or vulnerable to loss and cost less than $5,000. Departments have discretion
in defining small and attractive assets in many instances; however, departments must include, at
a minimum, the following assets with unit costs of $500 or more as small and attractive:
• Communications Equipment; both Audio and Video
• Optical Devices, Binoculars, Telescopes, Infrared Viewers, and Range finders
• Cameras and Photographic Projection Equipment
• Microcomputer Systems, Laptop and Notebook Computers
• Other data processing Accessory Equipment and Components (Scanners, Data Displays,
etc.)
• Office Equipment
• Stereos, Radios, Television Sets, Tape Recorders, DVD players, VCRs, and Video
Cameras and cell phones
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D. Applicability
This policy applies to all departments of the City of Arlington. The term "Department" is defined to
include every city office, officer, and every department, division, board and commission.
E. Insurance
Insurance is required for all land, building and vehicle purchases and assets with a cost in excess of
$25,000 as deemed appropriate by the finance department.
E. Department responsibilities
Departments are responsible for protecting and controlling the use of City assets assigned to their
department. The department head must designate one or more Department Inventory Officers to be
responsible for maintaining and safeguarding the department's capital assets and small and attractive
F. Department responsibilities
Department directors are responsible for tracking, inventory and safekeeping of all assets assigned to
their department. Each department is responsible for notifying the finance department, in writing, any
assets purchased, sold, traded, transferred, surplused, lost or stolen. The finance department is
responsible for keeping and updating the fixed asset database, coordinating the physical inventory
process and developing procedures for the safeguarding of assets.
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assets. Any time an asset is added, deleted, or transferred, the Department Inventory Officer will
complete an Asset Control Sheet which will be submitted to the Finance Department with the related
documentation.
F.G. Capitalization –Capital Outlay Threshold
All assets with a cost of $5,0007,500 or more will be capitalizedrecorded as capital outlay. Although
Small and Attractive Assets (assets costing less than $7,500 $5,000) do not meet the city’s capitalization
capital outlay threshold, due to ease of conversion to private use, they are considered assets for purposes
of marking and identification, records keeping, and tracking.
H. Valuation of Capital Assets
The City of Arlington reports its financial activity on a cash basis. Expenditures for capital assets will be
expensed at cost in the period the expenditure occurred.
A. Small and Attractive Assets
Small and attractive assets shall be expensed.
Annually each department will conduct an inventory verified by the Finance Department on a
sampling basis.
Small and attractive assets (even if they do not contain an asset tag) may not be transferred, traded, sold,
auctioned, gifted, surplused, or discarded without written notice to and authorization from the Finance
Department.
A.B. Improvement/Repair/Maintenance Expenses
Routine repair and maintenance costs will be expensed as they are incurred. and will not be capitalized.
Major repairs will be capitalized if they result in betterments/improvements. To the extent that a project
replaces the “old” part of a capital asset, outlays will not be capitalized; and to the extent that the project is
betterment/improvement, outlays will be capitalized.
B. Additions
The city may acquire property via purchase, construction, donation, or lease. Capital assets shall be
capitalized and purchased from a capital outlays code (60’s) as defined in the BARS Manual line of
either:
61 – Land and Land Improvements;
62 – Buildings and Structures;
63 – Other Improvements;
64 – Machinery & Equipment;
65 – Construction of Capital Assets.
When a capital asset is purchased, the department will submit a completed Asset Control form (See
attachment A.) to the Finance Department. The Finance Department will identify those assets that meet
the capitalization requirements. Finance will assign a unique inventory control number to the asset and
assign an inventory ID tag number, if applicable. When the Asset Control Sheet and ID tag are received
by the department, the department designee will immediately affix the ID tag to the asset, complete and
sign the Asset Control Sheet, and return the completed form to Finance.
Whenever feasible, each piece of property will be affixed with an inventory ID tag identifying the capital
asset as the property of the City of Arlington, and including city identification number. Departments may
determine where to place the tag on the capital asset. However, the identification and control number
should be located on the principal body of the asset, rather than a removable part. Such tag will be
removed or obliterated only when the item is sold, scrapped, or otherwise disposed of. Should the
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inventory ID tag be removed or defaced, the item shall be assigned a new inventory ID tag, and the new
number recorded in the capital assets database.
Occasionally, it will be impractical or impossible to mark some inventorial capital assets according to
these standards. For example, do not tag if the capital asset:
Is stationary in nature and not susceptible to theft (such as land, buildings, improvements other
than buildings, and leasehold improvements);
Has a unique permanent serial number that can be used for identification, security and inventory
control (such as vehicles);
Would lose significant historical or resale value by being tagged; or
Would have its warranty negatively impacted by being permanently marked;
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In these cases, the identification tag is not required, and the department is to apply alternative procedures
to inventory and identify such assets.
C. Deletions
Asset deletion (assets over $5,0007,500) may be required due to the sale of the asset, scrapping, lost or
stolen items, or involuntary conversion (fire, flood, etc). Due to the monetary value, capital assets deleted
from the capital asset system for any reason require authorization by resolution of the City Council.
D. Disposal
Disposal of capital assets may occur only after being declared surplus by resolution of the City Council. A
Public Hearing is required if the asset was owned for Public Utility purposes.
Disposal will be made in whichever manner is determined to be most cost effective for the City. This
may include sale, disposal, conversion, or any other means as approved by the City Council in the surplus
declaration.
When original or replacement equipment acquired under a grant or sub-grant is no longer needed for the
original project or program, disposition of the equipment will be made as follows:
1) Items of equipment with a current per-unit fair market value of less than $5,0007,500 may be
retained, sold or otherwise disposed of with no further obligation to the awarding agency.
2) Items of equipment with a current per-unit fair market value of $5,0007,500 or more may be
retained, sold or otherwise disposed of only as authorized by the awarding agency.
In the event the City is provided federally owned equipment:
1) The City will comply with federal requirements known as “the common rule” or as specifically
stated in the grant agreement.Title will remain vested in the federal government.
2) The City will manage the equipment in accordance with federal agency rules and procedures, and
submit an annual inventory listing.
3) When the equipment is no longer needed, the City will request disposition instructions from the
federal agency.
E. Lost or stolen property
When suspected or known losses of capital assets or small and attractive items occur, departments should
conduct a search for the missing property and immediately notify the finance department. The finance
department will report known or suspected losses of assets to the State Auditor’s Office in accordance
with RCW 43.09.185.. The search should include transfers to other divisions or departments, storage,
scrapping, conversion to another asset, etc.
If the missing property is not found:
Notify the inventory control officer and department head.
Have the individual deemed to be primarily responsible for the asset, as well as that individual’s
supervisor, complete and sign a statement to include a description of events surrounding the
disappearance of the property, who was notified of the loss, and steps taken to locate the property.
Finance will report known or suspected losses of assets to the State Auditor’s office in
accordance with RCW 43.09.185, and a copy of the report will be provided to the Mayor and City
Administrator.
Finance will remove the lost or stolen property from the department’s inventory and accounting
records where applicable.
F. Transfers
Occasional transfers of property between departments, individuals within a department or funds may
occur. The original controlling department is accountable for all assets in its inventory and for initiating a
notice of transfer. Interdepartmental transfers involving a proprietary fund (i.e. Surface Water) require a
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transfer of money. The sale price will be fair market value, which may result in a gain or a loss on sale of
capital assets. Exception:with the exception of a The trade between departments of assets of
similar value. As stated above “The original controlling department is accountable for all assets in its
inventory and for initiating a notice of transfer.”
G. Modifications
Larger assets such as major pieces of equipment and many buildings are often modified to increase their
lifetime or usefulness. Modifications may include partial additions or deletions, major repairs (new engine
for fire truck), or component replacement (new roof, heating system, etc.). Several vouchers may be
prepared for the modification as the work is in progress. Therefore, it is very important to notify the
Finance Department that modifications are coded as capital outlay and when it is given to accounts
payable for payment. The inventory number should be included on the voucher of the equipment; building
or other structure reflecting what is being modified.
H.G. Inventory
The finance department is responsible for establishing procedures for the inventory and reconciliation
process. A physical inventory will be conducted at least once every year. By February 15th of each year,
the Finance Department will supply each department with an inventory worksheet of all capital assets
under their control as of December 31st of the prior year. As coordinated by the finance department,
eEach department will conduct a physical inventory of the items, verifying the existence and condition of
each item on the worksheet, and making note of any additions, deletions, interdepartmental transfers,
modifications, or leases of property that are not reflected on the list. The final list will be reviewed and
signed by the department head, and returned to the Finance Department by March 31st of every year.
Verification of the inventory shall be done annually by the Finance Department by performing a
sampling of the physical inventory of the items.
1. Inventory of IT (Information Technology) related items.
The Information Technology Department will be responsible for inventorying all stationary items such as
desktop computers, laptop computers with docking stations, servers, printers and network equipment.
Individual departments will be responsible for inventorying all “portable” small and attractive IT related
items such as: Tablets (iPad, Android, etc.) and mobile computers (Netbooks, Police Car computers, Fire
tablets etc.)
In order to ensure objective reporting of inventory items, personnel having no direct responsibility
(custody and receipt/issue authority) for the assets should perform the physical inventory. If it is not
feasible to use such personnel for all or a part of the inventory, then those portions are; at least, to be
tested and verified by a person with neither direct responsibility for that portion of the inventory nor
supervised by the person directly responsible. Departments are encouraged to exchange and use
personnel from other departments to perform their inventory if possible.
2. Physical inventory instructions
Written physical inventory instructions will be documented and distributed to each person participating in
the inventory process. The instructions will describe:
How and where to record each item,
What information to record,
What to do when they have a question,
What procedures to follow when they finish their assignments,
What procedures to follow when equipment is located but not listed,
The procedure by which the person counting the assets attests to the accuracy of the count, such
as by signing his or her name at the bottom of each inventory page, or signing a cover page for a
group of pages sorted by another method (batches, location, equipment type, etc.), and
How to record assets not being used or in an obviously unserviceable condition.
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Such information is to be used to schedule repair or disposition of such assets.
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3. Physical inventory reconciliation
After the physical inventory count is completed, the department inventory officer is to conduct the
reconciliation process. Only when all differences have been identified and explained, is the inventory
considered reconciled. Departments should conduct the following steps during the reconciliation process:
Search the inventory lists to determine whether inventory noted during the count as unrecorded is,
in fact, listed on another portion of the inventory.
Enter unrecorded assets into the inventory system as soon as possible after discovery.
If a significant number of unrecorded assets are located, a major problem with the asset recording
procedures may exist. The department inventory officer should contact the Finance Department
for assistance in determining why the problem is occurring and how to correct it.
Conduct a search in an effort to locate missing assets.
For assets not located, follow the lost or stolen property procedures in this policy.
After the inventory is reconciled, the department inventory officer is to certify the reconciliation with a
statement and signature that it is correct and report this to the supervisor. If the certification cannot be
made, the inventory officer is to disclose that fact and the supervisor is to determine the appropriate
course of action.
4.2. Retaining physical inventory records
The certification, together with the reconciliation and the inventory listing, serves as the support for the
inventory balance and for accounting adjustments, if any, and must be retained by the Finance
Department. The documentation will be retained in accordance with the approved records retention
schedulesWashington State Retention Records Schedule and. At a minimum the asset records must be
retained until after the next annual audit.
I. Small and Attractive Assets Procedures
Small and attractive assets shall be expensed and purchased from the small tools and minor equipment as
defined in the BARS manual object code (35).
All small and attractive assets shall be tracked and recorded in a database by each department in control
of those assets.
Annually each department will have the small and attractive asset inventory listing under their control
verified by the Finance Department on a sampling basis.
Small and attractive assets may not be transferred, traded, sold, auctioned, gifted, surplused, or discarded
without written notice to and authorization from the Finance Department.
J. Valuation of Capital Assets
Assets shall be valued at cost - including any ancillary charges necessary to place the asset in its intended
location and condition for use. However expenses which do not add to the utility of an asset shall not be
capitalized. For example, expenditure to repair a piece of equipment that was damaged during shipment
should be expensed.
Values will be determined in the following manner:
1. Purchased Assets
Historical costs including taxes (e.g., sales taxes), and all appropriate ancillary costs less any discounts or
rebates. If the historical cost is not practicably determinable, estimated cost will be used.
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2. Land
The capitalized value of land includes the purchase price plus costs such as legal fees, fill, and any
excavation costs incurred to put the land in condition for its intended use. If land is acquired by gift, the
capitalized value will reflect its appraised or fair market value at the time of acquisition.
3. Equipment
Furniture, fixtures, or other equipment should be classified as equipment. Since they are not an integral
part of a building they are not considered capital improvements. The cost for this asset type should reflect
the actual or estimated cost of the asset, including the cost of an extended maintenance/warranty contract
if the contract is purchased at the same time (or soon thereafter) as the capital asset.
4. Self-Constructed Assets
All direct costs associated with construction and management costs associated with a construction project
will be capitalized.
5. Donated Assets
Donated assets will be recorded at the fair market value at the time of acquisition plus all appropriate
ancillary costs. If the fair market value is not determinable due to lack of sufficient records, estimated cost
will be used.
K. Improvement, Repair and/or Maintenance Expenditures
Routine repair and maintenance costs will be expensed as they are incurred. Extraordinary repairs,
betterments or improvements will be capitalized if they increase future benefits from an existing capital
asset beyond its previously assessed standard of performance. Increased future benefits typically include
an extension in the estimated useful life of the asset or an increase in the capacity or efficiency of an
existing capital asset.
L. Replacements
For building improvements other than buildings and equipment the cost of outlays that replace a part of
another capital asset will be capitalized when the cost of the replacement is $5,000 or more and at least
10 percent of the total replacement value of the asset, or $100,000, whichever is less.
Example:
A $9,000 replacement of a heating boiler in a building having a replacement value of $120,000 would
not be capitalized. In this case $9,000 is not at least 10 percent of the building's replacement value.
Had the building's replacement value been less than $90,000, the $9,000 boiler replacement would
have been capitalized.
1. Improvement cost exceeds $5,000
2. Building cost is greater than $100,000
3. Improvement is < 10% of replacement
M. EXCEPTIONS to this policy are:
Replacement roof coverings are not capitalized unless the replacement extends the useful life of
the building.
Replacement floor coverings and window coverings are not capitalized.
Costs to remodel (convert) a building to a different use, where the remodeling does not extend the
useful life of the structure itself, are not capitalized.
After replacing a part of another asset, the capitalized value and the associated accumulated depreciation
of the replaced item will be removed from the accounting records, and the costs of the replacement will
be capitalized.
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In the case of capital outlays that are partly replacements and partly betterments/improvements, to the
extent that the project replaces the “old” part of a capital asset, outlays will not be capitalized; and to the
extent that the project is betterment/improvement, outlays will be capitalized. When the distinction
between replacement and betterment/improvement is not easily determinable, the City will expense the
entire cost of the project. When the cost of improvement is substantial or where there is a change in the
estimated useful life of an asset, depreciation charges for future periods will be revised based on the new
book value and the new estimated remaining useful life.
N. Ancillary Costs
Normally, ancillary costs will be included in the cost of a capital asset. However, minor ancillary costs,
not measurable at the time a capital asset is recorded, are not required to be capitalized.
Ancillary costs for Land include:
Legal and title fees;
Professional fees of engineers, attorneys, appraisers, financial advisors, etc.;
Surveying fees;
Appraisal and negotiation fees;
Damage payments;
Site preparation costs; and
Costs related to demolition of unwanted structures.
Ancillary costs for Buildings and Building Improvements include:
Professional fees of architects, engineers, attorneys, appraisers, etc.;
Damage payments;
Costs of fixtures permanently attached to a building or structure;
Insurance premiums, interest, and related costs incurred during construction; and
Any other costs necessary to place a building or structure into its intended location and condition
for use.
For furnishings, equipment, or other capital assets;
Transportation charges,
Sales tax,
Installation costs; and
Extended maintenance/warranty contracts or any other normal or necessary costs required to
place the asset in its intended location and condition for use.
CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
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PURCHASING PROCEDURES
Sections:
I. Purpose.
II. Policy statement.
III. Definitions.
IV. General provisions.
V. Purchase of materials, supplies or equipment.
VI. Public works projects.
VII. Services.
VIII. Inter-local joint purchasing agreements.
IX. Real property acquisition.
I. Purpose.
This policy is intended to direct the purchase of goods and services at a reasonable cost, using an
open, fair, documented and competitive process whenever reasonable and possible. The integrity,
efficiency, and effectiveness of Arlington's procurement functions are critical elements of sound
government.
II. Policy statement.
A. The City desires a fair and open process for procurement of goods and services that is
free from the potential for bias and conflict of interest. In addition, the City desires
consistent and appropriate practices for solicitations and contracting. All procurements of
goods and services shall provide the City with the best quality and best value. All
purchases are to be made within budgetary limitations and for the purpose of the goals
and objectives approved in the City's budget. Any requested purchase that is not included
in the current City budget shall be pre-approved by the Department Director, City
Administrator, or City Council, based on allowable signing authority, and will include a
completed Capital Outlay form. All purchases made by the City shall ultimately be
approved by the City Council through the voucher approval process.
B. All City of Arlington departments shall make a good faith effort to purchase goods within
the City when they are available and suitable to City needs at a price that is competitive.
Departments are expected to procure goods and services that are of high quality and that
perform for their intended purpose, and to use good judgment during the procurement
process. Goods and services may be purchased locally if they are less than $5.000 and
within 10% of the lowest price available outside City limits. Items that are valued over
$5,000 will be purchased on a competitive basis.
C. The finance department is charged with developing administrative procedures to
implement this policy. Procedures should ensure the fiscal responsibility of the City in
expending resources for goods and services for City operations. The procurement
procedures of the City shall be based on guidelines provided in the Revised Code of
Washington, by the State Auditor's Office, and by Municipal Research Services Center.
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D. The purchasing procedures of this policy govern the purchase of supplies, materials and
equipment, nonprofessional and professional services, and public works contracts. These
policies authorize the City to procure goods and services through the small works roster
process as defined in Section VI.D. The small works roster procedures are established for
use by the City, pursuant to RCW 35.23.352, 35A.40.210 and Chapter 39.04 RCW.
Leases of equipment or other personal property shall follow procedures for purchase of
goods, with the aggregate of lease payments used in lieu of purchase price. Purchase or
lease of real estate, franchise agreements, and intergovernmental or inter-local
agreements will be entered into in accordance with state law.
E. Each City Department purchases specialty items unique to their function and items that
are purchased just in time to make necessary repair or to keep equipment and amenities in
safe a good working order. All department directors will make good faith effort to utilize
a central purchasing for purchases of consumable goods and reoccurring purchases. This
will enable the best value by combining orders and purchasing in bulk on larger
quantities when possible.
III. Definitions.
A. "Architectural and engineering services" means professional services rendered by any
person, other than a City employee, to perform activities within the scope of the
professional practice of architecture (Chapter 18.08 RCW), professional practice of
engineering and land surveying (Chapter 18.43 RCW), and/or professional practice of
landscape architecture (Chapter 18.96 RCW).
B. “Contract Authorization Summary” outlines the levels at which managers, directors, or
the Mayor may commit the City to a contract. Attached as Exhibit B.
C. "Formal competitive bid" is the process of advertising and receiving sealed written bids
from perspective vendors. The selection of the vendor is primarily based on the lowest
cost from a responsible vendor.
D. "Informal competitive quotes" are price quotes from vendors that are obtained using a
variety of mediums such as phone, fax, e-mail, or writing. Results must be documented.
The selection of the vendor is primarily based on the lowest cost from a responsible
vendor.
E. "Inter-local agreements" are the exercise of governmental powers in a joint or
cooperative undertaking with another public agency.
F. "Life cycle cost" means the total cost of an item to the City over its estimated useful life,
including costs of selection, acquisition, operation, maintenance, and where applicable,
disposal, as far as these costs can reasonably be determined, minus the salvage value at
the end of its estimated useful life.
G. “MSRC Small Works and Consultant Roster” is a shared statewide small public works
and consultant roster service managed by the Municipal Research and Services Center of
Washington used by Washington state local public agencies. The Small Works and
Consultant Roster is maintained and operated in full compliance with state laws and
purchasing requirements.
H. "Nonprofessional services" are services that are purchased by the City for which the
contractor receives specific instructions and guidance from the City and does not meet
the definition of professional services, architectural and engineering services, or public
CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
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works projects. Examples include machine repair, debt collection services, temporary
service agencies, credit card services, equipment service agreements, auctioning services,
delivery services, inspections, advertising, etc.
I. "On-call contract" means a contract that is awarded with general provisions for the
services to be rendered. As services are to be rendered, specific task orders are initiated
that are to be completed by the contracting firm.
J. “Ordinary maintenance" is work not performed by contract and that is performed on a
regularly scheduled basis (e.g., daily, weekly, seasonally, semiannually, but not less
frequently than once per year), to service, check, or replace items that are not broken; or
work not performed by contract that is not regularly scheduled but is required to maintain
an asset so that repair does not become necessary.
K. “Prevailing Wage” is defined as the hourly wage, usual benefits and overtime, paid in the
largest city in each county, to the majority of workers, laborers, and mechanics. Prevailing wages
are established, by the Department of Labor & Industries, for each trade and occupation
employed in the performance of public work. They are established separately for each county,
and are reflective of local wage conditions.
L. "Professional services" are services provided by consultants that provide highly
specialized, generally one-time expertise to solve a problem or render professional
opinions, judgments or recommendations. The labor and skill involved to perform these
types of services are predominately mental or intellectual, rather than physical or manual.
Examples include graphics design, advertising, analysis, financial expertise, accounting,
artists, attorneys, bond brokers, computer consultants, insurance brokers, economists,
planners, real estate services, etc. This term does not include architectural and
engineering services.
M. “Public work," as defined in RCW 39.04.010, means a complete project, and includes all
work, construction, alteration, repair or improvement other than ordinary maintenance,
executed at the cost of the City or which is by law a lien or charge on any City property.
Public work projects include the related materials, supplies and equipment to complete
the project. For purposes of this policy, the term “public work” may include contracts for
maintenance of City facilities or real property (i.e. janitorial services).
N. "Request for proposals (RFP)" means a process that requests interested firms to submit a
statement of their proposal for completing a project. Proposals are then evaluated based
on the idea, including originality, suitability, practicality, expertise, etc. Proposals may be
selected based on the quality of the proposal, experience, cost, and references.
O. "Request for qualifications (RFQ)" means a process that requests interested consultants to
submit a letter of interest and a statement of their qualifications. Consultants are
evaluated upon their qualifications, expertise, and references. Cost cannot be a
consideration until after a consultant has been selected at which point the price may be
negotiated.
P. "Small works roster" is a roster of qualified contractors maintained for use in a modified
formal bid process. When the contract amount for a public works project is within the
limits set forth by RCW 39.04.155, a city may follow the small works roster process for
construction of a public work or improvement as an alternative to formal competitive bid
requirements.
Q. “Small Works Roster Manual for Local Governments” is a manual prepared by the
Municipal Research & Service Center of Washington (MRSC) that contains state laws
and regulations regarding small works contracting.
R. “Sole Source” occurs when competition amoung potential vendors is not possible for
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a particular procurement. These situations may occur when; there is clearly and
legitimately only one source capable of supplying the subject matter, when there are
special market conditions that result in only one source and in the event of an
emergency.
S. “Vendor list” means the process to award contracts for the purchase of any materials,
equipment, supplies or services in lieu of formal sealed bidding pursuant to RCW
39.04.190.
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IV. General provisions.
A. Grant funded projects may have additional regulations required for expending federal
and state funding. The signature authority as outlined in the Contract
Authorization Summary gives authorization to sign state and federal grant
documents, the department director and/or finance director have signature
authority to sign reimbursement request documents.
B. Breaking Down or Splitting Purchases. The breaking down, or splitting, of any purchase
or contracts into units of phases for the purpose of avoiding the maximum dollar
amount is prohibited.
B.C. It shall be the responsibility of the Central Purchasing Coordinator and City Clerk to
ensure MRSC rosters and vendor lists are maintained, paid for and advertised as
may be required by state law.
C. Emergency Procurements. Notwithstanding any other provisions of this policy, the
Mayor or designated agent may make or authorize others to make emergency
procurements of materials, supplies, equipment, or services without complying with
the requirements of this section when there exists a threat to public health, welfare, or
safety or threat to proper performance of essential functions; provided, that such
emergency procurements shall be made with such competition as is practicable under
the circumstances. A written determination of the basis for the emergency and for the
selection of the particular contractor shall be included in the contract file. As soon as
practicable, a record of each emergency procurement shall be made and shall set forth
the contractor's name, the amount and type of the contract, and listing of the item(s)
procured under the contract, which shall be reported to the City Council at the next
subsequent meeting. The City must produce a negotiated contract for each emergency
purchase within fourteen (14) days of procurement or the work being performed.
D. Amendments and Change Orders.
a. Amendments or change orders to contracts, including inter-local agreements,
which result in the final contract amount (original contract amount plus all
change orders) in excess of purchase limits identified in this policy may be
administratively approved if the changes are:
i. By the City Administrator if the excess is 5% over the purchase limit.
ii. By the Mayor if the excess is 10% over the purchase limit.
iii. By City Council if the excess is more than 10% over the purchase.
i. Within the scope and budget of the project or purchase;
ii. Executed in writing;
iii. limit.The amount in excess of the Mayor's purchase limits, shown in
Exhibit B, will not exceed the Mayor's authority for non-budgeted capital
or operating expenditures as defined in the Contract Authorization
Summary adopted by City Council or the approved project budget,
whichever is greater.
b. Contract amendments that keep the final contract amount within purchase limits
may be administratively approved by the Department Director within signing
authority.
b.c. Contract amendments that are strictly a change in contract expiration date may be
administratively approved by the Department Director.
c. The value of all change orders will be aggregated, and when any single
amendment or combination of change orders on the same project or purchase
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OPERATING POLICIES
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exceeds the limit under subsection (D)(a)(iii) of this section the change must be
approved by the City Council, except:
i. For service contracts to accomplish an ongoing city program rather than a
discrete project, the aggregation of administrative change orders shall be
recalculated after each contract year; and
ii. Where the size of the contract makes it probable that administrative
change order authority will be quickly exhausted, the City Council may,
upon recommendation of the Mayor, extend the aggregate limits of
subsection (D) (a) (iii) of this section upon award of the particular
contract.
CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
21
E. Signature Authority. The Mayor may delegate his/her signature authority to other City
employees (City Administrator, Department Director, and Division Manager) as
deemed appropriate.
V. Purchase of materials, supplies or equipment.
A. Purchasing Limitations. Purchase limitations apply to the cost of individual items or the
sum of the same items purchased at the same time to fulfill a specific business need,
which are not part of a public works project as defined by RCW 39.04.010 and these
policies. Cost is inclusive of sales tax, delivery charges and any related miscellaneous
charges. Limits shown and processes identified in the Contract Authorization
Summary Commitment Authority shall be followed when authorizing the acquisition
of materials, supplies or equipment.
A. Purchases Less Than$7,500. Purchases of materials, supplies, or equipment,
where the cost is under $7,500, do not require formal competitive quotes or
purchase orders.
B.A. Exceptions to Purchasing Limitations (RCW 39.04.280). The Mayor is authorized
to allow open market purchases without obtaining the regularly required
competitive quotes or bids under the following conditions:
A. Special Market Conditions.Surplus or Distress Sale. When supplies or used
equipment is offered at a very favorable price and will be sold before the City
will have a chance to complete the bidding process. Iit is possible to procure
obvious bargains through the procurement of surplus or distress material,
supplies or equipment without following bidding procedures.
B. Auctions. RCW 39.30.045 authorizes the City to acquire supplies, materials, and
equipment through an auction conducted by the United States or any agency
thereof, an agency of the state of Washington, a municipality or other government
agency, or any private party, without quotations or bids, if the items to be
purchased can be obtained at a competitive price.
C. Inter-local Joint Purchasing Agreements. Materials, equipment, supplies and.
services may be purchased under RCW 39.34.080 using joint purchasing
agreements with a city, county, state or other public agency where bid
requirements of this policy have been followed by the cooperating agency in
obtaining bids. Originating agency’s bid process shall be vetted to assure
compliance with all applicable laws.
D. Sole Source Procurement. A contract for the purchase of materials, supplies, or
equipment may be awarded without complying with the bidding requirements of
this policy when the department director determines in writing, subject to council
approval through resolution, after conducting a good faith review of available
resources, that there is only one source of the required materials, supplies, or
equipment. The department director or his/her designee shall conduct
negotiations, as appropriate, as to price, terms, and delivery time. Sole source
purchases shall be made available for public inspection.To comply with RCW
39.04.020, a record of sole source procurement shall be recorded with the County
Auditor that lists each contractor's name, the amount and type of each contract,
and a listing of the item(s) procured under each contract. The City Clerk or
his/her designee shall perform this recording task.
E. No Bids or Quotations Received. When no bids or quotations are received in
response to an invitation to bid or request for quotations, the department director
CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
22
or his/her designee is authorized to procure the required item through direct
negotiations with a vendor or to rebid as the Mayor or designee deems
appropriate.
F. Emergency Procurements. Notwithstanding any other provisions of this policy,
the Mayor or designated agent may make or authorize others to make emergency
procurements of materials, supplies, equipment, or services without complying
with the requirements of this section when there exists a threat to public health,
welfare, or safety or threat to proper performance of essential functions; provided,
that such emergency procurements shall be made with such competition as is
practicable under the circumstances. A written determination of the basis for the
emergency and for the selection of the particular contractor shall be included in
the contract file. As soon as practicable, a record of each emergency procurement
shall be made and shall set forth the contractor's name, the amount and type of the
contract, and listing of the item(s) procured under the contract, which shall be
reported to the City Council at the next subsequent meeting. The City must
produce a negotiated contract for each emergency purchase within fourteen (14)
days of procurement or the work being performed.
E.G. RCW 39.04.280 allows waiving of competitive bidding for the purchase
of insurance and bonds.
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CITY OF ARLINGTON, WASHINGTON
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C.B. Informal Competitive Quotes - Materials, Supplies or Equipment over $3,000 up to
$7,500.
A. A City representative shall make an effort to contact at least three vendors. The
number of vendors contacted may be reduced if the item being sought is only
available from a smaller number of vendors. When fewer than three quotes are
requested or if there are fewer than three replies, an explanation shall be placed in
the procurement file.
B. Whenever possible, quotes will be solicited on a lump sum or fixed unit price
basis.
C. At the time quotes are solicited, the City representative shall not inform a vendor
of any other vendor's quote.
D. A written record shall be made by the City representative of each vendor's quote
on the materials, supplies, or equipment, and of any conditions imposed on the
quote by such vendor.
E. All of the quotes shall be collected and presented at the same time to the
appropriate designee as appropriate for consideration, determination of the lowest
responsible vendor and award of purchase.
F. Whenever there is a reason to believe that the lowest acceptable quote is not the
best price obtainable, all quotes may be rejected and the City may obtain new
quotes or enter into direct negotiations to achieve the best possible price. In this
case, the department shall document, in writing, the basis upon which the
determination was made for the award.
G. All purchases of over $5,000 will have a completed and approved Capital Outlay
Form submitted to the finance department prior to the purchase of materials,
supplies, or equipment is executed.
C. Vendor Lists – Materials, Supplies or Equipment between $7,501 and $15,000
A. The use of vendor lists is authorized by RCW 39.04.190 and whenever
possible, requires at least 3 written, informal quotes.
B. Vendor lists must be solicited at least twice per year in a newspaper of general
circulation.
C. Contracts must be awarded to the lowest responsible bidder.
D. Immediately after the award from a vendor list, all bid quotations must be
recorded and made open to public inspection.
E. At least every two months, the agency must post a list of contracts awarded
using each list, including the date, the name of the contractor, the amount of the
contract and a brief description of the items purchased.
D. Formal Competitive Bid – Materials, Supplies, or Equipment over $15,000 $7,500
A. General. Unless otherwise specifically approved by the City Council, all contracts
relating to the purchase of materials, equipment, or supplies shall be in
accordance with the City budget.
B. Invitation for Bids. An invitation for bids shall be issued which shall include the
specifications and the contractual terms and conditions applicable to the
procurement.
C. Public Notice. Public notice of the invitation for bids shall be published at least
once in a newspaper of general circulation within the City, not less than 13
calendar days prior to the date set forth therein for the opening of bids, unless for
good cause shown, the City Council authorizes a different period of time. The
public notice shall state the date and time of bid opening. Bids not received by the
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CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
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date and time stated for bid opening will not be accepted or considered.
D. Bid Opening. Bids shall be opened publicly and recorded at the time and place
designated in the invitation for bids.
E. Withdrawal of Bids - Cancellation of Awards. Bids may be modified or the bid
may be withdrawn by written notice received in the office designated in the
invitation for bids prior to the time set for opening. After bid opening, withdrawal
of bids shall be permitted only to the extent that the bidder can show by clear and
convincing evidence presented in a sworn affidavit or declaration submitted no
later than 5:00 p.m. on the first business day after bid opening, that a clerical
mistake was made and not a mistake in judgment, and the bid price actually
CITY OF ARLINGTON, WASHINGTON
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21
intended. All decisions to permit the withdrawal of bids after bid opening, or to
cancel awards or contracts based on bid mistakes, shall be made by the Mayor
after consulting with legal counsel.
F. Award. The City Council shall award purchases for amounts greater than or equal
to the limits as identified in the City budget and for purchases not included in the
adopted budget. The award of bid shall be made to the lowest responsible bidder
whose bid meets the specifications and evaluation criteria set forth in the
invitation for bids. The City may reject all bids at its discretion.
G. All purchases of over $7,500 5,000 (including tax) will have a completed and
approved Capital Outlay Form submitted to the finance department prior to the
purchase of materials, supplies, or equipment.
E. Lowest Responsible Vendor. The following factors, in addition to price, may be taken
into account by the City in determining the lowest responsible vendor; these criteria
shall also apply in selecting products or services either offered with, or associated
indirectly with, City programs or facilities:
A. Any preferences provided by law to local products and vendors;
B. The ability, capacity, and skill of the vendor to perform the contract;
C. The character, integrity, reputation, judgment, experience, and efficiency of the
vendor;
D. Whether the vendor can perform the contract within the time specified;
E. The quality of performance of previous contracts or services;
F. The previous and existing compliance by the vendor with laws relating to the
contract;
G. Such other information as may be secured having a bearing on the decision to
award the contract.
F. Life Cycle Costing. In considering the purchase of materials, equipment, supplies,
whenever there is a reason to believe that applying the "life cycle costing" method of
quote evaluation would result in the lowest total cost to the City, first consideration
shall be given to purchases with the lowest life cycle cost which complies with the
specifications.
G. Recycled Products. The City shall also seek to maximize purchase of products using
recycled materials and products suitable for recycling, unless the purchase will result
in an unreasonable increase in price or degradation of quality or performance over
comparable products.
VI. Public works projects.
A. Purchasing Procedures. Procedures for any public work or improvement shall be
governed by RCW 35.23.352. At such time as the City’s population exceeds twenty
thousand, purchases shall be governed by RCW 35.22.620.(RCW 35A.40.210) Cost
for a public works project includes all amounts paid for materials, supplies,
equipment, and labor on the construction of that project which is inclusive of sales
tax, unless exempted by law.
B. Purchasing Limitations. The Mayor may authorize the purchase and execution of public
works projects equal to or less than the dollar threshold for small works projects as
provided under RCW 39.04.155 as amended.
CITY OF ARLINGTON, WASHINGTON
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C. Competitive Bids. "Craft" or "trade" means a recognized construction trade or occupation
for which minimum wage categories are established by the Department of Labor and
Industries of the State of Washington in the locality of the City's projects or
purchases.
a. Projects for single craft or multiple crafts with a reasonably anticipated price
equal to or less than the dollar thresholds as provided under RCW 35.23.352, as
amended, require a minimum of 2 – 4 written quotes. do not require the use of
competitive quotes or bids.. All purchases require an executed contract.
b. Projects for single craft or multiple crafts with a reasonably anticipated price
higher than the dollar thresholds as provided under RCW 35.23.352, as amended,
up to the limits set forth by RCW 39.04.155 as amended shall either use the small
works roster or a formal competitive bid procurement process. All purchases
require an executed contract.
c. Projects with a cost in excess of the maximum dollar threshold as provided in
RCW 35.23.352, as amended, require a formal competitive bid process. The City
Council shall authorize these purchases and provide authority for the Mayor to
execute the related contract. All purchases require an executed contract.
D. Small Works Roster. There is established for the City of Arlington a small works roster
contract award process for accomplishment of public works projects with an
estimated value threshold as provided under RCW 39.04.155, as amended.
a. Roster List. The City of Arlington shall contract with the Municipal Research and
Service Center (MRSC) annually to establish, maintain and manage a current
roster of eligible contractors from which the City may solicit bids for work on
Small Public Work Projects (Projects $300,00 and under). It shall be the
responsibility of the Public Works Staff Accountant to ensure that the contract
with MRSC for Small Works and Consultant Rosters remains in force and that all
required fees are paid.
b. Process. Whenever work that has received City Council approval in the current
budget, or otherwise been approved by the City Council, is sought to be
accomplished using a small works roster, a City representative shall obtain
telephone, written or electronic quotations from contractors on the appropriate
small works roster to assure that a competitive price is established and to award
contracts to the lowest responsible bidder as follows:
i. A contract awarded from a small works roster need not be advertised.
Invitations for quotations shall include an estimate of the scope and nature
of the work to be performed as well as materials and equipment to be
furnished. However, detailed plans and specifications need not be included
in the invitation. This paragraph does not eliminate other requirements for
architectural or engineering approvals as to quality and compliance with
building codes.
ii. Quotations shall be invited from all contractors in the appropriate category
of the small works roster. As an alternative, quotations may be invited
from at least five contractors on the appropriate small works roster who
have indicated the capability of performing the kind of work being
contracted, in a manner that will equitably distribute the opportunity
among the contractors on the appropriate roster. If the estimated cost of
CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
23
the work is $150,000 200,000 or more but less than or equal to the dollar
threshold for small works projects as provided under RCW 39.04.155, as
amended, the City may choose to solicit bids from less than all the
appropriate contractors on the appropriate small works roster but must
also notify the remaining contractors on the appropriate small works
roster that quotations on the work are being sought. The City has the sole
option of determining whether this notice to the remaining contractors is
made by:
1. Publishing notice in a legal newspaper in general circulation in the
area where the work is to be done;
2. Mailing a notice to these contractors; or
3. Sending a notice to these contractors by facsimile or other
electronic means.
iii. For purposes of this policy, "equitably distribute" means that the City may
not favor certain contractors on the appropriate small works roster over
other contractors on the appropriate small works roster who perform
similar services. At the time bids are solicited, the City representative shall
not inform a contractor of the terms or amount of any other contractor's
bid for the same project.
iv. A written record shall be made by the project manager of each contractor's
bid on the project and of any conditions imposed on the bid. Immediately
after an award is made, the bid quotations obtained shall be recorded, open
to public inspection, and available by telephone inquiry.
v. At least once every year, the City Clerk or his/her designee shall provide a
list of the contracts awarded under this process to the City Council and to
the general public. The list shall contain the name of the contractor or
vendor awarded the contract, the amount of the contract, a brief
description of the type of work performed or items purchased under the
contract, and the date it was awarded. The list shall also state the location
where the bid quotations for these contracts are available for public
inspection.
E. Determining Lowest Responsible Bidder. Where bidders have not been prequalified, the
City shall award the contract for the public works project to the lowest responsible
and qualified bidder; provided, all bids may be rejected and the City may call for new
bids.
F. Cancellation of Invitations for Quotations or Bids. An invitation for quotations or bids
may be canceled at the discretion of the department director. The reasons shall be
made part of the contract file. Each invitation for quotations or bids issued by the City
shall state that the invitation may be canceled. Notice of cancellation shall be sent to
all parties that have been provided with a copy of the invitation. The notice shall
identify the invitation for quotations or bids and state briefly the reasons for
cancellation.
G. Limited Public Works Process. The City may use the limited public works process to
award public works projects as provided under RCW 39.04.155, as amended.
H. Formal Competitive Bid. For public works not using a small works roster, the formal
competitive bid process, as defined by applicable `RCW’s, shall be used.
CITY OF ARLINGTON, WASHINGTON
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24
I. Bid Deposit, Performance Bond and Non-collusion Affidavit for Public Works
Improvement Projects. Whenever competitive quotes or bids are required, a bidder
may be required make a deposit in the form of a certified check or bid bond in an
amount equal to not less than five percent of the total bid, which percentage shall be
specified in the call for bids. As part of any bid submitted, the bidder shall be required
to warrant that the bid is a genuine bid, and that he/she has not entered into collusion
with any other bidder or any other person. All public works contractors shall furnish a
performance bond in an amount equal to the total amount of the contract and an
executed and notarized non-collusion affidavit on a form approved by the City
Attorney. In lieu of a performance bond on contracts of $35,000 or less, per RCW
39.08.010, a contractor may choose to have 50 percent of the contract retained for a
period of 30 days after the date of final acceptance.
VII. Contracts and Agreements for Services.
A. Purchasing Limitations. Purchase limitations apply to the cost related to the
acquisition of services to fill a specific business need. Cost is inclusive of any
required sales tax and related expenses.
i. All initial agreements with governmental agencies require council approval;
annual renewal or extension of existing contracts and agreements require the
Mayor's approval.
ii. Contracts and Agreements under $20,000 can be executed by department
directors or designee; and contracts/agreements above $20,000 can be
executed by the Mayor or designee.
B. On-Call Service Contracts. On-call service contracts will be procured with the
processes identified in subsection C below. Individual task orders of on-call service
contracts shall not exceed $50,000.
C. Process.
i. Architectural, Landscape Architectural, and Engineering Services Contracts.
Procedures set forth in Chapter 39.80 RCW shall be followed for contracts for
architectural and engineering services, as defined in RCW 39.80.020.
a. Roster. The City of Arlington shall contract with the Municipal Research and
Service Center (MRSC) to establish, maintain and manage a current roster of
eligible Architectural, Landscape Architectural and Engineering consultants from
which the City may solicit bids for contract for providing these services. It shall
be the responsibility of the Public Works Staff Accountant to ensure that the
contract with MRSC for Small Works and Consultant Rosters remains in force
and that all required fees are paid.
a.
1. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
qualification process. This process requires the City representative to
develop a written scope of the project and any criteria used to select
the service provider and then select a qualified contractor from the
City's architectural, landscape architectural, and engineering service
roster. If the City representative does not choose to use the appropriate
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CITY OF ARLINGTON, WASHINGTON
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roster, then a formal request for qualification process must be
followed.
2. Contracts Greater Than $100,000. Contracts that have an estimated
cost in excess of $100,000 must use a formal request for qualification
(RFQ) process. The development of an RFQ along with the proper
public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the City;
provided, however, that the Mayor may in the following circumstances
waive the RFQ process for contracts greater than $100,000, and allow
the acquisition of services from the City's architectural, landscape
architectural and engineering services roster:
a. It is deemed in the best interest of the City to expedite the
acquisition of services; or
b. It can be demonstrated that there are sufficient consultants on
the roster that possess the required qualifications to perform the
scope of work; or
c. A consultant on the City's roster has previously provided
satisfactory service to the City, has previously provided
services related to the specific project, and has the
qualifications to perform the scope of work.
3. Contract Required. A contract is required to purchase architectural,
landscape architectural, and engineering services.
ii. Professional and Nonprofessional Services (Services which are not
Architectural, Landscape Architectural, and Engineering Services).
1. Contracts Less Than $100,000. Contracts that have an estimated cost
of less than $100,000 can be procured using an informal request for
proposal process. This process requires the City representative to
develop a written scope of the project and any criteria used to select
the service provider. The City representative will use this information
when selecting the contractor to provide the services. Multiple
proposals are optional and at the discretion of the department director.
If multiple proposals are used to make a selection, a standard process
must be used for obtaining all proposals.
2. Contracts in Excess of $100,000. Contracts that have an estimated cost
in excess of $100,000 shall be procured using a formal request for
proposal (RFP) process. The development of an RFP along with the
proper public notification shall be made in accordance with procedures
adopted by the finance department in the best interest of the City.
3. Contract Required. A contract is required to purchase professional and
nonprofessional services.
D. Sole Source Procurement. A contract for the provision of services may be awarded
without complying with the bidding requirements of this policy when the department
director determines in writing, subject to Council approval through resolution, after
conducting a good faith review of available resources, that there is only one source of
the required services. The department director or his/her designee shall conduct
negotiations, as appropriate, as to price, terms, and delivery time. Sole source
purchases shall be made available for public inspection. To comply with
CITY OF ARLINGTON, WASHINGTON
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26
RCW 39.04.020, a record of sole source procurement shall be recorded with the County Auditor
that lists each contractor's name, the amount and type of each contract, and a listing of the item(s)
procured under each contract.
VIII. Interlocal joint purchasing agreements.
A. Cooperative Purchasing. The City may enter into interlocal governmental
cooperative purchasing arrangements with other public agencies similarly
authorized under RCW 39.34.030 when the best interests of the City of Arlington
would be served thereby. Any cooperative purchasing agreement shall set forth
fully the purposes, powers, rights, objectives and responsibilities of the
contracting parties and shall be governed by the requirements of State law in
regard to competitive bidding, when applicable. The competitive bid process of
the original jurisdiction shall substitute for Arlington's. All interlocal joint
purchasing agreements shall be presented to the City Council for prior approval.
Originating agency’s bid process shall be vetted to assure compliance with all
applicable RCW’s.
IX. Real property acquisition.
A. Real Property - Mayor's Acquisition Authority. The Mayor or designee is authorized,
in the following instances, to accept by gift or acquire dedications, easements, rights-
of-way, fee estates or other interests in real property for use by or on behalf of the
City or any department of the City:
i. Minor Acquisitions. Any such acquisition where the estimated value is less
than $10,000.
ii. All other real property acquisitions will be submitted to the City Council for
approval.
B. Real Property Mayor's Leasing Authority.
i. The Mayor or designee is authorized to execute leases of real property on
behalf of the City where the term of the lease does not exceed one year and
the consideration does not exceed $10,000 per year as budgeted by the City
Council.
ii. A lease that exceeds the limits stated in subsection (B)(i) of this section, shall
be submitted to the council for approval.
X. Telecommunications and Data Processing Purchases
RCW 39.04.270 allows local governments to use a competitive negotiation process when
purchasing telecommunications and electronic data processing computer equipment or
software instead of traditional competitive bidding. This alternative process requires;
A. A request for proposals must be published in a newspaper of general circulation at
least 13 days before the submission deadline.
B. The RFP must identify evaluation factors, including price.
C. Reasonable procedures for technical evaluation of the proposal must be used for
awarding the contract.
D. The contract must be awarded to the qualified bidder whose proposal is most
advantageous to the City.
E. The agency may reject all proposals for good cause and request new proposals.
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CITY OF ARLINGTON CONTRACT AUTHORIZATION SUMMARY
Assumes all expenditures are included in adopted operating and capital improvement budgets. If
the expenditure is not adopted in operating and capital improvement budgets, Council
authorization of the budget amendment is required prior to contract. Additionally, if
contracts/purchases are included in the adopted budget and have been approved through an
applicable committee or commission, whose authority has been granted by council through
Arlington Municipal Code, those contracts/purchases do not need separate approval by council.
Department Directors shall not assign signature authority to other staff.
CONTRACT
TYPE
DOLLAR
LIMIT
BID PROCESS
SIGNATURE
AUTHORITY
C
OU
Public Works
Public Works-single
trade or craft
Under
$40,000
NoRequires a
minimum of 2-4
written quotes.
Department Director No
Public Works- single
trade of craft
Over
$40,0010 up
to $300,000
YesSmall works
roster or
competitive bids.
Up to $50,000 – City
Administrator
Between $50,001 - $100,000 –
Mayor
Over $100,001 - Council
Yes
Public Works-multi
trade or craft
Under
$65,000
No Requires a
minimum of 2-4
written quotes.
Department Director No
Public Works-multi
trade or craft
Over
$65,0010 up
to $300,000
Yes
Small works roster
or competitive
bids.
Between $50,001 - $100,000 –
Mayor
Over $100,001 – Council
Mayor
Yes
Public Works Over
$300,000
Competitive bids Council
Small Works Roster
Small Works Roster-up
to $35,000
Under
$35,000
No Department Director No
Small Works Roster-
from $35,000 up to
$150,000
Over
$35,000
No Mayor Yes
Small Works Roster-
from $150,000 up to
$300,00
Over
$150,000
No Mayor Yes
Materials, supplies and equipment
Materials, supplies,
equipment*
Between
$3,000 and
$7,500
No; Requires
a minimum of
3 written or
verbal quotes
Department Director* No
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CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
29
Materials, supplies,
equipment
Over $7,500 Yes Mayor* Yes
Materials, supplies,
equipment*With
$7,5010-
$15,000
Vendor listNo Department Director* No
Materials, supplies,
equipment*
Over
$15,000
Formal Bid Between $15,001 and $50,000
– City Administrator
Between $50,001 - $100,000 –
Mayor
Over $100,001 - Council
With government
bidMaterials, supplies,
equipment*
Over
$15,000No
limit
NoGovernment
Bid
Mayor*
Up to $15,000 – Department
Director
Between $15,001 and $50,000
– City Administrator
Between $50,001 - $100,000 –
Mayor
Over $100,001 - Council
Yes
Maintenance & non-professional services
Maintenance & non-
professional services
Under
$530,000
No; Anything
over $3,000
requires a
minimum of
3 quotes
Up to $25,000
Department Director
Between $25,001 -
$50,000 City
Administrator
No
Maintenance & non-
professional services
Over
$530,000
YesChosen from
consultant roster
Mayor
Between $50,001 - $100,000 –
Mayor
Over $100,001 - Council
Yes
*All capital purchases over $5,000 $7,500 require approval of Capital Outlay Request form by
Finance Director and Administration Department.
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CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
30
CONTRACT
TYPE
DOLLAR
LIMIT
BID PROCESS
SIGNATURE
AUTHORITY
COU
NCIL
Professional Service ContractsConsulting**
Consulting/professional
servicesOn-call service
contracts
(legal, human resources,
design,
development review
services)
Contract nNot
to exceed
$50,000
Legal, human
resources-
ongoing
contracts;
Development
review, design
services-from
consultant
roster Chosen
from
consultant
roster
MayorCity
Administrator
Yes
Up to $20,000
per instance
No Department
Director
No
Over $20,000
per instance
No Mayor Yes
Non-A&E
Consulting/professional
services
(comprehensive planning,
feasibility studies,
preliminary design)
Under
$10020,000
Chosen from
consultant
roster
Department
Director
Up to $25,000
Department
Director
Between $25,001 -
$50,000 City
Administrator
Between $50,001 -
$100,000 – Mayor
No
Non-A&E
Consulting/professional
services
(comprehensive planning,
feasibility studies,
reliminary design)
Over
$20,000100,001
Chosen from
consultant
roster
More than
$100,001
formal RFP
process
Mayor
Over $100,001 -
Council
Yes
Consulting/professional
services(construction
projects)A&E Services
Under
$20,000100,000
Less than
$100,000
Chosen from
consultant
roster
Department
Director
Up to $25,000
Department
Director
Between $25,001 -
$50,000 City
Administrator
Between $50,001 -
$100,000 – Mayor
No
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CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
31
A&E Services Over
$100,00120,0
00
More than
$100,000
Chosen from
consultant
rosterformal
RFQ process
Mayor
Over $100,001 -
Council
Yes
**Consulting for; architecture, engineering, surveying and landscape architecture are not subject
to bidding requirements.
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CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
32
Cost Allocation
The City of Arlington desires to comply with all laws and recommendations in calculating and
receiving full cost recovery for services rendered to other funds.
Cost allocation is a method to identify and distribute indirect costs. Direct costs are costs
assignable to a specific objective, whereas indirect costs are costs incurred for multiple cost
objectives or not assignable to a specific cost objective without effort disproportionate to the
benefit received.
The Washington State Auditor’s Office prescribes the accounting and reporting of local
governments in the State of Washington under the Revised Code of Washington (RCW)
43.9.200. Washington State law provides, at RCW 43.09.210. It states in part:
Separate accounts shall be kept for each department, public improvement, undertaking,
institution, and public service industry under the jurisdiction of every taxing body. All
service rendered by, or property transferred from , one department, public improvement,
undertaking, institution, or public service industry receiving the same, and no department,
public improvement, undertaking institution, or public service industry shall benefit in any
financial manner whatever by an appropriation of fund made for the support of another.
The RCW does not specifically address how “full value” is to be determined.
RCW 35A.33.122/35A.34.205/35.33.123 states:
Administration, oversight, or supervision of utility – Reimbursement from utility budget
authorized. Whenever any code city apportions a percentage of the city manager’s,
administrator’s, or supervisor’s time, or the time of other management or general government
staff, for administration, oversight, or supervision of a utility operated by the city, or to
provide services to the utility, the utility budget may identify such services and budget for
reimbursement of the city’s current expense fund for the value of such services.
The Federal Office of Management and Budget (OMB) Circular A-87
OMB Circular A-87 establishes cost principals for State, local, and Indian Tribal Governments
for determining costs for Federal Awards. Item 5 of the Circular states that, “The principals are
for determining allowable costs only.” In defining allowable costs, the Circular provides a
definition of allocable costs at Attachment A, paragraph C.3.a, “A cost is allocable to a particular
cost objective if the goods or services involved at chargeable or assignable to such cost objective
in accordance with relative benefits received.” The Circular further outlines costs that are
allowable for charging the Federal government and distinguishes those that are specifically
excluded from recovery.
Governmental Accounting Standards Board (GASB)
GASB is the independent organization that establishes and improves standards of accounting and
financial reporting for U.S. state and local governments. While GASB is not a governmental
agency and does not have enforcement authority, compliance with GASB is tested by the
Washington State Auditor’s Office’s annual audit of the City.
CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
30
Allocated Costs
The City’s General Fund provides a variety of central services including but not limited to;
legal support, human resources, administrative functions, personnel services, billing (utility and
airport), processing accounts payable, budget and cash management, payroll and information
technology services. The City allocates these indirect costs as follows;
Central services will be distributed based on a percentage of total fund expenditures
Expenditures will exclude inter-fund transfers to capital improvement and/or reserve
funds
The previous year’s budgeted expenditures or previous year’s actual expenditures will
be used to determine each fund’s percent of the City’s budget and to determine the
amount to be budgeted for cost allocation
At year end, the budgeted allocation will be reconciled to actual costs and percent
allocation
The Transportation Benefit District (TBD) Fund is excluded as the TBD is its own
entity
The Cemetery Endowment Fund is excluded because these funds are held in trust and
expenditures from the endowment fund will be captured in the Cemetery Capital Fund
has identified a variety of ways to identify and determine an appropriate percentage of costs
for allocation to various using funds. These ways include;
Number of employees (FTE’s) in each fund
Total operating expenses (dollar amounts) in each fund (not including debt service and
capital improvements)
Total operating revenues (dollar amounts) in each fund (not including beginning fund
balances, grant receipts or interfund transfers), and
Number of expenditure line items used in each fund (or transactions, if available)
What Percentage of Finance Dept. time is directly attributable to utility billing
Information Technology costs allocated based on number and location of computers
supported Human Resources costs allocated based on number and location of employees
The following is the plan to allocate General Fund Service costs - Administrative, Financial
(including payroll), Information Services (computer and communications), and Human
Resources to the various funds that utilize those services. One of the tasks of the Finance
Department is to manage the Utility Billing function for the Water/Sewer and Stormwater Funds.
A large percentage of all Finance costs are considered to be directly related to the utility funds.
The percentages stay relatively constant but may vary each year. A time survey will be
performed each year to determine the proper allocation to the utilities.
Identify the General Fund costs to be allocated.
1) On an annual basis, the Finance Department will compile the numbers from the above
mentioned ways to determine the appropriate percentages to use in allocating General Fund
accounting and administrative costs to various funds. An average percentage rate will then
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CITY OF ARLINGTON, WASHINGTON
OPERATING POLICIES
30
be determined.
1) Allocate the General Fund Accounting and Utility Billing, Information Technology,
Human Resources and Payroll costs.
2) Review General Fund Legal fees to determine appropriate allocation (if needed) based on
number of employees and or billing description.
It is important to maintain back-up documentation that indicates how each cost allocation is
determined and calculated.
The Airport is also authorized, through a Memo of Understanding with the Federal Aviation
Administration, to provide monetary support for Police and Fire/EMS services to the Airport.
This is accomplished through a survey of Police hours spent patrolling on and around the Airport
property. A new survey is to be completed within a two year period following the last survey.
CITY OF ARLINGTON, WASHINGTON
DEBT MANAGEMENT POLICY
31
Debt Management Policy
The objectives of the City’s Debt Management Policy will be:
To reduce the use of debt so that debt service payments will be a predictable and manageable
part of the operating budget.
To raise capital at the lowest cost, consistent with the need to borrow. This will be
accomplished by:
- Keeping a high credit rating (while making attempts to strengthen credit rating)
- Maintaining a good reputation in the credit markets by adjusting the capital program for
regular entry to the bond market and managing the annual budget responsibly.
E. Professional service providers (underwriters, financial advisors, bond insurer’s, etc) may be
selected through negotiation, RFQ process or City’s procurement policies.
F. Debt issues will be sold on competitive basis (except when conditions make a negotiated sale
preferable) and awarded to the bidder who produces the lowest interest cost. Revenue bonds
can be issued through a negotiated sale when the issue is unusually large, the project is
speculative or complex, the issue is a refunding, or the market is unstable.
G. The term of long-term debt issued will not exceed the life of the projects financed. Current
operations will not be financed with long-term debt.
H. Short-term borrowing will not be used for operating purposes.
I. The City will comply with its obligation to inform the Municipal Securities Rulemaking
Board through the EMMA website (Electronic Municipal Market Access) any and all
continuing disclosure documents and annual financial statements. This site is used by the
ratings agencies and investors. The City’s annual audited financial report will be sent to
EMMA as soon as the State Auditor’s Office issues the report.
J. The City shall strive to maintain favorable current credit ratings.
K. The City will comply with all statutory debt limitations imposed by the Revised Code of
Washington (RCW). The City of Arlington debt will not exceed an aggregated total of 7.5%
of the assessed valuation of the taxable property within the City. Compliance with state law
and this policy shall be documented each year.
The following individual percentages (as defined in state law) shall not be exceeded in any
specific debt category:
General Debt 2.5% of assessed valuation
Utility Debt 2.5% of assessed valuation
Open Space and Park facilities 2.5% of assessed valuation
CITY OF ARLINGTON, WASHINGTON
DEBT MANAGEMENT POLICY
32
L. No debt shall be issued for which the City is not confident that a sufficient, specifically
identified revenue source is available for repayment. The Finance Director shall prepare an
analytical review for this purpose prior to the issuance of any debt.
M. It shall be the policy of the City to limit bonded indebtedness to levels that permit sufficient
borrowing to support a reasonable rate of capital programming, permit a level and pace of
debt amortization within the City’s ability to pay, and support the City’s credit rating
objectives. It shall further be the policy of the City not to exceed 75% of City’s LTGO debt
limit, unless approved by the City Council.
N. Credit enhancements shall be considered with a cost/benefit analysis for each long-term bond
issue.
O. Reserve accounts shall be maintained as required by bond ordinances and where deemed
advisable by the City Council. The city shall structure such debt service reserves so that they
do not violate IRS arbitrage regulations.
P. The City will maintain debt service coverage ratios as required for any bond issues.
Q. Interfund borrowing may be used where such borrowing is effective. Interfund borrowing
will be approved and authorized by the City Council.
33
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICY
Investment Policy
POLICY. It is the policy of the City of Arlington to invest its public funds in a manner which
will provide the highest investment return consistent with a high degree of security while
meeting the daily cash flow demands of the City and conforming to all state statutes and local
ordinances governing the investment of public funds. Cash may, at the discretion of the Finance
Director be invested separately by fund or be co-mingled into a common investment portfolio
and earnings from such portfolio distributed at least quarterly. The Finance Director is authorized
to manage the investments described herein.
SCOPE. This investment policy applies to all financial assets of the City except: for assets held
in escrow and retirement funds managed by others such as state. City financial assets are
accounted for in the City's Annual Financial Report and include:
2.1 Funds
2.1.1 General Fund
2.1.2 Special Revenue Funds
2.1.3 Debt Service Funds
2.1.4 Capital Project Funds
2.1.5 Enterprise Funds
2.1.6 Internal Service Funds
2.1.7 Trust Funds and Agency Funds
PRUDENCE. The investments shall be made with judgment and care – under circumstances then
prevailing - which persons of prudence, discretion and intelligence exercise in the management
of their own affairs, not for speculation, but for investment, considering the probable safety of
their capital as well as the probable income to be derived.
OBJECTIVE. Funds of the City will be invested in accordance with the Revised Code of
Washington (RCW) 35A.40.050, the BARS manual and these policies.
The primary objectives, in order of priority, of the City's investment activities shall be as
follows:
Legality: The City's investments will be in compliance with all statutes governing the
investment of public funds and the provisions of all applicable bond ordinances.
Safety: Investments of the City shall be undertaken in a manner that seeks to ensure the
preservation of capital in the overall portfolio. To attain this objective, diversification is required
in order that potential losses on individual securities do not exceed the income generated from
the remainder of the portfolio.
Liquidity: The City's investment portfolio will remain sufficiently liquid to enable the City to
meet all operating requirements, which might be reasonably anticipated. The Finance Director
shall maintain adequate liquidity by maintaining a minimum balance in the LGIP.
34
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICY
Return on Investment: The City's investment portfolio shall be designed with the objective of
attaining a market rate of return throughout budgetary and economic cycles, taking into account
the City's investment risk constraints and the cash flow characteristics of the portfolio.
Local Institutions: Local Institutions shall be given preference when they are, in the judgment
of the Finance Director, competitive with other institutions.
The Finance Director’s investment actions shall be governed by this policy.
The Finance Director shall be responsible for all transactions undertaken and shall establish a
system of controls to regulate all investment activities, and report promptly to the Council any
adverse development with any investment.
ETHICS AND CONFLICTS OF INTEREST. The Finance Officer shall refrain from personal
business activity that could conflict with proper execution of the investment program, or which
could impair their ability to make impartial investment decisions. The Finance Officer shall
disclose to the Mayor and the Council any material financial interests in financial institutions that
conduct business with the City, and she/he shall further disclose any personal
financial/investment positions that could be related to the performance of the City's portfolio.
The City’s Finance Officer shall subordinate their personal investment transactions to those of
the City, particularly with regard to the time of purchases and sales.
AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS. The Finance Director will
maintain a list of financial institutions authorized to provide investment services to the City of
Arlington. In addition, a list will also be maintained of approved security broker/dealers
selected by credit worthiness, who maintain an office in the State of Washington. These may
include "primary" dealers or regional dealers that qualify under US Securities and Exchange
Commission Rule 15c3-1 (uniform net capital rule). No public deposit shall be made except in a
qualified public depository as established by State laws.
At the request of the City, financial institutions, brokers and dealers performing investment
services for the City shall provide their most recent financial statements or Consolidated Report
of Condition (“call report”) for review.
AUTHORIZED & SUITABLE INVESTMENTS. The City may invest in any of the securities
identified as eligible investments as defined by RCW 35A.40.050. In general, these consist of:
Investment deposits (certificates of deposits) with qualified public depositories as defined in
Chapter 39.58 RCW.
Certificates, notes or bonds of the United States, or other obligations of the United States or its
agencies, or of any corporation wholly owned by the government of the United States whose
securities carry full faith and credit guarantees.
35
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICY
Obligations of government-sponsored corporations which are eligible as collateral for advances
to member banks as determined by the Board of Governors of the Federal Reserve System.
(These include but are not limited to, Federal Home Loan Bank notes and bonds, Federal Farm
Credit Bank consolidated notes and bonds, and Federal National Mortgage Association notes.)
Prime bankers' acceptances purchased on the secondary market.
Repurchase agreements for securities listed above.
The Washington Local Government Investment Pool.
COLLATERALIZATION. Collateralization will be required on all repurchase agreements so as
to anticipate market changes and provide a level of security for all funds, the collateralization
level will be 102% of market value of principal and accrued interest.
The City chooses to limit collateral to the obligations of the United States Government and its
agencies.
Collateral will always be held by an independent third party with whom the entity has a current
custodial agreement (except certificates of deposits). A clearly marked evidence of ownership
(safekeeping receipt) must be supplied to the entity and retained.
Certificates of deposit are delivered to and held by the Finance Director until they mature.
SAFEKEEPING AND CUSTODY. All investment securities purchased by the City, including
collateral on repurchase agreements, shall be held by the City or in safekeeping by the City's
custodian bank or a third party bank trust department, acting as agent for the City under the terms
of a custody or trustee agreement executed by the bank and by the City. The primary agent shall
issue a safekeeping receipt to the City listing the specific instrument, rate, maturity, and other
pertinent information.
All securities transactions, including collateral for repurchase agreements entered into by the
City shall be conducted on a delivery-versus-payment (DVP) basis. Securities will be held by a
third party custodian designated by the City Finance Director and evidenced by safekeeping
receipts.
DIVERSIFICATION. The City will diversify its investments by security type and issuer. With
the exception of US Treasury and Agencies of the United States government, and the
Washington State Local Government Investment Pool, no more than 50% of the City's total
investment portfolio will be invested in a single security and no more than 25% will be invested
with a single issuer.
36
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICY
MAXIMUM MATURITIES. To the extent possible, the City will attempt to match its
investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the
City will not directly invest in securities maturing more than five (5) years from the date of
purchase. The average maturity will be consistent with the liquidity objective. However, the City
may collateralize its repurchase agreements using longer-dated investments not to exceed 10
years.
The City’s reserve funds may be invested in securities not to exceed (10) years if the maturity
of such investments is made to coincide as nearly as possible with the expected use of funds.
The purpose of permitting a portion of the investments to have longer maturities is to recognize
that funds may yield higher yields when invested for longer periods of time.
INTERNAL CONTROLS. The Finance Director shall establish a system of internal controls,
which shall be reviewed annually by an external auditor. This review will provide internal
control by assuring compliance with policies and procedures.
PERFORMANCE STANDARDS. The City's investment portfolio will be designed to obtain a
market average rate of return during budgetary and economic cycles, taking into account the
City's investment risk constraints and cash flow needs.
Investment Strategy. The City’s investment strategy is active. As a result, securities are
purchased and sold as it best meets the needs of the City as determined by the Finance Director.
The Finance Director will be authorized to trade before maturity if it is in the best interest of the
City to do so.
REPORTING. The Finance Director will determine what investment information will be
included in the monthly financial report.
37
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICIES
GLOSSARY
ACCRUED INTEREST: The interest accumulated on a bond since its dated date or the most
recent date to which interest has been paid by the City. The buyer of the bond pays the market
price and accrued interest, which is payable to the seller.
AGENCIES: Federal agency securities.
ASKED: The price at which securities are offered.
BANKERS' ACCEPTANCE (BA): A draft or bill or exchange accepted by a bank or trust
company. The accepting institution guarantees payment of the bill, as well as the issuer.
BOND: A long-term debt security (IOU) issued by a government or corporation. Generally pays
a stated fixed rate of interest, and returns the face value at maturity.
BOOK VALUE: The amount at which an asset is carried on the books of the owner. The book
value of an asset does not necessarily have a significant relationship to market value.
BROKER: A middleman who brings buyers and sellers together for a commission paid by the
initiator of the transaction or by both sides; they do not position. In the money market, brokers
are active in markets in which banks buy and sell money and in interdealer markets.
CALL OPTION: The right to prepay or redeem a security at a predetermined price on or after a
specified future date that is earlier than its scheduled maturity date.
CERTIFICATE OF DEPOSIT (CD): A time deposit with a specific maturity earning a
specified rate of return evidenced by a certificate. Certificates of Deposit bear rates of interest in
line with money market rates current at the time of issuance.
COLLATERAL: Securities, evidence of deposit or other property which a borrower pledges to
secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of
public monies.
CONFIRMATION: A document used to state and supplement in writing the terms of a
transaction which have previously been agreed to verbally.
COUPON: (a) The annual rate of interest that a bond's issuer promises to pay the bondholder on
the bond's face value. (b) A certificate attached to a bond evidencing interest due on a payment
date (not used since 1982).
CUSIP NUMBER (COMMITTEE OR UNIFORM SECURITIES IDENTIFICATION
PROCEDURES): An identifying number assigned to a publicly traded security. A nine-digit
code is permanently assigned to each issue and is generally printed on face of the security if it is
in physical form.
38
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICIES
GLOSSARY
DEALER: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and
selling for his or her own account.
DELIVERY VERSUS PAYMENT: There are two methods of delivery of securities: delivery
versus payment and delivery versus receipt (also called free). Delivery versus payment is
delivery of securities simultaneously with an exchange of money for the securities. Delivery
versus receipt is delivery of securities simultaneously with an exchange of a signed receipt for
the securities.
DISCOUNT: There is "original issue discount" and "market discount." Original issue discount is
the difference between the cost1price of a security when first offered for sale to the general
public and its face value at maturity when quoted at lower than face value. Original issue
discount is treated as interest. Market discount is the difference between principal amount of an
outstanding security (reduced by any original issue discount) and the value of that security in the
then-current market (if lower than its principal amount). If a security is bought at a market
discount and later sold at a gain, the gain is taxable income.
DIVERSIFICATION: Dividing investment funds among a variety of securities offering
independent returns.
FARM CREDIT DISCOUNT NOTES AND BONDS: Secured joint obligations of Farm
Credit Banks that are issued with a minimum face value of $50,000 with maturities ranging from
5 to 360 days.
FEDERAL CREDIT AGENCIES: Agencies of the Federal Government set up to supply credit
to various classes of institutions and individuals, e.g., S&L's, small business firms, students,
farmers, farm cooperatives, and exporters.
FEDERAL FUNDS RATE: The rate of interest at which Federal funds are traded between
banks. This rate is currently pegged by the Federal Reserve through open market operations.
FEDERAL HOME LOAN BANKS (FHLB): The institutions that regulate and lend to savings
and loan associations. The Federal Home Loan Banks play a role analogous to that played by the
Federal Reserve Banks vis-à-vis member commercial banks.
FEDERAL NATIONAL MORTGAGE ASSOCIATION (FNMA): FNMA, like GNMA was
chartered under the Federal National Mortgage Association Act in 1938. FNMA is the
corporation's purchases include a variety of adjustable mortgages and second loans in addition to
fixed-rate mortgages FNMA's securities are also highly liquid and are widely accepted. FNMA
assumes and guarantees that all security holders will receive timely payment of principal and
interest.
LIQUIDITY: A liquid asset is one that can be converted easily and rapidly into cash without a
substantial loss of value.
39
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICIES
GLOSSARY
LOCAL GOVERNMENT INVESTMENT POOL (LGIP): The aggregate of all funds from
political subdivisions that are placed in the custody of the State Treasurer for investment and
reinvestment.
MARKET VALUE: The price at which a security is trading and could presumably be
purchased or sold.
MASTER REPURCHASE AGREEMENT: A written contract covering all future transactions
between the parties to repurchase -- reverse purchase agreements that establishes each party's
rights in the transactions. A master agreement will often specify, among other things the right of
the buyer-lender to liquidate the underlying securities in the event of default by the
seller-borrower.
MATURITY: The date upon which the principal or stated value of an investment becomes due
and payable.
PORTFOLIO: A collection of securities held by an investor.
PRIMARY DEALER: A group of government securities dealers that submit daily reports of
market activity and positions and monthly financial statements to the Federal Reserve Bank of
New York and are subject to its informal oversight. Primary dealers include Securities and
Exchange Commission (SEC) registered securities broker-dealers, banks, and a few unregulated
firms.
PRINCIPAL: The stated face amount of an instrument, exclusive of accrued interest.
PRUDENT PERSON RULE: An investment standard. In some states the law requires that a
fiduciary such as a trustee may invest money only in a list of securities selected by the
state-the-so-called legal list. In other states the trustee may invest in a security if it is one which
would be bought by a product person of discretion and intelligence who is seeking a reasonable
income and preservation of capital.
QUALIFIED PUBLIC DEPOSITORIES: A financial institution which does not claim
exemption from the payment of any sales or compensating use or ad valorem taxes under the
laws of this state, which has segregated for the benefit of the Public Deposit Protection
Commission eligible collateral having a value of not less than its maximum liability and which
has been approved by the Public Deposit Protection Commission to hold public deposits.
REPURCHASE AGREEMENT (RP or REPO): A holder of securities sells these securities to
an investor with an agreement to repurchase them at a fixed price on a fixed date. The security
"buyer" in effect lends the "seller" money for the period of the agreement, and the terms of the
agreement are structured to compensate him for this. Dealers use RP extensively to finance their
positions. Exception: When the Fed is said to be doing RP, it is lending money, that is,
increasing bank reserves.
CITY OF ARLINGTON, WASHINGTON
INVESTMENT MANAGEMENT POLICIES
GLOSSARY
40
SAFEKEEPING: A service to customers rendered by banks for a fee whereby securities and
valuables of all types and descriptions are held in the bank's vaults for protection.
SEC RULE 15c3-1: SEC uniform net capital rule requiring brokers and dealers to maintain
certain amounts of net capitol.
SECURITIES & EXCHANGE COMMISSION: Agency created by congress to protect
investors in securities transactions by administering securities legislation.
TREASURY BILLS: A non-interest bearing discount security issued by the US Treasury to
finance the national debt. Most bills are issued to mature in three months, six months or one year.
TREASURY BONDS: Long-term US Treasury securities having initial maturities of more than
ten years.
TREASURY NOTES: Intermediate term coupon bearing U.S. Treasury securities having initial
maturities of from one to ten years.
UNIFORM NET CAPITAL RULE: Securities and Exchange Commission requirement that
member firms as well as nonmember broker-dealers in securities maintain a maximum ratio of
indebtedness to liquid capital of 15 to 1; also called net capital rule and net capital ratio.
Indebtedness covers all money owed to a firm, including margin loans and commitments to
purchase securities, one reason new public issues are spread among members of underwriting
syndicates. Liquid capital includes cash and assets easily converted into cash.
YIELD: The rate of annual income return on an investment expressed as a percentage. Income
Yield is obtained by dividing the current dollar income by the current market price for the
security. Net Yield or Yield to Maturity is the current income Yield minus any premium above
par or plus any discount in purchase price, with the adjustment spread over the period from the
date of purchase to the date of maturity of the bond.
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
April 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
BUDGETED AMOUNT: N/A
LEGAL REVIEW:
DESCRIPTION:
Attached is the April 2017 financial report.
HISTORY:
ALTERNATIVES:
RECOMMENDED MOTION:
Workshop; discussion only.
1
2017 April Financial Report – Kristin Garcia, Finance Director
GENERAL FUND
The general fund’s ending fund balance as of April 30, 2017 was $1,633,998. The chart below shows
the ending fund balance for the past 3 years between January and April. The important items that I
take away from this chart are;
1) Comparing each month’s ending fund balance over a period of years shows whether our
revenue and expenditure patterns are consistent. If one particular year or month reflected a
different pattern, this would signal a need for me to follow to see what has changed. You
can see the pattern is consistent month to month, year to year.
2) The chart shows the progression toward meeting financial policy. In 2015 (for the months
being represented) the fund balance was between $250,000 and $500,000 and has increased
to over $1.5 million in 2017. The red line in the chart represents the dollar amount required
to meet the one month operating reserve based on the 2017 budget. You can see in 2017,
for every month represented, we’re meeting our one month operating reserve goal.
3) Not only did we meet our one month operating reserve goal at the end of 2016, this is the
first time (at least since 2011) that we’ve been able to maintain that goal for every month in
the first part of the year. This indicates to me that we’re reaching a point of financial
stability assuming no major fluctuations in the market or any major unanticipated
expenditures.
‐
250,000
500,000
750,000
1,000,000
1,250,000
1,500,000
1,750,000
2,000,000
Jan Feb March April
General Fund Ending Fund Balance Jan ‐April
2015 2016 2017
One Month Reserve Polic Re uirement
2
Sales tax revenues are a contributor to the financial stability that we are beginning to see. We’ve
had 6% growth in revenues comparing year to date collections as of April 2016 vs April 2017. This
growth exceeds projections included in our 10 year plan as we planned for 4% growth. We’ll need to
continue to monitor the trend to understand future budget impacts and/or investment
opportunities.
OTHER INFORMATION
Investments – In April we were able to invest another $1.5 million. We were able to increase our
investment portfolio for a variety of reasons such as; a portion of property tax payments received in
April, sales tax and real estate excise tax revenues exceeding projections, timing of grant
reimbursements and investing idle cash in between capital project payments. $500,000 was
invested in our money market reserve account with Opus Bank and $1 million was invested in a
government agency bond in order to maintain a diverse investment portfolio.
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment
C
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Website Redesign proposal
ATTACHMENTS:
Proposal from Civic Plus
DEPARTMENT OF ORIGIN
IT / Communications
EXPENDITURES REQUESTED: $10,000 per year for 5 years
BUDGET CATEGORY: Equipment Replacement
BUDGETED AMOUNT: Not to exceed $50,000
LEGAL REVIEW:
DESCRIPTION:
Proposal for a redesign from Civic Plus of the City’s website with new enhancements, and a fresh look
and feel.
HISTORY:
Our current website is reaching 8 years old. As a priority identified by the City Council at the 2016
retreat, a website redesign was budgeted for. When reaching out to our current vendor, Vision
Internet, it was determined that they could not provide a redesign within our budget. After reaching
out to Civic Plus, who is a large government website vendor, they were able to meet the City’s budget
requirements and are on the GSA Schedule 40 contract, waiving the need to go to competitive bid.
We also looked at the company Revise, but didn’t have the functionality or redesign options that we
were requiring. After performing reference checks, it is determined that Civic Plus is the
recommended solution for a website redesign for the City of Arlington.
ALTERNATIVES:
Table the purchase of a redesign / hosting solution of a new website.
RECOMMENDED MOTION:
Workshop; discussion only. At the May 15, 2017 meeting the motion will be “I move to approve the
contract with Civic Plus for a redesign and hosting of the City’s website, not to exceed $50,000, and
authorize the Mayor to sign the contract.”
Achieve More With LessAchieve More With Less
Powered by:
THE INTEGRATED TECHNOLOGY PLATFORM FOR LOCAL GOVERNMENT
302 South 4th Street, Suite 500 Manhattan, Kansas 66502 | 888-228-2233 | www.civicplus.com
Presented by:
Will Spicer
Senior Regional Sales Manager
spicer@civicplus.com
785-323-4772
City of Arlington, Washington
Website Redesign and Hosting Services
April 3, 2017
Bryan Terry, IT Manager
City of Arlington
238 N Olympic Avenue
Arlington, WA 98223
RE: Website Redesignand Hosting Services
Dear Bryan:
Society expects instant access to information and the internet is the number one place people go for
news, answers, interaction with officials, and as their main communication venue. In today’s virtual world,
making your government work better can be a challenge when you don’t have the tools and resources to
get the job done right. So how do you meet these ever-increasing expectations with already-constrained
resources? As your partner, that’s where CivicPlus can help.
Our company is passionate about our mission to help make local government better. We know we aren’t
just designing a website; we are helping build a trusted and long-term relationship between you and
your community through our state-of-the-art technology and process. Collaborating with you throughout
the process ensures we deliver the right solution, housed within a sophisticated and custom design that
captures the culture of your community.
We know that Arlington is unique with your own set of values and goals. We don’t offer cookie-cutter
solutions - we tailor our solutions to meet your specific needs. With CivicPlus as your partner, you’ll receive:
A one-of-a-kind design that captures your community’s unique qualities, and we’ll work with you
until you are completely satisfied with the design concept
A pre-kickoff virtual Envision Consultation with our consulting expert to help you identify your
project needs and goals - at no charge to you
40+ modules with all of the features and functionality you need and that have been tried and
tested by CivicPlus clients for over 20 years
A guaranteed redesign after only 48 months of service to keep your website fresh and
innovative
Hands-on existing content migration by our team of experts to ensure the content you present
is optimized, relevant, and accessible to all
24/7/365 support with secure hosting and maintenance to keep your investment safe and
current
100% satisfaction with your new website - or your money back
302 South 4th Street, Suite 500
Manhattan, Kansas 66502
Your new site will be developed on the most robust and flexible content management system available.
Our CivicEngage is an easy-to-use suite of cloud-based tools built specifically for local government that
will help you evolve your web presence. You’ll be able to inform and empower your citizens and staff in
more efficient ways. Easier for you, easier for them.
CivicPlus will deliver a website that conveys your look (through a custom design), with the functionality
you need to communicate your message effectively (with Notify Me and Send eCommunication), and
encourage engagement for all visitors (WCAG 2.0 Level A & AA accessibility standards) among all the
other features and functionalities built in to CivicEngage and CivicPlus websites.
We encourage you to contact the references we’ve included and discover what their experiences are
working with CivicPlus. An Arlington and CivicPlus partnership will save you time and money and will
deliver your community a website that will grow with you and where your visitors can find what they need,
when they need it.
Sincerely,
Will Spicer
Senior Regional Sales Manager
spicer@civicplus.com
Direct Line 785-323-4772
Table of Contents
1 PROJECT APPROACH SUMMARY
4 CIVICPLUS COMPANY OVERVIEW
7 PROJECT TEAM
9 EXPERIENCE
11 CIVICENGAGE CMS
17 PROJECT ENHANCEMENTS
21 PROJECT TIMELINE/DEVELOPMENT
27 SUPPORT, HOSTING & SECURITY
33 SCOPE OF WORK
36 PROPOSED INVESTMENT ESTIMATE
1
Arlington’s proactive vision to develop a user-friendly, self-service
government web environment for its community and employees is
commendable. You should have complete confidence that the firm you
choose to achieve your vision and create your website is the right choice.
Becoming your strategic, trusted partner is paramount to the professionals
at CivicPlus.
Although you currently have a capable web presence, it’s time for a new
look with better functionality. CivicPlus will help you re-envision, re-new,
and re-invigorate your website. Working closely with you, we will assist in
designing a new look, updated usability, accessibility, and quality for the
delivery and exchange of information for your audience.
Project Approach Summary
2
Executive Summary
EASY-TO-USE CMS
Our CivicEngage Content Management System (CMS) is developed specifically for local government
with unique functionality to streamline your processes and offer self-service options to reduce call
volumes and walk-ins for common requests.
CivicEngage will empower your staff to update your website content easily and often with robust,
straightforward editing tools and permission-based access.
SEND eCOMMUNICATION MODULE
Our integrated e-communication module easily sends emails, texts, and social media updates in visually
rich, mobile responsive, and easily customizable templates through a single interface.
MEDIA ON-DEMAND
Engage your citizens through easy-to-use live streaming capabilities and accessible on-demand videos
integrated with the CivicEngage CMS.
MOBILE ADMIN APP
Share important information with your citizens quickly by securely adding, modifying, and approving
categories and items for CivicEngage’s module Alert Center. You can also include access to
communication modules News Flash and Calendar for on-the-go updates and modifications for an
annual fee.
SECURE, CLOUD-BASED HOSTING
Provide peace of mind for your staff and community that your site is in good hands. Our solution is
supported by an enterprise-level hosting environment with vigilant 24/7/365 monitoring and continual
system updating. We guarantee a 99.9% uptime for your website (excluding maintenance).
24/7/365 SUPPORT
Our helpful in-house support team is available via telephone, email and live chat to ensure your
complete and ongoing satisfaction with our products and service.
CUSTOM DESIGN
Our experienced designers will work with you until you are 100% satisfied to create a custom, impactful
design that reflects your unique story visually and meets the needs of your community.
FULLY RESPONSIVE
Support citizens on the go with abundant online resources accessible from their mobile phone or tablet.
With responsive web design throughout, the content on your site will automatically adjust to the screen
size of any device. For our mobile web clients, we design mobile first to ensure it is responsive!
We propose the following approach
to help you meet your goals:
3
CONTENT MIGRATION & OPTIMIZATION
One of our Content Development teams will manually migrate text, documents, and images from your
current site to your new CivicPlus site - saving your staff hours of effort, ensuring consistency, accessibility,
and that your information is easier to access and navigate.
DEDICATED PROJECT TEAM
A specialized team of experts will assist you throughout the development process including a project
manager, an art director, content developers and a trainer/consultant.
ENVISION CONSULTATION CALL
A pre-kickoff virtual Envision Consultation with our consulting expert to help you strategize your project
needs and goals - at no charge to you.
CUSTOMIZED TRAINING
Through three days of interactive virtual instruction, our trainers will ensure your staff gains the confidence
to effectively and easily maintain your new website with our WYSIWYG live editing tools and intuitive user
interface.
DESIGN ESSENTIALS
These design tools within CivicEngage allow your staff to build, modify, and manage your website’s look
and feel within the design and structure parameters of your website.
GUARANTEED REDESIGN
At the end of your third year of continuous service with us, you’re eligible to receive a basic website
redesign with no further out-of-pocket expense. Your website stays current and doesn’t need to be rebuilt
from the ground up.
We set high standards for local
government websites knowing
that technology and trends are
always changing. With CivicEngage,
we’ll automatically update your
system to keep pace with industry
improvements, security enhancements,
and your visitors’ changing needs. After partnering with CivicPlus, Portland, Michigan was able to connect and engage their
community better through their innovative, mobile, secure and interactive site.
Portland,
Michigan
Before CivicPlus
With CivicPlus
4
CivicPlus Company Overview
20+
20+ years of experience
with a focus to help
local governments.
200+
200+ employees, many who
have experience in local
government organizations.
2,500+
More than 2,500 local
government clients across
Canada and the U.S.
55k+
Over 55,000 internal admin
users
60M+
More than 60 million online
visitors (and counting!)
5-time Inc. 5000 Honoree www.govtech.com/100
5
CivicPlus
CivicPlus’ team of over 200 professionals develop and deliver superior local
government web technology, human resources efficiency, parks & recreation
management functionality and mass notification solutions for our clients.
CivicPlus is the integrated technology platform for local government, working with over 2,500 local governments
including municipalities, counties, and municipal departments. CivicPlus’ focus to help local governments work
better and engage their citizens through their web environment began in 1994 in Manhattan, Kansas by the
owner, Ward Morgan. CivicPlus became a Kansas Corporation in 1998 and are still headquartered in this vibrant
university town. Our commitment to deliver the right solutions in design and development, end-user satisfaction,
and secure hosting has been instrumental in making us a world leader in government web technology.
We’ve steadily grown over the last 20+ years and have honed our skills working with municipal organizations
across the US and Canada - helping them streamline their daily work and better inform and connect their
communities.
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6
We believe in the goals our clients are seeking to achieve, and we
work alongside them to do our part to help. These partnerships
have provided great insight into how their web environments need
to work and how we can help them find the right solutions to meet
those needs. That help means:
Guiding – with unparalleled consulting and training and
facilitating stakeholder buy-in
Supporting – with exceptional client service before, during
and after launch
Protecting – with industry-leading 24/7 security, support and
service, and
Learning – with continual client contact to better ourselves
and our products
Ultimately, CivicPlus is a company that’s about amazing people
doing amazing things. CivicPlus continues to implement new
technologies and services to maintain the highest standards of
excellence and efficiency for our clients, their 55,000+ internal users
and the 60 million online visitors (and counting!).
We consider it a privilege to partner with our clients and provide
them with a solution that will serve their needs today and well into
the future.
Our Promise To You
We will deliver a high-caliber, responsive web presence that reflects your vision in design,
features, and functionality. The CivicEngage premium solution is simple-to-use, yet flexible and
powerful – with intuitive navigation for your citizens and an intuitive administration for your staff.
True live editing and training is included so your staff can be efficient on day one, and we’ll
continue to support you after launch. Your system will be secure and continuously updated, as
our experts develop further cutting-edge solutions designed specifically for local government.
Who is CivicPlus?
(click the picture and find out more)
7
Project Team
Adam Block – Manager of Project Administration
Adam leads our project management team. This team oversees inter-departmental and client
interactions assuring that your project will be developed in a timely manner by professional website
experts.
Zach Myers – Manager of Creative Services
Zach’s team of designers, developers and art directors partner with the team project manager in
designing and creating our websites. He will assign a dedicated senior art director to assist the project
manager in the visual direction of your project. Our creative services staff, all with Bachelor of Fine Arts
degrees, are responsible for each website overview and uniqueness of design and will work with you until
it achieves your vision.
Amanda Felber - Assistant Manager of Content Development
Our expert content developers’ goal is to migrate and arrange content for usability that exceeds the
expectations of citizens and local government. Amanda’s content development team strives to deliver a
website on schedule that is easily understood, ADA compliant for Section 508 and WCAG Level A &
AA, which can be efficiently maintained.
Education
BS Business Administration
Management
Economics
Resume
Lead Project Manager
Financial Services
5+ Years of Experience
Project Management
Business Management
Team Building
Customer Service
Education
Bachelors of Fine Arts
Graphic Design
Resume
Lead Senior Designer
Design & Development
7+ Years of Experience
Branding
Illustration
Visual & Web Design
Education
BA in Psychology
Minor in Writing
Coursework in Editing, Business,
and HTML
Resume
Content Developer II
Lead Content Developer
7+ Years of Experience
Customer Service
Team Building
Leadership Coaching
WCAG/ADA Compliance
Web Best Practices for Usability
From project management to design and development to training and support, a dedicated project team will assist
you throughout the development process to ensure your project’s success and your complete satisfaction. Our expert
project leaders will coordinate your needs with qualified specialists who will work directly with you throughout your
project development and beyond.
8
COMPANY & CONTACT INFORMATION
Contact Information
Will Spicer
Senior Regional Sales Manager
Spicer@civicplus.com
785-323-4772
Primary Office
302 S. 4th Street, Suite 500
Manhattan, KS 66502
Toll Free 888-228-2233
Fax 785-587-8951
Legal Name CivicPlus, Inc.Company Founder Ward Morgan,
Owner / Chairman of the Board
Incorporated In State of Kansas Date Incorporated June 1998
Company Website www.CivicPlus.com Purchasing Vehicles
GSA Contract # GS-35F-0124U
TIPS/TAPS Contract # 2092613
CMAS Contract # 3-13-70-2966A
Interlocal Purchasing
Jim Flynn – Chief Systems Architect
Jim coordinates and manages our in-house experts on the technical aspects of your project development.
His team will develop your new website so it delivers the functionality and integration you need. Jim
also leads our hosting and security services to ensure your new website is safe, maintained, and remains
updated.
Jim Steffensmeier – Manager of Training and Consulting
From consulting services to content development to technical specifications, our consulting and training
department will assist you in developing the right message in the right way by the right team. He will
coordinate his team of professionals to deliver the consulting and training services you need to achieve
success.
Sumre Amerin – Manager of Account Management
Upon launch of your website to the public, Sumre will assign an account manager to your account. Your
dedicated account manager is a specialized team member that will ensure you stay current on CivicPlus
solutions. This individual is your main point of contact and will partner with you to create an on-going
strategy to better engage your citizens by utilizing the tools and products that CivicPlus has to offer.
Education
BA Computer Information
Systems
Resume
System Architect
Information Technology Director
18+ Years of Experience
Cyber Security
Network Infrastructure
System and Software Architecture
Education
MA in Education/Adult Education
& Training
BS in Psychology
AA in Business Management
Resume
Training
Consulting
10+ Years of Experience
Customer Service
Best Practices & Website
Optimization
US Army Veteran
Education
BS Business Administration
Management
Economics
Resume
Lead Project Manager
Financial Services
5+ Years of Experience
Project Management
Business Management
Team Building
Customer Service
9
We have assisted more than 2,500 clients throughout the United States,
Australia and Canada with the design, implementation and hosting of
new, engaging, innovative and functional websites. Included are just a few
examples of relevant sites, similar in scope, which we have designed.
But don’t take our word for the success of these sites. Contact our clients
and let them tell you about their experiences working with CivicPlus. Want
to see more? Just let us know…we have about 2,500 we can share with you!
Experience
10
Hallandale Beach, Florida
www.pasco-wa.gov
www.westerlyri.gov
Westerly, Rhode Island Laguna Hills, California
www.ci.laguna-hills.ca.us
www.travelgrantspass.com
www.cohb.org
Paso, Washington Grants Pass Tourism, Oregon
Design Portfolio
www.snohomishcountywa.gov
Snohomish County, Washington
11
CivicEngage CMS
Content Management System
The CivicEngage CMS is a robust and flexible CMS that has all of the
features and functionality you need today and in the future.
Developed for organizations that have a need to update their
site frequently, CivicPlus provides a powerful government content
management structure and website menu management system. The
system allows non-technical employees the ability to easily update
any portion of your website instantaneously. The CivicPlus content
management system, CivicEngage utilizes Microsoft SQL Server, C# MVC,
HTML5, AngularJS and CSS3 for web development.
Each website begins with a unique design developed to meet your
specific communication and marketing goals, while showcasing the
individuality of your community. Features and capabilities are added and
customized as necessary, and all content is organized in accordance with
web usability standards.
12
User Interface
CivicEngage’s intuitive interface empowers your staff in more efficient ways. Based on client input
and extensive testing, the CivicPlus team has created a clean, crisp updated look-and-feel for the
admin-side of CivicEngage. It’s sleek and streamlined, designed specifically to make your job easier.
13
Agenda Center – Create and display agendas and
minutes for various civic organizations.
Alert Center – Post emergency or important
information on your website to notify citizens via
email and SMS.
Archive Center - Specifically for the storage and
retrieval of agendas, minutes, newsletters and other
date-driven documents.
Bid Postings – Simple and easy-to-use method of
posting your bids.
Blog – Post opinions/information about various
community topics and allow citizen comments and
subscriptions.
Business / Resource Directory – List municipal
contact information and community resources.
Calendar – Create multiple calendars and events to
inform citizens of upcoming activities.
Carousel Widget – Allows you to present more
impactful information with easier navigation in a
single page element that can hold up to 10 clickable
rotating widgets.
Citizen Request Tracker™ – Allow users to report a
problem and provide follow-up communication with
the point of contact.
Community VoiceTM – Interact with citizens about
projects in your community.
Document Center – Organize and house documents
in one central location.
ePayments – Allow customers to have the ability to
process payment transactions via the website.
Facilities & Reservations – Showcase community
facilities and allow reservations online.
Form Center – Create custom online forms that can
be completed and submitted online.
Frequently Asked Questions (FAQs) – Answer the
most frequently asked questions from
your visitors.
Job Postings – Post available jobs online and accept
online applications.
My Dashboard – Allow users to personalize their
dashboard to stay updated on news, events, and
information they care about.
Notify MeTM – Send out mass emails and SMS to
subscribers of specific lists.
(Includes 500 SMS subscribers)
News Flash – Post organizational news items, right
on your home page, that are important
to your citizens.
Opinion Poll – Interact with your site visitors
by posting various questions and polls.
Photo Gallery – Store and display photos
Quick Links – Place links on any page.
Spotlight – Highlight important text or widgets in a
compact, easy-to-update module.
Staff Directory – Detailed contact information for
your staff and offices.
Modules & Tools
Features & Functionality
14
Instantaneous Updates – Once published,
updates are posted to the live site in real time.
Browser Based – No installation of programs or
software needed! Your staff can update the site
from an internet connection or platform (Mac or
PC) at any time.
Mobile Updates – Immediately upgrade your site
from any location using your tablet or phone.
Pending Approval Items – Direct access to a
queue of pending items to be published or
reviewed by the administrator upon login.
Site Search and Search Log – Powerful site
search automatically indexes all content making
it easy for visitors to find information. A log of
all words that have been searched by visitors is
kept, allowing you to update highly searched
information and feature key items.
Gov 2.0 & Social Networking
CivicPlus understands the importance of Gov 2.0 and how social networking sites like Facebook and
Twitter help governments connect with their residents in unique and innovative ways. We are dedicated
to helping our clients integrate their web content into dynamic social media sites that easily drive citizens
to more information.
CivicPlus can sync your website to your Facebook and Twitter profiles to automatically publish news,
notices, and calendar events from one central location. Other social networking sites (such as LinkedIn,
YouTube, Pinterest, etc.) can have feeds displayed on any page of your site and can be featured on your
website with links to your profiles.
Administrative Features
Features & Functionality
Automatic Alt Tags – Built-in features ensure
your site is Section 508 compliant without having
to know the requirements.
Bad Links Identifier – This module creates a
list of the broken links on your site when they
are accessed.
Content Creation – CivicEngage makes it easy
to add new content, edit old content, and keep
page layout consistent through use of our What
You See Is What You Get (WYSIWYG) editor.
Content changes will not affect the design - site
breadcrumbs, page structure and sitemaps
will dynamically update upon publishing. With
mega menus and drop-down, pop-out menu
functionality, you can essentially get to any page
on your website within a single click if desired!
Content Scheduling – Material throughout the
entire system can be set to auto-publish, auto-
expire or can be manually retired.
15
Content Versioning – CivicEngage includes
version control, a history log for reviewing
changes made within the system, file locking
through our permission system and an archive of
all published content.
Dynamic Layout – The layout for your website
will be determined by you and the designer.
Placement of navigation and dynamic areas
are important in guiding site visitors to key
information quickly and easily.
Dynamic Page Components – Events Calendar,
FAQs, Opinion Poll, News Flash and other new
features may be included as dynamic page
components. Dynamic Page Components may
be placed on any page and will help dedicated
areas of the site appear as its own website. For
example, the entry page for your Parks and
Recreation Department can be customized
with specific lists of events, FAQs and news
announcements pertaining to that department.
Dynamic Breadcrumbs and Site Map – Dynamic
Breadcrumbs are used to show a visitor’s location
within the site. Breadcrumbs are automatically
generated by our system. A dynamically
generated site map automatically updates to
reflect your new navigation if changes are made.
ePayments / eCommerce Integration – The
ePayments module is included with our premium
website solution and allows customers to have
the ability to process payment transactions
via the website, saving staff time and effort
by of manually processing payments. To take
advantage of this module, additional processing
transaction and merchant account fees will apply.
History Log – Easily tracks changes made to
your website including items in your Page Menu,
Archive Center, Document Center and more.
History Log information is searchable, sortable
and exportable.
Integration/Interfacing – CivicPlus’ integration
services work cohesively with most third-party
software applications. We have the capability to
link with most software or databases currently
utilized. Systems such as purchasing, taxes,
assessment and utilities have been developed
for many of our clients.
Intranet – An intranet is a secure location on your
website that allows employees and other groups
to login and access non-public resources and
information. You will have the ability to set up
multiple intranet groups with varying view rights.
Levels of Permissions – Levels of Permissions
may be defined as publishers (create or publish)
or authors (create but not publish), or as
administrators of modules. Assigned groups
may have the right to update their own content
without affecting web pages, menu structure, top
of page, banner or navigation.
Active Directory Authentication – LDAP or ADFS
authentication provides a powerful and simple
way to manage users and permissions within
our system by syncing your website with your
existing active directory database - negating
the need for multiple user upload and sign-
on. Because LDAP and ADFS require custom
programming time, additional fees apply.
Features & Functionality
16
Link Redirects – Instead of sending your users
to http://civicplus.com/248/Awards-and-
Recognition, you can send them to http://
civicplus.com/awards. A more intuitive approach
to help visitors find particular pages.
Maps – Easily add maps to any page of your site
to help website users find commonly requested
information. Maps can be simple, clickable
maps, using our native Image Map Editor to
create different link areas, or more detailed and
interactive maps can easily be embedded from
Google, ESRI, and more using the HTML widget.
Printer Friendly – Our printer friendly
functionality does separate critical content from
the site template to provide a clean print without
menu structure and banner information included.
RSS Feeds – RSS stands for Real Simple
Syndication and in short, it brings your site to
the people. After signing up, they receive email
notifications of the latest news updates.
Supported Browsers – CivicPlus websites are
viewable in all common browsers. We optimize
them for administrative use with Windows 2000+
and in the two most recent versions of major
browsers including: Internet Explorer, Firefox,
Safari and Chrome.
Translation – Integration with Google Translate
instantly translates web pages between English
and over 100 other languages.
Website Statistics – Administrators will be
trained on the use and analysis of web statistics,
provided through Piwik Analytics.
Features & Functionality
Application Programming Interfaces
We have nearly a dozen application programming interfaces (APIs) throughout the system and continue to
build more to make integrations with our CivicEngage CMS and disparate applications as straightforward
as possible. It’s this “open architecture” approach that allows your IT staff and programmers to spend time
creating applications and systems that are specific to your community’s needs and tie them into the site,
using the site itself as a sturdy platform on which to build.
17
Project Enhancements
Please take a look at additional information highlighting some
of your included project enhancements.
Media On-Demand
Send eCommunication Module
MobileAdmin App (with Alert Center)
18
Project Enhancements
Media On-Demand
CivicPlus offers a robust mobile video experience as part of our media solution. Consumption of video
is continuing to grow, and providing this option as part of your overall experience is a must have to drive
engagement for anything from board meetings to community events.
Management of your videos is easy with dedicated storage space (separate from your website) and the
ability to embed your videos within any page with the easy-to-use drag and drop tool. In addition, your
citizens can:
Access videos anywhere and anytime
Watch high definition playback on most mobile
devices
Engage with real-time videos
Live stream video with clear and crisp high
definition viewing quality
19
Send eCommunication Module
Send eCommunication is a visually rich communication module for government, used to efficiently
distribute general (non-emergency) communication to citizens. Send eCommunication is more than a
simple email newsletter tool; it provides CivicPlus clients with a single point of access, via integration with
CivicEngage, to multiple communication channels, including: email, SMS/text, Facebook and Twitter.
Send eCommunication centralizes communication, saves administrative users time and improves overall
productivity.
Additional benefits of the Send eCommunication module include:
Content auto-posts to your website
Unlimited communication – there isn’t a limit to the number of emails you can send (text messaging
rates do apply)
Template options to make customizing your message quick and easy
Access to all subscriber lists in your CivicEngage website, including the ability to select multiple lists
Project Enhancements
20
MobileAdmin App
The MobileAdmin App puts the power of your website computer in the palm of your hand, allowing you to
communicate important information to your citizens, anytime, anywhere.
The MobileAdmin App
provides access to key
functions of your CivicEngage
website from an Apple®
or AndroidTM smart phone
or tablet. This powerful
administrative tool allows you
to manage key features of your
website when you’re away
from your computer, helping
you to more efficiently execute
your citizen communication
strategy.
Share important information
with your citizens quickly by
securely adding, modifying, and approving categories and items for certain CivicEngage modules including
Alert Center, with an optional upgrade to incorporate News Flash and Calendar. Continual hardware and
software upgrades from CivicPlus ensures your MobileAdmin App remains fully-optimized – just like your
communication strategy. Access to the Citizen Request Tracker module will be available in 2017.
Project Enhancements
21
A dedicated project team will assist you throughout our
proven development process to ensure your new website
achieves your vision of success and delivers you complete
satisfaction - guaranteed.
Project Timeline/Development
22
Project Timeline
Consulting, design, usability guidance, programming, secure hosting and dedicated training -
CivicPlus delivers all of this and more during the development of your new website.
PROJECT TIMELINE: 16 – 25 WEEKS
Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
4 – 6 Weeks
3 – 5 Weeks
3 – 5 Weeks
3 – 4 Weeks
3 – 5 Weeks
Kick-Off Meeting
During the initial kick-off meeting, you will meet your project manager to establish your project timeline,
review the startup kit and discuss the takeaway items that need to be completed. Your project manager
will discuss the implications of deadlines and the expectations required to keep the project on track.
Project Phase Descriptions
Kick-Off Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
23
Project Phase Descriptions
Phase 2: Design Presentation
Based on the results and goals outlined during the Optimization, your project team will collaborate and
present the most effective layout for your website, ensuring a responsive structure that’s optimized to display
in any format – now and in the future.
Responsive Prototype
You’ll be presented with a simple, responsive
prototype that demonstrates the placement of your
navigation and key functionality. This prototype is
a rudimentary version of a home and interior page
that will act as a blueprint to ensure that design
choices translate into effective user experiences.
The layout is hosted on a unique web address so
it can be viewed on multiple devices and easily
shared with key stakeholders.
Color Palette
A custom color palette is also included with your
responsive prototype. It is paired with your layout
so that it is easy to envision how colors will enhance
the design and engage your users.
Kick-Off Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
Our prototype presentation software allows you to visualize
the proposed design and style of your new site and how it will
respond on both desktop/tablets and smartphones.
Phase 1: Website Optimization
REVIEW NEEDS
Goal: Review where you are now and discuss where you want to go.
DESIGN, CONTENT & FUNCTIONALITY
Goal: Determine how you want your website to look, feel and function.
BEST PRACTICES
Goal: Outline our CivicPlus content best practices and standards.
24
Project Phase Descriptions
Phase 3: Production Site Development
Your Project Team will present your layout, functionality and design based on your goals, our
recommendations and our combined vision.
CONTENT DEVELOPMENT
During the Kick-Off Meeting and Phase 1 your staff has the role of updating the content on your current
primary site. While you are making design decisions, our content development team will optimize and
reorganize your content based on CivicPlus best practices. Content from sites other than the primary
site can be migrated to the new primary site for an additional fee.
DESIGN REVIEW
You will have the opportunity to evaluate and collaborate with the Project Team on proposed changes. You
can revise your design composition up to the deadline that you and your project manager agree upon during
the timeline meeting (the average client requests a total of three). After that deadline,
your project’s Go Live date will be adjusted. Following design approval and functionality development, we
conduct a review to ensure your expectations are met and website best practices are upheld.
ACCESSIBILITY COMPLIANCE
Our designers and programmers automatically implement all the accessibility features necessary to ensure
your site is compliant with accessibility standards outlined within Section 508 and WCAG Level A & AA. We
will make recommendations on best practices for keeping your content accessible and available for all users
by ensuring that, among other things:
All menu items are clickable
Submenus display throughout the site
Alt tags are used for images
Site maps are dynamically generated
Documents and links can be set to open in the same window
Kick-Off Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
25
Project Phase Descriptions
Phase 4: Website Review & Training
Our goal for training is to give your staff the skills and tools they need to quickly and easily keep your website
current. Trainers will work with you to ensure your staff is correctly trained. Before your site is launched,
CivicPlus will provide in-person or online training to equip your staff with the knowledge, tools and comfort
level needed to maintain the site’s integrity upon Go Live.
Regardless of technical ability, we will help your staff gain the confidence to effectively maintain
your website.
FEATURES, MODULE & PAGE CREATION TRAINING
Included in our training for Administrators & Content Contributors will be delivering an understanding of your
site’s navigation and page layout and how these affect target audiences. We will instruct your staff on creating
area-rights and back-end features for site administration as well as review all the modules included with your
site. Your staff will learn how to create links, format text and lay out pages for usability and scanability.
CivicPlus training manuals and videos are available for download at no cost from our online resources.
Phase 5: Go Live
This is an exciting time; it is the last step before your new site launches! Your Project Team will provide you the
information you need to prepare your site for Go Live.
TESTING AND REVIEW
You typically have three weeks after training to become familiar
with your site. This will allow you to add, create and make
adjustments to content on your production site, as well as
ensure overall satisfaction with your website. Content changes
will display and function the same way before and after your Go
Live date.
Upon completion of a collaborative final review of the website
and a final spelling and links checkup by our Quality Control Team, your domain name is directed to the newly
developed website.
Kick-Off Phase 1 Phase 2 Phase 3 Phase 4 Phase 5
26
ASSESS YOUR CURRENT WEBSITE
For the best consulting experience possible
the following takeaways need to be
completed prior to your consulting:
Functionality and Design Form – Prior to
starting this form, research other websites
that you like based on functionality and
design elements. Provide URLs and
specifics about what you like. This form
also asks for details on your community’s
tagline, logo and branding.
Web Team Form – Prior to starting this
form, please have an understanding of
your project goals, focus and expectations.
This allows your CivicPlus project team to
develop a site specific to your needs and
lays the foundation for developing a highly
functional information architecture.
Content Form – The information that you
provide on this form will also help our
content development professionals to
assess your wants and needs.
CLEAN HOUSE AND UPDATE CONTENT
We will need you to update the content on
your current primary live website. This step
is critical to guaranteeing the information
available is relevant, fresh and on-point.
Your staff should delete any pages from your
current website that you no longer want or
need and ensure the remaining information is
Your Role
We will need your help to create the strongest possible website
for Arlington. During the process, we will need you to:
applicable and up-to-date. If you are not able
to access your current site, our team will work
with you to ensure that your content needs are
addressed.
GATHER PHOTOS AND LOGOS
Collect pictures that will be used in the overall
design and logos or branding that should
remain consistent.
DEPARTMENT LIST
Provide a list of all departments in your
organization.
WEBSITE STATISTICS
Provide statistics from your current site for
the previous 12 months along with a list of all
pages and downloaded documents.
SITE MAP
Provide the outline of your current site’s
navigational structure.
EXTERNAL APPLICATION LIST
Supply a list of all third-party or in-house
applications being utilized.
VERBATIM CONTENT
Compile a list of any content on your current
website that must be migrated verbatim to
your new site.
UPDATE INTERNET BROWSERS
Ensure you have most up-to-date web browser
versions within your organization’s computers.
27
You are now a part of the CivicPlus family and will continue
to receive both technical and consultative support from
our Support and Account Management team.
Support, Hosting & Security
28
Receive ongoing guidance and assistance from our knowledgable staff. Always
obtain the answers you need to keep your website current and online.
CONTINUING SERVICE & SUPPORT
CivicPlus won’t be with you just for the development, design and launch – we will be here year after year
to respond to new needs and new opportunities for you to continue to have the best site possible. We
offer all of our clients continuing support and additional advantages as a member of the CivicPlus family.
DEDICATED ACCOUNT MANAGEMENT
CivicPlus has a team of dedicated account managers to help you implement the tools needed to
successfully meet the level of community engagement that you desire. Upon website Go Live, you will
have a dedicated member of this team to help you keep up on new CivicPlus products and optimize
your site. This specialized team member can provide you with further information on how to engage your
citizens, utilizing the tools that CivicPlus has put into place on your new website.
Continuing Service & Support
29
AROUND-THE-CLOCK TECHNICAL SUPPORT
Our support personnel are ready to answer your staff members’ questions and ensure their confidence
in using our site. When you choose CivicPlus, our knowledgeable staff is available from 7 a.m. to 7 p.m.
(CST) to field your calls and emails, and emergency services are available after regular hours with our on-
call staff 24-hours a day.
In addition to fielding support requests, CivicPlus is proactive in identifying any potential system issues.
Through regularly scheduled reviews of site logs, error messages, servers, router activity and the internet
in general, our personnel often identify and correct issues before they even affect our clients’ websites.
Our expertise in website management provides assurance to our clients that their site is in good hands.
Technical Support
SUPPORT MAINTENANCE OF CIVICPLUS
APPLICATION & MODULES
7 a.m. – 7 p.m. (CST) Monday – Friday
(excluding holidays) / 24/7 Emergency
Support
Install service patches for OS system
enhancements
2-hour response during normal hours Fixes
Dedicated support personnel Improvements
Integration of system enhancements Integration
Usability improvements Testing
Online training manuals Development
Proactive support for updates & fixes Unlimited Administrative Users
Monthly newsletters / Ongoing follow-up
check-ins
CivicPlus Connection Client Forums
30
Hosting & Security
Redundant power sources and internet access ensures consistent and stable connections. We invest over
$1.0M annually to ensure we adapt to the ever-changing security landscape while providing maximum
availability. To help ensure your site is protected at the level you need, CivicPlus offers two options for
coverage.
INCLUDED HOSTING & SECURITY PACKAGE
Your system is monitored 24/7/365. CivicPlus’ extensive, industry-leading process and procedures for
protecting and hosting your site is unparalleled. From our secure data center facilities to constant
and vigilant monitoring and updating of your system, including 99.9% guaranteed up-time (excluding
maintenance), we’ve got you covered.
PLATINUM HOSTING & SECURITY PACKAGE
Ensuring your visitors can access your site and that it continues to be business as usual with the least
amount of interruption is attainable through the CivicPlus Platinum hosting and security. Cyber security
is a high profile topic that makes the news almost daily. Every industry is a target, including local
government. Our Platinum package protects your site through all of our included hosting and security
features, but also adds the peace of mind of comprehensive and continuous DDoS protection. Our team
has been pressure tested by high-profile events and has the experience and expertise to handle any
situation. We’ve got you covered.
ONGOING PROTECTION SERVICES
If you choose the Included Package and experience a DDoS attack or threat, CivicPlus has mitigation and
DDoS Advanced Security options that are available to you at the time of event. Whatever your needs are,
we have an option that will be a fit for your community.
CivicPlus protects your investment and takes hosting and security
of our client sites seriously.
31
HOSTING & SECURITY FEATURES INCLUDED PLATINUM
Data Center
Highly reliable data center
Managed network infrastructure
On-site power backup & generators
Multiple telecom/network providers
Fully redundant network
Highly secure facility
System monitoring 24/7/365 24/7/365
Hosting
Automated CivicEngage software updates
Server management & monitoring
Multi-tiered software architecture
Server software updates & security patches
Database server updates & security patches
Antivirus management & updates
Server-class hardware from nationally recognized provider
Redundant firewall solutions
High performance SAN with N+2 reliability
Bandwidth
Multiple network providers in place
Unlimited bandwidth usage for normal business operations
(does not apply in the event of a cyber attack)
Burst bandwidth 22 Gb/s 45 Gb/s
32
HOSTING & SECURITY FEATURES INCLUDED PLATINUM
Disaster Recovery
Emergency after-hours support, live agent (24/7)
On-line status monitor by Data Center
Event notification emails
Guaranteed recovery TIME objective (RTO)8 hours 4 hours
Guaranteed recovery POINT objective (RPO)24 hours 4 hours
Pre-emptive monitoring for disaster situations
Multiple data centers
Geographically diverse data centers
DDoS Mitigation
Defined DDoS Attack Process
Identify attack source
Identify type of attack
Monitor attack for threshold* engagement
DDoS Advanced Security Coverage
Continuous DDoS mitigation coverage
NOT INCLUDED
Additional coverage
available at time of
event. Additional
fees will apply.
Content Distribution Network support
Proxy server support
Live User Detection service
*THRESHOLDS: Traffic exceeds 25 Mb/s sustained for 2+ hours. Traffic over 1 Gb/s at any point during attack
33
What we promise to deliver.
Scope of Work
34
KICK-OFF MEETING
Deliverable: Project timeline, training jump start, online forms, kick-off meeting
PHASE 1: WEBSITE OPTIMIZATION
Deliverable: Website optimization meeting
Assign a project manager to your project
Conduct a project kick-off meeting to review awarded contract
Establish a communication plan for project duration
Identify all key internal and external stakeholders
Develop a project plan and timeline
Provide project management and support
Provide communication support and status to key stakeholders via email or phone as needed
Review goals and expectations you submitted on the completed forms to ensure all needs are
clearly understood
Present best practices to enhance your new site
PHASE 2: DESIGN PRESENTATION
Deliverable: Website grayscale layout and mood board color pallet presentation
Present a simple, responsive prototype that demonstrates the placement of your navigation
and key functionality as well as a custom color palette that are based on previously determined
goals
Begin design development once approved
Scope of Work
35
PHASE 3: PRODUCTION SITE DEVELOPMENT
Deliverable: Website design and production
Present a fully functional website on production URL
Migrate up to 200 pages for url www.arlingtonwa.gov
Migrate Microsoft Word or .pdf documents of current, plus previous three years, of agendas
and minutes
Conduct a quality review of the website to ensure the statement of work is met, after approval
of design and functionality
Coordinate training needs
PHASE 4: WEBSITE REVIEW & TRAINING
THREE (3) DAYS WEB-BASED TRAINING FOR UP TO SIX (6) STAFF MEMBERS
Deliverable: Train System Administrator(s) on CivicEngage administration, permissions, setting up
groups, users and module administration. Basic user training on pages, module entries and applying
modules to pages.
Provide training as agreed upon for staff members, based on internal daily task and workflow
Train staff on CivicEngage, including updating content pages and modules
Provide access to online training manuals and videos for additional assistance
PHASE 5: GO LIVE
Deliverable: Custom website launched to the public
Address system issues identified
Redirect the domain name to the newly developed website once you sign off on the
completed project
36
What we promise to deliver.
We will want to talk with you in more detail about your
goals, expectations and vision before we finalize your
scope so we deliver what you need, when you need it.
Proposed Investment Estimate
37
As detailed in the proposal, Arlington’s project development includes:
Total Investment – Year 1 $29,000
Year 1 Investment Proposal
All quotes are priced per project and presented in US dollars.
Pricing is valid for 60 days from April 3, 2017.
Website Design, Development & Deployment
CivicEngage Content Management System (including upgrades, hosting, maintenance
and support)
Migration of up to 200 pages for url www.arlingtonwa.gov
Included Hosting and Security Package
Professional Consulting Services & Training
Three (3) Day Web-Based Implementation Training for up to Six (6) Staff Members
Projects Enhancements & Functionality
Media On-demand (Live Streaming and 10 GB additional storage)
Send eCommunication Module
MobileAdmin App (with Alert Center)
38
Annual Investment
Annual Hosting
& Maintenance
(Beginning year 2)
$5,000
Year 2 and Beyond
Annual Hosting/Maintenance Service (Beginning year 2)
Receive maximum benefit at minimal cost while protecting your investment.
Each year of your contract, you’ll receive system enhancements, maintenance
and optimization and have full access to our support staff so your site stays
up-to-date with our latest features and functionality. Your annual services fee
includes redundant hosting services, daily backups, extensive disaster recovery
plans, 24/7 support, software maintenance, system enhancements, and access
to the CivicPlus community. Annual Hosting/Maintenance Services are subject
to a cumulative annual 5% technology fee increase beginning Year 3 (for non-
CPA payment projects) and beyond.
CivicPlus Advantage - Alternate Payment Plan
The CivicPlus Advantage (CPA) provides zero interest, level payments that divides the Total
Investment - Year One expense of your project over the first five (5) years of your contract. Each
payment also includes your Annual Hosting/Maintenance Services. Our CivicPlus Advantage payment
plan lowers your initial “out of pocket” expenses dramatically.
Redesign Guarantee
At the end of your third year of continuous service with us, you are eligible to receive a basic website
redesign with no further out-of-pocket expense. Keep your website fresh, innovative and up-to-date!
1st Year CPA Payment ........................$9,800
2nd Year CPA Payment .......................$9,800
3rd Year CPA Payment ........................$9,800
4th Year CPA Payment ........................$9,800
5th Year CPA Payment ........................$9,800
6th Year Annual ...................................$5,250
(annual + 5% technology fee)
City of Arlington
Council Agenda Bill
Item:
WS #4
Attachment
D
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Citizens’ Salary Review Commission Decision
ATTACHMENTS:
Citizens’ Salary Review Commission 2017 Decision as filed with City Clerk on April 24, 2017
Summary of Citizens’ Salary Review Commission 2017 Decision
Minutes from the March 29, 2017 Citizens’ Salary Review Commission Meeting
Minutes from the April 12, 2017 Citizens’ Salary Review Commission Meeting
DEPARTMENT OF ORIGIN
City Clerk; Contact Kristin Banfield, 360‐403‐3444
EXPENDITURES REQUESTED: Additional $15,050 in 2017
BUDGET CATEGORY: General Fund – Legislative and Executive
BUDGETED AMOUNT: $50,400 – legislative salaries; $18,000 – Mayor
salary
LEGAL REVIEW:
DESCRIPTION:
The City of Arlington’s Citizens’ Salary Review Commission has completed its work for 2017 and
filed its compensation decision with the Arlington City Clerk. The notice specifies changes to the
Mayor and Council salaries and per diem reimbursements on June 1, 2017, January 1, 2018, and
January 1, 2019. The Arlington Citizens’ Salary Review Commission will meet again in 2019.
HISTORY:
The Arlington City Council established the Citizens’ Salary Review Commission in January 2015 to
set the salaries and per diem reimbursements for the city’s elected officials. Since its formation, the
Commission has focused its work on basing salaries and per diem reimbursement of elected officials
on realistic standards so that elected officials of the city may be paid according to the duties of their
offices, and so that citizens of the highest quality may be attracted to public service.
ALTERNATIVES:
No alternatives. By code, the decision of the Citizens’ Salary Review Commission is final and binding.
RECOMMENDED MOTION:
No action of the City Council is required. By code, the decision of the Citizens’ Salary Review
Commission is final and binding.
MEMO
From: Citizen Salary Commission
To: Kristin Banfield, City Clerk
Date: April 17, 2017
Re: Mayor and Council Compensation
On Wednesday, April 12, 2017, the Citizen Salary Commission approved the following
changes to the Mayor and City Council compensation.
Effective June 1, 2017:
Mayor’s salary shall be increased to $2,250 per month
City Council member meetings and workshop compensation, up to four per month, shall be
increased to $200
Effective January 1, 2018:
Mayor regional meetings expense reimbursement: $125
Mayor non‐regional meetings expense reimbursement: $100
Mayor meeting expense reimbursement to be capped at a maximum of 25 meetings per
month.
City Council expense reimbursement unchanged. Meetings expense reimbursement to be
capped at a maximum of 10 meetings per month.
Effective January 1, 2019:
City Council expense reimbursement unchanged. Meeting expense reimbursement to be
capped at a maximum of 12 meetings per month.
Regional meeting definitions remain the same as outlined in AMC 2.04.027.
SUMMARY OF 2017 CITIZENS’ SALARY COMMISSION CHANGES
Current 6/1/17 1/1/18 1/1/19
Mayor salary $1,500/month $2,250 No change No change
Mayor regional
meetings
$75 each No change $125 each No change
Mayor non‐
regional meetings
$50 each No change $100 each No change
Mayor
compensable
meetings,
maximum
20 No change 25 No change
Council Arlington
meetings and
workshops, up to
4 per month
$150 $200 No change No change
Council regional
meetings
$75 No change No change No change
Council non‐
regional meetings
$50 No change No change No change
Council
compensable
regional and non‐
regional
meetings,
maximum
8 No change 10 12
List of meetings eligible for regional reimbursement:
National League of Cities
Association of Washington
Cities
Snohomish County Cities
Snohomish County
Tomorrow
Meetings in Olympia which
address issues with
legislature, governor, state
departments and boards
Economic Alliance
Snohomish County
Puget Sound Regional
Council
Meetings with Snohomish
County personnel or elected
officials
Mayors’ Association
Community Transit
Snohomish County
Committee for Improved
Transportation
DRAFT
Page 1 of 2
2nd Floor Arlington City Hall
238 N Olympic Avenue
March 29, 2017
Commission members Present: Chad Clay, Austin DeFreece, Steve Maisch, Sherri McCarthy
(by phone), and Christopher St. John
Commission Members Absent: None
Staff Present: Heather Logan and Kristin Banfield.
Commissioner Clay called the meeting to order at 6:30 pm and self‐introductions of those
present followed.
By consensus, Commissioner Clay was selected as chair of the Commission.
City Clerk Kristin Banfield reviewed the materials included in the Commissioner’s
notebooks. The materials included the contact list for the commission members and staff
support, the Citizens’ Salary Review Commission decision from 2015, information from
Municipal Research Services Center (MRSC) on city and town forms of government, 2016
Mayor and City Council salary data from Association of Washington Cities (AWC), and
chapters 3‐6 of the Mayor & Councilmember Handbook published by AWC and MRSC.
Administrative Services Director Heather Logan provided information about the Citizens’
Salary Revision Commission decision making process in 2015. Commissioners Clay and
McCarthy also provided input as to the events and discussions leading to the prior
Commission’s decision.
Commissioner DeFreece inquired about any restrictions the Commissioners may have on
gathering information to help make their decision. Ms. Logan confirmed that any
information they gather is acceptable, but be aware of the sources from which the material
is obtained. In the alternative, if the commission has specific information they would like to
receive, Ms. Banfield can do the legwork.
Discussion followed on the definition of a meeting under the City’s municipal code, the
information collected and provided for the 2015 decision, and the process the prior
commission undertook to make a decision.
The commissioners requested to receive copies of the minutes from 2015, Arlington
Municipal Code 2.04 effective January 1, 2015, Arlington Municipal Code 2.04 effective
March 29, 2017, the last two years of payroll and reimbursement data for the mayor and
Minutes of the Arlington
Citizens’ Salary Review Commission
Minutes of the Citizens Salary Review Commission March 29, 2017
Page 2 of 2
Council, and the per diem meeting reimbursement submittals (without the attached
agendas).
Commissioner Clay noted that the 2015 decision was based on the desire to incentivize
Council members and the Mayor to participate in regional meetings. There was a significant
amount of work to develop the definition of a “meeting” for per diem reimbursement.
Commissioner DeFreece stated that the current system seems to work well and our focus
should be on enticing talented members of our community to serve as Mayor or on the
Council to attain as much investment in Arlington and impact our short and long‐term
goals.
Commissioner Clay inquired if the Commission needs to consider any budget constraints.
Ms. Logan responded that the Commission’s job is to set the salaries for the City Council
and Mayor; it is the City staff’s job to figure out how to appropriately budget for the
salaries.
Commissioner Maisch inquired if it means something different if the Mayor attends a
particular meeting versus a Councilmember. Discussion followed. Commissioner McCarthy
inquired if some additional data would be of interest to the other commisisoners, such as
crime rates, assessed values, sales tax generation, and general fund budgets for our
comparable cities. The commission was also interested in what was forecast in the 2018
General Fund budget for Mayor and City Council salaries.
The Commission set their next meeting on Wednesday, April 12, 2017 at 6:30 p.m.
Commissioner McCarthy will again attend the meeting by telephone.
With no further business to consider, the meeting was adjourned at 7:35 pm.
____________________________
Chad Clay, Chair
DRAFT
Page 1 of 3
2nd Floor Arlington City Hall
238 N Olympic Avenue
April 12, 2017
Commission members Present: Chad Clay, Austin DeFreece, Steve Maisch, Sherri McCarthy
(by phone), and Christopher St. John
Commission Members Absent: None
Staff Present: Heather Logan and Kristin Banfield.
Commissioner Clay called the meeting to order at 6:44 pm.
City Clerk Kristin Banfield reviewed the materials emailed to the Commissioners after the
last meeting. These items included: minutes from 2015, Arlington Municipal Code 2.04
effective January 1, 2015, Arlington Municipal Code 2.04 effective March 29, 2017, the last
two years of payroll and reimbursement data for the mayor and Council, and the per diem
meeting reimbursement submittals.
Commissioner Clay inquired where the Commission would like to start. Commissioner
DeFreece noted the volume of materials provided over the last month is an impressive
amount of information to review and digest. Commissioner Maisch commented that
focusing on a percentage increase is risky, given the low dollar values at play.
Commissioner St. John stated a good place to start might be looking at the rate of inflation
over the past few years and whether that has been accounted for. Commissioners Maisch
and McCarthy both noted that the City Council does not have city provided health
insurance, like a lot of other jurisdictions provide. That was dispensed with in 2011 and
needs to be taken into consideration.
Administrative Services Director Heather Logan mentioned that the prior Commission took
a piece work approach to compensation for the Mayor and Council whereby if the person
does the work, they receive the compensation.
Commissioner McCarthy shared the details of her recent conversation with one of the City’s
Councilmembers regarding the work as a Councilmember. That Councilmember shared
that the large majority that become a member of the Council do so for the love of Arlington
and the desire to make a difference in the community.
Commissioner Maisch expressed that after reviewing all the materials, especially the sheets
with all of the meetings attended by the Mayor and Councilmembers, that you get the
Minutes of the Arlington
Citizens’ Salary Review Commission
Minutes of the Citizens Salary Review Commission April 12, 2017
Page 2 of 3
feeling that the Mayor and Council are being taken advantage of. They donate a significant
amount of time, with incredible results for the community, for very little compensation.
Commissioner Clay asked if anyone had any proposals to make at this time.
City Council Compensation
Commissioner Maisch suggested that each Council meeting and workshop attendance be
increased by $50 for the City Councilmembers. Commissioner St. John and Commissioner
DeFreece suggested that the maximum number of meetings that receive expense
reimbursement each month be increased from eight to 10. Discussion followed. It was
suggested that this element take effect June 1, 2017.
Commissioner DeFreece suggested that the maximum number of meetings that receive
expense reimbursement each month be increased from eight to 10, effective January 1,
2018. He continued that the maximum Council expense reimbursement received each
month be increased from 10 to 12, effective January 1, 2019.
Mayor Compensation
Multiple proposals regarding the Mayor’s compensation were made including:
Increase of the base salary from the current $1,500 per month to $2,000 per month
Increase of the base salary from the current $1,500 per month to $2,500 per month
Increase of the base salary from the current $1,500 per month to $1,700 per month
Increase of the base salary from the current $1,500 per month to $2,250 per month
A proposal was made to increase the maximum number of meetings that receive expense
reimbursement be increased from 20 to 25 and that the compensation for regional
meetings be increased from $75 to $125 and that the compensation for non‐regional
meetings be increased from $50 to $100.
Extensive discussion on the City Council and Mayor compensation proposals was had
including the differences in the role and scope of work of a Mayor and a Councilmember,
what the increase of these proposals would mean dollar‐wise and percentage‐wise, and the
desire to keep the formula set by the prior commission that incentivizes involvement.
Commissioner DeFreece moved to increase the City Council member meetings and
workshop compensation, up to four per month, to $200, effective June 1, 2017; to leave the
City Council expense reimbursement unchanged and increase the City Council meetings
expense reimbursement cap at a maximum of 10 meetings per month, effective January 1,
2018; and to leave the City Council expense reimbursement unchanged and increase the
City Council meetings expense reimbursement cap at a maximum of 12 meetings per
month, effective January 1, 2019. Commissioner Maisch seconded the motion which passed
unanimously.
Commissioner DeFreece moved to increase the Mayor’s monthly salary to $2,250 per
month, effective June 1, 2017; to increase the Mayor expense reimbursement for regional
meetings to $125, to increase the Mayor expense reimbursement for non‐regional meetings
Minutes of the Citizens Salary Review Commission April 12, 2017
Page 3 of 3
to $100, and increase the Mayor meetings expense reimbursement cap at a maximum of 25
meetings per month, effective January 1, 2018. Commissioner Maisch seconded the motion
which passed 4‐1.
The Commission Chair directed the City Clerk to prepare the decision in a memo format,
similar to the memo submitted in 2015. The Commission will review the decision as
prepared by the City Clerk to determine if there is a need for any additional follow up
meetings.
With no further business to consider, the meeting was adjourned at 8:44 pm.
____________________________
Chad Clay, Chair
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
E
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Bid Award, Grant Acceptance, and Construction Management Services – Taxiway Charlie
ATTACHMENTS:
Bid Results, Construction Contract, Commission Resolutions, Const. Mgmt. Contract, and Scope of
Work.
DEPARTMENT OF ORIGIN
Airport – Contact Director Dave Ryan, 360‐403‐3474
EXPENDITURES REQUESTED: Amount Not to Exceed $700,000
BUDGET CATEGORY: CIP Fund
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
The Taxiway Charlie Lighting & Signing Improvements Project involves installing taxiway edge
lighting and lighted signs along the entire length of Taxiway Charlie on the west side of the airport.
Lighting the taxiway will provide a higher level of safety for aircraft operating at the airport during
nighttime and low visibility conditions and is eligible for FAA and WSDOT grant funding.
The City advertised the project in the Builders Exchange and Daily Journal on April 18th.
Colvico Inc. came in as the low bidder for construction at $520,309.55. Staff contacted references for
the contractor and the references were complimentary of their work. Staff is requesting that City
Council authorize the Mayor to sign the contract with Colvico Inc. in the amount not to exceed
$520,309.55 (pending FAA and WSDOT grant offers.)
Staff is also requesting the City Council authorize the Mayor and City Attorney to sign the WSDOT
Airport Aid Grant Offer and FAA Grant offer subject to grant award for the Taxiway Charlie Lighting
& Signing Improvements Project. We expect to receive both grant awards in the months of June and
July.
Finally, staff is requesting Council approve a construction management contract with WHPacific
(pending FAA approval and an Independent Fee Estimate that is within FAA guidelines not to exceed
$122, 462.00.)
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
E
HISTORY:
Airport staff has submitted a grant to the FAA to request 90% of the project be funded by the FAA
AIP Program. Staff has budgeted $700,000 for the project. Though it is likely that the FAA will
provide 90% funding for the construction and construction management services, payment by the
FAA is made on a reimbursement basis, so the airport will need to pay 100% of the expenses first.
The airport currently has $700,000.00 budgeted for this project with additional money in our CIP
account. This will provide enough funds for the airport to pay the invoices initially and then
immediately apply for reimbursement from the FAA. Airport staff has also applied for a WSDOT
Aviation grant for up to half of the airport’s match on the project or 5%. After applying all grant
funding, the Arlington Municipal Airport will only be paying approximately $33,000.00 for this
project totaling some $645,271.55.
The Airport Commission approved the contract with Colvico Inc. for the Taxiway Charlie Lighting &
Signing Improvements Project in an amount not to exceed $520,309.55 as well as accepting a
resolution for the WSDOT grant funding at their May 9th, 2017 meeting.
ALTERNATIVES:
Approve Staff’s Recommendation with Modifications
Deny Staff’s Recommendation
Table Staff’s Recommendation
RECOMMENDED MOTION:
Workshop; discussion only. At the June 5, 2017 meeting, the recommended motions will be:
I move to authorize the Mayor to sign the contract with Colvico Inc. in the amount not to exceed
$520,309.55 (pending FAA and WSDOT grant offers.)
I also move to authorize the Mayor and City Attorney to sign the WSDOT Airport Aid Grant offer and
FAA Grant offer subject to grant award for the Taxiway Charlie Lighting & Signing Improvements
Project.
I also move for Council to authorize the Mayor to sign a construction management contract with
WHPacific (pending FAA approval and an Independent Fee Estimate that is within FAA guidelines
not to exceed $122, 462.00.)
MEMO
City of Arlington
Airport
To: City Council
From: Lorene Robinson, Airport Operations Specialist
Date: June 5, 2017
Subject: Taxiway Charlie Lighting & Signing Improvements Project
ISSUE:
The Taxiway Charlie Lighting & Signing Improvements Project involves installing 4
lighted signs and taxiway edge lighting along the entire length of Taxiway Charlie on
the west side of the airport. Taxiway Charlie is the primary taxiway for the airport
serving the west side flightline area.
DISCUSSION & ANALYSIS:
The City advertised the project in the Builders Exchange and Daily Journal on April
18th. The five bids are shown below. All amounts shown include sales tax.
Contractor Name Bid Amount
* Colvico Inc.
** Sail Electric Inc.
MD Marine Electric
Deco/Dutton Electric Co.
Burke Electric LLC
*Corrected bid amount
Colvico Inc came in as the low bidder at $520,309.55. Staff contacted references for the
contractor and the references were complimentary of their work.
ALTERNATIVES:
Approve Staff’s Recommendation with Modifications
Table Staff’s Recommendation
Deny Staff’s Recommendation
MEMO
City of Arlington
Airport
RECOMMENDATION:
Staff recommends the City Council approve a contract for the Taxiway Charlie Lighting
& Signing Improvements Project with Colvico Inc in the amount of $520,309.55.
P02.405.2
CONSTRUCTION CONTRACT
THIS CONTRACT, dated this day of , 20 , is by and between the City of
Arlington, a municipal corporation of the State of Washington, hereinafter referred to as the CITY, and
Colvico Inc. referred to as the CONTRACTOR.
WHEREAS, the City desires a Taxiway C Lighting System, and WHEREAS, the Contractor is
qualified, willing and able to perform the necessary work.
NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, to
be kept, performed and fulfilled by the respective parties thereto, and other valuable considerations, it is
mutually agreed as follows:
1.0
SERVICE BY CONTRACTOR
Contractor agrees to perform the services described in the following project specification 2017
Taxiway C Lighting and Signing Improvements Project. These documents are on file with the Project
Manager, a copy is held by the contractor, and by this reference incorporated herein.
2.0
TIME OF COMPLETION
All work under this Agreement is to be done within 60 Calendar days from the Notice-to-
Proceed, starting no later than 10-calendar days from the date of notice to proceed.
3.0
RESPONSIBILITY OF CONTRACTOR
3.1 Safety Contractor shall take all necessary precautions for the safety of employees on the work
and shall comply with all applicable provisions of Federal, State and municipal safety laws and building
codes. Contractor shall erect and properly maintain, at all times, as required by the conditions and
progress of the work, all necessary safeguards for protection of workmen and the public; shall post danger
signs warning against known or unusual hazards.
3.2 Warranty The Contractor shall be responsible for correcting all defects in workmanship and
material within one year after acceptance of this work. When corrections of defects are made, Contractor
shall be responsible for correcting all defects in workmanship and/or materials in the corrected work for
one year after acceptance of the corrections by the City. The Contractor shall start work to remedy such
defects within seven (7) days of mailing notice of discovery thereof by the City and shall complete such
work within a reasonable time. In emergencies where damage may result from delay or where loss of
services may result, such corrections may be made by the City, in which case the cost shall be borne by
the Contractor. In the event the Contractor does not accomplish corrections at the time specified, the
work will be otherwise accomplished and the cost of same shall be paid by Contractor.
The Contractor shall be liable for any costs, losses, expenses or damages including
consequential damages suffered by the City resulting from defects in the Contractor’s work including, but
not limited to, cost of materials and labor extended by the City in making emergency repairs and cost of
engineer, inspection and supervision by the City. The Contractor shall hold the City harmless from any
and all claims which may be made against the City as a result of any defect work and the Contractor shall
defend any such claim at his own expense. Where materials or procedures are not specified in the
contract, the City relies on the professional judgment of the Contractor to make appropriate selections.
3.3. Prevailing Wages Contractor shall comply with every provision of Chapter 39.12 of the Revised
Code of Washington and Davis Bacon wage rates, paying the higher of the two for like labor categories.
City of Arlington P02.405.2
Arlington Municipal Airport Contract Taxiway C Lighting and Signing Project
1
3.4. Non-discrimination Contractor will not discriminate against any employee or applicant for
employment because of race, creed, color, sex, age, national origin, marital status, physical or other motor
handicap, unless based upon a bonfide occupational qualification.
3.5 Employment Any and all employees of the Contractor while engaged in the performance of any
work or services required by the Contractor under this agreement, shall be considered employees of the
Contractor only and not of the City and any and all claims that may or might arise under the Worker's
Compensation Act on behalf of said employees, while so engaged and any and all claims made by a third
party as consequence of any negligent act or omission on the part of the Contractor's employees, while so
engaged on any of the work or services provided or rendered herein, shall be the sole obligation and
responsibility of the Contractor.
The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the
performance of this contract. The contractor shall carry out applicable requirements of 49 CFR Part 26 in the
award and administration of DOT assisted contracts. Failure by the contractor to carry out these
requirements is a material breach of this contract, which may result in the termination of this contract or such
other remedy, as the recipient deems appropriate, which may include, but is not limited to: (1) Withholding
monthly progress payments; (2) Assessing sanctions; (3) Liquidated damages; and/or (4) Disqualifying the
contractor from future bidding as non-responsible.
4.0
SUBCONTRACTOR RESPONSIBILITY
4.1 The Contractor shall include the language of this section in each of its first tier subcontracts, and
shall require each of its subcontractors to include the same language of this section in each of their
subcontracts, adjusting only as necessary the terms used for the contracting parties. The requirements of
this section apply to all subcontractors regardless of tier.
At the time of subcontract execution, the Contractor shall verify that each of its first tier subcontractors meets
the following bidder responsibility criteria:
1. Have a current certificate of registration as a contractor in compliance with chapter 18.27 RCW, which
must have been in effect at the time of subcontract bid submittal;
2. Have a current Washington Unified Business Identifier (UBI) number;
3. If applicable, have:
a. Industrial Insurance (worker’s compensation) coverage for the subcontractor’s employees
working in Washington, as required in Title 51 RCW;
b. A Washington Employment Security Department number, as required in Title 50 RCW;
c. A Washington Department of Revenue state excise tax registration number, as required in Title
82 RCW;
d. An electrical contractor license, if required by Chapter 19.28 RCW;
e. An elevator contractor license, if required by Chapter 70.87 RCW.
4. Not be disqualified from bidding on any public works contract under RCW 39.06.010 or 39.12.065(3).
5.0
COMPENSATION
5.1 The City shall pay the Contractor for the services identified in this contract the total amount of
Five hundred twenty thousand, three hundred and nine dollars, and fifty-five cents ($520,309.55)
(includes tax). Contractor shall submit monthly, for the City’s acceptance, a written Contract Project
Estimate setting forth the quantities of work satisfactorily performed to date, and an invoice covering the
contract price applicable to the work, unless otherwise directed, The City will, within 30 days after receipt
of acceptable Contractor’s estimate and invoice, pay the Contractor the accepted progress invoice less
actual accumulated amount previously paid.
City of Arlington P02.405.2
Arlington Municipal Airport Contract Taxiway C Lighting and Signing Improvements
2
5.2 The City shall have the right to withhold payment to Contractor for any work not completed in a
satisfactory manner until such time as Contractor modifies such work so that the same is satisfactory.
6.0
CITY'S RIGHT TO TERMINATE CONTRACT
6.1 The City may terminate the contract upon the occurrence of any one or more of the events hereafter
specified:
a. If the Contractor should be adjudged bankrupt.
b. If the Contractor should make a general assignment of benefit of his creditors.
c. If a receiver should be appointed on the account of insolvency of the Contractor.
d. If Contractor should persistently or repeatedly refuse or fail to supply a sufficient number of
properly skilled workmen or proper materials for completion of the work.
e. If the Contractor shall fail to complete the work within the time specified in the contract.
f. If the Contractor shall fail to make a prompt payment to subcontractors or for material or
labor.
g. If Contractor should persistently disregard laws, ordinances or regulations of Federal, State
or municipal agencies or subdivisions thereof.
h. If Contractor should persistently disregard instructions of Management, or otherwise be
guilty of a substantial violation of the contract.
6.2 This contract Agreement, and any amendments or extensions to said Agreement may be terminated
for any reason not previously identified by either party by giving ten (10) days written notice to the other party.
In the event that the contract is terminated by the City, Contractor shall not be entitled to receive any further
balance of the amount to be paid under this contract until the work shall have been fully finished. At such
time, if the unpaid balance of the amount to be paid under this contract exceeds the expense incurred by the
City in finishing the work, all of the damages sustained or which may be sustained by reason of such refusal,
neglect, failure of discontinuance of employment, such excess shall be paid by the City to Contractor. If such
expense and damages shall exceed the unpaid balance, Contractor and his surety and each thereof shall be
jointly and severally liable therefore to City and shall pay the difference to the City. Such expense and
damage shall include all legal costs incurred by the City in employment of attorneys to protect the rights and
interests of the City under the contract; provided such legal costs shall be reasonable.
7.0
OWNERSHIP OF DOCUMENTS
7.1 On payment to the Contractor by the City of all compensation due under this Agreement all finished
or unfinished documents and material prepared by the Contractor with funds provided by this Agreement
shall become the property of the City and shall be forwarded to the City at its request.
7.2 Any records, reports, information, data or other documents or materials given to or prepared or
assembled by the Contractor under this Agreement will be kept as confidential and shall not be made
available to any individual or organization by the Contractor without prior written approval of the City or by
court order.
8.0
CLAIMS
8.1 Any claim against the City for damages, expenses, costs or extras arising out of the performance of
the contract must be made in writing to the City within thirty (30) days after the discovery of such damage,
and in no event later than the time of approval by owner of final payment. Contractor, upon making
applications for final payment, shall be deemed to have waived this right to claim for any other damages for
which claim has not been made, unless such claim for final payment includes notice of additional claim and
fully describes the alleged damage.
City of Arlington P02.405.2
Arlington Municipal Airport Contract Taxiway C Lighting and Signing Improvements
3
9.0
ASSIGNMENT
9.1 This Agreement may not be assigned or otherwise transferred by the parties hereto without the
written consent of the other party.
10.0
MODIFICATION
10.1 No change, alteration, modification or addition to the Agreement will be effective unless it is in writing
and properly signed by all parties thereto.
11.0
HOLD HARMLESS
11.1 Contractor shall hold the City and its officers, agents and employees harmless, from all suits, claims
or liabilities of any nature, including attorney's fees, costs and expenses for or on account of injuries or
damages sustained by any persons or property resulting in whole or in part from negligent activities or
omissions of the Contractor, its agents or other renumeration for services; and if a suit in respect to the
above be filed, the Contractor shall appear and defend the same at its own cost and expense, and if
judgment is rendered or settlement made requiring payment of damages by the City, which damages are
based in whole or in part on the negligent activities or omissions of the Contractor, its agents or employees,
the Contractor shall pay same.
12.0
INSURANCE
Contractor shall procure and maintain, for the duration of this Agreement, insurance against claims for the
injuries to persons or damages to property which may arise from or in connection with the performance of the
work thereunder by the Contractor, his agent, representatives, employees or subcontractors. The cost of
such insurance shall be paid by the Contractor.
12.1 Insurance Term
The Contractor shall procure and maintain insurance, as required in this Section, without interruption from
commencement of the Contractor’s work through the term of the contract and for thirty (30) days after the
Physical Completion date, unless otherwise indicated herein.
12.2 No Limitation
Contractor’s maintenance of insurance, its scope of coverage and limits as required herein shall not be
construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise
limit the City’s recourse to any remedy available at law or in equity.
12.3 Minimum Scope of Insurance
Contractor’s required insurance shall be of the types and coverage as stated below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles.
Coverage shall be at least as broad as Insurance Services Office (ISO) form CA 00 01.
2. Commercial General Liability insurance shall be as least at broad as ISO occurrence form CG 00
01 and shall cover liability arising from premises, operations, independent contractors, products-
completed operations, stop gap liability, personal injury and advertising injury, and liability
assumed under an insured contract. The Commercial General Liability insurance shall be
endorsed to provide a per project general aggregate limit using ISO form CG 25 03 05 09 or an
equivalent endorsement. There shall be no exclusion for liability arising from explosion, collapse
or underground property damage. The City shall be named as an additional insured under the
Contractor’s Commercial General Liability insurance policy with respect to the work performed for
City of Arlington P02.405.2
Arlington Municipal Airport Contract Taxiway C Lighting and Signing Improvements
4
the City using ISO Additional Insured endorsement CG 20 10 10 01 and Additional Insured-
Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing at
least as broad coverage.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
12.4 Minimum Amounts of Insurance. Contractor shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property
damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each
occurrence, $2,000,000 general aggregate and $2,000,000 products-completed operations
aggregate limit.
12.5 City Full Availability of Contractor Limits
If the Contractor maintains higher insurance limits than the minimums shown above, the City shall be
insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by
the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those
required by this contract or whether any certificate of insurance furnished to the City evidences limits of
liability lower than those maintained by the Contractor.
12.6 Other Insurance Provision
The Contractor’s Automobile Liability and Commercial General Liability insurance policies are to contain,
or be endorsed to contain that they shall be primary insurance as respect the City. Any insurance, self-
insurance, or self-insured pool coverage maintained by the City shall be excess of the Contractor’s
insurance and shall not contribute with it.
12.7 Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII.
12.8 Verification of Coverage
Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements,
including but not necessarily limited to the additional insured endorsements, evidencing the insurance
requirements of the Contractor before commencement of the work. Upon request by the City, the
Contractor shall furnish certified copies of all required insurance policies, including endorsements,
required in this contract and evidence of all subcontractors’ coverage.
12.9 Subcontractors’ Insurance
The Contractor shall cause each and every Subcontractor to provide insurance coverage that complies
with all applicable requirements of the Contractor-provided insurance as set forth herein, except the
Contractor shall have sole responsibility for determining the limits of coverage required to be obtained by
Subcontractors. The Contractor shall ensure that the City is an additional insured on each and every
Subcontractor’s Commercial General liability insurance policy using an endorsement at least as broad as
ISO Additional Insured endorsement CG 20 38 04 13.
12.10 Notice of Cancellation
The Contractor shall provide the City and all Additional Insureds for this work with written notice of any
policy cancellation within two business days of their receipt of such notice.
12.11 Failure to Maintain Insurance
Failure on the part of the Contractor to maintain the insurance as required shall constitute a material
breach of contract, upon which the City may, after giving five business days’ notice to the Contractor to
City of Arlington P02.405.2
Arlington Municipal Airport Contract Taxiway C Lighting and Signing Improvements
5
correct the breach, immediately terminate the contract or, at its discretion, procure or renew such
insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid
to the City on demand, or at the sole discretion of the City, offset against funds due the Contractor from
the City.
12.12 Asbestos Or Hazardous Materials Abatement Work If asbestos abatement or hazardous
materials work is performed, Contractor shall review coverage with the City’s Airport Manager and provide
scope and limits of coverage that are appropriate for the scope of work. No asbestos abatement work will be
performed until coverage is approved by Airport Manager.
13.0
INDEPENDENT CONTRACTOR
13.1 Contractor is and shall be at all times during the term of this Agreement an independent contractor.
14.0
GOVERNING LAW AND VENUE
14.1 This Agreement shall be governed by the law of the State of Washington. Venue for any action
between the City and the Contractor, which action arises out of or in connection with this Agreement is
situate.
15.0
ATTORNEY’S FEES
14.2 In the event suit or action be instituted to enforce any of the terms or conditions of this Agreement,
the losing party shall pay to the prevailing party, in addition to the costs and disbursements allowed by
statute, such sum as the court may adjudge reasonable as attorney's fees in such suit or action, in both trial
and appellate courts.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date first above written.
CITY OF ARLINGTON, WASHINGTON: CONTRACTOR:
By By
Mayor Barbara Tolbert
City of Arlington P02.405.2
Arlington Municipal Airport Contract Taxiway C Lighting and Signing Improvements
6
RESOLUTION NO. 2017-________
A RESOLUTION OF THE CITY OF ARLINGTON, WASHINGTON AIRPORT
COMMISSION CORRECTING A BID ON THE 2017 TAXIWAY C LIGHTING & SIGNING
IMPROVEMENTS PROJECT AND FINDING COLVICO INC.
TO BE THE APPARENT LOW BIDDER
WHEREAS, the City of Arlington/Arlington Municipal Airport has solicited bids for a
project known as the Taxiway C Lighting and Signing Improvements Project (hereinafter the
“Project”); and
WHEREAS, the apparent low bidder on the project, Colvico, Inc. was qualified to submit
bids based on materials it submitted to the City on or about May 9, 2017; and
WHEREAS, the bid submitted contains errors and the Airport Commission wishes to
correct the bid of Colvico, Inc. (hereinafter “Colvico”);
NOW, THEREFORE, the Arlington Airport Commission of the City of Arlington,
Washington do hereby resolve as follows:
1. The Airport Commission finds as follows:
a. The City of Arlington has sought qualified contractors to bid on the
Project;
b. Bids were due on May 9, 2017;
c. The bid specifications stated that “The Bidder agrees that the unit prices
represent a true measure of the labor and materials required to perform the
work, including all allowances for overhead and profit for each type and
unit of work called for in these Contract Documents. The amounts shall
be shown in both words and figures. In case of a discrepancy, the amount
shown in words shall govern; in the case of a discrepancy between unit
prices and extensions, the unit prices shall govern.” In addition, the bid
specifications authorized the City to reject bids, to waive irregularities and
informalities in the bid process.
d. Colvico submitted a bid which contained mathematical errors in the
extension of unit prices, which resulted in their bid amount being revised
per the bid specifications from $521,959.99 to $520,309.55, including
base bid and taxes.
e. The Airport Commission finds that Colvico’s bid must be re-calculated
based on the bid specifications as set forth above, and as a result Colvico
is the apparent low bidder for the project in the amount of $520,309.55.
2. Based on the foregoing findings, the Airport Commission hereby finds that the
bid submitted by Colvico Inc. for the 2017 Taxiway C Lighting and Signing
Improvements Project is hereby corrected, and based on that corrected bid in the
total amount of $520,309.55, including the base bid plus taxes, Colvico Inc. is
declared to be the “apparent low bidder” for purposes of awarding the bid on that
project.
APPROVED by the Airport Commission of the City of Arlington this 9th day of May,
2017.
CITY OF ARLINGTON
____________________________________
Don Munson, Chairperson
APPROVED AS TO FORM:
__________________________________
Steven J. Peiffle, City Attorney
RESOLUTION 2017-___________
RESOLUTION NO. 2017-________
A RESOLUTION OF THE CITY OF ARLINGTON, WASHINGTON AIRPORT
COMMISSION REJECTING A BID ON THE 2017 TAXIWAY C LIGHTING & SIGNING
IMPROVEMENTS PROJECT AND FINDING SAIL ELECTRIC, INC.
NOT TO BE THE LOWEST RESPONSIBLE BIDDER
WHEREAS, the City of Arlington/Arlington Municipal Airport has solicited bids for a
project known as the Taxiway C Lighting and Signing Improvements Project (hereinafter the
“Project”); and
WHEREAS, the apparent low bidder on the project, Sail Electric, Inc. was qualified to
submit bids based on materials it submitted to the City on or about May 9, 2017; and
WHEREAS, the bid submitted contains errors and the Airport Commission wishes to
declare the bid of Sail Electric Inc. (hereinafter “Sail”) as not being the “lowest responsible bid”
within the meaning of RCW 35.52.352;
NOW, THEREFORE, the Arlington Airport Commission of the City of Arlington,
Washington do hereby resolve as follows:
1. The Airport Commission finds as follows:
a. The City of Arlington has sought qualified contractors to bid on the
Project;
b. Bids were due on May 9, 2017;
c. Sail Electric submitted a bid which contained a discrepancy in line A15 of
the Schedule of Prices, which listed a unit price for “No. 8 AWG 5 kV, L-
824, Type C Cable” of $1.20 per linear foot, but also listed the price in
words as “Two Dollars and Twenty Cents LF”. In addition, the extension
of computed price for Line A15 was $29,370.00, which is neither a correct
extension of the unit price as stated in either words or figures.
d. The bid specifications stated that “The Bidder agrees that the unit prices
represent a true measure of the labor and materials required to perform the
work, including all allowances for overhead and profit for each type and
unit of work called for in these Contract Documents. The amounts shall
be shown in both words and figures. In case of a discrepancy, the amount
shown in words shall govern; in the case of a discrepancy between unit
prices and extensions, the unit prices shall govern.”
e. The Airport Commission finds that Sail Electric Inc.’s bid must be re-
calculated based on the price as stated in words of “Two Dollars and
Twenty Cents LF”, and as a result Sail Electric Inc. is not the low bidder
for the project.
2. Based on the foregoing findings, the Airport Commission hereby declares that the
bid submitted by Sail Electric, Inc. for the 2017 Taxiway C Lighting and Signing
Improvements Project is hereby rejected, and Sail Electric, Inc. is declared not to
be the “lowest responsible bidder” for purposes of awarding the bid on that
project.
APPROVED by the Airport Commission of the City of Arlington this 9th day of May,
2017.
CITY OF ARLINGTON
____________________________________
Don Munson, Chairperson
APPROVED AS TO FORM:
__________________________________
Steven J. Peiffle, City Attorney
RESOLUTION 2017-___________
Taxiway Charlie Lighting & Signing Improvements Project
Project #P02.405.2
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into in duplicate this day of ,
2017, by and between the CITY OF ARLINGTON, a Washington municipal corporation,
hereinafter referred to as the "CITY" and WH Pacific, Inc._, hereinafter referred to as the
"SERVICE PROVIDER."
RECITALS:
WHEREAS, the CITY desires to have certain services and/or tasks performed as set forth
below requiring specialized skills and other supportive capabilities; and
WHEREAS, sufficient CITY resources are not available to provide such services; and
WHEREAS, the SERVICE PROVIDER represents that the SERVICE PROVIDER is
qualified and possesses sufficient skills and the necessary capabilities, including technical and
professional expertise, where required, to perform the services and/or tasks set forth in this
Agreement.
NOW, THEREFORE, in consideration of the terms, conditions, covenants, and
performance contained herein, the parties hereto agree as follows:
1. Scope of Services.
The SERVICE PROVIDER shall perform such services and accomplish such tasks, including the
furnishing of all materials and equipment necessary for full performance thereof, as are identified
and designated as SERVICE PROVIDER responsibilities throughout this Agreement and as
detailed in Exhibit "A" attached hereto and incorporated herein (the "Project").
3. Compensation and Method of Payment.
3.1 Payments for services provided hereunder shall be made following the
performance of such services, unless otherwise permitted by law and approved in
writing by the CITY.
3.2 No payment shall be made for any service rendered by the SERVICE PROVIDER
except for services identified and set forth in this Agreement.
3.3 The CITY shall pay the SERVICE PROVIDER for work performed under this
PROFESSIONAL SERVICES
AGREEMENT 1
Project #P02.405.2
Agreement as follows: SERVICE PROVIDER shall submit monthly invoices
detailing work performed and expenses for which reimbursement is sought.
CITY shall approve all invoices before payment is issued. Payment shall occur
within thirty (30) days of receipt and approval of an invoice.
3.4 City shall pay SERVICE PROVIDER for such services: (check one)
Hourly: $ per hour, plus actual expenses, but not to exceed a total of
$ without an amendment to the contract.
Fixed Sum: A total amount of $122 .
X Other: An hourly fee plus reimbursement of expenses per the scope of
work attached as Exhibit A, but not to exceed $122,462.00 for all work
performed and expenses incurred under this contract.
4. Reports And Inspections.
4.1 The SERVICE PROVIDER at such times and in such forms as the CITY may
require, shall furnish to the CITY such statements, records, reports, data, and
information as the CITY may request pertaining to matters covered by this
Agreement.
4.2 The SERVICE PROVIDER shall at any time during normal business hours and
as often as the CITY or State Auditor may deem necessary, make available for
examination all of its records and data with respect to all matters covered, directly
or indirectly, by this Agreement and shall permit the CITY or its designated
authorized representative to audit and inspect other data relating to all matters
covered by this Agreement. The CITY shall receive a copy of all audit reports
made by the agency or firm as to the SERVICE PROVIDER'S activities. The
CITY may, at its discretion, conduct an audit at its expense, using its own or
outside auditors, of the SERVICE PROVIDER'S activities which relate, directly
or indirectly, to this Agreement.
5. Independent Contractor Relationship.
5.1 The parties intend that an independent SERVICE PROVIDER/CITY relationship
will be created by this Agreement. The CITY is interested primarily in the results
to be achieved; subject to paragraphs herein, the implementation of services will
lie solely with the discretion of the SERVICE PROVIDER. No agent, employee,
servant or representative of the SERVICE PROVIDER shall be deemed to be an
employee, agent, servant or representative of the CITY for any purpose, and the
employees of the SERVICE PROVIDER are not entitled to any of the benefits the
CITY provides for its employees. The SERVICE PROVIDER will be solely and
Project #P02.405.2
entirely responsible for its acts and for the acts of its agents, employees, servants,
subcontractors or representatives during the performance of this Agreement.
5.2 In the performance of the services herein contemplated the SERVICE
PROVIDER is an independent contractor with the authority to control and direct
the performance of the details of the work, however, the results of the work
contemplated herein must meet the approval of the CITY and shall be subject to
the CITY'S general rights of inspection and review to secure the satisfactory
completion thereof.
6. Service Provider Employees/agents
The CITY may at its sole discretion require the SERVICE PROVIDER to remove any employee,
agent or servant from employment on this Project. The SERVICE PROVIDER may however
employ that (those) individual(s) on other non-CITY related projects.
7. Hold Harmless/Indemnification.
7.1 Consultant shall defend, indemnify and hold the City, its officers, officials,
employees and volunteers harmless from any and all claims, injuries, damages,
losses or suits including attorney fees, arising out of or resulting from the
negligent acts, errors or omissions of the Consultant in performance of this
Agreement.
7.2 No liability shall attach to the CITY by reason of entering into this Agreement
except as expressly provided herein.
8. Insurance.
The SERVICE PROVIDER shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the SERVICE PROVIDER, its
agents, representatives, or employees.
8.1 Minimum Scope of Insurance. SERVICE PROVIDER shall obtain insurance of
the types described below:
a. Automobile Liability insurance covering all owned, non-owned,
hired and leased vehicles. Coverage shall be written on Insurance Services
Office (ISO) form CA 00 01 or a substitute form providing equivalent
liability coverage. If necessary, the policy shall be endorsed to provide
contractual liability coverage.
b. Commercial General Liability insurance shall be written on ISO
occurrence form CG 00 01 and shall cover liability arising from premises,
operations, independent contractors and personal injury and advertising
Project #P02.405.2
injury. The City shall be named as an insured under the SERVICE
PROVIDER's Commercial General Liability insurance policy with respect
to the work performed for the City.
c. Workers' Compensation coverage as required by the Industrial
Insurance laws of the State of Washington.
d. Professional Liability insurance appropriate to the SERVICE
PROVIDER's profession.
8.2 Minimum Amounts of Insurance. SERVICE PROVIDER shall maintain the
following insurance limits:
a. Automobile Liability insurance with a minimum combined single
limit for bodily injury and property damage of $1,000,000 per accident.
b. Commercial General Liability insurance shall be written with
limits no less than $1,000,000 each occurrence, $2,000,000 general
aggregate.
c. Professional Liability insurance shall be written with limits no less
than $1,000,000 per claim and $1,000,000 policy aggregate limit.
8.3 Other Insurance Provisions. The insurance policies are to contain, or be endorsed
to contain, the following provisions for Automobile Liability, Professional
Liability and Commercial General Liability insurance:
a. The SERVICE PROVIDER's insurance coverage shall be primary
insurance as respects the City. Any insurance, self-insurance, or insurance
pool coverage maintained by the City shall be excess of the SERVICE
PROVIDER's insurance and shall not contribute with it.
b. The SERVICE PROVIDER's insurance shall be endorsed to state
that coverage shall not be cancelled by either party, except after thirty (30)
days prior written notice by certified mail, return receipt requested, has
been given to the City.
8.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A:VII.
8.5 Verification of Coverage. SERVICE PROVIDER shall furnish the City with
original certificates and a copy of the amendatory endorsements, including but not
necessarily limited to the additional insured endorsement, evidencing the
insurance requirements of the SERVICE PROVIDER before commencement of
the work.
9. Treatment of Assets.
Title to all property furnished by the CITY shall remain in the name of the CITY and the CITY
shall become the owner of the work product and other documents, if any, prepared by the
Project #P02.405.2
SERVICE PROVIDER pursuant to this Agreement.
10. Compliance with Laws.
10.1 The SERVICE PROVIDER, in the performance of this Agreement, shall comply
with all applicable federal, state or local laws and ordinances, including
regulations for licensing, certification and operation of facilities, programs and
accreditation, and licensing of individuals, and any other standards or criteria as
described in this Agreement to assure quality of services.
10.2 The SERVICE PROVIDER specifically agrees to pay any applicable business and
occupation (B & O) taxes which may be due on account of this Agreement.
11. Nondiscrimination.
11.1 The CITY is an equal opportunity employer.
11.2 Nondiscrimination in Employment. In the performance of this Agreement, the
SERVICE PROVIDER will not discriminate against any employee or applicant
for employment on the grounds of race, creed, color, national origin, sex, marital
status, age or the presence of any sensory, mental or physical handicap; provided
that the prohibition against discrimination in employment because of handicap
shall not apply if the particular disability prevents the proper performance of the
particular worker involved. The SERVICE PROVIDER shall ensure that
applicants are employed, and that employees are treated during employment
without discrimination because of their race, creed, color, national origin, sex,
marital status, age or the presence of any sensory, mental or physical handicap.
Such action shall include, but not be limited to: employment, upgrading, demotion
or transfers, recruitment or recruitment advertising, layoff or termination, rates of
pay or other forms of compensation, and programs for training including
apprenticeships. The SERVICE PROVIDER shall take such action with respect to
this Agreement as may be required to ensure full compliance with local, state and
federal laws prohibiting discrimination in employment.
11.3 Nondiscrimination in Services. The SERVICE PROVIDER will not discriminate
against any recipient of any services or benefits provided for in this Agreement on
the grounds of race, creed, color, national origin, sex, marital status, age or the
presence of any sensory, mental or physical handicap.
11.4 If any assignment and/or subcontracting has been authorized by the CITY, said
assignment or subcontract shall include appropriate safeguards against
Project #P02.405.2
discrimination. The SERVICE PROVIDER shall take such action as may be
required to ensure full compliance with the provisions in the immediately
preceding paragraphs herein.
12. Assignment/subcontracting.
12.1 The SERVICE PROVIDER shall not assign its performance under this
Agreement or any portion of this Agreement without the written consent of the
CITY, and it is further agreed that said consent must be sought in writing by the
SERVICE PROVIDER not less than thirty (30) days prior to the date of any
proposed assignment. The CITY reserves the right to reject without cause any
such assignment.
12.2 Any work or services assigned hereunder shall be subject to each provision of this
Agreement and proper bidding procedures where applicable as set forth in local,
state and/or federal statutes, ordinances and guidelines.
12.3 Any technical/professional service subcontract not listed in this Agreement, must
have express advance approval by the CITY.
13. Changes.
Either party may request changes to the scope of services and performance to be provided
hereunder, however, no change or addition to this Agreement shall be valid or binding upon
either party unless such change or addition be in writing and signed by both parties. Such
amendments shall be attached to and made part of this Agreement.
14. Maintenance and Inspection of Records.
14.1 The SERVICE PROVIDER shall maintain books, records and documents, which
sufficiently and properly reflect all direct and indirect costs related to the
performance of this Agreement and shall maintain such accounting procedures
and practices as may be necessary to assure proper accounting of all funds paid
pursuant to this Agreement. These records shall be subject at all reasonable times
to inspection, review, or audit, by the CITY, its authorized representative, the
State Auditor, or other governmental officials authorized by law to monitor this
Agreement.
14.2 The SERVICE PROVIDER shall retain all books, records, documents and other
material relevant to this agreement, for six (6) years after its expiration. The
SERVICE PROVIDER agrees that the CITY or its designee shall have full access
and right to examine any of said materials at all reasonable times during said
Project #P02.405.2
period.
15. Other Provisions.
If changes in state law necessitate that services hereunder be expanded, the parties shall negotiate
an appropriate amendment. If after thirty (30) days of negotiation, agreement can not be reached,
this Agreement may be terminated by the City no sooner than sixty (60) days thereafter.
16. Termination.
16.1 Termination for Convenience. The CITY may terminate this Agreement, in whole
or in part, at any time, by at least five (5) days written notice to the SERVICE
PROVIDER.
16.2 Termination for Cause. If the SERVICE PROVIDER fails to perform in the
manner called for in this Agreement, or if the SERVICE PROVIDER fails to
comply with any other provisions of the Agreement and fails to correct such
noncompliance within five (5) days written notice thereof, the CITY may
terminate this Agreement for cause. Termination shall be effected by serving a
notice of termination on the SERVICE PROVIDER setting forth the manner in
which the SERVICE PROVIDER is in default. The SERVICE PROVIDER will
only be paid for services performed in accordance with the manner of
performance set forth in this Agreement.
17. Notice.
Notice provided for in this Agreement shall be sent by certified mail to the addresses designated
for the parties on the last page of this Agreement.
18. Attorneys Fees and Costs.
If any legal proceeding is brought for the enforcement of this Agreement, or because of a
dispute, breach, default, or misrepresentation in connection with any of the provisions of this
Agreement, the prevailing party shall be entitled to recover from the other party, in addition to
any other relief to which such party may be entitled, reasonable attorney's fees and other costs
incurred in that action or proceeding.
19. Jurisdiction and Venue.
19.1 This Agreement has been and shall be construed as having been made and
delivered within the State of Washington, and it is agreed by each party hereto
that this Agreement shall be governed by laws of the State of Washington, both as
to interpretation and performance.
Project #P02.405.2
19.2 Any action of law, suit in equity, or judicial proceeding for the enforcement of
this Agreement or any provisions thereof, shall be instituted and maintained only
in any of the courts of competent jurisdiction in Snohomish County, Washington.
20. Severability.
20.1 If, for any reason, any part, term or provision of this Agreement is held by a court
of the United States to be illegal, void or unenforceable, the validity of the
remaining provisions shall not be affected, and the rights and obligations of the
parties shall be construed and enforced as if the Agreement did not contain the
particular provision held to be invalid.
20.2 If it should appear that any provision hereof is in conflict with any statutory
provision of the State of Washington, said provision which may conflict therewith
shall be deemed inoperative and null and void insofar as it may be in conflict
therewith, and shall be deemed modified to conform to such statutory provisions.
21. Entire Agreement.
The parties agree that this Agreement is the complete expression of the terms hereto and any oral
representations or understandings not incorporated herein are excluded. Further, any
modification of this Agreement shall be in writing and signed by both parties. Failure to comply
with any of the provisions stated herein shall constitute material breach of contract and cause for
termination Both parties recognize time is of the essence in the performance of the provisions of
this Agreement. It is also agreed by the parties that the forgiveness of the nonperformance of any
provision of this Agreement does not constitute a waiver of the provisions of this Agreement.
Project #P02.405.2
IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed
the day and year first hereinabove written.
CITY: SERVICE PROVIDER:
CITY OF ARLINGTON
Barbara Tolbert, Mayor
Attest:
Kristin Banfield, City Clerk
Exhibit A
Scope of Services
Arlington Municipal Airport
2017 Taxiway C Lighting and Signing Improvements Project
The City of Arlington (City) is the owner of the Arlington Municipal Airport located in Arlington,
Washington. The City has proposed an improvements project for FY 2017. The project proposes to complete
the following items of work:
Lighting and Signing Improvements
1) Install a new Medium Intensity Taxiway Edge Lighting system along Taxiway C utilizing LED
taxiway edge lights.
2) Remove existing retroreflective markers.
3) Extend the Medium Intensity Taxiway Edge Lighting system for connector Taxiways Cl-C4
and to taxi lanes connected to Taxiway C so that lights define the turn-radii.
4) Remove existing signs and install four new lighted LED signs on Taxiway C at its intersection
with Runway 34.
A tentative project schedule is included below:
Project Schedule
1 April 18th, 2017 Advertise for Bid
2 May 9, 2017
3 May 9, 2017 to December 2017
Lighting and Signing Project, Project Closeout
Funding for the construction of this project will come from a combination of local funds and a Federal
Aviation Administration (FAA) Airport Improvement Program (AIP) Grant. The City also plans to apply for
WSDOT Aviation grant funds. All work items are AIP Eligible.
WHPacific, Inc. (Consultant) shall provide Construction Administration Services for the Project as described
below. All engineering work shall be performed using accepted engineering principles and practices and shall
provide quality products that meet or exceed industry standards. Administration of the project shall be in
accordance with FAA guidelines and processes.
1
Exhibit A (Cont.)
WHPacific, Inc. Scope of Services
Arlington Municipal Airport -Taxiway C Lighting and Signing Improvements
Task 1- Construction Management Phase Services
Task 1.1 Project Management
1) Provide project management and administration.
2) Serve as liaison to the City and coordinate with FAA.
3) Prepare monthly progress reports and invoices for the construction management phase services.
4) PM to attend up to two meetings with City to discuss project items as needed.
Task 1.2 Pre-Construction Conference
1) Review construction schedule with Airport staff prior to meeting.
2) Conduct a pre-construction conference.
3) Review the contractor’s construction phasing/safety plan with the successful bidder on-site prior to
work commencing and make any necessary modifications that may be required. Review contractors
Safety Plan Compliance Document (SPCD).
4) Develop meeting minutes and distribute to all attendees.
Task 1.3 Submittal Review
1) Review contractor submittals for conformance with the plans and specifications. Return reviewed
submittals to the Contractor and forward one copy of all approved submittals to the City for their
records.
2) Coordinate submittal issues and clarifications with Contractor.
Task 1.4 Construction Administration
Provide construction administration services to include:
1) Preparation of up to four (4) Contractor progress payment requests.
2) Preparation of two (2) construction change orders, if required.
3) Respond to fifteen (15) Contractor RFI's and five (5) construction change order proposals.
4) Review weekly certified payrolls on a monthly basis prior to the pay request.
5) Prepare weekly meeting agenda and minutes using FAA form 5370-1 or equivalent.
2
Exhibit A (Cont.)
WHPacific, Inc. Scope of Services
Arlington Municipal Airport -Taxiway C Lighting and Signing Improvements
Task 1.5 Resident Engineer
1) Provide Resident Engineer to monitor and document construction progress, confirm conformance
with schedules, plans and specifications, document significant conversations or situations, document
input or visits by local authorities, etc.
a) Prepare daily activity reports.
b) Submit weekly construction reports of construction progress to City and FAA. Reports
include materials used, number of workers and work process, photos, and equipment used.
2) Conduct periodic employee wage interviews for both prime contractor and subcontractors using
form SF 1445.
3) Conduct weekly meetings at the Airport office to coordinate progress of the construction work with
City staff and the Contractor.
4) The WHPacific Project Manager will be onsite for the following:
a) Weekly Meetings: 10 meetings (1 meeting per week, 4 hours per meeting with site visit). To
provide attendance at the meeting and additional time to visit the site to review any key issues
needed.
b) The Resident Engineer will be on-site as follows:
(1) Contract construction period is 60 Calendar days: Resident on-site budget is 5 days
per week, 10 hours per day.
5) WHPacific shall coordinate Quality Assurance tests by an independent laboratory for
a) Portland Cement Concrete
b) Trench Fill materials
Task 1.6 Final Inspection
1) Attend the final inspection with Airport personnel, FAA staff, WSDOT Aviation staff, and the
Contractor.
2) Prepare punch list items and transmit to the Contractor.
3) Conduct follow up inspection when the Contractor has completed the punch list items.
Task 1. 7 Record Drawings
1) Review Contractor as-built drawings.
2) Prepare record drawings.
3) Deliver one set of 22" x 34" prints and two electronic copies of record drawings in AutoCAD and
PDF formats on CD.
3
Exhibit A (Cont.)
WHPacific, Inc. Scope of Services
Arlington Municipal Airport -Taxiway C Lighting and Signing Improvements
Task 1.8 Final Construction Report and Closeout Documents
1) Prepare a Final Construction Report and project summary.
2) Prepare project and grant closeout documents including the annual DBE report.
3) Update the existing Airport Layout Plan (ALP) to illustrate the completed improvements, if
necessary.
Construction Management Phase Service Deliverables
1) Project Management: Monthly invoices and associated documentation.
2) Pre-Construction Conference Meeting Minutes - Microsoft Word via email
3) Submittal Review -via email. One hard copy of all approved submittals will be provided to the City.
4) Construction Administration
a) Change Orders - 4 copies
b) RFI Responses - PDF via email
c) Pay Estimates - 3 copies
5) Resident Engineer
a) Daily Reports - 1 copy
b) Weekly Reports - 1 copy
6) Final Inspection Meeting Minutes - Microsoft Word via email
7) Record Drawings
a) 22" X 24" - 3 sets
b) PDF on CD - 2 sets
8) Final Construction Report - 3 copies
Assumptions
1) All proposed improvements shall be included in one (1) construction bid package.
2) Construction surveying or staking is to be provided by the Contractor, based on Survey Control
provided by the Consultant.
3) The Airport will coordinate/communicate with the tenants throughout construction.
4) The Airport will open bids and provide bid proposals to the Consultant for review.
5) The Consultant will not attend the bid opening.
6) Construction observation fee estimate is based on a construction duration of 60 days.
7) Materials Testing is to be provided by the Contractor.
4
Exhibit A (Cont.)
WHPacific, Inc. Scope of Services
Arlington Municipal Airport -Taxiway C Lighting and Signing Improvements
8) The Consultant will develop the quantities for pay estimates. The City will process pay estimates as
prepared by WHPacific.
9) The City will provide space in its office for use by WHPacific staff as a field office.
10) The City will provide a desk, access to power, and access to an internet connection.
11) Closeout documents shall adhere to the FAA standards that are in effect at the time the Contract is
executed.
5
City of Arlington
Council Agenda Bill
Item:
WS #6
Attachment
F
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Interlocal Agreement with Arlington School District No. 16 for School Resource Officer
ATTACHMENTS:
Draft Interlocal Agreement with Arlington School District No. 16 for School Resource Officer
DEPARTMENT OF ORIGIN
Police – Contact Chief Ventura, 360‐403‐3400
EXPENDITURES REQUESTED: ‐0‐
BUDGET CATEGORY: Police
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
The City Council is asked to approve a renewal Interlocal Agreement with Arlington School District
No. 16 (ASD) for law enforcement and related services provided through the assignment of a School
Resource Officer (SRO). ASD will pay 100% of the SRO’s pay and benefits on a pro‐rated basis for
those days the officer is actually at the school or on school business for the period beginning
September 1, 2017 and ending the last day of school in June, 2020. Additionally, ASD will cover up to
four (4) days of approved leave per school year.
HISTORY:
The City and the Arlington School District entered into an interlocal agreement in October 2014 that
was set to expire at the end of June 2017.
ALTERNATIVES:
Take no action.
Remand to staff for further review and discussion with Arlington Public Schools.
RECOMMENDED MOTION:
Workshop; discussion only. At the June 5, 2017 Council meeting, the motion will be “I move to
approve the Interlocal Agreement with Arlington School District No. 16 for a School Resource Officer
and authorize the Mayor to sign it.”
Inter-Local Agreement – School Resource Officer
Arlington School District No. 16/City of Arlington Police Department
Page 1 of 7
October
INTER-LOCAL AGREEMENT
Between
ARLINGTON SCHOOL DISTRICT NO. 16
and
CITY OF ARLINGTON POLICE DEPARTMENT
THIS AGREEMENT, made and entered into this day of , 2014
2017 by and between ARLINGTON SCHOOL DISTRICT NO. 16 (hereinafter referred to as
“School District”) and the CITY OF ARLINGTON, acting through its POLICE
DEPARTMENT (hereinafter referred to as the “Police Department”);
WITNESSETH:
WHEREAS, the School District and the Police Department desire to continue to provide law
enforcement and related services to the public schools of the City of Arlington; and
WHEREAS, the School District and the Police Department are mutually responsible for
providing a safe environment within which students may receive appropriate instructional and
educational services, which can be delivered more efficiently through the cooperative efforts of
said partners to the benefits of public health, safety, and welfare; and
WHEREAS, the School District and the Police Department agree that it is in the best interest to
assign a School Resource Officer(s) to schools mutually agreed upon by both parties.
NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained,
the School District and the Police Department hereby agree as follows:
ARTICLE I. PURPOSE
The purpose of this agreement is to develop a procedure that focuses on providing a safe and
healthy environment for students and staff; to foster better relations between students and law
enforcement personnel; to deter crime on or about school premises by the presence of a law
enforcement officer; to enforce local, state, and federal laws; and to have law enforcement
officers available for presentations to students, staff, and parents concerning law enforcement,
school safety, and related law enforcement subjects.
Inter-Local Agreement – School Resource Officer
Arlington School District No. 16/City of Arlington Police Department
Page 2 of 7
October
ARTICLE II. POLICE DEPARTMENT’S RESPONSIBILITIES
A. The Police Department agrees to:
1. Select a School Resource Officer, with input from the School District
Superintendent or designee, based upon mutually agreed criteria.
2. Respond to any violation of local, state, or federal laws, statutes or ordinances on
or adjacent to school property within the city limits or as permitted by mutual aid
agreements.
3. At the conclusion of the investigations, those individuals who have committed
violations may be charged. This action is in addition to any administrative action
taken by the school.
4. Provide an officer to the School District on all school days. If the assigned School
Resource Officer will be out for an extended time, a reasonable attempt will be
made to provide another officer in his/her absence.
5. Follow legally appropriate procedures prior to seeking access to student records
or searching student property.
6. Respond as soon as personnel levels permit to reports of civil disorder or riots on
school district property or at school functions within the city limits.
B. School Resource Officer (SRO):
1. The Police Department and the School District recognize the value of a School
Resource Officer position. The SRO position will be assigned to schools as
mutually agreed upon by both parties.
2. The School District will pay 100% of the SRO’s pay and benefits on a pro-rated
basis for those days the officer is actually at the school or on school business for
the period beginning September 1, 2014 2017 and ending the last day of school in
June, 20172020. Additionally, the School District will cover up to four (4) days of
approved leave per school year.
3. The Chief of Police or designee shall oversee the officer assigned above, perform
scheduled and unscheduled visits to the schools and work with the School District
in coordinating and developing the program.
C. Regular Duty Hours of School Resource Officers
1. The SRO shall be assigned to the schools on a full-time basis during the school
year.
2. School principals, while having no direct authority over the SRO, may request the
SRO to assist in additional tasks, that are mutually agreed upon by the principal
and Chief of Police or designee, that do not violate the terms of this agreement.
D. Instructional Responsibilities for the School Resource Officer
1. The SRO shall act as an instructor or guest speaker for specialized, short-term
programs when invited to do so by a principal or other School District staff.
Inter-Local Agreement – School Resource Officer
Arlington School District No. 16/City of Arlington Police Department
Page 3 of 7
October
2. The SRO shall make available to the school staff and students, a variety of law-
related presentations.
E. Additional Responsibilities of the School Resource Officer
1. The SRO shall coordinate programs and presentations with principals and staff
members concerned and will seek permission, advice, and guidance prior to
enacting any program within the school. These activities and programs shall be
approved by the Chief of Police.
2. The SRO shall develop expertise in presenting various subjects to students. Such
subjects shall include basic understanding of the Revised Code of Washington,
the role of the police, and community policing.
3. The SRO shall encourage individual and small group discussions with students,
based upon material presented in class to further establish rapport with students.
4. When requested and approved by the Chief of Police or designee, the SRO shall
attend parent/staff meetings to solicit support and understanding of the program,
as well as to assist parents and staff members in law enforcement related problems
involving students.
5. The SRO shall make himself/herself available for student, parent, and staff
member conferences in order to assist with solving problems of a law
enforcement or crime-related nature.
6. The SRO shall become familiar with all community agencies which offer
assistance to children, youths, and their families (e.g. mental health clinics, drug
treatment centers, etc.). The SRO shall make referrals when appropriate.
7. The SRO shall assist principals in developing emergency plans and strategies to
prevent and/or minimize dangerous situations, and shall serve on the School
District’s emergency management team.
8. Should it become necessary to conduct formal police interviews or investigations
with students, the SRO shall adhere to those legal requirements, policies, and
procedures established by law, the Arlington Police Department and the School
District.
9. The SRO shall give assistance to other law enforcement officers in matters
regarding the SRO’s school assignment.
10. The SRO shall, whenever possible and approved by the Chief of Police or designee,
participate in/attend school functions.
11. The SRO shall take law enforcement action as required. As soon as practical, the
SRO shall make school administrators aware of such action. At a school
administrator’s request, the SRO shall take appropriate law enforcement action
against intruders and unwanted guests who may appear at the school or related
school functions, to the extent the SRO may do so under the authority of the law.
12. The SRO shall not act as a school disciplinarian, as disciplining students is a
school responsibility. However, if a school administrator believes that an incident
Inter-Local Agreement – School Resource Officer
Arlington School District No. 16/City of Arlington Police Department
Page 4 of 7
October
is a violation of the law, the administrator may contact the SRO and the SRO shall
then determine whether law enforcement action is appropriate.
13. The SRO is not to be used for regularly assigned lunchroom duty, bus duty, hall
monitor, or other monitoring duties. The SRO is also not to be used as a crossing
guard for continuing vehicle traffic control. However, if there is a temporary
problem, the SRO may assist the school until the problem is resolved.
ARTICLE III. SCHOOL DISTRICT RESPONSIBILITIES
A. The School District agrees to:
1. Promptly notify the Police Department when infractions of school rules or
criminal law related to physical intimidation, violence, or possession of weapons
or drugs on school district property or at school-related activities are brought to
the attention of a school administrator. A written statement will be completed and
submitted to the Police Department in a timely manner.
2. Give full cooperation and access to school district property or school functions to
police officials responding to a request for investigation of reported acts of violence
or physical intimidation or possession of weapons on school district property
or at school functions within the city limits of Arlington.
3. Permit law enforcement access to personal records of students when legally
appropriate procedures are followed.
4. Provide to law enforcement officers, the names, addresses, and phone numbers of
parents when requested.
5. Permit free access to school district property for police responding to civil disorder
or riot, or for arrest of students for whom probable cause for an arrest exists.
6. The School District shall provide to the full-time SRO the following materials and
facilities which are necessary to the performance of the SRO’s duties:
a. Access to a heated and properly lighted private office, which contains a
telephone with a separate private line that may be used for general
business purposes.
b. A location for files and records, which can be properly locked and
secured.
c. A desk with drawers, a chair, and office supplies as needed.
d. Access to a computer with Internet access.
Inter-Local Agreement – School Resource Officer
Arlington School District No. 16/City of Arlington Police Department
Page 5 of 7
October
ARTICLE IV. AGREEMENT BETWEEN BOTH PARTIES
A. Both the School District and the Police Department agree:
1. To work cooperatively to proactively address school security issues and to provide
students, staff, and parents with quality law enforcement services and the safest
learning environment possible.
2. That the SRO is at all times an employee of the Arlington Police Department and
will remain responsive to the chain of command of the Police Department.
3. That the SRO is a law enforcement officer and not a school administrator or
employee. In all matters related to the performance of law enforcement functions
such as criminal incident investigations and on-campus arrests, the officer shall be
subject to all policies and procedures of the Police Department and applicable
local, state, or federal law.
4. No separate legal or administrative entity is being created to administer this
agreement. To the extent required by RCW 39.34.030, this agreement shall be
administered jointly by the Superintendent and the Police Chief. The parties agree
to follow the process set forth in Article VII to resolve differences between the
parties.
5. Nothing in this agreement is intended to create any new legal duties between the
parties hereto and the public, or to alter any existing legal duties between the
parties and the public.
ARTICLE V. TERM AND TERMINATION
This agreement shall become effective upon execution and shall expire no later than June 30,
20172020. This agreement is binding on each party’s successors and assigns. This agreement may
be terminated by either party upon ninety (90) days written notice that any other party has failed
to substantially perform in accordance with the terms and conditions of this agreement. This
agreement may be terminated without cause by either party upon one hundred eighty (180) days
written notice. Termination of this agreement may only be accomplished as provided herein
unless otherwise agreed in writing.
Inter-Local Agreement – School Resource Officer
Arlington School District No. 16/City of Arlington Police Department
Page 6 of 7
October
ARTICLE VI. NOTICES
Whenever any party desires or is required by law to give notice unto the other party, notice shall
be sent by certified mail or hand delivered to:
Superintendent
Arlington School District No. 16
315 N French Ave
Arlington, WA 98223
Chief of Police
City of Arlington
238 N Olympic Ave
Arlington, WA 98223
ARTICLE VII. GOOD FAITH
The Superintendent, the Chief of Police, their agents and employees agree to cooperate in good
faith in fulfilling the terms of this agreement. Unforeseen difficulties or questions will be
resolved by negotiation between the Superintendent and the Chief of Police or their designees
prior to referring issues to the elected officials of each party.
ARTICLE VIII. MODIFICATION
This document constitutes the full understanding of the parties and no terms, conditions,
understandings, or agreements purporting to modify or vary the terms of this document shall be
binding unless hereafter made in writing and signed by all parties.
ARTICLE IX. NON-ASSIGNMENT
This agreement, and each and every covenant herein, shall not be capable of assignment, unless
the express written consent of the Superintendent and the Chief of Police, or their respective
designees is obtained.
Inter-Local Agreement – School Resource Officer
Arlington School District No. 16/City of Arlington Police Department
Page 7 of 7
October
ARTICLE X. MERGER
This agreement constitutes a final written expression of all terms of this agreement and is a
complete and exclusive statement of those terms, and shall supersede the Inter-Local Agreement
executed by the parties in August 20122014.
IN WITNESS WHEREOF, the parties have caused the execution of this agreement on the day,
month, and year above first written.
SCHOOL DISTRICT
By:
Dr. Chrys SweetingDr. Kristine McDuffy,
Superintendent
Arlington School District No. 16
CITY OF ARLINGTON
By:
Barbara Tolbert, Mayor
Date:
Date:
Formatted: Font: Not Bold
City of Arlington
Council Agenda Bill
Item:
WS #7
Attachment
G
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Arlington Valley Road – Quiet Title Action
ATTACHMENTS:
Maps (2) depicting right of way
DEPARTMENT OF ORIGIN
Legal
EXPENDITURES REQUESTED: $3,000 – 10,000 (estimated)
BUDGET CATEGORY:
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
Council is being asked to authorize the filing of a “quiet title” lawsuit in conjunction with the proposed
Arlington Valley Road. A “quiet title” lawsuit is used when the ownership of real estate is unclear and
it is necessary to have a court declare the rights and interests in the property.
HISTORY:
The City’s Public Works staff and City Attorney have been working on the proposed acquisition of
right of way for the Arlington Valley Road. Two sections of the road in question as shown on the
attached maps have been used for roadway purposes and maintained by the City for many years, but
have significant ownership questions. A title search was done by First American Title Company
which identified the vested owners of the property. One identified owner is “Arlington Valley Land
Co.”, a company that is defunct and previously went into bankruptcy. Another group of owners are
trustees of profit sharing plan entities with whom the City has worked in the past and is continuing
to try to work with to obtain deeds for the right of way.
ALTERNATIVES:
Do not proceed with Arlington Valley Road in its proposed alignment;
Do not proceed with project at all.
RECOMMENDED MOTION:
Workshop; discussion only. At the June 5 City Council meeting, the recommended motion will be “I
move to authorize the City Attorney to file a quiet title action or other litigation which are or might
be necessary to secure the right of way for the Arlington Valley Road”.
FEET
0200 200
Exhibit B
CITY OF ARLINGTON
PUBLIC WORKS
12/02/16ILLUSTRATIVE EXHIBIT
FOR
PUBLIC ROADWAY EASEMENT
PARCEL 1
FEET
0200 200
Exhibit B
CITY OF ARLINGTON
PUBLIC WORKS
12/06/16ILLUSTRATIVE EXHIBIT
FOR
PUBLIC ROADWAY EASEMENT
PARCEL 2
City of Arlington
Council Agenda Bill
Item:
WS #8
Attachment
H
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Hayden Park Utility Extension Agreement
ATTACHMENTS:
DRAFT Utility Extension Agreement
DEPARTMENT OF ORIGIN
Public Works – Jim Kelly
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
BUDGETED AMOUNT: N/A
LEGAL REVIEW:
DESCRIPTION:
This is an agreement governing a developer funded extension of water utility infrastructure to serve a
development within the City of Arlington’s water service area that currently has no water service
infrastructure.
HISTORY:
The City of Arlington’s Water Service Area (WSA) extends past City Limits, however not all of the City’s
WSA is completely served with water infrastructure. When a developer within the City’s WSA requests
water service where there is currently no water infrastructure, the City can allow the developer to
perform the design, permitting and construction of the water infrastructure necessary to serve this
development. After the infrastructure is installed and tested, the developer assigns all interest in
ownership maintenance and operation to the City. The Utility Extension Agreement governs the terms
and conditions for the performance of this utility extension.
Hayden Park is a 19 lot development located off of 91st Ave near 156th St, this utility extension agreement
will allow that development to move forward.
ALTERNATIVES:
‐ Agree to the Utility Extension Agreement
‐ Do not grant the Utility Extension Agreement
RECOMMENDED MOTION:
Workshop; discussion only. At the following Council meeting the motion will be: “I move to approve the
Hayden Park Utility Extension Agreement and authorize the mayor to sign, pending final review by the
City Attorney.”
AFTER RECORDING RETURN TO:
CITY OF ARLINGTON
238 N OLYMPIC AVE
ARLINGTON, WA 98223
CITY FILE NO. PWD868
UTILITY EXTENSION AGREEMENT
GRANTOR(S): HAYDEN PARK I, LLC
GRANTEE(S): CITY OF ARLINGTON
LEGAL (abbrev.): Ptn. NE ¼ NW ¼ S. 36, T 31 N., R. 5 E. W.M. and
Ptn. NW ¼ NE ¼ S. 36, T 31 N., R. 5 E. W.M.
ASSESSOR'S TAX NO. 011655-000-001-00; 011655-000-002-00; 011655-000-003-00;
011655-000-004-00; 011655-000-005-00; 011655-000-006-00;
011655-000-007-00; 011655-000-008-00; 011655-000-009-00;
011655-000-010-00; 011655-000-011-00; 011655-000-012-00;
011655-000-013-00; 011655-000-014-00; 011655-000-015-00;
011655-000-016-00; 011655-000-017-00; 011655-000-018-00;
011655-000-019-00
REFERENCE NO.
THIS AGREEMENT is made and entered into this ___ day of __________, 2017, by and
between Hayden Park I, LLC, (hereinafter "Owner") and the City of Arlington, Washington
(hereinafter "City").
WHEREAS, the Owner is the owner of certain Properties (the "Properties"), legally
described as set forth on the attached Exhibit "A", incorporated herein by this reference, which
Properties are located outside of the City limits but inside the City's Coordinated Water System
Plan Service Area, and Owner wishes to connect to the City's water utility system(s); and
WHEREAS, the City wishes to agree to the extension of utilities to the Owner, on certain
terms and conditions,
NOW, THEREFORE, for valuable consideration, the receipt of which is hereby
acknowledged, it is agreed by and between the parties hereto as follows:
1. Title. The Owner warrants that the Owner is the owner of the Properties and is authorized
to enter into this agreement.
2. Review. The City of Arlington has reviewed the Owner's proposed development as more
particularly described on the Plat of Hayden Park, a Rural Cluster Subdivision, as per the
plat recorded under Snohomish County Auditor’s File No. 201703085001. Said proposed
development must comply with all of the Snohomish County land use code and
development regulations applicable to said proposed development. Any deviations from
the recorded plat under Snohomish County Auditor’s File No. 201703085001 that are not
approved by the City shall be considered a breach of this covenant and shall render this
agreement null and void.
3. Extension Authorized On Certain Terms and Conditions. The City hereby authorizes the
Owner to extend utilities to the Properties. The Owner hereby agrees to promptly connect
to the utility systems when they become available. The Owner agrees to comply with, be
bound by, and be subject to the City's ordinances, regulations, and policies concerning
such service.
4. Construction. The City's City Engineer shall review and approve in writing the plans,
specifications, and drawings of the Extension before construction commences. All
construction of the Extension shall be completed in accordance with City standards now
existing or as hereafter amended. The Owner shall permit the City to inspect th e
construction and installation of the Extension at any time before, during, or after
connection is made to the City System. The City may reject any construction and
installation not conforming to the approved design of the Extension and the requirements
of this Agreement.
5. Permits, Easements and Licenses. The Owner shall secure and obtain at the Owner's sole
cost and expense any necessary permits, easements and licenses to construct the
Extension, including without limitation all necessary easements, excavation permits, street
use permits or other permits required by state, county and City governmental departments,
including without limitation the State Department of Ecology, Snohomish County Public
Works Department, Snohomish County Planning and Development Services Department,
Snohomish County Boundary Review Board and the City's Public Works Department.
6. Costs. The Owner shall pay all costs of designing, engineering and constructing the
Extension and all costs incurred by the City in reviewing plans for and inspecting
construction of the Extension. The Owner shall bear the risk of loss for or damage to all
finished or partially finished work on the Extension until the City accepts the Extension.
Performance and/or maintenance bonds or other security in a form acceptable to the City
may be required for any work at the discretion of the City. The amount of such security, if
any, shall be established pursuant to City code.
7. Connection Charges. The Owner agrees to pay: (a) connection charges for utilities at the
rate schedules applicable at the time the Owner connects the Properties to the City
System; (b) any inspection costs of the City; and (c) plan review costs.
8. Service Charges. In addition to the connection charges, the Owner agrees to pay for utility
service rendered by the City in accordance with rates charged that are uniform for the
class of customer or service supplied, as such rates exist or as they may be hereafter
amended or modified, together with any utility taxes levied from time to time. The Owner
acknowledges that service charges may consist of base charges as well as charges
determined in accordance with the level of service provided.
9. Covenant to Annex. This agreement constitutes an irrevocable notice to the City of
intention to commence annexation procedures. The Owner waives all applicable time
requirements that require the City Council to meet within a prescribed time after receipt of
this notice to decide whether the City will accept the Properties for annexation.
With full knowledge and understanding of the consequences of annexation and with full
knowledge and understanding of the Owner's decision to forego opposition to annexation
of the Properties to the City, the Owner agrees to sign a petition for annexation to the City
of the Properties as provided in RCW 35A.14.120, as it now exists or may hereafter be
amended, at such time as the Owner is requested by the City to do so. The Owner also
agrees and appoints the Mayor of the City as the Owner's attorney-in-fact to execute an
annexation petition on the Owner's behalf in the event that the Owner shall fail or refuse
to do so and agrees that such signature shall constitute full authority from the Owne r for
annexation as if the Owner had signed the petition. If the Owner is a corporation, an officer
authorized to execute deeds or encumbrances on behalf of the Owner shall execute this
Agreement, and there shall be attached to this Agreement as Exhibit C a certified excerpt
from the bylaws of the Owner showing such authority.
This Agreement shall be deemed to be continuing, and if the Owner's Properties are not
annexed for whatever reason, including a decision by the City not to annex, the Owner
agrees to sign any and all subsequent petitions for annexation and agrees not to litigate,
challenge or in any manner contest any such subsequent annexation to the City.
10. Covenant Running with Land. This Agreement shall be recorded with the Snohomish
County Auditor and shall constitute a covenant running with the land as to the Properties
and shall be binding on the Owner and the Owner's heirs, successors and assigns. All
costs of recording this Agreement shall be borne by the Owner. In the event that any or
all of the Properties is subdivided into smaller lots, the provisions of this Agreement shall
bind the purchasers of each subdivided lot.
11. Termination. In the event the Owner fails to comply with any term or condition of this
Agreement, in addition to any other remedies available, the City shall have the right to (a)
terminate this Agreement upon ten days' written notice to the Owner and (b) terminate
utility service to the Properties.
12. Attorney's Fees. In any suit or action seeking to enforce any provision of this Agreement,
the prevailing party shall be entitled to reasonable attorney's fees and costs, in addition to
any other remedy provided by law or this Agreement.
13. Amendment/Assignment. This Agreement may be amended or modified only by a written
instrument executed by the Owner and the City. The Owner shall not assign this
Agreement or sell or contract to sell all or any portion of the Properties prior to notifying
the City in writing of such assignment or sale.
14. Severability. If any portion of any term or provision of this Agreement, or any action taken
pursuant thereto or the application thereof shall, to any extent, be finally determined invalid
or unenforceable by a court of competent jurisdiction, the remainder of this Agreement
shall not be affected thereby, and each term and provision of this Agreement shall be valid
and be enforced to the fullest extent permitted by law.
15. Governing Law. This Agreement shall be governed and construed in accordance with the
laws of the State of Washington, and venue in connection with any legal proceeding
affecting this Agreement shall lie in the Superior Court of the State of Washington for
Snohomish County.
DATED this _____ day of ____________, 2017.
GRANTOR:
HAYDEN PARK I, LLC
By: ____________________
Martin Robinett, Member
GRANTEE:
CITY OF ARLINGTON, WASHINGTON
_______________________________
Barbara Tolbert, Mayor
ATTEST:
___________________________
Kristin Banfield, City Clerk
STATE OF WASHINGTON )
) ss:
COUNTY OF SNOHOMISH )
On this _____ day of ______________, 2017, before me, the undersigned, a Notary
Public in and for the State of Washington, duly commissioned and sworn, personally appeared
Martin Robinett, to me known to be the individual described in and who executed the within and
foregoing instrument, and on oath stated that he was authorized to execute the instrument and
acknowledged it as the Member of Hayden Park I, LLC, to be the free and voluntary act of such
party for the uses and purposes mentioned in the instrument.
Witness my hand and official seal hereto affixed the day and year first above written
__________________________________
NOTARY PUBLIC in and for the State of
Washington, residing at ______________
My commission expires: ______________
Printed name: ______________________
STATE OF WASHINGTON )
) ss:
COUNTY OF SNOHOMISH )
On this ______ day of ______________, 2017, before me, the undersigned, a Notary
Public in and for the State of Washington, duly commissioned and sworn, personally appeared
Barbara Tolbert and Kristin Banfield, to me known to be the Mayor and City Clerk of the City of
Arlington, Washington, the municipal corporation that executed the foregoing instrument and
acknowledged the said instrument to be the free and voluntary act and deed of said municipal
corporation, for the uses and purposes herein mentioned.
Witness my hand and official seal hereto affixed the day and year first above written.
__________________________________
NOTARY PUBLIC in and for the State of
Washington, residing at ______________
My commission expires: ______________
Printed name: ______________________
EXHIBIT “A”
(LEGAL DESCRIPTION OF PROPERTIES)
Parcel B of Snohomish County Boundary Line Adjustment No. 13-115822,
recorded under Auditor’s File No 201412160521, being a portion of the
Northeast ¼ of the Northwest ¼, and the Northwest ¼ of the Northeast ¼,
of Section 36, Township 31 North, Range 5 East, W.M.
Situate in the County of Snohomish, State of Washington
(also known as Lots 1-19 of the rural cluster subdivision of Hayden Park,
recorded under Snohomish County Auditor’s File No. 201703085001)
City of Arlington
Council Agenda Bill
Item:
WS #9
Attachment
I
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Villas at Arlington – Rezone from current RMD to RHD
ATTACHMENTS:
Staff Report, Area Map, Vicinity Map, PC Findings of Fact
DEPARTMENT OF ORIGIN
Community & Economic Development – Marc Hayes, 360‐403‐3457
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
This is a request from applicant, AVS Communities, for an amendment to the Comprehensive Plan,
Land Use Map with a concurrent amendment to the City’s Official Zoning Map that would change the
land‐use designation and zoning classification from Residential Moderate Density to Residential High
Density on their single lot. The City recommended an additional parcel to be included with this rezone.
(see Exhibit I).
HISTORY:
Subject property is undeveloped and abuts a larger RHD zoned area, 22 acres, including the
Stillaguamish Senior Center. Applicant proposes to construct an “attainable housing” multi‐family
residential project.
ALTERNATIVES:
Deny the proposed rezone
RECOMMENDED MOTION:
Workshop; discussion only. At the June 5th 2017 Council Meeting the proposed motion will be ”I
move to approve the rezone from Residential Moderate Density to Residential High Density for the
Villas at Arlington proposal”.
Staff Report & Recommendation
Villas at Arlington Land Use Map Amendment & Concurrent Rezone – PLN#313
Page 1 of 5
Community and Economic Development
Planning Division
18204 59th Avenue NE, Arlington, WA 98223
STAFF REPORT & RECOMMENDATION
TO THE PLANNING COMMISSION
Minor Land‐Use Map Amendment & Concurrent Rezone
Villas at Arlington Rezone – PLN#313
Report Prepared By: Amy Rusko, Associate Planner
Report Issued: March 28, 2017
A. APPLICATION DESCRIPTION
This is a request from Applicant, AVS Communities for an amendment to the Comprehensive
Plan, Land Use Map with a concurrent amendment to the City’s Official Zoning Map that would
change the land‐use designation and zoning classification from Residential Moderate Density
to Residential High Density on his single lot. The City recommended additional parcels to be
included with this rezone, as neighboring parcels have the same split zoning as the Applicant’s
property (see Exhibit I).
B. SITE AND SITUATION
The subject 13.60 acre lot (APN 31052000104100, 31052000104200 and 31052000100800)
is located at 18506 Smokey Point Boulevard. The additional parcel is located at 18406 Smokey
Point Boulevard, with associated parcel number: 31052000100900.
The topography is flat and forested. The soils on site and in the vicinity consist of Lynnwood
loamy sand, 0 to 3 percent, which drains well, and is suitable for urban development according
to the USDA Soil Survey of Snohomish County.
The parcels are considered under‐developed, based on the size of the parcels and the current
use of single family residences (see Exhibit II) and there are currently no active land‐use or
development proposals on file with the City for these properties.
The parcels are situated on the west side of Smokey Point Boulevard, just northwest of the
intersection of Smokey Point Boulevard and 35th Avenue NE. Direct access is taken from
Smokey Point Boulevard.
Smokey Point Boulevard is an unimproved arterial. The City’s Comprehensive Plan calls for
improving Smokey Point Boulevard with sidewalks and planter strips. Smokey Point
Boulevard is also designated with a future corridor plan.
The subject lots are currently zoned Residential Moderate Density and are 3 of 4 parcels that
are included in the rezone. Lots to the north, east and west are zoned Residential Moderate
Density, with lots to the south zoned Residential High Density.
Residential properties to the north, east and west are developed with single family dwellings.
Residential properties to the south are developed with multi‐family dwelling units.
Staff Report & Recommendation
Villas at Arlington Land Use Map Amendment & Concurrent Rezone – PLN#313
Page 2 of 5
C. APPLICATION REVIEW PROCESS
Arlington Municipal Code allows for any person to petition the Planning Commission and City
Council to amend the City’s Comprehensive Plan and/or Land Use Code. The City’s
requirements for proposing amendments are found in Arlington Municipal Code (AMC)
Chapter 20.96 (Amendments).
The Future Land Use Map is a required element of the City’s Comprehensive Plan (see RCW
36.70A.070). The Future Land Use Map shows the City’s desired land use patterns by
geographical area within both City limits and in unincorporated Urban Growth Areas. The
City’s Official Zoning Map is based off of the Future Land Use Map found in the City’s
Comprehensive Plan.
Since the City’s Comprehensive Plan serves as the foundation for the City’s Land Use Code
(Title 20), inclusive of the City’s Official Zoning Map, State law requires that the City’s Land Use
Code be consistent with the City’s Comprehensive Plan (see RCW 36.70A.130(1)(d)). If a
proposed amendment to the City’s Land Use Code is not consistent with the City’s
Comprehensive Plan, the proposal must either be denied or the Comprehensive Plan must also
be concurrently amended to preserve consistency between the Comprehensive Plan and the
Land Use Code.
State and City regulations prohibit the Comprehensive Plan from being amended more
frequently than once per year; therefore, the City has established a docketing process so that
all proposed amendments to the Comprehensive Plan can be considered concurrently(see
RCW 36.70A.130 and AMC 20.96.010(d)). The proposal will be made to the 2017 annual
update to the City’s Comprehensive Plan, all proposed amendments are being considered as
part of the City’s annual docketing procedures. This will ensure that amendments to the
Comprehensive Plan only occur once in 2017.
Amendment proposals to the City’s Comprehensive Plan may be initiated by the City or private
party. Applications for Comprehensive Plan Amendments (CPAs) are due by the last working
day of January to be considered that year.
During the year staff reviews the proposed amendments for compatibility with the
Comprehensive Plan and conformance with the requirements of AMC Chapter 20.96 and
presents their findings and recommendations to the Planning Commission at an open record
public hearing as required by AMC Section 20.96.030(a). The Planning Commission’s
recommendation is then forwarded to the City Council which then takes final action at a closed
record hearing.
D. STAFF ANALYSIS
The Applicant submitted their application requesting a rezone on January 19, 2017, meeting
the January 31, 2017 deadline for consideration.
Because this rezone request is inconsistent with the Future Land‐Use Map contained within
the Comprehensive Plan, an amendment to the Future Land‐ Use Map is necessary if the rezone
request is to be approved.
Staff Report & Recommendation
Villas at Arlington Land Use Map Amendment & Concurrent Rezone – PLN#313
Page 3 of 5
AMC Section §20.96.024 establishes criteria that an amendment proposal must meet in order
to be considered. AMC Section §20.96.024(a)(1) states: “If the proposed amendment is site
specific, the subject property is suitable for development in general conformance with adjacent
land use and the surrounding development pattern, and with zoning standards under the
potential zoning classifications.” Staff found that the proposed Future Land‐Use Map
amendment and concurrent rezone request meet this requirement and have included it for
consideration as part of the 2017 annual Comprehensive Plan update.
1. CRITERIA OF AMC 20.96.060. In deciding whether to approve any amendment to the
City’s Comprehensive Plan, the approval body must base its decision solely on whether the
proposed amendment advances the public health, safety, or welfare. All other arguments
relating to the proposed amendment are irrelevant according to AMC §20.96.060.
a. Public Health
With regards to public health, a change in the Future Land‐Use Map for the subject
property from Residential Moderate Density designation to a Residential High Density
designation would advance the public health by allowing for the development of higher
residential densities within close proximity and walking distance from residences to
commercial businesses located in Smokey Point and to future commercial businesses that
could be located along the Smokey Point Boulevard corridor. Easy access from residences
to commercial businesses promotes walking, social interaction, and community support of
businesses.
b. Public Safety
With regards to public safety, a change in the Future Land‐Use Map for the subject
property from a Residential Moderate Density designation to a Residential High Density
designation would advance the public safety by allowing for the development of higher
residential densities, making the potential residents more accessible to the police and fire
departments. Residents of a multi‐family development can provide safety to their
neighbors by being “the eyes on the street” to protect personal property.
c. Public Welfare
With regards to public welfare, a change in the Future Land‐Use Map for the subject
property from a Residential Moderate Density designation to a Residential High Density
designation would advance the public welfare by providing the potential of diverse
housing options that would be available for a wide range of individuals.
2. CRITERIA OF AMC 20.96.026. In deciding whether to approve, modify, defer, or deny any
proposed amendment to the City’s Official Zoning Map, the City Council shall base their
decision on the following criteria (see 20.96.026):
a. The proposed amendment is consistent with the goals, objectives, and policies of the
Comprehensive Plan.
The Future Land Use Map in the Comprehensive Plan would need to be amended to change
the land use designation from Residential Moderate Density to Residential High Density for
the rezone of the subject parcels from Residential Moderate Density to Residential High
Density to be consistent with the Comprehensive Plan.
Staff Report & Recommendation
Villas at Arlington Land Use Map Amendment & Concurrent Rezone – PLN#313
Page 4 of 5
The City has many goals and policies directly related to the re‐designation/rezoning of
properties to Residential High Density in the 2015 Comprehensive Plan. The Goals and
Policies that support this amendment; GO‐3, GH‐1, GH‐5, GH‐8, GL‐4, GL‐7, GT‐5, PO‐6.1,
PH‐2.1, PH‐4.2, PH‐5.1, PH‐8.1, PL‐1.4, PL‐4.3, PL‐4.8, PL‐7.2, PL‐8.1.
b. The proposed amendment is consistent with the scope and purpose of the city's zoning
ordinances and the description and purpose of the zone classification applied for.
Zone descriptions and purposes are outlined in AMC Chapter 20.36 and the
Comprehensive Plan. The description and purpose of the Residential High Density zone as
listed in AMC Chapter 20.36 is “… to accommodate higher density multi‐family
developments and recreational, quasi‐public, and public uses that customarily serve
residential development in areas served by public sewer and water facilities.” The
description and purpose of the Residential Moderate Density zone as listed in AMC Chapter
20.36 is “…to accommodate detached or attached single‐family residential uses at medium
densities and recreational, quasi‐public, and public uses that customarily serve residential
development in areas served by public sewer and water facilities. Some types of two‐family
residences are allowed in this district on larger lots.”
The proposed amendment (rezone) to the Zoning Map is consistent with the description
and purpose of the Residential High Density zone provided the Future Land Use Map is
amended to designate the subject lot as Residential High Density.
c. Circumstances have changed substantially since the establishment of the current zoning map
or district to warrant the proposed amendment.
Circumstances have changed since the establishment of the current zoning map. The City
has a need for providing a diverse housing stock to the citizens. The City needs to comply
with Vision 2040 and the Buildable Lands Analysis per Snohomish County Ordinance 16‐
077. The City has insufficient land capacity to accommodate the 2035 population
estimates. The AHA Housing Profile for Arlington indicated a deficiency in the amount of
diversified and multi‐family housing available in the City.
d. The proposed zoning is consistent and compatible with the uses and zoning of surrounding
property.
The proposed zoning is consistent and compatible with the uses and zoning of surrounding
property. The subject parcels are adjacent to Residential Moderate Density and Residential
High Density zoned land to the north, east, west and south. For a comparison of allowed
uses between the Residential Moderate Density zone and the Residential High Density
zone, see Exhibit III.
e. The property that is the subject of the amendment is suited for the uses allowed in the
proposed zoning classification.
The subject parcels are suitable for the allowed uses in the Residential High Density zone
because of its site and situation.
Staff Report & Recommendation
Villas at Arlington Land Use Map Amendment & Concurrent Rezone – PLN#313
Page 5 of 5
f. Adequate public services could be made available to serve the full range of proposed uses in
that zone.
Adequate public services are available to serve the full range of allowable uses in the
Residential High Density zone on this site.
E. STAFF CONCLUSION & RECOMMENDATION
1. Staff concludes that this proposal meets the criterion of the Comprehensive Plan and
Arlington Municipal Code for re‐designation and rezoning of the subject lot from
Residential Moderate Density to Residential High Density and recommends that the
Planning Commission recommend approval of the proposed amendment to the City
Council.
Distributed to the following parties:
1. AVS Communities, Applicant
2. Carmel Gregory, Contact
3. The City Planning Commission
4. Marc Hayes, CED Director
5. Katie Heim, GIS Analyst
6. Jim Kelly, Public Works Director
EXHIBIT I
184TH PL NE
185TH PL NE
187TH PL NE
183RD PL NE
183RD PLNE
184TH PL NE
186TH PL NE
29TH AVE NE
I-5
186TH PL NE
I-5
SMOKEY POINT BLVD
SMOKEY POINT BLVD
35TH AVE NE
31ST AVE NE
RHD
NC
RMD
HC
NC City of Arlington
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 liabilityof any nature arising out of or resulting from the lack of accuracy or correctness of the data, or the use ofthe data presented in the maps.
kdh
VillasAtArlRezone11x17_17
1/23/2017
Scale:
Date:
File:
Cartographer:
Legend
Proposed Rezone Area
Public Roads
Private Roads
Assessor Parcels
Villas at ArlingtonRezone
0 230 460115 FeetRHD rezone area
RMD = Moderate Density Residential
RHD = High Density Residential
NC = Neighborhood Commercial
HC = Highway Commercial
EXHIBIT II
EXHIBIT III
Permissible Use RHD RMD
1.000 RESIDENTIAL
1.100 SINGLE FAMILY RESIDENCES
1.110 SINGLE FAMILY DETACHED, ONE DWELLING UNIT PER LOT RHD RMD
1.111 Site-Built & Modular Structures RHD RMD
1.112 Class A Mobile Home1 RHD RMD
1.113 Class B Mobile Home1 RHD RMD
1.120 SINGLE FAMILY ATTACHED DETACHED, MORE THAN ONE DWELLING UNIT PER LOT
1.121 Mobile Home Park RMD
1.122 Cottage Housing RHD RMD
1.200 TWO-FAMILY RESIDENCES
1.210 Two-Family Conversion2 RHD RMD
1.220 Accessory Dwelling Unit2,12 RHD RMD
1.230 Duplex2 RHD RMD
1.300 MULTI-FAMILY RESIDENCES
1.310 Multi-Family Conversions RHD
1.320 Multi-Family Townhouses RHD
1.330 Multi-Family Apartments RHD
1.400 HOMES EMPHASIZING SPECIAL SERVICES, TREATMENT OR SUPERVISION
1.410 LOCATED IN A SINGLE FAMILY RESIDENCE
1.411 Homes for Handicapped or Infirm7 RHD RMD
1.412 Nursing Care, Intermediate Care Homes7 RHD RMD
1.413 Special Needs Child Care Homes7 RHD RMD
1.414 Halfway Houses7 RHD RMD
1.415 Adult Family Homes (6 or fewer adults) RHD RMD
1.420 LOCATED IN A MULTI-FAMILY RESIDENCE (OCCUPYING SINGLE OR MULTIPLE DWELLING UNITS)
1.421 Homes for Handicapped or Infirm7 RHD
1.422 Nursing Care, Intermediate Care Homes7 RHD
1.423 Special Needs Child Care Homes7 RHD
1.424 Halfway Houses7 RHD
1.425 Adult Family Homes (6 or fewer adults) RHD RMD
1.500 MISCELLANEOUS, ROOMS FOR RENT SITUATIONS
1.510 Rooming Houses or Boarding Houses RHD RMD
1.520 Tourist Homes and Other Temporary Residences Rented By the Day or Week RHD RMD
1.600 IN-HOME CHILD DAY CARE RHD RMD
2.000 SALES AND RENTAL OF GOODS, MERCHANDISE AND EQUIPMENT
2.300 Transient Merchant Sales (vending carts, food and ice cream trucks, mobile delivery, peddlers)3 RHD RMD
5.000 EDUCATIONAL, CULTURAL, RELIGIOUS, PHILANTHROPIC, SOCIAL OR FRATURAL USES
5.100 SCHOOLS
5.110
Elementary and Secondary Schools (including associated grounds, athletic and other
facilities)18
RHD RMD
5.120 Trade or Vocational Schools RHD
5.130 Colleges, Universities, Community Colleges (included associated facilities such as dormitories,
office buildings athletic fields17
RHD RMD
5.200 Religious Assembly as Principle On-Site Use (including associated residential structures for
religious personnel and associated buildings but not including elementary school or secondary
school buildings)17
RHD RMD
5.210 Religious Assembly Accessory to an Existing On-Site Non-Religious Principle Use RHD RMD
5.300 LIBRARIES, MUSEUMS, ART GALLERIES, ART CENTERS AND SIMILAR USES (INCLUDING
ASSOCIATED EDUCATIONAL AND INSTUCTIONAL ACTIVITIES
5.310 Located Within a Building Designed and Previously Legally Occupied as a Residence RHD RMD
5.320 Located Within any Permissible Building RHD RMD
6.000 RECREATION, AMUSEMENT, ENTERTAINMENT
6.200 ACTIVITIES CONDUCTED PROMARILY OUTSIDE ENCLOSED BUILDINGS OR STRUCTURES
6.210 Privately Owned Outdoor Recreational Facilities (golf and country clubs, swimming or tennis
clubs)
RHD RMD
6.220 Publicly Owned and Operated Outdoor Recreational Facilities (athletic fields, golf courses,
tennis courts, swimming pools and parks)
RHD RMD
6.230 Golf Driving Ranges not Accessory to Golf Courses, Par 3 Golf Coursed, Miniature Golf,
Skateboard Parks and Water Slides17
RHD RMD
7.000 INSTITUTIONAL RESIDENCE OR CARE OR CONFINEMENT FACILITIES
7.100 Hospitals, Clinics, Other Medical (including mental health)17,18 RHD
7.200 Nursing Care Institutions, Intermediate Care Institutions, Handicapped or Infirm Institutions,
Child Care Institutions17,18
RHD RMD
7.300 Institutions (other than halfway houses) where Mentally Ill Persons are Confined17,18 RHD RMD
9.000 MOTOR VEHICLE RELATED SALES AND SERVICE OPERATIONS
9.180 Electric Vehicle Infrastructure23 RHD RMD
13.000 EMERGENCY SERVICES
13.100 Police Stations18 RHD RMD
13.200 Fire Stations18 RHD RMD
13.300 Rescue Squad or Ambulance Services18 RHD RMD
13.400 Civil Defense Operation RHD RMD
15.000 MISCELLANEOUS PUBLIC OR SEMI-PUBLIC FACILITIES
15.500 Temporary Mobile or Modular Structures Used For Public Services (mobile classrooms, civic
services, public health centers, emergency response centers)4
RHD RMD
17.000 UTILITY FACILITY
17.100 Neighborhood RHD RMD
17.200 Community or Regional RHD RMD
18.000 TOWERS AND RELATED STRUCTURES
18.100 NON COMMERCIAL TOWERS
18.110 Towers and Antennas 50 Feet Tall or Less RHD RMD
18.120 Towers and Antennas More Than 50 Feet Tall and Receive-Only Earth Stations RHD RMD
18.200 COMMERCIAL TELECOMMUNICATIONS TOWERS & MONOPOLES
18.230 Micro Facilities8 RHD RMD
18.240 Mini Facilities8 RHD
18.250 Macro Facilities8 RHD
21.100 CEMETERY17 RHD RMD
22.000 COMMERCIAL NURSERY SCHOOLS OR DAY CARE CENTERS17 RHD RMD
23.000 NEW OR IMPROVED STREETS RHD RMD
26.000 SPECIAL EVENTS RHD RMD
28.000 SUBDIVISIONS AND BOUNDARY ADJUSTMENTS
28.100 Major RHD RMD
28.200 Short RHD RMD
28.300 Boundary Line Adjustment RHD RMD
28.400 Unit Lot RHD
29.000 COMBINATION USES RHD RMD
32.000 LAND CLEARING, LOGGING IN CONFORMANCE WITH CHAPTER 20.88 (ENVIRONMENTALLY
CRITICAL AREAS) BUT OF MORE THAN 10,000 FT2 OF PROPERTY WITHIN ONE YEAR9
RHD RMD
33.000 USES PERMISSIBLE IN CRITICAL AREAS (SEE CHAPTER 20.93) RHD RMD
*The highlighted areas are the differences between the Residential High Density (RHD) zone and Residential Moderate Density (RMD) zone.
Findings of Fact
City of Arlington Planning Commission
Villas at Arlington Rezone
Page 1 of 1
City of Arlington Community and Economic Development
Planning Commission
18204 59th Avenue NE, #B Arlin ton, WA 98223
Regarding:
Villas at Arlington Rezone
Summary:
The Planning Commission held a Public Hearing on April 18, 2017 for the Villas at
Arlington Rezone. The Planning Commission transmits the following findings and
recommendation to the City Council:
Findings:
1. State law (RCW 36.70A.130) allows Cities to amend their Comprehensive Plans once
annually. The Council recently updated and clarified the docketing process for
review of all proposed amendments as part of an effort to insure that these
proposed changes were considered together.
2. In addition, AMC 20.96.024 establishes qualifying criteria for amendments to the
Comprehensive Plan that must be met for inclusion on the Docket.
3. Comprehensive Plan amendments can be proposed either by private parties, or by
the City. In either case, the proposed amendment is subject to the same docketing
procedures. The only exception is for emergency amendments, none of which were
proposed for the 2017 docket.
4. The items included on the 2017 Comprehensive Plan Amendment Docket all meet
the submission requirements and specific criterial contained in AMC 20.96 sections
010 through 060.
Conclusion and Recommendation:
Based on the foregoing findings and testimony received at the hearing, the Planning
Commission herby recommends that the City Council approve the proposed Villas at
Arlington Rezone.
Respectfully submitted through the Department of Community and Economic Development
to the City Council this seventeenth day of May 2017 by:
____________________________________________________
Bruce Angell
City of Arlington Planning Commission Chair
City of Arlington
Council Agenda Bill
Item:
WS #10
Attachment
J
COUNCIL MEETING DATE:
May 22, 2017
SUBJECT:
Stewart – Rezone from current RMD to RHD
ATTACHMENTS:
Staff Report, Area Map, Vicinity Map, PC Findings of Fact
DEPARTMENT OF ORIGIN
Community & Economic Development – Marc Hayes, 360‐403‐3457
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
This is a request from applicant, Greg Stewart, for an amendment to the Comprehensive Plan, Land
Use Map with a concurrent amendment to the City’s Official Zoning Map that would change the land‐
use designation and zoning classification from a split zone of Residential Moderate Density /
Residential High Density to Residential High Density on his single lot. The City recommended
additional parcels to be included with this rezone, as neighboring parcels have the same split zoning
as the Applicant’s property (see Exhibit I).
HISTORY:
The subject 2 acre lot (APN 31051100401700 and 31051100401701) is located at 606 E Highland
Drive. The additional parcels are located at 624, 704, 722, 730 E Highland Drive and 502 83rd
Avenue NE, with associated parcel numbers: 31051100401600, 31051100401500, 31051100405900,
31051100401100, 31051100401000, and 31051100400900
ALTERNATIVES:
Deny the proposed rezone
RECOMMENDED MOTION:
Workshop; discussion only. At the June 5th 2017 council meeting, the proposed motion will be ”I
move to approve the rezone from Residential Moderate Density to Residential High Density for the
“Stewart” Rezone as described in the staff report”.
Staff Report & Recommendation
Stewart Land Use Map Amendment & Concurrent Rezone – PLN#274
Page 1 of 5
Community and Economic Development
Planning Division
18204 59th Avenue NE, Arlington, WA 98223
STAFF REPORT & RECOMMENDATION
TO THE PLANNING COMMISSION
Minor Land‐Use Map Amendment & Concurrent Rezone
Stewart Rezone – PLN#274
Report Prepared By: Amy Rusko, Associate Planner
Report Issued: March 28, 2017
A. APPLICATION DESCRIPTION
This is a request from Applicant, Greg Stewart for an amendment to the Comprehensive Plan,
Land Use Map with a concurrent amendment to the City’s Official Zoning Map that would
change the land‐use designation and zoning classification from a split zone of Residential
Moderate Density / Residential High Density to Residential High Density on his single lot. The
City recommended additional parcels to be included with this rezone, as neighboring parcels
have the same split zoning as the Applicant’s property (see Exhibit I).
B. SITE AND SITUATION
The subject 2 acre lot (APN 31051100401700 and 31051100401701) is located at 606 E
Highland Drive. The additional parcels are located at 624, 704, 722, 730 E Highland Drive and
502 83rd Avenue NE, with associated parcel numbers: 31051100401600, 31051100401500,
31051100405900, 31051100401100, 31051100401000, and 31051100400900
The topography is flat and mostly cleared. There is less than a one (1) percent slope from the
northern property line to the southern property line. There is a steep slope along the southern
property line that has an approximate nineteen (19) percent slope.
The soils on site and in the vicinity consist of Ragner sandy loam, which drains well, and is
suitable for urban development according to the USDA Soil Survey of Snohomish County.
The parcels are considered under‐developed, based on the size of the parcels and the current
use of single family residences (see Exhibit II) and there are currently no active land‐use or
development proposals on file with the City for these properties.
The parcels are situated on the south side of Highland Drive just west of the intersection of
Stillaguamish Avenue and Highland Drive. Direct access is taken from Highland Drive.
Highland Drive is an unimproved future collector arterial. The City’s Comprehensive Plan calls
for improving Highland Drive with sidewalks and planter strips from Stillaguamish Avenue to
Highway 9. In 2016 Highland Drive was improved by installing new water and sewer lines and
repaving of the street.
Staff Report & Recommendation
Stewart Land Use Map Amendment & Concurrent Rezone – PLN#274
Page 2 of 5
The subject lot is currently zoned both Residential Moderate Density / Residential High
Density and is one of seven parcels that are zoned both Residential Moderate Density and
Residential High Density through split zoning over single parcels. Lots to the north and west
are zoned Residential Medium Density, with lots to the south and east are zoned Residential
Moderate Density and Residential High Density.
Residential properties to the north and west are developed with single family dwellings.
Residential properties to the east are developed with single family dwellings and a church.
Residential properties to the south are developed with multi‐family dwelling units.
Water and Sewer lines are within Highland Drive and are accessible to these properties.
C. APPLICATION REVIEW PROCESS
Arlington Municipal Code allows for any person to petition the Planning Commission and City
Council to amend the City’s Comprehensive Plan and/or Land Use Code. The City’s
requirements for proposing amendments are found in Arlington Municipal Code (AMC)
Chapter 20.96 (Amendments).
The Future Land Use Map is a required element of the City’s Comprehensive Plan (see RCW
36.70A.070). The Future Land Use Map shows the City’s desired land use patterns by
geographical area within both City limits and in unincorporated Urban Growth Areas. The
City’s Official Zoning Map is based off of the Future Land Use Map found in the City’s
Comprehensive Plan.
Since the City’s Comprehensive Plan serves as the foundation for the City’s Land Use Code
(Title 20), inclusive of the City’s Official Zoning Map, State law requires that the City’s Land Use
Code be consistent with the City’s Comprehensive Plan (see RCW 36.70A.130(1)(d)). If a
proposed amendment to the City’s Land Use Code is not consistent with the City’s
Comprehensive Plan, the proposal must either be denied or the Comprehensive Plan must also
be concurrently amended to preserve consistency between the Comprehensive Plan and the
Land Use Code.
State and City regulations prohibit the Comprehensive Plan from being amended more
frequently than once per year; therefore, the City has established a docketing process so that
all proposed amendments to the Comprehensive Plan can be considered concurrently(see
RCW 36.70A.130 and AMC 20.96.010(d)). The proposal will be made to the 2017 annual
update to the City’s Comprehensive Plan, all proposed amendments are being considered as
part of the City’s annual docketing procedures. This will ensure that amendments to the
Comprehensive Plan only occur once in 2017.
Amendment proposals to the City’s Comprehensive Plan may be initiated by the City or private
party. Applications for Comprehensive Plan Amendments (CPAs) are due by the last working
day of January to be considered that year.
During the year staff reviews the proposed amendments for compatibility with the
Comprehensive Plan and conformance with the requirements of AMC Chapter 20.96 and
presents their findings and recommendations to the Planning Commission at an open record
public hearing as required by AMC Section 20.96.030(a). The Planning Commission’s
recommendation is then forwarded to the City Council which then takes final action at a closed
record hearing.
Staff Report & Recommendation
Stewart Land Use Map Amendment & Concurrent Rezone – PLN#274
Page 3 of 5
D. STAFF ANALYSIS
The Applicant submitted their application requesting a rezone on September 29, 2016,
meeting the January 31, 2017 deadline for consideration.
Because this rezone request is inconsistent with the Future Land‐Use Map contained within
the Comprehensive Plan, an amendment to the Future Land‐ Use Map is necessary if the rezone
request is to be approved.
AMC Section §20.96.024 establishes criteria that an amendment proposal must meet in order
to be considered. AMC Section §20.96.024(a)(1) states: “If the proposed amendment is site
specific, the subject property is suitable for development in general conformance with adjacent
land use and the surrounding development pattern, and with zoning standards under the
potential zoning classifications.” Staff found that the proposed Future Land‐Use Map
amendment and concurrent rezone request meet this requirement and have included it for
consideration as part of the 2017 annual Comprehensive Plan update.
1. CRITERIA OF AMC 20.96.060. In deciding whether to approve any amendment to the
City’s Comprehensive Plan, the approval body must base its decision solely on whether the
proposed amendment advances the public health, safety, or welfare. All other arguments
relating to the proposed amendment are irrelevant according to AMC §20.96.060.
a. Public Health
With regards to public health, a change in the Future Land‐Use Map for the subject
property from a split Residential Moderate Density / Residential High Density designation
to a Residential High Density designation would advance the public health by allowing for
the development of higher residential densities within close proximity and walking
distance from residences to commercial businesses located along Olympic Avenue in
Downtown Arlington and to commercial businesses located along Olympic Place and 204th
Street. Easy access from residences to commercial businesses promotes walking, social
interaction, and community support of businesses.
b. Public Safety
With regards to public safety, a change in the Future Land‐Use Map for the subject
property from a split Residential Moderate Density / Residential High Density designation
to a Residential High Density designation would advance the public safety by allowing for
the development of higher residential densities, making the potential residents more
accessible to the police and fire departments. Residents of a multi‐family development can
provide safety to their neighbors by being “the eyes on the street” to protect personal
property.
c. Public Welfare
With regards to public welfare, a change in the Future Land‐Use Map for the subject
property from a split Residential Moderate Density / Residential High Density designation
to a Residential High Density designation would advance the public welfare by providing
the potential of diverse housing options that would be available for a wide range of
individuals.
Staff Report & Recommendation
Stewart Land Use Map Amendment & Concurrent Rezone – PLN#274
Page 4 of 5
2. CRITERIA OF AMC 20.96.026. In deciding whether to approve, modify, defer, or deny any
proposed amendment to the City’s Official Zoning Map, the City Council shall base their
decision on the following criteria (see 20.96.026):
a. The proposed amendment is consistent with the goals, objectives, and policies of the
Comprehensive Plan.
The Future Land Use Map in the Comprehensive Plan would need to be amended to change
the land use designation from Residential Moderate Density to Residential High Density for
the rezone of the subject parcels from Residential Moderate Density to Residential High
Density to be consistent with the Comprehensive Plan.
The City has many goals and policies directly related to the re‐designation/rezoning of
properties to Residential High Density in the 2015 Comprehensive Plan. The Goals and
Policies that support this amendment; GO‐3, GH‐1, GH‐5, GH‐8, GL‐4, GL‐7, GT‐5, PO‐6.1,
PH‐2.1, PH‐4.2, PH‐5.1, PH‐8.1, PL‐1.4, PL‐4.3, PL‐4.8, PL‐7.2, PL‐8.1.
b. The proposed amendment is consistent with the scope and purpose of the city's zoning
ordinances and the description and purpose of the zone classification applied for.
Zone descriptions and purposes are outlined in AMC Chapter 20.36 and the
Comprehensive Plan. The description and purpose of the Residential High Density zone as
listed in AMC Chapter 20.36 is “… to accommodate higher density multi‐family
developments and recreational, quasi‐public, and public uses that customarily serve
residential development in areas served by public sewer and water facilities.” The
description and purpose of the Residential Moderate Density zone as listed in AMC Chapter
20.36 is “…to accommodate detached or attached single‐family residential uses at medium
densities and recreational, quasi‐public, and public uses that customarily serve residential
development in areas served by public sewer and water facilities. Some types of two‐family
residences are allowed in this district on larger lots.”
The proposed amendment (rezone) to the Zoning Map is consistent with the description
and purpose of the Residential High Density zone provided the Future Land Use Map is
amended to designate the subject lot as Residential High Density.
c. Circumstances have changed substantially since the establishment of the current zoning map
or district to warrant the proposed amendment.
Circumstances have changed since the establishment of the current zoning map. The City
has a need for providing a diverse housing stock to the citizens. The City needs to comply
with Vision 2040 and the Buildable Lands Analysis per Snohomish County Ordinance 16‐
077. The City has insufficient land capacity to accommodate the 2035 population
estimates. The AHA Housing Profile for Arlington indicated a deficiency in the amount of
diversified and multi‐family housing available in the City.
Staff Report & Recommendation
Stewart Land Use Map Amendment & Concurrent Rezone – PLN#274
Page 5 of 5
d. The proposed zoning is consistent and compatible with the uses and zoning of surrounding
property.
The proposed zoning is consistent and compatible with the uses and zoning of surrounding
property. The subject parcels are adjacent to Residential Moderate Density and Residential
High Density zoned land to the north, east, west and south. For a comparison of allowed
uses between the Residential Moderate Density zone and the Residential High Density
zone, see Exhibit III.
e. The property that is the subject of the amendment is suited for the uses allowed in the
proposed zoning classification.
The subject parcels are suitable for the allowed uses in the Residential High Density zone
because of its site and situation.
f. Adequate public services could be made available to serve the full range of proposed uses in
that zone.
Adequate public services are available to serve the full range of allowable uses in the
Residential High Density zone on this site.
E. STAFF CONCLUSION & RECOMMENDATION
1. Staff concludes that this proposal meets the criterion of the Comprehensive Plan and
Arlington Municipal Code for re‐designation and rezoning of the subject lot from
Residential Moderate Density/Residential High Density to Residential High Density and
recommends that the Planning Commission recommend approval of the proposed
amendment to the City Council.
Distributed to the following parties:
1. Greg Stewart, Applicant
2. The City Planning Commission
3. Marc Hayes, CED Director
4. Katie Heim, GIS Analyst
5. Jim Kelly, Public Works Director
EXHIBIT I
MEDICAL CENTER DR
TVEIT RD
WESLEY ST
S FRENCH AVE
S STILLAGUAMISH AVE
E HIGHLAND DR
RMD
MS
P/SP
RHD
OTRD
RMD
RMD
City of Arlington
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 liabilityof any nature arising out of or resulting from the lack of accuracy or correctness of the data, or the use ofthe data presented in the maps.
µ
kdh
StewartRezoneRev11x17_17
5/12/2017
Scale:
Date:
File:
Cartographer:
Legend
Proposed Rezone
Public Roads
Private Roads
Assessor Parcels
Stewart Rezonefor RMD Areas
0 130 26065 Feet
RMD = Moderate Density Residential
RHD = High Density Residential
OTRD = Old Town Residential District
P/SP = Public/Semi-Public
MS = Medical Services
RHD rezone area
EXHIBIT II
EXHIBIT III
Permissible Use RHD RMD
1.000 RESIDENTIAL
1.100 SINGLE FAMILY RESIDENCES
1.110 SINGLE FAMILY DETACHED, ONE DWELLING UNIT PER LOT RHD RMD
1.111 Site-Built & Modular Structures RHD RMD
1.112 Class A Mobile Home1 RHD RMD
1.113 Class B Mobile Home1 RHD RMD
1.120 SINGLE FAMILY ATTACHED DETACHED, MORE THAN ONE DWELLING UNIT PER LOT
1.121 Mobile Home Park RMD
1.122 Cottage Housing RHD RMD
1.200 TWO-FAMILY RESIDENCES
1.210 Two-Family Conversion2 RHD RMD
1.220 Accessory Dwelling Unit2,12 RHD RMD
1.230 Duplex2 RHD RMD
1.300 MULTI-FAMILY RESIDENCES
1.310 Multi-Family Conversions RHD
1.320 Multi-Family Townhouses RHD
1.330 Multi-Family Apartments RHD
1.400 HOMES EMPHASIZING SPECIAL SERVICES, TREATMENT OR SUPERVISION
1.410 LOCATED IN A SINGLE FAMILY RESIDENCE
1.411 Homes for Handicapped or Infirm7 RHD RMD
1.412 Nursing Care, Intermediate Care Homes7 RHD RMD
1.413 Special Needs Child Care Homes7 RHD RMD
1.414 Halfway Houses7 RHD RMD
1.415 Adult Family Homes (6 or fewer adults) RHD RMD
1.420 LOCATED IN A MULTI-FAMILY RESIDENCE (OCCUPYING SINGLE OR MULTIPLE DWELLING UNITS)
1.421 Homes for Handicapped or Infirm7 RHD
1.422 Nursing Care, Intermediate Care Homes7 RHD
1.423 Special Needs Child Care Homes7 RHD
1.424 Halfway Houses7 RHD
1.425 Adult Family Homes (6 or fewer adults) RHD RMD
1.500 MISCELLANEOUS, ROOMS FOR RENT SITUATIONS
1.510 Rooming Houses or Boarding Houses RHD RMD
1.520 Tourist Homes and Other Temporary Residences Rented By the Day or Week RHD RMD
1.600 IN-HOME CHILD DAY CARE RHD RMD
2.000 SALES AND RENTAL OF GOODS, MERCHANDISE AND EQUIPMENT
2.300 Transient Merchant Sales (vending carts, food and ice cream trucks, mobile delivery, peddlers)3 RHD RMD
5.000 EDUCATIONAL, CULTURAL, RELIGIOUS, PHILANTHROPIC, SOCIAL OR FRATURAL USES
5.100 SCHOOLS
5.110
Elementary and Secondary Schools (including associated grounds, athletic and other
facilities)18
RHD RMD
5.120 Trade or Vocational Schools RHD
5.130 Colleges, Universities, Community Colleges (included associated facilities such as dormitories,
office buildings athletic fields17
RHD RMD
5.200 Religious Assembly as Principle On-Site Use (including associated residential structures for
religious personnel and associated buildings but not including elementary school or secondary
school buildings)17
RHD RMD
5.210 Religious Assembly Accessory to an Existing On-Site Non-Religious Principle Use RHD RMD
5.300 LIBRARIES, MUSEUMS, ART GALLERIES, ART CENTERS AND SIMILAR USES (INCLUDING
ASSOCIATED EDUCATIONAL AND INSTUCTIONAL ACTIVITIES
5.310 Located Within a Building Designed and Previously Legally Occupied as a Residence RHD RMD
5.320 Located Within any Permissible Building RHD RMD
6.000 RECREATION, AMUSEMENT, ENTERTAINMENT
6.200 ACTIVITIES CONDUCTED PROMARILY OUTSIDE ENCLOSED BUILDINGS OR STRUCTURES
6.210 Privately Owned Outdoor Recreational Facilities (golf and country clubs, swimming or tennis
clubs)
RHD RMD
6.220 Publicly Owned and Operated Outdoor Recreational Facilities (athletic fields, golf courses,
tennis courts, swimming pools and parks)
RHD RMD
6.230 Golf Driving Ranges not Accessory to Golf Courses, Par 3 Golf Coursed, Miniature Golf,
Skateboard Parks and Water Slides17
RHD RMD
7.000 INSTITUTIONAL RESIDENCE OR CARE OR CONFINEMENT FACILITIES
7.100 Hospitals, Clinics, Other Medical (including mental health)17,18 RHD
7.200 Nursing Care Institutions, Intermediate Care Institutions, Handicapped or Infirm Institutions,
Child Care Institutions17,18
RHD RMD
7.300 Institutions (other than halfway houses) where Mentally Ill Persons are Confined17,18 RHD RMD
9.000 MOTOR VEHICLE RELATED SALES AND SERVICE OPERATIONS
9.180 Electric Vehicle Infrastructure23 RHD RMD
13.000 EMERGENCY SERVICES
13.100 Police Stations18 RHD RMD
13.200 Fire Stations18 RHD RMD
13.300 Rescue Squad or Ambulance Services18 RHD RMD
13.400 Civil Defense Operation RHD RMD
15.000 MISCELLANEOUS PUBLIC OR SEMI-PUBLIC FACILITIES
15.500 Temporary Mobile or Modular Structures Used For Public Services (mobile classrooms, civic
services, public health centers, emergency response centers)4
RHD RMD
17.000 UTILITY FACILITY
17.100 Neighborhood RHD RMD
17.200 Community or Regional RHD RMD
18.000 TOWERS AND RELATED STRUCTURES
18.100 NON COMMERCIAL TOWERS
18.110 Towers and Antennas 50 Feet Tall or Less RHD RMD
18.120 Towers and Antennas More Than 50 Feet Tall and Receive-Only Earth Stations RHD RMD
18.200 COMMERCIAL TELECOMMUNICATIONS TOWERS & MONOPOLES
18.230 Micro Facilities8 RHD RMD
18.240 Mini Facilities8 RHD
18.250 Macro Facilities8 RHD
21.100 CEMETERY17 RHD RMD
22.000 COMMERCIAL NURSERY SCHOOLS OR DAY CARE CENTERS17 RHD RMD
23.000 NEW OR IMPROVED STREETS RHD RMD
26.000 SPECIAL EVENTS RHD RMD
28.000 SUBDIVISIONS AND BOUNDARY ADJUSTMENTS
28.100 Major RHD RMD
28.200 Short RHD RMD
28.300 Boundary Line Adjustment RHD RMD
28.400 Unit Lot RHD
29.000 COMBINATION USES RHD RMD
32.000 LAND CLEARING, LOGGING IN CONFORMANCE WITH CHAPTER 20.88 (ENVIRONMENTALLY
CRITICAL AREAS) BUT OF MORE THAN 10,000 FT2 OF PROPERTY WITHIN ONE YEAR9
RHD RMD
33.000 USES PERMISSIBLE IN CRITICAL AREAS (SEE CHAPTER 20.93) RHD RMD
*The highlighted areas are the differences between the Residential High Density (RHD) zone and Residential Moderate Density (RMD) zone.
Findings of Fact
City of Arlington Planning Commission
Stewart Rezone
Page 1 of 1
City of Arlington Community and Economic Development
Planning Commission
18204 59th Avenue NE, #B Arlin ton, WA 98223
Regarding:
Stewart Rezone
Summary:
The Planning Commission held a Public Hearing on April 18, 2017 and a continued Public
Hearing on May 16, 2017 for the Stewart Rezone. The Planning Commission transmits the
following findings and recommendation to the City Council:
Findings:
1. State law (RCW 36.70A.130) allows Cities to amend their Comprehensive Plans once
annually. The Council recently updated and clarified the docketing process for
review of all proposed amendments as part of an effort to insure that these
proposed changes were considered together.
2. In addition, AMC 20.96.024 establishes qualifying criteria for amendments to the
Comprehensive Plan that must be met for inclusion on the Docket.
3. Comprehensive Plan amendments can be proposed either by private parties, or by
the City. In either case, the proposed amendment is subject to the same docketing
procedures. The only exception is for emergency amendments, none of which were
proposed for the 2017 docket.
4. The items included on the 2017 Comprehensive Plan Amendment Docket all meet
the submission requirements and specific criterial contained in AMC 20.96 sections
010 through 060.
5. During the public hearing opened on April 18, 2017 and continued to May 16, 2017,
considerable opposition to this rezone was expressed by residents living in the area
potentially affected by the rezone.
6. During this public hearing, one Commissioner recused himself from the deliberation
based on appearance of fairness considerations, leaving four Commissioners to vote
on the staff recommendation.
Conclusion and Recommendation:
Based on the foregoing findings and testimony received at the hearing, the Planning
Commission voted two in favor of the rezone and two opposed. The Planning Commission,
therefore forwards the proposed Stewart Rezone to Council without a recommendation.
Respectfully submitted through the Department of Community and Economic Development
to the City Council this seventeenth day of May 2017 by:
____________________________________________________
Bruce Angell
City of Arlington Planning Commission Chair