HomeMy WebLinkAbout05-21-2012 Agenda Modification � �-*
CITY OF =-�'' *
* WASHINGTON FINANCE COMMITTEE
May 21, 2012
AGENDA MODIFICATION
The May 21, 2012, Finance Committee meeting agenda published on Friday,
May 18,2012, is modified as follows:
II. CONSENT AGENDA
The cortect minutes are transmltted with this agenda modification.
A. Minutes of the May 7, 2012 regular Finance Gommittee meeting"
III. DISCUSSION ITEMS
Resolution No.4812 is added to the agenda for discussion.
E. Resolution No:4821" (Dowdy)
A Resolution of the Gity Council of the City ofAubum, Washington,
authorizing the Mayor and Ciry Clerk to execute an Interlocal
Agreement with the City of Algona to design and construct the
Boundary Boulevard Resurfacing Project
cmroF ��� - Finance Committee
�,, May 7, 2012 - 5:30 PM
,� • �° ' '� � AnnexConference Room 1
i/� N+ASH!{VGTON MINUTES
I,. CALL TO ORDER
Chair John Partridge called the regular meeting to o�der at 5:30 p.m. in Conference
Room 1 located on the second floor of the City Hall Annex located at One East Main
Streetin Aubum.
A. Roll Cail
ChairPartridge, Vice Chair JoHn Holman and Member Largo Wales were
present. City officialsand 'staff present during the meeting were: Mayor Peter B. ,
Lewis, Deputy Mayor Nancy Backus, CityAttomey Daniel B. Heid, Chief of Police
Bob Lee, Public Works Director Dennis Dowtly, Utilities EngineerDan Repp,
Street System Engineer Seth Wickstrom, Finance Director Shelley Coleman,
and City Clerk Danielle Daskam. Also present were: King County District Court
Judge Corinna Ham, King County Executive Office Director of Regional Initiatives
Diane Carlson, IGng County Budget Manager(for District Court) Heather Dean,
and King County Director of Prnbation Services Judy Garoia.
B. Announcements
There was no announcement.
C. Agenda Motlifications
Resolution No. 4816 was added to the agenda untler discussion items.
II. CONSENTAGENDA
A. Minutes of the April 16, 2012 Regular Meeting
Vice Chair Holman moved and Member Wales seconded to approve the April 16,
2012 minutes. �
MOTION CARRIED UNANIMOUSLY. 3-0.
B. Claims Vouchers (Colertian)
Claims check numbers 412962 through 4?3461 in the amount of$1,683,602.81
and dated May 7, 2012. '
Committee members reviewed the claims and payroll vouchers and briefly
discussed claims vouchers 413313;413030, 413068, 413203,413255,413391
and 413399.
Page 1 of 5
Member Wales requested an opportunity to review a previous Auburn School
District biliing to the City for West Aubum High School.
Utilities Engineer Dan Repp provided the Committee with an update on the
Supervisory Control and Data Acquisition (SCADA) project. The project is for
complete replacement of control equipment for all water, sewer and storm
facilities. The total project cost is $5.6 million. The project will replace equipment
from 4he 1960's with current state of the art monitoring eguipment. The project
also addresses physical security. Engineer Repp anticipates completion of the
projecYfn December 2012.
Chair Partridge expressed concem with the amount of space provided on the
Voucher list for the descriptioNaccount. Chair Partridge stated that the report
does not provide sufficient space to providean adequate description of tfie
voucher. Finance Director Coleman and Mayor Lewis stated that the report:field
is a fixed field of 39 characters. The City does not haye the ability to change the
software or the format of the report.
Member Wales moved and Vice ChairHolman seconded to recommend Council
approval of claims and payroll vouchers.
MOTION CARRIED UNANIMOUSLY. 3-0
C. Payroll Vouchers (Coleman)
Payroll check numbers 532849 through 532886 in the amount of$271,812.99 and �
-elecVonic deposit transmissions in the amount of$1,202,024.25 fora grand total
of$1,473,837.24 for the period covering April 72, 2012 to May 2, 2012.
See ciaims vouchers above for approval of payroll vouchers.
III. DISCUSSION ITEMS
A. King County Proposal for Court Services (Coleman)
Finance Director Coleman led the discussion regarding King County District
Court's proposal for court services. She directed the Committee to the ovenriew in
the agenda packet;which outlines the costs of court, probation, and incarceration
services. King County has presented a proposal for court and probation services,
The agenda packet also included a handout by King County District Court, a
sample interlocal agreement, and a sample lease agreement.
Chief Presiding Judge (for King County District Court) Corinna Ham, King County
Executive Offioe Director of Regional IniUatives Diane Caflson, King County
Budget Manager(forDistrict Court) Heather Dean, and King County Director of
Probation Services Judy Garcia introduced themselves.
Judge Ham spoke regarding current partnerships with other cities and the history
Page 2 of 5
of district court services.
Diane Carlson, from the King County Executive's Offce, spoke about the costs of
contracting with District Court. Each budget cycle, the Courts present budget
proposals to the cities where court costs are discussed in detail. There are
currentty twelve participating cities and all have renewed their contract.
Judge Ham spoke briefly regarding the benefits of having an integrated and linked
court system. In response to questions from Committee members, Judge Harn
stated that one transitional challenge will be converting the City's court system
from a paper system to the District CourPs electronic system. Additionally, there
wiil be a number of review:hearings to detertnine whether all persons on probation
will be kept on probation.
Director Coleman distributed a revised Exhibit 1 that adds a Note (2) at the bottom
of the page relating to new software for the Municipai'Court. In response to
question§from Chair Partridge, Ms. Carlson explainedthat cities are charged for
the court services and not the probation seryices. Probation services are primarily
funded through probation fees coilected from the defendant. Judge Ham
explained that King County,probation services inGudes two functions—probation
officers and compliance monitoring.
7he total King County District Court costs.are estimated at$1,852,354. The cost
is based on 31,000'filings, which includes approximately 11,000 photo
enforcement tickets.
Judge Ham commented that the 2010 King County costs reflected in Fachibit 1 will
not change much in 2013 as the County c�osts have remained fairly stabie. The
cost is based on the number of filings by the City.
In response to questions from ChairPartridge, Judge Harn stated that existing
court staff would be able to apply for any open positions with King County Court.
Judge Ham also added that Disfict Court would also be able to provide civil
services such as smali claims, name changes, and civil suits up to$75,000.
B. Resolution No. 4812 (Dowdy)
A Resolution of the City Council of the City ofAuburn, Washington, authorizing the
Mayor and City Clerk to execute an Interlocal Agreement with the City of Sumner
to design and construct the East Valley Highway ResurFacing Project
Resolution No. 4812 authorizes the City to enter into an Irrterlocal Agreement with
tt�e City of Sumner for the design and construction of the East Valley Highway
ResurFacing Project.
Public Works Director powtly advised that City of Sumner was abls to obtain a
grant in the amount of$1,443,223 from the Federal Highway Surface
Page 3 of 5
Transportation Program to resurtace East Valley Highway from Forest Canyon
Road in Sumner to the King/Pierce County boundary in Auburn. The City of
Aubum's localmatch i§$42,864: City of Sumner will be the lead agency for fhe
project.
C. Horsley Leak Adjustment Appeal {Coleman)
City Council approve an additional water utiliry adjustment to account number
28039,for Bob and Gloria Horsley, in the amount of$940.98.
Finance Director Coleman reported that the Public Works Committee
recommended approval of an additional water utility adjustrnent to account
number 28039 for Bob and Gloria Horsley in the amount of$940.98.
The owner discovered a water leak on February 22, 2012. Per the customer, the
leak was repaired over the course of three days. The utility account was billed
$2,418.22, for water service and consumption of 795 units, due to a leak in the
service Iine. The owner submitted a request for leak adjustment on February 27;
2012.
The total calculated adjustment inras $2;381.95; however,the leak adjustrnent
policy limits the credit to $500.00 for water only adjustments. The aocount was
credited for$500.00 on March 14, 2012. The owner submitted a leak adjustment
appeal on March 23, 2012. Perthe,policy,the customermay be considered for an
additional Jeak adjustment up to 50% of the remaining water portiori over$500.00.
D. Resblution No. 4816
A Resolution of the City Council of the City of Aubum,Washington, selecfing a
nominee to serve as a member of 4he Board of Commissioners for Pierce Transit.
Resolution No.4816 was added to the agenda.
Mayor Lewis advised that the Resolution expresses the Council's support for Gig
Harbor City Councilmember Derek Young as the nominee for the Pierce TransiY
Board of Commissioners representing smali cities.
IV. ADJOURNMENT
There being no further business to come before the Committee, themeeting adjoumed
at6:52 p.m.
APPROVED the day of May, 2012.
John Partridge, Chair Danielle Daskam, City Clerk
Page 4 ofi5
Page 5 of 5
*
�CfiYOF *_��
-�,„ ° ' AGEMDA BILL APPROVAL FORM
W GTON
AgendaSubJect: Resolution No.4821 Date:May 21,2012
DepartrneM: Pubiic Works Attaehmems: Resoiution No:4821 Budget Impact:
Admintstrative RecommendaUon:
City.Council to adopt Resalution No.4821,
Background Summary:
The City of Algona plans to bid a contrad for pavemeM preservation thfs year and intends to complete
the chip sealing of Boundary Boulevard up to tlie Aubum City L(mits..
The Mayor of Algone has offered to inblude, in the scrope of the AlgonaproJect,thffi portion of Boundary
Boule4ard withirtthe City of Aubum city Iimits. Cfty staff has evaluateii the segment of street,west of O
Street SW,and has detertn(neii that It would 6enefit from a chip seal pavement treatment.
It would be to Aubum'sadvarrtege to authoiize the City of Algona to chip seal thffi portion of Boundary
Boulevard.wesf of the 0 SUeet SW intersecffon to the south aty limfts and to reimburse the City of Algona
for its adual contract price.
This projed would be paid for from the Arterial Street Preservation Fund.
Revlewetl by Councll 8 Commi�: Reviawed by Dapartments 8 Dlvlslo�:
��ArfsCommisslon �Q UNCILCOMMIT�EES: ❑ Building ❑ �M&O
❑Aliport LJFinance ❑ Cematery ❑ Meyor
❑ Hearing Exeminer ❑Municfpel Serv. ❑ Flnence � p Parks �
❑ Human Services ❑ Planning&CD a Flre ❑ Planning '
❑ Park Board �Publk Works U Lagal . ❑ Polica
❑ Planning Comm. p Other � Public Works ❑ Human Resouroas •
Co�APPmval: � DYes QNo
Coundl ApprovaL• �Yes ONo Cail.for Pubtle Hearing ��
Raferredto � �UntlI�J
Tabled Until JJ
Counclimember. Wa ner Staff: Dowd
MeeHn Date: Ma 27 2012 Item Number.
,�jj$Uj� * MORE THAN YOU IMAGINED
RESOLUTION NO. 4 8 21
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
___
OF AUBURN, WASHINGTON, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN
INTERLOCAL AGREEMENT WITH THE CITY OF .
ALGONA TO DESIGN AND CONSTRUCT THE
BOUNDARYBOULEVARD RESURFACING PROJECT �
WHEREAS, the Cities of Aubum and Algona share a common community
interest in resurfacing Boundary Boulevard starting at the south Aubum Giiy
limits and.ending O StreetSE intersection; and
WHEREAS, the City of Aubum has requested that Algona assume lead
agency responsibility for the design and construction of the Project sin_ce the
majorityof the project is in Algona's jurisdiction; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN;
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. The City of Aubum recognizes that, while a portion of the
project site is located in the City of Aubum, the City of Algona will be lead
agency for the project on the behalf of the City of Aubum.
Section 2. The Mayor is hereby authorized to execute an interlocal
agreement between the Cities of Aubum and Algona_ and to implement such
' other administrative procedures as may be necessary to carry out the directives
of this legislation.
Resolution No.4821
May 17, 2012
Page 1 of 2
Section 3. That this �tesolu6on shall take effect and be in full force
upon passage and signatures hereon.
Datedand Signed this day of , 2012
CITY CQF AUBURN
PETER B. CEVVIS
. MAYOR
ATTEST:
Danielle E. Daskam,
City Clerk
APPR VED AS TO FORM:
,
- niel _ . �'_ ," _
ity Attomey
Resolution No.4821
May 17,2012
Page 2 of 2
INTERLOCAL AGREEMENT FOR
DESIGNAND CONSTRUCTION OF THE
BOUNDARY BOULEVARD RESURFACING PROJECT
THIS AGREEMENT is entered into pursuant to RCW 39.34, the Interlocal
Gooperation Act, between the CITY OF ALGONA, a Washington municipal corporation,
located and doing business at 402 Warde Street, Algona; Washington 98390 (°Algona"),
and the CITY OF AUBURN, a Washington municipal corporation, located and doing �
business at 25 INest Main Street, Auburn, Washington 98001 ("Auburn"), together
referred to as the "Parties", for the purpose ofi resurtacing a poftion of Boundary
Boulevard.
RECITALS
WHEREAS, the Rarties have agreed to resurFace Boundary Boulevard starting at the
South Auburn City limits and ending at the O Street SE irrtersection.
WHEREAS, the City of Algona is preparing to advertise a contract to chip seal its
remaining portion of Boundary Boulevard w'ithin Algona and has offered to include fhis
1345 linear foot segment of the street in its scope of work at the contract bid�price on;a
square yard basis, providing that the City of Auburn agrees to reimburse the actual cost
for work perFormed on the portion of the street in Aubum.
�
WHEREAS, the Project will be located within the boundaries of Aubum and Algona
_
and iniill serve both jurisdictions; and
WHEREAS, Algona has requested that Aubum, consider adding this portion ofi the
roadway to Algona's 2012 contract scope so that the motoring public can benefit from a
complete project.
NOW, THEREFORE THE PARTIES AGREE AS FOLLOWS:
AGREEMENT
A. ALGONA'S RESPONSIBILITIES:
1. Algona shall assign a Project Manager (°PM") to manage the Project through
advertisement, award, and construction
2. Algona shall work with Auburn, expeditiously and in good faith, to develop
administrative procedures necessary to achieve the smooth progress of tfie
Project.
• 3. Algona shall be responsible for the completion of all design and construction
work for the ProjecE including preparation of plans and specfications to City of
Algona Standards for the project.
4. Algona shall determine and iitilize its staff resources or professional services as
necessary for implementation and completion of the Project.
Intedocal Agreemant—Ckles ofAlgona and Aubum �
Boundary Boulevard Rasurfacing Page 1 of 6
5. Upon completion of the project Algona shall provide the City with a copy of the
contractshowing the bid prices for chip seal work and a calculation of the amount
that is due for reimbursement.
B. AUBURN'S RESPONSIBILITIES: '
1. Auburn shall assign a contact person to coordinate with Algona's PM during the
life of the Project.
2. Aubum shall work with Algona, expeditiously and in good faith, to develop
adrninistrative procedures necessary to achieve the smooth progress of the
Project.
3. Aubum hereby grants Algona and its agents the right to work in Aubum's right of
way for all phases of work, including design, environmental or other approvais,
and construction. Algona shall ensure that its contractors .comply with the
provisions of Chapter 12.66 of the Aubum City Code;provided, however, that no
separate permit to work in the right of way shall be required. Algona shali
provide Aubum at least 10 calendar days advanced notice before its contractors
begin work or implement traffic control measures in Aubum's right of way.
Algona shall ensure thafits contractors do not implement traffc controF measures
in Auburn's right of way without a traffic control plan that has been approved by
Aubum.
4. Aubum shall work expeditiously to remove any encroachments in the right of way
within Auburn's jurisdiction such that the Project is not delayed.
5. Aubum shall notify Algona of any committed projects that may change the scope
of the Project. Aubum shall keep Algona up to date with the status of such
projects on a monthly basis.
6. Aubum's share of the project`is estimated to be $36,990 based on an estimated
price of $5.50/SQ. YD, and 6725 Square Yards ofi Pavement to be chip sealed.
Aubum shall reimburse Algona the actual costs of that portion of work falling
within Aubum's corporate City limits based upon Algona's actual contract bid
price for 6,750 Sq Yd ofpavement to be chip sealed.
C. MISCELLANEOUS
1.Termination. Either parly may terminate this Agreement, prior to Algona's award
of a oonstruetion contract, upon thirty (30) days written notice to the other party.
Termination after Algona's award of a construction contract shafl only be granted if
both parties agree to the termination and all costs incurred to terminate are born by
the terminating party. For the purposes hereof, the 'Termination Date" shall be the
thirtieth (30"') day after receipt of the termination notice; provided that upon receipt
of a termination notice, all work.on this Agreement shall cease, except as agreed to
by the parties.. Under no circumstances will either party be reimbursed for services
rendered after the Termination Date.
2. Modfication. No waiver,alteration, or modfication of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized
representative of each pariy.
Interlocel Agreament—Cltles of Atgona and Aubum
Boundary Boulevard Resu�facing Page 2 of 6
3. Severabilitv. If any one or. rnore of the sections, subsections, clauses or
sentences of this /�qreement is/are held to be unconstitutional or invalid, that
unconstftutional"ity or invalidity shall not affect the validity of the remaining
secfions, subsections, clauses or sentences of this agreement, and the
remainder shall remain in full force and effect.
4. Entire Aareement. This �qreement and any attached exhibits hereto contain the
entire agreement between the parties. Shouid any language in any eXhibit to tHis
Agreement conflict w'ith any language contained in this agreement, the terms of
this agreement shall prevail. Written proVisions and terms of this Agreement,
together with any attached exhibits, supersede all prior verbal statements by any
representative of either patty, and those statements shali not be construed as
forming a part of or altering in any manner this/�greement.
5. Indemn�cation. Algona shall defend, indemnify and hold Auburn, its officers,
employees, agents, and assigns harmless from any and all claims, injuries,
damages, losses or suits, including all legai costs and attomey fees, arising from
or in connection with the design or construction of the Project, but only to the
extent of �Algona's negligence or comparative fault. Aubum shall defend,
indemnify and hold Algona, its officers, employees, agents, and assigns
harmless from any and all claims, injuries; damages, losses or suits, including all
legal costs and attorney fees, arising from or in connection with the design or
construction of the Project, but only to the extent of Auburn's negiigence ar
comparative fault.
6. Proiect Coordination. Disoute Resolution and Goveminq Law. This P�qreement
shall be govemed by and construed in accordance with the laws of the State of
Washington. If a dispute arises from or relates to this Agreement or the breach
thereof, resolutiori of the dispute shall be as follows:
(a) attempted through direct discussions as follows: (1) Aubum's
designated contact person and Algona's designated Project Manager Shall make
every effort to identify the problem(s) and resolve issues aY their level to the
satisfaction of both parties; (2) Should they fail to resolve the disputed issue, then
the Algona Project Manager, in coordination with Aubum's designafed contact
person, shall attempt to narrow the issue in dispute for consideration by the
Public Works Directors of Auburn and Algona. The Public Works Directors shall
determine if the dispute can be resolved through negotiations. (3) If they are
unable to resolve the dispute, then the Public Works Directors shall each select; .,
in addition to Algona's PM and Aubum's contact person, one additional
representative from among its employees who, together shall form a dispute
resolufion panel to resolve the dispute. (4) Should the dispute resolution panel be
unable to settle any difference or claim arising from the parties' perforrriance of
this Agreement or the breach thereof through direct discussions, then the
procedures as set forth in the ensuing paragraph (b) shall be employed as the
means for resolving the dispute.
(b) The parties agree to endeavor first to settle the dispute in an
amicable manner by mediation administered by a mediator under JAMS
, Altemative Dispute Resolution service rules or policies. The mediator may be
�. Intedocal Agreement—Ckles ofAlgona and Aubum
. 8oundary BouleveN Reaurfadng Pege 3�of 6
.
selected by agreement of 4he parties or through JAMS. All fees and expenses
for mediation shall be bome by the parties equally. However, each party shall
bear the expense of its own counsel, experts; witnesses, and preparation and
presentation of evidenoe. Following mediation, or upon written agreement of the
parties to waive mediafion, any unresolved controversy or claim arising from or
relating to this l�qreement or breach thereof shall be resolved by filing suit
exclusively under the venue, rutes and jurisdiction of the Pierce Courity Superior
Court, PieFce County, Washington. In any claim on lawsuit for damages arising
ftom the parties' perFormance of this f�qreement, each parly shall pay all its legal
costs and attomey'sfees incurred in defending or bringing such claim or lawsuit,
including all appeals, in addition to any other recovery or award provided by law;
arovided, however, nothing in this paragraph shall 6e construed to limit the City's
right to indeinnification under Secfion 7 ofthis P�qreement.
8. Written Notice. Unless notified to the contrary, all communications regarding this
Contract shall be sent to the parties as follows:
NOTICES TO BE SENT TO: NOTICES TO BE SENT TO:
CITY OF ALGONA: CITY OF AUBURN:
[Insert Name of City Rep. to Receive Notice] Dennis Dowdy
City of Algona City of Auburn
1104 Maple 8treet 25 West Main Street
Algona,VVA 98390 Aubum, WA 98001
[InsertTelephone Number] (telephone) (253)931-3023 (telephone)
jlnsert Fax Number] (facsimile) (253)931-3053 (facsimile)
Any written notice hereundershall become effective three (3) business days after
the date of mailing by registered or certified mail, and shall be deemed
sufficiently given if sent to the addressee at the address stated in this Contract or
� such other address as may be hereafter specified in writing.
Interlocal Ag�eemeM—Cfflas of Algana and Aubum
Boundary Boulevard Resurfadng Page 4 of 6
.
D. AGREEMENT EXECUTION
AGREED TO ONTHIS DAY OF 2011:
THE CITY OF ALGONA: THE CITY OF AUBURN:
DAVID. Hill, MAYOR PETER B. LEWIS, MAYOR
APPROVED BY ALGONA CITY COUNCIL MOTION ON
APPROVED BY AUBURN CITY COUNCIL MOTION ON
ATTEST: ATTEST:
(SEAL) (SEAL)
DIANA QUINN DANIELLE DASKAM
ALGONA CITY CLERK AUBURN CITY CLERK
APPROVED AS TO FORM: APPR ED S TO FORM:
KARI SAND .
ALGONACITYATfORNEY BURNCITYATTORNEY ..
IMarlxei/\qreement—Cifies of Algona and Aubum �
Boundary Boulevard Resurfadng Page 8 af 6