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Home My WebLink About10-07-19 Council Meeting SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Wendy APPROVAL OF THE AGENDA Mayor Pro Tem Marilyn Oertle INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS PROCLAMATIONS National Cyber Security Awareness Month ATTACHMENT A Marilyn Oertle 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 September 16, 2019 council meeting, and September 23, 2019 work session and September 23, 2019 workshop ATTACHMENT B 2. Accounts Payable 3. Resolution to authorize Sole Source Bid with Airside Solutions ATTACHMENT C 4. Applications for Hotel / Motel grants ATTACHMENT D 5. Appointment to Lodging Tax Advisory Committee ATTACHMENT E PUBLIC HEARING NEW BUSINESS 1. Procurement of Lift Station 15 ATTACHMENT F Staff Presentation: Jim Kelly Council Liaison: Josh Roundy 2. Appointments to Youth Council ATTACHMENT G Staff Presentation: Sarah Lopez Council Liaison: Marilyn Oertle Arlington City Council Meeting October 7, 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. 3. Interlocal Agreement (ILA) with North County Fire for Shared ATTACHMENT H Community Resource Paramedic Staff Presentation: Dave Kraski Council Liaison: Sue Weiss 4. Interlocal with Arlington Rural Fire District (District 21) for captain services ATTACHMENT I Staff Presentation: Dave Kraski Council Liaison: Jesica Stickles 5. 2019 Non-Represented Pay Plan Amendments ATTACHMENT J Staff Presentation: James Trefry Council Liaison: Mayor Pro Tem Marilyn Oertle DISCUSSION ITEMS INFORMATION ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Barb Tolbert PROCLAMATION National Cyber Security Awareness Month WHEREAS, the City of Arlington recognizes the vital role technology has in our daily lives and the future of our nation, whereby today many critical infrastructure sectors are increasingly reliant on information systems to support financial services, energy, telecommunications, transportation, utilities, healthcare and emergency response systems and; WHEREAS, Internet users, citizens and our information infrastructure face an increasing threat of malicious cyber-attack, significant financial and personal privacy losses due to identity theft and fraud; and WHEREAS, the U. S. Department of Homeland Security has established the Office of Cybersecurity and Communications and devoted resources within it solely to support the strengthening and securing of the country's cyber infrastructure at the state, local, tribal, and territorial levels; and WHEREAS, maintaining the security of cyberspace is a shared responsibility in which each of us has a critical role, and awareness of computer security essentials will improve the security of the City of Arlington information infrastructure and economy; and WHEREAS, the U.S. Department of Homeland Security (www.dhs.gov/cyber), the Multi-State Information Sharing and Analysis Center (www.msisac org), the National Association of State Chief Information Officers www.nascio.org) and the National Cyber Security Alliance (www.staysafeonline.org) have declared October as National Cyber Security Awareness Month; and all citizens are encouraged to visit these sites and Stop. Think. Connect (www.stopthinkconnect.org) or (www.dhs.gov/stopthinkconnect) to learn about cyber security; and put that knowledge into practice in their homes, schools, workplaces and businesses. NOW THEREFORE, be it resolved that the City of Arlington proclaims October as National Cyber Security Awareness Month Dated this 7th day of October, 2019 ____________________________________ Barbara Tolbert, Mayor City of Arlington DRAFT Page 1 of 4 Council Chambers 110 East Third Street September 16 , 2019 Councilmembers Present: Mike Hopson, Jan Schuette, Marilyn Oertle, Debora Nelson, and Sue Weiss. Council Members Absent: Jesica Stickles and Josh Roundy, excused. Staff Present: Mayor Barb Tolbert, Paul Ellis, James Trefry, Sarah Lopez, Jonathan Ventura, Sheri Amundson, Jim Kelly, Kris Wallace, City Attorney Steve Peiffle, and Wendy Van Der Meersche. Also Known to be Present: Shawn Frederick, Shannon Walk, Don Vanney, Kathy Vanney, Jerry Vanney, Avery Hufford, Holly Sloan-Buchanan, and Michele Blythe. 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 Debora Nelson seconded the motion, which passed with a unanimous vote. SWEARING IN None. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS Mayor Tolbert introduced new Snohomish Health District Interim Administrator Shawn Frederick. With the use of a PowerPoint presentation, Mr. Frederick provided Health District updates, services, and funding. PROCLAMATIONS: Councilmember Debora Nelson read the proclamation declaring September as Childhood Cancer Awareness month. PUBLIC COMMENT None. Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting September 16, 2019 Page 2 of 4 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 August 5 and September 9, 2019 Council meetings; and Minutes of the August 5, 2019 Audit Entrance Conference and September 9, 2019 Audit Exit Conference 2.Accounts Payable: EFT Payments and Checks #29423 through #29459 dated July 1,2019 through July 31, 2019 for $1,426,489.56. EFT Payments and Checks #229460 through #29467 dated August 1, 2019 through August 30, 2019 for $1,413,020.55. EFT Payments and Claims Checks #97503 through #97639 dated August 6, 2019 through August 19, 2019 for $772,196.21. EFT Payments and Claims Checks #97640 through #97736 dated August 20, 2019 through September 3, 2019 for $814,140.43. Approval of EFT Payments and Claims Checks #97737 through #97862 dated September 4, 2019 through September 16, 2019 for $719,387.67. PUBLIC HEARING None. NEW BUSINESS Interagency Agreement with Western Washington University (WWU) for downtown corridor plan Community Revitalization Manager Sarah Lopez requested council approve a contract with Western Washington University Sustainable Communities program to create a downtown corridor plan with community input during the 2019-2020 academic year. Mayor Pro Tem Marilyn Oertle moved and Councilmember Debora Nelson seconded the motion to approve the Interagency Agreement with Western Washington University for services and products provided from the Sustainable Communities Partnership program, and authorized the Mayor to sign the agreement. The motion passed unanimously. Interlocal Fee Agreement with Northwest Innovation Resource Center (NWIRC) Community Revitalization Manager Sarah Lopez requested council approve 2020 funding to contract with NW Innovation Resource Center for technical assistance for entrepreneurs and inventors and for programming at the City’s innovation center, TheLab@arlington. Mayor Pro Tem Marilyn Oertle moved and Councilmember Debora Nelson seconded the motion to approve a budget amendment expense of $5,000.00 in the 2020 budget for services provided by NW Innovation Resource Center, and authorized the Mayor to sign the professional services agreement. The motion passed unanimously. Contract with Process Solutions, Inc. for on-call Supervisory Control and Data Acquisition (SCADA) system maintenance services Public Works Director Jim Kelly requested council approve a three-year service contract with Process Solutions to provide on-call SCADA system maintenance services. Minutes of the City of Arlington City Council Meeting September 16, 2019 Page 3 of 4 Councilmember Jan Schuette moved and Councilmember Mike Hopson seconded the motion and authorized the Mayor to sign the Process Solutions Contract for On-call SCADA Support Services, pending review by the City Attorney. The motion passed unanimously. Full-time position request for public works inspector Public Works Director Jim Kelly requested that council approve a new FTE position for a Public Works Inspector, with salary and benefits of $116,000 a year, to perform inspection of infrastructure projects (water, sewer, storm communication and transportation). Councilmember Jan Schuette moved and Councilmember Mike Hopson seconded the motion to approve the creation of a Public Works Inspector position, and authorize staff to bring back an adjustment to the salary schedule for Council consideration. The motion passed unanimously. Recycling contract with Blue Marble Environmental Public Works Director Jim Kelly requested that council approve a Professional Services Agreement with Blue Marble Environmental to continue to provide coordinated waste management, waste reduction and recycling support services through 2019-2021. Councilmember Jan Schuette moved and Councilmember Marilyn Oertle seconded the motion to approve the Professional Services Agreement with Blue Marble Environmental, LLC, and authorized the Mayor to sign the agreement, pending final review by the City Attorney. The motion passed unanimously. Contract for cemetery landscape maintenance Public Works Director Jim Kelly requested that council approve a resolution waiving minor bid irregularity and award the Cemetery Maintenance contract to the low bidder, Southern by Design. Councilmember Jan Schuette moved and Councilmember Debora Nelson seconded the motion to approve the resolution waiving minor bid irregularities and award the Cemetery Landscape Maintenance Services contract to Southern by Design Contractors in the amount of $56,256, and authorize the Mayor to sign the Cemetery Landscape Maintenance Contract, pending review by the City Attorney. The motion passed unanimously. DISCUSSION ITEMS None. INFORMATION None. ADMINISTRATOR & STAFF REPORTS City Administrator Paul Ellis reminded councilmembers that there will be a 30-minute work session beginning at 6:30 p.m., to discuss the Six-year Transportation Improvement Plan next Monday, September 23 prior to the 7:00 p.m. workshop. Minutes of the City of Arlington City Council Meeting September 16, 2019 Page 4 of 4 MAYOR’S REPORT None. EXECUTIVE SESSION City Attorney Steve Peiffle announced the need for an executive session for discussion of three items of pending or potential litigation [RCW 42.30.110(1)(i)] until 8:00 p.m. Council recessed at 7:40 p.m. and reconvened at 8:02 p.m. Mayor Pro Tem Marilyn Oertle moved and Councilmember Debora Nelson seconded the motion to authorize the City Attorney to move forward with a code enforcement lawsuit regarding the Kaur property; and to authorize the City Administrator and City Attorney to make a supplemental settlement offer in the pending Public Records Act lawsuit, pursuant to the discussions in executive session. The motion passed unanimously. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:04 p.m. _________________________________________ Barbara Tolbert, Mayor DRAFT Page 1 of 1 Council Chambers 110 East Third Street September 23, 2019 Councilmembers Present: Mike Hopson, Marilyn Oertle, Debora Nelson, Josh Roundy, Jan Schuette, Jesica Stickles and Sue Weiss. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, Kristin Banfield, Jim Kelly, Kris Wallace, Marc Hayes, Nova Heaton, Dave Kraski, Dave Ryan, Lorene Robinson, Monroe Whitman, James Trefry, City Attorney Steve Peiffle, and Wendy Van Der Meersche. Also Known to be Present: Michele Blythe, Don Vanney, Kathy Vanney, Sarah Arney, Kim Chrisman, Ida Olson, George Edgerton, Sue Edgerton. Mayor Barb Tolbert called the work session to order at 6:30 pm, and the Pledge of Allegiance and roll call followed. WORK SESSION ITEMS – NO ACTION WAS TAKEN Six year Transportation Improvement Plan (TIP) After distributing maps and TIP projects, Public Works Director Jim Kelly, Community and Economic Development Director Marc Hayes, and Development Services Manager Nova Heaton, spoke of the City’s six year plan. Discussion followed with staff answering council questions. ADJOURNMENT With no further business to come before the Council, the work session was adjourned at 7:00 p.m. _________________________________________ Barbara Tolbert, Mayor Minutes of the Arlington City Council Work Session DRAFT Page 1 of 6 Council Chambers 110 East Third Street September 23, 2019 Councilmembers Present: Mike Hopson, Marilyn Oertle, Debora Nelson, Josh Roundy, Jan Schuette, Jesica Stickles and Sue Weiss. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, Kristin Banfield, Sarah Lopez, James Trefry, Dave Kraski, Jonathan Ventura, Dave Ryan, Lorene Robinson, Monroe Whitman, Kristin Garcia, Jim Kelly, City Attorney Steve Peiffle, and Wendy Van Der Meersche. Also Known to be Present: Michele Blythe, Don Vanney, Kathy Vanney, Sarah Arney, Kim Chrisman, Ida Olson, George Edgerton, and Sue Edgerton. Mayor Barb Tolbert called the meeting to order at 7:00 pm. The Pledge of Allegiance and roll call carried from the Work Session. 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. The conversation from the Work Session regarding the Six Year TIP continued briefly, and then the Workshop proceeded. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS None. PROCLAMATIONS None. WORKSHOP ITEMS – NO ACTION WAS TAKEN Low bid award for interim signal at SR 530 and Smokey Point Blvd. Public Works Director Jim Kelly distributed a bid tab outlining the September 19 bid opening, listing Totem Electric as the only bidder at $411,838.50 for the SR-530 and Smokey Point Blvd Interim Signal Project (P02-460). Mr. Kelly stated that this will not be coming before Council for approval at the next meeting (October 7). He will need to confer with City Administrator Paul Ellis on how to proceed. Minutes of the Arlington City Council Workshop Minutes of the City of Arlington City Council Workshop September 23, 2019 Page 2 of 6 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. Discussion followed with Mr. Kelly answering council questions. Procurement of Lift Station 15 Public Works Director Jim Kelly spoke of the 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. Bids are due September 24th, low bid to be awarded at October 7th meeting. 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. Discussion followed with Mr. Kelly answering council questions. Resolution to authorize Sole Source Bid with Airside Solutions Airport Operations Specialists Monroe Whitman and Lorene Robinson spoke of a Sole Source Procurement of Airport Lighting and Equipment Services and Training. Staff would like to enter into a contract with Airside Solutions to not only inventory parts, but also to train city staff on airfield lighting testing and safety. Airside Solutions is an airfield lighting supplier, and contractor and is the only supplier in Washington State. Although there are other suppliers for this equipment in the country, they do not offer the training services as Airside Solution offers (refer to memo for a detailed list of companies). This contract will be for an “as used” basis only for training. It is not anticipated that the training costs will exceed more than $3,000-$4,000 annually. Discussion followed with Mr. Whitman and Ms. Robinson answering council questions. Minutes of the City of Arlington City Council Workshop September 23, 2019 Page 3 of 6 Appointments to Youth Council Community Revitalization Manager Sarah Lopez spoke of appointments and re appointments to the Youth Council for the 2019-2020 school year. Ms. Lopez proposed that Alec Villa, Grace Williams, Enija Reed, Jaea Davidson, and Olivia (Grace) Saenz be reappointed, and Laura Meno and Aristala Heaton be appointed as new members of the Arlington Youth Council. Discussion followed with Ms. Lopez answering council questions. Applications for Hotel / Motel grants Community Revitalization Manager Sarah Lopez spoke of authority to apply for City of Arlington Tourism & Economic Development Grant (Lodging Tax Grant). Grant applications require official approval of projects and authorization to apply. Eagle Festival and Summer Entertainment Series have been funded by this Tourism Grant previously. Eagle Festival: $7,375 Summer Entertainment Series: $10,730 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 requirement. The Event Seating grant match will be a cash match from City’s M&O Park Amenities Fund. Discussion followed with Ms. Lopez answering council questions. Interlocal Agreement (ILA) with North County Fire for Shared Community Resource Paramedic Fire Chief Dave Kraski spoke of a Shared Community Resource Paramedic with North County Fire. The concept of a Community Resource Paramedic (CRP) program has been in the works for several years. In early 2019 four agencies in Snohomish County were awarded “pilot” programs through the North Sound Accountable 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 2019 and 2020 for the program if the ACH funding had shortfalls. The ILA is required to establish the partnership and allow the CRP to begin seeing patients in Arlington. A successful Community Paramedic Program will reduce 9-11 responses by high users of the system in non-emergent situations and reduce emergency room transports and visits. Reducing visits will keep units in-service for higher priority responses. The success and data Minutes of the City of Arlington City Council Workshop September 23, 2019 Page 4 of 6 of this program will be tracked, monitored and evaluated to aid in determining its long-term viability. We anticipate the funding from the ACH will cover the costs of the program. The two-year funding of $30,000.00 is our reserve if needed. Discussion followed with Chief Kraski answering council questions. Interlocal with Arlington Rural Fire District (District 21) for captain services Fire Chief Dave Kraski spoke of an Employee Exchange with Fire District #21. Fire District #21 (Arlington Heights) hired its first full-time employees early in 2019, to provide a higher level of service. These four employees are all entry-level with no experience. Eight months later, the district realizes these employees need supervisory control, experience and mentoring. They have asked for our assistance. The district is 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 - the difference in salary of the promoted position (20%). The initial term of the 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 would create a “floating position” to backfill vacancies without creating overtime creating a cost-savings. This position existed for several years prior to the recession and proved successful. Arlington Fire Department has had interlocal agreements with Fire District 21 for over 40 years providing Fire and EMS services. They are our largest partner in our EMS system and we work closer with them then any of our other contract partner agencies. They have requested our help and we can provide it at no cost to the City. Discussion followed with Chief Kraski answering council questions. 2019 Non-Represented Pay Plan Amendments Administrative Services Director James Trefry spoke of a Modification to Salary Schedule for Non-Represented Employees for 2019. 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 Minutes of the City of Arlington City Council Workshop September 23, 2019 Page 5 of 6 $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. This should represent no significant budget impact for 2019 or 2020, as the increase and decrease in wage assignments for the two positions almost offset each other. The existing 2019 Salary Schedule was adopted on December 10, 2018 and amended on March 9, 2019. Discussion followed with Mr. Trefry answering council questions. Appointment to Lodging Tax Advisory Committee Finance Director Kristin Garcia spoke of a Lodging Tax Advisory Committee Appointment. A current committee member resigned, leaving a 1 year term open for a hotelier position. The term expires April 30, 2020. Matthew Rosenthal was appointed in 2018 to serve on the lodging tax advisory committee filling one of the hotelier positions. His position expires April 30, 2020. Matthew was representing the Best 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, replacing Matthew Rosenthal. Austin has agreed to serve the remainder of Matthew’s term on the lodging tax advisory committee which will expire April 30, 2020. At that time, both hotelier positions will be open and applications for the committee will be accepted. Discussion followed with Ms. Garcia answering council questions. August Financial Report Finance Director Kristin Garcia reviewed the August 2019 financial report. Discussion followed with Ms. Garcia answering council questions. Miscellaneous Council Items None. Minutes of the City of Arlington City Council Workshop September 23, 2019 Page 6 of 6 ADMINISTRATOR AND STAFF REPORTS None. PUBLIC COMMENT Susan Edgerton, 17410 73rd Dr NE, Arlington, lives in the Crossing neighborhood, and spoke of the difficulty exiting and entering the neighborhood, especially during morning and evening commute times. A brief discussion followed. COUNCILMEMBER REPORTS Councilmembers Schuette and Stickles provided brief updates, while Councilmembers Hopson, Oertle, Nelson, Roundy, and Weiss had nothing to report this evening. EXECUTIVE SESSION None. REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING Council discussed and agreed to place the following items on the consent agenda for the October 7, 2019 Council meeting: • Item No. 3 – Resolution to authorize Sole Source Bid with Airside Solutions • Item No. 5 – Applications for Hotel / Motel grants • Item No. 9 – Appointment to Lodging Tax Advisory Committee ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 8:19 p.m. _________________________________________ Barbara Tolbert, Mayor City of Arlington Council Agenda Bill Item: CA #3 Attachment C COUNCIL MEETING DATE: October 7, 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 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: CA #4 Attachment D COUNCIL MEETING DATE: October 7, 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 $1,500BUDGET CATEGORY: General Fund-park amenities BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: 1.Eagle Festival: $7,3752.Summer Entertainment Series: $10,7303.Event seating (picnic tables and bleachers): $6,000*All grants require 33% match. The Eagle Festival and Summer Entertainment Serieshave in-kind and outside organization matches/sponsorships to fulfill the City of Arlington Council Agenda Bill Item: CA #5 Attachment E COUNCIL MEETING DATE: October 7, 2019 SUBJECT: Lodging Tax Advisory Committee Appointment ATTACHMENTS: None DEPARTMENT OF ORIGIN Finance; Kristin Garcia, Finance Director – 360-403-3431 EXPENDITURES REQUESTED: N/A BUDGET CATEGORY: N/A BUDGETED AMOUNT: N/A LEGAL REVIEW: DESCRIPTION: Matthew Rosenthal was appointed in 2018 to serve on the lodging tax advisory committee filling one of the hotelier positions. His position expires April 30, 2020. Matthew was representing the Best 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, replacing Matthew Rosenthal. Austin has agreed to serve the remainder of Matthew’s term on the I move to confirm the appointment of Austin Dudley to the lodging tax advisory committee to fill the remaining term previously held by Matthew Rosenthal. City of Arlington Council Agenda Bill Item: NB #1 Attachment F 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. One bid was received on September 24th from Whitney Equipment Company, Inc. - Reject bid, re-advertise the project - Remand to staff for further evaluation RECOMMENDED MOTION: I move to award the Lift Station #15 prepackaged Sewer Lift Station procurement to Whitney Equipment Company, Inc. in the amount of $152,472.78 and authorize the Mayor to sign the purchase order, pending review by the City Attorney. City of Arlington Council Agenda Bill Item: NB #2 Attachment G 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: NB #3 Attachment HCOUNCIL MEETING DATE: October 7, 2019 SUBJECT: Shared Community Resource Paramedic with North County Fire ATTACHMENTS: Interlocal Agreement DEPARTMENT OF ORIGIN EMS; Dave Kraski, Fire Chief – 360-403-3607 EXPENDITURES REQUESTED: Up to $30,000.00 BUDGET CATEGORY: EMS BUDGETED AMOUNT: $30,000.00 in 2019 and 2020 LEGAL REVIEW: DESCRIPTION: The concept of a Community Resource Paramedic (CRP) program has been in the works for several years. In early 2019 four agencies in Snohomish County were awarded “pilot” programs through the North Sound Accountable 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: NB #4 Attachment I COUNCIL MEETING DATE: October 7, 2019 SUBJECT: Employee Exchange with Fire District #21 ATTACHMENTS: Interlocal Agreement DEPARTMENT OF ORIGIN Fire; Dave Kraski, Chief – 360-403-3607 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: Fire / EMS BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION: Fire District #21 (Arlington Heights) hired its first full-time employees early in 2019, to provide a higher level of service. These four employees are all entry-level with no experience. Eight months later, the district realizes these employees need supervisory control, experience and mentoring. They have asked for our assistance. The district is 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 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 CITY OF ARLINGTON By: Barbara 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: NB #5 Attachment J COUNCIL MEETING DATE: October 7, 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: NB #5 Attachment J 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. 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