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Home My WebLink About07-14-2014 c�rvoF. ' '4y--.✓�"� Municipal Services Committee �--�g� � {�� July 14, 2014 - 3:30 PM 'ASfiINc�'c>n City Hall MINUTESe Room 3 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 and Member Claude DaCorsi. Staff present: Mayor Nancy Backus, Chief of Police Bob Lee, Innovation & Technology Director Ron Tiedeman, Finance Director Shelley Coleman, Assistant Director of Public Works Services Randy Bailey, Solid Waste and Recycl.ing Supervisor Joan Nelson, Project Engineer Seth Wickstrom and Police Secretary/Scr'ibe Terry Mendo.za. Others present: Auburn Reporter representative Robert VVhale. B. Announcements C. Agenda Modifications II. CONSENT AGENDA A. June 23, 2014 Minutes Vice Chair Osborne moved to accept the Minutes as presented. Member DaCorsi seconded. Chair Peloza concurred. MOTION PASSED: 3-0 B. Public Works Project No. CP1324 (Coleman) Project Engineer Seth Wickstrom briefed the Committee on Public Works Projecf No. CP1324. This is the slurry seal project for the Auburn Airport. The bids were reguested with optional schedules to accommodate the financing time line of the project. Blackline, Inc.'s overall bid was the lowest one received and they were awarded all three schedules. They are a new contractor for the City but the consultant has worked with fhem previously and had good reviews of their work. Chair Peloza inquired about the airport's contribution towards the project out of the 435 fund. Finance Page 1 of 4 Director Shelley Coleman stated the airport would be contributing $178,300.00 of the total project amount of$740,172.00. Additionally, the airporf's contribufion is a conservative amo.unt and could decrease once the fnal grant amount from the FAA/WSDOT is awarded. Staff is recommending City Council award Contract No. 14-03, to Blackline Inc. on their low bid of $527,830.32 plus Washington State sales tax of $50,143.88 for a total contract price of $577,974.20 for Project No. CP1324, Asphalt Rehabilitation and Seal Coat. Cominittee 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 III. DISCUSSION ITEMS A. Shopping Carts (Bailey) Public Works Assistant Director, Randy Bailey, reported on the Shopping Cart program for January fhrough June 2014. During the first half of this year the City billed a total of $3,850.00 for shopping carts with an outstanding balance total of $1 ,100.00. Vice Chair Osborne asked what the City's cost is to run the program. Assistant Director Bailey estimated that the City collects befinreen $3,500.00-$4,000.00 every six monfhs (or about $8,000.00 per year) and this covers about half of what it costs to administer the program. The process is extensive and involves more than one City department. This process is also frustrating to the stores. Since the. City is not seeing any positive returns from the program, staff recommends that City Council suspend the Ordinance so a test can be conducted to deliver abandoned carts back to the stores. Committee discussion followed and a request was made for Assistant Director Bailey to provide them with a proposal for the Committee to take to full Council. Vice Chair Osborne moved to suspend the City Code on shopping carts for one year. Member DaCorsi seconded. Chair Peloza concurred. MOTION PASSED: 3-0 B. Direct Billing for Garbage Disposal (Coleman) Finance Director Shelley Coleman provided a report on Direct Billing for garbage disposal. The b.ackground on this issue is that the Mefropolitan Solid Waste Management Advisory Comm'ittee (MSWMAC) worked with King County and local solid waste haulers to develop a.n agreement #hat allows a city to pay King Countdr age 2 of 4 directly for disposal fees instead of its contracted solid waste hauler. This is a potential option for the City to consider and could reduce the City's disposal costs. Director Coleman advised that adm.inistrative costs are currently 'invisible' to us (built in to the costs); however, when we go into negotia#ions they could add in administrative services fees or an increase in rates. The current Waste Management contract with the Ciry does not have fhe direct billing option available. The current contract expires in 2017 at which time, the city could determine if a "direct billing" process would be beneficial to the city and or rate payer. Committee discussion followed. C. Telecommunication Leases (Tate) Innovation and Technology Director Ron Tiedeman briefed the committee on Telecommunication Leases for the City. Currently, Aubum City Code 20.08.070 eStablishes a term limitation for leasing I City facilities to telecommunication providers for a maximum of five � years. Staff is proposing that the code be amended in order to i provide the Ciry with more flexibility to leverage city resources to fund and/or accomplish projects and to provide resources to its residents now and in the future while still meeting applicable code and application requirements. The way Ciry Code is currently w�itten the City is unable to authorize a 5, 10, 15 year or longer �, lease. Amending the code would help the City_fulfill desired capital i projects. Vice Chair Osborne shared that he did not see any disadvantages to amending this code and it would provide vendors with a better certainty of return on their investment. Committee discussion followed. D. Resolution No. 5081 - Ciry of Milton ILA (Tiedeman) Ron Tiedeman, Innovation and Technology Director, introduced Resolution No. 5081 to the committee. This is a Resolution of the Ciry Council of the City of Auburn, Washington, authorizing the Mayor to execute an interlocal agreement between the City of Auburn and 4he City of Milton for information technology services. This ILA is similar to other agreements that the City has with four other agencies for IT related services. There are administrative fees built into the hourly rates and the remainder of the contract and this includes the standard CPI, mileage and travel expenses. Committee discussion followed. E. Animal Control and Rescue (Lee) Chief of Police Bob Lee reported on Animal Control operations for the second quarter of 2014. The statis#ics show that the animal control numbers are now somewhat leveling off. The number of calls to 911 and self-initiated calls have increased over this same period in the previous year. In this quarter there was one wildlife- Page 3 of 4 related call and it involved the transportation of a baby raccoon to a nearby wildlife veterinarian/rehabilitation facility. Vice Chair Osborne requested fhe `inclusion of the number of citizens that received an infraction for a second or third offense in the next quarterly report. Committee discussion followed. F. APD Range (Lee) Chief Bob Lee updated the committee on the Auburn Police Department (A.PD) Firearms Range. The range has been at its present location for more than 35 years and has been used by a multitude of local jurisdictions/agencies for their mandatory firearms training and annual qualifcations. As the surrounding residential area became more populated the APD instituted several restrictions and considerably reduced the number ofjurisdictions/agencies allowed fo utilize the range. Currently, it is used forfirearms training and yearly qualifications for current APD staff and retirees, Valley SWAT team training, and qualifications for SCORE (South Correctional Entity) armed officers. Days and hours of operation have been limited to Monday through Friday from 8:00 a.m. to 5:00 p.m. On rare occasions a Saturday training has been approved and nearby residents were notified well in advance of the schedu.led training/activiry. Chair Peloza was in the area this past Saturday when the range was used for training purposes. The noise from the range was very loud. Chief Lee reported that there was a citizen complaint because of the Saturday operation. Committee discussion followed. G. Project Matrix The following updates were identified for the Project Matrix: Item 10P: Review date was changed to "TBD (To Be Determined)." Status updated. Item 20P: Review date changed to 10/13/14. Item 28P: Status updated. Item 31: Review date changed to 7/28/14. Status updated. IV. ADJOURNMENT The meeting was adjourned at 430 p.m. The next regular meeting of the Municipal Services Committee is scheduled for Monday, July 28, 2014 at 3:30 p.m. in Conference Room 3 of City Hall, 25 VVest Main Street, Auburn, WA.. Signed this 28� day of July, 2014. �@��° � �lc,�� Bill Peloza, C air Terry 1 ndoza� P lice Secretary7Scribe Page 4 of 4