HomeMy WebLinkAbout04-08-2013 4-8-2013 Munici al Services Committee
U P April 8, 2013 - 3:30 PM
City Hall Council Conference Room
MIASHINGTON MINUTES
I. CALL TO ORDER
Chair Peloza called the meeting to order at 3:30 p.m. in the Council
Conference Room of City Hall, 25 West Main Street, Auburn, WA.
A. Roll Call
Members present: Chair Bill Peloza, Vice Chair Wayne Osborne,
Member John Partridge.
Staff present: Mayor Pete Lewis, Chief of Police Bob Lee, Finance
Director Shelly Coleman, Public Works Director Dennis Dowdy,
Innovation and Technology Director Ron Tiedeman, Acting Planning
and Development Director Jeff Tate, Assistant City Attorney Steven
Gross, Planning Services Manager Elizabeth Chamberlain, Public
Affairs and Marketing Manager Glenda Carino, Emergency
Preparedness Manager Sarah Miller, Administrative/Business
Services Manager Darcie Hanson and Police Secretary/Scribe Terry
Mendoza. Others present: Auburn Reporter representative Robert _
Whale.
B. Announcements
C. Agenda Modifications
II. CONSENT AGENDA
A. March 25, 2013 Meeting Minutes
Vice Chair Osborne moved to accept the Minutes as presented.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
III. ACTION
A. Resolution No. 4926 (Miller)
A Resolution of the City Council of the City of Auburn, Washington,
Authorizing the Adoption of the 2009 King County Regional Hazard
Plan and the City of Auburn Annex to the Plan.
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Vice Chair Osborne moved to forward to full Council for consideration.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
B. Resolution No. 4928 (Coleman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the city to apply for and, if awarded, to accept grant funds
in the amount of $300,000.00 from the Federal Aviation Administration
and the Washington State Department of Transportation, Aviation
Division, to seal coat airport apron areas, runway and taxiway surfaces
for the Auburn Municipal Airport and authorizing the execution of the
grant agreement therefor.
Vice Chair Osborne moved to forward to full Council for consideration.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
C. Resolution No. 4929 (Coleman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the City to apply for, and if awarded, to accept grant funds
in the amount of $70,000.00 from the Federal Aviation Administration
and the Washington State Department of Transportation, Aviation
Division, to prepare an airport wildlife hazard assessment for the
Auburn Municipal Airport and authorizing the execution of the grant
agreement therefor.
Vice Chair Osborne moved to forward to full Council for consideration.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
D. Ordinance No. 6460 (Coleman)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Sections 8.08.070 and 8.08.1,40 of the Auburn City Code
relating to solid waste disposal.
Vice Chair Osborne moved to forward to full Council for consideration.
Member Partridge seconded. Chair Peloza concurred.
MOTION PASSED: 3-0
IV. DISCUSSION ITEMS
A. Redflex Contract (Coleman)
Proposed Redflex Contract Amendment
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Chair Peloza began the discussion by distributing his comment memo
on the proposed Redflex contract amendment. In the prior Municipal
Services Committee meeting the committee requested follow-up with
Redflex on two items. Based on the requests, Finance Director
Shelley Coleman reported that Redflex has agreed to remove the
automatic extension language but they will not agree to a new
agreement which would put the outstanding cost neutrality balance in
the 12 month final collection time period. In addition, Director
Coleman briefed the committee regarding how the Redflex proposed
agreement and related $5K credit would affect the overall monthly
billing. Discussion followed.
Committee recommended to extend the Redflex contract for only one
(1) year (staff will negotiate) and at the same time initiate a RFP
process to locate another potential vendor. This will keep the current
red light cameras operating in the meantime for public safety
purposes.
B. Resolution No. 4932 (Tiedeman)
A resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute a contract for services
with Avidex in the amount of $238,000.00 for Audio Visual services,
upgrades and equipment utilizing cooperative purchasing agreement
Resolution No. 4919, University of Washington Contract #12-0120.
A "white paper" was distributed to the Committee as requested at the
March 25th MSC meeting. In addition, to clarify this topic further, IT
Director Ron Tiedeman handed out more information on the audio
visual project. The vendor is certified in all aspects of the project from
start to finish including manufacturer warranty, repair, service and
replacement/loan. The vendor has designations above most vendors.
Most importantly, the project resolves the FCC mandate to change
frequencies that are not in compliance now. Committee discussion
followed.
It was clarified that there is no additional funding being requested for
this project through this Resolution; rather, it is only representing how
the funds will be allocated on the project. Director Tiedeman
reported that the pre-design will start approximately May 2013.
C. Student Rental Housing (Tate/Chamberlain)
Acting Planning and Development Director Jeff Tate introduced the
Committee to Student Rental Housing concerns near the Green River
Community College (GRCC) area. Director Tate stated that he
considers this an emerging issue for the City. Residents living in the
single family residential communities nearby GRCC have complained
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about the growing number of rental homes in their neighborhoods that
are being occupied by GRCC students. Concerns include impacts to
parking, unpermitted conversion of garages to living spaces,
overcrowding of single family homes, lack of proper solid waste
management, noise impacts and lack of oversight by GRCC. City staff
from Planning & Development have met with GRCC and discussed the
college's housing programs along with City regulations pertaining to
rental homes and business licenses. Committee discussion followed
and the committee agreed to provide their individual questions and
comments directly to Director Tate.
D. Animal Control Licensing Program (Hanson)
Darcie Hanson, Administrative/Business Services Manager for
Planning and Development provided an update to the committee on
animal control licensing. A handout distributed indicates that the City
is behind 2012 figures for the number of pet licenses sold through
January and February of 2013 - currently at sixty percent (60%) of
sales from King County's 2012 figures. Mayor Lewis stated that this
could end up costing the City more than was originally realized. There
are many ideas that have come forth from staff and Council regarding
the Marketing aspect to include utilizing PetData in order to increase
the sale of licenses. Public Affairs and Marketing Manager Glenda
Carino advised the Committee about our current Marketing strategy.
Committee discussion followed with some marketing suggestions;
such as, use of marketing through Utility Billings (stuffer) and audit of
King County books for 2013 paid licenses because some citizens have
sent renewed licensing to King County. Committee reflected concerns
regarding the conversion from King County Animal Control Licensing.
2013 Licensing had fallen behind the 2012 King County licensing
revenue. Committee requested that the Licensing Program be
updated to the committee on a bi-monthly basis until positive financial
results can be realized.
E. Animal Control and Rescue (Lee)
Chief of Police Bob Lee presented the 2013 1st quarter statistics on
Animal Control activity. The Animal Control Unit's primary
responsibilities are enforcing animal control ordinances, assuring
proper licensing of applicable animals, and educating the public in
matters related to animal care and control. For the quarter, 233
service calls were handled of which 75 were dispatched through 911
and 113 were direct phone calls to the Animal Control Officer Winner.
Non-complaint citizen contacts totaled 212. Committee discussion
followed.
F. Fireworks Update (Lee)
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Chief of Police Bob Lee advised that he extended an invitation to MIT
Councilmember, Mike Jerry, to attend today's Municipal Services
Committee meeting. Chief Lee reported that the MIT is excited about
some possible changes coming relating to this year's fireworks.
Additional information will be provided at a future MSC meeting.
During this discussion, Chief Lee also discussed the recent Pit Bull
incident and subsequent citizen complaint with Committee members.
G. Project Matrix
The following updates were made to the Project Matrix:
Item 24P: Review date changed to 4/22/13.
Item 27P: Bi-Monthly reviews - begin on April 22.
V. ADJOURNMENT
The meeting was adjourned at 5:38 p.m. The next regular meeting is
scheduled for April 22, 2013 at 3:30 p.m. in the Council Conference Room,
City Hall, 25 W. Main Street, Auburn, WA.
Signed this Q-2L�-ay of April, 2013.
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Bill Pell"oz_a, Chair Terry Me d za, Police- ecretary/Scribe
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April 8, 2013
PhotoSafe Auburn - Comments
➢ 2 Intersections (5 Camera's) + 6 School's (12 Camera's)
Mission: To improve traffic safety through reduction of red light violations and
associated collisions, and to reduce incidents of speeding in school zones, I.e.,
Promote Public Safety and save lives and prevent injury.
City 2012 Estimated Expenditures (Court, Legal, APD & 0/1-1):
➢ Annual cost for managing PhotoSafe: $180K ($15K x 12)
➢ Proposed 2013 Redflex Contract: $5K credit per month to offset city
costs or $60K per year - Reduces annual city costs from $1 &OK to
$120K.
➢ Redflex credit provides Public Safety to Auburn 72,000 citizeins or
$1 .67 per citizen ($120K/72,000). This is a minimal amount per
citizen for public safety.
➢ Like to see the Fixed Fee (FF) breakdown from Redflex on their
$4,870.00_FF per month camera location.
➢ Finance - provide a copy of a Redflex invoice for committee information
and understanding the "cumulative balance" language in the Redflex
"Cost Neutrality" paragraph of the Redflex Agreement (pg 544 of
615).
➢ In the "Cost Neutrality" paragraph, suggest language to soften the
"city obligation to pay the cumulative balance".
It may make more business sense at this time, if we counter propose for a
contract duration of less than a five (5) year extension, look at one oir two
year extension?
Bill Peloza
Chair
MSC
I
Example
2013 Redflex Financial Performance
Comparision Between KCDC and Redflex Collection &
With $5,000 Monthly Credit
2013 Year-to-date program financial performance
Revenue from photo-enforcement $ 40,946 $ 53,153 $ 40,946 $ 53,153
Expenditures
KCDG;costs @$4.14,percrtation:' 2103' 1,403'•;
Former City of Auburn court costs per month
Court clerk $ 6,613 $ 6,613
Judge-Pre Tern 1,000 1,000
Legal costs 139 80 139 80
Officer review 405 466 405 466
Admin overhead @12.5%of all expenses 5,449 6,888 5,186 6,712
Sub total 8,096 8,837 13,343 14,871
-Less credit From<ledflex- (5;000) (5;000] (5;000) (5,000)
Subtotal (before payment to Redflex) 3,096 3,837 8,343 9,871
City citation payments to Redflex per contract 40,946 53,153 40,946 53,153
Total Expenditures $ 44,042 $ 56,990 $ 49,289 $ 63,024
Revenue over/(under)expenditures $ (3,096) $ (3,837) $ (8,343) $ (9,871)
Infractions Issued 508 339 508 339
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CITY OF Interoffice Memorandum
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WASHINGTON
To: Bill Peloza, Municipal Services Committee Chair
From: Ron Tiedeman, Innovation &Technology Director
CC: Mayor Pete Lewis, Members of Council, Committee Members
Date: April 8, 2013
Re: Resolution 4932—Project Agenda Modification Outline
Audio Visual Project Outline
• Project previously approved by Council in 2011-2012 budget.
• Project approved by council again in March 2013 with improvements.
• Funds for project are exclusive to franchise requirements, and improved AV.
• Cooperative purchase agreement, WSCA, GSA all approved purchase methods.
• Project incorporates technology and services to public beyond Council Chambers.
o Golf Course improvements provide economic development and marketing of
services to residents and users of both the golf course and facilities for meetings
and banquets.
o Signage and messaging to provide visitors information about the city, services,
council, ad-hoc committees and special events including emergency
notifications.
• Vendor certified in all aspects of project from start to finish including manufacturer
warranty, repair, service and replacement/loan. Designations above most vendors.
• Technical Certified Standard (TCS): Professional certification of equipment.
• Certified Technology Specilist- Design and service certified
• Cisco Select Partner—Provides special discount and service
• Emerald Level AVSP certified—Engineering and Design
• Project resolves FCC mandate to change frequencies not in compliance now.
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AUBURN u. MORE THAN YOU IMAGINED