City Council

CITY OF MOUNT VERNON CITY COUNCIL MEETING AGENDA May 11, 2022, 7:00 p.m. Police Court Campus 1805 Continental Place To virtually attend the meeting, the public may: 1. Call the conference line: 1-888-924-9240; Access Code: 3366211 (please ‘mute’ your phone, if possible, to minimize distractions) 2. Watch the meeting live on TV10: Comcast/Xfinity Channel 10 3. Watch the meeting live, online: https://www.youtube.com/channel/UCUob_hcQUmd4S93YkletdrA I. OPENING CEREMONIES A. Call to Order B. Pledge of Allegiance C. Roll Call of Councilmembers II. CONSENT AGENDA A. Approval of April 27, 2022 Regular Council Meeting Minutes B. Approval of May 5, 2022 payroll checks numbered 111380 - 111402 direct deposit checks numbered 87753 - 87998, and wire transfers numbered 1090 - 1094 in the amount of $1,061,987.10 C. Approval of May 5, 2022 Claims numbered 17512, 17515, and 17517 - 17668 in the amount of $872,645.55 III. REPORTS A. Committees 1. Public Works and Library 2. Public Safety 3. Development Services B. Community Comments 1. Review of Emails from the Public (Public comments may be sent via email to council@mountvernonwa.gov. The comments will be read aloud into the record during the public comment portion of the agenda. Please limit your comments to be read in three minutes or less. Email comments must be received by 4 p.m. on May 11, 2022.) 2. Public Comments (This is an opportunity for Mount Vernon residents to address their City Council. Please limit comments to three 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. Committee Agenda Requests Mount Vernon City Council Agenda May 11, 2022 IV. UNFINISHED BUSINESS None V. NEW BUSINESS A. Introduction to Redistricting Process (Peter Morrison will provide preliminary findings of the assessment of city voting districts.) (required action – none) (staff contact – Peter Donovan) B. Approval of Agreement – Carletti Architects (Staff is requesting approval of an agreement with Carletti Architects for design services for the WWTP Garage/Shop Building Project.) (required action – motion) (staff contact – Chris Phillips) C. Approval of Agreement – Materials Testing & Consulting, Inc. (Staff is requesting approval of an agreement with Materials Testing & Consulting, Inc. for building inspection services.) (required action – motion) (staff contact – Chris Phillips) D. Confirmation of Public Works Director (Staff is requesting confirmation of the appointment of Chris Phillips as Public Works Director.) (required action – motion) (staff contact – Kevin Rogerson ) E. Approval of Agreement – Washington Trails Association (Staff is requesting approval of an agreement with Washington Trails Association for trail maintenance at Little Mountain and Edgewater Parks.) (required action – motion) (staff contact – Jennifer Berner) F. Project Acceptance – R&R Excavating, Inc. (Staff is requesting acceptance of work performed by R&R Excavating, Inc. for construction of the Maintenance Shop Canopy Addition Project.) (required action – motion) (staff contact – William Bullock) G. Project Acceptance – R&R Excavating, Inc. (Staff is requesting acceptance of work performed by R&R Excavating, Inc. for construction of the Solid Waste Building Addition Project.) (required action – motion) (staff contact – William Bullock) H. Approval of Agreement – Washington State Department of Transportation (WSDOT) (Staff is requesting approval of an update to agreement #1572 with WSDOT for the continued operation and maintenance of the City’s 35 traffic signals) (required action – motion) (staff contact – William Bullock) COMMITTEE MEETINGS Public Works and Library 6:00 p.m. Next Ordinance 3850 Next Resolution 1012  AGENDA ITEM: A DATE: May 11, 2022 TO: Mayor Boudreau and City Council FROM: Peter Donovan, Special Projects Manager SUBJECT: REDISTRICTING PROCESS RECOMMENDED ACTION: None INTRODUCTION/BACKGROUND: With each decennial census, the City is required to reassess its voting districts (wards) to ensure that each of the city’s three districts are as equal as possible in terms of population. The City of Mount Vernon’s population grew to 35,219 in 2020. The ideal population in each of the city’s three districts is now 11,740 (+/- 5%, or in Mount Vernon’s case, +/- 587 residents). The City has contracted with demographer Peter Morrison to assist in the assessment of populations within each ward. FINDINGS/CONCLUSIONS: The observations of the demographer’s assessment were that the recent population growth has not occurred evenly throughout all three wards. Specifically, Ward 2 has too few residents (10,996). Ward 3 has too many residents (12,807). Ward 1 is acceptable as-is because its population (11,416) falls within the +/-5% of the ideal (11,740 residents per ward). Therefore, the boundaries of Ward 2 will need to be expanded to incorporate a greater population, and Ward 3 boundaries will need to retract to effectively yield a portion of its residents to Ward 2. The City’s demographer identified a boundary revision that would rebalance the populations of Wards 2 & 3 to bring them to within the ideal target range. With the minor redistricting proposal, each city ward would be rendered “substantially equal in total population. The adjustment would leave each ward with the following populations: Ward 1: 11,416 (-2.76% of ideal) Ward 2: 11,779 (+.33% of ideal) Ward 3: 12,024 (+2.42% of ideal) This potential change would leave the boundaries remaining equally linear and compact, while not impacting any incumbent council members, and with no apparent vote dilution. RECOMMENDATION: Staff recommends the following public process: Monday, May 16th: Publish the Draft Plan Public Notice of the draft plan, comment period (May 16-25th), and public hearing (May 25th) Wednesday, May 25th: Public Hearing at Council Meeting May 26-June 7: Consider Public Input/Revise Draft, if necessary Wednesday, June 8th: Council Adoption of 1st Draft (if unrevised) ATTACHED: Maps Demonstrating Proposed District Boundary Adjustments  AGENDA ITEM: B DATE: May 11, 2022 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Public Works Director SUBJECT: PROFESSIONAL SERVICES CONTRACT: WASTEWATER TREATMENT PLANT GARAGE/SHOP 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 P.S. in the amount of $149,085 for design and construction support for the wastewater treatment plant garage/shop design. INTRODUCTION/BACKGROUND: The proposed project includes design and construction management to construct a new garage/shop building at the wastewater treatment plant. The construction includes a new four bay garage plus one additional enclosed equipment wash bay. A request for qualifications was advertised in March 2022 with Carletti Architects being the only RFQ submitted. 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 $129,935. The contract also includes construction management during construction at an estimated cost of $19,150. 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 for 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: C DATE: May 11, 2022 TO: Mayor Boudreau and City Council FROM: Chris Phillips, Development Services Director SUBJECT: MTC BUILDING INSPECTION SERVICE CONTRACT RECOMMENDED ACTION: City Staff recommends City Council authorize the Mayor to enter into an agreement with MTC to complete to complete residential and commercial building inspections. INTRODUCTION/BACKGROUND: The City has utilized MTC for building inspection services since 2019. City Staff recommends continuing this professional services contract through December 2023. FINDINGS/CONCLUSIONS: City received lowest bid and outstanding building inspection services from MTC and recommends continuing the professional services contract. RECOMMENDATION: City Staff strongly recommends City Council authorize the Mayor to enter into agreement with MTC. ATTACHED: MTC contract  AGENDA ITEM: D DATE: May 11, 2022 TO: Mayor Boudreau and City Council FROM: Kevin Rogerson, City Attorney SUBJECT: Confirmation of Public Works Director RECOMMENDED ACTION: Motion. That the Council confirm (through motion and vote) the appointment of Chris Philips as Public Works Director for the City of Mount Vernon. INTRODUCTION/BACKGROUND: The City’s Public Works Director is a position established by ordinance. “The public works director shall work at the direction of the mayor and have administrative authority over the public works department.” MVMC 2.38.020 The Public Works Director is appointed by the Mayor, subject to confirmation by the City Council. See MVMC 2.38.010. The Public Works Director is responsible for and has administrative authority over several different divisions within its department including the Solid Waste Division (e.g. garbage and recycling), the Transportation Division (e.g. street repair, striping, and maintenance), and the Wastewater Division (e.g. sewer plant operations, pump stations, and sewer lines). In addition, the position oversees the City’s engineers, capital projects construction and operations (e.g. City’s floodwall and levees), and its public stormwater system. The Mayor has appointed Chris Phillips as Public Works Director for the City. Mr. Phillips has been serving as interim Public Works Director since September 1, 2021. In addition, Mr. Phillips was hired and has been serving a Director for the City’s Development Services Department since February 2017. The appointment for a permanent Development Services Director is expected to occur at a later date. FINDINGS/CONCLUSIONS: That the confirmation of Chris Phillips as Public Works Director for the City serves the public interest. RECOMMENDATION: Confirmation of Chris Phillips as Public Works Director for the City of Mount Vernon. AGENDA ITEM: E  AGENDA ITEM: F DATE: May 11, 2022 TO: Mayor Boudreau and City Council FROM: William Bullock, P.E. - City Engineer SUBJECT: PROJECT ACCEPTANCE – MAINTENANCE SHOP CANOPY ADDITION RECOMMENDED ACTION: Staff recommends Council authorize the Mayor to accept the worked performed by R&R Excavating for the Maintenance Shop Canopy project. INTRODUCTION/BACKGROUND: This project constructed a 40 x 60 foot clear span canopy structure with a single wall to house electrical and pneumatic fixtures to enhance capability of our maintenance shop. This structure has a 24-foot ceiling height to accommodate some of the City’s largest equipment and fire trucks which are too large for our existing shop facility. FINDINGS/CONCLUSIONS: This new structure provides the vehicle maintenance crews a space to work on these larger vehicles under cover, rather than in the open weather, and expands the number of vehicles that can be worked on at the same time. Contracted amount was $250,010 and completed amount $329,058.73. The price increase from the original bid includes the option to upgrade the roof truss system, a steel price escalation, a change to underground the power service, and an additional concrete slab. RECOMMENDATION: Staff recommends Council award the construction bid of Maintenance Shop Canopy Addition to R&R Excavating in the amount of $329,058.73. ATTACHED: None  AGENDA ITEM: G DATE: May 11, 2022 TO: Mayor Boudreau and City Council FROM: William Bullock, P.E. - City Engineer SUBJECT: PROJECT ACCEPTANCE – SOLID WASTE BUILDING ADDITION RECOMMENDED ACTION: Staff recommends Council authorize the Mayor to accept the construction completed by R&R Excavating for the Solid Waste Building Addition Project. INTRODUCTION/BACKGROUND: This addition to the solid waste administration building extends the first floor of the lunchroom/meeting area into a portion of the existing vehicle storage bay. The overall floor area of the addition is 12’x 30’ feet. FINDINGS/CONCLUSIONS: The size of the crew outgrew the general meeting area and this addition expanded the useable space into an un-cramped area for meetings, briefings, and meals. The contract amount was $129,650.84 and work was completed at $139,966.47. Increase in price was primarily due to a change in the wall materials from wood to sheet rock to address fireproofing requirements. RECOMMENDATION: Staff recommends Council accept the work completed by R&R Excavating for the Solid Waste Building Addition in the amount of $139,966.47. ATTACHED: None  AGENDA ITEM: H DATE: May 11, 2022 TO: Mayor Boudreau and City Council FROM: William Bullock, PE – City Engineer SUBJECT: UPDDATE SIGNAL MAINTENANCE AGREEMENT WITH WASHINGTON STATE DEPT. OF TRANSPORTATION (WSDOT) RECOMMENDED ACTION: Staff recommends executing the proposed updated Signal Maintenance Agreement with WSDOT to provide continued routine and on-call maintenance and repair capability for the City’s 35 traffic signals. INTRODUCTION/BACKGROUND: The City has been contracting the operation and maintenance of the city owned traffic signals with the WSDOT Signal Maintenance Office for the past few decades; the current agreement was established in 2003. The agreement covers a variety of services such as: minor and major/annual preventative maintenance, adjustments to signal timing, damage response/repair, update obsolete equipment, on- call services, and other activities. FINDINGS/CONCLUSIONS: The bulk of the updated agreement is essentially the same as the current signal maintenance contract and codifies how our jurisdictions coordinate and conduct business. The changes to the agreement are primarily minor procedural or clarifying language changes in two sections and updates to contacts and inventory lists. The City budgets $45,000 per year to cover work performed under this agreement and that funding level is not expected to change with this agreement update. RECOMMENDATION: Motion to authorize the Mayor to execute the attached updated Signal Maintenance Agreement (GMB 1197) between the City of Mount Vernon and Washington Department of Transportation. ATTACHED: 1. Draft 2022 Signal Maintenance Agreement (GMB 1197)