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HomeMy WebLinkAbout03-19-2007CITY OF MUNICIPAL SERVICES COMMITTEE CONFERENCE ROOM NO. 3 March 19, 2007 WASHINGTON Minutes I. CALL TO ORDER 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. Committee members present included: Chair Cerino, Vice Chair Bill Peloza and Councilmember Rich Wagner. Member Lynn Norman was excused. 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, Building Division Manager Jim Tinner, Information Services Director Lorrie Rempher, Employee Relations & Compensation Manager John Fletcher, City Attorney Dan Heid, Planning Director Michael Davolio, Solid Waste Supervisor Sharon Hlavka and Interim Fire Chief for Valley Regional Fire Authority Mike Gerber. Also present was Paul Berry of Harris & Associates. II. AGENDA MODIFICATIONS The Committee agreed to add Animal Control as Item V-G. III. CONSENT ITEMS A. Approval of Minutes 1. Minutes The minutes of the March 5, 2007 Municipal Services Committee meeting were reviewed. Vice Chair Peloza moved and Councilmember Wagner seconded to approve the minutes of the March 5, 2007 meeting. MOTION CARRIED UNANIMOUSLY. 3-0 B. Contract Administration 1. Finance Department Project Number C327A0 Municipal Services Minutes March 19, 2007 City Council approve Change Orders No. 1 and No. 2 in the amount of $454,395.00 for Contract 06-21 with Briere & Associates for work on the Auburn Golf Course Clubhouse, Project No. C327A0 Project Manager Paul Berry reported that the change orders provide for the redevelopment and expansion of the parking lot and vehicle entry and adds a removable divider wall within the banquet room. The room divider is in addition to the scope of the project that was originally planned, but it is affordable and will give additional revenue for the space because it makes it more useable for different kinds of events. The prior parking lot area is being substantially rebuilt and will be about two and a half times the size that it was before. Chair Cerino expressed satisfaction with the contractor for working under some tough conditions and keeping to the schedule. Mr. Berry explained that the capability and performance of the contractor is one of the reasons the City chose to go with a change order method as opposed to bidding with a subcontractor. Vice Chair Peloza inquired how many parking spaces will be at the golf course. Mr. Berry estimated the number of parking spaces will be between 170 and 190. Vice Chair Peloza moved to approve the contract change orders for Project Number C327A0. Councilmember Wagner seconded and Chairman Cerino concurred. MOTION CARRIED UNANIMOUSLY. 3-0 IV. ORDINANCES AND RESOLUTIONS A. Ordinances There were no Ordinances for the Committee's consideration. B. Resolutions There were no Resolutions for the Committee's consideration. V. INFORMATION/DISCUSSION ITEMS A Solid Waste Governance Report 2 Municipal Services Minutes March 19, 2007 Finance Director Shelley Coleman presented information about the Metropolitan Solid Waste Management Advisory Committee (MSWMAC). Director Coleman explained that in 2004 King County transferred $7 million out of the. Solid Waste Enterprise Fund for "rent." King County demanded back rent in addition to the $7 million per year for solid waste use of the King County landfill. The State Auditor declared that King County could go forward and charge rent, but is unauthorized to collect retroactive rent. The City entered into an Interlocal Agreement (ILA) with King County in 1988, which covers flow control, rate control, terms of the contract, openers, review and negotiation. The interlocal agreement is fora 40- year term and expires in 2028. Director Coleman said there are two major components of the Interlocal Agreement that are locked in--flow control and rates. The contract can be reopened every fifth year. The City or any other member of the ILA cannot renegotiate rates or waste control unless King County agrees. Solid Waste Supervisor Sharon Hlavka explained to the committee that the cities have gotten together and written a governance report with four primary issues and recommendations for the King County Council. The concerns were listed as: 1. Solid Waste Interlocal Forum 2. Dispute Resolution Process 3. Framework for developing Financial Policies 4. Host City Mitigation Vice Chair Peloza asked if Auburn has paid any retroactive rent. Finance Director Shelley Coleman stated the City has not paid back rent. Vice Chair Peloza said from his perspective this outlines what has gone on in the last couple years of the MSWMAC committee. He feels the staff has done an excellent job of laying out this complex issue. Councilmember Wagner asked why the MSWMAC doesn't absorb Solid Waste Advisory Committee (SWAG) and not include customers. Sharon Hlavka explained that MSWMAC is made up of partners in the local agreement. It includes all the cities that have contracts with King County and (SWAG) is appointed by the State. We have to have a SWAG if we have a solid waste plan that includes community members and industry members. So they are quite distinct groups. Councilmember Wagner suggested that there is an opportunity for consolidation of the groups. Vice Chair Peloza advised the Committee that he's been pushing for King County to come up with a master schedule for when the Cedar Hills Landfill is estimated to close down and identify all the major milestones involved. According to Vice Chair Peloza, Teresa Jennings advised that 3 Municipal Services Minutes B. March 19, 2007 the master schedule is not forgotten and will be presented at the next meeting. They'll be able to show the Council and cities where they are in this project. Solid Waste Supervisor Sharon Hlavka reported that King County has indicated in their milestone report that the County will begin the sighting process in South King County in 2009 or 2010. Vice Chair Peloza said King County is pushing more participation toward recycling. Waste Management Extension Letter Chair Cerino expressed that the citizens need to know what kind of great deal they are getting compared to other cities with regard to solid waste services. Councilmember Wagner explained that there are many variables that make it difficult to compare exact costs. Finance Director Shelley Coleman said the solid waste utility has not raised its rates in a couple of years. She said Auburn has used some of its fund balance for approximately five years to help stabilize the rates. Director Coleman said the City has encouraged recycling by keeping the 20 and 30 gallon can rates down. She is recommending that the City renew the contract with Waste Management because Auburn is getting better rates than other cities. The utility tax is now embedded into the rates for 2007 but it wasn't in 2006. Committee members complimented Solid Waste Supervisor Sharon Hlavka on the materials prepared for this presentation. C. Lakeland Hills Address Corrections Planning Director Michael Davolio reported that fewer than two dozen people attended the meeting about the address corrections in the Lakeland Hills area. The address correction process will be completed by June 1St. The address correction affected 136 property owners and all were notified. Response was better than expected. The addressing ordinance requires that the City hold a public hearing when the City proposes an address change. Planning Director Michael Davolio said that following the next Public Works Committee meeting, staff will send out a letter to each of the affected homeowners notifying them that there will be a public hearing. Building Division Manager one year of their current homeowners would have deliveries. Jim Tinner said that residents would have up to mail delivery at either address. The affected to change their house numbers and postal 4 Municipal Services Minutes March 19, 2007 Councilmember Wagner asked about how much it would cost the average person to change their address and whether the City should reimburse for those expenses. It was estimated that it costs less than $25 to change an address. Vice Chair Peloza commented that it looks like the Postal Service has been very helpful. Building Division Manager Jim Tinner said the Postal Service is looking forward to the new addresses being used. Jim Tinner said the City prepared a letter that people can send to their creditors explaining the reason for the address change. Mayor Lewis said the directors have been meeting for about a year and did not want to bring this forward until they knew what the problems were and had a series of plans worked out to make sure this has been done correctly and will not occur again. D. Update on Wireless Project Information Services Director Lorrie Rempher reported the Valley Cities broadband is ongoing with Auburn businesses and citizens. Staff mailed out a survey and had a low turnout from both businesses and citizens in Auburn. Director Rempher said there was a lot of support from everyone about making sure there was competition with Comcast and making sure that whatever the City did was equitable and useable within the city. Qwest and DSL is pocketed in Auburn, and there are many areas that can't get DSL service. Director Rempher reported a draft report with the outcome of the survey and the focus groups is expected at the end of April. Councilmember Wagner indicated he would like to see something happen with wireless and fiber optics before all the buildings start sprouting up in the downtown area. Information Services Director Lorrie Rempher reported that this has given her the opportunity to talk to places like the hospital about adding wireless access on top of their building. Everyone she has talked to are cooperative. Director Rempher has also set up meetings with Green River Community College and Auburn School District to develop abetter strategic plan, so that each entity is aware when the other is putting in a wireless project. E. Update on CableNideo Franchising Bills Information Services Director Lorrie Rempher reported that there were two bills introduced relating to franchising; both bills died. The Federal Municipal Services Minutes March 19, 2007 Communication Commission (FCC) released rulings on March 5t". The five changes that affect this are listed below: 1. The franchise application and negotiation process can sometimes take years to help them through it: 2. They put a 90 day time limit on it to respond but the downside is if you don't respond in 90 days they are automatically given the franchise. 3. Network build out requirements are part of the plan -this is something to watch because they could offer just video in a certain area. We want to be sure they would provide the same service as incumbents. 4. One of the biggest changes is the payment of franchise fees. The City currently get approximately $128,000 a quarter in franchise fees from the cable companies and every Municipal building gets free cable service. 5. Last was the local authority over non-cable services. Not being able to charge franchise fees or regulate those services that are not television based. F. Matrix Update 11 G -Problem Oriented Policing Strategy and Community Response Team (CRT). Chief of Police Jim Kelly handed out information about Community Response Team and "Problem Oriented Policing". He said they will start hearing more about Problem Area Policing and the Community Response Team. At the Council retreat he will cover more of this and jail alternatives. Change date to on-going. 6G -Develop Public Safety Communications Center at GSA. Police Chief Jim Kelly will meet with Mayor Lewis and get clarification. 21 -Build South Fire Station. Interim Fire Chief Mike Gerber said they've completed the schematic design phase and have been given the go ahead to move forward on design engineering. The estimates have gone down from the initial estimates. Chief Gerber said Mark Ellingson is the facility coordinator. He said the timeline is to complete the design and get building permits by the end of this year and start actual construction on April 1 S of 2008. Change date to on-going. 19P -Political Signs. Change date to April 2, 2007. 20P -Animal Control and Rescue. Change date to on-going. 6 Municipal Services Minutes March 19, 2007 22P -Plan for Police Service to Annexation Areas. Change date to on- going. 4G -Jail Alternatives. Change date to on-going. 1 I -Complete Fire Station Financial Analysis. Change date to on-going. G. Animal Control Human Resources and Risk Management Director Brenda Heineman reported that King County is offering an enhanced animal control service. Employee Relations and Compensation Manager John Fletcher said that basically the enhanced service contract is similar to a rent-a-cop service. The County would provide the City with an individual that would handle certain kinds of calls with direction from a department within the City of Auburn. The City can hire the individual for as much as full time or part time. Director Heineman explained that the City can enter into this contract for one year on a trial basis. Mr. Fletcher said the City would have to provide the vehicle. Mr. Fletcher said it would be to Auburn's advantage to enter into the enhanced service contract on a trial basis. Chair Cerino asked about the enhanced service and the unleashed dogs running free at Lakeland Hills Park. He inquired whether animal complaints would be directed through the Police Department. Director Heineman explained that the animal control person could possibly work under the direction of the police department. Chief of Police Jim Kelly reported that the police department does not share radio frequency with King County Animal Control. The City may be able to buy a portable radio for the assigned Auburn animal control person. Committee members agreed this is a good move to provide better service to Auburn citizens and have a designated person within the city limits providing animal control. Mayor Lewis requested the contract include weekend coverage. The Committee doesn't expect the enhanced service person to replace the existing King County animal control person, but would be in addition to the service the City already receives. VI. ADJOURNMENT 7 Municipal Services Minutes March 19, 2007 There being no further public business, the meeting adjourned at 6:30 pm. Approved this ~ h `~ day of April, 2007. ,~ ~,~i~ - Gene Cerino Chair ~ ~ r:, _ '~~ ~, `~ Kathy Divelbi Police Department Secretary File: 2007msa0 03-19