HomeMy WebLinkAbout10-22-2012_Council Workshop
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CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
APPROVAL OF THE AGENDA
WORKSHOP ITEMS ~ NO FINAL ACTION WILL BE TAKEN
1. (10 min) Cemetery Road Naming ATTACHMENT A
2. (30 min) Prairie Creek Drainage Improvements:
a. Update on Design of Phase I Improvements
b. Update on CERB Grant
c. Design Contract for Prairie Creek Drainage Improvements,
Phase 2
ATTACHMENT B
3. (10 min)67th Ave NE Phase III - KBA Contract Supplement #1 ATTACHMENT C
4. (30 min) Third Quarter Financial Report ATTACHMENT D
5. (5 min) Appointment of Tiffany McAuslan to the Parks Arts &
Recreation Commission
ATTACHMENT E
6. (5 min) Renewal of contract with Humane Society of Skagit Valley ATTACHMENT F
7. (10 min) Draft 2013 Goals ATTACHMENT G
8. Miscellaneous Council Items
PUBLIC COMMENT
For members of the public to speak to the Council regarding matters on the Council Workshop agenda.
Please limit your remarks to three minutes.
EXECUTIVE SESSION
To review collective bargaining negotiations, grievances, or discussions regarding the interpretation or
application of a labor agreement [RCW 42.30.140(4)]
ADJOURNMENT
To open all attachments, click here
Arlington City Council Workshop
October 22, 2012 – 7 PM
City Council Chambers ~ 110 E. Third
City of Arlington
Council Agenda Bill
Item:
WS #1
Attachment
A
COUNCIL MEETING DATE:
October 22, 2012
SUBJECT:
Proposed Road names for Arlington Cemetery
ATTACHMENTS:
Map showing Roads and Road Names within Arlington Cemetery
DEPARTMENT OF ORIGIN
Arlington Municipal Cemetery
EXPENDITURES REQUESTED: None
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
The Cemetery Board is proposing to add names to the roads within the Cemetery in order to
make it easier for visitors to find their way around the cemetery.
HISTORY:
The Cemetery Board has recommended that the Cemetery roads be named in order to make it
easier for visitors to provide directions within the cemetery and also for visitors to find their
way through the cemetery. The Board held several discussions on establishing a road naming
outline and agreed to have all roads be named after trees. The Board had several additional
meetings and agreed to the road naming assignment shown on the attached map.
Road sign plaque and pole style will be discussed and recommended at a later date. It is
planned to have the new road names installed in 2013.
ALTERNATIVES
- Do not add street signs or name the roads
- Table for further discussion
RECOMMENDED MOTION:
Council Workshop, no action at this time.
D
C
M
L
J
HI
F
Robb
KE
G
AB N
Cemetery Rd
67th Ave NE
Peony St.
Fern St
Alder Ave
Emerald Ave
Lavandar St.
Azalea St
Dahlia St.
Foxglove St.
Cedar Ave
Office
Cherry Ave Hardwood Circle
Propsed Future Plat
RobbWest
GardenGlen Children'sGarden
North UrnGarden
NorthNiche Walk
ForestGrove
ForestPlace
East UrnGarden
West UrnGarden
Veteran's Rest& Monuments
Veteran'sRest
Cemetery Naming
lb / akc
City of Arlington
1 inch = 200 feet
GIS parcel and stream data provided by Snohomish C ounty Department of Information Services, 2009Maps and GIS data are distributed “AS-IS” without warranties of any kind, either express or implied, including but not limited to warranties of suitability for a particular purpose oruse. Map data are compiled from a variety of sources which m ay contain errors and users who rely upon the information do so at their own risk. Users agree to indemnify, defend,and hold harmless the City of Arlington for any and all liability of any nature arising out of or resulting from the lack of accuracy or correctness of the data, or the use of the datapresented in the maps.0 130 26065
Feet ±
Scale:
Date:
Cartographer:
File:
10/17/2012
CemMP_name_8.5x11Landscape12
Legend
Cemetery Property
Proposed Future Plats
Propos ed Roads
Concrete
Gravel?
Paved?
Proposed Sections
Proposed Path
Ex is ting Roads
Gravel
Paved
Existing Sections
Streets
DRAFT
City of Arlington
Council Agenda Bill
Item:
WS #2
Attachment
B
COUNCIL MEETING DATE:
October 22, 2012
SUBJECT:
Prairie Creek Drainage Improvements
ATTACHMENTS:
Proposal for Prairie Creek Drainage Improvements Design – Phase 2
DEPARTMENT OF ORIGIN
Public Works
EXPENDITURES REQUESTED: $232,174 (Estimate)
BUDGET CATEGORY: Storm CIP – other funding pending
LEGAL REVIEW:
DESCRIPTION:
The City has contracted with MSA to perform analysis of the Prairie Creek drainage
system passing through Jensen Business Park in order to reduce/eliminate flooding
impacts. City staff will provide an update on the design of the Phase I improvements,
as well as the CERB grant process and review a proposal from consultant Murray,
Smith and Associates (MSA) for Phase 2 of the Prairie Creek Drainage Improvements.
We are now ready to enter into Phase 2 of this design project and have MSA prepare
plans, specifications and an engineer’s estimate (PS&E), along with obtaining necessary
state and federal permits for installation of fish passable culverts.
HISTORY:
Development and stream routing in the headwaters of Prairie Creek has increased the
amount of stormwater runoff and subsequent stream flow in Prairie Creek. This
increased stream flow has caused impacts to businesses along 204th Street and in the
Jensen Business Park due to undersized culverts at 71st Ave, 74th Ave, 204th Ave, BNSF,
and 69th Ave. The City has contracted with MSA for performance of a background
study (stream survey, hydraulic study, and geotechnical investigation) and to propose
a solution for this flooding issue…..the solution being to upgrade the existing culverts
to a fish passable culvert.
ALTERNATIVES
- Remand to staff for further discussion
RECOMMENDED MOTION:
No action, discussion only. At next Council Meeting staff will recommend Council:
“move to accept the MSA proposal for Phase 2 of the Prairie Creek Drainage
Improvements and authorize the mayor to sign the contract, pending final approval by
the City Attorney.
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 1
Scope of Work & Fee Estimate
Amendment No. 1
Phase 2 - Final Design Engineering Services
for
Prairie Creek Drainage Improvements
for
City of Arlington, Washington
Background
This Amendment No. 1 to the Prairie Creek Drainage Improvements project describes the
additional engineering services to be provided by Murray, Smith & Associates, Inc. (MSA)
for the City of Arlington (City).
Project Description
The following is s brief summary of the proposed drainage improvements for Prairie Creek
as identified in the preliminary design memorandum. These improvements encompass
culvert replacements to reduce the risk of flooding events to key City businesses adjacent to
Prairie Creek, largely in part to undersized culverts.
Purpose
The purpose of this amendment is to amend the previous agreement to expand the scope of
services from Preliminary Design to include Final Design and Permitting of the Prairie Creek
Drainage Improvement project. This step follows the preliminary design phase in the multi-
phased process required to implement the proposed improvements from the comprehensive
planning process to project construction. Phasing the engineering work into two major
distinct elements was recommended due to the number of unknowns that were better defined
during the initial preliminary design tasks. The remaining phase of this work is described
below:
Phase 2 – Final Design and Permitting is the second phase of work that includes all permit
and environmental reviews and final design engineering tasks to produce construction
drawings. Phase 2 will commence following the City’s concurrence on the recommended
approach to implementing the Prairie Creek Drainage Improvements. The scope and
estimated engineering fee are based on the preliminary design recommendations.
EXHIBIT A-1
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 2
Phase 2 Scope of Work
Amend the Scope of Work, Exhibit A, by establishing the following new tasks associated
with the Final Design phase (Phase 2) of the project:
• Phase 2 – Final Design and Permitting
o Task 1 – Additional Project Management and Coordination
o Task 2 – Final Design
o Task 3 – Permits and Environmental Reviews
o Task 4 – Bidding and Award
o Task 5 – Construction Phase Services
These tasks are in addition to the tasks established under the Phase 1 Scope of Work.
Task 1 – Additional Project Management and Coordination
This task provides for management of the project from the end of the preliminary design
phase through the completion of the final design for the project. The duration of the Final
Design Phase is anticipated not to exceed seven (7) months. The detailed subtasks are as
follows:
1.1 Correspondence and Coordination with City -- Protocol for the coordination of all
communication with the City’s primary contact will be established. Specific elements
for communication include:
A. Follow-up all decision-making and phone conversations with an immediate recap
via email.
B. Submit minutes of all meetings within one week.
C. Copy all key team members on correspondence, emails, meeting minutes, etc.
D. This subtask includes a kick-off meeting with the City, key design team members,
and project stake holders.
1.2 Staff and Subconsultant Management -- MSA’s Project Manager will manage
project staff and subconsultants to ensure compliance with project schedule and
budget as well as scheduled deliverables. This management effort will involve:
A. Prepare and submit monthly activity reports showing current project status and
identifying key issues or elements of the project that will need to be addressed in
the proceeding weeks.
B. Preparation and submission of monthly billing statements that clearly document
the names, rates and tasks for each team member who provided services for that
period.
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 3
Task 1 Deliverables
A. Meeting Minutes
B. Monthly invoices
Task 2 – Final Design
This task will advance the project through the final design stage creating documents suitable
for bidding. With City and other agency input on preliminary designs, the final designs and
construction contract documents will be completed. Final designs will incorporate the
requirements of various permits and agency plan reviews. Plans will be presented at the
50%, 95%, and the final draft level for City and other agency review, comment and approval.
The scope of work and fee estimate are based on the following assumptions:
A. Design will be under one contract for all improvements to resolve the four identified
problem areas.
B. Projects will be constructed under one contract.
C. Precast box or arch culverts with open bottoms will be used at all the crossings.
D. Trenchless technologies will be required for BNSF crossing, and adequate capacity
will be provided with one culvert (i.e. parallel culverts will not be required).
E. All other crossings can be accomplished with open cut construction, with construction
limited to the extents of the existing road prism.
F. Preparation of stormwater site plans which will include temporary and permanent
stormwater BMPs per DOE requirements.
G. Stream restoration and on-site mitigation plans including plant schedules and plant
quantities. This scope of work does not include any off-site mitigation.
H. In stream structures (e.g. log weirs) as required to maintain grades and meet fish
passage criteria.
I. Design will use the Standard Specifications for Road, Bridge and Municipal
Construction 2012 edition prepared by the Washington State Department of
Transportation (WSDOT) as modified or supplemented by the Amendments, and City
Construction Standards and Specifications.
J. Structural design of culvert foundations and wing wall extensions. Special
foundations, such as pile foundations are not considered at this point.
K. Pavement section requirements will be based on City Standards (i.e. pavement design
is not included in this scope of work).
Anticipated subtasks include the following:
2.2 Final Design Plans and Specifications (50%)
A. The preliminary design drawings will be revised and further developed to
incorporate comments from the Preliminary Design Memorandum review.
Technical specifications will be developed to support the preliminary design.
Develop plans and specifications that are approximately 50% complete.
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 4
B. Three copies of the 50% complete plans and specifications will be prepared
and submitted to the City for review and comment. Submittal will include an
updated cost estimate.
C. Meet with City to review 50% submittal and discuss review comments.
Record meeting minutes to document items discussed.
2.3 Final Design Plans and Specifications (95%)
A. The 60% complete plan and specifications will be revised and further
developed to incorporate comments from the previous review. Plans and
specifications will be developed to near complete, 95%.
B. Three copies of the 95% complete plans and specifications will be prepared
and submitted to the City for review and comment. Submittal will include an
updated cost estimate.
C. Meet with City to review 95% submittal and discuss review comments.
Record meeting minutes to document items discussed.
2.4 Final Plans and Specifications -- Prepare final plans and specifications incorporating
prior City review comments. Preparation of the final documents will include:
A. Submission of the deliverables including:
1. Three full size (22”x34”) stamped hard copy plans sets,
2. An electronic copy of the final construction drawings on CD,
3. Three hard copies and one electronic copy of the technical
specifications in Microsoft Word format.
B. Quality assurance and quality control (QA/QC) program. A QA/QC program
shall be implemented throughout the design process and will be accelerated
during the final design stage. This accelerated program will include:
1. In-house reviews and final document inspection,
2. Cross-checking of documents to provide seamless coordination
between plans and specifications.
C. Preparation of a bid tabulation that will include an updated engineer’s estimate
of quantities, unit prices and total construction cost.
Task 2 Deliverables
Task 2 deliverables are listed in the design phases described above.
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 5
Task 3 – Permits and Environmental Reviews
This task will include preparing applications for the necessary permits and environmental
reviews from the agencies as noted below. MSA will coordinate with the City’s natural
resources manager in the preparing all these materials. The City will submit all materials to
the appropriate agencies and monitor and respond to agency inquiries. MSA will support the
City in providing follow-up information and data as needed by the natural resources
manager. For the purpose of developing the fee estimate, it is assumed that all agency
application and permit fees will be paid by the City.
3.1 BNSF Railroad Crossing Permit -- MSA will perform the following work in
assisting the City in obtaining permits from BNSF:
A. Informal Preliminary Consultation -- Review preliminary concepts with BNSF
permitting staff/consultant, noting all interests and input.
B. Application Preparation and Submittal -- Complete required permit applications
and submit for BNSF approval. It is anticipated that only a Pipeline Crossing
Permit for the culvert is required for this project. The application will need to be
accompanied by the plans and geotechnical report. It is assumed that the
application fee will be remitted directly by the City. This scope of work assumes
that the geotechnical investigation for the 69th Avenue and BNSF crossings can be
done outside the BNSF right-of-way and therefore a Temporary Occupancy
Permit is not required.
C. Conditions Review -- Review BNSF permit conditions relative to final design
requirements and other special provisions to be included in construction contract
documents.
3.2 Environmental Permitting -- A summary of the environmental review,
documentation and permitting that is anticipated for this project is included below.
These services will be provided through MSA’s subconsultant, Environmental
Science Associates (ESA).
Table 5.1
Anticipated Environmental Permits
Lead
Agency
Permits/
Approvals/
Reviews
Application/
Documentation
Anticipated for (Y/N)
Comment Rail-
road
204
th
71
st
74
th
Corps of
Engineers
Section
404/401/10
JARPA (60%) Y Y Y Y To be complete
following acceptance
of 50% Design
404(b)(1)
Alternatives
Analysis
n/a N N N N Not anticipated.
Assumes nationwide
permit will be
authorized.
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 6
NEPA n/a N N N N Not anticipated.
Assumes nationwide
permit will be
authorized.
Endangered
Species Act
Section 7
Review
Biological
Evaluation
Y Y Y Y Submitted with 50%
JARPA. Assumes
informal consultation.
Section 106
Review
APE Letter and
Cultural
Resources
Report
Y Y Y Y Submitted with 50%
JARPA.
WDFW HPA JARPA (50%) Y Y Y Y Assumes minor
revisions to 50%
JARPA.
USFWS/
NMFS
Section 7
Consultation/
MS Act
Consultation
Final BE Y Y Y Y Assumes informal
consultation.
WA Dept
of Ecology
Section 401
Water Quality
Certification
JARPA (50%) Y N N N Assumes an individual
water quality
certification will not
be required
City of
Arlington
SEPA Environmental
Checklist
Y Y Y Y Must be completed
prior to JARPA
submittals.
City of
Arlington
18 Critical
Areas Review
Critical Areas
Study
Y Y Y Y Critical Areas Study
must be completed
prior to JARPA
submittals.
Land Use
Permit
Application
Land Use Permit
Application
Y Y Y Y
Shoreline
Master
Program
Shoreline
Management
Permit
Application and
Checklist
N N N N
A. State Environmental Policy Act Environmental Checklist and Land Use Permit
Application – The SEPA Environmental Checklist is a form that includes
information used by the City to support the issuance of a SEPA Determination. A
SEPA Determination is required prior to issuance of many local and state permits.
This task includes preparation of a draft Environmental Checklist by the
Consultant that will be submitted by the City to be finalized and issued in support
of the City’s SEPA Determination Notice. For the purposes of determining level
of effort for this task, the Consultant assumes the project can be designed to meet
the requirements of SEPA Determination of Non Significance. The Consultant
will prepare one SEPA Environmental Checklist for all culvert replacement
construction projects following City acceptance of the 50% design submittal. If
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 7
the City elects to further separate the culvert construction projects and prepare
separate checklists, additional work will be required.
B. Corps of Engineers Section 404/401/10 – The JARPA form is a joint application
form that is used to apply for several environmental permits and approvals. This
task includes preparation of a draft JARPA by the Consultant that will be finalized
and submitted by the City to the Corps of Engineers and Department of Ecology
to meet the requirements for a Pre-Construction Notification under the Corps
General (Nationwide) Permit program. For the purposes of determining level of
effort for this task, the Consultant assumes the project can be designed to meet the
requirements of a Nationwide Permit 3 or 14. The Consultant will prepare the
JARPA for the Section 404/401/10 permit following City acceptance of the 50%
design submittal based on project information available at this time. The level of
effort for this task assumes that the City will issue a SEPA determination prior to
submittal of the JARPA for the Section 404/401/10 permit. Work to support an
individual Section 404/401/10 permit is not included in this task. The Consultant
will prepare one JARPA for submittal to the Corps for all culvert construction
projects
C. Biological Evaluation – Prepare a Biological Evaluation (BE), also termed
Biological Assessment (BA) for the project based on the completed 50% design of
the culverts. The BE will be prepared to support consultation efforts under
Section 7 of the Endangered Species Act of 1973 (ESA) among the federal lead
agency and services. This task includes one on-site visit to document existing
conditions. The BE will be submitted to the Federal Lead Agency and will
include a narrative of the project based on the 50% design and project description
from the SEPA environmental checklist. Based on the information available to
the Consultant prior to the development of this Scope of Work, it is assumed that
the project can be designed and constructed in such a manner that the project will
qualify for a May Affect, Not Likely to Adversely Affect determination. The
Consultant also assumed that the project can be designed to meet current water
quality standards and National Marine Fisheries Service guidelines in terms of
water quality treatment and load limits for nutrients, metals, and organics and
intake screening requirements. Work to support formal consultation with the
Services is not included in this task. If the City elects to design and construct a
culvert in a manner that triggers the formal consultation or triggers inclusion of
the other culverts as part of the BA, additional work will be required.
D. Section 106 APE /Cultural Resources Memorandum – Conduct a preliminary
review and prepare an Area of Potential Effect (APE) letter for the proposed
project to support review of the project by the Corps of Engineers. The proposed
culvert replacements and associated dredging are anticipated to occur entirely
within previously disturbed areas.. The Cultural Resource Memorandum will
include a review and brief summary of data from publically available databases
and documented sources. The Cultural Resources Memorandum will not be
submitted with the JARPA. It will be used to identify the extents of the APE and
support completion of the SEPA document and other permit submittals. No site
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 8
specific field investigation is anticipated to be needed relative to cultural
resources. If the results of the review indicate that the project could have and an
impact on cultural resources, or if the Corps of Engineers or other permitting
agency request a physical survey, additional work will be required.
E. Hydraulic Project Approval (HPA) –This task includes the preparation of a 50%
design-level JARPA for all culvert replacements. We assume the submittal will
reflect 50% level design of the formal PSE package. The Consultant will prepare
a draft revised JARPA to be finalized and submitted by the City to the Department
of Fish and Wildlife. For the purposes of determining level of effort for this task,
the Consultant assumes each of the culverts can be designed to meet the WDFW
requirements for in-water construction projects and fish passage required by the
State Hydraulic Code and associated WDFW culvert design guidelines. The
Consultant will prepare the JARPA for the HPA following City acceptance of the
50% design submittal based on project information available at this time. The
level of effort for this task assumes that the City will have issued a SEPA
determination prior to submittal of the JARPA for HPA permit.
F. Critical Areas Study – The Consultant will conduct a field review of each culvert
site, delineate wetlands, and the ordinary high water mark of Prairie Creek as
required by City of Arlington Critical Areas Code. This work will also be
completed in a manner consistent with Corps of Engineers and Washington
Department of Ecology wetland determination guidance. The Consultant will
prepare a Critical Areas Study for the project that will be submitted in support of
the SEPA Checklist and local Critical Areas review. The Critical Areas Study
will be submitted with the Corps JARPA following completion of the SEPA
process. The Critical Areas Study will include a conceptual mitigation/restoration
plan, if warranted. The Critical Areas Study will include a conceptual
mitigation/restoration plan, if warranted. The mitigation/restoration plan will be
based on the 30%-level PSE.
Task 3 Deliverables
A. Draft and Final BNSF Pipeline Crossing Permit.
B. Preliminary Draft and Final Draft SEPA Environmental Checklist.
C. Preliminary Draft and Final Draft 50% Corps of Engineers JARPA.
D. Draft and Final Biological Evaluation.
E. Draft and Final APE.
F. Draft and Final Cultural Resource Technical Memorandum.
G. Preliminary Draft and Final Draft 50% WDFW JARPA.
H. Preliminary Draft and Final Critical Areas Study.
Task 4 - Bidding and Award
Under this task, assistance will be provided to the City during the project bidding and award
process. MSA will provide typical services as outlined below:
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 9
4.1 Advertisement -- Prepare a draft advertisement for the City to review and submit for
publication in the appropriate media. City will coordinate placement and payment of
all advertisement costs.
4.2 Bidder Inquiries -- With direction from City, respond to questions from bidders,
subcontractors, equipment suppliers and other vendors regarding the project and plans
and specifications. Maintain a written record of communications during bidding
process.
4.3 Addenda -- Assist the City in the preparation of any addenda as necessary to clarify
the contract documents. City shall coordinate distribution of addenda.
4.4 Pre-Bid Briefing -- Attend a voluntary or mandatory pre-bid briefing conducted by
the City to review the project with prospective bidders.
4.5 Bid Opening and Award -- Assist the City with the evaluation of the bids and prepare
a written bid summary document.
Tasks 5 – Construction Phase Services
Under this task, engineering services will be provided to the City during construction of the
project. The extent of these services to be provided, if any, and the associated budget will be
determined at a later date and the agreement modified accordingly to provide for these
additional services.
The following is an inventory of construction phase services that MSA typically provides.
These services are provided from the notice of award of a construction contract to the
contractor to the final acceptance of the project. Subtasks include:
• Shop Drawings & Submittals Review
• Monthly Pay Request Processing
• Requests for Information Clarifications
• Process Change Orders
• Monthly Project Status Reports and Project Meetings
• On-Site Construction Observation
• Testing & Start-Up Assistance
• Final Inspection
• Project Close-Out
• Record Drawings Preparation
• Warranty Inspection
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 10
Engineering Fee Estimate
The following is a summary of the estimated engineering fees based on the assumptions
described in this scope of work. A detailed breakdown of estimated engineering fees by
work task and labor classification is shown on the attached spreadsheet (Exhibit B-1) for
Phase 2 work tasks. These estimated fees are based upon the proposed scope of work, basic
assumptions and the project schedule, all as outlined in the scope of work. The work will be
billed at the firm’s current standard Schedule of Charges in effect at the time the work is
performed, the 2012 Schedule of Charges is attached as Exhibit C-1.
Phase 2 Fee Estimate
Project Task MSA Subconsultant
Fee Total Fee
Phase 2 – Final Design and
Permitting
Task 1 – Additional Project
Management and Coordination
$5,429 $0 $5,429
Task 2 – Final Design $93,533 $42,682 $136,215
Task 3 – Permits and Environmental
Reviews
$15,625 $41,789 $57,414
Task 4 – Bidding and Award $4,116 $1,000 $5,116
Task 5 – Construction Phase Services (TBD)
Sub-Total Phase 2 $118,703 $85,471 $204,174
Additional Permitting (allowance for
variable permit conditions/review
periods)**
$28,000
Total Phase 2 $232,174
**Note – An allowance of $28,000 is included in this fee estimate that includes additional
time that may be required of the design and permitting team for coordination and reviews
during the federal and state permitting process that have not yet been defined. Further
clarity on the permitting requirements will be made during the final design phase.
Schedule
Based on our approach, we are proceeding for construction of all culvert replacements in the
summer of 2013. Since the culvert replacements require Project Construction Notification
(PCN) with the US Army Corps of Engineers prior to construction, there is a potential for a
longer review period and as such the project is not guaranteed to be permitted prior to the
2013 fish windows (anticipated to be mid-July and late September).
Planning Level Preliminary Construction Cost Estimate
At the City’s request a conservative planning level construction cost estimate was prepared
for the Prairie Creek Culvert Replacement project. Based on available current information,
City of Arlington MURRAY, SMITH & ASSOCIATES, INC. Prairie Cr. Drainage Imp. - Ph. 2
October 2012 Engineers/Planners Page 11
we estimate that the City should anticipate that the construction cost for replacement of the
five remaining undersized culverts would be approximately $3,000,000. This planning level
estimate includes a 25% contingency. The replacement of BNSF culvert accounts for
approximately half of the estimated construction costs. This is based on the assumption that
the BNSF culvert will be replaced using trenchless construction techniques. Alternative
optional alignments will be considered during final design to potentially reduce the
construction cost.
EXHIBIT B-1
PRAIRIE CREEK DRAINAGE IMPROVEMENTS
CITY OF ARLINGTON
PHASE 2 FEE ESTIMATE
ESTIMATED FEES
Principal Professional Professional
Engineer II Engineer VII Engineer V Engineer III Tech. IV Admin. I Total Labor Total
$171 $145 $128 $113 $114 $69 Hours Survey Geotechnical Structural Env. / Permit
Lindberg McIntyre Hardy Thelen Marx Bibbins Metron GeoEngineers CG Engineering ESA
Phase 2 - Final Design and Permitting
Task 1 - Project Management and Coordination
Correspondence and Coordination w/ City 6 4 12 4 4 30 3,870$ 20$ 3,890$
ESTIMATED LABOR
Subconsultants
Expenses
Correspondence and Coordination w/ City 6 4 12 4 4 30 3,870$ 20$ 3,890$
Staff and Subconsultant Management 1 4 6 11 1,519$ 20$ 1,539$
Task 1 Subtotal 7 8 18 4 0 4 41 5,389$ -$ -$ -$ -$ 40$ 5,429$
Task 2 - Final Design
Site Visits / Design Meetings 2 16 16 34 4,198$ 4,198$
69th Avenue/BNSF RR Plans 4 40 72 60 176 20,676$ 960$ 21,636$
204th Street Plans 4 20 62 62 148 17,214$ 992$ 18,206$
71st Avenue Plans 4 16 48 48 116 13,524$ 768$ 14,292$
74th Avenue Plans 4 16 48 48 116 13,524$ 768$ 14,292$
Plan Details 4 8 32 32 76 8,868$ 512$ 9,380$
Cost Estimates 1 2 16 19 2,235$ -$ 2,235$
Specifications 2 16 16 12 46 5,026$ -$ 5,026$
50% Review Meeting 2 2 4 7 1 1 17 2,118$ 16$ 2,134$
95% Review Meeting 2 2 4 7 1 1 17 2,118$ 16$ 2,134$
Subconsultants 0 -$ 4,000$ 3,300$ 20,746$ 14,636$ -$ 42,682$
Task 5 Subtotal 9 24 142 324 252 14 765 89,501$ 4,000$ 3,300$ 20,746$ 14,636$ 4,032$ 136,215$
Task 3 - Permits and Environmental ReviewsTask 3 - Permits and Environmental Reviews
Meetings with Agencies 1 16 4 4 25 3,455$ 40$ 3,495$
Prepare Pipeline Crossing Permit 1 40 12 2 55 6,154$ 192$ 6,346$
BNSF Coordination and Incorporation into Design 1 1 8 10 1,177$ -$ 1,177$
Environmental Permitting 1 4 16 16 37 4,607$ 41,789$ -$ 46,396$
Task 6 Subtotal 2 21 22 68 12 2 127 15,393$ -$ -$ -$ 41,789$ 232$ 57,414$
Task 4 - Bidding and Award
Bid Advertisement 1 4 5 580$ -$ 580$
Bidder Inquiries 1 1 8 10 1,203$ 500$ 500$ -$ 2,203$
Addenda 1 2 4 4 11 1,335$ 64$ 1,399$
Pre-Bid Briefing 4 4 452$ -$ 452$
Bid Opening and Award 2 2 4 482$ -$ 482$
Task 7 Subtotal 2 0 6 22 4 0 34 4,052$ -$ -$ 500$ 500$ 64$ 5,116$
SUBTOTAL - PHASE 2 20 53 188 418 268 20 967 114,335$ 4,000$ 3,300$ 21,246$ 56,925$ 4,368$ 204,174$ SUBTOTAL - PHASE 2 20 53 188 418 268 20 967 114,335$ 4,000$ 3,300$ 21,246$ 56,925$ 4,368$ 204,174$
28,000$
TOTAL - PHASE 2 232,174$
Additoinal Permitting (allowance for variable permit conditions/review periods)
City of Arlington
October 2012
G:\PDX_BD\Clients\Arlington, WA\Prairie Creek Culvert Replacement (12-1347)\Scope & Fee\Phase 2\Fee Estimate - DRAFT - 2012-10-15
Murray, Smith & Associates, Inc.
Engineers/Planners
Prairie Creek Drainage Improvements
Page 1
Everett MURRAY, SMITH & ASSOCIATES, INC.
2012 Engineers/Planners
Personnel:
Labor will be invoiced by staff classification at the following hourly rates, which are valid from January
1, 2012 to December 31, 2012. After this period, the rates are subject to adjustment.
Senior Principal Engineer $187.00
Principal Engineer IV 184.00
Principal Engineer III 176.00
Senior Managing Engineer 173.00
Principal Engineer II 171.00
Managing Engineer 167.00
Principal Engineer I 164.00
Senior Supervising Engineer 162.00
Supervising Engineer 159.00
Senior Engineer 152.00
Professional Engineer VII 145.00
Professional Engineer VI 136.00
Professional Engineer V 128.00
Professional Engineer IV 120.00
Engineering Designer IV 120.00
Professional Engineer III 113.00
Engineering Designer III 113.00
Engineering Designer II 106.00
Engineering Designer I 99.00
Technician IV 114.00
Technician III 103.00
Technician II 91.00
Technician I 79.00
Administrative III 87.00
Administrative II 78.00
Administrative I 69.00
Project Expenses:
Expenses incurred in-house that are directly attributable to the project will be invoiced at actual cost.
These expenses include the following:
Computer Aided Design and Drafting $16.00/hour
Mileage Current IRS Rate
Postage and Delivery Services At Cost
Printing and Reproduction At Cost
Travel, Lodging and Subsistence At Cost
Outside Services:
Outside technical, professional and other services will be invoiced at actual cost plus
10 percent to cover administration and overhead.
2012 SCHEDULE OF CHARGES
EXHIBIT C
City of Arlington
Council Agenda Bill
Item:
WS #3
Attachment
C
COUNCIL MEETING DATE:
October 22, 2012
SUBJECT:
67th Ave Phase III – KBA, Inc. Supplement No. 1
ATTACHMENTS:
Supplement No. 1 for KBA, Inc. Contract
DEPARTMENT OF ORIGIN
Public Works – Eric Scott
EXPENDITURES REQUESTED: $948,000
BUDGET CATEGORY: TIB Grant, Transportation Imp. Fund and
STP Grant
LEGAL REVIEW:
DESCRIPTION:
Scope and fee for KBA, Inc. to provide support services during the construction phase
of the 67th Ave Phase III Project.
HISTORY:
The City is moving forward with advertising the 67th Ave Phase III project for bid in
September. The City’s Construction Management consultant, KBA Inc., is currently
contracted up to the end of the bid phase, per their base contract. Supplement 1
amends their contract to provide construction engineering services for the remainder of
the project. KBA’s scope also includes subconsultants to provide public outreach as
well as material testing.
ALTERNATIVES
• Do not approve supplement to contract
• Table pending additional discussion
RECOMMENDED MOTION:
Workshop only, no action requested. At the November 5th meeting the
recommendation will be: “I move to approve Supplement #1 to the City of Arlington –
KBA contract and authorize the mayor to sign Supplement #1, pending final review by
the City Attorney.”
KBA, Inc. August 2, 2012
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SUPPLEMENT 1
EXHIBIT A-1
SCOPE OF SERVICES
Construction Contract Management Services
for
67th Avenue – Phase III
Contract No. P02.341
KBA, Inc. (Consultant) will provide Construction Contract Management (CCM) services to the City of
Arlington (Client), for the 67th Avenue – Phase III Project (Project). These services will include
consultation, contract administration, field observation, documentation, and material testing, as required
during construction of the Project, as detailed below.
This Scope of Services is for the construction phase of the 67th Avenue – Phase III Project, and is
intended to supplement the Preconstruction Services Scope of Services in the original LAG Agreement
(Contract No. P02.341) executed on June 18, 2012.
Project Description: The Project will improve 67th Avenue NE, between 204th Street NE and Lebanon
Street. The proposed improvements include widening of the roadway for a center two -way left turn lane,
completion of the Centennial Trail within Arlington, culvert crossings, and installation of sidewalks and
lighting. The Designer of Record on this Project is HDR, Inc. (Designer).
I. CONSTRUCTION CONTRACT MANAGEMENT SERVICES
A. Consultant Contract and Team Management.
1. Continue to provide overall day-to-day management of the consultant contract and team.
B. Preconstruction Services
2. Finalize the Construction Management Plan (CM Plan) for the Project, as described in the
Preconstruction Services Scope of Services in the original Agreement.
Deliverables
Final Construction Management Plan
C. Public Outreach
Delete Section C– ‘Public Outreach’ in its entirety and replace with the following:
1. Provide services of public outreach specialist, EnviroIssues (Sub-Consultant) to assist the
Consultant and the Client during the preconstruction phase of the Project. The Consultant
and the Sub-Consultant will share in the responsibilities and work identified in this section.
This work will be described in more detail in a Communications Plan, to be submitted by the
Consultant prior to start of construction:
a. Construction Progress Meetings. Sub-Consultant to attend monthly site meetings with the
Client and Consultant to learn more about the Project’s progress and issues. Sub-
Consultant to plan and conduct targeted outreach for the following month in coordination
with Client staff.
b. Communications Plan. Identify and compile preferred local communications avenues to
maximize outreach efforts during active construction. The plan will include emergency
response protocols, a construction information phone protocol, preferred local
communications avenues, and team structures and resources.
KBA, Inc. August 2, 2012
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c. Pre-construction Community Meeting/Kick-off. Support the Consultant and Client with a
pre-construction community kick-off meeting, called an information session. The target
audience for this meeting will be affected property owners, residents and businesses in
the Project area as well as the general public.
d. Business Cards and Magnets with Contact Information. Develop magnets that include
key contact information - including the Project email address, information phone line and
off-hours phone line. The Consultant will distribute the magnets as needed
e. Construction Information Phone Line, Email and Issue Tracking. Set up, monitor and
respond to the Project information phone line and email address to field community
questions or concerns regarding construction. The information line will be available 24
hours a day. The email account will be checked during regular weekday office hours.
Requests and inquiries will be prioritized by the Sub-Consultant to reduce interruptions to
the CCM team and Contractor. Urgent issues or iss ues that require team consultation
will be forwarded to the appropriate team member to address. Each inquiry, response
and resolution will be logged in the web-based data management system. Any issues
will be noted in the weekly outreach report. Calls received during off hours will be
managed during the next working day. The Sub-Consultant will coordinate with Client
staff regarding any calls received specific to construction on the Project during the next
working day.
f. Communications, Contact Database and Outreach Reports. Utilize Sub-Consultant’s
web-based data management system (i.e. database) using Sub-Consultant’s existing
proprietary software to manage Project data, including but not limited to contacts,
comments and correspondence. Information stored in the database will be received
during construction through site visits and via the construction information line and email
account. This online system will include Project contact tracking, sorting and de -
duplication capabilities and can be set up to provide the Client access to view information
stored in the database.
g. Weekly Outreach Reports. Track all public concerns received and responses made in
the Project database. The log will be updated throughout the Project. The Sub -
Consultant will also generate and provide to the team weekly outreach reports, which will
note all correspondence received and sent during the past week and any issues that
were resolved or have yet to be resolved.
h. Construction Notifications. Support the Consultant in developing template and general
content for regular construction notifications regarding upcoming construction activities
and what to expect. These notifications may be developed and distributed in the
following formats:
i. Project Flyers. Develop an initial flyer template that can be updated on a periodic
basis, as-needed, based on upcoming work, to be provided at information kiosks or
handed out during site visits. Flyers can be used by property owners with multiple
tenants to post in public areas.
ii. Project Website and Regular Notices. The Sub-Consultant will develop Project
website layout, including a comment form function, and Consultant will provide
content updates on a regular basis. Project website address will be linked from the
Client’s website. The Sub-Consultant will develop Project website notifications to be
posted on a regular basis regarding construction and upcoming activities that
supplement general information.
iii. Regular Project Emails. Develop an initial Project email template and provide
updates for the Client to send on a regular basis to provide information about
upcoming construction activities and what to expect.
KBA, Inc. August 2, 2012
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i. Media and Social Media. Support Client-led media and social media efforts, including
drafting content regarding construction for press releases, articles and other information
submitted to the media during construction and at major Project milestones.
j. Project Materials. Draft and update content for general Project materials in coordination
with Client and Consultant staff. Materials may include a periodic construction
newsletter/progress report. Support the Client with other materials as needed by finalizing
content and graphic layout (i.e. frequently asked questions, onsite brochure, informal
signs, etc.).
k. Project Events and Celebration. Support the Client as it organizes and hosts a ground
breaking ceremony to mark the start of construction, a ribbon cutting ceremony to mark
the end of construction and Project completion, and a centennial opening celebration.
Attend the ceremonies and provide the Client assistance with set-up, logistics, and day-of
staffing.
Deliverables to be provided by the Sub-Consultant
Monthly progress reports
Communications plan
Contact cards and magnets
Outreach materials
Meeting agendas and notes (for those meetings not provided by the Consultant)
Construction information phone line and email, including set-up, monitor, and tracking
Communication and contact database set-up and monitoring, including:
o Customized outreach construction reports from online data management system (up
to 52)
o Microsoft Excel file containing data from online data management system
Project notifications, including:
o (1) draft and (1) final flyer template
o Project emails (up to 52)
o Website notices (up to 52)
Content for media and social media campaigns (assumed once per quarter for (4) quarters)
Project materials, including:
o Initial Project website content and quarterly updates up to (4)
o Content for initial fact sheet and up to (3) updates/versions
o (1) draft and 1) final magnet
Attendance and logistics support for events, including (1) ground breaking, (1) ribbon cutting
ceremony, and (1) centennial trail opening
Assumptions for the Sub-Consultant
The Client will have the lead role in directing community outreach activities with assistance from
the Sub-Consultant.
The Consultant will supply regular Project information to include in the construction
notifications.
The Client will be responsible for delivering construction notification flyers.
The Sub-Consultant will develop, host and maintain a Project website.
The Consultant will provide the Sub-Consultant with suggested content changes to the
Project web page.
The Client will host and send correspondence via an established Project email address.
The Client will provide direction and staff support regarding Project branding and materials
layout.
The Client will print and/or mail Project materials as needed, unless the Client does not have
the equipment to produce a piece or they cannot meet Project deadlines. In that case, the
Client will reimburse for those Consultant or Sub-Consultant costs.
KBA, Inc. August 2, 2012
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The Client will be billed for all printing, postage, advertisement and distribution costs
associated with community outreach materials
NOTE: D. Assumptions (from original Agreement Scope of Services) has been moved to F.
Assumptions.
D. Construction Phase Services – Contract Administration
1. Liaison with the Client, construction contractor, Designer, appropriate agencies, property
owners, and utilities.
2. Provide the Client with brief monthly construction progress reports, highlighting progress and
advising of issues which are likely to impact cost, schedule, or quality/scope.
3. Schedule Review:
a. Review construction contractor’s schedules for compliance with Contract Documents.
b. Monitor the construction contractor’s conformance to schedule and require revised
schedules when needed. Advise Client of schedule changes.
4. Progress Meetings. Lead regular (usually weekly) progress meetings with the construction
contractor, including Client pre-briefing, and prepare weekly meeting agenda and meeting
notes, and distribute copies to attendees. Track outstanding issues on a weekly basis.
5. Update CM Plan as needed to reflect changes in policy and/or procedure that occur during
the Project, and orient CCM Team to the changes.
6. Manage Submittal Process. Track and review, or cause to be reviewed by other appropriate
party, work plans, shop drawings, samples, test reports, and other data submitted by the
construction contractor, for general conformance to the Contract Documents.
7. Record of Materials. Provide Record of Materials (ROM) indicating anticipated material
approvals, material compliance documentation, and materials testing requirements. Maintain
ROM compliance documentation received and advise of any known deficiencies.
8. Manage Request for Information (RFI) process. Track and review/evaluate, or cause to be
reviewed/evaluated by other appropriate party, RFIs. Manage responses to RFIs.
9. Change Management. Evaluate entitlement and prepare scope, impact, and independent
estimate for change orders. Facilitate resolution of change orders.
10. Monthly Pay Requests. Prepare monthly requests for payment and/or review payment
requests submitted by the construction contractor. Review with Client and construction
contractor, and recommend approval, as appropriate.
11. Evaluate construction contractor’s Schedule of Values for lump sum items. Review the
Contract Price allocations and verify that such allocations are made in accordance with the
requirements of the Contract Documents.
12. Prevailing Wage Monitoring:
a. Monitor Payroll Compliance. Review Statements of Intent to Pay Prevailing Wage
against the Contract Document requirements. Collect, record, and check weekly certified
payrolls and conduct on-site wage interviews, both at a frequency documented in the CM
Plan.
13. Assist the Client in the investigation of malfunctions or failures during construction.
14. Public Outreach Support. Provide support to Sub-consultant, who will lead efforts in public
outreach, as described in Section E of this Scope of Services and in the preconstruction
phase.
KBA, Inc. August 2, 2012
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15. Record Drawings. Review not less than monthly, the construction contractor’s redline set of
contract plans. Maintain a CCM Team set of conformed drawings tracking plan changes,
location of discovered anomalies and other items, as encountered by t he CCM team. Use
these markups to check the progress of the contractor-prepared Record Drawings.
16. Document Control. Establish and maintain document filing and tracking systems, following
Client guidelines and meeting funding agency requirements. Collect, organize, and prepare
documentation on the Project.
a. One hard copy of files will be kept in the Project field office.
b. Electronic documentation will be stored in a Project website, using SharePoint software,
managed and hosted by the Consultant. The Client will be provided with up to (4)
licenses for their and the construction contractor’s use of the SharePoint website during
the Project. Consultant will provide one training session each for Client and construction
contractor users of the SharePoint system.
17. Project Closeout. Prepare Certificates of Substantial (including punch list), Physical, and
Final Completion. Prepare final pay estimate.
18. Final Records. Compile and convey final Project records, transferring to the Client for
archiving at final acceptance of the Project. Records will consist of hard copy originals and
electronic records on CD/DVD.
Deliverables
Monthly Construction Progress Reports
Schedule Review Comments
Meeting Agendas and Notes
Submittal Log
Record of Materials
RFI Log
Change Order(s)
Progress Pay Requests
Certificates of Completion and punch list(s)
Final records – hard copy and electronic
E. Construction Phase Services – Field
1. Observe the technical conduct of the construction, including providing day-to-day contact with
the construction contractor, Client, utilities, and other stakeholders, and monitor for
adherence to the Contract Documents. The Consultant’s personnel will act in accordance
with Sections 1-05.1 and 1-05.2 of the Standard Specifications.
2. Observe material, workmanship, and construction areas for compliance with the Contract
Documents and applicable codes, and notify construction contractor of noncompliance.
Advise the Client of any non-conforming work observed during site visits.
3. Prepare daily construction reports, recording the construction contractor’s operations as
actually observed by the Consultant; includes quantities of work placed that day, contractor’s
equipment and crews, and other pertinent information.
4. Interpret Contract Documents, in coordination with Designer.
5. Decide questions which may arise as to the quality and acceptability of material furnished,
work performed, and rate of progress of work performed by the construction contractor.
6. Establish communications with adjacent property owners. Respond to questions from
property owners and the general public.
7. Coordinate with permit holders on the Project to monitor compliance with approved permits, if
applicable.
KBA, Inc. August 2, 2012
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8. Prepare field records and documents to help assure the Project is administered in
accordance with funding agency requirements.
9. Attend and actively participate in regular on-site meetings.
10. Take periodic digital photographs during the course of construction. Photographs to be
labeled and organized as detailed in the CM Plan.
11. Punch List. Upon substantial completion of work, coordinate with the Client and affected
agencies, to prepare a ‘punch list’ of items to be completed or corrected. Coordinate final
inspection with those agencies.
12. Testing. Conduct or cause to be conducted, materials and laboratory tests. Coordinate the
work of the Field Representative(s) and testing laboratories in the observation and testing of
materials used in the construction; document and evaluate results of testing; and inform
Client and construction contractor of deficiencies.
Deliverables
Daily Construction Reports with Project photos – submitted on a weekly basis
Punch List, Certificate of Substantial Completion
Test reports
F. Assumptions
1. Budget:
a. Supplemented to include: Staffing levels are anticipated in accordance with the attached
budget estimate for Supplemental 1 - CCM Services.
c. Supplemented to include: Consultant services are budgeted for a 17-month period from
August 2012 through December 2013, for Supplemental 1 – CCM Services. This is
intended to span the originally planned construction duration, plus time allotted for
supplemental Project set-up and closeout. A certain amount of overtime has been
figured into the budget to use, if needed, during peak construction activities. If additional
budget is needed to cover such instances as the following, Client and Consulta nt will
negotiate a supplement to this Agreement:
i. The contractor’s schedule requires inspection coverage of extra crews and shifts.
ii. The construction contract runs longer than the time period detailed above.
iii. Any added scope tasks.
2. Items and Services Client will provide:
Note: No additions/revisions made.
3. Scope: Supplemented to include:
j. Consultant will provide observation services for the days/hours that their Inspector(s)
personnel is/are on-site. The Inspector(s) will not be able to observe or report on
construction activities, or collect documentation, during the time they are not on-site.
k. The Consultant’s monitoring of the construction contractor's activities is to ascertain
whether or not they are performing the work in accordance with the Contrac t Documents;
in case of noncompliance, Consultant will reject non-conforming work and pursue the
other remedies in the interests of the Client, as detailed in the Contract Documents. The
Consultant cannot guarantee the construction contractor’s performance, and it is
understood that Consultant shall assume no responsibility for proper construction means,
methods, techniques, Project site safety, safety precautions or programs, or for the failure
of any other entity to perform its work in accordance with laws, contracts, regulations, or
Client’s expectations.
KBA, Inc. August 2, 2012
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l. Definitions and Roles. The use of the term “inspect” in relation to Consultant services is
synonymous with “construction observation,” and reference to the “Inspector” role is
synonymous with “Field Representative,” and means: performing on-site observations of
the progress and quality of the Work and determining, in general, if the Work is being
performed in conformance with the Contract Documents; and notifying the Client if Work
does not conform to the Contract Documents or requires special inspection or testing.
Where “Specialty Inspector” or “specialty inspection” is used, it refers to inspection by a
Building Official or independent agent of the Building Official, or other licensed/certified
inspector who provides a certified inspection report in accordance with an established
standard.
m. Because of the prior use of the Project site, there is a possibility of the presence of toxic
or hazardous materials. Consultant shall have no responsibility for the discovery,
presence, handling, removal or disposal of toxic or hazardous materials, or for exposure
of persons to toxic or hazardous materials in any form at the Project site, including but
not limited to asbestos, asbestos products, polychlorinated biphenyl (PCB), or other toxic
substances. If the Consultant suspects the presence of hazardous materials, they will
notify the Client immediately for resolution.
n. If Consultant provides Value Analysis or Value Engineering services, it is understood that
any ideas, advice, or recommendations generated by the Consultant are made based
only on the information presented to them, and need to be verified by the Designer.
Consultant is not responsible for the final design product.
o. Client agrees to include a statement in the construction Bid Documents for this Project,
requiring construction contractor to name KBA, Inc. as an additional insured via
endorsement to the contractor’s commercial general liability and automobile insurance
policies.
II. OPTIONAL SERVICES
No additions/revisions made.
Project Name:Arlington - 67th Project Month Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13
Client Project No.:P02.341 Days/Mo 23 19 23 20 20 22 20 21 22 23 20 23 22 20 23 19 20
KBA Project No.:BP 11-102-01 Hr/Mo 184 152 184 160 160 176 160 168 176 184 160 184 176 160 184 152 160
Contract Type:Cost + Fixed Fee (on DSC + OH)Extra Work 12%12%11%10%4%6%8%10%11%12%12%12%12%12%11%10%4%
Date Prepared:Adj Hr/Mo 207 171 205 176 167 187 173 185 196 207 180 207 198 180 205 168 167
Prepared by:Mike Roberts
Salary Escallation 4%PRECON
Construction Contract: 250 Working Days CONSTRUCTION
KBA Labor Hours CLOSEOUT
Employee Title 2012 Rate 2013 Rate Total Hours 2012 Total 2013 Total Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13
Mike Roberts Project Manager $74.00 $77.00 105 30 75 4 4 6 10 6 8 4 8 4 8 4 8 4 8 4 8 7
Dave Mohler Resident Engineer $47.32 $49.20 2,580 600 1,980 40 40 184 184 152 184 160 160 176 160 168 176 184 160 184 176 92
Cameron Bloomer Office Engineer $26.50 $27.60 2,472 464 2,008 40 88 184 152 184 160 160 176 160 168 176 184 160 184 176 120
Dave Scott Project Inspector $41.48 $43.10 1,712 328 1,384 8 160 160 176 160 168 176 184 160 184 176
Jennifer Smiley Project Assistant $26.40 $27.50 1,129 288 841 40 80 92 76 92 80 80 88 80 84 88 92 80 77
Connie Tomlinson Contract Admin $26.50 $27.60 34 10 24 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Misty Fisher Operations Manager $34.00 $35.40 9 5 4 5 - - - - - - - - - - - - - 4
Sean Mabin IT Administrator $36.00 $37.40 11 7 4 5 2 - - - - - - - - - - - - 4
Subtotal - KBA Labor Hours 8,052 1,732 6,320 46 136 370 632 548 646 566 578 622 594 586 634 642 410 451 362 229
Direct Expenses
Item Total Costs 2012 Total 2013 Total Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13
Vehicles (for RE and inspection staff) at $40/day plus tax 23,563$ 5,095 18,468 220 220 1,054 1,889 1,713 1,976 1,757 1,801 1,932 1,889 1,801 1,976 1,976 878 1,010 966 505
Mileage (for Project Manager and non-full time assigned staff)950$ 350 600 50 50 100 100 50 50 50 50 50 50 50 50 50 50 50 50 50
Misc: Supplies, Equipment 1,185$ 1,100 85 100 300 300 300 100 - - - - - - - - 85
Copier/Scanner/Printer (Estimated monthly amount)6,000$ 1,600 4,400 400 400 400 400 400 400 400 400 400 400 400 400 400 400 400
Office Rental (Estimated monthly rent - Actual amount will be billed)22,500$ 6,000 16,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500 1,500
Subtotal - Direct Expenses 54,198$ 14,145 40,053 370 2,470 3,354 4,189 3,763 3,926 3,707 3,751 3,882 3,839 3,751 3,926 3,926 2,828 2,960 3,001 555
Subconsultant(s)
Subconsultants Total Costs 2012 Total 2013 Total Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13
EnviroIssues (see attached estimate)70,000$ 24,603 45,397 2,517 4,970 5,767 5,756 5,593 5,605 4,383 4,495 4,318 4,551 4,374 4,374 4,512 4,058 3,254 1,474 -
GeoTest (see attached estimate)45,000$ 17,500 27,500 1,500 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 4,000 2,000 1,500 - - - -
Subtotal - Subconsultant Costs 115,000$ 42,103 72,897 4,017 8,970 9,767 9,756 9,593 9,605 8,383 8,495 8,318 8,551 8,374 6,374 6,012 4,058 3,254 1,474 -
Combined Costs
Employee Title 2012 Rate 2013 Rate Total DSC 2012 Total 2013 Total Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13
Mike Roberts Project Manager $74.00 $77.00 7,995$ 2,220 5,775 296 296 444 740 444 616 308 616 308 616 308 616 308 616 308 616 539
Dave Mohler Resident Engineer $47.32 $49.20 125,808$ 28,392 97,416 1,893 1,893 8,707 8,707 7,193 9,053 7,872 7,872 8,659 7,872 8,266 8,659 9,053 7,872 9,053 8,659 4,526
Cameron Bloomer Office Engineer $26.50 $27.60 67,717$ 12,296 55,421 - 1,060 2,332 4,876 4,028 5,078 4,416 4,416 4,858 4,416 4,637 4,858 5,078 4,416 5,078 4,858 3,312
Dave Scott Project Inspector $41.48 $43.10 73,256$ 13,605 59,650 - - 332 6,637 6,637 7,586 6,896 7,241 7,586 7,930 6,896 7,930 7,586 - - - -
Jennifer Smiley Project Assistant $26.40 $27.50 30,731$ 7,603 23,128 - 1,056 2,112 2,429 2,006 2,530 2,200 2,200 2,420 2,200 2,310 2,420 2,530 2,200 2,118 - -
Connie Tomlinson Contract Admin $26.50 $27.60 927$ 265 662 53 53 53 53 53 55 55 55 55 55 55 55 55 55 55 55 55
Misty Fisher Operations Manager $34.00 $35.40 312$ 170 142 - 170 - - - - - - - - - - - - - - 142
Sean Mabin IT Administrator $36.00 $37.40 402$ 252 150 - 180 72 - - - - - - - - - - - - - 150
Direct Salary Costs 307,147$ 64,804 242,343 2,242 4,708 14,052 23,441 20,361 24,918 21,747 22,400 23,886 23,090 22,472 24,538 24,610 15,159 16,612 14,188 8,724
Overhead @ 400,857$ 84,575 316,282 2,926 6,144 18,339 30,593 26,573 32,520 28,382 29,234 31,173 30,134 29,328 32,025 32,119 19,784 21,680 18,517 11,385
Subtotal (DSC + OH)708,004$ 149,379 558,626 5,168 10,852 32,391 54,035 46,934 57,438 50,129 51,634 55,059 53,224 51,799 56,563 56,729 34,943 38,292 32,705 20,109
Fixed Fee (on DSC + OH) @ 70,798$ 14,937 55,861 517 1,085 3,239 5,403 4,693 5,744 5,013 5,163 5,506 5,322 5,180 5,656 5,673 3,494 3,829 3,270 2,011
Subtotal (DSC + OH + FF)778,802$ 164,316 614,487 5,685 11,937 35,630 59,438 51,627 63,182 55,142 56,797 60,565 58,546 56,979 62,219 62,402 38,437 42,121 35,975 22,120
Direct Expenses (No Markup)54,198$ 14,145 40,053 370 2,470 3,354 4,189 3,763 3,926 3,707 3,751 3,882 3,839 3,751 3,926 3,926 2,828 2,960 3,001 555
Subconsultant(s)115,000$ 42,103 72,897 4,017 8,970 9,767 9,756 9,593 9,605 8,383 8,495 8,318 8,551 8,374 6,374 6,012 4,058 3,254 1,474 -
Management Reserve -$ - - - - - - - - - - - - - - - - - - -
TOTAL ESTIMATED COSTS 948,000$ 220,564 727,436 10,071 23,376 48,751 73,383 64,983 76,714 67,232 69,043 72,765 70,935 69,104 72,520 72,340 45,324 48,336 40,450 22,675
130.51%
10.00%
7/20/2012 De
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Printed: 8/7/2012 1:52 PM S:\Projects\Contracts\Client\Arlington\012005-02-67thAve-PhIII-LAG\Drafts&NegotiationRecords\In-houseDrafts\Construction (LAG) Amendent 1\Arlington67th-Ex-E1-Budget(CPFF)-Rev2012-08-07.xlsx
City of Arlington
Council Agenda Bill
Item:
WS #4
Attachment
D
COUNCIL MEETING DATE:
October 22, 2012
SUBJECT:
3rd Quarter Financial Report
ATTACHMENTS:
Various Reports
DEPARTMENT OF ORIGIN
Finance Department, Jim Chase, Finance Director
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
Staff will review the Financial Reports for the 3rd Quarter with Council.
HISTORY:
ALTERNATIVES
RECOMMENDED MOTION:
No action.
September 2012 Financial Report Jim Chase, Finance Director
Sales Tax dollars received in July (for July sales) were about $1,600 more than the amount received for
the same month last year. Collections for 2012 are about $9,100 less than last year’s total at the end of
September.
Building Permits revenues have now reached $304,450. The 2012 budget is $180,000. $166,600 has
been received in Plan Check Fees. The 2012 budget for Plan Check Fees is $50,000.
Fines and Forfeitures revenues from traffic enforcement continue to be a concern as we have received
just 60.7% of budgeted revenues through September.
The Emergency Medical Service Fund has received only 65.9% of Transport fees through September. In
August, the transport fees were increased to help provide additional revenues to support the fund.
Motor Vehicle Fuel Tax collections still remain behind budget projects. Only 70.8% of the budget has
been received through September.
Included in the Financial Reports are the revenue charts and operating statements for each fund.
Funds highlighted this month are the Equipment Rental Maintenance & Operations Fund and the
Equipment Rental Replacement Fund.
Equipment Rental Maintenance & Operations Fund
The Equipment Rental M&O Fund is responsible for the maintenance, repairs of all City owned vehicles and
and rolling equipment.
This fund is used to account for the operation and maintenance of these vehicles and equipment. They are
“rented” to city departments where the rental rate is set to recover the actual costs of annual
operations and maintenance expenses.
Equipment Rental Replacement Fund
The Equipment Rental Replacement Fund is used to account for the accumulation of resources for
future replacement of vehicles and equipment purchased in this fund.
General Fund Revenue Charts
Property Taxes
2008 2009 2010 2011 2012
Jan 2,065$ 9,953$ 10,730$ 43,863$ 13,735$ Jan
Feb 16,522 6,463 4,965 6,939 8,731 Feb
March 31,263 47,312 50,930 36,300 69,232 March
April 62,724 89,039 180,793 121,892 213,717 April
May 866,220 1,006,203 874,964 1,021,034 935,094 May
June (28,443) (15,120) 56,580 24,760 21,831 June
July 6,881 14,530 12,989 8,241 23,700 July
Aug 5,477 7,679 (68,052) 9,547 4,589 August
Sept 11,808 44,029 18,000 37,485 40,360 Sept
Oct 73,330 79,762 94,000 318,247 - October
Nov 818,761 894,923 878,989 743,089 - Nov
Dec 22,633 8,876 50,453 17,201 - Dec
1,889,242 2,193,649 2,165,341 2,388,598 1,330,989
2012 Budget 2,392,000
55.64%
Retail Sales Taxes - 1%
2008 2009 2010 2011 2012
Jan 271,640$ 221,227$ 226,180$ 231,247$ 248,861$ Jan
Feb 356,148 280,181 271,533 327,957 285,165 Feb
March 268,175 224,708 200,501 198,195 219,727 March
April 274,578 206,233 240,071 236,714 234,622 April
May 317,981 240,634 258,531 276,830 270,011 May
June 281,195 236,531 252,005 244,488 242,401 June
July 311,099 251,301 252,678 250,540 265,711 July
August 325,121 302,202 284,617 277,164 265,845 August
Sept 290,051 287,843 256,168 250,027 251,684 Sept
October 258,291 241,080 250,811 247,503 - October
Nov 293,780 276,283 270,709 250,547 - Nov
Dec 248,057 237,530 211,020 242,434 - Dec
3,496,116 3,005,753 2,974,824 3,033,646 2,284,027
2012 Budget 3,000,000
76.13%
Snoh. Co. Criminal Justice Sales Tax - 0.1%
2008 2009 2010 2011 2012
Jan 20,604$ 17,595$ 17,577$ 18,911$ 18,796$ Jan
Feb 28,899 23,312 23,396 23,935 24,853 Feb
March 18,577 16,671 15,746 16,203 16,396 March
April 18,891 16,111 16,622 15,930 17,518 April
May 22,927 18,775 18,464 18,149 19,753 May
June 19,611 16,809 16,923 19,007 18,864 June
July 20,296 17,565 17,595 18,988 19,693 July
Aug 22,768 20,156 20,382 20,627 20,735 August
Sept 20,611 18,447 19,363 19,160 20,877 Sept
Oct 20,663 18,646 18,608 19,420 - October
Nov 21,947 19,417 20,368 20,146 - Nov
Dec 19,304 17,356 18,100 18,477 - Dec
255,099 220,861 223,144 228,953 177,485
2012 Budget 230,000
77.17%
$0
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
2008 2009 2010 2011 2012
Retail Sales Tax - 1%
$150,000
$155,000
$160,000
$165,000
$170,000
$175,000
$180,000
$185,000
$190,000
$195,000
2008 2009 2010 2011 2012
Crim. Justice Sales Tax
$0
$200,000
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
2008 2009 2010 2011 2012
Property Taxes
2
Streamlined Sales Tax Mitigation Payments
2008 2009 2010 2011 2012
Jan -$ -$ -$ -$ -$ Jan
Feb - - - - - Feb
March - 32,850 29,743 25,024 25,377 March
April - - - - - April
May - - - - - May
June - 14,024 29,860 25,161 21,824 June
July - - - - - July
Aug - - - - - August
Sept - 23,290 29,672 25,321 24,388 Sept
Oct - - - - - October
Nov - - - - - Nov
Dec 46,329 29,911 25,000 25,266 - Dec
46,329 100,074 114,275 100,771 71,589
2012 Budget 100,000
71.59%
Utility Tax - Water
2008 2009 2010 2011 2012
Jan 11,792$ 12,919$ 13,013$ 15,779$ 16,437$ Jan
Feb 11,863 10,737 13,288 15,103 16,565 Feb
March 11,773 14,718 15,760 16,090 14,824 March
April 13,015 12,023 15,815 16,578 15,535 April
May 12,045 13,328 18,173 15,477 15,627 May
June 11,410 12,398 19,322 15,690 15,025 June
July 15,058 13,207 18,713 15,706 16,426 July
Aug 14,794 15,319 19,145 16,400 16,612 August
Sept 13,006 16,481 18,250 18,282 18,174 Sept
Oct 15,154 16,890 15,748 19,126 - October
Nov 13,470 18,323 16,826 15,220 - Nov
Dec 12,919 16,399 16,765 14,820 - Dec
156,299 172,744 200,818 194,271 145,225
2012 Budget 215,000 Tax is currently at 5% of gross revenues.
67.55%
Utility Tax - Sewer
2008 2009 2010 2011 2012
Jan 12,708$ 15,610$ 15,073$ 18,513$ 20,707$ Jan
Feb 14,944 10,737 15,058 17,132 20,725 Feb
March 12,642 17,565 17,034 20,022 21,603 March
April 15,185 13,377 18,369 18,484 19,030 April
May 13,278 16,063 19,702 20,239 21,424 May
June 13,756 13,970 23,506 18,908 21,995 June
July 15,212 16,063 18,734 19,883 21,987 July
Aug 16,220 15,480 17,617 19,567 22,954 August
Sept 15,538 16,445 18,174 19,746 21,957 Sept
Oct 15,467 14,719 16,143 21,101 - October
Nov 13,055 16,854 18,069 18,874 - Nov
Dec 15,610 15,368 18,097 20,577 - Dec
173,617 182,252 215,576 233,046 192,382
2012 Budget 250,000 Tax is currently at 5% of gross revenues.
76.95%
$0
$10,000
$20,000
$30,000
$40,000
$50,000
$60,000
$70,000
$80,000
$90,000
2008 2009 2010 2011 2012
Streamlined Sales Tax
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
$160,000
2008 2009 2010 2011 2012
Utility Tax - Water
$0
$50,000
$100,000
$150,000
$200,000
2008 2009 2010 2011 2012
Utility Tax - Sewer
3
Utility Tax - Natural Gas
2008 2009 2010 2011 2012
Jan 84,677$ 76,095$ -$ 36,179$ 35,573$ Jan
Feb - - 78,413 41,081 33,778 Feb
March - - - 30,449 29,154 March
April 111,768 154,007 94,519 39,426 32,759 April
May 5,289 - - 25,634 24,199 May
June 6,260 - - 23,779 15,727 June
July 73,721 67,871 - 13,874 11,422 July
Aug 5,430 - 62,496 9,629 9,355 August
Sept 3,700 - - 8,946 7,886 Sept
Oct 27,851 17,739 31,198 8,717 - October
Nov - 8,348 12,042 12,464 - Nov
Dec - - 21,772 22,809 - Dec
318,696 324,061 300,440 272,987 199,853
2012 Budget 325,000 Tax is currently at 6% of gross revenues.
61.49%
Utility Tax - Cable TV
2008 2009 2010 2011 2012
Jan 41,789$ -$ 57,070$ 19,754 20,349$ Jan
Feb - 54,091 - 20,393 - Feb
March - - - 20,296 40,313 March
April 42,778 - - 19,945 20,432 April
May - 53,136 56,981 20,130 20,416 May
June - - - 19,714 20,436 June
July 51,202 53,857 59,413 19,761 49,691 July
Aug - - - 20,146 - August
Sept - - - 19,641 58,417 Sept
Oct 52,392 55,308 59,514 19,687 - October
Nov - - 20,979 20,862 - Nov
Dec - - 20,345 20,360 - Dec
188,160 216,392 274,302 240,689 230,054
2012 Budget 370,000 Tax changes from 6% to 8% in March 2012.
62.18%
Utility Tax - Telephone
2008 2009 2010 2011 2012
Jan 95,152$ 88,965$ 86,694$ 49,514$ 48,104$ Jan
Feb 46,408 37,525 30,381 47,162 46,413 Feb
March 51,524 35,359 39,877 47,001 45,922 March
April 93,367 86,993 88,806 49,593 47,991 April
May 45,557 36,626 38,157 48,868 44,896 May
June 40,653 36,283 39,605 47,980 45,113 June
July 86,661 85,034 84,164 49,151 47,858 July
Aug 47,545 38,005 29,395 47,501 46,408 August
Sept 37,072 36,847 30,590 48,418 47,018 Sept
Oct 85,747 84,934 91,407 48,145 - October
Nov 38,811 37,066 49,004 46,999 - Nov
Dec 37,031 35,740 51,966 47,294 - Dec
705,529 639,376 660,046 577,626 419,723
2012 Budget 600,000 Tax currently at 6% of gross revenues.
69.95%
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
2008 2009 2010 2011 2012
Utility Tax - Nat. Gas
$0
$50,000
$100,000
$150,000
$200,000
$250,000
2008 2009 2010 2011 2012
Utility Tax - Cable TV
$0
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
2008 2009 2010 2011 2012
Utility Tax - Telephone
4
Utility Tax - Electricity
2008 2009 2010 2011 2012
Jan 68,584$ 85,254$ 89,193$ 85,675$ 90,775$ Jan
Feb 42,022 45,564 47,266 45,924 52,732 Feb
March 74,167 88,361 84,004 85,151 91,009 March
April 39,848 46,327 49,177 52,944 54,791 April
May 76,806 74,454 73,938 78,401 95,590 May
June 37,999 35,509 38,623 42,306 49,079 June
July 66,617 63,927 62,864 66,531 80,553 July
Aug 35,593 32,027 35,312 33,892 45,026 August
Sept 62,350 61,434 61,005 66,854 70,885 Sept
Oct 31,897 33,812 34,659 30,989 - October
Nov 69,761 68,237 68,018 70,805 - Nov
Dec 33,238 33,372 44,113 39,772 - Dec
638,882 668,279 688,172 699,244 630,440
2012 Budget 810,000 Tax changes from 5% to 6% in March 2012.
77.83%
Utility Tax - Solid Waste (Garbage)
2008 2009 2010 2011 2012
Jan 8,198$ 8,266$ 9,204$ 10,912$ 10,959$ Jan
Feb 8,594 8,165 8,907 10,495 10,516 Feb
March 9,084 8,696 9,912 10,794 11,108 March
April 9,532 9,914 9,901 10,148 10,678 April
May 9,604 10,282 10,132 10,848 11,279 May
June 9,353 9,786 10,013 10,104 10,929 June
July 9,613 10,497 10,452 10,781 11,397 July
Aug 9,169 10,088 9,906 9,984 18,774 August
Sept 9,447 10,936 10,477 10,419 46,317 Sept
Oct 9,346 9,556 9,959 10,586 - October
Nov 9,678 9,912 10,754 11,150 - Nov
Dec 8,722 9,929 10,178 10,479 - Dec
110,340 116,028 119,795 126,700 141,957
2012 Budget 199,000 Tax changes from 5% to 8% in March 2012.
71.34%
Gambling Taxes
2008 2009 2010 2011 2012
Jan 6,096$ 1,665$ 2,141$ 9,892$ 10,232$ Jan
Feb - 38,202 26,034 4,270 9,479 Feb
March - - - 12,809 9,781 March
April 5,597 4,988 5,619 7,503 12,224 April
May - 43,661 22,153 5,894 10,528 May
June - - - 8,238 9,011 June
July 3,760 2,020 2,081 8,521 7,626 July
Aug - 49,602 26,093 7,435 10,036 August
Sept - - 1,580 6,790 8,374 Sept
Oct 2,435 1,787 22,631 7,404 - October
Nov 7,559 39,154 9,846 7,689 - Nov
Dec - - 9,517 8,479 - Dec
25,447 181,077 127,695 94,924 87,291
2012 Budget 100,000 Tax on Pull tabs is 5% of gross receipts.
87.29%Tax on card games is 7% in 2012. Up from 6%.
. . . will increase 1% per year and max at 12%.
$0
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
$700,000
2008 2009 2010 2011 2012
Utility Tax - Electricity
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
$160,000
2008 2009 2010 2011 2012
Utility Tax - Garbage
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
$160,000
2008 2009 2010 2011 2012
Gambling Taxes
5
Cable Franchise Fees
2008 2009 2010 2011 2012
Jan 117$ 704$ 45,192$ 51,054$ 51,635$ Jan
Feb - - - - - Feb
March - - - - - March
April 81 1,205 411 50,673 51,049 April
May - - 44,678 - - May
June - 11,900 - - 33,896 June
July 564 14,364 48,158 50,190 26,112 July
Aug - - - - 16,402 August
Sept - - - - 16,052 Sept
Oct 432 44,951 50,810 50,403 - October
Nov - - - - - Nov
Dec - - - - - Dec
1,194 73,124 189,249 202,320 195,146
2012 Budget 205,000 Tax is 5% of revenues.
95.19%Now require monthly payments in 2012.
Building Permits
2008 2009 2010 2011 2012
Jan 15,461$ 21,462$ 82,320$ 9,672$ 52,758$ Jan
Feb 45,893 21,621 1,380 5,597 45,748 Feb
March 35,278 34,857 12,071 52,830 50,294 March
April 4,790 9,617 5,181 8,303 10,982 April
May 20,828 3,742 1,206 5,445 11,055 May
June 18,487 7,216 4,784 4,461 19,105 June
July 41,661 12,029 7,256 15,101 39,249 July
Aug 11,464 9,805 6,351 14,043 38,617 August
Sept 18,356 7,988 2,072 16,702 36,642 Sept
Oct 32,983 3,603 10,989 50,782 - October
Nov 5,845 6,569 10,118 56,511 - Nov
Dec 54,010 9,594 8,687 15,540 - Dec
305,055 148,103 152,415 254,987 304,450
2012 Budget 180,000
169.14%
State Shared Revenues
Liquor Excise Taxes
2008 2009 2010 2011 2012
Jan 19,251$ 20,240$ 21,047$ 20,972$ 21,133$ Jan
Feb - - - - - Feb
March - - - - - March
April 21,085 21,914 22,553 22,886 23,235 April
May - - - - - May
June - - - - - June
July 19,218 19,542 20,196 21,077 21,738 July
Aug - - - - - August
Sept - - - - - Sept
Oct 21,025 21,721 21,541 22,244 - October
Nov - - - - - Nov
Dec - - - - - Dec
80,579 83,417 85,337 87,179 66,106
2012 Budget 90,000
73.45%
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
2008 2009 2010 2011 2012
Building Permits
$0
$50,000
$100,000
$150,000
$200,000
2008 2009 2010 2011 2012
Cable Franchise Fees
$25,000
$30,000
$35,000
$40,000
$45,000
$50,000
$55,000
$60,000
$65,000
$70,000
2008 2009 2010 2011 2012
Liquor Excise Tax
6
Liquor Profits
2008 2009 2010 2011 2012
Jan -$ -$ -$ -$ -$ Jan
Feb - - - - - Feb
March 28,698 28,271 39,961 33,151 23,858 March
April - - - - - April
May - - - - - May
June 28,274 29,750 31,625 37,009 73,882 June
July - - - - - July
Aug - - - - - August
Sept 28,101 34,486 33,192 25,535 40,674 Sept
Oct - - - - - October
Nov - - - - - Nov
Dec 28,075 24,930 32,982 29,280 - Dec
113,148 117,437 137,760 124,975 138,414
2012 Budget 110,000
125.83%
Street Fund Revenue
Motor Vehicle Fuel Taxes
2008 2009 2010 2011 2012
Jan 21,651$ 29,365$ 29,365$ 28,999$ 26,401$ Jan
Feb 21,367 25,560 31,059 29,651 31,775 Feb
March 28,407 29,880 28,088 29,230 26,930 March
April 30,212 28,049 27,051 28,331 28,741 April
May 31,399 30,897 31,140 32,958 30,583 May
June 30,774 29,937 30,446 30,897 28,815 June
July 33,392 33,359 32,377 31,626 31,834 July
Aug 31,636 32,554 31,621 33,033 31,981 August
Sept 32,558 34,329 34,057 30,629 32,675 Sept
Oct 33,549 33,887 33,710 34,751 - October
Nov 31,449 31,514 31,670 31,765 - Nov
Dec 36,668 32,226 32,441 32,080 - Dec
363,062 371,557 373,025 373,950 269,736
2012 Budget 381,000
70.80%
Emergency Medical Services Fund Revenues
Ambulance Transport Fees
2008 2009 2010 2011 2012
Jan 38,796$ 48,382$ 62,999$ 71,482$ 50,563$ Jan
Feb 43,514 40,721 72,652 65,114 46,148 Feb
March 47,219 39,041 78,115 71,991 57,465 March
April 38,172 63,533 71,986 67,123 71,528 April
May 53,560 45,237 65,024 78,858 65,711 May
June 43,665 52,574 58,261 59,627 54,976 June
July 52,497 47,741 55,550 66,288 83,368 July
Aug 30,915 56,235 67,303 64,907 58,235 August
Sept 52,255 56,512 57,123 56,753 65,913 Sept
Oct 49,703 58,141 68,644 97,429 - October
Nov 43,780 41,371 45,428 64,636 - Nov
Dec 62,744 99,207 62,757 49,362 - Dec
556,820$ 648,695$ 765,842$ 813,570$ 553,907$
2012 Budget 840,000
65.94%
$250,000
$255,000
$260,000
$265,000
$270,000
$275,000
$280,000
2008 2009 2010 2011 2012
Motor Vehicle Fuel Taxes
$0
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
2008 2009 2010 2011 2012
Liquor Profits
$100,000
$200,000
$300,000
$400,000
$500,000
$600,000
$700,000
2008 2009 2010 2011 2012
Ambulance Transport Fees
7
GENERAL FUND OPERATING STATEMENT
THROUGH SEPTEMBER 2012
YTD % OF YTD TOTAL % OF
2012 2012 ANNUAL 2011 2011 TOTAL
ACTUAL BUDGET BUDGET ACTUAL ACTUAL ACTUAL
REVENUE SOURCES
TAXES:
-PROPERTY 1,330,989$ 2,392,000$ 55.64%1,310,057$ 2,388,594$ 54.85%
-SALES - 1% City 2,284,025 3,000,000 76.13%2,293,160 3,033,645 75.59%
-SALES - 0.1% SnoCo Crim Just.177,486 230,000 77.17%170,911 228,954 74.65%
-SALES - 0.1% Public Safety - 70,000 0.00%- - 0.00%
-UTILITY 1,995,140 2,816,000 70.85%1,848,600 2,390,609 77.33%
-LEASEHOLD EXCISE 94,958 100,000 94.96%72,769 94,239 77.22%
-GAMBLING 87,290 100,000 87.29%71,351 94,923 75.17%
LICENSES & PERMITS 574,775 463,500 124.01%353,574 534,711 66.12%
INTERGOV REVENUE 617,146 573,500 107.61%627,185 810,683 77.37%
CHARGES FOR SERVICES 2,009,465 2,569,815 78.19%2,010,635 2,732,811 73.57%
FINES & FORFEITURES 194,446 320,200 60.73%201,624 266,759 75.58%
MISC REVENUE 48,822 9,750 500.74%35,878 41,883 85.66%
OTHER FIN SOURCES 124,893 96,060 130.02%395,171 406,673 97.17%
NON-REVENUES 258,163 259,000 99.68%141,328 187,810 75.25%
TOTAL REVENUES 9,797,598 12,999,825 75.37%9,532,243 13,212,294 72.15%
BEGINNING CASH BALANCE 77 - 198,573 198,573
TOTAL SOURCES 9,797,675 12,999,825 9,730,816 13,410,867
EXPENDITURES
LEGISLATIVE 89,182 136,000 65.58%134,455 198,536 67.72%
EXECUTIVE 610,063 768,945 79.34%792,207 1,031,707 76.79%
FINANCE 546,474 739,050 73.94%573,567 756,294 75.84%
LEGAL 44,745 50,000 89.49%56,528 89,822 62.93%
INFORMATION TECHNOLOGY 252,192 317,700 79.38%249,647 307,510 81.18%
MISC-GEN GOVT SVCS 189,879 250,875 75.69%218,988 248,740 88.04%
LAW ENFORCEMENT 3,304,273 4,650,582 71.05%3,372,487 4,650,869 72.51%
FIRE CONTROL 1,656,547 2,371,550 69.85%1,717,246 2,328,489 73.75%
ENGINEERING 438,253 609,075 71.95%376,737 501,959 0.00%
RECYCLING 20,090 15,000 133.93%7,881 10,270 0.00%
COMMUNITY DEVEL 449,153 593,775 75.64%637,644 852,779 74.77%
LIBRARY SERVICES 28,419 38,400 74.01%30,099 36,970 81.41%
PARKS & RECREATION 98,563 122,475 80.48%112,982 141,366 79.92%
NON-EXPENDITURES 268,547 260,000 103.29%154,951 211,087 73.41%
DEBT SERVICE 271,287 866,920 31.29%275,713 811,425 33.98%
INTERFUND TRANSACTIONS 660,901 1,071,200 61.70%1,069,637 1,232,967 86.75%
TOTAL EXPENSES 8,928,568 12,861,547 69.42%9,780,769 13,410,790 72.93%
ENDING FUND BALANCE 138,278 77
TOTAL EXPEND & FUND BALANCE 12,999,825$ 13,410,867$
AVAILABLE CASH BALANCE 869,107$ (49,953)$
Percentage of budget allocated to September 75.00%
OTHER FUNDS OPERATING STATEMENTS YTD
SEPTEMBER BUDGET
FUND NAME 2012 2012 %
SPECIAL REVENUE FUNDS (100 - 199)
- to account for the proceeds of specific revenue sources (other than for major capital projects)
that are legally restricted to expenditure for specified purposes.
FUND 101 STREET
Begin Fund Balance 437$ 1,000$
MV Fuel Taxes 269,737 381,000 70.8%
Interfund Transfers 401,251 575,000 69.8%
Misc. Revenues 128,213 27,200 471.4%
YTD Revenues 799,201 983,200 70.0%
Salaries & Wages 260,542 358,175 72.7%
Personnel Benefits 98,307 126,225 77.9%
Supplies 28,692 56,525 50.8%
Other Services & Charges 167,932 245,260 68.5%
Intergov Serv & Taxes 4,230 6,000 70.5%
Capital Outlays - 1,700 0.0%
Interfnd Payment for Svcs 143,176 189,400 75.6%
YTD Expenditures 702,879 983,285 71.5%
Ending Fund Balance 96,759$ 915$
FUND 104 PROGRAM DEVELOPMENT
Begin Fund Balance 22,814$ 10,000$
YTD Revenues 195,000 100 195000.0%
YTD Expenditures 33,976 - 0.0%
End Fund Balance 183,838$ 10,100$
FUND 107 GROWTH MANAGEMENT
Begin Fund Balance 2,915,659$ 3,400,000$
YTD Revenues 394,408 340,000 116.0%
YTD Expenditures 1,044,950 1,023,000 102.1%
End Fund Balance 2,265,117$ 2,717,000$
FUND 108 EMERGENCY MEDICAL SERVICES
Begin Fund Balance 238,059$ 218,000$
Property Taxes Arlington 499,888 915,000 54.6%
FD #24 54,521 100,000 54.5%
FD #21 215,092 385,000 55.9%
FD #25 25,111 46,000 54.6%
Intergovernmental Grants 1,534 1,600 95.9%
Transport Fees 553,907 840,000 65.9%
Interfund Payments-Airport 90,090 120,120 75.0%
Other Misc.5,059 1,000 505.9%
Interfund Loan 380,356 - 0.0%
YTD Revenues 1,825,558 2,408,720 75.8%
Salaries & Wages 1,106,000 1,478,575 74.8%
Personnel Benefits 305,761 504,125 60.7%
Supplies 35,804 68,800 52.0%
Other Services & Charges 180,044 264,350 68.1%
Intergov Serv & Taxes 8,912 9,600 92.8%
Non-Expenditures - 3,000 0.0%
Debt Repayment 216,313 - 0.0%
Capital Outlays 463 32,500 1.4%
Interfnd Payment for Svcs 210,318 265,000 79.4%
YTD Expenditures 2,063,615 2,625,950 78.6%
End Fund Balance 2$ 770$
9
YTD
SEPTEMBER BUDGET
FUND NAME 2012 2012 %
SPECIAL REVENUE FUNDS - Cont.
FUND 109 STREAM COORIDOR RESTORATION
Begin Fund Balance 27,404$ 20,000$
YTD Revenues 2,225 250 890.0%
YTD Expenditures 23 17,000 0.1%
End Fund Balance 29,606$ 3,250$
FUND 114 LODGING TAX
Begin Fund Balance 90,771$ 25,000$
YTD Revenues 53,824 76,000 70.8%
YTD Expenditures 79,020 77,700 101.7%
End Fund Balance 65,575$ 23,300$
FUND 116 CEMETERY
Begin Fund Balance 68,186$ 15,000$
Charges for Services 166,041 187,500 88.6%
Misc 1,987 175 1135.4%
Non-Revenues 8,839 6,000 147.3%
YTD Revenues 176,867 193,675 91.3%
Salaries & Wages 51,471 66,975 76.9%
Personnel Benefits 20,078 30,200 66.5%
Supplies 23,299 30,300 76.9%
Other Services & Charges 14,307 22,275 64.2%
Intergov Serv & Taxes 10,579 10,000 105.8%
Capital Outlays 270 575 47.0%
Interfnd Payment for Svcs 24,132 30,600 78.9%
Interfund Transfers/to Cap Improv 16,400 10,000 164.0%
YTD Expenditures 160,536 200,925 79.9%
End Fund Balance 84,517$ 7,750$
DEBT SERVICE FUNDS (200 - 299)
- to account for the accumulation of resources for, and the payment of, general long-term debt
FUND 212 LID #21
Begin Fund Balance 9,743$ 5,000$
YTD Revenues 113,333 62,100 182.5%
YTD Expenditures 119,000 65,000 183.1%
End Fund Balance 4,076$ 2,100$
CAPITAL PROJECTS FUNDS (300 - 399)
- to account for financial resources to be used for the acquisition or construction of major capital
facilities (other than those financed by proprietary funds and trust funds).
FUND 303 REAL ESTATE EXCISE TAX 1
Begin Fund Balance 17,444$ 10,000$
YTD Revenues 169,165 126,100 134.2%
YTD Expenditures 79,681 102,700 77.6%
End Fund Balance 106,928$ 33,400$
FUND 304 REAL ESTATE EXCISE TAX 2
Begin Fund Balance 3,261$ 1,000$
YTD Revenues 170,761 316,100 54.0%
YTD Expenditures 84,689 312,225 27.1%
End Fund Balance 89,333$ 4,875$
10
YTD
SEPTEMBER BUDGET
FUND NAME 2012 2012 %
FUND 305 CAPITAL FACILITIES/BUILDING
Begin Fund Balance 17$ 1,000$
YTD Revenues 18,076 35,800 50.5%
YTD Expenditures 18,093 34,000 53.2%
End Fund Balance -$ 2,800$
FUND 310 TRANSPORTATION IMPROVEMENT
Begin Fund Balance 123,205$ 100,000$
YTD Revenues 944,108 7,283,100 13.0%
YTD Expenditures 1,067,308 7,073,300 15.1%
End Fund Balance 5$ 309,800$
FUND 311 PARK IMPROVEMENT
Begin Fund Balance 110,481$ 100,000$
YTD Revenues 409,143 55,600 735.9%
YTD Expenditures 269,707 152,000 177.4%
End Fund Balance 249,917$ 3,600$
FUND 312 LIBRARY CAPITAL
Begin Fund Balance 13,446$ 14,000$
YTD Revenues 87 - 0.0%
YTD Expenditures - - 0.0%
End Fund Balance 13,533$ 14,000$
FUND 316 CEMETERY CAPITAL IMPROVEMENT
Begin Fund Balance -$ -$
YTD Revenues 16,433 10,100 162.7%
YTD Expenditures 16,430 - 0.0%
End Fund Balance 3$ 10,100$
ENTERPRISE FUNDS (400 - 499)
- an enterprise fund may be used to report activity for which a fee is charged to external users for goods
or services. An enterprise fund is also required for any activity whose principal revenue sources meet
any of the following criteria.
- Debt backed solely by fees and charges
- Legal requirement to recover costs
- Policy decision to recover costs
FUND 401 WATER/SEWER
Begin Fund Balance-Unreserved-Water 1,450,456$ 1,150,000$
Charges for Services 2,813,718 3,799,400 74.1%
Miscellaneous 91,470 18,500 494.4%
Non-Revenues - 5,000 0.0%
YTD Revenues-Water 2,905,188 3,822,900 76.0%
Salaries & Wages 530,713 686,225 77.3%
Personnel Benefits 195,495 258,475 75.6%
Supplies 86,281 100,875 85.5%
Other Services & Charges 204,739 375,780 54.5%
Intergov Serv & Taxes 281,384 378,800 74.3%
Non-Expenditures 750 2,000 37.5%
Capital Outlays - 4,000 0.0%
Debt Service 381,454 185,625 205.5%
Interfund Payment for Services 691,430 915,248 75.5%
Interfund Transfers 1,700 715,000 0.2%
YTD Expenditures-Water 2,373,946 3,622,028 65.5%
End Fund Balance-Unreserved-Water 1,981,698$ 1,350,872$
11
YTD
SEPTEMBER BUDGET
FUND NAME 2012 2012 %
ENTERPRISE FUNDS - Continued
Begin Fund Balance-Unreserved - Sewer 1,508,459$ 700,000$
Begin Fund Balance-Reserved - Sewer - 479,250
Charges for Services 3,873,558 4,803,600 80.6%
Miscellaneous 72,199 5,000 1444.0%
YTD Revenues-Sewer 3,945,757 4,808,600 82.1%
Salaries & Wages 402,347 548,350 73.4%
Personnel Benefits 149,333 212,450 70.3%
Supplies 143,025 192,750 74.2%
Other Services & Charges 334,839 488,240 68.6%
Intergov Serv & Taxes 274,344 343,100 80.0%
Non-Expenditures - 1,000 0.0%
Capital Outlays 3,319 4,000 83.0%
Debt Service 1,651,858 2,631,850 62.8%
Interfund Payment for Services 708,724 944,493 75.0%
Interfund Transfers 1,700 109,560 1.6%
YTD Expenditures-Sewer 3,669,489 5,475,793 67.0%
End Fund Balance-Reserved-Sewer 479,250 479,250
End Fund Balance-Unreserved-Sewer 1,784,727$ 32,807$
FUND 402 AIRPORT
Begin Fund Balance 355,346$ 5,000$
Rental Income 2,243,883 2,617,565 85.7%
Intergov. Revenues 16,685 - 0.0%
Other Misc Revenues 5,836 42,500 13.7%
Non-Revenues 307,410 322,890 95.2%
TYD Revenues 2,573,814 2,982,955 86.3%
Salaries & Wages 222,777 309,650 71.9%
Personnel Benefits 72,971 100,450 72.6%
Supplies 14,798 34,050 43.5%
Other Services & Charges 207,341 201,500 102.9%
Intergov Serv & Taxes 535 400 133.8%
Non-Expenditures 236,471 313,890 75.3%
Capital Outlays 253,576 379,237 66.9%
Debt Service 93,978 196,675 47.8%
Interfund Payment for Services 1,025,935 1,399,852 73.3%
Interfund Transfers - 11,700 0.0%
YTD Expenditures 2,128,382 2,947,404 72.2%
End Fund Balance 800,778$ 40,551$
FUND 404 W/S REVENUE BOND REDEMPTION
Begin Fund Balance 48,814$ -$
YTD Revenues - - 0.0%
YTD Expenditures 48,814 - 0.0%
End Fund Balance -$ -$
FUND 405 WATER IMPROVEMENT
Begin Fund Balance 5,304,683$ 2,675,000$
YTD Revenues 403,448 861,000 46.9%
YTD Expenditures 1,246,097 1,943,050 64.1%
End Fund Balance 4,462,034$ 1,592,950$
12
YTD
SEPTEMBER BUDGET
FUND NAME 2012 2012 %
ENTERPRISE FUNDS - Continued
FUND 406 SEWER IMPROVEMENT
Begin Fund Balance 2,898,731$ 2,250,000$
YTD Revenues 744,269 288,000 258.4%
YTD Expenditures 217,535 628,025 34.6%
End Fund Balance 3,425,465$ 1,909,975$
FUND 407 PUBLIC WORKS-UTILITIES ADMINISTRATION
Begin Fund Balance 124,840$ 53,000$
Charges for Services 441,834 589,116 75.0%
Misc. Revenue 2,367 500 473.4%
YTD Revenues 444,201 589,616 75.3%
Salaries & Wages 254,381 336,225 75.7%
Personnel Benefits 98,676 137,675 71.7%
Supplies 2,980 7,000 42.6%
Other Services & Charges 49,876 80,640 61.9%
Interfund Payment for Services 25,051 - 0.0%
Capital Outlays - 7,000 0.0%
YTD Expenditures 430,964 568,540 75.8%
End Fund Balance 138,077$ 74,076$
FUND 408 WWTP IMPROVEMENT & EXPANSION
Begin Fund Balance 1,062,007$ 250,000$
YTD Revenues 423,533 1,000 42353.3%
YTD Expenditures 118,036 105,000 112.4%
End Fund Balance 1,367,504$ 146,000$
FUND 409 SURFACE WATER CAPITAL IMPROVEMENT
Begin Fund Balance 122,898$ 110,000$
YTD Revenues 237,814 182,250 130.5%
YTD Expenditures 262,553 167,000 157.2%
End Fund Balance 98,159$ 125,250$
FUND 410 AIRPORT RESERVE
Begin Fund Balance 1,023,836$ 1,019,323$
YTD Revenues 1,042,634 10,000 10426.3%
YTD Expenditures 97,696 1,019,323 9.6%
End Fund Balance 1,968,774$ 10,000$
FUND 411 W/S BOND RESERVE
Begin Fund Balance 479,248$ -$
YTD Revenues - - 0.0%
YTD Expenditures - - 0.0%
End Fund Balance 479,248$ -$
13
YTD
SEPTEMBER BUDGET
FUND NAME 2012 2012 %
ENTERPRISE FUNDS - Continued
FUND 412 STORM WATER MANAGEMENT
Begin Fund Balance 125,061$ 85,000$
Charges for Sevices 515,194 650,025 79.3%
Misc revenue 1,782 1,000 178.2%
YTD Revenues 516,976 651,025 79.4%
Salaries & Wages 113,371 150,675 75.2%
Personnel Benefits 42,709 55,950 76.3%
Supplies 829 6,500 12.8%
Other Services & Charges 23,011 29,455 78.1%
Intergov Serv & Taxes 33,429 36,900 90.6%
Interfund Payment for Services 113,270 149,975 75.5%
Debt Service - 50,000 0.0%
Interfund Transfers 150,951 247,250 61.1%
YTD Expenditures 477,570 726,705 65.7%
End Fund Balance 164,467$ 9,320$
FUND 413 AIRPORT CAPITAL IMPROVEMENT (FAA)
Begin Fund Balance 393,064$ 233,000$
YTD Revenues 209,316 24,500 854.4%
YTD Expenditures 425,336 - 0.0%
End Fund Balance 177,044$ 257,500$
INTERNAL SERVICE FUNDS (500 - 599)
departments or agencies of the governmental unit, or to other governmental units, on a cost-
reimbursement basis.
FUND 501 EQUIPMENT RENTAL - MAINT & OPERATIONS
Begin Fund Balance 47,240$ 10,000$
Rental Fees 319,160 425,510 75.0%
Non-Revenues - Interfund Loan 70,746 200 35373.0%
YTD Revenues 389,906 425,710 91.6%
Operating Supplies 6,154 8,300 74.1%
Fuel 162,843 221,450 73.5%
Other services/Charges 74,450 57,225 130.1%
Vehicle Repairs & Maint.
Police 42,680 28,500 149.8%
Fire 62,201 38,725 160.6%
EMS 34,470 20,000 172.4%
Other 36,402 38,900 93.6%
Interfund Payment for Services 10,710 16,300 65.7%
YTD Expenditures 429,910 429,400 100.1%
End Fund Balance 7,236$ 6,310$
FUND 503 EQUIPMENT RENTAL REPLACEMENT
Begin Fund Balance 430,653$ 220,000$
YTD Revenues 326,387 424,760 76.8%
YTD Expenditures 64,620 47,000 137.5%
Non-Expenditures - Interfund Loan 70,746 - 0.0%
End Fund Balance 621,674$ 597,760$
14
YTD
SEPTEMBER BUDGET
FUND NAME 2012 2012 %
INTERNAL SERVICE FUNDS - Continued
FUND 504 PUBLIC WORKS GROUNDS & FACILITIES MAINTENANCE & OPERATIONS
Begin Fund Balance 124,468$ 130,000$
Charges for Services 675,807 903,800 74.8%
Misc. Revenues/Rentals 15,273 18,300 83.5%
Non-Revenues 22,052 27,000 81.7%
713,132 949,100 75.1%
Salaries & Wages 358,528 393,775 91.0%
Personnel Benefits 116,732 128,050 91.2%
Supplies 34,196 70,800 48.3%
Other services/Charges 170,983 378,425 45.2%
Interfund Payment for Services 99,168 87,600 113.2%
Capital Outlays - 1,000 0.0%
Interfund Transfers 1,500 1,500 100.0%
YTD Expenditures 781,107 1,061,150 73.6%
End Fund Balance 56,493$ 17,950$
TRUST FUND (601 - 610)
- to report all trust arangements under which principal and interest benefit individual, private
organizations and other government.
FUND 622 CEMETERY PRE-NEED TRUST
Begin Fund Balance 16,036$ 15,000$
YTD Revenues 104 10,150 1.0%
YTD Expenditures - 10,100 0.0%
End Fund Balance 16,140$ 15,050$
FUND 702 CEMETERY ENDOWMENT
Begin Fund Balance 200,617$ 190,000$
YTD Revenues 11,834 8,000 147.9%
YTD Expenditures - 2,500 0.0%
End Fund Balance 212,451$ 195,500$
15
City of Arlington
Council Agenda Bill
Item:
WS #5
Attachment
E
COUNCIL MEETING DATE:
October 22, 2012
SUBJECT:
Appointment of Tiffany McAuslan to the Parks Arts & Recreation Commission
ATTACHMENTS:
Application from Tiffany McAuslan
DEPARTMENT OF ORIGIN
Executive – Contact Kristin Banfield, 360-403-3444
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
With the resignation of Frank Barden, the Parks, Arts, and Recreation Commission has
one vacancy. Council is requested to appoint Tiffany McAuslan to this vacancy.
HISTORY:
A panel comprised of PARC Commission Chair Carsten Mullin, PARC Commissioner
Bob Leonard, and Executive Assistant & Recreation Manager Sarah Lopez interviewed
the only candidate for the vacancy on October 17, 2012. Councilmember Oertle was
unable to attend the interview. The panel recommended the appointment of Ms.
McAuslan.
ALTERNATIVES
Do not appoint.
RECOMMENDED MOTION:
No action at this time. Council will be requested to approve the appointment at the
November 5, 2012 Council meeting.
City of Arlington
Council Agenda Bill
Item:
WS #6
Attachment
F
COUNCIL MEETING DATE:
October 22, 2012
SUBJECT:
Agreement with the Humane Society of Skagit Valley to care, detain or destroy stray
animals from the city of Arlington
ATTACHMENTS:
Humane Society of Skagit Valley Contract
DEPARTMENT OF ORIGIN
Police – Contact: Police Chief Nelson Beazley 360-403-3400
EXPENDITURES REQUESTED: N/A
BUDGET CATEGORY: Police – Animal Control Contract
LEGAL REVIEW:
DESCRIPTION:
A contractual agreement between the City of Arlington and the Humane Society of
Skagit Valley to receive all City of Arlington stray animals delivered to them by City of
Arlington employees or residents of Arlington.
HISTORY:
Since 2010 the City of Arlington has had a contractual relationship with the Humane
Society of Skagit Valley to house all stray animals recovered within the City of
Arlington. This agreement has worked well for both parties and resulted in a
substantial budgetary cost savings from prior contracts with the Everett Animal Shelter.
ALTERNATIVES
Take no action
RECOMMENDED MOTION:
No action required. This item will be brought back to Council on November 5, 2012 for
approval.
CONTRACT
This is a non-exclusive contract entered into between the City of Arlington, hereinafter referred
to as "City" and the Humane Society of Skagit Valley, hereinafter referred to as "Contractor".
WITNESSETH:
The City is a municipal corporation which, in the exercise of its power and to insure the health
and welfare of its citizens, must, to the best of its ability, provide for the care, detention, and/or
destruction of stray animals; and the Contractor maintains and operates facilities suitable for said
purpose; and both parties are interested in entering into an agreement relative thereto.
IS HEREBY AGREED BY AND BETWEEN THE RESPECTIVE PARTIES AS FOLLOWS:
1. SERVICES: Contractor will provide kennels for animals on a seven day per week basis for
care and feeding of all animals, brought in by City representatives or City of Arlington
residents, other than owner releases, to the Contractor located at 18841 Kelleher Road,
Burlington, Washington for impounding.
Impounding will occur during regular business hours. After regular business hours animals
will be temporarily held by City until a transfer can made after 8:00 a.m.
Contractor agrees to maintain clean, sanitary, and adequate kennels for all impounded
animals and further, to treat all owners thereof who may appear at said Contractor's place of
business in a courteous manner in compliance with the City.
City will keep a current list of all licenses of animals registered in the City, which shall be
available to Contractor during regular business hours.
2. NON-EXCLUSIVITY: Nothing in the Agreement shall prevent Contractor from providing
any service to any other person. Nothing in the Agreement shall prevent City from obtaining
all or any part of the services from its employees and facilities or from providers other than
Contractor.
3. CONTRACT TERMS: This contract shall be for the period commencing May 10, 2012
through May 10, 2013.
4. INABILITY TO PAY: City reserves the right to temporarily suspend the performance of this
contract when real or projected budget shortfalls create an inability to pay for animals
transferred by City of Arlington residents. City will provide 45 days’ notice in writing of the
contract suspension. Suspension of performance of the contract under this section shall not be
considered anticipatory repudiation of this agreement nor will it increase the term of the
contract.
This section shall not affect the agreement as it relates to services provided by Contractor for
animals transferred by City representatives.
5. CONSIDERATION: In consideration for the services and facilities provided by
Contractor, City will pay charges for each animal transferred to Contractor according to the
following schedule:
• Live dog transferred to Contractor by City representatives - $95
• Live cat transferred to Contractor by City representatives - $75
• Live cat and her litter of kittens less than 4 weeks of age by City representatives - $80
• Deceased dog or cat transferred to Contractor by City representative - $35
• Live dog transferred to Contractor by City of Arlington resident - $95
• Live cat transferred to Contractor by City of Arlington resident - $75
• Live cat and her litter of kittens less than 4 weeks of age by City of Arlington resident
- $80
• Live small livestock transferred to Contractor by City representative - $55 – Limited
space is available for small livestock – must have prior approval from HSSV before
impounded here.
• Live poultry, rabbits, rodent family, domestic birds and reptile transferred to
Contractor by City representative - $25 – Limited space available – must have prior
approval from HSSV before impounded here.
• Arlington dog or cat that is adopted in an unaltered condition – No fee. Except that: It
is determined that the dog or cat cannot be altered until a later date, based upon staff
Veterinary guidelines. In the event of the determination, the animal will be scheduled
for an alter appointment with the Contractor’s veterinarian at the time of the adoption.
If the City discovers that the adopting party has not kept the alter appointment, no fee
will be charged to the City.
• City will not be credited for unaltered dogs or cats released directly to a rescue service
that has a policy and practice of altering all animals.
6. VERIFICATION OF ADDRESS: Contractor shall require proof of City residency
from any person transferring a dog or cat to their care. Contractor shall verify with City that
stated addresses are within the City’s jurisdictional limits.
7. DANGEROUS OR POTENTIALLY DANGEROUS DOG: Contractor agrees to provide
adequate facilities to safely and securely hold dangerous or potentially dangerous dogs,
impounded by City. City representatives shall complete a written request for quarantine
provided by the Contractor to specify holding time and requirements.
• City will pay an additional charge of $15 per day, after the initial seventy-two (72) hour
period for dangerous and potentially dangerous dogs.
8. ANIMAL CRUELTY CASES: City will be responsible for veterinarian care or medicine
costs pertaining to cruelty cases. City shall be consulted prior to seeking veterinarian service
except for the emergency dispensation of medicine necessary for the comfort of a sick or
injured animal.
• City will pay an additional charge of $10 per day, after the initial seventy-two (72) hour
period for animals impounded in cruelty cases. Limited space is available for large
animals and must have prior approval from HSSV before brought here.
9. QUARANTINE: The Contractor agrees to provide facilities for animals impounded by City
and in need of quarantine. City representatives shall complete a written request for quarantine
provided by Contractor to specify holding time and requirements.
• City will pay an additional charge of $15 per day, after the initial seventy-two (72) hour
period for animals in quarantine.
10. SPECIAL HOLD: A request by the City to hold an animal for a required time due to
individual circumstances. The request to hold the animal and the request to release the animal
into our adoption program, return to owner, or euthanasia must be in writing.
• City will pay an additional charge of $10 per day, after the initial seventy-two (72) hour
period for animals with a special hold.
11. DISPOSAL OF ANIMALS: Contractor agrees to dispose of all animals in compliance with
the provisions of City ordinances and state and federal laws.
12. RESERVATION OF RIGHT TO ANIMAL: Contractor may have, at its option,
the right to any animal not claimed by the owner within the first seventy-two (72) hours after
said animal is transferred to Contractor and may make arrangements with regard to the care
of the animal as Contractor deems proper.
• Except that: prior to a decision to euthanize an animal, Contractor shall first make a
reasonable attempt to adopt the animal out or place it with an animal rescue service if the
animal fits the adoptable pets criteria.
• Except further: the City may authorize euthanizing an animal within the first seventy-two
(72) hours if the animal is seriously injured or diseased with a recommendation from a
Veterinarian.
13. RELEASE OF ANIMALS: Contractor shall post its office hours in a location visible to
the public from the outside of the facility and shall be available during those hours to release
animals to owners upon presentation of a proper release form issued by the City.
14. RIGHT TO REFUSE ANIMALS: Contractor reserves the right to refuse any animals
brought in when it is deemed that Contractor does not have the appropriate facilities to
accommodate the need of such animal or Contractor’s facilities are at its maximum capacity.
15. ANIMAL RESEARCH: No live animal impounded by City representatives or that City paid
a charge for, and was unclaimed, shall be offered or released for research purposes.
16. SUSPENSION, TERMINATION, AND CLOSE-OUT: If Contractor fails to comply with the
terms and conditions of this contract, City may pursue such remedies are legally available,
including but not limited to, the suspension or termination of this contract.
17. CHANGES, AMENDMENTS, MODIFICATIONS: Either party may request
changes to the contract. Any and all modifications shall be in writing and signed by each of
the parties.
18. REPORTS AND INFORMATION: Contractor, at such time and in such form as City
may require, shall furnish City with monthly reports, and as it may request, pertaining to the
work or service undertaken pursuant to this contract, the costs and obligations incurred or to
be incurred in connection therewith, and any other matters covered by this contract.
19. AUDITS AND INSPECTIONS: City or its representatives shall have the right to review and
monitor financial and other components of the work and services provided and undertaken as
part of this contract.
20. HOLD HARMLESS: Contractor agrees to indemnify and hold harmless the City, its
appointed officers and employees, from and against all loss and expense, including attorney’s
fees and costs by reason on any and all claims and demands upon City, its elected and
appointed officers and employees from damages sustained by any person or persons, arising
out of or in consequence of Contractor and its agents negligent performance of work
associated with the contract.
21. INDEPENDENT CONTRACTOR STATUS: The parties intend that an independent
contractor relationship between Contractor and City will be created by the agreement. No
agent, employee, or representative of the Contractor shall be deemed to be an employee,
agent, servant or representative of the City for any purposes, and the employees of the
Contractor are not entitled to any of the benefits the City provides for City employees.
Contractor shall be solely and entirely responsible for its acts and for the acts of its agents,
employees, servants, subcontractors, or otherwise during the performance of this agreement.
Contractor is responsible for all taxes applicable to this agreement. Contractor is not an agent
of the City and does not have authority to bind the City to any fiscal or contractual obligation.
22. LIABILITY INSURANCE: Contractor shall procure and keep in force during the term
of this Agreement, at Contractor’s own cost and expense, Commercial General Liability
Insurance with companies authorized to do business in the State of Washington, which are
rated at least “A” or better and with a numerical rating of no less than seven (7), by A.M. best
Company and which are acceptable to the City. The policy shall be on an occurrence basis in
an occurrence basis in an amount not less than $1,000,000 per occurrence and at least
$2,000,000 in the annual aggregate, including but not limited to: premises/operations
(including off-site operations), blanket contractual liability and broad form property damage.
The policy shall contain a provision that the policy shall not be canceled or materially
changed without 30 days prior written notice to City. No cancellation provision in any
insurance policy shall be construed in derogation of the continuous duty of the Contractor to
furnish the required insurance during the term of this Agreement. Prior to the Contractor
performing any Work, Contractor shall provide the City with a Certificate of Insurance
acceptable to the City Attorney evidencing the required insurance. Contractor shall provide
the City with either (1) a true copy of an endorsement naming Arlington, its offices, its
employees and agents as Additional Insureds or (2) a true copy of the blanket additional
insured clause from the policies. Receipt by the City of any certificate showing less coverage
than required is not a waiver of the Contractor’s obligations to fulfill the requirements.
23. GOVERNING LAW: This contract shall be governed by and constructed in accordance
with the laws of the State of Washington, including any regulation, ordinance or other
requirements of any governmental agency having or asserting jurisdiction over the services
provided hereunder.
24. VENUE: In the event that any disputes arise over this contract, the venue of any legal action
shall be that of Snohomish County, Washington.
25. SEVERABILITY: If any term of condition of this contract is held invalid, such
invalidity shall not affect other terms, conditions, or application, which can be given effect
without the invalid term, condition, or application. To this end, the terms and conditions of
the contract are declared severable.
26. WAIVER: Waiver of any breach or condition of this contract shall not be deemed a
waiver of any prior or subsequent breach. No terms or conditions of this contract shall be
held to be waived, modified, or deleted except by an instrument in writing, signed by the
parties hereto.
27. ENTIRE AGREEMENT: This written contract represents the entire contract between
the parties and supersedes any prior oral statement, discussions, or understanding between the
parties.
28. SUCCESSORS AND ASSIGNS: This contract shall be binding upon and inure to the
benefit of the successors and assigns of the parties hereto; provided that no party hereto may
assign this contract without the prior consent of the other party, which consent shall not be
unreasonably delayed or withheld.
29. AUTHORITY: Each individual executing this contract on behalf of City and Contractor
represents and warrants that such individual(s) are duly authorized to execute and deliver this
contract on behalf of City or Contractor.
30. NOTICES: Any and all notices affecting or relative to this contract shall be effective if
in writing and delivered or mailed to the respective party being notified at the addresses listed
below:
Contractor Contact City Contact
Janine Ceja, Shelter Manager Nelson Beazley, Chief of Police
Humane Society of Skagit Valley Arlington Police Department
18841 Kelleher Rd. 110 E Third St.
Burlington, WA 98273 Arlington, WA 98223
IN WITNESS WHEREOF, the City and Contractor have executed this Agreement as of the date
and year written.
By: _______________________________ By: ________________________________
Barbara Tolbert, Mayor PRESIDENT
ATTEST:
__________________________________ By: ________________________________
Kristin Banfield, City Clerk TREASURER
APPROVED AS TO FORM:
__________________________________
Steve Peiffle, City Attorney
City of Arlington
Council Agenda Bill
Item:
WS #7
Attachment
G
COUNCIL MEETING DATE:
October 22, 2012
SUBJECT:
Draft 2013 Goals
ATTACHMENTS:
Draft 2013 Goals
DEPARTMENT OF ORIGIN
Executive – Contact: Kristin Banfield 360-403-3444
EXPENDITURES REQUESTED: -0-
BUDGET CATEGORY: N/A
LEGAL REVIEW:
DESCRIPTION:
At the recent City Council retreat, the City Council and staff reviewed the 2011 goals
and priorities and discussed directions for 2013. Council is asked to review the attached
goals and priorities for revisions.
HISTORY:
Council last adopted goals in 2011 that were carried forward into 2012.
ALTERNATIVES
Take no action
RECOMMENDED MOTION:
No action required. This item will be brought back to Council on November 5, 2012 for
approval.
City of Arlington
2012 - 2013 City Council Goals
Public Safety& Emergency Management
♦ Develop, adopt and implement plans for Public Safety Equipment needs (Fire/EMS & Police)
♦ Complete Fire Service Regionalization Study
♦ Council to complete ICS 100 by 12/31/13 to gain understanding of role/responsibility in an emergency.
♦ Establish bi-annual emergency management meetings with our partner agencies (Cascade Hospital &
Arlington School District to improve our operational readiness for any emergency.
♦ Provide at least one emergency response training opportunity to all City of Arlington employees to
reinforce the city’s response and recovery capabilities.
♦ Establish more neighborhood watch programs.
Community & Economic Development
♦ Identify revenues for the construction of additional infrastructure and facilities for the Airport Business
Park.
♦ Develop incentives for locating retail businesses in Arlington.
♦ Develop a “pre pre-app” process for retail zones.
♦ Adopt the West Arlington Design Guidelines and Form Based Codes.
♦ Encourage retail business development by promoting Arlington to attract visitors.
♦ Continue participation in and encouragement of “Buy Local” program. Launch awareness campaign
with the Chamber of Commerce.
♦ Continue efforts to fund installation of two additional gateway signs and five way-finder signs
throughout Arlington.
♦ Develop a Local Improvement District to install infrastructure improvements in Island Crossing.
♦ Identify and develop revenues to construct drainage improvements on Prairie Creek to eliminate impact
on businesses of the Jensen Farm Business Park.
♦ Establish Developer Economic Development Committee and build upon the partnerships the group
presents. Identify partners and create meeting venue.
♦ Support partnerships to increase educational opportunities for manufacturing workforce.
♦ Complete the Transportation Comp Plan and evaluation of transportation impact fees.
♦ Get expanded UGA west of I-5 on the County docket.
♦ Study expanded UGA north of the Stillaguamish River.
♦ Decide what to do with the Brekhus-Beach development.
♦ Work with Puget Sound Regional Council (PSRC) to establish Arlington / Marysville as a
Manufacturing Industrial Center (MIC).
♦ Continue to explore the potential use of the Transfer of Development Rights Program
Transportation & Trails
♦ Complete construction of Airport Boulevard Phase 2.
♦ Complete reconstruction of 67th Ave NE between 204th St NE and Lebanon St.
♦ Develop plans for a secondary transportation grid / cross circulation in Smokey Point:
o Construct 173rd from SP Blvd to Airport Blvd, Phase 1 & 3 (2013), Phase 2 (2014?).
o Design 43rd South of 169th / 168th and pursue funding for construction.
o Design 168th between 51st and SP Blvd and pursue funding for construction.
o Perform a conceptual design, including alignment and planning level cost estimate, for a new
road connecting 211th St NE to 59th Ave NE.
♦ Pursue funding to improve 172nd St NE from 43rd Ave NE to Hwy 9. If a new state road funding bill
moves forward, make sure 172nd St NE. (SR531) is included in the funding package.
♦ Develop, fund and implement a Pavement Preservation Plan for the City
♦ Complete the formation of a Transportation Benefit District
♦ Complete the Centennial Trail on 67th Ave NE between 204th St NE and Lebanon St.
Outreach
♦ Continue participation in coalition of north county cities through the North County Mayors organization
♦ Continue Council representation in Snohomish County Tomorrow (SCT), Snohomish County Cities
(SCC), Snohomish County Citizens for Improved Transportation (SCCIT) & Puget Sound Regional
Council (PRSC).
♦ Increase lobbying of county, state & federal representatives on key issues:
o Funding to improve SR 531 (172nd) between 43rd Ave NE and Highway 9
o Manufacturing property tax rebate to apply to Arlington sized jurisdictions or Manufacturing
Industrial Center
o Sex offender housing regulations – to meet city established limits on the number of non-family
residents allowed per house
♦ Strengthen relationship with Stillaguamish Tribe
o Joint meetings
o Joint Projects & Funding
♦ Continue efforts to bring “West Arlington” into our community – Smokey Point Citizens Committee
♦ Arlington Update – minimum 3 issues in 2013
♦ Yellow Pages – minimum 1 issue per month in 2013
♦ E-newsletters – weekly updates
♦ Social Media – work day updates to provide up to the minute information
♦ Website – keep information current; anticipate changes; direct public to website for current information
City Financial Planning
♦ Continue implementation of the citywide equipment replacement funding program
♦ Rebuild reserves to levels called for in city adopted financial policies
♦ Plan for future staffing, with special attention to public safety requirements
♦ Complete Financial Analysis to determine if the purchasing of utilities in Smokey Point / West
Arlington is feasible
♦ Complete analysis on employee benefit programs
Expand and enhance volunteer opportunities
Future Sports & Recreation needs
♦ Complete annexation and rezoning of Graafstra-Country Charm Area.
♦ Seek partnerships and funding opportunities for restroom facility, trail improvements, play facility
improvements, and parking expansion at Haller Park.