City Council

CITY OF MOUNT VERNON CITY COUNCIL MEETING AGENDA February 13, 2019 7:00 p.m. (Police Court Campus) I. OPENING CEREMONIES A. Call to Order B. Pledge of Allegiance C. Roll Call of Councilmembers II. CONSENT AGENDA A. Approval of January 23, 2019 Regular Council Meeting Minutes B. Approval of January 30, 2019 Committee of the Whole Minutes C. Approval of February 5, 2019 payroll checks numbered 108986 - 109025 direct deposit checks numbered 69573 - 69809, and wire transfers numbered 705 – 706 in the amount of $964,846.44 D. Approval of February 13, 2019 Claims numbered 2231 – 2234 and 2243 – 2424 in the amount of $836,308.61 E. Approval of Agreement – Allixo Fiber Optic Lease III. REPORTS A. Committees 1. Public Safety 2. Public Works and Library B. Community Comments (An opportunity for Mount Vernon residents to address their City Council. Please limit comments to 3 minutes or less. Under normal circumstances, the Mayor and Council will not respond immediately to Community Comments. If you would like someone to follow-up with you regarding the topic of your comments, please leave your name and contact information on the form at the entrance of the Council Chambers.) C. Councilmember Comments D. Mayor’s Report E. Committee Agenda Requests IV. UNFINISHED BUSINESS None V. NEW BUSINESS A. Skagit Valley Tulip Festival Update (Skagit Valley Tulip Festival Update from Executive Director Cindy Verge.) (required action – none) (staff contact – Peter Donovan) B. Appointment to Mount Vernon Arts Commission (Staff is requesting that Council approve the appointment of Kathleen Roche-Zujko to the Mount Vernon Arts Commission.) (required action – motion) (staff contact – William King) Mount Vernon City Council Agenda February 13, 2019 page 2 C. Appointments to the Mount Vernon Design Review Board (Staff is requesting that Council approve 3 appointments to the newly formed Mount Vernon Design Review Board.) (required action – motion) (staff contact – Chris Phillips) D. Approval of Agreement with K-A General Construction (Staff is requesting that Council authorize the Mayor to enter into an agreement with K-A General Construction for the Police Court Campus North and South Roofing Project in the amount of $70,000.75, including tax.) (required action – motion) (staff contact – Chris Phillips) E. Acceptance of the City Hall and Police Court Campus HVAC Controller Integration Project (Staff is requesting that Council accept the City Hall and Police Court Campus HVAC Controller Integration Project in the total amount of $39,523.32.) (required action – motion) (staff contact – Chris Phillips) F. Acceptance of the City Hall and Police Court Campus HVAC Project (Staff is requesting that Council accept the City Hall and Police Court Campus HVAC Project for a total cost of $240,883.55.) (required action – motion) (staff contact – Chris Phillips) G. Approval of Agreement with Skagit Surveyors and Engineers (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with Skagit Surveyors & Engineers to provide on-call planning work.) (required action – motion) (staff contact – Chris Phillips) H. Approval of Agreement with Transportation Solutions, Inc. (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with Transportation Solutions, Inc. to provide consultant services related to traffic concurrency applications processed by Development Services.) (required action – motion) (staff contact – Chris Phillips) I. Approval of Agreement with L.C. Lee and Associates, Inc. (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with L.C. Lee and Associates {Dr. Lyndon Lee} to provide consultant services related to critical areas that include: updates to the City’s shoreline mapping, biological opinion implementation and review of development projects.) (required action – motion) (staff contact – Chris Phillips) J. Approval of Agreement with Armadillo Design Lab (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with Armadillo Design Lab to provide design review services for projects required to comply with this portion of the MVMC.) (required action – motion) (staff contact – Chris Phillips) K. Approval of Agreement with Olbrechts & Associates, PLLC (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with Olbrechts & Associates, PLLC {Phil Olbrechts, Esq.} to act as the City’s on-call Hearing Examiner.) (required action – motion) (staff contact – Chris Phillips) Mount Vernon City Council Agenda February 13, 2019 page 3 L. Approval of Agreement with 7K Environmental (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with 7K Environmental {Kate Knox} to provide critical area monitoring, peer review and related services.) (required action – motion) (staff contact – Chris Phillips) M. Approval of Agreement with Central Skagit Library District (Staff is requesting that Council authorize the Mayor to enter into an interlocal agreement with Central Skagit Library District for reciprocal borrowing and to formalize planning for further sharing including computer systems and a courier service.) (required action – motion) (staff contact – Isaac Huffman) N. Approval of Agreement with Carletti Architects (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with Carletti Architects in the amount of $115,000 for design and construction support for the Wastewater Treatment Plan Administration Building Expansion.) (required action – motion) (staff contact – Mike Love) O. Approval of Agreement with Bell and Associates (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with Bell and Associates Engineering to prepare a solid waste rate study which will include analysis of expense and revenue requirements, review of rate structure, recommendations and a final report for an amount not to exceed $20,000.) (required action – motion) (staff contact – Mike Love) P. Approval of Agreement with Lisser and Associates (Staff is requesting that Council authorize the Mayor to enter into a professional services agreement with Lisser and Associates to provide on-call surveying services.) (required action – motion) (staff contact – Darin Christen) COMMITTEE MEETINGS Public Works and Library 6:00 p.m. Next Ordinance 3777 Next Resolution 960  CONSENT AGENDA ITEM DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Kim Kleppe, IS Director SUBJECT: FIBER OPTIC LEASE AGREEMENT RECOMMENDED ACTION: Staff recommends that Council authorize the Mayor to execute a Fiber Optic Lease Agreement with Allixo. INTRODUCTION/BACKGROUND: The City has excess capacity and the capability to provide Fiber for the exclusive use of the above referenced business. Council has previously authorized open end fiber lease agreements similar to the attached. This agreement will allow Allixo to service their customer. FINDINGS/CONCLUSIONS: None RECOMMENDATION: Staff recommends approval. ATTACHED: None  AGENDA ITEM: A DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Peter Donovan, Project Development Manager SUBJECT: TULIP FESTIVAL UPDATE RECOMMENDED ACTION: None INTRODUCTION/BACKGROUND: The Skagit Valley Tulip Festival is set for April 1st to April 30th. The Festival’s Executive Director, Cindy Verge, will update City Council on the latest Tulip Festival happenings. FINDINGS/CONCLUSIONS: None RECOMMENDATION: None ATTACHED: None AGENDA ITEM: B  AGENDA ITEM: C DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: APPOINTING THREE MEMBERS TO THE DESIGN REVIEW COMMITTEE RECOMMENDED ACTION: Staff recommends Council approval of appointments to the newly formed Design Review Committee. INTRODUCTION/BACKGROUND: In December of 2018 City Council approved Ordinance 3773 that, among other things, created a Design Review Board. The Design Review Board consists of five members that will interpret, review and implement design review as provided by the City’s design standards adopted in Chapter 17.70 MVMC. MVMC Chapter 2.61 requires three members be selected by the Mayor and confirmed by the Council from the below-listed categories. To stagger the terms the appointments are required to be for two, three, and four years. Design Review Committee Required Membership: 1. A licensed architect or professional building designer with demonstrated experience. 2. A person owning a business located in the historic downtown and abutting areas defined in MVMC 17.70.020. 3. A member representing the Downtown Association. Staff requests that Stacie Zinn Roberts (a business owner in an area abutting the historic downtown), Christian Carlson (a licensed architect and business owner in the historic downtown), and Ellen Gamson (Executive Director of the Mount Vernon Downtown Association) be appointed with two, three, and four year terms, respectively. FINDINGS/CONCLUSIONS: The requirements of MVMC Chapter 2.61 have been satisfied with the recommended appointment of the three Design Review Committee members. RECOMMENDATION: Approval of the appointments to the Design Review Committee. ATTACHED: Not Applicable AGENDA ITEM: D  AGENDA ITEM: E DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: POLICE COURT CAMPUS HVAC CONTROLLER INTEGRATION FOR HP-9 &HP-5 AND FUTURE HVAC CONTROLLER HARDWARE ACCEPTANCE RECOMMENDED ACTION: City Staff recommends City Council accept the Police Court Campus HVAC Controller Integration Project for a Total Cost of $39,523.32 INTRODUCTION/BACKGROUND: Siemens has completed Police Court Campus HVAC Controller and Future Controller Integration equipment installation and all systems are functioning properly. FINDINGS/CONCLUSIONS: Siemens has completed all HVAC equipment installation tasks. RECOMMENDATION: City Staff recommends City Council accept the project. ATTACHED: N/A.  AGENDA ITEM: F DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: CITY HALL AND POLICE COURT CAMPUS HVAC PROJECT ACCEPTANCE RECOMMENDED ACTION: City Staff recommends City Council accept the City Hall and Police Court Campus HVAC Project for a Total Cost of $240,883.55 INTRODUCTION/BACKGROUND: Siemens has completed City Hall and Police Court Campus emergent HVAC equipment replacement and all systems are functioning properly. FINDINGS/CONCLUSIONS: Siemens has completed all emergent HVAC equipment replacement tasks. RECOMMENDATION: City Staff recommends City Council accept the project. ATTACHED: N/A.  AGENDA ITEM: G DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: PROFESSIONAL SERVICES CONTRACT WITH SKAGIT SURVEYORS RECOMMENDED ACTION: Staff recommends Council approval of a professional services contract with Skagit Surveyors and Engineers. INTRODUCTION/BACKGROUND: The attached contract is for professional services provided by Skagit Surveyors to provide on-call planning and related development review services for the City. Due to work load demands staff recommends approval of the professional services agreement with Marianne Manville-Ailles, AICP, of Skagit Surveyors on an as-needed basis to maintain efficient and timely permit review. Ms. Manville-Ailles will be processing land use permits, and other planning services as needed. The Department has had Skagit Surveyors under contract to complete the same scope of work since 2008. FINDINGS/CONCLUSIONS: It has been determined that the professional services provided by Skagit Surveyors & Engineers are necessary and essential in completing meeting State mandated timelines for processing permits. RECOMMENDATION: Approval of the accompanying contract. ATTACHED: • Professional Services Contract with Skagit Surveyors and Engineers  AGENDA ITEM: H DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: PROFESSIONAL SERVICES CONTRACT WITH TRANSPORTATION SOLUTIONS INC (TSI) RECOMMENDED ACTION: Staff recommends Council approval of a professional services contract with Transportation Solutions Inc. (TSI). INTRODUCTION/BACKGROUND: The City is entering into an agreement with Transportation Solutions, Inc. to perform and prepare traffic evaluations and analysis for development projects (with the applicant paying for the City evaluation) instead of an applicant hiring a traffic engineer to prepare their report. In addition to development specific reviews TSI’s assists the City with other needed services such as: traffic counts, intersection studies, cost estimates, or other services related to the City’s transportation network on a Task Order basis. The Department has had Victor Salemann, P.E. (previously with David Evans & Associates) under contract to complete this type of work for the City since 2007. FINDINGS/CONCLUSIONS: It has been determined that the professional services provided by TSI are necessary and essential to comply with the City’s development regulations contained within MVMC Chapters 3.40 and 14.10 and to implement the City’s Transportation Element of the Comprehensive Plan. RECOMMENDATION: Approval of the accompanying contract. ATTACHED: • Professional Services Contract with TSI  AGENDA ITEM: I DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: PROFESSIONAL SERVICES CONTRACT WITH L.C. LEE & ASSOCIATES, INC. RECOMMENDED ACTION: Staff recommends Council approval of a professional services contract with L.C. Lee & Associates, Inc. INTRODUCTION/BACKGROUND: The attached contract is for professional services provided by L.C. Lee & Associates, Inc. (Dr. Lyndon Lee) to provide critical area work for the City. The City’s Managed Ecosystem Alternative program adopted in 2007 as part of the Critical Areas Ordinance requires that mitigation sites be permitted and monitored. Dr. Lee has historically completed part of this work for the City. Additionally, Dr. Lee has assisted the City for a number of years with peer review of critical area reports and permits since the City does not have a critical area biologist on staff. Lastly, Dr. Lee will be assisting staff with updates to our Shoreline Management Master Plan mapping, and implementation of the City’s ‘door 2’ approach that satisfies the performance standards of the Biological Opinion issued by National Marine Fisheries Services (NMFS). The Department has had Dr. Lee under contract to complete this type of work for the City since 2007. FINDINGS/CONCLUSIONS: It has been determined that the professional services provided by L.C. Lee & Associates are necessary and essential in meeting the City’s obligations with regard to our Managed Ecosystem Alternative program, implementation of NMFS’s Biological Opinion, reviewing projects that are on/near critical areas or their associated buffers, and to complete updates to City development standards. RECOMMENDATION: Approval of the accompanying contract. ATTACHED: • Professional Services Contract with L.C. Lee & Associates, Inc.  AGENDA ITEM: J DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: PROFESSIONAL SERVICES CONTRACT WITH ARMADILLO DESIGN LAB RECOMMENDED ACTION: Staff recommends Council approval of a professional services contract with Armadillo Design Lab. INTRODUCTION/BACKGROUND: The attached contract is for professional services provided by Armadillo Design Lab (Adair Orr) to complete building permit design review for the City. Design review is required for projects that have been approved as Planned Unit Developments, for small lot plats (where the average lot size is less than 7,500 square feet) for all multi-family projects, and many projects located in the historic downtown and surrounding areas. The City’s design review standards have been codified within Mount Vernon Municipal Code Chapter 17.70. The City collects fees from applicants submitting building permits for design review approvals. The Department has had Armadillo Design Lab under contract to complete this type of work for the City since 2016. FINDINGS/CONCLUSIONS: It has been determined that the professional services provided by Armadillo Design Lab are necessary and essential in completing meeting State mandated timelines for processing permits. RECOMMENDATION: Approval of the accompanying contract. ATTACHED: • Professional Services Contract with Armadillo Design Lab  AGENDA ITEM: K DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: PROFESSIONAL SERVICES CONTRACT WITH OLBRECHTS & ASSOCIATES, PLLC RECOMMENDED ACTION: Staff recommends Council approval of a professional services contract with Olbrechts & Associates, PLLC. INTRODUCTION/BACKGROUND: The attached contract is for professional services provided by Olbrechts & Associates, PLLC (Phil Olbrechts) to complete on-call Hearing Examiner services. The City has a number of different permits that require recommendations or approvals by a Hearing Examiner. Mount Vernon Municipal Code Chapter 2.34, Hearing Examiner, outlines the creation, appointment, qualifications and other pertinent information with regard to the work Hearing Examiner’s complete for the City. The Department has had Olbrechts & Associates, PLLC under contract to complete this type of work for the City since 2018. FINDINGS/CONCLUSIONS: It has been determined that the professional services provided by Olbrechts & Associates, PLLC are necessary and essential to process certain types of permits. RECOMMENDATION: Approval of the accompanying contract. ATTACHED: • Professional Services Contract with Olbrechts & Associates, PLLC  AGENDA ITEM: L DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: PROFESSIONAL SERVICES CONTRACT WITH 7K ENVIRONMENTAL RECOMMENDED ACTION: Staff recommends Council approval of a professional services contract with 7K Environmental. INTRODUCTION/BACKGROUND: The attached contract is for professional services provided by 7K Environmental (Kate Knox Machata) to provide critical area work for the City. The City’s Managed Ecosystem Alternative program that was adopted in 2007 as part of the Critical Areas Ordinance requires that mitigation sites be permitted and monitored. Mrs. Machata has assisted the City for a number of years with peer review of critical area reports and permits since the City does not have a critical area biologist on staff. The Department has had 7K Environmental under contract to complete this type of work for the City since 2012. FINDINGS/CONCLUSIONS: It has been determined that the professional services provided by 7K Environmental are necessary and essential in meeting the City’s obligations with regard to our Managed Ecosystem Alternative program, reviewing projects that are on/near critical areas or their associated buffers, and to complete permit/code required monitoring of critical areas and their associated buffers. RECOMMENDATION: Approval of the accompanying contract. ATTACHED: • Professional Services Contract with 7K Environmental  AGENDA ITEM: M DATE: January 30, 2019 TO: Mayor Boudreau and City Council FROM: Isaac Huffman SUBJECT: INTERLOCAL WITH CENTRAL SKAGIT LIBRARY DISTRICT RECOMMENDED ACTION: Staff recommends that the council authorize the Mayor to enter into an interlocal agreement with Central Skagit Library District for reciprocal borrowing and exploring shared services. INTRODUCTION/BACKGROUND: Reciprocal borrowing agreements offer library patrons access to more materials at no cost to the patrons of the library. Reciprocal agreements are in place with the Mount Vernon City Library and all other library districts in Skagit County. Unique previsions of this agreement envision a future where the Central Skagit Library District and the Mount Vernon City Library work together to save money on resources and software while providing additional benefits to library patrons. These added sections aim at providing additional benefits over a standard reciprocal borrowing agreement. FINDINGS/CONCLUSIONS: An interlocal agreement will provide access to an additional 24,000 resources in the short run while potentially saving the library thousands of dollars through shared operations in the future. Short term effects including a decrease in revenue were built into the 2019 budget. RECOMMENDATION: We recommend you authorize the Mayor to enter into an Interlocal Agreement with Central Skagit Library District for Reciprocal borrowing. ATTACHED: The Interlocal Agreement.  AGENDA ITEM: N DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Mike Love, P.E., Assistant Public Works Director SUBJECT: PROFESSIONAL SERVICES CONTRACT: WASTEWATER TREATMENT PLANT ADMINISTRATION BUILDING EXPANSION DESIGN RECOMMENDED ACTION: Staff recommends that a motion be made by Council authorizing the mayor to enter into a professional services contract with Carletti Architects and the amount of $115,000 for design and construction support for the wastewater treatment plant administration building expansion. INTRODUCTION/BACKGROUND: The proposed project includes design and construction to expand the administration building at the wastewater treatment plant. The expansion includes a new meeting/training room, expanded locker room, climate control server room, and office expansion. The existing building will be expanded by approximately 1,600 square feet to accommodate the improvements. A request for qualifications was advertised in October with four companies responding. Carletti Architects was selected as the best qualified firm for this project showing previous successful project experience of similar building size and type. The proposed scope of services includes preparation of the building and civil plans and specifications for bid at an estimated cost $83,000. The contract also includes construction support during construction at an estimated cost of $29,000. The City shall pay the Contractor for hours worked at the negotiated hourly rates in the contract. FINDINGS/CONCLUSIONS: The scope of services and associated estimate of cost has been reviewed and staff finds that the fee is appropriate the proposed scope of work. RECOMMENDATION: Staff recommends approval of this agreement as an essential step in proceeding with design of the project. ATTACHED: Agreement  AGENDA ITEM: O DATE: February 13, 2019 TO: Mayor Boudreau and City Council FROM: Mike Love, P.E., Assistant Public Works Director SUBJECT: PROFESSIONAL SERVICES AGREEMENT: SOLID WASTE UTILITY RATE STUDY WITH BELL & ASSOCIATES RECOMMENDED ACTION: Staff requests the City Council authorize the Mayor to enter into a professional services agreement with Bell and Associates Engineering to prepare a solid waste rate utility rate study which will include analysis of expense and revenue requirements, review of rate structure, recommendations, and a final report, for an amount not to exceed $20,000. INTRODUCTION/BACKGROUND: This project includes a rate study for the solid waste division of public works. The last rate study was completed in 2010. Skagit County informed the city that the tipping fee will change in July 2019. Solid waste division has increased in size since the past rate study, and currently offers biweekly curb side recycling (contract work), curb side yard waste (contract work), yard waste disposal yard, yard waste disposal (contract work), weekly curb side right size solid waste disposal (mandated County disposal), commercial solid waste disposal, fleet maintenance, city utility billing. The City is currently working on replacement of the fleet maintenance shop, and solid waste division shop to be included in the capital improvement portion of the rate study. We have a budget $45,000 to complete the study and a goal to present the rate study to Council in May 2019 for their consideration. A statewide consultant roster was used to select potential candidates to prepare a solid waste rate study for the City. A list of consultants was obtained from the roster matching the main category financial services and subcategory rate studies. The list was narrowed by review of the consultant statement of qualifications and discussion with city staff. The following consultant teams were identified from the submittals as having appropriate experience for this project and selected for a follow up interview: 1) HDR engineering 2) Bell & Associates 3) FCS Group Phone interviews were conducted and Bell & Associates was selected as the best qualified to perform the City’s rate study. The firm provided a scope of services and fee proposal for the study. Bell & Associates presented excellent experience in preparation of rate studies specific to the field of solid waste, recycling, and operations. The consultant presented strong communication skills and prior experience presenting to councils, and boards. The objective of the study is to develop a utility rate that generates the necessary revenue to fund the utility’s operations and maintenance, capital, and debt service payments. The rate study will analyze the revenue requirement, cost of service, and design a rate structure to meet to revenue required. FINDINGS/CONCLUSIONS: • The last comprehensive rate study was complete in 2010. Skagit County is planning the increase the disposal fee. The city by agreement is required to dispose all solid waste at the County transfer facility. • A rate study is needed to verify the utility has sufficient funding for the future. This study will provide a thorough evaluation of current and projected operating cost, future capital improvement including the fleet maintenance facility and solid waste operations facility, review of current regulations, analysis of rate structure methodology, recommendations, and a final report. • Bell and Associates was determined by staff to be the best qualified consultant to help the City evaluate the utility rates. • The utility has adequate funding to conduct the rate study. RECOMMENDATION: Authorizing this Professional Services Agreement with the Bell and Associates Inc. is an important step to provide funding that maintains Utility services at a reasonable and responsible level. ATTACHED: Consultant Services Agreement AGENDA ITEM: P