HomeMy WebLinkAbout11-06-2000I. CALL TO ORDER: Chair Sue Singer called the meeting to order at 6:00 pm followed
by introductions.
Members present: Chair Sue Singer, Vice Chair Rich Wagner, Councilmember Trish Borden.
Oth_~resent included: Mayor Chuck Booth, Councilmember Fred Poe, Chief Russ Vandver,
Chief Jim Kelly, A/Chief Marion Dukes, Plan. Dir. Paul Krauss, Personnel Dir. Brenda
Heineman, PW Dir. Christine Engler, Water Qual. Prog. Coord. Chris Thorn, Spec. Proj. Eng.
Jack Locke, Guests: Michael Hildt-Michael Hildt & Assoc., Bill Buursma-DLR Group, Mel
Blackstone-DLR Group, and Secretary Jeanne Herold.
II. CONSENT:
Surplus Property: Chief Kelly requested permission to surplus a list of items'basically from the
jail. Although serviceable,they are very outdated and have been replaced during the renovation
in the jail during the last few months. Motion was made to approve the request to surplus said
items. Motion was seconded and Chair Singer concurred.
Resolution No. 3278: Paul Krauss asked for approval of Resolution No. 3278, A Resolution of
the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to
enter into a contract with Central Puget Sound Regional Transit Authority (Sound Transit) to
procure parking stalls, retail space and exterior improvements not to exceed one million eight
hundred twenty-two thousand dollars ($1,822,00).
Paul Krauss explained that this Resolution covers an acknowledgment of City support for the
parking garage additional stalls and retail through Sound Transit and it's in a very timely
manner. Sound Transit is taking up issuing the contract on Thursday. Mr. Krauss did say that he
would come back and get an affirmation of the Council's interest. A contract still has to be
negotiated and the attorney's are working on it. Contracts usually take a couple of months or
more to put together.
The development comes on very favorable terms to the City. The retail space cost is about $58 a
square foot which is about a third of what it would cost on the open market. There's actually
about 12,000 square feet of retail and not 10,000 for the same amount of money. The parking
spaces are about $5800 per stall for the 180 parking spaces which again is about a third of what it
would cost to build a structure independently. The City has been working with Hugh Spitzer to
develop a model on how those stalls can be made available to the private sector. The City has
interest in probably all the parking stalls that can be obtained. Under an LID, the City will have
to start working with the property owners. The City is going to make sure that the contract
provides for the retail being able to be spun off to the private sector as quickly as possible.
Mr. Krauss further explained that he met with HUD and it looks as though the City can use HUD
Section 108 financing for the retail. It can be accomplished with a HUD loan guarantee. The
loan is repaid out of the cash flow from the retail. The City is also pledging, should they default,
Municipal Services Committee Meeting 1 November 6, 2000
future Block Grant allocations. The City would also have to pledge the space in the building.
The worse case scenario, it would have to be made up out of the General Fund. The City is also
looking to structure the contract with Sound Transit so that the City doesn't have to come up
with anything until completion of the building next year. With that, Mr. Krauss recommended
that Committee adopt the resolution. Discussion ensued regarding a Block Grant and LID.
Vice Chair Wagner asked about the LID participants. He explained that there was some
discussion in Public Works about how much guarantee they would have of long-term availability
of the parking spaces for which they were paying, but were for general public use. Mr. Krauss
explained that the City would have to structure that and that's what he's been working on with
High Spitzer. It'll be the City's responsibility to manage that. Vice Chair Wagner-stated that he
would like it if there was a way that the City and future Council's were obligated to honor the
original deal so even though they may have satisfied their contractual arrangement, they'd also
have the physical spaces for the customers to park.
Trish Borden asked Mr. Krauss to clarify 1)where the 1.1 million is coming from and also 2)if
the City is getting the stalls from below market rate, is it possible to sell them for market rate and
then use the difference to generate more parking somewhere else downtown. 1)Mr. Krauss
replied that the 1.1 million would be the parking part of the equation and what is anticipated is
that most of those stalls with the exception of 15 to 20 needed for the retail end of the building
itself would be then available under an LID or some other mechanism to basically spin it back to
the public sector. Assuming that can get done in a one year time frame, otherwise the City is
going to have to somehow bridge that funding. And, then be reimbursed when an LID is floated.
2)Regarding obtaining the parking stalls for below market rate, and then using some of the
money to generate additional parking. Mr. Krauss explained that he thinks there is a chance to
do that. The City will have to work with some Real-estate folks and the Committee to set the
rate on those parking stalls. The first offer that the City received from the private sector for
about 120 of those stalls was at $8,000 a piece. The City will over the long term have to work
with maintenance and one of the things that needs to be considered is security and may want to
hire outside help. Sound Transit has hired day time security. In terms of what the stalls can be
sold for, the other part of the equation is that the goal is to have this project serve as a catalyst for
other development to happen.
Vice Chair Wagner wondered if the 20 parking spaces that are assigned to the Commercial
Space, are the City's to do with as they wish or do those have to be available to the public under
some restricted hours as well. Mr. Krauss explained that all of the 180 spaces will be public
parking and there will be signs posted stating "Maximum Parking 2-3 hours" so there won't be
commuters parking in them.
Vice Chair Wagner stated that he would like assurance that those 20 that are assigned to the
commercial space be obligated to that so that the banker who finances the person who buys this
from the City has that abstract to consider as well. Mr. Krauss explained that it has been stressed
to the City Attorney that the contract needs to be designed so that the City can terminate their
interest in the commercial space over to the private sector.
Vice Chair Wagner made a motion to adopt Resolution No. 3278. Councilmember Borden
seconded the motion. Chair Singer concurred.
Municipal Services Committee Meeting 2 November 6, 2000
Contract #00-18/Project #C0005: Reject all bids received for Contract #00-18, Project
#C0005, Street Waste Solids Handling and Decant Facility: Chris Thorn explained that the
project that is being recommended to discard all bids is the Street Waste Solids Handling
Facility. Again this is a facility for storing street sweepings and catch basin accumulations for
drying purposes prior to ultimate disposal. It also has a Decant Facility included for the liquids
that are generated during the storm system cleaning. Quite a bit of interest in the project was
received with 9 people submitting bids. Unfortunately, they were higher then what was hoped
for and currently do not have the budget for even the lowest bid. The recommendation was to
reject the bids with the intent of going out and advertising again beginning next year and
hopefully having lower bids for construction in the spring and summer.
Vice Chair Wagner made a motion for recommendation of rejection of the bids on Contract No.
00018. Councilmember Borden seconded the motion. Chair Singer concurrred.
Resolution No. 3280: 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
(City) and DLR Group for consulting services to meet the community needs for a Public Safety
Building.
Mr. Krauss explained that as everyone is aware, the City has set a high priority through the
capital planning process on providing new public safety facilities and over the summer the City
went out with a request for qualifications. There were 12 firms that responded, four of which
were interviewed. DLR was the preferred consultant firm to work with the City on the project
and the last month as been spent trying to negotiate a contract. Thc initial task that was given to
DLR was very complex. Not only were there a number of sites (five potential) but one of the
items that added tremendous complexity was the potential of building a Regional Jail Facility.
Mr. Krauss further explained that the scope of work was discussed with DLR Group and and
what transpired was that the sites were narrowed down to three sites plus the potential
expansions of existing buildings. The sites are, the Mel's Lumber site, the City Parking Lot site
across from City Hall, and the Tavern Block. With the elimination of the consideration of a
regional jail, the cost was reduced by about 30%. Representatives from the DLR Group were
present at the meeting. Mr. Krauss explained that after discussion with this Committee and the
members were comfortable with this, it will be taken up again in a couple of weeks. Discussion
ensued.
DLR Group representative Mel Blackstone began his presentation and explained that DLR had a
seven phase approach and he began by explaining the Total Labor costs. Basically Labor costs
were in the $300,000 range ($299,060). With that there was about $27,000 in reimbursable
expenses. The scope was reduced down to $196,320 in terms of labor and the expenses down to
$25,000.
Mr. Blackstone further explained, starting with:
Phase 1-Planning Base:
Being a little behind in terms of schedule, DLR combined the "Kick-off'' meeting with
City Staff and would also double as the meeting with the committee to save some money
and time. Also eliminated were the jail needs-100/200 beds). Another option was to
analyze the JC Penney building which was eliminated.. Price was reduced from $71,000
to $62,000.
Municipal Services Committee Meeting
November 6, 2000
Phase 2-Optimal Jail Size:
Where DLR was going to go out and meet with different jurisdictions and do an actual
business case using a present value analysis, that whole phase has been eliminated thus
going from $52,000 to 0.
Phase 3-Jail Bed Leasing Demand:
Since Phase 2 was eliminated, DLR would not be doing Phase 3. That's a savings of
$28,000.
Phase 4-Architectural Program:
Phase 4 is where DLR would actually start with the preliminary program so they have
Council concurrence that they're within the reasonable scope of work and add detail to
those. In order to save some money, the Room Data Sheets was something that DLR felt
could be done later. Thus, cutting costs from $37,500 to $29,700.
Phase 5-Siting Alternatives:
Phase 5 DLR eliminated the JC Penney site, the Generic Suburban site. Thus cutting
costs from $58,400 to $53,200.
Phase 6-Financial AIternativ,~a.
Phase 6 is where DLR actually looks at various forms of financing whether it's public,
private, or bond issue.
Phase 7-Final Plan:
Phase 7 provides for preparation of a Draft Report, Rendering, Rendered Site Plan,
Conduct a Council Workshop, Public Informational meeting and Open House, work with
the Committee and Prepare a Final Report.
Basically, going back to the start, DLR basically saved around $100,000 in labor. One of the
things that DLR thought about and would recommend under reimbursable expenses is having
some kind of a model of downtown. If there are three different alternatives for instance, those
can be plugged into that model. The model is in the proposal.
Chair Singer asked Chief Vandver for his input regarding inclusion of the fire station in the
public safety building. ChiefVandver explained that looking at the resurrected fire station study,
the downtown area is in the preliminary evaluation. Based on the call volume and location of
calls, it is a viable spot for a fire station. Having a fire station included into the Public Safety
Building is starting to look desirable from the Fire Department's point of view.
Chief Vandver further explained that what the Fire Department is proposing a fourth fire station
in the Valley area. Consideration for this is done by studying the emergency response history in
the city in order to determine where to site the fire stations. All of the response information was
taken from an 18 month period. The Fire Department staffis working with the City's GIS person
and putting together response maps on different proposed locations to determine the best
placement of those fire stations to provide the most coverage within a five minute response time.
Some ideas are being considered where the Fire Department would be able to cover Lakeland
without actually putting a fire station up there. It would be in the area of 41st and A St. SE and
then moving Station 31 up north farther, leaving Station 32 where it is and then locating
proposed Station 34 in an area that would take in the downtown core area, possibly in the Public
Safety Building The station could also be placed in an area somewhere around 8th and C SW or
another downtown area.
Christine Engler asked if she could ask a question. She directed her question to Paul Krauss and
stated that in looking through this list, (scope of work) since it's not explicit as to what is going
Municipal Services Committee Meeting 4 November 6, 2000
to be studied, as she recalled one of the options in dealing with city space in general was to leave
the police court building across the street. If that block becomes a part ora greater project where
does City Hall or City Hall type functions grow to as well? Is that accommodated anywhere in
this study?
Mr. Krauss explained that the use of that building was talked about as the City Building scenario.
Consequently, that isn't in there. In terms of looking at City Hall proper, in terms of space needs
per department at City Hall the guidance Mr. Krauss got was to basically cut that short otherwise
it was going to be quite involved. There is no analysis of how the various departments would be
accommodated.
Chair Singer asked if this would be coming back to Committee. Paul Krauss stated that unless
there was some reason to bring it back to Committee, he would take it straight to Council. Chair
Singer stated that she wanted to hear what happens with the Fire Station.
Local Law Enforcement Block Grant: A/Chief Marion Dukes explained that again the Police
Department has applied for a Department of Justice Local Law Enforcement Block grant. This is
applied for each year. It is used basically to fund the community policing efforts. Any time a
police officer is at a function other then basic police services it is funded out of the grant, to.
includ the Citizens Academy. The grant is in the amount of $45,206.00. Chief Dukes explained
that the next step is to call for a public hearing at the next Council meeting.
Vice Chair Wagner made a motion to recommend City Council hold a public hearing on the
Department of Just Local Law Enforcement Block Grant. Councilmember Borden seconded the
motion. Chair Singer concurred.
III INFORMATION/DISCUSSION:
Year 2000 Fireworks Emphasis After Action Report: Chief Kelly explained that he indicated
that he would bring back an "After Action Report" of the 2000 Fireworks season. This report
was supplied for informational purposes. To highlight, a significant portion of the cost grant
which was from the COPPS Grant was spent on this particular venue which most likely will not
be occurring next year. Chief Kelly personally does not feel that is an efficient use of those
funds. A lot of those funds are better spent on more community wide programs as opposed to
isolated enforcement areas like the enforcement of fireworks.
In reference to the change to the City Ordinance with regard to the Fireworks and the fact in
moving to the state level and how that went from an enforcement perspective. There were eight
(8) citations issued for Fireworks possession or Fireworks discharge related incidences. Non of
which were prosecuted because of the confusing language. There still remains to be some
confusion mainly in the types of fireworks that are legally purchased. The bottle rockets, fire
crackers and large mortars remain illegal even under state law, therefore there still remains the
confusion. From a police recommendation it is the desire to have Council provide some policy
direction on whether to move forward with looking at the ban. The Police Department is in the
process of contacting other communities that have banned fireworks to see what sort of impact
there has been. Seattle, Federal Way and Tacoma have banned fireworks completely.
Chief Kelly indicated as a reply to Vice Chair Wagner that he should have the information
regarding enforceability of a Fireworks Ordinance by the next meeting. The request has gone
Municipal Services Committee Meeting 5 November 6, 2000
out and he's waiting for replies. Discussion ensued regarding a ban. A ban has the potential to
be very controversial.
Solid Waste Utility: Chair Singer brought up an issue that came up regarding the Solid Waste
Garbage Utility for businesses for collection notices for bills that are three to five years old. PW
Director Christine Engler stated that was a Finance issue. Legal responsibility to collect is up to
three years. Vice Chair Wagner stated he would only comply with the law and would not go
further then the law requires. Chair Singer agreed to talk to Diane Supler.
Ms. Engler stated that she could not provide any information on the circumstances so it should
maybe be placed on the Agenda for the next meeting as an Information item.
Recycling, Study: Vice Chair Wagner asked the status of the Recycling study. Christine Engler
explained that the next meeting she should be coming to Committee with an Agenda Bill for a
request for a budget adjustment and services that will be provided in 2000 and 2001 and at that
same time, will be bringing forward two different schedules for accomplishing the consultants
work. It's kind of a shorter term schedule that puts the City on a really short time frame to
achieve either a re-negotiated contract or the letting of an entirely new contract. Also, to be
presented will be staff recommendation which would be to extend the current contract by six
months to give the City to the end of the year to do it's work in a little more careful manner. The
information will be in the Agenda packet for the next meeting.
The question about whether or not the company should do the billing is One that Ms. Engler
stated she cannot address in great detail but it does have to do with the rule for establishing
utilities. If the company is doing the billing, the City no longer in essence has a utility in the
City and loses that ability to collect fees and to administer those fees for the entire range of solid
waste services. All of the services that are offered through the utility would have to be absorbed
as City services if the Council desires. It's not a part of Public Works scope to study that issue.
Ms. Engler stated that she would bring information to the next meeting on what the consultant
will be doing with the City. The rudimentary cost of doing business will be a part of that scope.
Ms. Engler stated that Sharon Conroy will be concluding her negotiations and the
recommendation and all of those materials will be brought forward to the next meeting.
There being no further business, the meeting was adjourned at 7:25 pm.
Submitted by:
Jeanne Herold, Secretary
Municipal Services Committee Meeting 6 November 6, 2000