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HomeMy WebLinkAbout02-05-2007i~ CITY OF WASHINGTON CALL TO ORDER MUNICIPAL SERVICES COMMITTEE CONFERENCE ROOM NO. 3 February 5, 2007 Minutes Chairman Gene Cerino called the meeting to order at 5:05 PM in Conference Room No. 3 located on the second floor of Auburn City Hall, 26 W. Main Street, Auburn. Councilmembers present included: Vice Chair Bill Peloza and Mayor Pro Tem Sue Singer. Mayor Pro Tem Singer substituted for Member Norman, who was excused. Staff members present included: Chief of Police Jim Kelly, Deputy Chief of Police Bob Lee, Building Division Manager Jim Tinner, City Attorney Dan Heid, Finance Director Shelley Coleman, and Economic Development Planner AI Hicks. Consultant Project Manager Paul Berry of Harrison & Associates was also present. AGENDA MODIFICATIONS The Committee agreed to add Resolution No. 4155 as Item IV.B.4. CONSENT ITEMS A. Approval of Minutes 1. Minutes The minutes of the January 16, 2007 Municipal Services Committee meeting were reviewed. Vice Chair Peloza moved and Mayor Pro Tem Singer seconded to approve the minutes of the January 16, 2007 meeting. MOTION CARRIED UNANIMOUSLY. 3-0 6. Contract Administration There were no contracts for Committee's consideration. IV. ORDINANCES AND RESOLUTIONS 1 Municipal Services Minutes A. Ordinances February 5, 2007 There were no Ordinances for Committee's consideration. B. Resolutions 1. Resolution No. 4146 A Resolution of the City Council of the City of Auburn, Washington, relating to addressing Building Division Manager Jim Tinner presented Resolution No. 4146. He said that this issue has been discussed by the committee previously. Wesley Homes Community has requested that the City provide individual addresses for each of the Wesley Homes duplexes rather than assigning unit numbers. The addressing committee reviewed the request and staff recommends individual addressing for each unit as depicted on Exhibit A to the Resolution. Vice Chair Peloza questioned the north and south Brownstone addresses. Mr. Tinner said that the Brownstones have their own building number, their own street number and there are unit numbers inside of those. The Brownstones were not part of the requested change. Vice Chair Peloza also inquired about the Eby Lodge and how the fire and police will handle that property. Mr. Tinner said the Eby Lodge is a combination of several types of units. The dwellings each have their own unit number and they are based on suites. The Eby Lodge is manned with personnel 24/7 who can direct emergency personnel. Vice Chair Peloza moved to approve the Resolution and forward it to Council for approval. Mayor Pro Tem Singer seconded the motion. MOTION CARRIED UNANIMOUSLY. 3-0 2. Resolution No. 4150 A Resolution of the City Council of the City of Auburn, Washington, formally accepting a grant from the State of Washington, Department of Transportation Aviation Division in the amount of Three Thousand Eight Hundred Seventeen Dollars ($3,817) to be used for the purchase and installation of wind cones and airport safety signs Vice Chair Peloza moved to approve the Resolution and forward to Council for approval. Mayor Pro Tem Singer seconded the motion. 2 Municipal Services Minutes February 5, 2007 MOTION CARRIED UNANIMOUSLY. 3-0 3. Resolution No. 4153 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 for Undergrounding electrical utilities at Mountain View Cemetery for the Columbarium Building Project Paul Berry explained that the easement is required in order for Puget Sound Energy to install the underground electrical service to the Columbarium. In response to a question from Chair Cerino, Finance Director Coleman advised that the cost of the project will come from the Cemetery budget which is an enterprise fund. Mayor Pro Tem Singer moved to approve Resolution No. 4153. Vice Chair Peloza seconded. MOTION CARRIED UNANIMOUSLY. 3-0 4. Resolution No. 4155 A Resolution of the City Council of the City of Auburn, Washington, authorizing the acceptance of grant funds in the amount of Ninety Five Thousand Dollars ($95,000.00), and authorizing the Mayor and City Clerk to execute a Local Agency Agreement between the Washington State Department of Transportation and the City of Auburn to accept said funds to assist in implementing the City's Wayfinding Program Economic Development Planner AI Hicks reported that Resolution No. 4155 authorizes the acceptance of a $95,000 grant from the Federal Highway Administration to fund a portion of the Wayfinding signage program. The grant will be used towards the cost of fabricating the signs. The City budgeted $35,000 for a Citywide wayfinding project. A consultant is developing a wayfinding manual and prototype design. Mayor Pro Tem Singer moved to approve Resolution No 4155. Vice Chair Peloza seconded the motion. MOTION CARRIED UNANIMOUSLY. 3-0 V. INFORMATION/DISCUSSION ITEMS 3 Municipal Services Minutes February 5, 2007 A. Resolution No. 4151 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk of the City of Auburn (City) and Brad Jurkovich Consulting to develop a comprehensive community education plan and other services related to the proposed annexation areas (PAA) into the city limits of Auburn Vice Chair Peloza questioned the reason that the annexation areas are not specifically identified in the agreement. City Attorney Dan Heid said this could be a dozen different areas in the potential annexation area (PAA) and don't need to be listed separately. Chair Cerino asked if all the annexation areas are included in the PAA. City Attorney Dan Heid said that everything the City is proposing for annexation consists of West Hill, Lea Hill and the islands and would leave one small lot by Green River Community College that would have to be addressed by King County. This parcel is cut in half and one part is rural. City Attorney Dan Heid said the City is not allowed to annex partial- lots. Vice Chair Peloza suggested that the consultant's name should be listed in article 12 on page 3 of 8 B. Resolution No. 4152 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk of the City of Auburn (City) and Heartland LLC to perform consultant services regarding economic development Vice Chair Peloza questioned the scope of services on page 8 of 9 and whether briefings had been made to the standing committee. Finance Director Coleman said one is anticipated soon. Vice Chair Peloza asked about Exhibit B, pg. 9 of 9, rates, and whether an NTE (not to exceed) would be applicable to this type of consulting agreement. Finance Director Coleman explained that a not to exceed clause has not been included. Chair Cerino said that a not to exceed amount might shut off a developer at a critical point in a project. The consultant will make continual reports to the Council about what is being spent. Vice Chair Peloza expressed concern about the amount of the hourly rates and not having an NTE. Finance Director Coleman said that all the billings will be reviewed by the Finance Committee and Council. Mayor Pro Tem Singer said the hourly billing rates by the principals are pretty much an industry standard. 4 Municipal Services Minutes February 5, 2007 Finance Director Coleman said Heartland LLC is very highly recommended as a consultant. C. Resolution No. 4156 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to execute Addendum #1 to the October 13, 2006 Consulting Services Agreement between the City of Auburn and JBL Public Relations Strategies relating to tourism promotion Mayor Pro Tem Singer said that Resolution No. 4156 is related to the Auburn Tourism Board. The Board was very concerned last year about putting out a lot of money for a public relations firm and not getting what they needed out of it, so they took a different direction and went with JBL Public Relations Strategies. The consultant has done a fabulous job and brought almost everybody to the table for partnerships. The consultant needs more time to help finish the plan. Mayor Pro Tem Singer said the City is getting a lot more than what it's paying for. Finance Director Coleman reported the Resolution is going through the Finance Committee for action tonight. Vice Chair Peloza noted that the exhibit should be identified. Vice Chair Peloza also said that in the scope of work, ARMC should be spelled out as Auburn Regional Medical Center. Council members agreed that acronyms should not be used in contracts. Committee members agreed to support Resolution No. 4156 with the above listed changes. D. Ordinance No. 6079 An Ordinance of the City Council of the City of Auburn, Washington amending sections 3.04.600 and 3.04.610 of the Auburn City Code relating to funds Finance Director Coleman reported that Ordinance 6079 will go through Finance Committee tonight for recommendation to the full Council. In response to a question from Vice Chair Peloza, Finance Director Coleman said there is a need for two registers; one for the pro shop and one for the greens fees. She said there will be two points of sales so they need two change registers. Finance Director Coleman also explained that petty cash is for emergency .purchases and is replenished as needed. Vice Chair Peloza asked how petty cash is controlled. Finance Director Coleman said it will be secured in a safe. Once a year Finance does an Municipal Services Minutes February 5,.2007 audit on the petty cash and the change fund and the State Auditor does an audit once a year. E. Matrix Update 17P Photo enforcement -Chief Kelly said there is nothing new to report. Vice Chair Peloza asked if all Red Flex are set up in four directions. Chief Kelly explained each system is set up differently -some east, west and some north, south. No intersection has four approaches covered. Chief Kelly will have a six month analysis at the next meeting. 7P Golf Course Clubhouse Development -Vice Chair Peloza is working with Daryl Faber on getting a handicap golf cart. The person would be able to move the seat and golf from the seat. Vice Chair Peloza is working with Boeing Recycling who wants to donate a handicap golf cart. There is currently one on EBAY for about $1200 - $1500. Boeing Recycling is very adamant about supporting this project. 22P Plan for Police Service to Annexation Areas -Chief Kelly said he will have this at the February 20t" meeting. 4G Jail Alternatives -Chief Kelly said he will have this at the February 20t" meeting. Everything else is for April and March. VI. File: ADJOURNMENT There being no further public business, the meeting was adjourned at 5:50 pm. Approved this ~~~ day of February, 2007. ~z 1 , f r~ "Gene Cerino Chair Kathy Divel iss Police Department Secretary 2007msa0 02-05 6