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HomeMy WebLinkAboutSigned Minutes 12-11-23Aot Council Chambers 110 East 3rd Street Monday, December 11, 2023 Minutes of the Arlington City Council Workshop Councilmembers Present: Don Vanney, Heather Logan, Debora Nelson, Marilyn Oertle, Jan Schuette, Michele Blythe, and Yvonne Gallardo-Van Ornam. Council Members Absent: None. Staff Present: Mayor Barb Tolbert, Paul Ellis, Sarah Lopez, Shawn Friang, Kristin Garcia, Sheri Amundson, Jim Kelly, Kris Wallace, Dave Ryan, Jonathan Ventura, Tony Orr, City Attorney Steve Peiffle, and Wendy Van Der Meersche. Also Known to be Present: Kathy Vanney, Kim Casteel, Nathan Senff, Jean Olson, Tamara Giebel, Alexis Sherr, John Cermak, Tom Oertle, and Dakota Sherr. Mayor Barb Tolbert called the meeting to order at 6:00 pm, 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 Tolbert recognized Virginia Hatch as the Mayor's Volunteer Award recipient for December 2023. Mayor Tolbert recognized Councilmember Marilyn Oertle for her 24 years of service on City Council. The December 18, 2023 Council meeting will be her last meeting. Mayor Tolbert recognized Airport Director Dave Ryan for his service. He is retiring December 31, 2023. WORKSHOP ITEMS - NO ACTION WAS TAKEN Ordinance Amending the 2023 Budget and Modifying the 2024 Budget Finance Director Kristin Garcia reviewed the ordinance amending the 2023 Budget and Modifying the 2024 Budget. Ms. Garcia reviewed the executive summary on the budget amendments and modifications. The 2024 non -rep salary schedules were included with her documents to Council as technicality. When the non -rep salary schedules for 2023 and 2024 were presented to Council December 19, 2022, the motion to approve only included the 2023 schedule. The 2024 schedule needs to be formally approved by Council. A few title changes were reflected in the schedule, with pay ranges and pay grades being the same as before. Page 1 of 5 Minutes of the Citv of Arlington Citv Council Workshop December 11. 2023 A public hearing on the proposed 2023/2024 budget amendments and modifications will be held December 18, 2023. Council will be asked to take action on the ordinance following the public hearing. Interlocal Agreements with Snohomish County and Arlington School District No.16 for Pickleball Courts City Administrator Paul Ellis reviewed Interlocal agreements with Snohomish County and Arlington School District No. 16 for Pickleball Courts. The City desires to increase recreational opportunities for the City of Arlington. Snohomish County Partnership Project can assist in funding recreation projects and would like to partner with the City for public pickleball courts. Arlington School District is willing to allocate property at Haller Middle School, near Stillaguamish Avenue for 6 pickleball courts. The County would provide $100,000 in funding, and Arlington would provide $40,000 from the 2024 parks capital budget. Staff is requesting authorization for the Mayor to sign the Interlocal agreement with the Arlington School District for use of the property, and interlocal agreement with Snohomish County for funding. Discussion followed with Mr. Ellis answering Council questions. Interlocal Agreement with Snohomish County for Funding Jensen Park Restroom Project Community Engagement Director Sarah Lopez reviewed an interlocal agreement with Snohomish County for Jensen Park Restroom Funding. The City desires to place a restroom facility at Jensen Park. The Parks, Arts and Recreation Commission has requested a restroom facility at this community park. The City has been providing portable toilets for several years. Snohomish County Council desires to partner with the City of Arlington by providing funding for recreation facility projects. They will provide $100,000 to support this project. Staff is requesting authorization for the Mayor to sign the interlocal agreement with Snohomish County to support the project. Currently staff is working with an engineer for improvements to the parking lot and a site plan for the restrooms. The proposed restroom is a 2-room CTX concrete building. There is an additional $140,000 budgeted in 2024 Park Improvement fund for this project. Ms. Lopez also presented a proposal to submit for funding for WA State for capital funds to support this project. Discussion followed with Ms. Lopez answering Council questions. Permit Fee Waiver Request for Jensen Park Restroom Project Community Engagement Director Sarah Lopez reviewed a request for a permit fee waiver for the Jensen Park restroom project. Staff is requesting a waiver of fees for permitting of land use, civil engineering, and building related to Jensen Park restroom project. Permit fees include building permit $3,548.13, civil permit $6,516. 34, and land use permit $2,325.00; total $12,389.47. Page 2 of 5 Minutes of the City of Arlington City Council Workshop December 11.2023 Historically, permit fees have been waived for City projects. Discussion followed with Ms. Lopez answering Council questions. Memorandum of Understanding (MOU) with Rotary Club of Arlington for Jensen Park Bicycle Pump Track Community Engagement Director Sarah Lopez reviewed a Memorandum of Understanding with Arlington Rotary for Design and Construction of Bike Pump Track at Jensen Park. The City desires to allow Arlington Rotary to design and construct a bicycle pump track at Jensen Park. The City's Parks and Recreation Plan identified a goal of constructing a bicycle track in a City park. Rotary desires to complete this project with donated funds and possibly donated labor and fully execute the project from design to final construction, while getting approval from the City on each step. The City would need to lease the property to Rotary during the construction of the pump track to allow for this type of volunteer project. The City Attorney would negotiate the lease of the area to be constructed. The Arlington Rotary has invested in the Arlington parks with major contributions to the splash pad and playground at Haller Park. Discussion followed with Ms. Lopez answering Council questions. Process Solutions Contract for Engineering Services and SCADA Support Public Works Director Jim Kelly reviewed the Process Solutions contract for engineering services and SCADA support. Staff is requesting to enter into a professional services agreement with Process Solutions for on -call computer and systems engineering services to provide ongoing support for City's SCADA system. The City's Water Treatment Plant, Water Reclamation Facility, sewer Lift Stations, and potable water Booster Pump Stations are operated and controlled by a Supervisory Control and Data Acquisition (SCADA) program. Configuration, programming, and repair/maintenance work on the SCADA system is a highly specialized field performed by computer and systems engineers. The City has been contracting with Process Solutions, Inc. for many years to perform this work and they are very familiar with all of the City's SCADA controlled systems. The current agreement with Process Solutions has expired and staff is recommending that we enter into new professional services agreement with Process Solutions, for continued support on the City's SCADA systems. Discussion followed with Mr. Kelly answering Council questions. Parametrix Contract for 2024-2025 Utility and Pavement Preservation Project Design Public Works Director Jim Kelly reviewed the scope of work (SOW) and fee estimate from Parametrix to provide engineering design services for the 2024 Utility and Pavement Preservation (UPP) Project. Page 3 of 5 Minutes of the Citv of Arlington Citv Council Workshop December 11.202 The City is continuing with the annual Utility and Pavement Preservation (UPP) capital improvement project for the years 2024-2025. The annual UPP project addresses the replacement of aged and failing water -sewer -storm infrastructure and resurfacing of roads in the same streets where utility improvements occur. The City began this multi -year project in 2018 and has to date completed $13,292,400 worth of combined utility and pavement preservation. The SOW and fee estimate is the result of the negotiations with Parametrix, Inc. and will produce the documents needed for the 2024 construction project. Funding for this work will be split between the water CIP Fund and the TBD fund with small portions being charged to sewer or storm capital funds where necessary. Discussion followed with Mr. Kelly answering Council questions. Stormwater Capacity Grant Agreement for Fiscal Years 2023-2025 Public Works Director Jim Kelly reviewed the Stormwater Capacity Grant Agreement for Fiscal Years 2023-2025. The Stormwater Capacity Grant is for July 2023-March 2025 for $130,000 to fund Stormwater NPDES Phase II activities. The Stormwater Capacity Grant Program provides funding to municipalities for work and projects associated directly with the implementation of Phase 11 National Pollutant Discharge Elimination System (NPDES) stormwater permits. The Department of Ecology's Municipal Stormwater Capacity Grants Program has increased the award amount for the City of Arlington from $25,000 to $130,000 for the 2023-2025 biennium. Due to delay by Ecology, the contract is late being sent for signatures, however the City will be reimbursed for eligible expenses incurred from July 2023. There is no City match required for this grant. A budget amendment of $105,000 will be added to the City's 2024 budget amendments. Discussion followed with Mr. Kelly answering Council questions. Contract with BHC for Water Treatment Plant Design Public Works Director Jim Kelly reviewed 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%1. This SOW and fee estimate from BHC is for preparation of design documents and permitting for necessary improvements to the Water Treatment Plant. To keep up with increasing water demand in the Water utility's water service area, the Water Utility needs to expand capacity at the Haller Wellfield and to the Water Treatment Plant. In 2021 the City contracted with BHC for preliminary WTP expansion design work (0%-30%), this included the required Engineering Report, preliminary expansion design, and Department of Health approval; we are now ready to proceed with final design (30%- 100%). With this scope and fee, BHC will generate final design and bidding documents for the WTP Expansion and provide project management and oversight up to public bid. Page 4 of 5 Minutes of the City of Arling on -City Council Workshop December 11, 2023 Demolition of the old WTP will start in January and staff anticipates going to ad for the WTP expansion in late 2024. This project is identified in the Water Comprehensive Plan and has been budgeted for 2024/2025. Discussion followed with Mr. Kelly answering Council questions. Permit Fee Waiver Request for Installation of Police Cameras Police Chief Jonathan Ventura reviewed a permit fee waiver request for the installation of city police cameras. Historically, permit fees have been waived for City projects. Staff is requesting Council grant consideration to waive all permitting fees related to the installation of cameras for the City of Arlington. The fees being considered are: Permit Fee(s): $1,100.00 Processing Technology Fee $ 25.00 Total: $1,125.00 ADMINISTRATOR AND STAFF REPORTS City Administrator Paul Ellis introduced new Human Resources Director Shawn Friang. MAYOR'S REPORT Mayor Tolbert provided a legislative update. COMMENTS FROM COUNCILMEMBERS None. COUNCILMEMBER REPORTS Councilmembers had nothing to report this evening. PUBLIC COMMENT Dale Shelton, Arlington, provided comments regarding the intersection of Airport Blvd and SR531. REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING There was no discussion regarding the consent agenda. EXECUTIVE SESSION City Attorney Steve Peiffle announced the need for an Executive Session to review collective bargaining negotiations, grievances, or discussions regarding the interpretation or application of a labor agreement [RCW 42.30.140(4)] to last 15 minutes. Mayor Tolbert recessed the meeting at 6:55 p.m. The meeting reconvened at 7:10 p.m. ADJOURNMENT With no further business to come before the Council, the meeting was adjourned at 7:11 p.m. d Barbara Tolbert, Mayor Page 5 of 5