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HomeMy WebLinkAbout12-18-2000I. CALL TO ORDER: Chair Sue Singer called the meeting to order at 6:00 pm. Members present: Chair Sue Singer, Vice Chair Rich Wagner, Councilmember Trish B~>rden. Others present included: Mayor Chuck Booth, Chief Russ Vandver, Fire Marshal Dave Smith, Chief Jim Kelly, Plan. Dir. Paul Krauss, Solid Waste Spec. Sharon Conroy, Parks Dir. Dick Deal, City Engr. Dennis Dowdy, Guest-Doug Campbell and Secretary Jeanne Herold. II. CONSENT: Chair Singer stated that the agenda was quite lengthy and asked the Committee members if they could identify which issues on the consent agenda that they had questions about, hold those, and then entertain a motion to pass the rest in mass in order to save time. Resolution No. 3297: Resolution 3297 is an Interlocal Cooperative Agreement, that is an Operational Agreement for the Combined Emergency Service Units of Tukwila, Renton, Kent, Port of Seattle Authority and Auburn. Surplus Property: VCR by Police Department and Canon NP3825 Copier by Fire Department. Ordinance No. 5494: Ordinance No. 5494 is an Ordinance of the City Council of the City of Auburn, King County, Washington, authorizing the Mayor to accept a grant from the State of Washington, Department of Transportation, Division of Aviation grant funds in the amount of thirty six thousand, four hundred dollars ($36,400) to pay for 90% of the cost in purchasing a "Superunicom" to be installed at Auburn Municipal Airport. Vice Chair Wagner made a motion to recommend approval of the consent agenda items above with the exception of items 2, 3 and 6. Councilmember Borden seconded the motion. Chair Singer concurred. Solid Waste Consultant Agreement: Chair Singer stated that she had asked Mayor Booth if there was a possibility of getting this on the Council Agenda. Dennis Dowdy stated that it was scheduled for the Council Agenda. Mayor Booth explained that he had held it back because he felt that this Committee was not comfortable with it; Mayor Booth explained that it is not known just exactly what kind of service that the City is going to be able to promulgate and what kind of participation that is going to be able to be ensured, so the City needs some latitude. Consequently, that may mean looking at the possibility of going with a consultant to take a look at those issues. Those issues need to then be brought back to the Committee and then a decision needs to be made at that point whether to go for an invitation for bid or not. The portion of the budget that will come to Council will be the range from 35,000 to 60,000. Municipal Services Committee Meeting 1 December 18, 2000 Mayor Booth asked Ms. Conroy for what purpose the Consultant would be used. Sharon Conroy explained that the Consultant would be used to accomplish the first three tasks, which are: Task 1 - Review Contracts and Ordinances Task 2 - Review Rates and Provide Comparison with Other Puget Sound Communities Task 3 - Decision Process: Preferred Structure, Bid or Negotiate The amount for this scope of work would be $8,650 plus $1,800 for the bid or negotiating strategy. Councilmember Wagner made a motion to recommend approval of the contract with the stipulation that there is a review after Task 3. Councilmember Borden seconded the motion. Chair Singer concurred. Councilmember Borden asked if there was a time line as to when Task 3 would be done. Ms. Conroy stated for Task 1 and 2 it would take roughly three weeks to a month and for Task 3, an additional two weeks. Resolution No. 3262: Dennis Dowdy asked for approval of Resolution No. 3262. A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a Cable Television Consultant Services Agreement between the City and 3-H Cable Communications Consultants for 2001. Vice Chair Wagner asked Mr. Dowdy if he had received a copy of the Annual Report this year. Mr. Dowdy stated that he believed he had earlier in the year. Mr. Wagner stated that he thought 3-H Cable was supposed to track customer satisfaction. Mr. Dowdy stated that in the last five or six reports that have come in, they've all been very satisfactory in terms of response, to the number of calls responded to, and it was all laid out in statistical form. The report every month from AT&T. Vice Chair Wagner asked about the last agreement with AT&T/TCI, and if the City had the option to have televised Council meetings at no cost. Dennis Dowdy stated that he thought that was still in the old franchise agreement with TCI but how much of that is applicable with AT&T assumption, he wasn't sure. The City has made significant progress on negotiating the public access channel and Lon Hurd will be coming back in the very near future to give an update to the Committee. It would definitely require Lon Hurd's consultation should the City go to televised Council meetings. Chair Singer stated that she felt Lon Hurd needed to speak to the Committee on the service issues. Chair Wagner made a motion to recommend adoption of Resolution 3262, along with a request for a copy of the 3-H Cable report. Councilmember Borden seconded the motion. Chair Singer concurred. Resolution No. 3308: Dick Deal asked for approval of Resolution No. 3308. A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk of the City of Auburn to execute an agreement for professional services on Auburn Golf Course between the City and Douglas J. Campbell. Mr. Deal explained that the City has managed the Auburn Golf Course since 1986. Prior to that the entire operation was leased out. In 1986 Kevin Van was hired as the Green's Superintendent and Doug Campbell as Auburn's PGA Professional. Municipal Services Committee Meeting 2 December 18, 2000 The contract before the Committee had a few changes from the past. Each time the contract is reviewed, it has to make sure it meets Auburn's needs going into the next five-year period. The main changes in this year's contract include: 1)Snack Cart: "Trial operation of a snack cart on the course for a minimum of one year. Mr. Campbell has agreed to try it for one year. Next year Auburn will have a cart on the course on a regular basis during the busier play times. 2)Improved Marshaling: There was a portion of the contract that addressed course marshaling and it has been tightened up and made clearer. The course marshal helps manage the speed of play but also helps identify problems and brings them to the attention of the Administration. 3)Maintenance: The maintenance portion is spelled out much more clearly as to the procedures, routine, and the schedule required for maintenance of the course. 4)Power Carts: As the population ages the number of people that want to ride a power cart increases as well. Auburn has dramatically increased the size of the fleet. The course previously had a minimum of 15 but has upped it to 40. It's a service and it's at Mr. Campbell's expense. 5}Marketing, Plan: Golf has become a very competitive business with all the new courses in the area in the last eight or ten years. There has been money in the budget for advertising each year but starting next year there will be $8,000 for a plan. Mr. Campbell will match that with $4,000 of his income and Auburn will have a minimum of an $8,000 a year marketing plan that will be used to promote the golf course to try to encourage more leagues and tournaments and to get the word out about our golf course. 6}Pro Shop Merchandising,: Language has been added regarding merchandise in the Pro Shop. It's not been an issue but it's something that Mr. Deal has noticed other contracts have shown up with in the last few years. Mr. Deal thought there should be a minimum of $35,000 of the latest in golf course merchandise and supplies in the Pro Shop during the busier time oftbe year. Mr. Deal explained that he has looked into what it would take for the City to manage the Green fee collection. With the course open this year 365 days, it takes as many as 17 people for Mr. Campbell to manage the course during the long days of the summer. To use City employees, it would take a minimum of 3 full time people plus a lot of part time help. Right now there's not enough revenue generated to take that on as a City task and do it as cheaply as Mr. Campbell can do it. Chair Wagner asked how many carts Auburn had now compared to the 40. Mr. Deal explained that there are 50 carts now. The old contract called for only 15 but the use of carts has gone up quite dramatically in the last few years so Mr. Campbell has tried to keep up with that. To keep up with that demand Mr. Deal felt it should be addressed in the contract. It also talks about cart storage and cart maintenance. Section 10.10 of the Auburn Golf Course Agreement regarding construction of a clubhouse was discussed. Chair Singer stated that the wording may need to be changed. Mr. Deal explained that there is a site plan for a clubhouse that has been in existence for about eight or nine years. If funding were available in the next year or two Mr. Deal would like to proceed with plans for a new clubhouse, which would be an enhancement to what Auburn already has. Again, if someone were to come along and want to run a full scale restaurant, that's the type of thing that would Municipal Services Committee Meeting 3 December 18, 2000 require a re-visit on the lease because that is not the way the lease is written now. Mr. Deal agreed to comply with the Committee's wishes. Chair Singer wondered if the language was flexible enough. Councilmember Borden wondered if the language in Section I0.10 covers an RFP or if it's just tweeking the contract already in existence. If in the future an RFP is desired then the Section should state that. Mr. Deal stated he would talk to City Attorney Mike Reynolds and have the language clarified. Vice Chair Wagner made a motion to recommend adoption of Resolution No. 3308 with new language for Section 10.10 that requires the City Attorney to clarify the language that refers to substantial clubhouse improvements and would activate the City's right to pursue an RFP. Councilmember Borden seconded the motion. Chair Singer concurred. HI INFORMATION/DISCUSSION: Commercial Garbage Billim, Collection: Diane Supler was asked to speak on the Commercial Garbage Billing Collection. Ms. Supler passed out a copy of the Solid Waste Utility Accounts Receivable Analysis. Ms. Supler stated that there were some questions regarding back billing. The City's policy is to go back three years. The City has a lot &difficulty collecting delinquent solid waste accounts. In the Auburn City Code there is a policy that there is mandatory garbage service and it cannot, NOT be collected. So, when the City has a tenant in an account that isn't paying, the City still collects. Ms. Supler stated that the City has always felt like their hands are tied particularly in the solid waste utility as far as being a li~tle more aggressive in collection. The City has been sending out more letters but Ms. Supler stated that she thinks the majority &these folks realize that City's current policy is to have mandatory garbage collection. There's not much Finance can do. Ms. Supler did state that Finance is working with Legal to see if there is some other alternatives that can be reported to this Committee in an attempt to be a little more aggressive in collection of delinquent accounts. Solid Waste Consultant Agreement: Dennis Dowdy stated that Ms. Conroy just brought to his attention, the second part of the City staff recommendation, which was the extension of the existing contract. Schedule is somewhat of a concern that a 3-month extension would be adequate. Staff recommendation is that Council approves a 6-month extension on the existing contract. Chair Wagner made a motion as an addendum to the previous motion in regard to the Solid Waste Utility Account, recommend a 6 month extension with a 90 day termination notice of the current contract. Councilmember Borden seconded the motion. Chair Singer concurred. Chair Singer stated that she thought there was a discrepancy in the minutes of December 4th regarding the Golf Course Professional Services Contract. The minutes stated that Committee of Park Board Staff and a Finance Representative studied the contract." However, under the contract information provided by Mr. Deal, it stated that ".4 Park Board Committee reviewed the existing contract." Mr. Deal clarified this by stating that the Park Board Committee was comprised of two Parks Dept. personnel and one person from the Finance Dept. Auburn Master Plan Update Newsletter: Paul Krauss explained that he included the newsletter as an information item. There have been several meetings of the task force and one open house. The process is going quite smoothly. Municipal Services Committee Meeting 4 December 18, 2000 Fireworks: Fire Marshal Dave Smith explained that Chief Kelly asked him to give some additional information regarding a futura fireworks ban. F/M Smith put together informational packets with some national code groups that deal with fireworks. He passed out the packets for the Committee's information. F/M Smith and Chief Kelly will be re-visiting the issue, when getting closer to the summer months. For the record, the Fire Department supports the Police Department in their efforts for a fireworks ban. Chief Kelly followed up on a question that Vice Chair Wagner had regarding Yakima. Contact was made with Yakima. The Yakima Reservation is located about 20 miles outside the City of Yakima. They do not have problems inside the city. The closest jurisdiction that does have problems would be Toppenish. Toppenish does ban fireworks with the exception of just on the 4th of July and they only have one Indian stand in the City of Toppenish. Others are located on Indian land outside of the City's jurisdiction throughout the Reservation. Most of the discharge is within the Reservation but not a designated ama. Tribal Police is the enforcement. Year End Wrap Up: It was Chair Singer's intention with the year end wrap up to just go over the different areas that this Committee covers and to talk about what was accomplished and what is still pending. Councilmember Fred Poe will be replacing Sue Singer as Chair of this Committee in 2001. Airport Leases: Paul Krauss explained that the lease has been re-written and will be out for signing by the tenants. Airport Master Plan: Paul Krauss stated that this is supposed to be wrapped up by mid year of 2001. Construction of the New Hangars: Chair Singer asked about the Service Water Management Area/Final Pay Estimate. Paul Krauss explained that, that's a phased project so it's going to need more storage over time. Other basins will be netted. Lenffthenin~, of the Runway: Paul Krauss explained that's one of the things that's being looked at in the Master Plan. Cemetery: New funding has been completed. Solid Waste Negotiation for Rec¥clino: Sharon Conroy noted the annual Vadis Contract for litter. Solid Waste Management Propoaal: On-going Golf Course: Chair Singer stated that she asked Dick Deal about selling the property that is still there. That issue came up this year, (approximately 40 acres) to help fund the Clubhouse. Mr. Deal stated that some of that is going to have to be designated as a Park for Lea Hill. New ClubHouse and water issues at the Golf Course: On-going. Fire Department Station Siting Issn~a~ ChiefVandver stated that the maps are put together and the Fire Department has their recommendation. Because of undue circumstances, it has been put on hold temporarily and he did not have the actual written recommendation at this time. Municipal Services Committee Meeting 5 December 18, 2000 Level of Service: Chief Vandver explained that there has been a lot of discussion about possibly having a workshop with Council and Municipal Services and decision making as to clearly define what services the Council would like the Fire Department to provide to the citizens. Police Department Fireworks Issue: On going Defibrillators.. Chief Kelly explained that the Defibrillators did get in this year's budget. Enough have been ordered to outfit almost every one of the Police Department's first line vehicles. A partial delivery should arrive before year's end. Public S~: One general meeting has been held already. There will be a meeting on the 28th with the consultant. Level of Service: Chief Kelly stated that he would like to participate in a workshop that may come up regarding level of service. With the challenges of the annexation, he wanted to make sure that the Council is fully aware of what the implications are and is looking for some policy direction. Cable Franchise: Council TV Coverage-On-going Emergency Preoaredn~as: Earthquake Preparedness-Mr. Krauss explained that it's a matter of Seismic Retrofits for City Hall that ought to be looked at because the building does not meet current seismic standards. City Property: Follow-up on vacation at 9th & I New Ai~: Mr. Krauss suggested that since Diane Supler had to leave for another meeting, Committee might want to hold this over. Mr. Krauss also explained that Mr. Wagner had a question at a previous meeting regarding longer term leases. Mr. Krauss stated that he didn't foresee a problem with it but the FAA stated they had an issue with it. It dealt with equal access, equal terms through a publicly funded facility. Since all of the other hangars are on month-to-month leases, these should be as well. Mr. Krauss further stated that before he asks for permission to proceed, that pre-leases be done. Councilmember Borden stated that she wishes to see the spreadsheets. Gara e Retail S ace: Mr. Krauss explained that since the City will be the proud owner of retail and parking space in the garage, the City is starting to proceed to lease that space. The City needs to do some sort of project, probably an LID to get the 180 parking spaces available to the private sector. As for a time frame, since construction is going to begin in March, hopefully the City can get some participation early February and then start the LID process. Discussion ensued. IV. ADJOURNMENT There being no further business, the meeting was adjourned at 7:10. Submitted by: Jeanne Herold, Secretary Municipal Services Committee Meeting 6 December 18, 2000