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HomeMy WebLinkAbout2010-02-22 Committee of the Whole MinutesOFFICIALS CITY OFFICIALS SPECIAL PRESENTATIONS Tukwila City Council Committee of the Whole Meeting City Hall Council Chambers February 22, 2010 7:00 P.M. CALL TO ORDER/PLEDGE OF ALLEGIANCE MINUTES Council President Robertson called the Tukwila City Council meeting to order at 7:01 p.m. and led the audience in the Pledge of Allegiance. Present were Dennis Robertson, Council President, Councilmembers Joe Duffie, Joan Hernandez, Allan Ekberg, Verna Seal, Kathy Hougardy, De'Sean Quinn. Jim Haggerton, Mayor; Steve Lancaster, City Administrator; Shawn Hunstock, Finance Director; Peggy McCarthy, Deputy Finance Director; Jennifer Ferrer -Santa Ines, Senior Fiscal Coordinator; Don Lincoln, Assistant Police Chief; Derek Speck, Economic Development Administrator; Bob Giberson, Public Works Director; Gail Labanara, Public Works Analyst; Frank Iriarte, Public Works Deputy Director; Jack Pace, Community Development Director; Nora Gierloff, Community Development Deputy Director; Brandon Miles, Senior Planner; Rick Still, Interim Parks and Recreation Director; Robert Eaton, Project Coordinator; Mary Miotke, Information Technology Director; Kimberly Matej, Council Analyst; Melissa Hart, Deputy City Clerk. a. Introduction of Craig Zellerhoff, Fiscal Coordinator. Peggy McCarthy, Deputy Finance Director, introduced the new Fiscal Coordinator, Craig Zellerhoff. Mr. Zellerhoff is a life -long Washington resident who graduated from the University of Washington with degrees in Management and Accounting. For the last 15 years Mr. Zellerhoff worked for Weyerhaeuser in payroll and other accounting areas. He also worked for Alaska Airlines in the Finance Department for five years. Mr. Zellerhoff indicated he is happy to be part of the City of Tukwila and is looking forward to many years with the City and the Finance Department. b. Update on Indirect Cost Allocation Plan, Peter Moy, FCS Group, Inc. Shawn Hunstock, Finance Director, introduced Peter Moy, the FCS Group. Mr. Moy previously presented a revenue study to the City Council in 2008. Mr. Hunstock explained the Washington State Auditor's Office suggested the City update its current Indirect Cost Allocation Plan methodology. Mr. Moy indicated the presentation this evening is an update relating to the indirect cost allocation plan analysis that has recently been completed. Mr. Moy utilized a PowerPoint presentation to provide a synopsis of the Indirect Cost Allocation Plan. Some key elements of the presentation included the following: What is an Indirect Cost Allocation Plan? A method to calculate the cost of support services that serve direct community services and program or the costs of running the business of government. Why implement an Indirect Cost Allocation Plan? To know the full cost of providing services. The plan will calculate reimbursement for services provided by the General Fund to other funds such as the Water Fund. Calculate cost -based user fees such that each department is charged for the use of the service. Tukwila City Council Committee of the Whole Minutes February 22, 2010 Page 2 of 6 To have sufficient cost of service information to support other cost recovery arrangements. If the City knows the full cost associated with the City services that are being provided, the City can recoup the appropriate costs for those services. Basic Analytical Steps in creating the Cost Allocation Plan: Examine the organization to identify all indirect and direct departments and functions. Utilize budget data and compile total costs related to indirect services and program areas. Determine allocation factors by forming the basis for the allocation of each indirect service. Make adjustments for non allocable costs, assigned costs and other revisions. Allocate the indirect costs based on proportions from the allocation factors. Calculate full overhead costs by identifying each direct service's full share of indirect costs. Identify Indirect Cost Centers (departments). Major centers include: City Council, Mayor, City Clerk, Information Technology, Human Resources, City Attorney, Public Works, Parks Maintenance and Finance Department Public Works Administration costs were separated into the following three categories: Public Works Administration Public Works Maintenance Administration Total Public Works Administration Citywide Indirect Costs $6,764,464 identified as citywide allocable costs. Some of the allocation factors identified are: Agenda items, actual expenditures, Police and Fire full time employees (FTE's), utility bills and vehicle costs $2,263,000 in total costs allocated to funds other than the General Fund (all other funds) including: $1,814,000 in total indirect costs $449,000 in administrative costs for Public Works (including costs for both the Administrative and Maintenance Divisions) Outcomes Updated the City's Indirect Cost Allocation Plan methodology, and allocated administrative costs for Public Works Public Works Engineering is now billing funds directly for services, instead of being included as part of the plan. The overall net impact to the General Fund in 2010 could be positive if the engineering work billed to other funds is greater than $211,163. The new allocation for Public Works Administration is slightly lower than the allocation in 2004, but reflects the true cost of services. The Indirect Cost Allocation Plan portion has increased significantly (72 from $1,053,857 in 2004 to $1,814,183 for the new allocation. This reflects the true cost of services provided by the General Fund to all other funds. Councilmember Hernandez requested clarification relating to the Legislative Support classification under the City Clerk rather than under the City Council. Mr. Moy clarified that Legislative Support pertains to the costs associated with preparing the weekly agenda packets. Councilmember Ekberg requested clarification relating to the statement about Public Works Engineering billing funds directly for services, instead of being included as part of the plan. Mr. Moy explained that an engineer working on a specific project with Capital Improvement Funding will charge that particular project's billable hours to reimburse the General Fund for the labor costs associated with their work on the project. Councilmember Hougardy asked if the Indirect Cost Allocation Plan could increase revenue for the City. Shawn Hunstock, Finance Director, stated the City could potentially increase revenue in the permitting area by adding the direct costs associated with building permit services. The City could decide to increase those specific fees. Tukwila City Council Committee of the Whole Minutes February 22, 2010 Page 3 of 6 Councilmember Quinn asked if the City is able to recoup indirect costs associated with the flood response effort. Mr. Hunstock clarified the grant funding the City received in relation to the Howard Hanson Dam flood mitigation did not allow for indirect costs. Once the City has a plan in place that has been approved by the federal government, the City can include the approved indirect cost percentage to grant reimbursements that are requested. Mr. Hunstock explained the next steps will be for staff to prepare a budget amendment for the Finance and Safety Committee to formally adopt the Indirect Cost Allocation Plan. Council President Robertson inquired about how Tukwila rates with other cities of like size relating to indirect costs. Mr. Moy indicated the City would need to have an analysis conducted to determine how Tukwila rates with comparable cities. CITIZEN COMMENTS Anna Bernhard, 14241 51st Avenue South, stated the open house for the Tukwila Library will be held on the last day of business, Saturday, February 27, 2010 from 10:00 a.m. until 12:00 p.m. Eugene Sodano, 16053 48 Avenue South, indicated that on Thursday, February 18, 2010, several vehicles on his street were cited for parking longer than 72 hours. He explained this is the first time in several years that property owners have been cited for parking boats and other recreational vehicles in front of their homes. SPECIAL ISSUES a. A bid award for the Duwamish Riverbend Hill project. Councilmember Duffle indicated this item was discussed at the Community Affairs and Parks meeting on February 8, 2010. The committee members were unanimous in recommending approval. Rick Still, Interim Parks and Recreation Director, indicated this project was advertised for bidding on January 7 and 14, 2010. The Cascade Land Conservancy completed the trail design and grading, and the completion of the construction is grant funded through the Recreation Conservation Office. This contract will complete the construction of the park by installing the irrigation, landscaping and hydro seeding. Nine bids were received and Terra Dynamics, Inc. was the apparent low bidder, with a base bid of $133,500, which is under the Engineer's estimate of $210,000. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. b. A resolution setting Green Fees for Foster Golf Course. Councilmember Duffie indicated this item was discussed at the Community Affairs and Parks Committee meeting on February 8, 2010. The committee members were unanimous in recommending approval. Rick Still, Interim Parks and Recreation Director, indicated staff is requesting Council approval to increase green fees at Foster Golf Links. The proposed increase is $.50 to $2.00 depending on the day of play and category. He explained there are two clarifications that are highlighted and were corrected after the Community Affairs and Parks Committee meeting. Councilmember Hernandez thanked Mr. Still for the clarifications and she also inquired as to whether there would be an increase in the cart rental fees. Mr. Still explained the green fees are the only fees increased by Council resolution. After additional discussions with the golf course staff, it was determined they would need to increase the cart rental fees $.50 to assist with the funding required for operations. Tukwila City Council Committee of the Whole Minutes February 22, 2010 Page 4 of 6 Councilmember Seal indicated even the City is still competitive with surrounding jurisdictions, with the slight increase in fees. Councilmember Ekberg inquired about the capacity of the golf course and asked how many users are currently using the facility. Mr. Still explained the facility is yielding approximately 65,000 rounds of golf played a year. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. c. Zoning code changes related to the siting and operation of Crisis Diversion Facilities and Crisis Diversion Interim Service Facilities. Council President Robertson explained that staff is requesting the Council forward this item to the Planning Commission for review. 8:06 p.m. Councilmember Quinn recused himself from discussion on this item and left the Council Chambers. Brandon Miles, Senior Planner, explained that on September 8, 2009 the Council adopted Ordinance No. 2248, which established an emergency six -month moratorium on the issuance and processing of permits related to crisis diversion facilities (CDF) and crisis diversion interim service facilities (CDISF) within the City. After the moratorium was adopted, staff conducted extensive research on the proposed uses to better understand the needs of these types of facilities and to determine how best to integrate these facilities into the City. He explained that pursuant to Tukwila Municipal Code 18.80.020, staff has declared an emergency in order to allow the proposed code amendments to be forwarded to the Planning Commission for review and consideration. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE PLANNING COMMISSION. 8:11 p.m. Councilmember Quinn returned to the Council Chambers. d. Discussion of City Council draft procedures. Council President Robertson explained that one of the 2009 -2010 Council goals is to approve and implement standard operating procedures for the City Council. Throughout the year, draft procedures will be discussed to aid in the completion of the Council operating procedures. He explained the two items for discussion this evening are tracking Council goals, initiatives and /or projects and the distribution of information to Councilmembers. The Council reviewed the draft Council procedure relating to tracking Council goals, initiatives and /or projects. Mr. Robertson explained the procedure will ensure efficient and timely tracking of Council commitments. The only change that has occurred in the procedure is that the Council will review the items quarterly at a Committee of the Whole meeting. After Council discussion, there was consensus to begin review of Council goals at the end of the second quarter. There was Council consensus to retain the procedure. Mr. Robertson explained the second item for discussion is the distribution of information to Councilmembers. In order for the Council to make strong, supportable decisions, all Councilmembers should receive any information /materials at the same time and place if possible. If a Councilmember requests certain information about a particular topic that is time consuming for staff, the request will be referred back to the full Council to see if there is enough support. Kimberly Matej, Council Analyst, explained this procedure is intended to assist the Council in recognizing the impact to staff and not deter information. Council President Robertson explained that after discussion with City Administration, it was determined the Citizen Tracking and Reporting Policy is an Administrative policy. Tukwila City Council Committee of the Whole Minutes February 22, 2010 Page 5 of 6 Steve Lancaster, City Administrator, explained the intent is to make the Citizen Tracking and Reporting Policy an internal administrative policy. This policy is to ensure that citizen inquiries directed to the City Council are appropriately addressed and the resulting actions are appropriately communicated. Mr. Lancaster explained the basics of the system will include an electronic tracking system that could be available to the Council and staff. The information can be added to the tracking system by the City Administrator /designee, Department Directors /designee, and the Council Analyst. If an inquiry is made during an open meeting, the inquiry should be acknowledged and any clarifying questions could be asked of the citizen. Within one business day, the inquiry would be acknowledged, and staff would add the item to the tracking system. Once the inquiry has been entered into the system, it would be answered within three days or referred to the appropriate department for research and a response. Upon resolution of the inquiry, that information would be entered into the tracking system, and the Council President and City Administrator would review the status of active inquiries weekly. Mr. Robertson also explained that if an inquiry is made during a meeting, the official conducting the meeting should ensure the discussion of the inquiry is limited to clarifying questions. Councilmember Hougardy indicated she feels a vocalized statement should be provided to the individual that has the inquiry, so they know the Council will follow through with a resolution. Councilmember Duffie expressed concern for the citizen that comes before the Council and does not leave with a response. He agreed there should be a way to provide an answer at the time an inquiry is made. Councilmember Hernandez thanked Mr. Robertson and the City Administrator for the draft policy. She explained that as Councilmembers they need to be careful to listen during an inquiry. She suggested the response to all inquiries be the same and suggested that bullet number two on the draft policy be used during an open meeting. "Citizen inquiries are forwarded to the appropriate City Official for review and response." Mr. Lancaster explained that the official chairing the meeting would be the gatekeeper for the inquiry and ensure questions directed to the requestor would be of a clarifying nature. Councilmember Seal concurred with Councilmember Hernandez. If all requestors are provided the same answer, it will provide consistent dissemination of information and everyone will receive the appropriate answer and correct information. REPORTS a. Mayor Mayor Haggerton attended the Suburban Cities Board Meeting on February 17, 2010, and the ribbon cutting ceremony for the Courtyard by Marriott on February 18, 2010. He also attended the Valley Cities meeting on February 19, 2010. Mayor Haggerton also participated in the Association of Washington Cities (AWC) Conference call to discuss the current legislative session. He also indicated the SCORE Jail Facility work is underway, and he will to arrange a tour of the facility for interested Councilmembers. b. City Council Councilmember Hernandez attended the Historical Society meeting on February 18, 2010. Councilmember Ekberg attended the Tukwila Neighborhood Block Watch meeting on February 18, 2010. Councilmember Seal explained there was an article in the "Renton Reporter" that King County Councilmember Julia Patterson submitted relating to youth volunteers and community service. Councilmember Hougardy attended the most recent South King County Economic Development Initiative (SKEDI) meeting. She also attended the Neighborhood Block Watch meeting for her neighborhood on February 18, 2010. Tukwila City Council Committee of the Whole Minutes February 22, 2010 Page 6 of 6 Council President Robertson attended the hearing for the proposed Rental Housing bill in Olympia on February 19, 2010. He thanked the Council Analyst for the information she provided. He also distributed the agenda for the February 26 -28, 2010 Council Retreat. c. Staff Steve Lancaster, City Administrator, indicated staff presented a draft Hazard Mitigation Plan at the February 17, 2010 Finance and Safety Committee meeting as an information only item. Mr. Lancaster explained the draft plan has been posted on the City's website for public comment, and a copy is available for Council review. After the public comment period, the plan will be forwarded to the State Emergency Management Department (EMD) and the Federal Emergency Management Agency (FEMA) for review. Upon review and acceptance by EMD and FEMA, the plan will then be brought before the Council for review and adoption. d. City Attorney The City Attorney's presence is not required at Committee of the Whole meetings. e. Intergovernmental Kimberly Matej, Council Analyst, stated the legislative bill relating to Municipal Judges being elected will not move forward. She explained that after several discussions it was suggested the City and other neighboring cities propose their own legislation that all Municipal Court Judges be appointed based on a merit system. Ms. Matej also explained there has been an amendment to the Rental Housing Bill, and staff is closely monitoring the information and updates. MISCELLANEOUS Councilmember Quinn indicated that on March 1, 2010, SeaTac will be celebrating their 20 year anniversary with an open house at SeaTac City Hall. ADJOURNMENT 9:09 p.m. COUNCIL PRESIDENT ROBERTSON DECLARED THE COMMITTEE OF THE WHOLE MEETING ADJOURNED. Dennis Robertson, Council President Melissa Hart, Deputy City Clerk