Loading...
HomeMy WebLinkAbout11-17-2011 Special Meeting * . A TY OF * CITY COUNCIL ■" . S — © s SPECIAL MEETING am .. Z� Auburn Ci Hall — Council City Chambers WASHINGTON November 17, 2011 4 00 PM MINUTES I CALL TO ORDER Mayor Peter B Lewis called the meeting to order at 4 00 p m Mayor Lewis and the following Councilmembers were in attendance Rich Wagner, Sue Singer Nancy Backus, Lynn Norman, Bill Peloza Virginia Haugen and John Partridge Staff members present included Public Works Director Dennis Dowdy, Police Commander BM Pierson Planning and Community Development Director Kevin Snyder Finance Director Shelley Coleman Financial Planning Manager Martin Chaw, Information Services Director Lorrie Rempher, Human Resources/Risk Management Director Brenda Heineman, Parks Arts and Recreation Director Daryl Faber Economic Development Manager Doug Lein and Deputy City Clerk Cathy Richardson Also in attendance were Councilmembers elect John Holman, Wayne Osborne and Largo Wales II 2011 2012 BIENNIAL BUDGET MID TERM CORRECTION Director Coleman referred Councilmembers to the agenda packet attachments and briefly reviewed items related to the proposed mid term correction for the 2011 2012 Biennial Budget including the following • 2012 Budget Summary—All Funds • 2012 Proposed Budget Summary—All Funds • 2012 Mid Biennial Budget Departmental Requests o Including additional departmental requests approved by Mayor Lewis for year 2012 Items #14 through #36 o Including Items #37 through #42 which are listed on Schedule A Summary of 2012 Budget Adjustments by Page 1 City of Auburn Council Meeting Minutes November 17, 2011 Fund, and proposed Budget Amendment #6 Ordinance No 6379 • Proposed Capital Project summary of changes • Proposed 2012 Property Tax Ordinance No. 6380 which entails an increase of 1% over the 2011 property tax levy and includes new construction levy Consistent with current City policy $2.0 million of the total 2012 Property Tax Levy will be distributed to the Local Street Fund in support of the Save Our Streets (SOS) Program. The remaining funds, less 2% for uncollectables, will be distributed to the General Fund to support general governmental operations. Councilmember Peloza inquired regarding Item #16 of the 2012 Mid- Biennial Budget Departmental Requests with regard to traffic signal LED lamp replacements. Director Coleman explained that, approximately eight years ago, the City participated in a program to replace all the bulbs in the traffic signals with LED lamps in an effort to reduce costs. It is now time to begin replacement of those LED lamps. In response to questions from Councilmember Peloza, Mayor Lewis reported that there is a hiring freeze in effect while awaiting State budgetary decisions with the exception of two positions, including a promoter for animal licensing in connection with the new animal shelter and a crime analyst for the Police Department, which was in process prior to the hiring freeze. All other recommended positions are still frozen. Deputy Mayor Singer Sue inquired regarding inclusion of a line item with regard to costs related to forgiving traffic impact fees in the downtown area. Director Coleman stated that impact fees not paid by developer must be paid from other general governmental revenues. Mayor Lewis stated that it is too nebulous an amount to be able to put a number to. In response to questions from Deputy Mayor Singer regarding Capital Facilities Projects (CFP), Director Coleman stated that the Finance Department works closely with the City's project engineers on City projects. The CFP is a plan and throughout the year priorities may shift, resulting in new projects starting while others may be delayed. Therefore, Page 2 City of Auburn Council Meeting Minutes November 17, 2011 if projects are not completed then funds must be made available in a subsequent year Councilmember Wagner expressed concerns in pushing the design element of a project out for more than one year Councilmembers briefly discussed furlough days salary and benefit adjustments, replacement of the Senior Center carpeting, offsetting revenues and beginning fund balances, and solid waste rates. Deputy Mayor Singer expressed concerns with regard to costs related to the City Hall renovation project. Mayor Lewis responded that the biggest problem that the City has with regard to renovations is that staff cubicles did not meet the minimum size requirements and the heating and air conditioning (HVAC) system is failing. It is costing more annually to maintain the system than if it is replaced. It is also difficult to obtain parts for a system that is more than thirty years old. The system can not be replaced until we know where staff is to be moved. Staff needs to have a plan in place in order to proceed with the HVAC system replacement. Once the new HVAC system is in place, staff can be relocated as the economy allows. There are also privacy difficulties with regard to domestic violence victims and Human Resources issues which require hard-wall offices in lieu of panel dividers. Phase 1 would include approval for a new HVAC system based on where Legal Department, Human Resources and City Clerk staff will be located, which will be implemented in Phase 2 as funds are available. Director Heineman explained the City must pay prevailing wage rates, which increases contract costs. The new HVAC system has already been budgeted and will provide additional energy savings. Director Heineman reviewed other problems related to the current department placement including lack of an adequate testing area, lack of a lobby area for both Legal and Human Resources Departments. Also space is needed at the Auburn Justice Center and this would allow the domestic violence advocate staff to rejoin the Legal Department. It would also allow Human Resources facilities staff to move from the GSA facility back to City Hall. Director Heineman reported that the Valley Regional Fire Authority would like to lease the GSA space for training purposes which would provide additional revenue. Director Heineman reviewed energy costs associated with the GSA facility the current bidding climate, use of staff for moving purposes, use of existing divider panels, and the conservative aspects of her estimate. Page 3 City of Auburn Council Meeting Minutes November 17, 2011 In response to questions from Deputy Mayor Singer Director Heineman explained that the City Clerk's lobby area must be separate from the Legal Department lobby area in order to provide two secure lobbies for privacy purposes. Three prosecutors are currently sharing an office space which is problematical operationally and causes conflicts during the interviewing process. Having their own individual offices will eliminate these types of issues and will save time and resources. Mayor Lewis stated that if Council approves the general outline of the proposed plan then staff can move forward with the HVAC replacement. Each new phase of the proposed renovations will be presented to Council for approval. Discussion followed regarding the use of in-house staff for various functions previously out-sourced, various phases of proposed City Hall renovations, staff efficiencies, unused space at the City Hall Annex, contract processes, income possibilities with regard to leasing of the GSA facility implementation of furlough days, the current hiring freeze, and State budgetary issues. Councilmember Peloza requested that staff provide additional information with regard to Fund 229 1998 Library Fund and employee medical benefits costs. Mayor Lewis reported on legislative efforts with regard to budgetary issues. Mayor Lewis encouraged Council to attend the upcoming Association of Washington Cities annual conference in January 2012. Councilmember Norman commented that the City's HVAC system has been very costly to maintain and concurred that it should be replaced. Councilmember Norman suggested that, due to expenditures associated with start-up costs for animal control services, renovations to City Hall should be delayed as long as possible. III. ADJOURNMENT There being no further discussion, the meeting adjourned at 5 11 p.m. APPROVED the 17th day of January 20 . Peter ewis, Mayor Cathy Ri ardson, Deputy ity Clerk Page 4