HomeMy WebLinkAbout08-11-2014 COUNCIL OPERATIONS COMMITTEE AGENDACouncil Operations Committee
August 11, 2014 - 2:00 PM
City Hall Conference Room No. 3
AGENDA
I. CALL TO ORDER
A. Roll Call
B. Announcements
C. Agenda Modifications
11. CONSENT AGENDA
A. July 28, 2014 Minutes*
111. DISCUSSION ITEMS
A. Transition from Standing Committees to Study Sessions*
IV. ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City
website (http: / /www.auburnwa.gov), and via e -mail. Complete agenda packets are
available for review at the City Clerk's Office.
*Denotes attachments included in the agenda packet.
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AuBuRN 1YY CAF �
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AGENDA BILL APPROVAL FORM
Agenda Subject: Date:
July 28, 2014 Minutes July 31, 2014
Department: Attachments: Budget Impact:
Administration 7 -28 -2014 minutes $0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:
Meeting Date: August 11, 2014
Staff:
Item Number: CA.A
CA.A AUBURN * MORE THAN YOU IMAGINED Page 2 of 13
WASHINGTON
Council Operations Committee
July 28, 2014 - 2:00 PM
Council Conference Room - City Hall
MINUTES
I. CALL TO ORDER
A. Roll Call
Chair Wagner called the Council Operations Committee meeting to
order at 2:00 p.m., in the Council Conference Room at Auburn City
Hall, 25 West Main Street in Auburn.
Members in attendance included Chair Rich Wagner, Vice Chair Bill
Peloza and Member Largo Wales. Also in attendance were Mayor
Nancy Backus, City Attorney Daniel B. Heid, Community
Development and Public Works Director Kevin Snyder, Assistant
Director of Engineering Services / City Engineer Ingrid Gaub and
Deputy City Clerk Shawn Campbell.
B. Announcements
There was no announcement.
C. Agenda Modifications
Discussion of the Council Rules and Procedures was added to the
agenda.
II. CONSENT AGENDA
A. July 9, 2014 Minutes
Vice Chair Peloza moved and Member Wales seconded to approve
the July 9, 2014 meeting minutes.
MOTION CARRIED UNANIMOUSLY. 3 -0
III. DISCUSSION ITEMS
A. Transition from Standing Committees to Study Sessions
The Committee reviewed and updated the Council Study Session
Format document. The Committee asked for the document to be
added to the next Council Operations Committee meeting
agenda with track changes. The Committee discussed when and
how to allow citizen comment at study sessions. Vice Chair Peloza
wanted to ensure all information and comments are made to the full
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CA.A Page 3 of 13
Council at one time. Chair Wagner wanted to ensure the public's
right to comment and be heard is referenced in the document. The
Mayor will still have the authority to assemble a taskforce for added
citizen involvement.
The Committee discussed raising the Mayor's signing authority. City
Attorney Heid stated the surrounding cities are not consistent with
the amount or a formula used in designating the signing
authority amount for the Mayor. The amount for the City of Auburn
has not been increased since Mayor Booth. Chair Wagner stated he
believes there should be some oversight by Council. Mayor Backus
noted the money still has to come out of the budget and a budget
amendment would have to be passed ratifying the changes.
The Committee asked staff to bring forward an ordinance increasing
the Mayor's signing authority to $50,000.00.
Chair Wagner stated he is concerned with taking away the oversight
of Council regarding design standards. Assistant Director Gaub
explained the Council would still be consulted for items that affect
the quality of life for the citizens of Auburn.
B. Matrixes
Director Snyder explained the staff recommendation for matrixes.
Once the Council has transitioned to study sessions the matrixes
would be emailed to Council for their review. The matrixes would not
be included in the study session packet. If a Councilmember has a
question regarding an item on a matrix they can either ask the
Mayor or bring it forward to the next study session.
Councilmember Wales stated it is important to keep the Capital
Projects matrix in its current form. The information is very concise
and easy to understand.
The Committee discussed some of the items they would like to see
on the new matrixes. Mayor Backus suggested sending the matrixes
back to the Committees with the new template and request each
Committee recommend the items that will need to be added to
the new matrix format.
C. Council Rules and Procedures
Mayor Backus noted the Council Rules currently state a
Councilmember is encouraged to defer the detailed reporting for an
item on the agenda until the discussion of the item on the agenda.
The Committee discussed Council reports becoming very long and
including items that are not City business. Mayor Backus noted she
reminds the Council before Council Reports start that this is �t me2 of 3
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to report on City business and actives from local, regional and
national level committees. The Committee stated Councilmembers
will need to monitor themselves on this item.
Mayor Backus stated each Councilmember could do a report on
Channel 21 to inform the public of their activities.
The Committee requested the August 25, 2014 Council Operations
Committee meeting be rescheduled to August 11, 2014 at 2:00 p.m.
IV. ADJOURNMENT
CA.A
There being no further business, the meeting adjourned at 3:20 p.m.
Approved this day of August, 2014.
Rich Wagner, Chair Shawn Campbell, Deputy City Clerk
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AGENDA BILL APPROVAL FORM
DI.A
Agenda Subject:
Transition from Standing Committees to Study Sessions
Department:
Administration
Attachments:
Conceptual Format
Revision To Code
Pro/ Con
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:
Meeting Date: August 11, 2014
Date:
July 31, 2014
Budget Impact:
$0
Staff:
Item Number: DI.A
AUBURN * MORE THAN YOU IMAGINED Page 6 of 13
Auburn City Council
Regular Meeting /Study Session Alternative Business Practice
Conceptual Format
Meetings Format
• First Meeting of the Month — Regular Council Meeting - - 7:00 p.m.
• Second Meeting of the Month — Council Study Session - - 5:30 p.m.
• Third Meeting of the Month — Regular Council Meeting - - 7:00 p.m.
• Fourth Meeting of the Month — Council Study Session - - 5:30 p.m.
• Fifth Monday of the Month — Council Committee of the Whole - - 5:30 p.m.1
Study Sessions — Key Aspects
• 2. Hour Maximum (goal) Timeframe
• Maximum (goal) 5 agenda items
• Timeframe per agenda item – up to 30 to 40 minutes
• Meeting facilitation — Mayor shall preside over /conduct Study Sessions
• Agenda Items:
• Should be related to future policy- making, strategic planning or key state
or federal issues affecting current or future City operations
• Substantive only (e.g. traffic impact fee increase proposal, comprehensive
plan update)
• Non - substantive items (e.g. acceptance of a grant, contract bidding)
should go directly to City Council
Institute First /Second reading business, protocol at Regular Council Meetings:
• Applicable to Ordinances only
• Resolutions /consent items /contract awards, etc. would still be acted on at only
one Regular Council Meeting:
o Ordinance action, especially those resulting in changes to City codes – to
which First and Second Readings would apply – may take more
consideration and discussion than other types of action
o First and Second Readings would be beneficial to a transparent public
process
• First Reading — discussion only at one Regular Council Meeting
• Second Reading — action at next Regular Council Meeting or could be a future
subsequent Council meeting depending on Council's discussion and any
needed staff follow -up2
• Provides Council with opportunity to ask questions and get information at First
Reading
1 Committee of the Whole meetings may be cancelled if not needed, but would be regularly scheduled.
2 If action is needed to be taken more promptly, the City Council could by motion duly made and seconded and
passed by a majority of Councilmembers present, suspend the rules and take action at First Reading
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Sections:
3.10.010
3.10.020
3.10.025
3.10.026
3.10.028
3.10.029
3.10.030
3.10.050
Chapter 3.10
PURCHASING POLICYCONTRACTING AUTHORITY
Purchase order.
Expenditure Contact authorization limits.
Professional and personal services.
Public work projects Contract amendments Conditions.
Approval by council committcc of asset and /or system expansions,
Competitive negotiations.
Administrative procedures authority.
Emergency purchases - Authorization.
3.10.010 Purchase order.
All payments for city goods and services in excess of $100.00 shall be made only
after a purchase order has been duly authorized and approved, unless authorized by
city code or written city policy. (Ord. 6147 § 1, 2008; Ord. 5490 § 1, 2000.)
3.10.020 Expenditure Contract authorization limits.
A. The following expenditure limits and authorization approval limits shall
apply for all - _ - _ _ - _ _ _ _ _ _ _ _ _ - -. _ - city contracts. For contracts
with total dollar amounts up to $5,00010,000.00, authority rests at the department
director level. All contracts over $590010,000.00, up to $25;00050,000.00, and
contracts for goods and cervices that have been individually and separately listed in the
city's annual budget shall be approved and signed by the mayor prior to purchase ordcr
For all unbudgeted expenditures not
individually and separately listed in the city's annual budget in excess of
$25,00050,000.00, approval shall be obtained from the mayor t-h-e-a ate sou rcil
com ee and the city council. Such committcc approval shall be reflected in the
committee minutes B. For purposes of this Section, a contract is "individually and
separately listed" if it is:
1. Expressly identified, in writing, defining or describing the expenditure or
project as a line -item in the budget;
2. Identified by express reference to the CPF or TIP project, or other specific
proqect in the budget C. If a contract does not provide for cash consideration, the
responsible department will estimate the value of the contract as if there was cash
consideration. Authorization authority will be based on that estimated value.
D. If a contract does not provide for cash consideration, but requires the City
to indemnify the other party, the responsible department, in consultation with the Risk
Manager, shall determine the value of the City's possible indemnification risk.
Authorization authority will be based on that estimated value.
E. The Mayor is authorized to compromise and settle administrative claims
and lawsuits if the total amount to be paid or received by the City does not exceed
$50,000.00.
Revisions to Chapter 3.10 ACC
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F. Unless otherwise authorized in this Code or otherwise expressly
authorized by the city council, all contracts that convey an interest in real estate, no
matter the value, shall be approved by the city council. (Ord. 6147 § 1, 2008; Ord. 5778
§ 2, 2003; Ord. 5490 § 1, 2000.)
3.10.025
A.
Professional and personal services.
Professional and personal scrviccs arc
those scrviccs involving
limited to, architectural, engineering, design services, accounting, art, r I estate
appraisal, relocation assistance, title abstracts, surveying, soils analysis, and corc
testing.
thc mayor or thc dcpartmcnt dircctor. The mayor/designees may sign professional or
personal service contracts in conformity with ACC 2.03.030 and 3.10.020. Council
When thc original contract is undcr $25,000 and was not includcd in thc
morc than $25,000.
2. Whcn thc original contract is $25,000 or morc and was not includcd in thc
ewee-
3. Whcn thc original contract was includcd in thc budgct and thc total of thc
amendment(s) to the contract will increase the total contract amount to more than
$25,000 above thc amount includcd in thc budgct. (Ord. 61'17 § 1, 2008; Ord. 56'10 § 1,
2002; Ord. 51190 § 1, 2000.)
3.10.026 Public work pro: — Contract amendments Conditions.
A. Construction contracts Contracts which that have been initially authorized
by the city council may be amended administratively by the mayor /designees by change
order, letter of instruction, or other legally appropriate form, up to the total maximum
contract amounts set forth below:
1. Awarded contract amount plus up to 20 percent for contracts originally
awarded for up to $200,000.
2. Awarded contract amount plus up to 15 percent or $40,000, whichever is
greater, for contracts originally awarded for between $200,000 and $500,000.
3. Awarded contract amount plus up to 10 percent or $75,000, whichever is
greater, for contracts originally awarded for between $500,000 and $1,000,000.
4. Awarded contract amount plus up to five percent or $100,000, whichever
is greater, for contracts originally awarded for between $1,000,000 and $5,000,000.
5. Awarded contract amount plus up to two and one -half percent or
$250,000, whichever is greater, for contracts originally awarded for over $5,000,000.
B. If available budget contingency remains after the authorized total
maximum contract amount, as defined in subsection A of this section, is reached,
additional authorization to increase the total contract amount shall be obtained from the
city council committee.
Revisions to Chapter 3.10 ACC
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DI.A
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C. Supply and services contracts may be administratively amended up to the
expenditure authorities in Section 3.10.020 only if there are sufficient funds budgeted for
the expense.
D. No contract may be administratively amended if doing so action is
- - - - _ - - - - - - - - - - - - - • - - - - - - - - - - - - would exceed
the authorized total maximum contract amount, as defined in subsection A of this
section, bcyond funds as approved by the city council. (Ord. 6147 § 1, 2008; Ord. 5525
§1,2001.)
3.10.028 Approval by council committee of asset and /or system expansions,
additions and betterments
f
Asset and /or system expansions, additions, and betterments that have been
rccognizcd as authorizcd capital projccts cxcccding :.25,000 in the budgct shall be
call for bids. (Ord. 61 117 § 1, 2008; Ord. 51190 § 1, 2000.)
3.10.029 Competitive negotiations for certain systems.
Competitive negotiations can be used as an alternative to the competitive bidding
procedures for the acquisition of electronic data processing and telecommunications
systems, energy- saving or energy - related equipment or services, or when it is
determined in writing by the mayor or mayor's designee that the use of competitive
bidding is neither practicable nor advantageous to the city of Auburn.
"Electronic data processing" includes, but is not limited to, systems which
comprise a combination of equipment or units to provide input of source data, and
storage and processing of data and output in predetermined form, including a central
processing unit (CPU) or main frame. (Ord. 6147 § 1, 2008; Ord. 5490 § 1, 2000.)
3.10.030 Administrative procedures authority.
The mayor is authorized to implement such administrative procedures as may be
necessary to carry out the directions of this legislation. (Ord. 6147 § 1, 2008; Ord. 5490
§ 1, 2000.)
3.10.050 Emergency purchases contracts — Authorization.
A. The mayor is hereby authorized to make emergency purchases or enter
into emergency contracts, regardless of the value of the contract such emergencies
being:
Al.
In case of any brcakagc or loss of equipment or in othcr circumstances in
Upon a declaration of civil
emergency as provided for in Chapter 2.75 ACC and Chapter 38.52 RCW;
B. In cases where the city will suffer loss by following the normal purchases
and contract proccdurcs;
C. In situations where public health or safcty may be jeopardizcd ;
2. Without competitive bid for public works projects, as provided for by RCW
39.04.280; and
-I33. In other cases as allowed by state law.
Revisions to Chapter 3.10 ACC
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B. Emergency contracts entered into under this section shall be presented to
the city council for ratification at the earliest practical opportunity. (Ord. 6147 § 1, 2008;
Ord. 5525 § 1, 2001.)
Revisions to Chapter 3.10 ACC
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DI.A
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PROs /CONs for Change to Council Study Session Format
Study Session Purpose Summary: The purpose of a City Council study session is to
provide a forum for information sharing and discussion on topics or issues that the City
Council or Mayor believes there should be in depth information and warrants gathering
and discussion on before the council takes any action. Issues should be substantive in
nature and should be related to future policy- making, strategic planning or key regional,
state or federal issues related to future policy- making or current or future budgeting.
Pros
• Reinforces City Council's "Board of Directors' responsibilities and helps to reinforce
and respect the lines between the policy and financial functions of Council versus
the executive /administrative functions of the Mayor and City Administration.
• Increases transparency in the governmental process by providing a single forum for
discussion of key policy issues or topics, and avoiding what may appear as less
meaningful Council meetings [all the real work of the City Council is done in the
comm ittees].
• Reduced limitations on public access and information distribution to Council
proceedings. Some of the committees meet during or meet immediately following
normal work hours (i.e. 8:00 a.m. to 5:00 p.m.) making it difficult for interested
citizens to attend the current committee meetings.
• Forces Council to keep on -topic and reduces the potential for off -topic
conversations.
• Reinforces and enhances the advisory relationships between City Council and its
advisory boards and commissions by having recommendations flow through to the
entire Council at the same time for joint consideration.
• Provides Council with the opportunity to talk jointly about issues without fear of
violation of the Open Public Meetings Act.
• Provides opportunity for more focused conversation on key policy issues amongst
Council.
• Assures that information is distributed more equally among Councilmembers. Allow
all Councilmembers to hear the same information at the same time.
• Allows for Councilmembers to discuss among themselves the issues and topics
before them and learn from each other — and be aware of each other's positions
[both positive and negative], questions or suggestions — in the same forum.
• Improves the efficiency of staff work by allowing staff to present jointly, uniformly, to
the entire City Council.
• Reduces workload demands on staff by not having to prepare for and attend one or
more City Council Committee meetings.
DI.A Page 12 of 13
• Reduce the administrative burden and costs on the City Clerk and Department
administrative staff to support the Council Committees process (e.g. 1.25 FTE
equivalent in Community Development and Public Works).
• Reduces the breadth to some extent of the current subject matter that Council
Committees cover.
• May increase excitement and passion in some Councilmembers for the job of
councilmember because of the increased focus on major city -wide policy matters.
• May increase teamwork among Councilmembers in that more of what is done would
be done by the whole City Council.
• Decreased Printing costs — eliminating duplicate paperwork for multiple Committees.
Cons
• Reduces the breadth to some extent of the current subject matter that Council
Committees cover.
• Reduces Council's direct oversight over and /or involvement in some of the City's
more administrative functions.
• Based on the different personalities of councilmembers and comfort in speaking in
larger groups, it may be harder, at least initially, for some Councilmembers to
participate in the larger group study sessions, when compared with three - person
comm ittees.
• Potential reduction in some Councilmembers' passion (s) because of reduced ability
to display expertise in a particular subject matter.
• Will create short -term challenges in understanding and implementing changes in
roles and responsibilities during the transition period.
• Will reduce Council's ability to "dabble" in a subject matter that is not substantive in
nature and does not have a current or future policy relationship.
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