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HomeMy WebLinkAbout01-16-18 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 – Kristin     APPROVAL OF THE AGENDA  Mayor Pro Tem Debora Nelson    SWEARING IN Mike McQuoid, Police Officer   City Attorney Steve Peiffle  INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS  DABA and Chamber of Commerce board members Mayor Barb Tolbert  PROCLAMATIONS     PUBLIC COMMENT  For members of the public who wish to speak to the Council about any matter not on the Public Hearing  portion of the meeting.  Please limit remarks to three minutes.    CONSENT AGENDA   Mayor Pro Tem Debora Nelson                1. Minutes of the January 2, and January 9, 2018 Council Meetings              ATTACHMENT A   2. Accounts Payable  3. Acceptance of donation of an All‐Terrain Vehicle (ATV) from    ATTACHMENT B       Cascade Valley Health Foundation  4. Resolution authorizing signing of an Interlocal Agreement (ILA) for  ATTACHMENT C      cooperative purchasing with PEPPM    PUBLIC HEARING    NEW BUSINESS   1. Request to accept CERB Grant funds and authorization to expend  ATTACHMENT D      funds ‐ $16,667.00 for grant match      Staff Presentation:  Marc Hayes      Council Liaison:  Mike Hopson/Jan Schuette  Arlington City Council Meeting                                                             Tuesday, January 16, 2018 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. Ground Emergency Medical Transport (GEMT) Medicaid     ATTACHMENT E      reimbursement application and addendum to contract with       Systems Design       Staff Presentation:  Kristin Garcia      Council Liaison:  Jesica Stickles/Marilyn Oertle    3. Selection of Mayor Pro Tem            ATTACHMENT F      Staff Presentation:  Paul Ellis      Council Liaison:  Mayor Pro Tem Debora Nelson    DISCUSSION ITEMS    INFORMATION    ADMINISTRATOR & STAFF REPORTS    MAYOR’S REPORT    EXECUTIVE SESSION    RECONVENE    ADJOURNMENT  Mayor Barb Tolbert       DRAFT Page 1 of 2 Council Chambers 110 East Third St January 2, 2018 Council Members Present: Mike Hopson, Jan Schuette, Debora Nelson, Joshua Roundy, Sue Weiss, Jesica Stickles, and Marilyn Oertle. Council Members Absent: None. City Staff Present: Mayor Barbara Tolbert, Paul Ellis, Kristin Garcia, Jonathan Ventura, James Trefry, Kristin Banfield, and City Attorney Steve Peiffle. Also Known to be Present: Doug Buell, Snohomish County Councilman Nate Nehring, District Court Judge Kristen Olbrechts, Craig Christianson, Landy Manuel, Sultan Councilman Russell Wiita, Bob Nelson, and Terry Marsh. Mayor Tolbert called the meeting to order at 7:00 pm, and the pledge of allegiance followed. APPROVAL OF THE AGENDA Mayor Pro Tem Debora Nelson moved and Councilmember Sue Weiss seconded the motion to approve the agenda as presented. The motion passed unanimously. INTRODUCTIONS OF SPECIAL GUESTS AND PRESENTATIONS None. SWEARING IN City Attorney Steve Peiffle administered the oath of office to Councilmembers Jan Schuette, Debora Nelson, Joshua Roundy, and Jesica Stickles. PROCLAMATIONS None. PUBLIC COMMENT None. CONSENT AGENDA Mayor Pro Tem Debora Nelson moved and Councilmember Sue Weiss seconded the motion to approve the Consent Agenda which was unanimously carried: Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting January 2, 2018 Page 2 of 2 1. Minutes of the December 18, 2017 Council meeting. 2. Accounts Payable: approval of EFT Payments and Claims Checks #92606 through #92675 and #92677 dated December 19, 2017 through January 2, 2018 for $218,590.85. PUBLIC HEARING None. NEW BUSINESS Open Public Meetings Act (OPMA) Training With the use of an online video and handouts, City Clerk Kristin Banfield provided the Mayor, City Council members, and city staff with open public meetings training in compliance with the Open Government Trainings Act, RCW 42.30.205. Link: http://www.awcnet.org/TrainingEducation/eLearning/OPMAeLearning.aspx ADMINISTRATOR & STAFF REPORTS City Administrator Paul Ellis reminded Council that any 2017 expense reports must be submitted by Friday, January 5, 2018. MAYOR’S REPORT Mayor Barb Tolbert announced the Lakewood/Smokey Point Library Ribbon Cutting would be this Saturday, January 6, 2018 at 9:30 a.m. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:54 p.m. ______________________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 3 Council Chambers 110 East Third Street January 8, 2017 Councilmembers Present: Mike Hopson, Marilyn Oertle, Debora Nelson, Jesica Stickles, Sue Weiss, Joshua Roundy and Jan Schuette. Council Members Absent: None. Staff Present: Mayor Barbara Tolbert, Paul Ellis, Marc Hayes, Jim Kelly, James Trefry, Jonathan Ventura, Dave Kraski, Sheri Amundson, Kristin Banfield, Kurt Patterson, and City Attorney Steve Peiffle. Also Known to be Present: Heather Logan, Snohomish PUD Commissioner Sid Logan, Lindsay Dunn, Casey Cowan. Mayor Tolbert called the meeting to order at 7:00 pm, and the pledge of allegiance followed. Mayor Tolbert called for a moment of silence in honor of Pierce County Sheriff’s Deputy Daniel McCartney, who was killed in the line of duty today. APPROVAL OF THE AGENDA Mayor Pro Tem Debora Nelson moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed with a unanimous vote. Introduction of Special Guests and Presentations None. WORKSHOP ITEMS – NO ACTION WAS TAKEN Acceptance of donation of an All‐Terrain Vehicle (ATV) from Cascade Valley Health Foundation Police Chief Jonathan Ventura requested permission to accept the donation of an All‐Terrain Vehicle from Cascade Valley Health Foundation to assist the Arlington Police Department in patrol of difficult to reach terrain. Chief Ventura recognized CVH Foundation for their generous donation and invited Heather Logan to say a few words. Ms. Logan recognized the donors to the CVH Foundation that made the donation possible. Discussion followed. This item will be placed on the Consent Agenda for approval at the next Council meeting. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop January 8, 2018 Page 2 of 3 Resolution Authorizing Signing of an Interlocal Agreement (ILA) for cooperative purchasing with PEPPM Kurt Patterson, Central Purchasing Coordinator, reviewed the proposed resolution and Interlocal Agreement (ILA) for cooperative purchasing with PEPPM/Central Susquehanna Intermediate Unit Cooperative Purchasing Program out of Pennsylvania. Discussion followed. This item will be placed on the Consent Agenda for approval at the next Council meeting. Request to accept CERB Grant funds and authorization to spend funds ‐ $16,667.00 for grant match Community and Economic Development Director Marc Hayes reviewed the request obligate $16,667 in matching funds for the Arlington Marysville Manufacturing Industrial Center sub‐ area plan grant received from CERB. The city is required to take formal action to obligate the funds by January 18, 2018. Discussion followed. This item will be placed on the regular agenda for approval at the next Council meeting. Ground Emergency Medical Transport (GEMT) Medicaid reimbursement application and addendum to contract with Systems Design Acting Fire Chief Dave Kraski reviewed the application for and addendum to our contract with Systems Design for Ground Emergency Medical Transport (GEMT) Medicare reimbursement program. The (GEMT) program allows Fire Departments to recover a portion of the costs of treating and transporting Medicaid patients. Currently, when a fire department responds and treats a Medicaid patient, the department only recovers a small portion of the actual costs of the response. GEMT is a federally funded, entitled program that has no impact to the local taxpayer or to the state. GEMT in Washington, allows fire departments to use the same programs that public hospitals and public health care clinics have been using for decades. This program will help offset lost revenue from Medicaid patients, currently supplemented by the local taxpayer, and allow fire departments to enhance their service to the citizens. Discussion followed. This item will be placed on the regular agenda for approval at the next Council meeting. Selection of Mayor Pro Tem Mayor Tolbert introduced the item and briefly reviewed the process as outlined in the Council Rules of Procedure. Discussion of the process and possible candidates followed. The item will be placed on the regular agenda for nomination and approval at the next Council meeting. PUBLIC COMMENT Casey Cowan expressed concern of unsolicited newspaper deliveries and requested Council review the matter to see if this practice could be stopped if requested by the homeowner or tenant. Lindsay Dunn discussed the upcoming improvements to 204th St NE and requested that the public be included in the design process. Minutes of the City of Arlington City Council Workshop January 8, 2018 Page 3 of 3 Public Records Act Training With the use of an online video, City Clerk Kristin Banfield provided the Mayor, City Council members, and city staff with public records act training in compliance with the Open Government Trainings Act, RCW 42.30.205. Link: http://www.awcnet.org/TrainingEducation/eLearning/praeLearning.aspx COUNCILMEMBER REPORTS Councilmembers Stickles, Nelson, Roundy, Oertle, Hopson, and Schuette gave brief reports, while Councilmember Weiss had nothing further to report this evening. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:36 p.m. ____________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: CA #3 Attachment B COUNCIL MEETING DATE: January 16, 2018 SUBJECT: Acceptance of donated all‐terrain vehicle (ATV) from Cascade Valley Health Foundation ATTACHMENTS: None DEPARTMENT OF ORIGIN Police; Jonathan Ventura – 360‐403‐4621 EXPENDITURES REQUESTED: None BUDGET CATEGORY: General Fund – Police Budget BUDGETED AMOUNT: ‐0‐ for this equipment LEGAL REVIEW: DESCRIPTION: Council is asked to accept the donation of a four‐wheeled all‐terrain vehicle (ATV) from the Cascade Valley Health Foundation to assist the Arlington Police Department. HISTORY: Many of those afflicted with addiction, homelessness and/or mental health challenges have been relegated to taking up habitation in undeveloped forested tracts of land adjacent to urban, suburban and retail districts in North Snohomish County. These encampments are most frequently clandestine and often located at great distance from navigable roadways intentionally to discourage and/or thwart detection and eviction from government and private lands by law enforcement. Due to steep terrain and narrow pathways, many of these encampments present significant challenges to emergency response and are only accessible by foot, bicycle, dirt bike, or ATVs of limited size. This also poses challenges for effective community outreach. By way of reference, the City of Arlington owns approximately 50 acres of forested property along the Stillaguamish River at Haller Park and the Arlington Municipal Airport covers more than 1,189 acres of land to include hundreds of forested acres. Each of these locations currently contain homeless encampments. First responders can use these specialty vehicles for community outreach, patrol, and emergency responses to these remote locations for incidents that require lifesaving interventions and/or the quick extraction of patients to a nearby location for transport to more advanced medical care. ALTERNATIVES: Take no action Do not accept donation RECOMMENDED MOTION: I move to accep a donation from the Cascade Valley Health Foundation in the form o an all‐terrain vehicle (ATV) to be used by the Police Department. City of Arlington Council Agenda Bill Item: CA #4 Attachment C COUNCIL MEETING DATE: January 16, 2018 SUBJECT: PEPPM Interlocal Agreement ATTACHMENTS: Interlocal Agreement and Resolution DEPARTMENT OF ORIGIN: Finance; Kurt Patterson – 360‐403‐3454 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: Council is being asked to give the Mayor authority to sign an interlocal agreement with the Central Susquehanna Intermediate Unit (PEPPM) for the purpose of utilizing the program’s collaborative purchasing power. HISTORY: The Central Purchasing Coordinator has found purchasing cooperatives to be a useful tool for purchasing many items used by the City. They offer a wide variety of items that have already been competitively bid thus saving the City time and money. ALTERNATIVES: Remand back to staff for additional information. RECOMMENDED MOTION: I move to approve the interlocal agreement with the Central Susquehanna Intermediate Unit (PEPPM) and authorize the Mayor to sign the agreement. PEPPM/Central Susquehanna Intermediate Unit Cooperative Purchasing Program Interlocal Agreement 2017 - 2018 Contract This Agreement is entered into by and between the Agencies shown below as contracting parties beginning 01/01/2018 and until either party terminates same in writing. Contracting Parties PEPPM Technology Cooperative Purchasing Program, Central Susquehanna Intermediate Unit, 90 Lawton Lane, Milton, Pennsylvania 17847 and City of Arlington, 238 N. Olympic Avenue Arlington, WA 98223 Statement of Services to Be Performed PEPPM will organize and administer a cooperative purchasing program. Authority for such services is granted by Section 39.34.030 of the Washington State Education CodeRevised Code of Washington (RCW). The goal of the cooperative is to obtain substantial savings on technology commodity items for members through volume purchasing. Role of PEPPM: 1. Provide for the organizational and administrative structure of the program. 2. Provide staff time necessary for efficient operation of the program. 3. Provide the list of commodity items to participating members. 4. Provide members with procedures for ordering, delivery and billing. 5. City of Arlington will not be billed any membership fees from PEPPM to purchase from this program. 6. PEPPM will not be responsible for product warranties, product qualities, failure to deliver by vendors, or failure of payment to vendors by members. Role of City of Arlington: 1. Commit to participate in the program by an authorized signature in the appropriate space below. 2. Designate a contact person for the cooperative. 3. Prepare purchase orders issued to the appropriate vendor from the official award list provided by PEPPM. 4. Fax all purchase orders to PEPPM for processing. 5. Accept shipments of products ordered from vendors in accordance with standard purchasing procedures. 6. Pay vendors by designated dates, unless other prior arrangements have been made between City of Arlington and the vendor(s). All deliveries must be made as long as this contract is in effect. 7. No annual membership fee is required in order to participate in the PEPPM Program. Authorization: PEPPM/Central Susquehanna Intermediate Unit and City of Arlington's authorized representatives enter into the above described agreement beginning 01/01/2018 and until either party terminates the Interlocal Agreement in writing. PEPPM’s standard bid and contract terms and conditions shall apply to all City of Arlington’s purchases made using PEPPM contracts and procedures. PEPPM/Central Susquehanna City of Arlington Intermediate Unit By _____________________________ By__________________________ Authorized Signature Authorized Signature ________________________________ _____________________________ Title Title ________________________________ _____________________________ Date Date Contact Person __________________ Contact Person _______________     RESOLUTION NO. 2018‐XXX    A RESOLUTION OF THE CITY OF ARLINGTON APPROVING THE TERMS AND CONDITIONS OF AN INTERLOCAL  AGREEMENT BETWEEN THE CENTRAL SUSQUEHANNA INTERMEDIATE UNIT, LEAD AGENCY FOR THE  COOPERATIVE PURCHASING NETWORK (“PEPPM”) PROVIDING FOR COOPERATIVE PURCHASING PROGRAM  FOR GOODS AND SERVICES; DESIGNATING THE Central Purchasing Coordinator AS OFFICIAL REPRESENTATIVE  OF THE CITY OF ARLINGTON RELATING TO THE PROGRAM     WHEREAS, the City Council of the City of Arlington (“City”) has been presented a proposed Interlocal  agreement by and between the Central Susquehanna Intermediate Unit, lead agency for The Cooperative  Purchasing Program (PEPPM), and the City finds said Interlocal to be acceptable and in the best interests of  the City and its citizens;  and     WHEREAS, the City Council of the City of Arlington, WA, pursuant to the authority granted under  RCW Chapter 39.34, desires to participate in the described cooperative purchasing program, whose lead  agency is Central Susquehanna Intermediate Unit, and in the opinion of the City participation in the program  will be highly beneficial to the taxpayers through the anticipated savings to be realized;     NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON, AS FOLLOWS:  1. The terms and conditions of the Interlocal Agreement have been reviewed by the City Council of  the City of Arlington and found to be acceptable and in the best interests of the City and its  citizens and is in all respects approved.  2. The Central Purchasing Coordinator of the City, Kurt Patterson, acting under the direction of the  City Council, is hereby designated to act for the City of Arlington in all matters relating to The  Cooperative Purchasing Network, including the designation of specific contracts in which the City  desires to participate.    This resolution shall be effective upon its passage and approval.      APPROVED by the Mayor and City Council of the City of Arlington this ______ day of ________, 2018.                                                                                                                                                                              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: NB #1 Attachment D COUNCIL MEETING DATE: January 16, 2018 SUBJECT: Community Economic Revitalization Board (CERB) Grant, 25% Matching Funds ATTACHMENTS: Resolution DEPARTMENT OF ORIGIN Community and Economic Development; Marc Hayes – 360‐ 403‐3457 EXPENDITURES REQUESTED: $16,667.00 BUDGET CATEGORY: 542 10 41 05 BUDGETED AMOUNT: $16,667.00 LEGAL REVIEW: DESCRIPTION: Matching funds in the amount of $ 16,667.00 (25% of total fund amount) are required to be obligated by City of Arlington and evidence thereof provided to CERB as a Pre‐Contract obligation by January 18, 2018. HISTORY: Application was made to the Community Economic Revitalization Board (CERB) for funding of Professional Planning Services to create a Sub‐area Plan for the Arlington Marysville Manufacturing Industrial Center (AMMIC). Both Arlington and Marysville applied for and were granted equal funding from the CERB to hire a single planning consultant who would create individual AMMIC Sub‐area Plans that addressed each City, but would also work in unison as the AMMIC developed. CERB has awarded Arlington $66,667.00 to contract with a Professional Planning Consultant to complete Arlington’s portion of the Sub‐area Plan for the AMMIC. A Request for Qualifications (RFQ) was conducted, with nine companies responding to the RFQ. Both cities scored the submittals and chose three companies in which to conduct interviews for final selection. Final interviews were conducted on January 3, 2018, with BERK Consulting Inc., being the company selected to perform the AMMIC sub‐area planning. ALTERNATIVES: Approve or remand back to staff for additional information. RECOMMENDED MOTION: I move to approve the resolution and expend funds in the amount of $16,667.00 as a match to the CERB Gran . RESOLUTION  NO. 2018‐XXX  A RESOLUTION OF THE CITY OF ARLINGTON, WASHINGTON, AUTHORIZING  EXPENDITURE OF FUNDS AS MATCH FOR COMMUNITY DEVELOPMENT REVITALIZATION  BOARD (CERB) GRANT FUNDING TO PLAN FOR THE DEVELOPMENT OF THE ARLINGTON  MARYSVILLE MANUFACTURING INDUSTRIAL CENTER (AMMIC)  WHEREAS, the City of Arlington and the City of Marysville have jointly worked to   develop the Arlington‐Marysville Manufacturing Industrial Center (MIC) and have it  recognized by the Puget  Sound Regional  Council  (PSRC); and  WHEREAS, the City has been granted funding in the amount of $66,667.00 for  Professional Planning Services, to support its portion, of the Arlington‐Marysville  Manufacturing Industrial Center through the Community Economic Revitalization  Board  (CERB); and  WHEREAS, the matching portion of the grant is a minimum of 25% of the project  amount, and the City of Arlington has committed to provide for matching funds in the  amount of $16,667.00 as  a  requirement of  the CERB  grant; and  WHEREAS, the City of Arlington considers it in the best interest of the public to meet  the requirements of the CERB Grant Funding for the above noted project;  NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Arlington,  Washington, as follows:  1.That the City of Arlington has authorized to expend $16,667.00 as matching funds to the Community Economic Revitalization Board (CERB) to fulfill its pre‐contract requirement. 2.That the Community and Economic Development  Director is hereby authorized to administer, as may be necessary, the CERB grant and the subsequent work product produced by the Grant funds; and 3.That this Resolution shall be effective upon passage and signatures hereon in accordance with law. Resolution No. 2018‐XXX Page 1  Re            ADOPTED BY THE CITY COUNCIL of the City of Arlington, at its regular meeting held  this ____ day of January, 2018.               CITY OF ARLINGTON                                                                                                           ________________________          Barbara Tolbert, Mayor      ATTEST:                                _________________________                   Kristin Banfield, City Clerk        APPROVED AS TO FORM:                               _________________________                             Steven J. Peiffle, City Attorney                                           Resolution No. 2018‐XXX          Page 2  City of Arlington Council Agenda Bill Item: NB #2 Attachment E COUNCIL MEETING DATE: January 16, 2018 SUBJECT: Ground Emergency Medical Transport (GEMT) Medicaid reimbursement application and addendum to contract with Systems Design ATTACHMENTS: HCA Application for participation in GEMT Program and Amendment to Systems Design Agreement DEPARTMENT OF ORIGIN Fire Department EXPENDITURES REQUESTED: TBD BUDGET CATEGORY: EMS BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION: Staff is proposing to enter into the Ground Emergency Medical Transport (GEMT) program. The (GEMT) program allows Fire Departments to recover a portion of the costs of treating and transporting Medicaid patients. Currently, when a fire department responds and treats a Medicaid patient, the department only recovers a small portion of the actual costs of the response. GEMT is a federally funded, entitled program that has no impact to the local taxpayer or to the state. GEMT in Washington, allows fire departments to use the same programs that public hospitals and public health care clinics have been doing for decades. This program will help offset lost revenue from Medicaid patients, currently supplemented by the local taxpayer, and allow fire departments to enhance their service to the citizens. To enter into the program, two things must take place 1) completion of an application to the Health Care Authority (HCA) and 2) an amendment to the existing professional services agreement with Systems Design. The Health Care Authority is the agency overseeing the program in Washington State. Enrollment into the GEMT program must be done through an HCA Provider Participation Agreement (i.e. application). Systems Design is the city’s current emergency medical services (EMS) billing provider. The amendment will allow Systems Design the ability to prepare and provide cost reporting information, on the city’s behalf, in order to recover costs associated with transporting Medicaid patients. By allowing Systems Design to perform this service, it will ensure overall compliance with the program and meet auditing needs. Estimated Cost: 2016 Cost Report: 15% Cost Share 2017 Cost Report: 15% Cost Share 2018 Cost Report: Anticipated $30,000 The anticipated revenue from participation in the GEMT will cover the initial cost of participation in the program. Program costs are deducted from anticipated revenue so there is no upfront cost to the city for participating in the program. There is no risk for participation in the program. If the cost report determines there is no net revenue, the report will not submitted and there is no penalty to the city. The city determines when and if a cost report will be submitted. The cost reports, if submitted, are done on an annual basis.  City of Arlington Council Agenda Bill Item: NB #2 Attachment E HISTORY: During the 2015 legislative session, the Washington State Legislature passed HB2007 authorizing the GEMT program. On January 1, 2013, the City entered into a professional services agreement with Systems Design for emergency medical services (EMS) billing. ALTERNATIVES: Select another vendor to prepare cost reports. AP Triton is the only other vendor to handle GEMT compliance and documentation needs. AP Triton is cost prohibitive and would require us to maintain our own auditing files in house. Do not enter into the GEMT program. RECOMMENDED MOTION: I move to approve the amendment to the Systems Design Agreement and completion of the application to the Health Care Authority (HCA) allowing participation in the GEMT program.   Page 1   AMENDMENT NO. __ TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN SYSTEMS DESIGN WEST AND ________________________ This Amendment (the “Amendment”) to that certain EMS Billing and Related Professional Services entered by __________________ (“__________”) and Systems Design, as of ___________________ (the “Agreement”), is made effective as of ________________________. WHEREAS, the parties agree to amend the Agreement pursuant to Section __ to include revenue enhancement services for Ground Emergency Medical Transport (GEMT) program; NOW, THEREFORE, in consideration of the foregoing, the premises and mutual covenants contained herein, and for other good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the parties hereby agree as follows: 1. The parties agree that Systems Design will provide revenue enhancement services for Ground Emergency Medical Transport (GEMT) program as described in Attachment A “Contracted Services” and Attachment B “Fees.” 2. Conflict in Terms. Except as amended and/or modified by this Amendment, the Agreement is hereby ratified and confirmed and all other terms of the Agreement shall remain in full force and effect, unaltered and unchanged by this Amendment. Whether or not specifically amended by this Amendment, all of the terms and provisions of the Agreement are hereby amended to the extent necessary to give effect to the purpose and intent of this Amendment. 3. Authorship. The Parties agree that the terms of this Amendment result from negotiations between them. This Amendment will not be construed in favor of or against either Party by reason of authorship. 4. Severability. If any provision in this Amendment is found by a court of competent jurisdiction to be invalid or unenforceable, the remaining provisions in this Amendment shall continue in full force and effect. 5. Waiver. The failure of a party to enforce a provision of this Amendment shall not constitute a waiver with respect to that provision or any other provision of this Amendment. 6. Counterparts. This Amendment may be executed in one or more counterparts, each of which shall be deemed an original and all of which counterparts together shall constitute the same instrument which may be sufficiently evidenced by one counterpart. 7. Authority. Each Party to this Amendment, and each individual signing on behalf of each Party, hereby represents and warrants to the other that it has full power and authority to Commented [A1]: Insert actual amendment number Commented [A2]: Legal name of other party  Commented [A3]: Abbreviated name of other party.  Examples  may be SUBCONTRACTOR, CONTRACTOR, etc.  Should mirror  original agreement.  Commented [A4]: Date of ORIGINAL agreement  Commented [A5]: Effective date of amendment  Commented [A6]: Section of ORIGINAL agreement that explains  how amendments can be made.    Page 2   enter into this Amendment and that its execution, delivery, and performance of this Amendment has been fully authorized and approved, and that no further approvals or consents are required to bind such Party. 8. Entire Agreement; Non-Reliance. The Agreement, as amended by this Amendment, constitutes the entire understanding and agreement of the Parties with respect to the subject matter hereof, and supersedes any and all prior agreements, understandings or representations with respect thereto. Neither Party is relying upon any agreement or representation by the other Party except as set forth in the Agreement, as amended by this Amendment. 9. Applicable Law, Jurisdiction, and Venue. This Amendment is to be construed, interpreted, and enforced under and in accordance with the same governing law as set forth in the Agreement, without regard to choice of law provisions. The parties consent to personal jurisdiction in that state or district’s courts and that venue is appropriate. IN WITNESS WHEREOF, _______________ and Systems Design have executed this Amendment as of the date stated above. Systems Design By: By: _____________________________ Name: Name: ___________________________ Title: Title: ____________________________ Date: Date: ____________________________ Commented [A7]: Abbreviated name of the other party.  Commented [A8]: The Legal Name of the other party    Page 3   ATTACHMENT A CONTRACTED SERVICES   Pursuant to the terms and conditions of this Agreement, Systems Design shall provide the following contracted services:  Drafting application materials and responding to requests for additional information necessary for the provider to gain approval to participate in the Ground Emergency Medical Transport (GEMT) program  Preparing a fiscal impact study and presenting results to city/department stakeholders to demonstrate benefits of the GEMT program to the provider  Identifying eligible costs and developing appropriate cost allocation methodologies to report only allowable costs for providing emergency medical services to Medicaid and, as applicable, uninsured populations  Developing customized web portal to assist with cost report calculation and auditing process  Conducting analysis of the provider’s financial and billing data in order to prepare and submit annual cost reports, the mechanism for providers to receive additional revenue under the GEMT program  Providing comprehensive desk review support, including but not limited to conducting reviews of all cost settlement files, performing detailed analysis of billing reports generated by Medicaid agencies to ensure that all allowable charges and payments are encompassed in the calculation of the final settlement, and drafting letters and providing supporting documentation to meet Medicaid requirements and expedite settlement  Conducting comparative analysis to identify significant trends in billing and financial data  Provide ongoing audit support in the event of a state and/or federal audit of GEMT program cost report   Page 4   Attachment B FEES The fees to be paid associated with the successful generation of incremental Medicaid revenues as a result of the Ground Emergency Medical Transport (GEMT) program are calculated based on total number of Annual Medicaid Trips and detailed in the table below. Fees are based on paid revenues per annual cost report submission and corresponding true-up, and includes enhanced incremental revenues received from the GEMT program (Medicaid Fee-for-Service and Medicaid Managed Care). Annual Medicaid Trips Fixed Fee Cost per Submission Contingency Fee Option 1-60 $7,500 N/A 61-180 $20,000 15% 181+ $30,000 15% As notated in the above model, providers with more than 60 annual Medicaid Trips have the option of electing to pay the Fixed Fee Cost per Submission, or the 15% Contingency, per annual cost report submission and corresponding true-up, inclusive of enhanced incremental revenues received from GEMT program. The fees based on revenues received from the GEMT program shall be paid in full directly to SYSTEMS DESIGN within thirty (30) days of receipt of funds by ______________________. Invoicing will occur only after HCA “true-up” is completed in full. ____________________ will remit payment to Systems Design within thirty (30) days of invoice receipt. Commented [A9]: Abbreviated client name  Commented [A10]: Abbreviated client name  City of Arlington Council Agenda Bill Item: NB #3 Attachment F COUNCIL MEETING DATE: January 16, 2018 SUBJECT: Selection of Mayor Pro Tem ATTACHMENTS: None DEPARTMENT OF ORIGIN Administration EXPENDITURES REQUESTED: -0- BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: The City Council is to select a Mayor Pro Tem every two years. The Council Rules of Procedure state as follows: Selecting Mayor Pro Tem and Alternate Mayor Pro Tem: The Mayor Pro Tem will be selected by a majority vote of the Council members at the second meeting in January in even years or when there is a vacancy. In selecting the Mayor Pro Tem, the Council will be guided by the following principles: • To preserve continuity in the office, the Mayor Pro Tem shall generally serve for a term of two (2) years. • The Mayor Pro Tem should have served as a Council member for at least two (2) years before appointment to the office of Mayor Pro Tem. • In general, the appointment of Mayor Pro Tem will be to the eligible Council member who has served the longest in office. The Alternate Mayor Pro Tem will be the Council member that most recently served as Mayor Pro Tem. HISTORY: Prior Mayor Pro Tems: Sally Lien (2006-2007) Marilyn Oertle (2008-2009) Steve Baker (2010-2011) Marilyn Oertle (2012-2013) Chris Raezer (2014-2015) Debora Nelson (2016-2017) City of Arlington Council Agenda Bill Item: NB #3 Attachment F ALTERNATIVES No alternatives. RECOMMENDED MOTION: I move to select Councilmember _________________ as the City’s Mayor Pro Tem.