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Home My WebLink About01-02-24 Council Meeting SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. CALL TO ORDER Mayor Don Vanney PLEDGE OF ALLEGIANCE ROLL CALL Mayor Don Vanney – Wendy APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette OATHS OF OFFICE Mayor Don Vanney, Councilmembers Michele Blythe, Rob Toyer, and Yvonne Gallardo-Van Ornam. Oaths administered by Judge Jennifer Rancourt INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS Mobile Integrated Health Update–Dr. Kaitlyn Goubeau, CEO and Founder, Center for Justice Social Work. Introduced by City Administrator Paul Ellis PROCLAMATIONS PUBLIC COMMENT For members of the public who wish to speak to the Council about any matter not on the Public Hearing portion of the meeting. Please limit remarks to three minutes. CONSENT AGENDA Mayor Pro Tem Jan Schuette 1. Minutes of the December 18, 2023 Council meeting ATTACHMENT A 2. Accounts Payable ATTACHMENT B PUBLIC HEARING NEW BUSINESS 1. Memorandum of Agreement with AFSCME ATTACHMENT C Staff Presentation: Paul Ellis Council Liaison: Mayor Pro Tem Jan Schuette 2. Construction Contract for Phase 1 of Smokey Point Community Park ATTACHMENT D Staff Presentation: Marc Hayes Council Liaison: Debora Nelson Arlington City Council Meeting Tuesday, January 2, 2024 at 6:00 pm City Council Chambers – 110 E 3rd Street SPECIAL ACCOMMODATIONS: The City of Arlington strives to provide accessible meetings for people with disabilities. Please contact the ADA coordinator at (360) 403-3441 or 711 (TDD only) prior to the meeting date if special accommodations are required. COMMENTS FROM COUNCILMEMBERS INFORMATION/ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Pro Tem Jan Schuette / Mayor Don Vanney DRAFT Page 1 of 5 Council Chambers 110 East 3rd Street Monday, December 18, 2023 Councilmembers Present: Don Vanney, Heather Logan, Debora Nelson, Marilyn Oertle, Jan Schuette, Yvonne Gallardo-Van Ornam and Michele Blythe, who joined with Zoom. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, Shawn Friang, Kristin Garcia, Jim Kelly, Kris Wallace, Jonathan Ventura, City Attorney Steve Peiffle, Tony Orr, and Wendy Van Der Meersche. Also Known to be Present: Kathy Vanney, Nathan Senff, Julie Good, Kim Casteel, Holly Sloan-Buchanan, Steve Maisch, Sid Logan, Jay Lindberg. Mayor Barb Tolbert called the meeting to order at 6:00 p.m., and the Pledge of Allegiance and roll call followed. APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed with a unanimous vote. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS Mayor Pro Tem Jan Schuette read a statement of thanks to Mayor Tolbert at her last Council meeting, from Council and Staff for her 12 years of service to the community of Arlington as Mayor. PROCLAMATIONS None. PUBLIC COMMENT Jay Lindberg, Arlington, provided public comment. CONSENT AGENDA Mayor Pro Tem Jan Schuette moved, and Councilmember Marilyn Oertle seconded the motion to approve the Consent Agenda that was unanimously carried: 1. Minutes of the December 4 and December 11, 2023 Council meetings 2. Accounts Payable: Approval of EFT Payments and Claims Checks: #109557 through #109656 dated November 21, 2023 through December 4, 2023 for a total of $838,570.22; Approval of Payroll EFT Payments and Checks #30320 through #30326 dated November 1, 2023 through November 30, 2023 in the amount of $1,396,970.23. Minutes of the Arlington City Council Meeting Minutes of the City of Arlington City Council Meeting December 18, 2023 Page 2 of 5 PUBLIC HEARING Ordinance Amending the 2023 Budget and Modifying the 2024 Budget Finance Director Kristin Garcia requested City Council approve the ordinance amending the 2023 Budget and Modifying the 2024 Budget. With the use of a PowerPoint presentation, Ms. Garcia provided an overview. The public hearing was opened at 6:10 p.m. With no one wishing to provide public comments, the public hearing portion was closed at 6:10 p.m., and Council questions were opened. Councilmembers provided no comments. The public hearing was closed at 6:10 p.m. Mayor Pro Tem Jan Schuette moved, and Councilmember Marilyn Oertle seconded the motion to approve the ordinance amending the budget section of the 2023/2024 biennial budget for the City of Arlington and authorized the Mayor to sign the ordinance. The motion passed unanimously. NEW BUSINESS Request for Approval of Council Vacancy Timeline City Administrator Paul Ellis requested City Council approve a timeline outlining the process for appointing a Councilmember to fill Don Vanney’s position on Council. Mayor Pro Tem Jan Schuette moved, and Councilmember Debora Nelson seconded the motion to approve the Council vacancy timeline as presented and authorize staff to proceed. The motion passed unanimously. Interlocal Agreements with Snohomish County and Arlington School District No. 16 for Pickleball Courts City Administrator Paul Ellis requested City Council approve interlocal agreements with Snohomish County and Arlington School District No. 16 for Pickleball Courts. Councilmember Marilyn Oertle moved, and Councilmember Yvonne Gallardo-Van Ornam seconded the motion to approve the interlocal agreement with Snohomish County and the interlocal agreement with Arlington Public Schools for future pickleball courts and authorized the Mayor to sign the agreements, subject to final review by the City Attorney. The motion passed unanimously. Interlocal Agreement with Snohomish County for Funding Jensen Park Restroom Project City Administrator Paul Ellis requested City Council approve an interlocal agreement with Snohomish County for Jensen Park Restroom Funding. Councilmember Debora Nelson moved, and Councilmember Heather Logan seconded the motion to approve the interlocal agreement with Snohomish County for funding for Jensen Park restrooms and authorize the Mayor to sign the agreement. The motion passed unanimously. Minutes of the City of Arlington City Council Meeting December 18, 2023 Page 3 of 5 Permit Fee Waiver Request for Jensen Park Restroom Project City Administrator Paul Ellis requested Council approve a permit fee waiver for the Jensen Park restroom project. Councilmember Debora Nelson moved, and Councilmember Heather Logan seconded the motion to approve the interlocal agreement with Snohomish County for funding for Jensen Park restrooms and authorize the Mayor to sign the agreement. The motion passed unanimously. Memorandum of Understanding (MOU) with Rotary Club of Arlington for Jensen Park Bicycle Pump Track City Administrator Paul Ellis requested City Council approve a Memorandum of Understanding with Arlington Rotary for Design and Construction of Bike Pump Track at Jensen Park. Councilmember Debora Nelson moved, and Councilmember Heather Logan seconded the motion to approve the MOU and a lease agreement with Arlington Rotary for construction of a bike pump track and authorize the Mayor to sign, subject to final review by the City Attorney. The motion passed unanimously. Process Solutions Contract for Engineering Services and SCADA Support Public Works Director Jim Kelly requested City Council approve the Process Solutions contract for engineering services and SCADA support. Councilmember Heather Logan moved, and Councilmember Debora Nelson seconded the motion to approve the professional services agreement with Process Solutions for the SCADA System support and authorize the Mayor to sign the agreement, subject to final review by the City Attorney. The motion passed unanimously. Parametrix Contract for 2024-2025 Utility and Pavement Preservation Project Design Public Works Director Jim Kelly requested City Council approve a contract with Parametrix for design services for the 2024 Utility & Pavement Preservation Program. Mayor Tolbert requested that “not to exceed $198,645” be added to the motion. Councilmember Yvonne Gallardo-Van Ornam moved, and Councilmember Don Vanney seconded the motion to accept the Parametrix proposal for design of the water main replacement and pavement preservation work planned for 2024 and authorize the Mayor to sign a professional services agreement, not to exceed $198,645, subject to final review by the City Attorney. The motion passed unanimously. Minutes of the City of Arlington City Council Meeting December 18, 2023 Page 4 of 5 Stormwater Capacity Grant Agreement for Fiscal Years 2023-2025 Public Works Director Jim Kelly requested City Council approve the Stormwater Capacity Grant Agreement for Fiscal Years 2023-2025. Councilmember Yvonne Gallardo-Van Ornam moved, and Councilmember Debora Nelson seconded the motion to accept the Municipal Stormwater Capacity Grant in the amount of $130,000 and authorize the Mayor to sign the agreement. The motion passed unanimously. Contract with BHC for Water Treatment Plant Design Public Works Director Jim Kelly requested City Council approve the Scope of Work (SOW) and Fee Estimate from BHC for design services for the Water Treatment Plant (WTP) Expansion Design – Phase 2 (30%-100%). Councilmember Heather Logan moved, and Councilmember Don Vanney seconded the motion to approve the BHC scope of work and fee for the Water Treatment Plant Expansion Design and authorize the Mayor to sign a professional services agreement, subject to final review by the City Attorney. The motion passed unanimously. Permit Fee Waiver Request for Installation of Police Cameras Police Chief Jonathan Ventura requested City Council approve a permit fee waiver request for the installation of city police cameras. Councilmember Don Vanney moved, and Councilmember Heather Logan seconded the motion to approve waiving of permitting fees for the installation of Flock traffic cameras for the City of Arlington. The motion passed unanimously. Resolution to Waive Bidding Requirements for Traffic Cameras and Subscriptions Police Chief Jonathan Ventura requested City Council approve a resolution to waive bidding requirements for traffic cameras and subscriptions. Councilmember Don Vanney moved, and Councilmember Debora Nelson seconded the motion to approve the resolution waiving competitive bidding requirements and authorize the Mayor to sign a contract with Flock Group Inc., subject to final review by the City Attorney. The motion passed unanimously. COMMENTS FROM COUNCILMEMBERS Councilmembers Debora Nelson, Yvonne Gallardo-Van Ornam, and Don Vanney thanked Mayor Tolbert for her service. Councilmember Van Ornam asked for any interest in supporting Arlington Public Schools. Mayor Tolbert directed her to work with staff. ADMINISTRATOR & STAFF REPORTS City Administrator Paul Ellis stated it was the last Council meeting of the year, and Council will reconvene January 2, 2024. Mr. Ellis thanked Mayor Tolbert for her service. Minutes of the City of Arlington City Council Meeting December 18, 2023 Page 5 of 5 MAYOR’S REPORT Mayor Tolbert provided closing comments as outgoing Mayor. EXECUTIVE SESSION None. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 6:38 p.m. ________________________________________ Don E. Vanney, Mayor City of Arlington Council Agenda Bill CA #2 Attachment January 2, 2024 Accounts Payable Claims Approval Claims Approval Finance; Kristin Garcia, Director 360-403-3431 EXPENDITURES REQUESTED: 0 BUDGET CATEGORY: N/A BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION: ALTERNATIVES: City of Arlington Claims Approval for January 2nd, 2024 Claims Certification: We, the undersigned City Council of the City of Arlington, Washington do hereby certify that the merchandise or services hereinafter specified have been received and that: Approval of EFT Payments and Claims Checks: #109657 through #109760 dated December 5th, 2023 through December 18th, 2023 for a total of $946,071.41 City of Arlington Council Agenda Bill NB #1 Attachment January 2, 2024 Rollover and Modification to the 2022-2024 Collective Bargaining Agreement by and between the City Memorandum of Agreement Administration; Paul Ellis, City Administrator EXPENDITURES REQUESTED: BUDGET CATEGORY: BUDGETED AMOUNT: LEGAL REVIEW: DESCRIPTION: This Memorandum of Agreement by and between the City of Arlington and the Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME shall apply to employees covered by the Collective Bargaining Agreement (“CBA”) that came into effect January 1, 2022, and is set to expire on Decem ber 31, 2024. The Memorandum of Agreement extends the agreement 1 additional year to December 31, 2025, based on the terms described in the Memorandum of Agreement.HISTORY: The AFSCME Collective Bargaining Agreement became effective January 1, 2022 and and was set to expire December 31, 2024.ALTERNATIVES: Memorandum of Understanding The City of Arlington and Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME MEMORANDUM OF AGREEMENT Rollover and Modification to the 2022-2024 Collective Bargaining Agreement By and Between The City of Arlington (the “City”) and Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME This Memorandum of Agreement by and between the City of Arlington and the Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME (“Union”) shall apply to employees covered by the Collective Bargaining Agreement (“CBA”) that came into effect January 1, 2022, and is set to expire on December 31, 2024. Collectively these groups shall be known as the “parties.” The parties hereby mutually agree that all terms and conditions of the aforementioned CBA, subject to the modifications agreed to below, shall continue in full force and effect through December 31, 2025 (i.e. a “one-year rollover”). All previous MOUs and Letters of Understanding signed by the parties shall also remain in effect. 2025 Wages: Article 22, Section 3 is amended as follows: January 1, 2025 3.0% Adjustment applied to the July 1, 2024 Pay Plan. July 1, 2025 3.0% Adjustment applied to the January 1 2024 Pay Plan. Deferred Compensation Match: The parties agree to begin the Deferred Compensation Plan match in Article 23, Section 9 (B) shall be effective January 1, 2024, instead of July 1, 2024. All other provisions of Section 9 shall remain in effect. Specialty Pays: The parties agree that the specialty pays memorialized in Article 22, Section 4 A.)-G.), shall no longer be in effect and paid after January 1, 2025. Additional Term: The parties agree to the following additional term: Pay days: In order to better accommodate payroll timing and to ensure accurate time entries and approval, the parties agree to modify the City’s pay days. The first pay day of the month shall move to the 10th day of the month instead of the 7th day of the month. The second pay day of the month shall move to the 25th day of the month instead of 22nd day of the month. Nothing in this agreement shall modify the employee’s work week or pay period. Should it become necessary to change the pay dates in the future, the City shall endeavor to give 90 days’ notice of change, unless impracticable under the circumstances. Memorandum of Understanding The City of Arlington and Arlington City Employees, Local 2849 of the Washington State Council of County and City Employees, Council 2, AFSCME Signed this 2nd day of January 2024 at Arlington, Washington. THE CITY OF ARLINGTON Don E. Vanney, Mayor ARLINGTON CITY EMPLOYEES, LOCAL 2849 By _____________________________________ WASHINGTON STATE COUNCIL OF COUNTY AND CITY EMPLOYEES, COUNCIL 2, AFSCME By _____________________________________ City of Arlington Council Agenda Bill NB #2 Attachment January 2, 2024 Authorization to award Construction Contract for construction of Phase 1 of the Smokey Point Community Park Recommendation to Award, Award Letter, Supporting Documentation DEPARTMENT OF ORIGIN Community and Economic Development; Marc Hayes, Director EXPENDITURES REQUESTED: $2,103,999.02 BUDGET CATEGORY: BUDGETED AMOUNT: $4,000,000.00 LEGAL REVIEW: DESCRIPTION: Community Park. Thirteen bids were received and openly read, with base bid total amounts ranging from $2,103,999.02 to $3,115,000.00. Rock Project Management reviewed all bid documents and verified that Reece Construction was the low bidder and recommends that the City award the construction contract to Reece The initial Smokey Point Community Park conceptual plan was presented at the City Council Spring Retreat April 10, 2021. Since that time, the park design has been presented at numerous public meetings, and the park property was purchased in October of 2022. On March 23, 2023, at the Strategic Priorities Retreat, City Council approved a $3,000,000.00 budget for the design, amenities, and construction of the park. City staff selected Rock Project Management through the Request for Proposal process to design park/amenities, provide cost estimates, and manage construction of the project. Final construction documents were completed in November of 2023. At the November 6, 2023 meeting, Council approved a transfer of $1,000,000.00 in ARPA funds to address the increase in construction costs for the project. Staff is ready to award the Remand to staff for additional information. I move to approve a contract with Reece Construction and authorize the mayor to sign the contract, in an amount not to exceed $2,103,999.02, subject to final review by the City Attorney. 1601 E Valley Rd, Suite 110 Renton, WA 98057 T: 425.572.6878 www.rockpmservices.com ROCK PROJECT MANAGEMENT SERVICES, L.L.C. December 5, 2023 Marc Hayes Community and Economic Development Director 18204 59th Dr. NE Arlington, WA 98223 Via Email Submission: mhayes@arlingtonwa.gov RE: Smokey Point Community Park Project No. P02.575 Dear Marc, Rock Project Management Services reviewed the content of the 13 individual public bids received. Based on our review, it is our recommendation that the City of Arlington award the construction contract for Phase 1 of the Smokey Point Community Park to Bidder No. 11, Reese Construction Company. It is our recommendation that the Total Base bid (including unit price items) without the deductive alternate, be awarded in the amount of $2,103,999.02. The Public Bid Analysis is summarized and attached, along with the signed bid tabulation sheet. Sincerely, ROCK PROJECT MANAGEMENT SERVICES, L.L.C. Bernie O’Donnell, President Attachments: Public Bid Analysis Bid Tabulation Sheet City of Arlington Smokey Point Community Park Project No. P02.575 Public Bid Analysis Bidder No.Base Bid Amount Unit Price No. 1 Unit Price No. 2 Total Bid Amount Bidder No. 1 2,337,000.00$ 45,000.00$ 50,000.00$ 2,432,000.00$ Bidder No. 2 2,660,865.21$ 33,210.71$ 42,304.09$ 2,736,380.01$ Bidder No. 3 2,233,740.00$ 43,000.00$ 45,000.00$ 2,321,740.00$ Bidder No. 4 3,049,000.00$ 36,000.00$ 30,000.00$ 3,115,000.00$ Bidder No. 5 2,649,000.00$ 52,000.00$ 46,000.00$ 2,747,000.00$ Bidder No. 6 2,339,000.00$ 31,500.00$ 45,011.00$ 2,415,511.00$ Bidder No. 7 2,579,745.00$ 25,000.00$ 35,000.00$ 2,639,745.00$ Bidder No. 8 2,579,691.00$ 27,720.00$ 44,440.00$ 2,651,851.00$ Bidder No. 9 2,433,596.00$ 35,630.00$ 45,230.00$ 2,514,456.00$ Bidder No. 10 2,610,622.00$ 77,000.00$ 63,000.00$ 2,750,622.00$ Bidder No. 11 2,099,999.02$ 2,000.00$ 2,000.00$ 2,103,999.02$ Bidder No. 12 2,265,144.00$ 35,000.00$ 48,000.00$ 2,348,144.00$ Bidder No. 13 2,919,000.00$ 40,000.00$ 35,000.00$ 2,994,000.00$ Low Bid 2,099,999.02$ 2,000.00$ 2,000.00$ 2,103,999.02$ High Bid 3,049,000.00$ 77,000.00$ 63,000.00$ 3,115,000.00$ Average Bid 2,519,723.25$ 37,158.52$ 40,845.01$ 2,597,726.77$ Mean Bid 2,506,406.57$ 30,547.98$ 34,214.37$ 2,583,764.20$ 2,571,597.00$ 2,103,999.02$ (467,597.98)$ Engineer's Estimate: Low Responsible, Responsive Bid: Reese Construction Co. (Bid No. 11): Variance from Engineer's Estimate ($)=Under: Smokey Point Community Park Public Review Process April 10th, 2021- Presented original park design (Blueline) at City Council Spring Retreat September 11, 2022-Presented Park design to Smokey Point Community Church Congrega�on – Smokey Point Community, speciﬁcally. December 15, 2022-Presented Park design as part of the Smokey Point Corridor Plan Open House – Smokey Point Community, speciﬁcally. January 10, 2023-Presented the park design at the Chamber of Commerce luncheon at BPAC. January 24, 2023- update at PARC Mee�ng. March 23, 2023-Presented Park design, ameni�es and construc�on budget at Strategic Priori�es Retreat, Council approved $3,000,000.00 for budget. May 22, 2023- Presenta�on by consultant at joint mee�ng with PARC to discuss design, ameni�es, construc�on schedule, construc�on costs. July 7-9 Presented Park design, stage design, picnic shelter and restroom structure all three days with numerous residents from the Smokey Point neighborhood stopping by and providing posi�ve comments on the project. July 25,2023-Presented Park design/structures at PARC mee�ng. July 31, 2023 – Presented at CC Special Mee�ng to update CC and discuss bid/construc�on schedule, cost es�mates, minor adjustments to park design. October 9, 2023 – Presenta�on by consultant at joint mee�ng with CC, Planning Commission and PARC to discuss ﬁnal design, structures, bid process, schedule and construc�on costs. November 6, 2023 – City Council approved a transfer of $1,000,000.00 in ARPA funds from the Food Truck Court project to the Smokey Point Community Park project. December 17, 2023-Scheduled to present to the SP Community Church BOD. These have all been public mee�ngs, with details of the SP Park Project being openly discussed, with no objec�on to the park design or ameni�es, and never has there been any discussion of having a vote taken to approve the project design,