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HomeMy WebLinkAbout07-22-2013 July 22, 2013 AN-01 F_ * Municipal Services Committee �_ n�1�T July 22, 2013 - 3:30 PM -�� WASHINGTON City Hall Conference Room 3 MINUTES I. CALL TO ORDER Chair Peloza called the meeting to order at 3 30 p.m. in Conference Room 3 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, Innovation & Technology Director Ron Tiedeman, Finance Director Shelley Coleman, Parks, Arts & Recreation Director Daryl Faber, Public Works Director Dennis Dowdy, Police Commander Dave Colglazier, Maintenance & Operations Manager Randy Bailey and Police Secretary/Scribe Terry Mendoza. Others present: Citizens Carolyn Towner, Yolanda Trout and Scot Pondelick, and Auburn Reporter Representative Robert Whale. B. Announcements C. Agenda Modifications The Municipal Services Committee Agenda was modified to include the following items: Cemetery Quarterly Marketing Update and Review of all Non-Utility Enterprise Fees/Funds. Director Faber reported that from a marketing standpoint they have made many changes. New "way finding" signs have been ordered and will go up throughout the City to replace the current signs which are old, bent, and rusted out and have done an inferior job of directing citizens to the cemetery. Ads have been added to the Prime Time magazine which is a senior news publication. The new color promotion literature has been placed in local funeral homes and includes updated pictures of Mountain View. The Cemetery is also working with the City's Innovation & Technology (I&T) department on getting their website up to date. There are many creative software programs available to assist in this process to include a genealogy database. The financial report shows that the Cemetery's current working capital through June is ahead of this same period in 2012. Page 1 of 5 Director Faber provided information on the enterprise fees/funds for the Cemetery and Golf Course Price comparisons show that we are competitive with other local cemeteries in the area. The Golf Course prices were compared with other local municipally operated courses in the region. Committee discussion followed. II CONSENT AGENDA A. July 8, 2013 Minutes Vice Chair Osborne moved to accept the Minutes as presented. Member Partridge seconded. Chair Peloza concurred. MOTION PASSED: 3-0 III. RESOLUTIONS A. Resolution No. 4974 (Tiedeman) (I&T) Director Ron Tiedeman briefed the Committee on Resolution No. 4974. This resolution is for the purchase and replacement of nine (9) copiers that are currently being leased by the City. The leases are expired and I&T is working with Finance in strategic planning and replacement of this equipment. Staff evaluated information provided by seven (7) vendors on the difference between purchasing and leasing new equipment. Findings indicate there would be significant savings to the City by replacing the equipment with Capital outlay for a 4 to 5 year term based on contract pricing Sharp Business Systems offered the lowest purchase price and ongoing maintenance of the copiers. The estimated savings is figured to be between $95,000.00 to $136,000.00 over the 4-5 year term. Committee discussion followed. The Committee requested that a correction be made to include the proper identification of Exhibits A and B in the Resolution documents Vice Chair Osborne moved to forward Resolution No 4974 to full Council for consideration. Member Partridge seconded. Chair Peloza concurred. MOTION PASSED: 3-0 IV. DISCUSSION ITEMS A. Shopping Cart Update (Bailey) Maintenance & Operations Manager Randy Bailey provided the Committee with a quarterly update on abandoned shopping carts throughout the City. The report reflects there is still $90.00 outstanding from the January 2013 Shopping Cart billings and the breakdown of those outstanding invoices. Another round of shopping Page 2 of 5 cart impounds was conducted on May 10 and June 28 for a total billing of $3,160.00. The payables for these impounds are in the process of being billed to the stores. Committee discussion followed. B Review of Street Sweepers (Dowdy) At the request of Mayor Lewis and Chair Peloza information on the City's Street Sweeping schedule was provided to the Committee by Maintenance & Operations Manager, Randy Bailey. The schedule has not changed since approximately 2009 when the City's annexation occurred. The schedule is based on a different area and within each area a different zone is worked on each week. It takes approximately one month to sweep an entire area. Due to citizen inquiries, Mayor Lewis requested a draft schedule based on a street sweeper being in a specific neighborhood on a specific day of the week/month. Manager Bailey and Mayor Lewis will review the draft schedule prior to bringing it back to the Municipal Services Committee. Committee discussion followed C. Animal Control Licensing Program (Coleman) Finance Director Shelley Coleman presented the Committee with the monthly financial update on Animal Control Licensing. The budgeted goal amount for 2013 is $96,000.00. Charts show that we are currently at $77,000.00 in revenue and sales through June. Additionally, current projections indicate a positive increase and are expected to exceed our goal for this year. Committee discussion followed. D. Auburn Golf Course Financial Review (Coleman) Finance Director Shelley Coleman presented additional information that was not included in the agenda packet as part of the Auburn Golf Course Financial review. Information on the working capital month to month compared to the prior year, as well as the net operating income/loss compared to the prior year were provided to the Committee members at the meeting. The working capital shows that we are less than 50% through June but this is expected to increase as we enter into the higher average months at the Golf Course. By all indications, we should be ahead of the percentage rate by September and the expenditures should continue to be on track as projected. The improvements in the net working capital and net operating income/loss are primarily due to the increased number of rounds being played this year. The Golf Course is showing six straight months of increased revenues over the previous year with increased revenues of $86,000.00 and expenses increasing by approximately $33,000.00. The Golf Course is also showing a positive increase for July. Mayor Lewis commented that marketing efforts have contributed to this, as well. Member Partridge also commented that the reason for these reports was to evaluate if the Golf Course could sustain Page 3 of 5 themselves and this financial information proves that they are able to sustain operations. Committee discussion followed. E. SCORE Jail Stats (Coleman) At the request of the Committee, Finance Director Shelley Coleman provided an update on the SCORE (South Correctional Entity) jail statistics. The City's contribution to SCORE for 2013 is $6,677,969.00 and is based upon 122 ADP (average daily population) or 33 98% of the operating budget. The ADP is based on the previous year's jail numbers which means 2014 will be based on the 2013 ADP figures. Auburn's percentage of the annual debt payment is 29% and is locked in based on the 2007 ADP through the life of the debt. All member cities are locked in at their specific annual debt payment percentage based on the 2007 figures. The 2014 proposed budget shows our contribution rate at $5 3 million and is based upon 84 ADP or 27.36% of SCORE's operating budget. Additionally, with the City switching to King County for court services and moving to a regional misdemeanant jail (SCORE), the City will see approximately $2.8 million in savings. Total court costs has changed from approximately $1 .5 for Probation and approximately $1.3 for SCORE. Committee discussion followed. F. Red Light Photo Enforcement (Lee) Police Chief Bob Lee updated the Committee on the 2013 2nd quarter statistics for the Red Light Photo Enforcement program. The primary goal of the program is to improve traffic safety through reduction of red light violations and associated collisions, and to reduce incidents of speeding in designated school zones. Finance Director Shelley Coleman reported that through June, the Program administrative costs were $41 ,135.00. Chair Peloza requested the financial report include the figures for 2012 for comparison on the next quarterly report. Committee discussion followed G. 2013 Fireworks Update (Lee) Commander Dave Colglazier provided a report to the Committee on the 2013 Fireworks Report. The Auburn Police Department continued to maintain their "zero tolerance" on the possession and/or discharge of illegal fireworks in the City. Priorities this year were to continue improving communication and collaborative efforts with representatives of the Muckleshoot Indian Tribe (MIT) and to increase officer presence and enforcement in the neighborhoods with proactive fireworks patrols and response to 911 complaints of fireworks by citizens. MIT Councilmember Mike Jerry was the primary contact from the MIT for fireworks issues and communication between the MIT and the Police department went very well. The MIT amended their Fireworks Ordinance, agreeing to not allow discharge of fireworks at the stands after the 4th of July and communicated with Page 4 of 5 the City giving advance notice of when the fireworks vendors would be holding their display. This was important as it allowed the City time to notify citizens of this event so they could plan accordingly. Fireworks emphasis patrols started June 24th and ran through July 5th. This start was 4 days later than in 2012 and in part due to the fact that fireworks complaints and activity at the stands was minimal during the first few weeks of June. There were 6 officers and 1 sergeant deployed to the fireworks stands for crowd control and police presence in the discharge area and stands 22 officers, 2 motorcycle officers and 2 sergeants were assigned to fireworks emphasis patrols in the neighborhoods throughout the day. No major incidents occurred on the 4th and the discharge area was closed by 1 :00 a.m. without incident. Additionally, new maps were included in this year's report indicating where the activity "hot spots" were on the 4th of July. Committee discussion followed. H. Project Matrix The Project Matrix will be updated to include the next quarterly report due dates. No further changes were identified. V. ADJOURNMENT The meeting was adjourned at 5:10 p m The next regular meeting is scheduled for Monday, August 12, 2013 at 3:30 p m. in the City Hall Conference Room 3, City Hall, 25 W. Main Street, Auburn, WA. Signed this i Z day of August, 2013. ji� Bill Peloza, Cha' Terry M e'ndoza, Police Secretary/Scribe Page 5 of 5