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Home My WebLink About2016-06-13 Committee of the Whole MinutesTukwila City Council Committee of the Whole Meeting City Hall Council Chambers June 13, 2016 — 7:00 P.M. MINUTES COMMITTEE OF THE WHOLE CALL TO ORDER/PLEDGE OF ALLEGIANCE Council President Duffie called the Tukwila City Council meeting to order at 7:06 p.m. and led the audience in the Pledge of Allegiance. Mr. Duffie asked everyone to please join him in a moment of silence to honor the victims of the tragic shooting in Orlando, Florida this past weekend. The City of Tukwila sends condolences to their families and friends. We stand together against hate. OFFICIALS Present were Joe Duffie, Council President; Councilmembers Dennis Robertson, Verna Seal, Kathy Hougardy, De'Sean Quinn, Kate Kruller, Thomas McLeod. CITY OFFICIALS Allan Ekberg, Mayor; David Cline, City Administrator; Bob Giberson, Public Works Director; Jack Pace, Community Development Director; Jerry Hight, Building Official; Rick Mitchell, Police Commander; Derek Speck, Economic Development Administrator; Brandon Miles, Economic Development Liaison; Laurel Humphrey, Council Analyst; Dana Almberg - Dideon, Administrative Support Technician. AGENDA AMENDMENT Councilmember Hougardy requested that the agenda be amended to move Special Issues item 4e (2016 Lodging Tax Advisory Committee funding requests) to be Special Issues item 4a. Council consensus existed to amend the agenda as requested above. CITIZEN COMMENTS There were no citizen comments. PUBLIC HEARING A resolution adopting a Six -Year Transportation Improvement Program for 2017 -2022. The Transportation Improvement Program (TIP) is updated annually as required by the Revised Code of Washington (RCW). The TIP is adopted by resolution after a public hearing at the local agency level and is then incorporated into regional and state TIPs. The TIP is a rolling plan showing various funding sources: grants, developer and local funds. Projects "roll" as funds or stages occur (design report, final design and construction). 7:09 p.m. Council President Duffie opened the Public Hearing. Bob Giberson, Public Works Director, explained the 2017 -2022 Transportation Improvement Program (TIP) needs to be adopted by the City Council no later than June 30th of each year. The TIP is primarily a financial planning document for projects competing for grants. Any project submitted for federal grant funding must be included in the local, regional and state adopted TIPs. Mr. Giberson stated the following project was eliminated from the proposed TIP: Tukwila City Council Committee of the Whole Minutes June 13, 2016 Page 2 of 5 Deleted: West Valley Highway /156`h Street — This project will be combined with the overall larger West Valley Highway project (1 -405 to Strander Boulevard). Council President Duffie called for public comments. There were no public comments. 7:12 p.m. Council President Duffie closed the Public Hearing. SPECIAL ISSUES a. 2016 Lodging Tax Advisory Committee (LTAC) funding requests. _(Per Agenda Amendment on page 1) Councilmember Seal indicated this item was reviewed at the Finance and Safety Committee meeting on June 7, 2016. The committee members were unanimous in recommending approval. The City collects a 1 % lodging tax on certain overnight stays, the use of which is limited by state law to tourism promotion. $678,000 is estimated to be collected in 2016. The following five applications were submitted to LTAC for approval: • City of Tukwila: $40,500 for administration costs reimbursement • Seattle Southside Regional Tourism Authority: $337,500 for general marketing, sales, and business services including operation of the kiosk at Westfield Southcenter • The Museum of Flight: $35,000 for 2016 events • Starfire Sports: $25,000 for promotion and facilitation of leagues, events and tournaments • City of Tukwila: $90,000 for research and development of day marketing campaign The City's Lodging Tax Advisory Committee received and approved the five requests for lodging tax funds. Mr. Miles updated the Council regarding the application and review process. He explained that staff anticipates an increase of $150,000 in lodging tax collections for 2016, and that increase will be addressed in a future budget amendment. Councilmember Hougardy asked staff to explain what limitations or restrictions are associated with the collected lodging tax funds. Mr. Miles stated the collection of lodging tax funds are regulated by RCW 67.28.1816, "Lodging tax - Tourism promotion," and the monies collected must be used for tourism promotion activities. 7:31 p.m. Councilmember Hougardy exited the chambers. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. b. A resolution adopting a Six -Year Transportation Improvement Program for 2017 -2022. The Council is being asked to consider the draft resolution for the 2017 -2022 Six -Year Transportation Improvement Program (TIP). The attachment to the draft resolution is proposed as the Draft 2017 -2022 TIP and was created by modifying the 2016 -2021 TIP to add or remove projects and adjust project costs. No prioritization was assigned, and the list of projects is presented in alphabetical order. Prioritization of projects is reflected in the City's Capital Improvement Program (CIP). COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. c. A bid award for the Tukwila Urban Center (TUC) Pedestrian /Bicycle Bridge Project. Tukwila City Council Committee of the Whole Minutes June 13, 2016 Page 3 of 5 The Council is being asked to consider the construction bid award to SB Structures, LLC for the construction of the TUC Pedestrian /Bicycle Bridge project, including awarding the base bid and additive alternate in the amount of $6,285,570.60. A call for bids was advertised on April 26, 2016 and May 3, 2016, and three addenda were issued addressing clarification in the bid documents. The bids were opened on May 24, 2016 and the lowest bid was received by SB Structures, LLC. The construction bids were reviewed and minor irregularities were found in the two lowest bids. However, those irregularities have been waived as being insignificant in nature. SB Structures, LLC has been doing business since 2006 and has extensive experience with projects of similar size and scope. Proposed project funding for the project is as follows: Budget Total Washington State Dept. Mobility Grant of Transportation $6,100,000.00 Park Impact Fees $268,000.00 City Funds $860,406.19 _ _ Available Funds $7,228,406.19 Expenses SB Structures, LLC Base Bid $6,174,671.35 SB Structures, LLC Additive Alternate $110,899.25 Construction Contingency 15% $942,835.59 Allocated Funds $7,228,406.19 Councilmember Robertson referred to the portion of the Informational Memorandum relating to the contingency fee, and the staff recommended increasing the fee from 10% to 15 %. Councilmember Kruller requested staff provide a drawing of the proposed bridge in the agenda packet for the next meeting. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. d. Contract Supplement #5 with Anchor QEA for construction management services for the Interurban Avenue South Project. The Council is being asked to approve Supplement #5 to Contract #14 -066 with Anchor QEA in the amount of $195,000.00 (to be reimbursed) to perform continued construction management services and extend the contract through August 31, 2016 for the Interurban Avenue South Project. Bob Giberson, Public Works Director, explained the additional budget for the proposed supplemental work will be covered by additional funds to be requested from the Transportation Improvement Board (TIB) and the liquidated damages to be assessed against the contract for the delayed contract completion. The TIB awarded a $5,000,000 construction grant to the City based on the Engineer's Estimate for construction costs. However, the TIB reduced the grant amount based on the favorable bid results. Due to the increased project costs, greater than the actual bids, the TIB will allow a large portion of the returned funds to be recovered upon billing the TIB for cost reimbursement. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. e A contract amendment with 411-eaf, Inc., for Building Division inspection services. Councilmember Quinn indicated this item was reviewed at the Community Affairs and Parks Committee meeting on May 23, 2016. The committee members were unanimous in recommending approval. Tukwila City Council Committee of the Whole Minutes June 13, 2016 Page 4 of 5 Jerry Hight, Building Official, explained the City's Building Division, as well as other jurisdictions in Washington, has experienced recruitment difficulties employing building inspectors in the current market. Extensive recruitment and marketing efforts have failed to fill the two vacant building inspector positions. The Council is being asked to approve the proposed contract amendment with 4Leaf, Inc. in the amount of $120,000 (total contract value is $220,000) for inspection services for the City. He commented that it is possible that one of the vacant positions will be filled by the end of the week. The Councilmembers asked clarifying questions of staff and exchanged comments to include: The City has had two vacant staff positions, and the proposed contract amendment will bridge the gap for the required body of work; Concern relating to the cost of utilizing a consulting firm for the inspections versus full time employees; and Clarification regarding the classification for the Building Inspector position being a represented or non - represented employee. Mr. Hight clarified that the position of Building Inspector is a union (represented) position. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE CONSENT AGENDA AT THE NEXT REGULAR MEETING. 7:48 p.m. Councilmember Quinn exited the chambers. REPORTS a. Mayor Mayor Ekberg offered a reminder that tomorrow (June 14th) is Flag Day. On June 7 and 8, 2016 he participated in the Cascadia Rising event, and complimented City staff for their work during the exercise. On June 7, 2016 he attended the Aviation High School ceremony dedicating Phoenix Drive and the Foster High School senior awards event on the evening of June 8, 2016. On June 9, 2016 he attended the retirement celebration for a long -time City employee, and later that evening he attended the Road Map Project — Race to the Top Celebration of Success event. On June 10, 2016 he attended the Fort Dent Tenant Appreciation luncheon, and later that evening the Foster High School graduation ceremony. b. City Council Councilmember Robertson attended the recent Joint Salmon Recovery Council / Ecosystem Coordination Board meeting. Councilmember Seal attended the June 7, 2016 Firemen's Pension Board Meeting. Ms. Seal participated in the recent Affordable Housing webinar through Local Progress and an ICE (U.S. Immigration and Customs Enforcement) raid webinar. She announced that later this year, she will be attending the National League of Cities Summer Policy Meeting in Kansas City. Ms. Seal inquired about the recent bulk waste collection event and whether Code Enforcement was involved in the event. Councilmember Kruller attended the June 10, 2016 Fort Dent Tenant Appreciation luncheon. On June 9, 2016 she attended the Puget Sound Regional Council (PSRC) Transportation Policy Board meeting and, later that day, the retirement celebration for a long -time City employee. On June 10, 2016 she attended the Foster High School graduation ceremony. Ms. Kruller commented that it appears the items placed at the curb for the bulky waste collection have been removed from the neighborhood. David Cline, City Administrator, stated the event was the result of a partnership between the City and Waste Management and was a great learning experience, and City Administration welcomes comments on the event. Council President Duffie commended Waste Management and Frank Iriarte, Public Works Deputy Director, for their work on the event. Mr. Duffie commented on the issues with residents continuing to place bulky waste at the curb after Waste Management had already removed items. Tukwila City Council Committee of the Whole Minutes June 13, 2016 Page 5 of 5 Mayor Ekberg stated the City utilized the following communication tools to distribute information on the event: the Tukwila Reporter, announcement via the E- Hazelnut Newsletter, social media postings and mailing out a flyer. Councilmember McLeod hosted his first Council Chat on June 11, 2016 at Corner Bakery. Council President Duffie participated in the Cascadia Rising event on June 7 and 8, 2016. 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 Seal asked that the Council review the City's Human Resources policies as part of the Council's work plan. Councilmember Kruller concurred with the request from Councilmember Seal. Additionally, she would like the Council Committees to report out on the status of the Council Committee goals. Mr. Cline stated the City is interested in working with the Council on the Human Resources policies. ADJOURNMENT 8:18 p.m. COUNCIL PRESIDENT DUFFIE DECLARED THE COMMITTEE OF THE WHOLE MEETING ADJOURNED. be ffie, uncil Presid . 61 oA �&, Q Dana Almberg- Dideon, Adr istrative Support Technician APPROVED BY THE COUNCIL PRESIDENT: 715/16 AVAILABLE ON THE CITY WEBSITE: 7/6/16