The URL can be used to link to this page

Home My WebLink About03-04-2024 SPECIAL AGENDASpecial City Council Meeting March 4, 2024 - 6:00 P M City Hall Council Chambers A GE NDA I .C AL L T O O RD E R I I .L AND AC K NO WL E D G E M E NT We would like to acknowledge the Federally Recognized Muckleshoot I ndian Tribe, the ancestral keepers of the land we are gathered on today. We thank them for their immense contributions to our state and local history, culture, economy, and identity as Washingtonians. I I I .P UB L I C PART I C IPAT IO N 1.Public Participation T he Auburn Special City Council Meeting scheduled for Monday March 4, 2024 at 6:00 p.m. will be held in person and virtually. Virtual P articipation L ink: To view or listen to the meeting virtually please click the below link, or call into the meeting at the phone number listed below. Telephone: 253 205 0468 Toll Free: 888 475 4499 Z oom: https://us06web.zoom.us/j/81238303968 A .P ledge of Allegiance I V.RO L L C AL L V.D IS C US S I O N IT E M S A .Department Overview - Administration (Hinman) (30 Minutes) B .Department Overview - L egal (Boesche) (30 Minutes) V I .AD J O URNM E NT 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. Page 1 of 39 AGENDA BILL APPROVAL FORM Agenda Subject: Department Overview - Administration (Hinman) (30 Minutes) Date: February 28, 2024 Department: Administration Attachments: Administration Overview Pres entation Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Background for Motion: Background Summary: Rev iewed by Council Committees: Councilmember:Cheryl Rakes Staff:Dana Hinman Meeting Date:March 4, 2024 Item Number:DI.A Page 2 of 39 Department of Administration Get to know the Page 3 of 39 Mayor Community Healthcare Consultant Administrative Assistant Communications Manager 4 Direct Reports Facilities Manager 10 Direct Reports Emergency Manager 1.5 Direct Reports Director of Administration Department of Administration Organizational Chart Page 4 of 39 Department Overview •The Department of Administration operates out of the Mayor’s office •Department accounts for less than 5% of general fund expenditures •The department consists of three divisions: •Emergency Management •Facilities •Multimedia/Communications •The department has 22.5 FTE Page 5 of 39 Emergency Management •Provides full-cycle emergency management services within the City •Assists with disaster mitigation •Leads the City’s emergency preparedness, response, and recovery •Provides disaster education internally and to the public •Participates in regional disaster planning •Have trained over 800 CERT volunteers •2.5 FTE disaster education | emergency operations | disaster mitigation | volunteer trainingPage 6 of 39 Multimedia & Communications •Oversees the City's multimedia staff and programs •Directs the efforts of the public relations, public education, media relations and acts in the role of City spokesperson when needed •Assists departments in public involvement using the City's information and communications programs •Fulfills over 2,000 employee requests per year •5 FTE graphic design | web services | printing services | mail and shipping | public and media relations | video servicesPage 7 of 39 Facilities •Provides all City departments and the public with a safe and clean environment •Preserves City-occupied facilities •Provides building support services to each department •Provides facility construction services •Supports 23 assets and approximately 276,000 square feet •11 FTE building maintenance | safety and security |custodial | space planning |construction | facility renovation | energy managementPage 8 of 39 Other duties as assigned •Various Regional Initiatives •Government Relations •Mayoral Special Initiatives •Oversee contracts for: •State and Federal Legislative Consultation •Healthy Auburn Initiative Page 9 of 39 Department of Administration The Switzerland of the Organizational Chart Page 10 of 39 AGENDA BILL APPROVAL FORM Agenda Subject: Department Overview - Legal (Boesche) (30 Minutes) Date: February 28, 2024 Department: City Attorney Attachments: Department Overview - Legal Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Background for Motion: Background Summary: Rev iewed by Council Committees: Councilmember:Cheryl Rakes Staff:Harry Boesche Meeting Date:March 4, 2024 Item Number:DI.B Page 11 of 39 AUBURNVALUESS E R V I C EENVIRONMENTE C O N O M YC H A R A C T E RSUSTAINABILITYW E L L N E S SC E L E B R AT I O NLEGAL DEPARTMENTPage 12 of 39 LEGAL DEPARTMENT DIVISIONS:LEGAL DEPARTMENT DIVISIONS:LEGAL DEPARTMENT DIVISIONS:LEGAL DEPARTMENT DIVISIONS:•Civil Division•City Clerk’s Division•Real Estate Division•Prosecution Division Page 13 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION20 current employeesHARRY BOESCHE—Acting City AttorneyLEGAL DEPARTMENT PERSONNELCIVIL CIVIL CIVIL CIVIL (2 employees)(2 employees)(2 employees)(2 employees)REAL ESTATE REAL ESTATE REAL ESTATE REAL ESTATE (1 employee)(1 employee)(1 employee)(1 employee)PROSECUTION PROSECUTION PROSECUTION PROSECUTION (8 employees)(8 employees)(8 employees)(8 employees)CITY CLERK CITY CLERK CITY CLERK CITY CLERK (8 employees)(8 employees)(8 employees)(8 employees)1 Civil Attorney1 Civil ParalegalJOSH ARNDT—Real estate managerCHARLOTTE STOREY—Chief Prosecutor4 Prosecutors1 DV paralegal2 Legal assistantsSHAWN CAMPBELL—City Clerk2 Deputy Clerks5 Records ClerksPage 14 of 39 CIVIL DIVISIONPage 15 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION Draft/review of ordinances and resolutions City code amendments Draft/review/approval of contracts, leases & other legal documents Attendance at City Council & board/commission meetings Review of council agendas for publication Legal advice to the Mayor, City Council, and City departments Legal training as needed Litigation management City representation in civil claims and lawsuits Legal advisor to SKHHP (Auburn is administering agency)CIVIL DIVISION RESPONSIBILITIESPage 16 of 39 CITY CLERK’S DIVISIONPage 17 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION Management of City Council agenda Management of City records and archiving Management of City electronic contract process Responding to public records requests Passport services Issuance of public notifications Attendance at public meetings Training to City Councilmembers and staff regarding OPMA, parliamentary procedure CITY CLERK’S OFFICE RESPONSIBILITIESPage 18 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION2023 HIGHLIGHTS:Responded to over 5,000records requestsAttended over 50public meetingsProcessed 988passportsIssued over 150public noticesCITY CLERK’S OFFICE RESPONSIBILITIESPage 19 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONCITY CLERK’S OFFICE RESPONSIBILITIESCITY DOCUMENT ARCHIVE MANAGEMENT•Archives currently holds over 5,000 boxesof documents and 1,000 rolls of building plans •Clerk directs records destruction or transfer to State Archives per State retention law (486 boxes of documents destroyed and 4 transferred in 2023)Page 20 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONCITY CLERK’S OFFICE RESPONSIBILITIESCity Clerk’s Office stores historical City legislation and meeting minutes in the City Clerk’s Office VaultOrdinance No. 1 – Establishing times & location for City Council MeetingsJune 19, 1891Handwritten Ordinance June 21, 1911City Council Meeting MinutesJuly 6, 1926Page 21 of 39 REAL ESTATE DIVISIONPage 22 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION•Protects and negotiates the City’s interest in real estate matters:•Real property leases and dispositions•Property analysis and management•Special City real estate projects•Manages the City’s general fund real estate assets•Offers 3rdparty management services for real estate owned and/or controlled by other City departmentsREAL ESTATE DIVISIONPage 23 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION•Negotiates and manages the City’s purchase and/or disposal of real property•Responsibilities include developed sites with existing structures and undeveloped sitesREAL ESTATE DIVISIONPage 24 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONREAL ESTATE DIVISION—PROPERTY ANALYSISProtection of City Property Rights•Researching property rights granted to or by the City•Ensuring compliance with granted property rightsObtaining or Granting of Property Rights on behalf of the City•Negotiations•Drafting documents•Presentation to Council•Recording Page 25 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONREAL ESTATE DIVISION—PROPERTY MANAGEMENTTree RemovalEncampment Clean UpReal Estate Litter CrewProperty BeautificationLight Repair and Adding LightsFencingCity Parking LotsPage 26 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION•Downtown art: •Wrapped 5 utility boxes•Mural around trash enclosureREAL ESTATE DIVISION—PROPERTY MANAGEMENTPage 27 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONPet Relief AreaMural Lot LightsREAL ESTATE DIVISION—SPECIAL PROJECTSPage 28 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONREAL ESTATE DIVISION—SPECIAL PROJECTS12thStreet Project: site acquisition for future new public safety buildingPage 29 of 39 PROSECUTION DIVISIONPage 30 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONThe Legal Department’s Prosecution Division represents the whole Auburn community—it does not represent individuals. The prosecution division is responsible for the prosecution of:•Criminal misdemeanors and gross misdemeanors (including DUI, assaults, theft, criminal trespass and property damage, DV offenses)•Claims for victim restitution in City criminal cases•Traffic Infractions (speeding, no insurance, fail to signal, etc.)•Code Enforcement violations (City license violations, junk vehicles, unsafe structures, etc.)PROSECUTION DIVISIONPage 31 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION•In 2023, City Prosecutors handled: •over 2,400 criminal matters (over 12,000 individual case hearings) and •nearly 500 infraction hearingsPROSECUTION DIVISIONPage 32 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONAdditional prosecution responsibilitiesAdditional prosecution responsibilitiesAdditional prosecution responsibilitiesAdditional prosecution responsibilities::::•Reviewing and approving police search warrants•Reviewing and certifying crime victim U-Visa requests•RALJ appeals to superior court•Police department criminal law and legal procedure training•Defending the City in police vehicle impound casesPROSECUTION DIVISIONPage 33 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION•The Domestic Violence Paralegal coordinates DV criminal case-related issues with victims (including: outline of process, maintaining contact, no contact orders, court dates/subpoena service, victim impact statements, restitution claims)•Community Development contracts with non-profit agencies to provide domestic violence community advocateservicesPROSECUTION DIVISIONDOMESTIC VIOLENCE Page 34 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONAUBURN COMMUNITY COURTCommunity court is an alternative, problem-solving court for some non-violent misdemeanor casesCommunity court cases involve referrals to community resources that address a participant’s underlying needs that likely led to criminal activityPage 35 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONAUBURN COMMUNITY COURT ELIGIBILITYPage 36 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONSERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION Recent community court case numbers (last 6 months): 20 participants12 successful graduates4 active participants2 participants currently attending inpatient treatment2 participants terminated for noncomplianceAUBURN COMMUNITY COURTPage 37 of 39 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION•Weekly treatment progress reports•UA results•Attendance at classes and required appointments•Completion of City work crew hoursAUBURN COMMUNITY COURT COMPLIANCE MONITORINGPage 38 of 39 AUBURNVALUESS E R V I C EENVIRONMENTE C O N O M YC H A R A C T E RSUSTAINABILITYW E L L N E S SC E L E B R AT I O NQUESTIONS?Page 39 of 39