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HomeMy WebLinkAbout06-19-17 Council Meeting SPECIAL ACCOMMODATIONS:  The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the  ADA coordinator at (360) 403‐3441 or 1‐800‐833‐8388 (TDD only) prior to the meeting date if special accommodations are required.  CALL TO ORDER  Mayor Barb Tolbert    PLEDGE OF ALLEGIANCE    ROLL CALL  Mayor Barb Tolbert – Deana     APPROVAL OF THE AGENDA  Councilmember Chris Raezer    INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS  Recognizing Deputy Fire Chief Tom Cooper  Chief Stedman    PROCLAMATIONS  General Aviation Appreciation Month           ATTACHMENT A  Councilmember Jan Schuette    PUBLIC COMMENT  For members of the public who wish to speak to the Council about any matter not on the Public Hearing  portion of the meeting.  Please limit remarks to three minutes.    CONSENT AGENDA   Councilmember Chris Raezer               1. Minutes of the June 5 and June 12 Council Meetings       ATTACHMENT B  2. Accounts Payable  3. Resolution declaring property as surplus    ATTACHMENT C    4. Professional Services Agreement with Katy Isaksen & Associates     ATTACHMENT D      for utilities‐based financial analysis   5. City Council regional meeting reimbursement protocol     ATTACHMENT E    PUBLIC HEARING    NEW BUSINESS   1. Contract for financial management software          ATTACHMENT F      Staff Presentation: Kristin Garcia      Council Liaison:  Chris Raezer  Arlington City Council Meeting                                                             Monday, June 19, 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.  2. Resolution to approve Social Services Fund Policy        ATTACHMENT G      Staff Presentation: Heather Logan      Council Liaison:  Chris Raezer    DISCUSSION ITEMS    INFORMATION    ADMINISTRATOR & STAFF REPORTS    MAYOR’S REPORT    COUNCIL MEMBER REPORTS – OPTIONAL    EXECUTIVE SESSION    RECONVENE    ADJOURNMENT  Mayor Barb Tolbert         Proclamation General Aviation Appreciation Month WHEREAS, general aviation and the Arlington Municipal Airport have an immense economic impact on Arlington; and WHEREAS, general aviation not only supports Arlington's economy, it improves overall quality of life by supporting emergency medical and healthcare services, law enforcement, firefighting and disaster relief, and by transporting business travelers to their destinations quickly and safely; and WHEREAS, according to the Washington State Department of Transportation Aviation Division, Arlington, Washington is home to 580 based aircraft; and WHEREAS, according to the Washington State Department of Transportation Aviation Division, Arlington, Washington is also home to over 600 pilots with over 133,000 operations annually; and WHEREAS, according to the 2012 Aviation Economic Impact Study performed by WSDOT, Arlington Municipal Airport supports over 1,000 aviation jobs, representing a total labor impact of over $48 million and a total output income of over $148 million in economic activity; and WHEREAS, the Arlington Fly-In celebrates all facets of general aviation, providing aviation education to over 35,000 annual attendees, generating well over $2 million in direct spending in the community. NOW THEREFORE, I, Barbara Tolbert, Mayor of the City of Arlington, do hereby proclaim June as GENERAL AVIATION APPRECIATION MONTH in the City of Arlington and declare general aviation a vital strategic resource to the City of Arlington. ___________________________ __________________ Barbara Tolbert, Mayor Dated DRAFT Page 1 of 5 Council Chambers 110 East Third St June 5, 2017 Council Members Present: Mike Hopson, Jan Schuette, Debora Nelson, Chris Raezer, Sue Weiss, Jesica Stickles, and Marilyn Oertle. Council Members Absent: None. City Staff Present: Mayor Barbara Tolbert, Paul Ellis, Heather Logan, Kristin Banfield, Kristin Garcia, Jonathan Ventura, Marc Hayes, David Ryan, Amy Rusko, Bob Beam, and City Attorney Steve Peiffle. Also Known to be Present: Troop 92, Gene Chase, Craig Christianson, Sarah Arney, Steve Powell, Jamie Stupey, Ryan Stupey, Richard Barron, Angie Sievers, Margaret Larson, Mary Larson, and Mike Larson. Mayor Tolbert called the meeting to order at 7:00 pm, and the pledge of allegiance followed. City Attorney Steve Peiffle addressed the Council, providing them with options for the rezone matters. The Council can take action tonight without public comment, take public testimony on the rezones tonight, or schedule a formal public hearing. Questions and discussion from the Council followed. Mayor Pro Tem Debora Nelson moved to continue the meeting as previously published. Councilmember Schuette seconded the motion, which failed to pass with a 3‐4 vote. Councilmember Chris Raezer moved to allow public testimony on the rezones tonight. Councilmember Stickles seconded the motion, which passed with a 6‐1 vote. APPROVAL OF THE AGENDA Mayor Pro Tem Debora Nelson moved to move the Stewart Rezone to Item 1 under New Business and approve the agenda. Councilmember Raezer seconded the motion, which passed with a unanimous vote. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS Administrative Services Director Heather Logan introduced the family of Jim Barron and presented them with the Mayor’s Volunteer Recognition Award for Mr. Barron’s service to the elderly, veterans, and children of the greater Arlington area. Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting June 5, 2017 Page 2 of 5 Jim Barron volunteered approximately 100 hours per month for our city. He served at northbound and southbound I‐5 rest stops and coordinated the coffee program for more than ten years. He was a Korean War veteran, and took special pride in organizing Arlington’s annual Memorial Day parade and Veteran’s Day parade. Every year, Jim worked with the Boy Scouts to install the US flags at the cemetery for Memorial Day. Jim was a past commander of the American Legion and of VFW Post 1561. Jim and his nominator, Mr. Alan Simmons, went to various retirement living housing at Christmas to ensure that our poor and elderly had some Christmas to celebrate. He also organized magazine drives for the VA hospital in Seattle, and worked with the Boy Scouts on official flag burnings. PROCLAMATIONS None. PUBLIC COMMENT Mayor Tolbert invited those in attendance that wished to speak on the Stewart Rezone to come to the podium when their name was called from the sign in sheet. Mike Rouleau, 709 E. Highland Drive, Arlington, expressed his opposition to the proposed Stewart Rezone. He believes there are better places in Arlington to locate such proposed development. Ryan Stupey, 530 E. Highland Drive, Arlington, shared that adding apartments on Highland Drive does not fit with the character of the neighborhood. He has concerns about property values, crime, and traffic. Gene Chase, 21705 88th Drive NE, Arlington, complimented the Council on their efforts to make Arlington better. He expressed his opposition to the Stewart Rezone. Blaine Field, 606 E. Highland Drive, Arlington, noted that as the property owner within the proposed rezone, he has signed off on the request and believes it is the best and most valuable use for the property. He sees Arlington as a growing community with needs for a wide variety of housing, which the rezone will provide. He further shared that only one of the parcels is Residential Moderate Density; the other two associated with this parcel are already zoned Residential High Density, resulting in a split zoning. He noted that the house on the property is 105 years old and is uninhabitable. Angie Sievers, Master Builders Association, Bellevue, provided some thoughts and observations from the Master Builders Association. She expressed that the homework done by staff, the Planning Commission, and the Council on the Stewart Rezone has been thorough and thoughtful. She noted that Snohomish County is expected to grow by 200,000 people in the next 20 years and all cities in the County are going to need to accommodate the growth that is headed our way with a diverse stock of housing. Minutes of the City of Arlington City Council Meeting June 5, 2017 Page 3 of 5 Margaret Larson, 514 E. Highland Drive, Arlington, expressed her concerns that she was not aware of the rezone of the properties near her, back in 2005, and believes that the Comprehensive Plan must be fixed before moving forward with any rezone requests. John Lanier, 704 E. Highland Drive, Arlington, noted that the rezone will change the character of the neighborhood and expressed his opposition. Betsy Rouleau, 709 E. Highland Drive, Arlington, stated that the rezone is not the project to do in a residential neighborhood, noting that the number of calls to nearby apartment complexes were considerably higher than residences on Highland Drive. She inquired if the prior rezone to the area was done in 1995 or 2005. Mayor Tolbert clarified that the prior rezone was done in 2005 and those documents are available to the public should they like to review them. She then closed the public comment period. CONSENT AGENDA Mayor Pro Tem Debora Nelson moved and Councilmember Chris Raezer seconded the motion to approve the Consent Agenda which was unanimously carried to approve the following Consent Agenda items: 1. Minutes of the May 15 and 22, 2017 Council meetings 2. Accounts Payable: Claims Checks #90909 through #91034 in the amount of $613,471.15 3. Interlocal agreement with Arlington School District for School Resource Officer 4. Interlocal Agreement establishing the Snohomish County Interagency Child Abduction Response Team (ICART) and protocol 5. Authorization to file Quiet Title action for Arlington Valley Road 6. Hayden Park Utility Extension Agreement 7. Website Redesign – CivicPlus proposal PUBLIC HEARING None. NEW BUSINESS Stewart Rezone (PLN #274) Community and Economic Development Interim Director Marc Hayes reviewed the requested rezone from applicant Greg Stewart from Residential Medium Density (RMD) to Residential High Density (RHD) for the parcels located at 606, 624, 704, 722, 730 E. Highland Drive and 502 83rd Avenue NE. He noted that the adjacent parcels were rezoned in 2005 during the 2005 Comprehensive Plan major update process. The City received 33 rezone requests during that update cycle. He stated that the original rezone approved in 2005 appears to be a spot rezone that are strongly discouraged under the Growth Management Act. Council questions and discussion of the requested rezone followed. Minutes of the City of Arlington City Council Meeting June 5, 2017 Page 4 of 5 Mayor Pro Tem Debora Nelson moved to approve the rezone from Residential Moderate Density to Residential High Density for the Stewart proposal (PLN #274). The motion failed for lack of a second. Resolution Adopting Amended Financial Policies Finance Director Kristin Garcia reviewed the proposed amended financial policies, noting that the reserve policy has been removed from this draft and will be discussed in the fall in conjunction with the review of the 10 year financial plan. Discussion followed. Mayor Pro Tem Debora Nelson moved and Councilmember Stickles seconded the motion to approve the proposed resolution replacing Resolution No. 2014‐024 and adopting revised financial policies for the City. The motion passed unanimously. Interlocal Agreement for Facilitation Services for Regional Fire Authority Planning Committee Discussions City Administrator Paul Ellis reviewed the proposed Interlocal Agreement with the City of Marysville and Marysville Fire District to bring a facilitator in to assist in the discussions for the possible formation of a Regional Fire Authority. The Interlocal Agreement outlines that the facilitation costs will be shared equally among the parties and paid 1/3 by Arlington, 1/3 by Marysville, and 1/3 by the Fire District, with a not to exceed amount for the total contract of $10,000. Discussion followed. Councilmember Stickles moved and Councilmember Oertle seconded the motion to approve the proposed interlocal agreement and authorized the mayor to sign it subject to approval by the City Attorney. The motion passed unanimously. Bid Award and Grant Acceptance for Taxiway Charlie Lighting and Signage Improvement Project Airport Director Dave Ryan reviewed the bid award and grant request for the Taxiway Charlie Lighting and Signage Improvement project. Councilmember Raezer moved and Councilmember Schuette seconded the motion 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; 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 and Signage Improvement Project; and to authorize the mayor to sign a construction management contract with WH Pacific, pending FAA approval and an independent fee estimate that is within FAA guidelines, not to exceed $122,462.00. The motion passed unanimously. Villas at Arlington Rezone (PLN #313) Community and Economic Development Director Marc Hayes reviewed the requested rezone from applicant AVS Communities from Residential Medium Density (RMD) to Residential High Density (RHD) for the parcels located at 18506 and 10406 Smokey Point Boulevard. Discussion followed. Councilmember Hopson moved and Councilmember Stickles seconded the motion to approve the rezone from Residential Moderate Density to Residential High Density for the Villas at Arlington proposal (PLN #313). The motion passed unanimously. ADMINISTRATOR & STAFF REPORTS City Administrator Paul Ellis had nothing to report this evening. Minutes of the City of Arlington City Council Meeting June 5, 2017 Page 5 of 5 COUNCIL MEMBER REPORTS Councilmembers Oertle, Stickles, Raezer, Nelson, Schuette, and Hopson gave brief reports, while Councilmember Weiss had nothing to report at this time. Mayor Pro Tem Nelson reported she would not be attending the June 12 or June 19, 2017 Council meetings. MAYOR’S REPORT Mayor Tolbert complimented the Council on their thoughtful and thorough reviews of the rezones brought before them this evening. EXECUTIVE SESSION City Attorney announced that there would be no need for an Executive Session. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:24 p.m. ____________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 2  Council Chambers  110 East Third Street  June 12, 2017      Councilmembers Present:  Mike Hopson, Jan Schuette, Chris Raezer, Sue Weiss, Jesica Stickles,  and Marilyn Oertle    Staff Present:  Mayor Barbara Tolbert, Paul Ellis, Jim Kelly, Kris Wallace, Sheri Amundson, Sarah  Lopez, Jonathan Ventura, Bruce Stedman, Kristin Garcia, Kurt Patterson, Heather Logan, and  Deana Dean.    Council Members Absent:  Debora Nelson (excused)    Also Known to be Present:  Maxine Jenft, Holly Sloan‐Buchanan, Craig Christianson, and Doug  Buell    Mayor Barbara Tolbert called the meeting to order at 7:00 p.m. and the pledge of allegiance  followed.    Councilmember Raezer moved to approve the agenda.  Councilmember Oertle seconded the  motion, which passed with a unanimous vote.      Representatives from Arlington High School Neobots spoke about their Club, their  achievements, and provided a demonstration.  Council recessed at 7:11 to view the outside  demonstration.  Council reconvened at 7:18.    WORKSHOP ITEMS ~ NO ACTION WAS TAKEN     Contract for financial management software   Finance Director Kristin Garcia spoke to the proposal to contract with Caselle for new financial  management software.  Discussion followed.    Resolution declaring property as surplus  Central Purchasing Coordinator Kurt Patterson reviewed the request to surplus vehicles and  equipment which are beyond their useful life.  Brief discussion followed.  This matter was  authorized for next week’s Consent Agenda.          Minutes of the Arlington         City Council Workshop  Minutes of the City of Arlington City Council Workshop      DRAFT   June 12, 2017  Page  2 of 2    Professional Services Agreement with Katy Isaksen & Associates for utilities‐based financial  analysis   Public Works Director Jim Kelly reviewed the proposed professional services agreement for  continued financial and technical services through 2017‐2019 for the Public Works Department.   Council questions followed.  This matter was authorized for next week’s Consent Agenda.    Community resource paramedic project  Fire Chief Bruce Stedman reviewed by PowerPoint the proposal to partner with eighteen other  fire agencies within the five counties served by the North Sound ACH to establish a Community  Paramedic Program.  Discussion followed.    City Council regional meeting reimbursement protocol  Administrative Services Director Heather Logan spoke to the proposal to outline a process for  City Council and the Mayor to verify and seek approval for regional level reimbursements that  are not specifically outlined on the list.  Brief discussion followed.    Resolution to approve Social Services Fund Policy   Heather Logan reviewed the proposal to adopt a Social Services Fund Policy. Discussion  followed with Heather and Chief Ventura answering Council questions.      Smokey Point Drive property public park dedication proposal  City Administrator Paul Ellis spoke to the request for the City to accept the common area of the  Smokey Point Drive business development as a city park.  Brief discussion followed.    Miscellaneous Council Items  Councilmember Raezer commented on and requested the list of 2005 rezones referenced at  last week’s meeting.    Public Comment  None.    Executive Session  None.    Adjournment  The meeting was adjourned at 8:16 p.m.           ____________________________  Barbara Tolbert, Mayor  City of Arlington Council Agenda Bill Item: CA #3 Attachment C COUNCIL MEETING DATE: June 19, 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: I move to approve the resolution to declare certain items declared as surplus, and authorize the Mayor to sign the resolution.     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: CA #4 Attachment D COUNCIL MEETING DATE: June 19, 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: I move to approve the Professional Services Agreement (PSA) with Katy Isaksen & Associates for continued financial and technical services through 2017‐2019 for the Public Works Department, and authorize the Mayor to sign the contract. 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: CA #5 Attachment E COUNCIL MEETING DATE: June 19, 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: I move to approve the process outlining how to seek approval for regional level reimbursement for meetings not on the enumerated list, and verifying whether new meetings qualify for the regional payment level for City Council and Mayor.     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: NB #1 Attachment F COUNCIL MEETING DATE: June 19, 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. City of Arlington Council Agenda Bill Item: NB #1 Attachment F 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: I move to approve the contract with Caselle for financial management software with a project budget not to exceed $170,000 and authorize the Mayor to sign the contact. City of Arlington Council Agenda Bill Item: NB #2 Attachment G COUNCIL MEETING DATE: June 19, 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: NB #2 Attachment G ALTERNATIVES: Do not approve Social Services Fund policy. RECOMMENDED MOTION: I move to approve the resolution adopting the Social Services Fund policy. 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 EXHIBIT A SOCIAL SERVICES FUND POLICY The Social Services Fund was established to allow access to funds for our fire and police departments to provide for immediate basic needs to individuals who are addicted to opiates. 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 stop the addiction to when the individual can be connected to services. Specific uses of this 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.