HomeMy WebLinkAbout07-05-2011
07yor * Finance Committee
~ ~ July 5, 2011 - 6:00 PM
~C"1►.V 1) lJ Annex Conference Room 1
WASHINGTON MINUTES
1. CALL TO ORDER
Chair Nancy Backus called the meeting to order at 6:00 p.m. in Conference Room 1
located on the second floor of the City Hall Annex located at One East Main Street in
Auburn.
A. Roll Call
Chair Backus and Member Rich Wagner were present. Vice Chair Lynn Norman
was excused. Also present during the meeting were City Attorney Daniel B. Heid,
Human Resources/Risk Management Director Brenda Heineman, Utilities
Engineer Dan Repp, Assistant Police Chief Bob Karnofski, Maintenance and
Operations Manager Randy Bailey, Emergency Preparedness Manager Sarah
Miller, Project/Construction Manager Steve Burke, Facilities Manager Lisa Torres,
Finance Director Shelley Coleman, Planning and Development Director Kevin
Snyder, Solid Waste and Recycling Coordinator Joan Nelson, City
Engineer/Assistant Public Works Director Dennis Selle, Senior Planner Hillary
Taylor, Shared Resource Conservation Manager Deke Jones, and Deputy City
Clerk Cathy Richardson.
B. Announcements
There was no announcement.
C. Agenda Modifications
Agenda modification included transmittal of revised Exhibit "A" to Resolution No.
4721, Item IV.J.
II. CONSENT AGENDA
A. Minutes of the June 20, 2011 meeting
Member Wagner moved to approve the June 20, 2011 minutes. Chair Backus
concurred.
MOTION CARRIED UNANIMOUSLY. 2-0.
B. Claims Vouchers (Coleman)
Claims check numbers 405246 through 405861 in the amount of $2,462,923.26
and dated July 5, 2011.
C. Payroll Vouchers (Coleman)
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Payroll check numbers 53161 G through 5.31713 in the amount of
$349;345.52 and electronic deposit transmissions in the amount of
$1,153,530.15 for,a_grand total of $1,502,875:67 for the period covering
June 16, 2011 to. June 29, 2011.
Committee members reviewed.the claims and payroll vouchers and briefly
discussed claims voucher numbers 405371 and 405520.
Member Wagner moved to approve the claims and payroll vouchers. Chair
Backus concurred.
MOTION CARRIED UNANIMOUSLY. 2-0.
III. RESOLUTIONS
A. Resolution No. 4724 (Coleman)
A Resolution of the.-City Council of the City of Auburn, Washington,
declaring certain items-of property as surplus-and.authorizing their disposal
Assistant Police Bob Karnofski reported that the surplus. request is for a 2003
Chevrolet van which was.forfeited through:a drug seizure. The original intent for
the van was to possibly, :use it as_a replacement for the Police Department crime
scene van. `It was determined that costs to rehabilitate-it for that purpose-was not
cost effective,
Member Wagner moved to forward Resolution No. 4724 to the Council. Chair
Backus concurred.
MOTION CARRIED UNANIMOUSLY. 2-0.
IV. DISCUSSION ITEMS
A. Shared Resource Conservation Program (Heineman)
Human.- Resources/Risk Management Director Brenda Heineman distributed a
handout and reported that the Shared Resource Conservation Manager (RCM)
Deke Jones_begah working with the cities of Auburn and Federal last year. At this
time the City,has exceeded its`goals. Director Heineman-introduced Mr. Jones,
-Project/Construction Manager Steve Burke and Facilities Manager Lisa Torres,
who have all'worked in concert with one another on this program.
In response to questions from Chair Backus, Mr. Jones reviewed the incentives
offered, and perfomance. goals-required by the PSE grant funding, which has been
met for the first program year. The current challenge is. to save an additional 5%
for the second program year. The Washington State Department of, Commerce
grant through WSU.is a guaranteed grant.
Mr. Jones reported that the program has, been in operation for approximately one
year. Therd were three objectives in the first year including gathering data to
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measure consumption of energy, used in City.buildings as well as some of the
infrastructures such as lift and pump stations. The second objective for the
program was to perform an informal assessment for each facility in order to
provide recommendations on energy cost saving measures to diminish costs of
operations with regard to utilities and energies for those facilities. The third entails
providing-public and employee education and awareness throughout the City. To
date, for the. period of March 2010 through April,2011,-the City is 4% less in
consumption over the same period in the prior year, which equates to a 3.7%
decrease in costs. Onb`more technical step to complete, with the assistance of
Puget Sound Energy (PSE), is to normalize the data taking weather into
consideration at which-time the percentages can be finalized. -Mr. Jones reported
that, at this time, the City has realized a savings of approximately.$17,050.
Mr. Jones reviewed the funding summary for the next two years for the Resource
Conservation Program (RCP)' including funding received from Washington State
University (WSU) and PSE incentives for attaining certain benchmarks. To date,
the program is.on.track `and qualifies for the second year of incentives from PSE
as Iong.as.the City. continues to save energy, at a rate of 3% for year one, 5% for
year two, and. possibly another 5% for year three depending on the funding
scenario.. In addition to low cost/no cost measures identified and implemented at
facilities throughout the City, staff has worked in concert with McKinstry in terms of
energy.-audits; what could be done to cut energy costs, and return on investments
to implement tactical measures.
Project/Construction.Manager Burke reported that McKinstry performed an energy
audit-of the City's five'largest energy users. Staff reviewed their recommendations
and selected. six of the recommendations with regard to capital equipment
changes. At the Auburn Justice Center changes include retro commissioning of
the building;. changes to Courtroom demand ventilation, installation of Courtroom
HVAC setback controls; which will enable better monitoring of mechanical
equipment;-and. adding additional HVAC zones to reduce costs. The mechanical
changes.will enable more'control of the space.
Director Heineman explained that, during renovations of the Justice
Center, commissioning was not'-done. The Justice Center is shared by the Court
and the Police.Department. The Court is not in operations at night, but the facility
is on one HVAC system.
Facilities Manager Torres stated that the projects reviewed by Manager Burke will
result in approximately $47,000 annual savings to the City.
Manager Burke reported that measures similar to the those at the Justice
Center'are being implemented at the Senior Center. For a relatively modest
investment; staff recommends a setback control thermostat be installed at City
Hall.
Mr. Jones reported that infrastructure, such as the lift and pump stations, were not
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part of the original directives of the grant funds from WSU and PSE.
Approximately one third of the City's energy costs are dedicated for the purpose of
conveying water"and sewage. Long: term plans-include monitoring the lift and
pump stations. and adding them to the scope of monitoring energy use and
methods to.optimize efficiency. Both WSU and PSE have supplied tremendous
support, training, and expertise when needed.
In response to questions by Member Wagner, Mr: Jones stated-that staff is not
investigating alternative energy generation to PSE at this.time. Mr.
Jones reviewed the City's relationship with and audit data from McKinstry and
reported that he was trained and equipped with simple, assessment tools,
monitoring, and instrumentation.. Energy savings. information for single-family
residents is. being provided by PSE at this time. Employee education with regard
to tenant comfort and energy savings measures will be provided in the upcoming
employee newsletter.
B. Ordinance No. 6362:(Coleman)
An Ordinance of 'the City Council of the City of Auburn, Washington,
amending Ordinance No..,6339, the 2011-2012 Biennial Budget as
amended by Ordinance No. 6351 and. Ordinance No. 6352, authorizing
amendment to the City of Auburn 2011-2012 Budget as set forth in
Schedule "A'
Finance Director-Shelley Coleman reported that Ordinance No. 6362 adjusts
beginning fund balances for actual 2010 ending fund balances. This measure is
performed after the annual audit to incorporate any additional adjustments
required,-adjusting"appropriations for new grants, and making other appropriations
needed for administration of the 2011-20-12 budget. Director Coleman reviewed
various changes in the budget ordinance including budget, adjustment for an
interfund loan-from the Cumulative Reserve Fund to the Golf Course Fund.
-Director, Coleman 'reviewed options to bring permanent revenue into the Golf
Course Fund including an interfund loan from the'.Cumulative.Reserve Fund or
General. Fund,-or fundsfrom REET 1 (Real. Estate and Excise Tax) revenue.
Director Coleman recommended, making the debt service payment which would
be $400,000 for the year.
Committee members reviewed Golf Course cash flow and impacts on the cash
flow-due to this year's weather and possible annual Golf Course subsidies.
C. Leak Adjustment Request (Coleman)
City-Council approve a water utility~adjustment to account number 015891,
for Libuse Moravec in the amount of $704.51 for a water leak.
Director Coleman reported that the customer requesting the leak adjustment was
very proactive in correcting the leak.'' The Works Committee recommended
the=account be further-adjusted for the maximum additional adjustment of up to
50% of the balance.
D. Resolution No.-4718 (Dowdy)
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A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to_ execute a ,Cooperative Purchasing Agreement with
Houston-Galveston Area Council for the purpose. of purchasing general
supplies and equipment .
(See Item IV.E, Resolution No. 4719 for discussion on this item.)
E. Resolution No.-4719, (Dowdy),
A Resolution of,the City Council. of the City.of Auburn, Washington,
authorizing the Mayor to execute, a Cooperative Purchasing Agreement with
the U.S. Communities for the purpose-of purchasing general supplies.and
equipment
Maintenance and Operations Manager, Rarfdy.Bailey, reported that both Resolution
Nos. 4718 and 4719 authorize execution of nationwide cooperative purchasing
agreements: The,agreements were developed by various-groups within the
United States and provide numerous vendors forthe purpose of purchasing of
equipment not provided locally.
Chair Backus confirmed that the. City would pay sales tax on any purchases and
that the sales tax revenue would come back to the City via streamlined sales tax
(SST).
Discussion followed regarding confirmation that specific equipment purchased is
not available locally.
F. Resolution No: 4723 (Dowdy)
A Resolution of the City. Council of the City of Auburn, Washington,
authorizing the Mayor to. award and execute an agreement with the lowest
responsible bidderfor construction of the Public Works. Contract-Number
11-09 for-Project CP1 1011-1 201 1`Local Street Pavement Preservation
Project - Phase 1'
City Engineer/Assistant. Public Works Director Dennis Selle distributed a bid
tabulation for Project CP1101 2011 Local Street Pavement Preservation. Project -
Phase 1. Staff-is currently evaluating bids received last week to.confirm,the
apparent iow.bidder and contract requirements. The purpose of Resolution No.
-4723 is to authorize Mayor Lewis to execute a contract for the low bidder and to
avoid delay of the project'for an additional two.weeks until-the next- Council
meeting. The,-project has been divided into two phases. Phase 1. includes
rehabilitation of local streets which will be accomplished by patching, overlaying,
and chip sealing. Phase 2 will be implemented later'in the year.
G. Resolution No. 4725 (Dowdy)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to negotiate and execute a Purchase
Agreement'wi,th. Covington Water District and King County. Water District
#111
Utilities Engineer Dan Repp reported that the City has an opportunity to purchase
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a water main from King County Water District No. 111 and Covington Water
District. The transmission main was used in the past to. convey water to those
districts as wholesale customers. Covington is-no longer the City's wholesale
customer. The City of Auburn is currently constructing an.intertie with the Tacoma
Pipline Utilities in that area. The Districts have an existing water main on 132nd
Avenue SE that is surplus to their needs that they are willing to sell to the City.
Staff., conducted cost estimates for new pipeline and compared it to a verbal offer
from the Districts to purchase the.existing line. It would be beneficial.to the City of
Auburn to purchase the existing line which would eliminate the need to design and
build.the water main and would also eliminate associated risks and disruption of
traffic.
Discussion followed regarding benefits to the City in the event the current pipeline
is purchased.
H. Ordinance No. 6368 (Snyder)
An Ordinance of the:City. Council of the City of Auburn,. Washington,
repealing Section 18.014.185 of the City. Code, creating Sections 18.04.623,
18:04.855;18.04.894 and 18.04.9.1:1 of the City.Code, and amending
Sections 18.26.020, 1.8.28.020, 18.29.053, 18.30.020, _18.32.020,18.34.020
of the_Au'burn City Code for the purpose of allowing the following land uses
in the .Downtown Urban Core, and the Commercial and Industrial Zoning
Districts: Small Craft Distilleries, -Small. Craft- Breweries-, Wine Production
Facilities and Tasting Rooms
Planning and Comm unity-,Development Director Kevin Snyder reported that
Ordinance No. 6368 allows for uses that are not currently allowed on a limited
basis in.certain parts of Auburn. The issue originally- surfaced in 2010 and Senior
Planner Hillary Taylor.has led the research-with' regard to this issue. The
regulations would allow. uses. that would expand the City's commercial offerings,
provide venues of interest -and expand opportunities for Auburn citizens and
visitors.
Committee members briefly discussed Ordinance No. 6368.
I. Resolution No.,4720_(Lee)
A Resolution of the City Council ofthe City of Auburn, Washington, formally
accepting a grant from the State of Washington, Military Department in an
amount 'not-to exceed Eighty Seven and One-half percent (87.5%) of actual
expenditures as reimbursement from the Federal Emergency Management
Agency and th&State of Washington for expenses incurred by the City of
Auburn during..the January 201-1 storm event
(See Item IV.J, Resolution No. 4721, for discussion on this item.)
J. Resolution -No. 4721 (Lee)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the acceptance of a grant from the. Washington Service Corps to .
provide. two full-time members to the City of Auburn, and authorizing the
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Mayor and City Clerk to execute the necessary agreements to accept said
members
Emergency Prepardness Manager Sarah Miller briefly reviewed Resolution Nos.
4720 and 4721.
In response to questions from Member Wagner, Manager Miller explained that
Resolution No. 4720 reimburses the City for costs incurred during the January
2011 storm event.
K. Resolution No. 4722 (Coleman)
A Resolution of the City. Council of the City of Auburn, Washington,
authorizing the City to apply for.state grant funds... in the amount of $9,895
from the Washington State Department.of Transportation to rehabilitate the
airport apron, update the Airport Master Plan,: and to improve airport
drainage. and. erosion and authorizing the'execution of the grant
agreement therefor'
Director Coleman stated that Resolution No. 4722 provides for acceptance of a
grant from ,Washington State. Department of Transportation (WSDOT) to
rehabilitate the Airport apron, update the Airport Master Plan and to improve
Airport drainage and erosion control issues. Staff has applied for the grant, but
WSDOT requires authorization. in the form of a 'resolution approved by Council
with regardto matching funds from the City.
L. Solid Waste. Contract Implementation (Coleman)
Director Coleman stated.that the new contract with the City's solid waste hauler
starts, on October 1, 2011. Some rates have been increased as well due to
additional items being offer by the provider.
Solid Waste Coordinator. Joan Nelson distributed a handout on the solid waste
contract implementation timeline. Coordinator Nelson displayed .a map.of.Auburn
and reported that,a portion of West Hill which has been billed directly by Waste
Management (WM). Beginning on October 1, 2011, billing for-solid waste services
foIr West Hill customers will-be, by the City rather than the provider.
Coordinator. Nelson reviewed the following new service rates:
35,gallon.cart will be offered-,to replace 32 gallon carts - rates won't change
15%-mark-up on roll-off disposal
35 and 64 gallon carts options in addition to 96 gallon carts for compostables
Special pick-ups on 1 yard and 2 yard, compostables (new option)
Restartredelivery fee,for compostables carts (new pass-through fee)
Clean. and deodorize.compostable carts (new service and new fee)
20 gallon carts (with wheels) will replace.the 20 gallon mini-cans
35 gallon carts (with wheels) will replace the 32 gallon cans
WM will relabel-all carts/containers and provide solid colored carts
Compostables:weekly -year round
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Recycling dumpsters will be painted blue by December 2011
Smaller 35 gallon recycle carts in addition to 64 and 96 gallon carts
Recycle carts for individual residents in mobilehome parks
Recycling drop off station at WM's Auburn facility will open October 1, 2011
Operations of residential routes will begin at 7:00 a.m. instead of 6:00 a.m.
WM will have compressed natural gas (CNG) fleets by March 2012
WM will open a CNG retail station in 2012
WM will take the lead on visiting all commercial and multi-family establishments
Coordinator Nelson stated that solid waste code revisions will be coming forward
soon. An outreach brochure will be distributed to residents at the end of August,
highlighting the revisions and new services with contact information. Beginning in
September, postcards will be sent to residents with regard to cart delivery.
Businesses and multi-family establishments will receive their services brochure
towards the end of September. Property managers will also receive a postcard
notifying them that site visits are available upon request. Carts will be delivered
by October 1 st.
V. ADJOURNMENT
There being no further business to come before the Committee, the meeting adjourned
at 6:52 p.m.
APPROVED THE DAY OF JULY, 2011.
\_QI IV ~ D
ancy B k s,Chair Cathy Ric rdson, Deputy City Clerk
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