City Council

CITY OF MOUNT VERNON CITY COUNCIL MEETING AGENDA September 11, 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 August 28, 2024, Regular Council Meeting minutes B. Approval of September 5, 2024 Payroll checks numbered 112672 - 112690 direct deposit checks numbered 102196 - 102476, and wire transfers numbered 1369 - 1373 in the amount of $1,329,279.80 C. Approval of September 11, 2024, Claims numbered 27188 – 27309 in the amount of $1,789,970.50 Mount Vernon City Council Agenda September 11, 2024 Page 2 of 3 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. Approval of Agreement Amendments – Strider Construction (Staff is requesting approval of amendments 2 and 3 of Agreement 4423 with Strider Construction for the Influent Pump Station Header Upgrade project.) (required action – motion) (staff contact – Chris Phillips) B. Project Acceptance – Wastewater Treatment Plant Shop Building (Staff is requesting acceptance of the work performed by Valdez Construction for the Wastewater Treatment Plan Shop Building project.) (required action – motion) (staff contact –Chris Phillips) C. Approval of Agreement – Bell and Associates (Staff is requesting approval of an agreement with Bell and Associates for the 2024-2028 Solid Waste rate study.) (required action – motion) (staff contact – Chris Phillips) D. Approval of Ordinance – Solid Waste Collection Rates (Staff is requesting approval of the 2024-2028 Solid Waste Collection Rates with adoption of Ordinance 3896.) (required action – ordinance) (staff contact – Chris Phillips) E. Approval of Street Closure Requests (Staff is requesting approval of street and parking lot closure requests for a training event and a Women, Infants and Children Anniversary celebration.) (required action – motion) (staff contact – Jennifer Berner) F. Approval of Agreement Amendment – Washington State Department of Transportation (WSDOT) (Staff is requesting approval of amendment 1 to an agreement with WSDOT for the 30th Street Improvements-1 Project) (required action – motion) (staff contact – Frank Reinart) G. Approval of Agreement Amendment – Washington State Department of Transportation (WSDOT) (Staff is requesting approval of amendment 2 to an agreement with WSDOT for the Riverside Drive Improvements-2 Project) (required action – motion) (staff contact – Frank Reinart) Mount Vernon City Council Agenda September 11, 2024 Page 3 of 3 H. Approval of Agreement – HDR Engineering, Inc. (Staff is requesting approval of an agreement with HDR Engineering, Inc. for design services for the Park Street Pump Station Project.) (required action – motion) (staff contact – Blaine Chesterfield) 7. EXECUTIVE SESSION 8. ADJOURNMENT Next Ordinance 3896 Next Resolution 1059  NEW BUSINESS ITEM: A DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips, Public Works Director SUBJECT: WASTEWATER TREATMENT PLANT INFLUENT PUMP STATION HEADER UPGRADE – CONSTRUCTION CHANGE ORDERS NO 2 AND 3 RECOMMENDED ACTION: Staff recommends a motion authorizing the mayor to execute change orders 2 and 3 to the construction contract for the Wastewater Treatment Plant Influent Pump Station Header Upgrade with Strider Construction, Inc., of Bellingham, WA. INTRODUCTION/BACKGROUND: The Wastewater Treatment Plant Influent Pump Station (IPS) was constructed in 1988 and designed for a 6 MGD capacity. Currently, during peak winter flows, the pump station reaches flows as high as 24 MGD which far exceeds the safe operating range. This results in excessive energy usage and accelerated wear on the piping. The upgrade to the Influent Pump Station Header is essential to meeting the peak flow demand and eliminating the excessive wear to the existing header piping. FINDINGS/CONCLUSIONS: Change Order 2 removes an additional 6300 sf of existing asphalt that is failing. The area will be regraded and two 2-inch lifts of asphalt will be installed. The total cost of removal, regrading, and installation of new asphalt is $83,472.20. Change Order 3 is for the repair of shallow electrical lines that were damaged during demolition of an existing concrete slab. The cost of the repairs is expected to be no more than $35,990.21. The contracted amount for construction was $2,674,304. The addition of change orders 2 and 3 increases the overall project cost to $2,793,766.41. The Wastewater Utility has sufficient contingency funds to support these change orders. RECOMMENDATION: Staff recommends Council authorize the Mayor to execute Change Orders 2 and 3 for Wastewater Treatment Plant Influent Pump Station Header Upgrade with Strider Construction. ATTACHED: Change Order No. 2 Change Order No. 3  NEW BUSINESS ITEM: B DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips, Public Works Director SUBJECT: PROJECT ACCEPTANCE: WASTEWATER TREATMENT PLANT SHOP BUILDING RECOMMENDED ACTION: Staff recommends council accept the work completed by Valdez Construction on the Wastewater Treatment Plant Shop Building construction project. INTRODUCTION/BACKGROUND: The Wastewater Treatment Plant has several pieces of critical equipment that is currently stored outside including generators, pumps and vehicles. This equipment is critical to the operation of the Wastewater Treatment Plant and remote pump stations in emergent situations. This new garage at the WWTP provides an enclosed structure to store this equipment increasing its longevity and reliability. The garage will also provide needed space to perform routine maintenance on the equipment Additionally, this structure incorporates 140 solar panels to provide power to the facility and meet energy code requirements at a higher than required level. FINDINGS/CONCLUSIONS: Physical completion was achieved on June 20, 2024, in accordance with the plans and specifications. The final adjusted project amount was $1,606,557.92. RECOMMENDATION: Staff recommends Council accepting the work performed by Valdez Construction for the Wastewater Treatment Plant Shop Building project in the amount of $1,606,557.92. ATTACHED: None  NEW BUSINESS ITEM: C DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips – Public Works Director SUBJECT: BELL AND ASSOCIATES PROFESSIONAL SERVICES AGREEMENT RECOMMENDED ACTION: City Staff recommends City Council authorize the Mayor to sign the Professional Services Agreement with Bell and Associates for Solid Waste project management services through Dec 31, 2025. At that time if all signatories are in agreement, the contract may be extended through Dec 31, 2028. INTRODUCTION/BACKGROUND: The City has partnered with Bell and Associates for over a decade. During that time, Bell and Associates have provide timely, actionable and scientific background information for City Council to make informed decisions. FINDINGS/CONCLUSIONS: City Staff recommends continuing the partnership with Bell and Associates. RECOMMENDATION: City Staff recommends City Council authorize the Mayor to sign the Professional Services Agreement with Bell and Associates for Solid Waste project management services through Dec 31, 2025. At that time if all signatories are in agreement, the contract may be extended through Dec 31, 2028. ATTACHED: Professional Services Agreement and Schedule “A” attached.  NEW BUSINESS ITEM: D DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips – Public Works Director SUBJECT: 2024-2028 SOLID WASTE RATE STUDY RECOMMENDED ACTION: City Council authorize the Mayor to implement the 2024-2028 Solid Waste Rates as stated in the accompanying Ordinance which will be effective 14 October 2024 and repeal Ordinance 3895. INTRODUCTION/BACKGROUND: City Contractor, Mr. Chris Bell presented recommended changes to the 2022 Solid Waste Rate Study due to significant increase to County Transfer fees (increase of $27 per ton effective September 1, 2024), city salary schedule increases, and utility administration/material/supply increases associated with the current economic state resulting in a negative Solid Waste Utility Fund balance. FINDINGS/CONCLUSIONS: By implementing the following Solid Waste Utility rates, the Solid Waste Utility Enterprise Fund will increase its balance to $1.2M which is ~17% of its operating fund and provide approximately 3 months of operating capital in case an emergent issue arises. This is in line with the City’s General Fund balance reserves. RECOMMENDATION: City Council authorize the Mayor to implement the 2024-2028 Solid Waste Rates as stated in the accompanying Ordinance. ATTACHED: Ordinance Utility Customer Notice  NEW BUSINESS ITEM: E DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner, Director SUBJECT: PARKING LOT & STREET CLOSURE REQUESTS RECOMMENDED ACTION: Staff recommends Council approve the Parking Lot Closure Request for Friday September 13, 2024 for a WIC Celebration, and the Street Closure Request for Tuesday October 8, 2024 for a Hospital Training. INTRODUCTION/BACKGROUND: On Friday September 13th from 10am-3pm at the Skagit Riverwalk Park, the Washington State Department of Health is celebrating the 50th Anniversary of the Women, Infant, and Children (WIC) Supplemental Nutrition Program. State Representatives will be onsite to present various awards, the Governor will present a proclamation, and local WIC Authorized Growers will have display and information booths. On Tuesday October 8th from 6pm-8pm, with the assistance of Mount Vernon Police Department, Mount Vernon Fire Department, and Washington State Patrol, Skagit Regional Health is conducting a bomb threat exercise on their campus. FINDINGS/CONCLUSIONS: The Washington State Department of Health has requested the closure of public parking areas near Skagit Riverwalk Park to help accommodate parking for the out-of-town speakers, presenters, and guests of their celebration. The northern parking lot indicated in the attached map will be closed to the public and open to event guests only, until 3pm on Friday September 13th. The southern parking lot indicated in the attached map will not be closed and will be presented to event guests as available on a first come, first served basis. In order to safely conduct the Hospital training, Mount Vernon Police Department has requested the closure of E Kincaid Street for the duration of the exercise. RECOMMENDATION: Staff recommends Council approve the closure of the city parking lot north of the Skagit Riverwalk Park, between W Gates Street and W Montgomery Street, and the angled parking on Main Street that runs along the exterior of that parking lot from Thursday September 12th, 9pm until Friday September 13th, 3pm. Staff recommends Council approve the closure of E Kincaid Street from S 13th Street to S 15th Street on Tuesday October 8th from 6pm-8pm. ATTACHED: Parking Lot Closure Map – WIC 50th Anniversary Celebration Street Closure Request – Skagit Regional Health Training Exercise  NEW BUSINESS ITEM: F DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Frank Reinart, PE – City Engineer SUBJECT: SUPPLEMENT NO 1 TO LOCAL AGENCY AGREEMENT WITH WSDOT TO OBLIGATE ADDITIONAL FEDERAL FUNDS AWARDED FOR 30TH STREET IMPROVEMENT – 1 PROJECT RECOMMENDED ACTION: Staff recommends authorizing Mayor to execute Supplement Number 1 for the Local Agency Agreement with the Washington State Department of Transportation (WSDOT) to obligate additional federal transportation funding awarded for the 30th Street Improvement – 1 Project. INTRODUCTION/BACKGROUND: The City of Mount Vernon was originally awarded a federal transportation grant of $ 372,988 from the Surface Transportation Block Grant program (Federal Aid Number STPUS 7339(001)). This program awards federal transportation funding to projects prioritized and programmed by the Skagit Council of Governments (SCOG) as our regional-level Metropolitan Planning Organization supporting transportation projects. The original grant was matched with $ 58,212 in local funds. This grant was obligated with the WSDOT through a Local Agency Agreement (WSDOT Agreement Number LA10489) on August 12, 2022. As an approved Certified Agency to receive federal transportation funding, the City of Mount Vernon is required to use WSDOT forms to obligate federal grant funds to comply with applicable federal codes and regulations. The requirements and procedures to obligate grant funding are established in WSDOT’s Local Agency Guidelines (LAG Manual). One element of this project is the replacement of the culvert under 30th Street under the project surface. During 2021 when the funding application was submitted to SCOG for this project, culvert replacements were not identified as qualifying for federal transportation funds. Subsequently, federal transportation policy has recognized culvert replacements as an integral element of transportation projects and an acceptable design and construction expense for federal transportation grants. Accordingly, earlier in 2024, staff submitted a request to SCOG for an opportunity to receive redistributed federal transportation funding for this project. SCOG supported the request and WSDOT approved the redistribution of an additional $ 389,250 in federal transportation funds from the Surface Transportation Block Grant program. Approval notice from WSDOT to proceed with obligating the additional funding was received on August 27, 2024. These additional funds will be matched by $ 60,750 in local funds. FINDINGS/CONCLUSIONS: The City is required to execute a supplement to the Local Agency Agreement in order to formally obligate the additional federal transportation funds through redistributed obligation. As indicated previously, the City is required to use a WSDOT-issued form for this activity to comply with applicable federal codes and requirements. Sufficient local funding is available to support the additional local match requirement for Supplement Number 1. Once Supplement No 1 has been executed by both Mayor and WSDOT, the additional federal design/preliminary engineering funds will be available for use by this project. RECOMMENDATION: Motion to authorize the Mayor to execute Supplement Number 1 for the Local Agency Agreement with the Washington State Department of Transportation to obligate additional federal transportation funding awarded for the 30th Street Improvement – 1 Project. ATTACHED: 1. Mount Vernon_STPUS 7339(001) Form 140-041 for Supplement No 1  NEW BUSINESS ITEM: G DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Frank Reinart, PE – City Engineer SUBJECT: SUPPLEMENT NO 2 TO LOCAL AGENCY AGREEMENT WITH WSDOT TO OBLIGATE ADDITIONAL FEDERAL FUNDS AWARDED FOR RIVERSIDE DRIVE IMPROVEMENTS – 2 PROJECT RECOMMENDED ACTION: Staff recommends authorizing Mayor to execute Supplement Number 2 for the Local Agency Agreement with the Washington State Department of Transportation (WSDOT) to obligate additional federal transportation funding awarded for the Riverside Drive Improvements – 2 Project. INTRODUCTION/BACKGROUND: The City of Mount Vernon was originally awarded a federal transportation grant of $ 348,865 from the Surface Transportation Block Grant program (Federal Aid Number STPUS 7323(007)). This program awards federal transportation funding to projects prioritized and programmed by the Skagit Council of Governments (SCOG) as our regional-level Metropolitan Planning Organization supporting transportation projects. The original grant was matched with $ 54,447 in local funds. This grant was obligated with WSDOT through a Local Agency Agreement (WSDOT Agreement Number LA10416) on August 18, 2022. Subsequently, the City was awarded additional federal funding authorization, which was obligated by Supplement Number 1 to the Local Agency Agreement on August 23, 2023. Additional federal funds obligated through Supplement Number 1 was $ 259,500; which was matched by $ 40,500 in additional local funds. As an approved Certified Agency to receive federal transportation funding, the City of Mount Vernon is required to use WSDOT forms to obligate federal grant funds to comply with applicable federal codes and regulations. The requirements and procedures to obligate grant funding are established in WSDOT’s Local Agency Guidelines (LAG Manual). During 2021, when the funding application was submitted to SCOG for this project, the full extent of stormwater design requirements and related environmental studies required to address identification of the impact of 6PPD-quinone in street stormwater and its impact on salmonid species protected by the Endangered Species Act were not known. Additionally, estimates developed for the levels of design effort required to underground the overhead utilities on Riverside Drive were not fully knowable. Understanding for both factors has substantially improved during project design efforts to date. Accordingly, earlier in 2024, staff submitted a request to SCOG for an opportunity to receive redistributed federal transportation funding for this project. SCOG supported the request and WSDOT approved the redistribution of an additional $ 259,500 in federal transportation funds from the Surface Transportation Block Grant program. Approval notice from WSDOT to proceed with obligating the additional funding was received on August 27, 2024. These additional funds will be matched by $ 40,500 in local funds. FINDINGS/CONCLUSIONS: The City is required to execute a supplement to the Local Agency Agreement to formally obligate the additional federal transportation funds through redistributed obligation. As indicated previously, the City is required to use a WSDOT-issued form for this activity to comply with applicable federal codes and requirements. Sufficient local funding is available to support the additional local match requirement for Supplement Number 2. Once Supplement No 2 has been executed by both Mayor and WSDOT, the additional federal design/preliminary engineering funds will be available for use by this project. RECOMMENDATION: Motion to authorize the Mayor to execute Supplement Number 2 for the Local Agency Agreement with the Washington State Department of Transportation to obligate additional federal transportation funding awarded for the Riverside Drive Improvements – 2 Project. ATTACHED: 1. Mount Vernon_STPUS 7323(007) Form 140-041 for Supplement No 2  NEW BUSINESS ITEM: H DATE: September 11, 2024 TO: Mayor Donovan and City Council FROM: Blaine Chesterfield – Surface Water Utility Manager SUBJECT: ON-CALL PROFESSIONAL ENGINEERING SERVICES – CONTRACT AMENDMENT NO. 4 WITH HDR ENGINEERING, INC. RECOMMENDED ACTION: Staff recommends Council authorize the Mayor to execute Amendment No. 4 of the on-call professional services agreement with HDR Engineering Inc., to continue engineering design services for the Park Street Pump Station (PS). INTRODUCTION/BACKGROUND: Amendments No. 1 and 4 within the Wastewater Treatment Plant (WWTP) on-call professional engineering services agreement completes the 30% design for the Park Street Pump Station. Park Street Pump Station design Amendment No. 1 was an amount of $211,500 and this proposed Amendment No. 4 is $47,424 for a total cost of $258,924. The total cost of the WWTP On-call professional services agreement is for a total of $808,924.73. • The Park Street PS is dual-purpose stormwater and combined sewer overflow (CSO) facility. • The pump station was installed 90 plus years ago and still uses two of the original pumps. • The facility is well beyond its useful life expectancy. • The bypass system is unusable and will be redesigned to be more efficient. • Infrastructure improvements will make the facility more resilient in a large flood event. • A future budget requests will be required for project completion. FINDINGS/CONCLUSIONS: Due to HDR’s extensive experience with the WWTP and past work on the Park Street PS the City has been working with them on the planning and design. This work has included capacity analysis, alternatives analysis, 30% design, geotechnical and survey. The 30% design is nearing completion. The preferred alternative design requires additional structural calculations and drawings not included in the original contract. Previously un- scoped geotechnical analysis is also required to determine the infrastructure upgrades, budget, and schedule for the project. This pump station upgrade will enhance the City of Mount Vernon’s flood protection for the next 75 years. RECOMMENDATION: Motion to authorize the Mayor to execute Amendment No. 4 with HDR Engineering, Inc., to provide additional engineering and design services for upgrades to the Park Street Pump Station in the amount of $47,424. ATTACHED: Proposed “Professional Services Contract Amendment No. 4”