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HomeMy WebLinkAbout05-12-2014 6/18/2014CITY Or ' Municipal Services Committee F May 12, 2014 - 3:30 PM (�1 •[-ltJ �J City Hall Conference Room 3 --= WASHINGTON MINUTES 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 and Member Claude DaCorsi. Staff present: Mayor Nancy Backus, Chief of Police Bob Lee, Finance Director Shelley Coleman, City Attorney Dan Heid, Project Engineer Seth Wickstrom, and Police Secretary /Scribe Terry Mendoza. Others present: Auburn Reporter representative Robert Whale. B. Announcements C. Agenda Modifications RESOLUTION NO. 5071* (Coleman) Finance Director Shelley Coleman reported on the contract extension between the City and Redflex Traffic Systems, Inc. ( Redflex). The RFP process was conducted with a total of three bids received. After staff interviews and review of the respondent's bids, a vendor has been selected and contract negotiations have commenced. Based on staff discussions, which included Redflex, it was decided that a 6- month transition would be necessary in order to have a continuation of services until the new vendor is ready and operational. This time frame includes moving the new contract through Committees and Council, and three months of testing between the City and the new vendor's equipment. Chair Peloza inquired about the current equipment and whether it would be removed. City Attorney Dan Heid commented that the above - ground equipment would be removed and returned to Redflex; the underground wiring would remain. Vice Chair Osborne stated that based on the information provided he does not believe there is a reason to extend the Redflex contract. Additionally, if we are going to a new vendor we will need to cut our ties with Redflex at some point in time and extending their contract Page 1 of 4 does not make sense. City Attorney Heid and Mayor Nancy Backus reiterated that the extension allows for a continuation of services instead of going without red light photo enforcement for several months, up to possibly six months. The contract extension provides a better transition while the new vendor is put in place. Chair Peloza shared that he would hate to see a break in services, as well. Staff initially looked at a three month contract extension. However, in additional discussions about bringing forth the new contract through the multiple committee meetings and Council, and the amount of testing that is involved including installation as recommended by Innovation & Technology Director Ron Tiedeman, the six month time frame seemed reasonable. Council member DaCorsi inquired about the possibility of the transition being completed sooner. City Attorney Heid responded that the extension is for a specific period of time and transition dates will be targeted so that they are aligned and in order to avoid the gap in services. Finance Director Coleman added that this is a complex transition as it involves Police, Public Works, Innovation & Technology, and King County District Court. Committee discussion followed. Council member DaCorsi moved to forward Resolution No. 5071 to full Council for consideration with an amendment that states we will have an agreement with Redflex for a period of four (4) months and additionally month to month after that, not to exceed six (6) months total. Chair Peloza seconded. Vice Chair Osborne voted against the motion. MOTION PASSED: 2 -1 CONSENT AGENDA A. April 28, 2014 Minutes Vice Chair Osborne moved to accept the Minutes as presented. Member DaCorsi seconded. Chair Peloza concurred. &1*111L9]►1J_F &9Ctola Si7 *A scrivener's error was noted and will be corrected before publication of the final Minutes. III. ACTION A. Public Works Project No. CP1324 (Coleman) Project Engineer Seth Wickstrom briefed the Committee on the request to advertise for the Airport pavement rehabilitation project. The project will be bid with multiple schedules. The main schedule covers the seal coat on the runway and around the south hangars. Page 2 of 4 Anticipated grant funding should cover this portion of the multiple project schedule. The additive schedule will cover the parking lot to the south, some of the parking areas'in the middle, and the north hangars. This portion should not be covered as part of the anticipated funding; however, this could be added to the project based on the bids that are received. The third schedule involves doing a slurry seal 25 feet around the hangars. This specific work is not eligible under the terms of the FAA grant and would need to be paid for by City funds. Staff will review whether to add this to the project based on bids and total available funds for the Airport Project. Member DaCorsi inquired about the time frame and whether the runway would be completely out of commission during the project. Finance Director Shelley Coleman stated that the time frame would probably be during the warmer months of July and August. There should also be limited takeoff and landing capabilities for the runway based on a previous runway rehabilitation project which involved working on half of the runway at a time. Committee discussion followed. Vice Chair Osborne moved to forward Public Works Project No. CP1324 to full Council for consideration. Member DaCorsi seconded. Chair Peloza concurred. MOTION PASSED: 3 -0 IV. DISCUSSION ITEMS A. Police 2013 Workload Analysis (Lee) Chief of Police Bob Lee reported on the Police Department's 2013 Workload Analysis. This analysis has been in existence since 1996 and is utilized by administrative staff to analyze trends and provide guidance for the planning of future police services. Chief Lee stated that minimum staffing is one officer in each district 24/7. The districts are set up geographically based on the calls for service areas. In addition to minimum staffing two bicycle officers are assigned to the downtown area (District 2) and two officers are assigned to the Outlet Collection Mall (District 4). There is one officer assigned to handle Domestic Violence (DV) cases. Statistics show DV incidents have increased; however, it is a testament to the fact that citizens are more comfortable in reporting DV situations where they may not have reported it in the past. Committee discussion followed. B. Project Matrix An update to the status for Item 10P was the only change identified for the Project Matrix. V. ADJOURNMENT The meeting was adjourned at 4:22 pm. The next regular meeting of the Page 3 of 4 Municipal Services Committee is scheduled for Tuesday, May 27, 2014 in Conference Room 3 of City Hall, 25 West Main Street, Auburn, WA. Signed this VZY day ofWy, 2014. Bill Peloza, Chair Terry Me oza, Poli Secretary /Scribe Page 4 of 4