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.
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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
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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
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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
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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
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