HomeMy WebLinkAbout06-12-17 Council WorkshopSPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the
ADA coordinator at (360) 403‐3441 or 1‐800‐833‐8388 (TDD only) prior to the meeting date if special accommodations are required.
CALL TO ORDER
Mayor Barb Tolbert
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Barb Tolbert – Deana
APPROVAL OF THE AGENDA
Councilmember Chris Raezer
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
NeoBots presentation
Mayor Barb Tolbert
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1.Contract for financial management software ATTACHMENT A
Staff Presentation: Kristin Garcia
Council Liaison: Chris Raezer
2.Resolution declaring property as surplus ATTACHMENT B
Staff Presentation: Kurt Patterson
Council Liaison: Chris Raezer
3.Professional Services Agreement with Katy Isaksen & Associates ATTACHMENT C
for utilities‐based financial analysis
Staff Presentation: Jim Kelly
Council Liaison: Chris Raezer
4.Community resource paramedic project ATTACHMENT D
Staff Presentation: Bruce Stedman
Council Liaison: Jesica Stickles/Marilyn Oertle
5.City Council regional meeting reimbursement protocol ATTACHMENT E
Staff Presentation: Heather Logan
Council Liaison: Chris Raezer
Arlington City Council Workshop
Monday, June 12, 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.
6. Resolution to approve Social Services Fund Policy ATTACHMENT F
Staff Presentation: Heather Logan
Council Liaison: Chris Raezer
7. Smokey Point Drive property public park dedication proposal ATTACHMENT G
Staff Presentation: Paul Ellis
Council Liaison: Marilyn Oertle
8. 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
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
June 12, 2017
SUBJECT:
Approve Contract for Financial Management Software
ATTACHMENTS:
Memo outlining staff recommendation, Request for Proposal, Results of Request for Proposals,
Caselle Proposal dated June 5, 2017, Software License Agreement, Software Maintenance & Support
Agreement
DEPARTMENT OF ORIGIN
Finance; Kristin Garcia ‐ Finance Director 360‐403‐3431
EXPENDITURES REQUESTED: $170,000
BUDGET CATEGORY: Equipment Replacement Fund
BUDGETED AMOUNT: $150,000
LEGAL REVIEW:
DESCRIPTION:
The city published an RFP on March 3, 2017 for a municipal financial management software system.
The goal was to find a comprehensive, enhanced financial system that would also incorporate the
city’s many independent systems such as; airport billing/cash receipting, cemetery, business license,
permitting, timekeeping, fixed asset management and utility asset management. After thorough
review, staff is recommending to move forward with the Caselle product. The Caselle product will
dramatically enhance our current system capabilities. A few examples include; consolidating airport
billing and cemetery on one system, better online billing data available to utility customers, the ability
to do online payments for recreation, airport, cemetery and utility customers, electronic document
management, ability to track project budgets, ability to track contract expenses, payroll and
timekeeping within the same system, employee dashboards to monitor critical data, customized
reporting capability, customization of user defined fields, 5 year budget forecasting, and budgeting for
personnel.
Staff is asking for an amount not to exceed of $170,000 broken down as follows; $140,580 as per the
proposal, $20,000 anticipated hardware needs and $9,420 contingency for unexpected costs related
to training and data conversion. The annual service fee which includes all future updates, training and
unlimited technical support will increase from what we are currently paying and will increase slightly
the following year. We are currently paying about $17,000 and expect to pay $31,000 with the new
system. We do receive a 5% discount if paid on an annual basis.
The project will be funded out of the technology equipment replacement fund. Caselle has also offered
a 3 year payment plan at no additional cost.
HISTORY:
The City has been using its current financial system (BIAS) since 2010. This system only handles
financial data (i.e. general ledger, cash receipting, payroll, accounts payable, budget and utility
billing). The City has become more sophisticated in the way it operates and technology has changed
in the past 7 years, as a result, we’ve outgrown what BIAS is capable of. Additionally, the
independent systems do not interface with our financial software which creates inefficiencies by
duplication of data entry and increases internal control risk.
ALTERNATIVES:
1)Reject all proposals
2)Publish a new Request for Proposal
3)Continue utilizing current software systems
RECOMMENDED MOTION:
Workshop; discussion only. At the June 19, 2017 meeting, the motion will read; “I move to approve a
contract with Caselle for financial management software with a project budget not to exceed
$170,000 and authorize the Mayor to sign it.”
MEMO
City of Arlington
Finance
To: Mayor Barb Tolbert
Arlington City Council
cc: Paul Ellis, City Administrator
From: Kristin Garcia, Finance Director
Date: June 1, 2017
Subject: Financial Software Recommendation
The City has been using its current financial system (BIAS) since 2010. This system only
handles financial data (i.e. general ledger, cash receipting, payroll, accounts payable, budget
and utility billing). The City has become more sophisticated in the way it operates and
technology has changed in the past 7 years, as a result, we’ve outgrown what BIAS is capable
of. Additionally, the independent systems do not interface with our financial software which
creates inefficiencies by duplication of data entry and increases internal control risk.
The city published an RFP on March 3, 2017 for a municipal financial management software
system. The goal was to find a comprehensive, enhanced financial system that would also
incorporate the city’s many independent systems such as; airport billing/cash receipting,
cemetery, business license, permitting, timekeeping, fixed asset management and utility
asset management. During development of the RFP, the finance department collaborated
with all city departments so that each department had input into the process and could
express what their needs/wants might be with a new financial system.
A total of four proposals were received. Two proposals were determined to be unqualified.
One proposal was for a budget module only and one proposal could not meet our needs to
produce a biennial budget. The final two vendors did provide a comprehensive proposal and
both were asked to do a product demonstration. Product demonstrations were conducted
on April 11 and April 12. Representation from almost every department was in attendance
for a portion of both demonstrations.
After a detailed review of the proposals’ technical specifications and information gained
from the product demonstrations, it was concluded that neither vendor could provide 100%
of all items included in the proposal. The conclusions were as follows;
Tyler Technologies
The initial product demonstration did not do a sufficient job in showcasing what the
system was capable of (reporting, customization, drill down capability, personnel
mgmt…etc).
The cemetery module provided less functionality than our current system.
The original proposal did not include pricing for permitting
They did not have a product that could meet the needs of utility asset management.
Caselle
They did not have a product that could meet the needs of utility asset management.
The module for permitting could meet nearly all of our needs with exception of the
citizen tracking function and some code enforcement tracking. Caselle is continuing
to upgrade the software so there is a possibility we can add this module in the future.
We also concluded that the utility asset management system is unique enough that we
couldn’t find a good fit with the financial system so that item was taken off the table. We also
decided to exclude business license functionality as current legislation may require business
licensing at the State level.
Once we determined what each vendor could provide in terms of capability, each were asked
to provide an updated proposal – see attached document “Results of Request for Proposals”.
Reference checks were also conducted for both vendors. 2 of 6 references were received for
Tyler Technologies which didn’t provide any additional information helpful to the decision
making process. 7 of 14 references were returned for Caselle with positive comments on
customer service, implementation, and overall product capability.
Staff is recommending to move forward with the Caselle product. Staff is asking for an
amount not to exceed of $170,000 broken down as follows; $140,580 as per the proposal,
$20,000 anticipated hardware needs and $9,420 contingency for unexpected costs related
to training and data conversion.
The annual service fee which includes all future updates, training and unlimited technical
support will increase from what we are currently paying and will increase slightly the
following year. We are currently paying about $17,000 and expect to pay $31,000 with the
new system. We do receive a 5% discount if paid on an annual basis.
The project will be funded out of the technology equipment replacement fund. The
technology equipment replacement schedule has already been updated to accommodate this
purchase and has planned for future replacement. Caselle has also offered a 3 year payment
plan at no additional cost.
The Caselle product will dramatically enhance our current system capabilities, a few
examples include; consolidating airport billing and cemetery on one system, better online
billing data available to utility customers, the ability to do online cash receipting for
recreation, airport, cemetery and utility customers, electronic document management,
ability to track project budgets, ability to track contract expenses, payroll and timekeeping
within the same system, employee dashboards to monitor critical data, customized reporting
capability, customization of user defined fields, 5 year budget forecasting, and budgeting for
personnel.
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
June 12, 2017
SUBJECT:
Resolution Declaring Property as Surplus
ATTACHMENTS:
Resolution and Exhibit A
DEPARTMENT OF ORIGIN
Finance
EXPENDITURES REQUESTED: 0
BUDGET CATEGORY: N/A
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
The City currently has several vehicles and pieces of equipment that are beyond their useful life and
need to be declared as surplus in order to be properly auctioned off.
HISTORY:
The City has found that the most expedient way to deal with surplus vehicles and equipment is to
utilize the services of an on‐line auction site.
ALTERNATIVES:
None
RECOMMENDED MOTION:
Workshop; discussion only.
RESOLUTION NO. 2017-xxx
A RESOLUTION OF THE CITY OF ARLINGTON DECLARING CERTAIN
PROPERTY AS SURPLUS AND AUTHORIZING ITS SALE
WHEREAS, the City has purchased the equipment listed on the attached Exhibit
“A”; and
WHEREAS, the equipment identified on Exhibit “A” is surplus to the needs of
The City; and
NOW, THEREFORE, the City of Arlington, acting by and through its City
Council, does hereby resolve as follows:
1. The equipment/property described on the attached Exhibit “A” is declared
Surplus to the needs of the City.
2. Staff is instructed to trade in all items for the best available price, sell all
items for the best price or properly dispose of items that it is unable to
sell. Staff is further authorized to dispose of the property via an
intergovernmental transfer pursuant to RCW 39.33.010.
Passed by the City Council of the City of Arlington at a regular meeting on this
_____day of_____________, 2017.
_____________________________
Barbara Tolbert
Mayor
ATTEST:
_________________________
Kristin Banfield, City Clerk
APPROVED AS TO FORM:
__________________________
Steven J. Peiffle, City Attorney
EXHIBIT A
Item
EX‐1 2004 Ford Focus Wagon
P‐1 2002 GMC Sonoma Pickup
P‐25 1984 Chevrolet Flat Bed
P‐79 1993 Vermeer Chipper
A‐87 1994 Athey Mobil Sweeper
S‐43 1992 Ford L9000 Dump Truck
L‐80 2008 Ford Crown Victoria
HP 1055cm Plus Large Format Printer
ASSET TAG #02413
Serial #
1FAFP36314W187864
1GCTS19W528202292
1GBJC34M7EV134593
1VRD10158P1000664
1A9S24DR5RR059125
1FDZU90X0NVA26570
2FAF971V18X145933
SG27713110
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment
C
COUNCIL MEETING DATE:
June 12, 2017
SUBJECT:
Professional Services Agreement with Katy Isaksen & Associates (KIA) for technical and financial
support services.
ATTACHMENTS:
Professional Services Agreement (Draft)
DEPARTMENT OF ORIGIN
Public Works – Utilities
EXPENDITURES REQUESTED: Task Order Basis – as needed
BUDGET CATEGORY: 2017‐2019 Water/Sewer/Storm budgets
BUDGETED AMOUNT: Included in 2017‐2018 Budget
LEGAL REVIEW:
DESCRIPTION:
Request to approve a Professional Services Agreement (PSA) with KIA for continued financial and
technical services through 2017‐2019 for the Public Works Department.
HISTORY:
The city has been under contract with Katy Isaksen & Associates with a task order based Professional
Services Agreement since 2007. As allowed, the original agreement was extended for additional contract
terms in order to accommodate Public Works’ need for financial services. The current term extension of
the PSA has expired in May 2017.
This new PSA will allow Public Works to continue to have the KIA financial services available on a task
order basis. Specific upcoming 2017 tasks may include Water and Sewer Comp plan financial review and
Island Crossing ULID financial review.
ALTERNATIVES:
‐ Do not renew contract with KIA
‐ Table for further discussion
RECOMMENDED MOTION:
Workshop; discussion only.
PROFESSIONAL SERVICES
AGREEMENT 1
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, is made and entered into in duplicate this ___ day of June, 2017,
by and between the CITY OF ARLINGTON, a Washington municipal corporation, hereinafter
referred to as the "CITY" and KATY ISAKSEN & ASSOCIATES, 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 and provide financial services to the CITY on a TASK
ORDER basis in accordance with all terms and conditions contained in this AGREEMENT.
Each TASK ORDER shall be in writing, agreed to by the CITY and SERVICE PROVIDER, and
shall contain a specific scope of work, completion schedule, and a not to exceed compensation
amount. SERVICE PROVIDER shall not begin work until receiving from the CITY written
acceptance of the TASK ORDER and written authorization to proceed.
SERVICE PROVIDER shall perform such services and accomplish such work required of each
TASK ORDER, 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.
2. Term.
The TERM of this AGREEMENT shall begin upon full execution of this AGREEMENT and
shall remain effective for a TERM of two years, unless sooner terminated according to the
provisions herein. In the event the AGREEMENT expiration occurs during the performance of
PROFESSIONAL SERVICES
AGREEMENT 2
an authorized TASK ORDER, the CITY may elect to extend the AGREEMENT until the
completion of the authorized TASK ORDER.
The CITY may, at its discretion, elect to extend this AGREEMENT for an additional two year
TERM. If at the end of the original TERM of the AGREEMENT the CITY elects to extend the
AGREEMENT for an additional two year TERM, the CITY shall notify the SERVICE
PROVIDER in writing of the CITY’s intent to extend. If at the end of the original TERM of the
Agreement the CITY elects not to extend the AGREEMENT for an additional two year TERM,
the CITY shall notify the SERVICE PROVIDER in writing of the CITY’s intent not to extend.
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
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.
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.
PROFESSIONAL SERVICES
AGREEMENT 3
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
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 Service Provider 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 acts, errors
or omissions of the Consultant in performance of this Agreement, except for injuries
and damages caused by the sole negligence of the City.
7.2 No liability shall attach to the CITY by reason of entering into this Agreement
except as expressly provided herein.
PROFESSIONAL SERVICES
AGREEMENT 4
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, or equivalent, and shall cover liability arising
from premises, operations, independent contractors and personal injury and
advertising injury. The City shall be named as an additional 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, excluding liability associated with, and arising
from, financial projections and rate projections.
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.
PROFESSIONAL SERVICES
AGREEMENT 5
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 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 & 0) taxes which may be due on account of this Agreement.
PROFESSIONAL SERVICES
AGREEMENT 6
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
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
PROFESSIONAL SERVICES
AGREEMENT 7
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 an authorized TASK ORDER 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 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.
PROFESSIONAL SERVICES
AGREEMENT 8
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.
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.
PROFESSIONAL SERVICES
AGREEMENT 9
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.
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 Katy Isaksen
Attest:
______________________
Kristin Banfield, City Clerk
City of Arlington
Council Agenda Bill
Item:
WS #4
Attachment
D
COUNCIL MEETING DATE:
June 12, 2017
SUBJECT:
North Sound Accountable Communities of Health (North Sound ACH) Community Resource
Paramedic (CRP) Program proposal
ATTACHMENTS:
CRP PowerPoint Presentation
DEPARTMENT OF ORIGIN:
Fire Department
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
BUDGETED AMOUNT: N/A
LEGAL REVIEW:
DESCRIPTION:
Arlington Fire is partnering with eighteen other fire agencies within the five counties served by the
North Sound ACH to establish a Community Paramedic Program. In addition to these agencies there are
also several partnership to include: Aero Skagit, Skilled Nursing Facilities, Clinics & Hospitals, Case
Management, APS, CPS, DSHS, Adult & Aging Service, Local Public Health Department, Private
Practitioners/Partners, Public Hospital Districts, Charitable Organizations, Medic One, Tacoma
Community College, Everett Community College, and Central Washington University.
HISTORY:
Arlington Fire and other entities have seen an increase in “high‐utilizers” within our Emergency Medical
Services (EMS) responses. Through grant funding from Verdant Health, Snohomish County Fire District
1 has been able to establish a pilot program that has shown great success over the past three years. With
Medicaid transformation and proposed funding opportunities, it has been determined that now is the
best time to expand upon this successful model and bring it to all of the Advanced Life Support (ALS)
agencies within the five counties funded by the North Sound ACH who has been tasked by the Health
Care Authority (HCA) with the Medicaid transformation.
ALTERNATIVES:
There are no alternatives at this time. The Medicaid mandate will remain in place and pay for
performance is the future of EMS in relation to Medicaid payment. Without changing performance
standards to be in alignment with the Medicaid transformation, funding opportunities will be lost.
RECOMMENDED MOTION:
Workshop; discussion only. The recommendation is to support the proposal through the North Sound
ACH.
EMS SEES IT FIRST…
CARING FOR HIGH‐UTILIZERS OF THE EMS SYSTEM CARING FOR HIGH‐UTILIZERS OF THE EMS SYSTEM
●Reduce the cost of overall
health care expenditures
(Medicaid)
●Reduce stress on vulnerable
patients and improve care
coordination
(Pathways Model of Coordinated Care)
●Reduce hospital readmissions
and emergency department
utilization and strain on the
EMS/9‐1‐1‐Systems
ACH FUNDING THROUGH MEDICAID
“With Value-based Purchasing the
state pays for healthier patients, not
volume of services.”
There is no initial cost to the
agencies supported by the
proposal being sent forward to
the North Sound ACH if funded
this project would be supported
for years 1-2 with performance
based pay years 3-5 With the
recent passage of Senate Bill
E2SHB 1358 we may be able
to bill in the future as well for
Community Medic Responses
The project is also supported by:
Aero Skagit, Skilled Nursing Facilities,
Clinics & Hospitals, Case
Management, Aps, CPS, DSHS, Adult
& Aging Service, Local Public Health
Department, Private
Practitioners/Partners, Public Hospital
Districts, Charitable Organizations,
Medic One, Tacoma Community
College, Everett Community College,
Central Washington University.
Five Counties: San Juan, Island, Skagit, Whatcom & Snohomish
19 ALS Service Providers and Countless Partnerships
LESSONS FROM SNOHOMISH COUNTY FIRE DISTRIC 1:
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
E
COUNCIL MEETING DATE:
June 12, 2017
SUBJECT:
City Council regional meeting reimbursement protocol
ATTACHMENTS:
Regional meetings documentation, flowsheet, and reimbursement form
DEPARTMENT OF ORIGIN
Administration; contact Heather Logan – 360‐403‐3447
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
BUDGETED AMOUNT: N/A
LEGAL REVIEW:
DESCRIPTION:
To outline a process for verifying whether new meetings qualify for the regional payment level for
City Council and Mayor
HISTORY:
The Citizens Salary Commission in 2015 identified 11 meetings eligible to be reimbursed at the
regional payment amount. The 2017 Citizens Salary Commission did not change that list. However,
the AMC at 2.04.027(a)(2) allows for other meetings to be reimbursement given a certain set of
criteria. This process outlines how to seek approval for regional level reimbursement for meetings
not on the enumerated list.
ALTERNATIVES:
Only allow regional level reimbursement for the 11 meetings identified in 2015.
RECOMMENDED MOTION:
Workshop; discussion only.
City Council Regional Meeting Documentation
Council member name
Date
Meeting name
Organization name
I was elected to attend this meeting OR
See below if appointed to attend the meeting
Yes No
If appointed to attend, circle as many as apply,
indicating who appointed you:
Mayor
City Council
County Association of Cities and Towns
County Executive
County Council
Governor
State Legislature
Goals of the meeting
Meeting schedule (i.e. first Tuesday each month)
Term you are serving for this meeting From _______________ to __________________
City Administrator action Approved for payment or denied
Reason: does not qualify as regional meeting
City Administrator signature
Date
See over for AMC text and list of enumerated meetings
AMC 2.04.027‐ Expense Reimbursement (a) (2)
Attendance at meetings not previously enumerated where the council member or mayor is appointed or
elected to attend by the mayor, city council, county association of cities and towns, county executive,
county council, governor or state legislature, if the reason for the appointment was because of the
individual’s status as an elected official;
Enumerated meetings:
Association of Washington Cities
Community Transit
Economic Alliance Snohomish County
Mayors’ Association
Meetings in Olympia which address issues with legislature, governor, state departments and boards
Meetings with Snohomish County personnel or elected officials
National League of Cities
Puget Sound Regional Council
Snohomish County Cities
Snohomish County Committee for Improved Transportation
Snohomish County Tomorrow
Mayor and City Council Members Meeting Reimbursement Flowsheet
Schedule: Mayor City Council
Current
Regional $75 $75
Non‐regional $50 $50
Maximum per
month
20 meetings 8 meetings
1/1/18
Regional $125 $75
Non‐regional $100 $50
Maximum per
month
25 10 meetings
1/1/19
Regional $125 $75
Non‐regional $100 $50
Maximum per
month
25 meetings 12 meetings
Process:
1.Determine if each meeting you attended is regional or non‐regional.
Regional meetings are either on the enumerated list (see over) OR you may
submit a City Council Regional Meeting Documentation form to the City
Administrator. He will review your meeting against AMC criteria and notify
you of your meeting’s status.
2.Once you know the category of each of your attended meetings, complete
the Expense Reimbursement Form, attach your documentation and
approved City Council Regional Meeting documentation (if applicable) and
send the whole packet to the City Administrator for approval. Finance
issues checks twice a month.
Enumerated regional meetings:
Association of Washington Cities
Community Transit
Economic Alliance Snohomish County
Mayors’ Association
Meetings in Olympia which address issues with legislature, governor, state
departments and boards
Meetings with Snohomish County personnel or elected officials
National League of Cities
Puget Sound Regional Council
Snohomish County Cities
Snohomish County Committee for Improved Transportation
Snohomish County Tomorrow
City of Arlington
Council Agenda Bill
Item:
WS #6
Attachment
F
COUNCIL MEETING DATE:
June 12, 2017
SUBJECT:
Resolution to approve Social Services Fund Policy
ATTACHMENTS:
Resolution
DEPARTMENT OF ORIGIN
Administration; contact Heather Logan – 360‐403‐3447
EXPENDITURES REQUESTED:
BUDGET CATEGORY:
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
The City has determined it would be an appropriate expenditure of public funds to provide for immediate
basic needs to individuals that are addicted to opiates. Specific uses of the fund are limited to the following:
ground or air transportation to rehabilitation facility
hotel stay for the individual awaiting housing, detox or other services
a meal or groceries
to help clean clothes at the laundromat
hygiene such as a haircut and/or shower
to provide incidentals while in transition to treatment such as shoes, clothes, bedding, toiletries
Purchases for these needs will be authorized through the use of P‐cards assigned to designated individuals.
The City Administrator and/or Finance Director will approve individuals designated to use P‐cards for this
purpose. Detailed receipts, along with a Participation Intake Form, must be submitted to the Finance
Director for approval. Documentation must be submitted to the Finance department as soon as reasonably
possible after the purchase has been made. The documentation must also include a department head
signature and account code identifying the purchase is related to providing social services. Any unauthorized
use of these funds or P‐card may result in revocation of the employee's P‐card and the employee may be
subject to disciplinary action, up to and including termination.
HISTORY:
In 2016, he Social Services Fund was unded by a gift from the Cascade Valley Health Foundation, and was
established to allow access to funds for the Arlington Police Department and/or Arlington Fire Department
to provide for immediate basic needs to opiate addicted individuals. Use of the fund is specifically designed
to fill the gap of time (typically 2‐3 days) between when the individual makes the decision to treat the
addiction to when the individual can be connected to services.
City of Arlington
Council Agenda Bill
Item: WS #6
Attachment
F
ALTERNATIVES:
Do not approve Social Services Fund policy.
RECOMMENDED MOTION:
Workshop; discussion only.
RESOLUTION NO. 2017-XXX
RESOLUTION NO. 2017-XXX
A RESOLUTION OF THE CITY OF ARLINGTON
ADOPTING THE SOCIAL SERVICES FUND POLICY
WHEREAS, the City has determined it would be an appropriate expenditure of
public funds to provide for immediate basic needs to individuals that are addicted to
opiates; and
WHEREAS, the City Council has authorized and empowered the City Police and
Fire Departments to take the initiative when individuals who are addicted to opiates wish
to obtain treatment; and
WHEREAS, the City Council wishes to document its intent with reference to the
expenditure of funds for these purposes;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ARLINGTON, WASHINGTON AS FOLLOWS:
1. The City Council authorizes and adopts the Social Services Fund Policy
attached hereto as Exhibit A as the City’s policy for the use of funds
allocated to the Social Services Fund, limitations on the use of said fund,
and the processes to be followed when used.
ADOPTED by the City Council and APPROVED by the Mayor this ____day of
June, 2017.
CITY OF ARLINGTON
_______________________________
Barbara Tolbert, Mayor
ATTEST:
________________________________
Kristin Banfield, City Clerk
APPROVED AS TO FORM:
________________________________
Steven J. Peiffle, City Attorney
City of Arlington
Council Agenda Bill
Item:
WS #7
Attachment
G
COUNCIL MEETING DATE:
June 12, 2017
SUBJECT:
Smokey Point Drive property public park dedication proposal
ATTACHMENTS:
Map of proposed park and photos
DEPARTMENT OF ORIGIN
Administration
EXPENDITURES REQUESTED:
BUDGET CATEGORY:
LEGAL REVIEW:
DESCRIPTION:
Property owners from the Smokey Point (Drive) Business Association are interested in dedicating the
common area of the Smokey Point Drive business development to the City of Arlington.
Representatives from Village Community Services and Community Transit have led discussions with
several of the properties owners and managers about dedicating the 1.2 acre piece to the City. Before
they vote on the dedication, they are asking if the City would accept the property as a city park.
A proposed idea for the park is to create a connector trail that clients from Village Community Services
and the public could connect to Community Transit Station. There is no sidewalk on Smokey Point
Drive. Another idea is to have a recreation area that is suitable for all ages and abilities.
In the preliminary discussions, the group has offered to help apply for grants to build the amenities in
the park and to provide on‐going funds for maintenance.
HISTORY:
The Park, Arts and Recreation Commission recommended on April 25, 2017 that the City accept
dedication of the property for a city park. A priority in the Parks Master Plan is to obtain park
property in Smokey Point.
ALTERNATIVES
Do not accept proposal.
RECOMMENDED MOTION:
Workshop; discussion only.
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/akc
SmokeyPointDr_11x17_17
4/12/2017
Scale:
Date:
File:
Cartographer:
Smokey Point Dr Area
0 50 10025 Feet
StillaguamishTribe
Village
Community
Center
Motel
Community Transit
Public Parking
Generational Playground
SMOKEYPOINTDR
173RD PL NE
SMOKEYPOINTDR
Aerial flown in spring 2015
Legend
FutureTrails
Park (Proposed)
Parcels