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)
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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
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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
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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
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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
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