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HomeMy WebLinkAbout2014-02-10 Committee of the Whole MinutesTukwila City Council Committee of the Whole Meeting City Hall Council Chambers February 10, 2014 — 7 :00 P.M. MINUTES COMMITTEE OF THE WHOLE CALL TO ORDER/PLEDGE OF ALLEGIANCE Council President Quinn called the Tukwila City Council meeting to order at 7:02 p.m. and led the audience in the Pledge of Allegiance. OFFICIALS Present were De'Sean Quinn, Council President, Councilmembers Joe Duffie, Dennis Robertson, Allan Ekberg, Verna Seal, Kathy Hougardy, Kate Kruller. CITY OFFICIALS Jim Haggerton, Mayor; David Cline, City Administrator; Bob Giberson, Public Works Director; Frank Iriarte, Public Works Deputy Director; Chris Flores, Acting Fire Chief; Marty Grisham, Emergency Manager; Rick Still, Parks and Recreation Director; Dave Johnson, Recreation Superintendent; Joyce Trantina, Project Analyst; Mary Miotke, Information Technology Director; Laurel Humphrey, Council Analyst; Melissa Hart, Deputy City Clerk. Council President Quinn explained that due to travel delays experienced by the City's Parks, Recreation and Open Space (PROS) consultant, staff has asked that Special Issues Item 3c, An ordinance adopting the Parks, Recreation and Open Space Plan (PROS), be moved to the end of the agenda. CITIZEN COMMENTS There were no citizen comments. SPECIAL ISSUES a. A resolution adopting the City's Comprehensive Emergency Management Plan (CEMP). Councilmember Seal indicated this item was discussed at the Finance and Safety Committee meeting on February 4, 2014. The committee members were unanimous in recommending approval. Marty Grisham, Emergency Manager, explained staff is seeking Council approval of a resolution that would adopt the Tukwila Comprehensive Emergency Management Plan (CEMP). Pursuant to state law, jurisdictions are required to submit their CEMP to the Washington State Emergency Management Division every four years. The City's plan was approved by the state on November 15, 2013. The Tukwila Municipal Code (TMC) requires an annual review of the CEMP in addition to the state requirement. The Council asked clarifying questions of staff and exchanged comments to include: Clarification regarding the Council's role in conjunction with the CEMP; acknowledgement of the various volunteer groups in the City and utilizing those resources when needed; and inclusion of the Tukwila School District in relation to the CEMP. Mr. Grisham clarified that the CEMP is the plan to be used for operations during an event. The Council would continue working behind the scenes on the business of the City during an event. There will be tabletop exercises that will aid the Council in potential scenarios and identify decisions that will need to be made. Mr. Grisham explained that the State of Washington has not had a large scale event that has tested these types of plans. It has been announced that in 2016 the state will be conducting a state -wide Cascadia Subduction Zone event. This will be a large scale, multi - jurisdictional event, with the focus on a tsunami event along the Tukwila City Council Committee of the Whole Minutes February 10, 2014 Page 2 of 6 Washington coast, with an invitation to a handful of jurisdictions along the 1 -5 corridor to participate as well. Emergency Management will be proposing, as part of the three year training calendar, to conduct a citywide full scale exercise to test the City. In response to the comment relating to volunteer resources, he stated the City's Volunteer Coordinator has been working with Emergency Management to complete a rewrite of the policies relating to management of volunteers. Mr. Grisham thanked Stacia Norris (Desktop Publishing) from the Information Technology Department for her work on the CEMP. He feels the City has the best CEMP in the state. Council President Quinn asked for information on how the City will communicate with the Tukwila School District in the event of an emergency. Mr. Grisham explained that since the Tukwila School District is its own entity, the City is not able to provide guidance on these types of issues. He explained the Superintendent is open to meeting with the City and Emergency Management, and she has voiced her support for a cooperative relationship between the City and the Tukwila school district. It is the intent for the City and the School District to memorialize the discussions in the form of a Memorandum of Understanding to be used in the event of an emergency. He announced that there will be CERT (Community Emergency Response Team) training for high school students of the Tukwila School District in the fall of 2014. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. b. A resolution establishing the "Tukwila, City of Opportunity Scholarship." Councilmember Seal indicated this item was discussed at the Finance and Safety Committee meeting on February 4, 2014. The committee members were unanimous in recommending approval. The City desires to create a scholarship program for high school students living in Tukwila to provide financial assistance and an opportunity for deserving students to continue their education beyond high school. The draft resolution would establish the scholarship program amount at $4,000.00 per calendar year. The Councilmembers asked clarifying questions and exchanged comments on the draft resolution to include: Concern relating to Section 2, bullet number 1, and how that is affected by the "Dream Care Act;" interest in providing opportunities to home - schooled students; the possibility of increasing the scholarship funding to $10,000; Include language that an applicant must demonstrate a substantial financial need to qualify for a scholarship; define the community service activities that are acceptable; move forward with the scholarship as proposed, rather than making the guidelines prescriptive; Modify language relating to the Selection Committee to incorporate the three school districts that serve the City; amend the language on the application form relating to volunteer hours so students who work are not exempt from the process if they are unable to volunteer; and include the school district for each applicant in the reports submitted to the City Council. Joyce Trantina, Project Analyst, explained the language for the proposed scholarship has been created using resources from AWC (Association of Washington Cities), the Tukwila School District and the City Attorney, and the intent is to have recipients be residents of Tukwila. In discussion with a counselor at Foster High School, it was relayed that the proposed language is similar to other scholarship programs. Several of the suggested edits are considered policy decisions for the Council. Council President Quinn thanked Mayor Haggerton and Ms. Trantina for bringing this item before the Council. He feels this type of program creates an opportunity for continued collaboration. Mayor Haggerton commented that in recent discussions with the school district, it was stated there are homeless students in the Tukwila School District and the lack of outside funding to support those students. After Council discussion there was consensus to have staff prepare edits to the following areas in the resolution for the next Regular Meeting: Tukwila City Council Committee of the Whole Minutes February 10, 2014 Page 3 of 6 ■ Must be a U.S. citizen or a legal permanent resident of the United States. • Must be a resident of the City of Tukwila. Proof of residency is required at the time of application. • Must be equivalent to senior in high school. • Must demonstrate a substantial financial need as indicated on the FAFSA Student Aid Report. • Must have applied to an undergraduate program at a community college, trade school or university. • Must demonstrate leadership qualities as evidenced by involvement in extra - curricular activities. • Must have a cumulative grade point average (GPA) of 2.75 or higher. • Must have completed a minimum of 15 hours of community service. Section 4. Scholarship Selection Committee. A Scholarship Selection Committee shall be created and shall include the Mayor and /or his or her designee, the City Council President, a City staff appointee and a Tukwila school district employee designee(s) who can fairly evaluate the level of academic and extracurricular activities represented in the scholarship applications. Section 5. Roles and Authority for the Scholarship Fund. A. City staff shall administer the scholarship fund as directed by this resolution, and it shall be known and cited as the "Tukwila, City of Opportunity Scholarship." B. The Scholarship Selection Committee shall review the program annually and submit a report to Council that summarizes, by school district: the applications, available funds, the scholarships awarded, the number of applications that did not result in scholarships, and any recommendations for revisions to the program. C. The Council shall receive the report and request revisions to the program as needed. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM AS AMENDED TO THE NEXT REGULAR MEETING. c. An ordinance authorizing a franchise agreement with tw telecom of washington, Ilc (as per the agenda amendment as noted on page 1). Councilmember Kruller indicated this item was discussed at the Utilities Committee meeting on February 3, 2014. The committee members were unanimous in recommending approval. In 2009, the City granted tw telecom of washington, Ilc (TWTC) a non - exclusive franchise through Ordinance No. 2231 to construct, maintain and operate a fiber optic cable system in the City's right -of- ways. Ordinance No. 2231 has expired and it is time to renew the proposed franchise agreement. In 2001, TWTC constructed a fiber optic system to provide voice and data services to customers in the Puget Sound region. The TWTC franchise agreement is for five years with a possible one year extension. The draft ordinance would allow TWTC to continue operating in the City's right -of -way and facilitate construction of future fiber optic projects. Frank Iriarte, Deputy Public Works Director, introduced Gregory Diamond, Vice President of tw telecom. He explained tw telecom has been a good corporate partner with the City since they built their infrastructure in 2001. Mr. Diamond thanked the Council and City staff for their work on this item. They are currently working with other cities to expand their services. They provide services to the business community by providing an additional service provider choice for business voice and data services. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. d. An Interlocal Agreement with the City of Kent regarding the Briscoe - Desimone Levee. Councilmember Kruller indicated this item was discussed at the Utilities Committee meeting on February 3, 2014. The committee members were unanimous in recommending approval. Tukwila City Council Committee of the Whole Minutes February 10, 2014 Page 4 of 6 There are four reaches (sections) of the Briscoe - Desimone Levee that require repairs in order to provide a 100 -year level of flood protection. The King County Flood Control District has approved the City of Kent's plan. As two reaches are located in Tukwila, an Interlocal Agreement (ILA) between Tukwila and Kent is needed that will authorize the work, designate State Environmental Policy Act (SEPA) authority, grant condemnation authority, and allow Kent's contractors to work in Tukwila. Additionally, the proposed ILA requires Kent to meet Tukwila's shoreline regulations. Kent has secured funding from the King County Flood Control District and other grants for the repair project, and there is no Tukwila funding anticipated at this time. The Council asked clarifying questions of staff and exchanged comments on the proposed Interlocal Agreement. After Council discussion there was a request to have the City Attorney provide a legal explanation /opinion relating to defining "substantial," and consensus to have staff make the following changes to the Interlocal Agreement for the next Regular Meeting: Add the following (strike- through and underlined) language to the sections specified (wording to be reviewed by City of Kent and Tukwila City Attorney): 6. COST SHARING. All design, acquisition, and construction costs will be included under this Agreement, provided the location of the wall is consistent with KCFCD Resolution FCD2013 -02.2. Any changes specifically requested by Tukwila that result in cost increases will be paid by Tukwila. Tukwila will provide reimbursement to Kent within thirty (30) days of a request for reimbursement from Kent. Compliance with the Tukwila Shoreline Master Program will not be considered to be a change. The parties expect that all costs for work covered under this agreement will be covered by the state grant, KCFCD funding, or other grant sources. However, in the event any work, including design, property acquisition, permit, and CLOMR work performed after January 1, 2013, is not funded fully by other sources, funds are withdrawn, the project is not able to obtain a variance to the Tukwila Shoreline permit in order to construct the project consistent with KCFCD Resolution FCD2013 -02.2, or cost overruns exceed funding amounts, all work will cease and the two parties will meet to discuss available options to allow the project to move forward. Tukwila will be notified in advance for any needed plan or substantial funding change. 13. MODIFICATION. No waiver, alteration, or modification of any of the provisions of this agreement shall be binding unless in writing and signed by a duly authorized representative of the parties. Substantial modifications to this agreement shall net require approval of the parties' respective city councils. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM AS AMENDED TO THE NEXT REGULAR MEETING. e. A contract change order for the Southcenter Boulevard /65th Avenue South Sewer Repair Project. Councilmember Kruller indicated this item was discussed at the Utilities Committee meeting on February 3, 2014. The committee members were unanimous in recommending approval. Bob Giberson, Public Works Director, explained the original contract with Green River Construction was unbudgeted and considered an emergency. They were awarded a contract for the repair of the sewer main break at 6450 Southcenter Boulevard. After work began to install the new sewer manhole, the broken pipe was exposed and the scope of the project increased dramatically. Additional bypass pumping was required for the installation of 100 feet of sewer pipe, as well as additional traffic control and property restoration. The City will be filing a claim against Comcast and their contractor for the damages to the sewer line and costs incurred for the repair by the City. The Council is being asked to approve Change Order No. 1 to Contract #13 -181 with Green River Construction in the amount of $104,462.03. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. Tukwila City Council Committee of the Whole Minutes February 10, 2014 Page 5 of 6 f. An ordinance adopting the Parks, Recreation and Open Space (PROS) Plan. Councilmember Duffie indicated this item was discussed at the Community Affairs and Parks Committee meeting on February 4, 2014. The committee members were unanimous in recommending approval. The City has spent the past 12 months working to update the Parks, Recreation and Open Space (PROS) Plan. City staff and MIG, the consultant. prepared the PROS Plan and have provided updates to Council at many points throughout the process and have reached in the final adoption stage. Dave Johnson, Recreation Superintendent, thanked the Council for adjusting the agenda to accommodate the consultant who, due to recent weather activity, has spent the past 8 hours trying to travel from Portland to Tukwila. Mr. Johnson directed Council to pages 27 -32 of the agenda (PROS Plan Comment Log). The log identifies the comments received and a response to each comment. He explained the final plan will be printed upon adoption of the plan by the Council. Councilmember Hougardy referenced page 49 of the packet and asked if the year for the identified fee could be added to the plan. Mr. Johnson answered in the affirmative. Councilmember Kruller referenced comment number 67 (page 31 of the agenda packet) relating to a dog park. She commented that the draft plan does not recommend which park is to be used as a dog park, and she appreciated the reference. Councilmember Robertson commented the staff has been sensitive to the comments received, and he complimented the Parks and Recreation Department for their work on the plan update. Mr. Johnson reiterated that the final updated PROS plan will be printed upon adoption by the Council, and he provided a hand -out with examples of quotes received during the public outreach process to be incorporated within the PROS Plan. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. REPORTS a. Mayor Mayor Haggerton reminded the Council that the next Regular Meeting will be Tuesday, February 18, 2014, due to the Monday holiday (Presidents Day). On February 7, 2014, Mayor Haggerton provided welcoming remarks at the Friesian Horse Association event, and later that afternoon he attended the Valley Com Board Meeting. He announced that the new Valley Com computer -aided dispatch system will go live on March 19, 2014. This program has been in the works since 2007. Additionally, he acknowledged receipt of a letter from the Council to the Mayor. b. City Council Councilmember Duffie participated in an event with a local Girl Scout Troop where they released (Coho) salmon into Southgate Creek on February 8, 2014. Councilmember Robertson participated in an event with a local Girl Scout Troop where they released (Coho) salmon into Southgate Creek on February 8, 2014. He expressed interest in having the Girl Scout Troop attend a future meeting and provide a presentation to the Council on this event. Mr. Robertson commented that, in following the Council procedures, he made a request for some Eden reports (the City's financial reporting system) and the requested reports are a significant amount of pages. He stated that normally a copy of the requested documents would be compiled for each Councilmember. He asked if the Council would like a copy so they could review the reports he will be receiving. Council President Quinn concurred with Councilmember Robertson and suggested the reports be made available in a central location for Council review. Tukwila City Council Committee of the Whole Minutes February 10, 2014 Page 6 of 6 Councilmember Seal stated that due to work constraints at this time, she has removed herself from the Equity and Diversity Commission. Councilmember Hougardy acknowledged that she has applied to be the Council representative on the Equity and Diversity Commission. As such, she attended the February 6, 2014 meeting as an applicant. She announced that she will attend the upcoming Rotary meeting. Councilmember Kruller attended the Seattle Seahawks parade on February 5, 2014, and stated that she has not received any complaints relating to the recent snow event. She updated the Council on the many upcoming meetings for the next week. c. Staff There was no report. d. City Attorney The City Attorney's presence is not required at Committee of the Whole meetings. e. Intergovernmental There was no report. MISCELLANEOUS Councilmember Hougardy commented that the Mayor has acknowledged receipt of a letter from the City Council relating to retreat items. She asked how the Council would like to acknowledge receipt of the Mayor's letter. Council President Quinn explained that he would like the Council to have time to review the Mayor's letter, and he proposed that the Council discuss the item under Miscellaneous at the next Regular Meeting. ADJOURNMENT 8:50 p.m. COUNCIL PRESIDENT QUINN DECLARED THE COMMITTEE OF THE WHOLE MEETING ADJOURNED. De'Sean Quinn, Council President (ITheetS5z -- 74014- Melissa Hart, Deputy City Clerk APPROVED AND SIGNED BY THE COUNCIL PRESIDENT ON 02/24/2014 AVAILABLE ON THE CITY'S WEBSITE 02/25/2014