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Home My WebLink About09-23-19 Council Work Session and Workshop 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. WORK SESSION (6:30 PM TO 7:00 PM) Six year Transportation Improvement Plan (TIP) Jim Kelly/Marc Hayes WORKSHOP CALL TO ORDER (7:00 PM) Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Wendy APPROVAL OF THE AGENDA Mayor Pro Tem Marilyn Oertle INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Low Bid award for interim signal at SR 530 and Smokey Point Blvd. ATTACHMENT A Staff Presentation: Jim Kelly Council Liaison: Debora Nelson 2. Procurement of Lift Station 15 ATTACHMENT B Staff Presentation: Jim Kelly Council Liaison: Josh Roundy 3. Resolution to authorize Sole Source Bid with Airside Solutions ATTACHMENT C Staff Presentation: Dave Ryan Council Liaison: Jan Schuette 4. Appointments to Youth Council ATTACHMENT D Staff Presentation: Sarah Lopez Council Liaison: Marilyn Oertle Arlington City Council Work Session and Workshop Monday, September 23, 2019 at 6:30 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. 5. Applications for Hotel / Motel grants ATTACHMENT E Staff Presentation: Sarah Lopez Council Liaison: Marilyn Oertle 6. Interlocal Agreement (ILA) with North County Fire for Shared ATTACHMENT F Community Resource Paramedic Staff Presentation: Dave Kraski Council Liaison: Sue Weiss 7. Interlocal with Arlington Rural Fire District (District 21) for captain services ATTACHMENT G Staff Presentation: Dave Kraski Council Liaison: Jesica Stickles 8. 2019 Non-Represented Pay Plan Amendments ATTACHMENT H Staff Presentation: James Trefry Council Liaison: Mayor Pro Tem Marilyn Oertle 9. Appointment to Lodging Tax Advisory Committee ATTACHMENT I Staff Presentation: Kristin Garcia Council Liaison: Mayor Pro Tem Marilyn Oertle 10. August Financial Report ATTACHMENT J Staff Presentation: Kristin Garcia 11. Miscellaneous council items ADMINISTRATOR & STAFF REPORTS PUBLIC COMMENT For members of the public who wish to speak to the Council. Please limit your remarks to three minutes. COUNCILMEMBER REPORTS REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING Councilmembers review EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Barb Tolbert City of Arlington Council Agenda Bill Item: WS #1 Attachment A COUNCIL MEETING DATE: September 23, 2019 SUBJECT: Apparent Low Bid for the SR-530 and Smokey Point Blvd Interim Signal Project ATTACHMENTS: No attachment – Bid opening is on September 19, staff will issue handout at workshop. DEPARTMENT OF ORIGIN Public Works; Jim Kelly, Director – 360-403-3505 EXPENDITURES REQUESTED: $(Apparent Low Bid) BUDGET CATEGORY: Transportation Improvement Fund BUDGETED AMOUNT: None – budget amendment for 2019, 2020 LEGAL REVIEW: DESCRIPTION: Review of the apparent low bids for the SR-530 and Smokey Point Blvd Interim Signal Project (P02-460) to the lowest qualified bidder. HISTORY: Over the past decade, traffic on SR-530 passing through Island Crossing has increased to a 2019 traffic volume of approximately 23,000 vehicles per day. The SR-530 and Smokey Point Blvd intersection was operating at a Level of Service (LOS) “D” prior to Pilot Travel Center opening, after the opening the LOS decreased and made traffic conditions worse. More specifically, trucks on Smokey Point Blvd that are turning left on to SR-530 create a high degree of hazard due to unregulated traffic movement on SR-530 at this intersection and the slow movement semi-trailer trucks. The City of Arlington, WSDOT and the Stillaguamish Tribe of Indians worked together to develop an interim signal plan that will control traffic movements through this intersection until the permanent solution of a roundabout can be installed. The City designed and permitted the interim signal and is now ready to construct the signal. The project was previously bid in July, with no bids received. The project was re-issued for bid on September 5, 2019 with bid opening on September 19. ALTERNATIVES: - Reject Bid, re-advertise the project - Remand to staff for further evaluation RECOMMENDED MOTION: Workshop; discussion only. At the October 7, 2019 Council meeting the motion will be: “I move to award the SR-530 and Smokey Point Blvd Interim Signal Project to _________________ in the amount of $______________ and authorize the Mayor to sign the Construction Contract, pending final review by the City Attorney.” City of Arlington Council Agenda Bill Item: WS #2 Attachment B COUNCIL MEETING DATE: September 23, 2019 SUBJECT: Award for the procurement of a prepackaged Sewer Lift for Lift Station 15 ATTACHMENTS: None – bids are due September 24th, low bid to be awarded at October 7th meeting DEPARTMENT OF ORIGIN Public Works; Jim Kelly, Director – 360-403-3505 EXPENDITURES REQUESTED: To be determined from bid opening BUDGET CATEGORY: Sewer Capital Fund BUDGETED AMOUNT: $0 Budget Amendment to be done 2019 LEGAL REVIEW: DESCRIPTION: Award of the Lift Station #15 contract for the purchase of a prepackaged Sewer Lift Station to be installed as part of the Baker-Mor development site. HISTORY: The City of Arlington has entered into a recovery contract with Baker-Mor, LLC and AMWA-JPM, LLC for the construction of a lift station and force main to provide sanitary sewer service to the Baker-Mor development site in Smokey Point. Staff conducted a formal bid (Project PO2-465) for procurement, start-up and training of a Prepackaged Sewer Lift Station. Bids are due September 24th, a preliminary bid tab will be emailed to council following the bid opening. Staff will be requesting the award of the contract to the qualified low bidder at the October 7th Council meeting as timing is critical to keep the project moving forward and to be completed on time. ALTERNATIVES: - Reject Bid, re-advertise the project - Remand to staff for further evaluation RECOMMENDED MOTION: Workshop; discussion only. At the October 7, 2019 Council meeting the motion will be: “I move to award the Lift Station #15 prepackaged Sewer Lift Station procurement to ________________________________ in the amount of $XXX,XXX.XX and authorize the Mayor to sign the purchase order, pending review by the City Attorney.” City of Arlington Council Agenda Bill Item: WS #3 Attachment C COUNCIL MEETING DATE: September 23, 2019 SUBJECT: Sole Source Procurement of Airport Lighting and Equipment Services and Training ATTACHMENTS: Airport Director Memo, Resolution, ADB Memo, and ADB Sales Map DEPARTMENT OF ORIGIN Airport; Dave Ryan, Director – 360-403-3474 EXPENDITURES REQUESTED: Anticipated not to exceed $4,000 annually BUDGET CATEGORY: Airfield Maintenance BUDGETED AMOUNT: $4,000 annually LEGAL REVIEW: Yes DESCRIPTION: Airport staff is requesting the City Council approve a sole source professional services agreement between Airside Solutions, Inc. and the Arlington Municipal Airport. Staff would like to enter into a contract with Airside Solutions to not olighting testing and safety. Airside Solutions is an airfield lighting supplier, and contractor and is the country, they do not offer the training services as Airside Solution offers (refer to memo for a detailed Workshop; discussion only. At the October 7, 2019 Council meeting, the recommended motion will be, “I move to approve the resolution waiving bidding requirements for the purchase of airfield lighting and equipment services and training, and authorize the Mayor to sign it.” Arlington Municipal Airport ---------------------------------------------------------------------------- 18204 59th Avenue Arlington, WA 98223 TO: Arlington City Council FROM: David Ryan DATE: September 23, 2019 SUBJECT: Sole Source Procurement of Airport Lighting and Equipment Services and Training. Airport staff is requesting the Arlington City Council approve a contract between Airside Solutions, Inc. (an airfield lighting supplier and contractor) and the Arlington Municipal Airport. Airfield lighting and signage is a very specialized field and although there are several companies that sell various brands of lighting and signs, only Airfield Solutions carries the ADB (formerly Siemens) brand that our airport uses. They are also the only supplier in Washington State that I have been able to locate. There are few suppliers for this equipment throughout the US, but most of these only sell the parts and equipment and do not provide either construction, testing or training services, as does Airfield Solutions, Inc. Below are the only companies I was able to find in the US using a Google search: 1.) Airport Lighting Company, New York State. No training services available 2.) Flightlite, Sacramento, CA. No training services available 3.) Airport Lighting.Com. Online sales only. No training or testing services. 4.) Airport Suppliers, United Kingdom. No training or testing services. 5.) Airport Lighting Equipment, Idaho. No training or testing services. The contract we wish to enter into provides not only inventory control of spare parts and equipment, it provides testing services of the various airfield lighting electrical circuits, and training services to airport and M&O staff members (something no other supplier provides.) They are also the only company based in Washington State. This contract will be for an “as used” basis only for training (see attached price schedule.) We do not believe that training costs will exceed more than $3,000-$4,000 annually. We anticipate an initial purchase of equipment once M& O staff have completed a thorough inventory. We would also like to remind Council that we will be doing two airfield lighting and signage projects in both 2020 and 2022. RESOLUTION 2019-XXX 1 RESOLUTION NO. 2019-XXX A RESOLUTION OF THE CITY OF ARLINGTON TO WAIVE BIDDING REQUIREMENTS FOR THE PURCHASE OF AIRFIELD LIGHTING AND EQUIPMENT SERVICES AND TRAINING FOR USE BY THE CITY OF ARLINGTON MUNICIPAL AIRPORT WHEREAS, the Arlington Municipal Airport utilizes a significant amount of lighting and signage supplies and plans significant projects for signage and lighting in 2020 and 2022; and WHEREAS, all or virtually all of the City’s existing supplies are manufactured by ADB (formerly known as Siemens); and WHEREAS, Airfield Solutions Inc. is the only supplier of equipment in the United States which also provides construction, testing and training services; and WHEREAS, RCW 35.23.352(9) permits the waiving of bidding requirements for the purchase of materials which are clearly and legitimately limited to a single source of supply or services which are subject to special market conditions; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arlington, as follows: Section 1: The City Council of the City of Arlington finds that the acquisition of airfield lighting and equipment services and training clearly limits the City of Arlington to a single source of supply, justifying the waiver of competitive bidding requirements. Section 2: The City Council of the City of Arlington hereby waives the bidding requirements for the purchase of airfield lighting, signage and training for use by the Arlington Municipal Airport. Section 3: This resolution will be effective for three (3) years from the date of adoption. APPROVED by the Mayor and City Council of the City of Arlington this 7th day of October, 2019. CITY OF ARLINGTON ____________________________________ Barbara Tolbert, Mayor RESOLUTION 2019-XXX 2 ATTEST: _________________________________ Wendy Van Der Meersche, City Clerk APPROVED AS TO FORM: __________________________________ Steven J. Peiffle, City Attorney QC NB NS NL NL ON MBSKABBC NUNTYT PE VA NC SC GA FL AL KY PA MI WI AK ME NH MARICTNJDEMD VT DC HI AK NY OHIN TNAR LA MS IL IA MO MN KS NE SD ND TX OKNM CO WY MT AZ UT ID NV CA OR WA WV Sales Map U.S., Canada, & Oceania Southwest/Oceania Jim Taylor Sales Manager jim.taylor@adbsafegate.com Tel: 614-573-8288 Cell: 614-357-2608 John Nameth Senior Bid Manager john.nameth@adbsafegate.com Tel: 614-573-8256 David Gerkey Contract Administrator david.gerkey@adbsafegate.com Tel: 614-573-8242 Canada ADB SAFEGATE Canada, Inc. 3375 North Service Road, Unit C5 Burlington, Ontario, L7N 3G2 Canada Tel: 905-631-1597 Fax: 905-631-5387 Russell Mueller National Sales Manager russell.mueller@adbsafegate.com Tel: 905-631-1597 x242 Devan Long Bid Manager devan.long@adbsafegate.com Tel: 905-631-1597 x243 Sarah Burnison Bid Manager sarah.burnison@adbsafegate.com Tel: 905-631-1597 x3816 Emilie Banyog Contract Administrator: emilie.banyog@adbsafegate.com Tel: 614-573-8230 www.adbsafegate.com Version July, 2019 Airfield and Gate Solutions Technical Service: 1-800-545-4157, Press 3 Customer Service & Sales Support Canada and U.S. Sales Support Team: Kathy Seabloom, Manager Tim Anderson Wilson Degeo Christina Newsom Brenda Schumick John Smith salessupport@adbsafegate.com Tel: +1 800-545-4157, Press 4 +1 614-861-1304 (US) +1 905-631-1597 (Canada) Gate Solutions Airfield Solutions Northeast/Mid-Atlantic Galen Dixon Sales Manager galen.dixon@adbsafegate.com Tel: 614-552-2694 Brenda Longwell Senior Bid Manager brenda.longwell@adbsafegate.com Tel: 614-573-825 Angie McKenzie Contract Administrator angie.mckenzie@adbsafegate.com Tel: 614-573-8247 Great Lakes Bill Weigel Sales Manager bill.weigel@adbsafegate.com Tel: 614-573-8285 Mike Bush Senior Bid Manager mike.bush@adbsafegate.com Tel: 614-573-8212 Perry Basten Contract Administrator perry.basten@adbsafegate.com Tel: 614-573-8278 Southeast Allen Enterprises, Inc. 5659 Commerce Drive, Suite 100 Orlando, FL 32839 Tel: 407-857-6778 800-662-2177 Fax: 407-857-7993 Sales Team Perry Suganuma Sales Manager perry@airportlights.com Bob Welter Contract Sales Manager bob@airportlights.com Keith Meese After-market Sales & Support: keith@airportlights.com Central Tim Winkelman Sales Manager tim.winkelman@adbsafegate.com Tel: 614-573-8283 Leslie Moore Senior Bid Manager leslie.moore@adbsafegate.com Tel: 614-573-8366 Julian Joy Contract Administrator julian.joy@adbsafegate.com Tel: 1 614-573-8303 Northwest Airside Solutions, Inc. 2222 West Valley Hwy North, Suite 140 Auburn, WA 98001 Tel: 253-833-6434 800-275-6649 Fax: 253-833-6825 Sales Team Rick Lafferty Region Manager rlafferty@airsidesolutionsinc.com Jake Nelson Outside Sales jnelson@airsidesolutionsinc.com Robert Gardner Bid Manager rgardner@airsidesolutionsinc.com Randy Ashby Customer Service rashby@airsidesolutionsinc.com Gordon Winburn Technical Service Manager gwinburn@airsidesolutionsinc.com Gregorio Esteban Technical Sales & Support gesteban@airsidesolutionsinc.com Canada and U.S. ADB SAFEGATE 7101 Northland Circle, Suite 110 Brooklyn Park, MN 55428 USA sales.us@adbsafegate.com Tel: +1 763-535-9299 Fax: +1 763-535-2307 City of Arlington Council Agenda Bill Item: WS #4 Attachment D COUNCIL MEETING DATE: September 23, 2019 SUBJECT: Youth Council Appointments ATTACHMENTS: Redacted applications of Laura Meno and Aristala Heaton DEPARTMENT OF ORIGIN Administration; Sarah Lopez – 360-403-3448 EXPENDITURES REQUESTED: None BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: Staff recommends re-appointing the following students to the Arlington Youth Council for the 2019-2020 school year: Alec Villa, Grace Williams, Enija Reed, Jaea Davidson, and Olivia (Grace) Saenz. The interview committee recommends appointing Laura Meno and Aristala Heaton as new members of the Arlington Youth Council. HISTORY: Youth in grades 8-12 who reside in the Arlington School District or have an Arlington address are eligible to apply to the Arlington Youth Council. The Youth Council was created in 2016 as a strategy for community revitalization and to give the youth a voice in city government. ALTERNATIVES: Do not appoint applicants. RECOMMENDED MOTION: Workshop; discussion only. At the October 7, 2019 council meeting, the recommended motion will be, “I move to consent to the appointments of Alec Villa, Grace Williams, Enija Reed, Jaea Davidson, Olivia (Grace) Saenz, Laura Meno and Aristala Heaton to the 2019-2020 Youth Council.” 8-5-19 Laura Meno Arlington 10th Arlington High School John Meno Ben Ballew Marilee Herman 2019-2020 8-4-19 YES -Arlington High S chool Volleyball Team (Fall quarter 5 days a week 2-3 hours a day) -Arlington High S chool Track and Field (S PRING 5 days a week 2-3 hours a day) -S ophom ore Class Executive Officer (S chool Year) -S tudent S enate (S chool year, Tuesday mornings, 1 day a month, 1 hour) -FCA, Fellowship of Christian Athletes (S chool year, Thursday mornings 45 min) -Interact Club (S chool year, Wednesday mornings 45min) -Arlington Kids Kloset Volunteer (S chool year, Wednesday evening 3 hours) -Arlington Kids Kloset Board Of Directors S tudent Representative -S elect Volleyball (S chool year, 2 days a week, 2 hours) -Rotary Club of Arlington, Volunteer (Thanksgiving, Christm as, 4th Of July) I enjoy staying active in sports and school, but love giving back to the great comm unity I live in! One reason why I am seeking appointment to the Arlington Youth Council is to help the youth in our comm unity have a voice. Often tim es my peers feel like they don’t have a voice in the comm unity. With AYC, I would like to be their voice. The diversity of interests makes m e a strong candidate to represent so m any different backgrounds and interests. Another reason why I would like to be on the Youth Council is to be involved in our city government. Being on the Youth Council will help me understand the government m ore, and stay in the know about our city's concerns and accomplishments. Being on the Youth Council will allow me to be m ore educated and help the youth around our comm unity.One thing that I love about Arlington is the way people com e together around holidays and other comm itm ents to make this com munity better and give it a sense of family. Parades are definitely one of my favorite things. For exam ple, the way Arlington does the 4th Of July is incredible. S tarting with the pancake breakfast in the morning until the 10 pm fireworks, we celebrate as a community and it’s an incredible feeling. Another example would be in the Fall when it seems that the whole comm unity com es together to support their Eagles at the Friday night football games. Then in the Winter, the Coaches vs Cancer basketball game takes place and the com munity comes together to raise money for people fighting breast cancer. Year-round, we have band concerts and choir concerts. There is just so m uch you can be involved within your town and there is always a place you belong to. Arlington has been a special place for many families including ours. Not only do I hope to benefit others from my involvement in the AYC, but I also hope to inspire others to get involved as well. I’ve been reading about this opportunity for a couple of years and this is a great tim e to take the next step. Thank you for the opportunity to serve! August 18, 2019 Aristala Heaton Arlington, WA 10th Arlington High School Nova Heaton Kim Stevensen Rebecca Harkavy 2019-2020 8/18/19 David Heaton- Bush During school I participate in S panish Club, which meets up once a week for roughly 40-60 minutes depending on the activity we had planned. I play the trombone in the school S ymphonic Band and marching band and did theater crew for the school musical—which m et up almost every day after school for an hour and some weekends for several hours. Outside of school I enjoy the violin, writing, and backpacking. I want to m ake an im pact in m y com munity, becom e more fam iliar with the way local governm ent works, and I am also interested in developing better leadership skills for my future. I know Arlington is growing rapidly and hope to ensure that it is steered down a kid friendly path. I like our farmers markets, art walks, fly-ins, Hometown Holidays, and other events we host to bring our com munity together. I like how we manage to grow our downtown with small and large businesses while also maintaining our well-cherished old western appearance. I also like how we have been able to change our city for the better with new policies, for example, both the Embedded S ocial Worker and Complete S treets Program s. With the former, I really respect the philosophy of helping the hom eless without trying to push the off to other cities and towns. City of Arlington Council Agenda Bill Item: WS #5 Attachment E COUNCIL MEETING DATE: September 23, 2019 SUBJECT: Authority to apply for City of Arlington Tourism & Economic Development Grant (Lodging Tax Grant) ATTACHMENTS: Grant applications DEPARTMENT OF ORIGIN Administration; Sarah Lopez, Community Revitalization – 360-403-3448 EXPENDITURES REQUESTED: *Matching funds for grant #3 $1,500 BUDGET CATEGORY: General Fund-park amenities BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: 1. Eagle Festival: $7,375 2. Summer Entertainment Series: $10,730 3. Event seating (picnic tables and bleachers): $6,000 * All grants require 33% match. The Eagle Festival and Summer Entertainment Series have in-kind and outside organization matches/sponsorships to fulfill the City of Arlington Council Agenda Bill Item: WS #6 Attachment F Community of Health (ACH) organization. This pilot program provides funding for two-years and will be reviewed and hopefully continued based on its success. North County Fire was one of the four agencies in Snohomish County awarded funding for a CRP. They hired the CRP in April of this year, and he has been active building and setting up the program and obtaining all the certifications required. He began visiting patients in their response area in August. Through the submittal and development of the program, the intention has been for Arlington to be a partner in the program. At the 2018 spring retreat, it was presented as part of our five-year plan. We budgeted up to $30,000 in for higher priority responses. The success and data of this program will be tracked, monitored and evaluated to City of Arlington Council Agenda Bill Item: WS #7 Attachment G requesting we promote one of our senior firefighters to the rank of Captain and send one of our Captains to fire station #49 to provide leadership. Our employee assigned will work a daytime schedule having oversight and leadership. The district, in return, will send one of its firefighters to Arlington to work in the vacated positon. The district will reimburse the City annually - agreement is for three years and is extendable in one-year increments. This program will be cost-neutral to the City, allow us to assist a neighbor we have a 40+-year relationship with, and provide a promotional opportunity to the union. At the termination of the agreement, if Arlington Fire did not have a vacant position to assign the employee, we INTERLOCAL AGREEMENT - 1 - INTERLOCAL AGREEMENT BETWEEN SNOHOMISH COUNTY FIRE PROTECTION DISTRICT #21 AND CITY OF ARLINGTON FOR EMPLOYEE EXCHANGE THIS INTERLOCAL AGREEMENT FOR EMPLOYEE EXCHANGE (the “Agreement”) is made and entered into this ___ day of ______________________, 2019, by and between SNOHOMISH COUNTY FIRE PROTECTION DISTRICT #21, a Washington municipal corporation (the “District”), and the CITY OF ARLINGTON, a Washington municipal corporation (the “City”). The District and the City are referred to collectively as the “Parties” and individually as “Party”. I. RECITALS WHEREAS, the Parties consider it to be in the best interest of the citizens they serve to explore and collaborate wherever feasible to improve efficiency and service delivery; and WHEREAS, the District desires to have the City assign a captain to work during the daytime hours with the District; and WHEREAS, the City desires to have the District assign a firefighter to work a shift rotation with the Arlington Fire Department; and WHEREAS, the Parties are authorized, pursuant to Chapter 39.34 of the Revised Code of Washington, to enter into this Agreement to allow the Parties to cooperate with each other to provide high-quality services to the public in the most efficient manner possible. NOW, THEREFORE, in consideration of the mutual promises, covenants, and terms hereinafter set forth and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows: II. TERMS 1. Purpose. The purpose of this Agreement is to establish a contractual arrangement under which the City will provide a daytime captain to the District and the District will provide a firefighter to the City. 2. Term. This Agreement shall become effective on November 11, 2019. All terms and conditions of the Agreement shall remain in full force and effect for three (3) years or until terminated as otherwise provided herein, whichever occurs first. 2.1 The Agreement may be renewed for consecutive twelve (12) month periods by mutual agreement by the Parties. 2.2 Either Party may terminate this agreement by providing the other Party with one hundred and eighty (180) days’ written notice of its intention to terminate. INTERLOCAL AGREEMENT - 2 - 3. Daytime Firefighter Services. 3.1 Services. The District shall provide a fulltime firefighter to the City (the “Borrowed Firefighter”) to be assigned as a City firefighter. A Borrowed Firefighter shall be selected by the District and shall be assigned to the City for a period of one (1) year, after which time the District shall assign another firefighter to serve as the Borrowed Firefighter for a one (1) year term. The Borrowed Firefighter shall perform the same services as a City firefighter is required to perform. 3.2 Hours. The Borrowed Firefighter shall work a 48/96 shift as specified in the City’s Collective Bargaining Agreement. 3.3 Backfill. If the Borrowed Firefighter is unable to work one or more regularly scheduled shifts, the District shall provide a firefighter for the missed shift(s). 3.4 Vacation / Kelly Days. The Borrowed Firefighter shall sign up for vacation and Kelly Days pursuant to the provisions of the City’s collective bargaining agreement. The Borrowed Firefighter’s hire date with the District shall be used for purposes of determining seniority for vacation and Kelly Day selections. 3.5 Discipline. The Borrowed Firefighter shall be subject to the personnel policies and procedures of both the City and the District. In the event that personnel issues involving the Borrowed Firefighter arise that may be appropriate for disciplinary action, the City shall report such issues to the District’s Fire Chief so that the District may take action it deems appropriate. In no event shall the City discipline the Borrowed Firefighter. 4. Daytime Captain Services. 4.1 Services. The City shall provide a captain to the District (the “Borrowed Captain”) to be assigned as a District captain to work during the daytime hours. The Borrowed Captain shall be selected by the City and shall be assigned to the City for a period of one (1) year after which time the City shall assign another Captain to serve as the Borrowed Firefighter for a one (1) year term. The Borrowed Captain shall perform the same services a District Captain is required to perform. 4.2 Hours. The Borrowed Captain shall work either (i) eight (8) hours per day for five (5) days per week; or (ii) ten (10) hours per day for four (4) days per week as determined by the District. The standard shift shall begin at 7:00 a.m. 4.3 Backfill. The City shall immediately replace the Borrowed Captain if the captain assigned as the Borrowed Captain is demoted, suspended, or terminated. The City shall also replace the Borrowed Captain if the Borrowed Captain is absent and/or unable to perform all of his or her duties for a period of thirty (30) working days for any other reason, including, without limitation, due to vacation, sick leave, and long-term or short-term disability. If the Borrowed Captain is absent and/or unable to perform his or her duties for a period of twenty-one (21) working days, the Parties shall meet and confer to determine if the Borrowed Captain’s absence is likely to reach thirty (30) days. 4.4 Supervision. The Borrowed Captain shall supervise and direct the personnel and activities of the assigned station. In the event that personnel issues involving District personnel arise which may be appropriate for disciplinary action, the Commented [C-RD1]: find a replacement. But what happens if we cannot? Is that a possibility? If so, then does the City get to backfill and apply put the cost of that backfill on the City's side of the ledger? It seems we should address Commented [C-RD2]: equity of this provision in light of the District's requirement to backfill. Further, under the language as drafted, The captain could miss 29 days due to an injury, come back to work no recourse. INTERLOCAL AGREEMENT - 3 - Borrowed Captain shall report such issues to the District’s Fire Chief so that the District may take action it deems appropriate. In no event shall the Borrowed Captain discipline the District personnel. 4.5 Discipline. The Borrowed Captain shall be subject to the personnel policies and procedures of both the City and the District. In the event of personnel issues involving the Borrowed Captain arise that may be appropriate for disciplinary action, the District shall report such issues to the City’s Fire Chief so that the City may take action it deems appropriate. In no event shall the District discipline the Borrowed Captain. 5. Compensation. On November 11, 2020, and annually thereafter, each Party shall provide the other with a detailed accounting of the total compensation paid to the borrowed employee(s) provided to the other party. Such total compensation shall include, without limitation, wages and benefits for the year of assignment pursuant to this Agreement. 5.1 If the total compensation paid by the City for the Borrowed Captain exceeds the total compensation paid by the District for the Borrowed Firefighter’s services, the District shall reimburse the City for the difference in the total compensation. If the total compensation paid by the District for the Borrowed Firefighter’s services exceeds the total compensation paid by the City for the Borrowed Captain’s services, the City shall reimburse the District for the difference in the total compensation. Reimbursement shall be made on or before December 31, 2020, and annually thereafter. 6. Liability. Each of the Parties shall, at all times, be solely responsible for the acts or the failure to act of its personnel that occur or arise in any way out of the performance of this Agreement by its personnel only. Accordingly, to the extent permitted by law, the City shall be solely liable for the acts and omissions of the Borrowed Captain and the District shall be solely liable for the acts and omissions of the Borrowed Firefighter. 7. Uniforms. The District shall be responsible for providing the needed uniforms and personal protective equipment for the Borrowed Captain. The City shall be responsible for providing the needed uniforms and personal protective equipment for the Borrowed Firefighter. 8. Not Employees of Other Party. Nothing in this Agreement shall be interpreted as the District becoming the employer of the City’s employees, or vice versa. The Borrowed Firefighter shall remain an employee of the District and subject to its collective bargaining agreement. The Borrowed Captain shall remain an employee of the City and subject to its collective bargaining agreement. 8.1 Loaned Employee Consent. The employee who agrees to be a Borrowed Firefighter from time to time shall execute and provide to the District the consent form attached hereto as Appendix “A” (“District Employee Consent”). The employee who agrees to be a Borrowed Captain from time to time shall execute and provide to the City the consent form attached hereto as Appendix “B” (“City Employee Consent”). By obtaining such consent, it is the intent of the Parties to establish that both Parties are the employers for any Borrowed Captain and Borrowed Firefighter for purposes of the Industrial Insurance Act in accordance with the holding of Novenson v. Spokane Culvert & Fabricating Co., 91 Wn.2d 550, 553, 588 P.2d 1174 (1979). 8.2 Withdrawal of Consent. At any time hereunder, any Borrowed Captain and Borrowed Firefighter who has provided an Employee Consent may withdraw his or INTERLOCAL AGREEMENT - 4 - her consent by notifying his/her employer, and thereby withdraw himself/herself from being the Borrowed Captain and Borrowed Firefighter pursuant to this Agreement. 9. Mutual Cooperation. This Agreement shall be implemented and administered by the Fire Chief from the District and the Fire Chief from the City, or their designees, who shall meet and confer as needed on any matters of mutual concern which involve this Agreement. 10. Expenses. The Parties shall bear their own separate expenses associated with this Agreement. 11. Acts of Employees. Each of the Parties shall, at all times, be solely responsible for the acts or the failure to act of its personnel that occur or arise in any way out of the performance of this Agreement by its personnel only. 12. Recording. A copy of this Agreement shall be filed with the Snohomish County Auditor or posted on the website of either Party. 13. Notices. All notices, requests, demands, or other communications pursuant to this Agreement shall be in writing and shall be deemed to have been given if personally delivered or mailed, registered or certified mail, return receipt requested, postage pre-paid upon deposit in the United States mail and mailed to the Parties at the following addresses: The District: Snohomish County Fire Protection District #21 ATTN: Fire Chief 12131 228th Street Northeast Arlington, WA 98223 The City: The City of Arlington ATTN: Fire Chief 6231 188th Street Northeast Arlington, WA 98223 The Parties agree that the addresses of all Parties to which notice shall be given may be changed at any time by written notice to the other Party. 14. Independent Municipal Governments. The Parties hereto are independent municipal corporations. Except for the specific terms herein, nothing herein shall be construed to limit the discretion of the governing bodies of each Party. Nothing in this Agreement shall be construed to create a joint entity between the Parties. 15. No Benefit to Third Parties. This Agreement is entered into for the benefit of the Parties and shall confer no benefits, direct or implied, on any third persons. Nothing herein shall be construed as creating an exception to the Public Duty Doctrine. 16. Neutral Authorship. Each of the provisions of this Agreement has been reviewed and negotiated directly between the Parties, and represents the combined work product of all Parties hereto. No presumption or other rules of construction which would interpret the provisions of this Agreement in favor of or against the Party preparing the same shall be applicable in connection with the construction or interpretation of any of the provisions of this Agreement. INTERLOCAL AGREEMENT - 5 - 17. Counterparts. This Agreement may be executed in any number of counterparts, and each such counterpart hereof shall be deemed to be an original instrument, but all such counterparts together shall constitute but one agreement. 18. Entire Agreement. The entire agreement between the Parties hereto with respect to the services contained in this Agreement, and this Agreement supersedes all of their previous understandings and agreements, written and oral, with respect thereto. This Agreement may be amended only by written instrument executed by the Parties subsequent to the date hereof. SNOHOMISH COUNTY FIRE PROTECTION DISTRICT #21 By: ____________________________ Dave Safford, Fire Commissioner THE CITY OF ARLINGTON By: Barb Tolbert, Mayor F:\FIRE DISTRICTS\SNOHOMISH FD 21\contract review\interlocals\ILA - City of Arlington - Employee Exchange - 2019 09 16.docx INTERLOCAL AGREEMENT - 6 - APPENDIX “A” [CONSENT TO EMPLOYEE EXCHANGE AGREEMENT – BORROWED FIREFIGHTER] I, _________________________, am an employee of SNOHOMISH COUNTY FIRE PROTECTION DISTRICT #21 (THE “DISTRICT”). I understand that CITY OF ARLINGTON (THE “CITY”) has requested that the DISTRICT provide an employee to the CITY to serve as a firefighter pursuant to an Interlocal Agreement dated _______________, 2019 (the “Employee Exchange Agreement”). In consideration for the wages and benefits that I will receive from the DISTRICT as a Borrowed Firefighter to the CITY, I agree to the following: 1. I consent and agree to perform services for the CITY as required by the CITY (the “Services”) in accordance with the Employee Exchange Agreement. 2. I understand that the CITY will be supervising and directing my performance of the Services while working on a Shift, but that I will be deemed to be an employee of both the DISTRICT and the CITY for purposes of the Industrial Insurance Act, Title 51 RCW, during that time. 3. I understand that for the Services I provide to the CITY, I will receive the same compensation and benefits I am receiving for my work for the DISTRICT. I further understand that I will receive my compensation and benefits from the DISTRICT and not from the CITY. At any time hereunder, any Borrowed Firefighter who has provided an Employee Consent may withdraw his or her consent by notifying the DISTRICT, and thereby withdraw himself/herself from being loaned to the CITY pursuant to this Agreement. Dated this ____ day of ____________________, 20__. (Signature) (Print Name) INTERLOCAL AGREEMENT - 7 - APPENDIX “B” [CONSENT TO EMPLOYEE EXCHANGE AGREEMENT – BORROWED CAPTAIN] I, _________________________, am an employee of CITY OF ARLINGTON (THE “CITY”). I understand that SNOHOMISH COUNTY FIRE PROTECTION DISTRICT #21 (THE “DISTRICT”) has requested that the CITY provide an employee to the DISTRICT to serve as a daytime captain pursuant to an Interlocal Agreement dated _______________, 2019 (the “Employee Exchange Agreement”). In consideration for the wages and benefits that I will receive from the CITY as a Borrowed Captain to the DISTRICT, I agree to the following: 1. I consent and agree to perform services for the DISTRICT as required by the DISTRICT (the “Services”) in accordance with the Employee Exchange Agreement. 2. I understand that the CITY will be supervising and directing my performance of the Services while working on a Shift, but that I will be deemed to be an employee of both the CITY and the DISTRICT for purposes of the Industrial Insurance Act, Title 51 RCW, during that time. 3. I understand that for the Services I provide to the DISTRICT, I will receive the same compensation and benefits I am receiving for my work for the CITY. I further understand that I will receive my compensation and benefits from the CITY and not from the DISTRICT. At any time hereunder, any Borrowed Captain who has provided an Employee Consent may withdraw his or her consent by notifying the CITY, and thereby withdraw him/herself from being loaned to the DISTRICT pursuant to this Agreement. Dated this ____ day of ____________________, 20__. (Signature) (Print Name) City of Arlington Council Agenda Bill Item: WS #8 Attachment H COUNCIL MEETING DATE: September 23, 2019 SUBJECT: Modification to Salary Schedule for Non-Represented Employees for 2019 ATTACHMENTS: Current and proposed 2019 Non-Represented Salary Schedules DEPARTMENT OF ORIGIN Administrative Services Director; James Trefry – 360-403-3443 EXPENDITURES REQUESTED: Finance $9,678.32 budget increase for 2019 ($5,000.00 of which will be full funded by grant from WFOA) – this amount will be absorbed in the existing 2019 budget $10,812.93 budget modification increase 2020 Administration/Human Resources $3,360.10 budget increase 2019 $7,331.16 budget increase for 2020 It is assumed that these budget increases which are both associated with the City Clerk/Executive Assistant wage placement will largely be offset by the savings with the wage placement of the Deputy Clerk City of Arlington Council Agenda Bill Item: WS #8 Attachment H DESCRIPTION: Human Resources, Administration and Finance are requesting revisions to the existing 2019 Non-Represented Salary Schedule. The Finance Department has requested the addition of the positions of Finance Intern and Finance Supervisor. The Finance Department has received $5,000.00 in grant funding for the Fall 2019 school term to fund a Finance Intern, and the position will be fully funded out of the grant funds. The Finance Supervisor position is a new position description and an existing staff person occupying the Finance Accountant position will be reclassified into this position. This is to expand capacity in the Finance Department’s management and planning and also resolves union issues related to payroll data entry work that had previously been performed by the Finance Accountant. This will represent a budget increase of $4,678.32 in 2019 and $10,812.93 in 2020. The 2019 budget increase can be absorbed in the existing 2019 budget, but the amount for 2020 is requested as a budget modification increase. Administration and Human Resources have proposed to eliminate the existing position titles of Executive Assistant and City Clerk/Human Resources Analyst and have proposed new classifications of City Clerk/Executive Assistant and Deputy Clerk. These changes result from reorganization of the City Clerk and records/human resources support functions. Wendy Van Der Meersche was appointed as City Clerk in June 2019 with the departure of Erin Keator. The City Clerk and claims functions have been fully consolidated with the existing executive assistant functions and it is proposed based on market data that this new position of City Clerk/Executive Assistant be assigned to Pay Grade I. The remaining records and human resources support functions will be performed by the new position of Deputy Clerk, who will also back up the City Clerk functions. Based on a market review of this revised combination of functions, it is proposed that the Deputy Clerk position be assigned to Pay Grade G. Pay Spread between Grades Pay Grade Position Title Step 1 Step 2 Step 3 Step 4 Step 5M Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 3.00%3.00%3.00%3.00%2.00%2.00%2.00%2.00%2.00%2.00%2.00% A Seasonal Maintenance Laborers 14.22 14.64 15.08 15.53 16.00 B 3,783 3,897 4,013 4,134 4,258 4,343 4,430 4,519 4,609 4,701 4,795 4,891 45,397 46,759 48,162 49,606 51,095 52,117 53,159 54,222 55,307 56,413 57,541 58,692 G Executive Analyst 5,019 5,170 5,325 5,485 5,649 5,762 5,877 5,995 6,115 6,237 6,362 6,489 G 60,230 62,037 63,898 65,815 67,790 69,145 70,528 71,939 73,378 74,845 76,342 77,869 8.00%H Executive Assistant 5,421 5,583 5,751 5,923 6,101 6,223 6,348 6,474 6,604 6,736 6,871 7,008 H City Clerk / Human Resource Analyst 65,049 67,000 69,010 71,080 73,213 74,677 76,171 77,694 79,248 80,833 82,449 84,098 8.00%I Communications Mgr 5,854 6,030 6,211 6,397 6,589.15 6,721 6,855 6,992 7,132 7,275 7,420 7,569 I Finance Accountant 70,252 72,360 74,531 76,767 79,070 80,651 82,264 83,909 85,588 87,299 89,045 90,826 I PW Accountant I 8.00%J GIS Manager 6,323 6,512 6,708 6,909 7,116 7,259 7,404 7,552 7,703 7,857 8,014 8,174 J M&O Supervisor 75,873 78,149 80,493 82,908 85,395 87,103 88,845 90,622 92,435 94,283 96,169 98,092 J Community Revitalization Project Manager J 8.00%K Police Services Manager 6,829 7,033 7,244 7,462 7,686 7,839 7,996 8,156 8,319 8,486 8,655 8,828 K Airport Operations Manager 81,942 84,401 86,933 89,541 92,227 94,072 95,953 97,872 99,829 101,826 103,863 105,940 K Water Utility Supervisor K WW Utility Supervisor 8.00%L Assistant Finance Director 7,375 7,596 7,824 8,059 8,300 8,466 8,636 8,808 8,985 9,164 9,348 9,535 L M&O Manager 88,498 91,153 93,887 96,704 99,605 101,597 103,629 105,702 107,816 109,972 112,172 114,415 L Building Official L Development Serivces Manager L Natural Resources/ SW Manager L Utilities Manager L 8.00%M No Position 7,965 8,204 8,450 8,703 8,964 9,144 9,327 9,513 9,703 9,897 10,095 10,297 95,578 98,445 101,398 104,440 107,574 109,725 111,920 114,158 116,441 118,770 121,145 123,568 6.00%N City Engineer 8,443 8,696 8,957 9,226 9,502 9,692 9,886 10,084 10,286 10,491 10,701 10,915 N IT Manager 101,312 104,352 107,482 110,707 114,028 116,309 118,635 121,007 123,428 125,896 128,414 130,982 N Permit Center Manager 15.55%O Deputy Fire Chief 9,756 10,048 10,350 10,660 10,980 11,200 11,424 11,652 11,885 12,123 12,365 12,613 O Deputy Police Chief 117,066 120,578 124,196 127,922 131,759 134,395 137,082 139,824 142,621 145,473 148,382 151,350 O Information Technology Director O Human Resources Director 5.00%P Airport Director 10,243 10,551 10,867 11,193 11,529 11,760 11,995 12,235 12,479 12,729 12,983 13,243 P Administrative Services Director 122,920 126,607 130,406 134,318 138,347 141,114 143,937 146,815 149,752 152,747 155,802 158,918 5.00%Q CED Director 10,755 11,078 11,410 11,753 12,105 12,347 12,594 12,846 13,103 13,365 13,633 13,905 Q Public Works Director 129,066 132,938 136,926 141,034 145,265 148,170 151,133 154,156 157,239 160,384 163,592 166,863 Q Finance Director 4.55%R Fire Chief 11,245 11,582 11,930 12,288 12,656 12,909 13,167 13,431 13,699 13,973 14,253 14,538 R Police Chief 134,938 138,986 143,156 147,451 151,874 154,912 158,010 161,170 164,394 167,681 171,035 174,456 R 13.00%AA City Administrator 12,707 13,088 13,481 13,885 14,301 14,588 14,879 15,177 15,480 15,790 16,106 16,428 152,480 157,055 161,766 166,619 171,618 175,050 178,551 182,122 185,765 189,480 193,270 197,135 2019 Non-Represented Employees Pay Spread between Grade Pay Grade Position Title Step 1 Step 2 Step 3 Step 4 Step 5M Step 6 Step 7 Step 8 Step 9 Step 10 Step 11 Step 12 3.00% 3.00% 3.00% 3.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% A Seasonal Maintenance Laborers 14.22 14.64 15.08 15.53 16.00 Finance Intern B 3,783 3,897 4,013 4,13 4,258 4,343 4,430 4,519 4,609 4,701 4,795 4,891 45,397 46,759 48,162 49,60 51,095 52,117 53,159 54,222 55,307 56,413 57,541 58,692 G Executive Analyst 5,019 5,170 5,325 5,485 5,649 5,762 5,877 5,995 6,115 6,237 6,362 6,489 G Deputy Clerk 60,23 62,037 63,89 65,815 67,79 69,145 70,52 71,939 73,37 74,845 76,342 77,869 8.00% H Executive Assistant 5,421 5,583 5,751 5,923 6,101 6,223 6,348 6,47 6,60 6,736 6,871 7,008 H City Clerk / Human Resource Analyst 65,049 67,00 69,01 71,08 73,213 74,677 76,171 77,69 79,24 80,833 82,449 84,09 8.00% I City Clerk/Executive Assistant 5,85 6,030 6,211 6,397 6,589 6,721 6,855 6,992 7,132 7,275 7,420 7,569 I Communications Mgr 70,252 72,36 74,531 76,767 79,07 80,651 82,26 83,909 85,58 87,299 89,045 90,82 I Finance Accountant I PW Accountant 8.00% J Community Revitalization Project Manager 6,323 6,512 6,708 6,909 7,116 7,259 7,40 7,552 7,703 7,857 8,01 8,17 J Finance Supervisor 75,873 78,149 80,493 82,90 85,395 87,103 88,845 90,622 92,435 94,283 96,169 98,092 J GIS Manager J M&O Supervisor 8.00% K Police Services Manager 6,829 7,033 7,24 7,462 7,686 7,839 7,996 8,156 8,319 8,486 8,655 8,828 K Airport Operations Manager 81,942 84,401 86,933 89,541 92,227 94,072 95,953 97,872 99,829 101,82 103,863 105,94 K Water Utility Supervisor K WW Utility Supervisor 8.00% L Assistant Finance Director 7,375 7,596 7,82 8,059 8,300 8,466 8,636 8,808 8,985 9,16 9,348 9,535 L M&O Manager 88,49 91,153 93,887 96,70 99,605 101,59 103,629 105,702 107,81 109,972 112,172 114,415 L Building Official L Development Serivces Manager L Natural Resources/ SW Manager L Utilities Manager L 8.00% M No Position 7,965 8,20 8,450 8,703 8,96 9,14 9,327 9,513 9,703 9,897 10,095 10,297 95,57 98,445 101,39 104,44 107,57 109,725 111,92 114,15 116,441 118,77 121,145 123,56 6.00% N City Engineer 8,443 8,696 8,957 9,226 9,502 9,692 9,886 10,08 10,28 10,491 10,701 10,915 N IT Manager 101,312 104,352 107,482 110,70 114,02 116,309 118,635 121,00 123,42 125,89 128,41 130,982 N Permit Center Manager 15.55% O Deputy Fire Chief 9,756 10,04 10,35 10,66 10,98 11,20 11,42 11,652 11,885 12,123 12,365 12,613 O Deputy Police Chief 117,06 120,57 124,19 127,922 131,759 134,395 137,082 139,82 142,621 145,473 148,382 151,35 O Information Technology Director O Human Resources Director 5.00% P Airport Director 10,243 10,551 10,867 11,193 11,529 11,76 11,995 12,235 12,479 12,729 12,983 13,243 P Administrative Services Director 122,92 126,60 130,40 134,31 138,34 141,11 143,93 146,815 149,752 152,74 155,802 158,91 5.00%CED Director 10,755 11,07 11,41 11,753 12,105 12,347 12,59 12,84 13,103 13,365 13,633 13,905 Public Works Director 129,06 132,93 136,92 141,03 145,265 148,17 151,133 154,15 157,239 160,38 163,592 166,863 Finance Director 4.55% R Fire Chie 11,245 11,582 11,93 12,28 12,65 12,909 13,167 13,431 13,699 13,973 14,253 14,53 R Police Chie 134,93 138,98 143,15 147,451 151,87 154,912 158,01 161,17 164,39 167,681 171,035 174,45 R 13.00% AA City Administrator 12,707 13,08 13,481 13,885 14,301 14,58 14,879 15,177 15,48 15,79 16,10 16,42 152,48 157,055 161,76 166,619 171,61 175,05 178,551 182,122 185,765 189,48 193,27 197,135 2019 Non‐Represented Employees City of Arlington Council Agenda Bill Item: WS #9 Attachment I Western in Arlington. Matthew recently resigned from the committee as he moved hotels and is now outside of the Arlington area. Austin Dudley is the new general manager of the Best Western, City of Arlington Council Agenda Bill Item: WS #10 Attachment J General Fund Operating Statement Revenue Charts