City Council

NOTICE OF SPECIAL MEETING Mount Vernon City Council PLEASE TAKE NOTICE that the Mount Vernon City Council will be holding a special meeting on Monday December 2, 2024, at 5:00 p.m. The meeting will be held at the Police/Court Campus, 1805 Continental Place, Mount Vernon, WA. The purpose of this meeting is to discuss the items listed on the attached agenda. Becky Jensen City Clerk Copies provided to: Beaton Brocksmith Carias Hudson Molenaar Tercero Vander Stoep KBRC KAPS Skagit Publishing Skagit County Commissioners  CITY OF MOUNT VERNON SPECIAL MEETING AGENDA December 2, 2024, 5:00 p.m. Police Court Campus, 1805 Continental Place 1. Approval of Agenda 2. Public Comment 3. Public Hearing and Approval of Ordinance – 2025 City Budget (City staff is requesting approval of the 2025 City Budget with Ordinance 3901, following a public hearing.) (required action –Ordinance) (staff contact – Doug Volesky) 4. Public Hearing and Approval of Ordinance – Permit Fees (City staff is requesting approval of the updated Development Services Permit Fees with Ordinance 3902, following a public hearing.) (required action – Ordinance) (staff contact – Stacie Pratschner) 5. Approval of Purchase of Equipment (Staff is requesting approval of the purchase of equipment for the Parks Department.) (required action – motion) (Staff contract – Jennifer Berner) 6. Approval of Agreement – At Work Commercial Enterprise, LLC (Staff is requesting approval of an agreement with At Work Commercial Enterprise, LLC to provide landscape maintenance services.) (required action – motion) (Staff contract – Jennifer Berner) 7. Approval of Agreement - Rubens Landscape and Asphalt (Staff is requesting approval of an agreement with Rubens Landscape and Asphalt to remove and replace asphalt.) (required action – motion) (Staff contract – Jennifer Berner) 8. Approval of Agreement – Dick’s Towing (Staff is requesting approval of an agreement with Dick’s Towing for Police Department towing services.) (required action – motion) (Staff contract –Jennifer Berner) Mount Vernon City Council Agenda November 13, 2024 Page 2 of 2 9. Approval of Agreement – Northwest Educational Service District, Skagit County School Districts and Skagit County Law Enforcement Agencies (Staff is requesting approval of an interlocal agreement with Northwest Education Service District, Skagit County School Districts, and Skagit County Law Enforcement agencies for a Handle With Care program.) (required action – motion) (Staff contract – Dan Christman) 10.Approval of Agreement – Valdez Construction, Inc. (Staff is requesting approval of an agreement with Valdez Construction, Inc. for the Library Facility and Finance Department Front Desk Demolition project.) (required action – motion) (Staff contract – Chris Phillips) 11.Approval of Agreement – Valdez Construction, Inc. (Staff is requesting approval of an agreement with Valdez Construction, Inc. for the Mount Vernon “Old” Library Facility and Hillcrest Park Tenant Improvements.) (required action – motion) (Staff contract – Chris Phillips) 12.Meeting Cancellation – December 25, 2024 (Council may make a motion to cancel the December 25, 2024, Regular City Council meeting.) (required action – motion) (Staff contract – Mayor Donovan) 13.Adjourn  ITEM 3 DATE: December 2, 2024 TO: Mayor Donovan and City Council FROM: Doug Volesky, Finance Director SUBJECT: PUBLIC HEARING ON THE 2025 CITY BUDGET RECOMMENDED ACTION: The City will hold a public hearing to present and take comment on the 2025 City budget. INTRODUCTION/BACKGROUND: The City of Mount Vernon is required to hold a public hearing to discuss the 2025 proposed budget. Following a public hearing and discussion of the proposed budget, City Council may then adopt the budget which must be adopted prior to the beginning of the ensuing year. FINDINGS/CONCLUSIONS: The attached preliminary budget document with the Mayor’s submittal letter summarizes the detailed information the City Council has in their 2025 budget binders. During discussions with the City Council there have been some adjustments to the preliminary budget document. These items include: 1. F001 General Fund: o F001-01 City Council:  Decrease expenditures by $113,968 for moving the following line items to F001- 99 Non-Departmental: • Assoc. of WA Cities Dues $29,888 • Economic Development Association 10,000 • Friendship House Contributions 5,000 • Skagit Domestic Violence Services 4,000 • Skagit County Senior Services 65,080  o F001-08 Police Department:  Authorize 3.00 Police Officer positions in 2025 but remain unfunded.  Add 2.00 Police Officer positions starting on 7/1/2025. Increase of $148,732. o F001-09 Fire Department:  Decrease salary and benefits line item by $83,190. This adjustment is to move 50% of the Nurse Practitioner position from Fire back to F123 for Integrated Outreach Services where it was originally funded.  Reduce overtime expenditures by $105,000.  Office Assistant II position, unfund until 1/1/2026. Reduction of $57,080.  Authorize 3.00 Firefighter Paramedic positions in 2025 but remain unfunded.  Add 3.00 Firefighter positions starting on 8/01/2025. Increase of $180,078. o F001-99 Non-Departmental:  Decrease Skagit County Department of Emergency Management (DEM) expense line by $14,374 for new estimate provided.  Increase revenues by $100,000 to account for increases in Development Services Fees.  Increase expenditures in the amount of $40,000 to increase the amount to the MV Downtown Association for the Main Street Program.  Decrease expenditures in the amount of $30,000 to account for credit received from DOR’s Main Street Program.  Increase expenditures by $113,968 for moving the following line items from F001-01 City Council: • Assoc. of WA Cities Dues $29,888 • Economic Development Association 10,000 • Friendship House Contributions 5,000 • Skagit Domestic Violence Services 4,000 • Skagit County Senior Services 65,080 2. F106 Tourism Promotion Fund: o Increase expense by $7,500. This adjustment is a recommendation from the LTAC to award Bakerview BMX funding for gate and fencing improvements. 3. F123 Affordable Housing Sales & Use Tax HB1590 – 40%: o Increase salary and benefits line item by $83,190. This adjustment is to move 50% of the Nurse Practitioner position from Fire back to F123 for Integrated Outreach Services where it was originally funded. 4. F501 Equipment Rental and Reserve Fund: o Increase fuel expense line by $52,500. This adjustment was correctly distributed to other funds budget lines through interfund allocations but was not adjusted in the F501 budget. o Increase the vehicle & equipment capital expense line by $185,000. Adjustment is for a portable generator in Surface Water and 2 electric heavy-duty haulers and a John Deere  mower in Wastewater. These items are fully funded and scheduled for replacements in F501. This public hearing will include the updated budget numbers. The City budget as proposed consists of 43 funds and supports 267 full-time and approximately 57 part- time employees. The total 2025 proposed budget for the City of Mount Vernon is $104,070,912, which is a 22.1% decrease compared to the 2024 budget. This decrease is due mainly to large capital projects with corresponding revenues and expenditures. Total governmental operating fund budgets for 2025 total $47,340,415, a 10.0% increase compared to 2024. The preliminary budget will continue to be adjusted per Council’s direction prior to adoption, with a detailed list of these adjustments. The attached preliminary budget document has not been adjusted for any of these additional modifications. RECOMMENDATION: - Staff recommend Council adopt Ordinance No. 3901 to adopt the 2025 Budget. ATTACHED: - 2025 Budget Ordinance No. 3901 - 2025 Preliminary Budget Document  ITEM 4 DATE: December 2, 2024 TO: Mayor Donovan and City Council FROM: Stacie Pratschner, Development Services Director SUBJECT: PUBLIC HEARING ON PROPOSED UPDATED FEE SCHEDULES RECOMMENDED ACTION: Staff respectively requests that City Council hold a public hearing and accept public testimony on the proposed updates to the Development Services fee schedules contained in the accompanying Ordinance. INTRODUCTION/BACKGROUND: In October 2024, the Mayor and Council requested that the Department provide updates to the City’s building, engineering, and planning fees to be considered as part of the 2025 City Budget. The purpose of the request is to create additional revenue in the City’s general fund that can help support the creation of additional Fire and Police staff positions. On November 6, the Department introduced a first draft of the proposed changes to City Council. The Council continued deliberations of the updates on November 13. FINDINGS/CONCLUSIONS: • A notice of public hearing for the proposed updates to the Development Services fee schedules was published in the Skagit Valley Herald and was posted on the City’s permit portal and website on November 21, 2024. • Updates to fees are not classified as development regulations; and as such, these updates are not subject to the SEPA process, or the process required under the Growth Management Act (RCW 36.70A). • The proposed updates to the Fee Schedules are consistent with RCW 43.21C.420(6), .428, and RCW 35.91.020. RECOMMENDATION: Hold a public hearing and accept testimony on the proposed updates. ATTACHED: • Proposed Ordinance  ITEM 5 DATE: December 11, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner, Parks & Enrichment Services Director SUBJECT: PURCHASE OF PARKS DEPARTMENT EQUIPMENT RECOMMENDED ACTION: Staff recommends Council approve the purchase of new equipment for the Parks Department. INTRODUCTION/BACKGROUND: Due to the availability of additional ARPA funds, the Parks Department is requesting the purchase of new equipment for the Parks Department. The new equipment includes a Brush Chipper at $76,234.75, a Dingo with attachments (compact utility loader) for $70,095.73 and a Roller at $41,315.71. The Parks Department’s current chipper is a hand-me-down from the Streets Department, is old, and unreliable. The Parks Department does a lot of tree work and having a reliable chipper is key to getting work done quickly. The Dingo and Roller are much needed new additions to the Parks Department equipment arsenal. These are pieces of equipment that are rented throughout the year, having them available when needed will provide better efficiency. FINDINGS/CONCLUSIONS: None RECOMMENDATION: Staff requests Council’s approval to purchase new parks equipment to include a Branch Chipper, Dingo, and Roller for a total of $187,646.19 ATTACHED: Intent to purchase quotes for the Chipper, Dingo, and Roller.  ITEM 6 DATE: December 11, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner, Parks & Enrichment Services Director SUBJECT: AWARD OF LANDSCAPE MAINTENANCE AGREEMENT RECOMMENDED ACTION: Staff recommends Council authorize the Mayor to enter into an Agreement with AtWork Commercial Enterprises LLC to provide landscape maintenance for right-of-way areas and planter beds. INTRODUCTION/BACKGROUND: The Parks and Enrichment Services Department advertised an invitation to bid for landscape maintenance of turf, rights-of-way, and planter bed areas for 2025. The bid opened on October 10 and closed on October 31, 2024, with four (4) bids received. Atwork Commercial Enterprises LLC was the lowest responsive bidder with a bid of $38,227.97. The other three responses were $49,427.84, $127,187.20 and $230,002.15. The City has contracted maintenance of specific Right-of-Way areas to provide a higher level of service to these spaces. This also allows the Park staff to remain focused on the maintenance of the park properties, which allows for a higher level of park maintenance. The contracted work begins in March and runs through October. For some locations the level of service is adjusted seasonally, for example some spaces are attended to once a month March – June and then dropped back to once every other week July – October. FINDINGS/CONCLUSIONS: None RECOMMENDATION: Staff requests approval for the Mayor to enter into an agreement with AtWork Commercial Enterprises LLC to provide landscape maintenance for specific turf areas, right-of-way spaces, and planter beds for 2025. ATTACHED: Landscape Maintenance Agreement w/maps and insurance  ITEM 7 DATE: December 2, 2024 TO: Mayor Donovan and City Council FROM: Jennifer Berner, Parks & Enrichment Services Director SUBJECT: TRUMPETER TRAIL ASPHALT REPLACMENT AGREEMENT RECOMMENDED ACTION: Staff recommends entering into an Agreement with Rubens Landscape and Asphalt to remove and replace asphalt along Trumpeter Trail. INTRODUCTION/BACKGROUND: The north section of Trumpeter Trail has sections that have root damaged asphalt causing the trail to be uneven to walk or ride a bike. This work will remove and replace the asphalt of about 5 acres/3657 sqft. of the most damaged sections of north Trumpeter Trail. FINDINGS/CONCLUSIONS: None RECOMMENDATION: Staff requests approval for the Mayor to enter into an agreement with Rubens Landscape and Asphalt to remove and replace asphalt along sections of Trumpeter Trail. ATTACHED: Asphalt Replacement Agreement ITEM 8 ITEM 9  ITEM 10 DATE: December 2, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips, Public Works Director SUBJECT: BID AWARD AND APPROVAL OF CONTRACT: MOUNT VERNON LIBRARY FACILITY AND FINANCE DEPARTMENT FRONT DESK DEMOLITION RECOMMENDED ACTION: Staff recommends approval of the bid award to Valdez Construction, Inc. and authorization for the Mayor to execute a contract for the Mount Vernon “Old” Library and Finance Department Front Desk Demolition Project for their bid in the amount of $236,290.52 which includes sales tax. INTRODUCTION/BACKGROUND: This project plans to complete the summary work indicated below at two City facility locations:  Front desk area of the Finance Department o Work to include removal and disposal of existing framed glass, metal and desk space; installation of a temporary plywood framed enclosure until permanent improvements can be completed by a future contract.  Old library building o Work to include demolition of three bathroom interiors, including removal of tile and appurtenances; and removal and disposal of bookshelves, desks, partitions, carpet, tables, chairs, and other interior furnishings/items designated by City staff. This project is funded with American Rescue Plan Act (ARPA) funds FINDINGS/CONCLUSIONS: The City advertised for bids for this project on September 20, 2024. As the project is federally funded, advertisements were released in both the Skagit Herald (the City’s newspaper-of-record) and the Daily Journal of Commerce. Bids were received and opened on November 7, 2024. Two bids were received. The apparent low bidder voluntarily withdrew their bid. Valdez Construction, Inc. was therefore determined to have provided the lowest responsive bid from a responsible bidder. RECOMMENDATION: Staff recommends approval of the bid award to Valdez Construction, Inc. and authorization for the Mayor to execute a contract for the Mount Vernon “Old” Library and Finance Department Front Desk Demolition Project for their bid in the amount of $236,290.52 which includes sales tax. ATTACHED: Contract  ITEM: 11 DATE: December 2, 2024 TO: Mayor Donovan and City Council FROM: Chris Phillips, Public Works Director SUBJECT: BID AWARD AND APPROVAL OF CONTRACT: MOUNT VERNON “OLD” LIBRARY BUILDING AND HILLCREST PARK TENANT IMPROVEMENTS RECOMMENDED ACTION: Staff recommends approval of the bid award to Valdez Construction, Inc., and authorization for the Mayor to execute a contract for the Mount Vernon “Old” Library and Hillcrest Park Tenant Improvements Project in the amount of $339,688.55, which includes sales tax. INTRODUCTION/BACKGROUND: This project includes interior renovations and tenant improvements to be constructed for both the “Old” Library building and the Hillcrest Park Recreation Building. Tenant improvements for the “Old” Library building may be completed either simultaneous and/or subsequent to interior demolition work performed under a separate public works contract. This project is funded with American Rescue Plan Act (ARPA) funds. FINDINGS/CONCLUSIONS: The City advertised for bids for this project on September 20, 2024. As the project is federally funded, advertisements were released in both the Skagit Valley Herald (the City’s newspaper-of-record) and the Daily Journal of Commerce. Bids were received and opened on November 7, 2024. Two bids were received. Valdez Construction, Inc., provided the lowest responsive bid from a responsible bidder. RECOMMENDATION: Staff recommends approval of the bid award to Valdez Construction, Inc., and authorization for the Mayor to execute a contract for the Mount Vernon “Old” Library and Hillcrest Park Tenant Improvements Project in the amount of $339,688.55, which includes sales tax. ATTACHED: Contract