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HomeMy WebLinkAbout03-20-2006 FINANCE COMMITTEE MARCH 20, 2006 MINUTES I. CALL TO ORDER Chair Nancy Backus called the meeting to order at 6:30 p.m. in the Council Conference Room at Auburn City Hall located at 25 West Main Street, Auburn, Washington. Committee members present were: Chair Backus and Member Roger Thordarson. Vice Chair Lynn Norman was excused. Also present during the meeting were Mayor Peter B. Lewis, Fiscal Services Manager Craig Violante, Information Services Director Lorrie Rempher, City Attorney Daniel B. Heid, Parks, Arts and Recreation Director Daryl Faber, Planning, Building and Community Director Paul Krauss, Community Development Administrator David Osaki, Communications and Community Relations Manager Duanna Richards, and Deputy City Clerk Cathy Richardson. Auburn on First LLC President Jeff Oliphant was also in attendance. II. APPROVAL OF MINUTES A. Minutes of the March 6, 2006 Finance Committee meeting. Member Thordarson moved to approve the March 6, 2006 minutes. Chair Backus concurred. MOTION CARRIED UNANIMOUSLY. 2-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claims check numbers 349822 through 350266 in the amount of $2,766,029.75 and dated March 20, 2006. Committee members reviewed the consent items and briefly discussed claims vouchers 349907,350071 and 350084. Page 1 Finance Committee Minutes March 20. 2006 2. Payroll F4.9.2 Payroll check numbers 515368 through 515488 in the amount of $700,221.06 and electronic deposit transmissions in the amount of $1,035,139.86 for a grand total of $1,735,360.92 for the pay period covering March 2, 2006 to March 15, 2006. Member Thordarson moved to approve the consent items. Chair Backus concurred. MOTION CARRIED UNANIMOUSLY. 2-0. IV. ORDINANCES AND RESOLUTIONS There were no Ordinances or Resolutions for Committee review. V. DISCUSSION ITEMS A. Resolution No. 3997 03.4.2.8 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a professional services contract for preparation of an update of the City's Shoreline Master Program with Adolfson and Associates, Inc. Planning, Building and Community Director Paul Krauss briefly reviewed Resolution No. 3997, which provides for preparation of an update to the Shoreline Master Program and preparing related inventory and maps. The update is fully funded by the Washington State Department of Ecology. B. Resolution No. 4000 A3.13.4 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a Purchase and Sale Agreement between the City of Auburn and Auburn on First, LLC Director Krauss explained that Resolution No. 4000 is the result of a Request for Proposals (RFP) for the development of public parking lots in the downtown area. The RFP made it clear that the purchase price alone would not be used to evaluate the offer, but would include the ultimate value of the project towards promoting downtown revitalization efforts. The City received two proposals which were evaluated by an ad hoc committee. The offer from Page 2 Finance Committee Minutes March 20. 2006 Auburn on First LLC to develop approximately 30,000 square feet of medical office on the former Mel's Lumber site and an additional 5,000 square feet of medical office on the City parking lot at the corner of 1st Street NE and A Street was accepted. The offer to purchase the property was in excess of the appraised valuation. An outright purchase would also put the property back on the tax rolls. Auburn on First LLC is currently negotiating with Auburn Regional Medical Center (ARMC) for an expanded medical- oriented development on this site. Auburn on First LLC President Jeff Oliphant explained that he has been working with ARMC to develop a program to meet their need for an oncology center which they have committed to develop on the block located at 1 sl Street NE and Division (former Police Station site). Mr. Oliphant is proposing that ARMC relocate the oncology center to be the anchor of his medical office development and construct a parking only structure on the former Police Station site. ARMC would have the opportunity to add a second medical office building to the parking structure at a later date. Mr. Oliphant is still negotiating with ARMC. Mr. Oliphant displayed concept drawings of his proposed development. The proposed concept includes a pedestrian bridge connecting the medical development with the parking structure. C. Code Red and Global Voices Emergency Radio Systems Information Services Director Lorrie Rempher displayed a presentation on the Code Red and Global Voices Emergency Radio Systems. The system allows the user to record and launch messages to citizens in various ways, reaching all or portions of the City. The system allows the City to launch messages by accessing phone numbers for citizens within the emergency situation area and can also include specific groups, such as the emergency operations group, to be notified anytime a message is launched. Data for the system was gathered from commercial data from Code Red, the City's utility database, and 911 data. Part of the communications effort will include access to citizens to input or check their information or add additional phone numbers for notification. The system indicates the number of calls that will be launched for the area chosen and, depending on the length of the message, how long it will take the system to launch all calls. The system also provides prompts for the individual recording the message during a crisis to assure that all the emergency information is included. It can support 60,000 calls within an hour per call center and there are eight call centers around the country. Page 3 Finance Committee Minutes March 20. 2006 This system supported the hurricane Katrina emergency without issue. Messages are repeated up to three times in the event of a busy signal. Communications and Community Relations Manager Duanna Richards distributed a Communications Plan for the Code Red system. The plan itemizes various ways the Communications and Community Relations Division plans to inform Auburn citizens about the system. The plan is a template for any new service the City plans on implementing. Ms. Richards reviewed the various methods of communicating to residents including direct mailings, utility stuffers, and the City's website and newsletter. The City's April 5 newsletter will focus on emergency preparedness information and notification including Code Red, Auburn Community Radio Emergency Broadcast System, and lahar evacuation routes. Chair Backus suggested adding King County Library system to the communications list. Ms. Richards reported that the City will utilize TV21 for a "Discover Auburn" series which will include interviews with City emergency staff and demonstrations of the Code Red and Global Voices Emergency Radio systems and also a TV21 slide reminding residents to register. Emergency information will also be posted on the City's website and information will be included in the "on hold" message. Other options to consider include billboards, newspaper ads, public service announcements, and give-aways such as magnets or bumper stickers. D. Auburn Community Radio Station Status Director Rempher distributed an Auburn Community Radio coverage map. Director Rempher reviewed the area already covered and previously planned sites for installation of transmitters. Staff is proposing to change from AM transmission to FM transmission. The FM option would require installation of one tower at Green River Community College and would provide coverage for almost all of the valley area. The City's application has been resubmitted and staff should receive notification regarding approval within a month. It would cost approximately $30,000 to expand the low power FM station. The City is involved in this project in order to provide emergency broadcast services to Auburn citizens. Director Rempher demonstrated the process for phoning in an emergency broadcast message to be distributed over Page 4 Finance Committee Minutes March 20. 2006 the radio. With the use of a touch tone phone, the City can dial into the station, record a message, and it will be broadcast immediately and continuously until cancelled by the City. In the event the phone lines are down, the City also has the ability to physically access the system at the station to record a message. The system allows up to six pre-recorded, canned messages that can be activated. In response to questions from Chair Backus, Director Rempher explained that the FM system would eliminate the need to install numerous AM transmitters which would be more costly. E. Ordinance No. 6010 01.8 An Ordinance of the City Council of the City of Auburn, Washington, amending Section 8.28.010 of the City Code relating to noise control City Attorney Heid explained that Ordinance No. 6010 pertains to regulating noise emanating from larger vehicles in residential areas. Chair Backus recommended changing the restriction on time from 6:30 a.m. to 7:00 a.m. so that it is consistent with other regulations pertaining to noise. Member Thordarson concurred. F. Resolution No. 3999 A Resolution of the City of Auburn, Washington, authorizing the Mayor and City Clerk of the City of Auburn, to execute an Agreement with Northern Pacific Railway Museum of Toppenish, Washington, to remove the Northern Pacific Locomotive #2152 from Veterans Memorial Park and to make it an operational display Director Faber reported that Resolution No. 3999 authorizes a contract with Northern Pacific Railroad Museum of Toppenish to move the locomotive located in Veteran's Memorial Park. The locomotive will be restored to working order. The group has a vision of returning the locomotive to line access as it was originally intended to pull passenger cars and may possibly return the locomotive to Auburn for Good 01' Days in six to eight years. The contract provides that the locomotive will at least be restored to museum condition and contains provisions that it will not be sold for parts without providing the City an opportunity to receive it back. Page 5 Finance Committee Minutes March 20. 2006 G. Resolution No. 3998 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an Interlocal Agreement for School Impact Fees between the City of Auburn and Federal Way School District No. 210 Community Development Administrator David Osaki reported that four school districts are within the Auburn city limits. The City of Auburn has interlocal agreements with three of them. Resolution No. 3998 allows the City to collect impact fees on behalf of Federal Way School District. The process includes three steps as follows: Step 1. Adoption of the Federal Way School District's Capital Facilities Plan. Step 2. Adoption of an interlocal agreement with the Federal Way School District for collection of school impact fees on their behalf. Step 3. Amendment of the Auburn City Code to set specific school impact fee amounts to be collected. Resolution No. 3998 represents Step 2 of the process. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:21 p.m. APPROVED THE 3 ~ DAY OF APRIL 2006 .... ) _.( ~ ' f' . Cathy R' hardson, Deputy City Clerk ---- 1:\clerk\finance\fca\2006fcm03-20 Page 6