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Home My WebLink About06-18-2007.~ CITY OF - ~~ WASHINGTON MUNICIPAL SERVICES COMMITTEE CONFERENCE ROOM NO. 3 June 18, 2007 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 Member Lynn Norman. Staff members present included: Mayor Peter B. Lewis, Chief of Police Jim Kelly, .Deputy Chief of Police Bob Lee, Finance Director Shelley Coleman, City Attorney Daniel B. Heid, Facilities Manager Mark Ellingson, Utility and Accounting Service Manager Karen Jester, Solid Waste Supervisor Sharon Hlavka, Employee Relations and Compensation Manager John Fletcher and Interim Planning, Building and Community Director David Osaki. Also present was Robert Whale from the Auburn Reporter and citizen Marian Thomas. II. AGENDA MODIFICATIONS Agenda modifications included the addition of Consultant Agreement No. AG-C- 303 under Item III-B-2 and removal of Ordinance No. 6104. III. CONSENT ITEMS A. Approval of Minutes 1. Minutes The minutes of the June 4, 2007 Municipal Services Committee meeting were reviewed. Vice Chair Peloza moved and Councilmember Norman seconded to approve the minutes of the June 4, 2007 meeting.. MOTION CARRIED UNANIMOUSLY. 3-0 B. Contract Administration 1. Small Works Project No. CP0725 City Council award Small Works Contract 07-09, Project Number CP0725, Server Room Air Conditioning to Mechanical & Control Services, on their low bid of 1 Municipal Services Minutes June 18, 2007 $36,400.00 plus WA state sales tax of $3,239.60, for a total contract price of $39,639.60 Facilities Manager Mark Ellingson reported that this was the only responsive bid received and it was also under the engineer's estimate. There were two other bids received but they were incomplete. Vice Chair Peloza moved and Member Norman seconded to recommend approval of Small Works Project No. CP0725. MOTION CARRIED UNANIMOUSLY 3-0 2. Consultant Agreement No. AG-C-303 Consultant Agreement No. AG-C-303 with Reid Middleton, Inc. for engineering services #or Project CP0720, Auburn Municipal Taxiway Improvements. Finance Director Shelley Coleman reported that this is the same agreement that was brought to the Committee at the last meeting. The consultant agreement is for the design and construction inspection and management of the proposed taxiway improvements. Vice Chair Peloza moved and Member Norman seconded to recommend approval of Consultant Agreement No. AG-C- 303. MOTION CARRIED UNANIMOUSLY 3-0 IV. ORDINANCES AND RESOLUTIONS A. Ordinances There was no Ordinance for Committee consideration. B. Resolutions 1 ~ Resolution No. 4205 A Resolution of the City Council of the City of Auburn, Washington, authorizing the transfer of funds for the purpose of making a loan or loans from the Capital Projects Fund to the Golf Course Fund for up to a four-year period of time, repealing Resolution No. 4142 insofar as it is inconsistent herewith Finance Director Shelley Coleman explained that the old resolution was for a capital lease at 5 '/z% interest similar to a bond. The new 2 Municipal Services Minutes June 18, 2007 resolution is for the purchase of additional golf carts at 3 '/Z% interest using the Capital Projects fund. Vice Chair Peloza moved and Member Norman seconded to recommend approval of Resolution No. 4205. MOTION CARRIED UNANIMOUSLY 3-0 V. INFORMATION/DISCUSSION ITEMS A. Resolution No. 4207 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to negotiate and execute a contract with an executive search firm for a Planning, Building and Community Development Director Mayor Lewis said that want ads have not provided any satisfactory candidates. Employee Relations and Compensation Manager John Fletcher reported that we advertised with professional associations as well as on the City's website and have not received an adequate number of qualified applicants. The contract with Proffman for a fixed rate of $21,500 plus expenses will provide a means to search for a planning director. The Committee expressed support of Resolution No. 4207. B. Residential Food Waste Recycling Collection Program Finance Director Shelley Coleman distributed a handout regarding Residential Food Waste Recycling. She stated that the City recently received a letter from Waste Management that said they will now accept food waste in the yard waste recycling bins. Member Norman said that citizens are concerned about putting food in with yard waste on a two week pickup cycle. Solid Waste Supervisor Sharon Hlavka reported that the yard waste schedule won't change from what is currently being done. During the months of April to November yard waste is picked up weekly. During the months of November through March yard waste is picked up every two weeks. Ms. Hlavka explained that food waste will go into yard waste containers, but a smaller container would be provided for indoor use. The City is proposing to purchase the indoor containers with a lid. The food waste program is for single family residential customers only at this time who use Waste Management. Approximately 31 to 36 percent of our 3 Municipal Services Minutes June 18, 2007 garbage is food waste and if we could eliminate food waste there would be less garbage going into landfill. By the end of this year, 80% of cities will be signed up for this type of program. Member Norman thinks this is the wave of the future to help control the landfill problems and Committee Members all agreed that they liked this program. C. Lea HiI1/VVest Hill Annexation Areas -Solid Waste Service Options Director Coleman explained that there are two separate issues for discussion. One is Lea Hill and the other is West Hill. Currently, the Lea Hill area is outside of our Waste Management service area. Waste Management is providing service to people that had service but we are not making service mandatory in that area under that contract. At this time, over 80% of the people in that area have garbage service. There is a fraction of people that continue to haul their own garbage. If the annexation is approved, it will be mandatory to go with a contracted garbage hauler. Waste Management currently provides services on West Hill to customers within the City and also in the potential annexation area. The current contract with Waste Management provides that if the City annexes any areas that they currently serve they will provide that service at the City contracted rates. The concept being discussed was whether or not the Council is going to require mandatory pickup in the areas being annexed. D. Monthly Reports on Columbarium, Clubhouse & Vet's Bldg. Director Coleman distributed monthly project reports on the Columbarium, Golf Course Clubhouse, Airport taxiway improvements and the Veteran's Memorial Building. Director Coleman reported that the Veteran's building is expected to be finished around the end of June 2007. Chair Cerino requested that for informational purposes of future projects the City keep an evaluation sheet on projects and how they proceed. Director Coleman responded they will look into starting that process for future use. Director Coleman reported that the Columbarium projectmay be approximately $30,000 over budget due to some under-grounding of power and adding an extra row of niches. 4 Municiaal Services Minutes June 18, 2007 Director Coleman said the Golf Course Clubhouse is progressing well and the contract with Reid Middleton for the Taxiway Improvements Project is being presented to Council this evening. E. 2007 Budget Amendment Director Coleman reported that this Budget Amendment pulls forward the fund balances from year end. She explained that the Valley Regional Fire Authority (VRFA) has passed their budget and this is transferring the rest of it over to them. Art work for the golf course was discussed and they will have $40,000 for this budget item. F. Matrix Update 20P - Animal Control and Rescue - Employee Relations and Compensation Manager John Fletcher distributed a memorandum regarding animal control and rescue update. Mr. Fletcher reported that King County has settled on an hourly rate of $38.39 for the King County Control Officer, which is slightly higher than the original estimate. They have also indicated that they will rent an animal control truck to the City for $3.86 an hour, which eliminates the need to buy kennels and a truck. King County will enforce the animal control codes on the reservation and also enforce the dangerous dog code. City Attorney Dan Heid has a copy of the contract and he is working on the language of the contract with King County. This is for information for the Committee and for the Council to determine how they would like to proceed. 8P - Golf Course Driving Range -Change date to July 16th for review date. Change status to read steel versus wool cost estimates and justification of soil conditions. VI. ADJOURNMENT There being no further public business to come before the Committee, the meeting adjourned at 6:20 p.m. Approved this day of July, 2007. __-- ' Gene Cerino Chair G~~ Kathy Divelbiss Police Department Secretary