City Council

CITY OF MOUNT VERNON CITY COUNCIL MEETING AGENDA June 12, 2024, 7:00 p.m. Police Court Campus, 1805 Continental Place To virtually attend the meeting, the public may: 1. Watch the meeting live on TV10: Comcast/Xfinity Channel 10 2. Watch the meeting live, online: https://www.youtube.com/channel/UCUob_hcQUmd4S93YkletdrA 1. OPENING CEREMONIES A. Call to Order B. Pledge of Allegiance C. Roll Call of Councilmembers 2. APPROVAL OF AGENDA 3. COMMUNITY COMMENTS (This is an opportunity for Mount Vernon residents to address their City Council. Please provide your information on the guest sign-in sheet located on the table near the entrance to the Council Chambers prior to speaking, and 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. If you are unable to attend the meeting and would like to make your comments via Zoom, please submit a request to speak via email to communitycomments@mountvernonwa.gov or by telephone at 360-336-6211. Requests must be received by 4 p.m. on the meeting date.) Interpretation services for Community Comments are available on request. Please contact the City at mvmayor@mountvernonwa.gov or 360-336-6211 at least two business days prior to the meeting if you would like an interpreter to share your comments with City Council. 4. CONSENT AGENDA A. Approval of May 22, 2024, Regular Council Meeting minutes B. Approval of June 5, 2024 Payroll checks numbered 112503 - 112519, direct deposit checks numbered 100557 – 100823, and wire transfers numbered 1340 – 1343 in the amount of $1,232,925.03 Mount Vernon City Council Agenda June 12, 2024 Page 2 of 3 C. Approval of June 12, 2024 Claims numbered 26122 - 26306, in the amount of $2,102,559.29 5. REPORTS A. Committees 1. Public Works and Library 2. Public Safety B. Councilmember Comments C. Mayor’s Report D. Committee Agenda Requests 6. NEW BUSINESS A. Presentation – Skagit Valley YMCA (Skagit Valley YMCA representative Marie Carlson will discuss the Mount Vernon HOPE Coalition, a drug prevention program focusing on youth in our community.) (required action – none) (staff contact – Steve Sexton) B. Presentation – Mount Vernon Municipal and Community Courts (Judge Jennifer Howson will provide an update on operations and programming within the Mount Vernon Municipal and Community Courts.) (required action – none) (staff contact – Steve Sexton) C. Approval of Resolution – Recreation Conservation Office (RCO) Community Outdoor Athletic Facilities (COAF) Grant (Staff is requesting approval of a RCO, COAF grant application for a new skate park at Bakerview Park with Resolution 1056.) (required action – resolution) (staff contact – Jennifer Berner) D. Approval of Resolution – Art Donation (Staff is requesting acceptance of the donation of a sign for the Valley of Spirits totem with Resolution 1057) (required action – resolution) (staff contact – Jennifer Berner) E. Approval of Agreement – Mid Pac Construction, Inc. (Staff is requesting approval of an agreement with Mid Pac Construction, Inc. for the resurfacing of the Hillcrest Park Tennis Courts.) (required action – motion) (staff contact – Jennifer Berner) F. Approval of Street Closure Request – Mount Vernon Police Department (Staff is requesting approval of street closures on June 22, 2024, for the 2024 Kulshan Street Fair.) (required action – motion) (staff contact – Jennifer Berner) G. Approval of Street Closure Request – Parks and Enrichment Services (Staff is requesting approval of street closures on July 4, 2024 for pedestrian safety during the 4th of July fireworks show at Edgewater Park.) (required action – motion) (staff contact – Jennifer Berner) Mount Vernon City Council Agenda June 12, 2024 Page 3 of 3 H. Approval of Agreement – RAMP (Staff is requesting approval of an agreement with RAMP for a purchasing card program.) (required action – motion) (staff contact – Doug Volesky) I. Approval of Agreement – Associated Earth Sciences, Inc. (Staff is requesting approval of an agreement with Associated Earth Sciences, Inc. for the installation of a water monitoring well and monitoring services for the Skagit Highlands Pond.) (required action – motion) (staff contact – Chris Phillips) J. Project Acceptance – Hoag/LaVenture Intersection Improvements (Staff is requesting acceptance of the work performed by Excavation West for the construction of the Hoag/LaVenture Intersection Improvements Project.) (required action – motion) (staff contact – Chris Phillips) K. Approval of Agreement – Otak (Staff is requesting approval of an agreement with Otak for the development of a Public Participation Plan for the Comprehensive Plan periodic update.) (required action – motion) (staff contact – Stacie Pratschner) 7. EXECUTIVE SESSION 8. ADJOURNMENT COMMITTEE MEETING Public Works and Library 6:00 p.m. Next Ordinance 3893 Next Resolution 1056  NEW BUSINESS ITEM: A DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Steve Sexton, Special Projects Manager SUBJECT: COUNCIL INTRODUCTION TO THE YMCA MV HOPE PROGRAM RECOMMENDED ACTION: None INTRODUCTION/BACKGROUND: Marie Carlson from the Skagit Valley YMCA will introduce the Council to the MV Hope drug prevention program focusing on youth in our community FINDINGS/CONCLUSIONS: None RECOMMENDATION: None ATTACHED: None  NEW BUSINESS ITEM: B DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Steve Sexton, Special Projects Manager SUBJECT: MOUNT VERNON COURT UPDATES FROM JUDGE HOWSON RECOMMENDED ACTION: None INTRODUCTION/BACKGROUND: Skagit County District Court Judge Jennifer Howson will update the Council on operations and programming within the Mount Vernon Municipal and Community Courts. FINDINGS/CONCLUSIONS: None RECOMMENDATION: None ATTACHED: None  NEW BUSINESS ITEM: C DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner, Parks & Enrichment Services Director SUBJECT: RCO COMMUNITY ATHLETIC FACILITIES GRANT (SKATE PARK) RECOMMENDED ACTION: Staff recommends that Council make a motion to authorize the Mayor to sign the accompanying Resolution supporting the Skate Park grant application to the Recreation Conservation Office. INTRODUCTION/BACKGROUND: The Recreation Conservation Office (RCO) has created a new Community Outdoor Athletic Facilities (COAF) fund that provides grants to build, expand, or renovate outdoor athletic facilities. The program is uniquely focused on helping support meaningful athletic experiences in communities that lack recreational opportunities, have underserved populations, and possess limited financial capacity. Upon review of the grant criteria and assessment of community needs, staff focused the grant on funding a new skate park. The first step of the process was to submit pre-application information for initial evaluation. Staff worked with a local skate group, Glacier Skate Association, and a Seattle based skate park designer, Grindline to prepare the pre-application which included a project description, defining the project need and impact, explaining the resource barriers that get in the way of making this project a reality, and a construction budget. The proposed total project cost is $1,338,773.00. The city is requesting $1,152,773.00 from RCO and the city would be responsible for contributing $185,000.00. Mount Vernon Kiwanis Club has specified they have $35,000 to support the project, bringing the city contribution to $150,000. This amount may be less if other organizations support the project. However, the City can fund the $150,000 between the Parks Capital Projects fund and the Park Impact Fee fund. Successful applicants will be notified in October 2024 and agreements will be issued January-March of 2025. The attached Resolution informs RCO the City will comply with all the rules of the grant and authorizes the Parks and Enrichment Services Director and the Mayor to pursue the grant. FINDINGS/CONCLUSIONS: None RECOMMENDATION: Staff requests Council to approve the Recreation Conservation Office (RCO) Community Outdoor Athletic Facilities Grant Resolution and authorize the listed individuals to pursue the RCO grant identified. ATTACHED: Proposed Resolution for RCO Community Outdoor Athletic Facilities Grant Resolution  NEW BUSINESS ITEM: D DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner, Parks & Enrichment Services Director SUBJECT: VALLEY OF OUR SPIRITS SIGN DONATION RESOLUTION RECOMMENDED ACTION: Staff requests Council accept the sign donation from the 2024 Leadership Skagit group for the Valley of Our Spirits Totem artwork located on the Riverwalk. INTRODUCTION/BACKGROUND: A group from the Leadership Skagit class of 2024 contacted the Parks and Enrichment Department about providing a new sign for the Valley of Our Spirits Totem artwork located on the Riverwalk Plaza. The group was interested in installing a permanent sign interpreting the art of the totem pole, introducing the Lushootseed language to the Riverwalk Park, and acknowledging local tribes. The idea was shared with the Arts Commission and City Council, and both gave approval to move forward with the project. The new sign includes text in English and Lushootseed, as well as a QR code to a multimedia website with links to Lushootseed language information, local tribe websites and YouTube videos related to the totem pole. The sign was installed on Wednesday, June 5 and a dedicated ceremony was held on June 10, 2024. Skagit Leadership group members: Frances Negranza, Jamie Betz, Sandra Davila, Kathryn Languille, Jenn Dumas, Haley Sebens, and Charis Weathers. FINDINGS/CONCLUSIONS: None RECOMMENDATION: Staff requests Council accept the donation of the Valley of Our Spirits new sign and approval for the Mayor to sign the Donation Resolution. ATTACHED: Proposed Donation Resolution Copy of new sign  NEW BUSINESS ITEM: E DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner, Parks & Enrichment Services Director SUBJECT: MID PAC CONSTRUCTION INC. AGREEMENT – TENNIS COURT RESURFACING RECOMMENDED ACTION: Staff recommends Council approve the Mayor enter into an Agreement with Mid Pac Construction for resurfacing the tennis courts at Hillcrest Park. INTRODUCTION/BACKGROUND: The City applied for and received a Deferred Maintenance grant from the Recreation Conservation Office (RCO). Resurfacing the tennis courts at Hillcrest Park is on the list of projects to be funded by this grant. Staff received two proposals for this work and Mid Pac Construction was the only company that had a responsive quote for the work. Mid Pac Construction is the company that resurfaced the Pickleball courts at Hillcrest Park. The total cost for resurfacing the two Hillcrest Park tennis courts is $35,750. The RCO grant will fund $30,000 and the remaining $5,750 will be paid out of the Parks budget, repairs and maintenance. FINDINGS/CONCLUSIONS: None RECOMMENDATION: Staff requests approval for the Mayor to enter into an agreement with Mid Pac Construction for resurfacing the tennis courts at Hillcrest Park. ATTACHED: Mid Pac Construction Agreement  NEW BUSINESS ITEM: F DATE: May 24, 2022 TO: Mayor Boudreau and City Council FROM: Jennifer Berner SUBJECT: STREET CLOSURE REQUEST – KULSHAN STREET FAIR RECOMMENDED ACTION: Staff recommends Council approve the Street Closure Request for Saturday June 24th and Saturday August 12th. INTRODUCTION/BACKGROUND: Officer Edgar Serrano would like to facilitate a neighborhood festival hosted by the Kulshan Creek Apartment managers and the Kulshan Creek Neighborhood Station and invite all nearby residents to socialize throughout the neighborhood and establish a greater sense of community and ownership. FINDINGS/CONCLUSIONS: For the safety of the neighborhood, the request is to close the 1300 block of N 26th Street and the 2500 block of Kulshan Avenue from 5:00am to 5:00pm on Saturday June 24th and Saturday August 12th. Officer Serrano will be onsite during the entire event and will be available to open the streets should emergency access be needed. RECOMMENDATION: Staff recommends Council approve the closure of the 1300 block of N 26th Street and the 2500 block of Kulshan Avenue from 5:00am to 5:00pm on Saturday June 24th and Saturday August 12th. ATTACHED: Street Closure Request Map  NEW BUSINESS ITEM: G DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner SUBJECT: STREET CLOSURE REQUEST – 4TH OF JULY FIREWORK SHOW RECOMMENDED ACTION: Staff recommends Council approve the Street Closure Request for Thursday July 4th. INTRODUCTION/BACKGROUND: The City of Mount Vernon Parks and Recreation Department will be hosting the annual 4th of July Firework Show at Edgewater Park and inviting the community out to the park for viewing. FINDINGS/CONCLUSIONS: For the safety of all, the request is to close South Ball Street between West Division Street and South Baker Street from 5:00pm to 12:00am on Thursday July 4th. This area will be designated for foot traffic only. The public restrooms will be accessible and pedestrians will be directed to walk the path leading under the bridge. RECOMMENDATION: Staff recommends Council approve the closure of South Ball Street between West Division Street and South Baker Street for the 4th of July firework show. ATTACHED: Street Closure Request Map  NEW BUSINESS ITEM: H DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Doug Volesky, Finance Director SUBJECT: AGREEMENT FOR RAMP PURCHASING CARD PROGRAM RECOMMENDED ACTION: Approve agreement with RAMP Business Corporation. INTRODUCTION/BACKGROUND: The City currently uses Elan Financial Services for its Purchasing-Card program. We have issues with the arduous process of monthly approvals, receipt collection, and payment of the P-cards. This manual process is very time-consuming for departments and the finance staff as well. The City also does not receive any rebate for using this program. The RAMP Purchasing Card Program provides for immediate receipt capture, expense management with approval of purchases and several other automations that we do not currently have with our current program. Some of the features of RAMP include: - Extremely easy for employees to submit expenses on the go via text or auto-capture, - Auto-lock cards if employees don’t submit expenses within a certain timeframe to ensure we can close the monthly process on time, - Real-time visibility into every dollar spent, - Eliminate out-of-policy spend with expense policies built directly into each card and, - Centralized approvals for card requests, expenses, policy exceptions, etc. which are flexible and customizable based on any criteria we want. - 1.5% rebate on all transactions. FINDINGS/CONCLUSIONS: There is an annual fee based on the number of cards issued estimated to be in the amount of $24,000 after a governmental discount. The cost of the purchasing card program will be offset by the 1.5% rebate made on card purchases. A 2024 budget amendment will be required and included in the next budget amendment ordinance. RECOMMENDATION: Approve an agreement with RAMP Business Corporation in the amount of $24,000 for a new Purchasing Card Program. ATTACHED: RAMP Order Form RAMP Purchasing Card Information Sheets RAMP Purchasing Card Agreement  NEW BUSINESS ITEM: I DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Blaine Chesterfield, Engineering Manager SUBJECT: ASSOCIATED EARTH SCIENCES, INC. PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 1 RECOMMENDED ACTION: Staff requests the City Council authorize the Mayor to approve the professional services agreement amendment no. 1 with Associated Earth Sciences, Inc. (ASEI) for consulting services related to the monitoring of the slope between the upper and lower Skagit Highland ponds. The total cost of amendment no. 1 is $39,900 for a total agreement cost of $105,000. INTRODUCTION/BACKGROUND:  The Skagit Highlands Pond was installed in 2006.  City staff observed cracking in the slope between the upper and lower ponds in 2012. Staff have continually monitored the slope since the cracking was noticed.  AESI has installed two inclinometers, a ground water monitoring well, and has been monitoring the Skagit Highland pond slope since September of 2022. FINDINGS/CONCLUSIONS:  AESI has experience in this region and extensive knowledge of the Skagit Highlands ponds.  AESI is recommending the installation of one additional 40-foot ground water monitoring well to better assess the site conditions.  AESI will report all findings in a written report on a quarterly basis.  Expenses for this monitoring will be Surface Water Utility funded. RECOMMENDATION: Approval of the proposed professional services agreement amendment with Associated Earth Sciences, Inc. will give the City additional information to determine if any actions are needed to ensure the stability of the ponds. ATTACHED: Professional Services Agreement PSA Amendment No. 1  NEW BUSINESS ITEM: J DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips, Public Works Director SUBJECT: PROJECT ACCEPTANCE: HOAG/LAVENTURE INTERSECTION IMPROVEMENTS PROJECT RECOMMENDED ACTION: Staff recommends council authorize the mayor to accept the work completed by Excavation West on the Hoag / Laventure Intersection Improvements project. INTRODUCTION/BACKGROUND: The objective of this project was to signalize this intersection with protected left turn lanes on each leg, eliminate the sidewalk gaps leading to the intersection, upgrade all the ADA ramps and approaches, and rehabilitate the pavement. The signal improvement increases capacity (from LOS E/F to LOS B) by allowing long queues to empty in a controlled fashion rather than cross one at a time. The project was awarded on March 8, 2023, in the amount of $757,868.40. FINDINGS/CONCLUSIONS: Physical completion was achieved on February 15, 2024, in accordance with the plans and specifications. The final adjusted project amount was $868,087.57. The City received $943,825 in total funds from the Transportation Improvement Board which funded construction by Excavation West and construction inspection by Transpo Group. RECOMMENDATION: Staff recommends Council accepting the work performed by Excavation West for the Hoag / Laventeure Intersection Improvements project in the amount of $868,087.57. ATTACHED: None  NEW BUSINESS ITEM: K DATE: June 12, 2024 TO: Mayor Donovan and City Council FROM: Stacie Pratschner, Development Services Director SUBJECT: REQUEST TO AUTHORIZE MAYOR TO SIGN A CONTRACT WITH OTAK: COMPREHENSIVE PLAN PERIODIC UPDATE RECOMMENDED ACTION: The Development Services Department respectfully requests that the City Council consider authorizing the Mayor to enter into a contract with Otak for purposes of supporting the periodic update of the Comprehensive Plan. INTRODUCTION/BACKGROUND: The Washington State Growth Management Act (GMA) requires that fully-planning jurisdictions like Mount Vernon periodically update their Comprehensive Plans. The update and review includes but is not limited population projections; housing; environment; and employment/industrial land supply. Otak will provide professional services to the City of Mount Vernon to update the Comprehensive Plan and its implementing development regulations in compliance with State law. RECOMMENDATION: The Development Services Department recommends that the City Council authorize the Mayor to enter into a contract with Otak for purposes of supporting the periodic update of the Comprehensive Plan. ATTACHED: Professional Services Agreement and Scope of Work