HomeMy WebLinkAbout05-20-19 Revised Council Meeting
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CALL TO ORDER
Mayor Barb Tolbert
PLEDGE OF ALLEGIANCE
ROLL CALL
Mayor Barb Tolbert – Erin
APPROVAL OF THE AGENDA
Mayor Pro Tem Marilyn Oertle
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
AHS Engineering/Welding Class presentation
Mayor Barb Tolbert
PROCLAMATIONS
Public Works Week ATTACHMENT A
Debora Nelson
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 Marilyn Oertle
1. Minutes of the April 29, 2019 joint meeting and May 6 and ATTACHMENT B
May 13, 2019 council meetings
2. Accounts Payable
3. Resolution Adopting Revised Financial Policies ATTACHMENT C
4. Ordinance Amending Arlington Municipal Code Section 3.90.010 ATTACHMENT D
Pertaining to Interfund Loans
5. Design Contract for 204th / 77th Roundabout ATTACHMENT E
PUBLIC HEARING
NEW BUSINESS
1. Concession License for Haller Park ATTACHMENT F
Staff Presentation: Paul Ellis
Council Liaison: Marilyn Oertle
Arlington City Council Meeting
Monday, May 20, 2019 at 7:00 pm
City Council Chambers – 110 E Third 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 711 (TDD only) prior to the meeting date if special accommodations are required.
2. Approve Loan Payoff for Fire Apparatus ATTACHMENT G
Staff Presentation: Kristin Garcia
Council Liaison: Mayor Pro Tem Marilyn Oertle
3. Contract with Fire District #24 (Darrington) for EMS Services ATTACHMENT H
Staff Presentation: Paul Ellis
Council Liaison: Sue Weiss
4. Contract with Fire District #21 (Arlington Rural) for Fire Services ATTACHMENT I
Staff Presentation: Paul Ellis
Council Liaison: Jesica Stickles
5. Collective Bargaining Agreement for Arlington Police Officers ATTACHMENT J
Association (APOA)
Staff Presentation: James Trefry
Council Liaison: Sue Weiss
6. Collective Bargaining Agreement for American Federation of State, ATTACHMENT K
County, and Municipal Employees (AFSCME)
Staff Presentation: James Trefry
Council Liaison: Jesica Stickles
DISCUSSION ITEMS
INFORMATION
ADMINISTRATOR & STAFF REPORTS
MAYOR’S REPORT
EXECUTIVE SESSION
Discussion of pending or potential litigation [RCW 42.30.110(1)(i)]
RECONVENE
ADJOURNMENT
Mayor Barb Tolbert
Public Works Week
Proclamation
Whereas, public works services provided in our community are an integral part of our
citizens’ everyday lives; and
Whereas, the support of an understanding and informed citizenry is vital to the
efficient operation of public works systems and programs such as water, sewers, streets
and highways, public buildings, and solid waste collection; and
Whereas, the health, safety and comfort of this community greatly depends on these
facilities and services; and
Whereas, the quality and effectiveness of these facilities, as well as their planning,
design, and construction, are vitally dependent upon the efforts and skill of public works
officials; and
Whereas, the efficiency of the qualified and dedicated personnel who staff public
works departments is materially influenced by the people’s attitude and understanding
of the importance of the work they perform,
Now, therefore, I, Barbara Tolbert, Mayor of the City of Arlington, do hereby proclaim
the week of May 19-25 as
“National Public Works Week”
in The City of Arlington, and I call upon all citizens and civic organizations to acquaint
themselves with the issues involved in providing our public works and to recognize the
contributions which public works officials make every day to our health, safety, comfort,
and quality of life.
Dated this 20th day of May, 2019
______________________________________
Mayor Barbara Tolbert
Special Joint Meeting
Skagit Regional Health (PHD #1, Skagit Co.) Board of Commissioners
Stilly Valley Health Connections (PHD #3, Snohomish Co.) Board of Commissioners
Arlington City Council, and
Arlington Public Schools Board of Directors
Monday, April 29, 2019, 6:30 p.m.
Byrnes Performing Arts Center – Arlington High School
Skagit Regional Health (PHD #1, Skagit Co.) Board of Commissioners, Stilly Valley Health Connections (PHD #3,
Snohomish Co.) Board of Commissioners, Arlington City Council, and Arlington Public Schools Board of Directors
held a joint meeting on April 29, 2019 at 6:30 p.m. at the Byrnes Performing Arts Center, 18821 Crown Ridge Blvd.,
Arlington, WA, to discuss matters of mutual interest.
In Attendance
Skagit Regional Health
Commissioners: Peter Browning, Bruce Lisser, Jim Hobbs, and Julie Blazek
President and CEO: Brian Ivie
Regional VP and COO: Danny Vera
Regional VP Operations: Jola Barnett
Stilly Valley Health Connections
Commissioner: John Meno
Superintendent: Ardis Schmiege
Arlington Public Schools
Board Members: Kay Duskin, Judy Fay, Marc Rosson, Jim Weiss, and Jeff Huleatt
Superintendent: Chrys Sweeting
City of Arlington
Council Members: Sue Weiss, Mike Hopson, Jesica Stickles, Debora Nelson, and Jan Schuette
Mayor: Barb Tolbert
City Administrator: Paul Ellis
Also in attendance were Public Hospital District No. 3, Snohomish County Erika Coghill; Arlington Public
Schools staff members Brian Lewis, Gary Sabol, and Julie Davis; Public Hospital District No. 1, Skagit
County Joanie Whitener and Kathy Harris; City of Arlington staff members Marc Hayes, James Trefry,
Bryan Terry and City attorney Steve Peiffle.
Call to Order
Skagit Regional Health hosted this meeting. Jola Barnett, Regional VP Operations, called the meeting to order at
6:30 p.m.
Pledge of Allegiance
Approval of Agenda
Bruce Lisser, as President of Skagit Regional Health Board of Commissioners approved the agenda on behalf of the
Board. There were no corrections to the proposed agenda.
Introductions
Jola Barnett introduced Danny Vera, Regional VP and COO and then welcomed all who were present and asked
attendees to introduce themselves.
General Updates
Skagit Regional Health
Danny Vera and Jola Barnett presented information on Patient Story, SRH Guiding principles – Quality and
Safety, Patient Experience, Employee Engagement, Growth and Access and Finance
Quality and Safety:
Cascade Valley Hospital Wound Care & Hyperbaric Medicine Center earning the Center of
Distinction from Healogics.
The SVH Mental Health Center receiving a 100 percent score from the DOH survey.
Using Technology in the Fight Against Opioids – Built-in progress note templates; Opioid
dashboard; provider alerts; education to patients; integrated state prescription monitoring
database; reports to monitor prescription habits of providers.
Social Work & Community Outreach - New ED Social Worker – Kari Hayden, MSW, LSWAIC;
Partnership with Arlington Community Outreach Team; ADAC Event 4/30: Empowering Parents;
coming soon to CVH: Safe Disposal Site for unused medications and controlled substances.
Patient Experience:
Patient access to MyChart.
New website - coming soon! Mobile-first website, one, unified website for the entire system.
Growth and Access:
Provider Recruitment - 30 new providers in 2018; plan to recruit 30 providers in 2019 (through
March, 16 providers are signed – 7 will see patients in Arlington).
Programs at Cascade Valley Hospital – Including AARP Driver Safety Program; Stop the Bleed;
blood drives; childbirth education; child safety seat checks; Medicare 101.
Youth Heart Screenings with the Nick of Time Foundation - 111 volunteers (4 from CVH), 388
students screened, 5 students identified with risks, including 2 serious findings.
Arlington Public Schools
Dr. Chrys Sweeting spoke about “Voices” – Learning by Listening, including:
Mission – To educate all students preparing and inspiring them to graduate and become lifelong
learners.
“Student Voices Lunches” – Started in 2017-2018
Three Key Questions for Students – What helps your learning? What hinders your learning?
If you were the Superintendent, what would you change?
“Staff Voices Mornings” – Started in 2018-2019
Three Key Questions for Staff - What is working well? What needs improving? What suggestions
do you have?
• “Leadership Voices”
Will begin during 2019-20 school year.
District and school administrators from feeder schools and/or like level groups will meet before
or after District Leadership Team meeting.
Listening and asking for feedback on the key three questions.
• “Family & Community Voices”
Two events during 2019-20 school year - Lunch on October 17, dinner on April 16.
Each time, 3-4 parents/family members from each school and 4-5 community members from
organizations/businesses will attend.
Listening and asking for feedback on the same staff key three questions.
City of Arlington
Community & Economic Development Director Marc Hayes reported on the current and future growth in
Arlington.
Arlington/Marysville Manufacturing Industrial Center AMMIC
How the AMMIC Originated, Current Status of AMMIC, Future Progress of AMMIC
Vision & Guiding Principles
Framework Plan – Development Strategy
Conceptual Design Guide – Key Site Development Concepts
Goals and Policies - Environment; Land Use; Economy; Public Services; Transportation.
Strategies and Goals of AMMIC Development – Utilities; telecommunications; 35 miles to
population center; 50 miles to Sea-Tac airport; .25 miles to major highways/arteries; Area served
by Community Transit Bus service and Bus Rapid Transit in the future; Fast and customer
orientated permit process; Incentives; Additional key site attributes.
CURRENT RESIDENTIAL AND COMMERCIAL / INDUSTRIAL PROJECTS IN ARLINGTON - 2019/2020
2019 Estimates – 1353 new units (567 affordable; 786 market rate), 2752 new residents (935
seniors)
PROPOSED RESIDENTIAL AND COMMERCIAL / INDUSTRIAL PROJECTS IN ARLINGTON – 2020 / 2021
Apartments, townhomes, master planned neighborhood, mixed use, as well as numerous
commercial projects completed, under construction or under review.
Complete Streets Arlington - The Complete Streets Policy organizes and clarifies existing development
code in regards to the public street with a focus on all users.
Community Engagement – Website; Workshops; Walkshops; Email; and Phone.
Ten Elements of a “Complete” Complete Streets Policy - Vision and Intent; Diverse Users;
Commitment to all Projects and Phases; Clear, Accountable Expectations; Jurisdiction; Design;
Land Use and Context Sensitivity; Performance Measures; Project Selection Criteria;
Implementation Steps.
Pedestrian and Bicycle Improvement Plans
Transit Expansion Plan
Other Items – Safety; Reduced Maintenance; Consistent Look; Aesthetics; Low Impact
Development; Shading; Equality.
Complete Streets Checklist - Project Description; Roadway Classification; Channelization;
Pavement Condition; Pedestrian, Bicycle, Transit, and Freight Infrastructure; Street Trees and
Landscaping; Urban Design and Planning; Variance Process.
Purpose - Standardization of Process; Documentation; Directs users to the TIP, BIP, & TEP;
Consistent Standards; Clear Justification.
Funding for Complete Streets -Developer Projects; Public Works Projects; Complete Streets
Grants - $600,000 awarded.
Stilly Valley Health Connections
Ardis Schmiege, Superintendent, gave an update on the activities Stilly Valley Health Connections has
been engaged in.
Mental Health Counseling
As of early April, Kristina Coyle from Anchoring Connections has started counseling one day per
week at Kent Prairie Elementary and one day per week at Darrington Elementary. Patty Putnam
added a second day of mental health counseling and this day is at Pioneer Elementary school as
of April 2019.
Between the two counselors, mental health counseling is now being provided one day a week at
four elementary schools providing access to 20-24 students.
Seattle Cancer Care Alliance Grant
In February, SVHC received $11,400 to fund the nicotine cessation and e-cigarette awareness
programs being presented in collaboration with the American Lung Association.
SVHC will be offering the American Lung Assn. Freedom from Nicotine Plus Online Program for
up to 40 enrollees.
The American Lung Assn. will train up to eight facilitators who can then start group clinics in
Arlington and Darrington.
The American Lung Association, in partnership with the Washington State Poison Control Center,
will teach three Train the Trainer courses on e-cigarettes and vaping.
Goal is to offer three classes of training to community members who will then go to community
organizations, classrooms and health fairs to educate community members, especially teenagers.
Kits will be available for the trainers.
Health and Wellness Classes
Started three beginning yoga classes beginning in January.
SRH is sponsoring six healthy nutrition/cooking classes being offered by SVHC. The classes are
Cooking as a Family, Eating on a Budget, Exploring Fruits and Veggies, Heart Healthy Eating, Slow
Cooker & Instapot Fall Favorites, and Better Blood Sugar Control.
SRH is also sponsoring the Germ Buster Program which SVHC will be teaching to all kindergarten
and first grade classes in the Arlington Public Schools, the Darrington School District and the
Lakewood School District starting this fall. The Germ Buster program teaches how to properly
wash your hands.
In collaboration with Homage from Lynnwood, SVHC will be offering Living Well with Diabetes in
Arlington in the fall and Living Well with Chronic Conditions in Darrington.
Stilly Valley Health and Well-Being Monitor Survey
Ardis thanked the City of Arlington, Arlington Public Schools and SRH for their support and
getting the word out to our Stilly Valley Residents regarding the Stilly Valley Health and Well-
Being Monitor Survey.
Goal was 500 completions and 517 were received for a very successful survey.
Final results should be available in early June. Once the survey results have been reviewed, a
plan will be developed on how the results will be rolled out to the community stakeholders and
residents.
Closing Comments
Jola thanked all for very informative presentations and attending.
Next Meeting
Arlington Public Schools will host the next meeting scheduled for 9/30/19.
Adjournment
With there being no further business before the group, the meeting concluded at 7:33 p.m.
Mr. Peter Browning, Board Secretary
Skagit Regional Health, Public Hospital District
No. 1, Skagit County, Board of Commissioners
Kay Duskin, President Dr. Chrys Sweeting, Superintendent
Arlington Public Schools Arlington Public Schools
Board of Directors
Ms. Barbara Tolbert, Mayor
City of Arlington
Tina Davis, Secretary Ardis Schmiege, Superintendent
Stilly Valley Health Connections, Public Hospital Stilly Valley Health Connections, Public
Hospital District No. 3, Snohomish County, Hospital District No. 3, Snohomish County
Board of Commissioners
DRAFT
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Council Chambers 110 East Third Street May 6, 2019
Councilmembers Present: Mike Hopson, Jan Schuette, Marilyn Oertle, Debora Nelson, Sue Weiss, Jesica Stickles and Joshua Roundy.
Council Members Absent: None.
Staff Present: Mayor Barb Tolbert, City Attorney Steve Peiffle, Paul Ellis, Marc Hayes, Dave Ryan, Dave Kraski, Sheri Amundson, James Trefry, Kristin Banfield, Keith Johnson, Willy Harper, Logan Harding, Sam Johnstone, Justin Honsowetz, Chris Dickison, Phil Knepper and Erin Keator.
Also Known to be Present: Don Vanney and family, Bruce Angell, Michelle Blythe, Tim Dean and Family, Shirley Prouty, Roberta Prouty, Allen Prouty, Keith and Wendy Prouty, Dick Prouty, Lindsay Dunn, Ruth Gonzales, Robert Johnson, Gayle Roeber, Melissa Johnson, John Swizer, Don Munson, Cathy Devoir, Katelyn Devoir, Michelle Lilgreen, Judy Castanares, Michelle and Steve Heiderer, Sarah Gonzalez, Dwan Kinney and Sue Robertson. Mayor Barb Tolbert called the meeting to order at 7:00 p.m., and the Pledge of Allegiance and roll call followed.
APPROVAL OF THE AGENDA Mayor Pro Tem Marilyn Oertle moved to approve the agenda as presented. Councilmember Hopson seconded the motion, which passed with a unanimous vote.
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
Mayor’s Volunteer Award – Shirley Prouty Mayor Tolbert introduced Shirley Prouty as a friend and long-time volunteer. She stated Shirley has been a long standing member of the Stillaguamish Valley Pioneer Association. She has been writing "100 Years of Arlington" for over 15 years chronicling the history of our city. She is now working on volume four, her final book in the series. Shirley and her husband Dick moved to Arlington from Kirkland in 1973. Shirley has always been involved in 4H, since her childhood in Pierce County. Entering 4H competitions required research and led to opportunities such as her two year housing scholarship at WSU, where she was enrolled in the Home Economics degree program. Shirley was Washington State Cherry Pie Queen in 1948! As an adult, Shirley was a 4H leader for 26 years and spent 19 years with the Evergreen State Fair. When the WA State Fair superintendent needed a manager for the photography department, he called on her and she did that for nine years. Her husband was heavily involved in the WA State Science Olympiad and Shirley helped with that for over 20 years. Shirley got involved with the Pioneer Museum around the year 2000 after hearing
Minutes of the Arlington
City Council Meeting
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from her friends that they needed help. She wrote the grant for the Water Shed Model project at the museum, and drafted the design of the Red Work Quilt that highlights historic places, which got her started on the History of Arlington book series. Shirley says “It takes a community to document history!” Ms. Prouty was thrilled to accept the award and stated she is still looking for stories to finish up her latest book!
Firefighter / Paramedic Swearing in: Fire Chief Dave Kraski introduced Keith Johnson stating that Keith volunteered at the Arlington Fly-In for many years. His most recent work experience was with the Hanford Fire Department most recently as a Lieutenant/Paramedic. City Attorney Steve Peiffle administered his oath of office. Mr. Johnson’s father, Robert Johnson, performed his badge pinning.
PROCLAMATIONS: None.
PUBLIC COMMENT Ruth Gonzales – 6823 211th Pl NE. Ms. Gonzales came to the council meeting to remind, talk about, and share Arlington with the City Council. Ms. Gonzales spoke of the video quality of Life in Arlington, stating that the video represents the quality of life currently in Arlington. She stated the video shows all the great qualities of Arlington with only one slide showing industrial businesses. She stated there are lots of changes occurring in Arlington right now with the zoning code and development. Her family came to Arlington in 1919 to start a family and continue in a business that began in 1895. She believes that it is important for the City to maintain the quality of life and infilling high density residential and 45 foot tall structures adjacent to single family residences on half acre pieces or two acres pieces does not maintain that hometown feel and quality of life. She doesn’t believe those high density projects in the proposed locations identifies with what Arlington is trying to project as being a small town quality of life. There are great places in the City for where those mixed use projects should be located but they should not be located in the middle of existing single family residential zones; that is not appropriate. Michelle Lilgreen – 20913 67th Dr NE. Ms. Lilgreen came to speak to the Council stating her opposition to the Grandview North rezone, PLN 509. She spoke on April 16 at the public hearing to the Planning Commissioners and a petition was presented of neighbors who protest the rezoning of 6810 211th Pl NE from a residential low to moderate density zoning to a neighborhood commercial zone. She stated after voting, the Planning Commission recommends that the City Council disprove the proposed rezone. In Attachment H-2 for tonight’s meeting there is a summary of testimony as to what was said in opposition to the rezone at the April 16 Planning Commission Public Hearing; it also has a well-constructed letter opposing the rezone by property owners who wish to be anonymous. Ms. Lilgreen shared the points of the letter. In the last 12 years two homes as well as three duplexes have been built nearby and the structures blend in with the character of their existing homes. No one in her neighborhood planned on living next to apartments with businesses for many reasons. 1. Having the proper amount of lighting is essential for a business parking lot, but to the average homeowner it would seem invasive. 2. Noise from regular commercial deliveries will negatively impact the surrounding homes. 3. Not providing enough
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designated parking could cause customers and tenants to use the adjacent streets and private driveways. 4. Regardless of promises that are made such as having a strict tenant screening process there is no assurance that the current owner will keep up their same standards or that the property will not be sold to someone else who has lower standards. We are currently lucky to have such a safe neighborhood and we do not want that jeopardized. 5. In regards to the roads, the letter addresses how adding apartments with businesses will increase the traffic on 211th. Speeding, poor visibility due to the curve of the road and the lack of safe sidewalk is already risking our pedestrians and drivers. Of the 5,000 daily drivers a large number of those vehicles are exceeding the 25 MPH speed limit and 15% of those are driving 10 miles or more over the limit. There are two school bus stops where kids must cross both lanes of traffic in order to get home. There are people walking, jogging, and riding bikes along this narrow road and the only thing separating them from a speeding 2-ton vehicle is a single row of curbing. These pedestrians deserve to be safe so let’s not make the existing road problems worse by adding more cars from this proposed project. Please note that similar businesses to the ones being proposed already exist along 67th Avenue, and people are content with walking to get to them. In conclusion we want healthy growth for our community and the owner of this property could develop single family homes and make a profit while also preserving the quality of life for all residents. Apartments with businesses would be typical in Seattle or Everett but not here where we value our history and small town charm. Please, City Councilmembers, understand how revenues should not be more important than our existing residents in town. Lindsay Dunn – 735 E Highland Drive. Mr. Dunn stated that changing the zoning of address 606 Highland from medium density to high density is not a good idea. He stated the back part of the lot is already approved for an apartment building so that can’t be changed, but the .5 acre should not be rezoned. He stated that many residents in that neighborhood have .5 acre lots and this one particular lot would be the only one zoned high density; and if that gets zoned high density than everybody gets to be rezoned. He stated the Council doesn’t know what they are getting. The developer tells the Planning Commission what they want to do but it’s not binding, and the developer could sell the property. He believes if you change it to high density it should be binding to the project and binding to the developer. He stated he is all for growth and there are places to put high density but stated on the record he’s against the rezoning for this property. He also reminded everybody about the Planning Commission public hearing on May 21st. . Sarah Gonzales, Ruth Gonzales’s daughter (no address listed). The 2007 Comprehensive Plan has a vision statement that says ‘the principal theme of the vision statement is that the City of Arlington would like to maintain its character and identity- the “small town” atmosphere.’ Changing things to high density completely demolishes the small town feel. The particular lot she spoke about is the same that Michelle spoke about. There is a barn on that property, the barn has been there forever, this is a historical town of logging and farming; the City is taking it all away. We want to keep the history so people can see how this town grew up, and she wants to live in a small town; she believes the City is taking that away and doing completely the opposite of the vision statement of maintaining a small town atmosphere and the history. She noted it’s interesting that the City gave the Mayor’s award to someone who has made books about our history and the City is taking that away.
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CONSENT AGENDA Mayor Pro Tem Marilyn Oertle moved and Councilmember Nelson seconded the motion to approve the Consent Agenda which was unanimously carried: 1. Minutes of the April 13, 2019 spring retreat, and April 15 and April 22, 2019 council meetings. 2. Accounts Payable: Approval of EFT Payments and Claims Checks #96636 through #96795 dated April 16, 2019 through May 6, 2019 for $842,801.34. 3. Arlington Municipal Code Title 14 update regarding Airport Rules and Regulations.
PUBLIC HEARING None.
NEW BUSINESS
Resolution for authorizing bond issue for capital projects City Administrator Paul Ellis explained the resolution will direct staff to proceed in preparing for a bond issue for a new fire station, police impound facility and maintenance and operations building and also refinance debt. Mr. Ellis also stated that the City would be closing Fire Station #47 to combine with #48 once it is completed and that language has been added to the resolution. Councilmember Nelson stated she is thankful to staff and her fellow councilmembers for all their hard work during the rough times. Councilmember Oertle stated she is appreciative of the debt consolidation and is glad that the City will recognize financial savings on the interest. Discussion followed with Mr. Ellis answering questions. Mayor Pro Tem Oertle moved and Councilmember Hopson seconded the motion, to approve the resolution directing staff to proceed with preparing a bond issue for a new fire station, police impound facility, maintenance and operations building, and to refinance debt, and authorize the Mayor to sign the resolution. The motion passed unanimously.
Public art proposals City Administrator Paul Ellis reviewed recommendations by the Parks, Arts and Recreation Commission for public artwork which includes a 1. Chainsaw carved wood bench with cougar by Jacob Lucas. Donation by Arlington Arts Council, value is $2,500. The proposed location is the bench pad next to the sidewalk at Olympic Avenue and First Street; and 2. Chain link fence cup art – “Bee” by Erika Bruss. Proposed location is on the chain link fence behind the police station. This is a youth project and materials are paid for by the Arlington Arts Council. This item was actually completed on Saturday, April 20. Mayor Pro Tem Oertle moved and Councilmember Stickles seconded the motion to accept the public arts pieces into the City’s Public Art collection. The motion passed unanimously.
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Collective Bargaining Agreement between the City of Arlington and the IAFF Local No.
3728 representing uniformed firefighters for 2019-2020 Administrative Services Director James Trefry asked Council to approve the Collective Bargaining Agreement between the City of Arlington and the IAFF Local No. 3728 for 2019-2021 and authorize the Mayor to sign it. IAFF Local No. 3728 ratified the agreement on April 19, 2019. Mr. Trefry stated that he had distributed a sheet of paper showing a minor revision in 15.3.1 where the City and IAFF 3728 have agreed to leave in previous language. The cost of the contract is slightly over salary allocation, up to $15,000 in 2019 and up to $10,000 in 2020 but he believes there may be potential cost savings in the contract but they can’t identify a specific amount. He stated the City may realize a lower cost increase. Councilmember Stickles asked where the additional cost would be paid from, the general fund or the fire department. Mr. Trefry stated, and Mr. Ellis reiterated, it would be blended. Councilmember Schuette asked about the language that does not require a firefighter to join the Union. Mr. Trefry briefly explained the Janus v. AFSCME decision and how it affects public employer union membership. Councilmember Stickles moved and Councilmember Weiss seconded the motion to approve the Collective Bargaining Agreement between the City of Arlington and the IAFF Local No. 3728 for 2019-2021, and authorize the Mayor to sign it. The motion passed unanimously.
Appointments to Airport Commission Airport Director Dave Ryan explained that he is requesting to reappoint the following individuals to the Airport Commission: Ms. Gayle Roeber, Mr. John Swizer and Mr. Don Munson. Mr. Ryan introduced the three commissioners. Councilmember Jan Schuette moved and Councilmember Hopson seconded the motion to reappoint John Swizer, Don Munson and Gayle Roeber to the Airport Commission. The motion passed unanimously.
Appointments to Planning Commission Community and Economic Development Director Marc Hayes explained that he is requesting the Council to appoint Timothy Dean and Melissa Johnson as candidates to fill the open positions. Mr. Hayes introduced both commissioners and stated they both have been involved in the community and both in real estate. Councilmember Schuette asked how many commissioners we have now. Mr. Hayes stated there are currently five and with the appointments, the Planning Commission will be fully staffed. Councilmember Schuette moved and Councilmember Nelson seconded the motion to confirm the appointment of Timothy Dean and Melissa Johnson to the Arlington Planning Commission. The motion passed unanimously.
Review of 2019 Comprehensive Plan docket items Community and Economic Development Director Marc Hayes walked through the first group of comprehensive plan docket items.
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1. The AVS Communities Rezone request PLN #524 – 2019 Docket Item. Community and Economic Development Director Marc Hayes explained the AVS Communities Rezone is requesting to rezone a 9-acre parcel from General Industrial to General Commercial and utilize the Mixed Use Overlay for a future proposed project. Discussion followed with Mr. Hayes answering questions. Councilmember Nelson moved and Councilmember Hopson seconded the motion to approve the ordinance approving the AVS Communities land use map amendment and concurrent rezone, and authorize the Mayor to sign the ordinance. The motion passed unanimously. 2. Grandview North Rezone Request PLN #509 – 2019 Docket Items. Community and Economic Development Director Marc Hayes explained the Grandview North Rezone is requesting to rezone a 0.99 acre parcel from Residential Low Medium Density to Neighborhood Commercial and utilize the Mixed Use Overlay for a future proposed project. The applicant has an adjacent 1.76 property that is already zoned neighborhood commercial that he is planning to do a mixed use project on; the 0.99 acre is in addition to that as an expansion of his proposed project. Discussion followed with Mr. Hayes answering questions. Councilmember Schuette clarified that the 1.76 property, due to its zoning, can go three stories high and on the part that is on the 0.99 acre parcel he can still go two stories high. Mr. Hayes stated that on the 0.99 acre parcel the applicant is able to go three stories high. Councilmember Schuette asked if it is possible to require that they put in trees along the border? Mr. Hayes stated that it doesn’t require a buffer but we could request a buffer as part of the project. Councilmember Schuette also asked if we could use mitigation fees to expand the sidewalk? Mr. Hayes stated there is a potential to expand pedestrian walkways. Councilmember Stickles asked if the zoning is not approved, but the developer still develops under the current zoning would they still be required to do the same street front improvements. Mr. Hayes stated the City would evaluate that option but stated we would lean towards requiring frontage improvements. Councilmember Weiss asked if a buffer zone would help. Mr. Hayes said the buffer would need to be dense and tall; he stated that we could do a development agreement as part of a rezone. A development agreement would allow the City to know what type of building was being prosed and what requirements would need to be met for the rezone to occur. Councilmember Nelson asked a process question of the Planning Commission. She would like to have reasons for the recommendations that they forward to the City Council. Mr. Hayes explained that there are three alternatives available to the Council with this specific request. The Council can deny the rezone, approve the rezone and the third is to remand the matter back to the Planning Commission for additional findings and recommendations. Councilmember Schuette stated she would like the audience to understand why high density is an issue now. She read a statement she had prepared. In order to receive State and Federal transportation monies, we were assigned growth numbers of 7,000
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additional people in Vision 2040. We need to plan for that growth or we receive no monies. In the past approximately six years, we have received around 11 million dollars. Next Spring, with Vision 2050, our growth numbers will double to 14,000. We are running out of undeveloped land in Arlington, not counting East Hill, we are down to less than 30 acres, consequently developers are having to build higher density housing. We need to plan for this growth as efficiently as possible and it will mean changing more areas to higher density housing. Snohomish County will grow by 488,000 by 2050, the people and jobs are coming whether we like it or not, please understand that we are working hard to plan for that growth that will provide our citizens with a City where you can live, work and play. Councilmember Nelson moved and Councilmember Hopson seconded the motion to deny the rezone and comprehensive plan amendment and adopt the ordinance denying the same. The motion passed unanimously. 3. The Arlington-Marysville Manufacturing Industrial Center (AMMIC) Subarea Plan PLN #491 – 2019 Docket Item. Community and Economic Development Director Marc Hayes explained the AMMIC Subarea Plan was adopted by Council in December 2018, but required inclusion into the Comprehensive Plan as a reference document. This is the adopting ordinance to provide for that Comprehensive Plan Amendment, allowing for its inclusion. A Public Hearing was held April 16, 2019 at Planning Commission. There was no public opposition of the proposed amendment to the comprehensive plan. Councilmember Nelson moved and Councilmember Hopson seconded the motion to approve the ordinance adopting the AMMIC Subarea Plan Comprehensive Plan Amendment, and authorize the Mayor to sign the ordinance. The motion passed unanimously. 4. Complete Streets Policy PLN #513 – 2019 Docket Item. Community and Economic Development Director Marc Hayes explained the Arlington Complete Streets Policy was adopted by Council in November 2018, but required inclusion into the Comprehensive Plan as a reference document. This is the adopting ordinance to provide for that Comprehensive Plan Amendment, allowing for its inclusion. Councilmember Nelson moved and Councilmember Stickles seconded the motion to approve the ordinance adopting the Arlington Complete Streets Policy as part of the Arlington Comprehensive Plan, and authorize the Mayor to sign the ordinance. The motion passed unanimously. 5. Unit Lot Subdivision PLN #514 – 2019 Docket Item. Community and Economic Development Director Marc Hayes explained the Unit Lot Subdivision is a Land Use Code Update amending Chapter 20.44.020 AMC. The amended Chapter will be identified as 20.44.020A. Discussion followed with Mr. Hayes answering questions. Councilmember Nelson moved and Councilmember Stickles seconded the motion to approve the ordinance making additions to the development regulations pertaining to unit lot subdivisions, and authorize the Mayor to sign the ordinance. The motion passed unanimously.
Minutes of the City of Arlington City Council Meeting May 6, 2019
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6. York Rezone Request PLN #515 – 2019 Docket Item. Community and Economic Development Director Marc Hayes explained the York Rezone is a City initiated request. This is a portion of the York property that has the original house and shop. The house and shop have been in disrepair for numerous years. City Council voted last year to approve this for a surplus property. Developers have looked at the property for different types of projects. The expense of the utility extension is too great for single family and townhome use. A recent developer said he can develop the land if it is zoned for multiple units as an apartment complex. It went before the Planning Commission there was no public testimony from any of the residents in the neighborhood. There was one resident that did oppose the project but lives removed from that area. Planning Commission did deny the rezone request. Councilmember Stickles asked if the rezone is not approved, is there another route to take to remove the house? City Administrator Paul Ellis stated that the City would need to develop a plan and come back to Council with the plan to demo the buildings and restore the property. Demolishing the building is not budgeted, as the City did not plan to go that route. Councilmember Oertle gave some history on the property and stated she believes the City would be remiss by not approving the rezone. Community and Economic Development Director Marc Hayes explained that there are three options open to the Council for the rezone. Councilmember Nelson moved and Councilmember Schuette seconded the motion to approve the York Rezone request, rezone the parcel from Public/Semi-public to Residential High Density and authorize the Mayor to sign the ordinance. The motion failed 3-4, with Councilmembers Schuette, Oertle and Nelson voting for and Councilmembers Weiss, Hopson, Stickles and Roundy voting against. Councilmember Stickles moved and Councilmember Weiss seconded the motion to deny the York Rezone request, and authorize the Mayor to sign the ordinance denying the rezone. The motion passed 4-3, with Councilmembers Weiss, Hopson, Stickles and Roundy voting for and Councilmembers Schuette, Oertle and Nelson voting against. The rezone is denied. 7. Butler Property Annexation. Community and Economic Development Director Marc Hayes explained state Law allows the City Council by simple majority vote to annex property for municipal purposes per RCW 35A.14.300 with no public hearing required. Councilmember Nelson moved and Councilmember Hopson seconded the motion to approve the ordinance annexing the Butler property, and authorize the Mayor to sign the ordinance. The motion passed unanimously.
DISCUSSION ITEMS None.
Minutes of the City of Arlington City Council Meeting May 6, 2019
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INFORMATION None.
ADMINISTRATOR & STAFF REPORTS None.
MAYOR’S REPORT
EXECUTIVE SESSION None.
ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:01 p.m. _________________________________________ Barbara Tolbert, Mayor
DRAFT
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Council Chambers 110 East Third Street May 13, 2019
Councilmembers Present: Mike Hopson, Marilyn Oertle, Debora Nelson, Josh Roundy, Jan Schuette, Jessica Stickles and Sue Weiss.
Council Members Absent: None.
Staff Present: Mayor Barb Tolbert, Paul Ellis, City Attorney Steve Peiffle, Dave Kraski, Jonathan Ventura, Jim Kelly, Kristin Garcia, James Trefry, and Erin Keator.
Also Known to be Present: Don Vanney and Family, Michele Blythe, Doug Buell, Lindsay Dunn.
Mayor Barb Tolbert called the meeting to order at 7:00 pm, and the Pledge of Allegiance and roll call followed.
APPROVAL OF THE AGENDA Mayor Pro Tem Marilyn Oertle moved to approve the agenda as presented. Councilmember Debora Nelson seconded the motion, which passed with a unanimous vote.
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS None.
PROCLAMATIONS None.
WORKSHOP ITEMS – NO ACTION WAS TAKEN
Concession License for Haller Park City Administrator Paul Ellis explained the City received two proposals for a concession license for Haller Park: 1. Arlington Grocery Outlet, owner Mike Simpson 2. Blues Brew, Owner Stacy Bautista Staff recommends awarding license agreement to Arlington Grocery Outlet for the period of May 21, 2019 through January 1, 2020. The license fee shall be 10 percent of gross monthly sales. In addition, Grocery Outlet will donate 10% to the Arlington Food Bank. Mr. Ellis went on to explain having a concession stand in the park is a real benefit to the City. Councilmember Sue Weiss requested Mr. Ellis double check that nothing sold at the concession stand will contain glass. Discussion followed with Mr. Ellis answering questions.
Minutes of the Arlington
City Council Workshop
Minutes of the City of Arlington City Council Workshop May 13, 2019
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Resolution Adopting Revised Financial Policies Finance Director Kristin Garcia explained staff is proposing to update the City’s financial policies to keep in line with federal and state regulations and industry standards. She provided a brief overview of the updates as she has already provided Council with detailed information at the Council’s spring retreat. A full description of the updates is attached in the Financial Policies – Executive Summary Document. Discussion followed with Ms. Garcia answering questions.
Ordinance Amending Arlington Municipal Code Section 3.90.010 Pertaining to
Interfund Loans. Finance Director Kristin Garcia explained that based on guidance from the State Auditor, staff is proposing an update to the interfund loan ordinance. The language change states that all interfund loans must be authorized by city council through adopting of a resolution and removal of language that a resolution is required for loans exceeding six months. Current language only requires adoption of a resolution for loans more than six months. The new language will require a resolution no matter the length of the loan. Discussion followed with Ms. Garcia answering questions.
Approve Loan Payoff for Fire Apparatus Finance Director Ms. Garcia stated that during the April 13, 2019 council retreat, staff presented a 10 year financial plan as part of the decision for financing a new fire station, M&O facility and police impound facility. The financial plan included an assumption to pay off the loan for the city’s two fire apparatus purchased in 2015. Paying off the loan will free up debt capacity to use toward financing the new facilities and will save the city interest. The total loan payoff as of June 1, 2019 will be $1,129,780.90. The payment will be made to Cashmere Bank as they issued the general obligation bonds to finance the purchase. The payment will be made from available funds in the capital facilities building fund which has a current balance of $1,873,881. Paying off the loan early will save the city approximately $90,000. The early payoff will trigger a budget amendment for 2019 as the 2019 budget only included the annual principal and interest payment of $187,600. Discussion followed with Ms. Garcia answering questions.
Contract with Fire District #24 (Darrington) for EMS Services Fire Chief Dave Kraski explained that for two decades, the City of Arlington has provided the Town of Darrington and Snohomish County Fire District 24 with Advanced Life Support Emergency Medical Services. This contract is a one-year renewal of those services while they work towards their own service in 2020 and beyond. After months of discussions and opportunities explored, it is recommended that Council approve this one year contract. If their own system is not in place in 2020, we will move towards significant changes in their EMS agreement. Chief Kraski explained that if we cancelled our license with Darrington, the Arlington Fire Department would still have to respond to calls due to how the calls are dispatched. Councilmember Nelson stated that we do not want to enable Darrington. Mr. Ellis stated that it is in everybody’s best interest to help Darrington establish their own system. Mayor Tolbert stated that a progress report would need to be made within 60 days to the Council. Discussion followed with Chief Kraski answering questions.
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Contract with Fire District #21 (Arlington Rural) for Fire Services Fire Chief Dave Kraski discussed the contract to provide fire protection services to the southern half of Fire District #21 (AQ-W grids). Since the conception of Snohomish County Fire District #21 (Arlington Heights) in the early 1970’s the City of Arlington has provided fire protection services to the south half of the district through contract. By 2021 Fire District #21 will have their own station open to services the southern half of their district. Discussion followed with Chief Kraski answering questions.
Design Contract for 204th / 77th Roundabout Public Works Director Jim Kelly explained that the City applied for, and received, a grant from the Transportation Improvement Board (TIB) to fund design, ROW procurement and construction of a roundabout at the intersection of 204th St NE and 77th Ave NE. Staff issued a request for Proposal (RFP) in March 2019 to five qualified firms on the MRSC Consultant Roster. Two RFPs were received in response and staff has reviewed the qualification of both firms. Staff is recommending that council authorize contracting with Perteet, Inc. for the design. Discussion followed with Mr. Kelly answering questions.
Miscellaneous Council Items
ADMINISTRATOR & STAFF REPORTS None.
PUBLIC COMMENT None.
COUNCILMEMBER REPORTS Councilmember Oertle, Hopson, and Schuette provided brief updates, while Councilmembers Roundy, Nelson, Stickles and Weiss had nothing to report this evening.
EXECUTIVE SESSION City Attorney Peiffle announced that there would be a need for an Executive Session for discussion of pending negotiations and bargaining agreements under RCW 42.30.140(4)(a). Mayor Tolbert recessed the meeting at 7:54 p.m. stating the meeting would reconvene at 8:20 p.m.. At 8:19 p.m. City Attorney Peiffle announced that the Executive Session would be extended until 8:30 p.m. The meeting reconvened at 8:30 p.m.
REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING Council discussed and agreed to place the Resolution Adopting Revised Financial Policies, Ordinance Amending Arlington Municipal Code Section 3.90.010 Pertaining to Interfund Loans and the Design Contract for 204th/77th Roundabout on the May 20, 2019 consent agenda.
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ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:30 p.m. _________________________________________ Barbara Tolbert, Mayor
City of Arlington Council Agenda Bill Item: CA #3 Attachment C COUNCIL MEETING DATE: May 20, 2019 SUBJECT: Approve Resolution Revising Financial Policies ATTACHMENTS: Financial Policies Updates – Executive Summary A Resolution Replacing Resolution No. 2017-11 and Adopting Revised Financial Policies for the City Financial Policies Document – redlined version Financial Policies Document – clean version DEPARTMENT OF ORIGIN Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: Staff is proposing to update the city’s financial policies to keep in line with federal and state regulations and industry standards. A full description of the updates is attached in the Financial Policies – Executive Summary document. HISTORY: The city last updated its financial policies June 5, 2017.
ALTERNATIVES: 1.Do not update the financial policies.2.Remand back to staff for additional edits.RECOMMENDED MOTION: I move to approve the resolution replacing Resolution No. 2017-11, and to adopt the city’s revised financial policies, and authorize the Mayor to sign the resolution.
RESOLUTION NO. 2019—xxx A RESOLUTION OF THE CITY OF ARLINGTON REPLACING RESOLUTION NO. 2017-011 AND ADOPTING REVISED FINANCIAL POLICIES FOR THE CITY
WHEREAS, the National Advisory Council on State and Local Budgeting Practices recommends budget practices, including the development of a series of financial policies; and WHEREAS the Arlington City Council has reviewed and deliberated on the recommended revisions to the financial policies and finds that it is in the best interest of the city to amend its financial policies; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON: Section 1. The “Financial Management Policies” dated May 20, 2019 are hereby adopted as the financial policies and practices of the City. Section 2. This resolution shall take effect immediately upon passage thereof. APPROVED by the Mayor and City Council of the City of Arlington this 20th day of May, 2019. CITY OF ARLINGTON ___________________________ Barbara Tolbert Mayor
ATTEST:
_________________________________ Erin KeatorCity Clerk
APPROVED AS TO FORM:
__________________________________ Steven J. Peiffle City Attorney
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Financial Management Policies
City of Arlington Adopted 05/20/2019
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Table of Contents
Purpose & Objectives .............................................................................................................................. 5
Reserve Policies ........................................................................................................................................ 6
Revenue Policies ....................................................................................................................................... 7
Expenditure Policies ............................................................................................................................... 9
Budget and Operating Policies ......................................................................................................... 10
Capital Assets Policies and Procedures ......................................................................................... 13
Purchasing Policies and Procedures .............................................................................................. 17
Cost Allocation and Allocated Costs ................................................................................................ 31
Debt Management Policy .................................................................................................................... 33
Investment Policy .................................................................................................................................. 35
Glossary .................................................................................................................................................... 39
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Purpose:
The Comprehensive Financial Management Policy assembles all of the City’s financial policies in one document. They are the tools to ensure that the City is financially able to meet its immediate and long-term service objectives. The individual policies contained herein serve as guidelines for both the financial planning and internal financial management of the City. The City of Arlington is accountable to its citizens for the use of public dollars. Municipal resources must be wisely used to ensure adequate funding for the services, public facilities, and infrastructure necessary to meet the community’s present and future needs. These policies safeguard the fiscal stability required to achieve the City’s goals and objectives.
Objectives:
In order to achieve its purpose, the Financial Management Policies have the following objectives for the City’s fiscal performance. A. To guide the City Council and management policy decisions that have significant impact. B. To set forth-operating principles that minimize the cost of government and financial risk. C. To employ balanced and fair revenue policies that provide adequate funding for desired programs. D. To maintain appropriate financial capacity for present and future needs. E. To promote sound financial management by providing accurate and timely information on the City’s financial condition. F. To protect the City’s credit rating and provide for adequate resources to meet the provision of the City’s debt obligations on all municipal debt. G. To ensure the legal use of financial resources through an effective system of internal controls. H. To promote cooperation and coordination with other governments and the private sector in the financing and delivery of services.
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Reserve Policies: Adequate reserve levels are a necessary component of the City’s overall financial management strategy to mitigate current and future risks such as revenue shortfalls or unanticipated expenditures. Reserve levels are also a key factor in external agencies’ measurement of the City’s financial strength which results in favorable credit ratings and access to lower cost of financing. A. The City will strive to maintain a Mandatory General Fund Reserve with a target balance between eight and sixteen percent (8% - 16%) of the total General Fund budgeted taxes and license & permit revenues. These operating reserves are maintained to address temporary revenue shortfalls; payment of approved expenditures due to cash flow shortage; reserves for expenditures deemed necessary by the Mayor and City Council; temporary short-term inter-fund loans, and other unanticipated expenses as approved by the City Council. An annual contribution will be budgeted from General Fund resources as available to maintain the target reserve level. B. The City will maintain an ending fund balance within the General Fund of an amount equal to one month of operating expenditures. Use of any required reserves or surplus funds will be approved by council through the budget process. C. The City will maintain a Capital Facilities/Building Fund to provide funding for future facilities including debt repayment, less proprietary fund projects. Contributions into this fund will be made from available funds as identified in the adopted or amended budget. Additional contributions into this fund may come from construction related sales tax. The amount of the contribution will be determined by the construction sales tax collected during the fiscal year and will be approved annually by city council through the budget amendment process. D. The City will maintain an Equipment Replacement Fund that will receive annual contributions from the operating expenses of departments owning the equipment. Contributions will be based on availability of funds as approved through the budget process. The intent is to replace equipment at the end of the asset’s useful life. E. It shall be best practice of all enterprise funds to maintain an ending fund balance (in operational funds) of an amount equal to or greater than one month operating expenses or an amount as otherwise required by federal, state or other regulations (i.e. rate studies, debt covenants). F. Reserves that fall below the minimum standards will require a financial plan presented to council within 60 days of the shortfall. Fund balances will be restored to the minimum standard within a 3 year period. G. All expenditures drawn from reserve accounts shall require prior Council approval
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unless previously specifically authorized by the City Council through the budget and/or budget amendment process.
Revenue Policies: The City will identify resources that are sufficient to provide for the regular and ongoing operations associated with providing public services. A. To the extent possible, a diversified and stable revenue system will be maintained to shelter public services from short-run fluctuations in any one revenue source. Trends analyzing the dependence on distinct revenue sources shall be included in the budget documents for consideration by the Council. B. Revenue forecasts shall be realistically estimated and based on the best information available. The finance director is responsible for developing a policy for the collection of revenues. The policies will include any and all collection methods allowable by state and federal statute or otherwise provided for in Municipal Code, leases or other agreements. If all collection efforts have been exhausted, the finance director has authority to write off uncollectible accounts up to $2,500 and the city administrator has authority to write off uncollectible accounts up to $5,000. Any write off in excess of $5,000 require council approval. C. Revenue forecasts will assess the full spectrum of resources that can be allocated for public services. Each year the Council shall review potential sources of revenue as part of the budget process. D. The use of one time revenues to fund ongoing expenditures is discouraged. One time revenues may be used to fund capital projects, equipment or other one time purchases as otherwise authorized in the adopted or amended budget. E. Property taxes provide a consistent base of revenues for the City to provide public services. The City shall levy property taxes within its statutory limit or bank the levy capacity so the City can continue to provide a safe, economically vibrant place to live and work. F. Short-term (anticipated less than one year) economic downturns and temporary gaps in cash flow: Expenditure reductions or restrictions may be imposed. Inter-fund loans may be used to address short-term cash flow needs as authorized by Chapter 3.90 of Arlington Municipal Code. G. Long-term (greater than one year) revenue downturns: Revenue forecasts will be revised. Expenses will be reduced to conform to the revised long-term revenue forecast or revenue increases will be considered. The City will not pursue deficit
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financing and borrowing to support on-going operations as a response to long-term revenue shortfalls. H. The City shall develop and maintain a comprehensive list of various fees and charges. Fees may be set at levels sufficient to cover the entire cost of service delivery (such as in “Enterprise Funds”), or the service may be subsidized, as Council deems appropriate. The City will systematically review user fees and rates and consider adjustments as necessary to take into account the effects of additional service costs and inflation. Rate studies shall be conducted to ensure that the rates will continue to support direct and indirect costs of operations, administration, plant maintenance, debt service, depreciation of capital assets, and moderate system extensions. Based on a market analysis, fees for similar services in other communities may also be considered. The criteria used to evaluate recommended target rates (equity, cost recovery policy, market demand, etc.) shall be included in the staff report during the review. Such review should be scheduled periodically and be incorporated into the budget process for possible action by the City Council. I. The City, or Council approved board(s) or commission(s), will review contracts and leases which result in revenues to the City. Leases and contracts will be reviewed on a timely basis, prior to the expiration date or at least every 3 years if on a continuing basis. J. The City will refrain from using grants to meet ongoing service needs and grants may be rejected if programs must be continued with local resources after grant funds are exhausted Grants will be evaluated from a financial planning perspective to ensure the City has adequate matching funds (if applicable). Some grants may not be accepted if the local matching funds cannot be justified. Grants with a matching component, not previously approved through the budget process, require Council approval. All other grants will be approved by City Council through the budget amendment process and will be reviewed to ensure compliance with state, federal and City regulations.
Deleted: <#>All potential grants shall be carefully examined for matching requirements. Some grants may not be accepted if the local matching funds cannot
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Expenditure Policies: The City will provide for a sustainable level of service by adopting a balanced budget where ongoing resources are sufficient to support ongoing expenditures.
A. The City will only propose operating expenditures, which can be supported from on-going operating revenues. Before the City undertakes any agreements that would create fixed on- going expenses, the cost implications of such agreements will be fully determined for current and future years. Capital expenditures may be funded from one-time revenues, but the operating budget expenditure impacts of capital expenditures will be reviewed for compliance with this policy provision. B. Department heads are responsible for managing their budgets within the total appropriation for their department. The finance director is responsible for oversight of all budget expenditures and is authorized to make unilateral changes within line item expenditures as long as the changes are within the overall budget. C. The City will maintain expenditure categories according to prescribed accounting standards, state statute, federal and administrative regulation. Departments are responsible for reviewing expenditures to verify they are for a public purpose and properly categorized within prescribed accounting standards. All expenditures shall be audited and certified by the finance director or designee prior to submitting to the City Council for approval. D. All expenditures must be related to some public purpose and are reasonable in the amount and nature. E. The City will assess funds for services provided internally by other funds. The estimated direct and indirect costs of service will be budgeted and charged to the fund performing the service. Interfund service fees charged to recover these costs will be recognized as revenue to the providing fund. A review of the method for determining the amount of the interfund assessment will be reviewed periodically. F. Emphasis is placed on improving individual and work group productivity rather than adding to the work force. The City will invest in technology and other efficiency tools to maximize productivity. The City will hire additional staff only after the need of such positions has been demonstrated and documented. G. All compensation planning and collective bargaining will focus on the total cost of compensation, which includes direct salary, health care benefits, pension contributions, training allowance, and other benefits of a non-salary nature, which are a cost to the City. Collective bargaining decisions will not negatively impact the City’s efforts to maintain reserve balances in compliance with the City’s reserve policy.
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Budget and Operating Policies: The City will maintain a system of financial monitoring, control, and reporting for all operations and funds in order to provide effective means of ensuring that overall City goals and objectives are met. A. Accounting Records and Reporting. a. The City will maintain its accounting records in accordance with state and federal regulations, which includes requirements for data retention for archival purposes and business continuity. b. City records will be archived and destroyed in accordance with the Washington State Records Retention Schedule c. The continuation of services after a disaster is critical to the success of the City. The City must ensure that its applications, data and network resources can continue and be appropriately accessible to users. The information technology department is responsible for developing procedures for the security, storage, retention and retrieval of data to ensure operations continue during and after a disaster. d. Budgeting, accounting and reporting will conform to the Budgeting, Accounting and Reporting System (BARS) for Governments as prescribed by the Washington State Auditor. Changes to the City’s revenue and expense accounts must be authorized by the finance department and will be made only if it’s in the best interest of the overall accounting system. e. All known or suspected loss of public funds shall be reported to the State Auditor’s Office in accordance with RCW 43.09.185. B. Auditing. The State Auditor will perform the City’s financial and compliance audit in accordance with state and federal laws. Results of the audit will be provided to the Council in a timely manner. C. Simplified Fund Structure. To the extent possible, the City will minimize the number of Funds. Funds will be created and accounted for in accordance with BARS. D. Cash Management. a. The Finance Department will develop, maintain, and consistently seek to improve cash management systems which ensure the accurate and timely accounting, investment, and security of all cash assets. b. There are several locations where monies are received by the City. Those locations are: the Finance office, the Airport office, the Permits office, the Police department, the Public Works office and the Cemetery office. c. Deposits will be made every 24 hours as per RCW 43.09.240, including deposits received from City departments by the finance department. d. The Finance, Airport and Permits office locations all have cash drawers. These funds are used to make change for cash payments. The amount of these cash drawers are authorized by resolution.
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e. No change shall be given when a check is presented for payment. f. Cash refunds are prohibited. Refunds shall be processed through the method payment was received such as by check or credit card. g. No one is authorized, at any time, to borrow funds from any cash drawer. Doing so will result in discipline up to and including termination. h. The Finance Office also has a Petty Cash Revolving Fund (Checking Account). The Petty Cash Fund is authorized in the Arlington Municipal Code Section 3.69. This fund is used to pay very small expenditures or reimburse small expenditures made where waiting for a payment from the normal payment process is unreasonable. No one is authorized to borrow monies from this Fund. E. Budget. a. The City’s budget is part of an overall policy framework that guides the services and functions of the City. The budget serves as a key role in that framework by allocating financial resources to programs which implement the City’s overall vision and goals. b. All decisions will be within the context of long-range plans (Capital Facilities Plan, Comprehensive Plan/Capital Improvement Plan, Long Term Financial Plan). Staff shall provide a review of the implications of budgetary proposals on long-range plans. c. The City will develop and maintain a ten year financial plan that estimates the resources and expected costs over a ten year period. This planning tool will provide the City’s decision makers with an indication of long-term fiscal impacts of current policies and budget decisions. d. The budget shall be developed consistent with state law and in a manner which encourages early involvement with the public and City Council. A calendar related to budget development shall be presented to the City Council each year. The budget will be adopted by ordinance at the fund level. e. The budget will be developed to consider long term financial implications. The City will strive to build a budget so that recurring expenditures are covered by recurring revenues and a budget that supports a trend of revenues growing at a rate equal to or greater than expenditures. f. The Finance Department will maintain a system for monitoring the City’s budget performance. The system will provide the City Council with monthly and or quarterly information in a timely manner on fund level resource collections and department level expenditures. g. Under the provisions of State Law and the City’s operating procedures, the budget may be adjusted or amended in two different ways. Adjustment of the budget involves a reallocation of existing appropriations and does not change the “bottom line”. No City Council action is needed as State Law allows budget adjustments to be done administratively. h. Amendment of the budget involves an addition to or reduction of existing appropriations. A budget amendment requires an ordinance amending the original budget and identifies the funding sources for the incremental
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appropriations. Items that may require a budget amendment, such as an unanticipated grant, will be approved by City Council throughout the year in accordance with the City’s procurement and expenditure policies. A formal Budget Amendment Ordinance will be adopted by City Council no later than December 31 of the second year of the biennium.
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Capital Assets Policies and Procedures:
A. Purpose. This policy is established to provide guidelines to ensure adequate stewardship over City resources through control and accountability of capital assets, and to collect and maintain complete and accurate capital assets information in the Capital Assets System. B. Reference. Specific requirements of the Washington State Auditor’s Office are contained in
Budgeting and Reporting System (BARS) which will be applied by the City as relevant. In addition, the federal government has issued property management requirements which apply to all governments that receive federal assistance. Each federal agency has published a Federal Agency Implementation of the Common Rule which will be adhered to as applicable. The policies and procedures contained in this policy are not intended to and may not supersede federal, state or local laws. C. Definitions a. “Capital Assets” are defined as land, buildings, improvements, equipment, machinery, vehicles, tools, works of art, furnishings and other improvements costing more than $7,500 and have a useful life of more than one year. These assets will be tracked and an inventory listing will be maintained. Capital assets purchased with grant funds will abide by the capitalization threshold as required by the grant agreement. b. “Control”- Being in charge of, and having the authority to manage the asset. Having the custodial responsibility of the asset that includes, but is not limited to the caring, keeping, safekeeping and protecting the asset. c. “Inventory” – The process of physically confirming the existence and location of capital assets. d. “Small and Attractive Assets” - All assets with a cost less than $7,500 and at risk or vulnerable to loss are considered “small and attractive assets”. These assets will be tracked and an inventory listing will be maintained. Assets considered to be small and attractive include, but are not limited to the following; i. Communications Equipment; both Audio and Video ii. Optical Devices, Binoculars, Telescopes, Infrared Viewers, and Range finders iii. Cameras and Photographic Projection Equipment iv. Microcomputer Systems, Laptop and Notebook Computers v. Other data processing Accessory Equipment and Components vi. Office Equipment vii. Stereos, Radios, Television Sets, Tape Recorders, DVD players, Video Cameras and cell phones D. Applicability. This policy applies to all departments of the City of Arlington. The term "Department" is defined to include every city office, officer, and every department, division, board and commission. E. Insurance. Insurance is required for all land, building and vehicle purchases and assets with a cost in excess of $25,000 as deemed appropriate by the finance department.
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F. Department responsibilities. Department directors are responsible for tracking, inventory and safekeeping of all assets assigned to their department. Each department is responsible for notifying the finance department, in writing, any assets purchased, sold, traded, transferred, surplused, lost or stolen. The finance department is responsible for keeping and updating the fixed asset database, coordinating the physical inventory process and developing procedures for the safeguarding of assets. G. Capital Outlay. All assets with a cost of $7,500 or more will be recorded as capital outlay Capital assets purchased with grant funds will abide by the capitalization threshold and stewardship responsibilities as required by Title 2 of the Code of Federal Regulations and/or the grant agreement. H. Valuation of Capital Assets. The City of Arlington reports its financial activity on a cash basis. Expenditures for capital assets will be expensed at cost in the period the expenditure occurred. I. Small and Attractive Assets. Although small and attractive assets do not meet the city’s capital outlay threshold, due to ease of conversion to private use, they are considered assets for purposes of marking and identification, records keeping and tracking. a. Small and attractive assets shall be expensed. b. Annually each department will conduct an inventory verified by the Finance Department on a sampling basis. c. Small and attractive assets (even if they do not contain an asset tag) may not be transferred, traded, sold, auctioned, gifted, surplused, or discarded without written notice to and authorization from the Finance Department. J. Improvement/Repair/Maintenance Expenses. Routine repair and maintenance costs will be expensed as they are incurred. K. Deletions. Asset deletion (assets over $7,500) may be required due to the sale of the asset, scrapping, lost or stolen items, or involuntary conversion (fire, flood, etc). Due to the monetary value, capital assets deleted from the capital asset system for any reason require authorization by resolution of the City Council. L. Disposal. a. Disposal of capital assets may occur only after being declared surplus by resolution of the City Council. A Public Hearing is required if the asset was owned for Public Utility purposes or has a value more than $50,000 b. Disposal will be made in whichever manner is determined to be most cost effective for the City. This may include sale, disposal, conversion, or any other means as approved by the City Council in the surplus declaration. c. When original or replacement equipment acquired under a grant or sub-grant is no longer needed for the original project or program, disposition of the equipment will be made as follows:
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Deleted: Small and Attractive Assets outlay threshold, due to ease of conversion to private
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i. Items of equipment with a current per-unit fair market value of less than $7,500 may be retained, sold or otherwise disposed of with no further obligation to the awarding agency. ii. Items of equipment with a current per-unit fair market value of $7,500 or more may be retained, sold or otherwise disposed of only as authorized by the awarding agency. iii. In the event the City is provided federally owned equipment, the City will comply with Title 2 of the Code of Federal Regulations. M. Lost or stolen property. When suspected or known losses of capital assets or small and attractive items occur, departments should conduct a search for the missing property and immediately notify the finance department. The finance department will report known or suspected losses of assets to the State Auditor’s Office in accordance with RCW 43.09.185. N. Transfers. Occasional transfers of property between departments, individuals within a department or funds may occur. The original controlling department is accountable for all assets in its inventory and for initiating a notice of transfer. Interdepartmental transfers involving a proprietary fund (i.e. Surface Water) require a transfer of money. The sale price will be fair market value with exception of a trade between departments of assets of similar value. O. Inventory. The Finance department is responsible for establishing procedures for the inventory and reconciliation process. A physical inventory will be conducted at least once every year. As coordinated by the finance department, each department will conduct a physical inventory of the items, verifying the existence and condition of each item on the worksheet, and making note of any additions, deletions, interdepartmental transfers, modifications, or leases of property that are not reflected on the list. Verification of the inventory shall be done annually by the Finance Department by performing a sampling of the physical inventory of the items. a. Inventory of IT (Information Technology) related items. i. The Information Technology Department will be responsible for inventorying all stationary items such as desktop computers, laptop computers with docking stations, servers, printers and network equipment. ii. Individual departments will be responsible for inventorying all “portable” small and attractive IT related items such as: Tablets (iPad, Android, etc.) and mobile computers (Netbooks, Police Car computers, Fire tablets etc.) b. In order to ensure objective reporting of inventory items, personnel having no direct responsibility (custody and receipt/issue authority) for the assets should perform the physical inventory. If it is not feasible to use such personnel for all or a part of the inventory, then those portions are; at least, to be tested and verified by a person with neither direct responsibility for that portion of the inventory nor supervised by the person directly responsible. Departments are encouraged to exchange and use personnel from other departments to perform their inventory if possible.
Formatted: List Paragraph, Numbered + Level: 3 +Numbering Style: i, ii, iii, … + Start at: 1 + Alignment:Right + Aligned at: 1.38" + Indent at: 1.5"
Deleted: federal requirements known as “the common rule” or as specifically stated in the grant agreement.¶
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P. Retaining physical inventory records. The documentation will be retained in accordance with the Washington State Retention Records Schedule and must be retained until after the next annual audit.
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Purchasing Policies and Procedures A. Purpose. This policy is intended to direct the purchase of goods and services at a reasonable cost, using an open, fair, documented and competitive process whenever reasonable and possible. The integrity, efficiency, and effectiveness of Arlington's procurement functions are critical elements of sound government. B. Policy statement. a. The City desires a fair and open process for procurement of goods and services that is free from the potential for bias and conflict of interest. In addition, the City desires consistent and appropriate practices for solicitations and contracting. No employee, officer or agent may participate in the selection, award or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. b. All procurements of goods and services shall provide the City with the best quality and best value. All purchases are to be made within budgetary limitations and for the purpose of the goals and objectives approved in the City's budget. Any requested purchase that is not included in the current City budget shall be pre-approved by the Department Director, City Administrator, or City Council, based on allowable signing authority. All purchases made by the City shall ultimately be approved by the City Council through the voucher approval process. c. All City of Arlington departments shall make a good faith effort to purchase goods within the City when they are available and suitable to City needs at a price that is competitive. Departments are expected to procure goods and services that are of high quality and that perform for their intended purpose, and to use good judgment during the procurement process. d. The Finance department is charged with developing administrative procedures to implement this policy. Procedures should ensure the fiscal responsibility of the City in expending resources for goods and services for City operations. The procurement procedures of the City shall be based on guidelines provided in the Revised Code of Washington, by the State Auditor's Office, and by Municipal Research Services Center. e. The purchasing procedures of this policy govern the purchase of supplies, materials and equipment, nonprofessional and professional services, and public works contracts. These policies authorize the City to procure goods and services through the small works roster process as defined in Section VI.D. The small works roster procedures are established for use by the City, pursuant to RCW 35.23.352, 35A.40.210 and Chapter 39.04 RCW. Leases of equipment or other personal property shall follow procedures for purchase of goods, with the aggregate of lease payments used in lieu of purchase price. Purchase or lease of real estate, franchise agreements, and intergovernmental or inter-local agreements will be entered into in accordance with state law. f. Each City Department purchases specialty items unique to their function and items that are purchased just in time to make necessary repair or to keep equipment and amenities in safe a good working order. All department directors will make good
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faith effort to utilize a central purchasing for purchases of consumable goods and reoccurring purchases. This will enable the best value by combining orders and purchasing in bulk on larger quantities when possible. C. Definitions. a. "Architectural and engineering services" means professional services rendered by any person, other than a City employee, to perform activities within the scope of the professional practice of architecture (Chapter 18.08 RCW), professional practice of engineering and land surveying (Chapter 18.43 RCW), and/or professional practice of landscape architecture (Chapter 18.96 RCW). b. “Contract Authorization Summary” outlines the levels at which managers, directors, or the Mayor may commit the City to a contract. Attached as Exhibit B. c. "Formal competitive bid" is the process of advertising and receiving sealed written bids from perspective vendors. The selection of the vendor is primarily based on the lowest cost from a responsible vendor. d. "Informal competitive quotes" are price quotes from vendors that are obtained using a variety of mediums such as phone, fax, e-mail, or writing. Results must be documented. The selection of the vendor is primarily based on the lowest cost from a responsible vendor. e. "Inter-local agreements" are the exercise of governmental powers in a joint or cooperative undertaking with another public agency. f. "Life cycle cost" means the total cost of an item to the City over its estimated useful life, including costs of selection, acquisition, operation, maintenance, and where applicable, disposal, as far as these costs can reasonably be determined, minus the salvage value at the end of its estimated useful life. g. “MSRC Small Works and Consultant Roster” is a shared statewide small public works and consultant roster service managed by the Municipal Research and Services Center of Washington used by Washington state local public agencies. The Small Works and Consultant Roster is maintained and operated in full compliance with state laws and purchasing requirements. h. "Purchased services" are services that are purchased by the City for which the contractor receives specific instructions and guidance from the City and does not meet the definition of professional services, architectural and engineering services, or public works projects. Examples include machine repair, debt collection services, temporary service agencies, credit card services, equipment service agreements, auctioning services, delivery services, inspections, advertising, etc. i. "On-call contract" means a contract that is awarded with general provisions for the services to be rendered. As services are to be rendered, specific task orders are initiated that are to be completed by the contracting firm. j. “Ordinary maintenance" is work not performed by contract and that is performed on a regularly scheduled basis (e.g., daily, weekly, seasonally, semiannually, but not less frequently than once per year), to service, check, or replace items that are not broken; or work not performed by contract that is not regularly scheduled but is required to maintain an asset so that repair does not become necessary. k. “Prevailing Wage” is defined as the hourly wage, usual benefits and overtime, paid
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in the largest city in each county, to the majority of workers, laborers, and mechanics. Prevailing wages are established, by the Department of Labor and Industries, for each trade and occupation employed in the performance of public work. They are established separately for each county, and are reflective of local wage conditions. l. "Professional services" are services provided by consultants that provide highly specialized, generally one-time expertise to solve a problem or render professional opinions, judgments or recommendations. The labor and skill involved to perform these types of services are predominately mental or intellectual, rather than physical or manual. Examples include graphics design, advertising, analysis, financial expertise, accounting, artists, attorneys, bond brokers, computer consultants, insurance brokers, economists, planners, real estate services, etc. This term does not include architectural and engineering services. m. “Public work," as defined in RCW 39.04.010, means a complete project, and includes all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City or which is by law a lien or charge on any City property. Public work projects include the related materials, supplies and equipment to complete the project. For purposes of this policy, the term “public work” may include contracts for maintenance of City facilities or real property (i.e. janitorial services). n. "Request for proposals (RFP)" means a process that requests interested firms to submit a statement of their proposal for completing a project. Proposals are then evaluated based on the idea, including originality, suitability, practicality, expertise, etc. Proposals may be selected based on the quality of the proposal, experience, cost, and references. o. "Request for qualifications (RFQ)" means a process that requests interested consultants to submit a letter of interest and a statement of their qualifications. Consultants are evaluated upon their qualifications, expertise, and references. Cost cannot be a consideration until after a consultant has been selected at which point the price may be negotiated. p. "Small works roster" is a roster of qualified contractors maintained for use in a modified formal bid process. When the contract amount for a public works project is within the limits set forth by RCW 39.04.155, a city may follow the small works roster process for construction of a public work or improvement as an alternative to formal competitive bid requirements. q. “Small Works Roster Manual for Local Governments” is a manual prepared by the Municipal Research & Service Center of Washington (MRSC) that contains state laws and regulations regarding small works contracting. r. “Sole Source” occurs when competition among potential vendors is not possible for a particular procurement. These situations may occur when; there is clearly and legitimately only one source capable of supplying the subject matter, when there are special market conditions that result in only one source and in the event of an emergency. s. “Vendor list” means the process to award contracts for the purchase of any materials, equipment, supplies or services in lieu of formal sealed bidding
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pursuant to RCW 39.04.190. D. General provisions. a. Grant funded projects may have additional regulations required for expending federal and state funding. The signature authority as outlined in the Contract Authorization Summary gives authorization to sign state and federal grant documents, the department director and/or finance director have signature authority to sign reimbursement request documents. b. Breaking Down or Splitting Purchases. The breaking down, or splitting, of any purchase or contracts into units of phases for the purpose of avoiding the maximum dollar amount is prohibited. c. It shall be the responsibility of the Central Purchasing Coordinator and City Clerk to ensure MRSC rosters and vendor lists are maintained, paid for and advertised as may be required by state law. d. Amendments and Change Orders. i. Amendments or change orders to contracts, including inter-local agreements, which result in the final contract amount (original contract amount plus all change orders) in excess of purchase limits identified in this policy may be approved: 1. By the City Administrator if the excess is 5% over the purchase limit. 2. By the Mayor if the excess is 10% over the purchase limit. 3. By City Council if the excess is more than 10% over the purchase. ii. Contract amendments that keep the final contract amount within purchase limits may be administratively approved by the Department Director within signing authority. iii. Contract amendments that are strictly a change in contract expiration date may be administratively approved by the Department Director. e. Signature Authority. The Mayor may delegate his/her signature authority to other City employees (City Administrator, Department Director, and Division Manager) as deemed appropriate. Department Directors may delegate their signature authority to other employees within their department. E. Purchase of materials, supplies or equipment. a. Purchasing Limitations. Purchase limitations apply to the cost of individual items or the sum of the same items purchased at the same time to fulfill a specific business need, which are not part of a public works project as defined by RCW 39.04.010 and these policies. Cost is inclusive of sales tax, delivery charges and any related miscellaneous charges. Limits shown and processes identified in the Contract Authorization Summary shall be followed when authorizing the acquisition of materials, supplies or equipment. b. Exceptions to Purchasing Limitations (RCW 39.04.280). The Mayor, through a resolution approved by city council, is authorized to sign a contract without obtaining the regularly required competitive quotes or bids under the following conditions: Deleted:
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i. Special Market Conditions. When supplies or used equipment is offered at a very favorable price and will be sold before the City will have a chance to complete the bidding process. It is possible to procure obvious bargains through the procurement of surplus or distress material, supplies or equipment without following bidding procedures ii. Auctions. RCW 39.30.045 authorizes the City to acquire supplies, materials, and equipment through an auction conducted by the United States or any agency thereof, an agency of the state of Washington, a municipality or other government agency, or any private party, without quotations or bids, if the items to be purchased can be obtained at a competitive price. iii. Inter-local Joint Purchasing Agreements. Materials, equipment, supplies and services may be purchased under RCW 39.34.080 using joint purchasing agreements with a city, county, state or other public agency where bid requirements of this policy have been followed by the cooperating agency in obtaining bids. Originating agency’s bid process shall be vetted to assure compliance with all applicable laws. iv. Sole Source Procurement. A contract for the purchase of materials, supplies, or equipment may be awarded without complying with the bidding requirements of this policy when the department director determines in writing, subject to council approval through resolution, after conducting a good faith review of available resources, that there is only one source of the required materials, supplies, or equipment. The department director or his/her designee shall conduct negotiations, as appropriate, as to price, terms, and delivery time. Sole source purchases shall be made available for public inspection. v. No Bids or Quotations Received. When no bids or quotations are received in response to an invitation to bid or request for quotations, the department director or his/her designee is authorized to procure the required item through direct negotiations with a vendor or to rebid as the Mayor or designee deems appropriate. vi. Emergency Procurements. Notwithstanding any other provisions of this policy, the Mayor or designated agent may make or authorize others to make emergency procurements of materials, supplies, equipment, or services without complying with the requirements of this section when there exists a threat to public health, welfare, or safety or threat to proper performance of essential functions; provided, that such emergency procurements shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. As soon as practicable, a record of each emergency procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, and listing of the item(s) procured under the contract, which shall be reported to the City Council at the next subsequent meeting. The City must produce a negotiated contract for each emergency purchase within fourteen (14) days of procurement or the work
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being performed. vii. RCW 39.04.280 allows waiving of competitive bidding for the purchase of insurance and bonds. c. Informal Competitive Quotes - Materials, Supplies or Equipment over $3,000 up to $7,500. i. A City representative shall make an effort to contact at least three vendors. The number of vendors contacted may be reduced if the item being sought is only available from a smaller number of vendors. When fewer than three quotes are requested or if there are fewer than three replies, an explanation shall be placed in the procurement file. ii. Whenever possible, quotes will be solicited on a lump sum or fixed unit price basis. iii. At the time quotes are solicited, the City representative shall not inform a vendor of any other vendor's quote. iv. A written record shall be made by the City representative of each vendor's quote on the materials, supplies, or equipment, and of any conditions imposed on the quote by such vendor. v. All of the quotes shall be collected and presented at the same time to the appropriate designee as appropriate for consideration, determination of the lowest responsible vendor and award of purchase. 1. Whenever there is a reason to believe that the lowest acceptable quote is not the best price obtainable, all quotes may be rejected and the City may obtain new quotes or enter into direct negotiations to achieve the best possible price. In this case, the department shall document, in writing, the basis upon which the determination was made for the award. d. Vendor Lists – Materials, Supplies or Equipment between $7,501 and $15,000 i. The use of vendor lists is authorized by RCW 39.04.190 and whenever possible, requires at least 3 written, informal quotes. ii. Vendor lists must be solicited at least twice per year in a newspaper of general circulation. iii. Contracts must be awarded to the lowest responsible bidder. iv. Immediately after the award from a vendor list, all bid quotations must be recorded and made open to public inspection. v. At least every two months, the agency must post a list of contracts awarded using each list, including the date, the name of the contractor, the amount of the contract and a brief description of the items purchased. e. Formal Competitive Bid – Materials, Supplies, or Equipment over $15,000 i. General. Unless otherwise specifically approved by the City Council, all contracts relating to the purchase of materials, equipment, or supplies shall be in accordance with the City budget. ii. Invitation for Bids. An invitation for bids shall be issued which shall include the specifications and the contractual terms and conditions applicable to
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the procurement. iii. Public Notice. Public notice of the invitation for bids shall be published at least once in a newspaper of general circulation within the City, not less than 13 calendar days prior to the date set forth therein for the opening of bids, unless for good cause shown, the City Council authorizes a different period of time. The public notice shall state the date and time of bid opening. Bids not received by the date and time stated for bid opening will not be accepted or considered. iv. Bid Opening. Bids shall be opened publicly and recorded at the time and place designated in the invitation for bids. v. Withdrawal of Bids - Cancellation of Awards. Bids may be modified or the bid may be withdrawn by written notice received in the office designated in the invitation for bids prior to the time set for opening. After bid opening, withdrawal of bids shall be permitted only to the extent that the bidder can show by clear and convincing evidence presented in a sworn affidavit or declaration submitted no later than 5:00 p.m. on the first business day after bid opening, that a clerical mistake was made and not a mistake in judgment, and the bid price actually intended. All decisions to permit the withdrawal of bids after bid opening, or to cancel awards or contracts based on bid mistakes, shall be made by the Mayor after consulting with legal counsel. vi. Award. The City Council shall award purchases for amounts greater than the limits as identified in the City budget and for purchases not included in the adopted budget. The award of bid shall be made to the lowest responsible bidder whose bid meets the specifications and evaluation criteria set forth in the invitation for bids. The City may reject all bids at its discretion. vii. All vehicles, equipment and unbudgeted purchases of over $7,500 (including tax) will have a completed and approved Capital Outlay Form submitted to the finance department prior to making the purchase. viii. Lowest Responsible Vendor. The following factors, in addition to price, may be taken into account by the City in determining the lowest responsible vendor; these criteria shall also apply in selecting products or services either offered with, or associated indirectly with, City programs or facilities: ix. Any preferences provided by law to local products and vendors; x. The ability, capacity, and skill of the vendor to perform the contract; xi. The character, integrity, reputation, judgment, experience, and efficiency of the vendor; xii. Whether the vendor can perform the contract within the time specified; xiii. The quality of performance of previous contracts or services; xiv. The previous and existing compliance by the vendor with laws relating to the contract; xv. Such other information as may be secured having a bearing on the decision to award the contract. xvi. Life Cycle Costing. In considering the purchase of materials, equipment,
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supplies, whenever there is a reason to believe that applying the "life cycle costing" method of quote evaluation would result in the lowest total cost to the City, first consideration shall be given to purchases with the lowest life cycle cost which complies with the specifications. xvii. Recycled Products. The City shall also seek to maximize purchase of products using recycled materials and products suitable for recycling, unless the purchase will result in an unreasonable increase in price or degradation of quality or performance over comparable products. F. Public works projects. a. Purchasing Procedures. Procedures for any public work or improvement shall be governed by RCW 35.23.352. At such time as the City’s population exceeds twenty thousand, purchases shall be governed by RCW 35.22.620.(RCW 35A.40.210) Cost for a public works project includes all amounts paid for materials, supplies, equipment, and labor on the construction of that project which is inclusive of sales tax, unless exempted by law. b. Purchasing Limitations. The Mayor may authorize the purchase and execution of public works projects equal to or less than the dollar threshold for small works projects as provided under RCW 39.04.155 as amended. c. Competitive Bids. "Craft" or "trade" means a recognized construction trade or occupation for which minimum wage categories are established by the Department of Labor and Industries of the State of Washington in the locality of the City's projects or purchases. i. Projects for single craft or multiple crafts with a reasonably anticipated price equal to or less than the dollar thresholds as provided under RCW 35.23.352, as amended, require a minimum of 2 – 4 written quotes. All purchases require an executed contract. ii. Projects for single craft or multiple crafts with a reasonably anticipated price higher than the dollar thresholds as provided under RCW 35.23.352, as amended, up to the limits set forth by RCW 39.04.155 as amended shall either use the small works roster or a formal competitive bid procurement process. All purchases require an executed contract. d. Small Works Roster. There is established for the City of Arlington a small works roster contract award process for accomplishment of public works projects with an estimated value threshold as provided under RCW 39.04.155, as amended. e. Roster List. The City of Arlington shall contract with the Municipal Research and Service Center (MRSC) annually to establish, maintain and manage a current roster of eligible contractors from which the City may solicit bids for work on Small Public Work Projects (Projects $300,00 and under). f. Process. Whenever work that has received City Council approval in the current budget, or otherwise been approved by the City Council, is sought to be accomplished using a small works roster, a City representative shall obtain telephone, written or electronic quotations from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to the lowest responsible bidder as follows:
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i. A contract awarded from a small works roster need not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. This paragraph does not eliminate other requirements for architectural or engineering approvals as to quality and compliance with building codes. ii. Quotations shall be invited from all contractors in the appropriate category of the small works roster. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. If the estimated cost of the work is $150,000 or more but less than or equal to the dollar threshold for small works projects as provided under RCW 39.04.155, as amended, the City may choose to solicit bids from less than all the appropriate contractors on the appropriate small works roster but must also notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The City has the sole option of determining whether this notice to the remaining contractors is made by: 1. Publishing notice in a legal newspaper in general circulation in the area where the work is to be done; 2. Mailing a notice to these contractors; or 3. Sending a notice to these contractors by facsimile or other electronic means. iii. For purposes of this policy, "equitably distribute" means that the City may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. At the time bids are solicited, the City representative shall not inform a contractor of the terms or amount of any other contractor's bid for the same project. iv. A written record shall be made by the project manager of each contractor's bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by telephone inquiry. v. At least once every year, the City Clerk or his/her designee shall provide a list of the contracts awarded under this process to the City Council and to the general public. The list shall contain the name of the contractor or vendor awarded the contract, the amount of the contract, a brief description of the type of work performed or items purchased under the contract, and the date it was awarded. The list shall also state the location where the bid quotations for these contracts are available for public inspection. g. Determining Lowest Responsible Bidder. Where bidders have not been prequalified, the City shall award the contract for the public works project to the lowest responsible and qualified bidder; provided, all bids may be rejected and the
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City may call for new bids. h. Cancellation of Invitations for Quotations or Bids. An invitation for quotations or bids may be canceled at the discretion of the department director. The reasons shall be made part of the contract file. Each invitation for quotations or bids issued by the City shall state that the invitation may be canceled. Notice of cancellation shall be sent to all parties that have been provided with a copy of the invitation. The notice shall identify the invitation for quotations or bids and state briefly the reasons for cancellation. i. Limited Public Works Process. The City may use the limited public works process to award public works projects as provided under RCW 39.04.155, as amended. j. Formal Competitive Bid. For public works not using a small works roster, the formal competitive bid process, as defined by applicable `RCW’s, shall be used. k. Bid Deposit, Performance Bond and Non-collusion Affidavit for Public Works Improvement Projects. Whenever competitive quotes or bids are required, a bidder may be required make a deposit in the form of a certified check or bid bond in an amount equal to not less than five percent of the total bid, which percentage shall be specified in the call for bids. As part of any bid submitted, the bidder shall be required to warrant that the bid is a genuine bid, and that he/she has not entered into collusion with any other bidder or any other person. All public works contractors shall furnish a performance bond in an amount equal to the total amount of the contract and an executed and notarized non-collusion affidavit on a form approved by the City Attorney. In lieu of a performance bond on contracts of $35,000 or less, per RCW 39.08.010, a contractor may choose to have 50 percent of the contract retained for a period of 30 days after the date of final acceptance. G. Contracts and Agreements for Professional Services. a. Purchasing Limitations. Purchase limitations apply to the cost related to the acquisition of services to fill a specific business need. Cost is inclusive of any required sales tax and related expenses. i. All initial agreements with governmental agencies require council approval; annual renewal or extension of existing contracts and agreements require the Mayor's approval. b. On-Call Service Contracts. On-call service contracts will be procured with the processes identified in subsection C below. Individual task orders of on-call service contracts shall not exceed $50,000. c. Architectural and Engineering Services Contracts. i. Procedures set forth in Chapter 39.80 RCW shall be followed for contracts for architectural and engineering services, as defined in RCW 39.80.020. ii. Roster. The City of Arlington shall contract with the Municipal Research and Service Center (MRSC) to establish, maintain and manage a current roster of eligible Architectural, Landscape Architectural and Engineering consultants from which the City may solicit bids for contract for providing these services. iii. Contracts Less Than $100,000. Contracts that have an estimated cost of less than $100,000 can be procured using an informal request for qualification
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process. This process requires the City representative to develop a written scope of the project and any criteria used to select the service provider and then select a qualified contractor from the City's architectural, landscape architectural, and engineering service roster. If the City representative does not choose to use the appropriate roster, then a formal request for qualification process must be followed. iv. Contracts Greater Than $100,000. Contracts that have an estimated cost in excess of $100,000 must use a formal request for qualification (RFQ) process. The development of an RFQ along with the proper public notification shall be made in accordance with procedures adopted by the finance department in the best interest of the City; provided, however, that the Mayor may in the following circumstances waive the RFQ process for contracts greater than $100,000, and allow the acquisition of services from the City's architectural, landscape architectural and engineering services roster: 1. It is deemed in the best interest of the City to expedite the acquisition of services; or 2. It can be demonstrated that there are sufficient consultants on the roster that possess the required qualifications to perform the scope of work; or 3. A consultant on the City's roster has previously provided satisfactory service to the City, has previously provided services related to the specific project, and has the qualifications to perform the scope of work. v. Contract Required. A contract is required to purchase architectural, landscape architectural, and engineering services. d. Professional Services (Services which are not Architectural, Landscape Architectural, and Engineering Services). i. Roster. The City of Arlington shall contract with the Municipal Research and Service Center (MRSC) to establish, maintain and manage a current roster of professional services from which the City may solicit bids for contract for providing these services. ii. Contracts Less Than $100,000. Contracts that have an estimated cost of less than $100,000 can be procured using an informal request for proposal process. This process requires the City representative to develop a written scope of the project and any criteria used to select the service provider. The City representative will use this information when selecting the contractor to provide the services. Multiple proposals are optional and at the discretion of the department director. If multiple proposals are used to make a selection, a standard process must be used for obtaining all proposals. iii. Contracts in Excess of $100,000. Contracts that have an estimated cost in excess of $100,000 shall be procured using a formal request for proposal (RFP) process. The development of an RFP along with the proper public notification shall be made in accordance with procedures adopted by the
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finance department in the best interest of the City. iv. Contract Required. A contract is required to purchase professional and nonprofessional services. H. Sole Source Procurement. A contract for the provision of services may be awarded without complying with the bidding requirements of this policy when the department director determines in writing, subject to Council approval through resolution, after conducting a good faith review of available resources, that there is only one source of the required services. The department director or his/her designee shall conduct negotiations, as appropriate, as to price, terms, and delivery time. Sole source purchases shall be made available for public inspection. I. Interlocal joint purchasing agreements. Cooperative Purchasing. The City may enter into interlocal governmental cooperative purchasing arrangements with other public agencies similarly authorized under RCW 39.34.030 when the best interests of the City of Arlington would be served thereby. Any cooperative purchasing agreement shall set forth fully the purposes, powers, rights, objectives and responsibilities of the contracting parties and shall be governed by the requirements of State law in regard to competitive bidding, when applicable. The competitive bid process of the original jurisdiction shall substitute for Arlington's. All interlocal joint purchasing agreements shall be presented to the City Council for prior approval. Originating agency’s bid process shall be vetted to assure compliance with all applicable RCW’s. J. Real property acquisition. a. Real Property - Mayor's Acquisition Authority. The Mayor or designee is authorized, in the following instances, to accept by gift or acquire dedications, easements, rights- of-way, fee estates or other interests in real property for use by or on behalf of the City or any department of the City: i. Minor Acquisitions. Any such acquisition where the estimated value is less than $10,000. ii. All other real property acquisitions will be submitted to the City Council for approval. b. Real Property Mayor's Leasing Authority i. The Mayor or designee is authorized to execute leases of real property on behalf of the City where the term of the lease does not exceed one year and the consideration does not exceed $10,000 per year as budgeted by the City Council. ii. A lease that exceeds the limits stated in subsection (b)(i) of this section, shall be submitted to the council for approval. K. Telecommunications and Data Processing Purchases. RCW 39.04.270 allows local governments to use a competitive negotiation process when purchasing telecommunications and electronic data processing computer equipment or software instead of traditional competitive bidding. This alternative process requires:
Formatted: Font: Cambria, 12 pt
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a. A request for proposals must be published in a newspaper of general circulation at least 13 days before the submission deadline. b. The RFP must identify evaluation factors, including price. c. Reasonable procedures for technical evaluation of the proposal must be used for awarding the contract. d. The contract must be awarded to the qualified bidder whose proposal is most advantageous to the City. e. The agency may reject all proposals for good cause and request new proposals.
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CITY OF ARLINGTON CONTRACT AUTHORIZATION SUMMARY Assumes all expenditures are included in adopted operating and capital improvement budgets. If the expenditure is not adopted in operating and capital improvement budgets, Council authorization of the budget amendment is required prior to contract. Additionally, if contracts/purchases are included in the adopted budget and have been approved through an applicable committee or commission, whose authority has been granted by council through Arlington Municipal Code, those contracts/purchases do not need separate approval by council. Department Directors shall not assign signature authority to other staff.
CONTRACT TYPE DOLLAR
LIMIT
PROCESS SIGNATURE
AUTHORITY
Other
Public Works
Federal
threshold is
Small works roster or competitive bids. Up to $50,000 – City Administrator Between $50,001 - – Mayor - Council , unless using exception for projects les , unless using exception for projects less than
, unless limited small works process
Federal
threshold is
Small works roster or competitive bids – Council Bond, unless using exception for projects less , unless using exception for projects less than
Formatted Table
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Federal
Threshold is
$150,000 for
competitive
bids
Competitive bids Council Prevailing wage Insurance Performance Bond
Materials, supplies and equipment
CONTRACT TYPE DOLLAR
LIMIT
PROCESS SIGNATURE
AUTHORITY
Purchased Service Contracts
-
Deleted:
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Deleted: Maintenance & non-professional
Deleted: s
Deleted: s
Deleted: Maintenance & non- professional services
Deleted: 3
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- Council
Professional Service Contracts
-
*All vehicles, equipment and unbudgeted capital purchases over $7,500 require approval of Capital Outlay Request form by Finance Director and Administration Department. All unbudgeted purchases, capital or otherwise, require council approval prior to purchase and/or awarding the contract.
Deleted: Maintenance & non- professional services
Deleted: ¶
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Cost Allocation
A. The City of Arlington desires to comply with all laws and recommendations in calculating and receiving full cost recovery for services rendered to other funds. B. Cost allocation is a method to identify and distribute indirect costs. Direct costs are costs assignable to a specific objective, whereas indirect costs are costs incurred for multiple cost objectives or not assignable to a specific cost objective without effort disproportionate to the benefit received. C. The Washington State Auditor’s Office prescribes the accounting and reporting of local governments in the State of Washington under the Revised Code of Washington (RCW) Washington State law provides, at RCW 43.09.210. It states in part: Separate accounts shall be kept for each department, public improvement, undertaking, institution, and public service industry under the jurisdiction of every taxing body. All service rendered by, or property transferred from , one department, public improvement, undertaking, institution, or public service industry receiving the same, and no department, public improvement, undertaking institution, or public service industry shall benefit in any financial manner whatever by an appropriation of fund made for the support of another. The RCW does not specifically address how “full value” is to be determined. D. RCW 35A.33.122/35A.34.205/35.33.123 states: Administration, oversight, or supervision of utility – Reimbursement from utility budget authorized. Whenever any code city apportions a percentage of the city manager’s, administrator’s, or supervisor’s time, or the time of other management or general government staff, for administration, oversight, or supervision of a utility operated by the city, or to provide services to the utility, the utility budget may identify such services and budget for reimbursement of the city’s current expense fund for the value of such services. E. The Federal Office of Management and Budget (OMB) Circular A-87 OMB Circular A-87 establishes cost principals for State, local, and Indian Tribal Governments for determining costs for Federal Awards. Item 5 of the Circular states that, “The principals are for determining allowable costs only.” In defining allowable costs, the Circular provides a definition of allocable costs at Attachment A, paragraph C.3.a, “A cost is allocable to a particular cost objective if the goods or services involved at chargeable or assignable to such cost objective in accordance with relative benefits received.” The Circular further outlines costs that are allowable for charging the Federal government and distinguishes those that are specifically excluded from recovery. F. Governmental Accounting Standards Board (GASB) GASB is the independent organization that establishes and improves standards of accounting and financial reporting for U.S. state and local governments. While GASB is
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not a governmental agency and does not have enforcement authority, compliance with GASB is tested by the Washington State Auditor’s Office’s annual audit of the City.
Allocated Costs A. The City’s General Fund provides a variety of central services including but not limited to; legal support, human resources, administrative functions, personnel services, billing (utility and airport), processing accounts payable, budget and cash management, payroll and information technology services. The City allocates these indirect costs as follows: a. Central services will be distributed based on a percentage of total fund expenditures; b. Expenditures will exclude inter-fund transfers to capital improvement and/or reserve funds; c. The previous year’s budgeted expenditures or previous year’s actual expenditures will be used to determine each fund’s percent of the City’s budget and to determine the amount to be budgeted for cost allocation; d. At year end, the budgeted allocation will be reconciled to actual costs and percent allocation; e. The Transportation Benefit District (TBD) Fund is excluded as the TBD is its own entity; f. The Cemetery Endowment Fund is excluded because these funds are held in trust and expenditures from the endowment fund will be captured in the Cemetery Capital Fund. B. It is important to maintain back-up documentation that indicates how each cost allocation is determined and calculated. C. The Airport is also authorized, through a Memo of Understanding with the Federal Aviation Administration, to provide monetary support for Police and Fire/EMS services to the Airport. This is accomplished through a survey of Police hours spent patrolling on and around the Airport property. A new survey is to be completed within a two year period following the last survey.
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Debt Management Policy
A. The objectives of the City’s Debt Management Policy will be: a. To reduce the use of debt so that debt service payments will be a predictable and manageable part of the operating budget. b. To raise capital at the lowest cost, consistent with the need to borrow. This will be accomplished by: i. Keeping a high credit rating (while making attempts to strengthen credit rating) ii. Maintaining a good reputation in the credit markets by adjusting the capital program for regular entry to the bond market and managing the annual budget responsibly. B. Professional service providers (underwriters, financial advisors, bond insurer’s, etc.) may be selected through negotiation, RFQ process or City’s procurement policies. C. Debt issues will be sold on competitive basis (except when conditions make a negotiated sale preferable) and awarded to the bidder who produces the lowest interest cost. Revenue bonds can be issued through a negotiated sale when the issue is unusually large, the project is speculative or complex, the issue is a refunding, or the market is unstable. D. The term of long-term debt issued will not exceed the life of the projects financed. Current operations will not be financed with long-term debt. E. Short-term borrowing will not be used for operating purposes. F. The City will comply with its obligation to inform the Municipal Securities Rulemaking Board through the EMMA website (Electronic Municipal Market Access) any and all continuing disclosure documents and annual financial statements. This site is used by the ratings agencies and investors. The City’s annual audited financial report will be sent to EMMA as soon as the State Auditor’s Office issues the report. G. The City shall strive to maintain favorable current credit ratings. H. The City will comply with all statutory debt limitations imposed by the Revised Code of Washington (RCW). The City of Arlington debt will not exceed an aggregated total of 7.5% of the assessed valuation of the taxable property within the City. Compliance with state law and this policy shall be documented each year. The following individual percentages (as defined in state law) shall not be exceeded in any specific debt category: General Debt 2.5% of assessed valuation Utility Debt 2.5% of assessed valuation
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Open Space and Park facilities 2.5% of assessed valuation I. No debt shall be issued for which the City is not confident that a sufficient, specifically identified revenue source is available for repayment. The Finance Director shall prepare an analytical review for this purpose prior to the issuance of any debt. J. It shall be the policy of the City to limit bonded indebtedness to levels that permit sufficient borrowing to support a reasonable rate of capital programming, permit a level and pace of debt amortization within the City’s ability to pay, and support the City’s credit rating objectives. It shall further be the policy of the City not to exceed 75% of City’s LTGO debt limit, unless approved by the City Council. K. Credit enhancements shall be considered with a cost/benefit analysis for each long-term bond issue. L. Reserve accounts shall be maintained as required by bond ordinances and where deemed advisable by the City Council. The city shall structure such debt service reserves so that they do not violate IRS arbitrage regulations. M. The City will maintain debt service coverage ratios as required for any bond issues. N. Interfund borrowing may be used where such borrowing is effective. Interfund borrowing will be approved and authorized by the City Council.
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Investment Policy
A. Policy. It is the policy of the City of Arlington to invest its public funds in a manner which will provide the highest investment return consistent with a high degree of security while meeting the daily cash flow demands of the City and conforming to all state statutes and local ordinances governing the investment of public funds. Cash may, at the discretion of the Finance Director be invested separately by fund or be co-mingled into a common investment portfolio and earnings from such portfolio distributed at least quarterly. The Finance Director is authorized to manage the investments described herein. B. Scope. This investment policy applies to all financial assets of the City except: for assets held in escrow and retirement funds managed by others such as state. City financial assets are accounted for in the City's Annual Financial Report and include: a. Funds i. General Fund ii. Special Revenue Funds iii. Debt Service Funds iv. Capital Project Funds v. Enterprise Funds vi. Internal Service Funds vii. Trust Funds and Agency Funds C. Prudence. The investments shall be made with judgment and care – under circumstances then prevailing - which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. D. Objective. Funds of the City will be invested in accordance with the Revised Code of Washington (RCW) 35A.40.050, the BARS manual and these policies. The primary objectives, in order of priority, of the City's investment activities shall be as follows: a. Legality: The City's investments will be in compliance with all statutes governing the investment of public funds and the provisions of all applicable bond ordinances. b. Safety: Investments of the City shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. To attain this objective, diversification is required in order that potential losses on individual securities do not exceed the income generated from the remainder of the portfolio. c. Liquidity: The City's investment portfolio will remain sufficiently liquid to enable the City to meet all operating requirements, which might be reasonably anticipated. The Finance Director shall maintain adequate liquidity by maintaining a minimum balance in the LGIP. d. Return on Investment: The City's investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and
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economic cycles, taking into account the City's investment risk constraints and the cash flow characteristics of the portfolio. e. Local Institutions: Local Institutions shall be given preference when they are, in the judgment of the Finance Director, competitive with other institutions. E. The Finance Director’s investment actions shall be governed by this policy. F. The Finance Director shall be responsible for all transactions undertaken and shall establish a system of controls to regulate all investment activities, and report promptly to the Council any adverse development with any investment. G. Ethics and Conflicts of Interest. a. The Finance Officer shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. The Finance Officer shall disclose to the Mayor and the Council any material financial interests in financial institutions that conduct business with the City, and she/he shall further disclose any personal financial/investment positions that could be related to the performance of the City's portfolio. b. The City’s Finance Officer shall subordinate their personal investment transactions to those of the City, particularly with regard to the time of purchases and sales. H. Authorized Financial Dealers and Institutions. a. The Finance Director will maintain a list of financial institutions authorized to provide investment services to the City of Arlington. In addition, a list will also be maintained of approved security broker/dealers selected by credit worthiness, who maintain an office in the State of Washington. These may include "primary" dealers or regional dealers that qualify under US Securities and Exchange Commission Rule 15c3-1 (uniform net capital rule). No public deposit shall be made except in a qualified public depository as established by State laws. b. At the request of the City, financial institutions, brokers and dealers performing investment services for the City shall provide their most recent financial statements or Consolidated Report of Condition (“call report”) for review. I. Authorized and Suitable Investments. The City may invest in any of the securities identified as eligible investments as defined by RCW 35A.40.050. In general, these consist of: a. Investment deposits (certificates of deposits) with qualified public depositories as defined in Chapter 39.58 RCW. b. Certificates, notes or bonds of the United States, or other obligations of the United States or its agencies, or of any corporation wholly owned by the government of the United States whose securities carry full faith and credit guarantees.
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c. Obligations of government-sponsored corporations which are eligible as collateral for advances to member banks as determined by the Board of Governors of the Federal Reserve System. These include but are not limited to, Federal Home Loan Bank notes and bonds, Federal Farm Credit Bank consolidated notes and bonds, and Federal National Mortgage Association notes. d. Prime bankers' acceptances purchased on the secondary market. Repurchase agreements for securities listed above. e. The Washington Local Government Investment Pool (LGIP). J. Collateralization. a. Collateralization will be required on all repurchase agreements so as to anticipate market changes and provide a level of security for all funds, the collateralization level will be 102% of market value of principal and accrued interest. b. The City chooses to limit collateral to the obligations of the United States Government and its agencies. c. Collateral will always be held by an independent third party with whom the entity has a current custodial agreement (except certificates of deposits). A clearly marked evidence of ownership (safekeeping receipt) must be supplied to the entity and retained. d. Certificates of deposit are delivered to and held by the Finance Director until they mature. K. Safekeeping and Custody. a. All investment securities purchased by the City, including collateral on repurchase agreements, shall be held by the City or in safekeeping by the City's custodian bank or a third party bank trust department, acting as agent for the City under the terms of a custody or trustee agreement executed by the bank and by the City. The primary agent shall issue a safekeeping receipt to the City listing the specific instrument, rate, maturity, and other pertinent information. b. All securities transactions, including collateral for repurchase agreements entered into by the City shall be conducted on a delivery-versus-payment (DVP) basis. Securities will be held by a third party custodian designated by the City Finance Director and evidenced by safekeeping receipts. L. Diversification. The City will diversify its investments by security type and issuer. With the exception of US Treasury and Agencies of the United States government, and the Washington State Local Government Investment Pool, no more than 50% of the City's total investment portfolio will be invested in a single security and no more than 25% will be invested with a single issuer. M. Maximum Maturities. a. To the extent possible, the City will attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the
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City will not directly invest in securities maturing more than five (5) years from the date of purchase. The average maturity will be consistent with the liquidity objective. However, the City may collateralize its repurchase agreements using longer-dated investments not to exceed 10 years. b. The City’s reserve funds may be invested in securities not to exceed (10) years if the maturity of such investments is made to coincide as nearly as possible with the expected use of funds. c. The purpose of permitting a portion of the investments to have longer maturities is to recognize that funds may yield higher yields when invested for longer periods of time. N. Internal Controls. The Finance Director shall establish a system of internal controls, which shall be reviewed annually by an external auditor. This review will provide internal control by assuring compliance with policies and procedures. O. Performance Standards. The City's investment portfolio will be designed to obtain a market average rate of return during budgetary and economic cycles, taking into account the City's investment risk constraints and cash flow needs. P. Investment Strategy. The City’s investment strategy is active. As a result, securities are purchased and sold as it best meets the needs of the City as determined by the Finance Director. The Finance Director will be authorized to trade before maturity if it is in the best interest of the City to do so. Q. Reporting. The Finance Director will determine what investment information will be included in the monthly financial report.
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GLOSSARY
Accrued Interest: The interest accumulated on a bond since its dated date or the most recent date to which interest has been paid by the City. The buyer of the bond pays the market price and accrued interest, which is payable to the seller.
Agencies: Federal agency securities.
Asked: The price at which securities are offered.
Bankers' Acceptance (BA): A draft or bill or exchange accepted by a bank or trust company. The accepting institution guarantees payment of the bill, as well as the issuer.
Bond: A long-term debt security (IOU) issued by a government or corporation. Generally pays a stated fixed rate of interest, and returns the face value at maturity.
Book Value: The amount at which an asset is carried on the books of the owner. The book value of an asset does not necessarily have a significant relationship to market value.
Broker: A middleman who brings buyers and sellers together for a commission paid by the initiator of the transaction or by both sides; they do not position. In the money market, brokers are active in markets in which banks buy and sell money and in interdealer markets.
Call Option: The right to prepay or redeem a security at a predetermined price on or after a specified future date that is earlier than its scheduled maturity date.
Certificate of Deposit (CD): A time deposit with a specific maturity earning a specified rate of return evidenced by a certificate. Certificates of Deposit bear rates of interest in line with money market rates current at the time of issuance.
Collateral: Securities, evidence of deposit or other property which a borrower pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of public monies.
Confirmation: A document used to state and supplement in writing the terms of a transaction which have previously been agreed to verbally.
Coupon: (a) The annual rate of interest that a bond's issuer promises to pay the bondholder on the bond's face value. (b) A certificate attached to a bond evidencing interest due on a payment date (not used since 1982).
CUSIP Number (COMMITTEE OR UNIFORM SECURITIES IDENTIFICATION PROCEDURES): An identifying number assigned to a publicly traded security. A nine-digit code is permanently assigned to each issue and is generally printed on face of the security if it is in physical form.
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Dealer: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and selling for his or her own account.
Delivery versus Payment: There are two methods of delivery of securities: delivery versus payment and delivery versus receipt (also called free). Delivery versus payment is delivery of securities simultaneously with an exchange of money for the securities. Delivery versus receipt is delivery of securities simultaneously with an exchange of a signed receipt for the securities.
Discount: There is "original issue discount" and "market discount." Original issue discount is the difference between the cost1price of a security when first offered for sale to the general public and its face value at maturity when quoted at lower than face value. Original issue discount is treated as interest. Market discount is the difference between principal amount of an outstanding security (reduced by any original issue discount) and the value of that security in the then-current market (if lower than its principal amount). If a security is bought at a market discount and later sold at a gain, the gain is taxable income.
Diversification: Dividing investment funds among a variety of securities offering independent returns.
Farm Credit Discount Notes and Bonds: Secured joint obligations of Farm Credit Banks that are issued with a minimum face value of $50,000 with maturities ranging from 5 to 360 days.
Federal Credit Agencies: Agencies of the Federal Government set up to supply credit to various classes of institutions and individuals, e.g., S&L's, small business firms, students, farmers, farm cooperatives, and exporters.
Federal Funds Rate: The rate of interest at which Federal funds are traded between banks. This rate is currently pegged by the Federal Reserve through open market operations.
Federal Home Loan Banks (FHLB): The institutions that regulate and lend to savings and loan associations. The Federal Home Loan Banks play a role analogous to that played by the Federal Reserve Banks vis-à-vis member commercial banks.
Federal National Mortgage Association (FNMA): FNMA, like GNMA was chartered under the Federal National Mortgage Association Act in 1938. FNMA is the corporation's purchases include a variety of adjustable mortgages and second loans in addition to fixed-rate mortgages FNMA's securities are also highly liquid and are widely accepted. FNMA assumes and guarantees that all security holders will receive timely payment of principal and interest.
Liquidity: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value.
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Local Government Investment Pool (LGIP): The aggregate of all funds from political subdivisions that are placed in the custody of the State Treasurer for investment and reinvestment.
Market Value: The price at which a security is trading and could presumably be purchased or sold.
Master Repurchase Agreement: A written contract covering all future transactions between the parties to repurchase -- reverse purchase agreements that establishes each party's rights in the transactions. A master agreement will often specify, among other things the right of the buyer-lender to liquidate the underlying securities in the event of default by the seller-borrower.
Maturity: The date upon which the principal or stated value of an investment becomes due and payable.
Portfolio: A collection of securities held by an investor.
Primary Dealer: A group of government securities dealers that submit daily reports of market activity and positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal oversight. Primary dealers include Securities and Exchange Commission (SEC) registered securities broker-dealers, banks, and a few unregulated firms.
Principal: The stated face amount of an instrument, exclusive of accrued interest.
Prudent Person Rule: An investment standard. In some states the law requires that a fiduciary such as a trustee may invest money only in a list of securities selected by the state-the-so-called legal list. In other states the trustee may invest in a security if it is one which would be bought by a product person of discretion and intelligence who is seeking a reasonable income and preservation of capital.
Qualified Public Depositories: A financial institution which does not claim exemption from the payment of any sales or compensating use or ad valorem taxes under the laws of this state, which has segregated for the benefit of the Public Deposit Protection Commission eligible collateral having a value of not less than its maximum liability and which has been approved by the Public Deposit Protection Commission to hold public deposits.
Repurchase Agreement (RP or REPO): A holder of securities sells these securities to an investor with an agreement to repurchase them at a fixed price on a fixed date. The security "buyer" in effect lends the "seller" money for the period of the agreement, and the terms of the agreement are structured to compensate him for this. Dealers use RP extensively to finance their positions. Exception: When the Fed is said to be doing RP, it is lending money, that is, increasing bank reserves.
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Safekeeping: A service to customers rendered by banks for a fee whereby securities and valuables of all types and descriptions are held in the bank's vaults for protection.
Securities and Exchange Commission (SEC): Agency created by congress to protect investors in securities transactions by administering securities legislation.
SEC Rule 15c3-1: SEC uniform net capital rule requiring brokers and dealers to maintain certain amounts of net capital.
Treasury Bills: A non-interest bearing discount security issued by the US Treasury to finance the national debt. Most bills are issued to mature in three months, six months or one year.
Treasury Bonds: Long-term US Treasury securities having initial maturities of more than ten years.
Treasury Notes: Intermediate term coupon bearing U.S. Treasury securities having initial maturities of from one to ten years.
Uniform Net Capital Rule: Securities and Exchange Commission requirement that member firms as well as nonmember broker-dealers in securities maintain a maximum ratio of indebtedness to liquid capital of 15 to 1; also called net capital rule and net capital ratio. Indebtedness covers all money owed to a firm, including margin loans and commitments to purchase securities, one reason new public issues are spread among members of underwriting syndicates. Liquid capital includes cash and assets easily converted into cash.
Yield: The rate of annual income return on an investment expressed as a percentage. Income Yield is obtained by dividing the current dollar income by the current market price for the security. Net Yield or Yield to Maturity is the current income Yield minus any premium above par or plus any discount in purchase price, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond.
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Financial Management Policies
City of Arlington
1
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Table of Contents
Purpose & Objectives .............................................................................................................................. 3
Reserve Policies ........................................................................................................................................ 4
Revenue Policies ....................................................................................................................................... 5
Expenditure Policies ............................................................................................................................... 7
Budget and Operating Policies ............................................................................................................ 8
Capital Assets Policies and Procedures ......................................................................................... 10
Purchasing Policies and Procedures .............................................................................................. 13
Cost Allocation and Allocated Costs ................................................................................................ 30
Debt Management Policy .................................................................................................................... 32
Investment Policy .................................................................................................................................. 34
Glossary .................................................................................................................................................... 38
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Purpose:
The Comprehensive Financial Management Policy assembles all of the City’s financial policies in one document. They are the tools to ensure that the City is financially able to meet its immediate and long-term service objectives. The individual policies contained herein serve as guidelines for both the financial planning and internal financial management of the City. The City of Arlington is accountable to its citizens for the use of public dollars. Municipal resources must be wisely used to ensure adequate funding for the services, public facilities, and infrastructure necessary to meet the community’s present and future needs. These policies safeguard the fiscal stability required to achieve the City’s goals and objectives.
Objectives:
In order to achieve its purpose, the Financial Management Policies have the following objectives for the City’s fiscal performance. A. To guide the City Council and management policy decisions that have significant impact. B. To set forth-operating principles that minimize the cost of government and financial risk. C. To employ balanced and fair revenue policies that provide adequate funding for desired programs. D. To maintain appropriate financial capacity for present and future needs. E. To promote sound financial management by providing accurate and timely information on the City’s financial condition. F. To protect the City’s credit rating and provide for adequate resources to meet the provision of the City’s debt obligations on all municipal debt. G. To ensure the legal use of financial resources through an effective system of internal controls. H. To promote cooperation and coordination with other governments and the private sector in the financing and delivery of services.
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Reserve Policies: Adequate reserve levels are a necessary component of the City’s overall financial management strategy to mitigate current and future risks such as revenue shortfalls or unanticipated expenditures. Reserve levels are also a key factor in external agencies’ measurement of the City’s financial strength which results in favorable credit ratings and access to lower cost of financing. A. The City will strive to maintain a Mandatory General Fund Reserve with a target balance between eight and sixteen percent (8% - 16%) of the total General Fund budgeted taxes and license & permit revenues. These operating reserves are maintained to address temporary revenue shortfalls; payment of approved expenditures due to cash flow shortage; reserves for expenditures deemed necessary by the Mayor and City Council; temporary short-term inter-fund loans, and other unanticipated expenses as approved by the City Council. An annual contribution will be budgeted from General Fund resources as available to maintain the target reserve level. B. The City will maintain an ending fund balance within the General Fund of an amount equal to one month of operating expenditures. Use of any required reserves or surplus funds will be approved by council through the budget process. C. The City will maintain a Capital Facilities/Building Fund to provide funding for future facilities including debt repayment, less proprietary fund projects. Contributions into this fund will be made from available funds as identified in the adopted or amended budget. Additional contributions into this fund may come from construction related sales tax. The amount of the contribution will be determined by the construction sales tax collected during the fiscal year and will be approved annually by city council through the budget amendment process. D. The City will maintain an Equipment Replacement Fund that will receive annual contributions from the operating expenses of departments owning the equipment. Contributions will be based on availability of funds as approved through the budget process. The intent is to replace equipment at the end of the asset’s useful life. E. It shall be best practice of all enterprise funds to maintain an ending fund balance (in operational funds) of an amount equal to or greater than one month operating expenses or an amount as otherwise required by federal, state or other regulations (i.e. rate studies, debt covenants). F. Reserves that fall below the minimum standards will require a financial plan presented to council within 60 days of the shortfall. Fund balances will be restored to the minimum standard within a 3 year period.
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G. All expenditures drawn from reserve accounts shall require prior Council approval unless previously specifically authorized by the City Council through the budget and/or budget amendment process.
Revenue Policies: The City will identify resources that are sufficient to provide for the regular and ongoing operations associated with providing public services. A. To the extent possible, a diversified and stable revenue system will be maintained to shelter public services from short-run fluctuations in any one revenue source. Trends analyzing the dependence on distinct revenue sources shall be included in the budget documents for consideration by the Council. B. Revenue forecasts shall be realistically estimated and based on the best information available. The finance director is responsible for developing a policy for the collection of revenues. The policies will include any and all collection methods allowable by state and federal statute or otherwise provided for in Municipal Code, leases or other agreements. If all collection efforts have been exhausted, the finance director has authority to write off uncollectible accounts up to $2,500 and the city administrator has authority to write off uncollectible accounts up to $5,000. Any write off in excess of $5,000 require council approval. C. Revenue forecasts will assess the full spectrum of resources that can be allocated for public services. Each year the Council shall review potential sources of revenue as part of the budget process. D. The use of one time revenues to fund ongoing expenditures is discouraged. One time revenues may be used to fund capital projects, equipment or other one time purchases as otherwise authorized in the adopted or amended budget. E. Property taxes provide a consistent base of revenues for the City to provide public services. The City shall levy property taxes within its statutory limit or bank the levy capacity so the City can continue to provide a safe, economically vibrant place to live and work. F. Short-term (anticipated less than one year) economic downturns and temporary gaps in cash flow: Expenditure reductions or restrictions may be imposed. Inter-fund loans may be used to address short-term cash flow needs as authorized by Chapter 3.90 of Arlington Municipal Code. G. Long-term (greater than one year) revenue downturns: Revenue forecasts will be revised. Expenses will be reduced to conform to the revised long-term revenue
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forecast or revenue increases will be considered. The City will not pursue deficit financing and borrowing to support on-going operations as a response to long-term revenue shortfalls. H. The City shall develop and maintain a comprehensive list of various fees and charges. Fees may be set at levels sufficient to cover the entire cost of service delivery (such as in “Enterprise Funds”), or the service may be subsidized, as Council deems appropriate. The City will systematically review user fees and rates and consider adjustments as necessary to take into account the effects of additional service costs and inflation. Rate studies shall be conducted to ensure that the rates will continue to support direct and indirect costs of operations, administration, plant maintenance, debt service, depreciation of capital assets, and moderate system extensions. Based on a market analysis, fees for similar services in other communities may also be considered. The criteria used to evaluate recommended target rates (equity, cost recovery policy, market demand, etc.) shall be included in the staff report during the review. Such review should be scheduled periodically and be incorporated into the budget process for possible action by the City Council. I. The City, or Council approved board(s) or commission(s), will review contracts and leases which result in revenues to the City. Leases and contracts will be reviewed on a timely basis, prior to the expiration date or at least every 3 years if on a continuing basis. J. The City will refrain from using grants to meet ongoing service needs and grants may be rejected if programs must be continued with local resources after grant funds are exhausted. Grants will be evaluated from a financial planning perspective to ensure the City has adequate matching funds (if applicable). Some grants may not be accepted if the local matching funds cannot be justified. Grants with a matching component, not previously approved through the budget process, require Council approval. All other grants will be approved by City Council through the budget amendment process and will be reviewed to ensure compliance with state, federal and City regulations.
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Expenditure Policies: The City will provide for a sustainable level of service by adopting a balanced budget where ongoing resources are sufficient to support ongoing expenditures.
A. The City will only propose operating expenditures, which can be supported from on-going operating revenues. Before the City undertakes any agreements that would create fixed on- going expenses, the cost implications of such agreements will be fully determined for current and future years. Capital expenditures may be funded from one-time revenues, but the operating budget expenditure impacts of capital expenditures will be reviewed for compliance with this policy provision. B. Department heads are responsible for managing their budgets within the total appropriation for their department. The finance director is responsible for oversight of all budget expenditures and is authorized to make unilateral changes within line item expenditures as long as the changes are within the overall budget. C. The City will maintain expenditure categories according to prescribed accounting standards, state statute, federal and administrative regulation. Departments are responsible for reviewing expenditures to verify they are for a public purpose and properly categorized within prescribed accounting standards. All expenditures shall be audited and certified by the finance director or designee prior to submitting to the City Council for approval. D. All expenditures must be related to some public purpose and are reasonable in the amount and nature. E. The City will assess funds for services provided internally by other funds. The estimated direct and indirect costs of service will be budgeted and charged to the fund performing the service. Interfund service fees charged to recover these costs will be recognized as revenue to the providing fund. A review of the method for determining the amount of the interfund assessment will be reviewed periodically. F. Emphasis is placed on improving individual and work group productivity rather than adding to the work force. The City will invest in technology and other efficiency tools to maximize productivity. The City will hire additional staff only after the need of such positions has been demonstrated and documented. G. All compensation planning and collective bargaining will focus on the total cost of compensation, which includes direct salary, health care benefits, pension contributions, training allowance, and other benefits of a non-salary nature, which are a cost to the City. Collective bargaining decisions will not negatively impact the City’s efforts to maintain reserve balances in compliance with the City’s reserve policy.
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Budget and Operating Policies: The City will maintain a system of financial monitoring, control, and reporting for all operations and funds in order to provide effective means of ensuring that overall City goals and objectives are met. A. Accounting Records and Reporting. a. The City will maintain its accounting records in accordance with state and federal regulations, which includes requirements for data retention for archival purposes and business continuity. b. City records will be archived and destroyed in accordance with the Washington State Records Retention Schedule c. The continuation of services after a disaster is critical to the success of the City. The City must ensure that its applications, data and network resources can continue and be appropriately accessible to users. The information technology department is responsible for developing procedures for the security, storage, retention and retrieval of data to ensure operations continue during and after a disaster. d. Budgeting, accounting and reporting will conform to the Budgeting, Accounting and Reporting System (BARS) for Governments as prescribed by the Washington State Auditor. Changes to the City’s revenue and expense accounts must be authorized by the finance department and will be made only if it’s in the best interest of the overall accounting system. e. All known or suspected loss of public funds shall be reported to the State Auditor’s Office in accordance with RCW 43.09.185. B. Auditing. The State Auditor will perform the City’s financial and compliance audit in accordance with state and federal laws. Results of the audit will be provided to the Council in a timely manner. C. Simplified Fund Structure. To the extent possible, the City will minimize the number of Funds. Funds will be created and accounted for in accordance with BARS. D. Cash Management. a. The Finance Department will develop, maintain, and consistently seek to improve cash management systems which ensure the accurate and timely accounting, investment, and security of all cash assets. b. There are several locations where monies are received by the City. Those locations are: the Finance office, the Airport office, the Permits office, the Police department, the Public Works office and the Cemetery office. c. Deposits will be made every 24 hours as per RCW 43.09.240, including deposits received from City departments by the finance department. d. The Finance, Airport and Permits office locations all have cash drawers. These funds are used to make change for cash payments. The amount of these cash drawers are authorized by resolution.
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e. No change shall be given when a check is presented for payment. f. Cash refunds are prohibited. Refunds shall be processed through the method payment was received such as by check or credit card. g. No one is authorized, at any time, to borrow funds from any cash drawer. Doing so will result in discipline up to and including termination. h. The Finance Office also has a Petty Cash Revolving Fund (Checking Account). The Petty Cash Fund is authorized in the Arlington Municipal Code Section 3.69. This fund is used to pay very small expenditures or reimburse small expenditures made where waiting for a payment from the normal payment process is unreasonable. No one is authorized to borrow monies from this Fund. E. Budget. a. The City’s budget is part of an overall policy framework that guides the services and functions of the City. The budget serves as a key role in that framework by allocating financial resources to programs which implement the City’s overall vision and goals. b. All decisions will be within the context of long-range plans (Capital Facilities Plan, Comprehensive Plan/Capital Improvement Plan, Long Term Financial Plan). Staff shall provide a review of the implications of budgetary proposals on long-range plans. c. The City will develop and maintain a ten year financial plan that estimates the resources and expected costs over a ten year period. This planning tool will provide the City’s decision makers with an indication of long-term fiscal impacts of current policies and budget decisions. d. The budget shall be developed consistent with state law and in a manner which encourages early involvement with the public and City Council. A calendar related to budget development shall be presented to the City Council each year. The budget will be adopted by ordinance at the fund level. e. The budget will be developed to consider long term financial implications. The City will strive to build a budget so that recurring expenditures are covered by recurring revenues and a budget that supports a trend of revenues growing at a rate equal to or greater than expenditures. f. The Finance Department will maintain a system for monitoring the City’s budget performance. The system will provide the City Council with monthly and or quarterly information in a timely manner on fund level resource collections and department level expenditures. g. Under the provisions of State Law and the City’s operating procedures, the budget may be adjusted or amended in two different ways. Adjustment of the budget involves a reallocation of existing appropriations and does not change the “bottom line”. No City Council action is needed as State Law allows budget adjustments to be done administratively. h. Amendment of the budget involves an addition to or reduction of existing appropriations. A budget amendment requires an ordinance amending the original budget and identifies the funding sources for the incremental
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appropriations. Items that may require a budget amendment, such as an unanticipated grant, will be approved by City Council throughout the year in accordance with the City’s procurement and expenditure policies. A formal Budget Amendment Ordinance will be adopted by City Council no later than December 31 of the second year of the biennium.
Capital Assets Policies and Procedures:
A. Purpose. This policy is established to provide guidelines to ensure adequate stewardship over City resources through control and accountability of capital assets, and to collect and maintain complete and accurate capital assets information in the Capital Assets System. B. Reference. Specific requirements of the Washington State Auditor’s Office are contained in
Budgeting and Reporting System (BARS) which will be applied by the City as relevant. In addition, the federal government has issued property management requirements which apply to all governments that receive federal assistance. Each federal agency has published a Federal Agency Implementation of the Common Rule which will be adhered to as applicable. The policies and procedures contained in this policy are not intended to and may not supersede federal, state or local laws. C. Definitions a. “Capital Assets” are defined as land, buildings, improvements, equipment, machinery, vehicles, tools, works of art, furnishings and other improvements costing more than $7,500 and have a useful life of more than one year. These assets will be tracked and an inventory listing will be maintained. Capital assets purchased with grant funds will abide by the capitalization threshold as required by the grant agreement. b. “Control”- Being in charge of, and having the authority to manage the asset. Having the custodial responsibility of the asset that includes, but is not limited to the caring, keeping, safekeeping and protecting the asset. c. “Inventory” – The process of physically confirming the existence and location of capital assets. d. “Small and Attractive Assets” - All assets with a cost less than $7,500 and at risk or vulnerable to loss are considered “small and attractive assets”. These assets will be tracked and an inventory listing will be maintained. Assets considered to be small and attractive include, but are not limited to the following; i. Communications Equipment; both Audio and Video ii. Optical Devices, Binoculars, Telescopes, Infrared Viewers, and Range finders iii. Cameras and Photographic Projection Equipment iv. Microcomputer Systems, Laptop and Notebook Computers v. Other data processing Accessory Equipment and Components vi. Office Equipment vii. Stereos, Radios, Television Sets, Tape Recorders, DVD players, Video Cameras and cell phones
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D. Applicability. This policy applies to all departments of the City of Arlington. The term "Department" is defined to include every city office, officer, and every department, division, board and commission. E. Insurance. Insurance is required for all land, building and vehicle purchases and assets with a cost in excess of $25,000 as deemed appropriate by the finance department. F. Department responsibilities. Department directors are responsible for tracking, inventory and safekeeping of all assets assigned to their department. Each department is responsible for notifying the finance department, in writing, any assets purchased, sold, traded, transferred, surplused, lost or stolen. The finance department is responsible for keeping and updating the fixed asset database, coordinating the physical inventory process and developing procedures for the safeguarding of assets. G. Capital Outlay. All assets with a cost of $7,500 or more will be recorded as capital outlay. Capital assets purchased with grant funds will abide by the capitalization threshold and stewardship responsibilities as required by Title 2 of the Code of Federal Regulations and/or the grant agreement. H. Valuation of Capital Assets. The City of Arlington reports its financial activity on a cash basis. Expenditures for capital assets will be expensed at cost in the period the expenditure occurred. I. Small and Attractive Assets. Although small and attractive assets do not meet the city’s capital outlay threshold, due to ease of conversion to private use, they are considered assets for purposes of marking and identification, records keeping and tracking. a. Small and attractive assets shall be expensed. b. Annually each department will conduct an inventory verified by the Finance Department on a sampling basis. c. Small and attractive assets (even if they do not contain an asset tag) may not be transferred, traded, sold, auctioned, gifted, surplused, or discarded without written notice to and authorization from the Finance Department. J. Improvement/Repair/Maintenance Expenses. Routine repair and maintenance costs will be expensed as they are incurred. K. Deletions. Asset deletion (assets over $7,500) may be required due to the sale of the asset, scrapping, lost or stolen items, or involuntary conversion (fire, flood, etc). Due to the monetary value, capital assets deleted from the capital asset system for any reason require authorization by resolution of the City Council. L. Disposal. a. Disposal of capital assets may occur only after being declared surplus by resolution of the City Council. A Public Hearing is required if the asset was owned for Public Utility purposes or has a value more than $50,000
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b. Disposal will be made in whichever manner is determined to be most cost effective for the City. This may include sale, disposal, conversion, or any other means as approved by the City Council in the surplus declaration. c. When original or replacement equipment acquired under a grant or sub-grant is no longer needed for the original project or program, disposition of the equipment will be made as follows: i. Items of equipment with a current per-unit fair market value of less than $7,500 may be retained, sold or otherwise disposed of with no further obligation to the awarding agency. ii. Items of equipment with a current per-unit fair market value of $7,500 or more may be retained, sold or otherwise disposed of only as authorized by the awarding agency. iii. In the event the City is provided federally owned equipment, the City will comply with Title 2 of the Code of Federal Regulations. M. Lost or stolen property. When suspected or known losses of capital assets or small and attractive items occur, departments should conduct a search for the missing property and immediately notify the finance department. The finance department will report known or suspected losses of assets to the State Auditor’s Office in accordance with RCW 43.09.185. N. Transfers. Occasional transfers of property between departments, individuals within a department or funds may occur. The original controlling department is accountable for all assets in its inventory and for initiating a notice of transfer. Interdepartmental transfers involving a proprietary fund (i.e. Surface Water) require a transfer of money. The sale price will be fair market value with exception of a trade between departments of assets of similar value. O. Inventory. The Finance department is responsible for establishing procedures for the inventory and reconciliation process. A physical inventory will be conducted at least once every year. As coordinated by the finance department, each department will conduct a physical inventory of the items, verifying the existence and condition of each item on the worksheet, and making note of any additions, deletions, interdepartmental transfers, modifications, or leases of property that are not reflected on the list. Verification of the inventory shall be done annually by the Finance Department by performing a sampling of the physical inventory of the items. a. Inventory of IT (Information Technology) related items. i. The Information Technology Department will be responsible for inventorying all stationary items such as desktop computers, laptop computers with docking stations, servers, printers and network equipment. ii. Individual departments will be responsible for inventorying all “portable” small and attractive IT related items such as: Tablets (iPad, Android, etc.) and mobile computers (Netbooks, Police Car computers, Fire tablets etc.)
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b. In order to ensure objective reporting of inventory items, personnel having no direct responsibility (custody and receipt/issue authority) for the assets should perform the physical inventory. If it is not feasible to use such personnel for all or a part of the inventory, then those portions are; at least, to be tested and verified by a person with neither direct responsibility for that portion of the inventory nor supervised by the person directly responsible. Departments are encouraged to exchange and use personnel from other departments to perform their inventory if possible. P. Retaining physical inventory records. The documentation will be retained in accordance with the Washington State Retention Records Schedule and must be retained until after the next annual audit.
Purchasing Policies and Procedures: A. Purpose. This policy is intended to direct the purchase of goods and services at a reasonable cost, using an open, fair, documented and competitive process whenever reasonable and possible. The integrity, efficiency, and effectiveness of Arlington's procurement functions are critical elements of sound government. B. Policy statement. a. The City desires a fair and open process for procurement of goods and services that is free from the potential for bias and conflict of interest. In addition, the City desires consistent and appropriate practices for solicitations and contracting. No employee, officer or agent may participate in the selection, award or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. b. All procurements of goods and services shall provide the City with the best quality and best value. All purchases are to be made within budgetary limitations and for the purpose of the goals and objectives approved in the City's budget. Any requested purchase that is not included in the current City budget shall be pre-approved by the Department Director, City Administrator, or City Council, based on allowable signing authority. All purchases made by the City shall ultimately be approved by the City Council through the voucher approval process. c. All City of Arlington departments shall make a good faith effort to purchase goods within the City when they are available and suitable to City needs at a price that is competitive. Departments are expected to procure goods and services that are of high quality and that perform for their intended purpose, and to use good judgment during the procurement process. d. The Finance department is charged with developing administrative procedures to implement this policy. Procedures should ensure the fiscal responsibility of the City in expending resources for goods and services for City operations. The procurement procedures of the City shall be based on guidelines provided in the Revised Code of Washington, by the State Auditor's Office, and by Municipal Research Services Center.
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e. The purchasing procedures of this policy govern the purchase of supplies, materials and equipment, nonprofessional and professional services, and public works contracts. These policies authorize the City to procure goods and services through the small works roster process as defined in Section VI.D. The small works roster procedures are established for use by the City, pursuant to RCW 35.23.352, 35A.40.210 and Chapter 39.04 RCW. Leases of equipment or other personal property shall follow procedures for purchase of goods, with the aggregate of lease payments used in lieu of purchase price. Purchase or lease of real estate, franchise agreements, and intergovernmental or inter-local agreements will be entered into in accordance with state law. f. Each City Department purchases specialty items unique to their function and items that are purchased just in time to make necessary repair or to keep equipment and amenities in safe a good working order. All department directors will make good faith effort to utilize a central purchasing for purchases of consumable goods and reoccurring purchases. This will enable the best value by combining orders and purchasing in bulk on larger quantities when possible. C. Definitions. a. "Architectural and engineering services" means professional services rendered by any person, other than a City employee, to perform activities within the scope of the professional practice of architecture (Chapter 18.08 RCW), professional practice of engineering and land surveying (Chapter 18.43 RCW), and/or professional practice of landscape architecture (Chapter 18.96 RCW). b. “Contract Authorization Summary” outlines the levels at which managers, directors, or the Mayor may commit the City to a contract. Attached as Exhibit B. c. "Formal competitive bid" is the process of advertising and receiving sealed written bids from perspective vendors. The selection of the vendor is primarily based on the lowest cost from a responsible vendor. d. "Informal competitive quotes" are price quotes from vendors that are obtained using a variety of mediums such as phone, fax, e-mail, or writing. Results must be documented. The selection of the vendor is primarily based on the lowest cost from a responsible vendor. e. "Inter-local agreements" are the exercise of governmental powers in a joint or cooperative undertaking with another public agency. f. "Life cycle cost" means the total cost of an item to the City over its estimated useful life, including costs of selection, acquisition, operation, maintenance, and where applicable, disposal, as far as these costs can reasonably be determined, minus the salvage value at the end of its estimated useful life. g. “MSRC Small Works and Consultant Roster” is a shared statewide small public works and consultant roster service managed by the Municipal Research and Services Center of Washington used by Washington state local public agencies. The Small Works and Consultant Roster is maintained and operated in full compliance with state laws and purchasing requirements. h. "Purchased services" are services that are purchased by the City for which the contractor receives specific instructions and guidance from the City and does not
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meet the definition of professional services, architectural and engineering services, or public works projects. Examples include machine repair, debt collection services, temporary service agencies, credit card services, equipment service agreements, auctioning services, delivery services, inspections, advertising, etc. i. "On-call contract" means a contract that is awarded with general provisions for the services to be rendered. As services are to be rendered, specific task orders are initiated that are to be completed by the contracting firm. j. “Ordinary maintenance" is work not performed by contract and that is performed on a regularly scheduled basis (e.g., daily, weekly, seasonally, semiannually, but not less frequently than once per year), to service, check, or replace items that are not broken; or work not performed by contract that is not regularly scheduled but is required to maintain an asset so that repair does not become necessary. k. “Prevailing Wage” is defined as the hourly wage, usual benefits and overtime, paid in the largest city in each county, to the majority of workers, laborers, and mechanics. Prevailing wages are established, by the Department of Labor and Industries, for each trade and occupation employed in the performance of public work. They are established separately for each county, and are reflective of local wage conditions. l. "Professional services" are services provided by consultants that provide highly specialized, generally one-time expertise to solve a problem or render professional opinions, judgments or recommendations. The labor and skill involved to perform these types of services are predominately mental or intellectual, rather than physical or manual. Examples include graphics design, advertising, analysis, financial expertise, accounting, artists, attorneys, bond brokers, computer consultants, insurance brokers, economists, planners, real estate services, etc. This term does not include architectural and engineering services. m. “Public work," as defined in RCW 39.04.010, means a complete project, and includes all work, construction, alteration, repair or improvement other than ordinary maintenance, executed at the cost of the City or which is by law a lien or charge on any City property. Public work projects include the related materials, supplies and equipment to complete the project. For purposes of this policy, the term “public work” may include contracts for maintenance of City facilities or real property (i.e. janitorial services). n. "Request for proposals (RFP)" means a process that requests interested firms to submit a statement of their proposal for completing a project. Proposals are then evaluated based on the idea, including originality, suitability, practicality, expertise, etc. Proposals may be selected based on the quality of the proposal, experience, cost, and references. o. "Request for qualifications (RFQ)" means a process that requests interested consultants to submit a letter of interest and a statement of their qualifications. Consultants are evaluated upon their qualifications, expertise, and references. Cost cannot be a consideration until after a consultant has been selected at which point the price may be negotiated. p. "Small works roster" is a roster of qualified contractors maintained for use in a modified formal bid process. When the contract amount for a public works project
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is within the limits set forth by RCW 39.04.155, a city may follow the small works roster process for construction of a public work or improvement as an alternative to formal competitive bid requirements. q. “Small Works Roster Manual for Local Governments” is a manual prepared by the Municipal Research & Service Center of Washington (MRSC) that contains state laws and regulations regarding small works contracting. r. “Sole Source” occurs when competition among potential vendors is not possible for a particular procurement. These situations may occur when; there is clearly and legitimately only one source capable of supplying the subject matter, when there are special market conditions that result in only one source and in the event of an emergency. s. “Vendor list” means the process to award contracts for the purchase of any materials, equipment, supplies or services in lieu of formal sealed bidding pursuant to RCW 39.04.190. D. General provisions. a. Grant funded projects may have additional regulations required for expending federal and state funding. The signature authority as outlined in the Contract Authorization Summary gives authorization to sign state and federal grant documents, the department director and/or finance director have signature authority to sign reimbursement request documents. b. Breaking Down or Splitting Purchases. The breaking down, or splitting, of any purchase or contracts into units of phases for the purpose of avoiding the maximum dollar amount is prohibited. c. It shall be the responsibility of the Central Purchasing Coordinator and City Clerk to ensure MRSC rosters and vendor lists are maintained, paid for and advertised as may be required by state law. d. Amendments and Change Orders. i. Amendments or change orders to contracts, including inter-local agreements, which result in the final contract amount (original contract amount plus all change orders) in excess of purchase limits identified in this policy may be approved: 1. By the City Administrator if the excess is 5% over the purchase limit. 2. By the Mayor if the excess is 10% over the purchase limit. 3. By City Council if the excess is more than 10% over the purchase. ii. Contract amendments that keep the final contract amount within purchase limits may be administratively approved by the Department Director within signing authority. iii. Contract amendments that are strictly a change in contract expiration date may be administratively approved by the Department Director. e. Signature Authority. The Mayor may delegate his/her signature authority to other City employees (City Administrator, Department Director, and Division Manager) as deemed appropriate. Department Directors may delegate their signature authority to other employees within their department.
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E. Purchase of materials, supplies or equipment. a. Purchasing Limitations. Purchase limitations apply to the cost of individual items or the sum of the same items purchased at the same time to fulfill a specific business need, which are not part of a public works project as defined by RCW 39.04.010 and these policies. Cost is inclusive of sales tax, delivery charges and any related miscellaneous charges. Limits shown and processes identified in the Contract Authorization Summary shall be followed when authorizing the acquisition of materials, supplies or equipment. b. Exceptions to Purchasing Limitations (RCW 39.04.280). The Mayor, through a resolution approved by city council, is authorized to sign a contract without obtaining the regularly required competitive quotes or bids under the following conditions: i. Special Market Conditions. When supplies or used equipment is offered at a very favorable price and will be sold before the City will have a chance to complete the bidding process. It is possible to procure obvious bargains through the procurement of surplus or distress material, supplies or equipment without following bidding procedures ii. Auctions. RCW 39.30.045 authorizes the City to acquire supplies, materials, and equipment through an auction conducted by the United States or any agency thereof, an agency of the state of Washington, a municipality or other government agency, or any private party, without quotations or bids, if the items to be purchased can be obtained at a competitive price. iii. Inter-local Joint Purchasing Agreements. Materials, equipment, supplies and services may be purchased under RCW 39.34.080 using joint purchasing agreements with a city, county, state or other public agency where bid requirements of this policy have been followed by the cooperating agency in obtaining bids. Originating agency’s bid process shall be vetted to assure compliance with all applicable laws. iv. Sole Source Procurement. A contract for the purchase of materials, supplies, or equipment may be awarded without complying with the bidding requirements of this policy when the department director determines in writing, subject to council approval through resolution, after conducting a good faith review of available resources, that there is only one source of the required materials, supplies, or equipment. The department director or his/her designee shall conduct negotiations, as appropriate, as to price, terms, and delivery time. Sole source purchases shall be made available for public inspection. v. No Bids or Quotations Received. When no bids or quotations are received in response to an invitation to bid or request for quotations, the department director or his/her designee is authorized to procure the required item through direct negotiations with a vendor or to rebid as the Mayor or designee deems appropriate. vi. Emergency Procurements. Notwithstanding any other provisions of this policy, the Mayor or designated agent may make or authorize others to
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make emergency procurements of materials, supplies, equipment, or services without complying with the requirements of this section when there exists a threat to public health, welfare, or safety or threat to proper performance of essential functions; provided, that such emergency procurements shall be made with such competition as is practicable under the circumstances. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. As soon as practicable, a record of each emergency procurement shall be made and shall set forth the contractor's name, the amount and type of the contract, and listing of the item(s) procured under the contract, which shall be reported to the City Council at the next subsequent meeting. The City must produce a negotiated contract for each emergency purchase within fourteen (14) days of procurement or the work being performed. vii. RCW 39.04.280 allows waiving of competitive bidding for the purchase of insurance and bonds. c. Informal Competitive Quotes - Materials, Supplies or Equipment over $3,000 up to $7,500. i. A City representative shall make an effort to contact at least three vendors. The number of vendors contacted may be reduced if the item being sought is only available from a smaller number of vendors. When fewer than three quotes are requested or if there are fewer than three replies, an explanation shall be placed in the procurement file. ii. Whenever possible, quotes will be solicited on a lump sum or fixed unit price basis. iii. At the time quotes are solicited, the City representative shall not inform a vendor of any other vendor's quote. iv. A written record shall be made by the City representative of each vendor's quote on the materials, supplies, or equipment, and of any conditions imposed on the quote by such vendor. v. All of the quotes shall be collected and presented at the same time to the appropriate designee as appropriate for consideration, determination of the lowest responsible vendor and award of purchase. 1. Whenever there is a reason to believe that the lowest acceptable quote is not the best price obtainable, all quotes may be rejected and the City may obtain new quotes or enter into direct negotiations to achieve the best possible price. In this case, the department shall document, in writing, the basis upon which the determination was made for the award. d. Vendor Lists – Materials, Supplies or Equipment between $7,501 and $15,000 i. The use of vendor lists is authorized by RCW 39.04.190 and whenever possible, requires at least 3 written, informal quotes. ii. Vendor lists must be solicited at least twice per year in a newspaper of general circulation.
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iii. Contracts must be awarded to the lowest responsible bidder. iv. Immediately after the award from a vendor list, all bid quotations must be recorded and made open to public inspection. v. At least every two months, the agency must post a list of contracts awarded using each list, including the date, the name of the contractor, the amount of the contract and a brief description of the items purchased. e. Formal Competitive Bid – Materials, Supplies, or Equipment over $15,000 i. General. Unless otherwise specifically approved by the City Council, all contracts relating to the purchase of materials, equipment, or supplies shall be in accordance with the City budget. ii. Invitation for Bids. An invitation for bids shall be issued which shall include the specifications and the contractual terms and conditions applicable to the procurement. iii. Public Notice. Public notice of the invitation for bids shall be published at least once in a newspaper of general circulation within the City, not less than 13 calendar days prior to the date set forth therein for the opening of bids, unless for good cause shown, the City Council authorizes a different period of time. The public notice shall state the date and time of bid opening. Bids not received by the date and time stated for bid opening will not be accepted or considered. iv. Bid Opening. Bids shall be opened publicly and recorded at the time and place designated in the invitation for bids. v. Withdrawal of Bids - Cancellation of Awards. Bids may be modified or the bid may be withdrawn by written notice received in the office designated in the invitation for bids prior to the time set for opening. After bid opening, withdrawal of bids shall be permitted only to the extent that the bidder can show by clear and convincing evidence presented in a sworn affidavit or declaration submitted no later than 5:00 p.m. on the first business day after bid opening, that a clerical mistake was made and not a mistake in judgment, and the bid price actually intended. All decisions to permit the withdrawal of bids after bid opening, or to cancel awards or contracts based on bid mistakes, shall be made by the Mayor after consulting with legal counsel. vi. Award. The City Council shall award purchases for amounts greater than the limits as identified in the City budget and for purchases not included in the adopted budget. The award of bid shall be made to the lowest responsible bidder whose bid meets the specifications and evaluation criteria set forth in the invitation for bids. The City may reject all bids at its discretion. vii. All vehicles, equipment and unbudgeted purchases of over $7,500 (including tax) will have a completed and approved Capital Outlay Form submitted to the finance department prior to making the purchase. viii. Lowest Responsible Vendor. The following factors, in addition to price, may be taken into account by the City in determining the lowest responsible
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vendor; these criteria shall also apply in selecting products or services either offered with, or associated indirectly with, City programs or facilities: ix. Any preferences provided by law to local products and vendors; x. The ability, capacity, and skill of the vendor to perform the contract; xi. The character, integrity, reputation, judgment, experience, and efficiency of the vendor; xii. Whether the vendor can perform the contract within the time specified; xiii. The quality of performance of previous contracts or services; xiv. The previous and existing compliance by the vendor with laws relating to the contract; xv. Such other information as may be secured having a bearing on the decision to award the contract. xvi. Life Cycle Costing. In considering the purchase of materials, equipment, supplies, whenever there is a reason to believe that applying the "life cycle costing" method of quote evaluation would result in the lowest total cost to the City, first consideration shall be given to purchases with the lowest life cycle cost which complies with the specifications. xvii. Recycled Products. The City shall also seek to maximize purchase of products using recycled materials and products suitable for recycling, unless the purchase will result in an unreasonable increase in price or degradation of quality or performance over comparable products. F. Public works projects. a. Purchasing Procedures. Procedures for any public work or improvement shall be governed by RCW 35.23.352. At such time as the City’s population exceeds twenty thousand, purchases shall be governed by RCW 35.22.620.(RCW 35A.40.210) Cost for a public works project includes all amounts paid for materials, supplies, equipment, and labor on the construction of that project which is inclusive of sales tax, unless exempted by law. b. Purchasing Limitations. The Mayor may authorize the purchase and execution of public works projects equal to or less than the dollar threshold for small works projects as provided under RCW 39.04.155 as amended. c. Competitive Bids. "Craft" or "trade" means a recognized construction trade or occupation for which minimum wage categories are established by the Department of Labor and Industries of the State of Washington in the locality of the City's projects or purchases. i. Projects for single craft or multiple crafts with a reasonably anticipated price equal to or less than the dollar thresholds as provided under RCW 35.23.352, as amended, require a minimum of 2 – 4 written quotes. All purchases require an executed contract. ii. Projects for single craft or multiple crafts with a reasonably anticipated price higher than the dollar thresholds as provided under RCW 35.23.352, as amended, up to the limits set forth by RCW 39.04.155 as amended shall either use the small works roster or a formal competitive bid procurement process. All purchases require an executed contract.
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d. Small Works Roster. There is established for the City of Arlington a small works roster contract award process for accomplishment of public works projects with an estimated value threshold as provided under RCW 39.04.155, as amended. e. Roster List. The City of Arlington shall contract with the Municipal Research and Service Center (MRSC) annually to establish, maintain and manage a current roster of eligible contractors from which the City may solicit bids for work on Small Public Work Projects (Projects $300,00 and under). f. Process. Whenever work that has received City Council approval in the current budget, or otherwise been approved by the City Council, is sought to be accomplished using a small works roster, a City representative shall obtain telephone, written or electronic quotations from contractors on the appropriate small works roster to assure that a competitive price is established and to award contracts to the lowest responsible bidder as follows: i. A contract awarded from a small works roster need not be advertised. Invitations for quotations shall include an estimate of the scope and nature of the work to be performed as well as materials and equipment to be furnished. However, detailed plans and specifications need not be included in the invitation. This paragraph does not eliminate other requirements for architectural or engineering approvals as to quality and compliance with building codes. ii. Quotations shall be invited from all contractors in the appropriate category of the small works roster. As an alternative, quotations may be invited from at least five contractors on the appropriate small works roster who have indicated the capability of performing the kind of work being contracted, in a manner that will equitably distribute the opportunity among the contractors on the appropriate roster. If the estimated cost of the work is $150,000 or more but less than or equal to the dollar threshold for small works projects as provided under RCW 39.04.155, as amended, the City may choose to solicit bids from less than all the appropriate contractors on the appropriate small works roster but must also notify the remaining contractors on the appropriate small works roster that quotations on the work are being sought. The City has the sole option of determining whether this notice to the remaining contractors is made by: 1. Publishing notice in a legal newspaper in general circulation in the area where the work is to be done; 2. Mailing a notice to these contractors; or 3. Sending a notice to these contractors by facsimile or other electronic means. iii. For purposes of this policy, "equitably distribute" means that the City may not favor certain contractors on the appropriate small works roster over other contractors on the appropriate small works roster who perform similar services. At the time bids are solicited, the City representative shall not inform a contractor of the terms or amount of any other contractor's bid for the same project. iv. A written record shall be made by the project manager of each contractor's
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bid on the project and of any conditions imposed on the bid. Immediately after an award is made, the bid quotations obtained shall be recorded, open to public inspection, and available by telephone inquiry. v. At least once every year, the City Clerk or his/her designee shall provide a list of the contracts awarded under this process to the City Council and to the general public. The list shall contain the name of the contractor or vendor awarded the contract, the amount of the contract, a brief description of the type of work performed or items purchased under the contract, and the date it was awarded. The list shall also state the location where the bid quotations for these contracts are available for public inspection. g. Determining Lowest Responsible Bidder. Where bidders have not been prequalified, the City shall award the contract for the public works project to the lowest responsible and qualified bidder; provided, all bids may be rejected and the City may call for new bids. h. Cancellation of Invitations for Quotations or Bids. An invitation for quotations or bids may be canceled at the discretion of the department director. The reasons shall be made part of the contract file. Each invitation for quotations or bids issued by the City shall state that the invitation may be canceled. Notice of cancellation shall be sent to all parties that have been provided with a copy of the invitation. The notice shall identify the invitation for quotations or bids and state briefly the reasons for cancellation. i. Limited Public Works Process. The City may use the limited public works process to award public works projects as provided under RCW 39.04.155, as amended. j. Formal Competitive Bid. For public works not using a small works roster, the formal competitive bid process, as defined by applicable `RCW’s, shall be used. k. Bid Deposit, Performance Bond and Non-collusion Affidavit for Public Works Improvement Projects. Whenever competitive quotes or bids are required, a bidder may be required make a deposit in the form of a certified check or bid bond in an amount equal to not less than five percent of the total bid, which percentage shall be specified in the call for bids. As part of any bid submitted, the bidder shall be required to warrant that the bid is a genuine bid, and that he/she has not entered into collusion with any other bidder or any other person. All public works contractors shall furnish a performance bond in an amount equal to the total amount of the contract and an executed and notarized non-collusion affidavit on a form approved by the City Attorney. In lieu of a performance bond on contracts of $35,000 or less, per RCW 39.08.010, a contractor may choose to have 50 percent of the contract retained for a period of 30 days after the date of final acceptance. G. Contracts and Agreements for Professional Services. a. Purchasing Limitations. Purchase limitations apply to the cost related to the acquisition of services to fill a specific business need. Cost is inclusive of any required sales tax and related expenses. i. All initial agreements with governmental agencies require council approval; annual renewal or extension of existing contracts and agreements require the Mayor's approval.
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b. On-Call Service Contracts. On-call service contracts will be procured with the processes identified in subsection C below. Individual task orders of on-call service contracts shall not exceed $50,000. c. Architectural and Engineering Services Contracts. i. Procedures set forth in Chapter 39.80 RCW shall be followed for contracts for architectural and engineering services, as defined in RCW 39.80.020. ii. Roster. The City of Arlington shall contract with the Municipal Research and Service Center (MRSC) to establish, maintain and manage a current roster of eligible Architectural, Landscape Architectural and Engineering consultants from which the City may solicit bids for contract for providing these services. iii. Contracts Less Than $100,000. Contracts that have an estimated cost of less than $100,000 can be procured using an informal request for qualification process. This process requires the City representative to develop a written scope of the project and any criteria used to select the service provider and then select a qualified contractor from the City's architectural, landscape architectural, and engineering service roster. If the City representative does not choose to use the appropriate roster, then a formal request for qualification process must be followed. iv. Contracts Greater Than $100,000. Contracts that have an estimated cost in excess of $100,000 must use a formal request for qualification (RFQ) process. The development of an RFQ along with the proper public notification shall be made in accordance with procedures adopted by the finance department in the best interest of the City; provided, however, that the Mayor may in the following circumstances waive the RFQ process for contracts greater than $100,000, and allow the acquisition of services from the City's architectural, landscape architectural and engineering services roster: 1. It is deemed in the best interest of the City to expedite the acquisition of services; or 2. It can be demonstrated that there are sufficient consultants on the roster that possess the required qualifications to perform the scope of work; or 3. A consultant on the City's roster has previously provided satisfactory service to the City, has previously provided services related to the specific project, and has the qualifications to perform the scope of work. v. Contract Required. A contract is required to purchase architectural, landscape architectural, and engineering services. d. Professional Services (Services which are not Architectural, Landscape Architectural, and Engineering Services). i. Roster. The City of Arlington shall contract with the Municipal Research and Service Center (MRSC) to establish, maintain and manage a current roster of professional services from which the City may solicit bids for contract for providing these services.
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ii. Contracts Less Than $100,000. Contracts that have an estimated cost of less than $100,000 can be procured using an informal request for proposal process. This process requires the City representative to develop a written scope of the project and any criteria used to select the service provider. The City representative will use this information when selecting the contractor to provide the services. Multiple proposals are optional and at the discretion of the department director. If multiple proposals are used to make a selection, a standard process must be used for obtaining all proposals. iii. Contracts in Excess of $100,000. Contracts that have an estimated cost in excess of $100,000 shall be procured using a formal request for proposal (RFP) process. The development of an RFP along with the proper public notification shall be made in accordance with procedures adopted by the finance department in the best interest of the City. iv. Contract Required. A contract is required to purchase professional and nonprofessional services. H. Sole Source Procurement. A contract for the provision of services may be awarded without complying with the bidding requirements of this policy when the department director determines in writing, subject to Council approval through resolution, after conducting a good faith review of available resources, that there is only one source of the required services. The department director or his/her designee shall conduct negotiations, as appropriate, as to price, terms, and delivery time. Sole source purchases shall be made available for public inspection. I. Interlocal joint purchasing agreements. Cooperative Purchasing. The City may enter into interlocal governmental cooperative purchasing arrangements with other public agencies similarly authorized under RCW 39.34.030 when the best interests of the City of Arlington would be served thereby. Any cooperative purchasing agreement shall set forth fully the purposes, powers, rights, objectives and responsibilities of the contracting parties and shall be governed by the requirements of State law in regard to competitive bidding, when applicable. The competitive bid process of the original jurisdiction shall substitute for Arlington's. All interlocal joint purchasing agreements shall be presented to the City Council for prior approval. Originating agency’s bid process shall be vetted to assure compliance with all applicable RCW’s. J. Real property acquisition. a. Real Property - Mayor's Acquisition Authority. The Mayor or designee is authorized, in the following instances, to accept by gift or acquire dedications, easements, rights- of-way, fee estates or other interests in real property for use by or on behalf of the City or any department of the City: i. Minor Acquisitions. Any such acquisition where the estimated value is less than $10,000. ii. All other real property acquisitions will be submitted to the City Council for
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approval. b. Real Property Mayor's Leasing Authority i. The Mayor or designee is authorized to execute leases of real property on behalf of the City where the term of the lease does not exceed one year and the consideration does not exceed $10,000 per year as budgeted by the City Council. ii. A lease that exceeds the limits stated in subsection (b)(i) of this section, shall be submitted to the council for approval. K. Telecommunications and Data Processing Purchases. RCW 39.04.270 allows local governments to use a competitive negotiation process when purchasing telecommunications and electronic data processing computer equipment or software instead of traditional competitive bidding. This alternative process requires: a. A request for proposals must be published in a newspaper of general circulation at least 13 days before the submission deadline. b. The RFP must identify evaluation factors, including price. c. Reasonable procedures for technical evaluation of the proposal must be used for awarding the contract. d. The contract must be awarded to the qualified bidder whose proposal is most advantageous to the City. e. The agency may reject all proposals for good cause and request new proposals.
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CITY OF ARLINGTON CONTRACT AUTHORIZATION SUMMARY Assumes all expenditures are included in adopted operating and capital improvement budgets. If the expenditure is not adopted in operating and capital improvement budgets, Council authorization of the budget amendment is required prior to contract. Additionally, if contracts/purchases are included in the adopted budget and have been approved through an applicable committee or commission, whose authority has been granted by council through Arlington Municipal Code, those contracts/purchases do not need separate approval by council. Department Directors shall not assign signature authority to other staff.
CONTRACT TYPE DDOLLAR
LIMIT
PROCESS SIGNATURE
AUTHORITY
OTHER
-4 written ond, unless limited small works
Federal
threshold is
Small works roster or competitive bids. - – Mayor - Council
, unless , unless using for >$40,000
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CONTRACT TYPE DOLLAR
LIMIT
PROCESS SIGNATURE
AUTHORITY
OTHER
-4 written
limited small works
Federal
threshold is
$150,000 for
competitive
bids
Small works roster or competitive bids – Council
Federal
Threshold is
$150,000 for
competitive
bids
Competitive bids Council Prevailing wage Insurance
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CONTRACT TYPE DOLLAR
LIMIT
PROCESS SIGNATURE
AUTHORITY
OTHER
- – Mayor
– City - – Mayor ver $100,001 - Council
-
- Council
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CONTRACT TYPE DOLLAR
LIMIT
PROCESS SIGNATURE
AUTHORITY
OTHER
-
-
*All vehicles, equipment and unbudgeted capital purchases over $7,500 require approval of Capital Outlay Request form by Finance Director and Administration Department. All unbudgeted purchases, capital or otherwise, require council approval prior to purchase and/or awarding the contract.
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Cost Allocation
A. The City of Arlington desires to comply with all laws and recommendations in calculating and receiving full cost recovery for services rendered to other funds. B. Cost allocation is a method to identify and distribute indirect costs. Direct costs are costs assignable to a specific objective, whereas indirect costs are costs incurred for multiple cost objectives or not assignable to a specific cost objective without effort disproportionate to the benefit received. C. The Washington State Auditor’s Office prescribes the accounting and reporting of local governments in the State of Washington under the Revised Code of Washington (RCW) Washington State law provides, at RCW 43.09.210. It states in part: Separate accounts shall be kept for each department, public improvement, undertaking, institution, and public service industry under the jurisdiction of every taxing body. All service rendered by, or property transferred from , one department, public improvement, undertaking, institution, or public service industry receiving the same, and no department, public improvement, undertaking institution, or public service industry shall benefit in any financial manner whatever by an appropriation of fund made for the support of another. The RCW does not specifically address how “full value” is to be determined. D. RCW 35A.33.122/35A.34.205/35.33.123 states: Administration, oversight, or supervision of utility – Reimbursement from utility budget authorized. Whenever any code city apportions a percentage of the city manager’s, administrator’s, or supervisor’s time, or the time of other management or general government staff, for administration, oversight, or supervision of a utility operated by the city, or to provide services to the utility, the utility budget may identify such services and budget for reimbursement of the city’s current expense fund for the value of such services. E. The Federal Office of Management and Budget (OMB) Circular A-87 OMB Circular A-87 establishes cost principals for State, local, and Indian Tribal Governments for determining costs for Federal Awards. Item 5 of the Circular states that, “The principals are for determining allowable costs only.” In defining allowable costs, the Circular provides a definition of allocable costs at Attachment A, paragraph C.3.a, “A cost is allocable to a particular cost objective if the goods or services involved at chargeable or assignable to such cost objective in accordance with relative benefits received.” The Circular further outlines costs that are allowable for charging the Federal government and distinguishes those that are specifically excluded from recovery. F. Governmental Accounting Standards Board (GASB) GASB is the independent organization that establishes and improves standards of accounting and financial reporting for U.S. state and local governments. While GASB is
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not a governmental agency and does not have enforcement authority, compliance with GASB is tested by the Washington State Auditor’s Office’s annual audit of the City.
Allocated Costs A. The City’s General Fund provides a variety of central services including but not limited to; legal support, human resources, administrative functions, personnel services, billing (utility and airport), processing accounts payable, budget and cash management, payroll and information technology services. The City allocates these indirect costs as follows: a. Central services will be distributed based on a percentage of total fund expenditures; b. Expenditures will exclude inter-fund transfers to capital improvement and/or reserve funds; c. The previous year’s budgeted expenditures or previous year’s actual expenditures will be used to determine each fund’s percent of the City’s budget and to determine the amount to be budgeted for cost allocation; d. At year end, the budgeted allocation will be reconciled to actual costs and percent allocation; e. The Transportation Benefit District (TBD) Fund is excluded as the TBD is its own entity; f. The Cemetery Endowment Fund is excluded because these funds are held in trust and expenditures from the endowment fund will be captured in the Cemetery Capital Fund. B. It is important to maintain back-up documentation that indicates how each cost allocation is determined and calculated. C. The Airport is also authorized, through a Memo of Understanding with the Federal Aviation Administration, to provide monetary support for Police and Fire/EMS services to the Airport. This is accomplished through a survey of Police hours spent patrolling on and around the Airport property. A new survey is to be completed within a two year period following the last survey.
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Debt Management Policy
A. The objectives of the City’s Debt Management Policy will be: a. To reduce the use of debt so that debt service payments will be a predictable and manageable part of the operating budget. b. To raise capital at the lowest cost, consistent with the need to borrow. This will be accomplished by: i. Keeping a high credit rating (while making attempts to strengthen credit rating) ii. Maintaining a good reputation in the credit markets by adjusting the capital program for regular entry to the bond market and managing the annual budget responsibly. B. Professional service providers (underwriters, financial advisors, bond insurer’s, etc.) may be selected through negotiation, RFQ process or City’s procurement policies. C. Debt issues will be sold on competitive basis (except when conditions make a negotiated sale preferable) and awarded to the bidder who produces the lowest interest cost. Revenue bonds can be issued through a negotiated sale when the issue is unusually large, the project is speculative or complex, the issue is a refunding, or the market is unstable. D. The term of long-term debt issued will not exceed the life of the projects financed. Current operations will not be financed with long-term debt. E. Short-term borrowing will not be used for operating purposes. F. The City will comply with its obligation to inform the Municipal Securities Rulemaking Board through the EMMA website (Electronic Municipal Market Access) any and all continuing disclosure documents and annual financial statements. This site is used by the ratings agencies and investors. The City’s annual audited financial report will be sent to EMMA as soon as the State Auditor’s Office issues the report. G. The City shall strive to maintain favorable current credit ratings. H. The City will comply with all statutory debt limitations imposed by the Revised Code of Washington (RCW). The City of Arlington debt will not exceed an aggregated total of 7.5% of the assessed valuation of the taxable property within the City. Compliance with state law and this policy shall be documented each year. The following individual percentages (as defined in state law) shall not be exceeded in any specific debt category: General Debt 2.5% of assessed valuation Utility Debt 2.5% of assessed valuation
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Open Space and Park facilities 2.5% of assessed valuation I. No debt shall be issued for which the City is not confident that a sufficient, specifically identified revenue source is available for repayment. The Finance Director shall prepare an analytical review for this purpose prior to the issuance of any debt. J. It shall be the policy of the City to limit bonded indebtedness to levels that permit sufficient borrowing to support a reasonable rate of capital programming, permit a level and pace of debt amortization within the City’s ability to pay, and support the City’s credit rating objectives. It shall further be the policy of the City not to exceed 75% of City’s LTGO debt limit, unless approved by the City Council. K. Credit enhancements shall be considered with a cost/benefit analysis for each long-term bond issue. L. Reserve accounts shall be maintained as required by bond ordinances and where deemed advisable by the City Council. The city shall structure such debt service reserves so that they do not violate IRS arbitrage regulations. M. The City will maintain debt service coverage ratios as required for any bond issues. N. Interfund borrowing may be used where such borrowing is effective. Interfund borrowing will be approved and authorized by the City Council.
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Investment Policy
A. Policy. It is the policy of the City of Arlington to invest its public funds in a manner which will provide the highest investment return consistent with a high degree of security while meeting the daily cash flow demands of the City and conforming to all state statutes and local ordinances governing the investment of public funds. Cash may, at the discretion of the Finance Director be invested separately by fund or be co-mingled into a common investment portfolio and earnings from such portfolio distributed at least quarterly. The Finance Director is authorized to manage the investments described herein. B. Scope. This investment policy applies to all financial assets of the City except: for assets held in escrow and retirement funds managed by others such as state. City financial assets are accounted for in the City's Annual Financial Report and include: a. Funds i. General Fund ii. Special Revenue Funds iii. Debt Service Funds iv. Capital Project Funds v. Enterprise Funds vi. Internal Service Funds vii. Trust Funds and Agency Funds C. Prudence. The investments shall be made with judgment and care – under circumstances then prevailing - which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. D. Objective. Funds of the City will be invested in accordance with the Revised Code of Washington (RCW) 35A.40.050, the BARS manual and these policies. The primary objectives, in order of priority, of the City's investment activities shall be as follows: a. Legality: The City's investments will be in compliance with all statutes governing the investment of public funds and the provisions of all applicable bond ordinances. b. Safety: Investments of the City shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. To attain this objective, diversification is required in order that potential losses on individual securities do not exceed the income generated from the remainder of the portfolio. c. Liquidity: The City's investment portfolio will remain sufficiently liquid to enable the City to meet all operating requirements, which might be reasonably anticipated. The Finance Director shall maintain adequate liquidity by maintaining a minimum balance in the LGIP. d. Return on Investment: The City's investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and
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economic cycles, taking into account the City's investment risk constraints and the cash flow characteristics of the portfolio. e. Local Institutions: Local Institutions shall be given preference when they are, in the judgment of the Finance Director, competitive with other institutions. E. The Finance Director’s investment actions shall be governed by this policy. F. The Finance Director shall be responsible for all transactions undertaken and shall establish a system of controls to regulate all investment activities, and report promptly to the Council any adverse development with any investment. G. Ethics and Conflicts of Interest. a. The Finance Officer shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. The Finance Officer shall disclose to the Mayor and the Council any material financial interests in financial institutions that conduct business with the City, and she/he shall further disclose any personal financial/investment positions that could be related to the performance of the City's portfolio. b. The City’s Finance Officer shall subordinate their personal investment transactions to those of the City, particularly with regard to the time of purchases and sales. H. Authorized Financial Dealers and Institutions. a. The Finance Director will maintain a list of financial institutions authorized to provide investment services to the City of Arlington. In addition, a list will also be maintained of approved security broker/dealers selected by credit worthiness, who maintain an office in the State of Washington. These may include "primary" dealers or regional dealers that qualify under US Securities and Exchange Commission Rule 15c3-1 (uniform net capital rule). No public deposit shall be made except in a qualified public depository as established by State laws. b. At the request of the City, financial institutions, brokers and dealers performing investment services for the City shall provide their most recent financial statements or Consolidated Report of Condition (“call report”) for review. I. Authorized and Suitable Investments. The City may invest in any of the securities identified as eligible investments as defined by RCW 35A.40.050. In general, these consist of: a. Investment deposits (certificates of deposits) with qualified public depositories as defined in Chapter 39.58 RCW. b. Certificates, notes or bonds of the United States, or other obligations of the United States or its agencies, or of any corporation wholly owned by the government of the United States whose securities carry full faith and credit guarantees.
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c. Obligations of government-sponsored corporations which are eligible as collateral for advances to member banks as determined by the Board of Governors of the Federal Reserve System. These include but are not limited to, Federal Home Loan Bank notes and bonds, Federal Farm Credit Bank consolidated notes and bonds, and Federal National Mortgage Association notes. d. Prime bankers' acceptances purchased on the secondary market. Repurchase agreements for securities listed above. e. The Washington Local Government Investment Pool (LGIP). J. Collateralization. a. Collateralization will be required on all repurchase agreements so as to anticipate market changes and provide a level of security for all funds, the collateralization level will be 102% of market value of principal and accrued interest. b. The City chooses to limit collateral to the obligations of the United States Government and its agencies. c. Collateral will always be held by an independent third party with whom the entity has a current custodial agreement (except certificates of deposits). A clearly marked evidence of ownership (safekeeping receipt) must be supplied to the entity and retained. d. Certificates of deposit are delivered to and held by the Finance Director until they mature. K. Safekeeping and Custody. a. All investment securities purchased by the City, including collateral on repurchase agreements, shall be held by the City or in safekeeping by the City's custodian bank or a third party bank trust department, acting as agent for the City under the terms of a custody or trustee agreement executed by the bank and by the City. The primary agent shall issue a safekeeping receipt to the City listing the specific instrument, rate, maturity, and other pertinent information. b. All securities transactions, including collateral for repurchase agreements entered into by the City shall be conducted on a delivery-versus-payment (DVP) basis. Securities will be held by a third party custodian designated by the City Finance Director and evidenced by safekeeping receipts. L. Diversification. The City will diversify its investments by security type and issuer. With the exception of US Treasury and Agencies of the United States government, and the Washington State Local Government Investment Pool, no more than 50% of the City's total investment portfolio will be invested in a single security and no more than 25% will be invested with a single issuer. M. Maximum Maturities. a. To the extent possible, the City will attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the
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City will not directly invest in securities maturing more than five (5) years from the date of purchase. The average maturity will be consistent with the liquidity objective. However, the City may collateralize its repurchase agreements using longer-dated investments not to exceed 10 years. b. The City’s reserve funds may be invested in securities not to exceed (10) years if the maturity of such investments is made to coincide as nearly as possible with the expected use of funds. c. The purpose of permitting a portion of the investments to have longer maturities is to recognize that funds may yield higher yields when invested for longer periods of time. N. Internal Controls. The Finance Director shall establish a system of internal controls, which shall be reviewed annually by an external auditor. This review will provide internal control by assuring compliance with policies and procedures. O. Performance Standards. The City's investment portfolio will be designed to obtain a market average rate of return during budgetary and economic cycles, taking into account the City's investment risk constraints and cash flow needs. P. Investment Strategy. The City’s investment strategy is active. As a result, securities are purchased and sold as it best meets the needs of the City as determined by the Finance Director. The Finance Director will be authorized to trade before maturity if it is in the best interest of the City to do so. Q. Reporting. The Finance Director will determine what investment information will be included in the monthly financial report.
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GLOSSARY
Accrued Interest: The interest accumulated on a bond since its dated date or the most recent date to which interest has been paid by the City. The buyer of the bond pays the market price and accrued interest, which is payable to the seller.
Agencies: Federal agency securities.
Asked: The price at which securities are offered.
Bankers' Acceptance (BA): A draft or bill or exchange accepted by a bank or trust company. The accepting institution guarantees payment of the bill, as well as the issuer.
Bond: A long-term debt security (IOU) issued by a government or corporation. Generally pays a stated fixed rate of interest, and returns the face value at maturity.
Book Value: The amount at which an asset is carried on the books of the owner. The book value of an asset does not necessarily have a significant relationship to market value.
Broker: A middleman who brings buyers and sellers together for a commission paid by the initiator of the transaction or by both sides; they do not position. In the money market, brokers are active in markets in which banks buy and sell money and in interdealer markets.
Call Option: The right to prepay or redeem a security at a predetermined price on or after a specified future date that is earlier than its scheduled maturity date.
Certificate of Deposit (CD): A time deposit with a specific maturity earning a specified rate of return evidenced by a certificate. Certificates of Deposit bear rates of interest in line with money market rates current at the time of issuance.
Collateral: Securities, evidence of deposit or other property which a borrower pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of public monies.
Confirmation: A document used to state and supplement in writing the terms of a transaction which have previously been agreed to verbally.
Coupon: (a) The annual rate of interest that a bond's issuer promises to pay the bondholder on the bond's face value. (b) A certificate attached to a bond evidencing interest due on a payment date (not used since 1982).
CUSIP Number (COMMITTEE OR UNIFORM SECURITIES IDENTIFICATION PROCEDURES): An identifying number assigned to a publicly traded security. A nine-digit code is permanently assigned to each issue and is generally printed on face of the security if it is in physical form.
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Dealer: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and selling for his or her own account.
Delivery versus Payment: There are two methods of delivery of securities: delivery versus payment and delivery versus receipt (also called free). Delivery versus payment is delivery of securities simultaneously with an exchange of money for the securities. Delivery versus receipt is delivery of securities simultaneously with an exchange of a signed receipt for the securities.
Discount: There is "original issue discount" and "market discount." Original issue discount is the difference between the cost1price of a security when first offered for sale to the general public and its face value at maturity when quoted at lower than face value. Original issue discount is treated as interest. Market discount is the difference between principal amount of an outstanding security (reduced by any original issue discount) and the value of that security in the then-current market (if lower than its principal amount). If a security is bought at a market discount and later sold at a gain, the gain is taxable income.
Diversification: Dividing investment funds among a variety of securities offering independent returns.
Farm Credit Discount Notes and Bonds: Secured joint obligations of Farm Credit Banks that are issued with a minimum face value of $50,000 with maturities ranging from 5 to 360 days.
Federal Credit Agencies: Agencies of the Federal Government set up to supply credit to various classes of institutions and individuals, e.g., S&L's, small business firms, students, farmers, farm cooperatives, and exporters.
Federal Funds Rate: The rate of interest at which Federal funds are traded between banks. This rate is currently pegged by the Federal Reserve through open market operations.
Federal Home Loan Banks (FHLB): The institutions that regulate and lend to savings and loan associations. The Federal Home Loan Banks play a role analogous to that played by the Federal Reserve Banks vis-à-vis member commercial banks.
Federal National Mortgage Association (FNMA): FNMA, like GNMA was chartered under the Federal National Mortgage Association Act in 1938. FNMA is the corporation's purchases include a variety of adjustable mortgages and second loans in addition to fixed-rate mortgages FNMA's securities are also highly liquid and are widely accepted. FNMA assumes and guarantees that all security holders will receive timely payment of principal and interest.
Liquidity: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value.
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Local Government Investment Pool (LGIP): The aggregate of all funds from political subdivisions that are placed in the custody of the State Treasurer for investment and reinvestment.
Market Value: The price at which a security is trading and could presumably be purchased or sold.
Master Repurchase Agreement: A written contract covering all future transactions between the parties to repurchase -- reverse purchase agreements that establishes each party's rights in the transactions. A master agreement will often specify, among other things the right of the buyer-lender to liquidate the underlying securities in the event of default by the seller-borrower.
Maturity: The date upon which the principal or stated value of an investment becomes due and payable.
Portfolio: A collection of securities held by an investor.
Primary Dealer: A group of government securities dealers that submit daily reports of market activity and positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal oversight. Primary dealers include Securities and Exchange Commission (SEC) registered securities broker-dealers, banks, and a few unregulated firms.
Principal: The stated face amount of an instrument, exclusive of accrued interest.
Prudent Person Rule: An investment standard. In some states the law requires that a fiduciary such as a trustee may invest money only in a list of securities selected by the state-the-so-called legal list. In other states the trustee may invest in a security if it is one which would be bought by a product person of discretion and intelligence who is seeking a reasonable income and preservation of capital.
Qualified Public Depositories: A financial institution which does not claim exemption from the payment of any sales or compensating use or ad valorem taxes under the laws of this state, which has segregated for the benefit of the Public Deposit Protection Commission eligible collateral having a value of not less than its maximum liability and which has been approved by the Public Deposit Protection Commission to hold public deposits.
Repurchase Agreement (RP or REPO): A holder of securities sells these securities to an investor with an agreement to repurchase them at a fixed price on a fixed date. The security "buyer" in effect lends the "seller" money for the period of the agreement, and the terms of the agreement are structured to compensate him for this. Dealers use RP extensively to finance their positions. Exception: When the Fed is said to be doing RP, it is lending money, that is, increasing bank reserves.
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Safekeeping: A service to customers rendered by banks for a fee whereby securities and valuables of all types and descriptions are held in the bank's vaults for protection.
Securities and Exchange Commission (SEC): Agency created by congress to protect investors in securities transactions by administering securities legislation.
SEC Rule 15c3-1: SEC uniform net capital rule requiring brokers and dealers to maintain certain amounts of net capital.
Treasury Bills: A non-interest bearing discount security issued by the US Treasury to finance the national debt. Most bills are issued to mature in three months, six months or one year.
Treasury Bonds: Long-term US Treasury securities having initial maturities of more than ten years.
Treasury Notes: Intermediate term coupon bearing U.S. Treasury securities having initial maturities of from one to ten years.
Uniform Net Capital Rule: Securities and Exchange Commission requirement that member firms as well as nonmember broker-dealers in securities maintain a maximum ratio of indebtedness to liquid capital of 15 to 1; also called net capital rule and net capital ratio. Indebtedness covers all money owed to a firm, including margin loans and commitments to purchase securities, one reason new public issues are spread among members of underwriting syndicates. Liquid capital includes cash and assets easily converted into cash.
Yield: The rate of annual income return on an investment expressed as a percentage. Income Yield is obtained by dividing the current dollar income by the current market price for the security. Net Yield or Yield to Maturity is the current income Yield minus any premium above par or plus any discount in purchase price, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond.
City of Arlington Council Agenda Bill Item: CA #4 Attachment D COUNCIL MEETING DATE: May 20, 2019 SUBJECT: Approve an Ordinance Amending Arlington Municipal Code Section 3.90.010 Pertaining to Interfund Loans ATTACHMENTS: An Ordinance of the City of Arlington, Washington, Amending Arlington Municipal Code Section 3.90.010 Pertaining to Interfund Loans – redlined version An Ordinance of the City of Arlington, Washington, Amending Arlington Municipal Code Section 3.90.010 Pertaining to Interfund Loans – clean version DEPARTMENT OF ORIGIN Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: Based on guidance from the State Auditor, staff is proposing an update to the interfund loan ordinance. The language change states that all interfund loans must be authorized by city council through adoption of a resolution and removal of language that a resolution is required for loans exceeding six
I move to approve the ordinance amending Arlington Municipal Code Section 3.90.010 pertaining to interfund loans, and authorize the Mayor to sign the ordinance.
ORDINANCE NO. 2019-XXX 1
ORDINANCE NO. 2019—XXX
AN ORDINANCE OF THE CITY OF ARLINGTON, WASHINGTON, AMENDING
ARLINGTON MUNICIPAL CODE SECTION 3.90.010 PERTAINING TO INTERFUND LOANS
WHEREAS the City of Arlington has authorized interfund loans under certain
circumstances and conditions; and
WHEREAS, the City Council wishes to clarify certain processes relating to interfund loans
to limit their potential duration and to require passage of a resolution;
NOW, THEREFORE, the City Council of the City of Arlington does hereby ordain as follows:
Section 1. Arlington Municipal Code section 3.90.010 shall be and hereby is amended
to read as follows:
3.90.010 - Interfund loans authorized.
The finance director is hereby authorized to administer an interfund loan
program. The finance director shall make interfund loans as needed to keep the
funds of the city solvent. All interfund loans must be authorized by a resolution
approved by the City Council. In conjunction with interfund loans, the finance
director shall prepare a planned schedule of repayment of the loan principal plus
applicable interest. The monthly interest rate will be the same monthly rate of
interest paid by the Washington State Local Government Investment Pool where
the city has an account for short term interest earnings. Interfund loans shall not
exceed six months unless prior approval is obtained from the city council or a
separate resolution is passed. The borrowing fund should be in a position over the
period of the loan to repay the entire loan and interest.
Section 2. Severability. If any provision, section, or part of this ordinance shall be
adjudged to be invalid or unconstitutional, such adjudication shall not affect the validity of the
ordinance as a whole or any section, provision or part thereof not adjudged invalid or
unconstitutional.
Section 3. Effective Date. This ordinance or a summary thereof consisting of the title
shall be published in the official newspaper of the City, and shall take effect and be in full force
five (5) days after publication.
ORDINANCE NO. 2019-XXX 2
PASSED BY the City Council and APPROVED by the Mayor this 20th day of May, 2019.
CITY OF ARLINGTON
______________________________
Barbara Tolbert, Mayor
Attest:
______________________________
Erin Keator, City Clerk
Approved as to form:
______________________________
Steven J. Peiffle
City Attorney
ORDINANCE NO. 2019-XXX 1
ORDINANCE NO. 2019--XXX
AN ORDINANCE OF THE CITY OF ARLINGTON, WASHINGTON, AMENDING
ARLINGTON MUNICIPAL CODE SECTION 3.90.010 PERTAINING TO INTERFUND LOANS
WHEREAS the City of Arlington has authorized interfund loans under certain
circumstances and conditions; and
WHEREAS, the City Council wishes to clarify certain processes relating to interfund loans
to limit their potential duration and to require passage of a resolution;
NOW, THEREFORE, the City Council of the City of Arlington does hereby ordain as follows:
Section 1. Arlington Municipal Code section 3.90.010 shall be and hereby is amended
to read as follows:
3.90.010 - Interfund loans authorized.
The finance director is hereby authorized to administer an interfund loan
program. The finance director shall make interfund loans as needed to keep the
funds of the city solvent. All interfund loans must be authorized by a resolution
approved by the City Council. In conjunction with interfund loans, the finance
director shall prepare a planned schedule of repayment of the loan principal plus
applicable interest. The monthly interest rate will be the same monthly rate of
interest paid by the Washington State Local Government Investment Pool where
the city has an account for short term interest earnings. The borrowing fund
should be in a position over the period of the loan to repay the entire loan and
interest.
Section 2. Severability. If any provision, section, or part of this ordinance shall be
adjudged to be invalid or unconstitutional, such adjudication shall not affect the validity of the
ordinance as a whole or any section, provision or part thereof not adjudged invalid or
unconstitutional.
Section 3. Effective Date. This ordinance or a summary thereof consisting of the title
shall be published in the official newspaper of the City, and shall take effect and be in full force
five (5) days after publication.
ORDINANCE NO. 2019-XXX 2
PASSED BY the City Council and APPROVED by the Mayor this 20th day of May, 2019.
CITY OF ARLINGTON
______________________________
Barbara Tolbert, Mayor
Attest:
______________________________
Erin Keator, City Clerk
Approved as to form:
______________________________
Steven J. Peiffle
City Attorney
City of Arlington Council Agenda Bill Item: CA #5 Attachment E COUNCIL MEETING DATE: May 20, 2019 SUBJECT: Award of 204th Roundabout Design Contract to Perteet, Inc. ATTACHMENTS: Perteet, Inc. Scope of Work and Fee for Design of the 204 th Roundabout DEPARTMENT OF ORIGIN Public Works; Jim Kelly, Director (360) 403-3505 EXPENDITURES REQUESTED: $292,775.00 BUDGET CATEGORY: Transportation Improvement Fund / TIB Grant BUDGETED AMOUNT: $300,000 (2019), $2,250,000 (2020) LEGAL REVIEW: DESCRIPTION: Recommendation to contract with Perteet, Inc. for Design and Engineering Services for the 204th Street Roundabout project. HISTORY: The City of Arlington applied for, and received, a grant from the Transportation Improvement Board (TIB) to fund design, ROW procurement and construction of a roundabout at the intersection of 204thSt. and 77th Ave. Staff issued a Request for Proposal (RFP) in March 2019 to five qualified firms on the MRSC Consultant Roster. Two RFP’s were received in response and staff has reviewed the qualifications of
City of Arlington Council Agenda Bill Item: NB #1 Attachment F
COUNCIL MEETING DATE: May 20, 2019 SUBJECT: Concession License for Haller Park ATTACHMENTS: Two Proposals, Requests for Proposal for Concession License for Haller Park, Draft Agreement DEPARTMENT OF ORIGIN Administration; Sarah Lopez, Community Revitalization Manager 360-403-3448 EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A BUDGETED AMOUNT: 0 LEGAL REVIEW: DESCRIPTION: The City received two proposals for a concession license for Haller Park: 1. Arlington Grocery Outlet, owner Mike Simpson 2. Blues Brew, owner Stacy Bautista
MMAC
8019 73rd Dr NE
Marysville, WA 98270
425-740-4776
arlington@groceryoutlet.com
Haller Park/Splash Pad Concession Stand Proposal
With the projected opening of the Splash Pad at Haller Park in late May to June of 2019, we feel we are ideally placed
to effectively and conveniently operate a small concession stand. We have operated Grocery Outlet for over 3 years,
and we consistently provide quality products and customer service to our 1000+ customers daily and manage a staff
of 30+ employees. While we would operate under another business entity MMAC, our background and experience
would help us provide consistent staffing, inventory management, appropriate licensing, and the expertise to open
and operate on a daily basis during the peak season. We plan to provide the following items:
-Cold Drinks -Ice Cream -Pizza/Hot Dogs -Candy Bars/Snacks -River Tubes -Sunscreen
This would be a trial season, allowing us to gauge demand, staffing needs, and overall feasibility. If successful, we
would expand our offerings, potentially with sandwiches and other ready to eat items that would appeal to our
demographic. Pricing would be consistent with other similar concession operations.
A few key elements of the contract agreement would be as follows:
• Rental fees - 10% of gross monthly sales to the City for rental, 10% of gross sales donated to the Arlington
Community Food Bank. Example, $5000 in gross sales for June would be $500 to the City and $500 to the Food
Bank. This will be payable by the 15th of the following month, allowing us to reconcile our books and provide a
sales summary for verification. Committing to the food bank will be a key selling point, and will be advertised
at the stand.
• We commit to assisting and accommodating non-profit groups for fundraisers, ensuring they have appropriate
access for their needs, including the 4th of July pancake breakfast.
• We will provide signage, all necessary hardware for sales and operation, as well as all applicable licensing and
insurance.
• We would need access to water, power, and a 3 basin sink to adhere to food safety guidelines. We will
provide additional prep tables, coolers, food warmers, and point of sale system.
• Season operating schedule would be as follows:
o Open June 1 (or sooner) to Mid-October (weather and need dependent)
o Our initial hours would be 11am to 5pm, 7 days a week (weather dependent) and we would evaluate
need beyond that. We are willing to open as early as 8am and stay open until 8pm if there is a
demand.
We believe this concession stand will be a great addition to the new splash pad and to the park itself. Our experience
with opening, growing and managing a successful retail operations makes us the perfect fit. Thank you for the
opportunity to apply, and we look forward to hearing back from the City soon. Please email or call if you have any
questions.
Regards,
Mike Simpson
Owner/Operator
Proposal #2
Blues Brew Bluesbrew@outlook.com
Wed 5/1/2019 12:33 PM
Hi, my name is Stacy Bautista, and I recently just bought an espresso stand here in Arlington. I own Blues
Brew, it is located on 67th Ave in the 76 parking lot, this stand that I own was previously a bikini stand,
but I converted it to a family friendly stand, so I have been working on gaining customers since I am new
and since I got rid of the past reputation. This would be a great opportunity for me because I would love
to be more involved into the Arlington Community. As a first time business owner this would be a very
exciting opportunity to me and I hope you will take the time to consider me. If you have any questions
my phone number is 425-210-5424, my personal email is stacybautista@outlook.com, and my stand is
located at 21010 67th Ave Ne Arlington Wa 98223.
Thank you
Schedule A
MERCHANDISE
We currently have a new family friendly espresso stand “Blues Brew” in Arlington, so I would also make
this an espresso stand if presented with this opportunity. I would sell Red Bull’s, coffee, lotus energy
drinks, milkshakes, Italian sodas, and snacks such as muffins and cookies, and at a lower price than my
espresso stand, and I would have specials on drinks, and snacks, to make them affordable for everyone.
Since my stand is new in Arlington this would be ideal so I can grow my customer base and be able to
participate more in Arlington, which is what I have been trying to do.
HOURS OF OPERATION
I would be open the same hours as the park is open, so 6 am to 7 pm.
City of Arlington
Request for Proposal
FOR
Concession License for
Recreation Services and/or Food Services
Haller Park and Legion Park
Issue Date March 27, 2019
Due Date: May 1, 2019
City of Arlington
238 North Olympic Ave
Arlington, WA 98223
Phone: 360-403-3448
2
REQUEST FOR PROPOSALS
Notice is hereby given that proposals will be received by the City of Arlington, Washington, for:
Concession License for Recreation and/or Food Services at Haller Park and Legion Park.
File with Community Revitalization Project Manager, Administration Department,
City Hall, 238 N Olympic Ave., Arlington, WA 98223
Proposals received later than 2:00 p.m. on May 1, 2019 will not be considered.
A copy of this Request for Proposal (RFP) may be obtained from City’s web site at
http://www.arlingtonwa.gov/ . Click on the “Doing Business” tab at the top of the page and
then click on the “RFP/RFQ/Bid Requests” link.
The City of Arlington reserves the right to reject any and all proposals, and to waive
irregularities and informalities in the submittal and evaluation process. This RFP does not
obligate the City to pay any costs incurred by respondents in the preparation and submission of
a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any
expressed or implied services.
A Service Provider response that indicates that any of the requested information in this RFP will
only be provided if and when the Service Provider is selected as the apparently successful
Service Provider is not acceptable, and, at the City’s sole discretion, may disqualify the proposal
from consideration.
The City of Arlington assures that no person shall, on the grounds of race, color, national origin,
or sex be excluded from participation in, be denied the benefits of, or be otherwise subjected
to discrimination under any program or activity. The City of Arlington further assures that every
effort will be made to ensure non-discrimination in all of its programs and activities.
In addition to nondiscrimination compliance requirements, the Service Provider(s) ultimately
awarded a contract shall comply with federal, state and local laws, statutes and ordinances
relative to the execution of the work. This requirement includes, but is not limited to,
protection of public and employee safety and health; environmental protection; waste
reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar
subjects.
3
Background Information
The City of Arlington is located in northern Snohomish County. It is a rural city, north of Everett
and Marysville and south of Mount Vernon. The City is near several major transportation routes
including Interstate 5, State Route 530 and State Route 9. These routes connect the City
economically and socially to the greater Seattle area. The current estimated population is
19,300.
1. Haller Park: Address is 1100 West Avenue, Arlington. Haller Park is a community park
located on the Stillaguamish River. It is approximately 3.6 acres. The park has a new
splash pad that will open in May of 2019. There is also play equipment, river and trail
access, and a restroom facility. The park is not staffed. The maintenance crew visits the
park daily to clean, pick up trash, and perform inspections. The restroom facility has a
concession area in the interior of the building.
a. Concession Area: The concession area is approximately 301 square feet, 8ft 9in
by 16ft 4 inches.
2. The “Depot” Visitor Center: Address of facility is 104 N Olympic Avenue. The Depot is
located at the edge of Legion Park next to the public parking lot and adjacent to the
Centennial Trail. The park is not staffed. The maintenance crew visits the park and
restrooms daily to clean, pick up trash, and perform inspections. The Depot building
includes two separate restroom areas and a main area that may be used for
concessions. The lobby area will include visitor information brochures as part of the
agreement.
a. The concession area is approximately 272 square feet, 8ft wide by 28ft plus 4ft
by 12ft tip-out. Lobby area is approximately 8ft by 17ft (136 square feet).
Purpose
This REQUEST FOR PROPOSAL (RFP) represents a publicly advertised and competitively awarded
solicitation by the City of Arlington for seasonal recreation services and/or food services within
Haller Park and at the Depot Visitor Center.
The City is seeking, and will select a Licensee that best demonstrate the ability to provide
innovative, affordable and reliable products and services to park patrons. Applicants are
encouraged to offer products and services that would be complementary to existing visitors,
but the City also encourages applicants to propose new and unique offerings that would
enhance visitor’s experience.
Performance Schedule
Concession Agreement award will be for 2019 season , with an option by the City to extend the
agreement with the Licensee on an annual basis for a potential total of two additional years
(through 2021). The City reserves the right to approve or disapprove any proposed business
activity. The City of Arlington will not be liable for any expense or cost associated with the
preparation and/or submittal of a Vendor’s response to this RFP.
4
If you are awarded a License Agreement, license rights may NOT be sold, transferred or given to
anyone else without full disclosure to the City of Arlington and without obtaining prior written
permission from the City of Arlington Community Revitalization Project Manager or their
designee. You must operate the license awarded to you.
Scope of Work
Haller Park:
1. Dates: possible as early as May 25 through as late as October 31.
2. A License Agreement provides the on-site vendor the right to be included in Special
events held at Haller Park
3. Special events may bring in outside mobile vendors
4. The Concession stand must be made available for July 4th Community Pancake
Breakfast.
Depot Visitor Center:
1. Dates: possible year-around
2. Special events at Legion Park and Legion Parking lot may bring in outside mobile
vendors
3. As part of the contract, vendor will provide minimum visitor information services to
the public who visit facility, including handing out brochures and answering
questions.
Contract Requirements and Fees
If your proposal is accepted, the following fees and requirements will be due upon award, prior
to issuance of your License agreement:
1. City of Arlington Business License: The Licensee/contractor shall obtain and maintain for
the duration of the agreement, a City of Arlington Business License.
2. Insurance Coverage and Proof of Policy
a. The Licensee/contractor shall obtain and maintain for the duration of the
agreement, policies of commercial general liability insurance with combined
single limits of not less than $1,000,000 per occurrence, $2,000,000 general
aggregate with an insurer having no less than a Best’s rating of A VII and
authorized to do business in the State of Washington.
b. If Licensee is offering water based activities (paddleboard rentals, tube rentals,
etc.), then the Licensee/contractor shall obtain and maintain for the duration of
the agreement, policies of comprehensive general liability insurance with
combined single limits of not less than $1,000,000 per occurrence, $3,000,000
general aggregate with an insurer having no less than a Best’s rating of A VII and
authorized to do business in the State of Washington.
c. A $2,000,000 products/completed operations aggregate is also required for
contractors that prepare food.
d. The insurance policy shall be written on an occurrence basis.
5
e. The City of Arlington shall be named as Additional Insured and a copy of the
Additional Insured Endorsement naming the City as Additional Insured shall be
attached to the Certificate of Insurance.
f. The Certificate of Insurance and Additional Insured Endorsement shall be filed
with the City a minimum of two weeks prior to the contractor providing services.
3. Health Permit
a. It will be the contractor’s responsibility to contact, arrange and comply with
specific Snohomish Health District requirements for proposed concession site(s).
A copy of a current Snohomish Health District permit must be provided a
minimum of two weeks prior to opening. It is the responsibility of the Vendor to
verify adequate water, restroom and electrical service is accessible to support
the equipment they intend to operate at a particular location. Any modifications
or improvements to concession area(s) shall be at the sole expense of the
successful vendor and will require advance written approval from the City of
Arlington
4. Contract Agreement (Not Lease)
a. The contractor understands and agrees City of Arlington will only grant Licenses
by contract and not by lease. License Agreement(s) will only confer permission to
occupy and use the premises described for concession purposes. A successful
contractor’s expenditure of capital and/or labor in the course of use and
occupancy will not confer any interest or estate in the premises by virtue of said
use, occupancy and / or expenditure of money thereon. City of Arlington will
only grant successful contractors an individual, revocable and non-transferable
privilege of use in the premises for the License granted. A sample, “Agreement
for License” is included for review; it will provide the basis for the contract
ultimately entered into with the successful proposer.
Minimum Submittal Requirements
Proposals should be prepared simply, providing straight forward, concise descriptions of the
applicant’s capabilities to satisfy the requirements of the request.
Proposals must include the following:
1. A description of the proposed equipment to be used for operation;
2. A complete list and description of all product(s) and services you intend to offer;
3. Visual aids/pictures describing business operations, mobile cart and service equipment;
4. Detailed information on the prices proposed for each service or product and any
variation for non-routine services inclusive of Washington State sales tax and any other
applicable governmental charges;
5. Season opening and closing dates;
6. Days and hours of operation;
7. A brief overview of bidders’ professional history that conveys their expertise and
experience with the activity or service proposed;
6
8. A minimum of three references each for the following categories: business operations;
financial stability; and customer satisfaction;
9. A statement outlining proposed compensation to the City of Arlington and how the
payment schedule will be structured, and the company’s documentation and reporting
process for revenues and expenditures. Standard percentage based remittance ranges
from 15-40% of gross receipts, before sales tax;
10. Tenant improvements – list any and all desired improvements. Include items such as
power, water, security, and restroom needs, service area enhancements, customer
seating, signage, storage, etc.;
a. It is to be understood any modifications or improvements desired by the bidder
shall be installed at the sole expense of the bidder and requires advance written
approval from the City of Arlington. All improvements shall become the property
of the City of Arlington upon completion of installation; provided the vendor
shall be entitled to utilize the modifications and improvements in accordance
with this Agreement while this agreement is in effect.
11. A definition of parking needs for owner and/or staff;
12. A description of on-site storage needs, if any.
13. A written confirmation that business operations are to be directly conducted by the
applicant as subletting is not allowed without full disclosure to the City and without
obtaining prior written permission from the City of Arlington.
Contracts will be awarded for one 2019 season. If operations prove to be satisfactory to
the City of Arlington the contract may be renewed on an annual basis for a total of two
additional years, through 2021.
Applicants are encouraged to visit desired site(s) prior to submitting a proposal. Guided
tours will be provided, contact Sarah Lopez at 360-403-3448.
The successful bidder will be expected to abide by all State laws, Snohomish County
laws, City of Arlington ordinances, and all business licensing requirements, City of
Arlington insurance requirements, and Washington State Department of Public Health
Food Service requirements.
The City of Arlington reserves the right to reject any and all proposals and to waive
irregularities and informalities in the submittal and evaluation process. This RFP does
not obligate the City to pay any costs incurred by respondents in the preparation and
submission of a proposal. Furthermore, the RFP does not obligate the City to a ccept or
contract for any expressed or implied services.
Prior to the commencement of work, the City and the selected vendor will meet to
finalize agreement on contract details.
All proposals become the property of the City of Arlington.
7
Proposal Submittal Instructions
Please note: The following general requirements are mandatory for all proposals. Proposals
submitted after the deadline date and time or lacking one or more of the following
requirements will not be accepted.
1. All proposals sent electronically must be in the form of a PDF or MS Word document.
2. Paper proposals may be submitted.
3. Please include your name, business name, business address, email address, and phone
number.
4. All proposals must include the legal name of the organizat ion, firm, individual or
partnership submitting the RFP. Include the address of the principle place of business, phone
numbers and primary contact person.
5. The proposal must be signed by an official who is legally authorized to bind the
organization.
6. Complete, sign and submit all RFP forms provided by the Department.
7. To be evaluated, a proposal must address all requirements and instructions contained
within.
8. Provide all references and materials required by the RFP instructions within.
Questions: Questions regarding the scope of work or evaluation process must be submitted in
writing and should be addressed to Sarah Lopez, Community Revitalization Project Manager,
slopez@arlingtonwa.gov 360-403-3448.
Submittal Instructions: Proposals must be received by no later than 2:00 p.m. on May 1, 2019.
Proposals may be emailed to Sarah Lopez slopez@arlingtonwa.gov As an alternate to email,
proposals can be mailed or delivered to:
Arlington
ATTN: Sarah Lopez
238 N Olympic Ave.
Arlington, WA 98223
8
Selection Criteria
A panel of City staff will review the qualified bids and qualifications as submitted in this RF P
process. The panel will score the RFP submittals, determine the highest qualified applicants,
conduct interviews as necessary, and make a final recommendation to the Director regarding
the award for each site.
The criteria contained within the Submittal Requirements section above will be used to
evaluate RFP submittals. Evaluation/review will be of proposals which:
1. Answer and complete the requirements detailed within;
2. Provide the longest duration of business season(s);
3. Provide the best and most days and hours of operation;
4. Provide the best products and services to be offered to the public – prices, quality and
nutritional value;
5. Provide products and services which are complimentary to the existing uses of the park
and its business neighbors;
6. Provide the most concession experience and meet or exceed the minimum number of
positive business references required;
7. Meet professional appearance, quality of unit/business, and character/theme
attributes;
8. Meet licensing and insurance requirements;
9. Confirm operations are to be conducted by the applicant, as subletting is not
permissible without full disclosure and without prior written consent from the City of Arlington.
A selection committee will review all proposals, select finalists and may conduct interviews
prior to making the final selection of the consultant. The City reserves the right not to award
any portion or all of the project if it finds that none of the proposals submitted meets the
specific needs of the project.
A letter notifying the vendor of the City’s award will constitute notice to proceed. The City is
not responsible for any costs incurred by the vendor in the preparation of the proposal. Once
submitted to the City, all proposals will become public information.
Contract
The Vendor and the City will execute a City of Arlington License Agreement substantially in the
form attached as Attachment A.
9
Cooperative Purchasing
Chapter 39.34 RCW allows cooperative purchasing between public agencies in the State of
Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing
Agreement with the City may purchase from City contracts, provided that the consultant agrees
to participate. The City does not accept any responsibility for contracts issued by other public
agencies, however.
Public Disclosure
Once submitted to the City, proposals shall become the property of the City, and all proposals
shall be deemed a public record as defined in "The Public Records Act," chapter 42 .56 of the
RCW. Any proposal containing language which copyrights the proposal, declares the entire
proposal to be confidential, declares that the document is the exclusive property of the
proposer, or is any way contrary to state public disclosure laws or this RFP, could be removed
from consideration. The City will not accept the liability of determining what the proposer
considers proprietary or not. Therefore, any information in the proposal that the proposer
claims as proprietary and exempt from disclosure under the provisions of RCW 42.56.270 must
be clearly designated as described in the “Proprietary Material Submitted” section above. It
must also include the exemption(s) from disclosure upon which the proposer is making the
claim, and the page it is found on must be identified. With the exception of lists of prospective
proposers, the City will not disclose RFP proposals until a bid selection is made. At that time, all
information about the competitive procurement will be available with the exception of:
proprietary/confidential portion(s) of the proposal(s), until the proposer has an adequate
opportunity to seek a court order preventing disclosure. The City will consider a proposer’s
request for exemption from disclosure; however, the City will make a decision predicated upon
RCW 42.56.
10
IMAGES OF CONCESSION AREA AND HALLER PARK
11
12
13
IMAGES OF CONCESSION AREA AT THE DEPOT VISITOR CENTER, LEGION PARK
14
15
ATTACHMENT A
LICENSE AGREEMENT
THIS LICENSE AGREEMENT is made this ____ day of May 2019, by and between CITY OF
ARLINGTON, a political subdivision of the State of Washington ("City"), and
_______________________, a ____________________, ("Licensee"). In consideration of the
mutual promises stated herein, each of the parties hereto agrees as follows:
1. License. City hereby grants to Licensee a nonexclusive license to sell ice cream,
sundry products, water, soda pop, popcorn, candy, ice, etc., from a concession unit at
_____________________ (the “Premises”) in accordance with this Agreement. Refer to
Schedule A, attached hereto and incorporated herein, for exact dates and times of operation,
products, prices and pictures identifying the type of temporary concession unit that will be
used to sell the products.
2. Duration. This Agreement shall commence ________, 2019, and shall continue in
effect until ____________, 2019 at ________________ unless earlier terminated as provided
below. The agreement term may be renewed annually in writing from ____________ through
______________ respectively for a maximum of two (3) additional one-year terms at the sole
discretion of the City.
3. License Fee. The Licensee shall pay the City for the Haller Park concession ,
$ ____ for June , $_______ for July, $________ for August, on or before the 15 th day of each
succeeding month. (Depending on agreement)
4. Licensee’s Duties.
a. Licensee and its employees shall comply with all rules and regulations of the City
and Snohomish County Health District relating to the use of, and conduct at the Premises.
Licensee and its employees shall comply with all applicable federal, state, and local laws while
acting under this license. Licensee shall be liable to the City for loss or damage it or its
employees, cause to the Premises during the periods of use of this license.
16
b. Licensee shall maintain and operate the concession unit in a commercially
reasonable manner. The unit shall cleaned to its original state at the terminat ion of this
Agreement.
c. If the Licensee wishes to make capital improvements to the permanent
concessions unit, the area surrounding the unit, or wants to construct a permanent or
temporary unit, Licensee must propose the improvements or constructi on to the City in writing.
This proposal must include site plans and specific construction drawings. The City may approve
or disallow the improvements. If the proposal is approved by the City a separate written
agreement will be developed between the City and the Licensee. The Licensee will be
responsible to apply for and obtain all necessary permits that may be required by the City, the
Health District or other regulatory agencies. At such time as the Agreement is terminated, the
improvements become the property of the City.
d. Insurance Requirements. Maintenance of insurance as required herein shall not
be construed to limit the liability of the Contractor to the coverage provided by insurance or to
limit the City’s recourse.
The Licensee shall obtain and maintain continuously, at its own expense, the
following primary insurance appropriate to the activity and necessary to protect the
public for the term of the Agreement:
1. Commercial general liability insurance including Product-
Completed Operations coverage with a minimum limit of $1,000,000 per occurrence and
endorsed to include City of Arlington, its officers, elected officials, agents, and employees
as an additional insured. Claims-made Commercial General Liability insurance will not be
accepted.
3. The Licensee shall provide or purchase workers’ compensation insurance
coverage to meet the Washington State Industrial Insurance regulations. The City will not
be responsible for payment of workers’ compensation premiums or for any other claim
or benefit for the Licensee, its employees, consultants, or subcontractors which might
arise under the Washington State Industrial Insurance laws.
All insurance shall be placed with insurance carriers licensed to do business in the
state of Washington and with carriers subject to approval by the City. The City reserves
the right to receive a certified copy of the required insurance policies and to approve all
deductibles. Insurance shall not be reduced or canceled without thirty (30) days’ prior
written notice to the City.
17
Upon execution of this agreement, at least two weeks in advance of operation, the
Licensee shall provide the City with a certificate of insurance outlining the requ ired
coverage’s, limits and additional insured endorsement. Approval of insurance is a
condition precedent to approval of this Agreement by the City Risk Manager.
e. Licensee shall obtain all other permits and licenses required by law. By executing
this document, the City does not warrant whether any other permits or licenses are necessary.
4. Hold Harmless. Licensee shall protect, hold harmless, indemnify, and
defend, at its own expense, City of Arlington, its officers, elected and appointed officials,
employees and agents, from and against any loss or claim for damages of any nature
whatsoever, arising out of this license, including claims by Licensee's employees or third parties,
except for those damages solely caused by the negligence or willful misconduct of City of
Arlington its officers, elected or appointed officials, employees or agents.
5. Non-discrimination. The Licensee shall comply with the Snohomish County Human
Rights Ordinance and federal, state, or local laws against discrimination.
6. Termination. Either party may terminate this Agreement by giving at least ten (10)
days’ written notice of termination to the other party, except that the City may, at its election,
terminate this Agreement at any time if Licensee fails to comply with any of the provisions of
this Agreement. In such event, City may retain any advanced payments.
7. Non-assignment. The Licensee shall not assign any of the rights, duties or
obligations covered by this Agreement without the prior express written consent of the City.
8. Governing Law and Venue. This Agreement shall be governed by the laws of the
State of Washington and any lawsuit regarding this Agreement must be brought in Snohomish
County, Washington.
9. Severability. Should any clause, phrase, sentence or paragraph of this Agreement
be declared invalid or void by a court of competent jurisdiction, the remaining provisions of this
Agreement shall remain in full force and effect.
10. Entire Agreement. This Agreement is the complete expression of the terms and
conditions hereunder. Any oral or written representations or understandings not incorporated
herein are specifically excluded.
18
“CITY” “LICENSEE”
City of Arlington
By: By:
Owner
Date Signed: _________________ Date Signed: _________________
REVIEWED BY RISK MANAGEMENT
Approved ( ) Other ( )
________________________________
Date Signed: _________________
19
Schedule A
MERCHANDISE
HOURS OF OPERATION
CONCESSION LICENSE AGREEMENT FOR HALLER PARK
THIS LICENSE AGREEMENT is made this _21___ day of May 2019, by and between CITY
OF ARLINGTON, a political subdivision of the State of Washington ("City"), and Mike Simpson,
Arlington Grocery Outlet_, ("Licensee"). In consideration of the mutual promises stated herein,
each of the parties hereto agrees as follows:
1. License. City hereby grants to Licensee a nonexclusive license to sell ice cream,
sundry products, water, soda pop, popcorn, candy, ice, etc., from a concession unit at
___________Haller Park_____ (the “Premises”) in accordance with this Agreement. Refer to
Schedule A, attached hereto and incorporated herein, for exact dates and times of operation,
products, prices and pictures identifying the type of temporary concession unit that will be
used to sell the products.
2. Duration. This Agreement shall commence _May 21, 2019, and shall continue in
effect until ___November 1, 2019 at __12:00AM____ unless earlier terminated as provided
below. The agreement term may be renewed annually in writing from April 1, 2020_ through
__November 1, 2020__ respectively for a maximum of two (3) additional one-year terms at the
sole discretion of the City.
3. License Fee. The Licensee shall pay the City for the Haller Park concession a fee
equal to 10% of the monthly gross sales, payable by the 15th of the following month. Licensee
shall also provide a summary of monthly sales at the time of payment. Licensee shall also
contribute an equivalent amount to the Arlington Community Food Bank.
4. Licensee’s Duties.
a. Licensee and its employees shall comply with all rules and regulations of the City
and Snohomish County Health District relating to the use of, and conduct at the Premises.
Licensee and its employees shall comply with all applicable federal, state, and local laws while
acting under this license. Licensee shall be liable to the City for loss or damage it or its
employees, cause to the Premises during the periods of use of this license.
b. Licensee shall maintain and operate the concession unit in a commercially
reasonable manner. The unit shall cleaned to its original state at the termination of this
Agreement.
c. If the Licensee wishes to make capital improvements to the permanent
concessions unit, the area surrounding the unit, or wants to construct a permanent or
temporary unit, Licensee must propose the improvements or construction to the City in writing.
This proposal must include site plans and specific construction drawings. The City may approve
or disallow the improvements. If the proposal is approved by the City a separate written
agreement will be developed between the City and the Licensee. The Licensee will be
responsible to apply for and obtain all necessary permits that may be required by the City, the
Health District or other regulatory agencies. At such time as the Agreement is terminated, the
improvements become the property of the City.
d. Insurance Requirements. Maintenance of insurance as required herein shall not
be construed to limit the liability of the Contractor to the coverage provided by insurance or to
limit the City’s recourse.
The Licensee shall obtain and maintain continuously, at its own expense, the
following primary insurance appropriate to the activity and necessary to protect the
public for the term of the Agreement:
i. Commercial general liability insurance including Product-
Completed Operations coverage with a minimum limit of $1,000,000 per
occurrence and endorsed to include City of Arlington, its officers, elected
officials, agents, and employees as an additional insured. Claims-made
Commercial General Liability insurance will not be accepted.
ii. The Licensee shall provide or purchase workers’ compensation insurance
coverage to meet the Washington State Industrial Insurance regulations. The City
will not be responsible for payment of workers’ compensation premiums or for
any other claim or benefit for the Licensee, its employees, consultants, or
subcontractors which might arise under the Washington State Industrial
Insurance laws.
iii. All insurance shall be placed with insurance carriers licensed to do business in
the state of Washington and with carriers subject to approval by the City. The
City reserves the right to receive a certified copy of the required insurance
policies and to approve all deductibles. Insurance shall not be reduced or
canceled without thirty (30) days’ prior written notice to the City.
iv. Upon execution of this agreement, at least two weeks in advance of operation,
the Licensee shall provide the City with a certificate of insurance outlining the
required coverage’s, limits and additional insured endorsement. Approval of
insurance is a condition precedent to approval of this Agreement by the City Risk
Manager.
v. Licensee shall obtain all other permits and licenses required by law. By executing
this document, the City does not warrant whether any other permits or licenses
are necessary.
4. Hold Harmless. Licensee shall protect, hold harmless, indemnify, and
defend, at its own expense, City of Arlington, its officers, elected and appointed officials,
employees and agents, from and against any loss or claim for damages of any nature
whatsoever, arising out of this license, including claims by Licensee's employees or third parties,
except for those damages solely caused by the negligence or willful misconduct of City of
Arlington its officers, elected or appointed officials, employees or agents.
5. Non-discrimination. The Licensee shall comply with the Snohomish County Human
Rights Ordinance and federal, state, or local laws against discrimination.
6. Termination. Either party may terminate this Agreement by giving at least ten (10)
days’ written notice of termination to the other party, except that the City may, at its election,
terminate this Agreement at any time if Licensee fails to comply with any of the provisions of
this Agreement. In such event, City may retain any advanced payments.
7. Non-assignment. The Licensee shall not assign any of the rights, duties or
obligations covered by this Agreement without the prior express written consent of the City.
8. Governing Law and Venue. This Agreement shall be governed by the laws of the
State of Washington and any lawsuit regarding this Agreement must be brought in Snohomish
County, Washington.
9. Severability. Should any clause, phrase, sentence or paragraph of this Agreement
be declared invalid or void by a court of competent jurisdiction, the remaining provisions of this
Agreement shall remain in full force and effect.
10. Entire Agreement. This Agreement is the complete expression of the terms and
conditions hereunder. Any oral or written representations or understandings not incorporated
herein are specifically excluded.
“CITY” “LICENSEE”
City of Arlington
By: By:
Owner
Date Signed: _________________ Date Signed: _________________
DRAFT
SCHEDULE A:
Dates and times of operation:
The City retains the right to use the concession area at Haller Park on July 4 for the annual pancake
breakfast and will work with the licensee on the details.
The annual Skate Fest event are allowed to provide food and drink sales at the park during their event
on August 17 and 18, 2019.
Season operating schedule would be as follows:
Open June 1 (or sooner) to Mid-October (weather and need dependent)
Our initial hours would be 11am to 5pm, 7 days a week (weather dependent) and we would evaluate
need beyond that. We are willing to open as early as 8am and stay open until 8pm if there is a demand.
Products:
Cold Drinks
Ice Cream
Pizza/Hot Dogs
Candy Bars/Snacks
Sunscreen
City of Arlington Council Agenda Bill Item: NB #2 Attachment GCOUNCIL MEETING DATE: May 20, 2019 SUBJECT: Loan Payoff – Fire Apparatus ATTACHMENTS: Loan Payoff Summary – Cashmere Bank DEPARTMENT OF ORIGIN Finance; Kristin Garcia – Finance Director 360-403-3431 EXPENDITURES REQUESTED: $1,129,780.90 BUDGET CATEGORY: General Fund – Debt BUDGETED AMOUNT: $187,600 LEGAL REVIEW: DESCRIPTION: At the April 13, 2019 council retreat, staff presented a 10 year financial plan as part of the discussion for financing a new fire station, M&O facility and police impound facility. The financial plan included an assumption to pay off the loan for the city’s two fire apparatus purchased in 2015. Paying off the loan will free up debt capacity to use toward financing the new facilities and will save the city interest.The total loan payoff as of June 1, 2019 will be $1,129,780.90. The payment will be made to Cashmere Bank as they issued the general obligation bonds to finance the purchase. The payment will be made from available funds Paying off the loan early will save the city approximately $90,000. The early payoff will trigger a
I move to authorize the finance director to issue payment to Cashmere Bank for fire apparatus loan payoff in the approximate amount of $1,129,780.90.
City of Arlington Council Agenda Bill Item: NB #3 Attachment H
renewal of those services while they work towards their own service in 2020 and beyond. After months of discussions and opportunities explored, it is recommended that council approve this one-
2019 is approx. $154,651, a difference of $35,000.00. Darrington is working towards their own ALS service in 2020 or a significant change to how EMS is provided. They are asking to pay the reduced
Darrington (District #24) -- 1
INTERLOCAL AGREEMENT FOR
ADVANCED LIFE SUPPORT EMERGENCY MEDICAL SERVICES
(1) Parties. The Parties to this Agreement (the "Agreement") are the City of Arlington, State
of Washington ("Arlington"), a municipal corporation, and Snohomish/Skagit County Fire
Protection District No. 24, a Washington municipal corporation, hereinafter referred to as the
"District."
(2) Purpose. Arlington maintains and operates Advanced Life Support (ALS) emergency
medical services (EMS) in accordance with Chapters 18.71 and 18.73 RCW and Chapter 246-
976 WAC. Said vehicles are staffed by emergency medical technician paramedics and other
personnel by law. The purpose of this Agreement is to provide the services of ALS EMS and
other personnel as needed by the persons within the boundaries of the District where Arlington’s
units are the closest in proximity to the call for service.
(3) Term. The term of this agreement shall be for one year, commencing January 1, 2019,
and terminating on December 31, 2019; provided, however, that any party to this agreement may
terminate its participation in this agreement by giving written notice of such termination to the
other Party to this agreement, said termination to be effective two (2) months after the giving of
such notice, unless mutually agreed upon, in which case the agreement may be terminated at any
time.
(4) Duties of Arlington. During the term of this Agreement, Arlington shall furnish ALS
emergency medical services, including equipment and advance life support services, to the
District. The emergency medical services shall be rendered on the same basis as such services
are rendered to persons within the city limits of Arlington, but Arlington assumes no liability for
failure to provide such services by reason of any circumstances beyond its control.
(5) Arlington to Comply with Statutes. It shall be the duty of Arlington during the
Agreement to provide vehicles and personnel conforming to the statutory and regulatory
requirements of Chapter 18.71 and 18.73 RCW, Chapter 246-976 WAC and Snohomish County
EMS protocols.
(6) State Certification Required. In the event for any reason Arlington shall lose its required
state certification of its medical services vehicles and personnel and therefore become unable to
perform the services required of it under this Agreement, it shall immediately notify the District.
During the period of such discontinuance of service, the annual payment to be made by the
District under Paragraph 15, below, shall be reduced by 1/365th for each day or portion thereof
that Arlington is unable to perform such services.
(7) Arlington as Administrator. Arlington shall provide the administration necessary to
supervise the ALS services provided under this Agreement.
(8) Assignment of Personnel and Equipment. Arlington shall be responsible for the
supervision, employment, termination, assignment and stationing of all Arlington personnel and
equipment performing under this Agreement.
Darrington (District #24) -- 2
(9) Payment for Services. Payment for 2019 ALS services will be 75% of District’s collected
2019 Emergency Medical Services levy. Should the agreement terminate prior to the term
duration, the District will compensate Arlington the prorated rate for the respective year by
1/365th for each day into that year.
District will develop response procedures and fire response plans (FRL/Run cards) to ensure the
most appropriate and efficient response in their jurisdictional boundaries, to include utilizing
proximity-based dispatch to recommend the closest appropriate unit, regardless of agency
affiliation.
Semi-annual invoices will be billed in May and November of each year with payments due by
June 30th and December 31st.
(10) Liability. Each of the Parties to this Agreement shall, at all times, be solely responsible
for the acts or failure to act of its personnel that occur or arise out of the performance of this
agreement only, and shall save and hold the other Parties and their personnel harmless from all
costs, expenses, losses, and damages, including costs of defense, incurred as a result of any acts
or omissions or the Party's personnel relating to the performance of this Agreement.
(11) Insurance. Arlington shall provide insurance coverage for operations conducted under
this Agreement. This agreement shall include all risk property insurance, insuring Arlington's
equipment and building required for the provision of services under this Agreement; general
liability insurance, including errors and omissions coverage, with policy limit of $5,000,000.00;
complete auto insurance, including comprehensive and collision coverage; and liability coverage
with policy limits of $5,000,000.00. Participation in a self-insurance pool with equivalent
coverages shall satisfy the requirement of this paragraph.
(12) Modification. This Agreement represents the entire agreement between the Parties. No
notice of termination or attempted waiver of any of the provisions of this Agreement shall be
binding on any Party unless executed in writing by an authorized representative of said Party.
The Agreement shall not be modified, supplemented or otherwise affected by the course of
dealing between the Parties, and shall only be modified by written agreement of all Parties.
(13) Benefits. This Agreement is entered into for the benefit of the Parties hereto only and
shall confer no benefits, direct or implied, on any third persons.
(14) Notices. All notices, requests, demands and other communications
required by this Agreement shall be in writing, and, except as expressly provided elsewhere in
this Agreement, shall be deemed to have been given at the time of delivery if personally
delivered or at the time of mailing if mailed by first class, postage pre-paid and addressed to the
receiving Party at the address as stated below or at such address as any Party may designate at
any time in writing.
(15) Multiple Counterparts. This Agreement may be executed in multiple counterparts, each
of which shall be considered an original. Executed counterparts shall be kept on file in the
Darrington (District #24) -- 3
Arlington City Clerk’s office as well as the administrative offices of the District. A signed
document shall be recorded with the county auditor and/or posted on the Arlington web site as
required by RCW 39.34.040.
(16) District as Subcontractor for Transport Services. District will act as a subcontractor to
Arlington to transport ALS patients to meet Arlington while enroute when appropriate. The
District consents to Arlington billing patients for such transport service and retain the revenue as
additional consideration for this agreement.
IN WITNESS WHEREOF, the parties have caused this agreement to be executed.
CITY OF ARLINGTON SNOHOMISH/SKAGIT COUNTY FIRE
PROTECTION DISTRICT NO. 24
________________________ _______________________________
Barbara Tolbert, Mayor Chair, District Board of Commissioners
ATTEST: ATTEST:
________________________ _______________________________
Erin Keator, City Clerk District Secretary
APPROVED AS TO FORM: ATTEST:
________________________ _______________________________
Steve Peiffle, City Attorney District Attorney
Dated: ______________, 2019 Dated: ______________, 2019
City of Arlington Council Agenda Bill Item: NB #4 Attachment I
FIRST AMENDMENT TO INTERLOCAL AGREEMENT FOR EMERGENCY MEDICAL AND FIRE SERVICES THIS AMENDMENT to the Interlocal Agreement for Fire Services is made and entered into this day by and between Snohomish County Fire Protection District No. 21, a Washington municipal corporation ("District"), and the City of Arlington, a Washington municipal corporation ("Arlington"). WHEREAS, the District and Arlington entered into an Interlocal Agreement for Fire Services on or about September 19, 2016; and WHEREAS, the parties recognize the need to extend the term of the agreement to provide emergency medical and fire services for 2019 and 2020. NOW, THEREFORE, IN CONSIDERATION OF the terms and provisions hereof, Arlington and the District agree to amend the Interlocal Agreement for Fire Services entered into on September 19, 2016 (“the Agreement”) as follows: 1. Paragraph 3 of the Agreement is amended to read as follows: Term. The term of this agreement shall be for two years, commencing January 1, 2019, and terminating on December 31, 2020. 2. Paragraph 4 shall be deleted and exists in another ILA for Emergency Medical Services. 3. Paragraph 5 shall be deleted and exists in another ILA for Emergency Medical Services. 4. Paragraph 6 shall be deleted and exists in another ILA for Emergency Medical Services. 5. Paragraph 9 shall be deleted and exists in another ILA for Emergency Medical Services. 6. Paragraph 10 shall be deleted and exists in another ILA for Emergency Medical Services. 7. Paragraph 11 of the Agreement is amended to read as follows. Payment for 2109 and 2020 Fire Services. Arlington shall provide and respond to fire related calls on a “first-due” basis within the AQ-W response area of Fire District 21on a contractual basis. Payment for these services shall
be based on the 2019 Financial Consulting Services (FCS) study determination.
• 2019 $120,000.00
• 2020 $123,600.00 (3% increase)
8. Paragraph 14 shall be deleted. 9. Paragraph 15 shall be deleted. 10. Paragraph 16 shall be deleted.
IN WITNESS WHEREOF, the parties have caused this agreement to be executed.
CITY OF ARLINGTON SNOHOMISH COUNTY FIRE
PROTECTION DISTRICT NO. 21
____________________________ _____________________________________ Barbara Tolbert, Mayor Chair, District Board of Commissioners ATTEST: ATTEST: ____________________________ ________________________________ Erin Keator, City Clerk District Secretary APPROVED AS TO FORM: ATTEST: ________________________________ _________________________________ Steve Peiffle, City Attorney District Attorney
City of Arlington Council Agenda Bill
Item: NB #5 Attachment J
COUNCIL MEETING DATE: May 20, 2019 SUBJECT: Approval of Collective Bargaining Agreement between the City of Arlington and Arlington Police Officers' Association (APOA) for 2019-2021 ATTACHMENTS: Collective Bargaining Agreement for January 1, 2019 to December 31, 2021 and Off Duty Work Hours Memorandum of Understanding (MOU) and Lateral Hire Vacation Accrual Memorandum of Understanding (MOU) as ratified by the City of Arlington and Arlington Police Officers' Association. DEPARTMENT OF ORIGIN Administration; Contact James Trefry 360-403-3443 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: Salaries BUDGETED AMOUNT: 2019 – $2,572,336.00 2020 - $2,770,617.00 LEGAL REVIEW: DESCRIPTION: Council is asked to approve the Collective Bargaining Agreement between the City of Arlington and the Arlington Police Officers’ Association for 2019-2021and authorize the Mayor to sign it. The Arlington Police Officers Association has already ratified the agreement. HISTORY: The prior Collective Bargaining Agreement with APOA for 2017-2018 was approved in August 2017 and expired December 31, 2018.
ALTERNATIVES RECOMMENDED MOTION: I move to approve the Collective Bargaining Agreement between the City of Arlington and the Arlington Police Officers’ Association for 2019-2021 and authorize the Mayor to sign it.
City of Arlington/Arlington Police Officers Association
Collective Bargaining Agreement
January 1, 2019 – December 31, 2021
AGREEMENT
by and between
THE CITY OF ARLINGTON
and
ARLINGTON POLICE OFFICERS’ ASSOCIATION
(Representing the Law Enforcement Officers)
January 1, 2019 through December 31, 2021
City of Arlington/Arlington Police Officers Association
Collective Bargaining Agreement
January 1, 2019 – December 31, 2021
TABLE OF CONTENTS
ARTICLE 1 RECOGNITION, ASSOCIATION MEBERSHIP
AND PAYROLL DEDUCTION ................................................................... 1
ARTICLE 2 NON-DISCRIMINATION ............................................................................ 1
ARTICLE 3 ASSOCIATION OFFICIALS AND BULLETIN BOARD ......................... 2
ARTICLE 4 PROBATION, SENIORITY, LAYOFF AND RECALL ............................ 2
ARTICLE 5 SERGEANTS ................................................................................................ 4
ARTICLE 6 HOURS OF WORK/OVERTIME ............................................................... 6
ARTICLE 7 CALLBACK, COURT TIME STANDBY PAY
AND TRAINING / MEETINGS / PHONE CALLS ................................... 8
ARTICLE 8 WAGES AND DEFERRED COMPENSATION PLAN ................................. 8
ARTICLE 9 HOLIDAYS ................................................................................................... 9
ARTICLE 10 VACATIONS .............................................................................................. 10
ARTICLE 11 SICK LEAVE, FAMILY LEAVE AND FUNERAL LEAVE....................... 11
ARTICLE 12 HEALTH AND WELFARE INSURANCE BENEFITS ............................... 13
ARTICLE 13 UNIFORM, CLOTHING ALLOWANCE AND CLEANING
ALLOWANCE ACCOUNT ......................................................................... 15
ARTICLE 14 MISCELLANEOUS..................................................................................... 16
ARTICLE 15 DISCIPLINE ................................................................................................ 17
ARTICLE 16 GRIEVANCE PROCEDURE....................................................................... 17
ARTICLE 17 MANAGEMENT RIGHTS .......................................................................... 18
ARTICLE 18 NO STRIKES OR LOCKOUTS ................................................................... 19
ARTICLE 19 SEPARABILITY AND SAVINGS .............................................................. 19
APPENDIX A ..................................................................................................................... 21
MEMORANDUM OF UNDERSTANDING – Lateral Hire Vacation Accrual ...................... 27
MEMORANDUM OF UNDERSTANDING - Agreement on Off-Duty Work Hours ............. 28
City of Arlington/Arlington Police Officers Association
Collective Bargaining Agreement
Working Draft Ja nuary 1, 2019-December 31, 2021
1
THIS AGREEMENT is entered into by and between the City of Arlington, Washington,
hereinafter referred to as the City, and the Arlington Police Officers’ Association hereinafter
referred to as the Association.
ARTICLE 1 RECOGNITION, ASSOCIATION MEMBERSHIP AND PAYROLL
DEDUCTION
1.1 Recognition - The City recognizes the Association as the exclusive bargaining
representative for all employees in the bargaining unit, which is described as all full-time
and regular part-time uniformed officers of the City of Arlington Police Department,
excluding supervisors, confidential employees and all other employees as determined by
the Public Employment Relations Commission in Case 16843-E-02-2783.
1.2 Payroll Deduction - The City shall deduct from the pay of any employee covered by this
Agreement, upon their voluntary written authorization, the dues and fees of the
Association, and shall remit to said Association all such deductions monthly. The
Association shall indemnify, defend and hold the City harmless against any claims made
and against any suit instituted against the City on account of any deduction of dues and
fees for the Association. The Association shall refund to the City any amounts paid to it
in error upon presentation of proper evidence thereof.
1.3 Association Notification - Within seven (7) calendar days from the date of hire of a new
employee, the City shall provide the Association the name and address of the employee.
The City shall promptly notify the Association of all employees leaving its employment.
ARTICLE 2 NON-DISCRIMINATION
2.1 Neither the City nor the Association shall discriminate against any employee covered by
this Agreement in a manner which would violate any applicable local, state, or federal law.
2.2 Wherever words denoting a specific gender are used in this Agreement, they are intended
and shall be construed so as to apply equally to any gender.
2.3 Any alleged violations of Article 2 may only be processed through the appropriate
governmental agency and not through Article 16, Grievance Procedure, of this Agreement.
ARTICLE 3 ASSOCIATION OFFICIALS AND BULLETIN BOARD
3.1 Association Official - One Association official who is an employee in the bargaining unit
who shall be identified to the Chief, may be granted time off with pay or use of vacation
time while conducting business vital to the employees in the bargaining unit provided;
a. The Association or the employee notifies the City in writing a minimum of forty-
eight (48) hours prior to the start of the requested time-off period, or as otherwise
approved by the Chief.
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b. The City is able to properly staff the employee's job duties during the time-off
period.
c. The wage cost to the City is no greater than the cost that would have been incurred
had the Association official not taken the time off.
3.1.1 Association officials shall not transact Association business while working on shift
which in any way interferes with the operation or normal routine of the Police
Department. The Association shall be afforded the same ability to utilize City
facilities as other City bargaining units for the purpose of holding Association
meetings and communicating with members.
3.1.2 The Association shall provide the City with the names of its officials authorized by
the Association to act on its behalf.
3.2 Bulletin Board - The City shall provide suitable space for an Association furnished bulletin
board on its premises in an area frequented by all employees within the bargaining unit.
The Association shall limit its posting of notices and bulletins to such bulletin boards.
3.3 Labor – Management Committee. A Labor-Management Committee shall be established
for the sole purpose of resolving pre-grievance level issues arising from this agreement. In
no case shall meetings of the Labor - Management Committee be used for purposes of
continued negotiation. Meetings of the Labor-Management Committee shall occur once a
quarter or as otherwise mutually agreed upon by the parties.
ARTICLE 4 PROBATION, SENIORITY, LAYOFF AND RECALL
4.1 Probation Period - New employees shall be subject to a probation period commencing with
their first work shift through one (1) year following graduation from the Washington State
Criminal Justice Training Commission Academy. The probationary period for lateral entry
employees shall be one (1) year from the date of hire. During this period such employee
shall be evaluated by the City and may be terminated at the sole discretion of the City.
4.2 Seniority - An employee's seniority shall be defined as that period from the employee's
most recent first day of compensated work within the bargaining unit.
4.3 Layoff/Recall - The City shall notify the Association of the need to reduce the number of
employees who are on the payroll within the bargaining unit at least sixty (60) calendar
days before the effective date of layoff. Such notice shall be given in writing, addressed
to the Association and hand delivered to an Association officer or by registered U.S. mail
or email. The notice shall disclose the number of positions affected. Immediately after
issuing the notice, the City shall give the Association a reasonable period of time, of no
less than ten (10) calendar days within which it will meet and confer with the Association
to discuss such action.
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4.3.1 Each employee who is to be laid off as a consequence of a reduction in force shall
be given written notice by U.S. mail or email, at least thirty (30) calendar days,
running concurrently with the notice provided in Section 4.3, before such action is
to occur, of the date, purpose and nature of the action that is to be taken with regard
to him/her. The notice shall also state the reason for the action and any rights the
employee may have under the City Policy and Procedures Manual, Civil Service
rules, or this Agreement with regard to his/her employment. A copy of the notice
shall be timely delivered to the Association within the thirty (30) calendar day
notification period.
In the event a reduction in force is necessary, the reduction shall proceed in the following
order:
a. Employees shall be laid off in reverse order of the Association seniority list;
the least senior employee in the Association shall be laid off first.
b. An employee who is laid off shall be paid for all accrued leave time in
accordance with Articles 10 and 11, including vacation and holiday pay,
based on the employee’s straight-time rate of pay as of the date of
separation.
c. All employees who are reduced in rank or laid off shall not suffer any loss
in benefits or entitlement accrued prior to the date of the action, e.g. holiday,
vacation, personal leave, pension, and overtime, earned, accumulated, and
unused at the time of reduction in rank or layoff.
4.3.2 In the event of a tie in seniority, the tie shall be broken by the final score on the
Civil Service examination.
4.3.3 The Civil Service Commission and City Human Resource Department shall
maintain a list, known as a “rehire list,” of all persons who are laid off. In the event
that vacancies occur within the Department while persons remain on the rehire list,
the order of the recall shall be determined by reference to the rehire list. The rehire
list(s) shall remain in effect for eighteen (18) calendar months after the date of a
layoff, unless extended by the Civil Service Commission and shall be used to offer
employment that may become available by seniority to all persons who have been
laid off, before any person is hired or transferred (from another City department) to
become new employees of the Police Department.
4.3.4 Notice of recall to the employee’s former position shall be given to the employee
in writing at his last known mailing address, it being the employee’s obligation to
notify the City Human Resource Department of any change in address while on
layoff status. The notice shall be by certified mail, return receipt requested. The
employee shall be given thirty (30) calendar days to accept an offer of
reinstatement, in which case written acceptance shall be sufficient if filed in any
form with the Human Resource Department. Any employee who fails to respond
to an offer to return to work may be terminated.
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4.3.5 If an employee is on layoff status, seniority shall not accrue. Upon returning to
work after such leave or layoff, the employee shall be granted the level of seniority
previously accrued and shall return at the pay step they attained immediately prior
to the layoff.
ARTICLE 5 SERGEANTS
5.1 Minimum qualifications for Sergeant – An officer must have a minimum of 5 years’
experience as a commissioned Police Officer and a minimum of 3 years as a Police Officer
with the City of Arlington to be eligible to be a Sergeant.
5.2 Promotional testing shall be in accordance with the City’s Civil Service guidelines and
procedures.
5.3 At the discretion of the City, the examinations utilized for forming a Sergeant’s
promotional list shall be as follows:
• Written examination, to comprise 40% of the total score, and oral board examination, to
comprise 60% of the total score, OR
• Assessment Center
5.4 The Civil Service Commission shall certify the Sergeant promotional list upon the
completion of the testing and verification by the Civil Service Examiner. The list shall
remain in effect for one year or such time as the list is depleted, whichever occurs first.
5.5 The Chief of Police shall use the “Rule of 7” in selecting Officers from the certified
Sergeant promotional list.
5.6 Announcements of the promotional exams shall be posted in the Police Department at least
30 days prior to the test dates.
5.7 Relevant study materials shall be made available to interested employees at the time of
posting.
5.8 The Sergeant monthly rates of pay are reflected in Appendix A.
5.9 Working out of classification: i.e. Acting Sergeant
5.9.1 At the sole discretion of the Police Chief or designee, an employee may be assigned
to perform work in a higher classification (i.e. Sergeant), if the Police Chief
determines that replacing the higher classification position is in the best interests of
the City.
5.9.2 Any employee assigned to perform work in a higher classification (i.e. Sergeant)
shall be paid at the higher classification in the pay step, which is the lowest step in
the higher classification that still provides an increase over the employee’s regular
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pay scale. Compensation for work in a higher classification shall become payable
on the completion of at least four (4) hours and one (1) minute of one (1) shift in
the higher classification per incidence of such out of class work. A shift is defined
as the normal work shift of the officer.
5.9.3 This section shall not be construed so as to require the City to assign higher-level
duties to anyone.
5.10 Sergeants shall be eligible for additional specialty pay should they hold one of the
following specialty positions as outlined in Appendix A, Section A.9 of the current
Collective Bargaining Agreement:
Detective (4%)
Rangemaster (4%)
EVOC (4%)
Field Training Officer (4%)
Defensive Tactics Instructor (4%)
5.11 Officers currently holding the position of School Resource Officer or Airport Resource
Officer (Canine Officer) shall be eligible to test for the position of Sergeant, if they meet
the minimum qualifications set in Section 5.1. If a School Resource Officer or Airport
Resource Officer (Canine Officer) is selected from the certified Sergeant promotional list,
that officer must either give up their current position as SRO or ARO or decline the
Sergeant promotion.
5.12 Vacancies: The parties acknowledge the value to both the City and the Officers of 24-hour
supervision. To effect this purpose to insure the presence of a Sergeant for each patrol
team on each shift, the parties agree as follows:
5.12.1 This section shall not be construed so as to require the City to assign higher level
duties to anyone if the vacancy is less than four (4) hours.
5.12.2 In the event of an absence or vacancy, either planned or unplanned, the Police Chief
or his designee shall, at their sole discretion, assign an employee to fill the open
shift.
5.13 Temporary FTO: On a temporary as-needed basis, designated employees shall receive a
4% premium for all hours assigned and worked performing FTO duties. Such
assignment(s) may be terminated by Police Command at any time.
5.13.1 Employees performing such temporary FTO duties shall utilize a drop down box
in the time sheet software application to record all hours worked performing FTO
duties.
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5.14 Effective for promotions occurring after January 1, 2019, for purposes of placement on the
wage grid, newly promoted sergeants shall receive credit for all time spent as acting
sergeant during any full-month period during the prior twelve (12) months immediately
preceding promotion.
ARTICLE 6 HOURS OF WORK/OVERTIME
6.1 Shift Schedules – Shift schedules shall be determined by the City. Notwithstanding the
foregoing and subject to Section 6.4.1 and 6.4.2 below, the City shall have the right to
schedule probationary employees to any shift at the sole discretion of the City. For
purposes of this Agreement, the following shift schedules shall apply:
6.1.1 Patrol Officers shall work two consecutive twelve (12) hour shifts followed by two
(2) consecutive days off, followed by three (3) consecutive twelve (12) hour shifts,
followed by two (2) consecutive days off, followed by two (2) consecutive days on,
followed by three (3) consecutive days off.
6.1.2 Officers not assigned to patrol may be scheduled to work 5/8, 5/2 - 5/3, 4/10, 3/12
or other schedules as may be mutually agreed between the City and the Association.
The School Resource Officer shall work Monday through Friday beginning at 7:00
AM and ending at 3:00 PM during the period of time that school is in session,
except as mutually agreed or as necessitated by changes in the school schedule.
During the period of time that school is in recess, the SRO shall be assigned to day
shift or other shift as mutually accepted by the parties.
6.1.3 Alternate work schedules may be implemented by mutual agreement between the
City and the Association.
6.1.4 Employees may trade shifts with the permission of the Chief of Police or designee.
6.2 The parties adopt a fourteen (14) day work period for purposes of Section 7K of the Fair
Labor Standards Act, provided that this shall not affect the manner under which overtime
is currently calculated under the bargaining agreement.
6.3 Work shifts shall be from 6:00 AM to 6:00 PM, 6:00 PM to 6:00 AM, 10:00 AM to 10:00
PM, or 2:00PM to 2:00 AM. Once bid, work shifts shall not be altered absent a vacancy.
In such event, the least senior patrol officer shall be moved to fill the vacancy. Except as
provided in Section 6.7, in no event may work shifts be altered absent 7 (seven) days’
notice or agreement of the parties.
6.4 Shift Selection Process.
6.4.1 Patrol Sergeants and officers shall bid shifts in October of each year to determine
work shifts for the following year.
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6.4.2 Sergeants are generally deployed on each day shift and night shift on each patrol
team. In order to ensure even Sergeant coverage, Sergeants shall bid work shifts
first, prior to patrol officers. Sergeants shall bid for one of the two patrol teams and
either dayshift or graveyard shift on that patrol team by seniority. For purposes of
seniority, Sergeants shall be considered a separate classification. Seniority as a
Sergeant shall be determined from the date of selection as a Sergeant.
6.4.3 Employees without collateral duties shall bid for an available team by seniority.
6.4.4 Once teams have been selected, available shift assignments will be bid upon by
seniority.
6.4.5 Employees with collateral duty assignments, defined herein as Field Training
Officers, School Resource Officer, Detectives, Airport Resource Officers/K9 and
Anti-Crime Team (“Collateral Duty Officers”) who have the same assignment,
shall not be on the same patrol team, unless otherwise approved by the Chief. The
City and the Association recognize that operational requirements may necessitate
changes in the published shift schedule, as determined by the Chief of Police or
designee.
6.5 Meal and Rest Periods - A work shift shall include a thirty (30) minute paid meal period
and three (3) fifteen (15) minute paid rest periods. Such rest periods shall not be added to
the normal meal period or taken at the end of a work shift. Employees shall be subject to
immediate call during meal and rest periods for which no overtime or additional
compensation shall be paid.
6.6 Overtime/Compensatory Time - All work assigned and authorized in advance by the Chief
of Police or his designee in excess of the regular workweek shall be paid at one and one-
half (1 -1/2) times the employee's straight-time rate of pay, or the employee may elect to
accrue compensatory time off at one and one-half (1-1/2) times the actual overtime hours
worked in lieu of overtime pay. Such compensatory time off shall be scheduled with the
approval of the Chief of Police or designee, normally within the next regular calendar
monthly pay period. In the event such compensatory time off cannot be so scheduled, the
employee shall be paid for the overtime as specified above. Employees may accrue up to
a maximum of ninety six (96) hours of compensatory time. Any hours accrued in excess
of said ninety-six (96) hours shall be paid in accordance with this Section. Any
compensatory time not used up by December 15 will be paid out in the late December
paycheck.
6.7 The City shall not reschedule regular work shifts with less than seven (7) calendar days
advance notice, except for emergency conditions, defined as situations in which the City is
unable to fulfill the present scheduling commitments and basic law enforcement
responsibilities without interrupting the present regular work schedule. Emergency
conditions shall normally not include holidays, vacations, court appearances, training
sessions, school classes or functions and/or other special events that could otherwise be
foreseen and scheduled seven (7) calendar days in advance.
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ARTICLE 7 CALLBACK, COURT TIME STANDBY PAY AND TRAINING /
MEETINGS / PHONE CALLS
7.1 Callback - An employee who is called back to work, including for training and
Departmental meetings, after having completed his normal shift and having left the
premises, shall receive callback pay of a minimum of three (3) hours at the overtime rate
of pay; provided however, an employee who is required to report to work prior to his
normal shift and is compensated for all time prior to commencement of his regular shift,
shall be compensated for such pre-shift hours at one and one-half (1 -1/2) times the
employee's regular straight-time rate of pay.
7.2 Court Appearances - Required off-duty appearances in any court or hearing shall be
compensated for the actual time required for the appearance with a minimum of three (3)
hours at one and one-half (1-1/2) times the employee's straight-time rate of pay.
7.3 Employees who are off duty who provide assistance by telephone for an interdepartmental
communication will be compensated at fifteen (15) minute increments at the overtime rate,
provided the phone call lasts seven (7) minutes or longer. Off duty calls that last less than
seven (7) minutes shall be considered de minimis and will not be compensated, except that
if an employee receives a series of phone calls that in total exceed seven (7) minutes in
duration, such time shall be paid in fifteen (15) minute increments. In no circumstance
shall any compensation be provided for calls involving shift scheduling or coverage.
ARTICLE 8 WAGES AND DEFERRED COMPENSATION PLAN
8.1 Wages - Employees covered by this Agreement shall receive the rates of pay as set forth
in Appendix "A" to this Agreement which by this reference shall be incorporated herein as
if set forth in full.
Appendix “A” shall reflect the following:
a. Effective January 1, 2019, the wages in Appendix “A” reflect a market adjustment of
1.5%.
b. Effective July 1, 2019, the wages in Appendix “A” reflect a market adjustment of 1.5%.
c. Effective January 1, 2020, the wages in Appendix “A” reflect a market adjustment of
1.5%.
d. Effective July 1, 2020, the wages in Appendix “A” reflect a market adjustment of 1.5%.
e. Effective January 1, 2021, the wages in Appendix “A” reflect a market adjustment of
2.0%.
f. Effective July 1, 2021, the wages in Appendix “A” reflect a market adjustment of 2.0%.
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8.2 Deferred Compensation Plan - The employee shall have the option of participating in any
deferred compensation plan offered by the City.
8.2.1 Beginning on January 1, 2021, each bargaining unit member shall contribute a
minimum of one percent (1%) of their gross base wage (consisting of base salary
and education incentives only) to the deferred compensation plan offered by the
City and the City shall match up to 1% of the gross base wage (consisting of base
salary and education incentives only) of each participating bargaining unit member.
8.2.2 Employees may choose to increase their portion of the contribution should they
choose to defer up to the maximum allowable amount. However, the total amount
deferred monthly may not exceed the maximum allowable per the Deferred
Compensation Program regulations.
8.2.3 It is the responsibility of the employee to fill out and submit enrollment forms before
any match can occur and to contact the State of Washington Deferred Compensation
Program in order to initiate changes to their monthly-deferred amounts. Sufficient
time must also be given to the City's Finance Department for processing.
ARTICLE 9 HOLIDAYS
9.1 The following days are recognized as holidays:
New Year's Day Labor Day
Martin Luther King's Day Veteran's Day
President's Day Thanksgiving Day
Memorial Day Day After Thanksgiving Day
Independence Day Christmas Day
Two (2) Personal Holidays for 12 hour employees,
OR
Three (3) Personal Holidays for 8 hour employees
9.2 Payment for all holidays shall be made once a year on the first regular payday of November.
Payments for those employees with less than twelve (12) consecutive months of continuous
employment as of November 30th shall be prorated. Employees on military leave shall not
receive the holiday payout. Employees who permanently change assignments shall receive
pro-rated holiday benefits based on the number of holidays remaining in the year from the
date of reassignment. Employees (other than those assigned to patrol) required to work on
a holiday shall be paid at one and one-half (1-1/2) their straight-time rate of pay.
9.3 Employees assigned to patrol required to work on a holiday shall be compensated at their
regular straight-time rate of pay. Employees assigned to patrol shall receive one hundred
forty-four (144) hours of pay annually in lieu of holidays.
9.4 Employees may schedule and observe their personal holidays (either two 12 hour shifts or
three 8 hour shifts) with the prior approval of the Chief of Police or designee following six
(6) months of continuous employment. Employees hired June 1st or after in any one (1)
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year shall be eligible for the equivalent of twelve personal holiday hours or pay for that
year. Eligible employees who elect the option to observe all their Personal Holidays as
days off shall only receive one-hundred and twenty (120) hours of the pay specified in
Section 9.2.
ARTICLE 10 VACATIONS
10.1 Regular full-time employees shall accrue vacation time as set forth below based on the
employee's continuous length of service as of the most recent anniversary date of his
employment. An employee shall be eligible to take accrued vacation time off with less
than six (6) months continuous employment since his/her most recent date of employment,
if approved at the discretion of the Department.
10.2 Regular full-time employees that begin their employment after November 9, 2015, shall
accrue vacation time as set forth below based on the employee's continuous length of
service as of the most recent anniversary date of his employment. An employee shall be
eligible to take accrued vacation time off with less than six (6) months continuous
employment since his/her most recent date of employment, if approved at the discretion of
the Department.
10.3 The maximum amount of vacation to be carried over from one calendar year to the next is
300 hours.
10.4 Vacation periods shall be selected by seniority. Vacation requests shall be submitted in
writing by January 1st for proper scheduling. Vacation requests submitted after January 1st
shall be responded to by the Chief of Police or designee within two (2) weeks following
submittal. After the January 1st date any vacation requests shall be subject to availability.
Individuals assigned to be Airport Resource Officers may not schedule vacation time
during the Annual Arlington Fly-In.
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10.5 In no event shall an employee's combined vacation and sick leave benefits payable upon
termination or retirement exceed two-hundred forty (240) hours in accordance with RCW
41.50.150.
10.6 During the term of this Agreement, the Chief of Police or designee will on an ongoing basis
evaluate and determine the ability of the Department to absorb military leave time in
determining the number of employees scheduled off on vacation.
10.7 Subject to the Patrol Sergeant’s discretion, no more than one employee may be off during
each day/mid shift and no more than one employee may be off during each
swing/graveyard shift. There must be no increase in cost to the City to allow more than
one person off per day/mid shift or swing/graveyard shift.
ARTICLE 11 SICK LEAVE, FAMILY LEAVE AND FUNERAL LEAVE
11.1 Sick Leave - Regular full-time employees (regular part-time employees prorated) shall
accumulate sick leave with pay at the rate of twelve (12) hours per month of service;
provided however, no employee shall carryover accumulation greater than one thousand
(1,000) hours into the next year. Any sick leave accrued over one thousand (1,000) hours
as of December 31st each year shall be cashed out at a rate of one third (1/3) of such leave
and such amount shall be deposited into the employee’s HRA VEBA account.
11.1.1 Accrued sick leave may be utilized in the event of an employee's personal illness,
accident or disability, or that of a member of the employee's immediate family as
defined by Section 11.2.1 below.
11.1.2 Sick Leave may be utilized for care of dependent children eighteen (18) years of
age or younger living within the household in accordance with applicable state
statutes.
11.1.3 Sick leave may also be utilized for any circumstances covered under the
Washington Family Care Act, RCW 49.12.270, as well as WAC 296-130-030.
11.1.4 Upon voluntary quit, disability retirement or retirement, employees shall be paid
for unused sick leave on the basis of eight (8) hours for every twenty-four (24)
hours of accumulated sick leave, subject to Section 11.1.5 .
11.1.5 In no event shall an employee receive combined sick leave and vacation benefits
payable upon termination or retirement exceeding two hundred forty (240) hours in
accordance with RCW 41.50.150.
11.1.6 Sick leave shall not be charged against an employee on a regularly scheduled day
off.
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11.1.7 Sick leave shall be granted upon application before or within reasonable time after
the absence, depending on the circumstance of each case. Each employee shall use
sick leave solely for the purposes permitted by this Article or by state law.
Utilization of sick leave for any other purpose shall be cause for disciplinary action.
The City may require that the employee furnish a physician’s statement for
absences of four or more days indicating that the use of sick leave was necessary
for the employee or employee’s immediate family member, and was for the
purposes stated in this Article. The physician’s note, however, need not explain the
nature of the medical condition except as may be necessary for Family Medical
Leave certification. The City may still separately request treatment provider
authorization for return to duty when applicable.
11.1.8 Sick leave benefits shall run concurrently with Law Enforcement Officers and Fire
Fighters (LEOFF) provisions and in no case shall there be application of benefits
which would exceed the maximum(s) outlined in the LEOFF Act. No sick leave
shall be accrued during disability leave.
11.1.9 In the event employees are absent for reasons which are covered by State Industrial
Insurance, the City shall pay the employee an amount equal to the difference
between the amount paid the employee by the Department of Labor and Industries
and the amount the employee would have otherwise been eligible to receive in sick
leave. Such payment(s) to the employee shall be made at such times as the
difference is reasonably determinable. A deduction shall be made fro m the
employee's accumulated sick leave in accordance with the amount paid to the
employee by the City until such time as the employee’s accumulated sick leave is
depleted. Employees shall have the option of using or not using accrued sick leave
in conjunction with State Industrial.
11.2 Emergency Leave - In the event of a death or critical illness in the employee's "immediate
family", he may be granted leave of absence not to exceed three (3) working days with pay.
11.2.1 The term "immediate family" shall be defined as spouse, state-registered domestic
partner and children of the employee and/or grandmother, grandfather, mother,
father, brother, sister, father-in-law, mother-in-law.
11.2.2 An employee on shift may be excused by the Chief of Police or designee to attend
funeral services of a deceased City employee without loss of pay.
11.3 Family Leave - Family leave will be made available to qualified employees pursuant to
current state and federal law (Family Care Act, Family Leave Act, and Family and Medical
Leave Act).
11.4 Paid Family Medical Leave - Beginning with the January 7, 2019 paycheck, as required by
the new Washington State Paid Family Medical Leave law, the City will contribute .4% of
employee pay to the program, of which, 63% (.6333) will be from withholding from
employee paychecks and 37% (.3667) shall be paid by the City.
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11.4.1 Upon thirty (30) days’ notice at the conclusion of the State rulemaking process,
either party may request to bargain the impacts of the new Paid Family Medical
Leave benefits prior to their implementation in 2020.
ARTICLE 12 HEALTH AND WELFARE INSURANCE BENEFITS
12.1 General – Eligibility and continued employee and dependent participation in any group
insurance or other financially based benefit plan provided by the City shall be in
accordance with the applicable Group Insurance Plan Document or Master Plan
Agreement.
12.2 Medical and Dental Benefit - The City agrees to pay the premium cost for all employees
and their dependents for the medical, dental and life insurance coverage mutually agreed
upon by the Association and the City less 1% of top step police officer, which will be paid
by the Employee.
12.2.1 The Association and the City agree that the medical insurance will be through
LEOFF Health and Welfare Trust.
12.2.2 Group Dental - The City shall pay one hundred percent (100%) of the premiums
for eligible enrolled employees and their dependents for coverage under the AWC
Group Dental Plan during the term of this Agreement.
12.2.3 Group Vision – Vision coverage is included as part of the benefit received through
the LEOFF Health and Welfare Trust.
12.2.4 Group Long Term Disability - The City shall pay one-hundred percent (100%) of
the premiums for eligible enrolled employees only for coverage under the AWC
Group Long Term Disability Insurance Plan during the term of this Agreement.
12.2.5 Group Life and Accidental Death and Dismemberment Insurance (AD&D) - The
City shall pay one hundred percent (100%) for the premiums for eligible enrolled
employees only for coverage under the AWC Group Life and AD&D Insurance
Plan during the term of this Agreement.
12.3 Health Reimbursement Arrangement (HRA):
12.3.1 The City will establish a single account which holds all HRA funds. All costs
associated with the account are City costs. Monthly, the City shall fund the HRA
account with real dollars for each bargaining unit member as follows:
Employee with no spouse or dependent $176.00
Employee with spouse and/or dependent $343.00
12.3.2 The HRA may be used for all IRS allowable expenses.
Com
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12.3.3 Accumulated balances will rollover each year with no cap on accumulated account
totals.
12.3.4 Individual account funds shall rollover accumulated amounts as indicated above
and shall include a survivorship option in the event of the Employee’s death and
have continued reimbursement rights until all funds are used.
12.3.5 Individuals separating from the City shall continue to have access to their HRA
balance (until depleted) as provided above. Separated employees shall pay for any
fees incurred in maintaining the account. Employees separating with a negative
HRA balance shall have the amount deducted from their final pay.
12.4 HRA Third Party Administrator - The HRA Third Party Administrator (TPA) shall be
determined through a cooperative effort of labor and management. All costs associated
with the TPA are City costs.
12.5 Benefits while on leave without pay or separation (within COBRA): The City will make
available to the Employee on leave without pay or separated from the City the current
medical and dental benefits at no cost to the City to the extent allowed under COBRA Law.
12.6 Benefit while on Disability Leave: The City will provide Employees on disability leave the
benefit outlined in this Article.
12.7 The City reserves the right to change group insurance carriers at any time at its sole
discretion, providing a generally comparable level of benefits are provided. In the event
that State or Federal Mandated group medical and/or dental program is available at lower
cost to the City during the term of this Agreement, the City shall have the right to
implement such plan upon its availability.
ARTICLE 13 UNIFORM, CLOTHING ALLOWANCE AND CLEANING
ALLOWANCE ACCOUNT
13.1 The City shall provide each new regular full-time police officer with the following list of
uniform, weapon, handcuffs, leather goods and other equipment authorized and required.
UNIFORM ITEMS
Class A Shirt 1 each
Class A Trouser 1 each
Shirts – Long/Short Sleeve / Coolmax 4 total (2 long sleeve and 2 short sleeve)
BDU Pants 2 each
Jumpsuit 1 each
Stocking cap / beanie 1 each
Ties 2 each
Tie Pin 1 each
Jacket (utility) 1 each
Approved Chemical Agent 1 each
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Chemical Agent Holder 1 each
Baton 1 each
Baton Holder 1 each
Handcuffs 2 each
Handcuff Holder 2 each
Holster 1 each
Magazine Holder 2 each
Underbelt 1 each
Keeper 2 each
Flashlight Holder 1 each
Radio Holder 1 each
Ear Piece 1 each
Body Armor 1 each
Duty handgun 1 each
Lock Box 1 each
Shoes 1 pair
Boots 1 pair
Collar Microphone 1 each
Patrol Gloves 1 pair
Duty Belt 1 each
13.2 Uniform Cleaning - All uniform cleaning shall be done by a cleaning service vendor
selected and paid for by the City at the City’s sole discretion. Detectives may have a
maximum of four garments cleaned per week, so long as those garments are not wash and
wear.
13.3 Uniform Replacement - The City shall replace or repair all approved uniforms and
equipment as necessary as determined in the discretion of the City and at the City’s sole
cost and expense.
13.4 All init ial issue and replacement uniforms and equipment items and vendor(s) shall be
approved in advance by the Chief of Police or designee.
13.5 The Chief of Police or designee shall determine the appropriate uniform for each work
shift.
13.6 All uniforms and equipment issued by the City to each employee shall remain the property
of the City.
13.7 Jumpsuits are an authorized uniform under the agreement and can be worn at the discretion
of the employee, provided, however, that jumpsuits may not be worn for funerals, court
appearances, honor guard presentations, honor and award ceremonies, or other ceremonies
of a similar nature.
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ARTICLE 14 MISCELLANEOUS
14.1 Civil Service - The City shall make available to each employee covered by this Agreement
a copy of the current City of Arlington Civil Service Commission Rules and Regulations.
14.2 Beneficiary - In the event of the death of an employee covered by this Agreement, all wages
and benefits payable shall be paid to the designated beneficiary(s) or estate.
14.3 Accreditation - Should the Arlington Police Department seek accreditation by the
Washington Association of Sheriffs and Police Chiefs (WASPC), the Association and
employees covered by this agreement pledge their full cooperation toward the Department
obtaining said accreditation.
14.4 Outside Employment - All outside employment by members of the bargaining unit must
be approved in advance by the Chief of Police or designee.
14.5 Physical Fitness - The City agrees to make available to any bargaining unit member
discounts available to other City employees at health and fitness facilities. In addition, the
City will make available to bargaining unit members the exercise facilities at the Arlington
Fire Department.
14.6 Firearm Training Ammunition - Employees shall be furnished fifty (50) rounds of
ammunition per month for use in training with their Department issued handgun. When
separating from employment, the employee shall be required to turn in to the Chief of
Police or his designee, all ammunition not expended.
ARTICLE 15 DISCIPLINE
15.1 The City shall not discipline an employee who has completed the probation period without
just cause, but in respect to discharge or suspension shall be given at least one (1) warning
letter of the complaint against such employee to the employee in writing and a copy of the
same to the Association, except that no warning letter need be given to an employee before
he is discharged or suspended if the cause of such discharge or suspension is for theft, gross
insubordination, gross negligence, dishonesty, impairment on duty, intoxication on duty,
and/or drunkenness on duty, and/or issues of parallel magnitude. Warning letters to be
considered as valid, shall be issued within thirty (30) days after the occurrence or
knowledge of the occurrence of this violation by the City in such warning letter, or other
reasonable time, unless the nature of the offense or the complexity of the investigation
makes this procedure impractical.
15.2 An employee may have an Association representative or another employee present at all
meet ings with the City during disciplinary or discharge proceedings.
15.3 Disciplinary action or measures may include oral reprimand, written warning, loss of leave,
suspension or discharge, or other appropriate action.
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15.4 In the event a member is imposed suspension with loss of pay through the discipline
process in Article 15, the Association or member may request the member use leave time
in lieu of suspension with loss of pay. The request will be reviewed by the City
Administrator or designee, the Chief of Police or designee, and the Association President
or designee to determine member eligibility. The final decision will be made by the City
Administrator or designee.
15.5 All employees have the right to view their ent ire personnel file. Employees wishing to
view their files shall give the City advanced notice and establish an agreed time and place
to view said file. An employee shall be permitted to read any disciplinary material before
it is placed in his/her file. The employee shall be able to rebut such material in writing and
the rebuttal will be placed in the file. The City will notify employees before any
disciplinary or otherwise negative materials are added to their files.
ARTICLE 16 GRIEVANCE PROCEDURE
16.1 All matters pertaining to the proper application and interpretation of any and all of the
provisions of this Agreement shall be adjusted by utilizing the following procedure or
referral to the City of Arlington Civil Service Commission for resolution.
16.2 STEP 1 - The Association and/or employee shall promptly attempt to resolve the grievance
informally with the Chief of Police or designee. If the matter is not resolved informally
the Association may refer the grievance in writing to the City Administrator or designee
within thirty (30) calendar days of its occurrence or the date the employee should have
reasonably known of its occurrence. The written grievance shall include a statement of the
facts of the matter, the Article of the Agreement allegedly violated, and the remedy sought.
The City Administrator or designee shall notify the employee and the Association within
fourteen (14) calendar days of his or her decision on the matter.
If no resolution to the grievance is reached after the City Administrator’s decision, the
Association and the City may mutually agree to submit the grievance to mediation. Within
fourteen (14) calendar days, the two (2) parties shall agree upon a mediator drawn from a
panel of neutral mediators trained in grievance mediation. The mediator will attempt to
assure that all necessary facts and considerations are disclosed, but will not have authority
to compel resolution of the grievance. The parties will not be limited solely to the facts
and arguments presented at the earlier steps of the grievance procedure. No transcript or
record of the mediation conference will be made, nor will formal rules of evidence be
followed.
16.3 STEP 2 - If the grievance is not settled in STEP 1, the Association may refer the grievance
to arbitration. If the City and the Association cannot mutually agree to a neutral arbitrator,
the parties shall jointly request a list of nine (9) names of qualified arbitrators from the
Public Employment Relations Commission. The Association and the City shall alternately
strike names from the list until only one (1) name remains, which shall serve as the neutral
arbitrator. The right to strike first shall be determined by the flip of a coin. The arbitrator
shall hold a hearing and issue a decision which shall be final and binding on both parties;
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provided however, the arbitrator shall have no power to render a decision that will add to,
subtract from, alter, change or modify the terms of this Agreement, and the arbitrator's
power shall be limited to interpretation and application of the express terms of this
Agreement.
16.4 It is expressly acknowledged that bargaining unit members have the option of pursuing
certain grievances through the Arlington Civil Service Commission. The Association shall
not pursue a grievance through the grievance procedure of this Agreement concerning any
matter filed by an individual employee with the Civil Service Commission. Such filing
with the Civil Service Commission constitutes an election of remedies.
16.5 Each party shall bear the cost of presenting its own case. The expenses of the arbitrator
shall be shared equally by the City and the Association.
16.6 Time limits may be waived by mutual agreement of the parties.
ARTICLE 17 MANAGEMENT RIGHTS
17.1 All management rights, power, authority and functions, whether heretofore or hereafter
exercised, and regardless of the frequency or infrequency of their exercise, shall remain
vested exclusively in the City. It is expressly recognized that such rights, powers, authority
and functions include, but are by no means whatever limited to the full and exclusive
control, management and operation of its business and its activities, business to be
transacted, functions to be performed and method pertaining thereto; the location of its
offices, places of business and equipment to be utilized and the layout thereof; subject to
the terms of this Agreement and any statutory obligation to bargain the right to establish or
change shift schedules of work, evaluations and standards of performance; the right to
establish, change, combine or eliminate jobs, positions, job classifications and descriptions;
the right to establish compensation for new or change jobs or positions; the right to
establish new or change existing procedures, methods, processes, facilities, or make
technological changes; the right to maintain order and efficiency; consistent with existing
practice the right to contract or subcontract any work; the right to designate the work and
functions to be performed by the employees covered by this Agreement and the places
where it is to be performed; the determination of the number, size and locations of its office
and other places of business of any part hereof, the right to make and enforce safety and
security rules and rules of conduct; the determination of the number of employees and the
direction of the employees, including but by no means whatever limited to hiring, selecting,
assigning and training of new employees, disciplining, suspending or discharging for just
cause.
17.2 The City and the Association agree that the agreement statement of management rights
shall be for illustrative purposes only and is not to be construed or interpreted so as to
exclude those prerogatives not mentioned which are inherent to management including
those prerogatives not granted by law. It is the intention of the City and the Association
that the rights, powers, authority and functions of management shall remain exclusively
vested in the City except insofar as expressly and specifically surrendered or limited by the
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express provisions of the Agreement. The exercise of these rights shall not be subject to
the grievance procedure of this Agreement. The City and the Association further agree
that nothing contained in this Article shall be deemed to waive the Association’s rights
under RCW 41.56 et seq to bargain changes in mandatory subjects of bargaining.
ARTICLE 18 NO STRIKES OR LOCKOUTS
18.1 The City and the Association recognize that the public interest requires the efficient and
uninterrupted performance of all City’s services and to this end pledge their best efforts to
avoid or eliminate any conduct contrary to this objective. During the term of this
Agreement the Association shall not cause or condone any work stoppage, strike,
slowdown or other interference with City functions by employees under this agreement,
and should same occur, the Association shall take all steps to end such interference
immediately. Employees who engage in any of the afore-referenced actions may be subject
to disciplinary action up to and including discharge. The City shall not lock out any
employee during the life of this Agreement. Any claim by the City that the Association
has violated this Article shall not be subject to the grievance procedure of this Agreement
and the City shall have the right to submit such claims to the courts.
ARTICLE 19 SEPARABILITY AND SAVINGS
19.1 Should any provision of this Agreement be held invalid by operation of law or by any
tribunal of competent jurisdiction, or if compliance or enforcement of any provisions
should be restrained by such tribunal pending a final determination as to its validity, the
remainder of this Agreement as it relates to persons or circumstances other than those to
which it has been held invalid shall not be affected thereby. In the event that any provision
of this Agreement is held invalid or enforcement of or compliance with the same has been
restrained, as hereinafter set forth, the City and the Association shall enter into immediate
collective bargaining negotiations, upon the written request of either party, for the purpose
of arriving at a mutually satisfactory replacement for such provision during the period of
invalidity or restraint.
ARTICLE 20 DURATION
20.1 This Agreement shall be effective January 01, 2019, unless otherwise provided for herein,
and shall remain in full force and effect through December 31, 2021, and year to year
thereafter, unless written notice is given by the City to the Association or the Association
to the City not later than September 01, 2021 to the effect that the City or the Association
wishes to terminate or modify the Agreement.
Arlington Police Officers’ Association City of Arlington
By: _______________________________ By: ______________________________
Seth Kinney, President Barbara Tolbert, Mayor
Date: _______________________________ Date: _____________________________
City of Arlington/Arlington Police Officers Association
Collective Bargaining Agreement
Working Draft Ja nuary 1, 2019-December 31, 2021
20
APPENDIX "A"
to the
AGREEMENT
by and between
THE CITY OF ARLINGTON, WASHINGTON
and
ARLINGTON POLICE OFFICERS ASSOCIATION
(Representing the Law Enforcement Officers)
January 01, 2019 through December 31, 2021
THIS APPENDIX is supplemental to the AGREEMENT by and between the CITY OF
ARLINGTON, WASHINGTON, hereinafter referred to as the City, and ARLINGTON POLICE
OFFICERS ASSOCIATION, hereinafter referred to as the Association.
A.1 Effective January 01, 2019, the wages below reflect a market adjustment of 1.5%. The
monthly rates of pay for employees covered by this Agreement shall be as fo llows:
POLICE OFFICER
Step A
0-12 M
Step B
13-24 M
Step C
25-36 M
Step D
37-48 M
Step E
49-60 M
Step F
61+ M
5,535 5,796 6,070 6,357 6,655 6,969
SERGEANT
Step B
0-6 M
Step C
7-18 M
Step D
19-30 M
Step E
31-42 M
Step F
43+ M
7,401 7,734, 8,082 8,447 8,827
A.2 Effective July 01, 2019, the wages below reflect a market adjustment of 1.5%. The
monthly rates of pay for employees covered by this Agreement shall be as follows:
POLICE OFFICER
Step A
0-12 M
Step B
13-24 M
Step C
25-36 M
Step D
37-48 M
Step E
49-60 M
Step F
61+ M
5,618 5,883 6,161 6,452 6,755 7,074
SERGEANT
Step B
0-6 M
Step C
7-18 M
Step D
19-30 M
Step E
31-42 M
Step F
43+ M
7,512 7,850 8,203 8,574 8,959
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A.3 Effective January 01, 2020, the wages below reflect a market adjustment of 1.5%. The
monthly rates of pay for employees covered by this Agreement shall be as follows:
POLICE OFFICER
Step A
0-12 M
Step B
13-24 M
Step C
25-36 M
Step D
37-48 M
Step E
49-60 M
Step F
61+ M
5,702 5,971 6,253 6,549 6,856 7,180
SERGEANT
Step B
0-6 M
Step C
7-18 M
Step D
19-30 M
Step E
31-42 M
Step F
43+ M
7,625 7,968 8,326 8,703 9,093
A.4 Effective July 01, 2020, the wages below reflect a market adjustment of 1.5%. The
monthly rates of pay for employees covered by this Agreement shall be as follows:
POLICE OFFICER
Step A
0-12 M
Step B
13-24 M
Step C
25-36 M
Step D
37-48 M
Step E
49-60 M
Step F
61+ M
5,788 6,061 6,347 6,647 6,959 7,288
SERGEANT
Step B
0-6 M
Step C
7-18 M
Step D
19-30 M
Step E
31-42 M
Step F
43+ M
7,739 8,088 8,451 8,834 9,229
A.5 Effective January 01, 2021, the wages below reflect a market adjustment of 2.0%. The
monthly rates of pay for employees covered by this Agreement shall be as follows:
POLICE OFFICER
Step A
0-12 M
Step B
13-24 M
Step C
25-36 M
Step D
37-48 M
Step E
49-60 M
Step F
61+ M
5,904 6,182 6,474 6,780 7,098 7,434
SERGEANT
Step B
0-6 M
Step C
7-18 M
Step D
19-30 M
Step E
31-42 M
Step F
43+ M
7,894 8,250 8,620 9,011 9,414
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A.6 Effective July 01, 2021, the wages below reflect a market adjustment of 2.0%. The
monthly rates of pay for employees covered by this Agreement shall be as follows:
POLICE OFFICER
Step A
0-12 M
Step B
13-24 M
Step C
25-36 M
Step D
37-48 M
Step E
49-60 M
Step F
61+ M
6,022 6,306 6,603 6,916 7,240 7,583
SERGEANT
Step B
0-6 M
Step C
7-18 M
Step D
19-30 M
Step E
31-42 M
Step F
43+ M
8,052 8,415 8,792 9,191 9,602
A.7 Wage Step Increases - Any wages STEP increase shall become effective the first of the
month coincident with or next following the employee's anniversary date of employment.
A.8 Longevity Pay - Longevity pay shall be administered as follows:
A.8.1. Starting with the 6th year of service: 2%
Starting with the 9th year of service: 4%
Starting with the 12th year of service: 6%
Starting with the 18th year of service: 8%
A.8.2 Longevity shall be calculated from the employee’s base monthly salary, not
including any incentive pay for education or specialties
A.8.3 Longevity shall be added to the employee’s base monthly salary.
A.8.4 Longevity adjustments shall become effective the first of the month, coincident
with or next following the employee’s anniversary date of employment.
A.9 Specialty Assignments
A.9.1 Pay for Specialty Assignments - An employee assigned the duty of Rangemaster,
EVOC, Defensive Tactics Instructors, Field Training Officers, Traffic Officer,
School Resource Officer, Detective, Airport Resource Officer and Anti-Crime
Team shall receive a premium equal to four percent (4%) of his/her base rate of pay
during the period of such assignment.
A.9.2. Specialty Assignment Rotation.
A.9.2.1 The following Specialty Assignments will have a four (4) year rotation,
with a one year extension at the discretion of the Chief:
• Detective (including Detective assigned to the Snohomish Regional
Drug & Gang Task Force)
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• Defensive Tactics Instructor
• Field Training Officer
• Firearms Instructor / Armorer
• School Resource Officer
• Airport Resource Officer/K9 Handler (if assigned K9, position is
held until retirement of the K9)
• Anti-Crime Team
A.9.2.2 The following Specialty Assignments will have a five (5) year rotation,
with a one year extension at the discretion of the Chief:
• Detective Sergeant
A.9.2.3 The following Specialty Assignments will have a four (4) year rotation,
with a variable one to two (1-2) year extension at the discretion of the
Chief:
• Traffic Officer / EVOC Instructor: extension of one (1) year, at the
discretion of the Chief, if the Traffic Officer does not receive
Accident Reconstructionist certification.
• Traffic Officer / EVOC Instructor: extension of two (2) years, at the
discretion of the Chief, if the Traffic Officer receives Accident
Reconstructionist certification.
• Traffic Officer / EVOC Instructor shall attend the EVOC Instructor
Training at the first available opportunity.
A.9.3 Apprenticeship Program for Specialty Assignments.
A.9.3.1 One (1) apprenticeship position will be made available for each of the
following positions:
• Firearms Instructor / Armorer
• Defensive Tactics Instructor
• EVOC Instructor
A.9.3.2 The 4% premium for the three specialty assignments listed in Section
A.9.3.1 will be split between the primary (3%) and the apprentice (1%).
A.9.4. Traffic Officer
A.9.4.1 The Traffic Services Officer position is intended to assist in the
reduction of traffic collisions and traffic-related issues, and to improve
safety for motorists on roadways in the City of Arlington. The Traffic
Services Officer assignment may include, but is not limited to: traffic
violation enforcement, commercial vehicle enforcement, collision
investigation, public awareness education, city employee driving
training, emergency vehicle operation course instruction, speed
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measuring device instruction, acting as a liaison to Washington State
traffic enforcement programs, and obtaining traffic safety grants.
A.9.4.2 Work days/work hours: The Traffic Services Officer(s) shifts will be
mutually agreed upon as outlined in the current Collective Bargaining
Agreement. The work hours will be determined by the Chief or his
designee and Traffic Service Officer and notice of a schedule
adjustment will follow the current collective bargaining agreement.
A.9.5 Canine Officers
A.9.5.1 On average, K-9 Officers spend approximately thirty (30) minutes per
day in compensable off-duty time for the routine duty related care and
maintenance of an assigned dog. For purposes of compensating K-9
Officers for this off-duty work, the parties agree that K-9 Officers shall
be compensated at the rate of three and one-half (3 ½) hours per week
at the Officer’s regular rate of pay for purposes of full compensation
for routine care and maintenance of the dog.
A.9.5.2 In the event of serious injury or illness of the dog requiring multiple
visits to the veterinarian and/or extended home care by the K-9 Officer,
the K-9 Officer shall be paid for actual hours worked off duty necessary
to care for the dog. The regular rate of pay for this work shall be the
Officer’s regular rate of pay. The K-9 Officer shall notify the Chief of
Police or his/her designee in the event such a circumstance arises.
A.9.5.3 The provisions of this agreement apply exclusively to the off-duty, at-
home care and maintenance of the dog. All other provisions of the
collective bargaining agreement between the parties relating to
compensation shall remain in full force and effect and are not modified
by this agreement.
A.9.5.4 The City reserves the right to remove the K-9 from service and relieve
the K-9 Officer from the responsibility to care for the K-9 at any time.
Provided, if the K-9 is removed from service with the City, the K-9
Officer shall have the option to purchase the dog from the City for
$1.00.
A.9.6 Detective Clothing Allowance
A.9.6.1 Detectives, by virtue of the nature of their assignment, are required to
dress in “plainclothes” while on duty. Further, this attire must be
suitable for both routine duties and for appearance in Court and other
legal proceedings.
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A.9.6.2 In order to compensate Detectives for the purchase and wear and tear on
their clothes while on duty, Detectives shall receive a yearly clothing
allowance of $1000.00 per year. Effective on ratification, new
Detectives will receive the allowance on the date of appointment as a
Detective, and on each annual anniversary of their appointment.
A.9.6.3 The Detective clothing allowance shall be paid by separate check in
January of each year for employees currently assigned as Detective.
A.9.6.4 Employees newly assigned to a Detective position shall receive the
clothing allowance prior to the start of their assignment.
A.10 Education Incentive Pay
A.10.1 Employees covered by this Agreement with an Associate of Arts or Science degree
in the Criminal Justice field, Behavioral Science(s), Public Administration or an
allied field subject to the approval of the City Administrator or his or her designee
shall receive an extra two percent (2%) of the applicable wage rate in Section A.1
thru A.6 or as amended.
A.10.2 Employees covered by this Agreement with a Bachelor of Arts or Science degree
in the Criminal Justice field, Behavioral Science(s), Public Administration or an
allied field approved by the City Administrator or designee shall receive an extra
four percent (4%) of the applicable wage rate in Section A.1 thru A.6 or as
amended.
A.10.3 Employees covered by this Agreement with a Masters of Arts or Science degree in
the Criminal Justice field, Behavioral Science(s), Public Administration or an allied
field approved by the City Administrator or designee shall receive an extra six
percent (6%) of the applicable wage rate in Section A.1 thru A.6 or as amended.
A.11 Employees wishing to pursue higher education (i.e., AA, BA/BS, MA/MS, etc.) may apply
for education assistance for courses taken at an accredited college or university. Approval
must be obtained prior to commencement of each course per semester. Generally, approval
for reimbursement of educational expenses requires that the course be directly related to
the employee’s present position or to a career path that reasonably relates to similar types
of positions or bargaining unit work. Initial approval of a course does not obligate the City
to future/continued approval of courses in that field of study.
A.12 Non-Pyramiding. Premium and Overtime Pay shall not be duplicated or pyramided except
as may be required by the Fair Labor Standards Act. In no event shall premium or overtime
pay be based on other than the employee’s regular straight time hourly rate of pay. If an
employee holds more than one specialty pay title (e.g., Rangemaster and EVOC), that
employee shall receive no more than one (1) four percent (4%) pay increase under
paragraph A.9, above.
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Arlington Police Officers’ Association City of Arlington
By: _______________________________ By: ______________________________
Seth Kinney, President Barbara Tolbert, Mayor
Date: _______________________________ Date: _____________________________
City of Arlington/Arlington Police Officers Association
Collective Bargaining Agreement
Working Draft Ja nuary 1, 2019-December 31, 2021
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MEMORANDUM OF UNDERSTANDING
by and between
THE CITY OF ARLINGTON, WASHINGTON
and
ARLINGTON POLICE OFFICERS’ ASSOCIATION
LATERAL HIRE VACATION ACCRUAL
THIS MEMORANDUM OF UNDERSTANDING is entered into by and between the City
of Arlington, Washington, hereinafter referred to as the City, and the Arlington Police Officers’
Association hereinafter referred to as APOA.
The City and APOA are parties to a Collective Bargaining Agreement dated January 1, 2019,
which covers wages, hours of work, vacation accrual, and other working conditions from
January 1, 2019, through December 31, 2021, hereinafter referred to as the “Agreement”.
The parties acknowledge and agree as follows:
1. The parties agree that in 2019 and on, employees hired as lateral applicants may negotiate
their monthly vacation accrual, up to a maximum of the vacation that would be accrued
given their combined length of service as a commissioned law enforcement officer with
other agencies within and out of the State of Washington. After the initial placement on
the vacation accrual table in Section 10.2 of the Agreement, all subsequent increases in
accrual shall be as provided in Section 10.2.
2. This MOU shall remain in full force and effect until December 31, 2021, or until such time
as a successor collective bargaining agreement is in place, whichever occurs later.
Arlington Police Officers’ Association (APOA) City of Arlington
By: _______________________________ By: ______________________________
Seth Kinney, President Barbara Tolbert, Mayor
Date: _______________________________ Date: _____________________________
City of Arlington/Arlington Police Officers Association
Collective Bargaining Agreement
Working Draft Ja nuary 1, 2019-December 31, 2021
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MEMORANDUM OF UNDERSTANDING
by and between
THE CITY OF ARLINGTON, WASHINGTON
and
ARLINGTON POLICE OFFICERS’ ASSOCIATION
AGREEMENT ON OFF-DUTY WORK HOURS
THIS AGREEMENT is entered into by and between the City of Arlington, Washington,
hereinafter referred to as the City, and the Arlington Police Officers’ Association hereinafter
referred to as APOA.
The parties have reached the following agreement regarding off-duty work hours, including the
formula for recapturing City costs in the external contracting process, and having an agreement in
place for the rate to be paid for external contract hours worked:
1. The parties have come to an agreement on the administration of outside contract work and
have devised a formula that currently accounts for the City’s costs. The current external
off-duty contract and formula are attached to this agreement as EXHIBIT A. For all off
duty work hours performed from January 1, 2019, the regular off duty rate shall consist of
a $70.00 hourly rate for officer salary plus $12.80 per hour for employment taxes, L&I and
retirement contributions, and the holiday off duty rate shall consists of a $90.00 hourly rate
for officer salary plus $16.45 per hour for employment taxes, L&I and retirement
contributions.
These hourly rates and City costs may be amended as any new contribution is required from the
City and the parties will work jointly to update the outside contract rate as necessary to fully
capture any City costs.
2. In no circumstance from the date of execution of this agreement shall the City bear any
cost for hours performed as part of any off-duty contract with an external entity.
3. This MOU is effective when signed by both parties. No modification to this MOU is valid
unless in writing and signed by the parties.
4. This MOU shall remain in full force and effect until December 31, 2021, or until such time
as a successor collective bargaining agreement is in place, whichever occurs later.
Arlington Police Officers’ Association (APOA) City of Arlington
By: _______________________________ By: ______________________________
Seth Kinney, President Barbara Tolbert, Mayor
Date: _______________________________ Date: _____________________________
EXHIBIT A
I. Name of person completing request:
Title/Position: Request Date:
Business Name: Business Type:
Street Address: Phone Number:
Supervisor’s Name: Phone Number:
Nature of duties requested:
Type of Event: Number of people expected to attend:
Duties will require: Police Uniform Police Vehicle Other Equipment (Specify below)
# Officers requested: # Officers required: # Supervisors:
(1 for every 5 officers)
Date of Assignment: Location of Assignment:
Hours of Assignment: from to Total # of Hours per Officer:
(3 hours minimum)
Special Instructions:
II. EMPLOYER INDEMNIFICATION AND HOLD HARMLESS
I specifically agree and hold harmless the City of Arlington, its officers, agents and employees for any claim whatsoever arising from
acts or omissions of said officer(s) while employed by me and agree to indemnify and hold harmless the City of Arlington for the costs
of defense, including reasonable attorney’s fees, for such acts or omissions.
Signature of Authorized Employee Representative Title Date
I further agree that I have obtained the necessary permits to hold the event that I have specified above. This includes having met and
obtained approval from the City of Arlington, Community & Economic Development Department; The City of Arlington, Fire
Department; The City of Arlington, Public Works Department; City of Arlington, Parks and Recreation, and the City of Arlington, City
Administrator’s Office (including any other offices where a special permit may be required in order for a special event to be held).
Signature of Authorized Employee Representative Title Date
ARLINGTON POLICE DEPARTMENT
REQUEST FOR EXTRA DUTY POLICE SERVICES
Date Received:
EXHIBIT A
III. DEPARTMENTAL REVIEW AND AUTHORIZATION
(Valid for a maximum of 1 year)
Staffing Coordinator’s Signature Date
Arlington Police Department Administrator Approval Date
Comments:
IV. CHARGES (minimum 3 hours per assignment) must be paid in advance. Administrative fee based on assignments with less
than one week notice.
$106.45 / hour X hours X Officers / Supervisors (Holiday Off Duty) = $
$82.80 / hour X hours X Officers / Supervisors (Regular Off Duty) = $
$10.00 / hour X hours X Vehicles = $
Regular off duty rate consists of 70.00
hourly rate for officer salary plus 12.80 per
hour for employment taxes.
Holiday off duty rate consists of 90.00
hourly rate for officer salary plus 16.45 per
hour for employment taxes.
Additional mileage fees may apply if vehicles
are driven in excess of 10 miles per event
10% Administrative fee
(Administrative fee based on assignments
with less than one week notice.)
TOTAL AMOUNT DUE: = $
Paid in full Check #
Cancellation of contract with less than 72 hours’ notice may result in an additional fee of 10% of total amount due.
Please send payment to:
City of Arlington
Attn.: Sheri Amundson, Assistant Finance Director
238 N Olympic Ave.
Arlington, Washington 98223
City of Arlington Council Agenda Bill Item: NB #6 Attachment K COUNCIL MEETING DATE: May 20, 2019 SUBJECT: Approval of Collective Bargaining Agreement between the City of Arlington and the Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME for 2019-2021. ATTACHMENTS: Collective Bargaining Agreement for January 1, 2019 to December 31, 2021 with 2019 and 2020 Wage Table Appendices and Implementation Memorandum of Agreement (MOA) as ratified by the City of Arlington and the Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME for 2019-2021. DEPARTMENT OF ORIGIN Human Resources; James Trefry – 360-403-3443 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: Salaries BUDGETED AMOUNT: 2019 – $3,973,588.01 2020 - $4,136,301.00 LEGAL REVIEW: DESCRIPTION: Council is asked to approve the Collective Bargaining Agreement between the City of Arlington and the Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME for 2019-2021 as ratified by Local 2849 and authorize the Mayor to sign it. HISTORY: The most recent collective bargaining agreement covered the period 2015-2017 and was adopted in February 2016. The contract was extended by way of a Memorandum of Understanding that was adopted in May 2018 that extended the prior collective bargaining agreement through December 31, 2018. ALTERNATIVES:
RECOMMENDED MOTION: I move to approve the 2019-2021 Collective Bargaining Agreement by and between the City of Arlington and AFSCME Local 2849, and authorize the Mayor to sign the Collective Bargaining Agreement.
COLLECTIVE BARGAINING AGREEMENT
by and between
THE CITY OF ARLINGTON
and
ARLINGTON CITY EMPLOYEES, LOCAL 2849
OF THE WASHINGTON STATE COUNCIL OF COUNTY AND CITY
EMPLOYEES, COUNCIL 2, AFSCME
January 1, 2019 through December 31, 2021
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 1
Table of Contents
PREAMBLE ............................................................................................................................................... 3
ARTICLE 1 - WARRANT OF AUTHORITY ..................................................................................................... 3
ARTICLE 2 - UNION RECOGNITION ........................................................................................................... 3
ARTICLE 3 - UNION SECURITY ................................................................................................................... 3
ARTICLE 4 – MANAGEMENT RIGHTS ........................................................................................................ 4
ARTICLE 5 - UNION RIGHTS ...................................................................................................................... 5
ARTICLE 6 - HOURS OF WORK .................................................................................................................. 6
ARTICLE 7 - STATUS OF EMPLOYEES ....................................................................................................... 10
ARTICLE 8 - PAID HOLIDAYS ................................................................................................................... 10
ARTICLE 9 – VACATIONS ........................................................................................................................ 11
ARTICLE 10 - SICK LEAVE ........................................................................................................................ 13
ARTICLE 11 – BEREAVEMENT LEAVE ...................................................................................................... 15
ARTICLE 12 – JURY DUTY........................................................................................................................ 15
ARTICLE 13 – LEAVES OF ABSENCE ......................................................................................................... 15
ARTICLE 14 - LIGHT DUTY ....................................................................................................................... 16
ARTICLE 15 – FAMILY AND MEDICAL LEAVE ........................................................................................... 17
ARTICLE 16 – CLASSIFICATION AND WAGE ADMINISTRATION ................................................................ 17
ARTICLE 17 - SENIORITY, LAYOFF, RECALL .............................................................................................. 22
ARTICLE 18 - PROBATION PERIODS, TRIAL SERVICE ................................................................................ 23
ARTICLE 19 – LABOR MANAGEMENT COMMITTEE ................................................................................. 24
ARTICLE 20 - DISCIPLINE AND TERMINATION ......................................................................................... 24
ARTICLE 21 – GRIEVANCE PROCEDURE .................................................................................................. 24
ARTICLE 22 - WAGES AND LONGEVITY ................................................................................................... 27
ARTICLE 23 – HEALTH AND WELFARE INSURANCE .................................................................................. 27
ARTICLE 24 – DRUG TESTING ................................................................................................................. 30
ARTICLE 25 – CLOTHING / APPEARANCE ................................................................................................ 30
ARTICLE 26 – VOLUNTEERS .................................................................................................................... 31
ARTICLE 27 – CDL RENEWALS ................................................................................................................ 32
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 2
ARTICLE 28 - NO STRIKES OR LOCK-OUTS ............................................................................................... 32
ARTICLE 29 – SAVINGS CLAUSE .............................................................................................................. 32
ARTICLE 30 – ENTIRE AGREEMENT ......................................................................................................... 32
ARTICLE 31 - TERM OF AGREEMENT ...................................................................................................... 33
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 3
PREAMBLE
This Agreement is made and entered into between the City of Arlington, referred to as the City and the
Washington State Council of County and City Employees, affiliated with the American Federation of State,
County and Municipal Employees, AFL-CIO, hereinafter referred to as the Union. All items shall be binding
for both the City and the Union.
ARTICLE 1 - WARRANT OF AUTHORITY
The officials executing this Agreement on behalf of the City and the Union are acting under the authority
of R.C.W. 41.56 to collectively bargain on behalf of the organizations which they represent.
ARTICLE 2 - UNION RECOGNITION
The City recognizes the Washington State Council of County and City Employees, AFSCME, AFL-CIO as the
exclusive representative for all full time and regular part-time Employees of the City of Arlington,
excluding supervisors, confidential employees, firefighters, police officers, and casual employees as
defined in PERC DECISION 11258-PECB.
ARTICLE 3 - UNION SECURITY
Section 1. Deductions of Union Dues. The Employer recognizes the WASHINGTON STATE COUNCIL OF
COUNTY AND CITY EMPLOYEES/AFSCME Council 2 and its affiliated local (hereafter Union) as the sole
and exclusive bargaining representative in all matters concerning wages, hours, and other conditions of
employment for all employees described in the recognition clause.
The Employer shall remain neutral when communicating with employees about Union
membership and direct the employee to discuss union membership with a union staff representative.
For current Union members and those who choose to join the Union, the Employer shall deduct
once each month all Union dues and fees uniformly levied and shall continue to do so for such time and
on conditions set forth in the authorization for payroll deduction regardless of the employee’s continued
membership in the Union. The Employer shall transfer amounts deducted to Council 2. Authorizations
for Payroll Deduction are valid whether executed in writing or electronically.
The Employer shall provide an electronic copy of the Authorization for Payroll Deduction and
Representation via email to C2everett@council2.com within 10 days of receiving the document. The
Employer shall provide to the Union monthly a complete list of all bargaining unit members that
includes: employee name, home address, personal phone (if the Employer has this information), work
email and/or personal email (whatever is in the Employer’s HRIS system), birth date, hire date in current
bargaining unit, job classification, department, hours worked and monthly base wage.
The Employer shall honor the terms and conditions of each employee’s voluntary authorization
for payroll deduction. Whether an employee is a union member or not, the Employer shall continue to
deduct and remit Union dues and fees to the Union until such time as the Union notifies the Employer
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 4
that the dues authorization has been properly terminated in compliance with the terms of the payroll
deduction authorization executed by the employee.
The Union shall indemnify the Employer and save the Employer harmless from any and all claims
against the Employer arising out of administration of this article so long as the Employer complies with
this article.
Section 2. New Employee Orientation
The Employer agrees to notify the Union staff representative and Local Union President in
writing of any new positions and new employees and their Department at least two (2) full working days
prior to the orientation of the new employee to allow for scheduling the presentation of information
about the exclusive bargaining representative per RCW 41.56.037.
ARTICLE 4 – MANAGEMENT RIGHTS
Section 1. All the functions, rights, powers, and authority that are not specifically abridged, delegated,
or modified by this Agreement are recognized by the Union as being retained by the City. These rights
include, but are not limited to the following:
A.) To determine its mission, policies that do not conflict with this Agreement, and to establish
all standards of service offered to the public.
B.) To maintain efficiency and to make, alter, and enforce reasonable rules and regulations to
be observed by employees, provided such rules and regulations are not contrary to the terms
and conditions set forth in this Agreement
C.) To direct, hire, promote, demote, and transfer employees.
D.) To suspend, discipline or dismiss employees for just cause.
E.) To evaluate jobs, classify positions, establish qualifying requirements of employees and
specify employee duties.
F.) To manage and operate the service in all respects and without restricting the generality of
the foregoing, to determine the number and location of establishments, the services to be
rendered, the methods, the work procedures, the kinds and locations of instruments and
equipment to be used; to select, control, and direct the use of all materials required in the
operation of services to be provided and performed; to schedule work; to schedule hours of
work; to make, alter, and enforce regulations governing the use of materials, equipment, and
services as may be deemed necessary by the City, provided that such regulations are not
contrary to the terms of this Agreement.
G.) To prepare and/or revise the City Policies and Procedures.
H.) To enforce said Policies, subject to the grievance procedure contained herein.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 5
I.) To contract out for goods and services subject to the provisions of RCW 41.56 and State Law.
J.) To take any and all actions necessary in an emergency.
Section 2. The City Council shall have the sole authority to determine the purpose and policies of the
City and the amount of budget to be adopted thereto.
Section 3. Any conflict between the provisions of this Agreement and the City of Arlington Civil Service
Rules and Regulations or City Policies and Procedures shall be resolved as follows:
A.) To the extent the Agreement does not address a matter and Civil Service or the City Policies
and Procedures do, then Civil Service or the City Policies and Procedures shall prevail; and
B.) To the extent the Agreement addresses a matter and Civil Service or the City Policies and
Procedures also do so, the Agreement shall prevail.
C.) The parties agree that any new Rules and Regulations and policies or procedures that are
mandatory subjects of bargaining will be negotiated prior to their change or implementation.
Section 4. It is the intention of the City and the Union that the rights, powers, authority and functions of
management shall remain exclusively vested in the City, except insofar as expressly and specifically
surrendered or limited by the express provisions of the Agreement.
ARTICLE 5 - UNION RIGHTS
Section 1. Union Business. Recognizing that Labor/Management relations are of significant importance
to the City and the Union, reasonable time off with pay from normal working hours shall be granted to
official Union Representatives for handling grievances, attending meetings or other legitimate Union
business subject to reasonable notice and the agreement of the supervisor.
Official Union representatives shall not transact Union business while working on shift which in any way
interferes with the operation or normal routine of the City. The Union shall be afforded the same ability
to utilize City facilities as other bargaining units within the City for the purpose of holding Union meetings
and communicating with members.
Section 2. Bulletin Board - The City shall provide suitable space for a Union furnished bulletin board on its
premises in an area frequented by all employees within the bargaining unit. The Union shall limit its
posting of notices and bulletins to such bulletin boards.
Section 3. No more than three (3) official Union representatives shall be granted leave from duty without
loss of pay for meetings between the Union and the City for the purposes of negotiating the terms of a
collective bargaining agreement.
Section 4. The Union agrees to provide the City with an updated list of official Union representatives with
fourteen (14) calendar days of any election or change.
Section 5. Upon the written request of the Union, the City agrees to provide a list of employees filling
positions (including promotions and reclassifications) within the bargaining unit for which such
information is requested, within fourteen (14) calendar days of receipt of the written request. The Union
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 6
will be notified of any changes to a bargaining unit employee’s status of employment within fourteen (14)
calendar days i.e. promotions, demotions, separation of employment, layoffs, or reclassifications.
Section 6. The City agrees to allow official Union representatives to use the City’s email system on a
limited basis for the purpose of communicating meeting reminder notifications to the membership or to
communicate directly with the City on an issue of importance to the membership.
ARTICLE 6 - HOURS OF WORK
Section 1. Hours of Work.
A.) The normal full-time workday shall consist of eight (8) hours, excluding the normal unpaid lunch
period. The normal full-time work week shall consist of forty (40) hours in five (5) consecutive
days. The normal work week begins at 12:01 AM on Sunday and ends at 12:00 midnight the
following Saturday. Time actually worked, sick leave, vacation and legal holidays, shall be
considered as compensable hours.
B.) FLSA-exempt salaried employees are generally expected to observe regular business hours, which
are currently 8 a.m. to 5 p.m., Monday through Friday. At times the responsibilities of their
position may require that they work more than regular business hours.
1) Although FLSA-exempt employees are not entitled to overtime compensation,
compensatory time will be earned under approved circumstances.
2) FLSA-exempt employees shall earn one (1) hour of compensatory time for each hour
worked in excess of forty-eight (48) hours actually worked in a workweek, up to a
maximum of eight (8) hours of compensatory time.
3) Compensatory time off may be scheduled only with supervisory approval.
4) FLSA-exempt employees required by a supervisor to work on a legal holiday shall earn
one and one-half (1.5) hours of compensatory time for each hour worked on the legal
holiday in addition to their normal salary.
Section 2. Changes in Normal Work Week / Hours.
A,) Should it be necessary in the interest of efficient operations to establish schedules departing from
the normal work week/hours, the City will give written notice of such change to the Union as far
in advance as it is reasonably practical, but in no case less than ten (10) calendar days.
B,) Department Directors may approve requests from employees for alternative work schedules.
Alternative work schedules include but are not limited to: modified shift start and end times; 9/80
schedules; and 4/10 schedules.
Section 3. Rest Periods. Full-time employees shall receive a maximum of two (2) fifteen (15) minute paid
rest/relief periods in each day’s work schedule. Rest periods should occur approximately midway during
each of the first and second half of the work day, scheduled so that service to the public will not be
impaired. With supervisory approval, such rest/relief periods may be added to the normal lunch period
but not taken at the end of a work day. A series of short “intermittent breaks”, small breaks of a few
minutes each that total 15 minutes every four hours, are permissible if the nature of the employee’s work
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 7
allows for such intermittent breaks. An employee who misses a rest/relief break shall notify a supervisor
as soon as possible.
Section 4. Overtime Pay. FLSA non-exempt employees shall be paid one and one-half (1½) times their
Standard Hourly Rate of pay (including any additional wage premiums if required by the FLSA) for all
authorized hours worked in excess of forty (40) hours in any work week. Work on a Saturday or Sunday,
shall not be considered overtime when it is a regularly scheduled work day for the employee.
Section 5. Compensatory-time. The employee may request to take compensatory time off at one and
one-half (1½) times the actual hours worked in lieu of overtime pay. Such time off will be scheduled with
the approval of the employee’s supervisor and shall not create an overtime event for other employees. In
the event that the compensatory time cannot be scheduled, the employee shall be paid for the overtime
as specified above. Employees may accrue up to a maximum of forty (40) hours of comp-time. Any hours
in excess of forty (40) hours shall be paid in accordance with Section 4 of this Article.
Section 6. FLSA Exempt Status. Employees occupying FLSA exempt positions are not eligible for overtime
compensation. New positions added to the classification grid will be evaluated to determine the FLSA
status. Exempt employees may be allowed to flex their schedule to accommodate a requirement to attend
meetings outside of their regular work hours, special projects and emergency situations, with the approval
of the employee’s supervisor.
Section 7. On-call.
A.) On-Call Assignments. On-Call positions shall be staffed every day of the year for the following
departments:
Water Department: One On-Call person for water treatment plant and one for water
distribution system operations and emergencies.
Wastewater Department: One On-Call person for water reclamation plant and
wastewater collection system operations and emergencies.
M&O Department: One On-Call person for operations and emergencies involving City
transportation system (Streets), City parks, storm system, Arlington Cemetery, and
Arlington Municipal Airport.
Other departments may invoke temporary assignment of an On-Call position to meet
emergency or unexpected work necessary to ensure public safety and continuity of
operations.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 8
In the event an employee is required to be on call to operate the Water Treatment Plant or
Wastewater Treatment Plant and operate on call as field staff in the Water Distribution
System or Wastewater Collections System, the employee shall be compensated a minimum
of two (2) hours at one and one half (1½) times the employees’ Standard Hourly Rate of pay
per day.1
B.) Schedule. The director or designee of each department shall, prepare and post for employees
an on-call schedule specifying the date, hours of on-call status and employee name on a
quarterly calendar basis. The on-call schedule for subsequent quarters shall be posted not
less than one (1) calendar month prior to the effective date of the new schedule.
Department employees may trade assigned on-call shifts with other employees in that
department with prior approval of the director or their designee. Such trades shall not be for
less than a complete on-call shift, (i.e. each weekday or a full weekend day) and shall be
documented on the work schedule at least three (3) days in advance of any trade. On-call
shift trades with less than three (3) days’ notice shall be accompanied by an email to the
workgroup, when possible.
In the event of a personal emergency that precludes the on-call employee’s ability to report
to work for On-Call duties or to respond to emergency after hour calls for service, the
employee must notify the director or designee to ensure the City’s ability to respond to
emergencies.
C.) Hours. Regular working hours are 7:30 AM through 4:00 PM each day. This schedule applies
to weekdays, weekends and holidays. The normal hours are staffed through a rotating
schedule established annually.
Regular seasonal working hours are 6:30 AM through 3:00 PM or as scheduled by the director
or designee as needed.
Weekday on-call hours shall be from 4:00 PM to 7:30 AM. Weekend on call hours shall be
from 4:00 PM on Friday through 7:30 AM Monday.
D.) Procedure. The employee who is on-call shall follow the department on-call procedures,
including utilizing any specialized vehicle and carrying any equipment or electronic devices
required for the performance of the specified on-call services.
E.) Compensation. Employees on-call are compensated for remaining available to respond to
emergencies, carrying and monitoring a phone, computer, and/or pager, and remaining
alcohol and substance free during the on-call period. Employees scheduled for on-call duty
shall be compensated for On-Call pay a minimum of one (1) hour at one and one half (1½)
1 If on call on a holiday, the employee shall record the holiday as eight (8) hours of Holiday Pay and shall receive
one and one half (1½) times their Standard Hourly Rate for all hours worked, with a minimum of two (2) hours per
day. When work hours occur concurrently with Holiday Pay, including the two (2) hour minimum, such Holiday Pay
shall not count as compensable hours worked for the purposes of calculating overtime in that week,
notwithstanding the contrary provision in Article 6, Section 1.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 9
times the employee’s Standard Hourly Rate of pay for each full day served on the on-call
status, or a minimum of two (2) hours at one and one half (1½) times the employee’s
Standard Hourly Rate of pay for each full day served on a holiday. Holidays for purposes of
this section are the City-observed date.2
A phone call or computer contact that requires the employee to respond between 5 p.m. and
5 a.m. but that does not cause the employee to leave their location shall be deemed a “Call-
In” and be compensated at the rate of half (½) an hour paid at one and one half (1½) times
the employee’s Standard Hourly Rate of pay. Additional phone calls or computer contacts
that require the employee to respond between 5 p.m. and 5 a.m. shall be considered a new
“Call-In.” This would include answering and addressing any on-call phones, computers or
pagers during the on-call period and be considered additional work performed on the City’s
behalf and be compensated separately from the on-call pay.
A phone call or computer contact received while on-call that causes the employee to leave
their location and respond shall be deemed a “Call-Out” at 2 hours paid at one and one half
(1½) times the employee’s Standard Hourly Rate of pay. Any work performed during the two
(2) hours shall be considered as already compensated. On-Call duty will be listed on the time
sheet separate from regular hours worked, under the title of On-Call Duty.
Call-Ins and Call-Outs must be substantiated with a copy of the Alarm Record and required
action taken.
In the event an on-call employee is required to respond and report to an operational
emergency or declared emergency situation, the employee, or any other employee needed
to assist in the emergency situation, shall be compensated a minimum two (2) hours at one
and one half (1½) times the employees’ Standard Hourly Rate of pay, or the actual duration
of the emergency, whichever is greater. Such time shall be calculated on a portal to portal
basis (i.e. from home to the emergency scene to home), and will be listed under overtime on
the employee’s time sheet.
Section 8. Callback. Non-exempt employees who are ineligible for pay under Article 6 section 7(E) will
receive Callback as follows: when the employee is required by the employee’s supervisor or Department
Head to report to work onsite without advance notice and during the employee’s non-working hours, the
employee will be compensated a minimum of two hours at the overtime rate. No more than one callback
will be paid for the same two-hour period.3
2 For hours worked on a holiday, the employee shall record the holiday as eight (8) hours of Holiday Pay and shall
receive one and one half (1½) times their Standard Hourly Rate for all hours worked, with a minimum of two (2)
hours per day for each full day served on a holiday. When work hours occur concurrently with Holiday Pay,
including the two (2) hour minimum, such Holiday Pay shall not count as compensable hours worked for the
purposes of calculating overtime in that week, notwithstanding the contrary provision in Article 6, Section 1.
3 If called back on a holiday, the employee shall record the holiday as eight (8) hours of Holiday Pay and shall
receive one and one half (1½) times their Standard Hourly Rate for all hours worked, with a minimum of two (2)
hours per day. When work hours occur concurrently with Holiday Pay, including the two (2) hour minimum, such
Holiday Pay shall not count as compensable hours worked for the purposes of calculating overtime in that week,
notwithstanding the contrary provision in Article 6, Section 1.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 10
ARTICLE 7 - STATUS OF EMPLOYEES
Section 1. Full-time Employees. A full-time employee is defined as working a minimum of forty (40) hours
per week year round.
Section 2. Part-time Employees. A part-time employee is defined as an employee working between twenty
(20) and forty (40) hours per week year round. The City acknowledges that the Union is the exclusive
bargaining representative for regular part-time employees performing bargaining unit work. The parties
agree to bargain which benefits and other contract terms apply to part-time employees and to include
those terms and conditions as an appendix to this Agreement.
Section 3. Temporary Employees. A temporary employee is any employee hired to work for a defined
and/or limited period of time in a full-time or part-time position and/or for seasonal work, and is not
anticipated to work more than one thousand two hundred (1,200) hours per year. The City and the Union
recognize that the City has a current system in place that utilizes temporary employees to assist in
maintaining city facilities and infrastructure.
Section 4. Interns. When interns are utilized, the City will notify the Union of their job duties, work location
and duration prior to their arrival.
Section 5. Benefit Eligibility. Full-time employees will be eligible to participate in the City’s group insurance
plans and all other benefit programs for which they meet the eligibility requirements.
ARTICLE 8 - PAID HOLIDAYS
Section 1. Holidays. The following are the paid legal holidays. A maximum of eight (8) hours pay shall be
paid for each holiday.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 11
A.) Full-time employees shall be eligible for paid holidays in accordance with this article. The two
(2) floating holidays will be taken at the employee’s choice with the approval of their
supervisor. A new employee hired between January 1 and June 30 shall be eligible to earn
two (2) floating holidays in their first continuous year of employment. A new employee hired
after July 1 shall be eligible to earn one (1) floating holiday.
When a holiday occurs on a Saturday, the holiday will be observed on the preceding Friday.
When the holiday occurs on a Sunday, the holiday shall be observed on the following
Monday.
When an employee’s regularly scheduled day off is the day the holiday is observed, the
employee shall schedule and take another day off by the end of the next pay period.
B.) Employees not scheduled to work on a holiday and not on call but called in to work a holiday
because of business needs shall be paid two and one-half (2 ½) times their Standard Hourly
Rate of pay for all hours worked.4
Holidays which occur during vacation, sick leave or while on other paid leave status shall not
be charged against such leave.
C.) Employees, with prior approval of their Supervisor, may observe religious holidays as an
approved absence without pay, or as time charged to vacation accrued for use during the
year or by utilizing a personal holiday.
ARTICLE 9 – VACATIONS
Section 1. Leave Accrual/Eligibility. Regular full-time employees shall be eligible to accrue vacation leave
with reference to the following:
A regular full-time employee will have an accrual schedule as shown in the table which is a part of this
section.
For the purposes of calculating completed months of service for vacation leave accrual rates, the
employee’s regular weekly work schedule includes regular hours worked, paid holidays, vacations, sick
leave and bereavement leave, and excludes overtime hours and unpaid leave of absence periods.
New employees shall accrue vacation benefits from the date of employment for use following completion
of six (6) months of continuous employment.
4 Holiday Pay (straight time Standard Hourly Rate) plus 1½ times the Standard Hourly Rate of pay for hours worked
= 2 ½ times the regular rate of pay. When work hours occur concurrently with Holiday Pay, such Holiday Pay shall
not count as compensable hours worked for the purposes of calculating overtime in that week, notwithstanding
the contrary provision in Article 6, Section 1.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 12
Vacation Leave Accrual Schedule
All employees shall remain at their current accrual rates until they are eligible to move to the next step.
Section 2. Vacation Leave—Maximum Accrual. An employee’s accrued unused vacation leave may
accumulate up to a maximum of three hundred (300) hours.
Employees who are denied the opportunity to take vacation leave during the year because of City business
reasons may apply to the City Administrator no later than November 1st of each year to seek an allowance
to carry over more than the cap of 300 hours into the first quarter of the following year. Such request
must be accompanied by scheduled days to be taken off in the first quarter of the following year that have
been pre-approved by the employee’s department head.
Section 3. Scheduling
A.) Employees may schedule vacation time with the approval of their supervisor.
B.) Vacation will be available for use only after it has been earned and credited to an employee’s
vacation leave account.
C.) Scheduling conflicts will be resolved using the following criteria: timeliness of request; length
of continuous employment; and reasonable rotation of popular vacation times. Once
vacation time has been approved by the employee’s supervisor, no bumping by seniority
shall occur.
D.) Vacation cannot be scheduled or taken so as to cause an overtime event.
Section 4. Upon Separation of employment from the City. An eligible employee with at least six (6)
months of continuous employment will be paid their accrued and unused vacation time. In no event shall
the employee vacation and sick leave pay-out exceed two hundred and forty (240) hours combined, as
per RCW 41.50.150.
Section 5. Transfers and Layoffs. Any employee transferring from one department to another, or rehired
within eighteen (18) months after a layoff, shall accrue vacation leave benefits based upon the total time
of active employment with the City. During the eighteen (18) month laid off period employees will retain
their length of continuous service and accrued sick leave, if any sick leave remains in the employee’s
account.
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 13
ARTICLE 10 - SICK LEAVE
Section 1. Sick Leave Policy for Full-Time Employees.
A.) Sick leave is defined as a specific period of time that an employee is absent from work due
to a personal illness, accident or disability, or that of an immediate family member who has
a medical condition that requires treatment or the employee’s presence for care or as
otherwise stated in Article 10, Section 3 (B).
B.) The term “immediate family” is normally defined as the spouse, state-registered domestic
partner, son, daughter, parent, grandparents, grandchild, parents-in-law, sibling, or any
person residing with or legally dependent upon the employee.
C.) Sick leave may also be used for any circumstances covered under the Washington Family
Care Act, RCW 49.12.270, as well as WAC 296-130-030.
Section 2. Sick Leave Accrual.
A.) Eligible full-time employees shall accrue sick leave benefits at the rate of eight (8) hours per
completed calendar month of continuous employment for use following one (1) month’s
continuous employment.
B.) Employees may accrue unused sick leave as specified in A of this Section provided however,
no employee shall carryover a balance of greater than one thousand (1,000) hours into the
next year.
a. Any sick leave accrued over one thousand (1,000) hours as of December 31st each
year shall be cashed out at a rate of one third (1/3) of such leave and such amount
shall be deposited into the employee’s HRA VEBA account.
C.) Sick leave will be available for use only after it has been earned and credited to an employee’s
sick leave account.
D.) In no event shall an employee be allowed to take more sick leave than is available in the
employee’s sick leave account.
Section 3. Reporting and Use of Accrued Sick Leave.
A.) It is the responsibility of employees to notify the City in the event of any absence
immediately following the start of each workday. Failure to notify may result in the loss of
sick leave pay for the day, unless such failure is due to the incapacitation of the employee, at
which point the employee will notify the city as soon as possible.
B.) Accrued paid sick leave benefits shall be granted when the employee is required to be absent
from work for the Employee’s, or a member of the employee’s immediate family’s, following
conditions;
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 14
a. Injury, illness, accident, disability or preventative health care of the employee or the
employee’s immediate family requiring the employee’s presence in accordance with
local, state or federal laws.
b. For a State Industrial Insurance claim sick leave can be utilized to supplement the L&I
payments as allowed by state law.
c. Disability of the employee or employee’s spouse or child due to pregnancy, childbirth,
and associated periods of recovery. This also applies to the birth of the employee’s child
if not otherwise addressed herein.
d. Medical, dental, or optical care of the employee or immediate family member.
e. Any approved medically necessary treatment program.
f. Sick leave shall not be charged against an employee on a regularly scheduled day off.
C.) In the event that the employee is absent for a condition listed in B. above, and has exhausted
all accrued sick leave, the following shall be applied:
1) Earned but unused compensatory time; followed by
2) Earned but unused vacation time: followed by
3) Earned but unused floating holidays; followed by
4) Shared leave as identified in Section 6.
5) Leave of absence without pay, which may result in a review of the employee’s
attendance record.
In the event that the employee incurs a personal illness, injury, accident or disability, or that of a member
of the immediate family, while the employee is on scheduled vacation leave, the employee may cease
utilizing vacation leave and convert to the use of accrued sick leave. Such conversion from vacation to sick
leave shall normally require a physician’s certification.
Section 4. Separation from Employment. The maximum amount of unused sick leave to be paid to the
employee upon separation of employment from the City will be one-third (1/3) of the employee’s accrued
and unused sick leave. In no event shall the employee’s combined sick leave and vacation cash-out exceed
two hundred forty (240) hours, as per RCW 41.50.150.
Section 5. Administrative provisions.
A.) The City may require a physician’s statement for absences of four or more days indicating
that the use of sick leave was necessary for the employee or employee’s immediate family
member, and was for the purposes stated in this Article. The physician’s note, however, need
not explain the nature of the medical condition except as may be necessary for Family
Medical Leave certification.
B.) Sick leave use is computed up to the nearest fifteen (15) minutes and for the approved
payable absence period up to the regularly scheduled hours of work for the day(s) absent.
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 15
C.) Employees on leave of absence are not eligible to accrue sick leave benefits.
D.) Employees may use other paid time off to care for sick immediate family members as defined
in this article or for their own absence due to personal illness, accident or disability, per City
Policy and applicable local, state or federal laws.
Section 6. Shared Leave. Shared leave shall be in accordance with the most current adopted city policies
and procedures.5
ARTICLE 11 – BEREAVEMENT LEAVE
In the event of the death of an employee’s immediate family member, time off with pay for employee’s
regular scheduled workday will be granted to regular full time employees. The phrase “immediate family”
for the purposes of the bereavement policy includes the employee’s spouse, brother, sister, father,
mother, stepfather, stepmother, grandparent, children, stepchildren, grandchildren, father-inlaw,
mother-in-law, grandparent-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, aunt, uncle,
or any person residing with or legally dependent upon the employee.
Three consecutive workdays off with pay will be approved to attend the funeral or memorial service.
(Maximum 24 hours). Two additional consecutive work days off with pay may be approved for travel from
the employee’s home to the funeral or memorial service if the travel exceeds two hundred (200) miles
each way. A maximum of 16 hours may be approved, subject to the approval of the City Administrator.
ARTICLE 12 – JURY DUTY
Section 1. Jury and Court Duty. An employee shall be granted leave with pay while required to perform
jury service.
A.) During the period of such absence, employees will receive their regular wages, minus the
amount received as jury duty or witness fees excluding mileage or other expenses paid by
the Court, and the employee shall submit a copy of their jury duty warrant to the payroll
department.
B.) An employee who is released from jury or witness service during his/her regular shift, the
employee shall call his/her City for instructions.
C.) When employees receive notice of jury duty they shall notify their City within three (3)
calendar days of receipt of the notice.
ARTICLE 13 – LEAVES OF ABSENCE
Section 1. Adjustments. Accruals for vacation and sick leave will not take place while an employee is on
an unpaid leave of absence. In addition, employees on an unpaid leave of absence are not eligible for
holiday pay. Unpaid leaves of absence of ninety (90) or more calendar days will cause the employee’s
5. During the life of this collective bargaining agreement (2019-2021), in conjunction with other represented groups
in the City, the parties shall bargain the City’s current Shared Leave Policy No. 3-7, as well as a successor policy which
does not involve the donation of sick leave.
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 16
continuous service to be adjusted equal to the duration of the unpaid leave beyond ninety (90) calendar
days. The employee’s step adjustment date will be adjusted equal to the duration of the unpaid leave
beyond ninety (90) calendar days. Any unpaid leave beyond 90 days will be evaluated on a case by case
basis.
Section 2. Personal Leave of Absence.
A personal leave of absence may be granted in conjunction with an Employee’s vacation period where
valid reasons exist and with the approval of the City. Requests must be submitted at least thirty (30)
calendar days in advance (except in emergency situations). Consideration of the Employee’s request for a
personal leave of absence shall include the reason(s) for requesting the leave, the length of time desired,
the work load involved and the need for a replacement employee. An approved personal leave of absence
shall not exceed ninety (90) calendar days. Accrued vacation time must be used in conjunction with an
approved personal leave of absence. A personal leave of absence is not to be used as a substitute for
resignation or to enable an employee to perform comparable work elsewhere.
Section 3. Employee Status and benefits during leave
While an employee is on leave, the City will continue the employee's “group health plan” during the leave
period at the same level and under the same conditions as if the employee had continued to work.
If the employee chooses not to return to work for reasons other than a continued serious health condition
of the employee or the employee's immediate family member or a circumstance beyond the employee's
control, the City will require the employee to reimburse the City the amount it paid for the employee's
health insurance premium during the leave period.
While on paid leave, the City will continue to make payroll deductions to collect the employee's share of
the premium. While on unpaid leave, the employee must continue to make this payment, either in person
or by mail. The payment must be received in the Finance Department by the twenty fifth (25th) day of
each month for the following month’s coverage. If the payment is more than thirty (30) calendar days
late, the employee's health care coverage may be dropped for the duration of the leave. The City will
provide fifteen (15) calendar days' notification prior to the employee's loss of coverage.
If the employee contributes to a life insurance or disability plan, the City will continue making payroll
deductions while the employee is on paid leave. While the employee is on unpaid leave, the employee
may request continuation of such benefits and pay his or her portion of the premiums, or the City may
elect to maintain such benefits during the leave and pay the employee's share of the premium payments.
If the employee does not continue these payments, the City may discontinue coverage during the leave.
If the City maintains coverage, the City may recover the costs incurred for paying the employee's share of
any premiums, whether or not the employee returns to work.
ARTICLE 14 - LIGHT DUTY
Section 1. Light Duty. An employee who is injured and is subsequently unable to perform his/her normal
duties shall be assigned to light duty, within reason, if the city has a business need for such work and upon
examination of the employee’s own physician. The City reserves the right, at its own expense, to have the
employee examined by a City appointed physician. An employee’s salary while on light duty shall be at
the employee’s Standard Hourly Rate of pay for the hours worked and will be available as needed by the
City. There is no guarantee that light duty will be available, nor is there any guarantee of how many hours
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 17
might be available for the employee to work. The employee’s heath care provider will be required to
approve the job description of the light duty assignment prior to the employee commencing work, and
must provide written authorization for the employee to perform the specific duties of the light duty
assignment.
The position of light duty shall not exceed a period of thirty (30) calendar days and may be extended by
an additional thirty (30) calendar days at the discretion of the Department Director or designee. If the
illness or injury requires additional time off, the Director or designee may extend the light duty period, if
there are sufficient and compatible duties to be performed. A light duty assignment may last, but not
exceed sixty (60) calendar days total. If the employee cannot return to their normal duties after sixty (60)
calendar days, the employee must use accumulated vacation, sick leave, compensatory time, floating
holidays, and unpaid leave; or apply for leave of absence; or be subject to dismissal. Light duty after sixty
(60) calendar days may be considered on a case by case basis.
Light duty work shall be performed during normal administrative hours. Other work schedules may be
arranged by mutual agreement between the employee and City.
ARTICLE 15 – FAMILY AND MEDICAL LEAVE AND PAID FAMILY MEDICAL
LEAVE
Section 1. Family and Medical Leave (FMLA) will be made available to qualified employees in accordance
with current City policy and pursuant to current state and federal laws.
A.) At the employee’s choice, he/she may opt to retain a maximum of forty (40) hours of vacation
and forty (40) hours of sick leave on the books.
Section 2. Paid Family Medical Leave - Beginning with the January 7, 2019 paycheck, as required by the
new Washington State Paid Family Medical Leave law, the City will contribute .4% of
employee pay to the program, of which, 63% (.6333) will be from withholding from
employee paychecks and 37% (.3667) shall be paid by the City.
A.) Upon thirty (30) days notice at the conclusion of the State rulemaking process, either party
may request to bargain the impacts of the new Paid Family Medical Leave benefits prior to
their implementation in 2020.
ARTICLE 16 – CLASSIFICATION AND WAGE ADMINISTRATION
Section 1. Employees will be classified and paid in accordance with the applicable wages defined in
Appendix A to this Agreement.
Section 2. Rates of Pay. No employee shall be paid at a rate of pay less than the minimum nor more
than the maximum established for the position to which they are assigned as set forth in the pay plan. All
pay rates in the pay plan are based upon full-time employment at the normal working hours for the
position. For purposes of pay administration, full-time employment is defined as work consisting of forty
(40) hours per week.
Section 3. Starting Rate Upon Initial Employment. New employees shall be appointed at a step in the
appropriate pay range. A notice will be sent to the Union for any new employee who is appointed to step
C or higher.
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 18
Section 4. Pay Rate Upon Promotion. A promotion is a change to a higher compensated classification.
An employee who is promoted shall be paid at the step in the new pay range which represents at least a
two (2) step increase over the rate of pay received immediately prior to the promotion or at the minimum
step of the new pay range, whichever is greater, provided that such increase does not exceed the
maximum step of the new pay range. Employees shall serve a trial service period per Article 18, Section
3.
Section 5. Pay Rate Upon Demotion. A demotion is a movement to a lower compensated classification.
The resulting pay step shall not be higher than the maximum nor lower than the equivalent step of the
lower pay range. (I.E. Step C to Step C)
Section 6. Pay Rate Upon Voluntary Demotion. An employee who takes a voluntary demotion will be
placed at a step in the new range that most closely matches his/her current salary.
Section 7. Pay Rate Upon Demotion From Promotion. An employee who is demoted from trial service
following promotion shall receive the same step in the lower pay range as held before promotion,
provided that adjustments shall be made to take into account any step increases which would have
occurred had the employee not been promoted.
Section 8. Pay Rate Upon Transfer. An employee who transfers from one position to another within the
same class, or from a position in one class to a position in a different class that is assigned to the same
pay range, shall continue to receive the same rate of pay as before the transfer.
Section 9. Calculating Hourly Wage. For the purposes of calculating the hourly rate of pay for employees
who are paid on the basis of a monthly salary, hourly wages shall be determined by the following formula: 𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴 𝑠𝑠𝐴𝐴𝐴𝐴𝐴𝐴𝑠𝑠𝑠𝑠 ÷ 2080 ℎ𝑜𝑜𝐴𝐴𝑠𝑠𝑠𝑠 =𝑆𝑆𝑆𝑆𝐴𝐴𝐴𝐴𝑆𝑆𝐴𝐴𝑠𝑠𝑆𝑆 𝐻𝐻𝑜𝑜𝐴𝐴𝑠𝑠𝐴𝐴𝑠𝑠 𝑅𝑅𝐴𝐴𝑆𝑆𝑅𝑅. Annual salary is calculated by the following
formula: 𝑀𝑀𝑜𝑜𝐴𝐴𝑆𝑆ℎ𝐴𝐴𝑠𝑠 𝑠𝑠𝐴𝐴𝐴𝐴𝐴𝐴𝑠𝑠𝑠𝑠 𝑖𝑖𝐴𝐴 𝑐𝑐𝐴𝐴𝑠𝑠𝑠𝑠𝑅𝑅𝐴𝐴𝑆𝑆 𝑠𝑠𝐴𝐴𝐴𝐴𝑟𝑟𝑅𝑅 & 𝑠𝑠𝑆𝑆𝑅𝑅𝑠𝑠 (𝑠𝑠𝑅𝑅𝑅𝑅 𝐴𝐴𝑠𝑠𝑠𝑠𝑅𝑅𝐴𝐴𝑆𝑆𝑖𝑖𝐴𝐴 𝐴𝐴)× 12.
The above formula is used to calculate the Standard Hourly Rate for determining sick leave cash-out, and
vacation leave cash-out.
Section 10. Advancement Within A Pay Range. Employees will receive a step increase based upon
completion of one (1) year of continuous employment at the current step in the pay range, unless the
employee receives a “BELOW SATISFACTORY” rating in the “OVERALL RATING” category in their annual
performance appraisal. If he/she receives a “below satisfactory” rating the City shall re-evaluate the
employee every three (3) months for the purpose of improving the evaluation to the normal range. Upon
successful improvement of the evaluation rating, the employee would then move to the next step. Any
increase in an employee’s rate of pay shall be effective on the first day of the month following completion
of one (1) year of employment and annually thereafter except as otherwise provided in this Agreement.
If the city fails to provide the employee with his/her annual performance appraisal within the month of
hire or promotion date, he/she will automatically be moved to the next step.
Section 11. Adjustments to the Anniversary Date (Step Adjustment Date). The anniversary date for a
step increase for an employee shall be adjusted under the following circumstances:
A.) Upon promotion or disciplinary demotion, the existing anniversary date shall be eliminated
and the first day of the month following such promotion or demotion shall be used to
calculate the new anniversary date;
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 19
B.) When an employee is demoted from trial service following promotion, the anniversary date
held prior to such promotion shall be reestablished;
C.) For purposes of seniority within a classification, when an employee returns from layoff and
is re-employed in the same classification as originally held, he/she shall retain their original
anniversary date;
D.) When an employee returns from layoff during the recall period and is reemployed in a
classification other than that originally held, he/she shall retain their original anniversary
date.
Section 12. Pay Rate Upon Reinstatement Or Rehire. A person who is recalled from layoff within eighteen
(18) months and is reinstated into the same position shall receive the same step in the pay range as held
prior to the break in service.
Section 13. Out of Class Pay. When an employee is required to work at a higher level classification for a
period of four (4) hours or more within a workday, he/she shall receive the pay step in the higher
classification that results in at least a two (2) step increase in pay for hours worked in the higher
classification. In order for the employee to receive out of class pay, the employee must receive
authorization for out of class pay from the Department Director or designee.
Section 14. Job Posting and Selection Process. Whenever the City determines to fill a vacant bargaining
unit position, including new bargaining unit positions, the City will distribute the announcement in
advance giving notice of the vacancy to all employees via email in accordance with the following
procedures. All vacancies shall be posted. The City shall post the job internally for two (2) consecutive
business days prior to external posting. Any bargaining unit employee may apply for the vacant position.
All bargaining unit employees who apply and meet the minimum qualifications shall be interviewed and
considered prior to externally interviewing for the position. Civil Service positions will be filled according
to Civil Service Rules.
Selection Process
A.) The filling of vacancies will be done in an objective, fair and impartial manner. The City will
determine the procedures which may include written, practical and oral examinations.
Selection criteria will bear a direct relationship to job performance and constitute bona fide
occupational qualifications necessary to properly and efficiently function in the position. All
applicants will receive the same selection criteria and be informed of the results.
B.) Process Review. In the event that a bargaining unit applicant is not selected, that employee
may request, and shall be given his or her broken down score and placement, if applicable,
or reasons for denial.
Section 15. Classification Changes.6
A.) Policy. It is the intent of the City and the Union to provide current and accurate classification
(position) descriptions, and to insure that all employees are working within the classification
for which they were hired. Department Directors are responsible for assuring that the
6 The Union does not waive its rights to grieve Section 15 of this article.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 20
employee in their department is working within his/her proper classification, and that the
employee’s actual job functions match their job descriptions. Employees are responsible for
notifying their Department Director when they believe that they are working outside of their
assigned job classification. The City Human Resources Department will insure that revisions
of classification descriptions will be made as often as is necessary to maintain current and
accurate position descriptions. Not all revisions to descriptions result in change of
classification of employees. A change in classification is required when there are significant
changes to the duties and responsibilities of a classification, and is not used to address an
increase/decrease in volume of work, or for the exclusive purpose of providing a salary
increase.
B.) Procedure for Evaluating Classifications.
1. An employee will submit a written request to the Department Director and Human
Resources for a reclassification of their position, using the criteria in subsection C below.
2. Human Resources will conduct a job analysis to determine whether the request is a
significantly different level of duties and responsibilities from the original classification
description. Human Resources will then make a recommendation, within thirty (30)
calendar days, to the Department Director, and to the City Administrator and Mayor or
his/her designee, if necessary, for approval. If approved, the employee who submitted
the request will be notified within seven (7) calendar days and an incumbent employee
will be moved to the changed classification, effective the following pay period. The
Mayor’s, or his/her designee’s, decision is final.
3. The employee and Department Director, (or designee), will review the employee’s job
description as a part of the annual evaluation process. Any significant changes to the
duties and responsibilities of the job will be addressed through a reclassification process;
or
4. Prior to recruiting for any vacant position, the Department Director, (or designee), will
review the job description and address any significant changes to the duties and
responsibilities of the job through a reclassification process prior to advertising for the
position, and notify the Union of the proposed changes; or
5. Periodically a Department Director may find the need to significantly change an
employee’s job duties and responsibilities. The Department Director will initiate a
request for an analysis of a classification change by submitting a written request to the
Human Resources Department. A job analysis is conducted to determine whether the
request is a significantly different level of duties and responsibilities from the original
classification description. Human Resources will then make a recommendation to the
Department Director, and to the City Administrator and Mayor or his/her designee, if
necessary, for approval. If approved, an incumbent employee will be moved to the
changed classification. The Mayor’s, or his/her designee’s, decision is final. Human
Resources will provide the employee and the union with the approved classifications
changes.
Collective Bargaining Agreement
City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 21
C.) Evaluation Criteria. The following criteria are examples used in evaluating reclassification
requests:
1. Changed duties that may result from additions, expansions, or reductions of
responsibilities.
2. Changed qualifications, required education and training, and/or required licenses or
certifications for the position.
3. Consolidation or reassignment of duties which significantly change the position.
4. Significant change in knowledge/expertise to address technology that is required to
perform the duties of the classification.
5. The Department's present and future organizational structure and service delivery
needs that have an adverse impact on the employee’s job description and classification.
6. When an employee’s workload increases in a significant manner that has an impact on
the ability to complete their job functions, the employee will notify his/her supervisor
and a meeting will be scheduled within fifteen (15) calendar days, with the City,
employee and the Union to address the excessive work load issues.
D.) Salary Change for Changed Classifications.
1. Upon change of classification to a position at a higher salary range, the employee will be
placed at a step which is at least one step higher than that which is currently paid the
employee, but not less than Step 1 of the new range. If reclassification is concurrent with
an employee's performance appraisal increase, then a salary increase for a performance
related action would also be made.
2. In the event an evaluation shows that a classification needs to be placed at a lower salary
range, the incumbent will be placed at a step that most closely matches his/her current
salary rate. If the step in the new range is lower than the incumbent's current salary
rate, the rate will be frozen (unaffected by cost-of-living increases or step increases) until
the newly assigned rate moves up to the incumbent's range.
3. If the analysis finds that the reclassification is warranted, but the City does not approve
the reclassification, the City shall remove the duties of the higher classification, including
from the job description, in lieu of approving the reclassification, provided that the
employee will be compensated for the higher level work performed to date.
Section 16. Tuition Reimbursement. Tuition reimbursement will be offered in accordance with City of
Arlington Tuition Reimbursement Policy 3-8.
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 22
ARTICLE 17 - SENIORITY, LAYOFF, RECALL
Section 1. Seniority List. A seniority list shall be adopted by reference to this Agreement. Such seniority
list shall be by classification seniority and date of hire.
Section 2. Seniority Defined. Seniority shall be established as the date of hire to a full-time position within
the bargaining unit.
Seniority shall not accrue while on a leave without pay in excess of ninety (90) days in accordance with
Article 12, section 1, unless the leave is a result of a federal or state legally protected leave.
Seniority shall be based on continuous service with the City. A break in continuous service shall be defined
as separation of employment, or the expiration of the eighteen (18) month recall period upon layoff.
Section 3. Layoffs. A layoff is defined as the anticipated and on-going reduction in the number of full-
time equivalent (FTE) positions within a job classification covered by this agreement. Layoffs may result
from lack of work, budgetary restrictions, or reorganizations that have taken place. No bargaining unit
employee shall be laid off while another person in the same classification is employed on a probationary
or temporary basis in a position for which the bargaining unit employee is qualified.
Section 4. Notice. The union shall be notified of all proposed layoffs as far in advance as possible to allow
time for negotiations as they relate to the bargaining unit impacts (i.e. seniority and bumping issues etc.)
and possible alternatives to layoffs.
Once the layoffs and possible bumping scenarios are determined the affected employee(s) shall be given
a minimum of thirty (30) calendar day’s written notice. The employee shall inform the City within seven
(7) calendar days of receipt of the layoff notice of their intention to exercise their bumping rights, if
available.
Section 5. Order of Layoff. Layoffs shall first be by classification seniority within the selected department
and classification. In the event of a tie in classification seniority, the date of hire seniority shall prevail.
Section 6. Bumping. Laid off employees, including bumped employees, shall have the option to first bump
less senior employees in their current classification within their department, and then less senior
employees in lower classifications within their department that the employee has previously held or can
perform with skills that could be obtained through a short orientation and/or training period of (60)
calendar days. Employees may bump less senior employees in other departments within their current
classification or a lower level classification if they have previously held the classification and are qualified
to do the work or can do the work with skills that could be obtained through a short orientation and/or
training period of sixty (60) calendar days.
Employees bumping into lower level classifications must possess more seniority working in that previous
classification than the person they intend to bump.
Section 7. Special Qualifications. The City may layoff out of the order set forth within Section 5 upon
presentation of evidence the operating needs of the department require a special qualification, training,
or skill, provided:
A.) The special qualification, training, or skill could not be easily obtained through a short
orientation or familiarization period; and
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 23
B.) A more senior employee who possesses the special qualification, training, or skill is not
denied a bump to a position occupied by a less senior employee.
Section 8. Recall. An employee who has been laid-off shall be entitled to recall rights for a period of
eighteen (18) months from the effective date of layoff. Employees on the recall list shall be notified if a
vacancy occurs in any position within the bargaining unit. The vacancy shall be filled in accordance with
seniority among the qualified employees on the recall list.
If the employee on the recall list elects not to accept two (2) offers to return to work in the former or
comparable position or fails to respond within ten (10) calendar days of the offer of recall, they shall be
removed from the recall list and considered to have resigned.
Section 9. Payout of Accrued Benefits. An employee who has been laid off will be entitled to receive one
hundred percent (100%) payout on all accrued compensatory time. Vacation and sick leave shall be paid
out in accordance with Articles 9 and 10 of this agreement.
ARTICLE 18 - PROBATION PERIODS, TRIAL SERVICE
Section 1. Purpose. Probationary and trial service periods are working test periods and shall be an integral
part of the examination process and shall be utilized as an opportunity to observe an employee's work, to
train and aid the employee in adjustment to his/her position, and to reject any employee whose work
performance fails to meet required work standards.
Section 2. Duration. All new (or initial) employment, promotional appointments of employees shall be
tentative and subject to a probationary or trial service period which starts upon the effective date of an
appointment.
A probationary period shall be required for all initial appointments to City employment and where
required by this Agreement and shall be six (6) months in duration. An employee may be terminated at
any time during the probationary period without recourse to the grievance procedure.
A trial service period shall be required following a promotion and shall be six (6) months in duration.
Section 3. Trial Service Period - Promotions, Demotions and Transfers. All promotions, demotions and
transfers shall be subject to a six (6) month probationary period. In the event a promoted or transferred
employee is found to be unsatisfactory following a performance evaluation after six (6) months, the
employee shall be restored to his/her previous position. If a demoted employee fails to pass the
probationary period, and the demotion was voluntary, the employee will be restored to his/her previous
position. For the purposes of this Section;
A.) Promotions shall be defined as movement from one position covered by this Agreement to
another position covered by this Agreement with a higher salary range;
B.) Transfer shall be defined as movement from one position covered by this Agreement to
another position covered by this Agreement in the same salary range; and demotion shall be
defined as movement from one position covered by this Agreement to another position
covered by this Agreement with a lower salary range.
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Effective 1/1/2019 through 12/31/2021 24
In the event an employee is on leave for more than fourteen (14) calendar days during a probationary or
trial service period, the completion date may be extended by an amount of time equal to the period of
leave.
ARTICLE 19 – LABOR MANAGEMENT COMMITTEE
The City and the Union have established an Executive Board Committee which will meet periodically
during the term of this Agreement to discuss matters of mutual concern. The Committee will meet at the
request of either party. The Committee shall consist of not more than three (3) representatives from the
City and three (3) official Union representatives. The party calling for the meeting shall forward a copy of
the agenda at least one (1) week in advance of the meeting.
ARTICLE 20 - DISCIPLINE AND TERMINATION
Section 1. Employee Discipline. The City shall not discipline or discharge any post probationary employee
without just cause. For the purposes of this section, verbal coaching/counseling sessions between a
supervisor/manager and employee that are informal and intended to improve or modify work
performance are not classified as pre-disciplinary or disciplinary proceedings.
Section 2. Disciplinary Action. Disciplinary action or measures may include written reprimand,
suspension, reduction in step, demotion discharge, or other disciplinary measures. The City agrees that
disciplinary action is intended to be progressive in nature; however, the City may advance to more serious
disciplinary action, up to and including termination, if warranted by the violation.
ARTICLE 21 – GRIEVANCE PROCEDURE
Section 1. Intent. It is the desire of the City and the Union to resolve grievances that may arise during
the term of this Agreement informally and at the lowest level possible. A "grievance" means a claim or
dispute by an employee (or the Union in the case of Union rights) with respect to the interpretation or
application of the provisions of this Agreement. Corrective action below a written reprimand is not
subject to the grievance procedure.
Section 2. Procedure.
STEP 1: An employee must present a grievance in writing within fifteen (15) calendar days of the date the
employee knew or should have known of the occurrence to the employee's supervisor, with a copy to the
Union, who shall attempt to resolve it and respond in writing within fifteen (15) calendar days after it is
presented.
STEP 2: If the employee is not satisfied with the solution by the immediate supervisor, the grievance, in
writing, may be presented within fifteen (15) calendar days of the supervisor's response to the
Department Director by an official Union representative. The written grievance shall include a statement
of the issue, a chronological listing of the pertinent events that took place, the section of the Agreement
violated and the remedy sought. Such information shall be submitted on an official Grievance Form, which
shall be provided by the Union. The Department Director shall attempt to resolve the grievance and
respond in writing within fifteen (15) calendar days after it has been presented.
Alternatively, by mutual agreement of the Union and the City, non-disciplinary grievances may be
submitted to the Labor Management Committee for resolution. The Labor Management Committee will
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 25
consider the statements of the employee and the City and attempt to resolve the matter within fifteen
(15) calendar days of submittal. The Committee’s role is limited to facilitating dispute resolution; it may
not compel settlement and no record of the Committee is admissible in arbitration. If the employee is
not satisfied with the solution of the Committee, the grievance may then be filed, in writing, within fifteen
(15) calendar days, with the Department Director.
STEP 3: If the Union is not satisfied with the solution by the Department Director, the grievance may be
presented within fifteen (15) calendar days to the City Administrator. The City Administrator shall attempt
to resolve and respond in writing to the grievance within fifteen (15) calendar days after it is presented.
STEP 4: If the Union is not satisfied with the solution by the City Administrator, the grievance may be
presented within fifteen (15) calendar days to the Mayor. The Mayor shall attempt to resolve and respond
in writing to the grievance within fifteen (15) calendar days after it is presented.
STEP 5: If the grievance is not resolved by the Mayor within fifteen (15) calendar days, the grievance may
be referred to a mediator. The City and the Union shall attempt to select a mediator by mutual agreement.
In the event the parties are unable to agree upon a mediator, either party may request the Public
Employment Relations Commission (PERC) or Federal Mediation & Conciliation Service (FMCS) to submit
a panel of nine (9) mediators. The City and Union shall alternately strike names of mediators until one
mediator’s name is left who shall be mediator. The order of striking names shall be determined by the flip
of a coin. The mediator shall be notified of his/her selection by a joint letter from the City and the Union
requesting that he/she set a time and a place subject to the availability of the City and Union
representatives. Upon designation of the Mediator, the parties will make every attempt to schedule a
date for mediation within fifteen (15) calendar days.
A.) Proceedings before the Mediator shall be confidential and informal in nature. No transcript
or other official record of the mediation conference shall be made.
B.) The Mediator shall attempt to ensure that all necessary facts and considerations are
revealed. The Mediator shall have the authority to meet jointly and/or separately with the
parties and gather such evidence as deemed necessary.
C.) The Mediator shall not have the authority to compel resolution of the grievance. If the
Mediator is successful in obtaining agreement between the parties, he shall reduce the
grievance settlement to writing. Said settlement shall not constitute a precedent unless both
parties so agree.
D.) If mediation fails to settle the dispute, the Mediator may not serve as an arbitrator in the
same matter, nor appear as a witness for either party. Nothing said or done in mediation
may be referred to or introduced into evidence at any subsequent arbitration hearing.
STEP 6: Arbitration Procedure. If the grievance is not settled in accordance with the foregoing procedure,
the Union or City may refer the grievance to arbitration within fifteen (15) calendar days after the receipt
of the answer in Step 5. If the request for arbitration is not filed by the official Union representative or
the City within fifteen (15) calendar days, the Union or the City waives its right to pursue the grievance
through the arbitration procedure. The City and the Union shall attempt to select a sole arbitrator by
mutual agreement. In the event the parties are unable to agree upon an arbitrator, either party may
request the Public Employment Relations Commission (PERC) or Federal Mediation & Conciliation Service
(FMCS) to submit a panel of nine (9) arbitrators. The City and Union shall alternately strike names of
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 26
arbitrators until one arbitrator's name is left who shall be arbitrator. The order of striking names shall be
determined by the flip of a coin. The arbitrator shall be notified of his/her selection by a joint letter from
the City and the Union requesting that he/she set a time and a place subject to the availability of the City
and Union representatives. The arbitrator shall have no right to amend, modify, ignore, add to, or subtract
from the provisions of this agreement. He/she shall consider and decide only the specific issue submitted
to him/her in writing by the City and the Union, and shall have no authority to make a decision on any
other issue not submitted to him/her. The arbitrator shall submit his/her decision in writing within thirty
(30) days following the close of the hearing or the submission of briefs by the parties, whichever is later,
unless the parties agree to an extension thereof. The decision shall be based solely upon his/her
interpretation of the meaning or application of the express terms of this Agreement to the facts of the
grievance presented. The decision of the arbitrator shall be final and binding.
Section 3. Miscellaneous Provisions.
A.) The cost of the mediation and/or arbitration shall be borne equally by the parties including
the Mediator and/or Arbitrator's fees and expenses, room rental and cost of record.
B.) Each party shall bear the cost of the preparation and presentation of its own case and for
compensating its own representatives, attorneys and witnesses.
C.) The term "employee" as used in this Article shall mean an individual employee, a group of
employees, and/or their official Union representative.
D.) An aggrieved party shall be granted time off without loss of pay for the purpose of attending
the hearing on a grievance.
E.) A grievance may be entertained in, or advanced to, any step in the grievance procedure if
the parties so jointly agree.
F.) The time limits within which action must be taken or a decision made as specified in this
procedure may be extended by mutual written consent of the parties involved. A statement
of the duration of such extension of time must be signed by both parties.
G.) Any grievance shall be considered settled at the completion of any step if the employee is
satisfied or deemed withdrawn if the matter is not appealed within the prescribed period of
time.
Section 4. Nothing herein shall prevent an employee from seeking assistance of the Union, or the Union
from furnishing such assistance at any stage of the grievance procedure.
Section 5. No issue whatsoever shall be arbitrated or subject to arbitration unless such issue results from
an action or occurrence which takes place following the effective date of this Agreement.
Section 6. Any grievance filed on behalf of a group of employees or a class action grievance shall be
reviewed, approved and submitted by an official Union representative prior to such filing, and shall be
signed by the Local Union President.
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Effective 1/1/2019 through 12/31/2021 27
ARTICLE 22 - WAGES AND LONGEVITY
Section 1. Appendix A. The wage schedule for employees in the Bargaining unit shall be as set forth in
the appropriate appendix attached hereto.
Section 2. Longevity Pay. Employees hired on or after May 20, 2013 shall receive longevity pay based on
the following schedule.
Starting with the 11th year of service: 2%
Starting with the 16th year of service: 3%
Starting with the 21st year of service: 4%
Longevity shall be calculated from the employee’s base monthly salary and added to the base monthly
salary.
Section 3. Wages.
2019 3.3% Adjustment applied retroactively to reformatted 2018 Pay Plan
2020 3.0% Adjustment applied to the 2019 Pay Plan
2021 100% of CPI-W June to June Seattle-Bellevue Index, with minimum of 2.75% and a
maximum of 3.25% applied to the 2020 Pay Plan.
Section 4. Specialty Pay
(A) The City has facilitated the Backflow Assembly Testing (BAT) certification of one
Maintenance and Operations bargaining unit member and the Union requested to
bargain over the compensation associated with the possession of this certification and
the performance of the duties associated therewith. So long as the current bargaining
unit member maintains this certification and is available to perform the work associated
with backflow assemblies, they shall be eligible for a two percent (2%) premium pay.
1. The City reserves the right to outsource this work in whole or in part, as needed based
on departmental workload and staffing.
2. Should the existing bargaining unit member’s certification expire, the parties shall
bargain over Article 22, Section 4.
ARTICLE 23 – HEALTH AND WELFARE INSURANCE
Section 1. Medical Insurance. The City shall provide a medical insurance plan covering sickness and injuries
for full-time employees and their dependents. The City shall provide medical coverage to employees
covered by this agreement in the form of a choice between Association of Washington Cities (AWC)
HealthFirst 250, or materially similar plan, and optional group coverage under (1) AWC’s Group Health
$10 co-pay plan in 2016 and 2017; and (2) AWC’s Group Health $20 co-pay plan effective January 1, 2018.
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The City will also make available effective January 1, 2017, the AWC Regence High Deductible Health Plan
(HDHP) with Health Savings Account (HSA). HSA contributions are subject to IRS rules and any applicable
limits under the federal Affordable Care Act. The City will make the following HSA contributions to
employees enrolled on the HDHP:
Employee Only $900 per year
All other tiers 50% of the savings to the City as compared to the applicable
Group Health co-pay plan. For example, if the City’s 90% portion
of the Group Health plan premium is $1,000 and the HDHP
premium is $500, the City will pay the full HDHP premium and
will deposit $250 into the employee’s HSA.
On a one-time basis in 2017, the City’s HSA contribution will be frontloaded in January 2017. An employee
who receives the frontloaded HSA but separates from the City during 2017 will reimburse the City for a
prorated portion through a deduction from the employee’s final wages. An employee who joins the City
in 2017 after the month of January will receive a front-loaded, prorated HSA contribution. After 2017, the
City’s HSA contributions will be paid monthly.
The City and the employee shall continue to share the cost of the monthly premiums as follows:
Regence HealthFirst 250: Eighty percent (80%) paid by City, and twenty percent (20%) paid by the
employee.
Group Health $10 Co-pay Plan or Group Health $20 Co-pay Plan: Ninety percent (90%) paid by City and
ten percent (10%) paid by the employee.
Regence High Deductible Health Plan: One hundred percent (100%) paid by City.
Section 2. Dental. The City shall provide a group dental insurance program for full-time employees and
their dependents. The City will provide WDS Dental Plan F, or a materially similar plan, for full-time
employees and their dependents. The City shall pay ninety (90%) of the monthly premium and the
employee shall pay (10%) of the monthly premium.
Section 3. Vision. The City currently provides employees and their eligible family members an opportunity
to enroll in vision coverage with Vision Service Plan. The City shall pay one hundred percent (100%) of the
monthly premium.
Section 4. Group Life Insurance and Accidental Death and Dismemberment Insurance (AD&D). The City
shall pay one hundred percent (100%) for the premiums for eligible enrolled employees only for coverage
under the AWC Group Life and AD&D Insurance Plan
Section 5. Group Long Term Disability. The City shall pay one hundred percent (100%) of the premiums
for eligible enrolled employees only for coverage under the AWC Group Long Term Disability Insurance
Plan.
Section 6. Healthcare “Opt Out” / Dual Coverage Incentive Program. The City will allow all bargaining
unit members to participate in the Dual Coverage program.
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Effective 1/1/2019 through 12/31/2021 29
A.) The program is available to bargaining unit members and members with a spouse or
domestic partner and/or eligible dependents who are eligible for both a City of Arlington
medical insurance plan and another continuous, comprehensive medical insurance plan. The
program is also available to bargaining unit members that are husband and wife or domestic
partners who have coverage on the City of Arlington medical insurance plan. Nothing in this
program prohibits bargaining unit members from enrolling new family members in the City’s
insurance programs. All program participants must sign a waiver that certifies that they, their
spouse, and/or dependents have other medical coverage and acknowledge the conditions
for re-enrollment on the medical and/or dental plan, and provide evidence of such coverage.
Employees who enroll in the Dual Coverage Medical Insurance Incentive Program will need
to enroll in the HRA/VEBA program.
B.) Under the City of Arlington’s program, bargaining unit members may be voluntarily eligible
to decline medical insurance coverage for themselves or their eligible family members and
receive a monthly financial incentive for doing so.
C.) The City must remain in compliance with AWC Employee Benefit Trust requirements and
underwriting rules for all insurance programs at all times. If the City reaches the threshold
for enrollment in any program, bargaining unit members and/or eligible family members will
no longer be able to waive coverage. This is done on a first-come, first-serve basis.
D.) This program is limited to the waiver of medical coverage only. Employees electing to decline
dental insurance benefits only will not receive an incentive. Employees’ vision and life
insurance benefits, and eligible dependents vision insurance, will remain in effect in
compliance with AWC Employee Benefit Trust requirements and underwriting rules.
E.) Employees will only receive the incentive if the employee, their spouse or domestic partner
and/or dependents decline medical insurance benefits.
F.) Re-enrollment on the City’s medical and dental plans is available:
a. During the annual open enrollment period each year with coverage effective date of
January 1 the following year.
b. Mid-year if the employee or eligible dependent experience a COBRA qualifying event or
lose their other medical coverage provided there has been no break in coverage between
the end of the other insurance coverage and enrolling onto the City medical and/or
dental plan.
c. Proof of loss of the other continuous, comprehensive medical and dental coverage is
required for mid-year re-enrollment.
G.) Enrollment in the Dual Coverage Incentive Program will remain in effect until the bargaining
unit member exercises re-enrollment privileges outlined above, or the bargaining unit
member, the member’s spouse and/or dependents are no longer eligible for City of Arlington
medical coverage under any circumstance.
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Effective 1/1/2019 through 12/31/2021 30
H.) Incentive payments will only be made if there is an actual savings in the premiums the City is
paying. For example, if a bargaining unit member has three children on the City of Arlington
medical coverage and they drop one child, there is no change in the premium. Therefore, the
employee would not be eligible for incentive pay.
I.) The maximum incentive amount per month is $300. The maximum incentive amount per
year is $3,600. Incentive amounts are payable monthly into the bargaining unit member’s
VEBA account, unless the member is enrolled in a High Deductible Health Plan, in which case
the incentive will be contributed to the employee’s Health Savings Account in accordance
with IRS requirements.
J.) Dual Coverage Medical Insurance Incentive Pay Schedule:
Category Employee Incentive Per Month Employee Incentive Per Year
Section 7. The City retains the right to change the carrier or funding mechanisms for any or all of the above
insurance coverage, provided benefits are not reduced during the term of this Agreement. Should the City
wish to consider benefit trade-offs for an overall improvement to the health benefit plans, the City will
negotiate with the Union regarding the trade-off provisions.
Section 8. Deferred Compensation Plan. The Employee shall have the option of participating in any
deferred compensation plan offered by the Washington State Department of Retirement Systems.
Employees may defer a portion of their taxable income, into a retirement savings plan that is subject to
federal rules and regulations governing deferral limits, tax liability and restrictions on withdrawals.
ARTICLE 24 – DRUG TESTING
Section 1. Omnibus Transportation Employees Test Act - Policy Statement. The provisions of this Section
are intended to comply with the Omnibus Transportation Employees Testing Act of 1991 (the Act) and
relevant Department of Transportation regulations. The parties agree that the workplace should be free
from the risks posed by the use of alcohol and controlled substances in order to protect the safety of
employees and the public. The unlawful manufacture, distribution, possession or use of a controlled
substance is prohibited in the workplace. The parties further recognize that the abuse of alcohol and
controlled substances is a treatable illness and the City will make reasonable efforts to provide assistance
to employees in need of help. An employee assistance program (EAP) is available to employees with
personal problems, including those associated with alcohol or controlled substances use. The City and
the Union will aid such employees who request assistance with such problems. The City and the Union
will encourage the employee to seek professional assistance where necessary.
ARTICLE 25 – CLOTHING / APPEARANCE
Section 1. Employees are expected to maintain a clean and professional appearance. Protective clothing
required by the City will be provided by the City. The City may provide uniform pants, shirts, coats, or
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City of Arlington / ACE represented by WSCCCE
Effective 1/1/2019 through 12/31/2021 31
specialized safety clothing (boots, reflective coats) for bargaining unit employees. Uniform pieces may be
rented and cleaned by the City or purchased by the City and cleaned by the employee depending on the
department/division assigned. Administration of this Article is contingent upon the Oversight Committee
policies governing uniforms/safety clothing for each department division effected.
A.) Employees that are issued uniforms are expected to wear their complete uniforms during
assigned work hours and wear them in accordance with City policies.
B.) All uniform items shall be distributed through a quartermaster system to be developed by
the City and reviewed by AFSCME through the Oversight Committee prior to implementation.
C.) Employees shall be required to sign for all uniform pieces at time of issue and return all
uniform pieces upon leaving employment with the City or with the department that issued
the uniform. Failure to return all issued equipment may result in delay or reduction of final
pay disbursement.
D.) Employees required to wear safety boots will follow the City “Quartermaster” system for
purchasing said boots, paid for by the City on an as-needed basis no more than once per
calendar year; provided that boots may be purchased more often if the boots are deemed
by the Quartermaster to be no longer serviceable.
E.) The Oversight Committee shall be formed consisting of one (1) representative from the
following departments; Public Works, Community & Economic Development and Police to
work in conjunction with the Quartermaster.
F.) All required patches, cloth badges, name emblems, service bars or any such items will be
provided and affixed to all such uniform items issued to employees at the City’s cost. All
reasonable uniform maintenance, alterations, cleaning and repairs shall be provided by the
City.
Section 2. The parties shall bargain over replacement language for Article 25 during the life of this
collective bargaining agreement (2019-2021).
ARTICLE 26 – VOLUNTEERS
The City and the Union recognize that the City has a current system in place that utilizes volunteers to
assist in providing services to the citizens, businesses, and customers of the City of Arlington.
The use of volunteers will not supplant bargaining unit positions. Volunteers shall not be assigned to
perform functions normally performed by employees working in a paid status within the last thirty-six (36)
months. No bargaining unit member shall be laid off as a result of the volunteer program.
The City and the Union will meet in a labor management forum and come to a mutual agreement prior to
implementing any new volunteer program. Disputes regarding the utilization of volunteers shall be subject
to grievance procedures.
The City will in no event use volunteers to do normal work of Union members or to circumvent the holiday
overtime and/or any other provisions of this agreement.
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Effective 1/1/2019 through 12/31/2021 32
ARTICLE 27 – CDL RENEWALS
The employer shall continue the existing practice of selecting CDL physical vendors and paying for the
basic CDL physical for employees required to renew their endorsements/CDL. Employees may continue
the existing practice of utilizing paid release time to complete the basic CDL physical with prior approval
from Human Resources and their supervisor. Employees may continue to be reimbursed for the
additional costs of the CDL and any required endorsements beyond those of a normal driver’s license
renewal.
ARTICLE 28 – NO STRIKES OR LOCK-OUTS
The City and the Union recognize that the public interest requires the efficient and uninterrupted
performance of all City services, and to this end pledge their best efforts to avoid or eliminate any conduct
contrary to this objective. During the term of this Agreement, neither the Union nor the employees
covered by this Agreement shall cause, engage in or sanction any work stoppage, strike, slowdown or
interference with City functions. Employees who engage in any of the foregoing actions shall be subject
to disciplinary action. The City shall not institute any lock-out of its employees during the life of this
Agreement.
ARTICLE 29 – SAVINGS CLAUSE
Section 1. Should any Section of this Agreement or any addenda thereto be held invalid by operation of
law or by any tribunal of competent jurisdiction, or should compliance with or enforcement of any
provision be restrained by such tribunal, the remainder of this Agreement and addenda shall not be
affected thereby. At the request of either Union or the City, both parties shall enter into negotiations
within fifteen (15) calendar days after said request for the purpose of arriving at a satisfactory
replacement for the invalidated language.
Section 2. Supremacy of Agreement. This Agreement, when in conflict with any Personnel Policy, Civil
Service Rule or Regulation, shall prevail over such policy, rule or regulation. In all other cases, the
Personnel Policy, Civil Service Rule or Regulation shall apply to employees in the bargaining unit.
Section 3. Changes in Personnel Policies. Any changes in Personnel Policy materially affecting mandatory
subjects of bargaining may be addressed in Labor Management Committee. This will not be considered a
waiver of the Union's right to bargain regarding changes, as may be required by RCW 41.56.
ARTICLE 30 – ENTIRE AGREEMENT
The parties acknowledge that during the negotiations which resulted in the Agreement each had the
unlimited right and opportunity to make demands and proposals with respect to any subject or matter
not removed by law from the area of collective bargaining, and that the understandings and agreements
arrived at by the parties after the exercise of that right and opportunity are set forth in this Agreement.
The parties agree that no oral or written statement shall add to or supersede any of the provisions of this
Agreement. By mutual agreement of the parties a memorandum of understanding addendum may be
negotiated and incorporated as a part of this agreement.
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Effective 1/1/2019 through 12/31/2021 33
ARTICLE 31 - TERM OF AGREEMENT
This agreement will be effective from January 1, 2019 through December 31, 2021.
ARLINGTON CITY EMPLOYEES CITY OF ARLINGTON
By _____________________________________ By ________________________________
Launa Peterson, President Barbara Tolbert, Mayor
Date ___________________________________ Date ______________________________
WASHINGTON STATE COUNCIL OF CITY & COUNTY EMPLOYEES, COUNCIL 2
By _____________________________________
Bill Keenan, Director of Organizing
Date ___________________________________
Page 34
MEMORANDUM OF AGREEMENT
by and between
THE CITY OF ARLINGTON, WASHINGTON
And
ARLINGTON CITY EMPLOYEES, LOCAL 2849
OF THE WASHINGTON STATE COUNCIL OF COUNTY AND CITY EMPLOYEES, COUNCIL 2, AFSCME
AGREEMENT ON IMPLEMENTATION OF SUCCESSOR COLLECTIVE BARGAINING AGREEMENT
THIS AGREEMENT is entered into by and between the City of Arlington, Washington,
hereinafter referred to as the City, and the Arlington City Employees, Local 2849, hereinafter
referred to as the Union.
The parties wish to document agreement on the following items contemporaneous with
the adoption of the successor collective bargaining agreement (CBA), effective January 1, 2019
through December 31, 2021.
The parties have agreed on the following terms in resolving the outstanding issues as
identified herein:
1. The parties’ adoption of the 2019 Salary Schedule (ADDENDUM A – Table 2019) is
effective retroactively to January 1, 2019.
2. Specialty Pay in Article 22, Section 4 is effective retroactively to January 1, 2019.
3. 2019 retroactive wage adjustments shall be paid out on the June 21, 2019 payroll. This
retroactive payment shall only apply to those bargaining unit members employed as of
April 10, 2019.
4. Sick leave cash out for the period ending December 31, 2018 shall be coordinated
between Human Resources and Payroll staff and the eligible bargaining unit member(s)
and shall occur upon an HRA VEBA account being set up by each recipient.
5. The following implementation schedule of reclassifications in the Finance Department
consistent with it departmental reorganization shall commence according to the
following schedule:
Page 35
a. As of June 1, 2019, Colette Campbell shall be reclassified from a Finance
Technician I to a Finance Technician II. This adjustment shall be effective
retroactively, should the ratification process take place after June 1, 2019.
b. As of June 1, 2019, Debbie Strotz shall be reclassified from a Finance Technician II
to a Finance Technician III. This adjustment shall be effective retroactively, should
the ratification process take place after June 1, 2019.
c. The new Payroll Finance Coordinator position will be posted internally to the
bargaining unit in June of 2019.
d. As of September 1, 2019, Jasmine Perez shall be reclassified to Finance Supervisor
and the Payroll Finance Coordinator shall assume the payroll data entry duties
that had been in dispute between the parties in Unit Clarification PERC Case No.
128793-C-17.
6. The Union had previously filed a Unit Clarification Petition regarding the Accountant
position in the Finance Department currently occupied by Jasmine Perez, which the
parties had held in abeyance pending the outcome of this round of negotiations. As part
of the reorganization of duties in the Finance Department as expressed above, the Union
agrees to dismiss Unit Clarification PERC Case No. 128793-C-17 upon mutual ratification
of the successor collective bargaining agreement and this Memorandum of Agreement.
7. This MOA is effective when signed by both parties. No modification to this MOA is valid
unless in writing and signed by the parties.
8. This MOA shall remain in full force and effect until December 31, 2021, or until such time
as a successor collective bargaining agreement is in place, whichever occurs later.
ARLINGTON CITY EMPLOYEES, LOCAL 2849 CITY OF ARLINGTON
Launa Peterson, President Barbara Tolbert, Mayor
Date: Date:
WASHINGTON STATE COUNCIL OF COUNTY AND CITY EMPLOYEES, COUNCIL 2, AFSCME
Bill Keenan, Organizing Director
Date:
3.3
Pay Spread between Grades Pay Grade Position Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J
3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%
25 Intern- Airport Management 3,081 3,174 3,269 3,367 3,468 3,572 3,679 3,789 3,903 4,020
25 36,973 38,082 39,225 40,401 41,613 42,862 44,148 45,472 46,836 48,241
6.20%26 3,272 3,370 3,471 3,576 3,683 3,793 3,907 4,024 4,145 4,269
26 39,265 40,443 41,657 42,906 44,193 45,519 46,885 48,291 49,740 51,232
6.20%27 3,475 3,579 3,687 3,797.20 3,911 4,028 4,149 4,274 4,402 4,534
27 41,700 42,951 44,239 45,566 46,933 48,341 49,792 51,285 52,824 54,409
6.00%28 Administrative Technician I 3,683 3,794 3,908 4,025 4,146 4,270 4,398 4,530 4,666 4,806
28 Finance Technician I 44,202 45,528 46,894 48,300 49,749 51,242 52,779 54,363 55,993 57,673
6.00%29 3,904 4,022 4,142 4,267 4,395 4,526 4,662 4,802 4,946 5,094
29 46,854 48,259 49,707 51,198 52,734 54,316 55,946 57,624 59,353 61,134
3.00%30 Finance Technician II 4,022 4,142 4,267 4,395 4,526 4,662 4,802 4,946 5,094 5,247
30 GIS Technician 48,259 49,707 51,198 52,734 54,316 55,946 57,624 59,353 61,134 62,968
30 Permit Technician I
3.00%31 4,142 4,267 4,395 4,526 4,662 4,802 4,946 5,094 5,247 5,405
31 49,707 51,198 52,734 54,316 55,946 57,624 59,353 61,134 62,968 64,857
3.00%32 Administrative Specialist II 4,267 4,395 4,526 4,662 4,802 4,946 5,094 5,247 5,405 5,567
32 Finance Technician III 51,198 52,734 54,316 55,946 57,624 59,353 61,134 62,968 64,857 66,802
32 M&O / Cemetery Coordinator
32 Maintenance Worker I
32 Permit Technician II
32 Police Services Technician II
32 Wastewater Collection Systems Specialist I
32 Water Distribution Specialist I
3.20%33 Biosolids Compost Facility Operator I 4,403 4,535 4,671 4,811 4,956 5,104 5,257 5,415 5,578 5,745
33 IT Technician 52,837 54,422 56,055 57,736 59,468 61,252 63,090 64,983 66,932 68,940
33 Payroll Finance Coordinator
33 Police Support Officer
33 Stormwater Technician II
33 Wastewater Treatment Plant Operator I
33 Water Treatment Plant Operator I
5.90%34 Airport Operations Specialist 4,663 4,803 4,947 5,095 5,248 5,406 5,568 5,735 5,907 6,084
34 Biosolids Compost Facility Operator II 55,954 57,633 59,362 61,143 62,977 64,866 66,812 68,817 70,881 73,007
34 GIS Analyst I
34 Maintenance Worker II
34 Plans Examiner/ Building Inspector
2019 AFSCME Pay Plan
34 Water Distribution Specialist II
34 Water Distribution Spec.- Cross Connection Spec. II
3.00%35 Wastewater Treatment Plant Operator II 4,803 4,947 5,095 5,248 5,406 5,568 5,735 5,907 6,084 6,266
35 Water Treatment Plant Operator II 57,633 59,362 61,143 62,977 64,866 66,812 68,817 70,881 73,007 75,198
3.00%36 4,947 5,095 5,248 5,406 5,568 5,735 5,907 6,084 6,266 6,454
36 59,362 61,143 62,977 64,866 66,812 68,817 70,881 73,007 75,198 77,454
36
3.00%37 Airport Operators Coordinator 5,095 5,248 5,406 5,568 5,735 5,907 6,084 6,266 6,454 6,648
37 Central Purchasing Coordinator 61,143 62,977 64,866 66,812 68,817 70,881 73,007 75,198 77,454 79,777
37 Code Compliance Officer
37 Engineering Technician II
37 M&O Crew Chief
37 Stormwater Technician III
37 Wastewater Collection Systems Specialist III
37 Wastewater Treatment Plant Operator III
37 WWTPO/LAB-Pretreatment Specialist
37 Water Distribution Specialist III
37 Water Treatment Plant Operator III
6.00%38 GIS Analyst II 5,401 5,563 5,730 5,902 6,079 6,261 6,449 6,642 6,842 7,047
38 64,811 66,755 68,758 70,821 72,946 75,134 77,388 79,710 82,101 84,564
6.20%39 Engineer I - Associate Engineer 5,736 5,908 6,085 6,268 6,456 6,649 6,849 7,054 7,266 7,484
39 68,829 70,894 73,021 75,212 77,468 79,792 82,186 84,652 87,191 89,807
6.00%40 Combination Inspector 6,080 6,262 6,450 6,644 6,843 7,048 7,260 7,478 7,702 7,933
40 Community Development Liaison 72,959 75,148 77,402 79,724 82,116 84,580 87,117 89,731 92,423 95,195
EXEMPT
Pay Spread between Grades Pay Grade Position Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Step K Step L Step M
3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%
52 Planner II 4,803 4,947 5,095 5,248 5,406 5,568 5,735 5,907 6,084 6,267 6,455 6,648 6,848
52 57,635 59,364 61,145 62,979 64,868 66,814 68,819 70,883 73,010 75,200 77,456 79,780 82,173
12.50%54 Systems Administrator I 5,403 5,565 5,732 5,904 6,081 6,264 6,452 6,645 6,845 7,050 7,262 7,479 7,704
54 64,839 66,784 68,788 70,851 72,977 75,166 77,421 79,744 82,136 84,600 87,138 89,752 92,445
12.50%56 Planner III 6,079 6,261 6,449 6,642 6,842 7,047 7,258 7,476 7,700 7,931 8,169 8,414 8,667
56 Water Resources Planner 72,944 75,132 77,386 79,708 82,099 84,562 87,099 89,712 92,403 95,175 98,030 100,971 104,000
6.20%57 Systems Administrator II 6,456 6,649 6,849 7,054 7,266 7,484 7,708 7,939 8,178 8,423 8,676 8,936 9,204
57 77,466 79,790 82,184 84,650 87,189 89,805 92,499 95,274 98,132 101,076 104,108 107,232 110,448
3.0
Pay Spread between Grades Pay Grade Position Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J
3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%
2020 AFSCME Pay Plan
3.00%37 Airport Operators Coordinator 5,248 5,406 5,568 5,735 5,907 6,084 6,267 6,455 6,649 6,848
37 Central Purchasing Coordinator 62,981 64,870 66,816 68,821 70,885 73,012 75,202 77,458 79,782 82,176
37 Code Compliance Officer
37 Engineering Technician II
37 M&O Crew Chief
37 Stormwater Technician III
37 Wastewater Collection Systems Specialist III
37 Wastewater Treatment Plant Operator III
37 WWTPO/LAB-Pretreatment Specialist
37 Water Distribution Specialist III
37 Water Treatment Plant Operator III
6.00%38 GIS Analyst II 5,563 5,730 5,902 6,079 6,262 6,449 6,643 6,842 7,047 7,259
38 66,760 68,762 70,825 72,950 75,139 77,393 79,715 82,106 84,569 87,106
6.20%39 Engineer I - Associate Engineer 5,908 6,085 6,268 6,456 6,650 6,849 7,055 7,266 7,484 7,709
39 70,899 73,026 75,217 77,473 79,797 82,191 84,657 87,197 89,812 92,507
6.00%40 Combination Inspector 6,263 6,451 6,644 6,843 7,049 7,260 7,478 7,702 7,933 8,171
40 Community Development Liaison 75,153 77,407 79,730 82,121 84,585 87,123 89,736 92,428 95,201 98,057
***********************************************************************************************************************************************************************************************************************************************************************************
EXEMPT
Pay Spread between Grades Pay Grade Position Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J Step K Step L Step M
3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%3.00%
52 Planner II 4,947 5,096 5,249 5,406 5,568 5,735 5,907 6,085 6,267 6,455 6,649 6,848 7,054
52 59,367 61,148 62,983 64,872 66,818 68,823 70,887 73,014 75,204 77,461 79,784 82,178 84,643
12.50%54 Systems Administrator I 5,566 5,733 5,905 6,082 6,264 6,452 6,646 6,845 7,050 7,262 7,480 7,704 7,935
54 66,788 68,792 70,855 72,981 75,170 77,426 79,748 82,141 84,605 87,143 89,757 92,450 95,224
12.50%56 Planner III 6,261 6,449 6,643 6,842 7,047 7,259 7,476 7,701 7,932 8,170 8,415 8,667 8,927
56 Water Resources Planner 75,136 77,391 79,712 82,104 84,567 87,104 89,717 92,408 95,181 98,036 100,977 104,006 107,127
6.20%57 Systems Administrator II 6,650 6,849 7,055 7,266 7,484 7,709 7,940 8,178 8,423 8,676 8,936 9,205 9,481
57 79,795 82,189 84,654 87,194 89,810 92,504 95,279 98,138 101,082 104,114 107,238 110,455 113,768