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HomeMy WebLinkAbout03-05-2007 CITY OF WASH[NGTON I. CALL TO ORDER MUNICIPAL SERVICES COMMITTEE CONFERENCE ROOM NO. 3 March 5, 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. Councilmembers present included: Vice Chair Bill Peloza and Member Lynn Norman. Staff members present included: Mayor Lewis, Chief of Police Jim Kelly, Deputy Chief of Police Bob Lee, Finance Director Shelley Coleman, Director of Human Resources/Risk Management Brenda Heineman, Parks Director Daryl Faber, Public Works Director Dennis Dowdy and Assistant City Attorney Joe Beck. II. AGENDA MODIFICATIONS There were no agenda modifications for the Committee's consideration. III. CONSENT ITEMS A. Approval of Minutes 1. Minutes The minutes of the February 20, 2007 Municipal Services Committee meeting were reviewed. Vice Chair Peloza moved and Member Norman seconded to approve the minutes of the February 20, 2007 meeting. MOTION CARRIED UNANIMOUSLY. 3-0 B. Contract Administration There were no contracts for the Committee's consideration. IV. ORDINANCES AND RESOLUTIONS A. Ordinances 1 Municipal Services Minutes B. March 5, 2007 There were no Ordinances for the Committee's consideration. Resolutions 1. Resolution No. 4167 A Resolution of the City Council of the City of Auburn, Washington, approving and authorizing the amended Interlocal Cooperation Agreement regarding the Valley Special Response Team -The Operational Agreement. Chief of Police Jim Kelly handed out a revised version of the Interlocal Cooperation Agreement with the proposed changes highlighted in red or blue. This agreement has been in effect since 1993. The changes include the addition of the City of Des Moines as a participating member in the Valley Regional Special Response Team. Other changes relate to the board meeting schedule, the number of members that constitute a quorum, staff contributions, and the SRT Tactical Commander. Chief Kelly explained that this agreement allows the participating municipalities to form a regional swat team for situations that are beyond the capabilities of patrol officers or detectives to handle. Vice Chair Peloza asked for clarification on associated costs. Chief of Police Jim Kelly explained that each municipality funds their own team. Deputy Chief of Police Bob Lee said that each agency contributes a certain amount for vehicle maintenance and an additional amount for an outside trainer to come in and train the teams each year. Deputy Chief Lee estimates that amount to be around $10,000 to $11,000 each year plus personnel costs. Chief Kelly agreed to advise the Committee of any additional expenses outside those discussed. Chief Kelly explained that the benefit of regionalization is the costs are spread out among the participating agencies. In response to a question from Vice Chair Peloza, Chief Kelly responded that the executive board is comprised of the Police Chief from each agency participating in the VSRT. Vice Chair Peloza moved to accept Resolution No. 4167, Member Norman seconded and Chairman Cerino concurred. MOTION CARRIED UNANIMOUSLY. 3-0 2 Municipal Services Minutes March 5, 2007 V. INFORMATION/DISCUSSION ITEMS A Resolution No. 4164 A Resolution of the City Council of the City of Auburn, Washington declaring certain items of property as surplus and authorizing their disposal Finance Director Shelley Coleman explained that most of the surplus items with a residual value of over $100 are sent to M&O for auction. Any proceeds received from the auction are put in the general fund. B. Ordinance No. 6084 An Ordinance of the City Council of the City of Auburn, Washington, adding a new chapter 13.52 to The Auburn City Code prohibiting deceptive and fraudulent practices related to third party billing for master metered or other un-metered utility services provided to multi-family and multi-dwelling unit buildings Finance Director Shelley .Coleman explained that when there is a multi- family property development, whether it is a mobile home park or apartment complex, a master meter is installed for the entire complex. Property managers use various methods for apportioning the costs for the utilities. There is no consistency among properties, and some tenants unions have complained regarding property managers/owners methods for calculating the individual billings passed on to the tenants. Sometimes the rates are two or three times the rate of what the master) bill is. The proposed Ordinance provides regulations on third party billing to prevent landlords and third party billing agents from billing tenants for master metered or other unmetered utility services without proper notice and disclosure of billing practices to tenants. Chairman Cerino asked how the regulations will be monitored. Finance Director Coleman responded that the tenants will report noncompliance to the City; citizens routinely contact the City about this matter. The Ordinance provides that notice of billing practices must be provided to the tenant and posted on the property. Vice Chair Peloza commented that this is excellent protection for the citizens and he supports this Ordinance. In response to a question from Member Norman, Finance. Director Coleman said that the ordinance also provides that the landlord or property manager must post copies of the three most current utility bills for master metered or other unmetered utility services provided to the building Municipal Services Minutes March 5, 2007 as a whole along with a written description of the methodology used to allocate each sub-utility bill. C. Resolution No. 4165 A Resolution of the City Council of the City of Auburn, Washington, designating The Seattle Times as the City's official newspaper The Committee members discussed the circulation numbers for the three newspapers that submitted proposals. Chairman Cerino reported that the Auburn Reporter has changed its delivery method and the circulation number of 32,983 reflected in their proposal is not completely accurate. Mayor Lewis indicated that the recommendation to designate The Seattle Times as the City's official newspaper was based on the lead time for publication of notices. The City needs the flexibility of a one day lead time to ensure the earliest possible publication. Member Norman requested that staff publish the public notice information on the City's webpage also. D. Resolution No. 4166 A Resolution of the City Council of the City of Auburn, Washington declaring an emergency with respect to repairs of the Auburn Avenue Theater building Human Resources/Risk Management Director Brenda Heineman handed out a twelve page PowerPoint presentation regarding three key historic buildings in Auburn that the City is working to preserve. Resolution No. 4166 declares an emergency with respect to repairs of the Auburn Avenue Theater. An engineering report identified several significant structural problems with the building which interfere with the City's ability to occupy and use the building. Resolution No. 4166 addresses only those emergency repairs that must be done in order to occupy the building. The repairs include reattaching two trusses and asbestos abatement. The estimated cost is $150,000. Director Heineman stated that in the longer term the City is looking at soliciting proposals for a remodel of the building. Vice Chair Peloza asked about the bidding process. Director Heineman stated that due to the serious structural problems, staff is requesting permission to enter into a contract immediately as there is not sufficient time to enable the City to go through the typical bidding and contracting process. 4 Municipal Services Minutes March 5, 2007 Member Norman commented that the Auburn Avenue Theater building is one of Auburn's historically influential buildings and it is worth trying to do everything possible to preserve it. She believes it is important to include reference to the historic and cultural significance of the building. E. Resolution No. 4168 A Resolution of the City Council of the City of Auburn, Washington, approving the lease with Jillian Enterprises, LLC, for a revised lease of the Auburn Avenue Theater Mayor Lewis reported that Resolution No. 4168 would extend the lease to 30 years. However, if the structural repair costs are less than anticipated, the City may want to retain a fifteen year lease. There is no real rush to extend the lease until the City has more definitive building repair figures. Resolution No. 4168 is only for discussion at this time. Council members all agreed to give a statement of support at the Council meeting tonight. F. Matrix Update (Cerino) 15P -Fiber Optic Network for Business Core -change review date to On-Going. 16P -Valley Cities Wireless Pilot Plan -change review date to On-Going. 17P -Photo Enforcement -change review date to read On-Going. Chief of Police Jim Kelly reported that he will have the six month report in June or July on Red Light Photo Enforcement and School Zones. 22P -Plan for Police Service to Annexation Areas -Chief of Police Jim Kelly said that the next report for Council will be at the Council Retreat this month. 4G - Jail Alternatives -Chief of Police Jim Kelly said that the next report for Council will be at the Council Retreat this month. 7P -Golf Course Clubhouse Development -Parks Director Daryl Faber gave an update that the project is moving along and is at about 25% complete. Once the project is at 50% complete, he will give another report. The next report is expected in about six weeks. He will explain its status as far as the budget and timelines. Director Faber reported that the golf pro was selected and his name is Chris Morris who has been at Horseshoe Lake for the last ten years. He had ten 5 Municipal Services Minutes March 5, 2007 years before that in Auburn and he starts work on March 16th at the Auburn Golf Course. It was a near unanimous decision to hire Mr. Morris as the Golf Pro. The media release went out on March 5th. Member Norman reported that she will unable to attend the March 19tH meeting but is asking Councilman Wagner to substitute. Mayor Lewis reminded that Tuesday, March 6th, the Boundary Review Board will hold a public meeting regarding the annexation of Lea Hill. The City of Auburn is presenting a PowerPoint presentation. The Valley Regional Fire Authority will also have a presentation. Fire District 44 and 37 will be there, and it is expected that Fire District 44 will be protesting the annexation. VI. ADJOURNMENT There being no further public business, the meeting adjourned at 6:10 pm. Approved this ~ ~I ~ h day of March, 2007. 1 ~ ~~~~ ~ Gene Cerino Kathy Divelbi s Chair Police Department Secretary File: 2007msa0 03-05 6