HomeMy WebLinkAbout02-12-18 Council Workshop
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CALL TO ORDER
Mayor Barb Tolbert
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Barb Tolbert – Kristin
APPROVAL OF THE AGENDA
Mayor Pro Tem Marilyn Oertle
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN
1. Interlocal Agreement for Assistance to Firefighters Grant – Regional ATTACHMENT A
Self Contained Breathing Apparatus (SCBA) Submission
Staff Presentation: Dave Kraski
Council Liaison: Jesica Stickles
2. Interlocal Agreement for Fire Academy ATTACHMENT B
Staff Presentation: Dave Kraski
Council Liaison: Jesica Stickles
3. Interlocal Agreement with San Juan County for ATTACHMENT C
Data Center Exchange
Staff Presentation: Bryan Terry
Council Liaison: Mayor Pro Tem Marilyn Oertle
4. EMS Interfund Loan ATTACHMENT D
Staff Presentation: Kristin Garcia
Council Liaison: Mayor Pro Tem Marilyn Oertle
5. December 2017 Year End Financial Report ATTACHMENT E
Staff Presentation: Kristin Garcia
6. Miscellaneous council items
Arlington City Council Workshop
Monday, February 12, 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.
PUBLIC COMMENT
For members of the public who wish to speak to the Council. Please limit your remarks to three minutes.
COUNCILMEMBER REPORTS
EXECUTIVE SESSION
RECONVENE
ADJOURNMENT
Mayor Barb Tolbert
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
February 12, 2018
SUBJECT:
Assistance to Firefighters Grant – Regional SCBA Submission
ATTACHMENTS:
Interlocal Agreement, Memorandum of Understanding
DEPARTMENT OF ORIGIN
Fire Department – Dave Kraski; 360‐403‐3607
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY:
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
The City of Arlington Fire Department along with North County Regional Fire Authority and Camano
Island Fire and Rescue have completed a regional grant for SCBA (Self Contained Breathing
Apparatus).
HISTORY:
This has been attempted twice before and come very close to being awarded. In preparation of a
possible award being granted regionally these two documents will need approval and signature to
be in compliance with the terms of the AFG Grant funding guidelines.
ALTERNATIVES:
RECOMMENDED MOTION:
Workshop; discussion only. At the February 20, 2018 council meeting, the recommended motion
will be, “I move to approve the Interlocal Agreement and Memorandum of Understanding to allow
Arlington Fire Department to participate in the regional Assistance to Firefighters grant
submission.”
Assistant to Firefighters
Grant Program Interlocal
Agreement - 1
INTERLOCAL AGREEMENT
Pursuant to the authority granted by the “Washington Interlocal Cooperation Act” Revised Code of
Washington (RCW) 39.34. this Interlocal Agreement is being made under the authority of Sections
39.34.010,39.34.030 and 39.34.070 of the Revised Code of Washington and entered into by and
between North County Regional Fire Authority ( hereinafter known as NCRFA ), and the Arlington
Fire Department, ( herein after known as AFD ), and Camano Island Fire & Rescue ( hereinafter
known as CIFR ), hereafter called PARTNERS; and,
WHEREAS, the PARTNERS by the signing of this agreement hereby make, constitute and appoint
CIFR its true and lawful Purchasing and Fiscal Agent for the purchase of NFPA compliant Self
Contained Breathing Apparatus ( SCBA ). Said SCBA equipment will provide for proper and safe fire
attack functions upon the fireground , including improved coordination with local mutual aid
responders. Quantities, costs and distribution as shown in Exhibit "A" – Budget Detail; and
WHEREAS, the U.S. Department of Homeland Security (DHS), Federal Emergency Management
Agency (FEMA) created the Assistance to Firefighters Grant Program (hereinafter called PROGRAM)
to provide financial assistance to enhance their ability to protect the public and fire service personnel
from fire and related hazards; and
WHEREAS, the PROGRAM announced the availability of funds under the FY 2017 PROGRAM
allocation and the CIFR and PARTNERS agreed to submit a joint regional application for funding
under the Assistance to Fire Fighters Grant; and
WHEREAS, NCRFA and PARTNERS requested and were awarded funds to purchase interoperable
communications equipment, including base station radios in the quantities, costs and distribution as
shown in Exhibit "A" – Budget Detail; and
WHEREAS, the grant award provides a Federal share portion of $ _______ (90 %) with a required
local match share portion of $ (10%), for a total projected cost of $________ (100%). The cost
match is to be shared accordingly amongst the PARTNERS.
NOW, THEREFORE, the governing boards / councils of the respective jurisdictions of the North
County Regional Fire Authority, the Arlington Fire Department, and Camano Island Fire and
Rescue do hereby agree as follows:
A. General Provisions.
Assistant to Firefighters
Grant Program Interlocal
Agreement - 2
1. CIFR and PARTNERS agree to participate and collaborate in carrying out the goals and
objectives of the PROGRAM
2. In accordance with Homeland Security Presidential Directive (HSPD) – 5 (Management
of Domestic Incidents), CIFR and PARTNERS agree to utilize the National Incident
Management System (NIMS), to include the Incident Command System.
3. CIFR and PARTNERS agree to participate in the PROGRAM by furnishing resources
and rendering services to other parties to this agreement and to respond to any type of
emergency whether declared or not under current mutual aid agreements; provided,
however, that no party shall be required to unduly deplete its resources in furnishing
such assistance. If a Responder is unable to meet the Requestor's need for resources,
the Requestor will be advised immediately.
4. CIFR and PARTNERS agree to carry out the requirements of the PROGRAM as set
forth in the Grant Agreement and according to Federal grant administration guidelines
as defined in:
· Circular A-87 (Revised 5/4/95, as further amended 8/29/97) Cost Principles for
State, Local and Indian Tribal Governments,
· Circular A-102 (Revised 10/7/94, as further amended 8/29/97) Grants and
Cooperative Agreements with State and Local Governments,
· Circular A-133 (Revised June 24, 1997 Audits of States, Local Governments
and non-Profit Organizations, and
· 44 CFR Part 13, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments.
CIFR and PARTNERS understand that all programmatic and fiscal requirements under
the grant are subject to audit; CIFR and PARTNERS acknowledge that equipment,
procurement documentation and all expenditures and financial information may be
requested by CIFR, as fiscal agent, and subject to said audit.
B. Procedures for the Purchase and Distribution of SCBA Equipment.
1. CIFR and PARTNERS agree to the following procedures for the purchase and
distribution of the communications equipment:
a. CIFR and PARTNERS shall individually prepare the necessary specifications
for the SCBA equipment that will ensure compatibility and interoperability
within their respective jurisdictions.
Assistant to Firefighters
Grant Program Interlocal
Agreement - 3
b. The specifications shall be designed to not exceed the budgeted allocations on
the approved project budget. Any specifications for SCBA equipment that
exceeds the approved budgeted amount shall be the responsibility of the
individual PARTNER jurisdiction ordering the additional equipment.
c. CIFR, as the Purchasing and Fiscal Agent for this project, will compile all
SCBA equipment specifications from PARTNERS and will coordinate the
purchase, through competitive bidding, of all SCBA equipment and related
items being acquired through the CIFR's Purchasing and Contracting
Department. CIFR will order all SCBA equipment pertaining to the grant
agreement according to Federal, State, and local purchasing policies and
procedures.
d. All SCBA equipment will be received by CIFR and shall undergo a preliminary
inspection and inventory to verify receipt of all equipment ordered by CIFR and
PARTNERS prior to distribution of the equipment. CIFR will then distribute
the equipment to PARTNERS, upon receipt of matching funds.
e. Upon receipt of the equipment, CIFR and PARTNERS shall be individually
responsible for the following:
i. Inspecting the equipment for damage from shipping/handling.
ii. Testing of the equipment for proper operation.
iii. Programming of equipment to manufacturer and local jurisdictional
communications standards and protocols.
C. Authorization from Partners Governing Bodies and Payment of Matching Funds.
1. If the purchase of the communications equipment requires the approval of the governing
body of a participating jurisdiction, it shall be the responsibility of the individual
PARTNERS to provide a certified copy of the documentation to CIFR approving the
purchase and specifying the method of payment of the local match share as shown in
Exhibit "A" of this Agreement either by check or electronic transfer of funds from
PARTNERS to CIFR.
2. All documentation of authorization to participate in the grant project from PARTNERS
governing bodies shall be submitted to CIFR on or before JANUARY 26, 2018.
Documentation shall include an official Resolution or signed letter by either the
jurisdiction's governing body, or duly authorized agency representative, and execution
of this Interlocal Agreement.
Assistant to Firefighters
Grant Program Interlocal
Agreement - 4
3. Payment of the local matching funds shall be paid by PARTNERS to CIFR by either
check or electronic transfer of funds within 30 days of the receipt of the SCBA
equipment.
4. Distribution of equipment will take place after CIFR receives matching funds from each
participating PARTNER.
D. Warranties & Maintenance of SCBA Equipment and related hardware.
1. PARTNERS shall be individually responsible for the following procedures for
maintenance of the SCBA equipment distributed to them:
a. Ensuring that all warranties and service/maintenance agreements for the SCBA
are registered with the manufacturer(s), that all warranty documentation is
recorded and kept on file, including information regarding the warranty period,
manufacturer's responsibilities, jurisdiction's responsibilities, etc.
b. Adherence to all conditions and requirements of any warranties or maintenance
agreements/contracts with any manufacturer or manufacturer's representative in
the event that a SCBA unit is damaged or requires repairs, service and
maintenance. The cost for any repair and maintenance work that is not covered
under warranty shall be the individual responsibility the PARTNER to whom
the SCBA equipment was distributed.
c. All maintenance and repairs of the radios after the expiration of any warranties
and/or service contracts/agreements shall be the individual responsibility of the
PARTNER to whom the SCBA equipment was distributed.
E. Inventory and Reporting Requirements.
1. CIFR and PARTNERS agree to the following procedures for the purchase and distribution
of the SCBA equipment:
a. Evidence of competitive bidding requirements as required by RCW, and,
b. CIFR will coordinate the creation of an equipment inventory and control process
that will list all SCBA equipment that is retained by CIFR and distributed to
PARTNERS including information regarding manufacturer, model number,
serial number, and location of each SCBA, as assigned to the PARTNERS.
c. CIFR and PARTNERS shall be responsible for maintaining accurate records on
the location, condition, and status of all SCBA equipment during the period of
performance of the grant agreement from (Dependent on grant approval
date(s) through and for a record retention period of three (3) years
Assistant to Firefighters
Grant Program Interlocal
Agreement - 5
after the end of the performance period on as required by
federal grant management standards. PARTNERS will be responsible for
reporting any loss or irreparable damage that occurs to any SCBA equipment
immediately to CIFR for the duration of grant performance period and during
the three (3) year retention period.
d. In the event that an SCBA item purchased under the grant is replaced due to loss
or irreparable damage, it shall be the responsibility of PARTNER(S) to notify
CIFR of said replacement immediately and provide information regarding
manufacturer, model, serial number, and location of the new SCBA equipment.
e. The inventory of SCBA equipment purchased through the grant agreement shall
be recorded by SCBA and PARTNERS by jurisdiction, manufacturer, model,
serial number and location for each item purchased.
f. CIFR and PARTNERS will certify that all information provided for each SCBA
in their respective inventories is accurate and that they certify thus by signing
the inventory form document.
This Interlocal Agreement is entered into this day of JANUARY, 2018, by and between CIFR
and PARTNERS. This agreement will take effect at the time of execution and will remain in effect
during the period of performance from depending upon grant award notification date
through and for ninety (90) days after the end of the performance and budget periods in
order to allow for programmatic and fiscal compliance and grant close-out. This agreement can be
modified with the mutual consent of CIFR and PARTNERS as long as the modification(s) does not
conflict with the requirements set forth in the grant agreement or with the policies and guidelines of the
Assistance to Firefighters Grant Program. The executors of this agreement further represent that they
have the authority to make such commitment on behalf of their respective jurisdictions/organizations.
NORTH COUNTY REGIONAL FIRE AUTHORITY
Signed: _____________________________
Dated:
Print:
Title: Board Chairman
ARLINGTON FIRE DEPARTMENT
Signed: _____________________________
Dated:
Print:
Title: Council Chairman
Assistant to Firefighters
Grant Program Interlocal
Agreement - 6
CAMANO ISLAND FIRE & RESCUE - PARTNER
Signed: _____________________________
Dated:
Print:
Title: Board Chairman
Assistant to Firefighters
Grant Program Interlocal
Agreement - 7
Based upon a 90% federal cost share of $877,243 and the 10% matching funds due by the
collective partners will be: $97,471. The total grant project costs are: $971,714
Exhibit “A”
GRANT
PARTNER
NAME
SCBA
QTY.
@
$7,200
per
EACH
SCBA:
Backpack
includes
two
bottles
and one
face
mask.
NOTE:
AFD
has a
total of
47 F / F
on staff
Additional
SCBA
FACE
MASK
@ $300
per EACH
PORT-O-
COUNT
TESTERS
COST
@ $13,000
per EACH
RIT
PACK
COST
@
$3,800
per
EACH
AGENCY
Equipment
totals
INCLUDING
sales tax
10%
Matching
Funds
per agency
PARTNER
North County
( NCRFA )
48
units
$345,600
Plus tax
0
$13,000
Plus tax
2 units:
$7,600
Plus
tax
$398,060
$39,806
Camano Island
( CIFR )
48
units
$345,600
Plus tax
0
$13,000
Plus tax
2 units:
$7,600
Plus
tax
$398,060
$39,806
ARLINGTON
CITY F.D.
( AFD )
19
units
$136,800
Plus tax
23
addl
masks
$ 6,900
Plus tax
$13,000
Plus tax
2 units:
$7,600
Plus
tax
$178,594
$17,859
Local Sales
Taxes
@ 8.7%
$72,036
$601
$2,262
$1,984
EQUIPMENT
TOTALS
115
units
$900,036
$7,501
$41,262
$24,784
GRANT
PROJECT
TOTAL:
$974,714
NOTE: This is a preliminary estimate, as the final costs will be determined upon final bidding of the
SCBA Equipment through selected vendor(s) and the final approved - or amended - grant award
amount as determined by FEMA.
MEMORANDOM OF UNDERSTANDING
January 2, 2018
In accordance with the FY2017 FEMA FUNDING OPPORTUNITY ANNOUNCEMENT (FOA), all agencies within a Regional
AFG ( Assistance to Firefighters Grant ) grant request are required to show evidence of - and enter into - an MOU
agreement. This AFG grant request will be submitted during the open grant period during the month of January, 2018.
Camano Island Fire & Rescue will serve as the lead agency in applying for and administering a FY2017 AFG grant
application to purchase new, NFPA compliant, SCBA Equipment. The AFG grant funds requested will be utilized to
acquire new SCBA equipment, providing for paramount firefighter safety while engaged in life vital saving fire
suppression actions, using like-and-similar SCBA equipment for maximum fire scene effectiveness among our local
mutual aid fire service responders and grant partners; Camano Island Fire & Rescue, the North County Regional Fire
Authority and the city of Arlington Fire Department in their entirety.
The newly acquired NFPA compliant SCBA equipment will provide for proper firefighter safety upon the fireground. The
new SCBA equipment and shared maintenance service components will be distributed and assigned equally between the
North County Regional Fire Authority, Camano Island Fire and Rescue, and the Arlington Fire Department.
The Regional AFG grant program requires a 10% matching funds investment by all participating grant partners. The fire
agencies listed herein agree to equally share and pay their proportionate share of the required matching grant funds for
this equipment. This cast share amount will be determined by the total cost of the purchase of the new SCBA
equipment and supporting components. The approximate and average grant match costs per agency will be near
$40,000 each for both CIFR and NCRFA, and near $18,000 for AFD. This final cost match figure may be reduced,
depending upon the final authorized AFG grant award distribution – or equipment count reduction – to the participating
agencies.
Upon award the entire grant funding amount provided from any AFG FEMA award received will be expended to
purchase and equip each agency with vitally needed modern, and NFPA compliant, SCBA equipment which is both
federally and state required to conduct fire suppression actions. The SCBA equipment will be assigned to our collective
fire station facilities and service response areas located in both Island and Snohomish Counties, in Washington state.
Although our field response patterns remain seamless, our agencies will each maintain individual inventory asset control
and general responsibility for any loss, repair, and / or maintenance of the allocated and assigned SCBA equipment
amongst our respective grant partner agencies and according to their geographical locale and jurisdictionally defined
response service areas. The anticipated life span of this equipment is anticipated to be 10-12 years of service.
The participating grant partner agencies are:
North County Regional Fire Authority DATE: _______________________________________
ACKNOWLEDGED: _____________________________
Fire Chief: John Cermak
Camano Island Fire Rescue DATE: _______________________________________
ACKNOWLEDGED: _____________________________
Fire Chief Michael Schick
Arlington Fire Department DATE: _______________________________________
ACKNOWLEDGED: _____________________________
Acting Fire Chief Dave Kraski
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
February 12, 2018
SUBJECT:
Interlocal Agreement for Fire Academy
ATTACHMENTS:
Interlocal Agreement for Snohomish County Fire Training Academy (SCFTA)
DEPARTMENT OF ORIGIN
Fire Department
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY:
BUDGETED AMOUNT:
LEGAL REVIEW:
DESCRIPTION:
Snohomish County fire agencies have entered into a mutual agreement to begin the first Fire Academy
within Snohomish County to be hosted by South Snohomish County Fire and Rescue Regional Fire
Authority.
HISTORY:
Pursuant to the lnterlocal Cooperation Act, Chapter 39.34 RCW. RCW 39.34 permits one or more
public agencies to contract with any one or more other public agencies to perform any governmental
service, activity, or undertaking which each agency is authorized by law to perform; and
ALTERNATIVES:
Send staff to the WA State Fire Academy in North Bend WA. This would be more costly and there is a
lengthy wait time as well.
RECOMMENDED MOTION:
Workshop; discussion only. At the February 20, 2018 council meeting, the recommended motion
will be, “I move to approve the Interlocal Agreement for Snohomish County Fire Training Academy
(SCFTA).”
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 1
INTERLOCAL GOVERNMENT AGREEMENT
“Snohomish County Fire Training Academy (SCFTA)”
THIS AGREEMENT is made and entered into this _____ day of____________, _____, by
the following governmental entities ("Participating Entities") ("Parties"):
City of Everett Fire Department
Marysville Fire District
City of Lake Stevens Fire Department
Snohomish County Fire District 4
South Snohomish County Fire and Rescue Regional Fire Authority
Snohomish County Fire District 7
City of Mukilteo Fire Department
City of Arlington Fire Department
North County Regional Fire Authority
RECITALS:
WHEREAS, This Agreement is made pursuant to the lnterlocal Cooperation Act,
Chapter 39.34 RCW. RCW 39.34 permits one or more public agencies to contract with any
one or more other public agencies to perform any governmental service, activity, or
undertaking which each agency is authorized by law to perform; and
WHEREAS, the Participating Entities provide firefighting and emergency services
within their jurisdictions; and
WHEREAS, the Participating Entities are empowered by law to train their fire
departments’ personnel; and
WHEREAS, the Participating Entities will participate in the Snohomish County Fire
Training Academy; and
WHEREAS, it is appropriate that all of the Participating Entities share in the costs
associated with hosting, conducting, and participating in the Snohomish County Fire
Training Academy (SCFTA); and
WHEREAS, the Fire Chiefs (or Designee) of each of the Participating Entities will
serve on a “Joint Board” to administer the provisions of this Agreement.
NOW, THEREFORE, in consideration of covenants, conditions, performances and
promises hereinafter contained, the parties agree as follows:
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 2
1.0 Scope of Services
1.1 Until notice of a change is given, in accordance with Section 9 below, the
Participating Entities noted above have agreed to participate in the administration of a
SCFTA.
1.2 Training for personnel of Participating Entities shall be jointly provided by the
fire department personnel of the Participating Entities.
1.3 Administration of this Agreement shall be accomplished by the establishment
of a Joint Board consisting of the Fire Chief (or Designee) of each Participating Entity. The
Joint Board shall meet at least ____ a month. The Joint Board may elect officers and may
adopt bylaws. The Joint Board shall appoint a Supervisory Committee (SC) to administer
each academy. The SC shall be responsible for the management and supervision of all
academy operations.
1.4 Each Participating Entity may request recruit admission to the SCFTA.
1.5 Each Participating Entity may provide “Adjunct Daily” instructors (ADIs) for
the academy.
1.6 Each Participating Entity may provide “Company Officers” to provide
supervision and leadership for the academy.
1.7 Each Participating Entity may provide vehicles and equipment to be used for
the academy. Vehicles and equipment provided for the academy shall be the property of
the Participating Entity providing the equipment.
1.8 Each Participating Entity may provide expendable supplies to be used for the
academy. Any unused expendable supplies shall be the property of the Participating Entity
providing the supplies.
1.9 Each Participating Entity may provide or rent facilities (burn buildings etc.) to
be used for the academy.
2.0 PROPERTY CONTRIBUTIONS, MAINTENANCE AND REPAIRS
2.1 Equipment: Each Participating Entity shall be responsible for the
maintenance, repair or replacement of any and all equipment that it owns and that is used
for SCFTA in compliance with that Participating Entity's policies and best practices. Such
equipment shall be maintained it in a safe and reliable condition by the owner. When a
Participating Entity becomes aware of any damage or maintenance issue the Participating
Entity shall promptly notify the Joint Board.
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 3
2.2 Other property: A Participating Entity that uses property and/or physical
resources for the SCFTA shall keep all maintenance and repair records associated with
the property/physical resource and have copies available upon request.
2.3 Props: All props must be properly maintained and stored by the Participating
Entity. Use of any live-fire prop(s) will require the user to designate an operator(s) certified
to meet and comply with the manufacturer’s requirements for safe operation of said
prop(s).
2.4 Training Facilities: The training facilities utilized by the SCFTA will be
properly maintained and insured by the owner of the training facilities.
2.5 Vehicles. For purposes of this Agreement, any vehicle used in training
exercises shall be operated only by the employees of the Participating Entity providing the
vehicle.
2.6 Insurance and Damage. Each Participating Entity providing training facilities,
equipment, vehicles, props or other property for the SCFTA shall be responsible for
insuring such items or property.
2.6.1 The SCFTA shall notify the respective owner immediately of any
damage to their respective facilities, equipment, vehicles, props or other property
other than ordinary wear and tear. The owner will have such damage repaired or in
the event repair would be unfeasible, the owner will replace the damaged item with
a like item (Article 3.3). If such damage or destruction was caused by the
negligence of a Participating Entity, then the provisions of Section 7 shall apply.
3.0 Finance
3.1 Services. South Snohomish County Fire and Rescue Regional Fire Authority
(SSCFR) will provide the Finance services set forth in this section for the SCFTA.
3.2 Preliminary Budget. Prior to the start of the academy, SSCFR will provide
each Participating Entity with the approved Preliminary Budget. This will provide each
Participating Entity their proportionate share based on their number of recruits.
Example: If the Preliminary Budget is $210,000 for 30 recruits, each Participating Entity
would receive an estimated charge of $7,000 per recruit.
The final costs for the academy will be reconciled upon completion and SSCFR will issue a
final invoice and/or reimbursement, as applicable, to each Participating Entity.
3.3 Reimbursable Expenses. Participating Entities shall maintain a list of
reimbursable expenses with corresponding receipts or other documentation confirming the
expense incurred in administering the academy. Reimbursable Expenses are limited to the
following:
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 4
ADIs – The reimbursement rate for ADIs shall be the rate of $59.25, which is
the combined average Firefighter and Captain overtime rate of the
Participating Entities (9). The employee will be paid by their home
District/Department at the hourly rate as determined by their individual
Collective Bargaining Agreement while working at the academy.
Company Officers will be paid at the same rate as ADI’s.
Expendable supplies.
Facility rental fees (Burn buildings).
Costs of repair/replacement of damaged facilities, equipment and vehicles to
the extent not covered by insurance.
Any other costs related to the academy which are approved by the Joint
Board.
3.3.1 The academy will not reimburse for “backfill” of any employees
assigned to the academy. Only documented costs for the Participating
Entities employee directly related to an academy assignment will be
reimbursed.
3.3.2 If a recruit is dismissed at any point during the academy, the
Participating Entity will be expected to pay the full academy tuition based on
the beginning recruit count.
3.3.3 All purchases for the academy, which are approved in advance by the
Joint Board, shall constitute a Reimbursable Expense. All purchase orders,
receipts and documentation must be submitted to SSCFR within 30 days of
academy completion.
3.3.4 All other Reimbursable Expenses may be billed to the academy with
sufficient documentation. The Joint Board reserves the right to approve such
costs.
3.4 Calculation of “Final Adjusted Cost” and “Cost per Recruit”. Upon
academy completion, SSCFR will calculate the Final Adjusted Cost for each Participating
Entity. These costs will consist of all Reimbursable Expenses, Cost per Recruit by dividing
the Final Adjusted Cost by the total number of initial recruits participating in an academy.
Example: Final Adjusted Cost $210,000 Divided by 30 Recruits
Cost per Recruit = $7,000
3.5 Reconciliation Report and Final Invoice. Upon calculating the Cost per
Recruit, SSCFR shall issue a Reconciliation Report to the Joint Board for approval. The
Reconciliation Report will identify each Participating Entities additional cost and/or refund.
Upon approval of the Reconciliation Report, SSCFR will issue a final invoice and/or refund
to each Participating Entity. Invoices will be due and payable within 30 days of
receipt. Delinquent invoices will accrue interest at the rate of __% per month.
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 5
Example Reconciliation Table
For the following example: total reimbursable expenses were $200,000 with 28
recruits participating. Cost per recruit: $200,000/28 = $7,142.86
Participating
Entity
Reimbursable
Expenses
Recruits Recruit Share
Cost
Reimbursement
or
Payment
MFD $50,000 7 $50,000.00 $ 0
LSF $100,000 4 $28,571.40 $71,428.60
Dist. 7 $40,000 7 $50,000.00 $10,000.00
EFD $10,000 10 $71,428.60 $61,428.60
Total $200,000 28
$200,000 $0
3.6 Delinquent Accounts. SSCFR shall not be responsible to pursue delinquent
accounts unless expressly authorized by the Joint Board. If authorized, all collection
expenses incurred by SSCFR shall be deemed a Reimbursable Expense for the academy.
All interest collected on delinquent accounts shall be distributed to the Participating
Entities, not in delinquency, in accordance with their proportionate share of the costs for
the academy.
3.6.1 A Participating Entity whose account is delinquent may be precluded
by the Joint Board from participating in a subsequent academy until its account is
current.
4.0 Effective Date and Term
4.1 The initial term of this Agreement shall commence on January 1, 2018, and
shall continue through December 31, 2018, unless terminated as provided under this
agreement. Thereafter, this Agreement shall automatically renew and continue on a year-
to-year basis, until terminated as provided under this Agreement.
5.0 Changes
5.1 This Agreement may be modified by unanimous agreement of all
Participating Entities. No such amendment shall be effective until signed by all
Participating Entities with the same formality as this Agreement.
6.0 Waiver
6.1 No waiver by any party of any term or condition of this Agreement shall be
deemed or construed as a waiver of any other term or condition, nor shall a waiver of any
breach be deemed to constitute a waiver of any subsequent breach, whether of the same
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 6
or of a different provision of this Agreement.
7.0 Allocation of Liability/Insurance
7.1 Each Participating Entity shall be responsible for the conduct and liability of
its own personnel in the performance of this Agreement. Each Participating Entity agrees
to save, indemnify, defend and hold the other Participating Entities harmless from any
allegations, complaints, or claims of bodily injury or property damage due to the wrongful
or negligent acts or omissions, by said Participating Entity and/or its elected officers,
agents, or employees. In the case of allegations, complaints, or claims against more than
one Participating Entity, any damages allowed shall be levied in proportion to the
percentage of fault attributable to each Participating Entity, and each Participating Entity
shall have the right to seek contribution from the other Participating Entities in proportion to
the percentage of fault attributable to each other Participating Entity. A Participating Entity
that has withdrawn from the agreement assumes no responsibility for the actions of the
remaining Participating Entities arising after the date of withdrawal, but shall remain liable
for claims of loss or liability arising prior to the effective date of withdrawal.
7.2 Each Participating Entity shall maintain appropriate insurance coverage for
the activities occurring under this Agreement, including but not limited to personal injury,
death and property damage limits of no less than $1,000,000 (one million dollars) per
occurrence, or provide proof of self-insurance or of participating in an insurance pool
approved by the Chiefs of the Participating Entities. Each policy of insurance shall
expressly include coverage for Contractual Liability claims.
7.3 This Section 7 shall survive termination of this Agreement.
8.0 Legal Requirements
8.1 The Participating Entities shall comply with all applicable federal, state and
local laws in performing this Agreement.
9.0 Termination and Notice
9.1 Any Participating Entity may terminate or suspend its participation in this
Agreement, with or without reason, by providing written notice to the other Participating
Entities at least thirty (30) days prior to the effective date of any such termination or
suspension; provided, however, that it shall remain responsible for its share of the Final
Adjusted Cost. Receipt of any notice shall be deemed effective three (3) days after
deposit of written notice in the U.S. mail with proper postage and address.
10.0 Disputes; Severability
10.1 This Agreement shall be governed by the laws of the State of Washington, as
to interpretation and performance. Any action hereunder may be brought only in the
Superior Court of Washington for Snohomish County. Each party expressly waives the
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 7
right to a jury trial.
10.2 Should any part, term or provision of the Agreement be determined by a court
of competent jurisdiction to be invalid, the remainder of the Agreement shall not be
affected, and the same shall continue in full force and effect.
11.0 Agreement- Amendment
11.1 This Agreement contains the terms and conditions agreed upon by the
Participating Entities with respect to the matters discussed herein. The Participating
Entities agree that there are no other understandings, oral or otherwise, regarding the
subject matter of this Agreement. This Agreement may only be amended by written
instrument executed by the Participating Entities.
12.0 Execution of Multiple Counterparts
12.1 This Agreement and any Amendment thereto, may be reproduced in any
number of original counterparts. Each Participating Entity need sign only one counterpart
and when the signature pages are all assembled with one original counterpart, that
compilation constitutes a fully executed and effective agreement among all the
participating agencies.
13.0 Recording
13.1 As required by RCW 39.34.040, this Agreement shall be filed with the County
Auditor, or alternatively posted on the website of each party.
14.0 No joint venture
14.1 Nothing contained in this Agreement shall be construed as creating any type
or manner of partnership, joint venture or other joint enterprise between the parties
(Participating Entities). Participating Entity employees who provide services under this
Agreement shall at all times be considered employees of their respective Participating
Entity and acting in their official capacities as employees of their respective Participating
Entity. All rights, duties, and obligations of the employer and the employee shall remain
with the individual jurisdiction/Participating Entity. Each Participating Entity shall be
responsible for ensuring compliance with all applicable laws, collective bargaining
agreements, and/or civil service rules and regulations, with regard to its employees.
14.2 The parties agree that no separate legal administrative entities are necessary
in order to carry out this Agreement. Any real or personal property used by the parties in
connection with this Agreement will be acquired, held and disposed of by that party in its
discretion, and other parties will have no joint or other interest herein.
15.0 Liability/ No Third Party Beneficiaries
INTERLOCAL AGREEMENT
Snohomish County Fire Training Academy
2018 Page 8
15.1 This Agreement is for the sole benefit of the Participating Entities and shall not
confer third-party beneficiary status on any non-party to this Agreement. No liability shall
attach to any of the parties by reason of entering into this Agreement except as expressly
provided herein. None of the parties to this Agreement assume any duty to any third party.
IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day and
year first above written.
Participating Entity Participating Entity
_________________________ By: _______________________
Its: _______________________
ATTEST: ATTEST:
_________________________ ________________________
Clerk Clerk
APPROVED AS TO FORM: APPROVED AS TO FORM:
_________________________ ________________________
Exhibit A
List each Participating Entity's Chief and
address for notice purposes.
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment
C
COUNCIL MEETING DATE:
February 12, 2018
SUBJECT:
Interlocal Agreement with San Juan County for Data Center Exchange
ATTACHMENTS:
Data Center Exchange Interlocal Agreement
DEPARTMENT OF ORIGIN
IT – Bryan Terry; 360‐403‐4610
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
BUDGETED AMOUNT: N/A
LEGAL REVIEW:
DESCRIPTION:
This interlocal agreement with San Juan County will provide data center space exchange for co‐
location of equipment. San Juan County would like to store some equipment in our data center for
disaster recovery. They have offered to allow us to co‐locate in their data center if we so choose.
HISTORY:
ALTERNATIVES:
Take no action
RECOMMENDED MOTION:
Workshop; discussion only.
Page 1 of 7
After Recording Return To:
San Juan County
350 Court St #12
Friday Harbor, WA 98250
INTERLOCAL AGREEMENT
FOR DATA CENTER EXCHANGE
THIS Agreement is made and entered into at Friday Harbor, Washington, pursuant to RCW
39.34.080 between SAN JUAN COUNTY, WA and the CITY OF ARLINGTON, WA.
WHEREAS, SAN JUAN COUNTY desires to enter into an interlocal agreement with the
CITY OF ARLINGTON to exchange data center resources as specified in Exhibit A
WHEREAS, SAN JUAN COUNTY represents that SAN JUAN COUNTY is qualified and
possesses sufficient data center and network resources specified in Exhibit A
WHEREAS, the CITY OF ARLINGTON represents that the CITY OF ARLINGTON is
qualified and possesses sufficient data center and network resources specified in Exhibit A
NOW, THEREFORE, in consideration of the terms, conditions, covenants, and
performance contained herein, the parties hereto agree as follows:
1. SCOPE OF SERVICES
The CITY OF ARLINGTON and SAN JUAN COUNTY shall provide resources, as are designated
in the responsibilities of CITY OF ARLINGTON and SAN JUAN COUNTY throughout this
Agreement and as described in Exhibit A, attached and incorporated herein.
Page 2 of 7
2. TERM
The Project shall begin upon the execution of this Agreement and shall be completed no later than
12-31-2022
3. COMPENSATION AND METHOD OF PAYMENT
There will be no payments made in this agreement of services. It will be an exchange of data
center space and network resource specified in Exhibit A.
4. ADMINISTRATION.
This Agreement shall be administered by the San Juan County IT Manager.
5. INDEMNIFICATION.
Each party agrees to be responsible and assume tort liability for its own wrongful acts or omissions,
or those of its officers, agents, or employees to the fullest extent required by law, and agrees to
save, indemnify, defend and hold the other party harmless from any such tort liability. In the case
of negligence or wrongful acts by both SAN JUAN COUNTY and the CITY OF ARLINGTON,
any damages allowed shall be levied in proportion to the percentage of fault attributable to each
party, and each party shall have the right to seek contribution from the other party in proportion of
the percentage of negligence attributable to the other party.
The CITY OF ARLINGTON shall also indemnify SAN JUAN COUNTY against all liability and
loss in connection with, and shall assume full responsibility for, payment of all federal, state and
local taxes or contributions imposed or required under unemployment insurance, workman's
compensation, social security and income tax laws, for the CITY OF ARLINGTON and any
employees or volunteers of the CITY OF ARLINGTON.
6. INSURANCE
A. The CITY OF ARLINGTON will carry and maintain throughout the period of the
Agreement at its own expense the following minimum insurance which must be primary and non-
contributory:
1. Comprehensive commercial general liability insurance in the amount of no less than
$1,000,000, or if greater, to the limit of the policy for combined, single-limit bodily
injury, including wrongful death, or property damage to defend and indemnify all
activities and services covered by this Agreement with a commercial insurance
carrier protected under the State of Washington Guaranty Fund or with a risk pool
approved by the Insurance Commissioner. Such insurance shall be endorsed to
include SAN JUAN COUNTY, its officers, elected officials, employees and agents
as an additional insured, and shall not be reduced or cancelled without thirty (30)
days prior written notice to SAN JUAN COUNTY.
Page 3 of 7
2. Each insurance shall be endorsed to include language containing a “cross liability”
or “separation of insureds” indicating essentially that except with respect to the
limits of insurance, and any rights or duties specifically assigned in the coverage
part to the first named insured, this insurance applies as if each named insured were
the only named insured, and separately to each insured against whom a claim is
made or a suit is brought. Any payment of a deductible or self-insured retention
shall be the sole responsibility of the CITY OF ARLINGTON.
3. Statutory workers’ compensation insurance and employer’s liability insurance to
cover employees and volunteers as required by state and federal law.
B. The CITY OF ARLINGTON shall provide SAN JUAN COUNTY evidence of insurance
in the form of a Certificate of Insurance satisfactory to SAN JUAN COUNTY, executed by a duly
authorized representative of each insurer showing compliance with the insurance requirements set
forth above. Upon the request of SAN JUAN COUNTY, the CITY OF ARLINGTON shall also
provide a duplicate (photocopy) of each insurance policy and endorsements noted above and the
name, address and telephone number of the broker who issued each one as evidence of coverage.
Approval of insurance is a condition precedent to full execution, including continued
compensation, of this Agreement. The maintenance of said insurance will not in any manner affect
the CITY OF ARLINGTON'S obligation to hold harmless and indemnify SAN JUAN COUNTY
as provided in this Agreement.
7. MAINTENANCE AND INSPECTION OF RECORDS
A. The CITY OF ARLINGTON shall maintain books, records and documents, which
sufficiently and properly reflect all work related to the performance of the Agreement. In addition,
the CITY OF ARLINGTON shall maintain all accounting records in a form necessary to assure
proper accounting of all funds paid pursuant to this Agreement. All of the above shall be subject
at all reasonable times to inspection, review, or audit by SAN JUAN COUNTY, its authorized
representative, the State Auditor, or other governmental officials authorized by law to monitor this
Agreement.
B. The CITY OF ARLINGTON shall retain all books, records, documents and other material
relevant to this Agreement for six (6) years after its expiration. The CITY OF ARLINGTON
agrees that SAN JUAN COUNTY or its designee shall have full access and right to examine any
of said materials at all reasonable times during said period.
8. EXTRA WORK
A. SAN JUAN COUNTY may at any time, by written order, make changes within the general
scope of the Agreement in the services to be performed.
B. If any such change causes an increase or decrease in the estimated cost of, or the time
required for performance of any part of the work under this Agreement, whether or not changed
by the order, or otherwise affects any other terms and conditions of the Agreement, SAN JUAN
Page 4 of 7
COUNTY shall make an equitable adjustment in the (1) maximum amount payable; (2) delivery
or completion schedule, or both; and (3) other affected terms and shall modify the Agreement
accordingly.
C. The CITY OF ARLINGTON must submit its “request for equitable adjustment” or claim
under this clause within thirty (30) days from the date of receipt of the written order.
D. The maximum amount payable for this Agreement shall not be increased or considered to
be increased except by specific written supplement to this Agreement.
9. OWNERSHIP OF WORK PRODUCTS
All equipment provided by SAN JUAN COUNTY will be owned by SAN JUAN COUNTY, and
all equipment provided by the CITY OF ARLINGTON will be owned by the CITY OF
ARLINGTON. There will be no exchange of ownership for any equipment or electronic data.
10. TERMINATION
A. Termination for Convenience. SAN JUAN COUNTY may terminate this Agreement, in
whole or in part, at any time, by at least thirty (30) days written notice to the CITY OF
ARLINGTON. The CITY OF ARLINGTON shall be paid for work performed and expenses
incurred to the date of termination. Within thirty (30) days, the CITY OF ARLINGTON shall
submit a termination claim to SAN JUAN COUNTY. If the CITY OF ARLINGTON has any
property in its possession belonging to SAN JUAN COUNTY, the CITY OF ARLINGTON will
account for the same, and dispose of it in the manner directed by SAN JUAN COUNTY.
B. Termination for Cause. If the CITY OF ARLINGTON fails to perform in the manner
called for in this Agreement, or if the CITY OF ARLINGTON fails to comply with any other
provisions of the Agreement and fails to correct such noncompliance within five (5) days written
notice thereof, SAN JUAN COUNTY may terminate this Agreement for cause. Termination shall
be effected by serving a notice of termination on the CITY OF ARLINGTON setting forth the
manner in which the CITY OF ARLINGTON is in default. The CITY OF ARLINGTON will only
be paid for services performed in accordance with the manner of performance set forth in this
Agreement.
11. MEDIATION
The parties shall attempt to resolve any controversies or disputes arising out of or relating to this
Agreement through a good faith attempt at mediation. Each party will pay its own attorneys’ fees
and costs.
12. ARBITRATION
A. Any controversy or claim arising out of or relating to this Agreement that is not resolved
through mediation, shall be resolved by final and binding arbitration pursuant to RCW 7.04A.
Demand for arbitration shall be made in writing to the other party. The arbitration shall be held in
Page 5 of 7
SAN JUAN COUNTY before a single arbitrator selected by the Agreement of the parties. If the
parties cannot agree upon an arbitrator within fifteen (15) days after the demand for arbitration is
made, the arbitrator shall be selected by a judge in the Superior Court of San Juan SAN JUAN
COUNTY in accordance with the procedures set out in RCW 7.04A.110.
B. Unless the parties agree otherwise in writing, the arbitration hearing shall occur no later
than sixty (60) days after the date the arbitrator is appointed.
C. The parties agree that, with the exception of the circumstances set out in RCW 7.04A.230,
the arbitrator’s decision shall be binding, final and not appealable to any court of law.
D. Each party shall pay its own costs of arbitration including attorneys’ fees. The arbitrator’s
fee and any administrative expenses imposed by the arbitrator shall be shared equally by the
parties.
E. This Agreement shall be governed by laws of the state of Washington, both as to
interpretation and performance.
13. WAIVER
The waiver by, or the failure to take action with respect to, breach of any term, covenant or
condition of the Agreement shall not be deemed to be a waiver of such term, covenant or condition
on any subsequent breach. All remedies afforded in this Agreement shall be taken as cumulative;
that is, in addition to every other remedy provided herein or by law.
14. SEVERABILITY
It is understood and agreed by the parties that if any term or provision of this Agreement is held
by any court to be illegal or in conflict with any law of the state of Washington, the validity of the
remaining portions 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 term, part or provision
held to be invalid.
15. ENTIRE AGREEMENT
This instrument contains the entire Agreement between the parties and statements, promises, or
inducements made by any party or agent of that party that are not contained in this Agreement
shall not be valid or binding. This Agreement may not be enlarged, modified, or altered except in
writing signed by all parties.
Page 6 of 7
16. NOTICE
Notice provided for in this Agreement shall be sent by certified mail to the following addresses
designated for the parties.
SAN JUAN COUNTY CITY OF ARLINGTON
350 Court St #12 238 N Olympic Ave
Friday Harbor, WA 98250 Arlington, WA 98223
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of this
_________ day of _________________ 20___.
CITY OF ARLINGTON IT DEPT SAN JUAN COUNTY IT DEPT
Bryan Terry Tony Harrell
IT Manager IT Manager
___________________________________ ___________________________________
Date Date
FINAL APPROVAL FINAL APPROVAL
CITY OF ARLINGTON Mayor SAN JUAN COUNTY Manager
Michael J. Thomas
By: ________________________________ ___________________________________
Date Date
APPROVED AS TO FORM ONLY
San Juan County Prosecuting Attorney
Randall K. Gaylord
By: ________________________________
Date
Page 7 of 7
Exhibit A
Scope of Services
1. Each agency shall, upon request, provide the other with up to 5 server rack units in a
secured data center.
2. Each agency shall provide sufficient redundant power for all equipment in the server rack
units it provides.
a. A UPS shall be available
b. Backup generator sufficient to keep all equipment running in the event of a power
outage
3. Each agency shall provide the other with a minimum of a 100Mbps Internet connection.
a. To include at a minimum of 1 static IP address on the Public Internet or IGN if
necessary.
4. Physical access
a. Each agency shall be given physical access to its server rack units upon a
minimum of 6 hours’ notice.
b. Must be accompanied by local IT staff.
5. Each agencies data shall be kept physically separate.
6. Each agency shall be responsible for locking and securing their own physical servers and
external data ports.
7. Each agency shall, upon request, provide the other with basic troubleshooting and
assistance for equipment located on the server racks provided (including, for example,
reconnecting cables, testing connections, verifying power, etc., but not including
assistance that requires secure logon access).
8. Each agency shall notify the other, of any scheduled disruptions to power and/or
connectivity.
City of Arlington
Council Agenda Bill
Item:
WS #4
Attachment
D
COUNCIL MEETING DATE:
February 12, 2018
SUBJECT:
Inter‐fund Loan from Growth Fund to EMS Fund
ATTACHMENTS:
Loan Worksheet – Exhibit 1
DEPARTMENT OF ORIGIN
Finance: Kristin Garcia, Finance Director 360‐403‐3431
EXPENDITURES REQUESTED: Up to $223,915
BUDGET CATEGORY: Growth Fund
BUDGETED AMOUNT: $223,915
LEGAL REVIEW:
DESCRIPTION:
As of January 31, 2018, the EMS Fund does not have sufficient revenue to cover operating expenses.
An inter‐fund loan of $140,000 is required to bring the fund balance to zero. This new loan will bring
the total outstanding balance up to $166,000. Additionally, based on cash flow, I fully anticipate the
EMS Fund requiring a loan in February and March. The budget reflects an inter‐fund loan totaling
$223,915. The finance director is requesting council approval to allow the issuance of loans (as
needed) up to the amount authorized in the budget. If the EMS Fund requires a loan amount that
exceeds the budget, the item will be brought back to council for further approval. Continued
discussions on EMS funding challenges and revenue options will be presented to council at the
upcoming retreat.
HISTORY:
The previous outstanding loan from 2017 has not been fully repaid. The outstanding balance on the
2017 loan is $26,000.
ALTERNATIVES:
Do not approve the inter‐fund loan and allow the fund to be negative. This could violate RCW
43.09.210 which states that no fund should unfairly benefit from another.
RECOMMENDED MOTION:
Workshop discussion only. At the February 20, 2018 council meeting, the motion will read; “I move
to authorize the finance director to take an inter‐fund loan, as needed, from the Growth Fund to the
EMS Fund up to $223,915”.
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
E
COUNCIL MEETING DATE:
February 12, 2018
SUBJECT:
December 2017 Financial Report
ATTACHMENTS:
Financial Reports –
Narrative
General Fund Operating Statement
Revenue Charts
Other Fund Operating Statements
Growth Fund Balance Summary – 2010 to Current
DEPARTMENT OF ORIGIN
Finance; Kristin Garcia – Finance Director 360‐403‐3431
EXPENDITURES REQUESTED: 0
BUDGET CATEGORY: N/A
BUDGETED AMOUNT: N/A
LEGAL REVIEW:
DESCRIPTION:
Attached is the December 2017 financial report.
HISTORY:
ALTERNATIVES:
RECOMMENDED MOTION:
Workshop; discussion only.
1
2017 December Financial Report – Kristin Garcia, Finance Director
GENERAL FUND
The general fund’s ending fund balance as of December 31 was $3,138,386 which includes 100% of
the required one month operating reserve and includes estimated amounts pending the outcome of
AFSCME contract negotiations.
Total general fund revenues are at 107% of budget for the month of December. The majority of the
excess budget came from sales tax revenues, building permits, site civil and building plan review
fees.
Total general fund expenses are at 100% of budget. Although we spent 100% of the budget, we
were still able to increase the ending fund balance due to revenues exceeding expenses.
The city received a total of $4,348,275 in sales tax revenues in 2017. The city received $248,764
more in sales tax revenue in 2017 than in 2016. The increase in revenue between 2016 and 2017 is
from new business activity, primarily in the retail and construction industry.
OTHER FUNDS
Mandatory Reserve Fund – City policy requires a reserve balance equal to 8% of the total general
fund budgeted taxes and license/permit revenues. As of December 31, 2017, the city is 100%
compliant with policy and ahead of initial projections in the 10 year financial plan.
Public Safety Program Development Fund – A reminder that this fund will be closed effective
December 31, 2017 as it no longer meets the definition of a special revenue fund. As part of the
2017 budget amendments, the remaining fund balance has been moved to the fire department
equipment replacement fund.
Social Services Fund – No donations were received in the month of December. Total donations
received in 2017 were $1,779. To date, no expenses have been made out of this fund.
2017 July August September October November December
Donations
Received
$500 $129 $500 $600 $50 $0
Growth Fund – Included in your packet is a summary of the mitigation fees collected, a list of
projects money has been spent on and the timeline of when fees need to be spent. In 2017, the city
collected $1.3 million in mitigation fees. The ending fund balance as of December 31 was
$3,680,769. The primary uses of funding for 2017 were for the Arlington Valley Road project, and
the transportation and multi‐modal comprehensive plans.
2
EMS Fund – The EMS fund did not receive enough revenue in December to fully repay the inter‐fund
loan. The outstanding balance on the loan is $26,000. All accrued interest through December 31
has been paid.
Equipment Replacement Fund – As part of the equipment replacement process, items that are
identified as needing replaced are declared surplus and sold (in accordance with city policy).
Proceeds from the sale are put back into the applicable department’s equipment replacement fund
as a funding mechanism for future equipment needs. In 2017, we sold 30 assets for a total of
$88,169!
OTHER ITEMS
Investments
As of December 31, 2017, the city held $35.6 million in cash and investments. 62% of the portfolio
is held by enterprise funds, 14% by the general fund and 12% by special revenue funds. The
remaining 12% is held by the TBD, agency, capital and equipment replacement funds.
Debt Summary
In 2017, the city reduced its debt by $3.1 million. The 2007 water/sewer refunding bonds have been
paid in full. In 2018, the Airport will pay off its 2003 airport facility improvement bond. In 2019 the
police vehicle loan will be paid off. Here is a summary of outstanding principal balances as of
12/31/17.
DEBT PRINCIPAL OUTSTANDING
12/31/2017
MATURITY DATE
2015 Fire Apparatus $1,270,720 2025
2014 LTGO Police Station $7,010,000 2034
2010 LTGO Fire Station $2,365,000 2030
2014 LTGO Police Vehicles $167,107 2019
2010 LTGO 800 MHZ (radios) $140,000 2020
2007 N. Olympic Avenue $2,105,000 2027
Graafstra $3,200,000 2040
Airport Improvements $375,124 2018 and 2024
Utilities $21,236,264 Various
TOTAL $37,869,215
3
Passports
2017 September October November December
Applications
Processed
21 26 36 60
A total of 143 passports were processed in 4 months of 2017. Total passport revenue collected
through December was $3,575.
Finance Facts
In 2017 the Finance/IT department;
Processed 138 new utility connections
Processed 64,729 utility bills
Issued 220 dog licenses
Handled 790 IT helpdesk tickets
Processed 3,027 checks
Processed 2,967 p‐card receipts
All city employees worked 298,311 hours