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HomeMy WebLinkAbout10-16-2006 MUNICIPAL SERVICES COMMITTEE OCTOBER 16, 2006 Minutes I. CALL TO ORDER Chair Gene Cerino called the meeting to order at 5:00 PM in Conference Room No.3, located on the second floor of Auburn City Hall, 25 W. Main Street, Auburn. Council members present included: Member Bill Peloza and Member Rich Wagner. Staff members present included: Mayor Pete Lewis, Chief of Public Safety Jim Kelly, Deputy Fire Chief Mike Gerber, Deputy Police Chief Bob Lee, Commander Greg Wood, Parks Director Daryl Faber, Information Services Director Lorrie Rempher, Solid Waste Supervisor Sharon Hlavka, Utility and Accounting Service Manager Karen Jester, and City Attorney Dan Heid. Also present were Project Manager Paul Berry of Harris & Associates and Chris Guimond of Allied Waste. II. AGENDA MODIFICATIONS There were no Agenda modifications. III. CONSENT ITEMS A. Approval of Minutes 1. Minutes The Minutes of the October 2, 2006 Municipal Services Committee meeting were reviewed. Page 2, V.B.1. Resolution No. 4104, Paragraph Two: Member Peloza stated he did not recall "asking that the language in the last paragraph on Page 1 to be changed ...". Based on Member Peloza's question, the Committee requested that the audio tape of the meeting be reviewed for clarification. Member Bill Peloza moved and Member Rich Wagner seconded to approve the Minutes of the October 2, 2006 meeting with the review of the audio tape relating to Page Two, V.B.1. Resolution No. 4104, Paragraph Two as above-mentioned. MOTION CARRIED UNANIMOUSLY. 3-0 Municipal Services Minutes October 16, 2006 B. Contract Administration 1. Veteran's Memorial Building City Council award Contract 06-15, Project Number C310AO, Veteran's Memorial Building, to Flat Construction on their low id of $410,000.00 plus Washington State sales tax of $36,080.00 for a total contract price of $446,080.00 Project Manager Paul Berry, of Harris and Associates, proposed moving forward with an award of a construction contract to Flag Construction, there being no likelihood of savings from re-bidding at this time. Moving forward will preserve the commitment of funds from the State, County, and Veteran's organizations. The total cost of the award, including sales tax, is in excess of the budget. This will require additional funds, which Finance is proposing to provide through 2007 REET 1 funds, expected to be adopted in December, 2006. Manager Berry and Parks Director Daryl Faber answered questions from the Committee, focusing on the difference between the estimate ~nd actual costs, and the additive bid for arbor and benches. Member Peloza moved and Member Wagner seconded to forward Contract 06-15, Project Number C310AO, Veteran's Memorial Building, to full Council for approval, and that the same be awarded to Flag Construction. MOTION CARRIED UNANIMOUSLY. 3-0 2. Auburn Golf Course Clubhouse Project No. C327 AO City Council award Contract 06-121, Project Number C327 AO, Auburn Golf Course Clubhouse, to Briere & Associates, on their low bid of $2,203,059.00 (including Additive Bid Items #1-3), plus Washington State sales tax of $193,870.00, for a total contract price of $2,396,929.00 As explained by Manager Berry, bids opened last week on the main construction of the golf course project, the actual construction of the golf course building. Although the proposed award is within five percent (5%) over the original estimate, it is also within the budgeted contingencies for that purpose. The award proposes three (3) small additives, all of which will improve the quality of the project at a very good price. If awarded, formal ground-breaking and construction start-up is estimated for the first week of November, 2006. Construction will take approximately nine (9) Page 2 Municipal Services Minutes October 16, 2006 months from the time of start-up. The estimated completion date, therefore, is July 4, 2007. Member Wager asked for, and Manager Berry provided, information on the $600,000.00 "Construction-City Costs" identified on the Budget Status Sheet. Director Faber answered questions about revenue centers and generation. Member Peloza moved and Member Wagner seconded to forward Contract 06-121, Project Number C327 AO, Auburn Golf Course Clubhouse, to full Council for approval, and that the same be awarded to Briere & Associates. MOTION CARRIED UNANIMOUSLY. 3-0 IV. ORDINANCES AND RESOLUTIONS A. Ordinances 1. Ordinance No. 6054 An Ordinance of the City Council of the City of Auburn, Washington, amending Section 8.08 of the Auburn City Code relating to solid waste With the assistance of Chris Guimond of Allied Waste, Solid Waste Supervisor Sharon Hlavka reviewed with the Committee the rate increases proposed in Ordinance No. 6054, agreed to by the City of Auburn and approved by the Washington Utilities and Transportation Commission (WUTC) in September, 2006. The rates are based on fuel and labor increases. These increases relate only to those in the special collection district. Member Peloza moved and Member Wagner seconded to forward Ordinance No. 6054 to full Council for approval. MOTION CARRIED UNANIMOUSLY. 3-0. B. Resolutions 1. Resolution No. 4102 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an easement with Puget Sound Energy, Inc. for utility system facilities As explained by Director Faber, a conditional use permit was granted last year to allow up to three (3) cell companies to hook into existing electrical and telephone service lines. Puget Sound Energy has informed the carriers that they need to replace the Page 3 Municipal Services Minutes October 16, 2006 existing utility box with a ten foot by ten foot (10' x 10') underground vault. Director Faber distributed to and reviewed with the Committee a Site Plan and aerial photo identifying the location along an existing utility line. Member Wagner suggested adding language to the Easement agreement describing, in more detail, Grantor and Grantee rights and obligations, similar to those elements used in the City's Franchise agreement template. By way of discussion, the Committee agreed to recommend the development of an Easement agreement template, incorporating those elements appropriate to protect the City and describe, in detail, the Grantor and Grantee rights and obligations. Mayor Lewis and Attorney Heid concurred. Based on this discussion, the Committee agreed to pull Resolution No. 4102 from the Agenda, pending additional review by, and input from, Public Works Director Dennis Dowdy and Attorney Heid, with anticipated action at the Committee's next meeting. V. INFORMATION/DISCUSSION ITEMS A. Resolution No. 4105 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to accept a grant from the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) on behalf of the Valley Cities Information Services Director Lorrie Rempher informed the Committee that they have received the official notification from the U.S. Department of Justice. They have until November, 2008 to spend the funds on behalf of Valley Cities. Fifty percent (50%) of the funds will be used to develop a Strategic Plan. Chair Cerino expressed the Committee's appreciation for the receipt of these funds and for the work performed on this project. B. Fire Station 33 Site Analysis and Project Update As advised by Project Manager Berry, Rice Fergus Miller has completed the site analysis for Station 33. Manger Berry has reviewed and discussed the analysis in detail with Rice Fergus Miller and does not see any red flags for concern in proceeding forward. In addition, Rice Fergus Miller has provided an updated project cost estimate, resulting in an overall cost of a little over seven million dollars. $750,000.00 of that cost is actually in 2006 and 2007 money, and is intended to be covered by fire impact fees that are already in-hand or are expected to be collected in the next year. This will allow the City to move Page 4 Municipal Services Minutes October 16, 2006 forward until it has a near-complete design and a very accurate cost estimation before the worry of financing mechanisms. Rice Fergus Miller has also provided a proposed construction schedule. Because of the quality of site soils, work is planned during the non-rainy season commencing in April. According to Manager Berry, it would be very difficult, and potentially costly, to rush construction for commencement in 2007. They are recommending, therefore, that construction begin in April, 2008. Discussion focused on soil depths, excavation, overlay padding, original estimates, and adequacy of the design given the soils conditions. C. Ordinance No. 6055 Public Safety Chief Jim Kelly and Attorney Heid presented Ordinance No. 6055. In reviewing the same, Attorney Heid recommended naming the Mayor and/or the Mayor's designee as the person responsible for permitting public displays. The Committee concurred. By way of further discussion, the Committee requested that additional language be incorporated into the Ordinance justifying the need for the same. Chief Kelly and Attorney Heid will present a revised version at the Committee's next meeting. D. Red Light Photo Enforcement gO-Day Review Chief Kelly and Commander Greg Wood distributed to, and reviewed with the Committee, a 3-Month RedFlex Review, providing, in part, statistics from July, August, and September. Discussion focused on the total number of violations, infractions issued and paid, hearing requests, and mail returns. E. Surveillance Cameras at Skate Board Park With the assistance of Attorney Heid and Director Rempher, Chief Kelly provided an update and background information on the issue regarding public video cameras. The Police Department has been examining different ways to effectively investigate graffiti crimes in the City, and is coordinating with Information Services to identify what type of equipment is available, what will best meet the City's needs, and how the information collected will be assimilated. Legal issues and guidelines are being carefully reviewed, along with what other local communities are doing. This is being looked at from more than just a graffiti issue, but also from a crime prevention strategy and law enforcement purpose throughout the City. F. Auburn Jail Medical Costs Chief Kelly distributed to, and reviewed with, the Committee Auburn Jail Medical Treatment Costs. Discussion focused on actual costs, frequency Page 5 Municipal Services Minutes October 16, 2006 of review, treatment process and judge review, Yakima medical costs, and inmate management. G. Matrix Update 4P: Member Wagner asked for a report on Global Voices Radio at the Committee's next meeting. VI. ADJOURNMENT: There being no further public business, the meeting was adjourned at 6:29 p.m. Approved this lc'Th /ay of Nove~b~~'~i' , C!L/~ ~ ~1icwrJ%;J Gene Cerino Tracy L. ' Inton Chair Fire Department Secretary Page 6