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Home My WebLink About07-22-2013 MUNICIPAL SERVICES COMMITTEE AGENDA PACKET Municipal Services Committee July 22, 2013 - 3:30 PM City Hall Conference Room 3 AGENDA I.CALL TO ORDER A.Roll Call B.Announcements C.Agenda Modifications II.CONSENT AGENDA A. July 8, 2013 Minutes* III.RESOLUTIONS A. Resolution No. 4974* (Tiedeman) A Resolution of the City Council of the City of Auburn, Washington, authorizingthe Mayor and City Clerk to execute a cooperative purchase contract off the Western States Contract Alliance (WSCA) #07912 with Sharp Business Systems in the amount of $72,607.06 for replacement of copiers/ printers IV.DISCUSSION ITEMS A. Shopping Cart Update (Bailey) B. Review of Street Sweepers (Dowdy) C. Animal Control Licensing Program* (Coleman) D. Auburn Golf Course Financial Review* (Coleman) E. SCORE Jail Stats* (Coleman) F. Red Light Photo Enforcement* (Lee) G. 2013 Fireworks Update* (Lee) H. Project Matrix* V.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 48 AGENDA BILL APPROVAL FORM Agenda Subject: July 8, 2013 Minutes Date: July 17, 2013 Department: Police Attachments: July 8, 2013 Minutes Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Municipal Services Councilmember:Peloza Staff: Meeting Date:July 22, 2013 Item Number:CA.A AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 48 Municipal Services Committee July 8, 2013 - 3:30 PM City Hall Conference Room 3 MINUTES I. CALL TO ORDER Chair Peloza called the meeting to order at 3:31 p.m. in the City Hall Conference Room 3 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, Assistant Chief of Police Bill Pierson, Finance Director Shelley Coleman, Police Secretary/Scribe Heather Shaw. Others present: Auburn Reporter representative Robert Whale and citizen Yolanda Trout. B. Announcements C. Agenda Modifications DISCUSSION ITEM: A. Contract for Engineering Services at Airport to be pulled agenda. II. CONSENT AGENDA A. June 24, 2013 Minutes Vice Chair Osborne moved to accept the Minutes as presented. Member Partridge seconded. Chair Peloza concurred. MOTION PASSED: 3-0 III. DISCUSSION ITEMS A. Contract for Engineering Services at Airport (Coleman) Finance Director Shelley Coleman provided a brief recap on the contract for engineering services at the airport. They completed interviews and made a selection for a candidate. They are currently in the process for a contract. B. Animal Control and Rescue - Quarterly Report (Lee) Police Chief Bob Lee and Assistant Police Chief Bill Pierson updated the Municipal Services Committee (MSC) on the Auburn Animal Control second quarter review. Assistant Chief Pierson answered questions from the board regarding whether Animal Control could be reached directly. Page 1 of 2 CA.A Page 3 of 48 Valley Communications is dispatching calls directly to the officer. 911 calls are steadily coming in and the animal control officer is becoming busier in this second quarter as he is becoming more comfortable with the city and call volumes are rising. The Animal Control Officer completed his state training. Chair Peloza requested that the non-domestic calls be defined to include what type of non-domestic animals the officer was being called out to. Member Partridge questioned whether the citations written were being handled at the court level and what the status was on some of those citations. Because the citations are being handled at the court level, it is unknown what the outcome is on them. Assistant Chief Pierson informed the committee that Animal Control entered into a contract with Sumner Veterinary Clinic to control cost due to bills received from local clinics running rather high at times. The contract includes a cap of $150/per animal where the owner is not located. A prior meeting took place with local clinics regarding a possible contract. The local clinics were not interested in signing the contract offered. C. Project Matrix The following updates were made to the Project Matrix: Item 21P: Review date added. Project Description and status amended. IV. ADJOURNMENT The meeting was adjourned at 3:45 p.m. The next regular meeting is scheduled for Monday, July 22, 2013 at 3:30 p.m. in the City Hall Conference Room 3, City Hall, 25 W. Main Street, Auburn, WA. Signed this ________ day of July, 2013. ___________________________ _________________________________ Bill Peloza, Chair Heather Shaw, Police Secretary/Scribe Page 2 of 2 CA.A Page 4 of 48 AGENDA BILL APPROVAL FORM Agenda Subject: Resolution No. 4974 Date: July 16, 2013 Department: Information Services Attachments: Resolution No. 4974 with proposal Budget Impact: $46,165.54 Administrative Recommendation: Innovation & Technology recommends approval, as well as Finance Committee members approval 07/15/13. Background Summary: Currently, the city invests approximately $80,000.00 per year based on a 4 year lease and an additional $80,000.00 in usage fees. In years past, leasing was the preferred method for purchasing however with technology, and enhanced work process changes we can significantly reduce that investment and still gain trade-in value and possibly extended life from purchasing those machines. Under a standard lease, maintenance is charged on a per copy basis which acts as warranty for all equipment. Now, purchases can be made the same way resulting in combined warranty and fiscal savings across multiple years. Innovation and Technology staff put out a Request for Information to seven vendors in the area to evaluate purchase versus lease. After careful consideration, Sharp Business Systems offered the lowest purchase price and ongoing maintenance. Staff recommends instituting a copier purchase plan where feasible, with an estimated 4-5 year replacement strategy to maximize efficiency and investment. Estimated savings to the City between $95,000.00 to $136,000.00 over the 4-5 year term. Funds for this expenditure would be utilized using $26,441.54 of cancelled copier leases, and remaining $46,165.54 would come form Innovation & Technology Machinery and Equipment. Reviewed by Council Committees: Finance Councilmember:Partridge Staff:Tiedeman Meeting Date:July 22, 2013 Item Number:RES.B AUBURN * MORE THAN YOU IMAGINEDRES.B Page 5 of 48 i I RESOLUTION NO.4 8 7 4 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MIAYOR AND CITY CLERK TO ENTER INTO A PURCHASE AGREEMENT AND EXECUTE A MAINTENANCE AGREEMENT BETWEEN THE CITY OF AUBURN AND SHARP BUSINESS SYSTEMS FOR COPiER EQUIPMENT WHEREAS, several of the Cily's copiers are at the end of their useful I'ife; and WHEREAS, staff, after investigation, recommends the purchase and maiMenance padcage proposed by Sharp Business Systems; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES as foliows: Section 1. That the Mayor and City Clerk are hereby authorized to approve the purchase quote attached hereto as Exhibit "A° and are further authorized to execute a Mairrtenance qqreement between the City and Sharp Business Systems for copier services, which agreement shall be in substarrtial confortnity with the agreemerrt attached hereto as Exhibit"B°and incorporated herein by this reference. Section 2: That the Mayor is autborized to implement such administrative procedures as may be necessary to carry out the directives of this legislation. Section 3. That this Resolution shall take effect and be in full force upon passage and signatures hereon. Dated and Slgned this day of 2013. CITY OF AUBURN PETER B. LEWIS, MAYOR. ATTEST: Resolution No.4974 July 2, 2013 Page 1 of 2 RES.B Page 6 of 48 Danielle E. Daskam, City Clerk APPROVED AS TO FORM: i City AttomeyDanielB. Heid, I Resolution No.4974 July 2, 2013 Page 2 of 2 RES.B Page 7 of 48 CONTRACT BETWEEN CITY OF AUBURN AND SHARP BUSINESS SYSTEMS This Contract is made and eatered into by and between the City of Auburn Ciry'and the below-named company"Supplier" Vendor Name: Sharp Business Systems, Address: 18001 NE 76' St. Redmond,WA 98052 Contact: Denise Webb Phone: 206:227.2679(cell);425.885.4755 x4652 Fax: 425.883.9528 Email: Denise.WebbQasharpusacom Tax ID: 13 1968872 1. Puroose Supplier is to provide multifimction copiets,and related software,as well as maintenance services to the City. This Contnct is authorized under a Cooperntive Purchase Agreement between the City and the State of Washington. 2. Scone of V ork Supplier wi11 provide equipment and maintenance services per the following:. A. WSCA Contract 1715 (State of Nevada)(Exh. A) B. WSCA Contract 07912(Washington State addendum)(Exh. B);and C. Sharp Business 5ystems proposal dated June 24,2013 (Exh C). 3.Periotl of Performance The period of performance shall commence on the date of last signature to ttris Coatract,and shall terminate in accordance with the WSCA contract,imless specifically amended by the pazties. 4. lnsurence The WSCA Contract are amended to require tfie Supplier to add the City of Aubum as an additional insured. 7. Orderin¢. Invoicin¢. and Pavment Aubutn/SBS Comract No. Page 1 of 3 Draft date 7.2.13 RES.B Page 8 of 48 i I This Contract is subject to the written approval of ihe City's contracting authority iandshallaotbebindinguntilsoapproved. CITY OF AUBURN SI3ARP BUSINESS SYSTEMS Peter B. Lewis,Mayor Date i Attest: Danielle E. Daskam, Clerk Daze Approved as to Form: Daniel B.Heid,City Attorney Date Auburn/SBS Contract No. Page 3 of 3 Draft date 7.2.13 RES.B Page 9 of 48 June 24,2013 SHARP BUSINE55 SYSTEMS Reba Stowe j City of Aubum Innovatlon and Technology 1.East Main Street 3`"Floor Auburn,WA 98001 Hi Reba, On behalf af the entire team at Sharp Business Systems we look forward to providing excellent customer servlce and bullding a strong businessrelationship. City of Auburn pricing 6reakdown is as follows for e 9 leases that have e ired with IKON. Please confirm that the cancellations letters have been sent out to the lease company o the equipment as weli. Sharp Model Number loeatlons Bulk Cash Price Service&Suppiles CPC Evidence 00803 6/W Per Copy Sharp MX 3140N 340 E Main St,98002 4,997.67 .049 Color Per Copy Senior CeMer Sharp MX M363N B/W 808 Ninth St SE,98002 S 5,062.90 0.0058 B/W Per Copy M&O 00803 B/W Per Copy Sharp MX 3140N 1305 C St SW, 98001 5,581.24 .049 Color Per Copy PD Administredon 00703 BJW Per Copy Sharp MX 4111N 340 E Main 5t,98002 7,535.61 .048 Color Per Copy JC Property Crimes Sharp MX M354N B/W 340 E Main St, 98W2 3,387.94 0.0096 B/W Per Copy Planning Area 00703 B/W Per Copy Sharp MX 5111N One East Main St,98002 5 8,129.47 .048 Color Per Copy Records Sharp MX M453N 340 E Main St, 98002 5 5,827.90 0.0058 B/W Per Copy Finance 00703 B/W PerCopy Sharp MX Si11N One East Main St,98002 $ 8,789.67 .048 Color Per Co Print Shop Sharp MX M904N One East Main St,98002 23,294.66 .0045 B/W Per Copy Equipment Total '$ 72,607.06 All Sharp equipmeM proposed is new and currently in production by Sharp. Under this conmct Sharp Business Systems will provide on-site treining,all necessary print drtvers and saftware to the City,and will work with the Cfty of Aubum IT staff. As always,please let me know If you have any othec questions. Sincerely, i risY. WG66 Sharp Business Systems Govemment Account Executive 206)227 2679 cell or(425 885 4755 x 4652. Sharp Busineas Systems.18001 N.E.78'"Slreet•ReOmond,WA 99062(4T5)885-4755•Fare(425)8838528• www.ehery-abs.com RES.B Page 10 of 48 Sharp Buslness SystemsSHARPCustomerCareMaintenanceAgreement18001NE761hSt BHARP BU9INESS SY9TEM8 R8drt10f1t1,WA96052 Revision Oate:07-12-2012 P1425.885.4755 (P 125.883.9528 Cu!{omer8@To, EquipmmlCOrelad Qi54omerName ModN SeridNumher IDNumber WStailMeter Co1mSIaM1Metm Ci of Aubum Sam le wlGre Mwea, sodd rAmber o Nwnb«eflw sime Mamr co6r smn MeDu Gry Smte Zip hbdel Se lalNumber IDNunber BBWStgAldeter CubrSbflMeOar WA BiIlbgContacl MadN SenelNUmOer IDNienbel Bfl Sprtblemr CobrStartMeter Poiune Fax Mdkl SMelNunber IDN4mher B6WSYartMetar CoMSW1Me r Hna9 Modtl SnFal N anEa m NwnGU B6W SFmt Meter Color ShA MeM Lsatbn A91admMlE tlemaM SfMOate Cuslom'iLOtaUOn/DepmhneMName Lebor Parb Drume B7oner Torer Oevobper user08 YES YES YES YE9 YES YES YES NO Insfiall Date xs a aeaesa ostea of Cnerges au9iortretioits Phycical t.ocatlon DescApion ease CherBB Chedc HMalmm aioa Commmts p 0.00 a,aryesmepmrtaLease CnY Sbie Bem Chmpe Fa9uen' Mslu Fiepenc.y AuNalzin8 Can6xt N unber Monthly Monthly KeyCo tect tbMhlyMenrMwa¢et MeWType PurdnsaOrderNmnber 0 B W No F wy w.r.naowm,W i ee T y. co aia,e rn......a.a a.omwa.e.u»r ma O w inees a,aa nekn,,m a;a.a....Ye.s.w a e e C la' No akr.W«wmc ce w m m..a mx awmae.xa ak, e.n l Abnwy M.brneonanoe a Tyoe w oh ..so.mra an m.ec.e ues Ofb miln aiVayY oae!m tlr iaoe M!ib q em R h M Nnha.n Red 40n.1 tmd9litad Y MelerCo ct FnceuCharge 1 Teim(Ma aJ mnb a eoed m !A a H (mrilm l waa aw 4 upe+maua oe u W a oa eM1 CwEemv Ies nW mWlmrin weM W C tltl Nne 7M F 2 12 a.m... o naew..aemw...,....aw..aa wemw,m.. E-me8 Exassdmrga9 Meater badNumhw p No Rate increases TMb ACREE4tENf SW1LL NOT Be EFFEGINE UNLE58 SlfitffD BY THE CU87ONER AND S88 COMRAC7 MANAOEMEP(T Iaintxunce a ma u.a a na.an aeme,em m.rr e.wne Ma a w m doa a i duae rs snmP ewnKaa syare,m e ANeiw of SMry Ebt6oNCe Corpora6ws ShaT SaMea WnaBar AuUrorizelbn 5&4 Cantrscl NumDer Custaner 6iyrawrc Offe RES.B Page 11 of 48 e j i se g B e g C g 998 9 i e i'gg °1 b p § p .g , e . gg 1 t g{ 9 § B 9 11 6 . tl 8 9 , 68 $ h 5 f p p b Y p g ? f l g Rq q gg 9d 6 b 89 9 9 U qp B ' O $ s $ e H gE E a .gg Hne e $1 5 b y 8 b sag p pp k ' Y apy@ ' 9 e e e p j -` g P S pg E&py6u[ b € q ly g gfi g§E & 6 b56 b s 1 • g S° ° ; g g sBgy g yg uti .,p a . B a gg e e p R 9y 9 . B 9 t . 6 pp 9$q yb b p b y ' B 8' y gd 71 p g# .98@ Y. ..6$i l8 b .! • + tll 6 4 bg b ei S @p b g Gf9y ' g § b B ' b 9 0 g a e e g e g pg6 r g° B @ a g ge app ` py gE @ g g E u y Y gap E bP d8 g 9 e ` g bal !! 9 98 7Se b $$ e tl da E$ .-. 8 °.5 7 AB ci t a b$ sb g $ m - p g g eb y $ 8 6 s g o s b e b s, a 8 A Sbg p g '+ § Y y yH$ e 3 b J $ 9 5i Yb aS Ea Cpb g$b C L g 6 b 8 b b5 8 S g @ 4 Fa 9 @ 6 ! . e ejis e E t b j g bs 8 a g a 9 B , g i ° ° s g $ ep g . g$ a t h bg 8 gLa e $ Et g ` dba b$.8 9 rqe p B B sn $s ge e b a a8 9 b p6 8 g $, o'b p "p y e ° a e e$y e g 3 p y g y $ 9tl a a t p 4 e E$ g b e R B N 8 e D ip b 6 + Y h # pfi et bg 8 y a' ' 9 p p ay $ p p6 8 yg g b 6 8 g $e 4 5 d B B s C § 5 RES.B Page 12 of 48 Sharp Copiers Ex Ired 2012•Yearly Usa@e/ GiureM Proposed New Maintenance Department Co ler Mnual Cost Cost Savings 2 year ROI 3,year ROI 4 year R01 5 year RIO Costs PD Admin Co ier 4,164.00 $7,535.61 -$3,371.61 $792.39 $4,956:39 . $9,120.39 $13;284.39 2,862.00 Annex 2nd'Floor SE 4,800.00 $8;129.47 -$3;329.47 $1,470.53 $6,270.53 -$11,070.53 $15;870.53 3;699.00 M&O Copier 3,619.00 $5;581.24 -$1,962.24 $1,656J6 $5,275:76 $8,894J6 $12;513.76 $1;886.00 Pro erty Crimes Copier $2,709.00 $3;387.94 -$1,029.00 $1,680.00 $4,359.00 $7,098:00 $9,807.00 183.00 Senfor Center Copier 2,750.00 $5,062.90 -$2,312.90 $437.30 $3,187.30 $5,937:10 $8,687.10 613.00 Police Evidence 53,193.00 $4,997.67 -$1;804.67 $1,38833 $4,58133 $7,77433 $10,967.33 323.00 Records 3,297.00 55;827.90 -$2,530.90 5766•30 $4,063.10 $7,360.10 $10,657.30 $1,885.00 Finance 4,641.00 $8,789.67 -$4'148.67 $492.33 $5,133.33 $9,174.33 $14,415.33 4,926.00 Printshop B&W 12,812.00 $23;294.66 -510,482:66 $2,32934 $15,141.34 $27;953.34 $40,765.34 2,523.00 Total 41;885.00 $72;607:06 -$30,972i12 511;OiZi88 552;997.58 594,982i68 5136:967.88 518;900.00 Expirin 2013 I Curcent Proposed New 2012 Yearly. Fxpire- Department Copier Yead Cost Cost Savings 2 year ROP 3 year ROI 4;year ROI 5 earR01 Usage Costs Date Printshop Color 10,902 20,608 -$9,706 $1,196 $12,098 $23;000 $33,902 2,450 9/30/2013 Totals Rev. 070113 RES.B Page 13 of 48 AGENDA BILL APPROVAL FORM Agenda Subject: Animal Control Licensing Program Date: July 10, 2013 Department: Finance Attachments: Pet Licensing Budget Impact: $0 Administrative Recommendation: Background Summary: June 2013 animal licensing reports for review and discussion only. Reviewed by Council Committees: Municipal Services Councilmember:Peloza Staff:Coleman Meeting Date:July 22, 2013 Item Number:DI.C AUBURN * MORE THAN YOU IMAGINEDDI.C Page 14 of 48 2013 Budet Goal: $96,000 or more 2014 Budget Goal: $240,000 or more Year-to-Date Revenue 2013 (through June) = $77,295 Year-to-Date Licenses 2013 (through June) = 2,619 Year-to-Date Licenses 2012 (through June) = 2,991 as reported by King County CITY OF AUBURN PET LICENSING JUNE 2013 0 100 200 300 400 500 600 700 800 900 1,000 $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 $18,000 Ja n Fe b Ma r Ap r Ma y Ju n Ju l Au g Se p Oc t No v De c Nu m b e r o f L i c e n s e s S o l d Li c e n s e R e v e n u e Month Pet Licensing Revenue & Sales By Month 2013 vs 2012 2013 License Revenue (L) 2013 Licenses Sold (R) 2012 Licenses Sold (R) 0 2,000 4,000 6,000 8,000 10,000 12,000 $0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 Ja n Fe b Ma r Ap r Ma y Ju n Ju l Au g Se p Oc t No v De c Nu m b e r o f L i c e n s e s S o l d Li c e n s e R e v e n u e Month Cumulative Pet Licensing Revenue & Sales 2013 vs 2012 2013 License Revenue (L) 2013 License Revenue (Budget Goal: $96,000) 2013 Licenses Sold (R) 2012 Licenses Sold (R) DI.C Page 15 of 48 AGENDA BILL APPROVAL FORM Agenda Subject: Auburn Golf Course Financial Review Date: July 10, 2013 Department: Finance Attachments: Working Capital Balance Sheet Rounds Played Budget Impact: $0 Administrative Recommendation: For review and discussion only. Background Summary: Reviewed by Council Committees: Municipal Services Councilmember:Peloza Staff:Coleman Meeting Date:July 22, 2013 Item Number:DI.D AUBURN * MORE THAN YOU IMAGINEDDI.D Page 16 of 48 BUDGET YEAR-TO-DATE ACTUAL VARIANCE TO BUDGET PERCENT OF BUDGET Green Fees 1,025,000.00 478,107.16 546,892.84 46.6% Cart Rental 215,000.00 97,862.77 117,137.23 45.5% Pro Shop Sales 156,500.00 66,661.45 89,838.55 42.6% Restaurant 56,000.00 22,382.15 33,617.85 40.0% Other 1,500.00 1,281.10 218.90 85.4% Total Operating Revenue 1,454,000.00 666,294.63 787,705.37 45.8% Salaries & Wages 611,626.64 290,154.22 321,472.42 47.4% Benefits 276,845.24 141,762.92 135,082.32 51.2% Supplies 291,000.00 156,991.70 134,008.30 53.9% Other Service Charges 181,600.00 80,815.62 100,784.38 44.5% Interfund Charges for Services 164,500.00 82,248.00 82,252.00 50.0% Depreciation 325,000.00 153,560.40 171,439.60 47.2% Total Operating Expenses 1,850,571.88 905,532.86 945,039.02 48.9% Operating Income or Loss (396,571.88) (239,238.23) (157,333.65) 60.3% Miscellaneous Revenue 45.00 255.79 (210.79) 568.4% Total Non-operating Revenues (Expenses)45.00 255.79 (210.79) 568.4% Net Income or (Loss)(396,526.88) (238,982.44) (157,544.44) 60.3% Depreciation 325,000.00 153,560.40 171,439.60 47.2% Total Items Not Effecting Working Capital 325,000.00 153,560.40 171,439.60 47.2% Net Working Capital from Operations (71,526.88) (85,422.04) 13,895.16 119.4% Operating Transfers In 51,250.00 23,905.36 27,344.64 46.6% Increase in Restricted Net Assets - - - 0.0% Total Resources Other Than Operations 51,250.00 23,905.36 27,344.64 46.6% Net Change in Restricted Net Assets - (13,094.82) 13,094.82 0.0% Total Uses Other Than Operations - (13,094.82) 13,094.82 0.0% Net Change in Working Capital (20,276.88) (48,421.86) 28,144.98 238.8% Working Capital, Beginning of Year 105,984.00 90,691.62 15,292.38 85.6% Working Capital, End of Period 85,707.12 42,269.76 43,437.36 49.3% Net Change in Working Capital (20,276.88) (48,421.86) 28,144.98 238.8% City of Auburn Working Capital Statement Fund 437 - Golf Course June 2013 DI.D Page 17 of 48 Cash and Cash Equivalents 397,889.84 Customer Accounts Receivable 8,356.79 Fixed Assets, Land 2,229,635.82 Fixed Assets, Building & Equipment 6,620,690.54 Fixed Assets, Improvements 3,023,052.61 Fixed Assets, Accumulated Depreciation (3,380,292.30) 8,899,333.30 Current Account Payables 63,972.91 Interfund Payables 300,000.00 Deferred Revenue 112,361.86 Employee Leave Benefits 59,168.00 535,502.77 Contributed Capital 2,278,691.89 Retained Earnings 6,085,138.64 8,363,830.53 8,899,333.30 City of Auburn Balance Sheet Fund 437 - Golf Course As of June 30, 2013 DI.D Page 18 of 48 2011 2012 2013 January 701 1,125 1,277 February 1,545 1,687 1,764 March 2,183 1,939 2,548 April 3,215 3,920 4,007 May 4,887 5,545 5,994 June 6,956 5,873 6,605 July 8,058 7,531 August 7,612 7,447 September 5,179 5,716 October 2,805 2,503 November 1,321 1,546 December 1,506 872 Total 45,968 45,704 22,195 January-June Only 19,487 20,089 22,195 City of Auburn Rounds Played Fund 437 - Golf Course June 30, 2013 DI.D Page 19 of 48 AGENDA BILL APPROVAL FORM Agenda Subject: SCORE Jail Stats Date: July 10, 2013 Department: Finance Attachments: Member Cities Cont. Req. SCORE ADP Budget Impact: $0 Administrative Recommendation: For review and discussion only. Background Summary: The City of Auburn contribution to SCORE for the 2013 budget year is $6,677,969 and is based upon 122 ADP, 33.98% of operating budget, and 29% of the annual debt payment. See attached 2013 'Member Cities Contribution Requirement.' The 2014 proposed budget shows $5,335,515 contribution rate and is based upon 84 ADP, 27.36% of the operating budget, and again, 29% of the annual debt payment. See attached 2014 'Member Cities Contribution Requirement.' Note that the 2014 service charge is less than the 2013 service charge. This is due to the use of 2013 contract revenues to offset the service charge, or operating costs, passed onto member cities. Reviewed by Council Committees: Municipal Services Councilmember:Staff:Coleman Meeting Date:July 22, 2013 Item Number:DI.E AUBURN * MORE THAN YOU IMAGINEDDI.E Page 20 of 48 DI.E Page 21 of 48 DI.E Page 22 of 48 DI.E Page 23 of 48 DI.E Page 24 of 48 DI.E Page 25 of 48 DI.E Page 26 of 48 DI.E Page 27 of 48 DI.E Page 28 of 48 AGENDA BILL APPROVAL FORM Agenda Subject: Red Light Photo Enforcement Date: July 18, 2013 Department: Police Attachments: 202013 2nd Qtr PhotoSafe Report Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Municipal Services Councilmember:Peloza Staff:Lee Meeting Date:July 22, 2013 Item Number:DI.F AUBURN * MORE THAN YOU IMAGINEDDI.F Page 29 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 PhotoSafe Auburn Second Quarter Review Jan Jun 2013Jan‐Jun 2013 DI.F Page 30 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 PURPOSE The City of Auburn launched the Traffic Safety and Enforcement Camera program, PhotoSafe, on June 30th, 2006. Initially the program included two intersections. A third was added in December 2006. The program was expanded further and now includes a total of 17 cameras throughout the cityprogram was expanded further and now includes a total of 17 cameras throughout the city. The primary goal of the program is to improve traffic safety through reduction of red light violations and associated collisions, and to reduce incidents of speeding in designated school zones. Today, the program includes three intersections and six school zones. All f th ilti d ifti ilddi thi t d bt J 1 d J 30 f thAll of the violations and infractions included in this report occurred between January 1 and June 30 of the year noted. INTERSECTIONS 2006 June Auburn Way South and 4thSE (two approaches) Auburn Way South and M St SE (two approaches) December Harvey and 8thNE (one approach) SCHOOL SPEED ZONES 2006 November Mt. Baker/ Gildo Rey School Zone (two approaches) 2007 November Chinook Elementary School Zone (two approaches) Dick Scobee School Zone (two approaches) 2009 September Lea Hill Elementary School Zone (two approaches) Arthur Jacobsen School Zone (two approaches) 2011 September Lakeland Hills Elementary (two approaches)September Lakeland Hills Elementary (two approaches) DI.F Page 31 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 RED LIGHT Second Quarter 2009‐2013 Red Light Violation Reductions 900 1000 500 600 700 800 900 2nd Quarter 2009 2nd Quarter 2010 100 200 300 400 500 2nd Quarter 2011 2nd Quarter 2012 2nd Quarter 2013 0 4th/AWS (SB)4th/AWS (NB)M/AWS (NB)M/AWS(WB)8th/Harvey (SB) 4th/AWS (SB)4th/AWS (NB)M/AWS (NB)M/AWS(WB) 8th/Harvey (SB)Total 2nd Quarter 2009 950 805 736 61 351 29032nd Quarter 2009 950 805 736 61 351 2,903 2nd Quarter 2010 75457559648992,072 2nd Quarter 2011 82058941937991,964 2nd Quarter 2012 643488302101561,599 2nd Quarter 2013 70947116 *591251,364 % Reduction 2009‐ 2013 ‐25.4%‐41.5%NA ‐3.3%‐64.4%‐52.5% * Due to construction the camera located at M St SE and Auburn Way S was inoperable until 6/20/2013 NB = Northbound EB =EastboundEB = Eastbound SB = Southbound WB = Westbound DI.F Page 32 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 RED LIGHT Second Quarter 2009‐2013 Red Light Violations vs. Infractions Issued 12,000 8,000 10,000 2,000 4,000 6,000 Violations Infractions 0 20092010201120122013Total 20092010201120122013Total Violations *2,903 2,072 1,964 1,599 1,380 9,918Violations 2,903 2,072 1,964 1,599 1,380 9,918 Infractions **2,4521,7041,5621,1671,051 7,936 % of Infractions Issued to Reported Violations 84.5%82.2%79.5%73.0%76.2%80.0% * Violations are the total number of red light violations that occurred. ** Infractions are the total number of incidents that resulted in a ticket being issued. Violations may not be accepted due to unreadable or obstructed plates, emergency vehicles, or inclimateweather. DI.F Page 33 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 SCHOOL ZONE SPEED ENFORCEMENTSCHOOL ZONE SPEED ENFORCEMENT Second Quarter 2009‐2013 School Zone Violation Reductions 3000 1500 2000 2500 2nd Quarter 2009 2nd Quarter 2010 2nd Quarter 2011 0 500 1000 Dick ScobeeChinookMt. BakerLea HillArthur Jacobsen Lakeland Hills 2nd Quarter 2012 2nd Quarter 2013 Jacobsen Dick ScobeeChinookMt. BakerLea Hill Arthur JacobsenLakeland Hills 2nd Quarter 2009 2251,521600NANANA 2nd Quarter 2010 1037633351,5622,449NA 2nd Quarter 2011 1006954759241,838NA 2nd Quarter 2012 84388311781479189 2nd Quarter 2013 95156265981560147 % Reduction ‐57.8%‐89.7%‐55.8%‐37.2%‐77.1%‐22.2% DI.F Page 34 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 SCHOOL ZONE SPEED ENFORCEMENT Second Quarter 2009‐2013 School Zone Violations vs. Infractions Issued 18,000 8,000 10,000 12,000 14,000 16,000 Violations Infractions 0 2,000 4,000 6,000 20092010201120122013Total actos 20092010201120122013Total Violations *2,3465,2124,0322,2322,204 16,026 Infractions **2,1424,6513,3531,9371,978 14,061 % of Infractions Issued to Reported Violations91.3%89.2%83.2%86.8%89.7%87.7% * Violations are the total number of red light violations that occurred. **Ifti th ttl b f iidttht ltd i tikt bi idVilti** Infraction are the total number of incidents that resulted in a ticket being issued. Violations may not be accepted due to unreadable or obstructed plates, emergency vehicles, or in climate weather. DI.F Page 35 of 48 AGENDA BILL APPROVAL FORM Agenda Subject: 2013 Fireworks Update Date: June 28, 2013 Department: Police Attachments: 2013 Fireworks After Action Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Municipal Services Councilmember:Peloza Staff:Lee Meeting Date:July 22, 2013 Item Number:DI.G AUBURN * MORE THAN YOU IMAGINEDDI.G Page 36 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street,Auburn, WA 98002 2013 Fik Aft Ati2013 Fireworks After Action DI.G Page 37 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 Background In 2013 the Auburn Police Department continued to maintain our “zero tolerance” stance on the possession and/or discharge of illegal fireworks in the city. If officers were able to establish probable cause for a particular individual for either possession or discharge of illegal fireworks, they were to cite the appropriate city code. If officers were unable to establish probable cause for a particular individual, and fireworks were present, the fireworks were to be confiscated for destruction. Objectives Two objectives to enhance our response to fireworks for the 2013 season were identified as priorities:priorities: 1. Continue efforts to improve communication and collaborative efforts with representatives from the Muckleshoot Indian Tribe. Chief Lee and Commander Colglazier continued to cultivate relationships with the Muckleshoot Tribe through regular meetings with the Muckleshoot Law and Order Committee, as well as one on one interaction with Councilman Mike Jerry, who was identified as a primary contact for the Tribe regarding fireworks issues. The Tribe amended their Fireworks Ordinance, agreeing to not allow discharge of fireworks at the stands after the 4th of July. The city agreed to remove some C‐curbing near the stands entrance to allow for easier accessThe city agreed to remove some C curbing near the stands entrance to allow for easier access for customers approaching the stands. The Tribe communicated with the City, giving advance notice of when the fireworks vendors would be holding their display. This gave the City the ability to notify citizens of this event so they could plan accordingly. 2. Increase officer presence and enforcement in the neighborhoods with proactive fireworks patrols and response to 911 complaints of fireworks by citizens. Fireworks emphasis patrols started June 24th and ran through July 5th. APD Maintained our number of emphasis officers in the neighborhoods on July 4th by decreasing officers deployed at the firework stands from 10 to 6.decreasing officers deployed at the firework stands from 10 to 6. Patrol officers working their normal duty shift, at times when staffing was above the minimum, were assigned for part of their shift as fireworks emphasis officers. DI.G Page 38 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 Results The designated officers assigned to the fireworks emphasis this year began 4 days later th lt (J 24th itdf J 20th)Thi i t d t th ftthtthan last year (June 24th instead of June 20th). This was in part due to the fact that fireworks complaints and activity at the stands was minimal during the first few weeks of June. The police department worked with the Valley Regional Fire Authority to have firefighters available the night of the 4th for transport of confiscated fireworks as in years past. This continues to be a success in that officers can confiscate fireworks and release them to acontinues to be a success in that officers can confiscate fireworks and release them to a firefighter in the field, which keeps the officer available in the field. 6 officers and 1 sergeant were deployed to the fireworks stands for crowd control and police presence in the discharge area and stands. 22 officers, 2 motorcycle officers, and 2 sergeants were assigned to fireworks emphasis ,y ,g g p patrols in the neighborhoods throughout the day. There were no priority calls within the city that pulled emphasis officers away from their emphasis patrols. The peak in 911 calls was between approximately 9:00 p.m. and 12:30 a.m. regarding fireworks activity. Mike Jerry identified Noreen Milne as the Fireworks Commissioner and primary contact for the tribe regarding the fireworks stands and discharge area. Both Commander Colglazier and Sergeant Betz were in contact with Milne throughout the evening. At about 11:00 p.m. Sergeant Betz received a call from Milne who advised she was at home and no longer in the area of the stands. Milne gave Sergeant Betz the name and number of the new contact person for the stands. Sergeant Betz contacted this individual who iditdh i f f li th dih t th td ldindicated he was in favor of closing the discharge area as most the stands were closed. Officers moved into position and began closing the discharge area about 12:30 a.m. The discharge area was closed by 1:00 a.m. without incident. DI.G Page 39 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 4th of July Snapshot The below numbers are a snapshot of what occurred from 1100 hours on July 4th, all day and over night until 0800 hours on July 5thday and over night until 0800 hours on July 5th. On view by officer: 42 Called in by citizen: 124 Total fireworks calls: 166 Calls by District: 1‐14 2‐40 3‐39 4‐19 5‐22 6‐32 The calls by district numbers for the 4th of July show the two highest districts as the 2 and the 3. These two adjoining districts make up the northeast portion of the City (East of Auburn Way N and Lea Hill). This is consistent with last year as well. DI.G Page 40 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 Over the Years 62 99 101 146 40 60 80 100 120 140 160 911 Fireworks Calls on July 4th 0 20 40 2010201120122013 Figure 1: 911 fireworks calls for service on July 4th 162 291 245 287 200 250 300 911 Fireworks Calls for Servicebetween0000 0 50 100 150 2010201120122013 Service between 0000 on 6/13 and 2359 on 7/4 Figure 2: 911 fireworks calls for service 6/13 through 7/4 DI.G Page 41 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 Confiscations and Arrests 16000 14308 6,000 8,000 10,000 12,000 14,000 16,000 12,000 11,000 13,975 14,308 Fireworks Confiscated 0 2,000 4,000 2010201120122013 Figure 3: Total number of individual illegal fireworks confiscated 8 8 12 10 12 Fireworks Arrests 7 0 2 4 6 8 0 2010201120122013 Figure 4: Total number of fireworks‐related arrests DI.G Page 42 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 2013 Hotspots The following maps represent the top 3 locations for fireworks‐related calls for service between 6/13 and 7/5/2013. The colors depicted on the map are based on the volume of calls. No color represents no activity, a red color represents the most activity, and various shades or orange fall h i bsomewhere in between. 3 1 2 DI.G Page 43 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 2013 Hotspots The following maps represent the top 5 locations for fireworks‐related calls for service between 6/13 and 7/5/2013. The colors depicted on the map are based on the volume of calls. No color represents no activity, a red color represents the most activity, and various shades or orange fall h i bsomewhere in between. Hotspot #1 DI.G Page 44 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 2013 Hotspots Hotspot #2 DI.G Page 45 of 48 AUBURN POLICE DEPARTMENTAUBURN POLICE DEPARTMENT 340 E Main Street Auburn, WA 98002 2013 Hotspots Hotspot #3 DI.G Page 46 of 48 AGENDA BILL APPROVAL FORM Agenda Subject: Project Matrix Date: July 18, 2013 Department: Police Attachments: Project Matrix Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Municipal Services Councilmember:Peloza Staff: Meeting Date:July 22, 2013 Item Number:DI.H AUBURN * MORE THAN YOU IMAGINEDDI.H Page 47 of 48 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. The amended contract expires 5/31/14. City will initiate RFP process. 20P Animal Control and Rescue Bob Lee 10/14/2013 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 Board Review Shelley Coleman 8/12/2013 On-Going Report will be provided monthly after the 3rd Thursday. 24P Fireworks Update Bob Lee 7/22/2013 On-Going The Council Operations Committee/MIT met on 5/28/13. Further MIT Fireworks improvements were announced. 27P Animal Control Licensing Program Shelley Coleman 7/22/2013 On-Going Monthly staff report to be provided at 2nd meeting of the month. 28 P Solid Waste Rate Review Shelley Coleman 12/9/2013 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 7/22/2013 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 for discussions. Last Revision Date: 7/09/13 E:\AGENDA\MunicipalServicesPaperlessPacket\2013\14-July 22\Resources\Matrix 07-09-13.xls DI.H Page 48 of 48