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
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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
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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
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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.
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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
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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