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HomeMy WebLinkAbout01-16-2007~k CITY OF WASHINGTON CALL TO ORDER MUNICIPAL SERVICES COMMITTEE January 16, 2007 Minutes Chairman 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 Members Bill Peloza and Lynn Norman. Staff members present included Police Chief Jim Kelly, Deputy Police Chief Bob Lee, Parks Director Daryl Faber, Employee Relations and Compensation Manager John Fletcher, Finance Director Shelley Coleman, Mayor Pete Lewis, Information Services Director Lorrie Rempher, Risk Manager Rob Roscoe, Community Development Administrator David Osaki, VRFA Chief Mike Gerber and Planning Director Michael Davolio. AGENDA MODIFICATIONS There were no modifications to the agenda. CONSENT ITEMS A. APPROVAL OF MINUTES Member Peloza moved to approve the minutes of the 01/02/07 meeting. Member Norman seconded. Chair Cerino concurred. MOTION CARRIED UNAMIMOUSLY, 3-0. IV. ORDINANCES AND RESOLUTIONS A. ORDINANCES There were no Ordinances for the Committee's consideration. B. RESOLUTIONS 1. Resolution No. 4142 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to initiate a lease agreement with Thermo King Northwest for golf carts for the Auburn Golf Course Page 1 Parks Director Faber advised that electric carts were highly recommended. Three vendors had provided carts for testing by Parks Department and the results were provided on spread sheets that were included with the Resolution. Director Faber recommended approval for entering into a lease agreement with Thermo-King. Member Peloza asked why there was a 4 year warranty in the lease. Director Faber advised that certain parts of the carts were under warranty such as the battery cell and the brakes. However, windshield damaged by a flying golf ball would not be covered. Member Peloza requested a copy of the complete lease for his review. He ascertained that there will be storage space for 70 carts in the basement of the new clubhouse. Thermo-King will supply extra carts for large tournaments. Member Peloza moved to approve review of the lease was satisfactory Cerino concurred. Resolution No. 4142 provided his Member Norman seconded. Chair MOTION CARRIED UNAMIMOUSLY, 3-0. 2. Resolution 4144 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 and Kava, LLC for concessions at the Auburn Golf Course. Chairman Cerino announced the following amendments: Page 3, Paragraph E: Delete "and Equipment Acquisition Reimbursement Payment are" and add "and" between Percentage Fees/Leasehold Tax. Page 23, Exhibit B: should read "to be inserted prior to the Mayor's Execution. Page 30: Item 103, under 1-Right column should read "Joint Use" The above changes were made in response to Council member Rich Wagner's questions. Member Peloza inquired if the blanks on Page 13 would be filled in with the Concessionaire's name and address. HR Manager Fletcher assured him it would be. On Page 24, Member Peloza requested that PA be spelled out as Public Address and CCTV be transcribed to Closed Circuit Television. On Page 31, Paragraph 2, Power, he asked for a clarification. HR Manager Fletcher explained that the City will invoice the concessionaire for power use. Member Peloza questioned the lack of figures on the quotation from Jason Stratton. These purchases are being made via $275,000 allotment from the City. Member Norman asked for clarification of Section XVI on page 12. She was assured that the City can audit the. concessionaire's books. She expressed her concern as to the City's liability if a person drank too much Page 2 or suffered food poisoning. The concessionaire is required to carry insurance and has safeguards in place to prevent this type of happening. On Page 6, she asked if the entire $275,000 wasn't spent on items in Exhibit D, shouldn't the Council have to authorize- any other use of the funds. Since all the items purchased with this money becomes property of the City, no further approval is needed. She suggested anon-compete clause be added to the agreement to prevent the concessionaire from opening a new business too close to the present site. It was decided this clause was unnecessary since there is no commercial property available in the area and another restaurant would provided more revenue for the City. Member Peloza moved to approve the Resolution and forward it to Council for approval. Member Norman seconded the motion. Chair Cerino concurred. MOTION CARRIED UNANIMOUSLY, 3-0. V. INFORMATION/DISCUSSION ITEMS A. Animal Control and Rescue HR Manager Fletcher distributed an updated memorandum with current numbers from King County Animal Control. Basically some numbers went up, others went down and annual costs comparison results were almost the same as the original. At the present time many citizens do not contact animal control because of the slow response time or the lack of response. An Animal Control Officer would help improve public relations and the licensing fees would increase the City's revenue. Member Norman asked how many dangerous dogs have been registered in the City in compliance to a recently passed ordinance. HR Manager Fletcher will research and email the results to the Council members. Member Peloza requested a full first year cost to the City, including salary, vehicle, and equipment. He asked Police Chief Kelly his opinion on the option of arming an Animal Control officer. Chief Kelly stated the officer should not be armed with a gun but use other weapons such as OC spray. As there were no more questions the committee concluded their discussion. NOTE BY SCRIBER: The next four Resolutions were treated as one item of discussion by Administrator Osaki. B. Resolution No. 4138 -Lee Hill Annexation A Resolution of the City Council of the City of Auburn, Washington, requesting that the annexation of an unincorporated area contiguous to the corporate limits of the City be placed before the voters of the proposed Page 3 annexation area -annexation of an area commonly known as the "Lea Hill Annexation Area." C. Resolution No. 4139 -West Hill Annexation A Resolution of the City Council of the City of Auburn, Washington, requesting that the annexation of an unincorporated area contiguous to the corporate limits of the City be placed before the voters of the proposed annexation area -annexation of an area commonly known as "West Hill Annexation Area." D. Resolution 4140 -Totem Annexation A Resolution of the City Council of the City of Auburn, Washington, requesting that the annexation of an unincorporated area (island) contiguous to the corporate limits of the City be placed before the voters of the proposed annexation area -south of 29th Street SE and west of D Street SE know as the "Totem Annexation Area." E. Resolution No. 4141*- Klump Annexation A Resolution of the City Council of the City of Auburn, Washington, requesting that the annexation of an unincorporated area (island) contiguous to the corporate limits of the City be placed before the voters of the proposed annexation area located west of Auburn Way North in the White River Valley Home Tracts 2"d Addition know as the "Klump District." The Planning and Community Development Committee approved all 4 of the resolutions last week and have sent them on to Council for final approval. These resolutions will initiate an annexation process for four separate areas. Each area will be subject to a separate election which will allow the voters to decide whether or not they wish to become part of the City of Auburn. By consensus the committee agreed that PCDC did a fine job on these resolutions and the committee will support them. F. Consultant Agreement between the City of Auburn and Heartland, LLC Finance Director Coleman distributed a resume of representative public projects by Heartland, LLC. Member Peloza questioned the $0.485 mileage reimbursement on Page 9 of the agreement. He felt it was high but was assured that it was not high for a consultant. It was clarified that the subscriptions under "Reimbursable Costs" in Exhibit B, Page 9, would be for required periodicals for the scope of work. Director Coleman emphasized all expenses would be reviewed by the Finance Committee before payment. Discussion was concluded. Page 4 G. Resolution No. 4145 Contracts for Court Commission A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to negotiate and execute contracts for Court Commissioners for the Auburn Municipal Court Manager Fletcher explained the case load for current Auburn Municipal Court judges is too heavy and the law allows for Court Commissioners to serve in these cases. In answer to a question by Member Peloza, Manager Fletcher assured him that all candidates would be subject to a background check. By consensus the Committee agreed that the case load for the courts necessitates using Court Commissioners. F. Matrix Update 4P: Date change to On-Going. Status is "Working with FCC to license portable radio unit. 7P: Date change to On-Going. Groundbreaking date deleted from Status. 9P: Review date change to On-Going. Status description deleted. 15P: Review date change to March 5, 2007. IS Director Rempher advised the business surveys had been mailed and responses were being received. The Citizen survey will go out next week. 16P: Review date change to March 5, 2007. 20P: Review date change to February 20, 2007. 11 G: Review date change to March, 2007. 1-I: Review date change to March, 2007 2-I: Review date change to March, 2007. VI. ADJOURNMENT: With no further pufblic business, the meeting adjourned at 6:20 P.M. Approved this `~ l~day of February, 2007. ~~ Gene Cerino, Chair artha Larsen ~' Police Department Secretary File: 2007msm01 ] 6 Page 5