City Council

CITY OF MOUNT VERNON CITY COUNCIL MEETING AGENDA June 26, 2024, 7:00 p.m. Police Court Campus, 1805 Continental Place Revised - 6/24/2024 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 June 12, 2024, Regular Council Meeting minutes B. Approval of June 20, 2024 Payroll checks numbered 112570 - 112585, direct deposit checks numbered 100824 – 101087, and wire transfers numbered 1344 – 1348 in the amount of $1,541,371.82 Mount Vernon City Council Agenda June 26, 2024 Page 2 of 3 C. Approval of June 26, 2024, Claims numbered 26314 - 26479, in the amount of $4,827,035.81 D. Approval for the Cintas Service Agreement Extension E. Approval for Grant Funding from the WA State Dept. of Commerce 5. REPORTS A. Committees 1. Finance & Parks and Enrichment Services 2. Development Services B. Councilmember Comments C. Mayor’s Report D. Committee Agenda Requests 6. NEW BUSINESS A. Public Hearing for the Draft 2025-2030 Six-Year Transportation Improvement Program (Staff will present to Council the draft 2025-2030 Six-Year Transportation Improvement Program (TIP). This will be followed by a Public Hearing to invite public comment on the Six-Year TIP.) (required action – none) (staff contact – Frank Reinart) B. Approval to Amend the 2024 Adopted Budget (Staff is requesting approval of ordinance 3893 to amend the 2024 Adopted Budget.) (required action – ordinance) (staff contact – Doug Volesky) 7. EXECUTIVE SESSION 8. ADJOURNMENT COMMITTEE MEETING Finance & Parks and Enrichment Services 6:00 p.m. Next Ordinance 3893 Next Resolution 1058  CONSENT ITEM: D DATE: June 26, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips, Public Works Director SUBJECT: CINTAS SERVICE AGREEMENT EXTENSION RECOMMENDED ACTION: Council approval on the Cintas Service Agreement Extension INTRODUCTION/BACKGROUND: This memo is in reference to an extension to the service agreement with The Cintas Corporation to provide The City of Mount Vernon Street and Collections Departments with high visibility flame retardant uniforms. Due to our frequent exposure to open flames and hot material temperatures accompanied with our consistent need for increased visibility it is essential to furnish employees with the appropriate safety gear. Providing these services for the additional period will offer more efficient, effective and less costly service for the citizens of Mount Vernon thereby better serving the public. FINDINGS/CONCLUSIONS: Attached to this memo; Statewide Contract No. 25223 between State of Washington and Cintas Corporation and Cintas onboarding document. The pricing is based on the weekly cost for uniform rental and laundry service for the entire staff in each department. The estimated annual costs for each department are as follows: Street Department $12,388.69, Wastewater Collection $4,082.20, and Surface Water Collection $5,419.44, with a total annual cost of $21,890.33. The term of this Contract is twenty-four (24 months), commencing April 1, 2024, however if the Cintas Corporation has satisfactorily met the performance-based goals for the contract extension, the Washington State Department of Enterprise Services shall extend the term of the contract, by written amendment, for up to an additional thirty-six (36) months. RECOMMENDATION: Council approval on the Cintas Service Agreement Extension ATTACHED: • Washington State Agreement • Washington State Vendor Onboarding Mt Vernon  CONSENT ITEM: E DATE: June 26, 2024 TO: Mayor Donovan and City Council FROM: Stacie Pratschner, Development Services Director SUBJECT: REQUEST TO AUTHORIZE MAYOR TO SIGN A CONTRACT TO RECEIVE GRANT FUNDING FROM THE WASHINGTON STATE DEPARTMENT OF COMMERCE RECOMMENDED ACTION: The Development Services Department respectfully request that the City Council consider authorizing the Mayor to sign a contract with the Department of Commerce and receive grant funding totaling $125,000. INTRODUCTION/BACKGROUND: The Washington State Growth Management Act (GMA) requires that fully-planning jurisdictions like Mount Vernon periodically update their Comprehensive Plans. The Washington State Department of Commerce supports jurisdictions efforts through various means, including the awarding of non- competitive grant monies to help pay for the tasks required to complete the update. The attached contract includes provisions for releasing $62,500 of funding to the City this fiscal year, then releasing the remaining funding in 2025. These funds will help pay for the City’s Comprehensive Plan Consultant, Otak, to support the City in completing the periodic Comprehensive Plan update. RECOMMENDATION: The Development Services Department recommends that the City Council authorize the Mayor to enter into the contract with the Department of Commerce. ATTACHED: - GMA Periodic Update Grant: 2025 Jurisdiction  NEW BUSINESS ITEM: A DATE: June 26, 2024 TO: Mayor Donovan and City Council FROM: Frank Reinart, PE – City Engineer SUBJECT: COUNCIL PRESENTATION AND PUBLIC HEARING FOR DRAFT OF THE 2025-2030 SIX-YEAR TRANSPORTATION IMPROVEMENT PROGRAM RECOMMENDED ACTION: Open and Close Public Hearing INTRODUCTION/BACKGROUND: The City of Mount Vernon is required by the Revised Code of Washington (RCW), per RCW 35.77.010, to prepare and adopt a six-year Transportation Improvement Program (TIP). The TIP looks forward six years, counting from the year following adoption, and lists transportation- related capital improvement projects the City identifies to accomplish transportation goals and requirements identified by strategic planning. The TIP is updated on an annual basis, to allow for changes in the project list, changes in individual project scope, and/or changes in funding opportunity. Once adopted each year, the TIP is submitted to the Skagit Council of Governance, as the regional transportation planning agency, and the Washington State Department of Transportation (WSDOT), for inclusion in regional and state transportation improvement plans, respectively. The TIP includes information location/extents, scope, relative priority, estimate of costs, and funding strategy. The funding strategy identifies revenue sources, including both existing City revenues and external grants/loans for the purpose of demonstrating the TIP is feasible. However, longer-term funding options and sources are typically not secured at the time of each TIP update. The TIP also informs the preparation of the City’s annual budget, in particular the capital improvement plan. FINDINGS/CONCLUSIONS: The draft TIP will be presented to City Council for discussion, with a particular focus on the project identified for 2025 through 2027. Due to a recent staffing change for the City Engineer position in the Public Works Department, this draft TIP has not been significantly changed from the 2024-2029 TIP previously adopted. After presentation to Council, a Public Hearing can be opened to allow members of the public to comment upon the proposed draft TIP. A final version of the TIP will be brought to Council with a staff recommendation to adopt at one of the July City Council meetings. Final selection of which July meeting agenda for this will depend on City Council directions and comments, and/or public comments received during the Public Hearing. RECOMMENDATION: Open and close Public Hearing for public comment on the draft TIP, after Council receives a presentation of the draft TIP and provides comments. ATTACHED: 1. Public Hearing Notice 2. Draft 2025-2030 Transportation Improvement Program  CITY OF MOUNT VERNON, WASHINGTON NOTICE OF PUBLIC HEARING 2025-2030 SIX-YEAR TRANSPORTATION IMPROVEMENT PROGRAM NOTICE IS HEREBY GIVEN that the City Council of the City of Mount Vernon will hold a public hearing regarding the proposed 2025-2030 Six-Year Transportation Improvement Program on June 26, 2024. The public hearing will be held at City Council Chambers, 1805 Continental Place, Mount Vernon WA, beginning at 7:00 p.m. or as soon thereafter as possible. Copies of the proposed Six-Year Transportation Improvement Program are available for review:  At the City’s Transportation Improvement Program website https://www.mountvernonwa.gov/1086/Transportation-Improvement-Program- TIP  At the Public Works Department at 1024 Cleveland Ave, Mount Vernon For questions on the 2025-2030 Six-Year Transportation Improvement Program, please contact Frank Reinart, City Engineer, at (360) 336-6204. Dated this 14th day of June 2024. Becky Jensen, City Clerk Publish: Skagit Valley Herald June 15 & June 22, 2024 Mount Vernon 2025-2030 Six Year TIP Project List  City Wide – Local Street Improvements  City Wide – Signal Maintenance Program  City Wide – Sidewalk Gap Program  ADA Sidewalk Transition Program  Library Commons Project: Regional Transportation Supporting Elements  EV Vehicle Charging Facility – Mount Vernon Library Commons  EV Bicycle Charging Facility – Mount Vernon Library Commons  Riverside Drive Improvements – Phase 1  Riverside Drive Improvement – Phase 2  Fowler Trail Connection  30th Street Improvements – Phase 1  30th Street Improvements – Phase 2  Laventure Road Widening  13th Street/Broad Street Signal  Fir Street Widening  15th Street Sidewalk Improvements  River Dike Trail System – Phase 1  Broad Street Improvements  Martin Road Improvements  Laventure/Blackburn Intersection Improvement  Kulshan Trail Safety Lighting – Phase 2  Kulshan Trail Safety Lighting – Phase 3  Kulshan Trail Safety Lighting – Phase 4  Blackburn Road Widening – Phase 1  Kincaid Street Corridor Improvements  Hickox/I-5 Interchange Completion  18th Street/Blackburn Intersection Improvements  Blackburn Road Extension  30th Street Extension  Skagit River Pedestrian Bridge  DRAFT - City of Mount Vernon 2025-2030 Six-Year Transportation Improvement Program Expense Estimates Below Provided in Thousands of Dollars ($) Project Project 2025 2026 2027 2028 2029 2030 Project Priority No. Project Length (ft) PE ROW Constr PE ROW Constr PE ROW Constr PE ROW Constr PE ROW Constr PE ROW Constr Total City Wide - Street Improvements Program 1 T-00-02 (Pavement Preservation) N/A $1,300 $1,300 $1,300 $1,300 $1,300 $1,300 $7,800 2 T-07-02 City Wide - Signal Maintenance Program N/A $45 $45 $45 $45 $45 $45 $270 3 T-08-01 City Wide - Sidewalk Gap Program N/A $50 $50 $50 $50 $50 $50 $300 4 T-16-01 ADA Sidewalk Transition Program 1800 $100 $100 $100 $100 $100 $100 $600 15th Street Sidewalk Improvements 5 T-06-04 (Broad Street to Division Street - Eastside) 1650 $307 $307 Laventure Road Widening 6 T-06-07 (Hoag Road to Simgar Lane) 1150 $1,257 $1,257 Riverside Drive Improvement Project - Phase 2 7 T-20-01 (College Way to Skagit River Bridge) 2000 $50 $2,600 $2,650 30th Street Improvements - Phase 1 8 T-02-24a (College Way to Paul Place) 1400 $470 $2,371 $2,841 Kulshan Trail Safety Lighting - Phase 3 9 T-23-06 (Laventure Road to 30th Street) 2600 $55 $300 $355 Blackburn Road Extension (30% Design Ongoing) 10 T-94-21 (Little Mtn Road to Eaglemont Drive) 4800 $800 $100 $7,600 $8,500 Riverside Drive Improvement Project - Phase 1 11 T-19-03 (Cedar Street to College Way) 2950 $40 $200 $1,200 $3,048 $4,488 30th Street Improvements - Phase 2 12 T-02-24b (Fir Street to Manito Drive) 1400 $230 $15 $1,257 $1,502 Fowler Trail Connection 13 T-02-10 (Laventure Road to 27th Street) 2400 $95 $50 $520 $665 14 T-23-03 13th Street/Broad Street Signal N/A $150 $20 $650 $820 15 T-23-04 6th Street/Division Street Realignment 800 $100 $300 $400 Laventure Road/Blackburn Road Intersection 16 T-13-01 Improvement N/A $200 $1,008 $1,208 Broad Street Improvements 17 T-03-02 (Blodgett Road to 12th Street) 1370 $470 $100 $2,590 $3,160 Fir Street Widening 18 T-94-14 (30th Street to Waugh Road) 2600 $442 $150 $2,430 $3,022 Kulshan Trail Safety Lighting Phase 2 19 T-23-05 (18th Street to Laventure Road) 1350 $30 $175 $205 Martin Road Improvements 20 T-05-02 (Trumpeter Drive to McLaghlin Road) 2200 $357 $50 $1,959 $2,366 Blackburn Road Widening - Phase 1 21 T-94-19 (Cedar Hills Drive to Little Mountain Road) 1350 $300 $50 $1,660 $2,010 Project Project 2025 2026 2027 2028 2029 2030 Project Priority No. Project Length (ft) PE ROW Constr PE ROW Constr PE ROW Constr PE ROW Constr PE ROW Constr PE ROW Constr Total River Dike Trail System - Phase 1 22 T-02-13 (Division Street to City Limits) 2400 $53 $287 $340 Kulshan Trail Safety Lighting - Phase 4 23 T-23-07 (30th Street to Waugh Road) 2600 $55 $300 $355 Kincaid Street Corridor Improvements 24 T-19-04 (3rd Street to I-5) 1100 $1,200 $800 $8,000 $10,000 Hickox Road/I-5 Interchange Completion 25 T-05-09 (Hickox Road & I-5) N/A $1,242 $800 $5,613 $7,655 18th Street/Blackburn Road Intersection 26 T-07-06 Improvements N/A $327 $40 $1,757 $2,124 30th Street Extension 27 T-02-06 (Blackburn Road to 30th Street end) 670 $266 $1,462 $1,728 Skagit River Pedestrian Bridge 28 T-17-02 (Main Street to Ball Street) 500 $2,190 $300 $11,920 $14,410 N/A T-21-01 Regional Transportation Supporting Elements - Library Completion and Closeout - Commons Project 300 Late 2024 to Early 2025 N/A T-23-01 Completion and Closeout - EV Vehicle Charging Facility - Library Commons Project N/A Late 2024 to Early 2025 N/A T-23-02 EV Bicycle Charging Facility - Library Commons Project Completion and Closeout - N/A Late 2024 to Early 2025 PE = Preliminary Engineering Subtotals $1,360 $100 $3,059 $255 $1,200 $6,466 $475 $85 $4,843 $1,212 $250 $3,922 $795 $100 $7,823 $5,225 $1,940 $42,228 $81,338 ROW= Right of Way Totals $4,519 $7,921 $5,403 $5,384 $8,718 $49,393 $81,338 Constr = Construction Program Total $81,338  NEW BUSINESS ITEM B DATE: June 26, 2024 TO: Mayor Donovan and City Council FROM: Doug Volesky, Finance Director SUBJECT: 2024 BUDGET AMENDMENT RECOMMENDED ACTION: A request for Council to approve an ordinance to amend the 2024 Adopted City Budget. INTRODUCTION/BACKGROUND: The 2024 Budget Amendment includes the following: 1. The Attorney’s Office requires an increase in the budgeted FTE by 0.50 to increase the current 0.50 Part-Time Office Assistant to 1.00 Full-Time Office Assistant position. This is required due to increased workload and upcoming mandates. This also requires an increase in its expenditure appropriation of $20,000 which will be covered by current vacancy savings. 2. The Public Works Department (F001-11) requires an increase in the budgeted FTE for one Senior Engineer Position starting in September 2024. This position will manage various projects; develop street, sidewalk and utility construction designs; oversee construction processes, schedules, site/project budgets; manage the work of consultants, contractors, and inspectors; review and approve material submittals; conducts site visits from Pre-construction to project acceptance to monitor project progress. Additionally, this position will prepare technical reports, calculations, drawings/plans/maps; write specifications and bid/contract documents for professional services and construction projects. The City is not requesting any additional funding with this request and will be using savings by delaying the hiring of the Facility Manager position. 3. The Finance Department (F001-04) requires an increase in appropriated expenditures in the amount of $24,000 for the cost and implementation of the RAMP Purchasing Card Program. These costs will be offset by a 1.5% rebate on all transactions using the card.  4. The Human Resources Department (F001-06) requires an increase in appropriated expenditures in the amount of $20,000 for the need to conduct a compensation study on non-represented positions. In 2021 the City conducted a classification and compensation study. In May 2022 the City adjusted the non-represented salary schedule based on the results of the 2021 study. Since the 2022 implementation there have been high CPIs resulting in high cost of living adjustments at our comparable and competitive jurisdictions. The City is finding it difficult to recruit positions due to lower wages. The compensation study would only focus on base wages, not job classifications or benefits. The City conducts compensation studies for its represented employees’ positions when we are in negotiations with the bargaining unit. The cost of this request will be recovered by estimated vacancy savings in 2024. 5. The CDBG Entitlement Grant (001-97) requires an increase in appropriated revenues and expenditures in the amount of $648,413. This amount is for expenditures that were not included in the 2024 budget. The Friendship House was provided $488,689 for the purchase of property on 407 S 10th Street. The remainder amount is for the debt service payment of principal in the amount of $113,000 and interest of 46,724 for the HUD 108 loan for the MVLC Project. These expenditures are reimbursed by the CDBG entitlement revenue. 6. The Wastewater Utility fund (F401) requires an increase in appropriated expenditures in the amount of $556,000 for the payment of principal and interest to the Department of Ecology for the budgeted 2023 financing payment of the Wastewater Treatment Center. The 2023 invoice was not received or was misplaced and the City was notified in 2024 of the missing payment. The payment was forced to come out of the 2024 appropriation. This is not an additional cost, just being paid out of a different year. This payment will be offset by reserves in this fund. 7. The Mount Vernon Library Commons fund (F301) needs to increase its appropriation to reverse a $2,000,000 transfer-in that was received from the American Rescue Plan Act (ARPA) fund (F121). 8. The ARPA fund needs to increase its appropriation by $2,000,000 to reverse the transfer-out to the MVLC fund. The ARPA fund also needs to increase its 2024 budgeted appropriation to be able to expend the $2,000,000 funds accordingly to the Council approved expenditure plan. FINDINGS/CONCLUSIONS: As these increases in appropriations were not included in the 2024 adopted budget, these budget amendments are necessary to complete and properly record these transactions. All listed funds have available funding for these expenditures. RECOMMENDATION: City staff is requesting Council to approve ordinance 3893 to amend the 2024 Adopted Budget. ATTACHED: Ordinance 3893