HomeMy WebLinkAbout06-10-2013 06-10-13 MUNICIPAL SERVICES COMMITTEE AGENDA
Municipal Services Committee
June 10, 2013 - 3:30 PM
City Hall Council Conference Room
AGENDA
I.CALL TO ORDER
A.Roll Call
B.Announcements
C.Agenda Modifications
II.CONSENT AGENDA
A. May 28, 2013 Minutes*
III.DISCUSSION ITEMS
A. Solid Waste Rate Review* (Coleman)
B. Resolution No. 4960* (Moore)
A Resolution of the City Council of the City of Auburn, Washington, authorizing the
Mayor and City Clerk to execute an office space lease agreement between the City
of Auburn and Senator Joe Fain.
C. Project Matrix*
IV.ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City website
(http://www.auburnwa.gov), and via e-mail. Complete agenda packets are available for review
at the City Clerk's Office.
*Denotes attachments included in the agenda packet.
Page 1 of 22
AGENDA BILL APPROVAL FORM
Agenda Subject:
May 28, 2013 Minutes
Date:
June 3, 2013
Department:
Police
Attachments:
May 28, 2013 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Municipal Services
Councilmember:Peloza Staff:
Meeting Date:June 10, 2013 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 22
Municipal Services Committee
May 28, 2013 - 3:30 PM
City Hall Council Conference Room
MINUTES
I. CALL TO ORDER
Chair Peloza called the meeting to order at 3:30 p.m. in the Council
Conference Room of City Hall, 25 West Main Street, Auburn, WA.
A. Roll Call
Members present: Chair Bill Peloza, Vice Chair Wayne Osborne,
Member John Partridge.
Staff present: Mayor Pete Lewis, Chief of Police Bob Lee, Finance
Director Shelley Coleman, Human Resources/Risk Management
Director Brenda Heineman, Innovation and Technology Director Ron
Tiedeman, Government Relations Manager Carolyn Robertson,
Employee Relations/Compensation Manager Aaron Barber and Police
Secretary/Scribe Terry Mendoza. Others present: Auburn Reporter
representative Robert Whale and citizens Scot Pondelick, Virginia
Haugen and Thomas Sauers.
B. Announcements
C. Agenda Modifications
Resolution No. 4942 was added to the agenda as an action item. This
is a Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute an Interlocal
Agreement (ILA) with the City of Algona for Innovation and Technology
services and support. This resolution has previously come before the
Municipal Services Committee and Director Ron Tiedeman reviewed
the changes that were made to the ILA document based on the
Committee's recommendations. The MSC identified one additional
item to correct and Director Tiedeman will update the information prior
to the next City Council meeting.
Vice Chair moved to forward to full Council for consideration. Member
Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
II. CONSENT AGENDA
Page 1 of 3
CA.A Page 3 of 22
A. May 13, 2013 Minutes
Vice Chair Osborne moved to accept the Minutes as presented.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
III. RESOLUTIONS
A. Resolution No. 4956 (Heineman)
This is a Resolution of the City Council of the City of Auburn,
Washington, authorizing the Mayor and City Clerk to execute an
Agreement between the City of Auburn and the Law Offices of Cayce
and Grove for Public Defense Services. Brenda Heineman, Human
Resources/Risk Management Director, and Aaron Barber, Employee
Relations/Compensation Manager presented information on the recent
bid process which included interviews with two firms. Councilmember
Holman was assigned to participate in the project, as well. Cayce and
Grove was selected as the best candidate to perform indigent defense
services to the citizens of Auburn. The term of the contract will be for
18 months effective July 2, 2013 through December 31, 2014.
Committee discussion followed and minor changes were identified in
the Resolution and Public Defense Services Contract documents.
These changes will be addressed by next week's City Council
meeting.
Vice Chair Osborne moved to forward to full Council for consideration.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
IV. DISCUSSION ITEMS
A. Animal Control Licensing Program (Coleman)
Finance Director Shelley Coleman provided an update on the Animal
Control and Licensing Program to include the marketing plan that is
currently in use by the City's Public Affairs/Marketing Manager, Glenda
Carino. Director Coleman reported on the Animal Licensing
Balance, Licensing Summary, and Pet Licensing Revenue and Sales
by month. April licensing revenue does not include packets that were
submitted late in the month but the expectation is that there will be
a positive surge in May. Director Coleman's presentation also
included a draft copy of the Administrative Procedure for Veterinarians
Selling Pet Licenses created by the City's Planning and Development
Services Manager, Jeff Tate. The document has been reviewed
by the Auburn Valley Humane Society and they have stated they are
comfortable with the information and are on board with selling pet
Page 2 of 3
CA.A Page 4 of 22
licenses. Committee discussion followed and minor changes were
recommended to the draft document.
B. Watershed Investment Districts (Robertson)
Chair Peloza provided the Committee with background information
related to the inception of the Watershed Investment Districts (WID).
In 2005, the Water Resource Inventory Area (WRIA) 9 Committee
developed a Salmon Habitat Plan. It was estimated that it would
require $300 million dollars to carry out the plan and all the
enhancement projects that were identified concerning declining fish
populations, flooding, and degrading water quality within the
Green/Duwamish Watershed. No sustainable, dedicated funding
mechanism for implementing the watershed plans had emerged so in
late 2010 a cross-WRIA project was initiated to explore the concept of
"watershed investment districts" (WID) or a watershed-based
governance and funding structure. Draft legislation was created in
July of 2011 providing a section-by-section summary for the creation
and operation of a WID. The City's Government Relations Manager,
Carolyn Robertson, also provided input on recent committee activity by
the Sound Cities Association (SCA) in cooperation with WRIA. A
meeting with legislative representatives (Rep. McCoy), WRIA 9
committee members and other stakeholders is scheduled for May 30
in Olympia. Committee discussion followed.
C. Project Matrix
The following updates were made to the Project Matrix.
Item 20P: Status updated.
New item added and assigned number 21P - AVHS Review with
Shelley Coleman as the Lead.
Item 24P: Review date changed to 7/22/13. Status updated.
Item 27P: Review date changed to 6/24/13.
V. ADJOURNMENT
The meeting was adjourned at 4:53 p.m. The next regular meeting is
scheduled for Monday, June 10, 2013 at 3:30 p.m. in the Council
Conference Room, City Hall, 25 W. Main Street, Auburn, WA.
Signed this __________ day of June, 2013.
_______________________ ________________________________
Bill Peloza, Chair Terry Mendoza, Police Secretary/Scribe
Page 3 of 3
CA.A Page 5 of 22
AGENDA BILL APPROVAL FORM
Agenda Subject:
Solid Waste Rate Review
Date:
May 30, 2013
Department:
Finance
Attachments:
Memo
Working Capital Stmt
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
The City of Auburn passed solid waste rate increases that were effective January 1,
2013. The Finance Department is providing an update on the status of the Solid Waste
Fund as requested by the Municipal Services Committee.
Reviewed by Council Committees:
Municipal Services
Councilmember:Staff:Coleman
Meeting Date:June 10, 2013 Item Number:DI.A
AUBURN * MORE THAN YOU IMAGINEDDI.A Page 6 of 22
Finance Department
Interoffice Memorandum
To: Municipal Services Committee
From: Shelley Coleman, Finance Director
CC: Pete Lewis, Mayor
Date: June 10, 2013
Re: Solid Waste Fund Update
In November 2012, the City passed solid waste rate increases for 2013 and 2014. The objectives of
the rate increases were to increase working capital, establish 60 days of cash flow for Operations and
Maintenance (O&M) by the end of 2014, and reduce the residential subsidy.
As of April 30, 2013, the Solid Waste Fund working capital balance is $1,233,820.81, which currently
provides 45 days of O&M. The working capital balance does take into consideration the April Waste
Management billing of $855,833.41, which was paid in May 2013.
The fund is on track to meet the projected working capital balance of $1,660,000.00 which will provide
60 days of O&M, by the end of 2014. The net change/increase to working capital for the period
ending April 30, 2013 is $215,333.47. This compares favorably to the rate model projection.
The 2013 rate increases, which went into effect in January, were weighted to reduce the residential
subsidy. The increases have only been in effect for a few months and it is still too early to determine
the overall impact of the rates on the subsidy. Finance will be able to evaluate better after a full 12
month cycle.
Page 1 of 1
DI.A Page 7 of 22
DI.A Page 8 of 22
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 4960
Date:
June 3, 2013
Department:
Public Works
Attachments:
Resolution No. 4960
Budget Impact:
$0
Administrative Recommendation:
Finance Committee to recommend City Council adopt Resolution No. 4960.
Background Summary:
Senator Fain has submitted a request to rent 323 square feet of office space located at 2
First Street.
Reviewed by Council Committees:
Finance, Municipal Services
Councilmember:Partridge Staff:Moore
Meeting Date:June 10, 2013 Item Number:DI.B
AUBURN * MORE THAN YOU IMAGINEDDI.B Page 9 of 22
------------------------------
Resolution No. 4960
May 30, 2013
Page 1 of 2
RESOLUTION NO. 4 9 6 0
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON, AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN
OFFICE SPACE LEASE AGREEMENT BETWEEN
THE CITY OF AUBURN AND SENATOR JOE FAIN
WHEREAS, the City owns office space property located at 2 First Street
in Auburn, Washington; and
WHEREAS, Senator Joe Fain desires to lease a portion of Suite A of the
office space property at a cost that is acceptable to the City.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
KING COUNTY, WASHINGTON, HEREBY RESOLVES as follows:
Section 1. The Mayor and the Auburn City Clerk are hereby
authorized to execute an Lease Agreement between the City of Auburn and
Senator Joe Fain which lease shall be in substantial conformity with the Office
Space Lease Agreement attached hereto as Exhibit “A” and incorporated herein
by this reference.
Section 2. The Mayor is hereby authorized to implement such
administrative procedures as may be necessary to carry out the directives of
this legislation.
Section 3. This resolution shall be in full force and effect upon
passage and signatures hereon.
DI.B Page 10 of 22
------------------------------
Resolution No. 4960
May 30, 2013
Page 2 of 2
Dated and Signed this _____ day of _________________, 2013
CITY OF AUBURN
_______________________________
PETER B. LEWIS, MAYOR
ATTEST:
_________________________
Danielle E. Daskam, City Clerk
APPROVED AS TO FORM:
_________________________
Daniel B. Heid, City Attorney
DI.B Page 11 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 1 of 9
EXHIBIT A
OFFICE SPACE LEASE AGREEMENT
This Lease Agreement is entered into on the date signed below by and
between the City of Auburn, doing business at 25 West Main Street, Auburn,
Washington, ("LESSOR"), and Senator Joe Fain, (“LESSEE.”)
IN AND FOR CONSIDERATION of the mutual benefits to each party,
subject to the terms and conditions below, LESSOR leases to LESSEE, and
LESSEE leases from LESSOR 323 square feet of Suite “A” of the property
located at 2 First Street Auburn, King County, Washington, legally described as
follows:
LOTS 3 AND 4, BLOCK 6, TOWN OF SLAUGHTER, ACCORDING TO
THE PLAT THEREOF RECORDED IN VOLUME 2 0F PLATS, PAGE 56,
IN KING COUNTY, WASHINGTON.
(the “Premise.”)
TERMS AND CONDITIONS
1. Term. The term of this lease shall be month-to-month effective on the
date this document is signed by both Parties. Either party may terminate this
Lease on thirty (30) days’ prior written notice from the terminating Party to the
other Party.
2. Rent. The LESSEE shall pay the LESSOR, the amount of
seventy-five dollars and no/cents ($75.00) on or before the fifth (5th) day of each
DI.B Page 12 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 2 of 9
month during the term of this lease. All rent shall be paid to LESSOR at 25 West
Main Street, Auburn, Washington, 98001. There shall be a $25.00 late fee for
any rent not paid within fifteen days of its due date. This late fee shall be due
and payable at the same time as the rent is paid.
3. Security Deposit. Security deposit is waived.
4. Common Areas. LESSEE is responsible for a proportional share of the
cost of cleaning common area hallway and restrooms. LESSOR is responsible
for the cost of supplies for common area restrooms.
5. Parking. No parking spaces or permits are included in this Agreement.
6. Utilities. LESSOR shall pay for all utilities except phone and
internet/data. Tenant to be responsible for custodial services within the premises,
and for expendables such as light bulbs, furnace, or air filters.
7. Possession/Use. LESSEE shall use the Premise only for the direct
purpose of operating the Senator’s legislative office and shall comply with all
federal, State, and local laws, rules, ordinances, and codes affecting their use of
the Premise. The Premise shall not be used for campaign purposes except as
allowed for by RCW 42.17A.555
8. Assignment and Sublease. LESSEE shall not assign this lease or
sublet the Premise without LESSOR’S written consent.
9. Remodeling and Alterations. The LESSEE may not remodel or
DI.B Page 13 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 3 of 9
refurbish the Premise in any way without receiving the written consent of the
LESSOR. The LESSEE may install such cabinets, shelves, counters, and desks
as may be reasonably necessary for their use of the Premise. The installation
shall be done in a manner that minimizes any damage to the Premise. Upon
termination of this lease, LESSEE shall remove all the cabinets, shelves,
counters, and desks from the Premise, and they shall promptly repair any nail or
screw holes or other damage to the Premise resulting from the installation and
removal of the same. All such repairs shall restore the Premises to the condition
they were in at the beginning of the Lease.
LESSEE may also place a sign on the exterior of the Premise identifying
their use of the Premise, provided, upon the expiration of this lease, they shall
remove the sign and repair any damage caused by removal of the sign; and
provided further, the sign must be compatible with the general ambiance and
character of the building in which the Premise is located.
Should LESSEE violate any provisions of this section, it is understood and
agreed that LESSOR shall have the right to terminate this lease, effective
immediately, without notice.
DI.B Page 14 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 4 of 9
10. Condition of Premise. LESSEE has inspected the Premise and any
equipment, appliances, and fixtures which are included as part of the Premise,
and accept them in their present condition. LESSEE acknowledges that
LESSOR has made no representation or warranty concerning the condition of the
Premise, appliances, and fixtures. LESSEE agrees to maintain the interior of the
leased Premise in its present condition, less normal wear and tear associated
with their proper use.
11. Indemnification / Hold Harmless. LESSEE shall defend, indemnify,
and hold harmless the LESSOR, its officers, officials, employees and volunteers
from and against any and all claims, suits, actions, or liabilities for injury or death
of any person, or for loss or damage to property, which arises out of LESSEE’S
use of Premise, or from the conduct of LESSEE’S business, or from any activity,
work or thing done, permitted, or suffered by LESSEE in or about the Premise,
except only such injury or damage as shall have been occasioned by the sole
negligence of the LESSOR. All personal property placed on the Premise by
LESSEE shall be at their risk.
12. Insurance. The LESSEE shall procure and maintain for the duration
of the Agreement, insurance against claims for injuries to persons or damage to
property, which may arise from or in connection with the LESSEE’S operation
and use of the leased Premise.
13. Minimum Scope of Insurance. LESSEE shall obtain insurance of
DI.B Page 15 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 5 of 9
the types described below:
(a) Commercial General Liability insurance shall be written on
Insurance Services Office (ISO) occurrence form CG 00 01 and
shall cover Premise and contractual liability. The LESSOR shall be
named as an insured on LESSEE’S Commercial General Liability
insurance policy using ISO Additional Insured-Managers or
LESSOR’S of Premise Form CG 20 11 or a substitute endorsement
providing equivalent coverage.
(b) Property insurance shall be written on an all risk basis.
14. Minimum Amounts of Insurance. LESSEE shall maintain the
following insurance limits:
(a) Commercial General Liability insurance shall be written with limits
no less than $1,000,000 each occurrence, $2,000,000 general
aggregate.
(b) Property insurance shall be written covering the full value of
LESSEE’S property and improvements with no coinsurance
provisions.
15. Other Insurance Provisions. The insurance policies are to contain,
or be endorsed to contain, the following provisions for Commercial General
Liability insurance:
(a) The LESSEE’S insurance coverage shall be primary insurance as
DI.B Page 16 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 6 of 9
respect the LESSOR. Any Insurance, self-insurance, or insurance
pool coverage maintained by the
LESSOR shall be excess of the LESSEE’S insurance and shall not
contribute with it.
(b) The LESSEE’S insurance shall be endorsed to state that coverage
shall not be cancelled by either party, except after thirty (30) days
prior written notice by certified mail, return receipt requested, has
been given to the LESSOR.
16. Acceptability of Insurers. Insurance is to be placed with insurers
with a current A.M. Best rating of not less than A:VII.
17. Verification of Coverage. LESSEE shall furnish the LESSOR with
original certificates and a copy of the amendatory endorsements, including but
not necessarily limited to the additional insured endorsement, evidencing the
insurance requirements of the LESSEE.
18. Waiver of Subrogation. LESSEE and LESSOR hereby release and
discharge each other from all claims, losses and liabilities arising from or caused
by any hazard covered by property insurance on or in connection with the
Premise or said building. This release shall apply only to the extent that such
claim, loss or liability is covered by insurance.
19. Damage or Destruction of Premise. In the event the Premise is
substantially damaged or totally destroyed by a casualty not caused by
DI.B Page 17 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 7 of 9
LESSEE’S willful or negligent act, this lease shall be immediately terminable at
LESSOR’S election. Upon such termination, all rent shall be prorated to the date
of termination, with LESSEE receiving a refund from LESSOR for any rent
attributable to the period following the date of termination. If, however, the
Premise is only partially damaged as a result of such casualty, LESSOR may
repair the same. Until the repairs are completed, rent shall abate in proportion to
any loss of use of the Premise by LESSEE.
20. Default/Re-entry. Time is of the essence of this lease. If LESSEE
defaults in any material term or condition or term of this lease, and if the default
is not corrected within 30 days after written notice of the default, LESSOR may
cancel this lease and re-enter the Premise. Service of the notice of default shall
be in person or by certified mail, return receipt requested, directed to LESSEE’S
last known address.
21. Miscellaneous.
(a) LESSOR or its agent may at reasonable times and upon reasonable
notice enter the Premise to insure compliance with this lease. This right to enter
for inspection purposes shall not be construed as a duty to inspect.
(b) This agreement shall be binding upon and run to the benefit of the
heirs, personal representatives, and assigns of each party, provided, LESSEE
shall not sublet the Premise or assign this agreement without LESSOR’S written
consent.
DI.B Page 18 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 8 of 9
(c) Should it become necessary to replace any appliances, fixtures or
equipment included as part of the Premise which, as a result of ordinary use and
wear, become unusable and cannot be reasonably repaired, LESSOR shall have
no obligation to replace them. If LESSEE replaces them, they shall belong to
LESSOR and they shall remain on the Premise upon the termination of this
lease.
(d) If either party brings a suit against the other to enforce any rights or
obligations contained in this lease, the losing party shall pay the prevailing party's
attorney's fees and costs in a reasonable sum.
(e) This lease agreement may be modified by the parties at any time, but
only upon the written agreement of the parties.
DI.B Page 19 of 22
Resolution No. 4960
Exhibit A
May 30, 2013
Page 9 of 9
(f) Except as may be hereafter modified, this agreement contains all agreements
of the parties respecting the matters contained in this agreement.
DATED: ___________________, 2013.
LESSOR:
CITY OF AUBURN
By:
Peter B. Lewis, Mayor
Attest:
Danielle Daskam, City Clerk
LESSEE:
________________________________
________________________________
By:
Title:
DI.B Page 20 of 22
AGENDA BILL APPROVAL FORM
Agenda Subject:
Project Matrix
Date:
June 3, 2013
Department:
Police
Attachments:
Project Matrix
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Municipal Services
Councilmember:Peloza Staff:
Meeting Date:June 10, 2013 Item Number:DI.C
AUBURN * MORE THAN YOU IMAGINEDDI.C Page 21 of 22
MUNICIPAL SERVICES COMMITTEE PROJECT - GOAL MATRIX
NO.PROJECT DESCRIPTION LEAD COST REVIEW DATE
EST.
COMPL.
DATE
STATUS
10P Red Light Photo Enforcement Bob Lee 7/22/2013
Quarterly Reports: Jan (Prev Oct-Dec); April (Prev Jan-
Mar); July (Prev Apr-June); October (Prev July-Sept)
2nd meeting of the month. RedFlex contract will expire
5/31/13. The amended contract expires 5/31/14.
20P Animal Control and Rescue Bob Lee 7/8/2013 On-Going
Quarterly Reports: Jan (Prev Oct-Dec); April (Prev Jan-
Mar); July (Prev Apr-June); October (Prev July-Sept) 1st
meeting of the month.
21P AVHS Review Shelley Coleman On-Going
24P Fireworks Update Bob Lee 7/22/2013 On-Going The Council Operations Committee/MIT met on 5/28/13.
27P Animal Control Licensing Program Shelley Coleman 6/24/2013 On-Going Monthly staff report to be provided at 2nd meeting of the
month.
28 P Solid Waste Rate Review Shelley Coleman 6/10/2013
Through MSWMAC input from other cities will help COA
determine if it will change to direct billing. New rates will
go into effect January 1 (2013 & 2014). Annual rate
increases are planned in the next 4-5 years to end the
commercial subsidy for residential service.
29P Golf Course & Restaurant Working Capital
Review and Future Plans Shelley Coleman 7/22/2013 On-Going
Quarterly Reports: Jan (Prev Oct-Dec); April (Prev Jan-
Mar); July (Prev Apr-June); October (Prev July-Sept)
2nd meeting of the month.
31P Cemetery Update Daryl Faber 7/22/2013 Quarterly update to review Marketing Plan. 2nd meeting
of the month.
NO.ITEM OF INTEREST
3 I Shopping Cart Update Randy Bailey 7/8/2013 January (Prev July-Dec), July (Prev Jan-June).
4 I Ordinance No. 6398 - Pull Tabs Dan Heid 1/13/2014
Annual review of taxation basis to determine if any
changes need to be made -dependent upon status of
economy. Ordinance No. 6398 was enacted 2/21/12.
5I Review all non-Utility Enterprise
Fees/Funds Daryl Faber 7/22/2013 Review info for January-June 2013.
6I SCORE Jail Stats Shelley Coleman 7/22/2013 Review of SCORE Jail statistics.
7I Concealed Pistol Licenses Benefit Cost
Analysis John Partridge 9/9/2013
Determine if we have appropriate costs for this task.This
item has been assigned to Councilmember Partridge to
take to the Regional Law Safety &Justice Committee
meetings.
Last Revision Date: 6/4/13 E:\AGENDA\MunicipalServicesPaperlessPacket\2013\11-June 10\Resources\Matrix 06-04-13.xls
DI.C Page 22 of 22