HomeMy WebLinkAbout12-17-2012_Council Meeting
Arlington City Council
December 17, 2012 – 7 PM
City Council Chambers
110 E. Third
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coordinator at (360) 403-3441 or 1-800-833-8388 (TDD only) prior to the meeting date if special accommodations are required.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
APPROVAL OF THE AGENDA
INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS
PROCLAMATIONS
PUBLIC COMMENT For members of the public to speak to the Council regarding matters NOT on the agenda.
Please limit remarks to three minutes.
CONSENT AGENDA
1. Minutes of the December 3 and 10, 2012 Council Meetings ATTACHMENT A
2. Accounts Payable
3. Correction to October 2012 Payroll Check Numbers ATTACHMENT B
4. Approval of a Short Term Interfund Loan ATTACHMENT C
PUBLIC HEARING
1. Ordinance adopting Amendments to the 2012 Budget ATTACHMENT D
NEW BUSINESS
1. Authority to sign fire regionalization study with ESCI ATTACHMENT E
2. Authority to sign the Interlocal Agreement regarding the
Snohomish County Special Operations Joint Policy Board
ATTACHMENT F
3. Amendment to the Sno-Isle Library Annexation Agreement
regarding Janitorial and Cleaning Services
ATTACHMENT G
4. Resolution to declare Building 75A as surplus and authorize the
preparation of a purchase and sales agreement
ATTACHMENT H
SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA
coordinator at (360) 403-3441 or 1-800-833-8388 (TDD only) prior to the meeting date if special accommodations are required.
DISCUSSION ITEMS
INFORMATION
ADMINISTRATOR & STAFF REPORTS
MAYOR’S REPORT
COUNCIL MEMBER REPORTS – OPTIONAL
EXECUTIVE SESSION
RECONVENE
ADJOURNMENT
To review all attachments, click here.
DRAFT
Page 1 of 3
Council Chambers
110 East Third
December 3, 2012
City Council Members Present by Roll Call: Dick Butner, Randy Tendering, Debora Nelson, Marilyn
Oertle, Chris Raezer, Ken Klein, and Steve Baker
Council Members Absent:
City Staff Present: Mayor Tolbert, Allen Johnson, Kristin Banfield, Paul Ellis, Jim Chase, Officer Brian
DeWitt, Jim Kelly, Eric Scott, Rob Putnam, Bill Blake, Monica Schlagel, Jan Bauer, Steve Peiffle – City
Attorney
Also Known to be Present: Sarah Arney – North County Outlook, Tom Barry – Metron, Mike Hobson –
Airport Commission, Kirk Boxleitner, and Maxine Jenft
Mayor Tolbert called the meeting to order at 7:00PM, and the pledge of allegiance to the flag followed.
APPROVAL OF THE AGENDA
Marilyn Oertle moved to approve the Agenda. Debora Nelson seconded the motion which passed with a
unanimous vote.
PROCLAMATIONS
2012 National Impaired Driving Prevention Month
Police officer DeWitt and Mayor Tolbert read the Proclamation regarding the Prevention of Impaired
Driving month.
PUBLIC COMMENT
There was no one in the audience who wished to speak to matters not on the Agenda.
CONSENT AGENDA
Marilyn Oertle moved and Randy Tendering seconded the motion to approve the Consent Agenda which
was unanimously carried to approve the following Consent Agenda items:
1. Minutes of the November 19 and 26, 2012 Council meetings
2. Accounts Payable
EFT Payments and Payroll Checks #27660 through #27708 for the period of November 1, 2012
through November 30, 2012 in the amount of $1,182,839.83, and
EFT Payments and Claim Checks #78093 through #78183 dated November 20, 2012 through
December 3, 2012 for $1,698,060.09
PUBLIC HEARING
Amendment to AMC Title 20 Regarding the Transfer of Development Rights Program
The Public Hearing was opened at 7:04PM and with the use of a power point presentation Stormwater
Manager Bill Blake presented the Transfer of Development Rights and the Code Amendment. He noted
the exchange rate within different areas, main policy changes, tax increment financing, and the updated
TDR schedule of activities.
Nicholas Bratton, Project Manager, Forterra, 901 5th Ave, Ste. 2200, Seattle, commended the City on
its work within the Code and spoke to the need of exchange rates to reflect the local real estate market.
Minutes of the Arlington
City Council Meeting
Minutes of the City of Arlington City Council Meeting DRAFT December 3, 2012
Page 2 of 3
He also encouraged an open market place within the City’s TDR areas and asked that the City expand to
a broader pool of credits within the surrounding agricultural land.
The Public Hearing was closed at 7:14PM.
Bill Blake spoke to the request of expanded area and noted the previously distributed letters from
Futurewise and Forterra.
No action was taken at this time.
UNFINISHED BUSINESS
There was no Unfinished Business.
NEW BUSINESS
Resolution authorizing Ovivo Contract Revision No. 1
Public Works Director Jim Kelly spoke to phases to the improvement of the Water Treatment Plant and
noted that Phase 3 is not now necessary. He asked for replacement parts and supplies in lieu of the
monies designated for Phase 3.
Dick Butner moved to approve the proposed Resolution concerning a contract amendment with Ovivo,
Inc. to eliminate Phase III of the contract for the construction of the Water Reclamation Facility and
making written findings re same. Randy Tendering seconded the motion that passed with a unanimous
vote.
Adoption of Ordinance Setting 2013 Budget
Finance Director Jim Chase noted that this is the final Budget for 2013. Mayor Tolbert gave applause to
those who have worked on, and sacrificed for, this Budget.
Marilyn Oertle moved to approve the proposed ordinance setting the 2013 budget for the City of Arlington.
Chris Raezer seconded the motion which passed with a unanimous vote.
Mayor Tolbert recused herself and turned the meeting over to Mayor Pro Tem Oertle.
Adoption of Lodging Tax Advisory Committee’s recommendations on the Hotel-Motel Tax Grant
Awards
Jim Chase briefly spoke to the Grant.
Chris Raezer moved to approve the Hotel-Motel Tax Grant Awards, as recommended by the Lodging Tax
Advisory Committee. Debora Nelson seconded the motion that passed with a unanimous vote.
At this time Mayor Tolbert joined the meeting.
Authorization for the Mayor to sign the LID Preformation Agreement for Island Crossing Area
Community and Economic Development Director Paul Ellis spoke briefly to the LID Preform Agreement
and how it would work. He then answered Council questions, and discussion followed.
Marilyn Oertle moved to approve the Preformation agreement. Debora Nelson seconded the motion that
passed with a unanimous vote.
Authorization to sign the 2nd Amendment to the SR9 Coalition Interlocal Agreement
For the Council’s information, City Administrator Allen Johnson distributed and spoke to a December 11,
2012 Agenda for State Route 9 Snohomish County Committee for Improved Transportation and U.S. 2
Safety Coalition. Mr. Johnson noted other groups that should be viewed in the upcoming months and
asked for approval of this Amendment.
Minutes of the City of Arlington City Council Meeting DRAFT December 3, 2012
Page 3 of 3
Debora Nelson moved to authorize the Mayor to sign the 2nd Amendment to Interlocal Agreement for the
SR9 Coalition. Marilyn Oertle seconded the motion that passed with a unanimous vote.
ADMINISTRATOR & STAFF REPORTS
Allen Johnson thanked for the budget adoption and reminded spoke to a breakfast on December 13.
COUNCIL MEMBER REPORTS – OPTIONAL
Randy Tendering, Debora Nelson, and Ken Klein, gave brief reports, while Dick Butner, Marilyn Oertle,
Chris Raezer, and Steve Baker had nothing to report at this time.
MAYOR’S REPORT
Mayor Tolbert gave a brief report of meetings and events she had recently attended.
EXECUTIVE SESSION
City Attorney announced that there would not be need for an Executive Session.
City Attorney announced that there would be no need for an Executive Session lasting approximately ??
minutes, with no action taken during or after the meeting,
ADJOURNMENT
With no further business to come before the Council, the meeting was adjourned at 7:46PM.
____________________________
Barbara Tolbert, Mayor
DRAFT
Page 1 of 2
Council Chambers
110 East Third Street
December 10, 2012
Dick Butner, Randy Tendering, Debora Nelson, Marilyn Oertle, Chris Raezer, Ken Klein, Steve Baker,
Mayor Tolbert, Allen Johnson, Kristin Banfield, Jim Chase, Roxanne Guenzler, Fire Chief Bruce Stedman,
Paul Ellis, Rob Putnam, and Jan Bauer
Council Members Absent: All Council members were present.
Also Known to be Present: Bruce Angell – Planning Commission Chair, Kirk Pearson – State
Representative (Senator elect), Jessica Stickles, Jan Schuette, Mike Hopson – Airport Board, Jessica
Stickles, Rick Isler - District 21 Fire Chief, Kirk Boxleitner – Arlington Times, Sarah Arney – North County
Outlook, Kevin Duncan, and Curt Hecla
Mayor Tolbert called the meeting to order at 7:00PM.
Marilyn Oertle moved to approve the Agenda, and Randy Tendering seconded the motion, which passed
with a unanimous vote approving the Workshop Agenda.
State Senator Elect Kirk Pearson from the 39th District was introduced and spoke a few words about
Republican actions in Olympia. He encouraged the Council and others to give him input for the upcoming
legislative session. Parks and Natural Resources 7:04
WORKSHOP AGENDA ITEMS – NO ACTION WAS TAKEN
Update on ESCI / Fire Regionalization Study Process
Fire Chief Bruce Stedman distributed a memo Arlington Fire Department Interdepartmental Memorandum
– December 10, 2012 titled the ESCI Study Update. Throughout the presentation Chief Stedman
answered Council questions. Not all of the participating agencies have been identified, at this point. He
gave the draft of the timeline approved by ESCI.
2012 Budget Amendments
With the use of an overhead projection Finance Director Jim Chase briefly reviewed each of the fund
Amendments, and Roxanne Guenzler distributed 2012 Budget Amendments.
October 2012 Payroll Check Number Correction
Jim Chase noted that an error had been discovered and he pointed it out. Even with that error here was
no change to the ending dollar amount. Mr. Chase and Roxanne Guenzler then answered Council
questions.
Short Term Interfund Loan - November 2012
Jim Chase briefly spoke to the Interfund Loans.
Lot 75A Land Lease & Building Surplus / Purchase & Sale Agreement
With the use of an overhead presentation Airport Manager Rob Putnam showed pictures of all sides of
Building 75A. He then spoke to the building condition, appraisal, and sale and asked that the building be
surplused by the Council whereupon a land lease would be established. Discussion followed.
Minutes of the Arlington
City Council Workshop
Minutes of the City of Arlington City Council Meeting December 12, 2012
Page 2 of 2
Building 44 HVAC / Re-roof project Change Order #1
Rob Putnam briefly reviewed the request and answered Council questions.
Amendment to Sno-Isle Library Annexation Agreement Regarding Janitorial and Cleaning
Services
Assistant City Administrator Kristin Banfield noted the requested Sno-Isle Annexation Agreement, which
she briefly spoke to. Ms. Banfield then answered Council questions.
Presentation on Sign Code
With the use of a power point presentation Community and Economic Development Director Paul Ellis,
gave an update on the Sign Code Committee. Others present at this meeting who had worked on the
Committee included Jessica Stickles and Planning Commission Chair Bruce Angell, along with Council
members Marilyn Oertle and Steve Baker. These new Sign Code regulations are now being presented to
the public to solicit public comments. In January the Code and comments will be brought to the Council
and Commission. Mr. Ellis then answered Council questions. Discussion followed where Jessica
Stickles, Councilmembers Oertle and Baker and Bruce Angell answered questions. The DRAFT Code is
on the website. The Committee was applauded for their efforts.
MISCELLANEOUS COUNCIL ITEMS
City Administrator Allen Johnson distributed Legislative information.
PUBLIC COMMENT
There were no members of the Public who wished to speak on matters on the Agenda.
The meeting was adjourned at 8:00PM.
____________________________
Barbara Tolbert, Mayor
City of Arlington
Council Agenda Bill
Item:
CA #3
Attachment
B
COUNCIL MEETING DATE:
December 17, 2012
SUBJECT:
October 2012 Payroll Approval
ATTACHMENTS:
Corrected October Claims/Payroll Certification
DEPARTMENT OF ORIGIN
Finance Department, Jim Chase, Finance Director
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
This is a housekeeping item.
Council was provided incorrect payroll check numbers for the October 2012 payroll. The
correct check numbers that must be reapproved by the Council are 27640 through 27659. The
dollar amount for payroll checks are correct as originally approved.
HISTORY:
Claims and payroll are approved by the Council at each regular meeting. This item was
addressed at the December 10, 2012 workshop.
ALTERNATIVES
RECOMMENDED MOTION:
I move to approve the corrected October Claims / Payroll Certification as presented.
City of Arlington
December 17, 2012 Council Meeting
Claims/Payroll Certification:
We, the undersigned City Council of the City of Arlington, Washington do
hereby certify that the merchandise or services hereinafter specified have
been received and that:
Correction:
Approval of EFT Payments and Payroll Checks #27640 through #27659
for the period October 1, 2012 through October 31, 2012 for
$1,270,265.95.
Are approved for payment on this 17th day of December, 2012.
__________________________ ____________________________
Councilmember Councilmember
______________________________ ________________________________
Councilmember Councilmember
______________________________ ________________________________
Councilmember Councilmember
______________________________
Councilmember
City of Arlington
Council Agenda Bill
Item:
CA #4
Attachment
C
COUNCIL MEETING DATE:
December 17, 2012
SUBJECT:
Short Term Interfund Loans
ATTACHMENTS:
Detail of Interfund Loans, Exhibit 1
DEPARTMENT OF ORIGIN
Finance Department, Jim Chase, Finance Director
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
At the end of November, the Equipment Rental Maintenance & Operations Funds needed an
additional loan to prevent a negative month-end cash balance. At the end of November the
Emergency Medical Services Fund was able to pay off the interfund loan balance. In
accordance with Ord. 2012-005, allowing the Finance Director to make such loans, the attached
document details the activity in November (Exhibit 1).
HISTORY:
Previous to the Interfund Loan Program, various funds of the City were allowed to have
negative cash balance at the end of a month. With the Loan Program, funds that provide the
loans are paid interest by the borrowing funds.
ALTERNATIVES
Do nothing and allow funds to go into the red, thereby taking advantage of other funds by
“using” pooled funds and not paying interest. This could be in violation of RCW 43.09.210
which essentially states that no fund should unfairly benefit from another.
RECOMMENDED MOTION:
I move to approve the short term Interfund Loan made in November, as presented in Exhibit 1,
and direct the loan to be repaid as soon as there are sufficient funds to do so.
2012 Interfund Loans Exhibit 1
Interest to be repaid at the Local Government Investment Pool monthly rate.
FROM:
Growth Fund Interest Payments Loan
TO:Date Loan Amount Charges Interest Principal Balance
General Fund 2/29/2012 92,700.00$ -$ -$ 92,700.00$
3/31/2012 32,284.00 10.56$ - - 124,994.56
4/30/2012 - 14.45$ 25.01 124,984.00 -
124,984.00
Cause: Expect Property Tax Revenues in May to repay the loan
FROM:
Growth Fund Interest Payments Loan
TO:Date Loan Amount Charges Interest Principal Balance
Emergency Medical Services Fund 2/29/2012 65,500.00$ -$ -$ 65,500.00$
3/31/2012 124,084.00 7.46$ - - 189,591.46
4/30/2012 26,672.00 23.37$ - - 216,286.83
5/31/2012 - 25.83$ 56.66 216,256.00 -
- -$ -
8/31/2012 39,000.00 -$ 39,000.00
9/30/2012 125,100.00 6.01$ 164,106.01
10/31/2012 25,906.00 24.71$ 190,036.72
11/30/2012 28.14$ 58.86 190,006.00 -
406,262.00
Cause: Expect Property Tax Revenues in May and November to repay the loan
FROM:
Equip Rental Replacement Fund Interest Payments Loan
TO:Date Loan Amount Charges Interest Principal Balance
Equipment Rental M & O Fund 2/29/2012 14,000.00$ -$ -$ 14,000.00$
3/31/2012 6,662.00 1.59$ - - 20,663.59
4/30/2012 13,626.00 2.55$ - - 34,292.14
5/31/2012 12,332.00 4.10$ - - 46,628.24
6/30/2012 22,286.00 6.78$ - - 68,921.02
7/30/2012 1,840.00 10.13$ - - 70,771.15
8/31/2012 - 10.90$ - - 70,782.05
9/30/2012 - 10.66$ - - 70,792.71
10/31/2012 1,967.00 10.48$ - - 72,770.19
11/30/2012 8,473.00 10.87$ - - 81,254.06
81,186.00
Cause: Annual Insurance bill paid in January and large Fire Truck repair bill paid in Feb.
Maintenance & repairs on aging vehicles (primarily in Police, Fire and EMS) and gas prices continue to be an issue.
Local Gov. Investment Pool Rate 1/31/2012 0.1213%
2/29/2012 0.1394%
3/31/2012 0.1367%
4/30/2012 0.1479%
5/31/2012 0.1433%
6/30/2012 0.1746%
7/30/2012 0.1764%
8/31/2012 0.1848%
9/30/2012 0.1807%
10/31/2012 0.1777%
11/30/2012 0.1792%
City of Arlington
Council Agenda Bill
Item:
PH #1
Attachment
D
COUNCIL MEETING DATE:
December 17, 2012
SUBJECT:
2012 Budget Amendments
ATTACHMENTS:
Ordinance 2012-XXX- Exhibit “A”,
DEPARTMENT OF ORIGIN
Finance Department, Jim Chase, Finance Director
EXPENDITURES REQUESTED:
BUDGET CATEGORY: Breakdown attached
LEGAL REVIEW:
DESCRIPTION:
Each year budget adjustments are proposed to reflect expenditures that were unforeseen and
changes that have occurred since the original budget was adopted. This is a housekeeping item
in that revenues have been received and expenditures have been approved throughout the
year. This is the final budget piece for 2012.
HISTORY:
Council has reviewed and approved the expenditures throughout 2012. The amendments were
also reviewed with council at the December 10, 2012 workshop.
ALTERNATIVES
If the amendments are not done by the end of the year, the related funds will exceed spending
authority and we will be out of compliance with state law
RECOMMENDED MOTION:
I move to adopt Ordinance No. 2012-XXX amending the 2012 Budget per the attached Exhibit
“A”.
1
ORDINANCE NO. 2012-XXX
AN ORDINANCE AMENDING THE 2012 ANNUAL BUDGET OF THE
CITY OF ARLINGTON BY PROVIDING SUPPLEMENT THERETO;
PROVIDING TRANSFERS AND ADJUSTMENT AUTHORITY,
AND DECLARING AN EMERGENCY
WHEREAS, staff has identified the need to make certain revisions to the 2012
Annual Budget that were not foreseen when Ordinance No. 2011-033 was adopted on
December 19, 2011, and
WHEREAS, this ordinance was introduced with proper notice, and citizens were
given the opportunity to comment, and
WHEREAS, because this will require increasing the appropriation level in one or
more funds, an amendment is needed, NOW THEREFORE,
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ARLINGTON,
WASHINGTON AS FOLLOWS:
Section 1. Pursuant to RCW 35A.33.090, an emergency is declared to exist and the
2012 Budget is hereby amended to provide for adjustments to expenditures, and by
providing authority for any necessary transfers of money within or between funds as
indicated in the “Changes” column on the attached Exhibit “A”.
Section 2. That the attached is a summary of the amended budget for the year 2012
for the City of Arlington and that copies of the detailed amended budget are available to
any interested taxpayer at the Finance Department, City Hall, Arlington, Washington.
Section 3. This ordinance shall be in full force and effect after its passage, and
publication according to law.
PASSED by the City Council and APPROVED by the Mayor this 17th day of
December, 2012.
CITY OF ARLINGTON
____________________________________
Barbara Tolbert, Mayor
ATTEST:
___________________________________
Kristin Banfield, City Clerk
APPROVED AS TO FORM:
___________________________________
Steven J. Peiffle, City Attorney
FUND DESCRIPTION CHANGES REASON
Equipment Rental Vehicle Fuel 5,500 Increase in budgeted fuel costs
Land Rental - Storage 37,000 Not included in adoption ordinance
Vehicle Repair & Maintenance 132,500 Unforeseen vehicle repairs and maintenance costs
Repay Interfund Loan 82,000 Repay Equipment Replacement Fund
257,000
Cemetery Improvement State Taxes 2,700 Increase in State Taxes paid due to increase in sales of niches/headstones
Transfer to Cemetery Capital 6,400 Cemetery office remodel
Equipment Rental 1,575 Increase in transfer for vehicle fuel, repair/maintenance, insurance etc.
Operating Supplies 1,325 Increase in operating supplies (paint, cleaning supplies)
12,000
Water/Sewer Fund DWSRF Loan Principal 200,000 Pay off loan early
Utilities Administration Modular Lease 20,000 Modular lease breakdown and removal
Airport Fund Building 44 Improvements 120,000
Not included in adoption ordinance; improvements were approved by council at the
8/6/2012 meeting.
Emergency Services Fund Loan Repayment to Growth Fund 406,000 Loans repaid to Growth Fund (not included in adoption ordinance)
Stormwater Mngmt City Tax 5,000 Increase in rates
WWTP Project Haller Park Mitigation 100,000
$45,000 cost for Haller Park repairs due to construction of WWTP; remaining funds will
go into Park Improvement fund for future Park Projects
Growth Fund Loans Issued to General Fund 406,000 Was not included in adoption ordinance (unforeseen)
REET 1 Transfer out to Park Improvement 15,000 Legion Park Restroom Construction
800 MHz Annual Maintenance 5,000 Increased annual maintenance 800 MHz
Transfer to Capital Facilities/Bldg 10,000 Additional Fire Station #46 remodel costs
30,000
Park Improvement Legion Park Restroom 155,000 Was not included in adoption ordinance
Park Improvement Projects 10,000 Was not included in adoption ordinance
165,000
2012 BUDGET AMENDMENTS Exhibit "A"
FUND DESCRIPTION CHANGES REASON
Cemetery Capital Fund Cemetery Office Remodel 15,000 Cemetery office remodel; Reviewed by board after 2012 budget was submitted
Software Purchase 3,000 Reviewed by board after 2012 budget was submitted
18,000
Equipment Replacement Loans Issued to Equip Rental Fund 82,000 Was not included in adoption ordinance (unforeseen)
Airport CIP Generator (back-up)20,000
Engineering services for Airport back-up generator, originally budgeted in operating
fund; moved to CIP fund. Move was discussed with council at the 8/20/2012 meeting
AIP #19 & #20 Property Purchase 14,022
Was not included in adoption ordinance; reimbursement to FAA of grant funds
overpaid on 2009 property purchase
East Ramp Lighting Construction 77,897 Was not included in adoption ordinance; project was carry over from 2011
Opal Property-Professional Svcs 8,081
Was not included in adoption ordinance; landowner decided to sell property after 2012
budget was approved
120,000
Surface Water CIP Wetland Grant Project 168,000 Project carried into 2012 due to weather restrictions
Storm Grant 34,879 Grant extended into 2012 - to be reimbursed by grant
Prairie Creek Drainage 50,000 Was not included in adoption ordinance.
252,879 Necessary design work done in 2012; not included in original adoption ordinance.
Lodging Tax Fund Transfer to Park Improvement 48,000 Legion Park Restrooms
Program Development Police - Stilly Tribe Proceeds 25,000
Laptops and tasers purchased utilizing Stilly Tribe Donation; not included in adoption
ordinance
Fire Department-Bunker Gear 20,000 Bunker gear purchased; not included in adoption ordinance
45,000
W/S Rev Bond Redemption Transfer to Water/Sewer Fund 49,000 Was not included in adoption ordinance
2001 LTGO Thomas/Mina Transfer to REET 2 1,625 Close out fund
LID #21 Transfer to General Fund 54,000
TOTAL AMENDMENTS 2,391,504
City of Arlington
Council Agenda Bill
Item:
NB #1
Attachment
E
COUNCIL MEETING DATE:
December 17, 2012
SUBJECT:
Regional Fire Services Cooperative Effort Study
ATTACHMENTS:
Memo from Chief Stedman after
DEPARTMENT OF ORIGIN
Fire Department – contact Fire Chief Bruce Stedman 360-403-3601
EXPENDITURES REQUESTED: $13,746.55
BUDGET CATEGORY: #519 90 41 02 Prof Service
LEGAL REVIEW:
DESCRIPTION:
As previously discussed with council, ESCI is an international consulting firm that
specializes in Emergency Services Cooperative Effort studies. The study will identify
critical issues we are faced with, current service levels, strengths, weaknesses,
opportunities for cooperative efforts with other regional fire agencies.
HISTORY:
On June 11, 2012, Chief Stedman presented to council a report on current fire
department challenges and recommended a study to be completed by ESCI. Aug30,
2012, ESCI provided an informational presentation on the process of a Cooperative
Effort Study to Council and area Fire Personnel/Commissioners. On Oct. 10, 2012
North County Fire Chiefs met to develop Scope of Work for ESCI. On Oct. 25, 2012 a
special council meeting was held to finalize a “Scope of Work” for ESCI.
ALTERNATIVES
Do not participate in the study
RECOMMENDED MOTION:
I move to authorize the mayor to sign the contract with ESCI, subject to final approval by the
City Attorney.
ARLINGTON FIRE DEPARTMENT
INTERDEPARTMENT MEMORANDUM
DATE: December 10, 2012
TO: Barb Tolbert, Mayor
Allen Johnson, City Administrator
Councilmembers
FROM: Bruce A. Stedman, Fire Chief
SUBJECT: ESCI STUDY UPDATE
The purpose of the memorandum it to provide an update on the proposed cooperative
effort study by ESCI. At this time, it appears that the following seven (7) agencies
intend on contracting with ESCI: Arlington, Arlington Rural, Darrington, North County
RFA, Silvana, Tulalip Bay and Camano Island. However we have not received formal
notification from North County. It is on their agenda for December 12, 2012 to discuss
and approve.
The funding formula and actual costs:
Seven Agencies- $76,063
Agency Pop., Sq.Mi., & A/V
cost
Arlington 18.054524843240800% $13,746.55
Arlington Rural 15.762095899292700% $12,001.11
Darrington 4.909513515975490% $3,738.06
North County RFA 25.962615885256100% $19,767.69
Silvana 5.787334436155370% $4,406.42
Tulalip Bay 6.272018045446920% $4,775.46
Camano Island 23.151897374632700% $17,627.64
total 99.900000000000100% $76,062.92
Six Agencies- $60,678
Agency
Pop., Sq.Mi., & A/V
cost
Arlington
23.0798658084%
$14,018.41
Arlington Rural
22.5256100551%
$13,681.76
Darrington
6.8791236372%
$4,178.29
Silvana
8.1174274974%
$4,930.42
Tulalip Bay
8.7555959404%
$5,318.03
Camano Island
30.5423770615%
$18,551.04
total
99.9000000000%
$60,677.94
We have asked that all participating agencies get formal approval from their Policy
group and notify us by December 15, 2012.
Once all agencies are identified , the following tentative timeline has been approved by
ESCI.
December 15, 2012 ……………………………Commitment of participating agencies
Dec. 15 – Jan. 15, …………………………….Develop work plan, schedule site visits,
Jan. 15, 2013 ………………………….…All contracts signed, ESCI to issue
“Agency information request forms” to all clients
Feb. 15, 2013 ……………………………ESCI to start site visits
Aug. 15, 2013 …………………………… Feasibility study completed.
Scope of Work:
Snohomish County Working Draft
Scope of Work
Phase I: Project Initiation
Task 1-A: Project Initiation & Development of Work Plan
ESCI will converse with the management teams of the fire departments/districts in Snohomish
County, Washington, that are involved in the study or their project liaisons to gain a
comprehensive understanding of the communities’ backgrounds, goals, and expectations for the
project. ESCI’s project manager will develop and refine a proposed work plan that will guide
the project team. This work plan will be developed identifying:
• Primary tasks to be performed
• Person(s) responsible for each task
• Time table for each task to be completed
• Method of evaluating results
• Resources to be utilized
• Possible obstacles or problem areas associated with the accomplishment of each task
This meeting will also help to establish working relationships, make logistical arrangements,
determine an appropriate line of communications, and finalize contractual arrangements.
Phase II: Fieldwork, Acquisition of Background Data, Stakeholder Input & Identification
of SWOC
Task 2-A: Acquisition & Review of Background Information
ESCI will request pertinent information and data from each participating departments and
districts project manager. This data will be used extensively in the analysis and development of
the report document. The documents and information relevant to this project will include, but
not be limited to, the following:
• Past or current emergency service studies or research
• Community Comprehensive Plan documents, including current and future land use
information
• Local census and demographics data
• Zoning maps and zoning codes
• Financial data, including debt information, long-range financial plans and projections
• Department administrative policies and procedures
• Standard Operating Guidelines (SOGs) and service delivery practices
• Current service delivery objectives and targets for each community
• Facilities and apparatus inventories
• Local collective bargaining agreements
• Automatic and mutual aid agreements
• Records management data, including National Fire Incident Reporting System (NFIRS)
incident data
• Computer-Aided Dispatch (CAD) incident records
• Local Geographic Information Systems (GIS) data, where available
Task 2-B: Stakeholder Input
The ESCI project team will conduct site visits in each community and participating Snohomish
County Fire departments/districts for the purpose of conducting interviews with, and gathering
information from, key personnel including:
• Elected or appointed officials
• Partner emergency service agencies
• Fire department/district managers and other key staff
• Finance function managers
• Community planning staff
• Human resource function coordinators
• Medical Director for regional or community EMS, where applicable
• Employee and volunteer groups
• Others as they may contribute to this project
The project team will interview key stakeholders of each organization associated with this study.
At a minimum, members of the project team will interview appropriate community officials, fire
department/district officials, volunteer association leaders, labor organization representatives and
others that the project team deems necessary.
From these interviews, ESCI will obtain additional perspective on operational, economic, and
policy issues facing each agency. In addition, the project team will learn more about availability
of data necessary to meet projected goals.
Task 2-C: Strengths, Weaknesses, Opportunities and Challenges (SWOC)
The study takes into account the many shared critical issues face each fire department/district
and how such matters affect the effort to construct a model for efficient and economical service.
These issues are identified and analyzed and specific recommendations are offered. For each
service option identified, ESCI will provide:
• Identification of critical issues facing each organization
• Identification of services and functions that are not currently being addressed
• Strengths, Weaknesses, Opportunities and Challenges Matrix that compares the various
SWOC components against each option
• Develop a pro/con matrix to compare and contrast the advantages or disadvantages of
each identified service alternative
• Alternatives will be contrasted with current levels of service
Phase III: Baseline Evaluation of Agencies
The initial phases of the study focus on a baseline assessment of the current organizational
conditions and service performance of the departments and the study area as a whole. ESCI will
conduct an organizational review of the participating Snohomish County, Washington, fire
departments/districts based on the elements included in the following tasks. The purpose of this
evaluation is to assess operations in comparison to industry standards and best practices, as well
as to create a benchmark against which the options for future service delivery can be measured.
Task 3-A: Organization Overview
An overview of each participating fire department/district in Snohomish County, Washington,
and community will be developed discussing:
• Service area population and demographics
• History, formation, and general description of the fire agencies
• Description of the current service delivery infrastructure
• Governance and lines of authority
• Foundational policy documents
• Organizational design
• Operating budget, funding, fees, taxation, financial resources and current costs for fire
services
Task 3-B: Management Components
Each organization’s basic management processes will be reviewed, including:
• Mission, vision, strategic planning, goals, and objectives
• Internal assessment of critical issues
• Internal assessment of future challenges
• Reporting and recordkeeping
• Information technology systems
Task 3-C: Capital Assets and Capital Improvement Programs
ESCI will review status of current major capital assets (facilities and apparatus) and analyze
needs relative to the existing condition of those assets and their viability for continued use in
future service delivery, including:
Facilities – Tour and make observations in areas related to station efficiency and functionality.
Items to be contained in the report include:
• Design • Code compliance
• Construction • Staff facilities
• Safety • Future viability
Apparatus/Vehicles – Review and make observations regarding inventory of apparatus and
equipment. Items to be reviewed include:
• Age, condition, and serviceability
• Distribution and deployment
• Maintenance
• Regulations compliance
Task 3-D: Staffing and Personnel Management
ESCI will review each department’s staffing level. Areas to be considered include:
• Review and evaluate administration and support staffing levels
• Review and evaluate operational staffing levels
• Review staff allocation to various functions and divisions
• Review staff scheduling methodology
• Analyze current standard of coverage and staffing performance for incidents
• Review responsibilities and activity levels of personnel
Personnel management systems of the departments will also be reviewed, focusing on:
• Human resources policies and handbooks
• Quality and status of job descriptions
• Personnel reports and recordkeeping
• Compensation systems
• Disciplinary process
• Counseling services
• Application and recruitment processes
• Testing, measuring, and promotion processes
• Member retention efforts and programs
Task 3-E: Service Delivery and Performance 1
ESCI will review and make observations in areas specifically involved in, or affecting, service
levels and performance of the departments, either individually or when operating in concert with
one another in the study area (the collective jurisdiction of all organizations included in the
study). Areas to be reviewed shall include, but not necessarily be limited to:
• Demand Study –
Analysis of current service demand by incident type and temporal variation for
each individual organization
Analysis and geographic display of current service demand density within the
overall study area
1) Client to provide a GIS file (shapefile or geodatabase) showing
incident location for at least the last full year of incident data within
the overall study area. Attributes to include a single record for each
incident with xy coordinates for incident location, incident type (fire,
EMS, other), responding agency, agency incident number.
• Distribution Study –
Overview of the current facility and apparatus deployment strategy, analyzed
through Geographical Information Systems software, with identification of
service gaps and redundancies. This distribution study will be conducted for the
study area as a whole, with all existing facilities included in the analysis.
1) Client to provide 2010 Census Bureau block level data for the study
area with population information, in GIS format (shapefile or
geodatabase).
2) Client to provide travel distance and travel time GIS (shapefile or
geodatabase) files displaying travel distance and travel time footprints
from all fire stations within the study area, over the current road
network.
• Concentration Study –
Analysis of geographic display of the response time necessary to achieve full
1 Successful completion of this task relies heavily on Client’s ability to provide specified data and information in a
timely manner and in a format to be specified in the approved project work plan. If Client is unable to provide the
data and/or information as outlined in the approved work plan, ESCI may negotiate a separate time and materials-
based contract with Client to collect and compile the data and/or information required for this task.
effective response force arrival in the study area using existing distribution of all
organizational resources
Analysis of company and staff distribution as related to effective response force
assembly in the study area
1) Travel time footprints from Distribution Study may be utilized for the
Concentration Study. Current information on apparatus and personnel
deployment by station is essential.
• Reliability Study –
Analysis of current workload, including unit hour utilization of individual
companies (to the extent data is complete)
Review of actual or estimated failure rates of individual companies (to the extent
data is complete)
Analysis of call concurrency
• Performance Summary –
Analysis of actual system response time performance, analyzed by individual
departments (to the extent data is available). Performance analysis will be
conducted for each jurisdiction individually and for the study area as a whole.
• Incident control and management methods
• Mutual and automatic aid systems
Task 3-F: Support Programs
ESCI will review and make overall observations involving the support programs of each
organization for training, life safety services, and communications. Items reviewed include:
Training
• General training competencies
• Training schedules
• Training facilities
• Training procedures, manuals, and protocols
• Training recordkeeping
Life Safety Services (Fire Prevention)
• Code enforcement activities
• New construction inspection and involvement
• General inspection program
• Fire and Life-Safety public education programs
• Fire investigation programs
• Pre-incident planning
Task 3-G: Emergency Medical Services Support and System Oversight
Evaluate the agencies’ Emergency Medical Services support and oversight mechanisms to
include, but not limited to, the following:
• Review of current medical control and oversight
• Review of quality assurance/quality improvement mechanisms in place
• Review of system integrity in regards to required credentialing
Phase IV: Future Opportunities for Collaborative Efforts
ESCI will use the completed baseline assessment to identify opportunities and feasibility for
collaborative options. The project team will identify areas of duplication that can be reduced
through consolidation efforts, as well as potential service improvements. Experience has shown
that this frequently becomes the overriding influence for public fire service consolidation efforts.
Task 4-A: General Partnering Strategies
The various partnering strategies are described, beginning with a do-nothing approach and
ending with complete consolidation of the agencies into a new emergency service provider. The
following alternatives will be evaluated and discussed:
• Complete autonomy
• Administrative consolidation
• Functional consolidation
• Operational consolidation
• Merger
• Regional Fire Authority
Task 4-B: Options for Shared Services
The study takes into account the many shared issues that face the departments/districts, and how
such matters affect the effort to construct a consolidated model for efficient service. These
issues are identified and analyzed. Within each presented option for shared services, ESCI will
evaluate and discuss the following:
• Level of cooperation
• Estimated timeline for completion
• Guidance
• Fiscal considerations
• Policy action
Task 4-C: Fiscal Analysis
ESCI will use a computer-driven model budget to allow a comparative examination of the actual
public costs for the participating Snohomish County fire departments/districts, and as a tool to
analyze the financial effects of shared services. Funding mechanisms are identified and
comprehensive financial outcomes are provided for each consolidation strategy offered.
• Review and analysis of each departments budgets and revenues
• Current costs of providing fire protection and EMS
• Budgets and revenues
• Financial issues
• Projected capital and operating costs of collaborative efforts
• Develop projected consolidated budget extending to a minimum of five years
• Options and recommendations for financing capital improvements
• Critical issues regarding funding, taxation, values, and economic trends
• Transition costs related to apparatus equipment, computer hardware/software,
compatibility of systems, and records management systems (RMS)
• Operational efficiencies and potential cost savings derived from expanding
mutual/automatic aid to include boundary drops, automatic aid agreements and other
multi-jurisdictional activities or collaborative efforts including a narrative of possible
economies of scale derived from these actions
• Community economics, demographics, and risk levels
• Identify areas of short and long-term cost avoidance
• Options for cost recovery
Fiscal analysis is an important component of the emergency services evaluation. Long-term
survival of an emergency services system requires that the system be adequately funded. ESCI
determines the fiscal state of each participating Snohomish County fire departments/districts, and
develops recommendations on improving the financial resources available for emergency
services. All recommendations are consistent with the departments’ financial capability to
provide adequate, cost effective services to citizens. In addition, budgeting practices are
thoroughly examined, and alternate methodologies may be suggested.
In addition to the fiscal state evaluation of each participating Snohomish County fire
department/districts, ESCI will present an evaluation of various funding alternatives to assist the
departments in the sharing of the cost of providing any consolidated or merged emergency
services. Presented alternatives will include, but not necessarily be limited to, the following:
• Funding based on:
Redirected funds
Levy rate
EMS Levy
Benefit Charge
Grants
• Cost allocation based on:
Area
Assessed value
Deployment
Service demand
Fixed rate
Population
Multiple variables
Task 4-D: Findings, Recommendations, and Plan of Implementation
Any cooperative venture between the agencies presents the organizational leaders with a series
of challenges. Successful implementation of a proposal will require that significant matters be
addressed regardless of which form of consolidation/collaboration is chosen, including:
• Findings
Feasibility of each option will be presented
• Preferred Option
The preferred option or options will be presented and discussed at length
• Policy Action
Necessary policy action by the elected bodies will be described
• Timelines
General completion timelines to guide the agencies in developing a more detailed
listing during the formal planning process
• Process Issues
Strategic planning, legal considerations, management and governance, funding
and other issues will be provided in detail
Phase V: Development, Review, and Delivery of Project Report
Task 5-A: Development and Review of Draft Project Report
ESCI will develop and produce two copies per organization of a draft version of the written
report for review by the client and client representatives. Client feedback is a critical part of this
project and adequate opportunity will be provided for review and discussion of the draft report
prior to finalization. The report will include:
• Detailed narrative analysis of each report component structured in easy-to-read sections
and accompanied by explanatory support to encourage understanding by both staff and
civilian readers
• Clearly designated recommendations highlighted for easy reference and catalogued as
necessary in a report appendix
• Supportive charts, graphs, and diagrams, where appropriate
• Supportive maps, utilizing GIS analysis as necessary
Task 5-B: Delivery and Presentation of Final Project Report
ESCI will complete any necessary revisions of the draft and produce five copies per organization
of the bound, final version of the written report, and an electronic version in PDF file format.
A formal presentation of the project report will be made by ESCI project team member(s) to a
joint meeting of the community leaders and/or organizations. The presentation will include the
following:
• A summary of the nature of the report, the methods of analysis, the primary findings, and
critical recommendations
• Supportive audio-visual presentation
• Review and explanation of primary supportive charts, graphs, diagrams, and maps
• Opportunity for questions and answers, as needed
All presentation materials, files, graphics, and written material will be provided to the client at
the conclusion of the presentation(s)
(Alternate) Task 5-B: Delivery and Presentation of Final Project Report
ESCI will complete any necessary revisions of the draft and produce five copies per organization
of the bound, final version of the written report, and an electronic version in PDF file format.
A formal presentation of the project report will be made by ESCI project team member(s) to the
community leaders and officials of each agency. Each presentation will include the following:
• A summary of the nature of the report, the methods of analysis, the primary findings, and
critical recommendations
• Supportive audio-visual presentation
• Review and explanation of primary supportive charts, graphs, diagrams, and maps
• Opportunity for questions and answers, as needed
All presentation materials, files, graphics, and written material will be provided to the client at
the conclusion of the presentation(s)
Bruce Stedman
Fire Chief
COOPERATIVE FIRE SERVICE
OPPORTUNITIES
Arlington City Council
June 11, 2012
COOPERATIVE FIRE SERVICE
TERMS:
Partial consolidation- departments remain separate but form special group (i.e. shared station/Marysville)
Functional Consolidation- Still separate, but one or more duties carried out together. (training, dispatch, apparatus repair i.e special ops.)
Operational Consolidation- two or more departments join together to form one organization to provide certain aspects such as operations or administration.
Contracts- such as we provide to EMS partners, SnoPac Dispatch , Apparatus Repair, Fire Investigation services
Contract out all Fire & EMS responsibilities
Complete Merge- two separate agencies merge into one new department complete with new name.
What’s the difference between a fire department,
fire district & fire authority
Generally, a fire department is part of a city or county government, funded through the city or county’s general fund budget, derived from sales, property, and other taxes.
A fire district is a “special” district usually independent of any city or county government, funded by a portion of the property tax and a special tax assessment on properties within its district.
Fire Authority: Is a municipal corporation which allows fire districts, City Fire Dept. or tribal nations to join together to provide fire and ems. Title 52 RCW
The 3 questions to ask!!
Does a cooperative fire service model save
the taxpayers’ money?
Does a cooperative fire service structure
provide equal or better level of service to
our community?
Can a governance structure or operational
process be devised that assures that the
participating local governments share in
the control of the program?
Does it save the taxpayers’ money?
Can you reduce personnel costs by reducing # of
firefighters ?
Can you save money from eliminating
duplicated facilities and staff in those facilities?
Can you eliminate redundant programs?
Can you eliminate duplicated support services
and associated costs?
Can you defer apparatus replacement?
Do the citizens actually save money or just pay
for the fire service to another provider?
Typical areas of significant
savings
Duplicate training center/ staff…….N/A
Duplicate dispatch center/staff…….N/A
Duplicate Fire Prevention staff……..N/A
Duplicate Fire Stations……….……….N/A
$0
$20
$40
$60
$80
$100
$120
$140
$160
$180
Arlington Granite Falls Lake Stevens Monroe Fire
District 3
Marysville Fire
District 12
North County
RFA
2012 Fire Service - Cost per Person - per Year
AGENCY
COST PER
PERSON FIRE BUDGET ONLY POPULATION
Arlington $115 $2,296,550 17,930
Granite Falls $119 $1,419,680 11,884
Lake Stevens $132 $5,586,997 42,350
Monroe Fire District 3 $136 $4,018,693 29,451
Marysville Fire District 12 $126 $10,465,500 74,750
North County RFA $160 $3,387,696 21,205
Tax Source: Snohomish County Assessor's Annual Report for 2012 Taxes
Population Source: Washington State 2012 Fire Directory
Does it provide equal or better level of
service to our community?
Can you maintain or improve response times?
Can you maintain or increase specialist response capability? (Haz Mat, Tech Rescue, brush)
Can you maintain or increase number of firefighters on responses?
Can you maintain or improve fire prevention and community based education efforts?
Can you maintain or improve training programs for firefighters?
Can you maintain or improve “command and control” capabilities?
Do the citizens and council of
Arlington maintain control?
Control refers to having direct responsibility of setting service levels,
staffing levels, employee relations and contract negotiations.
1.Partial consolidation- Yes, but can create conflicts between work
groups in shared facilities
2.Functional Consolidation- Yes
3.Operational consolidation- No, council would typically have
representation on a board.
4.Contracts (ILA’s) for specific areas of responsibilities-Yes
5.Contracted all fire and ems services-No, the council would only
have ability to negotiate the contract and would be responsible for
that contract.
6.Complete Merge-No, the Council would typically have up to 3
members on a fire board.
WHAT is the goal?
To guarantee that quality service is delivered
efficiently and effectively at a reasonable cost
to the citizens of Arlington.
Where do we go from here?
Request to Executive to continue to explore any
efficiencies provided from alternative deliveries.
City of Arlington
Council Agenda Bill
Item:
NB #2
Attachment
F
COUNCIL MEETING DATE:
December 17, 2012
SUBJECT:
Interlocal – Snohomish County Special Operation Joint Policy Board
ATTACHMENTS:
Interlocal Agreement
DEPARTMENT OF ORIGIN
Fire Department- Contact Fire Chief Bruce Stedman (360) 403-3601
EXPENDITURES REQUESTED: $1,982.83
BUDGET CATEGORY: 522-20-31-04
LEGAL REVIEW:
DESCRIPTION:
The Snohomish County Special Operations Joint Policy Board has been created to
formalize and coordinate Special Operations (Haz Mat & Technical rescue) planning,
training, operations and responses in Snohomish County. This agreement establishes
mechanisms and protocols to fund acquisition and on-going maintenance/repair of
equipment and resources necessary to provide Special operations throughout
Snohomish County. In addition, Full Participating Agencies will not be billed for
Special Operation Services rendered in their response areas.
HISTORY:
The Special Operations program at Arlington Fire began in 2003 when we jointly
staffed Ladder 63 with Marysville. Seven of our personnel were trained in Rope,
Trench, Confined Space, Urban Search & Rescue (USAR) and operate under Zone 12
which includes Everett, Marysville, Lake Stevens and Arlington. The participating
agencies in Snohomish County train and respond to incidents together pooling our
resources and equipment to form one county team eliminating redundancy while being
as cost effective as possible.
ALTERNATIVES
Arlington has the option of becoming an Affiliate Agency with no team involvement or
a non-participating agency subject to being charged for Special Operations responses.
RECOMMENDED MOTION:
I move to authorize the Mayor to sign the Interlocal Agreement with the Snohomish
County Special Operation Joint Policy Board.
INTERLOCAL AGREEMENT - 1
INTERLOCAL AGREEMENT REGARDING THE SNOHOMISH COUNTY
SPECIAL OPERATIONS JOINT POLICY BOARD
(Full Participating Agencies)
This agreement (“Agreement”) is entered into by and among the following fire districts and cities
in Snohomish County, Washington listed on Exhibit A hereto (“Full Participating Agencies” or
“FPAs”).
WHEREAS, the Full Participating Agencies are Snohomish County agencies that contribute
skilled personnel, equipment, and/or other resources for responding to hazardous materials
(HAZMAT) and technical rescue (TR) incidents (collectively referred to as “Special Operations
Services”) throughout Snohomish County; and
WHEREAS, the FPAs have formed a Joint Board known as the Snohomish County Special
Operations Joint Policy Board (“SOPB Board”) for the purpose of coordinating Special
Operations planning, training, operations, and responses in Snohomish County; and
WHEREAS, the SOPB Board has adopted a Snohomish County Hazardous Materials and
Technical Rescue Task Forces Administrative Procedures and Operating Guidelines (the
“Plan”) to bring together the expertise of skilled individuals and resources of agencies with
Special Operations capabilities in a cooperative and coordinated effort; and
WHEREAS, in order to provide Special Operations Services, it is necessary for the SOPB
Board to obtain financial contributions both from FPAs and from other agencies in Snohomish
County who receive and benefit from Special Operations Services; and
WHEREAS, the SOPB Joint Board has developed a cost share formula for replacing equipment
and resources that would be shared with every agency in Snohomish County that agrees to
participate (herein those agencies in Snohomish County who agree to participate but who are
not FPAs shall be referred to as “Affiliate Agencies”); and
WHEREAS, the FPAs desire to establish a formal structure and mechanism for acquiring
equipment necessary to provide Special Operations Services and for billing Snohomish County
agencies for the costs of acquiring, maintaining and repairing such equipment; and
WHEREAS, Subject to approval of the SOPB, agencies outside of Snohomish County may
participate in this agreement.
NOW, THEREFORE, in consideration of the following mutual agreements, the sufficiency of
which is hereby acknowledged, the parties agree as follows:
Section 1: Authority and Prior Agreements.
1.1 The parties to this Agreement, exercising the powers granted to them by statute or
by official organizational authority, enter into this Agreement for the purposes identified in
Section 2. This Agreement shall, on the Effective Date, supersede and replace all prior
agreements hereto relating to the purpose and funding of SOPB.
1.2 Any Snohomish County fire district or municipality who desires to be an Affiliate
Agency shall sign the Affiliation Agreement.
INTERLOCAL AGREEMENT - 2
Section 2: Purpose.
The purpose of this Agreement is to establish mechanisms and protocols to fund the acquisition
and ongoing maintenance and repair of equipment and resources necessary to provide Special
Operations services throughout Snohomish County.
Section 3: Duration of Agreement.
3.1 This Agreement shall commence on the Effective Date as defined hereinafter and
shall remain in effect until terminated as provided herein.
3.2 Any party hereto may withdraw from participation in this Agreement without
effectuating a termination of this Agreement. Notice of withdrawal shall be by written notice to
the SOPB Board on or before June 1. If the notice of withdrawal is timely provided, withdrawal
will be effective as of January 1, of the succeeding year. The withdrawal of a party to this
Agreement shall not terminate the Agreement as to the remaining parties.
Section 4: Acquisition, Ownership, and Use of Equipment.
4.1 In order to facilitate the acquisition and disposal of SOPB Equipment, the SOPB
Board shall designate a lead agency (the “Lead Agency”) which shall be responsible for
acquiring, holding title to, and disposing of the SOPB Equipment. The SOPB Board shall
provide the funding to the Lead Agency to acquire the SOPB Equipment. The Lead Agency
shall also be authorized to execute Affiliation Agreements in the form attached hereto as Exhibit
B on behalf of the SOPB Board.
4.1.1 In the event the Lead Agency declines to continue serving as the Lead
Agency or the Lead Agency ceases to exist (e.g., merger, formation of a regional fire protection
service authority, etc.), then the SOPB Board shall designate a new Lead Agency. The former
Lead Agency shall execute all documents necessary to transfer title to the SOPB Equipment to
the new Lead Agency.
4.1.2 Any tax liabilities arising from the Lead Agency’s acquiring title to, or
disposing of, the SOPB Equipment shall be reimbursed by the SOPB Board.
4.2 The SOPB Board shall assign each item of SOPB Equipment for use by a party to
this Agreement. The SOPB Board reserves the right to reassign SOPB Equipment from time to
time as it deems necessary to fulfill the purposes of this Agreement. While Equipment is being
used by a party, the party shall be responsible to carry and maintain insurance covering claims
for bodily injuries and/or damages to property of others arising from use of the SOPB Equipment
with $1,000,000 combined single limit for bodily injury and/or property damage per occurrence
and an annual aggregate limit of Two Million Dollars ($2,000,000).
Section 5: Funding Responsibility and Budget.
5.1 Not later than June 30 each year, the SOPB Board shall adopt a budget for the
following year and distribute a copy of same to all FPAs and Affiliate Agencies. The proposed
budget shall detail, at a minimum, the following: (i) equipment and resources the SOPB Board
determines to be necessary for acquisition during the following calendar year, (ii) anticipated
maintenance and repair costs for equipment purchased by the SOPB Board; (iii) the grants to
INTERLOCAL AGREEMENT - 3
be received by the SOPB Board to acquire equipment and resources, and (iv) anticipated
administrative and related expenses
5.2 That portion of the budget not funded by grants shall be funded by FPAs and
Affiliate Agencies as provided in this Section. Each agency’s share of the budget shall be
derived as follows:
a. Calculate the FPA or Affiliate agency’s assessed valuation as compared to the total
assessed valuation of all the FPA/ Affiliate agencies The resulting percentage is the
agency’s “pro rata share.”
b. Multiply the FPA or Affiliate agency’s pro rata share by the budget.
5.3 FPAs shall be invoiced amounts according to the foregoing calculation. Invoices
shall be payable within 45 days of the due date of the invoice; failure to timely pay an invoice
shall constitute a default under the terms of this Agreement.
5.4 If a Snohomish County agency joins as an FPA or Affiliate Agency at any date other
than January 1, the agency shall pay a pro rata share of the amount it would otherwise have
been billed for the calendar year in which it joined. The fees paid by such agency shall reduce
the obligations owed by the other FPAs and Affiliate Agencies. At the SOPB Board’s discretion,
the appropriate amounts shall be refunded to the other agencies or shall be credited against
their financial obligations in the subsequent calendar year.
5.5 The SOPB Board shall execute an interlocal agreement with appropriate Board
approved public agency to handle the billing, collection, and public bidding functions for the
SOPB Board.
Section 6: Compensation for Special Operations Services.
In consideration of the financial and other contributions by the FPAs as outlined herein, the
SOPB Board and parties hereto agree that an FPA shall not be billed for Special Operations
Services received by such FPA.
Section 7: Bylaws.
The SOPB Board has, and shall continue to maintain, bylaws for the purposes of conducting the
business of the SOPB Board. Participation by FPAs in the SOPB Board shall be guided by
such bylaws and amendments to these bylaws as may be approved by the majority vote of the
SOPB Board.
Section 8: Withdrawal by a Party.
8.1 An FPA that withdraws from this Agreement shall forfeit any right to a share of the
value of the SOPB owned Equipment.
INTERLOCAL AGREEMENT - 4
8.2 A party who withdraws may become an Affiliate Agency. If the withdrawing party
does not elect to become an Affiliate Agency, the party shall no longer be entitled to receive the
Special Operations Services without charge.
Section 9: Termination of Agreement.
9.1 This Agreement may be terminated by a 60% majority vote of the FPAs. Unless
otherwise provided, any termination shall be effective as of December 31 of the year in which
the vote is taken.
9.2. Upon termination of this Agreement, the SOPB Board shall take all steps to
redistribute or liquidate the SOPB Equipment. After paying all expenses, the SOPB Board shall
disburse the any proceeds to the FPAs according to the percentage of their contributions during
the term of this Agreement.
9.3. An agency who is utilizing any item of SOPB Equipment as of the date of
termination shall be afforded a reasonable opportunity to purchase the item for the full and true
value before it is offered for sale to other FPAs or to third parties.
Section 10: Indemnification.
Each party to this Agreement shall defend, indemnify, and hold the SOPB Board, other FPAs,
Affiliate Agencies and their agents, employees and/or officers harmless from, and shall process
and defend at its own expense, any and all claims, demands, suits, penalties, losses, damages,
or costs of whatsoever kind or nature brought against them arising out of or caused by the
indemnifying party’s negligent acts and/or omissions. Nothing in this Agreement shall be
construed to require any party to defend, indemnify, and hold harmless any other party against
any liability to the extent it arises from or is caused by the negligence or fault of the other party,
its agents, employees, and/or officers.
Section 11: Applicable Law.
This Agreement shall be governed by and construed according to the laws of the State of
Washington. Nothing in this Agreement shall be construed as altering or diminishing the rights
or responsibilities of the parties as granted or imposed by State law. In the event that any
litigation may be filed between the parties regarding this Agreement, the parties agree that
venue shall rest in the Superior Court of Snohomish County, Washington.
Section 12: Disputes.
The parties agree to attempt mediation prior to the filing of any legal action, but mediation shall
not be a condition precedent to filing a legal action. Venue for any disputes shall lie exclusively
in Snohomish County Superior Court.
Section 13: No Third Party Benefit.
It is agreed that this Agreement does not create a partnership or joint venture relationship
between the parties and does not benefit or create any rights in any third party.
Section 14: Entire Agreement.
INTERLOCAL AGREEMENT - 5
This Agreement constitutes the entire agreement between the parties and supersedes all prior
negotiations, representations, and agreements between the parties relating to the subject matter
hereof. This Agreement may be amended or modified only by written instrument signed by the
parties hereto.
Section 15: Savings.
Should any provision of this Agreement be deemed invalid or inconsistent with any federal,
state, or local law, ordinance or regulation, the remaining provisions shall continue in full force
and effect.
Section 16: Filing.
A copy of this Agreement shall be filed with the Snohomish County Auditor.
Section 17: Survivability.
All covenants, promises, and performances that are not fully performed as of the date of
termination shall survive termination as binding obligations.
Section 18: No Waiver.
No failure by either party to insist upon the strict performance of any covenant, duty, agreement,
or condition of this Agreement, or to exercise any right or remedy for a breach thereof, shall
constitute a waiver of any such breach or any other covenant, agreement, term or condition. No
waiver shall affect or alter this Agreement, and each and every covenant, agreement, term, and
condition of this Agreement shall continue in full force and effect with respect to any other then
existing or subsequent breach thereof.
Section 19: Neutral Authorship.
Each of the provisions of this Agreement has been reviewed and negotiated, and represents the
combined work product of both parties. No presumption or other rules of construction, which
would interpret the provisions of this Agreement in favor of, or against, the district preparing the
same shall be applicable in connection with the construction or interpretation of any of the
provisions of this Agreement.
Section 20. Effective Date.
20.1. This Agreement shall take effect and be in full force and in effect after all of the following
has occurred (the “Effective Date”):
A. The Agreement is executed by the duly authorized representative of at least Two
Parties; and
B. A copy of the Agreement will be filed with the Snohomish County Auditor’s Office.
INTERLOCAL AGREEMENT - 6
Section 21: 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.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the first date written
below.
____________________________________ ___________________________________
Name Printed Agency
____________________________________ ___________________________________
Signature Title
____________________________________
Date
SCFD3/SPECIAL OPERATIONS BOARD/FULL PARTICIPATING AGREEMENT(RSV) EXHIBIT A
[FULL PARTICIPATING AGENCIES]
Arlington Fire Department
Everett Fire Department
Lynnwood Fire Department
Marysville Fire Department
Mukilteo Fire Department
Snohomish County Fire District 1
Snohomish County Fire District 3
Snohomish County Fire District 7
Snohomish County Fire District 8
INTERLOCAL AGREEMENT - 7
EXHIBIT B
AFFILIATION AGREEMENT WITH THE SNOHOMISH COUNTY
SPECIAL OPERATIONS JOINT POLICY BOARD
(Affiliate Agencies)
This agreement (“Affiliation Agreement”) is entered into by and among _______________
(“Affiliate Agency”) and Snohomish County Special Operations Joint Policy Board (“SOPB
Board”).
WHEREAS, the SOPB Board is comprised of various agencies (“Full Participating Agencies or
“FPAs”) in Snohomish County that contribute skilled personnel, equipment, and/or other
resources for responding to hazardous materials (HAZMAT) and technical rescue (TR) incidents
(collectively referred to as “Special Operations Services”) throughout Snohomish County; and
WHEREAS, the FPAs have entered into an Interlocal Agreement Regarding the Snohomish
County Special Operations Joint Policy Board (the “SOPB Agreement”) to provide funding for
the acquisition of equipment and resources necessary to provide Special Operations Services;
and
WHEREAS, Affiliate Agency desires to become an Affiliate Agency pursuant to the SOPB
Agreement; and
WHEREAS, subject to approval of the SOPB, agencies outside of Snohomish County may
participate in this agreement.
NOW, THEREFORE, in consideration of the following mutual agreements, the sufficiency of
which is hereby acknowledged, the parties agree as follows:
Section 1: Authority and Prior Agreements.
The parties to this Affiliation Agreement, exercising the powers granted to them by statute or by
official organizational authority, enter into this Affiliation Agreement for the purposes identified in
Section 2.
This Affiliation Agreement shall, on the Effective Date, supersede and replace all prior
agreements hereto relating to the purpose and funding of SOPB.
Section 2: Purpose.
The purpose of this Affiliation Agreement is to establish mechanisms and protocols to fund the
acquisition and ongoing maintenance and repair of equipment and resources necessary to
provide Special Operations services throughout Snohomish County.
Section 3: Duration of Agreement.
This Affiliation Agreement shall commence on date of execution (“Effective Date”) and shall
remain in effect until terminated. This Affiliation Agreement shall terminate concurrently with the
termination of the SOPB FPA Agreement. Alternatively, an Affiliate Agency may terminate this
INTERLOCAL AGREEMENT - 8
Affiliation Agreement by providing written notice to the SOPB Board on or before June 1. The
termination shall be effective December 31 of the same year.
Section 4: Funding Responsibility and Budget.
Affiliate Agency agrees to pay those amounts as assessed by the SOPB Board.
Section 5: Compensation for Special Operations Services.
In consideration of the financial and other contributions by the FPAs, as outlined herein, the
SOPB Board and the parties hereto agree that an FPA shall not be billed for Special Operations
Services received by such FPA.
Invoices shall be payable within 45 days of the due date of the invoice; failure to timely pay an
invoice shall constitute a default under the terms of this agreement.
Section 6: Indemnification.
Each party to this Affiliation Agreement shall defend, indemnify, and hold the SOPB Board,
other FPAs, Affiliate Agencies, and their agents, employees, and/or officers, harmless from, and
shall process and defend, at its own expense, any and all claims, demands, suits, penalties,
losses, damages, or costs of whatsoever kind or nature brought against them arising out of or
caused by the indemnifying party’s negligent acts and/or omissions. Nothing in this Affiliation
Agreement shall be construed to require any party to defend, indemnify, and hold harmless any
other party against any liability to the extent it arises from or is caused by the negligence or fault
of the other party, its agents, employees, and/or officers.
Section 7: Applicable Law.
This Affiliation Agreement shall be governed by and construed according to the laws of the
State of Washington. Nothing in this Affiliation Agreement shall be construed as altering or
diminishing the rights or responsibilities of the parties as granted or imposed by State law. In
the event that any litigation may be filed between the parties regarding this Affiliation
Agreement, the parties agree that venue shall rest in the Superior Court of Snohomish County,
Washington.
Section 8: Disputes.
The parties agree to attempt mediation prior to the filing of any legal action, but mediation shall
not be a condition precedent to filing a legal action. Venue for any disputes shall lie exclusively
in Snohomish County Superior Court.
Section 9: No Third Party Benefit.
It is agreed that this Affiliation Agreement does not create a partnership or joint venture
relationship between the parties and does not benefit or create any rights in any third party.
Section 10: Entire Agreement.
INTERLOCAL AGREEMENT - 9
This Affiliation Agreement constitutes the entire agreement between the parties and supersedes
all prior negotiations, representations, and agreements between the parties relating to the
subject matter hereof. This Affiliation Agreement may be amended or modified only by written
instrument signed by the parties hereto.
Section 11: Savings.
Should any provision of this Affiliation Agreement be deemed invalid or inconsistent with any
federal, state, or local law, ordinance or regulation, the remaining provisions shall continue in full
force and effect.
Section 12: Filing.
A copy of this Affiliation Agreement shall be filed with the Snohomish County Auditor.
Section 13: Survivability.
All covenants, promises, and performances that are not fully performed as of the date of
termination shall survive termination as binding obligations.
Section 14: No Waiver.
No failure by either party to insist upon the strict performance of any covenant, duty, agreement,
or condition of this Affiliation Agreement, or to exercise any right or remedy for a breach thereof,
shall constitute a waiver of any such breach or any other covenant, agreement, term or
condition. No waiver shall affect or alter this Affiliation Agreement, and each and every
covenant, agreement, term, and condition of this Affiliation Agreement shall continue in full force
and effect with respect to any other then existing or subsequent breach thereof.
Section 15. Neutral Authorship.
Each of the provisions of this Affiliation Agreement has been reviewed and negotiated, and
represents the combined work product of both parties. No presumption or other rules of
construction, which would interpret the provisions of this Affiliation Agreement in favor of, or
against, the district preparing the same shall be applicable in connection with the construction or
interpretation of any of the provisions of this Affiliation Agreement.
Section 16: 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.
Section 17: Recording. A copy of the Agreement shall be filed with the Snohomish County
Auditor’s Office.
INTERLOCAL AGREEMENT - 10
IN WITNESS WHEREOF, the parties have executed this Affiliation Agreement as of the first
date written below.
SNOHOMISH COUNTY SPECIAL
OPERATIONS JOINT POLICY BOARD
____________________________________ ___________________________________
Name Printed Agency
____________________________________ ___________________________________
Signature Title
____________________________________
Date
City of Arlington
Council Agenda Bill
Item:
NB #3
Attachment
G
COUNCIL MEETING DATE:
December 17, 2012
SUBJECT:
Amendment to the Sno-Isle Library Annexation Agreement regarding Janitorial and Cleaning
Services
ATTACHMENTS:
Amendment #1 to the Sno-Isle Library Annexation Agreement regarding Janitorial and
Cleaning Services
DEPARTMENT OF ORIGIN
Executive, Contact: Kristin Banfield
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY:
LEGAL REVIEW:
DESCRIPTION:
The City and Sno-Isle Library System entered into an Annexation Agreement in June
1999. The Agreement set forth the obligations of both parties with regard to the
Arlington Library Building and operation of the Arlington Library. The 1999
Agreement provided that the City would provide janitorial services and that the
Library would reimburse the City for the cost of such janitorial services.
Earlier this year, Sno-Isle requested to amend the agreement to require the Library to
provide the janitorial services at its own expense.
HISTORY:
The City’s voters approved the annexation into the Sno-Isle Library system in 1999.
ALTERNATIVES
Do not amend the Sno-Isle Library Interlocal Agreement
RECOMMENDED MOTION:
I move to approve and authorize the Mayor to sign Amendment #1 to the Sno-Isle Library
Annexation Agreement regarding Janitorial and Cleaning Services.
Arlington Amendment No. 1 – 2012
AMENDMENT NO. 1 TO ANNEXATION AGREEMENT
BETWEEN
THE CITY OF ARLINGTON
AND
SNO-ISLE INTERCOUNTY RURAL LIBRARY DISTRICT
This Amendment No. 1 is made by and between the CITY OF ARLINGTON, a
Washington municipal corporation (“City”), and SNO-ISLE INTERCOUNTY RURAL
LIBRARY DISTRICT, a Washington municipal corporation (“District”), as follows.
WHEREAS, the City and the District entered into an Annexation Agreement (hereinafter
“Agreement”) dated as of June 21, 1999 (signed by the District on June 28, 1999);
WHEREAS, the Agreement set forth the obligations of the City and the obligations of the
District with regard to the Library Building and operation of the Library;
WHEREAS, the Agreement provided that the City would provide janitorial services and
that the District would reimburse the City for the cost of such janitorial services; and
WHEREAS, the City and the District mutually desire to amend the Agreement to require
the District to provide the janitorial services at its own expense;
NOW, THEREFORE, for and in consideration of the mutual promises and covenants
hereinafter set forth, the sufficiency of which is hereby acknowledged, the City and District
agree as follows:
1. Amendment to Agreement. The Agreement is hereby amended as follows:
Section 3 of the Agreement shall be eliminated and replaced in its entirety with:
3. Obligations
3.1 Facility. The City shall continue to provide within the City, at no cost
to the Library District, suitable quarters and furnishings for the Library.
3.2 Utility Services. The District shall reimburse the City for its
reasonable costs of providing utility services to the Library Building. The
City shall periodically invoice the District for such costs, providing
reasonable backup documentation as needed. The District shall pay such
invoices in accordance with its usual procedures, but not more than 30
days after receipt of the City’s invoice.
3.3 Janitorial Services. The District shall provide and pay for janitorial
services including labor, materials and supplies. The District will maintain
a MSDS Notebook on site with an up to date Material Safety Data Sheet
for each cleaning product that is used in the facility as required by
Washington Department of Labor and Industries.
2. Effective Date, Duration and Termination. This Amendment No. 1 shall become
effective on the first of the month following the date this Amendment is adopted by
the City and the District.
Arlington Amendment No. 1 – 2012
3. Other Terms and Conditions Remain Unchanged. Except as amended herein,
the Agreement shall remain in full force and effect as stated.
SNO-ISLE INTERCOUNTY RURAL CITY OF ARLINGTON:
LIBRARY DISTRICT:
Jonalyn Woolf-Ivory, Library District Barbara Tolbert, Mayor
Date Date
ATTEST:
City Clerk
Date
APPROVED AS TO FORM:
City Attorney
Date
City of Arlington
Council Agenda Bill
Item:
NB #4
Attachment
H
COUNCIL MEETING DATE:
December 17, 2012
SUBJECT:
Surplus/Purchase and Sale Agreement for Building 75A
ATTACHMENTS:
Memo from Rob Putnam, Airport Director
Resolution
Conceptual Site Plan
DEPARTMENT OF ORIGIN
Airport: Contact Rob Putnam, 360-403-3472
EXPENDITURES REQUESTED:
BUDGET CATEGORY: Professional Services
LEGAL REVIEW:
DESCRIPTION:
This request is to surplus building 75A so that a Purchase and Sales agreement can be
prepared for its sale to Aeroform Inc. Approval of a land lease would coincide with the
purchase and sales agreement.
HISTORY:
This is the northern most building in the former Tri-B complex and the former tenant
was West Coast Fabricators. The airport acquired the building in 2011. The building
and site need some major renovations; new roof/siding, electrical upgrades, paved
parking/storm drainage/landscaping, and connection to City sewer. Aeroform Inc.
has requested to purchase the building and to make the improvements in exchange for
a long term land lease.
ALTERNATIVES
Approve with modifications
Table
Deny
RECOMMENDED MOTION:
I move to approve the Resolution to declare Building 75A as surplus and authorize the
City Attorney to prepare a purchase and sales agreement for the Mayor’s signature, for
Building 75A for the Appraised amount of $120,000.
MEMO
City of Arlington
Airport
To: Mayor and City Council
From: Rob Putnam, Airport Director
Date: December 14, 2012
Subject: Surplus/Sale of Building 75A and Approval of a Land Lease.
ISSUE: Staff’s request is to surplus building 75A so that the building can be sold. The
site would be assigned a new land lease.
BACKGROUND: Building 75A is one of the five buildings the airport received back
from Tri-B (Bob Manning). The former tenant, West Coast Fabricators, vacated the
premises soon after the airport received the buildings. West Coast Fabricator’s new
location is in the Arlington Advance Manufacturing Center. In June 2012 the airport
contracted with Gary Parkinson (Architect) to evaluate all of these buildings. The
results were that all of the buildings were structurally sound but needed extensive
renovation. The report did not include site improvements that needed to be installed.
The information shown below are estimated costs for building 75A based on unit costs
supplied by the architect.
Building 75A Material Costs
Building 75A
Length Height Total sf
Front Wall
60 16 960
North Wall
170 16 2,720
Back Wall
60 16 960
South Wall
170 16 2,720
Roof
170 62 10,540
Demo Cost
Price* Sq. Ft. Total
Gutter
$2.03 340 $690.00
Roof
$1.25 10,540 $13,175.00
Walls
$1.00 7,360 $7,360.00
Fascia
$0.80 124 $99.20
MEMO
City of Arlington
Airport
Replacement Cost
Roof Insulation
$1.25 10,540 $13,175.00
Roof Installation
$7.00 10,540 $73,780.00
Wall Insulation
$1.00 7,360 $7,360.00
Wall Installation
$5.00 7,360 $36,800.00
Gutter
$10.00 340 $3,400.00
Fiber Glass
$4.50 460 $2,070.00
Downspouts
$25.01 4 $100.04
Fascia
$4.50 124 $558.00
Sub Total
$158,567.24
* = per sq. ft.
Interior demo
$ 20,000.00
Sewer connection
$ 24,000.00
New office/bathroom construction
$ 40,000.00
Electric
$ 50,000.00
Front Parking and landscaping
$ 25,000.00
Storm Drainage
$ 25,000.00
Sub Total
$ 184,000.00
Total $342,567.24
Basically the intended use is similar to the previous use so no mitigation fees were
included nor are engineering or permit fees included.
Aeroform Inc. is a business located in a Westar building just north of building 75A.
They contacted the airport expressing interest in renting or purchasing the building.
Their intent is to utilize both buildings for their business. After discussions on the
merits of renting or purchasing Aeroform preferred the purchase and land lease option.
Based on that information the Airport contracted with Appraisal Group of the
Northwest LLP. The appraisers valued the building “as is” at $120,000. This
information was provided to Aeroform and they wanted to proceed with the purchase
and lease option.
DISCUSSION & ANALYSIS: All five of the buildings on the former Tri-B need major
renovation and just as important so does each site. All five sites are gravel, without
storm drainage, sewer connections and landscaping. The most immediate needs of all
five buildings are new roofs, although the Pearson Millworks building (75B) roof
project is already under contract. In the 2013 budget there is $300,000 for building
improvements, targeted primarily towards these buildings. Selling building 75A and
MEMO
City of Arlington
Airport
having Aeroform make the improvements would allow the funds that would have been
spent on improvements to be directed to one of the other buildings.
Theairport’s intent is to use the funds from the sale to get the engineering completed for
the conceptual site plan (attached). The conceptual site plan would get expanded to
include individual building parking areas, storm drainage and landscaping.
In order for Aeroform Inc. to get a long term lease (35-years), staff has prepared a draft
timeline for when certain improvements have to be made. These improvements have to
be accomplished within a 7-year time frame. Aeroform is in the process of reviewing
this draft.
Draft Lot 75A Lease conditions:
The land lease will be at the appraised value of $0.31 through 2014 then subject to new appraisals that
are completed every 5-years.
The lease will have a progressive lease term based on site and building improvements being completed.
If all improvements are accomplished the lease term will be for 35-years. The tenant has an option for
an additional 15-year term, if all conditions of the lease are in compliance, the tenant has a good record
of maintaining the building and site in a professional manner and the current 10,200sf building is
expanded.. To realize the additional 15-year term the building expansion must be completed by the
25th year of the original lease term. The tenant is responsible for ensuring all improvements are
permitted and to code.
The improvements that have to be completed for the original term are:
Interior
• Reconstruction of the office area and bathroom facilities
• A complete upgrade of the electrical system per code
• New energy efficient lighting system
Exterior
• New insulation and roof
• New gutters/downspouts and a system to handle the run off
• New exterior lighting
• New wall insulation and siding (some color or texture changes on the front is highly desired)
• New energy efficient windows (within the office area)
• Connection to City sewer system
• Construction of the paved parking area, gravel storage area, fencing and landscaping per the
agreed upon plans.
The tenant is required to have all of these improvements completed within 7 years with the highest
priorities around safety issues and aesthetics.
MEMO
City of Arlington
Airport
• Within the first year the tenant is required to install new insulation, roof, gutters and run off
system, upgrade the electrical, new lighting, grade/gravel/fence the storage area and regularly
maintain the existing grass, trees and shrubs areas.
• In the second year the tenant is required to replace the siding, insulation and windows on the
west end of the building and have the civil engineering completed for the parking area and
sewer connection.
• In the third year the tenant is required to replace the siding, insulation and windows on the
north side of the building and install the sewer connection and permit/construct the parking and
landscaped areas.
• In the fourth year the tenant is required to replace the siding and insulation on the south wall.
• In the fifth year the tenant is required to replace the siding and insulation on the east wall.
• The tenant is required to complete the new office and bathrooms prior to the end of the
seventh year.
If all improvements are not completed by the end of the seventh year the lease will be terminated.
The land lease annual rental based on the current appraisal would be $10,962. The next
appraisal period starts in 2015.
ALTERNATIVES: Approve with modifications
Table
Deny
RECOMMENDATION: No action requested at this time this item is for discussion
only.
RESOLUTION NO. 2012-xxx 1
RESOLUTION NO. 2012-xxx
A RESOLUTION DECLARING
CERTAIN PROPERTY AS SURPLUS
WHEREAS, the Arlington Municipal Airport has a building known as Building 75A,
located at 19321 59th Drive NE; and
WHEREAS, the building is a metal building constructed in 1978 in generally poor
physical condition and require substantial repairs; and
WHEREAS, the City believes substantial improvements will be required in the near
future which will drain City resources; and
WHEREAS, the cost of renovating the buildings and bringing them up to current code is
so great that based upon an appraisal and consideration of comparable hangar leases, the Airport
Commission has determined that renovating the buildings and constructing new hangars is not
economically feasible; and
WHEREAS, based on an appraisal report obtained by the Airport, the value of the
property is $120,000; and
WHEREAS, an existing subtenant has offered to purchase the building at the appraised
rate; and
WHEREAS, the City Council deems the more economical approach is to sell the property
in its present condition to a private buyer willing to renovate the buildings;
NOW, THEREFORE, the City Council of the City of Arlington Washington do hereby
resolve as follows:
1. The City Council finds the building known as Building 75A, located at 19321
59th Drive NE, Arlington, WA to be surplus to the City’s needs.
2. Pursuant to AMC 3.70.020, the buildings may be sold pursuant at private sale or
disposed of in a manner determined by city staff to be the most cost effective.
RESOLUTION NO. 2012-xxx 2
APPROVED by the Mayor and City Council of the City of Arlington this 17th day of
December, 2012.
CITY OF ARLINGTON
____________________________________
Barbara Tolbert, Mayor
ATTEST:
_________________________________
Kristin Banfield, City Clerk
APPROVED AS TO FORM:
__________________________________
Steven J. Peiffle, City Attorney